Processed Books Specifications |
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SPRING BRANCH INDEPENDENT
SCHOOL DISTRICT
Duncan Klussman, Ed.D., Superintendent
PURCHASING DEPARTMENT
1031 Witte Road, Building E, Houston, Texas 77055-6016
Phone 713/365-5223 Fax 713/365-5214
ANNUAL CONTRACT FOR for
FULLY PROCESSED LIBRARY BOOKS
S C O P E OF P R O P O S A L
It is the intention of the Spring Branch Independent School District (SBISD) to establish contracts with commercially and technically qualified vendors that meet our processing and data specifications and offer good value for Fully Processed Library Books. SBISD personnel will do a preponderance of all book ordering for Fully Processed Library Books. Estimated annual expenditures for this purpose is approximately $350,000.00. This estimate, however, should not be construed to be a guarantee of either minimum or maximum quantities as purchases are dependent upon need and available funding.
The contract shall be for a period of one (1) year, July 1, 2003 through June 30, 2004, with the option to renew annually for an additional two (2) years if the renewal is agreed to in writing by both parties.
The District reserves the right to award to multiple vendors.
2.0.0 SPECIAL TERMS AND CONDITIONS
2.1.0 VENDOR REQUIREMENTS:
2.1.1 Background. SBISD is a moderately large sized district with a student enrollment of approximately 32,000. There are 25 elementary schools, 7 middle schools, 4 high schools, 4 special campuses, and 5 early learning centers covering approximately 44 square miles.
2.1.2 All Sections. This contract will be awarded to companies having the ability, experience, organization, technical qualifications, stock and facilities for handling this kind of contract in the volume and type of material specified, and who can provide standard services common to the wholesale book trade. The vendors inventory must include a substantial stock of publications likely to be purchased by public school districts, departments, institutions, etc.
2.1.3 Pre-Bound Paperbacks. The original publisher's binding is to be completely removed and replaced with a hardcover Class A buckram binding. No drilling or stapling will be permitted. All volumes are to be rounded and backed. A plastic covering may be requested too. Children's books of one-quarter inch or less in thickness must be side-sewed (Singer or equal). Stitching not in excess of 1/2 inch in length.
2.1.4 Catalogue Service. Books and other publications shall be shipped "shelf ready". This includes cover protection, spine label, barcode, and an electronic record in full USMARC 91 format for the database.
2.1.5 Electronic Ordering. If proposer has electronic ordering software or website available, please include any charges where indicated and a description of the service.
2.2.0 BOOKS. The CUMULATIVE BOOK INDEX and supplements, PUBLISHERS' TRADE LIST ANNUAL, BOOKS IN PRINT, PUBLISHERS' WEEKLY, and BOOK PUBLISHERS' RECORD, shall be the standard references for current listing and prices, subject to publisher's price changes reported in publisher's brochures, book-related industry periodicals, etc. SBISD reserves the right to consider any price increase announced through trade channels or reflected on the vendor's report or invoice, and to accept or reject such increases within 10 working days after receipt of said information.
2.3.0 INVOICES. The standard price list in effect at the time of the shipment will determine the invoice pricing. In the event of a change in the list price after an order is issued and before shipment is made, the list price at the time of shipment will be used to determine the discounted invoice price.
2.8.0
A delivery document shall be included with all items at time of delivery
to the SBISD using department. This document shall include the following
information:
a)
Author’s name
b)
Title
c)
Publisher/Producer
d)
List Price less applicable discount, net price and extension of each
title
e)
SBISD purchase order number
f)
SBISD using department and person placing order
g)
Delivery date
In case there is a question about the correctness of any discount, the vendor shall be required to verify the discount.
For billing purposes, invoices in duplicate shall be sent to SBISD Accounts Payable per the terms of the SBISD purchase orders.
2.9.0
Evaluation of this proposal will be performed by a committee consisting
of the Purchasing and Library Information Services Departments’ staff based on
the following criteria:
1)
Ability to deliver books to the campuses in a timely manner.
