There's good news when it comes to databases: federal funding to the MBLC is much more secure than it was last year when cuts were made to statewide database offerings. We'll use this space to keep you informed with updates.
Improving the Database Procurement Process
We're changing our process and overhauling how we approach database procurement. This process has historically been long and complicated: we secured all database products at the same time for a five year period. The last process took an entire year to complete, and all vendors were required to respond to a single, complex bid request. We subscribed to 32 products during the last database procurement cycle.
Benefits of Changing the Process
- We're more nimble. If a product isn't fulfilling the needs of the library community, we can pivot and look for new solutions. If there's a type of resource libraries need, we'll have more flexibility to potentially add new products.
- We can write more targeted bids. Smaller, more specific bids allow us to ask better questions, reduce the burden for bidders to respond, and get bid proposals for quality products from more niche vendors that have not responded in the past.
- We get more feedback more often. More frequent bids means more frequent input from the library community. Each bid request will have its own dedicated committee to provide feedback directly to the procurement team.
Our Plan (So You Can Plan)
We know that you're making plans for your own budgets, so we're providing as much information as we can. There are many moving parts to the state procurement process. Please be aware that, until contracts are signed, we cannot guarantee that products will be available.
Current Procurement for FY2027 (effective July 1, 2026)
- Genealogy
- Language Learning
We'll announce the results once we have contracts signed. We estimate this will happen mid-May, and we'll have more information at our MLA conference booth. Thank you to the members of the library community who served on the Database Advisory Committees for the current procurement!
Continuing Databases (through the end of FY2027)
The following databases are contracted through FY2027, with access available through June 30, 2027:
- Britannica Escolar
- Britannica Fundamentals
- Britannica Library
- Britannica School
- Gale Academic OneFile + OneFile Collections
- Gale in Context: Opposing Viewpoints
- PebbleGo
Procurement for FY2028 (effective July 1, 2027)
We anticipate considering bids for the following topics during next year's procurement:
- General Reference (including subject specific reference products)
- Encyclopedias
- Early Literacy
- Career & Test Preparation
This list is not finalized and may shift in the planning process.
Many questions have been asked about the potential to restore specific database products. If bids are submitted for those products, they will be considered along with all available bids that are commensurate with our budget and the products' value to the library community. We cannot consider products that are not part of a bid proposal, and we cannot request that vendors submit bids for specific products. Each vendor has different policies for how they handle individual contracts if a statewide contract is implemented, and we ask all vendors about their policy as part of the bid request.
Looking to the Future
The end goal of our strategy change is to shift to a yearly procurement cycle where each year involves a different bid request. It will take time to stagger our contracts, but we will be able to anticipate when specific topics will come up for a new procurement and refine our strategy over time. Our current procurement has provided an opportunity to experiment with this strategy and make adjustments before next year's larger procurement.
Feedback (We Need Your Input)
Throughout the procurement process, we'll be soliciting feedback in multiple ways. Check back periodically for new ways to get involved!
Focus Groups (Coming Soon)
A series of virtual focus groups will be held in May and June 2026. Registration will be limited per focus group to facilitate discussion, but all library staff are encouraged to participate.
Database Advisory Committees
Each procurement will have a Database Advisory Committee made up of members of the library community from across the Commonwealth. Calls for volunteers will go out Fall 2026.