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Vendor evaluation: A selected annotated bibliography, 1955–1987
Library Acquisitions: Proctice & Theory, VoL 12, pp. 17-28, 1968 Printed in the USA. All rights reserved.
0364-64~/88 $3.00 + .00 Copyright © 19U Pergamon Press plc
VENDOB EVALUATION: A SELECTED ANNOTATFA) |IILIOGRAPIIY, 1955-19|7 THE VENDOR STUDY GROUP Acquisitions Subcommittee of the Library Committee Association for Hisher Education of North Texas 17811 Waterview Parkway, Suite 125 Dalll~, TX 75252
Mellil~u: Zary M. Shafa-C~ir, Juli¢ S. Alexander, Kristine L. Murphy, Thomas E. Ni~3a41er, Gknda A. Thornton, and Audrey V. Vanderhoof
Abstract- This annotated biblJogr~ky, #lined at ecquisitkms and coS¢cticm development librarians, gathers and orll~izes the ~attcred mCteriois on performance evcduation of libecry m¢tce~i ~ (i.¢., jobbers, wAo~4~cs, ~ Qpmts, aawl publishers). The authors, tl~ Vcmtor $t~ly Group of the AxsmcictRm for Higher Education of North Text, cite the most Xi!lnOqcant items fou~! on ve~lor performance written between 1955 and the first half of lf~7. Excluded are citations concerned with algu'ovGi ldans und those witk margia¢l rcJevo~cy to the subject. The bibliograpky is organiz,mt into two categories: (1) Methodologies and Studies and (2) Supporting Moteri#l$. INTP, ODUCTION Many acquisitions librarians find the 1910s to be a period of scarcity. Limited book budgets and inadequate staff are all too familiar. As In inevitable result of minimal staffing, tgm¢ is at a premium in most acquisitions departments. Yet these sc,arcitia preunt a challense: how to make maximum utilization of minimal resources. One key to resolving this dilemllna lies in correct vendor selection for etch order so that a maximum discount may be realized to augment the book 11~14Wt,wltjk at the same time receiving the b a t possible vendor wrvice to alleviate the staffing sitttation. To know the ~ vendor for It pqwtictflar order, however, often reqtfires a complex evtlcation of the numero~ vendors, their pcrfornmnccs services. A formal vendor evldu~3on procedwre, ia itself, can he extremely costly and time consmnin$. ~ u e ~ l y , a b i l ~ o q p ~ y of pfevkA~ work done m vcmk~r eveluation should be of considerable value to ~tcticing Iw,quisitions lil~lritns. This bibliography is a realmmae to the pcobicm dacrib~l above, ~ weil is the need to gather and orpniz¢ the scattered m a t e d ~ on vendor evaluation. It is a collection of the most 17
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VENDOR STUDY GROUP
significant works found on this topic published between 1955 and the first half of 1987. The authors searched the standard library sources for materials concerning evaluation of vendors of all types of library materials. However, only evaluations of serial agents and book suppliers were found. Excluded from the bibliography are works concerned with approval plans and those with marginal relevancy to the subject. The authors, recognizing the need to encourage evaluation studies, offer this bibliography as a starting point for librarians. To assist with this objective, the bibliography is organized into two categories: (l) Methodologies and Studies, and (2) Supporting Materials. Two works stand out as pure methodologies: the American Library Association's Guidelines for Evaluating Performance of Vendors for In-Print Monographs, and Mary Byrd Davis' "Model for a Vendor Study in a Manual or Semi-Automated Acquisitions System." This bibliography was compiled by the Vendor Study Group, Acquisitions Subcommittee, of the Association for Higher Education of North Texas (AHE). AHE is a regional, not-forprofit, educational corporation. It provides diverse support services to 22 public and private colleges and universities in partnership with 25 private sector corporations and two public libraries. Through AHE, participants jointly plan and implement projects in many areas including academic programming, research funding, continuing education, telecommunications network, student support systems, library resource sharing, facilities expansion, and joint purchasing. The AHE Library Committee was formed in 1963 as the Interuniversity Council of the North Texas Area (IUC). In 1980, IUC merged with The Association for Graduate Education and Research to form the Association for Higher Education of North Texas. The Library Committee has a significant history of major resource sharing projects, including the formation of the AMIGOS Bibliographic Council (now an independent corporation), and the development of the AHE Union List of Serials and the AHE Union List of Media. Subcommittees of the Library Committee are concerned with specific aspects of library service and provide a forum for discussion of common problems and opportunities. The Acquisitions Subcommittee is such a group. During its Fall 1986 meeting, the need for a study of vendor services was recognized, resulting in the formation of the Vendor Study Group. This Group developed the following annotated bibliography as the first step in the study.*
METHODOLOGIES AND STUDIES American Library Association. Resources and Technical Services Division. Resources Section. Collection Management and Development Committee. Subcommittee on Vendor Performance. Guidelines for Evaluating Performance of Vendors for In-Print Monographs. Chicago: A.L.A., 7th draft, 1985. Detailed guidelines for developing a vendor evaluation study are described in this document. In addition to the expected discussion on quantitative measures of vendor performance, these guidelines also indicate a need for qualitative evaluations. Examples of qualitative questions are given, along with suggestions for evaluating the information gathered. These guidelines differ greatly from o t h e r s u g g e s t e d methodologies in several areas. First, the *The valuable technical assistance of AHE Staff members Katherine P. Jagoe and F. Anita Whelan is gratefully
acknowledged.
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authors recommend that vendors be notified of the evaluation so that they can provide insight to the researchers. Because of the economic impact that such an evaluation can have, they also suggest that vendors be allowed to respond to the study results. Finally, important suggestions are offered concerning dissemination of the results of a study. Barker, Joseph W. "Random Vendor Assignment in Performance Evaluation." Library Acquisitions: Practice & Theory 10 (1986): 265-280. A vendor evaluation conducted by the University of California Library in 1985 used random distribution to analyze similar orders among comparable vendors. Comparisons tracked by means of a computer examine speed and fulfillment variances in regard to British and French orders, specialist suppliers vs. general vendors, the effect of difficult and rush orders, and the geographic proximity of U.S. vendors. The methodology used is less complex than random sampling, eliminates monitoring vendor reports, has minimal effect on routine ordering procedures, and can be adapted into any automated or manual acquisitions system. The vendors are not identified in the results. Baumann, Susan. "An Application of Davis' 'Model for a Vendor Study'." Library Acquisitions: Practice & Theory 8 (1984): 83-90. In 1982, the Acquisitions Department of Hunter Library at Western Carolina University decided to improve their regular evaluations of monographic suppliers. They chose Davis' Model as a tool to revamp their existing practice of.evaluating only speed and discount factors. Baumann's application yielded 14 samples totaling 230/o of the yearly orders. These sample orders were sent to 11 different vendors with each vendor receiving at least 100 orders separated into at least two mailings approximately six months apart. None of the suppliers were notified of the evaluation and none were new to the Hunter Library. The vendors were coded and remained unnamed in the published study. While the study validated many of the general perceptions held by the staff, additional information was uncovered. As a result, three vendors were dropped. Baumann, Susan. "An Extended Application of Davis' 'Model for a Vendor Study'." Library Acquisitions: Practice & Theory 9 (1985): 317-329. In a follow-up study, the Hunter Library continued to evaluate the remaining vendors utilizing Davis' Model. In 1983-1984, 30% of the total monographic orders were studied, compared with 23% in 1982-1983. Baumann notes that the vendors were now aware that the study was in process, but doubts that this was a major factor. Baumann concludes that vendor performance varies with the type of orders placed, and that vendor evaluations are a necessary part of the daily acquisitions process. Bell, Joann, Sherry Anderson, Chi-Wai Chan and Chao-Sheng Cheng. "Methodology for a Comparison of Book Jobber Performance." Bulletin o f the Medical Library Association 70 (1982): 229-231. A vendor evaluation study was conducted at the Health Sciences Library at East Carolina University in which a number of factors were analyzed. In addition to length of time required for fulFdlment, some of the other factors studied were length of time required for receipt of both book and invoice, percent of books supplied per order, and types and numbers of problems per vendor. Basically, the orders were divided according to type (medi-
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VENDOR STUDY GROUP
cal books versus general books) and then numbered. Using a random number table, the orders were placed with one o f seven vendors. As orders were received, information was recorded and the software package SPSS was used to analyze the data. A clear difference in the services o f jobbers emerged. For example, it took the fastest jobber 75 days to fill 95% o f the orders placed compared to 136 days for the slowest jobber. The results of the study enabled the Health Sciences Library to determine cost-effective automatic cancellation periods and communications timetables.
