Contract # : C17-0437 - MARCIVE, INC. - Execution Date: 7/1/2017\ .i r,.l
cr7-0437
07t0U2017
AGREEMENT FOR
LIBRARY AUTHORITY CONTROL SERVICES
City of Glendale Solicitation No. RFP 17-06
This Agteement for Authority Control Services ("Agreement") is effective and entered into bet'ween CITY OF
GLENDAIE, an Arizona-+Sllclpat cotggration ("City"), and MARCME, Inc., a Texas corpotation, (the
"Conftactor"), as of the I n day of J 4l/ ,2017
f
RECITALS
A. City intends to undertake a project for the benefit of the public and vdth public funds that is mote fully set
forth in Exhibit 4 pursuant to Solicitation No. RFP 17-06 (the "Project");
B. City desires to retain the services of Conftactor to perform those specific duties and produce the specific
work as set forth in the Project attached hereto;
C. City and Contractor desfue to memorialize their agreement with this document.
AGREEMENT
In consideration of the Recitals, which are confi.rmed as flue and correct and incorporated by this reference, the
mutual promises and covenants contained in this Agteement, and other good and valuable consideration, City and
Contractor agree as follows:
L Key Personnel; Sub-contractors.
7.1 Services. Contractor will provide dl services necessary to assrre the Project is completed ti-.ly
and efficiently consistent with Project requfuements, including, but not limited to, working in close
interaction and interfacing -ith City and its designated employees, and working closely v'ith others,
including other contractors or consultants, retained by City.
1,.2 Proiect Team.
a. Project Manager.
(1) Contractor will designate an employee as Project Managet with sufficient ttaining,
knowledge, and experience to, in the City's option, complete the Ptoject and
handle all aspects of the Project such that the work produced by Conffactor is
consistent with applicable standards as detailed in this Agreemenq
(2) The City must approve the designated Project Manager; and
(3) To assure the Project schedule is met, Project Manager may be required to devote
no less than a specific amount of time as set out in Exhibit A'
b. Project Team.
(1) The Project Manager and all other employees assigned to the project by
Contractot will comprise the "Project Team."
@ Project Manager will have responsibility for and will supervise all other employees
assigned to the Project by Contractor.
c. Discharge, Reassign, Replacement.
(1) Contractor acknowledges the Project Tearn is comprised of the same persons and
roles for each as may have been identified in the response to the Project's
solicitation.
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2.
@ Conttactor urill not discharge, reassign or replace or diminish the responsibilities
of any of the employees assigned to the Project who have been approved by City
without City's prior written consent unless that person leaves the employment of
Contractor, in which event the substitute must fust be approved in writing by City.
(3) Contractor will change any of the members of the Project Team at the City's
request if an employee's performance does not equal or exceed the level of
competence that the City may reasonably expect of a petson performing those
duties or if the acts or omissions of that persofl are detrimental to the
development of the Project.
d. Sub-conftactors.
(1) Contractor may engage specific technical conftactor (each a "Sub-contractorrr) to
fumish certain senrice functions.
@ Contractor will remain frrlly responsible for Sub-contractor's senrices.
(3) Sub-conftactors must be approved by the City, unless the Sub-contractor was
previously mentioned in the response to the solicitation.
(4) Contractor shall cetti$r by letter that contracts with Sub-contractors have been
executed incorporating requirements and standatds as set forth in this Agteement.
Schedule. The senrices will be undertaken in a manner that ensutes the Project is completed timely and
efficiently in accordance with the Project.
Contractot's Work.
3.1 Standatd. Contractor must perfom serwices in accordance with the standatds of due diligence,
care, and quality prevailing among contractors having substantial expedence with the successfirl
fumishing of services for projects that are equivalent in size, scope, quality, and other criteria under
the Project and identified in this Agreement,
3.2 Licensins. Conftactot wartants that:
L. Contractor and Sub-contractors will hold all appropriate and required licenses, tegistrations
and other approvals necessary for the lawfirl furnishing of senrices ("Approvals"); and
b. Neithet Contractor nor any Sub-contractor has been debarred or otherwise l.gufly
excluded from contracting with any federaf state, or locd governmental entity
("Debarment").
(1) City is under no obligation to ascertain ot confitm the existence ot issuance of any
Approvals or Debarments ot to examine Contractot's contracting ability.
(2) Contractor must noti$r City immedi^tely if any Approvals or Debatment changes
during the Agreement's duration and the failue of the Contractor to noti$r City as
required will constitute a material default under the Agreement.
3.3 Compliance. Sernices will be fumished in compliance with applicable federal, state, county and
local statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards
and cdteria designated by City.
Contractor must not discriminate against any employee or applicant for emplo;rment on the basis
of race, color, religion, sex, national origin, age, marital status, sexual odentation, gender identity or
expression, genetic characteristics, familial status, U.S. military veteran status or any disability.
Contractor will require any Sub-contractor to be bound to the same requirements as stated rvithin
this section. Contractor, and on behalf of any subcontractors, vatrants compliance with this
section.
3.
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4.
3.4 Coordination: Interaction.
a. For ptojects that the City believes requires the coordination of vatious professional
senrices, Contractor will work in close consultation with City to proactively interact with
any other professionals retained by City on the Project ("Coordinating Project
Professionals").
b. Subject to any limitations expressly stated in the Project Budget, Contractor will meet to
review the Project, Schedule, Project Budget, and in-progtess wotk with Coordinating
Ptoject Professionals and City as often and for dwations as Ciry reasonably considers
necessary in ordet to ensure the timely work delivery and Project completion.
c. For projects not involving Coordinating Project Professionals, Contractor will proactively
interact with any other contractors when directed by City to obtain or disseminate timely
information for the proper execution of the Project.
3.5 !7ork Product.
a. Ownership. Upon receipt of payment for sewices fumished, Contractot grants to Ciry
and will cause its Sub-conftactors to grant to the City, the exclusive ownership of and all
copyrights, if any, to evaluations, reports, drawings, specifications, project manuals,
srrveys, estimates, reviews, minutes, all "architectural work" as defined in the United States
Copyright Act, 77 U.S.C $ 107, et teq., znd other intellectual work product as may be
applicable ("$7ork Product").
(1) This gtant is effective whether the Work Product is on paper (..g., u "hard copy"),
in electronic format, or in some other form.
A) Contractot walrants, and agrees to indemnift, hold harrnless and defend City for,
ftom and against any claim that any Work Product infringes on third-party
proprietary interests.
b. Delivery. Contractor vrill deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.
c. City Use.
(1) City may reuse the STork Product at its sole discretion.
A) In the event the !7ork Product is used for another project urithout further
consultations with Contractor, the City agrees to indemni{' and hold Conftactot
harrnless ftom any claim arising out of the Work Product.
(3) In such case, City shall also remove any seal and tide block from the Work
Product.
Compensation for the Proiect.
4.1 Compensation. Contractor's compensation fot the Projecq including those fumished by its Sub-
contractors, will not exceed $35,000 for the entire term (the initial term and all tenewal terms), as
specifically detailed in Exhibit B (the "Compensation").
4.2 Change in Scope of Proiect. The Compensation may be equitably adjusted if the originally
contemplated scope of services as outlined in the Project is significandy modified.
^. Adjustments to the Compensation require a written amendment to this Agteement and
may require City Council approval.
b. Additional services which are outside the scope of the Project contained in this Agteement
may not be performed by the Contractor without prior written authodzation from the City.
c. No*ithstanding the incorporation of the Exhibits to this Agteement by reference, should
any conflict adse between the provisions of this Agreement and the provisions found in
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the Exhibits and accompan)rrng attachments, the provisions of this Agreement shall take
priodty and govem the conduct of the parties.
5. Billings and Payment.
5.1 Apolications.
a. Contractor will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Pa)'ment Application as stated
below.
b. The period covered by each Payment Application will be one calendar month ending on
the last day of the month or as specified in the solicitation.
5.2 Payment.
a. After a frrll and complete Payrnent Application is received City will process and temit
payment within 30 days.
b. Payment may be subject to or conditioned upon City's receipt of:
(1) Completed work generated by Contractor and its Sub-contractors; and
A) Unconditional waivers and releases on final payment from Sub-contractors as City
may reasonably request to assure the Project will be ftee of claims arising ftom
required performances under this Agreement.
5.3 Review and Withholding. City's Project Manager *ill ti-.ly review and certi$' Payment
Applications.
a. If the Payment Application is rejected, the Project Manager will issue a written listing of
the items not approved for payrnent.
b. City may withhold an amount sufficient to p^y expenses that City reasonably expects to
incur in conecting the deficiency or deficiencies tejected for payment.
Termination.
6.1 For Convenience. City may terminate this Agreement for convenience, without cause, by
delivering a wdtten termination notice stating the effective termination date, which may not be less
than 30 days following the date of delivery.
^. Contractor will be equitably compensated for Goods or Services firmished prior to receipt
of the termination notice and for reasonable costs incurred.
b. Contractor will also be similarly compensated for any approved effort expended and
approved costs incuffed that are directly associated with ptoject closeout and delivery of
the requfued items to the City.
6.2 Fot Cause. Ciq may terminate this Agreement for cause if Contractor fails to cure any breach of
this Agteement withifl seven days after receipt of written notice speci$ring the breach.
a. Contractor will not be entided to further payment until after City has determined its
damages. If City's damages resulting ftom the breach, as determined by City, ate less than
the equitable amount due but not paid Contractor for Service and Repair furnished" City
will pay the amount due to Contractor, less City's damages, in accordance rpith the
provision of $ 5.
b. If City's direct damages exceed amounts otherwise due to Contractot, Contractor must pay
the difference to City immediately upon demand; howwer, Contractor will not be subject
to consequential damages of more than $1,000,000 or the amount of this Agteement,
whichever is greater.
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6.
8.
7. Conflict. Contractor acknowledges this Agreement is subject to A.R.S. $ 38-511, which allows for
cancellation of this Agreement in the event any person who is significandy involved in initiating
negotiating, securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or
consultant of any other party to this Agreement.
Insurance.
8.1 Requirements. Conttactor must obtain
Insurancett):
and maintain the following insurance ("Required
a. Contractot and Sub-contractors. Contractor, and each Sub-contractor pedorrning work or
ptoviding materials related to this Agreement must procure and maintain the insurance
coverages described below (collectively refered to herein as the rrContractor's Policies"),
until each Party's obligations under this Agreement are completed.
b. General Liability.
(1) Contractor must at all times relevant hereto carrty a commercial general liability
policy #m a combined single limit of at least $1,000,000 per occurence and
$2,000,000 annual aggregate for each property damage and contractual property
damage.
@ Sub-contactors must at all times relevant hereto carry ^ general commefcial liability
policy with a combined single limit of at least $1,000,000 per occrrrence.
(3) This commercial genetal liability insurance must include independent conttactorsr
liability, contractual liability, broad form properry coverage, XCU hazatds if
requested by the City, and a sepatation of insurance provision.
(4) These limits may be met through a combination of pdmary and excess liability
covefage,
c. Workets' Compensation and Employer's Liability. A workers' compensation and
employer's liability policy providing at least ttre minimum benefits tequited by Arizona law
d. Notice of Changes. Conftactor's Policies must provide fot not less than 30 days' advance
written notice to City Representative of:
(1) Cancellation or termination of ConEactor or Sub-confJactoris Policies;
Q) Reduction of the coverage lirnits of any of Contractor or and Sub-contractor's
Policies; and
(3) Any other material modifi.cation of Contractor or Sub-contractor's Policies telated
to this Agreement.
e. Certificates offnsutance.
(1) $Tithin 10 business days after the execution of the Agteement, Contractor must
deliver to City Representative certificates of insutance for each of Contractor and
Sub-contractor's Policies, which will confirm the existence or issuance of
Contractor and Sub-contractor's Policies in accordance with the provisions of this
section, and copies of the endorsements of Contractor and Sub-contractot's
Policies in accordance vdth the provisions of this section.
@ City is and will be under no obligation either to ascertain or confirm the existence
or issuance of Contractor and Sub-contractorrs Policies, or to examine Conffactot
and Sub-contractor's Policies, or to inform Contractor or Sub-contractot in the
event that any coverage does not comply with the requfuements of this section.
(3) Contractor's failure to secure and maintain Conttactot Policies and to assute Sub-
contractof policies as requfued vrill constitute a mateial default under tl-re
Agreement.
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8.2
f. Other Contractofs of Vendors.
(1) Other contractors or vendors that may be conftacted with in connection with the
Project must procure and maintain insuance coverage as is appropriate to their
paticular contract.
@ This insurance coverage must comply with the requirements set forth above for
Contractor's Policies (e.g., the requirements pertaining to endotsements to name
the patties as additional inswed parties and certificates of insurance).
g. Policies. Except with respect to workers' compensation and employer's liability coverages,
City must be named and propedy endorsed as additional insueds on all liability policies
required by this section.
(1) The coverage extended to additional insureds must be primaf1' and must not
contribute with any insurance or self insurance policies or programs maintained by
the additional insureds.
Q) All inswance policies obtained pursuant to this section must be with companies
legally authorized to do business in the State of Arizona and reasonably acceptable
to all parties.
Sub-contractors.
a. Contractor must also cause its Sub-contractors to obtain and maintain the Required
Insurance.
b. City may consider waiving these insurance requirements for a specific Sub-conftactor if
City is satisfred the amounts requfued are not commercially available to the Sub-contractor
and the insurance the Sub-contractor does have is appropriate for the Sub-conftactor's
wotk under this Agreement.
c. Contractor and Sub-contractors must provide to the City proof of the Required Insurance
whenever requested.
Indemnification.
^. To the fullest extent permitted by law, Contractor must defend, indemni$r, and hold
harmless City and its elected officials, officers, employees and agents (each, an
"Indemnified Party," collectively, the "Indemnified Parties"), for, ftorn, and against any and
all claims, demands, actions, damages, judgments, settlements, personal injury (induding
sickness, disease, death, and bodily harm), property damage (induding loss of use),
infringement, govemmental action and all other losses and expenses, including attorneysl
fees and litigation expenses (each, a "Demand or Expense"; collectively, "Demands ot
Expenses") asserted by a third-p"rty (ie. a person or entity other than City or Contractor)
and that arises out of or results from the breach of this Agteement by the Contractor or
the Conuactor's negligent acdons, errors or omissions (including any Sub-contractor or
other person or Frm employed by Contractor), whethet sustained before ot after
completion of the Project.
b. This indemnity and hold harmless provision applies even if a Demand or Expense is in
part due to the Indemnified Paty's negligence or breach of a responsibility under this
Agreement, but in that event, Contractot shall be liable only to the extent the Demand or
Expense results from the negligence or breach of a responsibility of Contractor ot of any
person or entity fot whom Contractor is responsible.
c. Contractor is not required to indemni} uny Indemnified Parties for, ftom, or against any
Demand or Expense resulting ftom the Indemnified Party's sole negligence or othet fault
solelv attdbutable to the Indemnified Parw.
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9. E-veri$, Records and Audits. To the extent applicable under A.R.S. $ 41-4401, the Contractor waffant
their compliance and that of its subconttactors with all federal immigration laws and regulations that telate
to their employees and compliance rvith the E-veri$z requirements under A.R.S. $ 23-21a(A). The
Contractor or subcontractor's bteach of this wmrzLnq shall be deemed a matetial breach of the Agreement
and may tesult in the termination of the Agreement by the City under the terms of this Agteement. The City
retains the legal right to randomly inspect the papers and records of the other party to ensure that the other
party is complying vdth the above-mentioned warranty. Th. Conftactor and subconffactor waffafit to keep
theit respective papers and tecotds open for random inspection during normal business hours by the other
party. The parties shall cooperate with the City's random inspections, including granting the inspectingparty
entry rights onto their respective properties to perform the random inspections and waiving their tespective
rights to keep such papers and records confidential.
10. No Boycott of Israel. The Parties agree that they are not currendy engged in, and agree that for the
dumtion of the Agreement they will not engage in, a boycott of Israel as that term is defined in A.RS. S35-
393.
ll. Attestation of PCI Compliance. When applicable, the Contractor will provide the City annually with a
Payment Card Industry Data Secudty Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Contractor with oversight responsibility.
t2. Notices.
1,2.1 A notice, request or other communication that is requited or permitted under this Agteement (each
a "Notice") will be effective onlv if:
a. The Notice is in vniting; and
b. Delivered in person or by overnight courier sewice (delivery charges prepaid), certified ot
registered mail (retum receipt requested); and
c. Notice viill be deemed to have been delivered to the person to whom it is addtessed as of
the date of teceipt, if:
(1) Received on a business day, or before 5:00 p.m., at the address fot Notices
identified for the Party in this Agreement by U.S. Mail, hand delivery ot overnight
courier service on or before 5:00 p.m.; ot
A) As of the next business day after receipt, if received aftet 5:00 p.m.
d. The burden of proof of the place and time of delivery is upon the Paty gt"i"g the Notice;
and
e. DigitalDed signatures and copies of signatures will have the same effect as onginal
signatures.
12.2 Reoresentatives.
a. Conftactor. Conftactorrs representative (the "Contractot's Representative") authorized to
act on Conffactor's behalf with respect to the Project, and his or her address for Nodce
delivery is:
MARCIVE,Inc.
c/o Scott Fleming, Chief Executive Officer
PO Box 47508
San Antonio, T exas 7 8265
(800) s31-7678
tnfo@marcive.com
b. City. City's tepresentative ("City's Representative") authodzed to act on City's behalf, and
his ot her address for Notice deliverv is:
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L3.
t4.
City of Glendale
c/o Mke Beck, Chief Librarian
5959 West Brovrn Street
Glendale, Anzona 85302
623-930-3546
With required copy to:
City Manager
City of Glendale
5850 West Glendale Avenue
Glendale, Arizona 85301
c. Concutrent Notices.
City Attorney
City of Glendale
5850 West Glendale Avenue
Glendale, Anzona 85307
(1) All notices to City's representative must be given concurrendy to City Manager
and CityAttomey.
@ A notice will not be deemed to have been received by City's representative until
the time that it has also been teceived by City Manager and City Attorney.
(3) City may appoint one or more designees fot the purpose of receiving notice by
delivery of a written notice to Contractor identifying the designee(s) and theit
respective addresses for notices.
d. Changes. Contractof or City may change its representative or information on Notice, by
ging Notice of the change in accordance with this section at least ten days priot to the
change.
Financing Assignment. City may assign this Agreement to any City-afflJtated entity, including a non-
profit corporation or other entity whose primary pulpose is to own or manage the Project.
Entire Agteement; Survival; Counte{parts; Signatutes.
14.1, Integration. This Agreement contains, except as stated below, the entire agreement bet'ween City
and Contractor and supersedes all prior conversadons and negotiations between the parties
regarding the Project or this Agteement.
a. Neither Party has made any tepresentations, watrandes or agreements as to any matters
conceming the Agteementrs subject mattef.
b. Representations, statements, conditions, or \rrarranties not contained in this Agteement will
not be binding on the parties.
c. The solicitation, any addendums and the response submitted by the Contractor are
incorporated into this Agreement as if attached hereto. Any Contractor resPonse modifies
the original solicitation as stated. Inconsistencies between the solicitation, mY addendums
and the response or ^ny excerpts attached as Exhibit A and this Agreement will be
resolved by the terms and conditions stated in this Agreement.
1,4.2 Interoretation.
a. The parties fairly negotiated the Agreement's provisions to the extent they believed
necessary and with the legal tepresentation they deemed apptopdate'
b. The parties are of equal bargaining posidon and this Agreement must be construed equally
betrvien the parties withoui consideration of which of the parties may have drafted this
Agreement.
c. The Agreement urill be interpreted in accotdance with the laws of the State of Anzona.
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14.3 Survival. Except as specifically provided otherwise in this Agreement, each warranty,
representation, indemnification and hold harrnless provision, insurance requirement, and every
other right, remedy and responsibility of a Patty, will survive completion of the Projecq or the
eadiet termination of this Agreement.
14.4 Amendment. No amendment to this Ageement will be binding unless in *iti"g and executed by
the parties. Any amendment may be subject to City Council apptoval. Electronic signature blocks
do not constitute execution.
1,4.5 Remedies. All rights and remedies provided in dris Agreement are cumulative and the exercise of
any one or more right or remedy will not affect any other rights or remedies undet this Agreement
or applicable law.
14.6 Severability. If any provision of this Agreement is voided or found unenforceable, that
determination will not affect the validity of the other provisions, and the voided or unenforceable
provision will be deemed teformed to conform to applicable law.
