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RFP #2006-KLN-1

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  • 1. Request for Proposals for In-Print Monographs and Related Services Issued by: Office of the Chancellor Pennsylvania State System of Higher Education RFP #2006-KLN-1 Issue Date: August 15, 2006 Response Date: September 12, 2006
  • 2. RFP #2006-KLN-1 Request for Proposals for In-Print Monographs and Related Services Table of Contents Page Part I General Information..............................................................................................................1 Part II Description of the Organization............................................................................................5 Part III Scope of Work........................................................................................................................7 Part IV Information Required From Vendors..................................................................................18 Part V Criteria for Selection...........................................................................................................20 Appendix A Commonwealth of Pennsylvania Service Purchase Contract Appendix A1 Standard Contract Terms and Conditions for Services Appendix B Cost Proposal Form Appendix C Cover Page
  • 3. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 Part I General Information I-1 Purpose/Background This Request for Proposals (RFP) provides interested vendors with sufficient information to enable them to prepare and submit proposals for consideration by the Office of the Chancellor, Pennsylvania State System of Higher Education (PASSHE), to satisfy its service needs related to the acquisition of In-Print Monographs, Approval Plans, and Standing Order Services. PASSHE is soliciting these services on a collaborative basis that will use the buying power of all members of the Keystone Library Network (KLN). A strategic plan for collaborative procurement of books was created leveraging the experience of the SSHELCO group, library directors, the KLN, and PASSHE Procurement. PASSHE may elect to enter into individual contractual relationships for each service category listed in this RFP. I-2 Issuing Office This RFP is being issued for the Office of the Chancellor by the issuing office listed below. The issuing office is the sole point of contact for this RFP. Please refer all inquiries to: Mr. Scott A. Bailey Procurement Manager Pennsylvania State System of Higher Education Office of the Chancellor Dixon University Center 2986 North Second Street Harrisburg, PA 17110 V: 717-720-4155; F: 717-720-4111 Email: sbailey@passhe.edu Web site: www.passhe.edu Questions must be submitted in writing to the issuing office by September 5, 2006, to ensure sufficient time to prepare responses. From the issue date of this RFP until a determination is made regarding the selection of a vendor, all contacts concerning this RFP must be made through the issuing office. Any violation of this condition is cause for PASSHE to reject a vendor’s proposal. If it is later discovered that any violations have occurred, PASSHE may reject the proposal. I-3 Scope This RFP contains instructions governing the responses to be submitted and the material to be included therein, a description of the services to be provided, requirements which must be met to be eligible for consideration, and contract terms and conditions. I-4 Statement of the Problem 1
  • 4. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 PASSHE requires the acquisition of in-print monographic materials in response to one-time firm orders, separately profiled approval plans, and standing orders for its university libraries and affiliate member libraries. I-5 Response Responses will be made to the responsible vendor determined in writing by the contracting officer to be best qualified based on the evaluation factors set forth in this RFP. Fair and reasonable compensation will be determined through negotiation. If compensation cannot be agreed upon with the best qualified responsible vendor, then negotiations will be formally terminated with the vendor. If proposals were submitted by one or more other responsible vendors, negotiations may be conducted with the other responsible vendor or vendors in the order of their respective qualification ranking. The contract may be awarded to the responsible vendor then ranked as best qualified, if the amount of compensation is determined to be fair and reasonable. I-6 Contract It is proposed that, if a contract is entered into as a result of successful negotiations, the vendor will be required to sign a standard Pennsylvania Commonwealth contract. This agreement will contain the provisions shown in the sample documents attached herein as Appendices A and A1. Negotiations may be undertaken with vendors whose proposals show them to be qualified, responsible, and capable of performing the work. The “Scope of Work,” as negotiated, will be incorporated into the standard contract. All or a portion of the services offered in the vendor’s proposal may be incorporated into the final negotiated contract. The contract period will be five years. (Note: Appendices A and A1 are sample documents only and are not required to be returned with your proposal.) It is the policy of the Commonwealth of Pennsylvania to contribute to the establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities, and to encourage their participation in State procurement activities. PASSHE encourages firms to provide for the participation of small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual obligations. I-7 Rejection of Proposals PASSHE reserves the right to reject any and all proposals received as a result of this RFP and to cancel this solicitation at any time prior to the execution of a contract. Proposals will be rejected immediately if they are not prepared in accordance with the RFP or if the Cost Proposal section is not submitted in a separate, sealed envelope. I-8 Incurring Costs 2