Berkner, Dimity S. "Communication Between Vendors and Librarians: The Bookseller's Point o f View." Library Acquisitions: Practice & Theory 3 (1979): 85-90. This is a realistic approach to communication between consumer and supplier by a former academic librarian turned bookseller. Its value in vendor evaluation lies in its concentration on "tess obvious" services o f some vendors as a key for measurement. As Berkner states, " . . . one cannot select booksellers nor measure vendor performance only by the obvious criteria of book prices, disconnt, and shipping charges." She feels the differences are in the hidden costs and makes useful suggestions for librarians to follow. Bracken, James K. and John C. Calhoun. "Profiling Vendor Performance." Library Resources and Technical Services 28 (1984): 120-128. In 1982, Knox College Library made an agreement with one of its major suppliers that resulted in that supplier receiving 93% o f the library's firm orders. This necessitated a change in the evaluation of vendor performance since there was no longer a competing vendor. It was decided that an evaluation of the vendor's performance would be based upon subject areas and major publishers. A couple of simple computer programs were devised to collect and code data. By the end of 1983, 3,621 orders were coded and the results tabulated. An evaluation of the data revealed significant differences in the service of the publishers and weaknesses in the dealer's claims for comprehensiveness since only 40 to 50°7o o f the orders were filled from stock. It was also found that lengthening the firm order period slowed the receipt of the last 10°70 of the orders. The authors summarize their findings in a number of tables. "Buying Around: Burnaby Compares Wholesalers, Agents; Burnaby Experiment Monitors Speed, Prices, Efficiency." Feliciter 23 (June 1977): 6-7. During the spring and summer of 1976, the Burnaby Public Library in Burnaby, British Columbia sent samples o f current U.S. adult titles, British adult titles and predominantly U.S. children's titles to a selection of wholesalers. These included a U.S. wholesaler, a U.K. wholesaler, and 38 Canadian agents. Data was gathered to assess the fill rate, delivery time, and discount rate. The results of this study found that it cost 13.3% more to order books from a Canadian agent than from a foreign wholesaler, which increased to between 19.8°70 and 23.6°70 when additional staff costs were considered. Davis, Mary Byrd. "Model for a Vendor Study in a Manual or Semi-Automated Acquisitions System." Library Acquisitions: Practice & Theory 3 (1979): 53-60. Davis presented this model because of the lack of theory and "uniformly well carried out" vendor studies. The model is intended primarily as a means of evaluating wholesalers who deliver all in-print U.S. publications. In addition to evaluating the standard factors of speed
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and discount, Davis emphasizes the no3d to include additional factors such as service and fulfillment to get an overall performance evaluation. Davis provides a clear description of the metho~ necessary to achieve objectivity and reliability. She describes the construction of a sampling pool, random sampling, confidence levels, and accurate record keeping methods. While thole are significant differences between Davis' Model and the A L A Guidelines, both are important tools to utilize in constructing a vendor evaluation. The A L A Guidelines were published approximately six years after Davis' Model and incorporate many of the same methods while expanding the scope of evaluation in other areas. Green, Paul Robert. "The Performance of Subscription Agents: A Preliminary Survey." Serials Librarian 5 (1982): 19-24. The performance of subscription agents in terms of response to chasers (i.e., claims) for missing issues was evaluated. Only agents with a substantial number of subscriptions were included. The number and type of chasers sent to the agents were recorded. The total number of chasers per subscription was used as a measure of efficiency. It was concluded that agents with the lowest number of chasers performed most efficiently. Moreover, agents whose first response to chasers was higher, in proportion to their total response, were also rated as efficient. Green, Paul Robert. "The Performance of Subscription Agents: A Detailed Survey." Serials Librarian 81 (1983): 2-22. In his follow-up article, Green once again evaluates subscription agents in terms of the number of chasers (i.e., claims) sent for missing issues over a period of time and the number of chasers per journal issue per agent. Records were kept according to the number and type of chasers and also the numbers of titles for each frequency: annual, monthly, weekly, or others per agent. These records were then compared. This chasers per issue method proved to be more accurate in evaluating performance than the chasers per subscription method described in Green's 1982 article. Hanson, Jo Ann. An Evaluation o f Book Suppliers Used by the University o f Denver Library. ERIC Document 156132, 1977. About 3,500 orders sent by the Penrose Library in 1977 to Baker & Taylor, Blackwell North America, and various publishers were analyzed for delivery time and discount. Application of a formula developed by Ung Chon Kim, which results in an efficiency factor based on speed and cost, revealed B & T had the highest rating for discount while publishersrated highest for speed. Statistical tables included in the article summarize the results of the study. Henshaw, Francis H. "Dealer Rating System at LC." Library Resources and Technical Services 1 (Summer 1957): 131-136. Henshaw describes a dealer rating system at the Library of Congress in this work. The system is based on objective designations of the judgments of all people involved with the Library's relationship with a dealer. Relative weights are assigned to factors such as: coverage, quality, understanding, invoices, discount, service charge, and postage. A score card, developed for each dealer, made it possible to have an objective picture of the dealers' activities.
