Hi Laura, I can’t see an email address here for you so I am replying to the whole list.

 

We are currently in the same position as you (as recently as 5 years ago we had complete autonomy to sign):

  1. My library does not have the authority to review, approve, and sign library vendor quotes, agreements, contracts. Signatory authority is not held by the library; contracts require external review, approval and signatures. 

 

To make matters worse, our procurement office now makes all vendors create an account in a system we have called Jaggaer, and some of the smaller vendors have had trouble with this set up process so our July 1 renewals are a mess. We literally can’t pay for or buy a thing unless it is set up in there.

 

I’d be happy to chat about this – just send me an email. We were unsuccessful in making the argument that we should retain signatory authority, unfortunately. Instead, we have built in the lag time into our processes. We make sure to let vendors know we need any quotes etc. for the next year at least 2 months before renewal time, optimally.

 

~Kelly

 

Kelly Smith

Director of Collections and Discovery

Eastern Kentucky University Libraries

kelly.smith2@eku.edu | Research Guides

 

(she/her/hers)

 

 

 

From: serialst@simplelists.com <serialst@simplelists.com>
Sent: Wednesday, August 19, 2020 2:48 PM
To: serialst@simplelists.com
Subject: [EXTERNAL] [SERIALST] RE: Query about contract review and the role of procurement at academic libraries

 

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

 

B-Pennsylvania College of Technology

 

From: serialst@simplelists.com <serialst@simplelists.com> On Behalf Of Laura Gewissler
Sent: Wednesday, August 19, 2020 1:48 PM
To: serialst@simplelists.com
Subject: [SERIALST] Query about contract review and the role of procurement at academic libraries

 

Greetings NASIG and other serials colleagues,

Hope you all are safe and well!

 

Your assistance is needed to determine the role of procurement in contract review at academic libraries.

Please let me know if your library has the authority to review, approve, and sign its own vendor contracts (within approved financial thresholds) or if campus procurement has taken on this role including signatory authority.  Our library can no longer sign vendor price quotes or contract agreements which causes major delays in negotiating and renewing resources.

 

Backstory: about a year ago campus procurement implemented two new campus-wide requirements for contract review and technology review.  To receive approval and obtain an authorized signature from a procurement official, all vendor contracts/quotes must have Terms updated within the past 5 years AND undergo technology review to assess vendor compliance with accessibility requirements (VPAT, etc). The latter is a worthy goal but together these requirements remove our ability to act in a timely manner or negotiate favorable terms that often need an expeditious turn around.  

 

To make a case for library autonomy and regain our signatory authority, I seek evidence that academic libraries retain the authority to approve and sign their own contracts (within approved financial thresholds) and to complete their own technology review process.   Please respond to this query (and include the name of your school, if possible):

 

  1. My library has the authority to review, approve, and sign most library vendor quotes, agreements and contracts (within approved financial thresholds). Contracts above a certain dollar amount may require review by a contract specialist/legal counsel.
  1. My library does not have the authority to review, approve, and sign library vendor quotes, agreements, contracts. Signatory authority is not held by the library; contracts require external review, approval and signatures. 
  1. My library has limited authority to review, approve, and sign vendor quotes, agreements, contracts and can sign only up to a certain dollar amount: please indicate: 50K, 100K, other.
  2. Something else, please describe.

 

Thanks so much for your help!

Take good care and stay safe,

Laura

 

 

Laura Gewissler

Director of Collection Management Services

David W. Howe Memorial Library Rm 117

University of Vermont

Burlington, VT  05405

Prefer cell: 908-839-2810

Office line: 802-656-2204

 

 

 

 

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