  • 5. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 PASSHE is not liable for any costs or expenses incurred by vendors in the preparation or submission of their proposals, or the attendance at any conferences or meetings related to this RFP, prior to the issuance of a contract. I-9 Pre-Proposal Conference There will be no pre-proposal conference. I-10 Addenda to the RFP If it becomes necessary to revise any part of this RFP, addenda will be posted at the following web site: http://www.passhe.edu/content/?/office/finance/procurement/opportunities. The information contained on this website is current and accurate. It is the vendor’s responsibility to check this site periodically to obtain any changes to the solicitation. The vendor must acknowledge all addenda in their proposal response. Vendors who fail to submit current copies of the solicitation may be deemed nonresponsive. Vendors who do not have access to the Internet should notify the issuing office. I-11 Response Date To be considered, proposals must be received at the issuing office on or before 2:00 P.M. on September 12, 2006. Vendors mailing proposals should allow sufficient mail delivery time to ensure timely receipt of their proposals. Late submissions will not be accepted. Directions to the Dixon University Center are located at: http://www.passhe.edu/content/?/office/academic/dixon/directions I-12 Proposals To be considered, proposals must consist of a complete response to this RFP using the format provided in Part IV and Appendix B. Proposals must be submitted as one original and three copies to the Issuing Office. In addition, all proposals must include an electronic version on CD in Microsoft Word and/or Excel formats. This information must include both the Technical and Cost Data on separate disks. Vendors must name each file using their company name, e.g., ABCCOMPANY.Tech and ABCCOMPANY.Cost. Additionally, electronic copies must be emailed to proposals@PASSHE.edu referencing the RFP number in the subject section. Please note that your original proposal must contain the proposal cover page (found in Appendix C of the RFP) with an original signature of an official of your company authorized to bind your company to its provisions. No other distribution of proposals will be made by the vendor. The contents of the proposal of the successful vendor and this RFP will become contractual obligations if and when a contract is executed. For this RFP, the proposal, as submitted, must remain valid during the entire solicitation, award process, and contract finalization process. I-13 Economy of Preparation 3
  • 6. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 Proposals should be prepared simply and economically, providing a straightforward, concise description of the vendor’s ability to meet the requirements of the RFP. I-14 Vendor Responsibilities Each proposal must be signed by the individual representative of the vendor who has contracting authority (Appendix C, Cover Page). That individual will be the sole point of contact with regard to contractual matters. I-15 Disclosure of Proposal Contents Proposals will be held in confidence and, except for the selected proposal, will not be revealed or discussed with competitors. All other materials submitted with the proposal will become the property of PASSHE and may be returned only at PASSHE’s option. PASSHE has the right to use any or all ideas in any proposal. Selection or rejection of the proposal does not affect this right. I-16 Debriefing Conference Vendors whose proposals are not selected will be notified of the name of the selected vendor and will be given the opportunity to be debriefed. The issuing office will schedule the date, time and location of the debriefing. The purpose of the debriefing is not to compare proposals, but to provide information that may assist individual vendors in preparing better proposals in the future. I-17 News Releases News releases pertaining to this RFP will not be made without PASSHE’s approval, and then only in coordination with the issuing office. I-18 Cost Data All cost data for the proposal must be submitted in a separate sealed envelope within the sealed proposal and kept separate from the technical proposal. Failure to meet this requirement will result in automatic disqualification of the proposal. 4
