1-Final.26RFP032 Library Print and AV.pdf

Last Update: 02/12/2025 COS RFP Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL REQUEST FOR PROPOSAL

LIBRARY PRINT AND AUDIO-VISUAL MATERIALS AND ELECTRONIC

SERVICES AND RESOURCES

26RFP032

CRITICAL DATES

QUESTIONS DUE: MONDAY, FEBRUARY 2, 2026 2:00PM AZ LOCAL TIME

PROPOSAL SUBMITTAL DUE: TUESDAY, FEBRUARY 10, 2026 2:00PM AZ LOCAL TIME

SUBMITTAL RECEIPT AND OPENING

The City of Scottsdale is utilizing Bonfire Interactive to provide a procurement portal that allows access to business opportunities and to submit bids and proposals electronically. If you are not registered as a City of Scottsdale Bonfire vendor visit the Bonfire portal at City of Scottsdale, AZ (bonfirehub.com) then follow the link to the Bonfire vendor registration page to register your company. Registration is easy and free. If you have any challenges with the registration process, please contact Bonfire Interactive Support at support@gobonfire.com.

SEALED SOLICITATION SUBMITTALS WILL BE ELECTRONICALLY RECEIVED until the time and date stated in the portal and in the CRITICAL DATES section of the solicitation document. It shall be the responsibility of the proposer to confirm that proposals contain all required documents and are submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

LATE SUBMITTALS WILL NOT BE ACCEPTED The Purchasing office will conduct a remote/online Microsoft Teams Live Event meeting for the public opening of the solicitation. To virtually attend this meeting, visit us online by clicking the following link Microsoft Teams Join the meeting now

It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline.

INFORMATION REQUESTS

Requests for any information relating to this solicitation should be directed to the purchasing staff listed below:

Tom Carroll Bid & Contract Analyst evanda@scottsdaleaz.gov 480-312-5403

Bidders shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation until after the award of a contract. Any such unauthorized contact may result in bidder being disqualified from further consideration.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWFiY2RhYjktYzdmYS00NjUyLWI0NzctZDcxYjZhOTRiODQz%40thread.v2/0?context=%7b%22Tid%22%3a%2210aebc46-34e8-45ee-a5e2-5756f4df0996%22%2c%22Oid%22%3a%22ccec9c1b-2e5e-4719-bd2d-0037d0b0dbcc%22%7d

COS RFP Template

INSTRUCTIONS TO BIDDERS AND

GENERAL TERMS AND CONDITIONS

The Instructions to Bidders and General Terms and Conditions for formal solicitations, are listed as attachments A and B as outlined below and shall be downloaded by prospective Bidders as part of the solicitation.

Attachment A - Formal Solicitation Instructions to Bidders (current version at time of posting).

Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

Attachment B - Formal Solicitation General Terms and Conditions (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

TABLE OF CONTENTS

SECTION 1 - INTRODUCTION

A. Intent B. Background

SECTION 2 – STATEMENT OF NEED

A. Contractor Responsibilities B. Contractor’s Qualifications C. Samples D. City’s Responsibilities

E. LOT A B C & D

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – EVALUATION CRITERIA

A. Evaluation Criteria

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

SECTION 6 – REQUIRED FORMS

A. Proposal Signature Page B. Pricing Proposal Form C. Bidder General Disclosure Form D. Bidder Litigation Disclosure Form E. References F. Subcontractors List G. Bidder Questionnaire-Company Information H. Bidder Questionnaire-Similar/Relevant Projects

SECTION 7 – ATTACHMENTS

A. Instructions to Bidders B. General Terms and Conditions C. City Services Contract - Sample

SECTION 8 - EXHIBITS

A. Exhibit A: Scottsdale Public Library Cataloging and Processing Vendor Manual B. Exhibit B: LOT Questionnaire

SECTION 1 - INTRODUCTION

A. INTENT

The intent of this Request for Proposal (RFP) is to establish multiple sources of supply for books and audio-visual materials, in both print and electronic formats, to be used as circulating and reference materials at Scottsdale Public Library. The Library intends to have the contractor(s) provide shelf-ready value-added services including cataloging and processing for most of the purchases. The shelf ready materials will be cataloged and processed by the contractor(s) in accordance with Exhibit A: Scottsdale Public Library Cataloging and Processing Vendor Manual.

B. BACKGROUND

The Scottsdale Public Library system consists of four libraries. The library’s physical collection includes more than 386,000 items.

SECTION 2 – STATEMENT OF NEED

A. CONTRACTOR RESPONSIBILITES

Contractors must have proven operational results and performance ability. The library uses Clarivate’s Innovative Interfaces’ Polaris integrated library system (ILS) and the contractor’s acquisition processes for physical materials must integrate with Polaris via EDI for an offeror to be considered for this contract. All items purchased will be delivered FOB, inside delivery, to the loading dock of Civic Center Library, 3839 N. Drinkwater Blvd. Scottsdale, AZ 85251.

B. CONTRACTOR QUALIFICATIONS

Only those Offerors with experience and expertise in the sale of materials to libraries will be considered. The financial scale and importance of this contract requires that proposals be submitted from Offerors who are established wholesale suppliers with current urban public library accounts.

