Title details for Hard to Find Books includes title, author, binding, condition, publisher, pub date, EAN, Net price (USO) and notation. The cover image displayed is from the ipage database and may not be the actual cover of the book you purchase from Hard to Find Books service. The notation may include data such as "Former Library book. Shows some signs of wear, and may have some markings on the inside."
Special Terms for Hard to Find Books Service
• Hard to Find Books are not covered under your Ingram contract terms and discounts • They will not receive cataloging or processing services. • These titles will be net-priced.
• No minimum order is required.
• Ingram will invoice customers for Alibris orders. These invoices will also appear on the monthly Ingram statement
• Titles ship from Alibris's distribution facility, and not an Ingram warehouse. They will not combine with your Ingram orders for shipping and may have different turn times and shipping methods.
• Delivery charges and freight charges will vary from your standard Ingram orders, and a $3.95 per book shipping and handling fee will be applied to each book if shipped within the United States.
Marketing Materials on ipage
, Ingram ipage is the Library's source for free publisher marketing materials. Available assets include shelf talkers, author photos, Q&As, book trailers, reading group guides, printable giveaways, teacher guides, and more. All content is cleared for use in newsletters and reading group materials, on websites and social media, and in other print and digital communications to customers and patrons.
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City of Torrance
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Cost Proposal.
10. Cost Proposal
A. Collection Management
(;
(1) Online selection list load, initial setup cost
The iCurate Coming Soon subscription is $775 per age group annually or $2,100 annually for all three Adult, Teen, and Children's suite of monthly lists. There is no setup fee, but the service is billed once at the time of subscribing.
(2) Online selection list, per list cost (if cost varies by frequency, indicate each cost) iCurate Coming Soon subscription for Adult, Children's, and Teen works out to about $6.73/list for 26 lists per month over 12 months. Custom lists would depend on requirements and time spent and would be agreed upon by the library and Ingram before proceeding.
The lists sent as part of Coming Soon are based on the typical library's needs, and the lists cannot be changed. Please note that alternative formats and frequencies cannot be accommodated. If your library has different needs, our Collection Development team will be happy to discuss them with you to provide a price quote for custom monthly curated lists for your library . Some libraries may choose to supplement through standing order programs, ipage lists, or custom lists if they collect more deeply in areas s!:lch as travel, continuations, or local history. (3) "Vendor Selection Ordering" per collection or subject area Ingram does not provide this service.
B. Ordering
(1) Online ordering, initial preparation costs
Ingram does not charge a set-up fee for on line ordering through EDI, ipage, or grids. (2) Ongoing costs associated with online ordering, if any Ingram does not charge for on line ordering.
' Customers with a current, active Ingram account are eligible for a free subscription to ipage, which offers libraries easy-to-use ordering capabilities and other features at no cost for unlimited concurrent users.
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City of Torrance
RFP No. B2020-14
C. Cataloging
( 1) Any costs associated with initial setup
There is no set-up charge for cataloging from Ingram.
(2) Cataloging cost per library specifications per item (added copy) and (3) Cataloging cost per library specifications per item (new title) Cost Proposal
Ingram will provide cataloging for added copies or new titles for the following costs:
Print Materials ....•....•...•....•.....•.. $2.25 per unit Spoken Word Audio •........•......•. $2.50 per unit
DVD and Music CDs .................... $2.75 per unit
Included in this cost as appropriate are Z39.50 search of Torrance database, BookMARC record, record upgrades, and original records as detailed in this proposal. Pricing is based on our understanding of the requirements as detailed in the RFP; should the Library's final specifications and requirements change, pricing may need to be renegotiated.
D. Processing
(1) Hardbound books costs to barcode, label and mylar
$1.65 per unit for hardcover books, to include:
• Mylar Jacket for books with dust jacket, or up to 2 label protectors • Spine Label
• Barcode
• Property Stamp
• Vinyl Pocket for Books with Disc
(2) Paperbound books costs to barcode, label and Kapco (Kapco only on items $15 list price or more)
$1.25 per unit. plus $1.85 per unit charge for 15 mil. laminate paperback cover. to include:
• Spine Label
• Barcode
• Property Stamp
(3) Tattle Tape costs
( 4) Genre Label
(5) Look for Label (for multi-disk sets)
(6) Hub Label for CD's audiobooks and DVD's
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City of Torrance
RFP No. 82020-14
Individual Processing Components '
Supply and apply Mylar or similar plastic dust jacket covers on hardback books with dust Jacket
Supply and apply Kapco or similar self-adhesive covers on paperbacks.
Ingram-supplied barcodes
Property Label
Tattle Tape Theft (Inside Book)
Genre Label
Apply and activate Ingram-supplied RFID tags.
Apply and activate Ingram-supplied Stingray RFID overlays to all media (1 overlay per item)
Digital Processing
Look For Label (For Multi-Disc Sets)
Hub Label (per application)
Shrink Wrap Removal
DVD Case (Single)
One Time Single DVD Case
One Time Multi DVD Case
One Time Single Music CD Case
One Time Double Music CD Case
Cost Proposal
cost per unit
$0.72
$1.72
$0.25
$0.25
$0.50
$0.25
$0.99
$1.29
$2.95
$0.25
$0.30
$0.55
$1.99
$2.59
$3.50
$3.00
$3.50
Spoken word audio CDs can be repackaged for t~e following fees, which includes shrink-wrap removal and inserting the cover artwork into the new case:
Spoken Audio CD Clam Case (12 CD's) $3.80
Spoken Audio CD Clam Case (20 CD's) $4.75
Spoken Audio CD Clam Case (30 CD's) $6.00
MediaSAFE Audio Case Small (14 Cb's) $4.95
MediaSAFE Audio Case Large (26 CD's) $5.30
E. Invoicing
(1) Any costs associated with initial set-up of electronic invoicing There are no costs from Ingram associated with initial set up of electronic invoicing. (2) Ongoing costs associated with electronic invoicing
There are no ongoing costs from Ingram associated with electronic invoicing.
F. Costs related to eBooks or eAudiobooks
Ingram does not currently offer these services and will be entering a no bid f~r this category at this time. As such we are unable to provide pricing for products that we do not offer.
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City of Torrance
RFP No. B2020-14
G. Other Costs
Cost Proposal
(1) Any other vendor costs associated with RFP requirements, but not listed above or included in purchase of discounted libracy materials themselves.
If a Library wishes to view full-text reviews, there is a nominal fee of $350.00 per year for that additional service. The Library also has the option of paying in installments of $35:00 per month.
Pricing for reviews is subject to change on an annual basis with notice. (2) Is there a flat rate fee which would provide a more cost effective alternative to individual pricing?
Ingram has provided bundled Fataloging pricing and basic bundled processing pricing based on the items listed on the RFP cost sheet. We have also priced individual processing components listed on the RFP cost sheet.
We would be happy to discuss your requirements in further detail, and provide a single bundled price to include cataloging and processing for each category: print books, spoken word audio, DVDs, and music CDs.
We cannot provide a single cost for collection development, as list costs vary depending upon the programs selected. '
8. Discounts
(1) General Trade Books
(2) "Short Discount" items
(3) Small Press
(4) Large Print Books
(5) Foreign Language Materials (Spanish, Korean, Chinese, Japanese, etc.,) ( 6) Continuations/Standing Orders
(7) DVDs 1
(8) Books on CDs
(9) Music CDs
(10) eBooks
(11) eAudiobooks
(12) eMagazines
( 13) Other Cost incentives, if any
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City of Torrance
RFP No. B2020-14
Cost Proposal
Ingram is pleased to offer the following discounts to City of Torrance for Torrance Public Library:
Binding Type or Press Discount
Trade Hardcover 42.6%
Library Bindings 19.0%,
Prebound 30.0%
Quality Paperback 40.0%
Mass Market Paperback 40.0%
University Press 15.0%
Publisher Library Binding 19.0%
Graphic Novels 35.0%
Short Discount/Small Press titles 10.0%
Spoken Word Audio Trade 45.0%
Spoken Word Audio Non-Trade 10.0%
DVD and Blue Ray 28.5%
Music 15.0%
Video Games 5.0%
Net Titles 0.0%
Details on our pricing are provided in our Project Understanding portion, under Section 1.F. Discounts.
Ingram does not provide eBooks, eAudiobobks, or eMagazines.
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City of Torrance
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Insurance
Contract Terms
Ingram can fulfill the indemnification and insurance requirements contained in the sample contract.
Where Ingram enters into a written agreement or contract with a Library, we have broad liability insurance coverage that includes provisions on a blanket basis. Ingram does not issue separate additional insured endorsements . Our insurance policies include blanket additional insured provisions that grant additional insured coverage wherein Ingram is contractually obligated to provide such coverage. We ask for adjustments to the insurance language in Sections 10.c. and 10.h. of the sample contract, as shown in the next tab .
While we understand it is not required, Ingram has included a Certificate of Insurance for your review .
Please note that our certificates run on an annual basis from October , 1 to October 1. They are automatically renewed yearly , as long as a contract is in effect with the Library.
We ask for the following adjustments to the insurance language in Sections 18 of the sample contract:
A. CONTRACTOR and its subcontractors must maintain for the duration of the Agreement at its sole expense the following insurance, which will be full coverage not subject to self-insurance provisions:
1 . Automobile Liability, including owned, nbn-owned and hired vehicles, with at leastthe following limits of liability:
a. Primary Bodily Injury with limits of at least $500,000 per person, $1,000,000 peroccurrence; and
b. Primary Property Damage of at least $250,000 per occurrence; or c. Combined single limits of$1,000,000 per occurrence.
2. Commerc ial General L iability includ ing coverage for premises, produ cts and comp leted operations, independent contractors/ vendors, personal injury and contractual obligations with, combined single limits of coverage of at least $2,000,000 per occurrence , $4,000,000 aggregate.
3. Workers' Compensation coverage as required by the Labor Code of the State of California and, if workers' compensation is required, employer's liability insurance with minimum limits of $1,000,000 per occurrence or occupational illness. The Workers' Compensation policy shall be endorsed with include a waiver of subrogation in favor of the CITY for all work performed by the CONTRACTOR, its employees, agents and subcontractors.
B. The insurance provided by CONTRACTOR will be primary and non-contributory.
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City of Torrance
RFP No. B2020-14
Contract Terms
C. CITY ("City of Torrance"), the Successor Agency to the former Redevelopment Agency of the City of Torrance, the City Counci l and each member thereof members of boards and co1i1missions, every officer, agent, official, employee and volunteer must be named included as additional insured under the automobile and general liability policies , but on ly to the extent or the am unt that Ingram Library Services LLC has agreed to indemnify the ' ITV. Coverage can be provided in the form of an endorsement to the CONTRA TO R's insurance or applicab le policy language.
D. CONTRACTOR must provide certificates of insurance including all required mandatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) indicating appropriate coverage, to the City lerk of the City ofTorrance before the commencement of work.
E. Each insurance policy required by this Paragraph must contain a provision that no termination, cancellation or change of coverage can be made without notice to CITY.
F. CONTRACTOR must include all subcontractors as insureds under its policies or must furnish separate certificates and endorsements for eac h subcontractor. All coverage for subco ntractors will be subject to all of the requirements of this Paragraph 18.
G. If the ONTRATOR maintains broader coverage and/or higher limits than the minimums shown above the CITY requires and shall be enthled to the broader coverage aod/orthe higher limits maintained by the ONTRACTOR, but ·only lo the e ·tent or the amount that lngram Library ervices LL ha agreed to indemnify lhe )TY. Any available insurance proceeds in excess of the specified minimum timits of insurance and coverage shall be available to the CITY.
H. The procuring of insurance shall not be construed as a limitation on liability nor as full performance of the indemnification provisions of the CONTRACTOR; I. CONTRACTOR hereby grants to CITY a waiver of any right to subrogation which any insurer of said CONTRACTOR may acqu.ire aga inst the CITY by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this prov ision applies regardless of whether or not the CITY has received a waiver of subrogation endo r ement from the insurer.
J. Self-insured retentions must be declared to and approved by lhe CITY. The CITY may require the CONTRACTOR to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or CITY.
