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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 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 books ordering for Fully Processed Library Books.
The contract shall be for a period of one (1) year, June 1, 2008 through May 31, 2009, with the option to renew annually for an additional two (2) years if the renewal is agreed to in writing by both parties.
ADDENDA TO RFP. SBISD reserves the right to revise and amend the specifications prior to the date set for the opening. Respondents are requested to clarify any ambiguity, conflict, discrepancy, omission or other error(s) in the RFP in writing and request modification or clarification desired. Revisions or amendments, if any, will be made by issuing an addendum. Every effort will be made to send addenda issued to the parties known to have been furnished a complete copy of the RFP. All questions must be received in writing by the Director of Purchasing via fax (713/365-5216) no later than noon on May 1, 2008. No addenda will be issued later than May 6, 2008, except an addendum withdrawing the proposal or postponing the opening of the proposal. It is the responsibility of each Proposer, prior to submitting the proposal, to contact the Purchasing Department to determine if addenda were issued and, if so, to obtain such addenda for attachment to the Proposal.
The District reserves the right to award to multiple vendors.
In order to receive any addenda or clarifications that may be issued for this proposal, all prospective proposers who download from our website are required to register. The link, “Click here for Electronic Registration”, is located at the following URL. Proposal number “8598P” must be entered in the form under “Proposal Number”:
http://www.springbranchisd.com/admin/purch/purchase/bid.htm
2.0.0 SPECIAL TERMS AND CONDITIONS
2.1.0 VENDOR REQUIREMENTS:
2.1.1 Background. The Spring Branch Independent School District 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 vendor’s 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 Catalog Service. Books and other publications shall be shipped "shelf ready". This includes cover protection, spine label, barcode, and an electronic record in full MARC 21 format (or the most current) 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 order 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 published list price at the time of order will be used to determine the discounted invoice price.
2.4.0 Contracts resulting from this proposal will not displace open market purchasing nor existing or future competitive bids and proposals for small or large categories of similar products.
2.5.0 The resulting contract(s) from this proposal are intended for use when it is not practical to take competitive proposals, quotations or bids on individual items due to the variety of items purchased.
2.6.0 The Offeror, by signing the RFP, shall certify that pricing offered to SBISD is the lowest pricing available to similar customers and shall remain so throughout the duration of the contract.
2.7.0 Option. The District reserves the option to purchase the following items outside the scope of this contract.
2.7.1 Individual orders of books with quantities of 5,000 or more.
2.7.2 "Opening-day Collection" plans, collections of books, and individual contracts requiring special book-related services.
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 meet SBISD data specifications, cataloging specifications, and processing specifications.
2) Ability to provide adequate service by a representative in Texas in case errors occur in cataloging, data, or processing.
3) Ability to deliver a high percentage of items ordered.
4) Ability to deliver books to the campuses in a timely manner.
5) Ability to sell items at a substantial discount.
6) Past history if vendor has done business with SBISD before.
7) Provides a large number of titles from which to choose or contain a very specific range of materials.
2.10.0 Contents of the Proposal. This Request for Proposal contains general terms and conditions, information, questionnaires, submittal and proposal forms. These specifications are not intended to be restrictive. Proposers shall present their most competitive programs and pricing, and may include alternative proposals. Explain, in detail, each nonconforming area and provide pertinent documentation that will define proposer's position. If programs include special advantages, explain each area, and identify them in the proposal.
2.11.0 Proposal Questionnaire. Questions in this package shall be completed and returned with the proposal. Proposers shall answer each question. Use additional pages if necessary, maintaining proper identification of items. It should be noted by the proposer that certain line item numbers in Section 6 are marked with an asterisk “*” , these items are of special concern to SBISD and carry additional importance during the project evaluation process.
2.12.0 Information on Your Organization. Submit general information about your organization. Comment in detail any potential changes anticipated in the organization structure or ownership. The District requires that if there are changes made in your organization which may affect the proposal submitted or the contract to be entered into with the District, it shall be incumbent upon the new organization to comply and meet with the terms of the proposal submitted and/or negotiated.
2.13.0 Confidential Information. The District is subject to the Open Records Act, therefore, to preserve any information as confidential, mark that particular information by stamping the page or sections as such, as the full proposal may not be handled as confidential. (See 1.20.0)
2.14.0 Reservation of Rights. The District reserves the right to accept or reject any or all proposals, accept renewal terms or waive any and all informalities not advantageous to the District. Recognizing important factors beyond cost/discounts/charges are to be taken into consideration, the District will not be bound to accept the lowest cost proposal.
