TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Brian Ambrose, Community Services Director
PREPARED BY: Gretchen Sedlacek, Asst. Management Analyst - Library
SUBJECT:
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Agreement with Ingram Library Services, LLC for Collection Development Support Services
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RECOMMENDATION
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Approve a revised two-year Agreement with Ingram Library Services LLC, for Collection Development Services, in the amount not to exceed $40,000 per fiscal year; and
Authorize the City Manager to execute the Agreement with one optional two-year extension.
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PRIOR ACTION/VOTE
On December 19, 2023, the City Council approved the initial agreement with Ingram Library Services, LLC (Vote: 5-0).
CITY COUNCIL GOAL
Coordinate and deliver responsive, effective community services.
BACKGROUND
On September 21, 2023, a Request for Quotes for Collection Development Support was sent out via Public Notice with the intent of entering into a two-year agreement, with up to one additional renewal term of two years, with Collection Development vendors. Collection Development encompasses the process whereby the Library adds various materials to its inventory. Three quotes were received, and the Library selection committee chose Ingram Library Services, LLC as the primary vendor and Brodart Company as the secondary vendor, and agreements were created.
On January 3, 2024, Ingram Library Services, LLC received the agreement and forwarded it to their corporate counsel, who requested revisions. The City Attorney’s office reviewed and approved the requested revisions.
The revised agreement is being brought back to the City Council for approval since the agreement has been edited from its original form. A redline of the changes is included in Attachment 2. Some of the major areas that were edited include the removal of sections that do not pertain to this agreement (e.g., Software and Computer Services, Prevailing Wages, and Special Requirements), modification of language pertaining to Independent Contractors, Subcontractors, Indemnification, Records, and the State in which any legal action will take place, in addition to other minor grammatical changes.
FISCAL IMPACT
The cost for this service is not to exceed $80,000 for the initial two years. This item is funded from the Library Fund General Ledger Account 3115900-62920, within the Fiscal Year 2023/2024 and 2024/25 Operating Budgets. If the optional years of the agreement are exercised, the necessary funding will be included in the upcoming biennial budget.
ENVIRONMENTAL IMPACT
None.
ATTACHMENTS
1. Ingram Agreement
2. Ingram Agreement - Redline of Changes