HomeMy WebLinkAbout11 - Approval of Purchase Order for Procurement of Print MaterialsQ �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
February 14, 2023
Agenda Item No. 11
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Melissa Hartson, Library Services Director - 949-717-3801,
mhartson@newportbeachca.gov
PREPARED BY: Rebecca Lightfoot, Adult Services Coordinator
rightfoot@newportbeachca.gov
PHONE: 949-717-3852
TITLE: Approval of Purchase Order for Procurement of Print Materials
ABSTRACT:
The Library Services Department issued a Request for Proposals (RFP) and concluded
the selection process for procuring print materials. Staff is recommending the City Council
approve the authorization of a purchase order with Brodart.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Authorize the City Manager to approve a purchase order for the Library to order print
materials through Brodart over the current and next three fiscal years, not to exceed
$300,000 annually, for a total not -to -exceed amount of $1,200,000.
DISCUSSION:
The Newport Beach Public Library has four locations and staff orders approximately
15,000 print titles per year. Titles are usually ordered fully processed and "shelf -ready",
with all appliable barcodes, stickers, Mylar jackets, stamps, and RFID tags applied by the
vendor. The vendor supplies catalog records for all ordered materials and integrates
within the Library Services Department's (Library's) computer software system for
receiving and invoicing.
RFP Process
Using specifications provided by Library staff, the City of Newport Beach's (City's)
Purchasing Division issued a formal RFP solicitation for a vendor to provide the goods
and services needed for print materials. The RFP was posted on the City's public
procurement system (PlanetBids) and distributed directly to vendors. The RFP yielded
five responses, which were forwarded to an evaluation panel for review.
Approval of Purchase Order for Procurement of Print Materials
February 14, 2023
Page 2
Panel Comparison
The evaluation panel assigned to this RFP consisted of staff from the Library Services
Department involved in collection development and technical processing. The evaluation
panel was responsible for reviewing all proposals and rating them on technical factors
such as:
• Qualifications and experience of the vendors;
• Demonstrated understanding of the scope of work;
• Ability to perform services; and
• Proposed costs
Step 1 — Technical Evaluation: Proposals
The evaluation panel rated each proposal based on the criteria listed above. The panel
identified two proposers, Baker & Taylor and Brodart as the highest qualified proposers
and both were the only proposers to earn a minimum of 70% of the available technical
evaluation points in order to advance to the selection process to have their costs
reviewed, as described in the RFP.
The other proposed vendors, which were removed from further award consideration, did
not rate as highly with the panel due to lack of ability to perform the specified processing
requirements. There was an overall inability to demonstrate a good fit with their proposal
relative to the Library's internal and external needs.
Step 2 — Cost Review
The Purchasing Division staff conducted a review of the proposed costs of the two
finalists. The basis used for comparison was the average annual purchase of printed
material by product type over the last three years. A cost matrix for the projected annual
cost was developed to compare costs between the cost proposals.
PROPOSER
TECHNICAL
COST SCORE
TOTAL
OVERALL
SCORE
(APPROXIMATE
SCORE
RANK
ANNUAL COST)
Brodart Co
78.33
19.92
98.25
1
($257,033.50)
Baker & Taylor LLC
76.33
20.00
96.33
2
($255,991.25)
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Approval of Purchase Order for Procurement of Print Materials
February 14, 2023
Page 3
Evaluation Results
As a result of this formal procurement process, the City identified Brodart as the highest
qualified proposer for acquiring print materials. As a part of the procurement process, staff
checked the following references provided by Brodart:
• Long Beach Public Library
• Las Vegas Clark County Library District
• Glendale (AZ) Public Library
• Alameda County Library
The results of these reference checks further reinforced the panel's assessment of
Brodart and its ability to provide print materials in a timely manner and to the Library's
specifications.
FISCAL IMPACT:
The Library has averaged $289,000 of purchased print material the past three fiscal
years. The adopted budget includes sufficient funding for this purchase. It will be
expensed to the following accounts in the Library Department:
Library Materials 01060005-841052
Foundation Library Materials 0106051-841052
Friends Library Materials 0106052-841052
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
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