Physical_Library_Materials,_Shelf-Ready_Processing,_Bibliographic_Records,_and_Collection_Support_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

PHYSICAL LIBRARY MATERIALS, SHELF-READY PROCESSING,

BIBLIOGRAPHIC RECORDS, AND COLLECTION SUPPORT SERVICES

(NO. 2026.075-RFP)

FOR

Washington County, Oregon

RELEASE DATE: August 12, 2026 DEADLINE FOR QUESTIONS: September 2, 2026

RESPONSE DEADLINE: September 9, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/washington-county-or

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

1. Request for Proposal (RFP) w/Pre-Prop

2. Introduction

3. Overview and Purpose

4. Evaluation Phases

5. Evaluation and Award Process

6. Instructions to Proposers

7. Terms and Conditions

8. Vendor Submissions

Attachments:

A - 1.28.2026_PP_SERVICES_CONTRACT_MASTER

B - 2022-ATTACHMENT-C

C - Count of Items Added to WCCLS Catalog in FY26-27 D - Barcode and RFID Scanning Specifications E - Delivery Locations F - Integration and Catalog Specifications

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

1. 1. Request for Proposal (RFP) w/Pre-Prop

Washington County, Oregon is requesting proposals from qualified firms to provide Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services.

A pre-proposal conference will be held on Wednesday, August 19, 2026 at 1:00 pm. Information distributed or responses to questions at the pre-bid meeting will not in any way alter or affect any of the provisions contained in the bidding documents and contract requirements.

Statements made by the agency’s representatives at this meeting do not change the provisions and requirements of the solicitation documents unless confirmed by written addendum issued by the Agency. More information can be found in the Introduction Section of the Procurement Portal posting under Timeline.

Proposals must be received by 2:00 pm Wednesday, September 9, 2026.

The County may reject any proposal not in compliance with all prescribed public bidding procedures and requirements and may reject for good cause any or all proposals upon a finding by the County it is in the public interest to do so.

A copy of the Request for Proposal document is posted on https://secure.procurenow.com/portal/washington-county-or. Proposal documents can be viewed and downloaded from the site. The County’s electronic solicitation portal can also be accessed at www.washcopurch.com/biz. Proposer is responsible for checking the site for any addendums before submitting their proposals.

The Washington County Board of Commissioners reserves the right to reject any and all proposals and to waive any and all informalities in the best interest of the County.

Kiersten Vanderhoof, Senior Procurement Analyst

Posted to: Wednesday, August 12, 2026 OregonBuys https://secure.procurenow.com/portal/washington-county-or

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

2. 2. Introduction

The following instructions, terms, and conditions apply to all solicitations to provide either goods or services to Washington County.

1. 2.1. Summary

Washington County Cooperative Library Services (WCCLS) seeks proposals from qualified vendors to provide physical library materials and related services for centralized collection management, which will support the sixteen library locations operated by nine cities and three non-profits in Washington County, Oregon.

The selected vendor(s) will support WCCLS's centralized collection management through the provision of:

• Physical library materials

• Selection and collection-development tools

• Cataloging services

• Shelf-ready processing

• Acquisitions support

• EDI transactions

• Reporting and analytics

• Delivery and fulfillment services

WCCLS intends to establish a long-term partnership with vendor(s) capable of supporting a centralized collection management system serving multiple public libraries under a primary acquisitions and ownership model. Proposers may submit proposals for any or all of the material formats and shelf-ready services specified in the RFP; for instance, a vendor who specializes in media and not print may still be considered and awarded a contract alongside others. WCCLS reserves the right to award one contract or multiple contracts.

While the awarded contract(s) will be solely with Washington County and WCCLS, WCCLS seeks a vendor who will extend the pricing and discounts in the awarded contract(s) to the twelve partner agencies who operate libraries in our Cooperative and may continue to order items for local collections. Partner libraries shall have the ability to independently establish their own relationships, accounts, billing, and shipping with the vendor while receiving the same pricing and discounts in any awarded contract(s) with WCCLS. The combined annual ordering volume of WCCLS and partner libraries in the Cooperative is anticipated to be similar to the FY25-26 ordering volume (see attachment “Count of Items Added to the WCCLS Catalog in FY25-26”).

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

The Proposer must be willing to commit to the level of service and discounts quoted for a minimum of three years, regardless of the volume of business. Important considerations to WCCLS are the cost of materials, availability of materials, website/platform functionality, collection development tools, ordering efficiency, delivery capabilities, and level of customer service, including handling of returns and timely correction of errors. The opportunity for high-volume business from WCCLS is possible if the cost and services of the successful Proposer meet and/or exceed our expectations.

