Request for Proposal

For an Integrated Library System (ILS)

RFP 26-002

Date of Issue: June 30, 2026

Proposal Closing Date: July 30, 2026, at 2:00 PM MST

Proposal to be returned PRIOR TO date and time above.

_____________________________________

SUBMIT TO:

Douglas County Libraries (“DCL”)

via:

Rocky Mountain e-Purchasing (“BidNet”):

www.bidnetdirect.com//douglas-county-libraries

THIS IS NOT A COMPETITIVE BID.  The request for proposal process allows DCL to select the supplier that best meets the needs of DCL, taking into consideration supplier qualifications, price, products, and service capabilities.

REQUEST FOR PROPOSAL

RFP 26-002

Douglas County Libraries (DCL) is soliciting proposals from qualified firms or individuals for an Integrated Library System (ILS).

All proposals must be submitted to the Capital Planning and Procurement Manager in accordance with the Instructions to Suppliers and other applicable requirements outlined in this document. Proposals will be accepted until the deadline specified on the cover page of this document. No public disclosure of the proposals will be made until a contract has been awarded.

The anticipated timeline for the selection process is as follows:

Instructions to Suppliers

1. Suppliers responding to this Request for Proposal (RFP) must submit their proposals in accordance with the format and requirements outlined in this document.

2. Each proposal must include one electronic copy submitted no later than 2:00 PM via the Rocky Mountain e-Purchasing System (BidNet) at:

www.bidnetdirect.com/douglas-county-libraries

For Douglas County Libraries.

1. Each proposal must be dated and signed by an individual authorized to bind the company, with the signer’s name and title clearly printed. All pricing and proposal terms must remain valid and guaranteed for at least ninety (90) days from the date of submission.

2. Proposals must follow the order of questions and requirements as presented in the RFP, where applicable. Suppliers may include supplemental materials that clarify or support their proposal. If the DCL logo is used in any proposal materials, the current monochromatic version available at https://dcl.org/press-kit must be used.

3. DCL reserves the right to reject any or all proposals received in response to this RFP; waive informalities or irregularities in the proposal process; accept any part or all of a proposal; negotiate modifications to the scope of work or deliverables; withhold an award at its sole discretion; and select the supplier(s) deemed most qualified and best suited to meet the needs of the Library. Selection will be based on multiple evaluation criteria, not solely on the lowest price.

4. The selected supplier will be fully responsible for delivering all proposed goods and services, whether or not the supplier directly provides them. The selected supplier will act as the primary point of contact for all contractual matters and may not assign or transfer any portion of the agreement without prior written consent from DCL.

5. DCL will not be responsible for any costs incurred by suppliers in preparing, submitting, or presenting their proposals, or for any activities related to this RFP before a formal contract is executed.

6. All proposals and associated materials submitted in response to this RFP will become the property of Douglas County Libraries and may be retained for official records.

7. Reports, data, or information prepared by or provided to the selected supplier may not be disclosed to any third party without the prior written approval of DCL.

8. All changes, clarifications, or modifications to this RFP will be made through written addenda issued via the Rocky Mountain e-Purchasing System (BidNet). Verbal information or instructions will not be considered valid or binding.

9. The selected supplier may be required to enter into a written agreement using DCL’s standard contract form. The terms of this RFP, along with accepted provisions from the supplier’s proposal, will be incorporated into the final agreement.

10. All questions regarding the RFP process or proposal submission must be submitted through the Rocky Mountain e-Purchasing System (BidNet). No other methods of inquiry will be considered official.

11. Proposals will be evaluated based on a variety of criteria, which may include clarity and completeness of the proposal, quality and timeliness of proposed services, experience and qualifications of the firm, reference checks, interviews or presentations (if requested), overall cost, and proposed timelines.

12. DCL is an equal opportunity employer. Minority- and women-owned businesses are strongly encouraged to respond. The selected supplier must not discriminate on the basis of race, color, national origin, gender, age, religion, disability, or any other protected class in the execution of the contract.

13. All suppliers must complete and sign the Certification Regarding Debarment and Suspension, affirming that their organization is not currently debarred or suspended by any federal department or agency.

