Identification of Need: The university needs to purchase equipment to digitize books and manuscripts.

Market Variations: Several variations of the required equipment exist in the marketplace, indicating a need to understand the different options available.

Undecided Format: The university has not decided which format is best, necessitating information gathering on different formats and their benefits.

Cost Sharing Possibility: There is a possibility that the cost for additional storage will be shared with the state, adding another layer of complexity.

First Course of Action: In such situations, the most appropriate first step is to gather comprehensive information on the available options. An RFI is a tool designed to collect information from suppliers about their products and services. It helps the university understand what is available in the market, the capabilities of different suppliers, and the possible costs and benefits of various options.

Next Steps: After the RFI, the university can better determine their specific needs and proceed with more targeted procurement processes such as an RFP.

References

ISM Glossary of Key Supply Management Terms

CIPS Procurement and Supply Cycle