8E
Date: August 19, 2025
To: Honorable Mayor and Members of the City Council
From: John La Rock, Community Services Director
By: Heather Cousin, City Librarian | [email protected] Subject: Community Services – Approve Second Amendment to Contract Services Agreement for Shelf-Ready Library Materials. Expenditure: Not-to-Exceed $80,000 (General Fund).
RECOMMENDATION
Recommendation of the Community Services Director that City Council approve a second amendment to the contract services agreement with Ingram Library Services, LLC of La Vergne, TN (C2020-070), in the amount of $80,000, for a new not-to-exceed amount of $980,000, to provide shelf-ready library materials.
FUNDING
Funding is available in the Community Services Department’s fiscal year 2024-25 operating budget.
DISCUSSION
Ingram Library Services, LLC (Ingram) is a nationally recognized provider of library materials, widely used by public library systems and school districts throughout California and known for its comprehensive selection, efficient fulfillment of services, and reliable distribution network. In 2020, City Council approved an agreement with Ingram to provide shelf-ready library materials for the Torrance Public Library. The agreement authorized a not-to-exceed total of $900,000 for the three-year term of the contract, based on the projected scope and estimated cost of materials.
On June 20, 2023, City Council approved a first amendment to the agreement, extending the contract term by an additional two years through June 30, 2025. However, the amendment did not include a corresponding increase in contract authority. While sufficient funds remained under the original contract authority at the time of the extension, expenditures in fiscal year 2024-25 have since exceeded the original expenditure limit by approximately $80,000. As a result, an increase in contract authority is now necessary to allow for payment of outstanding invoices.
The Torrance Public Library plays a vital role in supporting self-directed, lifelong learning, and its print collections are a core element of that mission. Increasing the contract authority will allow staff to fulfill current financial obligations and continue providing high-quality materials and services into the next fiscal year.
1 City Council
August 19, 2025
6 2
9 Accordingly, it is the recommendation of the Community Services Director that City Council approve a second amendment to the contract services agreement with Ingram Library Services, LLC of La Vergne, TN (C2020-070) in the amount of $80,000, for a new not-to-exceed amount of $980,000, to provide shelf-ready library materials.
ATTACHMENTS
1. Second Amendment to Contract C2020-070
2. First Amendment to Contract C2020-070
3. Contract C2020-070 (Limited Distribution)
2 1
SECOND
A
MENDMENT
T
O
CONTRACT SERVICES
AGREEMENT (C20
2 0
-
0 70
)
This
Second
Amendment
to Agreement
C2020
-
070 (the “
Second
Amendment”)
is made
and
entered into as of
July 1, 2024
(the “Effective Date”), by and between the CITY OF
TORRANCE, a municipal corporation (“CITY”), and
Ingram Library Services
, LLC, a
Tennessee
l
imited
l
iability
c
ompany
(
“CONTRACTOR”).
RECITALS:
A.
CITY
previously
circulated its Request for Proposals for
Pool of Vendors for
Provision of Shelf Ready Library Materials and eBook and eAudio book Services
,
RFP No. B202
0 -
14 (the “RFP”).
B.
In response to the RFP, CONTRACTOR submitted a Proposal (the “Proposal”).
In its Proposal,
CONTRACTOR represent
ed
that it
was
qualified to perform th
e
services requested in the RFP.
C.
After reviewing all the proposals submitted in response to the RFP, CITY decided to award the Agreement to CONTRACTOR.
D.
On July 1, 2020,
CITY and
CONTRACTOR entered into
Contract Services
Agreement C20
2 0
-
0 70
(the “Agreement”)
in which
CONTRACTOR
agreed to
provide
Shelf Ready Library Materials,
eBook
,
and
e
Audiobook
S
ervices for the
Torrance Public Library system
through June 30,
2023
for an amount not to
exceed $
9 00,000
.
E.
On July 1, 2023, CITY and CONTRACTOR entered into a First Amendment to the Agreement
(C2020
-
070) (“First Amendment”)
to extend the term of the
Agreement
for two years through
June 30, 2025. CITY and CONTRACTOR also
amended the Agreement to update the Public Records Act language to comport with recent changes to the California Government Code Sections that govern public records and public records requests.
F.
CITY is satisfied with the level of service provided by CON
TRACTOR
.
G.
CITY
and CONTRACTOR wish to
amend the Agreement to
increase the
CONTRACTOR’s compensation by $80,000 for an amount not to exceed $980,000
.
AGREEMENT:
1. Paragraph 3
of the Agreement, entitled “
COMPENSATION”, subsection A,
entitled
“
CONTRACTOR’s Fee”,
is amended to read in its entirety as follows:
ATTACHMENT 1
3 2
“3. COMPENSATION
A. CONTRACTOR’s Fee.
For services rendered pursuant to this Agreement, CONTRACTOR will be paid in accordance with the compensation schedule set forth in the Proposal, provided, however, that in no event will the total amount of money paid the CONTRACTOR, for services initially contemplated by this Agreement, exceed the sum of $980,000 (“Agreement Sum”), unless otherwise first approved in writing by CITY.”
2. Except as expressly modified by this Second Amendment, in all other respects the Agreement between CITY and CONTRACTOR, as amended by the First Amendment, is ratified and reaffirmed and remains in full force and effect.
CITY OF TORRANCE, Ingram Library Services, LLC,
a municipal corporation a Tennessee, limited liability company
By:_____________________________ By:_______________________________ George K. Chen, Mayor Carolyn Morris Vice President
ATTEST:
______________________________
Rebecca Poirier, MMC
City Clerk
APPROVED AS TO FORM:
PATRICK Q. SULLIVAN
City Attorney
By:______________________________
Jennifer V. Guerrero
Deputy City Attorney
4 F¡ RST AMENDMENT TO AGREEMENT ( C2020- 070)
This First Amendment to Agreement C2020- 070 ( the " Amendment") is made and entered into as of July 1 , 2023 ( the " Effective Date"), by and between the CITY OF TORRANCE, a municipal corporation (" C| TY"), and lngram Library Services, LLC, a Tennessee Limited Liability Company (' CONTRACTOR").
REGITALS:
A. CITY previously circulated its Request for Proposals for Pool of Vendors for Provision of Shelf Ready Library Materials and eBook and eAudiobook Services, RFP No. 8. 2020- 14 ( the " RFP").
B. In response to the RFP, CONTRACTOR submitted a Proposal ( the " Proposal") ln its Proposal, CONTRACTOR represented that it was qualified to perform the services requested in the RFP.
C. After reviewing all the proposals submitted in response to the RFP, CITY decided to award the Agreement to CONTRACTOR.
D. On July 1 , 2020, CITY and CONTRACTOR entered into Agreement C2020- 070 the " Agreement"), wherein CONTRACTOR would provide Shelf Ready Library Materials, eBook, and eAudíobook Services for the Torrance Public Library system, through June 30, 2023, for an amount not to exceed $ 900, 000, and with the two separate options to extend the term, to be exercised at CITY' s sole discretion, with each option extending the term of the Agreement by one ( 1) year E. CITY is satisfied with the level of service provided by CONTRACTOR F. CITY and CONTRACTOR now agree to consecutively exercise both options to extend the term of the Agreement, resulting in a total extension of the term by two 2) years, through June 30, 2025. Attached as Attachment A is a copy of CONTRACTOR' s letter agreeing to renew the Agreement for two years.
G, CITY also wishes to amend the Agreement to update the Public Records Act language to comport with recent changes to the California Government Code Sections that govern public records and public records requests.
AGREEMENT:
1. Paragraph 2, entitled ' TERM', is amended to read in its entirety as follows:
TERM
Unless earlier terminated in accordance with Paragraph 4 below, this Agreement will continue in full force and effect from the Effective Date through June 30, 2025."
N)
Þ
N)
I
c>
O
00413677
2 ATTACHMENT 2
5 2. Paragraph 7 of the Agreement, entitled " CITY REPRESENTATIVE" is amended to read in its entirety as follows:
CITY REPRESENTAT¡ VE
Heather Cousin is designated as the " City Representative," authorized to act in its behalf with respect to the work and services specífied in this Agreement and to make all decisions in connection with this Agreement.
Whenever approval, directions, or other actions are required by CITY under this Agreement, those actions will be taken by the City Representative, unless otherwise stated. The City Manager has the right to designate another City Representative at any time, by providing notice to CONTRACTOR.'
7 3. Paragraph 33 of the Agreement, entitled " PUBLIC RECORDS ACT" is amended to read in its entirety as follows:
33. PUBLIC RECORDS ACT
Any documents submitted by the CONTRACTOR all information obtained in connection with the CITY' s right to audit and inspect the CONTRACTOR' s documents, books, and accounting records pursuant to paragraph 14 CONTRACTOR' s Accounting Records; Other Project Records; as well as those documents which were required to be submitted in response to the Request for Proposals ( RFP) used in the solicitation process for this Contract, become the exclusive property of the City. All such documents become a matter of public record and shall be regarded as public records. Exceptions will be those elements in the California Government Code Section 7920. 000 et seq. ( Public Records Act) and which are marked " trade secret", " confidential", or " proprietary". The C¡ TY shall not in any way be liable or responsible for the disclosure of any such records including, without limitation, those so marked, if disclosure is required by law, or by an order issued by a court of competent jurisdiction.
In the event the CITY is required to defend an action on a Public Records Act request for any of the aforementioned documents, information, books, records, and/ or contents of a proposal marked " trade secret", confidential", or " proprietary", the CONTRACTOR agrees to defend and indemnify the CITY from all costs and expenses, including reasonable attorney' s fees, in action or liability arising under the Public Records Act." 00413677
6 4. Except as expressly modified by this First Amendment, in all other respects the Agreement between CITY and CONTRACTOR ls ratified and reaffirmed and remains in full force and effect
CITY OF TORRANCE,
a municipal corporation
lngram Library Services, LLC
a Tennessee Limited Liability Company
ø,, r>
By:,\,(' L- By
ceoüã K, Chen, Mayor Carolyn Morris
Vice President
ATTEST
Poirier, MMC
City Clerk
APPROVED AS TO FORM:
PATRICK Q. SULLIVAN
City Attorney
By:
W n
al Counselor
Attachment A: lngram Library Services, LLC' s May 25, 2023letter ry
00413677
7 INGFUAM"
May 25, 2023
City of Torrance
Attn: Heather Cousin, City Librarian
Torrance Public Library
3301 Torrance Blvd. I Torrance CA 90503
Attn: Heather Cousin, City Librarian
RE: Renewal of RFP City of Torrance, RFP No. B2O2O- 14, SHELF READY LIBRARY MATER¡ ALS Dear Ms. Cousin:
Please accept this offer as notification that lngram Library Services LLC agrees to your request to renew our contract for an additional two years. The Library will continue to receive the discounts and freight terms lngram provides under the current contract, originally awarded July 2020.
These terms will be effective from December !, 2023 through Novemberr 3t, 2024- 2025. lngram reserves the right to evaluate the terms of this contract extension annually. lngram Library Services LLC looks forward to a continued successful partnership with the City of Torrance and the Torrance Public Library.
lf you have any questions please contact Amy Sackett your lngram Senior Sales Representative Amy would be pleased to assist you.
lngram Contact List:
The City of Torrance has toll- free telephone access to any lngram point of contact at ( 800) 937- 5300, or you may reach your Senior Sales Reprentative directly at:
Amy Sackett, Senior Sales Representative ( 724) es3- e807 Ëmail: amv. sackett@i content. com
a
a Brandy Cain, lnside Sales Representative
Email: brandv. cain @ingramcontent. com
Ext. 35786
Best Regards,
b/" ø;>
Carolyn Morris
Vice President
CM/ ab
8 CONTRA¢T stRVICES AGREEMENT
This CONTRACT SERVICES AGREEMENT ("Agreement") is made and entered into as of July 1, 2020 (the "Effective Date"), by and between the CITY OF TORRANCE, a municipal corporation ("CITY"), and Ingram Library Services, LLC, a Tennessee limited liability company ("CONTRACTOR").
RECITALS:
A. The CITY wishes to retain the services of an experienced and qualified CONTRACTOR to provide book materials for the Torrance Public Library system.
B. In order to obtain the desired services, the CITY has circulated its Request for , Proposals for Pool of Vendors for Provision of Shelf Ready Library Materials, and eBook and eAudiobook Services, RFP No. B2020-14 (the "RFP").
C. CONTRACTOR has submitted a Proposal (the "Proposal") in response to the RFP. In its Proposal CONTRACTOR represents that it is qualified to perform those services requested in the RFP. Based upon its review of all proposals submitted in response to the RFP, the CITY is willing to award the contract to CONTRACTOR.
AGREEMENT:
1. 2.
SERVICES TO BE PERFORMED BY CONTRACTOR
CONTRACTOR will provide the services and install those materials listed in CONTRACTOR's Proposal submitted in response to the RFP. A copy of the RFP is attached as Exhibit A. A copy of the Proposal is attached as Exhibit B.
TERM
Unless earlier terminated in accordance with Paragraph 4 below, this Agreement will continue in full force and effect from the Effective Date through June 30, 2023
3. COMPENSATION
A. CONTRACTOR's Fee.
For services rendered pursuant to this Agreement, CONTRACTOR will be paid in accordance with the compensation schedule set forth in the Proposal, provided, however, that in no event will the total amount of money paid the CONTRACTOR, for services initially contemplated by this Agreement, exceed the sum of $900,000 ("Agreement Sum"), unless otherwise first approved in writing by CITY.
B. Schedule of Payment.
00259007 .dotx
Provided that the CONTRACTOR is not in default under the terms of this Agreement, upon presentation of an invoice, CONTRACTOR will be paid 0 -.,
0 ATTACHMENT 3
9 the fees described in Paragraph 3.A. above, according to the Compensation Schedule. Payment will be due within 30 days after the date of the invoice.
4. TERMINATION OF AGREEMENT
A. Termination by CITY for Convenience.
1. CITY may, at any time, terminate the Agreement for CITY's convenience and without cause.
2. Upon receipt of written notice from CITY of such termination for CITY's convenience, CONTRACTOR will:
a. cease operations as directed by CITY in the notice;
b. take actions necessary, or that CITY may direct, for the protection and preservation of the work; and
c. except for work directed to be performed prior to the effective date of termination stated in the notice, terminate all existing subcontracts and purchase orders and enter into no further subcontracts and purchase orders.
3. In case of such termination for CITY's convenience,
CONTRACTOR will be entitled to receive payment for work executed; and costs incurred by reason of such termination, along with reasonable overhead and profit on the work not executed.
B. Termination for Cause .
00259007.dotx
1. If either party fails to perform any term, covenant or condition in this Agreement and that failure continues for 15 calendar days after the nondefaulting party gives the defaulting party written notice of the failure to perform, this Agreement may be terminated for cause; provided, however, that if during the notice period the defaulting party has promptly commenced and continues diligent efforts to remedy the default, the defaulting party will have such additional time as is reasonably necessary to remedy the default.
2. In the event this Agreement is terminated for cause by the default of the CONTRACTOR, the CITY may, at the expense of the
CONTRACTOR and its surety, complete this Agreement or cause it to be completed. Any check or bond delivered to the CITY in connection with this Agreement, and the money payable thereon, will be forfeited to and remain the property of the CITY. All moneys due the CONTRACTOR under the terms of this Agreement will be retained by the CITY, but the retention will not release the CONTRACTOR and its surety from liability for the default. Under these circumstances , however, the CONTRACTOR and its surety will be credited with the amount of money retained, toward any 10 amount by which the cost of completion exceeds the Agreement Sum and any amount authorized for extra services.
3. Termination for cause will not affect or terminate any of the rights of the CITY as against the CONTRACTOR or its surety then existing, or which may thereafter accrue because of the default; this provision is in addition to all other rights and remedies available to the CITY under law.
C. Termination for Breach of Law.
In the event the CONTRACTOR or any of its officers, directors, shareholders, employees, agents, subsidiaries or affiliates is convicted (i) of a criminal offense as an incident to obtaining or attempting to obtain a public or private contract or.subcontract, or in the performance of a contract or subcontract; (ii) under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty which currently, seriously, and directly affects responsibility as a public consultant or contractor; (iii) under state or federal antitrust statutes arising out of the submission of bids or proposals; or (iv) of violation of Paragraph 20 of this Agreement; or for any other cause the CITY determines to be so serious and compelling as to affect CONTRACTOR's responsibility as a public consultant or contractor, including but not limited to, debarment by another governmental agency, then the CITY reserves the unilateral right to terminate this Agreement or to impose such other sanctions (which may include financial sanctions, temporary suspensions or any other condition deemed appropriate short of termination) as it deems proper. The CITY will not take action until CONTRACTOR has been given notice and an opportunity to present evidence in mitigation. ·
5. FORCE MAJEURE
If any party fails to perform its obligations because of strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental control, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond the reasonable control of the party obligated to perform, then that party's performance shall be excused for a period equal to the period of such cause for failure to perform.
00259007 .dotx
11 6. RETENTION OF FUNDS
CONTRACTOR authorizes CITY to deduct from any amount payable to CONTRACTOR (whether or not arising out of this Agreement) any amounts the payment of which may be in dispute or that are necessary to compensate CITY for any losses, costs, liabilities, or damages suffered by CITY, and all amounts for which CITY may be liable to third parties, by reason of CONTRACTOR 's acts or omissions in performing or failing to perform CONTRACTOR's obligations under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by CONTRACTOR, or any indebtedness exists that appears to be the basis for a claim of lien, CITY may withhold from any payment due, without liability for interest because of the withholding, an amount sufficient to cover the claim . The failure of CITY to exercise the right to deduct or to withhold will not, however, affect the obligations of CONTRACTOR to insure, indemnify, and protect CITY as elsewhere provided in this Agreement.
7. CITY REPRESENTATIV E
Yolande Wilburn is designated as the "City Representative," authorized to act in its behalf with respect to the work and services specified in this Agreement and to make all decisions in connection with this Agreement. Whenever approval, directions, or other actions are required by CITY under this Agreement, those actions will be taken by the City Representative, unless otherwise stated. The City Manager has the right to designate another City Representative at any time, by providing notice to CONTRACTOR.
8. CONTRACTOR REPRESENT ATIVE(S)
·The following principal(s) of CONTRACTOR are designated as being the principal(s) and representative(s) of CONTRACTOR authorized to act in its behalf with respect to the work specified in this Agreement and make all decisions in connection with this Agreement:
BJ Compau, Senior Sales Representative, Ingram Library Services Christi Cunningham, Manager Contracts & Sales Analysis, Ingram Library Services
9. INDEPENDENT CONTRACTOR
CONTRACTOR is, and at all times will remain as to CITY, a wholly independent contractor. Neither CITY nor any of its agents will have control over the conduct of CONTRACTOR or any of CONTRACTOR's employees, except as otherwise set forth in this Agreement. CONTRACTOR's agents and employees are not and shall not be considered employees of CITY for any purpose. CONTRACTOR may not, at any time or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of CITY. CITY has no duty, obligation, or responsilliility to CONTRACTOR 's agents or employees under the Affordable Care Act. CONTRACTOR is s~lely responsible for any tax penalties associated with the failure to offer affordable coverage to its agents and employees under the Affordable Care Act and any other liabilities, claims and obligations regarding compliance with the Affordable Care Act with respect to CONTRACTOR's agents and employees. CITY is not responsible and shall not 00259007 .dotx
12 be held liable for CONTRACTOR's failure to comply with CONTRACTOR's duties , obligations, and responsibilities under the Affordable Care Act. CONTRACTOR agrees to defend, indemnify and hold CITY harmless for any and all taxes and penalties that may be assessed against CITY as a result of CONTRACTOR's obligations under the Affordable Care Act relating to CONTRACTOR's agents and employees .
10. BUSINESS LICENSE
The CONTRACTOR must obtain a City business license prior to the start of work under this Agreement, unless CONTRACTOR is qualified for an exemption .
11. OTHER LICENSES AND PERMITS
' CONTRACTOR warrants that it has all professional, contracting and other permits and licenses required to undertake the work contemplated by this Agreement.
12. FAMILIARITY WITH WORK
By executing this Agreement, CONTRACTOR warrants that CONTRACTOR (a) has thoroughly investigated and considered the scope of services to be performed, (b) has carefully considered how the services should be performed, and (c) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services set forth in this Agreement. Should CONTRACTOR discover any latent or unknown conditions ' that will materially affect the performance of the services set forth in this Agreement, CONTRACTOR must immediately inform CITY of that fact and may not proceed except at CONTRACTOR's risk until written instructions are received from CITY.
13. CARE OF WORK
CONTRACTOR must adopt reasonable methods during the term of the Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies and other components to prevent losses -or damages, and will be responsible for all damages, to persons or property, until acceptance of the work by CITY, except those losses or damages as may be caused by CITY's own negligence.
14. CONTRACTOR'S ACCOUNTING RECORDS; OTHER PROJECT RECORDS Records of the CONTRACTOR's time pertaini_ng to the project, and records of accounts between CITY and the CONTRACTOR, will be kept on a generally recognized accounting basis. CONTRACTOR will also maintain all other records, including without limitation specifications, drawings, progress reports and the like1, relating to the project. All records will be available to CITY during normal working hours. CONTRACTOR will maintain these records for three years after final payment.
15. PREVAILING WAGE [INTENTIONALLY OMMITTED]
00259007.dotx
13 16. INDEMNIFICATION
CONTRACTOR will indemnify, defend, and hold harmless CITY, the Successor Agency to the former Redevelopment Agency of the City of Torrance, the City Council, each member thereof, present and future, members of boards and commissions, its officers, agents, employees and volunteers from and against any and all liability, expenses, including defense costs and legal fees, and claims for damages whatsoever, including, but not limited to-; those arising from breach of contract, bodily injury, death, personal injury, property damage, loss of use, or property loss however the same may be caused and regardless of the responsibility for negligence. The obligation to indemnify, defend and hold harmless includes, but is not limited to, any liability or expense, including defense costs and .legal fees, arising from the negligent acts or omissions, or willful misco11duct of CONTRACTOR, its officers, employees, agents, subcontractors or vendors. It is further agreed, CONTRACTOR's obligations to indemnify, defend and hold harmless will apply even in the event of concurrent negligence on the part of CITY, the City .Council, each member thereof, present and future, or its cifficers, agents and employees, except for liability resulting solely from the negligence or willful misconduct of CITY, its officers, employees or agents.
Payment by CITY is not a condition precedent to enforcement of this indemnity.
In the event of any dispute between CONTRACTOR and CITY, as to whether liability arises from the sole negligence of the CITY or its officers, employees, agents, subcontractors or vendors, CONTRACTOR will be obligated to pay for CITY's defense until such time as a final judgment has been entered adjudicating the CITY as solely negligent. CONTRACTOR will not be entitled in the event of such a determination to any. reimbursement of defense costs including but not limited to attorney's fees, expert fees and costs of litigation.
17. NON-LIABILITY OF CITY OFFICERS AND EMPLOYEES
No officer or employee of CITY will be personally liable to CONTRACTOR, in the event of any default or breach by the CITY or for any amount that may become due to CONTRACTOR.
18. INSURANCE
A. CONTRACTOR and its subcontractors must maintain for the duration of the Agreement at its sole expense the following insurance, which will be full coverage not subject to self-insurance provisions:
00259007 .dotx
1. Automobile Liability, including owned, non-owned and hired vehicles, with at least the following limits of liability:
a. Primary Bodily Injury with limits of at least $500,000 per person, $1,000,000 per occurrence; and
b. Primary Property Damage of at least $250,000 per
occurrence; or
c. Combined single limits of $1,000,000 per occurrence . 14 2. Commercial General Liability including coverage for premises, products and completed operations, independent
contractors/vendors, personal injury and contractual obligations with combined single limits of coverage of at least $2,000,000 per occ;urrence, $4,000,000 aggregate.
3. Workers' Compensation coverage as required by the Labor Code of the State of California and, if workers' compensation is required, employer's liability insurance with minimum limits of $1,000,000 per occurrence or occupational illness. The Workers' Compensation policy shall include a waiver of subrogation in favor of the CITY for all work performed by the CONTRACTOR, its employees, agents and subcontractors.
B. The insurance provided by CONTRACTOR will be primary and non contributory.
C. CITY ("City of Torrance"), the Successor Agency to the former Redevelopment Agency of the City of Torrance, the City Council and each member thereof, rnembers of boards and commissions, every officer, agent, official, employee and volunteer must be included as additional insured under the automobile and general liability policies but only to the extent of the amount that Ingram Library Services, LLC has agreed to indemnify the CITY. Coverage can be provided in the form of an endorsement to the CONTRACTOR's insurance or applicable policy · language.
D. CONTRACTOR must provide certificates of insurance including all required mandatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) indicating appropriate coverage, to the City Clerk of the City of Torrance before the comm~ncement of work.
E. Each insurance policy required by this Paragraph must contain a provision that no termination, cancellation or change of coverage can be made without notice to CITY.
F. CONTRACTOR must include all subcontractors as insureds under its policies or must furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors will be subject to all of the requirements of this Paragraph 18.
G. If the CONTRA TOR maintains broader coverage and/or higher limits than the minimums shown above, the CITY requires and shall be entitled to the broader coverage and/or the higher limits maintained by the CONTRACTOR, but only to the extent of the amount that Ingram Library Services, LLC has agreed to indemnify the CITY. Any availabl~. insurance 00259007 .dob<
I
15 proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY.
H. The procuring of insurance shall not be construed as a limitation on liability nor as full performance of the indemnification provisions of the CONTRACTOR.
I. CONTRACTOR hereby grants to CITY a waiver of any right to subrogation which any insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
CONTRACTOR agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the CITY has received a waiver of subrogation endorsement from the insurer.
J. Self-insured retentions must be declared to and approved by the CITY.
The CITY may require the CONTRACTOR to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or CITY.
19. SUFFICIENCY OF INSURERS
Insurance required by this Agreement will be satisfactory only if issued by companies admitted to do business in California, rated "A" or better in the most recent edition of Best's Key Rating Guide, and only if they are of a financial category Class VII or better, unless these requirements are waived by the Risk Manager of CITY ("Risk Manager") due to unique circumstances. In the event the Risk Manager determines that the work or services to be performed under this Agreement creates an increased or decreased risk of loss to CITY, the CONTRACTOR agrees that the minimum limits of any insurance policies or performance bonds required by this Agreement may be changed accordingly upon receipt of written notice from the Risk Manager; provided that CONTRACTOR will have the right to appeal a determination of increased coverage by the Risk Manager to the City Council of CITY within 10 days of receipt of notice from the Risk Manager.
20. CONFLICT OF INTEREST
A. No officer or employee of the CITY may have any financial interest, direct or indirect, in this Agreement, nor may any officer or employee participate in any decision relating to the Agreement that effects the officer or employee's financial interest or the financial interest of any corporation, partnership or association in which the officer or employee is, directly or indirectly interested, in violation of any law, rule or regulation.
B. No person may offer, give, or agree to give any officer or employee or former officer or employee, nor may any officer or employee solicit, demand, accept, or agree to accept from another person, a gratuity or an 00259007.dotx
16 offer of employment in connection with any decision, approval, disapproval, recommendation, preparation or any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any way pertaining to any program requirement, contract or subcontract, or to any solicitation or proposal.
