Request for Proposal: #13-9522-11Ef

February 20, 2014

ADDENDUM NO 2.

REQUEST FOR PROPOSAL: #13-9522-11EF

SUBJECT:Opening Day Collections for Libbie Mill Library and Varina Area Library

Gentlemen/Ladies:

Please make the following changes, corrections, additions or deletions to the above referenced Request for Proposal:

Page 4, Sec. III J. currently reads:

Change to Read:

Add barcodes to the bibliographic records it provides using SirsiDynix’s holding data formats and add barcodes to the records already in the data base 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. Items added to the database must be checked out to a special user ID provided to the Successful Offeror. The user IDs provided will be specific to each library.If records are provided electronically the file must specify which library it is for. Items contained in each file must be only for the library specified. Holding codes will be provided to Successful Offeror(s).

Page 5. Sec. III. M currently reads:

Change to read:

Accommodate storage and delivery of all purchased materials in shelf-ready order. Successful Offeror(s) may be required to box and store materials in shelf-ready order until a mutually agreed delivery date has been determined. Offerors are to provide information in their proposal on how they will provide the materials in shelf-ready order.

Page 5, Sec.III.O currently reads:

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.

Change to read:

Provide invoices for each order and include the purchase order number, purchase order line numbers, 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. The Successful Offeror(s)must be able to support 9xx ordering and provide any assistance needed in the initial set-up of any new library accounts required for the project.

Page 5, Sec. III V. currently reads:

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 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.

Change to:

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 live in the ILS or records delivered electronically if direct access is not an option. Items added to the database must be checked out to a special user ID provided to the Successful Offeror(s). The user IDs provided will be specific to each library. The file must specify which library it is for. Items contained in each file must be only for that specific library.

Page 5, Sec.III.X currently reads:

Partner with an experienced library moving firm to manage the moving and shelving 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.

Change to Read:

Partner with an experienced firm(s) to manage the moving and shelving process for 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 firm(s) that the Successful Offerer(s) partners with for moving and shelving will provide comprehensive shelving maps for the opening daycollections by using shelving and collection information that will be provided by HCPL.

Find attached Questions and Answers

Unless otherwise changed by an addendum, all information will remain the same.

Sincerely,

Cecelia Stowe, CPPO, C.P.M.

Purchasing Director

Eileen M. Falcone

Senior Buyer

Attachment

RFP #13-9522-11EF

Questions and Answers

Opening Day Collections for Libbie Mill Library and Varina Area Library

Q1.What percentage will be the initial order and what percentage will be future orders?

A1.75% for opening day collection. 25% during the year following the opening date.

Q2.Does the Henrico County Public Library (HCPL) have a preference for a library moving company?

A2.No.

Q3.Who will provide the RFID tags?

A3.See attachment G.

Q4.What is acceptable as evidence our company can provide a 90% fill rate?

A4.Provide information from projects of similar scope and size along with references showing fill history.

Q5.How will other suppliers be able to incorporate collection analysis form Collection HQ?

A5.The library staff will provide information gathered from Collection HQ reports to suppliers electronically.

Q6.When will profiling begin?

A6.Immediately after the contract is signed.

Q7.Are offerorsbeing asked to provide samples of prebound books on page 17 d?

A.7Yes

Q8.In regards to Page 5, Sec. III. M. Does the County require a rough or strict/fine Dewey sorting?

A8. This is up to the Offeror to determine in conjunction with their partnered moving and or shelving firm(s).

Q9.Can the County provide a sample of the Monthly Fund Reports?

A9.See attached sample document A.

Q10.On page 5, P it says initial invoices must include at least 90% of the items on the purchase order with a limit of no more than three invoices per purchase order. How many purchase orders will be issued?

A10.There could be multiple purchase orders.

Q11. Is a credit memo acceptable as a refund for defective materials as stated on Page 5, R?

A11.Yes

Q12.Can the County provide an estimated number of units that will require interfiling and where they will be stored?

A12.This has been deleted. See Addendum.

Q13.How detailed will the shelving maps be as described on Page 6, X? Does this mean that the County will do all of their own calculations for how many inches per shelf? Or will they be the architects estimates of 10 books per foot?

A13.See Addendum

Q14.Page 25 Attachment E- Estimated Volume Capacity- The Adult and Young Adult Fiction category include lease plan estimated volumes. Is the lease book plan part of the RFP requirement or merely for information purposes? Does the Nonfiction estimated volumes of 650 represent the number of interfiled titles?

A14.The lease plan information is included for information purposes. The Young Adult Nonfiction estimated 650 volumes will be interfiled in the Adult section but selected separately.

Q15.Page 26 Attachment F – Cataloging Criteria – What is the benefit to the County for the vendor to perform “live” cataloging and item linking services as opposed to telnet/Z39.50 cataloging method?

A15.See Addendum Item 4

Q16.Page 27 Attachment G - Processing Specifications - The bid states that the successful vendor should “provide A-V materials in HCPL approved re-enforced cases.” Will our standard cases be acceptable or do you have a preference? If yes, can you provide your current vendor and item number for appropriate cases? Can the County provide the item number and vendor name for the blue case used for Blu-Ray titles? Should the vendor include case samples with proposal?