C. SAMPLES

All samples as referenced on page 18 must be delivered to the City of Scottsdale Purchasing Department at 9191 E. San Salvador Dr. Scottsdale, Arizona 85258. Please see page 1 for contact information to schedule an in person drop off. Deliveries do not require a drop off, however but we do ask for confirmation of shipment. All samples must be shipped and delivered prior to the submittal due date listed on the project page.

D. CITY RESPONSIBILITIES

The City intends to award contracts to multiple vendors that can satisfy the library’s requirements.

The library’s orders will be allocated among contracted vendors based upon inventory availability, quality of cataloging and processing, turnaround time and price. For any items or services not able to be satisfied by Awardees, the City reserves the right to utilize any publisher, dealer, or distributor outside of any award made from the solicitation. The city’s Contract Administrator will be the Library Manager or designee.

E. LOT A B C & D

• LOT A is for print materials.

• LOT B is for audio visual materials.

• LOT C is for electronic materials.

• LOT D is a combination of LOT A, B and C.

Various categories of materials are listed within the specifications. An Offeror is not required to offer all lots. Offerors may submit a proposal for all or any combination of Lots.

F. LOT QUESTIONAIRES –

PLEASE DOWNLOAD SEPERATELY

SECTION 3 - SPECIAL TERMS AND CONDITIONS

1. ACCEPTANCE / AGREEMENT

Contractor shall act under the authority and approval of the Contract Administrator for the City, further named herein, to provide the services required by this Contract.

If for any reason the Offeror should fail to accept in writing, any conduct by Offeror which recognizes the existence of a Contract/Agreement pertaining to the subject matter hereof shall constitute acceptance by Offeror of the Contract/Agreement and all of its terms and conditions.

Any terms proposed in Offeror's acceptance of City's Contract which adds to, varies from or conflicts with the terms herein are hereby rejected by the City. Any such proposed terms shall be void and the terms herein shall constitute the complete and exclusive statement of the terms and conditions of the Contract/Agreement between the parties.

2. ACCURACY OF WORK

The Contractor shall be responsible for the accuracy of the work requested and shall promptly make all necessary revisions or corrections without additional compensation. Acceptance of the work by the Project Manager will not relieve the Contractor of the responsibility for subsequent correction of any errors and the clarification of any ambiguities.

3. ADDITIONAL LOCATIONS

The City of Scottsdale reserves the right to add or subtract to this Contract as the need arises due to changes in the amount of buildings. In the event the City needs to add to this Contract, the pricing for any additions to services shall be applied per the applicable Contract unit costs.

Any additions or subtractions to the Contract shall be done via a written amendment and be a MINIMUM of thirty (30) days prior to the changes taking effect.

4. CATALOGS

The Contractor shall provide electronic catalogues (including cross-referencing capabilities) and ordering via the internet at no cost to the City of Scottsdale. Such service shall be in place within two (2) weeks of Contract award.

The City would prefer electronic catalogs.

The City would also prefer ordering capabilities via the internet.

5. CITY ASSURANCE

The Contract Administrator shall report to the Contractor in writing, via email, or other written documentation, all deficiencies in the quality of performance of the maintenance service. All communication, written or verbal, between the City of Scottsdale and the Contractor shall be in English.

All deficiencies in the performance of the Contractor’s service shall be corrected promptly by the Contractor as directed by the Contract Administrator.

The Contract Administrator may monitor and review the performance of the Contractor and employees. The outcomes of this oversight may have a direct bearing on the opportunity to negotiate a renewal of the Contract, when applicable.

6. CITY OBSERVED HOLIDAYS

City holiday time frame to be 6:00 P.M. the eve of the holiday until 6:00 A.M. on the day after the holiday.

City Holidays Include: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day (plus Day after Thanksgiving), Christmas Day.

a. New Year’s Day January 1st (or Friday before or Monday after)

b. Martin Luther King Day 3rd Monday in January

c. President’s Day 3rd Monday in February

d. Memorial Day Last Monday in May

e. Juneteenth June 19th

f. Independence Day July 4th (or Friday before or Monday after)

g. Labor Day 1st Monday in September

h. Veteran’s Day November 11 (or Friday before or Monday after)

i. Thanksgiving Day 4th Thursday in November

j. Day after Thanksgiving 4th Friday in November

k. Christmas Day December 25th (or Friday before or Monday after)

7. CONTRACT ADMINISTRATION

The Contract Administrator, as identified in the Statement of Need shall audit the billings, approve payments, establish schedules, approve addenda to the contract, and generally be responsible for overseeing the execution of the contract.

8. DELAYS AND EXTENSIONS

During the course of this Contract, if deemed in the best interest of the City of Scottsdale, an extension of time may be granted. However, any time extension so granted shall not constitute or operate as a waiver by the City of Scottsdale of any of its rights herein.

9. DESCRIPTIVE LITERATURE

All Offerors shall submit manufacturers' descriptive literature regarding the equipment they propose to furnish. Literature shall be sufficient in detail in order to allow full and fair evaluation of the offer submitted.