21. NOTICE
A. All notices, requests, demands, or other communications under this Agreement will be in writing. Notice will be sufficiently given for all purposes as follows:
00259007 .dob<
1. Personal delivery . When personally delivered to the recipient:
notice is effective on delivery.
2. First Class mail. When mailed first class to the last address of the recipient known to the party giving notice: notice is effective three mail delivery days after deposit in a United States Postal Service office or mailbox.
3. Certified mail. When mailed certified mail, return receipt requested:
notice is effective on receipt, if delivery is confirmed by a return receipt.
4. Overnight delivery. When delivered by an overnight delivery service, charges prepaid or charged to the sender's account:
notice is effective on delivery, if delivery is confirmed by the delivery service.
5. Facsimile transmission. When sent by fax to the last fax number of the recipient known to the party giving· notice: notice is effective on receipt. Any notice given by fax will be deemed received on the next business day if it is received after 5:00 p.m. (recipient's time) or on a non-business day.
6. Addresses for purpose of giving notice are as follows :
CONTRACTOR
CITY :
Ingram Library Services, LLC
One Ingram B
La Vergne, TN, 37086
Fax: 615-231-6004
City Clerk
City of Torrance
3031 Torrance Boulevard
Torrance, CA 90503
17 22.
23. Fax: (310) 618-2931
B. Any correctly addressed notice that is refused, unclaimed, or undeliverable because of an act or omission of the party to be notified, wifl be deemed effective as of the first date the notice was refused, unclaimed or deemed undeliverable by the postal authorities, messenger or overnight delivery service.
C. Either party may change its address or fax number by giving the other party notice of the change in any manner permitted by this Agreement.
PROHIBITION AGAINST ASSIGNMENT AND SUBCONTRACTING
This Agreement and all exhibits are binding on the heirs, successors, and assigns of the parties. The Agreement may not be assigned or subcontracted by either CITY or CONTRACTOR without the prior written consent of the other.
INTEGRATION: AMENDMENT
This Agreement represents the entire understanding of CITY and CONTRACTOR as to thpse matters contained in it. No prior oral or written understanding will be of any force or-effect with respect to the terms of this Agreement. The Agreement may not be modified or altered except in writing signed by both parties.
24. INTERPRETATION
The terms of this Agreement should be construed in accordance with the meaning of the language used and should not be construed for or against either 1 party by reason of the authorship of this Agreement or any other rule of construction that might otherwise apply. To the extent that the terms of the RFP or the Proposal are inconsistent with the terms of this Agreement, the terms of this Agreement shall control.
25. SEVERABILITY
If any part of this Agreement is found to be in conflict with applicable laws, that part will be inoperative, null a·nd void insofar as it is in conflict with any applicable laws, but the remainder of the Agreement will remain in full force and effect.
26. TIME OF ESSENCE
Time is of the essence in the performance of this Agreement.
27. GOVERNING LAW; JURISDICTION
This Agreement will be administered and interpreted under the laws of the State of California. Jurisdiction of any litigation arising from the Agreement will be in Los Angeles County, California .
28. COMPLIANCE WITH STATUTES AND REGULATIONS
CONTRACTOR will be knowledgeable of and will comply with all applicable federal, state, county and city statutes, rules, regulations, ordinances and orders.
I
00259007 .dotx
18 29. WAIVER OF BREACH
No delay or omission in the exercise of any right or remedy by a nondefaulting party on any default will impair the. right or remedy or be construed as a waiver.
A party's consent or approval of any act by the other party requiring the party's consent or approval will not be deemed to waive or render unnecessary the other party's consent to or approval of any subsequent act. Any waiver by either party of any default must be in writing and will not be a waiver of any other default concerning the same or any other provision of this Agreement.
30. ATTORNEY'S FEES
Except as provided for in Paragraph 16, in any dispute, litigation, arbitration, or other proceeding by which one party either seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing party will be awarded reasonable attorney's fees, together with any costs and expenses, to resolve the dispute and to enforce any judgment.
31. EXHIBITS
All exhibits identified in this Agreement are incorporated into the Agreement by this reference.
32. CONTRACTOR'S AUTHORITY TO EXECUTE
The persons executing this Agreement on behalf of the CONTRACTOR warrant that (i) the CONTRACTOR is duly organized and existing; (ii) they are duly authorized to execute this Agreement on behalf of the CONTRACTOR; (iii) by so executing this Agreement, the CONTRACTOR is formally bound to the provisions of this Agreement; and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which the CONTRACTOR is bound.
33. PUBLIC RECORDS ACT
Any documents submitted _;by the CONTRACTOR; all information obtained in connection with the CITY's right to audit and inspect the CONTRACTOR's documents, books, and accounting records pursuant to paragraph 14 CONTRACTOR's Accounting Records; Other Project Records; as well as those documents which were required to be submitted in response to the Request for Proposals (RFP) used in the solicitation process for this Contract, become the exclusive property of the City. All such documents become a matter of public record and shall be regarded as public records. Exceptions will be those elements in the California Government Code Section 6250 et seq. (Public Records Act) and which are marked "trade secret", "confidential", or "proprietary" .
The CITY shall not in any way be liable or responsibl e for the disclosure of any such records including, without limitation, those so marked, if disclosure is required by law, or by an order issued by a court of competent jurisdiction.
In the event the CITY is required to defend an action on a Public Records Act request for any of the aforementioned documents, information, books, records, and/or contents of a proposal marked "trade secret", "confidential", or 00259007 .dotx
19 "proprietary", the CONTRACTOR agrees to defend and indemnify the CITY from aJI costs and expenses, including reasonable attorney's fees, in action or liability arising under the Public Records Act.
ATTEST:
~~ £.MMC
City Clerk
APPROVED AS TO FORM :
PATRICK Q. SULLIVAN
City Attorney
By: ~
Jocelyn.rigumba
Deputy City Attorney
Attachments :
Rev.0819
00259007 .dotx
Exhibit A
Exhibit B
Ingram Library Services, LLC
a Tennessee limited liability company
Request for Proposals
Proposal
20 00259007 .dotx
EXHIBIT A
REQUEST FOR PROPOSALS
[To be attached] '
21 RFP No. B2020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF READY LIBRARY MATERIALS, AND EB<,:>OK AND EAUDIOBOOK SERVICES
I SECTION Ill PROPOSAL SUBMITTAL
FAILURE TO COMPLETE ALL ITEMS IN THIS SECTION MAY INVALIDATE PROPOSAL.
In accordance with your "Request for Proposals (RFP)", the following proposal is submitted to the City of Torrance.
RFP Submitted By:
' ·.\~
Ingram Library Services LLC
Name of Company
One Ingram Blvd. La Vergne, TN 37086
Street Address
800-93 7-5300
City
615-213-6004
Zip Code
Telephone Number Fax Number
Pamela R. Smith / Vice President & General Manager [email protected] E-Mail Address
June 3, 2020
Signature Date
Form of Business Organization: Please indicate the following (check one).
Ql Corporation D Partnership D Sole Proprietorship D Other: __________ _ _ Do you have a Parent Company? D No Ql Yes, _ln_g;;;...r_a_m_ ln_d_u_s_t_rie_s_ ln_c_. ________ _ (Name of Parent Company)
Do you have any Subsidiaries? D No Ql Yes, ------------------(Name of Subsidiary Company) Business History:
Years in business under your current name and form of business organization? 2-5 Years If less than three (3) years and your company was in business under a d,ifferent name, what was that name? Ingram Library Services began as part of Ingram Book Company in 1964. In 1998, we incorporated as Ingram Library Services Inc.
As of December 31, 2016, our name was changed to Ingram Library Services LLC. We remained under the same ownership.
Contact for Additional Information:
Please provide the name of the individual at your company to contact for any additional information:
Daneen Schneider
Printed Name
800-937-5300 ext.35763
Telephone
Senior Contract Ma11agement Specialist
Title
[email protected]
E-Mail Address
[RFP B2020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 16READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
I
22 Proposal Submittal (continued) :
Vendor Name: Ingram Library Services LLC
Addenda Received: (It is mandatory to complete this section) Please indicate addenda information you have received regarding this RFP. If addenda is not attached to your bid submittal (per instructions), you are still held accountable to its contents.
.Adc:Jenctum' No .. ' Date Rece iveti "· -
~
I ,Ap~,~llthJm N'o. Date Received '
1 May 27, 2020
2 June 2, 2020
D No Addenda received regarding this RFP.
Payment Terms: The City of Torrance Payment terms are Net 30. The City does not make pre-payments, or pay upon receipt.
Do you offer any discounted invoice terms? Payment Terms are Net 30 EOM.
Project Start and Completion:
The City requires the project to start as soon as possible from the award of a contract and the project completed as soon as possible. Specific periods that are mutually agreed upon will be established after award of a contract.
Renewal Option:
Please state, if requested by the City, would your company agree to a renewal of this contract with price, terms and conditions unchanged .
Yes __ we would agree to add one (1) additional year (after initial 3 year contract term) Yes X we would agree to add two (2) additional years (after initial 3 year contract term) with 1 review odf . -- cata 091ng an processing
No __ we would not be interested in renewing this contract. pricing
Project Manager:
Please provide the name of the individual at your company who will serve as Project Manager for this contract.
BJ Compau
Name
509-209-3192
Telephone Number Fax Number
Senior Sales Representative
Title
[email protected]
Email Address
[RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 17READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
23 Proposal Submittal (continued) :
Vendor Name: Ingram Library Services LLC
Contract Representative:
Please provide the name of the individual at your company who will be responsible for administering this contract.
Christi Cunningham Manager, Contracts & Sales Analysis
Name Title
800-937-5300 615-213-6004 [email protected]
Telephone Number Fax Number Email Address
Sub Contractors:
If awarded, will you be using sub contractors to carry out the scope of work required in this RFP? D Yes, we will be using sub contractors and have listed their contact inform~tion below. i;z! No, we will not be using any sub contractors for this project.
NA
Company Name Contact Name Title
Telephone Number _ Fax Number Email Address
Please explain the working relationship between your company and the sub contractor. [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 1 BREADY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
24 Proposal Submittal (continued) :
Vendor Name: Ingram Library Services LLC
Background and Recent Experience with Simil~r Projects:
In the space below, please provide a narrative explaining your background and recent experience with similar projects as the scope of work identified in this RFP. (Please attach additional sheet if needed.) Ingram Library Services LLC is a Tennessee Corporation, operating as part of the Ingram Content Group.
Dedicated to helping content reach itSsdestination, Ingram Content Group has been a partner to librarians, educators, publishers, and booksellers for over five decades .
Through our response, Ingram has provided a detailed description of our internal operations including screenshots of our ipage order system, delivery terms, numbers and types of materials inventories, contact information, invoicing procedures, returns policies, discounts, and pricing. We have also included information on our Collection Development tools and other services offered by Ingram.
Ingram Library Services' sole focus is on libraries. Ingram has over 4,000 customers who use our cataloging and/or processing services for ongoing firm orders, standing orders, and special projects including Opening Day Collections. We maintain hundreds current price agreements and contra~ts, serving public libraries, school systems, private libraries, and other libraries of all scopes and sizes through1out the nation. In addition, we serve thousands of libraries and schools under standard business terms. Ingram has a very a successful track record providing shelf-ready materials for other large, multi-branch libraries. Depending upon each library's needs, we provide everything from bestsellers and popular series titles to backlist and reference titles and audiovisual materials.
Please see our proposal under the Qualifications and Experience and References headings for additional details on our Ingram staff and other libraries we serve. [RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 1 gREADY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK ' SERVICES] ,_
25 Proposal Submittal (continued) :
Vendor Name: Ingram Library Services LLC
Work Plan for Implementation:
In the space below, please describe in detail the methodology you will be utilizing to implement service delivery. (Please attach additional sheets if needed.)
i'9~&"1e'..<~AAWCluded a proposed work plan for implementation, including timeline, in our narrative proposal.
I
l
[RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 2QREADY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
26 Proposal Submittal (continued):
Vendor Name: Ingram Library Services LLC
References:
Please supply the names of companies/agencies for which you recently supplied comparable goods/services as requested in this RFP. A minimum of three (3) references is required; additional references are optional.
References from public agencies are preferred. Do not include the City of Torrance as a reference for this RFP.
Name of Company/Agen,cy: Multnomah County Library System Street Address: 919 NE 19th Ave
City:
State, Zip Code·: Portland, OR 97232
What Product/Service did you provide shelf-ready print and AV materials, standing order 1 to this Company/Agency? reports.
✓
Name of Person to Contact: Paul Lightcap, Collection Manager Phone Number of Contact: 503-988-6209
Email Address of Contact: [email protected]
""'
~ x,-.;.,.-,p, --~ -= ' ,,,.. - - -~-► •-..:f'U:......z.'., , __ . 1,n L.. c• Name of Company/Agency: Mid Columbia Library System
Street Address: 405 S. Dayton -
City, State Zip Code: Kennewick, WA 99336
\JYhat Product/Service did you provide Print materials with cataloging and processing. 2 to this Company/Agency? Standing Order Reports.
Name of Person to Contact: Michael Huff, Collections and Services Director Phone Number of Contact: 509-737-6360
Email Address of Contact: [email protected] I~, . - ,'.li_s;-' .Ylthl'.' .,,_ C' - , ·,1 "' .:- ~- T, n., " ~ J.;;• •: -~:r ,. :
Name of Company/Agency: Whatcom County Library System
Street Address: 5205 Northwest Dr.
City, State Zip Code: Bellingham, WA 98226
What Product'Service did you provide print books and spoken word audio 3 to this Company/Agency? with processing and cataloging services.
Standing Order Reports.
Name of Person to Contact: Lisa Gresham, Collection Services Manager Phone Number of Contact: 360-305-3604
E~ail Address of Contact: [email protected]
[RFP' B2020-14 RFP_ POOL OF VENDORS FOR PROVISION OF SHELF 21 READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
,I
27 Proposal Submittal (continued):
Vendor Name: Ingram Library Services LLC
YL · b'~ listed b;el0vy. Y0u mus In , 10~te _belo.w th,at yell nave ~( , · ust attac~ addi{i2nal sh.eet& t_o your IRP'f
,sµ~ . p ,., '. -
RFP Scope of Work Questions
Did you include original and 3 copies of Y,OUr RFP Submittal? Submitted via email per amendment
Did you include a signed Affidavit Form with your RFP Submittal? Did you attach additional sheets to answer the Background and Recent Experience with Similar Projects information on page 19 ·of this RFP? Did you attach additional sheets to answer the Work Plan for Each Required Task on page 20 of this RFP?
Did you include References?
Did you attach additional sheets to address the Project Understanding and respond to the supplemental questions 13-14?
Did you include all addenda if any issued by the City?
Did complete the Cost Proposal?
Indicate what page in your
proposal you have answered
this uestion.
D Yesf;ZI No
f2] Yes □ No
Q] Yes D No
Page ~ of our submittal.
Plus pages 1 - 9 Qualifications
f2] Yes D No
RFP
Page ~ of our submittal.
fZI Yes □ No
f2] Yes O No
f2J Yes D No
Page92-96 of our submittal
-[RFP B2020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 22READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES] '
28 Proposal Submittal (continued) :
Vendor Name: Ingram Library Services LLC
In accordance with your "Request for Proposal" , the following price proposal is submitted to the City of Torrance. We understand that our price submittal is a not to exceed amount and that if we are selected to enter into negotiations with the City the pricing may be adjusted down unless additional services are re · · · · and ad · accor ·
. ·n
-~, e9.ch fY
e w iG '· be
it
Collection Management
Ordering
Cataloging
Processing
Invoicing
(1) Online selection list load, initial setup cost
(2) Online sele ction list, per list cost (if cost
varies by frequency, indicate each cost)
(3) "Vendor Selection Ordering " per collection
or subject area
(1) Online ordering, initial preparation costs
(2) Ongoing costs associated with online
ordering, if any
(1) Any costs associated with initial setup
(2) Cataloging cost per library specifications per
item (added copy)
(3) Cataloging cost per library specifications per
item (new title)
(1) Hardbound books costs to barcode, label
and mylar, property stamp, CD pocket
covers
(2) Paperbound books costs to barcode, label
and Kapco (Kapco only on items $15 list
price or more), property stamp
(3) Tattle Tape costs
(4) Genre Label
(5) Look for Labe l (for multi -disk sets)
(6) Hub Label for CD's audi obooks and DVD's
(7) Repackaging of CD, DVD, audiobooks
(1) Any costs associated with initial set-up of
electronic invoicing .
(2) Ongoing costs associated with electronic
invoicing
Costs related to eBooks or eAudiobooks
(1) Costs associated with providing a platform
for eBooks or eAudiobooks .
(2) Costs associated with consortium or sharing
eBooks or eAudi obooks.
$
Prop osal Not toi Exceed
,Amount by Catego[Y pescr:ipt iqn
1. No initial setup cost from Ingram
2. No charge for standing orders, HITS
lists. See proposal for cost for
custom iCurate programs.
3.Vendor selection NA
$
1. No initial setup cost from Ingram .
2. Ingram does not charge for ipage
ordering, EDI ordering, or grids.
$
1. No initial setup cost from Ingram.
print catalogin g: $2.25 per unit
Spoken word audio: $2.50 per unit
DVD and Music CD: $2 .. 75
See proposal for details.
$
1. $1.65 per unit. See proposal for details .
2. $1 .25 paperback processing plus
$1. 85 per unit 15 mil paperback
lam inate cover. See proposal for deta i s
3. $0 .50 per unit
4. $0.25 per unit
5. $0 .25 per unit
6. $0.30 per unit
7. Please see proposal for case prices
$
1. No initial set-up cost from Ingram.
2.lngram does not charge for electronic
invoicing.
1. - 7.
Ingram does not provide eBooks or
eAud iobooks.
[RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 2 3READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES] '
29 Other Costs
(3) Setup, training or support fees.
(4) Fees for MARC records .
(5) Costs for metered access, if applicable.
(6) Costs for staff access to a dashboard,
console, ordering platform, reports tool, etc.
(7) Costs to establish a SIP connection to the
library ILS.
(1) Any other vendor costs associated with RFP
requirements, but not listed above or
inyluded in purchase of discounted library
materials themselves.
(2) Is there a flat rate fee which would provide a
more cost effective alternative to individual
pricing?
Total Per Unit Pricing or Flat Fee for all of the above Discounts
(1) General Trade Books
(2) "Short Discount" items
(3) Small Pre~s
(4) Large Print Books
(5) Foreign Language Materials (Spanish,
Korean, Chinese, Japanese, etc.,)
(6) Continuations/Standing Orders
(7) D\7Ds
(8)' Books on CDs
(9) Music CDs
(10) eBooks
(11) eAudiobooks
(12) eMagazines
(13) Other Cost incentives, if any
Total Discount per Unit or Flat Rate Discount
$
1. ipage full text reviews are available
for $350 per year.
2. Ingram can provide bundled pricing
to include full cataloging & processing
based upon a completed profile.
$ Please see proposal
$
1. Trade Hardcover 42.6%
2. Short Discount 10.0%
3. Small Press 10.0%
4. Large Print 5.0% - 42.6%
5. Foreign Language 5.0% - 42.6% prin
6. Continuations/Standing Orders
5.0%-42.6%
7. DVD 28.5%
a.Books on CD 45.0% (trade)
9. Music CDs 15.0%
Ingram does not provide eBooks,
EAudiobooks or eMagazines.
see orooosal for further details.
NA
[RFP 82020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 24READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
30 STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
_P_a_m_e_l_a_R_._S_m_it_h ______ _ being first duly sworn deposes and says:
ATTACHMENT 1
PROPOSER'S AFFIDAVIT
1. That he/she is the Vice President and G. M.
(Title of Office)
of Ingram Library Services LLC
(Name of Company)
Hereinafter called "proposer", who has submitted to the City of Torrance a proposal for RFP B2020-14 RFP Fool of Vendors for Provision of Shelf Ready Library Materials (Title of RFP)
2. That the proposal is genuine; that all statements of fact in the proposal are true;
3. That the proposal was not made in the interest or behalf of any person, partnership, company, association, organization or corporation not named or disclosed;
4. That the Proposer did not, directly or indirectly, induce solicit or agree with anyone else to submit a false or sham proposal, to refrain from proposing, or to withdraw his proposal, to raise or fix the proposal price of the Proposer or of anyone else, or to raise or fix any overhead, profit or cost element of the Proposer's price or the price of anyone else; and did not attempt to induce action prejudicial to the interest of the City of Torrance, or of any other Proposer, or anyone else interested in the proposed contract;
5. That the Proposer has not in any other manner sought by collusion to s~cure for itself an advantage over the other Proposer or to induce action prejudicial to the interests of the City of Torrance, or of any other ' Proposer or of anyone else interested in the proposed contract;
6. That the Proposer has not accepted any proposal from any subcontractor or materialman through any proposal depository, the bylaws, rules or regulations of which prohibit or prevent the Proposer from considering any proposal from any subcontractor or material man, which 1s not processed through that proposal depository, or which prevent any subcontractor or materialman from proposing to any contractor who does not use the facilities of or accept proposals from or through such proposal depository;
7. That the Proposer did not, directly or indirectly, submit the Proposer's proposal price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof, or to any individual or group of individua,ls, except to the City of Torrance, or to any person or persons who have a partnership or other financial interest with said Proposer in its business.
8. That the Proposer has not been debarred from participation in any State or Federal works project.
Dated this 3rd ~:iune 20_20.
- ~lZQ;i .
(Proposer Signature) Pamela R. Smith
Vice President and General Manager
(Title)
[RFP B2020-14 RFP POOL OF VENDORS FOR PROVISION OF SHELF 25READY LIBRARY MATERIALS, AND EBOOK AND EAUDIOBOOK SERVICES]
31 City of Torrance
RFP No. B2020-14
INGRAM QUALIFICATIONS .
Ingram Qualifications
Thank you for including Ingram Library Services LLC in your search for a vendor to provide Library Materials for Torrance Public Library. Throughout this proposal, Ingram Library Services will be referred to as Ingram . City of Torrance and Torrance Public Library will be referred to as TPL or the Library.
For questions about this proposal, please contact Daneen Schneider, Contract Management Specialist, via email [email protected].
Executive Summary
Ingram's on-hand inventory translates into the broadest range of titles and highest fill rates for your proj ect.
♦ Ingram leads the book industry in maintaining the largest on-hand inventory of nearly 16,000,000 unique titles, representing over 60,000 book publishers and imprints. ♦ Ingram can provide adult, young adult, and juvenile fiction and nonfiction titles in all subjects in a variety of bindings, including trade hardcover, trade paper, mass market paper, large print, short discount and small press, university press; single library editions, publisher's 1library editions, graphic novels, board books, easy readers, picture books, prebound books, and big books. ♦ For Audiovisual materials, Ingram supplies DVD/Blu-Ray format video, spoken word abridged and unabridged editions in a variety of formats including CD, MP3 and Playaway formats. ,music CDs, and video games in a variety of formats:.
♦ Ingram currently inventories over 250,000 Spanish titles in our distribution centers, including adult and children's titles. We provide a limited number of spoken word audio titles in Spanish language.
We also provide domestic video titles that have been dubbed or subtitled in Spanish and non domestic Spanish video.
♦ Lightning Source is Ingram's print-on-demand company. With national and international facilities, Lightning Source has a virtual inventory of over 17,000,000 titles representing more than 85,000 publishers. Once an order is placed by a Library, we have all the electronic data necessary to print and deliver the book to its intended destination . Print on demand allows for a book to be printed in order in a range of formats within 24 hours, even if the order is for one copy. ♦ Ingram Publisher Services Inc. represents more than 650 publisher clients from around the world, which agree to allow Ingram to be the exclusive distributor of their product. The advantage this brings to our library customers is the guaranteed availability of current titles from these publishers at Ingram distribution centers . As the exclusive distributor of these publishers, even other vendors source these purchases from Ingram.
Ingram' s Collectio n Developm ent Team is recognized fo r t heir expert ise and world-class service:
♦ Our Collection Development Team is comprised of a group of dedicated MLS-degreed Librarians, each with frontline experience in lib_raries.
♦ Ingram provides a number of selection lists through ipage including regularly updated lists under the Browse tab or via our 22 standing order programs. Our programs are driven by customizable profiles, and can be used as stand-alone programs, or in combination to deliver the con!ent you require. ♦ Any ipage list or customized Collection Development list can be loaded into the Library's integrated library system for ordering.
INGRAM .
32 City of Torrance
RFP No. B2020-14
Ingram provides stability and experience:
Ingram Qualific;ations
♦ Ingram is a privately held, family-owned corporation operating under the same owners~ip since our inception. The Ingram family is actively involved in the day-to-day operations of our company and has a vested interest in our customers' satisfaction . A tremendous advantage of being a family-owned company is the history and stability of ownership backing our long-term plans to remain the number one book vendor and service provider in the library market . ♦ Ingram has emerged as the one of the largest book distributors in the industry, shipping over 95,000 units across the nation each day from our regional distribution centers.
Ingram's ipage is t he ultim ate on line collection developm ent and ordering tool for libr arians ♦ Ingram offers ipage®, a web-based ordering and account management tool for our customers that includes rich metadata such as annotations, cover images, reading levels, subject classifications such as LC, Dewey and BISAC, full text reviews and review citations, awards, powerful search and search refinement and much more.
♦ ipage combines the industry's largest inventory with complete information, collection development resources, reviews, and real-time stock check.
Ingram is the industry leader in customer support and services:
♦ Ingram is known In the book industry for our integrity and for our commitment to deliver product and services at the best terms and at the promised discounts. Ingram's service levels are unsurpassed in the industry, and our terms are clearly stated, without any hidden fees or service charges. ♦ Ingram fully supports EDI using the X12 protocol, including orders, purchase order acknowledgments, and invoices.
♦ Ingram is the leading provider of account specific information available. Through our ipage account management tool, your Library account specific information is available and accessible at your convenience, 24 hours a day, 7 days a week, for no charge. ♦ Our shelf-ready services offered for this project include processing and cataloging to your exact specifications.
♦ Ingram can provide customized reporting based on open and closed order data to keep your Opening Day Collection projects on track .
♦ During and after the account set up, profiling and training process, you can expect the ongoing involvement of BJ Compau, Senior Sales Representative, as well as an assigned Inside Sales Representative, who will provide open lines of communication between the Library's staff and Ingram Departments including Credit and Customer Service.
Ingram Overview
Ingram Content Group LLC is part of the long tradition of successful companies built by the Ingram family of Nashville, Tennessee. Dedicated to helping content reach its destination by providing a broad range of physical and digital services to the book industry, Ingram Content Group has been a partner to librarians, educators, publishers, and booksellers for over five decades.
Publishers rely on Ingram Content Group as a key provider of demand-driven print, digital, and marketing solutions. We provide reliable, cutting-edge responses to the questions our publisher partners have about the ever-changing opportunities in the book industry. No single source other than Ingram has the comparable experience, expertise, and connectivity in bringing supply cha.in management, and print and digital solutions to the market.
INGRAM .