Preferences for invoicing, processing, delivery, etc. are indicated in the Vendor Capabilities section of this RFP. A Proposer may not be disqualified solely based on these preferences alone;

however, a willingness to follow the preferred methods will be noted favorably.

2. 2.2. Background

Washington County is a suburban county located on the western edge of Portland, Oregon. Its boundaries extend from the City of Portland to the coast range. The current population is approximately 600,000 people. There is a mix of urban, suburban and rural areas. The eastern half of the County is composed of service industries, light manufacturing, residential and commercial activity. It is relatively densely populated. The western half is primarily farms and private forest lands across rural settings, together with several smaller incorporated and unincorporated communities.

The County seat of government is located in Hillsboro, Oregon. The County has experienced substantial growth over the last fifty years principally in the electronics and high-tech industries.

Twenty percent of the entire state's population growth in the last five years has occurred in Washington County.

The County is a home rule county, governed by five elected Commissioners who appoint a County Administrator as the chief executive of the County. There are currently approximately 2300 employees in all areas of County government who are engaged in providing the multitude of services required by its member cities, businesses and general population.

WCCLS is a department of Washington County, headquartered in Hillsboro, Oregon, that provides centralized library services and infrastructure that support twelve partner agencies (nine cities and three non-profits). WCCLS and its partners together form the Cooperative, which serves over 600,000 county residents.

WCCLS operates on a July through June fiscal year. For FY26-27, its combined digital and physical collections budget is approximately $4.4 million, with a planned increase for FY27-28 as we centralize collection management for the Cooperative. The WCCLS budget for physical library materials alone in FY27-28 should exceed $1 million. Libraries in our cooperative that opt to order from selected vendor(s) under our established pricing and discount agreement(s) would budget additional funds.

Under our new centralized collection management model on behalf of the Cooperative, WCCLS will:

• Select materials

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

• Purchase materials

• Manage acquisitions

• Manage cataloging workflows

• Manage collection analytics

• Coordinate processing specifications

• Own physical collections

To learn more about our cooperative’s move to centralized collection management, visit wccls.org.

Libraries in our cooperative may supplement the collection managed by WCCLS by purchasing additional materials outside of the scope of the core collection.

WCCLS administers and uses the Polaris ILS, and orders are submitted via EDI. The selected Proposer must demonstrate the ability to support centralized acquisitions while accommodating possible branch-specific delivery requirements.

3. 2.3. Contact Information

Kiersten Vanderhoof Senior Procurement Analyst 155 North First Ave, Ste 270, MS 28 Hillsboro, OR 97124 Email: kiersten_vanderhoof@washingtoncountyor.gov Phone: (503) 846-3585 Department:

Washington County Cooperative Library Services

4. 2.4. Timeline

The County reserves the right to modify this schedule at the County's discretion. Proper notification of changes to the due date will be made to all parties that have received the proposal from the County's Procurement Portal.

Date of Legal Advertisement August 12, 2026

Pre-Proposal Meeting (Non-Mandatory) August 19, 2026, 1:00pm Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/214271635 227644?p=uB1h03q548xYemoFBq Meeting ID: 214 271 635 227 644 Passcode: RK7My2Ch mailto:kiersten_vanderhoof@washingtoncountyor.gov tel:(503)846-3585 https://secure.procurenow.com/portal/washington-county-or https://teams.microsoft.com/meet/214271635227644?p=uB1h03q548xYemoFBq https://teams.microsoft.com/meet/214271635227644?p=uB1h03q548xYemoFBq

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

Question Submission Deadline September 2, 2026, 5:00pm

Submittals Due September 9, 2026, 2:00pm

Contractor Selection Date September 25, 2026

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

3. 3. Overview and Purpose

1. 3.1. Overview and Purpose

Washington County Cooperative Library Services (WCCLS) seeks proposals from qualified vendors to provide physical library materials and related services for centralized collection management, which will support the sixteen library locations operated by nine cities and three non-profits in Washington County, Oregon.

The selected vendor(s) will support WCCLS's centralized collection management through the provision of:

• Physical library materials

• Selection and collection-development tools

• Cataloging services

• Shelf-ready processing

• Acquisitions support

• EDI transactions

• Reporting and analytics

• Delivery and fulfillment services

WCCLS intends to establish a long-term partnership with vendor(s) capable of supporting a centralized collection management system serving multiple public libraries under a single acquisitions and ownership model. Proposers may submit proposals for any or all of the material formats and shelf-ready services specified in the RFP; for instance, a vendor who specializes in media and not print may still be considered and awarded a contract alongside others. WCCLS reserves the right to award one contract or multiple contracts.

