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

San Mateo County Libraries
REQUEST FOR PROPOSALS
FOR
For Library Materials, Collection Development Services, Shelf -Ready Cataloging
and Processing
Release date: May 4, 2026
Responses due : May 25, 2026 by 5:00 p.m (Pacific time)
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SAN MATEO COUNTY LIBRARIES
REQUEST FOR PROPOSALS
For Library Materials, Collection Development Services, Shelf -Ready Cataloging
and Processing
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
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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
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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
(RFP) 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, 2027, 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)
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* 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, 2027:
* $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 when no
cataloging and/or processing is necessary .
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* The Library expects to receive items ordered in advance of the publication date at least five (5)
working days ahead of the On -Sale date when allowed by the publisher.
* The Vendor will deliver materials "shelf -ready" unless ordered otherwise.
Invoices, Packing Slips and Status Reports
* The Vendor will invoice the Library monthly, at a minimum, covering items received during the
previous month. Failure of a vendor to comply with the terms and conditions stated may result in
the cancellation of the Blanket P.O in compliance with the provisions for termination established in
the eventual contract.
* The vendor will provide invoices and packing slips by mail or email .
* The Vendor will provide monthly reports for items ordered and the status of ordered items that are
not immediately deliverable.
Customer Support
* The Vendor will provide the Library with contact information for a Project Manager assigned to the
library account to oversee all aspects of customer care.
* The Vendor will provide the Library with the hours that Customer Service staff is available and the
communication methods by which they can be reached and response time.
Cataloging and Processing
* The Vendor will provide materials cataloged and processed to Library specifications included in
Provisions C (Cataloging) and Provision D (Processing).
* The Vendor will provide full MARC ( Machine -Readable Cataloging ) records that conform to
Resource Description Access standards (RDA standards ).
* Vendor will catalog materials to Library's specifications, including customized MARC records with
item level 949 fields.
* The Vendor will classify and assign call numbers based on Library's specifications, and using San
Mateo County Libraries ' FindIt!, a word -based classification system that uses a translation key for
non-fiction materials and juvenile picture books.
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Other Background
San Mateo County Libraries was established by the Board of Supervisors in 1912 under the authority of
the California County Free Library Law of 1911. In 1999, the Library Joint Powers Authority was
established. The Library JPA is a separate, independent entity with its own Governing Board, consisting of
elected officials from each member.
The Library operates thirteen libraries in the communities of Atherton, Belmont, Brisbane, East Palo Alto,
Foster City, Half Moon Bay, Millbrae, North Fair Oaks, Pacifica, Portola Valley, San Carlos, and Woodside.
Approximately 274,000 people live within t he boundaries of our legal taxing district which covers 351
square miles.
Our Strategic Plan 2025 -2030, developed through a year -long effort to ensure robust, thorough and
broad -based community engagement, reflects our commitment to evolving alongside our communities,
building on existing strengths while identifying areas for gr owth.
Our Vision: Where community grows and thrives
Our Mission: Together, we build meaningful connections and inspire lifelong curiosity
San Mateo County Libraries is able to deliver high quality library services in a cost effective and efficient
manner through the .careful distribution of resources. Internal economies of scale are achieved because
support activities are centralized and shared. The Library 's fiscal year begins on July 1 and ends on June
30. More detailed information about the Library JPA can be found on our webpage at smcl.org .
Request for Proposals Schedule of Events
The Request for Proposals (RFP) schedule represents the best estimate of the timeline that shall be
followed. The Library reserves the right, at its sole discretion to adjust this schedule as it deems
necessary.
1. Library Issues RFP May 4, 2026
2. Deadline for Questions and Comments May 11, 2026
3. Library Issues Responses to Questions and Comments May 18, 2026
4. Deadline for Submitting a Proposal May 25, 2026 at 5
p.m. (Pacific time)
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5. Library Completes RFP Proposal Evaluation June 12, 2026
6. Anticipated Contract Start Date July 1, 2026
Contract Duration
The Libra ry JPA intends to enter into a one-year (1) year contract beginning July 1, 2026 . Providing that both
parties agree, this Agreement can be extended for two renewal terms of one year each (i.e., for an additional
two years in total) , under the same terms and conditions. Said renewals shall be upon written letter agreement
signed by the Contractor and the Library Director. The form of contract the prevailing proposer must be
willing to execute is attached hereto as Attachment A.