33 City of Torrance
RFP No. B2020-14
Ingram Qualifications
Ingram is a privately held, family-owned corporation operating under the same ownership since our inception . The Ingram family is actively involved in the day-to-day operations of our company and has a vested interest in our customers' satisfaction. The Ingram Content Group is led by John Ingram, Chairman of Ingram Content Group LLC and Chairman of the Board for Ingram Industries Inc.
A tremendous advantage of being a family-owned company is the history and stability of ownership backing our long-term plans to remain the number one book vendor and service provider in the library market.
The Ingram vision is to be the premier services provider in and around the distribution, production, storage, creation, discovery, and assembly of content. To bring that vision into reality, Ingram Content Group has multiple operating units, each focused on a specific area of the book industry, including retailers, publishers, educators, and libraries. Those operating units are Ingram Book Group LLC including Ingram International and Spring Arbor Distributors®, Lightning Source LLC, VitalSource Technologies LLC, Ingram Library Services LLC, Ingram Publisher Services LLC, and Tennessee Book Company LLC,. All Ingram Content Group companies operate under a single mission of helping content reach its destination, and follow the same 5 values: to be Credible, Performance Driven, Agile, Innovative, and most importantly, Customer Focused.
Ingram Library Services LLC
To better support the unique needs of libraries, Ingram Library Services grew from a specialized department of Ingram Book Company in 1970 to a full-service library vendor. Because of our growth and suctess, Ingram Library Services incorporated in 1998 as a subsidiary of Ingram Industries Inc. Today we offer "one-stop shopping" for our library customers. Ingram provides librarians with immediate access to the largest selection of books, spoken word audio, DVD/Blu-ray titles, music CDs and other book-related products in the industry. Our full range of library value-added services includes comprehensive Collection Development support, Standing Order and Continuations programs, as well as shelf-ready cataloging and processin·g services customized to the library's specifications.
Ingram Library Services LLC is a Tennessee Corporation, owned wholly by Ingram Industries Inc. based in Nashville, Tennessee. lngr~m Library Services operates as part of the Ingram Content Group.
Ingram Distribution Centers
Ingram Library Services enjoys the benefit of being part of one of the largest wholesale distributors of book-related product in the world, including physical book distribution and print on demand solutions. As such, we have established publisher relationships, inventory, and infrastructure in place to provide our customers with an unparalleled speed of delivery.
Ingram operates four regional distribution centers, totaling more than 1. 7 million square feet and employing over 3,600 associates. We ship over 146,000,000 units across the nation annually. Having multiple distribution centers allows us to maintain the on-hand inventory required to meet fill rates, and to provide fast turn times - as little as 24 hours from order placement to delivery.
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RFP No. B2020-14
Ch amb e rsburg ,
Pennsyl vania
Ingram Qualifications
Ingram Library Services LLC is headquartered in La Vergne, Tennessee, where our Inside Sales, Customer Care, Collection Development, Custom Cataloging and Processing, and Executive and Sales staffs are located.
Name and address of firm:
Ingram Library Services LLC
One Ingram Blvd.
P.O. Box 3006
La Vergne, TN 37086-1986
Telephone No.: (800) 937-5300
Fax: 615-213-5196
Email: llsbids@ingramc onte nt.com ,
Official Representative: Pamela R. Smith, Vice President and General Manager URL: http ://www .ingramcontent.com/pa ges/libr aries.aspx ipage: www .ipage.ingramcontent.com
Ingram Staff
,.
Ingram is a knowledge-based service company, and while we recognize that our investment in modern technology is of great value to our customers, the majority of the company's assets are vested in our employees. Every commitment, skill, feature and benefit we offer is dependent on the quality of our staff.
Ingram believes that the single most important task of a company manager is to hire, train and retain the best people.
Ingram has built a talenfed, experienced staff of Associates dedicated to library service, including 24 Collection Development and Technical Services Associates with Masters degrees in Library Science and Information Science. All of them have years of experience working in and with libraries .
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RFP No. 82020-14
Ingram Qualifications
Page S
Ingram Content has a staff of over 3,600 Associates who may be involved in providing service under this contract, including Customer Care, Product, Operations, Transportation and Shipping, and Warehouse Associates who pick and pack orders. ·
Rather than specify a specific number of days allocated to each Team member to work on a project, our approach is that Team members will take as much time as is necessary to complete the tasks detailed while keeping in mind the timetable preferred by the Library.
Our blend of library experience, along with a continuing infusion of new staff with fresh outlooks, enables Ingram to design innovative solutions with fundamental expertise in areas such as automation, collection development, cataloging, processing, all the way through to transportation . Ingram Library Services will give the highest priority to your needs by assigning key Ingram professionals to work with the Library to meet and exceed all goals and standards set forth in this proposal.
Any of the staff assigned to the project may be reached at the following address:
Ingram Library Services LLC
One Ingram Blvd.
PO Box 3006
La Vergne, TN 37086-1986
Telephone: (800) 937-5300
The Ingram Team works closely with library staff during set-up and throughout the project to maintain open lines of communication .
All services will be provided by Ingram Associates. We will not be using subcontractors or sub-consultants for this contract.
Staffing levels for Ingram Library Services have remained consistent over the past five years. We have added processing and cataloging staff as needed to meet increased volume from Opening Day Collection projects, to ensure that we also continue to meet all turn times and fill rates for ongoing orders .
Ingram Senior M anagement Staff
Ingram Library Services' Senior Staff members will serve in both advisory and hands-on capacities to ensure that the contract runs smoothly from start to finish.
Pamela Smith - Vice President and General Manager. Before rejoining Ingram' in 2010, Pamela was a Senior Vice President at Follett Corporation, where she was responsible for both Follett Library Resources and BWI brands. She began her library career at Baker & Taylor, and held a previous executive position with Ingram Library Services.
Tammy Spurlock - Director of Sales Operations. Tammy has been with Ingram for 30+ years and transitioned to Ingram Library Services in 2019. Most recently, she has been Director, Textbook & Retail System where she managed the Chegg Textbook relationship and the Point-of-Sale relationship with Point-of-Sale vendors. Prior to this, Tammy held several positions within ,lngram Periodicals.
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RFP No. B2020-14
Ingram Qualifications
Toyka Lee - Manager of Credit for Libraries. Toyka has been with Ingram for 27 years. Upon notification of award and establishing any required accounts for the Library, Toyka will assign a (;redit Representative for your account.
Nina McClain, Vice President of Customer Care. Nina has been with Ingram for 29 years, and is based in our Tennessee headquarters, where she has immediate access to all Executive Staff for any service issues that require escalation and further research and discussion. Together with Shannon Bible, Supervisor of , Customer Care, the Customer Care team will handle any issues that may arise with the Library's accounts.
Sales Support
Joyce Skokut - Director, Sales. Joyce has been with Ingram for 17 years in senior management positions, and has just transitioned from her role as Director of Collection Development to Director of Sales, leading our team of Senior Sales Representatives. Before joining Ingram, Joyce was Chief of Operations and Controller for another book wholesale company in the Midwest for seven years.
Tricia Bengel, M.L.S. - Library Sales and Services Manager. Tricia was an Ingram customer during her eight years at Nashville Public Library. Tricia spent four years as Director of Library Technical Services at the Tennessee State Archives, and before that was Regional Library Consultant for Kentucky Department for Libraries & Archives. Tricia was previously Implementation Manager and SQL Analyst at Polaris Library Automation Systems - now Innovative Interfaces.
BJ Compau - Senior Sales Representative for libraries in the State of California, He will serve as the main contact for all services Ingram provides. BJ will provide an on-site relationship to monitor progress and t~ouble-shoot potential issues, making selection, ordering, and receiving materials smooth and simple.
Kimberly Groom - Inside Sales Representative - will also be assigned to the Library, providing an additional level of sales support. Lisa Johnson, In.side Sales Team Supervisor, has over 25 years of Ingram experience in Customer Care and Sales.
Library Technical Services and EDI Staff
Ingram has a Cataloging and 'Processing Team of 83 Associates with 930 combined years of Ingram experience . A team of nine professional MLS-degreed Catalogers, supported by a Cataloging Services Specialist and four Senior Library Technicians may provide services for the libraries in the State of Texas.
Ingram's Cataloging Department staff are experienced in working with all major integrated library systems. They work only on cataloging, so that they have increased efficiency and expertise.
Ingram's Library Technical Services Staff are led by Gregory Pace - Director, Technical Services. Gregory oversees the Library Account Services and Client Integration teams. Previously Gregory served as Library Operations Manager, where he managed the Library Technical Services staff providing processing and cataloging services. Gregory has over 16 years of experience with Ingram, including Operations, Distribution and Library Processing, Account Services and Client Integration.
Jessica Short · - ~anager, Library Client Integration. Jessica serves as the primary contact and project manager for all customer integration projects, and manages all aspects of customer integration from an account profile setup and operations standpoint. She works closely with all internal stakeholders to help move projects forward to a successful implementation.
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RFP No. B2020-14
Ingram Qualifications
Kari Ferrell • Account Services Manager. Kari oversees the Account Services team responsible for establishing and maintaining all accounts, including ensuring customers' cataloging and processing profiles are correctly and promptly entered into our BookMARC cataloging system. Once the Library's accounts are established and orders are successfully flowing, Kari will assume the role of the Library's contact from Jessica Short for cataloging and processing matters.
Jane Grawemeyer, M.L.S. - Cataloging Services Manager. Jane serves as the central cataloging expert for Ingram Library Services, and coordinates with the Sales, Account Services, EDI and Client Integration teams to help translate customers cataloging requirements into Ingram processes.
Ingram's Cataloging Department is comprised of professional MLS-degreed catalogers and paraprofessional staff experienced in working with all major integrated library systems. lng'ram's staff of professional and para-professional catalogers work only on cataloging, so that they have increased efficiency and expertise.
Daniel Summers, Library Operations Manager, has been with Ingram for 21 years in various roles in our distribution centers. Daniel is in charge of the Ingram Processing teams, along _with an Operations Supervisor for the 60 Library Processors who may provide services for the Library.
Lory Koch - Manager of ILS Systems. Lory has been with Ingram since 1987 and worked with our library EDI customers between 1998 and 2011. Lory rejoined Ingram Library Services after serving as a Data Integration Specialist for Lightning Source, Ingram's print-on-demand company.
Genny Maxwell • EDI Support Specialist. Genny assists in setting up and maintaining EDI ordering streams, as well as helping to resolve customer issues involving EDI, ipage, and interfacing with library automation systems.
Collection Development Staff
Ingram's Curation Services are provided by librarians and paraprofessionals with more than 350 years of combined frontline library and industry experience. All of Ingram's Collection Development Librarians have also worked in collection development in public libraries. The team includes 12 MLS-degreed Librarians, plus a Collection Development Analysis Manager who will assist with holdings and reporting and 5 Program Administrators who support our standing order programs. The team is overseen by Ann Lehue, MSIS, Senior !Vlanager of Collection Development. Prior to joining Ingram in 2011, Ann spent over six years working at a medium-sized public library, where she was promoted to Head of Reference & Acquisitions. Before coming to libraries, Ann was a district manager for Walden books. Ann has managed the Collection Development portion of more than 110 large/ODC projects.
While the Ingram Library Services Collection Development team members focus only on services for libraries, they also have the advantage of working alongside Ingram Content Group associates focused on retail and academic customers. This collaborative work environment allows Library Services greater access to publisher representatives, so that we have advance notice of new and potentially trending titles.
Ingram Content Group is the largest customer of many publishers, and publishers make every effort to ensure that Ingram has accurate and timely prepublication information on forthcoming titles. As soon as this information is made available, it is entered into the Ingram database and is thus available to our Collection Development Specialists creating selection lists for your project.
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RFP No. 82020-14
Ingram Qualifications
Beth Reinker, M.S.L.S. - Collection Development Manager, Adult Team. In addition to serving as the main contact for Collection Development services for Opening Day Collections, Beth manages a team of five librarians focused on selecting adult materials. Beth joined the Ingram team in 2014.
Her previous library experience includes working as a Collection Development specialist at Baltimore County Public Library (Maryland) where she was responsible for selection and collection maintenance and worked on several Opening Day Collection projects.
Becky Walton, M.L.I.S. - Collection Development Librarian II, Adult Team. Becky spent eight years assisting with selection of youth materials for Ingram before transitioning to the Adult Collection Development Team, where she utilizes her years of experience in selecting nonfiction titles . Before joining Ingram in 2008, Becky spent 13 years with the Gwinnett County Public Library.
Ann Cox, MLS - Collection Development Librarian II, Adult Team. Ann joined Ingram in April 2018, after six years as a Reference and Collection Development Librarian at Beaufort County Library in South Carolina. Ann also spent six years at Indiana University, as an Approvals Coordinator and Electronic Resources Acquisitions Procurement Specialist.
Rachel Montgomery, M.L.I.S. - Collection Development Librarian II. Rachel joined the Ingram team in 2017. Before joining Ingram, she served as Collection Development Librarian for the Lake County Library System in Florida, where she was responsible for print and digital selection and collection maintenance.
Laura Barkema, M.L.S. - Collection Development Librarian II, Adult Team. Laura joined our team in August 2018. Laura was at Boston Public Library from 2012 - 2018, most recently as Reader Services -Specialist. She previously worked at Duquesne University Gumberg Library, Wartburg College Vogel Library, and interned at Carnegie Library of Pittsburgh-Squirrel HilL Alex Arthun, MLS - Collection Development Librarian II, Adult ,:-eam. Alex joined Ingram in 2020. Although she is the newest member of our team, she spent the last 10 years doing collection development and maintenance for the Dauphin County Library System (Pennsylvania). Her specialties included selecting adult nonfiction, films, video games, juvenile and YA collections, and data analysis.
Debbie Davenport, M.S.L.S. - Collection Development Librarian II, Youth Team. Debbie joined Ingram in 2017, and focuses on Youth Nonfiction. Her previous library experiences include working in N·orth Carolina as a Head Librarian and Bra·nch Manager at the Tyrrell County Library and working as a Certified School Media Specialist at Roper Union Middle School.
Wendy Rancier, M.L.I.S. - Collection Development Librarian II, Youth Team. Wendy joined the Ingram Youth Collection Development team in 2017, after working for 13 years as the Youth Services Librarian for Roanoke County Libraries in south west Virginia. At the Library, she performed collection development for birth through age 12 for the 6-branch system, in addition to circulation and programming.
Gina Molter, M.L.I.S. - Collection Development Librarian II, Youth Team, is the newest member of the Collection Development Team, starting at Ingram in June 2019. Gina comes to us from Clermont County Public Library System in Milford, OH. She's also worked as a librarian at Beaufort County Public Library System in Lobeco, SC, and as a Second Grade Teacher in Atlanta and a First Grade Teacher in Ohio.
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RFP No. B2020-14
Ingram Qualifications
Kathryn Shaw, MUS - Manager, Collection Development Programs. Kathryn manages a staff of five Associates that administer Ingram's Standing Order and Continuations programs. Kathryn came to Ingram in December 2019 with years. of library experience. She was most recently a librarian at Nashville Public Library for seven years, and prior to that spent over seven years as an academic and public librarian in Michigan .
Mia Poole - Collection Development Analysis Man ager. Mia has bee'} with Ingram since May 2016. With a strong background in inform ation services, Mia supports the Collection Development team through managing and analyzing data, as well as report creation and processing custgmer holdings data and pulling relevant product metadata for ODC lists. Mia is currently completing her M.L.I.S. at Wayne State University.
Resumes for key staff members are included with our proposal.
Ingram Library Services Organizational Chart
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40 City of Torrance
RFP No. B2020-14
Ingram Work Plan for Implementation
INGRAM PROPOSED WORK PLAN FOR IMPLEMENTATION
Contract -Specific Ingr am Intern al Trainin g
I
Ingram Lead: Christi Cunningham, Manager of Bids and Sales Analysis Support Staff: Bid team of 3 Contract Management Specialists Time Allocated: 5 hours at beginning of project, 1 hour/month review meeting throughout the term of the contract.
Purpose:
Details:
To ensure communication of requirements covered in the contract is well understood, and that every member of the Ingram ~ibrary team contributing to contract delivery is aware of the contractual and Library expectations placed upon them.
Upon notification of award, Ingram's Bids and Contracts Department will immediately write and issue in-house documentation for internal staff; detailing the contract's specifications . This provides for automated criteria that will apply to new accounts as they are established, including discounts, payment terms and freight terms. Ingram will hold a meeting with all internal stakeholders involved via conference call and in person, to discuss the contract terms and to allocate responsibilities. Included will be representatives from Ingram Departments including Bids and Contracts, Sales, Technical Services, Collection Development, Customer Requirements, Customer Care, Credit, Product, Operations, Shipping and Transportation.
Account Review Meetin g
Ingram Leads: Jessica Short, Client Integration Manager BJ Compau, Sr. Sales Representative
Joyce Skokut, Sales Director
Support Staff: Jane Grawemeyer, MLS, Manager of Cataloging Services Gregory Pace, Director, Technical Services
Daniel Summers, Operations Manager, Library
Lory Koch, Manager, ILS Systems
Ann Lehue, Collection Development Senior Manager
Time Allocated: 1-day initial meeting with scheduled follow up meetings/teleconferences as Purpose:
Details:
necessary
To ensure clear lines of communication are established from the onset and to reach a mutual understanding of the Library's requirements.
At this meeting, Ingram and Library staff will be available in person or via teleconference to review and discuss the exact selection, acquisition, processing, cataloging, EDI requirements, invoicing and other procedures required by the Library.
This will also be an opportunity to begin the process of establishing new accounts.
Jessica will share information gathered at the Account Review Meeting with our Account Services Department, EDI Team, and throughout the Ingram Library organization.
Ingram specialists· will be consulted as needed regarding the configuration or updating of any technical requirements, as detailed below:
INGRAM .
41 City of Torrance
RFP No. B2020-14
Ingram Work Plan for Implementation
Review and Profiling EDI Requirements
Ingram Lead: Lory Koch, Manager, ILS Systems
Support Staff: Genny Maxwell, EDI Support Specialist
Time Allocated: 3-8 weeks (concurrent with cataloging and processing specification review) Purpose: Setting up accounts to allow the Library to submit orders and carry out other activities through electronic data interchange.
Details: Your Ingram Account Manager will c·oordinate with the Ingram EDI team in this process, helping to ensure that all EDI requirements are set up correctly and run smoothly from the outset. We will review basic EDI setup with the Library, as well as discuss possible implementation of enriched EDI in conjunction with the on-boarding process. With enriched EDI, your local holdings data would be returned in MARC records. Ingram would also assist with the 9xx configuration in ipage that will allow Library selectors to download brief MARC order records that include local holdings information. These records can be overlaid with the fulf MARC records in the Library's ILS system.
Review and Profiling of Cataloging and Processing Specifications Ingram Leads:
Support Staff:
Time Allocated:
Purpose:
Details:
Tricia Bengel, MLS, library Sales and Services Manager
Jane Grawemeyer, MLS, Manager, Cataloging Services
Kari Ferrell, Account Services Supervisor
Technical Services team including professional and -paraprofessional catalogers, library processors and account services associates
3-8 weeks (concurrent with EDI review and setup)
To ensure that processing profiled for each account matches the requirements of the Library, and to match the Library's catalbging needs with the services '{le offer that are most suitable to your workflows.
As part of the initial Account Review Meeting, Ingram will assist the Library in completing cataloging and processing profiles to make sure all requirements are clearly defined. Test orders for cataloging and processing will be arranged. The process will be closely monitored to ensure successful testing. This process is cyclical until both the Library and Ingram are satisfied that the process is working effectively.
Establishing Accounts
Ingram Lead: Jessica Short, Client Integration Manager
Support Staff: Kari Ferrell, Account Services Supervisor and team of 7 Account Services Representatives
Time Allocated:
Purpose:
Details:
Nina McClain, Vice President, Customer Service
Shannon Bible, Supervisor, Customer Service
Toyka Lee, Manager, Library Credit
1-2 days
1 .
Ingram's Account Services Department is respon sible for setting up new accounts required under the contract. Customer Service standards will be reviewed to ensure that they meet the requirements of the new contract.
Our years of service have allowed us to streamline our set-up procedures, to ensure that we can implement new accounts within a brief timeframe.
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RFP No. 82020-14
Ingram Work Plan for Implementation
Account Services works in concert with our Technical Services staff to ensure that cataloging and processing profiled for each account matches the requirements of the Library.
1 After accounts are established, Ingram will apply your contract specific terms and discounts to your accounts within our internal billing and order management system.
A detailed report, is run to verify that all accounts match the terms <?f the contract, including discounts, freight, processing and cataloging prices, and payment terms.
This report is verified by the Bids and Contracts team.
Review and Profiling of Collection Development Services Ingram Leads:
Support Staff:
Time Allocated:
Purpose:
Details:
ipage Training
Staff Involved:
Time Allocated:
Purpose:
Details:
Ann Lehue, Senior Manager, Collection Development
Kathryn Shaw, Manager, Collection Development Programs
Collection Development team of 9 MLS-degreed librarians, 5 Collection Development Administrators, and a Collection Development Analysis Manager. 4-8 hours - Initial review of Collection Development needs 2+ hours - conference call with Library selectors
Ongoing Collection Development support - 2-8 hours/month. Ongoing support includes maintaining programs, reports, update emails and newsletters, maintail'ling title lists on ipage, tracking claims, all of which may directly impact the Library.
Begin building your Collection Qevelopment Profile, should you choose custom cu ration services. The profile will be the foundation of the selection assistance we provide the Library.
Ingram collection development librarians will work with Library selectors throughout the various stages of profiling to be sure that we have accurately captured your collection objectives in the profile we will use to guide our recommendations.
BJ Compau, Ingram Sr. Sales Representative
Kimberly Groom, Inside Sales Representative
On-site Training averages 2 to 3 hours per class. Remote training webinars are 1 hour long, and can be scheduled as needed. We also hold regularly-scheduled "Wednesdays with Ingram" refresher and update training. ipage training provided for Acquisitions and Collection Development staff in the Library who are unfamiliar with ipage or who would like a review of ip~ge functions.
At the start of the contract, BJ Compau can provide onsite training for as many staff as the library specifies. Furthermore, excellent remote delivery MS TEAMS training can be provided for refresher and update training. Online training is very flexible and user-friendly, allowing libraries to request training sessions for individual library staff or for groups. Your Inside Sales Representative will provide remote training. Training is also available throughout the term of the contract as new ipage updates are released or new services added. Both types of training are available free of charge.
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RFP No. B2020-14
Sales Support
Staff Involved :
Time Allocated:
Purpose:
Details:
Ongoing Support
Staff Involved:
Time Allocated :
Purpose:
Details:
Joyce Skokut, Sales Director
BJ Compau, Sr. Sales Representative
Kimberly Groom, Inside Sales Representative
2 hours/week
Ingram. Work Plan for Implementation
BJ Compau serves as Senior Sales Representative for Durham County Public Library.
She will serve as the main source contact for all on-going services Ingram provides. BJ will provide ipage training, monitor progress, and trouble-shoot potential issues, making selection, ordering, and receiving materials smooth and simple .
During and after the setup, profiling and training process, the Library can expect the ongoing involvement of BJ and Kimberly, who will provide open lines of communication between the Library's staff and Ingram Departments including Credit and Customer Service.
Representatives from all departments including Sales, Customer Service, Technical Services, and Account Services
As needed
Throughout the term of the contract, Ingram will provide ongoing support including Sales, Customer Service, and Collection Development services.
Ingram partners with the Library throughout the term of the contract. We use the following key methods to identify and support library requirements:
► Regular contact through reports received from our Sales Managers ► Regular contact directly with the Library through proactive calls, customer orders and responses to queries
► . Providing regular information/reports to our customers ► Regular internal team meetings
► Encouraging customer input/feedback to enhance our services INGRAM .
44 City of Torrance
RFP No. B2020-14
Ingram Experience and References
EXPERIENCE AND REFERENCES
Ingram has included three references on page 21 of the RFP.
A sampling of our public library customer base includes the following libraries. Bolded libraries receive shelf-ready materials from Ingram through our BookMARC cataloging system or through our custom cataloging services. This list includes just a few of the hundreds of customers with whom Ingram has enjoyed long, successful relationships.
Akron-Summit County Public Library (OH)
Baltimore County Public Library (MD)
Buffalo & Erie County Public Library System (NY)
Carnegie Library of Pittsburgh (PA)
Chicago Public Library (IL)
Denver Public Library (CO)
Detroit Public Library (Ml)
District of Columbia Public Library (DC)
Fairfax County Public Library (VA)
Hawaii State Public Library System (HI)
Jefferson Parish library (LA)
Kern County Library (CA)
King County Library System (WA)
Los Angeles Public Library (CA)
Multnomah County Library System (OR)
North Central Regional Library (WA)
Nashville Public Library (TN)
Oxnard Public Library (CA)
Palo Alto Public Library (CA)
Prince George's County Memorial Library
System (MD)
Sacramento Public Library (CA)
San Francisco Public Library (CA)
San Jose Public library (CA)
Santa Clara City Library (CA)
Santa Clara County Library District (CA)
Sunnyvale Public library (CA)
Seattle Public Library (WA)
Toledo-Lucas County Public Library (OH)
\
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RFP No. 82020-14
PROJECT UNDERSTANDING
1. PROVISION OF LIBRARY MATERIALS
A. Categories of Materials -
Project Understanding
Ingram leads the industry in maintaining an on-hand inventory of over 16,000,000 unique titles, representing over 60,000 book publishers and imprints. Our unmatched nationwide inventory of over 35,000,000 books ensures the highest fill rates in the indusfry. • Ingram's on-hand inventory represents the largest range of publishers in the wholesale distribution business today including all binding types and formats. • Ingram provid es reference, scientific, medical, technical, legal, and other academic and non-trade tltles, including materials from University and association presses, small press, and specialty publishing houses.
• Ingram stocks not only new best sellers and award-winning titles, but also the deepest inventory of mid list and backlist titles of any vendor.
• Ingram can provide adult, young adult, and juvenile fiction and nonfiction titles in all subjects in a variety of bindings, including trade hardcover, trade paper, mass market paper, large print, short discount and small press, university press, single library editions, publisher's library editions, graphic novels, board books, easy readers, picture books, pre-bound books, and big books.
Our spoken word audio inventory includes 150,000+ titles, including abridged and unabridged editions including CD, MP3 and pre-recorded audio player formats. We also inventory more than 500,000 music titles on Compact Disc, from c;lassical to popular titles.
With 76,000+ DVD and 13,000+ Blu-ray titles, Ingram offers one of the most comprehensive inventories of DVDs in the country. Ingram represents more than 500 video suppliers with titles in categories such as popular box office, foreign and independent films, and family films. We also provide an extensive line of nonfiction and children's titles. Through our supplier, Ingram Entertainment, we provide acc~ss to nearly 1,000,000 DVD volumes.
Our video game inventory includes nearly 2,000 titles from the following platforms: PlayStation®2 {PS2), PlayStation 3 (PS3), PlayStation 4 {PS4), PlayStation Vita, Xbox 360®, Xbox One, Nintendo® Wii™, Nintendo Wii Universe, Nintendo Dual Screen™ (Nintendo OS), Nintendo 30S, and PlayStation®Portable (PSP).
