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HomeMy WebLinkAboutItem 2f: Agreement with Baker & Taylor for Primary Materials Services Of ARO, f � PEREll.r 6 STAFF REPORT Library and Museum Services Department DATE: June 5, 2012 TO: Mayor and City Council FROM: Jackie Faust-Moreno, Library and Museum Services Director c1'111M Prepared by Mary Beth Hayes, Library Services Manager SUBJECT: Authorize and direct the City Manager to execute a contract with Baker & Taylor to provide primary library materials vendor services for a three (3) year period from July 1, 2012, to June 30, 2015, with an option to renew for a maximum of three (3) one (1) year terms. Recommendation: Approve SUMMARY It is recommended that the City Council authorize and direct the City Manager to enter into a contract with Baker & Taylor to provide primary material vendor services for the Library for a period of three years with an option to renew for an additional three (3) one (1) year periods thereafter. If approved, the costs of the services will be included in the proposed Budget for Fiscal Year 2012/13. BACKGROUND In order to facilitate and expedite the acquisition of new library materials, the Library utilizes the services of a primary materials vendor. Using a vendor is the most efficient and cost-effective way to coordinate and expedite the acquisition process. DISCUSSION In April 2012, proposals were solicited for primary library materials vendor services. A notice inviting proposals was published in the Arcadia Weekly newspaper and a Request for Proposals was mailed to three vendors who are known to have expertise in the provision of these services and materials. The City Clerk opened three sealed proposals on May 8, 2012. These proposals were reviewed by a committee of four representatives from various sections within the Library and one representative from outside the Library for related and relevant experience of the firm, understanding of the scope of work, references, and discount schedules. After careful evaluation and with the approval of the Library Board of Trustees, it is recommended to contract for primary Staff Report—Authorize Contract June 5, 2012 Page 2 materials vendor services with Baker & Taylor, a supplier of books, DVDs, and music products to libraries. Baker & Taylor is the leading distributer of materials for library patrons of all ages, including adults, children, and teens. Their national distribution network is comprised of five book and audio visual distribution centers that maintain a combined inventory of over 17 million items. They have a proven track record with Koha, the Library's Integrated Library System (ILS), which enables online ordering and order confirmation, as well as the ability to upload acquisition level records electronically into our ILS. Ordering through the Baker & Taylor web site improves efficiency and expedites delivery in a timely fashion. FISCAL IMPACT A total of $215,000 has been proposed in the FY 2012/13 Operating Budget for library materials for adults and children, providing adequate funds for the proposed purchases through the services of Baker & Taylor. These purchases represent a discount of 10% to 45% depending on product category. Materials are to be shipped FOB Destination, Free Shipping. RECOMMENDATION Authorize and direct the City Manager to enter into a contract with Baker & Taylor to provide primary material vendor services for the Library for a period of three years with an option to renew for an additional three (3) one (1) year periods thereafter. APPROVED: Dominic Lazzare ity Manager