Submitting a Project Proposal
This RFP seeks proposals from any and all interested and qualified proposers. Proposers must be able to
show that they are capable of performing the services requested , though the library will not exclude any
vendor solely based on an inability to satisfy every requirement . Relevant evidence includes, but is not
limited to, the respondent's demonstrated competency and experience in delivering services of a similar
scope and type.
By submitting a proposal, each proposer certifies that its submission is not the result of collusion or any
other activity which would tend to directly or indirectly influence the selection process. The proposal will
be used to determine the proposer's capability of rendering the services to be provided. The failure of a
proposer to comply fully with the instructions in this RFP may eliminate its proposal from further
evaluation as determined at the sole discretion of the Library JPA . The Library JPA reserv es the sole right
to evaluate the contents of proposals submitted in response to this RFP and to select a contractor, if any.
If changes to the RFP are warranted, they will be made in writing, clearly marked as addenda to the RFP,
and posted to the website ( smcl.org ). It is the responsibility of each proposer to check the website
(smcl.org ) for changes and/or clarifications to the RFP prior to submitting a response. A proposer's failure
to do so will not provide a ground for protest.
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Costs for developing proposals are entirely the responsibility of the proposer and shall not be charged to
the Library or otherwise reimbursed by the Library . The RFP and all materials submitted in response to
this RFP will become the property of the Library .
Project proposals must be received by San Mateo County Librar ies by May 25, 2026 at 5 p.m. (Pacific
time). Please refer to "Proposal Submission Requirements" for additional instruction. Proposals should be
delivered via email to Francis Hebert, Access Services Managers, hebertf@smcl.org .
Proposals received late will not be opened or given any consideration for the proposed services unless
doing so is deemed to be in the best interest of the Library, as determined at the sole discretion of the
Library.
Communication Regarding the RFP
Upon release, all communications concerning this RFP must be directed to Francis Hebert , the RFP
Coordinator. Unauthorized contact regarding the RFP with other Library employee s may result in
disqualification. W ritten comments and/or questions should be submitted by email to hebertf@smcl.org
by May 11, 2026 . The Library shall respond in writing and reserves the right, at its sole discretion, to
determine appropriate and adequate responses to written comments, questions, and requests for
clarification. Responses will be posted on the Library's website ( smcl.org ) by May 18, 2026 .
Contract Award Not Guaranteed
The RFP and selection processes do not obligate the Library JPA and do not create any rights or claims of
entitlement with respect to any proposer. Contract award shall commence only after the contract is
signed by the Contractor and Library officials as required to establish a legally binding contract.
Public Records Act
Government Code Sections 7920.00 0 et seq. , the California Public Record Act, defines a public record as
any writing containing information relating to the conduct of the public business. The Public Record Act
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provides that public records shall be disclosed upon written request and that any member of the public
has a right to inspect any public record unless the document is exempted from disclosure.
Be advised that any contract that eventually arises from this RFP is a public record in its entirety. Also, all
information submitted in response to this RFP is itself a public record without exception. Submission of
any materials in response to this RFP constitutes a waiver by the submitting party of any claim that the
information is protected from disclosure. By submitting materials, (1) you are consenting to release of
such materials by the Library JPA if requested under the Public Records Act without fu rther notice to you
and, (2) you agree to indemnify and hold harmless the Library JPA for release of such information.
If the Library receives a request for any portion of a document submitted in response to this RFP, the
Library will not assert any privileges that may exist on behalf of the person or entity submitting the
proposal, and the Library reserves the right to disclose the requested materials without notice to the
party who originally submitted the requested material. To the extent consistent with the Public Records
Act and related case law, the Library JPA and/or its officers, agents, and employees retain discretion to
release or withhold any information submitted in response to this RFP.
Submission of a proposal constitutes a complete waiver of any claims whatsoever against the Library JPA
and/or its officers, agents, or employees that the Library JPA has violated a proposer's right to privacy,
disclosed trade secrets, or caused any damage by allowing the proposal to be inspected.
Proposal Evaluation
All proposals received will be evaluated by an RFP Evaluation Committee. During the evaluation process,
the Library may require a proposer's representative to answer specific questions orally and/or in writing.
The most qualified individual or firm will be selected based on the overall strength of each proposal. The
evaluation is not restricted to considerations of any single factor, such as cost. The Library reserves the
right to negotiate with any provider in working to finalize an agreement. Refusal to engage in prompt
negotiations, or refusal to negotiate in good faith, may result in Library JPA selection of a different
proposer, at Library's sole discretion.
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