While other book distributors may also be able to provide best-selling and popular titles, through our sister companies, Ingram offers these additional inventory services:
Ingram Publisher Services LLC
Ingram Publisher Services LLC, an Ingram Content (;iroup company, represents more than 650 publisher clients from around the world, which agree to allow Ingram to be the exclusive distributor of their product.
Built on a longstanding tradition of Ingram quality, IPS provides our custome rs with a wide variety of books and book related product from an outstanding roster of publi shers, with easy ordering opti ons, fast delivery, and excellent service. The advantage this brings to our library customers is the guaranteed availability of current titles from these publishers at Ingram distribution centers. As the exclusive distributor of these publishers, even other vendors source these purchai;es from Ingram.
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RFP No. 82020-14
Print on Demand through Lightning Source
Project Understanding
With national and international facilities, Lightning Source LLC, an Ingram Content Group company, has a virtual inventory of over 17,000,000 titles representing more than 85,000 publishers. We print only what is needed to meet our customers' current demand-whether that's a single book order or 10,000. We not only give you access to content that was once out of print or hard-to-find, but also make it possible for low-volume titles to stay in print and for new title .s to be released. All this translates into wider title selection and better customer service for your patrons and your community.
Once an order is placed, we have all the electronic data necessary to print and deliver the book to its intended destination . The distance between book-maker and book-reader has never been shorter. Print on demand allows for a book to be printed in order in a range of formats within 24 hours, even if the order is for one book . On average, we print over 4,000,000 books per month.
Lightning Source and Ingram Publisher Services titles are listed on ipage and are ordered through the same methods you usually use with Ingram - by telephone, fax, mail, or electronically. _There is no need to use a separate account or purchase order. Lightning Source titles will be printed especially for you once the order is placed. (
Spanish and World Language Titles
Ingram currently inventories over 250,000 Spanish titles in our distribution centers, including adult and children's titles.
Ingram offers over 3,100,000 titles in world languages ranging from Afrikaans to Yiddish. An additional benefit of our Lightning Source inventory of milli ons of prin t-on-demand titles is that many of these world language titles are available on an on-demand basis.
To view a list of all available International language materials in our database, the ipage Power Search option tab offers a language filte r. From here, the search can be refined by additional filters such as keyword(s), author, title, and age group . When looking at a list of titles in ipage, you also have filters for language available on the left of the screen.
Titles Not Stocked
Should the Library order books not currently inventoried by Ingram, we will attempt to order the book if available on the open market through normal U.S. wholesale channels. Turnaround time will be dependent upon publisher availability, however, due to our long-standing relationships with publishers, we estimate one to three weeks on available items and 60 to 90 days on special order items not currently in stock at the publisher.
Ingram can provide titles that are in print and available from the publisher. Some publishers choose to'sell only directly to end users such as schools or libraries. These direct-only publishers are defined as those publishers whose titles are not available on the open market to distributors .
The library can choose to search our extended database, which includes title Not Available From Ingram' (e.g. direct-only publications) or titles Out of Print and Out of Stock. If a newer version is available for an out of print title, a link will be provided.
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47 City of Torrance
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Marvel Encyclopedia: The Definitive Guide to the Characters of the Marvel Universe (Updated, Expandedl Not Avaifabl<!. Out of Print ~
Con<ribut or(s): &cl,=-lall (~urhor, l:l.!11,~ j (,'.uthori ~ ISBN: 1465415939 EAN: 9181~1593&
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Standing Order New Title Notification Programs and Continuations Ingram Library Services can help ease the burden of keeping up with popular authors, titles, categories, and series for all ages. With our no-commitment Standing Order Programs, you are assured of having high demand materials on order, in your catalog, and on your shelves befor e patrons come looking for them.
We offer 22 customizable programs th at cover popular fiction and nonfiction with regularly updated or new titles in all subjects for all ages, including popular series programs in adult and youth fiction, easy readers, graphic novels, picture and board books, adult and youth nonfiction, and trave_l and nonfiction continuations for new editions, including test prep, computers, cooking, business, medical, and more.
Real Time Stock Check
ipage provides a real time stock check of Ingram inventory directly on the Title Detail screen. The Library's assigned primary and secondary distribution centers will be displayed. ipage shows both on hand inventory and number of copies on order with the publisher, and for titles on order, may include the estimated arrival date at Ingram.
Note that "On Order" stock for DVD titles shown on ipage reflects the inventory level in the Ingram Entertainment distribution center. Upon order, they are received in our distribution center in 24 hours; The Fallen ( Memory Man #4 )
Contributoris) : Baldaq::1 Dowd (Author) ~
ISBN: 15387 61394 EAN: 9781538761397
Publisher: Gr,md Cenrui! Publish ing Nlew PubU:;hel"s Trtlesl US SRP: S29.00 US - (Discount : REG)
Binding : Hardc over
Pub Date: April 17, 2018
Copyright Date:
Annot11tion :
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Project Understanding
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The Library can view stock levels in each distribution center for each item in your selection list by clicking on the Stock Availability link.
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This gives a snapshot of current availability of titles from the designated Primary and Secondary distribut _ion centers, and also indicates if titles are not currently in stock and must be backordered, or if the title is not available from Ingram. The resulting report has been updated to include a total number of units available for immediate shipment from both the primary and secondary warehouses. ipage allows you to limit your search results to only those titles currently available through your designated Ingram distribution centers. You can also limit your search to only forthcoming titles:
INGRAM ,
49 City of Torrance
RFP No. B2020-14
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Project Understanding
Ingram does not currently offer this service and will be entering a no bid for this category at this time.
B. Order Status
Ordering Methods
Ingram can accept orders by toll-free phone, toll-free fax, 'mail, electronically, (via email attachment and/or EDI - Electronic Data Interchange), or through ipage. All orders receive immediate online order entry; phone and electronic orders receive title and stock verification. For ease and efficiency, we can confidently claim to be the best in the business in order entry.
Mail orders should be sent to:
Ingram Library Services LLC
Attention Order Entry
One Ingram Blvd.
PO Box 3006
La Vergne, TN 37086-1986
The toll-free number for FAX ordering is 800-677-5116. The toll-free number for telephone orders is 800- 937-5300.
Emails with attached orders should be sent to [email protected]. ipage Searching
ipage users do a fast and quick search for items using Simple Search. Simple Search is displayed at the top of every page within ipage. Among the simple search options for print and spoken audio books are Title Keyword, Start of, Phrase, or Exact Title; Author; ISBN/EAN; Keyword(s); Series; and Dewey:
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50 City of Torrance
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Predictive Searching
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Project Understanding
. Page 20
Predictive search functionality on ipage allows for more accurate and efficient sea.rches across our entire database. This,technology uses our top-demanded product data to offer suggested completions of the search term you are typing into the search bar, including Title (Start of) and Author. Users have the option to have predictive search off or on, by updating their account settings.
Power Search
Power Search allows ipage users to focus their search to a much narrower list of titles by using some or all of a specific set of search criteria. This feature is invaluable when the user has only limited information about a specific title, or when the user wants a set of titles that fit within certain parameters. Through Power Search, the Library can look for titles by publisher', subject heading, format, language, and other filters not listed oh the simple search feature.
Power searching is an easy way to get exactly the results the user desires; search criteria can be input for up to 25 data points, and the more search criteria added, the fewer results the search will return. Th~ user can limit by publication date, subject, binding, Dewey, language, review citations, etc.
Boolean searching
Boolean searching is like power searching but is mainly focused on criteria for the Title, Contributor, Publisher, BISAC, Ingram Theme, and Series fields and uses Boolean terms AND, OR, NOT. The user may also put search crite ria using AND or NOT on Language, Age Group, Media, BISAC Children's Media and BISAC Binding. Please note that under "further crit eria", Boolean searching allows the user to select multiple attributes in the field. Additional options that can be added to the search include Price, Pub Date, Author/Title (4,4), Dewey, LC Call Number, Physical Attributes (large print and illustrated.) . ' Additional Advanced Search Features
• Street Smart Titles list under the Browse tab on ipage enables libraries to view a listing of titles that have a hard street date from the publisher. This Street Smart list focuses on titles up to 18 months' pre-publication. ,
• Search results can be sorted by the Title, Author, EAN/ISBN, Binding, Publisher, Pub Date, or SRP, and users can quickly jump to specific places in the result set by letter. The Search Result View also contains options at the item level. For each item, the user can perform actions such as Duplicate Check, Add or Edit Grid Information, or Edit other information about the item. ipage combines the robust functionality of Selection lists with the filter options currently available for Search Results. This means that you can filter the items in your .~election list by any of the refinement options already available for Search Results.
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Project Understanding
• Saved Searches. This time-saving option is a great way to organize searches a user might perform on a regular basis. Searches can be saved as a new search or as a replacement for an existing search. Saved searches are automatically purged from the user's account 13 months after the last accessed date, which is shown on ipage.
ipage Search Refinements
ipage provides multiple criteria for refining lists of titles from search results or selection lists:
• Search within Results. To the left of your results, you will see a box for searching within your results. Enter your search words and click the Search button. You can further refine your results as needed using the options and search feature located on the left. • Search Filters. Search Filters provide a better search experience for customers who do not purchase compilations, collections of public information, or reproductions of previously published public domain titles. This filter allows you to hide these product types from your search results. · • Refine Search Results. Depending on the list, search refinements might include Age Group, Binding, Publication Date, which may include Forthcoming Titles, Contributor, Price, Format, Awards, Citation Source, BISAC Categories, Dewey Categories, Ingram Categories, Language, and Features. You can collapse and expand field to better meet your search needs by clicking on the up/down arrow to the right of each field. ipage will remember which fields you have collapsed or expanded for the next time you search.
• Quick Limit - If the refinement terms you are looking for are in the top three showing under the refinement field, check them off and click 'Update' to quickly limit your results. You can now select multiple terms to drill into your results.
• Search the Full List - If you do not see the term you need immediately in the top three under your refinement option or if you want to exclude terms from your results, click the "More ... " link next to any field.
o Including and Excluding Search Terms. After clicking the "More" link under the search refinements, you can further refine your results by selecting or excluding as many terms as you want. Scroll the list of terms by dragging the scrollbar up and down. o Search for terms by entering letters and a text filter will quickly reveal matches. o Select as many terms as you wan.t to include in your results by checking them off in the 'Include' column.
o Exclude as many terms as you want by checking them off in the 'Exclude' column. o Verify your selection with the intuitive green (include) and red (exclude) bubbles. o Remove anything you do not want by clicking on the 'x' on the right side of the bubble or by unchecking it in the 'Include' and 'Exclude' columns. 6 Click the 'Update' button to apply your refinements or 'Cancel' to go back to your results. o For each refinement you apply, a breadcrumb will appear at the top of your search results, making it easy and intuitive to also remove any limiters you have applied.
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Title Details in ipage
Project Understanding
A Title Detail page on ipage includes title, contributor (author, illustrator, editor, etc.), ISBN/EAN, publisher or studio, suggested retail price, binding or format, pub date or release date, and copyright date.
Details may also include any of the following as provided in the publisher metadata: cover image, BISAC categories, LC subjects, themes, OCLC number, Dewey, LC subjects, series, awards, features (Index, Price on Product, Excerpt, Illustrated , Maps), initial print run, target age group, physical information (dimen'sions, weight, number of pages), carton quantity, annotation, description, publisher marketing, review citations, review quotes, biographical notes, and full text reviews. Children's titles may include Accelerated Reader®, Scholastic Reading Counts!™, and Guided Reading Level information. ipage Title Detail screen show~ alternate bindings/formats for a title, when available. ipage Selection Lists
ipage selection lists, similar to the shopping cart functionality found in other Internet sites, are among the most versatile features on ipage. They're the starting points for using ipage for ordering. Once you create a list, you may add products, delete products, move products to other selection lists, or send it as an online order.
Ordering on line using our selection list functionality enables the Library to create multiple title lists. These can be downloaded in a variety of formats such as BISAC, FlashBack®, or brief MARC order records for import into your ordering or library automation system, provided that one or more of these formats is " compatible.
Users can create a selection list by uploading a file of EAN's and, optionally, quantities, including using an upload source document (.xis, .xlxs, .csv) where EAN's are stored as text.
Selection lists can be easily accessed in ipage in two ways: via the Lists drop down menu, or via the Selection Lists link under the Order drop down menu.
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The Active Selection List(s) page is the starting place for you to navigate to your selection lists or orders, or to manage your selection lists. You can:
• create a new list
• merge up to ten different lists into one new list
• recover deleted lists (within a specified timeframe)
• view or edit lists
• check stock availability
• utilize the Price this List feature
• E-mail lists
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• download lists
• check for duplicates
• delete or archive selected list
Project Understanding
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Clicking the View button displays all titles on a selection list. To change the sort order, click the arrow in the Sorted By box and then click the sort option you want. Users can sort by title, author, ISBN or product code, binding, publisher, pub date, and US SRP (U.S. suggested retail price). ipage allows you to create the following types of selection lists:
• Private List - only the user who created the list and the user's ipage Administrator can view or edit. • Public list - only users who are in the same ipage account as the user who created the list can view or edit .
• Shared List, only users who are in the same Ship to account as the user who created the list can view or edit.
• List Lock- The creator of a list can lock to prevent others in the account from making changes.
Placing Orders Through ipage
When the selection list is ready to be ordered, the Library can simply click the Standard Order button for that list. The user will then be prompted to fill out additional order details such as: shipping instructions, warehouse selection, backorder instructions, PO Number, and so forth.
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54 City of Torrance
RFP No. 82020-14
Folders
Project Understanding
ipage includes the ability to sort selection lists into folders . Users automatically have the following pre built folders available, and by default, your selection lists will go into the folders as follows:
• Active - active selection lists, regardless of Public/Shared/Private status • .Archived - any lists you have opted to archive or that have been archived automatically due to lack of activity, regardless of Public/Shared/Private status. • Ingram Lists - the default destination for any selection lists you receive tied to a Standing Order (New Title Notification) enrollment (either report only or auto ship).
In addition to these default folders, users can create up to 25 custom folders. As you are creating a new Selection ~ist in ipage, you have the option to specify a folder to place the list into rather than the default Active folder . Others in the user's account cannot see or affect those custom folders, and cannot place a selection list into another user's folders. A Public selection list, viewable by all users in the ipage-account, may be "foldered" by different users
Duplicate Check Features
Ingram understands that the ability to see duplicate items is of utmost importance to our library customers. ipage offers multiple duplicate order checking methods, including iMatch, OPAC View and Selection Llst Duplicate Checking. With iMatch, the Library is able to search their entire collection. As described below, Ingram's duplicate order check methods do not automatically prevent duplicate qrders.
Conversely, they will allow duplicate copies when needed.
In addition to our iMatch and OPAC duplicate check capabilities; ipage duplicate check has been enh,anced to create more visibility prior to placing an order. Rather than waiting to check for duplicates as part of selection list finalization, the user can now proactively see duplicate items as they are searching and building lists. This ipage feature is automatically enabled for all Library users.
Enhanced Duplicate Check and Holdings
Ingram's ipage platform has the capability to ingest library holdings and make those holdings visible as users are navigating in the ipage site. With this enhancement, your ipage users can quickly spot items that are already owned by the Library and react accordingly when considering purchase of these items. Holdings will appear in traditional search results, Ingram-generated lists (found under the iCurate tab), as well as Library-created selection lists. This is similar to existing functionality for OPAC lookup and iMatch, but is a proactive approach and requires no extra click for your users.
To show Holdings information, we require the library to provide a weekly "MARC out" file of their holdings to Ingram, delivered via ftp. The file should be in either a .mrc or .out format. If you are interested in providing this data to Ingram so that it can be reflected in ipage for users in your account, please have your ipage Administrator contact ics-techsuppo rt@lngramco ntent.c om.
There is no additional cost for this service, but the Library will be asked to sign a data license.
Duplicate Indicators
Color-coded indicator buttons on the search results page r~port on different "duplicate" information:
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Red indicator:
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Project Understanding
• We found this item in your Ingram order history from the past 180 days. Our System will check for duplicates from orders for any shipping account to which the user has access (per User permissions set by the Library's ipage account Administrator.) Yellow indicator:
• We found this item in a selection list : My lists (lists I created) ; Other Lists (lists created by other users in my account); and Ingram Lists {lists tied to Standing Order Programs or other Ingram generated lists).
Hovering the cursor over the indicator shows fuller details:
• If the title was found in the Library's order data, you will see the PO number and date of order from Ingram . If the PO is within six months of order, a clickable link to order status details will be enabled. -
• A red indicator could also contain matches to selection lists (as well as Holdings and/or Order data)
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• Selection lists matches against are further sub-divided into the 3 categories of lists as appropriate:
My Lists, Other Lists, and Ingram Lists.
• The same selection list rules regarding visibility of public , shared and private lists apply, so that only lists the user is authorized to see and edit will appear in the pop-up box. If the matching item is in a deleted selection list, it will not appear as a duplicate.
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Project Understanding
For libraries who provide their holdings data to Ingram, an indicator will also appear on the product detail pages, showing the item is owned :
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iMatch - Ingram's iMatch collection matching service on ipage matches titles in a selection list with the titles already in your library collection, saving you time comparing potential purchases.
This powerful tool utilizes the industry standard Z39.50 protocol to access your library's catalog and retrieve your collection information. Then it works with ipage to identify title matches within your selection lists. iMatch matches at the branch level enabling users to check just their collection in a shared database.
Results are color coded to show where matches were found. If no color appears to the left of a title, no match was found. A red bar indicates an exact match, yellow a possible match, and green a title-only match. Hovering over a color bar indicator wi.11 display details about the match. The details will include which criteria were matched, and whether or not the edition matches your collection. For an exact match, the status of the title in your collection will also be shown.
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INGRAM .
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57 City of Torrance
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Project Understanding
OPAC View - Libraries have a feature that allows them to look into their Online Public Access Catalog (OPAC) from titles within ipage. Like iMatch, this duplicate service also matches against the Library's holdings, but uses EAN/ISBN as the match point.
The OPAC View feature requires a one-time setup by the Library's Administrator of the ipage account.
The administrator needs to provide the following information in this setup :
• OPAC web address
• Their vendor's specific ISBN search index
• For some vendors, a search suffix is also required
Once the administrator of the account has set up this feature, users in the ipage account will start to see a button/graphic attached to titles as they search and build lists. Clicking this button will open a new browser window and point to this ISBN within the customer' ~ web-based OPAC system. The match can occur for as long as the EAN is still listed in the libr ary's cat alog. Since th is feature is ISBN driven, the button will not appear with titles that do not have ISBN's (videos, music, etc.) IW: I
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Selection list Duplica te Check - The selection list functions in ipage allows the user to check for duplicates .
This is customizable so that the user can check for duplicates only within the current list, against the user's Private lists, against Shared lists, or against all lists to which that user has access. The user can set a default for how they want the selection list duplicate check feature to work or can choose this option each time the selection list duplicate check feature is invoked. Additionally, users can check for duplicates as they are adding titles to a selection list. This feature checks for duplicates only within the current list.
Custom MARC
Ingram's ipage features an option called Custom MARC. Custom MARC gives libraries the ability to create and map a custom MARC record profile for downloading brief order records for loading to their Integrated Library System {ILS}.
The Custom MARC feature allows the user to create a list in ipage, and then add local data (like fund, location, collection code, requester, etc.) in 9xx tags and subfields per the specifications of their ILS for each title to be exported in a brief MARC record . The list is then exported in brief MARC format, and the ILS system loader is used to load the records to the ILS. Upon loading to the ILS, an order record and a brief cataloging record are created.
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RFP No. B2020-14
Project Understanding
Libraries are now able to receive the title field (245$a) in all caps in brief MARC records. The Library should go to the Data Mapping in the MARC Setup of the administrator's account and check the box in the Action column for the 245 tag.
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The 9xx configuration in ipage allows the library selectors to download brierf MARC order records that include local holdings information. These records can be overlaid with the full MARC records in the Library's ILS system.
Grids
Libraries can use grids to allocate multiple copies of an item across their funds, locations, etc. The grid features are an addition to the Custom MARC functionality, with the Custom MARC mapped fields and values feeding the grid. '-
Once Custom MARC dat:'a has been added to an account by the administrator, a user can create a grid template, selecting which Custom MARC mapped data elements to use. After a template is created, it can be applied to an entire selection list or at a line item level within a list. As a template is applied, quantities for each item are increased as necessary and individual allocations are made across the library's funds and locations. The selection list is then downloaded in Custom MARC format, and subsequ_ently uploaded into the library's acquisition system for order placement via EDI. Unlike other library book vendors, Ingram offers grid creation capabilities free of charge.
INGRAM .
59 City of Torrance
RFP No. B2020 -14
MARC Setup
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Project Understanding
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I# desired, you car. rnep 11ddittOnal date element! and values into your MARC downlc•d using the fields below, ~ · .sol;ll, I __ • 1
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Ingram Library Services will send and receive samples at the beginning of the project, plus continue discussion via conference calls and email between Ingram Cataloging specialists and library staff thrOL1ghout the projects to assure compliance with specifications.
Grid Summary
We have a Grid Summary option available for our Library customers who use grids. Users are able to select two of their Custom MARC (9XX) tags as fields u'sed to sum a "gridded" selection list. After the ipage I
administrator selects which 9XX tags they want as part of their grid summaries, the Grid Summary button will appear for selection lists that have a grid attached, and when the button is clicked from the List of Lists page, the View Selection List page, or the Edit Selection list page, the user is taken to a page containing quantity, extended list price, and customer discount price totals by the Grid Data elements associated with that selection list.
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INGRAM .
60 City of Torrance
RFP No. B2020-14
Find and Replace for Grid Data
Project Understanding
At a selection list level, users can now perform a 'find and replace' function to update grid data attached to the list or items in the list. This feature is available from the Search Result View of a selection list.
Using this feature will allow the user to quickly update any occurrence of one grid data element with a different option . For example, this is especially helpful as libraries roll to a new fiscal year and need to update a fund value.
Exporting Grid Information in Excel
Library users can now set their Excel downloads to pull in grid information. Under Template Preferences on the User Settings page, users will see the option as a yes/no toggle. This option is set to No by default.
Any user wishing to include grid information in his/her downloads should set this option to Yes.
Applying Grids to Standing Orders
Standing order enrollments used to require that customers create an enrollment for each grid template used. For example, if a library wanted to send a certain number of copies of popular titles in our Graphic Novel (Adult & Youth) Standing Order Program to its branches but a different number of copies for less popular titles, they would need to establish two grid te,mplates and set up two separate enrollments, one for each grid template. Libraries can now apply multiple grids within a single enrollment, greatly reducing time spent on setting up and managing new title notifications/ standing orders. &-111...-..J) t I.Nt<h I Otwrt I '!alP'f1t. I MiJi\il:Wlllll ,....,. t ~ I Ff I ttJili:i I ~ Au\111W'~lmMJt.,,;01'\19tP,opJn1 --.-.- - '.· •. · . .
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INGRAM .
61 City of Torrance
RFP No. 82020-14
Backorders
Project Understanding
Ingram does not substitute titles unless the ISBN/EAN has been forwarded to a new edition. Only those items ordered will be shipped.
For titles inventoried by Ingram that are temporarily not in stock, Ingram will attempt to place an order with the publishers within three (3) business days of receipt of order. Our ability to obtain out of stock titles is based upon the item's continued availability from the publisher with whom Ingram buyers have an established relationship.
After receiving an order, Ingram will ship all titles currently in stock. Any remaining titles normally available through Ingram will then be placed on backorder for a period of time specified by you.
One of the parameters set at the account level is Backorder Cancellation Date. This is the number of days to wait for a backorder to be filled, and if it has not been filled by that date, Ingram cancels the order. At the end of the backorder period, all unfilled titles will automatically cancel, except for titles Not Yet Received from the publisher. For those titles, the backorder clock starts only after the title is first received by Ingram. Ingram does offer the option to have every unfilled title on an order cancel at the end of the backorder period, including orders placed pre-publication and not yet received. This option can result in a lower fill rate for the Library, especially for Continuations and Standing Order Programs. Program titles are ordered several months' pre-publication, to allow Program customers to be the first to get these titles.
We recommend that the Library set this cancellation date to be the same on their automation system so the backorders will cancel automatically at the same time. It is up to the local automation system to delete any bibliographic records that are associated with order records that are canceled.
Continuations and Standing Order Programs require a backorder period, as titles are ordered on a pre publication basis to allow Program customers to be the first to get these titles. Items that do not require cataloging services will ship within 24 - 48 hours after the title is received into the designated Ingram distribution center.
No Partial Shipments Option ,,
Accounts can be profiled to receive No Partial Shipments. With this account setting, if the entire quantity of a title is not in stock at the time of order, Ingram backorders that title and ships it when the entire quantity is received from the publisher. Please note that this profile option may lessen initial fill rate of an order . We are happy to discuss with the Library to determine the best option to meet your workflows.
Order Confirmation
For orders placed via EDI, Ingram sends full order acknowledgements via FTP. Customers can also be setup to receive text formatted confirmations via email to user-specified email address. The emailed order acknowledgement includes ISBN/EAN; Title; Author; List Price Line Item #; Order Units; Ship Units; B/O or Cancelled Status Code; and Shipping DC. Order acknowledgements are sent within two to four hours of order placement. Most acknowledgments fall within the two-hour window . ipage provides immediate order confirmation, which can be printed. The ipage order confirmation includes titles that have shipped, as well as backordered titles. The order confirmation gives a detailed summary of the order, including title, author, EAN, whether the item is shipped or backordered, discount, and retail price.
INGRAM .
62 City of Torrance
RFP No. B2020-14
Project Understanding
Order Status Information on ipage
Order Status information is available on ipage. Under the Order drop down menu, simply click Order Status for a listing of Order Easy Clicks:
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Orders I Reports I My Account
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• All Open Items - This report shows the line items that are currently backorcjered or being processed and therefore have not yet been i,nvoiced.
• Open Purchase Order Summary - This repor;t shows a summary by PO Number that includes the date ordered, total units open, units in process, and units lfackordered . The PO Number can be clicked on to receive title-specific information. • Backordered Items - This report includes the titles currently on backorder with the date ordered, the backorder cancel date, EAN, title, format, publication date, PO number, quantity, and the distribution center . You can also cancel a backordered item . • Recently Shipped Orders - This report shows orders shipped within the last 14 days, with the option to view the last 90 days, including the date shipped, order entry number, and shipping tracking number. Order details can be viewed by clicking the order entry number, and delivery status can be viewed by clicking the shipping tracking number . • Recently Shipped by PO - like the Recently Shipped Orders, this report shows orders shipped within the last 14 or 90 days. It is sorted by PO Number and includes the date shipped, order entry number, and shipping tracking number. Order details can be viewed by clicking the order entry number, and delivery status can be viewed by clicking the shipping tracking number.
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Unacceptable Returns - This report shows returns sent that were outside of Ingram's return policies.
ipage Order History - This feature shows the order date and time, PO number, and the name of the person whose account login placed the order. It also provides a link to an Order Confirmation which gives a detailed summary of the order, including title, author, ISBN, whether the item is shipped or backordered, and retail price .