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00259007 .dotx
EXHIBIT B
PROPOSAL
[To be attached]
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,
I
Request for Proposals (RFP)
City of Torrance I 3031 Torrance Blvd, Torrance CA 90503 I www.TorranceCA.Gov RFP No. 82020 _14 RFP POOL OF VENDORS FOR PROVISION OF SHELF READY LIBRARY
MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES
RFP Submittal Information
Mail or hand deliver Proposals. No faxed proposals .
No Late proposals.
Location: Office of the City Clerk
3031 Torrance Blvd.
Torrance, CA 90503
Date: Mondav, June 8, 2020
Time Deadline: 3:00 p.m. Local (Pacific} Time
Submittal Re uirements
An original plus three (3) printed copies of your RFP submittal must be in a sealed envelope and marked with the RFP number and title by the deadline time listed above. Your submittal must include the following:
• Vendor 's Response (Section Ill of this document pages 16 through 24) on the forms provided. If additional space is required, please attach additional sheets/pages . • Proposer's Affidavit (Attachment 1)
Proposers will be disqualified if their proposal does not include the above items.
Prrior t<;> tlfif? ·aw_~r.cl of~ C0ht11aet
The "suoc'essfu'I y,emd~r. mu~t sµbmit thei0 1lowim to t he Git of Hirranoe • Proof of insurance and applicable bonds, as indicated in the terms and conditions of this RFP document.
frl ,~
Ji',:;,'.. '" · .,_ L\/Qu$s'tiq_n& Regar:dili\~l"this .. RFP Mu'sl,.b_e SubrrHtte:€1 irl: the~F6fm 6f a:n. E·-Mail' 1 ,,;f:J&r~-~4~
• Your E-mail must include the RFP number and RFP title in the subject heading . • The deadline to submit questions is 12:00 Noon Pacific Time on Monday, June 1, 2020 • Your questions should be directed to:
Yolande Wilburn
City Librarian
[email protected]
RFP No. 8201 *-** RFP POOL OF VENDORS FOR PROVISION OF SHELF READY LIBRARY
MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES
SECTION I RFP INSTRUCTIONS AND INFORMATION
Notice is hereby given that sealed proposals will be received in the office of the_ City Clerk, City Hall, 3031 Torranc e Boulevard, Torrance, CA, until 3:00 p.m. on June 8, 2020. An original and three (3) printed copies of each proposal must be submitted in a sealed envelope and clearly marked: RFP Pool of Vendors for Provision of Shelf Ready Library Materials, and eBook and eAudiobook Services, RFP No. B2020-14.
The City of Torrance:
The City of Torrance is on the western side of Los Angeles County. It is boarded by the Palos Verdes Peninsula on the south, the City of Gardena on the north, the City of Redondo Beach on the north and west bound aries, the City of Lomita on the east and the Pacific Ocean on the west The City encompasses an area [RFP B2020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 1 READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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of approximately 21 square miles, 329 miles of Streets, 1870 intersections , 550 miles of sidewalks , 47,000 Street Trees, 6 Public Libraries, a Municipal Airport , Transi t System, 46 Parks & Recreation Amenities, 6 Fire Stations, 1 Police Station and 1 Police Community Center, and has an estimated population of approximately 145, 182, which makes Torrance one of the top 1 O cities in Los Angeles County in regards to population .
Background:
Torrance Public Library provides service through six facilitie s to approximat ely 145,182 City residents. In fiscal year 2020, the Library expects to expend approximately $200,000 on print materials, and $70,000 on media .
Costs for processing are not included in the above figures. In addition , an estimated $125,000 is allocated for eBook/eAudiobook, eMagazine and streaming content in fiscal year 2020.
No commitment of any kind is made concerning quantities to be acquired as a result of agreements established and each Proposer should take that into consideration .
Contracts with selected vendors may provide for individual orders on an as-needed basis at the sole discretion of the City.
Definitions:
~:;.r.i~fl )lSJora ti\ :, :,r~ D'e'.fihifi6_0 asar5p lled tmtf:fis ~F P ;, 'Ii< S!7;;•~•• .. I~~ ,,,_ r,,1, • City The City of Torrance, California or Torrance Public Library Vendor, Contractor, The person , firm , company or corporation providing services to the City, or Proposer, Firm or submitting a proposal in response to this RFP Consultant
Contract, Purchase Order, The agreement between the awarded Vendor and the City as a result of this Agreement, Purchasing Request for Proposals
Agreement
Barcode A machine-readable code in the form of numbers and a pattern of parallel lines of varying widths , printed on and identifyino a product Collection Materials In a variety of formats (including print and electronic) which is available for loan or use within the facility
EDI Electronic data interchange (EDI) is the concept of businesses electronically communicating information that was traditionally communicated on paper, such as purchase orders and invoices
ILS An integrated library system ( ILS) is an enterprise resource planning system for a library , used to traok items owned , orders made, bills paid , , and patrons who have borrowed
' ISBN International Standard Book Number
MARC Record Machine-Readable Cataloging Record is a set of digital formats for the description of items catalogued by libraries, such as books OCLC A Cooperative bibliographic utility which provides online cataloging , interlibrary loan, serials control, and other services available to libraries world -wide
OPAC User friendly Interface to the !LS that is intended for use by the library patrons , also known as, the Library cataloq
Preferred -Vendor The vendor , if any, selected by the City to negotiate an aqreement Proposal A vendors submission pursuant to this RFP
Read Alano Kits A kit containing books or booklets and an audio CD that matches the text .
RFP Reauest for Proposals
User Library patrons and staff that interact with the product 239 .50 A standard protocol for two computer systems to communicate for the purpose of information retrieval
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Proposal Submittal Form:
The proposal must be made on the form provided for that purpose, enclosed in a sealed envelope, and marked RFP Pool of Vendors for Provision of Shelf Ready Library Materials, and eBook and eAudiobook Services, RFP No. B2020-14 and addressed to the City Clerk, City of Torrance, 3031 Torrante Blvd., Torrance, CA 90503. If an individual makes the proposal, it must be signed by that individual, with an address and telephone number; If made by a business entity, it must be signed by an authorized person that executes binding agreements and contracts. A full business address and telephone are required. \
Blank spaces in the proposal form must be completed using ink, indelible pencil, or typewriter. T_he text of the proposal form must not be changed and no additions. Any unauthorized conditions, limitations, or provisos attached to a proposal will render it informal and may cause its rejection. Alterations by erasure or interlineations must be explained or noted in the proposal form over the signature of the Proposer. \ Questions:
Submit questions in writing via email to Yolande Wilburn, City Librarian at ywilburn@Tor ranceCA.gov by 12:00 P.M Noon, local Pacific time on Monday, June 1, 2020. No questions via telephone. No questions subrmitted after deadline. Written answers and any other changes to the RFP will be sent (via email or the US Postal Service) to all known prospective proposers as an addendum to the RFP.
To ensure fairness and avoid misunderstandings, all communications must be in written format and submitted via e-mail by the due date. Any communications whether written or verbal to any person other than the des·gnated individual listed on page 1, prior to award of a contracUpurchase order is strictly prohibited and may cause disqualification.
Errors and Omissions:
The proppser may not take advantage of any errors and/or omissions in these specifications or in the proposer's specifications submitted with its proposal. If there are errors or omissions, you will be notified.
Proposers Examination of Requirements:
The Proposer is required to examine carefully the site, the instructions, information and specifications of this document, investigate the conditions, the character, quality and quantity of work to be performed as required by this document. Submission of a proposal will be considered prima facie evidence that the Proposer has made such examination.
Reservation:
The City reserves the right to revise or amend these specifications prior to the date set for opening proposals.
Revisions and amendments will be identified by an addendum to this RFP. If the revisions require additional time to enable vendors to respond, the City may postpone the opening date accordingly. In such case, the addendum will include an announcement of the new proposal submittal due date.
Attach all addenda to the proposal. Failure to attach any addendum may render the _proposal non-responsive and cause for rejection.
The City reserves the right to award a contract to a company solely based on the initial proposal submitted.
The City reserves the right to require more information and clarification-on information submitted in the proposal to complete the evaluation.
Th~ City Council reserves the right to reject any and all proposals received, to take all proposals under ,, advisementfor a period not to exceed ninety (90) days after the date.ofthe opening, -to waive anyJnformality _ on any proposal, and to be the sole judge of the relative merits of the material and or service mentioned in the \
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respective proposals received. The City reserves the right to reject any proposal not accompanied with all data or information required.
This Request for Proposals does not commit the City to award a contract or to pay any cost incurred in the preparation of a proposal. All responses to this RFP document become the property of the City of Torrance.
The City reserves the right to examine all factors bearing on a Proposer's ability to perform the services under the contract. The City reserves the right to reject any proposal not accompanied with all data or information required. The City reserves the right to cancel this solicitation, without penalty , at its sole discretion.
Partial Prnposal:
Proposers are not required to submit a proposal for all the types of requested materials, services and content identified in this RFP. Proposers may submit a proposal for one or more pieces of the RFP, however if you submit a proposal to supply print or physical materials, such as, books, audiobook CD's, music CD's or DVD's, Playaways, or Read Along Kits it must include cataloging and materials processing services . . Affidavit:
An affidavit form is enclosed. It must be completed signifying that the proposal is genuine and not collusive or made in the interest or on behalf of any person not named in the proposal,, ~hat the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham proposal or any other person, firm, or corporation to refrain from proposing, and that the proposer has not in any manner sought by collusion to secure for1 itself an advantage over any other proposer . Any proposal submitted without an affidavit or in violation of this requirement will be rejected . (Attachment 1) J Evaluation of ,Proposals:
The City will be the sole determiner of suitability to the City's needs. Proposals are rated according to their completeness and understanding of the City's needs, conformance to the requirements of the technical specifications, compatibility with the City's current technology and operations, prior experience with similar scope of work, financial capabilities, delivery, and cost. Cost including any ongoing maintenance and support cost are reviewed to determine which proposal best meets the needs of the City.
The City will take into consideration a local Torrance vendor sales tax rebate of 1% for proposals submitted by a Torrance vendor that include a material component.
The City's project evaluation team will evaluate proposals based on the evaluation criteria listed below. Points will be assigned to each criterion up to a maximum of 100 points. Proposals will be ranked and that ranking will be made public.
Subsequently, the City may interview a qualified Firm, prior to deciding whether to recommend the award of an Agreement.
Description of Evaluation Criteria Possible Points
Firm Qualifications and References 25
Work Plan for Implementation 25
Project Understanding 25
Cost Proposal 25
Maximum Total Points ·= 100
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The Contract:
The awarded vendor(s) will be required to enter into a written co.ntract with the City of Torrance. Attached is a copy of the standardized contract (Attachment 2), which will be modified to reflect the awarded RFP. A copy of this RFP and the accepted proposal will be attached to and become a part of the contract.
Contract Term:
The initial contract will be for a period of 3 years, from date awarded to June 30, 2023. The City may extend the contract with two (2) additional 1-year extensions.
Fiscal Year Funding.;
Each payment obligation of the City is conditioned upon the availability of state or local government funds, which are apportioned or allocated for the payment of such an obligation . If the funds are not allocated and available for the continuance of the function performed by the Vendor, the product or service directly or indirectly involved in the performance of that function may be terminated by the City at the end of the period for which funds are available.
Independent Contractor:
The successful proposer will at all times remain to the City, a wholly independent contractor. Neither the City nor any of its agents will have control over the conduct of the Contractor or any of the Contractor's employees, except as otherwise set forth in the awarded Agreement. The Contractor's agents and employees are not and will not be considered employees of the City for any purpose . The Contractor may not, at any time or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of the City.
The City has no duty, obligation, or responsibility to the Contractor's agents or employees under the Affordable Care Act. The Contractor is solely responsible for any tax penalties associated with the failure to offer affordable coverage to its agents and employees under the Affordable Care Act and any other liabilities, claims and obligations regarding compliance with the Affordable Care Act with respect to the Contractor's agents and employees. The City is not responsible or liable for the Contractor's failure to comply with the Contractor's duties, obligations, and responsibilities under the Affordable Care Act. The Contractor agrees to defend, indemnify and hold the City harmless for all taxes and penalties that may be assessed against the City because of the Contractor's obligations under the Affordable Care Act relating to the Contractor's agents and employees.