The Department may, at its discretion, require demonstration of the equipment/material as part of the bid evaluation process. The bidder at no cost shall provide the equipment/material to the Department for a period of time deemed sufficient to properly evaluate the product. The exact

COS RFP Template period of time and the conditions and terms of the evalu ation shall be established when it is determined that a demonstration is required.

10. FREIGHT

All shipments of goods covered under the scope of this Contract are F.O.B. City of Scottsdale.

All standard freight and/or delivery charges shall be included in the unit pricing quoted/bid herein.

The only allowable freight and/or delivery charges shall be if the Contract Administrator specifically requests other than standard freight and/or delivery (e.g., overnight delivery, etc.).

Special freight charges shall be quoted to and authorized by the Contract Administrator prior to invoicing.

11. FUEL SURCHARGES

Fuel surcharges shall NOT be allowable during the term of this Contract.

12. INSURANCE REQUIREMENTS

Insurance Representations and Requirements

General Contractor agrees to comply with all applicable City ordinances and state and federal laws and regulations.

Without limiting any obligations or liabilities of Contractor, must purchase and maintain, at its own expense, this Contract’s stipulated minimum insurance with insurance companies properly licensed by the State of Arizona (admitted insurer) with an AM Best, Inc. rating of B ++ 6 or above or an equivalent qualified unlicensed insurer by the State of Arizona (non-admitted insurer) with policies and forms satisfactory to City of Scottsdale. Failure to maintain insurance as specified may result in termination of this Contract at City of Scottsdale’s option.

No Representation of Coverage Adequacy By requiring the insurance stated in this Contract, the City of Scottsdale does not represent that coverage and limits will be adequate to protect Contractor. City of Scottsdale reserves the right to review any and all of the insurance policies and/or endorsements required by this Contract but have no obligation to do so. Failure to demand any evidence of full compliance with the insurance requirements stated in this Contract or failure to identify any insurance deficiency does not relieve Contractor from, nor may it be construed or considered a waiver of Contractor’s obligation to maintain the required insurance at all times during the performance of this Contract.

Coverage Term All insurance required by this Contract must be maintained in full force and effect until all work or services required to be performed under the terms of this Contract are satisfactorily performed, completed and formally accepted by The City of Scottsdale, unless specified otherwise in this Contract.

Claims Made In the event any insurance policies required by this Contract are written on a “claims made” basis, coverage shall continue uninterrupted throughout the term of this Contract by keeping coverage in force using the effective date of this Contract as the retroactive date on all “claims made” policies. The retroactive date for exclusion of claims must be on or before the effective date of this Contract and can never be after the effective date of this Contract. Upon completion or termination of this Contract, the “claims made” coverage shall be extended for an additional three

(3) years using the original retroactive date, either through purchasing an extended reporting option; or by continued renewal of the original insurance policies. Submission of annual Certificates of Insurance, citing the applicable coverages and provisions specified herein, shall continue for three (3) years past the completion or termination of this Contract.

Policy Deductibles and or Self-Insured Retentions The policy requirements may provide coverage which contains deductibles or self-insured retention amounts. Any deductibles or self-insured retention are not applicable to the policy limits provided to City of Scottsdale. Contractor is solely responsible for any deductible or self-insured retention amount. City of Scottsdale, at its option, may require Contractor to secure payment of any deductible or self-insured retention by a surety bond or irrevocable and unconditional letter of credit.

Use of Subcontractors If any work under this Contract is subcontracted in any way, Contractor must execute a written agreement with Subcontractor containing the same Indemnification Clause and Insurance Requirements as stated in this Contract protecting City of Scottsdale and Contractor. Contractor will be responsible for executing the agreement with Subcontractor and obtaining Certificates of Insurance verifying the insurance requirements.

Evidence of Insurance and Required Endorsements Before starting any work or services under this Contract, Contractor must furnish City of Scottsdale with Certificate(s) of Insurance, or formal endorsements as required by this Contract, issued by Contractor’s insurer(s) as evidence that policies are placed with acceptable insurers as specified in this Contract and provide the required coverage, conditions, and limits of coverage and that this coverage and the provisions are in full force and effect. If a Certificate of Insurance is submitted as verification of coverage, City of Scottsdale will reasonably rely upon the Certificate of Insurance as evidence of coverage, but this acceptance and reliance will not waive or alter in any way the insurance requirements or obligations of this agreement. If any of the above cited policies expire during the life of this Contract, it is Contractor’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates must specifically cite the following provisions endorsed to the Contractor’s policy:

1. City of Scottsdale, its agents, representatives, officers, directors, officials and employees must be named an Additional Insured under the following policies:

a) Commercial General Liability

b) Auto Liability

c) Excess Liability - Follow Form to underlying insurance as required.

2. Contractor’s insurance must be primary insurance as respects performance of subject contract.

3. All policies, except Professional Liability Insurance, if applicable, waive rights of recovery

(subrogation) against City of Scottsdale, its agents, representatives, officers, directors, officials and employees for any claims arising out of work or services performed by Contractor under this Contract.

