STRATEGIC PRIORITY: Core
AGENDA DATE: August 27, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service price agreement, with five one-year renewal options, for library serials administration for the Library - EBSCO Industries, Inc. dba EBSCO Information Services, most advantageous proposer of two - Estimated amount of $282,442.84 - Financing: General Fund (subject to annual appropriations)
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 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 price agreement will provide for library serials administration for the Library (LIB). These publications will include periodicals, magazines, journals, annuals, newspapers, and memberships to genealogical societies, including associated publications. As one of its many offerings, LIB provides approximately 300 unique subscriptions for periodical publications for the public to reference and enjoy. This service allows LIB to have a single point of contact that is responsible to administer the serials collection. Administration under this agreement will include ordering of annual subscriptions, providing notice of new releases or upgrades, as well as maintenance of a missing copy bank of titles.
A six-member committee from the following departments reviewed and evaluated the qualifications:
• Department of Sanitation Services (1)
• Library (2)
• Park & Recreation Department (1)
• Office of Procurement Services (2)*
*The Office of Procurement Services evaluated cost, local preference, and the Business Inclusion and Development Plan, if applicable.
The committee selected the successful respondents on the basis of demonstrated competence and qualifications under the following criteria:
• Cost/timeframe 30 points
• Approach 25 points
• Experience 25 points
• Business Inclusion and Development Plan 15 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. 15-2141. The calculated living wage during the solicitation process of this contract is $22.05; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 26, 2005, the City Council authorized a thirty-six-month price agreement for periodical, magazine and newspaper subscriptions for use at the Dallas Public Libraries by Resolution No. 05-0351.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
General Fund |
$0.00 |
$56,488.57 |
$225,954.27 |
LOCAL PARTICIPATION
|
Prime |
Status |
Workforce % |
|
EBSCO Industries, Inc. dba EBSCO Information Services |
Non-local |
0.10% |
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 proposals from solicitation number BNZ25-00027105. We opened them on April 25, 2025. We recommend the City Council award this service price agreement in its entirety to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Score
*EBSCO Industries, Inc. 10 Estes Street 76.75
dba EBSCO Information Ipswich, MA 01938
Services
Cox Subscriptions, Inc. 201 Village Road 72.95
dba W.T. Cox Information Shallotte, NC 28470
Services
OWNER/EXECUTIVE
EBSCO Industries, Inc. dba EBSCO Information Services
Bryson Stephens, Chairman