RFP #26-34-LB PUBLIC LIBRARY MATERIALS AND PROCESSING SERVICES

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	518210 - Data Processing, Hosting, and Related Services 519120 - Libraries and Archives 541990 - All Other Professional, Scientific, and Technical Services
Posted Date:	Mar 30, 2026
Due Date:	May 1, 2026
Solicitation No:	600RFP #26-34-LB
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Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Solicitation Number:	600RFP #26-34-LB
Project Title:	RFP #26-34-LB PUBLIC LIBRARY MATERIALS AND PROCESSING SERVICES
Description:	RFP #26-34-LB PUBLIC LIBRARY MATERIALS AND PROCESSING SERVICES
Opening Date:	5/1/2026 2:00 PM
Posted Date:	3/30/2026
Status:	Open
Department:	COUNTY OF CUMBERLAND


Solicitation Number * 600RFP #26-34-LB	Department COUNTY OF CUMBERLAND	Status Reason Open
Opening Date 2026-05-01T14:00:00.0000000	Posted Date * 2026-03-30T13:17:13.0000000Z	Primary Commodity Code Printed publications
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Jessica Hullender
Description RFP #26-34-LB PUBLIC LIBRARY MATERIALS AND PROCESSING SERVICES

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LIBRARY

REQUEST FOR PROPOSALS #26-34-LB

PUBLIC LIBRARY MATERIALS AND PROCESSING SERVICES

Date of Issue: March 30, 2026

Questions Due Date: Monday, April 20, 2026 at 12:00 PM

Pr Due Date: Friday, May 1, 2026 at 2:00 PM

Direct all inquiries concerning this RFP to:

Sophia Pate

Purchasing Manager

Email: CumberlandPurchasing@cumberlandcountync.gov

Phone: 910-678-7743

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued

hereto.

Table of Contents

1.0 PURPOSE AND BACKGROUND .......................................................................................................... 3

2.0 PROPOSAL INSTRUCTIONS & REQUIREMENTS.......................................................................... 3

2.1 REQUEST FOR PROPOSALS DOCUMENT ..................................................................................... 3

2.2 PROPOSAL SUBMITTAL..................................................................................................................... 3

2.3 PROPOSAL QUESTIONS ..................................................................................................................... 4

2.4 RFP TERMS & CONDITIONS ............................................................................................................. 4

3.0 NOTICES TO VENDOR .......................................................................................................................... 5

3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY ................................................. 5

3.2 PROPOSAL COMPLIANCE ................................................................................................................. 5

3.3 PROPOSAL EVALUATION PROCESS .............................................................................................. 6

3.4 EVALUATION CRITERIA ................................................................................................................... 6

3.5 METHOD OF AWARD .......................................................................................................................... 7

4.0 SCOPE OF WORK & VENDOR’S PROPOSAL CONTENT REQUIREMENTS............................ 7

4.1 SCOPE OF WORK ................................................................................................................................. 7

A. SERVICE REQUIREMENTS ........................................................................................................................ 7

B. PRODUCT SPECIFICATIONS ..................................................................................................................... 9

4.2 VENDOR’S PROPOSAL REQUIREMENTS .................................................................................... 10

A. PRICE OF MATERIALS ............................................................................................................................. 10

B. ORDER FULFILLMENT ............................................................................................................................. 10

C. CATALOGING/PROCESSING................................................................................................................... 11

D. CUSTOMER SERVICE................................................................................................................................ 11

E. ELECTRONIC ORDERING SYSTEM ...................................................................................................... 12

F. ADDITIONAL CRITERIA........................................................................................................................... 12

G. REFERENCES............................................................................................................................................... 13

5.0 CONTRACT TERMS AND CONDITIONS......................................................................................... 13

5.1 IRAN DIVESTMENT ACT .................................................................................................................. 13

5.2 E-VERIFY .............................................................................................................................................. 13

5.3 DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL ............................................... 13

5.4 CONTRACT CHANGES ...................................................................................................................... 13

