COUNCIL AGENDA: 01/26/16 ITEM: 3.6 CITY OF, SAN JOSE Memorandum CAPITAL OF SILICON VALLEY TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Julia Cooper SUBJECT: SEE BELOW DATE: Approved Tjii 7 - - l<o SUBJECT: REPORT ON RFP FOR LIBRARY RESOURCE MATERIALS AND RELATED SERVICES RECOMMENDATION Authorize the City Manager to: 1. Execute open purchase orders for library books, reference and resource materials, and related services with Baker & Taylor (Charlotte, NC) and Ingram (La Vergne, TN) for the term February 1, 2016 through January 31, 2017, inclusive, for a total combined compensation of $3,000,000 for the initial term; 2. Approve a contingency for a total combined amount of $500,000 in the event that there are additional requirements for library resources; and 3. Exercise options to extend the term with Baker & Taylor and Ingram for up to six additional one-year periods, with the final term ending January 31, 2023, subject to the appropriation of funds. OUTCOME To ensure a complete and up-to-date inventory of reference and resource materials for all City of San Jose Library branches. BACKGROUND The City of San Jose Library Department invests a substantial portion of its budget each year in maintaining a current inventory of reference and resource materials. In addition to providing the resource materials, vendors also provide turnkey services that include the processing and cataloging required to make the resource shelf-ready, such as installing anti-theft/inventory
January 14,2016 Page 2 control devices (bar codes, radio frequency or RFID tags, tattle tape, spine labels, etc.), providing Machine Readable Cataloging (MARC) bibliographic records for each item, packaging, labeling, etc. Vendors also provide streamlined selection and ordering tools and data collection analysis tools to assist the Library in identifying gaps in materials and other valuable information which can then be used to provide better service to customers. ANALYSIS Pursuant to the City's procurement rules, a competitive Request for Proposal (RFP) was issued. Sixty-two companies viewed the RFP, and four submitted proposals prior to the submittal deadline. Proposal Evaluation Team: The proposals were evaluated by a three-member team of technical experts from the Library. Each team member independently evaluated and scored the proposals. Recommendation Summary: In accordance with the evaluation process, the overall scores (based on 100% maximum) for each finalist in the respective criteria are reflected in the table below. To ensure adequate availability of titles and the ability to price compare, it is in the Library's best interest to have both a primary and secondary vendor for this mission-critical area. Baker & Taylor and Ingram are recommended as they had the highest overall scores. T O I O T I T Children's Plus, Baker & Taylor Ingram Brodart Co. j nc Experience (25%) 22% 20% 17% 12% Technical (45%) 42% 33% 33% 27% LBE/SBE (10%) 0% 0% 0% 0% Cost (20%) 14% 13% 14% 20% TOTAL 78% 66% 64% 59% Local and Small Business Preference: In accordance with City policy, ten percent of the total possible evaluation points (five for each) were reserved for local and small business preference. None of the proposers requested local and/or small business preference. Protest: The City RFP process includes procedures for unsuccessful Proposers to protest Staff s award recommendation. No protests were received. The RFP process allowed staff to select the most qualified vendors to provide the aforementioned resources and services.
Page 3 EVALUATION AND FOLLOW-UP This memorandum will not require any further follow-up from staff. PUBLIC OUTREACH This memorandum will be posted on the City's website for the January 26, 2016 Council Agenda. COORDINATION This memorandum has been coordinated with the Library Department, the City Manager's Budget Office, and the City Attorney's Office. FISCAL/POLICY ALIGNMENT This Council item is consistent with the Council-approved City of San Jose Mission: "To serve, foster, and strengthen the community by providing access to lifelong learning, opportunities to enjoy life, and preserving healthy neighborhoods." COST SUMMARY/IMPLICATIONS 1. AMOUNT OF RECOMMENDATION/COST OF PROJECT: Baker & Taylor $2,500,000 Ingram 500,000 Contingency 500,000 TOTAL NOT TO EXCEED $3,500,000
Page 4 2. COST ELEMENTS OF AGREEMENT/CONTRACT: Description Estimated Annual Cost Baker & Taylor Ingram TOTAL Printed Books & Media $1,600,000 $400,000 $2,000,000 Cataloging & Processing Services 500,000 100,000 600,000 Data Collection Analysis Tool 30,000 0 30,000 Book Leasing 225,000 0 225,000 ematerials 145,000 0 145,000 Subtotal $2,500,000 $500,000 $3,000,000 Contingency 400,000 100,000 500,000 TOTAL NOT TO EXCEED $2,900,000 $600,000 $3,500,000 Note: Ingram does not currently offer Book Leasing or ematerials and only one data collection analysis tool is needed. Therefore at this time, those items will be sourced with Baker & Taylor. 3. SOURCE OF FUNDING: Fund 393: Construction Tax and Property Conveyance Tax Fund Fund 418: Library Parcel Tax 4. FISCAL IMPACT: After the initial one-year term, up to six one-year options could be exercised subject to the annual appropriation of funds. BUDGET REFERENCE The table below identifies the fund and appropriations to fund the purchase orders recommended as part of this memo. Fund# Appn# Appn. Name 393 4078 Acquisition of Materials 418 4078 Acquisition of Materials Total Appn Amt. for Contract 2015-2016 Adopted Capital Budget Page Last Budget Action (Date, Ord. No.) $4,709,000 $3,375,000 V-296 06/23/2015 Ord. No. 29589 $1,936,000 $125,000 V-296 10/20/2015 Ord. No. 29636
Page 5 CEOA Not a Project, File No. PP10-066(a), Agreements and Contracts. /s/ JULIA H. COOPER Director of Finance For questions, please contact Derek Hansel, Assistant Director of Finance, (408) 535-7041.