Questions from potential vendors for bid amendment 4 5 24.docx
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- Solicitation number
- 24-426DOC-CENTO-B-42430
- Issued by
- Jefferson County, Illinois
About this file
This document contains questions from potential vendors regarding Bid Amendment 4 5 24 for the Illinois Department of Corrections (IDOC) statewide library book supply contract. The contract is for a one-time purchase of reading materials, including fiction, non-fiction, reference books, and legal supplements, to be distributed across 28 correctional facilities. The contract term is from the date of the last signature through June 30, 2024, with no option to exceed a total term of 10 years. Bids are due by the Bid Opening Date of April 22, 2019 at 1pm, and the agency anticipates awarding the contract by the end of April.
The questions cover various aspects of the contract, including processing fees, the number of facilities ordering books, processing and inventory requirements, the use of an automated library system, pre-processing specifications, MARC records, binding preferences, the current vendor, insurance requirements, and the allocation of books across locations. The contract is not subject to a Small Business Set-Aside, but has Business Enterprise Program (BEP) and Veteran Small Business (VSB) goals if applicable, and may be partially or totally funded by federal funds.
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Questions from potential vendors for 24-426DOC-CENTO-B-42430
1. What is the anticipated reward date for this bid?
Bid will be opened Monday, April 22nd at 1pm. We anticipate awarding by the end of April.
2. Regarding processing fees, is it possible to charge these separately, or should they be integrated into the price of each book?
It should be integrated into the price of each book that has processing.
3. Will all 28 correctional facilities have book orders?
Yes, all correctional facilities are ordering books.
4. Does the work detail require the vendor to go to each facility and process the books into the correctional facility inventory and shelve them?
No, the books will only be shipped to the facility.
5. Will the vendor be required to purchase and setup an automated Library Check in out Management System?
No, that is not required.
6. Should all books for a site be pre-processed if it’s indicated for some but not all titles within that site? For instance, Big Muddy requests pre-processing, but 12 titles are listed merely as “Library Books”. How should we interpret this?
Only pre-process the books that request it so you wouldn’t do pre-processing on the 12 titles that don’t have it listed.
7. Could you provide the processing specifications per site to ensure our quote is accurately informed?
The processing specifications is by book and only needed if listed in the description.
8. When call numbers are provided, but pre-processing is not specified, are spine labels required for these titles?
No, spine labels are not required for these titles.
9. For any site requesting pre-processing, are MARC records also needed?
No, MARC records are not needed.
10. Regarding the processing specification “covered” for Decatur, does this refer to Kapco covers or another form of covering?
Any form of non-removable book cover is fine.
11. We’ve observed the Spanish editions at some locations don’t specify pre-processing. Should we assume this is correct?
If pre-processing isn’t indicated for a particular item, then that item wouldn’t need pre-processed.
12. Due to the size of the quote, would a PDF upload of our quote be acceptable in place of an Excel import?
No, it can’t be a PDF upload.
13. Are alternate bindings acceptable if the preferred binding is unavailable? If so, what is the binding preference?
Spiral, wire, comb, and screw bindings are not allowable. Other forms of binding are acceptable.
14. Who is your current library book vendor?
All library book orders are done through Bid Buy. We do not have a set book vendor.
15. Is insurance required for this IFB?
No, insurance is not required.
16. Since several sites are mentioned in the “Invitation for Bid”, do you have a breakdown of which books are going to each location?
Each book description lists the location that requested them.
17. Do you require any processing (labels or barcodes) on the books?
Many people did request book processing (including labels and book pockets), but not all. The orders were marked as “pre-processing requested” if they wanted processing for a particular item. Generally, the facilities either wanted all their books pre-processed or none of them.
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