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Home My WebLink About22A - CONTRACT AWARD FOR BOOKSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 05, 2019 TITLE: CONTRACT AWARD TO BRODART COMPANY FOR CATALOGING AND PURCHASE OF BOOKS AND MATERIALS (SPECIFICATION NO. 19-001) (STRATEGIC PLAN NO. 2,3; 5,3,4) �— f A _-- CITY 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 a contract to Brodart Company for library cataloging and for the purchase of books and materials for a two- year period expiring January 31, 2021, with provision for three, one-year renewals exercisable by the City Manager, in an annual amount not to exceed $285,000, subject to non -substantive changes approved by the City Manager and City Attorney. The Santa Ana libraries provides adult and youth programs to 133,222 card holders annually. Approximately 15,000 books and materials are purchased on an annual basis, including a Spanish concentration of 18 percent. All books and audio/video materials purchased are bar coded, cataloged, and placed directly into the Library database, so materials can be entered into circulation. The books and materials purchased offer a variety of reading material and resources, allowing the City to continuously provide a wide range of educational services and programs to the community. Brodart Company has been the Santa Ana libraries primary materials and services provider for several years, offering the. largest access to Spanish language materials. Industry standard is to contract one book vendor for the primary source of materials and services. This facilitates ordering, discounts and allows for efficient introduction of new materials into the existing catalog on an on- going basis. Brodart's electronic selection and ordering system offers a seamless barcoded, shelf - ready selection of materials. Santa Ana City Ordinance No. NS -2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The Palos Verdes Library District's contract with Brodart Company for library cataloging, books and materials was awarded as a result of open, competitive bidding, and meets the City's requirement. 22A-1 Contract Award for Library Cataloging and Purchase of Books and Materials February 05, 2019 Page 2 STRATEGIC PLAN ALIGNMENT Approval of this item supports City efforts to meet Strategic Plan Goal #2 Youth, Education, Recreation Objective #3, (expand use of technology as a tool for communication and education in the community). Goal #5 Community Health, Livability, Engagement & Sustainability, Objective #3, (Facilitate diverse housing opportunities and support efforts to preserve and improve the livability in Santa Ana), and Objective #4, (Support neighborhood vitality and livability) FISCAL IMPACT Funds in the amount of $73,000 are available in FY 2018-19 (Feb. — June 2019) in the Library Services accounts as follows: Department Location Account No. FY 2018-19 Technology & Support Services 01111190-66600 $18,750.00 Library Adult Services 01111150-66600 $52,083.00 Library Youth Services 01111160-66600 $35,417.00 Library Young Adult Services 01111180-66600 $6,250.00 Technology & Support Services Misc. 01111190-63001 $6,250.00 $125,000.00 Total $73,000.00 Future years proposed budgets will include allocations as follows: Z), C) LisA RLdloff Executive Director Parks, Recreation, and Community Services Agency APPROVED AS TO FUNDS AND ACCOUNTS: Kathryn Dow s, CPA Executive Director Finance and Management Services Agency EGfrl 0 22A'" Anticipated Expenditures Account No. FY 2019-20 12 -months FY 2020721 12 -months FY 2021-22 12 -months FY 2022-23 12 -months FY 2023-24 . (7 -months) 01111190-66600 $45,000.00 $45,000.00 $45,000.00 $45,000.00 $46,250.00 01111150-66600 $125,000.00 $125,000.00 $125,000.00 $125,000.00 $82,917.00 01111160-66600 $85,000.00 $85,000.00 $85,000.00 $85,000.00 $60,333.00 01111180-66600 $15,000.00 $15,000.00 $15,000.00 $15,000.00 $11,250.00 01111190-63001 $15,000.00 $15,000.00 $15,000.00 $15,000.00 $11,250.00 Total 1 $285,000.00 $285,000.00_ $285,000.00 $285,000.00 1 $212,000.00 Z), C) LisA RLdloff Executive Director Parks, Recreation, and Community Services Agency APPROVED AS TO FUNDS AND ACCOUNTS: Kathryn Dow s, CPA Executive Director Finance and Management Services Agency EGfrl 0 22A'"