||Request for Proposal: Library Courier Service|
This RFP is posted for
information only, and does not contain all items necessary for responding.
If you would like to submit a bid in response to this Request for
Proposal, contact the following person for a printed copy of the
REQUEST FOR PROPOSAL
Library Courier Service
Proposals Due Not Later Than: 5:00 p.m., Monday, June 1, 1998
at Issuing Office.
Postmarks will not be considered.
Issuing Office: John F. Helmer
University of Oregon
1501 Kincaid Street
Eugene, Oregon 97403
Please refer requests for additional information or clarification of requirements to the following:
Technical: John F. Helmer (541) 346-1835
Contractual: Vicki Wanner (541) 346-3149
The Institution will notify all proposers of any substantive clarification provided in response to any inquiry. The Institution may extend the due date if such information significantly amends this solicitation or makes compliance with the original proposed closing date impractical.
A pre-proposal question-and-answer meeting for all potential proposers will be held 1:00 p.m., Friday, May 15, 1998, in the J. David Rowe Conference Room, Room 115H, Knight Library, 1501 Kincaid Street, on the University of Oregon campus, Eugene, Oregon. A copy of pertinent information given during the meeting will be mailed to all firms or individuals requesting a copy of the RFP. Statements made by Institution representatives at the meeting contrary to the terms of the RFP are not binding upon the Institution unless confirmed by written Addendum.
All proposals must be received by the Institution's Issuing Office on or before 5:00 p.m., Monday, June 1, 1998. Postmarks will not be considered.
Office hours for receipt of proposals are: Monday through Friday 9:00 a.m. - 12:00 noon 1:00 p.m. - 5:00 p.m. Issuing Office mailing and delivery address:
John F. Helmer Knight Library Room 115 University of Oregon 1501 Kincaid Street Eugene, Oregon 97403
Content of Proposal
A. Proposal Procedures.
a. A concise overview of the proposed process for this project. Describe how pick up and delivery activities will be accomplished from the Participating Libraries' and Program Administrator's point of view.
b. Proposer's shipping and pick up/delivery policies.
c. Flowcharts, diagrams, and maps that will facilitate understanding the Proposer's proposal.
d. Where applicable, a description of any activities Proposer deems will require involvement of the Participating Libraries' staff or equipment.
e. Proposer's requirements for packaging, labeling, maximum package weight or volume. These requirements will be subject to review and negotiation.
f. Proposer may submit an alternate transit time proposal which Proposer feels may better suit Institution's overall needs other than that set forth in the Scope of Service ("90% of all materials shipped must be delivered to the destination within 24 hours of pick up at the sending site; the remaining 10% must be delivered within 48 hours").
g. A description of services available, in addition to telephone access, which will enable Proposer to respond to questions or problems within 24 hours, i.e., internet-based access (electronic mail or Web).
h. Procedure for submitting claims for lost or damaged materials.
i. Proof of insurance coverage required by the Contract, as set forth in the Standard Contractual Requirements - Solicitation Attachment, attached hereto, and by this reference made a part hereof.
j. A fixed monthly price for each Participating Library (that is, same price each month, for one individual Participating Library or all Participating Libraries). Explain basis for price, and any other discounts or price-reduction incentives.
k. A price, or formula for determining price, for adding Participating Libraries if requested to do so by Program Administrator.
l. Cost option for additional pick up on request, any day Monday through Friday.
m. Cost option for daily pick up Monday through Saturday, and Monday through Sunday, once daily.
Such request for change or protests shall include the reasons for the request for change or protest, and proposed changes to specifications or provisions. Envelopes containing requests for change or protest must be marked SOLICITATION SPECIFICATION REQUEST FOR CHANGE or CONTRACT PROVISION PROTEST, and must identify the RFP number and the time and date of closing for proposal acceptance. The Institution reserves the right to amend the RFP, extend the proposal acceptance closing date, or deny the request or protest.
