5-Appendix 1-2 - Library Media Books Materials and Support Services .pdf

RFP 27-02 Library Media Books/Materials and Support Services (Annual Contract) | Page 1

BOARD OF PUBLIC EDUCATION FOR THE CITY OF SAVANNAH AND THE COUNTY OF CHATHAM

RFP 27-02 – INSTRUCTIONS TO APPENDIX 1 AND 2

Library Media Books / Materials and Support Services (Annual Contract)

All proposals submitted will be subject to the same review and assessment process. Proposals will be evaluated and ranked on the basis of points awarded by the Technical Evaluation Review Committee. The District will not consider proposals from any firm or offeror who lacks accreditation or authorization to provide the supplies and/or services requested or who fails to meet the minimum qualification requirements (pages 24-25).

FORMAT OF RESPONSES:

To be considered, proposers must submit a complete response to the RFP. The format provided below is not negotiable. To ensure a uniform review process and obtain a maximum degree of comparability, each proposal shall include the following content and be presented in tabbed sections in the following order.

Label Description/Required Information Included Y/N

Tab A. Table of Contents (number all pages of RFP)

Tab B. Introduction – Cover letter on company letterhead, signed by a person with the corporate authority to enter into contracts for the company. Include the following information:

1. Experience with stated library automation systems

2. Number of years in business

3. Experience with K-12 market

4. Experience with providing the services requested in the solicitation for a K-12 environment

5. Number of employees proposed to be dedicated to providing service to the District

Tab C. Ability to Meet the Stated Scope of Services

Response to Specifications – The Offeror should address each section of the Scope of Services, indicating compliance with or acceptance of the requirement and any additional explanation of their response. The Offeror shall identify any exceptions, referenced to the paragraph number in the subsection titled “Exceptions”.

All attachments and electronic files requested in this solicitation. Offerors shall complete the following with their proposal.

• Appendix 1 – Describes cataloging specifications for the District.

• Appendix 2 - Electronic copies with fully cataloged record, in US MARC, following SCCPSS cataloging specifications provided in Appendix 1

• Exhibit A – Schedule of Categories (completed)

• Exhibit B – eBook Scope (completed)

• Exhibit C – Sole Source Information (if applicable)

• Exhibit D – Service Amenity Questionnaire (completed)

• Exhibit E – Proprietary Information (if applicable)

Guarantees and warranties. – Provide a statement detailing any guarantee or warranties provided with the materials supplied.

Reporting capabilities – Provide a statement detailing the type of reporting capabilities available. Provide samples of reports available.

Samples of any forms/documents such as licenses or maintenance agreements, as applicable.

Tab D. References

References – Provide a minimum of three (3) references that are similar in size to SCCPSS, RFP 27-02 Library Media Books/Materials and Support Services (Annual Contract) | Page 2 which could attest to the Offeror’s past performance to provide services similar to those required for the contract. The requested information should be provided on Form 3 (page

31) of the solicitation.

Overall and Financial Stability of Firm

Tab E. Pricing

Offeror shall provide a test log-on for evaluation team members to access your system and develop sample orders for the purpose of evaluating materials availability and cost.

Offeror shall advise if there is any cost associated, either one-time or on a recurring basis for the ability to access the vendor’s website for order development, placement, and tracking.

In submitting this proposal, I agree to the following:

1. To hold my proposal and all fees valid for a period of one-hundred twenty (120) days.

2. To enter into and execute a contract, if awarded on the basis of this proposal.

3. To accomplish the work in accordance with the contract documents and specifications.

4. I will deliver and complete the services outlined in the solicitation documents.

BY:

SIGNATURE DATE

PRINTED NAME: ___________________________________________________________________

TITLE: _____________________________________________________________________________

FIRM NAME: ________________________________________________________________________

ADDRESS: ______________________________________ City _____________________ Zip ________________

TELEPHONE NUMBER: ___________________ FAX NUMBER: ___________________________________

EMAIL: ____________________________________________________________________________

RFP 27-02 Library Media Books/Materials and Support Services (Annual Contract) | Page 3

APPENDIX 1

Description of Savannah/Chatham County Public School System

CATALOGING AND PROCESSING SPECIFICATIONS

Please apply these specifications to the information requested in Appendix 2

A. Cataloging

Cataloging availability: Provide CIP cataloging when a full MARC record is Not available

