Preliminary Survey of ICOLC MembersICOLC Meeting in Munich, GermanyOctober 20, 2008Katherine A. PerryVIVA Director

Survey Who RespondedWhich Consortia DONT Do RFPsWhich Consortia DO Do RFPsAreas Considered Most Difficult Areas Where ICOLC Might HelpWhat We Dont Know.

Both are publicly advertised invitations to submit an offer to supply goods or services.

Both require detailed specifications.

But, there appear to be some major differences. RFP in Virginia MUST negotiate price.While we cannot disclose specific contents of other proposals, we can and do let vendors know if they are in the ballpark. We ask for their Best and Final Offer and then re-evaluate the proposals. RFT in Europe may NOT negotiate price. The written proposal is the final word.

is a form of competitive negotiation , a method for purchasing goods and services, usually of a complex and technical nature. The RFP is a written document. Written proposals are submitted and evaluated. Negotiations are conducted with selected offerors and the best proposal(s), as judged against criteria contained in the Request for Proposals, are evaluated, one (or more) is accepted and an award or awards are issued.

*6-9 months http://www.vivalib.org/VIVARFP2008.html*Subcommittee writes RFP *Allow 30 days for responses* Product Trials and Solicit Feedback from Members*Evaluation #1*Finalists Presentations for Members*Negotiations*Evaluation #2*Award(s) made

202 Consortia in ICOLC 2008 1244413 873+2 multinational

30 Consortia Completed Survey21 (70%) 124 (17%)6 (20%)44 (14%)1 (3%)13 (8%)1 (3%)8 (13%)0703

1 multi (3%)+2 multi (50%)

Of those who completed the survey, 10 (33.3%) said NO, they do not do RFPs.* 6 North America (US and Canada) * 2 Europe* 1 Asia*1 Multi-regional (Africa, Asia, Europe and N. America)

Of those who completed the survey, 20 (66.7%) said YES they do RFPs.* 15 North America (US and Canada) * 4 Europe* 1 Australia/New Zealand* 0 Africa* 0 Asia

*Do we have a clear understanding of what RFPs and RFTs are? *What are real differences among states/provinces, countries, regions? *Response rate good or not? Should we seek to involve more consortia, esp. outside of Europe and North America?*What do consortia use the RFP to acquire? Products or Services? (ILS, Aggregated Databases)*How best to identify possible issues and possible solutions?*Vendors: What are their issues and how best to involve them?

******22 out of 124 consortia in North America (18%) (US, Canada, and Mexico)Based on # of consortia listed on our public web page as of April 2008.44 consortia in Europe, 16%13 in Asia, 15%8 in Australia and New Zealand, 13%7 in Africa, 14%3 in South America, 0%

*Response rate by region was approximately 0-50%.Appears 1 consortium was a multinational, with members in Africa, Asia, Europe and North America but that consortium doesnt do RFPs, so we didnt learn much.21 out of 124 consortia in North America (17%) (US, Canada, and Mexico)6 out of 44 in Europe, 14%1 out of 13 in Asia, 8%1 out of 8 in Australia and New Zealand, 13%0 out of 7 in Africa, 0%0 out of 3 in South America, 0%

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