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