DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Print Materials, Cataloging and Processing Services
SUMMARY:
This ordinance authorizes a contract with Baker & Taylor, Inc. to provide the San Antonio Public Library Department (SAPL) with new print materials, cataloging and processing services, electronic ordering and invoicing for an estimated annual amount of up to $2,700,000.00 and an estimated total amount of $13,500,000.00. This contract will expire on September 30, 2017. At City's option, this contract may be renewed under the same terms and conditions for two additional one year periods. Funding for this contract is available through the FY 2015 Library General Fund Budget.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is the proposal submitted by Baker & Taylor, Inc. to provide new print materials, cataloging and digital processing services and electronic ordering and invoicing for the SAPL. A Request for Competitive Sealed Proposals was released on May 22, 2014 and one proposal was received on June 23, 2014. The proposal was evaluated by a committee comprised of staff from the City Manager's Office and Library Department. The proposal from Baker & Taylor, Inc. was determined to be responsive based upon the following criteria: experience, background and qualifications; proposed plan, pricing and discounts.
This contract will provide the SAPL with new print materials for library customers. These materials will support the collections of the Central Library, twenty-four branches, and one school/public library. The contract also supports two opening day collections for new library branches, electronic ordering and invoicing services, and radio-frequency identification (RFID) tags added to newly ordered items. The SAPL will have the capability to access vendor online services and other resources to select and order current and relevant media.
ISSUE:
This contract will provide the SAPL with a contractor to provide new print materials, cataloging and digital processing services and electronic ordering and invoicing. These materials will support the collections of the Central Library and 24 branch libraries, one school/public library, and at least two new branch library openings.
The Small Business Economic Development Advocacy Ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional non-service contracts, so no preference was applied to this contract.
This item was presented to the High Profile Contracts Council Committee on August 6, 2014.
ALTERNATIVES:
Should this contract not be approved, the SAPL would not be able to provide the quantity of new print materials to library customers that have been provided in the past for their recreational, informational and educational needs. In addition, lack of an annual contract would result in increased costs and delivery times for new media materials.
FISCAL IMPACT:
Funds are not encumbered by this ordinance. All expenditures will be in accordance with the Department's adopted budget approved by City Council. The estimated annual cost for the contracts listed on this ordinance is approximately $2,700,000.00. Purchases made by the Department are as needed and dependent upon available funds within their adopted budget.
RECOMMENDATION:
Staff recommends approval of this contract with Baker & Taylor Inc. for an annual estimated cost of up to $2,700,000.00.
This contract was procured by means of Request for Competitive Sealed Proposals and a Contracts Disclosure Form is required.