260059-CONTRACT-MIDWEST TAPE LLC.PDF

CONTRACT FOR LIBRARY MATERIALS AND RELATED 
SERVICES 260059-RFP 
 
 
This contract is entered into this 22nd day of April, 2026 by and between Maricopa County (County), a 
political subdivision of the State of Arizona, and Midwest Tape, LLC an Ohio limited liability company 
(Contractor) for the purchase of library materials and related services as a primary vendor per Exhibit B. 
 
1.0 
CONTRACT TERM 
 
This contract is for a term of five years, beginning on the 1st day of May, 2026 and ending the 30th 
day of April, 2031. 
 
2.0 
The County may, at its option and with the concurrence of the Contractor, renew the term of this 
contract up to a maximum of five additional year(s), (or at the County’s sole discretion, extend the 
contract on a month-to-month basis for a maximum of six months after expiration). The Contractor 
shall be notified in writing by the Office of Procurement Services of the County’s intention to renew 
the contract term at least 60 calendar days prior to the expiration of the original contract term. 
 
3.0 
CONTRACT COMPLETION 
 
In preparation for contract completion, the Contractor shall make all reasonable efforts for an 
orderly transition of its duties and responsibilities to another provider and/or to the County. This 
may include, but is not limited to, preparation of a transition plan and cooperation with the County 
or other providers in the transition. The transition includes the transfer of all records and other data 
in the possession, custody, or control of the Contractor that are required to be provided to the 
County either by the terms of this agreement or as a matter of law. The provisions of this clause 
shall survive the expiration or termination of this agreement. 
 
4.0 
PAYMENTS 
 
4.1 
As consideration for performance of the duties described herein, County shall pay 
Contractor according to the terms in Exhibit A – Vendor Information. 
 
4.2 
Payment shall be made upon the County’s receipt of a properly completed invoice. 
 
4.3 
INVOICES 
 
4.3.1 
The Contractor shall only submit one legible copy of their detailed invoice before 
payment(s) will be made. Incomplete invoices will not be processed. At a minimum, 
the invoice must provide the following information: 
 
• 
Company name, address, and contact information 
• 
County bill-to name and contact information 
• 
County purchase order number 
• 
Invoice number and date 
• 
Payment terms 
• 
Quantity  
• 
Description of purchase (product or services)

SERIAL 260059-RFP 
 
• 
Pricing per unit of purchase 
• 
Extended price 
• 
Total amount due 
 
4.3.2 
Problems regarding billing or invoicing shall be directed to the department as listed 
on the purchase order. 
 
4.3.3 
Payment may only be made to the Contractor by Accounts Payable through the 
Maricopa County Vendor Express Payment Program. This is an Electronic Funds 
Transfer (EFT) process. After Contract Award the Contractor shall complete the 
Vendor Registration Form located on the County Department of Finance Vendor 
Registration Web Site (https://www.maricopa.gov/5169/Vendor-Information). 
 
4.3.4 
Discounts offered in the contract shall be calculated based on the date a properly 
completed invoice is received by the County. 
 
4.3.5 
EFT payments to the routing and account numbers designated by the Contractor 
shall include the details on the specific invoices that the payment covers. The 
Contractor is required to discuss remittance delivery capabilities with their 
designated financial institution for access to those details. 
 
4.3.6 
Preferred method of payment is using the Procurement Card (Visa) without penalty 
or added fees. 
 
4.4 
APPLICABLE TAXES 
 
4.4.1 
It is the responsibility of the Contractor to determine any and all applicable taxes 
and include those taxes in their proposal. The legal liability to remit the tax is on 
the entity conducting business in Arizona. Tax is not a determining factor in 
contract award. 
 
4.4.2 
The County will look at the price or offer submitted and will not deduct, add, or alter 
pricing based on speculation or application of any taxes, nor will the County 
provide Contractor any advice or guidance regarding taxes. If you have questions 
regarding your tax liability, seek advice from a tax professional prior to submitting 
your bid. You may also find information at https://www.azdor.gov/Business.aspx. 
Once your bid is submitted, the offer is valid for the time specified in this solicitation, 
regardless of mistake or omission of tax liability. If the County finds overpayment 
of a project due to tax consideration that was not due, the Contractor will be liable 
to the County for that amount, and by contracting with the County agrees to remit 
any overpayments back to the County for miscalculations on taxes included in a 
bid price. 
 
4.4.3 
Tax Indemnification: Contractor and all subcontractors shall pay all Federal, State, 
and local taxes applicable to their operation and any persons employed by the 
Contractor. Contractor shall, and require all subcontractors to, hold Maricopa 
County harmless from any responsibility for taxes, damages, and interest, if 
applicable, contributions required under Federal and/or State and local laws and 
regulations, and any other costs including transaction privilege taxes, 
unemployment 
compensation 
insurance, 
Social 
Security, 
and 
workers’ 
compensation. Contractor may be required to establish, to the satisfaction of 
County, that any and all fees and taxes due to municipality or the State of Arizona 
for any license or transaction privilege taxes, use taxes, or similar excise taxes are 
currently paid (except for matters under legal protest). 
 
5.0 
DELIVERY 
 
5.1 
Delivery is desired as soon as possible including prior to publication date (print) and prior 
to the release date (media), The delivery details shall be stipulated on the purchase order.

SERIAL 260059-RFP 
 
Contractor shall notify the county representative listed on the order if the requested delivery 
date and/or the anticipated lead time cannot be met. Failure to communicate to County 
changes in the order status may result in default proceedings. 
 
5.2 
Delivery is REQUIRED 
 
5.2.1 
For Best Sellers/Blockbusters: No later than date of publication when material is 
ordered sufficiently as determined by the vendor prior to publication or release 
date. 
 
5.2.2 
For materials “in-stock” status with vendor at time of placement: Two Weeks after 
date of order. 
 
5.3 
For materials “backordered”: within five months of order date. After material has been on 
order for five months, vendor will cancel and notify MCLD. Vendor is required to notify the 
MCLD of each and every title cancelled on vendor’s end within two weeks of cancellation. 
 
5.4 
Supplies or equipment shall be delivered to each of the Library District branches between 
the hours of 8:00 a.m. and 5:00 p.m. MST, Monday through Friday, except on County 
recognized holidays. 
 
5.5 
Invoices are to be sent to electronically as noted in Paragraph 4.3.3. 
 
5.6 
Delivery shall be F.O.B. Destination Freight Prepaid. 
 
5.7 
Expedited Delivery 
 
5.7.1 
If the department determines that expedited delivery or other alternate shipping is 
required, it shall notify the contractor. The contractor shall determine any additional 
costs associated with such delivery terms and communicate that cost to the 
department. 
 
5.7.2 
The department shall not advise the contractor to proceed with an expedited 
shipment until acceptable terms are agreed upon and a purchase order is issued. 
Upon agreeing to the additional costs, the department shall advise the contractor 
to proceed. 
 
5.7.3 
Upon receipt of material(s) and invoicing, the department shall ensure that any 
additional charges are in compliance with and do not exceed agreed to costs. The 
department shall retain all documents related to these costs. 
 
5.8 
Shipping Documents 
 
A packing list or other suitable shipping document shall accompany each shipment and 
shall include the following: 
 
5.8.1 
Contract serial number 
 
5.8.2 
Contractor’s name and address 
 
5.8.3 
Department name and address 
 
5.8.4 
Department purchase order number 
 
5.8.5 
A description of product(s) shipped, including item number(s), quantity(ies), 
number of containers, and package number(s), as applicable.

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6.0 
AVAILABILITY OF FUNDS 
 
6.1 
The provisions of this contract relating to payment for services shall become effective when 
funds assigned for the purpose of compensating the Contractor as herein provided are 
actually available to County for disbursement. The County shall be the sole judge and 
authority in determining the availability of funds under this contract. County shall keep the 
Contractor fully informed as to the availability of funds. 
 
6.2 
If any action is taken by, any State agency, Federal department, or any other agency or 
instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in 
connection with, this contract, County may amend, suspend, decrease, or terminate its 
obligations under, or in connection with, this contract. In the event of termination, County 
shall be liable for payment only for services rendered prior to the effective date of the 
termination, provided that such services are performed in accordance with the provisions 
of this contract. County shall give written notice of the effective date of any suspension, 
amendment, or termination under this section, at least 10 days in advance. 
 
7.0 
STRATEGIC ALLIANCE for VOLUME EXPENDITURES (SAVE) 
 
The County is a member of the SAVE cooperative purchasing group. SAVE includes the State of 
Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts. 
Under the SAVE Cooperative Purchasing Agreement, and with the concurrence of the successful 
respondent under this solicitation, a member of SAVE may access a contract resulting from a 
solicitation issued by the County. If contractor does not want to grant such access to a member of 
SAVE, state so in contractor’s bid. In the absence of a statement to the contrary, the County will 
assume that contractor does wish to grant access to any contract that may result from this bid. The 
County assumes no responsibility for any purchases by using entities. 
 
8.0 
INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPAs) 
 
County currently holds ICPAs with numerous governmental entities. These agreements allow those 
entities, with the approval of the Contractor, to purchase their requirements under the terms and 
conditions of the County contract. It is the responsibility of the non-County government entity to 
perform its own due diligence on the acceptability of the contract under its applicable procurement 
rules, processes, and procedures. Certain governmental agencies may not require an ICPA and 
may utilize this contract if it meets their individual requirements. Other governmental agencies may 
enter into a separate Statement of Work with the Contractor to meet their own requirements. The 
County is not a party to any uses of this contract by other governmental entities. 
 
9.0 
VOLUNTARY EMPLOYEE DISCOUNTS 
 
9.1 
Contractors may voluntarily offer discounts to County employees for products or services 
provided under this contract. Whether a Contractor offers or does not offer an employee 
discount is not a factor considered in the evaluation of responses to this solicitation. 
 
9.2 
Any discount offered is part of a commercial transaction between the Contractor and 
individual County employees and the County is not a party to the transaction. Any disputes 
or issues arising from an individual commercial transaction between the Contractor and an 
individual County employee is a matter between the Contractor and the employee. If a 
discount is offered, the terms will be announced to County employees. 
 
10.0 
DUTIES 
 
10.1 
The Contractor shall perform all duties stated in Exhibit B – Scope of Work, or as otherwise 
directed in writing by the procurement officer. 
 
10.2 
During the contract term, County may provide Contractor’s personnel with adequate 
workspace for consultants and such other related facilities as may be required by 
Contractor to carry out its contractual obligations.

