I

CONFIDENTIAL

Tender for a Single Procurement:

1. Library Management System, 2. Library Management Hybrid Solutions,

High Frequency (HF) RFID and Electro Magnetic (EM) and

3. Turnstile System

REQUEST FOR PROPOSAL

ISSUER Bank Negara Malaysia Jalan Dato’ Onn 50480 Kuala Lumpur ISSUE DATE : 29 March, 2021 CLOSING RFP SUBMISSION : 30 April 2021, 3.00 pm

II

TABLE OF CONTENTS MANDATORY REQUIREMENTS IV

PART A – RFP REQUIREMENTS 1

1.0 INTRODUCTION 1

2.0 CONDITIONS OF THE PROPOSAL 1

3.0 EVALUATION OF PROPOSAL 4

4.0 SUBMISSION OF PROPOSAL 5

5.0 CLOSING DATE AND VALIDITY PERIOD OF PROPOSAL 8

6.0 LIQUIDATED ASCERTAINED DAMAGES (LAD) 8

7.0 COMPANY LITIGATION 9

8.0 CONTACT FOR ENQUIRIES 9

PART B – TECHNICAL & BUSINESS REQUIREMENTS 10

1.0 INTRODUCTION 10

2.0 OVERVIEW 10

3.0 LIBRARY MANAGEMENT SYSTEM (LMS) 11

4.0 LIBRARY MANAGEMENT HYBRID SOLUTIONS (LMHS), HF RFID AND EM 12

5.0 PLEASE REFER TO THE DETAILED REQUIREMENTS (RFP)

TURNSTILE SYSTEM 13

6.0 GENERAL SECUIRTY REQUIREMENTS – TENDERER’S FORMAT 15

7.0 CLOUD REQUIREMENTS 16

8.0 APPROACH, GOVERNANCE, RESOURCE, NON-TECHNICAL

REQUIREMENTS AND QUALITY ASSURANCE - TENDERER’S FORMAT 16

9.0 FINANCIAL STRENGTH - TENDERER’S FORMAT 18

PART C – CONTENT COVERAGE OF RESPONSE TO RFP REQUIREMENTS 19

1.0 FORMAT OF PROPOSAL 19

III

APPENDICES

APPENDIX A-1(I) COVERING LETTER FOR PROPOSAL SUBMISSION

APPENDIX A-1(II) DOCUMENTARY PROOF FOR MANDATORY REQUIREMENT

APPENDIX A-2 UNDERTAKING OF CONFIDENTIALITY

APPENDIX A-3(I) VENDOR CODE OF CONDUCT

APPENDIX A-3(II) STATUTORY DECLARATION ON LITIGATION

APPENDIX A-4(I) COMPANY PROFILE AND EXPERIENCE

APPENDIX A-4(II) FINANCIAL BACKGROUND

APPENDIX A-4(III) VENDOR FINANCIAL FORM

APPENDIX B-1 NOTICE OF PERSONAL DATA PROTECTION (PDPA)

APPENDIX C IMPLEMENTATION AGREEMENT AND MAINTENANCE AGREEMENT

APPENDIX D COMPLIANCE WITH AGREEMENT REQUIREMENTS

APPENDIX E-1 COST SUMMARY

APPENDIX E-2 DETAILED COSTING

APPENDIX F APPENDIX G APPENDIX H APPENDIX I APPENDIX J APPENDIX K

PROPOSED PROJECT TEAM STRUCTURE AND GOVERNANCE STRUCTURE PICTURES OF THE LIBRARY ENTRANCE TURNSTILE SYSTEM REQUIREMENTS SAAS ASSESSMENT: SECURITY COMPLIANCE APPLICATION SECURITY GUIDELINES LIBRARY MANAGEMENT SYSTEM (LMS) REQUIREMENTS

APPENDIX L LIBRARY MANAGEMENT HYBRID SOLUTIONS (LMHS), HIGH FREQUENCY (HF) RFID AND ELECTRO MAGNETIC (EM)

IV

MANDATORY REQUIREMENTS

The Tenderers and/or its Principal / Solution Partner (if any) must comply with the following MANDATORY requirements:

1. Must be a locally incorporated and legally registered company in Malaysia;

2. A single tenderer must work together with three (3) Principals to provide the solutions of:

a. The Library Management System (LMS),

b. Library Management Hybrid Solutions (LMHS), High Frequency (HF) RFID and Electro Magnetic (EM) and

c. Turnstile System.

3. The single tenderer AND all three (3) Principals must have undertaken similar types of integrated solutions, at least three (3) times, in the last 5 years. Regardless of the integrated solutions done before, any previous project must have at least included provision of an LMS.

a. Please provide the following information of references for the previous projects:

i. Name of organisation and year of setup

ii. Details of the project

iii. Contact Details of References (email address and telephone number)

4. Must have positive net worth for the last 3 years of audited financial statements.

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PART A – RFP REQUIREMENTS

1.0 INTRODUCTION

1.1 Request for Proposal

1.1.1 Bank Negara Malaysia (BNM) is inviting Tenderers and/or its Principal

/ Solution Partners to submit a comprehensive proposal for the

implementation of a Cloud based Library Management System

(LMS), Library Management Hybrid Solutions (LMHS), High

Frequency (HF) RFID and Electro Magnetic (EM) and Turnstile

System for the Financial Services Library (FSL), located at the ground

floor AICB Building.

1.1.2 This document provides combination of broad and detailed

specifications of the above purpose for The Tenderer to submit a

proposal for BNM’s evaluation and consideration.

1.1.3 The Tenderer is requested to study this document and all its references

carefully before preparing the proposal and seek clarifications from

BNM should questions and concerns arise.

1.1.4 This tender document provides a detailed specification of the services

required. The Tenderer is expected to provide an itemised quotation to

facilitate BNM to select the required services as necessary. Should

there exist a discounted package price for a group of services, it should

be indicated wherever applicable.

1.1.5 The Tenderer must furnish FSL with the proposed Library System

Architecture Diagram.

2.0 CONDITIONS OF THE PROPOSAL

2.1 General Conditions

2.1.1 The Tenderer must respond to the Request for Proposal (RFP) on the

basis that the Tenderer is deemed to have examined and understood

the contents of this RFP. The Tenderer must also be deemed to accept

and is bound by all the terms and conditions specified in this RFP. Any

limitations and assumptions of responsibilities that the Tenderer wishes

to inform should be clearly stated.

2.1.2 Any non-compliance by the Tenderer with any requirement stipulated in

this RFP must entitle BNM, at its sole discretion, to disqualify the

Tenderer.

2.1.3 Tenderer is requested to submit proposal with supporting information to

demonstrate how the proposed solution would be able to meet and add

value to BNM’s requirements.

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2.1.4 The specifications and contractual conditions contained in this RFP

define the basic functional, technical and contractual requirements

regarding this request. Any amendments to the specifications will be

effected and notified to all Tenderers by correspondence through a

letter or email.

2.1.5 The Tenderer / Principal / Solution Partner must have the necessary

expertise or technology through their research and development

knowledge to provide the required services in its entirety for the next

minimum 5 years and beyond.

2.1.6 The Tenderer must be solely responsible for any collaboration with any

Solution Partners.The Tenderer will be the single point of contact with

BNM and any arrangement or agreement between the Tenderer and

their partners is beyond BNM’s responsibilities.

2.1.7 All costs incurred in the preparation and submission of the proposal

including any presentation to BNM and/or POC conducted, if any, must

be borne solely by the Tenderer.

2.1.8 The Tenderer must ensure that the prices quoted are accurate before

submitting their quotation. The Tenderer must be solely responsible for

any omissions and/or errors in their proposals, without any additional

cost to BNM. BNM will not entertain any request for variation of price(s)

or submission of additional quote for items erroneously omitted in the

original submission.

2.1.9 Any quotations submitted must be in Ringgit Malaysia (RM) and must

include any applicable tax, duty, charge and other government taxes.

2.1.10 The Tenderer / Principal / Solution Partner must be prepared to:

a) Provide a detailed scope of services that need to be performed

for BNM’s reference;

b) Provide details of 3 similar relevant projects/services delivered

and implemented in the past 5 years for BNM’s reference;

c) Allow BNM to conduct checks with the Tenderer’s references, if

deemed necessary, to assess the Tenderer’s capability and

support service;

d) Give a formal presentation of the proposal to BNM, if requested;

and

e) Respond to any questions on the proposal and provide additional

information, when required by BNM.

2.1.11 BNM will retain the proposal and other related documents submitted by

the Tenderer, for the purpose of this proposal.

2.1.12 BNM reserves the right to amend the requirements and conditions in

this RFP in order to correct errors, rectify omissions or discrepancies or

to reflect any changes in the policy. Any amendments to the

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specifications will be effected and notified to all Tenderers through an

official letter or email.

2.2 Statement of Confidentiality and Vendor Code of Conduct

2.2.1 This document is strictly confidential. Information contained in this

document must not be disclosed directly or indirectly by the Tenderer

to any party except to its consortium or solution partners involved in the

preparation of the proposal or expressed otherwise in writing by BNM.

2.2.2 The Tenderer is required to sign an Undertaking of Confidentiality

document as specified in Appendix A-2, which outlines the Tenderer’s

responsibility not to divulge any information on this RFP document, to

any third party except its consortium or solution partners.

2.2.3 The Tenderer is advised to read the Vendor Code of Conduct (VCOC)

published by BNM on its website

(http://www.bnm.gov.my/documents/vendor_coc/vcoc_20170803.pdf)

2.2.4 In the event of any employee(s) of the Tenderer have a family member

working in BNM, it is strongly advised that the affected employee(s) of

the Tenderer would be recused from participating in the tender bidding

process and be declared as per the requirement of Section 2.2.3 above.

2.3 Conditions of The Agreement

2.3.1 There would be 2 agreements to be submitted under Appendix C :

a) Master Agreement (Project Phase): BNM will enter into a

Master Agreement with the Tenderer. The Tenderer is to

complete the integration and the Project Management for the

implementation of the Library Management System (LMS),

Library Management Hybrid Solutions (LMHS), HF RFID and EM

and Turnstile System successfully. This implementation would

be inclusive of a one-year warranty for two (2) products.

b) Subscription and Maintenance Service Agreement

(Maintenance Phase):

i. LMS: The subscription of the LMS will commence in 2021

and to continue for 2 years.

ii. LMHS, HF RFID and EM and the Turnstile System: After

the warranty period has expired, the maintenance of the

LMHS, HF RFID and EM and the Turnstile System will

commence for two (2) years.

c) Each Principal / Solution Partner is to provide the subscription / maintenance costing for 2 years. A separate agreement will be signed between BNM and each of the Principal / Solution Partner of the LMS, LMHS, HF RFID and EM and the Turnstile System for 2 years only. i. Please provide the costing for the maintenance in a sealed

envelope with the following format at the top of the envelope:

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Main Tenderer Name.

Library Management Hybrid Solutions (LMHS), High

Frequency (HF) RFID and Electro Magnetic (EM) OR

Turnstile System:

d) Principal / Solution Partner is to provide the costing in their own

format, with a detailed costing inclusive of SST. This costing

would include the licensing cost and the proposed maintainance

cost and frequency of maintenance.

e) This sealed envelope to be put into a separate tender box by 30

April 2021, 3.00pm (same date as the tender submission

deadline)

2.3.2 The successful Tenderer must comply with the terms and conditions in

the BNM’s standard agreement as attached.

2.3.3 BNM will view favourable proposals from Tenderers that accept the

terms of BNM standard agreements in their entirety without

amendments.

2.3.4 In executing the Agreement, the successful Tenderer must comply with

the provisions of any statute, regulation, or by-laws that are applicable

to the work under the Agreement. The cost and expenses involved must

be deemed to have been included in the prices quoted by the successful

Tenderer.

2.3.5 The Tenderer must take note of the terms and conditions relating to the

attached draft agreement in the tender proposal. The successful

Tenderer must enter into an agreement with BNM within 30 days from

the acceptance date of Letter of Award. Neither services must be

rendered to BNM nor payment must be payable to the successful

Tenderer until the agreement is executed.

3.0 EVALUATION OF PROPOSAL

3.1 The interpretation of the contents of the proposal by BNM must be final.

3.2 This RFP does not in itself constitute in any way a commitment of BNM to any

Tenderer. BNM reserves the right to select any proposal at its own discretion

and does not bind itself to accept the lowest-priced or any proposal.

3.3 The Tenderer must submit the proposal for a complete solution to meet all

requirements as defined in the RFP. In addition, the Tenderer may propose

innovative and alternative solution that would be able to integrate seamlessly

with BNM’s new or existing systems, if they consider that the alternatives

provide a better solution for BNM.

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3.4 A proposal that does not include response to all requirements may be excluded

at the sole discretion of BNM.

The evaluation of the proposal must be based on, but not limited to, the following

factors:

a) Compliance with all the conditions of the proposal;

b) Compliance with all the requirements in this document or any of its

referred documentation;

c) Comprehensiveness and level of detail of the proposal;

d) Compliance with the conditions of confidentiality;

e) Compliance with BNM’s contractual provisions and stipulations;

f) Tenderer’s / Principal’s / Solution Partner’s capabilities, experiences,

knowledge and expertise in implementing and managing projects of

similar nature in terms of scope, size and complexity;

g) Completeness of the proposal and effectiveness of the maintenance

and support services in supporting BNM’s objectives;

h) Detailed cost of the proposal including all miscellaneous cost, if any;

i) Breakdown of the maintenance services or license renewal cost for

each year, if any; and

j) Proven Tenderer’s record of accomplishment in relevant domain and

financial strength.

3.5 BNM is not obliged to accept a proposal in its entirety and may, at its absolute

discretion, opt to accept only parts of the proposal.

3.6 BNM is not obliged to give any reason for the acceptance or rejection of any

particular proposal.

4.0 SUBMISSION OF PROPOSAL

The mandatory format of the proposal and its expected contents are as follows:

4.1 Part I: Implementation of Library Management System (LMS), Library

Management Hybrid Solutions (LMHS), HF RFID and EM and Turnstile System–

Technical Proposal

4.1.1 The response in Part I must not contain any pricing information.

4.1.2 The response in Part I must cover the following content:

Format Content

Appendix A-1(i) Covering letter for proposal submission

Tender’s Format 1. Must be a locally incorporated and legally registered

company in Malaysia;

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2. A single tenderer must work together with three (3) Principals to provide the solutions of: a. The Library Management System (LMS), b. Library Management Hybrid Solutions (LMHS), High

Frequency (HF) RFID and Electro Magnetic (EM); and c. Turnstile System.

3. The single tenderer AND all three (3) Principals must have undertaken similar types of integrated solutions, at least three (3) times, in the last 5 years. Regardless of the integrated solutions done before, any previous project must have at least included provision of an LMS.

a. Please provide the following information of references for the previous projects:

i. Name of organisation and year of setup

ii. Details of the project

iii. Contact Details of References (email address and telephone number)

4. Must have positive net worth for the last 3 years of audited financial statements.

Tenderer’s Format – Section 8.0

1. Approach, Governance and Resources 2. Service Quality Assurance 3. Non Technical Requirements 4. Exclusion and Assumption

Appendix A-2 Undertaking of Confidentiality

Appendix A-3(i) Declaration of Interests by Tenderer

Appendix A-3(ii) Statutory Declaration on Litigation

Appendix A-4(i) Company Profile and Experience

Appendix A-4(ii) Financial Background

Appendix A-4(iii) Tenderer Financial Form

Appendix B Notice of Personal Data Protection (PDPA)

Appendix C Implementation Agreement and Maintenance Agreement

Appendix D Revised agreement clauses for deviation from BNM’s standard service subscription agreement, if applicable

Appendix F – Tenderer’s format

Proposed project team structure for implementation

Appendix H Compliance to Turnstile System Requirements

Appendix I Compliance to SaaS Assessment: Security Compliance

Appendix J Compliance to Application Security Guidelines

Appendix K Compliance to Library Management System (LMS) Requirements

Appendix L Compliance to Library Management Hybrid Solutions, HF RFID and EM

4.2 Part II: Implementation of Library Management System (LMS), Library

Management Hybrid Solutions (LMHS), HF RFID and EM and Turnstile System

– Commercial Proposal

4.2.1 Cost summary of the proposal as per format in Appendix E-1 (in A4 size

on the 1st page of your submission for Part II).

4.2.2 Detailed costing of the proposal as per format in Appendix E-2.

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4.3 The proposal must be submitted to BNM in hardcopies and softcopies. All

hardcopies should contain original signatures and should be clearly identified

and labelled as ‘ORIGINAL’. The proposal must be prepared in two separate

parts as follows:

Part Label Copies

Part I Part I: Library Management System (LMS), Library Management Hybrid Solutions (LMHS), HF RFID and EM, Turnstile System– Technical Proposal

Two (2) hardcopies and one (1) softcopy

Part II Part II: Library Management System (LMS), Library Management Hybrid Solutions (LMHS), HF RFID and EM, Turnstile System– Commercial Proposal

One (1) hardcopy and one (1) softcopy

4.4 Part I and Part II must be separately bound, sealed and addressed to:

Pengarah Human Capital Development Centre Sasana Kijang Bank Negara Malaysia Jalan Dato’ Onn, 50480 Kuala Lumpur

The Tenderer must indicate the Part number on the envelope of the submission.

4.5 Part I and Part II must be placed in the designated tender box for this RFP during

submission. The total size, including the folder/cover must not exceed 28cm x

21cm x 5cm. The tender box is located at the Ground Floor, Sasana Kijang,

Bank Negara Malaysia.

4.6 Proposals submitted by any other means (i.e. email, fax, telex, telegram) will

NOT be considered.

4.7 The completed proposal must be received by the stipulated RFP submission

closing date and time specified in item 5.2 of this RFP.

4.8 BNM reserves the right to accept or not accept subsequent revised submissions

by Tenderer provided that such subsequent submission is received before the

expiry of the closing date for submission of proposal.

4.9 BNM may conduct briefing session for Tenderers on the RFP requirements and

timeline, at a time to be scheduled, if deemed necessary by BNM.

4.10 The Tenderer may be required to provide a comprehensive technical

presentation of the proposed solution. If required, the Tenderer may also need

to undertake a Proof-of-Concept (POC) of the proposed solution to BNM. The

presentation and the POC, if any, must be conducted by the proposed Project

Manager and key team members responsible for the implementation.

4.11 The Tenderer must comply with any request made by BNM for additional

information, for clarification purposes, after the closing date of this RFP. The

Tenderer must promptly comply with the request, as no-response may be

prejudicial to the Tenderer.

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4.12 All cost incurred in the preparation of the proposal in response to this RFP as

well as presentation and POC to BNM, if any, must be borne solely by the

Tenderer.

4.13 Failure on the part of the Tenderer to comply with the requirements specified

herein must invalidate the Tenderer’s proposal.

4.14 Award of Tender

4.14.1 BNM reserves the right to award the project in part or in whole to any

Tenderer.

4.14.2 BNM reserves the right not to proceed with any part of the project.

5.0 CLOSING DATE AND VALIDITY PERIOD OF PROPOSAL

5.1 The closing date and time for submitting the proposal is by 30 April 2021, 3.00

pm.

5.2 The proposal received after the closing date and time for submitting the proposal

will not be accepted by BNM. The Tenderer’s proof of posting and/or submission

by other means will not be accepted as proof of receipt by BNM.

5.3 This document lapses in accordance with the proposal submission closing date

and time.

5.4 The Tenderer’s offer must be valid for a period of six (6) months commencing

from the closing date of this RFP. On the expiry of the validity of offer, the

Tenderer must, if so requested by BNM, extend the validity of offer for a period

of three (3) months after the expiry date of the initial six (6) months.

5.5 Any Tenderer withdrawing its proposal after it has submitted and opened by

BNM will be blacklisted from participating in future RFPs, in accordance with the

procedures of BNM.

5.6 Failure to submit the proposal in response to this RFP within the stipulated

closing date and time will be deemed as non-participation by the Tenderer.

5.7 Upon award of this project to the successful Tenderer, the offered prices must

be firm throughout the contract period.

6.0 LIQUIDATED ASCERTAINED DAMAGES (LAD)

6.1 If the Tenderer fails to handover the project deliverables by the dates specified

in the implementation plan and the delay is beyond reasonable doubt caused

by the Tenderer, then the Tenderer must pay liquidated ascertained damages

(LAD) to BNM. The liquidated damages must be the aggregate sum of one and

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a half percent (1.5%) of the price for each week of such delay and pro-rated for

parts of a week up to a total maximum of twenty per cent (20%) of the price.

7.0 COMPANY LITIGATION

7.1 The Tenderer is to declare that there is no ongoing litigation of dispute instituted

against the companies and/or their directors. The Tenderer must also list any

indictments, convictions, censures, fines or ongoing investigations by any

government entity or agency against the Tenderer or its related companies

and/or its consortium/solution partners and any other business or businesses

owned in whole or in part by, or held in common with, the Tenderer or any of

their principals.

7.2 The Tenderer must list any indictments, convictions, censures, fines or ongoing

investigations by any government entity or agency against the Tenderer or any

parent companies and subsidiaries of the Tenderer (in any part of the world)

and any other business or businesses owned in whole or in part by, or held in

common with, the Tenderer (such entities referred to hereinafter as “Affiliates”)

or any of their principals.

7.3 The Tenderer must describe briefly any pending or past legal proceedings or

legal proceedings known to be contemplated, that (i) relate to business

activities, and (ii) to which the Tenderer or any Affiliates, or any of their principals

is a party or to which any of their property is the subject. Include in such

description the name of the court or agency in which the proceedings are

pending, the date instituted and the principal parties thereto, a description of the

alleged factual basis underlying the proceeding and the relief sought. Likewise,

describe any judgement, order or determination by any court of governmental

authority to which the Tenderer or any Affiliates or any of their principals is

subject.

8.0 CONTACT FOR ENQUIRIES

8.1 The Tenderer is advised to study all terms and conditions, and requirements

carefully, make all necessary clarifications and conduct investigations to better

understand BNM’s environment and requirements, before submitting the

proposal.

8.2 The Tenderer seeking clarification must submit its queries, in writing, via e-mail

to fsltender@bnm.gov.my with the following e-mail subject ‘Enquiry:

Implementation Library Management System (LMS), Library Management

Hybrid Solutions, HF RFID and EM and Turnstile System. Any other mode of

queries will not be entertained by BNM.

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PART B – TECHNICAL & BUSINESS REQUIREMENTS

1.0 INTRODUCTION

1.1 Library Management System (LMS), Library Management Hybrid Solutions

(LMHS), HF RFID and EM and Turnstile System.

1.1.1 BNM is building a new special library, a joint Library with the Financial

Services Sector. This library will not only serve BNM but also the

financial services sector at large and BNM’s affiliates

1.1.2 The Library will serve the immediate learning and research needs of the

Bank and the financial services industry to support talent development

and innovation in the areas of research.

1.1.3 It is imperative for BNM to setup a library that would be able to focus on

growing digital collections and online subscriptions

1.1.4 In this regard, BNM is seeking for a proposal to implement a suitable

Library Management System (LMS), Library Management Hybrid

Solutions (LMHS), HF RFID and EM and Turnstile System. The three

solutions mentioned above would need to be integrated seamlessly.

