City and County of San Francisco. Request for Proposals for. Agreement No. LIB-103

Transcription

1 City and County of San Francisco Request for Proposals for Acquisition of Library Materials Agreement No. LIB-103 Date Issued: December 17, 2009 Pre-proposal Conference: 10:30 a.m., Thursday, January 7, 2010 San Francisco Main Library, 100 Larkin Street, 6 th Floor Meeting Room #601, San Francisco, CA Proposal due: 4:30 p.m., Friday, February 12, 2010 City Librarian s Office, San Francisco Main Library, 100 Larkin Street, 6 th Floor, San Francisco, CA P-590 (11-07)

2 Request for Proposals for Acquisition of Library Materials TABLE OF CONTENTS Page I. Introduction and Schedule...1 II. Scope of Work...4 III. Submission Requirements...10 IV. Evaluation and Selection Criteria...13 V. Pre-proposal Conference and Contract award...15 VI. Terms and Conditions for Receipt of Proposals...16 VII. Contract Requirements...20 VIII. Protest Procedures...22 Appendices: A. HRC Attachment 2: Requirements for Architecture, Engineering and separate Professional Services Contracts, for contacts $29,000 and over document (separate document). Proposers must submit the following forms: Form 2A Form 2B Form 3 Form 5 HRC Contract Participation form HRC Good Faith Outreach Requirements form HRC Non-discrimination Affidavit HRC Employment form The following form may be required, depending on the circumstances: Form 4 Joint Venture Participation Schedule Please see Section VI.N.3 on page 19 to view submittal instructions. B. Standard Forms: Listing and Internet addresses of Forms related to Taxpayer Identification Number and Certification, to Business Tax Declaration, and to Chapters 12B and 12C, and 14B of the S.F. Administrative Code. C. Agreement for Professional Services (form P-500) separate document D. License Agreement for Online Content Provider separate document E. Vendor Cataloging Error Levels separate document P-590 (11-07) i December 17, 2009

3 Request for Proposals for Acquisition of Library Materials I. Introduction and Schedule A. Introduction The San Francisco Public Library Library is requesting proposals for a wide range of contracting services for cost effective and timely provision of book and non-book materials in many languages, including periodicals, for adult, young adult and juvenile audiences, as well as selection tools, physical processing, cataloging and other value added services. Value added services include, but are not limited to: automatic order plans, web based bibliographic resources, selection lists and other selection tools, electronic transmission of orders and selection lists, electronic order confirmations and order status updates and electronic invoices - all via efficient and up-to-date interfaces with Millennium, the integrated library system (ILS) used by the Library, MARC catalog records for English and non-english titles and for titles in various formats (e.g. print books, music, spoken audio, video/dvd, text and audio e-books, and downloadable and streamed media products) and shelf-ready item services including adaptive and copy cataloging, original cataloging when requested, item linking, physical processing (including spine labels) for both book and non-book items. Proposers selected will not be guaranteed a specific amount of work, but shall be used by the Library on an as needed basis. The contract shall have an original term of three (3) years. In addition, the Library shall have two (2) options to extend the term for a period of two (2) years each, which the Library may exercise in its sole, absolute discretion. The Library in its sole discretion shall decide which contractor on the supplier list is most suitable to provide required materials and services for each order. The Library s budget supports the collection at the Main Library, 27 branch libraries and bookmobiles. The Library is in the final years of a multi-year branch library improvement program and may have a need for opening day collections for the newly opened branches. The Library selects materials in many languages. Primary languages are: English, Chinese, Spanish, Russian, Vietnamese, Indic Languages, and Japanese. The Library estimates its current net annual expenditure on Library Materials is approximately Ten Million Six Hundred Thousand Dollars ($10,600,000). The portion of that amount to be covered by contract(s) with contractors on the supplier list is projected to be approximately Eight Million Four Hundred Twenty Thousand Dollars ($8,420,000). Past patterns indicate that expenditures could be divided as stated below. Changing community needs and service patterns could, however, result in a different mix of purchases. The annual figures above and the percentages stated below are estimates based on past spending. There is no guarantee as to the actual amounts that will be purchased from any contractor. The Library currently uses Innovative Interface Inc. s Millennium integrated library system (Millennium 2007 version 1.3). The Library uses the following Millennium modules: acquisitions, cataloging, serials, circulation and online public access catalog (OPAC). P-590 (11-07) 1 of 23 December 17, 2009