Payments:
Complete payment on the contract price will be made in approxim ately thirty (30) days from date of delivery, or completion and acceptance, unless otherwise provided for in Proposer's proposal or in these specifications.
Payments will be made upon verification and acceptance by the City of contract services performed and upon the City's receipt of a correct invoice.
Suspension of Procurement:
The City may suspend, in writing all or a portion of the procurement of materials or services pursuant to this RFP and subsequent contract agreement, in the event unforeseen circumstances make such procurement impossible or infeasible, or in the event, City should determine it to be in the best interest of City to cancel such procurement of services or materials.
In the event et termination; selectea Proposer will perform such additional work as is necessacyJorJhe orderly filing of documents, and closing of project.
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The selected Proposer will be compensated for the terminated procurement based on materials or services actually furnished or performed prior to the effective date of termination, plus the work reasonably required for filing and closing.
Notice:
Whenever it will be necessary for either party to serve notice on the other respecting the Agreement, such notice will be served by personal delivery or by certified mail to the following addresses, unless and until different addresses may be furnished in writing by either party or the othe·r, and such notice will be deemed to have been served within seventy-two (72) hours after the same has been deposited in a United States Post Office by certified mail or has been delivered personally, and will be valid and sufficient service of notice for all purposes:
CITY: City Clerk
City of Torrance
3031 Torrance Boulevard
Torrance, CA 90503
VENDOR: Will be determined upon award of contract.
Notice of Intent to Award:
Approximately two (2) weeks prior to the anticipated City Council meeting awarding a contract because of the RFP, the City will notify pll proposer's of its intent to award. Results will be posted on the City of Torrance Web site http://www.torranceca.gov
City of Torrance Bid/RFP Protest Procedures:
The City of Torrance Bid/RFP Protest Procedures are found on the City of Torrance Web site:
http://www.torranceca.gov
Insurance:
Refer to contract template attached for insurance requirements. r
,.
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RFP No. 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF READY LIBRARY MATERIALS\ AND EBOOK AND EAUDIOBOOK SERVICES
I SECTION II TECHNICAL REQUIREMENTS
Overview/Introduction:
The City of Torrance (City) is seeking proposals from experienced vendors for a multi-year contract for the provision of library print and non-print materials and associ ated cataloging and processing services for the Torrance Pu~lic Library system (Library).
The materials to be provided include, but are not limited to, print books for adults, teens and children in a variety of binding formats and in regular and large print, non-print materials for adults, teens and children, eBooks and eAudiobooks, eMagazines, streaming content, DVDs, music on CDs, audio books on CDs, continuations .
Desired services include the provision of customized cataloging records, inventory (holdings) records, and physical processing of the library materials ordered. MARC records are also needed for acquired eBooks and eAudiobooks.
The City reserves the right to use any vendor(s) most advantageous to the City in obtaining these materials and services. The Library may establish purchase agreem ents with more than one vendor for the provision of all or some of these materials and services.
The initial contract will be from date of award through June 30, 2023 . The City reserves the right to renew the contract for 2 additional years, one year at a time at its sole discretion. The vendor(s) receiving the contract award for the initial contract will retain that contract award throughout the life of the contract, includir;ig the optional renewal years.
Price adjustmen ts will not be automatic . They must be mutually agreed upon by both the City and the vendor(s). The City will review the proposed pricing and determine if it is allowabl e, fair, reasonable, and in the best interest of the City to extend the agreement.
The City Is not obligated t9 purchase any specified quantity, and variations occur annually. Vendor(s) will invoice the City as orders are delivered. Failure of a vendor to comply with the terms and conditions stated may result in the cancellation of the Blanket P.O.
This RFP is intended to be as descriptive as possible. However, Proposers may not take advantage of omissions or oversights in this docum ent. Proposers must supply products and services that meet or exceed the requirements of this RPF. In the event of a dispute over installation or performance, the needs of the City of Torrance will govern.
Bidders must address the Scope of V\(ork in the Project Understanding document, and answer the additional questions in their bid.
Scope of Work:
1. PROVISION OF LIBRARY MATERIALS
A. Categories of Materials . Vendor to supply materials in the following categories:
(1) Priority popular books including pre-publication "bestseller'' titles, which will be in demand.
Tnese··ma terialsmust be-·handleu as priorities wh~n-cataloging, -processing·;and-shipping-to - I
the library.
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(2) General trade books including adult, teen, and child fiction, graphic novels and nonfiction titles in both publishers' reinforced bindings and single binding editions as well as paperback editions from all major publishing houses.
(3) "Short discount" items including scientific, technical, reference and textbook publication. (4) Small presses including a wide range of small and alternative publishing houses. (5) Large print books from various publishers.
(6) Spanish language books in both the language of the original literature and translations of English titles
(7) Materials or content in non-English languages including: Chinese, Korean, Japanese, Vietnamese, Hindi, Persian, Urdu
(8) Continuation/Standing Order plans must be available for a wide range of serial titles with the option of receiving selected titles biennially or annually. (9) Audio visual materials, to include DVDs, Audio Books (Books on CD), and/or Music CDs. (10) EBooks and eAudiobooks, and eMagazines, if available.
The Vendor will maintain sufficient inventories, or be a major supplier, of at least one of the following categories of library materials: adult books, teen and children's books, adult media materials, teen and children's media materials, continuations/standing orders, eBooks and eAudiobooks.
B. Order Status
Vendor shall provide an electronic accounting of current unfilled orders which is updated a minimum of once p'er week. Vendor shall automatically cancel back orders 150 days after date order was received with cancellation status appearing in the electronic order record. There should be no substitutions of titles or publishers.
C. Shipping
Free shipping provided by the vendor, including shipment of returned items is preferred. All items are to be shipped F.O.B. Destination. An accurate packing slip is to be included in every shipment.
Rush shipments may be shipped by UPS or other priority delivery service to meet the required turnaround time. Fully cataloged and proces sed library materials shou ld be received by the library within fifteen (15) working days of receipt of library materials from the publisher to the vendor.
D. Invoicing
Vendor shall have the capability of transferring invoices electronically via the Integrated Library System (currently Sirsi Dynix, Symphony) . In addition to electronic transfer, the library requires that billing be available .online to the Library acquisitions agent. The invoice must provide title, author, publish er, numbe r of copies, unit list price, applicable rate of discount, net unit price and extended amount. Consolid ated monthly invoices are requir ed. All invoices shall provide reports on items that are temporarily out of stock, publisher out of stock, out of print and not yet published . Vendor must be able to invoice separately by various accounts required by the library, such as adult books, teen and children's books, continuations, audio visual, eBook and eAudiobook. Please supply a sample electronic invoice w1tfi the RFP:
E. Returns and Compensation
Returns for credit or replacement of defective items, items not ordered and/or items deemed not appropriate for the library's use shall be permitted without requesting permission. The library , should have the right to report cataloging and processing mistakes to vendor and receive "comp ensation " for correcting any cataloging and/or processing mistakes in-house, when the library feels this procedure is more efficient than shipping the item in question back to the vendor .
F. Discounts
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Discounts shall be agreed upon by both parties and shall be firm and fixed for the specified contract period. Vendor shall base all discounts upon the actual price of the library material and shall not include any "freight pass through" charges in the unit cost.
G. Method of Payment
The library reserves the right to pay its invoices only after receipt of materials unless a "prepaid" condition exists. Bills will be paid on a monthly basis.
H. Vendor Support
Vendor shall supply a shelf-ready services project manager for the library who will provide the following services:
(1) Problem resolution with a guaranteed response time of 24 hours for all phone calls or , ,correspondence received from the library.
(2) Authority to approve and implement any requested changes to shelf-ready specifications received from the library.
(3) Provision of status reports 9n all required shelf-ready services under development. (4) Coordin~tion with relevant ILS staff and the library staff in the development and ongoing management of all required ILS interfaces .
(5) Assistance in developing new shelf-ready functionalities to reflect the changing needs of the library.
2. CUSTOMIZED CONTRACT TECHNICAL SERVICES
A. Requirements
(1) Provide the ability to create separate order accounts, as required by the library. Accounts could have different cataloging and processing rules for one type of material such as books, DVD, CD, continuations, series on standing order, eBooks, eAudiobooks and unprocessed materials.
(2) Maintain price and inventory status information and be capable of providing this to the library staff primarily online or by phone.
(3) Provide an online electronic ordering system based on the EDI standard that interfaces with the ILS. It should allow orders to be submitted by accounts and provide same-day confirmation reports electronically.
(4) This electronic ordering should provide the ability to send EDI records which include item specific information (such as branch code and quantity, collection code, item type, call number and two types of prices) as well as an on-order MARC record. (5) When items are finished and shipped to the library, full MARC records and an electronic invoice via FTP should be provided to the library.
(6) Work directly with the ILS vendor to set up EDI ordering, receiving and invoices within 60 days of commencement of services with assistance from City of Torrance Library and IT staff.
(7) Provide Library Staff systems training and support in EDI ordering, receiving and invoicing . . (8) Conform to all standards required to operate and maintain electronic interfaces between the library'.s ILS_and _the vendor:'_s __ ordering _s_ystems. [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF gREADY LIBRARY MATERIALS, AND EBOOKAND EAUDIOBOOK
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(9) Ensure that 90% of processed materials are shipped to the library within 15 days of receipt by the vendor.
(10) The library plans to receive "shelf-ready" services according to specifications. Attachment 3, contains a profile of current processing standards. However, the library may elect to utilize a different profile or other services of the vendor during the time of the agreement established as a result of this RFP. The vendor will work at no cost with the library staff to develop and refine specifications for required services .
3. CATALOGING & HOLDING RECORDS
A. Requirements
(1) The holdings record must be customized to include the following subfields:
a. Barcode
b. Call number
c. Collection Code
d. Item Type (I type)
e. Library code
f. Discounted Price
g. List Price
h. Volume (if applicable)
(2) Vendor should be able to identify titles that are added copies as well as titles that require cataloging, by matching against the library's database. A Z39.50 connection to the library system is available for this matching.
(3) MARC records must be customized to include the ILS bibliographic number and the library's Dewey or local call number.
(4) The MARC record should overlay the library's bibliographic record (with library determining the match points) and create holdings records automatically using the holding information contained in the 949 tag of the MARC record.
(5) Cataloging data should appear in the library catalog concurrent with the receipt of ordered items.
(6) All materials are to be received as "shelf-ready," i.e. cataloged and processed unless otherwise requested by library staff.
(7) There should be an error rate of no more than 5%.
4. PROCESSING
A. Requirements
(1) Vendor to provide processing of print and audio-visual materials including, but not limited to, book jackets, spine labels, genre labels, property labels, RFID tags and barcode labels.
See Attachment' 3 for current processing · guidelines.
(2) The vendor providing processing services shall maintain an error rate of no more than 3% of items in one month.
(3) The vendor shall be expected to perform at or better than the library's acceptable error rate beginning no later than 3 months following the start of service. [RFP B2020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 1 QREADY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES] i '
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(4) Library will be credited for fees charged by the vendor for items that exceed the acceptable error rate.
(5) Provide cataloging data via FTP, email or internet download compatible with the ILS. (6) Provide full MARC21 records with RDA implementation . (7) When providing full customized catalog records, customize the holdings records to include the following subfields:
a. Barcode
b. Call number
c. Collection Code
d. Item Type (I type)
e. Library code
f. Discounted Price
g. List Price
h. Volume (if applicable)
(8) Ensure that the full MARC customized cataloging record overlays the library's bibliographic on-order record and update the holding records automatically using the holding information contained in the 942 tag of the MARC record. Include, define and provide a short description of the physical processing services offered. (9) Include cost sheets for all types of formats for which physical processing services are provided . Upon request, provide samples of the materials, such as book jacket and spine labels, used in the technical processing services.
