Project Information

Bid Title

Library Materials, Collection Development Services, Shelf-Ready Cataloging and Processing

Issuing Agency

San Mateo County Libraries

Location

California

Published Date

May 4, 2026

Closing Date

May 25, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Library Materials, Collection Development Services, Shelf-Ready Cataloging and Processing

Attachment Preview

San Mateo County Libraries

REQUEST FOR PROPOSALS

FOR

For Library Materials, Collection Development Services, Shelf

and Processing

-Ready Cataloging

Release date: May 4 , 2026

Responses due : May 25, 2026 by 5:00 p.m (Pacific time)

1

SAN MATEO COUNTY LIBRARIES

REQUEST FOR PROPOSALS

For Library Materials, Collection Development Services, Shelf

and Processing

-Ready Cataloging

Contents

Statement of Intent ................................ ................................ ................................ ................................ . 4

Nature of Services Required ................................ ................................ ................................ .................... 4

Material Types ................................ ................................ ................................ ................................ ...... 4

Budget ................................ ................................ ................................ ................................ ................. 5

Ordering and Collection Development ................................ ................................ ................................ . 5

Delivery ................................ ................................ ................................ ................................ ................ 5

Invoices, Packing Slips and Status Reports

................................ ................................ ........................... 6

Customer Support ................................ ................................ ................................ ................................ 6

Cataloging and Processing ................................ ................................ ................................ ................... 6

Other Background ................................ ................................ ................................ ................................ ... 7

Request for Proposals Schedule of Events ................................ ................................ ............................... 7

Contract Duration ................................ ................................ ................................ ................................ .... 8

Submitting a Project Proposal ................................ ................................ ................................ ................. 8

Communication Regarding the RFP ................................ ................................ ................................ ......... 9

Contract Award Not Guaranteed ................................ ................................ ................................ ............. 9

Public Records Act ................................ ................................ ................................ ................................ ... 9

Proposal Evaluation ................................ ................................ ................................ ............................... 10

Notice to Proposers ................................ ................................ ................................ ............................... 11

Protest Process ................................ ................................ ................................ ................................ ...... 12

Administrative Requirements ................................ ................................ ................................ ................. 12

Proposal Submission Requirements ................................ ................................ ................................ ....... 12

Section 1 Proposer Qualifications and Experience: ................................ ................................ .......... 13

2

Section 2 Specific Approach ................................ ................................ ................................ ............ 13

Section 3 Cost to the Library JPA for Primary Services:

................................ ................................ .. 26

Section 4 References: ................................ ................................ ................................ ..................... 28

Section 5 Claims and Violations Against Your Organization:

................................ .......................... 28

Section 6 Statement of Compliance with Library Contractual Requirements:

................................ . 28

Attachment A – Sample Agreement ................................ ................................ ................................ .......... 30

3

Statement of Intent

San Mateo County Libraries Joint Powers Authority (“Library JPA” or “Library” or “San Mateo County

Libraries” ) seeks proposals from qualified firms in response to this Request for Proposals for

Quotation

(RF P ) for Blanket Purchase Order (P.O.) of library materials, with customized collection development

services, shelf -ready cataloging and materials processing.

Vendors s hould submit proposals to supply the Library with print books (Monographs,

Serials/Continuations) , audiovisual materials (CDs, DVDs, video games, and Audiobooks) , and/or other

library materials discounted from the publisher’s invoice price when the invoice price is lower than the list

price. Quoted price must include deliver y F.O.B., San Mateo, California, USA. Invoice must reflect sales tax

rate applicable to unincorporated San Mateo County.

Invoices will be sent either by mail or email to :

San Mateo County Libraries

125 Lessingia Ct.

San Mateo, CA 94402 -4065

access@smcl.org

The anticipate d contract term will be f rom July 1, 20 26 through June 30 , 20 27, the Library having the

option to extend for two renewal term s of one year each (i.e., for an additional two years in total).

Nature of Services Required

San Mateo County Libraries seeks proposals to meet the scope of services

and deliverables listed below ,

which include provid ing print books and audiovisual materials in response to Blanket Purchase

Orders

(P.O.s), along with customized collection development services. Although the Library may request shelf

-

ready cataloging and materials processing

as part of the overall scope of services, the ability to provide

these services is not a condition of eligibility and will not disqualify vendors from submitting a proposal.

Material Types

Vendors will supply the Library with the following library material types for juvenile, teen and adult

audiences:

• Print books (Monographs and Serials/Continuations)

4

• Print Standing Orders

• World Language books

• Audiobooks/Books on CD

• CDs

• DVDs

• Video Games

Budget

Based on previous years’ usage and the current budget, the Library projects allocating up to the following

amounts between July 1, 20 26 and June 30 , 20 27:

• $600,000 for Adult Print (Monographs)

• $185,000 for Adult Print (Serials/Continuations)

• $850,000 for Juvenile Print (Monographs)

• $150,000 for Audiovisual materials (CDs, DVDs, Video Games and Audiobooks)

San Mateo County Libraries is not obligated to purchase any specified quantity.

Ordering and Collection Development

• The Vendor will provide high ‑quality customer service with a wide inventory, including a robust

and diverse selection, streamlined ordering access, and timely delivery of materials to the Library

in accordance with the specifications outlined in Provision A (Vendor Services).

• Additionally, the Vendor will work with Library to provide customized lists of materials for Library

consideration included in Provision B (Collection Development).

• The Vendor will provide unlimited logins and multiple account access to a selection and ordering

platform based on service specifications to be determined by the Library. If the logins and account

access are limited, Vendor will identify and provide the Library with the maximum number allowed.

• The Library may submit multiple Purchase Orders (with multiple titles) on a daily or weekly basis.

Orders will be transmitted electronically (EDIFACT if applicable).

Delivery

• The Vendor is expected to ship in -stock items within 48 hours of order submittal

cataloging and/or processing is necessary

.

when no

5

Commodity Codes

• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 519120Libraries and Archives
• NAICS 541511Custom Computer Programming Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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