Project Information

Bid Title

THE SEATTLE PUBLIC LIBRARY INTERGRATED LIBRARY SYSTEM (ILS)

Issuing Agency

City of Seattle

Location

Washington

Published Date

Jul 31, 2025

Closing Date

Sep 10, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFP# ILS 0709-2025

Original Source

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Bid Documents

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Project Description

Project ID: RFP# ILS 0709-2025

Title: THE SEATTLE PUBLIC LIBRARY INTERGRATED LIBRARY SYSTEM (ILS)

Addenda: 0

Release Date: 7/31/2025

Due Date: 9/10/2025

Post Information

Posted At:Thu, Jul 31, 2025 9:00 AMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

The Seattle Public Library seeks to acquire an Integrated Library System (ILS) to support the operations of the Library. The ILS will be used as the system of record for the Library’s holdings and patron databases; for supporting patron transactions related to using library services such as requesting and holding library items and checking items in and out; and for performing library operational functions such as recording and tracking fees owed, sending notifications to patrons, and ordering and acquiring new library materials. Bids will be submitted electronically to both the Seattle Public Library via e-mail to: buyer.bids@spl.org and through the Procurement Portal at https://procurement.opengov.com/portal/seattle , no later than 5:00pm PDT on Wednesday September 10, 2025

BID DOCUMENTS: All Contract Documents, contacts and Bid Instructions are available at https://procurement.opengov.com/portal/seattle ) in the attachment section.

Background

The Seattle Public Library (SPL) is the public library system serving the city of Seattle , Washington . The system currently consists of a Central Library located in downtown Seattle, 26 neighborhood libraries, and an operations center in the Georgetown neighborhood. The Seattle Public Library also offers mobile library services and outreach to community centers, assisted living facilities, schools, and other locations around the city.

In 2023, the library served 293,000 active patrons, 75,000 new cardholders, 124,000 borrowers of physical materials, and 175,000 borrowers of digital materials. The library answered 234,000 assisted information questions, and it hosted 3,500 classes, events, and activities, as well as 341,000 public computer sessions. [Note that 2024 data is anomalous due to a 3-month interruption of library services following a cybersecurity incident.]

SPL’s mission is to bring people, information, and ideas together to enrich lives and empower the community. We envision The Seattle Public Library as the central hub of an equitable and connected city where knowledge flourishes, and people find inspiration and a sense of belonging. Our 10-year strategic plan supports our vision by maintaining a focus on our core commitments and services, such as providing free access to books and information; supporting and connecting with organizations that increase community literacy, enrichment, and empowerment; and developing and delivering community programming that improves people’s lives. We put people first and we prioritize equity in our actions, service, and outcomes.

SPL currently uses the Horizon Integrated Library System (ILS) by SirsiDynix, which has been in use since 2005. The Horizon application and its databases are hosted on SPL premises and maintained/supported by SPL staff.

In 2010, SPL implemented BiblioCommons as its public catalog. In 2025, SPL launched an SPL mobile app developed by Communico.

SPL utilizes a partial floating collection. Most items assigned to neighborhood libraries are considered “floating” while items originating from Central Library always return to Central. Collections across the system are manually rebalanced every two weeks to account for shelf space limitations and to improve the diversity of the collection.

SPL eliminated fines for overdue materials in 2020.

Timeline

RFP Issued:

July 31, 2025

Pre-Proposal Conference (Non-Mandatory):

August 11, 2025, 9:00am

Conference will be virtual on two separate dates starting on 08/11/2025 at 9:00am and then on 8/13/2025 at 11:00 am.

Attendance at a pre-proposal conference is not mandatory. Contact the Project Contact to confirm attendance and receive connection information for the meeting.

Deadline for Questions:

August 20, 2025, 5:00pm

Proposals Due to the City:

September 10, 2025, 5:00pm

The Seattle Public Library will receive responses via e-mail to: OpenGov https://procurement.opengov.com/portal/seattle , with copies submitted in PDF format to both the Project Contact and the Senior Buyer or Procurement Contact via email addresses listed on page 2 of the RFP by no later than 5:00pm PDT on Wednesday September 10, 2025.

Demonstrations and Interviews- TBD:

Will be held virtual. Once responses have been reviewed candidates moving on will be notified and provided the Demo and Interview dates, times, and meeting link.

Commodity Codes

• NAICS 519120Libraries and Archives
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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