Ongoing Public Library Materials

Location:	North Carolina
Posted:	Mar 4, 2026
Due:	Mar 9, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	76 - Books, Maps, and Other Publications
Solicitation No:	940RFP03042026
Publication URL:	To access bid details, please log in.

Solicitation Number:	940RFP03042026
Project Title:	Ongoing Public Library Materials
Description:	Charlotte Mecklenburg Library (“Library” or “CML”) is seeking proposals from qualified contractors to provide public library materials and processing services. This request for proposal (RFP) contains the general requirements, process, and instructions. To obtain the largest possible range of materials and services, the library intends to award contract(s) to a pool of providers. The size of the pool will be determined by the number and quality of proposals received. Charlotte Mecklenburg Library operates a shared collection with centralized distribution, selection, ordering, and invoicing. All materials will be shipped to a single distribution center where our experienced staff receives, checks-in, sorts, and distributes items across the system. Contractor processing is required, including spine labels, book jackets, identification stickers, and contractor-supplied MARC records on all materials, so they are “shelf-ready” upon arrival. Additionally, some print materials for Youth require special reinforced binding.
Opening Date:	3/9/2026 9:00 AM
Posted Date:	3/4/2026
Status:	Open
Department:	CHARLOTTE MECKLENBURG LIBRARY


Solicitation Number * 940RFP03042026	Department CHARLOTTE MECKLENBURG LIBRARY	Status Reason Open
Opening Date 2026-03-09T09:00:00.0000000	Posted Date * 2026-03-04T12:52:49.0000000Z	Primary Commodity Code Printed publications
Mandatory Conference/Site Visit — —	Special Instructions https://www.cmlibrary.org/rfp	Solicitation Type * Select RFP IFB RFI
Owner Walter Freeman
Description Charlotte Mecklenburg Library (“Library” or “CML”) is seeking proposals from qualified contractors to provide public library materials and processing services. This request for proposal (RFP) contains the general requirements, process, and instructions. To obtain the largest possible range of materials and services, the library intends to award contract(s) to a pool of providers. The size of the pool will be determined by the number and quality of proposals received. Charlotte Mecklenburg Library operates a shared collection with centralized distribution, selection, ordering, and invoicing. All materials will be shipped to a single distribution center where our experienced staff receives, checks-in, sorts, and distributes items across the system. Contractor processing is required, including spine labels, book jackets, identification stickers, and contractor-supplied MARC records on all materials, so they are “shelf-ready” upon arrival. Additionally, some print materials for Youth require special reinforced binding.

Attachment Preview

Request for Proposals

Ongoing Public Library Materials

for

Charlotte Mecklenburg Library

Issued March 4, 2026

Proposals Will Be Received Until

2:00 PM EST April 9, 2026

ONGOING PUBLIC LIBRARY MATERIALS 1

Table of Contents

Introduction ................................................................................................................................................................3

About ......................................................................................................................................................................3

Mission, Vision, Values & More ..............................................................................................................................3

Scope of Work ............................................................................................................................................................4

Contract Term .........................................................................................................................................................4

Estimated Material Volume ....................................................................................................................................4

Collection development services............................................................................................................................4

Cataloging and records management.....................................................................................................................4

Inventory Fulﬁllment ..............................................................................................................................................4

Shelf ready processing............................................................................................................................................5

Invoicing and inventory reporting ..........................................................................................................................5

Shipping and onsite delivery ..................................................................................................................................5

Quality control measures .......................................................................................................................................5

OCLC MARC record updates ...................................................................................................................................5

Competitive Pricing ................................................................................................................................................6

Notice to Proposers ....................................................................................................................................................7

Request for Proposal Process .....................................................................................................................................9

Schedule .................................................................................................................................................................9

Proposer Questions and Inquiries ..........................................................................................................................9

Submission of Responses .......................................................................................................................................9

Evaluation Criteria ............................................................................................................................................... 10

Rejection of the Proposal .................................................................................................................................... 11

Proposal Format ...................................................................................................................................................... 12

Section A: Executive Summary ............................................................................................................................ 12

Section B: Summary of Company ........................................................................................................................ 12

Section C: Agency Qualiﬁcations ......................................................................................................................... 12

Section D: Professional References ..................................................................................................................... 12

Section E: Cost of Services................................................................................................................................... 12

Proposal Authorization and Signature..................................................................................................................... 13

Acknowledgement of Addenda ............................................................................................................................... 14

ONGOING PUBLIC LIBRARY MATERIALS 2

Introduction

Charlotte Mecklenburg Library (“Library” or “CML”) is seeking proposals from qualiﬁed contractors to provide

public library materials and processing services. This request for proposal (RFP) contains the general

requirements, process, and instructions. To obtain the largest possible range of materials and services, the

Library intends to award contract(s) to a pool of providers. The size of the pool will be determined by the

number and quality of proposals received.

About

Charlotte Mecklenburg Library is one of America’s leading urban public libraries. Located in Mecklenburg County,

the library system serves a diverse community of over one million citizens through 21 branches and on-line

services. Since our founding in 1891, and as an original Carnegie Library in 1903, our role as a provider of lifelong

education and learning in this community has never been more relevant.

CML is beloved by many, with 70% of Mecklenburg County residents stating that they had visited a Library

location in the last 12 months. There were over 2.6 million visitors to the various Library locations in Fiscal Year

2025.

