[15024] in Public-Access_Computer_Systems_Forum
Re: Short window for RFP
daemon@ATHENA.MIT.EDU (Don Kaiser)
Thu Dec 11 20:14:07 2003
Date: Thu, 11 Dec 2003 09:51:13 -0700
From: Don Kaiser <dkaiser1@QWEST.NET>
To: PACS-L@LISTSERV.UH.EDU
Reply-to: Public-Access Computer Systems Forum <PACS-L@LISTSERV.UH.EDU>
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David -
There are a wide variety of resources available concerning ILS RFPs, but
here are a few key elements you need to include in your RFP:
1. Background on your institution and why you are issuing the RFP as this
time. Include key dates (when the response is due, evaluation periods,
potential vendor demo dates, decision target date), who to contact for
questions, plans for growth over the next 5 years, and a definitions
section for local terminology.
2. Terms and Conditions. This section is includes standard contract
clauses, references attached documents, sets up the chain of references
between the contract, the RFP, and vendor responses.
3. Administrative issues. This section lays out rules for the
procurement, details on how the response should be composed, number of
copies, how to submit questions about the RFP, how a selection is made,
notifications, confidentiality, tax issues, exceptions to standard
contract, etc.
4. Functional Issues. This can be a detailed list, or a list of issues
that are unique or significant to the library. This is typically the bulk
of the document, but can be short and focused if the library feels that
there is little differentiation between available products.
5. Attachments. These should include details on existing hardware
(server as well as PCs), network, collection (titles and items) -- by
library if a consortium, sample contract from your institution, and any
required forms such as non-collusion or signature pages.
Pulling this together in 3 weeks is possible, but it assumes that you have
a consensus within your organization on direction, needs, and
goals. You should allow at least 4 weeks for a vendor to respond to
your RFP. Your RFP should be made available to the vendor in machine
readable form and you should require printed as well as electronic copies
of the response.
Regards,
Don
> >>> Posting number 20555, dated 9 Dec 2003 11:29:03
>Date: Tue, 9 Dec 2003 11:29:03 -0600
>Reply-To: DChristensen@westman.wave.ca
>Sender: Public-Access Computer Systems Forum <PACS-L@LISTSERV.UH.EDU>
>From: David Christensen <DChristensen@WESTMAN.WAVE.CA>
>Subject: Short window for RFP
>MIME-version: 1.0
>Content-type: text/plain; charset=us-ascii
>Content-transfer-encoding: 7bit
>
>Hi all,
>
>I've just gotten permission to build an RFP for a new ILS - but it has to be
>finished in three weeks (three weeks! If I understand correctly, one would
>normally have a couple of *months* to put one together). I've never done an
>RFP before.... and I was hoping I could get some tips and/or pitfalls to
>watch out for :-)
>
>Just to give you an idea - our current ILS holds 1.7 million records, and is a
>union catalogue of about 90 rural public libraries (plus our central
>collection of about 120,000 books).
>
>I'm new to the list here.... I've took a quick look through the archives, but
>nothing lept out at me :-)
>
>Any thoughts on where I should start?
>
>-David Christensen
Don Kaiser
Library Automation Consultant
9653 S Chanteclair Circle, Suite 312
Highlands Ranch, CO 80126
Voice: 303-470-5221
Fax: 303-791-6435
Cell: 303-437-9245
e-mail: dkaiser1@qwest.net