  • 7. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 Part II Description of the Organization II-1 Sites PASSHE comprises 14 universities, four branch campuses, several regional centers, and the McKeever Environmental Learning Center. The Universities are situated in rural, suburban, and small-town settings throughout Pennsylvania, in the communities of Bloomsburg, California, Cheyney, Clarion, East Stroudsburg, Edinboro, Indiana, Kutztown, Lock Haven, Mansfield, Millersville, Shippensburg, Slippery Rock, and West Chester. The four branch campuses are in Oil City (Clarion), Northpointe Regional and Punxsutawney (Indiana), and Clearfield (Lock Haven). The Office of the Chancellor is situated in the capital city of Harrisburg at the Dixon University Center. II-2 Mission As established by the founding legislation, Act 188 of 1982, the primary mission of PASSHE “is the provision of instruction for undergraduate and graduate students to and beyond the master’s degree in the liberal arts and sciences, and in the applied fields, including the teaching profession.” While the Universities share a common mission, each also embraces specific spheres of excellence. Additionally, the purpose of PASSHE is “to provide high quality education at the lowest possible cost to students.” II-3 Governance A 20-member Board of Governors, which comprises four legislators, three students, the Governor or a designee, the Secretary of Education or a designee, and 11 citizens appointed by the Governor, sets general policy for PASSHE. II-4 Organization The Board of Governors has “overall responsibility for planning and coordinating the development and operation of the System.” The Board appoints the Chancellor, who serves as the chief executive officer of PASSHE, and the University Presidents. Each University has an 11-member council of trustees, which carries out Board policy and deals with a variety of local issues. The Chancellor is an ex-officio member of each council. II-5 Academic Programs Universities in PASSHE provide a wide range of associate’s, bachelor’s, master’s, and doctoral degree programs, offering teacher, administrator, and supervisory certificates, as well as a range of lifelong learning opportunities. More than 250 degree and certificate programs in more than 120 areas of study are offered. Prerequisite coursework and counseling are afforded students planning to enter professional schools for engineering, health-related sciences, and law. Indiana University of Pennsylvania (IUP) offers graduate instruction at the doctoral level. Other PASSHE Universities also may offer doctoral programs in conjunction with IUP or with any other institution chartered to award doctoral degrees. The Universities are fully accredited by the Middle States Association of Colleges and Schools. Academic programs are individually accredited by appropriate national organizations. 5
  • 8. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 II-6 Enrollment Approximately 107,000 undergraduate and graduate, part-time and full-time, students attend PASSHE Universities. More than 90% are in-state students, and 64% of recent bachelor’s degree alumni remain in Pennsylvania after graduation for their first job or to continue their education. II-7 Facilities The total University campuses comprise approximately 4,900 acres. More than 900 buildings (approximately 26 million square feet) house classrooms, residences, administrative offices, and student support services. II-8 Alumni There are more than 586,000 PASSHE alumni, including more than 405,000 who live in Pennsylvania. II-9 Employees PASSHE employs more than 12,000 professional and support staff, most covered by collective bargaining agreements, making it the 16th largest employer in the state. II-10 Costs Tuition at PASSHE Universities is $4,906 per year for Pennsylvania undergraduate students and from $7,360 to $12,266 per year for nonresident students. The graduate student tuition is $5,888 per year for Pennsylvania residents and $9,422 per year for nonresidents. Resident students also pay a $125-a-year instructional technology fee; nonresidents pay $188. Room and Board charges vary, as do local fees. Students may apply for a variety of state and federal financial assistance programs, and campus scholarships, grants, and loans. II-11 History The state universities spent the first 100 years of existence training teachers for Pennsylvania’s schools. The Normal School Act of 1857 established regional teacher training institutions throughout the Commonwealth. The School Code of 1911 called for the state purchase of all normal schools, and by 1921 the current configuration of 14 state-owned universities was established. The 14 normal schools evolved from state normal schools, to state teachers’ colleges, to state colleges. On November 12, 1982, Act 188 was signed into law establishing the Pennsylvania State System of Higher Education on July 1, 1983. Thus, the 13 former state colleges joined with Indiana University of Pennsylvania to achieve university status. 6
  • 9. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 Part III Scope of Work III- 1 Introduction The Pennsylvania State System of Higher Education (PASSHE) University libraries serve the research and curricular needs of undergraduate students, graduate students, and faculty. The libraries on each campus provide resource support for academic programs and are connected electronically by the Keystone Library Network (KLN). The KLN provides students and staff access to the combined holdings of the 14 Universities’ libraries and its affiliate member libraries, and allows them to use the Internet to conduct research day or night from any location. It also provides them access to library assistance through e-mail and a toll-free telephone number. The KLN currently has patron-initiated interlibrary loan software working between the members of the KLN. It is important that the KLN engage the services of a vendor that supports its goal with acquisition systems, which allows it to determine what items the KLN members have ordered and have on order. When ordering and receiving books, the KLN uses the Endeavor Information