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HomeMy WebLinkAbout2016-02-29 Library Materials Vendor Services VOPT CITY OF PORT TOWNSEND REQUEST FOR PROPOSAL (RFP) Library Materials Vendor Services RFP NO. 2016-01 PROJECT DESCRIPTION: The City of Port Townsend is requesting proposals from qualified and licensed firms to provide books and other media and optional processing services. NOTICE IS HEREBY GIVEN: The City of Port Townsend will receive sealed proposals in the office of the City Clerk, 250 Madison St 42, Port Townsend, Washington, by 3:00 pm, Thursday, March 31, 2016. The complete RFP may be accessed from the Homepage of the City's website at http://www.cityofpt.us (click on "Doing Business" "Bids for Services"). This RFP provides complete information on the services being sought and the submittal requirements. Copies of the RFP may be downloaded directly from this site. Those who wish to automatically receive any addenda or a notice of cancellation should provide contact information by emailing Catherine McNabb, at cmcnabb cit of t.us. Those who do not.provide contact information are solely responsible for monitoring the City's website for any addenda to the RFP or a notice of cancellation. This Request for Proposal may be canceled at the discretion of the City of Port Townsend. Small businesses and minority-owned businesses are specifically invited to submit proposals. In the award of proposals, consideration shall be given to such matters as contractor integrity, record of past performance, financial and technical resources, cost, and accessibility to other necessary resources. The City of Port Townsend reserves the right to reject any or all proposals, to make awards to multiple vendors and to waive any informality in the RFP process. David Timmons City Manager RFP Library Materials Vendor Services Page 1 BACKGROUND ON THE CITY OF PORT TOWNSEND: The City of Port Townsend, Washington is located on the northeast corner of the Olympic Peninsula, our city sits in the lee of the Olympic Mountains. Just a 2 hour drive and 30 minute ferry ride from urban Seattle. CONTRACT: The contract shall consist of the following documents: The Request for Proposals, the Proposal, the General Services Agreement and written changes of any of the foregoing documents. The contract documents are complimentary and what is called for in any one document shall be binding as if called for by all. QUESTIONS REGARDING THIS RFP: ALL questions must be submitted in writing (Email will suffice.) to the RFP coordinator. Questions and answers will be forwarded to all proposing vendors who provide contact information. In order to make information available to all proposing Contractors, no questions will be entertained past Monday, March 28, 2016 5:00 pm. RFP Coordinator Catherine McNabb 250 Madison St 42R Port Townsend, WA 98368 cmcnabbecityofpt.us DISTRIBUTION OF RFP DOCUMENT AND ADDENDA: This RFP can be downloaded directly from the City of Port Townsend's website (www.cityofpt.us ). Those who wish to automatically receive any addenda or a notice of cancellation should provide contact information by emailing Catherine McNabb, at cmcnabbecityofpt.us . Contact information should include: "RFP 2016# 1 Library Materials Vendor Services"in subject line Company name Primary contact name Primary contact title Primary contact direct phone# Primary contact email Those who choose not to submit contact information will be solely responsible for monitoring the City's website for any addenda or a notice of cancellation. PROPOSAL PREPARATION: Firms submitting proposals shall be responsible for any and all costs and/or expenses associated with preparing such proposal. SUBMISSION OF PROPOSAL: Sealed proposals must be submitted by no later than 3:00 pm, Thursday, March 31, 2016. Proposal packages must be submitted to: City of Port Townsend Office of the City Clerk RFP # 2016-01 250 Madison St 42 Port Townsend, WA 98368 At a minimum, all proposals should contain: • The Proposal along with the signed Authorization to Legally Bind Bidder (Attachment 3). • A minimum of three (3) references with addresses, phone numbers and, if available, email addresses RFP Library Materials Vendor Services Page 2 Proposals may also include company specific narrative information and letters of recommendation. It is the responsibility of the Contractor to be sure the proposals are sent sufficiently ahead of time to be received no later than 3:00 PM on the date proposals are due. Proposals received after the 3:00 PM deadline will be returned to the vendor unopened. EVALUATION PROCEDURES AND AWARD: Proposals will be evaluated by a panel of City personnel. It is important that the responses be clear and complete so that the evaluators can adequately understand all aspects of the proposal. The evaluation process is not designed to simply award the contract