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Home My WebLink AboutPR 13541: BAKER & TAYLORinteroffice MEMORANDUM To: Mayor, City Council, and City Manager ~ ~~ From: Val Tizeno, Assistant City Attorney Date: May 19, 2006 Subject: P. R. No. 13541 - May 23, 2006 Council Meeting Attached is P. R. 13541 as it pertains to the extension of the agreement with Baker & Taylor of Charlotte, North Carolina, for the purchase of books, video, and audio materials. VT:gt Attachment cc: Library Director z.pr13541.memo P. R. No. 13541 05-08-06 -JM RESOLUTION NO. A RESOLUTION RECOMMENDING Tl~ RENEWAL OF AN AGREEMENT WITH BAKER & TAYLOR LOCATED IN CHARLOTTE, NC FOR THE PURCHASE OF BOOKS, VIDEO & AUDIO MATERIALS AT AN ANNUAL MINIMUM AMOUNT OF $ 55,000. WHEREAS, in May of 2004, the City of Port Arthur entered into an agreernant with Baker & Taylor of Charlotte, North Carolina, for the purchase of books, video, and audio materials; and, WHEREAS, the contract provided an option to renew the contract for up to four (4) additional years; and, WHEREAS, the staff at the City of Port Arthur Public Library is very pleased with the quality of services that Baker & Taylor provides, including the delivery of materials in a timely fashion; and, WHEREAS, the library staff wishes to accept Baker and Taylor's offer to extend the contract for one additional year at an annual minimum mount of $55,000 (a copy of said offer is attached as Exhibit "A" and the original proposal is attached as Exhibit "B"). NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: .SECTION 1. That the facts and opinions in the preamble are true and correct. SECTION 2. That the extension of the contract from Baker & Taylor for an additional year is hereby approved. SECTION 3. That a designated representative of Baker & Taylor will sign this Resolution agreeing to the terms hereof. SECTION 4. Th,~t a copy of the caption of this Resolution be spread upon the Minutes of the City Council. EXHIBIT "A" BAKER & TAYLOR l~/'orm~d~ aad ~t~rt~m~t $~r~iee~ April 24, 2006 Mr. Joso David Martinet Director ofL/brary $crvic,~ l%fl Arthur Public I.ibrm'y 4615 Ninth Aveauc Port Axthur, TX 77642-5818 VIA FACSIMILE: 409-985-5969 RE: Renewal - Books & Audiovisual Materlab Contract Dear Mr. Martincz: ]hkcr & Taylor will b~ pleased ~ extend sul~ect solicitation foF an eddition~J year. Toza~ and conditions o£salc will remain as originally submitt~. Thank you for your intcrcst in Balt~r & Taylor. We look forward to workin8 with tho Port Aflhur Public Libm'y and its participating agmcics. If you have tm}, questions, picasc con~t mc at (800) 775-7930 c~a. 3248. EXHIBIT "B" City of Port Arthur, Texas Mayor and City Council Communication DATE REFERENCE SUBJECT: Page 5-18-04 NUMBER Award of 5id f~r provision of"Books, Other Print Materials, 1 of 1 ~ and Audiovisual materials" for the Library to Baker & Taylor with option to renew for an additional four years. RECOMMENDATION: It is recommended that Baker & Taylor be awarded the bid for "Purchase of Books, Video & Audio Materials" for the Library with option to renew for f~our additional years at an annual minimum amount of $55,000 Funds are available in the Library's General Fund budget for Library Materials (001-1403-552.47-01 through -04) and the Library Special fund (102-1421-552.47-01 through 001-1421-552.47-04). BACKGROUND: Several bids were received, but only two vendors (Ingram Library Services, Inc. and Baker & Taylor) bid the complete range of materials and services requested in the bid package. These two vendors also were the most competitive in the size of discounts provided and in the services offered. Ingram is our current vendor. With a large number of factors taken into consideration, Baker & Taylor presented the best overall proposal. Their discounts were higher in all categories except DVDs which was the same. Attachment "A" gives comparisons. References were checked and we found no major dissatisfaction with either vendor. BUDGETARY/FISCAL EFFECT: Approval will provide a purchase commitment of $55,000 - up from $50,000 over the last five year period. This helped gain the competitive discounts reflected in the bids. Funds are available as indicated in the summary. STAFFING~EMPLOYEE EFFECT: Handling orders through a jobber consolidates much paperwork, enabling staff to order from a wide array of publishers through a single account. SUMMARY: It is recommended that Baker & Taylor be awarded the bid for provision of "books, other print materials and audiovisual materials" to the Library for a term of one year with option to renew for up to four additional years. Discounts secured in the Baker & Taylor proposal were based on fifty-five thousand dollars per year anticipated expenditure. Funds are available in the Library budget to cover this commitment. Fund numbers are 001-1403-552.47-01 through 001-1403-552.47-04 (General Fund) and 102-1421-552.47-01 through 001-1421-552.47-04 (Library Special Fund). ,~ARED ~/~(~ DISPOSITION BY COUNCIL,,// SEORE.'rAR.~ i '~T~'C i,~.S~' '--' IZ'^,*ROVE Port Arthur Public Library Library Materials Bid Award Attacment "A" Baker & Taylor Ingram 1. Discounts % % Pre-Bound Library Editions No Bid No Bid Pre-Bound Paperbacks 40.4 38.5 General Trade Books (Children's) 45.4 43.8 General Trade Books (Young Adult) 45.4 43.8 General Trade Books (Adult) 45.4 43.8 Publisher's Library Editions 22.4 13 Books on Tape (abridged) 45.8 45 Books on Tape (unabridged) 45.8 45 Books on CD (abridged) 45.8 45 Books on CD (unabridged) 45.8 45 Music on CD No Bid 24 Music on Tape No Bid No Bid Video (VHS) Documentary/Non-Fiction 30.5 25 Video (VHS) Feature Length Movies 30.5 25 Video (VHS) Children's & Short Subjects 30.5 25 Video (DVD) Documentary/Non-Fiction 25 25 Video (DVD) Feature Length Movies 25 25 Video (DVD) Children's & Short Subjects 25 25 Short Discount 10.4 8.5 2. Numberoftitles in stock 670,000+ 800,000 3. Number of volumes in stock 18 million 44 million 4. Time to deliver ARO* (unprocessed) 2-3 days 1-3 days 5. Time to deliver ARO* (processed) 7-9 days 3-7 days 6. Book Processing Cost $1.67 $1.59 Note: Ingrain offers slightly lower pro(~essing costs and possibly faster delivery, although the references we checked with seemed pleased with Baker & Taylor's delivery time. The greater discounts are enough to give Baker & Taylor the best overall bid. * ARO = After Receipt of Order 5/18/2004 BAKEtl & TAYI,OIt ~Io~, NC 28217 ~,/o~,~ ~ ~,~i~-~ s~, Tel: 7~.~8.31~ ~.btol.com ~ay 3, 20~ Ci, of po~ A~hur ~s, Evangeline ~r~n Ci~ ~re~ ~ 4~ St~t PoR A~hur, ~ 77640 RE: PURCHASE OF BOOK$~ OTHER P~NT MATE~ AND AUDIO~$UAL MATE~A~ FOR PORT ARTHUR PUB~C ~B~RY DUE: ~AY ~2~ 2004 AT 3:00 P. ~. Dear Ns. Green: ~ank you for allowing ~ker & Taylor, Inc., the op~uni~ to bid on subj~ ~lici~tion. We have reviewed the r~uiremen~ in de~il and are ~nfident we ~n ~tis~ the s~ifl~ons of the CiW of Po~ A~hur and the PoR A~hur Public Libra~. Plea~ accept this le~er as ~ of ~ker & Taylor's ~mprehensive bid propel. ~ENE~L P RCHASE ORDER If notifi~tion of bid award is by purchase order only, plea~ send the fi~t pu~hase order to ~e following addr~s so that we may corr~y adjust the di~oun~ according to the terms of ~is bid: ~ker & Taylor, Inc. ARm Peg~ S. Bradley Pricing Semi~s 2550 West Twola Road, Suite 300 Charlo~e, NC 282~7 Please note, ~e purchase order numar as~ciat~ wi~ each item ship~ ap~a~ on all invoic~ generat~ by ~ker & Taylor, Inc. INVOICES All invoices will be sent to the not~ address. PAYMENT ~ker & Taylo~s payment te~s are net 30 days f~m date of the invoice. CONT~ Upon award of this bid by the Ci~ of PoR ARhur to Baker & Taylor, this document submi~ by Baker & Taylor and the Bid Document submi~ed by Ci~ of Po~ ARhur will ~ome ~R of the contm~ agreement be~een the ~o pa~ies. city of Port Arthur Ubrary Bid ~ (Paragraph Two) Proposal prices will remain firm for acceptance for 60 days, from the bid opening date. Paraeraoh Five (Books and Spoken Word Audio3 Baker &Taylor will accept return of items that are damaged, defective, or incorrectly shipped. Please see the attached returns policy for further details on credits and returns. AddiUonally, your Customer Service Representative, Ms. Angle Parks, is available to assist you with any questions regarding returns. Angle can be reached at 800-775-1200, ext., 2264. All returns are processed by use of a Return Authorization number, as assigned by your Customer Service Representative, Mr. Greg Goehring at 800.775.2600, ext., 2102. Please contact Greg for assistance with any damaged or defective product. Please refer to the attached audiovisual returns policy for additional information regarding returns. SHZPPZNG ZNFORMATZON Baker &Taylor will provide all books and audiovisual materials FOB DesUnation, with Free Shipping from your primary service center in Commerce, GA. Personal accounts for staff members, offered as a courtesy, will receive the same discount structurepropesed here, however, freight charges and taxes will apply. Vendor Discount Form proposal (BOoks and Spoken Word Audio) Baker & Taylor is pleased to offer to Port Arthur Public Library discounts from the current publisher's list price for library books. The discounts extended by Baker & Taylor are discounts from the current publisher's list price, however, publishers' list price is subject to change without notice. Your discount will be applied to the publisher's list price at the time of shipment. Please refer to (Attachment A) for additional discount information. Baker & Taylor has provided a listing of category types and their definiUons (Attachment B). The category number will match the discount categories (and number) as stated on the Terms and CondiUons of Sale. This will clarify to the library what criteria are used to classify a particular binding category and how it relates