4. If the Contractor’s receives notice that any of the required policies of insurance are materially reduced or cancelled, it will be Contractor’s responsibility to provide prompt notice of same to the City, unless such coverage is immediately replaced with similar policies.

Required Coverage

Commercial General Liability Contractor must maintain “occurrence” form Commercial General Liability Insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000 Products and Completed Operations Annual Aggregate, and a $2,000,000 General Aggregate Limit. The policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

COS RFP Template

Vehicle Liability If any vehicle is used in the performance of the Scope of Work that is the subject of this Contract, the Contractor must maintain Business Automobile Liability Insurance with a limit of $1,000,000 each occurrence on Contractor’s owned, hired, and non-owned vehicles assigned to or used in the performance of the Contractor’s work or services under this Contract. If any hazardous material, as defined by any local, state or federal authority, is the subject, or transported, in the performance of this contract, an MCS 90 endorsement is required providing $5,000,000 per occurrence limits of liability for bodily injury and property damage. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Workers’ Compensation Insurance Contractor must maintain Workers’ Compensation Insurance to cover obligations imposed by federal and state statutes applicable to Contractor’s employees engaged in the performance of work or services under this Contract and must also maintain Employers’ Liability Insurance of not less than $100,000 for each accident, $100,000 disease for each employee and $500,000 disease policy limit. If the Contractor is a sole proprietor or a single member limited liability company with no employees and has elected not to purchase Workers’ Compensation Insurance; a completed and signed Workers’ Compensation Waiver Form will substitute for the insurance requirement.

13. INVOICING

All invoices submitted for work done under the scope of this Contract MUST BE ITEMIZED.

Itemized invoices shall contain a MINIMUM of the following information:

• Vendor Name

• Remit to Address

• Purchase Order Number

• Invoice Date

• Invoice Number

• Date service/work was completed

• Complete description of work completed

• Location where service/work was performed

• Itemized list of all charges (quantity, description, unit pricing per the contract)

• Tax Amount (if applicable)

• Total Invoice Amount

The Contractor shall submit invoices with all supporting documentation within thirty (30) days after the service/work is completed and approved by the Contract Administrator.

14. KEY PERSONNEL

The Contractor shall provide an adequate staff of experienced personnel capable of and devoted to the successful accomplishment of Contract work. The Contractor shall assign the specific individuals identified in its proposal to key positions. The Contract is predicated, in part and among other considerations, on the utilization of the specific individual(s) and/or personnel qualification(s) identified and/or described in the Contractor’s offer. Therefore, no substitution of such specified individuals and/or personnel shall be made without prior written approval of the CA. Any substitution of personnel under this Contract shall be equal or better than those identified in the Contract. The City’s approval of a personnel substitution shall not be construed as an acceptance of the substitution’s performance potential. No approval shall be unreasonably withheld of a proposed substitution of personnel. The Contractor shall bear all transitional expenses incurred for any costs associated with removing or replacing Key Personnel who are performing work under the Contract.

15. MULTIPLE AWARDS

If deemed to be in the City of Scottsdale’s best interests, the City reserves the right to award multiple Contracts as a result of the solicitation process. While multiple awards are possible, the preferred procedure is to make a single award for each commodity or category of commodity.

16. ORDER FILL RATE

The Contractor shall maintain a delivered average order fill rate as follows:

• A MINIMUM percentage of orders shall be filled and delivered within two (2) hours after receipt of order by the Contractor during normal business hours if identified in the Statement of Need.

• A MINIMUM percentage of orders shall be filled and delivered within twenty-four (24) hours after receipt of order by the Contractor if identified in the Statement of Need.

Failure to consistently maintain Order Fill Rates as indicated above, may result in Contract termination.

The Contractor shall immediately notify the Contract Administrator anytime the above average performance standards will not be met.

17. OWNERSHIP OF PROJECT DOCUMENTS

All documents, including but not limited to notes, records, data compilations, studies, and reports in any format, including but not limited to, written or electronic media, prepared in the performance of this Contract will remain the property of the City and must be delivered to the Contract Administrator before final payment is made to the Consultant.

When the work detail covers only the preparation of preliminary reports or documents, there will be no limitations upon the City concerning use of the ideas or recommendations in the reports or documents. The City will release the Consultant from any liability for the preparation and use of preliminary reports or documents.

Any use of the project documents for purposes other than intended under this Contract will be at the sole risk of the City, and the Consultant will not be liable for any losses or injuries arising out of that use.

18. PACKAGING

All products supplied under this Contract shall be delivered in the manufacturer’s standard package and have the following MINIMUM information clearly distinguishable on each package:

the part Manufacturer's name, manufacturer’s part number, size and grade (if applicable).

19. PRICE ADJUSTMENTS

Price increases may only be requested by the Contractor, thirty (30) days prior to the anniversary date of the Agreement. Failure to do so may result in the denial of any increase requested.

A requested price increase will become effective only after approval by the Contract Administrator and the Purchasing Director. Once approved the price increase will be adjusted into a new base price for the remainder of the contract period. Any future requested price increases to the base price will only be reviewed at annual renewal time and require the approval of the Contract Administrator and Purchasing Director.

