2-RFP No. 32600199 - Library Materials and Services.pdf

CITY OF BUCKEYE

Request for Proposals RFP No. 32600199

LIBRARY MATERIALS AND SERVICES

CONTACT PERSON

Travis M. Stewart

Senior Contracts Administrator City of Buckeye tstewart@buckeyeaz.gov / 623.349.6173

Date Issued: March 24, 2026 Pre-Submittal Conference: March 30, 2026, at 10:00 AM, MST Last Day for Questions: April 14, 2026, at 3:00 PM, MST RFP Due Date: April 22, 2026, at 3:00 PM, MST

PLEASE NOTE: IF DOCUMENTS WERE DOWNLOADED FROM THE CITY OF BUCKEYE’S

PROCUREMENT PORTAL WEBSITE, PROPOSERS ARE RESPONSIBLE FOR OBTAINING ANY

AMENDMENT EITHER THROUGH UPDATES ON THE WEBSITE, OR BY CONTACTING THE

CITY’S CONTACT PERSON.

BUCKEYE,AZ

Library Materials and Services RFP No. 32600199 mailto:tstewart@buckeyeaz.gov

TABLE OF CONTENTS

REQUEST FOR PROPOSAL NO. 32600199

SECTION 1 Introduction and Background 3

SECTION 2 Instructions to Offerors 3

SECTION 3 Scope of Work 5

SECTION 4 Pre-Submittal Conference 6

SECTION 5 Evaluation Criteria 6

SECTION 6 Proposal Preparation Instructions 7

SECTION 7 Submittal Form 16

SECTION 8 General Information 17

SECTION 9 Proposal Certification/Conflict of Interest Certification 19

EXHIBITS:

EXHIBIT 1 – Draft Materials and Services Contract 20 EXHIBIT 2 – Processing and Cataloging Specifications 37 EXHIBIT 3 – Pricing Sheet 61

Library Materials and Services RFP No. 32600199

SECTION 1

INTRODUCTION AND BACKGROUND

This Request for Proposals (RFP) is looking to identify vendors that can provide Library Materials and Services to meet the growing needs of the City.

The City of Buckeye is a high-growth city located west of the Phoenix metropolitan area. The City’s population is currently estimated at 125,000.

The City of Buckeye Library (“Library”) System consists of two (2) library branches and a bookmobile. Another branch will be coming into service within the next three (3) years. The Library and eleven (11) other Library Systems in Maricopa County participate in a reciprocal borrowing agreement.

The Library has approximately 118,680 items in all formats. Annual circulation was 354,657 for fiscal year 2024- 2025 for both physical and digital media.

Polaris integrated library system is used to provide circulation, cataloging, serials control, public access catalogs, and the acquisitions of library media materials. Remote patrons can access the web catalog, web-based electronic subscriptions, and other web-based information from the Library’s homepage at www.buckeyeaz.gov/library.

1. METHOD OF SELECTION

The intent of the City is to select multiple vendors whose proposal is determined to be the most advantageous to the City based on the evaluation factors set forth in this Request for Proposals. The successful vendors will have demonstrated exceptional qualifications based off of the evaluation criteria and weighting as outlined in Section 5 and 6 of the RFP.

2. REQUEST FOR PROPOSALS

The City will conduct a prequalification screening of all submitted proposals by a designated selection team. The prequalification screening process will rank all submittals received and identify the contractor who, in the City’s sole discretion, best meets the City’s needs. Section 5 details the Criteria and Weighting used for evaluations of submittals. The City reserves the right to reject any or all submissions.

3. NEGOTIATIONS

After a ranking of submittals, the City will offer the highest ranked vendors a thirty (30) day exclusive negotiation period. If there is an impasse in the negotiations, or the City negotiators determine that a contract cannot be achieved, the City reserves the right to go to the next highest ranked vendor. This process may continue through those vendors on the final list until a contract is successfully negotiated. The City reserves the right to reject all proposals at any time, or to cease negotiations over a contract at any time.

SECTION 2

INSTRUCTIONS TO OFFERORS

1. Proposals are to be submitted no later than the Close Date and time listed in the City of Buckeye’s Procurement

Portal. All documents required as part of the solicitation shall be completed, scanned as a .pdf, and added as an attachment to the submittal.

2. You may withdraw your proposal at any time prior to the time and date set for closing. Proposals withdrawn after opening but prior to award, may be withdrawn in accordance with the City of Buckeye Procurement Code.

3. No department or office at the City has the authority to solicit or receive official proposals other than the City’s Finance Department. All solicitations are performed under the direct supervision of the Grant Program and

Library Materials and Services RFP No. 32600199 http://www.buckeyeaz.gov/library https://buckeyeaz.bonfirehub.com/portal/?tab=openOpportunities https://buckeyeaz.bonfirehub.com/portal/?tab=openOpportunities

Procurement Manager, City of Buckeye and in complete accordance with the City of Buckeye’s Procurement Code.

4. The City reserves the right to conduct discussions with proposers, to accept revisions of proposals, and to negotiate price changes. During this discussion period, the City will not disclose any information derived from proposals submitted, or from discussions with other proposers. Once an award is made, the solicitation file, and the proposals contained therein, are in the public record and will be disclosed upon request.