SERIAL 260059-RFP 
 
 
11.0 
TERMS AND CONDITIONS 
 
11.1 
INDEMNIFICATION 
 
To the fullest extent permitted by law, and to the extent that claims, damages, losses, or 
expenses are not covered and paid by insurance purchased by the contractor, the 
contractor shall defend, indemnify, and hold harmless the County (as Owner), its agents, 
representatives, officers, directors, officials, and employees from and against all claims, 
damages, losses, and expenses (including, but not limited to attorneys' fees, court costs, 
expert witness fees, and the costs and attorneys' fees for appellate proceedings) arising 
out of, or alleged to have resulted from, the negligent acts, errors, omissions, or mistakes 
of the contractor, a subcontractor, anyone directly or indirectly employed by them, or 
anyone for whose acts they may be liable relating to the performance of this contract. 
 
11.1.1 Contractor's duty to defend, indemnify, and hold harmless the County, its agents, 
representatives, officers, directors, officials, and employees shall arise in 
connection with any claim, damage, loss, or expense that is attributable to bodily 
injury, sickness, disease, death, or injury to, impairment of, or destruction of 
tangible property, including loss of use resulting therefrom, caused by negligent 
acts, errors, omissions, or mistakes in the performance of this contract, but only to 
the extent caused by the negligent acts or omissions of the contractor, a 
subcontractor, anyone directly or indirectly employed by them, or anyone for 
whose acts they may be liable, regardless of whether or not such claim, damage, 
loss, or expense is caused in part by a party indemnified hereunder. 
 
11.1.2 The amount and type of insurance coverage requirements set forth herein will in 
no way be construed as limiting the scope of the indemnity in this section. 
 
11.1.3 The scope of this indemnification does not extend to the sole negligence of County. 
 
11.2 
INSURANCE 
 
11.2.1 Contractor, at Contractor’s own expense, shall purchase and maintain, at a 
minimum, the herein stipulated insurance from a company or companies duly 
licensed by the State of Arizona and possessing an AM Best, Inc. category rating 
of B++. In lieu of State of Arizona licensing, the stipulated insurance may be 
purchased from a company or companies, which are authorized to do business in 
the State of Arizona, provided that said insurance companies meet the approval of 
County. The form of any insurance policies and forms must be acceptable to 
County. 
 
11.2.2 All insurance required herein shall be maintained in full force and effect until all 
work or service required to be performed under the terms of the contract is 
satisfactorily completed and formally accepted. Failure to do so may, at the sole 
discretion of County, constitute a material breach of this contract. 
 
11.2.3 In the event that the insurance required is written on a claims-made basis, 
Contractor warrants that any retroactive date under the policy shall precede the 
effective date of this contract and either continuous coverage will be maintained, 
or an extended discovery period will be exercised for a period of two years 
beginning at the time work under this contract is completed. 
 
11.2.4 Contractor’s insurance shall be primary insurance as respects County, and any 
insurance or self-insurance maintained by County shall not contribute to it. 
 
11.2.5 Any failure to comply with the claim reporting provisions of the insurance policies 
or any breach of an insurance policy warranty shall not affect the County’s right to 
coverage afforded under the insurance policies.

SERIAL 260059-RFP 
 
 
11.2.6 The insurance policies may provide coverage that contains deductibles or self-
insured retentions. Such deductible and/or self-insured retentions shall not be 
applicable with respect to the coverage provided to County under such policies. 
Contractor shall be solely responsible for the deductible and/or self-insured 
retention and County, at its option, may require Contractor to secure payment of 
such deductibles or self-insured retentions by a surety bond or an irrevocable and 
unconditional letter of credit. 
 
11.2.7 The insurance policies required by this contract, except Workers’ Compensation 
and Errors and Omissions, shall name County, its agents, representatives, officers, 
directors, officials, and employees as additional insureds. 
 
11.2.8 The policies required hereunder, except Workers’ Compensation and Errors and 
Omissions, shall contain a waiver of transfer of rights of recovery (subrogation) 
against County, its agents, representatives, officers, directors, officials, and 
employees for any claims arising out of Contractor’s work or service. 
 
11.2.9 If available, the insurance policies required by this contract may be combined with 
Commercial Umbrella Insurance policies to meet the minimum limit requirements. 
If a Commercial Umbrella insurance policy is utilized to meet insurance 
requirements, the Certificate of Insurance shall indicate which lines the 
Commercial Umbrella Insurance covers. 
 
11.2.9.1 Commercial General Liability 
 
Commercial General Liability (CGL) insurance and, if necessary, 
Commercial Umbrella insurance with a limit of not less than $2,000,000 
for each occurrence, $1,000,000 Products/Completed Operations 
Aggregate, and $2,000,000 General Aggregate Limit. The policy shall 
include coverage for premises liability, bodily injury, broad form property 
damage, personal injury, products and completed operations and 
blanket contractual coverage, and shall not contain any provisions which 
would serve to limit third party action over claims. There shall be no 
endorsement or modifications of the CGL limiting the scope of coverage 
for liability arising from explosion, collapse, or underground property 
damage. 
 
11.2.9.2 Automobile Liability 
 
Commercial/Business Automobile Liability insurance with a combined 
single limit for bodily injury and property damage of not less than 
$1,000,000 each occurrence with respect to any of the Contractor’s 
owned, hired, and non-owned vehicles assigned to or used in 
performance of the Contractor’s work or services or use or maintenance 
of the premises under this contract. 
 
11.2.9.3 Workers’ Compensation 
 
11.2.9.3.1 Workers’ compensation insurance to cover obligations 
imposed by Federal and State statutes having jurisdiction of 
Contractor’s employees engaged in the performance of the 
work or services under this contract; and Employer’s 
Liability insurance of not less than $1,000,000 for each 
accident, $1,000,000 disease for each employee, and 
$1,000,000 disease policy limit.

SERIAL 260059-RFP 
 
11.2.9.3.2 Contractor, its subcontractors, and sub-subcontractors 
waive all rights against this contract and its agents, officers, 
directors, and employees for recovery of damages to the 
extent these damages are covered by the workers’ 
compensation and Employer’s Liability or Commercial 
Umbrella Liability insurance obtained by Contractor, its 
subcontractors, and its sub-subcontractors pursuant to this 
contract. 
 
11.3 
CERTIFICATES OF INSURANCE 
 
11.3.1 Prior to contract award, Contractor shall furnish the County with valid and complete 
Certificates of Insurance, or formal endorsements as required by the contract in 
the form provided by the County, issued by Contractor’s insurer(s), as evidence 
that policies providing the required coverage, conditions and limits required by this 
contract are in full force and effect. Such certificates shall identify this contract 
number and title. 
 
11.3.2 In the event any insurance policy(ies) required by this contract is (are) written on 
a claims-made basis, coverage shall extend for two years past completion and 
acceptance of Contractor’s work or services and as evidenced by annual 
certificates of insurance. 
 
11.3.3 If a policy does expire during the life of the Contract, a renewal certificate must be 
sent to County 15 calendar days prior to the expiration date. 
 
11.3.4 Certificates of Insurance shall identify Maricopa County as the certificate holder as 
follows: 
 
Maricopa County 
c/o Risk Management 
301 W Jefferson St, Suite 910 
Phoenix, AZ 85003 
 
11.3.5 Cancellation and Expiration Notice 
 
Applicable to all insurance policies required within the insurance requirements of 
this contract, Contractor’s insurance shall not be permitted to expire, be 
suspended, be canceled, or be materially changed for any reason without 30 days 
prior written notice to Maricopa County. Contractor must provide to Maricopa 
County, within two business days of receipt, if they receive notice of a policy that 
has been or will be suspended, canceled, materially changed for any reason, has 
expired, or will be expiring. Such notice shall be sent directly to Maricopa County 
Office of Procurement Services and shall be mailed, or hand delivered to 301 W. 
Jefferson, Suite 700, Phoenix, AZ 85003, or emailed to the procurement officer 
noted in the solicitation. 
 
11.4 
FORCE MAJEURE 
 
11.4.1 Neither party shall be liable for failure of performance, nor incur any liability to the 
other party on account of any loss or damage resulting from any delay or failure to 
perform all or any part of this contract, if such delay or failure is caused by events, 
occurrences, or causes beyond the reasonable control and without negligence of 
the parties. Such events, occurrences, or causes include, but are not limited to, 
acts of God/nature (including fire, flood, earthquake, storm, hurricane, or other 
natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is 
declared or not), civil war, riots, rebellion, revolution, insurrection, military or 
usurped power or confiscation, terrorist activities, nationalization, government

SERIAL 260059-RFP 
 
sanction, lockout, blockage, embargo, labor dispute, strike, and interruption or 
failure of electricity or telecommunication service, and pandemic. 
 
11.4.2 Each party, as applicable, shall give the other party notice of its inability to perform 
and particulars in reasonable detail of the cause of the inability. Each party must 
use best efforts to remedy the situation and remove, as soon as practicable, the 
cause of its inability to perform or comply. 
 
11.4.3 The party asserting Force Majeure as a cause for non-performance shall have the 
burden of proving that reasonable steps were taken to minimize delay or damages 
caused by foreseeable events, that all non-excused obligations were substantially 
fulfilled, and that the other party was timely notified of the likelihood or actual 
occurrence which would justify such an assertion, so that other prudent 
precautions could be contemplated. 
 
11.5 
ORDERING AUTHORITY 
 
Any request for purchase shall be accompanied by a valid purchase order issued by a 
County department or directed by a Certified Agency Procurement Aid (CAPA) with a 
purchase card for payment. 
 
11.6 
PROCUREMENT CARD ORDERING CAPABILITY 
 
County may opt to use a procurement card (Visa or Master Card) to make payment for 
orders under this contract. 
 
11.7 
INTERNET ORDERING CAPABILITY 
 
It is the intent of Maricopa County to use the Internet to communicate and to place orders 
under this contract. 
 
11.8 
NO MINIMUM OR MAXIMUM PURCHASE OBLIGATION 
 
This contract does not guarantee any minimum or maximum purchases will be made. 
Orders will only be placed under this contract when the County identifies a need and proper 
authorization, and documentation have been approved. 
 
11.9 
PURCHASE ORDERS 
 
11.9.1 County reserves the right to cancel purchase orders within a reasonable period of 
time after issuance. Should a purchase order be canceled, the County agrees to 
reimburse the Contractor for actual and documentable costs incurred by the 
Contractor in response to the purchase order. The County will not reimburse the 
Contractor for any costs incurred after receipt of County notice of cancellation, or 
for lost profits, or for shipment of product prior to issuance of purchase order. 
 
