DATE: June 20, 2023
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Director of Library and Museum Services
SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
BAKER & TAYLOR FOR PRIMARY LIBRARY MATERIALS VENDOR
SERVICES
CEQA: Not A Project
Recommendation: Approve
SUMMARY
The existing Professional Services Agreement (“Agreement”) with Baker & Taylor for Primary Library Materials Vendor Services expires on June 30, 2023. It is recommended that the City Council approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Baker & Taylor for Fiscal Year 2023-24 to extend the term for an additional year.
DISCUSSION
In order to facilitate and expedite the acquisition of library materials, such as printed books and physical media items as well as to maximize publisher discounts, the Library utilizes the services of a Primary Library Materials Vendor. Purchasing materials through a single vendor simplifies the selection, ordering, and shipping process and allows the Arcadia Public Library access to higher volume pricing discounts from publishers. Current purchases from Baker & Taylor represent a discount of up to 46.2% off list price depending on product category.
Baker & Taylor was awarded its most recent Agreement with the Library for Primary Materials Vendor Services for a period of three years beginning in 2018, with an option to renew for three additional years on a year-by-year basis. The City Council has previously approved two one-year extended terms, the most recent of which expires on June 30, 2023.
It is recommended that the City Council extend the term for one final additional year by approving this Amendment. The City will re-bid this service in the coming year.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can
Amendment to the PSA with Baker & Taylor for
Primary Library Materials Vendor Services
June 20, 2023
be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
The cost of proposed purchases through the services of Baker & Taylor has been included in the City’s Operating Budget for Fiscal Year 2023-24.
RECOMMENDATION
It is recommended that the City Council determine that this action is not a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an Amendment to the Professional Services Agreement with Baker & Taylor for primary Library Materials Vendor Services.
Attachment: Proposed Amendment No. 3 to the Professional Services Agreement
1 AMENDMENT NO. 3 TO THE PROFESSIONAL
SERVICES AGREEMENT REGARDING
PRIMARY LIBRARY MATERIALS VENDOR
This Amendment No.3 (“Amendment No. 1”) is hereby entered into by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and BAKER & TAYLOR, LLC, a Delaware Limited Liability Company with its principal place of business at 2550 W.
Tyvola Road, Suite 300, Charlotte, NC 28217 ("Consultant") with respect to that certain Professional Services Agreement between the Parties dated August 8, 2018 (“the Agreement”).
The Parties agree as follows:
1. Section 3.1.2 of the Agreement is amended by extending the term for the period July 1, 2023, through June 30, 2024 (“Extended Term”).
2. All of the remaining terms and provisions of the Agreement are hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 3 on the date set forth below.
CITY OF ARCADIA Baker & Taylor LLC,
(Two signatures required)
By: __ By: ______________________________ Dominic Lazzaretto Signature
City Manager
By: ______________________________
Print Name and Title
Date: ________________________ Date: ____________________________
ATTEST: By: ______________________________
Signature
By: ______________________________
____________________________ Print Name and Title City Clerk
Date: ____________________________
APPROVED AS TO FORM: CONCUR:
___________________________ By: ______________________________ Michael J. Mauer Darlene Bradley
City Attorney Director of Library & Museum Services
Date: ___________________________