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Networked Services Project
Request for Tender for NLA Networked Services

Chapter 3 - Configurations, Unit Prices & Cost Schedules

3.1 Introduction
3.2 Configurations of Systems and Services
3.3 Unit Price Schedules
3.4 Configuration Cost Schedules
3.5 Configuration Diagrams

3.1 Introduction

This Chapter specifies alternative Configurations of systems and services that are described in more detail in Chapters 4, 5, and 6, and for which cost proposals are requested.

3.1.1 Explanations and Instructions

a) Section 3.2 summarises Configurations of interest.
b) The Tenderer may choose to tender for one or more of the Configurations specified, subject to clause 3.1.2 below.
c) Section 3.3 contains Unit Price Schedules 1 and 2 which must be completed by every Tenderer.
d) Section 3.4 contains a set seven of (7) Configuration Cost Schedules. The Tenderer must complete and return a set of these forms for each Configuration tendered.
e) Section 3.5 contains instructions for Configuration diagrams. The Tenderer must complete and return diagrams for each Configuration tendered.
f) Tenderers are encouraged to describe alternative Configurations which meet systems and services described in Chapters 4, 5, and 6 as variations of the Configurations defined in Section 3.2. A set of Configuration Cost Schedules must be provided for each proposed alternative Configuration.

3.1.2 Constraints on Responses re Configuration #6: Integrated Library Management System

The Library is not primarily seeking a replacement for its existing integrated library management system (described in Section 4.6) for acquisitions, cataloguing, serials control, circulation, etc. However, it recognises that Tenderers of the National Bibliographic Utility (Configuration #1) may also propose an Integrated Library Management System (Configuration #6) at marginal extra cost.

Proposals tendered under Configuration #6 will not be accepted unless they are also accompanied by proposals under Configuration #1, and Tenderers must explain the relationship of Configuration #6 to Configuration #1.

3.1.3 Software-Only Responses

Tenderers responding to Software-Only Configurations must also provide full details of compatible computer equipment which will support tendered products. Expected details should include manufacturer and equipment model, but not necessarily costs.

3.1.4 Outsourcing

An outsourced service is one for which the supplier of the service will take full responsibility for delivery into the Australian marketplace, under a service-level agreement with the Library. While the Library does not wish to be prescriptive, it is likely to prefer outsourced arrangements in which data relating to Australia and Australians, data created by Australian organisations, or data relating to the locations of documents in Australian libraries, is not owned and/or held outside Australia.

This statement refers particularly to bibliographic data under Configurations #1.3 and #6.3.

3.1.5 Key Definitions

a) Software-Only: Computer programs that operate under a computer operating system as an application to provide for the business needs of the Library.
b) Facilities Management Organisation: An organisation which provides staff and/or equipment to manage, operate and maintain a computer system which is used to operate software that enables the Library to deliver services as agreed between the Library and the organisation.
c) Outsourced Service: A service for which the supplier takes full responsibility for delivery into the Australian marketplace, under a service-level agreement with the Library.
d) User: An End User at a work station. The capacity of a server may be described in terms of "Users," which shall mean the number of concurrent users connected to a server, or being served concurrently by it.

3.1.6 Notes on Configurations

a) A maximum number of Users (ie Concurrent Users) of Servers and Services are specified where possible.
b) Access to the Library's servers and services from personal computers may require that an unspecified number of client modules be installed on personal computers connected to the Library's Local Area Network and the Internet.
c) It is required that End User access to Library's servers be provided through commonly available free-ware, shareware or pay-ware graphical Web browsers (eg Microsoft Internet Explorer, Netscape Navigator) that are expected to be pre-existing on personal computers connected to the Library's Local Area Network and to the Internet. Such software is not sought under this tender.

3.2 Configurations of Systems and Services

3.2.1 Configuration #1: National Bibliographic Utility

The National Bibliographic Utility will host the National Bibliographic Database for inquiry and update access by up to 1000 concurrent users and will be connected to and accessed through the Library's Local Area Network and the Internet. The system will support:

a) Database building, maintenance and quality control (including data sampling, validation, etc)
b) Cataloguing
c) Authority control
d) Searching
e) Links with external databases
f) Output of cataloguing products
g) Creation and maintenance of Australian ISSN data
h) Activity logging and reports.