11.9.2 Contractor agrees to accept verbal notification of cancellation of purchase orders 
from the County procurement officer with written notification to follow. Contractor 
specifically acknowledges to be bound by this cancellation policy. 
 
11.10 
SUSPENSION OF WORK 
 
The procurement officer may order the Contractor, in writing, to suspend, delay, or interrupt 
all or any part of the work of this contract for the period of time that the procurement officer 
determines appropriate for the convenience of the County. No adjustment shall be made 
under this clause for any suspension, delay, or interruption to the extent that performance 
would have been so suspended, delayed, or interrupted by any other cause, including the 
fault or negligence of the Contractor. No request for adjustment under this clause shall be 
granted unless the claim, in an amount stated, is asserted in writing as soon as practicable

SERIAL 260059-RFP 
 
after the termination of the suspension, delay, or interruption, but not later than the date of 
final payment under the contract. 
 
11.11 
STOP WORK ORDER 
 
11.11.1 The procurement officer may, at any time, by written order to the Contractor, 
require the Contractor to stop all, or any part, of the work called for by this contract 
for a period of 90 calendar days after the order is delivered to the Contractor, and 
for any further period to which the parties may agree. The order shall be specifically 
identified as a stop work order issued under this clause. Upon receipt of the order, 
the Contractor shall immediately comply with its terms and take all reasonable 
steps to minimize the incurrence of costs allocable to the work covered by the order 
during the period of work stoppage. Within a period of 90 calendar days after a 
stop work order is delivered to the Contractor, or within any extension of that period 
to which the parties shall have agreed, the procurement officer shall either: 
 
11.11.1.1 cancel the stop work order; or 
 
11.11.1.2 terminate the work covered by the order as provided in the Termination 
for Default or the Termination for Convenience clause of this contract. 
 
11.11.1.3 The procurement officer may make an equitable adjustment in the 
delivery schedule and/or contract price, and the contract shall be 
modified, in writing, accordingly, if the Contractor demonstrates that the 
stop work order resulted in an increase in costs to the Contractor 
 
11.12 
TERMINATION FOR CONVENIENCE 
 
Maricopa County may terminate the resultant contract for convenience by providing 60 
calendar days advance notice to the Contractor. 
 
11.13 
TERMINATION FOR DEFAULT 
 
11.13.1 The County may, by written Notice of Default to the Contractor, terminate this 
contract in whole or in part if the Contractor fails to: 
 
11.13.1.1 deliver the supplies or to perform the services within the time specified 
in this contract or any extension;  
 
11.13.1.2 make progress, so as to endanger performance of this contract; or 
 
11.13.1.3 perform any of the other provisions of this contract. 
 
11.13.2 The County’s right to terminate this contract under these subparagraphs may be 
exercised if the Contractor does not cure such failure within 10 business days (or 
more if authorized in writing by the County) after receipt of a Notice to Cure from 
the procurement officer specifying the failure. 
 
11.14 
PERFORMANCE 
 
It shall be the Contractor’s responsibility to meet the proposed performance requirements. 
Maricopa County reserves the right to obtain services on the open market in the event the 
Contractor fails to perform, and any price differential will be charged against the Contractor. 
 
11.15 
CONTRACTOR EMPLOYEE MANAGEMENT 
 
11.15.1 Contractor shall endeavor to maintain the personnel proposed in their proposal 
throughout the performance of this contract.

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11.15.2 If Contractor personnel’s employment status changes, Contractor shall provide 
County a list of proposed replacements with equivalent or greater experience. 
 
11.15.3 Under no circumstances shall the implementation schedule to be impacted by a 
personnel change on the part of the Contractor. 
 
11.15.4 Contractor shall not reassign any key personnel identified in their proposal without 
the express consent of the County. 
 
11.15.5 County reserves the right to immediately remove from its premises any Contractor 
personnel it determines to be a risk to County operations. 
 
11.15.6 County reserves the right to request the replacement of any Contractor personnel 
at any time, for any reason. 
 
11.16 
WARRANTY OF SERVICES 
 
11.16.1 The Contractor warrants that all services provided hereunder will conform to the 
requirements of the contract, including all descriptions, specifications, and 
attachments made a part of this contract. County’s acceptance of services or 
goods provided by the Contractor shall not relieve the Contractor from its 
obligations under this warranty. 
 
11.16.2 In addition to its other remedies, County may, at the Contractor's expense, require 
prompt correction of any services failing to meet the Contractor's warranty herein. 
Services corrected by the Contractor shall be subject to all the provisions of this 
contract in the manner and to the same extent as services originally furnished 
hereunder. 
 
11.17 
INSPECTION OF SERVICES 
 
11.17.1 The Contractor shall provide and maintain an inspection system acceptable to 
County covering the services under this contract. Complete records of all 
inspection work performed by the Contractor shall be maintained and made 
available to County during contract performance and for as long afterwards as the 
contract requires. 
 
11.17.2 County has the right to inspect and test all services called for by the contract, to 
the extent practicable at all times and places during the term of the contract. 
County shall perform inspections and tests in a manner that will not unduly delay 
the work. 
 
11.17.3 If any of the services do not conform to contract requirements, County may require 
the Contractor to perform the services again in conformity with contract 
requirements, at no cost to the County. When the defects in services cannot be 
corrected by re-performance, County may: 
 
11.17.3.1 require the Contractor to take necessary action to ensure that future 
performance conforms to contract requirements; and 
 
11.17.3.2 reduce the contract price to reflect the reduced value of the services 
performed. 
 
11.17.4 If the Contractor fails to promptly perform the services again or to take the 
necessary action to ensure future performance in conformity with contract 
requirements, County may:

SERIAL 260059-RFP 
 
11.17.4.1 by contract or otherwise, perform the services and charge to the 
Contractor, through direct billing or through payment reduction, any cost 
incurred by County that is directly related to the performance of such 
service; or 
 
11.17.4.2 Terminate the contract for default. 
 
11.18 
USAGE REPORT 
 
The Contractor shall furnish the County a usage report, upon request, delineating the 
acquisition activity governed by the contract. The format of the report shall be approved by 
the County and shall disclose the quantity and dollar value of each contract item by 
individual unit of measure. 
 
11.19 
STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST 
 
Notice is given that, pursuant to A.R.S. § 38-511, the County may cancel any contract 
without penalty or further obligation within three years after execution of the contract, if any 
person significantly involved in initiating, negotiating, securing, drafting, or creating the 
contract on behalf of the County is at any time, while the contract or any extension of the 
contract is in effect, an employee or agent of any other party to the contract in any capacity 
or consultant to any other party of the contract with respect to the subject matter of the 
contract. Additionally, pursuant to A.R.S. § 38-511, the County may recoup any fee or 
commission paid or due to any person significantly involved in initiating, negotiating, 
securing, drafting, or creating the contract on behalf of the County from any other party to 
the contract arising as the result of the contract. 
 
11.20 
OFFSET FOR DAMAGES 
 
In addition to all other remedies at Law or Equity, the County may offset from any money 
due to the Contractor any amounts Contractor owes to the County for damages resulting 
from breach or deficiencies in performance of the contract. 
 
11.21 
SUBCONTRACTING 
 
11.21.1 The Contractor may not assign to another Contractor or subcontract to another 
party for performance of the terms and conditions hereof without the written 
consent of the County. All correspondence authorizing subcontracting must 
reference the bid serial number and identify the job or project. 
 
11.21.2 The subcontractor’s rate for the job shall not exceed that of the prime Contractor’s 
rate, as bid in the pricing section, unless the prime Contractor is willing to absorb 
any higher rates. The subcontractor’s invoice shall be invoiced directly to the prime 
Contractor, who in turn shall pass-through the costs to the County, without mark-
up. A copy of the subcontractor’s invoice must accompany the prime Contractor’s 
invoice. 
 
11.22 
AMENDMENTS 
 
All amendments to this contract shall be in writing and approved/signed by both parties. 
Maricopa County Office of Procurement Services shall be responsible for approving all 
amendments for Maricopa County.

SERIAL 260059-RFP 
 
11.23 
ADDITIONS/DELETIONS OF REQUIREMENTS 
 
The County reserves the right to add and/or delete materials and services to a contract. If 
a service requirement is deleted, payment to the Contractor will be reduced proportionately, 
to the amount of service reduced in accordance with the bid price. If additional materials 
or services are required from a contract, prices for such additions will be negotiated 
between the Contractor and the County. 
 
11.24 
RIGHTS IN DATA 
 
11.24.1 The County shall have the use of data and reports resulting from a contract without 
additional cost or other restriction except as may be established by law or 
applicable regulation. Each party shall supply to the other party, upon request, any 
available information that is relevant to a contract and to the performance 
thereunder. 
 
11.24.2 Data, records, reports, and all other information generated for the County by a third 
party as the result of a contract are the property of the County and shall be provided 
in a format designated by the County or shall be and remain accessible to the 
County into perpetuity. 
 
11.25 
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR 
OTHER REVIEW 
 
11.25.1 In accordance with Section MC1-372 of the Maricopa County Procurement Code, 
the Contractor agrees to retain (physical or digital copies of) all books, records, 
accounts, statements, reports, files, and other records and back-up documentation 
relevant to this contract for six years after final payment or until after the resolution 
of any audit questions, which could be more than six years, whichever is longest. 
The County, Federal or State auditors and any other persons duly authorized by 
the department shall have full access to and the right to examine, copy, and make 
use of, any and all said materials. 
 
11.25.2 If the Contractor’s books, records, accounts, statements, reports, files, and other 
records and back-up documentation relevant to this contract are not sufficient to 
support and document that requested services were provided, the Contractor shall 
reimburse Maricopa County for the services not so adequately supported and 
documented. 
 
11.26 
AUDIT DISALLOWANCES 
 
If at any time it is determined by the County that a cost for which payment has been made 
is a disallowed cost, the County shall notify the Contractor in writing of the disallowance. 
The course of action to address the disallowance shall be at sole discretion of the County, 
and may include either an adjustment to future invoices, request for credit, request for a 
check, or a deduction from current invoices submitted by the Contractor equal to the 
amount of the disallowance, or to require reimbursement forthwith of the disallowed amount 
by the Contractor by issuing a check payable to Maricopa County. 
 
11.27 
STRICT COMPLIANCE 
 
Acceptance by County of a performance that is not in strict compliance with the terms of 
the contract shall not be deemed to be a waiver of strict compliance with respect to all other 
terms of the contract. 
 
