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Complete Guide to RFPs for Libraries [Pehme köide]

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  • Formaat: Paperback / softback, 328 pages, kõrgus x laius: 235x156 mm, kaal: 595 g, 1 Paperback / softback
  • Ilmumisaeg: 03-Aug-2018
  • Kirjastus: Libraries Unlimited Inc
  • ISBN-10: 1440859396
  • ISBN-13: 9781440859397
Teised raamatud teemal:
Complete Guide to RFPs for LibrariesSuurem pilt
  • Formaat: Paperback / softback, 328 pages, kõrgus x laius: 235x156 mm, kaal: 595 g, 1 Paperback / softback
  • Ilmumisaeg: 03-Aug-2018
  • Kirjastus: Libraries Unlimited Inc
  • ISBN-10: 1440859396
  • ISBN-13: 9781440859397
Teised raamatud teemal:
Püsilink: https://www.kriso.ee/db/9781440859397.html
Märksõnad:
This comprehensive book covers the philosophy behind RFPs to prime readers to understand how to most effectively write them and provides instruction on navigating the submission process as it applies to multiple types of libraries.

For many years, only large academic and public libraries and a few library systems regularly used RFPs. Now, smaller schools, public libraries, and library systems use RFPs as tools to select vendors for computer equipment, online systems, databases, and materials. Library consortia frequently use RFPs to select databases and integrated library systems.

In this useful book, readers will learn more about the types and advantages of RFPs; the timelines and logistics for submitting RFPs; how to write different types of RFPs; how to evaluate vendor performance; the transfer process when a new vendor is selected; vendor perspectives; and RFP ethics. An appendix includes sample RFPs and evaluation materials, and a glossary defines language necessary to writing and understanding RFPs.

This book is essential reading for librarians who need to select vendors to provide library materials including books, serials, and media in all formats as well as for those who are choosing integrated library systems, security and inventory systems such as RFID, computer equipment and software, online and streaming materials such as books and music, or services such as digitization.

Arvustused

This volume should be read by every library vendor and every librarian in the process of contracting for a large purchase for their organization. * Library Journal, Starred Review *