System Voyager product which uses the following modules: Acquisitions Module The Voyager Acquisitions Module manages library purchases and the activities associated with those purchases. Working with purchase orders, invoices, ledgers, vendors, serials check-in, problems, and claims are daily tasks. Endeavor Voyager sends and receives messages using the EDIFACT standard. Preference will be given to the vendors who are EDI-certified with Endeavor Voyager for monographs and standing orders with EDI support for purchase orders, claims, claim responses, and invoices. Cataloging Module Voyager’s Cataloging Module provides a means by which MARC21-based records are created and maintained. Version 6.1 of the software supports ISBN-13, and the longer OCLC number will be in use by the KLN by December 15, 2006. As new members are added to the KLN, they will be eligible to participate in this procurement. Generally, one or two affiliate libraries join the KLN each year. The primary mission of the KLN is to establish and maintain a library consortium that provides access to library holdings, databases, and electronic resources, not only among the founding 14 PASSHE libraries, but also in partnership with other Pennsylvania organizations and libraries. This multi-type library consortium will link users electronically with a multiplicity of information sources and deliver both text and multi-media sources to library patrons at any time, from any location. The KLN promotes and supports the sharing of knowledge and best practices regarding library operations among consortium members. 7
  • 10. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 In addition to the 14 PASSHE Universities, the following are affiliate member libraries within the KLN: Library Location Geneva College Beaver Falls, PA Harrisburg University of Science and Technology Harrisburg, PA Lincoln University Lincoln University, PA Pennsylvania State Library Harrisburg, PA Thaddeus Stevens College of Technology Lancaster, PA Bibliographic Record Counts per library database are as follows: Library Counts Bloomsburg 456,400 California 290,481 Cheyney 73,016 Clarion 340,930 East Stroudsburg 303,393 Edinboro 335,663 Indiana 662,463 Kutztown 327,949 Lock Haven 254,304 Mansfield 234,096 Millersville 404,359 Shippensburg 339,301 Slippery Rock 451,427 West Chester 547,056 Geneva 172,960 Harrisburg University* 20,000 Lincoln University* 65,000 Lancaster County Historical Society 15,464 State Library of Pennsylvania 1,163,304 Thaddeus Stevens 37,566 Total 6,495,132 *Estimated numbers 8
  • 11. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 During fiscal year 2004/05, the combined expenditures for materials listed within this RFP were $1.9 million. This amount is likely to change, and PASSHE does not guarantee any dollar volume for the term of any agreement resulting from this RFP. The majors and degrees conferred reflect the subjects of the books purchased and at what level they were purchased. Degrees Conferred by Field and Level, 2003/04 Major Associate’s Bachelor’s Master’s Doctorate Totals Architecture 4 4 Area Studies 20 20 Biological Sciences 475 59 534 Business Management 52 2,630 337 3,019 Communication Tech 1 46 47 Communications 973 32 1,005 Computer/Information Science 8 495 94 597 Education 41 3,050 1,792 18 4,901 Engineering Tech 21 169 16 206 English/Letters 845 96 41 982 Environmental Science 124 15 139 Foreign Languages 176 21 197 Health Professions 137 890 336 58 1,421 History 343 34 377 Home Economics 115 12 127 Legal Studies 9 9 Liberal Arts/Studies 27 330 6 363 Library Science 28 146 174 Marketing 2 2 Mathematics 208 27 235 Multi-Interdisciplinary Studies 1 58 43 102 Parks/Recreation 690 88 778 Physical Sciences 1 299 44 344 Protective Services 18 586 34 638 Psychology 919 195 11 1,125 Public Admin 1 387 73 1 462 Religion/Philosophy 49 8 57 Social Sciences 1,298 119 3 1,420 Visual/Performing Arts 1,000 98 1,098 Total Degrees Awarded 317 16,209 3,725 132 20,383 9
  • 12. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 III-2 Purpose PASSHE requires the following services: CATEGORY A: In-print monographic materials in response to one-time firm orders Definition: A one-time order for a finite book or set of books. CATEGORY B: Separately profiled approval plans Definition: The vendor assumes the responsibility for selecting and supplying, subject to return privileges, all books, as issued, fitting a library’s collection profile. The approval plan will include a notification service for items not supplied on approval, but which the library may want to order. The library pays only for those items accepted. CATEGORY C: Standing order services Definition: An order to supply each succeeding issue of an annual publication, or subsequent volumes of a work published in a number of volumes issued intermittently until instructed not to by the ordering library. Standing Orders for annual publications to be delivered every other or every third edition is desirable. (This RFP excludes periodicals which will be purchased through a subscription agent). III-3 Specifications A. The vendor selected to provide Approval Plans (Category B) and Standing Order Services (Category C) will have been actively engaged in the business of providing these requested services to academic libraries for at least two years. For purposes of this RFP, a vendor who has had continuous management, but who may have changed ownership during a two-year period, will be considered responsive. B. The selected