2)
Ability to meet SBISD cataloging specifications.
3)
Ability to meet SBISD processing specifications
4)
Ability to meet SBISD data specifications.
2.14.0 Reservation of Rights. SBISD reserves the right to accept or reject any or all proposals, accept renewal terms or waive any and all informalities not advantageous to SBISD. Recognizing important factors beyond cost/discounts/charges are to be taken into consideration, SBISD will not be bound to accept the lowest cost proposal.
6.0.0 SPECIFICATIONS
6.1.0 SPECIFICATIONS FOR SUPPLYING LIBRARY BOOKS
6.1.1 The supplier shall send invoices and credit memoranda to SBISD, Accounts Payable, P.O. Box 19432, Houston, Texas 77224-9432.
6.1.2 The supplier shall send the original and two (2) copies of invoices and any credit memoranda to SBISD Accounts Payable per the terms of the SBISD Purchase Order.
6.1.3 The supplier shall enclose a copy of the invoice and packing slip with each book delivery made to the individual campus.
6.1.4 Each purchase order number shall be invoiced separately.
6.1.5 The shipping label, all invoices and correspondence shall include the purchase order number assigned by SBISD.
6.1.6 The supplier shall invoice all books alphabetically by title.
6.1.7 The vendor’s invoice shall indicate the author’s name, title, publisher/producer, list price less applicable discount and net price and extension of each title.
6.1.8 An initial shipment shall be made from the books in stock following receipt of the order and all unfilled items canceled. OR An initial shipment shall be made from the books in stock following receipt of the order. The invoice for this shipment shall indicate the date when the next (the second and last) shipment will be made. Unfilled items such as non-stock, out-of-stock, or not-yet-published are to be promptly back-ordered from the respective publishers. These unfilled items may be accumulated over a period of 30 days following the date of original shipment, at which time a second shipment is to be made and all unfilled items canceled. The invoice covering this shipment shall report on items that are unavailable and indicate that the order has been completed.
6.1.9 The supplier shall give written notice to the ordering librarian if a balance of fifty dollars or more remains on the order after the second shipment so that a supplementary list of titles may be sent to fill it.
6.1.10 All materials must ship to the address specified on the Purchase Order.
6.1.11 Boxes will be numbered to indicate sequence (Box 1 of 4, 2 of 4, etc.).
6.1.12 DO NOT SUBSTITUTE TITLES, BINDING, OR FORMAT!
6.1.13 A “DO NOT EXCEED AMOUNT” is used on most library orders. Vendor shall contact ordering librarian for a supplemental list if the first list is short of the “DO NOT EXCEED AMOUNT”.
6.1.14 Vendors are responsible for orders that EXCEED the “DO NOT EXCEED AMOUNT”.
6.1.15 The supplier shall furnish books in the publisher’s best library binding when available from the publisher.
6.1.16 The supplier shall make an earnest effort to supply all books in an order, including imports.
6.1.17 The supplier shall give immediate written notice to the ordering librarian of any title on an order that must be secured directly from the publisher and therefore not available from supplier.
6.1.18 The supplier shall promptly adjust any error of quantity, quality, or price of books delivered on this contract and shall provide credit memoranda as specified in 6.1.2.
6.1.19 The supplier shall pay all freight and/or shipping costs with inside delivery. The freight waybill shall indicate inside delivery, prepaid.
6.1.20 The accepted proposal discounts shall be extended to all the District’s individual schools, PTAs, and/or activity fund orders placed with the supplier during the school year.
6.1.21 Net amount to be expended for all educational levels for 2003-2004 is estimated to be $350,000.
6.1.22 Proposers who do not comply with the District specifications may not be awarded a contract as a result of this proposal.
6.1.23 The supplier shall provide an electronic ordering service, which will run on Macintosh and Windows personal computers. Order transmission shall be toll-free.