to the Contractor offering the lowest prices. Rather it is intended to help the City select the Contractor who will provide the best overall value through a combination of customer service, optional services and competitive prices. Contractor's Proposal will be valid for 60 days from the date the proposal is due. The successful Contractor will enter into a Services Agreement with the City, and provide required proof of insurance, within 10 days of award. COOPERATIVE PURCHASING: RCW 39.34 allows cooperative purchasing between public agencies (political subdivision) in the State of Washington. Public agencies which have filed an Intergovernmental Cooperative Purchasing Agreement with the City of Port Townsend and which are actively participating may purchase from City of Port Townsend contracts,provided that the vendor has agreed to such participation. Each vendor shall indicate in their proposal if they will not honor other public agency orders in accordance with contract terms and conditions in addition to orders from the City of Port Townsend. The City of Port Townsend does not accept any responsibility for purchase orders issued by other public agencies. The City of Port Townsend accepts no responsibility for the performance of any purchasing contract by the Contractor, and the City of Port Townsend accepts no responsibility for payment of the purchase price for any public agency. INDEMNIFICATION; INSURANCE: See Services Agreement for Indemnification and Insurance Terms. CONFLICT OF INTEREST: The Contractor further covenants that he presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of his services hereunder. The Contractor further covenants that in the performance of this Contract, no person having any conflicting interest shall be employed. Any interest on the part of the Contractor or their company's employees must be disclosed to the City. COMPLIANCE WITH LAWS: The vendor shall comply with all applicable federal, state and local laws, rules, and regulations, affecting its performance and hold the Purchaser harmless against any claims arising from the violation thereof. CONTRACT DISPUTES: Any contract agreement shall be performed under the laws of the State of Washington. Any litigation to enforce such agreement or any of its provisions shall be brought in Jefferson County, Washington. RFP Library Materials Vendor Services Page 3 SUBMISSION OF PROPOSAL: The City reserves the right to reject any and all proposals and to waive any informality. A Certificate of Insurance will be required from the chosen vendor. (See insurance section in sample Services Agreement) Proposals are to be sealed in an envelope bearing the name and address of the vendor. Print on the envelope "Library Materials Services Vendor". Proposals may be mailed or hand delivered to: City of Port Townsend Office of the City Clerk RFP # 2016-01 250 Madison St#2 Port Townsend, WA 98368 The City of Port Townsend is not liable for any costs incurred by vendors for the preparation and presentation of a proposal in response to this RFP. All such costs, including travel and related expenses, shall be the sole responsibility of the vendor submitting a proposal. Proposals must be signed by representatives of the company who have the authority to bind the company to its provisions. Proposers shall provide one original of their proposal and three copies (3) to the City on or before the proposal submission deadline. Electronic or fax submissions will not be accepted. RFP Library Materials Vendor Services Page 4 I. PROPOSAL OVERVIEW The City seeks qualified proposers to supply the Port Townsend Public Library (PTL) with books and other media. Founded in 1913, the Library offers a wide range of informational, educational, cultural and recreational materials to just fewer than 10,000 community members. Library patrons range from infants to active adults. In addition to providing books in all subject areas, the Library offers a reference collection, large print materials, newspapers, magazines, audio books, CDs and DVDs. The PTL collection currently houses over 50,000 books, CDs, DVDs, and magazines. In addition the library offers on site and remote access to databases, digital audio books, and e-books. PTL is looking to partner with the leading distributors of books, videos and music products who can help us grow not only our collections and meet our patrons needs but to achieve the greatest value for our taxpayers. It is the City's intent to establish an agreement(s)with a qualified supplier(s) of books, references materials, CDs, DVDs and services. The City may choose to award agreements to one or more qualified suppliers. The agreement(s) may be updated after the initial term, to extend the term for not more than two successive one year periods, upon mutual agreement of the parties. Proposers are encouraged to propose all or part