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Note this document has been superseded and is presented here historical purposes. The Current RFP is available in PDF.
Virginia Commonwealth University
Department of Procurement and Stores
Request For Proposal
(RFP)
RFP# 180782CA
Issue Date: 4/1/93
Title: Commercial Library Binding Service
TABLE OF CONTENTS
1. OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . 2
2. PURPOSE . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
3. BACKGROUND. . . . . . . . . . . . . . . . . . . . . . . . . . 2
4. SCOPE OF WORK . . . . . . . . . . . . . . . . . . . . . . . . 2
5. PRIMARY PRODUCT/SERVICE REQUIREMENTS. . . . . . . . . . . . . 2
5.1. PICKUP/DELIVERY . . . . . . . . . . . . . . . . . . . . . . . 2
5.1.1. Location. . . . . . . . . . . . . . . . . . . . . . . . . 2
5.1.2. Frequency . . . . . . . . . . . . . . . . . . . . . . . . 3
5.1.3. Schedule. . . . . . . . . . . . . . . . . . . . . . . . . 3
5.2. LOST OR DAMAGED VOLUMES . . . . . . . . . . . . . . . . . . . 3
5.2.1. Lost Declaration. . . . . . . . . . . . . . . . . . . . . 3
5.2.2. Replacement . . . . . . . . . . . . . . . . . . . . . . . 3
5.3. ERRORS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
5.3.1. Corrections . . . . . . . . . . . . . . . . . . . . . . . 3
5.3.2. Irreparable Items . . . . . . . . . . . . . . . . . . . . 3
5.4. COMPUTER SERVICES . . . . . . . . . . . . . . . . . . . . . . 3
5.4.1. Automated Preparation System. . . . . . . . . . . . . . . 3
5.4.2. Property of Database. . . . . . . . . . . . . . . . . . . 3
5.4.3. Data Storage. . . . . . . . . . . . . . . . . . . . . . . 4
5.4.4. Data Fields . . . . . . . . . . . . . . . . . . . . . . . 4
5.4.5. Search Key. . . . . . . . . . . . . . . . . . . . . . . . 4
5.4.6. Database Backup . . . . . . . . . . . . . . . . . . . . . 4
5.4.7. Maintenance of Database . . . . . . . . . . . . . . . . . 4
5.5. LIBRARY BINDING . . . . . . . . . . . . . . . . . . . . . . . 4
5.5.1. Examination and Collation . . . . . . . . . . . . . . . . 5
5.5.2. Covering Materials. . . . . . . . . . . . . . . . . . . . 5
5.5.3. Adhesives . . . . . . . . . . . . . . . . . . . . . . . . 5
5.6. PROTECTIVE ENCLOSURES . . . . . . . . . . . . . . . . . . . . 5
5.6.1. Board . . . . . . . . . . . . . . . . . . . . . . . . . . 5
5.6.2. Configuration . . . . . . . . . . . . . . . . . . . . . . 5
5.6.3. Construction from Dimensions Only . . . . . . . . . . . . 5
5.7. CHANGES IN METHODS AND MATERIALS. . . . . . . . . . . . . . . 5
6. SECONDARY PRODUCT/SERVICE REQUIREMENTS. . . . . . . . . . . . 6
6.1. GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
6.2. SUBCONTRACTING. . . . . . . . . . . . . . . . . . . . . . . . 6
6.3. INVOICES. . . . . . . . . . . . . . . . . . . . . . . . . . . 6
6.3.1.
Invoice by Lot . . . . . . . . . . . . . . . . . . . . . . . . . . 6
6.3.2.
Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
6.3.3. Extra Charges . . . . . . . . . . . . . . . . . . . . . . 6
6.3.4. Triplicate Form . . . . . . . . . . . . . . . . . . . . . 6
6.3.5. Delivery. . . . . . . . . . . . . . . . . . . . . . . . . 6
6.4. PICKUP/DELIVERY . . . . . . . . . . . . . . . . . . . . . . . 7
6.4.1. Second Location . . . . . . . . . . . . . . . . . . . . . 7
6.4.2. Packing . . . . . . . . . . . . . . . . . . . . . . . . . 7
6.4.3. Return. . . . . . . . . . . . . . . . . . . . . . . . . . 7
6.4.4. Late Delivery . . . . . . . . . . . . . . . . . . . . . . 7
6.4.5. Penalty for Late Return . . . . . . . . . . . . . . . . . 7
6.4.6. Exceptions. . . . . . . . . . . . . . . . . . . . . . . . 7
6.4.7. Packing Cartons . . . . . . . . . . . . . . . . . . . . . 7
6.4.8. Wrapping Devices. . . . . . . . . . . . . . . . . . . . . 7
6.5. IRREPLACEABLE ITEMS . . . . . . . . . . . . . . . . . . . . . 7
6.6. COMMUNICATION . . . . . . . . . . . . . . . . . . . . . . . . 7
6.6.1. Representative. . . . . . . . . . . . . . . . . . . . . . 7
6.6.2. Site Visits . . . . . . . . . . . . . . . . . . . . . . . 7
6.6.3. Telephone . . . . . . . . . . . . . . . . . . . . . . . . 8
6.7. ERRORS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
6.7.1. Quality Control . . . . . . . . . . . . . . . . . . . . . 8
6.7.2. Return of Corrected Items . . . . . . . . . . . . . . . . 8
6.8. COMPUTER SERVICES . . . . . . . . . . . . . . . . . . . . . . 8
6.8.1. Separate Databases. . . . . . . . . . . . . . . . . . . . 8
6.8.2. Network . . . . . . . . . . . . . . . . . . . . . . . . . 8
6.8.3. Data Fields . . . . . . . . . . . . . . . . . . . . . . . 8
6.8.4. Search Keys . . . . . . . . . . . . . . . . . . . . . . . 8
6.8.5. Binding Ticket Production . . . . . . . . . . . . . . . . 8
6.8.6. Reports . . . . . . . . . . . . . . . . . . . . . . . . . 9
6.8.7. History File. . . . . . . . . . . . . . . . . . . . . . . 9
6.8.8. Electronic Transfer . . . . . . . . . . . . . . . . . . . 9
6.8.9. Interface with Library Information System . . . . . . . . 9
6.9. MONOGRAPH BINDING . . . . . . . . . . . . . . . . . . . . . . 9
6.10. LIBRARY BINDING . . . . . . . . . . . . . . . . . . . . . . . 9
6.10.1. Examination and Collation . . . . . . . . . . . . . . . . 9
6.10.1.1. Books . . . . . . . . . . . . . . . . . . . . . . . . . . 9
6.10.1.2. Custom Periodical Collation . . . . . . . . . . . . . . .10
6.10.1.3. Standard Periodical Collation . . . . . . . . . . . . . 10
6.10.1.4. Repair. . . . . . . . . . . . . . . . . . . . . . . . . .10
6.10.1.5. Maps, Illustrations, and Folded Sheets. . . . . . . . . .10
6.10.2. Attaching the Leaves. . . . . . . . . . . . . . . . . . .10
6.10.2.1. Periodical Volumes. . . . . . . . . . . . . . . . . . . .10
6.10.2.2. Monograph Volumes . . . . . . . . . . . . . . . . . . . .11
6.10.3. Endpaper Construction . . . . . . . . . . . . . . . . . .11
6.10.4. Trimming the Textblock. . . . . . . . . . . . . . . . . .11
6.10.4.1. Replacement Pages/Issues. . . . . . . . . . . . . . . . .11
6.10.4.2. Stubbing. . . . . . . . . . . . . . . . . . . . . . . . .12
6.10.4.3. No Trim . . . . . . . . . . . . . . . . . . . . . . . . .12
6.10.4.4. Slitting Signatures . . . . . . . . . . . . . . . . . . .12
6.10.4.5. Removing Security Strips. . . . . . . . . . . . . . . . .12
6.10.5 Rounding and Backing. . . . . . . . . . . . . . . . . . .12
6.10.6. Lining up the Spine . . . . . . . . . . . . . . . . . . .12
6.10.7. Stamping the Covering Material. . . . . . . . . . . . . .12
6.10.7.1. Size and Orientation. . . . . . . . . . . . . . . . . . .12
6.10.7.2. Minimum Limitations . . . . . . . . . . . . . . . . . . .13
6.10.7.3. Hyphenation . . . . . . . . . . . . . . . . . . . . . . .13
6.10.7.4. Call Numbers. . . . . . . . . . . . . . . . . . . . . . .13
6.10.7.5. Volume Designation. . . . . . . . . . . . . . . . . . . .13
6.10.7.6. Color . . . . . . . . . . . . . . . . . . . . . . . . . .13
6.10.7.7. Upper/Lower Case. . . . . . . . . . . . . . . . . . . . .13
6.10.8. Assembling the Case . . . . . . . . . . . . . . . . . . .13
6.10.9. Casing In . . . . . . . . . . . . . . . . . . . . . . . .13
6.10.10. Inspection. . . . . . . . . . . . . . . . . . . . . . . .13
