SR-6-E (13)
\.. . e cal:lrnia
Santa Honica, April 15, 1981
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TO: Mayor and City Council APR 2 8 1981
FROt-!: City Staff
SUBJECT: Recommendation to Waive Formal Bid Procedures for
Procurement of Books, Pamplets, Filns and Record1ngs for
the Circulation in the City Library System.
Introduction
This report concerns waiving of the Formal Bid Procedures for the
Procurement of Books, Pamplets, Films and Recordings for
Circulation in the City Library System.
Background
The City Library has an on-going requirement for Books, Pamplets,
films and recordings to be circulated to the general public. The
foroal bidding procedure does not permit the speed and flexibility,
responsive service, availability, discounts and best sources for
these requirements. Staff has deterrilined through an extensive
period of trial and error, Baker & Taylor , BroDart-McNaughton
Book Rental, Ingram, Western Library Service, University Press Book
Service, and Bernan Associates to be the best vendors available
to satisfy the City Library's requirements. (see attached memo)
Reconnnendation
It 1S recommended that City Council waive formal bid procedures
and authorize the City Manager to execute direct purchase
agreements with the named vendors or others as appropriate.
Prepared By: R. N, Aronoff f~.yr-
Purchasing Agent\~
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AFR 2 b 1981
. J e !CS)
RESOLUTION NO.
CITY COUNCIL SERIES
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA HONICA WAIVING FURTHER FORl'1AL BID PRO-
CEDURE AND AUTHORIZING DIRECT NEGOTIATION FOR
PURCHASE OF BOOKS, PAMPHLETS, FILlfS AND RECORDINGS
FOR GENERAL CIRCULATION.
m-IEREAS, the City of Santa Monica City Library has a
requirement for Books, Pamphlets, Films and Recordings for general
circulation , and
iVHEREAS, to the best of Staff's knowledge the formal bidding
process is un-respons~ve to the Citys' circulating materials
needs and
WHEREAS, Staff is most competent to be aware of vendors which
provlde the supplies necessary to be compatible with existing
City Library requirements.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DOES RESOLVE AS FOLLOWS:
SECTION 1. That the City Council finds that the requirement
exists to purchase the Books, Pamphlets, Films, and Recordings for
general circulation.
SECTION 2. That formal bid solicitation would cause unnecessary
expense and delay.
SECTION 3. That the City Hanager is hereby authorized to
execute purchase agreements for the City Librarys' requirements
for circulating materials.
SECTION 4. The City Clerk shall certify to the adoption of
this resolution, and thenceforth and thereafter the same shall be
in full force and effect.
APPROVED AS TO FORN:
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CITY OF SANTA MONICA
INTER-DEP ARTMEN' MEMO
DATE Aprll 1, 1981
TO' R. N. Aronoff, Purchaslng Agent
FROM Carol A. Aronoff, Ci ty L~brarlan(l)}../
SUBJECT Llbrary Materlals Purchases ln Excess of $5,000
The Library lssues purchase orders to a number of vendors
for Ilbrary books and phonograph recordlngs. We have
checked our acqulsltions records and complIed a llst of
those vendors to whom we antlclpate placlng orders ln
excess of $5,000 ln fiscal 1981/82:
ACCOUNT 404 - Books & Pamphlets
Vendor Approx. Amount
Baker & Taylor
a. Contlnuatlons Service $30,000
b. Regular Orders 70,000
BroDart-McNaughton Book Rental 21,000
Ingram 5,000+
Western Llbrary Service 5,000+
Unlverslty Press Book Servlce 5,000
Bernan ASSOClates - Government Documents 5,000
ACCOUNT 407 - Films & Recordings
BroDart - Phonograph Records & Cassettes 7,000
Justlficatlon for request to walve formal b~dding for
Ilbrary purchases in these accounts and authorizatlon for
dlrect negotlatlon:
l. Importance of Speed and Flexlbillty - The library must
be able to order books as soon as they are avallable
and in demand by l~brary users. Books go out of prlnt
very qu~ckly, and orderlng immedlately is the only way
to guarantee recelpt of a popular book. Addltlonally,
it is helpful if the library can deal with more than
one Jobber for books we buy in great quantity so as to
ensure that we wlll get the tltles as they are needed
and so we can galn experience wlth dlfferent Jobbers.
For example, we are currently experlmenting wlth
Western Llbrary Service to see how they compare with
competltors such as Baker & Taylor and BroDart.
, Arono ttlt e
. . R. N.
. April If 1981
2. Importance of Responsive Service and Accurate Fulflllment
of Orders - The 11brary's experience In dealing with
many dlfferent Jobbers has caused us to place a higher
prlority on good serVlce than on discount offered.
