February 28, 2023
Library and Community Services
DATE: February 28, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager, Community
Services
Wylendia Eastman, Administrative Librarian
Subject Contract with Baker and Taylor for Purchase of Library Materials and Services
FINANCIAL IMPACT: The funds are available in the Library’s Fiscal Year 2022- 2023 budget (01242155- 400262). These purchases are
budgeted annually as part of the Richmond Public
Library’s operating budget.
PREVIOUS COUNCIL
ACTION:
December 6, 2016
STATEMENT OF THE
ISSUE:
The Richmond Public Library purchases most library
materials from Baker and Taylor, Inc., the world’s largest distributor of books, videos, and music products to
libraries and provides additional support services, such as pre-processing of materials for library use. The library set-up Customized Library Services (CLS) to expedite
the purchasing process and realize discounts for books, DVDs, and audio products.
RECOMMENDED ACTION:
APPROVE the purchase of library materials for the
Richmond Public Library from Baker and Taylor, Inc., in an amount not to exceed $1,500,000, over a three-year
period ending June 30, 2025, with two one-year options – Community Services Department (LaShonda White 510-
620-6828/Wylendia Eastman 510-620-6963).
AGENDA
REPORT
February 28, 2023
DISCUSSION:
Baker and Taylor, Inc. (B&T) is the world’s largest distributor of books, digital media, DVDs, and music products to libraries. B&T is the primary materials vendor for more than 5,000 libraries, including but not limited to Contra Costa Library System, Berkeley Public Library, Oakland Public Library, and San Francisco Public Library. Founded in 1828, B&T has proudly served as a trusted partner for public and academic libraries for nearly two centuries, helping libraries improve community outcomes through literacy and learning. B&T developed long-term relationships with major book publishers and movie studios which allows them to maintain 385,000 titles in stock, and more than 1.5 million titles available for order.
The right workflow is essential for the library to achieve its goals and optimally serve the community. B&T provides Customized Library Services (CLS) which provides shelf- ready materials and collection development strategies and assists with selection, ordering, and acquisitions. CLS includes preprocessed materials that are barcoded, labeled, stamped, jacketed, and readied for the library’s security system. The service also includes bibliographic and item records, which are loaded directly into Sierra, the library’s Integrated Library Services (ILS) platform. Shelf-ready items allow faster turnaround time for orders, reduce costs, and responds more quickly to library users’ service needs. Having the items shelf-ready allows the library to take advantage of better discounts, as well as respond to our community’s needs in a timely manner.
Additionally, it reduces City staff workload because materials arrive shelf-ready, rather than requiring City staff to catalog and process the items allowing these items to enter circulation within 24 hours of receipt.
Library staff continues to streamline the acquisitions process, to offer the best possible service to the community. Library staff believes that the services provided should be as high quality as possible. To maintain a high standard of service to users, there is an established goal to order 95 percent of the library’s materials shelf-ready. Utilizing one primary vendor is one key to reaching this goal. The work of setting up CLS with B&T expedites the integration of specialized library materials vendors into Sierra acquisitions. This allows the library to purchase supplemental materials from smaller and/or more focused distributors without sacrificing efficiencies or cost savings.
For the reasons listed in this report, the Richmond Library would like to enter into a sole- source contract with B&T as our primary materials vendor (Attachment 1 - sole source and Attachment 2 – standard contract). The pricing for the B&T contract will not exceed $1,500,000 over a three-year period ending June 30, 2025, with two one-year options (Attachment 3). Other vendors are utilized to provide specialty items, wider selection of formats, and to provide an alternative when items are out of stock with B&T. With the CLS workflow and pricing, the benefits become clear, money is saved, and resources become available so the library can focus on new opportunities.
February 28, 2023
DOCUMENTS ATTACHED:
Attachment 1 – Standard Contract (includes Baker and Taylor Customized Library Services Pricing Proposal)
Attachment 2 – Sole Source
Attachment 3 – Baker and Taylor Quote