11.28 
VALIDITY 
 
The invalidity, in whole or in part, of any provision of this contract shall not void or affect 
the validity of any other provision of the contract.

SERIAL 260059-RFP 
 
 
11.29 
SEVERABILITY 
 
The removal, in whole or in part, of any provision of this contract shall not void or affect the 
validity of any other provision of this contract. 
 
11.30 
RELATIONSHIPS 
 
11.30.1 In the performance of the services described herein, the Contractor shall act solely 
as an independent Contractor, and nothing herein or implied herein shall at any 
time be construed as to create the relationship of employer and employee, co-
employee, partnership, principal and agent, or joint venture between the County 
and the Contractor. 
 
11.30.2 The County reserves the right of final approval on proposed staff. Also, upon 
request by the County, the Contractor will be required to remove any employees 
working on County projects and substitute personnel based on the discretion of 
the County within two business days, unless a different time period was previously 
approved by the County. 
 
11.31 
NON-DISCRIMINATION 
 
Contractor agrees to comply with all provisions and requirements of Arizona Executive 
Order 2009-09, including flow down of all provisions and requirements to any 
subcontractors. Executive Order 2009-09 supersedes Executive Order 99-4 and amends 
Executive Order 75-5 and is hereby incorporated into this contract as if set forth in full 
herein. During the performance of this contract, contractor shall not discriminate against 
any employee, client, or any other individual in any way because of that person’s age, race, 
creed, color, religion, sex, disability, or national origin. (Arizona Executive Order 2009-09 
can be viewed at https://apps.azsos.gov/public_services/register/2009/46/governor.pdf) 
 
11.32 
WRITTEN CERTIFICATION PURSUANT to A.R.S. § 35-393.01 
 
If vendor engages in for-profit activity and has 10 or more employees, and if this agreement 
has a value of $100,000 or more, vendor certifies it is not currently engaged in and agrees 
for the duration of this agreement to not engage in, a boycott of goods or services from 
Israel. This certification does not apply to a boycott prohibited by 50 U.S.C. § 4842 or a 
regulation issued pursuant to 50 U.S.C. § 4842. 
 
11.33 
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION 
 
11.33.1 The undersigned (authorized official signing on behalf of the Contractor) certifies 
to the best of his or her knowledge and belief that the Contractor, its current 
officers, and directors: 
 
11.33.1.1 are not presently debarred, suspended, proposed for debarment, 
declared ineligible, or voluntarily excluded from being awarded any 
contract or grant by any United States department or agency or any 
state, or local jurisdiction; 
 
11.33.1.2 have not within a three-year period preceding this contract: 
 
11.33.1.2.1 been convicted of fraud or any criminal offense in 
connection with obtaining, attempting to obtain, or as the 
result of performing a government entity (Federal, State or 
local) transaction or contract; or

SERIAL 260059-RFP 
 
11.33.1.2.2 been convicted of violation of any Federal or State antitrust 
statutes or conviction for embezzlement, theft, forgery, 
bribery, falsification or destruction of records, making false 
statements, or receiving stolen property regarding a 
government entity transaction or contract; 
 
11.33.1.3 are not presently indicted or criminally charged by a government entity 
(Federal, State or local) with commission of any criminal offenses in 
connection with obtaining, attempting to obtain, or as the result of 
performing a government entity public (Federal, State or local) 
transaction or contract; 
 
11.33.1.4 are not presently facing any civil charges from any governmental entity 
regarding obtaining, attempting to obtain, or from performing any 
governmental entity contract or other transaction; and 
 
11.33.1.5 have not within a three-year period preceding this contract had any 
public transaction (Federal, State or local) terminated for cause or 
default. 
 
11.33.2 If any of the above circumstances described in the paragraph are applicable to the 
entity submitting a bid for this requirement, include with your bid an explanation of 
the matter including any final resolution. 
 
11.33.3 The Contractor shall include, without modification, this clause in all lower tier 
covered transactions (i.e. transactions with subcontractors or sub-subcontractors) 
and in all solicitations for lower tier covered transactions related to this contract. If 
this clause is applicable to a subcontractor or sub-subcontractor, the Contractor 
shall include the information required by this clause with their bid. 
 
11.34 
VERIFICATION REGARDING COMPLIANCE WITH A.R.S. § 41-4401 AND FEDERAL 
IMMIGRATION LAWS AND REGULATIONS 
 
11.34.1 By entering into the contract, the Contractor warrants compliance with the 
Immigration and Nationality Act (INA using E-Verify) and all other Federal 
immigration laws and regulations related to the immigration status of its employees 
and A.R.S. § 23-214(A). The Contractor shall obtain statements from its 
subcontractors certifying compliance and shall furnish the statements to the 
procurement officer upon request. These warranties shall remain in effect through 
the term of the contract. The Contractor and its subcontractors shall also maintain 
Employment Eligibility Verification forms (I-9) as required by the Immigration Reform 
and Control Act of 1986, as amended from time to time, for all employees performing 
work under the contract and verify employee compliance using the E-Verify system 
and shall keep a record of the verification for the duration of the employee’s 
employment or at least three years, whichever is longer. I-9 forms are available for 
download at www.uscis.gov. 
 
11.34.2 The County retains the legal right to inspect documents of Contractor and 
subcontractor employees performing work under this contract to verify compliance 
with paragraph 11.34.1 of this section. Contractor and subcontractor shall be given 
reasonable notice of the County’s intent to inspect and shall make the documents 
available at the time and date specified. Should the County suspect or find that the 
Contractor or any of its subcontractors are not in compliance, the County will 
consider this a material breach of the contract and may pursue any and all remedies 
allowed by law, including, but not limited to suspension of work, termination of the 
contract for default, and suspension and/or debarment of the Contractor. All costs 
necessary to verify compliance are the responsibility of the Contractor.

SERIAL 260059-RFP 
 
11.35 
CONTRACTOR LICENSE REQUIREMENT 
 
11.35.1 The Contractor shall procure all permits, insurance, and licenses, and pay the 
charges and fees necessary and incidental to the lawful conduct of his/her 
business, and as necessary complete any requirements, by any and all 
governmental or non-governmental entities as mandated to maintain compliance 
with and remain in good standing. The Contractor shall keep fully informed of 
existing and future trade or industry requirements, and Federal, State, and local 
laws, ordinances, and regulations which in any manner affect the fulfillment of a 
contract and shall comply with the same. Contractor shall immediately notify both 
the Office of Procurement Services and the department of any and all changes 
concerning permits, insurance, or licenses. 
 
11.35.2 Contractor furnishing finished products, materials, or articles of merchandise that 
will require installation or attachment as part of the contract shall possess any 
licenses required. Contractor is not relieved of its obligation to obtain and possess 
the required licenses by subcontracting of the labor portion of the contract. 
Contractors are advised to contact the Arizona Registrar of Contractors, Chief of 
Licensing, to ascertain licensing requirements for a particular contract. Contractor 
shall identify which license(s), if any, the Registrar of Contractors requires for 
performance of the contract. 
 
11.36 
INFLUENCE 
 
11.36.1 As prescribed in MC1-1203 of the Maricopa County Procurement Code, any effort 
to influence an employee or agent to breach the Maricopa County Ethical Code of 
Conduct or any ethical conduct, may be grounds for disbarment or suspension 
under MC1-902. 
 
11.36.2 An attempt to influence includes, but is not limited to: 
 
11.36.2.1 
A person offering or providing a gratuity, gift, tip, present, donation, 
money, entertainment or educational passes or tickets, or any type 
of valuable contribution or subsidy that is offered or given with the 
intent to influence a decision, obtain a contract, garner favorable 
treatment, or gain favorable consideration of any kind. 
 
11.36.3 If a person attempts to influence any employee or agent of Maricopa County, the 
chief procurement officer, or his designee, reserves the right to seek any remedy 
provided by the Maricopa County Procurement Code, any remedy in equity or in 
the law, or any remedy provided by this contract. 
 
11.36.4 ABSOLUTELY NO CONTACT BETWEEN THE RESPONDENT AND ANY 
COUNTY PERSONNEL, OTHER THAN THE OFFICE OF PROCUREMENT 
SERVICES, IS ALLOWED DURING THE SOLICITATION PROCESS UNLESS 
THE COMMUNICATION IS IN REGARD TO PRE-EXISTING BUSINESS WITH 
THE COUNTY. ANY COMMUNICATIONS REGARDING THE SOLICITATION, 
ITS PARTICIPANTS, OR ANY DOCUMENTATION PRIOR TO THE CONTRACT 
AWARD MAY BE GROUNDS FOR DISMISSAL OF THE RESPONDENT FROM 
THE EVALUATION PROCESS. 
 
11.37 
CONFIDENTIAL INFORMATION 
 
11.37.1 Any information obtained in the course of performing this contract may include 
information that is proprietary or confidential to the County. This provision 
establishes the Contractor’s obligation regarding such information.

SERIAL 260059-RFP 
 
11.37.2 The Contractor shall establish and maintain procedures and controls that are 
adequate to assure that no information contained in its records and/or obtained 
from the County or from others in carrying out its functions (services) under the 
contract shall be used by or disclosed by it, its agents, officers, or employees, 
except as required to efficiently perform duties under the contract. The Contractor’s 
procedures and controls, at a minimum, must be the same procedures and controls 
it uses to protect its own proprietary or confidential information. If, at any time 
during the duration of the contract, the County determines that the procedures and 
controls in place are not adequate, the Contractor shall institute any new and/or 
additional measures requested by the County within 15 business days of the 
written request to do so. 
 
11.37.3 Any requests to the Contractor for County proprietary or confidential information 
shall be referred to the County for review and approval, prior to any dissemination. 
 
11.38 
PUBLIC RECORDS 
 
Under Arizona law, all offers submitted and opened are public records and must be 
retained by the County at the Maricopa County Office of Procurement Services. Offers shall 
be open to public inspection and copying after contract award and execution, except for 
such offers or sections thereof determined to contain proprietary or confidential information 
by the Office of Procurement Services. If an offeror believes that information in its offer or 
any resulting contract should not be released in response to a public record request, under 
Arizona law, the offeror shall indicate the specific information deemed confidential or 
proprietary and submit a statement with its offer detailing the reasons that the information 
should not be disclosed. Such reasons shall include the specific harm or prejudice which 
may arise from disclosure. The records manager of the Office of Procurement Services 
shall determine whether the identified information is confidential pursuant to the Maricopa 
County Procurement Code. 
 
