REQUESTFORPROPOSAL

METROPOLITANNEWYORKLIBRARYCOUNCIL(METRO) RESOURCESHARINGDELIVERYSERVICE COMPANYBACKGROUND TheMetropolitanNewYorkLibraryCouncil(METRO)isanonprofitmemberservices organizationwiththemissionofadvancinglibraryandknowledgemanagementservicesinNew YorkCity,WestchesterCountyandbeyondthroughactivecollaboration,resourceand knowledgesharing,strategicplanningandthinking,professionaldevelopmentand advocacyamongourmembersandotherorganizationswithsimilarinterests.METROs membershipiscomprisedofover250academic,public,special,hospital,andprivatelibraries SERVICEBACKGROUND METROrequestsproposalsforsortinganddeliveringoflibraryresourcesfor233member institutionswithpickupsscheduledone,two,three,four,orfivedaysaweekandondemand pickups.Materialsthatwillbedeliveredincludebooks,CDs,DVDs,cassettes,videotapes, printedmatter,andotheritems.Otheritemsmayinclude,butarenotlimitedto,correspondence, flyers,posters,newsletters,andsupplies.ForthepurposeofthisRFP,thetermlibrary resourcesreferstothealloftheaforementionedtypesofresources. ThisRequestforProposals(RFP)containsdetailedinformationaboutthecurrentlibrarydelivery servicesoperatingthroughMETRO.Itisimportanttounderstandthedetailsincluding:howthe networksoftwareiscurrentlyusedtomakeandtrackrequestshowindividuallibraryitemsare identifiedhowthematerialmovesbetweenlibrariestheworkassociatedwithlabelingand sortingvolumeofmaterialanddeliverylocations. METROseeksdetailedproposalsthatapplylibraryandlogisticsindustrystandardpracticesto enhancelibrarydeliveryserviceandthetasksrelatedtoitasdescribedbelow.Proposalsthat provideadditionalservicesorotherusefulenhancementsand/oroffersolutionsrelatedtoall aspectsofthedailydeliveryserviceincludingpickupanddelivery,sorting,labeling,packaging, routing,tracking,andtransportareencouraged.Responsesaresoughtthatwillensurethat METROprovidesacosteffectivesolutionforalldeliveryandsortingservicesbeginningJuly2, 2013. SELECTIONSCHEDULE RFPissued:February27,2013 Bidderinformationsession:March13,2013,2:00pm(Webinar/Conferencecall) RFPResponsesdue:April5,2013 Meetingswithselectedvendor(s)begin:April22,2013 Contractnegotiationsbegin:May1,2013 Servicestartdate:July2,2013