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VENDOR STUDY GROUP
Kim, Ung Chon. "Purchasing Books from Publishers and Wholesalers." Library Resources and Technical Services 19 (Spring 1975): 133-147. This quantitative study was conducted at Indiana State University Library. On May 18, 1973, identical orders were mailed to the following sources: (1) the publisher, (2) Abel, (3) Baker & Taylor, (4) Coutts, and (5) Midwest. A total of 32 in-print domestic trade titles were selected for this study. Detailed tables present the number of days until delivery, the list price, the discount rate, additional charges, and the final cost of each title from the five sources. The publishers shipped the books faster, whereas Baker & Taylor offered the higher actual discount (when additional charges were considered). The author concluded that publishers should be used if a library's primary objective is speed, whereas wholesalers should be used if it is discount. Kim provides mathematical formulas for determining where to send orders, depending on the relative weight assigned to these two factors. Landesman, Margaret and Christopher Gates. "Performance of American In-Print Vendors: A Comparison at the University of Utah." Library Acquisitions: Practice & Theory 4 (1980): 187-192. During the 1978/79 fiscal year, a sample o f 800 in-print books was used to test the performance of Baker & Taylor, Academic Book Center, and Taylor-Carlisle in regard to speed, service, and discount. Baker & Taylor's delivery time was faster for books in stock, but if a book had to be backordered, the other two vendors were faster. With a single exception, each vendor performed significantly better on all three factors for books from publishers listed in Books in Print than for books from publishers not listed in Books in Print. Lawson, Clinton D. "Where in Hell Are the Books We Ordered: A Study of Speed of Service from Canadian Publishers." Ontario Library Review 55 (December 1971): 237-241. A statistical analysis of adult book delivery time by Canadian vendors was conducted by the Midwest Regional Library Systems Processing Center in Canada. The method of gathering and organizing data is described. In addition, four tables show the speed of service for new and old, and fiction and non-fiction adult books for vendors serving the Center in 1970. h was concluded that it takes four weeks to get about 60°70 of the titles while 37070 were received during the succeeding 12 weeks, leaving 3070 for 18 or more weeks. It was also concluded that there were more new books in the 60070 received during the first four weeks than old books. Lincoln, Robert. "Vendors and Delivery; An Analysis of Selected Publishers, Publisher/ Agents, Distributors, and Wholesalers." Canadian Library Journal 35 (February 1978): 51-57. The average delivery time on every firm order sent to a Canadian vendor or a North American wholesaler by the University of Manitoba Acquisitions Department between April 1974 and November 1977 was calculated. Ninety-seven Canadian vendors, who supplied 7,127 titles, were divided into three categories: publishers (32), publishers/agents (53), and distributors 0 2 ) . The North American wholesalers formed a fourth category. The average delivery time of each supplier, individually named, is presented for each year of the study. Publishers filled a larger percentage of orders within 34 days than did any other vendor category. The nine wholesalers included in the study (Abel, BNA, BPAL, B & T, Coutts,
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IUB, NLS, Scholarly, and West-State) consistently had a longer average delivery time on the 36,785 titles they supplied. Miller, Bruce Cummings. Orders: a Program for Turnaround Performance Analysis. PC DOS Version 2.3. Alexandria, VA: MillerWorks (P.O. Box 17291), 1987. Version 2.3 of Miller's program for the analysis of vendor turnaround performance is very simple and easy to use. It is not necessary to be a computer expert to quickly load and utilize the program to generate a useful analysis of vendor performance. For each vendor file created, the order date and the receipt date are entered. When input is finished, the program plots a bell curve based upon a preset measurement interval. The software also plots the average turnaround time for all orders in the sample. Additionally, the program allows the operator to select any preferred interval for plotting the curves. Miller indicates that he is currently at work on an expanded version. Miller, Bruce Cummings. "Book Order Distribution-Frequency Curves: A BASIC Program." Library Software Review 3 (1984): 379-384. This brief article describes Miller's statistical program which analyzes the turnaround time for book orders. The software produces bell curves using various frequency intervals, which the user can select. Although designed to analyze vendor delivery speed by comparing order date with receipt date, the program can actually be used to compare any group of paired dates. An example might be receipt date/availability date. Directions for use and exampies are very clear. Miller, Ruth H. and Martha W. Niemeier. "Vendor Performance: A Study of Two Libraries." Library Resources and Technical Services 31 (January-March 1987): 60-68. A vendor study was conducted by the University of Southern Indiana and the University o f Evansville between January and October 1985. They chose to evaluate Emery-Pratt, Biackwell North America, Scholarly Book Center, and Midwest Library Service. All titles were current imprints, primarily university and other well-established presses, with 12% being small press, association, foreign, or specialty firms. Specific titles were sent to vendors on the same date in order to test delivery time, discount, fulfillment, and service. Handling and net charges were considered in conjunction with discount rates. The authors conclude that, no matter how good others' studies are, only a local study can provide accurate information for local needs. Orr, Margaret. Iowa State University Library Vendor Survey. 1979. [unpublished document] Iowa State University Library analyzed every order sent between October 1977 and February 1978 to their six main vendors which are unidentified. The variables calculated were the average receipt time of materials, reports, and cancellation notices: the f'dl rate; the percentage received within 30, 60, and 90 days; and the average discount rate. The study condudes that no single vendor excels in all areas. Rouse, William B. "Optimal Selection of Acquisition Source.s." Journal of the American Society for Information Science 25 (July 1974): 227-231. Rouse takes a scientific approach to choosing the source from which to order a book (vendor or direct). He considers just two variables to test: discount and service time, and feels
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VENDOR STUDY GROUP that the choice of supplier is made through "decision analysis: a multidimensional utility theory to aid a decision maker in choosing among risky alternatives." Formulas and examples are presented with the study summarized in two tables. This highly technical study presents useful guidelines for consideration.
Stokley, Sandra L. and Marion T. Reid. "A Study of Performance of Five Book Dealers Used by Louisiana State University." Library Resources and Technical Services 22 (Spring 1978): 117-125. During the 1975/76 fiscal year the LSU library analyzed 400 orders directed to five unidentified American book jobbers in order to evaluate receipt time, delivery rate, average discount, and service. Eight invoices from each vendor were used to calculate tax and handling and postage charges. Dealer A provided the best receipt time, but the poorest service. In the final analysis, vendor selection depends upon whether priority is placed upon receipt time, discount, or service. Sumler, Claudia and others. "Getting Books Faster and Cheaper; a Jobber Acquisitions Study." Public Libraries 19 (Winter 1980): 103-105. For a five-month period in 1979, eight small to medium-sized public libraries and one regional resource center in Maryland divided their orders between two vendors (i.e., Baker & Taylor and Brodart). The study assesses delivery time and discount rate by type (i.e., adult non-fiction and fiction, juvenile, and paperbacks). Statistical formulas (not given) showed significant results: Baker & Taylor delivered materials faster and at a higher discount, except in the case of paperback delivery time. Trier, Pam. "Indian Book Suppliers." Australian Academic and Research Libraries 9 (December 1978): 219-224. The author, while on a vacation in India, conducted this survey of Indian vendors. She later determined price comparisons from their catalogs. Her findings are presented in tables. Uden, Janet. "Financial Reporting and Vendor Performance: a Case Study." Journal o f Library Automation 13 (September 1980): 185-195. The University of Massachusetts, Amherst, developed an automated Book Order System (BOS), which generates vendor performance reports. These reports measure factors such as fulfillment rate, number of outstanding orders, and cancellation rate within specified periods of time. This article describes BOS and shows examples of the reports generated.