"This data constitutes a trade secret under ORS 192.501(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192."
The Oregon Public Records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance". ORS 192.501(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.
The above restriction may not include cost or price information, which must be open to public inspection. An entire proposal marked as proprietary ("trade secret") is unacceptable. The proposer will be requested to mark only specific pages or text and return the proposal prior to closing. Proposals in which the entire document is marked or otherwise identified in its entirety as confidential or a "trade secret" will be rejected.
B. Working Relationship.
. 5 points
Overall responsiveness to RFP
. 5 points
Upon approval of the Institutional evaluation committee's recommendation, a contract will be drawn which will include by reference this RFP, the proposer's proposal, and any additional contractual language as may be required by Institution or by law. Prior to contract award, the apparent successful proposer will be notified in writing of its apparent winning proposal. All other proposers will be notified in writing that the apparent winning proposal has been selected.
Unsuccessful proposers may protest the selection process, proposal award, or if applicable, rejection of their proposal. The protest must be in writing, and must be received in the Issuing Office, no later than seven (7) business days after the protestor received notification of the pending award to another proposer, or notice of proposal rejection.
The protest must state with clarity the issue protested, and the rationale and basis for such protest. The envelope containing the protest MUST be marked PROTEST, and MUST identify the RFP number and the closing time and date for acceptance of proposals. The protest will be reviewed by the Director of Business Affairs office, and a Final Agency Order will be issued.
Information Regarding Proposal
A. General Information:
a."Contractor". The firm or individual awarded the contract who will be responsible for delivering the service.
b."Courier". The firm or individual providing the courier service, if the Contractor subcontracts this portion of the contract. However, it should be noted that the contract shall be between the Contractor and the Institution, and Contractor shall be the party responsible for compliance with the terms of the contract and any liability associated therewith.
c."Program Administrator". Orbis on behalf of the participating libraries.
d."Fiscal Agent". The Institution.
e."Service". Pick up and delivery of materials.
f."Participating Library". The library serving as a courier pick up/delivery point. A Participating Library may serve as a collection point, subsequently sending and receiving materials for Forwarding Sites.
g."Forwarding Site". A library that is not directly served by the Contractor, but which forwards and receives parcels through a Participating Library. Examples include: Branch libraries, libraries in close proximity served by a local shuttle, etc.
h."Business Days". For the purpose of this Request for Proposal, business days are defined as Monday through Friday, excluding Federal holidays. Institution reserves the right to exercise its option to request additional service, at the rates set fort h in Contractor's proposal, thereby extending the definition of business days to include Saturday and/or Sunday.
i."Standard Business Day". For the purpose of this Contract, standard business day shall be 8:00 a.m. to 5:00 p.m., unless Contractor and Institution or Participating Library agree to a different time period.
a. The intent of this Request for Proposal is to obtain a qualified and highly experienced courier service for library resource-sharing, to ship library materials from one Participating Library to another, using a single shipping system with a set list of libraries, for regular, daily service. The service will provide pick up and delivery at a fixed set of Participating Libraries, at least once daily, at least 5 days a week (Monday through Friday). The system should provide the simplest possible method of packaging and labeling, without requiring individual original packaging and labeling for each parcel. The system must accommodate, through the simplest mechanism possible, the sending of parcels to "Forwarding Sites" after delivery to the principal Participating Library. For example, using local shuttles.
b. The initial term of the contract awarded shall be no more than one year, commencing no sooner than July 1, 1998, with the exact start date to be confirmed in writing, and ending June 30, 1999. If not in default, Contractor shall have the option of extending the contract for four additional one-year terms. Each extension term shall commence on the day following expiration of the immediately preceding term. Notice exercising an extension option shall be given in writing not less than 90 days prior to expiration of the preceding term. If such notice is given, and accepted by the Institution, all terms and conditions of this contract shall apply during the extension term.
