Pender County Schools JH Lea Library Collection and District Library Services RFP 2026-MEDIA-002

Page: PAGE 1 Bidder:
BID No.
PENDER COUNTY SCHOOLS INVITATION FOR BIDS NO.
2026-MEDIA-002
PURCHASING DEPARTMENT Bids Due: August 17, 2026
Bids will be publicly opened: August 19, 2026
Refer ALL Inquiries to: Contract Type: Agency
Craig Lawson
Director of Digital Learning and Media
E-Mail: craig_lawson@pender.k12.nc.us Commodity: Library Books, School Library Collections,
Cataloging/Processing Services, Collection Transition
Services, and District Library Materials Purchasing
(See page 2 for mailing instructions.) Using Agency Name: Pender County Schools
NOTICE TO BIDDERS
Sealed bids, subject to the conditions made a part hereof, must be delivered at this office (925 Penderlea Hwy, Burgaw, NC) by
4:00 PM EDT on August 17, 2026, for furnishing and delivering the commodity as described herein. Bids will be publicly opened
August 19, 2026 at 1:00 PM EDT at the same address. Refer to page 2 for proper mailing instructions.
Bids submitted via facsimile (FAX) machine in response to this Invitation for Bids will not be acceptable. Bids are subject to
rejection unless submitted on this form.
Bidders Signature:
EXECUTION
In compliance with this Invitation for Bids, and subject to all the conditions herein, the undersigned offers and agrees to furnish
and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By
executing this bid, I certify that this bid is submitted competitively and without collusion (G.S. 143-54), that none of our officers,
directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General
Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that we are not an ineligible
vendor as set forth in G.S. 143-59.1. False certification is a Class I felony.
Failure to execute/sign bid prior to submittal shall render bid invalid. Late bids are not acceptable.
BIDDER: FEDERAL ID OR SOCIAL SECURITY NO.
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO
(800)
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:

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BID No.
Offer valid for 45 days from date of bid opening unless otherwise stated here: days Prompt Payment Discount:
% days.
In an effort to support the sustainability efforts of the State of North Carolina we solicit your cooperation in this effort.
It is desirable that all responses meet the following requirements:
All copies are printed double sided.
All submittals and copies are printed on recycled paper with a minimum post-consumer content of 30% and indicate this
information accordingly on the response.
Unless absolutely necessary, all bids and copies should minimize or eliminate use of non-recyclable or non re- usable
materials such as plastic report covers, plastic dividers, vinyl sleeves, and GBC binding. Three-ringed binders, glued materials,
paper clips, and staples are acceptable.
Materials should be submitted in a format which allows for easy removal and recycling of paper materials.
MAILING INSTRUCTIONS: MAILING INSTRUCTIONS: Mail only one fully executed bid document, unless otherwise instructed, and
only one bid per envelope. Address the envelope and include the bid number as shown below. It is the responsibility of the bidder to
ensure that the bid is received at the delivery address specified below no later than the bid due date and time stated on Page 1 of this
solicitation. Bids received after the stated deadline will be considered late and will not be accepted.
DELIVER TO:
BID NO. 2026-MEDIA-002
Pender County Schools
Purchasing Department
925 Penderlea Hwy
Burgaw, NC 28425
TABULATIONS: Verbal tabulations of open market bids and award information can be obtained by calling the purchaser listed on the
first page of this document. Tabulations will be available upon request no earlier than 9:00 a.m. on the first working day following the
date of opening. Requests for lengthy or written tabulations cannot be honored.
TRANSPORTATION CHARGES: "FOB Burgaw, North Carolina with all transportation charges prepaid and included in the bid
price."
AWARD CRITERIA: As provided by statute, award will be based on the lowest responsive, responsible bid (most advantageous to
Pender County Schools) as determined by consideration of:
1. Price and Overall Value: Prices, discounts, fees, shipping, processing costs, warranty/replacement options, and overall value to
PCS.
2. Quality and Availability of Materials: Quality, currency, relevance, student appeal, publisher access, title availability, digital
resource options, and appropriateness for K-12 school library collections.
3. Vendor Experience and Capacity: Vendor qualifications, K-12 school library experience, demonstrated success with similar
projects, staffing, project management capacity, and ability to meet timelines.
