DEPARTMENT: Library
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contract With Brodart Co. And Midwest Tape LLC For Provision Of Library Materials With Services
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PURPOSE/ACTION REQUESTED
Authorize the execution of a contract to provide for acquisition of new public library materials and associated processing and cataloging services.
SUMMARY
Dakota County Library purchases new library materials in print and other physical formats to maintain the currency of its collections. Selecting primary vendors to provide new print and audiovisual/media materials benefits the library in several ways:
1. It secures competitive bulk purchasing discounts,
2. It allows the library to have primary relationships with major vendors rather than discrete purchasing relationships with hundreds of publishers, and
3. It aggregates the information about new items being added to the collection so that it may be added to the public catalog in a way that standardizes data input and minimizes system disruption to residents and staff.
The current contracts for service will expire February 1, 2024.
RECOMMENDATION
recommendation
Staff recommends that Dakota County execute three-year contracts with Brodart Co. for acquisition and processing of library print and Midwest Tape LLC for acquisition and processing of library media materials and related services. The contract price increases are limited to two percent per year.
Staff recommendations were based on the scored RFP results in the following categories:
• Ability to meet or exceed RFP specifications and to provide electronic acquisitions
• Vendor viability, support-product availability, customer service and communication
• Materials discount from list price
• Cost of acquisitions and processing services
Pricing for material discounts and services were comparable between the top print material vendors. Brodart Co received the highest total score across all categories. The library’s vendor history with all participants and potential transition costs contributed to Brodart Co selection as the primary print materials vendor.
Pricing for material discounts and services were comparable between the top audiovisual material vendors. Midwest Tape LC received the highest total score across all categories. The library’s vendor history with all participants contributed to Midwest Tape LLC selection as the primary audiovisual vendor.
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EXPLANATION OF FISCAL/FTE IMPACTS
Staff recommends contracts for the period of February 2, 2024 to February 2, 2027, at a cost not to exceed amount of $4,000,000 for the Brodart Co contract and a cost not to exceed $500,000 for the Midwest Tape LLC. The not to exceed totals for the two contracts are larger than the estimated three-year totals to allow flexibility over the length of the contract considering potential population growth and continued demand for print materials. Funding for the first year is included in the 2024 County Manager’s Recommended Budget. The contracts will contain a provision that allow the County to immediately terminate the contracts in the event sufficient funds from county, state, or federal sources are not appropriated at a level sufficient to allow payment of the amounts due.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, six qualified vendors responded to the solicitation and were reviewed and rated by Library staff based on factors related to vendor ability to meet specification outlined in the Request for Proposals document including volume discounts, estimated costs based on 2022 expenditures, product availability, customer service and costs for processing/cataloging services; and
WHEREAS, Brodart Co is recommended as the primary vendor for print materials based on pre-determined scoring factors; and
WHEREAS, the projected total cost of the proposed contract with Brodart Co. is not to exceed $4,000,000 for the period of February 2, 2024 to February 2, 2027; and
WHEREAS, Midwest Tape LLC is recommended as the primary vendor for audiovisual/media materials based on the pre-determined scoring factors; and
WHEREAS, the projected total cost of the proposed contract with Midwest Tape LLC is not to exceed $500,000 for the period of February 2, 2024 to February 2, 2027; and
WHEREAS, sufficient funding is included in the 2024 Library materials budget to cover the cost of the contract.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Library Director to execute a contract with Brodart Co. in an amount not to exceed $4,000,000 to serve as the library’s primary print vendor from the period of February 2, 2024 to February 2, 2027, subject to the approval by the County Attorney’s Office as to form; and
BE IT FURTHER RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Library Director to execute a contract with Midwest Tape LLC in an amount not to exceed $500,000 to serve as the Library’s primary audiovisual/media vendor from the period of February 2, 2024 to February 2, 2027, subject to the approval by the County Attorney’s Office as to form; and
BE IT FURTHER RESOLVED, That the contracts shall contain a provision that allows the County to immediately terminate the contracts in the event sufficient funds from county, state or federal sources are not appropriated at a level sufficient to allow payment of the amounts due.
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PREVIOUS BOARD ACTION
19-056; 2/05/19
21-549; 11/16/21
ATTACHMENTS
Attachment: Vendor Evaluation Summary for Dakota County Library Provision of Library Materials with Services
BOARD GOALS
☒ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☐ Excellence in Public Service
PUBLIC ENGAGEMENT LEVEL
☐ Inform and Listen ☐ Discuss ☐ Involve ☒ N/A
CONTACT
Department Head: Margaret Stone
Author: Russel Cogar