5.5 CONTRACT TERM.............................................................................................................................. 13

5.6 PRICING ................................................................................................................................................ 13

5.7 ADDITIONAL QUANTITIES ............................................................................................................. 14

5.8 INVOICES.............................................................................................................................................. 14

Page 1 of 22

Proposal Number: RFP #26-34-LB Public Library Materials and Processing Services

5.9 PAYMENT TERMS .............................................................................................................................. 14

5.10 APPROPRIATION OF FUNDS ........................................................................................................... 14

5.11 FINANCIAL STABILITY .................................................................................................................... 14

5.12 INSURANCE: ........................................................................................................................................ 14

5.13 GENERAL INDEMNITY ..................................................................................................................... 14

5.14 ENTIRE CONTRACT .......................................................................................................................... 15

5.15 CONTRACT CANCELLATION ......................................................................................................... 15

5.16 LAWS AND ORDINANCES ................................................................................................................ 15

5.17 COMPLIANCE WITH LAWS............................................................................................................. 15

5.18 LIQUIDATED DAMAGES .................................................................................................................. 15

5.19 CONTRACTOR REPRESENTATIONS ............................................................................................ 15

ATTACHMENT A: INSTRUCTIONS TO VENDORS .................................................................................. 17

ATTACHMENT B: EXECUTION OF PROPOSAL...................................................................................... 19

ATTACHMENT C: CERTIFICATION OF FINANCIAL CONDITION..................................................... 20

ATTACHMENT D: PROPOSAL COST ......................................................................................................... 21

ATTACHMENT E: STANDING BOOK TITLES ......................................................................................... 23

ATTACHMENT F: PAPERBACK STANDING ORDER AND SERIES TITLES..................................... 26

Page 2 of 22

Proposal Number: RFP #26-34-LB Public Library Materials and Processing Services

1.0 PURPOSE AND BACKGROUND

The Cumberland County Public Library (CCPL) requests proposals from qualified vendors for the supply of library

books, DVDs and audio books.

The total number of items added for the fiscal year 2025 (July 1, 2024 – June 30, 2025) equaled approximately 44,500

of which 41,000 were books and 3,500 were audiovisual materials. We currently catalog and process all audiovisual

materials in-house and approximately 75% of our books are cataloged and processed by the vendor.

CCPL currently uses the Evergreen Integrated Library System (ILS) version 3.15.5 and has fully implemented

Evergreen’s Acquisitions module, including electronic ordering and invoicing using Electronic Data Interchange (EDI)

standards.

In order to obtain the widest range of services, vendors will be given an opportunity to bid on all or part of the RFP.

Vendors may bid on each category, more than one category, or all categories as described.

The Library seeks to enter into a one-year agreement beginning July 1, 2026, with the option to renew for two additional

one-year terms. The Library may opt to designate Primary and Secondary vendors for each category (Books/AV) with

Primary vendor receiving approximately 85-90% of the amount covered by this bid.

2.0 PROPOSAL INSTRUCTIONS & REQUIREMENTS

2.1 REQUEST FOR PROPOSALS DOCUMENT

The RFP is comprised of the base RFP document, any attachments, and any addenda released before contract award. All

attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

By submitting a proposal, the vendor agrees to meet all stated requirements in this section as well as any other

specifications, requirements and terms and conditions stated in this RFP. If a vendor is unclear about a requirement or

specification or believes a change to a requirement would allow for the County to receive a better proposal, the vendor

is urged and cautioned to submit these items in the form of a question during the question and answer period in

accordance with Section 2.3.

Vendors shall populate all attachments of this RFP that require the vendor to provide information and include an

authorized signature where requested. Failure to include required documents and/or signatures, where requested, will

result in rejection of submitted proposals.

2.2 PROPOSAL SUBMITTAL

Proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received

at the address indicated in the table below.

