Library Print & Online Journals Subscription Services

04 April 2023 Library Print & Online Journals Subscription Services Eastern Kentucky University’s Libraries is seeking the services of a serials subscription vendor to manage its print and online journal subscriptions that support student and faculty research. 04 April 2023 Open 3/2/2023 3:00 PM EST Type Request for Proposal (RFP) Close 4/11/2023 2:00 PM EDT Number RFP-319-2023 Currency US Dollar Sealed Until 4/11/2023 2:00 PM EDT 04 April 2023 Contacts Stephanie Sowders Stephanie.Sowders@eku.edu 04 April 2023 Commodity Codes Commodity Code Description LBR10001 Library Book, Databases, Journals etc. 04 April 202304 April 202304 April 202304 April 202304 April 202304 April 202304 April 202304 April 202304 April 2023 mailto:Stephanie.Sowders@eku.edu PLEASE NOTE: IN ORDER TO SUBMIT AN ELECTRONIC BID OR PROPOSAL IN RESPONSE TO ANY EKU SOLICITATION EVENT, YOU NEED

TO BE REGISTERED IN OUR JAGGAER EPROCUREMENT SYSTEM. IF YOU ARE NOT ALREADY REGISTERED, PLEASE CONTACT THE BELOW PROCUREMENT OFFICIAL TO REQUEST ACCESS. Stephanie Sowders @ stephanie.sowders@eku.edu GENERAL OVERVIEW Intent and Scope Eastern Kentucky University’s Libraries is seeking the services of a serials subscription vendor to manage its print and online journal subscriptions that support student and faculty research. If in the best interest of the University, the University reserves the right to award in part or in whole and award multiple vendors. The awarded contract(s) will be non-exclusive. The scope of services is further defined below. Background Information Eastern Kentucky University Libraries subscribes to hundreds of individual print and online journal titles, with a fluid subscription list from year to year based on changing curricular needs and usage patterns. SCOPE OF SERVICES Required Specifications Attached under the "Buyer Attachments" tab is a list of print and online journals that the University has access to for the 2023 calendar subscription year, for context. Offeror should make us aware of any subscriptions that they cannot provide from that list. The University may wish to add and/or cancel access to journals and throughout the life of any executed contract. Offeror’s proposal should accommodate this request. The contractor will assign a dedicated representative (s) to work with EKU Libraries. Excellent customer service and rapid response to questions and concerns will be provided. In proposal, please identify and introduce who will be assigned as EKU’s representative and specifically describe their services. The contractor will provide a user-friendly online administrative portal in which library employees can track and manage subscriptions and submit claims. Information about journal pricing, access rights, authentication permissions, and formats on all journals available from the contractor should be included. The contractor will provide Electronic Data Interchange (EDI) invoicing. Optional Services Please detail any optional online journals, databases and services. Pricing for Optional Services should be delineated in Financial Proposal. To be included with proposal Description - All third party agreements that the University will be required to review and sign - Insurance certificate - VPAT for administrative portal Financial Proposal 1. The Financial Proposal shall contain a complete financial offer made to the University fully describing all aspects of the proposal and the costs the University will be expected to pay if applicable in addition to the costs of optional services. Any implementation, training, one-time, annual, ongoing maintenance/support, transaction fees, service rates or percentages, hourly rates (if applicable) or other costs to be paid by University shall be clearly identified. 2. Respondents may offer additional services as an enhancement to the requirements of this proposal. The University will consider all offerings. Costs of optional services should be clearly defined in proposal. 3. It is the Respondent’s responsibility to verify any information, measurements and obtain any clarifications prior to submitting the bid response. The University is not liable for any errors or misinterpretations made by the Respondent in response to this Solicitation. Questions Due By: 3/21/2023 no later than 3:00pm (ET) – Submit via the Q&A Board within this electronic solicitation. Answers to questions submitted by the deadline will be addressed via Addendum that will be posted within the "Buyer Attachments" tab. Contract Term The Contract resulting from this RFP and the Successful Offeror’s Proposal shall have an initial term from September 1, 2023 through August 31, 2024. The Contract shall be renewable for up to four (4) consecutive one (1) year renewal periods. The total contract period will not exceed five (5) years, subject to KRS 45A.145. Annual renewal will be contingent upon the University’s needs and satisfaction with the services performed and the overall performance of the Contractor. The University reserves the right to renegotiate any term and/or condition as may be necessary to meet requirements for any renewal period. The Successful Offeror will be advised of any proposed revisions prior to the renewal period. Required to View Event Prerequisites Required to Enter Bid 04 April 2023 1. Please review the attached proposal terms and conditions. 2. Please review the Department of University Procurement's General Terms and Conditions. 3. Please review the attached Eastern Kentucky University RFP Legal Definitions, Terms of Proposal/Contract, and Requirements 4. By checking this box, I acknowledge that I am responsible for paying and reporting all applicable federal, state, and local taxes. 5. Please review, sign, and attach a copy of the University's Solicitation Terms and Conditions. 04 April 202304 April 202304 April 202304 April 202304 April 202304 April 202304 April 2023 Buyer Attachments 1. Journals Subscription List.xlsx 2. RFP-319-2023 Library Print & Online Journals Subscription Services Addendum No. 1.pdf 3. RFP-319-2023 Library Print & Online Journals Subscription Services Addendum No. 2.pdf 04 April 202304 April 202304 April 202304 April 202304 April 202304 April 2023 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTIyNDIyLTEzODkwNDA4MjhKb3VybmFscyBTdWJzY3JpcHRpb24gTGlzdC54bHN4&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTIyNDIyLTE0MDM5ODAzMDFSRlAtMzE5LTIwMjMgTGlicmFyeSBQcmludCAmIE9ubGluZSBKb3VybmFscyBTdWJzY3JpcHRpb24gU2VydmljZXMgQWRkZW5kdW0gTm8uIDEucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTIyNDIyLTE0MDU3MTg1ODVSRlAtMzE5LTIwMjMgTGlicmFyeSBQcmludCAmIE9ubGluZSBKb3VybmFscyBTdWJzY3JpcHRpb24gU2VydmljZXMgQWRkZW5kdW0gTm8uIDIucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1.1: Instructions: 1.1.1 Please list names and email addresses of the primary and secondary contacts for this RFP. 1.1.2 Have all addenda been downloaded and reviewed prior to submitting a proposal response? 