Comprehensive book distribution services

The Vendor is required to provide book distribution capable of efficiently managing a modest catalog of approximately 500 titles, with 8–10 new publications per year.
- Services include warehousing, order fulfillment, metadata distribution, returns processing, accounts receivables management, marketing support, international distribution coordination with mare nostrum group, and royalty calculations, utilizing appropriate computer software to ensure efficiency and accuracy.
- Warehouse, monitor, and fulfill orders for print, electronic, and audio book inventory;
- Manage metadata distribution/onix feeds to bookseller industry;
- Accept and fulfill orders from customers;
- Process returned inventory and customer credit;
- Oversee accounts receivables;
- Provide marketing support;
- Coordinate with international distributor mare nostrum group;
- Calculate royalties on a semi-annual and annual basis.
- Inventory management:
• Receive inventory, perform quality inspections, and confirm quantities received for print, electronic, and audiobook formats.
• Store inventory in a secure, climate-controlled facility.
• Conduct annual inventory counts and monitor low-inventory levels.
• Perform title-specific activities (e.g., applying price stickers, inserting errata) with a specified hourly rate.
• Provide real-time inventory tracking and monthly reporting.
- Order fulfillment:
• Process orders from individuals, wholesalers/distributors, and international customers within a 48-hour turnaround from order placement to shipment.
• Support print, electronic, and audiobook formats, providing tracking information.
• Handle overnight shipping, rush orders, and backorders.
• Enable university press to sell directly to customers’ in-person.
- Returns processing:
• Accept and reshelve saleable returns per university press’ policies.
• Issue credits to customer accounts and provide credit memos.
• Coordinate the sale of damaged books to used book resellers.
- Metadata distribution
• Manage and distribute onix feeds to key accounts, booksellers, and library systems.
• Ensure metadata accuracy and compliance with industry standards.
- Customer service
• Process phone, email, and website orders with live support available through 3:00 pm pacific time.
• Follow up on shipping issues, resolve billing disputes, and issue refunds or account credits.
- Credit and collection management:
• Manage accounts receivables, including taking payments and issuing credits.
• Research and resolve chargebacks and perform dunning for overdue accounts.
• Facilitate eft/ach payments and calculate/collect state taxes.
- Sales and inventory reporting:
• Provide monthly sales and inventory reports, with options for client-initiated, on-demand, and customized reporting.
- Royalty calculations:
• Calculate royalties semi-annually and annually, including out-of-cycle payments.
• Prepare and mail royalty letters with detailed reports compliant with university press’ agreements.
- Marketing support:
• Collaborate on digital catalog services (e.g., edelweiss, book scan) and review copy shipments.
• Support exhibit shipping/returns and provide mailing lists to university press.
• Provide market analysis and sales trends to inform strategic planning.
- International distribution coordination:
• Coordinate with mare nostrum group for global distribution.
• Manage logistics for international orders and returns.
- Client relationships and support:
• Implement a transition process with a timeline for going live.
• Provide documentation and training for system use, including webinars and user groups.
• Offer tech support for systems and handheld card readers.
• Provide optional customizable title management software. 
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: June 20, 2025