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Home My WebLink AboutPR 22826: PURCHASE OF BOOKS, AUDIO BOOKS AND PROCESSING SERVICES FOR THE LIBRARY RONALD BURTON THURMAN BILL BARTIE,MAYOR Energy = INGRID HOLMES,MAYOR PRO TEM City of CITY MANAGER COUNCIL MEMBERS: \ / SHERRI BELLARD,TRMC CAL JONES CITY SECRETARY THOMAS KINLAW III o r t r t h ur'�� KENNETH MARKS VAL TIZENO CHARLOTTE MOSES Texas CITY ATTORNEY DONALD FRANK,SR. www.portarthurtx.gov INTEROFFICE MEMORANDUM Date: 11/01/2022 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Steven Williams, Library Director RE: PR 22826 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 Atlanta, Georgia through the Texas SmartBuy Program contract no. 715-M2. These purchases from Ingram Library Services, LLC are not to exceed $60,000.00. Funds are available in account 001-27-071-5218-00- 20-000. 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. Ingram Library services, LLC has the most cost-effective purchasing for the Port Arthur Public Library's collection. Budget Impact: Funds are not to exceed $60,000.00 which are available in account 001-27-071-5218-00-20-000. 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 Atlanta, Georgia as discussed and/or outlined above. "Remember,we are here to serve the Citizens of Port Arthur" 4615 9t'Avenue X Port Arthur,Texas 77642 X 409.985.8838 P.R.No. 22826 11/01/2022 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 ATLANTA, GEORGIA THROUGH THE TEXAS SMARTBUY CONTRACT NO. 715-M2, IN THE NOT TO EXCEED AMOUNT OF $60,000.00. FUNDS ARE AVAILABLE IN ACCOUNT NO. 001-27-071-5218- 00-20-000. 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 Atlanta, Georgia, 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 these items of Atlanta, Georgia, through Texas SmartBuy Contract No. 715-M2, and purchases not to exceed $60,000.00. THAT, funding is available in Library account no. 001-27-071-5218-00-20-000. THAT, a copy of this caption be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this day of , AD, 2022, 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: 1 al Tizeno, ity Attorney APPROVED FOR ADNIINISTRATION: Ron Burton,City Manager Steven illiams,Director of Library APPROVED AS TO AVAILABILITY OF FUNDS: Kandy Daniel,Finance Director I!! Clifto Williams, hasing Manager EXHIBIT "A" I i 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: November 1, 2022 through October 31, 2023 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 10.0% 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 with Ingram-paid freight from your primary and secondary distribution centers. Distribution center designation is subject to change by Ingram to provide the best service for your Library. Items receiving custom cataloging or digital processing services, or opening day collection orders may ship from a single distribution center exclusively. Orders will ship FOB Destination. Ingram defines FOB Destination as Ingram being responsible for the products until they are delivered to the library. Once the items have been delivered, liability lies with the receiving agency. Ingram normally ships items via UPS ground transportation. Shipping will be via best method as determined by Ingram, which may include order or account consolidation, shipping schedules or other account setting adjustments to maintain freight costs below 2%of invoice. 1 of 2 Each account will be assigned an individual account number. Items will be packaged for shipping according to account number and packages may contain multiple purchase orders for that account. Items ordered on one account will not combine for shipping with orders placed on another distinct account. Invoices are generated as items are shipped and may contain multiple Delivery Orders on a single invoice, but invoices and statements reflect only a single account. Payment Terms: Payment terms under this contract shall be Net 30 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. While other vendors demand payment from invoice date, Ingram's terms are calculated on statement date at the end of each month. With payment due 30 days from statement date, the customer's payment is due an average of 45 days from invoice (30-59 days.) For opening day collections, Ingram can store product and ship to you at an agreed upon date under the following terms: Items will be invoiced when they are moved to storage in an Ingram facility after receiving processing and cataloging services and are payable within 30 days EOM.Ownership and title of said product passes to the Library upon invoice. 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. 33139 Email: VVin.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 pm-recorded;un-abridged 45% 46% 20% 45% 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. Contract Item List Contract No.715M2 Publications,Audiovisual Materials, Books,Textbooks,and Ancillary Services Ingram Library Services LLC Premium Processing-Shelf-Ready Base Price Description Mylar Jacket(or Laminate Cover),Label Protectors,Spine Mylar or up to 2 label protectors,spine label,barcode,standard Label,Barcode,and Standard MARC Record $1 19 BookMARC record.Laminate paperback cover is a separate charge. Mylar Jacket(or Laminate Cover),Label Protectors,Spine Mylar or up to 2 label protectors,spine label,pre-programmed RFID Label,Barcode,RFID Tag(programmed and applied),and $1.99 and barcode(1)set,standard BookMARC record.Laminate Standard MARC Record paperback cover is a separate charge. Processing Services Base Price Description Brief MARC Record No Charge If Vendor Offers MARC records,a Brief MARC Record Shall Be Free of Charge,Per the Terms of This RFP Full MARC Record 0.35 BookMARC record via FTP or ipage Mylar Jacket 0.69 attached via tape or glue Barcode Label 0.20 Label(per application-Customer supplied) 0.20 Label(per application-Vendor supplied) 0.20 Genre Label 0.20 Spine Label 0.20 Label Protector 0.25 Pocket(paper) 0.35 Pocket(vinyl) 0.45 Property Stamp(per impression) 0.20 Spine Tape(inside) 1.55 Spine Tape(Outside) 0.85 Audio Visual Processing and Accessories Base Price Description Digital Processing for Media $2.00 Up to 6 digital labels Format Conversion Service N/A Hub Label(per application) $0.25 Shrink Wrap Removal $0.55 DVD/CD Case,Holds Single Disc(Paper) N/A DVD/CD Case,Holds Single Disc(Plastic) $1.99 DVD single disc case. DVD/CD Case,Holds Multiple Discs $2.60 DVD multiple disc case Single DVD OneTime locking case at$2.59.Multi-DVD OneTime DVD/CD Case,Locking $2.59 locking case at$3.50.Single music CD OneTime locking case at $3.00,Double music CD OneTime locking case at$3.50. small spoken audio CD clam case;$4.75 medium spoken audio CD Spoken Audio CD Case;Various Capacities $3.80 clam case;$6.00 large spoken audio clam case. Laminated Paperback Covers Base Price Description $1.85 for 15 mil laminate cover.$1.99 for 5 mil laminate cover.Clear Polypropylene Laminate;Various Thicknesses $1.85 polyester,applied to front and back cover.The 2-mil spine ensures the book remains flexible. Vinyl Laminate;Various Thicknesses N/A RFID/Theft Deterrents Base Price Description Pre-programmed RFID/Barcode Set(1 Barcode);Applied to book $0.80 RFID("universal"tag programmed and applied) $0.99 Ingram-supplied tag CD/DVD Overlay RFID Tag $1.29 StingRay Full Disc Overlay RFID Tags Theft Deterrent Tape/Strip $0.50 3M or Checkpoint theft strip placed inside book or on case Additional Processing Components Ingram offers prebinding services for$5.45 per unit.Spoken Audio CDs can be repackaged into locking MediaSAFE cases for$4.95 per unit small case(holds up to 14 CDs)and$5.30 per unit large case(holds up to 26 CDs.)Processing options requested by the Library and not specifically listed on this price sheet will be offered at our standard pricing at the time an option is added to the customer's account profile. Ingram can provide custom cataloging including linking,record upgrades,and original cataloging.Pricing is custom quoted based on the individual library's specifications.