c. Other Participating Libraries may be added to this contract by an amendment, signed by the parties to this contract. All rights, duties, and obligations stated in the original contract shall apply equally to any Participating Libraries so added.
a. Scope of current service. The Participating Libraries are currently served by individual contracts with a single contractor using a single courier service. The courier delivers materials to more than 50 designated Participating Libraries in Oregon and Washington, as set forth in Attachment A. From the principal Participating Library, some parcels are forwarded to other sites (such as branch libraries) via local shuttles.
b. Volume. Averaging the cumulative volume over a year, the daily volume per Participating Library is no more than 30 pounds. Volume of material shipped varies, generally consistent with libraries' schedules: Fall, Winter and Spring are heavier than Summer; holiday periods and school breaks are relatively light. At peak times, i.e., a few weeks, three times a year, two or three Participating Libraries may send up to 400 pounds of materials a day, some will send 50 - 150 pounds a day, and most of the others will send less than 50 pounds a day.
c. Packaging. Although materials are currently packaged in a variety of ways, most items are enclosed in re-useable nylon zipper bags with clear windows for pre-printed labels; or plain or padded envelopes or cardboard boxes, with a paper label attached which is pre-printed with a list of Participating Libraries, to be marked for the intended site.
d. Materials shipped. The majority of items currently shipped are library materials (such as books, magazines, photocopies, video and audio tapes, microfilm, and educational kits), although some equipment, and various forms of written communiques, etc. are also shipped.
B. Scope of Services Required:
The following services are to be provided by the Contractor. For the purpose of this contract, Contractor shall include any courier or other services subcontracted by Contractor; however, this contract is between the Institution and the Contractor, and all responsibility for compliance with the terms of this contract and liability associated with this contract reside with the Contractor.
a. Contractor shall ensure the delivery of all materials shipped in accordance with the terms of the contract.
b. Contractor shall ensure the return of any undeliverable items to the sender, at no additional cost.
c. Contractor shall be responsible for parcels, including the library materials and containers (such as shipping bags) while such materials are in the possession of Contractor or Contractor's courier.
d. Materials shall be delivered to a designated location inside each delivery Participating Library. Existing Participating Libraries are set forth in Attachment A.
e. The average daily volume of materials, per Participating Library, Contractor shall ship over a year is expected to be no more than 30 pounds; however, the volume of material varies, generally consistent with library schedules, Fall, Winter, and Spring are heavier than Summer; holiday periods and school breaks are relatively light. At peak times, i.e., a few weeks, three times a year, two or three Participating Libraries may send up to 400 pounds of materials per day, some will send 50 - 150 pounds per day, and most of the others will send less than 50 pounds per day.
f. Packaging. The majority of materials Contractor will ship will be shipped in nylon zipper bags with windows for standard labels. Plain or padded envelopes and plastic or cardboard boxes with standard labels will also be used. Institution will produce and provide labels.
a. Contractor shall ensure pick up and delivery at each Participating Library at least once each business day. Permitted exceptions to daily pick up and delivery schedule would be road closures and severe inclement weather, as evidenced by school or other public building closures.
b. Contractor shall contact each Participating Library to review courier's and Participating Library's current and future needs, and establish a pick up time during the standard business day for each Participating Library. Service schedules may be changed occasionally, with no less than one week (7 days) prior written notice, and with the agreement by contact person at Participating Library.
c. Contractor shall supply Program Administrator with delivery schedules for all Participating Libraries.
d. Contractor must ensure service at Participating Library within 30 minutes of the scheduled pick up time. Permitted exceptions to pick up time would be road closures and severe inclement weather, as evidenced by school or other public building closures.
a. Ninety percent (90%) of all materials shipped shall be delivered to the destination within 24 hours of pick up at the sending site. The remaining ten percent (10%) must be delivered within 48 hours. Institution reserves the right to accept a more favorable transit time if available. Permitted exceptions to transit time requirements would be road closures and materials not labeled clearly.
