Massachusetts Library System Request for Proposal (RFP) for an eBook Content Platform and eBook Content

RFP issued March 18, 2013 by the Massachusetts Library System, Inc. (MLS) 225 Cedar Hill St. Suite 229, Marlborough, MA 01752 508-357-2121 MLS Document: RFP/2013-03-18

Responses Must Be Received by MLS by 4:00 pm EDT, April 29, 2013 1. Planned Schedule of Events (subject to change, which, if necessary, will be announced
on www.masslibsystem.org) Date

Event Conference call to field questions about this RFP. Email ebookrfp@masslibsystem.org for meeting logon information Questions related to RFP accepted at ebookrfp@masslibsystem.org Summary of emailed questions to be posted at www.masslibsystem.org RFP Responses Due to: ebookrfp@masslibsystem.org Selected respondent presentations

March 27, 2013, 2:00pm EDT

April 1, 2013, 4:00pm EDT

April 8, 2013

April 29, 2013, 4:00pm EDT

May 16-17, 2013

May 24, 2013

Decision on Contractor(s)

May 30, 2013

Signed contracts due

June 2013

Implementation begins for pilot project

The Massachusetts Library System, Inc. (MLS) requests proposals to provide a statewide eBook content platform and eBook content for a pilot program with 50 multi-type libraries (see Appendix C for list). MLS seeks vendor(s) who will be able to serve all Massachusetts libraries on a rolling admission basis, after January 1, 2014 and contracts may last in length for up to 5 years. MLS seeks solutions related to all aspects of the eBook content platform and content, including technical integration, training and support, collection development tools, and content that accommodates the needs of all library types, as well as serves the users of all ages and a variety of learning needs.

RFP for an eBook Content Platform and eBook Content for MLS
We offer two charges for responses to ensure that MLS may provide the most cost-effective, and the most comprehensive service for all libraries beginning June, 2013. We encourage respondents to consider responding to one of the two charges or to provide two separate responses, one for each charge. Vendors are invited to make multiple proposals in response to one or more charges. Each response must be complete and stand on its own.

Charge 1 eBook Content Platform. Provide a solution for providing eBook borrowing to users of the 50 pilot libraries throughout the Commonwealth via a single user-friendly discovery platform offering a broad selection of titles. Vendor may provide the discovery platform that is loaded by content purchased or licensed by Massachusetts Library system or may provide a platform that contains a broad selection of titles. These titles can meet the needs of all pilot libraries or could meet the needs of a particular type of library, academic, public, school or special in the pilot project. If a vendor targets content toward a particular type of library, vendors should expect all pilot libraries and beyond to have access to this content. Massachusetts Library System expects this project to go statewide on a rolling admission basis for up to two years after the pilot program ends. The Massachusetts Library System may select a vendor/ or vendors to provide a solution under Charge 1. Charge 2 eBook Content. Provide a collection of eBooks that will meet the needs of academic, public, school and special libraries and that can be loaded on to a platform supported by the MLS project. Vendors may provide a collection that meets the needs of a particular type library; but should expect that all libraries in the pilot project and beyond must have access to all content provided. Vendors may provide collections from large or independent publishers. The Massachusetts Library System expects this project to go statewide on a rolling admission basis for up to two years after the pilot program ends. MLS may select a vendor/or vendors to provide content under Charge 2.

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RFP for an eBook Content Platform and eBook Content for MLS
Table of Contents Page
1. Planned Schedule of Events Related Documents 1.1 MLS Authority Other Stakeholders 1.2 Responses Sought 1.3 RFP Responses 1.4 RFP Purpose 2. Critical Success Factors 2.1 Content valued by users of public, school and academic libraries 2.2 Affordable pricing for the 50 pilot libraries and for a gradual statewide roll-out after the pilot project ends on December 31, 2013. 2.3 Clear statement of content ownership and platform portability (when applicable) 2.4 User authentication for the pilot project, with user authentication to all users after the pilot project ends. 2.5 Effective training and support resources for MLS and participating pilot libraries 2.6 Effective training and support resources for end users 2.7 Easy accessibility to content 3. Goals 3.1 Charge 1: eBook Content Platform 3.2 Charge 2: eBook Content 4. Definitions 5. Special Issues 5.1 General Information 6. Submission Procedures 6.1 Instructions for Responding to this RFP 6.2 Questions Regarding this RFP 6.3 Other Communications 6.4 Proposal Pricing and Billing Conditions 6.4.1 Billing and Pricing 6.4.2 Payment Calendar 7. Evaluation Criteria Checklist 8. Specifications Appendix A Appendix B Appendix C 1-2 4 5 5 6 6-7 7 7 7 7 7 7 7 7 7 7 7-8 8-9 9 9-10 10 10-11 11 11 11 11-12 12 13 13 14 14 14-15

