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SWAN ILS Search Information for Vendors

SWAN invites vendors to respond to the RFP for our ILS Search.

View the Request for Proposal

Submit your intent to propose

The intent to propose period has closed. Vendors that submitted an intent to propose should submit their RFP before the deadline.

Submit your response

We have extended our submission deadline for the RFP response. Submit your RFP response by November 20th, 2026.

Upload your RFP response

Ask a question 

Vendors, please submit any questions on submitting the RFP through this form.

Please list any questions you have about responding to the RFP. Your questions will be sent to Aaron Skog, Executive Director and Scott Brandwein, Assistant Director.

Question responses 

Here are the answers to all of the questions we have received regarding the RFP Document.

  1. Which vendor provides your SMS service?
    SWAN currently contracts with Unique Library to send SMS notifications via their MessageBee service.
  2. Does SWAN intend to migrate any reading history data for users?
    No. SWAN has moved away from tracking reading history in the ILS and instead offers patrons the option to track history through our Aspen Discovery layer.
  3. Does SWAN intend to migrate historical circulation data (e.g., closed checkouts and hold requests from previous years and/or paid bills from previous years)? If so, how far back?
    This is something that SWAN needs to discuss further and would depend on the timing of any potential migration. We will likely require at least a year of paid bill data at a minimum.
  4. Does SWAN have MARC Format for Holdings Data records you wish to migrate?
    SWAN does have holdings data in MARC format, but we do not require any migration services for this data.
  5. Does SWAN intend to migrate authority records?
    Yes, SWAN maintains a local authority database and would like to discuss migration of this data or recommended best options for the proposed system.
  6. Does SWAN use an authority control service, such as Backstage Library Works?
    Yes, SWAN contracts with Backstage Library Works for authority control and bibliographic maintenance services.
  7. Does SWAN have ancillary data, such as cover images to migrate?
    No. SWAN does not maintain any cover images or other ancillary data.
  8. Please describe how SWAN handles the updating of patron records after running patron information through the National Change of Address processing. Does SWAN receive a file of updated records that is uploaded into the current ILS? If so, what format is that file in? If not, does the ILS connect to the database via API or other protocol?
    Data is returned to SWAN as a .csv file. SWAN staff then converts that data into a list of user record update commands using our ILS's native API. This allows us to overlay patron data directly. There is no direct communication between the ILS and the vendor.
  9. Does SWAN intend to provide any migration-related training to the member libraries after receiving train-the-trainer level instruction from the selected vendor or should the vendor expect to provide all migration-related training to the member libraries? How many member library staff can be expected to participate in migration training activities?
    SWAN will necessarily need to provide some training to member libraries in the form of pre-recorded trainings, live sessions, documentation, and self-paced courses, especially where local practice is concerned. However, we would like to discuss the extent to which the selected vendor is open to and capable of providing direct training to our member staff on the selected platform(s). We also understand that not all training need be live, and that pre-recorded trainings and self-paced courses on the selected vendor's platform may comprise some of the content. It is difficult to predict attendance at migration training activities. Our libraries prefer different methods of information dissemination. Some will prefer to send all staff while others will send leadership who will then train other staff. Depending on the number of sessions available and the topic, we could see heavy attendance in migration training sessions, perhaps approaching 100 participants.