The URL can be used to link to this page

Home My WebLink AboutContract 53272 CITY SECR 1ARy CONTRACT N .- a7`cA VENDOR SERVICES AGREEMENT BETWEEN THE CITY OF FORT WORTH AND NUBRO INC.DIB/A BRODART CO This VENDOR SERVICES AGREEMENT ("Agreement") is made and entered into by and between the CITY OF FORT WORTH("City"),a Texas home rule municipal corporation,acting by and through Jesus Chapa,its duly authorized Assistant City Manager,and NUBRO,INC.DIBIA BRODART CO.("Vendor"),a company and acting by and through Richard L.Dell,its duly authorized Chief Financial Officer,each individually referred to as a"party"and collectively referred to as the"parties." AGREEMENT DOCUMENTS: The Agreement documents shall include the following: I. This Vendor Services Agreement; 2. Exhibit A—Statement of Work; 3. Exhibit B Price Schedule; 4. Exhibit C-- 19-0184 Library Books and Services Request for Proposal Response; 5. Exhibit D—Verification of Signature Authority Form,and 6. The Profiling Book as further described in Exhibit A,as may be amended from time to time. Exhibits A, B, C, and D, which are attached hereto and incorporated herein, are made a part of this Agreement for all purposes. The Parties also agree that the Profiling Book, which will be created after execution of this Agreement and agreed to by both parties, shall be enforceable as if it were attached herewith including any amendments that are agreed to by the Parties.The Parties represent and warrant that the Profile Book shall not change any terms of this Vendor Services Agreement,but shall only better define the expectations of the Parties with regard to the preparation of the good to be ordered hereunder. In the event of any conflict between the terms and conditions of Exhibits A,B,C,D,or the Profile Book,and the terms and conditions set forth in the body of this Agreement, the terms and conditions of this Agreement shall control. 1. SCOPE OF SERVICES. Vendor shall provide books and materials and collection development and management services to the Fort Worth Public Library ("Library"). Exhibit"A,"— Scope of Services more specifically describes the services to be provided hereunder. 2. TERM. This Agreement shall begin on November 6,2019("Effective Date")and shall expire on November 5,2020("Expiration Date"),unless terminated earlier in accordance with this Agreement("Initial Term"), City shall have the option, in its sole discretion, to renew this Agreement under the same terms and conditions for up to—four(4)one-year renewal options,at City's sole discretion. 3. COMPENSATION. City shall pay Vendor in accordance with this Agreement and Exhibit B,which includes the product discounts and fee schedule of Vendor. No guarantee is made that a specific amount of products or services will be purchased.Total annual payments made under this Agreement by City shall not exceed three million, one hundred seventy-five thousand Dollars($3,175,000.00).Payments shall be made to Vendor by City 3 4 . within 30 days after delivery of the goods and receipt by City of a correct invoice. The Parties P-1-77, kknowledge that this is one of two non-exclusive agreements for these services and that the total spend 0 ',Runt for both contracts per term cannot exceed the total included herein.Vendor sh perfui�n- G OFFI�;�`At RECORD �C p� V n r Services Agreement a 4, 6 dRY G �� WORD% ry 9 / ..� ' �ss � £ Z �i' additional services or bill for expenses incurred for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services. City shall not be liable for any additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in writing. 4. TERMINATION. 4.I. Written Notice. City may terminate this Agreement at any time and for any reason by providing Vendor with 30 days'written notice of termination.Vendor may terminate this Agreement at any time and for any reason by providing City 60 days'written notice of termination. 4.2 Non-appropriation of Funds. In the event no funds or insufficient funds are appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been appropriated. 4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior to the Expiration Date, City shall pay Vendor for services actually rendered up to the effective date of termination and Vendor shall continue to provide City with services requested by City and in accordance with this Agreement up to the effective date of termination. Upon termination of this Agreement for any reason,Vendor shall provide City with copies of all completed or partially completed documents prepared under this Agreement. In the event Vendor has received access to City Information or data as a requirement to perform services hereunder, Vendor shall return all City provided data to City in a machine readable format or other format deemed acceptable to City. S. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION, 5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full disclosure in writing of any existing or potential conflicts of interest related to Vendor's services under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement, Vendor hereby agrees immediately to make full disclosure to City in writing. 5.2 Confidential Information.Vendor,for itself and its officers, agents and employees,agrees that it shall treat all information provided to it by City ("City Information") as confidential and shall not disclose any such information to a third party without the prior written approval of City. 5.3 Unauthorized Access.Vendor shall store and maintain City Information in a secure rnanner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in any way.Vendor shall notify City immediately if the security or integrity of any City Information has been compromised or is believed to have been compromised,in which event,Vendor shall,in good faith,use all commercially reasonable efforts to cooperate with City in identifying what infonnation has been accessed by unauthorized means and shall fully cooperate with City to protect such City Information from further unauthorized disclosure. 6. RIGHT TO AUDIT. l Vendor Services Agreement Page 2 of t60 '1 v f Vendor agrees that City shall,until the expiration of three(3)years after final payment under this contract,or the final conclusion of any audit commenced during the said three years,have access to and the right to examine at reasonable times any directly pertinent books,documents,papers and records,including, but not limited to,all electronic records,of Vendor involving transactions relating to this Agreement at no additional cost to City. Vendor agrees that City shall have access during normal working hours to all necessary Vendor facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. City shall give Vendor reasonable advance notice of intended audits. This section shall survive the expiration or termination of this Agreement. 7. INDEPENDENT CONTRACTOR. It is expressly understood and agreed that Vendor shall operate as an independent contractor as to all rights and privileges and work performed under this Agreement, and not as agent, representative or employee of City. Subject to and in accordance with the conditions and provisions of this Agreement, Vendor shall have the exclusive right to control the details of its operations and activities and be solely responsible for the acts and omissions of its officers, agents, servants, employees, consultants and subcontractor. Vendor acknowledges that the doctrine of respondent superior shall not apply as between City, its officers, agents, servants and employees, and Vendor, its officers, agents, employees, servants, Vendors and subcontractors. Vendor further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and Vendor. It is further understood that City shall in no way be considered a Co-employer or a Joint employer of Vendor or any officers, agents, servants, employees or subcontractor of Vendor. Neither Vendor, nor any officers, agents, servants, employees or subcontractor of Vendor shall be entitled to any employment benefits from City. Vendor shall be responsible and liable for any and all payment and reporting of taxes on behalf of itself, and any of its officers,agents,servants,employees or subcontractor. 8. LIABILITY AND INDEMNIFICATION. 8.1 LIABILITY- VENDOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE ANDIOR PERSONAL INJURY, INCLUDING DEA TH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF VENDOR, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES 8.2 GENERAL INDEMNIFICATION-VENDOR HEREBYCOVENANTS AND AGREES TO INDEMNIFY,HOLD HARMLESSAND DEFEND CITY,ITS OFFICERS,AGENTS,SER VANTS AND EMPLOYEES,FROMAND A GAINSTANYAND ALL CLAIMS OR LAWSUITS OFANYKIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO VENDOR'S BUSINESS AND ANY RESULTING LOST PROFITS)AND/OR PERSONAL INJURY,INCL UDING DEATH, TO ANYAND ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF VENDOR,ITS OFFICERS,AGENTS,SERVANTS OR EMPLOYEES. 8.3 INTELLECTUAL PROPERTY_INDEMNIFICATION -- Vendor agrees to defend, settle, or pay, at its own cost and expense, any claim or action against City for infringement of any patent, copyright, trade mark, trade secret, or similar property right arising from City's use of the software and/or documentation in accordance with this Agreement, it being understood that this Vendor Services Agreement T Page 3 of 16tM agreement to defend, settle or pay shall not apply if City modifies or misuses the software and/or documentation.So long as Vendor bears the cost and expense of payment for claims or actions against City pursuant to this section,Vendor shall have the right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim; however, City shall have the right to fully participate in any and all such settlement, negotiations, or lawsuit as necessary to protect City's interest, and City agrees to cooperate with Vendor in doing so. In the event City, for whatever reason, assumes the responsibility for payment of costs and expenses for any claim or action brought against City for infringement arising under this Agreement,City shall have the sole right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim; however, Vendor shall fully participate and cooperate with City in defense of such claim or action.City agrees to give Vendor timely written notice of any such claim or action,with copies of all papers City may receive relating thereto. Notwithstanding the foregoing, City's assumption of payment of costs or expenses shall not eliminate Vendor's duty to indemnify City under this Agreement. If the software and/or documentation or any part thereof is held to infringe and the use thereof is enjoined or restrained or,if as a result of a settlement or compromise,such use is materially adversely restricted, Vendor shall, at its own expense and as City's sole remedy, either: (a)procure for City the right to continue to use the software and/or documentation;or(b)modify the software and/or documentation to make it non4nfringing, provided that such modification does not materially adversely affect City's authorized use of the software and/or documentation; or (c) replace the software and/or documentation with equally suitable, compatible, and functionally equivalent non-infringing software and/or documentation at no additional charge to City; or (d) if none of the foregoing alternatives is reasonably available to Vendor terminate this Agreement,and refund all amounts paid to Vendor by City,subsequent to which termination City may seek any and all remedies available to City under law. Section 8 shall survive the expiration or termination of this Agreement. 9. ASSIGNMENT AND SUBCONLTRACTING. 9.1 Assignment. Vendor shall not assign or subcontract any of its duties,obligations or rights under this Agreement without the prior written consent of City. If City grants consent to an assignment,the assignee shall execute a written agreement with City and Vendor under which the assignee agrees to be bound by the duties and obligations of Vendor under this Agreement.Vendor and Assignee shall be jointly liable for all obligations of Vendor under this Agreement prior to the effective date of the assignment. 9.2 Subcontract. If City grants consent to a subcontract, sub Vendor shall execute a written agreement with Vendor referencing this Agreement under which sub Vendor shall agree to be bound by the duties and obligations of Vendor under this Agreement as such duties and'obligations may apply. Vendor shall provide City with a fully executed copy of any such subcontract. 10. INSURANCE. Vendor shall provide City with certificate(s) of insurance documenting policies of the following types and minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement: 10.1 Coverage and Limits (a) Commercial General Liability: Vendor Services Agreement - .._ Page 4 ofu160 $1,000,000- Each Occurrence $2,000,000- Aggregate (b) Automobile Liability: $1,000,000- Each occurrence on a combined single limit basis Coverage shall be on any vehicle used by Vendor, its employees, agents, representatives in the course of providing services under this Agreement. "Any vehicle"shall be any vehicle owned,hired and non-owned. (c) Worker's Compensation: Statutory limits according to the Texas Workers' Compensation Act or any other state workers' compensation laws where the work is being performed Employers' liability $100,000- Bodily Injury by accident;each accident/occurrence $100,000 - Bodily Injury by disease; each employee $500,000- Bodily Injury by disease;policy limit 10.2 General Requirements (a) The commercial general liability and automobile liability policies shall name City as an additional insured thereon by blanket endorsement, as its interests may appear. The term City shall include its employees, officers,officials, agents, and volunteers in respect to the contracted services. (b) A minimum of Thirty (30) days' notice of cancellation or reduction in limits of coverage shall be provided to City.Ten(10)days'notice shall be acceptable in the event of non-payment of premium.Notice shall be sent to the Risk Manager,City of Fort Worth,200 Texas Street,Fort Worth,Texas 76102,with copies to the Fort Worth City Attorney at the same address. (c) The insurers for all policies must be licensed and/or approved to do business in the State of Texas.All insurers must have a minimum rating of A-VII in the current A.M.Best Key Rating Guide,or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required,written approval of Risk Management is required. (d) Any failure on the part of City to request required insurance documentation shall not constitute a waiver of the insurance requirement. (e) Certificates of Insurance evidencing that Vendor has obtained all required insurance shall be delivered to the City prior to Vendor proceeding with any work pursuant to this Agreement. Vendor Services Agreement Page 5 of 160 11. COMPLIANCE WITH LAWS ORDINANCES,RULES AND REGULATIONS. Vendor agrees that in the performance of its obligations hereunder, it shall comply with all applicable federal, state and local laws, ordinances,rules and regulations and that any work it produces in connection with this Agreement will also comply with all applicable federal, state and local laws, ordinances,rules and regulations. If City notifies Vendor of any violation of such laws,ordinances,rules or regulations,Vendor shall immediately desist from and correct the violation. 12. NON-DISCRIMINATION COVENANT. Vendor, for itself, its personal representatives, assigns, subcontractors and successors in interest, as part of the consideration herein, agrees that in the performance of Vendor's duties and obligations hereunder,it shall not discriminate in the treatment or employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT BY VENDOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, SUBCONTRACTORS OR SUCCESSORS IN INTEREST, VENDOR AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND HOLD CITY HARMLESS FROM SUCH CLAIM. 13. NOTICES. Notices required pursuant to the provisions of this Agreement shall be conclusively detennined to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or representatives,(2)delivered by facsimile with electronic confirmation of the transmission,or(3)received by the other party by United States Mail,registered,return receipt requested,addressed as follows: To CITY: To VENDOR: City of Fort Worth NUBRO,INC.D/B/A BRODART CO Attn:Jesus Chapa,Assistant City Manager Richard L. Dill, Chief Financial Officer 200 Texas Street 500 Arch Street Fort Worth,TX 76102-6314 Williamsport PA 17701 Facsimile: (817)392-8654 With copy to Fort Worth City Attorney's Office at same address 14. SOLICITATION OF EMPLOYEES. Neither City nor Vendor shall, during the term of this Agreement and additionally for a period of one year after its termination, solicit for employment or employ, whether as employee or independent contractor,any person who is or has been employed by the other during the term of this Agreement,without the prior written consent of the person's employer. Notwithstanding the foregoing, this provision shall not apply to an employee of either party who responds to a general solicitation of advertisement of employment by either party. 15. GOVERNMENTAL POWERS. It is understood and agreed that by execution of this Agreement,City does not waive or surrender any of its governmental powers or immunities. Vendor Services Agreement Page 6 of 160 16. NO WAIVER. The failure of City or Vendor to insist upon the performance of any term or provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of City's or Vendor's respective right to insist upon appropriate performance or to assert any such right on any future occasion. 17. GOVERNING LAW/VENUE. This Agreement shall be construed in accordance with the laws of the State of Texas.if any action, whether real or asserted,at law or in equity,is brought pursuant to this Agreement,venue for such action shall lie in state courts located in Tarrant County,Texas or the United States District Court for the Northern District of Texas,Fort Worth Division. 1$. SEVERABILITY. If any provision of this Agreement is held to be invalid, illegal or Unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. M FORCE MAJEURE. City and Vendor shall exercise their best efforts to meet their respective duties and obligations as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to force majeure or other causes beyond their reasonable control, including, but not limited to, compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority, transportation problems and/or any other similar causes. 20. HEADINGS NOT CONTROLLING. Headings and titles used in this Agreement are for reference purposes only,shall not be deemed a part of this Agreement,and are not intended to define or limit the scope of any provision of this Agreement. 21. REVIEW OF COUNSEL. The parties acknowledge that each party and its counsel have reviewed and revised this Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or Exhibits A,B, and C. 22. AMENDMENTS/MODIFICATIONS/EXTENSIONS. No amendment,modification,or extension of this Agreement shall be binding upon a party hereto unless set forth in a written instrument,which is executed by an authorized representative of each party. 