6.10.10.1. Defective Volumes . . . . . . . . . . . . . . . . . . . .13
6.10.10.2. Binding Slips . . . . . . . . . . . . . . . . . . . . . .14
6.10.11. Reinforcement . . . . . . . . . . . . . . . . . . . . . .14
7. PROPOSAL PREPARATION AND SUBMISSION
REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
7.1. GENERAL REQUIREMENTS. . . . . . . . . . . . . . . . . . . . .14
7.1.1. RFP response. . . . . . . . . . . . . . . . . . . . . . .14
7.1.1.1. Deadline. . . . . . . . . . . . . . . . . . . . . . . . .14
7.1.1.2. Format. . . . . . . . . . . . . . . . . . . . . . . . . .14
7.1.2. Proposal preparation. . . . . . . . . . . . . . . . . . .14
7.1.2.1. Responsiveness. . . . . . . . . . . . . . . . . . . . . .14
7.1.2.2. Binding . . . . . . . . . . . . . . . . . . . . . . . . .15
7.1.2.3. Identification of Proposal Envelope . . . . . . . . . . .15
7.1.2.4. Late Proposals. . . . . . . . . . . . . . . . . . . . . .15
7.1.3. Preproposal Conference. . . . . . . . . . . . . . . . . .15
7.1.4. Oral or Written Clarification of Response . . . . . . . .16
7.2. SPECIFIC REQUIREMENTS . . . . . . . . . . . . . . . . . . . .16
7.2.1. Data Sheet. . . . . . . . . . . . . . . . . . . . . . . .16
7.2.2. Descriptive Narrative . . . . . . . . . . . . . . . . . .16
7.2.3. Plans . . . . . . . . . . . . . . . . . . . . . . . . . .16
7.2.4. Costs . . . . . . . . . . . . . . . . . . . . . . . . . .16
7.2.5. Required Documentation. . . . . . . . . . . . . . . . . .16
7.2.5.1. Active Accounts . . . . . . . . . . . . . . . . . . . . .16
7.2.5.2. Sample Bindings . . . . . . . . . . . . . . . . . . . . .16
7.2.5.3. Sample End Sheets . . . . . . . . . . . . . . . . . . . .17
7.2.5.4. Technical Specifications. . . . . . . . . . . . . . . . .17
7.2.5.5. Sample Forms. . . . . . . . . . . . . . . . . . . . . . .17
7.2.5.6. Sample Invoice. . . . . . . . . . . . . . . . . . . . . .17
7.2.5.7. Financial Statement/Annual Report . . . . . . . . . . . .17
7.2.5.8. Equipment Description . . . . . . . . . . . . . . . . . .17
7.2.5.9. Automated System. . . . . . . . . . . . . . . . . . . . .17
7.2.5.10. Training Staff. . . . . . . . . . . . . . . . . . . . . .17
8. COMMUNICATIONS. . . . . . . . . . . . . . . . . . . . . . . .17
8.1. INFORMAL COMMUNICATIONS . . . . . . . . . . . . . . . . . . .17
8.2. FORMAL COMMUNICATIONS . . . . . . . . . . . . . . . . . . . .18
8.2.1. Nature of Communication . . . . . . . . . . . . . . . . .18
8.2.2. Adherence to Provisions . . . . . . . . . . . . . . . . .18
8.2.3. Revisions/Additions to RFP. . . . . . . . . . . . . . . .18
9. EVALUATION AND AWARD CRITERIA . . . . . . . . . . . . . . . .18
9.1. EVALUATION CRITERIA . . . . . . . . . . . . . . . . . . . . .18
9.2. AWARD OF CONTRACT . . . . . . . . . . . . . . . . . . . . . .18
9.2.1. Award of Contract . . . . . . . . . . . . . . . . . . . .18
9.2.2. Rejection of Proposals. . . . . . . . . . . . . . . . . .19
10. REQUEST FOR PROPOSAL PROCESS. . . . . . . . . . . . . . . . .19
11. SPECIAL REQUIREMENTS. . . . . . . . . . . . . . . . . . . . .19
11.1. EFFECTIVE DATE OF CONTRACT. . . . . . . . . . . . . . . . . .19
11.2. CONTRACT. . . . . . . . . . . . . . . . . . . . . . . . . . .19
11.3. TIME LIMITS OF PROPOSAL . . . . . . . . . . . . . . . . . . .19
11.4. OBLIGATIONS OF OFFEROR. . . . . . . . . . . . . . . . . . . .20
11.5. CONSENT FOR ADVERTISING . . . . . . . . . . . . . . . . . . .20
11.6. INDEPENDENT CONTRACTOR. . . . . . . . . . . . . . . . . . . .20
11.7. TAXES . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
12. SPECIAL TERMS AND CONDITIONS. . . . . . . . . . . . . . . . .20
12.1. AUDIT . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
12.2. OWNERSHIP OF MATERIAL . . . . . . . . . . . . . . . . . . . .20
12.3. EXTENSION OF CONTRACT . . . . . . . . . . . . . . . . . . . .21
12.4. CANCELLATION OF CONTRACT. . . . . . . . . . . . . . . . . . .21
12.5. AVAILABILITY OF FUNDS . . . . . . . . . . . . . . . . . . . .21
12.6. INSURANCE . . . . . . . . . . . . . . . . . . . . . . . . . .21
12.6.1. Comprehensive General Liability . . . . . . . . . . . . .21
12.6.2. Worker's Compensation and Employers Liability . . . . . .21
12.6.3. Automobile Insurance. . . . . . . . . . . . . . . . . . .22
12.6.4. Primary and Non-contributing Provision. . . . . . . . . .22
12.6.5. Substitute or Alterations . . . . . . . . . . . . . . . .22
12.6.6. Certificates of Insurance . . . . . . . . . . . . . . . .22
12.6.7. Cancellation/Termination Provisions . . . . . . . . . . .22
13. GENERAL TERMS AND CONDITIONS. . . . . . . . . . . . . . . . .22
13.1. VENDOR'S MANUAL . . . . . . . . . . . . . . . . . . . . . . .22
13.2. MANDATORY USE OF STATE FORM AND TERMS
AND CONDITIONS. . . . . . . . . . . . . . . . . . . . . . . .23
13.3. PRECEDENCE OF TERMS . . . . . . . . . . . . . . . . . . . . .23
13.4. CLARIFICATION OF TERMS. . . . . . . . . . . . . . . . . . . .23
13.5. TESTING/INSPECTION. . . . . . . . . . . . . . . . . . . . . .23
13.6. PAYMENT TERMS . . . . . . . . . . . . . . . . . . . . . . . .23
13.7. INVOICES. . . . . . . . . . . . . . . . . . . . . . . . . . .23
13.8. DEFAULT . . . . . . . . . . . . . . . . . . . . . . . . . . .23
13.9. ASSIGNMENT OF CONTRACT. . . . . . . . . . . . . . . . . . . .24
13.10. ANTITRUST . . . . . . . . . . . . . . . . . . . . . . . .24
13.11. ETHICS IN PUBLIC CONTRACTING. . . . . . . . . . . . . . .24
13.12. ANTI-DISCRIMINATION . . . . . . . . . . . . . . . . . . .24
13.13. DEBARMENT STATUS. . . . . . . . . . . . . . . . . . . . .25
13.14. APPLICABLE LAW AND COURTS . . . . . . . . . . . . . . . .25
13.15. QUALIFICATIONS OF OFFERORS. . . . . . . . . . . . . . . .25
13.16. IMMIGRATION REFORM AND CONTROL ACT OF
1986. . . . . . . . . . . . . . . . . . . . . . . . . . .25
ATTACHMENT A: OFFEROR DATA SHEET . . . . . . . . . . . . . . . . . .26
ATTACHMENT B: SCHEDULE OF PRICES . . . . . . . . . . . . . . . . . .27
ATTACHMENT C: VCU COMMERCIAL BINDING
QUALITY CONTROL PROCEDURES. . . . . . . . . . . . . . . . .30
VIRGINIA COMMONWEALTH UNIVERSITY
Department of Procurement and Stores
REQUEST FOR PROPOSAL
(RFP)
RFP# 180782CA
Issue Date: 4/1/93
Title: Commercial Library Binding Service
Commodity Code:
Issuing Agency: Department of Procurement and
Stores
Virginia Commonwealth University
Attention: Chantal Andrews, Buyer
401 E. Main Street
Richmond, Virginia 23294-0616
Using Agency And/Or Location
Where Work Will Be Performed: University Library Services
Period of Contract: From 7/1/93 Through 6/30/95 .
Sealed Proposals Will Be Received Until June 1, 1993, 5:00 p.m.
For Furnishing the Goods/Services Described Herein
All Inquiries for Information Should Be Directed To:
Phone: ( ) .
IF PROPOSALS ARE MAILED, SEND DIRECTLY TO
ISSUING AGENCY SHOWN ABOVE. IF PROPOSALS ARE
HAND DELIVERED, DELIVER TO:
Street Address Building Floor Room No.
In compliance with this Request for Proposals and to all the
conditions imposed herein, the undersigned offers and agrees to
furnish the goods/services in accordance with the attached signed
proposal or as mutually agreed upon by subsequent negotiation.