11.39 
INTEGRATION 
 
This contract represents the entire and integrated agreement between the parties and 
supersedes 
all 
prior 
negotiations, 
proposals, 
communications, 
understandings, 
representations, agreements, whether oral or written, expressed, or implied. 
 
11.40 
UNIFORM ADMINISTRATIVE REQUIREMENTS 
 
By entering into this contract, the Contractor agrees to comply with all applicable provisions 
of 
Title 
2, 
Subtitle 
A, 
Chapter 
II, 
Part 
200—UNIFORM 
ADMINISTRATIVE 
REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL 
AWARDS contained in Title 2 C.F.R. § 200 et seq. 
 
11.41 
GOVERNING LAW 
 
This contract shall be governed by the laws of the State of Arizona. Venue for any actions 
or lawsuits involving this contract will be in Maricopa County Superior Court, Phoenix, 
Arizona. 
 
11.42 
FORCED LABOR 
 
11.42.1 By submitting a bid for this solicitation and/or entering into a contract as a result of 
this solicitation, contractor agrees to comply with all applicable portions of Arizona 
Revised Statutes Section 35-394. Contracting; procurement; prohibition; written 
certification; remedy; termination; exception; definitions. 
 
11.42.2 Contractor certifies that it does not currently, and agrees for the duration of the 
contract, that it will not use:

SERIAL 260059-RFP 
 
11.42.2.1 The forced labor of ethnic Uyghurs in the People’s Republic of China. 
 
11.42.2.2 Any goods or services produced by the forced labor of ethnic Uyghurs 
in the People’s Republic of China. 
 
11.42.2.3 Any contractors, subcontractors or suppliers that use the forced labor or 
any good or services produced by the forced labor of ethnic Uyghurs in 
the People’s Republic of China. 
 
11.42.3 If contractor becomes aware during the term of the agreement that contractor is 
not in compliance with this paragraph, the contractor shall notify the County within 
five business days after becoming aware of the noncompliance. If the contractor 
fails to provide a written certification to the County that the contractor has remedied 
the noncompliance within 180 days after notifying the County of its noncompliance, 
then the agreement terminates, except that if the agreement termination date 
occurs before the end the 180-day period, the agreement terminates on the 
agreement termination date. 
 
11.43 
PRICES 
 
Contractor warrants that prices extended to County under this contract are no higher than 
those paid by any other customer for these or similar services. 
 
11.44 
ORDER OF PRECEDENCE 
 
In the event of a conflict in the provisions of this contract and Contractor’s license 
agreement, if applicable, the terms of this contract shall prevail. 
 
11.45 
UNIQUE ENTITY IDENTIFIER (UEI) AND SYSTEM FOR AWARD MANAGEMENT 
REGISTRATION 
 
All contractors must have a UEI number through https://sam.gov/content/entity-
registration. Contractor must also maintain current information and active registration with 
the System for Award Management website www.sam.gov throughout the term of the 
contract. 
 
11.46 
RELIGIOUS ACTIVITIES 
 
The contractor agrees that costs, planned or claimed, including costs incurred, shall not 
include any expense for any religious activity. 
 
11.47 
POLITICAL ACTIVITY PROHIBITED 
 
None of the funds, materials, property, or services contributed by the County or the 
contractor under the agreement shall be used in the performance of this agreement for any 
partisan political activity, or to further the election or defeat of any candidate for public 
office. 
 
11.48 
EQUAL EMPLOYMENT OPPORTUNITY 
 
11.48.1 The contractor shall not discriminate against any employee or applicant for 
employment because of race, age, disability, color, religion, sex, or national origin. 
The contractor shall take affirmative action to ensure applicants are employed and 
that employees are treated during employment without regard to their race, age, 
disability, color, religion, sex, or national origin. Such action shall include but is not 
limited to the following: employment, upgrading, demotion or transfer, recruitment, 
or recruitment advertising, lay-off or termination, rates of pay or other forms of 
compensation, and selection for training, including apprenticeship.

SERIAL 260059-RFP 
 
11.48.2 Contractor shall comply with the following provisions: 
 
11.48.2.1 Title VI and VII of the Civil Rights Act of 1964, as amended (42 U.S.C. 
§§ 2000a, et seq.); 
 
11.48.2.2 The Rehabilitation Act of 1973, as amended (29 U.S.C. §§ 701, et seq.); 
 
11.48.2.3 The Age Discrimination in Employment Act of 1967, as amended 
(29U.S.C. §§ 621, et seq.); 
 
11.48.2.4 The Americans With Disabilities Act of 1990 (42 U.S.C. §§ 12101, et 
seq.); and Arizona Executive Order 2009-09, as amended, et seq. which 
mandates that all persons shall have equal access to employment 
opportunities. 
 
11.48.2.5 Contractor understands that the United States has the right to seek 
judicial enforcement of this assurance. 
 
11.49 
CERTIFICATION REGARDING LOBBYING 
 
11.49.1 Contractor certifies, to the best of their knowledge and belief, that: 
 
11.49.1.1 No federal appropriated funds have been paid or will be paid, by or on 
behalf of the contractor, to any person for influencing or attempting to 
influence an officer or employee of any agency. This applies to a 
Member of Congress, an officer or employee of Congress, or an 
employee of a Member of Congress in connection with the awarding of 
any federal contract, the making of any federal grant. Including the 
making of any federal, loan the entering into of any cooperative 
agreement, and the extension, continuation, renewal, amendment, or 
modification of any federal contract, grant, loan, or cooperative 
agreement. 
 
11.49.2 If any funds other than federal appropriated funds, have been paid or will be paid 
to any person for influencing or attempting to influence an officer or employee of 
any agency, member of Congress, an officer or employee of Congress, or an 
employee of a member of Congress in connection with this federal contract, grant, 
loan, or cooperative agreement, the undersigned shall complete and submit 
Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its 
instructions. 
 
11.49.3 Contractor shall include Lobbying Certification language in the award documents 
for all subcontractors (including sub-grants, and contract under grants, loans, and 
cooperative agreements) and that all sub-recipients shall certify and disclose 
accordingly. 
 
11.49.3.1 The Lobbying Certification is a material representation of fact upon 
which reliance was placed when this transaction is made or entered into. 
Submission of this certification is prerequisite for making or entering into 
this transaction imposed by section 1352, Title 31, U.S. Code. Any 
successful proposer(s) who fail to file the required certification shall be 
subject to a civil penalty of not less than $10,000.00 and not more than 
$100,000.00 for each such failure. 
 
11.50 
CLEAN AIR ACT & CLEAN WATER ACT 
 
Contractor must comply with all applicable standards, orders, or requirements issued under 
section 306 of the Clean Air Act (42 U.S.C. 7606), section 508 of the Clean Water Act (33 
U.S.C. 1368) Executive Order 11738, and Environmental Protection Agency regulations.

SERIAL 260059-RFP 
 
 
11.51 
ENERGY POLICY AND CONSERVATION ACT 
 
Contractor must adhere to the standards and policies relating to energy efficiency, which 
are contained in the State energy conservation plan issued in compliance with the Energy 
Policy and Conservation Act (Pub. L. 94-163, 89 Stat.871). 
 
11.52 
CONTRACT DISPUTES 
 
All Contract disputes will be handled in accordance with the Maricopa County Procurement 
Code, MCI-906 
 
11.53 
INCORPORATION OF DOCUMENTS 
 
11.53.1 The following are to be attached to and made part of this Contract: 
 
11.53.1.1 Exhibit A – Vendor Information 
 
11.53.1.2 Exhibit B – Scope of Work 
 
11.53.1.3 Exhibit C – Library District Cataloging Specifications 
 
11.53.1.4 Exhibit D – Library District Processing Specifications – Print & Media 
 
11.53.1.5 Exhibit E – Addendum Media Processing Guidelines 
 
11.53.1.6 Exhibit F–  Library District Class Scheme – Fiction 
 
11.53.1.7 Exhibit G – Library District Class Scheme – Non-Fiction 
 
11.53.1.8 Exhibit H – Library District Class Scheme – Picture Book 
 
11.53.1.9 Exhibit I – Library District Class Scheme – Movie & Tv 
 
11.53.1.10 Exhibit J – Library District Class Scheme - Music 
 
11.53.1.11 Exhibit K – Midwest Tape, LLC proposal dated January 27, 2026 and 
submitted in response to County RFP (Reference Document) 
 
11.54 
NOTICES 
 
All notices given pursuant to the terms of this contract shall be addressed to: 
 
For County: 
 
Maricopa County 
Office of Procurement Services 
301 W. Jefferson St. Suite 700 
Phoenix, Arizona 85003-1647 
 
 
For Contractor: 
 
Midwest Tape, LLC 
1417 Timberwolf Drive 
Holland, OH 43528

SERIAL 260059-RFP 
 
EXHIBIT A  
VENDOR INFORMATION 
 
SERIAL 260059-RFP 
 
NIGP CODE:  95610, 95638 
 
COMPANY NAME: 
Midwest Tape, LLC 
DOING BUSINESS AS (dba): 
N/A 
MAILING ADDRESS: 
1417 Timberwolf Drive, Holland, OH 43528 
REMIT TO ADDRESS: 
P.O. Box 715733, Cincinnati, OH 45271-5733 
TELEPHONE NUMBER: 
1-800-875-2785 
FAX NUMBER: 
N/A 
WWW ADDRESS: 
www.midwesttape.com 
REPRESENTATIVE NAME: 
Sue Bascuk 
REPRESENTATIVE TELEPHONE NUMBER: 
1-800-875-2785 
REPRESENTATIVE EMAIL ADDRESS 
bidrfpinfo@midwesttapes.com 
 
  
YES 
NO 
REBATE 
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO 
PURCHASE FROM THIS CONTRACT: 
 
 
 
WILL ACCEPT PROCUREMENT CARD FOR PAYMENT: 
 
 
 
 
PAYMENT TERMS: NET 30 DAYS 
 
 
1. Award criteria for purchase orders after Initial award 
 
a. Product Availability (is the product in stock) 
 
b. Processing/Cataloging Accuracy 
 
i. Correct item to correct branch 
ii. Processed correctly 
iii. Catalogued correctly 
iv. Invoiced correctly 
v. Delivery 
 
c. Price 
 
2. Shelf-ready price – material cost + processing + cataloging 
 
The following are the minimum discounts off of MSRP for audiovisual materials from Midwest Tape: 
 
DVDs – 25% 
 
Blu-Ray DVDs – 25% 
 
Music CDs – 25%  
 
Audiobooks – Sold at retail price but repackaged into our SoundSafeTM Case at no additional cost.  The VIP 
Labeling services are an additional cost as noted below.  
 