to the discounts offered. As part of our comprehensive pricing proposal, we have enclosed a copy of the Title Source on CD-ROM for your review. The library should use this sample to determine how a parUcular title may be categorized and to verify the appropriate price indicator applied to that particular title. Title Source will provide the unique opportunity to review how each of B&T's 3.5 million tit[es will be priced to the library. Price Indicators and all other title attributes included on the May 2004 Title Source CD-ROM are subject to change according to changes in B&~s relationships with publishers or publisher list price updates. Price Tndicators, which appear in the discount code field in Title Source, have been outlined on the enclosed list of binding types and discount codes (See Attachment A). These Price Indicators will show the category and applicable discount for individual items. To assist you in using this reference tool, we are enclosing a packet of information with instructions for loading and accessing the CD-ROM. We are also providing the passcode for the CD-ROb1 valid for 30 days after installation. The passcode is URYRTTV(~. City of Port Arthur 2 Library Bid This agreemen[ affords [he provision of I~001~ baged upon ~tated digcounL~ from the cUffent publi~hed~ list pri~. ~e discoun~ va~ bas~ on the classifi~on of b~ into general ~t~ories, some of which am de~rmin~ by general marketing criteria. ~ker & Taylor has ~liz~ I~ be~ effo~ to ~t~orize ~ for pricing pur~s by considering such ~om as binding, ~st of a~uisi~on, general marketing ~t~ories, publisher's di~ount, cu~omer demand, returnabili~ to publishem, and other fa~om. Baker & Taylor r~e~ the sole right to ~ the final dete~inant of the pricing ~tego~. Plea~ ~ a~is~ that ~ker & Taylor provides a de~il~ invoice that identifies the publisheds currant sugg~t~ list price, the dis~unt offered, and the exa~ pri~ cha~ed for each title orderS. ~e dis~un~ outlined within ~is propo~l am ~ken from the publisheds currant list pri~ at ~e time of shipment. Please note that the publisher's li~ pri~ is subje~ to change without no~ce. In addition, plea~ note that for some ~ll~e te~b~k publishem where no publisher list price is assigned by the publisher, ~ker & Taylor will assign a list price for these ~tles. In such in~nc~, the appli~ble li~ pdce is ~s~ u~n a s~ndardiz~ fo~ula that ~nsidem li~ pri~s of similar ~ offer~ in the marketplace. ~e ~p~ons to the dis~un~ quoted would ~ those ~ ~nsider~ as pmprie~ media or falli~ under ~ker & Taylor s~ial pr~rams, such as our Con~nuations program. DEHCO Tu~le~ck, Repli~ ~k ~i~, and BT ~und titles am al~ ~clud~ from quot~ dis~un~. DEHCO Tu~le~k ~itions will be bill~ at ~ker &Taylods net adve~is~ ~1~ price. Repli~ ~ will receive a 5.0% dis~unt end BT ~und titl~ will ~eive a 22A% dis~unt from a~e~ised li~ price. [mpo~ foreign language titles not~ as non-returnable will ~ bill~ at our a~e~is~ li~ price. Fu~her information and pricing regarding such se~ices and programs am available u~n r~uest. Audievisual Naterials ~ker & Taylor is pleas~ to e~end dis~un~ from the manufa~urer's currant list pri~ for audiovisual materials. List prices used for ~lculating discoun~ am manufa~umm', sugge~ list pric~, where available. Where no list price is suppli~ by the manu~umr, a list pri~ will ~ assign~ by ~ker & Taylor. Plea~ refer to A~chment A-[ for additional dis~unt information. Vendor Ce~ifl~tion Form B&T Unk O~ering B&T Link: Baker & Taylods so,am which allows the libra~ to use an ~i~ng [BH ~mpatible micro- ~mputer and a Hayes ~m~tible m~em to transmit ordem and r~ive confirmation da~ via toll-fr~ telephone Iin~. ~is so,am is available free of charge to ~ker & Taylor customem. Plea~ note, B&T Link Is ~mpatible with IlL B&T Link Online (Free [nternet O~ering) Baker & Taylor is pleased to offer to Po~ A~hur Public Libm~ B&T ~NK Online, our fr~ online o~ering proud, via our website at ~.btol.~m. B&T ~NK Online on-line is design~ to allow our customem to search for ti~es and ~ pla~ basic ordem via ~e [nternet. ~atur~ include the abili~ to: · ~1~ p~u~ by sea~h/ng our ~ns/ve ~ spoken wo~ mov/e and mus/c da~base of over Z2 million m~s. Create and main~in ~ shopping ~. ~nd the order ~o Baker & Taylor via the lnternet using your a~unt numar. Apply a ~ Not ~ed limit per o~er R~ive order conE~at/on w/thin minu~ of sending the o~e~ Ch~kprice and availabili~ ofbook ands~ken wo~ titl~ ~fom ordering. City of Port Arthur 3 Library Bid You can register for this service online if you have an active account with Baker 8~ TayLor. [f you ere a new user, you'll be presented with a user license agreement and a Registration form to complete. For additional information regarding ]~ntemet Ordering, please contact our Information Services Staff at bflnfo@btol.oom. Please note B& T I-ink Online d~es not interface w/th IIr, however our 7-/t/e Eource II product has that cepab///ty. P/ease refer be/ow for/nformat/on recjard/ng 7-/t/e Eource Ir, S//ver. Title Source Z! "Silver" Baker & Taylor supports online ordering through our web-based product 3qtie Source [[. The ~ource ~'J'is the most extensive database of bibliographic acquisiUons informaUon for U.S. publications. This database includes book, spoken word audio, video, DVD and Music CD titles. Our proprietary database contains detailed, comprehensive, up-to-date information on over 3.5 million book titles, 85,000 video titles, and 240,000 music titles. [n addition, it contains over 850,000 annotaUons and 1.3 million book covers in full color. Data element~ include: AnnotaUons from LC and B&T publications, digitized cover images, 19 key search indices, eleven filter criteria, and duplicate checking between orders and selection carts. Physical materials descriptions such as book dimension, weight, and pagination are also included. Additional title details include [SBN, publisher's current list price, title & series, author, and binding. Subscribers may also access B&T stock status (updated in 24 hour cycles), and can place electronic orders to B&T, with confirmation. Brief NARC records may be uploaded to [[! as order records. AddiUonally, TS!! has the One-Click MARC feature that allows a cart to be transferred and processed by [Z! with no manual intervenUon. Our systems support BZSAC orders sent as e-mails, and ED!FACT and endched EDZFACT orders sent through w ~ w over the !nternet. The library may transmit orders and receive order confirmation via !!!. As part of Baker & Taylor's comprehensive proPOsal, we are pleased to offer to the Port Arthur Public Library TS!!, "Silver" at a price of $595.00. The configuraUon will consist of (3.) administrative id and up to (5) additional user ids. Describe electronic/Znternet ordering mechanism (page Please refer to pages 3 and 4 of our response, Vendor Certification Form, for information regarding "B&T Link", B&T Link Online and "Title Source'; Silver. Ordering Baker & Taylor offers the following variety of ordering methods for books and audiovisual matarials to the Port Arthur Public Library. Orders may be placed by phone, fax, electronically, or via mail. Please refer below: Books and Spoken Word Audio Centralized Orderino Address: Centralized Orderina Phone Numbers: Baker & Taylor, [nc. Toll-Free Telephone Orders: 800-775-1100 Attn: Ordering Dept. Toll-Free Fax Orders: 800-775-7480 251 Hr. Olive Church Road Commerce, GA 30599-9988 City of Por[ Arthur 4 Library Bid Audiovisual Materials Centralized Orderina Address: Baker & Taylor, ]~nc. Toll-Free Telephone Orders: 800-775-2600 Attn: Ordering Dept. Toll-Free Fax Orders: 888-285-8922 100 Business Center Drive Pittsburgh, PA 15205 CZTY OF PORT ARTHUR SPECZAL ZNSTRUCT~ONS TO BZDDERS CATALOGING/ PROCESSING SPECZFZCAT/ONS Please refer to the enclosed B&T MARC and B& T MARC AV Specification brochures. Please note, MARC Records for book products will be provided for any title cataloged through Library of Congress. MARC for AV products is available for titles advertised in our Alert publication. Please note, not all books are cataloged through Library of Congress. SAMPLES (Books and Spoken Word Audio) The requested book sample is enclosed. A sample processed spoken word audio edition is also enclosed. Sample shelflist cards for spoken word audio materials will arrive under separate cover. Please note, these sbelflist cards samples were produced for this sample request and are intended to provide an example of printed product for spoken word audio materials; these cards do not correspond to the sample case and artwork. Audiovisual I~laterials Samples of audiovisual products, with our standard processing are enclosed. We have also included sample shelflist cards for your review. Additional samples of CD and DVD shelf list cards are also enclosed; these are examples of entries requiring multiple cards. DELZVERY ARO Orders for in-stock book-only orders will be delivered within 2-3 business days. Books requiring additional cataloging or processing will be delivered within (7-9) business days. DELZVERY Must Be FOB destination Baker & Taylor will provide all books and audiovisual materials FOB Destination, with Free Shipping from your primary service center in Commerce, GA. Personal accounts for staff members, offered as a courtesy, will receive the same discount structure proposed here, however, freight charges and taxes will apply. All correspondence will be sent to the noted address. SHIPMENTS FOR MULTZPLE CONTAINERS On the outside of each carton shipped is a Baker & Taylor enhanced shipping label which includes the pack date, freight carrier, B&T picklist number, carton number and individual carton weight. Each carton is numbered, and the final carton also indicates total carton count (e.g. 1,2,3, and 4 of 4). DAI~IAGED OR DEFEC'i 1dE t4ATERZALS RECEIVED Baker & Taylor