4. Cataloging, Processing, and System Compatibility: Shelf-ready processing, labeling, barcoding, MARC record quality, quality
control, and compatibility with the Follett Software Destiny Library Resource Management Program, which is provided by Follett
Software.
5. Implementation, Support, and Services: Collection development support, customized title lists, collection analysis, relabeling,
boxing, moving, delivery, setup, training, account management, reporting, and customer support.
The right is reserved to award this contract to a single overall bidder on all items, or to make awards on the basis of individual items or
groups of items, whichever shall be considered by Pender County Schools to be most advantageous or to constitute its best interest in
accordance with State statute. Bidders should show unit prices, but are requested also to offer a lump sum price.
BID EVALUATION: Bids are requested on the items and/or equipment as hereinafter specified or like items similar in design, function
and performance. Pender County Schools reserves the right to reject any bid on the basis of function, compatibility with user
requirements of utility as well as costs. Bidder(s) are cautioned that any/all information furnished or not furnished on this bid may be
used as a factor in determining the award of this contract.
DEVIATIONS: Any deviations from specifications and requirements herein must be clearly pointed out by the bidder. Otherwise it will be
considered that equipment offered is in strict compliance with these specifications and requirements, and successful bidders will be held
responsible therefore. Deviations must be explained in detail below or on an attached sheet. However, no implication is made by Pender
County Schools that deviations will be acceptable. Bidder is advised

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BID No.
that the response (or lack thereof) on this question does not take precedence over specific responses or non-responses provided
elsewhere in this bid.
MAKE AND MODEL: Manufacturer's name and model/catalog numbers used are for the purpose of identification and to establish
general quality level desired. Such references are not intended to be restrictive and comparable products of other manufacturers will be
considered. However, bidders are cautioned that any deviation from specifications must be pointed out in their bid.
EQUIPMENT/SERVICES TO BE PURCHASED
Equipment/Services Planning Description Pricing Requested
to Be Purchased Quantity/Scope
J. H. Lea Elementary Approx. building Development of a new, opening-day Vendor shall provide a proposed
School Opening capacity: 800 elementary school library collection. Vendor collection plan, itemized pricing, available
Collection students should propose a comprehensive collection discounts, processing/cataloging costs,
development plan based on the projected shipping/delivery costs, and any optional
capacity of the school, current K-5 library services.
collection standards, student interest,
curriculum support, reading engagement,
collection balance, shelf-ready processing,
MARC records, delivery, and setup needs.
J. H. Lea Middle School Approx. building Transition of the existing Topsail Middle Vendor shall provide itemized pricing for
Collection Transition capacity: 1,515 School collection to J. H. Lea Middle School, collection analysis, relabeling,
and Update students including collection analysis, weeding packing/boxing, moving/logistics support,
support, relabeling due to school name processing, MARC records, updated title
change, boxing/packing, moving recommendations, the purchase of new
coordination, processing support, and library books and supporting materials
recommendations for updated titles needed needed to refresh/update the middle
to refresh and strengthen the collection for school collection, and any optional setup
the new facility. services.
Annual PCS Library Approx. 10,618 Districtwide annual library books and Approximate annual purchasing amount:
Books and Supporting students across supporting library materials purchasing for $150,000.00, subject to available funding,
Materials Contract 19 schools and PCS schools. This contract will support approved purchase orders, and district
17 media ongoing collection development, replacement needs. Vendor shall provide discounts,
centers of outdated/worn materials, student-interest fees, processing costs, shipping terms,
titles, curriculum support, and district library and service pricing.
collection improvement goals.
Note: Quantities, capacities, enrollment figures, and annual purchasing amounts are planning estimates only and do not guarantee minimum
or maximum purchases. PCS reserves the right to award by component, line item, group of components, or overall proposal, whichever is
determined to be in the best interest of the district.
(Please see specifications on Page 10)

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BID No.
QUOTE EXACTLY AS SPECIFIED OR YOUR FUNCTIONAL EQUIVALENT. PENDER COUNTY
SCHOOLS RESERVES THE RIGHT TO DETERMINE IF BIDDER'S FUNCTIONAL EQUIVALENT IS
ACCEPTABLE.
