1245303-event.pdf

10 October 2025

Patron Library Cards on a Requirements Basis The Library is seeking Proposers from whom it may purchase library cards. Major components include card durability, lower toxicity materials, clear printing of text/barcodes, and barcode scannability.

10 October 2025

Open 10/10/2025 8:00 AM PDT Type Request for Intermediate Proposals

(RIP)

Close 11/10/2025 4:00 PM PST Number RIP-9-2026 Currency US Dollar

Sealed Until 11/10/2025 4:00 PM PST

Payment Terms 0% 0, Net 30

10 October 2025

Contacts Bryanne Grafton Conrad bryanne.graftonconrad@multco.us

Phone +1 503-988-9857 ext. 89857

10 October 2025

Commodity Codes Commodity Code Description 44120000 Office Supplies 41105900 Libraries & Related Materials

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PRE-PROPOSAL CONFERENCE:

There will be a pre-proposal conference for this sourcing event at held virtually at 10:00 am on October 21st, 2025 with Google Meet.

The virtual meeting link is: meet.google.com/aoo-bvpo-sgf Or join by phone at: (US) +1 219-281-4591 PIN: 561 131 996# Attendance is: Optional

PURPOSE AND OVERVIEW

The Multnomah County Library District (Library) is seeking Proposers from whom it may purchase library cards. Major components include card durability, clear printing of text and barcodes, barcode scannability, and immediate replacement of any defective cards.

INTRODUCTION

Multnomah County Library with its 19 library locations, has the fifth-highest circulation of any public library in the United States and the second-highest circulation per capita, according to a recent Public Library Data Service Report. With nearly 400,000 cardholders, the Library annually receives over 1.7 million visits, fills 1.1 million hold requests, and circulates over 16 million items; over 50,000 people register for new library cards each year.

PRODUCT SPECIFICATIONS

The Library requests cards that are/have:

o a combination key fob and standard size card, current card size: 2.125"H x 4.5"W o at least 1 white core color - and can use this library created design: Buyer Attachment C

Design with four color printing options. Include this methodology in the bid.

o Teslin or another less-toxic material o a thickness of 0.030” - current card thickness: 0.030” o different finish types on front and back; current finishes: semi gloss on front and matte on back.

A mix of gloss lettering on a matte background on the front of the card is preferred.

o a barcode 14-digit library card number - can be scanned and read by 1D and 2D scanners, such as the Honeywell Voyager 1470G 2D USB o an eye readable 14-digit library card numbers - large clear printing that does not fade o durable - both the card and the printing upon them should last for many years under standard monthly usage

Additional product specification considerations:

• It is expected that cards are immediately replaced if defective – not durable, printing rubs off, peeling, etc. – at no cost to the Library.

• Order quantities will be negotiated.

• Currently, we do not require a signature panel, magnetic strip, or Radio Frequency

Identification (RFID), but this may be subject to change in the future.

• The card designs above may be subject to change at any time in the future.

METHOD OF AWARD

Awards, as determined by the County, will be made to the Proposer who submits the highest scoring proposal.

Description

ESTIMATED PURCHASES

The Library has budgeted funds for up to 100,000 cards per year, including all shipping costs. The County does not guarantee that any minimum amount of goods and/or services will be purchased.

METHOD OF CONTRACTING

A Goods Contract form is provided in the Buyer Attachments page showing the standard terms and conditions. Carefully review the terms and conditions of the Contract. Additional Contract terms related to this procurement, if any, are set out below in the section entitled Term of Contract.

TERM OF CONTRACT

Fixed term. The contract term shall be five years.

CONTRACT NEGOTIATIONS

The County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest.

If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer.

This process may continue until a contract agreement is reached.

INSURANCE REQUIREMENTS

Exhibit 2 of the attached Sample Contract reflects the minimum insurance required of a Contractor to provide this service. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Contractor. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution.

Minimum insurance requirements:

Type of Insurance Amount Per Occurrence Aggregate

Commercial General Liability $1,000,000. $1,000,000. $2,000,000.

Workers Compensation $500,000. Required

PRE-AWARD RISK ASSESSMENT

Successful proposers whose contract award includes federal funding (as identified by a Assistance Listing Number) will be subject to a Pre-Award Risk Assessment (which includes an evaluation of financial stability, quality of financial /management systems, experience with federal funds, reports and findings from audits) completed by Multnomah County (if one has not been submitted in the last year) prior to the issuance of a contract. Contractors who fail to submit the required documents will not be eligible for a contract from the County.

MINIMUM PROPOSAL SUBMITTAL REQUIREMENTS

At the time of proposal submission, Proposers must meet the following minimum requirements.

Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal.

1. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline and must include Proposer Representations and Certifications.

2. The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Prerequisite page of the Sourcing Event.

At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in a determination of non-responsiveness and may result in award to the next highest proposer.