(10) Supply and apply Mylar or similar plastic dust jacket covers on hardback book~ with dust jackets .
(11) Supply and apply book protectors or similar self-adhesive covers on paperbacks over $15 list price.
(12) Apply barcodes and property labels.
( 13) Supply cases and repackage ( cut and _insert graphics or produce 1 piece graphic to insert into display sleeves) for all media.
5. COLLECTION DEVELOPMENT
A. Requirements
(1) Vendor to provide a multiple profile selection plan for adult, children's, and teen books and audio visual materials (bestsellers, monographs, serials/continuations, DVDs, Audio Books, Music CDs, eBooks and eAudiobooks. Selection lists for these materials, based upon library's profiles, must be provided at least sixty (60) days prior to expected date of publication for books. Vendor to offer selection list subscription alternative formats and frequencies, such as online interface with the ILS, and a frequency choice of weekly, bimonthly, or quarterly.
(2) Vendor to provide an optional collection development service for an identified type of collection or specialized subject area of a collection whereby the library provides a budget [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 11 READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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and profile, and the vendor makes the selections automatically . For example, the library might decide to handle a rental DVD collection or a particular subject area, in this manner .
On the bid form, if this service is available as an option, please provide a quote (listed as "Vendor selection ordering") .
(3) The electronic selection lists shall include MARC records accompanied by the full text reviews of a minimum of three review journals, such as library Journal, School Library Journal and Publisher's Weekly. All titles of award winners should be included in the selection lists, i.e. Newbery, Caldecott, Pulitzer, and Nobel. Selection lists should also represent a wide range of publishers.
6. EBOOKS AND EAUDIOBOOKS
A. Requirements
(1) Platform or website for customer use to browse, search and download electronic books. (2) librarian tools to customize platform, i.e. branding ! curation of content. (3) Librarian tools to produce reports of usage and content analysis. (4) SIP connection to the library's ILS for validation of customers. (5) Migration of existing e-content within contractual boundaries and limitations, entering the data into the new platform/system, providing system testing, staff training and support (6) Portability of content to another eBook/eAudiobook platform at end of contract. (7) Seamless integration of electronic books into library ILS, via API, allowing current holdings information to be available within ILS, including availability , holds and number of copies. (8) App for customers to search, borrow and download directly to their device. (9) Content in non-English languages including : Spanish, Chinese, Korean, Japanese, Vietnamese, Hindi, Persian, Urdu
(10) Shared collections with consortia partners or reciprocal lending options. (11) Support for Lucky Day functionality without need for a separate collection . ( 12) Instant library card option for patrons.
(13) Customer support direct to library customers.
(14) MARC records
(15) Support for the following devices and operating systems :
a. Kindle Fire
b. , Kindle PaperWhite
c. iPad and iPhorte
d. Android based phones and tablets
e. Nook
f. Chromebook
g. Windows PCs
h. Apple PCs
i. Windows
j. I O/S
Evaluation Criteria:
7. Firm Qualifications ,
Describe your firm's qualifications for performing the requested services on the Background and Recent Experiences form on page 19 of this proposal, and complete the References form on page 21 . Identify the services which would be completed by your firm's staff and those that would be provided by sub contractors , if any. A project team organizational diagram and brief resume of each team member and the de•signat~d project manager/lead for each applicable category shall be included . The geographic [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 12READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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location of the firm and key personnel shall also be identified. Provide a summary of your firm's recent experience in providing these or similar services.
8. Work Plan for Implementation
Complete the Work Plan for Implementation form on page 20 of this proposal. Describe in detail the methodology you will utilize to implement service delivery, test the system, and train and support staff.
9. Project Understanding
Based on the information outlined in the scope, supplemental research and experience witlil similar projects, provide a narrative describing your understanding of the services that your firm can provide as requested in this RFP, your general approach and any major challenges you perceive. Include any issues that you believe will require special consideration for this project. Also identify any unique approaches or strengths that your firm may have related to this project. City staff will assess your understanding of all aspects of the project based on the overview.
Additionally, please provide responses to the following questions:
A. Customized Contract Technical Services
(1) What kind of quality control does the vendor provide? (2) What is the maximum number of processing accounts that the vendor allows? (3), How does the vendor handle fiscal year end rollover of current orders (the City of Torrance operates on a July 1-June 30 fiscal year)?
(4) Would it be possible to have end of year invoices by June 15? (5) How does the vendor handle ongoing changes to specs for cataloging and/or processing when requested by the library?
(6) How will the vendor supply dedicated support personnel? (7) Number of days for receipt by the library for "shelf-ready" library materials? (8) Number of days for receipt by the library for "shelf-re~dy" library materials in stock on priority rush order status?
(9) Does the vendor have a distribution center located in the western region of the United States?
(10) Is a local sales representative assigned to the Library? (11) What is vendor policy on acceptance of returns, including but not limited to vendor error and defective material? Describe credit procedures for returned materials.
B. Cataloging and Holding Records
(1) Please identify the vendor's da~abase source(s) for MARC bibliographic cataloging and authority control records.
(2) Please include examples of:
a. "Basic" records
b. "Custom" catalogued records, with minimal vendor-supplied cataloging c. "Compl~te" or "Full" cataloging
d. EDI on-order message
e. EDI full MARC record message that would overlay on the on-order message (3) Identify, define, and provide a short description of the cataloging service(s) offered, including appropriate cost sheets for all types of formats for which cataloging services are provided.
C. Processing
(1) Does the vendor provide RFID tags and overlays fully compliant with ISO 18000-3 Mode 1 and include both mandatory and optional commands specified in ISO 15693-3 American Standard?
(2) Does the vendor provide barcode labels if given the range of numbers by library staff? (3) Once the vendor receives the item from the publisher, how much time is required to catalog, process and ship the item before received by the library? (4) Please describe the vendor's process and time frame for the following services:
a. Preparation of.files---
b. Electronic ordering
c. Cataloging
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d. Downloading and accessing cataloging records
e. Invoicing (electronic and print)
f. Shipping
(5) Please indicate the library's responsibility regarding each of the services above.
D. Collection
(1) Can the vendor provide the following services?
a. Adult selection carts programs
b. Children's/Teen selection carts programs
c. Continuation/Standing Order services
d. Audiovisual materials such as DVDs, Books on CD, and Music CDs e. Ebooks and eAudiobooks selection lists
(2) Please provide Average Fill Rate Information:
(Note: Fill rate should be the time from when the vendor receives order online from library until library receives both processed and cataloged item and catalog record.) a. First hit (items in stock) percentage rate for adult and children's/teen b. Overall fill rate 90 days for adult and children's/teen (3) How many titles do you have in current inventory in the following categories? a. Foreign language books (please include a list of languages you provide) b. Audiovisual materials such as DVDs, books on CD and music CDs, Playaways, Great Courses
c.Ebooks
d. eAudiobooks
(4) Do you send notice of change or cancellation for continuation/standing order titles? (5) Provide a list of non-English language collections for book materials for which you supply complete library services (i.e. catalog of 5000 Korean titles, full cataloging & collection development)
(6) Do you allow continuation titles to be shipped biennially rather than annually? (7) How many different review journals are used in the vendor's selection process? (8) What is the maximum number of profiles allowed? Is there a Cost per profile? (9) Please provide a sample copy of your profile(s) form for collection development. ( 10) Please describe any retrospective collection development or collection expansion service the vendor provides and an explanation of how the cost is calculated.
E. Training and Reporting
(1) How will the vendor supply training to appropriate library staff? (2) Describe and provide a sample copy of vendor's management reports issued in relation to services requested in this RFP (E.g., number of items processed, number of days' till received, confirmation of status report, etc.,).
(3) Describe other related services the vendor provides which have not been specified in this RFP.
10. Cost Proposal
Provide a total cost proposal for all products and services to be delivered, and a breakdown of costs delineated by tasks as described in your project plan. Vendor must provide costs for the following line items. Costs must be firm and remain in effect for a minimum sixty (36) months following the date of contract signing., No change orders or other changes to costs provided can be allowed for this contract.
Cost must be provided for each line item listed below and all costs must include shipping, handling, and insurance. Please indicate if tax is to be charged, but do not include. Describe any additional value added services provided.
A. Collection Management
(1) Online selection list load, initial setup cost
(2) Online selection list, per list cost-(if-CQSt-varies-by--fr:equency, indicate_each_cost)_ (3) "Vendor Selection Ordering" per collection or subject area B. Ordering
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(1) Online ordering, initial preparation costs
(2) Ongoing costs associated with online ordering, if any C. Cataloging
(1) Any costs associated with initial setup
(2) Cataloging cost per library specifications per item (added copy) (3) Cataloging cost per library specifications per item (new title) D. Processing
(1) Hardbound books costs to barcode, label and mylar, property stamp, CO pocket covers (2) Paperbound books costs to barcode, label and Kapco (Kapco only on items $15 list price or more), property stamp
(3) Tattle Tape costs
(4) Genre Label
(5) Look for Label (for multi-disk sets)
(6) Hub Label for CD's audiobooks and DVD's
(7) Repackaging of audiobook CD's, DVD's
E. Invoicing
(1) Any costs associated with initial set-up of electronic invoicing (2) Ongoing costs associated with electronic invoicing
F. Costs related to eBooks or eAudiobooks
(1) Costs associated with providing a platform for eBooks or eAudiobooks. (2) Costs associated with consortium or sharing eBooks or eAudiobooks . (3) Setup fees.
(4) Fees for MARC records.
(5) Costs for metered access, if applicable.
(6) Costs for staff access to a dashboard, console, ordering platform, reports tool, etc. (7) Costs to establish a SIP connection to the library ILS.
G. Other Costs
(1) Any other vendor costs associated with RFP requirements, but not listed above or included in purchase of discounted library materials themselves :
(2) Is there a flat rate fee which would provide a more cost effective alternative to individual pricing?
H. Discounts
(1) General Trade Books
(2) "Short Discount" items
(3) Small Press
(4) Large Print Books
(5) Foreign Language Materials (Spanish, Korean, Chinese, Japanese, etc.,) (6) Continuations/Standing Orders
(7) DVDs
(8) Books on CDs
(9) Music CDs
(10) eBooks
(11) eAudiobooks
(12) eMagazines
(13) Other Cost incentives, if any
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RFP No. 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF READY LIBRARY
MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES
I SECTION Ill PROPOSAL SUBMITTAL
FAILURE TO COMPLETE ALL ITEMS IN THIS SECTION MAY INVALIDATE PROPOSAL.
In accordance with your "Request for Proposals (RFP)", the following proposal is submitted to the City of Torrance.
RFP Submitted By:
Name of Company
Street Address City Zip Code
Telephone Number Fax Number
Printed Name/Title E-Mail Address
Signature Date
Form of Business Organization: Please indicate the following (check one).
D Corporation D Partnership D Sole Proprietorship D Other: ___________ _ Do you have a Parent Company? D No D Yes, ________________ _ (Name of Parent Company)
Do you have any Subsidiaries? D No D Yes, ________________ _ (Name of Subsidiary Company)
Business History:
Years in business under your current name and form of business organization? _ ___ Years If less than three (3) years and your company was in business under a different rn~me, what was that name? Contact for Additional Information:
Please provide the name of the individual at your company to contact for any additional information :
Printed Name Title
Telephone E-Mail Address
(RFP 8~020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 16READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK
SERVICES)
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Proposal Submittal (continued) :
Vendor Name: ___________________________ _
Addenda Received: (It is mandatory to complete this section) Please indicate addenda information you have received regarding this RFP. If addenda is not attached to your bid submittal (per instructions), you are still held accountable to its contents.
Ada~ndum N0. ,. D~te .. Re9,eivecl1
D No Addenda received regarding this RFP .
Payment Terms: The City of Torrance Payment terms are Net 30. The City does not make pre-payments, or pay upon receipt.
Do you offer any discounted invoice terms? _ ___________ _ Project Start and Completion:
The City requires the project to start as soon as possible from the award of a contract and the project c·ompleted as soon as possible . Specific periods that are mutually agreed upon will be established after award of a contract.
