RFB Library Books and Audio-Visual Materials 2026 DB303

The Town of Colonie is seeking bids for Library Books and Audio-Visual Materials through Request for Bid (RFB) DB303 for the William K. Sanford Town Library. This procurement seeks a vendor to supply a comprehensive range of library materials, including trade hardcover books, quality paperbacks, juvenile titles, library bindings, university press publications, DVDs, spoken word audio, and music CDs. The vendor must provide an internet-based online ordering system with specific technical capabilities, including maintaining multiple lists, reporting shortages, processing returns, and offering standing order programs. Vendors are required to represent at least 15,000 book publishers and provide 48-hour delivery of materials. The bid evaluation will be based on a grand total amount, considering the lowest qualified and responsive bid that best serves the library's interests. Sealed bids will be received at the Office of Purchasing, Memorial Town Hall in Latham, NY until October 29, 2025, at 10:00 AM local time, with bid documents available starting October 15, 2025, through the Office of Purchasing or the Empire State Purchasing Group's website.

The procurement does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The initial contract period is expected to run from approximately December 31, 2025, to December 31, 2026, with potential renewal options for 2027, 2028, and 2029. The library has established an annual budget of $220,000 for book purchases and $23,000 for audio-visual materials, totaling $243,000 for the procurement. Vendors will be required to submit percentage discounts for different material categories, with the total bid amount calculated based on these discounts applied to the estimated budget for each category. The bid requires a complete proposal for all listed items, ensuring comprehensive coverage of the library's material needs. Bidders must comply with N.Y. Gen. Mun. Law 103 and follow specific submission guidelines, including sealing bids in an opaque envelope marked with the project title and bidder information. The procurement will be managed by Brenda Gorman, the Purchasing and General Services Director.