HomeMy WebLinkAboutPR 24649: PURCHASE OF BOOKS, AUDIOBOOKS AND PROCESSING SERVICES FOR THE LIBRARY CHARLOTTE M.MOSES,MAYOR RONALD BURTON,CPM
HAROLD L.DOUCET,SR., City of i CITY MANAGER
MAYOR PRO TEM f
<�1 SHERRI BELLARD,TRMC
COUNCIL MEMBERS: -��= CITY SECRETARY
WILLIE BAE LEWIS,JR. o t'1 t'1{t
TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO
DONEANE BECKCOM /, vac CITY ATTORNEY
THOMAS KINLAW,III
DONALD FRANK,SR.
www.portarthurtx.gov
INTEROFFICE MEMORANDUM
Date: 11/10/2025
To: The Honorable Mayor and City Council
Through: Ron Burton, CPM, City Manager
From: Steven Williams, Library Director
RE: PR 24649 Purchase of Books, Audiobooks 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, audiobooks, 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 FY25-26 Library 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 FY25-26 Library 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, audiobooks,
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.24649
11/10/2025 sw/tnr
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO PURCHASE BOOKS, AUDIOBOOKS, AND
PROCESSING SERVICES FROM INGRAM LIBRARY
SERVICES, LLC OF ATLANTA, GEORGIA, THROUGH
THE TEXAS SMARTBUY CONTRACT NO. 715-M2 IN AN
AMOUNT NOT TO EXCEED $55,000.00; FUNDS ARE
AVAILABLE IN FY25-26 LIBRARY ACCOUNT NO. 001-
27-071-5218-00-20-000.
WHEREAS, the Port Arthur Public Library continues to rebuild its collection following
the loss of materials sustained during Hurricane Harvey, and ongoing acquisitions are essential to
restoring and maintaining public access to library resources; and
WHEREAS, Ingram Library Services, LLC has the capability to customize orders to
align with the Library's integrated library system by supplying the necessary MARC records,
thereby ensuring efficient cataloging and collection development; and
WHEREAS, Chapter 271, Subchapter D, of the Texas Local Government Code
authorizes municipalities to participate in cooperative purchasing programs established by the
State of Texas, including contracts administered through the Texas SmartBuy Program; and
WHEREAS, after reviewing Texas SmartBuy Contract No. 715-M2, the Port Arthur
Public Library has determined that Ingram Library Services, LLC offers the most cost-effective
and operationally advantageous means of purchasing books, audiobooks, and related processing
services on an as-needed basis to support the continued rebuilding and expansion of the Library's
collection; and
WHEREAS, the discount schedule provided under Texas SmartBuy Contract No. 715-
M2 for purchases from Ingram Library Services, LLC is attached hereto as Exhibit"A".
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR,TEXAS:
THAT,the facts and opinions in the preamble are true and correct.
THAT, the City Manager is hereby authorized and directed to purchase books,
audiobooks, and associated processing services from Ingram Library Services, LLC of Atlanta,
P.R.No. 24649
11/10/2025 sw/tnr
Georgia,through Texas SmartBuy Contract No. 715-M2, in an amount not to exceed $55,000.00,
for use in rebuilding and maintaining the Port Arthur Public Library's collection.
THAT, the funding for these purchases is available in FY 2025-2026 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, 2025, at a
Meeting of the City Council of the City of Port Arthur,Texas,by the following vote: AYES:
Mayor:
Councilmembers:
•
NOES:
Charlotte M. Moses,Mayor
ATTEST:
Sherri Bellard,City Secretary
APPROVED AS TO FORM:
Roxann Pais Cotroneo, City Attorney
APPROVED FO' • 1 MINISTRATION:
Akti
Ronald Burton,..47, Steven Williams
City Manager f Director of Library
APPROVED AS TO AVAILABILITY OF FUNDS:
iet9J( f
Lynd oswell, Finance Director
Clifton 'Maros,Purchasing Manager
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Docusign Envelope ID:6CA3FAC5-D805-4369-AODE-01EBED7090F0
,cNE Co41
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*TEXAS*
TEXAS COMPTROLLER OF PUBLIC ACCOUNTS
Page 1 of 2
NOTICE OF AWARD
Ingram Library Services LLC
Carolyn Morris,Vice President
1 Ingram Blvd.
La Vergne,TN 37086
Re: Contract Category: 715-M2 Publications,Audiovisual Materials,Books,Textbooks and Ancillary
Services
Contract ID No.: 715M2-3352
RFP No.: 304T-26-715M2
Term of Contract: Date of Deputy Comptroller's signature on this Notice of Award,or November
1,2025,whichever is later,through October 31,2026
Your company,Ingram Library Services LLC,submitted a Response to the Comptroller of Public Accounts
(CPA)in response to the above-referenced Request for Proposal(RFP).This letter is to inform you that the
Comptroller accepts your Response for the item(s)listed in the attached Contract Item List.
As referenced in Part A, Section A.15.1,Awards Approach,CPA has awarded categories and ancillary
services to multiple vendors to allow Customers to fulfill their needs.
Please review the attached Contract Item List carefully.Notify CPA of any errors requiring correction within
five(5)business days of the date the Notice of Award was sent by email from Statewide Contract
Development. Such notification and all invitations for any changes to the Contract, including communications
regarding the Contract, shall reference the Contract number and RFP number and be submitted to Statewide
Contract Management.
The Contract consists of the documents stated in Section B.3.2 of the RFP;however,products or services in
your Response for which you sought an award that are not included in the attached Contract Item List are not
part of the Contract.
Assumptions/Exceptions:
Only those assumptions and exceptions specifically noted in Exhibit A(attached)are accepted by CPA.All
other assumptions or exceptions in your Response,if any,are specifically denied.Any oral discussions,
representations, or accommodations regarding assumptions or exceptions are specifically disclaimed.
As stated in the RFP,no minimum compensation under the Contract is guaranteed.You must not process or
make delivery for any products or services until receipt of a purchase order by a Customer pursuant to the
terms of the Contract.
COMPTROLLER.TEXAS.GOV P.O. BOX 13528 • AUSTIN, TEXAS 78711-3528 • PHONE 512-463-4000 • TOLL FREE 800-531-54,11 • FAX 512-305-9711
Docusign Envelope ID:6CA3FAC5-D805-4369-AODE-01EBED7090F0
NOTICE OF AWARD
Page 2 of 2
Any payment due under this Contract will be applied towards any debt, including but not limited to delinquent
taxes and child support,which is owed to the state of Texas.
The terms and conditions of this Contract may be modified only through a written amendment executed by an
authorized representative of the CPA. Customers may not modify the terms and conditions nor amend the
Contract.
Statewide Contract Management
Email: spd.cmo(a�cpa.texas.gov
Texas Comptroller of Public Accounts
Lisa Caant,A,
t90].6ief443C...
Deputy Comptroller
Date: 10/28/2025 I 5:48 PM CDT
COMPTROLLER.TEXAS.GOV • P.O. BOX 13528 • AUSTIN, TEXAS 78711-3 5 2 8 • PHONE 512-463-4000 • TOLL FREE 800-531-5441 • FAX 512-305-9711