Name and Address of Firm:
Date:
By:
Zip Code: Title:
FEI/FIN No. Telephone Number: ( )
PRE PROPOSAL CONFERENCE: A voluntary pre-proposal
conference will be held on April 26, 1993, 9 a.m. -
12 p.m. at the James Branch Cabell Library Conference Room,
901 Park Avenue, 4th Floor, Richmond, VA. Parking passes are
available. (Reference: Paragraph 7.1.3. herein).
1. OVERVIEW
University Library Services is a research library serving both the
academic and medical campuses of Virginia Commonwealth
University. Current volume count is approximately 1.1 million
with active subscriptions for serials numbering over 11,000. Its
materials acquisitions budget for 1992/93 $3.9 million.
2. PURPOSE
Virginia Commonwealth University (hereinafter referred to as
VCU or the Institution) is soliciting sealed proposals for binding
services for University Library Services, including the binding
and rebinding of books, periodicals, and other printed material.
3. BACKGROUND
The binding of current periodical titles and paperback
monographs and the rebinding of damaged items is centralized in
the Preservation Department of the Network and Technical
Services Division. The total preservation budget for fiscal year
1992/93 is $150,000. Following are the estimated numbers of
volumes that will be bound in 1992/93:
Standard periodicals 12,000
Custom periodicals 800
Standard monographs 1,000
Recases 1,200
Economy monographs 8,000
Phased boxes 350
Theses/Dissertations 2,500
4. SCOPE OF WORK
The offeror shall provide a full range of binding products and
services, including but not limited to standard and economy book
binding, standard and custom periodical binding, thesis/
dissertation binding, all the methods of leaf attachment outlined
in the latest edition of Library Binding Institute Standard for
Library Binding, 8th edition, 1986, recasing and protective
enclosures.
5.0. PRIMARY PRODUCT/SERVICE REQUIREMENTS
5.1. PICKUP/DELIVERY
5.1.1. Location. The contractor shall provide a
pickup/delivery service at the contractor's expense.
Pickups and deliveries shall be made at the
Preservation Department, Room 231, in James Branch
Cabell Library. See also section 6.4.1.
5.1.2. Frequency. The contractor shall make regularly
scheduled pickup/deliveries no less than every fourteen
(14) calendar days. All volumes shall be bound and
returned to VCU within fourteen (14) calendar days of
the date of pickup. See also section 6.4.6.
5.1.3.Schedule. The contractor shall provide VCU with a
schedule of the coming year's pickup/deliveries by
December 1 of the preceding year in coordination with
VCU's holiday schedule. The contractor shall not alter
the frequency or dates of pickup/deliveries or the
turnaround time without coordinating with VCU and
must provide at least thirty (30) calendar days notice
before the proposed change is to become effective.
Deliveries should occur between 8 a.m. and 4:30 p.m.
on weekdays. The contractor shall not hold any
volumes for any reason from shipment delivery. (See
also Sections 6.4.3. and 6.4.6.)
5.2. LOST OR DAMAGED VOLUMES
5.2.1. Lost Declaration. Items not returned fourteen days
beyond the fourteen day frequency schedule shall be
considered lost. See also Section 6.4.5.
5.2.2. Replacement. The contractor, at the contractor's
expense, shall replace a volume lost or irreparably
damaged by the contractor with an exact duplicate of
the item, if the item is available through in print or out
of print sources. In addition, the contractor shall credit
VCU's account for a processing fee for the searching
and cataloging of the replacement volume. VCU will
annually determine the processing fee per volume and
notify the contractor in advance. For 1993/94 this
processing fee will be $35.00. If the contractor cannot
replace the item, VCU's account shall be credited the
total replacement cost of the item. The replacement
cost shall be determined by: (1) the actual price paid
by the library for a replacement volume or the
appraised value of an irreplaceable volume, plus (2) the
processing fee for the searching, acquisition, cataloging,
and binding of the volume.
5.3. ERRORS
5.3.1. Corrections. Errors made by the contractor shall be
corrected without additional charge to the library. See
also Section 6.7.2.
5.3.2. Irreparable Items. Volumes with errors that cannot be
corrected without permanently damaging the volume or
without making the volume unbindable shall be handled
according to the terms in section 5.2.2. of this RFP.
5.4. COMPUTER SERVICES
5.4.1. Automated Preparation System. The contractor shall
provide to VCU an automated binding preparation
system for maintaining the library's binding database of
serial and set titles and for creating binding instruction
records. This shall include a complete database of the
library's current serial titles. The contractor shall
provide the necessary training and documentation for
implementing the system. (See also section 6.8 below.)
5.4.2. Property of Database. The database records shall be
the property of VCU.
5.4.3. Data Storage. The contract will provide all necessary
storage to accommodate the number of titles on the
database and the number of volume records in the
history files. (See also section 6.8. below.)
5.4.4. Data Fields. Each record on the database shall include
at least the following information. VCU should have
the capability to edit fixed information and to add and
delete records.
a. Title and author formatted as it will appear on the
spine.
b. Formate of the volume/date designation. Any fixed
element of the designation will appear on the record
as it will be printed on the spine. If there is no
fixed element, the type of designation will be
indicated in some way, e.g, fixed part = VOL., no
fixed part = (year).
c. Call number.
d. Library branch.
e. Binding frequency.
f. Foil color.
g. Buckram color.
h. Trim/no trim instructions.
i. Collation instructions.
j. Area for special instructions.
k. ISSN.
l. Shipment number.
5.4.5. Search Keys. Records in the computer system shall be
accessible by a variety of search keys, including author,
title, call number, ISSN, and shipment number. (See
also section 6.8 below.)
5.4.6. Database Backup. The contractor shall maintain on its
own hardware and at the contractor's expense, a
backup of VCU's database of serial and set titles. The
backup should either be on a removable medium or
stored on a separate physical device. The contractor
shall provide a method to maintain the currency of this
backup database.
5.4.7. Maintenance of Database. The contractor shall provide
to VCU support and maintenance on the automated
preparation system. Calls for assistance will be returned
within one working day and support and/or
maintenance should be performed within twenty-four
(24) hours during the work week.
5.5. LIBRARY BINDING
All items shall be bound according to the technical and
materials specifications of the Library Binding Institute
Standard for Library Binding, 8th edition, 1986. When
options are offered in the Standard or when the library
requires specifications not included in the Standard, the
contractor shall follow the guidelines below. The
relevant section of the Standard is given in parentheses.
These guidelines clarify and expand the Standard; they
do not replace it.
5.5.1. Examination and Collation (5.0)
5.5.1.1. The contractor shall inspect all volumes to detect
damaged leaves and peculiarities of paper or
construction that make binding inadvisable. The
contractor shall return affected volumes unbound to
ULS.
5.5.1.2. The contractor shall not remove a leaf with an OCR
label attached to it, except when the label is on an
endpaper.
5.5.2. Covering Materials (16.4)
5.5.2.1. The contractor shall use only Group F Buckram.
Group C-1 book cloth (linen finish) shall be substituted
with VCU's permission for economy book bindings.
5.5.2.2. The library shall reserve the right to choose the color
of covering material for all types of bindings. In the
absence of a choice indicated on the binding ticket, the
contractor shall have the right to choose colors.
5.5.2.3. Theses/dissertations shall always be covered with
Group F black Buckram.
5.5.3. Adhesives (17.0)
5.5.3.1. Adhesives for Double-fan Adhesive Binding, etc.
(17.2). VCU reserves the right to approve the brand of
adhesive to be used for double-fan adhesive binding,
gluing the spine, and lining up the spine. Any change
in adhesive brand during the course of the contract
must be approved by VCU.
5.5.3.2. The contractor shall provide VCU with the types of
glues used on its bindings, the supplier, and
specifications.
5.5.3.3. Polyvinyl Acetate (PVA) adhesives (17.3) are preferred
for the entire binding.
5.6. PROTECTIVE ENCLOSURES
5.6.1. Board. Enclosures, including phased boxes, shall be
constructed from alkaline buffered board, using the
color and weight of board requested by VCU.
5.6.2. Configuration. Box configuration should be agreed on
by the contractor and VCU.
5.6.3. Construction from Dimensions Only. Enclosures may
be constructed from the dimensions of volumes
provided to the contractor by VCU.
5.7. CHANGES IN METHODS AND MATERIALS
Improvements in traditional methods and materials (e.g.,
new endpaper designs, revised specifications for notching
spines of adhesive bound volumes) used by the contractor,
even those that conform to the Standard, may not be
implemented without VCU's written approval.
Improvements shall be acceptable to VCU within the terms
of the contract under the following conditions:
a. The methods or materials must undergo extensive,
documented testing by the Library Binding Institute
(LBI) or an approved LBI testing laboratory that
measures strength, durability, chemical stability, and
functional qualities.
b. The tests must clearly indicate that the innovation will
lead to better protection and greater longevity of the
text block.
6.0. SECONDARY PRODUCT/SERVICE REQUIREMENTS
6.1. GENERAL
The offeror should provide a range of preservation
services, including but not limited to pamphlet binding,
rounding and backing, repairs, and conservation.
6.2. SUBCONTRACTING
All binding, repair work, and conservation should be
performed at the bindery by the contractor's personnel. No
part of the work should be subcontracted.
