HomeMy WebLinkAboutStaff Report 237-05• 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.
Every three years, staff issues a Request for Proposal (RFP) to wholesalers who provide these
materials to public libraries. Some vendors specialize in providing different types of materials.
Therefore, the RFP is structured so a vendor can propose to provide one or more major
categories of library materials such as adult books, children's books, audiovisual media, and
library continuations. Continuations are orders for titles, like travel guides and yearbooks, for
which libraries opt to automatically receive each new update. Purchase orders are established
with one or more of the vendors that best meet the selection criteria.
DISCUSSION
The last RFP process for the provision of library materials, completed in April 2004, resulted in
the staff recommendation to select Baker & Taylor as the principal supplier for library books,
audio visual, and library continuations. Eight vendors were invited to submit bids, and seven
responses were received.
As reported in CMR:182:05 sent to Council on March 14, 2005, the initial total dollar amount of
the purchase order with Baker & Taylor fell within the limit of the City Manager's approval
authority of $250,000 for goods, including incidental processing services totaling less than three
percent. The City currently has three blanket purchase orders with Baker & Taylor for FY 04-
05, totaling $245,000.
Based on the buying pattern experienced this fiscal year, staff estimates that the existing blanket
order with Baker & Taylor for the purchase of books will need to be increased by $68,000 to
cover planned expenditures through June 2005. This change will increase the total contract with
Baker & Taylor to $313,000, and therefore Council approval is required. ill addition, staff is
requesting that Council authorize the City Manager to approve further purchases in excess of
$250,000 for 2005-2006 and 2006-2007.
RESOURCE IMPACT
Funds for these purchase orders have been budgeted for FY 2004-05 and are planned for FY
2005-07.
POLICY IMPLICATIONS
This recommendation does not represent any change to existing City policies.
ENVIRONMENTAL REVIEW
This does not constitute a project under the California Environmental Quality Act. Therefore, no
environmental assessment is needed.
CMR:237:05 Page 2 of3
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