While the awarded contract(s) will be solely with Washington County and WCCLS, WCCLS seeks a vendor who will extend the pricing and discounts in the awarded contract(s) to the twelve partner agencies who operate in our Cooperative. Partner libraries shall have the ability to independently establish their own relationships, accounts, billing, and shipping with the vendor while guaranteed the same pricing and discounts that WCCLS receives. The combined annual ordering volume of WCCLS and partner libraries in the Cooperative is anticipated to be similar to the FY25-26 ordering volume (see attachment “Count of Items Added to the WCCLS Catalog in

FY25-26”).

The Proposer must be willing to commit to the level of service and discounts quoted for a minimum of three years, regardless of the volume of business. Important considerations to

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

WCCLS are the cost of materials, availability of materials, website/platform functionality, collection development tools, ordering efficiency, delivery capabilities, and level of customer service, including handling of returns and timely correction of errors. The opportunity for high-volume business from WCCLS is possible if the cost and services of the successful Proposer meet and/or exceed our expectations.

Preferences for invoicing, processing, delivery, etc. are indicated in the Vendor Capabilities section of this RFP. A Proposer may not be disqualified solely based on these preferences alone;

however, a willingness to follow the preferred methods will be noted favorably.

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

2. 3.2. Count of Items

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

3. 3.3. Unique Considerations

See Appendice attachments for all special considerations.

4. 3.4. Evaluation Process

All qualified Proposals will be evaluated by a team of at least five (5) Washington County employees and will be scored and ranked according to the criteria below. WCCLS may select the highest ranked Proposers to hold in-person or online presentations on services offered and website functionality. Proposers selected will be given an outline of what to include in their presentations. The evaluation team may permit revisions of proposals so long as all Proposers who are selected for additional discussions are given equal opportunity to revise their proposals.

WCCLS will evaluate the proposals and select a Proposer based on the:

• Proposer’s ability to meet our service requirements as outlined herein;

• Quality and completeness of information provided via the questionnaire;

• Quality and completeness of the proposal overall;

• References.

5. 3.5. Interviews

Scores will be based on propsals only. Interviews may be conducted, but just used for clarification purposes.

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

4. 4. Evaluation Phases

Proposal not to exceed five (5) pages.

1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Page Count Proposal was within the page count and conformed to all instruction in regards to submittal.

Pass / Fail 10 (100% of Total)

2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Vendor capabilities The proposer’s capabilities for providing requested services.

0-100 Points 25 (25% of Total)

2. Questionnaire and requirements The proposer’s ability to provide comprehensive library acquisition and technical services will be evaluated. Consideration will be given to:

• Breadth and depth of available collections, including formats, languages, and genres

• Functionality and usability of collection development and selection tools

• Customization capabilities and workflow support

• Quality and availability of cataloging/MARC records, and processing services

• Customer service structure, account management resources, and reporting capabilities

0-100 Points 25 (25% of Total)

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

3. Cost Proposal and Shipping & Fulfillment The proposer’s pricing model, and ability to fulfill orders will be evaluated. Consideration will be given to:

• Discounts and pricing structure

• Overall value to the library

• Fill rates and product availability

• Shelf-ready processing services

• Backorder management practices

Standard and expedited delivery timelines

0-100 Points 20 (20% of Total)

4. Experience, Reference, and Business Continuity The proposer’s experience and organizational capacity will be evaluated. Consideration will be given to:

• Breadth and depth of experience providing services to public library customers

• Experience with library systems of similar size and complexity

• Quality of client references

• Organizational stability and demonstrated ability to provide uninterrupted service

0-100 Points 25 (25% of Total)

5. Quality of Proposal The overall quality of the proposal submission will be evaluated based on completeness, clarity, organization, and responsiveness to the requirements of the RFP with evidence and documentation provided.

0-100 Points 5 (5% of Total)

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

5. 5. Evaluation and Award Process

1. 5.1. Multi Phase Evaluation

This is a multi phase proposal. The County may issue an addendum as per Section 21, before any phase in the evaluation process. Top scoring proposers may be selected for demonstrations. In addition, arrangements may be made to visit sites at which the finalist’s software is currently in use; this visit will not be scored but may result in a change to existing scores. Demonstrations may be assigned up to 100 points.

2. 5.2. Clarifications

The County reserves the right to obtain clarification at any point in regards to a proposal or to obtain additional information necessary to properly evaluate a proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of their proposal.

