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Home My WebLink AboutAgenda Report - July 18, 2018 C-04TM CITY OF LODI COUNCIL COMMUNICATION C-4 AGENDA TITLE: Adopt Resolution Authorizing City Manager to Waive Bid Process and Purchase Library Database and Subscription Services from EBSCO, Inc., of Birmingham, Ala., and Appropriating Funds ($20,000) MEETING DATE: July 18, 2018 PREPARED BY: Parks, Recreation and Cultural Services Director/Interim Library Director RECOMMENDED ACTION. Adopt resolution authorizing City Manager to waive bid process and purchase library database and subscription services from EBSCO, Inc., of Birmingham, Ala., and appropriating funds in the amount of $20,000. BACKGROUND INFORMATION: The Lodi Public Library subscribes to a large number of online databases and subscriptions to serve its patrons. These services come from various vendors. As subscriptions to these services expire, staff has explored cost-effective ways not only to renew those that maintain high use, but to review ways to make them more accessible to library card holders 24 hours a day. EBSCO is one of the country's leading provider of research databases, e -journals, magazine subscriptions and e -books to libraries of all kinds, and has worked with libraries for more than 70 years. EBSCO is offering the Lodi Public Library cost-saving services that will broaden access to information. Some of the new databases include the self-help legal publisher Nolo Press and AutoMate, which provides automotive repair information for the do-it-yourselfer as well as anyone who uses a mechanic. Databases being discontinued are either little -used or available only by visiting the library. Purchasing the various publications and database services through EBSCO will save approximately $5,000 a year compared to purchasing them separately. Library staff has been unable to find another vendor who can provide the same number of services and print subscriptions through a single source (see attached sole source letter from EBSCO). Funding for this purchase was included in last year's budget but not expended before June 30, 2018 due to the amount of time spent researching various database and subscription services. The attached resolution appropriates those unexpended funds for Fiscal Year 2018/19. The Lodi Board of Library Trustees voted 5-0 on July 9 to recommend the City Council adopt the resolution. Lodi Municipal Code Section 3.20.070 — Bidding — allows the City Council to waive bid procedures when determined to be in the best interest of the City. Staff requests the City Council make that determination and authorize the City Manager to execute the purchase with EBSCO, Inc., in an amount not to exceed $20,000. FISCAL IMPACT: Purchasing these databases and subscriptions through EBSCO will save approximately $5,000 a year compared to buying them separately. FUNDING AVAILABLE: Library Fund Balance (Account No. 120) APPROVED: Stchwabr City Manager Adopt Resolution Authorizing City Manager to Waive Bid Process and Execute Contract With EBSCO, Inc., of Birmingham, Ala., for Library Database and Subscription Services and Appropriating Funds ($20,000) July 18, 2018 Page 2 Attachments: Resolution Purchase quote Sole source letter O47 Andrew Keys Deputy City Manager/Internal Services Manager Je In ad r m Library Director EBSCO NFORMATION ;ERVICES 6/27/18 RE: Sole Source Statement Dear Yvette, lira COM*. Gail IE#TsinIurrarinn svaim Please accept this letter as formal notice that EBSCO Information Services is the sole source provider of the following products via the EBSCOhost® proprietary search platform: LearningExpress Library AutoMate Legal Information Reference Center Read It! Novelist Plus Novelist K-8 Plus Masterfile Premier MAS FullTEXT Ultra School Edition Should you have any questions or require further assistance, please do not hesitate to contact me at your convenience. Sincerely, Daniel Herrick Account Executive EBSCO Information Services dherrick@ebsco.com Headquarters: 10 Estes Street P.O. Box 682 Ipswich MA 01938 USA Phone: (9781 356-6500 (800)653-2726 Fax: (978) 356-6565 E-mail: in(ormationiDebsco.com Web: www,ebscocom maw Lodi Public Library EBSCO MasterFILE Premier - General research database - Includes Consumer Report MAS Ultra - high school database for homework and research - Includes magazine articles, reference books, primary source documents, biographies and images AutoMate — auto repair database for both the car enthusiast and patron that uses a mechanic - Includes part pricing and labor time estimates Powered by Motor Data from car manufacturers Legal Information Reference Center - Includes NOLO books Includes California legal forms with some in Spanish - General legal information on business/corporations, family affairs, divorce, patents, copyright, trademarks, property, real estate, immigration, travel, rights disputes, money, financial planning, wills and estate planning Read It! - Designed for middle and high school students and adult English language learners It offers resources to help build background knowledge, conduct research and improve study skills NoveList Plus and NoveList K-8 Plus Readers' advisory tool Includes fiction, narrative nonfiction and audiobooks Includes series information in reading order Includes Accelerated Reader and Lexile Level information - Answers the question: what should I read next? LearningExpress Library — test preparation Students: ACT, SAT, PSAT, AP exams, TOEFL Career: entrance and occupation exams including ASVAB, real estate, civil service, culinary arts, firefighting, law enforcement, postal worked and plumbing Spanish resources: learning English, GED and citizenship exam preparation in Spanish High School Equivalency: GED, HiSET and TASC test preparation, basic skills Flipster digital magazines - Access to magazines on mobile devices anywhere Lodi Public Library EBSCO — Proposal EBSCO Database Package = $8,320.00 MasterFILE Premier (includes Consumer Reports) MAS Ultra (high school resources) AutoMate - Legal Information Reference Center (includes NOLO books) - Read ItI NoveList Plus NoveList K-8 Plus