2.0 OVERVIEW

2.1 The Library Management System (LMS), Library Management Hybrid Solutions

(LMHS), HF RFID and EM and Turnstile System will be used by the FSL library

to manage and support the library operations and services. The LMS, LMHS,

HF RFID and EM and Turnstile System is expected to serve the objectives

below, but not limited to:

2.1.1 To implement a robust LMS and discovery of information solutions and

its components, electronic resource management (ERM), link resolver,

digital repository, web proxy server and user tracking software for a

comprehensive digital library initiatives.

2.1.2 To commission a complete system that includes a LMS that will further

integrate with the EM Security Gate and Turnstile System.

2.2 The LMS is to be connected to the Financial Services Library (FSL) website. It

will be developed on Liferay platform using MySQL database. The platform

require API for integration purposes.

2.3 The diagram below illustrates the proposed LMS and integration with the

LMHS, HF RFID and EM and Turnstile System.

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3.0 LIBRARY MANAGEMENT SYSTEM (LMS)

3.1 Overview of the Library Management System (LMS)

3.1.1 The LMS manages the library fund, acquiring physical and electronic

resources, cataloguing and metadata, preserving, managing the

circulation of the library materials and enabling access to the Library’s

physical and digital collections via OPAC and discovery service

platform.

3.1.2 The LMS components will support the comprehensive digital library

initiatives.

3.1.3 The evidence-based analytics on usage patterns is critical to the

investment of the Library.

3.2 Business Objectives

Bank Negara Malaysia is seeking Tenderers to supply, implement, host

and deliver innovative solutions for the provision of the LMS.

3.3 Scope Of Service

3.3.1 All bibliographic records from the current ILMU Library system,

bibliographic, and accession records must be migrated into the new

LMS. Complete and accurate data migration is required without loss or

corruption of data.

3.3.2 The discovery solution must support discovery and delivery of all library

resource types; physical, multimedia, electronic and digital, as well as

the digital repository content.

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3.3.3 The proposed LMS must integrate / embedded with the discovery

service platform where the data is updated in real-time, including

circulation status, requiring no batch loading or nightly re-indexing of the

library’s data. Users are able to view and access Library catalogue in

the discovery service platform.

3.3.4 A robust search capability is essential in ensuring on-going access to

digital materials. The discovery tool must provide flexible and efficient

search capabilities, achieve efficient user-centric content delivery and

provide rich user experience of collection content.

3.3.5 The LMS must be able to manage the FSL physical collection, online

subscription (online databse and e-book platform), contract

management and manage the current digital content and ‘born-digital’

materials.

3.3.6 Must be able to manage content and metadata in an efficient, reliable,

sustainable, maintainable and accountable manner.

3.3.7 Must be able to support the management of each activity with seamless

business workflow efficiencies

3.3.8 Must be able to provide the total solution for a digital Library

environment; supporting digital literacy, artificial intelligence (AI) to

enhance service delivery, predictive analytics, data mining, virtual

reference and feedback, Chabot and social media to communicate with

users.

3.4 Technical Requirement

The required technical specification is provided in Appendix K.

4.0 Library Management Hybrid Solutions (LMHS), HF RFID and EM

4.1 Overview of the Library Management Hybrid Solutions (LMHS), HF RFID and

EM.

4.1.1 FSL seeks a solution to secure the Library assets security through a

hybrid HF RFID and EM security strips and apply to each assets.

4.1.2 Library patrons will use the cloud based borrowing App, EM security

gate and RFID Book Return system for a seamless user experience.

4.2 Business Objectives

4.2.1 The EM security gate, RFID Book Return system and other equipment

such as the RFID work station, RFID mobile inventory reader, HF RFID

and EM security strips will be applied on each books, multimedia and

other physical assets to secure the Library assets.

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4.2.2 The proposed system is to be integrated with the LMS and Turnstile

System to allow for proper checking out of the Library books and

multimedia to secure the physical assets.

4.3 Scope Of Service

4.3.1 The system is to replace the current ‘RFID system’ with a hybrid, HF

RFID and EM security strips solutions.

4.3.2 The current collection must be re-apply with the new HF RFID tags and

EM security strips.

4.3.3 The user must use the cloud based borrowing App to borrow Library

item(s) and able to perform the necessary circulation transaction within

the app and receive notices from the system.

4.4 Technical Requirement

The proposed technical specification are provided in Appendix L.

5.0 Please refer to the detailed requirements (RFP)Turnstile System

5.1 Overview of the proposed indoor Turnstile System.

5.1.1 The library is situated at the ground floor of the building.

5.1.2 The proposed solution will include two (2) lanes for Pedestrian Access

and 1 lane to facilitate access for the disabled and for transporting

purposes. The Turnstile System is expected to fulfil the following broad

requirements:

5.1.2.1 The proposed Turnstile System is expected to blend in together with the

overall look and feel of the library structure. Please refer to the diagrams

in Appendix G for the façade.

5.1.2.2 The Turnstile System is expected to be more of a visual deterrent and

to be used to collect information with regards to the number and type of

users coming into the library

5.1.2.3 The proposed Turnstile System would be a slim model and does not

seem intrusive to the overall design

5.1.2.4 The model proposed is expected to be cost effective

5.1.2.5 The Principal / Solution Partner is expected to supply, install, test and

commission the Turnstile System to ensure it is fully operational for

handover.

5.2 Business Objectives

5.2.1 The Turnstile System will be installed at the entrance of the FSL to

implement an effective control on pedestrian access between secure

library area and non-secure areas.

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5.2.2 To manage the access control to the library as only those with the

membership are allowed into the library.

5.2.3 To manage the control of FSL physical assets when alerted by the

security gate.

5.3 The proposed Turnstile System is also expected to be integrated with Card

Access Management System (CAMS) and Fire Detection System (FDS), as well

as wireless devices for remote operation by authorised persons.

5.4 Scope Of Service

5.4.1 The scope of service under the proposal shall include:

a) The Principal / Solution Partner shall supply, install, test and

commission the equipment to ensure that the system is fully

operational upon handover to BNM. Installation of the work

should be done promptly without unnecessary delays

b) System Maintenance. During the warranty period, the vendor

shall perform periodic servicing on the equipment and / or the

operating system to ensure that the equipment and / or the

operating system is maintained in good operating condition.

Advisory: The vendor is also expected to add value to the

proposal by providing advisory services that could improve the

overall operability or address performance issues of the intended

solution.

5.5 Technical Requirement

5.5.1 The entrance to the library is 7.8 metres wide. The requirements are as

follows:

a) Maximum width of the Turnstile System to be 394cm (includes

the 2 pedestrian lane and 1 handicap lane / transporting lane)

b) Waist height, with an appropriate flap opening

c) Anti-tailgating features built-in to prevent unauthorised entry

d) Built-in mechanical lock to prevent forced opening of the flaps

e) Fail safe design to ensure flaps retract back to allow unblocked

access in the event of a power failure

f) Vendor does not have to quote the side glass panel for both

sides.

5.5.2 The proposed technical specification in Appendix H

15

6.0 GENERAL SECUIRTY REQUIREMENTS – TENDERER’S FORMAT

6.1 Security Requirements

6.1.1 General

a) The Tenderer and/or its Principal / Solution Partners must be a

Tenderer with at least 5 years’ experience in the domain.

b) The Tenderer and/or its Principal / Solution Partners must have

successfully implemented and deployed in academic, special

library or central bank library

c) The Tenderer should ensure that they have adequate manpower

/ structure to support the implementation of this solution. The

proposed team structure should be described in Appendix F.

d) The Tenderer must provide the organizational structure of the

project team and professional details of the team members

including updated curriculum vitae. The team members must

possess relevant experience, at least 5 years’ experience to lead

the implementation. The Tenderer must allow BNM to perform

background screening and/or interview the team members (if

required).

e) The Tenderer must allow BNM to perform an audit and/or risk

assessment on the proposed operation, as and when required by

BNM.

6.1.2 Scope of Work

a) The Tenderer must provide a comprehensive proposal that

includes the LMS, LMHS, HF RFID and EM and Turnstile System.

b) The Tenderer must provide a comprehensive project

implementation plan with a detailed timeline.

c) The Tenderer must ensure that the proposed service is secure,

flexible and scalable.

d) The Tenderer must provide support and maintenance throughout

the contract period.

e) The Tenderer must provide on-boarding training and/or

knowledge sharing sessions to BNM users prior to go-live. All user

physical and online manuals must also be provided and be

updated if required.

f) The Tenderer must provide necessary technical support for all the

integration between LMS, LMHS, HF RFID and EM and Turnstile

System.

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7.0 CLOUD REQUIREMENTS

7.1 The Bank remains the legal owner of the Library data and the data can be easily

extracted and migrated (to another on-cloud or on-prem LMS).

7.2 The Tenderer must complete the Cloud requirements as in Appendix I.

8.0 APPROACH, GOVERNANCE, RESOURCE, NON-TECHNICAL REQUIREMENTS AND QUALITY ASSURANCE - TENDERER’S FORMAT

8.1 Governance, approach and resource

8.1.1 Describe your company’s approach for the delivery of the procured items to meet the stipulated timeline.

a) Turnstile System and EM Security Gate to be installed

simultaneously

b) Deployment to be completed and handover to the Bank by 30

September 2021

c) Development of a comprehensive project implementation plans for

all 3 items including installation, testing and ensure fully operational

upon handover to the bank

d) Propose a governance approach for effective management of

implementation approach based on the proposed solution, dispute

resolution, change management, and support service

e) Proposed solution architect

f) Approach for data migration of library assets

8.1.2 Identify the team structure and proposed resources with relevant working experience and expertise.

8.1.3 Describe your company’s ability to continue servicing BNM in the event of service disruption by a solution partner.

8.1.4 Describe your company’s policy to assure the occupational safety and health of assigned personnel during the course of service provision to BNM.

8.1.5 Describe your company’s plan to maintain a good working relationship with the Bank throughout the terms of the agreement.

8.1.6 Describe your company’s approach for transition-out and handover to the Bank, including training and documentation, warranties and support.

8.2 Service Quality Assurance

8.2.2 Describe your company’s incident resolution approach to manage the data migration and system integration.

17

8.2.3 Company policy and method to govern staff conduct and assure

information privacy and confidentiality during the term of engagement

with BNM. Any breach of information confidentiality committed by your

company or past employees shall be disclosed in bid submission.

8.2.4 Describe your company’s issue escalation and resolution mechanism

during the term of engagement with BNM.

8.2.5 Ensure the quality of implementation is delivered based on the agreed

scope of work

8.3 Non-technical Requirements

8.3.2 Application response for support for system downtime for LMS

a) To respond with phone support within 30 minutes of a problem call

b) Provision of interim remedial action within 4 hours of receiving

problem report

c) Provision of design or fixes within 7 days of receiving an initial

problem report

8.3.2. Licensing

a) All costing to include the necessary licensing for the LMS, Library

Management Hybrid Solutions (LMHS), HF RFID and EM and

Turnstile System and the duration of the license, if any

b) To state if the license proposed is a perpetual license or a

subscription based license

8.3.3. Service Level Agreement (SLA) Credit

a) To provide a SLA credit framework should the vendors are unable

to comply to the agreed SLA

8.3.4. Web / Application security

a) Solution must comply with BNM’s Application Security Guidelines in

Appendix J

b) All defects leading to security vulnerabilities must be fixed prior to

the system going live. This includes findings of penetration testing

conducted by BNM

c) Mobile access and compatibility

i. Availability on both Android and iOS platforms and must be responsive to mobile devices e.g. smartphones, tablets and iPads.

8.4 Exclusion and Assumption

8.4.1 Identify the scope of work to be excluded.

8.4.2 Specify the assumptions used for the preparation of the proposal.

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9.0 FINANCIAL STRENGTH - TENDERER’S FORMAT

9.1 The Tenderer must provide the latest 3 years audited account.

9.2 The Tenderer must provide latest 12 months bank statement.

9.3 Throughout the duration of the contract, the Tenderer must commit to:

9.3.1 Provide audited financial statements on annual basis, no later than 1

month after its availability for BNM’s annual vendor performance

review. The timeliness of submission is a key indicator of the vendor’s

financial health.

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19

PART C – CONTENT COVERAGE OF RESPONSE TO RFP

REQUIREMENTS

1.0 FORMAT OF PROPOSAL

1.1 The Tenderer and/or its Principal / Solution Partners (if any) is invited to submit

a comprehensive proposal of Library Management System (LMS), Library

Management Hybrid Solutions (LMHS), HF RFID and EM and Turnstile System

to BNM. The Tenderer is advised to seek clarification to better understand

BNM’s environment and requirements before submitting the proposal.

1.2 The Tenderer is required to submit the Proposal in the format specified in PART

A – 4.0 Submission of Proposal.

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20

APPENDIX A-1(i)

Covering Letter

Format of letter to BNM on the Tenderer’s letterhead

Pengarah Human Capital Development Centre Sasana Kijang, Bank Negara Malaysia Jalan Dato’ Onn 50480 Kuala Lumpur

Dear Madam,

Subject: Response to Request for Proposal (RFP) for Implementation of Library

Management System, Library Management Hybrid Solutions, HF RFID and EM and

Turnstile System for the Financial Services Library.

1. With reference to the RFP, we hereby enclose our offer for the implementation

of a Library Management System, Library Management Hybrid Solutions, HF

RFID and EM and Turnstile System for the Financial Services Library,

covering all the business, technical and project requirements as mentioned in

the RFP.

2. We acknowledge that we have read, understood and hereby agree to accept

all contents of the RFP.

3. We undertake to provide all the services prescribed in the contract to be

entered with BNM and comply within the timeframe specified therein if BNM

accepts our offer.

4. We confirm that our offer is made in compliance with the RFP and shall remain

valid for 6 months from the closing date of the RFP.

Yours faithfully,

(Name & Designation, Seal of the firm)

21

APPENDIX A-2

UNDERTAKING OF CONFIDENTIALITY Within the context of the tender to provide “of Library Management System, Library

Management Hybrid Solutions, EM and HF RFID and Turnstile System”, Company

_____________________________ undertakes not to give, divulge or reveal any

information, data, drawings, specifications or documentation whatsoever, relating to

the business and affairs of BANK NEGARA MALAYSIA to any parties AND HEREBY

CONVENTS to take all necessary action to ensure that this undertaking shall be

binding upon all its employees, agents and persons acting on its behalf pursuant to

the said Project.

Signed : __________________ Signed : _________________ Name : __________________ Name : _____________ Designation : __________________ Designation : _________________ FOR AND ON BEHALF OF FOR AND BEHALF OF _____________________________ BANK NEGARA MALAYSIA Below / Attached is a list of employees, agents or persons acting on behalf of Company _____________________________ involved in the project who shall abide by the above.

Name NRIC Designation Signature

22

APPENDIX A-3(i)

BANK NEGARA MALAYSIA

CENTRAL BANK OF MALAYSIA

Declaration of Interests by Vendor / Contractor / Service Provider

Company/ Vendor Name : ___________________________________

Type of contract/services tendered : ___________________________________

I, _____________________________ (full name) the undersigned, representative of

____________________________________ (full name of the Tenderer) submitting a tender in

respect of call for tender _________________________________ (name of tender), hereby

undertake that:

Our shareholders / directors / staff holding key management function and their close

family members* do not have any relationship with any personnel including, Key Management

Personnel** of Bank Negara Malaysia.

The following shareholders / directors / staff holding key management function of (full

name of the Tenderer)_________________________ has a relationship with a personnel of

the Bank and their close family member*, including Key Management Personnel** of Bank

Negara Malaysia, by virtue of their close family members’ position. Details are provided below:

*Close Family Member refers to spouse, children and their spouses, parents, in-law, siblings, sibling's spouse and

their children

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** Key Management Personnel is defined as members of the Board of Directors, Governor, Deputy Governors,

Assistant Governors and equivalent and Directors / Heads of Departments.

I hereby declare that I have carefully read and completed this form myself and provided current

and accurate information to the best of my knowledge.

Signatory

Name of Signatory

Position in the Tenderer’s Company

Date:

If the Tenderer is related to Key Management Personnel of the Bank, a copy of this form shall be submitted to the Board Secretariat Unit.

Confirmation of receipt by:

Name & Signatory

Department

Board Secretariat Unit

Date:

Confirmation of receipt by:

FOR OFFICIAL USE ONLY (FORM TO BE FORWARDED TO JABATAN MODAL INSAN STRATEGIK)

Signatory

Name

Date

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APPENDIX A-3(ii)

Statutory Declaration by Prospective Service Provider

1. The undersigned hereby undertakes that there is no impending or outstanding civil litigation

and/or summons(s) and/or criminal proceedings instituted against the Company and/or any of

its Directors. If such civil litigation, summon or criminal proceeding is impending or outstanding,

please provide full details.

2. The undersigned further authorises Bank Negara Malaysia or its representative to affect any

direct enquiries, investigations and reference to any person, firm, public official or organization

named in this submission to verify the information submitted herein or with regard to the

competence and general reputation of the undersigned.

3. In consideration of being permitted to present our application as a prospective Service

Provider, the undersigned hereby waives any claims and expenses incurred whatsoever

against Bank Negara Malaysia and its representatives, which arise or may arise for the

preparation and the submission, use of, decisions relating to the information contained in this

form.

4. The undersigned hereby declares that all information provided to Bank Negara Malaysia in

relation to this RFP is correct and valid.

Subscribed and solemnly declared by:-

Signed :

Name in full :

In the capacity of :

Duly authorized to sign

on behalf of :

Company stamp :

Date :

In the presence of :

Commissioner of Oaths :

25

APPENDIX A-4(i)

Library Management System, Library Management Hybrid Solutions, HF RFID

and EM and Turnstile System

Company’s Background

The Tenderer shall submit and complete the following form.

1.0 Company Background

1.1 Name

1.2 Address

1.3 Telephone No. : Fax No.

1.4 Branch Name

and Address

1.5 Type of Company {Please cross ( X ), where applicable}

1.5.1 Sole Proprietor

1.5.2 Partnership

1.5.3 Private Limited

1.5.4 Others

(Please specify)

1.6 Place of Incorporation :

1.7 Certificate of Registration No. :

1.8 Year of Registration :

1.9 Income Tax No. :

1.10 Areas of Business :

1.11 Major Product / Services :

26

APPENDIX A-4(ii)

1.0

Financial Background

1.1 Capital Structure

i) Authorised Capital RM

ii) Paid-up Capital RM

iii) Working Capital RM

1.2 Bankers / Financiers

Name (Branch) Account No. Facilities (If any)

i)

ii) iii) iv) v)

1.3 Equity Participation

i) Bumiputera (B) : %

ii) Non- Bumiputera (NB) : %

iii) Foreign/Non Malaysian Citizen : %

27

1.0

Financial Background (cont'd)

1.4 List of Major Shareholders*

Name IC No./ Passport No.

Race/ Citizenship

% Equity Designation

100%

In the event that the equity is being held by company(ies), corporation(s) etc., please

provide similar details. Insufficient details may result in the tender be rejected/disqualified.

1.5 Board of Directors*

Name IC No./ Passport No.

Race/ Citizenship

% Equity Designation

*Attached certified true copy of Form 9, 24, 32A and 49 of Company Act 1965 (or similar forms)

28

APPENDIX A-4(iii)

Vendor Financial Form

Description: A vendor profile survey on financial standing for current financial year and for past two years to be completed by the vendor.

(A)

Vendor Financial Survey Previous

Financial Year Yr-2 (RM)

Previous Financial Year

Yr-1 (RM)

Current Financial Year

(RM)

1. Profitability:

a. Turnover / Sales

b. Shareholders’ Funds

c. Net Profit before tax ( NPBT )

d. NPBT Return on Shareholders' Fund ( NPBT / SHF )

2. Liquidity:

a. Current Assets

b. Current Liabilities

c. Net Current Assets ( Liabilities )

d. Current Ratio ( Current assets : Current Liabilities ) - No. of times ( 2a / 2b )

3. Gearing:

a. Total Borrowings ( short term + long term )

b. Gearing Ratio (total borrowings/shareholders funds) (3a / 1b)

(B) Please tick ‘’ where appropriate.

1 General Remarks

1a Turnover Trends □ High growth ( > 5% annually ) □ Gradual growth ( 1% - 5% annually ) □ Stagnant growth ( 0% - 1% annually ) □ Reducing growth

1a Company Status □ Blue chip company listed on stock exchange □ Quoted company but not blue chip □ Enterprise with strong parent company □ Industry leader but unquoted

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□ Family-owned business adequately capitalised

1b Track record

□ Evidence of recognition/awards from the

industry

□ No news that will impair the track record □ Some negative news impacting the track record

□ Pending legal lawsuits

1c No of years business has been established □ > 10 years □ 8 – 10 years □ 5 – 8 years □ 1 – 5 years □ <1 year

2 Financial Statements

2a Auditor’s Report (Please provide Audited Financial Statements for last 3 years)

□ Clean and timely report □ Qualified Audit Report □ Disclaimer of going-concern

□ No financial statements

Signed by ) for and on behalf of ) ) ………………………………….. ) (Company Stamp) ……………………………………..

(Authorised signatory) Name : Designation : Telephone No.:

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30

APPENDIX B

PERSONAL DATA PROTECTION NOTICE TO VENDORS / PROVIDERS OF GOODS/SERVICES

Purpose of notice 1. This notice is issued pursuant to the requirements under the Personal Data Protection Act 2010 (PDPA) to all individuals who are vendors/providers of goods/services or the individual employees of the vendors/providers of goods/services – (i) engaged by Bank Negara Malaysia (BNM); or

(ii) who submits any RFI/tender/proposal to BNM for such purpose, (referred to as “vendors”). Tujuan Notis 1. Notis ini dikeluarkan selaras dengan keperluan-keperluan Akta Perlindungan Data Peribadi 2010 (APDP) kepada semua individu yang menjual/ membekal barangan/perkhidmatan atau pekerja penjual/pembekal barangan/perkhidmatan yang – (i) dilantik oleh Bank Negara Malaysia (BNM); atau

(ii) menghantar apa-apa RFI/tender/tawaran untuk tujuan tersebut (dirujuk sebagai “pembekal”). Processing of personal data 2. During the course of its dealings with you, BNM processes personal data of the vendors which include, but is not limited to, your name, IC number, address and other contact details.

Pemprosesan Data Peribadi 2. Sepanjang tempoh urusan BNM dengan anda, BNM data peribadi pembekal, termasuk, tetapi tidak terhad kepada, nama, nombor kad pengenalan, alamat dan maklumat hubungan lain.

Purpose of processing personal data 3. The personal data is collected for, amongst others, the following purposes: (a) assessing your suitability to be awarded the contract for which you have applied;

(b) enforcing the rights and obligations in the contracts, including but not limited to, making payments for the goods/services and maintaining the list of key personnel who will be responsible to carry out the rights and obligations of the vendors under the contracts;

(c) providing access to BNM’s premises; and

(d) complying with any legal or regulatory requirements, including but not limited to, compliance with the withholding tax requirements, or as permitted by law or authorised by any order of court. Tujuan Pemprosesan Data Peribadi 3. Data peribadi dikumpul bagi, antara lain, tujuan-tujuan berikut: (a) menilai kesesuaian anda mendapat kontrak yang telah anda pohon;

(b) melaksanakan hak-hak dan obligasi dalam kontrak-kontrak, termasuk tetapi tidak terhad kepada, membuat pembayaran untuk barangan/ perkhidmatan dan menyimpan senarai kakitangan utama yang akan bertanggungjawab untuk menjalankan hak dan obligasi pembekal menurut kontrak-kontrak tersebut;

(c) memberi akses kepada premis BNM; dan

(d) mematuhi mana-mana keperluan undang-undang peraturan, termasuk tetapi tidak terhad kepada pematuhan terhadap keperluan cukai pegangan, atau seperti yang dibenarkan oleh undang-undang atau diberi kuasa oleh perintah mahkamah.