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RFP for an eBook Content Platform and eBook Content for MLS
Related Documents

Charge 1: eBook Content Platform Charge 2: eBook Content

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RFP for an eBook Content Platform and eBook Content for MLS

1.1 Authority: Massachusetts Library System, Inc.

The Massachusetts Library System, Inc. (MLS) is incorporated as a 501(c) 3 not-for-profit corporation. MLS is a multi-type library cooperative funded through the Massachusetts Board of Library Commissioners. Chapter 78: Section 19C of the General Laws of Massachusetts authorizes the Board of Library Commissioners to establish a comprehensive, statewide program of regional library service, consisting of regional library systems . . . for the purpose of providing reference and research services, interlibrary loan, delivery, and other regional services to public, school, academic, and special libraries in the region . . . Massachusetts Library System, Inc. 225 Cedar Hill Street, Suite 229 Marlborough, MA 01752 508-357-2121 www.masslibsystem.org Contact: Deborah Hoadley The Massachusetts Library System, Inc. (MLS) was established in 2010 in response to a restructuring of statewide regional library systems. MLS, a state-supported collaborative, fosters cooperation, communication, innovation, and sharing among member libraries of all types. The MLS promotes equitable access to excellent library services and resources for all who live, work, or study in Massachusetts.

1.2 Other Stakeholders

Massachusetts Board of Library Commissioners (MBLC) (State Agency that funds the MLS) 98 North Washington Street, Suite 401 Boston, MA 02114 617-725-1860 http://mblc.state.ma.us Contact: Cindy Roach MBLC Resource Sharing Committee 10 Massachusetts Automated Resource Sharing Networks Staff and users of 1700 Massachusetts libraries

1.3 Responses Sought

The Massachusetts Library System, Inc. (MLS) requests proposals to provide a statewide eBook content platform and eBook collections to 50 multi-type libraries for a pilot program, which will extend to approximately 1700 libraries across the Commonwealth at the end of the pilot program. MLS seeks solutions related to all aspects of the eBook content platform and content, including technical integration, training and support, collection development tools, and content that accommodates the needs of all library types, as well as serves the users of all ages and a variety of learning needs.
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RFP for an eBook Content Platform and eBook Content for MLS
1.4 RFP Responses
We offer two models for responses to explore opportunities available from potential contractors. We encourage respondents to consider responding to both Charge 1 and Charge 2.
Charge 1 eBook Content Platform. Provide a solution for providing eBook borrowing to users of the 50 pilot libraries throughout the Commonwealth via a single user-friendly discovery platform offering a broad selection of titles. Vendor may provide the discovery platform that is loaded by content purchased or licensed by Massachusetts Library system or may provide a platform that contains a broad selection of titles. These titles can meet the needs of all pilot libraries or could meet the needs of a particular type of library, academic, public, school or special in the pilot project. If a vendor targets content toward a particular type of library, vendors should expect all pilot libraries and beyond to have access to this content. Massachusetts Library System expects this project to go statewide on a rolling admission basis for up to two years after the pilot program ends. The Massachusetts Library System may select a vendor/ or vendors to provide a solution under Charge 1. Charge 2 eBook content. Provide a collection of eBooks that will meet the needs of academic, public, school and special libraries and that can be loaded on to a platform supported by the MLS project. Vendors may provide a collection that meets the needs of a particular type library; but should expect that all libraries in the pilot project and beyond must have access to all content provided. Vendors may provide collections from large or independent publishers. The Massachusetts Library System expects this project to go statewide on a rolling admission basis for up to two years after the pilot program ends. MLS may select a vendor/or vendors to provide content under Charge 2.

