DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Annual Contract for Media, Cataloging and Digital Processing Services
SUMMARY:
This ordinance authorizes a contract with Midwest Tape LLC to provide the San Antonio Public Library Department (SAPL) with a contract for adult, young adult and children's media materials in English, Spanish and other languages, for the cataloging and digital processing services and electronic ordering and invoicing for an estimated annual amount up to $2,000,000.00 and a total estimated amount of $6,000,000.00. This contract will expire on September 30, 2015. 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 Midwest Tape LLC to provide adult, young adult and children's media materials in English, Spanish and other languages, cataloging and digital processing services and electronic ordering and invoicing for the San Antonio Public Library. A Request for Competitive Sealed Proposal was released on May 16, 2014 and two proposals were received on June 20, 2014. The evaluation committee consisted of representatives from the City Manager's Office and Library Department. The proposals were evaluated based upon the firm's experience, background and qualifications (30 points); services (50 points); and pricing and discounts (20 points).
This contract will provide the SAPL with adult, young adult and children's DVDs, Blu-ray discs, music CDs and audiobooks. These materials will support the collections of the Central Library, twenty-four branches and one school/public library. The contract will also support 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 staff would 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 adult, young adult and children's media materials in English, Spanish and other languages, cataloging and digital processing services and electronic ordering and invoicing. These materials will support the collections of the Central Library and twenty-four branch libraries and one school/public library.
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 goods/supplies 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 media 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 $2,000,000.00. 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 Midwest Tape LLC for an annual estimated cost of up to $2,000,000.00.
This contract was procured by means of Request For Competitive Sealed Proposal and a Contracts Disclosure Form is required.