Classification: Unabridged Dewey cut at the 2nd prime

Subject Headings: Sears List of Subject Headings

B. Classification Options (General Information but Site Specific)

Fiction: FIC + first three letters of author’s surname All caps

Non-Fiction: Dewey number + first three letters of author’sSurname

Individual Biography: 921 + first three letters of biography’s surname

Collective Biography: 920 + first three letters of author’s surname

Easy Fiction: E + first three letters of author’s last name

Easy Non-Fiction: Dewey number + first three letters of author’s Surname

Short Stories: SC + first three letters of author’s surname

Paperbacks: PB + first three letters of author’s surname All caps (site specific)

Classroom Book Sets: SET + first three letters of author’s surname All caps

Reference: REF above Dewey number + first three letters of Author’s surname, All caps

Professional: PROF above Dewey number + first three letters of

A/V Classification Prefixes: Sound Recording: SR + first three letters of

Audio Book: AB + first three letters of author’s Surname, All caps

RFP 27-02 Library Media Books/Materials and Support Services (Annual Contract) | Page 4

APPENDIX 1 (continued)

Please apply these specifications to the information requested in Appendix 2

Audio Compact Disc: CD + first three letters of

Digital Video Disc: DVD + first three letters of

Author Letter Capitalization: Capitalize all letters

Subject Headings: Sears List of Subject Headings

Juvenile Prefixes: none

C. Processing (vendor must allow school to customize processing procedures as established by site.)

Catalog Card Sets: Do not provide

Borrower’s Card: Do not provide

Pockets: Fastened to back flyleaf, flush with bottom of page (only if requested)

Date Due Sheet: none needed

Mylar Book Jackets: On all books with dust covers; glued if no pictures

Or information appears on inside cover

Clears/paperback covers: None needed

Spine Labels: site specific

Bar Code Labels: site specific

2nd Bar Code Label: site specific

Theft-Detection Devices: 9.5 MHZ frequency (only if requested)

D. Automation Specifications

System Interface: Follett Destiny

Bar Code Label Symbology: Code –39

Bar Code Number Range: To be determined by each school with initial PO

Vendor to notify library media specialist when range of numbers is exhausted

RFP 27-02 Library Media Books/Materials and Support Services (Annual Contract) | Page 5

APPENDIX 1 (continued)

Please apply these specifications to the information requested in Appendix 2

MARC Record: USMARC (tag 852 Protocol), or RDA ONCE THE DISTRICT MOVES

TO RDA FORMAT, Microlif

Windows and IOS computer capability Method of download: Internet

Circulation Record: Provide only full or CIP cataloging records Books/ materials for which there are no full MARC

Or CIP cataloging available, provide BOOKS/ Materials ONLY E. Additional Data

List Price: Printed on Pocket and MARC Record

Bar Code Number: Printed on Pocket and MARC Record

Review Source: Included on MARC Record

Binding: Library-bound quality Trade edition and paperbacks not acceptable for core collection Paperbacks acceptable for the classroom book sets

Packaging: Core collection boxed in call number order.

Order must be boxed in call number order

Delivery: Inside delivery to media center Vendor must unbox, shelve, and remove all boxes and trash for all new media centers’ core collection titles.

Guarantee: Defective books (missing pages, loose pages, fall apart, etc.) guaranteed for lifetime free replacement, including original bar code.

F. Reading Program Processing and Cataloging

• Label to include reading program specifics, reading level, point value and Quiz number (example: ZPD; LEXILE)

• Completed 526 tag in MARC record

• All information labels and/or stickers provided Unattached (unless specified by Media Specialist)

RFP 27-02 Library Media Books/Materials and Support Services (Annual Contract) | Page 6

APPENDIX 2

SAMPLE OF CATALOG RECORD IN FULL US MARC

The offeror shall provide a fully cataloged record, in full US MARC, and following SCCPSS cataloging specifications in Appendix 2. Include sample barcode labels. For this exercise the offeror shall select two (2) titles from the following categories:

Category Number of Titles

Nonfiction 2

Fiction 2

Reference 2

Bibliography 2

E-book 2

DVD 2

Audio Book 2

Offeror may provide the requested sample record as an electronic record submitted with their proposal, or you may provide information on how to access the records on your website with the test login information.