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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 2, 2007 TITLE: CONTRACTS AWARD FOR LIBRARY CATALOGING AND PURCHASE OF BOOKS AND MATERIALS (SPEC. NO 06-167) C TY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1s' Reading ^ Ordinance on 2nd Reading ^ Implementing Resolution ^ Set Public Hearing For CONTINUED TO FILE NUMBER Award contracts for library cataloging and purchase of books and materials for a one-year period with provision for four, one-year renewals in the annual amounts as follows: Vender: Location: Amount: Brodart Co. Ingram Library Services Inc. DISCUSSION Williamsport, PA La Vergne, TN $ 540,000 $ 40,000 The Library provides adult and youth programs to 134,000 patrons annually. Approximately 40,000 books and materials are purchased yearly including a Spanish concentration of 25 percent. All books and AV materials purchased are cataloged into the Library database and prepped with bar codes and covers prior to placement on the shelves. On November 17, 2006, requests for proposal were mailed to six vendors. On November 28, 2006, four proposals were received. Each proposal was evaluated independently. Criteria for evaluation included seven specific items, such as: percentage of available Spanish material, detailed outline of cataloging process including cost, clarity of provided information, pricing on books and materials, and references. Proposals for Library cataloging and the purchase of books and materials were evaluated and the ratings are as follows: Vendor: Location: Rating: Brodart Co. Williamsport, PA 93 Ingram Library Services, Inc. La Vergne, TN 88 Baker & Taylor Charlotte, NC 78 BWI Lexington, KY 55 22C-1