Renewal Offers for 2022 Subscription Year

In order to confirm renewals, the CAUL Consortium is now seeking offers for Continuing Content Purchase for the 2022 subscription year. 

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Procurement Agreement Principles for 2022 Renewals

The following principles inform the 2022 offer round:

  1. Each provider will be asked to provide 3 Proposals:
    • Proposal 1: 0% increase including OA publishing to hybrid journals. 
    • Proposal 2: (If OA publishing cannot be included):  -10% overall price reduction for a full package renewal.
    • Proposal 3: (for members needing a greater than -10% reduction): Options to purchase reduced sets of content/unbundling.
      Please note:
      • Providers may provide additional proposals incorporating OA, cost reductions, indicative (non-binding) multiyear pricing.
      • Proposal 1 may only be suitable to journal providers, in which case providers need only supply offers for Proposals 2 and 3.
  2. Offers are opt-in and for single years only. Multi-year agreements only if any member can cease to renew without penalty.
  3. No non-disclosure clauses.
  4. Maintenance of all ongoing access arrangements (a.k.a Perpetual Access, Post Termination Access).
  5. Renewal pricing must include all sites, campuses, and locations at no extra cost.
  6. All licenses for full text content should include CAUL’s preferred model clause for resource sharing.

Submitting Renewal Offers

Vendors should complete all of the 6 parts listed below:

  1. Offer Summary (Word – to enable easy copy and paste into ConsortiaManager) including responses to CAUL Procurement Agreement Guidelines.
  2. Offer Details
  3. Complete Title List (Excel or KBART Format)
  4. Complete Pricing List (ConsortiaManager Generated Excel Spreadsheet)
  5. Sample Licence Agreement and Terms & Conditions (MS Word)
  6. Completed Selected Licence Terms Form (Word)

Further information about the content of each part is provided below. 

Please note: no offer, new or renewal, will be considered unless all elements are provided.

Offers should be submitted via email to the CAUL Consortium.


Renewal Offer Contents

Part 1: Offer Summary

A comprehensive PDF Proposal document can be supplied but an Offer Summary in a Word document MUST be supplied.

This document must include an outline of how CAUL's Procurement Agreement Principles will be met.

Part 2:  Offer Details

  • The consortium member categories the offer is available to (CAUL members; CONZUL members; Other/Non-university members).
  • Summary of content changes (as compared with previous year).
  • Summary of platform, DRM, authentication changes or proposed changes.
  • Offer Proposal: Background information on the Consortium Vendor and products.
  • Details about the content covered by the offer.
  • Details for Consortium Members about trials and enquiries.
  • Any other details as deemed necessary.

Part 3: Complete Title List 

  • Provide the complete title list(s) in Excel and preferably also in KBART format (preferred) or Excel Format (Title, e-ISSN).
  • Provide links to content website(s).

Part 4: Complete Pricing List 

  • Use the Excel spreadsheet template generated from ConsortiaManager, which will be automatically emailed to providers soon after the invitation to supply offers opens. 

Important: Please do not re-use ConsortiaManager generated spreadsheets from previous years as they will not load into ConsortiaManager. Please only edit columns “K” (“List Price”) and “L” (Price).  Please make no other changes to the spreadsheet.

  • Please feel free to send additional pricing spreadsheets, including formulae, to show how pricing has been calculated.
  • Please use correct names for Consortium Members as detailed on the CAUL website.

Part 5: Selected License Terms

  • This form has been refreshed for 2022 renewals and allows for greater encoding and reporting of licence terms in ConsortiaManager.
  • The form has now been expanded to include provider policy information such as sustainability and WCAG adherence.

Important: Renewal offers not including the Selected License Terms will not commence processing.

Part 6: Sample Licence Agreement and Terms & Conditions

  • Please include a copy of the sample license used for 2022 subscriptions.
  • Please detail licencing changes (as compared with previous licence)

Important: Please ensure that any license changes are summarised in a table showing a comparison of the old clause to the new clause and a marked-up version (MS Word) of the license show deletions and additions are included.

  • Sample Licence Agreement will be uploaded to ConsortiaManager for review by Consortium Members prior to take up.
  • Upon offer take-up, Consortium Vendors should issue a version of this Licence Agreement, tailored with each member’s institutional details, to each Consortium Member for signing
  • Consortium Vendors should issue Consortium Members with a countersigned (digitally or physically) Licence Agreement within a reasonable timeframe.

Key dates

Please note: CAUL may change dates according to member needs and providers will be alerted to this via email. Should a particular offer progress quickly, the next steps will advance without delay or regard to the key dates, as the dates have been set to simply guide the process, provide appropriate cut-off points and ultimately to ensure a smooth and timely experience for both Consortium Vendors and Consortium Members.

Category A: Key dates for agreements where CAUL invoices Members on behalf of Vendors:

30 April 2021

Vendors invited to begin submitting renewal subscription offers to the CAUL Consortium as per Agreement Guidelines. The Excel pricing spreadsheet template generated from ConsortiaManager (see below, will be auto-emailed to you separately.

May, June 2021

Offers, including content scope, pricing and licencing terms, refined through negotiation by CAUL and progressively uploaded to ConsortiaManager for members to begin reviewing

2 July 2021

Last day for vendors to submit offers for the 2022 subscription year

July/August 2021

CAUL uploads last batch of offers to ConsortiaManager for members to review

31 August 2021

Last day for Offers including sample Licence Agreement, to be uploaded to ConsortiaManager for members to review

July to September 2021

Members complete their review and consideration of Offers

15 October 2021

Last day for members to confirm renewal or new uptake of Offers

Mid October 2021

Orders to vendors placed by CAUL directly from ConsortiaManager

October 2021

Vendors begin issuing licence agreements to members. Vendors begin issuing invoices to CAUL

25 October 2021

Last day for vendors to issue 60-day group invoices to CAUL

29 October 2021

Last day for CAUL to issue 30-day invoices to members

10 December 2021

Last day for members to pay CAUL invoices

14 December 2021

Last day for CAUL to pay vendor invoices 

Category B: Key dates for agreements where Vendor’s invoice Members directly:

Please note: Invoicing via CAUL available on existing agreements only. For the 2022 subscription year the CAUL Consortium is seeking to move agreements to be invoiced directly by vendors wherever possible.

30 April 2021

Vendors invited to begin submitting new and renewal subscription offers to the CAUL Consortium as per Agreement Guidelines (see below). The Excel pricing spreadsheet template generated from ConsortiaManager (see below), will be automatically emailed to you separately from ConsortiaManager.

May, June, 2021

Offers, including content scope, pricing and licencing terms, refined through negotiation by CAUL and progressively uploaded to ConsortiaManager for members to begin reviewing

16 July 2021

Last day for vendors to submit offers for the 2021 subscription year

July to September 2021

CAUL uploads last batch of offers to ConsortiaManager for members to review

 30 September 2021

Last day for Offers including sample Licence Agreement, to be uploaded to ConsortiaManager for members to review

July to October 2021

Members complete their review and consideration of Offers

12 November 2021

Last day for members to confirm renewal or new uptake of Offers

Mid November 2021

Order confirmations to vendors sent by CAUL directly from ConsortiaManager

October/November 2021

Vendors being issuing licence agreements to members. Vendors begin issuing invoices to members

26 November 2021

Last day for vendors to issue 30-day invoices directly to members

17 December 2021

Last day for members to pay vendor invoices


Useful information on the CAUL Website

Key contacts in the CAUL Office

Author Larissa Denham
Last modified 18 October 2021