4 Proposers may submit proposals for one or more of the six categories identified below (each a Category and collectively Categories ). Each Category will be evaluated separately and proposers will be considered for only those Categories proposals are submitted. A proposer may be selected for more than one Category and a Category may have more than one successful proposer. Proposers must identify the Categories for which they propose to provide services. The Library expects to select from one (1) to five (5) proposals for each Category and expects to select a total of approximately fifteen (15) contractors overall. Proposers submitting proposals for Category 1 (Adult Fiction and Nonfiction), Category 2 (Juvenile and Teen Fiction and Nonfiction), Category 3 (Academic & Scholarly), and Category 4 (Audio Visual) should also indicate whether or not they offer Cataloging and Processing services, in accordance with Section K of this RFP, for each category described below. Proposers may also propose Processing Only for materials in these categories. Proposers should propose Cataloging and Processing for Category 5 (Material Leased Plans). Category 1. Adult Fiction and Nonfiction 2. Juvenile/Teen Fiction and Nonfiction 3. Academic and Scholarly Material Description All regular items of popular fiction, nonfiction and miscellaneous print materials which dealers can buy at long discount. May also include standing orders. Popular nonfiction and fiction print materials, cataloged and processed. Materials may include the following: paperbacks, board books, and big books. May also include standing orders. Educational and technological print materials which are not long discount publications. Miscellaneous publications from proposers whose discount to dealers varies from the discount allowed on books in other categories. May also include standing orders. Estimated FY08-09 Material Budget for covered materials (subject to change in subsequent years) $4,000,000 (includes some academic and scholarly) $850,000 10% $1,000,000 10% Percentage of FY08-09 Materials Budget (subject to change) 40% P-590 (11-07) 2 of 23 December 17, 2009

5 Category 4. Audio Visual (Adult and Juvenile/Teen) 5. Material Lease Plans Cataloged Material Description DVD recordings, Audiobook/Spokenword CDs, music CDs, downloadable material, and streaming media. Materials are cataloged and processed where appropriate. Recordings may be educational, informational, or entertainment materials. May also include standing orders. This plan will provide the Library with a core collection of Adult fiction and nonfiction books, audiobooks, and DVDs. Materials are cataloged and processed by the proposers and materials are drop-shipped to the libraries specified in the orders. 6. Subscriptions A subscription service that will provide the ordering and delivery of print and electronic serials, including periodicals and magazines, with a breadth of subject matter and the ease of consolidated electronic ordering and claims, and itemized invoices. Estimated FY08-09 Material Budget for covered materials (subject to change in subsequent years) $1,400,000 15% $500,000 5% $670,000 7% Percentage of FY08-09 Materials Budget (subject to change) The Library does not guarantee expenditure of any particular amount. The expenditures and percentages on the above chart do not total 100% of the Library's budgeted amount. They do not include expenditures for electronic resources, international language materials, and direct order purchases. These figures are intended to guide proposers to ascertain their capacity to fulfill orders. P-590 (11-07) 3 of 23 December 17, 2009

6 B. Schedule The anticipated schedule for selecting a consultant is: Proposal Phase Date RFP is issued by the City December 17, 2009 Pre-proposal conference January 7, 2010 Deadline for submission of written questions or requests for clarification January 29, 2010 Proposals due February 12, 2010 II. Scope of Work It is the intent of this Scope of Work to describe the specifications and essential services for the provision of Library Materials to the Library on an as needed basis. The Scope of Work is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the request. SPECIFICATIONS AND ESSENTIAL SERVICES For each of the services specified in the following sections, Customer Services, Customized Collection Development, Selection, Stock and Inventory, Ordering and Order Fulfillment, Invoicing, Subscriptions, Standing Orders, and Cataloging and Processing, each proposer shall indicate its ability to comply with the specifications of service for each proposal submitted based on the Categories outlined in Section I, A, describe how that service shall be provided to the Library on an as needed basis, and provide specific information as requested below. A. CUSTOMER SERVICES Proposers shall designate one customer service representative at the proposer's office and a sales representative to serve as the contractor s representative to the Library. Proposers that provide value added services, such as Cataloging and Processing, shall designate one specialist in that service to serve as the primary contact person for that service to the Library. B. CUSTOMIZED COLLECTION DEVELOPMENT Proposers shall provide a customized collection development staff that can provide a full range of services including the ability for the Library to customize orders based on predefined profiles. Delivery of suggested title lists should be available in a variety of formats including the web-based site described below. P-590 (11-07) 4 of 23 December 17, 2009

