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Library Books and Related Materials

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Bid Information

Bid Alert No: 00000543977

Bid Title: Library Books and Related Materials

Agency Bid No. Title: 4354A6

Received Date: 04/14/2016

Close Date: 04/19/2016

Purchase Type: 36 months

Delivery Point: Hennepin County, Minnesota

Delivery Date: Not Stated


Specifications include, but are not limited to:. Estimated Quantity. The estimated publishers list annual spend (indicated by $ sign) or quantities specified for the items on the Proposal Form (Attachment A- An MS Excel Document) are the estimated annual spend or estimated quantities per calendar year. The County reserves the right to increase or decrease the actual annual spend or quantities ordered with no change in the discount or unit price. 11.2 Price Escalation. All price increases shall be governed by the following: Discounts off of the publishers list price on the Proposal Form (Items 1- 14) (Attachment A- An MS Excel Document) shall remain fixed for the initial term of the agreement and all subsequent renewals and extensions. The unit prices for value added services (VAS) on the Proposal Form (Items 15-17) (Attachment A- An MS Excel Document) shall remain fixed for a twelve (12) month period. The unit prices will be allowed to increase for each twelve (12) month period, which shall then remain fixed for that twelve (12) month period. The price increase shall be limited to the Consumer Price Index for Minneapolis-St. Paul, MN-WI, Annual average change for All Items category,, but the maximum price increase shall not exceed three percent (3%), unless specifically approved by the Purchasing Manager or designee. Nothing in the above is to be construed as limiting the Contractor from charging a lessor price than the current bid price at any time so desired. 11.3 Billing Procedures. Invoices shall comply with the following: Contractor must provide electronic invoices following the EDIFACT EDI standard and must be compatible with Horizon; Invoices shall be issued for each shipment and shall only include material from one HCL account (i.e. materials ordered by different HCL accounts shall not be combined into one shipment); Paper invoices are to be included with each shipment; Paper invoices shall include the, library system order ID number, purchase order number, library account number, quantity, title, author (performer), ISBN (or UPC), list price, discount percentage, and net amount after discount; For both paper and electronic invoices, the charges for valued added services (VAS) for all items shall be entered as a separate line item after the subtotal, but included in the total amount to be paid;Contract 4354A6 Special Terms and Conditions Page 8 of 12 Items shall be arranged by Library purchase order, and in title order within each purchase order; and Purchase order number shall be shown on all shipping documents, invoices, and related correspondence. 11.4 Shipping Requirements. Shipping shall be included in the bid total and there shall be no additional shipping charges to Hennepin County. If shipped by pallet, boxes shall not be stacked higher than sixty (60) inches. The maximum weight per carton shall not exceed fifty (50) pounds. All shipments shall contain a maximum of five (5) cartons, with a packing slip included within or on each box. Each box shall be marked with box number, with final box noting total. (i.e. 1 of 4, 2 of 4, 3 of 4, 4 of 4.) Each box shall be labeled with the librarys ship to address, account, and Contractors shipment number. Shipments shall be made to the Hennepin County Library headquarters, which has a loading dock, at the following address: Hennepin County Library TS/Handling 12601 Ridgedale Drive Minnetonka, MN 55305-1909 Each box shall include the following on its packing list: Contractors shipment number; Number of boxes within shipment; Library account number; Number of items in box; Titles, listed in title order; Quantity; Library system order ID number; Purchase order number; List price, including the discount; and ISBN number or UPC code. 11.5 Credits and Returns. The library reserves the right to return any book for any reason for full credit within ninety (90) days after receipt and without obtaining prior permission, including titles prepaid by the Contractor. Lost, damaged, defective, and/or imperfect material, short-ships, and picking errors shall be replaced at no charge. Damaged, defective and/or imperfect books may be returned up to six (6) months after receipt, with or without library markings. HCL will describe the imperfection to the Contractor and provide a photocopy of the relevant invoice. Contractor shall supply a no-charge replacement for any item returned damaged, defective, or claimed short-shipped. If an item cannot be replaced, then Contractor shall issue a credit memo immediately and send a paper copy to HCL.Contract 4354A6 Special Terms and Conditions Page 9 of 12 Contractor will reimburse HCL or issue a credit for any postage costs incurred by HCL for the return of material, regardless of the reason for return. 11.6 Cancellation and Backorder Reports.Contractor must be able to supply monthly cancellation and backorder reports, either in print or electronic format. 