will accept return of items that are damaged, defective, or incorrectly shipped. Please see the attached returns policy for further details on credits and returns. Additionally, your Customer Service Representative, Hs. Angle Parks, is available to assist you with any questions regarding returns. Angle can be reached at 800-775-1200, ext., 2264. City of Por~ Arthur 5 Library Bid Audiovisual Materials All returns are processed by use of a Return Authorization number, as assigned by your Customer Service Representative, Nr. Greg Goehring at 800.775.2600, ext., 2102. Please contact GrecJ for assistance with any damaged or defective product. Please refer to the attached audiovisual returns policy for additional information regarding returns. Baker & Taylor offers the following additional services: Online Customer Support (OCS) Baker & Taylor's Online Customer Support (OCS) is available to the Port Arthur Public Library via our website at www. btol.com. OCS is Baker & Taylor's free web-based account management system. The OCS system's sophisticated search options include the ability to query orders by Purchase Order Number, B&T Number, ]ISBN, and Order Date Range. You can also view detailed information, including order and account status by purchase order number, warehouse location, quantities and prices, and shipping details. There's even an option that helps you print invoices and order details for your records. Instant access, up to date information, and easy to use tools make OCS one more way we are making it easier to do business with Baker & Taylor, [nc. For additional information, please refer to our web-site at www.btot.com and the enclosed brochure. Pre Binding Services/Cover Lamination for Paperback Editions To meet all your prebound paperback needs, two methods are available: Vinabind, and Kapco®. The Vinabind method allows the entire original paperback cover to be retained. The cover is constructed of Davey Binders board and then covered with a polyvinyl lamination. The spine is reinforced using a strong double-fan adhesive binding. Cost for this process is $4.75/unit. The Kapco(~ method uses clear, thick, plastic sheets, adhered directly to the original paperback cover. This covers the entire book to protect the spine, front, and back covers. Cost for this service is $1.99/unit. Vinabind and Kapco®, are beth recognized by the Library Binding Institute. Rebound Paperback Books Baker & Taylor is pleased to offer BT Bound books. BT Bound Books feature the true-to-life color and appeal of the original cover art, overlayed with the toughest Plylar available. Books are cased in with a strong, reinforced hinge and durable two part, acid free folded endsheet. Attention to superior construction and binding provides durable, appealing books your readers will love. BT Bound Books are guaranteed to your satisfaction. If a BT Bound Book does not live up to your expectations, we will replace or repair it at no charge. Stamped or processed books will not be accepted for refunds unless they are physically defective. Please check your order carefully before applying stamps, labels, or pockets. Selection Tools provided by Baker & Taylor Selection Tools Baker & Taylor will be pleased to meet and exceed the Library's requirements for selection assistance. Our collection management librarians will work with you to provide title lists incorporating your particular specifications. Basic Selection Lists are defined as single subject lists based on a minimum of selection criteria. These lists include the standard bibliographic information needed for selection and ordering. (an example would be a list to support Black History Honth). City of Port Arthur 6 Library Bid Standard Selection Lists are defined as lists used to fill in gaps or to expand subject areas. These lists are based on a profile of five basic elements: -Subject Classification (including Dewey, LC, or B~*SAC subject codes) -Audience Levels (adult, young adult, and/or juvenile) -Physical Format / Binding -Price (list or discounted price) -Availability / Inventory Status These lists include basic bibliographic information, references to review sources, and annotations, when available. We are pleased to offer Basic and Standard Selection Lists to the Library free of charge. Customized lists requiring additional detail or parameters are available; our staff will be pleased to discuss pricing for any custom list request. About Our Collection Management Librarians and Technical Staff... Baker & Taylor collection management librarians have extensive experience working in library collection development and/or technical services in public, academic, and special libraries before their employment with Baker & Taylor. Our management team has created this organization carefully, recruiting librarians with a wide range of complementary, specialized subject knowledge representing different-sized institutions and a range of geographic regions. Baker & Taylor collection management librarians are active in contributing to their profession. Our group features a former member of the LC CZP Advisory Committee, B]~SAC participants, a former chair of an ALA divisional discussion group, ALA committee participants, and participants in regional professional organizations. Our librarians have published articles on collection development, and have been featured presenters in professional meetings and workshops. In addition to our librarians, our collection management team includes highly skilled paraprofessionals. This part of our team facilitates production process management and has a high degree of information technology skills. Our paraprofessionals are instrumental in working with our librarians to develop and support technical solutions for clients. Additionall¥~ the following publications and prepublications are available: Forecast This monthly publication promotes soon to be published hard cover titles. Forecast speaks to librarians about future bestsellers and noteworthy mid list titles so they can make well informed buying decisions. Features include a monthly subject collection as well as publicity news on upcoming author tours, media tie-ins, and serial and book club rights. Independent Press Quarterly is a quarterly section in Forecast showcasing notable titles from independent publishers. This section focuses on the latest trends in publishing as well as information on current releases and other notable titles. Featuring prepublication paperbacks, Paper Clips speaks to librarians about upcoming adult paperbacks. Although its focus is on titles four to six weeks prior to publication, Paper Clips also has mass-market backlist titles that publishers are prom6ting. In addition, every Paper Clips issue highlights a specific Roundup listing that features both frontlist and backlist titles related to a topic of particular interest. City of Port Arthur ? Library Bid Appearing monthly as a section in Paper C/ips~ Computer Book BytesTM provides an annotated listing of computer titles selected by our computer boo/( buyers. This section also includes information on new software upgrades and a "Publisher's Place" feature article. NOW Hear This Baker & Taylor's monthly overview of new, forthcoming, and backlist audio cassette and CD titles. Listing Z00-125 adult and children's spoken-word titles, NowHear Th/$ spotlights our best selling "Featured Five" audios among the 35-40 new titles annotated in each issue. The remaining listings make up our monthly "Best of the Backlist Audio Hedley," which includes Baker & Taylor's best-selling and current backlist audio titles. Alert'" 77~e A/ert is for customers seeking comprehensive information on video, DVD, and music audio titles. 7'he A/ert is a complete media reference source. Published monthly, 77~e A/ert, is the foremost distributor publication on feature film, special interest, foreign, children's, family and non-theatrical video, DVD, and audio titles. No other industry publication delivers such a comprehensive and consistent resource. 77~e A/ert is a fully annotated publication, delivering in-depth feature articles, exclusive interviews, title collections, retrospectives and much more. Books & More for Growino Minds Baker & Taylor's Z~?oo~ an~/Plore for G:row/ng t~/nds showcases the best in children's literature and spoken word audio to librarians. This publication serves as a comprehensive guide to Baker & Taylor's juvenile selections and features titles appropriate for all interest levels from toddlers through young adult. Each issue contains special theme collections that cover a variety of subjects of interest as well as a feature series section that highlights recent additions to the most popular children's series. B&T Exoress Wired Please see our website (www.btel.com) featuring B&TE~I~re~$ W/red, the first source for pre-publication book information. Every other week, Baker & Taylor brings to you all of the big titles - big print runs, bid publicity budgets. The site details information including title, author, ]ISBN, and list price as well as anticipated publication date, print run, and ad budget..loin us twice a month for a listing of the biggest and brightest! E-Lists Baker & Taylor's E-lists are electronic selection lists covering popular genres, industry current events, and titles in high demand. Designed with your needs in mind, these lists will not only save you valuable research time, but, combined with our convenient and integrated Internet ordering feature, you can receive product faster than ever. Please visit our website, www.btol.com, to access E-Lists. First Look/First Look Review CTitle Source Ti1 First Look and First Look Plus Baker & Taylor's First Look programs are FREE Collection Development services that feature automatic monthly notification of new and forthcoming