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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 Brodart Co. a Pennsylvania corporation (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.
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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.
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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
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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
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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:
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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.
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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.
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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
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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.
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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.
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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:
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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.
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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.
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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 – Brodart Co. 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:
Brodart Co.
500 Arch Street
Williamsport, PA 17701
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IN WITNESS WHEREOF, this contract is executed on the date set forth above.
CONTRACTOR
AUTHORIZED SIGNATURE
PRINTED NAME AND TITLE
ADDRESS
DATE
MARICOPA COUNTY
CHAIR, BOARD OF SUPERVISORS
DATE
ATTESTED:
CLERK OF THE BOARD
DATE
APPROVED AS TO FORM:
DEPUTY COUNTY ATTORNEY
DATE
04/17/2026
Lisa Miosi, Vice President
500 Arch St., Williamsport, PA 17701
04/09/26
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EXHIBIT A
VENDOR INFORMATION
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NIGP CODE: 95610, 95638
COMPANY NAME:
Brodart Co.
DOING BUSINESS AS (dba):
N/A
MAILING ADDRESS:
500 Arch Street Williamsport, PA 17701
REMIT TO ADDRESS:
L-3544 Columbus, OH 43260-0001
TELEPHONE NUMBER:
1-800-233-8467 ext. 6380
FAX NUMBER:
N/A
WWW ADDRESS:
www.brodart.com
REPRESENTATIVE NAME:
Lisa Miosi
REPRESENTATIVE TELEPHONE NUMBER:
1-800-233-8467 ext. 6166
REPRESENTATIVE EMAIL ADDRESS
bookbids@brodart.com
YES
NO
REBATE
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO
PURCHASE FROM THIS CONTRACT:
WILL ACCEPT PROCUREMENT CARD FOR PAYMENT:
PAYMENT TERMS: NET 30
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
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PRICING FOR
MARICOPA COUNTY LIBRARY MATERIALS AND RELATED SERVICES
Terms Valid May 1, 2026 through April 30, 2031
DISCOUNTS
Items will be supplied to the Maricopa County Library District at publisher’s list price, less the following
discounts:
Non-Trade: Subject matter such as technical, reference, scientific, medical publications,
retrospective titles, titles published by a small press for adult and juvenile readers, and/or
titles on which Brodart receives minimal or no discount. Publishers whose titles have limited
sales volume and/or limited demand may be in this category and will be invoiced with the
nontrade discount of 12.0 % or invoiced at the publisher’s list price.
Publisher’s list prices are subject to change without notice.
FORMAT
DISCOUNT
Trade Hardcover Editions
45.0 %
Non-Trade Hardcover & Paperback Editions (short discount)
12.0 %
Publisher's Library Editions
22.0 %
Prebind/Bound to Stay Bound Editions
10.0 %
Hardcover Reinforced Editions (School & Library)
45.0 %
Trade Paperbacks
40.0 %
Mass Market Paperbacks
40.0 %
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CATALOGING & PROCESSING
Additional cataloging and processing components are available upon request. All prices are applied per
book.
COLLECTION ANALYSIS TOOLS
Pricing for Bibz Analytics and LibraryIQ is dependent on the library’s budget and/or collection size and is
available upon request.
SERVICE OPTION
PROCESSING COMPONENTS
PRICE PER BOOK
Compleat – Live
Methodology
(currently in use)
Includes a full MARC record customized to your
specifications with associated holdings tags, live
access to the MCLD cataloging database to identify
existing records, OCLC records for titles new to the
database and Brodart-supplied components for: One
linked barcode, taped Mylar jacket with standard
application or label protectors for books with no dust
jacket, spine label, New and 7-Day Express labels on
outside of Mylar jacket, Reference label, RFID tag
encoded with barcode number, property label with 2-
letter branch code and special processing for books
with CD’s or maps.
$6.08
Compleat – Z39.50
Methodology
(MCLD is scheduled
to migrate to the
Z39.50 process in
2026. Pricing will
be updated with
the migration to
Z39.50)
Includes a full MARC record customized to your
specifications with associated holdings tags, Z39.50
access to the MCLD cataloging database to identify
existing records, Brodart resource records for titles
new to the database and Brodart-supplied
components for: One linked barcode, taped Mylar
jacket with standard application or label protectors for
books with no dust jacket, spine label, New and 7-Day
Express labels on outside of Mylar jacket, Reference
label, RFID tag encoded with barcode number,
property label with 2-letter branch code and special
processing for books with CD’s or maps.
$5.38
SERVICE OPTIONS
DESCRIPTION
PRICE
Bibz Analytics
Data-driven title ranking system
for predictive ordering
Available upon request
LibraryIQ
Collection analysis and
management tool
Available upon request
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COLLECTION DEVELOPMENT SERVICES
The Maricopa County Library District may select any of the following Collection Development options.
REINFORCEMENT SERVICES
SHIPPING AND DELIVERY
Pricing will be reviewed on an annual basis for a potential increase not to exceed 5%.
SERVICE OPTION
DESCRIPTION
PRICE
Collection Builder
Customized selection lists
No charge
TIPS, Silver
Standard specialty selection lists
No charge
TIPS, Diamond
Customized selection lists
Up to 3 profiles for $100 monthly
Up to 8 profiles for $200 monthly
Up to 15 profiles for $300 monthly
FASTips
Standing orders for popular
authors and series
No charge
Continuations
Standing orders for serials
No charge
Bibz
Online Collection Development
and Ordering Tool
No charge
SERVICE OPTION
PRICE PER BOOK
BrodartGuard (Paperback reinforced with laminate)
$2.75
DESCRIPTION
PRICE
Processed material shipments will be made by best means
(USPS, common carrier or UPS ground) and will arrive prepaid
for inside delivery to each branch location.
