Loudoun County, Virginia
REQUEST FOR PROPOSAL BRAMBLETON LIBRARY OPENING DAY COLLECTION
ACCEPTANCE DATE: Prior to 4:00 p.m., October 30, 2017 “Atomic” Time
RFP NUMBER: RFQ 700
ACCEPTANCE Department of Finance and Procurement PLACE: Division of Procurement 1 Harrison Street, SE, 4th Floor Leesburg, Virginia 20175
Requests for information related to this Proposal should be directed to:
Katrice A. Walker, CFCM Contracting Officer (703) 737-8493 (703) 771-5097 (Fax) E-mail address: [email protected]
This document can be downloaded from our web site: www.loudoun.gov/procurement
Issue Date: October 4, 2017 IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS SOON AS POSSIBLE.
RFQ 700 REQUEST FOR PROPOSAL
BRAMBLETON LIBRARY OPENING DAY COLLECTION
SECTION/TITLE PAGE
1.0 PURPOSE ...... 3
2.0 COMPETITION INTENDED ...... 3
3.0 BACKGROUND INFORMATION ...... 3
4.0 SCOPE OF SERVICES ...... 4
5.0 TERMS AND CONDITIONS ...... 12
6.0 EVALUATION OF PROPOSALS: SELECTION FACTORS ...... 27
7.0 PROPOSAL SUBMISSION FORMAT ...... 27
8.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ...... 28
9.0 PROPOSAL SUBMISSION FORMS ...... 35
ATTACHMENT #1 – PRICING DISCOUNT ATTACHMENT #2 – MATERIAL PROCESSING SPECIFICATION ATTACHMENT #3 – CATALOGING SPECIFICATIONS
Prepared By: s/Katrice A. Walker Date: October 4, 2017 Contracting Officer
RFP RFQ 700 Brambleton Library Opening Day Collection Page 2 of 41 BRAMBLETON LIBRARY OPENING DAY COLLECTION
1.0 PURPOSE The intent of this Request for Proposal (RFP) is for the County of Loudoun, Virginia (County) to obtain proposals from qualified contractors for a wide range of shelf-ready materials in a variety of formats. Formats will include: hardcover books, trade and mass market paperbacks, audiobooks, DVDs and Blu-Ray discs, preloaded audio and video products, Spanish language and ESL materials, Hindi language materials, e-books and e-audiobooks, as well as opening day collection services, as appropriate, for the Loudoun County Public Library (LCPL). In order to obtain the best possible range of materials and services, the County reserves the right to award multiple Contracts based on this RFP. The number shall depend on the quality of the proposals received and the unique contributions specialty jobbers can make to the project. The total project cost shall not exceed $2,000,000.
2.0 COMPETITION INTENDED It is the County's intent that this RFP permits competition. It shall be the offeror's responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Purchasing Agent not later than fifteen (15) days prior to the date set for acceptance of proposals.
3.0 BACKGROUND INFORMATION Loudoun County, Virginia, one of the fastest growing counties in the United States, is a dynamic county with an outstanding quality of life, located just twenty-five (25) miles from Washington, D.C. The County enjoys a reputation for providing high quality services, including first-rate school and library systems. The LCPL system is ranked as one of the top in the nation by the HAPLR index, and was named a STAR Library by Library Journal. More information about the County is available at http://www.loudoun.gov/.
The Brambleton Library is located on the first two floors of a four-story building in the Brambleton Town Center and is approximately 40,000 square feet in size. The library is scheduled to open in July 2018 with a collection size of approximately 80,000 new items, including books and media. The new library is expected to be one of the busiest branches in the Loudoun County Public Library system with a dynamic local community of young families, teens, seniors, and town center shoppers.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 3 of 41 4.0 SCOPE OF SERVICES All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein. All offerors must be able to provide collection services for all or a portion of the Opening Day Collections services. Desired services include cost effective and timely provision of: A. A broad spectrum of library materials in sufficient quantities to meet the needs of the collection B. Vendor generated selection lists for specific types of material C. Delivery of full RDA-compliant MARC records to LCPL on pre- determined schedule, as appropriate D. Complete fund accounting for all purchases E. Storage of the items until required delivery F. A delivery schedule that meets the requirements of the library G. For offerors providing print materials: 1. New, processed, shelf-ready books 2. All materials fully cataloged with full RDA-compliant MARC records (bib and item level) 3. Live cataloging in LCPL Integrated Library System (ILS) 4. Shipment of items to the Brambleton Library H. For offerors providing only specialty print collections (Hindi language, Spanish language): 1. Delivery of full RDA-compliant MARC records to LCPL on pre- determined schedule (no further cataloging or processing required) 2. Shipment of items to LCPL Library Administration I. For offerors providing audiovisual materials: 1. New, processed, shelf-ready materials 2. All materials fully cataloged with full RDA-compliant MARC records (bib and item level) 3. Delivery of full MARC record files to LCPL on pre-determined schedule (no live cataloging in LCPL ILS) 4. Shipment of items to LCPL Library Administration J. For offerors providing e-materials: 1. Documentation on access, circulation specifications and catalog integration
RFP RFQ 700 Brambleton Library Opening Day Collection Page 4 of 41 2. If offeror requires a platform agreement, please include K. Additional Service: shelving items at Brambleton Library (please price separately) 4.1 General Specifications A. This Project seeks materials in all subject areas and readership levels, specifically: 1. Adult, young adult, and juvenile fiction 2. Adult, young adult, and juvenile nonfiction 3. Mass market and trade paperbacks 4. Picture books, easy readers, and board books 5. Large print fiction and nonfiction 6. Adult, young adult, and juvenile audiobooks 7. Adult and children’s DVDs and Blu-Ray discs 8. Spanish materials in all formats 9. ESL materials in all formats 10. Hindi language books, DVDs, and Blu-Ray discs 11. PlayAway audiobooks and Launchpads 12. Juvenile bilingual and multilingual materials in all formats 13. E-books and e-audiobooks B. For print materials (other than those providing only specialty print collections), Contractor shall catalog materials “live” in the LCPL TLC CARL·X ILS database, adding bibliographic records in real time. Contractors should access the ILS through the secure network connections specified by Loudoun County Department of Information Technology. Current connection to the ILS is established through VPN. Contractor are responsible for equipment and communication costs. C. Contractor shall provide all staff support, office, and warehouse space, and the equipment and supplies necessary for the purchasing, processing, cataloging, and shipment of items (exception may be library provided barcodes). D. At least one individual by name shall be designated to serve as project manager during the contract period. A designated liaison to work with the LCPL ILS administrator is also desirable. E. Contractor shall have the capability to incorporate changes made by LCPL during the course of the project. F. Performance requirements include:
RFP RFQ 700 Brambleton Library Opening Day Collection Page 5 of 41 1. Ability to start the project no later than four (4) weeks after the contract awards 2. Cataloging error rate shall not exceed 2% 3. Processing error rate shall not exceed 2% 4. Shipping error rate shall not exceed 2% 5. Credit and replacement error rate shall not exceed 2% 6. All project target dates shall be met by Contractors 7. Project shall pass any project audits 4.2 Collection Development and Selection Services A. Contractor shall have an online electronic proprietary ordering system that LCPL staff can search before ordering that allows the following functions: 1. Ability to search the system by ISBN, title, author, series, UPC, keyword on major fields, publisher, Dewey Decimal classification (DDC), or a combination of fields 2. Ability to limit search by grade level, publication date, binding, material type, stock status, initial print run 3. Ability to search by review source and its publication date 4. Ability to sort records by publication date, author, title, DDC, and series 5. Ability to accurately show the vendor’s current real time inventory including items in stock and items on order 6. Ability to know during a search if an item is already on another library list or has already been ordered; duplicate checking by title as well as ISBN is preferred B. Contractor shall be able to provide specialty lists/carts for items designated by categories and determined by LCPL staff. Each list/cart shall be clearly labeled according to the appropriate category. Examples include pre-publication lists of upcoming popular releases, top sellers in specific subject areas or formats, or buying profiles based on LCPL system wide collection performance. C. Contractor shall provide descriptions and samples of selection lists/carts with proposal and clearly describe options available for delivering lists to LCPL staff. LCPL staff shall work with Contractor to create selection list profiles and/or identify selection list needs after Project is awarded. D. Selection lists/carts shall be generated according to a schedule jointly agreed upon by LCPL and the Contractor, but not later than
RFP RFQ 700 Brambleton Library Opening Day Collection Page 6 of 41 thirty (30) days after receiving access to LCPL’s bibliographic database. E. Contractor shall provide supplemental lists/carts at any stage of the project at LCPL’s request F. Out of print or publisher out of stock titles shall not appear on selection lists. G. Selection lists shall contain items Contractor can supply. If items appear on the lists that are available as “direct order only,” they must be identified. H. Contractor shall clearly indicate if titles on list are currently in LCPL’s holdings. I. Selection lists shall include only newest editions or forthcoming editions of existing titles. J. Contractor shall provide updated selection lists, as needed, for pre- publication items to ensure that the items are on order by opening day. K. Previously selected titles must not appear on forthcoming selection lists. L. Contractor shall identify materials available as standing orders including specific titles, series, and formats. M. The Contractor shall provide the following formats over others when available: 1. Hardcover editions preferred over paperback editions for adult and juvenile titles 2. Trade paperback editions preferred over mass market paperbacks for adult and juvenile titles 3. Library editions preferred over standard hardcover or paperback editions for juvenile titles 4. When hardcover picture books are not available, Follettbound (or other bindings of similar quality; level of acceptably quality to be determined LCPL) are required N. Selection lists shall include the following information and shall be sorted in accordance with LCPL staff requests: 1. Author/editor (last name, first name) 2. Title 3. ISBN/ISSN 4. Publisher 5. Date of publication
RFP RFQ 700 Brambleton Library Opening Day Collection Page 7 of 41 6. Edition 7. Dewey # 8. Series 9. Inventory status (i.e. in stock, on order) 10. List price 11. Discount price 12. Total cost of list and total cost after discount 13. Binding 14. Full text review if available 4.3 Order Handling and Status A. Contractors shall describe options by which LCPL may place orders. B. Contractor’s fill rate must meet or exceed 90% of all items ordered and ship from stock 85% of orders for available new titles within thirty (30) days from the receipt of order, including cataloging and processing time. C. All items backordered and available from the publisher must be fully cataloged, processed, and delivered within 120 days of receipt of order. D. Contractor shall list discount schedules, cataloging, and processing fees separately for each type of material. E. Contractor shall identify duplicate orders for a title, should they occur, but allow for multiple and/or added copies when multiple copies are ordered. F. Contractor shall cancel orders not supplied within 180 days. Contractor shall report cancellations to LCPL monthly including reason for cancellation. G. Contractor shall establish separate order/fund accounts for each category of materials as defined by LCPL collection development staff. Each fund account shall have a cap determined by LCPL, which may not be exceeded or adjusted unless authorized by LCPL. H. Contractor shall describe procedures taken for handling defective materials. Contractors shall accept and pay for return of materials found to be defective or not as ordered and shall credit charges for incorrect processing. No time limits shall be imposed for these returns and credits. I. Contractor shall supply a monthly status report indicating the status of current unfilled orders. Contractor shall provide a sample status report with bid reply and provide definitions for all status codes.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 8 of 41 J. Contractor shall supply a separate confirmation report for each order placed which shall include: 1. Purchase order number 2. Fund account number 3. Order date 4. Quantity 5. Author/editor 6. Title 7. Edition/binding 8. Publisher 9. Publication date 10. ISBN/ISSN 11. List unit price 12. Price extension 13. Discount price 14. Total quantity 15. Total price all copies after discount 16. Additional shelf ready charges: cataloging, processing, added item, and linking to LCPL database 4.4 Shipping A. Contractor shall describe in detail the methods used for packing, labeling, storing (if applicable), and shipping the materials, including insurance coverage (if applicable). B. LCPL reserves the right to inspect processing and cataloging of items prior to shipping. C. For Contractors providing print materials (other than those providing only specialty print collections): 1. Contractor shall store all materials included in the Opening Day Collection until requested by LCPL; storage should be by material categories and boxed and shipped in shelf list order 2. Shipments shall be sent directly to the Brambleton Library 3. Cartons must be clearly labeled by Dewey classification, format, and collection type D. All other Contractors shall supply and ship available items to LCPL Library Administration on an ongoing basis and according to a schedule agreed upon by LCPL and the Contractor.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 9 of 41 E. Shipments shall be made with inside delivery and will be limited to an agreed upon number of boxes. Single shipments shall not exceed 25 boxes. No pallet/skid deliveries are accepted. Shipments must arrive between the hours of 9am and 4pm Monday through Friday excluding holidays. F. Contractor shall ensure a method for claiming items shipped but not received, i.e. contents and packing slip did not match. G. Contractor shall describe procedures taken if:
1. Items delivered are found to be defective 2. Packing list does not agree with contents of box 3. Unavoidable delays occur in opening the Brambleton Library 4.5 Reporting A. Contractor shall provide a monthly status report for each fund account to include: 1. Percentage (%) of total allocation encumbered by fund account 2. Percentage (%) of total allocation expended by fund account 3. Percentage (%) of total allocation with working balance by fund account 4. Total units and dollars selected per month 5. Cumulative (project to date) information on total units and dollars selected 6. Total amount encumbered by fund account including cataloging, added item and processing charges 4.6 Work Plan A. Contractor shall describe their work plan and identify the work team that shall handle LCPL’s Brambleton Library Opening Day Collection project including key personnel responsible for overall project management and project schedule and for functions such as collection development services, ordering, cataloging, processing, invoicing, technical support, and delivery. B. Contractors shall provide problem resolution methods with a guaranteed time of twenty-four (24) hours for all correspondence received from LCPL. C. Contractors shall describe their methods of quality control for each function detailed in Section 4.0. D. Contractor shall indicate how changes during the term of the Contract in LCPL operations will be accommodated, i.e. changes in software, cataloging, or processing specifications.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 10 of 41 4.7 Processing and Preparation A. Contractor shall process library materials to the exact specifications for all types of materials detailed in the LCPL Materials Processing Specifications (Attachment #2 to the RFP), when processing services are requested. B. Acceptable labels, supplies, and list of suppliers are included in the Materials Processing Specifications addendum. All processing supplies shall be furnished by the vendor (exception may be library provided barcodes). Digital barcodes are acceptable but require prior testing with LCPL’s system. C. For DVDs, Blu-Ray discs, and audiobooks, digital processing is preferred. D. Contractors, upon selection, shall supply processed samples of each category of item so that LCPL can check for accuracy. 4.8 Cataloging and Electronic Data A. Contractors providing print materials (other than those providing only specialty print collections) should have the capability to interface with TLC CARL·X ILS database. Contractors shall not use the LCPL CARL·X database except to perform the work outlined in the RFP. Contractors shall be responsible for purchasing, installing, and testing the functionality of all equipment and software necessary to interface with CARL·X. B. Contractors providing print materials (other than those providing only specialty print collections) must have the capability to catalog materials to the exact specifications detailed in the Cataloging Specifications (Attachment #3 to the RFP). C. Contractors providing print materials (other than those providing only specialty print collections) shall use LCPL's current bibliographic database to determine if a new record is needed. If the bibliographic record already exists at LCPL, the Contractors shall provide item information to update the holdings information in the database. If a bibliographic record does not already appear in the LCPL database, the contractor must provide Online Computer Library Center (OCLC) catalog records which shall be modified or constructed in a manner consistent with LCPL’s existing cataloging data and practices. Original cataloging will be done as OCLC-defined full level MARC records. Contractors, upon selection, shall supply sample files to assure compatibility with LCPL’s online catalog and cataloging specifications. D. Contractors providing only specialty print collections, audiovisual materials, or e-materials shall provide full OCLC MARC records. E. MARC records provided by all Contractors must be RDA-compliant.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 11 of 41 F. Contractors providing print materials (other than those providing only specialty print collections) shall ensure that the OCLC database is updated to reflect LCPL holdings of titles cataloged by vendor.