Muu info

This comprehensive book covers the philosophy behind RFPs to prime readers to understand how to most effectively write them and provides instruction on navigating the submission process as it applies to multiple types of libraries.
Foreword xix
Katina Strauch
Preface xxi
Introduction xxiii
Part I: Overview Of The Competitive Procurement Process
Chapter 1 RFP Theory, Practice, and Planning
3(12)
Frances C. Wilkinson
Sever Bordeianu
Introduction
3(1)
Types of Requests: The RFP, RFQ, and RFI
4(1)
Why Libraries Contract with Collection Materials Vendors
5(1)
How Librarian-Materials Vendors Relationships Have Evolved
5(1)
Why Libraries Contract with Other Types of Vendors and Companies
6(1)
Opponents and Proponents of the RFP Process
7(1)
Planning the RFP Process
8(4)
Appointing the RFP Committee
8(1)
Committee Member Roles
9(1)
What Is the Library Procuring?
9(1)
The Timeline
10(1)
Parts of the Timeline
11(1)
Conclusion
12(1)
References
13(2)
Chapter 2 Writing and Evaluating RFPs
15(14)
Frances C. Wilkinson
Sever Bordeianu
Introduction
15(1)
Preparing to Write the RFP
16(1)
Writing the RFP
16(5)
Instructions to Vendors
17(1)
Required and Desired Elements
17(1)
Vendor Management
18(1)
Customer Service
19(1)
Technology/Technical Specifications/Computer-Based Services
20(1)
Overall Cost Considerations
20(1)
Vendor References
21(1)
Evaluating Vendor Proposals
21(2)
Evaluation Forms
22(1)
Making the Recommendation
22(1)
Awarding the Contract
23(1)
If the Contract Is Questioned or Contested
23(1)
Ongoing Evaluation of Vendor Performance
23(2)
Why Libraries Evaluate Vendor Performance
24(1)
Conclusion
25(1)
References
25(4)
Part II
Writing And Evaluating Specific Types Of RFPs Collections
Chapter 3 RFPs for Library Collections: Preparing, Writing, Evaluating, and Follow-Up
29(24)
Lee Sochay
Introduction
29(1)
Reasons for an RFP
29(1)
The Vendor Viewpoint
30(3)
The RFP as Project
33(1)
Planning and Communication
33(1)
Preparation before the RFP
34(1)
RFP Development
35(5)
Main Goal and Outcomes
40(1)
Functional and Technical Specifications
41(2)
Releasing the RFP
43(1)
Question and Answer Period
44(2)
Evaluation of the Proposals
46(1)
Checking References
49(1)
Evaluate the Process
49(1)
Evaluation of the Project
50(1)
Conclusion
51(1)
Notes
51(1)
Other Recommended Reading
52(1)
Chapter 4 RFPs for Academic Library Collections: Selecting a Serial Vendor
53(20)
Susanne K. Clement
Christine N. Sraha
Introduction
53(1)
The RFP Process at Your Institution
54(1)
One or More Libraries
55(1)
Do Your Homework
55(1)
Meeting with Your Procurement Office
56(1)
Developing Your RFP Timeline
58(1)
Start of New Serial Vendor Contract, Including Transition Time
58(1)
Approval Process
60(1)
Decision-Reviewing, Scoring, and Writing the Report
60(1)
Vendor Visits
60(1)
Posting and Closing the RFP
60(1)
Writing the RFP
60(1)
Appoint the RFP Committee
61(1)
Meet with Procurement
61(1)
Do Your Homework
61(1)
Writing the RFP
62(1)
Single or Split Contract
62(1)
RFP Categories
63(1)
Introduction
63(1)
Company Background and Financials
64(1)
Customer Service
64(2)
Vendor-Provided Online Resources (Database)
66(1)
Reports and Analytics
66(1)
Service Charges and Fees
66(1)
References
67(1)
Vendor Visits
67(1)
Evaluating and Scoring RFP Submissions
68(1)
Checking References
69(1)
Report and Decision
69(1)
The New Contract and Conclusion
70(1)
Notes
71(2)
Chapter 5 RFPs for Public Library Collections
73(22)
Dana D. Vinke
Introduction
73(1)
Preparation and Identifying Needs
73(1)
Timeline
73(1)
RFP Committee
74(1)
Research
74(1)
Surveys
75(1)
Writing the RFP
75(1)
Introduction and Statement of Purpose
76(1)
Background
76(1)
Definitions
77(1)
Evaluation Criteria
77(1)
Scope of Services
78(1)
Partial Bids
79(1)
Phraseology
79(1)
Attachments and Samples
80(1)
Functional or Technical Requirements
80(1)
Defining Library Materials
81(1)
General Requirements
82(1)
Shipping and Delivery
82(1)
Claims, Cancelations, and Back Orders
82(1)
Substitutions
82(1)
Returns
82(1)
Warranties and Replacements
83(1)
Invoicing
83(1)
Size and Depth of Catalog
83(1)
Integrated Library System Integration
83(1)
Interface
84(1)
Collection Development Services
85(1)
Fill Rates
86(1)
Print on Demand
86(1)
Staff Accounts
87(1)
Customer Service and Support
87(1)
Shelf-Ready Services
87(1)
Cataloging
88(1)
Physical Processing
88(1)
Training and Documentation
88(1)
Implementation Plan
89(1)
References
89(1)
Cost Proposals
89(1)