6.3. INVOICES
6.3.1. Invoice by Lot. A separate invoice should be issued
for each lot or group of material defined by VCU
within each shipment. Lots are generally determined
by the type of material or binding and its location
within the library. The types of binding and locations
may include but are not limited to:
a. Types of binding: standard book, economy book,
recase, standard periodical, custom periodical,
theses/dissertation, phase box.
b. Locations: Cabell Library (JBC) stacks,
Tompkins-McCaw Library (TML) stacks, JBC
Learning Resource Center, TML Learning Resource
Center, JBC Reference, TML Reference, JBC
Documents, TML Documents, JBC Special Collections,
TML Special Collections.
6.3.2. Line Items. Each line item on an invoice should
include the number of units, the charge per unit, and
the total charge.
6.3.3. Extra Charges. Extra charges should be specifically
itemized.
6.3.4. Triplicate Form. Invoices should be issued on
triplicate forms.
6.3.5. Delivery. Invoices should accompany a shipment at
delivery.
6.4. PICKUP/DELIVERY
6.4.1. Second Location. A second location for
pickup/delivery, at Tompkins-McCaw Library on the
VCU East Campus, may also be specified by VCU at
no additional charge.
6.4.2. Packing. The contractor should pack materials for
shipment to the library in the groups or lots defined by
the library for each shipment.
6.4.3. Return. All shipments should be returned to VCU
complete. The contractor should return bound
materials in the same groups or lots in which the
materials were sent. Each carton should be clearly
marked with the lot number or symbol and the number
of items in the carton.
Incomplete shipments should be documented on the
invoice by indicating the number of volumes not
returned, and their titles and volume/date designations.
The volumes not returned on schedule should be sent
to VCU via UPS or via the contractor's own carrier as
soon as they are bound, at the contractor's expense.
6.4.4. Late Delivery. If the contractor cannot deliver on the
scheduled day and time, it should notify VCU at least
24 hours in advance.
6.4.5. Penalty for Late Return. The contract should credit
VCU's account five (5) dollars per calendar week for
each overdue item. A maximum ten (10) dollar
penalty will be assessed. See also Section 5.2.1.
6.4.6. Exceptions. Certain lots and/or types of materials may
be excepted from the fourteen (14) day return
requirement, with the prior approval of VCU.
6.4.7. Packing Cartons. The contractor should provide, at the
contractor's expense, sturdy cartons and mailing labels
for packing materials to be sent to and from the
bindery.
6.4.8. Wrapping Devices. The contractor should return or
provide all wrapping devices (i.e., rubber bands, cotton
pull strings).
6.5. IRREPLACEABLE ITEMS
If an irreplaceable volume is damaged or lost, VCU reserves
the right to secure, at the contractor's expense, an independent
appraisal of the damage or loss.
6.6. COMMUNICATION
6.6.1. Representative. A representative from the contractor
should be assigned to the account. This person should
be available to answer questions via telephone at the
contractor's expense and should visit VCU at least six
(6) times yearly and more frequently at VCU's request.
6.6.2. Site Visits. The contractor should allow scheduled
on-site visits by VCU staff members interested in
bindery activities.
6.6.3. Telephone. The contractor should provide toll free
telephone communication to the bindery or accept
collect telephone calls from VCU.
6.7. ERRORS
6.7.1. Quality Control. No more than 3% of the volumes
bound in any six month period should be incorrectly
bound, as determined by VCU's quality control
mechanism. Incorrect bindings may include but are
not limited to the following: improperly stamped spine
information attributable to the contractor, improper
choice of leaf attachment and end sheet construction,
poor workmanship, and not following special
instructions. Errors shall not be limited to those items
returned to the bindery to be corrected. See
Attachment C for a copy of VCU's quality control
procedures.
6.7.2. Return of Corrected Items. Corrected volumes should
be returned to VCU, at the contractor's expense, within
fourteen (14) days of the date of pickup.
6.8. COMPUTER SERVICES
6.8.1. Separate Databases. The system should have the
capability of storing separate databases for each library
branch (James Branch Cabell Library and
Tompkins-McCaw Library).
6.8.2. Network. The contractor should provide a local area
network of workstations if one terminal is not
sufficient for the quantity of binding preparation
required by VCU.
6.8.3. Data Fields. Each record on the database should
include at least the following information. VCU
should have the capability to edit fixed information and
to add and delete records.
a. Library location, e.g., Reference, Special Collections,
etc.
b. Type of collation (standard or custom).
c. OCLC number.
d. Lot number.
e. Item number.
f. An area for library messages.
g. 13 character local control number.
h. Cost for binding that volume, to include such extra
charges as those for excessive title length, excessive
volume size, additional lines for imprint and call
number, and sewing through the fold.
6.8.4. Search Keys. Records in the computer system should
be accessible by a variety of search keys, including but
not limited to OCLC number, lot and item numbers.
6.8.5. Binding Ticket Production. The system should not
require the preparation of binding tickets by VCU, but
should allow for it. Whether or not binding tickets are
prepared by VCU, each bound item should be returned
to VCU with a ticket documenting the binding
instructions originally prepared by VCU. A ticket for
a serial title should display all the fields defined in
6.8.4 and 5.4.4. The system should be capable of
preparing binding tickets for serials, sets, and
monographs.
6.8.6. Reports. The system should be capable of preparing
reports of volumes prepared for binding and of
volumes at the bindery. Reports should be arranged by
library branch, by shipment number (or date of
shipment), and alphabetically by title or by call
number. In addition to the title, a volume's
designation and call number and the operator's
identification should also appear on the report.
6.8.7. History File. The system should maintain a binding
history file, which will be directly accessible from the
binding preparation function. Records for no fewer
than the last six bound volumes of a serial shall be
stored in this file. Each record should include the date
the volume was shipped to and received from the
contractor and the volume designation as it appears on
the spine of the volume.
6.8.8. Electronic Transfer. The system should be capable of
transferring binding data electronically or by disk to
the bindery and of offloading data to disk or tape to
another system.
6.8.9. Interface with Library Information System. The
contractor should cooperate in efforts to interface the
binding preparation system with other automated
systems used by the library. Cooperation should
include, but not be limited to, providing all object and
source codes or other specifications needed.
6.9. MONOGRAPH BINDING
The offeror should not require that binding tickets be
prepared for monographs. VCU and the contractor should
agree upon a method of indicating the author, title, and call
number of a volume without the need to prepare a ticket.
6.10. LIBRARY BINDING
When the specifications in the latest edition of the Library
Binding Institute Standard for Library Binding offer
options or when the library requires specifications not
included in the Standard, the contractor should follow the
guidelines below. The relevant section of the Standard is
given in parentheses. These guidelines clarify and expand
the Standard; they do not replace it.
6.10.1. Examination and Collation (5.0)
6.10.1.1. Books (5.1). After examining volumes for
completeness, the contractor should return incomplete
volumes to VCU before binding unless special
instructions indicate to bind the volume incomplete.
6.10.1.2. Custom periodical collation (5.2.1). In addition to
offering the services listed in the Standard, the
contractor should offer them in any combination on a
title-by-title basis. VCU may choose the combination
for each custom collated title.
The contractor should not remove the cover of the first
issue of any volume.
6.10.1.3. Standard periodical collation (5.2.2). The contractor
should correctly arrange title pages, table of contents,
and issues which are out-of-sequence. The contractor
should not rearrange supplements and indexes. Covers
of all issues should be left in place per instructions.
6.10.1.4. Repair (5.3). Paper tears should be mended using a
non-acidic repair tape. Other repairs should be made
using acid-free paper products and non-migrating
adhesives.
6.10.1.5. Maps, illustrations, and folded sheets (5.4). The
contractor should exercise the options for binding
volumes with maps, illustrations, or folded sheets in
this order:
a. Selecting a method of leaf attachment that will not
destroy or obscure the contents on the affected
materials.
b. Leaving the text block untrimmed.
c. Constructing a pocket from acid-free paper and
attaching it to the inside of the back cover.
d. Returning the item unbound to VCU.
The contractor should provide an acid-free paper pocket
attached to the inside of the back cover for any loose
materials, including music parts. The pocket should firmly
support the materials it encloses.
6.10.2. Attaching the Leaves (6.0)
The contractor should decide on the method of leaf
attachment according to the following guidelines. Special
instructions for individual volumes may supersede these
guidelines.
6.10.2.1. Periodical volumes.
a. Preferred: sewing through the fold by machine, if all
issues of the volume are single signatures that do not
exceed the maximum thickness accepted by the
machine. Signatures should be sewn on tapes.
b. First alternative: sewing through the fold by hand, if all
issues of the volume are single signatures and at least
one issue exceeds the maximum thickness accepted by
the machine.
c. Second alternative: double-fan adhesive with notches,
if any or all the issues of the volume are not single
signatures and if the volume is 2 inches thick or less.
Notches along the spine edge should penetrate each
leaf 1/8 inch and should be evenly spaced no more
than 1/2 inch from each other.
d. Third alternative: return the volume to VCU, if none of
the methods can be used within these guidelines and
the Standard.