1.4.7 Counterparts. This Agteement may be executed in counterparts, and all counterparts will togethet
comprise one instrument.
15. Tetm. The terrn of this Agreement cotnmences upon the effective date and continues fot a two Q)-year
initial period. The City may, at its option and with the approval of the Contractor, extend the term of this
Agteement for t}ree additional one-yeaf renewal terms, renewable on an annual basis. Contractor will be
notified in writing by the City of its intent to extend the Agreement period at least thirty (30) calendat days
prior to the expiration of the original or afly renewal Agreement period. Price adjustments will only be
considered during the Agreement renewal period and any such price adjustrnent may be a determining
factot for any renewal. There are no automatic renewals of this Agteement.
16. Dispute Resolution. Any controversy or claim arising out of ot relating to this contract, or the breach
thereod shall be settled by arbitration administered according to the American Arbitration Association's
Commercial Arbitmtion Rules, and judgment on the award rendered by the arbitrator may be entered tn any
cout having jurisdiction thereof.
n. Exhibits. The following exhibits, with reference to the term in which they are first referenced are
incorporated by this reference.
Exhibit A Project
Exhibit B Comoensation
(Signatures appear on the following page.)
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The patties enter into this Agreement as of the effective date shown above.
City of Glendale,
an Arizona municipal corporation
7n-
By: Kevin R. Phelps
Its: City Manager
ATTEST:
(sEAL)
APPROVED AS TO FORM:
Joti.
MARCfVE,Inc.,
By: Scott Fleming
Its: Chief Execudve Officet
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EXHIBIT A
AGREEMENT FOR LIBRARY AUTHORITY CONTROL SERVICES
RFP 17-06
PROJECT
1. Contractot shall provide authority file services on bibliographic records for all formats and related services
as stated in Secdon 1.4 Scope of Wotk and consistent with contractorrs response to the RFP. RFP 17-06 and
Conftactorrs response are attached and considered as part of this Agreement.
1.1. Contractor urill provide authodty file services
1.7.1. The Contractor shall provide authodty file sewices on bibliogtaphic recotds fot all fotmats of print,
media and eSouce materials for use in a public library setting. This includes, but is not limited to, books fot adults,
teens and childten in all formats, genres and languages, adult and youth reference materials, continuations, serial
publications, encyclopedias, all forms of media and eSources.
1,.2. Contractor shall provide cataloging seffices
7.2.7. Contractor can intetface with the library's Polaris I)blrty System using FTP and/or EDIFACT to
receive and transmit bibtographic records.
1.2.2. The Contractor agrees to use Library of Congress subject headings and gerue headings (both
GSAFD and LCGFT headings) where specified.
7.2.3. Contractor shall provide two reports for fiee in addition to the statistical report. Additional reports
will be available at an added cost to the library.
7.2.4. Contractor will add uniform resource identifiers to Library of Congress authodty headings.
2. Contractor shall comply with acquisitions specifications.
2.'l'. Conttactor will provide order conftmations via email. Invoices with putchase order numbets will be
mailed outvia US mail.
2.2. If Contractor does not process the data per the library's specifications listed on the profile, a credit vzill be
issued in the form of reprocessing to the corrected form.
2.3. Any defective output media can be returned to Contractor within 30 days for regeneration at no extra cost
to the library.
3. Contractor shall provide support services as needed.
3.1. Technical support avaslable M-F 8:00 a.m. to 5:00 p.m. CST free of charge.
3.2. Contnctor provides problem resolution with a guaranteed response ume of 24 houts for all phone calls or
correspondence.
3.3. Sales staff will meet urith key Ubrary personnel via teleconference or webinar as necessary.
EXHIBIT B
AGREEMENT FOR LIBRARY AUTHORITY CONTROL SERVICES
RFP 17-06
COMPENSATION
METHOD AI{D AMOUNT OF COMPENSATION
City will pay per invoice upon receipt of services from Contractor in accordance with Section 5. Billings and
Payment of this Agreement.
NOT-TO.EXCEED AMOUNT
The total amount of compensation paid to Contractor for frrll completion of all work required by the Project duting
the entfue term of the Project must not exceed $35,000 fot the entire term of the Agreement, which includes the
initid term and any and all renewal terms.
DETAILED PROJECT COMPENSATION
1.0 AUTHORITY FILE SERVICES
l.t Editing/upgrading of existing records $ 9,131.30 ($.026 per bib record; one-time fee)
1.2 Comprehensive Authodty Notification $ 2,350.00 (Semi-annual notification; annual fee)
7.3 Ovemight Authority Processing
7.4 Reading Notes Profi.le
$ 1,800.00 ($.06 per bib record; annual fee)
$ 26.00 (One-time fee)
1.5 Authority Processing Ovemight Setup Fee $ 90.00 (One-time fee)
CITY OF GLENDALE
PROCUREMENT DEPARTMENT
REQUEST FORPROPOSAL
SOLICITATION NUMBER: RFP 17-06
DESCRIPTION: LIBRARY PRINT MATERIALS AND AUTIIORITY
CONTROL
PIIBLISHED DATE: NOVEMBERI7,20L6
OFFER DUE DATE AND TIME: JAI\ruARY 1T, 2OI7,2zOO PM Local Time
City of Glendale
SUBMITTAL LOCATION: Procurement
5850 West Glendale Avenue, Suite 317
Glendale, Arizona 85301
Proposals must be in the actual possession of Procurement on or prior to the time and date, and at the
location indicated. Procurement is located on the third (3$ floor of the Glendale Mu-ricipal Office Complex
(City Hall) in the Engineering Department. Proposals are accepted from the hours of 8:00 a.m. and 5:00
p.m., Monday through Friday, unless otherwise indicated for a holiday. All proposals will be received and
time/date stamped at the Engineering Department's window. Late proposals will not be considered.
The city of Glendale is closed the following da),s in honor of:
Thanksgiving, November 24 and 25, 2Al 6.
Clrristmas, December 26, 201 6.
New Year's, January 2,2A17 .
Proposals must be submitted in a sealed envelope with the Solicitation Name and Number and the Offeror's
name and address clearly indicated on the envelope. See Paragraph 2.3 for additional instructions for
preparing an offer.
Proposals shall be opened publicly at the time, place and location designated on this page. Only the name
of each Offeror shall be publicly read and recorded. All other information contained in the proposals shall
be confidential so as to avoid disclosure of contents prejudicial to competing Offerors.
OF'FERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE
SOLICITATION.
For questions regarding this solicitation contact:
Crista Clevenger, Contract Analyst
Purchasing - Procurement Department
623-930-286s
CClevenger@Glendaleaz.com
'fiI'
GLENTDI|E
'fir'
cLEND4/"E
r'-
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AI\D AUTHORITY CONTROL
ctl'l,(}F cLElit),.u.[]
P rncu lenrent llcpa rtnrelll
585(! \\'esr Glentlale
Avcnur.SuilcJlT
Gltnd*le. .lrizoua fl5J(i I
SECTION
r.0
2.0
3.0
4.0
5.0
6.0
A
B
NOTICE OF REQUEST FOR PROPOSALS
TABLE OF CONTENTS
SPECIFICATIONS
SPECIAL INSTRUCTIONS
SPECIAL TERMS AI\D CONDITIONS
OFFER SHEET
PRICE SHEET
QUESTIONNAIRE
APPENDIX A - TYPE & QUANTITY OF MATERIAL
APPENDIX B - CATALOGING PROCEDURE MANUAL
ATTACHMENT A_ SAMPLE AGREEMENT
PAGES
1
2
3
l5
2l
27
28
33
49
50
60
'iiI.
GLEI{Q4}E
l-
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
Cfl'l' {)F C t,Il;\- l)AI It
Ilrocu rc' urcnt llepa nnrr'nl
5850 \\'cst Glendale
Avenuc. Suite 3l7
G lcndale, Arizorln 115301
1.0
1.1
SPECIFICATIONS
INTRODUCTION
1.1.1 The city of Glendale (City), Glendale Public Library, invites sealed proposals for the
purchase and delivery of library materials and authority control for the fiscal year
201712018. Intemet products, audiovisual media and periodicals such as magazines
and journals are NOT part of this solicitation.
The library may establish agreements with multiple Offerors for the purchase and/or
leasing or renting of all formats of print library materials for use in a public library
setting, including cataloging and physical processing, and delivery of the materials,
on an '6as required" basis. As well as selecting a vendor for Authority Control.
1.1.2 The combined factors of price, electronic capabilities, experience, inventory volume,
turnaround time, cataloging and collection development services capabilities, and the
overall response to the Request for Proposal will be evaluated in awarding the
contract(s). The City reserves the right to utilize any publisher, dealer, or distributor
who is found to be most advantageous to the City in obtaining materials. Awards
shall be made to Offerors who best meet the specifications stated herein.
CURRENT GLENDALE PUBLIC LIBRARY EI\TVIRONMENT
1.2.1 The city of Glendale (City) is located in Maricopa County, an area that has
experienced consistent, rapid growth since the 1940s. Maricopa County is currently
one of the fastest growing counties in the United States. Situated in the gteater
Phoenix metropolitan area, Glendale's population, currently estimated at240,126,is
the sixth largest city in Arizona.
1.2.2 The Glendale Public Library System consists of two branch libraries and the Main
Library, which also houses the technical services operations and the administrative
offrces. Glendale Public Library has an annual circulation of approximately 1.5
million, approximately 135,000 registered borrowers, an additional 10,000 Internet
users, 14,000 Esource users, a combined collection of 550,000 items, 345,000
bibliographic records, and an overall materials budget of approximately $790,000.
This information is not to be construed as requiring the City to purchase this amount
of library materials annually. It is an estimate to aid the Offeror in the preparation
of this proposal and intemal planning. Visit
http://www.glendaleaz.com/Library/index.cfm for more information on the libraries
and library programs.
1,2.3 Glendale Public Library utilizes the Polaris Integrated Library System, composed of
the public access catalog, circulation, acquisitions, serials, and cataloging modules.
The acquisition processes must integtate fully into Polaris Release 5.1 and all
subsequent releases. The Library currently has approximately 160 public computers.
1.2
'fif'
GLEND#,E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
C l1'\' Oli O l,lrl\llA l,lr
P ro*u rr'rncrtf llcpa rt nrr"nt
585(| \\'est (ilend*le
Avcnue, Suit.c 3l7
(i lendale.,l riz-on:r S5llll
Internet access to the Library's website provides access to the online catalog,34
databases, and multiple websites. http ://www. gl endaleaz.com/Library/
1.3 FI]TURE GLEI\DALE PUBLIC LIBRARY ENVIRONMENT
1.3.1 Within five years the Library system may expand to include a total of three branches
in addition to the Main Library. These facilities may range in size from 7,500 sq. ft.
to 65,000 sq. ft. The Library's holdings are expected to increase to over 650,000
physical items, and borrowers to over 150,000.
1.3.2 Offerors with such capability should include opening day collection information in
their documentation, as this contract may be used for the building of one (l) opening
day collection for a new branch of approximately 7,500 sq. ft.
1.3.3 The City will host the 2016 Fiesta Bowl and in20I7 the City will also host the NCAA
Final Four. The City also hosts the ArizonaCardinals and Arizona Coyotes. Hotels,
restaurants, entertainment, offices and residences will be completed in the next
several years in this area of Glendale. Recently finished freeways bring residents
from other cities in Maricopa County to enjoy sports and entertainment venues.
Increased tax revenue will be a result of the continued residential srowth and
business expansion.
I.4 SCOPE OF WORK
1.4.1 The Offeror shall provide Authority Control management and/or deliver all formats
of print materials for use in a public library setting. This includes, but is not limited
to, books for adults, teens and children in all binding formats, best-selling titles,
fiction and non-fiction titles covering all subjects and genres, large print materials,
leased materials for adults and teens, adult and youth foreign language materials,
youth picture and board books, beginning readers and chapter books, books with
media, graphic novels for adults, youth and teens, pop-up and novelty books, movie
and TV tie-in titles, adult and youth reference materials, continuations and serial
publ ications (excludin g magazines and j ournals), and encyclopedias.
1.4.2 Offeror shall make available selection lists and online ordering for all materials. The
Offeror will also provide other collection development products and/or services.
1.4.3 Various categories of print materials are listed in this Request for Proposal. An
Offeror should respond to only those materials and services that can he supplied-
an Offeror does not have to submit an offer on all categories or options listed. If
an Offeror is sole source for a specific publisher, he may offer on the appropriate
category, noting he is Sole Source provider for that publisher.
1.4.4 Discounts shall be based on the publisher's list prices, not freight pass-through price.
'fir'
GLEN%,E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
A}[D AUTHORITY CONTROL
CI'l'\' (}lr ( J L H r-DA I.li
Procu r*rrtcrtt Deptrt nlr"nl
5850 \\'est Glendllc
Avenue. Suitc 317
G{rtntlrtle. Arizon* 85301
I.5 MATERIALS BUDGET
1.5.1 The library materials budget for Glendale Public Library during the fiscal year2015-
16 was $976,389.60. Of that $419,151.36 was spent on print materials. These
figures are subject to change during any fiscal year.
1.6 PURCHASE OF PRINT MATERIALS
1.6.1 Offeror shall provide print materials processed with bibliographic and/or inventory
records according to the Library specifications at the time of service implementation.
1.6.2 Offeror shall provide selection lists and other collection development products and/or
services.
1.6.3 If available, Offeror will provide 2 copies of any Advanced Reader Copies (ARCs)
for selectors to share previews of pre-published materials between our branches.
I.7 LEASE OF PRINT MATERIALS
1,7.1 If available, Offeror shall describe their lease program that will allow the library to
receive specific quantities of leased popular and/or bestselling titles.
1.7.2 Offeror shall provide these materials processed with bibliographic and/or inventory
records according to the Library specifications at the time of service implementation.
1.7.3 Offeror shall offer a catalog of current titles either electronically, by email or US
mail.
1.8 BINDINGS
I.8.1 The Library recognizes thatan Offeror can only supply the bindings provided by the
publisher. The preferred bindings for United States imprints shall meet or exceed
the requirements established by the American Library Association (ALA) and
Library Binding Institute (LBI). Cloth bindings for hardcover publications shall be
the publisher's standard binding. Library bindings for hardcover publications shall
be reinforced; this includes, but is not limited to, reinforced youth publications.
1.9 ACCESS TO OFFEROR'S ORDERING AND INVENTORY SYSTEM(S)
1.9.1 As part of the evaluation process, the Library requests a 60 day free trial to your
inventory/ordering system. In your proposal, please provide access information to
your system for 5 users and the contact information of a staff person who will be able
to provide training to Library staff in order to use your system.
1.9.2 Offeror must provide easy-to-use online access to Offeror's ordering and inventory
information svstems for all materials at no additional cost to the CiW.
t It
I
Cify of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
cl't"\' (}t.' c t.F:N tlA l_ri
lll'ucu lcurert[ []cp:rrtnren{
585t1 West Glendale
Avcnuc. Suifc 3l ?
{Jleu<lale. ..\rizona 85f,{lI
1.9.3 Offeror shall assist in getting system operational and provide a minimum of eight (8)
hours of training on the system at no additional cost to the City.
1.9.4 Offeror's inventory access system will be updated at a minimum of once per week.
1.9.5 Offeror shall provide ongoing support for the system and provide notification when
new releases and upgrades are available a minimum of six (6) months prior to
implementation.
1.9.6 Offeror shall assist with the implementation of all new releases and upgrades and
provide a minimum of eight (8) hours of training on them at no additional cost to the
City.
1.9,7 Orders shall be effective and binding upon the Offeror when placed in the mail or
electronically transmitted prior to the expiration of the contract to the Offeror's
address, facsimile number, or FTP site.
1.9.8 Minimum orders by the Library shall be I item.
1.9.9 ltems needing to be ordered by the Offeror from their supplier shall not be delayed
due to small quantities.
1.9.10 Offeror shall accept orders at least 90 days prior to publication, production, or
release. Offeror will not cancel orders until 90 days after a publication or production
date, regardless ofdate oforder.
1.9.11 Offeror shall be expected to furnish the total number of copies of any one individual
title in one shipment and to fill orders for multi-volume sets in one shipment.
1.9.12 If Offeror cannot fulfill order as originally ordered, the Library shall have the option
to indicate whether partial orders are to be shipped as available or held for
completion.
1.9.13 If book dust jackets are available, they are to be supplied on all ordered titles.
1.9.14 Substitutions and/or additions of titles or editions shall not be permitted without
written authorization from library staff. All unauthorized substitutions and/or
additions will be returned to the offeror at the offeror's expense.
1.TO ACCESS TO TIIE LIBRARY'S INVENTORY SYSTEM
1.10.1 Offeror performing outsourced work online will be offered 239.50 access to the
online system. This is to enable Offerors the ability to conduct secure sessions into
the Library's online system. If necessary, Library agrees to purchase any licensing
for Offeror access.
'ffr'
GLEND4/fi
t.
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
( ]'t'\' ()ft' cl.Ft\t)dl.L.
Pr*eu reurcltt Depa rturcnt
5{t5(} \l'est Glendalc
Ar,euue. Suitr'317
Clendale, .{ rizonn 8530 I
I.11 CUSTOMER SUPPORT
f.11.1 Offerors shall make available to the Library a toll-free telephone number or be
willing to accept collect telephone calls for customer service. Offeror must provide
toll-free technical support for communications problem resolution.
l.ll.2 Problem resolution, with a guaranteed response time of 24 hours (Monday through
Friday) for all phone calls or correspondence received.
1.11.3 The Offeror shall specify what reports they can produce and provide examples of
the reports as part of its proposal.
l.ll.4 Coordination with relevant Information Technology (IT) statr in the development
and ongoing management of all required interfaces and new product
implementation as it affects supplying of orders, cataloging, and processing and
authority work requirements.
1.11.5 When requested, assist Library staff in developing new shelf-ready functionality to
reflect changing needs. Either party may accomplish this singly or together in
partnership.
l.f 1.6 Provide comprehensive explanation of all new or pending service problems or
improvements with emphasis on effect.
I.I2 DELIVERY
l.l2.l Delivery shall be in accordance with instructions given by the Library at time of
account setup. If there is a discrepancy between the account setup and what is
specified in this contract, it is the Offeror's obligation to seek clarification from
Library staff.
1.12.2 Delivery Times:
1.12.2.1 90%o of all in-stock items ordered with cataloging and processing
must be delivered within l5 business days from date of order receipt
date;
1.12.2.2 In-stock priority items, such as bestsellers, must be delivered,
cataloged and processed, within five days from data of order receipt
date; and
1.12.2.3 Items back ordered by Offeror from its supplier must be delivered,
cataloged and processed, within 15 business days from date of order
receipt date.
1.12.3 All shipments shall be delivered INSIDE the library building. Offerormust ensure
this notation is communicated to the shipping carrier prior to shipment of goods.
'ii*
cLENq#I-E
r'-
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
(. ITt', ()t; cLut\iD.\ Lti
Froc u rt'urent llcpe nlnrr'nl
5850 Wcst Glcndnle
Avr:nue. Suif c 3l7
{ilendrtle, Arizon* 85J0I
1.12,4 Offeror shall advise the Library, in writing, of any product not in stock, and/or
products that are out of print. When reporting products temporarily out of stock,
Offeror shall, if possible, advise the Library of the anticipated delivery date.
1.12.5 Materials ordered pre-publication/production must be received by the Library,
processed and cataloged by publication/production date or street release date,
whichever comes first.
1.12.6 Titles ordered, but not supplied within 90 days of publication date or street date
shall be automatically cancelled and the Library notified. Any exception to this
must be specifically authorized in writing by library staff.
1.12.7 Orders not filled and partials shall be reported to the Li|rlr:ary. Offeror shall inform
the Library in writing of the anticipated availability date of non-filled and partial
orders within 30 days after receipt of order.
1.12.8 Deliveries must arrive Monday through Friday during receiving business hours of
8:00 a.m. and 4:00 p.m. local time, excluding City holidays. Changing Library
needs may result in changes to business hours and acceptable delivery times.
1.12.9 All multiple carton shipments shall have cartons clearly labeled so Library staffcan
discern atotal shipment (for example: I of 4, 2 of 4,3 of 4, and 4 of 4). The number
of packages in a single shipment must be marked on the outside of each carton.
Purchase order numbers, where required, shall appear on the outside of each carton
delivered.
l.lz.l0ltems shall be packaged separately according to account number and invoice.