Renewal Option:
Please state; if requested by the City, would your company agree to a renewal of this contra.ct with price, terms and conditions unchanged.
Yes __ we would agree to add one (1) additional year (after initial 3 year contract term) Yes __ we would agree to add two (2) additional years (after initial 3 year contract term) No __ we ~ould not be interested in renewing this contract.
Project Manager:
Please provide the name of the individual at your company who will serve as Project Manager for this contract. '
Name Title
Telephone Number Fax Number Email Address
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Proposal Submittal (continued):
Vendor Name: ____________________________ _
Contract Repr~sentative:
Please provide the name of the individual at your company who will be responsible for administering this contract.
Telephone Number
Sub Contractors:
Name
, Fax Number
Title
Email Address
If awarded, will you be using sub contractors to carry out, the scope of work required in this RFP? D Yes, we will be using sub contractors and have listed their contact information below.
D No, we will not be using any ?ub contractors for this project.
Company Name Contact Name Title
Telephone Number Fax Number Email Address
Please explain the working relationship between your company and the sub contractor. [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 1 BREADY LIBRARY MATERIALS , AND EBOOKAND EAUDIOBOOK SERVICES]
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Proposal Submittal (continued) :
Vendor Name: ____________________________ _
Background and Recent Experience with Similar Projects:
In the space below, please provide a narrative explaining your background and recent experience with similar projects as the scope of work identified in this RFP. (Please attach additional sheet if needed.) [RFP B2020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 1 gREADY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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Proposal Submittal (continued) :
Vendor Name: ____________________________ _
Work Plan for Implementation:
In the space below, please describe in detail the methodology you will be utilizing to implement service delivery. (Please attach additional sheets if needed.)
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Proposal Submittal (continued) :
Vendor Name: ---------------------------
References:
Please supply the names of companies/agencies for which you recently supplied comparable goods/services as requested in this RFP. A minimum of three (3) references is required; additional references am optional.
References from public agencies are preferred . Do not include the City of Torr{Jnce as a reference for this RFP.
Nam~ of Company/Agency:
Street Address:
1 City:
State, Zip Code:
What ProducUService did you provide
1 to this Company/Agency?
(
Name of Person to Contact:
Phone Number of Contact:
Email Address of Contact:
1,r . ·" ... ,, . ..i- = .. .T . \T;I' l,t, ,i.j~".",'• .J~ - )'-• "
,- v,;r..,,, ·,:.·_- '.\,.,,_ •. n.,-ll J.-;.,· '1'.•· tft .r:_ :"'tJ -¥"• Name of Company/Agency:
Street Address:
City, State Zip Code :
What ProducUService did you provide
2 to this Company/Agency?
Name of Person to Contact:
\
Phone Number of Contact:
Email Address of Contact:
• ..
C . • -
,.1:•ll'.,_~l'W•' ~.(_..
'
•:..;c ,::.~:-~·1 : •H:,t .u -. &.,,· _ • _ iu.:.•· •~:-"a"-·~~· -·•i;.. -:·~ ' .; . .'- ~"t Name of Company/Agency:
Street Address :
City, State Zip Code:
What ProducUService did you provide
3 to this Company/Agency?
Name of Person to Contact:
'Phone Number of Contact:
Email Address of Contact:
[RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 21 READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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Proposal Submittal (continued) :
Vendor Name: ---------------------------
Verid e:d. tp ,9 s'~ i hel0w th'? ave
~fOMi., e · itfonal sheets t0 your · •
s,ubm'ltt
RFP Scope -0f--VV0Fk- Questi0ns
Did you include original and 3 copies of your RFP Submi.ttal? Did you include a- signed Affidavit Form with your RFP Submittal? Did you attach additional sheets to answer the Background and Recent Experience with Similar Projects information on page 19 of this RFP? J
Did you, attach additional sheets to answer the Work Plan for Each Required Task on page 20 of this RFP?
Did you include References?
Did you attach additional sheets to.address the Project Understanding and respond to the supplemental questions on pages 13-14?
Did you include all addenda if any issued by the City?
Did complete the Cost Proposal?
- 1 ndicate -wbalpageJn_y .ou[_
proposal you have answered
this uestion.
0Yes0 No
□ Yes □ No
0 Yes □ No
Page _ of our submittal.
0 Yes □ No
Page _ of our submittal.
0Yes0 No
Page _ of our submittal.
D YesO No
Page _ of our submittal.
0Yesd No
0 Yes □ No
Page _ of our submittal
[RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 22READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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Proposal Submittal (continued):
Vendor Name: __________________________ _
Prrce Pr_o 0sa·1 .
In accordance with your "Request for Proposal", the following price proposal is submitted to the City of Torrance. We understand that our price submittal is a not to exceed amount and that if we are selected to enter into negotiations with the City the pricing may be adjusted down unless additional services are re uested and ricin will be ne otiated and ad·usted accordin I · C~Jeg~r,y De;~~criptioM · ,
(Vi'enaoy must at{ ch a·fUII des'<i:riptior.i for eath c~t~g0,fY I, J?.~lainimg w,rnat they, ate pr©po·s:img) ~fl sery}'e?..s (iJll,.ISJ i:;l~ . jtemiz~d. . C
Collection Management
Ordering
Cataloging
Processing
Invoicing
(1) Online selection list load, initial setup cost
(2) Online selection list, per list cost (if cost
varies by frequency, indicate each cost)
(3) "Vendor Selection Ordering" per collection
or subject area
(1) Online ordering, initial preparation costs
(2) Ongoing costs associated with online
ordering, if any
(1) Any costs associated with initial setup
(2) Cataloging cost per library specifications per
item (added copy)
(3) Cataloging cost per library specifications per
item (new title)
( 1) Hardbound books ·costs to barcode, label
and mylar, property stamp, CD pocket
covers
(2) Paperbound books costs to barcode, label
and Kapco (Kapco only on items $15 list
price or more), property stamp
(3) Tattle Tape costs
(4) Genre Label
(5) Look for Label (for multi-disk sets)
(6) Hub Label for CD's audiobooks and DVD's
(7) Repackaging of CD, DVD, audiobooks
(1) Any costs associated with initial set-up of
electronic invoicing
(2) Ongoing costs associated with electronic
invoicing
Costs related to eBooks or eAudiobooks
(1) Costs associated with providing a platform
for eBooks or eAudlobooks.
(2) Costs associated with consortium or sharing
eBooks or eAudiobooks .
. Proposal Nott
'€atego . - esc p l@n
$
$
$
$
$
[RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 23READY LIBRARY MATERIALS , AND EBOOK AND EAUDIOBOOK SERVICES]
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(3) Setup, training or support fees.
(4) Fees for MARC records .
(5) Costs for metered access, if applicable.
(6) Costs for staff access to a dashboard,
console, ordering platform, reports tool, etc.
(7) Costs to establish a SIP_ connection ,to the
library ILS.
Other Costs $
(1) Any other vendor costs associated with RFP
requirements, but not listed above or
included in purchase of discounted library
materials themselves.
(2) Is there a flat rate fee which would provide a
more cost effective alternative to individual
pricing?
Total Per Unit Pricing or Flat Fee for all of the above $ Discounts $
(1) General Trade Books
(2) "Short Discount" items
(3) Small Press
(4) Large Print Books
(5) Foreign Language Materials (Spanish,
Korean, Chinese, Japanese, etc.,)
(6) Continuations/Standing Orders
(7) DVDs
(8) Books on CDs
(9) Music CDs
(10) eBooks
(11) eAudiobooks
(12) eMagazines
(13) Other Cost incentives, if any
Total Discount per Unit or Flat Rate Discount
[RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 24READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
_____________ being first duly sworn deposes and says:
ATTACHMENT 1
PROPOSER'S AFFIDAVIT
1. That he/she is the ____ _ ____ ____ of ______ _ _____ _ (Title of Office) (Name of Company)
Hereinafter called "proposer", who has submitted to the City of Torrance a proposal for (Title of RFP)
2. That the proposal is genuine; that all statements of fact in the proposal are true;
3. That the proposal was not made in the interest or behalf of any person, partnership, company , association, organization or corporation not named or disclosed ;
4. That the Proposer did not, directly or indirectly, induce solicit or agree with anyone else to submit a false or sham proposal, to refrain from proposing, or to withdraw his proposal, to raise or fix the proposal price of the Proposer or of anyone else, or to raise or fix any overhead, profit or cost element of the Proposer's price or the price of anyone else; and did not attempt to induce action prejudicial to the interest of the City of Torrance, or of any other Proposer, or anyone else interested in the proposed contract;
5. That the Proposer has not in any other manner sought by collusion to secure for itself an advantage over the other Proposer or to induce action prejudicial to the interests of the City of Torrance, or of any other Proposer or of anyone else interested in the proposed contract;
6. That the Proposer has not accepted any proposal from any subcontractor or materialman through any proposal depository, the bylaws, rules or regulations of which prohibit or prevent the Proposer from considering any proposal from any subcontractor or material man, which is not processed through that proposal depository, or which prevent any subcontractor or materialman from proposing to any contractor who does not use the facilities of or accept proposals from or through such proposal depository;
7. That the Proposer did not, directly or indirectly, submit the Proposer's proposal price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company , association, organiz'ation, proposal depository, or to any member or agent thereof, or to any individual or group of individuals, except to the City of Torrance, or to any person or persons who have a partnership or other financial interest with said Proposer in its business.
8. That the Proposer has not been debarred from participation in any State or Federal works project.
Dated this __ day of _______ , 20 __ .
(Proposer Signature)
(Title)
[RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 25READY LIBRARY MATf;RIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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CONTRACT SERVICES AGREEMENT
Attachment 2
Standard Contract
This CONTRACT SERVICES AGREEMENT ("Agreement") is made and entered into as of Date (the "Effective Date"), by and between the CITY OF TORRANCE, a municipal corporation ("CITY"), and Contractor Name, type of entity ("CONTRACTOR").
RECITALS:
A. The CITY wishes to retain the services of an experienced and qualified CONTRACTOR to Insert brief description of services.
B. In order to obtain the desired services, the CITY has circulated its Request for Proposals for Insert brief title of RFP, RFP No. Insert RFP No. (the "RFP").
C. CONTRACTOR has submitted a Proposal (the "Proposal") in response to the RFP. In its Proposal CONTRACTOR represents that it is qualified to perform those services requested in the RFP. Based upon its review of all proposals submitted in response to the RFP, the CITY is willing to award the contract to CONTRACTOR.
AGREEMENT:
1. SERVICES TO BE PERFORMED BY CONTRACTOR
CONTRACTOR will provide the services and install those materials listed in CONTRACTOR's Proposal submitted in response to the RFP. A copy of the RFP is attached as Exhibit A. A copy of the Proposal is attached as Exhibit B.
2. TERM
Unless earlier terminated in accordance with Paragraph 4 below, this Agreement will continue in full force and effect from the Effective Date through . The City has the option to extend the term of the Agreement for two (2) additional one year extensions.
3. COMPENSATION
A. CONTRACTOR's Fee.
For services rendered pursuant to this Agreement, CONTRACTOR will be paid in accordance with the compensation schedule set forth in the Proposal, provided, however, that in no event will the total amount of money paid the CONTRACTOR, for services initially contemplated by this Agreement, exceed the sum of $insert dollar amount ("Agreement Sum"), plus a contingency of $insert dollar amount, if first approved in writing by CITY.
B. Schedule of Payment.
Provided that the-CONTRACTOR -is-not-in -defaulLunder-tbe_termsoLthis _Ag[eeme _at,_ upon presentation of an invoice, CONTRACTOR will be paid the fees described in [RFP B2020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 26READY LIBRARY MATERIALS, AND EBOOK_AND EAUDIOBOOK SERVICES]
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Paragraph 3.A. above, accoraing to the Compensation Schedule. Payment will be due within 30 days after the date of the invoice.
