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Horizon SAAS database hosting

[January 13, 2010]

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Copyright (c) 2010 Department of Finance Canada

Abstract: Horizon will migrate from a locally hosted system to a ’Software-as-a-Service’ (SAAS) vendor-hosted model. SAAS removes dependency on an in-house support model where expertise is lacking and roles and responsibilities are difficult to formalize. The SAAS model provides stable system support and expertise.


Horizon SAAS database hosting

Department of Finance Canada

ADVANCE CONTRACT AWARD NOTICE (ACAN) - Horizon SAAS Migration

File # FIN-993202-2010-01-12

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a statement of capabilities that meets the requirements set out in the ACAN, the competitive requirements of the government’s contracting policy have been met. Following notification to suppliers not successful in demonstrating that their statement of capabilities meets the requirements set out in the ACAN, the contract may then be awarded using the Treasury Board’s electronic bidding authorities.

If other potential suppliers submit statements of capabilities during the fifteen calendar day posting period, and meet the requirements set out in the ACAN, the department or agency must proceed to a full tendering process on either the government’s electronic tendering service or through traditional means, in order to award the contract.

You are hereby notified that the government intends to solicit a bid and negotiate with the firm identified above.

If you wish to submit a written response showing that you are capable of meeting this requirement, it must be done not later than the closing date and time. As it is intended to proceed in a timely manner, responses received after the closing date will not be considered. The Crown reserves the right not to open this procurement to competition.

Responses received on or before the closing date will be considered solely for the purpose of deciding whether or not to conduct a competitive procurement. Information provided will be used by the Crown for technical evaluation purposes only and is not to be construed as a competitive solicitation. Your written response must provide sufficient evidence (e.g. specifications, technical data, drawings, or any other proof) that clearly demonstrates that your product or service is capable of fulfilling this requirement.

Suppliers that have submitted a response will be notified in writing of Finance‘s decision to continue with the non-competitive procurement or to compete the requirement.

Should you have any questions concerning this requirement, contact the contracting officer identified above. The Finance file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.

Contracting Officer Contact:
Nick Plettenberg-Dussault
(613) 943-9182 FAX:(613) 995-3050
E-mail: Nicholas.Plettenberg-Dussault@fin.gc.ca

CLOSING DATE AND TIME FOR WRITTEN SUPPLIER RESPONSES CHALLENGING THIS REQUIREMENT IS 2:00 p.m. EST, January 28, 2010.

DESCRIPTIVE TITLE:

Horizon SAAS Migration

TRADE AGREEMENT: - None

For the past 10 years, the SirsiDynix Horizon library system has provided Department of Finance employees with online access to departmental and commercially published print and electronic information resources via the library's web catalogue; Horizon also provides library staff with access to the integrated library system modules used in managing the collection (acquisitions / serials / cataloguing and circulation). The library application is available to departmental employees only.

Currently, the Horizon desktop client requires an older Java runtime environment client which poses security risks and is currently in conflict with the department's network standards. The Library is unable to upgrade in-house because newer Horizon releases run under a release of MSSQL not supported within the department. SAAS hosting will allow us to move forward with an upgrade to the latest release of Horizon running under MSSQL2008.

Objective

Horizon will migrate from a locally hosted system to a 'Software-as-a-Service' (SAAS) vendor-hosted model. SAAS removes dependency on an in-house support model where expertise is lacking and roles and responsibilities are difficult to formalize. The SAAS model provides stable system support and expertise.

Requirements

Horizon SAAS database hosting

•    A complete server environment, including all server resources
•    All future server capacity is provided, without future additional cost. If more performance is required based on usage or SirsiDynix enhancements, servers will be upgraded or replaced.
•    All production SirsiDynix server components are redundant: CPU, memory, disks, and networking cards.
•    All systems are afforded full Disaster Recover protection
•    Full system backups are performed weekly with differential backups performed all other days.
•    Systems are managed and monitored proactively. Systems notify SirsiDynix Administrators of performance, free disk space, free memory, network errors or degradation
•    Major system components support predictive monitoring, components can be replaced before they fail and cause interruption.
•    Systems are actively monitored for security and regularly patched to the latest OS security and stability releases.
•    Horizon database runs under an MS SQL Database, with bilingual Horizon client
•    Existing French and English templates from current Horizon web interface (HIP) are migrated to the SAAS environment.
•    All systems are protected via firewalls and other security devices
•    Sites receive 24 x 7 Critical Care support
•    SirsiDynix Horizon upgrades are scheduled by the site but performed by SirsiDynix Technicians



Deliverables and milestones

1.    Horizon Platform Migration to Horizon SaaS (MSSQL)
2.    Horizon ILS, running under MSSQL, including the following modules

Acquisitions:    the Acquisitions module tracks book and journal purchasing and book budget management (purchase orders, invoice information, payment information, budget information)
Cataloguing:    the Cataloguing module allows for the identification and description of the library’s collection through bibliographic it item records; output of this activity is the Library Catalogue.
Serials:    the Serials module manages journal holdings, subscription details, number of copies, issues expected/late/missing/received, and routing lists for circulating journals.
Circulation:    the Circulation module tracks loans, returns, reserves, and borrower records
Public Access Catalogue (WebCat)    A web-based front-end to the MS-SQL-based catalogue; departmental employees can search the collection, request items, create booklists, and review items on loan from their desktop
Staff Catalogue (StaffPac)    Accessed through the desktop client, the StaffPac module is used by staff to search the catalogue and place holds on items.

