Physical Library Materials and Value-Added Services

The Yavapai Library Network, a consortium of 57 academic, public, school, and special libraries across Yavapai County, is seeking vendors to supply physical library materials and value-added services under Solicitation No. 26-LIB-02, issued by the Yavapai County Free Library District as the lead agency. The combined annual budget for physical materials among participating libraries is estimated at $500,000 for fiscal years 2027 through 2031, with a total estimated allocation of $2.5 million over the five-year contract term, though no single vendor is guaranteed any specific volume or value of orders. The contract will permit multiple vendors to be awarded, with all participating libraries eligible to use the resulting contracts. The primary scope requires vendors to provide new, unmarked materials including books, audiobooks, CDs, video games, and serials delivered F.O.B. Destination, with full responsibility for packaging, shipping, and title retention until delivery. An integrated electronic ordering system compatible with the YLN’s Koha ILS is mandatory, alongside a minimum 95% fill rate, accurate MARC records, and support for EDI transactions. Optional value-added services such as cataloging, shelf-ready processing, RFID tagging, and collection development are evaluated as part of the proposal but are not required. The contract performance period runs from the date of award through June 30, 2031, with no option for renewal specified. Proposals must be submitted electronically via the OpenGov Procurement Portal by June 25, 2026, at 1:30 p.m. Mountain Time, with no exceptions. Offerors are required to submit a technical proposal limited to three pages for firm experience, qualifications, and capacity, along with a detailed pricing proposal including itemized costs, shipping charges, and pricing for optional services; at least three customer references must be provided. The award will be based on a trade-off approach evaluating four factors in order of importance: ability to meet service requirements (40%), pricing (30%), experience and capacity (20%), and past performance with YLN members (10%), for a total of 100 points. Insurance requirements include $4 million in commercial general liability, $1 million in automobile liability, naming YCFLD as an additional insured, and a waiver of subrogation. Contractors must comply with Arizona non-discrimination statutes, anti-boycott of