IF QUOTING FUNCTIONALLY EQUIVALENT ITEMS, ALL INFORMATION, INCLUDING ITEM
NUMBERS AND COMPLETE DESCRIPTIONS, MUST BE SPECIFIED FOR YOUR BID TO BE
CONSIDERED.
ALL SHIPPING CHARGES MUST BE INCLUDED IN BID PRICE FOR QUOTE TO BE VALID.
APPLICABLE SALES TAX WILL BE ADDED WHEN PURCHASE ORDER IS ISSUED. DO NOT
INCLUDE SALES TAX IN YOUR QUOTE.

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BID No.
TERMS AND CONDITIONS
1. READ, REVIEW AND COMPLY: It shall be the bidder's responsibility to read this entire document, review all enclosures and
attachments, and comply with all requirements specified herein. Additional standard terms and conditions that may apply to a
contract award under this Invitation for Bids are included as Attachment E.
2. NOTICE TO BIDDERS: All bids are subject to the provisions of special terms and conditions specific to this Invitation for Bids, the
specifications. Pender County Schools ("PCS" or "Owner") objects to and will not evaluate or consider any additional terms and
conditions submitted with a bidder response. This applies to any language appearing in or attached to the document as part of the
bidder's response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.
By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect.
3. DEFINITIONS:
"BIDDER", "CONTRACTOR," OR "PROVIDER": Company, firm, corporation, partnership, individual, etc., submitting a
response to an Invitation for Bids.
"TERM CONTRACT": A contract generally intended to cover all normal requirements for a commodity for a specified
period of time based on estimated quantities only.
"OPEN MARKET CONTRACT": A contract for the purchase of a commodity not covered by a term contract.
4. EXECUTION: Failure to sign under the EXECUTION section will render the bid invalid.
5. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be (1) special
terms and conditions specific to this bid, (2) specifications, and (3) Instructions to Bidders.
6. TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, the bidder's offer shall be valid for 45
days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and
acceptance.
7. SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered
that items offered are in strict compliance with these specifications, and the bidder will be held responsible therefore. Deviations
shall be explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying that any deviation
will be acceptable.
8. INFORMATION AND DESCRIPTIVE LITERATURE: Bidder is to furnish all information requested and in the spaces provided in this
document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or
complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this
provision. Bids which do not comply with these requirements will be subject to rejection.
9. RECYCLING AND SOURCE REDUCTION: It is the policy of PCS to encourage and promote the purchase of products with
recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more
durable, and less toxic to the extent that the purchase or use is practicable and cost-effective.
We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of
commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for
providing packaging that will protect the commodity and contain it for its intended use.
Companies are strongly urged to bring to the attention of PCS which issued the solicitation document, those products or packaging
they offer which have recycled content and that are recyclable.
10. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser
named on the cover sheet of this document. Do not contact the school or department directly. Any and all revisions to this
document shall be made only by written addendum from PCS Purchasing Department. The bidder is cautioned that the
requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no
effect.
11. ACCEPTANCE AND REJECTION: PCS reserves the right to reject any and all bids, to waive any informality in bids and, unless
otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in error and the
other is obviously correct, the incorrect price will be disregarded.
12. REFERENCES: PCS reserves the right to require a list of users of the exact item offered. PCS may contact these users to
determine acceptability of the bid. Such information may be considered in the evaluation of the bid.
13. AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest
responsive, responsible bid most advantageous to PCS as determined in accordance with this Invitation for Bids and State statute.
Unless otherwise specified by PCS or the bidder, PCS reserves the right to accept any item or group of items on a multi-item bid.
PCS also reserves the right to reject any and all bids. In addition, on TERM CONTRACTS, PCS reserves the right to make partial,
progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed
to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by
PCS to be pertinent or peculiar to the purchase in question.

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BID No.
14. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive Order #150, PCS invites
and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business
enterprises and non-profit work centers for the blind and severely disabled.
15. CONFIDENTIAL INFORMATION: As provided by statute and rule, PCS will consider keeping trade secrets which the bidder does
not wish disclosed confidential. Each page shall be identified in boldface at the top and bottom as "CONFIDENTIAL" by the bidder.
Cost information shall not be deemed confidential. In spite of what is labeled as a trade secret, the determination whether it is or not
will be determined by North Carolina law.
