Pender County Schools JH Lea Library Collection and District Library Services

Pender County Schools is seeking a vendor to provide comprehensive library services including the creation of a new K-5 elementary school library collection for J. H. Lea Elementary, relocation and transition support for the renaming of Topsail Middle School to J. H. Lea Middle School, and annual district-wide library materials purchasing for approximately 10,618 students across 19 schools. The vendor must deliver a shelf-ready, new, and first-class condition collection with curated titles organized by grade, genre, reading level, and subject area, along with processing, cataloging, and MARC records fully compatible with the Follett Destiny Library Resource Management system. Services also include relocation coordination, relabeling, boxing, and moving logistics for the middle school transition, as well as ongoing annual purchasing support under a three-year term contract beginning with the 2026-2027 school year and extending through 2028-2029, with an option to renew for five additional one-year periods by mutual written agreement. The estimated annual purchasing amount is $150,000, subject to available funding and approved purchase orders, with no guaranteed minimum or maximum volume. All materials must be new, unused, and packaged to protect contents during handling and shipment, with shipping terms FOB Burgaw, North Carolina. The vendor must maintain commercial general liability and automobile insurance with minimum limits of $1,000,000 combined single limit, comply with North Carolina workers’ compensation requirements, and provide proof of insurance with a 30-day notice clause. The vendor must assign a primary account manager and project manager to the contract, obtain prior written approval for any personnel substitution, adhere to school safety and background check protocols, and comply with OSHA and state/federal regulations. All documents created under the contract are the property of Pender County Board of Education, and the vendor must maintain the confidentiality of any personnel or proprietary information received. Pricing must be firm for 180 days after contract effective date, with any increases requiring written notice and manufacturer documentation, while any price decreases must immediately benefit the district. Invoices are due Net 30 days after receipt or acceptance, must be submitted to the PCBOE accounts payables department with a copy to the project coordinator, and must list any applicable North Carolina sales tax as a separate line item. The contract may be terminated by PCS with 30 days’ written notice for good cause, and after 180 days,