SCOPEOFWORK SelectedvendorwillprovideandserviceadeliveryroutewhichencompassesallMETRO memberlibrariesinthefiveboroughsofNewYorkCity,WestchesterCounty,andNewJersey. Therearecurrently280scheduledstopsatthe234memberlibrariesandapproximatelyVendor willpickupanddeliverlibrarymaterialsbetweenandamongthememberlibrariesandtheir branches.AlistofdeliverylocationsandassociatedpickupfrequenciesisattachedasExhibitA. Alldeliverylocationsaretoreceivepickupsonscheduleddaysandnextdaydeliveryfor resourcesthatarereceivedinbetweenscheduled(orunscheduledforondemandlibraries) pickups.Inaddition,deliverywillbemadetoalimitednumberoflibrariestosupporttheir weekendoperations.Vendorwillprovidetherequiredlevelsofstaffing,supervisionandvehicles onadailybasistoensureahighlyreliableandcosteffectivedeliveryservice. PROJECTDURATION ThetermoftheprojectwillbefromJuly1,2013throughJune31,2015,withtwoadditional optional1yearrenewalperiodsbywrittenagreementoftheparties.Anycontractrenewalswill takeplacenotlessthan60daysbeforetheexpirationofthecontract. BASISFORAWARDOFCONTRACT METROseeksdetailedproposalsthatapplylibraryandlogisticsindustrystandardpracticesto enhancelibrarydeliveryserviceandthetasksrelatedtoitasdescribedintheCriticalSuccess Factorslistedbelow.Secondaryoralternativeapproachesand/ormethodologiestoaccomplish themandatoryanddesirablegoalsareencouraged,asareproposalsthatprovideadditional servicesorotherusefulenhancements.Additionally,serviceprovidersareencouragedto proposesolutionsthatreduceredundanciesandincreaseefficiencybetweenMETROregional service,EmpireLibraryDeliverystatewideservice,andanymembersinternaldeliveryservices (i.e.WestchesterLibrarySystem,NewYorkPublicLibrary,QueensPublicLibrary,etc...) CRITICALSUCCESSFACTORS 1. Improvementsinefficiency,safety,andergonomicsforlibrarystaff 2. Improvementsincustomerserviceforlibrarypatrons 3. CostsavingsforMETRO 4. Redundancyeliminationandincreasedefficiencyforlibrariesreceivingregionalservice, statewideservice(viaEmpireLibraryDelivery),andinternaldeliveryservicessupported bylargermembers. 5. Vendorperformanceguaranteeswitheffectivemonitoringsystems,incentivesfor exceptionalperformance,andpenaltiesforunderperformance MANDATORYSERVICEGOALS 1. Providedeliveriestoeachlibrarylocationwithseparatecontainersforallitemsthatare foralibrary.

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Provideseparatecontainersforbookandnonbookmaterials Providenextdeliverydayturnaroundforalllibrariesreceivingdailyservice. Providesuccessmetricsforontimedelivery/pickup,sorting,anddeliveryaccuracy. Providedirecttolibrarycustomerserviceoutletforlibrariestoreachserviceprovider regardingmissedstops

OPERATIONALREQUIREMENTS Pleaseaddresseachofthefollowingand,asappropriate,elaborateonhoweachtaskwillbe accomplished.Informationonnumberofdrivers,supervisorsandvehiclesshouldbeincluded. ROUTELOGISTICS 1. Thevendormustprovidedeliveryandpickupservicetothedesignatedlocation withineachofthelocationaddresses.Pleasenotethatthislistofaddressesis subjecttochangeanychangesmaybeimplementedwithatwoweeknotice. 2. Thevendorwillperformthedayroutedeliveryandpickupservicepriorto4:00 pmateachlibrary.Whileonroute,eachdriverwillsortallmaterialaccordingto theindicatedscheduleandperformtheworkinatimelyandprofessionalmanner. 3. Thevendormustbeabletomeetorexceedtheexistingschedulecurrentlyin place. 4. Thevendormustbeabletoaddservicetoanylocationinwithintwoweeksofa writtenrequest. 5. Thevendormuststopateachlocationoneverydayitisscheduledfordelivery andpickupregardlessofwhetherornotthedriverhasanypackagesor containerstodeliver. 6. Thevendormustprovidedeliveryandpickupofmaterialatanyparticularlocation atthesametimeeverydaythelocationisscheduledforservice,withina 30minutewindow. 7. Thevendorwillnotneedtoprovidedeliverytoalllocations(onscheduled holidays)accordingtoalistprovidedinadvanceatthebeginningofeachcontract year. 8. Thevendormustbeabletoaccommodatescheduledclosingsatindividual librarieswithinoneweekofawrittenrequest,andprovidemechanismsbywhich librariescandirectlyreportclosings. 9. Thevendormustbeabletoaccommodateanemergencyclosingatanindividual locationwithinatwo(2)hournotice. 10. Thevendormustbewillingtoprovidedeliveryandpickupduringregularbusiness hoursforthelibraries. 11. Thevendormustbewillingtocooperatewithcarriersoperatingsimilarlibrary deliveryservicesinneighboringoroverlappingsystemstotransfermaterialsback andforthasappropriate.ExamplesincludeWestchesterLibrarySystemand EmpireLibraryDelivery(statewide).

