1. Source books and educational materials. This means: a. Materials: Sourcing a wide variety of educational materials, including items such as: ● General-interest books ● Books published for the educational market—in other words, books that may be considered more “niche” than you would find in your average bookstore ● Supplemental classroom materials (e.g., reading guides, study aids, or workbooks) ● Professional development resources for BPS educators (this includes physical materials only—no digital materials) ● Dictionaries, reference books, and other similar educational tools 2. Facilitate the ordering of materials. This means: a. Viewing inventory: Making it possible for BPS users to view the inventory of books, materials, and supplies from which they can order, either via an online portal/e-commerce website (preferred) or via a digital inventory/price list, or both. b. Ensuring inventory is up to date: Updating inventory to keep it current at least once weekly if not more frequently, with at a minimum details about items’ price, in-stock status, ISBN or other universal identifier. (BPS does not want to mandate vendor business practices, but we hope/expect that vendors’ inventories would include all the standard metadata fields that are found in any library or bookstore catalogue entry.) 3. Accept and respond to requests for quotes in a timely fashion. This means: a. Generating quotes: Enabling users to obtain quotes before they finalize an order, via at minimum an email account to which BPS users can email requests for quotes to which the vendor will respond; and, (optional but desired) a self-service online shopping-cart/ e-commerce system that BPS users can utilize for self-service quotes (without the ability to place orders); b. Accepting special orders: Making it possible for BPS users to request quotes for special orders for needed items that may not be in the vendor’s standard inventory. c. Acknowledging requests for quotes: Acknowledging requests for quotes, via email, within 48 hours of receipt. 4. Processing orders in a timely fashion. This means: a. Honoring quoted prices: Honoring quoted prices for at least 90 days. b. Processing orders: Processing orders only when both of the following conditions are met: i. The order includes both a quote and a BPS purchase order, and ii. The purchase order and the quote match. In the case of a purchase order and a quote that don’t match, this means placing the order on hold until the BPS user can provide an updated purchase order. c. Ensuring timely delivery of materials: Processing orders and coordinating delivery promptly (within 2 business days of receipt of a purchase order).
