Enterprise Library Management System

Project Overview Minnesota State is requesting proposals for a shared, standards-based integrated library services platform (LSP) that will meet the diverse needs of its member libraries and their patrons now and into the future. MnPALS includes a variety of institution types and sizes with widely differing patron, staff, and collection profiles, operational requirements, and workflows. MnPALS libraries require an LSP with the flexibility to accommodate individual institutional preferences within a common framework that reflects and supports their commitment to collaboration. Interoperability with Minitex’s resource sharing platform, ReShare, is necessary for the smooth functioning of interlibrary loan in MnPALS and Minnesota. System Requirements The proposed LSP must meet the functional and technical requirements below and should reflect current industry expectations for next-generation library platforms. Discovery and User Experience The LSP must connect patrons to MnPALS libraries’ collections, services, and expertise, as well as the broader scholarly and informational ecosystem. The public-facing discovery interface should be: Fully accessible and compliant with WCAG 2.2 AA or higher. Intuitive and responsive, enabling seamless use across devices. Flexible and customizable, allowing each MnPALS institution to tailor branding, search configuration, and interface elements. Capable of unified searching across print, digital, open-access, licensed, and institutional materials Search results must be fast, relevant, and accurate. Personalization features should align with patron privacy expectations and consortium policies Staff Experience and Workflow Optimization The LSP must enable staff efficiency, interoperability, and continuous improvement. MnPALS seeks a system that: Supports end-to-end workflows for acquisitions, metadata management, circulation, fulfillment, electronic resource management (ERM), and analytics. Streamlines processes through automation, batch operations, configurable workflows, and integrated knowledge bases. Enables consortium-wide configuration management while allowing libraries to define local policies and practices. Continues to support the full lifecycle of print resource management while offering advanced capabilities for electronic resources, linked data, and emerging formats. Remains current through regular vendor-managed updates, continuous feature releases, and agile product development aligned with community needs. Security, Privacy, and Compliance Protecting patron confidentiality and operational data is a core requirement. The LSP must: Adhere to current security best practices, including encryption in transit and at rest, access logging, and role-based permissions. Retain personally identifiable information (PII) only as long as required by MnPALS policies and applicable law. Limit data exposure to what is necessary for functional use, analytics, or authorized integrations. Comply with relevant state and federal privacy regulations and industry security standards. Support SSO and institutional identity providers (e.g., SAML, Azure AD) Analytics and Reporting The platform must include robust, flexible analytics tools capable of serving individual libraries and the consortium as a whole. The system should: Out-of-the-box reports for circulation, acquisitions, fulfillment, metadata, and e-resources Provide real-time and historical data, including both standard and customizable reports. Support cross-institutional analytics, enabling comparison, benchmarking, and aggregated reporting across large and complex data sets. Offer API access and data export tools to support external analysis, dashboards, and institutional reporting requirements. Consortium Growth, Support, and Vendor Partnership MnPALS requires a vendor committed to partnership, transparency, and continuous enhancement of the platform. The ideal vendor will: Demonstrate an agile development model that incorporates community feedback and addresses evolving informational, technological, and user needs. Provide clear pathways and tools for onboarding new member libraries, allowing fast, scalable integration of diverse institutions. Offer responsive customer support, thorough documentation, and ongoing training for both individual libraries and the consortium. Selection Process The selection process includes a task force consisting of representatives from member libraries and the PALS staff. This group will evaluate the proposals with input from the consortium members and make a recommendation to the MnPALS Library Leadership Group, who will make the final decision. The task force includes representation from the following institutions: Southwest Minnesota State University Concordia University, St. Paul University of St. Thomas Minnesota State University Moorhead Minnesota Legislative Reference Library Anoka Technical College St. Cloud State University MN Department of Natural Resources MN State Law Library Bemidji State University St. Catherine University College of St. Scholastica Minnesota State University, Mankato Inver Hills Community College Hamline University PALS Office Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Adherence to Minnesota State Terms and Conditions. A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract. 5 Work Plan. A description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. 20 Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. Include infomation about optional services, training, and pieces of the system and formula of the cost to opt for if individuals libraries choose. 25 Qualifications of Respondent and its personnel. An outline of the Responder’s background and experience with examples of similar work complete by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided. 5 Completeness, thoroughness and detail of the response Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 20 Accessibility A completed response to the linked Voluntary Product/Service Accessibility Template(s)®(VPAT) for all software, hardware, and websites as applicable (guidance available in the ‘Products’ tab). The response must contain adequate information to evaluate the responsiveness to the accessibility standards (e.g., a completed VPAT or equivalent). 5 Demonstrations & Meetings Vendors will be evaluated on their ability to effectively demonstrate the functionality, usability, and performance of the proposed Integrated Library Services Platform (LSP). The demonstration must illustrate how the system meets MnPALS consortium requirements, supports diverse institutional workflows, and aligns with current industry standards. Evaluators will assess the clarity and completeness of the presentation, the system’s ease of use for staff and patrons, the responsiveness of the interface, and the platform’s capacity to handle complex, consortial operations. The demonstration should provide evidence of real-world capability, not conceptual or future functionality, and must clearly show how the system supports accessibility, interoperability, reporting, migration, and security expectations. 20 Total: 100 Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Oral Presentation & Demonstrations After evaluation of written proposals, Minnesota State will shortlist responders for oral presentations and demonstrations. Shortlisted responders will be notified in writing and provided with scheduling instructions. Demonstrations are intended to validate proposed solutions and allow clarification of responses. Responders should ensure that key personnel and subject matter experts are available for the presentation on February 24, 2026. Minnesota State will make reasonable efforts to accommodate each responder’s scheduling preferences; however, Minnesota State reserves the right to assign dates and times at its discretion. Contract Terms Minnesota State desires to enter into a contract with the successful Vendor(s) effective July 1, 2027, or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be three (3) years with the option to extend an additional five (5) years in annual increments. If Minnesota State and Vendor are unable to negotiate and sign a contract by December 1, 2026, then Minnesota State reserves the right to seek an alternative Vendor(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.