Capabilities sought are described in Section 4.1.

Configuration #1.1: Turnkey National Bibliographic Utility, 1,000 Users

A hardware/software server Configuration located in the Library or other Facilities Management Organisation.

Configuration #1.2: Software-Only National Bibliographic Utility, 1,000 Users

A software-only Configuration located in the Library or other Facilities Management Organisation.

Configuration #1.3: Outsourced National Bibliographic Utility, 1,000 Users

A National Bibliographic Utility service provided as an Outsourced Service.

3.2.2 Configuration #2: Cataloguing Client

Tenderers should note that the functionality described in this Configuration may be supported by Configuration #1, National Bibliographic Utility, in a way that may or may not involve a Cataloguing Client.

The Cataloguing Client will operate on personal computers and interoperate with Z39.50 Version 3 (including the Extended Service for Database Update) compliant servers, including the National Bibliographic Utility (Configuration #1) and ILMS (Configuration #6). It will support:

a) Copy cataloguing
b) Creation and editing of bibliographic and authority records and holdings information in the National Bibliographic Database and other databases hosted by Z39.50-compliant servers
c) Application of authority control to bibliographic records.

Capabilities sought are described in Section 4.2.

3.2.3 Configuration #3: HTTP/Z39.50 Gateway Server

The general capabilities sought for the HTTP/Z39.50 Gateway in stage 1 are:

a) To act as a single point of access for a user to all information resources accessible through the Library's Networked Services environment
b) These information resources include the Library's own resources/services, ie the National Bibliographic Utility and (possibly) the Integrated Library Management System in Stage 1, as well as external resources available via the Internet
c) Access will be from Web browsers, and target resources are to include Z39.50 as well as HTTP servers.

Capabilities sought are described in Chapter 4.3.

Configuration #3.1: Turnkey HTTP/Z39.50 Gateway Server, 1,000 Users

A hardware/software server Configuration located in the Library or other Facilities Management Organisation.

Configuration #3.2: Software-Only HTTP/Z39.50 Gateway Server, 1,000 Users

A software-only Configuration located in the Library or other Facilities Management Organisation.

Configuration #3.3: Outsourced HTTP/Z39.50 Gateway Server, 1,000 Users

An HTTP/Z39.50 Gateway Server provided as an Outsourced Service.

3.2.4 Configuration #4: National ILL Utility

The general capabilities sought for the National ILL Utility are:

a) To provide national utility functions including:

i. access to the National Bibliographic Utility, especially for holdings

ii. maintenance of and access to a national directory of suppliers and policies

iii. support of the life cycle process for incoming and outgoing requests

iv. aggregated billing for documents requested and supplied

v. maintenance of activity statistics

b) To interface with local request management systems preferably via ISO 10160/1 (ILL) protocols and Z39.50.

c) To provide a direct online access to the National ILL Utility to create or modify requests, track request progress, initiate request status changes for those Customer Libraries without a local request management system, or with a request management system which does not support the ISO 10160/1 (ILL) protocols.

d) To interact with document delivery systems using the subset of the ISO 10160/1 (ILL) protocols in the JEDDS profile.

Capabilities sought are described in Section 4.4.

Configuration #4.1: Turnkey National ILL Utility, 250 Users

A hardware/software server Configuration located in the Library or other Facilities Management Organisation.

Configuration #4.2: Software-Only National ILL Utility, 250 Users

A software-only Configuration located in the Library or other Facilities Management Organisation.

Configuration #4.3: Outsourced National ILL Utility, 250 Users

A National ILL Utility service provided as an Outsourced Service.

3.2.5 Configuration #5: Administrative Support System

The Administrative Support System will provide facilities to register users, collect and integrate activity and billing statistics for the services provided in this RFT and provide server cluster traffic management statistics, network management and fault detection.

Capabilities sought are described in Section 4.5.

3.2.6 Configuration #6: Integrated Library Management System

The Integrated Library Management System (ILMS) will replace the Library's current Dynix System, and would include modules for acquisitions, cataloguing, serial control, circulation/stock control and public access catalogue, serving up to 250 concurrent users.

Although the Library is not primarily seeking to replace its existing ILMS (described in Appendix A.6), it is interested in opportunities to replace the current Dynix system with software with the functionality contained within or adjunct to Configuration #1, at marginal additional cost.