23. ENTIRETY OF AGREEMENT. This Agreement, including Exhibits A, B, C, and D, contains the entire understanding and agreement between City and Vendor, their assigns and successors in interest, as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any provision of this Agreement. Vendor Services Agreement Page 7 of 1G0 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which shall constitute one and the same instrument. A facsimile copy or computer image,such as a PDF or tiff image,or a signature,shall be treated as and shall have the same effect as an original. 25. WARRANTY OF SERVICES. Vendor warrants that its services will be of a high quality and conform to generally prevailing industry standards.City must give written notice of any breach of this warranty within thirty(30)days from the date that the services are completed. In such event, at Vendor's option, Vendor shall either (a) use commercially reasonable efforts to re-perform the services in a manner that conforms with the warranty,or (b)refund the fees paid by City to Vendor for the nonconforming services. 26. IMMIGRATION NATIONALITY ACT. Vendor shall verify the identity and employment eligibility of its employees who perform work under this Agreement, including completing the Employment Eligibility Verification Form (I-9). Upon request by City, Vendor shall provide City with copies of all I-9 forms and supporting eligibility documentation for each employee who performs work under this Agreement. Vendor shall adhere to all Federal and State laws as well as establish appropriate procedures and controls so that no services will be performed by any Vendor employee who is not legally eligible to perform such services. VENDOR SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY VENDOR, VENDOR'S EMPLOYEES,SUBCONTRACTORS,AGENTS,OR LICENSEES.City, upon written notice to Vendor, shall have the right to immediately terminate this Agreement for violations of this provision by Vendor. 27. OWNERSHIP OF WORK PRODUCT. City shall be the sole and exclusive owner of all reports, work papers, procedures, guides, and documentation, created, published, displayed, and/or produced in conjunction with the services provided under this Agreement(collectively,"Work Product"). Further,City shall be the sole and exclusive owner of all copyright, patent, trademark, trade secret and other proprietary rights in and to the Work Product. Ownership of the Work Product shall inure to the benefit of City from the date of conception,creation or fixation of the Work Product in a tangible medium of expression (whichever occurs first). Each copyrightable aspect of the Work Product shall be considered a "work-made-for-hire" within the meaning of the Copyright Act of 1976, as amended. If and to the extent such Work Product, or any part thereof, is not considered a "work-made-for-hire" within the meaning of the Copyright Act of 1976, as amended, Vendor hereby expressly assigns to City all exclusive right, title and interest in and to the Work Product, and all copies thereof, and in and to the copyright,patent,trademark,trade secret,and all other proprietary rights therein, that City may have or obtain, without further consideration, free from any claim, lien for balance due,or rights of retention thereto on the part of City. 28. SIGNATURE AUTHORITY. Vendor Services Agreement Page 8 of 160 The person signing this Agreement hereby warrants that he/she has the legal authority to execute this Agreement on behalf of the respective party,and that such binding authority has been granted by proper order,resolution,ordinance or other authorization of the entity.This Agreement and any amendment hereto, may be executed by any authorized representative of Vendor whose name,title and signature is affixed on the Verification of Signature Authority Form, which is attached hereto as Exhibit"C". Each party is fully entitled to rely on these warranties and representations in entering into this Agreement or any amendment hereto. 29. CHANGE IN COMPANY NAME OR OWNERSHIP Vendor shall notify City's Purchasing Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining updated City records.The president of Vendor or authorized official must sign the letter. A letter indicating changes in a company name or ownership must be accompanied with supporting legal documentation such as an updated W-9,documents filed with the state indicating such change, copy of the board of director's resolution approving the action, or an executed merger or acquisition agreement. Failure to provide the specified documentation so may adversely impact future invoice payments. 30. PROHIBITION ON CONTRACTING WITH COMPANIES THAT BOYCOTT ISRAEL Vendor acknowledges that in accordance with Chapter 2270 of the Texas Government Code, the City is prohibited from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it:(1)does not boycott Israel;and(2)will not boycott Israel during the term of the contract. The terms"boycott Israel"and"company"shall have the meanings ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this contract,Vendor certifies that Vendor's signature provides written verification to the City that Vendor:(1)does not boycott Israel; and(2)will not boycott Israel during the term of the contract. 31. CONFIDENTIAL INFORMATION Vendor acknowledges that CITY is a governmental entity and is subject to the Texas Public Information Act ("Act"). By executing this agreement, Vendor acknowledges that this agreement will be publicly available on the CITY's website, and Vendor is therefore waiving any claim of confidentiality, whether based in statute or the common law, to any and all materials contained as part of this agreement including all documents and information referenced herein or attached hereto. (signature page follows) Vendor Services Agreement Page 9 of 160 IN WITNESS WHEREOF,the parties hereto have executed this Agreement in multiples this 13 day of December 2019. ACCEPTED AND AGREED: CITY OF FORT WORTH: CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration of By: [� (spy this contract,including ensuring all performance and y : � reporting requirements. me: Jesus baps Title: As ' taut City Manager Date: Name: Timot y 5hidal APPROVAL RECOMMENDED: Title: Administrative Services Manager t APPROVED AS TO FORM AND LEGALITY: q By: _ _ Name Mari arvin Title- Ass' to t Library Director By; —_ ame: Ann ate ATTEST: Tit] . Assistant City Attorney l CONTRACT AUT 01VZATION: i M&C: 19-0284 By. Name: Ma yse <� :. ` < ): ol e1^5'3ag� Title: Cit Secrets VENDOR: NUBRO,INC.DIBJA BRODA :, , ;",,,." ATTEST: By: - Name: Richard L. Dill By: _ LL Title: Chief Financial Officer Name: Lisa iosi Title: Vice President, Customer Care Date: 12/18/19 CITY sk , Vendor Services Agreement Page df EXHIBIT A STATEMENT OF WORK GENERAL 1. Within 30 days of contract execution, Vendor will schedule a visit with the Fort Worth Central Library located at 500 W. V Street, Fort Worth,Texas,76102,to complete the Profile Book that defines cataloging, processing, selection lists, selection and ordering system, reports, shipping, invoicing, and other services. The Profile Book will also include timelines with milestones for initial orders,shelf-ready samples,training,and other services. 2. In the initial term of the agreement, the Vendor will provide a minimum of one two-day, on-site visit within the first two calendar months following contract execution at the Fort Worth Central Library at the Vendor's expense.Vendor will spend time with the Collection Management Division staff to discuss selection, ordering, cataloging, and processing. With each subsequent renewal of the agreement, if exercised, the Vendor will provide, at its expense, at Ieast one one-day on-site visit at the Fort Worth Central Library to meet with staff of the Collection Management Division. Vendor will conduct quarterly conference calls with key Vendor and Library staff to discuss plans, issues,and new services. 3. Vendor will assign a specific individual to be responsible for the Library account and handling customer service issues within one calendar week of contract execution. This person will be available during normal business hours Monday through Friday excluding Federal,Texas,or City holidays. Vendor will provide additional contact names,phone numbers,and e-mail addresses for cataloging and processing services. 4. Library will designate a project coordinator, list Library staff authorized to make decisions regarding Vendor services and fulfillment,and list other Library staff who are allowed to contact Vendor with questions regarding services and fulfillment. 5. Vendor's collection development and cataloging services will be managed by staff members with ALA accredited Masters of Library Science/Information Science degrees and have significant professional experience in their fields. Vendor will have sufficient selection, cataloging, and processing staff to meet the demands of this contract. 6. Vendor will provide ongoing support for its online system and provide notification when new releases or upgrades are available. Vendor will provide system support Monday - Friday 8:30am 4:30pm EST. 7. Vendor will provide one or more toll free telephone numbers and/or e-mail addresses for use in placing orders and contacting customer service representatives 8. Vendor will provide training guides and live training on its online selection and ordering system, either on-site or via webinar, to Library staff. Training schedule and format will be determined when the Profile Book is created. 9. The Library will be responsible for obtaining the appropriate personal computer workstations and Internet connections necessary to access the online selection and ordering system. Vendor Services AgreementExhibit A Page 11 of 160 10. The Library will order some materials shelf-ready. The percentage of orders that are shelf-ready will likely increase over the contract's initial term and renewals. For the purposes of this contract, "shelf-ready" means upon receipt of books, the Library staff shall verify the contents of the shipment, accept, check-in, and put the items into circulation. Shelf-ready items will have been cataloged and processed according to Library specifications and no additional cataloging and/or processing will be required of Library staff. 11. Vendor ship items to the City: a. • Vendor will ship in-stock items ordered book-only and MyIar jacket-only within an average of 1 to 2 business days of order date. b. - Vendor will ship at least 1 to 2 business days prior to street date those items ordered book-only and Mylar jacket-only that are ordered pre-publication and have an initial print run over 100,000. c. • Vendor will ship by street date those items ordered shelf-ready that are ordered pre- publication and have an initial print-run over 100,000. d. • Vendor will ship other in-stock items, whether ordered with partial or shelf-ready cataloging and processing,within an average of 6— 10 business days of order date. e. - Vendor will ship 85% of published items ordered shelf-ready within an average of 2I business days 12. Vendor shall not charge City any sales tax for items under this Agreement. 13. The Vendor will warrant all items to be new, free from defects in design, materials and workmanship,and to be fit for their intended purpose.Unless otherwise specified,all items will be guaranteed for a minimum period of 120 days against defects in material and workmanship. During this period,if a defect is found and determined not to be caused by misuse,the Vendor will replace the item free of charge to the Library,or credit the invoice if the item cannot be replaced. 14. Damaged and defective items,items damaged in shipment,picking errors,and incorrectly shipped items (for example, wrong title, wrong quantity, duplicate shipments) will be returned to the Vendor for replacement. In the event a suitable replacement does not exist, a credit memo may be issued to the Library.Vendor will issue a UPS call tag or the equivalent upon request of the Library. COLLECTION DEVELOPMENT AND ORDERING 15. Vendor will maintain the capability of providing a broad comprehensive spectrum of books in quantities to meet the needs of a large public library system. Vendor will continue to work with a wide range of publishers including small presses, large print publishers, and Spanish language publishers,including Spanish language publishers outside the United States,for the duration of the agreement. 16. Vendor will supply new trade adult and children's fiction and nonfiction in hard cover, library binding, trade/quality paperback, and mass market paperback formats. This includes graphic novels,test study guides,large print books,lift-the-flap books,board books larger than four inches square, Spanish language books,bilingual books,books with compact discs(CDs), and book and compact disc sets (Read-A-Longs). a. Adult and juvenile trade hardcover editions- Hardbound materials with wide distribution for the general consumer and with broad mass appeal. Vendor Services Agreement--Exhibit A Page 12 of 160 b. Adult and juvenile trade paperback editions - High demand paperback materials under wide distribution. These are usually oversized, of a better quality than mass market paperbacks,and do not fit in standard paperback racks. c. Mass-market paperbacks./tall mass-market paperbacks - A standard rack size or tall paperback and printed on newsprint-type paper. d. Library binding— A special hardcover binding designed to be more durable than trade hardcover editions and to withstand use in a library environment.The majority of these are children's books. Only a very small percentage of the library's orders will be library binding. c. Graphic novels—Related to comic books but typically longer and bound in a more durable format. Many are printed as serial publications where issues are released under the same title and appear at regular intervals.Under this agreement,many of the graphic novels will be purchased through a standing order plan. f. Large print - Books where the print is considerably larger than the font used in typical publications to accommodate the visually impaired. Often this is I6-point size typeface rather than 9-, 10-, or 11-point size normally used. Large print books will be ordered as part of this agreement. g. Read-A-Longs -A paperback or hardcover book with a spoken word recording with page turn signals to enable reading along with the recording 17. The Library may add additional formats as new formats become available.The Library will contact the Vendor when new formats are added. 18. The Library will use Vendor's Bibz.com for selection and acquisitions.Vendor will provide access for up to 200 Library staff at no charge. Library will designate which staff have administrative privileges. 19. Vendor will provide pre-publication alerts and customized selection lists, based on the Library's collection development profiles,for various age levels,topics,languages,and genres.Lists will be available at the Vendor's website. Library staff will be able to create orders online directly from these lists. Specific lists and delivery schedule will be mutually agreed upon when the Profile Book is created, but can be updated at any time with mutual agreement from both parties. Titles on the selection lists will meet the standards described in the RFP. 20. Vendor will automatically provide certain authors,illustrators,subjects,genres,awards,and series, including graphic novels and some mass market paperbacks,to the Library based on lists provided by the Library. The Library will be able to add to and delete from these standing order plans, as needed,whether or not they appear on the Vendor's standard standing order lists. Changes could include but are not limited to adding/deleting authors, publishers, subject areas and/or changing branch distributions and quantities 21. Vendor will support standing order plans. Certain standing order plans for specific high-demand authors, illustrators, and series will be given high priority, with the goal of having records in the online catalog so patrons can place holds up to 3 months prior to release, and receiving these materials on or before street release date. Standing order plans will be finalized when the Profile Book is created but can be changed at any time with mutual agreement from both parties. 22. Vendor will notify Library when new standing order titles are ordered. 23, Vendor will provide a rush account service that the Library can use to expedite high demand titles. Vendor and Library may agree on other types of accounts to handle street date and various other Vendor Services Agreement- Exhibit A Page 13 of 160 delivery deadlines,special collections,and service levels. 24. Vendor will provide real-time in-stock information online. 25. The Library utilizes an Integrated Library System (ILS) called Polaris ILS from the vendor Innovative Interfaces,Inc. The Vendor will recognize and interface with the Polaris ILS. 26. Vendor's website will provide online grid-ordering functionality. Library may add quantity and grid information item by item to a cart or add items using grid templates with multiple locations and funds. Library acquisitions personnel will be able to create order carts that can then be downloaded to a MARC file using the Polaris load table to create multiple funds and locations in the Polaris order record. Once the order is placed through the Library's ILS, Vendor will deliver an electronic confirmation (acknowledgement) within 15 minutes to a destination FTP site accessible by Library. 27. When the Profile Book is created, Library and Vendor will decide which Enriched order data information will be included. Options include title and copy information, branch codes, quantity per branch,call numbers,item type,location,holding codes,etc. 28. The Vendor will accept firm orders in all the following formats: EDI (Electronic Data Interchange). Vendor will provide a system with the ability to build orders containing agency,copies,and fund code information in the Library's ILS. a FTP(File Transfer Protocol) Ordering directly on the Vendor's database ® Printed purchase orders • Fax and telephone 29. The Vendor's online ordering system will be capable of processing,controlling,documenting,and reporting the following data elements: a Vendor name and address • Billed to location • Shipped to location • Account number ® Purchase order number • Title, ISBN and other basic bibliographic and format information • ILS bibliographic number,ILS item record id,or other designated match point e ILS collection code • Agencies,number of copies and fund codes • Special ordering/processing notes, to be defined when Profile Book is created • unit cost • Extended and total amounts 30. Vendor's ordering system will build an order record in the Vendor database with 970 tag or other functionality that can be used to create an order record in the Library's ILS. 31. Vendor will provide order acknowledgment,confirmation,cancellation,standing order,and status reports. Report frequency and delivery method will be finalized during the creation of the Profile Book. Vendor Services Agreement—Exhibit A - Page I4 of 160 32. Vendor will provide order status information on its website. During the creation of the Profile Book,Library and Vendor will agree on additional order status reports that may be required, 33. Vendor will automatically cancel all English language items not shipped to arrive at the Library within 90 days of the purchase order date except for titles that were ordered prior to the publication date.English language titles ordered pre-publication will not be cancelled until 90 days after street release date.Vendor will cancel all Spanish language materials not shipped to arrive at the Library within 120 days of the purchase order date except for titles that were ordered prior to publication date.Spanish language titles ordered pre-pub will not be cancelled until 120 days after street release date.Vendor will indicate the reason for the cancellation on the notice supplied to the Library. CATALOGING AND PROCESSING 34. Not all materials ordered will be cataloged and/or processed. 