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BID No.

PENDER COUNTY SCHOOLS INVITATION FOR BIDS NO.

2026-MEDIA-001

PURCHASING DEPARTMENT Bids Due: July 9, 2026 Bids will be publicly opened: July 13, 2026

ReferALLInquiries to:

Craig Lawson Director of Digital Learning and Media

Contract Type: Agency

E-Mail: craig_lawson@pender.k12.nc.us Commodity: Library Books, School Library Collections, Cataloging/Processing Services, Collection Transition Services, and District Library Materials Purchasing

(See page 2 for mailing instructions.) Using Agency Name: Pender County Schools

NOTICE TO BIDDERS

Sealed bids, subject to the conditions made a part hereof,must bedelivered at this office (925 PenderleaHwy, Burgaw, NC) by 4:00 PM EDT on July 9, 2026, for furnishing and delivering the commodity as described herein. Bids will be publicly opened July 13, 2026 at 1:00 PM EDT at the same address. Refer to page 2 for proper mailing instructions.

Bids submitted via facsimile (FAX) machine in response to this Invitation for Bidswill notbe acceptable.Bids are subject to rejection unless submitted on this form.

Bidders Signature:

EXECUTION

In compliance with this Invitation for Bids, and subject to all the conditions herein, the undersigned offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this bid, I certify that this bid is submitted competitively and without collusion (G.S. 143-54), that none of our officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that we are not an ineligible vendor as set forth in G.S. 143-59.1. False certification is a Class I felony.

Failure to execute/sign bid prior to submittal shall render bid invalid. Late bids are not acceptable.

BIDDER: FEDERAL ID OR SOCIAL SECURITY NO.

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO

(800)

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

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Offer valid for 45 days from date of bid opening unless otherwise stated here: days Prompt Payment Discount:

% days.

In an effort to support the sustainability efforts of the State of North Carolina we solicit your cooperation in this effort.

It is desirable that all responses meet the following requirements:

● All copies are printeddouble sided.

● All submittals and copies are printed onrecycledpaper with a minimum post-consumer content of 30%and indicate this information accordingly on the response.

● Unless absolutely necessary, all bids and copies shouldminimize or eliminate use of non-recyclable or nonre- usable materialssuch as plastic report covers, plastic dividers,vinyl sleeves, and GBC binding. Three-ringed binders, glued materials, paper clips, and staples are acceptable.

● Materials should be submitted in a format which allows foreasy removal and recyclingof paper materials.

MAILING INSTRUCTIONS: Mail only one fully executed bid document,unlessotherwiseinstructed,andonlyonebidperenvelope.

Address envelope and include bid number as shown below. It is the responsibilityofthebiddertohavethebidinthisofficebythe specified time and date of opening.

DELIVER TO:

BID NO.2026-MEDIA-001

Pender County Schools Purchasing Department 925 Penderlea Hwy Burgaw, NC 28425

TABULATIONS:Verbal tabulations of open market bidsand award information can be obtained by calling the purchaser listed on the first page of this document. Tabulations will be available upon request no earlier than 9:00 a.m. on the first working day following the date of opening. Requests for lengthy or written tabulations cannot be honored.

TRANSPORTATION CHARGES:“FOB Burgaw, North Carolina with all transportation charges prepaid and included in the bid price.”

AWARD CRITERIA:As provided by statute, award willbe based on the lowest responsive, responsible bid (most advantageous to Pender County Schools) as determined by consideration of:

1. Price and Overall Value:Prices, discounts, fees,shipping, processing costs, warranty/replacement options, and overall value to

PCS.

2. Quality and Availability of Materials:Quality, currency,relevance, student appeal, publisher access, title availability, digital resource options, and appropriateness for K-12 school library collections.

3. Vendor Experience and Capacity:Vendor qualifications,K-12 school library experience, demonstrated success with similar projects, staffing, project management capacity, and ability to meet timelines.

4. Cataloging, Processing, and System Compatibility:Shelf-ready processing, labeling, barcoding, MARC record quality, quality control, and compatibility with the Follett Software Destiny Library Resource Management Program, which is provided by Follett Software.

5. Implementation, Support, and Services:Collectiondevelopment support, customized title lists, collection analysis, relabeling, boxing, moving, delivery, setup, training, account management, reporting, and customer support.

The right is reserved to award this contract to a single overall bidder on all items, or to make awards on the basis of individual items or groups of items, whichever shall be considered by Pender County Schools to be most advantageous or to constitute its best interest in accordance with State statute. Bidders should show unit prices, but are requested also to offer a lump sum price.

BID EVALUATION:Bids are requested on the items and/orequipment as hereinafter specified or like items similar in design, function and performance. Pender County Schools reserves the right to reject any bid on the basis of function, compatibility with user requirements of utility as well as costs. Bidder(s) are cautioned that any/all information furnished or not furnished on this bid may be used as a factor in determining the award of this contract.