5.0 TERMS AND CONDITIONS The Agreement for Service (“Contract” or “Agreement”) with the successful offeror will contain the following Terms and Conditions. Offerors taking exception to these terms and conditions or intending to propose additional or alternative language must (a) identify with specificity the County Terms and Conditions to which they take exception or seek to amend or replace; and (b) include any additional or different language with their proposal. Failure to both identify with specificity those terms and conditions offeror takes exception to or seeks to amend or replace as well as to provide offeror’s additional or alternate Contract terms may result in rejection of the proposal. While the County may accept additional or different language if so provided with the proposal, the Terms and Conditions marked with an asterisk (*) are mandatory and non-negotiable. 5.1 Procedures The extent and character of the services to be performed by the Contractor shall be subject to the general control and approval of the County’s Director of Public Library or his/her authorized representative(s). The Contractor shall not comply with requests and/or orders issued by other than the Director of Public Library or his/her authorized representative(s) acting within their authority for the County. Any change to the Contract must be approved in writing by the Division of Procurement and the Contractor. 5.2 Term The Contract shall cover the period from the date of award through the estimated completion date of the Project, which is approximately July 1, 2018. 5.3 Delays and Delivery Failures Time is of the essence. The Contractor must keep the County advised at all times of status of parties’ agreement. If delay is foreseen, the Contractor shall give immediate written notice to the Division of Procurement. Should the Contractor fail to deliver the proper item(s)/service(s) at the time and place(s) contracted for, or within a reasonable period of time thereafter as agreed to in writing by the Division of Procurement, or should the Contractor fail to make a timely replacement of rejected items/services when so required, the County may purchase items/services of comparable quality and quantity in the open market to replace the undelivered or rejected items/services. The Contractor shall reimburse the County for all costs in excess of the Agreement price when purchases are made in the open market; or, in the event that there is a balance the County owes to the Contractor from prior transactions, an amount equal to the additional expense incurred by the County as a result of the Contractor's nonperformance shall be deducted from the balance as payment. 5.4 Business, Professional, and Occupational License Requirement
RFP RFQ 700 Brambleton Library Opening Day Collection Page 12 of 41 All firms or individuals located or doing business in Loudoun County are required to be licensed in accordance with the County's "Business, Professional, and Occupational Licensing (BPOL) Tax" Ordinance during the initial term of the Contract or any renewal period. Wholesale and retail merchants without a business location in Loudoun County are exempt from this requirement. Questions concerning the BPOL Tax should be directed to the Office of Commissioner of Revenue, telephone (703) 777-0260. 5.5 Payment of Taxes All Contractors located or owning property in Loudoun County shall assure that all real and personal property taxes are paid. The County will verify payment of all real and personal property taxes by the Contractor prior to the award of any Contract or Contract renewal. 5.6 Insurance A. The Contractor shall be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith. The Contractor assumes all risk of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the Contract. B. The Contractor and all subcontractors shall, during the continuance of all work under the Contract provide the following: 1. Workers' compensation and Employer's Liability to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia. 2. Comprehensive General Liability insurance to protect the Contractor, and the interest of the County, its officers, employees, and agents against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the Contract or in connection with the contracted work. The General Liability insurance shall also include the Broad Form Property Damage endorsement, in addition to coverage for explosion, collapse, and underground hazards, where required.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 13 of 41 3. Automobile Liability insurance, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. C. The Contractor agrees to provide the above referenced policies with the following limits. Liability insurance limits may be arranged by General Liability and Automobile policies for the full limits required, or by a combination of underlying policies for lesser limits with the remaining limits provided by an Excess or Umbrella Liability policy. 1. Workers’ Compensation: Coverage A: Statutory Coverage B: $100,000 2. General Liability: Per Occurrence: $1,000,000 Personal/Advertising Injury: $1,000,000 General Aggregate: $2,000,000 Products/Completed Operations: $2,000,000 aggregate Fire Damage Legal Liability: $100,000 GL Coverage, excluding Products and Completed Operations, should be on a Per Project Basis 3. Automobile Liability: Combined Single Limit: $1,000,000 D. The following provisions shall be agreed to by the Contractor: 1. No change, cancellation, or non-renewal shall be made in any insurance coverage without a forty-five (45) day written notice to the County. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished. 2. Liability Insurance "Claims Made" basis: If the liability insurance purchased by the Contractor has been issued on a "claims made" basis, the Contractor must comply with the following additional conditions. The limits of liability and the extensions to be included as described previously in these provisions, remain the same. The Contractor must either: a. Agree to provide certificates of insurance evidencing the above coverage for a period of two (2) years after final payment for the Contract for General Liability policies This certificate shall evidence a "retroactive
RFP RFQ 700 Brambleton Library Opening Day Collection Page 14 of 41 date" no later than the beginning of the Contractor's work under this Contract, or b. Purchase the extended reporting period endorsement for the policy or policies in force during the term of this Contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself. 3. The Contractor must disclose the amount of deductible/self- insured retention applicable to the General Liability and Automobile Liability. The County reserves the right to request additional information to determine if the Contractor has the financial capacity to meet its obligations under a deductible/self-insured plan. If this provision is utilized, the Contractor will be permitted to provide evidence of its ability to fund the deductible/self-insured retention. 4. a. The Contractor agrees to provide insurance issued by companies admitted within the Commonwealth of Virginia, with the Best's Key Rating of at least A:VII. b. European markets including those based in London, and the domestic surplus lines market that operate on a non-admitted basis are exempt from this requirement provided that the Contractor's broker can provide financial data to establish that a market's policyholder surpluses are equal to or exceed the surpluses that correspond to Best's A:VII Rating. 5. a. The Contractor will provide an original signed Certificate of Insurance and such endorsements as prescribed herein. b. The Contractor will provide on request certified copies of all insurance coverage related to the Contract within ten (10) business days of request by the County. These certified copies will be sent to the County from the Contractor's insurance agent or representative. Any request made under this provision will be deemed confidential and proprietary. c. Any certificates provided shall indicate the Contract name and number. 6. The County, its officers and employees shall be Endorsed to the Contractor's Automobile and General Liability policies as an "additional insured" with the provision that this coverage "is primary to all other coverage the County may possess." (Use "loss payee" where there is an insurable interest). A Certificate of Insurance evidencing the additional insured
RFP RFQ 700 Brambleton Library Opening Day Collection Page 15 of 41 status must be presented to the County along with a copy of the Endorsement. 7. Compliance by the Contractor with the foregoing requirements as to carrying insurance shall not relieve the Contractor of their liabilities provisions of the Contract. E. Precaution shall be exercised at all times for the protection of persons (including employees) and property. F. The Contractor is to comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, as it may apply to this Contract. G. If an "ACORD" Insurance Certificate form is used by the Contractor's insurance agent, the words "endeavor to" and ". . . but failure to mail such notice shall impose no obligation or liability of any kind upon the company" in the "Cancellation" paragraph of the form shall be deleted. H. The Contractor agrees to waive all rights of subrogation against the County, its officers, employees, and agents. 5.7 Hold Harmless The Contractor shall, indemnify, defend, and hold harmless the County from loss from all suits, actions, or claims of any kind brought as a consequence of any negligent act or omission by the Contractor. The Contractor agrees that this clause shall include claims involving infringement of patent or copyright. For purposes of this paragraph, “County” and “Contractor” includes their employees, officials, agents, and representatives. “Contractor” also includes subcontractors and suppliers to the Contractor. The word “defend” means to provide legal counsel for the County or to reimburse the County for its attorneys’ fees and costs related to the claim. This section shall survive the Contract. The County is prohibited from indemnifying Contractor and/or any other third parties. 5.8 Safety All Contractors and subcontractors performing services for the County are required to and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all Contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this Contract. 5.9 Permits It shall be the responsibility of the Contractor to comply with County ordinances by securing any necessary permits. The County will waive any fees involved in securing County permits. 5.10 Notice of Required Disability Legislation Compliance *
RFP RFQ 700 Brambleton Library Opening Day Collection Page 16 of 41 The County is required to comply with state and federal disability legislation: The Rehabilitation Act of 1973 Section 504, The Americans with Disabilities Act (ADA) for 1990 Title II and The Virginians with Disabilities Act of 1990. Specifically, Loudoun County, may not, through its contractual and/or financial arrangements, directly or indirectly avoid compliance with Title II of the Americans with Disabilities Act, Public Law 101-336, which prohibits discrimination by public entities on the basis of disability. Subtitle A protects qualified individuals with disability from discrimination on the basis of disability in the services, programs, or activities of all State and local governments. It extends the prohibition of discrimination in federally assisted programs established by the Rehabilitation Act of 1973 Section 504 to all activities of state and local governments, including those that do not receive federal financial assistance, and incorporates specific prohibitions of discrimination on the basis of disability in Titles I, III, and V of the Americans with Disabilities Act. The Virginians with Disabilities Act of 1990 follows the Rehabilitation Act of 1973 Section 504.
5.11 Ethics in Public Contracting * The provisions contained in §§ 2.2-4367 through 2.2-4377 of the Virginia Public Procurement Act as set forth in the 1950 Code of Virginia, as amended, shall be applicable to all Contracts solicited or entered into by the County. A copy of these provisions may be obtained from the Purchasing Agent upon request. The above-stated provisions supplement, but do not supersede, other provisions of law including, but not limited to, the Virginia State and Local Government Conflict of Interests Act (§ 2.2-3100 et seq.), the Virginia Governmental Frauds Act (§ 18.2-498.1 et seq.) and Articles 2 and 3 of Chapter 10 of Title 18.2. The provisions apply notwithstanding the fact that the conduct described may not constitute a violation of the Virginia State and Local Government Conflict of Interests Act.
5.12 Employment Discrimination by Contractors Prohibited *
Every Contract of over $10,000 shall include the following provisions: A. During the performance of this Contract, the Contractor agrees as follows: 1. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, status as a service disabled veteran, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for
RFP RFQ 700 Brambleton Library Opening Day Collection Page 17 of 41 employment, notices setting forth the provisions of this nondiscrimination clause. 2. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, shall state that such Contractor is an equal opportunity employer. 3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient to meet this requirement. B. The Contractor will include the provisions of the foregoing paragraphs, 1, 2, and 3 in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
5.13 Drug-free Workplace * Every Contract over $10,000 shall include the following provision: During the performance of this Contract, the Contractor agrees to (i) provide a drug-free workplace for the Contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or behalf of the Contractor that the Contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific Contract awarded to a Contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the Contract. 5.14 Faith-Based Organizations * The County does not discriminate against faith-based organizations. 5.15 Immigration Reform and Control Act of 1986 * By entering this Contract, the Contractor certifies that it does not and will not during the performance of this Contract violate the provisions of the Federal Immigration Reform and Control Act of 1986, which prohibits employment of illegal aliens. 5.16 Substitutions
RFP RFQ 700 Brambleton Library Opening Day Collection Page 18 of 41 NO substitutions, additions or cancellations, including those of key personnel, are permitted after Contract award without written approval by the Division of Procurement. Where specific employees are proposed by the Contractor for the work, those employees shall perform the work as long as those employees work for the Contractor, either as employees or subcontractors, unless the County agrees to a substitution. Requests for substitutions will be reviewed by the County and approval may be given by the County at its sole discretion. 5.17 Condition of Items All items shall be new, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated herein or as may be agreed to by the parties in a written amendment to this Agreement. Oral or written but unsigned agreements to the contrary will not be recognized. 5.18 Workmanship and Inspection All work under this Contract shall be performed in a skillful and workmanlike manner. The Contractor and its employees shall be professional and courteous at all times. The County reserves the right to require immediate removal of any Contractor employee from County service it deems unfit for service for any reason, not contrary to law. This right is non-negotiable and the Contractor agrees to this condition by accepting this Agreement. Further, the County may, from time to time, make inspections of the work performed under the Agreement. Any inspection by the County does not relieve the Contractor of any responsibility in meeting the Agreement requirements. The Contractor will have all employees working at County sites wear a uniform and have photo identification (frontal face). This identification must be prominently displayed at all times. No one with a felony conviction may be employed under this Agreement. The Contractor MUST remove any employee from County service who is convicted of a felony during his or her employment. 5.19 Exemption from Taxes * Pursuant to Va. Code § 58.1-609.1, the County is exempt from Virginia State Sales or Use Taxes and Federal Excise Tax, therefore the Contractor shall not charge the County for Virginia State Sales or Use Taxes or Federal Excise Tax on the finished goods or products provided under the Contract. However, this exemption does not apply to the Contractor, and the Contractor shall be responsible for the payment of any sales, use, or excise tax it incurs in providing the goods required by the Contract, including, but not limited to, taxes on materials purchased by a Contractor for incorporation in or use on a construction project. Nothing in this section shall prohibit the Contractor from including its own sales tax expense in connection with the Contract in its Contract price. 5.20 Ordering, Invoicing and Payment All work requested under this Contract shall be placed on the Contractor’s Order Form. The Contractor shall not accept credit card orders or payments.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 19 of 41 Contractor shall submit invoices in duplicate at the end of each calendar month, such statement to include a detailed breakdown of all charges and shall be based on completion of tasks or deliverables and shall include progress reports. A. Invoices must be sent to the both the County and BTCI Residual Land L.L.C. Invoices must be sent separately to the bill to address and not included in the shipment.
1. Invoices shall be submitted via email to: BTC Residual Land L.L.C. [email protected]
AND
County of Loudoun, VA Department of Library Services [email protected]
2. Every invoice and packing slip shall include: 1. Bill to: BTC Residual Land L.L.C. 42395 Ryan Road Suite 301 Brambleton, VA 20148 Attn: Meryl Bisaga 2. Ship to: a. For Contractors providing print materials (other than those providing only specialty print collections): Brambleton Library 24600 Mill Stream Drive Stone Ridge, VA 20105 b. For all other Contractors: Loudoun County Public Library, Library Administration 102 North St NW Suite A Leesburg, VA 20176 3. Invoice number 4. BTC Residual Land L.L.C. account number 5. Purchase order number 6. Order date 7. Billing date
5.21 Payments to Subcontractors *
RFP RFQ 700 Brambleton Library Opening Day Collection Page 20 of 41 Within seven (7) days after receipt of amounts paid by the County for work performed by a subcontractor under this Contract, the Contractor shall either: A. Pay the subcontractor for the proportionate share of the total payment received from the County attributable to the work performed by the subcontractor under this Contract; or B. Notify the County and subcontractor, in writing, of his intention to withhold all or a part of the subcontractor's payment and the reason for non-payment. The Contractor shall pay interest to the subcontractor on all amounts owed that remain unpaid beyond the seven (7) day period except for amounts withheld as allowed in item B. above. Unless otherwise provided under the terms of this Contract, interest shall accrue at the rate of one percent (1%) per month. The Contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements as set forth above with respect to each lower-tier subcontractor. The Contractor's obligation to pay an interest charge to a subcontractor pursuant to this provision may not be construed to be an obligation of the County. 5.22 Assignment * The Agreement may not be assigned in whole or in part without the prior written consent of the Division of Procurement. The rights and obligations of the Contractor are personal and may be performed only by the Contractor. Any purported assignment that does not comply with this provision is void. This Agreement is binding upon and inures to the benefit of the parties and their respective permitted successors and assigns. 5.23 Termination Subject to the provisions below, the Contract may be terminated by the County upon thirty (30) days advance written notice to the Contractor; but if any work or service hereunder is in progress, but not completed as of the date of termination, then the Contract may be extended upon written approval of the County until said work or services are completed and accepted. A. Termination for Convenience The County may terminate this Contract for convenience at any time in which the case the parties shall negotiate reasonable termination costs. B. Termination for Cause
RFP RFQ 700 Brambleton Library Opening Day Collection Page 21 of 41 In the event of Termination for Cause, the thirty (30) days advance notice is waived and the Contractor shall not be entitled to termination costs. C. Termination Due to Unavailability of Funds in Succeeding Fiscal Years If funds are not appropriated or otherwise made available to support continuation of the performance of this Contract in a subsequent fiscal year, then the Contract shall be canceled and, to the extent permitted by law, the Contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the supplies or services delivered under the Contract.
5.24 Contractual Disputes * The Contractor shall give written notice to the Purchasing Agent of intent to file a claim for money or other relief within ten (10) calendar days of the occurrence giving rise to the claim or at the beginning of the work upon which the claim is to be based, whichever is earlier. The Contractor shall submit its invoice for final payment within thirty (30) days after completion or delivery. The claim, with supporting documentation, shall be submitted to the Purchasing Agent by US Mail, courier, or overnight delivery service, no later than sixty (60) days after final payment. If the claim is not disposed of by agreement, the Purchasing Agent shall reduce his/her decision to writing and mail or otherwise forward a copy thereof to the Contractor within thirty (30) days of the County’s receipt of the claim. The Purchasing Agent's decision shall be final unless the Contractor appeals within thirty (30) days by submitting a written letter of appeal to the County Administrator, or his designee. The County Administrator shall render a decision within sixty (60) days of receipt of the appeal. No Contractor shall institute any legal action until all statutory requirements have been met. Each party shall bear its own costs and expenses resulting from any litigation, including attorney’s fees.
5.25 Severability * In the event that any provision shall be adjudged or decreed to be invalid, by a court of competent jurisdiction, such ruling shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall continue to be valid, binding and in full force and effect.
5.26 Governing Law/Forum * This Agreement shall be governed and construed in all respects by its terms and by the laws of the Commonwealth of Virginia, without giving effect to its
RFP RFQ 700 Brambleton Library Opening Day Collection Page 22 of 41 conflicts of laws provisions. Any judicial action shall be filed in the Commonwealth of Virginia, County of Loudoun.. Contractor expressly waives any objection to venue or jurisdiction of the Loudoun County Circuit Court, Loudoun County, Virginia. Contractor expressly consents to waiver of service of process in an action pending in the Loudoun County Circuit Court pursuant to Virginia Code Section 8.01-286.1. 5.27 Notices All notices and other communications hereunder shall be deemed to have been given when made in writing and either (a) delivered in person, (b) delivered to an agent, such as an overnight or similar delivery service, or (c) deposited in the United States mail, postage prepaid, certified or registered, addressed as follows: TO CONTRACTOR: TO COUNTY: TBD County of Loudoun, Virginia Division of Procurement Attn: Katrice Walker
Via delivery method (a) or (b) 1 Harrison Street, SE, 4th Floor Leesburg, VA 20175
Or Via delivery method (c) P.O. Box 7000 Leesburg, VA 20175
Notice is deemed to have been received: (i) on the date of delivery if delivered in person; (ii) on the first business day after the date of delivery if sent by same day or overnight courier service; or (iii) on the third business day after the date of mailing, if sent by certified or registered United States Mail, return receipt requested, postage and charges prepaid. 5.28 Licensure To the extent required by the Commonwealth of Virginia (see e.g. 54.1-1100 et seq. of the Code of Virginia) or the County, the Contractor shall be duly licensed to perform the services required to be delivered pursuant to this Contract.
5.29 Authority to Transact Business in Virginia * A Contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by
RFP RFQ 700 Brambleton Library Opening Day Collection Page 23 of 41 Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described herein that enters into a Contract with the County pursuant to the Virginia Public Procurement Act 2.2-4300 et seq. shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50 of the Code of Virginia, to be revoked or cancelled at any time during the term of the Contract. The County may void any Contract with a business entity if the business entity fails to remain in compliance with the provisions of this section. 5.30 No Smoking Smoking in all County buildings is prohibited. The County may designate a smoking area outside County facilities. Contractor shall only use those designated smoking areas. Certain County facilities, both inside and outside, may be entirely smoke free. Contractor shall inquire of the Contract Administrator or designee if a facility is entirely smoke free. Failure to adhere to the County’s no smoking policies may lead to removal of Contractor employees and possible Contract termination. 5.31 Background Checks The Contractor shall obtain background checks on all personnel who will be assigned to County buildings working in any capacity including supervision. The background check MUST be completed and received by the County Contract Administrator before any personnel can work on County property. The Contractor should have enough qualified people with current background checks so as to be able to provide a replacement within twenty- four (24) hours. It is recommended that the Contractor keep on file with the Contract Administrator a list of persons who may work at County properties so that replacements can be quickly made. Should a replacement take longer than twenty-four (24) hours, this may be cause for termination of the Agreement. Should the Contractor assign someone who has not had a background check, that person will be immediately ordered off of County property and the Contractor may not bill the County for any hours worked. No one with a felony conviction may be employed under this Agreement. The Contractor MUST remove any employee from County service who is convicted of a felony during his or her employment. After initial background checks have been made, they must be done annually for any person working at County sites after one (1) year. Failure to obtain background checks as specified can result in termination of the Agreement. 5.32 Confidentiality A. Contractor Confidentiality The Contractor acknowledges and understands that its employees may have access to proprietary, business information, or other confidential information belonging to the County of Loudoun.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 24 of 41 Therefore, except as required by law, the Contractor agrees that its employees will not: 1. Access or attempt to access data that is unrelated to their job duties or authorizations as related to this Contract. 2. Access or attempt to access information beyond their stated authorization. 3. Disclose to any other person or allow any other person access to any information related to the County or any of its facilities or any other user of this Contract that is proprietary or confidential. Disclosure of information includes, but is not limited to, verbal discussions, FAX transmissions, electronic mail messages, voice mail communication, written documentation, “loaning” computer access codes and/or another transmission or sharing of data. The Contractor understands that the County, or others may suffer irreparable harm by disclosure of proprietary or confidential information and that the County may seek legal remedies available to it should such disclosure occur. Further, the Contractor understands that violations of this provision may result in Contract termination. The Contractor further understands that information and data obtained during the performance of this agreement shall be considered confidential, during and following the term of this Contract, and will not be divulged without the Purchasing Agent’s written consent and then only in strict accordance with prevailing laws. The Contractor shall hold all information provided by the County as proprietary and confidential, and shall make no unauthorized reproduction or distribution of such material.
