10-01 - MPL-25-014 2026 Library Books Media Materials RFP.pdf

Return by 3:00 PM CST on January 14, 2026 RFP #: MPL-25-014 To: Dated: December 2, 2025 Milwaukee Public Library Business Office 814 West Wisconsin Avenue Milwaukee, Wisconsin 53233

MILWAUKEE PUBLIC LIBRARY

REQUEST FOR PROPOSAL FOR

LIBRARY BOOKS AND MEDIA MATERIALS

REQUEST FOR PROPOSAL (Hereinafter referred to as “RFP”) from the Board of Trustees of the Milwaukee Public Library, City of Milwaukee, Wisconsin, from qualified firms for Library Books and Media Materials, to be in accordance with the attached Scope of Services (Attachment 1).

Proposals can be made on any or all classes as itemized in the Scope of Services and will be reviewed and ranked on each class according to the following criteria as identified in the Scope of Services.

Evaluation and Award Criteria in Scope of Services

1. Experience: Based on references as specified in Section II 10%

2. Inventory: Size and scope of materials in-stock as specified in Attachment 1 Section VI – A through C

15%

3. Discount: Highest discount from list prices for each classification 45%

4. Processing and Selection/Ordering Services: For services specified in Attachment 1 Section VI –D through K

30%

5. SBE or LBE Status Additional 5% of total available points

The Milwaukee Public Library reserves the right to ask the highest ranked proposers to provide a virtual demonstration of the vendor operated website that provides selection assistance and electronic ordering capabilities included as part of their proposal. Vendors should be available during the week of January 26-30, 2026 for possible virtual demonstration. Any demonstration will be solely at the expense of the proposer.

For each class, an award will be made to the responder whose proposal best meets the needs of the Milwaukee Public Library (hereinafter referred to as “Library”) as defined in this Request for Proposal (RFP). The Board reserves the right to accept or reject all or part of any proposal and accept such proposal deemed to be in the best interests of the Library;

reject any or all proposals; request clarification regarding any proposal; make a partial award; or not make an award.

PROPOSALS WILL BE MADE AVAILABLE FOR REVIEW ONLY AFTER A CONTRACT HAS BEEN

EXECUTED.

The successful responder agrees to enter into contract on the form prepared by the City of Milwaukee, a copy of which will be on file in the Business Office of the Milwaukee Public Library. In no event is responder to submit its own standard terms and conditions as a response to this RFP.

In accordance with Chapter 365 of the Milwaukee Code of Ordinances, the application of a Local Business Enterprise (LBE) program is required in all contracting activities, unless contrary to federal, state or local law or regulation. To this end, the Milwaukee Public Library will apply an award standard that adds an additional number of points, equal to 5% or the maximum number of points used in the evaluation of the Request for Proposal (RFP), to increase the total score attained by a local business enterprise. Responders seeking the Local Business Enterprise preference shall prepare and submit with the bid an accurate affidavit certifying their LBE status. Failure to do so may result in an LBE forfeiting their rights to be considered for the program.

RFP #: MPL-25-014

Proposal Signature

The undersigned responder, by its authorized person signing below, proposes to furnish the materials and services described herein, in accordance with the terms and conditions as set forth in the Request for Proposal, the Standard Terms and Conditions, the contract, and if its Proposal is accepted, the Responder agrees to all provisions set forth herein which will become binding as part of a contract. Responder further assures that, if the Responder’s performance is contingent upon the acts of another party, the Responder has the necessary commitment to complete the contract.

RFP FOR: Library Books and Media Materials Published in the U.S.

I/We (a corporation, a partnership, an individual – cross out inapplicable) hereby agree to execute the proposed contract and to provide proof of insurance in the amount specified in the Standard Terms and Conditions within 10 days of offering, and to provide all labor and materials required for the completion of the project designated above, for the prices hereinafter set forth, in strict accordance with the Contract documents.

The undersigned hereby submits the following proposal for Library Books and Audio Materials. (To be signed by person authorized to legally bind firm to proposal.)

Signature Date

Name and Title (Print or Type)

FIRM INFORMATION

Firm Name:

Address:

Telephone No.: Fax No.:

Email Address of Contact Person:

Date Firm was Established:

Specify Principals of firm:

Name Firm Status

I/We acknowledge receipt of addenda numbered through .

PROPOSAL

I. References

List three libraries for which similar work is/was provided within the last two (2) years. Include contact person’s name, title, address, telephone number and e-mail address.

Name of Library Contact/Title Address, City & State Phone Email

II. Available Titles

List the number of titles and the number of items that are in stock for each classification that is included in your proposal.

Classification Titles No. in Stock

Items No. in Stock

Class A:

General Trade Books

Adult

Juvenile & Young Adult

Class B:

University Press Adult

Class C:

Non-Trade Books

Adult

Juvenile & Young Adult

Class D:

Single Library Editions Juvenile & Young Adult

Class E:

Publishers’ Reinforced Bindings Juvenile & Young Adult

Class F:

Softcover Books – Trade Paperbacks / Mass Market

Adult – Trade Paperback

Adult – Mass Market

Juvenile & Young Adult

– Trade Paperback

– Mass Market

Class G:

DVD Recordings

Adult

Juvenile & Young Adult

Class H:

Audiobook CDs

Adult

Juvenile & Young Adult

Class I:

Music CDs

Adult

Juvenile & Young Adult

Class J:

Large Print

Adult – Hardcover

Adult – Paperback

Class K:

Audio-Enhanced Book

Adult

III. Discounts

Indicate the discount(s) that are applicable to the classification(s) for which you are submitting a proposal. The discount(s) shall apply to individual, group, and/or mixed awards unless the Proposer states otherwise.