7 C. SELECTION TOOLS Proposers shall provide a website(s) or comparable resource allowing the Library with the following features: Allow the Library staff to create multi-user shopping carts or similar collections which serves as a way for the Library to select titles and save those titles in lists on the contractor s website or other resource. Shopping carts should be able to be created from scratch, by modifying contractor supplied lists, and by uploading a list of unique identifiers such as ISBN. Ideally the site will include the ability to add titles manually to the shopping cart that are not part of the contractor s inventory. Unique logins and passwords should allow for individual personalization, with the ability for administrative oversight capabilities to aggregate lists and manage users. Extensive bibliographic and marketing information for titles, including release date and estimated print runs and demand, and inventory and in-stock information. Full text literary reviews from nationally recognized professional sources (such as Publisher s Weekly, Library Journal, School Library journal and Booklist) and/or citations which cite the magazines in which literary reviews appear. The ability to grid each title with local distribution and funding information. Creation and maintenance of a location and fund table that can be customized for each cart through the use of grid templates. Flexible and robust searching capabilities including the ability to filter based on format, audience, publication date, and other such search criteria. The ability to batch import order shopping carts with brief MARC 21 (Machine Readable Cataloging) records in Millennium. Formal and informal training and support of the online tool provided at no additional cost. Proposers shall supply, as needed, printed catalogs and other collateral material to aid in the selection of material appropriate for the Library s collection. D. STOCK AND INVENTORY Proposer shall provide a broad spectrum of Library materials in quantities sufficient to meet the needs of a large urban library. Access to online, real-time inventory is preferred. E. ORDERING AND ORDER FULFILLMENT Proposers shall support the following order methods: Electronically via the Library s ILS (Millennium version ) via EDI with acknowledgments to ILS via EDI. Electronically via the contractor s website. By telephone. P-590 (11-07) 5 of 23 December 17, 2009

8 By facsimile transmission. By . It is essential that the contractor(s) be able to deliver at least 75% of the items ordered within the order service period designated by the Library. The Library s standard order service period (from date of order to receipt by the Library) is four (4) months for most titles, including those with items that are Processed and Cataloged (see Section K in this Chapter, for descriptions of Cataloging and Processing ); six (6) months for titles that Category 4, Academic and Scholarly titles (including those with items that are Processed without Cataloging). Titles reported by the contractor(s) as out of print or publisher out of stock or special orders will not be included in the calculation of the 75% delivery standard. The Library requires the fulfillment of back ordered materials within 120 days. If the back ordered materials are not fulfilled within 120 days, such failure shall automatically constitute a cancellation without further notice or action from the Library. F. INVOICING Invoices shall display titles, ISBN s, individual purchase order numbers, quantities, list prices and the percentage discounted for the list price for each title. The total of value-added services, such as cataloging and processing, should be provided as a separate line item on each invoice. Proposers shall produce separate invoices for each purchase order and include two copies of the invoice with the shipment. Electronic invoices, when used, should be loaded prior to delivery of material. Physical copies of the invoices should be supplied with shipment, even when electronic invoices are sent or used. G. DELIVERY OF ORDERS Unless otherwise specified by the Library, Library Materials are to be delivered to: Acquisitions Department, the Library, 95 Washburn Street, San Francisco, CA The Library shall identify particular periodical titles and newspapers that shall be delivered directly to the Main Library at 100 Larkin Street, San Francisco, CA or to specific branch locations. Delivery trucks shall deliver materials to the loading dock of the Library Technical Services Division, located on a one-way alley (Washburn Street between Howard and Mission Streets). Proposers shall shrink-wrap or protect in a comparable manner all contents contained within the shipping carton. Shipping cartons, including contents, shall not weigh more than 50 pounds. P-590 (11-07) 6 of 23 December 17, 2009

9 The shipping label on each carton shall include the carton number (for example 1 of 25), weight of the carton and the shipper s tracking number. Partial shipments of titles in an order are acceptable. The Library does not accept split shipment of copies of a title. However, the Library in its sole discretion may accept a split shipment on a case by case basis. Proposer should supply up-to-date tracking information for any shipments delivered to the Library. H. CREDITS AND RETURNS Proposers shall provide a mechanism for all claims and returns, including but not limited to short shipments, incorrect title supplied, and damaged shipments. Credit memos for returned items shall be clearly identified. I. SUBSCRIPTIONS Proposers submitting proposals for a subscription service (Category 6) shall provide the Library with a broad range of subject matter in periodicals, magazines, newspapers, newsletters, and other serially issued publications and consolidated ordering and itemized invoices. Proposers must have an online database or other comparable resource of titles available to order new titles, modify quantities of titles on order, cancel titles, and claims submissions. Proposers shall furnish titles in varying subscription cycles that are specified by the Library. If available, proposers shall provide the Library with access to electronic versions of periodical titles. J. STANDING ORDERS FOR CATEGORIES 1, 2, 3, AND 4. Proposers shall have a website or other comparable resource of titles available as standing orders, also known as continuations (an order placed by Library to automatically supply each succeeding issue, volume, part of serial or series as published until the Library provides notice to quit), that the Library can use to order new titles, modify quantities of titles on order, cancel titles, and submit claims. Proposals for Categories 1, 2, 3, and 4 shall provide serially issued publications as a standing order service. Proposers shall furnish titles in varying subscription cycles that are specified by the Library. P-590 (11-07) 7 of 23 December 17, 2009