5. The recommendation for award shall be made to the responsible proposer(s) whose proposal is determined to be the most advantageous to the City based on the evaluation factors set forth in this Request for Proposals.

Price, although a consideration, will not be the sole determining factor. No purchase order is issued with an offeror until a price is successfully negotiated and is approved by the City, as authorized by the City Council.

6. If you are submitting any information you consider to be proprietary and/or confidential, you must save it as a separate file named "Proprietary Information" or “Confidential”. If the Procurement Manager concurs, this information will not be considered public information. The City Manager is the final authority as to the extent of material, which is considered proprietary or confidential. Pricing information cannot be considered proprietary.

7. Your proposal should be submitted in the format shown in Section 6. Proposals in any other format will be considered informal and may be rejected. Conditional proposals will not be considered. An individual authorized to extend a formal proposal must sign all proposals. Proposals that are not signed may be rejected.

8. Definitions:

“May”: Indicates something that is not mandatory but permissible/desirable.

“Shall,” “Must,” “Will”: Indicates mandatory requirement. Failure to meet these mandatory requirements will result in rejection of your proposal as non-responsive.

“Should”: Indicates something that is recommended but not mandatory. If the offeror fails to provide recommended information, the City may, at its sole option, ask the offeror to provide the information or evaluate the proposal without the information.

9. Any person, firm, corporation, or association submitting a proposal shall be deemed to have read and understood all the terms, conditions, and requirements in the specifications/scope of work.

10. All responses and accompanying documentation will become the property of the City at the time the proposals are opened.

11. The City shall not reimburse any offeror the cost of responding to a Request for Proposals.

12. The City believes that it can best maintain its reputation for treating service providers and suppliers in a fair, honest, and consistent manner by conducting solicitations in good faith and by granting competitors an equal opportunity to win an award. If you feel that we have fallen short of these goals, you may submit a protest pursuant to the Procurement Code of the City of Buckeye.

Library Materials and Services

SECTION 3

SCOPE OF WORK

1. SUMMARY

This Request for Proposal is to establish a term contract for a high percentage of the Library’s purchases to facilitate the entire selection, ordering, processing, cataloging, receiving, and invoicing process in the acquisition of books and related services for the Buckeye Public Library System.

Materials covered by this RFP may include:

• Books o Diverse Genres (Classic, best sellers, adult fiction, non-fiction, etc.)

• Large Print

• Spanish Language

• Leased Materials

Over five (5) years, an estimated $2,000,000 will be spent on this contract; however, there will be no guaranteed minimum spend associated with this contract. The City anticipates awarding contracts to multiple respondents of the RFP and reserves the right to issue multiple awards. No commitment of any kind is made that the entire amount will be awarded to one vendor. The estimate dollar value of this award may include Standing Orders, Large Print, Spanish Language, and/or Opening Day Collection.

2. MINIMUM QUALIFICATIONS REQUIRED:

Because of the importance of this contract to the operational efficiency of the City’s Library System, the City requests proposals be submitted only from well-established wholesale suppliers who regularly supply books and other materials to medium-to-large public libraries, and who have operational resources and a demonstrated ability to perform.

The demonstrated competency, integrity, and responsibility of each respondent will be taken into consideration along with quoted discounts and services offered in providing books, audio materials, and other services. Speed of delivery is important for library service.

Required Services: The following criteria shall be demonstrated and provided in the proposal and the respondent should meet the following minimum qualifications by providing the following services:

1. Comprehensive Online Title Databases

2. Comprehensive Supplier Inventory

3. Processing Requirements

4. Cataloging Requirements

5. Collection Development Services

6. Customer Support

7. Edifact Standard for ordering and invoicing

8. Invoice Requirements

9. Shipping Requirements

10. Delivery Requirements

11. Returns, Refunds, and Credit Memos

12. Leased materials for the Bookmobile

Essential Services: These services shall be available, however, other methods of arriving at the same or similar solution may be acceptable. The respondent shall describe any alternate solutions.

1. Ability to check order status and print invoices online

2. Ability to check order history online

3. Status Reports

4. Collection Management Tool(s)

5. Training

6. Annotated Lists and Catalogs

7. Standing Orders

3. SCOPE OF WORK

The respondent shall respond fully to the specifications and in the same sequence as the RFP (See Sections 5-6), although specific cross-references may be made to additional material. Emphasis should be on completeness, and clarity of content. The proposal shall meet or exceed the stated minimum requirements. The respondent shall clearly state such compliance, or if the specification cannot be met, the respondent shall explain why it cannot be met.

Upon request, respondents are required to furnish a sample of the goods and/or services to be supplied. Any sample submitted shall create an express warranty that the whole of the goods and/or services shall conform to the sample submitted. All samples become the property of the City unless designated otherwise by the proposal.

The respondent shall describe their methodology for providing the most efficient method using automation and their various selection tools, software, etc., to select, order, receive, and invoice.

SECTION 4

PRE-SUBMITTAL CONFERENCE

A Pre-Submittal Conference will be held utilizing Microsoft Teams on the date and time listed on the cover page above. The meeting link is below:

Meeting Link

Attendance is not required, but it is encouraged. The conference is an opportunity for all interested vendors to discuss the solicitation directly with City personnel.