titles. First Look carl~ are available to customers who subscribe to Title Source .l! on the Web. Each month your Title Source I! Administrative Account will automatically receive a new cart containing an up-to-date title list. First Look includes popular titles for both Children/Young Adult and Adult patrons. First Look Plus moves beyond high visibility titles, including the latest specialty titles in text, technical, and reference material as well as Spanish Language materials. Both services are available to the Library free of charge. Both services are available to the Library free of charge. City of Por~ Arthur 8 Library Bid Available lists include; Adult Fiction Adult Nonfiction .luvenile Picture Books & Easy Readers Juvenile Young Adult Fiction .luvenile Young Adult Nonfiction Spoken Word Audio, CD and Cassette Large Print, FicUon & Nonfiction DVD VHS Music CD University Press (First Look Plus) Scientific, Technical, and Medical (First Look Plus) Computer Books (First Look Plus) Primera Vista, Adult and Juven#e Spanish 77ties (First Look Plus) The Library may also choose to ore-select authors via our Automatically Yours oroqram; Baker & Taylor's Automat/ca//y Fours program delivers the latest publications from popular authors, right to your door. Select your favorite authors, and Baker & Taylor wili send the latest titles, as soon as they are released. Firm Order discounts (Attachment A) will apply. ,~u['omat/~//y Yours has ? different programs to choose from: · Popular Adult Fiction Authors - featuring over 500 fiction authors · B&T Kids - featuring over 300 of the most popular children and young adult authors, both fiction and non-fiction. · Spoken Word Audio · Large Print Popular Adult Fiction Authors · Book Club Plans - Baker & Taylor offers 4 different Book Club Plans to help meet your patrons' demands: "Today" Show Book Club "Reading with Ripa" Book Club City of Port Arthur 9 Library Bid "Good Morning America" Book Club "Oprah's" Book Club (a/though Oprah has discontinued her book club, she will occasionally recommend tit/es, We will continue to automatically ship these titles) · Tnspirational Authors - Features over 150 authors · Graphic Novels - Available for Adult and Teen titles. Choose from 140 Vendor/Characters, 52 Authors, and 32 Illustrators. CATS (Children's and Teens Services) Baker & Taylor is also pleased to provide CATS (Children's and Teens Services), a pre-profiled automatic shipment program focused on children's and young adult titles. Series featured include Boxcar Children, Goosebumps, and Sabrina the Teenage Witch. Please forward all future solicitations to the following address: Baker & Taylor, [nc. A~I-N: Pricing Services 2550 West Tyvola, Suite 300 Charlotte, NC 28217 We look forward to a favorable reply to our offer and the opportunity of being of assistance. Please provide an award notification and tabulation of results for this solicitation either via fax (704.) 998.3260 or mail at the above address. Your account profiles will be updated to reflect the terms of this contract, upon receipt of award notification. Thank you for your time and consideration in this matter. Sincerely, Peggy ~J. Bradley Sr. Pricing Services Representative cc: D. Hargrave, Director, Public Library Market, Western Region .~. Dyson, Manager - A/V Institutional W. Hartman, Sr. Vice President - A/V [nstitutional Rober[o Rodriquez, Sales Consultant FI. Utasi, Vice President - Sales and Marketing, Public Libraries City of Port Arthur ]0 Library Bid Attachment A Baker & Taylor, Znc.'s Terms and Conditions of Sale 45.4% II. 45.4% & Non-Fiction) III. (Paperback Trade Editions) Adult Quality Paperback Editions 40.4% C (Paperback Computer Books) (Popular Fiction & Non-Fiction) ]V. G Juvenile Quality Paperback Editions (Popular F/cEon & Non-F/cb'on) 40.4% V. P Mass Had(et Paperback Editions 40.4% VL R Single Edition Reinforced (.luvenlle) 22.4 % V[L Z Publishers Ubra~' Edition (.luvenile) 22.4% rffL A University Press Trade Editions 10.4% D(. S/X/N ('rext, Technical, or Text, Technical, Reference and Small Press S=10.4% Reference EdiUons) Editions X=10.4% N=0.0%* L (Hardcover Editions from Small, (May be of any binding and includes non- L=0.0%*** Specialty Publishers)*** trade University Press titles and some H=O.0%*** H (Paperback Editions from Small spoken word audio) V=O.0% Specialty Publishers)*** T=O.0% V/T (Returnable Specialty Textbooks) X. Y/Q Enhanced Service Program** 0% + $4.95/unit ** enter- 4.95) XL H Spoken Word Audio (primarily abridged) 45.8% special D Demco TurUeback D=O.0% programs E BT Bound E=22.4% F=0.0% F Imported Foreign Language Titles * Tit les which receive minimal publishe Jiscount will be invoiced at publisher's list price. ** TiUes where Baker & Taylor receives no discount from the publisher or prepayment is required by the publisher or publishers whose titles have limited demand and/or non-commercial publishe, rs will be Invoiced at list price plus $4.95/unlt service charge, please note that the (- 4.95) listeo above indicates how to enter the surcharge into the B&T Link or Title Source systems. The minus figure will add the $4.95 surcharge to your cost of the book. *** Represents publishers with limited sales volume, based upon a semi-annual review. Please note that for some college textbook publishers where no publisher list price is assigned by the publisher, Baker & Taylor will assign a list price for these titles. Zn such instances, the applicable list price is based upon a standardized formula that considers list prices of similar books offered in the marketplace. The discounts outlined within this proposal are applied to the publisher's current list price at the time of shipment. Note: Publisher's Current List Pdce is subject to change. Price indicator is subject to change based upon changes in relationships with publishers. City of Port Arthur Ubrary Bid Attachment A-1 Discount off of the Current Manufacturer's Product Ust Price Video - VHS 30.5% Music CDs 24.0% DVDs 25,0% List prices used for calculating discounts are manufacturers', suggested list prices, where available. Where no list price is supplied by the manufacturer, a list price will be assigned by Baker & Taylor. City of= Port Arthur Library Bid Attachment B Catego~ Definitions Ad~t Trade Hfrd¢ovcr Editions (0 & C) High demand materials from w/dely dJs~ibuted publishers designed for me generM consumer, usually deMtog with · subject matter having broad nmi appeal. These titles are typically released in hardback and can be either fiction or current non-fiction. Publisher promotional/media expcudiinFes and print runs ire customarily higher for these titles than for most others. An example of n trade edition would be: The Brethren by John Grishens, ISBN: 0385497466. H. Juvenile Trade Hardcover Editions (J) High demand, juvenile materials from widelT distributed publishers designed for the general consumer, usually dealing with a subject matter having broad maes appeal. These rifles are typically released in hardback and can be either fiction or current non-fictioe` Publisher promoflonul/medin expenditures and print runs are customarily higher for these tires thin for most others. AR example of t trade edition would be: A Lieht in the Attic by Shel Silversteln, ISBN: 0060256737. llI. Adult Oualitv Puoerbnck Editions (lB & C) High demand paperback materials from widely disfrthutcd publishers, other than the standard rack size paperback, typicMiy found in bookstores and other retail outlets. An example of a quality paperback would be: Bridget Jones's Diexv by Helen Fielding, ISBN: 014028009X. IV. Juvenile Ouulitv Panerback Editions (G) High demand, juvenile paperback materinisfrom widely distributed publisher"a, other than the standard rack size paperback, typically found In bookstores and other retail outlets. An example of · quality paperback would be: Charlotte's Web by F~B. White, ISBN: 0064400S57. V. Maes Market PnDechack Editions OD) A standard rack size paperback typically found in bookstores or other retail outlets. An example ora mass market paperback would be: The Girl Who Loved Tom Gordon by Stephen ICing, ISBN: 0671042858. VL Single Edition Reinforced (R) A high quality binding designed to provide a long shclf life in a heavy use environment. Although the binding is fanned and glued it may not be sewn, which is typically found in the publisher library edition. Subject content can include both fictional and non-fictian works appealing to juveniles as well as adults. These bindings are identified by the publisher to Baker & Taylor. An example of a single edition reinforced binding would be: Watch Out! Bee Brothers Canine by Jev Alborengh, ISBN: 0763601306. VII. Publisher Library Editions (Z) Fiction as well its non-fiction materials appealing to both juveniles and Idults, designed with the rugged durability required of the environment typically found In a library setting. Publisher Library Editions are traditionally of the highest quatity, usually fanned, sewn and glued to provide the greatest possible shelf life of any binding. These bindIngs are identified by the publisher to Baker & Taylor. An example of a publisher ilbrexy edition would be: Bereastain Bears at the Teen Rock Cafe by Stun Berenstaln, ISBN: 067997S705. VIH. Univertit~ Press Trade Editions (A) Tiffs category would include any University Press Trade Editions, both adult and Juvenile, and are subject to publisher reclassification. An example ora university press trade edition would be: The Educated Mind by University of Chicagn, ISBN: 0226190366. IX. Text. Technical. Reference. and Small press (Q~N, S, X, L~ M, V & T) Calegory of materials includes, but is not limited to, text, technical, reference, small press, and some university press tides (excluding University Press Trade Editions). It