6.1.24 Electronic orders shall be placed by International Standard Book Number (ISBN) and/or title/author.
6.1.25 The supplier shall send to the ordering librarian, within twenty-four (24) hours of receipt of an order, a confirmation print-out in alphabetical order by title indicating the titles to be shipped, back-ordered and canceled.
6.1.26 Apply these specifications to all Libraries in the SBISD School District.
6.1.27
Item 8.7.1 on the proposal form requires submitting your proposal for a
flat across-the-board discount on all of the following: trade editions,
publisher’s library bindings, technical, reference and/or professional books.
Bid discounts should be shown 2 ways:
1) Percentage off publishers recommended list price;
2) Percentage off of company’s standard catalog.
6.2.0 SPECIFICATIONS FOR CATALOGING
6.2.1 CLASSIFICATION:
6.2.1.1 For secondary school library books, the vendor shall supply Dewey Decimal Classification, Unabridged, Edition 21 (or latest ed.), with the classification number cut off at the second mark or the fourth digit beyond the decimal, whichever comes first. “Easy” books normally designated with an “E” for elementary schools will receive a “FIC” designation when going to secondary schools (added 11/5/03 for clarity).
6.2.1.2 For elementary school library books, the vendor shall supply Dewey Decimal Classification, Unabridged, Edition 21 (or latest ed.), with the classification number cut off at the first mark or the second digit beyond the decimal whichever comes first.
6.2.2 NONFICTION
6.2.2.1 Cutter by the first three letters of the main entry in ALL CAPITALS.
Example:
398.21
RAD
6.2.2.2 Classify individual biography as 92 with the first three letters of the Biographee’s last name in ALL CAPITALS as the cutter
Example (book about Roosevelt?):
92
ROO
6.2.2.3 Classify Collected biography as 920 with the first three letters of the main entry ALL CAPITALS as the cutter.
Example:
920
SAM
6.2.2.4 For easy non-fiction, provide Dewey numbers when given in MARC records instead of E.
Example (Apples by Gail Gibbons):
643
GIB
6.2.2.5 Label reference materials R (prefix subfield - 852k) above the classification number, volume number goes below the cutter (suffix subfield – 852m)
Example:
R (852k)
428.2 (852h)
MAT (852i)
V.1 (852m)
6.2.2.6 Label professional materials P above the classification number. (prefix subfield - 852k)
Example:
P
372.8
EAS
6.2.2.7 Spanish language materials: Provide SP prefix above the classification number (prefix subfield - 852k) (Do not catalog in origin of language (i.e., 468 for Spanish)) When a work is a translation from another language into Spanish, use Dewey of the original language with the SP prefix.
Example:
SP
616.15
DOO
6.2.2.8 Audio Visual materials: Provide AV (prefix subfield - 852k) prefixes as they are listed below:
BS
– Book / Sound
ER – Electronic File
DV - DVDs
FC – Flash Card
GL – Globe
GM – Game
KI – Kits
MA – Maps
SR – Sound Recording
VR – Video Recording
Example (video recording):
VR
FIC
BIS
6.2.3 FICTION
6.2.3.1 Fiction classification is FIC, the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
FIC
SMI
6.2.3.2 Easy fiction is E, the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
E
SMI
6.2.3.3 Story Collection (any book with three or more stories) is SC, the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
SC
JON
6.2.3.4 Paperbacks are PB, (prefix subfield - 852k) the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
PB
FIC
MIC
6.2.3.5 Big Books are BB, (prefix subfield - 852k) the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
BB
428.6
SAM
6.2.3.6 Spanish is SP (prefix subfield - 852k) - before the Fiction designation the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
SP
FIC
GAR
6.3.0 SPECIFICATIONS FOR ELECTRONIC DATA
6.3.1 USMARC RECORDS
6.3.1.1 Our System interface is Gateway Software Corporation, Library Management System, Release 11.00
6.3.1.2 Provide one record per title per order using USMARC91 (not one record per copy or volume)
6.5.1.3 Records must be formatted to current USMARC91 bibliographic standards
6.3.1.4 Supply MARC records on DOS compatible 3.5 disks, or the records maybe e-mailed. Web delivery accepted only after pre-approval from Library Information Services office.