2.15.0 Contact and Negotiations with Proposers. As a part of the evaluation process, the District reserves the right to contact any Company, in order to clarify, verify and/or request information with regard to any proposal content. A specific contact person, with telephone and fax numbers, shall be named on the signature sheet for the purposes outlined above. The District reserves the right to accept a proposal without any discussion or negotiation with Companies submitting proposals.
2.16.0 Firmness of Proposal. Proposals shall be firm and effective ninety (90) days after date of submission. Rejection or withdrawal after offer is accepted shall constitute a breach of contract.
2.17.0 Termination of Contract. The District reserves the right to terminate this agreement upon failure of Company to perform per terms of this proposal, failure to perform per negotiated terms and conditions, or failure to comply with usual and customary practices of the industry and upon breach of any laws, rules or regulations. The District reserves the right to terminate the contract at any time for cause. Sixty (60) days advance termination notice will be given in writing to the Company(ies). Company(ies) shall provide the District with ninety (90) days written notice to terminate the contract.
2.18.0 Addenda to Proposal. The District reserves the right to revise and amend the specifications prior to the date set for the opening. Proposers shall send their requests for additional information or clarification, in writing, to the Director of Purchasing via fax at (713) 365-5216. Revisions, additions, or amendments, if any, will be made by issuing an addendum. If addenda are issued, a good faith effort will be made to send the addenda issued to the parties who have been furnished a copy of the RFP. No addenda will be issued later than four (4) days prior to the date for receipt of proposals, except an addendum withdrawing the RFP or one which includes postponement of the date for the receipt of proposals. It is, therefore, the responsibility of each Company, prior to submitting the proposal, to contact the Purchasing Department to determine if addenda were issued and, if so, to obtain such addenda for attachment to the Proposal.
2.19.0 It is the intent of Spring Branch ISD to include contact information in the body of individual PO for improved vendor administration, i.e. the email address of the Librarian; however, this information shall not be used for advertisement mass mailings. Special discount information or sales information is welcome. Good customer service is a must
2.20.0 The District reserves the right to award to multiple vendors.
SPECIFICATIONS
8.1.0 SPECIFICATIONS FOR SUPPLYING LIBRARY BOOKS
8.1.1 The supplier shall send invoices and credit memoranda to the Spring Branch Independent School District, Accounts Payable, P.O. Box 19432, Houston, Texas 77224-9432.
8.1.2 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.
8.1.3 The supplier shall enclose a copy of the invoice and packing slip with each book delivery made to the individual campus.
8.1.4 Each purchase order number shall be invoiced separately.
8.1.5 The shipping label, all invoices and correspondence shall include the purchase order number and shipping addressed assigned by SBISD.
8.1.6 The supplier shall invoice all books alphabetically by title.
8.1.7 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.
8.1.8 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. If an alternative procedure that delivers high percentage of items requested in a timely manner is used, please explain the procedure.
8.1.9 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.
8.1.10 All materials must ship to the address specified on the Purchase Order.
8.1.11 Boxes will be numbered to indicate sequence (Box 1 of 4, 2 of 4, etc.).
8.1.12 DO NOT SUBSTITUTE TITLES, BINDING, OR FORMAT!
8.1.13 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”.
8.1.14 Vendors are responsible for orders that EXCEED the “DO NOT EXCEED AMOUNT”.
8.1.15 When hardback books are ordered, the supplier shall furnish books in the publisher’s best library binding when available from the publisher.
8.1.16 The supplier shall make an earnest effort to supply all books in an order, including imports.
8.1.17 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.
8.1.18 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.
8.1.19 The supplier shall pay all freight and/or shipping costs with inside delivery. The freight waybill shall indicate inside delivery, prepaid.
8.1.20 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.
8.1.21 Net amount to be expended for all educational levels for 2007-2008 is estimated to be $350,000.
8.1.22 Proposers who do not comply with the District specifications may not be awarded a contract as a result of this proposal.
8.1.23 The supplier shall provide an electronic ordering service, which will run on Windows personal computers. Order transmission shall be toll-free.