A tender of this Configuration must therefore accompany a tender for the National Bibliographic Utility (Configuration #1).

Capabilities sought are described in Section 4.6.

Configuration #6.1: Turnkey Integrated Library Management System, 250 Users

A hardware/software Configuration located in the Library or other Facilities Management Organisation.

Configuration #6.2: Software-Only Integrated Library Management System, 250 Users

A software-only Configuration located in the Library or other Facilities Management Organisation.

Configuration #6.3: Outsourced Integrated Library Management System, 250 Users

An integrated library management system provided as an Outsourced Service.

Alternative Configurations

Tenderers are encouraged to propose alternative Configurations in addition to those defined above.

For each Alternative Configuration that is tendered, Configuration/Cost Forms in Section 3.4 must be submitted, with the Configuration being tendered designated as #____ ALTERNATIVE CONFIGURATION in the title of each Configuration/Cost Form.

3.3 Unit Price Schedules

Every tender must include completed Unit Price Schedules for both Computer Hardware and Computer Software. All prices must be in Australian dollar currency units (AU$) and, where appropriate, the currency exchange rate used must be entered at the top of each Schedule. The detail provided will provide significant information to be used in the tender evaluation process. If a Schedule has no entries for a particular Configuration, please include a copy of the Schedule marked Not Applicable.

All the Schedules are available on disk in a single Microsoft Excel 5 workbook. The workbook contains a separate spreadsheet for each Schedule. Some spreadsheets contain simple formulae which may assist in compiling the information. Tenderers may modify the spreadsheets to suit their own purposes but the basic detail required must be included.

Tenderers must provide with their tender response, a disk containing all pricing and costing information as spreadsheet workbooks in Microsoft Excel 5 format.

3.3.1 Unit Price Schedule 1 - Computer Hardware

Every item of computer equipment tendered in any Configuration must be included once in this Unit Price Schedule. Each item may appear in multiple Configurations with the same Tender Reference Number. However, where there are differences in the way in which an item of equipment is tendered (eg the same processor with different amounts of memory) a new item should appear in this Unit Price Schedule.

The detail required includes the following calculations in Australian currency (AU$):

  • Discounted Duty Free Price = Published Price - (Published Price x Discount)
  • Net Unit Price = Discounted Duty Free Price + Delivery, Installation & Acceptance
  • Tenderers should note that the Net Unit Price from this calculation is the price to be carried forward to the Configuration Cost Schedules.

Annual Maintenance must be quoted for both the 11/5 and 24/7 options but only the 24/7 option should be used when entered on the Configuration Cost Schedules.

3.3.2 Unit Price Schedule 2 - Computer Software

Every item of computer software tendered in any Configuration must be included once in this Unit Price Schedule. Each item may appear in multiple Configurations with the same Tender Reference Number. However, where there are differences in the way in which an item of equipment is tendered (eg the same software package with a different number of licensed users) a new item should appear in this Unit Price Schedule.

Since computer software is licensed in many ways by different organisations, two basic forms of licence terminology have been included in this Schedule. The following is a general description as understood by the Library and variations from these descriptions must be unambiguously explained by the Tenderer.

a) A One-Time Licence Fee is usually charged for a Perpetual Licence which will have an associated Annual Maintenance Fee. A Perpetual Licence implies that the Library may continue to use the software without paying the Annual Maintenance Fee if support is no longer required.
b) An Initial Licence Fee is usually charged for a product which will require on-going monthly or Annual Licence Fees which must be paid for the Library to continue use of the product. Software maintenance is included in the Annual Licence Fee.

Only one of the above combinations should be carried forward to the Configuration Cost Schedules.

The detail required includes the following calculation in Australian currency (AU$):

  • Net Unit Price = Published Price - (Published Price x Discount)

Tenderers should note that the Net Unit Price from this calculation is the price to be carried forward to the Configuration Cost Schedules.

3.4 Configuration Cost Schedules

Every Tender must include one full completed set of Configuration Cost Schedules 1 to 7 for each Configuration option tendered. All prices must be in Australian dollar currency units (AU$) and, where appropriate, the currency exchange rate used must be entered at the top of each Schedule. If a Schedule has no entries for a particular Configuration, please include a copy of the Schedule marked Not Applicable.