10 K. ADDITIONAL PRODUCT SPECIFICATIONS: CATALOGING AND PROCESSING The Library may purchase Processing and Cataloging services as specified, if available, for books and audiovisual materials (AV) in Categories 1, 2, 3, 4, and 5. A summary of specifications for these services are as follows: 1. PHYSICAL PROCESSING Processing (physical processing of items without Cataloging) Books: Supply and apply book-jacket protectors covers on hardback books with dust jackets Apply library-supplied or contractor generated barcode and number only labels Supply and apply 3M security strips Supply and apply the Library property identification Supply and apply library location labels with the name of the branch library Audiovisual materials: Remove shrink-wrap Supply and apply 3M security strips or overlays appropriate to medium Apply library-supplied or contractor generated barcode and number only labels Supply cases for titles with multiple items Supply and apply library location property identification Physical Processing with Cataloging 2. CATALOGING Books: Processing as specified above Supply and apply spine labels Audiovisual materials: Processing as specified in above Supply and apply labels with call number and title Proposers shall prepare all Cataloging in a format compatible with use for the Library s Millennium system by provisions of bibliographic and item records by one of the following methods-ftp (File Transfer Protocol) or live online. Cataloging for Library Materials purchased for the adult collections: Full MARC 21 description to Library of Congress ( LC ) standard Nonfiction: Complete and unique DD22 (Dewey decimal classification, 22 nd edition) classification number with Cutter number Fiction: Simplified call number with author letters as Cutter P-590 (11-07) 8 of 23 December 17, 2009

11 Cataloging for Library Materials purchased for the juvenile and teen collection: Full MARC 21 description to LC standard and additional Children s LC subject headings Non Fiction: DD22 class number with main entry letters as Cutter Fiction: Simplified call number with author letters as Cutter Cataloging for Library Materials purchased for the teen collections: Full MARC 21 description to LC standard Nonfiction: DD22 class number with author letters as Cutter Fiction: Simplified call number with author letters as Cutter Subject and name headings must be verified by contractor using current Library of Congress Subject Headings ( LCSH ) or Library of Congress Name Authorities ( LCNA ) as appropriate. Items are added to the Library-specified MARC field in the bibliographic record or entered directly to the Library s Millennium. Item information includes barcode number, location, item type, call number with Cutter, as well as pre-stamps, volume information, or other item-specific information as needed. Proposers providing Cataloging and Processing services shall maintain an Error rate acceptable to the Library as defined herein. There are three Levels of Error (see Appendix E). An acceptable Error rate is as follows: of the total number of titles Cataloged in one month, no more than 5% of those titles shall contain Level 1 and Level 2 Errors, combined, in the cataloged bibliographic record and linked items, and no more than 7% of those titles shall contain Level 3 Errors in the cataloged bibliographic record and linked items. For example, if a title contains a Level 1 Error in the cataloged bibliographic record and a Level 1 Error in one or more linked items, this is one (1) Level 1 Error. If a title contains no Errors in the cataloged bibliographic record but a Level 1 Error in one or more linked records, this is one (1) Level Error. If a title contains one or more Level 1 Errors in the cataloged bibliographic record, this is one (1) Level 1 Error. The proposer shall be expected to perform at or better than the Library acceptable Error rate beginning no later than three months following the start of service. The start of service shall be considered the date of the first order received from the Library. Proposers shall credit the Library for any fees related to cataloging titles and processing items that exceed the acceptable Error rate. Accommodation for unforeseen circumstances, such as migration to a new cataloging system, may be taken into account in negotiating acceptable Error rate levels. P-590 (11-07) 9 of 23 December 17, 2009

12 III. Submission Requirements A. Time and Place for Submission of Proposals Proposals must be received by 4:30 p.m., on February 12, Postmarks will not be considered in judging the timeliness of submissions. Proposals may be delivered in person or mailed to: City Librarian Room 600, 6 th Floor San Francisco Public Library 100 Larkin Street, San Francisco, CA B. Format Proposers shall submit eight (8) copies of the proposal and two copies, separately bound, of required HRC Forms in a sealed envelope clearly marked Acquisition of Library Materials to the above location. Proposals that are submitted by fax will not be accepted. Late submissions will not be considered. Proposals should be printed on recycled paper (30% post-consumer recycled content or higher), and print double-sided to the maximum extent practical. Proposals may be bound with a spiral binding, glued binding, loose-leaf notebooks, or anything similar. Include a Table of Contents and use tabs or other separators to identify the different sections. For word processing documents, the department prefers that text be unjustified, and that pages have margins of at least 1 on all sides (excluding headers and footers). C. Content Firms interested in responding to this RFP must submit the following information, in the order specified below: 1. Introduction and Executive Summary (up to 2 pages) Submit a letter of introduction and executive summary of the proposal. Please include the categories to which your firm is responding, indicating differences in services and pricing when applicable. Only one proposal is necessary if your firm is responding to multiple categories. The letter must be signed by a person authorized by your firm to obligate your firm to perform the commitments contained in the proposal. Submission of the letter will constitute a representation by your firm that your firm is willing and able to perform the commitments contained in the proposal. 2. Service Approach (up to 15 pages) Describe the services and activities that your firm proposes to provide to the City. Include the following information: a. For each Category Proposed, state whether Processing and/or Cataloging and Processing are offered, differentiating by Category where appropriate. Please include samples when appropriate. b. Detail your firm s capabilities for each point described in Section II, Scope of Work, Specifications and Essential Services, differentiating by Category where appropriate. P-590 (11-07) 10 of 23 December 17, 2009

