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Permalink Reply by Siddhartha Shankar Ray on January 7, 2015 at 6:25

Dear Ms. Ashraf,

Thanks for your post and my good wishes for a very happy new year.

You have mentioned that you are about to start your library afresh. In that case you will get ample opportunity for experimentation. Congratulations. Few among us are so lucky!!

Anyway, for procurement process, I presume that you have a selected list of books. with Author, Title, Publisher & Price. If not, you have to identify publishers of Urdu books. As I understand there are a few very prominent publishers. We have purchased a number of books from them. I am writing from outside the office and will be there on Monday, I can provide you the names of those publishers. Now the process:

A) You can ask for their catalogues. Besides, many state URDU Academies and institutions and various societies have their publications as well, Tap those sources; try to negotiate for exchange based procurement if it seems to be cost-effective.

B) Evaluate the catalogues by your academic/competent authority to prepare a list.

C) Negotiate with the publishers straightway.through e-mail (cheapest way) If you have a good budget, they will visit your institute. Negotiate with them for supply procedures and discount.Make sure to get written & signed offer. Mind it, This is extremely important!!

D) place such offers to your Library Committee or any Empowered committee/authority for their comments. In case it is a committee, keep the resolution duly signed by the members. In many institutions, such procedures are not followed. In that case send the minutes of the meeting to the members with a sheet of paper bearing the names of the members. As the minutes are received by a member, be polite but firm to get his/her signature that the individual has received the minute. Keep that signed paper in a safe custody and get at least two copies of that paper.It is always advisable to retain a scanned copy of the signed  list. It is quite natural that different people will be using different coloured ink and pens. So if you can keep a scanned copy your, proof will be more concrete if needed..

E) Upon getting formal approval, check your budget once more and start ordering.  For Indian books, there is nothing problematic, but in case you are supposed to procure foreign books, discuss with your authority about their views regarding discount, conversion rates etc. there are (i) RBI rates, (ii) Bank Rates and (iii) GOC rates  but what ever you do be absolutely clear & transparent in providing terms.

F) Discuss about payment terms. meaning how long it will take for your institute  to make payment the bills.You know, you are the person to whom the suppliers look forward . So you have have a sense of responsibility to their interest as well!!  Ask your accounts people for their opinion. Include additional two weeks more than their proposed term of payment. Chase them two weeks before their stipulated period to put pressure likewise chase the publishers or vendors (I am coming to it  at the end) at least two weeks before their stipulated period of supply.

G) Now, The Vendors.

In case you are about to purchase books through vendors, try for local vendors. for selection of vendors, ask for their client lists and IT No.  Send internal queries to at least five clients so that you can get lat least three WRITTEN replies about their services. In case you know the client ask personally. who is/are the best/among the best.

H) place all the findings to your authority to decide.  In case you are the sole authority, distribute the order liberally among a few selected vendors.It will be less risky and you may convincingly reply to the audit party if need be..

This is all in a nutshell. I hope I could reply your query.

Sincerely,

Siddhartha S. Ray, Calcutta

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Permalink Reply by Naurin Ashraf on January 7, 2015 at 20:15

Thank you very much Mr.  Siddhartha Shankar Ray. Please send me the list of publishers if you have some.

Regards

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Permalink Reply by Naurin Ashraf on January 11, 2015 at 19:24

Dear sir (Siddhartha Shankar Ray)

Please Provide me the names of some prominent publishers of Urdu Books. Kindly also provide Letters for calling catalogs, Quotations and so on as samples. Frankly speaking  I have not done such process in practical earlier. So please help me step by step. Our head instructed me to call catalogues from publishers through written correspondence.

Regards

Naurin Ashraf

Librarian

Punjab Urdu Academy, Malerkotla (Punjab)

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Permalink Reply by Renganathan.R on January 7, 2015 at 17:48

Dear Prof.

         Happy New Year,   

        The book purchase committee is not necessary.

         the committee will disturb you on your decisions.   

         If we purchase more than 2 lakhs,  you must constitute a committee for approval purpose only.

          the publisher's catalogue will not help you in my concern.

Step for books purchase.

1. prepare the list of books requirement from the students, staff, management(Librarian) level.

2. Ask quotation from atleast 3 vendors.

3. compare and place order. 

                           or

1. select the vendor (based on discount rate) and show the requirement.  

2. Ask them to supply all the books

3. the books which are not supplied by the above said vendor, you may prepare the second list and send it to some other supplier.

                             or 

1. conduct the book exhibition in your campus. 

2. Ask all the staff to select the books based on their need.

3. Omit, which are costly and not related to your syllabus.

4 then, ask the supplier to prepare the bill

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Permalink Reply by Naurin Ashraf on January 7, 2015 at 20:15

Thank you very much sir

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