Cataloging services: 
 
$0.00 Vendor Level Order Records  
$1.40 Full MARC Records (per title) 
$0.30 Item Tag linking services (per item)

SERIAL 260059-RFP 
 
Processing Services: using our VIP Digital Processing Services with the library’s required specifications for 
audiovisual materials and includes RFID application and activation services.  
 
DVDs: 
 
Blu-Rays: 
 
 
Music CDs: 
Single Disc - $5.70 
 
Single Disc - $5.84 
 
Single Disc - $4.84 
Double Disc - $6.15 
 
Double Disc - $6.21 
 
Double Disc - $5.19 
Multi-Disc - $8.73 
 
Multi-Disc - $8.73 
 
Multi-Disc - $6.82 
 
Audiobooks:  $5.49

SERIAL 260059-RFP 
 
EXHIBIT B  
SCOPE OF WORK 
 
1.0 
INTENT 
 
1.1 
This contract awarded to the Contractor is to establish primary and supplementary vendors 
of materials and services necessary for the complete operation of the Maricopa County 
Library District (MCLD). The Scope of Work (SOW) is outlined below for both the primary 
and supplementary vendors as designated in the first paragraph of the contract and is 
subject to change based on the sole discretion of the County. 
 
1.2 
Electronic databases and periodicals such as magazines and journals, etc., will NOT be 
purchased or rented under this contract. 
 
1.3 
Other governmental entities under agreement with Maricopa County (County) may have 
access to services provided hereunder (see Sections 7.0 and 8.0). 
 
1.4 
The County reserves the right to add additional contractors, at the County’s sole discretion, 
in cases where the currently listed contractors are of an insufficient number or skill set to 
satisfy the County’s needs or to ensure adequate competition on any project or task order 
work. 
 
2.0 
SCOPE OF WORK 
 
2.1 
PRIMARY VENDORS 
 
The primary vendor shall supply materials, processing and cataloging services to the 
MCLD libraries as follows. 
 
2.1.1 
Supply all physical formats of print and media materials including but not limited to 
the following. 
 
2.1.1.1 
Books for adults, teens and children in all formats 
 
2.1.1.2 
Adult and juvenile foreign language materials 
 
2.1.1.3 
Digital Versatile Disc (DVDs) 
 
2.1.1.4 
Blu-Rays 
 
2.1.1.5 
Audio books on Compact Disc (CD) 
 
2.1.1.6 
Music CDs 
 
2.1.1.7 
Continuations and serial publications (excluding magazines and 
journals) 
 
Midwest Tape offers a variety of services to our libraries including cataloging, processing, 
collection development, opening day collection services and electronic ordering services.  
  
Midwest Tapes is a primary vendor for DVDs, Blu-Ray DVDs, Audio Books on CD and 
Music CDs.  We work with over 900 movie studios, 3,000 music labels and 350 publishers 
to provide the library with a vast array of audio visual materials. Added-value services of 
cataloging and processing are available on all of our product lines.

SERIAL 260059-RFP 
 
2.1.2 
Catalog materials per MCLD specifications detailed in Exhibit C - Library District 
Cataloging Specifications using the most fiscally responsible method - i.e. – copy 
cataloging over original cataloging. 
 
Midwest Tape has partnered with Online Computer Library Center (OCLC) for several 
years. Midwest Tape will search for records in WorldCat and if no match is found, create 
a Level K for OCLC to upgrade. Midwest Tape can provide cataloging for 100% of the titles 
we offer for sale through this partnership.  
  
Our staff will provide one-on-one attention with your library staff to ensure that the level 
of records are set up and received in the manner that is needed by the library.  With over 
20 years’ experience in providing assistance in this valuable service area, we believe that 
we will meet the expectations of your library. Midwest Tape offers a variety of cataloging 
services ranging from free vendor records to fully customized cataloging. We provide 
MARC records through a unique relationship with OCLC that has lasted for nearly 20 years 
and supports the creation of efficient cataloging workflows and sharing of data. Midwest 
Tape has originated nearly all new DVD records for the past several years and provided 
these different levels of cataloging services to more than 2,500 individual libraries. We 
delivered over a million order records and over 374,000 OCLC MARC records in just the 
past year. 
  
Your library will work directly with Midwest Tape for all levels of cataloging services, 
including the transmission of records, billing of MARC services, set up services, and 
resolution to any cataloging error. OCLC provides support and enhancement of 
information. 
  
Our content team continually monitors studio and publisher websites for upcoming 
releases and/or re-releases of popular materials. They also use their industry knowledge 
to follow trends and monitor award winners, predicted sales trends, overall popularity, 
and more. Our data entry team (including three MLS librarians with specialization in 
audiovisual materials) creates what are called Level K records directly in WorldCat (when 
no current record exists). OCLC then completes the final enhancement of the record, 
including the assignment of a unique OCLC number to each title. We have developed an 
exclusive website linking our data entry team directly to the team at OCLC. This 
specialized website allows title information—including the front, spine, and back scanned 
artwork images—to quickly and easily be added to the record. 
  
The Midwest Tape cataloging staff has reviewed the requirements for cataloging as 
outlined in Exhibit C.  Knowing the Library seeks to have a vendor that can provide fiscally 
responsible methods of cataloging audiovisual materials we have outline our affordably 
priced cataloging service on the required Pricing Form. 
 
2.1.3 
Physical processing of materials purchased using MCLD specifications detailed in 
Exhibit D - Library District Processing Specifications – Print & Media for print and 
media and Exhibit E Addendum Media Processing Guidelines. 
 
Midwest Tape can provide the required processing services as outlined in RFP Exhibit 5 
Addendum through our VIP digital processing services.  Variable Integrated Processing 
(VIP) was developed by Midwest Tape for the exclusive use of our customers. This 
innovative program allows us to offer customized and attractive packaging while

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eliminating the need for hand-applied labels.  Samples of VIP digital designs have been 
included for your review as Exhibits 1 - 9.  
  
Midwest Tape provides Variable Integrated Processing (VIP) services for the exclusive use 
of our customers, including MCLD. This innovative program allows us to offer customized 
and attractive packaging while eliminating the need for additional labels.   
 
Benefits of VIP 
• 
Specific customization 
• 
Branded and attractive appearance 
• 
Money-saving solution for label outsourcing costs (no stickers) 
• 
Perfect label placement every time 
• 
Theft deterrence 
• 
Sturdy components 
• 
Versatility for changing needs 
• 
High-quality digital images 
• 
Faster service  
Through the VIP digital processing service, many of your library’s required label that were 
traditionally applied by hand, can be integrated directly into the image of the title.  This 
is both cost and time effective for the library.  Midwest Tape can even digitally integrate 
the library’s barcode. This patented digital process eliminates the need for labels by 
scanning the original packaging and digitally embedding all of the library’s labels directly 
onto one sheet of paper which includes the front, spine and back of the title's artwork.  
  
Your library is assigned a specific Processing Coordinator, Ashley Mock, who will discuss 
and support the library’s staff from beginning of set up, through testing of our services 
and on-going for the life of the business relationship.   All of this support is provided free 
of charge to the library. Because this service is currently in place here at Midwest Tape 
for your library, Ashley's role will be to review current specs with your team to ensure 
that all services are current to your library's specifications and continue to support them 
on a daily basis.  
  
We tailor our processing services to best meet the needs of every library.  Communication 
is very important in such a valued service between the library and our Processing 
Department.  Our VIP digital processing service was designed with input from our public 
library customers based on their individualized processing needs, making it the fastest 
growing area of our company. 
  
Advantages of our VIP digital  processing service include greater processing accuracy, 
faster delivery of processed materials, savings on label costs, and extremely high quality 
digital images.  
  
Please note for every retailed priced audio book you order from Midwest Tape comes 
packaged in our exclusive SoundSafe™ case. The patented SoundSafe™ case is engineered 
specifically for libraries. It is extremely rugged, which means secure storage in a drop-box

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proof case. The patented SoundSafe™ case is engineered with durable polypropylene 
sleeves will stand up to thousands of uses. The cloth interiors prevent scratching, 
increasing disk life, and the sleeves have special retention welds that prevent disks from 
falling out. Audiobooks would also receive our VIP processing services.  
  
All audiovisual material sold by Midwest Tape to MCLD will be shelf-ready with cover art 
included – processed and cataloged to the specifications outlined by your library.  All 
material is guaranteed new. 
 
2.1.4 
Apply relevant Shelf Logic Class Scheme as detailed in Exhibit F - Library District 
Class Scheme –Fiction, Exhibit G - Library District Class Scheme – Non-Fiction, 
Exhibit H - Library District Class Scheme – Picture Book, Exhibit I - Library District 
Class Scheme – Movie & TV, and Exhibit J - Library District Class Scheme – Music. 
 
Midwest Tape can and will provide the ShelfLogic Class Scheme as detailed in Exhibits F-
J. pertaining to audiovisual materials. We are pleased to say that this service is currently 
in place for your library here at Midwest Tape. 
 
2.1.5 
All ordering must be done through an online system, compatible with the library 
management system software called, “Polaris Integrated Library System (Polaris 
ILS).” 
 
We have partnered with all of the major ILS systems, including Polaris, to streamline 
workflows for your library.  We also support 9XX ordering, EDI ordering capabilities, EDI 
invoicing, EDI acknowledgements and email text acknowledgements.  All of these services 
are free, along with any technical support or customization that your library requires.  
  
Midwest Tape works with all major Integrated Library Systems (ILS) to streamline the 
creation of order records by adding 9xx tags to Midwest Tape’s free downloadable vendor 
records. There is no charge for the programming of these tags or the downloading of 
vendor records. 9xx ordering truly saves your library time. We can populate your vendor 
records to show such information as specified funds, locations, and collection codes. Your 
staff won’t have to enter any of this information manually.  
  