13 and c. Schedule and ability to complete the project within the City s required time frame; d. Assignment of work within your firm s work team. 3. Firm Qualifications (up to 4 pages) Provide information on your firm s background and qualifications which addresses the following: a. Name, address, and telephone number of a contact person; and b. A brief description of your firm, as well as how any joint venture or association would be structured; and c. A description of not more than four library projects similar to the Library in size and scope serviced by your firm. Description shall include the type of services provided. 2 pages) 4. Team Qualifications -- For Cataloging and Processing Services (up to a. Provide a list identifying: (1) each key person assigned to the Library, (2) each s experience and qualifications, and (3) the role each will play. 5. References (up to 4 pages) Provide the names, addresses, contact person(s) and contact information for a minimum of three (3) library clients for whom similar work is being provided or was provided within the last two years. At least one such client must be an urban public library with ten or more library locations. If the proposal includes Cataloging and Processing services, the proposer shall include names and contact information for a minimum of three library clients for whom these services are or were provided within the last two years. 6. Fee Proposal The City intends to award this contract to the firm(s) that it considers will provide the best overall program services. The City reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request. Please provide a fee proposal in a sealed envelope that includes responses to the following categories. a. Indicate the discounts that are applicable to each of the Categories for which you are submitting a proposal. Discounts should be from list prices ( Discount Rate ). Additional fees or handling charges ( Fees ), if any, should also be indicated. Fee and Discount Rate proposals shall be submitted in the following format: P-590 (11-07) 11 of 23 December 17, 2009

14 Category Material Description % Discount Rate $ Fees/Charges per order, per title or per item (please specify) Adult Fiction General trade. May include electronic formats Adult Nonfiction General trade. May include electronic formats Juvenile/Teen General trade. May include Fiction electronic formats Juvenile/Teen General trade. May include Nonfiction electronic formats Academic/Scholarly Non-trade. May include books electronic formats. Audio Visual DVD CD Spokenword/Audiobook Electronic format (downloadable/streaming) Other, specify format(s) Book Lease Plan Books Audiobook Lease Spokenword/Audiobook Plan DVD Lease Plan DVD Subscriptions Periodicals & Magazines Serials Electronic formats will require separate Online Content License Agreement. See Appendix D. Proposers submitting proposals for Category 1 (Adult Fiction and Nonfiction), Category 2 (Juvenile and Teen Fiction and Nonfiction), Category 3 (Academic & Scholarly), and Category 4 (Audio Visual) shall indicate whether or not they offer Cataloging and Processing services for each category described below. Proposers may also propose Processing Only for materials in these categories. Proposers should propose Cataloging and Processing for Category 5 (Material Leased Plans). P-590 (11-07) 12 of 23 December 17, 2009

15 Unit Costs for Cataloging and Processing Services Books Price per title or item as specified below Service $ Amount 1) Cataloging, price per title a) New to the Library, price per title b) Added copy edited, price per title c) Item linking, price per title 2) Physical processing, price per item Audiovisual Materials Price per title or item as specified below Service $ Amount 1) Cataloging, price per title a) New to SPPL, price per title b) Added copy, edited, price per title c) Item linking, price per title 2) Physical processing, price per item a) Price per single piece item (item inventoried consists of one physical piece) b) Price per multi-piece item (item inventoried consists of multiple physical pieces packaged together) IV. Evaluation and Selection Criteria A. Minimum Qualifications Proposers must document at least two years of satisfactory service to a library project of comparable size to the Library of the City and County of San Francisco. Each proposer must also provide a written commitment that if awarded a contract, it shall be able to meet the requirements of the City and County of San Francisco. Any proposal that does not demonstrate that the proposer meets these minimum requirements by the deadline for submittal of proposals will be considered non-responsive and will not be eligible for award of a contract. P-590 (11-07) 13 of 23 December 17, 2009