SPECIFICATIONS/SCOPE OF WORK

Description of the Library

Douglas County Libraries (DCL) serves a growing population of approximately 384,000 residents across Douglas County, Colorado. The system operates six full-service branches located in Castle Rock, Highlands Ranch, Parker, Lone Tree, Roxborough, and Castle Pines, as well as a reading room in Louviers. Administrative and technical operations are based at the Castle Rock branch. The Library employs approximately 250 full-time equivalent (FTE) staff.

DCL is primarily funded through property tax revenues, with additional income generated from fines, program fees, endowments, contributions from the Douglas County Libraries Foundation, and investment earnings. The Library does not receive federal grant funding and is not subject to the federal Single Audit Act.

Established in 1990, the Library has historically funded capital projects through tax revenues and reserves. In 2015, it issued $20.7 million in certificates of participation, maturing in 2030, to finance the construction of new library facilities in Castle Pines, Castle Rock, Lone Tree, Roxborough and Parker. Currently, DCL is constructing a new facility in Sterling Ranch.

DCL participates in the Public Employees’ Retirement Association (PERA) and complies with the requirements of GASB Statement No. 68 and GASB Statement No. 75.

Douglas County Libraries (DCL) is seeking to purchase and implement a modern Integrated Library System (ILS) to support operations across all library branches and central services. The selected system will streamline core library functions, enhance the customer experience, and enable staff to efficiently manage collections, circulation, acquisitions, and related services across DCL’s multi-location network.

General Statistics & Basic Library Information

Scope of Work

1. Functional Requirements (see Attachment A)

The functional requirements contain 10 sections. Each section is included as a separate Worksheet within an Excel Spreadsheet. The individual requirements are listed, with a library priority designation to give you an idea of how the library will weight each item within a section. Vendors are asked to complete the Vendor Response Column using the legend below for indicating if the desired functionality is available. There is a comment cell available for every functional requirement listed. There are a number of requirements that specifically ask for a full description of the functionality and that information as well as other descriptive information you would like to include can be placed in the Comments field.

There are two sections which have been included in the functional requirements that are meant for information gathering and will not be included in the scoring of the RFP responses. The sections are Discovery and Digital Asset Management. DCL would like to get a better idea of what each vendor offers in these areas but are not actively seeking a replacement for their current systems at this time.

The RFP responses will be scored by appropriate subject specialists from the DCL staff. Up to 3 vendors will be selected to provide demonstrations of their systems. The scoring for the RFP will be as follows:

1. Institutional Priorities

In this section, vendors are requested to provide a detailed description of their system capabilities as they relate to meeting the institutional priorities of DCL. Responses should offer a clear, concise, and succinct narrative that demonstrates how the vendor’s solutions align with DCL’s strategic objectives. Vendors are encouraged to include relevant information about their corporate environment, organizational structure, and operational practices, where appropriate, to provide context for the capabilities described.

Unified and Efficient Staff Workflows

Staff must be able to complete core tasks through streamlined workflows that reduce unnecessary steps and minimize reliance on external tools.

Flexible Configuration with Sustainable Governance

The system must support granular configuration while enabling governance practices that ensure long-term maintainability and controlled change management.

Integration-Ready Architecture

The system must support reliable, efficient, and direct integration with external systems, prioritizing approaches that minimize intermediary layers and reduce latency.

Real-Time Data Visibility and Operational Confidence

Staff must have access to timely and accurate information to support confident decision-making.

Robust Bulk Processing and Operational Scalability

The system must support efficient bulk operations and batch processing.

Mature APIs and Transparent Data Architecture

The system must provide comprehensive APIs and a clearly documented data model that enables direct data access, supports automation, and ensures long-term extensibility.

Accessible and Actionable Reporting

The system must provide flexible reporting tools that support both operational workflows and strategic analysis.

1. Customer Support

The vendor prioritizes fast, responsive customer service and provides service level agreements and problem tracking systems to support its customer service efforts. Please describe your customer service and problem tracking processes and address the following topics.

Dedicated Project Manager to serve as the vendor’s single point of contact throughout implementation.

24/7 technical support for critical issues; standard business hours support for non-critical matters.

Defined Service Level Agreements (SLAs) specifying response/resolution times and minimum system uptime (99.9% preferred).

Regular system maintenance and updates including security patches and performance enhancements with prior notice.