6.10.2.2. Monograph volumes (including recases,
theses/dissertations, and economy bindings).
a. Preferred (except economy bindings): recasing, if the
textblock consists of signatures sewn together and if
the original sewing thread is strong and unbroken.
b. First alternative: sewing through the fold by machine,
if the volume is a single signature. Stitches should be
at least 1/2 inch apart.
c. Second alternative: sewing through the fold by hand, if
the volume is single signature but too thick to be sewn
by the machine.
d. Third alternative: double-fan adhesive, if the volume is
not a single signature and if the volume is 2 inches
thick or less. If the paper is coated, if the paper is
thicker than normal stock, or if the volume is 2 to 2
1/2 inches thick, the binding edge should be notched.
Notches along the spine edge should penetrate each
leaf 1/8 inch and should be evenly spaced no more
than 1/2 inch from each other.
e. Fourth alternative: return the volume to VCU, if none
of the methods can be used within these guidelines and
the Standard.
6.10.3. Endpaper Construction
6.10.3.1. Sewing through the fold - multiple signatures (6.2.3.1).
The contractor should use the first choice of endpaper
construction described in the Standard: "a single leaf
hinged with reinforcing cloth to a single folded sheet."
The exact construction should be that described by
Library Binding Service as the Smyth Style
Conservation Endpaper.
6.10.3.2. Recasing (6.4.2, 6.4.3). The contractor should use the
first choice of endpaper construction described in 6.4.3
of the Standard: "a single leaf hinged with reinforcing
cloth to a single folded sheet." The exact construction
should be that described by Library Binding Service as
the Smyth Style Conservation Endpaper.
For text blocks that are sewn through the fold,
endpapers should be sewn through the fold and
attached by sewing through the fold of at least the
outermost signature. The two outermost signatures
should be sewn through when the original stitching is
loose.
6.10.4. Trimming the Textblock. (7.0)
6.10.4.1. Replacement Pages/Issues. The contractor should trim
replacement pages or issues to the same size as the rest
of the volume. In the case of photocopied replacement
pages, the contractor should hand trim each page, if
necessary, to conform to the size of the rest of the
volume.
6.10.4.2. Stubbing. Stubbing should be used when practical to
make up size differences among issues within a
volume. In no case should an issue be trimmed
excessively to make it conform to the others in the
volume, i.e., no edge should be left with less than a 1/2
inch margin. When serial parts of different heights are
to be bound together, the bottom of the text block
should be flush.
Stubbing should also be used to compensate for thick
pockets and to correct text blocks that flair out toward
the fore edge.
6.10.4.3. No Trim. The contractor should leave the text block
untrimmed at VCU's request.
6.10.4.4. Slitting Signatures. When a single signature
monograph or serial part must have its leaves attached
by a method other than sewing through the fold, the
signature should be slit by hand to ensure equal inner
margins on all leaves.
6.10.4.5. Removing Security Strips. VCU applies a security
strip to each unbound periodical issue. If trimming the
spine of an issue does not completely remove the
security strip or if the issue is slit through the fold, the
contractor should remove the security strip before
attaching the leaves.
6.10.5. Rounding and Backing. (9.0)
All text blocks that have been sewn through the fold
shall be rounded and backed. Exceptions will conform
to the Standard (9.2).
6.10.6. Lining up the Spine. (10.0)
For recased volumes over 1 1/2 inches thick and for all
volumes sewn through the fold the second choice of
reinforcing spine lining should be applied: "The first
cloth lining shall extend from one shoulder, across the
spine, and at least 1 inch onto one endpaper; the
second cloth lining shall extend from the opposite
shoulder, across the spine, and at least 1 inch onto the
other endpaper. The result is a double lining on the
spine, and a single lining extending onto each
endpaper."
6.10.7. Stamping the Covering Material. (11.2)
6.10.7.1. Size and Orientation. The contractor should determine
the spine print format according to the following
guidelines:
a. Preferred: 18 point horizontal.
b. First alternative: 14 point horizontal.
c. Second alternative: 12 point horizontal.
d. Third alternative: 18 point vertical.
e. Fourth alternative: 14 point vertical.
f. Fifth alternative: return the volume to VCU if the
spine information cannot be printed using the preferred
format or one of the alternatives.
6.10.7.2. Minimum Limitations. The contractor should be able
to stamp at least ten (10) horizontal lines of title text,
eight (8) lines of volume designation text, six (6) lines
of call number text, and two (2) lines of other imprints.
6.10.7.3. Hyphenation. The contractor should hyphenate words
in a spine title when necessary, according to standard
hyphenation rules, to make a horizontal format
possible.
6.10.7.4. Call Numbers. Call numbers should be stamped
horizontally, if possible, even if the title is stamped
vertically. If horizontal stamping of a call number is
not possible, it should be stamped vertically. The last
line or character of a call number should be positioned
one (1) inch from the bottom of the spine. If the call
number cannot be stamped vertically, it should be
stamped on the upper left corner of the front cover, 1/2
inch from the top of the volume and 1/2 inch from the
joint.
6.10.7.5. Volume Designation. Volume/part/date designations
should always be stamped horizontally, even if less
than 14 point type must be used.
6.10.7.6. Color. VCU should be allowed the option to decide on
the color of stamping foil for new serial titles on a
title-by-title basis. The foil color for
theses/dissertations should be gold. The foil color for
monographs should be white.
6.10.7.7. Upper/Lower Case. Lettering should be available in
both upper and lower cases.
6.10.8. Assembling the Case. (11.5)
Library corners should be made for all volumes, at no
additional charge to VCU.
6.10.9. Casing In. (12.0)
6.10.9.1. Security Strip. The contractor should apply one single
side adhesive programmable security strip for the 3M
Circulation Detection System, provided by VCU, to the
inner spine before the spine lining cloth is applied.
6.10.9.2. Flush Bottom. Volumes more than 2 1/2 inches thick
should have their text blocks bound flush with the
bottom of the case. Boards should be custom cut to
eliminate the square at the tail of the volume.
6.10.10. Inspection. (13.0)
6.10.10.1. Defective Volumes. All volumes bound for VCU
should be inspected by the contractor for defects in
construction or lettering and should be wiped clean if
necessary before they are packed and shipped to the
library. Defective volumes should be repaired or
rebound at the contractor's expense.
6.10.10.2. Binding Slips. Binding slips for serials and
monographs should be attached to the cover of the
first issue of a serial volume and to the page
following the title page of a monograph. The
attachment should be made in a non-damaging way
(e.g., no cellophane tape) and the slips must be easily
removable.
6.10.11. Reinforcement. The head and tail of each volume
should be reinforced with cord, ribbon, or other
material.
7.0. PROPOSAL PREPARATION AND SUBMISSION
REQUIREMENTS
7.1. GENERAL REQUIREMENTS
7.1.1. RFP response
7.1.1.1. Deadline. To be considered, all proposals submitted
in response to this Request for Proposals must be
received at the issuing office by 5:00 p.m., June 1,
1993. The official time used in the receipt of
solicitations is that time on the automatic time stamp
machine in the issuing office. Proposals received
after the date and hour designated are automatically
disqualified and shall not be accepted.
7.1.1.2. Format. To be considered for selection, offerors
must submit a complete response to this RFP
following the RFP format. One (1) original and five
(5) copies of each proposal must be submitted by the
offeror. No other distribution of the proposals shall
be made by the offeror. At least one (1) copy of the
entire RFP, as issued, must be returned, with the
coversheet signed. The RFP is the official state
form, as referenced in General Terms and Conditions,
Section 13.2. Failure to submit the information
requested in this section may be cause for rejection
of the proposal.
Offerors must provide specific responses to each of
the primary and secondary product/service
requirements. All responses must be numbered
according to the numbering provided in sections 5.
and 6., with each response given with its appropriate
number. Attachments should be numbered in the
upper right corner with the requirement number to
which the attachment applies. Any references to
attachments (brochures, samples, etc.) must give the
specific page number(s) of a multipage attachment
where the response to the specific requirement is
given (e.g., 6.8.4.: see pages 19-21 of the brochure
"Automated Binding"). Responses that fail to follow
this format may be considered nonresponsive.
7.1.2. Proposal preparation
7.1.2.1. Responsiveness. Proposals shall be signed by an
authorized representative of the offeror. All
information requested must be submitted. Failure to
submit all information requested may result in your
proposal being considered nonresponsive and,
therefore, rejected.
7.1.2.2. Binding. Each copy of the proposal should be
gathered in a single volume where practical. All
documentation submitted with the proposal should be
bound in that single volume where practical.
7.1.2.3. Identification of Proposal Envelope. The signed
proposal should be returned in a separate envelope or
package, sealed and identified as follows:
From: [Offeror] Due Date: [Date] Time: [Time]
[Street or Box Number] [Proposal Number]
City, State, Zip Code
Service: Commercial Library Binding Service
Name of Buyer:
The envelope should be addressed to:
Department of Procurement and Stores
Virginia Commonwealth University
Attention: ,Buyer
401 E. Main Street
Richmond, VA 23294-0616
If a proposal without the special envelope is mailed,
the offeror takes the risk that the envelope, even if
marked as described above, may be opened
inadvertently and the information compromised, which
may cause the offeror to be disqualified. Offers may
be hand delivered to the designated location in the
office issuing the RFP. No other correspondence or
other proposals should be placed in the envelope.