DEVIATIONS:Any deviations from specifications andrequirements herein must be clearly pointed out by the bidder. Otherwise it will be considered that equipment offered is in strict compliance with these specifications and requirements, and successful bidders will be held responsible therefore. Deviations must be explained in detail below or on an attached sheet. However, no implication is made by Pender County Schools that deviations will be acceptable. Bidder is advised

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that the response (or lack thereof) on this question does not take precedence over specific responses or non-responses provided elsewhere in this bid.

MAKE AND MODEL:Manufacturer’s name and model/catalognumbers used are for the purpose of identification and to establish general quality level desired. Such references are not intended to be restrictive and comparable products of other manufacturers will be considered. However, bidders are cautioned that any deviation from specifications must be pointed out in their bid.

EQUIPMENT/SERVICES TO BE PURCHASED

Equipment/Services to Be Purchased

Planning Quantity/Scope

Description Pricing Requested

J. H. Lea Elementary School Opening Collection

Approx. building capacity:800 students

Development of a new, opening-day elementary school library collection. Vendor should propose a comprehensive collection development plan based on the projected capacity of the school, current K–5 library collection standards, student interest, curriculum support, reading engagement, collection balance, shelf-ready processing, MARC records, delivery, and setup needs.

Vendor shall provide a proposed collection plan, itemized pricing, available discounts, processing/cataloging costs, shipping/delivery costs, and any optional services.

J. H. Lea Middle School Collection Transition and Update

Approx. building capacity:1,515 students

Transition of the existing Topsail Middle School collection to J. H. Lea Middle School, including collection analysis, weeding support, relabeling due to school name change, boxing/packing, moving coordination, processing support, and recommendations for updated titles needed to refresh and strengthen the collection for the new facility.

Vendor shall provide itemized pricing for collection analysis, relabeling, packing/boxing, moving/logistics support, processing, MARC records, updated title recommendations, the purchase of new library books and supporting materials needed to refresh/update the middle school collection, and any optional setup services.

Annual PCS Library Books and Supporting Materials Contract

Approx.10,618 studentsacross 19 schoolsand 17 media centers

Districtwide annual library books and supporting library materials purchasing for PCS schools. This contract will support ongoing collection development, replacement of outdated/worn materials, student-interest titles, curriculum support, and district library collection improvement goals.

Approximate annual purchasing amount:

$150,000.00, subject to available funding, approved purchase orders, and district needs. Vendor shall provide discounts, fees, processing costs, shipping terms, and service pricing.

Note:Quantities, capacities, enrollment figures,and annual purchasing amounts are planning estimates only and do not guarantee minimum or maximum purchases. PCS reserves the right to award by component, line item, group of components, or overall proposal, whichever is determined to be in the best interest of the district.

(Please see specifications on Page 10)

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QUOTE EXACTLY AS SPECIFIED OR YOUR FUNCTIONAL EQUIVALENT. PENDER COUNTY

SCHOOLS RESERVES THE RIGHT TO DETERMINE IF BIDDER’S FUNCTIONAL EQUIVALENT IS

ACCEPTABLE.

IF QUOTING FUNCTIONALLY EQUIVALENT ITEMS, ALL INFORMATION, INCLUDING ITEM

NUMBERS AND COMPLETE DESCRIPTIONS, MUST BE SPECIFIED FOR YOUR BID TO BE

CONSIDERED.

ALL SHIPPING CHARGES MUST BE INCLUDED IN BID PRICE FOR QUOTE TO BE VALID.

APPLICABLESALESTAXWILLBEADDEDWHENPURCHASEORDERISISSUED.DONOT

INCLUDE SALES TAX IN YOUR QUOTE.

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TERMS AND CONDITIONS

1. READ, REVIEW AND COMPLY:It shall be the bidder’sresponsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein. Additional standard terms and conditions that may apply to a contract award under this Invitation for Bids are included as Attachment E.

2. NOTICE TO BIDDERS:All bids are subject to the provisionsof special terms and conditions specific to this Invitation for Bids, the specifications. Pender County Schools (“PCS” or “Owner”) objects to and will not evaluate or consider any additional terms and conditions submitted with a bidder response. This applies to any language appearing in or attached to the document as part of the bidder’s response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.

By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

3. DEFINITIONS:

● “BIDDER”, “CONTRACTOR,” OR “PROVIDER”:Company, firm,corporation, partnership, individual, etc., submitting a response to an Invitation for Bids.

● “TERM CONTRACT”:A contract generally intended tocover all normal requirements for a commodity for a specified period of time based on estimated quantities only.

● “OPEN MARKET CONTRACT”:A contract for the purchaseof a commodity not covered by a term contract.