SECTION 5

EVALUATION CRITERIA

A committee will evaluate and rank the offers, based on the following criteria and weighting:

* Cover Letter 0

A Inventory and Fulfillment Rate 40

B Method of Approach for Providing Services 40

C References for Providing Similar/Same Materials and Services 10

D Pricing 10

Total 100

The committee will be comprised of City personnel. Each person on the committee will score each proposal based off of the criteria and weighting above. The City reserves the right to select a company for award based solely off of scoring of the proposals received. Formal interviews may or may not be conducted to determine the proposal most advantageous to the City, if determined necessary by the committee. The City may conduct a due diligence review of the companies receiving the highest scores.

Library Materials and Services RFP No. 32600199 https://teams.microsoft.com/meet/27275600041301?p=jLQ6QbwgQjps5dCfJy

The City will then award a Materials and Services Contract to the company whose proposal is deemed the most advantageous to the City for the project.

All companies submitting proposals for this project will be notified of the results via the City’s Procurement Portal.

SECTION 6

PROPOSAL PREPARATION INSTRUCTIONS

Companies interested in this project should submit a Proposal electronically by April 22, 2026, 3:00 PM Local Time via the City’s Procurement Portal. Submittals must be received by the specified time. The City’s Procurement Portal will not allow uploads beyond the deadline for the solicitation, and the City will not accept submittals after the deadline. All submittals must be uploaded to the solicitation posting on the City of Buckeye’s Procurement Portal website:

https://buckeyeaz.bonfirehub.com/opportunities

Any concerns regarding the receipt of submissions can be directed to the Contracts Administrator, Travis M.

Stewart.

To facilitate direct comparisons, your proposal shall be submitted in the following format, listed in order, and index tabbed to match. Your proposal shall include, at a minimum, the information requested below. If offeror fails to provide any of the requested information, except for the mandatory proposal certification, the City may, at its' sole option, ask the offeror to provide the missing information or evaluate the proposal without the missing information.

Proposal Format/Page Limitations:

• Proposal Cover Page (one (1) page maximum)

• Proposal Table of Contents (one (1) page maximum)

• Proposal Cover Letter (two (2) page maximum)

• Proposal Separator Pages (one (1) page per section)

• Section A: Inventory and Fulfillment Rate (five (5) page maximum for company history and information)

• Section B: Method of Approach for Providing Services (seven (7) page maximum)

• Section C: References for Providing Similar/Same Materials and Services (one (1) page per reference provided)

• Section D: Pricing (two (2) pages maximum)

• Proposal Submittal Form

• Offeror Certification/Conflict of Interest Certification Form

Adherence to the maximum page criterion is critical:

• Each page side (maximum 8-1/2” x 11”) with criteria information will be counted separately.

• Do not use 11” x 14” or 11” x 17” size pages unless specifically authorized.

• Pages that have project photos, charts and/or graphs will be counted towards the required number of pages.

• Cover page, table of contents page, and divider/separator (Section) pages will not be counted against other section limitations unless they include information that could be considered by the selection panel.

• Do not submit additional information not listed herein.

• Font size may not be less than 10 point.

https://buckeyeaz.bonfirehub.com/opportunities

Please be advised that the following will be grounds for disqualification, and will be strictly enforced:

• Receipt of submittal after the specified cut-off date and time.

• Exceeding the maximum page requirements.

The City recognizes that submittals may contain confidential or proprietary information; however, the City reserves the right to make inquiries into the information disclosed. The submission of false or misleading information may be grounds for disqualification.

SUBMITTAL CONTENT

Cover Letter (two (2) page maximum)

• Provide a general description of the company that is proposing to provide services, including years in business. Explain the legal organization of the proposed company or team.

• Provide the following information:

o Your company’s full company name, address, phone number, and name, title and email address for your company’s contact person for the project.

o Name, title, email, and signature of person authorized to sign the Proposal Submittal Form. A Proposal signed by an agent shall be accompanied by evidence of that agent’s authority.

o Number of employees.

o Identify any contract or subcontract held by the offeror or officers of the offeror that have been terminated within the last five (5) years. Briefly describe the circumstances and the outcome.

Section A: Inventory and Fulfillment Rate (five (5) page maximum)

Provide information on your comprehensive online title database, comprehensive supplier inventory, and fulfillment rate as follows:

Comprehensive Online Title Database: Respondent shall provide at no additional or at minimal cost to the Library, an easy-to-use internet access database of respondent’s inventory and/or title of all material, including lease titles.

In addition, respondent shall:

• Specify how often the title database is updated.

• Specify how often the inventory status on their title database system is updated (i.e., real-time, daily, weekly, etc.).

• Describe the method of staff access, i.e., via password/IP, and indicate the maximum number of users. Respondent shall also specify whether remote user access is available for staff use.

• Provide at no charge thirty (30) day trial access to the system for evaluation during the proposal review process. Respondent should submit all necessary login information such as URL, user IDs, and passwords with the proposal and guarantee access will be operational during the review period.

• Provide multiple user access during the trial period.

• Address and costs for system access in the pricing section. This includes access to inventory and other types of information such as reviews, discounts, publicity, print runs, etc.