Using vendor records for the items in your carts eliminates hand-creating orders in your 
library’s Polaris ILS system.   Using information your library provides, we will program the 
additional order record tags attached to your downloaded vendor records. These order 
record tags vary by ILS, but the tag itself is usually found in the 900s. This 9xx tag will carry 
whatever fund (budget), location, collection code, pricing information, and note fields you 
need.  Additionally, the list price of the title can be placed within our vendor records 
which are located usually with the 020 tag or can be customized within any other tag 
required by the library. When product ships, the library is sent a MARC file with 949 tags 
with barcodes to create the item records in Polaris.   
Along with our Polaris connectivity, Midwest Tape’s website (www.midwesttapes.com), 
offers sophisticated title searching, advanced collection building tools, flexible cart 
loading and cart management, and a swift, easy to use ordering process.  These systems 
were built completely in-house and are based entirely on feedback from our libraries 
 
2.1.6 
Online, real time order status/tracking is highly desired. 
 
The Midwest Tape website is available 24 hours a day/7 days a week and is continually 
updated throughout each day. The library can view the status of a title at any time through

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our website. Our website offers sophisticated title searching, advanced collection building 
tools, flexible cart loading and cart management, and a swift, easy to use ordering 
process.   However, along with these collection tools, our website features several 
valuable reporting tools.  
  
The most useful reports can be found in our quick link “Quick Reports” on the homepage: 
  
 
  
 
 
 
 
 
 
 
 
 
An easy method of determining what is actively on order for the library is the quick link 
Open Orders Report. This report can be produced for specific accounts or all library 
accounts.  It can be sorted in various ways as well and have results returned in PDF or 
Excel file format.  
 
Please see next page for Sample Open Order Report. 
 
The library can be provided customized reports based on title ordered, invoiced, cancelled 
and fulfillment rates at any time throughout the course of the fiscal year.  Your library-
assigned Processing Coordinator can provide that support at any time.  
  
An additional valuable report, found on our eCommerce website, is the Cancellation 
Report. This allows the user to choose the method of sorting and results return that best 
fits their needs of cancelled titles within a specified period such as 150, 120, 90, 60-day

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timeframes. This report can be exported to Excel for better sorting capabilities.   Sample 
cancellation report: 
 
The previously mentioned reports are just a few of many reports available on our 
website.  Additional reports can be created by our staff based on the needs of the MCDL 
staff, providing them at any time during the course of the contract 
 
2.1.7 
Ordering by title for multiple branches while invoicing by branch is highly desired. 
 
Our website’s most advanced feature is the Smart Cart giving our users the option to 
change, update, and view and sort items from one neatly organized screen.  Through the 
Smart Cart, the user can view a large variety of information without ever leaving the main 
screen.  
  
The information provided can contain stock number, product ID, title, street date, genre 
format (DVD/Blu-Ray) retail price, discount price, ISBN, publication date, and much more 
– all columns sortable in whatever manner is best for your selectors, all at both the title 
and Cart level.    
  
Within the Cart the user can view a large variety of information including text reviews, 
annotations, cover images and citations without ever leaving the main screen. 
  
Our website offers a feature known as Branch Distribution.  Pre-designed branch 
distribution lists can be created for ease of mass populating quantities or controlling the 
overall quantity distributions: 
  
To manually add quantities while using branch distributions, the user will follow these 
steps:  
 
- Create a cart and add the titles you would like to order. In the top left corner of the title 
grid, check the top checkbox.  - Click "Mass Edit" in the blue bar that appears at the top 
of the grid. Or, 
 
- Click "SET BRANCH DISTRIBUTION."  
- Select the desired branch distribution and click the green "Set" button.  
- In the cart, on the order line that you would like to change, click the drop-down arrow 
on the left of the Product ID.  
- Use the boxes next to the branches to edit the item’s quantity.  
- Click the drop-down arrow again to save and close the item. Repeat as necessary with 
any other items. The updated quantity will appear highlighted in blue in the QTY column.

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Our team can provide the setup of new distribution lists or guide your library staff with 
one-on-one guidance at any time.  Our website's features are very intuitive, and we offer 
a variety of FAQ's to help support with any topic.  We also provide a Resource Center to 
also help support with the various features and functions of our website 
 
2.1.8 
Must be able to supply customized selection lists. 
 
Our website (www.midwesttape.com) is the main point of purchase for all physical and 
digital audiovisual materials. The site brings together collections of today’s trending and 
top-selling titles; pre-release collections; and collections featuring adult, young adult, and 
children’s titles. Scrolling banner carousels are designed by Midwest Tape's collection 
development experts. Our website is continually updated throughout the business day. 
  
This site is the main resource of selection services. Your library team can select titles, 
place them into carts, share the cart with other staff members for input, or send carts to 
central buyers. The site offers a variety of collections that feature not only today’s new 
and upcoming releases, but also collections of relevant titles pertaining to social concerns, 
topics of library or community interest, and titles your library may have overlooked. These 
features save your team members time when building your collection. 
  
On our homepage, the Quick Links provides access to hot new releases, hit children’s 
titles, a monthly calendar of upcoming releases, and our ever-popular Cat2Cart collection, 
which makes it easy to add titles featured in our monthly print catalog to a shopping 
cart. Scrolling carousel banners are updated continually and feature collections such as 
award winners, specially priced items, holiday favorites, top selling titles and digital 
weekly catalogs.  
  
However, to better support your library, Midwest Tape provides a variety of collection 
development plans. Previously called Customized Standing Orders (CSOs), myCARTS, is a 
free service that is contract-free and saves the library time with collection development. 
Our team of specialists works with the library's staff to create a profile around the needs 
of the library, ensuring that selection lists include the most relevant titles. Selection lists 
are placed in a cart under the required user’s login on our website and an email is sent to 
that user notifying them of the cart’s availability. Selectors are in complete control of the 
ordering of that cart (as a whole) or can adjust quantities or add/remove titles from the 
cart as needed.  
 
 myCARTS program feature: 
• 
Pre-publication title notification 
• 
Customized and obligation-free carts uploaded to your account. 
• 
Easy to manage carts with adjustable branch distributions and fund codes 
• 
Flexible quantities based on box office gross, Billboard chart positions, and the 
New York Times Best Sellers list 
• 
Free vendor records available 
• 
Free of charge 
With our myCARTS program, the library has complete control over this process. All DVD 
high demand, popular, feature films, children’s, fiction, non-fiction titles are strategically

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monitored from 3-5 months prior to release date by our Purchasing Department.  CD 
Music notifications occur 2 – 3 months prior to release and Audio Book notifications occur 
bi-weekly as much as 9 months before release date. This enables us to continually 
increase “on order” quantities with the studios and publisher.  
 
This program is significantly different than comparable programs from other distributors.  
• 
Collection lists of suggested titles only 
• 
No obligation of ordering 
• 
Flexibility to adjust your specifications at any time 
• 
Email updates sent to you every two weeks 
• 
Vendor records of all myCARTS titles are available at no charge 
• 
Selected titles are placed in shopping carts that are not ordered without your 
approval 
• 
You can adjust quantities, create branch distribution, and add fund codes and 
more... before you submit an order. The library is complete control. 
• 
Titles are offered in the cart in advance of the street date 
• 
Choose the number of copies of each title by box office gross for movies, Billboard 
chart position for music or New York Times Best Selling list for Audio books 
• 
No minimums 
• 
No contracts 
Our DVD myCARTS program comprises these popular plans:  
• 
Feature Films 
• 
All Things Disney 
• 
Critically Acclaimed 
• 
Books to Film 
• 
Best of TV 
• 
4K Blu-ray 
• 
Adult Non-Fiction 
• 
Foreign Films 
• 
Children's Fiction 
• 
Holiday Films 
Our Music CD myCARTS program features plans that offer something for everyone:  
• 
Hit Makers and Must-Have Music - pre-street date titles from bestselling artists 
• 
Chart Toppers, Country Chart Toppers, and Latin Chart Toppers; post-street date 
titles from today's Billboard charts  
• 
Monthly Plans - Classical, Christian, Greatest Hits, K-Pop, Soundtracks, Stage 
Musicals, Adult Series and more...

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• 
Seasonal Plans - Best Albums of the Year, Award Nominees and Winners, and 
Adult Holiday Music 
• 
Children's monthly and seasonal plans including Children's Holiday, Latin, Parents' 
Choice and Children's Series titles 
We offer a variety of myCARTS for audiobooks that are sure to meet your library's needs:  
• 
Hot New Fiction, Genre Fiction, Non-Fiction, and Children's/Young Adult 
• 
Best Selling Authors Pre-Publication 
• 
New York Times Best Selling Titles 
• 
Critics' Picks Titles 
• 
New & Notable Authors for Fiction and Children's/Young Adult 
All suggestion lists are transmitted in shopping cart form with location and collection 
codes provided. We will work with your library team members to design the selection list 
profiles around these requirements.  Each cart provided has the capability to have our 
free vendor records uploaded into the library’s ILS acquisitions module and catalog.  
  
Of the many carts/plans offered within the myCARTS program, there will be some 
instances where a title may be presented for a second time, but our website’s duplicate 
checks will keep the user informed. 
 
 
 
 
2.2 
PRIMARY VENDOR SELECTION AND SUPPLY SERVICES 
 
2.2.1 
Vendor shall retain staff with expertise related to the publishing and media 
industries to advise and consult with MCLD Collection Management staff as 
necessary. 
 
The following staff will support MCLD with the various aspects of our goods and services: 
 
Jonah Carter, Account Executive 
jcarter@midwesttapes.com; 800-875-2785 
As a new member of Midwest Tape’s Sales team, Jonah comes from a Sales and Service 
background and will be supporting the Arizona libraries along with supporting all West 
Coast libraries. He will provide your library with valuable industry trends and how those 
impact your library. 
  
Ashley Mock - Customer Support Specialist 
amock@midwesttapes.com 800-875-2785 
Ashley is a new member of Midwest Tape and has taken on the role of Customer Support 
Specialist (specializing in Processing Coordination) with enthusiasm and great methods of 
organization.  Ashley will be here to help you navigate our eCommerce website, as well 
as set up and manage the processing of physical materials, and collaborate 
interdepartmentally to resolve issues, answer questions and provide any support you may 
need.  
 
Jeff Anderson - Cataloging Specialist

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janderson@midwesttapes.com 
800-875-2785 
Jeff has a Masters of Library and Information Science from Wayne State University 
completed in August of 2010.  Full time cataloger for the Monroe County Library System 
of Monroe Michigan 2012-2016 with a focus on audio visual materials but also cataloged 
books as needed.  Jeff will support your library with any records required for our audio-
visual offering. 
  
Nancy Ponce, 9xx/EDI Specialist 
nponce@midwesttapes.com; 800-875-2785 
The 9xx/EDI specialist assists library partners with any inquiry they may have regarding 
brief vendor records available on our Midwest Tape eCommerce site, open URL, 9xx order 
tags, and EDI ordering and invoicing through the library’s integrated library system. The 
9xx/EDI specialist will assist library partners in grid creation, programming, and 
maintenance of 9xx ordering grids through the Midwest Tape site. Furthermore, the 
Specialist assists in the setup, programming, and maintenance of EDI ordering and 
invoicing settings, which are based upon and individualized for each library’s system. 
  