The proposed increased rate shall be based upon presentation by the Contractor and review by the Contract Administrator; however, the Contract Administrator shall evaluate the Contractor's

COS RFP Template performance, services and records documentation to determine the appropriateness of the increase requested.

20. PRICING

Pricing shall be listed on the Pricing Proposal Form. Prices quoted by the Offerors shall be applicable during the entire initial term of the Contract.

For reasons of clarity all submissions of pricing shall be priced in the same unit (size, volume, quantity, weight, etc.) as requested on the Pricing Proposal Form herein. Offerors failing to comply with this requirement may be declared non-responsive.

All charges associated with this Contract MUST be shown on the Pricing Proposal Form returned by the Offeror or other supporting documentation. Any charges not listed on the Pricing Proposal Form or supporting documentation submitted with the Offeror’s proposal response shall not be allowed during the Contract period and any applicable extensions.

Unit prices quoted herein shall be all inclusive and include all pertinent additional fees normally associated with this type of service. This shall include, but not be limited to, environmental fees, shop supplies, clean-up, transportation, etc. No additional charges beyond the quoted unit price (except applicable sales tax) shall be allowed, unless authorized by the Contract Administrator before final invoicing.

Unit prices quoted shall be applicable for any quantity ordered by the City of Scottsdale or differentiated on the Pricing Proposal Form or other supporting documentation.

The Offeror is encouraged to offer additional pricing for related items, products and services, which are not specifically addressed as line items in this Solicitation but are directly related to print and non-print library materials. A description of these additional products and services with pricing should be noted separately within the Offeror’s submittal document. Please include services such as leasing, buy-back programs, cataloging and metadata subscriptions and authority control. If leasing services are available, the quote should be based on a purchase of 4,000 copies annually and a description of the pricing and service model should be included.

Pricing shall be calculated as a percentage discount applied against publisher retail price list (i.e.

twenty-five percent [25%] off list price). The discount structure quoted by the Offeror shall be applicable during the entire term of the contract, including all applicable extensions. The prices listed on the Pricing Proposal Form pages MUST reflect the pricing discount structure contained within this solicitation.

21. PURCHASING PROCEDURE

All orders require a City of Scottsdale purchase order that will be communicated by phone, fax or e-mail. No parts or commodities or work shall be rendered/are to be delivered without the issuance of a City of Scottsdale purchase order. Any invoices received from the Contractor without a City of Scottsdale purchase order number, referenced on the invoice, may remain unpaid.

22. QUALITY STANDARDS OF MATERIAL

If desired by the City, items/services bid shall be subjected to testing, dissection or analysis by a recognized testing laboratory or consultant selected by the City to determine that the material(s)/services(s) submitted for bid conform to the bid specifications. The cost of testing, dissection or analysis shall be borne by the bidder.

23. QUANTITY

The estimated quantities that will be required during the initial term of this Contract are indicated on the Pricing Proposal Form contained herein.

The actual service requests, and service requests for future years may be more or less, and any quantities listed herein should be used for information purposes only.

24. TERM OF AGREEMENT

The term of this Contract shall be for a one (1) year period from the effective date of the contract award.

The City and Contractor may mutually agree to extend this Contract for four (4) additional one (1) year periods, upon the recommendation of the Contract Administrator, concurrence of the Purchasing Director and/or City Council, depending on the Contract.

25. THIRD PARTY BENEFICIARY

Nothing under the Contract Documents will be construed to give any rights or benefits in the Contract Documents to anyone other than the City and the Consultant, and all duties and responsibilities undertaken in accordance with the Contract Documents will be for the sole and exclusive benefit of the City and the Consultant and not for the benefit of any other party.

26. UNIT PRICING

An “Hourly Labor Rate” for: Routine repair; After Hour/Weekend/Holiday repairs; and Emergency repairs shall be identified by the Contractor and listed on the appropriate line on the bid form. The City of Scottsdale will not accept a “minimum respond time charge” that is equal to an amount greater that (2) hours of the established labor rate, for any of the above service calls. Travel time to and from the job site should be considered in the bid price and shall not be paid for as an extra item or reimbursable cost.

The Contractor shall not charge the City of Scottsdale more than a 20% “mark-up” on the Contractor’s cost of all parts and materials used in the repair and maintenance of the City elevators and related equipment.

Unit prices quoted herein shall be all inclusive and include all pertinent additional fees normally associated with this type of service. This shall include, but not be limited to, environmental fees, shop supplies, clean-up, transportation, etc. No additional charges beyond the quoted unit price (except applicable sales tax) shall be allowed, unless authorized by the Contract Administrator before final invoicing.

SECTION 4 – EVALUATION CRITERIA

LIBRARY PRINT AND AUDIO VISUAL MATERIALS AND ELECTRONIC

A. EVALUATION CRITERIA

GENERAL

After receipt of all proposals, each submittal shall be screened to determine if any shall be deemed non-responsive. Unsigned proposals, incomplete proposals, non-conformance with mandatory requirements, etc., may result in the determination of non-responsive.

