Ongoing Public Library Materials

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

Competitive Pricing
Charlotte Mecklenburg Library is requesting competitive pricing and discounts for library materials and
processing charges. Vendors are required to complete the attached Excel spreadsheet, which should include
discounts on publisher pricing and processing costs per unit. Vendors should also provide information on any
special pricing considerations, such as volume discounts, price breaks based on purchase amount or frequency,
or other specific requirements. The pricing offered by vendors should be fixed and firm unless otherwise noted
by the vendor. If there are any cost escalations or in the optional renewal years, the vendor should clearly specify
them. Annual contract may be renewed without submitting new bid responses up to four times if there are no
changes or minimal changes to pricing structures for services outlined.
"Processing" is defined as: Book covers (or spine tape depending on binding) spine labels, bar code labels, genre
labels, date stamp and encoded RFID tag, and MARC records. Quality control at the contractor level is also
expected.
ONGOING PUBLIC LIBRARY MATERIALS 6

Notice to Proposers
The successful Proposer must comply with all provisions of the Americans with Disabilities Act (ADA) and all rules
and regulations promulgated thereunder. By submitting a proposal, the successful Proposer agrees to indemnify
the Library from and against all claims, suits, damages, costs, losses, and expenses in any manner arising out of,
or connected with, the failure of the Company, its subcontractors, agents, successors, assigns, officers, or
employees to comply with the provisions of the ADA or the rules and regulations promulgated thereunder.
All proposals must be firm and not subject to increase, unless specified within the provisions of this Request for
Proposals (RFP) and mutually agreed upon by the Library and the Proposer.
No special inducements will be considered that are not a part of the original proposal document.
Library Rights and Options
The Library, at its sole discretion, reserves the following rights:
* To supplement, amend, substitute, or otherwise modify this RFP at any time
* To cancel this RFP with or without the substitution of another RFP
* To take any action affecting this RFP, this RFP process, or the Services subject to this RFP that would
be in the best interests of the Library
* To issue additional requests for information or clarification from Offerors or to allow corrections of
errors or omissions
* To require one or more Service Providers to supplement, clarify, or provide additional information in
order for the Library to evaluate the Responses submitted
* To negotiate an agreement with a Service Provider based on the information provided in response to
this RFP.
* To award one or more contract(s).
Public Records
Any material submitted in response to this RFP will become a "public record" once the Proposer's document(s) is
opened and the Proposer is determined to be a participant in the solicitation process and shall be subject to
public disclosure consistent with Chapter 132, North Carolina Statutes. Proposers must claim any applicable
exemptions to disclosure provided by law in their response to this RFP. Proposers must identify materials to be
protected and must state the reasons why such exclusion from public disclosure is necessary and legal. The
Library reserves the right to make all final determination(s) of the applicability of North Carolina General Statutes
132-1.2, Confidential Information.
Trade Secrets/Confidentiality
Proposers must claim any material which qualifies as "trade secret" information under N.C.G.S. 66- 152(3) in
their response to this RFP and must state the reasons why such exclusion from public disclosure is necessary and
legal.
To properly designate material as trade secret under these circumstances, each Proposer must take the following
precautions: (a) any trade secrets submitted by a Proposer should be submitted in a separate, sealed envelope
marked "Trade Secret - Confidential and Proprietary Information - Do Not Disclose Except for the Purpose of
Evaluating this Proposal," and (b) the same trade secret/confidentiality designation should be stamped on each
page of the trade secret materials contained in the envelope.
ONGOING PUBLIC LIBRARY MATERIALS 7

Do not designate your entire proposal as a trade secret, and do not designate pricing information as a trade
secret. Doing so may result in your proposal being disqualified.
In submitting a proposal, each Proposer agrees that the Library may reveal any trade secret materials contained
in such response to all Library staff and Library officials involved in the selection process.
Familiarity with Laws and Ordinances
The submission of a proposal on the equipment and services requested herein shall be considered as a
representation that the Proposer is familiar with all federal, state, and local laws, ordinances, rules, and
regulations which affect those engaged or employed in the provision of such services, or equipment used in the
provision of such services, or which in any way affects the conduct of the provision of such services; and no plea
of misunderstanding will be considered on account of ignorance thereof. If the Proposer discovers any provisions
in the RFP documents that are contrary to or inconsistent with any law, ordinance, or regulation, it shall be
reported to the Library in writing without delay.
E-Verify Compliance
Per N.C.G.S. 143-133.3 E-verify compliance. Provider shall comply with the requirements of Article 2 of Chapter
64 of the North Carolina General Statutes (verification of work authorization). Further, if the Provider utilizes a
subcontractor, the Provider shall require the subcontractor to comply with the requirements of Article 2 of
Chapter 64 of the North Carolina General Statutes.
https://www.ncleg.gov/EnactedLegislation/Statutes/PDF/BySection/Chapter_143/GS_143-133.3.pdf
https://www.ncleg.net/EnactedLegislation/Statutes/HTML/ByArticle/Chapter_64/Article_2.html
Iran Divestment Act
Provider hereby certifies that it is not on the North Carolina State Treasurer's list of persons engaging in business
activities in Iran, prepared pursuant to NCGS 147-86.58, nor will Provider utilize on this agreement any
subcontractor on such list. This list, along with additional information about the Iran Divestment Act, is available
on the Treasurer's Office site: https://www.nctreasurer.gov/iran-divestment-act
Divestment from Companies that Boycott Israel
Contractor hereby certifies that it is not on the North Carolina State Treasurer's list of companies engaged in a
boycott of Israel in violation of NCGS 147-86.80 et. seq. and that it will not utilize on this agreement any
subcontractor on said list."
Contract Required
The successful proposer will be required to enter into a written contract with the Library, setting forth the
conditions specified in this RFP, as well as other standard terms and conditions. The successful vendor shall be
solely liable for compliance with all specifications contained herein.
Proposal Duration
All proposals will remain in effect and shall be legally binding for at least one hundred twenty (120) days after the
proposal submission due date.
ONGOING PUBLIC LIBRARY MATERIALS 8