B. County Confidentiality The County understands that certain information provided by the Contractor during the performance of this Agreement may also contain confidential or proprietary information. Contractor acknowledges that this Contract and public records (as defined by §2.2-3701 of the Virginia Freedom of Information Act) provided pursuant to this Contract are subject to the Virginia Freedom of Information Act §§2.2-3700 et seq. and the Virginia Public Procurement Act §2.2-4342 of the Code of Virginia. 5.33 Counterparts This Contract and any amendments or renewals hereto may be executed in a number of counterparts, and each counterpart signature, when taken with the other counterpart signatures, is treated as if executed upon one original of this Contract or any amendment or renewal. A signature by any party to
RFP RFQ 700 Brambleton Library Opening Day Collection Page 25 of 41 this Contract provided by facsimile or electronic mail is binding upon that party as if it were the original. 5.34 Force Majeure A party is not liable for failure to perform the party's obligations if such failure is as a result of Acts of God (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, strikes at national level or industrial disputes at a national level, or strike or industrial disputes by labor not employed by the affected party, its subcontractors or its suppliers and which affect an essential portion of the contracted for works but excluding any industrial dispute which is specific to the performance of the works or this contract, interruption or failure of electricity or telephone service. If a party asserts Force Majeure as an excuse for failure to perform the party's obligation, that party must immediately notify the other party giving full particulars of the event of force majeure and the reasons for the event of force majeure preventing that party from, or delaying that party in performing its obligations under this contract and that party must use its reasonable efforts to mitigate the effect of the event of force majeure upon its or their performance of the contract and to fulfill its or their obligations under the contract. An event of force majeure does not relieve a party from liability for an obligation which arose before the occurrence of that event, nor does that event affect the obligation to pay money in a timely manner which matured prior to the occurrence of that event. The Contractor has no entitlement and County has no liability for: (1) any costs, losses, expenses, damages or the payment of any part of the contract price during an event of force majeure; and (2) any delay costs in any way incurred by the contractor due to an event of force majeure. 5.35 Survival of Terms Upon discharge of this Agreement, Sections (Notice, Hold Harmless, Warranties, Governing Law/Forum, Contractual Disputes) of these Terms and Conditions continue and survive in full force and effect. 5.36 Non-Waiver No waiver of any provision of this Agreement shall constitute a waiver of any other provision nor shall any waiver of this Agreement constitute a continuing waiver unless otherwise expressly provided.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 26 of 41 6.0 EVALUATION OF PROPOSALS: SELECTION FACTORS The criteria set forth below will be used in the receipt of proposals and selection of the successful offeror. The County Proposal Analysis Group (PAG) will review and evaluate each proposal and selection will be made on the basis of the criteria listed below. The offerors submitting proposals shall include with that proposal statements on the following: A. Ability to meet or exceed RFP specifications (25 points) B. Contractor Viability and Support including Work Plan and Timetable (20 points) C. Discount from list price (15 points) D. Credentials and related experience including project team credentials (20 points) E. Cost of services (20 points) The PAG will collectively develop a composite rating which indicates the group's collective ranking of the highest rated proposals in a descending order. The PAG may then conduct interviews with only the top ranked offerors, usually the top two (2) or three (3) depending upon the number of proposals received. Negotiations shall be conducted with offerors so selected. The PAG may request a Best and Final Offer(s) (BAFO) and/or make a recommendation for the Contract award.
7.0 PROPOSAL SUBMISSION FORMAT Offerors are to make written proposals that present the offeror’s qualifications and understanding of the work to be performed. Offerors shall address each of the specific evaluation criteria listed below, in the following order. Failure to include any of the requested information may be cause for the proposal to be considered nonresponsive and rejected.
A. Ability to meet or exceed RFP specifications (25 points) 1. Offeror’s ability to meet or exceed all requirements stated in Scope of Services. 2. Describe the variety of items that your firm has available. Does your firm have a specialty? If so, what is that specialty? What is your backorder rate? 3. Provide a brief history of the firm and familiarization with specific products B. Contractor Viability and Support including Work Plan and Timetable (20 points) 1. Provide current staffing and support levels. 2. Describe firm’s ability to perform the service required within the specified timetable. C. Discount from list price (15 points)
RFP RFQ 700 Brambleton Library Opening Day Collection Page 27 of 41 1. Describe firm’s discounts on each of the product items requested. D. Credentials and related experience including project team credentials (20 points) 1. Provide at least three (3) references for which your firm has provided similar products and services. References shall include firm name, contact name, phone number, and email address. E. Cost of services (20 points)
8.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS 8.1 Preparation and Submission of Proposals A. Before submitting a proposal, read the ENTIRE solicitation including the Terms and Conditions. Failure to read any part of this solicitation will not relieve an offeror of the Contractual obligations. B. Pricing must be submitted on RFP pricing form only. Include other information, as requested or required. C. All proposals must be submitted to the Division of Procurement in a sealed container. The face of the sealed container shall indicate the RFP number, time and date of opening and the title of the RFP. D. All proposals shall be signed in ink by the individual or authorized principals of the firm. E. All attachments to the RFP requiring execution by the offeror are to be returned with the proposal. F. Proposals must be received by the Division of Procurement prior to 4:00 p.m., local Atomic time on the Acceptance Date stated on the cover of this solicitation. An atomic clock is located in the Division of Procurement and can also be verified by visiting http://www.time.gov/timezone.cgi?Eastern/d/-5/java. Requests for extensions of this time and date will not be granted, unless deemed to be in the County's best interest. Offerors mailing their proposals shall allow for sufficient mail time to ensure receipt of their proposals by the Division of Procurement by the time and date fixed for acceptance of the proposals. Proposals or unsolicited amendments to proposals received by the County after the acceptance date and time will not be considered. Proposals will be publicly accepted and logged in at the time and date specified above. G. Proposals may be submitted via US Mail to PO Box 7000,Leesburg, Virginia 20177-7000; or hand delivered or private carrier (UPS/FedEx) to 1 Harrison Street, S.E., 4th Floor, Leesburg, Virginia 20175. Faxed and e-mailed proposals will not be accepted. (Please note: Offerors choosing to submit proposals via US Mail should allow at least an additional twenty-four (24) hours in the delivery process for internal County mailroom distribution).
RFP RFQ 700 Brambleton Library Opening Day Collection Page 28 of 41 H. Each offeror shall submit one (1) original and six (6) copies of their proposal to the County's Division of Procurement as indicated on the cover sheet of this RFP. 8.2 Questions and Inquiries Questions and inquiries, both oral and written, will be accepted from any and all offerors. However, when requested, complex oral questions shall be submitted in writing. The Division of Procurement is the sole point of contact for this solicitation unless otherwise instructed herein. Unauthorized contact with other Loudoun County staff regarding the RFP may result in the disqualification of the offeror. Inquiries pertaining to the RFP must give the RFP number, time and date of opening and the title of the RFP. Material questions will be answered in writing with an Addendum provided, however, that all questions are received at least ten (10) days in advance of the proposal opening date or by 5:00 p.m. October 16, 2017. It is the responsibility of all offerors to ensure that they have received all Addendums and to include signed copies with their proposal. Addendums can be downloaded from www.loudoun.gov/procurement. 8.3 Completion Proposal must show number of calendar days required to complete the project or services under normal conditions. Failure to state completion time obligates offeror to complete the project according to the County's schedule. Unrealistically short or long completion promised may cause proposal to be disregarded. 8.4 Firm Pricing for County Acceptance Proposal pricing must be firm for County acceptance for a minimum of ninety (90) days from proposal receipt date. “Discount from list” proposals are not acceptable unless requested. 8.5 Unit Price Quote unit price on quantity specified and extend and show total. In case of errors in extension, unit prices shall govern. 8.6 Quotations to be F.O.B. Destination - Freight Prepaid and Allowed Any goods to be delivered to a County location shall be coordinated with the Contract Administrator prior to delivery. Such goods shall be delivered F.O.B. Destination, freight prepaid, and allowed. COD deliveries shall be denied. The cost of freight, insurance, and all other delivery related costs shall be included in the cost of performing the work proposed in the price proposal. 8.7 Proprietary Information Trade secrets or proprietary information submitted by an offeror in connection with this solicitation shall not be subject to disclosure under the Virginia Freedom of Information Act; however, pursuant to § 2.2-4342 of the Code of Virginia, the offeror must invoke the protections of this
RFP RFQ 700 Brambleton Library Opening Day Collection Page 29 of 41 section prior to or upon submission of the data or other materials, and must clearly identify the data or other materials to be protected and state the reasons why protection is necessary. Failure to abide by this procedure may result in disclosure of the offeror’s information. Offerors shall not mark sections of their proposal as proprietary if they are to be part of the award of the contract and are of a "Material" nature. 8.8 Authority to Bind Firm in Contract Proposals MUST give full firm name and address of offeror. Failure to manually sign proposal may disqualify it. Person signing proposal will show TITLE or AUTHORITY TO BIND THE FIRM IN A CONTRACT. Firm name and authorized signature must appear on proposal in the space provided on the pricing page. Those authorized to sign are as follows: If a sole proprietorship, the owner may sign. If a general partnership, any general partner may sign. If a limited partnership, a general partner must sign. If a limited liability company, a “member” may sign or “manager” must sign if so specified by the articles or organization. If a regular corporation, the CEO, President or Vice-President must sign. Others may be granted authority to sign but the County requires that a corporate document authorizing him/her to sign be submitted with proposal. 8.9 Withdrawal of Proposals A. All proposals submitted shall be valid for a minimum period of ninety (90) calendar days following the date established for acceptance. B. Proposals may be withdrawn on written request from the offeror at the address shown in the solicitation prior to the time of acceptance. C. Negligence on the part of the offeror in preparing the proposal confers no right of withdrawal after the time fixed for the acceptance of the proposals. 8.10 County Furnished Support/Items The estimated level of support required from County personnel for the completion of each task shall be itemized by position and man days. The offeror shall indicate the necessary telephones, office space and materials the offeror requires. The County may furnish these facilities if the County considers them reasonable, necessary, and available for the Contractor to complete his task. 8.11 Subcontractors Offerors shall include a list of all subcontractors with their proposal. Proposals shall also include a statement of the subcontractors' qualifications. The County reserves the right to reject the successful offeror’s selection of subcontractors for good cause. If a subcontractor is rejected the offeror may
RFP RFQ 700 Brambleton Library Opening Day Collection Page 30 of 41 replace that subcontractor with another subcontractor subject to the approval of the County. Any such replacement shall be at no additional expense to the County nor shall it result in an extension of time without the County’s approval. 8.12 References All offerors shall include with their proposals, a list of at least three (3) current references for whom comparable work has been performed. This list shall include company name, person to contact, address, telephone number, fax number, e-mail address, and the nature of the work performed. Failure to include references shall be cause for rejection of proposal as non- responsible. Offeror hereby releases listed references from all claims and liability for damages that result from the information provided by the reference. 8.13 Use of Brand Names Unless otherwise provided in a Request for Proposal, the name of a certain brand, make or manufacturer does not restrict offerors to the specific brand, make or manufacturer named; it conveys the general style, type, character, and quality of the article desired, and any article which the County, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. Any catalog, brand name or manufacturer's reference used in the RFP is descriptive -- NOT restrictive – it is to indicate type and quality desired. Proposals on brands of like nature and quality will be considered. If offering on other than reference or specifications, proposal must show manufacturer, brand or trade name, catalog number, etc., of article offered. If other than brand(s) specified is offered, illustrations and complete description must be submitted with proposal. Samples may be required. If offeror makes no other offer and takes no exception to specifications or reference data, he will be required to furnish brand names, numbers, etc., as specified. Offerors must certify that item(s) offered meet and/or exceed specifications. 8.14 Samples Samples, if required, must be furnished free of expense to County on or before the date specified; if not destroyed in examination, they will be returned to offeror, if requested, at offeror's expense. Each sample must be marked with offeror's name and address, RFP number, and opening date. DO NOT ENCLOSE SAMPLE IN OR ATTACH SAMPLE TO PROPOSAL. 8.15 Late Proposals LATE proposals will be returned to offeror UNOPENED, if RFP number, acceptance date and offeror's return address is shown on the container. 8.16 Rights of County The County reserves the right to accept or reject all or any part of any proposal, waive informalities, and award the contract to best serve the interest of the County. Informality shall mean a minor defect or variation of a
RFP RFQ 700 Brambleton Library Opening Day Collection Page 31 of 41 proposal from the exact requirements of the Request for Proposal which does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured. 8.17 Prohibition as Subcontractors No offeror who is permitted to withdraw a proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn proposal was submitted. 8.18 Proposed Changes to Scope of Services If there is any deviation from that prescribed in the Scope of Services, the appropriate line in the scope of services shall be ruled out and the substitution clearly indicated. The County reserves the right to accept or reject any proposed change to the scope. 8.19 Work Plan The offeror must provide a detailed work plan in calendar days describing the individual tasks to be performed and the relative scheduling of those tasks including a detailed listing of County and offeror resources, according to skill level. All deliverable items should be identified and described. 8.20 Miscellaneous Requirements A. The County will not be responsible for any expenses incurred by an offeror in preparing and submitting a proposal. All proposals shall provide a straight-forward, concise delineation of the offeror's capabilities to satisfy the requirements of this request. Emphasis should be on completeness and clarity of content. B. Offerors who submit a proposal in response to this RFP may be required to make an oral presentation of their proposal. The Division of Procurement will schedule the time and location for this presentation. C. Selected contents of the proposal submitted by the successful offeror and this RFP will become part of any contract awarded as a result of the Scope of Services contained herein. The successful offeror will be expected to sign a contract with the County. D. The County reserves the right to reject any and all proposals received by reason of this request, or to negotiate separately in any manner necessary to serve the best interests of the County. Offerors whose proposals are not accepted will be notified in writing. 8.21 Notice of Award A Notice of Award will be posted on the County's web site (www.loudoun.gov) and on the bulletin board located in the Division of Procurement, 4th floor, One Harrison St, SE, Leesburg, Virginia 20175.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 32 of 41 8.22 Protest Offerors may refer to §§ 2.2-4357 through 2.2-4364 of the Code of Virginia to determine their remedies concerning this competitive process. Protests shall be submitted to the Director, Finance and Procurement. 8.23 Debarment By submitting a proposal, the offeror is certifying that offeror is not currently debarred by the County, or in a procurement involving federal funds, by the Federal Government. A copy of the County's debarment procedure in accordance with § 2.2-4321 of the Code of Virginia is available upon request. 8.24 Proof of Authority to Transact Business in Virginia An offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall include in its bid or proposal a statement describing why the offeror is not required to be so authorized. Any offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the Purchasing Agent or his designee. The SCC may be reached at (804) 371-9733 or at http://www.scc.virginia.gov/default.aspx. 8.25 Cooperative Procurement
As authorized in § 2.2-4304 of the Code of Virginia, this procurement is being conducted on behalf of and may be used by public bodies, agencies, institutions and localities of the several states, territories of the United States, and the District of Columbia with the consent of the contractor. 8.26 W-9 Form Required Each offeror shall submit a completed W-9 form with their proposal. In the event of contract award, this information is required in order to issue purchase orders and payments to your firm. A copy of this form can be downloaded from http://www.irs.gov/pub/irs-pdf/fw9.pdf. 8.27 Insurance Coverage Offerors shall include with their proposal a copy of their current Certificate of Insurance that illustrates the current level of coverage the offeror carries. The Certificate can be a current file copy and does not need to include any “additional insured” language for the County. 8.28 Legal Action No offeror or potential offeror shall institute any legal action until all statutory requirements have been met.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 33 of 41 8.29 Certification by Contractor as to Felony Convictions No one with a felony conviction may be employed under this Contract and by the signature of its authorized official on the response to this Solicitation, the Contractor certifies that neither the contracting official nor any of the Contractor's employees, agents or subcontractors who will work under this Agreement have been convicted of a felony.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 34 of 41 RFQ 700
Loudoun County, Virginia
Division of Procurement One Harrison Street, 4th Floor Leesburg, Virginia 20175
9.0 PROPOSAL SUBMISSION FORMS BRAMBLETON LIBRARY OPENING DAY COLLECTION
THE FIRM OF:
Address:
FEIN______
Hereby agree to provide the requested services as defined in Request for Proposal No. RFQ 700 for the price as stated in the price proposal.
A. Return the following with your proposal. If offeror fails to provide with their proposal, items shall be provided within twenty-four (24) hours of proposal opening. ITEM: INCLUDED: (X) 1. W-9 Form: 2. Certificate of Insurance: 3. Addenda, if any (Informality): ______
B. Failure to provide the following items with your proposal shall be cause for rejection of proposal as non-responsive and/or non-responsible. It is the responsibility of the offeror to ensure that it has received all addenda and to include signed copies with their proposal (9.2).
ITEM: INCLUDED: (X) 1. Addenda, if any: 2. Payment Terms: ______net 30 or ______Other 3. F.O.B. Destination-Freight Prepaid and Included: 4. Delivery Within: Days ARO 5. Proof of Authority to Transact Business in Virginia Form (8.8): 6. References (on County form): 7. Attachment #1 – Pricing Discount:
RFP RFQ 700 Brambleton Library Opening Day Collection Page 35 of 41
Person to contact regarding this proposal:
Title: Phone: Fax:
E-mail:
Name of person authorized to bind the Firm (9.9):
Signature: Date:
By signing and submitting a proposal, your firm acknowledges and agrees that it has read and understands the RFP documents.
RFP RFQ 700 Brambleton Library Opening Day Collection Page 36 of 41 Loudoun County, Virginia www.loudoun.gov/procurement
Department of Finance and Procurement
Division of Procurement 1 Harrison Street, S.E., 4th Floor, Leesburg, VA 20175
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA
THIS FORM MUST BE SUBMITTED WITH YOUR BID/PROPOSAL. FAILURE TO INCLUDE THIS FORM SHALL RESULT IN REJECTION OF YOUR BID/PROPOSAL
Pursuant to Virginia Code §2.2-4311.2, a bidder/offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its bid/ proposal the identification number issued to it by the State Corporation Commission (“SCC”). Any bidder/offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall include in its bid or proposal a statement describing why the offeror is not required to be so authorized. Any bidder/offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the Purchasing Agent or his designee. If this bid/proposal for goods or services is accepted by the County of Loudoun, Virginia, the undersigned agrees that the requirements of the Code of Virginia Section 2.2-4311.2 have been met.
Please complete the following by checking the appropriate line that applies and providing the requested information. PLEASE NOTE: The SCC number is NOT your federal ID number or business license number.
A._____ Bidder/offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is ______.
B._____ Bidder/offeror is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is ______.
C._____ Bidder/offeror does not have an Identification Number issued to it by the SCC and such bidder/offeror is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):
Please attach additional sheets of paper if you need to explain why such bidder/offeror is not required to be authorized to transact business in Virginia.
______Legal Name of Company (as listed on W-9)
______Legal Name of Bidder/Offeror
______Date
______Authorized Signature
______Print or Type Name and Title
RFP RFQ 700 Brambleton Library Opening Day Collection Page 37 of 41 HOW DID YOU HEAR ABOUT THIS REQUEST FOR PROPOSAL? RFQ 700 Please take the time to mark the appropriate line and return with your proposal.