Multiple purchase order numbers may be combined in one package if the items
included are all for the same account number.
l.l2.l1A copy of the packing slip must accompany the shipment to the Library. Packing
slips shall include: 'Bill To' and 'Ship To' information, contract number, purchase
order number, quantities, titles, release/street dates and ISBN (when appropriate).
l.l2.l2 The carton containing the packing slip shall be clearly labeled "Packing slip
included" or similar wording.
l.l2.l3 The Library will not assume responsibility for losses or damage in transit.
l.l2.l4 The Library shall notifr the Offeror promptly of any damaged goods and will assist
the Offeror in arranging for inspection.
I.13 INVOICES
1.13.1 Offeror shall follow these invoicing guidelines for all services and products sold to
the Library.
'fi*
GLEND4J-E
r
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
cI'l 'i' ()F cl"l,lND.tl.l:
llrof rr r$rnctlt Dr:pit rtnteul
585(l \t'cst (ilenda Ic.
Avenue. Suite 317
G lendale, Arizona 85301
1.13.2 Offeror shall be able to provide invoices electronically, via email or mail in order to
meet the Library's needs.
1.13.3 Invoices shall list items supplied in alphabetical order by title.
1.13.4 List prices, percentage discount or monetary charge, and net price of each item must
be listed on the invoice or statement.
1.13.5 Invoices and statements shall include for each item: title, author (where applicable),
list price, discount, unit cost, and total cost.
f .13.6 All charges per each item/title (materials, services, rush delivery, etc.) must be placed
on the same invoice.
1.13.7 Separate line entries are required for each item and each service applicable to that
item.
1.13.8 Separate line entry or separate invoice is required for any VAS charges (processing
and or cataloging).
1.13.9 Original invoices must follow the billing instructions contained in the account setup.
The Library will establish the account setup with the Offeror.
1.13.10 Invoices may include multiple purchase order numbers, but must be applicable to
only one account number.
1.13.11 Prompt payment discount information must appear on invoices'
l.l3.t2In the event of a price disparity between the unit and extended price, the unit price
shall prevail.
1.13.13 All invoices are to be mailed or emailed separately to the attention ofthe department
designated by the Library.
1.13.14 Offeror agrees that the invoice shall arrive within five (5) days after shipment.
Payment terms shall be included with invoice.
1.14 FOB DESTINATION
l.l4.l Prices shall be Free On Board Destination, Freight Prepaid, INSIDE DELMRY'
to Glendale Public Library, Main Library, 5959 West Brown Street, Glendale,
Arizona 85302.
1.14.2 In the event that library needs change, Offeror shall provide drop ship service to
library branches, if available.
t,l4.g No shipping charges will be allowed. The only exceptions when shipping charges
may be allowed are for rush shipments, pre-authorizedby the Library.
iir.r
GLENDg,E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERHLS
AI\D AUTHORITY CONTROL
(. t1'\' 0tr cJ t.tiN t),{ | _t:,
l'tocu lerrrcrt{ Dtptrtnterti
585{l \.\'cst Glendale
,l"venrre. Suite 3l7
Glendrle, Arizonr 853{ll
1.15 TAXES
1.15.1 Libraries in the State ofArizona are exempt from any out-of-state tax on the purchase
of books, electronic information and audio/visual materials, per Arizona Revised
Statutes 42-5 | 59.A.12.
1.15.2 An in-state Offeror may only charge the city sales tax for the city within which the
Offeror is located. The exception to this is where the Arizona city has also exempted
these taxes.
1.15.3 No tax on labor services.
1.16 ORDER STATUS REPORT
1.16.1 A status report must be provided with the first shipment of each order, indicating the
status of unfilled items. This information may be included on the packing slip or
invoice.
1.16.2 An updated status report shall be provided at least every 2l days,listing all unshipped
items and the estimated deliverv dates.
I.I7 RETURNS
l.l7.l Items received in damaged condition shall be retumed to the Offeror for replacement
or credit at no expense to the City. The Library prefers replacement to credit.
1.17.2 Incorrect or defective items shall be returned to the Offeror for replacement with
correct or perfect items at no expense to the City. If no correct or perfect replacement
exists, the Library prefers a refund back to the charged credit card; however, a credit
may be issued to the Library in the form of a credit memo or check.
1,17.3 Offeror must provide the Library with a copy of their retum policy and credit memo
procedures as part ofthis proposal.
1.18 CAIICELLATION OF ORDERS
1.18.1 Cancellation of orders in part or whole for unavailable materials or for "out of stock",
"out of print", and "not yet published" items will be made by means of appropriate
notation and adjustments on orders returned by the Offeror to the Library. Offeror
shall make no shipments of canceled materials except on the basis of a new order.
1.19 FILL RATE
1.19.1 Offeror's overall fill rate for all United States imprints and productions, for each year
of the contract, must meet or exceed 85%o for all items ordered. (Failure to provide
this percentage may result in contract default.)
1.19.2 The Offeror will make every effort to maintain the following additional percentages:
l0
fir.cLENDg,E
t City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
('t1 \' 0tr cl.H\D \1.t,.
P lrrcu rc nrcrtt llclra rtnrr'nt
Sll5(l Wost Glcndale
Avenue.SuitcSlT
Gleudale. Arizona 853tll
1.19.2.1 Offeror supplies, through their in-stock inventory, the delivery of 75%o
of each individual order in the first shipment. Line items that are
reordered, back-ordered, or partially filled are not considered filled line
items when calculating this service level. Pre-publication and out-of-
print items will be excluded from this calculation.
"e22?"ff :;ll#'"';f,lf :fil',:ffit".'#'ffi:1,'lJJili*3:T,x:l:l:
back-ordered, or partially filled are not considered filled line items
when calculating this service level. Pre-publication and out-of-print
items will be excluded from this calculation.
1.19.2.3 Offeror supplies 90%o of all items not delivered in first shipment within
60 days from original order receipt date. Line items that are reordered,
back-ordered, or partially filled are not considered filled line items
when calculating this service level. Pre-publication and out-of-print
items will be excluded from this calculation.
I.2O AUTHORITY FILE MAINTENAI\CE
1.20.1 Offeror shall identi$, define, and provide a short description of the authority senrice
offered. Offerormust indicate in a file labeled "ATTACHMENTA-AUTHORITY
FILE MAINTENANCE'';
t.20.2 If Offeror provides authority control management as additional service, please
specify whether authority work is done during the cataloging and inventory processes
(real time) or through periodic programming (batch method) and describe how the
process is completed;
1.20.3 Please describe the initial backfile cleanup process and the process for ongoing
authority maintenance.
1.20.4 All names and subject entries must reflect the latest authoritative version appearing
in the online Library of Congress (LC) authority files, and supplemented by the latest
paper, microfiche, or electronic reference edition.
1.20.5 All series will be checked against the Glendale Public Library Catalog.
1.20.6 The Library has in place a sizeable authority file of names, series, and subject entries.
Bibliographic information supplied shall be checked against the existing Library
authority records, if a Library of Congress authority record does not exist.
I.2I PREFERRED SERVICES
l.2l.l Pre-Binding
l.2l.I.l Offeror shall identifr, define, and provide a short description of the
pre-binding services offered. Offeror must indicate in a file labeled
ATTACHMENT B - PRE-BINDING SERVICES".
ll
'fi9'
cIjNq4I-E
r
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
CI'f 't' (.)F CLI:l\DA I.H
Ilrocu lr rlerrt Ilc;ll rlnrent
S85{) \\'cst Clendalc
Avenue. Suitc 3l 7
Gltndale" Arizorta 85301
l.2l.L2 lnvoicing requirements for pre-binding offered as an optional service.
1.21.1.3 If Offeror offers pre-bound materials, they should state so in Section
5.1, Price Sheet.
1.21.1.4 If Offeror offers optional pre-binding services for specific titles or
categories of materials, they should address these in Section 5.9.1,
ADDITIONAL SERVICES, of the Price Sheet.
I.21.1.5 Offeror shall state cost per item or as a flat rate.
1.21.2 Third Party Offerorc
1.21.2.1 Offeror shall receive and accept materials for processing and
cataloging, items ordered and delivered from third-party City-awarded
Offerors.
1.21.2.2 Offeror must indicate in a file labeled "ATTACHMENT C - THIRD
Itil,"'':ffi f;31ff ';'ff'l;;il:ff:e#::11,:il?f T#::
materials would be received by the Offeror on behalf of the Library for
processing and cataloging by the Offeror before shipment to the
Library.
1.21.2.3 If the Offeror is able to provide those services, indicate in Section 5.1,
Price Sheet.
1.22 ADDITIONAL MATERIALS AND/OR SERVICES
1.22.1 The City reserves the right to add andlor delete materials and/or services required by
this contract. Acceptance, prior or subsequent to award, of any or all of the items
associated products offered for inclusion shall be at the sole discretion of the City.
As new types of products, materials and/or services become available; the Offeror
should notify the Library. Subsequent to award, consideration may be given to the
addition of these to the contract, if such types of products, materials and/or ancillary
services are:
1.22.1.1 Included in the same type of classification or similar to those already
awarded
1.22.1.2 Required by the Library
I.22.1.3 Priced commensurate with other products, materials or services
awarded
I.23 OUATITITTES/PRICING
1.23.1 Offerors understand and hereby acknowledge that the City makes no representations
nor guarantees the Offeror any minimum or maximum number of units of service to
be provided under this contract.
t2
'iIr'
GLENA4+fi
p.
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
cI'[]' oF dlt.t.N DAl_[,
l'rocu reu teltt I)ep1t rt nterlt
51i50 Wcst Clcn<Nale
Al'cnut', Suire 3l T
Glentiale, Arizo*a 85301
1.23.2 Various categories of print materials are listed in Section 5.1, Price Sheet. Offeror
should respond to only those materials and services that can be supplied; an offeror
does not have to submit an offer on all categories or options listed. If an Offeror is
sole source for a specific publisher, he may offer on the appropriate category, noting
the sole source status for that publisher.
1.24 MULTIPLE ACCOUNTS
1,24.1 The Offeror shall have the capability of billing via separate Library, or other
agencies, based on funding strings. Or, having a separate account for each Library
cost center or branch office.
1.25 DEIECTIVE PRODUCTS
1.25.1 All defective products shall be replaced and exchanged by the Offeror. The cost of
transportation, re-packing, re-shipping, or other like expenses shall be paid by the
Offeror. The Library must receive all replacement products within seven days of
initial notification.
I.26 WARRANTY
1.26.1 The Offeror expressly warrants all items to be new, free from defects in design,
materials and workmanship, and to be fit and sufficient for their intended purpose.
1.26.2 Unless otherwise specified, all items shall be guaranteed for a minimum period of
120 days against defects in material and workmanship. Duringthisperiod, if a defect
should occur, the Offeror will replace the item free of charge to the City.
1.26,3 The exception shall be where it is shown that the defect was caused by misuse and
not by fault of the manufacturer.
1.26.4 All warranties shall survive acceptance and payment by the City.
1.27 OFFEROR OUALIFICATIONS
l.2l.l The Offeror must be:
1.27.1.1 A responsible supplier of print and who has been actively engaged in
the regular wholesale book business for a period of three years or more
prior to the RFP opening date;
AND
1.27.1.2 A responsible library service provider who has been actively engaged
in the processing, cataloging, authority work and/or other library
services business for a period of three years or more prior to the RFP
opening date;
OR
1.27.1.3 A responsible publisher, or service provider who has been in business
for a period of three years or prior to the RFP opening date and has an
l3
'fir'
GLENq4I.E
1-
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
( jl'\' ()lr {i t.liN t},.r t-t.
P ruru lclnertt llt'ir* r{ urenl
585(l \\'cr^t Glendale
:\v{inrte, Suitc 317
(ilendalc, .\rizorra fl5j0 I
institutional customer service department capable of processing and
invoicing individual orders from suitable entities.
1.27,2 The Offeror shall maintain and conduct operations from a pennanent place of
business from which library materials and services are sold and shall employ
suffrcient number of qualified personnel to ensure the Offeror can perfonn in
accordance with all Contract requirements.
I.28 CHANGE IN OFFEROR'S TECHNOLOGY
1.28.1 If successful Offeror intends to implement changes in technology that could affect
the Library's operations or procedures, it will notify Library of these changes a
minimum of six months prior to implementation, and such changes could be cause
to cancel orders from Offeror.
I.29 CHANGES IN ONLINE LIBRARY SYSTEM
1.29.1 Offerors to this Request for Proposal agree to the following, acknowledging the
possibility that during the period the Agreement is in effect, the Library may cease
using the Polaris system and convert to a different online library system. If such a
conversion should occur, the Library shall notify the Offeror a minimum of 90
calendar days before the conversion is implemented, and the Offeror shall respond
in writing to the Library's contract administrator within 14 calendar days of receipt
of such notification. In this response, successful Offeror:
1.29.t.1 Shall indicate whether or not it will continue to provide the services
covered by this RFP in the Library's new online system environment
at no additional cost;
| .29.1 .2 Shall inform the Library of any costs and other particulars required for
continuation of its services in accordance with the Agreement, which
costs shall be subject to negotiation, and shall justiff these costs; and
I .29.I .3 Shall fully describe any services that it must terminate, modify , andlor
reduce in quality, timeliness, or other respects because of the
conversion, and shall describe in detail exactly how the services will
be modified or reduced, if applicable. Upon concuffence of the City
and the successful Offeror regarding any conversion costs and other
particulars relating to the conversion, this concuffence shall be
incorporated into an amendment to the Agreement.
1.29.2 The City reserves the right to cancel the Agreement upon 30 calendar days advance
notice, without further penalty or obligation to the City, in the event the City in its
sole discretion determines that the costs or other particulars relating to the conversion
are not acceptable.
I4
'fi*
GLEN%.8
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERHLS
AND AUTIIORITY CONTROL
(.1't'I ol' cl,l.\l),\l.1.
[) rorrr ft'rttt'ttt L]elrartnlt"ttt
585() \l'est (ilt:ntJrtlt:
,{vcnue. Suitc 3l ?
GIcndale. Arizona 853{}I
2.0 SPECIAL INSTRUCTIONS
2.1 RETURN OF OFFER The Offeror shall submit a complete proposal on a CD or flash
drive as one file folder. The folder shall be identified as "RFP 17-06 -'Original -
Name of Offeror."' (For example: RFP 17-06 - Original - ABC Company.)
Proposals should be presented according to items listed in the Preparation of Offer
Package Instructions section 2.2. This will assist the evaluation panel in identiffing items
and information submitted within the proposal.
The Offeror shall complete all sections of the solicitation in the format given. Proposals
that do not conform to the above format may be rejected.
The Offeror shall bear all costs associated with submitting the proposal, including proposal
preparation, site visitation or any travel connected with submission of the proposal. The
City shall have no liability whatsoever for such costs.
2.2 PREPARATION OF OFFER PACKAGE The following items shall be completed and
retumed including the written, narrative responses required in section 2.3 Submission
Requirements. Failure to include all the items may result in an offer being rejected. Offer
packages shall be submitted in the following order:
2.2.I COVER SHEET
2.2.2 OFFER SHEET, Section 4.0
2.2.3 PRICE SHEET, Section 5.0
2.2.4 QUESTIONAIRE, Section 6.0
2.2.5 ADDENDUM, Return all addenda (if applicable)
2.2.6 SUBMISSION REQUIREMENTS, Section 2.3 (written narrative)
2.3 SUBMISSION REOUIREMENTS
o The Library intends to award contracts for various aspects of the Contract: print
materials purchased, print materials continuations (continuation cart system for
selectors) and print materials leased. Offerors may respond to each aspect or may
submit proposals specific to their specialty. The proposal should address the type of
program proposed. If the Offeror intends only to contract for purchased materials, the
proposal should only address that program. If the Offeror intends only to contract for
a leased material program, the proposal should only address that program.
o All Offerors must respond to this solicitation to be eligible to provide services under
any resulting agreement based on this solicitation. Offerors must be specific and
complete in every detail. Offerors should make every attempt to present simple,
concise, and straightforward explanation of capabilities and business plan to
satisfactorily perform services required by this solicitation.
. Offerors should not necessarily limit the proposal to the performance of the services
referenced in this document but should also describe additional services that may be of
interest to the Citv.
l5
'ffr'
cLEND#J.*E
r
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
(. l'l'l' ()P Ul.l:11 ll,\ LF,l
Ploeu renicnt l)ella r{ nlr'nt
5850 \\'cst Glendale
Aveiluc. Suite 317
(Ih,ntlalc, .-\ riz.orra 85Jll I
r Offeror's should provide written, narrative responses for each item requested within
the criteria below. When applicable, supporting documents should be attached and
reference the appropriate criterion. Offeror's, at a minimum must submit the following
information:
2.3.T COMPLIANCE WITH SPECIFICATIONS - OUESTIONNAIRE
Section 6.0 Complete and return with proposal
2.3.2 CAPABILITY OF FIRM'S EXPERIENCE. PROGRAMS AI\D
REFERENCES
2.3.2.1Describe the overall experience and qualifications of the firm.
2.3.2.2 Describe the offeror's resources, capabilities and the number of years in
business.
2.3.2.3Include information that documents successful and reliable experience in
past perfbrmances, especially those perforTnances related and similar in
nature to the requirements of this RFP. Similar experience in a public sector
environment is desirable.
2.3.2.4 Provide 3 letters of reference from companies for whom the Contractor has
provided similar products/services in the last 12 months. Also include
company name, address, phone number, contract person, a description of
the products/services provided with a description of any major variation to
the requirements of this proposal.
2.3.3 CAPABILITY OF FIRM TO PROVIDE ORDERING. CATALOGING
AND OTHER SERVICES
2.3.3.1Provide names and resumes of key personnel to be assigned to this project.
2.3.3.2 Submit the same information for all support personnel doing this work.
2.3.3.3 Average turnover rates of staff provided to current customers should be
included.
2.3.3.4Identify any outside firms needed to complete the scope of work.
2.3.3.5 Describe the processes and capabilities of your firm's online ordering
system.
2.3.3.6 Explain how your online electronic system will interface with the Library's
Polaris system. Include reports information and how they are produced, as
well as any sample reports as requested within the Scope of Work.
2.3.4 INVENTORY AI\D AVAILABILITY
2.3,4.1Provide list of publishers and imprints available for purchase with a fill rate
of 85Yo or better;
2.3.4.2 Provide list of print formats available for purchase with a fill rate of 85% or
better;
2.3.4.3 Provide list of Spanish publishers for purchase; and
2.3.4.4 Describe inventory system including online inventory site and warehouse
assignments.
2.3.5 PRICE SHEET Section 5.0 Complete and return with proposal
l6
'fiI'
cLEND4LE
/-
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
(ll'l'\' t) tr" ti l. li r* DA Llr
l)l'r){rr rcrticrtt l)tpa rt lrtr'rtt
585(l \\'est Glcndalc
Avrn rrc. Suite 3 | 7
Glendale. -.1rizon* 8530.|
2.4 EVALUATION CRITERIA The evaluation criteria is weighted in accordance with the
Submission Requirements, section 2.3.
2.4.1 Compliance with Specifications/Questionnaire
2.4.2 Capability of Firm's Experience, Programs & References
2,4.3 Capability to provide Ordering, Cataloging and Other Services
2.4.4 Inventory and Availability
2.4.5 Cost
30%
t5%
20%
20%
t5%
2.5 TYPE OF AWARD The City reserves the right to make multiple awards or to award by
group of line items, or to make an aggregate award, whichever is deemed most
advantageous to the City. If the City determines that an aggregate award to one bidder is
not in the City's best interest, "all or none" Bids shall be rejected.
2.6 ALTERNATE OFFERS/EXCEPTIONS Offers submitted as alternates, or on the basis
of exceptions to specific conditions of purchase and/or required specifications, must be
submitted as an attachment referencing the specific paragraph number(s) and adequately
defining the altemate or exception submiffed. Offeror shall clearly and specifically detail
all exceptions to the exact requirements imposed by this solicitation. Detailed product
brochures and/or technical literature, suitable for evaluation, must be submitted with the
Offer. If no exceptions are taken, City will expect and require complete compliance with
the specifications and all conditions of purchase.
2.7 SITE INSPECTION Offeror shall visit the site(s) to become familiar with any conditions
which may affect the performance and pricing. Submission of an Offer will be prima facie
evidence that the Offeror did, in fact, make a site inspection and is aware of all conditions.
