ADDENDUM I - RFP #25-29-LB Cataloging and Metadata Services.pdf

RFP #25-29-LB Cataloging and Metadata Services Page 1 Addendum I

RFP #25-29-LB CATALOGING AND METADATA SERVICES

Questions/Answers

(County responses and changes are in red)

Questions/Answers

1. Regarding page 4 in the RFP, Insurance Requirements, can you please specify what the insurance requirements are that we need to agree to?

As a minimum, the Vendor shall provide and maintain the following coverage and limits (Vendors may propose alternative insurance requirements. Acceptance of any insurance requirement changes will be at the discretion of the County and must be pre-authorized by the County’s Risk Management Consultant):

Professional Liability Insurance: Contractor shall maintain in force for the duration of this contract professional liability or errors and omissions liability insurance appropriate to the contractor’s profession. Coverage as required in this paragraph shall apply to liability for a professional error, act, or omission arising out of the scope of the contractor’s services as defined in this contract. Coverage shall be written subject to limits of not less than $1,000,000 per loss.

Commercial General Liability: Contractor shall maintain Commercial General Liability and if necessary Commercial Umbrella Liability insurance with a total limit of not less than $1,000,000 each occurrence for bodily injury and property damage. If such CGL insurance contains a general aggregate limit, it shall apply separately to this project/location or the general aggregate shall be twice the required limit.

County of Cumberland, its officers, officials, agents, and employees are to be covered as additional insureds under the CGL by endorsement providing equivalent coverage as respects to liability arising out of activities performed by or on behalf of the contractor; products and completed operations of the contractor, premises owned, leased or used by the contractor; and under the commercial umbrella, if any. The coverage shall contain no special limitations on the scope of protection afforded to Cumberland County, its officers, officials, agents and employees.

Workers’ Compensation and Employer’s Liability: Contractor shall maintain Workers’ Compensation as required by the general statutes of the State of North Carolina and Employer’s Liability Insurance. The Employer’s Liability shall not be less than $500,000 each accident for

RFP #25-29-LB Cataloging and Metadata Services Page 2 bodily injury by accident, $500,000 each employee for bodily injury by disease and $500,000 policy limit.

Business Auto Liability: Contractor shall maintain Business Auto Liability and if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident.

2. We would like to know if the library will purchase the books directly from the vendor who wins the contract?

No, we would not. Materials purchasing is a separate contract.

3. Which vendors does the library primarily use to acquire new materials?

Baker & Taylor is our primary vendor (89% of print and AV purchases), Ingram (books) and Midwest Tape (DVDs and Audiobooks) are secondary vendors and Amazon is used as necessary.

4. Does the library utilize any of these vendors for pre-processing services (e.g., barcodes, spine labels, custom cataloged records)? If so, which services are provided?

Baker & Taylor processes a large portion of our book purchases: cataloging, labels, mylar jackets.

All AV materials and materials from other vendors are cataloged and processed in house.

5. What would be the anticipated start date for any contract awarded as a result of this RFP?

July 1, 2025.

6. What is the anticipated length of term for an award resulting from this RFP, and will there some number of allowed renewals, and of what length?

1 year, with 2 renewal years.

7. Number of titles?

The Cumberland County Public Library creates catalog records for an estimated 4,000-4,500 titles annually.

8. Number of library locations/sites?

Cumberland County Public Library has eight (8) locations.

9. Number of workstations that will run the cataloging interface?

Three to four, all located at our Headquarters Technical Services offices.