16 Any proposal that does not demonstrate that the proposer meets these minimum requirements by the deadline for submittal of proposals will be considered non-responsive and will not be eligible for award of the contract. B. Selection Criteria 1. Criteria for Basic Services Each proposal for a Category, as itemized in Section I, will be evaluated by a selection committee selected by the City comprised of parties with expertise in the area of acquisitions of library materials, including cataloging and processing. The Library intends to evaluate and rank the proposals generally in accordance with the criteria listed below. Criteria Description Points History, Experience, and Past Performance Evaluation will be based on information obtained from responses to the Customer Services, Firm Qualifications, Team Qualifications, and from information obtained from interviews of listed references. Understanding of the project and tasks to be performed; expertise of the firm in the fields necessary to complete the tasks and; quality of recent contracted services at comparable library systems, including adherence to schedules, deadlines and budgets will all be 30 Services, selection, and inventory Order, invoicing, delivery Pricing and Discounts considered. Evaluation will be based on the proposer s ability to provide appropriate selection resources including customized collection development, selection tools, scope and quantities required by the Library, Evaluation will be based on the proposer s ability to provide order, invoicing, and delivery as described in Section II. Adherence to maintaining the integrity of each purchase order, i.e. not combining orders; ability to provide EDI services; order fulfillment within a four month period; delivery services; and ease of credits and returns will all be considered. Evaluation will be based on the highest discount from list prices and lowest fees that will apply to each Category, excluding Cataloging and Processing. Any fees such as or shipping and delivery, access to selection website or other web services should be included here. 2. Evaluation Criteria for Processing and Cataloging Materials Proposals for Category 1 (Adult Fiction and Nonfiction), Category 2 (Juvenile and Teen Fiction and Nonfiction), Category 3 (Academic & Scholarly), and Category 4 (Audio Visual) should indicate whether or not they offer Cataloging and Processing services for each category described below. Proposers may submit proposals for Processing only for these categories. Proposals for Category 5 (Material Leased Plans) shall include Cataloging and Processing. Each Category shall be separately rated for those services to maximum of ten (10) points for a Category for which one of the services is proposed. The maximum number of total points that a proposer may receive in a Category when proposing either Processing or Cataloging/ Processing is 110 points, not including the possible 5 additional points for the optional Incentive Plan P-590 (11-07) 14 of 23 December 17, 2009

17 a. Processing only Evaluation will be based on the proposer s ability to offer 5 Processing services (physical processing only) and on the proposer s ability to comply with processing specifications Prices 5 Total 10 b. Cataloging and Processing Evaluation will be based on the proposer s ability to offer 5 Cataloging and Processing services and on the proposer s ability to comply with the Library requirements for Cataloging and Processing specifications Prices 5 Total 10 c. Point Allocation for Processing only and Cataloging and Processing The lowest price will receive the maximum number of points assigned to the cost evaluation criterion. The other proposals will then be scored by dividing the amount of the lowest fee by the amount of the price proposal being scored and multiplying the result by the maximum number of points assigned to the price evaluation criterion. For example: since a total of 5 points are assigned to rate the processing only price proposals in this section, if the lowest proposed fee is $10 (number used for convenience only) the proposal would receive all 5 points. If the next lowest proposal offers $15 (number used for convenience only) it would receive a score of 3.33 points ($10 divided by $15, multiplied by 5 points). V. Pre-proposal conference and Contract award A. Pre-Proposal Conference Proposers are encouraged to attend a pre-proposal conference on Thursday, January 7, 2010, at 10:30 a.m. to be held in the San Francisco Main Library at 100 Larkin Street, Room 601 on the 6 th Floor, San Francisco, CA All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please contact the individual designated in Section VI.B. The Library encourages proposers to attend the pre-proposal conference. For those who are unable to attend, the Library is enabling teleconference participation. To participate in the audio conference, please follow the instructions below: Primary Dial-In: 1 (877) Participant Code: B. Contract Award The Library will select proposers with whom the Library staff shall commence contract negotiations. The selection of any proposal shall not imply acceptance by the City of all terms of the proposal, which may be subject to further negotiations and approvals before the City may be legally bound thereby. If a satisfactory contract cannot be negotiated in a reasonable time the Library, in its sole discretion, may terminate negotiations with the highest ranked proposer and begin contract negotiations with the next highest ranked proposer. The Library is planning to P-590 (11-07) 15 of 23 December 17, 2009

18 award up to fifteen contracts to fulfill the Library s acquisition requirements on an as needed basis. VI. Terms and Conditions for Receipt of Proposals A. Errors and Omissions in RFP Proposers are responsible for reviewing all portions of this RFP. Proposers are to promptly notify the Department, in writing, if the proposer discovers any ambiguity, discrepancy, omission, or other error in the RFP. Any such notification should be directed to the Department promptly after discovery, but in no event later than five working days prior to the date for receipt of proposals. Modifications and clarifications will be made by addenda as provided below. B. Inquiries Regarding RFP Inquiries regarding the RFP and all oral notifications of an intent to request written modification or clarification of the RFP, must be in written form and mailed to: Pat Fahrenthold Chief of Technical Services San Francisco Public Library th Street San Francisco, CA Or by to: pfahrenthold@sfpl.org C. Objections to RFP Terms Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the Library setting forth with specificity the grounds for the objection. The failure of a proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection. D. Change Notices The Library may modify the RFP, prior to the proposal due date, by issuing Change Notices, which will be posted on the City s Bids and Contracts Listing website. The proposer shall be responsible for ensuring that its proposal reflects any and all Change Notices issued by the Library prior to the proposal due date regardless of when the proposal is submitted. Therefore, the City recommends that the proposer consult the website frequently, including shortly before the proposal due date, to determine if the proposer has downloaded all Change Notices. E. Term of Proposal Submission of a proposal signifies that the proposed services and prices are valid for 120 calendar days from the proposal due date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity. P-590 (11-07) 16 of 23 December 17, 2009

