Request for Quote Issued by Midwest Collaborative for Library Services (MCLS) On Behalf of its Academic Library Members Quote Number: RFQ-db-16 Title: Request for Quote for Selected Web-based Databases Contract Agency: Midwest Collaborative for Library Services Phone Number: +1-800-530-9019 Fax Number: +1-517-394-2096 Issue Date: December 8, 2015 Day: March 11, 2016 extended deadline Time: 5:00pm (Eastern) Email/Contact/Location/Mail Address: rfq2016@mcls.org Nancy Kirkpatrick Midwest Collaborative for Library Services 1407 Rensen Street, Suite 1 Lansing, MI 48910 QUOTE SUBMISSION RFQ CONTENTS Section I Section II Section III Section IV Appendix A Appendix B Purpose of RFQ and General Provisions Schedule of Events Scope of Work Quote Instructions and Format List of Participating Libraries List of Current Subscribers by Database Page 1
SECTION I Purpose of RFQ and General Provisions 1.0 Purpose of RFQ The purpose of this Request for Quote for Selected Web-based Databases (hereafter referred to as RFQ ) is to license specific data content for the Participating Libraries, a list of which are contained in Appendix A, in order that the libraries may benefit from: Expanded data content Reduced cost of content and access Improved cost predictability of content and interfaces over time MCLS is the negotiating and contracting agency on behalf of the Participating Libraries and is the point of contact for this RFQ. 1.1 Background 1.1.1 Midwest Collaborative for Library Services MCLS is a nonprofit library service organization, with close to 700 member libraries across Michigan and Indiana. MCLS serves libraries of all types and sizes by centralizing licensing and group purchasing of eresources, offering discounts on library supplies and equipment, and providing networking, training, and professional development opportunities. 1.1.2 Participating Libraries Participating Libraries are listed in Appendix A. This is a subset of MCLS member libraries, each of whom indicated a desire to develop alternatives to the current database licensing processes. 1.1.3 Vendor Certification By submitting a quote, vendors certify that all information provided in response to this RFQ is true and accurate. Failure to provide information required by this RFQ may lead to rejection of the quote. 1.2 Contractual Considerations in Responding to the RFQ Vendor s responses to this RFQ should clearly state the vendor s approach to licensing and ownership of the quoted database(s). Proposals must include cost figures for the database(s). Additional MCLS academic member libraries not currently participating in the group may wish to acquire access to the database(s). Vendors must be willing to provide costs for additional member libraries upon provision of FTE. Page 2
1.3 Evaluation of Quotes (Methodology) Responses to the RFQ will be the primary source of information used in the initial evaluation process. Therefore, vendors are advised to be as complete as possible in their responses. However, MCLS reserves the right to: Award to the most responsive and responsible vendor, or to reject any or all quotes. MCLS is not bound to accept the lowest price submitted. MCLS reserves the right to make the award in the best interest of the Participating Libraries. In making the award, evidence of the vendor s capability to perform a contract of this size, organizational structure, and factors such as vendor s service, integrity, and past performance will be considered. Visit or contact any current or past users of a vendor s services. Solicit information from any available source concerning any aspect of a vendor s response. Eliminate from consideration any proposal which does not conform to the instructions outlined in this RFQ. 1.4 Contract Negotiations It is the intent of MCLS to award any contract resulting from this RFQ to the vendor submitting the quote that best serves the Participating Libraries on the basis of specification requirements, terms and conditions of the quote, and costs. As negotiator for the Participating Libraries, MCLS reserves the right to enter into negotiations with the most responsive vendor for purposes of finalizing any resulting contract. 1.5 Questions Regarding the RFQ Any questions regarding the RFQ or requests for interpretations or clarifications, either technical or administrative, about this RFQ must be submitted in writing. Verbal statements concerning the meaning or intent of the contents of this RFQ by any person are invalid and unenforceable. Questions should be directed via email to rfq2016@mcls.org or mailed to: Nancy Kirkpatrick Midwest Collaborative for Library Services 1407 Rensen Street, Suite 1 Lansing, MI 48910 1.6 Award of Contract MCLS reserves the right to reject any and all quotes and to award one or more contracts. Awards, if any, will be to the vendor or vendors whose quote(s) best comply with all of the requirements of the RFQ documents and addenda. Written notification will be made to all vendors who submit an RFQ. MCLS reserves the right to request changes in the specifications after the contract award. The selected vendor(s) and MCLS shall commit to the finalization and execution of an Agreement, in substantial accordance with the terms and conditions herein, within thirty (30) calendar days of the contract award. Page 3