11.6.1 Ordering Requirements. Contractor shall accept purchase orders by mail, phone, fax, through Contractors online product database, and electronically via the internet following the EDIFACT EDI Standard. The majority of orders will be placed electronically via EDIFACT EDI. Status acknowledgement of electronic orders must be confirmed electronically within one hour of order receipt. Electronic order acknowledgments shall follow the EDIFACT EDI Standard and be compatible with the Horizon system. Contractor must ship the entire quantity of a title ordered within a single shipment. Partial shipments of a title are not acceptable. If the total quantity is not available at time of order, the title shall be backordered. Books must be provided with the bindings specified on the purchase order. Substitute bindings will not be accepted. If the binding ordered is not available, Contractor shall provide information about other available bindings. Books must be provided with the ISBN specified on the purchase order. Substitute ISBNs will not be accepted. If the ISBN ordered is not available, Contractor shall provide information about other available ISBNs. Contractor shall permit the set- up of multiple accounts to allow for differences in processing, shipping methods, backorder time limit, and any other differences. 11.7 Online Catalog and Product Information. Contractor shall provide an online product database of content available to HCL. Contractor shall have experience in working with an ILS system. The online product database shall include quantity in-stock and available for shipping (real time inventory). HCL is seeking vendor(s) who can provide pre-constructed lists of titles currently reviewed in Booklist, Library Journal, School Library Journal, Publishers Weekly, Choice, Horn Book Magazine, Kirkus Reviews, and VOYA Reviews. HCL is also seeking vendor(s) who provide tools to manage the procurement of childrens series book titles. For each title in the Contractors online product database, HCL is seeking vendor(s) whose title listing shall include at minimum the following information: a. Title; b. Author; c. Binding; d. Publisher; e. ISBN, UPC, EAN, ISSN;Contract 4354A6 Special Terms and Conditions Page 10 of 12 f. Date of publication; g. Date each title was added to the online product database; h. List price; i. Estimated discounted price; j. Advertising budget and print run if available; k. Cover art, annotation, reviews, table of contents if available; l. Demand based on number of units sold; and m. Link to Librarys online catalog via ISBN lookup. Of the above information, items a-g must be searchable. The online product database shall also support shopping cart type lists that have at minimum the following features and functionality: ability to check for duplicate entries in other shopping carts; ability to add notes to the shopping cart per title (to be included in data export); a cart summary that includes number of titles, quantity, total list price, total estimated discounted price and locations; ability to be shared and transferred among users; and ability to be exported in both structured ASCII and MARC formats. 11.8 Prepublication of Title Lists. Contractor must provide, at no additional charge, monthly electronic lists of prepublication titles from designated publishers with publication dates within a 260-day window. Currently, HCL is looking for lists of adult fiction and nonfiction titles in hardcover and trade paperback, as well as well as lists of: adult audiobooks on CD from designated publishers. Other lists may be requested by HCL as well: An example of a list of adult fiction and nonfiction from designated publishers would include titles from: Balantine Bantam Berkley Pub Group Farrar, Strauss and Giroux Harcourt Harpercollins Harlequin Holt Houghton Mifflin Hyperion Kensington Little, Brown New American Library Norton Pocket Putnam Random HouseContract 4354A6 Special Terms and Conditions Page 11 of 12 St. Martins Simon & Schuster Viking/Penguin Warner The following items should be excluded from the lists: Items appearing in previous lists Boxed Sets Book & Cassette Large Print Audio Books Spanish language British editions Travel Guides Princeton Review Journals, Blank Books, Notecards Activity Books Dictionaries Calendars Posters Publishing status OP (Out of Print) Publishing status AD (Apply Direct) HCL is also seeking lists of childrens and young adult paperback or hardback titles or other vendor solutions for managing series titles on the childrens and young adult level. 11.9 Value Added Services (VAS). Bidder must be able to provide the following value added services: Mylar plastic jackets applied to dust jackets on hardcover books and flaps taped to book; Application of two HCL-supplied barcode labels; Insertion of HCL-supplied RFID tags (2 x 2 RFID tags that operate at 13.56 MHz and are ISO 15693 and 18000-3 compliant); and Removal of shrink wrap for audiobook on CD materials. 11.10 Customer Service. Contractor shall provide a single service representative to be assigned to all Hennepin County Libraries. Contractor must also provide a dedicated technical support liaison to work with Hennepin County ILS.Contract 4354A6 Special Terms and Conditions Page 12 of 12 11.11 Insurance. In addition to the insurance specified in Section 5.1 of the Standard Terms and Conditions, Contractor must carry all-risk property insurance to cover the full replacement value of any opening day collection material stored on its premises.

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Product Codes: 71500, 71510

Agency Information

Issuing Agency: County of Hennepin

State: Minnesota

Agency Type: State and Local

Contact: Marsha West 300 South Sixth Street, A-1730 Government Center, Minneapolis, Minnesota, 55487




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