Implementing the National Book Tender at the University of Limerick Cora Gleeson Collections Services Setting the scene

Key Requirements Best Value for money Discounts between 19% to 23% No platform fees No delivery/postage fees Processing costs low “First Rate” Suppliers Proven track record of excellence Range of services Excellent Customer Service Innovative, technologically proficient

Technical Requirements Electronic Supply Chain Fully-automated workflows Proposal and EDI Ordering EDI Reporting and Claiming Receipting and Invoicing at booksorter Full Shelf-Ready Service Integration and development with LMS – Capita partners programme

Objectives Timely, efficient and cost-effective implementation Compliant Transparent Minimise disruption to workflows and services to students

Call-Off Method: Cascade Method chosen: Cascade “ensure continuity of supply, if the no. 1 can not supply, users can then call-off from the next ranked supplier until requirements have been met” Secure best pricing 1st ranked supplier has received over 93% of orders for Lot 1

Lot 1 – English Language Monographs Previous supplier – 13+ years Introduction of new supplier – significant change management processes Previous experience of appointed supplier limited Difficulties: volume of orders unexpected, extent of UL technical requirements not anticipated Responsive, anxious to solve problems Onsite meetings with senior Proquest management

Lot 2 – E-books Call-off: Cascade But… 1st ranked supplier YBP (EBSCO) unable to meet the technical requirements of the Capita Alto LMS Formal letter requested and received 2nd ranked supplier appointed: Dawson Books E-book has moved on…

Lot 4 – Irish Published Materials Call-off: Cascade 1st ranked supplier did not respond to initial contact Audit trail was created on advice of UL procurement Emails and phone calls over 2 month period – no formal respones

Lot 4 – Irish Published Materials Lack of progress – “detrimental impact on business” Communicate to supplier decision to move to 2nd ranked supplier Audit trail preserved Decision queried by University auditors Audit trail reviewed and accepted by auditors

Lot 6 – Out of Print (UL only) 10% of annual orders are Out of Print titles i.e. 2,000+ items Time consuming process LMS technical requirements iFound & other services did not work with LMS No access to credit/purchase card facilities

Key Performance Indicators Time to supply reduced from 28 days to 21 days 90% of “in print” orders received and on shelves within 3 weeks 95% of all new books are now on the shelves within 1 day of arrival in building 90% of urgently requested books supplied within 2 weeks of order being placed

Have our key requirements been met? Best Value for money Discounts range from 15% to 21%, sustainable No platform fees, hosting charges No delivery/postage fees Reduced processing requirements = fine tuning “First Rate” Suppliers Range of services Excellent Customer Service Innovative Technical Requirements change to LMS - Alma Returning to our key requirements slide – have these been met?

Improving and delivering new services New Services for Users: Approval Plans Backrun On-going Approval Plans Improving existing Services: Cataloguing and Call numbers sourced from supplier for all orders from Lot 1 Mini-competition for e-books