4. EXECUTION:Failure to sign under the EXECUTION sectionwill render the bid invalid.

5. ORDER OF PRECEDENCE:In cases of conflict betweenspecific provisions in this bid, the order of precedence shall be (1) special terms and conditions specific to this bid, (2) specifications, and (3) Instructions to Bidders.

6. TIME FOR CONSIDERATION:Unless otherwise indicatedon the first page of this document, the bidder's offer shall be valid for 45 days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and acceptance.

7. SPECIFICATIONS:Anydeviationfromspecificationsindicatedhereinmustbeclearlypointedout;otherwise,itwillbeconsidered that items offered areinstrictcompliancewiththesespecifications,andthebidderwill beheldresponsibletherefore.Deviations shallbeexplainedindetail.Thebiddershallnotconstruethisparagraphasinvitingdeviationorimplyingthatanydeviation will be acceptable.

8. INFORMATION AND DESCRIPTIVE LITERATURE:Bidder isto furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.

9. RECYCLING AND SOURCE REDUCTION:It is the policy ofPCS to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective.

We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for providing packaging that will protect the commodity and contain it for its intended use.

Companies are strongly urged to bring to the attention of PCS which issued the solicitation document, those products or packaging they offer which have recycled content and that are recyclable.

10. CLARIFICATIONS/INTERPRETATIONS:Any and all questionsregarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the school or department directly. Any and all revisions to this document shall be made only by written addendum from PCS Purchasing Department. The bidder is cautioned that the requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no effect.

11. ACCEPTANCE AND REJECTION:PCS reserves the right toreject any and all bids, to waive any informality in bids and, unless otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

12. REFERENCES:PCS reserves the right to require a listof users of the exact item offered. PCS may contact these users to determine acceptability of the bid. Such information may be considered in the evaluation of the bid.

13. AWARD OF CONTRACT:As directed by statute, qualifiedbids will be evaluated and acceptance may be made of the lowest responsive, responsible bid most advantageous to PCS as determined in accordance with this Invitation for Bids and State statute.

Unless otherwise specified by PCS or the bidder, PCS reserves the right to accept any item or group of items on a multi-item bid.

PCS also reserves the right to reject any and all bids. In addition, on TERM CONTRACTS, PCS reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by PCS to be pertinent or peculiar to the purchase in question.

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14. HISTORICALLY UNDERUTILIZED BUSINESSES:Pursuant toGeneral Statute 143-48 and Executive Order #150, PCS invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.

15. CONFIDENTIAL INFORMATION:As provided by statute andrule, PCS will consider keeping trade secrets which the bidder does not wish disclosed confidential. Each page shall be identified in boldface at the top and bottom as “CONFIDENTIAL” by the bidder.

Cost information shall not be deemed confidential. In spite of what is labeled as a trade secret, the determination whether it is or not will be determined by North Carolina law.

16. SAMPLES:Sample of items, when required, must be furnishedas stipulated herein, free of expense, and if not destroyed will, upon request be returned at the bidder’s expense. Requests for the return of samples must be made within 10 days following the date of bid opening. Otherwise the samples will become PCS property. Each individual sample must be labeled with the bidder’s name, bid number, and item number. A sample on which an award is made, will be retained until the contract is completed, and then returned, if requested, as specified above.

17. AWARD PROCEDURES:Contract award notice shall be postedon PCS website. Contract award notices are sentonlyto those actually awarded contracts, and not to every person or firm responding to this solicitation.

18. RECIPROCAL PREFERENCE:G.S. 143-59 establishes a reciprocalpreference law to discourage other states from applying in-state preferences against North Carolina’s resident bidders. The “Principal Place of Business” is defined as the principal place from which the trade or business of the bidder is directed or managed.

19. DEFAULT AND PERFORMANCE BOND:In case of default bythe contractor, PCS may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned thereby. PCS reserves the right to require performance bonds or other acceptable alternative guarantees from successful bidders without expense to PCS.

20. GOVERNMENTAL RESTRICTIONS:In the event any Governmentalrestrictions are imposed which necessitate alteration of the material, quality, workmanship or performance of the items offered prior to their delivery, it shall be the responsibility of the contractor to notify, in writing PCS, indicating the specific regulation which required such alterations. PCS reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the contract.

21. TAXES:Any applicable taxes shall be invoiced as aseparate item.

G.S. 143-59.1 bars the PCS from entering into contracts with vendors if the vendor or its affiliates meet one of the conditions of G.

S. 105-164.8(b) and refuse to collect use tax on sales of tangible personal property to purchasers in North Carolina. Conditions under G. S. 105-164.8(b) include: (1) Maintenance of a retail establishment or office, (2) Presence of representatives in the State that solicit sales or transact business on behalf of the vendor and (3) Systematic exploitation of the market by media-assisted, media-facilitated, or media-solicited means. By execution of the bid document the vendor certifies that it and all of its affiliates (if it has affiliates) collect(s) the appropriate taxes.