35. The Library's database includes bibliographic and item records for client libraries (referred to as MetrOPAC libraries) as well as Library records. These MetrOPAC libraries share bibliographic records with the Library,but many records are for MetrOPAC libraries only. If there are multiple records, the Vendor will always select a Fort Worth Public Library record over a MetrOPAC record. Details will be finalized during the creation of the Profile Book. 36. Bibliographic records will be consolidated whenever possible.Trade/quality paperbacks and mass- market paperbacks are added to comparable records for the hardcover when issued by the same publisher regardless of publication year,unless it is a revised edition.When a paperback is attached to a hardcover record,the ISBN of the paperback is added to the 020 field. 37. During the creation of the Profile Book, Library and Vendor will agree on the cataloging method (direct connection to the Library's catalog, remote Z39.50 cataloging, and/or Flex) to be used. Sources,selection,editing,and addition of bibliographic records;addition of holdings records;and updating Online Computer Library Center (OCLC) bibliographic information will follow the standards and specifications outlined in the RFP and finalized during the creation of the Profile Book. 38. If Vendor connects directly to the Library's catalog, the Vendor will be required to sign the City of fort Worth's network access agreement to connect directly to the Library's catalog.The Library will establish special accounts for the Vendor on the Library's ILS. These accounts will allow access to the ILS cataloging module to allow cataloging and holdings updates. 39. During the creation of the Profile Book, Library and Vendor will discuss options for passing complete and/or partial call numbers in the EDI orders. 40. The Vendor will be allowed a 60-day learning period for cataloging and processing from the date of the beginning of the agreement. Vendor will be required to maintain an error rate of less than 1% quarterly for cataloging. Errors are defined as variations from the cataloging and processing specifications outlined in the RFP and agreed to during the creation of the Profile Book. Library and Vendor will work together to describe the tracking and reporting process. 41. After the above mentioned 60-day learning period,the Vendor will be required to credit the Library quarterly for the shelf-ready cost of each affected item with errors.The Library will record errors as they occur and report them to the vendor quarterly for credit. The credit amount will be the full Vendor Services Agreement--Exhibit A Page 15 of 160 cost of the item's processing as defined in Exhibit B. This credit will reimburse the Library for its efforts in correcting the work of the Vendor. In addition to tracking errors reported by staff, the Library will sample random shipments for accuracy. 42. The Library will report errors to the Vendor immediately, and Vendor will take steps to ensure future shipments are correct and that percentages are within the specifications. Failure of the Vendor to maintain acceptable percentages may result termination of this Agreement. 43. Changing Library needs may result in changes to cataloging specifications. Changes will be mutually agreed-upon by the Library and the Vendor.While changes may be discussed and agreed upon via telephone, all changes will be followed up in writing via e-mail or other written communication. Vendor will have changes implemented within 30 days of written notification of the change. If changes cannot be agreed on the City may terminate this agreement with 60 days' written notice. 44. Vendor will follow the standards and specifications for the physical processing of books and Read- Alongs as outlined in the RFP and finalized during the creation of the Profile Book. SHIPPING,INVOICING,AND PAYMENT 45. The Library will work with Vendor to determine the optimal shipping schedule and methods,such as consolidated shipment, drop shipping, etc.when the Profile Book is created. 46. Vendor will furnish the total number of copies ordered of any one individual title in one shipment and fill orders for multi-volume sets in one shipment unless doing so would delay the shipment by more than five days. In the event that shipment would be delayed by more than five days, the Library will accept partial shipments. 47. All shipments must be accompanied by a packing list. Packing lists will include quantity shipped, title, author, ISBN, and purchase order numbers. Each packing slip will reference the corresponding invoice. During creation of the Profile Book Library and Vendor will determine whether each box in a shipment will contain a packing slip, or if one box will have the master packing slip. 48. Vendor will absorb all shipping and handling charges, including any fuel surcharges. Inside delivery to the Acquisitions Unit is required. Library staff will not assist with the unloading of pallets. The Library does not have a loading dock. 49. Prices shall be Free On-Board Destination. Freight prepaid(FOB-D FIP).For the purposes of this contract,FOB-D FtP is defined as: Title passes to Library when goods are delivered inside the Library's specified delivery location.Vendor pays freight when goods leave its dock.Vendor bears all freight charges. Vendor owns and is held liable for all goods, including cataloged and processed goods, and assumes liability for damagelloss while said items are in storage and/or in transit. Vendor riles claims, if any. Library understands that once materials are cataloged and/or processed to the library's specifications,the Library is obligated to receive and purchase the materials unless the items were ordered in error by the Vendor,the items are not the items ordered by City,or the items are damaged. Vendor Services Agreement--Exhibit A Page 16 of 160 50. If orders are not drop shipped,all orders will be delivered to: Fort Worth Public Library Central Library Acquisitions Unit 500 W.3'd Street Fort Worth TX 76102 51. The shipping label on each carton will list the pack date, freight carrier, purchase order number, account number,Vendor pick]ist number,carton number and individual carton weight.Each carton in a shipment is numbered,and the final carton also indicates total carton count(e.g. I,2,3, and 4 of 4). If Vendor is unable to provide all the copies required for branch distribution in one shipment, they will contact the Acquisitions Manager to agree how to handle the order. Vendor will not drop ship partial deliveries to branches. 52. Cartons will not exceed the maximum dimensions accepted by the U.S. Postal Service regardless of the carrier used. Maximum weight of each carton will not exceed 55 pounds. 53. Materials will be packed adequately to prevent damage in transit. Cartons will be properly sealed to meet or exceed recommendations and requirements of the U.S. Postal Service to ensure their arrival in excellent condition. 54. The Library may implement drop-shipping to branches in the future. Schedules and costs will be negotiated at that time. 55. Vendor must be able ship so that Library may use ILS for Advanced Shipping Notice (ASN) receiving,allowing the Library to receive items by carton. 56. Vendor will include packing lists on all shipments that are not shipped with invoices. 57. Vendor will send electronic invoice files to a destination FTP site that accessible by the Library when orders are ready to ship. 58. Vendor will provide materials invoices. These invoices can be hard copies or by electronic mail sent to Library staff members who will be identified during the creation of the Profile Book. If email is not available,and invoices accompany shipments,the carton containing the invoice shall be marked to indicate that the invoice is inside. In the event that including an invoice holds up a shipment by more than 1 day,the Library will accept shipments without invoices.The invoice must arrive within one week after the shipment has arrived. 59. Vendor's invoices for each title will include quantity, title (listed alphabetically), author, ISBN, unit list price,discount,unit price with the discount applied,and the extended total cost.The City's purchase order number and Vendor's Federal Employer Identification Number(FEIN) must also be listed on the invoice. Other invoice options will be decided during the creation of the Profile Book. 60. Vendor will invoice cataloging, processing, and any service other than the materials separately. Cataloging and processing can be invoiced separately or combined, but each cataloging and processing invoice will reference or otherwise indicate the corresponding materials invoice. Invoice cost/pricing for cataloging and processing services will be expressed in specific monetary amounts,not percentages. Vendor Services Agreement-Exhibit A Page 17 of 160 61. In the event that an invoice is incorrect,the Vendor will issue a corrected invoice. 62. In the event of an error requiring the Library to receive credit,Vendor will provide a credit memo in writing. The credit memo will include a description of what the credit was for and reference the corresponding invoice to which that the credit memo will be applied. 63. Electronic invoices are allowed by the City of Fort Worth's Accounts Payable department, but faxed invoices are not. In the event an invoice is faxed, the original invoice must also be sent to the Acquisitions Unit by mail or email. 64. Vendor must accept payment by either City of Fort Worth check, or through the City's ACH (Automated Clearing House)electronic funds transfer system. ACH is the preferred method. 65. Vendor shall send invoices with payment terms of"Net 30 days"only. 66. Vendor will make reasonable adjustments to shipping and invoicing processes as the Library develops workflow efficiencies. OPENING DAY COLLECTIONS 67. Vendor will provide collection services in conjunction with any opening day collection(ODC) at no cost to the Library above and beyond the contracted charges for such services for the general collection. ODC services will include scheduled selection lists, shelf-ready cataloging and processing, storage of materials until the Library is ready to shelve-out, and delivery to the new location.If there are special services required for collections unique to the new location,additional costs will be negotiated on a case-by-case basis. 68. Library will produce lists of titles that are to be automatically included in the ODC. Vendor will exclude these titles from any ODC selection lists. 69. Library will provide lists of standing orders for any ODC project.Vendor will exclude these titles from any ODC selection lists. 70. Vendor will create ODC lists in categories to be designated by the Library including separate adult, teen,and youth lists for Dewey number breakdowns and fiction genres. 71. Vendor ODC lists must include the following information per title: ® Author/editor(last name first) ® Title +� Publisher Date of publication Edition ® List price Discount price Q 13-digit ISBN or ISSN a Availability of the item R Binding type a Full text review,if available,or book description/annotation Vendor Services Agreement--Exhibit A Page 18 of 160 s Bibliographylsource that determined why the item is included • Indication of initial print run,if available 72. ODC selection lists will only contain items the Vendor can supply. 73. ODC fiction selection lists will be arranged by the author's last name, then first name. Multiple titles by the same author should then be alphabetical by title. 74. ODC non-fiction titles in all categories will be arranged in Dewey order,then by author or title(if title main entry). 75. Library will be given a minimum of 30 days after receipt of acceptable ODC selection list to select and place the order. 76. Previously selected titles must not appear on forthcoming ODC selection lists. 77. Vendor must provide option to receive alternate editions or formats for items on ODC selection lists. 78. Library will place ODC orders in accordance with the mutually-agreed to project schedule.Vendor will be kept apprised of revisions of the opening date. Vendor will supply and ship 90% of the items 30 days prior to opening day,provided the Library abides by the schedule. 79. Vendor will provide all staff support, office and warehouse space and the equipment and supplies necessary for the purchasing,processing,cataloging,storage and shipment of ODC items.Vendor will designate at least one individual by name to serve as its representative to Library during the agreement period. 80. Invoicing for CDC materials,cataloging and processing will occur at the end of the project once materials are received by the City of Fort Worth.Vendor will issue one invoice per ODC purchase order. 81. Materials for the ODC will be stored separately from the materials being ordered for existing branches. 82. Vendor will establish separate ODC accounts for each category of materials as defined by Library. Each fund account will have a cap determined by Library,which may not be exceeded or adjusted unless authorized by Library. 83. Vendor must issue an ODC fund report twice monthly.It will at least include: 6 Fund name Original budgeted amount ® Backorder amount m Invoiced amount e Available balance 6 Number of books invoiced Number of books cancelled 9 Number of books in process 6 Number of books ordered Vendor Services Agreement—Exhibit A Page 19 of 160 ® Number of books backordered Total balances for each category listed above 84. Orders made for an ODC will be stored and shipped at no additional cost to the Library until delivery is requested by City.Vendor will store all ODC materials in a climate-controlled facility until requested by Library.Storage should be by Dewey number ranges or other material categories and boxed and shipped in rough shelf list order. 85. Vendor will conduct an initial conference call or site visit within 30 days of an announced ODC project. An additional site visit or conference call to review and amend the Profile Book for each ODC project will occur within 45 days of such date. 86. Vendor's project contact person will be available for weekly conference calls to discuss the ODC project. 87. Vendor will work with Library to develop ODC project schedules and timelines. COLLECTION ANALYSIS TOOLS 88. Vendor will provide Edelweiss+Analytics to assist the Library with collection analysis and development. EVALUATING AND MEASURING THE SUCCESS OF THE AGREEMENT 89. The Library will conduct annual turn-around-time studies to determine if the needs of the Library are being met.The time studies will evaluate how long it takes from the date of publication or the date of order to get the cataloged and processed materials to the Library.The expected cataloging and processing error rates of less than 1% will also be taken into account when evaluating the success of the agreement.Vendor's overall fill rate for all United State imprints, for each year of the contract,must meet or exceed eighty-five percent(85%) for all items ordered. Failure to meet this measure may result in termination of this Agreement. FLEXIBILITY IN MEETING SPECIAL CIRCUMSTANCES AND NEEDS 90. Vendor will work with the Library to try to meet any special circumstances or changing needs that may occur during the contract period, such as the planned upgrades of the existing ILS, implementation of a new Integrated Library System and/or workflow and process changes. The Library will strive to he flexible and open-minded, as well. The Library will be interested in and open to ideas from Vendor on ways to improve turn-around-times, workflow, and service to our customers. 91. The Library reserves the right to add and/or delete services to this agreement. Should a service addition or deletion result in changes to payments or prices,such changes will be incorporated by amendments. Vendor Services Agreement—Exhibit A y Page 20 of 160 EXHIBIT B PRICE SCHEDULE Vendor Discounts and Pricing Based on Advertised Pricing: FORMAT FLAT DISCOUNT Adult mass market paperbacks 41.0** Adult trade hardcover 47.0** Adult trade paperback 41.0** Large print _ Discounted by format Library binding _ 24.0 Reinforced binding 41.0** Graphic novels Discounted by format Juvenile book and CD airslRead-a-longs Discounted by format Juvenile mass market paperbacks 41.0** Juvenile trade hardcover 47.0** Juvenile trade paperback 41.0** Teen hardcover 47.0** Teen trade paperback 41.0** Teen mass market paperbacks 41.0** Adult other*Non-trade 15r0** Juvenile other*-Non-trade 15.0** Teen other*-Non-trade 15.0** **Hardcover and paperback titles on which Vendor receives minimal or no discount an&or the publisher requires prepayment may be discOunted at the tion-trade discount(15%)or invoiced at the publisher's list price.There will be no additional service charge. Cataloging Services Options: 1, Book-in-hand, live in system: Flat rate$3.75 per cataloged item. Includes cataloging with OCLC records and processing. Library supplies RFID tags and barcodes. 2. Z39.50:Flat rate$3.65 per cataloged item.Includes cataloging with OCLC records and processing. Library does not supply RFID tags and barcodes. 