DEPARTMENT: Library
FILE TYPE: Consent Action
TITLE
title
Authorization For Library To Execute Contract With WT Cox For Provision Of Library Periodical Services
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PURPOSE/ACTION REQUESTED
Authorize the library to execute a contract to provide for acquisition of new periodicals.
SUMMARY
Dakota County Library purchases new library print periodicals to maintain the currency of its collections. Selecting primary vendors to provide new print 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 periodical 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 contract for service will expire December 31, 2024.
A request for proposal for provision of library periodical services was posted from February 15 - March 15, 2024, and two vendors responded.
Vendors were scored in the following categories:
• Ability to meet or exceed RFP specifications and to provide print periodicals
• Vendor viability & support-product availability customer service and communication
• Materials discount from list price
• Cost of acquisitions and processing services
WT Cox pricing for periodicals is 10 percent lower than Ebscohost. WT Cox received the highest total score across all categories. The library’s vendor history with WT Cox and potential transition costs contributed to WT Cox selection as the primary print periodicals vendor.
RECOMMENDATION
recommendation
Staff recommends that Dakota County Library execute a three-year contract with WT Cox for the acquisition of print periodicals.
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EXPLANATION OF FISCAL/FTE IMPACTS
The contract will be written to include costs up to a maximum of $250,000. Sufficient funding has been authorized in the 2024 Library 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, two 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 2023 expenditures, product availability, customer service and costs for processing/cataloging services; and
WHEREAS, WT Cox is recommended as the primary vendor for print periodicals based on the scoring factors listed above; and
WHEREAS, the projected total cost of the proposed contract with WT Cox is not to exceed $250,000 for the period of January 1, 2025 to December 31, 2027; and
WHEREAS, sufficient funding is included in the 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 WT Cox in an amount not to exceed $250,000 to serve as the library’s primary print vendor from the period of January 1, 2025 to December 31, 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
21-129; 3/9/21
ATTACHMENTS
Attachment: RFP for Library Periodical Services
Attachment: WT Cox Dakota County Library Response 2024
BOARD GOALS
☒ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☐ Excellence in Public Service
CONTACT
Department Head: Margaret Stone
Author: Russell Cogar