After evaluation has occurred multiple firms will be identified that are best able to provide the services to the County. The County reserves the sole right to determine the best Proposals. A notice of intent to award will be published.

3. 5.3. References - IT

The County reserves the right to check references only on the highest scoring proposers or depending on the scoring differential just the highest proposer.

The responder must provide references for modules sought in this Package. Questionnaires may be sent to customer references by Washington County or contacted by telephone. Secondary references may also be contacted.

Basic areas of discussion shall be:

• Quality and performance of recommended solution

• Verification that proposed system performs as presented by respondent

• Experience of the installation for proposed solution

• Effective maintenance and technical support

• Review of any problems and their resolution

• Overall opinion of responder's performance and personnel assigned to their account

• Projected vs. actual costs

• Stability and performance to specification of product line

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

4. 5.4. Interviews

Top scoring proposers may be selected for interviews. If oral interviews are determined to be necessary, the scores from the written proposals will be considered preliminary. Final scores will be determined based on the points assigned to the interview process.

5. 5.5. Product Demonstration

Washington County will require the highest scoring respondents to demonstrate the functionality of equipment/systems proposed based on a script provided by the County. The demonstration must be conducted with the products proposed and must demonstrate the functionality and speed as stated in the responder's Package. Electronic slide presentations are not an acceptable demonstration of a proposed system.

It is highly desirable that these occur at our own facility. However, providing the demonstration via a remote session with a conference call line is an acceptable method of providing this demonstration.

If the demonstration reveals variations from the responses to the RFP, Washington County reserves the right to adjust the scoring to reflect actual conditions of the proposed system. Final scoring will be calculated taking into account any adjustments that need to be made.

At the option of Washington County, and as a condition precedent to contract award, the respondent(s) may be required to demonstrate the functionality of the systems proposed on County equipment in our Controlled Test environment. This would be necessary to ensure that the proposed system is compatible with the County’s existing technical environment which includes “managed” workstations where end user workstations are set up in normal operation to prevent the end user from having the ability to change the computer’s registry and important system files on the station.

Washington County is prepared to sign a Non-Disclosure Agreement and/or other agreement to remove any vendor supplied software and the return of all documentation if we decide to not enter into a contract due to incompatibility of vendor product and County standard technical environment.

Any associated costs for on-site responder demonstrations or compatibility test shall be incidental to the contract and those costs shall not be passed on to the County whether or not a contract is signed.

County employees may visit sites deemed similar to the County for the purpose of evaluating the fully installed product in an operational environment.

6. 5.6. Period Proposal Validity

All proposals shall remain firm for a period of 180 calendar-days after date specified for receipt of proposals.

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

7. 5.7. Acceptance, Rejection and Cancellation of Award

Washington County reserves the right to accept or reject any or all proposals received as a result of this RFP and to negotiate with any qualified proposer(s) for all or part of the requested goods and services. All proposals become the property of the County.

This RFP does not commit the County to award a contract or to pay any costs incurred by respondents. Washington County reserves the right to cancel award of this contract at any time before execution of the contract if cancellation is deemed to be in the County's best interests. In no event shall the County have any liability for the cancellation of the award. All costs of the proposal process, interviews, contract negotiations, and related expenses are the responsibility of the proposer.

Acceptance of a proposal is subject to budget approval, appropriation and budgetary constraints.

8. 5.8. Award Recommendation

The notice of intent to award will be posted on the County's Procurement Portal website at least seven (7) days before the award of the contract. See PROTESTS AND JUDICIAL REVIEW OF CONTRACT AWARD below for protest of award.

The decision by the Board or the County Administrator to award the contract shall constitute the final decision of the County to award the contract.

9. 5.9. Inspection of Proposals

Subject to the provisions of the Oregon Public Records Law, all proposals received will be available for public inspection after the notice of intent to award has been published. Proposals will be provided via an electronic link.

Copies of material from proposal files may be obtained from the Washington County Procurement Division upon payment of a charges based upon the current County Fee Schedule.

Prepayment is required for providing materials from the proposal files.

10. 5.10. Protests and Judicial Review of Contract Award

Purpose. The award by the Washington County Board of Commissioners of the contract shall constitute a final decision of the County to award the contract if no written protest of the award is filed. A proposer may protest the award of a contract, or the intent to award of a contract, whichever occurs first, if the conditions set forth in ORS 279B.410(1) are satisfied. A proposer must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County's contract award decision.

Delivery. A proposer must deliver a written protest to the Washington County Procurement Manager within seven (7) days after issuance of the notice of intent to award the contract.