3. Z39.50: Flat rate$3.45 per cataloged item. Includes cataloging with Vendor resource records and processing. Library does not supply RFID tags and barcodes. Vendor Services Agreement-Exhibit B Page 21 of 160 Supply Item or Process Cost per Item Spine label $0.20 Book label $0.20 Barcode label* (must be supplied by Vendor for cataloging options 2 and 3) $0.20 RFID tag*(must be supplied by Vendor for cataloging options 2 and 3) $0.60 Mylar jacket $0.55 Label protectors $0.20 Adding items to holdings record n/a Durable plastic cover to quality trade, $1.95 paperback easy readers,8X8s,picture books Other:BrodartConvert(originally published in paperback and converted to Hardcover $4.25 Additional Service Options: Access to Bibz.com, unlimited staff: no charge Customized selection lists: $250 per month for unlimited profiles Edelweissi Analytics: $18,000 per year Linked Data through Z39.50 cataloging solution: no charge Drop-shipping prices: to be negotiated if implemented Custom sorting for Opening Day Collections: to be negotiated if implemented Vendor Services Agreement—Exhibit B Page 22 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Bradart Co. 500 Arch Street Williamsport, PA 17701 800.233.8467 FORTWORTH. "'10 REQUEST FOR PROPOSAL RFP NO. 19-0184 LIBRARY BOOKS AND SERVICES Response Due:August 1, 2019 at 1:30 prn Solutions you can trust y F Vendor Service Agreement-Exhibit C Page 23 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response - eo B Brodart Books L Library Services + i 500 Arch Street.Wil[iomspori,PA 17701 .'':570+326.2461 F:570.651.1639 July 25, 2019 City of Fort Worth Purchasing Division- Lower level Zoo Texas Street Fort Worth,TX 76102 ICE. Request for Proposal,Library Books and Services DUE., August 1,2019 @ 1 r3Lt p.m. Dear Sir or Madam: Brodart is pleased to provide this document in response to the City of Fort Worth's request for proposal for library books for the Fort Worth Public Library(FWPL)for a two year period with the option to renew For three additional one- year periods.We have reviewed the RFP and fully understand the needs and requirements of the Fort Worth Public Library. We are confident that,if awarded this contract,we can continue to help you achieve your library's goals, providing you with the high quality service you have come to expect from Brodart. Brodart is proud to continue, in its go`h year in business,as the premier supplier of circulation-ready materials to public libraries.We are a full-service library company that delivers carefully vetted selections of cataloged and processed titles. Today Brodart offers state-of--the-art online tools,bibliographic services,and consulting exclusively to public libraries. Demonstrating our ongoing commitment to being the best supplier of shelf-ready print material,Brodart has once again set the standard for custom cataloging by launching a revolutionary line of cataloging and processing services which is superior to anything in the industry: o in 2015 Brodart launched"Flex"to deliver a missing level of cataloging service to a major section of the public library market—offering the highest level of customization available in an automated solution m In 2016,Brodart launched a new"Compleat" methodology in order to offer more options and faster service to our public library customers It is due to this commitment to the future of shelf-ready print material, utilizing book-in-hand cataloging and customization,that Brodart can handle FWPL's requirements with speed,flexibility and accuracy. For questions about our products and services, please contact your Brodart Sales Representative, Karen Peck, by calling 800.233.8467,ext. 6374 or e-mailing Karen.Peck@brodart.com. Questions related to our bid response or notification of award should be directed to Miranda Leathers at 800.233.8467,ext.4338 or bookbids@brodart.com. We appreciate this opportunity to submit our proposal for your consideration and request an official tabulation of competitive bidding. Sincerely, Lisa Miosi Vice President of Customer Care LMJrem cc: Karen Peck,Sales Representative Vendor Service Agreement-Exhibit C Page 24 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response FORTWORTH, PURCHASING DIVISION REQUEST FOR PROPOSALS(RFP) For LIBRARY BOOKS AND SERVICES RFP No. 19-0184 Issued:July 3,2019 PROPOSAL SUBMISSION DEADLINE: *�*�'�'�* hursday.Au�u 9 •30PM Lacal Tim ******* NO LATEPROPOSrtLS WILL BE ACCEPTED RESPONSE14 BALL$F,1 ELIVLREn M 1 11 SES SHALL_B -1r A LED-1-0 CITY OF FORT WORTH PURCHASING DIVISION CITY OF FORT WORTH PURCHASING DIVISION LOWER LEVEL LOWER LEVEL 200 TEXAS STREET 200 TEXAS STREET FORT WORTH,TEXAS 76 1 02-63 1 4 FORT WORTH,TEXAS 76102-6314 Pre-Proposal Conference will he held: NAME AND ADDRESS OF COMPANY No Pre-Proposal Conference SUBMITTING PROPOSAL: ****n******* **************** #*#****** Brodart Co. FOR ADDITIONAL INFORMATION REGARDING THIS RFP PLEASE CONTACT: 500 Arch Street Jeff Cope,Purchasing Supervisor - g?ri.f � t3uriltitc};g4?' Williamsport, PA 17701 RETURN THIS COVER SHEET WITH Contact Person: Miranda_Leathers REISPONSE TO: —_ Title: Bids and Customer Su ort Managcer Jeff Cope,Purchasing Supervisor Phone: (800)233-8467 Fax: (570)651-1639 Purchasing Division 200 Texas Street,Lower Level Email: ,bookbids a-broda .com. _ Fort Worth,Texas 76102-6314 Signature: Printed Name: Miranda Leathers Will contract he available for Cooperative Agreement use? (See Section 27,page 8)Yes No X" Acknowledgment of Addenda:#I—X #2 X T,#3_ _#4 #5--_._.._ 7 *discounts and pricing for other entities can be negotiated based on contract amount and specifications. Vendor Service Agreement-Exhibit C Page 25 of 160 Exhibit C t 9-0184 Library Books and Services Request for Proposal Response T WORTH, ADDENDUM TO I`fB NO.19-D184 LIBRARY BOOKS AND SERVICE CITY OF FORT WORTH PURCHASING DIVISION ADDENDUM NO.1 GATE ISSUED:July 12,2019 INVITATION TO DID(RFP)NUMBER:19-0184 BID DUE/OPENING DATE:August 1,2019(Unchanged) RFP No. 19-0184, issued July 2,2019 is hereby amended as follows: 1) Page 4,section 7,3 to be read as: 7,3 Tentative Schedule of Events RFP Release Date July 3,2019 Pre-Proposal Conference No Pre-Proposal Conference Deadline for Questions July 12,2019,6:00 PM(CST) Proposals Due Date August 1,2019 at 1:30 PM(CST) Proposals Evaluated August 2,2019 through August 9,2019 City Council Approval September 2019 2) Page 8,section 2a 2 and 28.2,1 to be read as, 28.2 Invoices shall be submitted to the Library Department following written notification of completion of the work from the Contractor,Inspection,and acceptance of the work by the Library Department. 28.2.1 Discrepancies from work requirements shall be corrected and accepted by the Library Department before submission of an Invoice for the work. 3) Remove Section 30.0 Background and 31.0 Objective All other termsand conditions remain unchanged. Je ( U�Ff! Puirclitasing Suiiervhsor n�oaxa��o eedMq�„car�nnea�ad¢rpnAe•n��os�oaeeo�ams�®orsrppao�eoimaoanraaeo�eaiep � By the signature affixed below,Addendum No. 1 is hereby incorporated Into and made part of the above referenced Invitation to Bid. COMPANY NAME: Brodart Co. SIGNATURE:44yj i NOTE:Company name and signature must be the same as on the original bid documents failure to return this form with your sealed bid may constitute grounds for rejection of your offer. Vendor Service Agreement-Exhibit C Page 26 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response City of Fort Worth �tklf WoRme ADDENDUM TO THE REQUEST FOR PROPOSALS LIBRARY BOOKS AND SERVICE CITY OF FORT WORTH PURCHASING DIVISION ADDENDUM NO.2 DATE ISSUED: July 18,2019 REQUEST FOR PROPOSALS(RFP)NUMBER: 19-0184 ORIGINAL RFP SUBMISSION DATE:August 1,2019(Unchanged) Addendum No.2,dated July 18,2019 is hereby amended to incorporate in full text the following provisions: 1. Questions and Answers received from email are hereby incorporated,in fill text, pages 2-3 All otherterms and conditions remain the same. Bidders are required to acknowledge this addendum by signature and submit with original proposals. All other terms and conditions remain the same. J ff Cape Purchasing Supervisor mmrtmmammmmamtimmmmoeaasesmememmememaea�emmmmmmmmaanmAm�asrma�m�m��qgrpliei By the signature affixed below,Addendum No.2 is hereby incorporated into and made part of the above referenced Invitation to Bid. COMPANY NAME: Brodart Ca. SIGNATURE:� 4j NOTE: Company name and signature must be the same as on the proposal documents. Vendor Service Agreement-Exhibit C Page 27 of 160 Exhibit C 19-0184 Ubrary Books and Services Request for Proposal Response Questions and Answers (Q&A) for City of Fort Worth RFP 19-0184 LIBRARY BOOKS AND SERVICE Q1. Regarding Item 24.0—Insurance(page 7):Should we provide a certificate of insurance with our proposal response or should these be provided upon award of contract? Al. Certificate of insurance will need to be provided at the time the contract is signed by the supplier Q2. On page 8,there are several sections that appear to make reference to another contract—should we assume these are in error? (See sections 28.2,30.0,31.0). If so,does item 28A pertain to this contract and does the Library wish to be invoiced monthly? or should we adhere to the Invoicing requirements as described in Attachment E,Section 16.0,Invoicing Services? A2. These were corrected with Addendum No.1. Q3. Regarding item 33.0—Proposal Attachments,should proposers plan to include our completed cover sheet,Attachments A, B,and C and our response to Attachment 4? Are there any other laid forms or additional submittals that are required(other than the requested samples named within Attachment 4)? Attachments 1 and 2 appear to be the samples and specification information from the Library. A3. It Is our expectation that submitted proposals will include Cover Sheet, Attachments A,8,C,any exceptions to E,responses to Attachment 4,requested samples,any changes required to G(contract), and exhibit C. Q4, Regarding Attachment E,Item 9.10.3(Page 27)—Can the Library confirm whetherthe Bibliotheca 5mart5tation and MK Solutions RFID systems are both set up with the same encoding specifications? Can you provide the encoding specifications so that we can guarantee that the vendorsupplied RFID tags we propose will work with both systems? A4. We cannot confirm because we haven't started the install on the MK Solutions RFID system however our current holdings are tagged for the Bibiiotheca SmartStation and we do not have any plans to retag our collection. With that In mind it is our understanding that the MK Solutions system will be able to read the tags that are on our materials currently. The Bibliotheca specifications are the ones included in the bid documents. LIBRARY BOOKS AND SERVICE Addendum No.2,Page 2 of 3 Vendor Service Agreement-Exhibit C Page 28 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Q5, Regarding Attachment E,item 9.11.6(Page 29)—Would a preprinted hub label that includes the requested Information(FWPL and the last four digits of the barcode)be acceptable to the Library rather than handwriting this Information on each disc? A5. Yes, but this is not preferred. Q6. Does the library use any Genre,Collection,New,Award or Holiday labels? A6,- if yes what labels are used? a)New Hook labels are used for teen and adult books published within the last year. Holiday and Award labels are used as fol Holiday—Christmas,Valentine's Day,St.Patrick's Day,Thanksgiving, Easter, Halloween,Kwanzaa, Hanukkah,July 4th Award--Newbery,Caldecott,Coretta Scott King,Pura Belpre rnedal,and Michael L.Printz award. For what audience(s)? Holiday labels are for Picture Books, b)Award labels are for children and teen collections. Does the vendor or the library supply the labels? c) Library can supply the labels if vendor requires. Q7. Would it be possible for you to provide a copy of the RFP document in Word format,to facilitate completion of Attachment 4? A7. Yes,a word document of Attachment 4 will be attached to Addendum No.2. Q8. We understand award will be made to multiple vendors. Will primary and secondary vendors be named, or will the award be made to a pool of vendors with no designation of primary/secondary vendors? A8. It is our intentlun to award to a pool of vendors with no designation of primary/secondary to allow the library to use vendors as they best suit the library's needs. Q9, 9.9.36 Vendor will change the GSAFD or LCGFT headings to Library of Congress subject headings. We believe you mean for juvenile materials. Is that correct? Yes,this applies to children and teen titles. A9. Yes,this applies to children and teen titles. LIBRARY BOOKS AND SERVICE Addendum No. 2,Page 3 of Vendor Service Agreement-Exhibit C Page 29 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response CONFLICT OF INTEREST QUESTIONNAIRE � FORD C1�� For vendor doing business with local governmental entity This questionnaire reflects changes made to the low by ri.o. 23,841h Leg, Regular Session, _ OFRCF.USEONLY this questionnaire is baing filed in accordance with Chapter 176,Local Government Coop, paw nocevad lLy rt vor itor who has a business relationship as defined by Section 176.001(1-a)with a local — j governmental entity and the vendor meets requirements under Section 176.006(a)_ By law this quGstionnai€e must be filedwith rho rmords administrdtor of thelocal governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the sialement to be tiled- Sse Section 176.006(a-1),Local Government Coda, A vendor commits an offense 0 the vendor knowingly violates Section 176.0t36, Local Government Code.An offense under this section isarr,i 4r1,.;,;1,i Name of vendorwho has a business relationship with local governmental entity. Brodart Co. f. � Check this box if you are filing an update to a previously nterl gttestlonnatre. IThe law ref. , that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally itled questiannalre was incomplete er it E-mu,-� Name of local government off Icer abotd whom tha information to thlssectlon Is being disclosed, --.._._ WA Name of Officer This seetian (item 3 including subparts A. 8, C, R D) must he completed far each officer with whom the vendor has an employment or other business relationship as defined by Section 176 OD1(1-a).Local Government Code. Attach additional pages to this Form CID as necessary, A is the local government officer named in this section roce wing or likely to receive taxable income.other than lnvestrnenl income, from the vendor? L.� Yes No B Is the vendor receiving or Melly to receive taxable income,other than investment income,from or at the direction of the local government officer named in this section AND the taxable fricome is not received from the focal governmental entity? Yos No G Is the filer of this questionnaire employed by a corporation or other business entity with respect to which It*local government officer serves as an officer or director,or holds an ownership interest of one percent or rnorev L. j Yes X No D Describe each employment or business and family relatrurtshrp wish the local govemment officer named in this secion N/A I _J fd 7/25/2019 8tgna rr vondar dwul;�Ii1Ps.f with the governmental e€m;y Date Adopted a r ..!I. bequest:ror Proposal.Fort Worth BrodartCo. Page 3 Vendor Service Agreement-Exhibit C Page 30 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response ATTACHMENT-B BIDDER'S CONTACT INFORMATION Bidder's Name Brodart Co. Bidder's Local Address:500 Arch Street,Williarrrsport, Phone: 800-233-8467 Fax 570-651-1639_ Email:bookbids(a.brodar#.cq_M Name of person assigned specifically for this Agreement Name/Title Miranda Leathers,Bids and Customer SuW_aq Vlanaper Phone:800-233_8467 ext.4338 Fax: 570-651-1639 Email: Miranda.Leathers tarodart.com Name of persons for renewal information and/or billing questions: NamefTi ie Barb Fritz Customer Care Manager Phone:800-233-8467 ext.6266 _ Fax: 570-651-1639_� Email: Barb.Fritz brodart.com _ s NamefUlle N1A Phone: - Fax: Email: ,.a Lisa MlDs 7/25/2019 Sig'hatu a �—� Printed blame � Date =Inv 11roposst:I'4)ir77 ilt Brodart Co. Vendor Service Agreement-Exhibit C Page 3 PHU$ Exhibit C 19-01 Sal Library Books and Services Request for Proposal Response ATTACHMENT-C REFERENCE SHEET Please complete and return this farm with your bid. The bidder shall furnish references for at least three(3)recent customers to whom products and/or services have been provided that are similar to those required by this solicitation, The City will be the sole judge of references. Please use additional sheets. 1, Company's Name Las Vas Clark Co Name of Contact unty Librart?jsirict _._ Rebel Colbert _ _ Title of Contact }lead of Collection and Bibl' La hic 5 ices Present Address 7060 W.IMndmill Lane City, State,Zip Code Las as NV MW _ Telephone Number ( 762 )507-6310 Fax Number(ilia ) f Email cnlbertr( lvccld,org Z Company's Name Los Angeles Public Libras r� Name of Contact Peggy Murphy _ Title of Contact Collection Services Manager Present Address 630 West Fifth Street City, State,Zip Code Los Angeles, CA 90071 —.