HomeMy WebLinkAboutItem 2k - Extension to the Professional Agreement Services for Library Material"EM
DATE: July 7, 2015
STAFF REPORT
Library and Museum Services Department
TO: Honorable Mayor and City Council
FROM: Mary Beth Hayes, Director of Library and Museum Services
Prepared by: Roger Hiles, Library Services Manager
SUBJECT: EXTENSION TO THE PROFESSIONAL SERVICES AGREEMENT WITH
BAKER & TAYLOR, INC. FOR LIBRARY MATERIAL VENDOR SERVICES
IN AN AMOUNT NOT TO EXCEED $215,000
Recommendation: Approve
SUMMARY
The existing Professional Services Agreement ( "PSA ") with the Baker & Taylor, Inc. for
primary material vendor services for the Library expires on June 30, 2015, with an option
to renew for an additional three (3) one (1) year terms. It is recommended that the City
Council authorize and direct the City Manager to execute the first one year extension;
sufficient funds have been included in the City's Operating Budget for FY 2015 -16.
DISCUSSION
In order to facilitate and expedite the acquisition of new library materials, the Library
utilizes the services of a primary materials vendor. In 2012, after a Request for Proposals
was conducted, and with the recommendation of the Library Board of Trustees, the PSA
was awarded to Baker & Taylor, Inc., a leading materials distributor for libraries, for a three
year period, with an option to renew for three additional one -year terms on a year -by -year
basis.
The products and services provided to the Library by Baker & Taylor include books and
audio materials for children and adults, as well as ordering and acquisitions support
including the provision of electronic order records for the Library's Koha Integrated Library
System (ILS). Baker & Taylor offers the Library discounts ranging from 10% to 45% off list
prices depending on product category, with free shipping.
Baker & Taylor continues to be the most qualified to provide the best primary materials
vendor services to the Library. This extension will serve as the first of three allowed under
the PSA.
Extension to the Professional Services Agreement with Baker & Taylor, Inc. for Library
Material Vendor Services
July, 7, 2015
Page 2 of 2
FISCAL IMPACT
Under the terms of the PSA, purchases are not to exceed $215,000 per one -year term.
Sufficient funds have been approved in the City's Operating Budget for FY 2015 -16, with a
total of $236,500 approved for library materials for children and adults.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to execute
a one year extension to the Professional Services Agreement with Baker & Taylor, Inc. for
primary material vendor services for the Library in an amount not to exceed $215,000.
Approved,
Dominic LazzarAd
City Manager
Attachment: Draft Amendment to Professional Services Agreement
AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES
AGREEMENT FOR PRIMARY MATERIAL SERVICES BY AND
BETWEEN THE CITY OF ARCADIA AND BAKER & TAYLOR
This Amendment No. 1 ( "Amendment No. 1 ") is hereby entered into by and
between the City of Arcadia, a charter city organized under the Constitution and laws of
the State of California, and Baker & Taylor, a Delaware Corporation, with respect to that
certain Professional Services Agreement between the Parties dated November 28,
2012 ( "the Agreement ").
The Parties agree as follows:
1. Section 3.1.2 of the Agreement is amended by extending the term from July 1,
2015, through June 30, 2016 ( "Extended Term ").
2. All of the remaining terms and provisions of the Agreement are hereby
reaffirmed.
In witness whereof the parties have executed this Amendment No. 1 on the date
set forth below.
CITY OF ARCADIA
Dominic Lazzaretto
City Manager
Dated:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Stephen P. Deitsch
City Attorney
1
BAKER & TAYLOR
Signature
Print Name and Title
Dated:
Signature
Print Name and Title
Dated:
CONCUR:
Mary Beth Hayes, Director of
Library & Museum Services