of the library materials in Attachment 1 IV (a)in this Request for Proposal. II. PROPOSAL FORMAT: Proposals must include the items listed below. A. Proposer's firm name, mailing and physical addresses, telephone number, fax number, and taxpayer identification number. B. Primary contact person's name, title, phone number, fax number and email address. C. Specifications of proposal and background information are outlined in Attachment 1. Please express how you propose to meet the specifications in your proposal. Detail proposing firm's experience in providing books, reference material, other media and services. Preference may be given to proposers who have extensive experience in providing the materials and services desired. D. Signed Attachment 44 —Authorization to Legally Bind Bidder THIS FORM MUST BE SIGNED AND INCLUDED WITH THE PROPOSAL. THE PROPOSAL SHALL BE CONSIDERED NON-RESPONSIVE AND REJECTED IF SIGNED FORM IS NOT INCLUDED. E. References —Include at least three (3)references. Please include current names and contact information. RFP Library Materials Vendor Services Page 5 III. PROPOSAL AND PROJECT SCHEDULE Advertise RFP Monday, March7, 2016 Final Day for RFP Questions Monday, March 28, 2016 5:00 PM Proposals Due Thursday, March 31, 2016 3:00 PM Proposals Reviewed Week of April 4-8, 2016 Target Date for Intent to Award Week of April 11-15, 2016 Council Approval of Contract Monday, April 18, 2016 Contract Execution Tuesday, April 19, 2016 (All dates are estimates only) IV. SELECTION CRITERIA AND PROCESS Each proposal will be compared to the specifications stated herein. Points will be assigned to proposals that most closely match or exceed the RFP requirements based on the selection criteria. The Proposal with the highest number of assigned points will be selected for the contract. Please express how you propose to meet the specifications in your proposal. A. Discounts 45 Points B. Online ordering system 25 Points C. Shipping 20 Points D. Experience/References 5 Points E. Conformity of proposal to RFP 5 Points V. LATE PROPOSALS NOT CONSIDERED Proposals must be received by 3:OOPM local time on March 31, 2016 at the address listed above. Any proposals received after the deadline will not be considered. Faxed or emailed proposals will not be accepted. VI. Addenda to RFP In the event that it is necessary to amend, revise, or supplement any part of the RFP, City of Port Townsend will post addenda on the City website www.cityofpt.us and will make reasonable effort to provide addenda to all Proposers to whom City provided the initial RFP. Any addenda so issued are to be considered part of the specifications of the RFP. City is not responsible for any explanation, clarification, interpretation or approval made or given in any manner except by written addenda issued by City. RFP Library Materials Vendor Services Page 6 Addenda may be downloaded from the City of Port Townsend website www.cityofpt.us (Click on "Doing Business" "Bids for Services")or by contacting Catherine McNabb at cmcnabbecityofpt.us. Prospective Proposers are requested to confirm receipt of downloaded Addenda by email to City of Port Townsend, Attn: Catherine McNabb at the above email address. In case of any doubt or differences of opinion as to the services to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of City shall be final and binding upon all parties. VII. CONTRACT The successful Proposer(s)will be expected to enter into a contract with the City. An example of said contract is attached herein as Attachment 2. Contract(s) shall commence on a date agreed upon by both parties and shall continue for three years unless, extended, modified, or terminated as provided in the contract. Contract(s) may be extended for an additional one (1) year period upon compliance with the provisions of the contract and agreement of both parties. VIII. CITY SELECTION DISCRETION The City may select a vendor on the strength of the RFP alone or may request a telephone interview, on-site interview and/or on-site presentations by any of the vendors who submit a proposal. The City of Port Townsend reserves the right to reject all proposals for any reason, to waive informalities and minor irregularities, to reject any proposal not conforming to the intent and purpose of the Request for Proposals and to postpone the award of the contract for a period of time not greater than 60 days from the proposal opening date. The City also reserves the right to award to multiple vendors. VIV. PROPOSAL OWNERSHIP All material submitted by the Proposers shall be considered property of City, and City shall not be required to return same to any Proposer. The material submitted by Proposers will be treated in the same manner as City's own records. After proposal opening, all proposals become part of the public record and are available for public review unless