Process for choosing the LiLI-Databases 2007

The new LiLI-Database package that will become available to all publicly-funded libraries in Idaho on January 1, 2007, has been chosen. With assistance from librarians representing public, school, and academic libraries throughout the state as well as librarians and staff from the Idaho Commission for Libraries (ICFL), the goal of creating a well-rounded package is now complete. It is the goal of the Idaho Commission for Libraries that a wide variety of resources made available through LiLI-D will make the accessing of quality information more convenient. The expansion of the wide range of resources will aid many levels of research needs. Funding for these electronic resources was provided by the Idaho Commission for Libraries and Idaho Public Schools.

The process used to attain the new LiLI-D package involved many steps. Two teams were formed to assist in the evaluation portion of this process. The Technical Specifications Team included three ICFL staff members. The Content Evaluation Team included eight Idaho librarians representing the northern, southeastern, and southwestern regions of the state, and public, school, and academic libraries.

As teams were formed, input was also solicited from the LiLI Advisory Board and ICFL’s Library Development group to see if changes to the process were needed. The decision was made to expand the topic areas and types of electronic resources to be included in the Request for Proposal (RFP).

During the last four years many changes have occurred in the number, type, and cost of electronic resources available as well as the needs of the Idaho Library Community and their library users. These changes and advancements along with recommendations made by the LiLI Advisory Board and ICFL’s Library Development group resulted in the following expansion of the Database Content definition in the RFP released June 1, 2006 submission by vendors, for database products providing:

• indexing and abstracting
• e-book
• Web
• reference tools for general interest and K-12 user groups

The process for going out on bid for LiLI-D 2007 included the following major steps:

• Discussion with interested groups for recommendations (internal and external to ICFL)
• Compile list of librarians representing different types of libraries and different parts of the state to serve on Content Evaluation Team
• Create timeline for the process
• Write the RFP
• Work with State of Idaho Division of Purchasing throughout process
• Compile list of ICFL staff to serve on Technical Specifications Team
• Plan Presentation Days for vendors
• Evaluation of six vendors by Technical Specifications Team
• Evaluation of 89 database products by Content Evaluation Team
• Tabulate technical and content evaluation scores and send to Division of Purchasing
• Release of bids by Division of Purchasing to ICFL
• Tally final cost scores
• LiLI-D selection process complete
• Release of selection by Division of Purchasing to all participating vendors
• Release of Purchase Order by Division of Purchasing
• ICFL announces LiLI-D 2007 products
• Preparation for product accessibility
• New LiLI-D available January 1, 2007

When the response period closed at 5:00 p.m. on June 30, 2006, the Division of Purchasing checked all submissions by vendors. Eight companies submitted responses to the RFP. Division of Purchasing excluded two responses based on State of Idaho criteria. The six remaining responses were sent to ICFL. Bids are not included at this time during the process.

The Technical Specifications Team evaluated the six responses covering the State’s General, Technical, Support, and Performance Criteria. All six responses met the mandatory requirements requested in the RFP. This team also scored the following criteria for each database:

• scope
• method of acquisition
• pricing issues
• performance and contract specifications
• access issues
• usage
• end-user access
• content (in general)
• characteristics
• performance level requirements
• deliverables
• authentication

Next the Content Evaluation Team evaluated the individual databases for their usability, suitability for target audiences, and functions available. This team met in Boise for two days to attend presentations by the six vendors who had made the initial cut by Division of Purchasing and Technical Specifications Team. The vendors offering less than five database products (Encyclopaedia Britannica, ebrary, and Grolier Online/Scholastic) were given one hour to make their presentations. The vendors offering five or more database products (Ebsco, ProQuest, and Thomson Gale) were given one hour 45 minutes to make their presentations. During the two days team members also attended an orientation for the process, follow-up discussions, and working lunches. The Content Evaluation Team then had six weeks to use and evaluate all 89 database products.

With all evaluations complete, scores for Technical Specifications and Content Evaluation were totaled for all 89 databases and all bundled packages submitted by the six vendors. These totals were sent to the Division of Purchasing. Division of Purchasing then sent the vendors’ bids to ICFL where the Cost Proposal was calculated and added to the total points score for each individual product and package the vendors proposed in their bid response. Based on the total points accrued, the individual product or package chosen was the highest bidder in each category.

The package of databases that the Idaho Commission for Libraries is providing to the residents of Idaho will help to meet the research needs of students, adults, and librarians in the areas of school K-12 resources, general interest, general academic lower division, business, or consumer health. With this package there will be included additional resources in Gardening, Home Improvement, Psychology, Religion & Philosophy, Sports Medicine, Auto Repair, Book Index with Reviews (Readers Advisor Database), a national newspaper database, and more.

In conclusion, thank you to the librarians representing school, public, and academic libraries from around the state that assisted in the evaluation process. These librarians devoted their expertise as well as considerable time. In taking on this responsibility, they provided a valuable assessment of these database products. It is through this collaborative effort that the Idaho Commission for Libraries and the Idaho Public Schools are able to fund so many quality resources for use by all the residents of Idaho.

For further information or questions regarding this process, please contact Charlotte Fowles, Electronic Resources Librarian the Idaho Commission for Libraries.