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Home My WebLink About2008/12/09 Item 8 CITY COUNCIL AGENDA STATEMENT ~(ft,- CITY OF - ~. (HUlA VISTA DECEMBER 9, 2008, Item~ ITEM TITLE: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AWARDING A TWO-YEAR PURCHASE AGREEMENT TO BAKER & TAYLOR., WITH SIX ONE- YEAR RENEWAL OPTIONS FOR THE PURCHASE OF LIBRARY BOOKS AND AUDIO-VISUAL MATERIALS DEPUTY CITY MANAGERlLIBRARY DIRECTOR--tO INTERIM CITY MANAGER ')7 SUBMITTED BY: REVIEWED BY: 4/STHS VOTE: YES D NO ~ SUMMARY On September 5, 2008 in preparation for the expiration of the current vendor contract, the City's Purchasing Agent issued specifications to select a primary and possibly secondary supplier of library books and audiovisual materials for a contracted two-year period ending December 31, 2010. Four vendors, representing major book suppliers in the public library and educational marketplace, responded. After evaluating the responses, it is recommended that the bid be awarded to Baker & Taylor and that the City enter into a two-year agreement, with up to six (6) one-year renewal options, 'With that vendor. ENVIRONMENTAL REVIEW The Environmental Review Coordinator has reviewed the proposed actIVIty for compliance with the California Environmental Quality Act (CEQA) and has determined that there is no possibility that the activity in question may have a significant effect on the environment; therefore, pursuant to Section 15061(b)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary. RECOMMENDATION Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not applicable. 8-1 DECEMBER 9, 2008, Iteml Page 2 of5 DISCUSSION Book vendors are widely used by both public and academic American libraries in order to obtain better discounts, reduce paperwork and provide faster ordering methods. These vendors are able to offer libraries sizable discounts off the retail price. Additional savings occur because orders can then be sent to one vendor instead of creating individual orders for multiple vendors. Book vendors also provide secure systems for electronic ordering tbat interface with libraries' automated systems, allowing the library to maintain financial records and order records with minimum paperwork. In preparation for the December 31, 2008 expiration of the current vendor contract with Baker & Taylor, a set of bid specifications was developed based on the Chula Vista Public Library needs, examples from other local libraries and previous bid specifications. The updated specifications were mailed to major book vendors that serve the public library market. A local advertisement requesting bids was also placed. Four vendors submitted bids, which were formally opened on October 6, 2008. The library's Digital and Technical Services Manager and the City's Purchasing Agent evaluated the bids received from Brodart, Ingram, Gale and Baker & Taylor. CRITERIA AND EVALUATION As outlined in the bid specifications, the responses were evaluated on a number of criteria, most importantly: 1. Ability to supply the categories of books and audiovisual materials listed in the specifications; 2. Availability of electronic interface with Innovative Interfaces Millennium, the library's automation system; and 3. Discounts offered. 1. Ability to supply the categories of books and audiovisual materials as listed in the bid specifications: Of the four vendors that responded, Baker & Taylor was the vendor that indicated it could supply most of the categories of books and audiovisual materials outlined in the bid specifications. Also, the vendors were asked to specify the percentage of an order they would expect to fill within the first 30 days. Baker & Taylor indicated that it expects to be able to supply 90% of an order within 30 days and this is the higbest expected fill rate of all four vendors. In addition to this, Baker & Taylor indicated that it carries the largest number of titles in its warehouse (800,000) and stocks the higbest number of publishers (75,000). 8-2 DECEMBER 9, 2008, Item~ Page 3 of5 2. Ability to interface with Innovative Interfaces },;[iflennium System: The ability to order materials electronically is important to the library as it reduces paperwork, provides a faster method for ordering and enables book order records to be seen by the public in the library catalog. For the past six years, Baker & Taylor has been able to provide an online ordering system which integrates seamlessly with the library's system allowing the library maintain accurate and timely records. 