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

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 Office address of delivery by any other method
via US Postal Service (special delivery, overnight, or any other carrier)
PROPOSAL TITLE: PROPOSAL TITLE:
RFP #26-34-LB Public Library Materials and RFP #26-34-LB Public Library Materials and
Processing Services Processing Services
Cumberland County Purchasing Office Cumberland County Purchasing Office
Attn: Sophia Pate Attn: Sophia Pate
PO Box 1829 117 Dick Street
Fayetteville, NC 28302 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

Proposal Number: RFP #26-34-LB Public Library Materials and Processing Services
If a vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned to inquire during
the question period, in accordance with the instructions in this RFP, about whether specific language proposed as a
modification is acceptable to or will be considered by the County. It is the County's sole discretion to accept or reject
requested modifications and/or exceptions.
3.0 NOTICES TO VENDOR
3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY
PROHIBITED COMMUNICATION: Each vendor submitting a proposal, including its representatives,
subcontractors, and suppliers, is prohibited from having any communication with any employees or members of the
board of commissioners of the County except those employees of the County's Finance Department as designated in this
RFP. A vendor who does not comply with this provision may be disqualified from award of a contract.
!IMPORTANT INFORMATION! CONFIDENTIAL INFORMATION: The proposal must not contain any
information marked as "confidential" or as a "trade secret" or in any other manner as to indicate that it is information
protected by the Trade Secrets Protection Act ( the "Act") as set out in Article 24 of Chapter 66 of the North Carolina
General Statutes, unless the vendor has noticed the County Finance Department of its intent to designate any
information in the proposal as such and received permission from the County Finance Department to do so in
writing. Vendor's notice to the County Finance Department must be in writing and must describe the information for
which confidentiality is requested and explain how the information is a "trade secret" as defined in G.S. 66-152(3). If
the County Finance Department determines the information for which confidentiality is requested is a "trade secret"
covered by the Act, it will notify the vendor how to mark the information in the proposal and will identify the measures
that County will take to protect the confidentiality of the information. Vendor's submission of a proposal after receipt of
this notice from the County Finance Department shall be deemed to be acceptance of the County Finance Department's
statement of how it will maintain confidentiality. If the County Finance Department determines the information for which
confidentiality is requested is not a "trade secret" covered by the Act, it will notify vendor of that determination. Any
proposal marked with any information as "confidential" or as a "trade secret" or in any other manner as to indicate that
it is information protected by the Act in violation of this section shall be regarded as not responsive to the request for
proposals and shall not be considered.
3.2 PROPOSAL COMPLIANCE
It is in the best interest of vendors to submit proposals that are clear, concise, and easily understood. Proposals should
provide information essential for a straightforward and concise description of vendor capabilities to satisfy the
requirements of the RFP specifications.
Vendor may include any optional data not provided for elsewhere and considered to be pertinent to this proposal as an
addendum.
Vendors are urged and cautioned to read the RFP completely through as noncompliance with requirements may result
in bid rejection. Section 4.0 requirements and request for information must be in the same order with the same titles as
listed in Section 4.0. Vendor proposals should be easy to follow and all sections should be easily identified.
The specifications included in this package describe the services that the County feels are necessary to meet the
performance requirements of this RFP, and shall be considered the minimum standards expected of the Bidder. However,
the specifications are not intended to exclude potential bidders.
If the vendor is unable to meet any of the specifications as outlined therein, vendors are advised to submit questions and
concerns regarding the specifications during the question and answer period described in Section 2.3.
Page 5 of 22