31

Disclosure of personal data 4. The personal data held by us shall be kept confidential. However, in order to exercise our rights and obligations under the contracts or to evaluate your RFI/tender/proposal to BNM, we may disclose your personal data to:

Departments within BNM;

Financial institutions;

Other parties authorised by you;

Regulatory and governmental agencies as permitted or required by law, authorised by any order of court or to meet obligations to regulatory authorities. Pendedahan Data Peribadi 4. Data peribadi yang disimpan oleh BNM akan disimpan secara sulit. Walau bagaimanapun, bagi melaksanakan hak-hak dan obligasi di bawak kontrak atau untuk menilai RFI/tender/cadangan anda kepada BNM, BNM mungkin akan mendedahkan data peribadi anda kepada:

Jabatan-jabatan di dalam BNM;

Institusi kewangan;

Pihak lain yang anda benarkan;

Agensi penguatkuasa dan kerajaan sepertimana yang dibenarkan atau dikehendaki oleh undang-undang, dibenarkan oleh mana-mana perintah mahkamah atau untuk memenuhi obligasi kepada mana-mana pihak penguatkuasa. Protection of personal data 5. The security of your personal data is ensured by BNM as we shall take all physical, technical and organisational measures needed to ensure the security and confidentiality of your personal data. If we disclose any of your personal data to any entities, we will require them to appropriately safeguard the personal data provided to them. Perlindungan data peribadi 5. Keselamatan data peribadi anda adalah dijamin oleh BNM kerana kami akan mengambil semua langkah fizikal, teknikal dan organisasi yang diperlukan bagi memastikan keselamatan dan kerahsiaan data peribadi anda. Sekiranya kami mendedahkan data peribadi anda kepada mana-mana pihak, kami akan memastikan bahawa pihak tersebut mengambil langkah yang sepatutnya bagi memastikan keselamatan data peribadi yang diberi kepada mereka.

Retention of personal data 6. It is BNM’s policy to destroy personal data of the vendors within 7 years after the contract has been awarded or after the conclusion of the contract, whichever is applicable Penyimpanan data peribadi 6. Ianya merupakan polisi BNM untuk memusnahkan data peribadi pembekal dalam tempoh 7 tahun selepas kontrak telah diberi atau selepas kontrak telah selesai, di mana ia terpakai.

Access of personal data 7. Under the PDPA, you have the right to access your personal data to ensure that the personal data we hold about you is accurate, complete, not misleading and up-to-date. If you wish to exercise such rights and request access to your personal data, please contact us by completing our “Personal Data Access/Correction Request Form” (Appendix B) and forwarding it to (via e-mail): jefrina@bnm.gov.my

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Akses kepada data peribadi 7. Di bawah PDPA, anda mempunyai hak untuk mengakses data peribadi anda untuk memastikan data yang kami simpan mengenai anda adalah tepat, lengkap, tidak menyeleweng dan terkini. Jika anda ingin menggunakan hak tersebut dan memohon akses kepada data peribadi anda, sila hubungi kami dengan mengisi “Borang Akses/Pembetulan Data Peribadi” (Appendix B-2) dan hantarkan ke (melalui e-mail): jefrina@bnm.gov.my Kindly sign and acknowledge the Notice that you have read and understood the Notice and you consent to the processing of your personal data by BNM. Sila tandatangan dan maklumkan kepada kami penerimaan Notis ini bagi menyatakan bahawa anda telah membaca dan memahami Notis ini dan anda membenarkan pemprosesan data peribadi anda oleh pihak BNM.

To : Bank Negara Malaysia I hereby acknowledge that I have read and understood this Personal Data Protection Notice and by signing this, I consent to the processing of my personal data by BNM in accordance with the terms of this notice. Saya dengan ini mengakui yang saya telah membaca dan memahami Notis Perlindungan Data Peribadi ini dan dengan menandatangani dokumen ini saya membenarkan pemprosesan data peribadi saya oleh BNM berdasarkan syarat-syarat di dalam Notis ini.

------------------------- Name / Nama : I/C No : Date/ Tarikh :

Details to include designation of contact person, phone no, fax no, email address

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APPENDIX C

Agreement / Contract

Please refer to the following agreements:

C1 - Master Agreement: General Terms and Conditions

C2 : Specific Services Addendum to the Master Agreement

C3 : Hardware Maintenance and software maintenance agreement for the turnstile systems

C4 : Software Subscription and Maintenance Agreement for the Library Management System (LMS), Library Management Hybrid Solutions (LMHS), HF RFID and EM

34

APPENDIX D

Proposed Amendment to the Agreement

Clause No Propose Revision Justification

35

APPENDIX E-1

Cost Summary

No Description Total

LMS, Library Management Hybrid Solutions (LMHS), EM and HF RFID and Turnstile System

Amount exclusive of SST

SST (6%)

Amount inclusive of SST

Name

Designation

Signature

Date

Company Stamp

36

APPENDIX E-2

Detailed Costing

The Tenderer shall provide detail information on the detailed breakdown cost of this project,

where applicable in the table below. Please include any annual license, support services,

training, additional licenses and any other cost in detail

Sample:

No. Activities Price per

Unit No. of Units

Total Amount

Library Management System and the components

1. Library Management System

2. Discovery Tool

3. Digital Repository

4. Link Resolver

5. Electronic Resource Management

6. Web Proxy Server

7. User Tracking Software

Library Management Hybrid Solutions (LMHS), HF RFID and EM

1. EM Security Gate, 2 aisles (3 panels)

2. RFID Staff Workstation

3. EM & HF RFID Workstation on-counter

4. RFID Mobile Inventory Reader

5. RFID Book Return with one (1) bin

6. Cloud based borrowing App software inclusive of EM checkout device with one year subscription

7. Electro Magnetic (EM) security strip

8. EM strips for CD/DVD

9. EM reactivator unit for EM security strips

10. HF RFID tags

11. Tags for Asset tags (for iPad, headsets, etc.)

12. CD/DVD hub tags

13. Receipt printer

14. Barcode reader/scanner

15. a) Tagging and conversion for 30,300 items using HF RFID tag and 31,600 EM security strip. b) Stock Take Services for 31, 600 collections.

37

Turnstile System

1. 2 lanes for pedestrian access

LED / indicator for different

operating modes

2. 1 Cargo / Handicap lane with

automatic swing door

3. 6 card access reader: installed in

the housing to be able to read

the following cards:

HID Corporate 1000iclass SE

combo ( BNM staff card and for

temporary cards)

HID 5016 (affiliate tenant / staff)

Mifare technology card ( IC for

local students / users)

4. Drop box for card return (at one

lane)

5. Integration to the Building Fire

Alarm (excluding work with fire

contractor)

6. 1 unit wireless press key /

remote for manual control of the

Turnstile System from the library

counter

7. Integration with Active Director 8. Necessary hard and software for

the implementation

9. Installation, testing and

commissioning

10. Training and manuals 11. Warranty

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APPENDIX G

Library Pictures

Entrance to the library

Side view and the area outside of the library

39

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40

APPENDIX H

Turnstile System Requirements

Requirements Yes or No (To be filled by the vendor)

1. 2 lanes for pedestrian access

LED / indicator for different operating modes

2. 1 Cargo / Handicap lane with automatic swing

door

3. 6 card access reader: installed in the housing to

be able to read the following cards:

HID Corporate 1000iclass SE combo (BNM

staff card and for temporary cards)

HID 5016 (affiliate tenant / staff)

Mifare technology card (IC for local students /

users)

4. Drop box for card return (at one lane)

5. Integration to the Building Fire Alarm (excluding

work with fire contractor)

6. 1 unit wireless press key / remote for manual

control of the Turnstile System from the library

counter

7. Integration with Active Directory (AD)

8. Necessary hardware and software for the

implementation

9. Installation, testing and commissioning

10. Training and manuals

11. Warranty

41

APPENDIX I

FINANCIAL SERVICES LIBRARY

BANK NEGARA MALAYSIA

SaaS ASSESSMENT: SECURITY COMPLIANCE

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42

APPENDIX J

Application Security Guidelines

1.Purpose These guidelines have been developed to ensure that all applications deployed in BNM meet the necessary security requirements. This document is to be used by JIT Application Support Staff during steps 1 and 2 of Application Security Testing Guidelines. 2. Overview Applications are either bought off-the-shelf or are custom developed (either internal or outsourced). These guidelines can be used for understanding application security controls by application procurement teams and software development teams. 3. Scope These guidelines are applicable for all applications that are developed or bought for use within BNM. 4. Application Security Guidelines 4.1. Authentication

4.1.1 Access to applications (including users and other applications) shall be controlled by an authentication method involving a minimum of a Username / Password combination.

4.1.2 Application should ensure that help messages are not provided during the log-on procedure to aid unauthorised users.

Systems shall be configured not to indicate which portion of login sequence (User ID or password) was incorrect.

4.2. User Account

4.2.1 Application should ensure that all user-ids are unique. 4.2.2 Application should have provision for specifying expiry date for each user

account. 4.2.3 Application should have provision for disabling and deleting user accounts.

4.3. Password Controls

4.3.1 Enforce minimum password length.

Enforce a minimum password length.

Value should be configurable by administrator.

Application should support passwords with eight or more characters.

4.3.2 Enforce password complexity.

Application should enforce the use of capital letters, small letters, numerals and special characters in passwords.

User passwords should not contain any portion of user-id.

4.3.3 Maintain password history.

Value should be configurable by administrator.

Application should maintain history of previous six or more passwords.

4.3.4 Enforce password expiry.

43

Application should support a maximum password age of 90 days or less.

Minimum password age and maximum password age should be configurable by administrator.

A certain number of days (configurable by administrator) prior to expiry, the user should be given a warning message to change the password on every login.

Application should allow the user to login with the expired password, but should force the user to change the password immediately before proceeding.

4.3.5 Application users should be able to change the passwords without help of the administrator.

4.3.6 There should be an option for forcing user to change password at next login.

This option will be used for new users and also when password has been reset.

4.3.7 Application should not display passwords on the screen when being entered by user.

4.3.8 Application should store passwords using one-way encryption, so that it

cannot be retrieved even by the administrator. 4.3.9 Application should transmit passwords between client and server in

encrypted format. 4.3.10 Application should not store sensitive information such as database

connection strings, passwords, and keys in plain text. 4.4. Account Lockout

4.4.1 Application should have provision for specifying account lockout. 4.4.2 Users shall be locked out of the application after specified number of

unsuccessful attempts and will have to have their account manually reset. 4.4.3 The number of unsuccessful attempts should be configurable by the

administrator.

4.5. Access Control 4.5.1 Application should prevent multiple concurrent sessions from same user. 4.5.2 There should be a provision for enabling this privilege for selected users

after appropriate authorisation. 4.5.3 Application should limit menu options on a need-to-have basis.

Unauthorised options should be hidden from the users.

4.5.4 Application should have provision for configuring a timeout for terminating inactive sessions.

4.6. Logging

4.6.1 Application should generate logs for security related events. This includes, but is not limited to:

Login failures

44

Use of privileged accounts

Changes to user permissions or privileges

Creation/deletion/disabling/enabling of user accounts

Data modifications

Changes to access models or file permissions

Modification to installed software or the operating system

Use of any privileged system function

Starting or stopping of the application

Use of system utilities outside application

The log entries should contain the following details :- o User-id of the person

Date and time of activity 4.7 Data Validation

4.7.1 Application should have adequate mechanisms for validation of input data. The controls shall include, but is not limited to the following:

Input checks to detect errors relating to out-of-range values, invalid characters, missing/incomplete data, unauthorized/inconsistent control data and exceeding upper and lower data volume limits.

4.8. Data transfer 4.8.1 Transfer of data to and from other applications or external systems should

be done securely after proper authentication.

Anonymous file transfers shall not be permitted.

All file transfers should be authenticated and encrypted.

4.9. Error handling 4.9.1 The error message should not disclose any information related to

application, database or system.

4.10. Additional Requirements for Web-based Applications 4.10.1 Application should perform server-side validation of all user inputs. 4.10.2 For every request, application server component should verify if the

supplied parameters belong to the user. 4.10.3 Application should ensure that sensitive information is not sent from client

to server through URL fields. 4.10.4 Use HTTP-POST for sending user inputs. 4.10.5 Application should use “HTTP Re-direct” to send the authenticated user to

the next valid page instead of directly serving the next page. 4.10.6 User inputs containing special characters as given in the first column of the

table below should be replaced with the text indicated in the second column before displaying the output or passing the user input to the next module in the application. # Special characters Encoded character

# Special characters Encoded character

1 < &lt;

2 > &gt;

3 ( &#40;

4 ) &#41;

5 # &#35;

45

6 & &#38

4.10.7 Use stored procedures or parameterized queries instead of dynamic SQL statements.

4.10.8 Application should have safeguards to protect itself from cross-site scripting

attacks.

Remove script tags while accepting user inputs.

Encode script tags while sending to user.

4.10.9 Application should ensure that cookies containing sensitive information are handled securely.

Encrypt contents of the cookie.

Cookies should be non-persistent

4.10.10 Application should implement secure session management techniques, including but not limited to the following.

Session should be random and sufficiently long.

Session ID should be integrated with user-id and at least one more parameter to uniquely identify and limit privileges.

Expire user session after 30 minutes of inactivity.

Issue a fresh session-id for critical transactions.

Expire session id after log-out.

All server resource access (pages, reports, admin actions) should be tied with the session-id.

4.10.11 Application should be configured not to cache web-pages with sensitive

information at the client machine.

4.10.12 Error messages should be sanitized to ensure that no information useful for unauthorized users is provided.

Database exceptions should not be shown to the user.

Web server Internal IP address should not be sent in messages.

4.10.13 Application should not allow directory browsing.

4.10.14 Application should not support vulnerable HTTP commands like TRACE, PUT and DELETE command.

4.11. Database connection guidelines

4.11.1 Application shall use different user-id when making database connections for different roles.

4.11.2 Authorization shall be performed in the application's logical middle tier using roles.

4.11.3 Roles shall group together users who share the same privileges in the application.

Access to classes and methods is restricted based on the role membership.

4.11.4 The database connection passwords shall not be in plain-text.

46

4.12. Smart card usage by applications 4.12.1 When using smart-cards, ensure the following checks are carried out:

Validate the data received and sent by the client on the server side.

Verify the session-id received from the user.

Remaining page is blank

1

APPENDIX K

LIBRARY MANAGEMENT SYSTEM TABLE OF CONTENTS SECTION DETAILS PAGE

1A. LIBRARY MANAGEMENT SYSTEM (LMS)

I. GENERAL & MANDATORY REQUIREMENT

A. General …………………………………………………………………... 5

B. System Interfaces & Connectivity …………………………………... 7

C. Z39.50 ……………………………………………………………………... 7

D. Compliance to other Protocols ……………………………………... 7

E. User Profiles and Logins ……………………………………………….. 7

F. Parameter Profiling …………………………………………………….. 8

G. Application Programming Interface (API) ………………………… 8

H. Data Migration ………………………………………………………….. 9

I. Innovative ‘state-of-art’ products and services 9

II. ACQUISITIONS REQUIREMENT

A. General …………………………………………………………………... 11

B. Vendor Records ………………………………………………………… 12

C. Creating a Purchase Order (PO) ……………………………………. 13

D. Updating a PO ………………………………………………………….. 14

E. Distribution of line item ………………………………………………... 16

F. Sending Purchase Order (PO) ……………………………………….. 16

G. Receiving ………………………………………………………………… 17

H. Recording Invoices …………………………………………………….. 18

I. Processing Payment Vouchers ……………………………………… 18

J. Working with Claims …………………………………………………… 19

K. Reminders ……………………………………………………………….. 19

L. Fund Accounts …………………………………………………………. 20

M. Others …………………………………………………………………….. 21

III. CATALOGUING REQUIREMENT

A. General …………………………………………………………………... 22

B. Z39.50 MARC Cataloging Web based Client ……………………….. 26

C. Generating Spine Labels ……………………………………………... 26

D. Authority Controls ……………………………………………………… 26

IV. CIRCULATION REQUIREMENT

A. General ………………………………………………………………….. 28

B. Patron Records …………………………………………………………. 30

C. Check-Out ………………………………………………………………. 32

2

SECTION DETAILS PAGE

D. Check-In …………………………………………………………………. 33

E. Patron Self Check ……………………………………………………… 34

F. Renewals ………………………………………………………………… 34

G. Reservation ……………………………………………………………… 35

H. Alerts ……………………………………………………………………… 36

I. Fines/Bills …………………………………………………………………. 37

J. Offline/Remote Circulation and Inventory ……………………….. 38

K. Shelving management ……………………………………………….. 38

L. Booking of Facility ……………………………………………………… 39

V. SERIALS MANAGEMENT REQUIREMENT

A. General …………………………………………………………………... 40

B. MARC Holding Records Requirement ……………………………… 41

C. Serials Patterns and Serials Coding …………………………………. 41

D. Process Expected Issues ………………………………………………. 42

E. Check-in …………………………………………………………………. 42

F. Routing …………………………………………………………………… 43

G. Serial Claims …………………………………………………………….. 43

H. Reminders...………………………………………………….…………… 44

I. Binding Control …………………………………………………………. 44

J. Serials Notes ……………………………………………………………... 44

K. Serials Reports …………………………………………………………… 45

L. Provide Web OPAC searches ……………………………………… 45

VI. WEB OPAC REQUIREMENT

A. Browse Search ………………………………………………………….. 46

B. Heading Keyword Search ……………………………………………. 46

C. Bibliographic Keyword Search ………………………………………. 47

D. Control Number Search ………………………………………………. 47

E. Holdings Keyword Search ……………………………………………. 48

F. Patron Search …………………………………………………………... 48

G. Support Search Operators …………………………………………… 48

H. Features to Print, Save or Email Copies of the Search Result

Records …………………………………………………………………… 48

I. User Services …………………………………………………………….. 48

J. Alternate Language Interfaces ……………………………………... 49

K. Content Enhancement / Enrichment ……………………………… 49

L. Mobile Access ………………………………………………………….. 49

VII. REPORTING & ANALYTICS WITH DASHBOARD

3

SECTION DETAILS PAGE

A. General Requirements ………………………………………………... 50

B. Notice type Reports …………………………………………………… 50

C. Acquisition Reports …………………………………………………….. 51

D. Administrative Reports ………………………………………………… 51

E. Cataloging Reports ……………………………………………………. 52

F. Circulation Reports …………………………………………………….. 52

G. Web OPAC Reports …………………………………………………… 53

H. Serials Reports …………………………………………………………… 53

I. Others …………………………………………………………………….. 54

J. Dashboard ………………………………………………………………. 54

VIII. ELECTRONIC RESOURCE MANAGEMENT REQUIREMENT

A. General …………………………………………………………………... 55

B. Tracking and Analysis …………………………………………………. 55

C. Trial and License Management …………………………………….. 56

D. Administration ………………………………………………………….. 57

E. Knowledge Repository (KR) ………………………………………….. 57

F. Central Index (CI) ……………………………………………………… 58

IX. LINK RESOLVER (LR) REQUIREMENT

A. General …………………………………………………………………... 59

X. SYSTEMS ADMINISTRATION, SECURITY, IMPLEMENTATION &

SUPPORT

A. General …………………………………………………………………... 60

B. Database ………………………………………………………………... 60

C. Audit Logs ……………………………………………………………….. 60

D. Security and Privacy …………………………………………………… 61

E. Reliability …………………………………………………………………. 61

F. Scalability and Performance ………………………………………… 62

G. Project Implementation ………………………………………………. 62

H. Training & Documentation …………………………………………… 62

I. Guarantees & Warranties …………………………………………….. 63

J. Project Support and Maintenance …………..…………………….. 63

4

1B. WEB DISCOVERY SERVICES REQUIREMENT

A. General …………………………………………………………………... 64

B. Searching in the proposed WDS …………………………………….. 65

C. Navigation ………………..……………………………………………… 65

D. WDS Assistance Features ……………………………………………… 66

E. Content Display Requirements in the WDS ……………………….. 66

F. WDS Printing and Downloading facilities and Scanning ……….. 67

G. Project Implementation ……………………………………………….. 67

H. Training & Documentation ……………………………………………. 67

I. Project Support & Maintenance …………………………………….. 68

J. Guarantees & Warranties …………………………………………….. 68

1C. WEB PROXY SERVER & USER TRACKING SOFTWARE REQUIREMENT

A. General …………………………………………………………………... 69

B. Availability of an Admin Portal that will be required to incorporate the

following features…………………………………. 69

C. Content and Resource Management…………………………….. 70

D. User Management and authentication should have the following

features………………………………………………………. 70

E. Data Analytics - The ability to generate the following reports.. 70

F. System Availability……………………………………………………… 70

2. DIGITAL REPOSITORY REQUIREMENT

A. General …………………………………………………………………... 72

B. Content Organisation …………………………………………………. 73

C. Content Discovery ……………………………………………………... 74

D. Metadata ………………………………………………………………... 75

E. Report and Statistics …………………………………………………… 75

F. Multimedia ………………………………………………………………. 76

G. Social Features and Notifications …………………………………… 77

H. Accessibility ……………………………………………………………… 77

I. User Management ………………………………………………….….. 77

J. Project Implementation ……………………………………………….. 78

K. Training & Documentation ……………………………………………. 78

L. Guarantees & Warranties …………………………………………….. 78

M. Project Support & Maintenance …………………………………….. 78

5

1A. LIBRARY MANAGEMENT SYSTEMS

I. GENERAL & MANDATORY REQUIREMENT C- Fully Comply P- Partially Comply D – To be Developed N-Not Supported

No Module Feedback

Description C P D N

Reference to

Proposal

A General

1 The Principal / Solution Partner of the Library Management Systems

(LMS) must have a strong track record of developing and implementing

systems for libraries, as well as a clear strategy for evolving the library

services platform in the future. The Financial Services Library (FSL)

requires a comprehensive project implementation program and project

management expertise.

Please provide details.

2 The LMS must operate on a cloud-based platform designed to leverage

true cloud technologies. Describe the development methodology used

for your system. Include details about how new features are incorporated

into the system and introduced to customers.

3 The LMS must be a Web-based SaaS solution that requires only a Web

browser, not the installation of staff clients. Please refer to Appendix I

(SaaS Assessment) of this RFP for details of FSL’s detailed

requirements.

4 The System must provide the following modules or functions:

a) Acquisitions with Fund Accounting

b) Cataloguing Authority Control

c) Circulation with Inventory Control

d) Serials Control

e) Web OPAC

f) Web Discovery Platform

g) Reporting & Analytics with dashboard

h) Systems Administration, Security, Implementation & Support

5 Additional modules to be included are:

a) MyKad Interface

b) Integrated Electronic Resource Management (ERM)

c) Integrated Link Resolver

d) Mobile Solutions for Library staff

e) Mobile Solutions for Library patrons

6 The vendor must propose for 15 simultaneous library staff connections

to application, database, and report-writing.