16. SAMPLES: Sample of items, when required, must be furnished as stipulated herein, free of expense, and if not destroyed will,
upon request be returned at the bidder's expense. Requests for the return of samples must be made within 10 days following the
date of bid opening. Otherwise the samples will become PCS property. Each individual sample must be labeled with the bidder's
name, bid number, and item number. A sample on which an award is made, will be retained until the contract is completed, and
then returned, if requested, as specified above.
17. AWARD PROCEDURES: Contract award notice shall be posted on PCS website. Contract award notices are sent only to those
actually awarded contracts, and not to every person or firm responding to this solicitation.
18. RECIPROCAL PREFERENCE: G.S. 143-59 establishes a reciprocal preference law to discourage other states from applying in-
state preferences against North Carolina's resident bidders. The "Principal Place of Business" is defined as the principal place from
which the trade or business of the bidder is directed or managed.
19. DEFAULT AND PERFORMANCE BOND: In case of default by the contractor, PCS may procure the articles or services from other
sources and hold the contractor responsible for any excess cost occasioned thereby. PCS reserves the right to require performance
bonds or other acceptable alternative guarantees from successful bidders without expense to PCS.
20. GOVERNMENTAL RESTRICTIONS: In the event any Governmental restrictions are imposed which necessitate alteration of the
material, quality, workmanship or performance of the items offered prior to their delivery, it shall be the responsibility of the
contractor to notify, in writing PCS, indicating the specific regulation which required such alterations. PCS reserves the right to
accept any such alterations, including any price adjustments occasioned thereby, or to cancel the contract.
21. TAXES: Any applicable taxes shall be invoiced as a separate item.
G.S. 143-59.1 bars the PCS from entering into contracts with vendors if the vendor or its affiliates meet one of the conditions of G.
S. 105-164.8(b) and refuse to collect use tax on sales of tangible personal property to purchasers in North Carolina. Conditions
under G. S. 105-164.8(b) include: (1) Maintenance of a retail establishment or office, (2) Presence of representatives in the State
that solicit sales or transact business on behalf of the vendor and (3) Systematic exploitation of the market by media-assisted,
media-facilitated, or media-solicited means. By execution of the bid document the vendor certifies that it and all of its affiliates (if it
has affiliates) collect(s) the appropriate taxes.
22. SITUS: The place of this contract, its situs and forum, shall be Pender County, North Carolina, where all matters, whether sounding
in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined.
23. GOVERNING LAWS: This contract is made under and shall be governed and construed in accordance with the laws of the State of
North Carolina.
24. INSPECTION AT CONTRACTOR'S SITE: PCS reserves the right to inspect, at a reasonable time, the equipment/item, plant or
other facilities of a prospective contractor prior to contract award, and during the contract term as necessary for PCS determination
that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for
the proper and effective performance of the contract.
25. PAYMENT TERMS: Payment terms are Net not later than 30 days after receipt of correct invoice or acceptance of goods,
whichever is later. Payment may be made by procurement card and it shall be accepted by the contractor for payment if the
contractor accepts that card (Visa, Mastercard, etc.) from other customers.
26. CONDITION AND PACKAGING: Unless otherwise provided by special terms and conditions or specifications, it is understood and
agreed that any item offered or shipped has not been sold or used for any purpose and shall be in first class condition. All
containers/packaging shall be suitable for handling, storage or shipment.
27. STANDARDS: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection
to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and
approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or
identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for
pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers' Association for electrically operated
assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established
for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and
Health Act (OSHA), and state and federal requirements relating to clean air and water pollution.
28. PATENT: The contractor shall hold and save PCS, its officers, agents and employees, harmless from liability of any kind, including
costs and expenses, on account of any confidential information, copyrighted material, patented or unpatented invention, articles,
device or appliance manufactured or used in the performance of this contract, including use by PCS or disclosure of any

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BID No.
information pursuant to the NC Public Records Act.
29. ASSIGNMENT: No assignment of the contractor's obligations nor the contractor's right to receive payment hereunder shall be
permitted.
However, upon written request approved by the purchasing department and solely as a convenience to the contractor, PCS may:
A. Forward the contractor's payment check directly to any person or entity designated by the contractor, and
B. Include any person or entity designated by the contractor as a joint payee on the contractor's payment check.
In no event shall such approval and action obligate PCS to anyone other than the contractor and the contractor shall remain
responsible for fulfillment of all contract obligations.
