Library Purchase Policy and Procedure Manual, focusing on Vendor Empanelment and

Discount Policy:

Library Purchase Policy and Procedure Manual: Vendor Empanelment and Discount
Policy

I. Vendor Empanelment:

A. Vendor Registration and Empanelment Process:

1. Establish a systematic and transparent process for vendor registration and

empanelment.
2. Define the documentation required, such as business licenses, certifications, and
financial stability proof.
3. Communicate the empanelment process to potential vendors and ensure clarity.

B. Empanelment Criteria:

1. Define criteria for vendor empanelment, considering factors like experience,

reliability, and adherence to quality standards.
2. Set minimum standards that vendors must meet to qualify for empanelment.
3. Outline procedures for periodic review and update of vendor empanelment status.

C. Diversity and Inclusion:

1. Encourage diversity and inclusion in the empanelment process.

2. Implement measures to ensure opportunities for minority-owned and women-owned
businesses.
3. Establish a commitment to supporting a diverse range of vendors to enhance the
library's collection diversity.

D. Vendor Code of Conduct:

1. Develop a vendor code of conduct outlining expected ethical and professional

behavior.
2. Include expectations related to communication, fair business practices, and
collaboration.
3. Communicate the code of conduct to empaneled vendors and make adherence a
condition of continued empanelment.

II. Discount Policy:

A. Negotiation Procedures:

1. Define procedures for negotiating discounts with empaneled vendors.

2. Specify authorized personnel responsible for discount negotiations.
3. Establish a standardized approach to maintain consistency in discount negotiations.

B. Volume Discounts:
 1. Explore opportunities for volume discounts based on the quantity of materials
purchased.
2. Clearly communicate expectations to empaneled vendors regarding volume discount
structures.
3. Establish guidelines for determining eligibility for volume discounts.

C. Cooperative Purchasing Discounts:

1. Investigate opportunities for cooperative purchasing to leverage collective buying

power.
2. Establish procedures for participating in cooperative purchasing agreements.
3. Communicate the benefits of cooperative purchasing to empaneled vendors.

D. Loyalty Discounts:

1. Consider loyalty programs offered by empaneled vendors for repeat business.

2. Establish guidelines for qualifying and redeeming loyalty discounts.
3. Communicate loyalty discount programs to relevant library staff.

E. Prompt Payment Discounts:

1. Encourage prompt payment by offering incentives such as early payment discounts.

2. Define procedures for qualifying and applying prompt payment discounts.
3. Emphasize the importance of adhering to payment timelines.

F. Communication of Discount Policies:

1. Clearly communicate the library's discount policies to empaneled vendors.

2. Include discount terms in contractual agreements with vendors.
3. Ensure that library staff and empaneled vendors are aware of and adhere to discount
policies.

G. Periodic Review of Discount Policies:

1. Establish a schedule for the periodic review of discount policies.

2. Evaluate the effectiveness of existing discount structures.
3. Revise discount policies based on changes in library needs and vendor relationships.

H. Documentation and Record Keeping:

1. Establish procedures for documenting negotiated discounts with empaneled vendors.

2. Maintain accurate records of discount agreements and vendor communications.
3. Ensure that documentation is easily accessible for auditing purposes.

I. Adherence to Legal and Ethical Standards:

1. Ensure that discount negotiation and acceptance adhere to legal and ethical standards.
2. Educate library staff on the importance of ethical practices in vendor relationships.
3. Include a statement in contractual agreements emphasizing adherence to legal and
ethical standards.
Library Purchase Policy and Procedure Manual: Vendor Selection and Discount Policy

I. Vendor Selection:

A. Criteria for Vendor Selection:

1. Establish clear criteria for selecting vendors and suppliers.

2. Consider factors such as reliability, reputation, product quality, and pricing.
3. Prioritize vendors that align with the library's mission and collection development
goals.

B. Competitive Bidding:

1. Encourage competitive bidding to ensure cost-effectiveness.

2. Outline procedures for obtaining multiple quotes or proposals.
3. Specify the circumstances under which competitive bidding is required.

C. Evaluation Process:

1. Develop an evaluation process for vendor selection.

2. Consider factors like product quality, delivery times, customer service, and vendor
responsiveness.
3. Establish a scoring system or evaluation committee to assess vendor proposals.

D. Vendor Relationship Management:

1. Outline guidelines for maintaining positive relationships with vendors.

2. Emphasize clear communication, addressing issues promptly, and fostering
collaboration.
3. Encourage regular feedback from library staff regarding vendor performance.

II. Discount Policy:

A. Negotiation Procedures:

1. Define procedures for negotiating discounts with vendors.

2. Specify the individuals authorized to negotiate on behalf of the library.
3. Establish parameters for acceptable discount levels based on the type of material or
service.

B. Volume Discounts:

1. Explore opportunities for volume discounts based on the quantity of materials

purchased.
2. Clearly communicate expectations to vendors regarding volume discount structures.
3. Establish guidelines for determining eligibility for volume discounts.

C. Cooperative Purchasing Discounts:

 1. Investigate opportunities for cooperative purchasing to leverage collective buying
power.
2. Establish procedures for participating in cooperative purchasing agreements.
3. Communicate the benefits of cooperative purchasing to vendors and library staff.

D. Loyalty Discounts:

1. Consider loyalty programs offered by vendors for repeat business.

2. Establish guidelines for qualifying and redeeming loyalty discounts.
3. Communicate loyalty discount programs to relevant library staff.

E. Prompt Payment Discounts:

1. Encourage prompt payment by offering incentives such as early payment discounts.

2. Define procedures for qualifying and applying prompt payment discounts.
3. Emphasize the importance of adhering to payment timelines.

F. Communication of Discount Policies:

1. Clearly communicate the library's discount policies to vendors.

2. Include discount terms in contractual agreements with vendors.
3. Ensure that library staff are aware of and adhere to discount policies.

G. Periodic Review of Discount Policies:

1. Establish a schedule for periodic review of discount policies.

2. Evaluate the effectiveness of existing discount structures.
3. Revise discount policies based on changes in library needs and vendor relationships.

H. Documentation and Record Keeping:

1. Establish procedures for documenting negotiated discounts.

2. Maintain accurate records of discount agreements with vendors.
3. Ensure that documentation is easily accessible for auditing purposes.

I. Adherence to Legal and Ethical Standards:

1. Ensure that discount negotiation and acceptance adhere to legal and ethical standards.
2. Educate library staff on the importance of ethical practices in vendor relationships.
3. Include a statement in vendor contracts emphasizing adherence to legal and ethical
standards.

This expanded section of the Library Purchase Policy and Procedure Manual focuses on
Vendor Selection and Discount Policy, providing a structured approach to vendor
relationships and optimizing cost savings through negotiated discounts. Specific details can
be tailored based on the library's unique needs and preferences.

4.