Subsequent to the initial review, all remaining proposals shall be reviewed by the Proposal Evaluation Committee.

PROPOSAL EVALUATION

All responsive proposals shall be evaluated by the Proposal Evaluation Committee using the criteria listed below. The recommendation for contract award will be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City.

The following is the criteria that will be used to review the proposals:

LOT A - PRINT MATERIALS & LOT B- AUDIO-VISUAL MATERIALS

DESCRIPTION

Offeror Service Capabilities including exceptions to the service capabilities

Offeror Inventory / Fill Rate / Turnaround Time Price Qualifications & Experience, references and subcontractors

LOT C - ELECTRONIC SERVICES AND RESOURCES:

Price

Offeror Inventory / Fill Rate / Turnaround Time Offeror Service Capabilities including exceptions to the service capabilities

LOT D - COMBINATION OF LOT A B & C

Pricing

Offeror Service Capabilities including exceptions to the service capabilities Offeror Inventory / Fill Rate / Turnaround Time

The following items may be used by the Proposal Evaluation Committee to evaluate each proposal submitted:

1. Cost factors associated with performing the work required by the contract.

2. The Offeror’s demonstrated experience on similar types of projects, including satisfactory reference checks relating to past work relationships, past performance on projects of similar scope and size, level of knowledge, reliability, flexibility and ability to meet project deadlines.

3. The ability and willingness of the Offeror to meet or exceed the specifications and standards of this solicitation and Offeror’s understanding and perceived perception of the scope of work contained herein.

4. The content and quality of the Offeror’s proposal and other presentation materials.

Each proposal will be reviewed in entirety and assigned a score with respect to each of the criteria. The proposals will be ranked by the evaluation committee.

The evaluation committee may establish a short list of those proposals considered most advantageous to the City of Scottsdale.

Short-listed Offerors may be invited to make presentation. At the presentation, the evaluation committee will score each Offeror.

At the conclusion of all presentations, an overall ranking of proposals will be performed.

The City of Scottsdale intends to enter into negotiations with the top ranked Offeror determined to provide the most advantageous combination of product and services as determined by the proposal and presentation.

Should negotiations with the top ranked Offeror fail to reach a satisfactory conclusion, the City of Scottsdale may at is sole discretion enter into negotiations with the second ranked vendor, or the City of Scottsdale may determine that no further negotiations will be conducted.

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

All required documents shall be submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com). Offerors are expected to download the solicitation documents from the Bonfire procurement portal at City of Scottsdale, AZ (bonfirehub.com). To prepare your electronic submission please do the following:

Review the solicitation document downloaded from the procurement portal and navigate to Section 5 – Submittal Preparation Requirements. This page is provided to give Offerors a list of the items that will be required to be submitted as a part of their official proposal. We have designated in the description of each item how Offerors are to respond:

• COS Form means there is a corresponding form that needs to be completed by the Offeror and saved as a PDF.

• If COS Form is not listed this means the Offeror shall prepare their information as detailed in Section 5 – Submittal Preparation Requirements. For example, Offerors are required to prepare their own Project Approach response, making sure they provide all of the information requested in that specific section below. Offerors could write the document using Word or Google Docs and then saving the document as a PDF.

• Once the Offeror has PDF documents for all of the items listed in the Section 5 –

Submittal Preparation Requirements checklist they will upload those file as noted within the Requested Information section of the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

• In the case of pricing, there may or may not be a form to be completed, we provide instructions on how to provide the pricing information for each solicitation. In some instances, Offerors will fill out a pricing form and upload them as a PDF document. In some instances, Offerors will download a pricing spreadsheet from the procurement portal, enter in their pricing information, and the upload the completed spreadsheet into the procurement portal. Some solicitations will have a browser-based pricing sheet that Offerors will complete directly in the procurement portal.

LOT A - PRINT MATERIALS AND LOT B- AUDIO-VISUAL MATERIALS

Offeror Services Capabilities including exceptions to the service capabilities

Offeror’s document shall identify the key issues and potential obstacles with respect to the scope of work identified herein. Offer’s documents should provide a basic methodology to address and overcome all identified issues and obstacles.

Offeror’s document shall contain a comprehensive description of all services that shall be provided.

Offeror shall fully complete and submit with proposal Offeror’s Services

Capabilities Questionnaire including any exceptions to the City’s requirements for service capabilities. All exceptions shall be clearly explained. Reference the corresponding Scope of Work/Services or Specifications that the Offeror is taking exceptions/deviations to.

Exceptions – Offeror shall include all exceptions taken in regard to the terms and conditions as specified in this solicitation document, any award documents, or attached contracts. All exceptions taken by the Offeror shall be clearly defined and the changes requested clearly identified in their submittal document. Exceptions taken by the Offeror shall be used in the evaluation process. If the Offeror does not indicate exceptions in their submittal document this will signify to the City that the Offeror is in full agreement with all areas of the solicitation document, attached award documents and contracts, and agree to all terms as stated

Offeror Inventory / Fill Rate / Turnaround Time Offeror shall fully complete and submit with proposal Offeror’s Inventory form provided herein.