Proposal Number: RFP #26-34-LB Public Library Materials and Processing Services
If the vendor does not indicate or submit questions or concerns regarding the specifications, the County shall assume it
is able to fully comply with these specifications. The County shall be the sole and final judge of compliance with all
specifications.
The County further reserves the right to determine the acceptability or unacceptability of any and all alternatives or
deviations.
3.3 PROPOSAL EVALUATION PROCESS
The County shall review all responses to this RFP to confirm that they meet the specifications and requirements of the
RFP. The County shall not be required to hold interviews; however, depending on the number of responses and the
information contained in the responses, the County may decide to conduct interviews with firms of its choice.
Vendors may be asked to provide samples of some items prior to contract execution. Sample must be provided within
seven (7) business days from the date of request and at no cost to the County.
The County reserves the right to request clarification of information submitted.
The County reserves the right to reject any and all proposals.
3.4 EVALUATION CRITERIA
All proposals will be evaluated and award made based on considering the following criteria to result in an award most
advantageous to the County. Vendors should not minimize the importance of an adequate response to each of the factors
below.
Category Points Comments
Price of Materials 45 Points Best cost options for the County.
Order Fulfillment 15 Points Prompt fulfillment as close to release
date as possible, especially important
with new materials, best sellers, and
unexpected hot titles.
Cataloging/Processing 15 Points Based on responses to Section 4.2 C
Cataloging/Processing. Demonstration
to perform as required.
Customer Service 8 Points Library staff must be available to
contact vendor via phone as well as
email. Meet expectation to provide
timely communication as to cancelled
publications/changes in publication
dates and other issues. Provide curated
ordering/selection suggestion lists -
especially with AV materials.
Electronic Ordering System 10 Points For selectors: Must be easy to use, able
to easily view and alter selections in
carts. For Tech Services: ability to track
status of orders & to cancel orders.
Page 6 of 22

Proposal Number: RFP #26-34-LB Public Library Materials and Processing Services
References 2 Points Demonstration of ability to perform in
accordance with specifications.
Additional Criteria 5 Points Specialty services offered, previous
experience with company.
3.5 METHOD OF AWARD
RFP will be awarded based on overall best value method of award.
The County reserves the right to make separate awards to different vendors, to not award, or to cancel this RFP in its
entirety without awarding a contract, if it is considered to be most advantageous to the County to do so.
The County reserves the right to reject all original offers and request one or more of the vendors submitting bids within
a competitive range to submit a best and final offer (BAFO), based on discussions and negotiations with the County, if
the initial responses to the RFP have been evaluated and determined to be unsatisfactory.
4.0 SCOPE OF WORK & VENDOR'S PROPOSAL CONTENT REQUIREMENTS
4.1 SCOPE OF WORK
The CCPL system has one Headquarters Library located in downtown Fayetteville & seven branch libraries (4 regional
sized - 14-24,000 sf, and 3 community sized - 10-12,000 sf). There are approximately 398,000 items in the collection.
Of these items, approximately 364,500 are books (hardback and paperback), and 33,500 are audiovisual materials.
CCPL estimates it will place approximately $659,000 worth of orders during each budget year. Since the annual materials
budget is subject to change, these estimates cannot be binding. The library reserves the right to buy direct from the
publisher or alternate sources when titles requested are not available through the vendor.
The successful vendor shall furnish and deliver the requested items in accordance with the specifications, all terms and
conditions that constitute this proposal, and the best practices of the trade.
A. SERVICE REQUIREMENTS
1. ORDERING:
The vendor must provide an electronic ordering system which can be accessed through the Internet. Access to a test
interface is preferred for review purposes.
The ordering system must include options for multiple branch orders, EDI capabilities, and compatibility with the
Evergreen ILS.
No substitutes shall be sent to CCPL without prior written authorization from the library.
The vendor shall provide the following ordering assistance at no cost to the library:
a. Regularly issued catalogs and selection lists (online or print) for print and audiovisual materials.
b. A toll-free number for all calls the library makes to the vendor.
2. BINDING:
Binding must be the same quality that is commercially sold by publishers for use by public libraries.
3. REPORTING SYSTEM:
Page 7 of 22

