Project Information

Bid Title

Integrated Library System Request for Proposals

Issuing Agency

Pella city

Location

Iowa

Published Date

May 8, 2026

Closing Date

Jun 5, 2026

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Title:	Integrated Library System Request for Proposals
Category:	City of Pella Bids
Status:	Open
Bid Recipient:	Chris Brown, Assistant Library Director

Description: The Pella Public Library is seeking proposals for a modern, secure Integrated Library System (ILS) that supports public discovery, circulation, cataloging, acquisitions, serials management, reporting, and system administration, and that integrates with a library mobile app (vendor provided or third party). Complete specifications and response guidelines can be found in the official Request for Proposals document which can be downloaded from this site. For further information regarding this RFP, please contact Chris Brown, Assistant Director, via email at: For security reasons, you must enable JavaScript to view this E-mail address. , or phone (641) 628-4268. Â Publication Date/Time: 5/8/2026 3:00 PM Publication Information: See the attached Request for Proposals. Closing Date/Time: 6/5/2026 12:00 PM Submittal Information: Pella Public Library ATTN: Chris Brown 603 Main St. Pella, IA 50219 Related Documents: Pella_IA_ILS_RFP_2026

Attachment Preview

Request for Proposals

for an

Integrated Library System

Date Issued: May 8, 2026

Sealed proposals must be received by noon on: June 5, 2026

In the o ice of the Assistant Director

For further information regarding this RFP

contact Chris Brown, Assistant Director,

via email: cbrown@cityofpella.com

Pella Public Library

603 Main St.

Pella, IA 50219

(641) 628-4268

1

Section 1: Introduction

The Pella Public Library is seeking proposals for a modern, secure Integrated Library System (ILS)

that supports public discovery, circulation, cataloging, acquisitions, serials management,

reporting, and system administration, and that integrates with a library mobile app

(vendor-provided or third-party).

The mission of the Pella Public Library is [to]

“Enrich our community by welcoming, creating, and nurturing curious minds and supporting

lifelong learners.”

In addition to meeting the Functional Specifications, proposals will be evaluated based on how

e ectively the system supports an intuitive, accessible, and end-to-end service experience for both

patrons and sta . Across all functions of the ILS, thoughtful consideration will be given to the

opportunities the system creates for us to fulfill our mission.

Evaluation Criteria

Weight (%)

Functional Fit & Workflow Support

35%

User Experience (Sta & Patron)

15%

Implementation, Data Migration & Training

15%

Vendor Support, Stability & Product Direction

15%

Cost / Total Cost of Ownership*

15%

Future Scalability & Consortium Readiness

5%

*Cost will be evaluated in relation to demonstrated functionality, implementation quality, support

services, and long-term value to the Library.

Proposal Requirements

A complete proposal must include the following to receive full consideration:

Cover Letter

Vendor Profile

Costs

References

Functional

Specifications

Implementation Plan

Provided with the proposer’s letterhead, signed and dated by a duly authorized

representative.

Including background, product line, financial information, sta information.

All costs to deliver the proposed system must be presented in a separate,

itemized section, including one-time implementation costs and ongoing

annual costs. Vendors must also provide a five-year total cost of ownership

summary and disclose any anticipated annual increases.

Provide three references from libraries of similar size to the Pella Public Library.

Respond to each item in the “Functional Specifications,” section of this

document. Provide any necessary clarifying information in the, “Vendor

Response,” field for each item.

Provide a schedule for system installation, outlining milestones and

responsibilities of the Vendor and the Library. The Vendor will describe how the

2

Training

Warranty,

Maintenance,

Support, and Updates

Certification of

Stability

proposed hardware will handle future growth of the library, including additional

collections, patrons, system features, and multiple library branches.

Describe training approach for the new ILS.

Describe the warranty and maintenance policy for hardware and software;

customer support policies, including help lines, hours of operation, and

emergency service; and policy for software updates.

The Vendor certifies that, as of the proposal submission date, it is not subject

to bankruptcy, foreclosure, or major corporate restructuring, and has no

knowledge of a pending acquisition or sale. The Vendor agrees to notify the

Library in writing of any such changes prior to contract execution. Vendor

understands and agrees that, regardless of preliminary proposal acceptance

by the Library, such an event may be grounds for proceeding with an alternate

proposal and Vendor.