PERFORMANCE 1. Thevendorwilldeliverpackagesorcontainersbetweenlocationsreceivingfive (5)daysperweekservicewithinone(1)businessday,excludingweekendsand holidays,in90%ofcases,andnolaterthantwo(2)businessdaysin100%of cases.Allmaterialsareexpectedtobedeliveredinthesameconditioninwhich theyarereceived. 2. Thevendorwillprovidethefollowingstatisticsonamonthlybasis: a. Volumebasedonnumberofpackagesorcontainers b. Othermeasuresasmutuallydetermined ADMINISTRATIONANDCUSTOMERSERVICE 1. Thevendorwilldeviseandmanageanagreeduponscheduleofdeliveriesand provideamechanismforhandlingschedulechangesandmisseddeliveries. 2. Thevendorwillorganizeandmanageroutes,aswellasthetransferofmaterials betweenroutes. 3. Thevendorwillprovideindoorsortingfacilitiesprotectedfromtheelements. 4. Thevendorsdeliveryvehicleswillbeappropriatelysizedforthevolumeof materialsandaccessateachlocationserved.Allvehiclesmustbemaintained andoperatedinaccordancewithNewYorkStateandlocallawsandregulations. 5. Allitemswillbedeliveredandpickedupthatarereadytobeshippedbythe library.Ifvolumeexceedsthelimitthedrivercansafelycarry,abackupdriver and/oralternatevehiclewillbedispatchedtocompletethedailydeliveryand pickupinatimelymanner. 6. Thevendorwillprovideasingleprimarycustomerservicerepresentativewhowill handleallserviceissuesincludingmissedstops,schedulechanges,expected materialsthathavenotbeendelivered,damagedorlostmaterials,andother serviceissuesthatmayarise. 7. Thevendorwillprovideadesignatedcontactpersonforresolutionofquestions relatedtoinvoicing,paymentanddamaged/lostmaterialsclaims. 8. Thevendorwillresolveanyserviceproblems,suchasmissedstops,inatimely manner. 9. Thevendorwillprovideadamagedandlostmaterialsclaimprocedure.If problemsaretobereportedelectronically,pleasesupplydetailedinformation includingawebsiteURLandtriallogin(ifappropriate)forthepurposesofthis response. 10. Thevendorwillprovideareasonablereimbursementsolutionforlostordamaged materialsreportedwithin30daysofsubmissionofclaims. 11. Anyundeliverablematerialswillberoutedtoasinglecentrallocation(tobe determinedatalaterdate). 12. ThevendorwillworkwiththedesignatedMETROcontactpersononany operationalissues.

13. Thevendorshallprovideadescriptionofhowmaterialsaretobepackagedfor pickupanddelivery,andindicatewhetheranyofthesepackagingmaterialsare includedaspartofthisproposal. 14. Thevendorwillidentifythemaximumweightofsealedpackagesorcontainersto bepickedupanddelivered.Thevendorwillnotrequireparticipatinglocationsto weighshipmentsbeforesendingthem. 15. ThevendorwillworkwithMETROtodetermineanappropriateaddressing methodology(e.g.usingcodesinsteadofrealstreetaddresses)thatiseasyfor librariestolearnandresultsinalowrateofdeliveriestoanincorrectlocation. DRIVERSPECIFICATIONS 1. Thevendorwillconductbasicbackgroundchecksonallcompanyemployedor subcontractedworkersperformingdeliveryrelatedactivitiesonsiteatMETROor memberlibraries. 2. Everyvendoremployeeorsubcontractordeliveringtoalocationwilldisplayvisible identificationsuchasastandarduniform,tagorbadgewhichclearlyidentifiesthe individualasarepresentativeofthevendor. 3. Driverswilladheretoallapplicablelawsandregulationsintheoperationof deliveryvehicles. 4. Driverswillbehaveinacourteousmannerandexhibitapresentableappearance atalltimesduringworkinghours. VENDORREQUIREMENTS QUALIFICATIONS Adescriptionofthevendorsqualificationsandexperienceprovidingrequested orsimilarserviceshallbesubmittedwiththebid.Thevendormustbeanestablishedfirm recognizedforitscapacitytoperform.Thevendormusthavesufficientpersonnelto performtherequestedservicesonanongoingbasis.Thevendorwillassumefulland exclusiveliabilityforpaymentoftaxesandcontributionsforunemploymentinsurance, pension,socialsecurity benefits(asnoworhereafterimposedbyfederal,stateorlocalgovernment). VENDORINFORMATION Thevendormustsubmitthefollowinginformationforthecorporationandany subcontractors: 1. Acorporateprofiledescribingthecompany,includingthenumberofemployees, physicallocationofcurrentoperationsoffices,andwhetherthedriversare companyemployees,subcontractedthroughanothercompany,orindividual subcontractors. 2. Thecompanysmostrecentavailableannualreportorauditedfinancial