SUPPORTING MATERIALS Alley, Brian. "Whatever Became of Vendor B?" Library Acquisitions: Practice & Theory 4 (1980): 185-186. The author reports on the Joint Session of the Library Materials Discussion Group and the Booksellers Discussion Group of the American Library Association's Resources and Technical Services Division/Resources Section held June 29, 1980 in New York City. Five panelists, addressing the topic of vendor performance studies, comment on the ethics of
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identifying vendors, the validity of studies' methodologies, and the accuracy and value of studies' findings. American Library Association. Resources and Technical Services Division. Acquisitions Section. "Code of Fair Practices for Dealers and Librarians." [Reprinted from ALA Bulletin 51 (November 1957): 777-779.l In AB Bookman's Yearbook, 1972, Pt. 2, pp. 312-313. Newark: Antiquarian Bookman, 1972. This is a source of information on many issues in which a dealer or a librarian is unsure of procedures such as approvals, auction buying, and quotations; it outlines each's professional responsibilities. The discussion of both discounts and returns is applicable to a vendor study in establishing guidelines of measurement for evaluation purposes. American Library Association. Resources and Technical Services Division. Resources Section. Bookdealer-Library Relations Committee. Guidelines for Handling Library Orders for In-Print Monographic Publications. Chicago: A.L.A., 1973. This publication presents basic recommendations for handling relationships between librarians and bookdealers in the ordering of in-print monographic works. Definitions for such terms as "book," "monograph," and "pamphlet" are included along with specific recommendations for a successful business relationship. The work also contains detailed guidelines for the library and the bookdealer, including a statement about the overall purpose of the joint business venture. Bacon, Bryan L. "Buying Around: Economics of Library Purchases." Canadian Library Journal 36 (October 1979): 247-249. Bacon's address, delivered at the Canadian Library Association's 1979 Conference in Ottawa, includes a brief overview of a vendor study conducted in 1976 by Burnaby Public Library, in Burnaby, British Columbia. The study compared speed, price, and efficiency of 38 Canadian agents and two non-Canadian wholesalers for the supply of non-Canadian titles. The survey showed that agents gave faster service in delivery of the items than the wholesalers. At the same time, buying from agents was more costly in terms of price and staff time. The results of this survey were published in Feliciter in June 1977 (see Studies Section, "Buying Around: Burnaby Compares Wholesalers, A g e n t s . . . "). Bonk, Sharon C. "Toward a Methodology of Evaluating Serials Vendors." Library Acquisitions: Practice & Theory 9 (1985): 51-60. Bonk promotes the need for evaluating serial vendors. "Serials" are limited to the nonperiodical variety such as annuals, biennials, monographs in series, etc. Periodicals, newspapers, and business and legal services are excluded. The author points out that initial selection of a vendor is critical and should be based upon an ongoing evaluation of vendor services. Various factors to consider when designing a vendor evaluation study are discussed. To support her viewpoint, Bonk briefly presents the findings of two studies which she conducted. In closing, she challenges librarians to make initial serial vendor selections based upon careful examination of the facts.
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Bullard, Scott R. "Where's Ralph Nader Now That Acquisitions Librarians Need Him?" Library Acquisitions: Practice & Theory 3 (1979): 1-2. Bullard offers suggestions for planning studies and precautions on interpreting statistical findings. Although no specific methodology is offered, the article challenges potential evaluators to name vendors in studies and to document specific vendor performance. Bullard feels that comparative vendor performance studies should be done to foster the competitive spirit among vendors. Ducote, Jackie. "Special Report: Designation of the State School Library Book Jobber." Louisiana Library Association Bulletin 35 (Fall 1972): 79-81. In outlining criteria for submission of contracts for bids, the author presents information regarding delivery times, discounts, stock, business reputation, fulfillment procedures, and service requirements that is equally pertinent in designing a vendor study. Eaglen, Audrey B. "More About the Discount Mess." School Library Journal 26 (October 1979): 105-108. A short survey was sent to 245 public libraries to determine the various discount rates that were received on two Caldecott/Newbery titles. The discounts received by the different libraries from the "largest wholesaler" ranged from 5°70 to 43.5°70 for the same titles. Fleming, Bennett. "The Current Bookmarket." Library Trends 3 (April 1955): 376-386. Fleming describes the book publishing industry and reports a survey of methods used by librarians in acquiring domestic in-print books. Alternatives in acquiring in-print books are identified as placing orders with local bookstores, with publishers, and with wholesale book jobbers. A survey of 67 public and academic libraries shows that (1) both types of libraries place most of their orders with jobbers, (2) academic libraries order more from publishers than the public libraries, and (3) the rate of purchasing from local bookstores is minimal. Effective factors include service, shipping charges, rebates, discounts, and ease of dealing with a single source. Fraley, Ruth A. "Publishers vs. Wholesalers: The Ordering Dilemma." Library Acquisitions: Practice & Theory 3 (1979): 9-13. The author, head of technical services at Schenectady County Community College, examines variables affecting the library-publisher-wholesaler trade from the perspective of small academic institutions. To resolve the dilemmas of unreliable publishers' list prices and discount rates, as well as wholesalers' high percentage of unfilled orders, the following suggestions are offered to publishers: (l) establishing firmer publishing dates; (2) sending discount schedules to libraries; (3) coding prices in Books in Print: and (4) firmly defining trade and non-trade titles. Hensel, Evelyn and Peter D. Veillette. Purchasing Library Materials in Public and School Libraries: A Study o f Purchasing Procedures and the Relationships Between Libraries and Purchasing Agencies and Dealers. Chicago: American Library Association, 1969. This book takes a realistic approach to book buying in both public and school libraries by presenting six case studies as models to follow. Book purchasing procedures are analyzed
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and recommendations are made concerning individual library requirements. Methodology is discussed, questionnaires are studied, and numerous examples are given. Kidd, Tony. "Choosing Between Suppliers: A British Perspective." Library Acquisitions: Practice & Theory 6 (1982): 313-328. Kidd's essay details the many factors involved in choosing suppliers of library materials in the United Kingdom. He discusses several American vendor studies, comments on the lack of such studies in the U.K., and offers suggestions and a few statistical tests that could be utilized in the development of such studies. The author concludes that while statistics have their use, the selection of a book jobber is an art rather than a science. Some ethical considerations in the evaluation of vendor performance are included. Kuntz, Harry. "Serials Agents: Selection and Evaluation." The Serials Librarian 2 (Winter 1977): 139-150. This paper presents a general discussion of the factors involved in deciding when to use a serials agent over ordering direct and which agent to use. The author stresses that a serials agent deals primarily in service. A comparison and evaluation checklist for serials agents is attached as an appendix. Miller, Bruce C. "Placing and Tracing Orders in a Dynamic Acquisitions Process." Collection Management 3 (1979): 233-246. The approach this study takes is different from that of a vendor study; however, it does provide insight on vendor performance. Conducted at the National Library Service for the Blind and Physically Handicapped, this article describes how the management reports produced by a subsystem of the NLS/BPH Automated Production Control System were used to analyze order activity. By plotting these statistics, various aspects of the book order department at NLS/BPH were evaluated. These comparisons could be duplicated by other acquisition departments. The data generated measured the efficiency of the department. The question raised was whether the efficiency of the department is related to internal activities or selection of efficient vendors. No attempt was made to evaluate vendors outside of the department's overall efficiency. New York Library Association. Research and Technical Services Section. Technical Committee. Report on Survey o f Subscription Agents Used by Libraries o f New York State Conducted by the Technical Committee in 1970, ed. by J.S. Doares. ERIC Document 061950, 1971. Information for this survey of all libraries in New York State was gathered through the use of questionnaires. The intent was to gain insight into subscription agencies used by libraries. The article gives the results of the study, but no methodology. All results, categorized by type of library, are presented in tabular form. A list of subscription agents, their services, and ratings (excellent, good, etc.) by libraries is included.
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Pickett, A.S. "San Francisco State College Library Technical Services Time Study." Library Resources and Technical Services 4 (Winter 1960): 45-46. This is a time study required for processing library materials. Three periods are considered for each book purchased: (a) order request received to date/order placed; (b) order placed to date/book received; and (c) book received to date/book released. Skipper, James E. "The Continuing Program of Book Selection and Acquisitions." Library Resources and Technical Services 2 (Fall 1958): 265-271. The book selection practices, acquisition policies, and the role of academic librarians and faculties in book selection are described. Selection aids for books and periodicals are identified, and the role of a vendor in building a collection is mentioned. The following factors for evaluation of a vendor are cited: discount, delivery time, order fulfillment, invoicing, answering letters and chasers, following instructions, and searching for out-ofprint materials.