30. INSURANCE:
A. Worker's Compensation including Occupational Disease and Employer's Liability Insurance. Statutory - Amount and
coverage as required by State of North Carolina Workers Compensation laws. Employer's Liability - At least
Part A Bodily Injury Statutory Limits
Part B By Accident $500,000 each accident
By Disease $500,000 policy limit
$500,000 each employee
B. Public liability and Property Damage Insurance - The Contractor shall procure insurance coverage for direct
operations, contractual liability and completed operations with limits not less than those stated below:
Occurrence:
General Aggregate $2,000,000
Premises Operations $1,000,000
Personal & Advertising Injury $1,000,000
C. Comprehensive Automobile Liability Insurance, including coverage for owned, hired and non-owned vehicles: A
Combined Single Limit for bodily injury and property damage limit of not less than $1,000,000; and $2,000 medical
payments.
D. Certificates of Insurance acceptable to the Owner shall be filed with the Owner prior to commencement of the Work.
These Certificates shall contain a provision that coverage afforded under the policies will not be canceled until at least
thirty (30) days' prior written notice has been given to the Owner, and that the Pender County School Board of
Education is listed as additional insured on general liability.
The successful bidder agrees to hold harmless and indemnify the Pender County Schools Board of Education (PCSBOE) and PCS
for any liability that may arise from the negligent or illegal acts of the bidder's employees or agents.
31. GENERAL INDEMNITY: The provider shall hold and save PCS, its officers, agents, and employees, harmless from liability of any
kind, including all claims and losses, accruing or resulting to any other person, firm, or corporation furnishing or supplying work,
services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses
accruing or resulting to any person, firm, or corporation that may be injured or damaged by the provider in the performance of this
contract and that are attributable to the negligence or intentionally tortious acts of the provider. The provider represents and
warrants that it shall make no claim of any kind or nature against PCS agents who are involved in the delivery or processing of
contractor goods to PCS. The representation and warranty in the preceding sentence shall survive the termination or expiration of
this contract.
32. CANCELLATION (TERM CONTRACTS ONLY): All contract obligations shall prevail for at least 180 days after the effective date
of the contract. After that period, in addition to the provisions of the paragraph entitled Price Adjustments, for the protection of both
parties, this contract may be canceled in whole or in part by either party by giving 30 days prior notice in writing to the other party.
33. QUANTITIES (TERM CONTRACTS ONLY): The award of a term contract neither implies nor guarantees any minimum or
maximum purchases there under.
34. PRICE ADJUSTMENTS (TERM CONTRACTS ONLY): Any price changes, downward or upward, which might be permitted during
the contract period must be general, either by reason of market change or on the part of the contractor to other customers.
A. Notification: Must be given to PCS, in writing, concerning any proposed price adjustments. Such notification
shall be accompanied by a copy of the manufacturer's official notice or other acceptable evidence that the
change is general in nature.
B. Decreases: PCS shall receive full proportionate benefit immediately at any time during the contract period.
C. Increases: All prices shall be firm against any increase for 180 days from the effective date of the contract.
After this period, a request for increase may be submitted with PCS reserving the right to accept or reject the
increase, or cancel the contract. Such action by PCS shall occur not later than 15 days after the receipt by PCS
of a properly documented request for price increase. Any increases accepted shall become effective not later
than 30 days after the expiration of the original 15 days reserved to evaluate the request for increase.
35. Invoices: It is understood and agreed that orders will be shipped at the established contract prices in effect on dates orders are
placed. Invoicing at variance with this provision will subject the contract to cancellation. Applicable North Carolina sales tax shall
be invoiced as a separate item.

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BID No.