We seek detailed proposals that include all the specifications necessary to meet the critical success factors and goals specified below. Proposals that provide additional services that meet the desirable goals or other useful enhancements identified by respondents are sought. The purpose of this RFP is to gather proposals from vendors to allow MLS to determine which services are practical and contract for the most cost-effective and most comprehensive service for all libraries in the Commonwealth.

1.5 Background
In April 2012, the MBLC convened a Resource Sharing Planning Committee (RSPC) who would help determine the direction of the states efforts regarding statewide access to eBook content. The committee is representative of all types and sizes of libraries and MA automated networks (see Definitions). In May 2012, 200 representatives of Massachusetts academic, public, school and special libraries gathered for a conference called Resource Sharing Unbound. During the course of planning and prioritization of outcomes, a clamor arose for a unified, state-wide eBook sharing platform. The RSPC wrote a business plan and participated in demonstrations with potential platform and content vendors. They developed specifications. The MBLC endorsed the plan as presented to
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RFP for an eBook Content Platform and eBook Content for MLS
them in the fall of 2012. In the winter of 2012, the committee designated MLS as the coordinator of the project. MLS advisor, Deborah Hoadley was appointed team leader. MLS will collaborate closely with the MBLC, its funding agency, and with the RSPC. Included in MLS membership are 126 academic, 371 public, 953 school, and 239 special libraries. Membership for school, academic, and special libraries can fluctuate as each member must meet the requirements for membership. There is no fee for membership in MLS.

2. Critical Success Factors for 50 pilot libraries and a gradual statewide roll-out
2.1 2.2 2.3 2.4 2.5 2.6 2.7
Content valued by users of public, school and academic libraries Affordable pricing for the 50 pilot libraries and for a gradual statewide roll-out after the pilot project concludes Clear statement of content ownership and platform portability (when applicable) User authentication for the pilot project, with user authentication to all users after the pilot project concludes Effective training and support resources for MLS and participating libraries Effective training and support resources for end users Easy accessibility to eBook content (see Accessibility Specifications)

3. Goals
3.1 Charge 1 Provide an eBook Content Platform
Provide a solution for providing eBook borrowing to users of the 50 pilot libraries throughout the Commonwealth via a single user-friendly discovery platform offering a broad selection of titles. Vendor may provide the discovery platform that is loaded by content purchased or licensed by Massachusetts Library system or may provide a platform that contains a broad selection of titles. These titles can meet the needs of all pilot libraries or could meet the needs of a particular type of library, academic, public, school or special in the pilot project. If a vendor targets content toward a particular type of library, vendors should expect all pilot libraries and beyond to have access to this content. Massachusetts Library System expects this project to go statewide on a rolling admission basis for up to two years after the pilot program ends. The Massachusetts Library System may select a vendor/ or vendors to provide a solution under Charge 1.

3.2 Charge 2 eBook content.

Provide a collection of eBooks that will meet the needs of academic, public, school and special libraries and that can be loaded on to a platform supported by the MLS project. Vendors may provide a collection that meets the needs of a particular type library; but should expect that all Page 7 of 15

RFP for an eBook Content Platform and eBook Content for MLS
libraries in the pilot project and beyond must have access to all content provided. Vendors may provide collections from large or independent publishers. The Massachusetts Library System expects this project to go statewide on a rolling admission basis for up to two years after the pilot program ends. MLS may select a vendor/or vendors to provide content under Charge 2.

