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US/UK Vendor Review

US/UK Vendor Review. 7 Feb 2007. Steering Committee Membership. Tobin Nellhaus, Chair Meg Bellinger Ann Okerson Sue Roberts Marcia Romanansky David Stern Paul Stuehrenberg Joan Swanekamp. Reasons for Review (1).

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US/UK Vendor Review

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  1. US/UK Vendor Review 7 Feb 2007

  2. Steering Committee Membership • Tobin Nellhaus, Chair • Meg Bellinger • Ann Okerson • Sue Roberts • Marcia Romanansky • David Stern • Paul Stuehrenberg • Joan Swanekamp

  3. Reasons for Review (1) • Need to start regularly reviewing choice and relations with vendors in order to determine if we are meeting the Library’s needs as well as possible • We will review some of the Western European vendors in coming years • Must move toward shelf-ready services • We currently have (or recently had) experiments with Blackwell, YBP and Coutts

  4. Reasons for Review (2) • Need to supply CCL through an approval plan • Increasing presence of e-books • Need to integrate with print universe

  5. Scale of US/UK Acquisitions FY2006 – Minimum • Total titles: 30,000 • Approval: 16,300 • Standing Orders: 3,000 • Firm Orders: 10,700 • Total expenditures: $1,560,000 • Approval: $723,000 • Standing Orders: $165,000 • Firm Orders: $672,000

  6. Vendor Review Process • Steering Committee began meeting in late November • Determined timeline • Established workgroups to examine various issues and provide questions for the RFP • Reviewed RFPs from other major libraries • Wrote and issued RFP • Now organizing vendor visits, which will include “breakout” sessions with the workgroups • After vendor visits, will evaluate the vendors and make a recommendation to LMT

  7. Timeline • 11 Dec: Initial letter sent to Blackwell, Coutts, and YBP (only viable vendors) • 1 Feb: RFP sent to vendors • 2 Mar: Venders’ proposals due • Late March/early April: Vendor visits and presentations • April/May: Steering Committee and LMT decide about vendor • May-August: Negotiate letter of agreement, and prepare transition (if we change) • September/October: Transition to new vendor begins with 2008 imprints (if we change) • 2008-09: New group will plan and implement shelf-ready book preparation

  8. Workgroups • Selectors • Acquisition • Shelf-Ready Requirements • Other Technical Specifications • Steering Committee for general matters

  9. RFP Sections • 1) General • 2) Selection Services • 3) Order Placement, Shipment and Billing • 4) Online Selection/Ordering System • 5) Technical Specifications and Shelf-Ready Services • 6) Pricing, Terms and Conditions

  10. 1) General section • Companies’ ability to meet our needs • Companies’ experience with peer libraries • References from libraries and suppliers • Corporate sustainability • Financial information • Corporate structure, affiliates, etc

  11. 2) Selection Services section • Coordination of operations in US and UK • Possible inclusion of other English-speaking countries (e.g., Ireland, Canada, Australia) • Coordination of multiple approval profiles, including multiple library locations • Coverage of publication universe (publishers, formats, etc.) • Profile structure and management (subject headings, non-subject parameters, options on including shelf-ready services, etc.)

  12. 3) Order Placement, Shipmentand Billing section • EOD/EDI • Firm Orders (including “rush”) • Standing Orders • Inventory and Supply • Shipment • Invoicing • Claims • Customer service

  13. 4) Online Selection/Ordering System section • Information included in online systems • Firm, “rush” and standing order placement • Standing order management • Duplication management • Database maintenance and upgrades

  14. 5) Technical Specifications and Shelf-Ready Services section • MARC record requirements • EDI workflow • Integration with profiles • Record availability and quality • Call numbers, spine labels and bookplates • Binding specs • Other processing issues

  15. Pricing, Terms andConditions section • Discounts for approval, firm, “rush” and standing order materials • Service charges for “rush” orders, shelf-ready processing, catalog records, etc. • Shipping charges • Deposit account terms • Financial estimates

  16. Vendor Visits • Dates: 21 March, 28 March, 4 April • General presentation and Q&A • Use LMC time for the general presentation • Sessions with each workgroup • Session with Steering Committee

  17. Decision Criteria • Seek best balance and overall value • Profile system • Publication coverage and management • Online system adequacy and usability • Shelf-ready services • Cataloging record quality • Integration with Voyager (esp. EOD/EDI) • Pricing • Other libraries’ experiences • Company’s prospects as a business

  18. Some Possible Issues • Changing vendors will require committing staff time for: • negotiating terms of agreement • creating new profiles • working out technical matters and new procedures • training sessions • a transition team, probably for several months • Shelf-ready preparation will probably force us to relinquish some local practices (e.g., variations in call number construction) • Certain steps in shelf preparation may have to remain here (e.g., some or all bookplating)

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