Re: RFP/Serials Vendors (Lesley Tweddle) Lesley Tweddle 27 Jan 1999 17:10 UTC
Subject: Re: RFP/Serials Vendors (Peter Picerno) Hallo Peter, We've always used multiple vendors (currently 4) for our Western-language titles (about 2100 current subscriptions). We are in Egypt. We formerly used a UK vendor for UK publications and a US vendor for US publications; now our UK vendor handles many of our US titles. Quite a few years ago we added a second US vendor; also a continental European vendor for non-UK European titles in two of our subject areas which that vendor specialises in. Using several vendors enables you to sample their differing qualities, and not to be too starry-eyed about what is feasible. You can have a super relationship with a vendor because of one capable person, and if s/he leaves or gets a promotion, or a new boss, everything goes flop. As for helping in negotiation, I don't know. About ten years ago, when we made our first big transfer of titles from one vendor to another for reasons of dissatisfaction, the statement "we are about to take away $42,000-worth of subscriptions from our account with you" produced no response, no promises of reformation, and if it had, I'd have been inclined to doubt them. I am not personally a hard bargainer, and this may be the underlying reason why I don't really think it's a good thing to put cost as the primary issue. My experience of our vendors is, they charge roughly the same. They are all well-known, established firms, and I reckon they all know what they have to charge to make ends meet. A vendor who goes broke on you is no use. One who offered charges dramatically below the rest would make me wonder what corners they were cutting. We have found that using several vendors has smoothed the way for subscription transfers when we wanted to make them - at least we had our contacts and goodwill already established. I would certainly hate to be confined to only one vendor. I can't say from experience if it makes more work, but I doubt it. If you depended on your vendor for some form of cataloging or accounting records, that would be another matter of course. I have never written an RFP for a vendor. From my experience with our situation however, there are data and procedures I wish I had been more involved with: the service charge percentage, the method of calculating shipping charges, the method of billing for those; how credits are handled (a lump sum without attribution to specific titles, or a separate credit for each item - obviously the latter is better); the timing and presentation of the invoices; penalties for late, or rewards for prompt payment; the use and significance of proformas; conditions of cancellation; whether you are getting a full consolidation service or simply a boxing service - there IS a difference - or direct mailing from the publisher; these are a few things that spring to mind. Some of them will be set out in the vendor's brochure, some have to be dug for. Get input from the people who are checking in ***and processing invoices*** from your present vendor, see if they have ideas about what to avoid! Other people who have written RFPs will have firmer details, and I hope they will post theme to the List! Best wishes, Lesley Tweddle Head, Serials Dept American Unive in Cairo Library ltweddle@aucegypt.edu