4. Definitions
An eBook (variously, electronic book, eBook, or digital book) is a book-length publication in digital form, consisting of text, images, or both, and produced on, published through, and readable on computers or other electronic devices. Sometimes the equivalent of a conventional printed book, eBooks can also be born digital. This definition is interpreted broadly for the purposes of this procurement. MLS is interested in proposals that include audio, interactive, and other electronic and/or downloadable publications that could be called a book. eContent includes other online, downloadable content including, but not limited to these formats: audiobooks, interactive textbooks, locally digitized content, and apps in the form of eBooks. Pilot Libraries: 50 multi-type libraries participating in this statewide project. The configuration of libraries includes 26 public libraries, 10 school (k-12) libraries, 10 academic libraries and 4 special libraries (law, hospital, corporate, etc.). Resource sharing includes such services as interlibrary loan, document delivery, consortia/remote circulation, access services, courier services, and other shared library services. Access to materials may be provided physically or electronically. Users are Massachusetts library card holders. MLS - Massachusetts Library System MBLC - Massachusetts Board of Library Commissioners, a state agency

Massachusetts Automated Resource Sharing Networks

Nine consortia, each with a shared ILS, management, and governance (see http://mblc.state.ma.us/libraries/networks ), plus MassCat, a consortium of small libraries managed by MLS (see http://masscat.org ). Networks facilitate resource sharing and are sometimes referred to as consortia.

Cape Libraries Automated Materials Sharing, Inc. (CLAMS) Hyannis Central/Western MA Automated Resource Sharing (C/W MARS) Worcester Fenway Libraries Online (FLO) Boston

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RFP for an eBook Content Platform and eBook Content for MLS
MassCat State-wide, a program of the MLS Merrimack Valley Library Consortium, Inc. (MVLC) North Andover Metro Boston Library Network (MBLN) Boston Public Library Minuteman Library Network (MLN) Natick North of Boston Library Exchange (NOBLE) Danvers Old Colony Library Network (OCLN) Braintree SAILS Middleborough

5. Special Issues
5.1 General Information 5.1.1 The Massachusetts Library System, Inc. (MLS) seeks proposals for an eBook content
platform and eBook content. Pricing for the pilot project would be for 50 libraries, comprised of public, school, academic and special libraries, during a six-month period, ending December 31, 2013. A statewide pricing model must be included, as libraries in Massachusetts are phased in over a period of 1-2 years. Some content may be directed to a particular library audience, but may be accessed by all users.

5.1.2 MLS services are provided through state funds administered by the MBLC. Other funds for this pilot project may come directly from MBLC and some may come from the Library Services and Technology Act (LSTA) Grants which are federal funds from the Institute of Museum and Library Services. 5.1.3 MLS will not be responsible for any costs incurred by a bidder in preparing and submitting a proposal in response to this request. 5.1.4 Any information which may have been released either orally or in writing prior to the issuance of this requests for proposals shall be deemed preliminary and bind neither MLS nor the Contractor. 5.1.5 MLS may cancel this proposal in whole or in part at any time. 5.1.6 MLS retains the right to award this proposal in whole or in part or to choose not to make an award.

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RFP for an eBook Content Platform and eBook Content for MLS
5.1.7 MLS shall have a reasonable opportunity to inspect all service performed by, work produced and portfolio of the Contractor. 5.1.8 The Contractor is retained solely for the purposes of and to the extent set forth in the proposal. Contractors relationship to MLS during the term of this contract shall be that of an independent contractor. 5.1.9 The Contractor is responsible for having all insurance, licenses, permits, etc. which may apply to this type of service. 5.1.10 Any appeal of decisions made related to this proposal is subject to a process to be designated by MLSs Executive Board. 5.1.11 MLS prefers the Contractor to have employees who perform the services necessary to carry out this contract. If any part of the work under this proposal is to be performed by a subcontractor, the bidder will provide a complete description of services to be subcontracted along with a complete description of qualifications and capabilities and equipment capacity of the subcontractor. No subcontractor may be used unless the bidder has submitted the above in writing. We reserve the right to approve or disapprove any and all such subcontractors and to revoke any approval previously given. 5.1.12 MLS reserves the right to reject any proposal which, in our judgment, fails to meet the requirements of this proposal or which is incomplete, conditional, or obscure; or which contains additions or deletions not called for, erasures, alterations, or other irregularities; or in which errors occur. 5.1.13 MLS reserves the right to waive discrepancies or permit a responder to clarify such discrepancies and so conduct discussions with all qualified responders in any manner necessary to serve the best interests of MLS. MLS reserves the right to award a contract based on written proposals received without prior discussions or negotiations. 5.1.14 Final acceptance of a proposal will be based on all information from the response form, attachments, and subsequent communications with responders.