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statement.Ifthisinformationisconsideredproprietary,pleaseindicatesoonthe firstpageofthefinancialstatement. Thecompanysexperiencewithrouteservices,courierservicesorrelated deliveryservices,includingbothlibraryandothertypesofcustomers.Aminimum ofthree(3)yearsofexperienceinprovidingserviceofascopesimilartothis procurementispreferred. Certificationsofinsuranceandliability.Selectedvendorwillneedtoprovidethese certificationsnamingMETROascoinsured. Namesofkeyofficersandmanagers,aswellasthenameoftheprimary customerservicerepresentativewhowouldbeassignedtothiscontract.Provide abriefdescriptionofworkexperienceforeach. Three(3)referencesfromcurrentcustomersincludingaddress,contactname, emailaddressandtelephonenumber.Thesereferenceswillbecontactedbefore ashortlistofvendorsisselectedtomakeinpersonpresentations.

COSTPROPOSALREQUIREMENTS Thecostproposalshallincludethefollowing: 1. Proposedweeklyandannualcostofservice,andcomponentsincludedinthesefigures 2. anyadditionalchargesandcomponentsofthosefigures. 3. Anexplanationofhowthetotalcostwasdetermined(e.g.,numberofstops,weight, numberofitems,locations,etc. 4. Anyoptionsforearlypaymentdiscounts 5. Anymultiyearcontractdiscounts 6. Paymentscheduleandpreferredpaymentmethod(s) PROPOSALRESPONSE Eachproposalshallbesubmittedelectronicallyviaemailwithattachmentsbythedeadlineto theRFPcontactpersonlistedattheendofthisRFP.Allinquiries,writtenorverbal,shallbe directedonlytotheRFPContactperson.Violationsofthisprovisionbyvendororinterested partiesmayresultinrejectionoftheproposal. Any,all,ornovendorsmayberequiredtoappearbeforetheCommitteetoexplainthevendors understandingandapproachtotheprojectand/orrespondtoquestionsfromtheCommittee concerningtheproposalortheCommitteemayawardwithoutconductingnegotiations,based ontheinitialproposal.TheCommitteereservestherighttorequestinformationfromvendorsas needed.Ifinformationisrequested,theCommitteeisnotrequiredtorequesttheinformationof allvendors. Vendorsselectedtoparticipateinnegotiationsmaybegivenanopportunitytosubmitarevised technicaland/orcostproposal/offertotheCommittee,subjecttoaspecifiedcutofftimefor submittalofrevisions.MeetingsbeforetheCommitteearenotsubjecttoopenmeetingacts. Vendorsareprohibitedfromelectronicallyrecordingthesemeetings.Allinformationreceived priortothecutofftimewillbeconsideredpartofthevendorsrevisedoffer.Noadditional