Should the parties be unable to reach final agreement within this time frame, the parties may mutually agree upon a time extension to complete negotiations and contract execution. If the parties are unable to agree upon a time extension or if MCLS determines that a time extension would not be beneficial to the project, MCLS reserves the right to terminate negotiations and proceed with another vendor. 1.7 Addenda MCLS may modify this RFQ, any of its key action dates, or any of its attachments, prior to the date fixed for submission of quotes by issuance of an addendum to all parties who have been furnished the RFQ for Quote purposes. 1.8 Cancellation of RFQ This solicitation does not obligate MCLS to enter into any agreement. MCLS retains the right to cancel this RFQ at any time. No obligation either expressed or implied exists on the part of MCLS to make an award or to pay any cost incurred by vendors in the preparation of Quotes. 1.9 Execution of the Contract All awarded contracts will be between the vendor(s) and MCLS. The vendor shall make every effort to reduce licensing paperwork by providing one central license to be signed by MCLS on behalf of its member libraries. The contract shall be signed by the vendor and returned, along with the required attachments, to MCLS within ten (10) calendar days from receipt of contract. The period for execution may be changed by mutual agreement of the parties. Contracts are not effective until executed by an MCLS authorized signatory. Any work performed prior to the receipt of a fully executed contract shall be at vendor s own risk. Failure to execute the contract within the time frame identified above shall be sufficient cause for voiding the award. Failure to comply with other requirements within the set time shall constitute failure to execute the contract. If the successful vendor refuses or fails to execute the contract, MCLS may award the contract to another qualified vendor. 2.0 Observance of Laws and Regulations In performing the services required under this contract, the vendor and its subcontractors will be required to comply with all applicable federal, state, and local laws, statutes, ordinances, and regulations. This includes but is not limited to obtaining at its own expense requisite permits, licenses, and certification; observing all requirements related to fair and minimum wages including conditions of employment; not discriminating against any employee or persons on the basis of race, color, sex, handicap, religious creed, ancestry, age, or national origin; and remaining at all times in compliance with all executive orders issued or that may be issued by any level of governmental agency with regard to equality of opportunity including those dealing with affirmative action. The contract shall be governed by and construed in accordance with the laws of the State of Michigan. Page 4
2.1 Term of Contract The initial contract shall be for 36 months commencing on July 1, 2016 and continuing through June 30, 2019. The vendor shall provide an estimated timeline for service initiation and must be able to meet a July 1, 2016 start date. 2.2 Renewal of Contract Upon mutual agreement by the vendor and MCLS, a contract may be renewed for a period of one year, under the same terms and conditions of the original contract, except as stated below. Written notice of the Participating Libraries' intention to renew shall be given 60 days prior to the expiration date of each contract period. In its response to this RFQ, the vendor shall also specify the contract prices for subsequent 12 month terms beginning in July 2017 and July 2018. Price increases, if any, shall be reasonable and shall be expressed as maximum percentage points, such as "the price in years two and three will not exceed X percent." 2.3 Cancellation of Contract MCLS reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the vendor. Either party, without penalty, may terminate the resulting contract after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the vendor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. Participating Libraries shall retain the right to opt out of the group purchase in consecutive years, provided they give notice at least 60 days prior to the expiration date of each contract period. 2.4 Availability of Funds It is understood and agreed between the parties herein that MCLS shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement. 2.5 Method of Payment to Vendor Invoices for items ordered, delivered and accepted shall be submitted by the vendor directly to the payment address shown on the purchase order/contract. All invoices shall show purchase order number (if applicable) and the federal employer identification number (for proprietorships, partnerships, and corporations). Payment shall be net 60 days of invoice date or invoice delivery date, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days. Invoices and accompanying detail are preferred electronically. Page 5