Associated Builders & contractors Loudoun Times Mirror Bid Net Our Web Site Builder's Exchange of Virginia NIGP Email notification from Loudoun County The Plan Room Dodge Reports Reed Construction Data Tempos Del Mundo India This Week Valley Construction News LS Caldwell & Associates Virginia Business Opportunities Loudoun Co Small Business Development Center VA Dept. of Minority Business Enterprises Loudoun Co Chamber of Commerce RAPID
Other
SERVICE RESPONSE CARD RFQ 700 Date of Service: How did we do? Please let us know how we did in serving you. We’d like to know if we are serving you at an acceptable level.
How would you rate the way your request for this document was handled? Excellent Good Average Fair Poor Did you have contact with Procurement staff? How would you rate the manner in which you were treated by the Procurement staff? Excellent Good Average Fair Poor How would you rate the overall response to your request? Excellent Good Average Fair Poor
COMMENTS:
Thank you for your response! We can better assess our service to you through feedback from you.
Your Name:
Address:
Phone: (day) evening Please return completed form to: Patty Cogle • Procurement • PO Box 7000 • Leesburg, VA 20177 RIDER CLAUSE
RFP RFQ 700 Brambleton Library Opening Day Collection Page 38 of 41 Cooperative Rider Clause
The Mid-Atlantic Purchasing Team (MAPT) is the agreement between the Metropolitan Washington Council of Governments (“MWCOG”) and the Baltimore Metropolitan Council (“BMC”) to aggregate the public entity and non-profit purchasing volumes in the Maryland, Virginia and Washington, D.C. region (“region”).
Format
A lead agency format is used to accomplish this work. The Lead Agency in this procurement has included this MAPT Cooperative Rider Clause in this solicitation indicating its willingness to allow other public entities to participate pursuant to the following Terms and Conditions:
1. Terms
1.1 Participating entities, through their use of the Cooperative Rider Clause, agree to the terms and conditions of the resulting contract to the extent that they can be reasonably applied to the participating entity.
1.2 Participating entities may also negotiate additional terms and conditions specific to their local requirements upon mutual agreement between the parties.
2. Other Conditions - Contract and Reporting
2.1 The contract resulting from this solicitation shall be governed by and ''construed in accordance with the laws of the State/jurisdiction in which the participating entity officially is located;
2.2 To provide to MWCOG and/or BMC contract usage reporting information, including but not limited to quantity, unit pricing and total volume of sales by entity, as well reporting other participating entities added on the contract, on demand and without further approval of contract participants;
2.3 Contract obligations rest solely with the participating entities only;
2.4 Significant changes in total contract value may result in further negotiations of contract pricing with the lead agency and participating entities.
In pricing and other conditions, vendors are urged to consider the broad reach and appeal of MAPT with public and non-profit entities in this region.
A list of the participating members of the Mid-Atlantic Purchasing Team can be found at the following web links www.mwcog.org/purchasing-and-bids/cooperative-purchasing/member-links/ and http://www.baltometro.org/our-work/cooperative-purchasing/brcpc-representatives
RFP RFQ 700 Brambleton Library Opening Day Collection Page 39 of 41 ATTACHMENT #1 – PRICING DISCOUNT
OFFEROR ______Hereby agrees to provide the requested services as defined in Request for Proposal No. RFQ 700 at the percentage discount identified below:
I. DISCOUNT FROM LIST PRICE DISCOUNT %
a. Adult trade hardcover books b. Juvenile trade hardcover books c. Reinforced library bindings d. Adult trade paperback books e. Adult mass market paperback books f. Large print books g. Juvenile paperback books h. DVDs and Blu-Rays i. Books on CD j. PlayAways k. PlayAway Launchpads l. FollettBound
II. PROCESSING OF LIBRARY MATERIALS
a. Books b. Paperback books c. DVDs and Blu-Ray discs d. Audiobooks on CD e. PlayAways f. PlayAway Launchpads
III. CATALOGING OF LIBRARY MATERIALS
a. Books, per bibliographic record b. Books, per item c. DVD and Blu-ray, per bibliographic record d. DVD and Blu-ray, per item e. Books on CD, per bibliographic record f. Books on CD, per item
RFP RFQ 700 Brambleton Library Opening Day Collection Page 40 of 41 ATTACHMENT #1 – PRICING DISCOUNT (cont'd)
g. PlayAways, per bibliographic record h. PlayAways, per item record i. PlayAway Launchpads, per bibliographic record j. PlayAway Launchpads, per item record
IV. DIGITAL MATERIALS
a. Average cost per circulation for streaming audiobooks
RFP RFQ 700 Brambleton Library Opening Day Collection Page 41 of 41 ATTACHMENT #2
MATERIAL PROCESSING SPECIFICATIONS: OUTSOURCED LIBRARY MATERIALS
LOUDOUN COUNTY PUBLIC LIBRARY
2017
L. Skidmore (ed. M. Avera), June 2017 TABLE OF CONTENTS PROCESSING SPECIFICATIONS ...... 3 Processing by Collection ...... 3 Processing Steps – Labeling ...... 4 Processing Steps – Covering ...... 6 Specialty Items / Special Circumstances...... 7 RFID TAGGING GUIDELINES ...... 8 Standard Books ...... 8 End Pages with Illustrations and Information ...... 9 Oversized Books ...... 10 Books with CD/CD-ROM ...... 11 PROCESSING SUPPLIES ...... 12 Labels and Stickers ...... 12 Book Covers ...... 15 Other ...... 16
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 2 of 16
PROCESSING SPECIFICATIONS
PROCESSING BY COLLECTION
Circulating Collections (includes floating and non-floating collections) • Floating Circulating Collections: o Adult collections, Fiction and Nonfiction (regular and Large Print) o Young Adult collections, Fiction and Nonfiction o Youth collections, Fiction and Nonfiction (Juvenile, Easy, Easy Reader)
• Non-floating Circulating Collections: o Juvenile Series (JFSER, JNFSER location codes) o Specific Multi-Volume sets (MVOL location code)
• Processing for Circulating Collections includes: o Barcode o Classification symbol label o Spine label . “LCPL” for floating collections . Branch designation “BRM” for non-floating collections listed above o Spine label protector
Non-Circulating Collections • Include: o Adult Reference (REF location code) o Juvenile Reference (JREF location code)
• Processing for Non-Circulating Collections includes: o Barcode o “REFERENCE ONLY” label o Spine label (branch designation “BRM” on label) o Spine label protector
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 3 of 16
PROCESSING STEPS – LABELING
• Barcode o Place Loudoun County Public Library barcode (2” x ¾”) horizontally on the upper right corner of the back outside cover ¼” from the top right corner
o Covering print or pictures is acceptable unless the print contains information occurring nowhere else in the book; in this case, apply the label in an alternate location on the back cover, obscuring the least amount of information possible
• Bibliographic (bib) label o Place the bibliographic (bib) label on the outside back cover of the book, directly under the barcode in the upper right corner
o Covering print or pictures is acceptable unless the print contains information occurring nowhere else in the book.; in this case, apply the label in an alternate location on the back cover, obscuring the least amount of information possible
• Spine label o Place the spine label (1” x 1 ½”) on the lower spine of the book, ½” from the bottom edge of the spine . All spine labels are placed horizontally
o On spines thinner than the width of the spine label, position the left edge of the label on the left edge of the spine and wrap the right edge of the label around the front of the book
o If there is no spine (e.g. thin paperbacks or spiral bound books), place the label on the lower left corner of the front of the book ¼” from the spine
o Cover the spine label with either a plastic book jacket or a spine label protector
o Start each line of the label on the left margin, centered on the label
o Determine the prefix and classification from the item record . Alpha-character prefixes and classes should be in all capital letters . Refer to spine label formats for the appropriate collection type (see Cataloging Specifications document: Spine Labels – Spine Label Formats by Collection).
• Classification symbol labels o Place the label (¾” x 1”) at the base of the spine below the spine label
o Genre labels used for Adult, Young Adult, and Juvenile (J location code only, not E or ER) fiction (with the exception of Graphic Non Fiction): . Fantasy . Graphic Novel (applies to fiction titles only)
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 4 of 16
. Graphic Non Fiction . Mystery . Romance . Science Fiction . Western
o Holiday labels used for Juvenile (J, E, and ER location code) materials: . Valentine’s Day . Easter . Halloween . Thanksgiving . Christmas
o Caldecott and Newbery labels are used for award winners . NOTE: Books that are Caldecott or Newbery HONOR award recipients do not get stickers
o Each classification type (genre, holiday, or award) is assigned during the cataloging process from the bibliographic subject heading 650 or 655 genre fields in the MARC record
o See Processing Supplies: Labels and Stickers for classification label specifications
• Reference labels o For Reference collections, apply a 2” x 3” “REFERENCE ONLY” label (white with red type)
o Place label on the back cover of the book, directly below the barcode
• “Look For” label o For books that come with additional media (CDs, DVDs,), apply a green “Look For” label
o Place the label on the back cover of the book, directly below the barcode, below the Reference label (if applicable), or to the immediate left of the barcode (if it does not interfere with any information on the back cover)
o Write the number of other materials included (number of CDs, etc.) in the space provided on the label.
• RFID tagging o See RFID Tagging Guidelines
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 5 of 16
PROCESSING STEPS – COVERING
• Apply covering after all previous processing steps have been completed
• Hardcover books with dust jackets o Cover with Mylar (1.5 mil polyester) covers
o Use ¼” reinforced jacket tape to keep the Mylar cover in place over the dust jacket
o Cover the book and tape the flaps of the covered dust jacket to the front of the book underneath the front cover
o NOTE: If the book already has a dust jacket but is not attached to the book then it will need to be attached with ¼” reinforced jacket tape
• Paperback books o Nonfiction, classic, and best seller paperbacks books must be covered with a hard plastic cover
o All paperback books that cost more than $7.99 per copy must be covered
o All paperback books that cost less than $7.99 can be uncovered, but must have clear bookguard tape covering the length of the spine
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 6 of 16
SPECIALTY ITEMS / SPECIAL CIRCUMSTANCES
• Juvenile Series books o Refer to the juvenile series list; only items on this list receive additional series processing
o Items included in juvenile series receive an additional color-coded sticker
o Apply a round ½ inch-diameter fluorescent red laminated sticker directly above, and adjacent to the top of, the spine label
• Multi-Volume sets o Each volume will have a unique barcode number . If a multi-volume set is repackaged as one item, the set will have only one barcode with duplicate barcodes created for each piece, if necessary
o Process each volume according to the steps outlined above for the appropriate item type (items circulate, but do not float)
• Travel guides with maps o Remove the map and add a self-adhesive vinyl corner pocket in the lower right corner of the inside back cover of the travel guide book; place map in pocket
o Place “Look For” label on back cover near barcode with “map” checked
• Books with discs o Replace all paper disc holders with permanent, plastic, self-adhesive 5” x 5” pockets and attach to the inside back cover of the book
o Place a “Look For” label on the back cover of the book, directly below the barcode (or below the Reference label, if applicable)
o Process remainder of item according to the steps outlined above for the appropriate item type
• Multi-format items (including kits) – contact LCPL for additional information
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 7 of 16
RFID TAGGING GUIDELINES
STANDARD BOOKS
General Guidelines: • Attach tags to the back cover
• Position tags at least ¼” from the bending point to avoid bending them, which might cause damage, but no more than ¾” from the spine to remain within optimum read range
• Alternate tag placement between high, middle, and low positions from book to book to improve read accuracy when multiple books are placed on the pad
Position Distance from Bottom High 5 inches Middle 3 inches Low 1 inch
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 8 of 16
END PAGES WITH ILLUSTRATIONS AND INFORMATION
General Guidelines: • Follow guidelines for standard books (above)
• Cover the end pages with illustrations and information when necessary
• Tuck tags under book jackets if the book is small
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 9 of 16
OVERSIZED BOOKS
General Guidelines: • Use for oversized books (12” and up) that need to be shelved sideways
• Avoid the areas within 2” from the top and 2” from the bottom, alternate tag placement among the low, middle, and high positions
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 10 of 16
BOOKS WITH CD/CD-ROM At least ¼ inch from bending point
Tag Position 1 1 inch from bottom
No more than ¾ inch from spine
General Guidelines: • Always use Tag Position 1 (1” from bottom of book), but avoid any situation where the CD would overlap with the tag when the book is closed
• The metal in the CD will interfere with the tag
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 11 of 16
PROCESSING SUPPLIES
LABELS AND STICKERS
ITEM VENDOR ITEM NUMBER DESCRIPTION Prelaminated Dot The Library 16-00240- Prelaminated dot, ½ inch Labels Store FLRED diameter, fluorescent red, 207/roll Economical circulation label, text REFERENCE ONLY Demco WS12816960 “REFERENCE ONLY,” 2 x 3 inches, circulation label red ink on white labels, 500/roll Spine label kit, polypropylene Spine Label Bayscan DYNSPINE5459 spine label #TS905 and thermal ribbon #TR612Z Spine Protector Label Label protector, clear, large, 2 x 3 Demco WS20005300 – clear, large ¾ inches, 500/roll Label, Christmas classification, 1 x Classification Sticker – Demco WS12802750 ¾ inch, rounded corners, white CHRISTMAS print, uppercase, 500/roll Label, Easter classification, 1 x ¾ Classification Sticker – Demco WS12802800 inch, rounded corners, red print, EASTER uppercase, 500/roll Label, Fantasy classification, 1 x ¾ Classification Sticker – Demco WS12802830 inch, rounded corners, yellow FANTASY print, uppercase, 500/roll Label, Graphic Novel classification, Classification Sticker – Demco WS12811190 1 x ¾ inch, rounded corners, black GRAPHIC NOVEL print, uppercase, 500/roll Label, Graphic Non Fiction Classification Sticker – classification, 1 x ¾ inch, rounded GRAPHIC NON Demco WS12196070 corners, white print, uppercase, FICTION 500/roll Label, Halloween classification, 1 x Classification Sticker – Demco WS12802870 ¾ inch, rounded corners, yellow HALLOWEEN print, uppercase, 500/roll Label, Newbery classification, 1 x Classification Sticker – Demco WS13201080 ¾ inch, rounded corners, black NEWBERY AWARD print, uppercase, 500/roll Label, Caldecott classification, 1 x Classification Sticker – Demco WS12557810 ¾ inch, rounded corners, white CALDECOTT AWARD print, uppercase, 500/roll Label, Romance classification, 1 x Classification Sticker – Demco WS12854400 ¾ inch, rounded corners, red print, ROMANCE uppercase, 500/roll Classification Sticker – Label, Science Fiction Demco WS12803000 SCIENCE FICTION classification, 1 x ¾ inch, rounded
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 12 of 16
corners, white print, uppercase, 500/roll Label, Thanksgiving classification, Classification Sticker – Demco WS12803040 1 x ¾ inch, rounded corners, THANKSGIVING brown print, uppercase, 500/roll
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 13 of 16
Label, Valentine’s Day Classification Sticker – classification, 1 x ¾ inch, rounded Demco WS12803060 VALENTINE’S DAY corners, red print, uppercase, 500/roll Label, Permanent Mystery Classification Sticker – classification, ¾ x 1 inch, rounded Demco WS20001910 MYSTERY corners, white print, uppercase, 500/roll Label, Western classification, 1 x ¾ Classification Sticker – Demco WS20018080 inch, rounded corners, green print, WESTERN uppercase, 500/roll
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 14 of 16
BOOK COVERS
ITEM VENDOR ITEM NUMBER DESCRIPTION Reddi-Covers – 8 ½ Reddi-Covers adhesive book Demco WS16470020 inch cover, 8 ½ x 13 inches Reddi-Covers – 9 ¾ Reddi-Covers adhesive book Demco WS16470030 inch cover, 9 ¾ x 15 inches Reddi-Covers – 10 Reddi-Covers adhesive book Demco WS16470040 ¾ inch cover, 10 ¾ x 17 ½ inches Reddi-Covers – 11 Reddi-Covers adhesive book Demco WS16470050 ½ inch cover, 11 ½ x 21 ½ inches Reddi-Covers – 12 Reddi-Covers adhesive book Demco WS16470060 ½ inch cover, 12 ½ x 22 inches Reddi-Covers adhesive book Reddi-Covers – 7 ½ Demco WS16470010 cover, 7 ½ x 10 ½ inches, inch 50/package Jacket cover, 1 ½ mil polyester, Book jacket covers – Demco WS12223500 acid-free, center open, 12 inches 12 inch, center open x 300 feet/roll Jacket cover, 1 ½ mil polyester, Book jacket covers – Demco WS12224000 acid-free, center open, 14 inches 14 inch, center open x 300 feet/roll Jacket cover, 1 ½ mil polyester, Book jacket covers – Demco WS12223500 acid-free, center open, 9 inches x 9 inch, center open 300 feet/roll Jacket cover, 1 ½ mil polyester, Book jacket covers – Demco WS12223000 acid-free, center open, 10 inches 10 inch, center open x 300 feet/roll
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 15 of 16
OTHER
ITEM VENDOR ITEM NUMBER DESCRIPTION Corner pocket, 4 mil Self-adhesive corner Demco WS14200660 polypropylene, clear, 4 x 4 inches, pockets, 4 x 4 inch 100/box 3M filament tape, ¼ inch x 60 Filament Tape Demco WS20518130 yards/roll
Attachment #2 Outsourced Material Processing Specifications, 2017 Page 16 of 16
ATTACHMENT #3
CATALOGING SPECIFICATIONS: OUTSOURCED LIBRARY MATERIALS
LOUDOUN COUNTY PUBLIC LIBRARY
2017
S. Schweitzer (ed. M. Avera), July 2017 TABLE OF CONTENTS CATALOGING OVERVIEW ...... 5 MARC Record Tags Utilized by LCPL ...... 5 Assigning the Dewey Decimal Classification Number ...... 9 Local Call Number (092 Tag) ...... 9 Cutter ...... 10 Assigning Item Creation (949 tag) ...... 11 DATA ENTRY ...... 12 CATALOGING THE COLLECTION ...... 13 Books – Fiction ...... 13 Adult Fiction ...... 13 Adult Large Print Fiction ...... 14 Short Stories ...... 15 Young Adult Fiction ...... 17 Juvenile Fiction ...... 18 Books – Nonfiction ...... 20 Adult Nonfiction ...... 20 Adult Large Print Nonfiction ...... 21 Young Adult Nonfiction ...... 22 Juvenile Nonfiction ...... 24 Reference ...... 26 Biographies ...... 27 Artists and Musicians ...... 28 Criticisms and Writers’ Collections ...... 29 Careers / Vocational Guidance ...... 29 Contemporary and Classical Folklore and Fairy Tales ...... 30 Bibliographies ...... 30 Books – Additional Cataloging Considerations ...... 31 Authority Records Utilized by LCPL ...... 31 Series Headings ...... 32 Subject Headings ...... 34
Attachment #3 Outsources Catalog Specifications, 2017 Page 2 of 76
Genres – Print Fiction ...... 35 Graphic Novels ...... 37 Graphic Nonfiction ...... 38 Caldecott and Newbery Award Winners ...... 39 Holiday Designations ...... 39 Audiobooks – Adult Fiction ...... 41 Audiobooks – Young Adult Fiction ...... 41 Audiobooks – Juvenile Fiction ...... 42 Audiobooks – Adult Nonfiction ...... 43 Audiobooks – Young Adult Nonfiction ...... 43 Audiobooks – Juvenile Nonfiction ...... 44 Read-Alongs ...... 45 Juvenile and Adult Books with CDs ...... 46 Books with Music CDs ...... 46 DVDs ...... 47 Blu-Rays ...... 48 DVDs – Additional Cataloging Considerations ...... 49 Ratings ...... 49 Closed Captioned DVDs ...... 49 Public Performance Rights ...... 49 Spanish Language Collection and Spanish/Bilingual Materials ...... 50 Adult Fiction ...... 50 Young Adult Fiction ...... 50 Juvenile Fiction ...... 50 Adult Nonfiction ...... 52 Young Adult Nonfiction ...... 52 Juvenile Nonfiction ...... 52 Bilingual Materials ...... 53 Other Collections ...... 54 ESL (English as a Second Language) Collection ...... 54 Multivolume Sets ...... 55
Attachment #3 Outsources Catalog Specifications, 2017 Page 3 of 76
SPINE LABELS ...... 56 Size and Content ...... 56 Syllabication Issues ...... 57 Spine Label Formats by Collection ...... 58 BIBLIOGRAPHIC (BIB) LABELS ...... 62 APPENDIX A: Location Codes Used at LCPL ...... 63 APPENDIX B: Media Codes Used at LCPL ...... 65 APPENDIX C: DVD and Blu-Ray Genres used at LCPL ...... 66 APPENDIX D: Series at LCPL ...... 67 Juvenile Series ...... 67 E and ER Series ...... 70
Attachment #3 Outsources Catalog Specifications, 2017 Page 4 of 76
CATALOGING OVERVIEW
Loudoun County Public Library (LCPL) adheres to the Library of Congress and MARC 21 standard cataloging practices. The following is a description of LCPL’s cataloging procedures, including describing MARC records, assigning call numbers, and specific instructions for LCPL’s collections.