Issuing the RFP
90(1)
Vendor List
90(1)
Date of Release
91(1)
Question Period
91(1)
Addendum
91(1)
Proposal Due Date
91(1)
Award Notification Date
91(1)
Evaluating the Proposals
92(1)
Selecting a Vendor and Awarding the Contract
93(1)
Lessons Learned
93(1)
Bibliography
93(2)
Chapter 6 RFPs for School Library Collections
95(22)
Shannon D. Pearce
Introduction
95(1)
Strategic Partnerships
95(1)
Assembling the Team
96(1)
Developing a Timeline
96(1)
Planning and Design
97(1)
Gathering Data
98(1)
Setting the Parameters
99(1)
Partial Bids
99(1)
Looking Ahead
100(1)
Setting Priorities
101(1)
Writing the RFP
101(1)
True/False
101(1)
Multiple-Multiple Choice
101(1)
Informational Open-Ended
102(1)
Narrative Open-Ended
102(1)
Putting It Together
102(1)
Introduction and Background
102(1)
Scope of Services
102(1)
General Requirements
103(1)
Evaluation Criteria
104(1)
Selection and Fulfillment
104(1)
Cataloging and Processing
106(1)
Ordering System
106(1)
Cost Proposal
107(1)
Discount Percentage
108(1)
Cataloging and Processing
108(1)
Other Costs
109(1)
Vendor Capabilities
109(1)
Customer Support
109(1)
References
109(1)
Value Added
109(1)
Required Forms
110(1)
Informational Attachments
110(1)
Issuing and Advertising the RFP
110(1)
Questions
110(1)
Advertisement and Notification
111(1)
Evaluating the Proposals
111(1)
Keeping Score
111(1)
Scoring Instructions
112(1)
Evaluating Samples
113(1)
Checking References
113(1)
Selecting and Notifying the Vendor(s)
114(1)
Presenting the Recommendation
114(1)
Establishing the Contract
114(1)
Lessons Learned
114(1)
Bibliography
115(2)
Chapter 7 Negotiating Collections for Consortia: RFIs/RFQs
117(8)
Anne E. McKee
Introduction
117(1)
What Are Consortia?
118(1)
Consortia Staffing
118(1)
Negotiating on Behalf of a Consortium
119(1)
More Than One Type of Request
119(1)
RFIs and RFQs Are Different
119(1)
The Selection Committee
119(1)
Involving an Institution's Purchasing Office
120(1)
Communicating with Vendors
120(1)
If a Vendor Questions or Contests the Award
121(1)
Nitty-Gritty Negotiation Points to Consider and Employ
121(1)
Conclusion
122(3)
Writing And Evaluating Specific Types Of RFPS: Integrated Library Systems
Chapter 8 Academic Libraries and Academic Library Consortia Proposal Process for Integrated Library Systems
125(26)
Lea J. Briggs
Introduction
125(1)
Determining a Need for a New ILS
126(1)
Assessing Strengths and Weaknesses of the Current System
126(1)
Reviewing Industry Trends
127(1)
Standards-How Does the Current System Rate?
127(1)
Lessons Learned
128(1)
RFP Process for an ILS
128(1)
Getting Ready
128(1)
Appointing the Selection/Project Team
129(1)
What Is Your Goal?
130(1)
Working with Local Purchasing and Procurement Rules
130(1)
Planning Evaluation and Scoring Proposals
131(1)
Writing the RFP
132(1)
Background and Description of the Library/Consortium
133(1)
Company Data
133(1)
References
134(1)
System Specifications
134(1)
Functionality
134(1)
Training and Support/Customer Service
136(1)
Project Deliverables and Requirements
137(1)
Cost Proposal
137(1)
Boilerplate from Purchasing
137(1)
Evaluation Process
137(1)
Scoring Responses
137(1)
On-Site Demonstrations
138(1)
Testing
138(1)
References
138(1)
Site Visits
139(1)
Contract
139(1)
Components
140(1)
Data Ownership and Exit Options
140(1)
Timeline
140(1)
Data Migration and Implementation
140(1)
Lessons Learned
140(1)
Implementation and Evaluation of a New ILS
140(1)
Implementation
141(1)
Evaluation
142(1)
Lessons Learned
142(1)
Summary
142(1)
References
143(1)
Case Study
144(1)
PALNI Web-Scale Review: A "Non-RFP" Process
144(1)
Kirsten Leonard
References
148(1)
Appendix
149(2)
Chapter 9 Public Libraries and Public Library Consortia Proposal Process for Integrated Library Systems
151(20)
Christopher Holly
Introduction
151(1)
Determining a Need for a New System
152(1)
Isn't This Just Trading One Set of Problems for Another?
152(1)
Strategic Planning-A CCS Example
153(1)
Strategic Planning-Lessons Learned
154(2)
RFP Process
156(1)
Getting Ready-A Rising Tide Lifts All Boats
156(1)
A Collaborative RFP Process-A CCS Example
157(1)
A Collaborative RFP Process-Lessons Learned
159(1)
Writing and Evaluating the RFP
159(1)
Beyond Checking Out Books-Topics for Consideration
160(1)
Writing the RFP-A CCS Example
160(1)
Writing the RFP-Lessons Learned
161(1)
Evaluating Responses-A CCS Example
162(1)
Evaluating Responses-Lessons Learned
162(1)
Conclusion
163(1)
References
163(1)