includes rifles purchased from publishers on a non-returnable basis, those publishers that ~xtend little discount to Baker & Taylor, and publishers whose fires have limited sales volume based upon a semi*annual review. Additionally, ally publisher wiffch is not in compliance with some of Baker & Taylor*s purchasing requirements could be In this category. Materials in this category are both adult and juvenile and may be of any bInding. Examples within this category would be: The Merck IndeL ISBN: 0911910123 and Murder Done to Death, ISBN: 0810830345. X. Enhanced Servicg Program Tifle~ (Y) This category iffeludes materials where Baker & Taylor receives no discount from the publisher, or prepayment is required by the publisher, or publishers which have restrictions on returns, or books of small or non-commerelal publishers with limited sales volume based upon a semi-annuul review. Any pubilsher which is not in compliance with Biker & Tayinr's purchasing requirements wouM be in this eatagory. Mulerials in this category may be of any binding. These tities will receive no discount and are subject to n service charge. An example within this category would be: Gettln~ Bv. ISBN: 0933087411. XI. Sookea Word Audio (It) Primarily abridged materials designed for the general consumer, usually dealing with a subject hatter having broad mass appeal These tires can be either fiction or current non-fiction. An example of i primarily abridged spoken word audio would be: The Brethren by John Gresham, ISBN: 05~3526847. Attachment C Enhanced Services Program Baker & Taylor is pleased to provide a service that will save the library time and money when procuring trdes from small or hard to find publishers. By utilizing B&T's vast publisher and title database, the library can purchase a wide variety of Iow demand and small print run tlUes from associations and limited ediUon, prepayment, and non-returnable publishers. Baker & Taylor's Enhanced Services Program provides libraries with access to 3.5 million active book tiUes representing over 72,000 fmprlnts. This breadth of coverage is greater than that of any other book industry wholesaler. The "£SP" program builds on B&T's already outstanding publisher relaUons by: · Expanding our vendor relaUons team responsible for the follow-up of all publisher orders, thereby improving the speed of delivery of all tiUes to the library. · Widening our publisher base to include hundreds of small non-commercial publishers formerly considered "Apply Direct" by the book industry. · Increasing our reporting capabilities by providing order status for 100% of all tlUe not yet published and by supplying anticipated release dates for all out of stock items. In order to provide these enhanced title acquisition services, B&T will apply a service charge to qualifying titles. Titles supplied from small non-commerdal publishers which require prepayment or where B&T receives no discount from the publisher, or flues of small, limited in demand publishers will he invoiced at the list price plus a $4.95/unit surcharge. If you would like to determine whether a spedfic title is subject to the surcharge, you may check the Title Source for Windows, Baker & Taylor's CD-ROM database of over 2.2 million titles. Surcharged titles will appear with a Y or Q in the discount code field. You may also telephone your Customer Service or Order Entry Representative to determine surcharged titles before pladng an order. As a convenience to the library, B&T can exclude these titles from all orders by adjusting the ordedng fadlities account profile. Please contact Customer Service at 800-775-1200 for additional information. Atl~chment D Vendor Requirements Baker & Taylor was founded in 1828 as a small bindery and subacdption book publisher. ~'n 1912, the company discontinued publishing to focus on book distribution. In 1958, Baker & Taylor was purchased by Parents Hagazine and in 1970, W.R. Grace & Co. acquired the company. In 1991, In anticipation of acquisition by management and affiliates of The Carlyle Group, the company incorporated In Delaware as Baker &Taylor Holdings, Znc. tn 1999, the company became known as Baker &Taylor Corporation, with business activities conducted by the wholly- owned subsidia~/, Baker & Taylor, Inc. In July 2003, Baker & Taylor, Inc., was acquired by Willis Stein & Partners, a leading private equity investment firm. Baker & Taylor is the natJon's leading supplier of books and related cataloging and processing services, with annual sales of more than 63 million books from over 72,000 publishers and imprints. We are the oldest book distributor in the United States, servicing markets with economical pricing and excellent services for over 176 years. This diverslficatJon has enabled us to offer wider services to all markets. Our clients include more than 100,000 public, school, university, and corporate libraries, as well as retail bookstores worldwide. Baker & Taylor~s title database currently contains over 3.5 million records and our cataloging database over 2.3 million records. Our national inventory is over 18 million volumes, including 670,000 to 885,000 in-stock titles depanding upon seasonality representing over 72,000 publishers and Imprints. Additionally, Baker & Taylor has been a distributor of audiovisual products since 1985, and Is one of the leading distributors in the industry. Baker & Taylor stocks the largest combined catalog of Video, DVD, and rousic CD titles of any single source distributor in the United States. With unparalleled fill rate and quick order turn-around, Baker &Taylor, Inc. exemplifies the true meaning of"one-stop-shopping" for non-print media. Baker & Taylor's Dun and Bradstreet number: 78-772-a,772. Baker &Taylor's Federal Tax ID Number: 56-1761729 3:'1" ~z ~ oo "'~ m~o0~ ~00~ Attachment Baker & Taylor, ThC. Corporate Officers Effective December 15, 2003 Al~ may be reached a~: Baker & Taylor, Inc. 2550 West Tyvola Road, Ste. 300 Charlotte, NC 2~217 Richard Willis Chief Executive Officer, President and Assisl~nt Secretary , Robert Agres Executive Vice President, Chief Financial Officer and Assistant Secretary Harshall A. Wight Executive Vice President George S. Coe Executive Vice President E. Claudette Hampton Senior vice President, Human Resources Bradley D. Murchison Senior vice President, General Counsel and Secretary Pamela D. Clark Treasurer and Assistant Secretary Frank D. Davies Tax Director Baker & Taylor, Inc. is a pdvate/?-owned non-pub#dy traded corporate'on owned by Baker & Tay/or Acqui$/Dbns Corpomt/bn. Lee Ann (~ueen Manager - Pricing Services BAKER & TAYLOR BAKER & TAYI.OPv ZNC, NOTICE OF BID ACCEPTANCE Accepted on behalf of City of Port Arthur Name: 7-gte: Please sign this notice and forward it directly to my attention at the address indicated below: BAKER & TAYLOI{, -~N¢, ATTN: Peggy S. Bradley, Pricing Services 2550 West Tyvola Ed., Suite 300 Charlotte, NC 28217 Fax: 704-998.3260 RE: PURCHASE OF BOOKS, OTHER PR.ZNT MATER[ALS, AND AUDZOVZSUAL MATERZALS FOR PORT ARTHUR PUBI.ZC I.ZBRARY DUE: MAY 1.2, 2004 AT 3:00 P. M. City of Port Arthur Ubrary Bid BAKER & TAYIDR Information and Entertainment Service~ Returns Policy (Effective 7/1/96; Updated 11-9-99) The following guidelines are required to ensure prompt handling of your return. All product returns (excluding Retail overstock returns and program defined returns such as the Approval and Book Leasing programs) require prior authorization from a Customer Servce Representative. How to Obtain Return Authorization Please use the Return Authorization Form from your shipment's packing list to make all returns. Contact your Customer Service Representative for return authorization. All claims must be made within 45 days from the date of invoice. 1. When calling for return authorization, please have the following information available: A. Return Authorization Form B. Your account number and ATS~ from the shipment's packing list (located mid-page under the Return Authorization Form explanation) C. Reason for the claim/return D. Action being requested - 1. Replacement of product 2. Credit to your account; no replacement product necessary 2. Your Customer Service Representative will assign your retum an authorization number (RTA#). To expedite the process, please clearly mark the RTA~ on the Return Authorization Form and on the outside of the carton in the upper right corner fi.om the shipping label. 3. Make your return via an insured and traceable carrier; Baker & Taylor is not liable for returns lost in transit. 