LVA-SUP-26-010 - MALiA Library Supplies

The Library of Virginia, on behalf of the Mid-Atlantic Library Alliance, Inc. (MALiA), a consortium representing 230 libraries across eight states (Virginia, Tennessee, North Carolina, West Virginia, Kentucky, Alabama, Ohio, and Florida), is issuing a Request for Proposals to supply library consumables, furniture, and equipment up to $10,000 per item to member libraries on a consistent basis. The MALiA membership comprises 189 public, 28 academic, 8 school, and 5 special libraries. Vendors must provide discount rates from manufacturer list prices for consumables, furniture, and equipment, with pricing remaining firm for the entire contract period. The resulting contract will commence July 1, 2026, and continue through June 30, 2029, with two optional one-year renewal periods. The proposal submission deadline is April 8, 2026, at 2:00 PM EST via the eVA procurement portal, with questions accepted until March 16, 2026. Proposals will be evaluated on six criteria: company data (10 points), orders capability (15 points), invoicing practices (15 points), overall cost considerations (20 points), customer service (20 points), and Small Business and Women and Minority (SWaM) subcontracting plans (20 points), for a total of 100 possible points. All vendors must register in eVA prior to the proposal deadline and maintain minimum insurance coverage including workers' compensation, employer's liability of $100,000, commercial general liability of $1,000,000 per occurrence and $2,000,000 aggregate, and automobile liability of $1,000,000 if applicable.

Vendors seeking small business set-asides must obtain Small Business and Supplier Diversity (SWAM) certification through the Virginia Department of Small Business and Supplier Diversity; other certifications such as CSB, VSBE, and Veteran certifications alone are not considered equivalent to DSBSD certification. Vendors must pay applicable transaction fees based on DSBSD certification status: one percent of order value capped at $500 for DSBSD-certified small businesses and $1,500 for other businesses. The anticipated combined annual library supplies budget exceeds $3,000,000, though this represents an estimate and does not constitute a guaranteed purchase obligation. The Commonwealth reserves the right to make multiple awards and to negotiate with selected offerors. This solicitation replaces the previous LVA-SUP-21-004 Library Supplies contract and specifically addresses supplies and furniture; a separate RFP for library materials contracts is anticipated to be released in Spring 2027. All proposals must include completed attachments addressing service requirements, discount pricing, SWaM subcontracting plans, SCC registration information, and proprietary information designations.