Physical Library Materials and Value-Added Services

The Yavapai County Free Library District (YCFLD) is seeking Proposals from qualified vendors to supply YCFLD branches and other members of the Yavapai Library Network (YLN) with physical materials—including print books, DVDs, and other media—as well as to provide value-added services that support staff in the efficient acquisition and management of these materials. Such services may include cataloging, physical processing, and other solutions that streamline the workflows required to prepare materials for circulation and patron use.

Vendors are given an opportunity to bid on all or part of the Solicitation. To ensure access to the widest possible range of materials and services, YCFLD intends to award contracts to multiple vendors. The number of contracts awarded will be based on the quantity and quality of Proposals received. Contract(s) resulting from this Solicitation will be effective from the date of award through June 30, 2031.

Background

Established in 1985, the Yavapai Library Network (YLN) is a countywide consortium of fifty-seven (57) academic, public, school, and special libraries. Collectively, these libraries share a collection of 1,283,345 items, including 920,221 physical materials. The combined budget for physical library materials among YLN members for fiscal years 2027 through 2031 is estimated at $2,500,000 from primary funding sources.

The Yavapai County Free Library District (YCFLD) is serving as the lead agency for this Solicitation. Any contract(s) resulting from this process will be available for use by all YCFLD branches as well as participating YLN member libraries. YCFLD and other YLN members may distribute their materials budgets across multiple awarded vendors, and therefore cannot guarantee the volume or value of purchases from any single vendor.

Project Details

• Reference ID: 26-LIB-02
• Department: Library District
• Department Head: Corey Christians (Director)

Important Dates

• Questions Due: 2026-06-12T00:00:00.000Z
• Answers Posted By: 2026-06-19T00:00:00.000Z

Evaluation Criteria

• Ability to Meet Service Requirements (40 pts)
• Pricing Proposal (30 pts)
• Experience of Firm and Capacity (20 pts)
• Past Performance with YLN and References (10 pts)

Submission Requirements

• Technical Proposal (required) —

  Please download, complete, and upload your Technical Proposal. The Technical Proposal should address the questions in Section 4.2.1 of the RFP. 

• Pricing Proposal (required) —

  Please download, complete, and upload your Pricing Proposal. The Pricing Proposal should address the questions in Section 4.2.2 of the RFP. 

• References (required) —

  Provide at least three (3) references in the following format. YCFLD may, at its sole discretion, contact additional customers not presented as references. 

  • Customer:
  • Contact Person:
  • Title:
  • Phone:
  • Email:
  • Scope of Services:
  • Year(s) Services Provided:

  You may also include Project Description, however it is not required to submit Project Description.

• Federal Employer Identification No.: (required)
• Arizona Transaction Privilege (Sales) Tax License No.: (required)
• Is your Company a Corporation? (required)
• If a corporation provide the following: (required) —

  President:
  Secretary:
  Treasurer:
  Corporate Seal:

• Is your Company a Firm or Partnership? (required)
• Please provide Name and Address of each Member: (required)
• Is your Company a Limited Liability Company? (required)
• Please provide your Address: (required)
• If your Company is not a Corporation, Firm, Partnership, or Limited Liability Company please list your Company's classification below along with your Company Address: (required) —

  If not applicable, please type in N/A.

• Acknowledgement and Acceptance (required) —

  Explanatory Note: The purpose of this question is to confirm Offeror’s acknowledgement and acceptance of the terms and conditions of the Solicitation, subject to any exceptions or modifications to terms or conditions that are expressly requested and have been approved prior to submission of the Offer.

  The Undersigned hereby offers and agrees to furnish the material, service and/or construction in compliance with all terms, conditions, specifications, and amendments in Solicitation No.26-LIB-02, including written exceptions, if any. By confirming below, Offeror also certifies understanding and compliance with Solicitation No. 26-LIB-02, including the Special Requirements and Scope of Work. Offeror certifies that prices offered were independently developed without consultation with any other Offeror or potential Offeror.  

  Offeror, by and through the submitting representative, acknowledges and accepts all terms and conditions of Solicitation No.26-LIB-02. As used in this form, “Terms and Conditions of Solicitation” means all terms, conditions, specifications, certifications, and warranties set forth in the documents that comprise the Solicitation, including, but not limited to, the Uniform Instructions for Offers, Special Rules for Offers (if any), General Terms and Conditions of Contract, Special Requirements of Solicitation, Scope of Work, Solicitation Addendums (if any).

• Request for Confidentiality of Proprietary Information (required) —

  Explanatory Note: The purpose of this question is to request that YCFLD treat as confidential specific information in the Offer that Offeror believes is a trade secret or other proprietary information. All information that is the subject of the request for confidentiality must be designated on the page or pages of the Offer in which it appears. An explanatory statement for the request must be clearly set forth below. Additional pages may be attached to the Offer.  

  If an Offeror believes that its Offer contains confidential trade secrets or other proprietary information that should not be disclosed, such information shall be so identified wherever it appears in the Offer and Offeror shall state its basis under Arizona law for the requested confidentiality. Offeror acknowledges that YCFLD is subject to Arizona Public Records Law found in A.R.S. §§ 39-121 et seq. and any exemptions thereto. Upon receipt of a public records request or other request to release certain information identified by Offeror as Confidential, YCFLD shall make an internal determination as to whether Offeror’s request for confidentiality is supported by Arizona law. If YCFLD determines that certain requested information is not confidential under Arizona Public Records Law, YCFLD shall advise Offeror of receipt of the request for the information and allow Offeror ten (10) business days to file for and obtain a protective order from a court prohibiting disclosure of the information. If Offeror fails to request or obtain a protective order in the time indicated, the information shall be disclosed.

  Requests to protect pricing information or the entire Offer from disclosure will be denied.

  Offeror, by and through the submitting representative, requests that the specific information, described below and identified on the page or pages of the Offer in which it appears, be treated as confidential information and protected from disclosure to the public. Specific sections of the solicitation must be listed.

  Note: Mark response with “N/A” for each section, if not applicable. 

  1.  Description of specific information that is the subject of the request. 
  2.  The reason or reasons why the information should be treated as confidential.
• Please submit your Non Collusion Affidavit. (required) —

  Please download the below documents, complete, and upload.

• Term of Contract (required) —

  Please select the appropriate option for your solicitation:

• Contract shall be for a period of _____________ (__) ______ thereafter. (required) —

  Format: [Number of years] (##) years

  Example: three (3) years

• The contract may be extended for up to ______________ (__) ______________. (required) —

  Format: [Number of years] (##) additional one-year terms

  Example: two (2) additional one-year terms

• Effective date: (required) —

  Example: January 1, 2026

• Contract will expire on: (required) —

  Format: January 1, 2026

• Offeror shall hold its Offer open for a minimum of ___________ (__) _____ from the Offer Deadline. (required) —

  Format: [Number of days] (##) days

  Example: sixty (60) days

• Solicitation Contact Person Email (required)