Methods_of_Approach.pdf

METHOD OF APPROACH

2.1 PRICING

A. Leasing Plan and Pricing Structure

Describe the vendor’s leasing plan options and pricing structure available to the Library. Include details on plan duration, renewal terms, and any applicable volume discounts.

B. Allowance System

Provide a detailed description of any allowance system offered, including cost per item and the basis for calculation. Using comparable public library system customers provide the average annual percentage of titles that fall within each allowance range

2.2 ABILITY TO MEET CATALOGING AND PROCESSING SPECIFICATIONS

A. Return and Exchange Process

Describe the process and timeline by which leased materials are returned or exchanged, including any conditions or costs associated with returns.

B. Standard Processing Services

Define all standard processing services included in the proposed lease plan (e.g., labeling, Mylar covers, barcoding, etc.). Clearly identify any optional or additional cost processing services.

C. Replacement of Defective Items

Describe the procedure for identifying, reporting, and replacing defective materials, including the expected turnaround time and any associated costs. Describe how the Library may retain additional items beyond those included within plan quota allotments.

2.3 ELECTRONIC CAPABILITIES

A. Online Ordering System

Describe the features and capabilities of the vendor’s online ordering system, including how materials are selected, ordered, and tracked using standard selection lists.

B. MARC Records

Define the MARC (machine-readable cataloging) records provided for leased materials. Identify any additional records available and specify whether additional charges apply; include such charges in the pricing proposal.

C. Standard Reports

List and describe all standard reports available to the Library, including how each report is accessed by staff. Sample reports should be provided.

D. Custom Reports

List any custom report options available and describe how Library staff may access them. Include sample custom reports with the proposal.

E. Electronic Support

Describe the electronic and technical support services provided by the vendor, including contact methods, service hours, and response times.

F. Ordering Non-Listed Materials

Describe how the Library may search for and order materials not included in standard selection lists using the vendor’s online platform.

2.4 TURNAROUND TIME FROM RELEASE DATE

A. Advance Access to Publications

Indicate whether the vendor obtains new publications prior to official street release dates.

B. Fulfillment and Processing Time

Describe the vendor’s average fulfillment and processing time, in calendar days, from receipt of the Library’s order to shipment.

C. Shelf-Ready Shipment

Indicate whether materials can be shipped shelf-ready for arrival at or before the official street release date.

D. Shipping Locations

List all shipping locations used by the vendor to fulfill orders for this contract.

E. Carriers and Shipping Duration

F. Identify the vendor’s standard shipping carriers and the average duration for shipments to the Library.

2.5 INVENTORY

A. Titles Available on-hand

Indicate the number of titles currently in stock at the vendor’s primary warehouse available to support this plan.

B. Alternate Warehouse Availability

Indicate the number of titles available at any alternate warehouse locations used to supply materials under this plan

C. Acquisition of Additional titles

Specify the average time (in calendar days) required to obtain additional titles not currently in stock but available from publishers.

D. Overall Fill Rate

Indicate the vendor’s overall fill rate for available titles.

E. Backorder Rate

Indicate the vendor’s fill rate on customer back orders.

F. Available Book Bindings

Describe the book bindings (e.g., hardcover, trade, library binding) that are standardly available through the proposed lease plan.