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

2. 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

3. 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

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

5. 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

6. 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

7. 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…

8. 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
s and phone calls over 2 month period – no formal respones

9. 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

10. 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

11. 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

12. 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?

13. 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