exempt under Washington State RCW 42.17.251. Attachment 1 RFP Library Materials Vendor Services Page 7 Library Materials Vendor Services I. PROPOSAL OVERVIEW a. Founded in 1913, the Library offers a wide range of informational, educational, cultural and recreational materials to just fewer than 10,000 community members. Library patrons range from infants to active adults. In addition to providing books in all subject areas, the Library offers a reference collection, large print materials, newspapers, magazines, audio books, CDs and DVDs. The PTL collection currently houses over 50,000 books, CDs, DVDs, and magazines. In addition the library offers on site and remote access to databases, digital audio books, and e-books. PTL is looking to partner with the leading distributors of books, videos and music products who can help us grow not only our collections and meet our patrons needs but to achieve the greatest value for our taxpayers. II. SUPPLIER BACKGROUND a. Qualifications L Supplier business background information—provide information about your company structure and organization. IL Number of years in business III. Dunn and Bradstreet number IV. Inventory 1. Number of titles 2. Units on hand V. A minimum of three (3) references from recent customers (within the last 2 years). Provide Company name, contact name, contact title, email and phone# b. Location of warehouses that would service PTL. III. AUTOMATED SYSTEM REQUIRMENTS a. Must be capable of 9XX and EDI ordering via Polaris. b. Must be able to supply MARC records at ordering and then interface with OCLC to update holdings and supply full MARC Records. IV.TYPE OF LIBRARY MATERIALS OFFERED AND PRICING a. Materials must be appropriate for a public library collection consisting of mostly popular titles. A variety of bindings should be available, including library binding, hardcover, paperback, board books, books with CDs, etc. Types of material include: L Adult print fiction and nonfiction, including large print IL Teen print fiction and nonfiction III. Children's print fiction and nonfiction IV. Graphic novels —all levels RFP Library Materials Vendor Services Page 8 V. Standing orders for print titles and series —all levels VI. Unabridged audio books on CD —all levels VII. Music CDs —all levels VIII. Instructional, educational and other nonfiction CDs —all levels IX. Documentary, instructional, educational, travel, and other nonfiction DVDs —all levels X. Entertainment, fiction DVDs —all levels XI. Periodicals —all levels XIL World languages, primarily Spanish, all media types, for adults, teens and children XIIL Electronic media and E-books XIV. Other b. Indicate which of the above you offer as part of your standard service. L Indicate the discount rate on each of the above off of list price IL If any are not part of your standard service, indicate whether they are provided at an extra charge III. How many titles and volumes of the above materials are available in your warehouse(s)? IV. What is your service charge for special and/or standing orders? V. SELECTION TOOLS a. Describe selection tools available. b. What are the charges for these tools? SPL prefers premium package at no cost. c. Do you have an online ordering supply system? d. Is it compatible with Polaris Workflows? e. Do you have examples of libraries that use Polaris as part of a library consortium who use your online ordering? If yes, then please provide references. f Is your online ordering system real time? g. Does your online ordering system allow us to track our orders? h. Can orders be placed by phone, fax, electronically or by mail? i. Does online ordering system perform duplicate checks with the library catalog, as well as current and previous orders? j. Once an order is placed, how many days does it take you to fill and ship an order, on average? RFP Library Materials Vendor Services Page 9 VI.REPORTING a. Describe in detail your system reporting including reports available to assist the monitoring of titles ordered, backordered, and canceled. b. What is your cancellation policy? PTL policy: if not filled within six months, we no longer want the item, or will re-order it from somewhere else. c. What is the frequency of these reports? d. What is the charge for each report? e. How are the reports sent? £ What is the file "type" (PDF, excel etc.) of each report? VII. INVOICING a. Provide details about how you provide invoices (with shipment, mail, fax, electronically). b. Do you invoice items before or after shipping? c. How do you handle the invoicing of backordered items? d. What are your payment terms? e. Do you take credit cards for payment? £ Review City invoicing requirements below and comment yes or no on each if you can comply L Purchase order (P.O.) number must appear on all invoices, shipping papers, packages, labels, bills of lading, etc IL Name of person who