PURPOSE
The purpose and intent of the Request for Proposal (RFP) is to solicit proposals from qualified companies to provide Integrated Library Systems (ILS) Services for St. Joe County Public Library. The proposal will include all aspects of an ILS implementation, such as system installation, set-up/configuration, data migration, training, and ongoing support after implementation.
BACKGROUND INFORMATION
The St. Joe County Public Library (SJCPL) is located in North Central Indiana, approximately 147 miles north of Indianapolis. SJCPL serves a diverse population of approximately 171,000 residents of South Bend and the surrounding communities. From its 1873 beginning as a public reading room in South Bend, SJCPL has grown to ten (10) locations throughout St. Joseph County, including a Main Library and nine (9) branches. SJCPL also provides mobile library services to community organizations and retirement centers.
Studio 304 is the digital lab located within the Main Library that provides recording studios, 3D printing, laser cutting, digital media tools and software, cameras, recording equipment and more.
The Community Learning Center, connected to the Main Library, provides a ballroom, auditorium and classrooms available for the community to use. The Community Foundation of St. Joseph County is located on the third floor.
SJCPL Locations
Main Library
304 S. Main St.
South Bend, IN 46601
Centre Branch
1150 E. Kern Rd
South Bend, IN 46614
Francis Branch
52655 N. Ironwood Rd
South Bend, IN 46635
German Branch
52807 Lynnewood Ave.
South Bend, IN 46628
Lakeville Branch
120 N. Michigan
Lakeville, IN 46536
LaSalle Branch
3232 W. Ardmore Tr.
South Bend, IN 46628
North Liberty
105 E. Market St.
North Liberty, IN 46554
River Park Branch
2022 Mishawaka Ave.
South Bend, IN 46615
Western Branch
611 Lombardy Dr.
South Bend, IN 46619
Tutt Branch
2223 Miami St.
South Bend, IN 46613
In 2025, the Library was visited over 700,000 times. SJCPL holdings consisted of approximately 554,000 items, with a circulation total of approximately 1.24 million physical items. Materials include books, audiovisual items, launchpads, and laptops.
Additional Data
# of bibliographic records 210,364
# of item records 553,796
# of patron records 76,805
# of annual circulation transactions 1,243,720 (includes circulation and renewals)
# of staff workstations* 250
Population served 170,651
*This number reflects staff workstations which will use the ILS software (e.g., circulation, collection services, administration, public services, etc.)
Existing Systems and Services
SJCPL currently utilizes Innovative Sierra Integrated Library System, launched in 2009. Prior to Sierra, SJCPL was an Innovative Millennium customer. Other services currently used by SJCPL include Bibliotecha self-check stations; Heritage Quest; OCLC Connection Client and WorldShare; Indiana State Library Inspire; Communico Reserve and Attend Products; Lote4Kids; TBS Printing and ePrintit; MakeMake; Gale Database Products; Mango Languages; Ancestry; New York Times; AtoZ Databases; Novelist; Biblioboard; Newsbank; Brainfuse; South Bend Tribune; Chicago Tribune; Washington Post; Consumer Reports; Lyngsoe Sorter Systems; Core Collections; Lyngsoe Libcabinets; BiblioCommons Discovery; OverDrive / Kanopy; Library IQ; Hoopla.
SCOPE OF SERVICES
1. The vendor will provide St. Joe County Public Library Public Library (SJCPL) with an Integrated Library System that will perform automated functions needed to run day-to-day activities by staff and patrons. At a minimum each proposed solution must have the following:
a. Circulation Module (checking in & out materials, account creation & maintenance, and item management)
b. Cataloging Module
c. Acquisitions Module
d. Discovery Layer (i.e., an OPAC - Online Public Access Catalog)
2. The vendor must complete the attached Functional Requirements document and include it with the proposal submission.
3. The vendor is expected to conduct their work onsite, not just remotely. At a minimum, the vendor must be onsite at the beginning of the project, during training, and through Go-Live, including pre-and post- Go-Live days. The vendor must be able to work collaboratively with SJCPL's IT and System Services staff. The vendor must provide qualified staff to assist both remotely and onsite with product implementation. Tasks include, but are not limited to:
a. System Set Up and Configuration
b. Data Migration
c. Training Library IT and System Services Staff - ILS Administration
d. Training Collection Services Staff
e. Training Frontline Public Services Staff
4. The vendor shall provide details of the training materials to be supplied to SJCPL (e.g., electronic documents, videos, etc.).
5. An important aspect of the selected company will be their commitment to customer service, training, and timely and accurate support of the ILS.
6. The vendor must be able to provide a reliable and ongoing support structure for delivering exceptional service to SJCPL's team including, but not limited to, phone support during library hours, email, live-chat, conference calls, etc.
7. Costs, if any, for any "optional" functionalities must be provided separately from the "baseline" cost(s) of the ILS.
8. For any finalist selected, access to a Sandbox of the proposed product is required during the evaluation phase.
9. The Scope of Services will become an integral part of the Contract between St. Joe County Public Library and the selected company.
PROPOSAL RESPONSE CONTENT and INSTRUCTIONS
Proposals should be appropriately organized and include overview, qualifications & experience, capabilities, approach & plan to perform service, completed Functional Requirements (Attachment C), cost for a 3-year contract (all inclusive fixed price), signed Attachment A and Attachment B, and other elements specified in the RFP. Proposers must submit one (1) hard copy and one (1) digital copy. All communications between SJCPL and prospective Proposers shall be in writing via email to the Chief Resource Officer. Questions deadline and other timeline details are provided in the RFP. Late proposals will not be accepted.