Content of Protest. A proposer’s written protest shall specify the grounds for the protest to be considered pursuant to ORS 279B.410(2). Proposer may not protest the content of specifications

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services in an award protest. Proposers may protest only deviations from laws rules, regulations, or procedures including procedures set out in this RFP. Disagreement with the scoring by the Selection Committee is not a basis for protest. Protests must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based.

County Response.The County shall not consider a proposer’s contract award protest submitted after the timeline established for submitting such protest. The County shall issue a written disposition of the protest in a timely manner as set forth in ORS 279B.410(4). If the County upholds the protest, in whole or in part, the County may in its sole discretion either award the contract to the successful protestor or cancel the procurement or solicitation. The County shall not consider any protest against award based on the content of specifications.

Judicial Review. Judicial review of the Board’s or its designee’s decision relating to a contract award protest shall be in accordance with ORS 279B.415.

11. 5.11. Negotiation with Awarded Contractor(s)

The County reserves the right to negotiate final contract terms with the awarded contractor to the fullest extent allowed by law and as in the best interest of the County.

12. 5.12. Contract Term

The term of the contract will be Initial contract term will be one year, with the option to renew for up to a total of five years. Changes in the term of the contract are allowed if agreed upon by both parties and not to exceed 5 years.

The maximum term of the contract will be five years.

The estimated expenditure for the contract is approximately ___________. Actual expenditures may be more or less depending on actual requirements.

13. 5.13. Contractor's Responsibility

It is understood that the specifications and other contract documents do not purport to control the method of performing the work, but only the requirements as to the nature of the completed work. The contractor assumes the entire responsibility for the method of performing the work. Suggestions as to the method included in the contract documents shall be deemed advisory only and the feasibility of such methods, or the lack thereof, shall not affect the contractor’s liability, or status as independent contractor, and contractor will remain responsible for the cost of all permits unless otherwise specified.

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

6. 6. Instructions to Proposers

1. 6.1. Deadline Disclaimer

It is the responsibility of the responder to upload and submit their electronic response before the deadline date and time approaches as posted on the County's Procurement Portal. Allow for a sufficient amount of time for the bid entry/document upload process in order to ensure timely submission.

Make sure that all documents are uploaded as soon as possible well in advance of the deadline.

The County's Procurement Portal will close promptly at the deadline date and time. All responses must be submitted, not in process, by that time…no exceptions are allowed.

Please note the system will accept Google Docs or Google Pages, but they are not readable by the County. DO NOT upload your response using a Google product.

2. 6.2. Precedence of Proposal Documents

The order of precedence of documents is as follows:

A. Instructions to Proposers

B. Contract Terms & Conditions (from attached sample contract)

C. Terms and Conditions

D. Project Details/Scope of Work

3. 6.3. Communication

Communication regarding this solicitation between a potential or actual Proposer and any Washington County staff, evaluation team member or any individual who has been in attendance during discussions regarding the scoring of proposals is strictly prohibited, all questions must be directed to the Procurement Division staff. These types of communication are prohibited from the time the Request for Proposals (RFP) is advertised until the award of a contract to the proposer selected. Failure to abide by this may be grounds for disqualification.

4. 6.4. Copies of Proposal Documents

Documents obtained from sources (such as directly from other contractors) other than the County's Procurement Portal are not valid proposal documents. It is the proposer's responsibility

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services to ensure they are following a particular project on the County's Procurement Portal in order to receive notification of all addenda as well as additional relevant information.

5. 6.5. Pre-Proposal Conference

1. Statements made by County’s representative(s) at the pre-proposal conference are not binding upon the County unless confirmed by written addendum.

2. The purpose of the pre-proposal conference is to offer the prospective proposers an opportunity to ask questions and clarify RFP contract and instructions to ensure proposals submitted meet the criteria.

3. To guarantee the most appropriate use of time, proposers are expected to review the RFP before the pre-proposal conference. Questions regarding the project/proposal information will be discussed at the pre-proposal conference.

6. 6.6. Questions and Answers

Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation in the County's Procurement Portal.

7. 6.7. Specification Protest Process

Delivery:A proposer must deliver a protest of specifications to the County in writing no later than seven (7) calendar days prior to the proposal due date as follows:

Specification Protest Proposal#: 2026.075-RFP Washington County Procurement Division ATTN: Procurement Manager 155 North First Avenue, Suite 270 MS 28 Hillsboro, Oregon 97124-3072

Content:A proposer’s written protest must include:

A detailed statement of the legal and factual grounds for the protest; description of the resulting prejudice to the proposer; and a statement of the form of relief requested or any proposed changes to the specifications.