vendor will make no substitutions or additions of titles, editions, formats, or any specifics of any individual item ordered unless expressly authorized by the designee of the library affected. C. Payments will be made only to the selected vendor. The selected vendor will accept that no payment of any invoice will be made until Net 30 days after all items listed on the invoice have been delivered in satisfactory condition. In the event of a short shipment, the library may process for payment only those items listed on the invoice that have been received in acceptable condition. D. The library will have the option of using a credit card (purchasing card) to make purchases under the terms of the contract. Any fees related to this method of payment are the responsibility of the vendor. In no case will any library accept any charges or changes to the contract to offset any credit card fees paid by the vendor. E. Each library reserves the right to request copies of the original publishers’ invoices from the selected vendor at any time during the agreement term. 10
  • 13. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 F. Invoices from the selected vendor will be sent to the same library address used for shipping. G. Shipments 1. The selected vendor must have the ability to ship materials to all of the libraries listed herein. 2. Domestic trade titles and domestic University Press titles will ship within 45 days of each order. 3. For shipments lost or damaged in transit, the selected vendor will reship the order at their own expense, within 30 calendar days of notification by the library. H. Claims 1. The selected vendor must have the ability to accept claims submitted by U.S. mail, e- mail, facsimile, telephone, and/or online. 2. The selected vendor must notify the library of the status of all claims within 14 calendar days of submission of the claim by the library. 3. Claims sent to the selected vendor should be directed to the publisher by the selected vendor as necessary within seven calendar days of receipt from the library. I. Cancellations and Returns 1. Each library will have the option of canceling individual titles at any time with notification to the selected vendor via U.S. mail, e-mail, facsimile, telephone, and/or online. The selected vendor will not make shipments of cancelled items, except on the basis of a new or reconfirmed order. The selected vendor is required to confirm all cancellations within seven calendar days. 2. Each library will have the option of returning to the selected vendor shipments of previously cancelled titles at no cost to the library. 3. The selected vendor shall accept returns of defective, damaged, or incorrect items by the Library without the Library having to seek prior approval for the return, and at no cost to the Library. Defective items refer to both publisher errors and vendor processing errors. 4. The selected vendor will allow the library to apply credit to invoices on hand by short-paying invoices less the value of the missing or returned material or by supplying the library with blank credit forms to be filled out by the library for the amount charged for the missing or returned material. 5. The selected vendor will accept the return of defective items, even if the local bar code or label has already been attached. 11
  • 14. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 J. Exclusions—The following types of materials are excluded from this RFP: 1. Periodicals and serials on subscription order and back issues of subscription titles. III-4 Capabilities A. Are you capable of providing in-print monographic materials from publishers in the following geographic locales? 1. United States 2. Canada 3. Australia 4. United Kingdom 5. Continental Europe 6. Latin America, including Mexico 7. Asia/Pacific Rim 8. African Nations B. All publishers of the types of publications listed below should be covered by the selected vendor unless a given publisher has a policy of not selling through book dealers or unless the publisher has a history of non-supply. Are you able to provide all formats of publications unless otherwise specified in this RFP? 1. Trade publishers 2. University presses, university departments, and affiliates 3. Societies, both scientific and nonscientific 4. Small presses 5. Non-paper format publishers 6. Associations 7. Art museums and galleries 8. Government agencies 9. Quasi-governmental organizations (e.g., United Nations, Organization of American States, World Health Organization, NATO) C. Reports 1. The selected vendor should be capable of providing clear and understandable reports in electronic format (including compatibility with Excel) on a monthly basis or more often and on request by the libraries. Examples of types of reports that may be requested include: a. The number and percentage of titles supplied within 30, 60, 90, or more days of receipt of the order. b. The number of titles supplied, total cost, and average cost per title/volume broken down by subject for each of the approved profiles. 12