2.8 INOUIRIES Any question related to the Request for Proposal shall be directed to the
Contract Officer whose name appears above. An Offeror shall not contact or ask questions
of the department for whom the requirement is being procured. The Contract Officer may
require any and all questions be submitted in writing. Offerors are encouraged to submit
written questions via electronic mail or facsimile, no later than SyS-dgyg prior to the
proposal due date. Any correspondence related to a solicitation should refer to the
appropriate Request for Proposal number, page and paragraph number. An envelope
containing questions should be identified as such; otherwise it may not be opened until
after the official proposal due date and time. Oral interpretations or clarifications will be
without legal effect. Only questions answered by a formal written amendment to the
Request for Proposal will be binding.
2.9 EVALUATION PAI\EL Offeror submittals will be evaluated by an evaluation panel.
Award shall be made to the responsive, responsible Offeror whose proposal is determined
to be the most advantageous to the City.
2.10PANEL CONTACT Offerors shall have no exclusive meetings, conversations or
communications with an individual evaluation panel member on any aspect of the RFP,
after submittal.
t7
'fir.
GLEND,4}E
r
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
cl I'\' {}li (il.li\t)ALt..
llrotu Ltrrtt'rtt llcllt rl nrert{
585(I \\'est Clendalc
Avcnue. Suito 3l?
6'lendale, Arizona 85J0
2.llINTERVIEWS The City reserves the right to conduct interviews with some or all of the
Offerors at any point during the evaluation process. However, the City may determine that
interviews are not necessary. In the event interviews are conducted, information provided
during the interview process shall be taken into consideration when evaluating the stated
criteria. The City shall not reimburse the Offeror for the costs associated with the interview
process.
2.12ADDITIONAL INVESTIGATIONS The City reserves the right to make such additional
investigations as it deems necessary to establish the competence and financial stability of
any Offeror submitting a proposal.
2.I3DISCUSSIONS AND REVISIONS TO PROPOSAL Discussions may be conducted
with responsible Offerors who submit proposals determined to be reasonably susceptible
of being selected for award; and may obtain pertinent information for the purpose of
clarification to assure full understanding of, and responsiveness to, the solicitation
requirements. Should the City elect to call for 'best and final' offers, Offerors shall be
accorded fair and equal treatment with respect to any opportunity for discussion and
revision of proposals, and such revisions may be permitted after submissions and prior to
award for the purpose of obtaining best and final offers. In conducting discussions, there
shall be no disclosure of any information derived from proposals submitted by competing
Offerors. The purposes of such discussions shall be to:
2.13.1 Determine in greater detail such Offeror's qualifications, and
2.13.2 Explore with the scope and nature of the project, the Offeror's proposed method of
performance, and the relative utility of altemate methods of approach;
2.13.3 Determining that the Offeror will make available the necessary personnel and
facilities to perform within the required time;
2.13.4 Agreeing upon compensation which is fair and reasonable, taking into account the
estimated value of the required services, and the scope, complexity and nature of
such services.
2.14BEST AI\D FINAL OFFERS The City may request best and final offers if deemed
necessary, and will determine the scope and subject of any best and final request.
2.15 PROPOSAL EVALUATION The City reserves the right to secure additional information
from the Offeror in various forms and or to award based on submitted information.
2.I6NOTICE OF INTENT TO AWARD AND PROTEST PERIOD Information about the
recommended award for this solicitation will be posted on the Internet. The information
will be available for review on the City's Procurement Internet home page
www.glendaleaz.com/purchasing immediately after the City has completed its evaluation
process of the offers received. If you have any questions, or would like further information
about an intended award, contact the contract analyst immediately. Any protest must be
submitted to the Procurement Administrator no later than seven (7) calendar days from the
date of posting on the Internet. Please go to:
http://www.glendaleaz.com/Purchasing/doingbusinesswithglendale.cfm for information
and instructions on how to file a protest with the City of Glendale.
18
'fiI'
GLEND#-E
F'
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTIIORITY CONTROL
(ill'l' Olt cLIliD,,\ LI!,
l)rocrt rcrilcrlt Dtlterl rnettt
5ll5(l \l'cst Glcntlalt:
Ar,enue. Suitc 317
Glcntlale. Arizort* 8530I
2.17 WITHDRAWAL OF PROPOSAL At any time prior to the specified solicitation due date
and time, an Offeror may formally withdraw the proposal by a written lefier, facsimile or
electronic mail from the Offeror or a designated representative. Telephonic or oral
withdrawals shall not be considered.
2.I8OFFER ERRORS OMISSIONS AND CORRECTIONS The City will not be
responsible for any offeror effors or omissions. All prices and notations shall be written in
ink ortyped. Changes or corrections made on the offer form must be initialed in ink by the
individual signing the offer. No corrections will be permitted after the offers have been
opened.
2.19COMPETITM NEGOTIATIONS Exclusive or concurrent negotiations may be
conducted with responsible Offeror(s) for the purpose of altering or otherwise changing
the conditions, terms and price of the proposed contract unless prohibited. Offerors shall
be accorded fair and equal treatment in conducting negotiations and there shall be no
disclosure of any information derived from proposals submitted by competing offerors.
Exclusive or concuffent negotiations shall not constitute a contract award nor shall it confer
any property rights to the successful Offeror. In the event the City deems that negotiations
are not progressing, the City may formally terminate these negotiations and may enter into
subsequent concurrent or exclusive negotiations with the next most qualified offeror(s).
2.20NO CONTACT. NO INFLUENCE DURING THE RFP PROCESS The City is
conducting a competitive RFP process for the contract, free from improper influence or
lobbying. There shall be no contact concerning this RFP from Offerors submitting a
Proposal with any member of the City Council, RFP Evaluation Committee Members, or
anyone connected with the process for or on behalf of the City. Contact includes direct or
indirect contact by the Offeror, its employees, attorneys, lobbyists, surrogates, etc. in an
attempt to influence the RFP process.
From the time the RFP is issued until the expiration of the protest period or the resolution
of any protest, whichever is later (the "Black-Out Period"), Offerors, directly or indirectly
through others, are restricted from attempting to influence in any manner the decision
making process through, including but not limited to, the use of paid media; contacting or
lobbying the City Council or City Manager or any other City employee (other than Material
Management employees); the use of any media for the purpose of influencing the outcome;
or in any other way that could be construed to influence any part of the decision-making
process about this RFP. This provision shall not prohibit an Offeror from petitioning an
elected official or engaging in any other protected first amendment activity after the protest
period has run or any protest has been resolved, whichever is later.
Violation of this provision will cause the proposal or offer of the Offeror to be found in
violation and to be rejected.
2.2f PROPRIETARY INFORMATION An Offeror shall clearly mark any proprietary
information contained in its bid with the words "Proprietary Information." Offeror shall
not mark any Solicitation Form as proprietary. Pricing data shall not be considered
I9
'ffr'
GLEND4J,,E
p'
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AIYD AUTHORITY CONTROL
('l't l' ()l: il1.[.\l).{1.1,:
l) rtttu tertrertt l)eg:rtrl ntcnt
585{} \l'est {ilcnd*le
Avcnrre. Suitc" 317
Glcndale. ..lrizuns ll530l
proprietary. Marking all, or nearly all, of a bid as proprietary may result in rejection of the
bid.
Offeror's acknowledge that the City is required by law to make certain records available
for public inspection. In the event that the City receives a request for disclosure of
Proprietary Information by any person, court, agency or administrative body, or otherwise
has a reasonable belief that it is obligated to disclose the Proprietary Information to any
such person or authority, the City will provide Offeror with prompt written notice so that
Offeror may seek a protective order or other appropriate remedy. The Offeror, by
submission of materials marked Proprietary Information, acknowledges and agrees thatthe
City will have no obligation to advocate for non-disclosure in any forum or any liability to
the Offeror in the event that the City must legally disclose the Proprietary Information.
20
}T?Tttrrcrrivr4Fr
r
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
( )'l'\' (}t"r (j [-Ii\ D,\l.l:
Prricu rcllrcrt( Dtpa rtntent
585(l \tr'cst Glcndalc
.tvenue. Suitc 317
G leudale. .,\rizurta 851$ I
3.0 SPECIAL TERMS AI\D CONDITIONS
3.1 TERM OF AGREEMENT The initial term ofthe contract shall be two (2) years upon
approval by the City Council and shall begin July l, 2017.
3.2 OPTION TO EXTEND The City may, at its option and with the approval of the
Offeror, extend the term of this agreement three (3) additional years in one (1) year
increments based on satisfactory Offeror performance. Offeror shall be notified in
writing by the City's Procurement Division of the City's intention to extend the contract
period at least sixty (60) calendar days prior to the expiration of the original contract
period. Price adjustments will only be reviewed during contract renewal.
3.3 FOB POINT Prices quoted shall be FOB destination to: City of Glendale
3.4 EVALUATION LITERATURE Proposals submitted for products considered by the
seller to be equal to or better than the brand names or manufacturer's catalog references
specified herein, must be submitted with technical literature and/or detailed product
brochures with written statements if the literature or brochure is not specific as to the
specification for the City's use to evaluate the product(s) offered. Proposals submitted
without this product information may be considered as non-responsive and rejected.
3.5 PRICE AI\D PRICE ADJUSTMENTS All prices quoted shall be firm and fixed for
the initial contract period. Offeror shall submit a request for a rate increase a minimum of
sixty (60) days prior to the contract renewal date. The request shall be in writing and include
supportive justification for the proposed increase. The rate increase shall only be considered at
time of contract extension. The City will review the request and shall determine if the increase
shall be granted or if an alternate option is in the best interest of the City. The price increase
adjustment, if approved, will be effective and executed via a contract amendment.
3.6 INCORPORATION BY REFERENCE All responses shall incorporate by reference
the Scope/Specifications, terms and conditions, general instructions and conditions and
any attachments or exhibits. The Standard Terms and Conditions applicable to this
solicitation are posted on the Internet. They are available for review and download at
the Crty's Procurement Internet home pa1e, www.elendaleaz.colr/zurchasing.
Offerors are advised to review all provisions of the General Instructions and Conditions
for this solicitation.
3.7 INSURANCE Offeror shall procure and maintain for the duration of the contract
insurance against claims for injuries to persons or damages to property which may arise
from or in connection with the performance of the work hereunder and the results of
that work by the Offeror, his agents, representatives, employees or subcontractors.
3.7.1 MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
3.7.1.1 Commercial General Liability (CGL): Insurance covering CGL on an
"occurrence" basis, including products-completed operations, personal &
advertising injury, with limits no less than $11000,000 per occulrence,
$2,000,000 aggregate.If a general aggregate limit applies, either the general
2l
'ii*
GLENDfr,E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTIIORITY CONTROL
CI't'Y ()F CLlll\ l),\ t.l:l
Procu le nrertt lleprt fl rnr'rtt
585(l \\'cst Glcndrtlt:
{r'onu$. Suite Jll
Gkndale. Arizart:t 85J01
aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
3.7.1.2 Automobile Liability: Insurance covering any auto (Code l), or if Offeror
has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit
no less than $1,000,000 per accident for bodily injury and property damage.
3.7.1.3 Workers' Compensation: as required by the State of Arizona, with Statutory
Limits, and Employer's Liability Insurance with limit of no less than
$1,000,000 per accident for bodily injury or disease.
If the Offeror maintains higher limits than the minimums shown above, the Cify
requires and shall be entitled to coverage for the higher limits maintained by the
Offeror.
Other Insurance Provisions The insurance policies are to contain, or be endorsed to
contain, the following provisions:
Additional Insured Status The City, its officers, offrcials, employees, and volunteers
are to be covered as additional insured's on the CGL policy with respect to liability
arising out of work or operations performed by or on behalf of the Offeror including
materials, parts, or equipment furnished in connection with such work or operations.
Primary Coverage For any claims related to this contract, the Offeror's insurance
coverage shall be primary insurance as respects the City, its offrcers, offtcials,
employees, and volunteers. Any insurance or self-insurance maintained by the City, its
officers, officials, employees, or volunteers shall be excess of the Offeror's insurance
and shall not contribute with it.
Notice of Cancellation Each insurance policy required above shall provide that
coverage shall not be canceled, except with notice to the City.
Waiver of Subrogation Offeror hereby grants to City a waiver of any right to
subrogation which any insurer of said Offeror may acquire against the City by virtue
of the payment of any loss under such insurance. Offeror agrees to obtain any
endorsement that may be necessary to effect this waiver of subrogation, but this
provision applies regardless of whether or not the City has received a waiver of
subrogation endorsement from the insurer.
Acceptability of Insurers Insurance is to be placed with insurers with a current A.M.
Best's rating of no less than A:VII, unless otherwise acceptable to the City.
Verification of Coverage Offeror shall furnish the City with original certificates and
amendatory endorsements or copies of the applicable policy language effecting
coverage required by this clause. All certificates and endorsements are to be received
by the Contract Administrator and approved by the City before work commences. DO
NOT SEND CERTIFICATES TO RISK MANAGEMENT. However, failure to ObtAiN
the required documents prior to the work beginning shall not waive the Offeror's
obligation to provide them. The City reserves the right to require complete, certified
22
tITtr
l| T
GLEND4J.E
?
City of Glendale
Procurement
Solicitation Number: RFP f7-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
(-l t''| ot; {it.t.)\t) {t.t,.
llroc u rt'rnertt lleparl nr r'ut
5850 \\'est Glenrlale
,.\venue. Suite 3l?
Ch'ndale. Arir.oua 8530I
3.8
copies of all required insurance policies, including endorsements required by these
specifications, at any time.
Special Risks or Circumstances City reserves the right to modify these requirements,
including limits, based on the nature of the risk, prior experience, insurer, coverage, or
other special circumstances.
Professional Liability (Enors and Omissions) Insurance appropriate to the
Consultant's profession, with limit no less than $1,000,000 per occurrence or claim,
$2,000,000 aggregate. If the policy provided is on a claims-made basis, the Retroactive
Date must be shown and must be before the date of the contract or the beginning of
contract work. Insurance must be maintained and evidence of insurance must be
provided for at least two (2) years after completion of the contract work.
If coverage is canceled or non-renewed, and not replaced with another claims-made
policy form with a Retroactive Date prior to the contract effective date, the Consultant
must purchase "extended reporting" coverage for a minimum of two (2) years after the
completion of contract work.
INDEMNIFICATION CLAUSE:
To the extent allowed by law, Offeror shall defend, indemnifu, and hold harmless the
City of Glendale, and its departments, boards, commissions, officers, officials, agents,
employees and volunteers (hereinafter referred to as "Indemnitee") from and against
any and all claims, actions, liabilities, damages, losses, or expenses (including court
costs, attorneys' fees, and costs of claim processing, investigation and litigation)
(hereinafter referred to as "Claims") for bodily injury or personal injury (including
death), or loss or damage to tangible or intangible property caused, or alleged to be
caused, in whole or in part, by the negligent or willful acts or omissions of Offeror or
any of its owners, officers, directors, agents, employees or subcontractors. This
indemnity includes any claim or amount arising out of, or recovered under, the
Workers' Compensation Law or arising out of the failure of such Offeror to conform
to any federal, state or local law, statute, ordinance, rule, regulation or court decree. It
is the specific intention of the parties that the Indemnitee shall, in all instances, except
for Claims arising solely from the negligent or willful acts or omissions of the
Indemnitee, be indemnified by Offeror from and against any and all claims. It is agreed
that Offeror will be responsible for primary loss investigation, defense and judgment
costs where this indemnification is applicable. In consideration of the award of this
contract, the Offeror agrees to waive all rights of subrogation against the City of
Glendale, its officers, officials, agents, employees and volunteers for losses arising
from the work performed by the Offeror for the City of Glendale.
CONFLICT OF INTEREST Offeror shall disclose the following: l) the name(s) and
position(s) of each Offeror's employee or subcontractor that participated in the
preparation of the submittal or who will be involved, directly or indirectly, with
performing the contract, if awarded;2) the name(s) of any City of Glendale employee
who is a relative of persons identified pursuant to No. l; 3) the name(s) and position(s)
3.9
23
'fir'
GLEND4FE
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERHLS
AND AUTHORITY CONTROL
CT'I'}' OI; CI,IiN t}' I,I.
l' ror'u lcruurt llcp:t 11 ntcnl
585{} West Glentlale
,.\vcnue. Suite 3l 7
G ltndale, ;{riz-ort:t {1530 I
of Offeror's personnel that have a financial or proprietary interest in the contract;4)
the name(s) of any City of Glendale employee who is a relative of persons identified
pursuant to No. 3.
Providing such disclosure will not necessarily disqualify an Offeror. Failure to disclose
the requested information or any potential conflict of interest pursuant to A.R.S. $ 38-
501 et seq. may result in rejection of the proposal or bid or any contract being void or
terminated.
For purposes of this provision, the following definitions apply:
"Employee" means all persons who are employed on a full-time, part-time or contract
basis by the City of Glendale.o'Relative" means the spouse, child, child's child, parent, grandparent, brother or sister
of the whole or half blood and their spouses and the parent, brother, sister or child of a
spouse.
3.10 ESTIMATED OUANTITIES The Quantities listed are the City's best estimate and
do not obligate the City to order or accept more than City's actual requirements during
the period of this agreement as determined by actual needs and availability of
appropriated funds. It is expressly understood and agreed that the resulting contract is
to supply the City with its complete actual requirements for the contract period, except
that the estimated quantity shown for each proposal item shall not be exceeded by
L}}%without the express written approval of the Materials Manager. Any demand or
order made by any employee or officer of the City, other than the Materials Manager,
for quantities in the excess of the estimated quantities shall be void if the written
approval of the Materials Manager was not received prior to the Offeror's performance.
3.11 COOPERATIVE USE OF CONTRACT This agreement may be extended for use
by other governmental agencies and political subdivisions of the State, including all
members of SAVE (Strategic Alliance for Volume Expenditures). Any such usage by
other entities must be in accord with the ordinances, charter, rules and regulations of
the respective entity and the approval of the Offeror and City. For a list of SAVE
members, click on the following link:
http ://www.mari copa. gov/proc urenrent/Pubdocu ments/SAV E-members.pdf
3.12 PUBLIC RECORD Offeror acknowledges that the City is a public agency and must
comply with all Public Records laws. All proposals submitted in response to the
Solicitation shall become the property of the City and, subsequent to award
recommendation, become a matter of public record available for review pursuant to
Arizona Public Records Law.
If an Offeror believes that a specific section of its Proposal response is confidential,
that should be withheld from the public record, Offeror shall isolate the pages and mark
each page confidential in a specific and clearly labeled section of its Proposal response.
The Offeror shall include a written statement as to the basis for considering the marked
pages confidential including the specific harm or prejudice if disclosed. The City
24
'TTR||Ir
GLENDfIE
?
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
c]'l'\' (}t"r cI-I,t\l),\ l.tr.
Plocu lcrlrrut llcpt n nrr'rtt
585(l Wcst {ilendal<r
Avcnue. Suite 3l ?
Clendulc.,\rironr S5J0l
Procurement Deparhnent will review the material and make a determination as to the
confidentiality of any of the information and/or material contained within the
Submittal. ln the event of a public records request for documents Offeror deems
confidential, the City will notify Offeror of the request and if Offeror claims such
documents are confidential, it shall be the Offeror's sole responsibility, including sole
cost, to take appropriate action, including legal action, to protect such documents. Price
is not confidential and will not be withheld.
3.13 PERMITS AI\D LICENSES The Offeror and Subcontractors shall be responsible for
determining and securing, at his/her expense, any and all licenses and permits that are
required by any statute, ordinance, rule or regulation of any regulatory body having
jurisdiction in any manner connected with providing operations and maintenance of the
facility. Such fees shall be included in and are paft of the total proposal cost. During
the term of the contract, the Offeror shall notify the City in writing, within t'wo (2)
working days, of any suspension, revocation or renewal.
3.14 CERTIFICATION By signature on the Offer/Bid page, solicitation Amendment(s),
or cover letter accompanying the submittal documents, Offeror certifies:
The submission of the offer did not involve collusion, and without any agreement,
understanding or planned common course of action with, any other vendor of materials,
supplies, equipment or services described in the invitation to bid, designed to limit
independent bidding or competition or other anti-competitive practices. The Offeror
shall not discriminate against any employee or applicant for employment in violation
of Federal or State law. The Offeror has not given, offered to give, nor intends to give
at any time hereafter, any economic opportunity, future employment, gift, loan,
gratuity, special discount, trip, favor, meal or service to a public servant in connection
with the submitted offer. The Offeror hereby certifies that the individual signing the
submittal is an authorized agentfor the Offeror and has the authority to bind the Offeror
to the Contract.