placed the order III. All invoices must include P.O. and Line numbers for each item. IV. Only one P.O. per invoice g. PTL strongly prefers free shipping for every order regardless of dollar value, quantity ordered or warehouse used. Can you meet this preference? h. Do you have an online ordering system that will allow us to review our invoices and payments? VIII. RETURNS POLICY a. What is the procedure for canceling items? b. Are there any restocking fees applied to returns? If yes, what is the charge and how is it assessed (per units ex.) c. Supplier must accept any publisher defective book up to one year and issue full credit with no restocking fee. Can you meet this requirement? d. Does the returns policy differ for cataloged/processed items? e. Will the supplier issue a call tag for items needing to be returned? £ Is PTL required to obtain a return authorization before returning damaged or defective items or shipment errors? g. What is the return policy for audio books and DVDs? h. Can supplier accept return of individual CDs or DVDs from a set? RFP Library Materials Vendor Services Page 10 i. What is your dispute resolution process? IX.ACCOUNT SERVICES a. What account representation will you provide? b. What services will our account representative provide? X. OPTIONAL PROCESSING SERVICES a. Can you provide the following processing services? If yes indicated the cost for those services: L Books: property stamp, barcode, spine label, Mylar covers and date due slips. IL Media: property label, barcode, donuts, and spine label XI.VALUE ADDS a. Describe other value adds your company can offer PTL. b. Describe other cost saving measures you can offer PTL. Do you have collection development? RFP Library Materials Vendor Services Page 11 Attachment 2 Sample Supplies Agreement This AGREEMENT, made and entered into this day of 2016, by and between the CITY OF PORT TOWNSEND, Washington, hereinafter referred to as the "City, " and hereinafter referred to as the "Vendor"; RECITALS WHEREAS, the City is desirous of contracting with said vendor for the purchase of Library Materials and Services; and WHEREAS, the Vendor has submitted the lowest bid for the sale of said NOW, THEREFORE, IN CONSIDERATION OF THE TERMS, CONDITIONS AND COVENANTS HEREIN CONTAINED, the parties agree as follows: AGREEMENT 1. Purchase and Sale. The City hereby agrees to purchase to from the Supplier, and the Supplier agrees to furnish, supply and deliver to the City said needed, required and ordered during said period. 2. Contract Documents. The Contract between the parties includes this Agreement along with all bid documents and Exhibits, each incorporated herein by this reference as if set forth in full. 3. Price. The City agrees to pay for said plus delivery as described in the Vendor's proposal as for an estimated annual amount of plus . 4. Payment. Payment by the City shall be made monthly upon receipt of invoice consistent with the bid documents. 5. Materials/Equipment. The materials/equipment so delivered shall conform to specifications provided in the above-mentioned documents, shall be merchantable and of high quality, and fit for the purposes of use intended by the City. 6. Delivery and Risk of Loss. The Vendor agrees to deliver the products to the place as designated in the Request for Bids within days of a request for delivery by the City. Title shall pass to the City on delivery to said designated RFP Library Materials Vendor Services Page 12 place. Risk of loss, destruction or damage to the equipment shall be on the Vendor until title passes to the City. 7. Delays in Delivery. The City agrees that the Vendor shall not be liable for any delay or non-performance due to the failure of the source of supply from which the Vendor obtains the products to make delivery, or due to delays in transportation, or due to strikes, labor difficulties, floods, fires or acts of God, or to the acts of regulations or any governmental authority or branch or agency thereof. 8. Cover for Non-Delivery. In the event of delay or non-performance by the Vendor for the reasons set forth in Section 7 of this Agreement, or for any other reason, the City shall be free to obtain said products from other sources without incurring liability or damages to the Vendor thereof, in addition to exercising all legal remedies. 9. Assignment; Delegation. The Vendor shall not assign this Agreement nor delegate any duties hereunder without the prior written consent of the City. 10. Applicable Law; Venue. This Agreement shall be subject to, and the Vendor shall at all times comply with, all applicable federal, State and local laws, regulations, rules and provisions of the Charter, Municipal Code and ordinances of the City of Port Townsend. Venue for any action hereunder shall be in Jefferson County. 