Request for Proposal Process
Schedule
Date Event
March 4, 2026 RFP Issue Date
5:00 PM EST Deadline for Submission of Written Questions.
March 17, 2026 Service Providers are permitted to submit to the Library written questions, but only
for purposes of clarifying this RFP. All submissions shall be submitted as outlined
herein.
March 20, 2026 Response to Written Questions via Addendum
2:00 PM EST Responses are due on this date and time.
April 9, 2026
April 2026 Library review and firm selection (interviews if needed)
April/May 2026 Anticipated contract award
Proposer Questions and Inquiries
Proposer Questions and Inquiries relative to this RFP must be submitted electronically by 5:00 PM, March 17,
2026, to Walter Freeman, Library Procurement Analyst, at wfreeman@cmlibrary.org. The Library will provide
written responses to all inquiries received by this date, and responses will be made available to all known
recipients of this RFP and posted by March 20, 2026. Any oral responses made by any representative of the
Library may not be relied upon. Any supplements or amendments to this RFP will be in writing and furnished to
potential bidders.
Proposers are expressly forbidden from contacting any other Library employee or Charlotte Mecklenburg
Library official regarding this Request for Proposals. Any such outside contact may result in disqualification
from the request for proposal process.
Submission of Responses
Five (5) paper copies in a sealed envelope/package and one (1) electronic copy of the proposal by way of a USB
drive, including all required forms, must be submitted to the attention of Walter Freeman, Charlotte
Mecklenburg Library, Library Administration Center, 510 Stitt Road, Charlotte, NC 28213 by 2:00pm EST on April
9, 2026. Emailed and faxed submissions will not be accepted. All risk of late arrival due to unanticipated delay -
whether delivered by hand, US Postal Service, courier, or other delivery service is entirely on the submitting
Proposer. It is the sole responsibility of the Proposer to have the proposal physically in the Library's office by the
specified time and date. The time of delivery will be marked on each proposal when received, and any proposal
received after the proposal submission deadline will be rejected.
The Library reserves the right to reject any or all proposals. The Library reserves the right to reproduce proposals
for internal use in the evaluation process.
The Library will not be obligated for the expenses of any provider arising out of preparation and/or submittal of
responses to this RFP. Any and all proposals to this RFP are to be prepared at the cost and expense of the
respondents, with the express understanding that there may be no claims whatsoever for the reimbursement of
ONGOING PUBLIC LIBRARY MATERIALS 9

any costs, damages, or expenses relating to this procurement from the Library or any other party for any reason
(including the cancellation of this RFP).
Proposals must be made in the official name of the individual, firm, or corporation under which the business is
conducted (showing official business address) and must be signed in ink by a person duly authorized to legally
bind the business entity submitting the proposal.
All proposals should be complete and carefully worded and must convey all of the information requested by the
Library. If errors or exceptions are found in the proposal, or if the proposal fails to conform to the requirements
of the RFP, the Library will be the sole judge as to whether that variance is significant enough to reject the
proposal. Proposals should be prepared simply and economically. All data, materials, and documentation shall be
available in a clear, concise form.
Evaluation Criteria
All bids that are submitted in accordance with this RFP and which meet the requirements as outlined herein will
be considered to be responsive bids. Notwithstanding anything to the contrary herein, any and all bids may be
rejected, and the Library may negotiate with any or all bidders. The Library will award the contract to the
responsive, responsible bidder(s) to ensure the best value contractor(s) is selected.
A short-list of firms may be invited to Stage 2 of the evaluation process, the Interview/Demonstration.
Interview/demonstrations are an important aspect of the evaluation process that offers the Library an
opportunity to see how the proposer's solution meets the critical components of the RFP. A committee will
evaluate the responses and select the top proposal. The Library may elect to make a final selection without
holding an interview/demonstration. Selection will be based on the criteria listed below:
* Experience and Qualifications - 25%
This criterion evaluation will be based on subjective factors such as the bidder's track record of
successfully providing similar materials/services to other public libraries, the quality and qualifications of
their key personnel, and the bidder's overall approach to meeting the needs of Charlotte Mecklenburg
Library. The evaluation team will review the bidder's past performance on similar contracts, check
references, and assess the bidder's proposed team and methodology to determine if they are likely to
provide high-quality services to Charlotte Mecklenburg Library.
* Inventory availability and order fulfillment - 25%
This criterion evaluation is based on objective data such as the percentage of ordered items that were
fulfilled, the speed of order processing and shipping, and the accuracy of inventory reporting. The
evaluation team will compare the bidder's proposed metrics with industry standards or benchmarks to
determine if their proposed inventory and order fulfillment processes are effective and efficient.
* Cost Effectiveness - 20%
Cost will be evaluated by comparing discounts offered to CML off publisher prices, the quality of
materials, shipping and handling fees, processing fees, inventory management, and other services
offered by the vendor including processing charges and incentives. Full disclosure of costs are required
for proper evaluation of this criterion.
* Collection Development Services and Online Selection Tools - 15%
Evidence of proactive engagement by vendor to anticipate publishing trends and other industry
developments and to consistently deliver value added incentives (products, services, events) relating to
librarianship, readers advisory, and other areas relating to successful collection development and
ONGOING PUBLIC LIBRARY MATERIALS 10