3.15 KEY PERSONNEL Offeror shall assign specific individuals to the key positions in
support of the Contract. Once assigned to work under the Contract, key personnel shall
not be removed or replaced without the prior written approval of the City. Upon the
replacement of any key personnel, Offeror shall submit the name(s) and qualifications
of any new key personnel to the City Contract Administrator or Designee. With the
concuffence of the Contract Administrator or Designee, the City shall amend the
Contract to reflect the name(s) of any replacement key personnel. Upon any unplanned
departure of key personnel, Offeror shall immediately notify the Contact
Administrator or Designee.
For this purpose, a primary and secondary emergency contact name and phone number
are required from the Offeror. It is critical to the City that the contactor's emergency
contact information remains current. The Procurement staff member, identified on
page l, is to be contacted by E-mail with any change to a contact name or phone
number.
25
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
CIl'\', OIf CLIINt),t l.l.
P ro*rr rernent Dcpa rt nrent
5$5(l \Ycst Glendale
Alenue" Suilo 3l?
{ilenrl:rle, .{rizorta 85301
All products or services provided to meet an emergency phone request are to be
supplied as per the contract prices, terms and conditions. The Offeror may provide the
fee (pricing) for an after-hours emergency opening of the business separate from the
Price Sheet. In general, the order will be placed using a City Procurement Card. The
billing is to include the emergency opening fee, if applicable.
3.16 ADDITIONS OF PRODUCTS OR SERVICES The City reserves the right to add
additional products or services to this contract when deemed necessary by the City. If
this occurs, the Offeror will be requested to submit a negotiable quotation for the
additions. Upon approval and authorization by the Materials Manager such additions
will be added to and become apart of the contract through properly executed forms.
3.17 NON-DISCRIMINATION By submitting this Offer, Offeror agrees not to
discriminate against any employee or applicant for employment on the basis of race,
color, religion, sex, national origin, age, marital status, sexual orientation, gender
identity or expression, genetic characteristics, familial status, U.S. military veteran
status or any disability. Offeror will require any Sub-contractor to by bound to the same
requirements as stated within this section. Offeror, and on behalf of any subcontractors,
warrants compliance with this section.
3.f 8 EMPLOYEE NON-SOLICITATION. Neither City nor Offeror shall, except with the
prior written consent of the other, solicit or hire any employee of the other Party during
the time such employee is associated with any Services under this Agreement and for
a period ofone year after such person ceases to be so engaged. The foregoing restriction
shall not apply to the employment of any person who responds to a general recruitment
advertisement issued to the public.
26
t#l*
l T
cLEhrg#,n
City of Glend*le
Prucurement
Solicitation Number: RFP f ?-{16
I,IERARV PnINT MATERIALS
AI|IT' AUTHORITY COTITROL
CITY OF CLENOALE
Procurernent D?pfi r{menl
5850 Wert tilcndale
Avcriuq $uileil7
Glcndale. Arizona E530 t
OFFER SHEET
4.1 {IEEELOfferor certlfies that they have read, understand, and will fully and faithfully comply
with this solicit€tion, its attachments and any referenced documents. Offuroralso certifies that the prices
offered were independently developed without consultation with any of the other Offerors or potential
MARCIVE.Inc.
Authorized Signatur€
Scott Fleming
Company's Legal Name
PO BOX 47508
Prlnted Nam€
ChiefExesutive OIficer
Address
San Antonio, TX7B265
city, State & Zip code
210-u6-0167
FAX Numberrz lt 116
Date
info{O,rnarcive.com
Email Address
For questlons regarding lhfu offe r: (lf differcnt from above)
LigiaGroff
Contact Name
leroff@marcive.com
Phone Number Fax Number
Emall Address
FEDERAL TN(PAYER ID NUMBER:7I.,186472
Arizona Sales Tax No. N/A
Offeror certifies it is ai Proprietorship-fartnership-Corporation X
Minority orwoman owned buslness: Yes_No X
Tax Rate N/A
MRRCIVE. INC.
A Uni4ue Cataloging Seruice for Libraries
PO. Box 47508 . San Antonio, Te>as 78265-7508
l-800-s31-7678 . 210-64G6161 . Jax 210-64Go"t67
info@marcive.com r www.rnarcive.com
December 7,2016
City of Glendale
Procurement
5858 West Glendale Avenue, Suite 3L7
Glendale, AZ8520I
Dear Ms. Clevenger:
RE: RFP Number L7-06 f or Library Print Materials and Authority Control
MARCIVE, a Texas corporation, is pleased to have the opportunity to submit our proposal to the Glendale
Public Library for accurate and timely authority control. We hope to demonstrate that our strong
qualifications and competitive pricing malce our proposal the best choice for the library.
MARCIVE invites Glendale Public Library to consider:
. Excellent authorities references including, but not limited to, public libraries using the Innovative
Interfaces Polaris System.
r Accurate processing in conformity to Library of Congress practice, with the flexibility to accommodate
the library's specific requirements,
. Reputation for outstanding customer service.
r Fair pricing presented in a clear and understandable format.
We fully stand by our work. We will respond promptly to any problems with our work and resolve them to
your complete satisfaction. A large portion of this RFP was not applicable to MARCIVE, but every attempt
was made to respond to the questions applicable to our expertise,
Every attempt has been made to address all informational, functional, and general requirements of the RFP
document. However, the technical nature of authorities processing encourages thoughtful reflection and
clarification, and we look forward to the opportunity to explain or supply additional information as
requested. Please contact me with any questions,
We hope that our proposal will be given the most serious consideration and that it results in an opportunity
to work together on this very important project. We look forward to hearing from you.
Sincerely,
J . 4--, /-l--iltt^, rf L{f,
,J- /I \J V
Ligia Groff, MLS
Ma rketing Representative
lgroff@marcive.com
800-531-7678
Lc/jh
Encl: Bid response
MRRCIVE, INC.
BIBLIOGRAPHIC AND
AUTHORITY CONTROL
SERVICE PROPOSAL
for
Glendale Public Library
Submitted: December 7, 20L6
Contact: Ligia Groff
lgroff@ marcive.com
Postal Mai|.................P.O. Box 47508
Shipments On|y...12100 Crownpoint, Suite 160
Emai1............... info@marcive.com
San Antonio TX 78265-7508
San Antonio Tx 78233-5367
Website...... http://www.marcive.com
Toll-free Voice.... 1-800-531-7678
Voice....................(210) 646-6161
FAX.......................(210) 646-0167
'fir.
GLF;NDgLE
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
CI]'l'OF GLTiIif}dI.L
P rocu remcnl llcpartlnen I
5850 \\/e"^t Glendale
Av{:nuc, Suite 317
Clendrrle, .,trizona 8530 |
Company Name MARCIVE. Inc.
5.6
5.5 AUTHORITY FILE SERVICES
5.5.1 Editing / upgrading of existing records
5.5.2 Addition of records
5.5.3 Maintenance
$ 9.131 .30
$.026 per bib record
$ 300.00
$.06 per bib record
$2.350.00
**For Semi-Annual
Comprehensive
Notification option**
Please see narrative and
attached quotes.
$_
$_
s_
$_
$_
$_
$_
$_
$_
$_
5.54 Other, please speciff: Reading Notes Profile Fee: $26.00
This is a one-time fee to add Lexile and Accelerated
Reader to all matching records.
Authority Processing Overnight Setup Fee: $90.00
This is a one-time fee to set up your account for the
ongoing maintenance of new records.
COLLECTION DEVELOPMENT SERVICES
,$ !fi#'riGf'rrs
Selection Lists (forthcoming titles) - Stock / Standardized
5.6.1 Bibliographic information only
5.6.2 Bibliographic information with brief annotations
5.6.3 Bibliographic information with full-text reviews
5.6.4 Other, please specify:
Selection Lists (forthcoming titles) - Customized
5.6.5 Bibliographic information only
5.6.6 Bibliographic information with brief annotations
5.6.7 Bibliographic information with full-text reviews
5.6.8 Other, please specify:
5.6.9 Bibliographic information only
5.6.10 Bibliographic information with brief annotations
5.6.11 Bibliographic information with full-text reviews
5.6.12 Other, please specify:
Special Bibliosraphies - Customized
5.6.13 Bibliographic information only
5.6.14 Bibliographic information with brief annotations
5.6.15 Bibliographic information with full-text reviews
5.6.16 Other, please speciff:
$_
$_
$_
$_
$_
$_
'fir'
GLEND4I-E
/-
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
A}ID AUTIIORITY CONTROL
cl'l-\'()ti Gl.[NilAl,t
P rocrr rcmen( Della rtrncnt
5850 \Yest (ilenclale
:{venue. Suite 317
Glenrlale, :\rizonn 8530 |
Company Name MARCIVE.Inc.
5.7 PRE.BINDING SERVICES BEiild.ii$]6lf€:qi#ffiffi
5.7.I KlearKote or other equivalent clear plastic, perrnanently bonded to the $
cover
5.7.2 Vinabind, Duralam or equivalent
5.7.3 Text mount, Prebind or equivalent
5.7.4 Please specify:
5.8 MATERIALS LEASING PROGRAM
5.8.8 Please speciff:
5.9 ADDITIONAL SERVICES OFFERED
5.9.1 Please specifr:
5.IO OPENING DAY COLLECTION DISCOUNT
5.10.1 Opening Day Storage Fee
5.1f DELtrlEBX.Offeror states that all items will be delivered calendar days after receipt of order.
Any missed delivery or delay in delivery beyond the stated date will result in a penalty fee as
stated below.
5.11.1 Delay in delivery of ordered titles will incur a penalty of I - 3 %o of thetotal invoice amount.
5.11.2 Missed deliveries of specific titles will incur a penalty of 3% of the total invoice amount.
5.12 IAII-AMQUNLDo not include any use tax or federal tax in your proposals. The City is
exempt from the payment of federal excise tax and will add use tax as applicable.
TaxYo MARCIVE does not charge taxes.
5.13 CREDTT CARD ORDERTNG CAPABIT.TTY See Section 2. Please check appropriate box.
I YES, I will accept payment under this confiact with the Procurement Card.
n NO, I will not accept payment under this contract with the Procurement Card.
5.14 DISCOUNT/PAYMTNT TERMS: The City standard is2o/o20 days.
Comply: YFS ! NO I
If your answer is NO, please state terms offered: No discount is offered for early payment.
$_
$_
$_
V.
"fi[-
GLEND#,E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
A}ID AUTHORTTY CONTROL
CIT'Y OI'CI,ENDAI.E
P rocurc'rnen1 Depa rtmcrtt
5fJ50 trl'e'st Gleudale
Averrue, Suilc 317
Glendale, Arizon$ 853{fI
QUESTIONNAIRE
COMPLIANCE WITH SPECIFICATIONS
6.1 Listed below are the minimum desired specifications for an Offeror to meet the needs of a medium-
sized public library system. If a specification is labeled as "REQUIRED," the Library considers
it-or an acceptable alternate-necessary to its operations. Although if an Offeror is not able to
meet a specification in the outsourcing of cataloging or processing, Offeror will still be considered
as a Vendor for the purchase of materials.
6.2 Please respond "Yes" or 'oNo" to each listed criterion. Any exceptions to the specifications should
be explained by adding comments.
6.3 ORDERING/RECEIVING/II\I1/OICING
'lj: ::':'t:;:a1,, ::.i!ij:n !.r';..rr1-'" ,4:1,:ii r.:i:riL:-!:gi+jd/i,.tl 1,r:tf3l::t1fi-aqr'!1f,;,i
:t ' : '
I : ',. t,...',..,, :,-; ,:.., ;'
5.3.1.1 At least ten Library staff members shall have access to Offeror's inventory system, which shows
;omplete bibliographic and ordering information and availability of current and forthcoming inventory.
_ Yes X No Comments: N/A
i.3.1.2 At least ten Library staff members shall have access to Contractor's web-based database functions that
:nable online viewing and modifications of orders, including various continuations, standing orders, and
rpproval plans.
Yes X No Comments: N/A
i.3.1.3 Access to website, free of charge, for at least 25 concurrent Library users.
Yes X No Comments: N/A
6.3.1.4 Access to Contractor's ordering and inventory information systems, free of charge.
_Yes X No Comments: N/A
5.3.1.5 Inventory system updated at least once per week, preferably daily.
_Yes X No Comments: N/A
:i:;t:ri;rir:r,ltiii r r" . :ii:i
5.3.2.1 Provide ability for applicable Library staffmembers to electronically build and transfer carts on
)fferor's website.
- Yes X No Comments: IrUA
'fi1'
GLwrD#|E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
ct't-Y (}F Gt.ni\i tlA l-li
P roturerncr t Della rttncrtt
5850 \t t'st Glrudale
Aveoue" Suite 317
{i lelrdsle, Arizona 8530 |
i.3.2.2 Provide ability to view contents of titles online in order to adequately judge content, audience,
brmat, etc. Ex. a "look inside" feature.
Yes X No Comments: N/A
1.3.2.3 A MARC record (on order record) for each firm order will be made available for Library use free
lf charge at the time each order is placed.
Yes X No Comments: N/A
5.3.2.4 Timely notification of any new releases/upgrades to inventory system, and assistance in their
mplementation.
Yes X No Comments: N/A
6.3.2.5 Technical support available M-F 8:00 a.m. to 5:00 p.m. MST free of charge.
Yes X No Comments: Available M-F S00am-5:00pm CST (Cem
5.3.3.1 Overall fill rate, for each year of the contract, to be at least 85% of displayed inventory for all
items ordered.
Yes X No Comments: N/A
i.3.3.2 In-stock inventory to supply and deliver at least 75o/o of all titles ordered within eight weeks of
:he order date.
Yes X No Comments: N/A
i.3.3.3 Please provide the number of titles in your inventory. Each title should be counted one time only
'egardless of number of warehouses in which it is available . See Appendix A
lomments: N/A
1.3.3.4 If a title is not in stock, what options does your company provide for us to obtain requested title?
lomments: N/A
1.3.3.5 If titles axe not available at the primary warehouse from which the Library is assigrred to, the
library will have the ability to place an order from the Contractor's other warehouses to obtain requested
:itle.
Yes X No Comments: N/A
1.3.3.6 Please supply overall fill rate for non U.S. imprints.
lomments: N/A
'iIl'
GLEhrDItE
/-
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
C'IT'\' Otri G I- Ii N I}A T,E
Prncu rcrnclr t l)ep:r rt mcnt
5E50 West Gleudals'
Avenuc, Suitc 3l T
Clcndsle. Arizona 85J0 |
5.3.3.7 Please supply overall fill rate for Spanish language materials.
lomments: N/A
5.3.4.1 Electronic transmission via email or FTP from library's integrated library system (ILS), in ILS-
;upplied format and utilizing EDIFACT standard.
X Yes _No Comments: The preferred method of,receivins records and output is
FTP.
t.3.4.2 Web-based ordering from Offeror's website.
- Yes _X_No Comments: We cunentlv provide editable PDF forms that require
human signature. so web-based is not offered.
i.3.4.3 Contractor can accept orders by telephone, FAX, email or mail.
X Yes No Comments: MARCIVE accepts orders via FAX" email or mail.
i.3.4.4 Printed selection lists.
-Yes X No Comments: N/A. However. all reports are offered e-lectronically.
5.3.4.5 Confirmation of electronic order can be by email to Library or ftp transmission to ILS.
lonfirmations will detail purchase order numbers and titles.
X Yes No Comments: MARCIVE provides order confirmations via email.
Invoices with purchase order numbers are mailed out.
1.3.4.6 Any specialized software required by contractor to interface with ILS to be supplied to the library at
ro cost.
-Yes _X_No Comments: MARCIVE supplies libraries with globally recognized
and standardized MARC records that are used by the Polaris ILS.
Further specialized software should not be necessary.
;.3.5 Supnort:
t.3.5.1 Contractor to provide the Librarv with sunoort in the followins areas:
1.3.5.2 Problem resolution with a guaranteed response time of 24 hours for all phone calls or
:orrespondence..
-X,- Yes _ No Comments: MARCIVE is well known for customer service
and response time. We strive for one business day response.
5.3.5.3 Authority to approve and implement any requested changes to Library specifications received
lrom the Library.
_X_ Yes _No Comments: MARCIVE provides a unique customer profile for
each library. We strive to be the most flexible authoritv
control vendor in the industrv and accept custom worlc/
requests.
3 .5.4 Provision of various reports at the request of the Library.
X Yes No Comments: MARCIVE offers two reports for free in addition to the
statistical report. Additional reports are available at added
costs.
tistical Summary Report. This is a free report that provides the statistics for the processing, broken
MARC tag.
recognized or Invalid Terms Report. Report showing all main access points, which did not appear in any
on the supplementary or master LC authority control files.
imes refened to as a "No-Match", "Not Found" or "terms Left Unchanged" report. Ananged first by
field, then alphabetically by access point within that field. The MeSH report is created separately.
ultiple Matches or High Probability Matches Report. Report showing the main terms, which matched
e authorized terms forms in the supplementary or the master authority files, along with all possible
for the authorized form. Space on this report is limited and some terms are truncated. Sometimes
ferred to as the "Multiple Authorized Forms" report.
Authorized Terms Report. Reports showing every field (before and after) that was changed by
to an associated authority record. The report is further divided by types ofchanges made. The access
that are changed will be separated by tag type [X00, XI00, Xl00, 650,651,655) to enable easier
iewing. It also includes changes to tags/indicators/subfield codes, generated genre (655s generated from
or 600 $v Biography), and split subjects (generated when the "Divided terms replace" option is elected)
Changes Report. Report of database cleanup type changes including changes made through
Conversion. Changes made are not the result of matching to an associated authority record.
change examples:
r Expansion of abbreviations: e.g.: p.to pages
o Creation of content, media, and carrier (CMC) fields
CS change examples:
o If multiple lXX fields exist, force all but the first one to corresponding 7XX fields.
o Remove all variations of phrase "Contributions in..." found in a 600 field, subfield $x, and move the
remaining data to a650 tag, subfield $a.
. Change all 6XX $ $y European War, l9l4-1918 and 6XX $y European War, 1939-1945 into World
War, 1914-1918 and World War, 1939-1945.
CMC Fields Report. This report records the records for which the 336, 337, and 338 fields are
ned due to the lack of data in the record to properly create them. You may have other criteria for creati
CMC fields which we can use an additional cost. Please discuss this with your Marketing
lve.
hority Control Partial Match. Electronic report showing terms, which were matched to an authority
but had additional subfield(s), which did not match. This report is output differently than the other
in this section. Depending on your data, this may be an extensive report, so you should discuss this wit
Marketing Representative before requesting this option.
'fi['
GLH{D*E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERHLS
A}ID AUTI{ORITY CONTROL
('1"f1' ()ti t;l,ti\ l).dt,lil
Procurerncu t llt'pa rt rnc'ut
5850 West Glerttlale
.Avrnue, Suitc 3l 7
Clendale. ;{rizona 8530 |
5.3.5.5 Coordination with relevant staffin the development and ongoing management of all required
interfaces and new product implementations as it affects supplying orders, cataloging and processing
requirements
X Yes _No Comments: MARCIVE stavs in contact with appropriate staff and assist
with technical supoort. Please see timeline in the attached
narative for the flow of communication between the librarv
and MARCIVE.
t.3.5.6 Assistance in developing new shelf-ready functionality-ties to reflect the changing needs of the Library.
Yes X No Comments: N/A
1.3.5.7 Comprehensive explanation of all new or pending service problems or improvements.
X Yes No Comments: MARCIVE regularly reaches out to libraries when there are
improvements or issues with records. For example. if we know
that Library of Congress has made siSnificant chanees and plans to
send large batches ofrecords" we warn the library beforehand of
the added work.
t.3.5.8 Sales staff to meet with key Library staff as necessary.
X Yes _ No Comments: Meetings will be held via teleconference or webinar.
.6.1 "Bill to" name and address "Ship to" name and address
Purchase order number or individual title order number Reference/link to packing slip
Title/author Binding (hardcover, paperback,
library binding, etc.)
Number of copies List price oftitle
Discount (percentage) Discount cost for material
Net total cost for all copies of material (after discount) hocessing cost for material on separate line
item or invoice
Cataloging services on separate line item or invoice
X Yes _ No Comments: Invoices will be provided to any assigned "bill to" noted on
the customer profile and include a purchase order number. All services will
have separate line items. However. some requests noted here are not
applicable to the service that will provided by MARCIVE.
i.3.6.2 Ability to electronically transmit invoices to the Library that can interface with ILS and utilize
IDIFACT standard.
Yes X No Comments: N/A
i.3.6.3 If electronic invoicing is not available, a printed copy will be sent via email or US mail.
