Patron Library Cards on a Requirements Basis

Multnomah County Library is conducting a Request for Intermediate Proposals (RIP-9-2026) to procure patron library cards on a requirements basis. The procurement seeks library card vendors capable of producing a combination key fob and standard card measuring 2.125" x 4.5" with specific technical requirements including a white core color, Tesslin material, 0.030" thickness, and semi-gloss/matte finish. The cards must feature a 14-digit barcode readable by 1D and 2D scanners, with eye-readable capabilities and lower toxicity materials. Evaluation criteria will assess proposers across nine key areas: experience (10%), communication (10%), production quality control (15%), production timeline (10%), product specifications and pricing (15%), sustainability (10%), social equity (10%), economic impact (5%), and sample submission (15%). The solicitation opens on October 10, 2025, at 8:00 AM PDT, with proposals due by November 10, 2025, at 4:00 PM PST. A virtual pre-proposal conference is scheduled for October 21, 2025, at 10:00 AM, and proposers must submit three samples per proposed card type by November 13, 2025, to the library's Portland, Oregon address.

The procurement is open to legal entities registered to do business in Oregon, with a preference for local and sustainable businesses. Proposers will be subject to a pre-award risk assessment, particularly if federal funding is involved. The library serves nearly 400,000 cardholders across 19 locations and anticipates purchasing up to 100,000 cards annually. Insurance requirements include $1,000,000 in Commercial General Liability coverage, and the contract term is set for five years. The estimated annual budget ranges from 50,000 to 100,000 cards, with unit pricing to be determined through the proposal process. Successful vendors must demonstrate capabilities for immediate replacement of defective cards at no cost, potential future design modifications, and compliance with the library's "Triple Bottom Line" approach that considers environmental sustainability, social equity, and economic impact. The method of award will be based on the highest-scoring proposal, with the library reserving the right to reject any or all proposals and make awards on an all-or-none basis.