The title database system should have the following capabilities:

• Out-of-print, publisher out of stock and inventory status on the screen of the record.

• Sort by binding, ISBN/ISSN, price, publication date, publisher, author, and title.

• Merging of lists.

• An advanced search by series, Dewey, author-title, artists, notations, and citations.

• Cover images for selected titles.

• Table of contents for selected titles.

• Excerpts for selected titles.

• Update/check account profile.

• Check returns’ status.

• Answers to FAQs (Frequently Asked Questions).

• Merchandizing/New Title Information, (i.e. Bestsellers, author tours, movie and TV tie-ins, collection development lists, etc.).

• Easy to use help screens.

• Search by Journal review.

The title databases system should meet the following requirements:

• Contractor’s title database system shall be updated at a minimum of once per week.

• Contractor shall provide ongoing technical support for the system and provide notification when new releases and upgrades are available.

• Contractor shall assist with the implementation of all new releases and upgrades as necessary.

Comprehensive Supplier Inventory: For each of the categories covered by this RFP, the Respondent shall demonstrate the comprehensiveness of their inventories to meet the needs of a medium to large public library system by submitting evidence that their online inventory includes at least two-hundred-thousand (200,000) titles. Respondent shall specify the number of titles in their databases. Respondent shall indicate the number of publishers in their inventory.

Titles should range from classic titles to current best sellers, and include adult fiction, non-fiction, juvenile, young adult titles and graphic novels for all age ranges. Respondent shall specify the percentage of inventory by age category.

Respondents should indicate any exclusives, (i.e., authors, titles or formats) their firm provides.

Respondent shall describe their ability to provide materials in the Spanish language and should provide, if available, a publisher list for their Spanish language materials and a title count in their inventory.

If the respondent has multiple warehouses and the Library account is normally supplied from one regional warehouse, the respondent should still be able to supply a title not available from the regional warehouse.

Respondent shall describe what this would entail (i.e., Library ordering directly from the holding warehouse, etc.)

possible delay, etc.

Fulfillment Rate and Related Factors:

Fulfillment Rate: Respondent shall specify the number of days between the receipt of an order for a published title and its shipment.

Respondent shall specify the number of days between the date of publication for a standing order and its shipment-if applicable.

• The respondent shall specify where warehouses are located and which would be used to supply this account.

• Ninety percent (90%) of all on-hand (in stock) items, with no processing requirements, shall arrive at the Library within seven (7) working days from original order receipt date.

• Ninety percent (90%) of all on-hand (in stock) items ordered, with processing and cataloging, shall arrive at the Library within fifteen (15) working days from original order receipt date.

• On-hand (in stock) priority items shall be mailed or shipped by the respondent so they arrive at the Library processed, if applicable, within five (5) working days from order receipt date. Respondent shall indicate as part of this proposal the method of mailing or shipping which will be used for priority items.

• Items back ordered by the Respondent from their supplier shall arrive at the Library processed, if applicable, within fifteen (15) working days after receipt by respondent.

Section B: Method of Approach for Providing Services (seven (7) page maximum)

Describe your approach to providing the services detailed below:

Processing Requirements: The respondent shall describe the type of processing services they provide and costs.

Respondent shall quote a cost per unit for each operation, (i.e., barcode attachment, jacketing, RFID tags and programming/activating, etc.). Respondent shall also provide for the specific shelf-ready processing required for the Library. See Processing and Cataloging Specifications (Exhibit 2). Any proposed substitutions or changes shall be submitted in writing to the Library Specialist and Branch Library Supervisor.

Respondent shall provide specifics on how, and what amount of credits will be applied to the library if mistakes are made by the Contractor during processing after a three (3) month training period.

Respondent shall provide specifics on the level of customizability that can be provided to the Library.

Cataloging Requirements: Respondent shall describe the services they provide and the cost. Any informational brochures, etc. shall be provided.

Respondent shall also provide a quote for the specific shelf-ready cataloging required for the Library. See Attachment 1 for the cataloging specifications.

Respondent shall provide specifics on the level of customization according to the library’s cataloging guidelines that can be provided to the library.

Respondent shall provide specifics on how and what amounts of credits will be applied to the library if mistakes are made by the Contractor during cataloging after a three (3) month training period.

Contractor shall provide Machine Readable Cataloging (MARC) record for ordered materials via File Transfer Protocol (FTP). Respondent shall describe any related costs.

Contractor will respond with price quotes within ten (10) business days if changes are needed to adhere to new library cataloging guidelines in the future.

Collection Development Services: Respondent shall identify, define, and provide a short description of the Collection Development service(s) offered. The respondent shall provide pricing information for service(s) offered.

Customer Support: Respondent shall affirm that they offer support personnel who shall provide the following products or services.

• Problem resolution, with a guaranteed response time of forty-eight (48) clock hours (Monday-Friday) for all phone calls or correspondence received.

• Contractor shall provide a toll-free number, internet, and technical support for communications problem resolution.

Respondent shall describe their working relationship with Polaris, including interfaces between Polaris acquisitions and the Respondent’s system.

Edifact Standard: Respondent shall affirm that they use current Edifact standards for the following:

• Electronically accept orders.