36. LUNSFORD ACT/CRIMINAL BACKGROUND CHECKS: The Provider shall conduct at its own expense sexual offender
registry checks on each of its employees, agents, ownership personnel, or contractors ("contractual personnel") who will engage
in any service on or delivery of goods to school system property or at a school-system sponsored event. The checks shall
include at a minimum checks of the State Sex Offender and Public Protection Registration Program, the State Sexually Violent
Predator Registration Program, and the National Sex Offender Registry ("the Registries"). For the Provider's convenience only,
all of the required registry checks may be completed at no cost by accessing the North Carolina Sex Offender Registry website
at http://sexoffender.ncdoj.gov/. The Provider shall provide certification on Sexual Offender Registry Check Certification Form
that the registry checks were conducted on each of its contractual personnel providing services or delivering goods under any
future agreements related to this bidding process ("Agreement") prior to the commencement of such services or the delivery of
such goods. The Provider shall conduct a current initial check of the registries (a check done more than 30 days prior to the date
of this Agreement shall not satisfy this contractual obligation). In addition, Provider agrees to conduct the registry checks and
provide a supplemental certification form before any additional contractual personnel are used to deliver goods or provide
services pursuant to this Agreement. Provider further agrees to conduct annual registry checks of all contractual personnel and
provide annual certifications at each anniversary date of this Agreement. Provider shall not assign any individual to deliver
goods or provide services pursuant to this Agreement if said individual appears on any of the listed registries. Provider agrees
that it will maintain all records and documents necessary to demonstrate that it has conducted a thorough check of the registries
as to each contractual personnel, and agrees to provide such records and documents to the school system upon request.
Provider specifically acknowledges that the school system retains the right to audit these records to ensure compliance with this
section at any time in the school system's sole discretion. Failure to comply with the terms of this provision shall be grounds for
immediate termination of the Agreement. In addition, the school system may conduct additional criminal records checks at
Provider's expense. If the school system exercises this right to conduct additional criminal records checks, Provider agrees to
provide within seven (7) days of request the full name, date of birth, state of residency for the past ten years, and any additional
information requested by the school system for all contractual personnel who may deliver goods or perform services under this
Agreement. Provider further agrees that it has an ongoing obligation to provide the school system with the name of any new
contractual personnel who may deliver goods or provide services under the Agreement. PCS reserves the right to prohibit any
contractual personnel of Provider from delivering goods or providing services under this Agreement if PCS determines, in its
sole discretion, that such contractual personnel may pose a threat to the safety or well-being of students, school personnel or
others.
37. ACCESS TO PERSONS AND RECORDS: The State Auditor and the PCS internal auditors shall have access to persons and
records as a result of all contracts or grants entered into by PCS in accordance with General Statute 147-64.7 and Session Law
2010-194, Section 21 (i.e., the State Auditors and PCS may audit the records of the contractor during the term of the contract to
verify accounts and data affecting fees or performance).

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BID No.
PCS Purchasing Department Ethics Policy and Standards of Conduct
All purchasing department employees conducting business transactions on the behalf of the Pender County Schools hold positions of
public trust which dictates that their actions be governed by the highest standards of personal and business conduct. Each employee
must exhibit the highest standards of honesty, integrity, and fairness when engaging in any activity concerning the school system,
particularly in relationships with vendors, suppliers, the public and other employees.
Employees shall perform their jobs in a competent and ethical manner without violating the public trust or applicable law, policies, and
regulations.
CONFLICT OF INTEREST:
The following acts are deemed by state law and/or the Board of Education to be in conflict with the interests of the Pender County
Schools.
1. An employee shall not, for personal financial gain, solicit or sell or have any pecuniary (financial) interest in the supplying of any
goods, wares, merchandise materials, supplies, services, or equipment to the Pender County Schools. Approved extended
employment shall not be a violation of this.
2. An employee shall not, for personal financial gain, solicit or sell or have any pecuniary (financial) interest in the sale of any goods,
wares, merchandise, materials, supplies, equipment, or services to students or employees of this school system at school, on
school premises, or any Pender County Schools facility.
3. An employee shall not act as an agent for any manufacturer, merchant, dealer, publisher, or author seeking to sell any goods,
wares, merchandise, materials, supplies, services, or equipment to the Pender County Schools.
4. An employee shall not receive or accept any gift, reward, gratuity, or other compensation from any manufacturer, merchant,
dealer, publisher, or author for influencing or recommending to the school system or any school that it use a seller's goods, wares,
merchandise, materials, supplies, services, or equipment.