3. Discounts Qffered: Vendors were asked for their proposed discount rates as applied to the chief purchase categories, including trade books, reference and technical books, mass market paperbacks, compact discs, audio and video cassettes, and DVD's. The savings discounted off the retail purchase price offered on the most popular categories by the different vendors were as follows (see Attachment A for a more detailed overview of discount rates): Vendor Percentage Baker & Taylor 46% Brodart 45% Ingram 41% Gale varies Based on Baker & Taylor's demonstrated ability to provide satisfactory service to the library, its ability to provide the widest range of library materials, and the favorable discount rates offered, especially in trade books (the largest dollar value category), this vendor is recommended. Due to the inability of the other vendors to supply the full range of materials as outlined in the bid, selecting a secondary vendor is not recommended at this time. The library requests that the option to renew by mutual consent, after two years, for six additional one-year periods, as recommended by the City's Purchasing Agent, also be approved. DECISION MAKER CONFLICT Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently the 500 foot rule found in California Cede of Regulations section 18704.2(a)(l) is not applicable to this decision. FISCAL IMPACT Depending on budgetary constraints, up to $200,000 may be used for book purchases for the remainder of this fiscal year (FY 2008/2009). It is hoped the library's book budget in 8-3 DECEMBER 9, 2008, Item~ Page 4 of5 FY 2009/2010 will range from $175,000 to $285,000, but this estimate is subject to change depending on budget projections. This contract will include flexibility to adjust appropriately to whatever the existing funding situation may be. ATTACHMENTS Attachment A- Discounts Offered Prepared by: Mariya Anton, Library Administrative Services Coordinator, Library 8-4 DECEMBER 9, 2008, Iteml Page 5 of5 Attachment A Item# Description Unit of Vendor Vendor Vendor \1 endor measure 0/0 Disc Brodart Ingram Baker&Taylor Gale ADULT TRADE BOOKS, GENERAL READERSHIP, FICTION & NON-FICTION 46 1 45 41 vanes JUVENILE TRADE BOOKS FICTION & NON-FICTION 2 45 41 46 vanes 3BESTSELLERS by binding 41 46 vanes REFERENCE//TECHNICAL 4 TEXTBOOKS 12 0-35 0-10 vanes MASS MARKET 5 PAPERBACKS 40 40.5 40 N/A BOOKS OF A TRADE NATURE (SMALL PUBLISHERS NOT INCLUDED IN ANNUAL 6 TRADE LISTS) 12 0-35 10 vanes PUBLISHERS' LIBRARY 7 BINDINGS 20 21-41 22.5 vanes 8AUDfO &VISUAL 8a Talking books 42 0-45 45 iN/A 8b. Music CDs 21 0-45 26 iN/A 8c. DVDs 25 0-35 29.5 ~/A 8d. Playaways 18 25 20 ~/A PAYMENT TERivfS net% 30 days net% 30 days 0% 30 days net% 30 days, PUBLIC AGENCY PARTICIPATION rres no no no GAMES IN/A N/A no bid iN/A INVENTORY 4 mil 6 mil 17mil 6.5 mil 8-5 . ___. RESOLUTION NO. 2008- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA AWARDING A TWO-YEAR PURCHASE AGREEMENT TO BAKER & TAYLOR, WITH SIX ONE- YEAR RENEWAL OPTIONS, FOR PURCHASE OF LIBRARY BOOKS AND AUDIO- VISUAL MATERIALS WHEREAS, book vendors are widely used by American libraries in order to obtain better discounts, reduce paperwork and provide faster ordering methods; and WHEREAS, these vendors are able to offer libraries sizable discounts off the retail price because orders can be sent to one vendor instead of creating individual orders for multiple vendors; and 'vVHEREAS, book vendors also provide secure systems for electronic ordering that interface with libraries automated systems, allowing the library to maintain financial records and order records with minimum paperwork; and WHEREAS, in preparation of the December 31, 2008, expiration of the current vendor contract, which is incidentally with Baker & Taylor, a set of bid specifications was developed, based on examples from other local libraries and the previous bid specifications; and WHEREAS, on September 5,2008, the City's Purchasing Agent issued specifications to select a primary and possibly secondaty supplier of library books and audiovisual materials for a contracted two-year period ending December 31, 2010; and WHEREAS, these specifications were mailed to major book vendors that serve the public library market, and a local advertisement requesting bids was also placed; and WHEREAS, the library's Digital Services Manager and the City's Purchasing Agent evaluated the four bid responses that were received by the City; and WHEREAS, based on Baker & Taylor's demonstrated ability to provide satisfactory service to the library, its abilityto provide the widest range oflibrary materials, and the favorable discount rates offered, especially in trade books (the largest dollar value category), this vendor is recorrunended;and WHEREAS, the inability of the other vendors to supply the full range of materials, as outlined in the bid, means that the option to select a secondary vendor is not recommended; and WHEREAS, the library requests that the option to renew by mutual consent, after two years, for six additional one-year periods, as recommended by the City's Purchasing Agent, also be approved. J:\At\om"yIRESQIAGRcE.V1ENTSIBaker & Taylor (books and A Y e:<pmlL12.02-08.doc 8 - 6 --_._. ,..,..._..,.,~'.- Resolution No. 2008- Page 2 NOW, THEREFORE, BE IT RESOLVED by !be City Council of the City ofChula Vista that it hereby awards a two-year purchase agreement to Baker & Taylor, with six one-year renewal options, for purchase of library books and audio-visual materials. II , art C. Mies eld Interim City Attorney Presented by Leah Browder Director of Library l:\Al!arneyIRESQI,AGREEME:-.rTSIBaker & Taylor (books and AV eqpml)_12-02.08.doc 8 _ 7