4. TERMINATION OF AGREEMENT
A. Termination by CITY for Convenience .
1. CITY may, at any time, terminate the Agreement for CITY's convenience and without cause.
2. Upon receipt of written notice from CITY of such termination for CITY's convenience, CONTRACTOR will:
a. cease operations as directed by CITY in the notice;
b. take actions necessary, or that CITY may direct, for the protection and preservation of the work; and
c. except for work directed to be performed prior to the effective date of termination stated in the notice, terminate all existing subcontracts and purchase orders and enter into no further subcontracts and purchase orders.
3. In case of such termination for CITY's convenience, CONTRACTOR will be entitled to receive payment for work executed; and costs incurred by reason of such termination, along with reasonable overhead and profit on the work not exe.cuted.
B. Termination for Cause.
1. If either party fails to perform any term, covenant or condition in this Agreement and that failure continues for 15 calendar days after the nondefaulting party gives the defaulting party written notice of the failure to perform, this Agreement may be terminated for cause; provided, however, that if during the notice period the defaulting party has promptly commenced and continues diligent efforts to remedy the default, the defaulting party will have such additional time as is reasonably necessary to remedy the default.
2. In the event this Agreement is terminated for cause by the default of the CONTRACTOR, the CITY may, at the expense of the CONTRACTOR and its surety, complete this Agreement or cause it to be completed. Any check or bond delivered to the CITY in connection with this Agreement, and the money payable thereon, will be forfeited to and remain the property of the CITY. All moneys due the CONTRACTOR under the terms of this Agreemenfwill be retained by the CITY, but the retention will not release the CONTRACTOR and its surety from liability for the default. Under these circumstances, however, the CONTRACTOR and its surety will be credited with the amount of money retained, toward any amount by which the cost of completion exceeds the Agreement Sum and any amount authorized for extra services.
3. Termination for cause will not affect or terminate 1any of the rights of the CITY as against the CONTRACTOR or its surety then existing, or which'may thereafter accrue because of the default; this provision is in asJdition to all other rights and remedies available to the CITY under law.
C. Termination for Breach of Law.
In the event the CONTRACTOR or any of its officers, directors, shareholders, employees, agents, subsidiaries or affiliates is convicted (i) of a criminal offense as an incident to obtaining or attempting to obtain a public or private contract or subcontract, or in the performance of a contract or [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 27READY LIBRARY MATERIALS , AND EBOOK AND EAUDIOBOOK SERVICES]
157
subcontract; (ii) under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty which currently, seriously, and directly affects responsibility as a public consultant or contractor; (iii) under state or federal antitrust statutes arising out of the submission of bids or proposals; or (iv) of violation of Paragraph 20 of this Agreement; or for any other cause the CITY determines to be so serious and compelling as to affect CONTRACTOR's responsibility as a public consultant or contractor, including but not limited to, debarment by another governmental agency, then the CITY reserves the unilateral right to terminate this Agreement or to impose such other sanction s (which may include financial sanctions, temporary suspensions or any other condition deemed appropriate short of termination) as it deems proper.~ The CITY will not take action until CONTRACTOR has been given notice and an opportunity to present evidence in mitigation.
5. FORCE MAJEURE
If any party fails to perform its obligations because of strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictiol')s, governmental regulations, governmental control, judicial orders, enemy or hostile governmental action, civi,I commotion, fire or other casualty, or other causes beyond the reasonable control of the party obligated to perform, then that party's performance shall be excused for a period equal to the period of such cause for failure to perform.
[RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 28READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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6. RETENTION OF FUNDS
CONTRACTOR authorizes CITY to deduct from any amount payable to CONTRACTOR (whether or not arising out of this Agreement) any amounts the payment of which may be in dispute or that are necessary to compensate CITY for any losses, costs, liabilities, or damages suffered by CITY, and all amounts for which CITY may be liable to third parties, by reason of CONTRACTOR's acts or omissions in performing or failing to perform CONTRACTOR's obligations under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by CONTRACTOR, or any indebtedness exists that appears to be the basis for a claim of lien, CITY may withhold from any p·ayment due, without liability for interest because of the withholding, an amount sufficient to cover the claim. The failure of CITY to exercise the right to deduct or to withhold will not, however, affect the obligations of CONTRACTOR to insure, indemnify, and protect CITY as elsewhere provided in this Agreement.
7. CITY REPRESENTATIVE
City Representative is designated as the "City Representative.," authorized to act in its behalf with respect to the work and services specified in this Agreement and to make all decisions in connection with this Agreement. Whenever approval, directions, or other actions are required by CITY under this Agreement, those actions will be taken by the City Representative, unless otherwise stated. The City Manager has the right to designate another City Representative at any time, by providing notice to CONTRACTOR.
8. CONTRACTOR REPRESENTATIVE(S)
The following principal(s) of CONTRACTOR are designated as being the principal(s) and representative(s) of CONTRACTOR authorized to act in its behalf with respect to the work specifi~d in this Agreement and make all decisions in connection with this Agreement:
Representative 1
Representative 2
9. INDEPENDENT CONTRACTOR
CONTRACTOR is, and at all times will remain as to CITY, a wholly independent contractor.
Neither CITY nor any of its agents will have control over the conduct of CONTRACTOR or any of CONTRACTOR's employees, except as otherwise set forth in this Agreement.
CONTRACTOR's agents and employees are not and shall not be considered employees of CITY for any purpose. CONTRACTOR may not, at any time or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of CITY. CITY has no duty, obligation, or responsibility to CONTRACTOR's agents or employees under the Affordable Care Act. CONTRACTOR is solely responsible for any tax penalties associated with the failure to offer affordable coverage to its agents and employees under the Affordable Care Act and any other liabilities, claims and obligations regarding complia.nce with the Affordable Care Act with respect to CONTRACTOR's agents and employees. CITY is noi responsible and shall not be held liable for CONTRACTOR's failure to comply with CONTRACTOR's duties, obligations, and responsibilities under the Affordable Care Act. CONTRACTOR agrees to defend, indemnify and hold CITY harmless for any and all taxes and penalties that may be assessed against CITY as a result of CONTRACTOR's obligations under the Affordable Care Act relating to CONTRACTOR's agents and employees.
10. BUSINESS LICENSE
The CONTRACTOR must obtain a City business license prior to the start of work under this Agreement, unless CONTRACTOR is qualified for an exemption. [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 29READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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11. OTHER LICENSES AND PERMITS
CONTRACTOR warrants that it has all professional, contracting and other permits and licenses required to undertake the work contemplated by this Agreement.
12. FAMILIARITY WITH WORK
By executing this Agreement, CONTRACTOR warrants that CONTRACTOR (a) has thoroughly investigated and considered the scope of services to be performed, (b) has carefully considered how the services should be performed, and (c) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services set forth in this Agreement.
Should CONTRACTOR discover any latent or unknown conditions that will materially affect the performance of the services set forth in this Agreement, CONTRACTOR must immediately inform CITY of that fact and may not proceed except at CONTRACTOR's risk until written instructions are received from CITY.
13. CARE OF WORK
CONTRACTOR must adopt reasonable methods during the term of the Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies and other components to prevent losses or damages, and wjll be responsible for all damages, to persons or property, until acceptance of the work by CITY, except those losses or damages as may be caused by CITY's own negligence.
14. CONTRACTOR'S ACCOUNTING RECORDS; OTHER PROJECT RECORDS Records of the CONTRACTOR's time pertaining to the project, and records of accounts between CITY and the CONTRACTOR, will be kept on a generally recognized accounting basis. CONTRACTOR will also maintain all other records, including without-limitation specifications, drawings, progress reports and the like, relating to the project. All records will be available to CITY during normal working hours. CONTRACTOR will maintain these records for three years after final payment.
15. PREVAILING WAGE [INTENTIONALLY OMMITTED]
16. INDEMNIFICATION
CONTRACTOR will indemnify, defend, and hold harmless CITY, the Successor Agency to the former Redevelopment Agency of the City of Torrance, the City Council, each member thereof, present and future, members of boards and commissions, its officers, agents, ~mployees and volunteers from and against any artd all liability, expenses, including defense costs and legal fees, and claims for damages whatsoever, including, but not limited to, those arising from breach of contract, bodily injury, death, personal injury, property damage, loss of use, or property loss however the same may be caused and regardless of the responsibility for negligence. The obligation to indemnify, defend and hold harmless includes, but is not limited to, any liability or expense, including defense costs and legal fees, arising from the negligent acts or omissions, or willful misconduct of CONTRACTOR, its officers, employees, agents, subcontractors or vendors. It is further agreed, CONTRACTOR's obligations to indemnify, defend and hold harmless will apply even in the event of concurrent negligence on the part of CITY, the City Council, each member thereof, present and future, or its officers, agents and employees, except for liability resulting solely from the negligence or willful misconduct of CITY, its officers, employees or agents. Payment by CITY isnoracondltlon precedent to--- enforcement of this indemnity. In the event of any dispute between CONTRACTOR and CITY, as to whether liability arises from the sole negligence of the CITY or its officers, employees, [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 3QREADY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
160
agents, subcontractors or vendors, CONTRACTOR will be obligated to pay for CITY's defense until such time as a final judgment has been entered adjudicating the CITY as solely negligent.
CONTRACTOR will not be entitled in the event of such a determination to any reimbursement of defense costs including but not limited to attorney's fees, expert fees and costs of litigation.
17. NON-LIABILITY OF CITY OFFIC ERS AND EMPLOYEES
No officer or employee of CITY will be personally liable to CONTRACTOR , in the event of any default or breach by the CITY or for any amount that may become due to CONTRACTOR.
18. INSURANCE
A. CONTRACTOR and its subcontractors must maintain for the duration of the Agreement at its sole expense the following insurance, which will be full coverage not subject to self-insurance provisions:
1. Automobile Liability, including owned, non-owned and hired vehicles, with at least the following limits of liability:
a. Primary Bodily Injury with limits of at least $500,000 per person, $1,000,000 per occurrence; and
b. Primary Property Damage of at least $250,000 per occurrence; or c. Combined single limits of $1,000,000 per occurrence .
2. Commercial General Liability including coverage for premises, products and completed operations, independent contractors/vendors, personal injury and contractual obligations with combined single limits of coverage of at least $2,000,000 per occurrence, $4,000,000 aggregate.
3. Workers' Compensation coverage as required by the Labor Code of the State of California and, if workers' compensation is required, employer's liability insurance with minimum limits of $1,000,000 per occurrence or occupational illness. The Workers' Compensation policy shall be endorsed with a waiver of subrogation in favor of the CITY for all work performed by the CONTRACTOR, its employees, agents and subcontractors.
B. The insurance provided by CONTRACTOR will be primary and non-contributory.
C. CITY ("City of Torrance"), the Successor Agency to the former Redevelopment Agency of the City of Torrance, the City Council and each member thereof, members of boards and commissions, every officer, agent, official, employee and volunteer must be named as additional insured under the automobile and general liability policies. Coverage can be provided in the form of an endorsement to the CONTRACTOR's insurance or applicable policy language.
D. CONTRACTOR must provide 'certificates of insurance including all required mandatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) indicating appropriate coverage, to the·-City Clerk of the City of Torrance before the commencement of work .
E. Each insurance policy required by this Paragraph must contain a provision that no termination, cancellation or change of coverage can be made without notice to CITY. [RFP 82020 -14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 31 READY LIBRARY MATERIALS , AND EBOOK AND EAUDIOBOOK SERVICES]
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F. CONTRACTOR must include all subcontractors as insureds under its policies or must furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors will be subject to all of the requirements of this Paragraph 18.
G. If the CONTRA TOR maintains broader coverage and/or higher limits than the minimums shown above, the CITY requires and shall be entitled to the broader coverage and/or the higher limits maintained by the CONTRACTOR. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. .
H. The procuring of insurance shall not be construed as a limitation on liability norras full performance of the indemnification provisions of the CONTRACTOR.
I. CONTRACTOR hereby grants to CITY a waiver of any right to subrogation which any insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the CITY has received a waiver of subrogation endorsement from the insurer.
J. Self-insured retentions must be declared to and approved by the CITY. The CITY may require the CONTRACTOR to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured , retention may be satisfied by either the named insured or CITY.