Hard-To-Find Books Order Status - This report shows the status of any books ordered through the optional Hard-To-Find Books function on ipage.
INGRAM.
63 City of Torrance
RFP No. B2020-14
Project Understanding
Note: The Shipped/Invoiced Items under Order Status Search will only show up for 90 days, UNLESS the Purchase Order is still open, e.g. there are still titles on backorder or in processing. Then you may be able to search for older invoiced items.
Order Status Search
Using Order Status Search, customers can refine their search for the status of an open Purchase Order by order date range, product code, control number, invoice number, order entry number, PO number, title, or warehouse code.
Excel Reports in ipage
ipage offers three headquarters-level reports, downloadable in Excel format for easy searching and sorting. The reports cover:
• Cancelled Items (items cancelled during the previous month) • Invoiced Items (items invoiced during the previous month) • Open Items (all items, refreshed nightly)
The Excel reports may include columns for the following information, as appropriate to each specific report: Account numbers; Library name and address; Order Date; PO; EAN; Author; Title; Pub Date; Units Ordered; Committed Units; Backordered Units; Backorder Cancel Date; Invoice Date; Invoice Number; Units,lnvoiced; List Price; Customer Discount; Unit Discount Amount; and Extended Discount Amount.
These reports can be accessed from the main Reports menu tab on ipage. Simply click on any of these three links, and report will automatically generate. This Excel-format report can be opened or saved, and is easily searched ~nd sorted.
INGRAM ,
cltto run~
ecel-founa
R~rt
64 City of Torrance
RFP No. B2020-14
C. Shipping
Freight Terms
Project Understanding
! Page 34
Ingram is pleased to offer an Ingram-paid freight option from your primary and secondary distribution centers. Ingram will pay 3% of the total product invoice cost towards freight charges. The Library would only incur freight charges if charges exceed that percentage on a particular shipment. Ingram deliveries· are normally provided via UPS Ground. Your accounts will be profiled to ship via best method, which may include order or account consolidation, shipping schedules or other account setting adjustments to assist you in keeping freight costs below 3% of the invoice.
Orders will ship FOB Destination. Ingram defines FOB Destination as Ingram being responsible for the products until they are delivered to the library. Once the items have been delivered, liability lies with the receiving agency.
Inside Delivery
When requested by a customer, and if the carrier's operating conditions permit, the carrier may perform inside delivery. Please note that the carrier's only obligation is to get the freight inside the door or onto a dock. It is the Library's responsibility to transfer the material to other desired destinations. If inside delivery is desired, the Library must specify this when establishing/updating their account(s). Where inside delivery is not provided, the carrier's only obligation is to move the freight to the back of the truck.
Inside delivery will be clearly designated on the shipper's bill of lading but not on the Ingram shipping label.
Distribution Center Pairing
Ingram's unique distribution center pairing gives our customers access to our entire inventory via convenient, regional locations. With your assigned Ingram Primary and Secondary distributions centers, the Library has access to order or backorder any title available through Ingram. When an order is placed, titles are initially checked against the primary distribution center. Titles not irt stock at the primary facility are then instantly checked at the secondary distribution center. This ensures a vkry high first fill rate. Titles not available in stock are then backordered from the publishers, and are generally backordered from the primary distribution center. This method of distribution ensures the Library will receive ordered titles as quickly as possible, without the worry of shopping nationwide distribution centers.
Hard-To-Find Books
Titles ordered under our optional Hard to Find Books Service ship from Alibris's distribution facility, and not an Ingram warehouse. They will not combine with your Ingram orders for shipping and may have different turn times and shipping methods. These titles are sold at the net price shown, plus a $3.95 per .book shipping and handling fee if shipped within the United States.
Packaging and Labeling
The shipping label on the carton includes the customer name, address, and customer purchase order number.
INGRAM .
65 City of Torrance
RFP No. B2020-14
WI 531 9-50
~HIIIIIIIII rn11
Project Understanding
Each carton shipped from Ingram will also have a 4" x 6" Carton Contents label. The Carton Contents label lists the titles contained in the box, their ISBNs, and quantities. This label allows your library staff to see what is in each box before the carton is opened.
Packing Slip
For libraries that do not require invoice i_r the box, Ingram will include a packing slip with each shipm 'ent which can be cross-referenced to the invoice. The packing slip is enclosed in the last box of a multi-carton shipment that crosses the shipping manifest, and the box containing the packing slip is marked.
Ingram's Packing Slip contains t~e following information:
♦ Library shipping and billing address
♦ Date
♦ Quantity ordered
♦ Quantity shipped
♦ Title
♦ ISBN
♦ Binding Code
♦ Purchase Order Number
♦ Discount Percentage
♦ Unit List Price
♦ Extended Price after Discount
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Packing slips can be sorted by title or purchase order number .
Rush Orders
Ingram defines a "rush" order as one that requires immediate turnaround and special shipping. These orders differ from a regular order in that · they do not receive processing or cataloging services, are generally very small orders, and are placed with no backorders accepted.
INGRAM .
66 City of Torrance
RFP No. B2020-14
Project Understanding
Ingram can accept book "rush" orders via toll-free telephone. All orders receive immediate online order entry, as well as instant title and stock verification. Rush orders will be shipped via UPS or other Ingram selected freight method.
Ingram does not charge additional freight for orders that ship with your regularly scheduled shipments via standard transportation. Only rush orders that require next day delivery will incur a freight charge.
It is our experience t _hat the need for next day delivery is extremely rare with our customers. Should the Library requir e expedited services for an account, such as minimal processing and no cat aloging on titles that require a faster turn time, we are happy to discuss your requirements and work to profile accounts as needed.
Items placed on a separate Rush account will be invoiced as shipped. If the Library profiles the account to receive no backorders, then the items in stock would ship and all other items cancel. The Library would then receive one invoice for the purchase order. Rush orders would ship from a single distribution center exclusively.
Turnaround Time
In-stock, non-processed and non-cataloged book orders are shipped within 24 hours or on the same business day if placed before local cut-off time at your designated Ingram distribution center. In-stock processed books not requiring custom cataloging services will ship within two to five days of receipt of order. No other vendor can attain this level -of service. Our turnaround time for in-stock, shelf-ready, custom cataloging orders is 7-10 working days from receipt of order to shipment.
Street Smart
Ingram understands the importance of getting high-visibility titles in the hands of Library patrons as soon those titles appear in local bookstores. Titles designated as part of the Street Smart program include any upcoming new releases with a publisher-assigned on-sale date. Working within the publishers' parameters, Ingram profiles the Library's account so Street Smart titles shipped from the primary distribution center are received on or befor e th e on-sale dat e.
To receive Street Smart designated titles on or before-the on-sale date, the Library is required to complete a signed affidavit in which you agree not to display, sell, or loan for advanced reading any title before the publisher-assigned on-sale date. Without th is agreement, Ingram cannot ship Street Smart titles until one day before the published on-sale date. All wholesale dist ributors are held to t hese standards, and Ingram is dedicat ed to ensuring that we do not violate our agreements wi th publi shers.
Occasionally, the publisher may designate a title as having stricter on-sale date parameters. Ingram designates these types of titles as Street Smart Select. These are usually major releases that typically have large print runs and major publicity scheduled . Similar to a standard street date, a title specific signed affidavit is required to receive advance delivery. Ingram will provide advance notification of these titles, including any order deadlines or minimum order quantities required to participate in the early delivery program . Per the publisher, Dist ributors are not allowed to deliver Street Smart Select titles until one day befo re t he on-sale dat e.
INGRAM .
67 City of Torrance
RFP No. B2020-14
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Ingram does not control publishers' street dates or their specialized parameters .. We work closely with publishers to obtain news of publishing date changes or unexpected releases are added with limited advance notice of publication. We provide updated information through ipage as soon as it is available from the publisher. The Library can check any title as the scheduled street date approaches to ensure no change has been made.
Ingram will make every available effort to ship titles to arrive before the street date for those libraries having a Street Smart affidavit on file; however, we cannot guarantee arrival on or before street date.
Delivery within the allotted time frame is contingent upon the publisher providing books to Ingram in a timely manner. Occasionally, our ability to comply may be compromised on a title due to circumstances outside of our control such as weather delays or delay in receipt from the publisher. In such instances, the level of custom processing or cataloging profiled on a Library account may cause the title to be delivered after street date.
Searching for Street Smart Titles in ipage
The Street Smart list under the Browse tab on ipage enables libraries to view a listing of titles that have a hard street date from the publisher . This Street Smart list focuses on titles up to 18 months' pre publication.
Browse I Search I Curated Lists I Orders I Reports I
INGRAM .
68 City of Torrance
RFP No. 82020-14
Project Understanding
The Street Smart list page includes a drop-down box with sort options, including On Sale Date. When you select Initial Buy in the drop-down box, ipage re-sorts the titles in the Street Smart list by largest quantities initially purchased by our buyers. This helps you see immediately what items Ingram professionals believe will be in national demand. The list sorts in descending order, with largest quantities at the top of the list.
Tracking Shipments:
Ingram normally ships items via UPS ground transportation . ipage allows users to track shipments under the Order tab. To track a standard shipment, click Order Status, then Recently Shipped Orders. This opens a table displaying all recent shipments . Click the shipping tracking number for the shipment you want to track. This links you to a page where you can view tracking information. r, ... ,, _ _.,.,~
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INGRAM .
69 City of Torrance
RFP No. B2020-14
"What Shipped Yesterday" Email Alert
Project Understanding
ipage users can receive a personalized email alerting them when a shipmen~ is on its way! The "What Shipped Yesterday" electronic notification is a proactive communication to our customers. An email is sent the morning after an order has shipped, to let the user know that their shipments left the Ingram warehouse(s) the previous day, and to expect delivery soon. The email contains the shipment tracking number, plus an ord er entry number used to identify the warehouse the shipment is coming from and all the items in a single shipment. This service works regardless of the method used for placing order~, e.g. phone, ipage, EDI.
The "What Shipped Yesterday" notification is an opt-in service for the Library's Primary ipage Administrator(s.) The Administrator can enable this feature for one, some, or all of the shipping accounts within the Library's 'ipage account, can assign access rights to additional users in the account, and can limit access only to specific Library shipping accounts. This is especially helpful if the Library's ipage account contains multiple shipping accounts to different branches, and the specific user is only interested in receiving notification of shipments to their branch. Please note that the desired email address must exist in ipage to enable this feature, i.e. the person assigned to receive notifications must be set up as an ipage user under the Library's account.
D. Invoicing
Ingram can provide multiple copies of invoices, and they can be mailed, e-mailed, or included with the shipment .
Title data on invoices is listed in the followin g ord er: (1) quantity ordered and shipped, (2) author, (3) title, (4) publi sher, (5) ISBN/EAN, (6) unit list price, (7) discount, (8) unit net price, and (9) extended price. Items on invoices are listed alphabetically by either the author or the title per the Library's request.
All invoices have an invoice number and date, order entry number, and Ingram's Federal ID number.
Library name, ship to and billing account addresses and numbers, and purchase order number (can be up to 22 characters in length) are all listed on the invoice. Order data includes shipping warehouse and location, carrier, ship date, number of cartons, and total weight of order.
Also included on the invoice is a code for each binding type . If a title is a Library Binding, it may be designated as such by the notation LIB after the title.
Ingram can invoice for cataloging and processing on the same invoice as materials or on a separate invoice, per request of the Libr13ry. Processing and cataloging charges appear as separate line items when billed on the same invoice as materials. Processing and cataloging are invoiced as accumulated charges, not individual line items per each title .
"Invoice in the Box"
Ingram has the option available to libraries to have their invoice put inside the box of shipped items. This invoice is in a modified, easy to read format. With "Invoice in the Box", libraries can check in items against the invoice and do not have to wait for the invoice to arrive in the mail. The library still has the option to have multiple copies of the invoice. Please note that if invoices are included with the shipment, they cannot be mailed separately.
INGRAM .
70 City of Torrance
RFP No. B2020-14
EDI Invoicing
Project Understanding
Electronic invoicing is available for orders placed via your Integrated Library System. We support daily or weekly summary invoices. For customers opting to receive electronic invoices, Ingram places electronic invoice files on the Ingram FTP for customer retrieval. E-invoices streamline workflow and greatly reduce the amount of effort used in the manual posting of invoices. Ingram continues to provide paper invoices to electronic invoice users.
ipage Invoices
Ingram offers the convenience of having invoices available to our customers online via ipage our web based selection, ordering, and account management tool. With ipage, invoices are available to view and print on demand the moment they become available .
I
Financial Information on ipage
The Library's ipage Administrator can designate which staff members have access to view account-specific accounting items such All Open Accounting Items, Open Invoices, and Open Credit Memos. Using the Advanced Search feature, the Library can further refine their search results for these accounting items by entering one or a combination of Customer or Ingram Reference Number, Purchase Order, Product Code, and Transaction or Due Date Ranges. Closed invoices and credit memos are available for viewing for 90 days.
Th~ough ipage, the Library can also look at its last statement and view the last six payments received by Ingram plus review recent and pending electronic payments. ~
I( _My Account j ,t. I Harne I Usis \ W I Help I Lo;;o, Partial Invoices
Partial invoices are indicated on ipage by an asterisk after the Ingram Reference Number. The remaining amount still due is listed under Open Invoices. The original invoice is accessible under Closed Invoices by searching using the same reference number.
Monthly Statement
Ingram provides a monthly statement, which serves as an open item statement and monthly summary report . The statement contains, among other information, the transaction type, date of transaction, due date, account number, total amount due, total account balance. You can also view your last statement online through ipage by clicking on the My Account tab, then the Account Info Summary link under Financial Information:
INGRAM.
71 City of Torrance
RFP No. 82020-14
E. Returns and Compensation
Project Understanding
Ingram's Returns Policies provide for prompt and efficient resolution for reporting and returning materials that are received damaged, defective , or shipped in error. • Ingram Customer Service associates are happy to assist with issues including shortages, damages, or defects, and to provide returns authorizations as required. • Customer Service hours of operation are Monday through Friday, 7:00 a.m. - 7:00 p.m. (Central Time.)
• Through ipage, the Library may create Hassle-Free returns, repo<rt shortages, track status of a return, and view credit memos. ipage is available 24 hours a day, 7 days a week.
Unprocessed Print Material
Any unprocessed book ordered in good faith that is found to be damaged or unsuitable, whether it is due to Ingram's error or the Library's error, may be returned under the Hassle Free Returns Policy. • Unprocessed materials may be returned up to 60 days after the invoice date. • A copy of the Hassle-Free Returns form (the back of your packing slip or printed from ipage) should be included in each carton shipped to Ingram.
• A return authorization number is not required for unprocessed print material. • Ingram will not charge a restocking fee for items returned in accordance with our Hassle Free Returns Policy.
Product with Defects
Ingram understands that defects inside a book may not be detected until it has circulated , so there is no timeframe for returning product with publisher defects, including the following:
• Missing pages
• Co_ntents out of sequence
• Book bound upside down
• Contents different than the cover/title
• Ink or printing issues
• Crooked pages
• Blank pages
• Disc does not play
• Item is received with missing or incorrect disc(s)
Please note that due to the wear and tear caused by circulation, we will only accept defective books where the binding is falling apart up to 60 days after the invoice date.
Processed Materials
Items that have received cataloging or processing per the Library's specifications are no longer in resalable condition, and therefore can only be returned due to an Ingram error or if defective or damaged. • The Library is asked to report any cataloging and processing errors as soon as they are noticed, so that Ingram can research and resolve the issue in a timely manner. • Processed material returns require return authorization from our Customer Care Department. To request authorization, please call (800) 937-5300 Ext.27665 Audiovisual Materials
INGRAM .
72 City of Torrance
RFP No. B2020-14
Project Understanding
Unprocessed audiovisual materials that are damaged, defective, or shipped due to Ingram error may be returned up to 60 days after the invoice date.
• Audiovisual returns require return authorizatio~ from our Customer Care Department. To report defective or damaged product and request authorization, please call (800) 937-5300 Ext.27665. • Playawaye accepts return of defective products within one year of the invoice date. The Library should contact Playaway directly.
Ingram will issue a credit for audiovisual titles received damaged or defective, including damage or defects to individual discs in a multi-disc set. If the title is currently in stock, we also offer the option to replace the entire product, rather than just the damaged discs, as Ingram does not stock individual replacement discs in our inventory.
Ingram recognizes that individual discs in a multi-disc title may be lost or damaged once the title is in circulation. Replacements for discs lost or damaged after receipt from Ingram may be available directly from the title's publisher. For example, Brilliance Audio Library Edition audiobooks have a guarantee of free disc and vinyl case replacements. Publisher contact information for every title is easily obtained on ipage at the library' convenience, 24/7.
Non-Returnable Materials
Each publisher decides if their product is non-returnable. This may be on a product-by-product or binding by-binding basis, or as items go out of print. Therefore, Ingram does not assign a non-returnable status to a publisher.
• Non-returnable items are indicated as such on ipage.
• Ingram cannot accept return of any product that we do not stock or items that were not originally purchased from Ingram.
Items Damaged in Shipping
For materials damaged in transit, the library is asked to always accept delivery of materials. Damage should be noted on th!;! carrier delivery receipt, and the library should call our Customer Care Department for instructions on making a return.
Overstock Returns
Return of unprocessed materials sent after the 60-day window will be handled as Overstock Returns. • Overstock returns for libraries may not exceed 10% of purchases made during the preceding 12 months.
• Overstock returns will have a 10% restocking fee applied. • All product returned to Ingram must be in a condition that it could be resold. Therefore, we cannot accept return of processed items as overstock returns . • Ingram reserves the right to send back, at the Library's expense, all products returned to us that is not in resalable condition.
Hard to Find Books Alibris Returns Policy
If the Library is dissatisfied for any reason with a book purchased through our Hard to Find Book program, you may retu rn your purchase to the Alibris distrib ution center within 30 days for a full refund of purchase.
Ingram reimbur ses shipping costs for returns only if the conditi on of th_e book is not as described on ipage.
Credit Memo
INGRAM .
73 City of Torrance
RFP No. B2020-14
Project Understanding
Upon proper notification and receipt of the returned titles in our distribution center (if required by Ingram), the Library will be credited for the full invoiced amount for the item(s.) A credit memo will be mailed listing the item(s), dollar amount, and purchase order number credited Credits will also be reflected on the monthly statement with reference to the purchase order number .
Additional terms for credits for items with an Ingram error or that were received damaged or defective:
• Customer Care will advise the Library whether the physical product should be disposed of or returned to Ingram.
• If Ingram requires the Library to return product to our distribution center, a Call Tag will be issued to cover the freight charges for the return.
• If the Library was invoiced for freight on the original order, we will also credit freight charges, calculated at the standard UPS rate for the weight of the items returned. • The Library is responsible for shipping and carrying charges for returned items that are not damaged, defective or shipped with Ingram error.
No Charge Replacement
As an alternate to a credit for an item that is damaged, defective, or shipped with Ingram error, libraries may call our Customer Care Department to request a No Charge Replacement (NCR) • If a replacement title is in stock, the Customer Care Representative will either email or fax a No Charge Replacement Return Authorization form to your library . • The Library must mail this form along with the returned it~m and the original packing slip for a replacement copy.
• If the Library requests a No Charge Replacement but the title is temporarily out of stock at the Library's assigned distribution centers or requires backorder, Ingram will suggest the Library receive a credit rather than an NCR and reorder the title. • Important: For Libraries that provide enriched data as part of their orders, e.g. data that guides cataloging and processing, Ingram will issue a credit. The Library would be responsible for submitting the reorder via whatever method was used for placing the original order, such as EDI or ipage grids.
Claims
Please notify Ingram if you have not received an anticipated publication or if an order is short shipped. If an order is shipped but not delivered, claims will be directed to Customer Care to ensure tracking and credit or replacements are handled as quickly as possible. Anticipated publications may have a delayed release; is so, it will be reflected on ipage.
Cancellations
Ingram can currently accept cancelations through phone, mail or fax request. The Library can also cancel individual open line items through ipage. If an entire purchase order is open and no line items have been filled, the Library may request that Customer Care cancel the purchase order in its entirety rather than the Library cancelling each title individually. This will be done at no charge to the Libra_ry.
INGRAM .
74 City of Torrance
RFP No. 82020-14 .
F. Discounts
Project Understanding
Ingram has provided our discount s-chedule on the RFP form and in the Section titled Cost Proposal later in this proposal. '
Discount Details:
• Discounts apply to Adult, Young Adult, and_ Juvenile materials. • Spanish and other World Language materials receive these same diSC!)Unts. • Continuations and Standing Order/New Title Notification Program titles, backorders, and re-orders receive the same discount schedule as firm orders. • There are no hidden fees when ordering from Ingram.
• Ingram does not apply service charges for Net titles, for special orders, or for titles requiring prepayment from the publisher.
• Experience has shown that Ingram Library Services provides more titles at full trade discounts than any other distributor in the industry.
• During the term of the agreement, we are happy to provide pricing for any new formats, materials, or services that may become available or have not been previously quoted.
Our discount schedule will remain firm for the initial contract period. Discounts are applied to the publisher's current list price.
List prices of individual library materials are set by the publishers/manufacturers and not by Ingram as distributor. Therefore, we cannot guarantee that the retail/list price of an item will not change during the term of the contract, as the publisher/manufacturer can change their list prices without notice. Prior to placing an order, the Library can determine a title's estimated discount by utilizing the "Price this List" or Quotation features on ipage, as described in this proposal.
I
In determining which titles receive less than full trade discounts, Ingram has utilized its best efforts to categorize books for pricing purposes by cons'idering the binding, cost of acquisition, general marketing categories, publisher's discount, and other factors as defined by the Definitions of Binding Types and Presses provided. Ingram reserves the right to be the sole and final determinant of the pricing category.
Ingram bases pricing upon several factors including dollar value of commitment, actual expenditure, number of accounts and shipping locations. Ingram reserves the right to offer pricing and services to any customer based solely on Ingram management criteria.
Definitions of Binding Types and Presses
Discounts are applied to the publisher's current list price. Prior to placing an order, the Library can determine estimated discounted pricing for an entire list by utilizing the Price this List feature on ipage. In determining which titles receive less than full trade discounts, Ingram has utilized its best efforts to categorize books for pricing purposes by considering the binding, cost of acquisition, general marketing categories, publisher's discount, and other factors as define d by the Definiti ons of Binding Types and Presses provided. Ingram reserves the right to be the sole and final determinant of the pricing category.
INGRAM .
75 City of Torrance
RFP No. 82020-14
Project Understanding
Trade Hardcover: High demand fiction and nonfiction books published with a glued binding and a hardcover. These titles are typically for the gen'eral consumer and produced by widely distributed publishers. Trade bindings may also be referred to as retail trad e editions, trad e books, hardbound books, hardback book s, cloth bound book s or cloth cover books. Publishers normally produce these titles in larger print runs. *
Quality Paperback: High demand fiction and nonfiction books with paper c~vers and generally no size' restriction. Any illustrat ions or graphics may be placed throughout the book; both paper and printing are high quality. These titles are typically for the general consumer and produced by widely distributed publishers. This binding may also be referred to as trade paper or trade paperback. * Mas s Market Paperback: High demand books with paper covers that are produced in a size to fit a standa rd retail store display and generally deal with subjects of mass appeal. Any illustrations are grouped together in one section of the book. *
Library Bindings: Books of higher quality publisher bindings, usually fanned and glued, and may also be sewn. Books may be identified as Library Bindings on ipage.
Un iversity Press: The binding types may vary for these titles (i.e. Hardcover and/or Paperback), but all are published by a University Press.
Short Discount/Non-Trade: Lower demand, small print -run books in variou s bindings, and includes graphic novels, legal, technical, reference, scientifi c, and medical titles as defined by Ingram subject categories. Tit les are generally published by small or university presses. Also included are print and audiobook titles purchased at lower than full trade discount; titles with limited sales volume; and/or titles from publishers not in compliance with Ingram's purchasing requirements . lrigram is pleased to make this broad base of titles available to our customer s with no service charges.
Large Print: Ingram does not recognize the large print title as a separate binding type for discount purposes. Large print titles will receive discounts :3ccording to the binding/press assigned to the ISBN ordered as outlined above.
Graphic Novels: A narrative work in which the story is conveyed to the reader using comic form. The term is employed in a broad manner, encompassing nonfiction works and thematically linked short stories as well as fictional stories across a number of genres.
Picture Books. Board Books, Easy Readers. and Big Books: These juvenile genre categories are not discounting categories used by lngrarn. These books will receive the discount appropriate to the specific binding/press ordered as outlined above. We estimate that at least 80% would receive the full trade discount .
Prebound Books: Paperback books bound into a hardback edition. Our inventory also includes over 17,500 prebound titles from Perfection learning and San Val (Turtleback Books), and are identified on ipage as Prebound-Sewn or Prebound-Glued
INGRAM .
76 City of Torrance
RFP No. B2020-14
Project Understanding
World Language M aterials: Ingram does not recognize Spanish language (or any world languages) as a discounting category. These books will receive the discount appropriate to the specific binding/press ordered as outlined above.
Spoken Word Audio: Audiobooks produced for the general consumer and dealing with subjects of mass appeal. Spoken Word audio may be abridged or unabridged and are generally sold by publi shers at full trade discounts, however some titles may be short discounted by the publisher. Ingram does not differentiate between MP3 CD and Auqio CD formats for discounting purposes. - Book and spoken word audio kits will receive discounts based upon classification of the title, typically by the publisher, as a book or as a spoken word audio. If classified as a book, it will receive the discount appropriate to the specific binding/press assigned to the ISBN ordered.
DVD and Blu-ray: Currently, Ingram provides pre-recorded titles in these categories under a single discount. However, should a new format of DVD emerge in the industry for which studios apply different purchasing terms, Ingram will notify the Library of the discount applicable to that new format.
Net: Low demand, small print run books in various binds and categories upon which Ingram receives minimal or no purchase discount. This category of book will receive a 0% discount. Ingram is pleased to make this broad base of titles available to our customers with no service charges. * See Short Discount for explanation on titles that may fall outside of this discount category.
G. Method of Payment
Payment terms under this contract shall be Net 30 Days, End of month. Payment is required for invokes within these terms even when a purchase order has not been completed. Ingram does not invoice for items until they have been shipped.
While other vendors demand payment from invoice date, Ingram's terms are calculated on statement date at the end of each month. With payment due 30 days from statement date, the customer's payment is due an average of 45 days from invoice {30-59 days). Ingram reserves the right to assess a late charge on all past due invoices.
For opening day collections, Ingram can store product and ship to you at an agreed upon date under the following terms. Items will be invoiced when they are moved to storage in an Ingram facility after receiving processing and cataloging services, and are payable within 30 days EOM. Ownership and title of said product passes to the Library upon invoice.
Payment Methods
Ingram has multiple payment methods, including Electronic Funds Transfer, on line payment through ipage via bank account, and payment via credit card (account set for automatic charge) or by check. We are happy to review your current payment procedures with Ingram, and discuss any changes you may wish to make for your accou~ts. '
INGRAM .
77 City of Torrance
RFP No. 82020-14
Project Understanding
·H. Vendor Support
Jessica Short serves as Manager, Client Integration. In this role Jessica works closely with library customers to refine our integration/on-boarding process. Jessica will serve as the TPL Project Manager, leading the lngram-TPL implementation team .
