Document Delivery Subcommittee Minutes

PRESENT: Charlie Brown, Sharon Edge, Barbara Hale, Nance Mollett, Miko Pattie

ABSENT: Carolyn Tassie

1. Reference Materials Distributed:

1.1. Florida: RFQ: Vendor for Statewide Library Route/Courier Delivery Service

1.2. Florida: Procedures Manual for Statewide Library Route/Courier Delivery Service

1.3. OhioLINK: RFP for Ground Delivery Services

1.4. MnLINK:RFP: Components Related to an Integrated Library Management System

2. Timelines Needed to Be Established:

Miko distributed a draft timeline for Collections Group to illustrate what the group need to work on. There will be 3 areas that need timeline: Courier service, Ariel installations, and ILL support.

3. ILL Statistics:

Barb reported that there are still libraries that haven't reported the Feb.-March'98 ILL statistics among SAALCK, AIKCU, and community colleges. This hard data is critical as it will be used for RFP for courier service. Nancy will contact those community colleges that haven't reported and Barb will do the same for SAALCK. AIKCU has done theirs. Charlie will get KLN's most recent annual statistics as well to be used as reference and as a peak volume count for RFP.

4. RFP for Courier Service:

4.1. Average Package Weight: We'll use ALA's data (5/13/98) for RFP-- 3 pounds per package.

4.2. Implementation Date: April 1, 1999. This will allow us to iron out kinks before CVU courses are offered in Sept.'99.

4.3. Out-of-State Loan Support for CVU: This issue needs to be examined.

4.4. RFP Responses and Contracts from Other State Projects:

Miko will get these for the next meeting.

4.5. Timeline (pending on funding level and timeline):

Feb.- March'99: Training & setup
Dec.'98 - Jan.'99: Codifying procedures
Dec.'98: Contract signed
Nov. 30'98: Vendor chosen
Nov.'98: Vendor evaluation
Oct. 30'98: Vendor responses due
Sept.30'98: RFP distributed & sent to vendors
Aug. 14'98: Draft RFP presented to CVL Steering Committee

5. Ariel Hardware & Software Installation:

5.1. Implementation Date: April 1, 1999

5.2. Tasks That Need to Have Timelines:

5.2.1. Connectivity survey of community and technical colleges, public libraries

5.2.2. Processes needed to acquire hardware & software

5.2.3. Training

5.2.4. Procedures

5.2.5. CVL Technology Group's involvement

5.2.6. Public libraries: Sites need to be identified. With Gates' gift, libraries will need scanner and Ariel software.

6. Next Meeting:

6.1. Date: July 10, Friday, 1:30 - 3:30

6.2. Place: CPE Board Room

6.3. Agenda:

6.3.1. Review draft timelines (Miko)

6.3.2. Review ILL statistics (Barb)

6.3.3. Review courier service RFP table of contents (Miko)

6.3.4. Assignments on RFP