RFT22/23-052 Library Bookvote

⁠⁠⁠1. Penrith Council are looking for a panel of suppliers to provide the items listed in the below specifications.

2. Suppliers may apply for as many of the items below under the categories of Books and Audio-Visual Materials.

3. Suppliers are to specify as a part of their response, what categories they are applying for.

4. A sample order invoice for each category being applied for. Price excluding GST (specify lump sum or per unit) e.g. Adult Non-Fiction books, Junior Non-Fiction books, audio-visual adult non-fiction and Junior non-fiction etc.

5. Penrith City Library requires the following goods and services.

(a) Books (Monographs)

(b) Audio Visual Materials

6. The contract is for a period of six (6) years with the option by Council to extend for a further two (2) x two (2) year extension options at Council’s discretion and based on performance.

Requirement for Books (Monographs)

7. Books or monographs included but not limited to any portable written, illustrated, blank or printed works consisting of pages glued or sewn together along one side and bound in covers.

8. Books includes:

(a) Adult Fiction

(b) Adult Non-fiction

(c) Young Adult Fiction

(d) Young Adult Non-Fiction

(e) Junior Fiction

(f) Junior Non-Fiction

(g) Large Print Fiction

(h) Large Print Non-Fiction

(i) Reference – Adult and Junior

(j) Picture Books

(k) Graphic Novels

(l) Comics and

(m) Other suitable materials for library collections, etc.

9. Books excluded due to being unsuitable for a library collection include:

(a) spiral bound books.

(b) books that require readers to fill in blanks such as workbooks.

(c) and books that are too large (over 32cm)

(d) or adult books that are too small (under 20cm)

10. Books to be availability of items in languages other than English.

Requirement for Audio Visual Materials

11. Audio Visual Materials includes any sight and/or sound-based library resource material. They may be informational, educational or of general interest. Audio Visual Materials can take the form of, but are not limited to:

(a) Talking Books

(b) DVDs

12. Audio Visual Materials includes, but is not limited to:

(a) Adult Fiction

(b) Adult Non-fiction

(c) Young Adult Fiction

(d) Young Adult Non-Fiction

(e) Junior Fiction

(f) Junior Non-Fiction and

(g) Other suitable materials for library collections, etc.

13. Requirements for Availability of items in languages other than English

14. Maximum number discs per Talking book title is 10 discs.

15. Maximum number discs per DVD title is 10 discs

Additional Services

16. Standing orders – established to seamlessly supply library materials of pre-agreed content to Penrith City Library as soon as it becomes available. This type of supply can include but is not limited to, recurrent publications, pre-planned supply of niche content, authors identified by Penrith City Library, etc.

17. Urgent orders – quick supply of specific library materials as identified by Penrith City Library as they are requests, suggestions, and priority titles.

Exclusion List

18. The following goods are excluded from this contract:

(a) Library Management System

(b) RFID and equipment

(c) E-books, E-audiobooks and E-magazines

(d) Electronic subscriptions/online databases

(e) Streaming services

(f) Local Studies/History publications and resources

(g) Library Furniture

(h) Donations

(i) Self-published materials

19. The Library will give preference to consolidating purchases through library suppliers, subscription agents and specialist suppliers

20. When appropriate the Library will use auction houses, second-hand and antiquarian suppliers to supply unique or rare heritage material

Customer service

21. The contract requires:

(a) Individual point of contact for most inquiries

(b) Process requests and claims efficiently and report results

(c) Communicate effectively to resolve supply issues and problems

(d) Provide responsive and ongoing customer support, particularly critical in the case of electronic resources

Status Reports

22. Suppliers provide status reports for unsupplied orders at negotiated intervals.

23. The Library reserves the right to cancel the order if the length of delay is too long or a price increase of the item.

Invoicing

24. An invoice must be supplied with the delivery of items. The supplier/contractor must be able to provide the following minimum invoicing requirements:

(a) Order number

(b) Title of products

(c) ABN (Australian Business Number)

(d) Price in Australian dollars incl. GST

(e) GST in Australian dollars

(f) Payment terms

(g) Total price and

(h) Freight

Returns/Replacements

25. The Library reserves the right to return faulty goods and request replacement at no extra charge or request a refund/credit note.