7 The LMS solution must be delivered with a mobile phone interface.

8 The proposed database solution must be fully UNICODE compliant.

9 Specify the version used for the database and any licenses needed

under the proposed configuration. Specify any additional costs for the

database license, if applicable.

6

Description C P D N

Reference to

Proposal

Integration

10 The system must provide unified management of all of the resources

that the FSL owns, licenses, stewards, and makes available to end

users for discovery and delivery. This includes acquisition support for

both physical and electronic resources, metadata management across

all resource types and fulfilment across all resource types.

11 The LMS must integrate with the following systems:

a) Active Directory (Staff directory)

b) The Email server. The System shall provide email SMTP gateway

with high reputation to send out email notifications to users.

c) A proposed Web Discovery Services (WDS) platform where the

data is updated in real-time, including circulation status, requiring

no batch loading or nightly re-indexing of the library’s data. Users

are able to view and access Library catalogue in the WDS

d) The Proposed hybrid EM and RFID Security Gate equipment such

as:

e) Sensitize and Desensitize Machines

f) Portable Hand-held RFID Reader

g) Bank Staff ID card, MyKad and the Library card that is Mifare

standard.

h) Integration with an interface for Debit card, Credit Card or latest

payment card

i) EBook platforms- This platform is a cloud based software that have

function of Data Driven Acquisition. All items in the eBook platform

are able to be downloadable into FSL`s Library system.

j) A call number printer

k) Third party software such as Web Proxy Server and user tracking

software application that administers subscribed e-Resources and

analyses user searching patterns and usage.

12 Please describe how the above integration is being done and what are

the requirements that needs to be planned for optimum performance

of the proposed LMS.

Currency

13 The System shall define Ringgit Malaysia as the local currency used

by the Library.

Display of Data and Secure Settings

14 The System shall not allow concurrent updates of data to prevent

inconsistent results and ensure data integrity.

15 For screens that display list of records in columns, the System

administrators must be able to control the data to display in each

column and adjust the width of each column.

16 Library staff must be able to sort the data by column.

17 The System shall provide online and context-sensitive help, including

for MARC fields, indicators and subfields.

7

Description C P D N

Reference to

Proposal

18 Software updates must not overwrite any local, customised settings or

locally-created files that the library creates.

B System Interfaces & Connectivity

1 Please specify what browsers and what versions of browsers are

certified for the system.

2 Library staff shall preferably be able to access all modules/functions in

the System via a common point of access in a unified environment.

3 The web based client and user-chosen preferences, such as macros,

screen color, fonts, icons, sounds, etc., shall be associated with the

user and not the workstation. Specifically, all user preferences and

privileges will be based upon user identity and shall follow that user

from workstation to workstation.

4 The System shall support SIP2.0 standard for circulation interchanges.

C Z39.50

1 The System must support Z39.50 on both the client and the server

level. Please state the price of this function.

2 Z39.50 copy cataloguing should be available in the library staff client

software and not by using separate client software.

D Compliance to other protocols

1 Support statistics harvesting for electronic resources compliant with

NISO COUNTER-SUSHI Schema.

2 Support ISO 2709, CCF , RDA, BIBFRAME and Linked Data, and

explain how your system will support these formats.

3 Support link resolution standards such as NISO Z39.88-2004.

4 Support data exchange with protocols such as EDIFACT, EDI, SIP2,

and NCIP.

E User Profiles and Logins

1 The System must support user access from multiple

locations/branches to the same database on the same server.

2 The System Administrator must be able to define and pre-set user

roles/permission groupings.

3 The System Administrator must be able to create individual login IDs

for library staff members.

4 It must be possible to have more active login IDs than the software user

license.

5 Each login ID can be assigned roles or permission groupings.

6 The System Administrator must be able to customize (add, remove,

change) permissions for individual login users.

8

Description C P D N

Reference to

Proposal

7 Permissions can be assigned at the module level and also at the

individual functional level.

8 The staff user who is assigned with the role/profile shall inherit any

changes made to the defined roles/profiles.

9 The System shall allow the System Administrator to temporary block

access to selected Library staff user account without deleting the

account.

F Parameter Profiling

1 The System Administrator must be able to set parameter values for the

System, without needing the vendor’s intervention.

2 Access to parameters must be limited to certain staff logins only.

3 The following parameters will need to be set:

Able to set staff profiles

Able to set circulation, catalogue, acquisition, serials and reports

profiles

Able to set with this, three (3) permissions for each module and each

staff access:

a) View only access

b) View, Edit and Save access

c) View, Edit, Delete and Save access

4 The Administrator will be able to have full control of the System. To

have at least three (3) Administrators with different login access in

order to keep track who did what.

G Application Programming Interface (API)

1 The System must be provided with APIs so that FSL can create

interfaces to the LMS.

2 The system should provide published APIs or Web Services to facilitate

interoperability with external services.

3 All APIs must have published documentation. Describe the support

(including documentation and online forums) provided for APIs and

web services that enable the customer to extend management system

functionality.

4 The system must support APIs for bi-directional data exchange

(read/write).

5 The following APIs must be available:

a) Patron Records Information Retrieval

b) Patron Records Information Creation

c) Patron Records Information Update

d) Bibliographic Records Information Retrieval

9

Description C P D N

Reference to

Proposal

e) Item Records Information Retrieval

f) Patron Records Information Retrieval

g) Patron Records Information Creation

h) Patron Records Information Update

i) Bibliographic Records Information Retrieval

j) Item Records Information Retrieval

k) Loans Records Information Retrieval

l) Loans Records Information Creation

m) Loans Records Information Update

n) Reservation Records Information Retrieval

o) Reservation Records Information Creation

p) Reservation Records Information Update

q) Fines Records Information Retrieval

r) Fines Records Information Creation

s) Fines Records Information Update

6 The System should accommodate change control processes for APIs.

H Data Migration

1 The Vendor must support data migration strategies from the existing

LMS, ILMU to the proposed system.

2 The following record types must be converted:

a) Bibliographic records.

Vendors will be provided with a list of ISBN and ISSN that

will be required to be uploaded and exported into the LMS

Bibliographic Database.

Vendors will also be required to extract the online catalog

records residing in the existing library management

system and exported into the LMS Bibliographic

Database.

b) Accession records

c)

3 Vendor will be required to outline the roles and responsibilities of the

library and the vendor during the data migration process. Describe the

required involvement of library staff in the migration process.

I Innovative ‘state-of-art’ products and services

1 With changing trends in a rapidly evolving information society, it is

imperative that FSL embarks on implementing powerful state-of-art

technology to support research and learning.

10

Description C P D N

Reference to

Proposal

2 The Library is interested in new techniques and technology for FSL’s

digital transformation. Particular attention will be given to the following

products: which may explore the following:

a) Micro learning technology to assist in FSL’s digital literacy

programs learning initiatives

b) The use of Artificial intelligence (AI) Tools to enhance service

delivery and decision making that can relate to the following :

Predictive analytics to improve information service

provision

Data mining that enhances knowledge discovery

Chatbot applications to enhance users’ searching

experience.

c) The use of social collaborative software to cultivate knowledge

sharing and learning amongst the FSL community.

3 Please describe any other development that will enhance FSL’s role in

providing an effective and efficient service.

11

II. ACQUISITIONS REQUIREMENT C- Fully Comply P- Partially Comply D – To be Developed N-Not Supported

No Module Feedback

Description C P D N

Reference to

Proposal

A General

1 The Acquisitions module must be fully integrated with all system

modules.

2 Acquisitions must support an unlimited number of material

types/formats, funds, vendors, orders, claims and transactions, without

added cost. The system must be dynamically updated in real time to

maintain the currency of all records and statistics.

3 The Acquisitions module must support the following functions:

a) Pre-order searching, with the ability to detect multiple orders

during the order creation process ( check with multiple sites

external)

b) Fund accounting

c) Vendor accounting

d) Ordering / invoicing

e) Receipt processing

f) Detect holds on items during receiving process

g) Currency control

h) Payment

i) Claiming

j) Cancellation of orders

k) Routing

l) Statistics and report compilation

4 During pre-order searching, the Acquisitions module must allow staff

to display records by searching any word in any field of a bibliographic

record. The system must clearly display item status, including items

with on-order status, items charged, on hold, in the Library stacks, etc.

5 The Acquisitions module must support currency control (order records

from vendors who require another nation’s currency.) The currency

control feature must automatically calculate foreign currency

purchases in local currency and allow the Library to maintain currency

exchange tables. An unlimited number of currencies must be

supported.

6 Acquisitions statistics must be available in real-time as well as by

statistical report(s). Describe.

7 Acquisitions must support loading of MARC record data with order

information contained in embedded 9XX tags.

8 The Acquisitions module must support real-time searching of multiple

vendor databases and one-click capture of selected items into the LMS

database. Describe.

12

Description C P D N

Reference to

Proposal

9 Able to integrate the Acquisition module with the Circulation module to

find the price for lost items. The total payment will be automatically

calculated in user account.

B Vendor Records

1 The Acquisitions module must support an unlimited number of vendor

records, accessible by vendor name (complete), vendor name

(truncated), and vendor number.

2 The vendor record must include at least order and remittance

addresses, Library-supplied vendor claim period indicator, and

performance statistics.

3 The vendor record must include performance statistics updated

automatically and in real time, available online and through reports,

that include, but are not limited to:

a) Average receipt period in days

b) Number of claims sent

c) Number of copies cancelled

d) Number of copies claimed

e) Total amount ordered

f) Amount encumbered

g) Amount invoiced

h) Amount paid

i) Total number of orders

j) Number of copies not received

k) Number of copies paid

l) Average order price

m) Average price paid

n) Average discount

o) Supply times

4 Vendor records must support up to three distinct addresses per

vendor, such as ordering, service, and marketing, and also provide

notes / comment fields for Library staff.

13

Description C P D N

Reference to

Proposal

C Creating a Purchase Order (PO)

1 Ability to create a PO request by identifying the order type

(monograph, serial, standing order, monographic set, planned order

or multi-volume, E-book, multimedia).

2 Ability to select the payment type for the PO request.

3 Feature to identify the vendor for the PO request.

4 Order Number to support:

a) System generated number which allow user to setup the format

b) User defined/entered value but validate that no duplicate value is

allowed

5 Features to enter order line item for the PO request.

6 Features to specify detail for the:

a) Billing method

b) Shipping method

c) Billing sent to

d) Shipping sent to

7 Features to support the adding order detail for:

Monographs, serials and multi-volume

Electronic Data Interchange For Administration, Commerce and

Transport (EDIFACT) monographs

8 Display the list of titles in a module/window to refer to, when inserting

PO line items.

9 Order Request function must enable the Library to download MARC

records (via the web) from materials from vendors and use the

imported records to create orders automatically within the

Acquisitions module.

10 Duplicate detection (listing) - orders can be automatically checked

against other orders; to avoid duplicates.

11 Ability to drag and drop the bibliographic information from the list of

titles /window to the PO line items.

12 System support unlimited number of line items to a PO.

13 Allow feature to copy order line items in a PO.

14 Allow feature to edit the order line item in a PO.

15 A PO to support the following feature and information, but not limited

to:

a) Unit Price

b) No. of Copies

c) Total Price (view only)

d) Vendor ID

e) Subject Code

f) PO Status

14

Description C P D N

Reference to

Proposal

g) Sent To

h) Requestor ID

i) Estimation time of delivery

16 The cost of an order can be split between funds.

17 Ability to split the cost across multiple accounts for a line item based

on:

a) Value

b) Percent

c) Quantity

d) Exceed total balance

18 If the amount on the Purchase Order exceeded total balance, system

should alert with the notification on affected line item and the account

name.

19 Able to send notifications if balance of accounts reach maximum

funds identified as set in the Fund accounting.

20 Able to create a Purchase Order in the LMS and integrate with FSL’s

Finance System.

21 Acquisitions statistics must be available in real-time as well as by

statistical report(s).

22 Acquisitions module must support real-time searching of multiple

vendor databases and one-click capture selected items into the LMS

database.

23 The vendor record must include performance statistics updated

automatically and in real time, available online and through reports.

24 Vendor records must support up to three distinct addresses per

vendor, such as ordering, service, and marketing, and also provide

notes / comment fields for Library staff.

D Updating a PO

1 For verification and approval of PO for monograph or serial order, the

System should allow the update of the PO by:

a) Adding or editing a claim, note or reminder

b) Relinking an item to another bibliographic record

c) Editing the line item due date

2 For a complete monograph or serial purchase order, system should

allow update by:

a) Editing various elements of the PO

b) Copying line items

c) Inserting and editing line items

d) Adding and editing notes

e) Inserting and editing line items

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Description C P D N

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Proposal

f) Adding and editing notes

3 For an order, once the order has been saved and sent, the System

should still be able to:

a) Insert line items

b) Add claims, notes or reminder

c) Able to validate that the library officer cannot edit the order

description field

4 For deleting a line item, the system should validate:

a) That line item is not linked to any out-standing receipt, order,

claim, invoice, credit or payment

b) Decreases the encumbrance totals for all accounts by the

amount of the line item deleted. This decrease must be reflected

in real-time

c) Keep an audit log on this deletion

5 Ability for user to view PO by vendor, requestor, date orders,

department, program and budget account.

6 System should disallow deleting of a PO if it has been sent to vendor.

7 System should allow user to cancel a PO once the PO has been sent

but not received. Validate that when a monograph order has been

Received or Paid, disallow users to cancel it but only modify the order

or adjust it with a credit memo/note.

8 Allow users to cancel a monograph a PO line item if it has not been

fully received. Users should be able to cancel all copies of the line

item or only some of the line items.

9 Features to allow cancellation of a serial order even after the first

issue has been received.

10 Validate that previous renewals is unable to be cancelled, and

cancelled is limited to only the current one.

11 Validate that an order can remain open to accept new line items until

user discontinue or cancel the order.

12 Features for users to edit a PO for a serial order subscription order

once the subscription has been invoiced.

13 System to keep track of each renewal by assigning an extension to

the original order number.

14 Features that allow to duplicate a PO in order to create a new PO.

15 Ability to edit the Purchase Order after verifying and confirming

process.

16 The system can report the current status of any or all titles ordered or

received.

16

Description C P D N

Reference to

Proposal

E Distribution of line item

1 Ability to specify/designate which department/locations in which

groups will receive the specified number of copies.

2 Arrange the library department/locations that constitute the group in

alphabetical order and each library location should be checked-all by

default.

3 Feature to indicate to the users the Total Ordered, Total Received

and Total Distributed to each location.

4 Feature to allow to print and email the distribution information to send

to the vendor with the invoice.

5 Distribution list should contain information such as, but not limited to,

Order ID, Line No, and Title of item, Bibliography ID, ISBN/ISSN,

Receipt date, Status, Estimation delivery time and information on the

distribution quantity to which library location.

F Sending Purchase Order (PO)

1 Ability to send a PO by batch or by each PO.

2 Capable of printing purchase orders on any specified format order

forms according to schedule or upon request.

3 Ability to send a PO by the following criteria:

a) All outstanding PO

b) A single PO by specifying a PO no.

c) By vendor

d) A PO created by a User ID

e) By PO approved date

f) Unfulfilled PO

4 Allow preview of PO listing before sending to vendor.

5 Validate that a PO can only be sent to vendor if the PO has been

Approved (or to be cancelled, to cancel a PO).

6 Validate that only authorized user can send a PO to vendor.

7 System is able to support the following PO sending methods where

system integration may be needed:

a) Print hardcopy

b) Email to vendor

c) EDIFACT via FTP delivery

d) EDIFACT and by print PO hardcopy

17

Description C P D N

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Proposal

G Receiving

1 Check-in records are retrievable by a variety of search keys, including

ISBN/ISSN, LCCN, author, titles and series.

2 Duplicate detection (receipts) - capable of retrieving all records that

match two or more fields, if the receipt does not fully match.

3 Capable of handling receipt of items with invoices, items without

invoices, and invoices without items.

4 When receipt of item is recorded, the system can update all files,

including vendor and financial files.

5 When the receipt of an item is recorded, the system can automatically

update the display associated with the copy of the acquisition record

in the bibliographic file from “on order” to “in process” with further

information to the users.

6 Auto changing status in the systems from On Order status to In

Process Status by scanning item barcode

7 Allow the librarian to setup or the System should provide receiving

statuses for users to select the status, such as Received Satisfactory,

Received with Damage, Returning, etc.

8 The system should be able to print a receipt slip.

9 Feature to allow user to change receipt information or distribution

information about items that have been received.

10 System should alert users if the item received has been requested at

the bibliography level.

11 Ability to delete a receipt transaction if the PO was received by

mistake.

12 Keep an audit log for any deletion of receipt transaction or receipts of

wrong POs.

13 Capable of accepting new bibliographic information about a title at

any time after order placement or when its receipt is recorded.

14 For partial receipt, the system is able to display quantity that has been

ordered, quantity that has been received and the balance to be

received.

15 When a purchase order is complete and the invoice has been

received, the acquisition record will have to be flagged to permit its

later deletion or transfer from the acquisition file.

18

Description C P D N

Reference to

Proposal

H Recording Invoices

1 General requirement is to allow users to record invoices from vendor

and associate it to the Purchase Orders.

2 Support supplemental invoicing for adjusting the price of some items.

3 System is able to provide control: Locks the invoice records and the

associated PO when an invoice is being updated or deleted. Only

allow to view and not edit such POs.

4 Support miscellaneous fees such as transportation fee of invoicing.

5 Features to support discount to be applied to the invoice, both by

percentage and/or amount.

6 Validate that updating an invoice is only allowed for an unpaid

invoice.

I Processing Payment Vouchers

1 Feature to allow user to create payment voucher or view an existing

one that contains a list of invoices eligible for payment and belonging

to a specified vendor.

2 Ability to select one or more invoices for payment and save the

payment under a specified voucher ID.

3 Validate that once a paid payment voucher is saved, it can only be

viewed but not modified or deleted.

4 Allow the librarian to perform an amendment even it has been

completed.

5 Allow Currency Conversion - the system can retain a conversion

table and convert to or from foreign currencies.

6 The system can provide constantly updated fund information.

7 The fund file can be updated automatically to indicate file

encumbrances and debts as a result of actions on the acquisition file

and it shall be updated online as transactions occur.

8 Accommodates an unlimited number of fund file records.

9 The system can provide an early warning alert of fund depletion when

the level of an encumbered fund reaches a library-specified value.

10 Capable of producing standard covering letters, cheques on

vouchers for payment to vendors.

11 Able to accommodate credits, refunds and partial order payments.

12 Adjustments for payment to vendors using debit/ credit note. When

payment is made to foreign items, the amount may differ from the

amount requested earlier due fluctuations in exchange rate.

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Description C P D N

Reference to

Proposal

J Working with Claims

1 The system must provide automatic claiming for items not received

within an expected number of days after placing the order; such

intervals must be based on library-defined parameters.

2 It should also be possible to manually generate claims (on demand)

3 Features to allow users to notify vendor of the situation.

4 Features to allow users to create, view or delete claim records.

5 Features to support sending claim letters by hardcopy and/or email.

6 Support the following functionality:

a) Claim items on demand

b) Claim items that are past due

c) Claim items at any point in the acquisitions process after the

order is transmitted

d) Issue individual claims or issue claims in a batch process

e) Send out (email, etc.) individual claims or transmit all

outstanding claims

7 Allow the setting up of the time intervals between the expected date

of an order and the overdue date and the maximum claim counts (for

both monographs and serials in the vendor record):

a) Order interval

b) Claim interval

c) Reclaim interval

d) Maximum number of claims

8 Alert the librarian once a specific maximum number of claims have

been reached for a PO or a line item and provide the librarian with an

option to cancel the order or the line item.

K Reminders

1 Features to provide alerts to the librarian for the following scenarios:

a) New titles on orders have not been received

b) An expected order reminder has expired and expected claim

reminder has been added

c) A claim has been issued late

d) For subscriptions (print or e-resource), the system must alert

library staff when the subscription is nearing renewal. The

alerts must be triggered at a library-defined interval prior to

subscription expiration

2 Provides features such as the following:

a) Delete reminders if a PO line item has been fully received

b) Delete reminders after a PO line item has been cancelled

20

Description C P D N

Reference to

Proposal

c) Claim a PO or line item manually, a Claim Expected reminder

is added

d) Re-claim a PO or line item, the system keeps track of the

claim number so that the number of successive claims

generated cannot exceed the maximum claim value set in

the vendor record

e) Receive a claimed issue, the Claim Expected reminder for

the order will be deleted

f) Delete a claim, any Claim Expected reminder associated

with the item is deleted

g) Create a Claim Expected reminder manually, the reminder

for that item is deleted

h) Auto notification email send to vendor on Order report status

i) Auto notification email send to vendor on Outstanding orders

L Fund Accounts

1 The Acquisitions module must allow creation of an unlimited number

of funds.

2 The Acquisitions module must:

a) Enable each fund to be subdivided (categorized) by more

than five levels

b) Enable each subdivision to be used to group accounts

together as an online workstation query

c) Enable each subdivision to be used to group accounts

together to report on cumulated spending in the different

categories

d) Allow remaining allocations to be carried over from one fiscal

year to the next, if desired

3 The Acquisitions module must enable an authorized operator to:

a) Create new funds (accounts) at any time

b) Enter an initial allocation when an account is first created

c) Update an account at any time

d) Close out an account at any time, so long as there are no

outstanding encumbrances against it.

4 For each fund, the Acquisitions module must maintain the following

information, which must be available through online display, without

the need to generate a report:

a) The original budget allocation

b) Amount of orders outstanding (encumbered)

c) Amount of orders paid

d) The free balance

e) Cash balance

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Description C P D N

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Proposal

f) The number of items on order

g) Number of items received

h) Number of items paid for

i) Number of orders placed for the fund

5 When placing an order, staff must be able to pay for the order from a

single fund or divide costs among multiple funds, either by

percentage or by specific amount.

6 The system must support the option of transferring money from one

fund to another.

7 The system must support fiscal year close processing.

8 The system must provide security and audit trail for all fund

accounting transactions. Describe

M Others

1 The system must support the ability to perform an overlap analysis

report for electronic resources, including the ability to upload a list of

titles (using an Excel file) that the library is considering acquiring in

order to determine whether the titles are part of the library collection.

2 The system must support integration with local and foreign online

vendors such as Amazon, GOBI etc. Users can fill in a form, which

automatically searches Amazon, GOBI and retrieves both

bibliographic and ordering information.

3 The system must support an option for patrons to make suggestions

for purchase.

4 A ‘Bulk Check Holding’ feature to determine availability of items in a

library collection.

5 The System should be able to process the ‘batch check holding’ and

generate the details in excel format.

6 The ability to drag and drop details report to merge with the

Department, Section and Organisation ordering list template in Excel.

7 The system should be able to provide cost per use analysis for both

print and e-resources to assist in the renewal decisions.

8 The system must support ingest of COUNTER statistics from e-

resource providers via SUSHI. Please describe how the system

harvests the usage information.

9 The system must integrate with the institution’s accounting system to

transfer financial data. Please describe options for batch transfer of

data (CSV) or API transfer in real time.

10 Acquisitions data must be automatically and dynamically linked to a

bibliographic record.

11 The system should allow the linked bibliographic data to be overlaid

or updated at any time after order placement.

