CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 23 Section Name: {{section.name}} Account Number: 10-6611 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Library Department
MEETING DATE: August 19, 2024
SUBJECT:
Library Materials Acquisition – Amendment
RECOMMENDATION:
Approve an amendment to the agreement with Baker & Taylor for a 3-year extension to be the primary vendor to provide library materials including books, audiobooks, DVDs, CDs and customized collection development services in the amount not to exceed $500,000 annually for fiscal years 2024-25, 2025-26, and 2026-27 and authorize the City Manager to execute the amendment in substantially the form presented.
BACKGROUND:
A Request for Quotation (RFQ) process was conducted in 2015 for a primary Library materials vendor. Vendor proposals were assessed and ranked on the following elements: customer support, range of inventory, collection development services, processing and cataloging services, pricing and fulfillment rates. Pricing was very similar among respondents.
Baker & Taylor received the highest ranking among the competing vendors. The original agreement was signed in 2015 and the Library exercised the 3-year extension in 2018. The agreement was renewed in 2021 with condition to extend it for an additional 3 years. The Library seeks to exercise the 3-year extension due to Baker & Taylor's continued responsiveness and reliability.
A new RFQ process was deemed unnecessary at this time, since other vendors do not meet the Library’s criteria for services, price, and communication. Baker & Taylor is the primary vendor for ordering library collections with the most reliable services compared to other vendors and is the largest vendor providing customized library services such as pre- processing of the materials for cataloging and end processing.
The Library seeks approval to extend the agreement under the same terms and conditions for fiscal years 2024-25, 2025- 26, and 2026-27. Baker & Taylor continues to be the most qualified vendor for Library services.
BUDGET IMPACT:
This agreement will generate a blanket purchase order with upper limit of $500,000 annually and funds have been planned and allocated into the Library's budget.
ENVIRONMENTAL DETERMINATION:
This agreement is not a project subject to CEQA, because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)
NOTICE PROVIDED
All meeting noticing requirements were met.
CITY OF SAN MATEO
ATTACHMENTS
Att 1 - Amendment
Att 2 – Agreement
STAFF CONTACT
Marcia Mendonca, Senior Management Analyst
[email protected]
6505227805
James Moore, City Librarian
[email protected]
(650) 522-7802