Agenda eport
January 30, 2023
TO: Honorable Mayor and City Council
FROM: Department of Libraries and Information Services
SUBJECT: AUTHORIZATION TO ENTER INTO A CONTRACT FOR MAGAZINE
AND PERIODICAL ACQUISITION & MANAGEMENT WITH EBSCO
INFORMATION SERVICES, LLC FOR AN AMOUNT NOT TO EXCEED
$210,000 FOR A THREE (3) YEAR TERM
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1 . Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to Section21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required; and
2. Authorize the City Manager to enter into a contract, as the result of a competitive selection process, as specified by Section 4.08.047 of the Pasadena Municipal Code, with EBSCO Information Services, LLC (EBSCO), for the provision of magazines and periodical subscriptions and services to the Pasadena Public Library in an amount not to exceed $210,000 over a three-year period with the option for three (3) additional one year terms in the annual amount of $70,000, subject to the approval of the City Manager, for a maximum total contract amount of $420,000. Competitive price bidding is not required pursuant to City Charter Section 1002(F)( contracts for professional or unique services).
BACKGROUND:
The City of Pasadena Public Library ("Library") enhances and enriches the lives of its residents and visitors by providing library and information services and collections. This includes originating and maintaining subscriptions to magazines and periodicals throughout the year. The Library seeks to maintain a collection of 500 periodicals and newspapers distributed across all library sites. Such materials are for a-dult, young adult (teen), and juvenile audiences. The Library requires a periodical management vendor that can provide costeffective processes and tools, timely and high-level customer service and delivery, and a wide-ranging collection of daily, weekly, monthly, and quarterly periodical subscriptions.
MEETING OF 01/30/2023 AGENDA ITEM NO. __ l __ _
CONTRACT AUTHORIZATION FOR MAGAZINE AND PERIODICAL ACQUISITION AND
MANAGEMENT
January 30, 2023
Page2 of 3
The Library conducted a competitive sele.ction processl as specified by Section
4.08~047 of the Pasadena Municipal Code and issued a Request for Proposals (IIRFP") designed toJdentify the periodical service vendor that would best meet the needs of the community.
The. RFP was released in October 2022 via Opengov Procurement and included a title listfor each designated collection and locationthroughout the Library system. Vendors were requested to provide information on availability, cost, customer service, and subscription management processes and tools to provide for each library branch's title lists, which includes popular and research-oriented titles for adult, young adult, and children's collections. The requestfor proposal was carefully crafted to .accommodate both smaU, locally-based businesses and larger corporations to submit their bids. · Despite thisinclusivity, no proposals were received from local vendors.
Two proposals were received on November 14, 2022 in response to the RFP.
Below is a list of responsive proposers:
FIRM LOCATION
EBSCO Information Services, LLC Birmingham, .AL
WT Cox Information Services Shallotte, NC
Each response was reviewed and scored by City Staff in accordance with the evaluation criteriaoutlinedln the RFP. Theproposal ultimately selectedwas EBSCO's and was reviewed and scored by Library technical experts. Both proposals were evaluated .on the·ability to supply titles listed by account:location; on discounts and service charges; on available reporting and renewal tools and systems; and on feedback from references attesting to the level of compliance with public library delivery and ongoing maintenance ,qualifications.
The proposal submitted by EBSGO bestrnet the requirements laid out by the Library in the RFP. EBSCO is therefore recommend~d for award of the proposed contract. The current project timeline cans for the implementation of the new subscriptions during the currentFi.scal Year.
ENVIRONMENTAL ANAL VSIS:
The action prop'osed herein is not subject to the California Environmental Quality Act (CE::QA) in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060 (c)(2), 15060 (c)(3), and 15378. The authorization to enter into a contract with EBSCO. for magazines and periodical subscriptions and services to the Pasadena Public Library is a .continuing a~ministrative and maintenance activity (i.e., purchasing of supplies). No construction ,·s involved. This action would not cause either a directphysicaLchar,gein the environmentor a reasonably foreseeable indirect physical. change in the environment. Therefore,. the proposed action is not a ''project" ····- ···········-··----·- ··"·-·--·----·-··"··-···---- -- -------------- -------
CONTRACT AUTHORIZATION FOR MAGAZINE AND PERIODICAL ACQUISITION AND
MANAGEMENT
January 30, 2023
subject to CEQAi as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines. Since the action is not a project subject to CEQA, no environmental documentis required.
FISCAL IMPACT:
The total cost of this contract is $210,000 over three years. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Department of Libraries and Information Services Operating Budget account 21219007 -813500 Library Reference Materials Subscriptions. There are no anticipated impacts to the General Fund as a result of this action.
Approved by:
~~~
MIG~ ARQUEZ
City Manager
Attachments: (2)
Attachment A - Vendor TPA
RespectfuUy submitted,
T · MCDONALD
Acting Library Director
Libraries and Information Services
Attachment B - ·Proposal Evaluation Summary