Section II Schedule of Events 2.6 Schedule of Events* December 8, 2015 Release of RFQ March 11, 2016 5:00pm (Eastern) Deadline extended for Receipt of Quotes * March 18, 2016 April 8, 2016 April 22, 2016 May 20, 2016 July 1, 2016 Review of Quotes Committee Meeting Contract Award Notification(s) Contract(s) Signed Service Start * All dates subsequent to Receipt of Quotes are estimated and subject to change without notice. Page 6
Section III Scope of Work 2.7 Introduction MCLS intends to obtain selected data from one or more vendors. For all prices requested, the vendor shall provide the list price as well as the discounts being offered to MCLS as a benefit of licensing as a consortium rather than as individual libraries. Prices shall not be contingent upon ownership of related print products. Pricing should be based on a site license with unlimited use, controlled by Internet Protocol (IP) addresses. 2.7.1 Content Description For each database being quoted, complete this Description Matrix: (may submit separate worksheet) Database name Subject(s) covered Year(s) covered Features Content Updating frequency Computer requirements Customer support contact information Remote access: Yes or No Availability of training Changes anticipated in the next year VPAT verified accessibility? Yes or No 2.8 Pricing Methodology For all prices requested, the vendor shall provide the list price or FEDLINK price, as well as the discounts being offered to Participating Libraries as a benefit of licensing as a consortium rather than as individual libraries. Page 7
Prices shall not be contingent upon library ownership of related print products. Vendor shall include a statement describing how libraries that hold current subscriptions that overlap with the vendor service may participate in the group purchase without penalty. For each database, pricing must include, at a minimum: List price or the price provided to FEDLINK for unlimited access for all authorized users The consortium discount price for unlimited access for all authorized users Cost for additional MCLS academic member libraries that wish to join the group purchase Page 8
Section IV Quote Preparation and Submission 2.9 Introduction All requirements and questions in the RFQ shall be addressed and all requested data shall be supplied. MCLS reserves the right to request additional information from the vendor. 3.0 Delivery of Quotes Quotes shall be emailed as attachments to rfq2016@mcls.org or sealed, addressed and delivered to: Nancy Kirkpatrick Midwest Collaborative for Library Services 1407 Rensen Street, Suite 1 Lansing, MI 48910 Quotes must be received at MCLS no later than the time on the RFQ Cover Page. Late Quotes will not be accepted. Vendor Name Address City/State/Zip Phone Number Fax Email address Authorized Signature Date Page 9
Appendix A List of Participating Libraries Adrian College Albion College Library Alma College Andrews University Aquinas College Baker College Butler University Calvin College & Seminary Central Michigan University Cleary University Cornerstone University DePauw University Detroit Baptist Theological Seminary Eastern Michigan University Ecumenical Theological Seminary Ferris State University Finlandia University Franklin College Grace Bible College Goshen College Grand Rapids Community College Grand Valley State University Great Lakes Christian College Hanover College Hillsdale College Hope College Hope of Detroit Academy Indiana University Bloomington Indiana University Purdue University Fort Wayne Indiana University Purdue University Indianapolis Indiana Wesleyan University Marion Kalamazoo College Kettering University Kuyper College Lake Superior State University Lawrence Technological University Macomb Community College Madonna University Marygrove College Michigan State University Michigan Technological University Muskegon Community College North Central Michigan College Northern Michigan University Northwood University Oakland Community College Oakland University Olivet College Purdue University Libraries Puritan Reformed Theological Seminary Rochester College Sacred Heart Major Seminary Saginaw Valley State University Saint Mary's College Saint Mary-of-the-Woods College Siena Heights University Spring Arbor University Trine University Trinity College of Bible and Theological Seminary Inc. University of Detroit Mercy University of Michigan- Ann Arbor University of Notre Dame University of Saint Francis University of Southern Indiana Valparaiso University Walsh College Washtenaw Community College Wayne State University Western Michigan University Western Theological Seminary Page 10