7.1.2.4. Late Proposals. To be considered for selection,
proposals must be received in the Issuing Office by the
designated date and hour. The official time used in the
receipt of proposals is that time on the automatic time
stamp machine in the Issuing Office. Proposals
received in the Issuing Office after the date and hour
designated are automatically disqualified and will not
be considered. VCU is not responsible for delays in
the delivery of mail by the U.P.S., postal service,
private couriers, or the intra-university mail system. It
is the sole responsibility of the offeror to insure that
it's proposal reaches the Issuing Office by the
designated date and hour.
7.1.3. Preproposal Conference.
A preproposal conference will be held at 9 a.m. on
April 26, 1993 in the Conference Room on the fourth
floor of the James Branch Cabell Library, 901 Park
Avenue, Richmond, Virginia. Free parking is available
in the loading dock. Attendance at this conference is
required, and the Institution intends to present
information that may be helpful in the preparation of
proposals and to provide offerors the opportunity to ask
questions concerning this RFP.
7.1.4. Oral or Written Clarification of Response
Offerors who submit a proposal in response to this
RFP may be required to give an oral or written
clarification of their proposal to the Institution. This
will provide an opportunity for the offeror to clarify or
elaborate on the proposal but will in no way change
the original proposal. If there is an oral presentation, it
is to be at the offeror's expense. The issuing
Institution will schedule the time and location of the
presentation. Oral presentations are an option of the
Institution and may or may not be conducted.
Therefore, proposals should be complete.
7.2. SPECIFIC REQUIREMENTS
Proposals should be as thorough and as detailed as possible
so that the Institution may properly evaluate the offeror's
capabilities to provide the required services. Offerors are
required to submit the following items as a complete
proposal:
7.2.1. Data Sheet. A complete offeror data sheet. See
Attachment A.
7.2.2. Descriptive Narrative. A written narrative to include:
7.2.2.1. Experience of the offeror in providing the services
described herein.
7.2.2.2. Names, qualifications, and experience of personnel to
be assigned to the account.
7.2.3. Plans. Specific plans for providing the proposed
services, including what, when, and how the service
will be performed.
7.2.4. Costs. The product pricing and service charge
structure. This should be in a separate sealed envelope
from the proposal. See Attachment B.
7.2.5. Required documentation.
7.2.5.1. Active Accounts. Offerors must provide a list of at
least three (3) active accounts with over $50,000
business annually and who have been customers for at
least two (2) years, including the annual dollar amount
of the account and the names of individuals and their
phone numbers to contact for references.
If applicable, offerors must provide a list of three (3)
customers who currently use the offeror's automated
binding preparation system, including the names of
individuals and their phone numbers.
7.2.5.2. Sample Bindings. Offerors must provide a sample
volume bound by the offeror of each type of leaf
attachment for both periodical volumes and
monographs, including volumes sewn through the fold
by machine and by hand, double-fan adhesive bound,
oversewn, and recased (monograph only); two samples
of economy bound paperbacks, one being at least two
inches thick; and one sample of a phased box. These
samples will remain the property of VCU.
7.2.5.3. Sample End Sheets. Offerors must provide a sample
of each type of end sheet to be used in response to the
specifications in this RFP. These samples will remain
the property of VCU. Each end sheet must be clearly
labelled as to the type of leaf attachment with which it
will be used.
7.2.5.4. Technical Specifications. Offerors must provide
technical specifications of all papers, coverings, boards,
threads, adhesives, and repair tapes used by the offeror,
including brand names.
7.2.5.5. Sample Forms. Offerors must provide a sample of
each type of form, including binding tickets, used by
the offeror or the library to communicate between the
bindery and the library. These samples will remain the
property of VCU.
7.2.5.6. Sample Invoice. Offerors must provide a sample
invoice showing how charges will be itemized. This
sample will remain the property of VCU.
7.2.5.7. Financial Statement/Annual Reports. Offerors must
provide a copy of the offeror's latest corporate
financial statement and copies of the offeror's last
three (3) annual reports.
7.2.5.8. Equipment Description. Offerors must provide a
description of the offeror's equipment, including the
manufacturer's name, the age of each piece, and the
number of machines for sewing through the fold,
oversewing, double-fan adhesive binding, and notching
spines; the manufacturer's name and model number of
inhouse computer systems; and the percentage of
capacity at which the plant is currently operating.
7.2.5.9. Automated System. Offerors must provide a complete
list of equipment, including manufacturers' names,
required to establish an automated binding preparation
system in the library.
7.2.5.10. Training Staff. Offerors must provide the resumes of
offeror personnel who would train library staff to use a
manual or automated binding preparation system.
8.0. COMMUNICATIONS
8.1. Informal Communications
From the date of receipt of this Request for Proposals by
each offeror until a binding contractual agreement exists
with the selected offeror(s) and all other offerors have been
notified, or when the Institution rejects all proposals,
informal communications regarding this procurement shall
cease. Informal communications shall include but not be
limited to: (1) requests from offerors to any departments at
the Institution (with the exception of the designated
Institution purchasing office) for information, comments,
speculation, etc. regarding the RFP, responses or process;
and (2) requests from any departments of the Institution
(with the exception of the designated Institution purchasing
authority) for information, comments, speculation, etc.,
regarding the RFP, responses or process.
8.2. FORMAL COMMUNICATIONS
8.2.1. Nature of Communication. From the date of receipt of
this Request for Proposals by each offeror until a
binding contractual agreement exists with the selected
offeror or when the Institution rejects all proposals, all
communications between the Institution and the offeror
shall be formal or as requested by the Institution's
purchasing office. Address all inquiries to Chantal
Andrews at 804-786-1635.
8.2.2. Adherence to Provisions. Any failure to adhere to the
provisions set forth above may result in the rejection of
any offeror's proposal or in the cancellation of this
Request for Proposals.
8.2.3. Revisions/Additions to RFP. Revisions or additions to
this RFP shall be at the sole discretion of the
Institution. In the event it becomes necessary to revise
any part of this Request for Proposals, revisions shall
be mailed by the issuing office to all offerors to whom
the initial Request for Proposals was mailed or by
whom the initial Request for Proposals was requested.
9.0. EVALUATION AND AWARD CRITERIA
9.1. EVALUATION CRITERIA
The following criteria shall be considered, but are not
necessarily given below in priority order.
9.1.1. Cost
9.1.2. Ability of offeror to meet or exceed primary
product/service requirements.
9.1.3. Ability of offeror to meet or exceed secondary
product/service requirements.
9.1.4. Quality of product based on samples and specifications
provided.
9.1.5. Suitability and quality of the overall proposal.
9.2. AWARD OF CONTRACT
9.2.1. Award of Contract. Selection shall be made of two (2)
or more offerors deemed to be fully qualified and best
suited among those submitting proposals on the basis
of the evaluation factors included in the Request for
Proposals (section 9.1). Negotiations shall be
conducted with the offerors so selected. Price
(discount/service charge) shall be considered, but need
not be the sole determining factor. After negotiations
have been conducted with each offeror so selected, the
Institution shall select one (1) offeror that has, in its
opinion, made the best proposal. The contract shall be
awarded to the offeror who shall perform as primary
offeror.
9.2.2. Rejection of Proposals. The Institution may cancel this
Request for Proposals or reject proposals at any time
prior to an award and is not required to furnish a
statement of the reason why a particular proposal was
not deemed to be the most advantageous. (Section
11-65D, Code of Virginia.) Should it be determined in
writing that only one offeror is fully qualified, or that
one offeror is clearly more highly qualified than the
others under consideration, a contract may be
negotiated and awarded to that offeror.
10.0 REQUEST FOR PROPOSAL PROCESS
This Request for Proposals is part of the competitive
procurement process that helps to serve the Institution's
best interest. It also provides firms with a fair opportunity
for their services to be considered. The process of
competitive negotiation being used in this case should not
be confused with the different process of competitive
sealed bidding. The latter process is usually used where
the services being procured can be precisely described and
price is generally the determinant factor. With competitive
negotiation, on the other hand, price is not the only
determinant factor; the Institution has the flexibility it
needs to negotiate with two or more firms to arrive at a
mutually agreeable relationship.
11.0 SPECIAL REQUIREMENTS
11.1. EFFECTIVE DATE OF CONTRACT
The contract period shall be effective from date of contract
award through two (2) years, provided the Institution is
satisfied with vendor performance as monitored by the
Institution and as long as the contractor remains
competitive with performance provided in the marketplace.
There may be three (3) renewals of one (1) year each.
11.2. CONTRACT
The award documents shall be a contract incorporating by
reference the terms and conditions of the Request for
Proposals and the contractor's proposal as negotiated. The
contract shall be awarded by the Institution's Department
of Procurement and Stores.
11.3. TIME LIMITS OF PROPOSAL
The proposal constitutes an offer by the offeror that shall
remain open and irrevocable for a period of 180 days from
the deadline for submitting the proposal.
11.4.OBLIGATIONS OF OFFEROR
By submitting a proposal, the offeror covenants and agrees
that it has satisfied itself, from its own investigation of the
conditions to be met, that it fully understands its obligation
and that it shall not make any claim for, or have right to
cancellation or relief from, the contract because of any
misunderstanding or lack of information.
