Physical Library Materials, Shelf-Ready Processing, Bibliographic Records, and Collection Support Services
Closed State & local contract opportunity Posted
- Solicitation number
- 2026.075-RFP
- State
- Oregon
- Responses due
Opportunity facts
- Jurisdiction
- Point of contact
-
- Kiersten Vanderhoof kiersten_vanderhoof@washingtoncountyor.gov (503) 846-3585
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
Washington County Cooperative Library Services (WCCLS), Oregon, is requesting proposals for physical library materials, shelf-ready processing, bibliographic records, and collection support services for centralized management across sixteen library locations serving nine cities and three non-profits in Washington County, with proposals due September 9, 2026 and a non-mandatory pre-proposal conference scheduled for August 19, 2026 at 1:00 p.m. via Microsoft Teams.
WCCLS reserves the right to award one contract or multiple contracts; proposers may bid on any or all material formats and shelf-ready services specified. The critical constraint is that awarded vendors must extend identical pricing and discounts to twelve partner agencies within the cooperative, which may independently establish their own accounts, billing, and shipping relationships while receiving contract terms. Vendors must commit to quoted service levels and discounts for a minimum of three years regardless of business volume.
The scope encompasses physical library materials selection, collection-development tools, cataloging services, shelf-ready processing, acquisitions support, EDI transactions, reporting and analytics, and delivery and fulfillment services. Vendors must integrate with Polaris 8.0 integrated library system (Acquisitions module via FTP), BiblioCore discovery layer, Overdrive, and OCLC using Polaris API, SIP2 with secure tunneling, and Z39.50 protocols. All bibliographic records must be Unicode/UTF-8 formatted with OCLC numbers meeting minimum Encoding Level 7 standards. RFID tags must be fully compatible with existing bibliotheca infrastructure at 13.56 MHz per ISO 15693 and ISO 18000-3 Mode 1 standards (equivalent to NXP ICode SLIX2 technology with minimum 2.5 Kbits user memory). Barcodes must use Codabar symbology with Mod 10 check digits supporting 14-digit barcode numbers. Delivery capability extends to all sixteen library locations, with WCCLS maintaining a centralized warehouse in Hillsboro with pallet-receiving capability seven days per week.
The combined annual ordering volume (WCCLS and partner libraries) totaled 120,951 items in FY25-26, predominantly books (52.80%) and paperbacks (34.10%), with smaller volumes of DVDs, audiobooks, and media. WCCLS's FY27-28 budget for physical materials alone is projected to exceed $1 million; combined digital and physical collections budget is approximately $4.4 million for FY26-27. The initial contract term is one year with options to renew for a total period not to exceed five years. Evaluation criteria: vendor capabilities (25 points), questionnaire and requirements responses (25 points), cost proposal and fulfillment (20 points), experience and references (25 points), and proposal quality (5 points). Questions are due September 2, 2026 at 5:00 p.m. Contract selection is anticipated September 25, 2026. All proposals must remain firm for 180 days. Addendum #1 (Revision) was posted August 12, 2026.
Opportunity text
Washington County Cooperative Library Services (WCCLS) seeks proposals from qualified vendors to provide physical library materials and related services for centralized collection management, which will support the sixteen library locations operated by nine cities and three non-profits in Washington County, Oregon.
The selected vendor(s) will support WCCLS's centralized collection management through the provision of:
- Physical library materials
- Selection and collection-development tools
- Cataloging services
- Shelf-ready processing
- Acquisitions support
- EDI transactions
- Reporting and analytics
- Delivery and fulfillment services
WCCLS intends to establish a long-term partnership with vendor(s) capable of supporting a centralized collection management system serving multiple public libraries under a primary acquisitions and ownership model. Proposers may submit proposals for any or all of the material formats and shelf-ready services specified in the RFP; for instance, a vendor who specializes in media and not print may still be considered and awarded a contract alongside others. WCCLS reserves the right to award one contract or multiple contracts.
While the awarded contract(s) will be solely with Washington County and WCCLS, WCCLS seeks a vendor who will extend the pricing and discounts in the awarded contract(s) to the twelve partner agencies who operate libraries in our Cooperative and may continue to order items for local collections. Partner libraries shall have the ability to independently establish their own relationships, accounts, billing, and shipping with the vendor while receiving the same pricing and discounts in any awarded contract(s) with WCCLS. The combined annual ordering volume of WCCLS and partner libraries in the Cooperative is anticipated to be similar to the FY25-26 ordering volume (see attachment "Count of Items Added to the WCCLS Catalog in FY25-26").
The Proposer must be willing to commit to the level of service and discounts quoted for a minimum of three years, regardless of the volume of business. Important considerations to WCCLS are the cost of materials, availability of materials, website/platform functionality, collection development tools, ordering efficiency, delivery capabilities, and level of customer service, including handling of returns and timely correction of errors. The opportunity for high-volume business from WCCLS is possible if the cost and services of the successful Proposer meet and/or exceed our expectations.
Preferences for invoicing, processing, delivery, etc. are indicated in the Vendor Capabilities section of this RFP. A Proposer may not be disqualified solely based on these preferences alone; however, a willingness to follow the preferred methods will be noted favorably.
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