A16.Below is a list of the DVD and Audio cases that HCPL is currently using. Offerors shall provide one sample of a DVD case and one sample of an Audio Book Case. HCPL will not be ordering Blue-Ray titles.

DVD Case - Single / Proline Disc Cases - 1 disc / Brodart / 83058001
DVD Case - Double / Proline Disc Cases - 2 disc / Brodart / 83058002
DVD Case - 3disc / VERSApak Disc Cases - 3 Capacity / Brodart / 86911001
DVD Case - 4disc / VERSApak Disc Cases - 4 Capacity / Brodart / 83058003
DVD Case - 5disc / VERSApak Disc Cases - 5 Capacity / Brodart / 86911002
DVD Case - 6disc / Proline Disc Cases - 6 Capacity / Brodart / 83058004
DVD Case - 12disc / Proline Disc Cases - 12 Capacity / Brodart / 83058007
Audio Book Cases 1-10 discs / Blackbourn Two-Ring Customizable Disc Binders - White - 12 capacity / Brodart / 83874001
Audio Book Cases 11-24 discs / Blackbourn Two-Ring Customizable Disc Binders - White - 24 capacity / Brodart / 83874003
Audio Book Cases 25-30 discs / Disc Ring Binders - White 2-Ring - 30 Capacity / Brodart / 83874005
Audio Book Cases 31-48 discs / CD Ring Binder Albums without Pages / Demco / WE12228240

Q17.On page 26 it notes the following information: ‘HCPL requires a full bibliographic record, using MARC encoding, with any Library of Congress CIP records fully upgraded. We use the latest edition of the Dewey Decimal Classification and the Library of Congress Subject Headings. We follow the Library of Congress Authority File for name, subject and series authority.’ Is this requirement applicable to audiovisual materials or just print materials?

A17.This applies to all formats

Q18.Playways – when noted in Attachment G page 27, ‘Playaways have property label with protective label on the cassette’ - is this referring to the actual Playaway unit itself or does the library require this labeling service on the artwork?

A18.On the actual Playaway cassette unit.

Q19.Does the library require RFID linking services? If so, is it specific to particular formats and adult vs. juvenile titles?

A19.Yes. This applies to all formats.

Q20.What location will the vendor need to transport the locally stored new materials from?

A20.See Addendum Item 5

Q21.Does the library plan on doing their own shelving calculations or would they like the vendor to take care of this?

A21.See Addendum

Q22.Can you please provide the type/brand of book cover to be applied to paperbacks as referenced on Page 27 Attachment G?

A22.Reddi covers

8" Reddi Covers / Adhesive Reddi Covers 8" / Brodart / 75166002
9" Reddi Covers / Adhesive Reddi Covers 9" / Brodart / 75166003
10" Reddi Covers / Adhesive Reddi Covers 10" / Brodart / 75166004
11" Reddi Covers / Adhesive Reddi Covers 11" / Brodart / 75166005
12" Reddi Covers / Adhesive Reddi Covers 12" / Brodart / 75166006

Q23.Does the Library plan to place orders before July, 1 2014 that require invoicing?

A23.It is unknown at this time.

Q24. Page 2, Section II - The Library has indicated that the budget for each project is approximately $750,000 and is to accommodate all of the required services. The Library goes on the say that up to 25% of the budget may not be spent. The amount of the budget that will be spent and the total number of items that will be included in the initial delivery for each project is critical in production planning and in the pricing of the Library requested “shelving services”. If possible please provide a specific number of items that will require shelving or allow Offerors the option of providing a range of shelving costs depending on the quantity that will be shelved. For example: pricing to unpack and shelve 20,000 items, 25,000 items, 30,000 items, 35, 000 items.

A24.The funding allocated includes all aspects of Opening Day Collections. As outlined in the Scope of Work/Services.The expectation is to open at 75% or more capacity.

Q25. Page 3, Section II.C – The Library has requested “pricing for specialized selection lists options for each project”. Please define.

A25.The Successful Offeror(s) will provide pre-selected approval lists prepared by their Collection Development team for each collection area. Lists will be based on profiling documents to be developed with Successful Offerors.

Q26.Page 17, Section VIII.3 – Executive Summary, c – Sample selection list – Does the Library prefer to see a sample selection list for each format?

A26.Yes.

Q27. Would the Library prefer the offeror provide selection lists that can be reviewed on-line?

A27.Yes

Q28.Will HCPL allow the Successful Offeror(s) to use plain white RFID tags that the Offeror has encoded with Library supplied barcode numbers to process print materials?

A28.Yes

Q29.The Library requests that the Offeror provide artwork for AV materials with a scanable barcode, eye readable barcode, spine label, bib label, and “Look for” label with the first letter of first word of the title on top of the spine. Please confirm that the Library is requesting Digital Media Processing for labeling on the spine and around the edges of the cover art without covering up the original art work

A29.Yes