11.5. CONSENT FOR ADVERTISING
The selected contractor(s) shall not use the name of the
library or Institution in advertising without first obtaining
written consent from the Institution.
11.6. INDEPENDENT CONTRACTOR
The contractor shall not be an employee of the Institution,
but shall be an independent contractor. The contractor
shall indemnify and hold the Institution harmless with
respect to all withholding, Social Security, unemployment
compensation and all other taxes or amounts of any kind
relating to employment of any of the persons providing
services to the Institution with respect to this agreement.
11.7. TAXES
The Commonwealth of Virginia is exempt from paying
federal excise or state sales taxes on purchases except
taxes paid on materials that are installed and become a part
of real property, e.g., glued-down carpet.
12.0. SPECIAL TERMS AND CONDITIONS
12.1. AUDIT
The offeror hereby agrees to retain all books, records, and
other documents relative to this contract for five (5) years
after final payment, or until audited by the Commonwealth
of Virginia, whichever is sooner. Virginia Commonwealth
University, its authorized agents, and/or state auditors shall
have full access to and the right to examine any of said
materials during said period.
12.2. OWNERSHIP OF MATERIAL
Ownership of all data, material and documentation
originated and prepared for the Institution pursuant to the
RFP shall belong exclusively to the Institution and is
subject to public inspection in accordance with the Virginia
Freedom of Information Act.
Trade secrets or proprietary information submitted by
offeror shall not be subject to public disclosure under the
Virginia Freedom of Information Act; however, the offeror
must invoke the protections of this section prior to the
submissions of the data or other materials to be protected
and state the reasons that protection is necessary.
12.3. EXTENSION OF CONTRACT
This contract may be extended by the Institution for a
period of three successive one-year periods only under the
terms and conditions of the original contract. Such written
notice shall be given approximately thirty (30) days prior
to the expiration date of each contract period.
12.4. CANCELLATION OF CONTRACT
The Institution reserves the right to cancel and terminate
any resulting contract, in part or in whole, without penalty
upon thirty (30) days written notice to the contractor.
Cancellation would become effective the first of the month
following the thirty-day (30) notification. Data for making
this determination shall be that gathered by the Institution,
and the opinion of the Institution as to lack of performance
shall be final and without appeal. Any contract
cancellation notice shall not relieve the contractor of the
obligation to provide services prior to the effective date of
cancellation.
12.5. AVAILABILITY OF FUNDS
It is understood and agreed between the parties herein that
the agency shall be bound hereunder only to the extent of
the funds available or which may hereafter become
available for the purpose of this agreement.
12.6. INSURANCE
12.6.1. Comprehensive General Liability. The contractor shall
provide a valid certificate of insurance naming VCU,
its directors, officers, employees, and/or agents as
additional insureds. The comprehensive general
liability insurance provided shall include, but not be
limited to, completed operation coverages.
Minimum limits of liability shall be:
bodily injury liability $500,000 per person
property damage liability $1,000,000 per occurrence
or combined single limit $1,000,000 per occurrence
If the insurance provided is on a claims made form
basis, the contractor shall include appropriate coverage
for claims occurring during the contract period but
reported within 36 months after the completion of the
contract term.
12.6.2. Worker's Compensation and Employers Liability. The
contractor shall comply with all statutory regulations
and the Code of Virginia pertaining to worker's
compensation requirements for insured or self-retained
programs. The minimum limit of liability on
employers liability is $100,000. A certificate of
insurance shall be provided.
12.6.3. Automobile Insurance. The contractor shall provide a
valid certificate of insurance providing protection to
owned, non-owned, and/or leased vehicles with the
following minimum limits of liability, including
uninsured and under-insured coverages:
bodily injury liability $100,000 per person
$300,000 per occurrence
property damage liability $100,000 per occurrence
or combined single limit $500,000 per occurrence
12.6.4. Primary and Non-contributing Provision. Each
insurance contract or self-insured plan shall be primary
and non-contributing to any other insurance plan
available to the contractee, and contain a joint and
severability of interest clause or provision applying to
each insured named or otherwise.
12.6.5. Substitute or Alterations. If the contractor submits
with its proposal insurance provisions or self-insurance
inferior to the minimums required as stated within the
Request for Proposals, the sole discretion of acceptance
shall rest with VCU.
12.6.6. Certificates of Insurance. The contractor shall provide
all certificates of insurance as requested in this RFP to
VCU, Department of Procurement and Stores at the
official award of the contract. Copies of all certificates
shall also be sent directly to:
Director
Insurance and Risk Management
Virginia Commonwealth University
327 West Main Street, Box 2506
Richmond, Virginia 23284-2506
RFP# 180782CA
12.6.7. Cancellation/Termination Provisions. The contractor
and/or insured shall provide and contain a covenant
requiring a sixty (60) day written notice if the
insurance provided is reduced, modified, or cancelled.
Notice shall be sent by certified mail to the Director of
Insurance and Risk Management at the address in
section 12.6.6. of this RFP.
In the event the contractor fails to maintain the
insurance required within this RFP, the contractee or
designee may cancel, terminate, and/or void the
contract without notice to the contractor. Any and all
costs and/or increases incurred by the contractor to
secure a suitable replacement or service based on the
terms and conditions within shall be the responsibility
of the terminated contractor.
13.0 GENERAL TERMS AND CONDITIONS
13.1 VENDOR'S MANUAL
This solicitation is subject to the provisions of the
Commonwealth of Virginia Vendor's Manual and any
revisions thereto, which are hereby incorporated into this
contract in their entirety except as amended or superseded
herein. The appeals procedures set forth in Chapter 10 of
the Vendor's Manual are not applicable to contractual
services.
13.2. MANDATORY USE OF STATE FORM AND TERMS
AND CONDITIONS
Failure to submit a proposal on the official state form
provided for that purpose shall be a cause for rejection of
the proposal.
13.3. PRECEDENCE OF TERMS
Except for paragraphs 13.1 (Vendor's Manual), 13.2
(Mandatory Use of State Form ...), 13.3 (Precedence of
Terms), 13.10 (Antitrust), 13.11 (Ethics in Public
Contracting), and 13.14 (Applicable Law and Courts) of
the General Terms and Conditions, which shall apply in all
instances, in the event there is a conflict between the
General Terms and Conditions and any Special Terms and
Conditions used in a particular procurement, the Special
Terms and Conditions shall apply.
13.4. CLARIFICATION OF TERMS
If any prospective offeror has questions about the
specifications or other solicitation documents, the
prospective offeror should contact the buyer whose name
appears on the face of the solicitation no later than
fourteen (14) calendar days before the closing date. Any
revisions to the solicitation shall be made only by
addendum issued by the buyer.
13.5. TESTING/INSPECTION
The Commonwealth reserves the right to conduct any
test/inspection it may deem advisable to assure services
conform to the specifications.
13.6. PAYMENT TERMS
Any payment terms requiring payment in less than thirty
(30) days will be regarded as requiring payment thirty (30)
days after invoice or delivery, whichever occurs last.
However, this shall not affect offers of discounts for
payment in less than thirty (30) days.
13.7. INVOICES
Invoices for services ordered, delivered and accepted shall
be submitted by the contractor direct to the payment
address shown on the purchase order/contract. All invoices
shall show the state contract number and/or purchase order
number.
13.8. DEFAULT
In case of failure to deliver goods or services in
accordance with the contract terms and conditions, the
University, after due oral or written notice, may procure
them from other sources and hold the contractor
responsible for any resulting additional purchase and
administrative costs. This remedy shall be in addition to
any other remedies that the University may have.
13.9. ASSIGNMENT OF CONTRACT
A contract shall not be assignable by the contractor in
whole or in part without the written consent of the
University.
13.10. ANTITRUST
By entering into a contract, the contractor conveys, sells,
assigns, and transfers to the Virginia Commonwealth
University all rights, title and interest in and to all causes
of the action it may now have or hereafter acquire under
the antitrust laws of the United State and the
Commonwealth of Virginia, relating to the particular goods
or services purchased or acquired by the Virginia
Commonwealth University under said contract.
13.11. ETHICS IN PUBLIC CONTRACTING
By submitting their proposals, all offerors certify that their
proposals are made without collusion or fraud and that
they have not offered or received any kickbacks or
inducements from any other offeror, supplier, manufacturer
or subcontractor in connection with their proposal, and that
they have not conferred on any public employee having
official responsibility for this procurement transaction any
payment, loan, subscription, advance, deposit of money,
services or anything of more than nominal value, present
or promised, unless consideration of substantially equal or
greater value was exchanged.
13.12. ANTI-DISCRIMINATION
By submitting their proposals, all offerors certify to the
University that they will conform to the provisions of the
Federal Civil Rights Act of 1964, as amended, as well as
the Virginia Fair Employment Act of 1975, as amended,
where applicable, and Section 11-51 of the Virginia Public
Procurement Act, which provides in every contract over
$10,000 that the following provisions apply:
13.12.1. During the performance of this contract, the
contractor agrees as follows:
13.12.2. The contractor will not discriminate against any
employee or applicant for employment because of
race, religion, color, sex or national origin, except
where religion, sex or national origin is a bona fide
occupational qualification reasonably necessary to the
normal operation of the contractor. The contractor
agrees to post in a conspicuous places, available to
employees and applicants for employment, notices
setting forth the provisions of this nondiscrimination
clause.
