04 BID-D RFB Library Books and Audio-Visual Materials 2026 DB303 As Posted.pdf

This is a Request for Bid (RFB) from the Town of Colonie for the William K. Sanford Town Library seeking library books and audio-visual materials for the year 2026, identified as Project DB303. The bid solicitation seeks a vendor to provide discounted books and audio-visual materials across multiple categories including trade hardcover, juvenile titles, library binding, university press publications, and various audio and video selections. The bid opening is scheduled for 10/29/2025 at 10:00 AM, with an initial contract period from approximately December 31, 2025 to December 31, 2026, and potential renewal options for 2027, 2028, and 2029.

The library has an annual budget of $220,000 for book purchases and $23,000 for audio-visual materials. The bid requires vendors to provide an internet-based online ordering system with specific technical capabilities, including maintaining multiple lists, reporting shortages, processing returns, and offering standing order programs. Vendors must represent at least 15,000 book publishers and provide 48-hour delivery of materials. The pricing structure is based on percentage discounts from list prices for different material categories, with bidders required to provide discount levels that will be applied to determine the total cost. The Town will evaluate bids on a grand total amount basis, considering the lowest qualified and responsive bid that best serves the library's interests.