  • 15. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 2. Availability reports on the status of outstanding orders should be generated at a minimum interval of 45 calendar days. 3. The selected vendor should be capable of supplying customized management reports. 4. The selected vendor will provide a technical point-of-contact for reports. D. Electronic and Online Services 1. The selected vendor should be capable of providing electronic and online services that include, but are not limited to: a. Online access to the selected vendor’s title database for availability checks of titles and series, changing orders, and canceling orders. b. Ability to navigate to titles grouped by specific Library of Congress class. c. Ability to view approval slips online and place orders online. d. Fiscal management data in an electronic format of the library’s choosing. e. Access to customer service representatives, including a toll free phone number, e-mail, and online help services. f. Online tools to support selection and collection development, including book reviews, tables of contents, and images of book covers. 2. In addition, the selected vendor should be able to supply Machine Readable Cataloging (MARC) records for all ordered titles (slip and approval), or should be an active vendor participant in OCLC’s PromptCat service, and be able to provide Electronic Order Confirmation Records (EOCRs) on each title ordered on slip approval. III-5 Implementation/Transition Requirements Within the KLN there are four phases in the implementation/transition process: Planning The vendor is expected to list elements to be addressed by the plan to have a successful implementation. The vendor is to identify a decision point to be made by PASSHE; the vendor is to incorporate the goals of the KLN and the individual libraries into the plan. The vendor will explain the library workers’ roles and operational responsibilities and the vendor’s operational roles and responsibilities. A timeline will be established for each library. Implementation The vendor is expected to provide education and training for library workers. The vendor will address issues identified during training that are not covered in the plan. 13
  • 16. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 There is a central server hub where all KLN EDI and bibliographic files will be loaded. Explain what will be covered in employee training and how the communications with the central server will be managed. Generally, we write scripts to pick up files during late night hours and, for security reasons, do not have files pushed to us. Transition The vendor is expected to communicate regularly with the KLN to provide status reports on orders. The vendor will address unexpected and unpleasant issues. The KLN Coordinator will be involved in the planning and implementation phases and will transition out after the service is established and automated on the KLN side. Describe ongoing customer support directly with library personnel and provide samples of standard e-mails and reports provided by the vendor. Continuation Critical Issues identified during the transition phase will be addressed by the vendor before an ongoing relationship is established. The vendor and KLN will continue to fine tune the service. Describe your process for resolving critical issues. III-6 Category-Specific Capabilities Provide a concise description of how your company will provide each of the services delineated below. At a minimum, all posed questions should be referenced and answered. This information should include an explanation of the process and also portray your company’s capacity, industry leadership, and use of technology. The extent of detailed information provided should be limited to what is necessary for PASSHE to appreciate the company’s capabilities. No cost data should be submitted with the technical proposal. A. Category A—In-Print Monographs 1. Will the library be notified and given a reason if the selected vendor is unable to supply a title within 60 calendar days? Will the library have the option to cancel or continue the order? 2. What is your current fulfillment rate percent for shipments within 60 days of firm order for in-print monograph materials? 3. Will you accept “rush” orders by telephone, facsimile, e-mail, or the Internet? Will the vendor be able to acquire and ship most in-print titles within 30 days of the order? 4. Can you provide online access to a database of in-stock titles? 5. Provide information on processing services, such as binding of paperback monographs, applying bar codes, etc. 6. Will you include free shipping for all materials for which the library has not requested special handling? 7. Provide a list of library management systems with which your software interfaces. 14
  • 17. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 8. Do you currently work with other academic library customers that use the Endeavor Voyager automated library system? If so, can you receive orders and send invoices electronically from the Endeavor Voyager automated library system? B. Category B—Approval Plan 1. Vendors should address their established record of providing Approval Plans to academic libraries. Submit the approximate number of Approval Plans you have had with academic and research libraries. Specify only those plans that cover the majority of disciplines in the humanities, social sciences, sciences, business, and professional studies. 2. Profiling and Title Selection a. Describe the philosophy behind your profiling method and how it operates. How would you actually handle the profiling/re-profiling process? b. How do books get into your database system and how are they profiled? Provide details on the entire process employed within your firm, from initial contact with publishers to shipment to the library. c. Provide a description of the background of your profilers. How many do you have? What are their qualifications? d. Provide details on how you handle the simultaneous publication of cloth and paperback editions of books treated on the Approval Plan. e. Describe how you avoid short shipments of new approval titles. f. What is the length of time from receipt of a book by you until it is sent to the library for its approval plan? g. What return rate is acceptable? Is there a maximum acceptable percentage for new plans? For established plans? If yes, please specify. What items are exempt from return? h. What is the maximum allowable turnaround time for items being returned? i. How are titles that are needed on a “rush” basis handled within the Approval Plan? j. When Approval Plan profile changes are needed, how are the changes accomplished and how long does it take for shipments to reflect the adjustments in the profile? 15
