Laserfiche WebLink
6.1.J. - Page 1 <br />REPORT <br />To the Honorable Mayor and City Council <br />From the City Manager <br />June 11, 2018 <br />SUBJECT <br />Award of Contract — Periodical Procurement and Delivery Services <br />RECOMMENDATION <br />By motion, approve and authorize the City Manager to execute a three-year contract for <br />periodical procurement and delivery services with EBSCO Industries, Inc. in an amount <br />not to exceed $54,924 for the initial three-year term, which agreement includes an <br />option for the City Manager to extend the agreement for two additional two-year terms, <br />for a total not -to -exceed contract price of $128,156 <br />BACKGROUND <br />The Redwood City Public Library purchases approximately 300 individual magazine and <br />newspaper subscriptions for its collections each year. The majority of these <br />subscriptions are managed by an aggregator who maintains a large inventory of titles <br />from many publishers and producers, and provides such services as subscription <br />renewals, adjustments, and cancellations; processing claims for missing or damaged <br />issues; and supplying replacement copies. Aggregators can provide these services <br />more cost-effectively than in-house staff, while also offering pricing discounts better <br />than what the Library could obtain by subscribing directly to each title. <br />Because anticipated Library expenditures with an aggregator exceed the purchasing <br />policy threshold for issuing an RFP, and in order to obtain the best pricing from <br />competing vendors, the Library issued an RFP for a consultant to provide periodical <br />procurement and delivery services. <br />ANALYSIS <br />On April 13, 2018, a Request for Proposals was published in the Daily News with a <br />submission deadline of 4:00 pm on April 25, 2018. Additionally, copies of the proposal <br />notice were emailed to three companies. Three received proposals were opened by <br />staff in the City Clerk office on April 25, 2018. <br />An evaluation team consisting of staff from the Library evaluated the three proposals. <br />The criteria used included pricing and discounts, proposers' experience in serving <br />