a. Contractor shall communicate directly with the designated Participating Library contact person to resolve routine service problems.
b. Contractor shall communicate with the Program Administrator as needed.
c. Contractor shall provide access to a toll-free telephone line for the purpose of inquiries regarding packages, invoices, and other courier service issues. Contractor shall be available to answer service calls on all business days during standard business day hours as defined herein. Contractor shall follow-up by the close of the next business day for any calls not resolved at the time received. Contractor must respond to each inquiry or issue within 24 hours.
d. Other libraries ("Forwarding sites") may participate in the services to be tendered by this Contract, by sending and receiving materials via Participating Libraries. Neither the Program Administrator nor the Participating Library shall be required to notify the Contractor regarding changes in Forwarding Sites. For items destined for Forwarding Sites, the Forwarding Site will be shown on a separate section of the shipping label, or separate label, not intended for the Contractor. Contractor has no business relationship with Forwarding Site(s), and courier responsibilities apply only to shipments between Participating Libraries.
e. If Contractor's courier system includes multiple courier vendors, Contractor must guarantee uninterrupted service.
f. Contractor shall be capable of providing service beginning July 1, 1998.
a. Prices shall remain firm for the first twelve (12) months of the contract. For contract extensions, price changes are limited to once per year, and restricted to a rate increase no higher than the latest published annual producers price index as of ninety (90) days before the price change would go into effect. Exceptions to this requirement would be the addition or deletion of Participating Libraries.
b. If courier service to any Participating Library is deleted by the Program Administration, the monthly charge shall be adjusted to reflect such deletion.
c. If an additional Participating Library is added by the Program Administrator, the monthly charge shall be adjusted to reflect such addition.
d. Contractor shall make all available price decreases, cost reduction incentives, or other discounts available to Institution. If Contractor enters into other contracts for like services on more favorable terms, Contractor shall make said terms available to Institution.
a. Participating Libraries will submit claims for lost or damaged materials directly to the Contractor. Within forty-five (45) days of receipt of the claim, Contractor shall reimburse the Participating Library.
a. Participating Libraries shall be compensated by a pro-rated reduction applied to the current or next invoice amount in the contract period for Contractor's failure to meet the agreed upon schedules or transit times at any one Participating Library three or more times in a 30-day period.
a. Administrative reports. Contractor shall supply copies of monthly summary reports of activities and invoices to Program Administrator, on request, at no additional charge.
b. Invoicing. Contractor shall submit invoice to Program Administrator at the end of each month for services performed during the month.
Standard Contractual Requirements
The "Standard Contractual Requirements - Solicitation Attachment" is attached hereto, and by this reference made a part hereof. In addition to the above, the contract award will be contingent upon compliance with, and the Contractor and Institution agree to, the terms set forth therein.
I have read all of the terms and conditions of this Request for Proposal, and I understand that if awarded the contract, I shall be bound by its terms and conditions, and by my response which is incorporated herein or attached hereto, and by this r eference made a part hereof.
Certificate of Compliance with Tax Laws
I, the undersigned, being first duly sworn,
Check one box: __ hereby certify under penalty of perjury that I am not in violation of any Oregon tax laws.
__ hereby certify under penalty of perjury that I am authorized to act on behalf of Contractor and to the best of my knowledge, Contractor is not in violation of any Oregon tax laws.
Business Designation (check one):
___ Corporation ___ Partnership ___ Sole Proprietorship
Social Security No. or Tax Identification No. ____________________
(Above information must be provided prior to contract approval. If awarded the contract, this information will be reported to the Internal Revenue Service under the name and taxpayer I.D. number submitted. Information not matching IRS records could subject Contractor to 31 percent backup withholding.)
Signature:____________________________ Dated: ____________________
Name:_________________________________ Title: ____________________
City/State/Zip: ________________________ Phone:( )_____________
Go to Attachment A, List of Participating Libraries