11. Termination. This Agreement can be terminated by either party upon default in performance of the other party, if such default is not cured within 10 days of notice thereof, and upon notification of intent to terminate this Agreement in writing 30 days prior to the date of termination by the City. In case of default, the non-defaulting party shall have any and all remedies available to it in law or equity. 12. Notices. Any notice required by this Agreement may be delivered personally or mailed, certified with return receipt requested. If mailed, notice shall be deemed given upon the first business date after the date of postmark. Notices shall be delivered or mailed to the following: To the City To the Vendor City of Port Townsend 250 Madison St 42R Port Townsend, WA 98368 13. Indemnity and Hold Harmless. The Vendor shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suites including attorney fees, arising out RFP Library Materials Vendor Services Page 13 of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Vendor and the City, its officers, officials, employees, and volunteers, the Vendor's liability hereunder shall be only to the extent of the Vendor's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Vendor's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 14. Independent Contractor. For all purposes, the Vendor shall be deemed an independent contractor and shall not be deemed an employee of the City. 15. Waiver. Waiver by the City of any breach of any term or condition of this Agreement shall not be construed as a waiver of any other breach. 16. Attorneys' Fees. In the event any action is brought by either party to enforce the terms of this Agreement or for breach of this Agreement by the other party, the parties agree that the non-prevailing party shall pay to the prevailing party reasonable attorneys' fees and costs and disbursements incurred by such party. 17. Entire Agreement. This Agreement, together with all Bid Documents referred to herein, constitutes the entire contract for sale and purchase between the parties hereto. 18. Binding Effect.ffect. This Agreement shall be binding upon the parties, the heirs, personal representatives, successors and assigns. 19. Modification. No modification of this Agreement shall be of any force or effect unless in writing signed by the parties. 20. Severability. If any provision of this Agreement is held invalid, the remainder shall not be affected thereby if such remainder would then continue to conform to the terms and requirements of applicable law, and shall continue in full force and effect. RFP Library Materials Vendor Services Page 14 IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed as of the day and year first written above. CITY OF PORT TOWNSEND By By David Timmons, City Manager Name: Title: Address: Approved as to form: Steven L. Gross, City Attorney RFP Library Materials Vendor Services Page 15 ATTACHMENT A INSURANCE REQUIREMENTS The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees or subcontractors. The Contractor shall provide a Certificate of Insurance evidencing: 1. Automobile Liability insurance with limits no less than $1,000,000 combined single limit per accident for bodily injury and property damage; and 2. Commercial General Liability insurance written on an occurrence basis with limits no less than $1,000,000 combined single limit per occurrence and $2,000,000 aggregate for personal injury, bodily injury and property damage. Coverage shall include but not be limited to: blanket contractual;products/competed operations; broad form property damage; explosion, collapse and underground(XCU)if applicable; and employer's liability. Any payment of deductible or self insured retention shall be the sole responsibility of the Contractor. The City shall be named as an additional insured on the insurance policy, as respects work performed by or on behalf of the Consultant and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. The Contractor's insurance shall be primary insurance as respect the City and the City shall be given thirty days prior written notice of any cancellation, suspension or material change in coverage. RFP Library Materials Vendor Services Page 16 Attachment 3 Authorization to Legally Bind Bidder The person executing this Bid and the instruments referred to herein on behalf of the Bidder has the legal power, right, and actual authority to submit this Bid, and to bind the Bidder to the terms and conditions of this Bid. (Signature of person authorized to bind Bidder) Dated Print Name of Person signing as authorized to bind Bidder Title of Person signing as authorized to bind Bidder Firm Name Phone Address Fax City, State, Zip email address THIS FORM MUST BE RETURNED WITH THE PROPOSAL WITH AN AUTHORIZED SIGNATURE. FAILURE TO RETURN THIS FORM WITH THE BID PROPOSAL WILL CAUSE YOUR BID TO BE REJECTED AS NON-COMPLIANT. RFP Library Materials Vendor Services Page 17