19 F. Revision of Proposal A proposer may revise a proposal on the proposer s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original. A revised proposal must be received on or before the proposal due date. In no case will a statement of intent to submit a revised proposal, or commencement of a revision process, extend the proposal due date for any proposer. At any time during the proposal evaluation process, the Library may require a proposer to provide oral or written clarification of its proposal. The Library reserves the right to make an award without further clarifications of proposals received. G. Errors and Omissions in Proposal Failure by the Library to object to an error, omission, or deviation in the proposal will in no way modify the RFP or excuse the contractor from full compliance with the specifications of the RFP or any contract awarded pursuant to the RFP. H. Financial Responsibility The City accepts no financial responsibility for any costs incurred by a firm in responding to this RFP. Submissions of the RFP will become the property of the City and may be used by the City in any way deemed appropriate. I. Proposer s Obligations under the Campaign Reform Ordinance Proposers must comply with Section of the S.F. Campaign and Governmental Conduct Code, which states: No person who contracts with the City and County of San Francisco for the rendition of personal services, for the furnishing of any material, supplies or equipment to the City, or for selling any land or building to the City, whenever such transaction would require approval by a City elective officer, or the board on which that City elective officer serves, shall make any contribution to such an officer, or candidates for such an office, or committee controlled by such officer or candidate at any time between commencement of negotiations and the later of either (1) the termination of negotiations for such contract, or (2) three months have elapsed from the date the contract is approved by the City elective officer or the board on which that City elective officer serves. If a proposer is negotiating for a contract that must be approved by an elected local officer or the board on which that officer serves, during the negotiation period the proposer is prohibited from making contributions to: the officer s re-election campaign a candidate for that officer s office a committee controlled by the officer or candidate. The negotiation period begins with the first point of contact, either by telephone, in person, or in writing, when a contractor approaches any city officer or employee about a particular contract, or a city officer or employee initiates communication with a potential contractor about a contract. The negotiation period ends when a contract is awarded or not awarded to the contractor. Examples of initial contacts include: (1) a contractor contacts a city officer or employee to promote himself or herself as a candidate for a contract; and (2) a city officer or employee contacts a contractor to propose that the contractor apply for a contract. P-590 (11-07) 17 of 23 December 17, 2009

20 Inquiries for information about a particular contract, requests for documents relating to a Request for Proposal, and requests to be placed on a mailing list do not constitute negotiations. Violation of Section may result in the following criminal, civil, or administrative penalties: 1. Criminal. Any person who knowingly or willfully violates section is subject to a fine of up to $5,000 and a jail term of not more than six months, or both. 2. Civil. Any person who intentionally or negligently violates section may be held liable in a civil action brought by the civil prosecutor for an amount up to $5, Administrative. Any person who intentionally or negligently violates section may be held liable in an administrative proceeding before the Ethics Commission held pursuant to the Charter for an amount up to $5,000 for each violation. For further information, proposers should contact the San Francisco Ethics Commission at (415) J. Sunshine Ordinance In accordance with S.F. Administrative Code Section 67.24(e), contractors bids, responses to RFPs and all other records of communications between the City and persons or firms seeking contracts shall be open to inspection immediately after a contract has been awarded. Nothing in this provision requires the disclosure of a private person s or organization s net worth or other proprietary financial data submitted for qualification for a contract or other benefits until and unless that person or organization is awarded the contract or benefit. Information provided which is covered by this paragraph will be made available to the public upon request. K. Public Access to Meetings and Records If a proposer is a non-profit entity that receives a cumulative total per year of at least $250,000 in City funds or City-administered funds and is a non-profit organization as defined in Chapter 12L of the S.F. Administrative Code, the proposer must comply with Chapter 12L. The proposer must include in its proposal (1) a statement describing its efforts to comply with the Chapter 12L provisions regarding public access to proposer s meetings and records, and (2) a summary of all complaints concerning the proposer s compliance with Chapter 12L that were filed with the City in the last two years and deemed by the City to be substantiated. The summary shall also describe the disposition of each complaint. If no such complaints were filed, the proposer shall include a statement to that effect. Failure to comply with the reporting requirements of Chapter 12L or material misrepresentation in proposer s Chapter 12L submissions shall be grounds for rejection of the proposal and/or termination of any subsequent Agreement reached on the basis of the proposal. L. Reservations of Rights by the City The issuance of this RFP does not constitute an agreement by the City that any contract will actually be entered into by the City. The City expressly reserves the right at any time to: 1. Waive or correct any defect or informality in any response, proposal, or proposal procedure; 2. Reject any or all proposals; P-590 (11-07) 18 of 23 December 17, 2009