No Charge
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CATEGORY/BINDING DEFINITIONS
Trade Hardcover: Published with a glued binding and a hardcover. Trade hardcover editions are usually current
fiction or nonfiction and are generally published for the average consumer. Publishers promote and advertise these
titles more aggressively and print runs are greater than the norm.
Juvenile Trade Hardcover: Published with a glued binding and a hardcover. Current popular fiction or nonfiction
books designed for children, usually with subject matter of broad appeal. Publisher promote and advertise these
titles more aggressively and print run are greater than the norm.
Publisher’s Library Reinforced: Published with a high quality, usually fanned, sewn and glued binding.
Sometimes known as a "School" or "Library" binding. This binding has the durability required in a high use library
setting and is usually reserved for children's materials. All publisher library reinforced editions will receive the
discount quoted in this category.
Hardcover Reinforced: Published with a durable fanned and glued hardcover binding that may or may not be
sewn. Also known as “Single Reinforced”, "School" or "Library" binding. Subject matter may be directed at adults
or juveniles (though they are usually reserved for children's materials) and may be fiction or nonfiction.
Non-Trade Hardcover: Published with a glued binding. Subject matter such as technical, reference, scientific,
medical publications, retrospective titles, titles published by a small press for adult and juvenile readers, and/or
titles on which Brodart receives minimal or no discount. Publishers whose titles have limited sales volume and
those who are not in compliance with Brodart’s purchasing requirements may be in this category.
University Press: Hardcover and paperback selections from publishers that are associated with universities of
higher education.
Trade Paperback: May also be known as a trade paper or quality paperback for popular and current trade titles
published with a paper cover. The quality of the paper and printing in trade and quality paperbacks is usually
high.
Mass Market Paperbacks: Mass market paperbacks are paperbacks sized to fit standard retail display racks;
trade paperback have larger page sizes. Trade discounted paperback editions are generally published for the
average consumer with subject matter of broad appeal.
Non-Trade Paperbacks: Published with a quality paper cover. Subject matter such as technical, reference,
scientific, medical publications, retrospective publications, small presses for adult and juvenile readers and
paperback titles on which Brodart receives minimal or no discount, publishers that require prepayment.
Publishers whose titles have limited sales volume and those who are not in compliance with Brodart's
purchasing requirements may be in this category.
Prebind: BTSB prebinds carry a lifetime binding guarantee. With exclusive KidProof™ cover material and folded
library corners, BTSB’s volumes exceed the Library Binding Institute standards. The result is longer shelf life and
lower effective cost per circulation for these books.
BrodartConvert: Originally published in paperback and converted to hardcover.
BrodartGuard: Paperback reinforced with a 5-mil (2-mil spine) laminated cover.
Playaway® Digital Audio: Audio content provided on an independent player.
Spoken Word Audio: Recorded reading of a book in abridged or unabridged form on compact disc format. Also
known as audiobook.
DVD: Optical disc storage media format used for playback of movies with high video and sound quality.
Blu-ray: Optical disc storage media format used for playback of movies with high definition video and audio as
well as advanced interactive features
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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)
Brodart will supply material for the following categories – Books for adult, teens and
children in all formats, Adult and juvenile foreign language materials (primarily
Spanish), Continuations and serial publications.
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.
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Brodart will catalog materials per the MCLD specifications detailed in Exhibit C.
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.
Brodart will process print materials using MCLD’s specifications detailed in Exhibit
D - Library District Processing Specifications – Print & Media for print and media.
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
Brodart will apply the relevant Shelf Logic Class Scheme for print material 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.
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).”
Orders can be prepared in Bibz, our online collection development and ordering
system, which is compatible with Polaris. They can be submitted via Polaris or Bibz.
2.1.6
Online, real time order status/tracking is highly desired.
Bibz will provide online order status and history.
2.1.7
Ordering by title for multiple branches while invoicing by branch is highly desired.
Ordering by title for multiple branches can be achieved via the use of grids in Bibz.
Material is invoiced and shipped to the branches.
2.1.8
Must be able to supply customized selection lists.
Brodart is able to supply customized selection lists to the Library.
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.
Brodart’s has an experienced and knowledgeable Collection Management staff that
will work with MCLD staff as necessary.
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.
Brodart’s selection and services will stay current and up to date with MCLD’s unique
needs and changing requirements.
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
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later than one business day. Conference calls may be scheduled on a regular
basis.
Brodart’s Collection Development staff is available to MCLD staff as necessary and
will respond to all inquiries and questions within one business day.
2.2.4
Vendor will prepare recommended selection lists based upon publishing industry
and media trends to assist MCLD Library Materials Selectors.
Brodart’s Collection Development staff will work with MCLD staff to profile and
deliver the desired selection lists.
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.
Brodart staff will work with MCLD to create selection lists, purchase your selections,
catalog, process and deliver the material for the opening of new MCLD libraries.
2.3.2
ODC will be based upon MCLD profiles/specifications provided to the vendor as
needed.
Opening Day Collection services will be based on MCLD profiles and specifications.
2.3.3
The ODC will include cataloging, processing, storing until facility is ready as
determined by the MCLD, and delivery.
Brodart’s Opening Day Collection services include cataloging, processing, and
storage until MCLD is ready for delivery of the collection.
2.4
SUPPLEMENTARY VENDORS
2.4.1
Supplementary vendors shall supply materials not provided by primary vendors.
Brodart understands that supplementary vendors will be used for materials that
cannot be supplied by primary vendors.
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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
Brodart Co. proposal dated January 27, 2026 and submitted in response to County RFP (Reference
Document)