3 Yr. Contract to Provide Periodicals for Library Department

Agency:	State Government of Louisiana
State:	Louisiana
Type of Government:	State & Local
Category:	76 - Books, Maps, and Other Publications
Posted:	Mar 27, 2024
Due:	Apr 23, 2024
Solicitation No:	JPP-50-00144690
Publication URL:	To access bid details, please log in.

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Bid Number 50-00144690

Three (3) Year Contract to Provide Serials Periodicals for the Jefferson

Parish Library Department

BID DUE: April 23, 2024 AT 2:00 P.M.

ATTENTION VENDORS!!!

Please review all pages and respond accordingly, complying with all provisions

in the technical specifications and Jefferson Parish Instructions for Bidders and

General Terms and Conditions. All bids must be received on the Purchasing

Department’s eProcurement site, www.jeffparishbids.net, by the bid due date

and time. Late bids will not be accepted.

Jefferson Parish Purchasing Department

200 Derbigny Street

General Government Building, Suite 4400

Gretna, LA 70053

Buyer Name: Doris Abraham

Buyer Email: DABRAHAM@jeffparish.net

Buyer Phone: 504-364-2690

Bid Specifications for Bid No. 50-00144690

THREE-YEAR CONTRACT FOR A SERIALS VENDOR

(SUBSCRIPTION AGENCY) FOR A PUBLIC LIBRARY,

INCLUDING A DIGITAL NEWSSTAND SERVICE.

NOTE: A subscription vendor consolidates orders for magazines, journals, newspapers,

and other serial publications, allowing a library to order its subscriptions from a single

source, receive a single invoice for those subscriptions, and benefit from a single source of

customer service, rather than maintaining hundreds of publisher contacts. Vendors provide

collective reporting, historical account records, and tracking of subscriptions on order.

SPECIFICATIONS

SERIALS SUBSCRIPTION SERVICE

The library requires a serials subscription service to supply approximately 1,800 public

library oriented serial subscriptions. The subscriptions should be mainly in print, with an

occasional electronic title and shall include approximately 350 unique titles; the remaining

titles shall be duplicate subscriptions for branch libraries.

The bidder must be able to supply general, popular, and uncommon public library magazine

and newspaper subscriptions, as well as technical, scholarly, and reference serial

subscriptions, from major and independent publishers.

The bidder must maintain an interactive website with a comprehensive database of serial

titles to provide for electronic ordering, claiming, renewing, title research, invoicing, and

collection development by the library. The website must include an interactive database of

all of the library’s subscriptions, dates of library’s subscriptions, and links to relevant

invoices that the library can customize and export in a variety of formats as needed.

The bidder’s website must include customizable reports that the library can retrieve at any

time, in a variety of formats; including, but not limited to, the following:

1. Current subscriptions by title and by library branch.

2. Serials changes.

3. Claims submitted.

4. Responses and dispositions.

5. Collection assessment.

6. Membership titles.

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Bid Specifications for Bid No. 50-00144690

A dedicated representative must be assigned to the library and must be readily accessible

via e-mail and phone, with a back-up plan in place so that when a representative is out,

queries are handled in a timely manner.

DIGITAL NEWSTAND SERVICE

The library requires a digital newsstand service that will host a website and apps for the

library and provide digital periodicals that the library can subscribe to and add to the

website for patrons to check out and download.

Available titles must include popular public library oriented periodicals from top

publishers. Digital periodicals must be full-color, digitized versions of popular print

periodicals in their entirety. The digital versions must include all articles and ads that

appear in print versions as well as popular digital periodicals titles that are not available in

print.

A. COLLECTION DESCRIPTION

1. The annual order will be for approximately 1,800 serial subscriptions, to

include approximately 350 unique titles, the remainder being duplicate

subscriptions for branch libraries. Currently the library is comprised of 16

locations including 2 regional branches with two new locations to be opened

(Avondale Library and Jefferson Highway).

2. The library’s serials collection is comprised of approximately 90% general

public library magazine and newspaper subscriptions, and 10% technical,

scholarly or reference serial subscriptions.

3. The library’s current digital magazine collections include approximately 285

digital magazines. The annual order for this bid will be for approximately

150 to 200 digital magazines, with at least 97% general, popular, public

library-type magazine titles.

The service complements the library’s other digital periodicals service by offering a

different selection of magazines and an alternative user interface to help the library meet a

wide range of patron need and requirements. The service may offer at least one of the

largest magazine publishers that is not available via other public library digital magazine

services.

B. AWARD TIME PERIOD & COVERAGE

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Bid Specifications for Bid No. 50-00144690

1. The award will cover subscriptions to be renewed and new titles to be added

on an as-needed basis during the duration of the contract.

2. New subscriptions may include additional copies of titles already received or

subscriptions to titles that are new to the library.

3. The three-year contract will take effect on July 13, 2024, or upon acceptance

by the Jefferson Parish Council, and end three years later.

4. Payment will be on a 12-month (year by year) basis with the library making

one annual payment. New subscriptions added during the year will be paid

for as ordered.

5. Award condition: all or none. The bidder must be able to provide print and

digital subscriptions.

C. COST

1. The discount percent and service fee percent will be binding as quoted and

will become part of the final contract.

2. The bid shall be awarded on the basis of discount amount. The discount must

be given on the entire order rather than on a title by title basis, regardless of

the contents of the order.

3. The discount must be given on all types and formats of serials including but

not limited to newspapers, organizational memberships that are required to

subscribe to a serial, specific publishers, reference works, scholarly journals,

and titles with costs over a certain dollar amount.

4. The discount shall be applied to any individual quotations requested during

the life of the contract. The discount shall apply to any titles that may be

ordered during the life of the contract.

5. Any handling/service charges must be included on a percent basis of the

order. Handling/service charges shall be separate line items on all invoices

to which they apply.

6. All postage and transportation charges must be included in the invoiced

price.

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Bid Specifications for Bid No. 50-00144690

D. SUBSCRIPTION ORDER & RENEWAL SERVICES

1. Bidder must maintain an interactive website to provide for electronic

ordering, claiming, renewing, title research, invoicing, and collection

development.

2. Bidder must maintain a database of serial titles via their website.

3. Bidder’s website must include a comprehensive database of all of the

library’s subscriptions that the library can customize and export in a variety

of formats.

4. A Serial Title record in bidder’s database must include:

• An interactive list of all of the library’s subscriptions to a particular

title, dates of library’s subscriptions, and links to relevant invoices.

• Title Status, such as active, publication resumed, publication delayed,

suspended or ceased, all including dates when changes took place.

• Name changes with links to appropriate record in the title database.

• Publisher only accepts direct orders.

• ISSN.

• Link to publisher’s website.

• Link to list of issues and dates available.

• Links to claims for the title.

5. Bidder must notify library, in a timely manner, when invoices are available

online.

6. Bidder must provide a toll-free phone number and email directly to website

tech support.

7. Bidder must provide complimentary training and online help via bidder’s

website.

8. Bidder’s website must include customizable reports including, but not

limited to, current subscriptions by title and by library branch, serials

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

bid number	description	date issued	bid open date/time	help
JPP-50-00144690	3 Yr. Contract to Provide Periodicals for Library Department Original: JPP-50-00144690	03/27/2024	04/23/2024 2:00:00 PM CT	JPP

3 Yr. Contract to Provide Periodicals for Library Department

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