1. Preliminary Survey of ICOLC Members ICOLC Meeting in Munich, Germany October 20, 2008 Katherine A. Perry VIVA Director

2. Survey – Who Responded Which Consortia DON’T Do RFPs Which Consortia DO Do RFPs Areas Considered Most Difficult Areas Where ICOLC Might Help What We Don’t Know….

3. Both are publicly advertised invitations to submit an offer to supply goods or services. Both require detailed specifications.

4. 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.

5. … 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. * 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

7. 202 Consortia in ICOLC 2008 124 44 13 8 7 3 +2 multinational

8. 30 Consortia Completed Survey 21 (70%) 124 (17%) 6 (20% ) 44 (14%) 1 (3%) 13 (8%) 1 (3%) 8 (13%) 0707 0303 1 multi (3%) +2 multi (50%)

9. 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)

10. 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

19. *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?