Library Administration

*Policy and procedures are currently being revised by Library Administration and Acquisitions. A link to the updated procedures will be provided below once finalized.*

An amendment is needed when a executed (fully approved) contract requires a change in price and/or services.

• To amend a contract you must start the process as if you were creating a new contract beginning with a new contract coversheet.
• In the new contract coversheet you must indicate it is an amendment to state the 'contract #' and what part of the services are being amended.
• Attach copies of the executed contract and all other relevant information
  • If a Sole Source and/or Addendum C is needed, please submit for processing prior to submitting amending contract (same procedure as submitting a new contract).
• Submit to Library Administration for processing.

If needed you may review contracting procedures at:

        https://www.uhd.edu/administration/contracts/Pages/contracts-index.aspx

*Policy and procedures are currently being revised by Library Administration and Acquisitions. A link to the updated procedures will be provided below once finalized.*

Request for Proposal (RFP)

An RFP is the competitive bidding process used to purchase commodities and services when price is the "only" consideration for vendor selection.

*Policy and procedures are currently being revised by Library Administration and Acquisitions. A link to the updated procedures will be provided below once finalized.*

Documented: July 21, 2022 - MJ

Content Only Contracts

5. You will need (2) contracts (or RFP) here 
   • One for the vendor you are paying (third party)
   • One with the materials, products, etc. (content)

If we need to have a contract for CONTENT ONLY with a vendor and paying a third party vendor (example: EBSCO, ProQuest, etc.) please follow the below steps:

• When creating the requisition for the third party vendor or RFP at the beginning of the fiscal year we need to list out ALL (or as many as we can) the CONTRACT(S) for CONTENT ONLY that we will be creating throughout the fiscal year.
• We will need a Requisition and Contract for the third party vendor or RFP. This contract should be already executed before you start the CONTENT ONLY CONTRACT.
  • The signed Sole Source (for the third party vendor) or the signed Addendum C ( for the third party RFP)  will also be needed 
    • The Sole Source or Addendum C  for the third party vendor/RFP will need to have a detailed description of the “Description Request” that describes all of the “content” that we will be purchasing  

• EACH time a “CONTENT ONLY CONTRACT” is done ONLY the third party vendor sole source or Addendum C is needed. **CONTENT ONLY CONTRACTS DO NOT need their own sole source or Addendum C regardless of dollar amounts**
• NO requisition is needed for the CONTENT ONLY CONTRACT
  • However, an email with an attached memo listing the products and explaining the agreement will need to be sent to the purchasing department via the DBA notifying them of a Contract for Content only we are starting.
  • The purchasing department will email the DBA back with the “notice to proceed” which will need to be attached to the CONTENT ONLY CCS package and backup documents when delivering everything to the contracts department. 
• On the CCS Package cover page under “Contract Information” in the “Description of Goods Section,” you must state that the contract is a “CONTENT ONLY CONTRACT”
  •  You must reference the dates, years, and dollar amounts of the content in the “Description of Goods” regardless of if the contract is a one year or multi-year contract.
    • If the “Content Only Contract” is a multi-year contract please list out the description of the content, dollar amounts, and dates for each year
  • The third party vendor that we are paying, the contract number, and the RFP number/ID from the already executed third party vendor contract must also be included.
• Also, the language in the vendor’s contract/quote will need to state that the payment will be issued to the 3^rd party vendor.
• The third party vendor contract & PO will also need to be included as the backup along with the content only contract before it goes to the contracts department. 
• Once all the materials needed for the CONTENT ONLY CONTACT are all put together and have been signed, the DBA will contact the contracts department for further processing.
  • The contracts department will either issue out a contract number or the contract will go to legal for them to review.  
• Once the contract comes back fully executed, the DBA will need to contact the Purchasing department, so that they can upload the contract behind the third party vendor PO for final execution.
• Once that has been done via the purchasing department they will let the DBA know that they can proceed with getting the invoice from the vendor for payment.

• THINGS TO KEEP IN MIND:
  • If the amount of the quote for the Content Only Contract is higher than what was originally quoted than an Amendment will need to be done for the third party vendor contract.  
  • If the amount of the quote for the Content Only Contract is higher or lower than what was originally quoted than a change order will need to be submitted before we receive the invoice.
  • If the content or products of what was originally on the Content Only Contract changes then purchasing will have to be notified so that they can update the PO as necessary before we receive the invoice  

*Policy and procedures are currently being revised by Library Administration and Acquisitions. A link to the updated procedures will be provided below once finalized.*

Contract Voucher

Contracts for goods/services under $5k do not require the use of a requisition, instead a contract voucher will need to be created. It is important to note that the total cost or the amount for the entire contract term is used to determine whether a contract voucher or requisition is to be used. If the total cost for the contract term is under $5k, a contract voucher will be used. The contract voucher will accompany all pertinent contract documents and be submitted to Contract Administration for review.

Note: Consortium purchases are done on a fiscal year basis so for those goods/services under $5k, the department will utilize a contract voucher.

Please see Requisition Procedures for more information on requisitions.

*Policy and procedures are currently being revised by Library Administration and Acquisitions. A link to the updated procedures will be provided below once finalized.*

Documented: July 21, 2022 - MJ

Consortium Purchase

A consortium purchase is one made from a group of institutions who have come together to work with vendors and provide goods/services under one entity. Examples of consortium purchases are those made from Amigos Library Services or Greater Western Library Association. 

For consortium purchases, the department will:

• Create a requisition if the cost for the goods/services is over $5,000.00.
• Create a contract voucher if the cost is less than $5,000.00.

Please see the Policy and Procedures for Requisition as well as Contract Voucher for more information.

*Policy and procedures are currently being revised by Library Administration and Acquisitions. A link to the updated procedures will be provided below once finalized.*

Documented: July 21, 2022 - MJ

*Policy and procedures are currently being revised by Library Administration and Acquisitions. A link to the updated procedures will be provided below once finalized.*