46_028 Addendum 1 _ Response to Bidder Questi.pdf

Hall County Government

FINANCIAL SERVICES

PURCHASING DIVISION

POST OFFICE DRAWER 1435

GAINESVILLE, GA 30503

t: 770.535.8270 | f: 770.531.6711

FINANCIAL SERVICES DIRECTOR

Taylor Samples, CPA

ASSISTANT FINANCE DIRECTOR

Elizabeth White

PURCHASING MANAGER

Andy Youngblood

ADDENDUM #1

Response to Bidder Questions

December 5, 2025

RFQ/P #46-028 East Hall Library Opening Day Collection

Q1. It is noted in the Award Process section, page 2 that it is the

County’s intention is to award to one (1) company, but in the Scope of Work, section 4.0 it is noted that the bidder does not need to provide each of the various products and services.

can we respond to the AV formats only (DVDs and Audiobooks)?

Yes, this is acceptable. The County acknowledges that one company may not be able to offer everything in the scope of work, so the County reserves the right to award multiple companies.

Q2. If it is possible respond to the AV formats only, is the library requiring the DVDs and Audiobooks to be processed and cataloged? If those services are needed, can we be provided with those specifications?

Yes, we would like the items cataloged and processed if possible. Specs:

• For DVDs and audiobooks, affix the barcode to the front, top, left corner of the paper insert.

• For DVD and audiobooks, affix an address label inside the front cover.

• If the item is an audiobook, use a square RFID tag. Attach the tag to the inside of the case's back cover. The tag should be near the item’s spine, positioned at the top, center or bottom of the item.

• If the item is a single-sided DVD, use a donut RFID tag.

Attach the donut tag onto the face of the item so that the holes coincide. If it is double sided or has multiple DVDs, use a square RFID tag. Attach the tag to the inside of the back cover of the case. The tag should be close to the item’s spine and at the top, center or bottom of the item.

• The Library prefers cases in these styles for audiobooks:

https://www.thelibrarystore.com/product/89-0426/item-number

• The Library prefers cases in these styles for DVDs:

https://www.thelibrarystore.com/product/ad89-05548/media-storage-supplies

Q3. Are there any special cataloging specifications for audiovisual?

The Library understands this question as:

• Using the title of the DVD as part of the call number (this is also specified under the RFP cataloging requirements)

• The library does not separate seasons into individual items when they are part of a DVD set.

• The library does use volumes when there are multiple parts or seasons of

DVD sets.

• Other than that, the library uses the cataloging standards set forth by the

PINES manual: https://pines.georgialibraries.org/docs/doku.php?id=cat:home.

Q4. Will the library also be ordering Blu-rays?

The library will only have DVDs. No Blu-rays are needed.

Q5. The nature of goods and services at issue isn’t normally associated with professional liability insurance. Based on that information is it still required?

Professional Liability Insurance is still required. It’s commonly referred to as “E & O” insurance or “Errors & Omissions”. Basically, general liability insurance that covers the business.

Q6. Section 3 on page 6 of the RFP under General Terms and Conditions says the

County reserves the right to conduct any reviews to assure services conform to the specifications. Can you tell me what these reviews would entail and which services they would assess?

This is a generic clause that the County uses for more labor-intensive or specialized solicitations. An extreme example would be it gives the County the right to perform a site visit to the bidder’s place of business to assess whether or not a vendor has the equipment, tools, and personnel to meet the minimum qualifications necessary to perform the task. For this particular solicitation, it could be something as simple as a reference check.

Q7. We are not sure what you mean by "Supplies" underneath each category. Can you please clarify what this means?

“Supplies” means the materials needed to physically process the items to the Library’s specifications, such as DVD/audio cases, barcodes, labels, or RFID tags.

Q8. The "Total Proposed Cost" per item is a bit vague. As books have different prices and there are various binding types, how should we be answering this question?

Are we to only consider what the additional costs for cataloging, processing, and delivery would entail? How and where should we provide any information about the cost or discount for the actual books?

The Library doesn't require a price per item, only the discount percentage for each type of item. The Library recommends listing the discount percentage alongside the total processing/cataloging costs in the “Total Proposed Cost” for each item type (dvd, youth book, adult book, audiobook) alongside the total processing/cataloging costs or attaching a separate sheet.

If your company has item types that will have a different discount than the four major categories (dvd, youth book, adult book, audiobook), include that information in the “Other Proposed Costs” area on page 2 of Exhibit C, or attach a separate sheet. These “Other” item types could include board books, foreign language materials, graphic novels, etc.

Q9. On page 25, number 16 states that the “County participates in cooperative purchasing agreements, State of Georgia Statewide Contracts, and other state and local intergovernmental agreements, memorandums of understanding, and other such agreements.” Can you possibly elaborate on this?

In addition to the traditional competitive bidding process, Hall County obtains competitive pricing from the Georgia Procurement Registry, OMNIA Partners, Sourcewell Cooperative, “piggyback contracts”, and other methods to procure the most competitive price that is in the best interest of the citizens of Hall County, Georgia.

Q10. Will this be a one-day collection? If so, what are the hours of operating for the collection?

These materials are for a normal circulating public library. Operating hours for the new library have not been established at this time, but other libraries in the local library system are usually open 7-10 hours per day, six days a week.

Q11. Will vendors be required to add collected items into the library system?

We expect the vendor to catalog items so they can be added to the library's online public access catalog. Additional specifications are in the RFP.

Q12. Will the vendor store or transport collected items to the new library?

The vendor must store the items until the library is substantially complete. When authorized by the County, the vendor will ship the items directly to the East Hall Library's physical location. The vendor does not need to shelve items; library staff will shelve them.

Acknowledgement: Please sign below that you acknowledge receipt of this Addendum and return it with your bid.

Company Name: ___________________________________________

Signature: _________________________________________________

Print Name: _______________________________________________

Title: _____________________________________________________

Date: _____________________________________________________