Pricing Proposal (COS Form) – Fully completed Pricing Proposal Form.

Qualifications and Experience The Offeror shall submit a Firm and Staff Qualifications document which illustrates the Offeror’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training and other credentials that illustrate the Offeror and employee’s abilities to successfully complete the scope of work represented in this solicitation.

The Firm and Staff Qualifications documents shall include, at a MINIMUM, the following items:

Offeror’s document shall contain a synopsis of the firm’s history, including a statement indicating the length of time the Offeror has been doing business with urban public library accounts within and outside the Phoenix/Scottsdale Metropolitan area.

Offeror’s document shall demonstrate previous experience performing work like the size and scope of the work identified herein.

Offeror’s document shall demonstrate an understanding of the goals identified herein for this contract and provide a basic overview for the accomplishment of these goals.

Offeror’s document shall contain an organizational chart that identified key project personnel by name, title and contact information.

Offeror shall provide samples of the items indicated in the Scope of Work herein. Each sample must be marked with offeror’s name and the RFP date

References (COS Form) – Fully completed Pricing Proposal Form.

Subcontractors (COS Form) – Fully completed Pricing Proposal Form.

LOT C- ELECTRONIC SERVICES AND RESOURCES

Pricing Proposal (COS Form) – Fully completed Pricing Proposal Form.

Offeror Inventory / Fill Rate / Turnaround Time Offeror shall fully complete and submit with proposal Offeror’s Inventory form provided herein.

Offeror shall fully complete and submit with proposal Offeror’s Services

Capabilities Questionnaire including any exceptions to the City’s requirements for service capabilities. All exceptions shall be clearly explained. Reference the corresponding Scope of Work/Services or Specifications that the Offeror is taking exceptions/deviations to.

Exceptions – Offeror shall include all exceptions taken in regard to the terms and conditions as specified in this solicitation document, any award documents, or attached contracts. All exceptions taken by the Offeror shall be clearly defined and the changes requested clearly identified in their submittal document. Exceptions taken by the Offeror shall be used in the evaluation process. If the Offeror does not indicate exceptions in their submittal document this will signify to the City that the Offeror is in full agreement with all areas of the solicitation document, attached award documents and contracts, and agree to all terms as stated on document, attached award documents and contracts, and agree to all terms as stated.

Qualifications and Experience The Offeror shall submit a Firm and Staff Qualifications document which illustrates the Offeror’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training and other credentials that illustrate the Offeror and employee’s abilities to successfully complete the scope of work represented in this solicitation.

The Firm and Staff Qualifications documents shall include, at a MINIMUM, the following items:

Offeror’s document shall contain a synopsis of the firm’s history, including a statement indicating the length of time the Offeror has been doing business with urban public library accounts within and outside the Phoenix/Scottsdale Metropolitan area.

Offeror’s document shall demonstrate previous experience performing work like the size and scope of the work identified herein.

Offeror’s document shall demonstrate an understanding of the goals identified herein for this contract and provide a basic overview for the accomplishment of these goals.

Offeror’s document shall contain an organizational chart that identified key project personnel by name, title and contact information.

Offeror shall provide samples of the items indicated in the Scope of Work herein. Each sample must be marked with offeror’s name and the RFP date

LOT D – COMBINATION OF LOT A B & C

Pricing Proposal (COS Form) – Fully completed Pricing Proposal Form.

Offeror shall fully complete and submit with proposal Offeror’s Services

Capabilities Questionnaire including any exceptions to the City’s requirements for service capabilities. All exceptions shall be clearly explained. Reference the corresponding Scope of Work/Services or Specifications that the Offeror is taking exceptions/deviations to.

Exceptions – Offeror shall include all exceptions taken in regard to the terms and conditions as specified in this solicitation document, any award documents, or attached contracts. All exceptions taken by the Offeror shall be clearly defined and the changes requested clearly identified in their submittal document. Exceptions taken by the Offeror shall be used in the evaluation process. If the Offeror does not indicate exceptions in their submittal document this will signify to the City that the Offeror is in full agreement with all areas of the solicitation document, attached award documents and contracts, and agree to all terms as stated on document, attached award documents and contracts, and agree to all terms as stated.

Offeror Inventory / Fill Rate / Turnaround Time Offeror shall fully complete and submit with proposal Offeror’s Inventory form provided herein.

Qualifications and Experience The Offeror shall submit a Firm and Staff Qualifications document which illustrates the Offeror’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training and other credentials that illustrate the Offeror and employee’s abilities to successfully complete the scope of work represented in this solicitation.

The Firm and Staff Qualifications documents shall include, at a MINIMUM, the following items:

Offeror’s document shall contain a synopsis of the firm’s history, including a statement indicating the length of time the Offeror has been doing business with urban public library accounts within and outside the Phoenix/Scottsdale Metropolitan area.

Offeror’s document shall demonstrate previous experience performing work like the size and scope of the work identified herein.

Offeror’s document shall demonstrate an understanding of the goals identified herein for this contract and provide a basic overview for the accomplishment of these goals.

