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Home My WebLink AboutPR 21657: PURCHASE OF BOOKS, AUDIO BOOKS ND PROCESSING SERVICES FOR THE LIBRARY City of orl rthu�_ Port Arthur Public Library www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: 11/12/2020 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Steven Williams, Library Director RE: PR 21657 Purchase of Books, Audio Books and Processing Services for the Library Introduction: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to purchase the library's books, audio books, and processing services for these items from Ingram Library Services, LLC of LaVergne, Tennessee through the Texas SmartBuy Program contract no. 715-M2. These purchases from Ingram Library Services are not to exceed $90,000.00. Funds are available in account 001-1403-551.47-01. Background: Purchasing received a state contract from the Texas SmartBuy Program contract no. 715-M2 for the library's books, audio books, and processing services for these items. The Library is still rebuilding its collection from items lost in Hurricane Harvey. Budget Impact: Funds are not to exceed $90,000.00 which are available in account 001-1403-551.47-01. Recommendation: It is recommended that City Council approve the City Manager to purchase the library's books, audio books, and processing services for these items from Ingram Library Services, LLC of LaVergne, Tennessee as discussed and/or outline above. "Remember,we are here to serve the Citizens of Port Arthur" 4615 9th Avenue X Port Arthur,Texas 77642 X 409.985.8838 P.R.No. 21657 11/12/2020 sw RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE THE LIBRARY'S BOOKS, AUDIO BOOKS, AND PROCESSING SERVICES FOR THESE ITEMS FROM INGRAM LIBRARY SERVICES, LLC OF LAVERGNE, TENNESSEE THROUGH THE TEXAS SMARTBUY CONTRACT NO. 715-M2. THESE PURCHASES FROM INGRAM LIBRARY SERVICES, LLC ARE NOT TO EXCEED $90,000.00; FUNDS ARE AVAILABLE IN ACCOUNT NO. 001-1403-551.47-01. WHEREAS, the Port Arthur Public Library is still rebuilding its collection from items lost in Hurricane Harvey; and, WHEREAS, pursuant to Chapter 271, Subchapter D, of the Local Government Code, the City may participate in cooperative purchasing programs established by the State Facilities Commission for the purchase prices established through purchase contracts of the Commission; and, WHEREAS,the Library Department has reviewed the SmartBuy Contract No. 715-M2 and determined that Ingram Library Services, LLC of LaVergne, Tennessee, is the most cost- effective purchase for the library's collection; and, WHEREAS, a copy of the discounts through the Texas SmartBuy Contract No. 715-M2 with Ingram Library Services, LLC is attached as Exhibit"A"; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct. THAT, the City Manager is hereby authorized and directed to purchase library books, audio books, and processing services for theses items of LaVergne, Tennessee, through Texas SmartBuy Contract No. 715-M2, and purchases not to exceed $90,000.00. THAT,funding is available in Library account no. 001-1403-551.47-01. THAT,a copy of this caption be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this day of , AD, 2020, at a Meeting of the City Council of the City of Port Arthur, Texas,by the following vote: AYES: Mayor: Councilmembers: NOES: Thurman Bill Bartie, Mayor ATTEST: Sherri Bellard,City Secretary APPROVED AS TO FORM: al Tizeno, City Attorney APPROVED FOR ADMINISTRATION: Ron Burton, City Manager Steve i hams,Director of Library APPROVED AS TO AVAILABILITY OF FUNDS: Kandy Danis)' ance Director I/ f,, ' Clifton Williams,Purchasing Manager EXHIBIT "A" INGRAM LIBRARY SERVICES LLC Discounts for the STATE OF TEXAS - 715-M2 (Statewide Procurement Commission) The following terms and discounts are offered to the Public Library Members. Contract Period: September 1, 2020 through October 31, 2021 Book Discounts Per Binding Discount% Hardcover Trade (Adult &Juvenile) 47.0% Quality & Mass Market Paperbacks (Adult &Juvenile) 41.0% Prebound Books—Perfection Learning & San Val Turtlebacks 30.0% Library Binding Editions (Adult &Juvenile) 15.0% Short Discounted / Non-Trade Titles 10.0% University Press Titles 10.0% Legal, Technical, Reference and Scientific Titles 10.0% Continuations- Trade Hardcover 47.0% Continuations - Paperbacks 41.0% Continuations- Short Discounted / Non-Trade Titles 10.0% Net Titles at zero discount with no service charge 00.0% Audiovisual Discounts Per Format Discount% Spoken Word Audio CDs—Trade 46.0% Spoken Word Audio CDs— Non-Trade 46.0% Playaways 20.0% DVDs 31.0% Music CDs 10.0% Net Titles at zero discount with no service charge 00.0% Special Notice: It is the responsibility of each Library Member to inform your Account Services Representative that you wish to set up a new account or maintenance an existing account under the terms of this contract. Ingram cannot issue credits for accounts failing to follow the proper notification and account set up procedures. If a separate account is required for Continuations titles, a twice-a-month shipment schedule will apply. Any item ordered prior to the contract start date will not receive the