22

III. CATALOGUING REQUIREMENT C Fully Comply P- Partially Comply D- To Be Developed N-Not Supported

No Module Feedback

Description C P D N Reference to

Proposal

A General

1 Standard and Format Requirement

a) The system must support multiple metadata formats (from any

type of library material), to be created, migrated, edited,

deleted, searched and displayed and exported.

b) Supports the following standard:

Functional Requirements for Bibliographic Records

(FRBR)model of cataloguing

Unicode Standard

Machine-readable cataloging (MARC)record authority

control

c) MARC21 formats to support:

Bibliographic

Authority

Holdings and Locations

Community Info

d) Support the following international MARC formats:

MARC21

Dublin Core

Universal Machine Readable Catalogue (UNIMARC)

CATMARC

Bibliographic Framework (BIBFRAME)

e) The system must have embedded support for Resource

Description and Access (RDA) including the indexing of RDA

specific elements

f) The system must allow users to catalog records in more than

one MARC format. Explain

23

Description C P D N Reference to

Proposal

2 Features for processing a record:

The Bibliographic Control/Cataloging module must allow the Library

to create and maintain full catalog records searchable only by Library

staff. At Library staff discretion, records may be hidden from public

user display at the title level or at the item level (to hide selected

copies).

The Bibliographic Control/Cataloging module must provide tools that

streamline the process of:

a) Adding a brief title record – able to choose a template to

create MARC record in any supported format.

b) Editing existing titles in any supported format

c) Extracting local record in any supported format

d) Deleting local record in any supported format

e) Translating record - able to choose a file of records to

convert to the 8-bit Unicode Transformation Format (UTF-8)

character set

f) Importing records - able to load a batch of MARC records

from a source file to database

g) Importing records to a selection list

h) Importing MARC orders/requests - able to import MARC

records that are embedded with a Purchase Order

i) Maintaining Work-forms - able to edit and delete work-forms

j) Duplicating an existing title

k) Removing title, call number/volume or copies

l) Creating and editing call number/volume records

m) Adding or editing copies (includes global edits)

n) Offering authority control options (display, add, duplicate,

edit, remove)

o) Performing bound-with processing in a straightforward

manner

p) Providing access to a cataloging review file

q) Linking order line holdings to titles

r) Transferring title, call number or copies

s) Capturing and editing records from Z39.50 sources using a

Z39.50 copy cataloguing web based client

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Description C P D N Reference to

Proposal

3 When creating a title, authorised staff must be able to pre-set values,

including but not limited to:

a) Hiding the record display from the Web OPAC (from public

user searches)

b) Item type (to prevent repetitive data entry)

c) Item price

d) Statistical categories

e) Record format (e.g., MARC, Dublin Core, Map, etc.)

f) Auto-generation of temporary call numbers

g) Whether to add a copy automatically when adding a call

number/volume record

h) Whether to auto-generate an item ID when adding a

copy/item

i) Ability to validate authority headings (if authority control is

used by Library)

j) Printing spine labels

4 The Bibliographic Control/Cataloging module must provide a label

designer to create label templates to print spine and book labels as

well as mailing labels for Books by Mail, and to create user and item

barcode labels.

5 In the transferring title, call number/volume, and/or copies process,

authorized staff must be able to:

a) Transfer all copies to an existing call number

b) Transfer only selected copies

c) Transfer all volumes

d) Transfer only selected volumes

e) Remove a title automatically after staff elect to transfer the last

copy or volume to a new title

f) Search and display bibliographic information without exiting

the transfer process

6 Items on reserve or in transit must not be transferred. Inactive,

available title-level holds linked to a call number must also block the

transfer. The Bibliographic Control/Cataloging module must alert

staff to such exception conditions when staff attempt to transfer

records.

7 At Library staff’s discretion, records may be hidden from public user

display at the title level (to hide bibliographic data and all associated

items), the call number level (to hide selected volumes and all

associated copies), item level (to hide selected copies), or by

assigning the item to a “shadowed” location.

8 The Bibliographic Control/Cataloging module must support MARC

format error checking, including:

a) Error checking (tags, indicators, and subfields) for all formats

25

Description C P D N Reference to

Proposal

b) Displaying an error message when incorrect values are

entered

c) Prompts for correct data

d) Automatically verifying and validating structure of each type

of record maintained by the proposed system

e) Performing the following error checks:

f) Entry of valid tags

g) Proper format as defined for each field (e.g., field length,

character type, and numeric range checks.

h) Valid entries in controlled fields (from authority lists or files)

i) Presence of mandatory data elements

j) Supplying default data element identifiers (tags, indicators,

subfield codes, etc.).

9 Whenever applicable, the Library may specify tags for each template

as well as default codes.

10 The Bibliographic Control/Cataloging module must not require a

specific interface to any MARC-based cataloging source. Describe

MARC record loading capabilities/utilities within the proposed

system.

11 The Bibliographic Control/Cataloguing module must include a utility

for verifying uniform resource locators(s), or URLs, catalogued within

MARC 856 bibliographic fields. Describe.

12 The System must support the use of multiple barcode formats

simultaneously. Describe.

13 The System must support for 10 digit OCLC numbers including

manual entry, matching and loading.

14 The System must support barcode validation. Describe.

15 The System must validate ISBNs and ISSNs as title records are

created or modified.

16 The System supports a check digit algorithm for patron and item

barcodes.

17 The System provides a tool to globally modify call numbers. The

system must support the ability to select and globally change two or

more call numbers associated with the same title.

18 The System provides an item group editor to allow staff to create a

list or group of items that can be modified simultaneously.

19 The item group editor allows staff to save the original settings for

each item in the group so that they can restore those settings at a

later time.

20 The System must include a web-based staff Cataloging client which

can be used anywhere, on any device, and which supports drag and

drop functionality. Please describe the web based Cataloging client.

26

Description C P D N

Reference to

Proposal

B Z39.50 MARC Cataloging Client

1 The Bibliographic Control/Cataloging module must include a Z39.50

Copy Cataloging Client that can capture bibliographic records from

any Z39.50 bibliographic resource. Describe.

2 The Z39.50 copy cataloging client must capture MARC records from

OCLC directly into the Library’s catalog, while at the same time

update the Library’s holdings on OCLC to reflect the addition of the

record.

3 Copy cataloguing record will automatically be converted to the

identified MARC format.

4 Able to perform global changes in MARC tags, subfields, item notes,

etc.

C Generating Spine Labels

1 Ability to print individual spine labels.

2 Ability to print multiple spine labels.

3 Support the use of MS Word and other third-party program to

generate spine labels.

4 Print spine label directly from MARC item records.

5 Able to integrate with special printer to print call number.

D Authority Control

1 The Authority Control module must link all authority-controlled

bibliographic headings with corresponding authority.

2 The System’s Authority Control module must include a machine-

proposed authority feature based upon the Standard for Machine-

Proposed Authority Records developed for the Program for

Cooperative Cataloging, which must generate a new authority record

with reasonable values in the fixed field and 001, 005, 040, 1XX, and

670 entries (plus the 022 and 642-646 entries for a series heading).

These values must be automatically generated based on the

information in the bibliographic record being validated. Describe.

3 The Authority Control module must enable the system administrator

to specify whether entry of bibliographic data which does not match

an authority record must result in rejection of the input, or in a

warning, in which case the system must:

a) Display a browse list of possible authority headings from which

the operator may choose by clicking the desired heading to

replace the unauthorized heading in the bibliographic record

b) Automatically flag the unauthorized entry for later display,

review, and/or printing

27

Description C P D N

Reference to

Proposal

4 The Authority Control module must support multiple authority files,

including separate authority indexes for LC name and subject

headings, or locally authorities.

5 The Authority Control module must enable the Library to define an

unlimited number of authority formats or types, and to specify the

bibliographic fields and subfields addressed by each authority record

type through policy configuration.

6 Vendor must describe the Authority Control module’s interactive

authority control heading verification process. Describe what the

system does when an unauthorized heading is detected.

7 The Authority Control module must automatically generate

appropriate See and See Also references from authority records for

use in the online catalog.

8 At the Library’s discretion, the Authority Control module must be

configured either to display cross-references but not to verify

headings, or to display cross-references and also to verify headings.

9 Vendor must provide basic authority processing service that consists

of at least the following:

a) Bibliographic Heading Update

b) Authority Record Provision

c) Bibliographic Record Clean up

d) Bibliographic Database Analysis

e) Reporting of data clean up

28

IV. CIRCULATION REQUIREMENT C- Fully Comply P- Partially Comply D – To be Developed N-Not Supported

No Module Feedback

Description C P D N

Reference to

Proposal

A General

1 The Circulation module must support the following features:

a) A database of patron records that allow the Systems

Administrator to create, modify and monitor

b) Recognition of different levels of privileges and rules for

patrons based on item class and location.

c) Ability to set circulation parameters for these different levels

of privileges

d) Tracking of library materials that are circulating or moving

between library/department locations

e) A Request module and wizard that allow patrons to place a

reservation, recall, loan, or page on material that is checked

out, on loan, or not yet received

f) Item Reserve Module that allows a patron to request for a

particular item for use by a patron during a specific time period

g) The Management of library loan requests

h) The Management of special collections

i) An Accounting module that produces, revises and tracks

library charges

j) Gathering of statistics based on a number of criteria for users

and items

k) An Inventory Control System that keeps track of the items on

the shelves

l) A Circulation Backup System that records circulation

transactions when the server is down

m) An Audit trail on all circulation and financial transaction in the

system

n) Ability to view, save and export the transaction history of the

users and items. Details of the history include item barcode,

last date transaction, circulation count, titles, number of

copies in the library and item class.

o) Ability to view the history of patron transactions in the patron

account.

p) Ability to have option to select clearance in the patron records.

The purpose is to delete the patron records by batch.

29

Description C P D N

Reference to

Proposal

q) Ability to have manual registration for patron record template.

The system should be able to:

Insert two (2) emails options. Personal email and

official organisation email. Able to send notification

to both emails.

Able to have drop down menu to insert Department,

Section, Branch, Organisation, Programs/ Course in

Patron records.

The System to have auto removal if the system

detects duplicate patron-by-patron ID. Patron ID is

the unique number

The System must be able to send alerts on the in-

state error status by the library barcode

The System must be able to transfer the outstanding

records to the new record created, if the user is

transferred to another Department, Section, Branch,

Organisation, Programs/Course

r) Ability to have the Proxies/Sponsor function whereby

external/international staff/student is able to borrow on behalf

s) A mobile apps for managing patron’s account function

2 When an item is presented for checkout presents an alert of ‘still

charged to previous user,’ the Circulation Module must allow Library

staff to enter an override password to immediately discharge the item

and to immediately checkout the material to the present patron.

3 The Circulation module must interface seamlessly with other

modules, including Cataloging, to enable authorized circulation staff

to:

a) Add a brief title

b) Add copies

c) Change item barcode

d) Mark item missing or lost

e) Remove title, call number/volume or copies

f) Add notes

4 The system must support a variety of circulation notices or receipts,

including the following:

date due slips

charge receipts

overdue notices

pre-overdue notices

All notices must be customizable.

30

Description C P D N

Reference to

Proposal

5 The system must support notifications other than email. Please

describe.

6 Patrons must be allowed to opt-in to receive notices.

7 The notice content must be able to easily customized.

8 The medium must be able to support batch notification or single

notification for Overdue, Reservation, Bills, General Announcements

or any manual messages customized to a patron.

9 The system must allow staff to track in-house use by scanning items,

and to easily see in the item record the total number of times an item

was used without being charged.

B Patron Records

1 The Circulation module must enable new individual user record

creation, edition, as well as a patron load utility that allows user

records to be imported and updated all together, with multiple library-

defined match points.

2 The ability to delete patron records but validate that:

a) Current circulation transactions associated with them cannot

be deleted

b) Associated fees that have not been waived cannot be

deleted

c) That are associated with serials routing lists

3 An ability to display a list of serials/multi-volume that are circulated

to a particular patron and can manage various aspects of

serials/multi-volume routing such as:

a) Replacing the patron on or deleting the patron from a

selected routing list

b) Viewing the bibliographic or holdings record associated with

each serial/multi-volume

c) Viewing the holdings routing list for the selected serial/multi-

volume

4 An ability to auto block the patrons temporarily/permanently due to

long overdue/over fines.

5 An ability to generate/provide information on staff who perform the

editing of patron account.

6 A feature that allows patrons to be able to view their history record of

items checked out/requested /fines via the Patron’s Account.

7 When a user has lost or misplaced a library card, the Circulation

module must automatically deactivate the previous library card

number and must transfer the user’s charges, fines, overdue, holds

and bills to the new ID.

8 The system must support full-text, Boolean searching of any field

within the user address fields or customer-defined fields.

31

Description C P D N

Reference to

Proposal

9 The system must support automatic duplicate checking of newly-

created patron records using multiple fields within the patron record,

including User Name, MyKad, Staff ID, and Student ID Number

, Corporate Name, Phone Number and Email Address.

10 The system must support patron photos, which display during all

functions which use the patron information header including

checkout, check-in, display user, renew user, bill user, paying bills,

modify user, duplicate user, confirming address, renewing privilege,

suspending or unsuspending user, sending a message or email,

placing a reservation displaying user reservation, removing user

reservation, etc..

11 A new patron photo can be added by uploading from a file or

capturing with a webcam when registering a new user, modifying a

user, or checking out an item.

12 Authorized staff must be able to replace a previous photo by

uploading a new photo from a file or capturing a new photo with a

webcam when registering a new user, modifying a user, or checking

out an item.

13 Authorised staff must be able to delete a patron photo when

registering a new user, modifying a user, or checking out an item.

14 The system must provide a tool to batch import multiple patron

photos in jpg, bmp, png, or gif file formats.

15 Patrons’ photos can be removed in batch through a standard report.

16 The system must provide statistical categories in the patron record

and have no limit on additional demographic fields (department, birth

date, language, notes, comments, etc.)

32

Description C P D N

Reference to

Proposal

C Check-Out

1 Vendor must describe its circulation policy matrix that allows the

Library to define the precise terms under which items can be

circulated to users. Circulation policies must be flexible and specific

to the Library.

2 The system must impose limits on the number of items a newly

registered user may checkout. Limits must be library-defined.

3 The Circulation module must support checkout transactions of

impermanent materials. These checkout transactions must be

recorded for statistical reports and checkout data, but must not be

used to generate late notices or bills.

4 Due dates must be calculated automatically, based on library-defined

policies, Library staff must be able to amend the due date, real time

if necessary.

5 Items must be able to be grouped together using one barcode for

circulation purposes. i.e., bag that contains books, pamphlets, etc.

on lung cancer.

6 Circulation sets can be checked out in batch using one scan at

checkout or can be checked out individually.

7 Circulation sets can be checked out, checked in, renewed, put in

transit or placed on reservation in a single operation.

8 Feature to receive notification of alerts and blocks associated with

the patron record.

9 Ability to view information about the patron, including:

a) Info about the patron

b) Amount of fines owed

c) Counts of requested, overdue, and billed items

d) Circulation limits

33

Description C P D N

Reference to

Proposal

D Check-In

1 During the check-in program, the System must validate, if the library

material:

a) Is on reserve to the patron, the system will allow the check-

in to proceed

b) Is overdue, the System will generate overdue fines to the

patron’s account

2 The Check-in process will be able to generate receipts or slip

information for printing or emailed to the patron.

3 The System will be able to backdate the item or manually return the

books for certain item types (e.g new book collection).

4 The System will be able to produce a reserve receipt (that will be

emailed to the patron), for books reserved by the user.

5 The System will be able to alert a pop-up message for items with

status other than ‘Available’ and ‘On Reservation’ (Missing, Missing

Stock Take, Withdrawn, Reported Lost, Long Overdue status).

6 The System will be able to accept books on return with an “unknown

status”.

7 The System will be able to auto delete a status with missing stock

take, missing or withdrawn if the book have been returned.

8 The System will be able to alert message pop-up for item with Notes.

9 The System must allow staff to accept payment for fees/bills during

item check-in (e.g., accept payment for overdue fees) without leaving

the discharging process.

10 The Circulation module must support printing replacement barcodes

for damaged item barcodes immediately upon item check-in.

11 The Circulation module must support a ‘manual book drop’ function

which allows authorised staff to backdate the date of discharge, for

items left in the book drop/return when the library is closed.

34

Description C P D N

Reference to

Proposal

E Patron Self Check via App

1 The System will need to support the automatic check-out of library

materials using App

2 The System must process renewals. If a patron attempts a renewal,

system should check the renewal due date against the original due

date of the item. If the renewal due date comes before the original

due date, the renewal will not proceed. This prevents patrons from

shortening the circulation period when inadvertently processing the

same item twice.

3 The System must be able to process fines for overdue library

materials as they are checked in.

4 The System must be able to provide security features to help prevent

card theft, not in use card or system tampering.

5 The System must be able to distinguish between print books and

multimedia that may be damaged by exposure to the magnetic

desensitizer, preventing accidental erasure of information.

6 The System must be able to handle multiple App usage

simultaneously.

7 The System must be able to immediately provide information on

location, staff, times and dates of transaction.

8 The System must be able to allow the user to borrow according to

the expiry date and trigger a pop up message to the patron if the date

is less than the borrowing privileges.

F Renewals

1 The System must allow both the renewal of a single item and the

renewal of all items charged to a user. Renewals must be able to be

performed by both Staff and by the user, via the Web OPAC.

2 The System must alert staff attempting to renew items for delinquent,

blocked, and barred users. Staff must have the option to investigate

or enter an override password to continue with item renewal.

3 During a renewal, staff must have the option to select a special due

date, or to allow the Circulation module to automatically renew

according to the Library circulation loan policies.

35

Description C P D N

Reference to

Proposal

G Reservation

1 The System must check the validity of the user requesting to reserve

an item. The Reservation feature must check the user details and

block users who are barred or inactive from placing the request

(based on library-defined policies).

2 The System must provide multiple levels of Library-defined

reservation policies. For example, the system must enable a Library

to allow only its own patrons to place reservation on items. In

addition, the system must enable the Library to automatically assign

a higher priority to its users’ reservation requests (i.e. allow a Library

to state, “Fill requests for my Library patrons first, then other libraries’

patrons”). Please describe reservation functionality.

3 The Circulation Module must allow reservation to be placed by:

a) By Staff

b) By Remote Users via the Web OPAC

c) By Range of materials to fulfill a ‘blanket reservation’ (e.g. a

series)

4 The System must allow authorised staff to manually adjust the

reservation queue.

5 The System must allow staff users to suspend active reservation,

with automatic suspension and reactivation based on suspension

period beginning and ending dates.

6 Ability to integrate with other Libraries (similar to Z39.50 Protocol) to

check availability of article, book chapter, book from other libraries.

7 Ability as platform for user to place request (inter library and

document delivery).

8 System to send notification on the request being processed or

completed to user.

36

Description C P D N

Reference to

Proposal

H Alerts

1 Ability to send reminder letters via email and text messages to users.

Details of the reminder letters will be extracted from the Patron

Account in Library system and price of the library materials from the

Acquisition module. With one click the letters will need to be sent

automatically.

2 Ability to have option to select and send the notification to the users

on the claim of returned issues after the account is cleared from the

block and the dispute complete.

3 The System will be able to add automatically the block tags and notes

in the user account once the library material is declared and have

auto alert sent to staff for the blocks as follows:

a) Final Reminder

b) Lost item

c) Fines

d) Overdue Item

e) Resigned

f) Withdraw

g) Lost Staff ID/MyKad/Library Card

h) Any other disputes

4 System to verify the previous ID (Lost Staff ID/MyKad/Library Card)

(reported lost, expired) and reject transaction with alert message

37

Description C P D N

Reference to

Proposal

I Fines/Bills

1 The System must support an unlimited number of fine structures,

such as hourly and daily. Each fine structure amount may accrue in

different rates (e.g. fifty cents per unit, two ringgit a day, etc.).

2 The System must support the calculation of fines and make this

information available to staff and users via the patron management

account prior to check-in of items and the creation of a bill and receipt

of payment.

The Fines feature will need to auto add in cost of item (extracted from

Acquisition Module) for calculation of item loss fees.

3 Capable of displaying all bills within a user record, as well as limiting

the display to only bills for items belonging to the user. The

Circulation module must also enable the display of ‘paid’ bills.

The Fines feature must be able to view additional information about

any charge in a category.

4 The System must support both automatic, system-generated bills as

well as manual, user-initiated fines. The System must support an

unlimited number of manual fine reasons, including processing fee,

damaged, privilege, hold fee, ILL fee, DDS fee, photocopy, etc.

5 The System must support an online fee/bills payment feature that

allows a patron to maintain a credit account from which funds are

drawn electronically. A feature must be available to accept payments

via debit card/credit card and any latest payment method and credit

them to a patron's account.

6 The System must support a feature to handle a patron's charges

dispute and also have an ability to add new charges or update

charges to a patron's account. The feature should allow partial

payment for specific item barcode and category.

7 The System must support fines and other billing structures. Features

must be available to allow waiving a patron's charges and to be able

to attach supporting document for waiver of fines or a deleted item.

8 The System will be able to select an option to decide which item

barcode is to be paid or waived. The System must be able to capture

the history of the payment in one (1) screen.

9 The System must be able to link to the accounting system to check

the fines and payment history.

10 The Circulation module must support loan privilege suspensions

(manually or automatically according to policy) as an alternative to

bills/fines.

38

Description C P D N

Reference to

Proposal

J Offline/Remote Circulation and Inventory

1 Vendor must have a standalone, graphical offline circulation feature.

Please describe.

2 The offline circulation feature must be available for Android and iOS

apps as well as laptops, and support touch screens.

3 The offline Circulation must support circulation (including check-in

and checkout) as well as patron registration and inventory.

4 Remote circulation and inventory functions must be browser-based

and use HTML5, so staff can use them from ANY device with an

internet connection.

5 Offline Circulation must enable library staff to work wherever they

are, with or without a data connection. (Staff may work offline and

upload transactions to the database server at a later time).

6 Patron registration via offline Circulation must enable staff to scan a

staff ID/MyKad and Library card for instant user registration.

7 It must be possible to scan items with a portable scanner for both

circulation and inventory.

8 It must be possible to access real-time hold pull lists directly from the

offline Circulation tool, and to sort the list by library and call number

to find nearby items quickly.

9 Staff must be able to print on-shelf reservation slips from the offline

Circulation tool.

10 Staff must be able to print receipts with a portable printer using the

offline Circulation tool.

11 Must integrate with Bluetooth scanners to allow inventory checking

to be faster and easier.

12 Must provide real-time lists for weeding and items needed to fill

reserves. These lists must include filters designed specifically for

Library staff.

13 Staff must be able to take inventory of individual collections and/or

locations.

14 The System must support the creation of a shelf list from inventory

data in report output. Also, staff must be able to list inventory by item

number in a report.

K Shelving Management

1 The System must be able to generate transaction items (return or

borrow) on specific call number range on specific period.

2 The System must be able to generate the shelving performance by

call number.

3 The System must be able to support the customization of the report.

39

Description C P D N

Reference to

Proposal

L Booking of Facility

1 The System must support user/patron booking of a facility during a

specific time period directly from the system.

2 The System must be able to validate that once the facility has been

booked, it cannot be checked out to another patron if the loan period

conflicts with the scheduled booking time/date.

3 The System must allow User to be able to see the availability of

facility at any date and time.

4 The System must allow a User to modify, cancel or delete a

scheduled item booking.

5 The System must be able for users to receive notification with room’s

policy, rules and regulation after request approved and view the item

bookings that are currently scheduled for an item.