Jobbers must be able to f1ll a high percentage of t1tles
ordered qUlckly. They must have good office back-up
so as to keep down the number of tltles sent lncorrectly
(or titles sent ln wrong amounts) , to notlfy us promptly
of a title's unavallabllity so we can try elsewhere, to
enclose pack1ng SllpS with the order, etc. The llbrary
purchases heav1ly through Baker & Taylor because they
glve us a good d1scount and satlsfactory servlce--i.e.,
they fill orders qUlckly and accurately, and are easy
to contact lf problems ar~se. Our experience wlth
other jobbers such as BroDart has been less satlsfactory
in terms of timellness of orders and accuracy. However,
we have recently started buying the bulk of our phono-
graph records and cassettes from BroDart because they
offer a good d1scount and the most satlsfactory service
of any record Jobber we have dealt w1th. Vole have
gotten bigger dlscounts from other jobbers, but we
have also had to cope wlth great lnaccuracies In order
fulfll1ment and failure to notlfy us of cancellatlons
in the case of one Jobberi and less convenience 1n the
case of another--l. e. , no written catalog to check and
the necessity to go to the warehouse 1n person to make
the order.
Another serV1ce factor to consider lS the avallabillty
from only a few vendors of machine-readable records ln
the MARC format of tltles we purchase which we can then
use for enterlng these tltles into our computer data
base. Both Baker & Taylor and BroDart offer thlS
service.
3. Discount - Book discounts are a product of the type of
book ordered (e.g. , trade, scholarly, Juven~le, reference,
etc. ) and the Slze book budget. Our d1scounts from all
vendors range from 0-39%. Our experlence has shown that
we are gett~ng about the best dlscount we can for a
11brary wlth our s~ze book budget. However, dlscount
15 a factor whenever we try vendors, as for example, when
we researched contlnuations vendors--see memo attached.
4. Single or Best Source - Two of the vendors llsted 1n thlS
report, Unlverslty Press Book Servlce and Bernan ASsoclates,
as well as others we deal wlth in lesser amounts, fall
into this category. Unlverslty Press 1S the best and
for some tltles the only source we have located for
books publ~shed by small or obscure universlty presses.
Bernan slmilarly 18 the best and In some cases the only
source for government documents.
CAA:cz
Attachment
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.---- CITY OF SANTA MONICA
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J I riTER-DEP ARIMENT ME~'O
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DATE: 1'-~aYc <1 9v .1.979
TO: Hr ~'o.! ,. Aronof-r~ Purchasing Agent
FROM: Carol AQ Aronoff', City Librarianet? tv "
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SUBJECT: L~brary Continuations Service .
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The attacbed memo and accompanying chart from Martha Greene,
Librarian II, AcquisitionS/Periodicals, speaks for itseLf'...
The ~ibrary has been studying for some time TIm.. the most
cost-effective manner in which to acquire continuations--
those publica~ions "w"hich are issued on an annual or :Less
frequent basis. Up to now, we have ordered many directly
from the publi.sher and have bad to maintain a manual
,ttickler" file to kn01\1" ",hen to order an updated edition.
In some:: cases, 'ie have received dup~icates due to pub~ishers~
mix-ups or du?licate orders. Overall, it has been an un- o
sa-tisf'actory and labor-intensive process wbich sbou~d bave
been turned oyer to a continuations vendor long ago.
Nr.s . Greene bas contacted tbe three vendors 1isf::ed on the
chart and as~ed them ror information on i;be ""trarious faci:ors
enumerated. Eased upon -thei.r replies, she has recommended,
and I concur, that:
L Th& Baker & Taylor Company will be -the primary
continua~ions vendor; and
2. ?he Bro-Dart Company will be the secondary.
We will s~ar~ dealing with Baker & Taylor Continuations
Service wi~h tbe commencement o~ fiscal. year 1979/80.
If you haYe any questions, please call.
CA..!\:cz
Enc.-2
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COeNUATION STANDING ORDERS e
. G::.lrol Aronoff
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From: Martha Greene
....ch 8, 1979 .
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Afte~ a. considerable amount of thought and.. investigation I have
- the rol~o~ing reco~~endation concerning con~inuation standing orders~
Selec~ Baker and Taylor as the primary vendor~ SenQ our list
0
Any titles Baker and Taylor cannot supply, -
to thehl_ submit to .
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BroDart.,. If neither vendor can supply a title attempt to set
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up a standing order directly with the publisher~
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Attached is a chart which details some of tne ractors I consi-
dered in m~king my recommendation. The three factors that differen-
tiate the vendors a~e price (see columns labeled ndiscount" and
"minimum charge"), stock maintained and ability to supply us with
a status reporto .
Baker and Taylc~ has the edge in price because they give the
largest discount ~x~ do not have a minimum charge. BroDart maintains
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a stock of continua~ion titles and is automateu. Another factor I
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considered, but w~ich cannot be charted, is past perro~mance.
I had experie~ce with stechert Macmillan at Los Angeles public 0"
Librarf and was not satisfied with their service. Their local
representative rdS ~ery little insight into Stechert Macmilla~rs
procedures ~~d gives no better help than that obtained by calling
the cont~~~ations headqua~terso Also, because Stechert Macmillan's
operati2~ is 1CO% rr.a~ual status~~eports are not aVailable.unti~ - -. ~
4_6 weeks ~fter bein~ requsste~. ~ .
Beca~se of these negative fa!tars, I must recommend that \.Je not
place any of our ccntinuation stanjing orders with Stechert Nacmillan~
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