MARC RECORD TAGS UTILIZED BY LCPL
The following is a list of MARC tags referenced in this manual that may be included or may need to be added to bibliographic records. Add MARC tags and subfields whenever necessary during cataloging.
Verify the accuracy of these tags prior to cataloging.
* Required for all LCPL bibliographic records (if applicable)
MARC tag Description 007 Physical description fixed field, changes with each format 008 * Fixed field data, changes with each format 010 Library of Congress number 020 * The International Standard Book Number (ISBN) is a unique publisher number assigned to books, CDs, DVDs, and electronic resources • ISBNs are not always unique to that item; if using the ISBN search, choose the correct bib record that matches the item being cataloged • Not all materials will have an ISBN (it is not a required tag for a MARC record) • When an ISBN is available on the item and not in the bib record, add the new ISBN • ISBNs are usually located inside the title page information of a book, or on the cover of an item; check this number against the bib record for accuracy o If the item is of a different binding, use the number that is listed inside the book that matches the publication information • Add bound ISBNs to the bib record (paperback) with a note in parentheses • Delete unnecessary ISBNs as they may cause overlaying record problems • ISBNs changed from 10-digit to 13-digit numbers; continue to assign to the 020 MARC tag 082 * Dewey Decimal (call number suggestion provided by OCLC); remove 082 tag after assigning the 092 local call number 092 * Local call number tag 100, 110 * Main entry author (100 for personal names, 110 for corporate names); authority controlled tags
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245, 246 * Main title (245) and alternative titles from the cover (246) • Check that the title and subtitle is accurately transcribed from the title page • Make necessary corrections including the indicators to this tag • Add 246 tags for variant title information 264 Publication information (previously was 260) • Can be repeated if necessary • No abbreviations allowed 300 * Physical description of an item • Add pertinent subfields for further description • Add fixed field information if necessary 336-339 RDA MARC tags that describe item being cataloged; each one is used differently for the format in question 400, 440, Series statements 490 * • Change 490 to 440 series note • Add volume number if appropriate • Check 830 information (if 830 repeats 490, do not change the 490) • Check 800 tag and 400 tag 500 Used for general notes • Additional 500 tags may be necessary to add further description of an item; some children’s materials have accompanying CDs and a 500 tag is required to describe them o EXAMPLE: “Includes compact disc (CD) with book.” or “Includes DVD with book.” • Delete any references to other available formats that are not included with the item in hand o EXAMPLE: “Also available as a cassette” 504 Note about a bibliography, discography, filmography, webliography, and/or other bibliographic references in an item; use 504 tag also to indicate the presence of a bibliography, etc., in accompanying material that is described in the record 505 * Formatted contents note • Contents notes contain separate titles within the work (e.g. music, plays, etc.) • Contents notes may be encoded at one of two levels: basic or enhanced • They may include statements of responsibility associated with the works or parts 508 Note about the credits for individuals or organizations (other than members of a cast) who have participated in the artistic or technical production of the work to a significant degree 511 Note about the participants, players, narrators, presenters or performers 520 * Unformatted note that is used for an abstract, annotation, review, summary or a phrase describing the material • Provide a 520 (from a review) if necessary 521 Contains target audience information for the described material
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• This tag is necessary when describing the contents for a specific audience or intellectual level (e.g., elementary school students) • Use this tag to record interest and motivation levels and special learner characteristics • This tag is always assigned for children’s literature • Add this tag to the bib record if it is not in the record 538 System information • Used for computer information, DVD recording information 546 Textual note describing language used in item • Used for Braille, multi-languages present in item 590 Note of local interest • Non-standard MARC tag, can be deleted 600 Personal name subject heading Family name subject heading 610 Corporate name used as a subject heading • Used for special place names such as cathedrals, museums, musical groups 630 Uniform title used as a subject heading • Used for radio and television titles, names of treaties, journals and newspapers 650, 651 * Library of Congress authority controlled subject headings (650) and geographic subject headings (651) • Provide LCSH when missing from bib record • Assignment of missing subject headings will follow Library of Congress format and standards • All foreign language (except Spanish), Sears, National Library of Canada, National Library of Medicine and NIH subject headings will be deleted from the bibliographic record • Delete any duplicate subject headings that occur in the same record 653 Non-standard subject heading • Delete this tag 655 * Genre subject heading • LCPL adds special labels for some genre fiction • Some titles can be categorized into several genre headings • Use the genre that is listed first in the bib record • Use the information from the cover if necessary • If genre tag is missing, a LCPL designated genre subject heading is added • “Romantic suspense” is never categorized as “romance” or “love stories” • “Suspense” or “Horror fiction” is never categorized as “mystery” • Genre tag “Bildungsroman” is deleted from all bib records 700, 710, 711 Added personal name information (700 for personal names, 710 for corporate names) • Delete extra author/title information; convert title (‡t) to 740 tag • Delete from serial records
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740 Title portion of a related work that would normally be entered under a name/title heading in catalog entry form • See 700, 710, 711 tags above 780 Delete from serial records 800 Name/title series added entry in which the author portion is a personal name • Usually justified by a series statement (490 tag) or a general note (500 tag) relating to the series 830 Title series added entry in which the entry of the series is under a uniform title • Usually justified by a series statement (490 tag) or a general note (500 tag) relating to the series 856 URL; information required to locate and access an electronic item • Used when a resource or a subset of the resource is available electronically • Used to locate and access an electronic version of a non-electronic resource described in the bibliographic record or a related electronic resource 910 * Bibliographic record number 945 EDI order information 991 Legacy ILS bibliographic record number (if applicable)
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ASSIGNING THE DEWEY DECIMAL CLASSIFICATION NUMBER
LOCAL CALL NUMBER (092 TAG)
LCPL uses the Dewey Decimal Classification system and the catalogers are responsible for assigning Dewey numbers to items. This is the first step of classifying materials.
• Choose the correct call number by considering several points in the MARC record o 082 tag: contains the recommended Dewey call number; compare this call number to the rest of the collection to determine exact placement . If the 082 tag is missing from the incoming MARC record, use the CIP information from the title page . If the 082 tag is missing from the incoming MARC record, and the CIP information from the title page is non-existent, continue to use the steps below to determine the correct call number o Review subject headings to determine the classification o Check the DDC schedule for the call number assigned to that subject o Review the assigned LC call number if necessary and use a conversion table to determine the LC to Dewey classification, then compare with established call number in the database o Review children’s materials from available websites to assist in determining
• Call number does not exceed two (2) primes (limit is six (6) digits total) o The shortest Dewey number possible is preferred o Dewey numbers do not end in “0” after the decimal
• If no MARC record exists for the item, change the holding record to “OC” for original cataloging
• NOTE: When a change is requested for an item record call number, it is necessary to make a corresponding change in the bibliographic record. The call number assigned in the MARC record is the one that is used for every copy attached to that bibliographic record.
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CUTTER
The second step of classifying materials is assigning the Cutter. Cutters are created from the first three letters of the main entry.
• Main entry is usually the author’s last name located in the (authority controlled) 100 tag o If a main entry author starts with articles such as “The,” “A,” and “An,” or with a personal title such as “Mr.” or “Dr.,” these are ignored o EXAMPLE:
MAIN ENTRY TYPE MAIN ENTRY CUTTER Author Dr. Seuss SEU Author Sherman MacDougal MAC Author Sherman McDougal MCD Author Annie Le Carre LE Author Marcus St. Pierre ST Author The Beatles BEA Author 33M 33M Author 3 Doors Down THR Author .38 Special 38
• If the main entry is the title, the Cutter is created from the first three letters of the title in the 245 tag o If a main entry title starts with articles such as “The,” “A,” and “An,” or with a personal title such as “Mr.” or “Dr.,” these are ignored o If a main entry title starts with a single letter, use that letter only in the Cutter o If a main entry title starts with a number, transcribe the number into letters o EXAMPLE:
MAIN ENTRY TYPE MAIN ENTRY CUTTER Title High School Musical (soundtrack) HIG Title The Color Purple COL Title I Will Survive I Title 1492 (the movie) FOU
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ASSIGNING ITEM CREATION (949 TAG)
The 949 MARC tag contains item specific information for a bibliographic record. It is used by vendors to create items for the catalog. There must be a separate 949 tag for each item added. Each 949 tag contains all subfields needed to describe the item. The subfields used are described in the following chart. Do not enter information in any subfields not listed in the chart.
SUBFIELD DESCRIPTION DEFAULT / VALID VALUES EXAMPLE b Item barcode Full item barcode 31696000000001 l Location code See APPENDIX A: Location Codes used at LCPL CDBKANF c Call number Full call number CD 949.1 BEA h Branch “BRM” BRM p Price Format as ##.## 12.95 m Media code See APPENDIX B: Media Codes used at LCPL CD s Item status Vendor-specific status code VENODC
• 949 tag, subfield b: o Enter the item barcode as supplied by LCPL
• 949 tag, subfield l: o Enter the location code o See APPENDIX A: Location Codes used at LCPL for a list of all location codes
• 949 tag, subfield c: o Enter the complete call number . Call number does not exceed two (2) primes (limit is six (6) digits total)
• 949 tag, subfield h: o Enter the branch code o All items will have an initial branch code of “BRM”
• 949 tag, subfield p: o Enter the price in the format ##.## (include the decimal, do not include the dollar sign)
• 949 tag, subfield m: o Enter the media code o See APPENDIX B: Media Codes used at LCPL for a list of all media codes
• 949 tag, subfield s: o Enter the vendor-specific status code provided by LCPL
• NOTE: For bibliographic records with existing holdings in LCPL’s database, vendors must use the existing bibliographic record and add items as described above.
• NOTE: Do not include information in any subfields not listed above.
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DATA ENTRY
Add items to the bibliographic record.
If there are NOT previously-existing items on the bibliographic record:
Make any necessary changes to the record.
• Add the call number • Add the location code (see APPENDIX A: Location Codes used at LCPL) • Add item price • Add item type (see APPENDIX B: Media Codes used at LCPL) • Enter branch code of “ADM” for all floating items • Enter branch code of “BRM” for all non-floating items: o Multivolume sets that circulate but return to original branch (MVOL) o Fiction and nonfiction Juvenile series titles (JFSER, JNFSER) o Juvenile reference items (JREF) o Adult reference items (REF) o Literacy readers (LRC)
If there are previously-existing items on the bibliographic record (added copies):
• Add the item barcode • Add item price • Enter branch code of “ADM” for all floating items • Enter branch code of “BRM” for all non-floating items: o Multivolume sets that circulate but return to original branch (MVOL) o Fiction and nonfiction Juvenile series titles (JFSER) o Juvenile reference items (JREF) o Adult reference items (REF) o Literacy readers (LRC)
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CATALOGING THE COLLECTION
BOOKS – FICTION
ADULT FICTION
• Call number: o Format: FICTION XXX o Replaces Dewey number (813.54) o Delete 082 Dewey number o 092 tag, subfield a: enter “FICTION” o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag); usually author’s last name
• Format term: o Leader byte 06: enter “a” or “t” o Leader byte 07: enter “a” or “c” or “d” or “m” o 008 tag byte 23: do not enter “o” or “s”
• 650 tag: check subject headings; look for and, if absent, insert subheading “‡v Fiction.”