22. SITUS:The place of this contract, its situs and forum,shall be Pender County, North Carolina, where all matters, whether sounding in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined.

23. GOVERNING LAWS:This contract is made under and shallbe governed and construed in accordance with the laws of the State of North Carolina.

24. INSPECTION AT CONTRACTOR’S SITE:PCS reserves theright to inspect, at a reasonable time, the equipment/item, plant or other facilities of a prospective contractor prior to contract award, and during the contract term as necessary for PCS determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective performance of the contract.

25. PAYMENT TERMS:Payment terms are Net not later than30 days after receipt of correct invoice or acceptance of goods, whichever is later. Payment may be made by procurement card and it shall be accepted by the contractor for payment if the contractor accepts that card (Visa, Mastercard, etc.) from other customers.

26. CONDITIONANDPACKAGING:Unlessotherwiseprovidedbyspecialtermsandconditionsorspecifications,itisunderstoodand agreed that any item offered or shipped has not been sold or used for any purpose and shall be in first class condition. All containers/packaging shall be suitable for handling, storage or shipment.

27. STANDARDS:All manufactured items and/or fabricatedassemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution.

28. PATENT:The contractor shall hold and save PCS, itsofficers, agents and employees, harmless from liability of any kind, including costs and expenses, on account of any confidential information, copyrighted material, patented or unpatented invention, articles, device or appliance manufactured or used in the performance of this contract including use by PCS or disclosure of any device or appliance manufactured or used in the performance of this contract, including use by PCS or disclosure of any

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information pursuant to the NC Public Records Act.

29. ASSIGNMENT:No assignment of the contractor’s obligations nor the contractor’s right to receive payment hereunder shall be permitted.

However, upon written request approved by the purchasing department and solely as a convenience to the contractor, PCS may:

A. Forward the contractor’s payment check directly to any person or entity designated by the contractor, and B. Include any person or entity designated by the contractor as a joint payee on the contractor’s payment check.

In no event shall such approval and action obligate PCS to anyone other than the contractor and the contractor shall remain responsible for fulfillment of all contract obligations.

30. INSURANCE:

A. Worker's Compensationincluding Occupational Diseaseand Employer's Liability Insurance. Statutory - Amount and coverage as required by State of North Carolina Workers Compensation laws. Employer's Liability - At least

Part A Bodily Injury Statutory Limits Part B By Accident $500,000 each accident

By Disease $500,000 policy limit $500,000 each employee

B. Public liability and Property Damage Insurance- TheContractor shall procure insurance coverage for direct operations, contractual liability and completed operations with limits not less than those stated below:

Occurrence:

General Aggregate $2,000,000 Premises Operations $1,000,000 Personal & Advertising Injury $1,000,000

C. Comprehensive Automobile Liability Insurance, includingcoverage for owned, hired and non-owned vehicles: A Combined Single Limit for bodily injury and property damage limit of not less than $1,000,000; and $2,000 medical payments.

D. Certificates of Insuranceacceptable to the Ownershall be filed with the Owner prior to commencement of the Work.

These Certificates shall contain a provision that coverage afforded under the policies will not be canceled until at least thirty (30) days' prior written notice has been given to the Owner, and that the Pender County School Board of Education is listed as additional insured on general liability.

The successful bidder agrees to hold harmless and indemnify the Pender County Schools Board of Education (PCSBOE) and PCS for any liability that may arise from the negligent or illegal acts of the bidder’s employees or agents.

31. GENERAL INDEMNITY:The provider shall hold and savePCS, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses, accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the provider in the performance of this contract and that are attributable to the negligence or intentionally tortious acts of the provider. The provider represents and warrants that it shall make no claim of any kind or nature against PCS agents who are involved in the delivery or processing of contractor goods to PCS. The representation and warranty in the preceding sentence shall survive the termination or expiration of this contract.

32. CANCELLATION(TERMCONTRACTSONLY):Allcontractobligationsshallprevailforatleast180daysaftertheeffectivedate ofthecontract.Afterthatperiod,inadditiontotheprovisionsoftheparagraphentitledPriceAdjustments,fortheprotectionofboth parties, this contract may be canceled in whole or in part by either party by giving 30 days prior notice in writing to the other party.

33. QUANTITIES (TERM CONTRACTS ONLY):The award of a termcontract neither implies nor guarantees any minimum or maximum purchases there under.

34. PRICE ADJUSTMENTS (TERM CONTRACTS ONLY):Any pricechanges, downward or upward, which might be permitted during the contract period must be general, either by reason of market change or on the part of the contractor to other customers.

A. Notification:Must be given to PCS, in writing, concerningany proposed price adjustments. Such notification shall be accompanied by a copy of the manufacturer's official notice or other acceptable evidence that the change is general in nature.

