RFP # 13-9522-11EF

January 24, 2014

REQUEST FOR PROPOSAL

Opening Day Collections for Libbie Mill Library and Varina Area Library

COUNTY OF HENRICO, VIRGINIA

Your firm is invited to submit a proposal to obtain the services of one or more qualified vendors to provide the Henrico County Public Library with opening day collections, and related services, for two (2) new libraries, Libbie Mill Library and Varina Area Library, in accordance with the enclosed specifications. The submittal, consisting of the original proposal andsix (6) additional copies marked, Opening Day Collections for Libbie Mill Library and Varina Area Library", will be received no later than2:30 p.m., February 21, 2014, by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of FinanceDepartment of Finance

Purchasing Division ORPurchasing Division

1590 E. Parham RoadPO Box 90775

Henrico, Virginia 23228Henrico, Virginia 23273-0775

This RFP and any addenda are available on the County of Henrico website at: To download the (IFB or RFP), click the link and save the document to your hard drive. To receive an email copy of this document or any technical assistance please contact

Time is of the essence and any proposal received after 2:30 p.m., February 21, 2014, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Division personnel by the deadline indicated.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

A pre-proposal conference will be held on February 4, 2014 at 9:00 a.m. in the Purchasing Division, North Run Office Complex, 1590 East Parham Road, Henrico, VA. Offerors are strongly encouraged to attend the pre-proposal conference. ONLY two (2) representatives per firm will be allowed to attend the meeting. A teleconference number has been established for suppliers who are unable to travel to the County of Henrico. To join the meeting, call 804-501-7555 and enter meeting ID 7002 and password 4747. It is limited to one caller from each supplier. PLEASE BRING A COPY OF THE REQUEST FOR PROPOSAL WITH YOU TO DISCUSS THE REQUIREMENTS.

The awarding authority for this contract is the Henrico County Purchasing Director, Department of Finance.

Technical questions concerning this Request for Proposal should be submitted to Eileen Falcone, no later than February 7, 2014.

Very truly yours,

Cecelia H. Stowe, CPPO, C.P.M.

Eileen Falcone.

Senior Buyer

804-501-5637

1590 E. PARHAM ROAD/P O BOX 90775/HENRICO VA 23273-0775

(804) 501-5660 FAX (804) 501-5693

REQUEST FOR PROPOSAL

Opening Day Collections for Libbie Mill Library and Varina Area Library

COUNTY OF HENRICO

  1. Purpose

The intent and purpose of this Request for Proposal (RFP), and the resulting contract, is to obtain the services of one or more qualified offerors to provide the Henrico County Public Library (HCPL) with opening day collections (ODC), and related services, for replacement of Dumbarton Area Library, to be known as Libbie Mill Library, and for new Varina Area Library in accordance with the Scope of Services section of the solicitation. These two collections will consist of new materials with no integration from older collections. The Successful Offeror(s) may be required to box and store all materials in shelf ready order until a mutually agreed delivery date has been determined.

In order to obtain the best possible range of materials and services, the County reserves the right to make multiple awards based on this RFP. The number will depend on the quality of the proposals received and the unique specialization Offerors can make to an opening day collection (ODC).

  1. Background

Henrico County has a population of some 306,935 and a land area of 245 square miles. It is a high growth area adjacent to Richmond, Virginia that is becoming increasingly urban in certain areas. The Library System presently has 11 service outlets located throughout the County which includes Mobile Library Services and a Municipal Law Library. These facilities house a collection of over 900,000 cataloged items. HCPL uses the SirsiDynix integrated library system and its collection RFID equipped, using Bibliotheca tags and Lyngsoe equipment.

The new Libbie Mill Library (LML) will replace an existing structure in the Brookland Magisterial District of Henrico County. The new building, to be built in the planned community known as Libbie Mill Centre located on Staples Mill Road between Bethlehem Road and Broad Street, will be a 3-story structure totaling 60,000 square feet--40,000 square feet to be used as library space, with approximately 20,000 square feet of shell space. It will have shelving capacity for approximately 67,000 volumes. The opening day collection budget is $750,000 to accommodate selection, cataloging, processing, storage (of new materials), shipping, and shelving charges. The total amount expended may be up to 25% less than the budgeted amount. The library retains the option to decide the final amount to expend and to close the contract. The library is scheduled to open in fall of 2015.