• 655 tag: see Cataloging the Collection: Books – Additional Cataloging Considerations: Genres – Print Fiction (as appropriate)
• Delete all foreign language subject headings except Spanish
• 856 tag: delete tag containing URL (as appropriate)
• If book contains a compact disc: o 440 tag: enter “Book & CD” o 500 tag: enter “Includes compact disc (CD) with book”
• NOTE: Hardcover and paperback items with the same title have separate bibliographic records
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ADULT LARGE PRINT FICTION
• Follow general cataloging procedures for ADULT FICTION (as appropriate)
• Call number: o Format: LP FICTION XXX o 092 tag, subfield a: enter “LP” o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag); usually author’s last name
• Format term: o Leader byte 06: enter “a” o 008 tag byte 23: enter “d”
• 008 fixed tags, subfield “Form”: check for “d” or enter “d” if is missing from this category
• 300 tag: enter “(large print)” after page numbers
• 650 tag: enter “Large type books” in subject heading
• 655 tag: see Cataloging the Collection: Books – Additional Cataloging Considerations: Genres – Print Fiction (as appropriate)
• 856 tag: delete tag containing URL (as appropriate)
• NOTE: Both regular Large Print (16 point font) and Larger Print (14 point font) are cataloged as Large Print
• NOTE: Hardcover and paperback items with the same title have separate bibliographic records
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SHORT STORIES
• Follow general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE FICTION (as appropriate)
• 650 tag: enter “Short stories” in subject heading for all short story items
Collection of short stories written by one (1) author
• Call number: o 092 tag, subfield a: enter “FICTION,” “E,” ER,” J,” or “YA” (as appropriate) o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag); usually author’s last name
Collection of short stories written by two (2) authors
• Call number: o 092 tag, subfield a: enter “FICTION,” “E,” ER,” J,” or “YA” (as appropriate) o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag); usually author’s last name
• An added author entry is included for the second author
Collection of short stories written by many authors
• Call number: o 092 tag, subfield a: 808.83### (preceded by “E,” ER,” J,” or “YA,” as appropriate) . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b: enter first three letters of title main entry (245 tag, subfield a)
• An added author entry is included for the additional authors
Collection of short stories written by many authors in mass market paperback format
• Call number: o 092 tag, subfield a: enter “FICTION,” “E,” ER,” J,” or “YA” (as appropriate) o 092 tag, subfield b: enter first three letters of title main entry (245 tag, subfield a)
• An added author entry is included for the additional authors
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YOUNG ADULT FICTION
• Intended audience: ages 13-16 or 17 o May be indicated by age of main character (teenaged) o Check OCLC record fixed field “audience” . “c”: middle school grades . “d”: senior high o Check information from book cover or spine
• Call number: o Format: YA XXX o Replaces Dewey number o Delete 082 Dewey number o 092 tag, subfield a: enter “YA” o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag); usually author’s last name o Sometimes cuttered by series entry (there are several fiction series, including graphic novels, found in this area; see Cataloging the Collection: Books – Additional Cataloging Considerations: Graphic Novels)
• Format term: o Leader byte 06: enter “a” or “t” o Leader byte 07: enter “a” or “c” or “d” or “m” o 008 tag byte 23: do not enter “o” or “s”
• 521 tag: add target audience (as appropriate)
• 650 tag: enter “young adult fiction” if missing o Provide additional subject headings as needed
• Delete all foreign language subject headings except Spanish
• 655 tag: see Cataloging the Collection: Books – Additional Cataloging Considerations: Genres – Print Fiction (as appropriate)
• 856 tag: delete tag containing URL (as appropriate)
• If book contains a compact disc: o 440 tag: enter “Book & CD” o 500 tag: enter “Includes compact disc (CD) with book”
NOTE: Hardcover and paperback items with the same title have separate bibliographic records
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JUVENILE FICTION
• Intended audience: ages 0 – 12 o Check age level o May be indicated by age of main character, illustrations in books, print size, etc. o Check OCLC record fixed field “audience” . “a”: preschool (ages 3-5) . “b”: primary grades (ages 5-7) . “j”: all juvenile audiences or ages 8-12 . OCLC record includes LC call number PZ for all juvenile fiction materials o LCPL Juvenile collection divisions: . E (Easy): • Younger audience up to age 6 • Usually picture books or colorful storybooks that are read to younger children . ER (Easy Reader): • Beginning, or emerging, readers ages 5-7 • Can be read alone by the child • Have controlled vocabulary listed in the back of the books . J (Juvenile) • Ages 7-12 • Chapter books and advanced age level materials
• Call number: o Format: . E XXX . ER XXX . J XXX o Replaces Dewey number o Delete 082 Dewey number o 092 tag, subfield a: enter “E,” “ER,” or “J” (as appropriate) o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag); usually author’s last name
• Format term: o Leader byte 06: enter “a” or “t” o Leader byte 07: enter “a” or “c” or “d” or “m” o 008 tag byte 23: do not enter “o” or “s”
• Series entries (440 tag): o Check bibliographic record for entry o Check item for descriptions o If series note is needed, check existing series headings and add to item bibliographic record; be consistent with existing series headings o See APPENDIX D: Series at LCPL for cataloging instructions for selected series
• 521 tag: add target audience (as appropriate)
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• 650 tag: enter “juvenile literature” or “juvenile fiction” in subfield v o Provide additional subject headings as needed
• Delete all foreign language subject headings except Spanish
• 655 tag: see Cataloging the Collection: Books – Additional Cataloging Considerations: Genres – Print Fiction (as appropriate)
• 856 tag: delete tag containing URL (as appropriate)
• If book contains a compact disc: o 440 tag: enter “Book & CD” o 500 tag: enter “Includes compact disc (CD) with book”
• NOTE: Hardcover and paperback items with the same title have separate bibliographic records; exception is bound paperbacks (see below)
• NOTE: Bound paperbacks and their ISBNs (for “E,” “J,” and “YA” collections) o When cataloging a bound paperback, search the database by ISBN using the numbers provided from inside the title page o If there is a record match, add an additional 020 tag to the record: . 020 tag, subfield a: enter the bound ISBN (found on the back cover) followed by “Follett bound”
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BOOKS – NONFICTION
ADULT NONFICTION
• Call number: o Suggested Dewey number is provided in 082 tag; compare this call number with the rest of LCPL collection for exact placement o 092 tag, subfield a: enter Dewey number . Only one (1) subfield “a” is allowed in this tag . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
• Format term: o Leader byte 06: enter “a” or “t” o Leader byte 07: enter “a” or “c” or “d” or “m” o 008 tag byte 23: do not enter “o” or “s”
• 650 tag: check subject headings
• Classify foreign language materials under the Dewey call number for that particular subject
• 856 tag: delete tag containing URL (as appropriate)
• NOTE: Hardcover and paperback items with the same title have separate bibliographic records
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ADULT LARGE PRINT NONFICTION
• Follow general cataloging procedures for ADULT NONFICTION items (as appropriate)
• Call number: o Suggested Dewey number is provided in 082 tag o 092 tag, subfield a: enter “LP” followed by Dewey number . Only one (1) subfield “a” is allowed in this tag . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
• Format term: o Leader byte 06: enter “a” o 008 tag byte 23: enter “d”
• 008 fixed tags, subfield “Form”: check for “d” or enter “d” if is missing from this category
• 300 tag: enter “(large print)” after page numbers
• 650 tag: enter “Large type books” in subject heading
• 856 tag: delete tag containing URL (as appropriate)
• NOTE: Both regular Large Print (16 point font) and Larger Print (14 point font) should be cataloged as Large Print
• NOTE: Hardcover and paperback items with the same title have separate bibliographic records
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YOUNG ADULT NONFICTION
• Intended audience: ages 13-16 or 17 o Cataloged according to the age appropriateness of the subject; includes areas of interest from popular culture: . Teen beauty and fashion . Biographies of entertainment figures . Crafts for teens . Teen issues (sex, drugs, eating disorders, exercising) . Life skills . Cool careers . Sports o YA nonfiction does not include homework topics o Check OCLC record fixed field “audience” . “c”: older elementary and middle school grades . “d”: senior high o Check information from book cover or spine
• Call number: o Suggested Dewey number is provided in 082 tag; compare this call number with the rest of LCPL collection for exact placement o 092 tag, subfield a: enter “YA” followed by Dewey number . Only one (1) subfield “a” is allowed in this tag . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
• Format term: o Leader byte 06: enter “a” or “t” o Leader byte 07: enter “a” or “c” or “d” or “m” o 008 tag byte 23: do not enter “o” or “s”
• 521 tag: add target audience (as appropriate)
• 650 tag: enter “young adult literature” as a subheading “v” if missing o Delete “juvenile literature” as a subheading. o Provide additional subject headings as needed
• Delete all foreign language subject headings except Spanish
• 856 tag: delete tag containing URL (as appropriate)
• If book contains a compact disc: o 440 tag: enter “Book & CD” o 500 tag: enter “Includes compact disc (CD) with book” Attachment #3 Outsources Catalog Specifications, 2017 Page 22 of 76
• NOTE: Hardcover and paperback items with the same title have separate bibliographic records; exception is bound paperbacks (see below)
• NOTE: Bound paperbacks and their ISBNs (for “E,” “J,” and “YA” collections) o When cataloging a bound paperback, search the database by ISBN using the numbers provided from inside the title page o If there is a record match, add an additional 020 tag to the record: . 020 tag, subfield a: enter the bound ISBN (found on the back cover) followed by “(Follett bound)”
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JUVENILE NONFICTION
• Intended audience: ages 0-12 o Check age level o May be indicated by content, subject matter, age recommendations, series written for juvenile audiences, etc. o Check OCLC record fixed field “audience” . “a”: preschool (ages 3-5) . “b”: primary grades (ages 5-7) . “j”: all juvenile audiences or ages 8-12 o (see Cataloging the Collection: Books – Fiction: Juvenile Fiction for more LCPL collection divisions)
• Call number: o Suggested Dewey number is provided in 082 tag; compare this call number with the rest of LCPL collection for exact placement o 092 tag, subfield a: enter “E,” “ER,” or “J” (as appropriate) followed by Dewey number . Only one (1) subfield “a” is allowed in this tag . Call number does not exceed one (1) prime (limit is three (3) digits total unless the situation warrants a longer call number) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
• Format term: o Leader byte 06: enter “a” or “t” o Leader byte 07: enter “a” or “c” or “d” or “m” o 008 tag byte 23: do not enter “o” or “s”
• 521 tag: add target audience (as appropriate)
• 650 tag: check subject headings
• Delete foreign language subject headings except Spanish
• 856 tag: delete tag containing URL (as appropriate)
• If book contains a compact disc: o 440 tag: enter “Book & CD” o 500 tag: enter “Includes compact disc (CD) with book”
• NOTE: Hardcover and paperback items with the same title have separate bibliographic records; exception is bound paperbacks (see below)
• NOTE: Bound paperbacks and their ISBNs (for “E,” “J,” and “YA” collections)
Attachment #3 Outsources Catalog Specifications, 2017 Page 24 of 76 o When cataloging a bound paperback, search the database by ISBN using the numbers provided from inside the title page o If there is a record match, add an additional 020 tag to the record: . 020 tag, subfield a: enter the bound ISBN (found on the back cover) followed by “(Follett bound)”
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REFERENCE
• Follow general cataloging procedures for ADULT NONFICTION or JUVENILE NONFICTION items (as appropriate)
• There is no Young Adult Reference collection
• Review content to determine intended audience
• Call number: o Suggested Dewey number is provided in 082 tag o 092 tag, subfield a: enter “REF” or “J REF” (as appropriate) followed by Dewey number . Only one (1) subfield “a” is allowed in this tag . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
• Check for series entries and subjects
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BIOGRAPHIES
Follow general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE NONFICTION items (as appropriate)
Individual Biographies
• Call number: o 092 tag, subfield a: enter 921 (preceded by “E,” “ER,” “J,” or “YA,” as appropriate) o 092 tag, subfield b (cutter): enter full name of biographee (600 tag) . Format: last name, first name (as appropriate) . Capitalize name of biographee . Numerals associated with biographee’s name should be added • EXAMPLE: 921 JOHN PAUL II
Collection of General Biographies
• Call number: o 092 tag, subfield a: enter 920 (preceded by “E,” “ER,” “J,” or “YA,” as appropriate) o 092 tag, subfield b (cutter): enter first three letters of main entry title (245 tag); ignore initial articles (“The,” “An,” “A”) if present
Collection of Subject Biographies
• Call number: o Classified by subject area or by specific continent, country, or locality o 092 tag, subfield a: enter Dewey number (preceded by “E,” “ER,” “J,” or “YA,” as appropriate) . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter first three letters of main entry title (245 tag); ignore initial articles (“The,” “An,” “A”) if present
• A biography of two (2) people can be cataloged under the subject heading or the collective biography call number; however, if the biography discusses one of the subjects more thoroughly, item is cataloged by that biographee’s name
Collective Family Genealogies
• Call number: o 092 tag, subfield a: enter 929.2 (preceded by “E,” “ER,” “J,” or “YA,” as appropriate) o 092 tag, subfield b (cutter): enter full family surname (capitalize name) Attachment #3 Outsources Catalog Specifications, 2017 Page 27 of 76
• 600 tag: enter family surname in subject heading
ARTISTS AND MUSICIANS
Follow general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE NONFICTION items (as appropriate)
Artists
• Includes biographical works on the artist that also contain works by the artist • Call number: o Classified in the 700s (as appropriate) for the geographic origin of the artist o 092 tag, subfield a: enter Dewey number (preceded by “E,” “ER,” “J,” or “YA,” as appropriate) . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter name of the artist (not the main entry author) (capitalize name)
• NOTE: If the item does not include art work, catalog as biography in 921 area (see Cataloging the Collection: Books – Nonfiction: Biographies)
Musicians
• Works referencing musicians are classified as biography in the 921 area (see Cataloging the Collection: Books – Nonfiction: Biographies)
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CRITICISMS AND WRITERS’ COLLECTIONS
• Follow general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE NONFICTION items (as appropriate)
• Call number: o Classified in the 800s o 092 tag, subfield a: enter Dewey number (preceded by “E,” “ER,” “J,” or “YA,” as appropriate) . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter writer’s surname (capitalize name)
CAREERS / VOCATIONAL GUIDANCE
• Follow general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE NONFICTION items (as appropriate)
• Materials whose subject matter is choosing a vocation or descriptions of vocations are classified in 331.702, not under the specific profession or occupation
• Call number: o 092 tag, subfield a: enter 331.702 o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
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CONTEMPORARY AND CLASSICAL FOLKLORE AND FAIRY TALES
• Follow general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE NONFICTION items (as appropriate)
• Classified in 398.2### (up to four (4) spaces after decimal) for adult; 398.2 for juvenile (E, ER, J, YA)
• Call number: o 092 tag, subfield a: enter Dewey number (preceded by “E,” “ER,” “J,” or “YA,” as appropriate) o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
BIBLIOGRAPHIES
• Follow general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE NONFICTION items (as appropriate)
• Call number: o Classified in the subject area Dewey number and not in 016 o 092 tag, subfield a: enter Dewey number . Refer to 082 tag for complete Dewey number . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
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BOOKS – ADDITIONAL CATALOGING CONSIDERATIONS
AUTHORITY RECORDS UTILIZED BY LCPL
Authority records are used to maintain standardized cataloging headings for the database. They are created by the Library of Congress and supplied to OCLC as part of the MARC record. They are essential to standardized cataloging practices. Bibliographic information is gleaned from these tags and used in MARC records. Authority records are the standardizations that aid in searching the database efficiently.
Occasionally, two or more authors will have the same name. Authority records differentiate between, and establish standards among, the many authors’ names and provide information to help determine which name belongs in that particular 100 tag in the bibliographic record.
Authority controlled MARC tags and headings are: • 100 tag: Authors • 110 tag: Corporate authors • 700 and 710 tags: Author/title • 440 (130) and 800 (830) tags: Series • 600, 610, 650, 651, and 655 tags: Subject headings
These correspond to the bibliographic MARC tags which are differently numbered than the authority MARC tags. The series entry in the bibliographic record is coded as 440 or 830. The authority record tag is coded as 130.
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SERIES HEADINGS
A series may be: • A group of separate items related to one another by a collective title applying to the group as a whole; or
• A succession of usually continuously numbered issues or volumes of a publication, published with related authors or subjects and similar formats; or
• Unnumbered, issued as a multipart monograph with an intended conclusion.
A series may be classed-together with the same call numbers (items with same call numbers distinguished by the volume number) or classed separately.
• Series headings may be applied to all material formats
• Series titles are found on the front cover of an item, at the top of the title page, or on a page following the title page
• Series titles are included in MARC records, if applicable
• 440 tag: “series statement” o Consists of series title alone o Field is used for indexing and searching purposes o Do not end with a mark of punctuation (.) unless it is included in the series title . EXAMPLE: Go Diego Go! o 440 subfield codes standardized by LCPL: . ‡a: title (title portion of the series) . ‡p: name of the part/section of work (subsection of the series) . ‡v: volume/sequential designation • Add series number to every series statement • EXAMPLE: Stephanie Plum mysteries ; #v #3 . ‡n: number of part/section of work . NOTE: subfield ‡x (ISSN) is no longer necessary o Required indicators for 440 tag: . First indicator is “Undefined” and contains a blank space . Second indicator is for non-filing characters . (0) – No non-filing characters, or initial article character positions are disregarded . (1-9) – Number of non-filing characters • Titles that begin with a definite or indefinite article • 440 2: article “A” • 440 3: article “An” • 440 4: article “The” . EXAMPLE: • 440 2 ‡a A Winnie the Pooh tale • 440 3 ‡a An Inspector Gadget adventure Attachment #3 Outsources Catalog Specifications, 2017 Page 32 of 76
• 440 4 ‡a The Hardy Boys and Nancy Drew mysteries
• 490 tag: edit any 490 tags established in the OCLC bibliographic record to 440 tags (see additional information in I. GENERAL CATALOGING PROCEDURES: MARC Record Tags Utilized by LCPL)
• 830 tag: delete duplicate series titles entered in these fields o NOTE: OCLC often enters series information in the 830 tag; this information duplicates the 440 tag; check the accuracy of this field when present, but do not add additional information to it (see additional information in I. GENERAL CATALOGING PROCEDURES: MARC Record Tags Utilized by LCPL)
• NOTE: Determining what are series statement or added entry titles: o Series titles may be found in the 500 tag (referencing notes on the cover of the item) . Leave leading articles that begin titles (such as “The,” “An,” “A”) off series entries o Some series that do not have an established series title but do have a main character in common may be referred to by that character in later titles . EXAMPLE: “Night Vision: A Jane Lawless Mystery” . Locate past publications by the same author (that share the common main character) and enter the new series title to group the bibliographic records
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SUBJECT HEADINGS
Subject headings are access points with standardized forms of terms, names, and uniform titles that reflect the topic or genre of a work. Personal, corporate, and geographic name headings, as well as uniform title headings, may be used as subject headings when a work is about the person, body, place, or other work.
Subject heading tags used by LCPL are:
• 600, 610, and 611 tags: Name Headings (Personal, Corporate, or Conference) • 630 tag: Uniform Title Headings • 650 tag: Topical Subject Headings • 651 tag: Geographic Subject Headings
• NOTE: 653 tag should be deleted from LCPL’s bibliographic records
The Library of Congress Subject Heading system reflects major subjects of the work being cataloged through use of specific headings. It is important to be as specific as possible when choosing a subject heading and not to select general topics unless a more descriptive term is not available from the LCSH authority listings. Unauthorized subject headings are not used in the LCPL catalog.
Subject headings subdivisions may include a topic descriptor, a chronological division, geographic details, or the form of the work being cataloged. There are many subdivisions that are “free- floating” and can be attached to subject headings. For this circumstance, LCPL uses the “Free- floating subdivisions: an alphabetical index” guidelines issued by the Library of Congress. This service is also available online in the OCLC Connexion cataloging program.
The number of subject headings assigned varies from item to item. Sometimes one is adequate; sometimes several are needed. Many works deal with more than one specific topic and each topic is assigned a subject heading.
Headings are assigned in order of the importance of that subject in the work.
Subject headings may be applied to all material formats.
Delete any duplicate subject headings that occur in the same record.
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GENRES – PRINT FICTION
Genre fiction is cataloged according to general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE FICTION items (as appropriate). Genre designations are for fiction items only.
(NOTE: For DVD cataloging, see Cataloging the Collection: DVDs and Cataloging the Collection: Blu- Ray Discs (respectively) and APPENDIX C: DVD and Blu-Ray Genres used at LCPL (respectively).)
• LCPL distinguishes the following genres: o Mystery o Science Fiction o Western o Romance o Fantasy o Graphic Novel o Graphic Non Fiction
• Genre information is usually found in the MARC record in either the 650 tag (subject heading) or the 655 tag (genre) o If there are no subject headings in the MARC record, look for the genre information on the item cover o Genre tags are composed of a second indicator (indicating source of data) and the source code. o LCPL uses both ALA’s subject guideline source (gsafd) and Library of Congress subject source (lcgft).
• Genre subject heading listings: o Mysteries . 650 0 Detective and mystery stories . 655 7 Mystery fiction . 655 7 Detective and mystery fiction. #2lcgft o Science Fiction . 650 0 Science fiction . 655 7 Science fiction.#2gsafd . 655 7 Science fiction.#2lcgft o Westerns . 650 0 Western stories . 655 7 Western stories.#2gsafd . 655 7 Western fiction.#2lcgft o Fantasy (may have up to three different headings) . 650 0 Fantastic fiction . 650 0 Fantasy fiction . 655 7 Fantasy fiction.$2gsafd . 655 7 Fantasy fiction.$2lcgft o Romance . 650 0 Love stories . 655 0 Love stories.$2gsafd . 655 7 Romance fiction.$2lcgft Attachment #3 Outsources Catalog Specifications, 2017 Page 35 of 76
o Graphic Novels . 655 0 Graphic novels o Graphic Nonfiction . 655 0 Graphic nonfiction . 655 0 Nonfiction comics
• Genre headings do not have subheadings
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GRAPHIC NOVELS
Graphic novels are fiction books written in a “graphic novel” comic book style. They are cataloged in the fiction call number range as assigned by the original cataloger. LCPL follows the Library of Congress genre headings authorities’ guidelines for assessing graphic works.
Graphic novels are cataloged according to general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE FICTION items (as appropriate).
• Call number: o Format as fiction (for adult, young adult, and juvenile, as appropriate) instead of by the 741.5 Dewey number included o 092 tag, subfield b (cutter): . If the title is part of a young adult or juvenile series, cutter by first three letters of the series title . If the title is not part of a series, enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
• 245 tag: o Enter title as directed
• Series: o Create a separate MARC record for each title within a series o If the title is part of a series and the series entry is not included in the MARC record, check the series in the database and add correct series entry to the bibliographic record
• 521 tag: if publication states that the material is intended for an older teenage audience, enter “Rated OT for older teen; ages 16 and up”
• 655 tag: enter “Graphic novels” in genre heading o Graphic novels do not have the subheadings “Fiction,” “Juvenile fiction,” “Young Adult fiction” added to any of the subject headings o NOTE: E and ER novels that have a graphic format are not considered graphic novels and do not get a graphic novel sticker.
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GRAPHIC NONFICTION
Graphic nonfiction are factual books written in a “graphic novel” comic book style. They are cataloged in the Dewey call number range as assigned by the original cataloger. LCPL follows the Library of Congress genre headings authorities’ guidelines for assessing graphic works.
Graphic nonfiction books are cataloged according to general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE NONFICTION items (as appropriate).
• Call number: o Format as nonfiction (for adult, young adult, and juvenile, as appropriate)
• 245 tag: o Enter title as directed
• Series: o Create a separate MARC record for each title within a series o If the title is part of a series and the series entry is not included in the MARC record, check the series in the database and add correct series entry to the bibliographic record
• 521 tag: if publication states that the material is intended for an older teenage audience, enter “Rated OT for older teen; ages 16 and up”
• 655 tag: o Enter “Graphic nonfiction” in genre heading o Enter “Nonfiction comics” in genre heading o Graphic nonfiction books may also contain the following genre headings: . Biographical comics . Grassroots comics . Historical comics . Humorous comics . Mythological comics . Sports comics . Spy comics . War comics . Western comics o Graphic nonfiction books do not have the genre heading “graphic novel” o NOTE: E and ER novels that have a graphic format are not considered graphic nonfiction and do not get a graphic nonfiction sticker.
