Buyer_Attachment_A_Questions_and_Evaluation_Criteria.docx

RIP-9-2026 | Library Cards on a Requirements Basis Attachment A - Questions and Evaluation Criteria

Proposer Name:

Question 2.1.1 Experience: 10% Describe your experience providing library cards to a large urban library system of over 250,000 patrons with a circulation of over 5 million?

Evaluation Criteria The Proposer:

· Describes at least 5 years experience providing library cards to at least two (2) large library systems.

2.1.1 Response

Question: 2.1.2 Communication: 10% Describe your production structure and how you ensure clear communication between stages and with the customer throughout the ordering process - how do you set up expectations for the customer and respond to any of their inquiries in a timely manner?

Evaluation criteria The Proposer:

· Describes production structure and their ability to respond to customers within three (3) business days.

2.1.2 Response

Question 2.1.3 Production - Quality Control: 15% Describe your quality control plan to ensure that the production process runs smoothly and results in a quality product. Provide an example of an issue that was identified during the production process and steps that were taken to resolve the issue; as well as an example of how you resolved an issue that was not identified during the production process but by the customer post-production and how you worked to resolve the issue - include timelines whenever possible.

Evaluation criteria The Proposer:

· Describes their quality control plan that includes the inspection process during/after production and describes their response to quality issues.

2.1.3 Response

Question 2.1.4 Production - Timeline: 10% Describe your turnaround time for both standard orders and orders which require replacement due to printing errors or card defects.

Evaluation criteria The Proposer:

· Describes a turn around time of under 4 weeks for standard orders.

· Describes a turn around time of no more than half the timeline for standard orders for urgent replacement orders due to printing errors or defects.

2.1.4 Response

Question 2.1.5 Product Specifications and Pricing: 15 % Please see Buyer Attachment B - Product Specifications and Pricing. Complete one copy of this document for each card being proposed and upload it as a Supplier Attachment B. In the response below, please record the corresponding card numbers assigned to the samples submitted.

Evaluation criteria The Proposer:

· Describes if the proposed card meets requested specifications; and/or

· Describes if the proposed card exceeds the requested specifications and the benefits which could be gained from their usage; and/or

· Describes if the proposed card differs from the requested specifications in size, core color, materials used, thickness, and/or finish type.

· Describes the durability testing of proposed library cards including any features that allow for greater durability.

· Describes their pricing structure, including:

· discounts for larger orders - includes quantity price breaks;

· initial print set up fee, if any;

· any change in pricing for low- or non-toxic card(s) if any;

· shipping costs - identifies if they are included in the price of the card(s) or is an additional charge; and

· any other additional charges, which may be applicable.

· Provides sample quotes for all proposed card(s) in the 50,000 and 100,000 quantities.

2.1.5 Response

Question 2.1.6 Sustainability: 10% A. We are seeking to use suppliers who utilize materials that reduce or eliminate toxic chemicals from entering our supply chain. We are seeking to use suppliers that are interested in negotiating, discussing, and changing materials when a new more sustainable material is available during the life of this contract. This may include the use of mycelium biofabrication or plant based plastics or any new technology that is developed and could be used to manufacture the goods we are seeking with this procurement and be documented in the contract to demonstrate our shared commitment to sustainability. Are you willing to explore sustainable materials for the goods that will be provided?

B. Describe what options are available for non-toxic or low-toxic library cards, either readily available or in development. Describe the efforts you have made to reduce the toxicity of the proposed card(s) or within the production process.

Evaluation criteria The Proposer:

· Describes available options for low- or non-toxic card(s) or a plan for development for future offerings.

· Describes efforts made to reduce the toxicity of their proposed card(s) or within their production process.

2.1.6.A Response

2.1.6.B Response

Question 2.1.7 Social Equity: 10% Describe in detail how your (agency/business/ organization) develops an internal diverse workforce. How do you approach internal on-the-job training, mentoring, technical training and/or professional development opportunities addressing diversity? Describe the process(es) used to recruit women and minorities. What types of projects or initiatives have been implemented?

Evaluation criteria The Proposer:

· Describes efforts made to develop an internal diverse workforce

· Describes job training, technical training, and professional development opportunities addressing diversity.

· Describes recruiting process for minorities and woman.

2.1.7 Response

Question 2.1.8 Economic Impact: (5%) Please describe in detail your employee wellness initiatives.

Evaluation criteria The Proposer:

Describes wellness initiatives.

2.1.8 Response

Question 2.1.9 Samples: 15% Provide three (3) library card samples per each proposed card(s) that demonstrate or exceed the requested product specifications; clearly label each sample with proposed card number, size, core color, materials used, thickness, finish type on front and back. See Buyer Attachment D - Testing Methodology to view how sample cards will be evaluated. Provide the carrier and tracking number for the samples submitted in your response.

Samples must be received by November 13, 2025 at the following address:

Multnomah County Library Attention: Bryanne Grafton Conrad 221 NE 122nd Avenue Portland, OR 97230

Evaluation Criteria The Proposer:

· Provided three (3) samples of each proposed card(s), clearly labeled with the card specifications outlined or alternative specifications, if applicable - printing is clear and in large font, has similar design with clear portions and can pass durability testing:

· key card breaks off cleanly from patron card;

· key card can be inserted onto a key ring and twisted up to 2 or more times without breaking off;

· library card can be bent back and forth 10 times in half without breaking;

· printed letters/numbers remain after bending or excessive handling; and

· can be scanned/read by 1D and 2D scanners.

2.1.9 Response