Specifications include, but are not limited to: Deliveries – The bidder agrees that all deliveries will be F.O.B., Sioux Falls, South Dakota, destination and that all shipments of books will be inside deliveries to various locations as indicated on the Purchase Order. Packaging – Each carton shall be labeled as to the contents and identified by school in accordance with the instructions given on the purchase order. The supplier shall enclose an invoice with each delivery showing titles, prices, and quantity shipped. The invoice shall also display the District’s purchase order number. Purchase Orders - Purchase orders may indicate an amount “Not To Be Exceeded” or “Do Not Exceed”. The supplier is responsible for supplying books up to that amount and, if exceeded, for the return of the books beyond the amount on the purchase order. Processing Orders - Vendor will provide a 95-100% fill rate within 30 days of receipt of the District purchase order by the supplier. The supplier shall give written notice within 20 days after receipt of the order to the librarian of the school indicated on the purchase order of any title on the order that must be secured directly from the publisher by the District. After 30 days, the librarian has the right to order any unfilled titles elsewhere and the Vendor will remove the remaining backorder, at no charge to the District. Errors - The supplier shall promptly adjust any error in quantity, quality, or price of books delivered under this contract and shall provide credit memorandums to the Business Office. The supplier shall provide processes for replacing defective or misshipped books and at no additional cost to the District. Ordering – Vendor will provide an online catalog of titles that is updated daily with ordering and order status information available and must include the following search parameters: keyword, reading level, interest level, review source, A/R, Lexile, and page count. Information about titles must include alignment to both national and state curriculum standards. The online catalog will provide the ability to search by reading level and interest level. The online ordering system will provide automatic duplication check against the existing library collection to ensure a book title is not accidentally ordered twice. Processing for Automated System – Vendor will supply USMARC/MARC 21 records free of charge for 100% of all books, eBooks and audiovisual materials. USMARC/MARC21 records must include the following: Author, title, publisher, copyright, purchase price (not list price), number of pages, Sears subject heading, Dewey call number (in identical format as appears on book), interest level, reading level, physical description, with barcode number in 852 tag. Vendor will send MARC records for only the titles shipped. MARC records will be available for download (preferred) or as an email attachment. Vendor Representative – Vendor will provide a local representative to answer questions and assist with collection development, to demonstrate products, and assist with orders and using the vendor’s online catalog and ordering system. Length of Contract – This contract shall run for 3 years beginning September 1, 2018 and ending August 31, 2021. With the option to extend two additional 1-year contracts. Termination – This contract may be terminated by either the District or the vendor on 90 days written notice.
