Mobile Library RFP.docx

Pendleton, Oregon Mobile Library - Page 4 of 4

REQUEST FOR PROPOSALS

Mobile Library Issue Date: 1/15/2026

Date Due: 2/25/2026

Issuing Office: Pendleton Public Library

E-Mail: Jennifer.Johnson@pendletonor.gov

REQUEST FOR PROPOSALS

Pendleton Public Library invites qualified proposers to submit written proposals to enter into a contract with Pendleton Public Library to create and customize a Mobile Library.

The Request for Proposal (RFP) document may be obtained at 502 SW Dorion Ave, Pendleton, OR 97801. The RFP is also available on the City’s website at http://www.pendletonor.gov under “Request for Proposals.

Emailed proposals must be clearly marked “Mobile Library Proposal” and shall be submitted to Jennifer.Johnson@pendletonor.gov no later than 2:00 p.m. local time, February 25, 2026. Proposals may be delivered via E-mail. Late proposals shall not be accepted. Mobile Library shall be operational by September 1st, 2026.

Payment: Invoices shall be submitted to Pendleton Public Library.

Liability and Indemnity:

a. Indemnification. Contractor shall indemnify and defend City from, and reimburse City for, any cost, claim, loss, or liability suffered directly or from a third-party claim arising out of or related to any negligent activity of Contractor in the execution of this Contract. City shall have no liability to Contractor for any injury, loss, or damage caused by Contractor or third parties.

b. Liability Insurance. Before beginning execution of the Contract, Contractor will obtain and thereafter during the term of the Contract will continue to carry the following liability insurance at Contractor’s cost: comprehensive general liability insurance with a company authorized to transact business in the State of Oregon with limits of not less than $200,000/$500,000 for injury to one person, $500,000 for injury to two or more persons in one occurrence, and $50,000/$500,000 for damage to property. Such insurance shall cover all risks arising directly or indirectly out of Contractor’s activities. Such insurance shall protect Contractor against the claims on account of the obligations assumed by Contractor and will name City as an additional insured. Certificates evidencing such insurance and bearing endorsements requiring ten (10) days written notice to City before any change or cancellation will be furnished to City before Contractor begins execution of the Contract.

Cancellation: The City reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon sixty (60) days written notice to the Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to complete monitoring services prior to the effective date of the cancellation, nor shall it relieve the City of its obligation to pay for services rendered.

Term of Contract: The term of the contract shall be on or before March 1st 2026 through June 30th 2027.

City Contact: City has designated the individual listed below for the purpose of providing overall technical guidance and contract administration including, but not limited to: reviewing invoices, resolving problems, responding to emergencies, etc.:

Jennifer Johnson Pendleton Public Library

(541) 966-0386 Jennifer.Johnson@pendletonor.gov

The Library reserves the right to accept that proposal which is in the best interest of the Pendleton Public Library, to reject any and/or all proposals not in compliance with all prescribed public bidding procedures and requirements, to waive any and/or all informalities upon a finding of the City it is in the public interest to do so and to postpone award of the Contract for a period not to exceed thirty (30) days.

Questions pertaining to the scope of work should be directed to Jennifer Johnson, by phone (541)966-0386 or by emailing Jennifer.johnson@pendletonor.gov.

Proposal Submittal The bid packet must be received via email no later than 2:00 pm on Wednesday. Packet shall be addressed as follows:

“Mobile Library Proposal” It is the responsibility of the Firm to verify the Qualification Packet and copies have been received by email confirmation or by contacting 541.966.0386.

Contents Qualifications Packet shall be prepared and presented using the following outline:

· Letter of Interest

· Project Understanding and Approach

· Experience and References

· Proposed Project Schedule

· Insurance Coverage Statement

The Library will evaluate and weigh the proposals based on the following criteria:

· 30%: Required features

· 10% Letter of interest

· 10% Experience and References

· 30 % Project Understanding and Approach

· 10% Total Cost

· 10% Schedule experience and capabilities related to this endeavor Project Purpose/Overview The Pendleton Public Library invites qualified proposers to submit written proposals to enter a selection process to enter into a contract to construct and customize a Mobile Library. The Library is seeking a qualified proposer to provide and customize a transit van with the necessary equipment to provide wheelchair accessible mobile library services.

The equipment bid should meet the following specifications. Anything not meeting the minimum specifications listed below shall be explained in writing to be considered Features Required 2024/25 Ford Transit-350 Cargo, RWD, High roof Vehicle body length -263.9 Vehicle body height 110.2 Vehicle body width 81.3 Ford Co-Pilot Post Collision Braking Flip down steps at passenger door Sliding passenger door Split swing out rear cargo doors ADA Wheelchair lift Fuel type: Gasoline 360-degree camera with split view Reverse sensing system Graphic wrap Acore wall security device Acore 7 by 36 in shelving Acore 9 by 36 in shelving Single sided securable shelving cart Full rear compartment lighting Interior cargo width 70.2 Interior cargo length 172.2 Storage cabinet Accessible electrical outlets Interior cabinet workstation designed to fit driver’s seat swiveled to the rear Swiveling driver seat image1.png image2.tiff