6.3.1.5 Label disks with school name, date, purchase order number, and invoice number
6.3.1.6 Ship disks to the ship to address on the PO separately from order. The supplier shall send to the ordering Librarian, under separate cover at the time of each shipment, copies of the orders, in alphabetical order by title. The orders shall show school name and/or number, purchase order number, author, title, publisher, quantity, ISBN and list price.
6.3.2 DATA ON ELECTRONIC RECORDS
6.3.2.1 Besides the basic USMARC91 records please include these components if they are available -
6.3.2.2 Readability (521 tag)
6.3.2.3 List price (020 tag)
6.3.2.4 UPC code (024 tag)
6.3.2.5 Review Sources (510 tag)
6.3.2.6 AR information (526 tag)
6.3.2.7 as well as, all notes (5xx's) and bibliography, contents, and annotation and index, and any other added entries mandated by LC.
6.3.3 HOLDINGS
6.3.3.1 Place holdings information in an 852 tag
6.3.3.2 Provide multiple copy barcode numbers in separate 852 tags
6.3.3.3 Format holdings records according to current USMARC91 holdings standards
6.3.4 Local Holdings tags format specification
852$a Holding Building (three digit campus identifier supplied by SBISD [see list below])
852$b Holding Location (three digit campus identifier supplied by SBISD [see list below])
852$k Prefix (Call number prefix [see specifications above])
852$h Dewey (classification)
852$i Cutter (is the first three letters of the main entry in ALL CAPITALS)
852$9 Item Cost (Price)
852$p Item Barcode – See specifications below
852$e Vendor Code (supplied by SBISD upon request)
852$f Item Fund Code (supplied by Librarian on P.O. [options from list below])
852$m Multiple Volume Text (Call number suffix)
Building and Location Holdings code:
Bendwood Ele. 101
Buffalo Creek Ele. 126
Bunker Hill Ele. 102
Cedar Brook Ele. 124
Edgewood Ele. 103
Frostwood Ele. 104
Hollibrook Ele. 105
Housman Ele. 106
Hunters Creek Ele. 107
Meadow Wood Ele. 108
Memorial Drive Ele. 109
Nottingham Ele. 121
Pine Shadows Ele.110
Ridgecrest Ele. 111
Rummel Creek Ele. 112
Shadow Oaks Ele. 113
Sherwood Ele. 119
Spring Branch Ele. 114
Spring Shadows Ele. 120
Terrace Ele. 122
Thornwood Ele. 123
Treasure Forest Ele.125
Valley Oaks Ele. 115
Westwood Ele. 116
Wilchester Ele. 118
Woodview Ele. 117
Cornerstone Academy 048
Landrum MS 041
Memorial MS 042
Northbrook MS 047
Spring Branch MS 043
Spring Forest MS 045
Spring Oaks MS 046
Spring Woods MS 044
Memorial HS 001
Northbrook HS 005
Spring Woods HS 003
Stratford HS 006
SBEC 038
Career Center 007
Westchester Academy 014
Bear Boulevard 131
Lion Lane 130
Tiger Trail 132
Panda Path 129
Wildcat Way 128
List
of Item Fund Codes (852$f)
ACT
Activity fund (Library fines, etc...)
