Library print and audio visual materials and electronic services and resources

The City of Scottsdale is soliciting sealed proposals from qualified firms for the purchase of print and audio-visual materials for the Scottsdale Public Library system, along with associated cataloging and processing services to render materials shelf-ready upon delivery. The procurement is structured into four lots: Lot A (print materials), Lot B (audio-visual materials), Lot C (electronic services and resources), and Lot D (combination of all three), with vendors permitted to propose for any combination of lots. The library system comprises four facilities with a current physical collection exceeding 386,000 items, and the City intends to award contracts to multiple vendors capable of meeting library requirements. Respondents must be established wholesale suppliers with current urban public library accounts and demonstrated experience in library material supply. All cataloging and processing must integrate with the library's Polaris Integrated Library System via electronic data interchange (EDI), and physical materials must be delivered FOB inside delivery to the Civic Center Library loading dock in Scottsdale. Pricing shall be presented as percentage discounts applied against publisher retail price lists, with all fuel surcharges prohibited and freight and delivery charges included in unit pricing. The critical deadlines are Monday, February 2, 2026, at 2:00 PM Arizona local time for submission of questions, and Tuesday, February 10, 2026, at 2:00 PM Arizona local time for submission of sealed proposals through the Bonfire Interactive procurement portal. The contract term shall be for one year from the effective date of award, with the option for four additional one-year renewal periods.

The solicitation does not identify specific set-aside designations or restrictions limiting proposals to particular categories of disadvantaged enterprises. Respondents must comply with all City of Scottsdale General Terms and Conditions, including E-Verify Program requirements, adherence to federal immigration laws, and Arizona employment statutes. Insurance requirements mandate Commercial General Liability coverage of $1,000,000 per occurrence with $2,000,000 aggregate limits, Business Automobile Liability of $1,000,000 per occurrence for vehicles used in contract performance, and Workers' Compensation Insurance as required by state law. All submittals must be completed electronically through the City of Scottsdale Euna Procurement portal, with vendor registration required at no cost; late submittals will be automatically rejected. The City reserves the right to terminate contracts for convenience with thirty days' notice or for cause with seven days' notice, and reserves the right to utilize any publisher, dealer, or distributor outside of awarded contracts for items or services not satisfied by awardees. No specific budget range or award value is disclosed in the solicitation documents.