LINC RFP Process

Frequently Asked Questions

 

 

Why an RFP now?

There are several reasons to consider an RFP for a new LINC system. 

•The Epixtech contract is up for renegotiation in November, 2002

•Dynix has become a static product, only 1 upgrade was released in 2001 and none are planned for 2002.  New functionality is not being added to this product.

•The hardware that we have is almost five years old

•Dynix software was developed for a dumb terminal environment; all LINC libraries now have staff pc’s that can accommodate a graphical client-server product that is much more user-friendly.

•A satisfactory web product has not been developed for Dynix

•Epixtech’s efforts are directed to the development of Horizon/Sunrise software; they are offering incentives to libraries that migrate from Dynix to Horizon.

•LINC has used the Dynix software for almost 10 years.  There have been many changes and new directions taken by other integrated library system  vendors.  Technology changes quickly and it is important that we consider these new technologies and determine what new functionality is available that we currently don’t have.

 

Who is responsible for developing the RFP?

Because Lincoln Trail Libraries System is the contractual agent with the LINC automation vendor, LTLS is responsible for developing the RFP.  Obviously, the contractual part of the RFP, setting forth the process and bid information, needs to follow bid procedureal guidelines that are followed by LTLS.  The technical specification portion of the RFP, or the part that details how and what a new system should do, must come from a contributed effort of all the LINC libraries.

 

What are the next steps to complete the RFP?

LINC Policy Council will appoint an ad-hoc RFP committee, comprised of representatives from different types of libraries and different work areas within libraries, to work with LTLS on the development of the technical specifications area of the RFP.

 

Once this is done, the draft RFP will be released for review by all LINC library staff members before a final document is released for vendor bid.

 

What is a potential timeline for the RFP process?

With the expiration of the Dynix contract in November, 2002, the following timeline is proposed to have a new contract in place by that time.

 

RFP issued                                                                                                                     May 1, 2002

Written questions due                                                                     12:00 noon CST, May 20, 2002

Responses to vendor questions                                                          4:00 p.m. CST, May 24, 2002

Proposals due                                                                                      4:00 p.m. CST, June 1, 2002

Demonstration by top vendor(s)                                                                                    June, 2002

Selection of top proposal                                                                                           August 1, 2002

Contract negotiations begin                                                                                September 1, 2002

Contract signed                                                                                                    November 1, 2002

Operational date                                                                                                          April 1, 2003

 

 

 

How will LTLS communicate this process with all LINC library staff?

LTLS will develop a section of the LTLS web site to post draft RFP documents, the timeline and updates on the timeline, minutes from committee meetings, and ‘quick’ survey response forms to questions that require input from all LINC users.  We will continue to use email to communicate changes to LINC users and will point them to new web documents as they become available.