0364-64~/88 $3.00 + .00 Copyright © 19U Pergamon Press plc
VENDOB EVALUATION: A SELECTED ANNOTATFA) |IILIOGRAPIIY, 1955-19|7 THE VENDOR STUDY GROUP Acquisitions Subcommittee of the Library Committee Association for Hisher Education of North Texas 17811 Waterview Parkway, Suite 125 Dalll~, TX 75252
Mellil~u: Zary M. Shafa-C~ir, Juli¢ S. Alexander, Kristine L. Murphy, Thomas E. Ni~3a41er, Gknda A. Thornton, and Audrey V. Vanderhoof
Abstract- This annotated biblJogr~ky, #lined at ecquisitkms and coS¢cticm development librarians, gathers and orll~izes the ~attcred mCteriois on performance evcduation of libecry m¢tce~i ~ (i.¢., jobbers, wAo~4~cs, ~ Qpmts, aawl publishers). The authors, tl~ Vcmtor $t~ly Group of the AxsmcictRm for Higher Education of North Text, cite the most Xi!lnOqcant items fou~! on ve~lor performance written between 1955 and the first half of lf~7. Excluded are citations concerned with algu'ovGi ldans und those witk margia¢l rcJevo~cy to the subject. The bibliograpky is organiz,mt into two categories: (1) Methodologies and Studies and (2) Supporting Moteri#l$. INTP, ODUCTION Many acquisitions librarians find the 1910s to be a period of scarcity. Limited book budgets and inadequate staff are all too familiar. As In inevitable result of minimal staffing, tgm¢ is at a premium in most acquisitions departments. Yet these sc,arcitia preunt a challense: how to make maximum utilization of minimal resources. One key to resolving this dilemllna lies in correct vendor selection for etch order so that a maximum discount may be realized to augment the book 11~14Wt,wltjk at the same time receiving the b a t possible vendor wrvice to alleviate the staffing sitttation. To know the ~ vendor for It pqwtictflar order, however, often reqtfires a complex evtlcation of the numero~ vendors, their pcrfornmnccs services. A formal vendor evldu~3on procedwre, ia itself, can he extremely costly and time consmnin$. ~ u e ~ l y , a b i l ~ o q p ~ y of pfevkA~ work done m vcmk~r eveluation should be of considerable value to ~tcticing Iw,quisitions lil~lritns. This bibliography is a realmmae to the pcobicm dacrib~l above, ~ weil is the need to gather and orpniz¢ the scattered m a t e d ~ on vendor evaluation. It is a collection of the most 17
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VENDOR STUDY GROUP
significant works found on this topic published between 1955 and the first half of 1987. The authors searched the standard library sources for materials concerning evaluation of vendors of all types of library materials. However, only evaluations of serial agents and book suppliers were found. Excluded from the bibliography are works concerned with approval plans and those with marginal relevancy to the subject. The authors, recognizing the need to encourage evaluation studies, offer this bibliography as a starting point for librarians. To assist with this objective, the bibliography is organized into two categories: (l) Methodologies and Studies, and (2) Supporting Materials. Two works stand out as pure methodologies: the American Library Association's Guidelines for Evaluating Performance of Vendors for In-Print Monographs, and Mary Byrd Davis' "Model for a Vendor Study in a Manual or Semi-Automated Acquisitions System." This bibliography was compiled by the Vendor Study Group, Acquisitions Subcommittee, of the Association for Higher Education of North Texas (AHE). AHE is a regional, not-forprofit, educational corporation. It provides diverse support services to 22 public and private colleges and universities in partnership with 25 private sector corporations and two public libraries. Through AHE, participants jointly plan and implement projects in many areas including academic programming, research funding, continuing education, telecommunications network, student support systems, library resource sharing, facilities expansion, and joint purchasing. The AHE Library Committee was formed in 1963 as the Interuniversity Council of the North Texas Area (IUC). In 1980, IUC merged with The Association for Graduate Education and Research to form the Association for Higher Education of North Texas. The Library Committee has a significant history of major resource sharing projects, including the formation of the AMIGOS Bibliographic Council (now an independent corporation), and the development of the AHE Union List of Serials and the AHE Union List of Media. Subcommittees of the Library Committee are concerned with specific aspects of library service and provide a forum for discussion of common problems and opportunities. The Acquisitions Subcommittee is such a group. During its Fall 1986 meeting, the need for a study of vendor services was recognized, resulting in the formation of the Vendor Study Group. This Group developed the following annotated bibliography as the first step in the study.*
METHODOLOGIES AND STUDIES American Library Association. Resources and Technical Services Division. Resources Section. Collection Management and Development Committee. Subcommittee on Vendor Performance. Guidelines for Evaluating Performance of Vendors for In-Print Monographs. Chicago: A.L.A., 7th draft, 1985. Detailed guidelines for developing a vendor evaluation study are described in this document. In addition to the expected discussion on quantitative measures of vendor performance, these guidelines also indicate a need for qualitative evaluations. Examples of qualitative questions are given, along with suggestions for evaluating the information gathered. These guidelines differ greatly from o t h e r s u g g e s t e d methodologies in several areas. First, the *The valuable technical assistance of AHE Staff members Katherine P. Jagoe and F. Anita Whelan is gratefully
acknowledged.
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authors recommend that vendors be notified of the evaluation so that they can provide insight to the researchers. Because of the economic impact that such an evaluation can have, they also suggest that vendors be allowed to respond to the study results. Finally, important suggestions are offered concerning dissemination of the results of a study. Barker, Joseph W. "Random Vendor Assignment in Performance Evaluation." Library Acquisitions: Practice & Theory 10 (1986): 265-280. A vendor evaluation conducted by the University of California Library in 1985 used random distribution to analyze similar orders among comparable vendors. Comparisons tracked by means of a computer examine speed and fulfillment variances in regard to British and French orders, specialist suppliers vs. general vendors, the effect of difficult and rush orders, and the geographic proximity of U.S. vendors. The methodology used is less complex than random sampling, eliminates monitoring vendor reports, has minimal effect on routine ordering procedures, and can be adapted into any automated or manual acquisitions system. The vendors are not identified in the results. Baumann, Susan. "An Application of Davis' 'Model for a Vendor Study'." Library Acquisitions: Practice & Theory 8 (1984): 83-90. In 1982, the Acquisitions Department of Hunter Library at Western Carolina University decided to improve their regular evaluations of monographic suppliers. They chose Davis' Model as a tool to revamp their existing practice of.evaluating only speed and discount factors. Baumann's application yielded 14 samples totaling 230/o of the yearly orders. These sample orders were sent to 11 different vendors with each vendor receiving at least 100 orders separated into at least two mailings approximately six months apart. None of the suppliers were notified of the evaluation and none were new to the Hunter Library. The vendors were coded and remained unnamed in the published study. While the study validated many of the general perceptions held by the staff, additional information was uncovered. As a result, three vendors were dropped. Baumann, Susan. "An Extended Application of Davis' 'Model for a Vendor Study'." Library Acquisitions: Practice & Theory 9 (1985): 317-329. In a follow-up study, the Hunter Library continued to evaluate the remaining vendors utilizing Davis' Model. In 1983-1984, 30% of the total monographic orders were studied, compared with 23% in 1982-1983. Baumann notes that the vendors were now aware that the study was in process, but doubts that this was a major factor. Baumann concludes that vendor performance varies with the type of orders placed, and that vendor evaluations are a necessary part of the daily acquisitions process. Bell, Joann, Sherry Anderson, Chi-Wai Chan and Chao-Sheng Cheng. "Methodology for a Comparison of Book Jobber Performance." Bulletin o f the Medical Library Association 70 (1982): 229-231. A vendor evaluation study was conducted at the Health Sciences Library at East Carolina University in which a number of factors were analyzed. In addition to length of time required for fulFdlment, some of the other factors studied were length of time required for receipt of both book and invoice, percent of books supplied per order, and types and numbers of problems per vendor. Basically, the orders were divided according to type (medi-
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VENDOR STUDY GROUP
cal books versus general books) and then numbered. Using a random number table, the orders were placed with one o f seven vendors. As orders were received, information was recorded and the software package SPSS was used to analyze the data. A clear difference in the services o f jobbers emerged. For example, it took the fastest jobber 75 days to fill 95% o f the orders placed compared to 136 days for the slowest jobber. The results of the study enabled the Health Sciences Library to determine cost-effective automatic cancellation periods and communications timetables.
