The single source of supply for much material
the library seeks to obtain makes competitive bidding impractical.
In the selection of vendors the guiding purpose is to achieve the best
possible combination of service and cost. Availability of material
in the shortest time, correctness of invoices and material received, cooperation
in accepting returns, responsiveness to inquiries, and prompt and cooperative
issuance of credit memos are also factors in the selection of dealers.
Specialization in subject or format which produces excellent service and/or
good discounts is a consideration in vendor selection. Geographic
proximity which insures promptness of delivery and the ease with which
written and telephone communication can be maintained are also considered.
Orders are placed directly with publishers when higher discounts and faster
service can be obtained. Orders submitted on a “rush” basis are often
ordered directly from publishers.
Aids in vendor selection are the department’s internal vendor evaluation
records and published guides such as the American Library Association’s
Guidelines
for handling library orders for in-print monographic publications (l984)
and Ung Chon Kim’s Policies of publishers; a handbook for order librarians,
4th ed. (1989).
Regular review of the vendors will have high priority.
Efforts are made not to have large amounts of money obligated for long
periods of time to a vendor who is not performing well. A close check
will also be maintained on the discount rate which is promised and delivered
on publications purchased.
Prompt, courteous reception of business telephone
calls and prompt courteous replies to correspondence are required of Acquisitions
Department personnel, and reciprocal courtesy is expected from vendors.
In addition, a spirit of cooperation and amicability is expected in making
adjustments such as cancellations, returns, and issuance of credit memos.
Quick response in sending catalogs and brochures outlining services and
availability of materials is expected. Dealers must be willing and
able to respond in a cooperative and constructive manner to complaints
registered by the Acquisitions Department.
Suggestions from teaching faculty or librarians
regarding vendors will be given careful consideration, but the ultimate
responsibility for selecting vendors rests with the Acquisitions Department
and is based on the above criteria. Verbal offers from vendors to supply
expensive sets or large quantities of volumes must be substantiated by
written quotations. All purchasing commitments for non-periodical
library materials should be made through the Acquisitions Department.
Teaching faculty or librarians outside the Acquisitions Department are
not authorized to make commitments to vendors for library purchases, nor
may they claim or cancel Acquisitions Department orders.