3.    Horizon Information Portal (HIP) French and English Migration to Horizon SaaS, with access restricted to employees behind the department’s firewall IP.


Special requirements

All equipment will be housed in the SAAS data center to provide for secure network access to the server. Vendor will provide equipment redundancy, such as mirrors and RAID, for maximum uptime and limited loss of access to the system.

Disaster recovery measures for instances where the Horizon system is unavailable include options such as stand alone circulation clients. The vendor will provide recovery service to include reconfiguring and reloading the library system.

The SAAS implementation will be adopted providing all identified security, privacy and technical requirements are met by the vendor’s product and services. A successful migration of Horizon to the SAAS environment must be completed by March 31, 2010.

Contract period

The proposed contract is for a period of 3 years, from January 29 2010 - March 31, 2013.
Estimated value

The estimated value of this contract is $72, 740 CDN plus applicable taxes over 3 years.
Language of work

Technical support for systems administration will be offered in English. French documentation will be available for the French software.

IDENTIFICATION OF CONTRACTOR

SirsiDynix
611 Kumpf Drive, Unit 300
Waterloo, Ontario N2V 1K8
Canada

REASON FOR AWARDING CONTRACT TO THIS CONTRACTOR

Only one person or firm is capable of performing the contract.

SirsiDynix Inc. (formerly Ameritech Library Services) successfully competed in an RFP process for an Integrated Library System (ILS) in 1999. The Horizon ILS was subsequently implemented in the Department of Finance, providing employees with online access to departmental and commercially published print and electronic information resources via the library's web catalogue; Horizon also provides library staff with access to the integrated library system modules used in managing the collection (acquisitions / serials / cataloguing and circulation). The Horizon ILS has been upgraded over the years as new versions have been released.

The Library is migrating Horizon from a locally hosted system to a 'Software-as-a-Service' (SAAS) vendor-hosted model. SAAS removes dependency on an in-house support model where expertise is lacking and roles and responsibilities are difficult to formalize.

The Library must migrate to SAAS because the current older release of the Horizon client requires an older Java runtime environment client. Running this client poses security risks and is meant to be a temporary measure. The Library is unable to upgrade to a newer release of Horizon in-house because newer Horizon releases run under a version of MSSQL not supported within the department. SAAS hosting will allow us to move forward with an upgrade to the latest release of Horizon running under MSSQL2008.

The SAAS implementation has been preceded by a full Privacy Impact Assessment and a Threat and Risk Assessment based on an analysis of the Horizon ILS and SirsiDynix SAAS facility. Successful migration of Horizon in a SAAS environment must be completed by March 31, 2010.
Pricing for migration to the SAAS hosted solution incorporates the annual maintenance fees, costs for server maintenance and increased capacity, disaster recovery, backup systems, MSSQL and Horizon licensing costs, and all software upgrades and support services.
SirsDynix is the sole developer and distributor of the Horizon ILS. The Dept. of Finance is authorized to use of the software and all patches and new releases through an annual service contract.
There a presently no other providers of a SAAS-hosted Horizon ILS.
The integration of one system is essential for data integrity; data residing within a single relational database is accessed by multiple library modules within the ILS. A wholesale migration of the Library system would be well beyond the project budget.
The Dept. of Finance has a significant investment in the Horizon ILS. The initial investment in the Horizon ILS purchase and implementation in addition to the annual maintenance contracts to date totals approximately $225,800 in software maintenance and support costs. Server purchases and server maintenances, staff resources invested in training, upgrades, and the costs for ongoing system maintenance and troubleshooting have also been significant.
SaaS pricing will reduce the Total Cost of Ownership (TCO) through a significant saving in operating expenses. SaaS pricing includes:
•    A complete server environment, including all server resources
•    All future server capacity is provided, without future additional cost. If more performance is required based on usage or SirsiDynix enhancements, servers will be upgraded or replaced.
•    All production SirsiDynix server components are redundant, CPU, memory, disks, and networking cards.
•    All systems are afforded full Disaster Recover protection
•    Full system backups are performed weekly with differential backups performed all other days.
•    Systems are managed and monitored proactively. Systems notify SirsiDynix Administrators of performance, free disk space, free memory, network errors or degradation
•    Major system components support predictive monitoring, components can be replaced before they fail and cause interruption.
•    Systems are actively monitored for security and regularly patched to the latest OS security and stability releases.
•    Horizon database runs under an MS SQL Database, with bilingual Horizon client
•    Existing French and English templates from current Horizon web interface (HIP) are migrated to the SAAS environment.
•    All systems are protected via firewalls and other security devices
•    All sites receive 24 x 7 Critical Care support
•    SirsiDynix Horizon upgrades are scheduled by the site but performed by SirsiDynix Technicians

SirsiDynix has offered a 25% Customer Loyalty Discount on the list price of SAAS Horizon software subscriptions.


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Publication Year:2010
Type of Material:Article
Language English
Issue:January 13, 2010
Publisher:Department of Finance Canada
Company: SirsiDynix
Products: Horizon
Libraries: Department of Finance Canada
Online access:http://www.merx.com/English/SUPPLIER_Menu.asp?WCE=Show&TAB=1&PORTAL=MERX&State=7&id=189085&print=Y&src=osr&ForceLID=&HID=&hcode=eBsnc%2BvQ8HEm39Rp7enWJA%3D%3D
Record Number:14845
Last Update:2012-12-29 14:06:47
Date Created:2010-06-30 11:32:48