Request for Proposals for Library Materials, Collection Development Services, Shelf-Ready Cataloging and Processing Addendum No. 1

Location:	California
Posted:	May 12, 2026
Due:	May 29, 2026
Agency:	San Mateo County Libraries
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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

San Mateo County Libraries Joint Powers Authority (“Library JPA”) seeks proposals from qualified firms in response to this Request for Proposals for the provision of print and audiovisual materials (books, audiobooks, magazines, movies in DVD format, music in CD format, and video games in disc or cartridge format), across all genres and subject areas, languages, and age groups, for San Mateo County Libraries. The required services and performance conditions are described in the Nature of Services Required and Proposal Submission Requirements.

Documents:

Deadline: Responses must be received by 5:00 PM (PST) on May 29, 2026.

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)

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

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

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)

• 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

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

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Request for Proposals for Library Materials, Collection Development Services, Shelf-Ready Cataloging and Processing Addendum No. 1

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