Under Jessica's guidance, Ingram suggests the following areas of focus for this implementation process:
BJ Compau serves as Senior Sales Representative for Ingram library Services for the State of California. BJ is very familiar with Ingram's programs and policies, and will contact the Library on a regular basis to monitor progress, discuss new programs and provide training as well as gather feedback from Library staff.
Additionally, Kimberly Groom, Inside Sales Representative, is available as your day-to-day contact. BJ and Kimberly will coordinate with all Ingram Departments, including Customer Care, Credit, and Accounts Services.
Customer Care is based in our Tennessee headquarters, where representatives have immediate access to all Executive Staff for any service issues that require escalation and further research and discussion. By combining our Library Customer Care team under the overall Ingram Content umbrella, we are able to best utilize our systems, training and experience. From a Customer Service perspective, the team has a full support infrastructure, whereby other Customer Service Representatives within the team can cover for each other as required, i.e. during vacations.
Ingram's team of Customer Care Support Specialists trained specifically on the requirements of library contracts are available five days a week . Customer Service hours of operation are Monday through Friday, 7:00 a.m. - 7:00 p.m. (Central Time.) Every attempt will be made to respond within 24 hours (during normal working hours) from phone call or receipt of correspondence. However, some issues may necessitate additional research in order to provide the best service and most complete response to the Library. The Cus1tomer Care team is able to handle any issues that may arise with the Library's account, but if necessary, we can assign a specific Customer Care Representative to be the Library's contact.
Library staff haves toll-free telephone access to any Ingram point of contact at (800) 937-5300, or you may reach your Senior Sales Representative directly at:
•
•
•
•
•
•
•
•
Jessica Short, Client Integration Manager ............................... Ext. 36280 BJ Compau, Senior Sales Representative ................................ 509-209-3192 Email: bj.compau@ing ramcontent .com
Kimberly Groom, Inside Sales Representative ........................ Ext. 35754 Email: kimberly .groorn@ingramcont ent.com
Customer Care .......................................................................... Press Option 1, then 1 Email: llSCustomer.serv lce@ingramconte nt.com
To discuss concerns or issues regarding your account
To Place an Order ......................... ............................. .............. Press Option 1, then 2 Account Services .................... .................................................. Press Option 1, the~ 3 Email: [email protected]
To Set Up I Update an Account
Toll-Free FAX Ordering ............. .............................................. (800) 677-5116 Credit Department ....................................................... ........... (800) 937~8100 INGRAM .
78 City of Torrance
RFP No. 82020-14'
Project Understanding
For any system issues like outages, login problems, Site Help etc., Customer System Technical Support can be contacted at (800) 937-7978 or email us at ics-techsupport@ ingramcont ent. com. Technical Support is available via this 800 number Monday through Friday, 8:00 AM - 5:00 PM Central Time.
2. CUSTOMIZED CONTRACT TECHNICAL SERVICES
A. Requirements
(1) Provide the ability to create separate order accounts, as requi red by the library. Accounts could have different cata loging and processing rules for one type of materia l such as books, DVD CD, continuations, series on standing order, eBooks, eAudiobooks and unprocessed mater ials.
Ingram will work with the Library to establish necessary accounts. We will also show the Library how the use of Custom MARC, grids, and purchase order conventions will lessen the number of required accounts and help to keep freight costs controlled.
Items will be packaged according to account number, and may contain multiple purchase orders for that account. Items ordered on one account will not combine with orders placed on another distinct account . Each account will be assigned an individual account number. •· (2) Maintain price and inventory status information and be capable of providing this to the library •. staff primarily online or by phone. "
ipage is Ingram's online collection development and ordering tool for librarians,, combining the industry's largest inventory with complete title information, collection development resources, reviews, and real-time stock check. Customers with a current, active Ingram account are eligible for a free subscription to ipage, which offers libraries easy-to-use ordering capabilities and other features at no cost for unlimited concurrent users.
ipage can be accessed at https:/ /i page.ingramcont ent.com. Through ipage, your Library account specific information is available and accessible at your convenience, 24 hours a day, 7 days a week.
I· ! !l-!-.1· 1
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I
INGRAM .
79 City of Torrance
RFP No. B2020-14
Project Understanding
As a web-based tool, ipage offers 24/7 real-time inventory information, the ability to search by thousands of categories, as well as a robust array of publicity and product news sources. Here are just a few ipage features:
❖ Simple search by Title, ISBN, Author, Keyword, Series, Dewey®, and more ❖ Ingram stock information · and real-time stock check
❖ Title descriptions
❖ Physical Information, LC Subjects, LCCN, Dewey
❖ Ability to create, edit, download, and/or order lists by clicking titles within ipage, importing a document to ipage, or pasting EANs into ipage.
❖ Sort by Author, Title, Binding, Dewey, ISBN, Price, Pub Date, Publisher, Standard Retail Price, Ingram Demand, and more
❖ For video product: additional Information such as Features, View, Number of Units in Package, Awards, Dewey, Based on the Book
❖ For video product: Advanced search by Directed By, MPAA Rating, and Featuring/Title ❖ For video product : Sort by Title, Featuring, Product Code, Format, Studio, Release Date, US SRP ❖ For music : Simple search by Title, Product Code/EAN, Artist, Song Keyword, and more ❖ For music: Sort by Album Title, Artist, EAN, Media, Label, Releas~ Date, Suggested Retail Price. ❖ list sharing options
❖ Download brief MARC order records '
❖ Ordering and order status information
❖ Account management and reports
❖ ipage selection lists created by Ingram staff librarians ❖ Current publicity information
❖ Online catalogs
❖ Annotations and citations
❖ Cover images for selected titles
❖ Power search
❖ Boolean search
❖ Saved search
❖ Access to search all titles in our Extended database
❖ Excerpts for selected titles
❖ Review Citations
❖ Full text reviews for selected journals for a nominal annual fee The library's ipage accounts are created so that an Administrator designated by the library has oversight capabilities to aggregate lists and manage users. The Administrator can add additional ipage users as required by the library. Each user will be assigned a unique login and users can set their own password .
ipage is customer-driven, and allows users to individually customize their ipage experience. Users have even better tools to assist in prioritizing the critical information they need to search, order, and deliver more content to more patrons. ipage focuses on personalization and intuitive functionality.
Customizable widgets allow users to design their own homepage with the tools they use most. Users can easily track bestsellers, access online catalogs, view custom lists, and bookmark favorite destinations in and outside of ipage.
INGRAM .
80 City of Torrance
RFP No. 82020-14
Project Understanding
(3) Provid e an onli.ne electr onic orderin g system based on the EDI standard that interfaces with the ILS. It should allow orders to be submitted by accounts and provide same-day confirmation reports electronically.
Ingram supports EDI Transaction types and formats based on the capabilities of the library automation system. Ingram EDI offerings include:
• Electronic ordering using the X12 format and FTP for communications. • Enriched EDI ordering.
• Text fprmat full order confirmation via email from Ingram email to user-specified email address.
Ingram Library Services supports EDI ordering and invoicing with the Sirsi Symphony system. EDI orders that are submitted will receive an X12 o'rder acknowledgement (confirmation) within two hours after the order is placed on Ingram's FTP server. (4) This electro nic order ing should provide the ability to send EDI records which include item specific information (such as branch code and quantity, collection code, item type, call number and two types of prices) as wel I as an on-order MARC record.
We can accept enriched EDIFACT orders that allow us to receive their item specific information such as branch code and quantity, collection code, item type, call number, and two types of prices. (5) When items are finished and shipped to the library, full MARC records and an electronic invoice via FTP should be provided to the library.
I
Librarie s can download brief ord er record s from ipage at no additional charge. When th ese records are loaded into your SirsiDynix Sym phony system, it creates brief biblio graphic records in their catalog and also creat es th e EDI order. Wh en the order has shipped, we can prov ide full level biblio graphic MARC records that will overlay the on order records. These records are in a MARC format.
Ingram can return electronic invoices via FTP that can be processed into the Library's SirsiDynix Symphony system.
(6) Work directly with the ILS vendor to set up · Dl ordering, receiving and invo ices within 60 days of commencement of services with assistance from City of Torrance Library and IT staff.
Ingram Library Services integration t eam in cooperation with the City of Torrance Library and the IT Staff will make every effo rt to accomm odate this timeframe. (7) Provide Library Staff systems training and support in EDI ordering, receiving and invoicing.
Ingram's exemplary interface capabilities and knowledgeable EDI associates gives TPL the ability to . use cutting edge technology for acquiring titles and downloading bibliographic data according to your specifications. Our interface advancement in this arena is unmatched by any other vendor in the industry.
INGRAM .
81 City of Torrance
RFP No. B2020-14
Project Understanding
Your Ingram Account Manager will coordinate with the Ingram EDI team at the start of the project, helping to ensure that all EDI requirements are set up correctly and run smoothly from the outset.
We will review basic EDI setup with the Library, as well as discuss possible implementation of enriched EDI in conjunction with the on-boarding process. With enriched EDI, your local holdings data would be returned in 1\11ARC records. Ingram would also assist with the 9xx configuration in ipage that will allow Library selectors to download brief MARC order records that include local holdings information. (8) Conform to all standards required to operate and maintain electronic interfaces between the libraris ILS and the vendor's ordering systems
Jessica Short, Client Integration Manager will coordinate with the Ingram EDI team and the Koha integration team in this process, helping to ensure that all of your EDI requirements are set up correctly and run smoothly from the outset.
(9) Ensure that 90% of processed materials are shipped to the library within 15 days of receipt by the vendor.
In-stock processed books not requiring custom cataloging services will ship within two to five days of receipt of order. No other vendor can attain this level of service. Our turnaround time for in-stock, shelf-ready, custom cataloging orders is 7-10 working days from receipt of order to shipment. (10) The library plans to receive' shelf-ready" services according to specifications. Attachment 3, contains a profile of current processing standards. However, the library may elect to utilize a different profile or other services of the vendor during the time of the agreement established as a result of this RFP. The vendor will work at no cost with the library staff to develop and refine specifications for required services.
Ingram has provided pricing is based on our understanding of the requirements as detailed in the RFP.
Should the Library's final specifications and requirements change, pricing may need to be renegotiated.
3. CATALOGING & HOLDING RECORDS
A. Requirements
Ingram's ipage platform has the capability to ingest library holdings and make those holdings visible as users are navigating in the ipage site. With this enhancement, your ipage users can quickly spot items that are already owned by the Library and react accordingly when considering purchase of these items. Holdings will appear in traditional search results, Ingram-generated lists (found under the iCurate tab), as well as Library-created selection lists. This is similar to existing functionality for OPAC lookup and iMatch, but is a proactive approach and requires no extra click for your users.
To show Holdings information, we require the library to provide a weekly "M ARC out" file of their holdings to Ingram, delivered via ftp. The file should be in either a .mrc or .out format. If you are interested in providing this data to Ingram so that it can be reflected in ipage for users in your account, please have your ipage Administrator contact lcs-tec [email protected] . There is no additional cost for this service, but the Library will be asked to sign a data license.
INGRAM .
82 City of Torrance
RFP No. B2020-14
BookMARC® Cataloging
Project Understanding
Ingram provides access to full-level MARC records through BookMARC, the proprietary Ingram cataloging database. BookMARC includes the complete LC MARC database, as well as tens of thousands of entries created by Ingram's MLS-degreed catalogers. •. ',
Ingram is a trading partner with OCLC, wherein our CIP upgrades and MARC record originals are accepted by OCLC for inclusion in WorldCat.
Ingram cataloging is in accordance with the latest editions and versions of the Anglo-American Cataloging Rules/RDA, MARC21 Format, OCLC Bibliographic Formats and Standards, Library of Congress Classification Schedules, Dewey Decimal Classification, Sears List of Subject Headings, and Library of Congress Subject Headings. Ingram cataloging is consistent with LC rule interpretations and cataloging practices.
Ingram Catalogers are experienced in working with Library Technical Services and Cataloging staff to ensure that the cataloging servJces we perform accurately reflect the library's local standards and conventions. With Ingram, your project will be given top priority by our cataloging staff . A team of professional MLS-degreed catalogers and professionals experienced in working with SirsiDynix Symphony will be assigned to your project.
Ingram Library Services will send and receive samples at the beginning of the project, plus continue discussion via conference calls and email between Ingram Cataloging specialists and library staff throughout the projects to assure compliance with specifications .
If standard BookMARC cataloging does not meet the Library's needs, Ingram offers a full array of custom cataloging options. Services include:
• Searching for added copy in the Library's ILS utilizing Z39.SO protocol. • CIP, OCLC, or,other Level 5/7 records can·be brought up to FULLAACR2 /RDA/MARC 21 standards to correspond with book in hand by an MLS-degreed cataloger. • Where existing or derived records are not available, an original cataloging record can be created with book in hand by an MLS-degreed cataloger.
• Should the Library require OCLC Holdings Updates, Ingram can provide this service at no charge, utilizing OCLC Batch Load Services. Please note that OCLC charges a one-time project set-up fee, which will be the responsibility of the Library.
In addition to standard MARC records, Ingram's MLS-degreed catalogers can review and update records to meet local practice requirements . Examples include applying local exceptions to LC or Dewey classification; adding contents, summary, target audience, or local notes; and applying local subject headings or focal exceptions to standard subject .headings lists.
Ingram' s standards and quality cont rol measures help to ensure th at cataloging errors are rare. However, /
we understand every library's desire to maintain a database with only records accurate to your specifications . In the event an Ingram record is received by the Library that does not meet your specifications, Ingram will offer the Library credit for the cost of the record, or offer to correct the error at no additional charge, whichever is most convenient for the Library. We will work with the Library at the beginning of the project to clearly define what constitutes an error and during the proj~ct to remedy reported errors quickly and accurately.
INGRAM .
83 City of Torrance
RFP No. B2020-14
4. PROCESSING
A. Requirements
Project Understanding
Our expertly-trained processing team ,provides the ultimate in flexibility with more than 100 different components and unlimited customized options for books, audiobooks, DVDs, and music CDs. All processing is done in accordance with the Library's specifications, and quality control measures are in place to ensure that Library expectations are met.
Ingram has provided processing pricing is based on our understanding of the requirements as detailed in the RFP. Should the Library's final specifications and requirements change, pricing may need to be renegotiated.
Processing options include, but are not limited to:
• AR/SRC Label • Pocket
• Barcode • Preprogrammed RFID/Barcode Set
• Branch Label • Property Stamp
• Date Due Slip • RFID Tag
• Genre Label • Spine Label
• Label Protector • Spine/Pocket Label
• Laminated Paperback Cover • Spine Tape
• MARC Record • Audiovisual Cases
• Mylar Jacket • Theft
To add processing and cataloging services, Ingram offers online enrollment through our OnBoarding portpl. Jessica Short, Manager, Client Integration, is available to guide the Library though the portal and to answer any questions throughout the process to ensure consistency of book appearance. Included in the OnBoarding portal are questions related to both physical processing and/or MARC record needs for both books and A/V materials. Included details are physical processing rules such as label location, taping requirements, and jacketing needs. Adult and Juvenile materials can have different processing profiles if the Library prefers . We can further refine the Library's profiles based on binding of book. Using the Library's On Boarding portal responses, our team will create a BookMARC profile for any account requiring certain kinds of labels, e.g. spine labels, or full cataloging records . Cataloging profiles can be refined by type - fiction or non-fiction - by collection -Adult, Young Adult, Juvenile, and Easy- and by genre-Graphic Novel, Fantasy, etc. - to ensure that the Library's materials are all cataloged in accordance with what is already in the Library's ILS system .
Processing and/or cataloging is profiled on an account level, and any item ordered on an individual account will receive the appropriate processing services. We are able to change your account profile upon written notification.
INGRAM .
,,
84 City of Torrance
RFP No. B2020-14
Digital Processing for Audiovisual
Project Understanding
Ingram makes digital processing easier with our exclusive one surface printing that combines all customizable labels on a single reformatted reprint. Options include library logo, spine label, barcode, branch name, special alert, contents label, and platform to name a few. This accommodating printing stimulates patrons' interest and increases circulation by featuring your library's logo and brand identity.
We print to the exact size of the designated casing then trim and insert the single printed piece to match your custom profile.
Physical rroce ssing to Reinforce Print Book~
Ingram can provide Mylar jackets for hardcover books with dust jackets. Mylar can be attached with glue or tape, or left unattached.
Details on our Mylar:
► Crystal clear, gloss covers reveal colorful graphics while protecting covers from oil, dirt and spills ► Unique polyester film allows books to slide easily on and off of shelves for easier browsing and re- shelving
► UV-resistant film protects book jackets from fading
► Durable, 1.5-mil, polyester covers with white paper liner (no anchor tabs) ► Acid-Free and 100% Archival Safe
Paperback Laminate - Ingram offers a choice of 15-mil or 5 mil clear polyester, applied to front and back cover. The 2-mil spine ensures the book remains flexible . The covers are crystal clear, and won't yellow with age. The larpinate is acid free, and made from environmentally friendly materials using solvent free adhesives.
5. COLLECTION DEVELOPMENT
iCurate
iCurate was launched to aggregate collection development services in one place on ipage, making it even easier for libraries to discover' and use these resources. A "Curated Lists" tab at the top of the ipage screen directs users to the iCurate !anding page, which provides a pathway to lists created by Ingram's professional Collection Development team.
INGRAM .
85 City of Torrance
RFP No. B2020-14
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free Curated Lins & Commltrt'H!m
Free Programs
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tltfes by enrolling In any or our tNttj
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AdultUsts
Action• Graphk N~ • I.Ar~ Print
Ralon & Nonfialon • Noofiction 000s -
900s • NonfKtlon Biographies
ChUdren's Usts
Board Books• ~sy Nonnaron • Easy~!
Reader Rttion & Nonflalon • )Jvenile
Action & NonfK.Cion • JUYenile Graphic
Novels• Plaure Books
Teen lists
Action• Graphic Na...dS • Nonfiction
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1%:0AWMM
I Core
Project Understanding
fssent'-11 Collecdon Gep Analysfs
Allow (y)Our lfbrerlens to rebalance your
coAKlion with a one-time list 5\Jh:e of
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colleafon-wtimerclasslcs, e·.1ergree-n
standards, or new releases - cureltd by
category and talloredto the stze or your
llbrary.
Adult u.ns
Action • Grtiphlc Nove:ls • Nonfiaion 000s
-900s • Nortlalon Biographies
Chlldrert's lists
Board Books• E.Jsy Nonfdon • Easy
Reader Fiction & Nonfiction• Jwenilc
Ralon & Nonfkdon • Jwcnne Graphic
Ncwets • PlcbJre Book::s
Teen lists
FictkJn • Graphic N<Nefs • Nonfiction
, ..
Ingram's team of MLS-degreed Librarians hand-select the titles on our High Interest Title lists and our New Title Notification / Standing Order programs. Because we are also librarians, we understand the challenging job of keeping up with trends and meeting patron demand while spending the library's funds on titles that will circulate the most. Ingram's objective with our Curation Services is to provide a firm foundation for our Library Selector counterparts tasked with making those decisions.
High Interest Title Lists (HITS)
Ingram's MLS-degreed Collection Development librarians provide a wide assortment of lists at no charge to Ingram customers, including everything from African American lists, to Youth High/Low Popular Reading titles, to Spanish resources, to replenishment lists by Dewey®, and much more. These lists are regularly updated and refreshed, and can be edited, downloaded, or added to an existing or a new selection list with just the click of a button for ordering.
Each of the High Interest Category headings is a link to additional sub-headings within the category, which link to lists of titles. An Ingram advantage is that we provide separate selection lists and standing order programs for Children's and Teen's titles, r.ather than grouping them together as a single category.
There is no charge for our HITS lists.
Virtual Book Displays
Ingram's Collection Development librarians create book lists on trending topics to help with displays or for enhancing library collections. These lists can be found under the heading Virtual Book Display and are currently available for Adult, Teen, and Children.
Each individual heading is a link to titles we have hand-selected for that category. The date the list was created shows next to the list name.
INGRAM .
86 City of Torrance
RFP No. 82020-14
M:ldtJri-N!t#Uui ViiW
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Project Understanding
As with all ipage lists, it is easy to add these titles to a Library selection list to create an order . The Library selector can add only selected titles, all titles on a page, or the entire list tp their own selection list.
There is no charge for this service.
A. Requirements
(1.) Multiple Profile Selection Plans
Standing Order New Title Notification Programs
We currently have more than 4,600 active titles on the Nonfiction and Travel Continuations programs, almost 3,400 active series offerings, more than 2,200 adult fiction authors, more than 800 children 's authors, more than 400 teen authors, almost 500 tracked awards, five hand-selected programs averaging almost 4,700 titles per year, and two review -based programs featuring titles from 11 professional journals.
Our dedicated programs customer service team is here to help you with everything from deciding which progr ams and offerings meet your needs, to helping you with those enrollments. Our expert s can also make transitioning to Ingram easy. They'll work with you to ensure a seamless transition with nothing missed and can minimize duplication.
INGRAM .
87 City of Torrance
RFP No. B2020-14
Project Understanding
Our MLS-degreed librarians and expert program specialists manage each program, so you know the programs will contain the materials that will generate high circulation. Each program has a specific focus.
These Programs allow libraries to keep important portions of their collections up-to-date automatically and to more fully develop other parts of the collection to meet community needs. Each Program is specially designed to provide the latest releases with full customization, minimum hassle, and the Library's discounts. All of Ingram's standing order programs are complimentary for our customers-there are no hidden costs or reduced discounts.
To participate, a customer completes an on line enrollment profile, letting us know the offerings, quantity, and in some cases, the binding type for the titles they wish to receive. Alternative formats and frequencies cannot be accommodated .
As forthcoming titles are announced, we match them to your profile and a Program (selection) list is created. The timing for titles to show up in Standing Order selection lists averages three months before publication date and can go up to six months prepublication for the most popular fiction authors so that libraries can get them into their catalogs for. patron holds. The Program lists will appear in ipage under Lists/All Program Lists each month, and the library will receive email notification that a list has been created.
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With the ability to create unlimited profiles, and the options of enrolling as "Report Only" or "Auto-Ship", Ingram standing order programs are designed to provide the ultimate flexibility. Libraries enrolled under the Auto-Ship option have two weeks to edit quantities or delete titles before the list is automatically ordered. With Ingram, you never receive titles in your library unannounced .
We recognize that many libraries prefer to place their own orders, either through ipage or their Integrated Library System, and so we offer a Report Only option. The Library can review and edit the Program lists, upload final selections to the ILS and place orders solely at their convenience. With this Report Only option, our programs serve as a new title notification system.
Libraries can mix and match program enrollments to suit their needs. For example, a library may have one profile for test prep titles in the Nonfiction Continuations Program and can make it Auto -Ship if they know they always want these titles and don't want to have to think about them, and also in the Continuations Program, can create another profile for NOLO's legal titles as Report Only if they want to see the list and ·, carefully consider What they'll order.
INGRAM .
88 City of Torrance
RFP No. B2020-14
Project Understanding
Ingram's ipage catalog is a one-stop shop. Program enrollments can be managed online via ipage 24/7 at the Library's convenience, and Ingram Customer Service is available during business hours to provide support and help whenever needed. Changes take effect immediately so there is no wait-time.
Standing Order Programs
Ingram's hand-administered Standing Order Programs include:
Adult:
• Author
• Popular Series
• Inspirational Fiction
• Paperback Original Fiction
• Mass Market Genre Fiction
• Nonfiction Series
• Forthcoming Popular Nonfiction
• Nonfiction Continuations
• Adult Continuations
• Review ALERT
• Travel Continuations
Youth:
• Author/Illustrator (Children's)
• Author (Teen)
• Popular Series (Youth)
• Easy Reader
• Picture and Board Book
• Nonfiction Series (Youth)
• Popular Nonfiction Series
• Review ALERT
All Ages:
• Awards*Book Clubs* State Lists
• Graphic Novel ,,
• Popular Video
Ingram also provides a build-your-own, customizable standing order program called iSelect®. The iSelect Program is based on Ingram's buying level of pre-publication titles. Ingram's buy levels reflect predicted popularity .
Please note that Ingram does not offer standing order programs for music, eBooks, or eAudiobooks.
Titles Covered
New titles are added to Ingram's database several months in advance of publication . Our Standing Order Program places these titles on selection lists for your library based on your completed profile.
INGRAM .
89 City of Torrance
RFP No. B2020-14
Project Understanding
Major hardcover title,s will ship as soon as they are received in order to arrive by the street date.
Otherwise, titles will consolidate with your next shipment or ship within 15 days of receipt, whichever comes first. You will receive a monthly (or weekly for Popular Video and iSelect) report on ipage detailing standing orders placed on your account . This advance notice provides both convenience and control , allowing you to adjust orders before they are shipped.
Ingram monitors more than 11,000 of the industry's best active author, series and continuations offerings, in addition to hand-selected and review-based program offerings. We maintain these programs so that we only offer active series and continui;!tions to save libraries time and to prevent budgeting headaches.
Managing Standing Orders
Ingram's ipage catalog is a one-stop shop. Program enrollments can be managed online via ipage 24/7 at the Library's convenience, and Ingram Customer Service is available during business hours to provide support and help wherever needed. Changes take effect immediately so there is no wait-time.
Libraries can view master profile enrollment forms of ongoing standing orders on ipage. The contain offering information such as title, author, publisher, quantity, PO number, etc. Some forms also have program-specific information such as frequency, cycle, and series title.
The Collection Development iCurate e-newsletter provides monthly updates to programs, including new additions, publisher cessations, exception reports, special title notes, and title/series changes. When an offering ceases unexpectedly because of a publisher decision and there is a viable alternative option, Ingram often contacts emolled libraries directly to see if they want to transfer their enrollment to the active offering.
Standing Order Customer Service
Ingram provides two dedicated staff members to provide customer service for our Standing Order programs. They may be reached at st [email protected], a dedicated email address that is always monitored . In addition, the Collection Development Programs Manager and Internal and Field Sales Representatives partner to provide comprehensive service for each region. These internal/field partnerships allow us to respond quickly to your needs. Ingram is happy to take your current title lists or lists of titles you may wish to order and provide a price quote . iCurate Coming Soon
Ingram has created an affordable, subscription-based suite of monthly lists that eliminates the work needed to manage the gaps, duplicates, and balance, of your collection. This program lets you easily manage new and forthcomin g titles with our suite of librarian-curated lists deliv ered on the first of every month within ipage. Featuring far more than simply the bestsellers, this annual subscription offers three size options by category so you can efficiently maintain a relevant collection by allowing our librarians to do the heavy lifting. You can subscribe to Adult, Children's, and/or Teen lists in either small, medium, or large-there is no price difference between sizes, and you can change the size at any time.
INGRAM .
90 City of Torrance
RFP No. 82020-14
Project Understanding
Ingram's collection development team stays on top of publishing and cultural trends and uses their public library experience to tailor each list to show what they would want in their own public library collection to increase circulation. The lists are balanced according to the typical American public library-more picture books than board books, more YA fiction than nonfiction, more Adult Nonfiction 600s than 400s and include options for adults, children, and teens. The lists will also reflect publishing industry schedul_es and include more titles in October than in February and will reflect the seasonality of different subjects throughout the year.