3.4.1 Configuration Cost Schedule 1 - Summary

This Schedule is to contain summary information only with the detail linked to the Configuration Cost Schedules 2 to 7.

3.4.2 Configuration Cost Schedule 2 - Computer Hardware

Details must be provided under the broad headings contained in the body of this Schedule. The information is required for each Configuration. Computer equipment tendered may be installed at the Library, or at another Facilities Managed site, or by an Outsourcing Organisation.

Communications Equipment should be included in this Schedule if such specialised equipment is required for the tendered Configuration.

3.4.3 Configuration Cost Schedule 3 - Computer System Software

Details of all computer systems software tendered in each Configuration are to be shown in this Schedule under the headings included in the body of the Schedule. Where the support of the software is separate from and additional to annual licence maintenance charges, the cost of those services should be included as an additional Recurrent Annual Charge.

Computer system software should include products such as:

a) Operating system and system utilities
b) Data management software such as hierarchical storage management products
c) Software to manage off-line storage media such as magnetic tapes and automated media equipment
d) Security management and system auditing software
e) Performance monitoring and tuning software.

3.4.4 Configuration Cost Schedule 4 - Application Software

Details of all computer application software tendered in each Configuration are to be shown in this Schedule under the headings included in the body of the Schedule. Where the support of the software is separate from and additional to annual licence maintenance charges, the cost of those services should be included as an additional Recurrent Annual Charge.

Computer application software should include products such as:

a) Data base management system
b) Transaction processing software where it is not part of the operating system
c) Internet services management
d) Specialised applications
e) Software to collect and manage administrative information
f) Work station client software
g) Authoring tools.

3.4.5 Configuration Cost Schedule 5 - Data Migration

The type of costs that will be incurred by the Library in migrating its current data to new systems may include both staff resource costs and other services that have not been defined in the RFT. Tenderers should include such costs in this Schedule and link those costs to descriptive information included in the body of their tender response.

This Schedule has a suggested format for both staff costs and the costs associated with other services. However, Tenderers are encouraged to provide more complete information by extending the Schedule for particular circumstances.

3.4.6 Configuration Cost Schedule 6 - Training

It is expected that Library staff will require training in the use of the products and services tendered. Tenderers must indicate the training which is considered essential, in particular indicating the type of Library staff that would need such training. Evaluation cost models will include a component for essential training and the availability of training courses will be included as part of the general evaluation.

3.4.7 Configuration Cost Schedule 7 - Other Costs

Tenderers may include in this Schedule any products and services not covered by Configuration Cost Schedules 2 to 6. Costs associated with Facilities Management and/or Outsourced Services should be included in this Schedule.

Because the range of products and services may be extensive, Tenderers may wish to modify this Schedule to suit their tender and to present information that will assist the Library in its evaluation. In particular, Tenderers are encouraged to define Service Units and to provide additional supporting information where necessary.

3.5 Configuration Diagrams

For each tendered Configuration the following diagrams must be provided:

a) a diagram of the logical system structure which shows relationships with other Configurations
b) a diagram showing software inter-relationships for the tendered Configuration and with other Configurations
c) a computer equipment diagram showing the sub-systems supported by each equipment item and the communications facilities required to connect the equipment.

Unit Price Schedule 1 - Computer Hardware

[Unit Price Schedule 1 -
 Computer Hardware]

Unit Price Schedule 2 - Computer Software

[Unit Price Schedule 2 -
Computer Software]

Configuration Cost Schedule 1 - Summary

[Configuration Cost Schedule 1- Summary]

Configuration Cost Schedule 2 - Computer Hardware

[Configuration Cost Schedule 2 - Computer Hardware

Configuration Cost Schedule 3 - Computer System Software

[Configuration Cost Schedule 3 - Computer System Software

Configuration Cost Schedule 4 - Application Software

[Configuration Cost Schedule 4 - Application Software]

Configuration Cost Schedule 5 - Data Migration

[Configuration Cost Schedule 5 - Data Migration]

Configuration Cost Schedule 6 - Training

[Configuration Cost Schedule 6 - Training]

Configuration Cost Schedule 7 - Other Costs

[Configuration Cost Schedule 7 - Other Costs]


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