21 3. Reissue a Request for Proposals; 4. Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals; 5. Procure any materials, equipment or services specified in this RFP by any other means; or 6. Determine that no project will be pursued. M. No Waiver No waiver by the City of any provision of this RFP shall be implied from any failure by the City to recognize or take action on account of any failure by a proposer to observe any provision of this RFP. N. Local Business Enterprise Goals and Outreach The requirements of the Local Business Enterprise and Non-Discrimination in Contracting Ordinance set forth in Chapter 14B of the San Francisco Administrative Code as it now exists or as it may be amended in the future (collectively the LBE Ordinance ) shall apply to this RFP. 1. LBE Subconsultant Participation Goals The LBE subconsulting goal does not apply to this project. 2. LBE Participation The City strongly encourages proposals from qualified LBEs. Pursuant to Chapter 14B, the following rating discount will be in effect for the award of this project for any proposers who are certified by HRC as a LBE, or joint ventures where the joint venture partners are in the same discipline and have the specific levels of participation as identified below. Certification applications may be obtained by calling HRC at (415) The rating discount applies at each phase of the selection process. The application of the rating discount is as follows: a. A 10% discount to an LBE; or a joint venture between or among LBEs; or b. A 5% discount to a joint venture with LBE participation that equals or exceeds 35%, but is under 40%; or c. A 7.5% discount to a joint venture with LBE participation that equals or exceeds 40%; or d. A 10% discount to a certified non-profit entity. If applying for a rating discount as a joint venture: The LBE must be an active partner in the joint venture and perform work, manage the job and take financial risks in proportion to the required level of participation stated in the proposal, and must be responsible for a clearly defined portion of the work to be performed and share in the ownership, control, management responsibilities, risks, and profits of the joint venture. The portion of the LBE joint venture s work shall be set forth in detail separately from the work to be performed by the non-lbe joint venture partner. The LBE joint venture s portion of the contract must be assigned a commercially useful function. 3. HRC Forms to be Submitted with Proposal a. All proposals submitted must include the following Human Rights Commission (HRC) Forms contained in the HRC Attachment 2: 1) Form 2A HRC Contract P-590 (11-07) 19 of 23 December 17, 2009

22 Participation Form, 2) Form 2B HRC Good Faith Outreach Requirements Form, 3) Form 3 HRC Non-Discrimination Affidavit, 4) Form 4 HRC Joint Venture Form (if applicable), and 5) Form 5 HRC Employment Form. If these forms are not returned with the proposal, the proposal may be determined to be non-responsive and may be rejected. b. Please submit only two copies of the above forms with your proposal. The forms should be placed in a separate, sealed envelope labeled HRC Forms. If you have any questions concerning the HRC Forms, you may call Bayard Fong, the Human Rights Commission Contract Compliance Officer for the Human Rights Commission at (415) VII. Contract Requirements A. Standard Contract Provisions The successful proposer will be required to enter into a contract substantially in the form of the Agreement for Professional Services attached hereto as Appendix C, or, for online materials, the License Agreement for Online Content Providers attached hereto as Appendix D. Successful proposers who will provide both traditional and online materials will be required to enter into a contract substantially in the form set forth in Appendices C and D. Failure to timely execute the contract, or to furnish any and all insurance certificates and policy endorsement, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The City, in its sole discretion, may select another firm and may proceed against the original selectee for damages. The Library calls proposers' attention to some of the City's contract provisions, which are set forth below, although it should be noted that some of these may not apply to the License Agreement for Online Contact Providers. Proposers are urged to pay special attention to the requirements of Administrative Code Chapters 12B and 12C, Nondiscrimination in Contracts and Benefits, ( 34 of Nondiscrimination; Penalties in the Agreement); the Minimum Compensation Ordinance ( 43 of Requiring Minimum Compensation for Covered Employee in the Agreement); the Health Care Accountability Ordinance ( 44 Requiring Health Benefits for Covered Employees in the Agreement); the First Source Hiring Program ( 45 First Source Hiring Program in the Agreement); and applicable conflict of interest laws ( 23 Conflict of Interest in the Agreement), as set forth in paragraphs B, C, D, E and F below. B. Nondiscrimination in Contracts and Benefits The successful proposer will be required to agree to comply fully with and be bound by the provisions of Chapters 12B and 12C of the San Francisco Administrative Code. Generally, Chapter 12B prohibits the City and County of San Francisco from entering into contracts or leases with any entity that discriminates in the provision of benefits between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of employees. The Chapter 12C requires nondiscrimination in contracts in public accommodation. Additional information on Chapters 12B and 12C is available on the HRC s website at C. Minimum Compensation Ordinance (MCO) The successful proposer will be required to agree to comply fully with and be bound by the provisions of the Minimum Compensation Ordinance (MCO), as set forth in S.F. Administrative Code Chapter 12P. Generally, this Ordinance requires contractors to provide employees covered by the Ordinance who do work funded under the contract with hourly gross P-590 (11-07) 20 of 23 December 17, 2009