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CALDECOTT AND NEWBERY AWARD WINNERS
Caldecott and Newbery Award winning titles are cataloged according to general cataloging procedures for JUVENILE FICTION items.
• Call number: o Format as juvenile fiction o 092 tag, subfield b (cutter): . If the title is part of a juvenile series, cutter by first three letters of the series title . If the title is not part of a series, enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
• 586 tag: enter “Caldecott Medal” or “Newbery Medal” (as appropriate)
• 650 tag: enter “Caldecott Medal” or “Newbery Medal” in subject heading (as appropriate)
• NOTE: Caldecott and Newbery designations are not applied to “Honor” recipients, only to award winning titles
HOLIDAY DESIGNATIONS
Holiday items are cataloged according to general cataloging procedures for JUVENILE FICTION (as appropriate).
• Holiday stickers are used for books and books on CD in the juvenile fiction collection only
• Holiday designation information is found in the 650 tag o If an item is apparently holiday-related by does not have a holiday designation, assign one in the 650 tag
• The holiday designations used are as follows: o Valentine’s Day o Easter o Halloween o Thanksgiving Day o Christmas
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AUDIOBOOKS – ADULT FICTION
• Call number: o Format: CD FICTION XXX o 092 tag, subfield a: enter “CD FICTION” o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag); usually author’s last name
• Format term: o Leader byte 06: enter “i” o 007 tag byte 00:01: enter “sd”
• Add three (3) additional subject headings: o 650 tag: enter “‡a Compact discs ‡v Fiction” o 650 tag: enter “Compact disc books” o 655 tag: enter “Audiobooks”
• 650 tag / 655 tag: check for genre headings
AUDIOBOOKS – YOUNG ADULT FICTION
• Call number: o Format: CD YA XXX o 092 tag, subfield a: enter “CD YA” o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag); usually author’s last name
• Format term: o Leader byte 06: enter “i” o 007 tag byte 00:01: enter “sd”
• Add three (3) additional subject headings: o 650 tag: enter “‡a Compact discs ‡v Young adult fiction” o 650 tag: enter “Compact disc books” o 655 tag: enter “Audiobooks”
• 650 tag / 655 tag: check for genre headings
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AUDIOBOOKS – JUVENILE FICTION
• Call number: o Format: . CD E XXX . CD ER XXX . CD J XXX o 092 tag, subfield a: enter “CD” followed by “E,” “ER,” or “J” (as appropriate) o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag); usually author’s last name
• Format term: o Leader byte 06: enter “i” o 007 tag byte 00:01: enter “sd”
• Add three (3) additional subject headings: o 650 tag: enter “‡a Compact discs ‡v Juvenile fiction” o 650 tag: enter “Compact disc books” o 655 tag: enter “Children’s audiobooks”
• 650 tag / 655 tag: check for genre headings
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AUDIOBOOKS – ADULT NONFICTION
• Call number: o 092 tag, subfield a: enter “CD” followed by Dewey number . Refer to 082 tag for complete Dewey number . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
• Format term: o Leader byte 06: enter “i” o 007 tag byte 00:01: enter “sd”
• Add three (3) additional subject headings: o 650 tag: enter “‡a Compact discs ‡v Non-fiction” o 650 tag: enter “Compact disc books” o 655 tag: enter “Audiobooks”
AUDIOBOOKS – YOUNG ADULT NONFICTION
• Call number: o 092 tag, subfield a: enter “CD YA” followed by Dewey number . Refer to 082 tag for complete Dewey number . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
• Format term: o Leader byte 06: enter “i” o 007 tag byte 00:01: enter “sd”
• Add three (3) additional subject headings: o 650 tag: enter “‡a Compact discs ‡v Young adult literature” o 650 tag: enter “Compact disc books” o 655 tag: enter “Audiobooks” Attachment #3 Outsources Catalog Specifications, 2017 Page 43 of 76
AUDIOBOOKS – JUVENILE NONFICTION
• Call number o 092 tag, subfield a: enter “CD” followed by “E,” “ER,” or “J” (as appropriate), followed by Dewey number . Refer to 082 tag for complete Dewey number . Call number does not exceed two (2) primes (limit is six (6) digits total) • The shortest Dewey number possible is preferred • Dewey numbers do not end in “0” after the decimal o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag or 110 tag); usually author’s last name
• Format term: o Leader byte 06: enter “i” o 007 tag byte 00:01: enter “sd”
• Add three (3) additional subject headings: o 650 tag: enter “‡a Compact discs ‡v Juvenile literature” o 650 tag: enter “Compact disc books” o 655 tag: enter “Children’s audiobooks”
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READ-ALONGS
A Read-along is an Easy or Easy Reader book with a compact disc containing narrated text with directional (track) signals.
• Follow general cataloging procedures for JUVENILE FICTION (as appropriate)
• Intended audience: o Ages 0-6 (picture books) o Ages 5-8 (Easy Readers)
• Call number: o Format: . E XXX . ER XXX o 092 tag, subfield a: enter “E” or “ER” (as appropriate) o 092 tag, subfield b (cutter): enter first three letters of main entry author (100 tag); usually author’s last name
• Format term: o Leader byte 06: enter “a” or “t” o Leader byte 07: enter “a” or “c” or “d” or “m” o 008 tag byte 23: do not enter “o” or “s”
• 440 tag: “Book & CD” o All children’s books with an accompanying CD have the series entry “Book & CD;” this includes Read-alongs as well as books with CDs that are mostly songs or performances
• 650 tag: enter “Read-alongs”
• Spine label has “w/CD” on the label
• NOTE: Books with CDs (songs) are NOT Read-alongs
• NOTE: Juvenile books (cataloged as J, ages 7-12) with narrated CDs (not containing track signals) are NOT Read-alongs
• NOTE: For juvenile or adult books with narrated CDs (not containing track signals), see Cataloging the Collection: Books with CDs: Adult and Juvenile Books with CDs; for books with music CDs (for any ages), see Cataloging the Collection: Books with CDs: Books with Music CDs”
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JUVENILE AND ADULT BOOKS WITH CDS
Juvenile books (cataloged as J, ages 7-12) and adult books with narrated CDs (not containing track signals) are not classified as read-alongs.
NOTE: For Easy or Easy Reader book with a compact disc containing narrated text with directional (track) signals, see Cataloging the Collection: Books with CDs: Read-Alongs; for books with music CDs (for any ages), see Cataloging the Collection: Books with CDs: Book with Music CDs
• Follow general cataloging procedures for JUVENILE or ADULT FICTION or NONFICTION (as appropriate)
• 440 tag: “Book & CD”
BOOKS WITH MUSIC CDS
Books for any age that with accompanying music CDs are not classified as read-alongs.
NOTE: For Easy or Easy Reader book with a compact disc containing narrated text with directional (track) signals, see Cataloging the Collection: Books with CDs: Read-Alongs; for juvenile or adult books with narrated CDs (not containing track signals), see Cataloging the Collection: Books with CDs: Adult and Juvenile Books with CDs
• Follow general cataloging procedures for JUVENILE or ADULT FICTION or NONFICTION (as appropriate)
• 440 tag: “Book & CD”
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DVDS
All fiction DVDs are cataloged according to their genre classification (see APPENDIX C: DVD and Blu-Ray Genres used at LCPL).
The following apply to the ADULT and JUVENILE collections.
• Call number: o Fiction: . 092 tag, subfield a: enter “DVD” followed by genre (as appropriate) . 092 tag, subfield b (cutter): enter first three letters of main entry title (245 tag, subfield a) o Nonfiction: . 092 tag, subfield a: enter “DVD” (followed by “J,” as appropriate), followed by Dewey number • Call number does not exceed two (2) primes (limit is six (6) digits total) o The shortest Dewey number possible is preferred o Dewey numbers do not end in “0” after the decimal
• Format term: o Leader byte 06: enter “g” o 007 tag byte 00:01: enter “vd” o 007 tag byte 04: enter “v”
• 650 tag: enter “DVDs”
• 655 tag: enter genre heading as a subject heading
• Delete foreign language subject headings except Spanish
• Delete movie industry subject headings and duplicate genre headings (i.e. mim, mifg, gsafd)
• NOTE: See APPENDIX C: DVD and Blu-Ray Genres used at LCPL
• NOTE: Full-screen and widescreen formats can share a single bibliographic record in the database o 250 tag: enter “Widescreen version (aspect ratio 2.35:1) and full-screen dvd available on this record.”
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BLU-RAYS
All fiction Blu-Rays are cataloged according to their genre classification (see APPENDIX C: DVD and Blu-Ray Genres used at LCPL).
The following apply to the ADULT and JUVENILE collections.
• Call number: o Fiction: . 092 tag, subfield a: enter “DVD” followed by genre (as appropriate) . 092 tag, subfield b (cutter): enter first three letters of main entry title (245 tag, subfield a) o Nonfiction: . 092 tag, subfield a: enter “DVD” (followed by “J,” as appropriate), followed by Dewey number • Call number does not exceed two (2) primes (limit is six (6) digits total) o The shortest Dewey number possible is preferred o Dewey numbers do not end in “0” after the decimal
• Format term: o Leader byte 06: enter “g” o 007 tag byte 00:01: enter “vd” o 007 tag byte 04: enter “s”
• 650 tag: enter “Blu-ray DVDs”
• 655 tag: enter genre heading as a subject heading
• Delete foreign language subject headings except Spanish
• Delete movie industry subject headings and duplicate genre headings (i.e. mim, mifg, gsafd)
• NOTE: See APPENDIX C: DVD and Blu-Ray Genres used at LCPL
• NOTE: Full-screen and widescreen formats can share a single bibliographic record in the database o 250 tag: enter “Widescreen version (aspect ratio 2.35:1) and full-screen dvd available on this record.”
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DVDS – ADDITIONAL CATALOGING CONSIDERATIONS
RATINGS
Many DVDs have ratings assigned by the Motion Picture Association of America (MPAA).
• Ratings typically are found in the 521 tag
• If MPAA has not rated a film: o 521 tag: enter “not rated”
CLOSED CAPTIONED DVDS
Closed captioning (CC) allows deaf, hard of hearing / hearing-impaired people, and others to read a transcript or dialogue of the audio portion of a video, film, or other presentation. As the video plays, text captions are displayed that transcribe, although not always verbatim, what is said and by whom and also indicate other relevant sounds.
The term “closed” in closed captioning means that not all viewers see the captions, only those who decode or activate them. This is distinguished from “open captions,” where the captions are visible to all viewers. Closed captions are not synonymous with subtitles often found in foreign language films.
• Check for the following fields in the MARC record: o 500 tag: Closed captioned for the hearing impaired o 650 tag: Video recordings for the hearing impaired
• Add subject headings if missing from MARC record
• DVDs for the visually impaired: o Assign the subject heading (655 tag) “Video recordings for people with visual disabilities”
PUBLIC PERFORMANCE RIGHTS
If the information accompanying a DVD states that the DVD has Public Performance use:
• 590 tag: enter “Public performance use”
• 650 tag: enter “Public performance rights video recordings” subject heading
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SPANISH LANGUAGE COLLECTION AND SPANISH/BILINGUAL MATERIALS
LCPL maintains fiction and nonfiction Spanish language materials collections for adults, young adults, and children. Spanish language materials are cataloged according to LCPL cataloging specifications for adult, juvenile, and young adult materials (see Cataloging the Collection procedures, as appropriate). Items that are bilingual with Spanish and English are cataloged as Spanish language materials (for bilingual materials in other languages, see Cataloging the Collection: Spanish Language Collection and Spanish/Bilingual Materials: Bilingual Materials).
ADULT FICTION
• Follow general cataloging procedures for ADULT FICTION items (as appropriate)
• Applies to adult fiction books, large print books, and books on CD
• Call number: o 092 tag, subfield a: enter “SP” prefix before call number
• 650 tag: enter “Spanish language materials” o For books: 650 tag, subfield v: enter “Fiction” o For books on CD: 650 tag, subfield v: enter “Sound recordings” o For bilingual materials: 650 tag, subfield x: enter “Bilingual”
YOUNG ADULT FICTION
• Follow general cataloging procedures for YOUNG ADULT FICTION items (as appropriate)
• Call number: o 092 tag, subfield a: enter “SP” prefix before call number
• 650 tag: enter “Spanish language materials” o For books: 650 tag, subfield v: enter “Young adult fiction” o For bilingual materials: 650 tag, subfield x: enter “Bilingual”
JUVENILE FICTION
• Follow general cataloging procedures for JUVENILE FICTION items (as appropriate)
• Call number: o 092 tag, subfield a: enter “SP” prefix before call number
• 650 tag: enter “Spanish language materials” o For books: 650 tag, subfield v: enter “Juvenile fiction” o For bilingual materials: 650 tag, subfield x: enter “Bilingual” Attachment #3 Outsources Catalog Specifications, 2017 Page 50 of 76
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ADULT NONFICTION
• Follow general cataloging procedures for ADULT NONFICTION items (as appropriate)
• Applies to adult nonfiction books, large print books, books on CD, DVDs, and Blu-Ray discs
• Call number: o 092 tag, subfield a: enter “SP” prefix before call number
• 650 tag: enter “Spanish language materials” o For books: 650 tag, subfield v: enter “Non-fiction” o For books on CD: 650 tag, subfield v: enter “Sound recordings” o For DVDs: 650 tag, subfield v: enter “Video recordings” o For bilingual materials: 650 tag, subfield x: enter “Bilingual”
YOUNG ADULT NONFICTION
• Follow general cataloging procedures for YOUNG ADULT NONFICTION items (as appropriate)
• Call number: o 092 tag, subfield a: enter “SP” prefix before call number
• 650 tag: enter “Spanish language materials” o For books: 650 tag, subfield v: enter “Young adult non-fiction” o For bilingual materials: 650 tag, subfield x: enter “Bilingual”
JUVENILE NONFICTION
• Follow general cataloging procedures for JUVENILE NONFICTION items (as appropriate)
• Applies to juvenile nonfiction books; includes E, ER, and J items
• Call number: o 092 tag, subfield a: enter “SP” prefix before call number
• 650 tag: enter “Spanish language materials” o For books: 650 tag, subfield v: enter “Juvenile non-fiction” o For bilingual materials: 650 tag, subfield x: enter “Bilingual”
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BILINGUAL MATERIALS
Bilingual books in any language other than Spanish follow the same general cataloging specifications as the regular item counterparts.
• Follow general cataloging procedures for ADULT, YOUNG ADULT, or JUVENILE FICTION or NON-FICTION items (as appropriate)
• 650 tag: enter “Bilingual books”
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OTHER COLLECTIONS
ESL (ENGLISH AS A SECOND LANGUAGE) COLLECTION
LCPL has adult and juvenile fiction, nonfiction, portable audiobook, CD, and DVD “English as a Second Language” (ESL) materials. LCPL does not have young adult ESL collection.
All language materials that concentrate on learning English as a second language, regardless of the native language of the speaker, will be cataloged in the ESL collection. For instance, native Spanish speakers who wish to improve their English language skills will look for items in the ESL collection and not the Spanish collection.
Foreign language dictionaries and other materials about learning a foreign language (not English) are not ESL books. Items that are recorded or written in Spanish are not ESL because we have a separate Spanish collection (see Cataloging the Collection: Spanish Language Collection and Spanish/Bilingual Materials).
• Determining ESL collection items: o Target audience should be non-native English speakers o The term “ESL” or “English as a Second Language” should be stated somewhere on the cover or case of the item or in its description o In the MARC record, “English as a second language” or “ESL” will appear in the subject heading field (650 tag) . If this subject heading has not been included in the original cataloging, and the item is definitely part of the ESL collection, inform the Head Cataloger who will add the subject heading o If the material is an audio recording (mostly from Recorded Books), the phrase “recorded at 10%-15% slower pace” may be listed underneath the ESL description. o Publisher information is another good indicator of ESL material
• Follow cataloging procedures for the appropriate collection type and audience
• Call number: o 092 tag, subfield a: enter prefix “ESL” before other appropriate call number information o EXAMPLE: . ESL CD 428.34 SUR (“Survival English for Chinese Speakers”) . ESL DVD J 428.3461 MUZ (“Muzzy. ESL”)
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MULTIVOLUME SETS
Multivolume Print Sets Multivolume print sets contain two (2) or more volumes are cataloged under one (1) bibliographic record. Examples include encyclopedias, collections from literature or history, and other reference sources that are updated periodically.
• Follow general cataloging procedures for ADULT, YOUNG ADULT, and JUVENILE print items (as appropriate)
• 440 tag: add series entry (as appropriate)
• 505 tag: add detailed formatted contents note (as appropriate)
• Assign to branch code as directed
• Each volume is processed separately and assigned the MVOL collection code, which keeps the set together at one branch and does not allow items to float to other branches
Multivolume Audiovisual Sets (Audiobooks on CD, DVDs) Multivolume audiovisual sets contain two (2) or more volumes and are designed to be used together.
• Follow general cataloging procedures for AUDIOBOOK and DVD items (as appropriate)
• 440 tag: add series entry (as appropriate)
• 505 tag: add detailed formatted contents note (as appropriate)
• Assign to branch code as directed
• If the resource is a double volume (two (2) pieces): o The volumes are attached and treated as one (1) volume with the parts indicated in the copy field and on the spine label o This is NOT processed as a multivolume set and is not assigned the MVOL collection code • If there are three (3) or more volumes: o Each volume is processed separately and assigned the MVOL collection code, which keeps the set together at one branch and does not allow items to float to other branches
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SPINE LABELS
SIZE AND CONTENT
• Approximate size of spine label: 1 ½” W x 1” H
• Content: o Line 1: Prefix (shelf location on item record) o Line 2: Classification (class on item record) o Line 3: Cutter o Line 4: Additional cutter or information from copy field o Last line: “LCPL” (or branch ownership designation code “BRM” if applicable)
• Start each line of the label on the left margin, centered on the label
• Determine the prefix and classification from the item record o Alpha-character prefixes and classes should be in all capital letters o Refer to spine label formats for the appropriate collection type (see Spine Labels: Spine Label Formats by Collection)
• All spine labels are placed horizontally
• All spine labels include the “LCPL” location on the bottom of the label (or branch ownership designation code “BRM” if applicable)
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SYLLABICATION ISSUES
If the cutter is longer than the single line space provided on the spine label, use the rule of syllabication from the American Heritage Dictionary of the English Language.
