| Milestone/Task
| Completed
| Resources
| Status
| Notes
|
| Project Kickoff 7/16 -
| | | |
|
| Configure Communication Tools
| 7/30/2014 | FLVC | Complete |
|
| Task force work begins - First Meeting
| 8/8/2014 | TF | Complete |
|
| Procure ITN template or examples
| 8/8/2013 | EB | Complete |
|
| Develop Requirements Doc 8/8 - 9/19/2014
| | | |
|
| First Requirements Draft presented to Exec Comm
| 8/25/2014 | TF | Complete |
|
| Task Force completes the draft requirements document
| 9/5 - 9/19 | TF | Complete |
|
| Task Force sends message to the FLVC-LIBS-ALL listserv
| 9/22 | TF | Complete | informs staff the requirements doc and survey is being sent to MCLS and Committees, includes info about Collaborate session on the process, and instructions to return one compiled survey per institution.
|
| The draft requirements document is sent to MCLS
| 9/22 - 10/17 | TF | Complete | Deans share with their staff and receive feedback via the survey.
|
| The draft requirements document is sent to FLVC Committees liaisons
| 9/23 - 10/17 | TF | Complete | FLVC Committees review the requirements and provide feedback via the survey.
|
| Task Force creates draft evaluation criteria
| 9/26 - 11/19 | TF | |
|
| The feedback survey is sent to MCLS and FLVC Committees
| 9/25- 9/26 | TF | Complete |
|
| Collaborate sessions offered via the lincc training for all library staff
| 9/25 and 9/30 | JP/EB/AZ | Complete | introduces the Task Force process for the ITN work, including the info on requirements doc and survey.
|
| FLVC staff works to summarize, de-dup and condense survey feedback
| 10/20- 10/31 | FLVC | | includes survey responses from institutions and FLVC Committees
|
| MCLS Executive Committee call; provides feedback on evaluation criteria method and discuss the appointment and makeup of the Evaluation Team.
| 10/28 | TF and Exec Committee | Complete |
|
| The Task Force receives report/summarization of survey feedback
| 11/3 | TF | |
|
| ITN Development 11/3 - 11/24/2014
| | | |
|
| Task Force works to finalize the ITN, including work on evaluation criteria
| 11/3- 11/24 | TF | Complete | includes comments from the survey; writing the sections not covered in the requirements;
|
| Task Force Face-to-Face Meeting at UCF
| 11/19- 11/20 | TF | Complete | begin Wed. 10:00 a.m - end Thurs 3:00 p.m.
|
| Final requirements and other ITN content goes to UWF Purchasing Department
| 11/24 | TF | Complete |
|
| Thanksgiving holidays
| 11/27-28 | | |
|
| MCLS meeting in Sarasota
| 12/3-4 | | | Evaluation Team makeup recommendation discussed and endorsed by MCLS
|
| Evaluation Team members are set
| 12/3 | UWF Purchasing | Complete |
|
| ITN Released by UWF to vendors
| 12/15 | UWF Purchasing | Complete |
|
| Works on demo dates and begins creating the scripts for the demos
| 12/8- 1/16/15 | TF | | combination of live and virtual demos
|
| UWF closed for Winter Break
| 12/24-1/1 | | |
|
| Vendor Deadline for questions to be received
| 1/2/15 | vendors | Complete |
|
| Send answered vendor questions back to UWF
| 1/5/15 | FLVC and UWF | Complete |
|
| UWF posts answeres to vendor ITN questions
| 1/9/15 | TF | |
|
| Deadline to receive, open and record vendor responses from ITN
| 1/23/15 | vendors | |
|
| Distribution meeting for Procurement to pass on responsive proposals to Evaluation Team
| 1/26 | Director and TF | |
|
| Work to score results and set demo dates with vendors
| 1/27 - 2/13 | Eval Team | | Team must score bids individually, then comes together to discuss and adjust scores as a group. F2F Meeting
|
| ALA Midwinter
| 1/30 - 2/3 | staff | |
|
| Scores to be summarized - select vendors for demos
| 2/16 | Eval Team and Procurement Director | |
|
| Set up Vendor Demos
| 2/10 - 2/13 | TF/vendors | |
|
| Vendor demos – negotiations with selected vendors
| 2/16 - 2/20 | vendors | | set up additional meetings with vendors if further negotiations are required
|
| TF reviews the evaluation and writes the report/recommendation
| 2/23- 3/6 | TF | | possible F2F meeting
|
| MCLS meeting in conjunction with LRSC, TF gives update on status of report;
| 2/23 - 2/24 | | | Discussions are not permitted with other teams regarding specifics of the bids.
|
| Potential MCLS special meeting to discuss Task Force recommendation
| March | | | Discussions are not permitted with other teams regarding specifics of the bids.
|
| Budget with LBR awarded
| Spring 2015 | | | ITN must state that award is contingent on legislative funding
|
| Contract negotiations; ITN winning vendor Identified
| December 2015 - March 2016 | | | Contract for Services prepared, approved and signed.
|
| Contract signed
| April 2016 | | |
|