19. SUFFICIENCY OF INSURERS
Insurance required by this Agreement will be satisfactory only if issued by companies admitted to do business in California, rated "A" or better in the most recent edition of Best's Key Rating Guide; and only if they are of a financial category Class VII or better, unless these requirements are waived by the Risk Manager of CITY ("Risk Manager") due to unique circumstances. In the event the Risk.Manager determines that the work or services to be performed under this Agreement creates an increased or decreased risk of loss to CITY, the CONTRACTOR agrees that the minimum limits of any insurance policies or performance bonds required by this Agreement may be changed accordingly upon receipt of written notice from the Risk Manager; provi9ed that CONTRACTOR will have the right to appeal a determination of increased coverage by the Risk Manager to the City Council of CITY within 10 days of receipt of notice from the Risk Manager.
20. CONFLICT OF INTEREST
A. No officer or employee of the CITY may have any financial interest, direct or indirect, in this Agreement, nor may any officer or employee participate in any decision relating to the Agreement that effects the officer or employee's financial interest or the financial interest of any corporation, partnership or association in which the officer or employee is, directly or indirectly interested, in violation of any law, rule or regulation.
B. No person may offer, give, or agree to give any officer or employee or former officer or employee, nor may any officer or employee solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in con1nection wit~-any--- _ decision, approval, disapproval, recommendation, preparation or any part of a program requirement or a purchase request, influencing the content of any specification or [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 32READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
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procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any way pertaining to any program requirement, contract or subcontract, or to any solicitation or proposal.
21. NOTICE
A. All notices, requests, demands, or other communications under this Agreement will be in writing. Notice will be sufficiently given for all purposes as follows:
1. Personal delivery. When personally delivered to the recipient: notice is effective on delivery.
2. First Class mail. When mailed first class to the last address of the recipient known to the party giving notice: notice is effective three mail delivery days after deposit in a United States Postal Service office or mailbox.
3. Certified mail. When mailed certified mail, return receipt requested: notice is effective on receipt, if delivery is confirmed by a return receipt.
4. Overnight qelivery. When delivered by an overnight delivery service, charges prepaid or charged to the sender's account: notice is effective on delivery, if delivery is confirmed by the delivery service.
5. Facsimile transmission. When sent by fax to the last fax number of the recipient known to the party giving notice: notice is effective on receipt. Any notice given by fax will be deemed received on the next business day if it is received after 5:00 p.m. (recipient's time) or on a non-business day.
6. Addresses for purpose of giving notice are as follows:
CONTRACTOR
CITY:
Contractor's Name and Address
Fax: Insert Fax Number
City Clerk
City of Torrance
3031 Torrance Boulevard
Torrance, CA 90503
Fax: (310) 618-2931
B. Any correctly addressed notice that is refused, unclaimed, or undeliverable because of an act or omission of the party to be notified, will be deemed effective as of the first date the notice was refused, unclaimed or deemed undeliverable by the postal authorities, messenger or overnight delivery service.
C. Either party may change its address or fax num.ber by-giving the other party notice of the change in any manner permitted by this Agreement.
22. PR-ORfBlTIUN AU-AINST ASSIGNMENT AND SUBCONTRACTING (RFP B2020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 33READY LIBRARY MATERIALS , AND EBOOK AND EAUDIOBOOK
SERVICES)
163
This Agreement and all exhibits are binding on the heirs, successors, and assigns of the parties. The Agreement may not be assigned or subcontracted by either CITY or CONTRACTOR without the prior written consent of the other.
23. INTEGRATIONj AMENDMENT
This Agreement represents the entire understanding of CITY and CONTRACTOR as to those matters contained in it. No prior oral or written understanding will be of any force or effect with respect to the terms bf this Agreement. The Agreement may not be modified or altered except in writing signed by both parties.
24. INTERPRETATION
The terms of this Agreement should be construed in accordance with the meaning of the language used and should not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction that might otherwise apply. To the extent that the terms of the RFP or the Proposal are inconsistent with the terms of this Agreement, the terms of this Agreement shall control.
25. SEVERABILITY
If any part of this Agreement is found to be in conflict with applicable laws, that part will be inoperative, null and void insofar as it is in conflict with any applicable laws, but the remainder of the Agreement will remain in full force and effect.
26. TIME OF ESSENCE
Time is of the essence in the performance of this Agreement.
27. GOVERNING LAW; JURISDICTION
This Agreement will be administered and interpreted under the laws of the State of California.
Jurisdiction of any litigation arising from the Agreement will be in Los Angeles County, California.
28. COMPLIANCE WITH STATUTES AND REGULATIONS
CONTRACTOR will be knowledgeable of and will comply with all applicable federal, state, county and city statutes, rules, regulations, ordinances and orders. l
29. WAIVER OF BREACH
No delay or omission in the exercise of any right or remedy by a nondefaulting party on any default will impair the right or remedy or be construed as a waiver. A party's consent or approval of any act by the other party requiring the party's consent or approval will not be deemed to waive or render unnecessary the other party's consent to or approval of any subsequent act. Any waiver by either party of any default must be in writing and will not be a waiver of any other default concerning the same or any other provision of this Agreement.
30. ATTORNEY'S FEES
Except as provided for in Paragraph 16, in any dispute, litigation, arbitration, or other proceeding by which one party either seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing party will be awarded reasonable attorney's fees, together with any costs and expenses, to resolve the dispute and to enforce any judgment.
31. EXHIBITS
All exhibits identified in this Agreement are incorporated into the Agreement by this reference. [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 34READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES] .
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32. CONTRACTOR,S AUTHORITY TO EXECUTE
The persons executing this Agreement on behalf of the CONTRACTOR warrant that (i) the CONTRACTOR is duly organized and existing; (ii) they are duly authorized to execute this Agreement on behalf of the CONTRACTOR; (iii) by so executing this Agreement, the CONTRACTOR is formally bound to the provisions of this Agreement; and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which the CONTRACTOR is bound.
33. PUBLIC RECORDS ACT
Any documents submitted by the CONTRACTOR; all information obtained in connection with the CITY's right to audit and inspect the CONTRACTOR's documents, books, and accounting ) . records pursuant to paragraph 14 CONTRACTOR's Accounting Records; Other Project Records; as well as those documents which were required to be submitted in response to the Request for Proposals (RFP) used in the solicitation process for th!s Contract, become the exclusive property of the City. All such documents become a matter of public record and shall be regarded as public records. Exceptions will be those elements in the California Government Code Section 6250 et seq. {Public Records Act) and which are marked "trade secret", "confidential", or "proprietary". The CITY shall not in any way be liable or responsible for the disclosure of any such records including, without limitation, those so marked, if disclosure is:required by law, or by an order issued by a court of competent jurisdiction.
In the event the CITY is required to defend an action on a Public Records Act request for any of the aforementioned documents, information, books, records, and/or contents of a proposal marked "trade secret", "confidential", or "proprietary", the CONTRACTOR agrees to defend and indemnify the CITY from all costs and expenses, including reasonable attorney's fees, in action or liability arising under the Publ.ic Records Act.
CITY OF TORRANCE,
a municipal corporation
Patrick J. Furey, Mayor
ATTEST:
Rebecca Poirier, MMC
City Clerk
APPROVED AS TO FORM:
PATRICK Q. SULLIVAN
City Attorney
By:------ -------
Firm Name
Type of Entity
By: ______________ _
Signer
Title
Attachments: Exhibit A Request for Proposals
[RFP B2020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 35READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
165
Exhibit B Proposal
Rev.0819
,J
(RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 35READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
166
Attachment 3
Current Processing Guidelines
Torrance public library processes materials in many formats and separates items into several categories:
Physical Book processing: .
Books (all) - property stamp: "City of Torrance Public Library" on top of book Barcode inside top center offirst page (except uncataloged paperbacks) Property label 1" x 2 5/8" below barcode "Library Branch name & Branch address" Spine label- 1" x 1 ½" label, 14pt. Arial font - top of label 2" from bottom of book Books with width of ½" or less use spine label size ½" x 1 ¾" Spine labels covered with premium clear book tape
Security strips - all books for Katy Geissert branch have 3M compatible security strips, all AV items for Katy Geissert Branch get security strips
Books (all hardback binding) -- book jacket wrapped in 1.5 mil polyester paperfold covers, attached with ½" filament tape
Books (all paperback binding) - b9oks covered with laminate plastic covers, non-cataloged paperbacks are not covered
Book (Adult Fiction) - Spine label includes author last name and first' initial (or first word of title for edited works or with 4 or more authors)
Genre stickers are placed directly above the spine label for these genres - Mystery, Fantasy, Science Fiction, Western (based on genre info in 655 Marc field)
37 RFP Document Revised September, 2019
167
Book (Adult Fiction short stories) Spine label includes author last name and first initial or first word of title for edited .works or with 4 or more authors. Short stories label on spine directly above spine label
Book (general Adult Non-Fiction) - Spine label includes a Dewey number up to 4 digits after the decimal point and a Cutter number based on the author - using the Cutter-Sanborn Three-Figure Author Table - subsequent editions get publication year
Book (Adult non-fiction biography) - Biographies that would not be in Dewey ranges 2XX, 7XX, or BXX have call numbers of "B" followed bY, a Cutter number based on the subjects name (using the Cutter Sanborn table)
Book (Adult reference) - Spine label includes R above standard Dewey and Cutter number Books are stamped "Reference" at bottom of first page
38 RFP Document Revised September, 2019
168
Book (Adult Literacy) - Spine label includes LIT above standard Dewey and Cutter number or author name and a Literacy sticker above the spine label
Book (Adult Large print) - Spine label includes LP and is followed by standard Dewey or author call number, label is typed in ALL CAPS
Book (Adult Romance languages) Books in Romance languages (e.g. German, Italian, French, Spanish) are cataloged with English language bibliographic records and call numbers include the first three letters of the language followed by the standard Dewey and Cutter or author name (e.g. GER 641.5 P234)
Book (Adult Travel book) Spine label includes Dewey call number with Cutter based on Series name (e.g. Frommer's) and publication year
Travel books with detached maps are covered with "CrystalShield Book Savers" with map inserted in back of book
39 RFP Document Revised September. 2019
169
Book (includes map, CD-ROM, etc.) Double Barcode used, 2nd Barcode placed on supplemental item, label below barcode on title page describing supplemental item, pocket for supplemental item in back of book
Book (Adult Graphic Novel)
Book (Adult Manga)
Book (Juvenile Fiction)
Book (Juvenile YA Fiction)
Book (Juvenile YA Non-Fiction)
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Graphic novel sticker at top of spine
Manga sticker directly above spine label
Spine labels begin with J followed by Author name and first initial YA sticker just above spine label
,YA sticker just above spine label
40 170
Book (Juvenile Non-fiction) Dewey call number with Cutter, call number begins with J - spines smaller than ½" wide use slim label ½" x 1 ¾"
.J 3S2A M763
Book (Juvenile MS Fiction) Middle school sticker at top of spine Book (Juvenile MS Non-fictio~) Juvenile non-fiction books for middle school readers - have Middle School label at top of spine
Book (Juvenile Picture book) Juvenile picture books have call number beginning with E followed by author name
Book (Juvenile Beginning reader) Juvenile fiction books for beginning readers, have red dot below the spine label
Book (Juv. Beginning chapter book) Juvenile fiction books, under 100 pages have green dot below spine label
Book (Juv. Picture book Folk tales) Picture book folk or fairy tales have call # EX followed by authors name (e.g. EX Grimm)
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41 RFP Document Revised September, 2019
171
Book (non-cataloged Juvy paperback) Barcoded to generic bibliographic records (not cataloged) for each branch library, barcode at top of back of the book and branch property label, no spine call number, YA books get YA sticker at bottom of spine
Book (Foreign language non-Roman) Torrance collects books in the following non-Roman script languages: Russian, Chinese, Japanese, Korean, Vietnamese, Hindi, Persian, and Urdu (currently books in these languages are not cataloged and are barcoded to generic bibliographic records) , Spine labels are first two letters of language (e.g. JA) followed by ' an accession _number (Cataloging of these materials is highly desired)
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172
CD (music cd) ANSCR call # on top of spine of CD jewel case - barcode top center on back of jewel case, branch property label below barcode, barcode number on booklet, property label donut on disc, and 3M disc security strip on 1 disc - music eds are repackaged into jewel case if necessary
43 RFP Document Revised September. 2019
173
Book on CD Dewey or Author spine label at top of spine, front cover has barcode, branch property label , and content label (e.g. 14 CD SET), inside case, each disc has property label donut sticker with barcode number, security strip attached to insert - Juvenile Book on CD are part of a floating collection - do not have branch specific property labels
44 RFP Document Revised September. 2019
174
Book on CD (language learning)
Playaway (Adult or Juvy)
item repackaged in binder case, spine label at top of spine - front cover includes content labels, 2nd barcode - inside case, barcode on cover of book, each disc gets donut property sticker Self-contained media player - spine label at top
45 RFF' Document Revised September, 2019
175
Playaway Book Packs (A or J)
Book on CD-MP3 Dewey or Author spine label at top of spine, MP3 sticker at bottom of spine, front cover has barcode, branch property label, Inside case, disc has property label donut sticker with barcode number, security strtp attached to insert
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46 RFP Document Revised September, 2019
176
Bluray
DVD
' Bluray-DVD combo pack ·
Dewey call number - Feature films call number 791.4372 and Cutter number based on title, TV shows call number 791.4572, Animated movies or shows call number 791.433 - spine label at bottom of spine, front cover includes barcode, branch property label and contents sticker (e.g. 1 BLU-RAY , Season 1), inside case, disc has property donut sticker with barcode number and 3M disc security strip on 1 disc
same process as bluray
same as bluray, DVD - 3M disc security strip on bluray disc 47 RFP Document Revised September, 2019
177
MARC record info: Torrance library uses the 090 field for call number information.