LearningExpress Library = $2,686.00 Flipster = $2,594.54 - 25% discount for subscription to MasterFILE Premier - 25% discount for print magazine/newspaper subscriptions Print Magazines and Newspapers - Newspapers = $2,212.92 Magazines = $4,097.34 AUTHORIZATION TO PLACE ORDERS Name of Library: Lodi Public Library EBSCO Robyn [Vail • rnailrq ebsco.com P.O. Box 2541 • Birmingham, AL 35202 800.653.2726 ext. 3556 • fax 205 980.6700 Thank you for considering EBSCO for your subscription management needs. To place your order, we first need your authorization to proceed. Please complete this form and fax to 205-980-5700. Purchase Order: Many organizations require a purchase order (PO) or voucher. Please check one of the following: Please email tiailiwebsco.com or fax 205-980-6700 your order to be placed. ❑ PO number is: ❑ No PO required. Send PO to: EIS Accounts Receivable P.O. Box 1943 Birmingham, AL 35201 Payment: Our terms are net upon receipt. We pay the publisher up front and prompt payment is required. Carrying charges of 1 `,z per month start to accrue on the 60th day. Net Titles: The service fee on the list of titles is usually specified as a percentage of publisher's list prices. The only exception to publisher list prices is a small surcharge for each title for which EBSCO receives no commission from the publisher. These include, but are not limited to "regional" newspapers and Government Printing Office (GPO) titles. The surcharge is subject to change. All other titles will be at publisher list prices. Invoice: A definitive invoice will be sent to you when the order is processed. Prices are subject to change by the publishers. I agree to the above terms and authorize EBSCO to place orders with publishers. Authorized Signature: E-mail Address: Date: Exempt from state sales tax? ❑ Yes ❑ No Start Date: *If yes, include copy of tax exempt form. Print Name: Position: Phone: Fax: Bill To: Ship To: EBSCO I 0 Esjes Street 4 P.O. Box 682 (978) 356-6500 Ipswich, MA 01938 (800) 653-2726 USA Fax: (978)356-5640 www.ebsco.com mformalion a epnct corn Purchasing Customer LODI PUBLIC LIBRARY 201 W LOCUST ST LODI, CA, 95240-2013 USA Product Order Form Billing Address LODI PUBLIC LIBRARY 201 W LOCUST ST LODI_ CA, 95240-2013 USA Contact: Your invoice will be sent to: Yvette Herrera Yvette Herrera 209-333-5554 literacy@lodi.gov lodi.gov IiteracriiJlodi.gov Cust1D: s9034969 OrderlD: WSR349825 Date: 06/01/20 18 Page 1 of I t`_-71 Lodi Public EBSCO Database Package 7-1-18 $8,320.00 NoveList K-8 Plus 07/01/2018 06/30/2019 Read It! 07/01/2018 06/30/2019 NoveList Plus 07/01/2018 06/30/2019 MaslerFlLE Premier : HOST 07/01/2018 06/30/2019 MAS FuIITEXT Ultra School Edition 07/01/2018 06/30/2019 Legal Information Reference Center 07/01/2018 06/30/2019 AutoMate 07/01/2018 06/30/2019 LeamingExpress Library 03/01/2018 02/28/2019 $2,686.00 Total $11,006.00 The above excludes all applicable tax Currency: US Dollar Price represented is the cash discounted price for payments received by cheek or electronic payment. if paying by a method other than check or electronic payment, please inquire for non cash discounted pricing. Payment due upon re.ceipt of invoice_ Interest of 1 percent per month charged for payment received later than 30 days atter invoice date, cBooks and cAtidiobooks ordered are non -returnable and non-refundubie. Terms and Conditions Customer agrees to temis and conditions oldie appropriate EBSCO License Agreement for usage of purchased access or subscription to electronic databases, econtent and Services If ordering chocks or audiobooks, cu5tomcralso agrees to the terms and conditions oldie Library eCotttent Agreement. If ordering EIS Professional Services, customer also agrees to the Professional Services Engagement tenns and conditions Authorized Signature: Date: Print Name: Title: Please sign, scan and email this form to: DANIEL HERRICK at dherrick@ebsco.com Thank you for your business! if unable to scan, please fax to: 978-356-5640 RESOLUTION NO. 2018-134 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO WAIVE BID PROCESS AND PURCHASE LIBRARY DATABASE AND SUBSCRIPTION SERVICES FROM EBSCO, INC., OF BIRMINGHAM, ALABAMA; AND FURTHER APPROPRIATING FUNDS WHEREAS, the Lodi Public Library strives to provide a wide range of relevant information sources to the Lodi community, to obtain a variety of print and electronic subscriptions, and to provide online databases to its patrons in a cost-effective manner; and WHEREAS, EBSCO, Inc., of Birmingham, Alabama, has been providing services to libraries throughout the United States for 70 years and is offering the Lodi Public Library a wide range of database services and periodicals at price that is lower than the Library can obtain through multiple other sources; and WHEREAS, EBSCO is the sole -source provider of a number of online databases and services that will meet Library patrons' needs; and WHEREAS, Lodi Municipal Code 3.20.070, Bidding, allows the City Council to waive bid procedures when determined to be in the best interest of the City; and WHEREAS, funding for this type of services was not expended in Fiscal Year 2017/18 and is available in the balance of the Library Fund, Account 120. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby determine that waiving the bid process is in the best interest of the City as allowed under Lodi Municipal Code Section 3.20.070; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to purchase library database and subscription services from EBSCO, Inc., of Birmingham, Alabama, in an amount not to exceed $20,000; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby appropriate funds from the Library Fund balance to Account 12090000.72308, Books and Periodicals, in the amount of $20,000. Dated: July 18, 2018 I hereby certify that Resolution No. 2018-134 was passed and adopted by the City Council of the City of Lodi in a regular meeting held July 18, 2018, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Kuehne, Mounce, and Mayor Nakanishi NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Johnson ABSTAIN: COUNCIL MEMBERS — None JE'NNIFEI City Clerk 2018-134 �ERRAIOL