Title
Materials Qualified Vendor List(s) for Phoenix Public Library
Description
Request to authorize the City Manager, or his designee, to allow Phoenix Public Library (PPL) to develop and issue a solicitation in order to create a current Qualified Vendor List (QVL) to purchase library materials for the next five years. The new QVL will replace the current contracts which will expire Dec. 31, 2017.
Report
Summary
The purpose of Phoenix Public Library’s (PPL) solicitation to create a current Materials QVL is to present material requirements for supplying library books, digital, audio-visual, data base(s) and/or related services. Phoenix Public Library anticipates soliciting proposals from applicants to evaluate and ensure the proposers selected will meet the needs of the Library. The intent of this solicitation is to establish multiple-award contracts for physical books, digital and audio-visual materials. Proposers may respond to the QVL solicitation in total or to specific areas (i.e., Spanish language materials only, CDs/DVDs only, services such as processing/cataloging, etc.).
The PPL system currently consists of 17 library locations and maintains a centralized system for providing all PPL locations, programs and services with technical, collection development, fiscal, and administrative services. The Library’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. The Library currently uses the Polaris online system composed of: public access, circulation, acquisitions, serials, and cataloging modules. The Library currently has approximately 900 computers available to the public and PPL's website (www.phoenixpubliclibrary.org) provides access to PPL's catalog, links to content for kids, teens, and Spanish-speaking users, and offers features for creating personal booklists, saving searches, and personalizing access to library information.
Proposals for the Phoenix Public Library book, audio-visual materials and processing/cataloging services contracts will be awarded based upon proposers’ ability to provide evidence that they can meet the criteria and/or demonstrate their ability to provide the services listed.
Contract Term
Commencing Jan. 1, 2018, the Library Materials QVL will be utilized on an as-needed basis for a five-year period.
Financial Impact
The materials budget for Phoenix Public Library for the next five years is estimated to be approximately $30 million. The resulting QVL will offer Phoenix Public Library qualified vendors from which to purchase library materials that will service the 17-location system, citywide. Purchases will be subject to City Council approval and budget availability at the time of purchase.
Concurrence/Previous Council Action
This item was considered at the Parks, Arts, Education and Equality Subcommittee meeting on April 26, 2017 and approved by a 3-0 vote.
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and Phoenix Public Library Department.