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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