4. Products incorrectly shipped by Baker & Taylor may be returned with authorization within 45 days of the product's date of invoice. Product(s) meeting the definition of Publisher defective may be returned with prior authorization within six months of the product's date of invoice. Products purchased with value-added processing services which have been shipped as ordered are considered non-returnable. DAMAGED SHIPMENTS: If you receive a damaged carton(s) which resulted in damaged product(s), please hold the product(s) and save the carton for Carrier inspection. If the damage is visible at the time of delivery, bring it to the Carrier's attention and note it on the Bill of Lading. Then, contact your Baker & Taylor Customer Service Representative via the toll-free number listed below. CLAIMING SHORTAGES: Please check your packing list or invoice before claiming shortages. All claims must be made within 45 days from the product's invoiCe date. Please ensure you have received all cartons of a shipment prior to signing for receipt from the Carrier. Cartons you have signed for as received from the Carrier are not claimable as shortages from Baker & Taylor. CONTINUATION CUSTOMERS ONLY: Return of titles or issues cancelled less than thirty (30) days prior to shipment cannot be accepted. A title which is ordered and received through Baker & Taylor Continuation Services cannot be returned if a duplicate is received from another source. These books should be returned to the other supplier. INTERNATIONAL CUSTOMERS ONLY: For information on making returns of damaged, defective, or incorrect products, please contact your local International Sales Office or our International Customer Service Department in Momence, Illinois (FAX: 815-472-9886). Baker & Taylor Service Center Locabens and Cu=t~,=~,' Service Telephone Numbers Commerce Se~ice Center Mome~oe Service Center Rer~3 Service Center Bridgewater Sen/ice Center 25'~ Mt~ Olive Church Road 501 S. Gladiolus 1160 Trademar~ Dr., Suite 103 '[ 120 Route 22 East Commerce, GA 30599 Momence, IL 60954 Reno, NV 89511 Bridgewater, NJ 08807 Baker' & TaylOr Ent~Inment, Videoand A~so~ Retum Po~ 13'aker & Taylor Entertainment Audio Return Policy Credit will be issued at t~e lower Refusals General Guidelines purchase pdce ~ the cutest seiti~j pr/c~ 1. In b~e case of mull~p/e refusals, 1. Ail returns must be requested by 4. AJI overstock returns are subject to retains b~ right to limit or canoed all calling your Customer Service a 7.5% restocking charge, future shipments. Representative to receive a Return S. Each audio configuration requires a Authorization (PA) numbe~'. Please separate RA number from ErE. have your account number ready. Exarr~e: compact disc, cassette Your cooperaUon in Following E~se 2. NI reV.~'ns must be sldpped prepaid and cassette singles, procedures willhelp ensure speedy m the designated regional audio 6. Product that has been deleted ~om processing of ~ merchandise. return center with tile PA number our active catalog cannot be deafly marked ou~de the box. returned. Than~ you. returns lost in transit. S~lpmont of tatum product should be insured Defective Returns and you should retaln the Insurance recolpt until credit is received ~rom 1. You mus~ initiate a daim with the 3. All returns must have a pacldng slip damaged in I~ausit. we suggest enclosed which provides customer that you retain the original shipping number, customer name, RA container and neti6/the carrier ----~nlhar, -reasen-fer*retom~ and lists --(UP~,~USPS~-ete.-)-immediatety upon each tff~e, by manufacturer, Item recelp~ of damaged goods. BTE number and quantity returned, cannot issue credit for carrier- 4. PA numbers are not reusable. Each damaged goods. new return must have a separate RA 2. All defectives must be accompanied' number, by a note (sample a~tached) 5. RA numbers are only valid for 30 describing the nature of the defect. days. Product returned on an 3. Defectives must be returned with expired PA Is subject to refusal by . original manufacturer sleeves, cases BTF.. or cartons. In the case of a 6. Product must be returned with the defective on a multipiece title, all original manu~ shrink-wrap In pieces mu~c be returned. tact (defeclNe returns excluded). ,I. Due to manufacturer guidelines, Furthermore, it mu~t be free of all product that exhibits any of t~e customer-applied materials (stickers, ~ollowing characteristics Is hang tabs, etc.). Re~uw,~ not acceptable for return as a defective: complying with this requirement will · Excessive use/abuse be subject to a re~rblshing charge · Evidence of tampering of' .,10 per unit ~- removal of such Not in original packaging materials. We reserve the fight to 5. Any product rejected by the re,use to accept any product any manufacturer, for nonfacto~y defects product that we cannot restore to a will be returned and rebilled to you. fully saleable condition. 7. Product returned that does not comply with the above guidelines t41sship Returns will be refused. 8. BTE does not allow deductions to be ~.. iVllsships are prnducts shipped to taken without the Issuance of an you as a result of our erra'. appropflate o'edit memo. Overbuys by you of spatial orders that are not accepted by your customers do not constitute Oversteck Returns mi~ps. 2. Ail requests for misship PA numbers 1. Overstock returns can be requested must be called In wi/h/n seven days on a monti~y basis. Return of receipt of goods. Have your alJowances are 10% Of the previous Invoice number ready and the monthly audio net purchases. For reason ~or mlsship (plcldng error, further details, contact your ~ake- & never ordered, e~c.). Taylor Audio sales representative. 3. O~lly new, unoperted, factory shrink- 2. The 10% return allowance amount wrapped product may be returned is noncummulaflve and must be as mlsships. Prior to brealdng the used under one monthly PA number seal or shrinkage on any product, it and return shipment, is your responsibility W review the 3. Due to manufacturer policies, we validity of the shipment received. are unsb~e to price-protect product R~p,~ea ~. that has been reduced in price. INVITATION TO BID April 21, 2004 Vendors: Sealed Bids, subject to the General Ins~xucfions, Conditions and Specifications, as provided will be addressed to the City Secretary of the City of Port Arthur, Texas in DUPLICATE. Sealed BIDS shall be received no later than 3:00 P. M. May 12, 2004 at the City Secretary Office and all bids received will thereafter be opened and read aloud on May 12, 2004 in the City Council Chambers, 5th Floor, City Hall, Port Arthur, Texas for the following: PURCHASE OF BOOKS, OTHER PRINT MATERIALS, AND AUDIOVISUAL MATERIALS FOR PORT ARTI~UR PUBLIC LIBRARY BIDS SHALL BE PLACED IN A SEALED ENVELOPE, with the bidder's name and address in the upper left-hand comer of the envelope. FACSIMILE TRANSMITTALS SHALL NOT BE ACCEPTED. BIDS MUST BE submitted on the pricing form included for that purpose in this packet and SIGNED BY A PERSON HAVING TI-IE AUTHORITY TO BIND THE FIRM IN A CONTRACT. MARK ENVELOPE: BOOKS Sealed Bids shall be submitted: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY CITY SECRETARY P. O. BOX 1089 444 4TH STREET PORT ARTHUR, TX 77641-1089 PORT ARTHUR, TX 77640 City of Port Arthur: Port Arthur Public Library Page 1 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials ALL BIDS MUST BE RECEWED 1N THE CITY SECRETARY'S OFFICE BEFORE OPENTNG DATE AND T]/vIE. Bids received after the closing time specified will be returned to the bidder unopened. Award will be made as soon as practicable after opening. To obtain results, or if you have any questions, please contact Clifton Williams at the City of Port Arthur Purchasing Office, at (409) 983-8160. The City of Port Arthur reserves the right to reject any or all Bids and to waive informalities or defects in bids, or to accept such bids as it shall deem to be in the best interests of the City of Port Arthur. Sincerely, Joseph Broussard Purchasing Coordinator City of Port Arthur: Port Arthur Public Library Page 2 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials CiTY OF PORT ARTHUR GENERAL SPECIFICATIONS GENERAL INFORMATION: NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the City of Port Arthur the required information specified in the Bid or Proposal Specifications listed in this Bid Package. The intent of this INVITATION TO BID (ITB) is to provide bidders with sufficient information to prepare SEALED BIDS IN DUPLICATE for furnishing: PURCHASE OF BOOKS, OTHER PRINT MATERIALS, AND AUDIOVISUAL MATERIALS FOR PORT ARTHUR PUBLIC LIBRARY. Bids must be in a sealed envelope addressed to the City Secretary, City of Port Arthur, P. O. Box 1089, Port Arthur, Texas 77641. Bids shall be received no later than 3:00 P. M. May 12, 2004. Bid proposal MUST BE SIGNED BY THE BIDDER. Ail bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL STATE Tt~SE EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The absence of such a list shall indicate that the bidder has not taken exception and the City shall hold the bidder responsible to perform in strict accordance with the specifications of the invitation. The City reserves the right to accept any and all or none of the exception(s)/substitufions(s) deemed to be in the best interest of the City of Port Arthur. Bids cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. The City reserves the right to: 1. Reject any and all bids, and to make no award if it deems such action to be in its best interest. 2. Award bids on the lump sum or unit price basis, whichever is in the best interest of the City. 3. Reject any or all bids and to waive informalities or defects in bids, or to accept such bids as it shall deem to be in the best interests of the City, 4. Award bids to bidders whose principal place of business is in the City of Port Arthur and whose bid is within 3% of the lowest bid price. This preference can't be granted for purchases involving Federal Funds. The award shall be made to the responsible vendor(s) whose bid is determined to be the lowest offer; taking into consideration the relative importance of price, conformance to specifications, and capability and experience of the contractor. City of Port Arthur: Port Arthur Public Library Page 3 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials TERMINOLOGY: "Bid"vs. "Proposal"..For the purpose of ~s ITB, the terms "Bid" and Proposal" shall be equivalent. Bidders are cautioned to read the information contained in this ITB carefully and to submit a complete response to all requirements and questions as directed. CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance with Vemon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. ETHICS: The bidder shall not offer or accept gifts or anything of value, nor enter into any business arrangement with any employee, official or agent of the City of Port Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be otherwise qualified and eligible to receive an award. 