US/UK Vendor Review

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US/UK Vendor Review

• 7 Feb 2007

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Steering Committee Membership

• Tobin Nellhaus, Chair
• Meg Bellinger
• Ann Okerson
• Sue Roberts
• Marcia Romanansky
• David Stern
• Paul Stuehrenberg
• Joan Swanekamp

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Reasons for Review (1)

• Need to start regularly reviewing choice and
  relations with vendors in order to determine if
  we are meeting the Librarys 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

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Reasons for Review (2)

• Need to supply CCL through an approval plan
• Increasing presence of e-books
• Need to integrate with print universe

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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

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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

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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

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Workgroups

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

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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

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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

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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.)

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3) Order Placement, Shipmentand Billing section

• EOD/EDI
• Firm Orders (including rush)
• Standing Orders
• Inventory and Supply
• Shipment
• Invoicing
• Claims
• Customer service

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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

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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

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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

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Vendor Visits

• Dates 21 March, 28 March, 4 April
• General presentation and QA
• Use LMC time for the general presentation
• Sessions with each workgroup
• Session with Steering Committee

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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
• Companys prospects as a business

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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)