Vendors are requested to provide a copy of their standard contract(s) with their proposal

submission to use as a starting point for negotiations.

The Pella Public Library will review all valid, complete proposals and evaluate the extent to which

each meets the specifications herein. Please note the following declarations:

1. The Pella Public Library is not bound to accept the lowest priced proposal.

2. The Pella Public Library reserves the right to reject any or all proposals for any reason

deemed to be in the best interest of the Library. The library may, but is not obligated to,

provide a rationale for a rejected proposal.

3. The Pella Public Library reserves the right to request clarification on any item in a proposal

or to request additional information when necessary to perform a complete evaluation.

4. The Pella Public Library reserves the right to contact any references provided.

5. The Pella Public Library reserves the right to postpone selection or the contract award for

any reason.

Tentative Timeline

Activity

RFP Issued

Proposal Deadline

Vendor Demonstrations (optional)

Proposal Review Period

Board Review

Vendor Notification

Tentative Date

May 8, 2026

June 5, 2026, 12:00 p.m.

June 8 – June 12, 2026

June 8 – June 19, 2026

June 9, 2026

June 26, 2026

3

Proposals must be received no later than 12:00 p.m. (Noon) on June 5, 2026. Proposals may be

submitted in one of the following formats:

 Electronically via email attachment to cbrown@cityofpella.com

 Electronically via file-sharing service (e.g., Dropbox link) sent to cbrown@cityofpella.com

 Physically in a sealed envelope delivered by mail or hand-delivery to:

Chris Brown, Assistant Director

Pella Public Library

603 Main St.

Pella, IA 50219

Vendors are responsible for ensuring successful delivery prior to the submission deadline.

Confirmation of receipt by reply email will be provided by the Assistant Director for electronic

submissions. If utilizing a delivery service, Vendors are strongly encouraged to select a service with

delivery confirmation or require a signature on delivery.

Proposals will not be reviewed until after the submission deadline.

All proposals submitted in response to the RFP shall become the property of the City of Pella and

shall not be returned.

Under Chapter 22 of the Iowa Code, “Examination of Public Records”, all records of a governmental

body are presumed to be public records, open to inspection by members of the public. Proposals

submitted in response to this RFP shall be considered public records.

Proposals will be considered by the Pella Public Library Board of Trustees at their scheduled June 9,

4:00 p.m. meeting. The Vendor selected by the Trustees will be notified no later than June 26, 2026.

Vendors must be able to provide a full launch of the ILS with complete functionality no later than

January 15, 2027.

Complete Functionality includes:

1) The complete ILS, and all modules, and the Discovery Layer (catalog) must be running at

full capacity, and be fully functional across the entire system.

2) Complete datasets, both historical and current, have been migrated from our previous

vendor, SirsiDynix. Any additional data work must completed to the library’s satisfaction

prior to launch to correct any and all data deficiencies, corruptions or undesired alterations.

3) A complete and stable connection to all interfacing hardware and software, such as

Envisionware’s PC Reservation and Bibliotheca SelfCheck machines owned by the library.

4) A complete and stable connection to a Library App, either Vendor- or third-party provided.

4

5) Completion of any administrative configuration and setup within the ILS which allows the

ILS to be tailored to the library’s specific needs. This includes any custom reports which are

needed by the library.

Vendor Demonstrations

The Library reserves the right to invite selected Vendors to participate in demonstrations of their

proposed system as part of the evaluation process. Demonstrations may include sta workflows,

patron discovery experience, reporting functionality, acquisitions workflows, mobile functionality,

and other areas identified by the Library.

If demonstrations are requested:

 Vendors may be asked to demonstrate Library-defined workflows.

 Demonstrations may be conducted virtually or in person.

 Demonstrations may be considered as part of the final evaluation process and overall

proposal scoring.

The Library is not obligated to conduct demonstrations with all Vendors submitting proposals.

5

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 519120Libraries and Archives
• NAICS 541512Computer Systems Design Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.