8.1.24 Electronic orders shall be placed by International Standard Book Number (ISBN) and/or title/author.
8.1.25 Apply these specifications to all Libraries in the SBISD School District.
8.1.26
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 (two)
ways:
1) Percentage off publisher’s recommended list price;
2) Percentage off of company’s standard catalog.
8.2.0 SPECIFICATIONS FOR CATALOGING
8.2.1 CLASSIFICATION:
8.2.1.1 For secondary school library books, the vendor shall supply Dewey Decimal Classification, Unabridged, Edition 22 (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” when going to secondary schools.
8.2.1.2 For elementary school library books, the vendor shall supply Dewey Decimal Classification, Unabridged, Edition 22 (or latest ed.), with the classification number cut off at the first mark or the second digit beyond the decimal whichever comes first.
8.2.2 NONFICTION
8.2.2.1 Cutter by the first three letters of the main entry in ALL CAPITALS.
Example:
398.21
RAD
8.2.2.2 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
8.2.2.3 Classify collected biography as 920 with the first three letters of the main entry ALL CAPITALS as the cutter.
Example:
920
SAM
8.2.2.4 For easy non-fiction, provide Dewey numbers when given in MARC records instead of E.
Example (Apples by Gail Gibbons):
643
GIB
8.2.2.5 Label reference materials R (prefix MARC subfield - 852k) above the classification number, volume number goes below the cutter (MARC suffix subfield – 852m)
Example:
R (852k)
428.2 (852h)
MAT (852i)
V.1 (852m)
8.2.2.6 Label professional materials P above the classification number. (prefix MARC subfield - 852k)
Example:
P (852k)
372.8
EAS
8.2.2.7 Spanish language materials: Provide SP prefix above the classification number (prefix MARC 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 (852k)
616.15
DOO
8.2.2.8 Audio Visual materials: Provide AV (prefix MARC subfield - 852k) prefixes as they are listed below:
BS – Book / Sound
ER – Electronic Resource
FC – Flash Card
GL – Globe
GM – Game
KI – Kits
MA – Maps
SR – Sound Recording
VR – Video Recording (includes DVD’s)
Example (video recording):
VR
FIC
BIS
8.2.3 FICTION
8.2.3.1 Fiction classification is FIC, the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
FIC
SMI
8.2.3.2 Easy fiction is E, the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
E
SMI
8.2.3.3 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
8.2.3.4 Paperbacks are PB, (prefix MARC subfield - 852k) the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
PB (852k)
FIC
MIC
8.2.3.5 Big Books are BB, (prefix MARC subfield - 852k) the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
BB (852k)
428.6
SAM
8.2.3.6 Spanish is SP (prefix MARC subfield - 852k) - before the Fiction designation the cutter is the first three letters of the main entry in ALL CAPITALS.
Example:
SP (852k)
FIC
GAR
8.3.0 SPECIFICATIONS FOR ELECTRONIC DATA
8.3.1 USMARC RECORDS
8.3.1.1 Our System interface is Gateway Software Corporation, Library Management System, Release 14.0 (or most recent)
8.3.1.2 Provide one record per title per order using MARC 21 (or most current) (not one record per copy or volume)
8.3.1.3 Records must be formatted to current MARC 21 (or most current) bibliographic standards
8.3.1.4 Supply MARC records by CD or e-mailing to SBISD Library Systems Administrator (contact office for specific contact information 713-365-5616). Web delivery accepted only after pre-approval from Library Information Services office. 3.5 inch disks are no longer an acceptable format for MARC records.
8.3.1.5 Label e-mail or CD with school name, date, purchase order number, and invoice number
8.3.1.6 Ship CD’s 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.
8.3.2 DATA ON ELECTRONIC RECORDS
8.3.2.1 Besides the basic MARC 21 (or most current) records please include these components if they are available -
8.3.2.2 Readability (521 tag)
8.3.2.3 List price (020 tag)
8.3.2.4 UPC code (024 tag)
8.3.2.5 Review Sources (510 tag)
8.3.2.6 AR and Lexiles information (526 tag)
8.3.2.7 as well as, all notes (5xx's) and bibliography, contents, and annotation and index, and any other added entries mandated by LC.
