Interuniversity Services Inc'

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Interuniversity Services Inc.
APLA Conference 2005 May 27, 2005 R.C. MacDonald,
CPP, FPMAC
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The Candidates

• Request for Information RFI
• Invitation to Tender
• Request for Quotation RFQ
• Request for Proposals - RFP

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Request for Information

• Supplier
• Commodity/Service
• Market Information

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Invitation to Tender

• Goods/Services are
• Clearly Defined
• Less Flexible
• Cost

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Request for Quotation

• Simplest of all
• Products are Well Defined and
• Readily Available

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Request for Proposals (RFP)

• Good Idea of Requirement
• Look at Options

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Negotiation

• Sole Source
• Single Source
• By-Pass The Normal Process

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Why Consider an RFP

• Competition
• Creativity
• Costs
• Accountability
• R. O. I. on Process/Cost vs. Benefit

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Form

• Public
• Invitation /Selective
• Governed by
• Policy
• Legislation

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Legal Agreements (Legislation)

• Agreement on Internal Trade (AIT)
• Atlantic Procurement Agreement
• (APA)

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Caveats

• A Phrase Does Not Mean
• Non-Binding
• Closing Time
• Cut Pasting

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Caveats

• Most RFPs are binding
• Firm Pricing Binding
• Binding For Bidders
• Binding for Purchaser

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The Title Is Not The Important Issue

• Substance of the Document is KEY
• S.C.C. Not all Competitions will be legally
  binding and each must be individually examined
  before deciding.

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The Process

• Define Need/Objective
• Develop Technical Specs/Service
  Requirements
• Terms Conditions
• Decide on the Method
• (The Candidates)

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The Process..

• Document Preparation
• Responsibility
• Distribution
• From One Location
• Received By One Location
• Timing

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The Process

• Evaluation
• Team
• Site Visit
• Negotiation (if any)
• Contract Documentation
• Notification to all

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SAMPLE SOFTWARE RFP

• INDEX
• 1 BACKGROUND
• 2. OVERVIEW
• 3. PURPOSE
• 3.1 PRIME
• 3.2 ALTERNATIVES
• 3.2.1
• 4. DISCLAIMER
• 4.1 CONTRACTING
• 4.1.1 MOST ADVANTAGEOUS OFFER
• 4.1.2 COMPLETE OFFER
• 4.1.3 EXPENSES
• 4.1.4 PRESENTATION
• 4.2 NON-EXCLUSIVITY
• 5. RESPONSES AND INSTRUCTIONS TO VENDORS
• 5.1 RESPONSES
• 5.1.1 PROPOSAL ACCEPTANCE DATES
• 5.1.2 INQUIRIES
• 5.1.3 SUBMISSIONS

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SAMPLE SOFTWARE RFP Continued.

• 5.2 OTHER INSTRUCTIONS
• 5.2.1 IRREVOCABLE OFFER
• 5.2.2 AUTHORIZED REPRESENTATIVE
• 5.2.3 ADDITIONAL OR ALTERNATIVE
  PROPOSALS
• 5.2.4 OTHER OFFERS
• 5.2.5 TRADE AGREEMENTS
• 5.2.6 LOGOS
• 5.2.7 REGISTRATION
• 6. PROPOSED SYSTEM SOLUTION
• 6.1 VISION AND PRINCIPLES GUIDING
  THE ACQUISITION OF AN ILS
• 6.1.1 ACQUISITIONS AND SERIALS
• 6.1.2 CATALOGUING AND AUTHORITY
  CONTROL
• 6.1.3 CIRCULATION AND RESERVES
• 6.1.4 ONLINE PUBLIC ACCESS
  CATALOGUE
• 6.2 SYSTEM ENVIRONMENT
• 6.2.1 OPERATING SYSTEM
  ENVIRONMENT
• 6.2.2 SOFTWARE AND PERIPHERALS
• 6.2.3 PRINTING AND REPORTS
• 6.2.4 PERFORMANCE

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SAMPLE SOFTWARE RFP Continued.

• 6.3 INTERACTION AND INTEGRATION
• 6.3.1 INTERNAL SYSTEMS
• 6.3.2 EXTERNAL SYSTEMS
• 6.3.3 SYSTEM INTEGRATION
• 6.3.4 PATRON MEDIATED SERVICES
• 6.4 CONVERSION
• 6.4.1 OVERVIEW
• 6.5 IMPLEMENTATION
• 6.5.1 OVERVIEW
• 6.5.2 TRAINING
• 6.6 DOCUMENTATION
• 6.6.1 OVERVIEW
• 7. EVALUATION AND AWARD
• 7.1 VENDOR SELECTION
• 7.1.1 OBLIGATION
• 7.1.2 COMMITMENT
• 7.2 EVALUATION
• 7.2.1 FINANCIAL CONSIDERATIONS
• 7.2.2 SYSTEM FEATURES

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SAMPLE SOFTWARE RFP Continued.

• 7.3 VENDOR QUALIFICATIONS AND PROPOSAL
  INCLUSIONS
• 7.3.1 UNDERSTANDING OF THE PROJECT
• 7.3.2 STATEMENT OF WORK
• 7.3.3 EXPERIENCE AND CREDENTIALS
• 7.3.4 REFERENCES
• 7.5 PROJECT COST
• 7.6 FUNDING
• 7.7 ERRORS
• 7.8 AMENDMENTS
• 7.10 MEETING WITH VENDORS
• 7.11 COMPLETE INFORMATION
• 8. TERMS AND CONDITIONS / AGREEMENT
• 9. VENDOR INFORMATION
• APPENDIX A
• NOVANET MEMBER INSTITUTIONS
• APPENDIX B
• CAUL-CBUA MEMBER INSTITUTIONS-THEIR LIBRARY
  MANAGEMENTS SYSTEM

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Compliant vs. Non-Compliant

• Purchaser can ask/specify
• Offer Acceptance Contract
• Bidder must be compliant
• Wording Important
• Evaluation Important

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Compliant vs. Non-Compliant

• Wavering Non-Compliance
• Be Careful
• Material Major
• Non-Compliance No!
• Maybe Define Issues

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Conclusion

• Know what you want to Achieve
• Develop the Process Documentation to
  Achieve It.
• Above all
• Fairness
• Openness
• Consistency