Proposal Number: RFP #26-34-LB Public Library Materials and Processing Services
An order confirmation must be available at least every seven days, which includes quantity ordered, author, title,
ISBN, unit price, discount, and net price.
If a title cannot be supplied, the vendor must provide a cancellation list, showing titles that cannot be supplied, and the
reason (i.e., not yet printed, must order direct, vendor not responding, publication canceled, etc.).
Those titles not in stock at the time of the order will be supplied within one hundred and twenty (120) days. If the titles
are still not available, a status report should be supplied reflecting the reason.
4. CANCELLATIONS:
The system must allow for quick cancellation of any title ordered by CCPL, with weekly (preferred) or monthly
cancelled items reports sent to designated Library staff.
5. NEW TITLES:
The vendor should supply the latest edition of a title, unless an earlier edition is specified. When newer editions of an
ordered title are available, the vendor should provide the edition ordered based on the ISBN.
6. DEFECTIVE BOOKS:
The library reserves the right to return defective materials at the vendor's expense.
7. INVOICING:
Paper invoices shall be alphabetical by title and will include author's last name, list price, discount price, unit cost, and
total cost.
There will be separate invoices for each purchase order. Each invoice must reference the purchase order number.
Monthly itemized statements will be provided.
Electronic invoicing should be an available option.
8. CATALOGING PROVIDED BY VENDOR:
Cataloging that is provided by the vendor must conform to the RDA or AACR2 standards and MARC21 with
preference for the ability to conform to local cataloging standards.
CCPL uses the Dewey classification system and LC Subject Headings. Fiction titles will have subject and genre
subject headings added as appropriate. CIP records will be changed to full cataloging, including all appropriate subject
headings. Physical description, titles, and subtitle information will be verified and changed as appropriate.
Cataloging must be provided for no less than 95% of books supplied. For those titles which the vendor cannot catalog,
CCPL will be notified to supply the cataloging record.
9. BOOK PROCESSING:
The vendor must be able to provide full or partial processing (barcodes, encoded RFID tags, property labels, spine
labels, and Mylar book jackets).
All books cataloged by vendor or provided by CCPL will be processed in the general manner described below:
Book jackets must be covered with plastic or Mylar book covers. The jackets must be sealed or secured to the book,
unless there is a map or chart on the end papers.
There must be a spine label affixed to the book on top of the plastic or Mylar cover (preferred), unless the book has no
cataloging record, and thus there is no classification number available for a spine label.
Detailed processing specifications will be provided by CCPL to the vendor awarded the bid contract(s). Accuracy rate
must be ninety-five percent (95%) for all titles shipped, which would include the correct title, edition, and number of
Page 8 of 22

Proposal Number: RFP #26-34-LB Public Library Materials and Processing Services
copies per title. If processing errors in excess of 2% occur, vendor will issue a credit of one-third of processing
charges.
10. DELIVERY:
The successful vendor shall deliver the materials to the Cumberland County Public Library, 300 Maiden Lane, FOB
Destination, Inside Delivery, as soon as possible, but within the time frames stated within the proposal. Materials
purchased for special projects may be delivered to a different location but under the same conditions stated above.
B. PRODUCT SPECIFICATIONS
1. BOOK CATEGORIES
Category I: Adult and Teen Books Ordered
The library orders approximately 2,500 volumes a month in this category.
Eighty-five percent (85%) of books in this group require cataloging and processing as described above under the
heading SERVICE REQUIREMENTS.
Fifteen percent (15%) of books in this group are ordered non-processed or with minimal processing (Mylar jackets
only).
Category II: Juvenile Books Ordered
The library orders approximately 2,000 volumes a month in this category.
Ninety percent (90%) of books in this group require cataloging and processing, which is described above under the
heading SERVICE REQUIREMENTS.
Ten percent (10%) of books in this group are ordered non-processed or with minimal processing (Mylar jackets only).
Category III: Continuous (Standing) Orders Processed
The vendor is required to maintain continuous orders with publishers for titles specified by CCPL, and send
notification lists/carts of new titles/volumes/editions to library staff regularly, monthly or twice monthly preferred.
Library staff will select quantities and submit titles for ordering.
Specific requirements are the vendor must:
Supply CCPL annually with a status list of current continuous order titles.
Fill the orders in quantities specified.
Supply a cancellation report indicating which titles have been canceled, and the reason for cancellation. Supply reports
of any title changes.
Provide selection assistance free of charge by regularly produced or issued catalogs and book lists as well as assistance
by telephone and/or written correspondence.
Provide a list delineating which of the titles on the attached list of continuous orders your company can supply.
(Attachment E: Standing Book Titles).
These materials will be with minimal processing (Mylar jacketing as needed). The library will catalog and complete
processing.
Category IV: Adult Paperback Books without Processing
The library orders up to 100 volumes per month in this group, most of which are ordered in multiple copies of each
title. Books in this category do not require catalog records, labels, or stamps.
Continuous orders must be available for the attached list (Attachment F: Standing Order Paperback Titles).
Category V: Juvenile Paperback Books without Processing
Page 9 of 22