• EXAMPLE: o A biography of William Shakespeare o Syllabication: Shake•speare o Spine label:
921 SHAKE- SPEARE WILLIAM LCPL
• EXAMPLE: o A biography of Albert Schweitzer o Syllabication: Schweit•zer o Spine label:
921 SCHWEIT- ZER ALBERT LCPL
o Include the entire surname on a single line if there is sufficient space:
921 SCHWEITZER ALBERT
LCPL
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SPINE LABEL FORMATS BY COLLECTION
CIRCULATING COLLECTIONS
Adult Print Collections
Fiction Large Print Fiction LP Biography FICTION LP LP AAR FICTION 921 AAR AARON HANK LCPL LCPL LCPL
Nonfiction Large Print Nonfiction Biography 001.023 LP 921 RUH 385.0973 AARON AMB HANK
LCPL LCPL LPCL
Young Adult Print Collections
Fiction Nonfiction YA YA FIE 332.024 SIL
LCPL LCPL
Children’s Print Collections
E Fiction ER Fiction J Fiction E ER J AAR FEL FEU
LCPL LCPL LPCL
E Nonfiction ER Nonfiction J Nonfiction E ER J 398.2097 395.122 395.59 MON SHA YOU
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LCPL LCPL LPCL
Read-Alongs E BER (w/CD)
LCPL
Audiobooks
Adult Fiction Adult Nonfiction CD CD FICTION 001.023 AAR RUH
LCPL LCPL
Young Adult Fiction Young Adult Nonfiction CD CD YA YA FIE 332.024 SIL LCPL LCPL
E Fiction ER Fiction J Fiction CD CD CD E ER J AAR FEL FEU
LCPL LCPL LPCL
E Nonfiction ER Nonfiction J Nonfiction CD CD CD E ER J 398.2097 395.122 395.59 MON SHA YOU LCPL LCPL LPCL
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CIRCULATING, NON-FLOATING COLLECTIONS
Juvenile Series (for items listed in APPENDIX D: Series at LCPL Juvenile Series table only) J DIX
BRM
NON-CIRCULATING COLLECTIONS
Adult Reference Juvenile Reference REF J 395.4 REF FOR 004.678
BRM BRM
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SPECIAL COLLECTIONS
Spanish Language Collections
Adult Fiction Adult Nonfiction SP SP FICTION 393.1264 AGU HOW
LCPL LCPL
Young Adult Fiction Young Adult Nonfiction SP SP YA YA ANN 398.2 ADA LCPL LCPL
J Fiction J Nonfiction SP SP J J ANN 398.2 ADA LCPL LCPL
E Fiction E Nonfiction SP SP E E ADA 398.2 ADA LCPL LCPL
ER Fiction ER Nonfiction SP SP ER ER GRE 790.133 BRY LCPL LCPL
Multi-Volume Items
Print Audiobook REF CD 304.60972 FICTION SOU BRO
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v.7 Pt. 1 Pt. 1 of 2 BRM BRM
BIBLIOGRAPHIC (BIB) LABELS
• Approximate size of bib label: 1 ½” W x 1” H
• Content: o Line 1: “LCPL” (or branch ownership designation, if applicable), centered o Line 2: Call number, left justified o Line 3: Title, left justified o Line 4: Author, left justified o Line 5: Bid number (“Bid#123456”), left justified o Line 6: Barcode number, centered
• Bib labels are placed horizontally below the barcodes
• EXAMPLE:
LCPL FICTION BLA Call me princess : a novel / Blaedel, Sara. Bid#667099 31696135476537
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APPENDIX A: LOCATION CODES USED AT LCPL
LOCATION CODE DESCRIPTION BB BOARD BOOK CDBKA CD BOOK ADULT FICTION CDBKNF CD BOOK ADULT NONFICTION CDBKE CD BOOK EASY (Includes E, ER Fiction and Nonfiction) CDBKJ CD BOOK JUVENILE (Includes Fiction and Nonfiction) CDBKYA CD BOOK YA (Includes Fiction and Nonfiction) DVD DVD (Includes ADULT & YA Fiction and Nonfiction) DVDJ DVDJ (Includes E & J Fiction and Nonfiction) EF EASY FICTION ENF EASY NONFICTION ERF EASY READER FICTION ERNF EASY READER NONFICTION ESLCD ESL/ADULT LEARNER CD ESLDVD ESL/ADULT LEARNER DVD ESLF ESL/ADULT LEARNER FICTION ESLNF ESL/ADULT LEARNER NONFICTION F ADULT FICTION JF JUVENILE FICTION JFSER JUVENILE FICTION SERIES JNF JUVENILE NONFICTION JNFSER JUVENILE NONFICTION SERIES JREF JUVENILE REFERENCE LPF LARGE PRINT FICTION LPNF LARGE PRINT NONFICTION LRC LITERACY READERS MVOL MULTIVOLUME NF ADULT NONFICTION REF ADULT REFERENCE SPF SPANISH FICTION SPJF SPANISH JUVENILE FICTION (Includes E, ER & J SPJNF SPANISH JUVENILE NONFICTION (Includes E, ER & J) SPNF SPANISH NONFICTION SPYAF SPANISH YA FICTION SPYANF SPANISH YA NONFICTION YA YA FICTION YANF YA NONFICTION
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APPENDIX B: MEDIA CODES USED AT LCPL
MEDIA CODE DESCRIPTION BB BOARD BOOK BK BOOK CD COMPACT DISC DVD DVD DVDB DVD BLU-RAY KIT KIT PB PAPERBACK BOOK REF NON-CIRCULATING
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APPENDIX C: DVD AND BLU-RAY GENRES USED AT LCPL
• ACTION • ADVENTURE • ANIMATED • ANIME • BIOGRAPHICAL • CHILDREN’S • COMEDY • DISASTER • DOCUMENTARY • DRAMA • EPIC • HORROR • MUSICAL • ROMANCE • SCI-FI • SHORT FILMS • SUSPENSE • WAR • WESTERN
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APPENDIX D: SERIES AT LCPL
JUVENILE SERIES
TITLE OF J SERIES CUTTER 39 Clues author A to Z Mysteries J ROY A to Z Mysteries Calendar Mysteries J ROY Adventures of the Bailey School Kids J DAD Adventures of Tintin J HER American Girl Beforever Classic author American Girl Beforever Journey author American Girl Beforever Mysteries author American Girl History Mysteries (Mysteries Through Time) author American Girl Library author American Girl Like Sisters author American Girl Mysteries Through Time (History Mysteries) author American Girl Original Series author American Girl Short Stories author American Girl Today (Girl of the Year) author American Girl Welcome to …’s World author American Girls (JFSER & JNFSER) author American Girls Collection author Animal Ark J BAG Animorphs J APP Arthur Books J BRO Bionicle Chronicles J BRO Boxcar Children Graphic Novels J BOX Boxcar Children Great Adventure J WAR Boxcar Children Mysteries J WAR Cam Jansen Mysteries J ADL Candy Apple author Choose Your Own Adventure (Original Series) author Choose Your Own Adventure Dragonlarks author Dear America author Disney Fairies Graphic Novels J DIS Disney Fairies Never Girls (Stepping Stone) author Disney Princess J DIS Disney Princess Beginnings author Ever After High author Attachment #3 Outsources Catalog Specifications, 2017 Page 67 of 76
TITLE OF J SERIES CUTTER Ever After High: A School Story author Fairies author Fairies Candy Fairies author Fairy Bell Sisters author Fairy Bell Sisters Fairy Blossoms author Fairy Bell Sisters Fairy Chronicles author Fairy Bell Sisters Fairy Realm author Fairy Bell Sisters Flower Fairies author Fairy Bell Sisters Rainbow Magic author Faithgirlz author Faithgirlz Glimmer Girls author Flat Stanley author Flat Stanley Original Stories author Flat Stanley’s Worldwide Adventures author Goosebumps author Goosebumps Graphix author Goosebumps Horrorland author Goosebumps Most Wanted author Goosebumps Slappyworld author GRAPHIC NOVELS (any titles not on this list under specific series) author Hank the Cowdog J ERI Hardy Boys J DIX Hardy Boys Adventures J DIX Hardy Boys Clue Book J DIX Hardy Boys: Undercover Brothers J HAR Hardy Boys: Secret Files J DIX Hardy Boys: The New Case Files J DIX Horse Diaries author Indiana Jones J IND Infinity Ring author Junie B. Jones J PAR Lego (JFSER & JNFSER) J LEG Lego DC Super Heroes Chapter Books J LEG Lego Elves Chapter Books J LEG Lego Friends Chapter Books J LEG Lego Friends Comic Readers J LEG Lego Hero Factory Secret Mission J LEG Lego Nexo Knights Chapter Books J LEG Lego Ninjago Chapter Books J LEG Attachment #3 Outsources Catalog Specifications, 2017 Page 68 of 76
TITLE OF J SERIES CUTTER Lego Ninjago Graphic Novels J LEG Little House Books J WIL Magic School Bus (JFSER & JNFSER) author Magic School Bus Chapter Books author Magic School Bus Fact Finder author Magic School Bus Ms. Frizzle’s Adventures author Magic School Bus Presents author Magic Tree House (Stepping Stone) J OSB Magic Tree House Fact Tracker (Stepping Stone) author Magic Tree House Research Guide author Magic Tree House Super Edition J OSB Mandie J LEP My America author My Name is America author Nancy Drew J KEE Nancy Drew and the Clue Crew J KEE Nancy Drew Diaries J KEE Nancy Drew Mystery Stories J KEE Nancy Drew, Girl Detective J KEE Nancy Drew: The New Case Files J KEE Poison Apple author Pokemon (JFSER & JNFSER) J POK Pokemon Adventures Graphic Novels J POK Pokemon Black and White Graphic Novels J POK Pokemon Chapter Books J POK Pokemon XY J POK Royal Diaries author Sandy Lane Stables author Scooby-Doo J SCO Scooby-Doo You Choose J SCO Secrets of Droon J ABB Spiderwick Chronicles author Spirit Animals author Star Wars J STA Star Wars Adventures Graphic Novels J STA Star Wars Graphic Novels J STA Star Wars Jedi Academy J STA Star Wars Join the Resistance J STA Tony Hawk author Attachment #3 Outsources Catalog Specifications, 2017 Page 69 of 76
TITLE OF J SERIES CUTTER Transformers J TRA Trixie Belden author VeggieTales author
E AND ER SERIES
TITLE OF E & ER SERIES CUTTER CUTTER TYPE A is for Amber ER DAN author Adventures of Benny and Watch ER WAR author Alvin and the Chipmunks (Chipwrecked) ER ALV character/series Amelia Bedelia ER PAR author Amelia Bedelia (Readers) ER PAR author Angel Cat Sugar ER ANG character/series Angelina Ballerina E or ER HOL author Annie & Snowball ER RYL author Ant Hill ER HOL author Arthur Adventure, an (Arthur books) E or ER BRO author Babar E or ER BRU author Backyardigans E or ER BAC character/series Bad Kitty (easy) E BRU author Balloon Toons E (cutter by author) author Barbie E BAR character/series Barbie rules E BAR character/series Barbie’s Step Into Reading ER BAR character/series Barney E or ER BAR character/series Batman E or ER BAT character/series Berenstain Bears (Readers) ER BER author Berenstain Bears first time books E BER author Biscuit, the Little Yellow Puppy ER CAP author Black Lagoon Adventures E THA author Blackboard Bear E ALE author Blaze E AND author Blue’s Clues E or ER BLU character/series BOB Books ER KER author Bob the Builder E or ER BOB character/series Bones ER ADL author Boxcar Children Early Reader ER WAR author Brambly Hedge E BAR author Brownie & Pearl E RYL author
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TITLE OF E & ER SERIES CUTTER CUTTER TYPE Bunnicula & friends ER HOW author Busytown Mysteries E SCA author Caillou E or ER CAI character/series Care Bears E or ER CAR character/series Carl E or ER DAY author Cat the cat E WIL author Charlie and Lola E CHI author Chuggington ER CHU character/series Clifford, the Big Red Dog E or ER BRI author Commander Toad ER YOL author Corduroy E or ER FRE author Cork & Fuzz ER CHA author Cowgirl Kate & Cocoa ER SIL author Cranberryport E DEV author Curious George E or ER REY author D.W. E or ER BRO author David E SHA author Davy E WEN author DC Super (friends, heroes, character (Superman)) E or ER SUP author Dear Dragon ER HIL author Digby & Kate ER BAK author Dinosaur vs. Bedtime E SHE author Disney Fairies (easy) E DIS character/series Disney Fairies (readers) ER DIS character/series Disney Princess ER DIS character/series Doc McStuffins E or ER DOC character/series Don’t Let the Pigeon Drive the Bus E WIL author Dora the Explorer E or ER DOR character/series Dot & Jabber E WAL author Dr. Seuss E or ER SEU author Dragon Tales ER PIL author Elephant & Piggie Book ER WIL author Elliot Moose E BEC author Elmer E MCK author Eloise E or ER THO author Emily and Alice E CHA author Ernest & Celestine E VIN author Fancy Nancy E OCO author Fancy Nancy (readers) ER OCO author Attachment #3 Outsources Catalog Specifications, 2017 Page 71 of 76
TITLE OF E & ER SERIES CUTTER CUTTER TYPE First-Grade Friends ER MAC author Fitch & Chip ER WHE author Flat Stanley (readers) ER HAS author Flicka, Ricka, Dicka E LIN author Flip-a Word ER ZIE author Fluffy, the Classroom Guinea Pig ER MCM author Fly Guy ER ARN author Flying foxes E (cutter by author) author Frances E or ER HOB author Franklin E FRA character/series Franklin (TV storybook character) ER FRA character/series Frog E MAY author Froggy E LON author Geraldine E KEL author Gilbert E DE author Go, Diego, Go! E GO character/series Go, Diego, Go! (readers) ER GO character/series Goldilicious E KAN author Golly Sisters ER BYA author Good Knight ER THO author Grandmas ER MCC author Gus and Grandpa ER MIL author Gus the Hedgehog ER WIL author Happy Honey ER GOD author Harriet E CAR author Harry & Emily Adventure, a ER RUE author Henry E CAR author Henry and Mudge ER RYL author Henry the cat E CAL author Hermie & friends E or ER LUC author High rise private eyes (readers) ER RYL author Holiday Mice E ROB author Holly Hobbie & Friends E HOL character/series Hopscotch Hill School ER TRI author Iris and Walter E or ER GUE author Iron Man E or ER IRO character/series Jakers! E or ER JAK character/series Jimmy Neutron E JIM character/series Katie Woo (readers) ER MAN author Attachment #3 Outsources Catalog Specifications, 2017 Page 72 of 76
TITLE OF E & ER SERIES CUTTER CUTTER TYPE Kipper E or ER INK author Knuffle Bunny E WIL author Ladybug Girl E DAV author Lazytown E or ER LAZ character/series LEGO City Adventures E or ER LEG character/series LEGO hero factory ER LEG character/series LEGO Knights’ kingdom (readers) ER LEG character/series LEGO pirates ER LEG character/series LEGO star wars E or ER LEG character/series LEGO Ville ER LEG character/series Library mouse E KIR author Little Bear E or ER MIN author Little Bill E LIT character/series Little Bill (Nick Jr.) ER LIT character/series Little Critter E MAY author Little Critter (readers) ER MAY author Little Polar Bear E DE author Little princess story E ROS author Little Rabbit books E BAK author Littlest pet shop (readers) ER (cutter by author) author Louanne Pig E CAR author Loudmouth George E CAR author M and M ER ROS author Madeline E or ER BEM author Maisy E COU author Martha Speaks E or ER MAR character/series Marvel Adventures E or ER MAR character/series Maurice Sendak's Little Bear E or ER MIN author Max and Ruby E or ER WEL author Max and Zoe ER SAT author Max Spaniel (readers) ER CAT author McDuff E WEL author Miko E WEN author Minerva Louise E STO author Minnie and Moo ER CAZ author Miss Bindergarten E SLA author Miss Malarkey E FIN author Miss Spider’s Sunny Patch Friends E or ER KIR author Mole Sisters E SCH author Attachment #3 Outsources Catalog Specifications, 2017 Page 73 of 76
TITLE OF E & ER SERIES CUTTER CUTTER TYPE Monster Street E DAH author Monsters under the bed E ARN author Moonbear E ASC author Morris and Boris ER WIS author Mouse and Mole ER YEE author Mr. Putter and Tabby ER RYL author Muppets, the E or ER MUP character/series My first Little House books E WIL author My Little Pony E or ER MY character/series Nate the Great ER SHA author Ni Hao, Kai-Lin ER NI character/series Night Before…, the E WIN author Noodles ER WIL author Oliver and Amanda E or ER VAN author Olivia E FAL author Olivia (readers) ER FAL author Ollie and Moon E KRE author Peanuts E or ER SCH author Pearl and Wagner ER MCM author Pete the Cat E or ER PET character/series Pink Aliens E or ER KAN author Pinkalicious E KAN author Pinkalicious (readers) ER KAN author Pip and Posy E SCH author Pish and Posh ER BOT author Playtime with Little Nye E KOR author Pokemon Reader ER POK character/series Pony Scouts ER HAP author Poppleton ER RYL author Postcards from Buster ER BRO author Power Rangers E or ER POW character/series Preston Pig E MCN author Puppy diaries ER ABR author Puppy Mudge ER RYL author Purplicious E KAN author Rainbow Magic (readers) ER MEA author Richard Scary’s Great big schoolhouse ER FAR author Robin Hill School ER MCN author Rotten Ralph (readers) ER GAN author Attachment #3 Outsources Catalog Specifications, 2017 Page 74 of 76
TITLE OF E & ER SERIES CUTTER CUTTER TYPE Rugrats E or ER RUG character/series Russell the Sheep E SCO author Sam (readers) ER LAB author Scooby-Doo! E SCO character/series Scooby-Doo! (Readers) ER SCO character/series Scooby-Doo! 8 x 8’s E SCO character/series Sesame Street E or E SES character/series Sheep in a Jeep E SHA author Silverlicious E KAN author Skippyjohn Jones E SCH author Smurfs E or ER PEY author Spider-Man E or SPI character/series Splat the Cat E or ER SCO author SpongeBob SquarePants E SPO character/series SpongeBob SquarePants (8 X 8’s) E SPO character/series SpongeBob SquarePants (Ready to Read) ER SPO character/series Star Wars E or ER STA character/series Strawberry Shortcake E or ER STR character/series Stupids, the E ALL author Superman E or ER SUP character/series Tacky the Penguin E LES author Thomas & Friends E or ER AWD author Tilly and Friends E DUN author Toby E SZE author TOON book E (cutter by author) author Toot & Puddle E HOB author Totally Spies E or ER TOT character/series Transformers E or ER TRA character/series Trucktown E SCI author Trucktown (Ready-to-read) ER SCI author Turtle and Snake ER SPO author Urgency Emergency! ER ARC author Very Fairy Princess E AND author Walter, the Farting Dog E or ER KOT author Wibbly Pig E or ER INK author Wiggles E WIG character/series Willow buds E BUG author Winnie the Pooh (not Disney) E or ER MIL author Wizard's Private Eyes ER BON author Attachment #3 Outsources Catalog Specifications, 2017 Page 75 of 76
TITLE OF E & ER SERIES CUTTER CUTTER TYPE Wonder Pets E RIC author Wonder Woman E or ER WON character/series Wordgirl E or ER WOR character/series Wow! Wow! Wubbzy E or ER WOW character/series Yo Gabba Gabba E or ER YO character/series Yoko & Friends - School Days E WEL author Young Cam Jansen E or ER ADL author Zelda and Ivy E KVA author Zen shorts E MUT author
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