  • 18. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 k. Provide an example of your Approval Plan schedule for call number QE701 to QE760. Include all options within that range. Be certain to include specific subject categories. 3. Coverage a. How many university presses do you treat? Do these include Oxford University Press and Cambridge University Press? b. Do you supply the publications of all major trade publishers? How many trade publishers? c. Do you provide the publications of societies, associations, university research institutes, university research centers, university departments, small presses, and corporate bodies? d. What type(s) of publishers do you exclude? e. Do you supply all formats (e.g., compact disks, videos, diskettes)? f. Do you have the capability to provide back-runs of title lists for specific subject areas? If yes, what retrospective period is available? g. Do you accept claims on approval items? Do you claim titles from publishers? h. How many titles did you treat for approval plans (books and bibliographic forms) during the previous year? i. How long does a title remain in your database? j. Do you provide automatic out-of-print search and notification services when books treated on approval are no longer available? How is this accomplished? 4. Bibliographic data a. Do you provide bibliographic forms in print or, preferably, online (also referred to as bibliographic slips) at no additional charge for approval books and approval forms? b. Are the print bibliographic forms provided multi-part forms? c. How are the online forms provided? d. Does the bibliographic form follow MARC format? What type of information is included in the form? e. How are bibliographic forms prepared? Book-in-hand? CIP? Other? Please describe. 16
  • 19. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 f. What is the maximum turnaround time you require for filling 90% of bibliographic form selection orders? g. Can books ordered on bibliographic forms be returned? If yes, describe your return policy. h. What is the time lag between the date of publication and the library’s receipt of a bibliographic form? Of a book? 5. Computer-Based Services a. Can you provide fully cataloged or shelf-ready books? If yes, what else is included in the service? Please explain in detail. b. Do you currently work with other academic library customers that use Endeavor’s Voyager System? If so, can you receive orders and send invoices electronically from the Endeavor Voyager automated library system? C. Category C—Standing Orders 1. The selected vendor must have an established record of providing and adequately maintaining standing orders suitable to an academic library collection. a. What is the approximate number of standing orders you have with academic and research libraries? b. Do you accept standing orders on alternate years? Every three years? Every five years? For “latest edition” published? c. Can you supply status updates on standing order titles? d. Can you supply all the publications of a specific publisher? e. Can you block duplicates on shipments of approval and standing order plans? f. How can you assure PASSHE that you will not allow gaps to form in the continuous renewal of existing library standing orders? 2. Coverage a. How many university presses do you treat? Do these include Oxford University Press and Cambridge University Press? b. Do you supply the publications of all major trade publishers? How many? c. Do you provide the publications of societies, associations, university research institutes, university research centers, university departments, small presses, and corporate bodies? 17
  • 20. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 d. What type(s) of publishers do you exclude? e. Do you supply all formats (e.g., DVDs, compact disks, videos, diskettes)? f. Do you provide free access to an online series management system? g. Do you have the capability to provide back-runs of title lists for specific subject areas? If yes, what retrospective period is available? h. How long does a title remain in your database? 18