Yes X No Comments: NiA
'fi1'
GLErvD4/-E
t-
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AI\D AUTHORITY CONTROL
Ct'tr-]' oF' cl.EN t).( Lu
I) r0curernerr t Ocpa rtnr ent
5{150 \ljest G- len<lale
Avenue, Suite 317
G lenda le . Arir-ona 853{l I
t.3.7.1 Accepted if ordering occurs because of inaccuracy in original ordering information supplied by
;ontractor, accepted for full credit.
X Yes _ No Comments: If MARCIVE does not process the data according to the
specifications listed on the profile by the librar.v a credit will be issued in
the form of reprocessing to the corrected form. Keep in mind that the
library is provided with a test file for approval before the work is finalized.
The likelihood of MARCIVE not processing the final record output in
ordinance ofthe libra4/s requests has not happened to date since
implementing the test file requirement in our workflow.
1.3.7.2 Defective volumes retumed for credit or replacement and at no expense to the Library. If no corrector
rerfect replacement exists, the Library prefers a refund back to the charged credit card; however, a credit may be
ssued to the Library in the form of a credit memo or check.
X Yes _ No Comments: Any defective output media can be returned to MARCIVE
within 30 da]rs for regeneration.
5.3.7.3 Defective volumes may be returned for full credit within one year of purchase, even if
naterials may have been circulated to the public.
Yes X No Comments: N/A
.7.4 Prepaid shipping labels to be provided to Library for all authorized returns.
Yes X No Comments: N/A
'fiI'
GLEN%E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERHLS
A}[D AUTHORITY CONTROL
(.I'I'Y OIi GLE\OAI,E
Proruterncrrt t Deprl rtut ent
5850 \l'css Glendale
:tvenue, Su ite 3 | 7
Clendale, .,{rizona 8530I
6.3.8.1 Contractor to check all shipments for accuracy and completeness. To maintain annual 85Vo rate
for accuracy and completeness throughout life ofcontract.
Yes X No Comments: N/A
6.3.8.2 Shipping included at no cost to Glendale Public Library.
Yes X No Comments: N/A
6.3.8.3 Shipments must be set up for inside delivery and free of any pallets.
Yes X No Comments: N/A
6.3.8.4 Each packed box should weigh no more than 40 lbs.
Yes X No Comments: N/A
6.3.85 Tumaround timeframe, from date of receipt of order by contractor to date of receipt of processed
shipment by the Library not to exceed 15 working days for ninety percent of all in-stock items ordered.
Priority, rush pre-processed materials must be mailed or shipped by the conffactor so that materials arrive
at the Library within five working days of receipt of order. (Exception: he- publication orders)
Yes X No Comments: N/A
6.3.8.6 Shipments of leased book plan and pre-processed materials to arrive at the Library on or prior to
street release date.
Yes X No Comments: N/A
Wlitemsbackorderedandavailablefromthepublisher,withinonehundred
twenty (120) days of receipt of Library order.
Yes X No Comments: N/A
'ii*
GLH\{ag.E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AIID AUTHORITY CONTROL
ct'l'\' ()rr cLIlNIlAt.H
P l'ocurenreut llepa rtnrent
5850 \Vest Clcndalc
Avcnue. Suite 317
Glendale. A rizona 8530 I
1.3.8.8 All shipments to include a packing slip listing quantities, titles, ISBNs, release/street dates, and
:urchase order number(s). Packing slip must list "bill to" and "ship to" addresses. Packing slip to reference
:he conesponding invoice number.
Yes X No Comments: N/A
5.3.8.9 All multiple carton shipments will clearly have cartons labeled on the side of the carton so that the
Library can discern a total shipment. Carton containing the packing slip must be clearly marked.
Yes X No Comments: N/A
t.3.8.10 Delivery to Glendale Public Library, inside delivery, at the southwest receiving entrance at 5959
W. Brown Sheet, Glendale, A2.85302-1248
Yes X No Comments: N/A
5.3.9.1 Indicate the definitions and discount percentages that will be provided off of the publishers' list
rrice for categories on Price Sheet. Itemize discounts within the categories.
Yes X No Comments: N/A
i.3. 10. I To provide a monthly status report indicating the status of current unfilled orders. To provide a
iample status report as part of the submittal.
Yes X No Comments: N/A
5.3.10.2 To automatically cancel back orders 90 days after publication date. Cancellation of orders whose
:erm has expired must be reported to the Library.
Yes X No Comments: N/A
5.3.10.3 Profile driven selection lists provided at no charge.
Yes X No Comments: N/A
i.3.10.4 Standing order and continuation materials based on collection description and distribution profile
f no charge.
Yes X No Comments: N/A
'ffI'
GLEND4+E
l-
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
CI'[\' OIi' GI,Ii\ DAI,Ii
Plocurern rrn f l)r'pu rt rrtcl t
51150 \\/est Clen<hk"
At'enue, Suite 3l T
Clendale..4rizona 85301
3.10.5 To provide MARC catalog records with appended holdings data that can be loaded, indexed and
,trieved by Library ILS.
_ Yes X No Comments: N/A
I l.l Create order through Offeror.
Yes X No Comments: N/A
5.3.11.2 Download records with order information to work in Polaris.
_Yes X No Comments: N/A
.3. I 1 .3 Upgrades with any subsequent Polaris releases.
Yes X No Comments: N/A
6.3.12.1 Books can be provided for a medium sized public library.
Yes X No Comments: N/A
i.3.12.2 Materials can be ordered 18 months out.
Yes X No Comments: N/A
1.3.12.3 Materials can be stored at Offeror's or other facility until new library is able to accept.
?reprocessing and cataloging can be supplied.
Yes X No Comments:N/A
i.3.12.4 Contractor's Opening Day Collection (ODC) staff will be assigned to the Library to advise and
randle problem resolution.
'
Yes X No Comments: N/A
5.3.12.5 Selection lists can be provided based on library's cunent holdings. Yes
Yes X No Comments: N/A
1.3.12.6 Selection lists can be provided based on library-approved selection sources.
_Yes X No Comments: N/A
1.3.12.7 Selection lists can be provided by professional librarians on Offeror's staff.
_ Yes X No Comments: N/A
'lifi
cLEN%,E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AI{D AUTHORITY CONTROL
C.I]'\'OFT GLEND.lI,O
Procurernen t llep:lltrncnt
5850 \\'es( Glendalr
Avt'nue, Suite 3l 7
Glordale. Arizona 85J{f I
5.3.12.8 Selection lists can be provided in electronic carts.
Yes X No Comments: N/A
5.3.12.9 Electronic carts can be used to submit orders.
Yes X No Comments: N/A
).J .12.10 Selection lists can be provided on paper.
Yes X No Comments: N/A
5.3.12.11 Selection lists can be provided on CD.
Yes X No Comments: N/A
5JJ3,
.
ACCOirhG,
,, r,:.,,1:, :' :,:,,. :::tli',".,',:,::i; :,.: .n,.:: i? !i.i:;-..-::t irjj-r:+_1, i:j.r11;.:il,:.tiil
. ,.:. :,';...',;. :.
. I 3. I Contractor to maintain multiple accounts for Glendale Public Library. Such accounts may include
are not limited to: processed materials, non-processed materials, and rush processed orders.
Yes X No Comments: N/A
i.3
)ut
5.3.13.2 The Library will be able add and remove leased accounts throughout the fiscal year. The Library can
rpdate the subscription; add funding/decrease funding to leased accounts throughout the fiscal year.
_Yes X No Comments: N/A
6.4 PROCESSING
i.4.l.l REQUIRED. Mylarjackets to be placed on all hardcover books with dustjackets. Affixjackets with
icotch adhesive transfer tape or equivalent unless there are maps, software or inserts on liners.
Yes X No Comments: N/A
i.4.1.2 REQUIRED. l" J-Lar or 2" Permacel tape should be affixed to entire spine, over the author and
;enre labels and inside front and back gutters ofall paperbacks.
Yes X No Comments: N/A
5.4.1.3 REQUIRED. RFID tag affixed and linked to each unit.
Yes X No Comments: N/A
'ill'
cr^EI\rD{+.E
p-
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
('t'rY ()F Gt,tt\ DA t,[-r
llrocu ltrnen t l)cp:r rlrrrcrtt
5850 \l/est Gleurlnlt'
Avenuc, Suite 3l ?
Glendale. Arizona 8530 |
i.4.1.4 REQUIRED. Barcodes to be afFrxed to books under mylar jacketing, if possible. Ifjacketing
s not possible, barcodes will be covered with l" J-LAR Processing Tape or equivalent.
Yes X No Comments: N/A
5.4.1.5 REQUIRED. Spine labels will be affixed to books under anyjacketing, if possible. Ifjackefing
s not possible, spine labels will be covered with 2" Permacel Processing Tape or equivalent.
Yes X No Comments: N/A
i.4.1.6 REQUIRED. Genre and collection labels will be affixed to books under mylar jacketing, if
rcssible. Ifjacketing is not possible, labels will be covered wi1h2" Permacel Processing Tape or equivalent.
Yes X No Comments: N/A
i.4.1.7 REQUIRED. Location labels will be affixed to books under mylar jacketing, if possible. If
acketing is not possible, labels will be covered with 1" J-LAR Processing Tape or equivalent.
Yes X No Comments: N/A
i.4.1.8 REQUIRED. ContractorwillsupplyatleastonesampleofeachoftheabovetoLibrary.
Yes X No Comments: N/A
t.4.1.9 REQUIRED. Contractor will remove supplementary materials from items such as; stickers, maps,
ramphlets, toys, etc. from books before taping inside covers and attaching properly stamp. Contractor will
;end removed items with books.
Yes X No Comments: N/A
+.2.1 REQUIRED. After 60-day learning period, from start-up date, contractor will be required to
dntain an effor rate not to exceed 2Yo semi-anrrually for processing in the following areas:
ylarjackets are affrxed evenly and neatly to hardcover books with dustjackets.
rine, location, collection, and genre labels are affrxed evenly and neatly to all materials. RFID tags
l inserted and linked using standard procedures as specified by the Library.
Yes X No Comments: N/A
1.4.2.2 nfQUnnn. Changes may result in processing specifications to be mutually agreed upon with
he Glendale Public Library and the contractor.
_ Yes X No Comments: N/A
'iir'City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERHLS
A}[D AUTHORITY CONTROL
{lt't"\' o}l c t,E N DA Lti
l) ror:ureurcrrl Dcpa rtntcrrt
5t150 \l'cst Glen<lalt'
Avenuro Suite 3l ?
Glendale, Arizona 85J0 |
6.5 CATALOGING
6.5.1 Glendale Public conforms to national standards. The Cataloging Department follows Library of Congress
practice, Anglo-American Cataloging Rules 2d ed., and the Library of Congress interpretations of AACM.
There are local practices that involve suspending some of these regulations and they are included in the Cataloging
Department Procedure Manual. Subject headings from the Library of Congress Adult authorities are used. Genre
subject heading have also been used.
6.5.1.2 The following is a list of the aids utilized by the Cataloging Department:
a) Anglo-American Cataloging Rules, 2d ed. and the latest revision.
b) Library of Congress Rule Interpretations.
c) Library of Congress Cataloging Service Bulletin.
d) U.S. MARC Bibliographic Format.
e) Cutter-Sanbom four-figure author table.
0 Library of Congess Adult Subject Headings.
g) Dewey Decimal Classification2fid ed.
h) OCLC Bibliographic Formats and Standards.
D OCLC Technical Bulletins.
j) On-line Connexion help screens.
k) We will be looking at the upcoming RDA standards and how they will work with
our Polaris ILS system and as such will leave those fields in cunent OCLC records.
l) Catalog Manual See Appendix B
6.5.2 Listed below are the desired cataloging specifications to meet the needs of a medium-sized public
library system. Please respond "Yes" or 'T.lo" to each listed criterion, and add comments as
needed.
5.5.3.3 All series will be traced in the 490 indicator I and 830 indicator 0 fields without using the non- filing
words (4 an, the). Any word or symbol in front of the series number must also be removed, i.e., remove #
lrom in front of the series number. Series will be checked against our data base in order to be uniform.
190 1 Learning toread :*v 4
330 0 Leaming to read ; #v 4.
_ Yes X No Comments: N/A
t.5 .3 .4 Certain series are used as the title in the ?45 , with the title proper becoming the subfield p. The title
rroper is then also added inthe246 field. The call number is then the first word ofthe series. This allows titles
n the same series by different authors to be shelved together. The spine label in this case is from the title
ield. Can this practice be followed?
iIC *a THIRTY-NINE
!45 l0 Thirty-nine clues. lp One false note / fc Gordon Korman. 246 30
One false note / *c Gordon Korman.
_ Yes X No Comments: N/A
t.5.3.5 REQLIIRED. Subject headings will be the Library of Congress and not Sears. The use of genre
readings will be used as needed and specified,
_ Yes X No Comments: N/A
5.5.3.6 REQUIRED. Graphic novels will have the genre heading for graphic novels and any additional
3enre heading to denote genre, i.e. Superhero comic books, strips, etc.
_ Yes X No Comments: N/A
.ii'.1..--.--.
5.5.4.1 REQUIRED. All youth and teen nonfiction will have a Dewey call number inthe 092 field. This
vill be the call number printed on the spine label. Dewey canied out to the logical break not to exceed six
rlaces after the decimal with a work letter added from the title. Use Cutter- Sanbom four-figure table but
lrop the fourth number. Biographies will have the name of the subject of the book in the 092 call number
ield taken from the subject heading and all in caps. This name will also go on the spine label.
t92 001.942 +b S46st
t92 92 #b WASHINGTON, GEORGE
_ Yes X No Comments: N/A
5.5.4.2 Youth nonfiction large type will also have a genre headingLargetype
tooks. 655 7 Large type books. $2 lcgft
Yes X No Comments: N/A
]I*I
GLEhrAf.E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
{'}t'}' () Fr t.; :-ti N t}A Lli
Prrrcu[trncil t l)r'pn rtril c'ttt
5850 West {ilentlale
Avenue! Suite 3I7
Gleudale, Arizona 8530 |
5.5.4.3 All series will be traced in the 490 indicator I field without using the non-filing words (4 an, the)
md the 830 indicator 0 field. Any word or symbol in front of the series number must also be removed, i.e.,
:emove # from in front of the series number. Series will be checked against our data base in order ts be
rniform.
[90 I Science fairbooks ; #v2
330 0 Science fair books ; +v 2.
_ Yes X No Comments: N/A
i.5.4.4 There are several special classification practices in youth nonfiction:
tmerican Indian folklore goes in 398.24; Youth country study bools go in the 91* travel number; Career
rooks all go in371.42 with the first two numbers of the Dewey are added (i.e. Nursing is 371.4261). Will
ocal practices be met for these categories?
Yes X No Comments: N/A
i.6.5.1 REQUIRED. All adult fiction books will have a 099 call number field with the following call
rumber all in caps.
]IC LAST NAME OF AUTHOR OR FIRST WORD OF TITLE 099 FIC
Aa STEVENS (LAST NAME)
)99 FIC +a THREE (FIRST WORD OF TITLE ENTRY)
Yes X No Comments: N/A
Large Type will carry the genre heading Large type
Large type books. $2 lcgft
Yes X No Comments: N/A
t.6.5.2
rooks. 655 7
5.6.5.3 All series will be traced in the 490 field indicator I without using the non-filing words (a, an, the).
A.ny word or symbol in front of the series number must also be removed (i.e. remove # from in front of
he series number.) And will include the 830 field. Series will be checked against the data base in order to be
miform.
[90 I Science and society; lv 3
330 0 Science and society ; *v 3.
_ Yes X No Comments: N/A
'ii*
GLENA4/,E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERHLS
AI\D AUTHORITY CONTROL
CIT'I' OF' G I,II \ I}A T,ti
Proturc'rnent I)eprft lnent
51t50 lVcst Gleudale
AYenue, Su;te 3I7
Clenclale. Arizona 8530 I
1.6.5.4 For Mystery fiction the genre subject heading Mystery fiction is used and a 490 and 830 series
:reated from the "detective" of the work, (i.e. in Linda Barnes works of Carlotta Carlyle, add the series fields
br Carlotta Carlyle mystery).
190 I Carlotta Carlyle mystery and 830 0 Carlotta Carlyle mystery.
i55 7 Mystery fiction. fZ gsafd.
_ Yes X No Comments: N/A
5.6.5.5 In graphic novels containing an American Superhero, the main character (i.e. Superman, Batman,
rr Nightwing) will be used as the call number.
:'IC#aBATMAN
_ Yes X No Comments: N/A
t.5.5.6 REQUIRED. Graphic novels will have the genre heading Graphic novels
dded. 655 7 Graphic novels. $2 lcgft
_ Yes X No Comments: N/A
5.5.5.7 REQUIRED. Genre subject headings in the bibliographic record will match the genre as
rrdered.
_ Yes X No Comments: N/A
6.5.6 :' iOuiiiVonfiptioii:
'":: ""::--''r'F1 r+1'rdq'!-:"4-'r'-aiffrir :-,i;!:'i+r: 6i
t.5.6.1 REQUIRED. All adult nonfiction will have a Dewey call number in the 092 field. This
vill be the call number found on the spine label. The cutter will go in subfield b with a work letter from the
itle. Cutter-Sanborn four-figure table will be used with the fourth number being dropped. Dewey will be
:anied out to the logical break and not to exceed six places after the decimal. 092364.1523 +b R935d
_ Yes X No Comments: N/A
i.5.6.2 REQUIRED. Single biographies and autobiographies will have the subject in all caps as the call
rumber inthe 092 field. This name will be taken from the subject heading. This name will also be on the
ipine label.
)92 9Z+bTAWO& ELZABETH
_ Yes X No Comments: N/A
5.5.6.3 Adult nonfiction large print will contain the genre heading Large type
rooks. 6557 Lar:ge type books. $2lcgft
Yes X No Comments: N/A
'fir.
GLE \rAg.E
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
(' I'l-l', () F G t.ti N t),.i, Ltt
l) rnt:u rerncn t l)e;ra rtrrr en t
5850 Wcst Gleudale
Avenuc, Suite 3I7
Clendale. Ariznn* 8530 I
1.5.6.4 All series will be traced in the 490 and 830 fields without using the non-filing words (L an,
.he). Any word or symbol in front of the series number must also be removed (i.e. remove # from in front
rf the series number.) Series will be checked against the data base in order to be uniform. 490 1
Southwest history series ; lv 380
330 0 Southwest history series ; #v 380.
_ Yes X No Comments: N/A
5.5.6.5 There are several special classification practices in the nonfiction area.
American Indians are located in 970.1 and are cuttered by the name of the tribe with the work letter
being the author; Automobile manuals are cuttered by the automotive company i.e.
Seneral Motors; Careers call numbers are all in371.42 with the first two numbers of the subject Dewey
rumber added. i.e. nursing is371.4261; Shakespeare is all in 822.33 5527 then work letter from a list to
nake each title unique. i.e. King Lear is 822.33 S527K(this list will be supplied in the manual);
Educationaltestsareallin3TS.l662withthecutterbeingthename ofthetestallincaps. i.e.378.1662
3ED,378.1662 PSAT.
Will local practices like these be followed?
_ Yes X No Comments: N/A
i.5.7.1 REQUIRED. All Spanish fiction books will have a 099 call number field with the call number
ill in caps.
IIC AUTHOR LAST NAME OR FIRST WORD OF TITLE 099 FIC
Aa STEVENS (LAST NAME)
)99 FIC +a THREE (FIRST WORD OF TITLE ENTRY)
_ Yes X No Comments: N/A
5.5.7.2 Spanish picture books will have the genre heading Picture books for children added. Spanish
:eaders will have a genre heading Readers @lementary).
555 7 Picture books for children. $2 lcgft 655 7
Readers (Elementary). $2 lcgft
Yes X No Comments: NiA
1.5.7.3 A Spanish language large type book will have the genre heading Large type books.
t55 7 Ltge type books. $2lcgft
- Yes X No Comments: N/A
i.5.7.4 All series will be traced in the 490 and 830 fields without using the non-filing words (4 an, the).
{.ny word or symbol in front of the series number must also be removed (i.e. remove # from in front of
he series number.) Series will be checked against the data base in order to be uniform.
190 I Espacio ; *v 24
130 0 Espacio;*v 24.
Yes X No Comments: N/A
'fiI'
G/Ln{D+yE
City of Glendale
Procurement
Solicitation Number: RFP 17'06
LIBRARY PRINT MATERIALS
AND AUTHORITY CONTROL
{,1.t.\, (}t G L.E fi I}A LE
Ilrocurcln ert t I)e1ra rirtettt
5850 \l'esr Glendale
:{vcuuoo Suite 3l ?
