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RESOLUTION NO. 2016-267 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING A TWO-YEAR PURCHASE AGREEMENT BETWEEN THE CITY AND BAKER & TAYLOR, LLC. WITH SIX ONE-YEAR OPTIONS TO RENEW FOR THE PURCHASE OF LIBRARY BOOKS AND AUDIO-VISUAL MATERIALS
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RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
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SUMMARY
On September 2, 2016 in preparation for the expiration of the current vendor agreement, the City’s Senior Procurement Specialist issued specifications to select a primary supplier of library books and audio-visual materials for a two-year period ending December 31, 2018. A request for proposal was posted on Planet Bids. Sixteen prospective bidders downloaded the proposal and two submitted proposals. After evaluating the responses, it is recommended that the bid be awarded to Baker & Taylor and that the City enter into a two-year agreement as represented in Baker & Taylor’s Proposal Response (See Exhibit A) with up to six (6) one-year renewal options.
ENVIRONMENTAL REVIEW
Environmental Notice
Environmental Notice
The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
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Environmental Determination
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is required.
BOARD/COMMISSION RECOMMENDATION
Not Applicable
DISCUSSION
Book vendors are widely used by both public and academic American libraries in order to obtain better discounts, reduce administrative work, and provide faster ordering and delivery methods. These vendors are able to offer libraries sizable discounts off the retail price. Additional savings occur because orders can be sent to one vendor instead of creating individual orders for multiple vendors. Book vendors also provide secure systems for electronic ordering that interface with libraries’ integrated online systems, allowing the library to maintain financial records and order records with a minimum of paperwork.
A set of bid specifications was developed based on the Chula Vista Public Library evolving needs, previous bid specifications and examples for other public libraries. The updated specifications were posted on Planet Bids on September 2, 2016, RFP PO5-16/17.
The Library’s Digital Services Manager and the City’s Senior Procurement Specialist evaluated bids received from Ingram and Baker & Taylor.
CRITERIA AND EVALUATION
As outlined in the bid specifications, the responses were evaluated on several criteria, most importantly:
1. Ability to supply a broad range of books and other materials listed in the specifications;
2. Ability to deliver ordered materials in a timely manner;
3. Discounts offered; and,
4. Ability to provide effective online ordering tools that can interface with our integrated online system.
The responses from the vendors were quite similar. When there was a difference Baker & Taylor was the better choice.
1. Both could supply all of the physically different categories of materials.
2. Reponses to bid questions revealed small differences in fulfillment and delivery as seen on this table:
|
|
Baker & Taylor |
Ingram |
|
ARO* |
2-3 days |
2-5 days |
|
Out of Stock Average |
5% |
8% |
|
Initial Fill Rate of an order |
88-90% |
85-90% |
*Average number of days from receipt of order to point of delivery.
3. The discounts offered on materials were similar. Both vendors generally offered a 40% discount on paperbacks and 46% on hardcover books. There was only a small difference with DVDs; the Baker & Taylor discount was 30% and Ingram was 29.5%. See Exhibit B for details.
Pricing for processing services such as adding a spine or barcode were the same or varied by a cent or two per unit with Baker & Taylor offering the better prices. See Exhibit C for details.
4. The biggest differences became clearer when evaluating the online ordering tools; Baker & Taylor’s Title Source 360 and Ingram’s ipage. Both tools meet our criteria of providing the functionality we requested but close comparison revealed that Title Source 360 provided inventory and availability information up front on the title summary screen allowing the library to decide much more quickly whether or not to order (See Exhibit D for details). Also, when we tested a variety of titles, we discovered that west coast inventory appeared to be significantly larger with Title Source 360.
DECISION-MAKER CONFLICT
Not Applicable - Not Site-Specific
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the 500-foot rule found in California Code of Regulations Title 2, section 18702.2(a)(11), is not applicable to this decision for purposes of determining a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The City’s Strategic Plan has five major goals: Operational Excellence, Economic Vitality, Healthy Community, Strong and Secure Neighborhoods and a Connected Community. . The selection of Baker & Taylor to furnish the library with books and audio-Visual materials supports the goals of Economic Vitality and Operational Excellence. Through the competitive bid process Baker & Taylor presented itself as providing equal or better discounts on all materials and services, and their online catalog was shown to be the best at quickly providing information essential to selecting materials.
CURRENT YEAR FISCAL IMPACT
There is no fiscal impact to the General Fund. Funding for Library books and materials is already included in FY 2017 Budget.
ONGOING FISCAL IMPACT
There is no ongoing fiscal impact.
ATTACHMENTS
1. Baker & Taylor Proposal Response
2. Baker & Taylor Discounts
3. Summary View Comparison
4. Processing Fees Comparison
5. Resolution Approving Baker & Taylor
Staff Contact: Jodie Sawina, Library Digital Services Manager