BFP
Book Fair profits
CH1
Chapter 1
CH2
Chapter 2
FIP
Faculty Improvement
GIF
Gift (sample, free)
GRA
Grant
PIE
Partners in Education
PTA
PTA funds
TI1
Title I
TI2
Title II
TI4
Title IV
11
Instructional Budget (also Dist. funds)
12
Technology (for technology only, normally use 22)
21
Instructional Administration
22
Library Budget (default)
23
School Administration
25
Curriculum Fund
26
Special Education
31
Guidance/Counseling
32
Bilingual
33
Health
36
Co-curricular
41
General Administration
52
Bond Fund
75
Computer Services
81
ESL
91
Supplies
ADD
Add on monies
6.0.0
SPECIFICATIONS, continued
6.3.0
SPECIFICATIONS FOR ELECTRONIC DATA
6.3.5
SUBJECT HEADINGS
6.3.5.1 650 _0 Subject Headings: Library of Congress (LCSH), (or latest ed.) and
6.3.5.2 650 1 Subject Headings: Subject Headings for Children 2nd Ed. (or latest ed.)
6.3.5.3 SBISD would like to have both subject headings on our records, when they are different headings. If they are the same heading, just leave one or the other.
6.3.5.4 Remove the words "Juvenile" from headings. Use no special identification for either juvenile fiction or juvenile nonfiction.
6.3.5.5 If MARC records are not available, vendor will provide original cataloging conforming to current AACR2r (or latest ed.) standards and holdings tag format.
6.4.0
SPECIFICATIONS FOR PROCESSING
6.4.1 Shelf list cards are not needed unless that is the only format vendor can provide cataloging.
6.4.2 Attach mylar jackets to all hardcover books with dust covers.
6.4.3 Affix 2.5 mil thick label protectors over exposed spine labels and bar-code labels.
6.4.4 Provide one spine label per book. The bottom of the label should be attached 1.5 inches from the bottom edge of the spine.
6.4.5
Pockets are needed only if theft detection device requires it.
6.4.6
THEFT DETECTION DEVICES
6.4.6.1 Provide and affix theft detection device for the following schools:
1. Northbrook Middle School 3M Tattle tape
2. Spring Woods Middle School 3M Tattle tape
3. Landrum Middle School 3M Tattle tape
4. Spring Oaks Middle School 3M Tattle tape
5. Memorial Middle School 3M Tattle tape
6. Spring Forest Middle School 3M Tattle tape
7. Spring Branch Middle School 3M Tattle tape
8. Spring Woods High School 3M Tattle tape
9. Stratford High School 3M Tattle tape
10. Northbrook High School 3M Tattle tape
11. Memorial High School 3M Tattle tape
12. Westchester Academy 3M Tattle tape
6.5.0 SPECIFICATIONS FOR BARCODE LABELS
6.5.1 The labels shall be no larger than 3 x 5/8 inches and shall display the following:
6.5.1.1 Line 1 - Title of book
6.5.1.2 Line 2 – Scanner readable Barcode
6.5.1.3 Line 3 - Eye-readable barcode number
6.5.1.4 Line 4 – SPRING BRANCH ISD
6.0.0
SPECIFICATIONS, continued
6.5.0 SPECIFICATIONS FOR BARCODE LABELS continued
6.5.2 Upper left corner, aligned horizontally. Barcode must be lowered (keep it horizontal) if original placement covers portions of the book title.
6.5.3 The barcode number symbology is 14 digit CODABAR barcode (with Mod 10 check digit), Material code = 3, Institutional code = 5954. It shall be 35954######### (14 digits), where the first five digits remain constant as shown, the next eight digits proceed in ascending numerical order, and the last digit is a Mod 10 check digit.
6.5.4 The ascending numerical order of barcodes shall be determined according to a range included on the P.O. for each school and purchase order.
6.5.5 The supplier shall monitor the barcoding so that no duplicate barcodes are generated
and agrees to re-barcode, at no cost to the District, any books that bear duplicate
barcodes.
6.5.6 The labels shall be attached to the upper left-hand corner of the book and shall be
protected by laminate or label protectors if there is no mylar jacket on the book.
6.5.7
Each librarian will provide Vendor with a barcode range for each order.