Clendal:, Arizona 8-i30 |
5.5.7.5 Books translated from English will have the English title included inthe240 field. They will
ilso have the 041 language field added.
Yes X No Comments: N/A
5.5.1.6 REQUIRED. Subject headings will be the Library of Congress and not Sears. Genre headings
rill be used when applicable.
Yes X No Comments: N/A
t.5.7.7 Bilingual books will have a 546 field stating what languages are included in the book and a genre
reading.
t46 Parallel text in English and Spanish.
i55 7 Bilingual books. Zlcgft.
Yes X No Comments: N/A
t.5.8.1 REQUIRED. All Spanish nonfiction will have aDewey call number inthe092 field. This will be
he call number found on the spine label. The cutter will go in subfield b with a work letter from the title.
fhe Dewey classification will be carried out to a logical break with no more than six places after the decimal.
)92 55r.2 +b C487p
_ Yes X No Comments: N/A
i.5.8.2 nnQUfnnO. Biographieswillhavethenameofthesubjectofthebookinthe09Zcallnumber
ield. This name will also go on the spine label. It is taken from the subject field.
)92 9Z+bLOPEZ, JENNIFER
_ Yes X No Comments: N/A
5.5.8.3 All series will be haced in the 490 and 830 fields without using the non-filing words (4 an, the). Any
word or symbol in front of the series number must also be removed (i.e. remove # from in front of the series
rumber.) Series will be checked against the data base in order to be uniform'
+90 1 Espacio;*v24
330 0 Espacio ;#v 24.
_ Yes X No Comments: N/A
nglwillbeLibraryofCongressandnotSears.Genreheadingswill
le used, i.e. Cookbooks.
i55 7 Cookbooks.2 lcgft
- Yes X No Comments: N/A
ffi'
).s.9.1 Are the print materials cataloged with the item in hand?
- Yes X No Comments: N/A
).5.9.2 Is the library ILS system searched to veriff fiction series?
_ Yes X No Comments: N/A
'ffr'
cLEND#J-E
tr
City of Glendale
Procurement
Solicitation Number: RFP 17-06
LIBRARY PRINT MATERIALS
AI\D AUTHORITY CONTROL
(. r'r}' oF ilt"t.NI),4 r,u
[)rocurcilrc.rt t l)epa lf nrent
5t150 Wc,st Gleudale
Avenue, Suite 317
Glcndalc. Arizona 8530 1
5.5.9.3 Is the library ILS system searched to veriff which genre heading is already being used in a series?
_ Yes X No Comments: N/A
5.5.9.4 Will we be designated a specific cataloger to our account or will we have various catalogers?
_ Yes X No Comments: N/A
t.5.9.5 Is the library ILS system searched to verify those materials to be cataloged as a series entry? For
rxample the Thirty-nine clues series?
)99 FIC +aTHIRTY-NINE
_ Yes X No Comments: N/A
5.5.9.6 Will the selection of genre for fiction come from our manualos description of the genre?
_ Yes X No Comments: N/A
5.5.9.7 Is it possible to have a large number (more then 5) series used as call
:ollection? For example:
)99 FIC #aBARBIE
)99 FIC IaDISNEY
)99 FIC #aNICKELODEON
)99 FIC +aCHOOSE
)99 FIC +a STAR WARS
)99 FIC +a STAR TREK
number in the youth fiction
6.6 AUTHORITY CONTROL
i'. ,
'AutnriiiW.cbntroipbifonnances:"' ' '' .',:1 r''-'.."" '.""i, . ,, i'- -----.----t .----: -- r'-_---.-_--::--' I ) ,'!:..; l
.l.l Can you do authority control for genre headings both GSAFD and LCGFT?
X Yes No
Comments: Yes, we do process LCGFT and GSAFD. The default is for all 655_0 and 655J $2lcsh
and655J $2lcgft to be matched against the cunent file of Library of Congress Genre/Form Terms
for Library and Archival Materials (LCGFT); the 655J $2 gsafd terms are matched against the
Guidelines on Subject Access to Individual Works of Fiction, Drama, Etc. You may request a
hierarchy for matching, such as; match specified fields first against LCGFT and if not found, then
match against GSAFD.
Legacy data may require special processing criteria. Often older records have the genre/form term
(describing what the item is) recorded in the 650 field (for what the item is about) instead of the 655
field, which is defined for genre/form. Libraries may request that any 650 field with no other alpha
subfields be matched against genre authority records. If recognized, they will be retagged as 655.
When requesting this option it is necessary to speciff if only LCGFT will be used or if GSAFD is also
used, and indicate the priority.
.l.2 Can you compare each index entry in a bibliographic record to the Library of Congress authority
ile and change entries in the bibliographic record to the correct entry
X Yes
Comments: MARCIVE authorities processing will bring the database up to date and make the access
points consistent. All name, series, uniform title and name/title access points are matched against the
LC Name authority file. Series access points receive special treatment during the match processing, so
the presence, absence, or type of numbering system does not prevent a match with the conect LCNA
authority record. Name/title access points are also specially processed so the proper matching
name/title authority record is found if available. If no name/title authority record is available, the
access point will be matched to the proper name only authority record.
Subject access points are matched against the LC Subject Heading authority file. In addition,
geographic names not available in the LCSH file are checked against the LCNA file since many
geographic names appear there but not in the LCSH file. If the bib access point is matched to an
authorized heading in the authority file, then tagging, indicators, subfielding, intemal punctuation,
spacing, and capitalization are conected to the authorizpd form.
.6.1.3 How do you provide the current correct authority records for the Polaris Authority File?
Comments: MARCIVE can provide a file ofjust those authority records which match the library's own
database. The authority records will include all information provided by the Library of Congress, will
be in MARC format, and can be loaded into any MARC-based online catalog that accepts and uses
authorities records to create cross references. We provide the library with the most current Library of
Congress authority records. Currently, the records are in a mixed format (AACR2 and RDA).
1.4 How do you handle headings that you cannot match?
Comments: Typically an unmatched heading is due to the heading never being a recognized
authorized term. MARCIVE does not delete unrecognized terms and they will remain in the
bibliographic record as is. There are essentially two ways the unmatched headings are
reported/handled.
l) We can provide an 3'Unrecognized or Invalid Terms Report." The report shows all main
access points, which did not appeax in any form on the supplementary or master LC authority
control files. The library can conduct a manual review of these headings.
D The library can opt for NewMatch Service for ongoing work. This service keeps track of all
unrecognized terms, and if Library of Congress creates an authority record for the heading,
MARCIVE adds it to the monthly batch for the continuing authority file maintenance service
(Standard Notification). If Comprehensive Notification is opted for instead, the matching of new
or previously unrecognized headings is already rolled in as it is essentially reprocessing the
bibliographic records. Please see the narrative in Exhibit A for further explanation comparing
the two ongoing record maintenance options.
No
1.5 Can you remove all genre headings that are not GSAFD or LCGFT, like BISACH fields,
Comments: MARCIVE regularly conducts global deletes as a part of this service at a customer's
request. There is an area on the customer profile (Section 4.8) where the library can notate deletes like
removing BISACH. Other common deletes are NASA, FAST, or MeSH. Also removing invalid
subfields in the 655 fields can be conducted at no extra charge.
.6.1.6 Can you add uniform resource identifiers to Library of Congress Authority Headings in
icipation of future enhancements like BIBFRAME?
X Yes No
: As libraries are hoping to transition to open environments, access points with Uniform
Identifiers (URIs) will be able to aid in search disambiguation. Resource Description Framework
calls for URIs in bibliographic records to prep for future models such as BIBFRAME. MARCIVE
add subfield zero ($0) with URIs to LC authority records to access points in the bibliographic records.
ively, we can add the LC authority conffol number in the same field. This is an optional service
at no extra cost to the librarv.
URI Access Points:
100 I $aKelly, Katy, $0(uri)http://id.loc.gov/authorities/names/n88121754 $eauthor.
I I I 2 $alnternational Congress on Cactus Pear and Cochenille$n(8th :$d2013 :$cPalermo,ltaly),
$0(uri)http://id.loc.gov/authorities/names/nb2015015752$jauthoring body.
0 $aOpuntia ficus-indica $0(uri)http://id.loc.gov/authorities/subj ects/sh88023372
$vCongresses. $0(uri)http://id.loc.gov/authorities/subjects/sh99001533
50 I $aHumorous stories. $O(wi)httpllid.loc.govlauthorities/subjects/sh85062975
1 1 $aFlorida $vFiction. $0(uri)http://id.loc.gov/authorities/subjectVsh2008l03529
0 $aActahorticulturae; $O(uri)http:llid.loc.govlauthorities/names/n42030743 $vno. 1067.
ADDENDUM(S)
EXHIBIT A
PROJECT
Bibliographic Processing
Every cataloging record is examined in light of current standards for bibliographic data, and obsolete content
designators are corrected. Having the correct designators makes records load, index, and display better in your
local automated system. Our processing includes, but is not limited to these tasks:
o Compare each indexed enhy against the national authority file and change entries in the
bibliographic record to the "correct" tetm if a former or "incorrect'o term is in the record
o Deliver reports on unmatched access points or possible errors needing human intervention to fix.
These reports are invaluable as they provide quick access to bibliographic records with
typographic and other errors that cannot be machine-corrected with processing.
o Fix encoding errors
o Correct errors in fixed fields and MARC field/subfield coding
o Check for invalid characters
o Update obsolete values in Leader
o Update obsolete values in 008 Fixed Field, including country codes and language codes' check
mf;iffil'*:Xrowno2onerd.
' Change invalid subfield designations to current value, such as $x to $v where valid.
. Move data from invalid field to valid field, such as a MARC field 523 to 500, then delete
invalid field.
Please review the document titled, "Authorities & Bibliographic Database Processing: An Overview" for more
detailed information. It can be found at this link: http://liome.marcive.com/wp-content/uploads/abib.pdf
RDA Conversion (Optional)
MARCIVE can upgrade all existing records to conform to current RDA and MARC2I standards. MARCIVE, or
any other vendor, creates hybrid records. When you do not have the piece in hand, and are relying on machine
manipulation, the bibliographic record lacks the information to create relator fields or add access points. In
addition, the changes that are made must be quite conservative.
With programming, it is possible to:
o Identify an obsolete form in an access point and replace with the new RDA form based on an LC
authority record.
o Expand existing relator codes.
o Replace certain Latin abbreviations in access points, such as/. with active.
o Spell out certain abbreviations in fields in which cataloging has been predictable, such asp. to pages in
the Publication Data field 300.
o Create 264 fields from 260 fields.
o Generate 336,337, and 338 fields based on information in fixed and variable fields.
Custom CMC Creation (Optional, Added Charge)
There is no additional charge for using our standard criteria for generating custom CMC fields. However, if you
would like us to create custom CMC fields from the library's coding of data, we can do so upon review of your
data and table (supplied by the library). There is a sample table on page 40 of the "Authorities & Bibliographic
Database Processing: A Detailed Review" document. It can be found at this link: http://horne.marcive.com/i.vp-
content/uploads/abi b.pdf
ln addition to the "Authorities & Bibliographic Database Processing: A Detailed Review, please evaluate the
"Authorities Control Profile" and corresponding guide for a complete summary of what RDA Conversion Service
(RDACS) has to offer. These can be found using the following links: http://home.rnarcive.com/wp-
contettt/ttploads/appr-cust.pdf and http://home.lnarcive.corn/rvp-content/uploads/appr-quide.pdf
Ongoing Maintenance of Records
Notification: Two Options
1) STANDARD NOTIFICATION: MAINTAINING YOURAUTHORITY FILE
At the time that the backfile processing is completed, we will maintain a copy of all authority records delivered to
the library. The Library of Congress has already made changes to the records, and we begin immediately tracking
those changes via our Authorities Notification Subscription Every month, we send a file of changed authority
records to keep the authority file completely up to date. The least expensive option is an annual subscription price
of $1,485/yr. This includes monthly replacement authority records. The $1,650/yr option includes these records
plus a report of significant changes. These charges do not increase with the size of your growing authoritv file.
NewMatch. At the time of backfile processing, there will be some records that remain unmatched; the large
majority of which an associated LC authority record does not yet exist. We keep track of these headings and
continue to match them. When LC does distribute an authority record for a previously unmatched heading, we
know you were supposed to get it and then supply it. There is no charge for NewMatchwhenyou subscribe to
Aut horiti es Notifi c ati on S emi ce.
2) COMPREHENSIVE NOTIFICATION: MAINTAINING YOUR BIBLIOGMPHIC AND AUTHORITY FILE
Comprehensive Notification Service (CNS) is a way to maintain the initial bibliographic records and authority
records that MARCIVE processed. The library sends NEW cataloging to us for processing through Overnight
Authorities Service. CNS a desirable method of maintaining records if your library's ILS does not have the
function to update the corresponding bibliographic record with the corrected access point. Sometimes the ILS has
the capability, but has trouble converting the entire string in an access point. Comprehensive Notification keeps a
copy of your bibliographic record and the authority record files. The library chooses how often to
update: Quarterly, Semi-annual or Annual. The library will receive changed bibliographic records and updated
authority records (and newly matched) to overlay into their systems. Pricing varies depending on the size of the
bibliographic file, and how often you request the update. For quote simplicity, only pricing for semi-annual
Comprehensive Notification was noted in the attached quotes. Some examples of the types of bib changes you
can expect with this service:
u U n d iffe r e nt iat e d- D iffer e nt iat e d :
Incoming bib record: 100
Changed by MARCIVE to: 100
$a Smith, John
$a Smith, John Henry, $d 1928-
In identified bib records, the access point will now match to a new authority record and the bib record will be
changed. Note: several sources are used (e.g. 670 field, VIAF record, etc.) to veriff a proper match.
_l
I
b. Partial matches thal become full-strine matches:
Incoming bib record: 100 l0 $a Colorado. $ b Division of Water Resources.
$b Dam Safety Branch.
Previously only matched 100 l0_ $a Colorado. $ b Division of Water Resources.
tol
Now changed to: 100 l0 $a Colorado. $ b Division of Water Resources.
$b Dam Safety Branch.
c. Fields thot rellect chanses in RDA
rncomingbibrecord: 600 r0 $#:,A"i.t;1ffifffi":t"fry;ltt;T.iffi1eus,$d
Becomes: 600 I $aMozart,WolfgangAmadeus, $d1756-1791. $tChoral
muslc.
$k Selections.
Incoming bib record: 600 l_ $$ aC endrars, Blaise, $d1887-1961. $t Prose works.
$l English. $k Selections
Becomes: 600 I $a a Cendrars, Blaise, $d1887-1961' $t Prose works'
$k Selections $l English.
d MeSH terms are llipped to the new faceted practice
Incoming bib record: 650 ] $a Ticks $x cytology $z West Virginia $v Case studies
Is changed by
MARCIVE to:
650 2 Ticks $x cytology
651 ] $a West Virginia
655 ] $a Case studies
Ongoing Processing: Processing of new Bibliographic Records
The library continues to catalog new receipts even as the project is progressing. After the backfile is completed,
newly created catalog records can be sent for upgrade through otx Overnight Authorities Service. A file is FTP'd
to us, we examine and upgrade it overnight, and the next day the revised bib file and associated file of any NEW
matching authority records is ready for retrieval. All records are matched against the library's "history file" of
authority records so no duplicate authority records are distributed. Also, any headings NEW to the library are
added to this history file, so the file is continually being maintained and kept entirely up to date. The library can
send new bib records as often as desired--you set the schedule; daily, monthly, quarterly, yearly. There is no
difference in price as far as how often a file is sent or how large, and there are no minimum orders. Of course, the
more often records are sent, the cleaner the catalog. Overnight Authorities Service is charged at $.06/bib record
which includes upgrade of headings plus matching authority records. Optionally, reports can be provided for free
for the first two reports, and at $.01/bib record for each subsequent report.
Reading Notes Enrichment
Reading Notes is used to match young readers with their appropriate levels. Reading Notes has two
standards: Lexile Measures and Accelerated Reader. Adding this content would connect the public library with
local schools.
Currently, patrons and reference staff must visit external sites for Accelerated Reader and Lexile measures to
locate the books that correspond to the correct reading level, then search the library catalogto see ifthe title is
available. This causes a lag in workflow for reference staff, and is inconvenient for patrons. We recommend
adding this enrichment to your records so your patrons and staffcan have another access point to find appropriate
books within your library system.
We recommend adding all of the reading standards data into your records because we find that school districts
often change their minds as to the appropriate standard. However, you can choose to have any of the following
reading value standards added to your records:
ACCELEMTED READER:
Pre-K to l2th grade students participate in Accelerated Reader progftrms in their schools. With Accelerated
Reader MARC Record Enrichment parents and students can search your online catalog for books that are part of
the Accelerated Reader program. The Readability Levet is added inthe 526 field so readers know if a selected text
matches their reading level.
LEXILE MEASURES;
The Lexile@ Framework for Reading, used primarily by schools, matches readers with books, articles and other
leveled reading resources. With Lexile@ MARC Record Enrichment parents and students ctm see the Lexile@
measure for a given book right in your online catalog. The Lexile@ measure is added in the 521 field'
f *****tr!ft{.*tt*:f t***tf *:f t******{.'t***tFtft{.tf *t+tt***tt**,t *+**:1.{<'f *t*t}:t*{.**,f *{<*:['l'********:f *t*:l'*{'+
If Reading Notes content is added to your records by MARCIVE, it is yours pennanently. When performed in
conjunction with authorities processing, two kinds of Reading Notes Enrichment can be added for only the one-
time profile fee of only $26.
***:N.t**rs!fr*****+**+*t't****,F**'Nof+++*++,F+:f***!t*{.*,}*f*'t***'1.,t******tt**tf***t}********:t******'l'
Timelines
The following timeline is a general timeline for standard projects. Custom programming, multiple tests, or other
unforeseen circumstances can change this timeframe considerably.
Prior to
Project
Prepares Data and
Staff
Library Configures load tables and prepares for halt in
changes to bib records that will be sent to
MARCIVE.
Profiling Library Completes Authority Control Profile' Ligia
Groff will be available for consultation via
phone or email.
MARCIVE Reviews profiles and contacts Library with
questions
Finalizes contracts
and purchase order
Library Notifies MARCIVE of any contractual
requirements by the University and issues a
purchase order for the Project
MARCIVE Provides any information required by the
library and accepts purchase order for
authorities processing
Week I Transfers Data Library Sends data via FTP to MARCIVE, Inc'
Instructions will be Provided'
MARCIVE Confirms receipt of database and record count
via email.
Confirmation of
Specifications
MARCIVE MARCIVE Director of Production, Denise
Thompson, reviews the profile and data, and
consults with Library Staff if there are
questions about the data or specifications.
Week I Creation of Sample MARCIVE Sample records and reports based on every
100ft record will be provided via FTP.
Includes both bibliographic and authority
records.
Weeks 2-3 Review of Sample Library Library staff loads the records and confirms
that processing has been to their specifications.
Library will also ensure that records are
loading and displaying coruectly in their
system. All questions should be directed to
Denise Thompson.
Week 3 Approval of Sample Library Sample approval form will be returned to
MARCIVE with authorized signatures. If
changes need to be made, a new sample will be
generated. This may delay the project.
within 3-5
days
Output MARCIVE Data will be output via FTP. Reports will be
provided electronically.
EXHIBIT B
COMPENSATION
METHOD AND AMOUNT OF COMPENSATION
ffir**rrYE. rNc.Summary of Costs
Glendale Publlc Llbrary
Print Only and Standard Notlfication
Descrbton
Autlnriy Pracessrag Per Recod Backlile
Dscounted unit pricg, more than 200,000 records
Includes;
1 . qeaton Of test package as p6rt ot project.
2. Preprocesslng bib recofds to update obsolete MARC contsnt designarton
3. Upgrado of namg and series hgadings to cunent prectice:
Library of Congress and/or Library Archives Canada
4. Upgrade of subiect headings to cunent practice: LCSH,
MeSH (National Library of Medicine). Canadian Subjocb, TGM
Genrs (GSAFD and LCGFT), andror Sears.
5, Matching auhority records
6. Output of bib and authorily records via FTP and CD
7. $atistical reoort
L Two reports of your choosing
9. RDA Conv€Elon, lf d.slrcd
10. Llnked Data Lhgrade8, lf dcslred
Reading N&s Proflle Fee
(adding Lg(ile and Accelerated Rsadsr to all matchos)
Authoritv Prccessino Backfle Reoorts (Ootionall
Availablo in electronic format. per bib reaord, per report
fhhd and each subsepent repot pr bib reeord
9leMgr AlubE Exbsle!
