Massachusetts Regional Library Systems (MARLS) Cooperative Purchasing Policies

By pooling their collection development money, libraries can get better discounts than any individual library could. By way of illustration, the fiscal year 2001 co-op had a combined pledged amount of $12 million.

Second, by participating in the co-op, libraries are automatically in compliance with Massachusetts General Law 30B, the Uniform Procurement Act. The Act was passed in 1990 to ensure that public money was spent as well as possible. By participating in the co-op, libraries are relieved of the legal requirements for materials purchases.

The Cooperative is only open to members of the Massachusetts Regional Library Systems (MARLS).

The co-op runs on a fiscal year basis beginning July 1 and ending June 30. All member libraries should receive a pledge form for the upcoming fiscal year in early February. Contact your Regional Headquarters if it is not received as only those libraries that return the form by the specified deadline will be able to participate.

The Supply Coop

Librarians join the cooperative by returning a Participation Form and a list of Estimated Supply Orders, sent out in January, on which it is indicated the approximate amount expected to be ordered for each item (not the amount of money to be spent) through the cooperative for library supplies. The estimated amounts to be ordered are not binding, but librarians do have a moral obligation to order approximately the amounts indicated through the cooperative during the fiscal year.

Librarians returning the necessary forms will be notified of vendor selection and pricing sometime during the month of May. Only librarians who return the Participation Form and the Estimated Supply Orders by the designated deadline may participate in the Cooperative.

Librarians should not commit their entire supply budget to the cooperative. Some funds should be reserved for spending elsewhere, such as special order items available only directly from a single vendor or for supplies needed immediately.

The cooperative seeks bids from vendors based on total estimated cooperative purchases of all participants. Selection of bids will focus on choosing vendors which offer the highest discount rates, shipping, demonstrated quality of service (speed of delivery, completion of orders filled, accuracy of invoices and records, customer service effectiveness).

Participants will do business directly with the selected vendor, including ordering, payment of invoices, returns, shipping, customer service issues, etc.

For more information

The Materials and Supply Cooperatives are managed by the Western MA Regional Library System.

To learn more about the co-op programs, visit the MARLS Purchasing Cooperative website.