HomeMy WebLinkAboutStaff Report 3944
City of Palo Alto (ID # 3944)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 8/5/2013
City of Palo Alto Page 1
Summary Title: Contract Amendment
Title: Approval of a Contract Amendment with Baker & Taylor in the Amount
of $390,000 to Purchase Library Materials for the City Library System
From: City Manager
Lead Department: Library
Recommendation
Staff recommends that Council authorize the City Manager to increase four contracts with
Baker & Taylor for a total not to exceed $390,000 and to extend these contracts to June 2014:
Contract #C11137900A with Baker & Taylor in an amount not to exceed $250,000 for
the library print collection
#C11137900B with Baker & Taylor in an amount not to exceed $60,000 for the library
media collection
#C11137900C with Baker & Taylor in an amount not to exceed $40,000 for the library
print collection as Standing Orders
#C11137900D with Baker & Taylor in an amount not to exceed $40,000 for cataloging
and processing services.
Background
The Library Department has been purchasing materials and services from Baker & Taylor under
contracts C11137900A, C11137900B, C11137900C, and C11137900D. These four-year contracts
became effective in October, 2009 and will end in October, 2013. The work performed under
the contracts is to purchase library collection materials and the services needed to prepare the
collection for circulation in a timely manner.
City of Palo Alto Page 2
Discussion
The terms of the contracts are expiring in October 2013. Before, during and immediately
following that month, staff will be fully engaged in a wide variety of activities, the goal of which
is to ensure a successful opening of the new Mitchell Park Library. To effectively address this
priority, staff recommends amending the contracts by extending the contracts with Baker &
Taylor to June 2014 with a grand total not to exceed $390,000.
Baker & Taylor has been able to meet the Library’s expectations in both quality and quantity for
providing collection materials to support library services and meet customer demands. The
contract amendment enables the Library to continue working with Baker & Taylor as a vendor
to deliver expected services in an uninterrupted manner. An additional benefit of amending the
contract will be to allow the contract period to be aligned with the regular budget cycle. That
enables the Library to effectively monitor and encumber library materials budget, resulting in
increased work efficiency.
Policy Implications
This recommendation does not represent any change to existing City policies.
Resource Impact
Funds for this extension have been appropriated in the FY 2014 Adopted Budget.
Timeline
November 1, 2013 through June 30, 2014.
Environmental Review
This does no constitute a project under the California Environmental Quality Act. Therefore, no
environmental assessment is needed.
Attachments:
City of Palo Alto Page 3
C11137900A (PDF)
C11137900B (PDF)
C11137900C (PDF)
C11137900D (PDF)