6. Submission Procedures
6.1 Instructions for Responding to this RFP
6.1.1 Who May Respond Responses are welcome from potential vendors or service providers. How to Respond Responses must be submitted electronically, in a format which is easy to duplicate (preferably Word or PDF). Responses can be emailed to ebookrfp@masslibsystem.org, with a subject line of RFP/2013-03-18 Alternately, proposals stored on CD or flash drive can be shipped in sealed envelope that clearly identifies the party submitting the proposal and includes RFP/2013-03-18 written on the outside of the packaging.
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RFP for an eBook Content Platform and eBook Content for MLS
Responses must be received by MLS by 4:00pm EDT on April 29, 2013. Send to: MLS eBook Project RFP/2013-03-18 225 Cedar Hill Street, Suite 229 Marlborough, MA 01752 Proposals may not rely on web links. Bidders who wish to include web-based content should provide screen captures. Proposals may be changed or withdrawn prior to the due date by submission of such change in writing in a sealed envelope, identifying the submitting party and indicating that it contains a correction of the proposal for eBook service.

6.2 Questions Regarding this RFP

Any questions regarding this RFP should be sent to: ebookrfp@masslibsystem.org. Or, potential vendors may pose questions during a conference call on March 27, 2013. See schedule on page 1 to participate. Written questions are due by 4:00pm EDT on April 1, 2013. You must include full contact information with your question. Contact information will not be shared with other potential respondents, however, questions and answers will be shared to ensure that all potential respondents have access to the same information. These answers will be posted at: http://www.masslibsystem.org.

6.3 Other Communications

Other communication regarding this RFP should be directed to: ebookrfp@masslibsystem.org

6.4 Proposal Pricing and Billing Conditions

Bidders must provide a pricing model(s) that include the initial pilot project of 50 libraries. The pilot project will end December 31, 2013. Bidders must also provide a pricing model(s) for statewide access and licensing to all libraries in the Commonwealth over a roll-out period of 1-2 years after the pilot project ends.

6.4.1

Billing and pricing

Estimated prices are not acceptable. Rates quoted must remain firm for the pilot project May 31, 2013 December 31, 2013 and first year of services, January 1, 2014 December 31, 2014. Pricing for additional years (up to a total of five years) is desirable. If any portion of billing is determined by time and materials, vendors should include entire fringe, overhead and other indirect costs as well as type of expenses (travel, copying postage/delivery, etc.) that will be reimbursed as actual out-of-pocket cost. A guide to the basis of reimbursable costs must be provided (mileage reimbursement at IRS- approved rate for use of a motor vehicle, cost per copy, etc.) A total cap on costs should be provided.
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RFP for an eBook Content Platform and eBook Content for MLS
If billing is determined as a fixed price, vendors should detail the services/deliverables and related costs to be paid. A payment schedule with milestones should be provided. Vendor should provide the pricing in Excel format for each product covered in its proposal, describing in detail the basis for pricing, all one-time charges, and all recurring charges. The Vendor shall clearly state whether the license is a one-time purchase or whether the license is an annual lease. The Vendor shall: Itemize the price offered and what it includes (e.g. platform, content, etc.) Current list price of each e-book title Indicate in the price proposal what discounts are being offered to MLS by subscribing as a consortium rather than individual institutions. Indicate discounts for prepayments. Include information on possible options for MLS to purchase additional content or services. Provide information on any added fees for training costs, including, but not limited to travel costs, etc. Provide any information on any fees associated with end user documentation, including potential discounts based on volumes of copies purchased. Provide information on any added fees associated with MARC records or other metadata records. Outline pricing for service upgrades, enhancements, simultaneous users that may benefit libraries involved in this project or those brought in on a rolling basis.

Rates quoted must remain firm for the pilot project May 31, 2013 December 31, 2013 and first year of services, January 1, 2014 December 31, 2014. Pricing for additional years (up to a total of five years) is desirable. All billing should detail any markups through third-party vendors. If vendors respond to both Charge 1 and Charge 2 any discounts for contracting both services should be indicated. Outline terms for discounts for prepayments. 6.4.2 Payment Calendar Provide a calendar showing payment schedules.

