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Page 2 of 4 <br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.org <br />The option to deliver the media circulation-ready and physical processing and cataloging <br />information provided by the supplier. <br />Access to digital materials through a platform <br />The library issued a Request for Proposals (RFP) for a pool of vendors to provide physical and digital <br />audiovisual materials, collection development services, and library materials processing. Some vendors <br />specialize in providing different types of materials and associated services so staff structured the RFP so <br />that a vendor could propose to provide one or more major category of library materials such as physical <br />or digital audiovisual materials, as well as cataloging and processing for the physical audiovisual materials. <br />ANALYSIS <br />The City published the RFP on May 30, 2024, and emailed the RFP to five companies. Four proposals were <br />received by the deadline and opened on June 27, 2024. <br />An evaluation team consisting of Library staff evaluated the four proposals. The team used the following <br />criteria used to assess the proposals: <br />1) Ability to provide the types of materials and services requested; <br />2) Cost considerations including discounts, and additional charges such as service fees; <br />3) Compatibility with the Library’s automated systems; <br />4) Expertise providing required service; and <br />5) Whether they would increase or decrease staff workload related to selecting, ordering and <br />processing new library materials. <br />The budget for Library materials is established through the annual budget process and can change from <br />one year to the next. In addition, annual fluctuations in the types of materials purchased vary to be <br />responsive to customer usage patterns and requests. Because of the nature of the purchase of Library <br />materials, which involves a high volume of low-cost items, the agreement is structured with a not-to- <br />exceed compensation format rather than a fixed dollar amount. <br />Since not all vendors provided a response to all components of the RFP, the evaluation was broken into <br />two types of materials, physical audiovisual materials and electronic audiovisual materials. An evaluation <br />summary of the major components of the RFP is provided in Attachment B. <br />Four vendors responded to the RFP and two submitted proposals to provide physical audiovisual <br />materials: Midwest Tape LLC and Baker & Taylor. Midwest Tape LLC and Baker & Taylor offer discounts <br />for materials; however, the processing and cataloging costs are higher for Baker & Taylor than Midwest <br />Tape LLC. In addition, Baker & Taylor charges original cataloging for each item, while Midwest Tape only <br />charges once for original cataloging for a title and then a small fee for additional items. Taking the whole <br />cost of supplying and preprocessing items into account, Midwest Tape offers the best combination of <br />supply of needed titles and cost of processing and cataloging. <br />6.O. - Page 2 of 18 <br />573