The Digital Library Federation has prepared functional requirements for a new website. It now needs to select a platform and vendor to build a new site that meets these requirements. This project would guide DLF through the development of a Request For Proposals (RFP) for use in vendor selection.

The DLF staff prepared the functional requirements with consulting assistance, but without much feedback from the membership. One goal of this project is to incorporate such feedback before moving too far along in the process of building a new web site. The membership of DLF may also have important advice about platforms and vendors DLF ought to consider as it moves ahead with the instantiation of a new web presence.

This project envisions a "lite" RFP which will be largely based on the functional requirements (with member feedback). It will also incorporate some non-functional requirements to be discussed with the staff. The goal of this project is to keep this RFP process as simple as it can be while still helping DLF identify the strongest partner for moving ahead with development.

A status update on this process will be presented to the membership at the Spring DLF Forum.

Developing the RFP

Though the RFP will be largely based on the functional requirements, it will also have to include non-functional elements such as budget requirements, timeline, and assessment guidelines. DLF will provide a document describing staff thoughts about architecture desiderata or mandates, based on member feedback and staff experience and intuitions.

I will draft this document with input from DLF staff, then share it with DLF staff for review.

After review, I will provide a revised RFP to DLF for sharing with DLF membership during the Spring DLF Forum.

Gathering Feedback and Advice

The DLF staff will suggest the best way to gather feedback from membership. Currently we anticipate that the DLF Director can share the draft RFP with executive committee of DLF's board while I and a DLF staff member can share the same document with a "Birds of a Feather" session at the Spring DLF Forum. We will also solicit suggestions from the membership about platforms the DLF should consider for managing its site and vendors who can help design and build it.

DLF staff and I will review the feedback and advice, and investigate the options suggested. If needed, I will revise the RFP to incorporate these ideas.

Communicating with Membership

I will be available to participate in a discussion session about the website and DLF plans for its renewal at the Spring DLF Forum. It would be best if this discussion also includes at least one member of the DLF staff to help answer process questions and carry the any feedback from the meeting to DLF.

Timeline

I know we want this to move along quickly, but all should be aware that the timeline set forth below does not likely support completing the implementation of a new website before the end of the DLF fiscal year in June. Future steps in the process include issuing the RFP, reviewing responses, selecting a platform/vendor, contracting, development, testing, and release.

by Friday, 21 March 2008, contract for this phase signed
Tuesday, 25 March, phone call with interested DLF staff to discuss non-functional requirements
Tuesday, 10 April, first draft RFP shared with DLF staff
Monday, 14 April, phone call to discuss first draft RFP with interested DLF staff
Monday, 24 April, second draft RFP ready to share with directors and BOF
Monday-Wednesday, 28-30 April, Spring DLF Forum, gather feedback from directors and BOF
Monday, 6 May, final RFP shared with DLF staff
Friday, 9 May, contract expires

Costs

My assessment of this project shows that it will require considerable research and writing time. The full cost of the project would be $5,300. As before, I am prepared to give the DLF a discount of my overhead costs which would bring the costs down to $4,100. I am expecting we could use DLF arrangements for the phone conferences, otherwise arranging these would be an additional expense. An invoice for this work will be submitted by 9 May 2008.

Eric Celeste

Eric brings over 15 years of library and 25 years of technology experience to his consulting. At MIT Eric shepherded the creation of DSpace, open source digital repository management software developed with HP and now deployed at hundreds of institutions worldwide. At the University of Minnesota Libraries he encouraged the development of the UThink blog service, a wiki-based staff intranet, LibData, and the University Digital Conservancy. He works with non-profit institutions on appropriate uses of technology for informing, communicating, and collaborating with their constituencies.