223,2W $0.026 $5,805.38 $1,000 min.
1 $26.00 $26.00
ffi
$s50.00
1?J07n016
Authorty Ndificatbn, Data, and "A" rcpoil
Authorfry Notificatbn, Data Only (ecommended)
1. Monthv provision of nedchanged ggl!9!!! records
2. Data only or data plus report of changes
3. N€flMatch: prwision of neu{ authority records for previousv
unmatched headings. Free with Notncation Ssvico subscription
Autlnrily Processing Qvernp lt Setup
Authorty Processing, Per Record Orcmigtfi*
1 . Upgrade of headings in new El!lhg[!!b!g rscords.
2. Records can be sent any time. Will be retumed oyomight.
3. No per file chargs or minimum order requirement.
4. First and second reports are free. Elecfonic onv.
fhird and each subsequeil repoft, electronic onS, per bib
$1,650,00
1 $1 385.00 $1 ,485.00 Per Year
1 $90,00
30,000 $0.06
$0'01
ffi
$90.00 One time
$l,800.00
Contact: Ligia Grofi
MARCIVE, Inc. P.O. Box 47508 San Antonio, TX 78265
80063 1-7678 lgroff@marcive.com
ffiro*rrv.. rNc.
Authoritv Prccessino Backfile Reoorts (futional)
Available In elgcfonic format, per bib record, per rgport
Third and each subsequeirt rcpoq per bib record
Summary of Costs
Glendale Publlc Llbrary
All Records and Standard Notlflcatlon
$26.00
| $350.00
D*crloton etrul&tAfilnrty Processing, Per Record Bacffiile 351,204
Erscountod unit prics. moro han 200,000 records
lncludes:
1 . Oeation ot test package as part of project.
2. Preprocessing bib rgcords to update obsoleto MARC contsnt designation.
3. Upgrade of name and series headings to cunent practice:
Library ot Congress andor Library Archives Canada
4. Upgrade of subject headings to cunont practice: LCSH,
MgSH {National Library of Medicine), Canadian Subjects, TGM
Genre (GSAFD and LCGFT), and/or Sears.
5. Matching auftority records
6. Output of bib and authority records via FTP and CD
7. Satistical reDon
8. Two rsports ol your choosing
9, RDA Conv€tElon, lf deslred
10. Unkcd D{a l,hgradcs, lf d.8lr.d
(adding Lexile and Accelerat€d Reader to all metches)
llgfr_plbg Exbnded
$0.026 $S,131.30 $1,000 min.
$26.00
1407t2016
Atthorty Notifrcation, Data, and 14'rcpoft
Authorily Notifrcatbn, Data Only (recomnended)
1 . Monthv provision of neyr/changed g!!9l!g records
2. Data only or data plus r€port of ch€nges
3. NewMatch: pro/ision of new authority records tor previousV
unmatched headings. Free with Nobficatlon Servico subscription.
Otlop.hto Autlnrifir Serulces: Ovemioht Authoritv Processlno
Attthorlty Processing Ovamig ht Setup
Authorfry Processrhg, Per Record @emight*
1 . Upgrade of hoadings in new llbllggllEhlg records.
2. Records can be sent any time. Will be rstumed o/emight.
3. No per file charge or minimum order requirement.
4. Fict and sscond reports are free. Electonic onv.
Thfud and each subsegueil repo$ electronic only, per bib
$1,650.00.l $1,485.00 $1,485.00 PerYear
$90.00 $90.00 Ore time
$0.06 $1,800.00
$0.01
I
30,000
Contact Ligia Grofi
MARCIVE, lnc. P.O. Box 47508 San Antonio, TX 78265
800-53 1 -7678 lgrofi@marcive.com
ffi**rr*E* rNc.Summary of Costs
Glendale Publlc Llbrary
Prlnt Only and Gomprehenslve Notlflcatlon: Seml"Annual
Dcsctblee,
Afihorty Processing, Per Record BacMile
Dscountsd unit price, mors fian 200,001 rscords
lncludes:
1. Gsa8on of test packags as pan of poect.
2. Pieprocessing bib recordsto updato obsolete MARC content designation
3. Upgrade of name and series headings to curent practicel
Library of Congress and/or Library Archives C€nada
4. Upgrade of subjsct hsadings to cunent practice: LCSH.
MeSH (National Libr8ry of Medicine), Canadian Subjects. TGM
Genre (GSAFD and LCGFT), and/or Sears.
5. Matching auhority rocords
6. Output of bib and authority records via FTP and CD
7. Satistical rooort
8. Two reports of your choosing
9. RDA Convcrsion, if dcsircd
10, Unkod Dai. LFgradca, It dcslrcd
Reading Ndes Prdile Fep
(adding Lexile and Accslsrated Reador to all matchss)
Authoritv Processin o Backfi le Reoorts (Ootion al)
Available in elecfonic format, per bib record, per roport
Third and each subsequeil repott per bh rdcord
Qgla!&tt tlsj,-elbe Egbsde!
223,2u $0.026 $s,805.38 $1,000 min.
$26.00 $26.00
r $350.00
12n7n016
Comprehensive Authorily Notifbatbn, Seml-Annml I $2,350.00
Pricing Based on 200,001-500.000 Bibliographic Records
1 . Semi-Annual prwision of nedchanged lllliggEphlg,and gglbglg records
2. Library can choose to r€celve updates quanorv or annually inst6ad. but the subscription cost will vary.
Onoolnq Authorftv Servhes: Ovemfuht Authorftv Processind
$2,350.00 Per year
$90.00 orre time
$1,800.00
Authorty Processing OwmB lil Setup
Authorty Processing, Per Record @remight"
1 . Upgrad€ of headings in now EllllgtgpElg records.
2. Records can be sent snytime. Will b9 returned ovemight.
3. No ppr file charge or minimum order requirement.
4. Flrst and socond reports aro free, Electronic only.
Third and each suhsequeil repoil, electronic onfi, pr bih
I $90.00
30,000 $0.06
Contact: Ligia Grofi
MARCIVE, tnc. P.O. Box 47508 San Antonio, TX 78265
800-53 1-7678 lgroff@marcive.com
ffir**rrvE* r*c.Summary of Costs
Glendale Publlc Llbrary
Records and Comprehenslve Notlfi catlon : Semi-AnnualAtl
Descrlotlon
Adhorily Processrhg Fer Record fucffiile
Dscounted unit pricE, more than 200,001 rEcords
Includes:
1 . Ogation of test package as part of project.
2. Preprocessing bib records to update obsoloto MARC content designation
3. Upgrade of name and series headings to cunent practice:
Library of Congross andlor Library Archives Canada
4. Upgrade ot subjod fieadings to cunent practicet LCSH,
MeSH (National Library of Medicine), C€nadian Subjects, TcM
Genro (GSAFD and LCGFT), and/or Sears.
5. Matching autlroriry rscords
6. Output of bib and authority records via FTP and CD
7. Satistical report
8. Two reporc of your choosing
9. RDA Convrrrlon, lf &slrcd
10, Linkod Dlta thgradGs, if d.sir.d
Readrng l{ofas Prdile Foe
(adding Lexile and Accelarated Reader to 6ll matches!
Authoritv Processlno Backfle Reoorts (Ootional)
Available in elgctronic tormat, per bib rocord, per rsport
Thid and each subseqref. repoil" per bb record
Qgia4tt! A&-elbe Exteg4leg
351,204 $0.026 $9;131.30 $1,000 min.
1 $26.00 $26.00
I 350.00
Onqp.hw Authoiltu SeMlces: Annual Cnmprehens lve Notifbatlon Suhscrlotbn
2. Library can choose to receive updates quartorv or annually instead, but the subscriplion cosl v{ill vary.
Onoo.lna Authorltv Services: &remb,ht Autltprttv Processlno
Comprehensfue Authorty Ndificatbn, Semi-Annual
Ricing Elased on 200,001-500,000 Bibliographic Records
1 . Sem i-Annual provis lon of n ewchan ged !l!l!ggg3p!lg snd zubgdg rec ords
Authorty Processing Overn$ht Sdup
Adtnrily Processing, Per Record hremight*
1 . Upgrarle of headings in naw bl!tl9g[gph!9 r€cords.
2. Records can be sent any tims. Will be retumed overnight.
3. No per file charge or minimum order requiremont.
4. First and second reporb ar€ troe. Eloctronic onV.
Third and each subsequent rcpoft, eledronic onty, pr bib
I $2,350.00 $2,350.00 Per Year
$90.00 $90.00 orte time
$0.06 $1,800.00
$0.01
1
30,000
Contact: Ligia Grofi
MARCIVE, lnc. P.O. Box 47508 San Antonio, TX 78285
80063 1 -7678 lgroff@marcive.com
12J07n016
SUMBISSION REQUIREMENTS
CAPABILITY OF FIRM'S EXPERIENCE, PROGMMS AND REFERENCES
Describe the overall experience and qualifications of the firm.
MARCIVE offers libraries the benefit of its wide perspective on library automation through a number of
bibliographic processing products and services. The company has earned a sterling reputation for the
authority control and cleanup of a particular database, the US Govemment Printing Office (GPO)
cataloging files. This special project in which MARCIVE worked with librarians from Rice University,
Texas A & M University, and Louisiana State University resulted in the most authoritative and accurate
database of GPO cataloging records with matching authority records. Much of the company's specialized
authority and database processing software was called upon or developed to aid in the rigorous examination
ofthose records.
Resulting services include: retrospective extraction from the MARCIVE Enhanced GPO Database, Ongoing
GPO Service, Documents Without Shelves, and Shipping List Service. The enhanced database is also the
foundation of the invaluable reference product, MarciveWeb DOCS, which includes cross references
generated through MARCIVE authorities processing. Today, we are a sub-contractor for GPO, supplying
depository libraries with quality cataloging records matching their receipts.
Authority control is an integral part of the array of bibliographic services the company offers.
Retrospective Conversion from shelflist cards or other formats is complete only when every name and
subject heading has been examined for conformity to current practice in the library's choice of scheme (LC
and LC Children's, MeSH, or Sears). Similarly, the MARCIVE Brief Record Upgrade service uses a wide
range of tools to locate the best possible bibliographic record and then upgrade the headings with authority
control. Our newest capabilities include our RDA Conversion Service (RDACS).
MARCIVE provides a cataloging database on the web accessible through MarciveWeb SELECT. Using
this service, customers obtaining MARC records can be profiled to receive matching authority records
automatically through Demand! Authorities.
Every library's project is different. That is why MARCIVE has developed so many tools to augment its
essential authorities processing capabilities, such as superior Database Processing, Reclassification, Item
Building, and Smart Barcode Label Production. With changes in cataloging rules and policies, our
programs have been fine-tuned and made stronger. With the implementation of RDA, we have been
working with libraries and their individual needs.
Libraries that use us solely for authority processing services are familiar with our backfile authorities
processing, Authorities Notification Services, Overnight Authorities Service and NewMatch. Another
option is MARC Record Enrichment Service, which provides enhancements such as Table of Contents data
to a library's bibliographic records. Further enrichment is available with Reading Notes data such as
Lexile, Accelerated Reader, and Reading Counts.
All of this work has insured MARCIVE's place in the library community as a solid, dependable producer of
innovative bibliographic products and services. Just a few of the many prestigious public library
institutions that have chosen our services include HALAN (Houston Area Libraries), Buffalo and Erie
County Public Library, Mid-Continent Public Library, SWAN (System Wide Automated Network)
Services, and Kansas City Public Library. We work with libraries of all types, and some prestigious
academic libraries include: University of California at Berkeley, Auburn University, University of
Virginia" and Vanderbilt University. Existing and past customers are the best source of information about
the company's business practices, personalized attention to their accounts, excellent customer service, and
the benefits that their patrons received as a result of MARCIVE processing.
As part of its commitment to the library community, MARCIVE participates in many library conferences
such as the American Library Association, Association of College and Research Libraries, Public Library
Association, and automated library system user group meetings such as the SirsiDynix COSUGI
Conference, Innovative Interface's IUG and Ex Libris' ELUNA. Representatives are available in the
exhibit hall and at meetings to provide information about new capabilities and recent projects.
We have several librarians on our staff, and our Cataloging and Authorities Librarian Mary Mastraccio is
heavily involved in national cataloging and technical services groups. In order to keep current with library
trends and inlluence those trends, Mary is a Member of American Library Association, Beta Phi Mu, Pi
Lambda Sigma Chapter at SU, Bexar Library Association, as well as a frequent poster on the AUTOCAT
discussion list. She is a past chair of ACIG (ALA Authority Control Interest Group) the Cataloging and
Metadata Management Section (formerly the Cataloging and Classification Section).
One of Mary's responsibilities is to provide and oversee limited manual review on authorities projects. She
is involved in MARCIVE's contributions to NACO through the Texas Funnel. She and other staff
participate in the development of standards through participation in related discussion lists (RDA-L, FRBR,
MARC, AUTOCAT) and ALA divisions and programs.
Describe the offeror's resources, capabilities and the number of years in business.
MARCIVE, Inc. has a long standing and excellent reputation in the library community for fast response
tumaround time. We have an in-house standard of responding within I business day. MARCIVE, Inc. is a
company that has specialized in MARC bibliographic and authorities processing for libraries since its
incorporation in 1981. The principals and employees of the company have been involved in library automation
even longer, coming to MARCIVE from a variety of academic, special, and public libraries, and automation
companies. We have provided libraries with quality services for over thirty years. During that time we have
kept the same name, have had the same owners, and have had many of the same staff, a rarity in the world of
library automation!
A privately held company incorporated in the state of Texas, MARCIVE employs 22 permanent staffmembers
and additional staff as workload dictates. MARCIVE is open 8am-5pm CST, Monday through Friday.
Customer service is available during these hours at our toll-free number: l-800-531-7678.
Include information that documents successful and reliable experience in past performances, especially
those performances related and similar in nq.turetotherequirementsofthisRFP. Similarexperienceina
public sector environment is desirable.
Dov'ney City Libra4,
I l12l Brookshire Avenue
Downey CA9024l
Contact: Andrew Despres, Technical Services Librarian
Phone: 562-904-7367
E-mail : ADESPRES@downeyca.org
System: Polaris Library Systems
Description: Data Remediation including RDA conversion on 100,005 bibliographic records completed
June 2016 for a Polaris ILS. Also received Lexile and Accelerated Reader Enhancements with the
project.
Ft. Betd Counft Libraries
l00l GolfuiewDrive
Richmond TX77469
Contact: Mai Nguyeq Support Services Manager
Phone: 281-341-2633
E-mail: mnguyen@fortbend.lib.tx.us
System: Polaris Library Systems
Description: Authorities processing and RDA conversion on 57,987 records completed August 2014 for a
Polaris System. They also subscribed to Standard Notification with NewMatch and Ovemight
Authorities.
Ft. Worth Public Library
500 W 3rd Street
Ft. Worth TX76l02
Contact: Beth Walters, Cataloging Manager
Phone: 817-392-7732
E-mail: beth.walters@fortworthgov.org
System: Polaris Library Systems
Description: Annual contract to process 254,000 bibliographic records with authorities processing and
RDA conversion beginning in the year 2016. The first batch was 65,000 bibliographic records. Out of
the 65,000 records 5,474 were enhanced with Accelerated Reader and 4,621were enhanced with Lexile.
Lebanon Public Library
l0l South Broadway St
Lebanon OH 45036
Contact: Jan Berger, IT Coordinator
Phone: 513-932-2665
E-mail : j anberger@lebanonlibrary.org
System: Polaris Library Systems
Description: Authorities processing with RDA conversion on 105,789 bibliographic records for a Polaris
system completed May 2016. They opted to receive Lexile and Accelerated Reader enhancements and
subscribe to Notification and Overnight Authorities.
Hat'ford County Public Library
l22l-A Brass Mill Road
Belcamp MD 21017
Contact: Loretta Staal, Assistant Manager Technical Services
Phone: 410-27 3 -560 | X2227
E-mail : staal@hcplonline.org
System: Polaris Library Systems
Description: Backfile authorities processing on 198,179 records from a Polaris system, completed
September 2015. Included Lexile and Accelerated Reader enrichment. Subscribes to Standard
Notification Service with NewMatch and sends new bib records for processing through Overnight
Authorities Service.
Provide 3 letters of reference from companies for whom the Contractor has provided similar products/services
in the last 12 months. Also include compony name, address, phone number, contract person, a description
of the products/services provided with a description of any major variation to the requirements of this
proposal.
MARCIVE will be happy to provide formal letters of recommendation upon request after receiving the
award for this work.
CAPABILITY OF FIRM TO PROVIDE ORDERING, CATALOGING AND OTHER SERVICES
Provide names and resumes of key personnel to be assigned to this project.
Principal Officers:
President: RobertFleming
Senior Vice President: Cynthia Fleming
Chief Operating Officer: Scott Fleming
Assistant Vice President: Kristina Fleming
Project Lead: Ligia Groff, Marketing Representative
Ligia joined Marcive, Inc in 2013. She holds a MLS from the University of North Texas. She will
respond to bid questions, help with profile completion, review the specifications, create quotes, and answer
questions regarding the initiation ofthe project.
Technical kad: Denise Thompson, Director of Production
Denise is responsible for database manipulation and customer support, and has provided the essential link
between specifications and results for 30 years, coming to MARCIVE from Trinity University. Ms.
Thompson would be responsible for day-to-day management of the library's project. She will accept the
data, review the specifications, create the test files, perform all required processingo and would respond to
all technical questions concerning the entire project.
Secondary Technical Lead: Mary Mastraccio, MLS, Cataloging and Authorities Manager
Mary has been dedicated to MARCIVE's authorities and cataloging services since 2001. Transitions to
RDA and a new Bibliographic Framework are a significant part of her work as Cataloging & Authorities
Manager at MARCIVE. She is active in local and national library associations including currently serving
on LC and ALA committees: the LC Genre/Form Implementation Subcommittee, the LCGFT Literature
Project Working Group, the LCGFT General Terms Working Group, the PCC Task Group on the Creation
and Function of Name Authorities in a Non-MARC Environment, and Cataloging and Metadata
Management Section (CaMMS) Nomination Committee Chair. Mary is also aNACO contributor.
Submit the same informationfor all support personnel doing this work.
Mary Mastraccio and Denise Thompson will serve as the points of contact for the libraries during the
backfile project and for any ongoing maintenance. Denise Thompson will be your main point of contact
for technical questions once the conffact is awarded.
Average turnover rates of staff provided to current cltstomers should be included.
The average MARCIVE employee has been with the company for 20 years. The library's main contact,
Denise Thompson, Director of Production, has been with the company since 1983 (33 years).
Identify any outside firms needed to complete the scope of work.
No outside firms will needed to complete the scope of work.
Describe the processes qnd capabilities ofyour firm's online ordering system.
MARCIVE does not provide an online ordering system.
Explain how your online electronic system will interface with the Library's Polaris system. Include reports
information and how they are produced, as well as any sample reports as requested within the Scope of Work.
This is not applicable to the service MARCIVE will provide.
INVENTORY AND AvArlaelr.rry $,.ii&QtrEs$rOWS EErOW.d'FFlNOr}l$Fpbtc$BlE';S :MARCIVE
Provide list of publishers and imprints available for purchose with a fill rate of 850/o or better;
Provide list of printformats availablefor purchase with afiII rate of B5o/o or better;
Provide list of Spanish publishers for purchase; and
Describe inventory system including online inventory site and worehouse assignments.
SOLICITATION ADDEI\DTJM
CITY OF GLENDALE
lVletcrials Mana gement
5850 W" Glendale .Avenue
Suitc 317
Glendsle, AZ 85301
Phone: (623) 930-2865
Solicitation Number: RFP 17'06 Addendum #1 Page I of 1
Solicitation Due Date: January 1I.2017.2:00 p.m. (LocalTime)
Rf,'P 17.06
LIBRARY PRINT MATERIALS AND AUTIIORITY CONTROL
The following revision has been made to Request for Proposals No. 17-06;
Page 41
6.5 CATALOGING
6.5.1 Glendale Public conforms to national standards. The Cataloging Deparbnent follows
Library of Congress practice, Resource Description
and Access (RDA) and the Library of Congress interpretations of AACR2.
The balance of the sp€cifications and instructions remain the same. The Offeror must acknowledge
receipt and acceptance of this addendum by returning the entire addendum with the proposal submittal.
Name of Company:
Address:
Authorized Signature:
Print Name and Title:
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