County Response: The County may reject without consideration a proposer’s protest received after the deadline established for submitting protest. The County shall provide notice to the applicable proposer if it entirely rejects a protest. If the County agrees with the proposer’s protest, in whole or in part, the County shall either issue an addendum reflecting its determination or cancel the solicitation.

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

Extension of Closing: If the County receives a written protest from a proposer in accordance with this rule, the County may extend closing if the County determines an extension is necessary to consider the protest and to issue addenda, if any, to the solicitation document.

Judicial review of the County’s decision relating to a specification protest shall be in accordance with ORS 279B.405.

8. 6.8. Phone Proposals, Late Proposals or Modifications

Late proposals or modifications of proposals will be handled in the following manner:

It is the sole responsibility of the Proposer to ensure the proposals are uploaded to the system by the specified time. The system will not allow Proposers to upload after this time and the proposal will not be considered.

Any modification of a proposal is subject to the same conditions set forth above.

Proposals will not be accepted via Phone, E-mail or FAX.

9. 6.9. Interpretations and Addenda

Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation

A. Interpretations or clarifications considered necessary in response to such questions will be posted as addenda or in Questions and Answers in the County's Procurement Portal.

Bidders will be solely responsible to check for all addenda or questions and answers, if any, from the Procurement Portal prior to submitting their response.

B. Questions received after Wednesday, September 2, 2026 will not be answered unless the County determines, in its sole discretion, it is in the public’s best interest to do so.

C. Formal addenda and answers to questions posted in the Question and Answer section are made part of this solicitation and will be binding. Oral and other interpretations or clarifications will be without legal effect.

D. Written addenda may also be issued to modify the bid documents at the discretion of the County.

E. Receipt of addenda must be acknowledged on the County's Procurement Portal.

F. All questions pertaining to this bid shall be addressed only through the County's Procurement Portal. Do not contact any other Washington County staff, employee or official regarding this bid. Communication between bidder and any County staff is prohibited from the time the bid is advertised until the award of a contract to the bidder selected by the County.

G. After opening proposals, the County may issue or electronically post an addendum to the request for proposals that modifies the criteria, rating process and procedure for any tier of competition before the start of the tier to which the addendum applies.

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

H. The County shall send an addendum that is issued by a method other than electronic posting to all proposers who are eligible to compete under the addendum. The County shall issue or post the addendum at least five days before the start of the subject tier of competition or as the County otherwise determines is adequate to allow eligible proposers to prepare for the competition in accordance with County rules.

10. 6.10. Guidelines for Proposal Submittal and Receipt

To be considered for this contract, each proposer must enter its complete proposal per the Vendor Submission Section to the County's Procurement Portal.

Proposals must be uploaded by 2:00 pm Wednesday, September 9, 2026. The system will not allow late uploads. Allow plenty of time to ensure your upload is successful. Slow or malfunctioning internet shall not be an acceptable reason for late submissions. After uploading documents responders are encouraged to open and review uploaded documents to verify that they can be opened and are the correct documents before submitting. If the County cannot open any of the documents submitted the entire proposal will be disqualified.

Proposers are required to submit any proposal forms furnished in this RFP document. Please retain a copy for your records.

Each submittal shall contain the following:

• Any proposal response forms listed in the Attachment Section.

• Responses, Certifications, or Agreements required in this solicitation.

• Proposers shall provide a copy of any contracts, licensing agreements, or other documents that the County will be asked to sign if they are the chosen contractor. These do not count against the page limit.

• Failure to submit any of the required items may be grounds for rejection of the proposal.

https://secure.procurenow.com/portal/washington-county-or/projects/289674/document?section=2790154

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services

7. 7. Terms and Conditions

1. 7.1. Laws and Regulations

A. The proposer is assumed to be familiar with all Federal, State, County or City laws or regulations, which in any manner affect those engaged or employed in the work or the materials or equipment used or which in any way affect the conduct of the work, and no pleas of misunderstanding will be considered on account of ignorance thereof. If the proposer shall discover any provision in these specifications or project information, plans or contract documents which is contrary to or inconsistent with any law or regulations, they shall report it to County in writing.

B. All work performed by the contractor shall be in compliance with all Federal, State, County and local laws, regulations and ordinances. Unless otherwise specified, the contractor shall be responsible for obtaining applicable permits and licenses.

2. 7.2. Recycled Materials and Sustainable Products and Processes

A. Contractor is encouraged to use recycled and recyclable products to the maximum extent economically feasible during the performance of the Contract.