Offeror’s document shall contain an organizational chart that identified key project personnel by name, title and contact information.

Offeror shall provide samples of the items indicated in the Scope of Work herein. Each sample must be marked with offeror’s name and the RFP date

NOTE:

“Please do not return a copy of the solicitation/addenda(s) with your proposal/submittal. Return only the required documents as referenced on the Submittal Checklist.”

All submittals are to be completed on the City of Scottsdale (COS) forms without any alterations; failure to do so may result in your submittal being rejected.

SECTION 6 – REQUIRED FORMS

LIBRARY PRINT AND AUDIO VISUAL MATERIALS AND ELECTRONIC SERVICES

AND RESOURCES

The following forms must be completed and submitted with Offerors response.

Proposal Signature Page (COS Form) Pricing Proposal (COS Form) General Disclosure Form (COS Form) Litigation Disclosure Form (COS Form) References (COS Form) Subcontractors (COS Form) Bidder Questionnaire Form(s) Company Information.

Bidder Questionnaire Form(s) Similar / Relevant Projects (COS Form)

PROPOSAL SIGNATURE PAGE

LIBRARY PRINT AND AUDIO VISUAL MATERIALS AND ELECTRONIC SERVICES

AND RESOURCES

The undersigned hereby offers and agrees to furnish the material, or service, in compliance with all the terms and conditions, instructions, specifications, and any amendments contained in this Request for Proposal document City Services Contract and any written exceptions in the offer accepted by the City.

The Offeror also certifies it is in compliance with the Non-Collusion and the Immigration Compliance and Federal and Arizona State Immigration Laws requirements of the solicitation.

Company Name Signature of Authorized Person

Address Printed Name

City State Zip Title

Telephone Number Fax Number

Date E-Mail Address

If Applicable, Contractor’s License Number and Classification: ____________________________

The Offeror hereby acknowledges that the proposal pricing is based on all of the addenda that were issued by the City prior to opening of this proposal.

Proposal must be signed by a duly authorized representative eligible to sign contract documents for the firm.

Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Offerors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance.

PRICING PROPOSAL FORM – PAGE 1 of 7

LIBRARY PRINT AND AUDIO VISUAL MATERIALS AND ELECTRONIC SERVICES AND

RESOURCES

LOT A – PRINT MATERIALS

Offeror shall indicate the price for the services listed below. If there are additional processing services not listed below, the processing services and per item cost must be noted on a separate attachment to the Offeror’s submittal document.

If vendor does not offer bundled cataloging and processing pricing, please provide an itemized price list of specific the cataloging and processing services listed below so a price comparison can be completed.

A2 Processing Pricing Cost Per Item Notes / Exceptions

A2.1 Applied barcode $ A2.2 Cover barcode with label protector $ A2.3 Applied spine labels $ A2.4 Cover spine label with label protector $ A2.5 Library stickers (genre, holiday, etc.) $ A2.6 Mylar jackets on hardcover books $ A2.7 Laminated covering of paperbacks $ A2.8 Vendor provided 3M RFID tag, affixed and programmed

A2.9 Property stamp on the top of the book or sticker inside front cover

A3 Cataloging Pricing Cost Per Item Notes/Exceptions

A3.1

Copy Cataloging:

1) Full OCLC (or equivalent) MARC Record

2) No custom editing

3) Holdings attached in OCLC (if applicable)

4) Downloadable into current & subsequent

Innovative Polaris releases

$ Book

A3.2

Custom Cataloging:

1) Full OCLC (or equivalent) MARC Record

2) Custom editing per local Library practices (per addendum SPL Library Cataloging and Processing Vendor manual)

3) Holdings attached in OCLC (if applicable)

4) Downloadable into current & subsequent

Innovative Polaris releases.

COMPANY NAME: ___________________________________

PRICING PROPOSAL FORM – PAGE 2 of 7

A4 Bundled Cataloging & Processing* Cost Per Item Notes/Exceptions

A4.1

Fully shelf ready processing and system ready cataloging Processing includes barcode with label protector, vendor provided affixed and programmed 3M RFID tag, one property stamp or sticker, spine label with protector, New sticker if applicable and Mylar jacket.

PRICING PROPOSAL FORM – PAGE 3 of 7

LOT B – AUDIO VISUAL MATERIALS

Offeror MUST indicate below, the discount percentage offered off publishers’ list price for the listed categories.

B1 Material Type Discount

Percentage Notes & Exceptions

B1.1 Blu-ray

B1.2 DVD

B1.3 Music CD

B1.4 Spoken Word, Unabridged

B1.5 Other formats available / categories not listed

Offeror shall indicate the price for the services listed below. If there are additional processing services not listed below, the processing services and per item cost must be noted on a separate attachment to the Offeror’s submittal document.

B2 Processing Pricing Cost Per Item Notes / Exceptions

B2.1 Applied barcode including hub sticker(s) for media

B2.2 Cover barcode with label protector $

B2.3 Applied spine labels $

B2.4 Cover spine label with label protector $

B2.5 Library stickers (genre, holiday, etc.) $

B2.6

Vendor provided 3M RFID security overlay…