AgdaPkt 2018-06-11 Closed and Joint SA PFA

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6.1.J. - Page 2 libraries similar to Redwood City Public Library, customer service support, replacement/credit program for missing or damaged issues, multi-year subscription options, flexibility to adjust orders to a common expiration date, proration of part -year subscriptions, and reporting capabilities. 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, which may affect the allocation for periodicals. 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 contract is a not -to - exceed form of contract rather than a fixed dollar amount. Of the three vendors who responded to the RFP, EBSCO was the least expensive provider who could guarantee the flexibility to adjust orders to a common expiration dates and to prorate part -year subscriptions. EBSCO also offered the most robust reporting capabilities for analyzing subscription data of any proposer, and they currently work with a number of similarly sized (and larger) California public libraries. The cost of EBSCO was approximately $3,290 per year higher than the lowest cost bidder, Magazine Subscriptions PTP, which does not currently serve any California public libraries. EBSCO also offers an online magazine access service for libraries to provide to the public, which the Library plans to consider adding when its current online magazine service contract expires. Utilizing EBSCO as the Library's provider for physical magazine subscriptions entitles the Library to a $3,000 annual discount on the Flipster online subscription service. The third proposer, WT Cox, provided the highest cost bid with no distinguishing features that would justify the additional cost. Based on the potential online service discount, as well as the enhanced flexibility in managing subscriptions, reporting capabilities, and knowledge of the California market, EBSCO was identified as the most responsive contractor and the most advantageous contractor from which to purchase periodical procurement and delivery services to meet the needs of Redwood City Public Library. ALTERNATIVES The Council may choose not to award the contract and direct staff to rebid this project. FISCAL IMPACT Funds for Library materials are appropriated annually, and are budgeted at $658,788 for FY 2017-18. The contract does not commit to any specific level of annual expenditures. ENVIRONMENTAL REVIEW