Department
Library
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew an existing contract - Fulton County Library System, 21RFP0210B-EC, Shelf-Ready Books for Adults, Teens and Children and Lease Books for Adults in the amount of $800,000.00 with Baker and Taylor, Inc., to provide adult, young adult, and children’s books, and adult best-selling lease books. This action exercises the second of four renewal options. Two renewal options remain. Effective dates: January 1, 2023 through December 31, 2023. (APPROVED)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-394(6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date or 60 days if the contract term is six (6) months or less
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Arts and Libraries
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.)
The current project is combining two different book categories into one. The first project is to purchase popular shelf-ready adult, teen, and children’s books. The second project purchases lease books for adults of bestselling and high demand titles. This previous solicitation was advertised as an Invitation to Bid (ITB). The Library system selected to solicit a Request for Proposal (RFP) so that cost is not the determining factor for choosing a vendor.
Scope of Work: This action allows the library to provide popular shelf-ready adult, teen, and children’s books as well as the purchase of lease books for adults of best-selling and high demand titles. These selections will be available throughout the 34 libraries in Fulton County. The cost of this plan covers cataloging, processing and shipping of the books as well as the books themselves. Selected vendor(s) must have an inventory large enough to supply multiple copies of requested titles to meet our 90% fill-rate within the specified turnaround time.
Community Impact: Patrons will have free access to shelf-ready and high demand books at the time of release for all age groups.
Department Recommendation: The Fulton County Library System recommends approves the recommendation to renew this vendor.
Project Implications: Fulton County is the largest county in Georgia. Not providing this service negatively impacts a wide range of Fulton County citizens in every Fulton area code.
Community Issues/Concerns: There aren’t any community issues/concerns.
Department Issues/Concerns: There aren’t any departmental issues/concerns.
Contract Modification
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0458 |
06/16/2021 |
$800,000.00 |
|
1st Renewal |
21-0952 |
12/01/2021 |
$800,000.00 |
|
This Request |
|
|
$800,000.00 |
|
Total Revised Amount |
|
|
$2,400,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $800,000.00
Prime Vendor: Baker & Taylor, Inc.
Prime Status: Non-Minority
Location: Charlotte, NC
County: Mecklenburg County
Prime Value: $800,000.00 or 100.00%
Total Contract Value: $800,000.00 or 100.00%
Total M/FBE Value: $-0-
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Renewal Agreement Form of Contract
Exhibit 2: Contractor Renewal Evaluation Form
Exhibit 3: Contractor Performance Report
Contact Information (Type Name, Title, Agency and Phone)
title
Jamar Parker, Financial Systems Manager 404-771-7578
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$800,000.00 |
|
Previous Adjustments: |
0.00 |
|
This Request: |
$800,000.00 |
|
TOTAL: |
$1,600,000.00 |
Grant Information Summary
|
Amount Requested: |
|
☐ |
Cash |
|
Match Required: |
|
☐ |
In-Kind |
|
Start Date: |
|
☐ |
Approval to Award |
|
End Date: |
|
☐ |
Apply & Accept |
|
Match Account $: |
|
|
|
Fiscal Impact / Funding Source
Funding Line 1:
100-650-6565-1312 - General Fund - Library - Library-Public Service Operations- Books-Library
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Key Contract Terms |
|
Start Date: 1/1/2023 |
End Date: 12/31/2023 |
|
Cost Adjustment: N/A |
Renewal/Extension Terms: Two (2) renewal options remain |
Overall Contractor Performance Rating: 4.0
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
1/1/2022 |
12/31/2022 |