Dewey numbers are created up to 4 digits passed the decimal place and Cutter Sanborn 3 figure tables are used to create_ Cutter numbers. Torrance library has many local rules for call numbers, such as Biographies having call number B, but only for
biographies or persons who would not be in Dewey ranges 2XX, 7XX, or 8XX. Torrance also uses the ANSCR Classification scheme for creating call numbers for music eds.
Torrance uses full cataloging records following RDA rules, we add 490 series statements as necessary, 5XX note fields to better describe materials, add 7XX fields to fully describe the , contributors to materials.
Torrance uses many different item categories to separate the collection into different areas, especially in the Youth collection.
Youth fiction books are broken out into several sections including:
Picture books, Fairy tales, Beginning Reader books, Beginning chapter books, Middle School books, Young Adult books. Juvenile books also get a wide variety of Genre stickers based on the genre headings and other subject headings - examples: Easter, Historical Fiction, Humor, Mystery, Short Stories, and Sports. 48 RFP Document Revised September, 2019
178
r
EXHIBIT A
REQUEST FOR PROPOSALS
[To be attached]
49 RFP Document Revisr::d Sr::ptcrnber, 2019
179
EXHIBIT B
PROPOSAL
[To be attached]
50 F<Fr Docurncnt Rcviscci September, 20Hl
180
Request for Proposals {RFP) Addendum #1
City of Torrance I 3031 Torrance Blvd, Torrance CA 90503 I www.TorranceCA.Gov RFP No. 82020-14 RFP to Provide POOL OF VENDORS FOR PROVISION OF SHELF READY
LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES
This addendum includes all questions received by that deadline. No other questions will be allowed; There are no changes to the RFP -submittal Due Date, Time or Location r
RFP SUBMITTAL INFORMATION
Proposals may be mailed, hand delivered or emailed.
Na faxed Proposals will be accepted.
Late bids wfll not be accepted.
Location: Office of the City Clerk
Email:
Phone :
Date:
Time Deadline:
3031 Torrance Blvd.
Torrance, CA 90503
[email protected]
310-618.:2870
Monday, June 8, 2020
3:.00 P .. M.
The following changes ·a.re heniby incorporated into the $:ubje~t bid; Original Specification I Cha.nged Specification
RFP Submittal Information RFP Submittal lnfo(mation
Mail or hand deliver Proposals. No faxed proposals. No Mail, hand deliver or email Proposals. No. faxed Late proposals. proposals. No L~te proposals.
Location: Office of the City Clerk Location: Office of the City Clerk 3031 Torrance Blvd. 3031 Torrance Blvd.
Torrance, CA 90503 Torrance, CA 90503
Date: Monday, June 8, 2020 Email: CitvClerk@Tor:ranceCA.gov Time Deadline: 3:00 P.M. Phone : 310.,618-2870 Receipt Confirmation Only Date: Monday , June 8, 2020
Time Deadline : 3::00 P,M.
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As a request, would the library consider accepting Great news, we can receive via emall during the electronic (email) submissions instead of hardcopy? COVID -19 shutdown. The file must b~ 1,mder Unfortunately, due to COVID-19 our offices remain 5MB so that we can acc·ept it at closed through June . We could send along Cit~C [email protected] . hardcopies as soon as possible.
It is the sblbmitt~r'-s-reSpc;msi~ility-fo-er:is,u·re we- have received their R'FP by the de_adline time
1 181
capability of transferring invoices electronically via
the Integrated Library System (currently Sirsi Dynix,
Symphony)."
and date. The date and time on the email
become the submittal date. Please follow up
with a phone call to the City Clerk 310-618-2870
to ensure we hav~ received the RFP and that it
did not get stuck in a spam folder.
This will apply if you offer Electronic Data
Interchange (EDI) services with physical
materials. If you do not offer EDI, you may mark
it as not applicable or note that you do not offer
, EDI servic.es.
Gan you please clarify this requirement?
We are a vendor that only offers Periedic~ls such
as Magazine, Newspapers and Journals. We·dd nbt
offer Books. Is this a Bid for Perio.dic.als
(Magazines, Newspapers or Journals)?
When clicking on either link to dpwnload . the.:bid,,
there are no files to download on the website. Have .
they been uploaded to the site yet, or arn I not
seeing them somewhere?
If we are only bidding on: eBooks and eAudidbooks,
please clarify if we need to resp.on.d to Scope .of
Work : 3. Cataloging & Holding Re:cords .and 4.
Processing?
Pages 13-14, 9. Project Unde,rstanding, iht::ludes
several ofthe requirements listed on ,pages7-12 in
the Scope of Work, but not all ofthem. Do you
want usto respond to requirements lh the-St:ope:Cif
Work, specifically section 6. eBooks ar:1d
eAudlobooks on page 12, as well as the items listed
in Project Understanding?
address the Project Understanding and respond to
the sLJpplemental questions 13-14?" Gan you
please clarify where questio ,ns 13--14 are located?
Will-yeu ·be offering --an-Glpporh:.tn~ty-for vendor ·
demonstrations?
2 Yes. You may apply for all or part of the RFP.
We are looking at e:.magazines as well, ebooks,
eAudiobooks, streaming movies and other
content.
Thank you for your interest I have notified the
City Clerk thatfhe bid lfnk is not working and
they shc,uld post it later today when ·they arrive
in the o.ffice. Sonv fot any confusion:
As sotne rtems may not apply under the eBook,
audiobook, magazine or streaming context you
may note th:at it does not apply. If there is an
integfation of catalog r.e:cor.ds that would be
lqaded into the ILS you should include that
ihformation. Also include any weeding
information or work required once the item is no
longer available or the license expires .
Ye~. Please respond with how your services
would be incorporated with regard to your
under:stam:ling of our requirements and how they
fit within the 'Scope o'f Work. As thls is for a pool
of vendors to supply a variety of materials and
content ih a variety of languages you may
suggest a product or service that we are
requesting but als0 those that we may not be
aware we need or want, which would serve the
needs of our patrons . Also be sure to include
any challenges th?t your system may present
that are required for irnplementation:
The supplemental questibns ar.e on pages 13-14
under the Project Understanding section.
Subsequently ,·the Gity-may-interviewa qualified - -
Firrn, Pr.ior to decidind Wh~:ther to re.comm.end
182
I the award of an Agreement.
Addendum Issued By Order Of,
L-- tv-f2~
Yola~~ilburh
City Librarian
05/2'6/20
3 ::::::-:--..,.._
183
Request for Proposals (RFP) Addendum #2
City of Torrance I 3031 Torrance Blvd, Torrance CA 90503 I www.TorranceCA.Gov RFP No. 82020-14 RFP to Provide POOL OF VENDORS FOR PROVISION OF SHELF READY
LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES
This addendum includes all questions received by that deadline. No other questions will be allowed.
There are no changes to the RFP submittal Due Date, Time or Location
RFP SU BM ITT AL INFORMATION
Proposals may be mailed, hand delivered or emailed .
No faxed Proposals will be accepted.
Late bids will not be accepted.
Location: Office of the City Clerk
3031 Torrance Blvd.
Email:
Phone:
Torrance, CA 90503
[email protected]
310-618-2870
Date: Monday, June 8, 2020
Time Deadline: 3:00 P.M.
The following changes are hereby incorporated into the subject bid;
lists are you referring to?
• D·oes the requirement of three review
journals mean· that you would only want to
see titles that have already been reviewed in
at least three places? Note this would cut out
a lot of titles.
• Are these post-publication lists, since you
mention award winners?
The requirement for Tattle tape on Attachment 3
page 37. It states Security Strips - All books for
Katy Geissert branch have 3M compatible security
strips.
1. Do the other branches get 3M security
strips?
2. , If only the Katy Geissert branch gets 3M
security strips, what percent of the budget
does that branch represent?
1 No, we want to see all titles. Our Collection
Development Librarians use the reviews when
making selections. They may also use other
sources. The goal would be to provide as many
sources as possible in the platform. We are
aware tha.t there are many titles that do not
receive reviews prior to publication.
Yes. All books get security strips .
184
• The RFP specifies a number of genre and
classification labels such as literacy, middle school,
red dot for beginning readers, green dot for ch;-!Oter
books, manga, and various genre's. Do you inu nd
to designate that information in the order or have
the vendor determine the genre or label to be used?
In regards to the Cataloging and Holding records
section on page 13 letter b, can the City of Torrance
please provide clarification of "Basic" records,
"Custom" Gatalogued records and "Complete" or
"Full" cata
1 loging?
Is the City of Torrance currently receiving
customized cataloging from existing vendors for
print material?
Will the City of Torrance be receiving their
shipments to one main central location or branch
shipping?
On the Price Proposal (pg. 24) under the Discounts
section would the City of Torrance consider adding
additional discount categories for Mass Market
Paperback, Trade Paperback and Publisher Library
Editions or is there a section where a vendor can
offer additional discounts?
On page 13 of the RFP under number 9 Project
Understanding letter c Processing, the RFP asks if
the vendor can provide RFID tags however; on the
Price Proposal under Processing there is no
mention of RFID but it does ask for Tattle tape cost.
Can the City of Torrance please clarify:
• Do you require Tattle Tape?
• Do you require RFID Tags?
o If yes to RFID Tags which type
of RFID system do you use?
o What RFID part number do you
use?
o What information is encoded in
the RFID tag?
We are already providing magazines, periodicals,
journals and newspapers to the Torrance Public
Library through RFQ-Periodical Subscription
Services, do we need to respond to this RFP as
well?
2 We would rely on the vendor to make the
selection based on the profile that we establish
in advance. Attachment 3 has a sampling of
what the profile might entail.
We would like to see a sample of what you
consider a basic, custom, or full record that
would be sent for uploading to our ILS: If you
only have one version of Marc Record, then we
would like to see a sample of what the record
includes.
No. We are not currently receiving customized
cataloging from the existing vendor.
Materials are shipped to one' location.
Number 13 of the discounts section allows you
to add other cost incentives that you wish to
include.
Yes, we require Tattle Tape. We do not utilize.
RFID. We are interested in knowing in case we
want to move to an RFID system.
Thank you for the question. We included all
existing suppliers that are on our vendor lists.
You are under no obligation to submit an RFP
for magazine services unless you are submitting
to provide digital magazines. Please let me
know-ifyouirave-a-dditional--qaestions:-
185