[Libs-Or] RFP for Collaborative Summer Library Program Administrative Services

[Katie Anderson]

The Collaborative Summer Library Program CSLP is soliciting responses for its Request for Proposal for administrative services beginning June 1, 2011.  Attached [and below] is a copy of the RFP.  The deadline is February 14, 2011.  Please address all questions to Sue Sherif, CSLP president at Sue.Sherif at alaska.gov<mailto:Sue.Sherif at alaska.gov>


Sue Sherif
CSLP President

Alaska State Library
344 West Third Avenue, Ste. 125
Anchorage, AK 99501

Sue.Sherif at alaska.gov<mailto:Sue.Sherif at alaska.gov>


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INVITATION TO BID ON ADMINISTRATIVE SERVICES
FOR THE
COLLABORATIVE SUMMER LIBRARY PROGRAM

The Collaborative Summer Library Program (CSLP) is a grassroots non-profit consortium of public libraries in forty-nine states working together to provide high-quality summer reading program materials for children, teens, and adults at low cost. The collaborative is made up of dues-paying member states and territories.

CSLP is taking bids on an administrative services contract, June 1, 2011 through May 31, 2012 with a two-year extension based on satisfactory performance, if the annual evaluation indicates adequate levels of service have been provided, and both parties are interested in renewing the contract.  The collaborative fiscal year runs June through May. The Administrative Services Agent will provide financial management, communication, clerical, and other related services, as well as office space for CSLP.


CSLP contracts and works closely with a Vendor to design and produce the support materials for the annual summer reading program theme.  These materials include poster artwork for children, teens, and adults.  Other materials include mobiles, banners, bulletin board items, bookmarks, bags, pencils, and numerous incentive items.  Several committees work with the Vendor on various aspects of the program.  The Vendor manages sales of these items. The Vendor also hires writers and an editor who create manuals for CSLP with the assistance of CSLP committees.  The Vendor provides the layout and design of the manuals, however the CSLP Administrative Services Agent works with the manual committees to coordinate the printing of these manuals and their distribution to a central location in each of the member states or territories.

A CSLP committee also works with a producer to create a television public service announcement (PSA) and radio spots.  The Administrative Services Agent may be asked to assist with the duplication and distribution of the PSAs.  The CSLP web page is a primary source of information for members and is maintained by a contracted web master under the direction of a committee.

All bids must include the completed bid response form. The Administrative Services Agent Review Committee reserves the right to reject any or all bids.

After determining that a bid response satisfies the mandatory requirements stated in the Request for Proposal, the Review Committee shall use both objective and subjective means to conduct a comparative assessment of the bid responses and, in its sole discretion, will award the bid.

Cost
The objective evaluation of cost shall be based upon the prices stated on the Pricing Page.

Experience and Expertise
Experience and reliability of the bidder's organization or agency are considered subjectively in the evaluation process.  Therefore, the bidder is advised to submit any information that documents successful and reliable experience with past or current clients.

Facilities
The ability of the bidder to provide the necessary office equipment and facilities needed for administration of the CSLP business will be considered objectively based on the information provided on the Bid Response Form.

After an initial screening process, a telephone conference may be conducted with the bidder, if deemed necessary by the Administrative Services Agent Review Committee.

All bids must be typed and may be submitted electronically.

All bids must be returned to Sue Sherif no later than Monday, February 14, 2011 at:

Alaska State Library                                                           OR
344 West Third Avenue Ste 144                                                                       via email at:
Anchorage, AK 99501                                                                                       sue.sherif at alaska.gov<mailto:sue.sherif at alaska.gov>
Phone: (907) 269-6569
Fax:  (907) 269-6580

Applicants will be notified by Tuesday March 15, 2011 as to the decision of the Review Committee.

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