Title
Library Materials and Associated Services (Ordinance S-44097)
Description
Request to authorize the City Manager, or his designee, to enter into contracts with Brodart, Baker & Taylor, Recorded Books, Midwest Tape, Ingram Library Services, Multicultural Books and Videos, and Chulainn Publishing Corp., for the supply of physical library books and audio-visual materials and/or associated services for the Library Department. Further request authorization for the City Controller to disburse funds related to this item. The five-year aggregate value of all contracts will not exceed $22,650,000, with an annual estimated expenditure of $4,530,000.
Report
Summary
The Phoenix Public Library (PPL) system currently consists of 17 library locations. PPL will utilize these vendors to provide physical library books, audio-visual materials, and related services in order to meet the diverse needs of City of Phoenix library patrons. The PPL system maintains a centralized system for providing all PPL locations, programs and services with technical, collection development, fiscal, and administrative services. The PPL's catalog includes more than 930,000 titles, 1.5 million physical items, and approximately 1 million library cardholders. Annual circulation was almost 13 million items in fiscal year 2015-16.
Procurement Information
Request for Qualifications (RFQu) 17-201 was conducted in accordance with Administrative Regulation 3.10, with the intent of establishing a Qualified Vendor List (QVL) of qualified vendors to supply physical library books and audio-visual materials and related services. There were eight offers received by the Finance Department's Procurement Division on Aug. 4, 2017. The offers were evaluated by a committee and one offer was disqualified for failure to satisfy the city's minimum qualification criteria.
The following vendors are being recommended to be included in the QVL:
Brodart
Baker & Taylor
Recorded Books
Midwest Tape
Ingram Library Services
Multicultural Books and Videos
Chulainn Publishing Corp.
The Deputy Finance Director recommends that the offers from the above vendors be accepted as responsive and responsible offers that are most advantageous to the City.
Contract Term
The five-year contract term shall begin on or about Jan. 1, 2018.
Financial Impact
The five-year aggregate value of all contracts will not exceed $22,650,000, with an annual estimated expenditure of $4,530,000. Funds are available in the Library Department's budget.
Concurrence/Previous Council Action
The Parks, Arts, Education and Equality Subcommittee recommended approval of the solicitation on April 26, 2017 and full City Council recommended approval on May 31, 2017.
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Library and Finance departments.