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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 22, 2011 TITLE: CONTRACT RENEWAL TO BRODART COMPANY FOR LIBRARY CATALOGING AND PURCHASE OF BOOKS AND MATERIALS (SPEC. NO. 06 -167) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ►M9=i71*W ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Renew the contract with Brodart Company for library cataloging and purchase of books and materials for a 17 -month period in the amount not to exceed $422,000. DISCUSSION The Library provides adult and youth programs to 129,376 card holders annually. Currently state and federal grants through the Public Library Funds (PLF) program covers 86% of the purchase of books and materials with only supplies, cataloging and processing charged against the General Fund. Approximately 17,000 books and materials are purchased yearly, including a Spanish concentration of 25 percent. Brodart offers a wide selection of materials in the children, young adult and general adult categories. Of the 17,423 items purchased last year, 6,969 were purchased for adult, 9,456 for children and 988 for young adults, Brodart supplies fiction, non - fiction, audio and video materials in English, Spanish and Vietnamese. Brodart catalogues and bar codes all items in the Library database so materials can be entered into circulation as soon as they arrive at the Library. On January 2, 2007, the City Council awarded a contract to Brodart for a one -year period with provision for four, one -year renewals. The vendor has performed satisfactorily during the past contract period and staff recommends the third renewal of the contract. In addition, staff recommends restructuring the contract period so that it may run parallel to the fiscal year. As such, the new contract term will run from February 1, 2011 through June 30, 2012. 22B -1