AgdaPkt 2017-07-24 Closed and Joint SA FPA

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6.1.1. - Page 1 REPORT To the Honorable Mayor and City Council From the City Manager July 24, 2017 SUBJECT Award of Contracts — Provision of Library Materials, Collection Development Services, and Library Materials Processing RECOMMENDATION By motion, award contracts for Provision of Library Materials, Collection Development Services, and Library Materials Processing to Baker & Taylor, Inc. not to exceed $500,000 per year and to Midwest Tape not to exceed $200,000 per year for a period of three years, with options for two two-year extensions, and authorize the City Manager to execute the agreements BACKGROUND Redwood City Public Library purchases the majority of new items for its collections from wholesale distributors who maintain large inventories of titles from many publishers and producers. Obtaining books and media through these suppliers offers many advantages over purchasing from individual publishers including: • higher discounts off of retail prices • larger and more varied inventories • efficiencies in placing orders and processing payments • greater use of technologies needed to communicate with library databases and systems • the option to deliver the books and media circulation -ready with physical processing and cataloging information provided by the supplier Because annual Library expenditures with these distributors exceed the purchasing policy threshold for Council approval, and in order to obtain the best pricing from competing vendors, the Library issued an RFP for a pool of vendors to provide library materials, collection development services, and library materials processing. Because some vendors specialize in providing different types of materials and associated services, the RFP was structured so a vendor could propose to provide one or more major category of library materials such as books and/or audiovisual materials, as well as cataloging and processing for books and/or audiovisual materials.