- Telephone Number ( 213 ) 228.7191 Fax Number( n/a } Email m h 1 I_o 3_ Companys Name Aranne County Public Libraries Name of Contact Julie Quiilman — —_ Title of Contact 8ibbkggranhic Serviegs Manager Present Address 1501 E.Saint Andrew Place Cit)4 State,Zip Code Santa Arta, CA 92705 Telephone Number (714 )666-3086 ` Fax Number—(Ma) Emall julie.quillman@occr.ocgov.com Request for Proposal-Fort Worth - —— - - - — — Brodart Co. Page S Vendor Service Agreement-Exhibit C Page 32 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Executive Summa r Brodart is the premier supplier of shelf ready print material in the public library market. With 80 years of experience in delivering quality,service and new concepts to the library market Brodart is a strategic partner and primary materials vendor to many of Fort Worth Public Library's peer libraries such as: Dallas Public Library • District of Columbia Public Library • Salt Lake County Library • Free Library of Philadelphia • Las Vegas-Clark County Library District • Los Angeles Public Library • Orange County Public Libraries Our references and experience clearly demonstrate our ability to meet the FWPL's requirements for supplying jackets only,books only and fully processed shelf-ready material. From title selection to shipping and delivery,we'll take care of the details. Brodart's team becomes"your team"from start to finish helping ensure a successful outcome.We partner with you from the start to evaluate your requirements and help define your specifications. Brodart recognizes that each library is unique and that services should be tailored to meet your every need. We welcome the opportunity to continue our partnership with the Fort Worth Public Library. Inventorry&Onerativns Brodart provides a comprehensive range of books necessary to meet FWPL's needs. For the past 80 years Brodart has been 1.00%focused on satisfying public library requirements. It is because of this effort that all of our inventory and production processes are designed to provide the most comprehensive range of books to meet the unique needs of public libraries.Our distribution facility manages annual public library demand for over five million items from more than fifty thousand publishers, Our inventory includes public library relevant English and Spanish new releases and retrospective titles for adult and children, research and technical materials,large print and small press titles. Brodart's purchasing profiles are specially formulated to meet the needs of the public library market, We order material from publishers daily to ensure our customers receive their orders quickly and efficiently, our•state-of-the-art fulfillment system ensures rapid turnaround time for all titles. Because we have all our resources centralized in one location,we can efficiently and effectively process,fill and ship orders. Our algorithm for success alloys us to deliver fill rates of greater than 98%for available titles. Artier i llgriL ent Brodart's products and services are designed exclusively for libraries. Our experience and history combined with new technology and evolving library practices allows us to continually enhance library products and services. Our state-of-the-art Oracle system allows solutions for order management, collection development,information access,account creation,cataloging, processing and reports, our order management process provides a complete package of services that can be customized to meet the requirements in your RFP. Requwit for Proposal:Fort Worth Brodart Co. rage 6 Vendor Service Agreement-Exhibit C Page 33 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response CoJIectic►n De_ Xelapment Services Whether you are building a new collection, rounding out an existing one,or trying to stay abreast of forthcoming titles,you know that managing a library collection is a challenging and time-consuming task. Brodart's Collection Development Services can help. Our collection development team has the knowledge,experience,and customized selection tools to help you build and maintain a quality collection for your library. We understand the importance of receiving popular material as quickly as possible to fill the FWPI. patron demands;therefore, Brodart offers a number of selection tools and services to assist the library to meet these needs. Since 1987, Brodart has provided many public libraries with specialized Collection Development Services for bath ongoing and opening day collection needs. Many of our Collection Development Services such as:TIPSO(profiled selection lists),FASTipsO(standing orders), Collection BuilderO(customized selection lists)and vendor selection services are industry leaders. Bibz Bibz,our online collection development and ordering tool,was designed by librarians for librarians and offers flexibility in searching,selection,list building and ordering.Rich title description for nearly five million English-language and Spanish-language titles is available for searching and title display. Specialty or custom collection development lists are readily available for simplified selection.Bibz has a simple user interface that is packed with powerful tools to simplify the selection and acquisitions processes. Cataloging and Processin once titles are ordered,we catalog and process your materials with book in hand to reflect your detailed specifications. You may choose any combination of Brodart's high-quality cataloging and processing options to ensure you receive shelf-ready books designed to meet your library's needs. Brodart,the first shelf-ready cataloging service provider,introduced cataloging and processing services for libraries in 1958,branching into Compleat Book-Serv®,our premier cataloging and processing service,in 1985.In 2011 we launched Flex,a revolutionary new line of services that combines the benefits of book- in-hand cataloging with the simplicity and speed of an automated process.In 2015 Brodart launched a new"Compleat"Z39.50 cataloging solution in order to offer more options and faster service to our public library customers. Custom.ey Care What sets Brodart apart from other vendors is our deep partnership with our customers. We deliver unrivaled customer care throughout the setup,delivery and every-day process changes that occur in the library over time. We offer a dedicated team of account managers,project managers,information technology,collection development,cataloging and acquisitions specialists-all who provide top-quality customer support. They are experts in their fields and in serving large and small public libraries across the rountry_ Our cataloging and collection development teams are led by MLS-degreed librarians. Brodart's long and successful history has built countless partnerships with libraries and enabled us to provide the most experienced workforce in the industry. We deliver personalized service and are committed to finding the most comprehensive and efficient solutions available. Request for Proposal:Fort Worth Brodart Co. Page 7 Vendor Service Agreement-Exhibit C Page 34 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response ATTACHMENT—E DETAILED SCOPE OF SERVICES/SPECIFICATIONS 1.0—3.0 VALUE OF AGREEMENT,TYPES OF BOOKS, EVALUATION FACTORS AND SPECIFICATION REQUIREMENTS Brodart has read and understands these sections of the request for proposal. We do not take exception to any of these items. 4.0 VENDOR'S ACCESS TO INVENTORY AND DELIVERY SERVICES Inven-. tory Brodart provides a comprehensive range of library books to meet FWPL's needs.Our inventory includes new releases and retrospective titles for adult and children,research and technical materials,large print and small press titles. Because we have all our resources centralized in one location we can efficiently and effectively process,fill and ship orders. Our state-of-the-art fulfillment system ensures rapid turnaround time for all back-ordered titles. Our Williamsport,Pennsylvania facility handles over 265,000 titles annually,representing in excess of five million volumes. Meeting the ever expanding needs of the 21st century library is a challenge we take very seriously.As a result,we have established,and continue to develop, business relationships with more than 50,000 publishers, including small and academic presses. To meet the diverse needs of today's multicultural society we offer expertly selected collections of Spanish language materials.We currently offer approximately 70,000 Spanish language titles distributed by over 1,100 publishers, both domestic and off-shore.These include titles published originally in Spanish as well as translations of English titles,Spanish titles are available fully cataloged and processed. Items are stocked according to library needs. Inventory status can he checked in Bibz our online collection development and ordering tool. If an item is not in stock,our order fulfillment system places orders with all publishers on a daily basis to fill customer backorders quickly. In order to provide the fastest possible service to our libraries,we do not require minimum Order quantities and we do not accumulate customer orders to meet a minimum order quantity. Rene_._. �aterigls by Street Date We understand the importance of receiving pre-publication materials prior to street release date. Our policy is to catalog, process and ship items immediately upon receipt from the publisher. As a result, the library will receive items prior to street date. Because these items arrive at the library on or before the street release date,we ask that our customers have policies in place to ensure that they are not released to the public prior to this date. These titles will be clearly identified on your packing list. Rust Account Service To expedite high demand titles we suggest a separate rush account so that you can designate your high priority titles.We ask the library to limit orders on your rush account to 20 percent of your total orders. Request for Proposal:Fort Worth Brodart Co. Page 13 Vendor Service Agreement-Exhibit C Page 35 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 5.0 SHIPPING AND DELIVERY SERVICES Derlyeyy Brodart will make the initial shipment of material within one day for unprocessed books and books with jackets and within 7—10 days for shelf ready material. We will only send partial quantities of a title at the request of FWPL. Your account manager will work with the appropriate library staff to obtain direction for those situations in which the order will be delayed for more than five days because only a partial shipment is available. Paclk in anc MarkEn of 5h ment_s Separate accounts are established for each type of material and priority level(i.e.items only,processed only,standing orders and cataloged orders). All cartons are labeled with the account type and the number of cartons in the shipment,so that when they arrive at the library the account type can be clearly identified. The shipping label includes the account name,purchase order number and packing slip number and is applied to the top of each box. We take special care when packing your order. Brodart's boxes are made of heavy corrugated cardboard and are extremely durable. Larger items are packed first,then smaller ones and are packed spine-to-spine to prevent damage.The number of items,their thickness,and weight determine the size of the box used for packaging. Boxes are filled with thin newspaper-type packing paper,self-adhesive shipping labels are applied to the top of every box. Boxes are sealed with tape that is constructed of paper,string,and glue. Boxes within a shipment are numbered (i.e.1 of 6,2 of 6,etc.)and indicated on the tap of each box. The maximum weight of each carton does not exceed 55 pounds. Pachin soli Brodart's packing slip,which includes the title,author, ISBN,quantity shipped, customer purchase order,and list price of each item, is packed in the last carton of every shipment. The carton indicates that a packing slip is enclosed.This packing document shows a control number,which can be matched with a corresponding invoice, Method of Shj merit Shipments are sent via best method(common carrier, LISPS,or UPS Ground)and designated for inside delivery.All shipments are F.O.B.destination from our warehouse to the Fort Worth Central Library located at 500 W 3`a Street, Fort Worth,Texas at no additional charge. FWPL currently receives shipments twice weekly;however other shipping schedules such as once weekly or daily are available. Our delivery schedules are very flexible and can be customized to accommodate your library's needs. Brodart will be happy to work with the library to accommodate changes in shipping requirements as they arlse. Dry§h :IpAlng tq_Branches Branch shipping is also available for an additional fee.Shipping accounts would be set up for each branch location and items would be delivered directly to the branch. A packing slip would be included in each branch shipment. Invoices could be generated to match each branch shipment or a single daily invoice could be generated that consolidates all branches. Request f©r Prop©saI:Fort Worth Brodart Co. Page 9 Vendor Service Agreement-Exhibit C Page 36 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 6.0 COMPETITIVE PRICING OF PRODUCTS Brodart has offered the most competitive discounts on all material to be covered by this contract. items will be supplied to the FWPL at publisher's list prices and not freight pass- through prices less the discounts quoted on Attachment 4. 7.0 ABILITY TO CATALOG AND PROCESS AS SPECIFIED As FWPL's current vendor,we have been providing cataloging and processing services according to your specifications for the past S years and we are confident we can continue to meet your expectations. All material ordered on your shelf-ready account will be processed following the requirements in this RFP. Brodart will verify whether a bibliographic record exists in the library's database for each title ordered by using the matching criteria as defined by FWPL. We will notify the library of any duplicate records found. If a MARC record is found in FWPL's database,Brodart will simply add an inventory (holdings)record. We will use the call number listed in the 099 field,if available. If an 099 field is not available,we will use the call number listed in the Central Library's(CEN)holding record. When accessing Polaris via Z39.50 we would need to access the Central Library's holdings in a 9XX tag or equivalent. Our catalogers will add the publication date/copyright date to the last line of the call number. If only a short on order retard is found, Brodart will overlay this record with a full bibliographic record in MARC format. We will then add appropriate inventory(holdings) records. If a record is found that does not have FWPL's OCLC code in the 040 or 049 field,Brodart will supply a full bibliographic record in MARC format if necessary,and add inventory(holdings) records while not changing the holding records that already exist. If no record is found,Brodart will supply a full bibliographic record in MARC format and add inventory(holdings)records. If multiple records are found in the database, Brodart will notify the FWPL Cataloging Unit. We recognize that the FWPL database includes bibliographic and item records for MetrCIPAC libraries. If multiple records are found,we will always select a FWPL record over a MetrOPAC record. We will consolidate records whenever possible,adding trade and mass-market paperbacks to the comparable hardcover records along with an additional020 field. New large print titles will be put on separate bibliographic records. Request For P;PlISal_Fort Worth Brodart Ca. Page 10 Vendor Service Agreement-Exhibit C Page 37 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 8.0 CATALOGING METHODS FOR BIBLIOGRAPHIC AND HOLDINGS RECORDS Compleat Brodart was the first book vendor to offer customized cataloging and processing services and has been providing libraries with shelf-ready books since 1958.Today,Compleat Book- 5ery carries on this tradition of excellence.Compleat Book-Sere offers material-in-hand cataloging,customized bibliographic records in MARC format for every title ordered by FWPL,classification tailored to fit within your library's existing collection,customized holding records,and detailed physical processing to reflect your specifications. Our catalogers are experienced in providing cataloging to libraries that are part of a consortium with a shared bibliographic database such as FWPL and other similar libraries. FWPL currently utilizes our Compleat cataloging service. A team of both professional and paraprofessional catalogers and processors are already trained on FWPL's customized specifications and will retrain on your account throughout the contract period. Because of this well-established relationship,we feel Brodart has a comprehensive understanding of FWPL's needs and can easily fulfill the requirements of this contract. Compleat CatalanM9je hodo�a Brodart's Compleat cataloging service provides book-in-hand cataloging and item level processing for your entire collection. Brodart offers two methods for performing customized book-in hand cataloging. Because your RFP describes both real-time live access to Polaris as well as a remote Z39.50 option for cataloging we are describing and pricing both methods. Note that the Z39.50 process offers two choices for cataloging records, priced separately as Option 2 and Option 3 on Attachment 4. Both the Direct access and the Z39.50 access methods will provide FWPL with customized cataloging and classification aligned with your local practices and specifications in Section 7- ABILITY TO CATALOG AND PROCESS AS SPECIFIED,Section-B CATALOGING METHODS FOR BIBLIOGRAPHIC AND HOLDINGS RECORDS,Section 9 CATALOGING SPECIFICATIONS and In Attachment 2. Pricinjj Option#1- Direct Access to Polaris(Book in hand live In systpml Currently our catalogers maintain a direct connection to your Polaris database and add bibliographic records and holdings in real-time. With book in hand,Brodart's catalogers access FWPL's database to locate a matching record following your matching criteria. Using the matchpoints and requirements specified by FWPL, the catalogers determine if an item can be processed as an added copy or if new cataloging is required. If a matching FWPL record is found in Polaris,the accuracy of the record is verified and the library's existing call number is used to create labels and to complete the item level processing. When new cataloging is required,our catalogers use the OCLC Connexionlo Client to access your OCLC account via a third-party agreement. Compleat Book-Sery catalogers review, modify and upgrade existing OCLC records or provide original cataloging. Holding are updated in the OCLC database with FWPL's holdings symbol. A local call number is added in the 099 field for new records and is used to print labels and to complete the item level Request for Proposal Fort Worth — BrodartCo. page 11 Vendor Service Agreement-Exhibit C Page 38 of t60 Exhibit C 19-0184 Library Books and Services Request for Proposal Response processing. Pricing Options.#2&#3-Z39.50 Access to Polaris Our Z39.50 cataloging solution offers new cataloging options,a simplified technological interface and faster service. This new process,available since 2015,offers libraries that require customized cataloging services an efficient and cost-saving alternative to working in real-time in Polaris. Many of our long term Compleat Book-Sere libraries are choosing to move to Z39.50 access in order to take advantage of the new features offered by this latest evolution of our cataloging services. With this cataloging option FWPL staff will import the MARC and item information into Polaris in batch mode. Brodart recommends this option as the best solution to meet FWPL shelf-ready needs. With book in hand, Brodart's catalogers will access FWPL's database via Z39.50 to locate a matching record following your matching criteria. When a matching record is found in Polaris,FWPL's local call number in the 099 field of the MARC record will be used to print labels and to complete the item level processing. A holdings record will be created for each item being added to the collection following your Polaris holdings record mapping requirements. When new cataloging is required,our catalogers will locate a matching record and review, modify and upgrade the record to meet your cataloging requirements. A local call number will be assigned in the 099 field to meet your classification requirements and will be used to print labels and complete the item level processing. Next,a holdings record will be created for each item being added to the collection following your Polaris holdings record mapping requirements. After cataloging has been completed,all bibliographic and holdings records will be saved to files which will be available to the Library via FTP or email. An email notification will be sent to library personnel so the records can be retrieved and loaded into your database. These files will be posted once a day. On a daily basis Brodart will also send a file to OCLC containing the new titles added to your database. OCLC processes these files each night to add your holding symbol to the new titles. In order to initiate this service the library must request a data sync collection Ill from QCLC. There is no charge from either OCLC or Brodart for this holdings update service. Z39.50 Cataloging Resources With the Z39_50 option you can choose your source for new cataloging records. Pricing is different for the two Z39.50 cataloging resources and is presented in Attachment 4 as Options 2 and 3. The resource record options are: OCLC(Pricing option 2 on Attachment 4) When new cataloging is required,our catalogers will access your OCLC account via Z39.50 to identify a matching record. Compleat Book-Sery catalogers will review, modify and upgrade existing OCLC records or provide original cataloging. A local call number is added in the 099 field for new records and is used to print labels and to complete the item level processing. Request for Proposal Fort Worth -- Brodart Co, Page 12 Vendor Service Agreement-Exhibit C Page 39 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Brodart MARC Resource Record(Pr cin o tion 3 on Attachment 4 When new cataloging is required,our catalogers will search the Brodart MARC Resource database to locate a matching record. Compleat Book-Sere catalogers will review, modify and upgrade Brodart MARC Resource Records or provide original cataloging when no record is found. A local call number is added in the 099 field for new records and is used to print labels and to complete the item level processing. Brodart uses the Library of Congress cataloging database as our primary resource for MARC records. If a Library of Congress record is not available,we create an original record with book in hand. We adhere to the Library of Congress rules for both MARC format and authority control. You can be assured that you will always receive full-level, high quality cataloging records for your material, We base our descriptive cataloging on RDA(Resource Description and Access)and the accompanying Library of Congress-Program for Cooperative Cataloging Policy Statements(LC-PCC PSs)or AACR2r(Anglo-American Cataloging Rules, 2nd edition revised)and accompanying Library of Congress Rule Interpretations. When an RDA record is available,we accept and modify the record according to RDA;when an AACR2r record is available,we accept and modify the record according to AACR2r. When both an RDA record and an AACR2r record are available,we will choose the RDA record and modify the record according to RDA. If no record is available,we catalog according to RDA. In addition, we use Library of Congress Subject Headings, latest edition, Dewey Decimal Classification,23rd edition, MARC 21 specifications and Guidelines on Subject Access to Individual Works of Fiction,Drama,Etc,(GSAFD,2nd Edition), We adhere to the Library of Congress rules for both MARC format and authority control. 