Towards an inclusive environment for MSME publishers and booksellers

Libraries are the cornerstone of academic institutions, serving as vital hubs for learning, research, and intellectual growth. They provide students and faculty with access to a vast array of resources, including books, journals, digital databases, and archival materials, which are essential for both coursework and in-depth research. Beyond resources, libraries also offer expert guidance from librarians, who help users navigate complex information systems and develop essential research skills. In an era of information overload, libraries play a crucial role in curating credible, high-quality information, making them indispensable for academic success and scholarly advancement.

One of the most important parts of academic growth in Indian universities is book acquisition. Here, we explore the main issues, consequences, and potential reform avenues to improve the empanelment and tendering procedures for book procurement in Indian colleges.

Small and Medium Scale publishers and booksellers may be adversely affected by the tendering and empanelment procedures for publishers and booksellers, which frequently results in obstacles to their involvement. Smaller vendors could find it difficult to comply with the extensive documentation, strict financial criteria, and drawn-out approval procedures that are usually involved in these operations. Small-scale vendors are frequently left behind by larger publishers with greater resources when it comes to these tenders, which restricts their access to the market and makes it harder for them to compete. Publishers in regional and specialist markets, who might provide local or specialized content useful to academic institutions, are disproportionately impacted by this. Moreover, their operations may be strained by unpaid invoices and the financial hardship of completing big orders. Consequently, many small-scale publishers and booksellers run the risk of being excluded despite their significant contributions to the diversity and depth of academic materials if reforms to create a more inclusive and simpler procurement procedure are not implemented.

Key challenges in tendering and empanelment for book purchases for small and medium-scale publishers and booksellers

1. Complex bureaucratic procedures: The need for extensive documentation, multiple approvals, and strict compliance with government procurement rules can overwhelm smaller enterprises with limited administrative capacities.

2. High financial and security requirements: Many tenders require vendors to meet certain financial criteria, such as submitting earnest money deposits (EMD) or performance guarantees, which can be financially burdensome for small-scale publishers.

3. Delayed payments: Small-scale publishers and booksellers often face delays in receiving payments after fulfilling orders. This lag can create serious financial strain for smaller businesses, which rely on steady cash flow to sustain operations.

4. Limited access to tender information: This lack of awareness limits their ability to participate in procurement opportunities, further tilting the playing field in favor of larger, more established vendors.

5. Preference for large, established vendors: Universities and public institutions often favor larger, well-known vendors due to their ability to handle large orders and their established track record. This bias can marginalize small-scale sellers, who may have equally high-quality offerings but lack the visibility or reputation to compete effectively.

6. Difficulty meeting bulk order requirements: These orders may exceed their printing capacity or inventory, forcing them to either decline participation or compromise on order fulfillment, which in turn damages their credibility.

7. Limited representation in regional or specialized content: The standardized nature of tenders tends to prioritize mainstream or internationally published books, which can disadvantage small vendors with unique offerings.

8. Inflexible tender terms and conditions: The rigid terms and conditions of tenders may not accommodate the flexible pricing or delivery terms that small-scale publishers need to compete.

Addressing these challenges requires reforms in the tendering and empanelment processes, ensuring they are more inclusive, transparent, and tailored to the capabilities of small-scale publishers and booksellers.

Impact of these challenges on universities

1. Delayed access to academic resources: New books do not arrive in libraries in time for instructors and students to make appropriate use of them due to ineffective procedures and bureaucratic delays. This hinders research efforts and delays the process of adding the most recent information to course materials.

2. Decreased quality of learning: Students’ learning experience is lessened by the inconsistent quality of books and the difficulty in obtaining current scholarly publications.

3. Increased expenditures: Vendors may overcharge for books if there isn’t enough competition, which would strain the institution’s finances. Furthermore, money loss could result from improper audits or financial mismanagement.

4. Decreased research productivity: Research productivity decreases when there are delays or poor quality problems with book acquisition, which affects the university’s ability to promote academic progress.

5. Stifled academic freedom: The inflexibility of the current system limits academic departments’ and libraries’ capacity to choose books that are suited to their particular requirements.

Reform pathways for improving tendering and empanelment for book purchases by Indian universities and institutions for maximum participation of small and medium scale publishers and booksellers

1. Simplification of tendering procedures: Streamlining the tendering process by reducing unnecessary bureaucratic hurdles and simplifying the documentation required can make it more accessible to small and medium-scale publishers. Creating a more straightforward, user-friendly online portal for submissions and clarifying tender requirements would encourage more participation from smaller vendors who may not have the resources to navigate complex processes.

2. Introduction of vendor segmentation: Universities could create separate categories within the tender process for small and medium-scale publishers and booksellers. By segmenting tenders based on vendor size, universities can ensure that smaller businesses are not forced to compete directly with large, well-established companies.

3. Relaxation of financial and security requirements: Many small publishers and sellers are discouraged from participating due to high financial guarantees like earnest money deposits (EMD) or performance bonds. Relaxing these financial requirements for small and medium-scale businesses, or offering alternative, more affordable means of ensuring contract security (such as insurance-backed guarantees), would help alleviate the financial burden and encourage broader participation.

4. Timely payments and improved financial terms: Universities should implement policies that guarantee timely payments, possibly within 30-45 days of order fulfillment. Introducing penalty clauses for payment delays and simplifying invoicing processes would help build trust with smaller vendors and encourage their participation.

5. Promotion of regional and niche content: Universities should make provisions to prioritize or at least include books from small-scale publishers, especially those offering regional language content or specialized academic material.

6. Transparency and fairness in vendor selection: Universities can publish clear criteria for evaluation and selection, along with regular updates on the status of the tender. This would reduce any perceived favouritism or opacity in the decision-making process, encouraging smaller vendors to participate with confidence.

7. Creation of a vendor support program: Institutions could offer a vendor support program or workshops to guide small and medium-scale publishers through the tendering and empanelment process. This would include training on the submission process, documentation, and compliance with government regulations.

8. Increased use of e-tendering platforms: Expanding the use of e-tendering systems such as the Government e-Marketplace (GeM) can make the procurement process more efficient and accessible for small and medium-scale vendors. E-tendering reduces administrative burdens, allows for better transparency, and ensures that more vendors are aware of procurement opportunities.

9. Flexible order sizes and contract terms: Offering flexibility in the size of book orders and contract terms can make it easier for smaller vendors to fulfill orders. Similarly, introducing flexible pricing and delivery timelines would level the playing field for smaller publishers.

10. Vendor rating and feedback mechanism: Establishing a vendor rating and feedback mechanism based on performance, delivery timelines, and the quality of books supplied would help small vendors build credibility over time.

11. Encouraging local partnerships and collaborations: Universities could encourage collaboration between larger publishers and small-scale publishers to meet tender requirements. By promoting partnerships, smaller vendors could gain access to larger orders, while institutions would benefit from a wider range of offerings, including niche or specialized books, provided by the smaller partners.

Implementing these reform pathways will create a more inclusive and supportive environment for small and medium-scale publishers and booksellers in the procurement process. By simplifying procedures, offering financial relief, promoting transparency, and encouraging regional content, Indian universities and institutions can ensure broader participation. This will not only help the MSME sector thrive but also enrich academic resources with a greater diversity of high-quality books, contributing to the overall academic excellence of the institutions.