revisionsshallbemadeafterthespecifiedcutofftimeunlessrequestedbytheCommittee. Thecostofdevelopingandsubmittingtheproposalisentirelytheresponsibilityofthevendor. Thisincludescoststodeterminethenatureoftheengagement,preparationsoftheproposal, submittingtheproposal,negotiatingforthecontactandanyothercostsassociatedwiththis RFP. TheCommitteehastherighttorelyonanyinformationandpricequotesprovidedbyvendors. Thevendorshallberesponsibleforanymathematicalerrorinpricequotes.TheCommittee reservestherighttorejectproposalswhichcontainerrors. Aproposalshallnotbeconsideredforawardifthepriceoftheproposalwasnotarrivedat independentlyandwithoutcollusion,consultation,communicationoragreementastoanymatter relatedtopricewithanyothervendor,competitororinterestedparty. EVALUATIONOFPROPOSALS ProposalswillbeevaluatedbyaCommitteecomprisedofMETROstaffandoneormore representativesfromMETROmemberlibraries.Oneormorevendorsmaybeinvitedtomakea presentationinpersontotheCommitteeonorafterApril22,2013. AwardshallbemadeinthebestinterestoftheMETROmemberlibraries,asdeterminedbythe Committee.Althoughnoweightedvalueisassigned,considerationmayfocustowardbutisnot limitedto: Cost Adequacyandcompletenessofproposal Vendorsunderstandingoftheproject CompliancewiththetermsandconditionsoftheRFP Experienceinprovidingsimilarservices Methodologytoaccomplishtasks Vendorsabilitytoprovidetheservicesrequired Vendorsqualificationsandreferences Answerstoquestionsposedduringtheinpersonpresentation TheCommitteereservestherighttoacceptorrejectanyorallproposalsorpartofaproposal waiveanyinformalitiesortechnicalitiesclarifyanyambiguitiesinsubmittedproposalsmodify anycriteriainthisrequestandunlessotherwisespecified,acceptorrejectanyitemina proposal. TERMSANDCONDITIONS ThesuccessfulvendorwillberequiredtoenterintoawrittencontractwithMETRO.All responsesandstatementsmadebyavendorinresponsetotheRFPwillbeincorporatedinto theresultingcontractbetweenMETROandtheselectedvendor.Shouldtheselectedvendorand METROfailtoreachagreementoncontracttermsandconditions,METROreservestherightto

negotiatewithoneoftheothervendorsortoreissuetheRFP. Intheeventofaconflictintermsoflanguageamongthedocuments,thefollowingorderof precedenceshallgovern: writtenmodificationstotheexecutedcontract writtencontractsignedbytheparties thisRFPincludinganyandalladdenda ContractorswrittenproposalsubmittedinresponsetothisRFPasfinalized. Notices:Allnotices,demands,requests,approvals,reports,instructions,consents,orother communications(collectivelynotices)whichmayberequiredordesiredtobegivenbyeither partytotheothershallbeinwritingandaddressedtothedesignatedcontactforeachparty specifiedintheNoticessectionofthecontract. Noproposalsshallbediscloseduntilafteracontractawardhasbeenissued.TheCommittee reservestherighttodestroyallproposalsiftheRFPiswithdrawn,acontractawardis withdrawn,orinaccordancewithNewYorkStatelaw. Tradesecretsorproprietaryinformationlegallyrecognizedassuchandprotectedbylawmaybe requestedtobewithheldifclearlylabeledProprietaryoneachindividualpage.Pricing informationisnotconsideredproprietaryandthevendorsentireproposalresponsepackagewill notbeconsideredproprietary. Atthetimeofclosing,onlythenamesofthosewhosubmittedproposalsmaybemadepublic information.Nopriceinformationwillbereleased.Allbidderswillbenotifiedinwritingofthe selectedvendornolaterthanJune7,2013.Bidresultswillnotbegiventoindividualsoverthe telephone.Resultsmaybeobtainedaftercontractfinalizationbyobtainingabidtabulation summary. CONTACT Foranyquestionsorfurtherclarification,pleasecontact JasonKucsma ExecutiveDirector MetropolitanNewYorkLibraryCouncil(METRO) 57East11thStreet,4thFloor NY,NY10003 Email:jkucsma@metro.org

EXHIBITA: AccessspreadsheetforMETROdeliveryrosterat: http://bit.ly/Wn8yPf