B. Decreases:PCS shall receive full proportionate benefitimmediately at any time during the contract period.

C. Increases:All prices shall be firm against any increasefor 180 days from the effective date of the contract.

After this period, a request for increase may be submitted with PCS reserving the right to accept or reject the increase, or cancel the contract. Such action by PCS shall occur not later than 15 days after the receipt by PCS of a properly documented request for price increase. Any increases accepted shall become effective not later than 30 days after the expiration of the original 15 days reserved to evaluate the request for increase.

35. Invoices:It is understood and agreed that orderswill be shipped at the established contract prices in effect on dates orders are placed Invoicing at variance with this provision will subject the contract to cancellation Applicable North Carolina sales tax shall placed. Invoicing at variance with this provision will subject the contract to cancellation. Applicable North Carolina sales tax shall be invoiced as a separate item.

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36. LUNSFORD ACT/CRIMINAL BACKGROUND CHECKS:The Provider shall conduct at its own expense sexual offender registry checks on each of its employees, agents, ownership personnel, or contractors (“contractual personnel”) who will engage in any service on or delivery of goods to school system property or at a school-system sponsored event. The checks shall include at a minimum checks of the State Sex Offender and Public Protection Registration Program, the State Sexually Violent Predator Registration Program, and the National Sex Offender Registry (“the Registries”). For the Provider’s convenience only, all of the required registry checks may be completed at no cost by accessing the North Carolina Sex Offender Registry website athttp://sexoffender.ncdoj.gov/.The Provider shallprovide certification on Sexual Offender Registry Check Certification Form that the registry checks were conducted on each of its contractual personnel providing services or delivering goods under any future agreements related to this bidding process (“Agreement”) prior to the commencement of such services or the delivery of such goods. The Provider shall conduct a current initial check of the registries (a check done more than 30 days prior to the date of this Agreement shall not satisfy this contractual obligation). In addition, Provider agrees to conduct the registry checks and provide a supplemental certification form before any additional contractual personnel are used to deliver goods or provide services pursuant to this Agreement. Provider further agrees to conduct annual registry checks of all contractual personnel and provide annual certifications at each anniversary date of this Agreement. Provider shall not assign any individual to deliver goods or provide services pursuant to this Agreement if said individual appears on any of the listed registries. Provider agrees that it will maintain all records and documents necessary to demonstrate that it has conducted a thorough check of the registries as to each contractual personnel, and agrees to provide such records and documents to the school system upon request.

Provider specifically acknowledges that the school system retains the right to audit these records to ensure compliance with this section at any time in the school system’s sole discretion. Failure to comply with the terms of this provision shall be grounds for immediate termination of the Agreement. In addition, the school system may conduct additional criminal records checks at Provider’s expense. If the school system exercises this right to conduct additional criminal records checks, Provider agrees to provide within seven (7) days of request the full name, date of birth, state of residency for the past ten years, and any additional information requested by the school system for all contractual personnel who may deliver goods or perform services under this Agreement. Provider further agrees that it has an ongoing obligation to provide the school system with the name of any new contractual personnel who may deliver goods or provide services under the Agreement. PCS reserves the right to prohibit any contractual personnel of Provider from delivering goods or providing services under this Agreement if PCS determines, in its sole discretion, that such contractual personnel may pose a threat to the safety or well-being of students, school personnel or others.

37. ACCESS TO PERSONS AND RECORDS:The State Auditor andthe PCS internal auditors shall have access to persons and records as a result of all contracts or grants entered into by PCS in accordance with General Statute 147-64.7 and Session Law 2010-194, Section 21 (i.e., the State Auditors and PCS may audit the records of the contractor during the term of the contract to verify accounts and data affecting fees or performance).

http://sexoffender.ncdoj.gov/

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PCS Purchasing Department Ethics Policy and Standards of Conduct

AllpurchasingdepartmentemployeesconductingbusinesstransactionsonthebehalfofthePenderCountySchoolsholdpositionsof publictrustwhichdictatesthattheiractionsbegovernedbythehigheststandardsofpersonalandbusinessconduct.Eachemployee must exhibit the highest standards of honesty, integrity, and fairness when engaging in any activity concerning the school system, particularly in relationships with vendors, suppliers, the public and other employees.

Employeesshallperformtheirjobsinacompetentandethicalmannerwithoutviolatingthepublictrustorapplicablelaw,policies,and regulations.

CONFLICT OF INTEREST:

The following acts are deemed by state law and/or the Board of EducationtobeinconflictwiththeinterestsofthePenderCounty Schools.

1. Anemployeeshallnot,forpersonalfinancialgain,solicitorsellorhaveanypecuniary(financial)interestinthesupplyingofany goods, wares, merchandise materials, supplies, services, or equipment to the Pender County Schools. Approved extended employment shall not be a violation of this.

