MELA Minutes 2022-2023

our needs. The next phase will be going through ITS’s Quality Assurance department. If they have any concerns, it will go back to the SOW committee for modifications. If there are no concerns, it will go public in the next couple of weeks and a formal RFP committee will need to be in place. Dr. Wilhite will send out a Google doc for members to sign-up to serve on the RFP committee. The committee members can be SOW committee members or new individuals. They will receive the binders of information where the vendors respond if they can or cannot comply. They will be required to attend a vendor conference where they can ask questions and watch a demo of the product. Vendors that do not participate in the vendor conference cannot respond to the RFP. It is usually a face-to- face conference in Jackson at the ITS building. A virtual option may be available for extenuating circumstances. The members will need to sign a confidentiality form. Individuals will need to actively participate for the proposed six-month process with 1-2 face-to-face meetings for the vendor conference and to score the vendors. The goal is to make the transition during the spring while we still have tutoring hours available from NetTutor. Eight individuals are needed to participate on the RFP committee. The committee will meet to score the vendors and ITS will tally the score. The weights of the score are 60% for technology and 40% for the cost of the product. 2. Action Items SmarterServices was excluded from the list because we are in the middle of a pilot with them which may change the scope of our renewal with them. Our contract will be expiring with them soon. We will need to decide what type of quote is needed from them at the September MELA meeting. 3. Presidents’ Action Item re: VCC