Document Delivery Subcommittee Minutes

Present: Michael Binder (chair); Lisa Ahlstedt; William Debord; Mary Ann Dewey; Sharon Edge; Nancy Mollette; Carolyn Tassie; Miko Pattie

Absent: Barbara Hale; Wayne Onkst

The meeting was called to order at 10:10 a.m.

The Steering Committee has approved the RFP for the Courier Service. The first order of business was the need to comply with the state's requirement for vendor selection and evaluation criteria relating to the RFP. This was covered on page 7 of the current RFP.

Miko said that a list of vendors to invite to respond to the RFP is being compiled. The RFP is on the CVL web page. Since the state purchasing dept. will be doing the RFPs for the databases in Nov., the Courier RFP may benefit from being submitted at the same time.

The language of the RFP was amended to include course materials, as well as library materials. The second sentence of the overview now reads. "The Commonwealth Virtual University course materials can also be included."

The timeline was reviewed and had been changed. The goal is for the Subcommittee to evaluate vendor responses in January.

Mike summarized his report to the CVL. His presentation got the RFP approved. (The hard work of the working group that proposed it certainly paid off.-NRM)

Miko did a report on the CVL during a faculty orientation aimed at instructors for the CVU courses. They seemed especially interested in document delivery.

The budget has been approved and we got what we asked for in non-recurring funds. There was some discussion about the KCTCS libraries that don't use FirstSearch currently and what they will have to do to get ready to participate. ARIEL does not require SOLINET membership or an OCLC connection.

It is unclear what level of support the state can offer the private institutions involved in the CVU. There are legal ramifications need to be explored. Database access for CVU students in the private institutions may be password controlled. Maybe equipment can be loaned? Some creative solutions need to be explored.

• Should we bundle the hardware and software and make SOLINET the sole source to avoid another RFP? Miko will check and see if making SOLINET a sole source is an option.
• Do we want to order the hardware from SOLINET since they have filled orders so slowly in the past?
• Is the workstation offered through SOLINET Group purchasing the most advanced one available for the price? The scanners and printers are particularly important. The specs Mary Phillips has provided until now are not detailed. The ARIEL Working group will get more specific information to Miko before Thanksgiving.
• Would it be better to bundle the ARIEL hardware purchases with the other workstation purchases in the CVL budget?
• Are there state contract prices on PCs that could provide a good discount and avoid the RFP process? Miko will check on this.

The Steering Committee will meet before December 11^th and the next DDC meeting will be called based on that date.