RFP for Provision of Library Materials with Services

Location:	Minnesota
Posted:	Jun 8, 2026
Due:	Jul 6, 2026
Agency:	Washington County
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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Request for Proposals (RFP) for

Provision of Library Materials with

Services

RFP release date: June 8, 2026

Submission due date: July 6, 2026

Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006

P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246

www.washingtoncountymn.gov

Washington County is an equal opportunity organization and employer

Table of Contents

1. Introduction ....................................................................................................................................................... 3

1.1. Background Information .......................................................................................................................... 3

1.2. County Authorized Representative .......................................................................................................... 3

1.3. Schedule ................................................................................................................................................... 3

2. Scope of Services ............................................................................................................................................... 4

2.1. Mandatory Services & Deliverables ......................................................................................................... 4

2.2. Other Requirements................................................................................................................................. 5

2.3. Optional Services ...................................................................................................................................... 5

3. Proposal Content ............................................................................................................................................... 6

3.1. Cover Letter .............................................................................................................................................. 6

3.2. Qualifications and Experience .................................................................................................................. 6

3.3. Appendix A & B – Itemized Cost Schedule & Sample Order Pricing......................................................... 6

3.4. References ................................................................................................................................................ 6

3.5. Appendix C – County’s Standard Terms and Conditions .......................................................................... 6

3.6. Conflict of Interest.................................................................................................................................... 6

4. Proposal Submittal............................................................................................................................................. 7

5. Proposal Evaluation and Selection..................................................................................................................... 7

5.1. Evaluation Committee.............................................................................................................................. 7

5.2. Evaluation Criteria .................................................................................................................................... 7

5.3. Interview/Presentation ............................................................................................................................ 7

5.4. Final Selection........................................................................................................................................... 8

5.5. Conditions of this RFP............................................................................................................................... 8

6. Proposal Questions ............................................................................................................................................ 8

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Provision of Library Materials with Services RFP

1. Introduction

The purpose of this Request for Proposals (RFP) is for Washington County to obtain the furnishing and

delivery of print and audiovisual materials for the Library. The County is seeking to award multiple one-year

contracts with the option to renew for up to four (4) additional one (1) year periods. These services will go

through the RFP solicitation process every five (5) years at minimum.

1.1. Background Information

Washington County, Minnesota is the fifth most populous county in Minnesota with a diverse population,

including longtime residents, young professionals and families, and new immigrant communities. Over the

last 20 years, Washington County has experienced rapid growth from a rural, farming community to an

expanding urban area.  

The County was established in 1849 and has the powers, duties, and privileges granted counties by state

law, codified in Minn. Stat. § 373. The County serves an area of 423 square miles, with an estimated

population of 262,748. The County’s fiscal year begins on January 1 and ends on December 31. The County is

governed by a five-member County Board of Commissioners representing separate districts. In addition, the

Offices of County Attorney and Sheriff are elected on a countywide basis.

The County offers a full range of services including property tax administration, law enforcement and

corrections, public works, parks, solid waste management, library, community health, county extension,

human resources, courts, and general administration. The County employs approximately 1,400 employees.

Washington County Library uses the Acquisitions module of SirsiDynix’s Symphony Workflows to manage all

materials ordered and associated invoices.

1.2. County Authorized Representative

The County Authorized Representative for this RFP is:

Jennifer McLaren

Procurement Specialist, SR.

Jennifer.Mclaren@washingtoncountymn.gov

1.3. Schedule

Washington County anticipates the following schedule:

Schedule

RFP Release Date

Questions Due

Addendum Release Date

Proposals Due

Notification of Award

Commencement Date

Due Date

June 8, 2026

June 17, 2026

June 24, 2026

July 6, 2026

July 31, 2026

September 1, 2026

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Provision of Library Materials with Services RFP

2. Scope of Services

2.1. Mandatory Services & Deliverables

The successful Vendor shall be capable of furnishing and delivering print and audiovisual materials to the

Library. The Vendor shall also be capable of performing all functions identified under the Mandatory

Services & Deliverables and shall provide such services and deliverables throughout the term of the

contract.

Acquisitions

• Library uses the acquisitions module of Symphony Workflows. Library requires the ability to File

Transfer Protocol (FTP) orders. Vendor will describe how to provide this status both using the

library’s online system and through any website or online portal the vendor maintains.