Berkner, Dimity S. "Communication Between Vendors and Librarians: The Bookseller's Point o f View." Library Acquisitions: Practice & Theory 3 (1979): 85-90. This is a realistic approach to communication between consumer and supplier by a former academic librarian turned bookseller. Its value in vendor evaluation lies in its concentration on "tess obvious" services o f some vendors as a key for measurement. As Berkner states, " . . . one cannot select booksellers nor measure vendor performance only by the obvious criteria of book prices, disconnt, and shipping charges." She feels the differences are in the hidden costs and makes useful suggestions for librarians to follow. Bracken, James K. and John C. Calhoun. "Profiling Vendor Performance." Library Resources and Technical Services 28 (1984): 120-128. In 1982, Knox College Library made an agreement with one of its major suppliers that resulted in that supplier receiving 93% o f the library's firm orders. This necessitated a change in the evaluation of vendor performance since there was no longer a competing vendor. It was decided that an evaluation of the vendor's performance would be based upon subject areas and major publishers. A couple of simple computer programs were devised to collect and code data. By the end of 1983, 3,621 orders were coded and the results tabulated. An evaluation of the data revealed significant differences in the service of the publishers and weaknesses in the dealer's claims for comprehensiveness since only 40 to 50°7o o f the orders were filled from stock. It was also found that lengthening the firm order period slowed the receipt of the last 10°70 of the orders. The authors summarize their findings in a number of tables. "Buying Around: Burnaby Compares Wholesalers, Agents; Burnaby Experiment Monitors Speed, Prices, Efficiency." Feliciter 23 (June 1977): 6-7. During the spring and summer of 1976, the Burnaby Public Library in Burnaby, British Columbia sent samples o f current U.S. adult titles, British adult titles and predominantly U.S. children's titles to a selection of wholesalers. These included a U.S. wholesaler, a U.K. wholesaler, and 38 Canadian agents. Data was gathered to assess the fill rate, delivery time, and discount rate. The results of this study found that it cost 13.3% more to order books from a Canadian agent than from a foreign wholesaler, which increased to between 19.8°70 and 23.6°70 when additional staff costs were considered. Davis, Mary Byrd. "Model for a Vendor Study in a Manual or Semi-Automated Acquisitions System." Library Acquisitions: Practice & Theory 3 (1979): 53-60. Davis presented this model because of the lack of theory and "uniformly well carried out" vendor studies. The model is intended primarily as a means of evaluating wholesalers who deliver all in-print U.S. publications. In addition to evaluating the standard factors of speed
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and discount, Davis emphasizes the no3d to include additional factors such as service and fulfillment to get an overall performance evaluation. Davis provides a clear description of the metho~ necessary to achieve objectivity and reliability. She describes the construction of a sampling pool, random sampling, confidence levels, and accurate record keeping methods. While thole are significant differences between Davis' Model and the A L A Guidelines, both are important tools to utilize in constructing a vendor evaluation. The A L A Guidelines were published approximately six years after Davis' Model and incorporate many of the same methods while expanding the scope of evaluation in other areas. Green, Paul Robert. "The Performance of Subscription Agents: A Preliminary Survey." Serials Librarian 5 (1982): 19-24. The performance of subscription agents in terms of response to chasers (i.e., claims) for missing issues was evaluated. Only agents with a substantial number of subscriptions were included. The number and type of chasers sent to the agents were recorded. The total number of chasers per subscription was used as a measure of efficiency. It was concluded that agents with the lowest number of chasers performed most efficiently. Moreover, agents whose first response to chasers was higher, in proportion to their total response, were also rated as efficient. Green, Paul Robert. "The Performance of Subscription Agents: A Detailed Survey." Serials Librarian 81 (1983): 2-22. In his follow-up article, Green once again evaluates subscription agents in terms of the number of chasers (i.e., claims) sent for missing issues over a period of time and the number of chasers per journal issue per agent. Records were kept according to the number and type of chasers and also the numbers of titles for each frequency: annual, monthly, weekly, or others per agent. These records were then compared. This chasers per issue method proved to be more accurate in evaluating performance than the chasers per subscription method described in Green's 1982 article. Hanson, Jo Ann. An Evaluation o f Book Suppliers Used by the University o f Denver Library. ERIC Document 156132, 1977. About 3,500 orders sent by the Penrose Library in 1977 to Baker & Taylor, Blackwell North America, and various publishers were analyzed for delivery time and discount. Application of a formula developed by Ung Chon Kim, which results in an efficiency factor based on speed and cost, revealed B & T had the highest rating for discount while publishersrated highest for speed. Statistical tables included in the article summarize the results of the study. Henshaw, Francis H. "Dealer Rating System at LC." Library Resources and Technical Services 1 (Summer 1957): 131-136. Henshaw describes a dealer rating system at the Library of Congress in this work. The system is based on objective designations of the judgments of all people involved with the Library's relationship with a dealer. Relative weights are assigned to factors such as: coverage, quality, understanding, invoices, discount, service charge, and postage. A score card, developed for each dealer, made it possible to have an objective picture of the dealers' activities.