9.0 CATALOGING SPECIFICATIONS—section 9.1 through 9.9.43 As FWPL's current vendor,we have been providing cataloging services according to your specifications for the past 5 years and we are confident we can continue to meet your expectations. All material ordered on your shelf-ready accounts will be processed according to the specifications in Section 7-ABILITY TO CATALOG AND PROCESS AS SPECIFIED, Section-B CATALOGING METHODS FOR BIBLIOGRAPHIC AND HOLDINGS RECORDS, Section 9 CATALOGING SPECIFICATIONS and in Attachment 2. We understand your requirements for a 60-day learning period,monitoring and reporting cataloging errors with a 1%error rate on a quarterly basis. The 60-day learning period will not be required since we are yourcurrent vendor and catalog your materials on a daily basis. All changes to cataloging specifications must be documented in writing via email or other written communication. Brodart will have changes implemented within 30 days of written notice of the change. We reserve the right to review pricing associated with any changes for possible adjustments. Fees for cataloging services will be invoiced separately from materials. Requcsttor Proposal:I-art Worth -- _ - - - _- - - _ - - Brodart Co. page 13 Vendor Service Agreement-Exhibit C Page 40 of 160 Exhibit C 19-019 4 Library Books and Services Request for Proposal Response PHYSICAL PROCESSING FAR BOOKS-_section 9.10.1 through 91D,�1 As FWPL's current vendor,we have been providing processing services for the past 5 years according to your specifications and we are confident we can continue to meet your expectations. All material ordered on your shelf-ready accounts will be processed according to the specifications in Section T-ABILITY TO CATALOG AND PROCESS AS SPECIFIED, Section-B CATALOGING METHODS FOR BIBLIOGRAPI[AC AND HOLDINGS RECORDS, Section 9 CATALOGING SPECIFICATIONS and in Attachment 2. Processing components for shelf-ready books will include a barcode label,RFID tag, mylar jacket,label protectors for books without dust covers,spine label, book label,genre labels, classification labels and New labels. If a Z39.50 cataloging service is selected Brodart must supply the Barcode label and the RFID tag. The RFID tag will be guaranteed to work with both the Bibliotheca SmartStation system and MK Solutions. We recognize your requirements for a 60-day learning period,monitoring and reporting processing errors with a 1%error rate on a quarterly basis. The 60-day learning period will not be required since we are your current vendor and process your materials on a daily basis. PHYSICAL PROCESSING FOR READ ALONGS-section 9.11.1 through 9.11.E Processing components for shelf-ready Read Alongs will include a barcode label,spine label, book label,CEO pockets,purple CD genre label, FWPL CD hub label,RFID tag,mylar jacket and label protectors for books without dust covers. Processing will also include FWPL and the last 4 digits of the barcode handwritten on each disc. If a Z39.50 cataloging service is selected Brodart must supply the Barcode label and the RFID tag. The RFID tag will be guaranteed to work with both the Bibliotheca SmartStation system and MK Solutions. 10.0 PRICING FOR CATALOGING SERVICES Brodart understands the different levels of cataloging services that will be required to fulfill the contract specifications and we have provided the applicable pricing in Attachment 4. As requested,cataloging and processing charges will be invoiced separate from the material. 11,0 PRICING FOR PROCESSING SERVICES Brodart is currently providing processing of FWPL's adult and children's material using quality processing supplies. If awarded this contract,we will continue to use material that will not compromise the quality of the final product. Pricing has been included in Attachment 4. As requested,cataloging and processing charges will be invoiced separate from the material. Request for Proposal:Fort Worth Brodart Co. Page 14 Vendor Service Agreement-Exhibit C Page 41 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 12.0 PRICING FOR DATABASE SERVICES Bibz.com, Brodatt's collection development and acquisitions database,will be provided to FWPL free of charge for the term of this contract, This includes unlimited users,full grid functionality,and access to all available full text reviews. Review journals,awards lists,and bibliographies are indexed and fully searchable through Bibz.Additional information on Bibz can be found in Exhibit 1. FWPL currently subscribes to sixty customized Diamond TIPS profiles. These lists are posted to FWPL's Bibz.com accounts and provide notification of new and forthcoming titles. The service is designed to make selection as efficient as possible by eliminating duplicates and bringing reviews from multiple sources together. This service is described further in section 13.0 below. FWPL has been paying a total of$250 per month for these lists. FWPL Bibz users At present all FWPL users except two are set up with administrative access levels. That means that they can add and delete users;assign accounts, profiles,branches, and funds to users;create families of users;create grid values and grid templates;and assign those templates to users. Six users have the ability to submit orders online. The usernames and individuals are as follows: FORTW01 Liliana Cano FORTWO2 Michelle Morris FORTW03 Karen Jensen FORTWO4 Deborah Duke FORTW05 Kathryn King (Online ordering enabled) FORTW06 Joseph Kozak (Non-admin) FORTW07 Kathryn King (Online ordering enabled) FORTW21 Alexis Carter FORTW29 Beth Walters FORTW30 Kathryn King (Online ordering enabled) FORTW31 Coco Parish FORTW33 Crystal2alazar (Online ordering enabled) FWPLORDERS Orders Orders PFekety Peter Fekety (Nan-admin) The administrators can create usernames for an unlimited number of public service staff members. During the username creation process they would simply not give these users administrative privileges. Bibz.com provides in-stock inventory information with quantities. There is no charge for this feature. Request for Proposal;Fort Worth Brodart Co, Page 15 Vendor Service Agreement-Exhibit C Page 42 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 13.0 QUALITY AND DEPTH OF ONLINE SERVICES AND COLLECTION DEVELOPMENT TOOLS The Bibz.com database is updated with new titles,title status, price information,and new data (such as cover images and full text reviews)on a daily basis. Inventory status shows unallocated inventory. Publisher inventory is also displayed for participating publishers. Please note orders placed for items not in Brodart's inventory are ordered immediately from the appropriate publisher. Our order fulfillment system places orders with all publishers on a daily basis via FTP or email. in order to provide the fastest possible service to our libraries, we do not require minimum order quantities and we do not accumulate customer orders to meet a minimum order quantity. This policy allows us to fill orders quickly and efficiently. Prepublication orders are encouraged since this allows the materials to be sent to the library as soon as they are available from the publishers_ Bibz Access FWPL is currently using Bibz.com.Staff members can access Bibz.com with their existing usernames to search,build lists,access custom lists,download MARC records and review all functionality as desired. We have created a new username forthis bid where you will find our sample lists. This username also has access to all accounts,branches,funds and grid templates. This username can be deleted after the bid review process is complete. Username; FortWBid Password: Welcome Grid System Bibz.com provides brief on-order records with item level information through the Download MARC Records function within a list. Brodart enters the accounts,processing profiles,and branch locations.FWPL controls the values that are loaded for the grids for collection codes, item types,and funds. There is not a limit to the number of funds that can be entered. There is a custom MARC map already set up for FWPL.This can be modified if needed. I=re-publication Notification Insight,our monthly online catalog which announces forthcoming popular titles, is available in the special lists section on Bibz.com. Brodart provides the premier new title selection service,TIPS(Title Information Preview Service).Subscribers set up custom profiles,thereby designing their own selection lists and delegating the production of those lists to Brodart. Many large urban library systems use Brodart's TEAS forongoing collection development. These include Harris County Public Library, Free Library of Philadelphia, Las Vegas Clark County Library District,Los Angeles Public Library,and Miami�Dade Public Library. TIPS provides custom profiling through the selection of age ranges desired,subject coverage,sources of titles(i.e. review journals,publishers,series,authors),relation to publication date,and material types to be covered, Each library selects its own frequency (weekly,twice monthly or monthly). Request for Proposal.Fort Worth Brodart Co. Page 16 Vendor Service Agreement-Exhibit C Page 43 of 160 Exhibit C 19-0184 Literary Books and Services Request for Proposal Response FWPL relies heavily on announcements of forthcoming titles through their TIPS selection lists. FWPL currently subscribes to 60 Diamond TIPS profiles for ongoing selection lists. As an example,the Adult Fiction Starred Reviews TIPS list uses three journals to identify popular and important titles. The Picture Books-Hot list uses Brodart's hot demand level. These TIPS lists are posted to FWPL's Bibz.com accounts. The selector can then see all the title detail information available for each title, Including print run(when provided by the publisher). Existing profiles can be adjusted or additional profiles could be added at any time. Online Selection Lists The TIPS profiles described above provide regularly scheduled lists of current fiction and nonfiction. All profiles were developed by FWPL selectors. In addition to profiled TIPS lists,.Fort Worth selectors have access to hundreds of specialty lists from which to choose. Not only are the lists separated into age ranges and categories, they can also be filtered for custom searches to help you find exactly what you're looking for.These lists contain topics of interest to public libraries and are updated on a regular basis. They are available free of charge to all Bibz users. The topics include: 9 Awards m Featured Lists Graphic Novels ® Insight • Opening the Book • Public Library Collection Builders • Spanish Request fnr I Imp u%A:Fnrt Worth - BrodartCc. Page I? Vendor Service Agreement-Exhibit C Page 44 of 160 Exhibit C 14-0194 Library Books and Services Request for Proposal Response SPecial Lists available in 6ibz WBi m usrs M��' Prodaf�8d0[6!&AY I�4[etslOJSfitcAE� eIBSA.71PaOCt999953•�w+ List Man er _ QJ URM!Ana s Sgerkdan cL.. ker trinL-r 7a19 Ad&chrisAw Mdnn B7r1#me 2S 1 >' Sepler.i�er 2b19 i'd.b halt pap�tdaack 07r1r✓7F ty s:�i, (. 'r Sepltrr�Ler 10i9 Adult LAWn Flnforl 07/1N20!a it L " Saptffob r 2619.Adult Tradd OnOkt 0711!',L113 IrA �yt Lists Shared To I I wit-her 2po-AMi rem ae ki 07M&2n1a t. Me F_) s. September2019 Adult Mass AAA Lit Pap'altalk p7lTtV20T9 187 sYseirem* 2019,Mutt Lu{r T}Pe 07l1 r.•,I!7 sll September 2019.Adds HardCaver 071%721111 492 > August2019 Adult ChristianFletlon 061171_a1s to Att"t 2019.Adult Trade Paperback OU1712019 d82 L A.,lult-M5 A"JUAUnrinlon 06/17/2019 A 1-1 -7 August 2019 Adut 7raVW&ooks 0014712019 70 11i1111dren td11F L.1 ': AlippoMm Allu11TOL600lu 0411,0014 H Teen 136J L - Aug9sT 2019,Adult Mais Market Paperhack oAri Jlf6t9 171 AdllEt {9g1 © - August 2019,Adult rs=rvle 9611'u7aLa lab 1 » ALgNt 7019-Adult H3rdcMr OU171E919 380 I I plpX10 MiAlfhhdanritilm ia 7it1 IOV ZU11 AdUt Trade Papultat k 0=12015 9( luly]CL9 AdWi Urh3ntlnlan p510912p19 { L 3 July 2019 Adult Travel Books 0510*2019 63 r " pdy2019 Ad0k Test Books 0510941011 9 futy2019-AdIdt 7Aatt 111rlk�t Papertrack 0510912019 105 1 Ju1y2019-AdMil t#Ier I". OSAM2019 160 S Ivy 2919-AdI*4H+r4[ovq 05r09r2010 345 Bind Preference One of the parameters that the Library sets on the TIPS profile is the formats/bindings to include. FWPL has made selections for each of their children's profiles. The selector sees the options and can then choose which format/binding of each title to order. The FASTIps standing order plan described below does offer the"bind preference"functionality. In that case, FWPL gives us the binds in order of preference and we order the highest ranking bind. For the Middle Zone Series,for example,the preference is for trade hardcover first, publisher reinforced second,and library reinforced third. Seleellc,ri {.fists Titles on all custom selection lists are limited to titles that are either currently in-print (including titles in stock at Brodart)or about to be published. In either case,quantities would be sufficient to meet FWPL's needs. Titles with statuses of"out of print" and"out of stock indefinitely"are clearly marked as such within Bibz.com and excluded from Brodart- provided lists. Titles that appear on TIPS lists meet criteria that have been set up by FWPL such as coming from specific review journals,publishers,series,authors or Brodart programs. The exact sources for each list can be found in the profile summary document. Request for Proposal:Fart WorthL—- - —_— — ---- - - - - —__--- --; Brodart Co. Page 26 Vendor Service Agreement-Exhibit C Page 45 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Collection Builders are one-time custom selection lists done to assist in replacement ordering or special projects. Opening day collections(described further below)can be drawn from review journals,awards lists,bibliographies,or Brodart programs. Authors, series,and publishers requested by FWPL can also be used. Often these lists use a demand factor to limit the number of titles shown,and this demand factor reflects sales to public libraries. TIPS selection lists include titles no older than twelve(12)months and up to six months prepublication. Collection Builder and opening day collection lists can include older titles where appropriate (e.g.classics,standards in certain fields,older fiction titles that are still popular). Using the demand factor mentioned above and solid sources of title identification keeps these lists full of up-to-date,viable titles that would meet guidelines for weeding and retention. FWPL selectors can set specific publication date guidelines for any lists. Titles on standing order with Brodart through FASTips are automatically excluded from TIPS selection lists. FWPL selectors can provide instructions on titles to be excluded from Collection Builder or opening day collection project lists. S.panls i_Materials Brodart has special expertise in the area of Spanish titles for US public libraries. There are three staff members dedicated to Spanish data,selection and acquisitions. Nerissa Moran, Spanish Specialist, has been selecting appropriate offshore titles for over 30 years. She not only selects titles for the database from publisher offerings but also notes suitability for audiences by country of origin(these notes are visible and even searchable in Bibz). She splits the adult titles into three layers of anticipated popularity and hand-selects the best children's titles each month. Newly published titles are added to the Bibz database daily, with new lists posted monthly. They include titles published in the US and abroad including both translations and originals. Brodart's Spanish TIPS is a perfect program for librarians not fluent in Spanish. Every title included in this program is appropriate for public libraries. We provide a parallel title plus an annotation in English. We have confidence in the reliability of the publishers included in this plan (both domestic and offshore)as well. A sample of a Spanish TIPS selection list has been posted to the username of FortWBid in Bibz.com(password "welcome'). On the lists tab in Bibz there is a special section for Spanish,with subsections for Children/Teen and Adult. These lists are published monthly,quarterly,and seasonally. IBM- Request for Proposal:Fort Worth Brodart Co. Page 19 Vendor Service Agreement-Exhibit C Page 46 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Brodart's re-built 5 anish Usts available in Bibz: WB ibz LISTS • Z;V�— 1 list ManagerAetions7Fec1_ --Foam RTMIRMPM Nly LISTS 1r.q � tashgaln rllrea Fraia�rrcb sp h oxrsrJO'IO M9 1=. NowyerkTimM9CStsebwHzN4MSpadlh 07R51ia14 251 L) » FWlulJrl'Ca91d on1lTlikWW Wl 1panIWS it i — AvdU*.'de A uptorrMi sludelh Adult Graphk Nmev p7l1pllgit 143 6� 1.1-USharrd7o - :, arorFE+JucsSprnlshiiues xuypnr2ol4 ONLilelilly 1E Mt L] s> Bradan Spot"Bestsellers o7rtalaoL9 Boa j » RUAmn B iLiM1Mra Jlmadean WrMM:: 4311 Ll AtA 1461 I > IXa4Lu1Lvliu Jlll7€llae{u�1419 oG r3r]v1y Ts EJStatEAwards C1 » BeaullfulM Yaw IAI1(IIg1?aA"MMIJI Jw,r 0"Iml9 20 (212) D » Blaskhuster Spanish Tdxs.f tlne 2019 OIW20 L9 21 iMoreAwprds P 1 kkry,rJrmmVARRUTA.91s21redlftWo Jrrla.Awareoess!rS;Skd•plrlk M€U011914 7p {100t I » 1'W Adult`r*Kz MaaJ,2019$paidilr l urjo%l riati OS/0712079 13 a' f11pIFl, 1f•11i�lnlih lido MaI2019 04r10r70:19 17 a> SpaJ$sh ROrNOre Fglal harkl OTJ2012019 a3U D » SpaNAhCoerphaaks for All Type9 of rvodics 0MI€12019 114 (-1 so- Bl"hb45ter Spanish nIles-April 2019 03071I0119 20 Q » I',y At.ult Select February 20195WV11Sh,Eanjr}JagE Rd" a IL111 OT N 0 Blprkbusrerspmhh Titles march20t9 DW4,JHW id D » PW-Adult Select l2amoy8p19hprhiiUP,WpeTlll s 41CV7:019 9 Q » 2019 Nfailuara Novd rAte Winner 011AU2019 t ' +r Yorid[aneu Dail fdhruly;-1rJ0lh SNeegnln at AWUM11l la j rthlldterJTee11 tl » MD16h,. r hAr4*TI>rlfl6 FrhruarY7019 01MI2079 1s (2S] r.oAdult t2?J LI " 'hashuullcieveficvw+clog.pip xrrd!