• Confirm orders within twenty-four (24) hours.

• Provide electronic invoices.

The Contractor selected shall support Electronic Data Interchange (EDI) utilizing Polaris.

Authorized Library personnel will place orders. All orders (manual, facsimile, electronic) shall reference the delivery order number provided by the City.

Invoicing Requirements: Respondent shall affirm the ability to follow the invoicing requirements for all services and products sold to the Library if respondent cannot fully meet the stated requirements. Respondent will describe what parts of the requirements they can meet and what parts of the requirements they cannot meet.

Invoices shall list titles of materials invoiced in alphabetical order by the title. Invoices shall include for each item the author, list price, discount, unit cost, and total cost; and should be arranged in that sequence. Paper invoices shall be provided and should accompany shipment(s). If electronic invoices are supplied, a paper invoice in duplicate should accompany the shipment.

Respondent shall provide a sample invoice as part of this proposal.

All invoices shall include at a minimum:

• “Bill to” name and address

• “Ship to” name and address

• Delivery order number

• Title and Author

• ISBN

• Binding or format

• Number of copies

• List price of item

• Discount (percentage) applied to item

• Discount cost of item

• Net total cost for all copies of item (after discount)

Packing lists shall accompany each shipment and indicate invoice number and delivery order numbers. In the event a packing list should be missing from the shipment; respondent will provide a duplicate upon request. Each invoice requires its own packing list.

Original invoices shall follow the billing instructions contain in the account set-up. The Library will establish the account set-up in collaboration with the Contractor.

Invoices may include multiple delivery order numbers but shall be applicable to only one account number.

Library Materials and Services

Shipping Requirements: Respondent shall affirm they can meet the stated shipping requirements below. If respondent cannot fully meet the stated requirements, please describe what parts of the requirements they can meet and what parts of the requirement they cannot meet.

• All orders shall be shipped by UPS, USPS, or Federal Express unless otherwise authorized.

• All shipments checked for accuracy and completeness before leaving Contractor’s dock.

• All multiple carton shipments should have cartons clearly labeled so the Library can discern a total shipment. The number of packages in a single shipment should be marked on the outside of each carton.

• Items shall be packaged separately according to account number and invoice. Multiple delivery order numbers may be combined in one package if the items included are all for the same account number.

• A copy of the packing list shall accompany the shipment to the library.

• The carton containing the packing list shall be clearly labeled “Packing list included” or similar wording.

• The Library shall not assume responsibility for losses or damage in transit. This shall fall on the Contractor.

(The Library will notify the Contractor promptly of any damaged goods and will assist the Contractor in arranging for inspection.).

• No shipping charges shall be allowed. This fact should be taken into consideration when stating pricing.

(The only exception where shipping charges may be allowed is for rush shipments or other exceptions agreed upon with the Library).

Delivery Requirements: Respondents shall affirm they can meet the stated delivery requirements. If respondent cannot fully meet the stated requirements, respondent will describe what parts of the requirements they can meet and what parts of the requirement they cannot meet.

• Delivery shall be made in accordance with instructions given by the Library with account set-up. If there is a discrepancy between the account set-up and what is listed on the contract, it is the Contractor’s obligation to seek clarification from the Library.

• Shipments shall be delivered inside the library building. Contractor shall ensure this notation is communicated to the shipping carrier.

• Contractor shall specify the ability to meet delivery timeframes, inside delivery service and rush delivery and delivery days after release.

• Items should not be delivered when the library is not open, including evenings and on Sundays.

Returns, Refunds, and Credit Memos: Respondent shall affirm they can meet the stated requirements below. If respondent cannot fully meet the stated requirements, respondent will describe what parts of the requirements they can meet and what parts of the requirement they cannot meet.

• Return for credit or replacement of defective materials, those damaged in transit, and items different from those ordered shall be permitted.

• Contractor agrees to pay transportation charges on the return of imperfect materials or titles not ordered.

• Items received in damaged condition shall be returned to the Contractor for replacement or credit at no expense to the Library. The Library prefers replacement to credit.

Essential Services:

Ability to Check Order Status and Print Invoice Online: Respondent shall describe what, if any, capability they have to allow the library to check order statuses and invoices online, as well as whether these can be downloaded and printed.

Ability to Check Order History Online: Respondent shall describe the capability of checking order history online.

Status Reports: Respondent shall affirm they can meet the stated requirements below. If respondent cannot fully meet the stated requirements, respondent will describe what parts of the requirements they can meet and what parts of the requirement they cannot meet.

• Contractor shall advise the Library, in writing, of any product not in stock, and/or product(s) that are out of print and/or product(s) that have ceased publication or are no longer available as a continuation.

• Contractor shall specify the normal timeframe in which the notification occurs. This information may be included on the packing list or the invoice.

• Contractor shall provide a current list of definitions of all status codes. Contractor shall provide a sample report as part of this proposal that includes definitions for all status codes (i.e., “Out of Print” (OP), “Out of Stock Indefinitely” (OSI), “Back Order” (BO), “Not Yet Published” (NYP), and “Apply Direct” (AD)).

Respondent shall describe any available real-time reports accessible through the title database.

Collection Management Tool(s): Respondent shall describe any tools they offer for collection management.

