Leased Books Program

Seminole County, Florida is issuing Request for Proposal (RFP-5139-26/LTT) to procure a comprehensive Leased Books Program for the Seminole County Public Library System. The program will serve five full-service community library branches providing services to approximately 450,000 residents across unincorporated Seminole County and seven municipalities. The selected vendor will be responsible for selection, acquisition, processing, and shipment of new and popular bestseller titles, with deliverables including a web-based platform for title selection, monthly lists containing a minimum of 100 annotated adult titles, and all associated logistical and reporting services. Key objectives include providing cost-effective solutions aligned with the Library's operational goals and commitment to high-quality public service, with the vendor required to allow the Library to retain 20 percent of all new volumes shipped during each contract year at no cost for permanent collection addition, provide an annual adjustment allowance of at least 10 percent of the Library's total leased book allocation to account for lost materials, invoice books exceeding the loss allowance at a minimum 75 percent discount from retail list price, cover all shipping costs, provide a complimentary three-month quota of leased materials as a transition benefit, and offer a buyout option for existing inventory at a suggested rate of $1.00 per unit. Evaluation criteria include proposed approach, qualifications, service capabilities, cataloging and processing specifications, electronic capabilities, turnaround times, inventory management capabilities, pricing structure with volume discounts, and demonstrated ability to meet the Library's service objectives. The question submission deadline is January 30, 2026, at 5:00 p.m., proposals must be submitted electronically through Seminole County's e-Procurement Portal by February 11, 2026, at 2:00 p.m., and a public opening will be held via Microsoft Teams on February 11, 2026. The initial contract term is anticipated to commence in March 2026 for three years, with the County holding the sole option to exercise up to two additional one-year renewal periods for a potential total contract term of five years.

No specific set-aside designations or restrictions on organization types responding to this solicitation are documented in the available materials. Similarly, no incumbent vendors or current contractors are identified in the solicitation documents. The vendor must obtain Commercial General Liability Insurance with minimum limits of $1,000,000 per occurrence, $2,000,000 general aggregate, $2,000,000 products and completed operations, and $1,000,000 personal and advertising injury coverage, and must maintain these coverage levels throughout the contract period. Vendors must comply with E-Verify requirements and execute required attestations regarding foreign countries of concern and human trafficking. Pricing must be all-inclusive, covering direct and indirect expenses, insurance, coordination, and all incidentals, with pricing remaining firm through delivery unless otherwise agreed to in writing, and price redeterminations may be requested based on documented changes in wages, fuel, or materials costs using the Employment Cost Index or Producer Price Index. No specific budget range or award value is disclosed in the solicitation materials, as compensation will be provided on a fixed-fee basis with unit pricing to be established during the solicitation process, and the County retains discretion regarding the number of Purchase Orders issued and the contractor's performance obligations under the Agreement.