• Library wants access to order status of all titles ordered. Vendor will describe how this

information is communicated to the library.

• Library seeks robust ordering system with the ability to create and populate carts or lists. Carts

or lists must be transferable or shareable from one staff account to another. Vendor will

describe all features associated with carts and lists in their proposal.

• The Vendor shall have a process in place to identify and notify the Library when an item has

been ordered previously. These notifications shall assist in preventing unintended duplicate

purchases while allowing the Library to proceed with repeat orders when additional quantities

are required. The Vendor shall provide a detailed description of the process used to support this

capability.

• Vendor will provide confirmation for all orders placed and all orders cancelled. Vendor will

ensure that any confirmations for cancelled orders will include the reason for cancellation.

Library reserves the right to determine if the title will be reordered from vendor.

• Vendor will establish separate accounts for different ordering standards as needed by library.

• Library shall have at least 120 days from the delivery date of each item to return materials to

vendor at vendor’s expense that are damaged, or otherwise defective by library industry

standards.

• Vendor will initiate, deliver and not charge for replacement items due to product defects and/or

delivery shortage.

• Vendor will pay for return shipping of replacement items and duplicate and incorrect shipments.

Vendor will refund Library.

• Vendor must provide all digital artwork for all audiovisual materials.

• Vendor’s material notes field must be mapped and marked for Symphony ILS.

• Vendor’s website DVD and Music CD material records must identify the correct audience ratings

and included content.

Delivery

• Vendor will maintain an average wait time between order and shipping of 45 days, excluding

prepublication and back orders.

• Vendor will maintain a consistent level of shipping – no less than 300 items weekly and no more

than 1,500 items weekly.

• Vendor will describe their method for packing and shipping of materials.

• Vendor will pack materials in boxes not to exceed 30 pounds in weight.

• Vendor will ensure a method for claiming items shipped but not received.

• Vendor will ensure physical packing slips are present with every order.

• Vendor will deliver materials new and free of damage.

• Vendor shall include all freight, shipping, handling, transportation, delivery, unloading, and any

other associated logistics costs in the prices proposed.

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Provision of Library Materials with Services RFP

Support

• Vendor will provide a dedicated contact person to provide support and enhance communication

with Vendor staff.

2.2. Other Requirements

The Vendor shall issue a single invoice for each Library assigned purchase order number. A copy of the

invoice shall be included with the shipment and shall also be provided electronically to the Library. Service

charges must be listed separately at the end of the invoice and shall clearly define the charge for materials,

processing costs, shipping costs, and a grand total. Materials shall be mailed to Washington County Library,

8595 Central Park Place, Woodbury, MN 55125

The invoice shall contain, at a minimum, the following general information:

• Delivery location, 8595 Central Park Place, Woodbury, MN 55125

• Invoice number

• Washington County Library account number

• Library Assigned Purchase Order Number

• Order date

• Billing date

The invoice shall contain the following information for each item purchased, presented in alphabetical

order by title:

• Quantity

• Title

• Author

• Publisher

• 13 Digit ISBN/ISSN

• Total number of volumes

• List unit price

• Discount

• Unit price after discount

• Processing price- total for invoice

• Total price per title

Vendor shall notify OCLC Inc. of new titles that are entering the delivery/shipment process. OCLC Inc. will

then provide MAchine Readable Cataloging (MARC) record files based on info supplied by Vendor.

Washington County then downloads these files into our catalog.

2.3. Optional Services

The County may add the optional services listed below. Vendors shall clearly indicate if they provide these

services and highlight any particularly notable qualifications or experience with these services. The Library

reserves the right to determine, on a service-by-service basis, whether to utilize the Vendor’s processing

services or perform the work internally, based on the proposed pricing and operational considerations.

• Vendor Provided Processing Services: The Library may elect to utilize Vendor-provided processing

services based on proposed pricing and operation needs. The Library reserves the right to use any,

all, or none of the processing services offered by the Vendor. If the Library chooses to utilize

processing services, it will provide the Vendor with samples and specifications outlining the required

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	RFP for Provision of Library Materials with Services
Category:	Washington County Library
Status:	Open

RFP for Provision of Library Materials with Services

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See also