The library is interested in weeding tools, Dead on Arrival tools, and budget planning tools. Respondent shall also provide a quote to use any collection management tool.

Training: Respondent shall affirm they can meet the stated training requirements. If respondent cannot fully meet the stated requirements, respondent will describe what parts of the requirements they can meet and what parts of the requirement they cannot meet.

• Contractor shall provide a minimum of eight (8) hours of training on the title database system once operational, at no charge to the Library.

• Contractor shall provide a minimum of eight (8) hours of training after new major releases or upgrades to the title database system at no charge to the Library.

• Contractor shall describe what various training opportunities on their online title databases system are provided to the Library at no charge (i.e., on-site training, web-based training, handouts, etc.).

Annotated List/Publications Catalog: Contractor shall provide at no charge an annotated list and/or catalog of:

• Popular trade titles, based on trade pre-publication publicity (i.e., best sellers), information, at least two

(2) months prior to publication.

• Available continuous titles, quarterly, in subject category order that reflects selected titled suitable for public libraries.

Contractor shall accept orders for these titles and be able to supply them to the Library as high-priority items when available. Contractor shall specify the approximate days after the publication release date that the Library can expect delivery. Sample of list(s) and/or catalog(s) shall be submitted with respondent’s proposal. List may be in print and/or online. The respondent shall provide the URL and a free thirty (30) day trial of the site during the proposal review process.

Section C: References for Providing Same/Similar Materials and Services (one (1) page per reference provided)

The respondent shall provide the names of at least three (3) and no more than six (6) public libraries for which the respondent has supplied services of similar quality and quantities in the last three (3) years. If respondent has assisted in implementing an efficiency process in a public library, the respondent shall provide references for that library. Reference information should include the following information:

• Library Name

• Point of Contact Name

Library Materials and Services

• Point of Contact Title

• Point of Contact Phone/Email

Section D: Pricing (two (2) page maximum limit)

Provide sample material pricing/discounts for purchased and leased materials and services. Pricing Sheet has been provided in Exhibit 3.

• The intent of the sample material pricing is to establish a baseline to assist the evaluation committee in assessing comparable materials offered for this solicitation for both purchased and leased materials.

• The sample materials listed is representative of materials that will likely be purchased under an awarded contract. As such, pricing shall be submitted as requested on the pricing sheet.

• Respondent shall quote a discount to be offered on the publisher’s lower list (catalog) price.

• Respondent shall provide a schedule of discounts for each of the categories of materials covered by this RFP for both purchased and leased materials.

Prices. All pricing shall be firm for the Term and all extensions or renewals of the Term except where otherwise provided in this Agreement and include all costs of the Contractor providing the materials/service including transportation, insurance, and warranty costs. No fuel surcharges will be accepted unless allowed in this Agreement. The City shall not be invoiced at prices higher than those stated in the Agreement.

The Contractor further agrees that any reductions in the price of the materials or services covered by this Agreement will apply to the undelivered balance. The Contractor shall promptly notify the City of such price reductions.

No price modifications will be accepted without proper request by the Contractor and response by the City’s Purchasing Division.

Price Adjustment. Any requests for reasonable price adjustments must be submitted in accordance with this section. Requests for adjustment in the cost of labor and/or materials must be supported by appropriate documentation. There is no guarantee the City will accept a price adjustment therefore Contractor should be prepared for the Pricing to be firm over the Term of the Agreement. The City is only willing to entertain price adjustments based on an increase to Contractor’s actual expenses or other reasonable adjustments in providing the services/materials under the Agreement. If the City agrees to the adjusted price terms, the City shall issue written approval of the change.

During the sixty (60) day period before the contract expiration date of the Agreement, the Contractor may submit a written request to the City to allow an increase to the prices in an amount not to exceed the twelve (12) month change in the Consumer Price Index for All Urban Consumers (CPI-U), US City Average, All Items, Not Seasonally Adjusted as published by the U.S. Department of Labor, Bureau of Labor Statistics (http://www.bls.gov/cpi/home.htm). The City shall review the request for adjustment and respond in writing;

such response and approval shall not be unreasonably withheld.

Renewal and Extension Pricing. Any extension of the Agreement will be at the same pricing as the initial Term.

If the Agreement is renewed in accordance with Section 6, pricing may be adjusted for amounts other than inflation that represent actual costs to the Contractor based on the mutual agreement of the parties. The Contractor may submit a request for a price adjustment along with appropriate supporting documentation demonstrating the cost to the Contractor. Renewal prices shall be firm for the term of the renewal period and

Library Materials and Services RFP No. 32600199 http://stats.bls.gov/news.release/cpi.t02.htm may be adjusted thereafter as outlined in the previous section. There is no guarantee the City will accept a price adjustment.

Additional Materials and Services. Additional related Library Materials and Services not specified upon initial award of the contract can be added via an Amendment to the Contract.

SECTION 7

SUBMITTAL FORM

RFP NO. 32600199 – LIBRARY MATERIALS AND SERVICES

Company Name ______________________________________________________

Authorized Representative:

Title:

Address:

Phone Number: Email Address:

Fax Number: Website Address:

The undersigned offeror declares to have read and fully understand the Request for Proposals and draft Materials and Services agreement and agrees to all the terms, conditions, and provisions contained therein; and proposes and agrees that if this proposal is submitted and accepted, Supplier will contract to perform in accordance with the Scope of Work and Proposal.