2. Anemployeeshallnot,forpersonalfinancialgain,solicitorsellorhaveanypecuniary(financial)interestinthesaleofanygoods, wares, merchandise, materials, supplies, equipment, or services tostudentsoremployeesofthisschoolsystematschool,on school premises, or any Pender County Schools facility.

3. An employee shall not act asanagentforanymanufacturer,merchant,dealer,publisher,orauthorseekingtosellanygoods, wares, merchandise, materials, supplies, services, or equipment to the Pender County Schools.

4. An employee shall not receive or accept any gift, reward, gratuity, or other compensation from any manufacturer, merchant, dealer,publisher,orauthorforinfluencingorrecommendingtotheschoolsystemoranyschoolthatituseaseller’sgoods,wares, merchandise, materials, supplies, services, or equipment.

Anemployeeshallnotuseforpersonalfinancialgain,anyschoolfacilities,supplies,equipment,orstudentlabor(studentlaborduring regular school hours), in the manufacture, creation, or repair of any goods, wares, or merchandise for sale, or fortheprovidingof services to the general public. However, this provision shall not prohibit the renting of school facilities to school employees in accordance with Community Schools’ policies andregulations.6.Exceptasallowedbystatelaw(N.C.G.S.§§14-234,143-58.1),no employee shall use the powers, policies, and procedures of the State’s Division of Purchase and Contract or the school system’s Purchasing Division to purchase or procure any property or service for private use or benefit.

NEPOTISM:

Noemployeeshallapproveanycontractwithorpurchaseanygoodsorservicesfromanyimmediatefamilymemberwithoutdisclosure toandapprovaloftheFinanceOfficer.Inaddition,noemployeeshallrecommendtheemploymentofordirectlysuperviseorevaluate any immediate family member without disclosure to and approval of the Assistant SuperintendentofHumanResources.Immediate family includes employee’s spouse, parents, children, stepchildren, brothers, sisters, mother-in-law, father-in-law, sons-in-law, daughters-in-law,brothers-in-law,andsisters-in-law.Inaddition,forthepurposeofthisregulation,anyonelivinginthesamehousehold with the employee is considered amemberoftheimmediatefamily.,internalauditors,externalauditfirm(contractedtoperformthe annual audit), or any persons authorized by the Superintendent or the Finance Officer to receive it.

GIFTS TO EMPLOYEES:

Schoolsystememployeesshallnotacceptanygiftsexcepttokengiftsofinsubstantialvalue.Schoolsystememployeesshallnotaccept any gift, reward, gratuity, or other compensation from any manufacturer, merchant, dealer, publisher, or author for the purpose of influencingorrecommendingtotheschoolsystemoranyschooltheuseofaseller’sgoods,wares,merchandise,materials,supplies, services, or equipment. Refer to Policy: 3243/4243

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1. Purpose and Background

Pender County Schools (PCS) is soliciting proposals from qualified vendors (“Vendor” or Offeror”) to provide library book collections, processing services, cataloging records, collection development support, relocation/relabeling services, and annual library materials purchasing support for PCS schools This solicitation is intended to establish a comprehensive partnership that supports three related needs:

● Development of a new opening-day library collection for J. H. Lea Elementary School for the 2027-2028 school year.

● Evaluation, weeding support, relabeling, boxing, moving, processing, and updating of the existing Topsail Middle School collection as the school transitions to J. H. Lea Middle School for the 2027-2028 school year.

● Selection of a contracted vendor for districtwide PCS library books and supporting library materials purchases for a three-year contract beginning with the 2026-2027 school year and continuing through the end of the 2028-2029 school year, with the option to renew for five (5) additional one-year periods upon mutual written agreement of both parties. This annual purchasing component is anticipated to support approximately 10,618 students across 19 schools and 17 media centers, with an estimated annual purchasing amount of approximately $150,000.00, subject to available funding, approved purchase orders, and district needs.

PCS seeks a vendor with demonstrated experience supporting K-12 school library media programs, new-school opening collections, large-scale book purchasing, shelf-ready processing, MARC record delivery compatible with Destiny Library Resource Management program provided by Follett Software, collection analysis, project management, and responsive customer support.

2. Project Overview and Estimated Budget

PCS is seeking proposals that allow vendors to recommend the best collection development, processing, transition, and service plan based on the projected needs of the district rather than a fixed predetermined purchase amount for each J. H. Lea project component.

For the J. H. Lea Elementary School opening collection and the J. H. Lea Middle School collection transition/update, vendors should use the approximate building capacity for each school to propose a thoughtful, scalable, and cost-effective plan.

Proposals should clearly explain the recommended collection size, collection development approach, processing services, implementation timeline, and all related costs.

