Library Materials and Associated Services

The City of Tempe is issuing a Request for Proposal (RFP) to establish a three-year contract for library materials and associated services for the Tempe Public Library. The procurement seeks a vendor to provide comprehensive library materials for both adults and juveniles, including print books, DVD video recordings, and digital content, to be purchased on an as-needed basis. The library currently serves approximately 80,000 registered borrowers and maintains 134,799 material items with annual circulation around 500,000. Key deliverables include providing materials with specific processing and cataloging services, such as customizable Codabar barcoding, RFID tagging, and MARC record integration with the Polaris Integrated Library System. The RFP requires vendors to maintain high fill rates of 85% or higher, ensure rapid delivery within 21 days, and provide a web-based ordering system with real-time inventory and comprehensive bibliographic information. Proposals are due on October 31, 2025, at 3:00 PM local Arizona time, with the contract aimed at ensuring a diverse, current, and accessible collection of library materials for the Tempe community.

The RFP does not explicitly specify set-aside designations or restrictions on responding organizations. In fiscal year 2024-2025, the library purchased approximately 14,000 books and 800 DVD video recordings, with expenditures of about $250,000 on books and $75,000 on non-print materials. The library may supplement its materials budget with funding from the Maricopa County Library District Materials Assistance Program (MAP). Pricing will be based on percentage discounts across various book and media categories, with additional unit costs for processing and cataloging services. The contract includes a three-year term with renewal options, potentially providing a stable procurement opportunity for the selected vendor. While no incumbent vendor is specifically mentioned, the RFP indicates a clear expectation of integration with the existing Polaris Integrated Library System. The total budget for materials appears to be around $325,000 annually, with the potential for additional funding through the county materials assistance program.