B. Washington County prefers materials or supplies manufactured from recycled materials if the recycled product is available, and it meets the requirements set forth in the Specifications.

C. Washington County supports and encourages the use of sustainable products by the Contractor. To contribute to a clean environment for present and future generations, Contractor shall utilize sustainable products to the maximum extent feasible during the performance of this Contract.

3. 7.3. Proprietary Information, Ownership and Use of Documents

A. All documents submitted to the County shall become public records, subject to disclosure, unless otherwise protected pursuant to the Oregon Public Records Law.

B. The County is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires the County to disclose all records generated or received in the transaction of County business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. Examples of exemptions that could be relevant include trade secrets (ORS

192.501 (2)) and computer programs (ORS 192.501(15)). The County will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations:

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C. The entire RFP cannot be marked confidential, nor, shall any pricing be marked confidential.

D. All pages containing the records exempt from disclosure shall be marked “confidential” and segregated in the following manner:

1. It shall be clearly marked in bold and on each page of the confidential document.

2. It shall be kept separate from the other RFP documents in a separate file upload.

3. Where this specification conflicts with other formatting and response instruction specifications, this specification shall prevail.

E. Where such conflict occurs, the Proposer is instructed to respond with the following:

“Refer to confidential information enclosed.” This statement shall be inserted in the place where the requested information was to have been placed.

F. Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. Should a proposal be submitted as described in this section no portion of it can be held as confidential unless that portion is segregated as described above.

G. Notwithstanding the above procedures, the County reserves the right to disclose information that the County determines, in its sole discretion, is not exempt from disclosure or that the County is directed to disclose by the County’s Attorney, the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, the County will notify the Proposer. If the Proposer disagrees with the County’s decision, the County may, but is not required to enter into an agreement not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision.

4. 7.4. Rights of the County

The County expressly reserves the following rights:

A. To waive irregularities in the proposals submitted.

B. To cancel the procurement or reject any proposals or portions thereof in accordance with ORS 279B.100.

C. To base awards with due regard to quality of services, experience, compliance with specifications, proposal response, and other such factors as necessary in the circumstances.

D. To make the award to any proposer whose proposal, in the opinion of management and the Board, is in the best interest of the County.

E. To negotiate contract terms and conditions.

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5. 7.5. Subcontractor Payment Reporting

A. Contractor shall report payment information and utilization data for subcontractors that perform any services, using a County-designated online reporting system. As of the effective date of this contract, such system is accessible at:

https://washcopurch.mwdbe.com/?TN=washcopurch. Contractor must log in to an account in the system in order to submit reporting information. Reporting information must be submitted at least once monthly, concurrent with Contractor’s invoice submission, or on such other frequency as the Project Manager may require. Contractor must designate a representative to administer the reporting function and be a point of contact for the County.

B. Progress payment requests, except the first request, shall include the Contractor’s verification that Subcontractor payment data and workforce data (if applicable) for all tiers have been entered into the County’s online reporting systems

6. 7.6. Qualifications, References and Responsible Proposer

A. Qualifications of proposers will be evaluated when determining the award. Proposers may be required to produce acceptable personal, business, and credit references and completed examples of previous work of a similar nature.

B. The County reserves the right to investigate references and to consider the past performance of any proposer with respect to its performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of services on schedule, and its lawful payment of employees and workers whether or not specifically listed by the proposer.

C. Before awarding a contract, the County shall determine that the apparent successful proposer has met the requirements of responsibility outlined in ORS 279B.110.

7. 7.7. Social and Lawful Fairness in Access and Treatment

A. In order to promote economic growth, the County seeks to maximize the participation of consultants, partners, contractors, and suppliers with varied experience and backgrounds throughout the duration of the project.

B. Working in a way that promotes the empowerment of individuals, organizations, and communities most affected by unlawful fairness in access and treatment is a practical method of achieving County goals. The County wants to integrate empowering and lawfully fair strategies that allow for authentic voice to be heard and ultimately represented in decisions from this delivery of service.

C. The County values the community as a whole and calls out those providing and receiving services should have a positive economic impact from the delivery of services that is long term and positively changes our hierarchical systems to incorporate those who are most affected by inequities.

https://washcopurch.mwdbe.com/?TN=washcopurch

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D. It is the County’s desire to create full and equal access to opportunities for all people that enable them to attain their full potential. We pay particular attention to the development of income and wealth for communities most affected by unlawful fairness in access and treatment.