  • 21. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 Part IV Information Required From Vendors Proposals must be submitted in the format outlined below. To be considered, the proposal must respond to all requirements in this part of the RFP. Any other information thought to be relevant should be provided as appendices to the proposal. IV-1 Statement of the Problem State in succinct terms your understanding of the services required by this RFP, and your approach to working with PASSHE and the needs of the libraries listed herein. General and category-specific information should be provided. Use the information provided in Part III as your reference point. IV-2 Work Plan Include a narrative description of the proposed effort and a list of services that will be delivered. Address the requirements defined in Part III of this RFP. Each proposal must contain the following information submitted in the sequence outlined below. A. Implementation/Transition Requirements Provide a description of the implementation/transition process. Provide data on the average lead time for an implementation/transition of the type that has been explained in this RFP. Information specific to the category or categories for which your company is submitting a proposal is critical within this requirement. B. Customer Service Requirements Provide staffing and organizational information specific to customer service representatives for the type of relationship outlined in this RFP. Explain the kinds of ongoing customer support service provided. Describe the responsibilities of customer service personnel, including the chain of command for problem resolution. General and category-specific information should be provided. C. New Technologies, Service Enhancements, and Resource Leveraging Requirements Describe your strategic advantage regarding investment in technologies, new products and services, reengineering opportunities, and ways to leverage your resources to help PASSHE meet its mission of providing the best possible education at the lowest possible price. Provide cost containment ideas in this section. General and category-specific information should be provided. D. Corporate Experience/Capability Provide a background of prior work accomplished that is similar to the services requested herein specifically work with university systems and consortia. In addition to a general overview of experience, please provide category-specific information for the following items: 1. Experience in providing the services delineated in Part III, “Scope of Work.” a. How many clients? Provide some typical examples. 19
  • 22. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 b. Types of similar clients in higher education. c. Types of similar services. d. How long has your company provided the services? 2. Explain specifically how your company will oversee and support PASSHE’s account. 3. What provisions do you have to allow consortia to do cooperative selection of book titles? 4. Do you have the ability to build collaborative Approval Plans and Standing Order Services? 5. Explain your company’s policies or programs for supplier diversity and equal opportunity. 4. Reference Accounts—Provide a list of at least three reference accounts with contact person, telephone number, and e-mail contact information. Include a description of services provided to these customers and their similarity to the requirements of this RFP. Services provided should correspond to proposed categories. IV-3 Cost and Price Analysis The information requested in this section is required to support the reasonableness of your price proposal and is for internal PASSHE use only in the evaluation process. The Cost Proposal should be provided in the format defined by Appendix B to this RFP. This portion of the proposal must be bound and sealed separately from the remainder of the technical proposal. Price does not enter into the selection process until after the technical capabilities of the individual proposals are considered and a determination of their responsiveness, suitability, and competence is made. 20
  • 23. Pennsylvania State System of Higher Education Office of the Chancellor Request for Proposals #2006-KLN-1 Part V Criteria for Selection V-1 Evaluation of Proposals All proposals will be reviewed and evaluated by a committee of qualified personnel selected by PASSHE. The committee will recommend for selection the proposal that most closely meets the requirements of the RFP and satisfies PASSHE’S needs. Remember to:  Check our web site for addenda at: http://www.passhe.edu/content/?/office/finance/procurement/opportunities  Mark the face of your proposal envelope (including overnight mailing envelopes) with the following reference number: RFP #2006-KLN-01.  Carefully review all listed requirements to ensure compliance with the RFP. V-2 Selection Criteria The following areas of consideration will be used in making the selection: A. Understanding the Problem This refers to the vendor’s understanding of PASSHE’S needs and objectives, and the nature and scope of the work involved. B. Soundness of Approach This refers to whether the vendor’s approach for assisting PASSHE with the requirements of the RFP meets PASSHE’s objectives. Of equal importance is whether the approach is completely responsive to all written specifications and requirements contained in this RFP. Consideration will be given to the vendor’s demonstrated performance in similar situations providing in-print monographs and related services. C. Vendor Qualifications/Experience This refers to the vendor’s ability to meet the terms of the RFP and its demonstrated performance in similar situations. This includes relevant experience, qualifications, and success in providing the goods and services outlined in this RFP; financial health; and references from institutions of higher education that are comparable to PASSHE’s library system. D. Cost The vendor’s cost proposal including, but not limited to, discounts, service charges, and other charges. While this area will be weighted heavily, it will not normally be the deciding factor in the selection process. 21