6 The System must be able for users to view information about the

patron associated with a scheduled item booking.

7 The System must have a feature to support modifying a scheduled

item booking (customisation).

40

V. SERIALS MANAGEMENT REQUIREMENT C- Fully Comply P- Partially Comply D- To Be Developed N- Not Supported

No Module Feedback

Description C P D N

Reference to

Proposal

A General

1 The Serials control module must control the receipt of journals, series

and supplements, using the database common to all other modules.

2 Using the Serials control record pattern, the Serials Check-in and

Control module must have the ability to generate predictions,

expected issues, for each serial.

3 A prediction record must contain information about a particular issue

such as enumeration, chronology, and number of copies expected.

4 The Serials module must support generation of patterns using the

891 tag (CONSER) that allows defining fixed fields in the Cataloguing

system.

5 For Serial subscriptions, the serials control module must include the

following capabilities:

a) Prediction

b) Description templates

c) Check-in / receiving

d) Reminders

e) Routing

f) Claiming

g) Features for managing binding

6 Ability to have pop-up windows when doing the searching process.

Pop up menu information ‘Multiple matching records found’.

7 Ability to provide the subscription log to keep track various

subscription such as next claiming date and next renewal date.

41

Description C P D N

Reference to

Proposal

B MARC Holding Records Requirement

1 Able to create basic MARC holdings records.

2 Features to modify holding records.

3 Features that allow the copying and relinking of holdings records:

a) Copy a holdings record and edit the copy for a new

subscription of the same serial

b) Copy a holdings record, edit the copy, and link it to a

different bibliographic record

c) Relink a holdings record that is attached to one

bibliographic record to another bibliographic record

4 Able to delete holdings records only if no items are attached to it.

5 Ability to provide in details subscription information.

6 If a holdings, record is attached to the bibliographic record, system

to display a read-only window containing labeled note fields from

the holdings record.

7 Display actual holding records in Web OPAC.

C Serials Patterns and Serials Coding

1 System to provide serials patterns editor for generating and editing

patterns consisting of basic levels of enumeration and chronology,

frequency and regularity.

2 Created serials patterns can be retrieved for re-use.

3 Ability of the system of the MARC 21 format for holdings data to

support the storage of both coded data and uncoded, or free-text, a

data in the MARC holdings record.

4 System to support the basic categories of coded holdings data that

can be stored in the MARC21 format for holdings data:

a) Basic bibliographic units such as volumes, numbers, and

dates

b) Supplements and accompanying material

c) Indexes

5 Ability to create separate holdings records for indexes and

supplements and link them to the same serial bibliographic record

as the holdings record for the basic bibliographic unit.

6 System to support the following levels of enumeration and

chronology:

Six levels of enumeration

Two levels of alternative enumeration

Four levels of chronology

One level of alternative chronology

7 Ability to have option to define frequency pattern.

42

Description C P D N

Reference to

Proposal

D Processing Prediction Patterns/Expected Issues to provide

the following features:

1 Add Expected issues: regular expected issues and special

expected issues

2 Modify Expected issues.

3 Delete Expected issues.

4 Check-in Expected issues

5 Features to handle gap issues

6 Ability to have the check in dates in details

7 Functions should allow staff to add, update, view and delete the first

expected issue

E Check-in

1 The System must support centralized and decentralized check-in.

2 The System must handle supplements, special issues and

combined issues.

3 Features to Handle Received Issues

a) Ability for users to perform the following functions on

received issues:

Modify received issues - both for regular and special

received issues

Delete received issues

Uncheck-in received issues

b) The Serials module must be SISAC compliant and support

check-in by scanning the SICI barcode.

If the System cannot find any ISSN for the SICI

barcode, the System should not check in the issues

and prompt a message to the user

If the ISSN matches more than one bibliographic

record, the System should display a menu of records

and allowing users to choose one and later the

holdings record

System should display the appropriate serial check-in

option for that issue if the Expected issue and the SICI

barcode do not match so that user can manually add

the first Expected issue.

4 The System must alert staff that an issue has not been

received.

43

Description C P D N

Reference to

Proposal

F Routing

1 Support the creation and management of routing lists.

2 Ability to delete the selected Patrons.

3 Feature to support the deletion of all patrons.

4 Must allow routing lists to be maintained for each copy of a title to

be received and must print a routing list for each copy received.

5 During check-in, the System must enable an authorised user to

indicate that the routing is not to be activated.

G Serial Claims

1 The Serials Control module should alert and identify library

purchases and specific issues that have not been received from the

vendor by the expected date, taking into account a specified grace

period.

2 Feature to notify vendors that have been flagged late.

3 The Serials Control module must enable an authorized user:

a) Issue claims by creating claims for serials that have not

been received either for a specific serial issue or for the

entire holding records

b) Print the claim letter or email to the vendors

c) View the list of outstanding claims that have not been send

d) Delete claims from the list

e) To identify issues requiring second and third claims

according to Library determined time lags that may be

defined for various item types

f) To identify items for which three claims have been issued

without a response being recorded, and make them

available for staff review to determine further action

4 Ability to create vendors ID:

a) Monitor receiving by vendor ID

b) Each of the items subscribed must have a receiving

timeline (quarterly, monthly, yearly)

44

Description C P D N

Reference to

Proposal

H Reminders

1 Ability to track new serial titles that have been ordered but not yet

received.

2 Ability to track serial issues that have not arrived by the expected

date.

3 Ability to track issues that are claimed but not received by the date

based on specified claim intervals.

4 Features of system-defined reminders to serve the above three (3)

requirements.

5 Features of user-defined, holdings-level reminders which user can

add manually.

I Binding Control

1 System can provide functions on creating and managing binding

reminders.

2 System can display on the serials check-in info.

3 System can report on those issues to be pulled for binding.

4 Ability to auto- grouped Serials issues that will be sent for binding.

J Serials Notes

1 The System is able to support holdings-level notes, issue-specific

notes and copy-specific notes.

2 General requirements include:

a) Able to view holdings-level notes

b) Able to add issue-specific notes

c) Able to view and/or modify issue-specific notes

d) Able to delete issue-specific notes

e) Able to view copy-specific notes

f) Can edit copy-specific notes

g) Can add copy-specific notes

45

Description C P D N

Reference to

Proposal

K Serials Reports

1 The Reports module must be fully-integrated with all other system

modules, and provide a comprehensive suite of Library-

customizable report templates.

a) Ability to provide reports such as:

A list of all issues that is ready for binding and thus

should be pulled from the shelves

Cancelled serials

Serials acquisitions

Serials list - based on location, vendor, acquisition

method, date range, language code, completeness

criteria

Serials snapshot i.e. summary of the serials statistics

that exist in system

Serials without holdings

b) Generate details report :

Print claim letters/reports of routing list

List of serials titles and number of arrived issues

Print Arrival issues report

Issues arrival statistics by sub library- dates

Report related to Serials binding

2 As an option, the System must offer two levels of report generation

possibilities:

a) The fully-integrated LMS Reporting module for task

management, administered by system administrators and

others to produce system reports, schedule reports to run

automatically, manipulate and change data when required,

and facilitate import and export of data files. Describe.

b) An optional “executive reporting system” that will allow

management to make informed, data-driven decisions by

providing a unique, customized view of an individual library’s

operation as well as consortia-wide activities and operations.

Describe.

L Provide Web OPAC searches such as:

a) Browse

b) Heading keyword

c) Bibliographic keyword

d) Control Number (ISSN Serials, Bib-ID, Holdings-ID and item

barcode)

46

VI. WEB OPAC REQUIREMENT C - Fully Comply P- Partially Comply D- To Be Developed N-Not Supported

No Module Feedback

Description C D P N Reference to

Proposal

A Browse Search

1

A browse search must allow users to search on any term and

browse through the return list of entries, which should be

alphabetically presented.

The system must also display related records that meet the search

criteria.

2 Able to perform browse search using a mobile phone interface, the

following minimum categories:

a) Author

b) Title

c) Subject

d) Call number

e) Journal title

f) ISSN

g) Patron name

h) ISBN

i) Publisher

B Heading Keyword Search

1 Ability for user to search for words and phrases within authority

headings.

2 Able to perform browse search using the following minimum

categories:

a) Author

b) Title

c) Subject

d)

47

Description C D P N

Reference to

Proposal

C Bibliographic Keyword Search

1 Features that allow users to build complex search queries as well

as, using a combination of keywords, search operators, proximity,

truncation, wild cards, filtering, and keyword search categories.

2 Ability to use the following tools to build bibliographic keyword

search queries:

a) Search categories

b) Keywords

c) Search operators

d) Wild card

e) Parentheses

f) Phrase searching

g) Proximity searching

h) Thesaurus searching

D Control Number Search

1 Ability for users to perform search using unique alphanumeric

identifiers that are assigned to records in the database.

2 Ability for users to construct a control number search query of the

following:

a) Authority ID

b) Bibliographic ID

c) Holdings ID

d) ISBN

e) ISSN

f) Item barcode

g) Patron number/barcode

h) Item ID

i) ISSN serials

j) Authority control number

k) Authority LCCN

48

Description C P D N

Reference to

Proposal

E Holdings Keyword Search

1 Allow users to search for holding records that contain one or more

keywords in an indexed variable field or fixed field.

F Patron Search

1 Feature that allows users to search for patron records using

keywords found in indexed patron information fields.

2 Ability to perform search on the following categories such as:

a) Patron barcode

b) Patron name

c) Staff ID number/MyKad and assigned Library number

d) Department/Organisation

G Support Search Operators such as :

1 AND

2 OR

3 AND NOT

4 NEAR

H Features to print save or email copies of the search result records.

I User Services

1 The system must provide user self-service options, or User

Services, through the discovery portal, including the following:

a) Ability to view fines and fees

b) Ability to pay fines

c) Ability to edit patron information (email, phone number,

etc.)

d) Ability to view items charged, with due dates and accrued

fines

e) Ability to renew eligible items

f) Ability to view circulation history

g) Reserve materials with availability status

h) Ability to cancel, suspend, or edit reservations. Indicate

whether this can be done for more than one reservation

simultaneously.

49

Description C P D N

Reference to

Proposal

i) Ability to send requests to Library staff. Administrators can

turn this functionality on and off on a profile-by-profile basis.

j) Ability to reset password

2 The System must automatically analyse the Library’s overall

circulation and display a list of the Library’s most popular titles,

authors, or subjects. The System must update this information

automatically.

3 The System must support MARC 856 fields in bibliographic records,

so that Web OPAC users may click on the hyperlink (either actual

URL or Library-substituted public note in subfield z of the MARC

856 field) to launch a linked resource, such as a website, digital

image or audio file.

4 The System must support patron online registration, which the

library can choose to enable. Describe.

5 System must provide an app for managing and displaying lists

created by staff, users and end users. Staff and end users must be

able to create lists by selecting items from the Web OPAC as well

as items from third party websites, such as Amazon, YouTube,

Google Scholar, STAR, etc. Describe.

J Alternate Language Interfaces

1 Vendor must list alternate language interfaces available for its Web

OPAC.

K Content Enhancement / Enrichment

1 Vendor must offer Web OPAC content enrichment features that will

provide users with book covers, TOC, abstract, reviews,

summaries, etc. Indicate whether this has been included in your

cost proposal.

2 Web OPAC should support online catalogue enrichment service

(allowing enriched content to be searched). Indicate whether this

has been included in your cost proposal.

L Mobile Access

1 The Web OPAC solution should fully support access via smart

phones. Please describe features and capabilities.

2 A patron should be able to scan barcodes using a smartphone (e.g.,

at a bookstore) then check item availability at patron’s Library from

mobile phone.

3 Web OPAC should allow customers to link to online book vendor

from the Web OPAC, which provides library patrons with immediate

recommendation for purchase options.

4 System should allow administrator to configure to display all records

for a particular search data source.

50

VII. REPORTING & ANALYTICS WITH DASHBOARD C- Fully Comply P- Partially Comply D – To Be Developed N-Not Supported

Description C P D N

Reference to

Proposal

A General Requirements

1 The Reporting module must include an analytics and dashboard

solution that is able to integrate all of the LMS data.

2 Support the report output of the following formats:

a) HTML - on screen

b) E-mail - report is emailed to recipient(s)

c) Delimited - report is sent as a delimited file attachment to email

address(s)

d) Excel

e) PDF

3 Feature to schedule report configurations to run automatically and

confirm that scheduled reports have been run successfully.

4 Ability to create links from which patrons can run predefined reports

such as Titles on Order report.

5 Report analytics component must form part of the standard

package at no additional cost.

6 It must be possible to utilize canned reports provided by the vendor.

7 It must be possible to create custom reports without vendor

intervention or assistance.

8 Reporting solution must be able to provide usage statistics reports

and comply with industry usage reporting standards such as

SUSHI, COUNTER.

9 System must support unique reports regarding discovery layer

activity, including user actions, facet usage, and popular searches.

B Notice type Reports to provide:

1 Availability Report - Generates notices for patrons whose requested

items have become available.

2 Bills Report - Generates notices for patrons whose overdue items

are eligible for billing.

3 Expired Bookings Report - Generates notices for patrons whose

item bookings have expired.

4 Expired Requests Report - Generates notices for patrons whose

requests have expired.

5 Items Received List Report - Generates statistics about received

items and the purchase orders and invoices associated with those

items.

51

Description C D P N

Reference to

Proposal

6 Overdue Report - Generates notices for patrons whose checked

out items have become overdue.

7 Patron Account Statement Report - Generates a list of the fines and

fees

assessed to a patron.

8 Recalls Report - Generates notices for patrons who’s checked out

items have been recalled by other patrons.

9 Requested Bills Report - Generates notices for patrons whose

overdue, billable items have been requested by other patrons.

10 Requested Overdue Report - Generates notices for patrons whose

overdue items have been requested by other patrons.

11 Review Notices - Generates notices for patrons whose checked out

items are about to come due.

C Acquisition Reports to provide:

1 Fund Account Summaries

2 Acquisitions Audit Trail

3 Gifts Received By Month

4 Items Received By Month

5 New Books List

6 Order Status

7 Received Gifts List

8 Received Items List

9 Titles on Order

10 Vendor List

11 Vendor Performance analysis

12 Able to generate reports by requestor name and title. Including

Estimate Time of Arrival, departments, subject area and budget

availability.

D Administrative Reports to provide:

1 Bibliographic Record Load and Extract.

2 Patron Record Load and Extract.

3 All Activities from the acquisition, cataloguing and circulation

modules.

52

Description C D P N

Reference to

Proposal

E Cataloging Reports to provide:

1 Authorities List

2 Bibliographic Record List

3 Broad Cataloging Statistics

4 Cataloguer Productivity

5 Cataloging Errors

6 Indexed Words

7 Legal Deposit Statistics

8 Records in Error

9 Subject Bibliography

F Circulation Reports to provide:

1 Basic Circulation Statistics

2 Blocked Patrons

3 Circulation by Call Number Range

4 Circulation Snapshot and history

5 Delinquent Patron Accounts

6 E-mail Validation

7 Excessive Requests

8 Expiring Patrons

9 Items by Status

10 Journal Circulation

11 Media Booking Pull List

12 Patron List

13 Patron Statistics

14 Circulation Activate List

15 Circulation Current Active List

16 Circulation Pull List

17 Circulation Remove List

18 Shelving Pull List

19 Transition Disputed Items

20 Borrowing, returning and renewal transaction by department and

subject.

21 Transaction History of the Items, Borrowers. The list should have

items details.

22 Able to generate report with drag and drop functions. Describe.

53

Description C D P N

Reference to

Proposal

23 Able to generate circulation notices and send them to the

appropriate patrons via email, auto generated from system to patron

email address.

G Web OPAC Reports to provide:

1 Web OPAC Search Statistics

2 Review Mediation

3 Server Response Times

4 Web OPAC Statistics- Users Count

5 Web OPAC Statistics- Users Searching Hits

6 Web OPAC Statistics- Users List of Subject and Titles Searching

7 Web OPAC Statistics- The number of renewals online via Web

OPAC

8 Web OPAC Statistics- Users access breakdown via Department.

9 All fields in Web OPAC module must be able to be generated

H Serials Reports to provide:

1 Bindery Pull List

2 Cancelled Serials

3 Serials Acquisitions

5 Serials List

6 Serials Snapshot

7 Serials Without Holdings

8 Serials vendor performance analysis

9 All fields in Serials module able to be generated

10 Serials expenditure

11 Serials claim report

54

Description C D P N

Reference to

Proposal

I Others

1 All reports must be able to combine from one module to another

module. For e.g.: Combination of Acquisition module with

Circulation module and Serials Module to get 1 report.

2 All reports able to combine at least three (3) reports or more to

have one (1) complete report.

3 Able to customise reports that are not listed in the system.

4 Able to customise report listed in the system to enhance and

include more data field.

5 Able to transfer into Excel format, CSV and Graphical Output.

J Dashboard

1 Report dashboard available for library and librarian that is able to

customise based on user requirements.

2 Library should be allowed to access to the database to customise

their own reports.

55

VIII. ELECTRONIC RESOURCE MANAGEMENT REQUIREMENT C- Fully Comply P- Partially Comply D – To be Developed N-Not Supported

No Module Feedback

Description C P D N

Reference to

Proposal

A General

1 The Proposed System shall include an Electronic Resource

Management (ERM) module or functions to manage the stages of

electronic resource (e-resource) subscriptions. The stages will

include:

a) The selection process

b) Trial

c) Acquisitions process

d) Licensing

e) Activation

f) Maintenance

g) Renewal

h) Cancellation

2 The system must alert staff before the expiration date of the e-

resource subscription to allow review. Describe

3 The ERM module shall preferably provide workflow management

across the stages of e-resources subscription lifecycle, including:

a) Resource tracking,

b) Reminders

c) Task assignment

d) Communications and notifications to vendors and library

users

B Tracking and Analysis

1 The System shall preferably provide information to evaluate

existing e-resource subscriptions and make decision to renew or

cancel based on usage, cost, changes in license, and changes in

title lists to a package.

2 These reports must be compliant to industry reporting standards

such as SUSHI and COUNTER 4.0 report formats.

3 The System must be able to ingest additional information – from

the Acquisitions module or SUSHI and COUNTER reports from

external systems - so that it can consolidate the data in one place

and allow decision making based on that data.

4 The usage statistics must be importable into the ERM module.

5 The module must allow the library to analyse coverage and usage

for resources and titles.

6 Analysis tools must include:

a) Title overlap reports

b) Usage detail reports

c) Usage summary reports

d) Usage statistics exports

56

Description C P D N

Reference to

Proposal

7 The System must also provide reports that calculates cost per

circulation based on item price, allowing comparison of electronic

and print journal usage.

8 Explain how the System will be able to track changes with a

License record.

9 The System shall provide a single Knowledge Repository with e-

book and e-journal packages, titles and services.

10 All the records involved in the management of e-resources

(including order, collection/database, license, title) must be linked

and referred one another.

11 The System must provide a content overlap analysis tool, to assist

in the process of selecting new resources, for renewals, for

choosing preferred target for resource. For example:

a) List all the titles in your resources

b) Determine which titles are present in more than one

resource

c) Identify which titles have the most overlap

d) Identify titles that appear only in 1 resource

e) Determine what coverage is provided by your resources

12 These reports must be generated using the regular System staff

interface.

13 The System must come with an URL link checker to verify the

URL of all e-resources that have been activated and output a list

of titles with broken/invalid links.

C Trial and License Management

1 The System must support the setting up of trials to evaluate e-

resources before purchasing. The System shall include but not

limited to the following features:

a) For participants to submit their evaluation and feedback.

b) Allow Library staff to send email to designated staff for

trial evaluation

c) Automatic tracking of the trial’s expiry date – to alert staff

and to suppress the trial information from public view.

d) Ability to record decisions made as a result

e) All this information is stored, searchable and retrievable.

2 The System shall allow Library staff to enter licence information

and display licence terms of use and restriction to patron on

Discovery interface. The licence terms and field labels to be

displayed can be configurable.

3 The System shall allow Library staff to store digital or scanned

copies of licence agreements.

4 The System must allow correspondence related to the license to

be entered or attached to the license record.

5 It must be possible to track the status of a license to see where it

is in the negotiation process.

57

Description C P D N

Reference to

Proposal

D Administration

1 The System shall provide fields to store and make accessible

administrative information related to the e-resources.

2 The System shall allow Library staff to manage access rights for

the e-resources to specific patron categories.

E Electronic Resource Repository (ERR)

1 The System shall provide an integrated central Electronic

Resource Repository with e-journal and e-book packages, titles

and target services, maintained by the Vendor, where the

Library’s holdings can be identified and activated for creating the

Library’s collection of e-resources.

Describe how the Electronic Resource Repository is maintained

and updated to track changes made by providers and additions of

resources to collections, as well as other changes.

Please indicate how many packages and titles are currently in the

Electronic Resource Repository.

2 When an electronic package or title is activated, descriptive

records to describe the title(s) shall be retrieved from the ERR and

published to the Discovery interface automatically for searching.

The Vendor is responsible to configure the setup for automatic

publishing.

3 E-resources in the ERR that are with full-text and activated, titles

published to the Discovery interface shall reflect availability with

full-text. The Vendor is responsible for this setup.

4 The System shall preferably allow Library staff to create records

not currently in the ERR.

5 The System shall preferably allow authorised staff to export all

records in the ERR in CSV file format with the following fields:

a) E-resource title

b) Publisher

c) E-resource status (e.g. active or inactive)

d) Target service(s)

Proxy requirement

6 The updates of the ERR shall be provided frequently.

7 The cost for the provision of the ERR shall be included in the

subscription price.

58

Description C P D N

Reference to

Proposal

F Central Index (CI)

1 The System shall provide a comprehensive Central Index (CI) of

e-books titles and journal articles for activation of Library’s

subscribed databases, publishers and free aggregator databases.

The cost for the provision of the CI shall be included in the

subscription price.

2 The System shall provide a user-friendly interface and efficient

process for Library staff to configure the data sources (i.e. activate

or deactivate the sources) in the CI independently without the

Vendor’s intervention or at no additional cost.

3 Upon activation or deactivation of an electronic package or titles,

records to describe the activated or deactivated titles shall

automatically be added or removed from the Discovery interface

respectively.

4 The updates of the data sources in the CI shall be provided on

frequently when new content is added.

59

IX. LINK RESOLVER (LR) REQUIREMENT C- Fully Comply P- Partially Comply D – To be Developed N-Not Supported

No Module Feedback

Description C P D N

Reference to

Proposal

A General

1 The System shall provide an OpenURL compliant link resolver

that can be used in the Discovery interface and with any

OpenURL source.

The cost for the provision of the Link Resolver shall be included

in the subscription price.

2 The link resolver shall use the data contained in the ERM

Knowledge Repository to build appropriate links to correct

resources requested by users. Explain how this will be done.

3 The link resolver display shall preferably be configurable, for

example but not limited to:

1. Be able to customise to display certain resources first; or

2. Be able to suppress duplicates.

4 The System shall provide a user-friendly interface and efficient

process to configure the Link Resolver.

5 It must be possible for the library to determine the order in which

the links are displayed.

6 The System shall be able to allow patron to provide a feedback if

the link is incorrect or not working.

60

X. SYSTEMS ADMINISTRATION, SECURITY, IMPLEMENTATION & SUPPORT

C- Fully Comply P- Partially Comply D – To be Developed N-Not Supported

No Module Feedback

Description C P D N Reference to

Proposal

A General

1 The LMS must operate on a cloud-based platform. Please

describe the operating environment in which the LMS is managed.