5. Be engaged in a full time business, and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in its obligations to the City. 7. No payments shall be made to any person of public moneys under any contract by the City with such person until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. Any interpretations, corrections or changes to the ITB and Specifications will be made by addenda. Sole issuing authority of addendas shall be vested in the City of Port Arthur Purchasing Manager. Addendas will be mailed to all who are known to have received a copy of the ITB. Offerers shall acknowledge receipt of all addenda. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics, the unit price shall prevail. PURCHASE ORDER: A purchase order(s)shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall be mailed directly to the Port Arthur Public Library, 4615 9th Avenue, Port Arthur, TX 77642. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of goods or services by the City of Port Arthur. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax, therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, JefferSon County. City of Port Arthur: Port Arthur Public Library Page 4 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal f'mancial interest, direct or indirect, in this Contract; and, the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to anyone owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this ITB. CONTRACT: The following will comprise the contract between the City and the successful bidder: 1. Information for Bidders 2. Bid Sheet 3. Notice of Awards 4. Specifications 5. Addenda QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantifies are approximate and any additional quantifies will be paid for at the quoted price. It is further understood that the supplier shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. All bids will remain in effect for sixty (60) days after the bid opening date. If, through any cause, the Bidder falls to fulfill in a timely and proper manner his obligations under this Contract, or fails to perform in accordance with these specifications, the City reserves the right to terminate this Contract by giving written notice to the Bidder of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. No person has the authority to verbally alter these specifications. Any interpretations, corrections or changes to this ITB and specifications will be made in writing by the Purchasing Division of the City of Port Arthur and sent to each person having a bid package. The vendor must be an authorized dealer for all products offered. The vendor must give the manufacturers name and product description of all items. Inferior products, products which perform at a substandard level, or poor quality products will be rejected. SHIPPING INFORMATION: All bids are to be F.O.B., Port Arthur Public Library, 4615 9th Avenue, Port Arthur, Texas 77642. City of Port Arthur: Port Arthur Public Library Page 5 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted, the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike ,manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of statement. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered most suitable for the purpose involved. In the event of conflicts between the written bid proposal and information obtained verbally, the vendor is specifically advised that the written bid proposal will prevail in the determination of the successful bidder. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. Questions concerning this ITB or additional information should be directed to Ray Cline at 409- 985-8838 extension 34. City of Port Arthur: Port Arthur Public Library Page 6 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials Port Arthur Public Library City of Port Arthur, Texas INVITATION FOR BID Books, other Print Materials and Audiovisual Materials ITEMS BELOW TO BE COMPLETED BY BIDDER BIDDER'S NAME: Baker & Taylor, Inc. BIDDER'S MAILING ADDRESS: 2550 west'ryvola, Suite 3oo CITY, STATE, ZIP CODE: Chadotte, NC 282i7 FEDERAL TAX I.D. S6-176-1729 TELEPHONE NO: (soo) 775.18oo REASON FOR '%10 BID": TOLL-FREE NO: (8o0 77s.'~8oo FAX NO: (704) 998.3260 BID SCHEDULE (RETURN ONE ORIGINAL AND ONE COPY WiTH YOUR BID) [ agree to furnish all items for the percentage of discount or unit price quotation as listed on the following pages in accordance with all the specifications, terms and conditions listed herein, or with exceptions as listed on the deviation page. (~.~ ..'~...,.~ Jz~.~.~, May 10, 2004 Au~odz~ Si~ Date Manager, P~cing ~i~s City of Port Arthur: Port Arthur Pubfic Library Page 7 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials p;~ase refer to (Attachment A) for additional discount Information and (Attachment B) for our cntegor~ definitions. Vendor Discount Form Estimated expenditure: $55,000 (to include all expenditures with vendor). Please indicate percent discount for each category (must include shipping). Free shipping Is extended for all products from your primary service center in Commerce, Gm DXSCOUNT Pre-bound library editions (Bound in compliance with the minimum ,o BZD standards of the Library Binding Institute.) Pre-bound paperbacks categoaes III, IV, v +Vinablnd $4.75/unlt 40.4% plestlc Laminate $1.99/unit General Trade Books (children's) cat~gory zz 45.4% General Trade Books (young adult) category xx 45.4% 45.4% General T~ade Books (adult) cato~w z Publisher's Library Editions (Reinforced bindings) category vxx 22.4% ]~)ubJIsher IJ~rary Blpd~ng~ ~s p.r~luced by the publisher) 45.8% o~s on 'I ape ~anrmgeo) category xx Books on Tape (unabridged) cnteoory xz 4s.8% ** Books on CD (abridged) ca~orvx~ 45'8o/0 Books on CD (unabridged) cato;oryxz 4s.s~5 ** 24.0% Music on CD NO BID Music on Tape Video (VIIS Tape) Documentary / Non-Fiction 3o.s% Video (VHS Tape) Feature Length Movies 30.5% Video (VIIS Tape) Children's and Short Subjects 3o,s~ Video (DVD) Documentary / Non'Fiction 2s.o~ Video (DVD) Feature. Length Movies ~.0~ Video (DVD) Children's and Short Subjects 2s.o~ Short/no discount; or charges added (specify on attached page) ce,,~v~x xo.4 * Titles which receive minimal dlsceunt will be Invoiced at publlsheCs list price. Titles where Baker & Taylor limited In receives no discount from the publisher, prepayment Is required by the publisher or books of small, Please refer demand, and/or non-cemmerclal publishers will be Invoiced at list price plus $4.95/unit surcharge. to (Attachment C) for additional Information. Popular titles by widely d!strib _ut~. publish.ers.r~_~P~ro~e~n~tax~nnrg agd6~l/~l:fnal~sc~ul~tV~nn~mtW~tiNo°nt..'' titles meet this ~g ~g criteria. Plea. see Attacnment,~A~t~-e~rles v,,,, .-.-, --, --- -- City of Port Arthur: Port .4arthnr Public Librnry Page 8 of 18 Invitation To Bid: Books, Other Print Materials, and Andiovisunl Materinb Deviations Page DEVIATIONS FROM TERMS, CONDITIONS, PROVISIONS, AND SPECIFICATIONS (RETIfRN OSl~ ORIGINAL ANO ON~ COPY wrrH YOUR If you do not have any deviations, write "NONE." DESCRIPTION DEVIATION EXPLAINED Please note, Baker & Taylor's On-Une Ordering product "B&T Link Online" does no'~ Intofface with HI. Please refer to the attached letter, page 3, for add~onal Infonna'don. I agree to abide by all the terms, conditions, provisions, and specifications of this bid, except those as listed above. I understand that significant deviations, as determined by the City, will render my bid as non-responsive. ComPany A~horized Signature Date Manager, Pricing S~rvlce~ City of Port Arthur: Port Arthur Public Library Page 9 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials Vendor Certification Form Baker & Taylor, Inc. does hereby certify that it can support electronic / Interact ordering of books and audiovisual materials and make available to Port Arthur Public Library Acquisitions Depm:tment, free of charge, suitable PC~based electronic ordering software or an Interact-based ordering mechanism. This electronic ordering software/mechanism should be able to interface with the III (Innovative Interfaces, Inc.) Library Automation System. (Please explain if such interface is in development.) Note: Interact-based ordering will be preferred. Please ~l'er to the attached letler, page 3, for clarification regarding interoet ordering. Can supply electronic ordering software to its clients. (~ No See letter, page 3. Can support an intemet-based ordering mechanism. No See letter, paQe 3. Has electronic interface with HI in place. Y(~ No See letter, page 3. Has an electronic ~nterface with III in beta testing. Yes No ~) ¢. .ay 10, 2004 Authomed Signa~xl~e. ....... Date Vendor's toll-free access number to electronic ordering by modem: B&T LinK: 800.775.0410 Vendor's web site address www.btol.com List three library clients with contact information that are currently ming your company's on- line ordering system and / or dial-up electronic ordering software. 