Appendix B List of Current Subscribers by Database American Theological Library Association (ATLA) Religion Database with Serials -EBSCO 1,560 Adrian College 1,250 Albion College Library 1,444 Alma College 2,337 Andrews University 1,704 Aquinas College 3,885 Calvin College & Seminary 22,360 Central Michigan University 2,795 Cornerstone University 25 Detroit Baptist Theological Seminary 73 Ecumenical Theological Seminary 311 Grace Bible College 175 Great Lakes Christian College 1,454 Hillsdale College 3,340 Hope College 1,455 Kalamazoo College 252 Kuyper College 62 Puritan Reformed Theological Seminary 856 Rochester College - Sacred Heart Major Seminary 1,967 Siena Heights University 3,254 Spring Arbor University 1,500 Trinity College of Bible and Theological Seminary Inc. 4,267 University of Detroit Mercy 20,593 Western Michigan University 227 Western Theological Seminary 77,146 Total Page 11
Repertoire International de Literature Musicale (RILM) Abstracts of Music Literature - EBSCO 2,337 Andrews University 22,360 Central Michigan University 2,216 DePauw University 18,160 Eastern Michigan University 768 Goshen College 22,181 Grand Valley State University 1,454 Hillsdale College 3,340 Hope College 1,455 Kalamazoo College 45,834 Michigan State University 8,825 Saginaw Valley State University 1,507 Saint Mary's College 41,942 University of Michigan-Ann Arbor 22,644 Wayne State University 20,593 Western Michigan University 215,616 Total Page 12
Contemporary Women's Issues- Cengage Learning - Gale 1,250 Albion College Library 18,160 Eastern Michigan University 19,410 Total Page 13
Books in Print Plus (BIP) - ProQuest 1,454 Hillsdale College 2,677 Madonna University 8,031 Northern Michigan University 8,081 Washtenaw Community College 22,644 Wayne State University 42,887 Total Page 14
ProQuest Business Package - ProQuest 1,560 Adrian College 1,250 Albion College Library 1,444 Alma College 2,337 Andrews University 4,736 Butler University 3,885 Calvin College & Seminary 22,360 Central Michigan University 447 Cleary University 2,795 Cornerstone University 18,160 Eastern Michigan University 12,141 Ferris State University 493 Finlandia University 1,030 Franklin College 22,181 Grand Valley State University 1,138 Hanover College 1,454 Hillsdale College 3,340 Hope College Grade 7-12 pop. : 0 Hope of Detroit Academy 13,752 Indiana Wesleyan University Marion 1,455 Kalamazoo College 1,608 Kettering University 252 Kuyper College 2,174 Lake Superior State University 2,744 Lawrence Technological University 2,677 Madonna University 6,591 Michigan Technological University 8,031 Northern Michigan University 3,134 Northwood University 17,089 Oakland University 856 Rochester College 8,825 Saginaw Valley State University 1,967 Siena Heights University 3,254 Spring Arbor University 1,961 University of Saint Francis 3,822 Valparaiso University 1,339 Walsh College 20,593 Western Michigan University 202,875 Total Page 15
American Economic Association's EconLit - ProQuest 3,885 Calvin College & Seminary 22,360 Central Michigan University 2,216 DePauw University 18,160 Eastern Michigan University 22,181 Grand Valley State University 3,340 Hope College 40,282 Indiana University Bloomington 24,340 Indiana University Purdue University Indianapolis 1,455 Kalamazoo College 45,834 Michigan State University 17,089 Oakland University 4,267 University of Detroit Mercy 41,942 University of Michigan-Ann Arbor 22,644 Wayne State University 20,593 Western Michigan University 290,588 Total Page 16
Ethnic NewsWatch - ProQuest 4,736 Butler University 22,360 Central Michigan University 447 Cleary University 2,216 DePauw University 12,141 Ferris State University 10,684 Grand Rapids Community College 22,181 Grand Valley State University 3,340 Hope College 1,455 Kalamazoo College 41,942 University of Michigan-Ann Arbor 22,644 Wayne State University 20,593 Western Michigan University 164,739 Total Page 17
GenderWatch - ProQuest 1,704 Aquinas College 4,736 Butler University 22,360 Central Michigan University 447 Cleary University 2,216 DePauw University 18,160 Eastern Michigan University 22,181 Grand Valley State University 1,455 Kalamazoo College 17,089 Oakland University 661 Saint Mary-of-the-Woods College 4,267 University of Detroit Mercy 41,942 University of Michigan-Ann Arbor 12,179 University of Notre Dame 20,593 Western Michigan University 169,990 Total Page 18
GeoRef - ProQuest 1,250 Albion College Library 3,885 Calvin College & Seminary 22,360 Central Michigan University 18,160 Eastern Michigan University 12,141 Ferris State University 22,181 Grand Valley State University 3,340 Hope College 8,721 Indiana University Purdue University Fort Wayne 24,340 Indiana University Purdue University Indianapolis 2,174 Lake Superior State University 45,834 Michigan State University 38,770 Purdue University Libraries 41,942 University of Michigan-Ann Arbor 22,644 Wayne State University 20,593 Western Michigan University 288,335 Total Page 19