Signature of Authorized Representative:

Date:

Library Materials and Services

SECTION 8

GENERAL INFORMATION

City Rights. The City of Buckeye reserves the right to reject any or all Proposals, to waive any informality or irregularity in any Proposals received, and to be the sole judge of the merits of the respective Proposals received.

Acceptance of Evaluation Methodology. By submitting its Proposals in response to this RFP, respondent acknowledges and accepts the evaluation process, the established criteria and associated point values, and that determination of the “most qualified” company will require subjective judgments by the City.

Release of Project Information. The City shall provide the release of all public information concerning this project, including selection announcements and contract award. Those desiring to release information to the public must receive prior written approval from the City.

Contact with City Employees. All companies interested in this project (including the company’s employees, representatives, agents, lobbyists, attorneys, and subconsultants) will refrain, under penalty of disqualification, from direct or indirect contact for the purpose of influencing the selection or creating bias in the selection process with any person who may play a part in the selection process, including the evaluation panel, the City Manager, Department Heads and other City staff. This policy is intended to create a level playing field for all potential companies, assure that contract decisions are made in public and to protect the integrity of the selection process.

All contact on this selection process should be addressed to the authorized representative identified below.

Data Confidentiality. Except as specifically provided in the Contract, the Consultant or its subconsultants shall not divulge data to any third party without prior written consent of the City.

Legal Worker Requirements. The City of Buckeye is prohibited by A.R.S. § 41-4401 from awarding a contract to any consultant who fails, or whose subconsultants fail, to comply with A.R.S. § 23-214(A). The consultant and each subconsultant shall comply with all federal immigration laws and regulations related to their employees and compliance with the stated law. The City of Buckeye retains the legal right to inspect the papers of any consultant or subconsultant employee who is awarded a contract to ensure that the firm or subconsultant is complying with the law.

Lawful Presence Requirement. Pursuant to A.R.S. §§ 1-501 and 1-502, the City of Buckeye is prohibited from awarding a contract to any natural person who cannot establish that such person is lawfully present in the United States. To establish lawful presence, a person must produce qualifying identification and sign a City-provided affidavit affirming that the identification provided is genuine. This requirement will be imposed at the time of the contract award. This requirement does not apply to business organizations such as corporations, partnerships or limited liability companies.

Protest Procedures. Companies wishing to respond to disqualification, or a procurement outcome may refer to The City of Buckeye Procurement Code, Section 24-3-17 which governs protest procedures utilized throughout the selection process.

Suspension/Debarment. By submitting a Proposal in response to this solicitation, the respondent is certifying that it is neither debarred nor suspended nor under consideration for suspension or debarment by any federal, state, or local government or agency. If a respondent is not able to so certify, the respondent must submit a letter that identifies the agency involved and a contact and explain why respondent is suspended, debarred, or being considered for suspension or debarment.

Questions. Questions pertaining to this selection process or contract issues shall be directed through the City’s Procurement Portal website. All questions must be received by the last day for questions. Failure to submit questions by this deadline may result in the question not being answered. Responses to questions that materially

Library Materials and Services change the scope or intent of this RFP will be issued via amendment on the City of Buckeye’s Procurement Portal website. The City may or may not notify respondents of posting of amendments. Therefore, it is the sole responsibility of respondents to check the website periodically for all issued amendments. Failure to include acknowledgement of all amendments may be cause for rejection of the proposal.

Note that the City may answer informal questions orally. The City makes no warranty of any kind as to the correctness of any oral answers and uses this process solely to provide minor clarifications rapidly. Oral statements or instructions shall not constitute an amendment to this Request for Proposals. Offerors shall not rely on any verbal responses from the City. If you have formal questions about any part of this Request for Proposals, which could result in a material issue or a formal amendment to this Request for Proposals, submit your questions via the solicitation page for this RFP on the City’s Procurement Portal website.

SECTION 9

PROPOSAL CERTIFICATION/CONFLICT OF INTEREST CERTIFICATION

City of Buckeye Finance Department 530 Monroe Avenue Buckeye, Arizona 85326

The undersigned certifies that to the best of his/her knowledge: (check only one)

( ) There is no officer or employee of City of Buckeye who has, or whose relative has, a substantial interest in any contract resulting from this request.

( ) The names of any and all public officers or employees of City of Buckeye who have, or whose relative has, a substantial interest in any contract resulting from this request, and the nature of the substantial interest, are included below or as an attachment to this certification. In compliance with Request for Proposal No. 32600199, for Library Materials and Services in the City of Buckeye and after carefully reviewing all the terms, conditions and requirements contained therein, the undersigned agrees to furnish such goods/services in accordance with the specifications/scope of work.

