ACQNET: Re: Number of vendors used (3 responses)

[Editor's Note:  Barbara Dean is the requester.]

Date: Wed, 27 Apr 2005 10:36:43 -0400
From: Chris Albertson (Tyler Public Library) <calbertson_at_tylertexas.com>
Subject: ACQNET: Re: Number of vendors used

While not perhaps immediately germane to [Thelma's] request, some states
require that expenditures above a certain level, either individually
or by "cumulative effect", must be bid. This can affect the number
of vendors used. The cumulative effect is interesting in that one may
start out in any fiscal year NOT intending to give, say B & T , "X"
number of dollars of business, which in one lump sum would require
bids, but at the end of a fiscal year might result in going above the
limits.

This can run close to violation of "bid avoidance" clauses in some
states. This is seen all the time in parks departments that start
contracting for a little bit of fence here and a little bit of  fence
there and then all of a sudden a ball field is completely fenced
for a much larger sum. Then the fencing companies that were never
called [to bid] cry foul and it can get messy.

Texas particularly has, in my opinion, confusing language in its state
purchasing laws that has led some municipal libraries and their attorneys
to
claim that book purchases are EXEMPT from bidding although by the example
of
the State of Texas itself in it's own purchasing, this is most likely not
the
case.

Just my two cents worth to further cloud the issue.

Mr. Christopher Albertson
City Librarian
Tyler Public Library
201 S. College Avenue
Tyler, Texas 75702-7381
Voice 903-593-READ(7323)
         903-593-HELP(4357)before/after hours
Fax   903-531-1FAX(1329)

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Date: Wed, 27 Apr 2005 10:07:58 -0400
From: Shirley A. Jeffries (College of Charleston) <JeffriesS_at_cofc.edu>
Subject: ACQNET:  Re: Number of vendors used

Good day,
We use six vendors in the U.S. and five vendors for overseas
purchases. If it is necessary, we do purchase directly from sources
that cannot be serviced by our main vendors.  We do try to stay
away from spreading ourselves too thin since it is very time
consuming to process a large number of invoices. It also makes the
job of the accounting department easier since there are not a
multitude of small checks to cut and to reconcile each month.

We also find our service relationships are smoother since we deal
More frequently with our main vendors and have a more personal
connection.

Shirley A. Jeffries
Library Technical Assistant, Collection Development
College of Charleston Libraries

---------------------------------------------

Date: Wed, 27 Apr 2005 07:05:53 -0400
From: Debra Thomson (Rhode Island College) <DThomson_at_ric.edu>
Subject: ACQNET: Re: Number of vendors used

I work in a medium-size academic library, and we have a similar
materials budget.  I try to limit purchases to three major vendors,
and have seriously considered using fewer than that.  However, that
leaves very little flexibility.  So, I also use three online vendors.
Even this does not eliminate the need to order direct from time to
time. There are some advantages to having fewer vendors, including
the possibility of negotiating better discounts, and the ease of
having to deal with fewer customer service representatives, account
reps, and accounting departments.  So, if you have fewer regular
vendors, in theory you'll have more time to devote to the direct
orders.

Debra Thomson
Library Purchasing Manager
Rhode Island College Library
600 Mt. Pleasant Ave.
Providence, RI  02908
Phone 401-456-9651
Fax 401-456-2715


++++++++++++++++++++++++++++++++
Original Message:

Date: Tue, 26 Apr 2005 13:54:31 -0400
From: Barbara Dean (Arlington County Dept. of Libraries)
<Bdean_at_arlingtonva.us>
Subject: ACQNET: Number of vendors used

Arlington County is a medium-sized urban library with a materials
budget of just over $1.2 million.  I'm in the process of making the
case that we can not afford to spread our financial resources among
a large number of booksellers/publishers.  I know I'll be asked for
benchmarks.

Is anyone willing to share the approximate number of vendors they do
business with in one year?  Does your library put some kind of limit
on the number of sources it works with in one year?  What happens
when a selector says they want something purchased that can only be
acquired by going direct?

Barbara C. Dean
Acquisitions Librarian
Arlington County Department of Libraries
1015 North Quincy Street
Arlington, VA  22201
703-228-5979
703-228-5998 FAX





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