HomeMy WebLinkAboutItem 2f: Agreement with Baker & Taylor for Primary Materials Services Of ARO,
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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