Happy Fiscal New Year, everyone! Trying out our shiny new mailing list for a reality/sanity check.
Our A&F division recently overhauled their procurement policies.
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They are coding library e-content subscriptions (digital journals, ebook collections, databases, etc.) as Software as a Service rather than equivalent to print (subscriptions, teaching & learning materials, etc.).
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As a result, they are requiring that we have eresource vendors complete Contracts for Services (which include standard Commonwealth terms & conditions), rather than just having the library complete a PO or payment
form, for invoices >$1200. The Contract for Services is the mechanism by which vendors get paid. (These are similar to what a guest speaker might be asked to complete for payment; they include provisions for travel/meals/etc.)
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And, we are being asked to complete Sole Source Justification Forms for each renewal invoice that exceeds $5000 (even if it comprises multiple products each costing less than $5000).
I've pushed back, but A&F is adamant on all three of these points. Vendors are baffled when I contact them asking them to complete these contracts, and most of them also do not seem accustomed to being asked for sole source documentation.
Am I alone? Anyone else dealing with something similar? This is supposedly all dictated by the auditors. On the one hand, that's hard to argue with, but on the other hand, this just seems...odd.
If several of us are in this together, maybe we could come up with some strategies so we don't all have to reinvent the wheel every year (like a shared folder of Sole Source Justifications).
Thanks for any info you can share!
Best,
Emily
Emily Alling
(she/her)
Associate Dean for Library Services
Massachusetts College of Liberal Arts
413.662.5322
375 Church Street
North Adams, MA 01247
New office location: Bowman 211