Example of Mandatory Minimum Requirement at the time of Contracting:

1. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701).

2. Proposers must submit verification that all insurance requirements are met.

IMPORTANT:

Suppliers who do not currently have access to the Multco Marketplace Supplier Portalwill need to complete the "MMP Supplier Access Request Form". The optimal time to submit the "MMP Supplier Access Request Form" to gain access to participate in a Sourcing Event is 14 days. This will allow the County sufficient time to review your request and for you, the supplier, to access the Sourcing Event and to perform the actions needed before the event close date.

https://multco.us/info/multco-marketplace-welcome-page

Required to View Event

Prerequisites Required to Enter Bid

10 October 2025

1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information.

2. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link.

3. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment, Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest.

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Buyer Attachments

1. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide

2. Procedural Instructions For Proposals 03-2023.pdf

3. Buyer_Attachment_A_Questions_and_Evaluation_Criteria.docx

4. Buyer Attachment B Specifications and Pricing.docx

5. Buyer Attachment C Design - Google Docs.pdf

6. Buyer Attachment D Testing Methodology - Google Docs.pdf

7. Buyer Attachemnt E Sample Goods Agreement - Google Docs.pdf

10 October 202510 October 202510 October 202510 October 202510 October 202510 October 2025 https://multco.us/file/73233/download https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjQ1MzAzLTEzOTQ2NTU5MDJQcm9jZWR1cmFsIEluc3RydWN0aW9ucyBGb3IgUHJvcG9zYWxzIDAzLTIwMjMucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjQ1MzAzLTE5MDUwMTg4MDVCdXllcl9BdHRhY2htZW50X0FfUXVlc3Rpb25zX2FuZF9FdmFsdWF0aW9uX0NyaXRlcmlhLmRvY3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjQ1MzAzLTE4OTY1OTU5NjJCdXllciBBdHRhY2htZW50IEIgU3BlY2lmaWNhdGlvbnMgYW5kIFByaWNpbmcuZG9jeA%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjQ1MzAzLTE4Njg1NTA0MjhCdXllciBBdHRhY2htZW50IEMgRGVzaWduIC0gR29vZ2xlIERvY3MucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjQ1MzAzLTE4Njg1NTEzNjdCdXllciBBdHRhY2htZW50IEQgVGVzdGluZyBNZXRob2RvbG9neSAtIEdvb2dsZSBEb2NzLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjQ1MzAzLTE4NzEyNDAwMTlCdXllciBBdHRhY2hlbW50IEUgU2FtcGxlIEdvb2RzIEFncmVlbWVudCAtIEdvb2dsZSBEb2NzLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9

Questions Required Questions

Group 1.1: Company Certification Information - This section is not scored Instructions:

1.1.1 State of Incorporation

1.1.2 Date of Incorporation

1.1.3

Bidder attests that bidder is either a non-resident bidder or a resident bidder (as described in the Representation and Certification Prerequisite and ORS 279A.120), a.ORS 279A.120 (2)(b) states that a public contracting agency shall, for the purpose of awarding the contract, “add a percent increase on the bid of a nonresident bidder equal to the percent, if any, of the preference given to the bidder in the state in which the bidder resides.”

b.“Resident bidder” means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a “resident bidder”. ORS 279A.120 (1)(b). Enter state of residency here:

1.1.4 Where Bidder is unable to certify to any of the statements in Bidder Representations and Certifications of the Prerequisite, Bidder shall provide an explanation to their offer here.

1.1.5

The Bidder certifies to the best of its knowledge and believes that neither it nor any of its principal participants and agents has or has had the following relationships with the specific firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Bidder, Multnomah County may exclude the Bidder from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Bidder further certifies that the degree and extent of the relationship of the Bidder with these named firm(s)/individual(s) will be fully disclose:

1.1.6 Upload additional explanation as needed

1.1.7 Name of person submitting the Bid:

1.1.8 Title of person submitting the Bid:

1.1.9 I represent that I am at least eighteen (18) years of age.

1.1.10 I represent that the printing of my name and the submittal of a Bid is intended to authenticate this writing and to have the same force and effect as my manual signature.

1.1.11 I represent that I am either authorized to bind the Bidder, or that I am submitting the Bid on behalf of and at the direction of the Bidder's representative authorized to contractually bind the Bidder.

1.1.12 I represent that the Bidder and/or its applicable representative(s) has reviewed the information contained in this Bid and that the information submitted is accurate.

Group 2.1: Programmatic Questions (100%) Instructions:

2.1.1 Proposer Response Required: Download Buyer Attachment A and Buyer Attachment B;

complete and upload them as Supplier Attachments and select the appropriate response from the drop down menu for this question. (100% of group 2.1)

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Product Line Items Product Line Items

There are no Items added to this event.

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Service Line Items Service Line Items

1.

# Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Library Cards 1 USD - US Dollar

44120000 - Office Supplies

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