STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: January 24, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service contract for cataloging services and purchase of rare and specialized books and media for the Library - Multi-Cultural Books and Videos, Inc. only proposer - Not to exceed $300,000 - Financing: General Fund ($150,000) and Edmond and Louise Kahn E. Trust Fund ($150,000) (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This service contract will provide for cataloging services and purchase of rare and specialized books and media for the Library. The Library will have the ability to source materials for customers in multiple languages other than English and Spanish in order to serve those individuals and communities whose language is not English.
A five-member committee from the following departments reviewed and evaluated the qualifications:
• Library (2)
• Office of Equity and Inclusion (2)
• Office of Procurement Services (1)
The Office of Procurement Services evaluated cost and local preference, if applicable.
The committee selected the successful respondent on the basis of demonstrated competence and qualifications under the following criteria:
• Approach 35 points
• Experience 30 points
• Cost 30 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 notification 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 Institutes of Technology Living Wage Calculator for Dallas County by Resolution No. 15-214. The calculated living wage during the solicitation process of this contract is $17.82; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item has no prior action.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$ 50,000.00 |
$ 50,000.00 |
$ 50,000.00 |
|
Edmond and Louise Kahn E. Trust Fund |
$ 50,000.00 |
$ 50,000.00 |
$ 50,000.00 |
|
Total |
$100,000.00 |
$100,000.00 |
$100,000.00 |
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 |
|
$300,000.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services which does not have an availability and disparity participation goal. |
|
• Multi-Cultural Books and Videos, Inc. - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Request for Competitive |
• Utilized for high technology procurements, insurance procurements, and other goods and services |
|
Sealed Proposal |
• Recommended offeror whose proposal is most advantageous to the City, considering the relative importance of price, and other evaluation factors stated in the specifications |
|
|
• Always involves a team evaluation |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposal from solicitation number BHZ23-00022753. We opened it on September 22,2023. We recommend the City Council award this service contract in its entirety to the only proposer.
Proposer Address Score
Multi-Cultural Books and Videos, 30007 John R. Road 86.00
Inc. Madison Heights, MI 48071
Note: The Office of Procurement Services conducted a single proposal review and found no exceptions.
OWNER
Multi-Cultural Books and Videos, Inc.
Rakesh Kumar, President