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VENDOR STUDY GROUP
Kim, Ung Chon. "Purchasing Books from Publishers and Wholesalers." Library Resources and Technical Services 19 (Spring 1975): 133-147. This quantitative study was conducted at Indiana State University Library. On May 18, 1973, identical orders were mailed to the following sources: (1) the publisher, (2) Abel, (3) Baker & Taylor, (4) Coutts, and (5) Midwest. A total of 32 in-print domestic trade titles were selected for this study. Detailed tables present the number of days until delivery, the list price, the discount rate, additional charges, and the final cost of each title from the five sources. The publishers shipped the books faster, whereas Baker & Taylor offered the higher actual discount (when additional charges were considered). The author concluded that publishers should be used if a library's primary objective is speed, whereas wholesalers should be used if it is discount. Kim provides mathematical formulas for determining where to send orders, depending on the relative weight assigned to these two factors. Landesman, Margaret and Christopher Gates. "Performance of American In-Print Vendors: A Comparison at the University of Utah." Library Acquisitions: Practice & Theory 4 (1980): 187-192. During the 1978/79 fiscal year, a sample o f 800 in-print books was used to test the performance of Baker & Taylor, Academic Book Center, and Taylor-Carlisle in regard to speed, service, and discount. Baker & Taylor's delivery time was faster for books in stock, but if a book had to be backordered, the other two vendors were faster. With a single exception, each vendor performed significantly better on all three factors for books from publishers listed in Books in Print than for books from publishers not listed in Books in Print. Lawson, Clinton D. "Where in Hell Are the Books We Ordered: A Study of Speed of Service from Canadian Publishers." Ontario Library Review 55 (December 1971): 237-241. A statistical analysis of adult book delivery time by Canadian vendors was conducted by the Midwest Regional Library Systems Processing Center in Canada. The method of gathering and organizing data is described. In addition, four tables show the speed of service for new and old, and fiction and non-fiction adult books for vendors serving the Center in 1970. h was concluded that it takes four weeks to get about 60°70 of the titles while 37070 were received during the succeeding 12 weeks, leaving 3070 for 18 or more weeks. It was also concluded that there were more new books in the 60070 received during the first four weeks than old books. Lincoln, Robert. "Vendors and Delivery; An Analysis of Selected Publishers, Publisher/ Agents, Distributors, and Wholesalers." Canadian Library Journal 35 (February 1978): 51-57. The average delivery time on every firm order sent to a Canadian vendor or a North American wholesaler by the University of Manitoba Acquisitions Department between April 1974 and November 1977 was calculated. Ninety-seven Canadian vendors, who supplied 7,127 titles, were divided into three categories: publishers (32), publishers/agents (53), and distributors 0 2 ) . The North American wholesalers formed a fourth category. The average delivery time of each supplier, individually named, is presented for each year of the study. Publishers filled a larger percentage of orders within 34 days than did any other vendor category. The nine wholesalers included in the study (Abel, BNA, BPAL, B & T, Coutts,
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IUB, NLS, Scholarly, and West-State) consistently had a longer average delivery time on the 36,785 titles they supplied. Miller, Bruce Cummings. Orders: a Program for Turnaround Performance Analysis. PC DOS Version 2.3. Alexandria, VA: MillerWorks (P.O. Box 17291), 1987. Version 2.3 of Miller's program for the analysis of vendor turnaround performance is very simple and easy to use. It is not necessary to be a computer expert to quickly load and utilize the program to generate a useful analysis of vendor performance. For each vendor file created, the order date and the receipt date are entered. When input is finished, the program plots a bell curve based upon a preset measurement interval. The software also plots the average turnaround time for all orders in the sample. Additionally, the program allows the operator to select any preferred interval for plotting the curves. Miller indicates that he is currently at work on an expanded version. Miller, Bruce Cummings. "Book Order Distribution-Frequency Curves: A BASIC Program." Library Software Review 3 (1984): 379-384. This brief article describes Miller's statistical program which analyzes the turnaround time for book orders. The software produces bell curves using various frequency intervals, which the user can select. Although designed to analyze vendor delivery speed by comparing order date with receipt date, the program can actually be used to compare any group of paired dates. An example might be receipt date/availability date. Directions for use and exampies are very clear. Miller, Ruth H. and Martha W. Niemeier. "Vendor Performance: A Study of Two Libraries." Library Resources and Technical Services 31 (January-March 1987): 60-68. A vendor study was conducted by the University of Southern Indiana and the University o f Evansville between January and October 1985. They chose to evaluate Emery-Pratt, Biackwell North America, Scholarly Book Center, and Midwest Library Service. All titles were current imprints, primarily university and other well-established presses, with 12% being small press, association, foreign, or specialty firms. Specific titles were sent to vendors on the same date in order to test delivery time, discount, fulfillment, and service. Handling and net charges were considered in conjunction with discount rates. The authors conclude that, no matter how good others' studies are, only a local study can provide accurate information for local needs. Orr, Margaret. Iowa State University Library Vendor Survey. 1979. [unpublished document] Iowa State University Library analyzed every order sent between October 1977 and February 1978 to their six main vendors which are unidentified. The variables calculated were the average receipt time of materials, reports, and cancellation notices: the f'dl rate; the percentage received within 30, 60, and 90 days; and the average discount rate. The study condudes that no single vendor excels in all areas. Rouse, William B. "Optimal Selection of Acquisition Source.s." Journal of the American Society for Information Science 25 (July 1974): 227-231. Rouse takes a scientific approach to choosing the source from which to order a book (vendor or direct). He considers just two variables to test: discount and service time, and feels
24
VENDOR STUDY GROUP that the choice of supplier is made through "decision analysis: a multidimensional utility theory to aid a decision maker in choosing among risky alternatives." Formulas and examples are presented with the study summarized in two tables. This highly technical study presents useful guidelines for consideration.
Stokley, Sandra L. and Marion T. Reid. "A Study of Performance of Five Book Dealers Used by Louisiana State University." Library Resources and Technical Services 22 (Spring 1978): 117-125. During the 1975/76 fiscal year the LSU library analyzed 400 orders directed to five unidentified American book jobbers in order to evaluate receipt time, delivery rate, average discount, and service. Eight invoices from each vendor were used to calculate tax and handling and postage charges. Dealer A provided the best receipt time, but the poorest service. In the final analysis, vendor selection depends upon whether priority is placed upon receipt time, discount, or service. Sumler, Claudia and others. "Getting Books Faster and Cheaper; a Jobber Acquisitions Study." Public Libraries 19 (Winter 1980): 103-105. For a five-month period in 1979, eight small to medium-sized public libraries and one regional resource center in Maryland divided their orders between two vendors (i.e., Baker & Taylor and Brodart). The study assesses delivery time and discount rate by type (i.e., adult non-fiction and fiction, juvenile, and paperbacks). Statistical formulas (not given) showed significant results: Baker & Taylor delivered materials faster and at a higher discount, except in the case of paperback delivery time. Trier, Pam. "Indian Book Suppliers." Australian Academic and Research Libraries 9 (December 1978): 219-224. The author, while on a vacation in India, conducted this survey of Indian vendors. She later determined price comparisons from their catalogs. Her findings are presented in tables. Uden, Janet. "Financial Reporting and Vendor Performance: a Case Study." Journal o f Library Automation 13 (September 1980): 185-195. The University of Massachusetts, Amherst, developed an automated Book Order System (BOS), which generates vendor performance reports. These reports measure factors such as fulfillment rate, number of outstanding orders, and cancellation rate within specified periods of time. This article describes BOS and shows examples of the reports generated.
