Streamlining the RFP/RFI Process

By Don Chvatal, Ringgold

Introduction

Creating formal Request for Proposal (RFP) or Request for Information (RFI) documents represents an expensive, time-consuming task. Ringgold’s vendor-neutral OpenRFP web service is a unique solution that brings libraries & suppliers together for discovery and procurement of new technology and services.

OpenRFP, how does it work?

In the OpenRFP database there are more than 2,500 factual statements about Integrated Library Systems, RFID, and other technology affecting libraries. These statements are available online and can be used to define features needed by libraries in creating their RFPs. A library develops its requirements by selecting from these statements and adding relative importance values. The vendors respond online giving product status for each requirement, adding comment where appropriate. The idea is to save time and effort for vendors and libraries. The most important time saving is that represented by the expertise of having Functionality Statements prepared in language that qualifies products transparently. What this means is that both parties can know with certainty that a particular specification is described such that it either exists in a product package or not, and that the validity of an assertion can be established independently.

What are the advantages for Libraries?

Beginning with the use of language, OpenRFP uses consistent, verifiable statements about functionality as specifications. Missing functionality can be added, by suggestion of OpenRFP professionals, the librarians, or vendors. And, OpenRFP works through NISO and ISO standards to be sure their recommended components are described. Any vendor can be included for a library response. OpenRFP does not favor one vendor over another in allowing vendors to respond to specific Library procurements. Vendor response categories are initially weighted and the vendor responses are “scored” by OpenRFP computers. Then the library can evaluate the scoring and detailed responses. Just as staff effort is minimized, there emerges an improved understanding of functions related to costs, making the procurement process open and transparent to staff and purchasing authorities. Librarians can buy with confidence that the underlying methodology is structured and valid.

Library Clients

OpenRFP operates on the international stage. Some of the libraries with completed projects include:

  • Riverside County (California) (RFID)
  • West Palm Beach Public (Forida) (ILS)
  • National Library of Sweden (Circulation)
  • Univ. of Bolton--UK – (RFID & ILS)
  • Rangeview Library District in Colorado is currently releasing its RFP for RFID equipment, tags, and related services.

OpenRFP Advantage for Vendors

What’s in it for vendors? Vendors can help librarians discover their important product capabilities before the Library starts the purchase process. Vendors can put their best foot forward by establishing more certitude that important features are reviewed for inclusion in the Library RFP.

Vendor responses to OpenRFP specification can be posted in advance in the OpenRFP database. This occurs by subscription where the vendor contracts with OpenRFP to have product functionality described in OpenRFP. Secondly, all formal procurement responses are maintained (in confidence and with security) in the OpenRFP database. As each formal RFP is released, the vendors have the option to match up their prior responses to identical questions and have them posted in draft form against the current RFP they are responding to. This saves time for vendor staff responsible for responding to RFPs.

In an ideal mode, vendors add their new areas of product functionality in advance of active selling, but in parallel as they develop features. OpenRFP enables new Product Discovery and Learning about new products, thereby achieving its objective of making the market more efficient for both parties.

Vendors who have responded to Library RFPs or RFIs using OpenRFP include the following, and their responses are represented in the database:

  • 3M RFID (3M)
  • AGent VERSO (Auto-Graphics)
  • BOOK-IT (Axiell Bibliotek AB)
  • BiblioChip RFID (Bibliotheca)
  • Spydus (Civica Pty Ltd)
  • Renaissance (EnvisionWare)
  • ALEPH (ExLibris)
  • Millennium (Innovative Interfaces)
  • Apex XpressCheck (Integrated Technology Group)
  • RFID (Libramation Library Systems)
  • Koha ZOOM (LibLime)
  • Polaris ILS (Polaris Library Systems)
  • E-Series (P.V. Supa)
  • Relais Enterprise (Relais International)
  • Horizon & Unicorn (SirsiDynix)
  • Library.Solution (The Library Corporation)
  • Virtua ILS (VTLS)

Subscribing Vendors

EnvisionWare. VTLS, and P.V.Supa, are three current subscribers to OpenRFP services working with Ringgold to improve the OpenRFP web service experience for Libraries.

For more information, please contact:

Ringgold. www.openrfp.com | Don Chvatal | 503.977.1313 | Don.chvatal@ringgold.com