Mailing address for delivery of proposal

via US Postal Service

PROPOSAL TITLE:

RFP #26-34-LB Public Library Materials and

Processing Services

Office address of delivery by any other method

(special delivery, overnight, or any other carrier)

PROPOSAL TITLE:

RFP #26-34-LB Public Library Materials and

Processing Services

Cumberland County Purchasing Office

Attn: Sophia Pate

PO Box 1829

Fayetteville, NC 28302

Cumberland County Purchasing Office

Attn: Sophia Pate

117 Dick Street

4th Floor, Room 451

Fayetteville, NC 28301

Page 3 of 22

Proposal Number: RFP #26-34-LB Public Library Materials and Processing Services

IMPORTANT NOTE: All proposals shall be physically delivered to the office address listed above on or before 2:00

PM as per the clock in the Purchasing Office of the Finance Department on Friday, May 1, 2026 regardless of the

method of delivery. All risk of late arrival due to unanticipated delay—whether delivered by hand, U.S. Postal Service,

courier or other delivery service is entirely on the vendor. It is the sole responsibility of the vendor to have the proposal

to the County department specified by the specified time and date of opening. Any proposal received after the proposal

submission deadline will be rejected. Public bid opening will be held at 2:00 PM, as per the clock in the Purchasing

Office of the Finance Department on Friday, May 1, 2026, at 117 Dick Street, 4th Floor, Room 451, Fayetteville, NC

28301.

a) Submit one (1) signed, original executed proposal response, one (1) photocopy, and one (1) electronic copy on a

flash drive.

b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number;

and (3) the due date. Address the package(s) for delivery as shown in the table above. Proposals will be subject to

rejection unless submitted with the information above included on the outside of the sealed proposal package.

c) The electronic copy of your proposal must be provided on a flash drive. The files shall NOT be password protected,

shall be in .PDF or .XLS format, and shall be capable of being copied to other media including readable in Microsoft

Word and/or Microsoft Excel.

All bid addendums and/or corrections will be posted on the Cumberland County Vendor Self Service site

https://ccmunis.co.cumberland.nc.us/vss/Vendors/VBids/Default.aspx . Vendors who submit a notice of intent to bid to

Cumberlandpurchasing@cumberlandcountync.gov will receive addendums by email.

2.3 PROPOSAL QUESTIONS

Written questions shall be e-mailed to Cumberlandpurchasing@cumberlandcountync.gov by 12:00 PM on Monday,

April 20, 2026. Vendors should enter “RFP #26-34-LB Public Library Materials and Processing Services: Questions”

as the subject for the e-mail. Questions will not be answered by phone. Question submittals should include a reference

to the applicable RFP section.

Questions received prior to the submission deadline date, the County’s response, and any additional terms deemed

necessary by the County will be posted in the form of an addendum to the Cumberland County Vendor Self Service Site,

https://ccmunis.co.cumberland.nc.us/vss/Vendors/default.aspx and shall become an Addendum to this RFP.

Vendors who submit an intent to bid will receive addendums by e-mail. Vendors shall rely only on written material

contained in an Addendum to this RFP. Vendors should not contact any other County employees, besides those

listed above, during the bid process. Vendors who contact any other County employees may be disqualified.

Any questions considered minute in nature or that point to an error in the RFP or that the County determines will produce

information required in order for all vendors to submit a responsible proposal, may be answered at the County’s

discretion after the specified date and time. Such questions that are received after the deadline are not guaranteed to be

answered and if the questions qualify as “minute in nature” shall be determined at the sole discretion of the County.

2.4 RFP TERMS & CONDITIONS

It shall be the vendor’s responsibility to read the instructions, the County’s terms and conditions, all relevant exhibits

and attachments, and any other components made a part of this RFP, and comply with all requirements and specifications

herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued

in connection with this RFP.

Questions, issues, or exceptions regarding any term, condition, or other component within this RFP, must be submitted

as questions in accordance with the instructions in Section 2.3 PROPOSAL QUESTIONS. Vendor’s proposal shall

constitute a firm offer.

Page 4 of 22

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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RFP #26-34-LB PUBLIC LIBRARY MATERIALS AND PROCESSING SERVICES

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