For the annual PCS library books and supporting materials contract, vendors should use an approximate district enrollment of 10,618 students across 19 schools and 17 media centers. PCS anticipates approximately $150,000.00 annually for districtwide library books and supporting materials, subject to available funding, approved purchase orders, and district needs.

Project Component Estimated Scope / Planning Assumptions Pricing Expectation Anticipated School Year /

Use

J. H. Lea Elementary School Opening Collection

New elementary school collection for a projected building capacity of approximately800 students. Collection should support an exemplary opening-day K–5 library aligned to current collection development guidance, student interest, curriculum support, reading engagement, and long-term sustainability.

Vendor shall propose a recommended collection plan and itemized cost based on projected building capacity, collection goals, processing needs, delivery, and setup requirements.

Planning during 2026–2027;

opening for 2027–2028

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J. H. Lea Middle School Collection Transition and Update

Existing Topsail Middle School collection will transition to J. H. Lea Middle School. Work may include collection analysis, weeding support, relabeling due to name change, boxing, moving coordination, processing, and purchasing updated titles to refresh and strengthen the collection for the new facility. Approximate building capacity:1,515 students.

Vendor shall propose itemized pricing for collection analysis, relabeling, boxing/packing, moving/logistics support, updated titles, processing, MARC records, and any optional setup services.

Planning during 2026–2027;

opening for 2027–2028

Annual PCS Library Books and Supporting Materials Contract

Districtwide annual library books and supporting library materials purchasing for approximately 10,618 studentsacross19 schoolsand17 media centers.

Estimated$150,000.00 annually, subject to available funding and approved purchases.

Vendor shall provide discounts, fees, shipping terms, processing/cataloging costs, and service pricing.

Initial contract term: 2026–2027 through 2028–2029;

optional annual renewals thereafter

The district may award all components to a single vendor if that is determined to be in the best interest of PCS. PCS reserves the right to award by line item, project component, group of components, or overall proposal, or to reject any or all proposals, subject to applicable purchasing requirements.

All quantities, capacities, enrollment figures, and annual purchasing amounts are estimates for planning and proposal development only. The award of a contract does not guarantee any minimum or maximum purchase.

3. Scope of Work

3.1 Component A: J. H. Lea Elementary School Opening Collection

The successful Offeror shall provide a comprehensive, shelf-ready, opening-day elementary library collection that is age-appropriate, high-interest, diverse, current, durable, and aligned to the needs of a new K-5 school library media center.

Vendors should develop recommendations based on the approximate building capacity of 800 students and should clearly explain the recommended opening-day collection size, title mix, processing approach, and any phased purchasing options that would allow PCS to build a strong and sustainable elementary collection over time.

● Provide collection development consultation and curated title lists by grade span, genre, format, reading level, interest level, subject area, and student need.

● Develop a balanced collection that includes picture books, beginning readers, chapter books, nonfiction, graphic novels, biographies, reference/support materials as appropriate, bilingual or multilingual resources as requested, and other high-interest materials appropriate for elementary students.

● Support review and revision of proposed lists by PCS leadership, media coordinators, school staff, and/or an advisory review team prior to final order placement.

● Provide shelf-ready books with barcodes, barcode protectors, spine labels, spine label protectors, Mylar covers where appropriate, and all other processing required by PCS.

● Provide complete/enhanced MARC records compatible with Follett Software Destiny Library Resource Management program and ready for direct upload into the PCS library resource management system program and ready for direct upload into the PCS library resource management system.

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● Coordinate delivery, unpacking, staging, and shelving support as requested by PCS, with materials delivered in a logical order that supports efficient setup of the new media center.

● Provide a project timeline that accounts for list development, review, ordering, processing, delivery, installation/setup, reconciliation, and final acceptance prior to school opening.

3.2 Component B: J. H. Lea Middle School Collection Transition, Relabeling, Moving, and Update

Topsail Middle School will move and be renamed J. H. Lea Middle School. PCS seeks vendor support to preserve appropriate existing collection assets, elevate the quality and freshness of the collection, and ensure that the school opens with materials accurately labeled, cataloged, transported, and ready for student and staff use.

Vendors should develop recommendations based on the approximate building capacity of 1,515 students, the condition and usefulness of the existing Topsail Middle School collection, and the need to refresh the collection for use in a new middle school facility.

● Provide a collection analysis of the existing Topsail Middle School library collection, including age of collection, distribution by Dewey/category, areas of strength, gaps, outdated materials, worn/damaged materials, and recommended purchasing priorities.

● Provide weeding support, recommendations, and reports to assist PCS with local decision-making. Final weeding decisions shall remain with PCS personnel.

● Support planning for transfer of retained materials from Topsail Middle School to J. H. Lea Middle School.

● Provide relabeling and/or replacement labeling services needed due to the school name change, including any barcode, ownership, spine label, or school-identification updates required by PCS.

● Provide boxing, packing, inventory control, staging, moving coordination, delivery, and unpacking/shelving support as requested by PCS.

