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Home My WebLink AboutPR 24000: PURCHASE OF BOOKS, AUDIO BOOKS AND PROCESSING SERVICES FOR THE LIBRARY i THURMAN BILL BARTIE,MAYOR RONALD BURTON,CPM DONEANE BECKCOM, Pity of CITY MANAGER MAYOR PRO TEM /0 SHERRI BELLARD,TRMC COUNCIL MEMBERS: CITY SECRETARY WILLIE BAE LEWIS,JR. n r t r tit u r TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO HAROLD L.DOUCET,SR. Texas CITY ATTORNEY THOMAS KINLAW,III DONALD FRANK,SR. www.portarthurtx.gov INTEROFFICE MEMORANDUM Date: 11/20/2024 To: The Honorable Mayor and City Council Through: Ron Burton, CPM, City Manager From: Steven Williams,Library Director RE: PR 24000 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 FY24-25 Library Account No. 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 FY24-25 Library Account No. 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. 24000 11/20/2024 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 $60,000.00. FUNDS ARE AVAILABLE IN FY24-25 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,Ingram has customized our orders to match MARC records in our integrated library system; 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, Port Arthur Public Library has reviewed the SmartBuy Contract No. 715- M2 and determined that Ingram Library Services, LLC of Atlanta, Georgia, is the most cost- effective purchasing 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 THERFORE, 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 FY24-25 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, 2024, 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: Roxann Cotroneo, City Attorney APPROVED FOR ADMINISTRATION: LD•fcri [-0 Ronald Burton, CPM �1 ) Steven Williams City Manager ��`°�J Director of Library APPROVED AS TO AVAILABILITY OF FUNDS: • at- (%319 -(-?--1L' Lynda oswell,Finance Director Clifton Williams,Purchasing Manager EXHIBIT "A" Docusign Envelope ID:C56EB991-E81B-408D-B54E-0ABB33222DC6 GLENN HEGAR TEXAS COMPTROLLER OF PUBLIC ACCOUNTS Ingram Library Services LLC Attn: Pamela Smith One Ingram Blvd. La Vergne, TN 37086 NOTICE OF CONTRACT EXTENSION RE: Contract Category: 715-M2 Publications, Audiovisual Materials, Books, Textbooks, and Ancillary Services Contract ID No.: 715M2-2706 Extension Term: Nov. 1, 2024, through Oct. 31, 2025, or until CPA awards a new contract under a different solicitation,whichever occurs first Dear Contractor: In accordance with the specified terms and conditions of the above-referenced Contract, the Texas Comptroller of Public Accounts hereby exercises its option to extend the Contract for the period stated above. All terms and conditions of the original Contract will remain the same and in full force and effect during the extension term. Texas Comptroller of Public Accounts Signed by: f2Olslell Pawls Fd9Al1RF4LAC 4AF Bobby Pounds Statewide Procurement Division Director Date: 10/12/2024 1 11:01 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 1,2024 through April 30, 2025 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 • Suzanne Arrieta, Inside Sales Representative Ext. 615-213-3152 Email: suzanne.arrieta@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.com 2 of 2