8.3.3 HOLDINGS
8.3.3.1 Place holdings information in an 852 tag
8.3.3.2 Provide multiple copy barcode numbers in separate 852 tags
8.3.3.3 Format holdings records according to current MARC 21 (or most current) holdings standards
8.3.4 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$m Multiple Volume Text (Call number suffix)
Building and Location Holdings code:
FACILITY NAME LOCATION HOLDING CODE
Bendwood Elementary School 101
Buffalo Creek Elementary School 126
Bunker Hill Elementary School 102
Cedar Brook Elementary School 124
Edgewood Elementary School 103
Frostwood Elementary School 104
Hollibrook Elementary School 105
Housman Elementary School 106
Hunters Creek Elementary School 107
Meadow Wood Elementary School 108
Memorial Drive Elementary School 109
Nottingham Elementary School 121
Pine Shadows Elementary School 110
Ridgecrest Elementary School 111
Building and Location Holdings code:
FACILITY NAME LOCATION HOLDING CODE
Rummel Creek Elementary School 112
Shadow Oaks Elementary School 113
Sherwood Elementary School 119
Spring Branch Elementary School 114
Spring Shadows Elementary School 120
Terrace Elementary School 122
Thornwood Elementary School 123
Treasure Forest Elementary School 125
Valley Oaks Elementary School 115
Westwood Elementary School 116
Wilchester Elementary School 118
Woodview Elementary School 117
Cornerstone Academy 048
Landrum Middle School 041
Memorial Middle School 042
Northbrook Middle School 047
Spring Branch Middle School 043
Spring Forest Middle School 045
Spring Oaks Middle School 046
Spring Woods Middle School 044
Memorial High School 001
Northbrook High School 005
Spring Woods High School 003
Stratford High School 006
Spring Branch Education Center (SBEC) 038
The Guthrie Center 007
Westchester Academy for International Studies 014
Bear Boulevard 131
Lion Lane 130
Tiger Trail 132
Panda Path 129
Wildcat Way 128
Early Childhood Collaborative 127
List of Item Fund Codes (852$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
8.3.5 SUBJECT HEADINGS
8.3.5.1 Use only Subject Headings: Library of Congress (LCSH), (latest ed.) in the 6xx field and
8.3.5.2 Use of the Subject Headings: Subject Headings for Children 2nd Ed. (or latest ed.) is acceptable.
8.3.5.3 SBISD would like to have both subject headings on our records, when they are different headings. If they are the same heading remove the duplicate.
8.3.5.4 Remove the words "Juvenile" from headings. Use no special identification for either juvenile fiction or juvenile nonfiction. If using Library of Congress Subject Headings and Subject Headings for Children, be sure to remove duplicate subject heading entries.
8.3.5.5 If MARC records are not available, vendor will provide original cataloging conforming to current AACR2r (or latest ed.) standards and holdings tag format.
8.4.0 SPECIFICATIONS FOR PROCESSING
8.4.1 Shelf list cards are not accepted.
8.4.2 Attach Mylar jackets to all hardcover books with dust covers.
8.4.3 Affix 2.5 mil thick label protectors over exposed spine labels and bar-code labels.
8.4.4 Provide one spine label per book. The bottom of the label should be attached 1.5 inches from the bottom edge of the spine.
8.4.5 Pockets are needed only if theft detection device requires it.
8.4.6 THEFT DETECTION DEVICES
8.4.6.1 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
13. SBEC Library 3M Tattle tape
8.5.0 SPECIFICATIONS FOR BARCODE LABELS
8.5.1 The barcode labels shall be no larger than 3 x 5/8 inches and shall display the following:
8.5.1.1 Line 1 - Title of book
8.5.1.2 Line 2 – Scanner readable Barcode
8.5.1.3 Line 3 - Eye-readable barcode number
8.5.1.4 Line 4 – SPRING BRANCH ISD
8.5.2 The barcode shall be placed in the upper left corner, aligned horizontally. Barcode must be lowered (keep it horizontal) if original placement covers portions of the book title.
8.5.3 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.
8.5.4 The ascending numerical order of barcodes shall be determined according to a range included on the P.O. for each school and purchase order.
8.5.5 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.
8.5.6 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.
8.5.7 Each librarian will provide Vendor with a barcode range for each order and will be included in the body of the individual SBISD Purchase Order. If for any reason that the barcode range is not included in the body of the PO, the Vendor shall contact the SBISD Purchasing Department at email: nguyenl@springbranchisd.com and request this information, which SBISD will supply, before the order is processed.