2 Describe the Principal experience with hosting a LMS in a

proposed environment. How many customers are currently using

the system?

3 The proposed environment must be able to integrate with the

FSL’s local LDAP/AD for authentication.

4 In the event planned maintenance or service downtime are

inevitable, vendor shall carry out the maintenance during FSL's

non-working hours.

5 Principal / Solution Partner must certify that all library data will

remain the property of the Library and that the library can, at any

time, extract any or all data without requiring vendor permission

or assistance.

B Database

1 If a third-party relational database management system (RDBMS)

is required, the vendor must propose a full-use license, allowing

read and write access to the RDBMS as well as a published data-

dictionary.

2 The proposed database solution must be fully UNICODE

compliant.

3 Software updates must be performed as a part of the hosting

service.

4 System client must support platform independence for all staff and

Discovery Tools/Web OPAC functions. All of the modules must be

capable of running on current versions of OS.

C Audit Logs

1 Application configuration store should be output in a human-

readable format to facilitate audit.

2 Application audit records must not be vulnerable to unauthorised

deletion, modification or disclosure.

3 User transaction audit log should include some of the followings:

a) Timestamp of the event

b) Identity of the user that caused the event

c) Description of event

d) Audit log type

61

Description C P D N

Reference to

Proposal

4 There must be an interface available for administrator to search

for audit log events based on combination of search criteria.

D Security and Privacy

1 The cloud environment must assure complete data protection and

have high security capabilities in place. Describe how the system

provides security and privacy safeguards.

2 The cloud environment must comply with Bank Negara Malaysia

cloud policy.

3 Vendor shall have clear disaster recovery plan (DRP) to mitigate

risks associated with disaster. Please explain.

4 All security relevant configuration information must be stored in

locations that are protected from unauthorized access.

5 All changes to the security configuration settings managed by the

application must be logged in the security event log.

6 Are there security methods/protocols utilized to protect the overall

solution?

7 Does the system comply with standard security regulations?

8 Are there notifications to FSL in the case of a breach of security?

9 Describe how the system supports data transit security?

10 What encryption options are in place? Describe the different

levels of encryption. Please refer to Appendix 1 of this RFP to

provide further details of data security.

E Reliability

1 The proposed system must be fully fault-tolerant without single

point of failure and a high degree of availability and response time.

Describe.

2 What redundancy and load balancing features are in place?

3 The system must a high degree of availability and response time?

Describe how this is guaranteed.

4 How does the system monitor and report on system reliability and

performance? For cloud-based applications, the system must

include a web-based staff administrative interface which provides

centralized access to all cloud-based staff applications on the

system.

5 How are down time and service breaches recorded?

6 How are fixes and reported issues prioritized?

62

Description C P D N

Reference to

Proposal

F Scalability and Performance

1 What options does the System provide regarding scalability and

performance?

2 How does The System manage capacity at an infrastructure

level?

3 What provision is provided for increases in users and collections?

4 How does the System address performance issues when there is

a high workload?

5 How is the performance monitored?

6 How does the System manage peaks and spikes in workload over

varying periods, including seconds, minutes and hours?

7 How does the System enable simultaneous batch operations

across multiple institutions?

8 Are there governance thresholds or restrictions for the import and

export of data?

9 What is the average processing time for batch loads?

G Project Implementation

1 The vendor shall provide a comprehensive project

implementation and project management plan which will include:

a) Project implementation timeline for each major part of the

implementation.

b) Your approach concerning system configuration and

customization by the library. What tools will be available for

library staff to configure and customize various

parameters?

c) Training program content, method of delivery, and

materials.

H Training & Documentation

1 As part of the implementation process, the vendor should furnish

the following:

a) Adequate training to at least fifteen (15) officers in the

library. All training to be provided free of charge: Training

as user and admin.

b) Training sessions will need to be facilitated at the library

and as an option, virtually with the assistance of online

training tools and techniques.

c) Provision of training materials should be furnished in hard

copy, CD and made available online via smart mobile

devices.

d) Access to short online video clippings of regularly updated

frequently asked questions.

e) Participation in online discussion forums to share

implementation experiences with the user community is

recommended.

63

Description C P D N

Reference to

Proposal

f) Remote assistance support should be available at all times.

I Guarantees & Warranties

1 Vendor shall provide details of all guarantees and warranties that

accompany its solution.

2 The vendors should provide all software patches and upgrades

free of charge to the Library and installed by the vendor’s trained

support personnel.

3 The Library can request support 24 hours a day if necessary.

J Project Support and Maintenance

1 What support options are available after 'go live'? Vendor will

need to furnish an effective maintenance support program with

fast remedial action, minimal down time with clear indications of

response time.

2 Vendor must provide support service 24 hours a day, 365 days a

year via a toll-free telephone number, as part of its proposed

maintenance service.

3 This service must provide direct access to support personnel

employed directly by the vendor. The vendor must not rely on

answering services, voice mail, pagers, or third-party personnel in

any form in order to provide extended hours support.

4 Please clearly state the hours and terms of all support, and please

list any additional charges that will apply in order to provide 24

hours a day, 365 days a year direct maintenance support.

64

1B. WEB DISCOVERY SERVICES REQUIREMENT C- Fully Comply P- Partially Comply D – To be Developed N-Not Supported

No Module Feedback

Description C P D N

Reference to

Proposal

A General

1 The proposed Web Based Discovery Services (WDS) platform will

need to serve as a ‘single point of entry’ to search the library

catalogue, digital repository, journal and online databases

subscriptions. In other words, the internal and external resources

of the FSL.

2 The proposed WDS platform should support a complete and

transparent integration with the library management system of

FSL. The integration should be without manual intervention like

uploading files manually or from the database to vendor specified

location.

3 Explain how the proposed WDS provide published APIs or Web

Services to facilitate interoperability with external services.

4 Through WDS, FSL Users should be presented with options to

fulfil their requests across all relevant resource types which

include a feature that allows the search for specific article or a

book.

5 The WDS Solution should allow the Library to independently

manage their user interface without requiring additional consulting

or training.

6 ‘Did you mean’ result feature should be available in the WDS

System. This will include auto correct and auto suggestion

features for spelling or synonyms.

7 Vendor will need to describe on how the use of “Did you mean”

references are built in an online data dictionary preferably

maintained by the users. Basically, these references must not be

hard coded.

8 The Vendor should explain the relevancy algorithm adopted for

the search mechanism to ensure that information that ‘suit’ the

users’ interest are presented. Enhancing Users’ experience can

be in the form of presenting the highest interest (circulation hits)

when searching as well as best sellers, recommended reading

and related items of interest.

9 The WDS must provide users with tools to explore connections

between material, including citation trails, topic relation trails, and

usage relation trails.

10 The WDS must be delivered with a mobile phone interface built

with ‘responsive web design’ principles and SMS Integration.

65

Description C P D N

Reference to

Proposal

B Searching in the proposed WDS

1 The single search box (via keyword), phrase and advanced

search options (Boolean searching) must be available for every

word in every bibliographic record, if required by the Library.

Indexes available for searching must include Author, Title,

Subject, and Periodical Title indices.

2 The WDS must allow the user to:

a) Simultaneously support broadcast of Z39.50 searches

b) Access various other bibliographic, citation, image,

multimedia or enriched content (from services like Google

Books, Syndetic Solutions), or full-text files; these files may

be loaded locally, accessed remotely, or linked through local

area networks

c) Display bibliographic, holdings, and circulation status

information from multiple library catalogs

d) View search history

e) Export of records to an email address

f) Share the content via virtual discussion forums

g) Receive RSS feeds for search alerts and email alerts

h) Create subject-specific profiles

3 The relevance ranking algorithm for the local library catalog can

be adjusted by the library.

C Navigation – The System should provide the following features:

1 Explain how easy it is to for the user to navigate among retrieved

records. The following navigational features are required :

a) Allows user to skip to a specified record or line number

b) Bypasses index and goes directly to record when search

results in one hit

c) Minimizes number of mouse clicks and scrolling required

d) Allows the user to return easily to a previous level or screen

2 Analyses and integrates results so multiple (duplicate) retrievals

of the same record are shown to the user only once.

3 Allows the user to easily determine location and holdings of a

serial (sourced from both FSL and the WDS resources).

4 Describe features that support hypertext capabilities which can

include the following:

a) This feature provides hyperlinked subject terms, authors,

keywords and journal names, allowing users to find similar

items

The URL will all allow users to link directly to the item

5 Provide a simple and efficient way of facilitating the user to move

through long, complex holdings statements.

66

Description C P D N

Reference to

Proposal

D WDS Assistance Features

1 In order to facilitate easy and effective way of searching, the

proposed WDS System should provide the following features:

a) A spellcheck or ‘do you mean’ features that is designed to

anticipate and prevent "errors" from occurring

b) Supports variations in spelling, common abbreviations and

acronyms, and singular/plural forms of words (e.g.,

color/colour, "&"/St./Saint)

c) Pull-down lists of options for searching and limiting

d) Ignore irregularities in spacing, punctuation, and diacritics

e) Validates ‘non-filing’ characters

f) Ignore stop words

2 The WDS should provide online awareness programs to ease the

searching experience of users. The following help facilities should

be provided:

a) Examples of search screens with a brief guide

Contextual help

3 All messages, prompts, menus, instructions, help and on-screen

text are should be clear, concise and easy to follow. The WDS

interface should be user-friendly and be able to guide the user

effortlessly through the searching process.

E Content Display Requirements in the WDS

1 The System should be able to display results of the search query,

call number and the number of hits obtained.

a) On request search results can all display full or brief MARC

records

b) Selection of tags to be displayed can be customised by the

library

c) For each title, the system should be able to link to See and

See Also references

d) The system should prompt the user if there is a full text

available for a citation.

2 Ability to select citation format for each bibliographic record such

as American Psychological Association (APA) and MLA. etc.

3 On selection of the title, the user should be able to view the

accession details, call no, location and status. Status of item

material will include “Available”, “On Order”, “In Process”, “On

Reserve”, “Missing”, “Circulated”, or “At Bindery”.

67

Description C P D N

Reference to

Proposal

F WDS Printing and Downloading facilities and Scanning

1 Allows the User to mark or select records from a multiple record

set and print them with a single command.

2 The WDS will provide Users to specify record elements which

should include the following features:

a) Specify sets of selected records to display, print or download

in one process

b) Provide Users options for sorting sets to be printed or

downloaded

c) Select all displayed fields, including copy and status

information

d) Formats downloaded data for loading into standard

bibliographic management systems such as EndNote and

Mendeley as well as in plain ASCII

e) Download or print all Help text

3 The ability to print to a locally-attached printer or a printer defined

on the network.

G Project Implementation

1 The vendor shall provide a comprehensive project

implementation plan which will include:

a) A change management program that is geared to

promote the usage of the digital content in the Institutional

Repository.

b) Project implementation timeline for each major part of the

implementation.

c) Details of FSL current subscriptions, IR resources, FSL

Catalogue that the Library will be expected to provide

which are outside the provisions of the vendor’s proposal.

d) Information on training materials and training schedule.

H Training & Documentation

1 As part of the implementation process, the vendor should furnish

the following:

a) Adequate training to at least fifteen (15) officers in the

library. All training to be provided free of charge: Training

as user and admin

b) Training sessions will need to be facilitated at the library

and as an option, virtually with the assistance of online

training tools and techniques.

c) Provision of training materials should be furnished in hard

copy, CD and made available online via smart mobile

devices.

d) Access to short online video clippings of regularly

updated frequently asked questions.

e) Participation in online discussion forums to share

implementation experiences with the user community is

recommended.

68

f) Remote assistance support should be available at all

times

I Project Support & Maintenance

1 Vendor will need to furnish an effective maintenance support

program with fast remedial action, minimal down time with clear

indications of response time.

J Guarantees & Warranties

1 Vendor shall provide details of all guarantees and warranties that

accompany its solution.

2 The vendors should provide all software patches and upgrades

free of charge to the Library and installed by the vendor’s trained

support personnel.

3 The Library can request support 24 hours a day if necessary.

Remaining page is blank

69

1C. WEB PROXY SERVER & USER TRACKING SOFTWARE REQUIREMENT

C- Fully Comply P- Partially Comply D – To be Developed N-Not Supported

No Feedback

Description C P D N

Reference to

Proposal

A General

1 A one-time user login for seamless access to all e-Resources

through Mobile and Webapp with Chrome Extension equivalent

2 The Web Proxy Server (WPS) will be required to validate and

provide user access to FSL’s e-Resources via mobile and web

platforms from anywhere and at any time.

3 The WPS should be able to facilitate a single sign on to e-

Resources using FSL’s preferred authentication method, such as

SAML or LDAP, while protecting user privacy and keeping usage

data under FSL’s control

4 The system will need to track the usage of all e-Resources,

analyse and generate graphical outputs of usage trends.

B Availability of an Admin Portal that will be required to

incorporate the following features:

1 An Admin dashboard - for single view of System & User

statistics via a single dashboard. This should include

administrator to manage all content and user related functions

including setup and reporting.

2 Console based User Management – the availability of a user

friendly admin portal for easy user management

3 Resource Management – the availability of a user friendly

interface to manage a wide list of electronic resources

4 Email notification – the availability of standard Email templates

for FSL users and publishers

5 Data Analytics - The ability to generate the following reports:

a) User category wise usage statistics – detailed reports

based on user category/ group

b) Resource wise usage statistics – Resource wise

detailed usage reports

c) Date/ Day wise usage statistics - Resource & user

category wise reports

70

Description C P D N

Reference to

Proposal

C Content and Resource Management

1 Manage subscribed e-Resources - The Admin should be able

to easily add and remove e-Resources using master list.

2 User category-based resource access – The validation and

access to resources should be configured as per user category

3 Integration with 3rd party electronic content (e-Content)

providers – The ability to provide standard IP based e-Content

access.

4 3rd party Widget integrations- The ability to integrate third party

widgets for search engines

D User Management and authentication should have the

following features:

1 User authentication – the ability to support inbuilt authentication

2 Auto password generation & expiry – To avoid misuse, the

system should auto generate & expire user password

3 Manage Users - Add, Edit and Delete users easily

4 Concurrent login - Restricts concurrent session on the same

platform

5 Bulk import - Staff can import users from ‘csv’ in a single click

6 Creation of user category - Staff can create user categories

easily

7 Auto Alerts – The ability to send alerts (via email) and

notifications based on user category

8 Sub Admin - A feature should be available to delegate limited

admin responsibilities.

E Data Analytics - The ability to generate the following reports:

1 User category wise usage statistics – detailed reports based

on user category/ group

2 Resource wise usage statistics – Resource wise detailed usage

reports

3 Date/ Day wise usage statistics - Resource & user category

wise reports

F System Availability

1 Uptime – the system will be need to have a 99.9% uptime

2 Hosting Infrastructure – The service should be hosted on a

cloud-hosting model. As such FSL will not require dedicated staff

to maintain the server. Please propose the Hosting infrastructure

for the Web Proxy Server.

For further details on infrastructure, please refer to Appendix 1 –

SaaS Requirements

71

3 Minimal IT skill – The FSL staff should only require minimal IT

skills to maintain the system. Explain the proposed training

program.

4 Database Backup facility – Auto back up on external site can be

setup (if required)

72

2. DIGITAL REPOSITORY REQUIREMENT C- Fully Comply P- Partially Comply D – To be Developed N-Not Supported

No Module Feedback

Description C P D N

Reference to

Proposal

A General

1 The System must be able to:

a) Deposit digital material with metadata by using a

submission workflow module

b) Support web searching and retrieving of digital material

c) Support various content type and metadata

2 The System must use web technology for:

a) Content management

b) System administration

c) Reporting and statistical

d) User management

3 The System should prevent the alteration of captured metadata

and files without permission.

4 The System should support multilingual.

5 Content that is deposited will be retained even if the item cannot

currently be made available as a result of copyright.

The System should have:

a) Customised indexing rules

b) Auto indexing capability at specified times managed by

the library

6 The System should be oriented towards open standards and

protocols in order to:

a) Integrate with the discovery system

b) Integrate with mobile devices

c) Integrate with Search Engine Optimization (SEO)

73

Description C P D N

Reference to

Proposal

B Content Organisation

1 Content should be easily upload or deposited into the system.

2 The system should alert user to any failure of content uploading.

3 The System must allow user to upload content through web

based interface.

4 The System must support the content upload through URL / URI.

5 The System must allow content uploaded from computer and

external storage.

6 The System should allow batch upload of content and metadata.

7 Content submission upload must include:

a) A Reject process

b) An Approval process

c) A Review process

8 Content should be indexed after approval.

9 The System must allow content to be viewed before

downloading.

10 The System must have the capability to:

a) Make the first page of pdf content to be viewed as a

separate thumbnail

b) Use the separate thumbnail as a cover display

c) The system must allow subjects to be assigned to the

content

11 The System must:

a) Track any changes to the content

b) Have versioning or history to record any modification to

the content

c) Record the date and time of any content and metadata

alteration

12 Record the user responsible for content and metadata alteration.

13 The System must be able to perform auto index of the uploaded

document.

14 The System must be able to perform full text indexing in order to

ease the searching of the document.

74

Description C P D N Reference to

Proposal

C Content Discovery

1 The System must be able to perform full text search for uploaded

content.

2 The System must allow search terms for all metadata fields.

3 The System must able to search for specific keywords in actual

content, not provided in description.

4 The System must support Keyword Search.

5 The System must support Advanced Search functions but not

limited to:

a) Boolean operator such as And, Or and Not

b) Wildcard such as hash symbol (#) that can be used at the

end of a word or within a word

c) Truncation symbol such as asterisk (*) that can be added

at the end of search word

d) Metadata search which include year, subject, creator, or

format

e) Saved search

f) Search history

6 The content display should include list, details, or provide an icon

view.

7 The System should allow user to browse the contents through any

field but not limited to:

a) Collections type

b) Format

c) Title

d) Creator

e) Published Date or Year

f) Subject

8 The System must allow the modification of the displayed search

result through filtering process.

9 The System should support faceted browsing through any field or

access point and breaks up search into multiple categories.

10 The System should allow users to save the search queries and

re-use saved queries.

11 The System should:

a) Display the total number of search results on a user’s

screen

b) Display the results list

c) Allow user to refine results search

75

Description C P D N

Reference to

Proposal

D Metadata

1 The System must support metadata standards such as:

a) Dublin Core

b) MARCXML

c) Metadata Object Description Schema (MODS)

d) MIX (Metadata for Images in XML Schema)

2 The System should have controlled vocabulary and authority lists,

to ensure high metadata quality.

3 Each content type must have its own metadata template.

4 The System must have the ability to allow for metadata updates.

5 The System should have an authority file for author name to ease

the entry of the author name.

6 Uploaded metadata should be able to edit if necessary.

7 Restrict the ability to amend or edit recorded metadata based on

user access level and permission.

8 The System must support auto metadata update to accommodate

any changes in the descriptive metadata.

9 The System must automatically capture metadata elements which

include but not limited to the File name or Upload date.

E Report and Statistics

1 The report generate must include:

a) A System Report which include content types and

documents that have been uploaded and downloaded by

month and year

b) A Statistics or Usage Report

c) A Metadata Report

d) An Error Report and Database Information

e) An Audit Trail Report of all actions.

2 The System must able to retrieve usage statistics which include:

a) Total page visits

b) Total visits per Month

c) Files downloaded

d) Top Views

76

Description C P D N

Reference to

Proposal

3 The System must allow user to customize the report based on

selection criteria and content type.

4 The System must allow the reports to be generated, duplicated

and edited.

5 The reporting module must be web based.

6 The System must allow the administrator to request regular

periodic reports and one-off reports.

7 The System should include the features for totaling and

summarizing report information in graphical or table format.

F Multimedia

1 The System should support various type of content such as:

a) Various documents

b) Multimedia content

c) Learning material

d) Data

2 The supported file format should include but not limited to:

a) Adobe PDF

b) AIFF (Audio Interchange File Format)

c) MPEG (Moving Picture Experts Group) Audio

d) MPEG (Moving Picture Experts Group)

e) BMP (Bitmap Image File)

f) GIF

g) HTML

h) PNG

i) JPEG

j) MARC

k) Microsoft office

l) zip (Zip Compressed File)

m) Photoshop

n) RTF (Rich Text Format)

o) TIFF (Tagged Image File Format)

p) XML (Extensible Markup Language)

q) Text (Plain Text)

r) Adobe Photoshop Image

s) shockwave-flash (Macromedia Shockwave/Flash Object)

t) MP3 (MP3 Audio File)

3 The System should allow for streaming of video content rather

downloading the entire file.

77

Description C P D N

Reference to

Proposal

G Features and Notifications

1 The System should incorporate all the features below in order for

the users to be able to receive notification of new additions to the

platform in the form of:

a) RSS Feeds

b) Bookmarking capabilities

c) Alert Services

d) Sharing of content

e) Email notifications

H Accessibility

1 The System should be able to control content accessibility or

user access level through the authorization features.

2 Ability to publish different collections using different discovery

views (e.g. creating a dedicated ‘information hub’ for certain

collection).

3 Administrator should be able to assign role or giving

authorization to upload, approve, reject, view, read, edit or delete

the content.

4 The System Administrator should be able to:

a) Generate reports and statistics

b) See any activities in the repository

c) Perform indexing process

5 Content Manager functions must include content creation,

modification, approval, rejection, deletion, data previewing,

metadata management and versioning control.

6 The frequency of the indexing process can be controlled and

changed by the System Administrator.

I User Management

1 The system should be able to manage users as an individual and

group

2 User account should consists information such as:

a) Email address

b) Name

c) Organization and department

d) Password

e) A list of collections to be notified of new items

78

Description C P D N

Reference to

Proposal

J Project Implementation

The vendor shall provide a comprehensive project

implementation plan that will include :

a) An Information Audit initiative that is able to assess the

validity of the content and ‘filter’ prior to be uploaded in

the Digital Repository

b) A change management program that is geared to

promote the usage of the digital content in the Digital

Repository

c) A project implementation timeline for each major part of

the implementation

d) Information on training materials and training schedule.

e) Details of any materials that the Library will be expected

to provide which are outside the provisions of the

vendor’s proposal.

K Training & Documentation

1 As part of the implementation process, the vendor should furnish

the following:

a) Adequate training to at least fifteen (15) officers in the

library. All training to be provided free of charge.

b) Training sessions will need to be facilitated at the library

and as an option, virtually with the assistance of online

training tools and techniques.

c) Provision of training materials should be furnished in hard

copy, CD and made available online via smart mobile

devices.

d) Access to short online video clippings of regularly

updated frequently asked questions.

e) Participation in online discussion forums to share

implementation experiences with the user community is

recommended.

f) Remote assistance support should be available at all

times.

L Guarantees & Warranties

1 Vendor shall provide details of all guarantees and warranties that

accompany its solution.

2 The vendor should provide all software patches and upgrades

free of charge to the Library and installed by the vendor’s trained

support personnel.

3 The Library can request support 24 hours a day if necessary.

M Project Support & Maintenance

1 Vendor will need to furnish an effective maintenance support

program with fast remedial action, minimal down time with clear

indications of response time.