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RFP for an eBook Content Platform and eBook Content for MLS
7. Evaluation Criteria Checklist
7.1.1 Please address all the criteria listed on the appropriate Charge (Charge 1 or Charge 2) Respondent Form in your written proposal. You do not have to limit your proposal to only these criteria; and should consider the entire proposal in your response. 7.1.2 Provide a separate response for each Charge you are responding to, should you choose to respond to both Charges. 7.1.3 Proposals will be rated based on how well responses correspond with the project needs. Some questions will be weighted more heavily than others to reflect their importance. 7.1.4 Include answers to specifications defined in Charge 1 and in Charge 2 respectively. 7.1.5 Provide a detailed implementation schedule. 7.1.6 Include Billing and Pricing Schedule. 7.1.7 Company Financial Information

8. Specifications for Discovery; ILS Integration & Interoperability; Publishing/Repository; Rights, Permissions &Licensing; Accessibility; Reports; and Training & Implementation
These specifications are part of both Charge 1 and Charge 2. Please complete the information in each section for each Charge and submit as part of the completion of the RFP.

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RFP for an eBook Content Platform and eBook Content for MLS Appendix
Appendix A: ReadersFirst Content Access Requirements [draft]: This is a document
outlining best practices for technical requirements for e-content distributors. This document can be
found at: http://readersfirst.org/ or http://readersfirst.org/ReadersFirst-Content-Access-Requirements.pdf

Appendix B: eBook Business Models: a scorecard for public libraries: This is a resource
from the American Library Association which examines the variable in eBook license agreements and contract. This document can be found at: http://www.districtdispatch.org/wpcontent/uploads/2013/01/Ebook_Scorecard.pdf

Appendix C: List of Pilot Libraries (This list is subject to change; updates will be found on
www.masslibsystem.org)

Library, Town
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 Eastern Nazarene College, Nease Library, Wollaston Elms College, Alumnae Library, Chicopee Greenfield Community College, Nahman-Watson Library, Greenfield Lesley University, Sherrill Library, Cambridge Mount Wachusett Community College -LaChance Library, Gardner Quinsigamond Community College Salem State University Library, Salem Worcester Polytechnic Institute (WPI), George C. Gordon Library, Worcester Bellingham Public Library, Bellingham Beverly Public Library, Beverly Brockton Public Library System, Brockton Cambridge Public Library, Cambridge Canton Public Library, Canton Cary Memorial Library, Lexington Emily Williston Memorial Library and Museum, Easthampton Forbes Library, Northampton George I. Alden Library, Worcester Goodnow Public Library, Sudbury Griswold Memorial Library, Colrain Hingham Public Library, Hingham Hudson Public Library, Hudson Lawrence Library, Pepperell Lee Library Association, Lee Leominster Public Library, Leominster Lucius Beebe Memorial Library, Wakefield

Type of Library
Academic Academic Academic Academic Academic Academic Academic Academic Public Public Public Public Public Public Public Public Public Public Public Public Public Public Public Public Public

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26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 Milford Town Library, Milford Morse Institute Library, Natick Nevins Memorial Library, Methuen Paul Pratt Memorial Library, Cohasset Robbins Library, Arlington Shrewsbury Public Library, Shrewsbury Springfield City Library, Springfield Tewksbury Public Library, Tewksbury Wellesley Free Library, Wellesley Westfield Athenaeum, Westfield Amherst Regional High School, Amherst Avon Middle-High School Library, Avon Beverly High School, Beverly Cambridge Rindge and Latin School, Pearl K Wise Library, Cambridge Fay School, Southborough Mount Greylock Regional School, Bruce R. Carlson Library, Williamstown Nashoba Valley Middle School, Bolton Needham High School, Needham Oliver Ames High School, Easton Phillips Academy, Oliver Wendell Holmes Library, Andover Sherwood Middle School Library, Shrewsbury Massachusetts Trial Court Law Libraries, Barnstable Law Library, Barnstable Mitre Corporation, Information Services, Bedford TBA TBA Public Public Public Public Public Public Public Public Public Public School School School School School School School School School School School Special Special

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