Want to keep your series and continuations standing order programs, and to make sure you don't accidentally order duplicates? Your enrollment includes a bonus one-step deduping feature that removes EANs/lSBNs that you hold, have on order, or have in another list already, Simply click in the left filter bar and select the duplicates that you want to include and/or excluc;le.
Your iCurate Coming Soon lists will never duplicate -each other, so you will never see the same title run multiple times on a list or on multiple lists. Furthermore, just as we never red1,Jce a discount when you order a list through a standing order program, we will not reduce a discount for titles that run on these lists-there are no hidden costs.
Coming Soon lists will reflect the binding preferences of most of our customers: 1.Hardcover, 2.Trade Paperback, 3. Library Binding, 4. Mass Market Paperback, and will include originals only, unless it is a new edition with new or changed content.
Coming Soon lists are selected using a rolling set of publication dates (Last month + Current Month + 3 months). Titles may be included up to 120 days prepublication. The bulk ofthe list will be the latest month available; titles from other months in the date range may also be included based on predicted popularity and review coverage. Drop-in titles will also be included to be sure your library sees popular titles that you won't want to miss. These are the titles that our librarians believe are needed to build a balanced collection over the course of the year. They will include bestsellers as well as standard titles and topics needed to round out a public library collection.
Custom Curation
. For libraries that require collection services beyond the Ingram-created selection lists available on ipage, · our staff of MLS-degreed librarians can create customized Collection Development lists. Frequently, these lists are needed for grants, special projects, library expansions or opening day collections. Once you give us the specifics of your project, we create your custom selection lists in a·n electronic, user-friendly format.
The program allows you to view and edit your lists in several different ways, and it includes comprehensive data for each title, such as bibliographic informatiqn, review citations, series lists, annotations, and more.
For large or complicated projects, Ingram librarians will create a timeline and a project profile based on your parameters, which we use as the starting point to build the collection. We apply profile criteria to all selection lists, anq lists for each defined areas of the collection can have diffe rent parameters. For nonfi ction, the Library has options for each Dewey 100 range, Biographies, Large Print, Spanish, and Reference. Options include publication date paramete rs, binding prefe rences and other crit eria. Fictio n genres can be presented on separate lists, or combined per your criteria . For example, Fantasy and Science Fiction categories could be combined in a single list and Westerns presented as a separate list. We also allow the Library to exclude categories or genres that are not required.
INGRAM .
91 City of Torrance
RFP No. B2020-14
Project Understanding
Ingram will tailor your ;Customized Selection lists using the information you supply concerning yo~r Library's project, including budget, types of materials needed based on your patrons' demands, bindings and formats, and local demographics and interests .
All Customized electronic Collection Development Lists for book product will include:
• Author/ editor/ illustrator as appropriate
• Title
!t Publisher
• Dewey classification
• Date of publication
• Edition (if applicable} I
• ISBN
• Binding type
• Retail price
• Discounted price (edit mode only)
• Subject heading(s)
• Review source citation(s)
• Annotations
• Series (if applicable)
• Rank (popularity}
Formats are limited to distributed ipage lists, which the Library can order via EDI or other available interface/method. Titles on Ingram selection lists are statused as available from the publisher at the time they are included on the lists. '
Ingram's Complimentary Curation Services; including ipage HITS lists and standing order program~, are provided free of charge. Pricing for iCurate Coming Soon and Core are provided in our Cost Proposal.
Custom Cu ration Service pricing will be individually quoted upon request, based on the complexity of the list requirements.
(2) Vendor Selection Ordering
This is not an option from Ingram.
(3) Reviews
Ingram selection lists are delivered as ipage lists, so any full-text reviews that are visible for an EAN in ipage are visible on our selection lists.
ipage includes review citations and full text reviews from:
• Booklist
• The Bulletin of the Center for Children's Books
• Foreword Magazine
• Hornbdok Guide
INGRAM .
92 City of Torrance
RFP No. B2020-14
•
•
•
•
•
•
•
•
•
Hornbook Magazine
Library Journal
Kirkus
School Library Journal
Publishers Weekly
VOYA
Shelf Awareness
BookPage
Blue/nk Review
Project Understanding
While not all titles on ipage have reviews, we display the review information for print titles where it exists.
Reviews appear on ipage as soon as one month after publication.
Awards - Unlike the other selection lists, award winners will be post-publication. Our Awards*Book Clubs*State Lists standing order program provides lists of award winners, including the ones listed listed in the RFP.
Publishers - Ingram's ipage database represents over 60,000 book publishers and imprints.
6. EBOOKS AND EAUDIOBOOKS
Ingram does not currently provide these products, and so is not entering a bid for this section .
I Additionally, please provide respo nses to the following questions:
A. Customized Contract Technical Services
1. What kind of quality control does the vendor provide? Ingram allows for test orders at the beginning of the project . For Test One Processing and Cataloging, Ingram sends profiles and samples per binding type for Library approval. Test Two Processing and Cataloging is based on actual orders placed by the Library.
At the beginni_ng of every shelf-ready project we audit 100% of all orders. This process continues until the Audit Team notifies Ingram Technical Services department leadership of the absence of all processing or cataloging errors . At that point, the project is removed from 100% audit . We can return a project to 100% audit for a specified period of time, should the need arise at any point in the project. All Library Technical Services associates routinely have two orders audited each week. New associates are 100% audited for their first 60 days.
Ingram's standards and quality control measures help to ensure that cataloging errors are rare. However, we understand every library's desire to maintain a database with only records accurate to your specifications. In the event an Ingram record is received by the Library that does not meet your specifications, Ingram will offer the Library credit for the cost of the record, or offer to correct the error at no additional charge, whichever is most convenient for the Library. We will work with the Library at the beginning of the project to clearly define what constitutes an error and during the project to remedy reported errors quickly and accurately .
INGRAM .
93 City of Torrance
RFP No. 82020-14
Project Understanding
2. What is the maximum number of processin~taccounts that the vendor allows? Jessica will meet with the Library on-site to review and discuss the exact selection, acquisition, processing, cataloging, EDI requirements, invoicing and other procedures required by the Library.
This will also be an opportunity to begin th_e process of establishing new accounts necessary for the purchase of materials from Ingram.
3. How does !he vendor handle fiscal year end rollover of current orders (the City of Torrance operates on a July 1-June 30 fiscal year)?
We can put your account on a ship hold that will allow you to still place order and allocate inventory towards the next fiscal year. If using grids, you will have the ability to change fund codes on all unordered lists prior to the new fiscal year. If the Library has electronic orders with backorders open in our system with the previous fiscal year, we can change the PO number on each title and update to the new fiscal year.
4. Would it be possible to have end of year invoices by June 15? Yes, we would coordinate with your library on a stopping point based on the services you use to ensure everything invoices by the date needed.
5. How does the vendor handle ongoing changes to specs for cataloging and/or processing when requested by the library?
Ingram Library Services would request any cataloging and or processing spec changes be submitted to your Senior Sales Representative BJ Compau or Inside Sales Representative Kimberly Groom. These spec changes may require price changes as well.
6. How will the vendor supply dedicated support personnel? Ingram will give the highest priority to your needs by assigning key Ingram professionals to work with the Library, including:
• BJ Compau, Senior Sales Representative
• Kimberly Groom, Inside Sales Representative
7. Number of days for receipt by the library for "shelf-ready" library materials? Our turnaround time for in-stock, shelf-ready, custom cataloging orders is 7-10 working days from receipt of order to shipment.
INGRAM .
94 City of Torrance
RFP No. 82020-14
Project Understanding
8. Number of days for receipt by the library for "shelf-ready" library materials in stock on priority rush order status?
If the Library has a different definition for Rush Orders, such as items that receive rtlinimal cataloging and processing but that have a faster turn timer than your stated standard 15 days, we are happy to discuss how we can profile your account(s) to meet your requirements.
(9) Does the vendor have a distribution center located in the western region of the United States?
Yes, Ingram has a distribution center in Roseburg, Oregon . ( 10) Is a local sales ,epresentative assigned to the Library? Yes, BJ Compau, your Senior Sales Representative, is based in Spokane, WA. (11) What is vendor policy on acceptance of returns, including but not limited to ·vendor error and defective material? Describe credit procedures for returned materials.
Ingram's complete Hassle-Free Returns Policy is included in our response to Section 1.
Provision of Library Materials, Subsection E. Returns and Compensation.
B. Cataloging and Holding Records
(1) Please identify the vendor's database source(s) for .MARC bibliographic cataloging and authority control records.
Ingram provides access to full-level MARC records through BookMARC, the proprietary Ingram cataloging database. BookMARC includes the complete LC MARC database, as well as tens of thousands of entries created by Ingram's MLS-degreed catalogers . Ingram is a trading partner with OCLC, wherein our CIP upgrades and MARC record originals are accepted by OCLC for inclusion in WorldCat.
INGRAM .
95 City of Torrance
RFP No. B2020-14
(2) Please include examples of:
a. "Basic" records
Sample on order record downloaded from ipage:
=LOR 00419nam 22001335a 4500
=001 \~ n502572300
=008 2005ns2019\\\\I I I I\\\I I I\\\I I I I I I I I 1111 =010 ~ 2019931574 '
=020 \\$a9 780997749120$c{dollar}13.00
=082 00$a811.6
Project Understanding
=100 1\$aMinto, Nastashia ,
=245 10$aNaked: The Rhythm and Groove of It. The Depth and Length to It. =260 \\$bEldredge Books$c20190228
=970 \\$fPANF$hUNK$i9780997749120$nBlack PNW$p7.48$ql
b. "Custom" catalogued records, with minimal vendor-supplied cataloging Sample:
= LDR 00518nam · 22001455a 4500
=001 \\in501999036
=008 200515s2016\\\\IIII\\\III\\\IIIIIIIIIIII
=020 \\$a9780316335485$c{dollar}4.99
(
=020 \ \$a031633 5487$c{ dollar}4.99
=082 00$aE
=100 1\$alin, Grace
=245 10$aling & Ting: Together in All Weather
=260 \\$bLB Kids$c20160906
=520 \\$a Twin sisters Ling and Ting have fun together playing in all kinds of weather.
=970 \\$aMAIN$cER$dJUNIOR$fCPIC$g4 .99$i9780316335485$nER cc2019$q2$s2020-04 AW BIND - ORDERED$tLOC$w-4$yBOOK
INGRAM .
96 City of Torrance
RFP No. 82020-14
Project Understanding
c. "Complete" or "Full" cataloging
Sample:
•LOR 01760aam 220040914500
"'001 ocn851B26817
,.003 OCoLC
•005 20130906145506.9
"008 13051Ds2013\\\lnyua\\\llll\\\OOO\0beng\d
•010 \\$a 2013935842
-040 \\$aUKMG8$beng$e<ds$cUKMG6$dOClCO$dJRZ$dOCLCA.$dJN3$dZQP$dVP@$dTnlv1LS -016 7\$a016444115$2Uk
"020 \1$&978.1618930453 (hbk.)
•035 \\$a(OCoLC)851626817
•043 \\$an-us-
•050 \4$aML88.C33$bJ84 2013
•082 04$8782A21642092$aB$223
c245 00$aJol1nny Cash :$ban Illustrated biography.
0 264 \1$aNew York :$bUfe Booka, an Imprint of Time Homa Entertainment. lnc.,Sc(2013} •300 \\$8190 pages :$bchlefly Hlustratlons (some color) ;$C32 cm, • I •336 \\$atext$2rdaconlent
=336 \\$astUI lmage$2rdacootent
1:337 \\$aunmedlated$2rdamedia
"338 \\$avolume$2rdacanief
114!!0 O\$allfe 1Jnseen
•500 \\$aSubll\lo from jaokoL
•500 \\Sa'Wllh cars and never-before-seen photographs from Iha archives or Sol'ly Music Ent!lflalnment: with reminisce~ by Rosanne Cash sod John Carter Cash"-Jad\eL .,500 \\$a"ID: 44 7052"-Back or Jackel
•505 O\$alntroductlon : oi,enlng the treasure chest - LOOklng at famlly photos wttJt'Rosanne C&l,h - Johll : before • Johnny" - From Memphis lo NashvlUo - A. king ol country - The houae on the lake - The po&0r1 concerts - Jhe Man In Black - Outlaw or eminence? - The legend lives on. u60() 10SaCash, JohnnySvPlctorlal ~-
o:660 \()$8COuntry mualclonsSzUnl\ed States$vBlography$vPlctorlal works. •600 10$aCaeh, Roll4nr,e$vPlctorlal works ,
•600 ·10$80ash, John Certe/Sv?lalorial works.
=710 2\SaSoriy Music Entertainment, Inc.
•710 2\Sallfe BookS (Firm)
d. EDI on-order message
Libraries can download on order records from ipage. When these records are loaded into your SirsiDynix Symphony system, it creates brief bibliographic records in their catalog and also creates the EDI order. When the order has shipped, we can provide full level bibliographic MARC records that will overlay the on order records. These records are in a MARC format.
A sample order record is shown in B.2 above.
INGRAM .
r \
97 City of Torrance
RFP No. 82020-14
Project Understanding
e. EDI full MARC record message that would overlay on the on-order message Sample full MARC record:
=LDR 0lO0lnam 22001455a 4500
=001 \ \in 502371106
=008 200512s2018\\\\l l l l\\\l I I\\\I I I I I I I I I I I I =010 ~ 2018010775
=020 \\$a97807352J..9090$c{doll ar}26.00
=020 \ \$a 0735219095$c{dollar}26.00
=082 00$aFIC
=100 1 \$aOwens, 'Delia
=245 10$aWHERE THE CRAWDADS SING
=260 \\$bG.P. Putnam's Sons$c20180814
=520 \\$a"For years, rumors of the 'Marsh Girl' have haunted Barkley Cove, a quiet town on the North Carolina coast. She's barefoot and wild, unfit for polite society.
So in late 1969, when handsome Chase Andrews is found dead, the locals immediately suspect Kya Clark. But Kya is not what they say. Abandoned at age ten, she has survived on her own in the marsh that she calls home. A born naturalist with just one diy of school, she takes life lessons from the land, learning from the false signals of fireflies the real way of this world. But while she could have lived in solitude forever, the time comes when she yearns to be touched and loved"- (3) Identify, define, and provide a short description of the cataloging service(s) offered, including appropriate cost sheets for all types of formats for which cataloging services are provided.
As we stated earlier in our proposal, Ingram provides access to full-level MARC records through BookMARC, the proprietary Ingram cataloging database. BookMARC includes the complete LC MARC database, as well as tens of thousands of entries created by Ingram's MLS degreed catalogers .
Ingram provides processing and cataloging services for English and Spanish language materials purchased from Ingram.
Ingram cataloging is in accordance with the latest editions and versions of the Anglo-American Cataloging Rules/RDA, MARC21 Format, OCLC Bibliographic Formats and Standards, Library of Congress Classification Schedules, Dewey Decimal Classification, Sears List of Subject Headings, and Library of Congress Subject Headings. Ingram cataloging is consistent with LC rule interpretations and cataloging practices. Ingram is a trading partner with OCLC, wherein our CIP upgrades and MARC record originals are accepted by OCLC for inclusion in W_orldCat.
Ingram Catalogers are experienced in working with Library Technical Services and Cataloging staff to ensure that the cataloging services we perform accurately reflect the library's local standards and conventions. With Ingram, your project will be given top priority by our cataloging staff. A team of professional MLS-degreed catalogers and professionals will be assigned to your project.
INGRAM .
98 City of Torrance
RFP No. 82020-14
Project Understanding
Ingram Library Services will send and receive samples at the beginning of the project, plus continue discussion via conference calls and email between Ingram Cataloging specialists and library staff throughout the projects to assure compliance with specifications.
If standard BookMARC cataloging does not meet the Libr~ry's needs, Ingram offers a full array of custom cataloging options. Services include:
• Searching for added copy in the Library's ILS utilizing Z39.S0 protecol. • CIP, OCLC, or other Level 5/7 records can be brought up to FULL AACR2 /RDA/ MARC 21 standards to corre~pond with book in hand by an MLS-degreed cataloger. • Where existing or derived recbrds are not available, an original cataloging record can be created with book in hand by an MLS-degreed cataloger.
• Should the Library require OCLC Holdings Updates, Ingram can provide this service at no charge, utilizing OCLC Batch Load Services. Please note that OCLC charges a one-time project set~up fee, which will be the responsibility of the Library.
In addition to standard MARC records, Ingram's MLS-degreed catalogers can review and update records to meet local practice requirements . Examples include applying local exceptions to LC or Dewey classification; adding contents, summary, target audience, or local notes; and applying local subject headings or local exceptions to standard subject headings lists.
lng'ram has provided pricing for the requested cataloging services in the Cost Proposal section of this response.
C. Processing
(1) Does the vendor provide RFID tags and overlays fully comp liant with ISO 18000-3 Mode 1 and include both mandatory and optional comm ands specified in ISO 15693- 3 American Standard?
Our standard Ingram RFID tag is a "universal" tag meaning that we can program any type of encoding or programming into this tag (ex.: 3M, Bibliotecha, Tech Logic, ITG, Envisionware, etc.). The tags are ISO 15693 compliant. We can also encode customer supplied tags, as well.
For audiovisual materials, we offer StingRay Full Disc Overlay RFID Tags for compact discs, DVD/Blu-rays, and video games.
Many customers prefer our pre-programmed RFID/Barcode sets for their projects. The fee for these includes application of both barcode and programmed RFID tags. We can also include the Library logo on the tags at no additional charge. Using these sets will ensure that all tags will arrive at the Library programmed.
Ingram is currently able to encode tags for most RFID systems. Should we need to obtain software or hardware for the system chosen by the Library, or if your required encoding includes customized data fields specific to your Library, we reserve the right to revise pricing.
IN~RAM .
99 City of Torrance
RFP No. 82020-14
Project Understanding
(2) Does the vendor provide barcode labels if given the range of numbers by library staff?
Ingram can provide barcode labels is given 'the range of numbers by the Library.
Many customers prefer our pre-programmed RFID/Barcode sets for their projects. The fee for these includes application of both barcode and programmed RFID tags. We can also include the Library logo on the tags ·at no additional charge. Using these s~ts will ensure that all tags will arrive at the Library programmed . Should the Library be interested in this option, we would be happy to provide pricing.
(3) Once the vendor receives the item from the publisher, how much time is required to catalog, process and ship the item before received by the library? Our Standard turn time for Cataloging and Processing is 7-10 days. (4) Please describe the vendor's process and time frame for the following services:
a. Preparation of files
Upon notification of award, Ingram's Bids anq Contracts Department will immediately write and issue in-house documentation for internal staff, detailing the contract's specifications.
This provides for autom ated criteria that will apply to new accounts as they are established, including discoun ts, payment terms and frei ght terms. Ingram will hold a meeting with all internal stakeholders involved via conference call and in person, to discuss the contract terms and to allocate responsibilities. Included will be representatives from lngram ,Departments including Bids and Contracts, Sales, Technical Services, Collecti_on Development, Customer Requirements, Customer Care, Credit, Product, Operations, Shipping and Transportation .
At the start of the contract, Ingram and Library staff will meet in person or via tele conference to review and discuss the exact selection, acquisition, processing, cataloging, EDI requirements, invoicing and other procedures required by the Library. This will also be an opportunity to begin the process of establishing new accounts. Jessica will share information gathered at the Account Review Meeting with our Account Services Department, EDI Team, and throughout the Ingram Library organization.
b. Electronic, ordering
Your Ingram Account Manager will coordinate with the Ingram EDI team in this process, helping to ensure that all EDI requirements are set up correctly and run smoothly from the outset. We will review basic EDI setup with RCL, as well as discuss possible implementation of enriched EDI in conjunction , with the on-boarding process. With enriched EDI, your local holdings data would be returned in MARC records. Ingram would also assist with the 9xx configuration in ipage that will allow Library selectors to download brief MARC order records that include local holdings information. These records can be overlaid with the full MARC records in the Library's ILS system. '
INGRAM .
100
City of Torrance
RFP No. 82020-14
c. Cataloging
Project Understanding
As part of the initial Account Review Meeting, Ingram will assist the Library in completing cataloging and processing profiles to make sure all requirements are clearly defined . Test orders for cataloging and processing will be arranged. The process will be closely monitored to ensure successful testing. This process is cyclical until both the Library and Ingram are satisfied that the process is working effectively.
Using the Library's On Boarding portal responses, our team will create a BookMARC profile for any account requiring certain kinds of labels, e.g. spine labels, or full cataloging records.
The steps we propose to utilize for this project are as follows:
1. The library's online catalog is searched through a Z39.50 interface to determine if a MARC record exists at the library site.
2. If a MARC record exists in the Library's catalog, it is pulled into the Ingram MARC editor where the newly acquired title/bar code is added to the existing record. All edited records are saved to a file and then transmitted via FTP to the customer at the end of each day, so the customer can pull th e updated records into their online !
catalog. Ingram does not modify or upgrade records already in the Libra ry's database.
3. If a cataloging record does not already exist in 1he Library' s online catalog, lrigram Library Services' in-house BookMARC system is searched. If a full level cataloging record is in BookMARC, the Ingram cataloging associate pulls the record into the Ingram MARC editor, where the barcode and local call number are added to the record. If the record in BookMARC is less than full, the Ingram cataloging associate will upgrade the record to full level.
4. Where existing or derived records are not available, an original cataloging record can be created with book in hand by an MLS-degreed cataloger . d. Downloading and accessing cataloging records
All edited records are saved to a file and then transmitted via FTP to the customer at the end of each day, so the customer can pull the updated records into their online catalog. e. Invoicing ( electronic and print)
Ingram will prepare and send invoices as discussed in this proposal. f. Shipping
In preparing books for shipment, our standard procedure is to stack the books on a cardboard base as a tight cube shape. The books are then wrapped in plastic and placed in a high test-weight box. lngram ·is known for using the best boxes in the industry with the highest test weights. Paper and/or air pillows as dunnage are placed as needed in the carton before the box is closed and sealed. The shipping cartons Ingram uses have the highest recycled content allowed to maintain burst strength.
INGRAM .
101
City of Torrance
RFP No. B2020-14
Project Understanding
Each box in a shipment will be plainly marked with the number of boxes in shipment, the library address, and a Control Number (including Order Entry number) which can be used to cross reference the invoice\ when it is received. The carton containing the packing slip is marked.
(5) Please indicate the library's responsibility regarding each of the services above. a. Preparation of files
The Library will work with Ingram to complete Library profiles for establishing accounts, collection development profiles, and cataloging and processing profiles . b. Electronic ordering
Koha customers can download on order records from ipage. When these records are loaded into Koha it creates brief bibliographic records in their catalog and also creates the EDI order.
c. Cataloging
The Library 'will use the OnBoarding portal to answer questions related to both physical processing and/or MARC record needs for both books and A/V materials. This portal will be used to complete the Library's processing and cataloging profiles, which will drive the services provided by Ingram.
The Library will approve all tests orders in a timely manner. d. Downloading and accessing cataloging records
After all needed cataloging records are created per the specific order; they are transmitted by Ingram via FTP to a designated library employee, who is responsible for loading the new records. This loading processiwill need to be completed by the Library within one business day after Ingram sends the information. e. Invoicing (electronic and print)
EDI invoicing is available for KOHA We support daily or weekly summary invoices. For customers opting to receive electronic invoices, Ingram places electronic invoice files on the Ingram FTP for customer retrieval.
The Library's ipage Administr ator can designate which staff members have access to view account-specific accounting item s such All Open Accounti ng Item s, Open Invoices, and Open Credit Memos .
The Library is responsible for paying invoices within th~ 30 day EOM terms detailed in this res'ponse.
INGRAM .
102
City of Torrance
RFP No. B2020-14
f. Shipping
Project Understanding
The Library will work with Ingram to help keep freight costs under 3% of invoice cost.
D. Collection
(1) Can the vendor provide the following services?
a. Adul t" selection carts programs
Adult Author Standing Order Program/New Title Notification With Ingram's Author (Adult) Standing Order Program, libraries can always be assured of receiving the latest fiction hardcover titles by the most popular authors in a timely manner. This program identifies new titles by the most popular authors, months before release. Additional formats are also available, including large print and audio editions - abridged and unabridged CD, Library Edition CD, and Pre-Recorded Audio Players --when they are released within six months of the trade hardcover edition.
The top authors for the public library market have been identified on the enrollment form in boldface type. Any Street Smart Select tities (Street Smart Affidavit on file required) will release and ship immediately upon receipt from the publisher, while other authors hold for consolidated shipment.
Inspirational Fiction Standing Order Program/New Title Notification Ingram's Inspirational Fiction Standing Order Program will help collection development librarians select books in this growing genre. The program works like Ingram's Author Standing Order Program but only includes trade paper and large print editions of best selling inspirational fiction authors . Some of the same authors are represented on the Author Standing Order Program, which means you can also sign 'up for the hardcover or audio edition of those popular authors.
Mass Market Genre Fiction Standing Order Program/New Title Notification The Mass Market Genre Fiction Standing Order Program provides lists of popular genre fiction, providing the top five new titles each month in the genres each library selects. For some genres, customers may also choose to get the next five or 10 most popular titles . A degreed librarian with front-line public library Collection Development experience selects Mass Market Genre Fiction titles expected to have the highest demand, including reprints and originals.
Genres available on this program include:
• African American Fiction (up to 5 titles)
• General Fiction (up to 10 titles)
• General Romance (up to 15 titles)
• Historical Romance (up to 10 titles)
• Mystery (up to 15 titles)
• Speculative Fiction (up to 15 titles)
• Westerns (up to 5 titles)
INGRAM .
103
City of Torrance
RFP No. 82020-14
Project Understanding
Paperback Original Fiction Standing Order Program/New Title Notification Ingram's Paperback Original Fiction Program provides a monthly collection of original mass market and/or trade paperbacks. Each month the Collection Development librarians select 20 original mass market paperbacks and 20 or 40 original trade paperbacks that are forecasted as having the highest demal)d . The assorted mix of titles includes one western, at least one science fiction or fantasy title, and general fiction, mysteries, and romances.
Popular Series (Adult) Standing Order Program/New Title Notification Libraries will never miss another fiction series title when they enroll in Ingram's Popular Series (Adult) Program. This program sends lists of the newest titles in the most popular fiction series for adults several months prior to-publication.
Forthcoming Popular Nonfiction (Adult) Standing Order Program/New Title Notification With Ingram's Forthcoming Popular Adult Nonfiction Standing Order Program, it's easy to order top nonfiction titles within each Dewey® Range and have them on the shelves and ready for circulation by publication date. Ingram's MLS-degreed librarians and expert buyers work closely with publishers to anticipate the titles that will resonate with patrons.
Each month, they select the best forthcoming nonfiction titles within each Dewey Range plus the top 25 titles overall and automatically include them on a Selection List within ipage several months before they are published.
While the number of titles can vary according to the season, customers will receive a balanced selection geared toward public libraries . Libraries may choose Basic for a smaller selection or Expanded for a larger selection in each Dewey Range.
