Request for Proposals (RFP) might seem daunting, but we've provided some help in helping you write your RFP.

Always make sure to provide a complete background and history of the library and include the following:

·         Number of locations (main, branches, bookmobiles, etc.)

·         Most recent annual circulation statistics

·         Population of the community served

·         Number of "current patrons" utilizing the library

·         Total number of physical and electronic items and if any, authority records.

Give plenty of time for vendors to respond to the deadlines defined in your RFP. 

Provide an opportunity for vendors to ask questions.

Publicly post responses to vendor’s questions on a website where the RFP has been posted.

You should allow for and schedule vendor presentations with the vendors you feel will most likely meet the requirements and specifications of the RFP.

Provide a list of 3rd party vendors services you are currently using or plan to use that may need to be integrated with the Integrated Library System (ILS).

Have vendors explain how their system integrates with the different eBook service providers.  

Ask vendors to describe what unique features of their ILS will help engage patrons and create community involvement.

How user friendly is the ILS from the admin/librarian side and patron OPAC?  How customizable is the user-interface?

Explain the capability of the reporting features and describe how custom reports are created. Does the vendor's system require you to know SQL in order to build custom reports?  Are there any additional costs associated with creating custom reports?

How often does the vendor provide updates to their ILS?  How are future enhancements developed and deployed?  Are customer’s suggestions considered and implemented when updates are released?

Ask if the vendor offers mobile apps for iOS and Android. Is there an extra cost for the vendor's mobile apps?

When calling for support/technical service: Is the vendor located in the United States? What time zone?

What support/technical services are covered during the contract period? What is not covered?

Does the vendor have their own full-time development staff?

If the library decides to switch to another ILS vendor:

·         Are there any exit service fees or any other fees charged?

·         Does the library own their data or are we charged to get our data?

·         What is the length of time required to notify the vendor we are leaving to another vendor?

Helpful websites on how to write an RFP:

https://ivygroup.com/blog/how-to-write-a-better-rfp/

https://www.techsoup.org/support/articles-and-how-tos/overview-of-the-rfp-process

I've also attached a document that has a general list of requirements that an Integrated Library System should offer.  Please feel free to use any of this information as you see fit.