CITY COUNCIL ACTION REQUEST
DEPARTMENT(S)
Finance
CEQA
Not a Project, File
No. PP17-003,
Agreements/Contract
s (New or Amended)
resulting in no
physical changes to
the environment.
COORDINATION
City Attorney’s Office,
City Manager’s Budget
Office, and Library
Director Approval
/s/
Drew Corbett
COUNCIL DISTRICT(S)
Citywide
CMO Approval
11/7/24
SUBJECT: Amendment to Purchase Orders with NewsBank, Inc. for San José Mercury News Digital Archives
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to:
(a) Amend purchase order OP 63124 with NewsBank, Inc. (Naples, FL) to add San José Mercury News (1900-1922) and San José Evening News digital archives and increase compensation by $337,456 for a revised maximum compensation of $1,183,209 and extend the current term to December 31, 2024;
(b) Negotiate and execute amendments as required for any unanticipated changes during the current term ending December 31, 2024, subject to the appropriation of funds; and
(c) Negotiate and execute annual purchase orders with NewsBank, Inc. for subscription renewals as required, subject to the appropriation of funds.
BASIS FOR RECOMMENDATION
Since the early 1900s, the San José Mercury News has been the largest single source for historical, regional information, and photography for Santa Clara Valley. Currently, the San José Mercury News archives from 1900-1922 and the San José Evening News archives from 1884-1983 are only available to library patrons and City staff by searching through microfilm, which is time- consuming, often inaccurate, or yielding no results. Damaged microfilm can also no longer be replaced. The Library Department wishes to purchase digital access to the online, full-text version of the San José Mercury News archives from 1900-1922 and the San José Evening News archives from 1884-1983 to provide the public efficient and equitable access to this historic information.
In April 2023, City Council authorized an amendment to purchase order OP 63124. Staff would like to further amend OP 63124 to purchase the additional archives described above and extend the term end date to December 31, 2024. In May 2024, the Finance Department determined that access to the NewsBank, Inc.’s San José Mercury News and San José Evening News archives and subscriptions qualified for the unique service/sole source exception to competitive solicitation pursuant to relevant sections of the City of San José Municipal Code.
Approval of this recommendation will authorize staff to purchase digital access to the San José Mercury News archive 1900-1922 and San José Evening News from 1884-1983 archives and to issue annual purchase orders for subscription renewals. It will provide the Library Department and COUNCIL AGENDA: 11/19/24
FILE: 24-2201
ITEM: 2.8
its patrons with full-text online access to the San José Mercury News and San José Evening News archives.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
COST AND FUNDING SOURCE
The recommended amendment to this agreement of $337,456 is funded by the SJPL Foundation Grants in the General Fund.
FOR QUESTIONS CONTACT: For procurement- and contract-related questions, please contact Albie Udom, Deputy Director of Finance – Purchasing and Risk Management, at [email protected]. For program-related questions, please contact Ann Grabowski, Deputy Director, at [email protected].