SUPPORTING MATERIALS Alley, Brian. "Whatever Became of Vendor B?" Library Acquisitions: Practice & Theory 4 (1980): 185-186. The author reports on the Joint Session of the Library Materials Discussion Group and the Booksellers Discussion Group of the American Library Association's Resources and Technical Services Division/Resources Section held June 29, 1980 in New York City. Five panelists, addressing the topic of vendor performance studies, comment on the ethics of
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identifying vendors, the validity of studies' methodologies, and the accuracy and value of studies' findings. American Library Association. Resources and Technical Services Division. Acquisitions Section. "Code of Fair Practices for Dealers and Librarians." [Reprinted from ALA Bulletin 51 (November 1957): 777-779.l In AB Bookman's Yearbook, 1972, Pt. 2, pp. 312-313. Newark: Antiquarian Bookman, 1972. This is a source of information on many issues in which a dealer or a librarian is unsure of procedures such as approvals, auction buying, and quotations; it outlines each's professional responsibilities. The discussion of both discounts and returns is applicable to a vendor study in establishing guidelines of measurement for evaluation purposes. American Library Association. Resources and Technical Services Division. Resources Section. Bookdealer-Library Relations Committee. Guidelines for Handling Library Orders for In-Print Monographic Publications. Chicago: A.L.A., 1973. This publication presents basic recommendations for handling relationships between librarians and bookdealers in the ordering of in-print monographic works. Definitions for such terms as "book," "monograph," and "pamphlet" are included along with specific recommendations for a successful business relationship. The work also contains detailed guidelines for the library and the bookdealer, including a statement about the overall purpose of the joint business venture. Bacon, Bryan L. "Buying Around: Economics of Library Purchases." Canadian Library Journal 36 (October 1979): 247-249. Bacon's address, delivered at the Canadian Library Association's 1979 Conference in Ottawa, includes a brief overview of a vendor study conducted in 1976 by Burnaby Public Library, in Burnaby, British Columbia. The study compared speed, price, and efficiency of 38 Canadian agents and two non-Canadian wholesalers for the supply of non-Canadian titles. The survey showed that agents gave faster service in delivery of the items than the wholesalers. At the same time, buying from agents was more costly in terms of price and staff time. The results of this survey were published in Feliciter in June 1977 (see Studies Section, "Buying Around: Burnaby Compares Wholesalers, A g e n t s . . . "). Bonk, Sharon C. "Toward a Methodology of Evaluating Serials Vendors." Library Acquisitions: Practice & Theory 9 (1985): 51-60. Bonk promotes the need for evaluating serial vendors. "Serials" are limited to the nonperiodical variety such as annuals, biennials, monographs in series, etc. Periodicals, newspapers, and business and legal services are excluded. The author points out that initial selection of a vendor is critical and should be based upon an ongoing evaluation of vendor services. Various factors to consider when designing a vendor evaluation study are discussed. To support her viewpoint, Bonk briefly presents the findings of two studies which she conducted. In closing, she challenges librarians to make initial serial vendor selections based upon careful examination of the facts.
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VENDOR STUDY GROUP
Bullard, Scott R. "Where's Ralph Nader Now That Acquisitions Librarians Need Him?" Library Acquisitions: Practice & Theory 3 (1979): 1-2. Bullard offers suggestions for planning studies and precautions on interpreting statistical findings. Although no specific methodology is offered, the article challenges potential evaluators to name vendors in studies and to document specific vendor performance. Bullard feels that comparative vendor performance studies should be done to foster the competitive spirit among vendors. Ducote, Jackie. "Special Report: Designation of the State School Library Book Jobber." Louisiana Library Association Bulletin 35 (Fall 1972): 79-81. In outlining criteria for submission of contracts for bids, the author presents information regarding delivery times, discounts, stock, business reputation, fulfillment procedures, and service requirements that is equally pertinent in designing a vendor study. Eaglen, Audrey B. "More About the Discount Mess." School Library Journal 26 (October 1979): 105-108. A short survey was sent to 245 public libraries to determine the various discount rates that were received on two Caldecott/Newbery titles. The discounts received by the different libraries from the "largest wholesaler" ranged from 5°70 to 43.5°70 for the same titles. Fleming, Bennett. "The Current Bookmarket." Library Trends 3 (April 1955): 376-386. Fleming describes the book publishing industry and reports a survey of methods used by librarians in acquiring domestic in-print books. Alternatives in acquiring in-print books are identified as placing orders with local bookstores, with publishers, and with wholesale book jobbers. A survey of 67 public and academic libraries shows that (1) both types of libraries place most of their orders with jobbers, (2) academic libraries order more from publishers than the public libraries, and (3) the rate of purchasing from local bookstores is minimal. Effective factors include service, shipping charges, rebates, discounts, and ease of dealing with a single source. Fraley, Ruth A. "Publishers vs. Wholesalers: The Ordering Dilemma." Library Acquisitions: Practice & Theory 3 (1979): 9-13. The author, head of technical services at Schenectady County Community College, examines variables affecting the library-publisher-wholesaler trade from the perspective of small academic institutions. To resolve the dilemmas of unreliable publishers' list prices and discount rates, as well as wholesalers' high percentage of unfilled orders, the following suggestions are offered to publishers: (l) establishing firmer publishing dates; (2) sending discount schedules to libraries; (3) coding prices in Books in Print: and (4) firmly defining trade and non-trade titles. Hensel, Evelyn and Peter D. Veillette. Purchasing Library Materials in Public and School Libraries: A Study o f Purchasing Procedures and the Relationships Between Libraries and Purchasing Agencies and Dealers. Chicago: American Library Association, 1969. This book takes a realistic approach to book buying in both public and school libraries by presenting six case studies as models to follow. Book purchasing procedures are analyzed
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and recommendations are made concerning individual library requirements. Methodology is discussed, questionnaires are studied, and numerous examples are given. Kidd, Tony. "Choosing Between Suppliers: A British Perspective." Library Acquisitions: Practice & Theory 6 (1982): 313-328. Kidd's essay details the many factors involved in choosing suppliers of library materials in the United Kingdom. He discusses several American vendor studies, comments on the lack of such studies in the U.K., and offers suggestions and a few statistical tests that could be utilized in the development of such studies. The author concludes that while statistics have their use, the selection of a book jobber is an art rather than a science. Some ethical considerations in the evaluation of vendor performance are included. Kuntz, Harry. "Serials Agents: Selection and Evaluation." The Serials Librarian 2 (Winter 1977): 139-150. This paper presents a general discussion of the factors involved in deciding when to use a serials agent over ordering direct and which agent to use. The author stresses that a serials agent deals primarily in service. A comparison and evaluation checklist for serials agents is attached as an appendix. Miller, Bruce C. "Placing and Tracing Orders in a Dynamic Acquisitions Process." Collection Management 3 (1979): 233-246. The approach this study takes is different from that of a vendor study; however, it does provide insight on vendor performance. Conducted at the National Library Service for the Blind and Physically Handicapped, this article describes how the management reports produced by a subsystem of the NLS/BPH Automated Production Control System were used to analyze order activity. By plotting these statistics, various aspects of the book order department at NLS/BPH were evaluated. These comparisons could be duplicated by other acquisition departments. The data generated measured the efficiency of the department. The question raised was whether the efficiency of the department is related to internal activities or selection of efficient vendors. No attempt was made to evaluate vendors outside of the department's overall efficiency. New York Library Association. Research and Technical Services Section. Technical Committee. Report on Survey o f Subscription Agents Used by Libraries o f New York State Conducted by the Technical Committee in 1970, ed. by J.S. Doares. ERIC Document 061950, 1971. Information for this survey of all libraries in New York State was gathered through the use of questionnaires. The intent was to gain insight into subscription agencies used by libraries. The article gives the results of the study, but no methodology. All results, categorized by type of library, are presented in tabular form. A list of subscription agents, their services, and ratings (excellent, good, etc.) by libraries is included.
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VENDOR STUDY GROUP
Pickett, A.S. "San Francisco State College Library Technical Services Time Study." Library Resources and Technical Services 4 (Winter 1960): 45-46. This is a time study required for processing library materials. Three periods are considered for each book purchased: (a) order request received to date/order placed; (b) order placed to date/book received; and (c) book received to date/book released. Skipper, James E. "The Continuing Program of Book Selection and Acquisitions." Library Resources and Technical Services 2 (Fall 1958): 265-271. The book selection practices, acquisition policies, and the role of academic librarians and faculties in book selection are described. Selection aids for books and periodicals are identified, and the role of a vendor in building a collection is mentioned. The following factors for evaluation of a vendor are cited: discount, delivery time, order fulfillment, invoicing, answering letters and chasers, following instructions, and searching for out-ofprint materials.