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.