The new Varina Area Library (VAL) will be a new building to be constructed near the intersection of Route 5 and 895 in the Varina Magisterial District of Henrico County. It will be approximately 40,000 square feet and will house approximately 67,000 volumes. The opening day collection budget for all library materials is $750,000 to accommodate selection, cataloging, processing, storage of new materials, shipping, and shelving charges. The total amount expended may be up to 25% less than the budgeted amount. The library retains the option to decide the final amount to expend and to close the contract. This library is scheduled to open early in 2016.

for R

  1. Scope of Work/Services

The County of Henrico seeks proposals from qualified Offeror(s) to provide the following Services. All proposals must either meet or exceed the specified requirements. Library materials have been divided into five (5)categories as outlined in Attachment E.

These are:

  1. Adult materials,
  2. Young Adult materials
  3. Juvenile materials with reinforced binding
  4. Juvenile materials
  5. Audiovisual materials

Offerors shall make a statement as to which category/categories they are submitting their proposal for.

The Successful Offeror(s) shall provide all labor, materials,equipment and supervision to provide the following services outlined in the Scope of Work.

  1. Assign a project team, with a team project manager, to provide support to the library during all phases of the project. A mutually agreed upon project management timeline will be in place. Successful Offeror(s) will assign a cataloger to finalize cataloging requirements.
  1. Provide an opening day collection of materials using the criteria listed Attachment E. This project is concerned with materials in all subject areas and reading levels, specifically: juvenile, young adult and adult nonfiction; juvenile, young adult and adult fiction; mass market and trade paperbacks; picture, beginning reader and board books; large print; adult, young adult and juvenile spoken word compact disc and Playaway; adult, young adult, and juvenile DVD; juvenile music on compact disc; and Read-Along kits (book with accompanying compact disc).
  1. Provide online selection lists for review and ordering capabilities, and pricing for specialized selection list options for each project. Online access to standard library reviewing sources should be provided. Options should be provided for staff review of selection lists that will allow theacceptance or return of lists without penalty for further development by the Offeror(s). Library staff should be able to consult directly with the Offerors’ selectors to ensure that they are adhering to the established collection profiles and are responsive to library’s requests. If Successful Offeror(s) are not able to comply with the established profiles, the library reserves the right to dismiss a selector and request a new one, without penalty or delay in the completion of the opening day collection projects.
  1. Mutually agreed upon project schedules shall be determined between the Successful Offeror(s) and HCPL. HCPL requires that the Successful Offeror(s) shallbe held accountable for meeting the deadlines on the project calendar. The project calendar will include confirmation of orders received, order transmissions, order placements and status changes (including cancellations) in a “to-be-determined” turnaround time.
  1. A fill-rate that meets or exceeds 90% of all items ordered. The library expects materials to be purchased, invoiced, cataloged, processed, and stored in conjunction with the selection list schedule. The library requires electronic ordering & invoicing via SirsiDynix, monthly fund reports, and status reports containing information about stock status, cancellations, out of print, etc. An audit of fill rate will be coordinated with the selection list schedule.
  1. Propose a method of providing updated, supplemental selection lists of prepublication and new items as part of the selection list schedule.
  1. Juvenile picture books in hardback will be pre-bound according to the Library Binding Institute specifications including:
  1. Library sewing, or over sewing, for books over 5/8 inches thick.
  2. Round corners with a double fold of protective buckram, or an acceptable alternative.
  3. Endpapers reinforced with a cloth hinge and sewn to the book, rather than pasted.
  4. Rounding and backing the book spine for books over 5/8 inch thick, using cloth back lining.
  5. Buckram, or an acceptable alternative, covers that include the same pictorial color and detail of the original cover as well as the annotations printed on the back of the paper dust jacket.
  1. Provide an identical classification number for any title selected which is already in the HCPL database or in accordance with the most recent specifications. The specifications will be provided to the Successful Offeror(s). Refer to Attachment F for further information about Dewey classification.
  1. Process the materials to be shelf ready in accordancewith HCPL specifications,including RFID tagging and linking, provided prior to the onset of cataloging and briefly outlined in Attachment G. All processing supplies, unless otherwise noted, shall be furnished by the Successful Offeror(s). Processing samples shall be approved by the library following the profile meeting and prior to the start of the project.
  1. Add barcodes to the bibliographic records it provides using SirsiDynix’s holdings data formats and add barcodes to the records already in the database if it has direct access. If records are provided electronically, the holdings data must be in a form that can be loaded into the database. Holding codes will be provided to Successful Offeror(s).
  1. Provideoptions for the Library to audit both the selected collection (i.e., what is ordered is received), and the delivered collection (i.e., what is received is invoiced).
  1. Provide samples of processing and quality control methodology upon request during all phases of the project. Library staff reserves the right to inspect processing and cataloging of items prior to shipping. Offeror(s) must describe procedures to be taken if Library staffs determine that cataloging or processing falls below agreed upon standards, or that Library staff opts to audit items in storage. An audit schedule will be developed with Successful Offeror(s) to coordinate periodic shipments of items for the library to examine based on the cataloging and processing specifications.
  1. Accommodate storage and delivery of all purchased materials in shelf-ready order. Successful Offeror(s) may be required to box andstore materials in shelf-ready order until a mutually agreed delivery date has been determined.
  1. Provide monthly fund reports, including predetermined accounting elements, in a mutually agreed format during the project to allow the library to determine the progress of the contract.
  1. Provide electronic invoicing via SirsiDynix modules and invoices which include for each title the number of copies, title, author, publisher, unit list price, rate of discount, net unit price and extended net amount, cataloging, processing and shipping charge, if any.
  1. Initial invoices must include at least 90% of items on a purchase order with a limit of no more than three invoices per purchase order.
  1. Provide inside delivery of all shelf ready materials, which are to be shipped toLibbie Mill Library and Varina Area Library. An exact schedule will be provided to Successful Offeror(s) when known. Offerors will ensure a method for claiming items shipped, but not received. Offerors shall describe procedures to be taken if scheduled openings are delayed.
  1. Allow the Library to return defective materials at the Offeror’s expense. Successful Offeror(s) will pay for return shipping of duplicate ISBN’s and refund the fund account under which the items was ordered. No time limit will be imposed for the return of defective and incorrectly processed items.
  1. Offeror(s) shall have the ability to incorporate collection analysis information derived from CollectionHQ (provided by library staff) to assist in the process of collection profiling of, and selection for, new materials.
  1. Provide selection lists for an opening day collection of materials for children, young adults and/or adults.
  1. Acquire selected items using the electronic capabilities of SirsiDynix modules for each opening day collection.
  1. Catalog all purchased materials which includes full bibliographic records using MARC encoding, adhering to the latest cataloging standards and the most current HCPL local practices. Records are to be loaded into the library’s automated system. Holdings posted to OCLC is desirable. Cataloging is to be done either live in the ILS or records delivered electronically if direct access is not an option. It is preferred the Successful Offeror(s) have direct access to our database.
  1. Offerors shall provide detailed information on how your firm will test the RFID tags to be sure they are linked correctly to the correct bibliographic record in the SirsiDynixdatabase prior to ODC. Offeror(s) shall also provide how any issues will be resolved.
  1. Partner with an experienced library moving firm to manage the moving andshelving process for the opening day collections. (This may require some interfiling and integration of a small amount of locally stored, new materials that will need to be transported to the libraries to be shelved with the rest of the opening day collections.) Offeror will furnish all supervision, labor and materials needed to perform the work. Offeror will provide adequate protection of floors, carpets, walls, doors, window, elevators, etc. The library reserves the right to determine the adequacy of the protection being provided or proposed by the Offeror. The library may require additional protection as necessary. Offeror is responsible for the removal of cardboard, pallets and other related supplies following the completion of the projects. The library will provide shelving maps for the opening day collections.

