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
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.
This page was last reviewed 04/19/2010
Please send questions/comments/suggestions to
Steve Knowlton, Interim Head of Collection Management