● Provide processing and MARC record updates necessary to ensure that retained, relabeled, moved, and newly purchased materials are accurately reflected in the Follett Software Destiny Library Resource Management program.

● Provide curated title lists and purchasing recommendations to update approximately the middle school collection, with priority on current, high-interest, durable, developmentally appropriate materials that support reading engagement and curriculum needs.

● Coordinate with PCS regarding construction/move-in timelines, access to buildings, summer work windows, security requirements, and final setup deadlines.

3.3 Component C: Annual PCS Library Books and Supporting Materials Contract

PCS seeks to establish a contracted vendor for districtwide purchases of library books and supporting library materials through a three-year contract beginning with the 2026-2027 school year and continuing through the end of the 2028-2029 school year.

Annual purchases are currently estimated at approximately $150,000.00, subject to available funding, approved purchase orders, and district needs. The contract may be renewed for five (5) additional one-year periods upon mutual written agreement of both parties.

● Provide library books and supporting materials for elementary, middle, high, and special program schools on an as-needed basis.

● Provide broad title availability across publishers, formats, age ranges, reading levels, interest levels, genres, curriculum areas, and student needs.

● Provide online ordering tools, list-building tools, collection analysis tools, quote support, and purchasing support for district and school users.

● Provide shelf-ready processing, barcoding, cataloging, and MARC records compatible with Follett Software Destiny Library Resource Management program for all orders as requested by PCS.

● Provide consistent discounts, transparent pricing, itemized quotes, reliable delivery, customer support, and account management for PCS.

● Support annual district collection development goals, including collection age improvement, student interest, curriculum alignment, and access to popular/trending titles.

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4. General Requirements

● Offeror must be regularly and practically engaged in providing K-12 library books, library materials, cataloging, processing, collection development, and related support services.

● All materials shall be new, unused, in first-class condition, and appropriate for use in a K-12 educational setting unless otherwise approved by PCS.

● All shipping, handling, freight, inside delivery, and standard packing costs must be clearly identified and preferably included in proposed pricing.

● Offeror shall not substitute titles without prior approval from PCS.

● Offeror shall provide itemized quotes, order confirmations, packing slips, invoices, backorder reports, cancellation reports, and final reconciliation reports as requested by PCS.

● Offeror shall identify any minimum order requirements. PCS preference is no minimum order requirement for annual school-level purchases.

● Offeror shall provide a clear process for returns, replacements, damaged items, incorrect items, duplicate shipments, and materials not meeting PCS specifications.

● Offeror shall provide a minimum one-year warranty from date of acceptance on books and materials. Offerors should also describe any lifetime replacement binding, library binding guarantee, or similar durability/replacement programs available.

● Offeror shall comply with PCS building access, student safety, background check, insurance, delivery, and conduct requirements when working on school property.

● PCS reserves the right to inspect work, review sample processing, request corrections, and withhold acceptance until goods and services meet specifications.

5. Library Books, Processing, MARC Records, and Digital Resources

5.1 Library Books and Title Availability

● Offeror shall provide access to a broad range of print library books appropriate for grades Pre-K through 12, including elementary, middle, and high school interest levels.

● Offeror shall identify the approximate number of unique titles available, publisher relationships, title sources, and formats offered.

● Offeror shall describe availability of popular, trending, student-requested, award-winning, high-interest, culturally responsive, bilingual/multilingual, graphic novel, manga, nonfiction, biography, and curriculum-supporting titles.

● Offeror shall provide the best binding available from the publisher for each title whenever possible. Library binding or durable hardcover is preferred for high-circulation school library materials.

● Offeror shall identify discount levels by format, including library bound, hardcover/trade bound, paperback, pre-bound paperback, graphic novels, book bundles, audio, digital, and other formats.

5.2 Shelf-Ready Processing

● All books ordered with processing shall be delivered shelf-ready according to PCS specifications.

● Processing shall include, as requested by PCS: barcode label and protector, spine label and protector, ownership stamp or label, genre label or collection label, Mylar cover for books with dust jackets, and any other locally required processing.

● Barcode ranges, school identifiers, call number conventions, funding source tags, and processing profiles will be provided by PCS or developed collaboratively with the vendor.

● Offeror shall provide sample processed materials for approval before full production processing begins when requested by

PCS.

● Offeror shall correct processing errors at no additional cost to PCS.

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5.3 MARC Records and Follett Software Destiny Compatibility

● Offeror shall provide complete/enhanced MARC records for all print, audiovisual, and digital resources purchased, unless otherwise approved by PCS.

● MARC records must be compatible with Follett Software Destiny Library Resource Management program and ready for direct upload into the PCS library resource management system.

● MARC records shall include complete bibliographic information, appropriate subject headings, call numbers, material type, reading/interest level data when available, annotations when available, review sources…