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STAFF REPORT
Library and Museum Services Department
DATE: October 1, 2013
TO: Honorable Mayor and City Council
FROM: Mary Beth Hayes, Library and Museum Services Director
Prepared by Roger Hiles, Library Services Manager
SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE AN
AGREEMENT WITH EBSCO INFORMATION SERVICES FOR LIBRARY
SUBSCRIPTION SERVICES FOR A PERIOD OF ONE (1) YEAR WITH
AN OPTION TO RENEW FOR A MAXIMUM OF THREE (3) ADDITIONAL
ONE (1) YEAR TERMS
Recommendation: Approve
SUMMARY
It is recommended that the City Council authorize and direct the City Manager to
execute an agreement with EBSCO Information Services for subscription services for
the Library's newspapers and magazines for a period of one (1) year with an option to
renew for a maximum of three (3) additional one (1) year terms. Sufficient funds are
available in the City's General Fund.
DISCUSSION
The Arcadia Public Library currently subscribes to more than 200 magazines and
newspapers, and like many other libraries, uses a subscription service company to
order and pay for subscriptions selected by library staff, as well to as resolve
subscription problems (including late or missed issues). By outsourcing these tedious
and repetitive tasks, Library staff time can be more efficiently used to process these
time - sensitive items and make them available to the public.
On July 31, 2013, the Library sent out Requests for Proposal (RFP) to three
subscription service companies: Basch Subscriptions, the Demco Periodical
Subscription Service, and EBSCO Information Services. The RFP responses were due
back to the City on August 27, 2013. An evaluation panel reviewed the proposals
submitted by the deadline using the following criteria:
Library Subscription Services
October 1, 2013
Page 2 of 2
1. Thoroughness and understanding of the scope of work (25 %)
2. Related experience of the proposer (20 %)
3. References (20 %)
4. Cost (25 %)
5. Quality of Proposal (10 %)
It was decided by the panel that EBSCO Information Services offered the best service
and price for the needs of the Arcadia Public Library.
FISCAL IMPACT
The cost for the subscription of newspapers and magazines has been budgeted in the
Adult and Children's Services library materials funds for the Fiscal Year 2013 -14 Budget
of the City of Arcadia. The cost in Fiscal Year 2013 -14 will not exceed $16,500, though
it will vary in later years depending on the titles available or requested. In each fiscal
year, a maximum contract amount will be established through the Library's budgeting
process.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
execute an agreement with EBSCO Information Services for library subscription
services for a period of one (1) year with an option to renew for a maximum of three (3)
additional one (1) year terms.
Approved:
Dominic Lazza
City Manager