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Home My WebLink AboutPR 23380: PURCHASE OF BOOKS, AUDIO BOOKS AND PROCESSING SERVICES FOR THE LIBRARY THURMAN BILL BARTIE,MAYOR RONALD BURTON TIFFANY HAMILTON,MAYOR PRO TEM City of CITY MANAGER COUNCIL MEMBERS: I/ SHERRI BELLARD,TRMC WILLIE BAE LEWIS CITY SECRETARY DONEANE BECKCOM O r t r t h u r HAROLD L.DOUCET,SR Torus VAL TIZENO THOMAS KINLAW III CITY ATTORNEY DONALD FRANK,SR. \v'sportarth urtxTo\ INTEROFFICE MEMORANDUM Date: 10/27/2023 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Steven Williams, Library Director W RE: PR 23380 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 $55,000.00. 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 $55,000.00 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 9th Avenue X Port Arthur,Texas 77642 X 409.985.8838 P.R. No. 23380 10/27/2023 sw RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE BOOKS, AUDIO BOOKS, AND PROCESSING SERVICES FROM INGRAM LIBRARY SERVICES, LLC OF ATLANTA, GEORGIA THROUGH TEXAS SMARTBUY CONTRACT NO. 715-M2 IN AN AMOUNT NOT TO EXCEED $55,000.00. FUNDS ARE AVAILABLE IN LIBRARY 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$55,000.00. 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, 2023, 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 0 FORM: Val Tizeno, City Att ey APPROVED FOR ADMINISTRATION: Ron Burton, City Manager Steven Williams,Director of Library APPROVED AS TO AVAILABILITY OF FUNDS: 1<CA./ . Kandy Danie Finance Director ( tPe-er‘'4: Clifton illiams, Purchasing Manager EXHIBIT "A" DocuSign Envelope ID:2527CC59-044D-490D-B5C3-64DC17211827 � N GLENN HEGAR TEXAS COMPTROLLER OF PUBLIC ACCOUNTS Ingram Library Services LLC Attn: Pamela Smith One Ingram Blvd. La Vergne, TN 37086 NOTICE OF CONTRACT RENEWAL RE: Contract Category: 715-M2 Publications,Audiovisual Materials, Books, Textbooks, and Ancillary Services Contract ID No.: 715M2-2706 Renewal Term: Nov. 1, 2023, through Oct. 31, 2024 Dear Contractor: In accordance with the terms and conditions of the above-referenced Contract, the Texas Comptroller of Public Accounts hereby exercises its option to renew the Contract for the period stated above. All terms and conditions of the Contract will remain the same and in full force and effect during the renewal term. Texas Comptroller of Public Accounts r—DocuSigned by: 66101111 Po uAIS `—E43A06E34ACF4AE... Bobby Pounds Statewide Procurement Division Director Date: 10/2/20231 10:46 AM CDT 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, 2023 through October 31, 2024 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 on shipments of 15 units or more.Orders will be held until a minimum quantity of 15 units is met.The qualifying unit quantity is subject to change with notice. Items picked, packed, and shipped together count as an individual shipment. 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. 1 of 2 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. 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 K-12 and Specialty Library Members has toll-free telephone access to Ingram Customer Care at(800) 937-8200, or you may reach your Senior Sales Representative directly at: • Karen Peck, Senior Sales Representative (214) 232-7898 Email: Karen.peck@ingramcontent.com • Brandy Cain, Inside Sales Representative Ext. 615-213-5786 Email: brandy.cain@ingramcontent.com Customer Care 800-937-8200 Ingram Library Services 615-793-5000 Credit Department (800)937-8100 Email: ILSCustomer.service@ingramcontent.com To Discuss Concerns or Issues Regarding Your Account 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.c. 2 of 2 INGRAM LIBRARY SERVICES LLC State of Texas Contract # 715-M2 Ingram offers various levels of processing and cataloging to suit the needs of State of Texas' Public,Academic, K-12 and Special libraries.All processing and cataloging is completed in accordance with each library's detailed specifications. Processing Packages Automated Processing with Mylar®Jacket or Label Protector $1.19 Includes attached Mylar jacket or up to 2 label protectors,spine label,barcode and standard BookMARC record via FTP,ipage or email Automated Processing with Mylar®Jacket or Label Protector and RFID $1.99 Includes attached Mylar jacket or up to 2 label protectors,spine label,barcode, RFID Tag(programmed&applied)and standard BookMARC record via FTP,ipage or email Component Processing Prices UNIT PRICE Barcode $ .20 Genre Label $ .20 Laminated Paperback Covers Label (per application-customer supplied) $ .20 (such as Kapco®, Ryco, and others) Label(per application-Vendor supplied) $ .20 5 mil $1.99 Label Protector $ .25 15 mil $1.85 MARC Record (ipage®/FTP/email) $ .35 Mylar Jacket(attached) $ .69 RFID Tags Pocket(paper) $ .35 Pre-programmed RFID/Barcode Set(1 Barcode) $ .80 Pocket(vinyl) $ .45 RFID ("universal"tag programmed and applied, ILS) $ .99 Property Stamp(per impression) $ .20 StingRay Overlay RFID Tag $1.29 Spine Label $ .20 Spine Tape(Inside) $ 1.55 Cataloging Options Spine Tape(Outside) $ .85 All MARC records are taken from authoritative, commercially Theft(Inside Book or on case)(3M) $ .50 available sources which include the Library of Congress, OCLC, Theft(Inside Book or on case)(Checkpoint) $ .50 and Ingram's bibliographic database. Audio Visual Processing BookMARC® • Most cost-effective Digital Processing for Media(up to 6 digital labels) $ 2.00 • Easily downloadable Hub Label (per application) $ .25 • Ready for library customization Shrink Wrap Removal $ .55 • Use to jump-start in-house cataloging DVD/CD Case(Single, Plastic) $ 1.99 • Records vary from "Brief to"Original" DVD/CD Case(multiple Discs) $ 2.60 DVD/CD Case(Locking) $ 2.59 Customized Cataloging Spoken Audio CD Clam Case (Holds up to 12 CDs) $ 3.80 • Work done by MLS-degreed Catalogers Spoken Audio CD Clam Case(Holds up to 20 CDs) $ 4.75 • 10ve inkingant "Batchwh your specifications • "Live Linking"or Method" Spoken Audio CD Clam Case(Holds up to 30 CDs) $ 6.00 . Books arrive completely shelf-ready MediaSAFE Case(sm)(Holds up to 14 CDs) $ 4.95 • Average turn time is 10 business days MediaSAFE Case(Ig)(Holds up to 26 CDs) $ 5.30 • Costs are custom quoted per your specifications • Requires annual business commitment Processing options requested by the Library and not specifically listed on this price sheet will be offered at our Need additional components or services? current standard pricing. Ingram can provide custom Please contact your Sales Representative or cataloging including linking, record upgrades and original Ingram's Account Services Department at cataloging. Pricing is custom quoted based on the individual (800)937-8200 Library's specifications. requirementsCc�ingramcontent.com One Ingram Blvd. MS 623 • La Vergne,TN 37086-1986 ingramcontent.com • ipage.ingramcontent.com