1

APPENDIX L

LIBRARY MANAGEMENT HYBRID SOLUTIONS (LMHS), HIGH FREQUENCY (HF) RFID AND ELECTRO MAGNETIC (EM)

TABLE OF CONTENTS

SECTION DETAILS PAGE

1. LIBRARY MANAGEMENT HYBRID SOLUTIONS, HIGH FREQUENCY (HF) RFID AND ELECTRO MAGNETIC (EM)

A. General Requirements ………………………………………………... 2

B.

High Frequency (HF) Radio Frequency Identification (RFID) Tags………………………………..

3

C. Electro Magnetic (EM) Security Gates…………………………… 5

D. RFID Staff Workstation …………………………………………… 7

E.

EM & HF RFID Workstation on-counter……………………………………………………...

9

F.

Cloud based borrowing App software inclusive of EM checkout device

10

G. RFID Mobile Inventory Reader 11

H. RFID Book Return System 13

I. EM Security Strips ……………………………………………………….. 14

J. Project Implementation ………………………………………………. 16

K. Tagging, Conversion and Stock take………………………………. 16

L. Training & Documentation …………………………………………… 16

M. Guarantees & Warranties ….…………………………………………. 17

N. Project Support & Maintenance ……………………………………. 17

O. Vendor Experience & Capability …………………………………… 17

2

1. LIBRARY MANAGEMENT HYBRID SOLUTIONS, HIGH FREQUENCY (HF) RFID AND ELECTRO MAGNETIC (EM)

C- Fully Comply P- Partially Comply D- To Be Developed N-Not Supported

No Module Feedback

Description C P D N

Reference to

Proposal

A General Requirements

1

FSL is seeking for a hybrid turnkey, High Frequency (HF) RFID and

Electro Magnetic (EM) solutions that will include an app for check out,

tags, security strips, hardware, software, installation, project

management, staff training, and on-going support and maintenance.

2 The hybrid HF RFID and EM system must be optimised for use in a

library environment, to be efficient in its design through the elimination

of redundant features, and be expandable.

3 Compliance to standards

All products proposed by Principal / Solution Partners must be locally

certified by a Malaysian (for eg: SIRIM) and equivalent international

certifications by a Regulatory Body for RFID equipment. Please

describe and provide attachment for the related certifications.

An International or Local Regulation Body (adhering to the regulations

set by Malaysian Communications and Multimedia Commission

(MCMC) must certify the proposed system. Certificate of conformity

must be attached.

4 Functionality

Vendors must be able to demonstrate a proven ability to provide and

implement the following:

a) The proposed system and all of its components must be entirely

compatible with, and in no manner interfere with the LMS, its

computer web based clients, or other components

b) Proposed HF RFID tags and EM security strip and should be

durable, easily affixed to the item, regardless of its medium

c) RFID conversion from the Library’s existing staff circulation

stations or the provision of new hardware

d) Shelf-reading and stock check technology that can store any

collection size with ease. If battery operated, handheld devices

should provide power for at least six (6) hours before needing to

be recharged and should have extra batteries available and easily

installed

e) Comprehensive reporting capabilities that include generating

graphical outputs

3

Description C P D N Reference to

Proposal

B High Frequency (HF) Radio Frequency Identification (RFID) and

Tags for Assets & CD Hub Tags

Standards

1 All products proposed by Principal / Solution Partners must be locally

certified by a Malaysian (for eg: SIRIM) or equivalent international

certifications by a Regulatory Body for RFID equipment. Please

describe and provide attachment for the related certifications.

The proposed system shall be fully compliant with ISO 18000-3 Mode,

and include both mandatory and optional commands specified in ISO

15693-3. It will also adhere to the ISO 28560-2 standard for libraries.

Please describe and provide attachment for the related certifications.

These ISO Standards will be crucial for instance, to prevent interference

with other frequencies surrounding the equipment that may cause false

alarms or jamming of other waves.

Tag Duration and read/write cycles

2 The tags must be tested to conserve data for at least 10 years and have

a written endurance of minimum 100,000 read/write cycles. Please

provide documentation.

Tag Memory

3 The proposed system must provide tags with a minimum memory of

1024 bit of rewriteable data.

RFID Chip

4 Proposed RFID tags to utilize the SLiX2 silicon chip for effective

performance.

Rewriteable Tag

5 All data on the RFID Tag, including the item identifier field, must be fully

rewriteable. The proposed system must have the ability to read,

program, and reprogram (rewrite) RFID tags. Describe how tags can be

rewritten during a typical staff check-in or check-out transaction.

Non-working tags

6 A maximum of five (5) 'non-working’ tags per roll (2000 tags/roll) will be

accepted by the library. Rejected tags will need to be replaced by the

vendor.

Tag Logo

8 Customized BNM logo labels with full color printing and running barcode

numbers (Code 39) will be required by the library. Specifications of size

and materials will be provided during the implementation.

9 Tag Adhesive

The proposed system tags must be highly durable. Tags must use a

low acid or neutral pH adhesive.

4

Description C P D N Reference to

Proposal

Tag Shelf Life

10 The tags will need to have a shelf life (from the date of manufacture) of

at least 24 months.

11 To ensure the RFID antenna is at best performance, the proposed tags

should be appropriately sized.

Tag Longevity Tests

12 Vendor will be required to explain RFID reliability tests (quality and

longevity) with documented methods.

Radio Frequency Identification (RFID) Tags for Assets

13 The RFID tag must be encapsulated in a specially designed plastic case to operate when attached to metallic objects.

The RFID tag is encapsulated in 5mm glossy acrylic with dimension at least: L: 132mm, D: 5mm, W: 26mm

14 The RFID tag must not require any special equipment or software to be

installed. It should be read and written by existing library RFID hardware

and software.

15 Data retention must be at least 50 years

Above specifications is applicable for the tags for assets

CD Hub Tags

16 RFID tags must be guaranteed for the lifetime of the item to which they are applied.

17 The proposed tags must have a minimum of 2.5k bits user memory.

18 RFID tag size requirements should not be more than:

Diameter: 40mm

Antenna size: 33mm

Hole Diameter : 17mm

19 Above specifications is applicable for the CD hub tags

20 Demonstrate the tagging of the HF RFID, tags of assets and CD hub tags to different library materials (books, multimedia, assets etc.)

5

Description C P D N Reference to

Proposal

C Electro Magnetic (EM) Security Gates

No. of Aisles

1 The proposed system must have 2 aisles (3 panels) that is designed to

the latest standards.

Compliance

2 All products proposed by Principal / Solution Partners must be locally

certified by a Malaysian (for eg: SIRIM) or equivalent international

certifications by a Regulatory Body for RFID equipment. Please

describe and provide attachment for the related certifications.

An International or Local Regulation Body (adhering to the regulations

set by Malaysian Communications and Multimedia Commission

(MCMC) must certify the proposed system. Certificate of conformity

must be attached.

Detection

3 It will be required for the system to accurately determine the difference

between activated security strip and common metallic objects such as

badges, ring binders and personal electronic equipment.

Dimensions of the systems aisles

4 Please propose dimensions of the system aisles that will ensure an

effective read range.

5 In addition to the supply of gates, there is a requirement to integrate the

detection system with a software application that will enable FSL

administrators to monitor users coming in and out of the library and be

alerted of any security issues.

Please describe how does the detection system integrate with the

barrier / access gates for self-diagnostics and report generation

capabilities.

6

Description C P D N

Reference to

Proposal

Security alerts

6 The system must provide corridor-specific alarming, clearly indicating

which security gate pair caused the alarm.

7 All cables must be buried during the installation of the gate and

mounted at the designated location as allocated in the floor plan.

8 Security strip must be detected by the gates, irrespective of the

arrangement the gates.

Value added feature : Lighting, design and color options

9 As a value added feature, the proposed Security gates should blend

seamlessly with the library’s décor (for eg: lighting design and color

options). Please describe how this will be done.

Digital signal processing (DSP)

10 EM detection system must employ DSP (digital signal processing)

technology or an equivalent to ensure effective performance. Please

describe.

False alarm alerts for 1000 circulations

11 To deter false alarms, the EM security strip will need to be highly

magnetic resistant and effective. Please provide information in the

number of false alarm alerts for 1,000 circulation transactions.

Remote support facility

12 Please describe remote support programs that will facilitate the Vendor

to support the EM detection system effectively.

Self-diagnostics

13 For ease of maintenance, self-diagnostics must be run by the security

system and staff must be alerted when specific problems are identified.

Integration software

14 Integration with LMS via SIP 2.0 is required, direct connection to SIP

2.0 must not require middle server

15 Please describe on how the detection system can be integrated to the

Turnstile System.

7

Description C P D N

Reference to

Proposal

D RFID Staff Workstation

Compliance

1 The proposed system must be certified by a local or International

certification body in adhering to the regulations set by Malaysian

Communications and Multimedia Commission (MCMC). Certificate of

conformity must be attached.

Ability to Read, program and reprogram

2 The proposed system must have the ability to read, program, and

reprogram (rewrite) RFID tags. Describe how tags can be rewritten

during a typical staff check-in or check-out transaction.

Fully shielded antenna

3 A full shielded antenna will be required to provide a concentrated

detection field that should be no larger than the antenna pad.

Mounting

4 The proposed system must be able to mount in, on or under the work

surface of a circulation station.

Reader functionality

5 The proposed system readers must function when positioned under

existing Library solid surface desk.

6 The proposed system must have a RFID read range of 6 – 8 inches

minimum to be able to effectively read the library book tags.

Dual function : Processing RFID or bar code

7 Within the same circulation transaction, the proposed system must be

capable of processing RFID tags or barcodes.

8 The RFID reader must be able to operate concurrently with a bar code

reader.

Secure item one second after discharging

10 The proposed system must secure an item within one second of

discharging the library material.

Simultaneous process multiple RFID-tagged library materials

11 Multiple RFID-tagged library materials must simultaneously be

processed during check-in/out.

Process hold library materials

12 Hold library materials must be able to be processed by the proposed

system.

Minimal mouse activations

13 Except for configuration changes, error handling, or tag reprogramming

situations, there should be minimal mouse activations when library

materials are being processed.

8

Description C P D N

Reference to

Proposal

Working with a Weed list

14 The proposed system must be able to work with a weed list (a list of

library materials to be removed from the Library), to automatically alert

staff to weed a library material upon scanning the bar code, before

applying a RFID tag.

Work with all types of LMS web based clients

15 The staff application must work with all types of LMS web based

clients: Windows-based, Java-based, web-based, etc.

Efficient check-in and check-out

16 The workstation software will need to allow staff to check out and check

in library materials without having to toggle back and forth between

functions.

Reading multiple tag data formats

17 The system must be able to read multiple tag data formats without:

a) impacting accuracy or speed

b) requiring users to alter their actions

c) requiring any change to software configuration

Size of proposed reader pad

18 The proposed reader pad should be an optimum size in order to provide

a larger working space for staff to perform their housekeeping

operations.

9

Description C P D N

Reference to

Proposal

E EM & HF RFID Workstation on-counter

1 The proposed system must be able to perform item identification and

security in a single operation.

2 The proposed system must have the ability to process barcodes and

RFID tags at checkout and return.

3 The proposed system must have barcode scanner and RFID antenna in

one system unit.

Installation

4 The proposed system must be able to install either in-counter or on-

counter.

Process all media types

5 The proposed system must be able to safely process all media types

with HF RFID tags and EM security strip.

6 The proposed system must be able to perform check-in or check-out in

one step.

Verifier light

7 The proposed system must have a verifier light to confirm the presence

of a sensitized electro-magnetic (EM) security strip.

Flexible design

8 The proposed system must have flexible design to improve ergonomics.

Visible indication if system is down

9 The proposed system must have a visible indication if the system is

down.

Barcode to RFID conversion

10 The proposed system must also be able to perform barcode to RFID

conversion.

Process multiple RFID-tagged items

11 The proposed system must simultaneously process multiple RFID-

tagged items for check-in/out.

Working all type of LMS web based clients

13 The staff application must work with all types of LMS web based clients:

Windows-based, Java-based, web-based, etc. without SIP2 or NCIP

Check in and Check out

14 The workstation software allows staff to check out and check in library

materials without having to toggle back and forth between functions.

Reading multiple tag data formats

15 The system must be able to read multiple tag data formats :

a) Without impacting accuracy or speed

b) Without requiring users to alter their actions

c) Without requiring any change to software configuration

10

Description C P D N

Reference to

Proposal

Multi-tasking features

16 Please elaborate on the availability of multi-tasking features in the staff

management application. Front-desk officers should be able to view

updates on user transactions at the self-checkout terminals as well as

perform front end operations at the same time.

Secure item within 1 second of discharging

17 The proposed system must secure item within one second of

discharging the library material.

F Cloud based borrowing App software inclusive of EM checkout

device

Simple and Easy to Use

1. The proposed Application must be able to provide a simple and easy to use

mobile app checkout experience, allowing a user to scan an item barcode

with a smartphone camera, followed by clicking the checkout button.

Seamless Integration

2. The Application checkout must integrate seamlessly with the content

application so that users do not have to tap into another application and

leave the digital content platform.

3. Application checkout should come with an EM security deactivation device

that works with FSL’s existing EM devices. This should facilitate the user to

desensitize (turn off) the EM strip on physical items. The user can complete

checkout of physical items without interaction at the Information desk prior

to exiting the library.

4. Upon a successful checkout, a digital receipt will need to be issued as proof

of transaction.

Display of Historical data

5. Application must display users’ historical data, such as which items have

been checked out and when they are due, of physical items borrowed

through the in-app digital content platform.

Use of a virtual library card

6. A virtual library card must be displayed on the application’s home screen,

and users must be able to access the virtual library card from other screens

with one tap.

Customization features

7. Users will be able to customize their application experience by selecting their

preferred language, theme and avatar.

Self-registration function

8. Non-Library users can quickly and easily create a library account with a self-

registration option. This self-registration option must create a patron record

within FSL’S LMS system (depending on the library policy).

9. Users will be able to check-out items in an EM environment.

11

Description C P D N

Reference to

Proposal

G RFID Mobile Inventory Reader

Compliance

1 All products proposed by the Principal / Solution Partners must be

locally certified by a Malaysian (for eg: SIRIM) and equivalent

international certifications by a Regulatory Body for RFID equipment.

Please describe and provide attachment for the related certifications.

An International or Local Regulation Body (adhering to the regulations

set by Malaysian Communications and Multimedia Commission

(MCMC) must certify the proposed system. Certificate of conformity

must be attached

Ease of use

2 The portable handheld reader must feature an easy-to-use,

generously sized touch screen display.

Ergonomic design to aid librarians

3 The portable handheld reader must incorporate an ergonomic design,

to aid the librarian in reading shelves at all levels, be easy to use and

be relatively non-stressful to wrist, arm, shoulder, and elbow.

Six(6) hours of continuous use

4 Handheld unit allows at least six (6) hours of use before the need to

swap out or recharge the battery.

Built-in diagnostics for trouble shooting

5 The portable handheld reader must have built-in diagnostics for

troubleshooting.

Capacity to read multi-line records from an electronic file

6 The portable handheld reader system must have the capacity to read

multi-line, fixed-length-field, or delimited-field records from an

electronic file containing shelf or search lists and create a portable

database for use in a portable handheld RFID reader.

A method to keep track of found and not found library materials

7 The handheld reader must direct the librarian to item on identified lists

and provide a method to keep track of which items have been found

and which have not been found.

Accommodate data collection of at least 150,000 library materials

8 The proposed portable handheld reader must accommodate data

collection of at least 150,000 items to collect and store identifiers of

items scanned and store those items in user-defined categories for

upload.

Assist in sorting

9 The proposed system must assist the librarian with sorting library

materials on a shelf or cart. Please explain.

Library materials search function

10 The proposed system must assist a user with item searches. Please

explain.

12

Description C P D N

Reference to

Proposal

Identify library materials on multiple user-defined search lists

11 The proposed system must identify library materials on multiple user-

defined search lists (e.g., missing, claims returned, billed, lost and

paid, inventory).

Active search capability

12 The search capability must be active during data collection, sorting,

pulling, and finding functions.

Find library materials on multiple user-defined search lists

13 The proposed system must assist the user with finding library materials

on hold (reserve) or weed lists or other user-defined lists available from

the circulation system.

Identify library materials that are not properly checked out

14 The proposed system must allow a user to identify individual items that

have not been properly checked out and have caused an alarm of the

detection system.

Generate lists of collected data

15 The proposed system must create PC files containing lists of collected

data, lists of library materials identified, and lists of library materials not

identified.

Audible tone and visible indicators

16 The proposed portable handheld reader must have an audible tone

and visible indicators to verify the library material that has been

identified.

Waving technique

17 System must be able to scan shelves by waving a wand along the base

of book shelves without having to stop for each library material.

No wireless or cord connection

18 Wireless or cord connection to the LMS will not be required for the

RFID Mobile inventory Reader to be fully functional.

13

Description C P D N Reference to

Proposal

H RFID Book Return System

1. All products proposed by the Principal / Solution Partners must be locally

certified by a Malaysian (for eg: SIRIM) and equivalent international

certifications by a Regulatory Body for RFID equipment. Please describe

and provide attachment for the related certifications.

An International or Local Regulation Body (adhering to the regulations

set by Malaysian Communications and Multimedia Commission

(MCMC) must certify the proposed system. Certificate of conformity

must be attached

2. The proposed system will be required to check in items and manually

turn on EM security in real time and remove from customer’s record

upon return

3. The proposed system will be required to support SIP2 ILS protocols

4. The proposed system should automatically continue to function and

return information if the Library Management System goes offline.

Offline data can be forwarded automatically with a single menu button.

5 System can be installed either indoor or outdoor

6 The system must come with a web camera to capture image of user

during transaction. The image captured must have a time stamp and

must be searchable by date and time. Image captured must be able to

be printed out as evidence. The image file size captured should be of

small size but with clear image to minimize storage space. The image is

captured for each item book and multimedia returned for every

transaction.

7 System should be able to configure solutions remotely and to generate

customer reports. When integrated with central reporting and

configuration software, library will be able to remotely monitor the status

of the book return, setup custom email/SMS alerts and export required

reports and item returned statistics.

8 The system must come with software that is easy to use and intuitive.

This software will assist library staff by prompting the status of items that

require attention or items that are ready to be reshelf. This feature will

allow library staff to check the status of check-in or for printing reports

from the staff workstation.

14

Description C P D N Reference to

Proposal

I Electro Magnetic (EM) Security Strip, EM strips for CD/DVD & EM

Activator

Physical Description

1 Vendor will be required to provide a physical description of proposed

security strip: dimensions, adhesive use, creation and other related

details.

Undetectable EM security strip

2 Vendor to propose magnetic strips that are designed to ensure strips

are ultra-thin and have double sided adhesive, of which can be easily

inserted into library materials and made virtual undetectable after the

insertion process.

Effective technique to ease insertion

3 The Vendor should propose an effective technique, to ease insertion

and optimize placement of strips between the pages, closest possible

to the spine of the library material.

Accurate and long term performance

4 Vendor must ensure proposed magnetic strips provide accurate and

long term performance. These strips will need to conform to the

following:

a) Work in conjunction with standard RFID labels

b) Use an adhesive that is effective. A neutral pH acrylic adhesive is

recommended

c) Function seamlessly with all other EM equipment in the library

including gates, staff equipment and self-checkout machines

5 EM security strip must be a product of a clearly differentiable from

standard metallic objects and effective in order to deter false alarms.

Please provide information in the number of false alarm alerts for every

1,000 circulation transactions.

EM strips for CD/DVD

6 The strip must be ultra-thin and designed for CDs and DVDs.

7 The strip must be a one-step application process integrates two strips into a clear film overlay.

8 The strip must not affect performance of CDs and DVDs.

9 The overall diameter must be at least 114mm.

EM Activator

10 The EM activator must fully reactivate EM strips on print materials and CDs and DVDs.

11 To differentiate the print materials, CDs, and DVDs. Print materials must be reactivated in one pass and CDs and DVDs in two passes.

12 The EM activator must be portable and desktop size with a light indicator to signal it is operational.

Reliable EM strip

13 Vendor must be able to guarantee that the strips function for as long as

it is applied to library materials. The following will be required from the

vendor:

15

a) Be able to describe the manufacturing process and provide the

data associated with the methods used to test EM security strip for

reliability

b) Provide any benchmarking data against other security strip

c) Provide the optimum operating temperature of the proposed strips

d) Provide the shelf life (minimum two years) of the proposed strips

e) Discuss any environmental factors that may affect tag usage and

longevity

Demonstrate the insertion of magnetic strips to different library materials

(books, multimedia, assets etc.)

16

Description C P D N

Reference to

Proposal

J Project Implementation

1 The vendor shall provide a comprehensive project implementation

plan. This plan will include:

a) Project implementation timeline for each major part of the

implementation

b) Details of any materials that the Library will be expected to

provide which are outside the provisions of the vendor’s

proposal

c) Information on training materials and training schedule.

K Tagging, Conversion and Stock take

Tagging of HF RFID and EM security strip, Conversion and Stock

Take Services for 31,600 collections

a) Tagging and conversion for 30,300 items using HF RFID tag and 31,600 EM security strip.

b) Conversion from barcode to RFID tag for books and non-book item,

c) Tagging of a newly acquired books and non-book item d) Reprogramming existing collection with HF RFID tags. To

replace with new RFID tags e) Apply EM security strip into Library items f) Activity statistics compilation g) Stock Take services after shelving at FSL

L Training & Documentation

1 As part of the implementation process, the vendor should furnish the

following:

a) Adequate training to at least fifteen (15) officers in the library.

All training to be provided free of charge: Training as user and

admin.

b) Training sessions will need to be facilitated at the library and

as an option, virtually with the assistance of online training

tools and techniques.

c) Provision of training materials should be furnished in hard-

copy, CD and made available online

d) Access to short online video clippings of regularly updated

frequently asked questions

e) Participation in online discussion forums to share experiences

with the vendor user community is recommended

f) Remote assistance support should be available at all times

17

Description C P D N

Reference to

Proposal

M Guarantees & Warranties

Details of guarantees and warranties

1 Vendor shall provide details of all guarantees and warranties that

accompany its solution.

2 To exceed any performance, the Vendor should propose any value-

added service to exceed reliability standards, for the entire period that

it is being maintained by the vendor.

3 Vendor should describe the warranty available on the proposed RFID

and EM system.

4 The vendor will be required to offer a minimum one-year performance

guarantee.

5 The vendors should provide all software patches and upgrades free of

charge to the Library and performed by the vendor’s trained

technicians.

N Project Support & Maintenance:

1 Vendor will need to furnish an effective maintenance support program

with fast remedial action, minimal down time with clear indications of :

a) Response time

b) On-site support mechanism

c) Spare parts availability at vendor’s premise

d) A mechanism on how the parts are changed

Vendor will be required to arrange a site visit for the library to inspect

the availability of spare parts at premise.

3 Certified on-site engineers must provide certifications from the

manufacturer/principal and have the following capabilities:

a) Be factory-trained

b) Certified with many hours of experience repairing

Troubleshooting the vendor’s equipment

O Tenderer / Principal / Solution Partners Experience & Capability

1 The Tenderer / Principal / Solution Partners shall provide information

on their experience and qualifications to provide a suitable solution for

the Library, including, but not limited to, the following items:

a) Details of manufacturer company, partners, and suppliers, as well

as the nature of the Tenderer’s relationship to them. Vendor to

provide Letter of Authorisation

b) List of Equipment Installation sites including contact

references.