STRATEGIC PRIORITY: Core
AGENDA DATE: May 14, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement in the estimated amount of $5,954,100.00, with one seven-year renewal option in the estimated amount of $19,045,900.00, as detailed in the Fiscal Information section, for the purchase and processing of the physical books collection for the Library - Brodart Co., most advantageous proposer of three - Estimated amount of $25,000,000.00 - Financing: General Fund ($23,758,000.00), Kahn Fund ($706,000.00), Gift and Donations ($187,000.00), Hamon Fund ($52,000.00), Genealogy Fund ($147,000.00), Meadows Fund ($60,000.00), and Children's Fund ($90,000.00)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to the annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This service contracts will provide for the purchase and processing of the physical books collection for the Library. The books purchased will be cataloged, inventoried, and processed (barcodes, RFID tags, labels and covers) by the vendor arriving at the Library "shelf ready" and ready for immediate availability. There are currently 27 branch libraries. Bookmarks will be provided at NorthPark Center and the Central Library.
A six-member committee from the following departments reviewed and evaluated the qualifications:
• Library (4)
• Office of Procurement Services (2)
The committee selected the successful respondent on the basis of demonstrated competence and qualifications under the following criteria:
• Approach 40 points
• Cost 30 points
• Business and Inclusion Development Plan 15 points
• Experience 10 points
• Local Preference 5 points
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2147. The calculated living wage during the solicitation process of this contract is $18.24; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On May 22, 2019, the City Council authorized a five-year service price agreement for the purchase, supply, selection, cataloging, and physical processing of library printed materials for the Dallas Public Library with Brodart Co. by Resolution No. 19-0782.
On October 23, 2024, the City Council authorized Supplemental Agreement No. 1 to extend the service contract with Brodart Co. for purchase, supply, selection, cataloging, and physical processing of library printed materials for the Dallas Public Library for the period November 29, 2024 through May 29, 2025, by Resolution No. 24-1575.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
General Fund |
$1,650,000.00 |
$1,650,000.00 |
$20,458,000.00 |
|
Kahn Fund |
$ 233,000.00 |
$ 233,000.00 |
$ 240,000.00 |
|
Gift & Donation Fund |
$ 18,700.00 |
$ 18,700.00 |
$ 149,600.00 |
|
Hamon Fund |
$ 15,000.00 |
$ 15,000.00 |
$ 22,000.00 |
|
Genealogy Fund |
$ 30,000.00 |
$ 30,000.00 |
$ 87,000.00 |
|
Meadows Fund |
$ 29,000.00 |
$ 31,000.00 |
$ 0.00 |
|
Children’s Fund |
$ 9,000.00 |
$ 9,000.00 |
$ 72,000.00 |
|
Total |
$1,984,700.00 |
$1,986,700.00 |
$21,028,600.00 |
Initial Term: $ 5,954,100.00
Renewal Option: $19,045,900.00
Total $25,000,000.00
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$25,000,000.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Other Service contracts. |
|
• Brodart Books & Library Services - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Request for |
• Utilized for professional, personal, revenue, and planning services |
|
Proposal |
• Recommended offeror is the responsible offeror whose proposal most closely meets established criteria for the services advertised, based on demonstrated competence and qualifications at a fair and reasonable price |
|
|
• Always involves the evaluation by committee |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposals from solicitation number BTZ24-00025513. We opened them on October 25, 2024. We recommend the City Council award this service price agreement to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Score
*Brodart Co. 500 Arch Street 76.75
Williamsport, PA 17701
Baker & Taylor, LLC 2810 Coliseum Centre Drive 59.36
Suite 300
Charlotte, NC 28217
Libraria 1387 Dutch American Way 56.36
Beecher, IL 60401
OWNER/EXECUTIVE
Brodart Co.
George Coe, Chief Executive Officer