The Library has 482 full and part-time employees, along with an extensive volunteer network that engages more

than 1000 people throughout the year. For FY2026, operating expenditures totaled $55.7 million.

Charlotte Mecklenburg Library is currently developing a new strategic direction for FY26-28, with a major

component being the opening of a new Main Library. The iconic new Main Library will be the ﬂagship of the

system; a free, open, and accessible information hub for all as well as a destination for local, regional, and

national engagement.

Mission, Vision, Values & More

Our mission is to improve lives and build a stronger community. Charlotte Mecklenburg Library envisions itself as

the essential connector of a thriving community of readers, leaders, and learners. We value learning, openness,

respect, inclusion, and leadership. Our brand promise is to be accessible and welcoming to all while celebrating

and supporting the joy of reading and learning, fostering exploration and personal growth, and connecting

individuals to each other, the community, and the world.

We believe wholeheartedly in intellectual freedom. The Library is committed to protecting the First

Amendment’s guarantee of free and open access to information and ideas–a principle vital to our democracy

and to each individual’s search for knowledge. We seek to provide our diverse community with a comprehensive

collection of materials, services, and programs providing a wide range of knowledge and perspectives.

ONGOING PUBLIC LIBRARY MATERIALS 3

Scope of Work

The Charlotte Mecklenburg Library operates a shared collection with centralized distribution, selection, ordering,

and invoicing. All materials will be shipped to a single distribution center where our experienced staﬀ receives,

checks-in, sorts, and distributes items across the system. Contractor processing is required, including spine

labels, book jackets, identiﬁcation stickers, and contractor-supplied MARC records on all materials, so they are

“shelf-ready” upon arrival. Additionally, some print materials for Youth require special reinforced binding.

Contract Term

Initial Term: One year beginning July 1, 2026 to June 30, 2027

Contract Extension: Four, one-year extensions will be available following the initial term by mutual agreement of

both parties providing there are no changes or minimal changes to pricing/discounts. Pricing/discounts and

shipping terms will remain the same under this option unless otherwise noted by contractor in RFP response for

renewal option years. Charlotte Mecklenburg Library recognizes that publisher prices may vary, however, CML

requests that contractors honor the ﬁnal pricing when orders are placed and will not be charged for publisher

increases once orders are submitted and conﬁrmed. Contractors are encouraged to oﬀer their best and ﬁnal

pricing and/or discounts.

Estimated Material Volume

The Charlotte Mecklenburg Library system comprises 21 public libraries across Mecklenburg County, catering to a

diverse and continuously expanding population. We serve over 1.2 million citizens across 546 square miles and

oﬀer books that appeal to all members of the community. To this end, CML purchases a minimum of 150,000

printed book units annually. This RFP focuses exclusively on the procurement of print materials for FY2027,

excluding digital content, magazines, newspapers, and periodicals.

Collection development services

The vendor should demonstrate proactive engagement and anticipation of publishing trends and other industry

developments to consistently deliver value-added incentives, such as products, services, and events, related to

librarianship, readers advisory, and successful collection development and selection. The vendor should provide

evidence of their ability to add value to the collection development process beyond just providing materials.

Cataloging and records management

Contractors will ensure that all books are accurately cataloged and that the library's records are up to date.

Contractor support team must have extensive experience in current library cataloging standards to ensure that

purchased materials are accurately represented in the library's catalog.

Inventory Fulﬁllment

Supply formats of print including but not limited to the following:

• Quantities ranging from 10-100 copies of a single title, with higher copies for Best-Sellers

• Electronic Data Interchange (EDI) ordering is required.

ONGOING PUBLIC LIBRARY MATERIALS 4

• Contractor will have services available to CML for system proﬁling sessions, including all

aspects of selection, ordering, binding options and processing requirements, etc.

• Print books for Adults and Youth in all paperback and hardback binding formats

• Best-selling titles & award winning titles

• “Backlist” titles

• Fiction and non-ﬁction titles covering all subjects and genres

• Large print materials

• Graphic novels

• Adult ready-reference materials

• Selection of books available in global languages (provide a list of all languages and an

estimate of inventory available)

• Custom non-standard orders to include but not limited to “on demand” printing for out-of-print

• Books and/or printing books in a speciﬁc format required by CML.

Shelf ready processing

Provide RFID encoded tags, barcodes, mylar book jackets, and other shelf-ready processing services to ensure

that all materials arrive at the library ready to be placed on the shelves and checked out by library users.

Invoicing and inventory reporting

Accurate and timely invoicing and inventory reporting is a critical component of the partnership between

Charlotte Mecklenburg Library and the selected contractor. The contractor will be required to provide detailed

invoices and inventory reports to help maintain accurate inventory records. To streamline the process, the

contractor must be capable of consolidating individual purchase order invoices into a weekly or bi-monthly

consolidated invoice.

Shipping and onsite delivery

Manage all shipping responsibilities to ensure that books are delivered on time and in good condition to the

library central distribution center. Support team will proactively identify any irregularities that impact material

deliveries, such as raw material shortages, and shipping delays.

Quality control measures

Contractor will have quality control measures in place to ensure the accuracy and quality of book orders. Support

team checks all orders for damaged or incorrect items and promptly addresses any issues professionally.

OCLC MARC record updates

Regular OCLC MARC record updates for accurate holdings in WorldCat. This ensures that library users have

access to the most up-to-date information about the WCPL’s book inventory.

ONGOING PUBLIC LIBRARY MATERIALS 5

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

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