RFP #15-1029-8EF
Questions & Answers
Bookroom Collection
September 10, 2015
Q1. In regards to the inside delivery and set-up, is HCPS looking for the offeror to provide stands (furniture) for
the books/bookbags, or are you looking for the offeror to bring the material in and place it where desired
by the school?
A1.
Inside delivery must include delivery inside the school and set up if necessary. Furniture and book boxes are
already in place.
Q2. Regarding the book bags, is HCPS looking for hanging bags that will be placed on a hanging stand, or bags
that will be placed in bins, or something else?
A2.
HCPS is looking for plastic bags to go in bins/boxes not hanging bags.
Q3. Does your current Library World contract not offer the full range of what you’re looking for, or are you just
looking for possible alternatives?
A3.
Our previous contract has expired with no renewal options. That contract covered all of the processing and
management for Library World. We have not worked directly with Library World.
Q4. Does HCPS have a preference for paperbacks, with the exception of recently released titles, to keep costs
down, or would HCPS prefer hard covers where available or a mix of paper and hard? (General requirement
#3
A4.
Paperbacks are acceptable and preferred due to space and cost. The majority of what we have in place is
paperback.
Q5. Are the books to support an in-school program only, with the exception of the ebooks, or are both physical
and ebooks to be used in class and at home? Will teachers assign books to individual students and will the
check-out system be used down to the student level or just the teacher level?
A5.
In almost all schools, books are for instructional purposes only and remain on site. In one school, books are
sent home with students (fewer than 125 students in that school).
Q6. Please specify cataloging requirements -- are you looking for books to be shelf-ready, are you looking for
MARC records within the inventory system, or are you looking for something other?
A6.
We are looking for the books to be shelf-ready and the MARC records to be uploaded into the inventory
system prior to arriving at the school. This includes pre-bagged with appropriate labeling as mentioned in RFP.
Q7. What type of data is required at the district level, just the books checked out by the teachers individually
and by school, or that in addition to the distribution of books to students (General requirement item 11). If
the latter, what is the full range of data you would like to see by student?
A7.
Examples of some of the reports currently utilized are: Circulation history by teacher, date, or book; current
titles checked out, weed report, overdue report, and inventory by reading level and barcode.
Q8. Are the “patrons” the teachers only, or could they also be students and parents?
A8.
Parents may not check out any materials. In almost all schools, books are for instructional purposes only and
remain on site. In one school, books are sent home with students (fewer than 125 students in that school).
Q9. Can the book barcodes be publisher barcodes or does the school district require customized barcodes (to
address the set of 6, rather than just the individual title?
A9.
The barcodes must be aligned with the current barcoding system in place as all current titles have barcodes in
the system. Checkout occurs by title (group of 6) not by book (each).
Q10. Will the scanners used to read barcodes for inventory purposes be provided by HCPS or the Successful
Offeror?
A10. Scanners are currently in place in buildings but pricing should be provided for scanners as replacements may
be needed.
Q11. Will additional titles that are added to the database be done by school/patron or Successful Offeror? Will
this vary by time period? (For example, will the offeror upload existing inventory at the front-end (using
Excel spreadsheets provided from the school/district), but allow for future uploads by the school/district?)
A11. HCPS will extract current library information from our current program and the Successful Offeror will upload
that information into the new system. Additionally, any purchased materials shall be uploaded into the
system by the Successful Offeror prior to the materials being received at the building so they are check out
ready upon arrival.
Q12. Can an existing HCPS book barcode label be provided as a sample?
A12. No. All label information was provided in the RFP
Q13. What size labels are needed for the bags? Should these be the peelable or non-peelable variety?
A13. Typically we use 2” x 4” labels. These should be permanent labels with clear print that will adhere and not peel
off of the plastic bags.
Q14. The two types of training requested both seem technology-based. Is this a correct interpretation?
A14. Yes
Q15. On your book list forms, you’re looking for % fiction, % non-fiction and % literary classics. Should these 3
equal 100%? Or are you looking for % fiction vs.% non-fiction to equal 100%, with % literary classics as a
percent of all titles?
A15. Fiction + Nonfiction should = 100% and we would also like to know the % of literary classics of the proposed
titles.
Q16. To confirm compatibility with the HCPS computer specifications, will we be provided access to computers
for testing purposes?
A16. No
Q17. Will the 2000+ concurrent users be made up of teachers, students, parents? Please elaborate.
A17. The technical requirements apply to all technological components (eBooks and the software solution).
Potentially we could have 2000 concurrent users on eBooks not using the software solution.
Q18. Will there be a coordinator at each school that will approve data being uploaded by the Title 1 teachers or
will all teachers be provided with access and rights to change/upload new data?
A18. Title I Teachers (2-3 max per site) will coordinate their own libraries and should have access to change/upload
new data. Classroom teachers will only have access to check books in/out as patrons. One district account to
be maintained by the Title I Coordinator should allow for full access to all libraries to monitor usage and
oversee inventory.
Q19. The RFP states that the Successful Offeror shall provide re-sealable plastic bags to accommodate 6 books in
each, with the bag labeled as noted in the bid. Are the individual book collection books going to require
processing as well?
A19. Books will be checked out by title (sets of 6 in a bag). Books will not be checked out individually so they will not
require processing for each book.
Q20. On page 24 of the RFP, item 3. states “Response to Scope of Services – The Offeror should address each
section of the Scope of Services with an indication of the response”. Does this mean we are to respond to
each item under the Scope of Services starting on page 3 as part of our response? Or is this statement in
reference to Attachment H – where you ask for a response to requirements in the table format that match
the Scope of Services format?
A20. Offerors should address each section of the Scope of Services with an indication of the response and respond
to the requirements of Attachment H. Offerors can provide a more detailed response under the Scope of
Services section then on Attachment H.
Q21. Some ebook titles come in both single user and unlimited and simultaneous access versions. Should
offerors provide pricing for both versions?
A21. Yes, the offeror should provide pricing for both versions.