AgdaPkt 2017-07-24 Closed and Joint SA FPA

Browse Search

6.1.1. - Page 2 ANALYSIS On March 10, 2017, a Request for Proposals was published in the Daily News with a submission deadline of 4:00 pm on March 29, 2017. Additionally, copies of the proposal notice were emailed to five companies. The five received proposals were opened by the City Clerk on March 29, 2017. An evaluation team consisting of staff from the Library evaluated the five proposals. The criteria used were ability to provide the types of materials and services requested; cost considerations including discounts extended, and additional charges such as service fees; compatibility with the Library's automated systems; and expertise providing required service. In the Library's continuing effort to look for staff efficiencies, the vendor's services were also evaluated as to whether they would increase or decrease staff's workloads related to selecting, ordering and processing new library materials. The annual budget for Library materials is established through the City budget process, resulting in potential for positive or negative changes in the allocation for Library materials. In addition, annual fluctuations in the types of materials purchased vary in order to be responsive to customer usage patterns and requests. Because of the nature of the purchase of Library materials, which involves a high volume of purchase of low cost items, the contracts are a not -to -exceed budget per task form of contract rather than a fixed dollar amount. Since not all vendors provided a response to all sections of the RFP, the evaluation was broken into two types of materials, books and audiovisual materials. An evaluation summary of the major components of the RFP is provided in Attachment A. Of the five vendors who responded to the RFP, two submitted proposals to provide books: Baker & Taylor and Ingram Library Services. Baker & Taylor offers a slightly higher discount on Trade Hardback books which make up the majority of the new books purchased by the library. Baker & Taylor also charged significantly less than Ingram for the pre-processing of new books. Baker & Taylor's online order database was more functional than Ingram's, specifically offering a less -cluttered visual presentation, an easier -to -use system of search filters, and a search -by -review source feature. These features result in greater staff efficiency in the selection and ordering of library materials. Additionally, the library currently contracts with Collection HQ for analysis of library materials. One of the tools within Collection HQ works compatibly with Baker & Taylor for selection and discovery of new materials. While this service is not essential, it does save staff time when purchasing these materials. Five of the five vendors provided responses to all or part of the audiovisual section of the RFP: Baker & Taylor, Ingram Library Services, Midwest Tape, Recorded Books and