RFP: SJVLS 24-004: Original Cataloging Services


The San Joaquin Valley Library System (SJVLS) is seeking bids from vendors or consultants to provide original cataloging records on an as-needed basis for our member libraries as we prepare to change how we manage bibliographic record creation in the upcoming fiscal year that begins on July 1, 2024. The selected respondent will be responsible for creating original bibliographic record(s), uploading them to OCLC on the member’s behalf, and providing an electronic copy of the record(s) to load into our ILS. Bibliographic records will be created following MARC and RDA rules, as outlined in the Scope of Work. SJVLS’s standards for bibliographic records are provided in Appendix A of the RFP. Historic counts of records created by fiscal year are provided in Appendix B.


SJVLS serves the public library systems of Fresno, Kern, Kings, Madera, Merced, Mariposa, and Tulare Counties, and the city/district libraries of Coalinga-Huron, Porterville, and Tulare.   In all, SJVLS represents 10 library jurisdictions and 114 individual library locations including large urban, medium city/suburban, and small, isolated rural libraries. [See https://www.sjvls.org/library-locations for a map of branch locations.]

SJVLS attempts to provide the member libraries with services that can be performed more economically as a consortium than as individual libraries. These services will be delineated below in the scope of work.

Vendor Teleconference Instructions

The vendor teleconference was held on Wednesday, April 3, 2024 at 10:00 a.m. on Microsoft Teams.

Any vendors that want to participate must email Purchasing Agent at christopher.wymer@sjvls.org no later than 3:00 p.m. on Tuesday, April 2, 2024, to receive link and instructions.

Click here to read the teleconference notes.

Request Interpretations or Corrections

Requests for clarification, interpretation, or correction may be submitted via email to christopher.wymer@sjvls.org

Closing Instructions

All submissions must be received by the date and time indicated as the Closing Date in the Key Dates section below. Proposals must be submitted electronically to christopher.wymer@sjvls.org. Please include the bid number and vendor name in the subject line.


RFP Issue Date: Monday, March 18, 2024
Vendor Teleconference: Wednesday, April 3, 2024 at 10:00 a.m.
Deadline for Requests for Interpretations or Corrections of RFP: Monday, April 1, 2024 at 3:00 p.m.
Response to Questions Posted: Thursday, April 4, 2024
RFP Closing Date: Friday, April 19, 2024 at 3:00 p.m.

*** ADDENDUM 1 ***

On April 4, 2024 SJVLS released addendum 1 to the RFP to clarify that bids will be submitted electronically. The addendum deletes and replaces Section 2(A) – Submitting Bids on page 4. The previous section mentioned submitting bids in a sealed envelope with the bid number and closing date/time on the outside, which is not possible with an electronic submission. The updated section clarifies that bids will be submitted electronically and provides instructions on how to send a response.

*** ADDENDUM 2 ***

On April 4, 2024 SJVLS released addendum 2 to the RFP providing more information about the current and new cataloging workflows within SJVLS, and answers to the written questions received and questions answered during the vendor teleconference. 


On May 24, 2024, SJVLS Administrative Council approved the award to the winning respondent, Backstage Library Works. Click here to view the Notice of Proposed Award.