Case Study
164(1)
Kitchener Public Library ILS RFP (LCCMS)
164(1)
Mary Chevreau
Writing And Evaluating Specific Types Of RFPs: Other RFPs For Libraries
Chapter 10 Radio-Frequency Identification Security and Inventory Systems: The Request for Quotation
171(18)
Catherine Jannik Downey
Introduction
171(1)
What to Include in the RFQ
172(1)
Gates
173(1)
Book Returns
173(1)
Self-Check-Out
173(1)
Software
174(1)
RFID Tags
174(1)
RFID Inventory Wand
174(1)
Conversion Station
175(1)
Workstations
175(1)
Installation
175(1)
Training
175(1)
Support
176(1)
Contractor Experience
176(1)
Time Frame
176(1)
Evaluation Phase
177(5)
Conclusion
182(2)
Appendix
184(5)
Chapter 11 Procuring Digitization Services for Library Collections: A Practical Overview
189(14)
Kyle R. Rimkus
Introduction
189(1)
Library Digitization
189(1)
Why an RFP?
190(2)
Planning for the Process
192(1)
Essential Elements of an RFP for Library Digitization
192(1)
Statement of Need
193(1)
Technical Specifications
194(1)
Care and Handling Requirements
196(1)
Transfer of Items
197(1)
Quality Requirements
198(1)
Pricing
199(1)
Evaluation
200(1)
Conclusion
201(1)
References
202(1)
Chapter 12 Services for Emergency/Disaster Recovery
203(12)
Edward Castillo-Padilla
Introduction
203(1)
The Disaster Recovery Plan
204(1)
Why Have a Contract in Place?
204(1)
Two Contracts for Your Library?
205(1)
The RFP
205(1)
Preparing the RFP
206(1)
Vendor Requirements
207(1)
Vendor Background and Experience Questions
208(1)
Categories and Evaluation Criteria for Services
209(1)
Evaluating the Proposal
209(1)
Unanticipated Costs
210(1)
Specialized Personnel and Expertise Could Increase Costs
210(1)
Awarding the Contract
211(1)
Lessons Learned
211(2)
Conclusion
213(1)
References
213(2)
Chapter 13 Words That Bind: Using the RFP Process to Select a Binder
215(12)
Laura Kohl
Introduction
215(1)
History of Binding
215(1)
Binding and Preservation
216(1)
Binding Standards
216(1)
Going Out for Bid
217(1)
RFI
217(1)
RFQ
217(1)
RFP
217(1)
Planning Your RFP
218(1)
RFP Timeline and Tasks
218(1)
Writing the RFP
219(1)
Cover Letter
219(1)
Specifications
220(1)
General Specifications
220(1)
Binding Specifications
220(1)
Computer-Based Services
221(1)
Pricing
221(1)
Evaluating Responses and Awarding the RFP
222(1)
Conclusion
223(1)
References
224(3)
Part III: Vendor Perspectives And Ethics
Chapter 14 Vendors' Perspectives on Collections RFPs
227(12)
Justin D. Clarke
Patricia M. Rodgers
Introduction
227(2)
Communication and Timeline
229(2)
The RFP Document
231(1)
Services Required
232(2)
Financial Offer
234(1)
Evaluation Process
235(1)
Award and Follow-Up
235(1)
Best Practices
236(1)
Reasons for Not Responding
236(1)
Conclusion
237(1)
References
237(2)
Chapter 15 The Librarian-Vendor Relationship
239(10)
Stephen Bosch
Why Should a Relationship Exist in the First Place?
239(1)
Communications Are Essential to Relationships
240(1)
Honest Is the Best Policy
241(1)
Building Mutual Self-Interest Is Important for Relationships
242(1)
Assessment: You Do What Is Measured
243(2)
Common Tools Used to Foster Relationships
245(1)
Vendor Representatives, Staffing
245(1)
Communications Ladders
245(1)
Advisory Boards
245(1)
E-mail Applications
246(1)
Financial Stability
246(1)
Conclusion
247(2)
Chapter 16 Vendors' Perspectives on Library System RFPs
249(10)
Andrew K. Pace
Whither the ILS
249(2)
Time Is Money
251(1)
The Targeted Tender
252(1)
Prices May Vary
253(1)
The Approach
254(2)
Vendors Are People, Too
256(1)
The Consultant
257(1)
Parting Thoughts
257(1)
Note
258(1)
Chapter 17 Ethics for the RFP Process
259(10)
Sever Bordeianu
Frances C. Wilkinson
Ethics: The Two Sides
259(1)
Codes of Ethics
259(2)
Ethics and Librarianship
261(2)
Ethics and the RFP Process
263(1)
Procurement or Purchasing Office
263(1)
Confidentiality
264(1)
Transparency
264(1)
Conflict of Interest
264(1)
Integrity
265(1)
Personal Responsibility
265(1)
Conclusion
266(1)
Notes
266(3)
Glossary 269(16)
About the Editors and Contributors 285(8)
Index 293
Frances C. Wilkinson is senior associate dean and professor in the College of University Libraries and Learning Sciences at the University of New Mexico. She is a recipient of the ALA-ALCTS Leadership in Library Acquisitions Award.

Sever Bordeianu is director of technical services, outreach librarian for philosophy/religion and foreign languages, and professor at the College of University Libraries and Learning Sciences at the University of New Mexico.