RFP No. 256090 Books, Audio-Visual Materials, and Services

The City of Salem, Oregon has issued RFP No. 256090 for a comprehensive procurement of books, audio-visual materials, and related services for the Salem Public Library. The solicitation seeks one or more non-exclusive vendors capable of supplying print books, large print books, video products (blu-ray, DVDs), and audio products (music CDs, audiobooks). Vendors must demonstrate the ability to accept electronic orders via internet and EDI through SirsiDynix Symphony integrated library system, maintain an online search and ordering platform with unlimited free user access, and provide standing orders by various criteria such as title, series, author, genre, or format. The RFP requires vendors to deliver an average of at least 80 percent of requested titles annually, with 50 percent of items delivered within 30 days and 100 percent within 180 days of order receipt. Evaluation criteria include compliance (50 points), list price discounts and shipping (20 points), product and service pricing (20 points), and a proposer questionnaire (10 points). Key dates include a question deadline of December 9, 2025 at 5:00 PM local time, and proposal submissions due by December 19, 2025 at 4:00 PM local time through Equity Hub's Bid Locker.

The RFP does not specify specific set-aside designations for disadvantaged enterprises, but it does include requirements for pay equity compliance for contracts exceeding $500,000 with 50 or more full-time employees. Vendors must maintain $2,000,000 in commercial general liability insurance and comply with Oregon tax laws. Optional add-on services include MARC records, Dewey Decimal Classification, Library of Congress subject headings, and shelf-ready materials with processing. The initial contract term will run through June 30, 2027, with options to renew for four additional one-year periods contingent upon satisfactory performance, budget approval, and City determination. While specific award values are not explicitly stated, the comprehensive nature of the procurement suggests a significant annual contract value for library materials and services. The City anticipates issuing a notice of intent to award in January 2026, with contract award expected in January/February 2026 and a notice to proceed in February 2026.