IV.COUNTY RESPONSIBILITIES:

The County will designate an individual to act as the County’s representative with respect to the work to be performed under this contract. Such individual shall have the authority to transmit instructions, receive information, and interpret and define the County’s policies and decisions with respect to the contract.

V.ANTICIPATED SCHEDULE:

The following represents a tentative outline of the process currently anticipated by the County:

Request for Proposals distributedJanuary 24, 2014

Pre-Proposal ConferenceFebruary 4, 2014; 9:00 a.m.

Deadline for QuestionsFebruary 7, 2014

Receive written proposalsFebruary 21, 2014; 2:30 p.m.

Conduct Oral interviews and negotiationsMarch 11, 2014

Contract/installation beginsApril, 2014

VI.GENERAL CONTRACT TERMS AND CONDITIONS

  1. Annual Appropriations

It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The successful offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the County or its elected officials, officers, agents, employees, or volunteers should the Board of Supervisors fail to make annual appropriations for the Contract.

B.Award of the Contract

1.The County reserves the right to reject any or all proposals and to waive any informalities.

2.The Successful Offeror shall, within fifteen (15) calendar days after Contract documents are presented for signature, execute and deliver to the Purchasing office the Contract documents and any other forms or bonds required by the RFP.

  1. The Contract resulting from this RFP is not assignable.

4.Upon making an award, or giving notice of intent to award, the County will place appropriate notice on the public bulletin board located at the following locations:

Purchasing DivisionEastern Government Center

North Run Office Complex3820 Nine Mile Road

1590 East Parham RoadHenrico VA 23223

Henrico VA 23228

Henrico Government Center

4301 E. Parham Road

Henrico VA 23228

Notice of award or intent to award may also appear on the Purchasing Office website:

C.Collusion

By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. § 1 et seq.) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

D.Compensation