discounts offered herein. This includes both standing orders and previous backorders. Should the library receive a previously ordered item after the contract is in effect, previous discounts will apply. Shipping Charges: Orders will ship FOB Destination with Ingram-paid freight from your Ingram designated primary and secondary distribution centers. Items receiving processing and cataloging services may ship from the primary distribution center exclusively. Should you decide to order from any of our other distribution centers your shipping cost will average 3- 7% of the total invoice price. Designation is subject to change by Ingram to provide the best service for your library. No handling fees or other charges are added. Ingram normally ships items via UPS ground transportation, Ingram delivery, or common carrier. 1 of 2 Payment Terms: Payment terms under this offer shall be 1% 10 Days/Net 30 Days EOM. Payment is required for invoices within these terms even when a purchase order has not been completed. Ingram does not invoice for items until they have been shipped. Ingram offers a 1% cash discount on payments made within 10 days of statement date. Credit card payments are not eligible for this discount. Payments must be postmarked by the 10th of the month to qualify for the 1% discount. This discount is shown on your invoice and must be taken at the time the invoice is paid and cannot be taken retroactively. These additional savings can be substantial when you take advantage of the prompt payment discount. Processing Prices Price Per Unit Mylar jacket, attached $0.69 Ryco Paperback Cover-up - 15 mil $1.85 Digital Processing for Audiovisual $2.00 Security Strip $0.50 Barcode affixed $0.20 Spine Label $0.20 RFID tag- unprogrammed (standard) $0.35 RFID tag— programmed (standard) $0.45 Pre-binding-Heckman $5.45 Cataloging Prices Price Per Record BookMARC record FTP $0.35 II **Processing services are offered only for materials purchased through Ingram. For additional information contact your representative. Ingram Contact List: The Public Library Members have toll-free telephone access to any Ingram point of contact. To reach Ingram Library Services dial (800) 937-5300. Your call will be answered by an automated voice system that will offer several prompts to assist you in reaching the correct department, or you may reach your Senior Sales Representative directly at: • Stephen Casey, Senior Sales Representative (214) 952-6310 Email: stephen.casey@ingramcontent.com • Erin Eggert, Inside Sales Representative Ext. 31319 Email: Erin.Eggert@ingramcontent.com • Customer Care Press Option 1, then 1 Email: ILSCustomer.service@ingramcontent.com To discuss concerns or issues regarding your account • Account Services Press Option 1, then 3 Email: requirements@ingramcontent.com To Set Up/Update an Account Remittance address: Ingram Library Services LLC, P.O. Box 502779, St. Louis, MO 63150-2779 Email: cashapp@ingramcontent.com 2 of 2 Contract Item List Contract No.715M2 Publications,Audiovisual Materials,Books,Textbooks,and Ancillary Services Ingram Library Services LLC K-12 Public Libraries State Agencies and Academic Institutions School Libraries (City,Regional,etc.) Category Co-Op Member Category Category Category Electronic and Digital Materials Category 1 Digital pre-loaded;all-in-one audio books 20% 20% 20% 20% Category 2 Digital pre-loaded;all-in-one audio book pack kits N/A N/A N/A N/A Category 3 Digital pre-loaded N/A N/A N/A N/A Category 4 Audiovisual Pre-loaded;Device included N/A N/A N/A N/A Print Materials Category 5 Adult trade;fiction/non-fiction hardbound 38% 47% 20% 38% Category 6 Adult trade;fiction/non-fiction paperback 36% 41% 20% 36% Category 7 Juvenile trade;fiction/non-fiction hardbound 38% 47% 20% 38% Category 8 Juvenile trade;fiction/non-fiction paperback 36% 41% 20% 36% Category 9 Mass market paperback;rack 36% 41% 20% 36% Category 10 Non-trade publication;hardbound 10% 10% 20% 10% Category 11 Non-trade publications;paperback 10% 10% 20% 10% Category 12 University press 10% 10% 20% 10% Category 13 Adult library bound;fiction/non-fiction 10% 15% 20% 10% Category 14 Juvenile library bound;fiction/non-fiction 10% 15% 20% 10% Category 15 Pre-bound hardbound 30% 30% 20% 30% Category 16 Pre-bound paperback N/A N/A N/A N/A Nonstandard Formats Category 17 Music/Audio Compacts Disc;Pre-recorded 10% 10% 10% 10% Category 18 Music/Audio Record Disc,Vinyl;Pre-recorded N/A N/A N/A N/A Category 19 Audiovisual DVD/Blue-ray pre-recorded;feature/non- 25% 31% 20% 25% feature films Category 20 Spoken word/audio compact disc pre-recorded;abridged 45% 46% 20% 45% Category 21 Spoken word/audio compact disc pre-recorded;un-abridged 45% 46% 20% 45% Category 22 Spoken word/audio MP3 format pre-recorded;un-abridged 45% 46% 20% 45% `N/A=not awarded Additional Information Net titles for all categories and bindings are invoiced at 0.0%discount.For public,K12 school libraries and State Agencies,Spoken word audio non-trade/short discount invoiced at 10.0%discount.Video Games invoiced at 5.0%discount for all categories.Continuations and standing order programs receive the same discounts as firm orders.