AMENDMENTS: Receipt of the following Amendments is acknowledged, and the provisions are included in this

RFP:

Amendment No.___________ Dated_

Firm Name: ___________________________________________________

Address: ______________________________________________________

City: ____________________________, State: ________ Zip: ___________

(Signature Required)

(Print name)

(Print title) (Federal Taxpayer ID Number)

(Date)

EXHIBIT 1

TO

RFP NO. 32600199

LIBRARY MATERIALS AND SERVICES

[DRAFT MATERIALS AND SERVICES CONTRACT]

CONTRACT FOR MATERIALS AND SERVICES

BETWEEN

THE CITY OF BUCKEYE

AND

TBD

CONTRACT NO. 32600199

This Contract is entered into this day of , 202_ by and between the City of Buckeye, a municipal corporation (“City”), and , a[n] [corporation, limited liability company, partnership, etc.] (“Contractor”).

WHEREAS, the City desires to receive, and Contractor is able to provide services;

NOW THEREFORE, in consideration for the mutual promises contained herein, the parties agree as follows:

1. Standard Terms and Conditions: The City of Buckeye Standard Terms and

Conditions, attached hereto as Exhibit A are hereby incorporated in this Contract by reference and shall apply to performance of this Contract, except to the extent modified by Exhibit D (Pricing) and Exhibit C (Scope of Work).

2. Insurance: Contractor shall meet Insurance Requirements of the City as set forth in

Exhibit B attached hereto and incorporated herein by reference.

3. Compensation: Payment to the Contractor for the materials and/or services provided not to exceed *** and XX/100 Dollars ($**.**) including other fees and taxes, to be made in accordance with the price list and terms set forth in the Pricing attached hereto as Exhibit D and incorporated herein by reference.

4. Scope of Work: Contractor shall provide Library Materials and Services as described in the Scope of Work attached hereto as Exhibit C and incorporated herein by reference.

5. Contract Term: This Contract shall be effective as of the date set forth above for approval and remain in effect for one (1) year, unless such term is modified or extended pursuant to section 8 Renewal.

6. Partial Award: The City reserves the right to make multiple awards or to award by

(i) bid schedule, (ii) individual line item, (iii) by group of line items, or (iv) as a total, whichever is deemed in the best interest to the City.

7. Quantities; Non-Exclusive: Unless the solicitation states otherwise, the Contract will be non-exclusive, and the City makes no guarantees as to the amount of products or services to be utilized from a Bidder. The City reserves the right to add or remove products or services during the term of the Contract.

8. Renewal: This Contract may be renewed or extended for up to four (4) additional one (1) one-year terms by mutual written consent of the parties. The City Manager, or his designee, if applicable, shall have authority to approve renewal on behalf of the City.

9. Notice: Any formal notice required under this Contract shall be in writing and sent by certified mail and email as follows:

City:

City Manager City of Buckeye 530 E Monroe Ave Buckeye AZ 85326 Email: Contracts@buckeyeaz.gov

Contractor:

TBD

With a copy to:

City Attorney City of Buckeye 530 E Monroe Ave Buckeye AZ 85326 Email: Legal@buckeyeaz.gov

With a copy to:

TBD

10. Authority: Each party warrants that it has authority to enter into this Contract and perform its obligations hereunder, and that it has taken all actions necessary to enter into this Contract.

11. Contract Controls. In the event of any inconsistency between this Contract and the Exhibits hereto, the documents shall govern in the following order: (1) This Contract for Materials and Services; (2) Exhibit A (Standard Terms and Conditions); (3) Exhibit B (City of Buckeye Standard Insurance Requirements); (4) Exhibit C (Scope of Work, if any); and (5) Exhibit D (Pricing).

12. Time is of Material Importance. Time is of material importance to each and every provision of this Contract.

[SIGNATURES ON FOLLOWING PAGE]

mailto:Contracts@buckeyeaz.gov mailto:Legal@buckeyeaz.gov

CITY

THE CITY OF BUCKEYE, an Arizona municipal corporation

Doug Sandstrom, City Manager

CONTRACTOR

[insert name], a(n) [insert type of company]

[signature]

[title]

RECOMMENDED:

William Kauppi, Chief Financial Officer

ATTEST:

Lucinda Aja, City Clerk

APPROVED AS TO FORM:

K. Scott McCoy, City Attorney

EXHIBIT A

STANDARD TERMS AND CONDITIONS

IN GENERAL

1. NOTICE TO PROCEED: Contractor shall not commence performance until after City has issued a Notice to Proceed or similar notice reasonably expected to notify Contractor to commence delivery of goods and/or services.

2. LICENSES AND PERMITS: Contractor, at its expense, shall maintain current federal, state, and local licenses, permits and approvals required for performance of the Contract and upon request provide copies to the City.

3. COMPLIANCE WITH LAWS: Contractor shall comply with all applicable federal, state and local laws, regulations, standards, codes and ordinances in performance of this Contract.

4. NON-EXCLUSIVE: Unless expressly provided otherwise in the Contract, this Contract is non-exclusive and the City reserves the right to contract with others for materials or services.

5. SAMPLES: Any sample submitted to the City by the Contractor and relied upon by City as representative of quality and conformity, shall constitute an express warranty that all materials and/or service to be provided to City shall be of the same quality and conformity.

MATERIALS

6. PURCHASE ORDERS: The City will issue a purchase order(s) for the materials covered by the Contract, and such order will reference the City’s Contract number.

7. QUALITY: Contractor warrants that all materials supplied under…