RFP

1. Project Manager two year release time; began work August 1998
2. Committee composed of 22 voting members from all types of SUNY libraries across the state including LAIP and non-LAIP
3. Committee composed of ex officio members from Office of Library and Information Services (OLIS) and Advanced Learning and Information Services (ALIS)
4. Steering group appointed and will continue until May 1999 to act as a sounding board to the project manager for ideas and recommendations before issues are brought to the SLAM committee

RFP

1. Based on input from Walter Bikowitz, Office of General Services, it was determined that an RFP must be developed
2. Based on the May 1999 revised deadline for a library system recommendation the following timetable has been developed:

	complete vendor demonstrations before the release of the RFP
	release RFP by the end of November, 1998
	schedule bidders conference the week of December 14, 1998
	provide summary of all bidders questions and responses by SUNY in writing the week of December 21, 1998
	vendor proposals to the RFP are to be due January 29, 1999
	evaluation of proposals, site visits, reference checks to be conducted by April 2, 1999
	recommendations reviewed during April 1999 ? final recommendation proposed in May 1999

Project Consultant

1. Joseph Ford and Associates; worked on the RFP for LAIP
2. Attended a meeting on October 19, 1998 with the SLAM Systems Taskforce, the Steering group, and OLIS members.
3. Discussions provided input for Joe Ford who will be investigating options and making recommendations on the following topics:

	cluster configurations: addressing the number and distribution of nodes, cost profiles for hardware and software, staffing needs, performance issues
	network performance: defining performance needs and support issues for the network providers related to the library management system and service provides of licensed resources such as OCLC and other vendors of electronic based products
	union catalog: addressing the feasibility of a physical state-wide union catalog in terms of cost, performance, staffing, and the ability to have a state-wide patron file
	data migration: defining migration expectations by data type, vendor, and cost

Taskforces

1. 5 taskforces were established to work on specification that could be used for the RFP, functionality checklists for fall 1998 vendor demonstrations, and for the formal evaluation in Spring 1999. They include:

samples specifications have been provided to all taskforces for review

	Circulation
	Evaluation Methodology
	OPAC
	Systems
	Technical Services

2. meetings by conference call have been underway with all taskforces and work is in progress

Evaluation Methodology Taskforce - proposed as part of the RFP format that a section would include mandatory functions while other sections would provide an opportunity for questions to explore the capabilities of the systems modules.

Four broad categories for evaluation were discussed:

	Cost
	Vendor Qualification
	Functionality (to include opac, circulation, cataloging and authorities, serials and acquisitions, report capabilities, and perhaps a general category for other types of functionality)
	Implementation Capabilities (to include systems administration and profiling, configuration issues, data conversion, standards, maintenance and support, security, training and documentation, and scalability)

Systems Taskforce - met with Joe Ford, the consultant on October 19, 1998 to review issues such as sample cluster configurations, network performance, union catalog, and data migration. Separate meetings, either in person or by conference call, are being arranged with vendors to discuss in detail a number of technical components of the various systems

Vendor Demonstrations

1. Goal is to educate committee members as to the capabilities of library management systems currently on the market with emphasis on patron empowerment developments and the capabilities of graphical user interfaces in both staff and public functions
2. Format includes one day per vendor, with an agenda, and moderator to keep the sessions on track and on time
3. Each vendor is asked to demonstrate specific functionality that has been identified for each module to help provide a consistent format for the presentations
4. Attendees: entire SLAM committee; due to limited seating capacity LASG members and Library Directors have been invited (via their listservs) on a space available basis.
5. Total of four demonstrations have been scheduled and will be held in Syracuse; location and scheduling information has been posted to the listservs of SLAM, LASG, and SCLD

	DRA October 28, 1998
	Endeavor November 13, 1998
	Ameritech November 17, 1998
	SIRSI November 19, 1998

Next Steps

1. Joe Ford s report is expected to be completed by mid-November
2. Project manager producing a draft RFP by incorporating the specifications under review by the Taskforces, from the consultant, input from the vendor demonstrations, and working with staff in the SUNY Contracts section of ALIS; initial draft expected by mid-November
3. Draft RFP will be reviewed and finalized for publication by late November in the Contract Reporter to keep on schedule with the time table identified under the RFP section above
4. Formal evaluation team will need to be established by the Fall 1998 semester
5. Procedures for evaluation process need to be finalized before bids are open and formal evaluation begins in the Spring 1999 semester (required developing procedures for bid opening, review of proposal responses, scoring mechanisms for functional and cost components, etc.)

Steering Group

Karen Carney
Ruedi Lienhard
Mark Ludwig
Pat Onsi
Natalie Sturr
Maureen Zajkowski

Evaluation Methodology Taskforce

Mary Ann Corsetti
Martha Lollis
Mark Ludwig
Andy Perry
Dave Ritchie

Technical Services

Vincent Courtney
Sally Goodwin
Heather Miller
Mary Ann Van Benschoten
Nancy Van Deusen

Circulation

Karen Carney
Vincent Courtney
Roger Gifford
Larry Jenkins
Larry Randall
Charlie Simpson

OPAC

Patty Bently
Betty Jean Ingui
Randy Gadikian
Laura Murray
Judy Sikora

Systems

Rich Delbango
Lynne Karen
Mark Ludwig
Andy Perry
John Schumacher
Natalie Sturr

by Maureen Zajkowski
SUNY Library Automation Migration Project Manager
Office of Library and Information Services
email: maureen.zajkowski@suny.edu
voice/fax: (607) 777-4169