Provision of Library Materials with Services

Background

Washington County, Minnesota, is seeking proposals for the furnishing and delivery of print and audiovisual materials for its Library. The County has experienced significant growth over the past two decades and aims to award multiple one-year contracts with options to renew for up to four additional one-year periods. The County's mission includes providing a full range of services to its diverse population of approximately 262,748 residents.

Work Details

The successful Vendor will provide print and audiovisual materials and perform various mandatory services including: - Furnishing and delivering materials using the Symphony Workflows acquisitions module. - Providing FTP order capabilities and access to order status for all titles ordered. - Offering a robust ordering system that allows staff to create and share carts or lists. - Implementing a process to notify the Library of previously ordered items to prevent duplicate purchases. - Confirming all orders placed and canceled, including reasons for cancellations. - Establishing separate accounts for different ordering standards as needed by the library. - Allowing at least 120 days for returns of damaged or defective items at the vendor's expense. - Initiating replacements for defective products without charge and covering return shipping costs for incorrect shipments. - Providing digital artwork for audiovisual materials and ensuring material records include correct audience ratings. Delivery requirements include maintaining an average wait time of 45 days between order and shipping, shipping no less than 300 items weekly, packing items in boxes not exceeding 30 pounds, ensuring physical packing slips are included with every order, and covering all logistics costs in proposed prices.

Period of Performance

The contract will commence on September 1, 2026, following notification of award on July 31, 2026. The initial term is one year with options to renew for up to four additional one-year periods.

Place of Performance

The primary location for delivery is Washington County Library at 8595 Central Park Place, Woodbury, MN 55125.

Bidder Requirements

Vendors must comply with nondiscrimination provisions as per Minnesota Statute 181.59 and maintain appropriate insurance coverage including Commercial General Liability ($1.5 million per occurrence), Automobile coverage ($1.5 million), and Worker’s Compensation insurance as required by law. Vendors must also provide proof of insurance prior to contract execution.