8. 7.8. Cooperative Purchasing

A. Pursuant to the intent of Oregon Revised Statutes, Chapter 279A.200, any publicly funded city, county, district, agency or similar entity shall have the authority to purchase specified goods/services directly from contractor under the terms and conditions of this contract.

B. The proposer agrees to extend identical pricing and services to other public agencies for the same terms.

C. Each contracting agency will execute a separate contract with the successful proposer for its requirements. Any ordering and billing shall take place directly between the proposer and such entity.

D. Any proposer, by written notification at the time of the proposal due date and time, may decline to extend the prices, services and terms of this proposal to any, and/or all other public agencies. There is no penalty for declining cooperative procurements.

9. 7.9. Form of Contract

A. A copy of the County's contract that the County expects the successful firm or individual to execute is attached. The contract will incorporate the terms and conditions from this RFP document, attachments provided, and the successful proposer's response documents.

B. Firms taking exception to any of the contract terms should indicate the same by uploading in the Vendor Submission or their exceptions will be deemed waived.

10. 7.10. Insurance Requirements

The insurance requirements for this contract are outlined in the attached Attachment C.

11. 7.11. Oregon Corporate Activity Tax (“CAT”)

A. In 2019 Oregon adopted a Corporate Activity Tax (“CAT”) applicable to all types of business entities. The legislation accomplishes the following:

1. Establishes a "Fund for Student Success" that is separate and distinct from the state's general fund

2. Adopts a new Corporate Activity Tax (CAT) imposed on all types of business entities

B. The CAT is in addition to the state's current corporate income tax. The CAT is imposed on businesses for the privilege of doing business in this state. It is measured on a business's

Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services commercial activity, which is the total amount a business realizes from transactions and activity in Oregon. The CAT is applied to taxable Oregon commercial activity in excess of $1 million. Any costs relating to Oregon’s Corporate Activity Tax will not be reimbursable under Cost of the Work.

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8. 9. Vendor Submissions

Please note the system will accept Google Docs or Google Pages, but they are not readable by the County. DO NOT upload your response using a Google product.

1. 1. Electronic Submittal* By electronically submitting this response the Supplier attests and certifies that:

1. Person completing this response represents that I am either authorized to bind the Supplier, or that I am submitting the Response on behalf of and at the direction of the Supplier's representative authorized to contractually bind the Supplier.

2. I represent that the Supplier or its applicable representative(s) has reviewed the information contained in this Solicitation Package and that the information submitted is accurate.

3. Respondent agrees that the action of electronically submitting its response constitutes:

a. an electronic signature on the responses, generally,

b. an agreement to conduct business electronically,

c. an electronic signature on any form or section specifically calling for a signature, and

d. an affirmative agreement to any statement contained in the solicitation that requires a definite confirmation or acknowledgement.

☐ Yes

☐ No *Response required

2. 2. Solicitation Requirements* Proposer read through and confirm that you met all of the Solicitation requirements?

☐ Yes

☐ No *Response required

3. 3. Cooperative Purchasing* Will the proposer extend pricing and terms to other public agencies?(there is no penalty for not agreeing to extend pricing)

☐ Yes

☐ No *Response required

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4. 4. Past Employment* Have you or a member of your staff been an employee of Washington County in the last six months?

☐ Yes

☐ No *Response required

5. 5. Oregon Secretary of State Business Registry* Enter your registry number without dashes or spaces. If you are not currently registered enter N/A. If you are the successful bidder you will be required to register with the Secretary of State in order to contract with the County, per OAR 125-246-0330.

*Response required

6. 6. Tax* The proposer hereby certifies that they have complied with the tax laws of Oregon and all political subdivision of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318. Washington County may terminate the contract if contractor fails to comply with any tax laws during the term of the contract.

☐ Yes

☐ No *Response required

7. 7. Proposal Content The proposal shall be prepared succinctly, providing a straight forward, concise description of the proposer’s ability to meet the requirements of the RFP. There should be no unnecessary attachments or exhibits.

Proposal should contain no more than five (5) 8.5" x 11", pages of written material (excluding biographies and brochures which may be included in an appendix) describing the ability of the proposer to perform the work described. The minimum font shall be twelve (12) point single spaced and the minimum margins shall be one (1) inch on all sides.

1. 7.1. Proposal Content* Upload your proposal here. After uploading documents responders are encouraged to open and review uploaded documents to verify that they can be opened and are the correct documents before submitting. If the County cannot open any of the documents submitted the entire proposal will be disqualified.

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2. 7.2. Insurance Requirements County insurance requirement can be found under the section titled…