In support of the team noted above, our Collection Development Team consists of four 
myCART coordinators that oversee specific areas of DVDs, Music CDs and Audio books 
collections.  Along with these  coordinators, our Collection Development team consists of 
30 Marketing Research members and 25 Data Entry staff, who are responsible for product 
research, catalog development and collection development services.  
  
Customer support is provided by phone or email. Our Customer Support 
Specialists answer all calls through our central number within two rings (company policy). 
You will be greeted by a friendly ‘live’ staff member to assist you. Our three-member 
customer support team is cross-trained in all areas of customer support, including web 
usage. Our team conducts periodical live website training or website-related 
demonstrations. These training sessions are recorded and archived, being featured on our 
website, for access at any time. 
  
Should your team members need assistance with our website, they can contact our live 
Customer Support by calling 800-875-2785 (Monday-Friday 8:30 a.m. – 5:00 p.m. EST) or 
by email info@midwesttapes.com (24/7). All email inquiries are answered within one 
business day.  
  
If your team calls after our standard office hours, a voice mail system is in place to receive 
your call. Our team listens to our voicemail system each morning returning all calls within 
that day. 
 
2.2.2 
Vendor selection and services shall stay current and up to date based on MCLD’s 
unique needs as related to continually changing demands from various 
constituents served by the Library District. 
 
Communication is key to any vendor/library relationship.  Our team is available Monday 
– Friday 8:30 a.m. to 5:00 p.m. EST. Every member of our company can be reached at our 
main 800-875-2785 number as we have ‘live’ customer service staff to answer your staff’s 
call.   Our staff is trained to respond to library’s inquiries or concerns within one business 
day. Most issues are resolved within a few hours of a phone call or email.

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MCLD is has assigned specific Midwest Tape staff to assist with all aspects of service.  Your 
direct support is Ashley Mock. She can be contacted Monday – Friday from 8:30 – 5:00 
p.m. EST at 800-875-2785 or by email amock@midwesttapes.com. 
  
The flexibility of our processing, cataloging and collection development services is such 
that changing needs of the library can be accommodated throughout the process.  We’ve 
had the pleasure of working with your library team  within the last contract providing all 
of the value-added services outlined in the RFP.   
  
Our collection development team continually monitors studio and publisher websites for 
upcoming releases and/or re-releases of popular materials. They also use their industry 
knowledge to follow trends and monitor award winners, predicted sales trends, overall 
popularity, and more. 
  
We pride ourselves on providing the earliest notification possible for all upcoming 
releases. This includes titles that are still in theaters, allowing our library partners to place 
pre-orders on these titles. While the street release date for such titles is noted as Coming 
Soon; the moment the studio determines the title’s actual street release date, our data 
entry team is notified and our system is updated. 
  
New releases are featured on our homepage via carousel banners that continually rotate 
throughout the week for ease of viewing and order placement.  
  
In addition to these banners, the very popular Quick Links feature highlights hot new 
releases based on format. In addition, a monthly calendar of new releases, children’s 
titles, and our ever-popular Cat2Cart (our monthly catalog titles in prepared carts) is 
available right from the homepage for quick and easy access to today’s newest releases 
as well as back catalog titles. 
  
Additional collections are featured throughout the month based on trending topics, 
seasonal, or other featured titles. Our Collection Development Experts can provide your 
library with specialized collections at any time, free of charge.  
  
Please note that out-of-production titles can also be viewed on our website. The user has 
the option to view all the details of the title but will not be able to place it into a shopping 
cart. This is valuable information if your circulation staff is looking for a particular title as 
it allows them to confidently state it is not in production. 
  
We are here to listen to your library and help development services and programs that 
meet the ever-evolving community needs.  We stand ready to assist 
 
2.2.3 
Vendor shall be available with MCLD Collection Management during normal 
business hours staff as necessary and respond to all inquiries and questions no 
later than one business day. Conference calls may be scheduled on a regular 
basis. 
 
Our Collection Development Team members along with all of our support staff, can be 
reached by our main 800-875-2785 phone line and by email Monday – Friday, 8:30 a.m. 
– 5:00 p.m. EST.  All questions/concerns will be address in less than one business day.

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2.2.4 
Vendor will prepare recommended selection lists based upon publishing industry 
and media trends to assist MCLD Library Materials Selectors. 
 
Previously called Customized Standing Orders (CSOs), myCARTS is a free service provided 
by Midwest Tape that is contract-free and saves the library time with collection 
development. Our team of specialists works with the library's staff to create a profile 
around the needs of the library, ensuring that no relevant titles are missed.  
  
With myCARTS, the library has complete control. All DVD high-demand, popular, feature 
films, children’s, fiction, and nonfiction titles are strategically monitored by our 
purchasing department, with notifications sent 3-5 months before the release date. Music 
notifications occur 2-3 months before release, while audiobook notifications occur as 
early as nine months prior to the release date. This enables us to continually increase on-
order quantities with studios and publishers as needed. 
  
myCARTS is significantly different than comparable programs in a variety of ways, 
including:  
• 
No obligation to order—collection lists are suggested titles only. 
• 
Selected titles are uploaded in shopping carts that are not ordered without your 
approval. 
• 
Flexibility to adjust your specifications at any time, including quantities, branch 
distributions, and fund codes. 
• 
Default number of copies of each title can be determined by box office gross for 
movies, Billboard chart position for music, or New York Times Best Selling list for 
audiobooks. 
• 
Email updates sent every two weeks 
• 
Pre-publication title notification  
• 
Vendor records for all myCARTS titles available at no charge 
• 
No minimums or contracts 
 All suggestion lists are uploaded as shopping carts with location and collection codes 
provided, with the ability to upload free vendor records into the library’s ILS acquisitions 
module and catalog.   
 
With many available myCARTS plans, some titles could be presented more than once. 
Titles that exist elsewhere in a cart within the organization or that have been previously 
ordered by the library will be identified by icons visible next to the title in the cart. 
 
There is no charge for these selection lists. We work with the library’s selection staff to 
prepare, modify, and monitor these plans on an ongoing basis, with adjustments made 
quickly. It is best to have our collection development experts assist with the setup and 
maintenance of any myCART plans.  
 
Please note that for any titles contained within our standing order program, not received 
by the library, can be inquired through our Processing Coordinator at any time. We can 
provide a number of customized reports to view the status of any order at any time, free 
of charge.

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2.3 
PRIMARY VENDOR SERVICES FOR AN OPENING DAY INITIAL INVENTORY 
MATERIALS COLLECTION 
 
2.3.1 
Opening Day Collection (ODC) – Core collection will be selected, acquired and in 
place upon the opening of a new (or new to the MCLD) library. 
 
2.3.2 
ODC will be based upon MCLD profiles/specifications provided to the vendor as 
needed. 
 
2.3.3 
The ODC will include cataloging, processing, storing until facility is ready as 
determined by the MCLD, and delivery. 
 
Our collection development experts will help you put together an Opening Day Collection 
of DVD, Blu-ray, Playaway View, CD, Audiobook, and Playaway Audio titles that are just 
right for your library. We'll process them, catalog them, and ship them in time for your 
Grand Opening. All you have to do is put them on the shelves. 
  
Opening Day Collection Services 
• 
Tailor-made selection lists based on a profile created by your selectors and our 
collection development experts 
• 
Easy order placement from your shopping cart at www.midwesttapes.com/cart, 
or an approved Excel file, or electronically from your ILS system. 
• 
Expert cataloging provided to your specifications 
• 
VIP processing: digital processing customized for your library's unique needs 
• 
Delivery coordination: We ship your collection in time for your requested 
delivery date 
• 
Shelf-ready: We organize and ship items in alphabetical order 
• 
Invoicing: We can accommodate special requirements 
Our Opening Day Collection Services will provide, at minimum, 90% of the library's orders 
by the specified date. In most Opening Day Collection situations our fulfillment rate is 
100%. 
  
The timeframe required by the library to receive selection lists and the completion of 
product services will be abided by Midwest Tape. We will provide a tentative outline for 
Project Coordination called a Basic ODC Timeline to begin the process.  This is simply a 
guideline, and not ‘one size fits all’. The timeline is dependent and adjusted on the 
library’s needs.  Midwest Tape will provide the necessary services, completion within the 
timeframe required by the library and fulfillment rate needed for the project.    
  
Midwest Tape will store all shelf-ready material, purchased by the library for the project, 
in our fully- insured, clean and Habitec secured, climate-controlled facility until the library 
requires shipment be made either in full or at designated intervals. There is no charge for 
the storage and shipping of the materials. The Midwest Tape assigned Opening Day 
Collection Project Coordinator will work closely with the library staff to ensure that 
product arrives in shelf ready order to organize and expedite the shelving of the material.

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All materials designated for the New Library project, will be shipped direct to the branch 
organized as requested and, on a delivery schedule designed by the library and Midwest 
Tape.  
 
We can provide bi-weekly or monthly reports to summarize titles on order and their value, 
along with the value of any product that was completed and is shelved in our facility. We 
can also provide a summary of any un-ordered carts that have been sent to your selectors. 
  
Our Opening Day Collections Project Manager, Gabby Sheets, works with assisting many 
Libraries in their set-up of value-added services along with supporting our Canadian 
Library customers. Gabby started at Midwest Tape in our Customer Service Support 
department, but with her attention to detail and organizational skills, she easily 
transitioned into the Opening Day coordination program here at Midwest Tape. She has 
overseen many ODC projects, managing several at time ensuring prompt and accurate 
completion. She can be contacted by phone (800-875-2785) or by email 
– gsheets@midwesttapes.com 
 
2.4 
SUPPLEMENTARY VENDORS 
 
2.4.1 
Supplementary vendors shall supply materials not provided by primary vendors. 
 
 
Midwest Tape requests the opportunity to provide Prime Contractor audiovisual goods 
and services.  It is understood that the library has the right to acquire audiovisual 
materials from supplementary vendors should our company not be able to provide some 
audiovisual materials.

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EXHIBIT C

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EXHIBIT D

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EXHIBIT E

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EXHIBIT F

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EXHIBIT G

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EXHIBIT H

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EXHIBIT I

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EXHIBIT J

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EXHIBIT K 
Midwest Tape, LLC proposal dated January 27, 2026 and submitted in response to County RFP 
(Reference Document)