An employee shall not use for personal financial gain, any school facilities, supplies, equipment, or student labor (student labor during
regular school hours), in the manufacture, creation, or repair of any goods, wares, or merchandise for sale, or for the providing of
services to the general public. However, this provision shall not prohibit the renting of school facilities to school employees in
accordance with Community Schools' policies and regulations. 6. Except as allowed by state law (N.C.G.S. 14-234, 143-58.1), no
employee shall use the powers, policies, and procedures of the State's Division of Purchase and Contract or the school system's
Purchasing Division to purchase or procure any property or service for private use or benefit.
NEPOTISM:
No employee shall approve any contract with or purchase any goods or services from any immediate family member without disclosure
to and approval of the Finance Officer. In addition, no employee shall recommend the employment of or directly supervise or evaluate
any immediate family member without disclosure to and approval of the Assistant Superintendent of Human Resources. Immediate
family includes employee's spouse, parents, children, stepchildren, brothers, sisters, mother-in-law, father-in-law, sons-in-law,
daughters- in-law, brothers-in-law, and sisters-in-law. In addition, for the purpose of this regulation, anyone living in the same household
with the employee is considered a member of the immediate family. , internal auditors, external audit firm (contracted to perform the
annual audit), or any persons authorized by the Superintendent or the Finance Officer to receive it.
GIFTS TO EMPLOYEES:
School system employees shall not accept any gifts except token gifts of insubstantial value. School system employees shall not accept
any gift, reward, gratuity, or other compensation from any manufacturer, merchant, dealer, publisher, or author for the purpose of
influencing or recommending to the school system or any school the use of a seller's goods, wares, merchandise, materials, supplies,
services, or equipment. Refer to Policy: 3243/4243

Page: PAGE 10 Bidder:
BID No.
1. Purpose and Background
Pender County Schools (PCS) is soliciting proposals from qualified vendors ("Vendor" or Offeror") to provide library book
collections, processing services, cataloging records, collection development support, relocation/relabeling services, and annual
library materials purchasing support for PCS schools
.
This solicitation is intended to establish a comprehensive partnership that supports three related needs:
Development of a new opening-day library collection for J. H. Lea Elementary School for the 2027-2028 school year.
Evaluation, weeding support, relabeling, boxing, moving, processing, and updating of the existing Topsail Middle School
collection as the school transitions to J. H. Lea Middle School for the 2027-2028 school year.
Selection of a contracted vendor for districtwide PCS library books and supporting library materials purchases for a
three-year contract beginning with the 2026-2027 school year and continuing through the end of the 2028-2029 school
year, with the option to renew for five (5) additional one-year periods upon mutual written agreement of both parties. This
annual purchasing component is anticipated to support approximately 10,618 students across 19 schools and 17 media
centers, with an estimated annual purchasing amount of approximately $150,000.00, subject to available funding,
approved purchase orders, and district needs.
PCS seeks a vendor with demonstrated experience supporting K-12 school library media programs, new-school opening
collections, large-scale book purchasing, shelf-ready processing, MARC record delivery compatible with Destiny Library
Resource Management program provided by Follett Software, collection analysis, project management, and responsive
customer support.
2. Project Overview and Estimated Budget
PCS is seeking proposals that allow vendors to recommend the best collection development, processing, transition, and
service plan based on the projected needs of the district rather than a fixed predetermined purchase amount for each J. H. Lea
project component.
For the J. H. Lea Elementary School opening collection and the J. H. Lea Middle School collection transition/update, vendors
should use the approximate building capacity for each school to propose a thoughtful, scalable, and cost-effective plan.
Proposals should clearly explain the recommended collection size, collection development approach, processing services,
implementation timeline, and all related costs.
For the annual PCS library books and supporting materials contract, vendors should use an approximate district enrollment of
10,618 students across 19 schools and 17 media centers. PCS anticipates approximately $150,000.00 annually for districtwide
library books and supporting materials, subject to available funding, approved purchase orders, and district needs.
Project Component Estimated Scope / Planning Assumptions Pricing Expectation Anticipated
School Year /
Use
J. H. Lea Elementary New elementary school collection for a projected Vendor shall propose a Planning during
School Opening building capacity of approximately 800 recommended collection 2026-2027;
Collection students. Collection should support an plan and itemized cost opening for
exemplary opening-day K-5 library aligned to based on projected building 2027-2028
current collection development guidance, capacity, collection goals,
student interest, curriculum support, reading processing needs, delivery,
engagement, and long-term sustainability. and setup requirements.