1. Library Address Telephone Contact person Minneapolis Public Library 612.630.6200 Ms. Louise Merriam 250 Harquette Avenue South Minneapolis, MN 55401 2. Lib..m~., Address Telephone Contact person Aurora Public Ubrarv 303.739.6596 Ms. Diane Long 14949 E. Alameda Pkwy. Aurora, CO 80012 3. Lib_mp~_. Address Telephone Contact person Greenwich Public Library 203.622.7900 Ms. Marianne Welll 101 W. PuL'man Avenue Groenwlch, CT 06830 City of Port Arthur: Port Arthur Public Library Page 10 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials These statistics are based upon In-print and available materials and will vary, depending upon the actual titles ordered. Yendor Requirements Company description: size, purpose, types of clients served, years in business. Attach separate sheet Please refer to (Attachment D) Attach additional information, if desired. Types of materials be_~dled: Baker & Taylor, Inc., is a leading supplier of books, video,and music produc~s for libraries and retailers worldwide. Number of titles in stock: 670,000 to 885,000 (depending upon seasonality) Number of volu~es itl stock: 18 million +(depending upon seasonality) On average, Baker & Taylor's leitlal fill rate for public library order Is 88.0%. This is for In-print , Average percentage of fill on first order with PUBLIC Libraries: and available titJes. * Time to deliver ARe for unprocessed titles: Initial shipment is delivered within 2-3 buslnos~ days. * Time to deliver ARe for processed titles: Books requiring cataloging or processing, es noted below, will be delivered within 7-9 business days. Types of selection tools available to clients: Please refer to the attached letter, pages 3-4 and 6-7. Docsyour company provide complete processing for books? yes cost $1.67/unit The price of $1.67/unit is based upon the book processing components outlined below. We need: (send samples) Included in your processin~ auote: A sample of a Juvenile Trade Hardcover Edltto~,~'~ 2 shelflist cards Is enclosad and pressed as noted hem. ~ NO Mylar cover (weight?) installed ~ No Mylar weight Is mL Not to include paperbacks (deduct $ $.lS/un~ Spine label - installed Y~ No Pocket with ownership stamp - installed Y~ No Security label (Checkpoint) behind pocket Y~. No Note: we use a 10 MHZ label. Our Checkpoint system is a MK II. r~oes your company po~ow~e complete processmg for VI-IS Video? YES cost Does your company provide complete processing for DVD Video? YES cost Does your company provide complete processing for Books on Tape? YES cost 4.171 unit The price of $4.17/unit Is based upon the components noted here. NO, curr~nt~ icnods~velopment Does your company provide complete processing for Books on CD? YES Does your company provide complete processing for Music CDs? cost NO BID Does your company provide complete processing for Music Tapes? cost City of Port Arthur: Port Arthur Public Library Page. ll of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials Cataloging is available for any title appearing in our monthly catalog, "The Alert" (Sample Endesed). Please refer to the enclosed B&T HARC audiovisual brochure and price list for a myriad of options avalleble for the processing of audlovieual materials. We ate interested in: (send samples) Included in your processimt cluote? 2 shelflist cards (describe if other than all/none) Y~ No Plastic container re-packaging for Books on Tape (Yes) No Plastic container re-puckaging for Books on CD Yes (NoJ Any repackaging or process~g for Music CDs Y~ No Any repackaging or processing for Music Tapes Yes N~ Plastic contolner re-packaging for VHS Videos ~ No Plastic contolner re-packaging for DVD Videos ~ No (Cataloging and Processing brochures am endosad) Plense include your cataloging / processing specifica~i°n sheets. The Library's ability to fine- tune these specifications to fit Library needs will be a prominent factor in bid award. Note: after award of bid, failure to provide consistent processing in conformity with specificaltons submitted wifl be grounds for termination of any agreement or contract made pursuant to this bid request. The Port Arthur Public Library (City of Port Arthur) reserves the right at any time to use, or decline to use without penalty or charge, any of the processing items or features on which quotes have been requested without affecting the agreement as to discounts for materials quoted on page 8 of this request Amount of sales to PUBLIC libraries in 2003: Please note, this Is proprietary Infermatlon and cannot be released, by Baker & Taylor, Inc. PUBLIC libraries served: (attach list) Please refer to your bid form, page 10 of 18 for a sample of Baker & Taylor Ilbrery customers. Attach list of clients who have terminated contract within the past three years or attest by signature that none exists: On attached sheet. None f~/,~. ~^~ d~.~ -, ~.~ Autho~ SineCure Lee Ann Oueen. Manaaer- Prlcino Services Attach latest list of publishers represented or provide web address that lists them. Please refer to the enclosed sample of the "Title Source IX" CD for a list of publishers represented. DAMAGED OR DEFECTIVE MATERIALS RECEIVED Vendor will provide toll-free phone contact for return of defective materials or those received in damaged condiliom Vendor will initiate immediate replacement of such materials and will make no additional charge for shipping or replacement. Returns of such m_atefials will be at the Please refer to the attached letter, page ~. expense of the vendor. City of Port Arthur: Port Arthur Public Library Page 12 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials Describe electronic / Internet ordering mechanism: ~ Please refer to page 3, for Information regarding electronic/ordering. Does Intemet ordering program include inventory status? ~ NO Interface ability with III Library Management System? ~ NO See attached letter, oaae 3. Do you support orders by mail? ~ NO e00.77s.110 Do you support orders by telephone? Toll-frce number?~"'~ NO s6~ attached letter, page 4. Doyou suppgn orders by fa~.? Toll-free fax? aoo.7?s.74so ~ NO ~ atia~:hed lel~r, page ~. If Intemet ordering is supported are there different levels of access ~ NO See [~tter, page '~. If answer to preceding queslion is "yes" please describe the levels of access. Show charges for each level of access or indicale if any level of service is free. please rear to page 3, of the attached [et~er ~or information re~ardl~ 'S&? I.iniC, orderln~ software and Bi[ i. ink Online our~'e on-Line [~t~met ordering p~oduct. Additlonal~ information r~arding also outlined. Attach sample copy o f Status Report and Invoice Please find enclosed the requested samples (Attachment E and F). City of Port Arthur: Port Arthur Public Library Page 13 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials CITY OF PORT ARTHUR SPECIAL INSTRUCTIONS TO BIDDERS BROCHURES If specifications or descriptive brochures are submitted with bids, enter bidders' name thereon. CATALOGING /PROCESSING SPECIFICATIONS If cataloging / processing is quoted, bid should include specification sheets as requested on page 12. SAMPLES Samples must be submitted free of expense and will not be returned. DELIVERY ARO Be sure to show delivery time required after receipt of order (ARO), in appropriate space on page 11. DELIVERY Must Be FOB destination: Port Arthur Public Library 4615 9th Avenue Port Arthur, TX 77642 The term f.o.b, destination shall mean delivered, placed inside o£building, and title taken after acceptance. Note: invoices, status reports, and other correspondence should be sent to this address. SHIPMENTS OF MULTIPLE CONTAINERS must be marked prominently. (Example: Carton 1 of 4). The first carton in each shipment must have a packing slip enclosed. DAMAGED OR DEFECTIVE MATERIALS RECEIVED Vendor will provide toll-free phone contact for return of defective materials or those received in damaged condition. Vendor will initiate immediate replacement of such materials and will make no additional charge for shipping or replacement. Returns of such materials will be at the expense of the vendor. (Same notice on p.12) City of Port Arthur: Port Arthur Public Library Page 14 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials BID OPENING DATE: MAY 12, 2004 Receipt of Addenda: # 1 Date # 2 Date # 3 Date Baker & Taylor, Inc. 2550 W. Tyvola Rd., Charlotte, NC 28217 COMPANY NAME STREET ADDRESS SIGNATURE OF BIDI~R PO. BOX Lee Ann Queen Charlotte, NC 28217 (PRINT OR TYPE NAME) CITY STATE ZIP Hana;er, Prlcln; Services 800.775.18n0 TITLE AREA CODE TELEPHONE NO. blds~btol.com City of Port Arthur: Port Arthur Public Library Page 15 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials BID OPENING DATE: MAY 12. 2004 crrY OF PORT ARTHUR. INSTRUCTIONS TO BIDDER Bidders are requested to furnish their complete REM1T TO ADDRESS and TAX IDENTIFICATION NUMBER as indicated below: REMIT PA~.~__..............~' TO: COMPANY Baker & Taylor, Inc. Lockbox 510486 ADDRESS PO Box 7777 CITY/STAT~/Z]P Philadelphia, PA 19175-0486 SEND PURCHASE ORDER TO: COMPANY Baker & Taylor, ][nc. ADDRESS 25114ount Olive Church Rd, CiTY/STAT~/Zip Commerce, GA 30599 TAX IDENTIFICATION NUMB~ s6-z76-1729 City of Port Arthur: Port Arthur Public Library Page 16 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials AFFIDAVIT All pages in the offerer's bid proposal containing statements, letters, etc., shall be signed by a duly authorized officer of the company, whose signature is binding on the bid proposal. The undersigned offers and agrees to one of the following: X I hereby certify that I do Rot have outstanding debts with the City of Port Arthur. Further, I agree to pay succeeding debts as they become due during this agreement. __ I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they~ become due. __ I hereby certify that I do l~ve outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. NAME OF OFFERER: g~ Ann Queen TITLE Manager, Pricing Servlc~ ADDRESS 2s$0 west Twola Road, Suite 300 CITY/STATE/ZIP Charlotte, NC 292x7 TELEPHONE NUMBER 800.77s.xsoo SIGNATURE SUBSCRIBED AND SWORN to before me by the above named L.ee ~n (~0r~ onthis the day of ~,.~ .20 O6qt. Notary Publicq-~ and for the State of C°mm'ssion expires November 13, 2007 RETUR~ THIS AFFTDAVIT AS PART OF THE B[D PROPOSAL City of Port Arthur: Port Arthur Public Library Page 17 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials CONFLICT OF INTEREST STATEMENT Please delineate all owners of your company. If you have any contractual business relationship or family relationship with any member of the governing body of the City or if you expect this to occur, please so state: Please refer to Attashment G. Signature / ~ City of Port Arthur: Port Arthur Public Library Page 18 of 18 Invitation To Bid: Books, Other Print Materials, and Audiovisual Materials