$utah7elrmenr t2mW2018 15.2 [� » PW-AdWtSereir Wohee-Dnrall-hn Jaw rpaydil larlruoAr rldgs 71/0af201B 31 FWPL can also sign up for any or all of the following monthly lists at no charge, Spanish Blockbusters a Top Spanish Titles(adult) b Adult Spanish TIPS Children's and Teen Spanish TIPS Popular Spanish Paperbacks m Recommended Spanish Picture Books m Essential Juvenile Selections ® Young Adult Fiction Opening Day Collections Another specialty of Brodart's collection development staff Is opening day collections. Our high quality standard services are provided at no charge to the library. This includes onsite profiling,a full range of highly customized selection lists from which library staff would select, and the assistance of an experienced project manager. These services are fully described in Exhibit II, Request for Proposal Fort Worth BrodartCo, Page 20 Vendor Service Agreement-Exhibit C Page 47 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 14.0 ORDERING,STANDING ORDERS AND RELATED SERVICES Brodart will accept automatic orders,standing orders,firm orders for new titles,and firm orders for replacement copies of titles already in the system. Firm Orders Brodart will establish accounts based on your specifications and provide as many accounts as required. This can include accounts for your automatic or standing orders,firm orders and orders for replacement copies. You may add new accounts,delete old accounts,or change the name and address information, Multiple ship-to accounts will be linked to the appropriate bill-to account.Each ship-to account will include a five-line address and account number.The information will link to related cataloging and processing specifications. Brodart's backorder and cancellation schedules are very flexible. Therefore we can meet your requirements by setting up your accounts so that English items not received within 60 days after receipt of order are automatically cancelled. Spanish material will not cancel until 120 days after receipt of order. English pre-publication material will not cancel until 60 days afterthe publication or street release date.Spanish pre-publication material will not cancel until 120 days after the publication or street release date. Any items that have cancelled will be reported on a weekly or monthly cancellation report with the reason for cancellation. Brodart will ship in-stock material receiving Compleat cataloging and processing within 10 business days. A separate rush account will be established for items you designate as high priority. We ask the library to limit orders on your rush account to 20 percent of your total orders, The average turnaround time for materials ordered through your rush account is 5 business days. When ordering adult popular and bestseller titles,you can expect approximately 85 to 95 percent of your order in your initial shipment(which consists of in-stock items at the time of order). Juvenile fiction and nonfiction first shipment percentages should reach 70 to 80 percent„ Initial shipment percentages for general adult material should range from 60 to 70 percent. Items not in Brodart's inventory will be ordered immediately from the appropriate publisher. Our order fulfillment system places orders with all publishers on a daily basis via FTP or email. In order to provide the fastest possible service to our libraries,we do not require minimum order quantities and we do not accumulate customer orders to meet a minimum order quantity. This policy allows us to fill 85 percent of all customer backorders in 3 weeks,with overall fill rates of greater than 98 percent of available titles. Upon receipt of these materials from the publisher,Brodart will catalog, process and ship these items according to the library's specifications. The status of items on order will be provided via the On-Order Title Status Report and Cancellation Notice.Additional information on these reports can be found in section 15.0. Orders transmitted electronically(EDI)will receive an EDI acknowledgment within 24 hours stating the status of each item ordered. Web site orders transmitted through 81bz will also receive order status notification within 24 hours and can be checked periodically for updated status information. Request For Proposal. Fort Worth — HrodartCo. Page 21 Vendor Service Agreement-Exhibit C Page 48 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Bibz.com with unlimited users,full grid functionality,and full-text reviews is available to FWPL free of charge. Publication status and stock information is part of the title detail display and is updated continually. Titles that are in print("available'),in stock or not yet published can be ordered with confidence. Titles noted"Out of Print Confirmed"or"Out of Stock indefinitely"would cancel if ordered. Brodart fully understands the need for timely receipt of popular materials. Bradart's Bibz.com has both video tutorials and a built in User's Guide. The User's Guide is a context-sensitive help document that can be accessed in its entirety or page by page. This guide can also be downloaded. Brodart has already provided FWPL Collection Management staff with on-site training for Bibz,but would be happy to repeat that for the same group or for additional staff members at the location of FWPL's choice.In addition,we provide ongoing support for Bibz.com through the Tech Support unit of the Customer Care department. Tech Support can be reached by phone or e-mail. New releases with release notes are announced via the Alerts section an the home page of the Web site. The Collection Management staff currently has administrative access to Bibz.com. The public service librarians would not be granted this access. Administrators can add and delete users;control the access that users have to accounts,branches,funds,and grids;set up families of users;set grid values;and set up grid templates. Once the public service librarians have shared their lists, the administrators can view and modify those lists before ordering. Brodart offers a number of methods for submitting orders: CD Submit your order directly to Brodart through Bibz.com, Brodart's online collection development and ordering tool(described in more detail in Exhibit 1). Import on-order records from Bibz.com in a format developed especially for your Polaris integrated library system(JLS). You can import on-order records directly into your system with or without the 970 tag distribution information.On-order records are typically used to create a purchase order in the ILS and transmitted via FTP. a Submit orders directly to Brodart from your It_S via FTP. Brodart fully supports X12 or EDIFACT formatted electronic business transactions including purchase orders, order acknowledgements,and invoices. a Fax orders to 800.999.6799. Telephone orders by calling 800,474.9802. i m E-mail orders to your account manager(Tina Jodun). Mail orders to Brodart Co. Books& Library Services,Attn: Tina Jodun,account i manager, 500 Arch Street,Williamsport, PA 17701 1L l l Arqu&st far Frnputial; Fur4 Wartli s BrotlartCo. Page 22 h Vendor Service Agreement-Exhibit C Page 49 of 160 f L Exhibit C 14-0184 Library Books and Services Request for Proposal Response FAST�WwStandt�`n Q�rders for Po ular Authors&Series Automatic or standing orders are handfed through our FASTips program(Frequent Author and Series TIPS). FASTips orders are most often based on author,illustrator and series,but can also be based on publishers,bestseller lists,starred reviews,and other profiling options. Reviews are not a factor in automatic orders based on authors, illustrators,or series although they are visible in Bibx.com when available. Graphic novels can certainly be handled via FASTips. FWPL currently has five FASTips profiles for graphic novels: Adult, Children's,Teen,Spanish Adult,and Spanish Children's. These are series based lists. Titles are ordered on FWPL's behalf once a month. Brodart provides the following lists to be used in FASTips profiles. However,these are all open lists and FWPL can add authors, illustrator and/or series as desired. Adult African-American/Urban Lit Authors Fiction Authors Inspirational Authors Nonfiction Authors Young Adult Authors Children's Authors Adult Fiction Series Graphic Novel Series Nonfiction Series Travel Guide Series Teen Fiction Series Graphic Novel Series Nonfiction Series Children's Picture Book and Board Book Series Easy Reader Series Chapter Book Series Fiction Series Graphic Novel Series Nonfiction Series As part of the profiling process, FWPL would also state the desired bindings(including mas; market paperbacks if desired),descriptors,classification, age range, and maximum prices as well as the publication date windows to be used(i.e, order three months prepublication). The author and series lists above are available upon request or through the BrodartBooks.com website. These lists are all"open"lists so that FWPL can add authors or series of local or regional interest. I i FWPL currently has the following FASTips profiles: Adult Western Authors ; Adult Sci-Fi Authors Adult Mystery Authors Adult Fantasy Authors Adult African-American Authors i 6 � h Request for Proposal:Fort Worth Brodart Co. Page 23 Venclor Service Agreement-Exhibit C i Page 50 of 160 f Exhibit C 19-0184 Library Books and Services Request for Proposal Response Adult Fiction Authors Adult Christian Fiction Authors Adult Graphic Novels Children's Fiction Series Hardcover Children's Fiction Series Paperback Children's Fantasy Series Hardcover Children's Fantasy Series Paperback Children's Mystery Series Hardcover Children's Mystery Series Paperback Children's Sci-Fi Series Hardcover Children's Nonfiction Easy Header Series Hardcover Children's Nonfiction Easy Reader Series Paperback Children's Fiction Easy Reader Series Hardcover Children's Fiction Easy header Series Paperback Children's Nonfiction Series Hardcover Children's Picture Books Series Paperback Children's Graphic Novel Series MiddleZone Series Hardcover Children's Picture Books Authors Children's Fiction Authors MiddleZone Authors Teen Fiction Series Teen Graphic Novel Series Teen Fiction Authors Adult Spanish Graphic Novel Series Adult Spanish Mass Market Series Children's Spanish Easy Reader Paperback Children's Spanish Easy Reader Hardcover Children's Spanish Picture Books Paperback Children's Spanish Picture Books Hardcover Children's Spanish Fiction Series Paperback Children's Spanish Graphic Novel Series FWPL has also considered setting up profiles for: Adult Fiction Large Print Authors Spanish Blockbusters Spanish Popular Paperbacks Titles ordered through FASTips are picked immediately upon receipt from their publishers so that they can be cataloged, processed,and shipped prior to street release date, In addition,we can set up Caldecott,Newbery and Bluebonnet and outer Texas nominees and awards through FASTips,through our Continuations department,or through specially requested Collection Builders. We also post many state reading lists and awards in the Lists/Awards/State Awards section of Bibz.com. At present we have posted the 2x2 Reading List,the Bluebonnet Award Master List,the Lariat Reading List,the Lone Star Reading List, 1 the Maverick Graphic Novel List, the Tayshas Reading List,and the Tejas Star Book List. fs t r i Request for Proposal:1 ort��dreh BrodartCo. Page 24 I Vendor Service Agreement-Exhibit C Page S 1 of 160 C Exhibit C 19-0I 84 Libraty Books and Services Request for Proposal Response Orders can be prepared by Brodart and delivered to the library via Bibz.com with grids applied for branch,quantity,and other grid values. Brodart can submit the order via Bibz.com or share the list to library staff for review and modification if needed. Orders can then be submitted via Bibz.com or downloaded as MARC files for import into Polaris for EDI ordering. Brodart will notify the library after orders are shared or submitted. Once the orders are submitted,they are visible with status information through the Order History tab of Bibz.com. Additional reporting can be arranged through your account manager. There is no charge for FASTIps automatic order profiles. 15.0 CUSTOMER SERVICE AND REPORTING SERVICES Throughout your relationship with Brodart,you will find that we provide exemplary service and a commitment to assisting your library achieve and maintain its success.We offer a variety of documents to keep you informed and on track,to provide care in shipping your orders and to keep lines of communication open with our dedicated account managers. Samples of the reports have been included in Exhibit IV. Paciciii, Brodart's packing slip,which includes the title, author, ISBN,quantity shipped,customer purchase order,and list price of each item,is packed in the last carton of every shipment. The carton indicates that a packing slip is enclosed.This packing document shows a control number,which can be matched with a corresponding invoice. _Confirmation Report Confirmation of titles ordered as firm orders or standing orders can be supplied to the library when orders are entered.The Confirmation Report will include the author/editor, title,ISBN,list price,discount,extended price, and status(not yet published,out of print, must order direct)and is available via e-mail or FTP. The confirmation reports are generated by account number,and titles will be arranged alpha by author or by title. Orders transmitted via EDI will receive an EDI acknowledgment within an hour stating the status of each item ordered.Web,site orders transmitted through Bibz,Brodart's online collection development and ordering tool,will receive same-day order status information. On-Order Title Status Report Brodart offers a number of options for receiving order status information for firm orders or standing orders.The Order History tab in Blbz allows the library to access not only orders that have been submitted through Bibz, but also orders submitted to Brodart via EDI, telephone,or anyother order method,A summary is provided Indicating current status (entered, booked or closed).Orders may be searched and sorted to provide quick reference of specific details.Each order can be opened to show title level detail with current status information such as shipped,in process, back ordered,cancelled,etc.This can be used in place of or in conjunction with confirmation,status and cancellation reports. If preferred,the library can receive order status information via Brodart's On-Order Title Status Report. This report will Identify,by account number,the status of outstanding titles on order. This report Includes the ISBN,quantity ordered,author,title,customer purchase I Request for Proposat:Fort Worth Brodart Co. Page 25 Vendor Service Agreement-Exhibit C Page 52 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response order number,list price and order date. The On-Order Title Status Report is available weekly,monthly,or upon request via e-mail or FfP. Cartcellatio� R�or#s Brodart will notify all libraries of cancellations on a title-by-title basis for both firm orders or standing orders.The Cancellation Report will include the ISBN,quantity ordered,author, title,list price, purchase order number,and the reason the title was cancelled.Cancellation reports are available weekly or monthly via e-mail or FTP. FAS_ Tips Each Material Selector will see the actual FASTIps standing orders before they are placed. They could create various reports from Bibz either from the list itself or from Order History after the order is submitted. In addition to the management reports mentioned above reports can be custom built to meet your needs. Brodart staff can walk you through each report option so that FWPL can choose the best report for its purposes. 16.0 INVOICING SERVICES Brodart understands that FWPL is exempt from any out-of-state tax on the purchase of books and is also exempt from the payment of sales tax. Brodart's invoices are available in duplicate and include the title(listed alphabetically), author, ISBN,publisher,published date,quantity,list price,discount,unit price,and extended price,as well as your purchase order number. Brodart's EIN also appears on each invoice. Brodart offers a number of Invoicing options: ® an invoice to match every packing slip ® a consolidated weekly invoice Q a consolidated monthly invoice ® Eallnvoicing Per FWPL!s specifications,cataloging and processing charges will be billed on a separate invoice. Each materials invoice can be cross-referenced to the appropriate cataloging and processing invoice via the packing slip number. All shipping and handling charges will be absorbed by Brodart therefore freight charges will not appear on FWPL's Invoices. A packing slip will accompany each shipment. The box containing the packing slip will Indicate a packing slip is enclosed. Invoices will be e-mailed separately to the staff member(s)you designate. Orders transmitted electronically(EDI)can receive electronic (EMI)Invoices. FWPL is currently set up to receive most of their Brodart invoices in this fashion. In the event an invoice Is incorrect, Brodart will Issue a corrected invoice. Any errors resulting in a credit will be described on a credit memo and reference the corresponding invoice in which the credit memo should be applied. A sample invoice and credit memo has been provided as part of Exhibit IV. Request For Proposal Fart Worth - - — Brodart Co. Page 26 Vendor Service Agreement-Exhibit C Page 53 of 160 Exhibit C 19-01R4 Library Books and Services Request for Proposal Response Our payment terms are net 30 days from the date of the invoice. Brodart will accept payment via check,credit card or through ACH. Brodart will be happy to work with FWPL's newly developed workflow efficiencies and make reasonable adjustments to shipping and invoicing processes. All process changes would be reviewed for potential adjustments to pricing. 