SW0012-Books and Related Products

The Oklahoma Office of Management and Enterprise Services (OMES) Central Purchasing division is requesting proposals for a statewide contract to supply books, e-books, multimedia, testing materials, periodicals, digital platforms, and related products to state agencies, educational institutions, school districts, cities, counties, and higher education institutions statewide, with responses due September 21, 2026 at 3:00 p.m. CST and questions due by September 4, 2026.

The solicitation (EV00000971, Statewide Contract SW0012) carries mandatory compliance requirements: bidders must be registered with the Oklahoma Secretary of State, maintain workers' compensation insurance, execute a Non-Collusion Certification (OMES Form CP004), and certify non-participation in Israel or energy company boycotts. Service-disabled veteran business enterprises may qualify under 74 O.S. 85.44E. Suppliers bidding on products involving sensitive data access (CJIS, FERPA, HIPAA, PII) must execute IT Terms amendments and complete OMES IS Security Assessment with Authority to Operate authorization.

The contract spans ten product and service categories: General Books, Legal/Medical/Scientific Publications, Testing Materials & Instruments, Periodicals & Subscription-Based Publications, Multi-Media Products, Digital Learning/Streaming Platforms, Periodicals Subscription Management, Library Research Databases/Archives, Shelf-Ready Processing & Cataloging, and Related Products. Bidders must meet mandatory specifications including minimum 24-month business operation, authorization as distributor, manufacturer, or dealer for all bid products, web-based catalogs with updates within five business days of publication, and designated primary and backup customer service contacts available Monday–Friday 8:00 a.m.–5:00 p.m. Central Time. Digital content requires annual update cycles with content-sensitive materials updated within 30 calendar days of new standards releases, WCAG accessibility compliance, FERPA/COPPA adherence, and emergency updates within 2 calendar days for critical errors. Non-mandatory specifications (evaluated during scoring) include 48-hour inquiry response time, 98% minimum fill rate, 100% invoice accuracy by SKU, 97% on-time statewide delivery, and 24-hour rush delivery when approved.

The initial contract term runs through August 31, 2027, with up to four one-year renewal options extending to August 31, 2031. Pricing may be structured as discounted percentages from list price by category, firm fixed costs, hourly rates for professional services, or per-user/per-institution rates for subscriptions. All prices must remain firm for 120 days after bid opening. A 1% contract management fee applies to all transactions net of returns and must be incorporated into quoted prices without separate line-item listing. Suppliers assume return shipping costs for damaged or incorrect materials; user-error returns accepted within 30 calendar days with users potentially bearing return costs. Suppliers must notify users of back-orders or shortages within three business days and propose alternatives when possible.

Evaluation criteria encompass executive summary, technical response, mandatory specifications compliance, pricing, references and past performance, and third-party supplier information using best-value methodology. Submissions must include Executive Summary (Exhibit 1), Technical Response (Exhibit 2), Pricing Template (Exhibit 4), References (Exhibit 5), Third-Party Supplier Information (Exhibit 6), OMES Form CP076 (Responding Bidder Information), and OMES Form CP004 (Non-Collusion Certification). General Terms (Attachment B) and Statewide Terms (Attachment C) establish $2,000,000 commercial general liability and auto liability insurance minimums; $5,000,000 privacy liability minimum if sensitive data access is involved; net 45-day payment terms; and state termination rights for convenience (30 days' notice), cause (30 days for cure or immediate for confidentiality/safety breaches), or funding insufficiency (15 days' notice). Quarterly Contract Usage Reports are due within 45 days following calendar quarter ends, submitted in Microsoft Excel format to strategic.sourcing@omes.ok.gov. Contracting Officer: Cini Zacharia. Submissions must be made exclusively through the Oklahoma Supplier Portal.