Awards * Book Clubs * State Lists Standing Order Program/New Title Notification The Awards * Book Clubs * State Lists program provides libraries with a list of the award winners, nationwide reading list picks, and state lists they track each year, the day after the award is announced . From an individual state reading list to an international award, customers save time by letting Ingram stay on top of these developments, allowing libraries to offer the timeliest and most relevant title selections throughout the year. iSelect® Build-Your-Own Standing Order Program/New Title Notification The iSelect Program is based on Ingram's buying level of pre-publication titles, and Ingram's buy levels reflect predicted popularity. Libraries select the categories and indicate the levels they want to see. Then, when Ingram makes a purchase of a forthcoming title at a library's pre-determined level, the library is notified in a weekly Program List, If a library only wants to see the hottest tit les in certain categor ies, they I
can. If a library only wishes to see new titles by certain publishers, they can do t hat, too.
If a library wants to see everything published in a specific category, t hey can. With iSelect, it's easy!
The iSelect program allows customers to "Include Only" or "Exclude Only" by Ingram Categories to identify titles that fall within a special community demographic, local area, or oiher special category .
INGRAM .
104
City of Torrance
RFP No. B2020-14
Project Understanding
Ingram's complimentary build-your-own standing order program now allows more customization than ever. The Library can include or exclude by publisher and select desired BISACs or sub-BISACs, desired binding types, and buy levels. Top Tier and 2nd Tier indicate expected bestsellers within that category, 3rd Tier is average, and 4th and 5th Tiers indicate more modest expectations. The Library can further customize by selecting desired quantities of each combination of subject, binding, and buy level.
Popular Video (Adult & Youth) Standing Order Program/New Title Notification Popular Video is a weekly standing order program designed to provide libraries with the newest videos debuting on DVD, Blu-ray, DVD/Blu-ray Combo, and alu-ray. This program is based on the library's enrollment for popular box office titles, independent films, foreign films, classic titles debuting on DVD, TV Series, TV Movies/Mini-series, Family Films, Anime, and Documentaries . Titles are shipped to arrive on their national street date.
The Popular Video Program runs every Thursday, and lists should be ordered as soon as possible to ensure delivery by street date.
b. Children's/Teen selection carts programs
.. ., Author/Illustrator (Children's) Standing Order Program/New Title Notification This standing order program features popular authors and/or illustrators of books for ages 0-12. When libraries sign up for their desired authors and/or illustrators in this program, the newest titles by writers and/or illustrators as diverse as Christopher Paolini, Mo Willems, and Laura Numeroff will be included on a Selection List within ipage up to six months before they are published . Titles in.elude Picture Books, Easy Readers, Juvenile Fiction and Nonfiction, and Graphic Novels. The bindings available include Trade Hardcover or Library Binding, plus Library Edition CO" Pre-Recorded Audio Player, and Unabridged CD, when released within six months of the trade hardcover.
Author (Teen) Standing Order Program/New Title Notification In response to customer's requests, Ingram offers a standing order program featuring popular authors of books for ages 13-17. When a library signs up for this program, the newest YA Fiction, Nonfiction, and Graphic Novel titles by the library's selected writers will be included on a Selection List within ipage up to six months before publication date.
As with the Author/Illustrator program, the bindings available include Trade Hardcover or Library Binding, plus Library Edition CD, Pre-Recorded Audio Player, and Unabridged CD, when released within six months of the regular hardcover.
Easy Reader Standing Order Program/New Title Notification Libraries can anticipate demand by ordering easy reader books by level with the Ingram Easy Reader Standing Order Program. More than 250 leveled series/favorite characters by binding are represented in the ,program, ranging from tried and true fiction favorites such as I Can Read from HarperCollins to nonfiction stars such as National Geographic Kids: Science Readers. Each series is broken out by levels, so libraries can order the quantities they want of the level they need in the bindings they prefer.
INGRAM .
105
City of Torrance
RFP No. B2020-14
Project Understanding
Picture and Board Book Standing Order Program/New Title Notification The Picture and Board Books Program offers advanced notification of the Picture Books and/or Board Books forecasted by our Children's librarians to have the highest demand.
Titles on these programs are hand-selected by our Children's Librarians.
The Library has the option of enrolling to receive 10 or 20 board books and/or a choice of the top 25 or top 50 picture books each month . The Board Books A offering provides the top 10 titles, and the Board Books B offering provides titles 11 through 20. The Picture Books A offering provides the top 25 titles, and the Picture Books B offering provides titles 26 through SO. If a picture book title has simultaneous trade hardcover and library binding release, the trade hardcover edition will be placed on the program.
Plcwre and Boffd 8oolc Standh,,g· 01-cff!r Pro,rarn Offerln,s , &low Is ~r curr~t ma..t~ prof>le for lhfs pTogram.
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As with all our standing order programs, libraries can mix and match Picture and Board Book program enrollments to suit their needs. For example, a library may have one profile for board books as Auto-Ship, and so will automatically receive each months' selection of 10 books. If they plan to order 30 picture books each month, the library can create a second profile for the Top 50 picture books as Report Only, so that they can review the list each month and choose which 30 books they will order.
Popular Nonfiction (Youth) Standing Order Pr9gram/New Title Notification This program offers the top hand-selected titles in Easy Nonfiction (10 titles), Juvenile Nonfiction (15 titles), and/or VA Nonfiction (10 titles) up to three months prepublication, delivered on the 8th of the month. If a title is available in more than one binding option, the following binding rank will be followed .: Regular Hardcover, Library Binding, Trade Paperback.
Nonfiction Series (Youth) Standing Order Program/New Title Notification Libraries having trouble keeping up with the latest in their young patrons' favorite nonfiction book series can let the Nonfiction Series (Youth) Standing Order Program send lists of the forthcoming titles that they have enrolled in. Most titles run three months pre publication.
Popular Series (Youth) Standing Order Program/New Title Notification Libraries will never miss another fiction series title for ages 8-17 when they enroll in Ingram's Popular Series (Youth) Program. With this program, lists of the newest titles are available several months pre-publication, including the most popular fiction series and trilogies for children and teens.
INGRAM .
106
City of Torrance
RFP No. 82020-14
Project Understanding
ReviewALERT (Youth) Standing Order Program/New Title Notification Hundreds of titles are reviewed in the industry's top journals every month. Scanning the reviews, making selections on paper, and searching for the titles online can be time consuming. Ingram's review ALERT {Youth) Program is a convenient and free way to help streamline this selection process.
On the 1st and 15th of each month, Ingram will create lists of the print titles reviewed in the journals selected on each profile. This will allow libraries to easily access the titles on ipage and place their orders.
For our Youth ReviewALERT Program, the customized alert can include print books with reviews in one or more of the following journals:
• Booklist
• The Bulletin of the Center for Children's Books
• The Horn Book Magazine
• Kirkus Reviews
• Publisher's Weekly
• School Library Journal
• VOYA
As with Adult ReviewALERT Programs, the Library can choose to see starred reviews only, all reviews within the selected journal, or non-starred reviews only, and can further refine their enrollment by industry standardized age ranges as selected by the journals:
Please see our iCurate Coming Soon language above.
c. Continuation/Standing Order services
Through our Nonfiction and Continuations Standing Order Programs, Ingram can supply materials that are updated annually.
Nonfiction Continuations (Adult) Standing Order Program Libraries can stay updated on reference books, career guides, legal handbooks, test prep guides, tax guides, and other frequently updated titles through Ingram's Nonfiction Continuations Program. .
INGRAM .
107
City of Torrance
RFP No. B2020-14
Project Understanding
New titles are added to Ingram's database several months in advance of publication, and the Nonfiction Continuations Program automatically places these titles on selection lists for libraries based on their completed profiles. If a library does not want to see every new edition of a title, they can choose a cycle such as every other year or every third edition.
Ingram's experienced specialists track publications, changes, cessations, and postponements and changes are reported to our customers.
Travel Continuations Standing Order Program
Travel guides are frequently updated, and library patrons require the most current information for popular destinations such as Disney, Europe, and the Caribbean. Ingram's Travel Continuations Program takes the guesswork out of the travel publishing cycle. This program provides a flexible method of receiving besHelling travel titles, as well as providing a broad selection of travel guidebooks. The Library can choose to track updated titles on a cycle, i.e. every other update of a title.
d. Audiovisual materials such as DVDs, Books on CD, and Music CDs Our spoken word audio inventory of 109,000+ titles, includes abridged and unabridged editions in a variety of formats including CD, MP3 and Playaway formats.
With 79,000+ DVD and 12,000+ Blu-ray titles, Ingram offers one of the most comprehensive inventories of DVDs in the country. We also inventory more than 400,000 music titles on Compact Disc, from classical to popular titles. e. Ebooks and eAudiobooks selection lists
Ingram does not currently provide these products.
(2) Please provide Average Fill Rate Information:
(Note: Fill rate should be the time from when the vendor receives order online from library until library receives both processed and cataloged item and catalog record.) (__
Specific Numbers for Print
89.93 % shipped in 7-10 days with C&P
98. 74 % shipped in 60 days with C&P
99.30 % shipped in 90 days with C&P
Specific Numbers for Spoken Word ,
86.73 % (available-stocked perspective) shipped in 7-10 days with C&P
97.98 % shipped in 60 days with C&P
99.54 % shipped in 90 days with C&P
Specific Numbers for DVD/Blu-Ray
72.70 % (available-stocked perspective) shipped in 7-10 days with C&P*
97.90 % shipped in 60 days with C&P r·
99.27 % shipped in 90 days with C&P
INGRAM .
108
City of To,rrance
RFP No. 82020-14
Project Understanding
a. First hit (items in stock) percentage rate for adult and children 's/teen :
Adult: 90.8%
Children's/Teen: 89.0%
b. Overall fill rate 90 days for adult and children's/teen:
Adult: 99.6%
Children's/Teen: 98.9%
(2)How many titles do you have in current inventory in the following categories? a. Foreign language books (please include a list of languages you provide) 3,550,116 active titles. Ingram has included a list of Foreign languages at the end of this proposal.
b. Audiovisual materials su~h as DVDs, books on CD and music CDs, Playaways, Great Courses
39,391 in stock titles, 972,496 active titles.
c. Ebooks
Ingram does not stock Inventory for this product
d. eAudiobooks
Ingram does not stock Inventory for this product
(4) Do you send notice of change or cancellation for continuation/standing order titles? We send a monthly e-newsletter called Collection Development that includes updates on all the changes in the 22 standing order programs, including continuations . (5) Provide a list of non-English language collections for book materials for which you supply complete library servic es (i.e. cata log of 5000 Korean titles, full catalog ing & collection development)
Ingram is offering full cataloging & collection development only for English language print materials.
(6) Do you allow continuation titles to be shipped biennially rather than annually? Yes, customers can choose any cycle they would like, so annual publications could be · delivered biennially or even less frequently if desired.
INGRAM .
109
City of Torrance
RFP No. B2020-14
Project Understanding
(7) How many different review journals are used in the vendor's selection process? We include 11 leading professional journals in our ReviewALERT programs. (8) What is the maximum number of profiles allowed? Is there a cost per profile? Our 22 standing order programs are complimentary, and there is no limit on profiles. (9) Please provide a sample copy of your profile(s) form for collection development.
Our profiles are completely online and can be edited to take effect immediately at any time 24/7.
Our 22 standing order programs and continuations programs may be enrolled in/edited in real time online 24/7 within ipage. Following are screenshots of the Adult Fiction Author Program to provide an idea of what the online forms look like.
Every program enrollment has an introductory section so that you can specify who should own the profile, what you want the lists to be called, when you want them to start, if you prefer automatic shipment or report only, the visibility of the list, if you want to apply line item grids, the PO method, and which email address(es) should be notified when a new list arrives.
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INGRAM .
110
City of Torrance
RFP No. B2020-14
Project Understanding
If you have not chosen to add grids, a quantity page with your selections appears for you to fill out so that the lists arrive with your desired quantities and/or formats (if applicable) . ... k,~u o:tM<l.WN\h)t_,. ,. I ;~ ti._~jll .... ..... . •1r..r.,:...-, ..,..._...1 41,;; . ;..M"tr't:.•••,:,•;11,,.r-c,l'- ,u::;,i~-t;in • • •K•.,."~rW"' S;:,.~ .- .a,.~ .--.--, • ..,1••~_,..r:o,,-y-==. ..- ., •w..t ~-N ' -'u1r #01n~«on;li •1~1, '="'"......_ ~~~~~ 1·
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If you choose to add grids, a page with your selections appears for you to use the dropdown menu to select which grid you would like to apply to each offering. ~lected Autho, lnrorma tlon _____J_i!:§[email protected].~JiFl~!,l ......... ,.......,..--:'. 1_ Pl 3 U lOltte ~ ~~rblo."4'njfot ttchA a.:tr.cr. \'.:u N /en:el''ff!'Ji'cYiltlf O r.UO"~ror 1.1e t~Cltftl/tFO ~v:rber :J.Spil',-i"{in :nt =o.. • . , • POrNmbeti
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Included with our proposal are two Continuations Program downloaded spreadsheets. (10) Please describe any retrospective collection development or collection expansion service the vendor provides and an explanation of how the cost is calculated.
INGRAM .
111
City of Torrance
RFP No. B2020-14
Project Understanding
iCurate Core: Essential Collection Gap Analysis for the public library.
This service allows a library or an adult, teen, and/or children's area to rebalance their collection with a one-time list suite of essential titles that they are currently missing from your core collection- whether classics, evergreen standards, or new releases. Sized app~opriately for your library, these curated list suites compare your library's holdings to our ideal library collection so you can easily rebalance, ·refresh, and refill your shelves with must-have titles.
Ingram MLS-degreed librarians track publishing trends, monitor library and retail ordering I .
patterns, and utilize their public library selector experience to identify essential backlist, new, and forth 'coming titles for the ideal public library collection.
Adult Lists
• Fiction
• Graphic Novels
• Large Print Fiction
• Large Print Nonfiction
• Nonfiction 000s - 900s and Biographies (11 lists)
Children's Lists
• Board Books
• Picture Books
• Easy Nonfiction (Nonfiction in Picture Book format)
• Easy Reader Fiction
• Easy Reader Nonfiction
• Juvenile Fiction
• Juvenile Graphic Novels
• Juvenile Nonfiction
Teen Lists
~ Fiction
• Graphic Novels
• Nonfiction
We can match your holdings by author/title, so you generally will not see titles that you already have in your library in a different binding, such as hardcover versus paperback.
Occasionally the metadata may not match between bindings, or the EAN in your catalog has been out of print long enough that it is no longer in our database. In those cases, we will not be able to match different bindings, and you may receive the title on your .list.
These lists are intended to be purchased one time, every few years, or annually. They provide a starting plac~ to show which essential and currently popular titles are missing so that you do not have to spend weeks or months analyzing the collection and searching \
INGRAM .
112
City of Torrance
RFP No. B2020-14
Project Understanding
for replacement titles to order . They could also be used annually after weeding to replace essential items that got pulled because of condition.
Custom Curation Services
For libraries that require collection services beyond the Ingram-created selection lists available on ipage, our staff of MLS-degreed librarians can create customized Collection Development lists. Frequently, these lists are needed for grants, special projects or opening day collections. Once you give us the specifics of your project, we create your custom selection lists in an electronic, user-friendly format . The program allows you to view and edit your lists in several different ways, and it includes comprehensive data for each title, such as bibliographic information, review citations, series lists, annotations, and more .
Collection Development Fees
Com plim enta ry Curation Services: ipage collection development tools including ipage lists and standing order/New Title Notification programs, are provided free of charge.
Custo m Collection Development: Costs for custom lists will be quoted on a list-by-list basis, and fees are based on the library's specifications including level of customization, number of lists required annually, and whether it is for a special project or an ongoing list requiring regular updates . Any future programs we may offer for customized collection development services may have standard charges.
iCurate Core,and Coming Soon:
• Subscribe to all three lists iC.urate Coming Soon lists and save ~10% at $2,100 per year (12 months.) Plus, the bonus one-step deduping feature is included free with any subscription .
• Each set of iCurate Core lists (Adult, Teen, Children's) costs $1,000, or you can get all three for $2,800. This pricing is for a one-time set of lists using one set of holdings.
• For iCurate Core branch-specific lists, pricing will be determined by number of branches purchased at one time and used within 12 months.
E. Training and Reporting
(1) I:I_ow will the vendor supply training to appropriate library staff? Onsite ipage training will be provided free of charge for library staff who are unfamiliar with ipage or who would like a review of ipage functions . This training is available for as many staff as the library specifies. BJ Compau, your Ingram Senior Sales Representative, will provide the onsite ipage training
Excellent, remote-delivery training via MS Teams can be provided and is also free of charge. MS Teams provides very flexible, user-friendly training, allowing libraries to request training sessions for individual library staff or for groups. Kimberly Groom, your Inside Sales Representative, can provide remote training .
INGRAM .
113
City of Torrance
RFP No. 82020-14
Wednesdays with Ingram Webinar Series
Project Understanding
Ingram has a regular, ongoing webinar series called Wednesdays with ihgram. These one-hour webinars are held most Wednesdays throughout the year, from 1:00 p.m . - 2:00 p.m. CST. The Inside Sales Team hosts these ipage tutorials, which cover topics from basic funttionality to high level navigation.
Our latest offerings include:
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I
Ir.I lp&iill• '•'•<don Uuc r,1~1.A _,,_ PUDU1t
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'1 Ynr,..End ~psnd Avokllnv G•P»-. Putt Ung Bud~
S~.d""9Fund,1
A"111W!llf 0'4J OBTia~
Thie: Non-Book. l"ventory Discovery
o•ta: Wedr,egd.lly.,May 20, 2020
Tlm•::02:00 PM Central Dil)'tlght Tim~t
Dunitlon: 1 hofr
~ummary
Ffom vrdoo.gammr. QVO-,- 5flM k.iu, fh1p~tL tnd ;;•a,._ 10.n., 111 fo, ip.ag. dlu:OW,y UPIS, cali,logll'lg ;and prOQ!$S,m,1 OP.IIOflS., ~i'Kf'Yo •,cn:Jlo.NS , o n11,ifmke pur~ng.
You can find registration information on ipage Home page:
If library staff can't participate in the live sessions, by registering they will receive an email reminder post-live event when the webcast is archived and available for on-demand viewing at their convenience.
INGRAM .
114
City of Torrance
RFP No. B2020-14
Project Understanding
(2) Describe and provide a sample copy of vendor's managem ent reports issued in relation to serv ices requested in this RFP (E.g., number of items processed, number of days' till received, confirmation of status report, etc.,).
Packing Slip
The packing slip will supply you with the status of any book shipped, backordered, or is out of print. The packing slip will be alphabetized by title. Titles that were not included in the initial shipment will have a "B" in the "BO" column if they have been backordered. An "S/W" will identify those titles that will be shipped from your secondary distribution center.
Sample Packing Slip:
Company Name
Chattanooga, TN
INGRAM
UlO IHCltAM ~IVE
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Company Name
■ Ct111tt11noog:11, TN
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CUSTOMER SBRVICB II 800•917-SlOO OPT 1
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ipage Request Packing Slip
Libraries who receive a packing slip with their shipments can request a copy of a packing slip through ipage. This service is applicable for shipments from the past 30 days. The packing slip will be emailed to the address sent with the request .
To request a packing slip, the Library should open the Orders tab on ipage, choose Order Status, and then either the link. for Recently Shipped Orders or Recently Shipped by PO.
INGRAM .
115
City of Torrance
RFP No. B2020-14
Project Understanding
Clicking the "Request Packslip" link will open a small window where the user can verify or overwrite the email address for delivery and submit the request.
Pack!lllp Email . · . fi1 . r
PK.OWNH<·lilAS ◄ a:': ◄ 1<::,~gr.m.,,;or;CP.t\[(.(!r.l
Repr1n1 Puksllp SNFCQ~S0 from Warehou~ NV - 1)0 NOT REPl¥ The r cquested pack,llp will be emailed to the address shown below.
Enter• different email address if needed. Otherwise, click Submit Email: I [email protected]] x I i2li)Sulnnll'li
Reprint PKkMlp .5NFCQ450 from W<11rehouS4: NV - Ple:ue 00 NOT RE Pl 'f Title Status Report
The Title Status Report is sent to customers monthly. This report will provide you with current backorder status information as well as indicate which titles could not be supplied within your normal backorder period. Listed below are the most frequently used stock abbreviations that will appear on the Title Status Report:
B/0
NLS
NVR
OSI
PPD
OP
CANC
=
=
=
=
=
=
=
Out of stock at this time and on backorder for you
Title is no longer stocked by Ingram
Title is not yet received by Ingram into the distribution center Out of stock indefinitely by the publisher
Title has been postponed by the publisher
Title is now out of print at the publisher
Title has been cancelled at this time by the publisher
INGRAM .
116
City of Torrance
RFP No. B2020-14
Sample Ingram Title Status Report
INGRAM I TITLE STATUS REPORT!
NOA.AA! l,.JOAARY SCRvtCE• lte,
Reverse side of Title Status Report:
PRODUCT· TYPE LEGEND:
TPA.P - Tradll paper
MPAP - t.t.,ss. 1114rl(et paper
HARO - Htl"dcovitr-
AUD - Audio
US - Music
MVLT - Multimedia
An~he<eUbf!lry
123YourS1re-ct
HappyToWn, TN 11345
M/IPS - Maps_. · catendars, Board Gamer.
ST~'nis ~DOE LEGEND:
BO - 8D.01<or<1ered
CANC - eanccllOd
CAN1 • c.hce l 18#: ISBN lncorrcot/unl<nown ·
CAN2 - C~noelleq: Publisher C ncelled
CAN3. Co.nco\ledi Out of ,tock
CAN4 - Clll\oc l led: Qut of' itfock .1ndefinttely
CAN5 - Cance l Jed ; Out of prtnl
CAN6 - Cancoited; Not y t aYaflatlllo
CAN7 - canco l ll'!d 1 Not our pYbTl'catlon
CANS - cancelled ; Delay 1~ publicatton
IILLT0/"111110
CA.Ni - ~anc c l 1 d I A.p):>-1 y cfi r,eo t • Not O.Va i hb I c CAN fO - C;nicml led: PUbllshor did .not r-e~pond
CAN11 - i;;&ncelled : VI OE6O sor~
I~ ;n r1i1 a i"ch
~I - Pr'ddt.lot UR?Valla~lo through lngrjljl\
p Pub I ls~er htis lncHoatcd •not our pub1 (o$tfon"
NYR - Not ye reeefved
os Out o'f s;tpel<; eackorcforud
Project Understanding
o.-. 02/011%010
....
2.0V123'1 / 20_u5678
OSI - Pub l t sh .r and Ingram out of stock lnd4rfn tely OP - C;,nt:u 11cc1: ou,t o~ pr1nt
PPO - PW>T1stwr postponod pUbl i cat 1on
PENO - Pencflog Al lbrds avlf1 I.ab I I lty
INGRAM .
117
City of Torrance
RFP No. B2020-14
Management Reports for Ongoing Orders
ipage has many account management tools. Through ipage, you can:
Project Understanding
• Review your current account information, such as standard backorder settings, primary distribution center, and more.
• Keep your contacts up-to-date with Ingram and make sure the right people receive the information they need to help you manage your account . • Cancel backorders .
• View cancellations.
• Print invoices and credit memos.
Order Status information is available on ipage, as described in Tab C, Section b above .. Under the Order drop down menu, simply click Order Status for a listing of Order Easy Clicks including, but not limited to, Open Purchase Order Summary, Backordered Items, and ipage Order History. ipage Reports are available for printing by clicking on the "print version" button.
INGRAM. I ipage
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Sample ipage Order Status Report - Backorders:
' INGRAM. I ipage
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118
City of Torrance
RFP No. 82020-14
Project Understanding
Sample ipage Order Status Report - Cancelled Items:
INGRAM.lipage
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With ipage, invoices are available to view and print on demand the moment they become available.
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MICHINnMll l 4..; J
119
City of Torrance
RFP No. 82020-14
Project Understanding
(3) Describe other related services the vendor provides which have not been specified in this RFP.
Edelweiss+Analytics
Ingram, in partnership with Above the Treeline, has developed a powerful, dynamic, and interactive analysis and collection management tool for libraries . Building upon Above the Treeline's existing products, Edelweiss and Treeline Analytics, Edelweiss+Analytics (E+A) offers full collection analysis functionality including graphical and detailed circulation information, peer to-peer comparisons, title recommendations, and much more, all delivered on a user-friendly web-based dashboard. It was designed with streamlining user workflows as a top priority.
With Edelweiss+Analytics, the Library will be able to:
• Leverage market data from 500+ libraries and retailers to identify gaps in your collection • Stay a step ahead circulation trends and compare performance of multiple lpcations • Save time by viewing your data while creating orders in Edelweiss+ • See your entire collection's performance at a glance, and quickly drill into detailed views by subject, age range, etc. to see performance and recommendations for each of your collections.
• Create weeding reports based on a variety of factors, such as age of materials, circulation, and likelihood for wear issues due to high usage
• E+A allows you to examine your collections to see:
o How it is performing internally: what's circulating wellf what's not circulating well; which items are outdated or worn. This will help with weeding your collections. o How it compares externally: what's circulating well in peer libraries that your library doesn't own; what's selling well in retail that your library doesn't own. o Collection balancing: identify pooling of items due to floating collections; ide~tify locations to pull additional materials from based on specific criteria.
We recommend that the Library send daily data feeds. This allows the Library to maximize the benefits of being able to go well beyond analyzing collections and using the results to make material changes in managing collections, and to also use it in looking for critical alerts that should be addressed daily. Plus, with regular updates, users can work when it's convenient for them the data is always current so there is no need to wait on the next monthly update.
Benefits to Using Edelweiss+Analytics
• E+A is considerably less expensive than other collection analysis tools • E+A was developed specifically for libraries.
• E+A has robust filters - users can navigate through Dewey, Subject, or local Collection Codes to create specific data slices for analysis.
o E+A allows libraries to analyze their holdings against retail booksellers. This can be especially helpful in identifying regional gaps.
o E+A has a fully integrated view - on a single screen, users can see recommendations and analysis pertaining to the $elected location and filter data. • E+A has configurable push (email) reports
Please contact your Ingram Sales Representative for a demonstration and pricing.
INGRAM ,
120
City of Torrance
RFP No. 82020-14
Hard-to-Find Book Service
Project Understanding
Ingram offers an optional Hard0 to-Find Books service on ipage. Ingram's partner for Hard-to-Find Books is Alibris. Alibris is a leading provider of rare, hard-to-find, and antiquarian books.
Search options include Title, Author, Subject, Keyword(s) or ISBN/EAN. You can further refine your results by adding optional attributes including Binding (Any, Hardcover or Softcover), Publication Year (before and after years) and Net Price (Below and Above price criteria.) You can also specify if you want to see only a pt Edition or Signed copy. This service does not allow for searching for a specific copy of a title .
Books ordered through this service may be used books. When viewing available titles through ipage, the condition of the book will be listed, such as Good, Very Good, Fine, Acceptable.
Notations may also include additional information on the condition of the book. «r~ c,,....._.. 10-0 1.t.~:id'-
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INGRAM.
121
City of Torrance
RFP No. B2020-14
Project Understanding