PPRA: Framework deals open for e-journal purchases

DODOMA: LIBRARIES and other public institutions can buy online journals and other electronic learning resources through framework agreements of one to three years, rather than starting a new tender each time, the Public Procurement Regulatory Authority (PPRA) has said.

PPRA Director General Denis Simba said institutions may also use Single Source Procurement where a resource is available from only one provider, and may pay foreign suppliers who demand upfront payment through a Letter of Credit.

Speaking at the Fourth National Library Services Conference and Book and Reading, he said many delays in accessing electronic resources could be avoided through proper planning and compliance with legal procedures from the outset.

He said delays often arose because institutions failed to identify the appropriate procurement method when preparing their Annual Procurement Plans (APPs).

Failure to indicate the method in the plan could complicate implementation and delay access to academic materials, he warned, advising institutions to amend their plans before proceeding where necessary.

“Some online academic resources, including journals and scientific publications, are available through specialised service providers, making it important for institutions to identify the appropriate procurement method early and in accordance with the law,” Mr Simba said.

On framework agreements, he said they suit regular services such as online journal subscriptions. “A framework agreement is a contract we enter into with a service provider or supplier for an extended period. The minimum period is one year, while the maximum can be three years,” he said.

Institutions could also buy jointly through a consortium, provided they followed the prescribed procedures to promote transparency, legality and value for money, he added.

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Mr Simba acknowledged the difficulty of paying international providers, some of whom demand payment before delivery.

He said institutions should adopt arrangements that protect public funds while meeting contractual obligations.

A Letter of Credit could be considered where appropriate, subject to financial procedures, with institutions working with financial institutions to ensure payments are handled properly and providers deliver as agreed.

He urged procurement, finance and user departments to cooperate in identifying needs and allocating funds early.

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