13.12.3. The contractor, in all solicitations or advertisements
for employees placed by or on behalf of the
contractor, will state that such contractor is an equal
opportunity employer.
13.12.4. Notices, advertisements and solicitations placed in
accordance with federal law, rule or regulation shall
be deemed sufficient for the purpose of meeting the
requirements of this Section.
13.12.5. The contractor shall include the provisions above in
every subcontract or purchase order of over $10,000,
so that the provisions shall be binding upon each
subcontractor or vendor.
13.13. DEBARMENT STATUS
By submitting their proposals, all offerors certify that they
are not currently debarred from submitting proposals on
contracts by any agency of the Commonwealth of Virginia,
nor are they an agent of any person or entity that is
currently debarred from submitting proposals on contracts
by any agency of the Commonwealth of Virginia.
13.14. APPLICABLE LAW AND COURTS
Any contract resulting from this solicitation shall be
governed in all respects by the laws of the Commonwealth
of Virginia and any litigation with respect thereto shall be
brought in the courts of the Commonwealth. The
contractor shall comply with applicable federal, state and
local laws and regulations.
13.15. QUALIFICATIONS OF OFFERORS
The Institution may make such reasonable investigations as
deemed proper and necessary to determine the ability of
the contractor to perform the work and to furnish the
item(s). The offeror shall furnish to the Institution all such
information and data for this purpose as may be requested.
The Institution reserves the right to inspect offeror's
physical plant prior to award to satisfy questions regarding
the offeror's capabilities. The Commonwealth further
reserves the right to reject any proposal if the evidence
submitted by, or investigations of, such offeror fails to
satisfy the Institution that such offeror is properly qualified
to carry out the obligations of the contract and to complete
the work/furnish the item(s) contemplated therein.
13.16. IMMIGRATION REFORM AND CONTROL ACT OF
1986
By signing this proposal, the offeror certifies that it does
not and shall not during the performance of this contract
employ illegal alien workers or otherwise violate the
provisions of the Federal Immigration Reform and Control
Act of 1986.
ATTACHMENT A
OFFEROR DATA SHEET
To Be Completed by Offeror
1. QUALIFICATION OF OFFEROR: The offeror must have
the capability and capacity in all respects to fully satisfy all
of the contractual requirements.
2. YEARS IN BUSINESS: Indicate the length of time you
have been in business providing this type of service:
years months.
3. REFERENCES: Indicate below a listing of at least four (4)
recent references for whom you have provided this type of
service. Include the date service was furnished and the
name and address of the person the Agency has your
permission to contact.
CONTACT
CLIENT DATE ADDRESS AND PHONE NUMBER
ATTACHMENT B
SCHEDULE OF PRICES
CATEGORY UNIT PRICE
Standard periodical - sew through fold by machine
Standard periodical - sew through fold by hand
Standard periodical - double-fan adhesive
Standard periodical - oversewing
Standard periodical - error correction/not binder's fault
Standard periodical - dimensions exceeding
Custom periodical - sew through fold by machine
Custom periodical - sew through fold by hand
Custom periodical - double-fan adhesive
Custom periodical - oversewing
Custom periodical - error correction/not binder's fault
Custom periodical - dimensions exceeding
Standard monograph - recase
Standard monograph - sew through fold by machine
Standard monograph - sew through fold by hand
Standard monograph - double-fan adhesive
Standard monograph - oversewing
Standard monograph - error correction/not binder's fault
Standard monograph - dimensions exceeding
Economy monograph - sew through fold by machine
Economy monograph - double-fan adhesive
Economy monograph - oversewing
Economy monograph - error correction/not binder's fault
Economy monograph - dimensions exceeding
Theses/dissertation binding
Paper repair
Paper pockets
Hand trimming
No trim
Stubbing
Spine imprints - title
Spine imprints - call numbers, per line or per call number
Spine imprints - vertical
Spine imprints - hyphenation
Spine imprints - excessive lines beyond
Spine imprints - other
Security strip application (per volume)
Security strip removal from periodical issues (per volume)
Flush binding at bottom
Phase box, including spine imprint
Phase box - error correction/not binder's fault
Phase box - dimensions exceeding
Rush service
Computer service - cost of hardware/software/training
Computer service - conversion of titles
Computer service - telecommunications
Computer service - supplies - annual cost
Computer service - maintenance - annual cost
Other charges (describe in detail)
ATTACHMENT C
VCU COMMERCIAL BINDING QUALITY CONTROL
PROCEDURES
PRESERVATION MANUAL
BINDING: COMMERCIAL QUALITY CONTROL
To ensure that the current ULS commercial binder is providing a
quality product, selective quality control checking is performed
on each shipment returned from the bindery. The number of
volumes checked within a given shipment may vary according to
workload demands; however, usually every fifth volume is
checked. Check serial and monographic volumes alike.
An explanation of the characteristics of each volume to be
checked follows. Use the "Commercial Binding Quality Control
form to record the volumes and their errors. Check an area only
if the volume is defective or has an error in that area.
1.0 SHIPMENT NUMBER/BRANCH
Record the shipment number and branch library of the volume to
be checked.
2.0 TITLE, VOLUME DESIGNATION
Record the title of the volume. If the volume is a serial, record
also enough of its volume designation to distinguish it from
other volumes of the same title. For example, if the spine reads
VOL 38 No 6-12 1987, record only v.38, no.6-12.
3.0 COVER
3.1 Check that the covering material has been applied
smoothly to the boards and that it is clean and free
of glue.
3.2 Make sure the joints are parallel to the spine and
that they are uniformly deep.
3.3 Check that the squares are even and 1/16 inch to
3/16 inch wide.
4.0 TRIMMING
4.1 Check to make sure that each of the three exposed
edges of the volume has been trimmed flush. Do
not return to the bindery volumes with uneven
edges. If only a few leaves have been mistrimmed,
forward the volume to the Repair Room to have it
manually trimmed.
NOTE: If one or more of the volume's edges has
not been trimmed, check for "no trim" instructions
on the binding slip before concluding that the
bindery is in error.
4.2 Check that title pages, contents pages, and indexes
have been trimmed square.
4.3 Quickly leaf through the volume to make sure that
no text has been trimmed off any page, particularly
in the gutter margin. Note if text is lost or
obscured; record the issue and the page number of
the obscured text.
4.4 Make sure that inserted pages of a rebind have been
trimmed flush with the other pages and that no text
has been trimmed off any edge.
5.0 END PAPERS
5.1 Check that front and back pastedowns (end papers)
are secure and positioned squarely on the boards. If
the edges or corners lift up, note in the comments
area how much of the end sheet is not secured. Do
not return a volume with a loose pastedown; forward
the volume to the Repair Room with a note
indicating the problem.
5.2 If a pastedown is crinkled enough to leave an
impression on the fly leaf, note this. Do not return
to the bindery volumes with this error.
6.0 SPINE IMPRINT
6.1 Check all elements on the spine against the binding
slip (for serials) or against the title page and verso
(for monographs). The spine may include any of the
following elements: title, author, volume, number,
year, abstract number, branch, call number. Note in
the comments area if the volume is to be returned to
the bindery for correction. Only title errors are
returned; other spine errors are corrected in-house.
6.2 Check the clarity of the imprint on the spine. Count
as an error letters or numbers that are blurred, run
together, or surrounded by flecks of ink. Do not
return volumes with this problem to be rebound
unless it is difficult to read.
7.0 TEXT BLOCK
7.1 Check to make sure the text block is firmly attached
to the cover. Grab the volume by the foredge of the
front and back covers. Briefly allow the text block
to hang by opening each cover at a 45-degree angle
and lifting the volume spine up off the table. If the
textblock falls away and the joints are loose, check
this area.
7.2 If the reinforcing spine material (super) does not
extend one inch onto the front and back covers, note
this. Also make sure that it extends to within 1/2
inch of the head and tail of the spine, and that it is
smoothly and completely adhered.
7.3 If the volume has been recased, make sure the spine
was well cleaned and that it is free of old adhesive
and super.
8.0 LEAF ATTACHMENT
8.1 Check the stitching of volumes sewn-through-the
fold. Note in the comments area if the stitching is
loose or if pages or sections are loose.
8.2 Check the sureness of leaves that have been attached
by the double fan adhesive method. Leaf through
the volume, checking especially the first ten and the
last ten leaves. Note the method of leaf attachment
if any leaves are not secure.
9.0 COLLATION
9.1 Make sure that the issues of a serial volume are in
the correct order.
9.2 Check the order of replacement pages bound into a
volume by the bindery.
10.0 SPECIAL INSTRUCTIONS
Check that special instruction on the binding slip have
been followed. If they have not been followed, note the
error in the comments field. When the special instruction
"Collation E" appears on the binding slip, check that
indexes to individual abstract issues have been removed.
11.0 COMMENTS
Enter comments as instructed in each of the areas above.
If the volume is returned to the bindery for rebinding or
repair, note it here. If it is returned, note whether the
correction is to be charged or not charged to the library.