Modern Language Association (MLA) International Bibliography - ProQuest 1,560 Adrian College 1,250 Albion College Library 1,444 Alma College 2,337 Andrews University 1,704 Aquinas College 3,885 Calvin College & Seminary 22,360 Central Michigan University 2,216 DePauw University 18,160 Eastern Michigan University 22,181 Grand Valley State University 1,454 Hillsdale College 3,340 Hope College 24,340 Indiana University Purdue University Indianapolis 1,455 Kalamazoo College 2,174 Lake Superior State University 2,677 Madonna University 1,442 Marygrove College 45,834 Michigan State University 6,591 Michigan Technological University 8,031 Northern Michigan University 17,089 Oakland University 8,825 Saginaw Valley State University 41,942 University of Michigan-Ann Arbor 7,821 University of Southern Indiana 22,644 Wayne State University 20,593 Western Michigan University 293,349 Total Page 20
Philosopher's Index - ProQuest 1,250 Albion College Library 1,444 Alma College 1,704 Aquinas College 3,885 Calvin College & Seminary 22,360 Central Michigan University 18,160 Eastern Michigan University 12,141 Ferris State University 22,181 Grand Valley State University 1,454 Hillsdale College 24,340 Indiana University Purdue University Indianapolis 1,455 Kalamazoo College 45,834 Michigan State University 6,591 Michigan Technological University 17,089 Oakland University 8,825 Saginaw Valley State University 4,267 University of Detroit Mercy 41,942 University of Michigan-Ann Arbor 22,644 Wayne State University 20,593 Western Michigan University 278,159 Total Page 21
PsycArticles - ProQuest 1,560 Adrian College 1,250 Albion College Library 1,444 Alma College 2,337 Andrews University 1,704 Aquinas College 22,758 Baker College 3,885 Calvin College & Seminary 22,360 Central Michigan University 2,795 Cornerstone University 18,160 Eastern Michigan University 12,141 Ferris State University 22,181 Grand Valley State University 1,454 Hillsdale College 3,340 Hope College 1,455 Kalamazoo College 2,174 Lake Superior State University 2,744 Lawrence Technological University 15,258 Macomb Community College 2,677 Madonna University 45,834 Michigan State University 6,591 Michigan Technological University 2,903 Muskegon Community College 1,386 North Central Michigan College 8,031 Northern Michigan University 17,136 Oakland Community College 17,089 Oakland University 922 Olivet College 856 Rochester College 8,825 Saginaw Valley State University 1,967 Siena Heights University 3,254 Spring Arbor University 4,267 University of Detroit Mercy 8,081 Washtenaw Community College 20,593 Western Michigan University 289,412 Total Page 22
PsycBooks - ProQuest 2,795 Cornerstone University 8,031 Northern Michigan University 10,826 Total Page 23
PyscInfo - ProQuest 1,560 Adrian College 1,250 Albion College Library 1,444 Alma College 2,337 Andrews University 1,704 Aquinas College 3,885 Calvin College & Seminary 22,360 Central Michigan University 2,795 Cornerstone University 18,160 Eastern Michigan University 12,141 Ferris State University 22,181 Grand Valley State University 1,454 Hillsdale College 3,340 Hope College 1,455 Kalamazoo College 2,174 Lake Superior State University 2,677 Madonna University 45,834 Michigan State University 6,591 Michigan Technological University 8,031 Northern Michigan University 17,089 Oakland University 856 Rochester College 8,825 Saginaw Valley State University 1,967 Siena Heights University 3,254 Spring Arbor University 4,267 University of Detroit Mercy 20,593 Western Michigan University 218,224 Total Page 24
PsycTests - ProQuest 3,885 Calvin College & Seminary 22,360 Central Michigan University 45,834 Michigan State University 17,089 Oakland University 8,825 Saginaw Valley State University 20,593 Western Michigan University 118,586 Total Page 25
Sociological Abstracts - ProQuest 1,250 Albion College Library 1,444 Alma College 2,337 Andrews University 1,704 Aquinas College 3,885 Calvin College & Seminary 22,360 Central Michigan University 2,216 DePauw University 18,160 Eastern Michigan University 3,340 Hope College 24,340 Indiana University Purdue University Indianapolis 1,455 Kalamazoo College 2,677 Madonna University 45,834 Michigan State University 8,031 Northern Michigan University 17,089 Oakland University 8,825 Saginaw Valley State University 41,942 University of Michigan-Ann Arbor 22,644 Wayne State University 229,533 Total Page 26
Social Science Package - ProQuest 2,795 Cornerstone University 22,181 Grand Valley State University 2,532 Trine University 4,267 University of Detroit Mercy 3,822 Valparaiso University 20,593 Western Michigan University 56,190 Total Page 27