Discounts shown must be from list prices.

A. Class A: General Trade Books Adult Juvenile/Young Adult

Firm Orders % Discount % Discount

Continuations % Discount % Discount

Remarks

B. Class B: University Press Adult – Hardcover Adult – Paperback

C. Class C: Non-Trade Books Adult Juvenile/Young Adult

D. Class D: Single Library Editions Juvenile/Young Adult

Firm Orders % Discount

Continuations % Discount

E. Class E: Publishers’ Reinforced Bindings Juvenile/Young Adult

Firm Orders % Discount

Continuations % Discount

F. Class F: Softcover Books Adult Juvenile/Young Adult

Firm Orders – Trade % Discount % Discount

Firm Orders – Mass Market % Discount % Discount

G. Class G: DVD Recordings Adult Juvenile/Young Adult

H. Class H: Audiobook CDs Adult Juvenile/Young Adult

I. Class I: Music CDs Adult Juvenile/Young Adult

J. Class J: Large Print Adult

Firm Orders – Hardcover % Discount

Firm Orders – Softcover % Discount

K. Class K: Audio-Enhanced Book Adult Juvenile/Young Adult

IV. Processing Services

Please provide information on availability and unit cost for each of the following services. Please see Scope of Services for further explanation.

A. Books (Adult, Juvenile and Young Adult)

1. Application of plastic dust jacket covers (PlastiKleer) to books with dust jackets and attachment of covers to books. Jacket costs per title must be calculated in the extended price of each processed book on the accompanying invoice.

2. Application of Milwaukee Public Library provided barcodes, as specified by the Library, to books under plastic dust jacket cover when a dust jacket is present.

3. Application of Library provided RFID tags as specified by the Library to books. Vendors should list costs associated with programming the tags separately from the application costs. The Milwaukee Public Library uses the RFID system by Bibliotheca.

B. Media Materials – DVDs and CDs (Adult, Juvenile, and Teens)

1. Application of library property ownership name labels to CD and/or DVD cases and pieces or the ability to scan and integrate this information on to the existing cover art.

2. Application of Library provided RFID tags to CD and/or DVD cases and pieces as specified by the Milwaukee Public Library. Vendors should list costs associated with programming the tags separately from the application costs. DVDs and Music CDs will require a CD RFID “hub” tag on the disc. For multi-disc sets, only one disc would have an RFID tag. The Library uses the -Bibliotheca RFID system.

3. Application of Milwaukee Public Library provided barcodes to CD and/or DVD cases and pieces as specified by the Library.

4. Packaging music CDs and film DVDs into One-Time™ Security locking cases purchased by vendor (not Library); cutting/trimming the original cover/packaging information and inserting it into the clear sleeves of the cases.

5. Packaging audiobook CDs into non-locking two-ring audiobook cases purchased by vendor (not Library); cutting/trimming the original cover/packaging information and inserting it into the clear sleeves of the cases.

V. Selection/Ordering Services

Please provide information on availability and unit cost, if applicable for each of the following selection assistance products and services.

A. Vendor operated website(s) that provide complete bibliographic information, current stock information, reviews, citations, and cover art for all users. Please provide unit cost (if applicable) for multiple staff selector accounts and (1) administrative login to manage staff accounts.

1. Full bibliographic information including UPC codes for media, and publication and/or street date (formatted mm/dd/yy).

Yes No

2. Current stock information (preferably real time inventory with quantity given in “on hand” and “on order” amounts).

Yes No

3. List price and discounted net price of item linked to current Library discount schedule.

Yes No

4. Full reviews and review citations, and cover art visible to all users.

Yes No

5. Functionality to create multi-user "shared carts" for ordering.

Yes No

6. Functionality to batch import orders with brief MARC records into Innovative Interfaces, Inc. Sierra system and compatibility with other public library ILS systems.

Yes No

7. Functionality to enter multiple funds and multiple location codes for an individual title in a grid system.

Yes No

8. OCLC number provided with brief MARC download.

Yes No

9. ISBN link in vendor database to Library OPAC.

Yes No

10. UPC link in vendor database to Library OPAC for media.

B. Availability of vendor supplied electronic selection lists (E-Lists) of current titles with full bibliographic and order information.

C. Availability of vendor to offer Continuation Orders as outlined in Attachment 1, Section VII, E.

VI. Vendor Participation in WorldCat Cataloging Partners (WCP) Program.

Proposers should indicate whether or not they are partners with OCLC in the provision of this “basic” (as defined by OCLC guidelines) level of service and a detailed explanation of any vendor charges to Milwaukee Public Library for this service. At this time, the program is for “books only” shipped to the Library.

VII. Electronic Ordering and Electronic Confirmation Status Reports

Please provide information including fess (if applicable) on Electronic Data Interchange.

A. Do you accept electronic orders via EDIFACT and/or API from Innovative Interfaces Sierra Acquisitions module?

Yes

(EDIFACT)

No

(EDIFACT)

Yes

(API)

No

(API)

B. Do you support EDIFACT invoicing?

C. Do you provide order confirmations, status reports and cancellation reports in electronic format?

D. Availability of a vendor system that allows library staff to track shipments of individual titles from vendor warehouse to library dock?

VIII. Extension of Proposal

Please indicate if all terms and conditions of this proposal may be extended to other Milwaukee County Federated Library System members listed in Attachment 2.

Exceptions

IX. Implementation and Training

A. Describe the services and training you will offer to support Milwaukee Public Library implementation.

B. Provide the schedule for implementation and training from the time of contract award to the startup of service.

C. Indicate any additional costs/fees associated with implementation and training.