1.1.3 By selecting yes, you confirm that your proposal will remain valid for six (6) months after the due date of this RFP. If you respond no to this question, your proposal will be automatically disqualified. 1.1.4 By selecting yes, the Offeror understands and accepts all financial responsibility for all travel expenses incurred for oral presentations (ir required/requested) and/or candidate interviews. 1.1.5 Please use the text-box below to detail out any deviations or exceptions to the RFP requirements. You must include a detailed justification for the deviation or exception. If there are no deviations or exceptions, please put "NONE" in the box below. 1.1.6 Is the Offeror willing to extend pricing to other state universities and University affiliate organizations within the Commonwealth of Kentucky? Group 2.1: Group 2.1 Instructions: 2.1.1 Please list the legal name, e.g. “ABC Group, Inc.” of your company. 2.1.2 Please list the State of Incorporation of your company. 2.1.3 Please list the primary business address of your company for the purposes of administering the contract and/or agreement. 2.1.4 Please list a valid remittance address for your company for the purposes of invoicing and payment. If this entity is a corporate affiliate, subsidiary company or any payee otherwise differentiated from the parent company, the Offeror will explain the relationship of both entities and detail why the remittance address differs from the address of the primary entity. 2.1.5 Please offer a detailed description of your corporate organization, e.g. parent corporation, subsidiaries, affiliated companies, distributors or wholly-owned franchises and discuss how any particular group of companies will be involved in the Offeror’s administration of any contract resulting from this RFP. 2.1.6 Please provide a copy of audited financial statements for the three (3) most recent fiscal years for both the Offeror’s corporate offices, as well as those of the local distributor. 2.1.7 Please identify and discuss any litigation or claim brought against your company within the last seven (7) years, which might reflect adversely on your company’s professional image, ability, or capacity in relation to providing services sought in this RFP. 2.1.8 Please address both of the following questions: 1. Is your company currently for sale, involved in any transaction to expand, become acquired by, or otherwise merged with another organization? If so, please explain. 2. Has your company been involved in any reorganization, acquisition or merger within the last two (2) years? If so, please explain. 2.1.9 Is Offeror currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, Offeror shall specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution. 2.1.10 Does Offeror have any personal, financial, or organizational relationship with an Eastern Kentucky University member of the Board of Regents, employee, or other representative of the University? If so, please explain in detail any potential or perceived potential conflict of interest for either the Offeror or University. 2.1.11 Please include any other relevant organizational or financial information about your company that will aid the University in evaluating the company, its financial viability and its ability to appropriately service the University. 2.1.12 Please upload an ACORD certificate of insurance per the requirements outlined on page 11 of the "RFP Legal Definitions, Terms of Proposal/Contract, and Requirements" document under the "Prerequisites" section of this RFP. If you carry other and/or additional insurance coverages, please upload the certificate(s). Group 3.1: Instructions: 04 April 202304 April 202304 April 202304 April 202304 April 2023 3.1.1 Program Plan – Services Defined. Please upload a brief narrative of how Offeror proposes to accomplish services described in this RFP. The Proposal shall, at a minimum, meet all mandatory services. Please provide examples and exhibits of reports that will be made available to the University. 3.1.2 Financial Proposal - Offeror shall provide and upload a complete description of all costs/rates for services, including hourly rates if applicable. 3.1.3 Optional Services - Fully describe and explain any optional services that Offeror will provide that are not part of the mandatory services. Note: If providing a file upload, please type in "SEE UPLOAD" in this section 3.1.4 If desired, you may use this space to upload a PDF copy of your Optional Services instead of using the space provided. 3.1.5 Does Offeror have significant experience in serving the higher education, academic market? If so, please list universities and/or colleges you have worked with. 3.1.6 The University's standard payment terms are Net 30. If more favorable terms are available to the University, please include those as part of your response. 3.1.7 Are you claiming Resident Bidder Status as a respondent to this RFP? 3.1.8 If you are claiming Resident Bidder Status, please complete and sign the attached formand upload it back to this proposal. Group 4.1: Reference 1 Instructions: 4.1.1 Please provide reference information for a similar project or service performed. Please include Name, Institution Name, Phone Number, and Email Address. Higher Education references are preferred as well as medium to large academic libraries. Group 4.2: Reference 2 Instructions: 4.2.1 Please provide reference information for a similar project or service performed. Please include Name, Institution Name, Phone Number, and Email Address. Higher Education references are preferred as well as medium to large academic libraries. Group 4.3: Reference 3 Instructions: 4.3.1 Please provide reference information for a similar project or service performed. Please include Name, Institution Name, Phone Number, and Email Address. Higher Education references are preferred as well as medium to large academic libraries. 04 April 202304 April 202304 April 202304 April 202304 April 2023 Product Line Items Product Line Items There are no Items added to this event. 04 April 202304 April 202304 April 202304 April 2023 Service Line Items Service Line Items There are no Items added to this event. 04 April 202304 April 202304 April 2023