Access to a knowledge base with searchable documentation, videos, and self-service tools.

Quarterly or semi-annual account reviews to address performance, new features, and ongoing needs.

1. Migration / Implementation / Training Plan

Describe a usual implementation plan which includes rigorous project management, attention to change management, efficient data migration, and thorough training for both technical and functional staff. Below is an example plan that could be included in your response.

The information provided for migration, implementation and training schedule/plan should include:

• Each step of the migration, implementation, and training processes.
• Responsible parties and those involved in each step from both DCL and the Vendor.
• The training plan needs to include information on the number of training hours available, the organization of the training for all modules, and the options for in-person, online, and recorded training.

1. Roadmap / Development Strategy

DCL is seeking a vendor with a vision for the future, one that continuously evolves the platform to meet emerging library trends, customer expectations, and service innovations. Please describe your development strategy and provide all development roadmaps that are available.

1. References

Provide 3 – 4 references for your system. DCL is interested in references for libraries of their size and type and will be contacting your references during this procurement process. Please include at least one contact name for each reference.

1. Pricing (see Attachment B)

Vendors are asked to use the template in Attachment B to provide pricing and cost information for your ILS solution. You can edit the template as needed for your product pricing guidelines. DCL must be able to distinguish between initial costs and ongoing costs in the final pricing document submitted. PLEASE PROVIDE PRICING FOR BOTH VENDOR-HOSTED AND LOCALLY-HOSTED OPTIONS.

AWARD OF CONTRACT

Douglas County Libraries (DCL) will select the supplier or suppliers determined to be fully qualified and best suited to meet the requirements of this Request for Proposal. The selection process may include interviews and negotiations with one or more of the most qualified respondents. While price will be taken into consideration, it will not be the sole determining factor in the final decision.

Following the evaluation and any necessary negotiations, DCL will make an award to the supplier whose proposal is deemed to offer the best overall value and to be in the best interest of the Library. DCL reserves the right to cancel this RFP, reject any or all proposals or portions thereof, and terminate the selection process at any time prior to contract execution, at its sole discretion. If it is determined that only one supplier is fully qualified, or clearly more qualified than the others, DCL may proceed with a direct negotiation and award without further competition.

PROPOSAL TERMS & CONDITIONS

1. Proposals will be evaluated based on how well they meet the content, format, and submission requirements outlined in the RFP.

2. The respondent and key personnel must be properly licensed and qualified to provide the requested goods or services within the State of Colorado.

3. The respondent should demonstrate relevant experience and a successful track record with similar projects or within the public sector.

4. The respondent must be in good standing with applicable regulatory bodies and professional associations, and must disclose any peer review results, compliance issues, or disciplinary actions.

5. The qualifications, experience, and training of assigned personnel must be appropriate for the scope of work.

6. The ability to communicate clearly and work effectively with DCL staff and stakeholders will be considered.

7. The respondent should demonstrate availability to provide support, consultation, or related services as needed throughout the term of the agreement.

8. Proposals should include access to any specialized expertise or resources relevant to the requested scope of work.

9. Pricing must be clearly itemized, competitive, and reflective of the value provided.

10. The selected respondent must comply with all applicable federal, state, and local laws, regulations, and codes, and obtain all necessary licenses and permits.

11. All information submitted as part of the proposal is subject to the Colorado Open Records Act. Marking information as confidential does not ensure exemption from disclosure.

12. DCL is exempt from sales, use, and excise taxes. A certificate of tax exemption will be provided upon request. Any applicable taxes must be shown as a separate line item in the proposal.

13. DCL reserves the right to cancel any award without penalty if performance expectations are not met or if project timelines are not fulfilled.

14. DCL may cancel an agreement if funds are not appropriated for continued services in a subsequent fiscal year, with at least 30 days’ notice provided before the end of the current fiscal period.

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION

The respondent to this RFP certifies to the best of its knowledge and belief that it and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency;

2. Have not within a three year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are not presently indicted for or otherwise criminally or civilly charges by a government entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (B) of this certification; and

4. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default.

Where the respondent is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application.

Signature of Official: ____________________________

Name (typed): __________________________________

Title: _________________________________________

Firm: _________________________________________

Date: _________________________________________