STANDARD BIDDING DOCUMENTS FOR PROCUREMENT OF GOODS
BIDDING DOCUMENTS FOR PROCUREMENT OF A SADC LIBRARY SYSTEM
REFERENCE NUMBER: SADC/3/5/4/105
. Introduction
The Southern African Development Community (SADC) seeks to procure a comprehensive library management system that will enhance its library services. The new system must integrate with existing records from the AMLIB system and provide links to external resources, including Sabinet, OCLC, and WorldShare. Additionally, the system should support the library’s digitization ambitions, enabling the preservation and accessibility of valuable resources.
2. Objective
The objective of this procurement is to secure a library management system that:
• Integrates seamlessly with existing AMLIB records.
• Provides robust linking capabilities to external library resources (Sabinet, OCLC, WorldShare). • Supports the digitization of library materials to enhance access and preservation.
• Enhances the accessibility, management, and dissemination of library resources across SADC member states.
3. Scope of Work The selected vendor will be responsible for:
• System Development/Customization: Develop or customize a library management system that meets SADC’s specific needs.
• Integration: Ensure smooth integration of existing AMLIB records into the new system.
• Linkage to External Resources: Establish and maintain links to Sabinet, OCLC, and WorldShare. • Digitization Support: Provide tools and functionalities that facilitate the digitization of library materials, including scanning, metadata creation, and digital asset management.
• User Training: Provide comprehensive training for library staff and end-users on how to use the new system effectively, including digitization processes.
• Technical Support and Maintenance: Offer ongoing technical support and maintenance services post-implementation.
4. Requirements
The new library system must include, but not be limited to, the following features:
• User-Friendly Interface: Intuitive design for both library staff and patrons.
• Cataloging and Metadata Management: Tools for efficient cataloging, with support for various metadata standards.
• Search Functionality: Advanced search capabilities that allow users to search across integrated systems.
• Digitization Capabilities: Features that support the digitization of physical materials, including batch scanning, OCR (Optical Character Recognition), and digital rights management.
• Reporting and Analytics: Comprehensive reporting tools to track usage, acquisitions, digitization progress, and other key metrics.
• Mobile Accessibility: Ensure that the system is accessible via mobile devices.
• Data Security: Robust security measures to protect sensitive user data and library records.
• Scalability: The system should be scalable to accommodate future growth and additional functionalities.