17.0 RETURNS AND CUSTOMER SUPPORT All items ordered under this contract will be new and free from defects in design,materials and workmanship and will be guaranteed for a minimum period of 120 days. During this period,if a defect is found, Brodart will issue a no-charge replacement or credit. Any item received damaged,defective or not as ordered(wrong title supplied,short shipment,etc.)will be replaced or a credit will be issued. All contractor errors will be handled in this manner and can be returned at our expense. Your account manager will issue a UPS call tag or equivalent for the return these items. Requests to return items for any other reason will be handled on an individual basis. While we make every attempt to satisfy our customers regarding defective items,we ask that items showing normal wear and tear not be returned. Brodart's complete return and credit memo policies have been Included as Exhibit V. As a current Brodart customer you have already been assigned an account manager as the main point-of-contact for handing customer service issues. Your account manager,Tina Jodun,will continue to be responsible for daily maintenance of your ongoing account($) as well as coordinating your opening day collection project, She will be happy to answer any questions you may have and assist you in any way throughout the term of the contract.We have provided the applicable contact information for sales,customer service,cataloging and processing on Attachment 4. Upon award, Brodart will work with the appropriate library staff to schedule a two-day on- site visit to review the Ilb?iry's cataloging, processing,ordering and collection development specifications. Any changes or adjustments to the contract throughout the term of the contract can be easily achieved via a written request to your account manager, Your account manager will communicate this information to the appropriate parties.. We reserve the right to review any changes for possible price adjustments. 18.0 OPENING DAY COLLECTION SERVICES Brodart specializes in opening day collections for public libraries providing a complete solution from planning through delivery.We have provided over 400 libraries with opening day collection services since 1985 and have experience in managing projects of this scope. We will assist your technical services staff in all areas of the project.Our customized Request For Proposal.Fort worth Brodart Co. Page 27 Vendor Service Agreement-Exhibit C g Page 54 of 160 i Exhibit C 19-0184 Library Books and Services Request for Proposal Response cataloging and processing services, Compleat Book-Serv, provides your library with a team of experienced professionals to assist you throughout the entire process from title selection to cataloging, processing,storage and delivery.We also have extensive experience in providing customized selection lists aimed at fulfilling the core collection needs of new libraries. Brodart's collection development system can provide a wide variety of titles in all subject ranges for all age levels.Additional information on the entire process is provided in section 20.0 and in Exhibit II. We will help you design a plan to satisfy your needs,budget and timeframe. It is our goal to ensure your opening day collection is a success. 19.0 ODC GENERAL SPECIFICATIONS Brodart can acquire the types of material as defined in the RFP for FWPL's opening day collection.We will supply and ship 90 of available items 30 days before opening day. Brodart agrees to catalog, process,store,ship and invoice all materials purchased the opening day collection project according to your specifications including the export/import of bibliographic records to the FWPL system. Brodart agrees to invoice materials as well as cataloging and processing at the end of the project once materials have been received by the City of Fort Worth. Brodart will provide all staff support,office and warehouse space and the equipment and supplies necessary for the purchasing,processing,cataloging,storage and the shipment of materials. Brodart will assign a project manager to coordinate all aspects of the opening day collection project however your account manager,Tina Jodun,will serve as your main point-of-contact for both non-ODC and opening day collection related issues and/or questions. 20.0 ODC SELECTION Brodart has provided hundreds of opening day selection lists for public libraries,including several for FWPL.A full description of our collection development process for ODCs can be found in Exhibit II. FWPL can submit lists of titles to be ordered for a specific project.This can be provided in Excel files,Bibz.com lists or MARC files.If multiple copies are to be ordered,that information should be included with the file.Once these orders are placed,they can be blocked from any subsequent selection lists. Standing orders based on authors and series can be utilized to prevent those titles from appearing on selection lists. Parameters would need to be set for other criteria such as publication dates(i.e.exclude titles from previous and next year's only) i As part of the profiling process,a `list of lists"would be mutually agreed upon.These tend to follow collection categories/codes such as children's picture books,teen fiction,adult nonfiction, but could be broken down further into Dewey ranges and/or fiction genres. ' Request for Proposal-Fort W©rth Brodart Co. Page 28 i Vendor Service Agreement-Exhibit C Page 55 of 160 Exhibit C 19-0194 Library Books and Services Request for Proposal Response Separate lists are often done for categories such as travel guides,test preparation, parenting,or Browsing paperbacks.The collection categories allow titles to flow smoothly from selection to cataloging. Most libraries choose to have their selection lists delivered via Bibz.com.That provides the most robust and dynamic title data. From there,the Selector can download an Excel or CSV file which can be loaded into Access.As with any Bibz list,MARC records can also be downloaded with items attached. Brodart can also email an Excel file that has a slightly different format and content.All these options would be discussed during profiling so that the best choice could be made for FWPL purposes. Title detail in Bibz includes the following fields as mentioned in your specifications: Author/editor(fast name first) Title Publisher Date of publication Edition List price Discount price 13-digit ISBN Availability of the item Binding type Full text review or annotation, if available Bibliography/source that determined why the item is included Indication of initial print run The data also includes: Other contributors such as illustrator and editor Subtitle Parallel title for Spanish Series statements Descriptors(large print, picture book,reprint,etc,) Cover image Classification Age range Demand level(sales to other libraries) Stock status Language Subject headings(LCSH,Sears,TIPS and after April 2014, BISAC) Cover image if available Titles that are "Out of print"and "out of stock indefinitely"are automatically excluded at the time lists are produced. FWPL can also instruct Brodart to omit titles that are"Must Order Direct". Viewing lists in Bibz allows'for status changes to be easily seen after the list has been produced. I P Lists can be generated in shelflist sequence before they are loaded to Bibz.Choosing the Entry Sequence sort will then restore that order.Many other sort options are possible such as publication date,demand level,format,age range,etc. i kequest For Proposal:Fort worth Srodartco. Page 29 E Vendor Service Agreement-Exhibit C Page 56 of 160 r F� 1 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Your Collection Development Project Librarian will establish a schedule with target dates for delivery of selection lists and orders.FWPL can have 30 days for review and order if so desired.Any lists deemed unacceptable will be replaced as quickly as possible f this is a rare occurrence). Several sample ODC selection lists have been posted to the Bibz username of FortWBid. Please remember that these are samples only and not based on your unique profile requirements or budgets. It is standard practice to exclude titles you have seen before from future selection lists. However, it is also possible to exclude only those you have ordered as long as the timing of those orders is taken into consideration. With selection lists delivered in Bibz,it Is possible to click on the format hyperlink to see alternate formats of the same title. If orders are submitted via Bibz.com,you can request that any cancellations be searched for alternate editions or formats. EDI ordering makes that a little more difficult but can be discussed during profiling.Often,a publisher will send the latest edition when it has recently replaced a previous one. All of the review journals listed below can be used to create lists.All of them except New York Times Book Review have accompanying full text of those reviews in Bibz.com. Booklist BookPage Bulletin for the Center of Children`s Books Horn Book(and Horn Bonk Guide) Kirkus Library Journal Library Journal Prepub Alert New York Times Book Review Publishers Weekly School Library Journal VOYA. 21.0 ODC ORDERS AND RETURNS Brodart will establish different accounts and account profiles for your opening day collection project which will determine how the orders are processed. Non-ODC orders will be cataloged,processed and shipped to FWPL while ODC orders will be cataloged,processed and placed into storage until the designated delivery date.ODC orders will be invoiced separately from non-ODC orders at the time they are cataloged,processed and placed into storage. Brodart agrees to invoice FWPL at the end of the project once materials have been received by the City of Fort Worth. When ordering large volumes of books from different sources, Brodart has the ability to i eliminate duplication of titles by ISBN.This is accomplished by maintaining a file of cumulative order records from the accounts assigned to a particular project and purging all duplicated titles before processing.Multiple copies ordered on one title citation will be Request for Proposal Fort Worth -- - BrodartCo. Page 30 i Vendor Service Agreement-Exhibit C Page 57 of 160 f F Exhibit C 19-0 184 Library Books and Services Request for Proposal Response allowed. This feature will ensure that FWPL will not receive duplicate titles should they be ordered in error by the selection staff.A weekly report of purged titles will be sent to the library to be reviewed and reordered if desired. Duplicate titles can be reordered with written request to your account manager. Before you place an order Bibz provides automatic duplicate checking against all your lists and orders. Icons indicate whether the title is in another list or on a submitted order. In addition,these icons link directly to Duplicate Detail screens. Duplicate check options are also available when adding a title to a list.The usercan set the preference for the level of duplicate checking(e.g.do not alert on duplication,check for duplicates in the target list by ISBN,check for duplicates in all lists by ISBN,etc.). In addition to these features, it is also possible to check duplicates for an entire list. Brodart will provide FWPL an order acknowledgement/confirmation report for each purchase order.Srodart offers a number of options for receiving order status information, The Order History tab in Blbz allows the library to access not only orders that have been submitted through Bibz,but also orders submitted to Brodart via EDI,telephone,or any other order method.A summary is provided indicating current status(entered, booked or closed). Orders may be searched and sorted to provide quick reference of specific details. Each order can be opened to show title level detail with current status information such as shipped,in process, back ordered,cancelled,etc.This can be used in place of or 1n conjunction with confirmation,status and cancellation reports. If preferred,the library can receive order status information via Brodart's On-Order Title Status Report.This:report will Identify,by account number,the status of all titles on order. This report includes the ISBN,quantity ordered,author,title,customer purchase order number, list price and order date.The On-Order Title Status Report is available weekly, monthly,or upon request via e-mail or FTP.Orders transmitted electronically(EDI)will receive an EDI acknowledgment within 24 hours stating the inventory and publication status of each item ordered. Materials not supplied within 90 days will be canceled and reported to FWPL on weekly or monthly cancellation notices.Titles Not Yet Published can be kept on backorder for a longer period of time as designated by the library. Brodart will set up accounts for your library based on your specifications and provide as many accounts as required.You will be permitted to add new accounts,delete old accounts, or change the name and address information, Brodart's Do-Not-Exceed(ONE)system provides accurate fund accounting for all orders placed for the opening day collection materials.This system allows FWPL to specify the exact amount of money budgeted for each subject category and will fulfill all orders up to, but not exceed the monetary limit. In addition to the budgeted amount for each defined category the Fund Report states the invoiced amount,backordered amount,cancelled amount and the total amount encumbered(ordered, backordered,in-process and invoiced). Your Fund Reports will include the dollar limit and the quantity and dollar amounts of items invoiced,cancelled,allocated,and in-process.The DNE system will continuously update the encumbrances,expenditures, and remaining balances as the orders move from one status Request for Proposal:Fort Worth Brodart Co. Page 31 Vendor Service Agreement-Exhibit C Page SB of 160 i Exhibit C 19-0194 Library Books and Services Request for Proposal Response to another.All charges paid by FWPL will be included in the Fund Report. Budget amounts can be changed at any time by contacting your account manager. 22.0 ODC CATALOGING AiVD PROCESSING Brodart will provide cataloging and processing through Compleat Book-Sery per the specifications defined in the RFP. item records for the opening day collection will be shadowed in the library's database until opening so that only the staff can see the records, not the patrons.Discounts and pricing for FWPL`s opening day collection will be the same as non-ODC material.Opening day collection material will be invoiced separately from non- ODC material. Brodart agrees to invoice FWPL at the completion of the project,once materials have been received by the City of Fort Worth. 23.0 ODC STORAGE,SNIPPING AND INVOICING invoices and packing slips are generated per order.Invoices are generated to match your packing slips and will reference the packing slip number.Invoices can be e-mailed Immediately or held until the materials have been delivered. Your opening day collection will be boxed and stored in approximate shelf order.Fiction is sorted by the I$t initial of the author's last name and nonfiction is sorted by Dewey Hundred Divisions.Partial call number and exact shelf list order sorts are also available for an additional charge. As a book wholesaler,our warehouse is designed for storage of books.Sufficient heat and humidity control is maintained to ensure the condition of the materials upon delivery.All materials will be fully guaranteed and insured against physical loss,damage,or defect while in storage and until which time the books are delivered to the library.If any titles are found to be defective, a credit or no-charge replacement will be issued. Brodart will store all your opening day collection materials until requested by FWPL.The number and timing of deliveries will be agreed upon by Brodart and the library.We ask to be notified at least 30 days before the first delivery date.Shipments will be designated for inside delivery. There will be no additional charges for the storage and shipment of your opening day collection. 24.0 ODC WORK PLAN Upon award,the project manager will take immediate responsibility for establishing open communication with the library staff and scheduling an on-site visit to create and refine collection profiles.Your designated contact will be available for weekly conference calls to discuss the progress of the project. Request for Proposal:Fort Worth BrodartCo. Page 32 Vendor Service Agreement-Exhibit C Page 59 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Once the profiles are finalized,your project manager will create a master project schedule for the entire project from programming through delivery. A second schedule for the delivery of all collection development selection lists and tasks will also be provided. FWPL will be asked to approve both project schedules acknowledging the assigned tasks and due dates for both parties to ensure an on-time delivery. 25.0 COLLECTION ANALYSIS TOOLS Brodart is pleased to offer Fort Worth Public Library the option to access Edelweiss+Analytics with Summit via our partnership with Above the Treeline, As FWPL currently utilizes this tool there will be no transition,startup costs or delays to the implementation of this service. Pricing has been included in Attachment 4. Please refer to Exhibit VI for a high-level description of this product. 26.0 EVALUATING AND MEASURING THE SUCCESS OF THE AGREEMENT Brodart has read and understands how the success of the contract will be evaluated and measured and what your expectations are regarding error rate and fill rate. 27.0 FLEXIBILITY IN MEETING SPECIAL CIRCUMSTANCES AND NEEDS At Brodart the lines of communication are always open. Because Brodart currently has a contract with FWPL,we feel that over the years we have demonstrated our ability to be flexible and have had many occasions in which we have shown our willingness to meet any special circumstances or changing needs that the library has experienced. Brodart is always open and interested in new ideas and suggestions our customers have to improve the services we provide. Brodart's Collection Development librarians can act as consultants in matters regarding selection processes and workflows.We will make sure to inform FWPL staff of any new service options as they become available.We will collaborate to make sure that both parties are working effectively and efficiently. Addltlanai Servl.pes Brodart is once again leading the industry as the only library materials vendor to offer linked data enrichment services. Linked data enrichment is applied to bibliographic records in preparation for systems that will increase community visibility to library resources outside the traditional public access catalog. Brodart has been planning for the evolution toward linked data and BIBFRAME foryears by modifying data models,production processes and delivery mechanisms. One of the exciting new cataloging options available with our Z39.50 cataloging solution is our new linked data enrichment service for our shelf-ready customers. In recognition of our long-term partnership,Fort Worth Public Library is being offered this Brodart service at no additional charge upon migration to our Z39.50 cataloging solution, In summary,as Brodart Is performing shelf-ready cataloging services,the FWPL bibliographic records(whether new or existing)in your database will be system-evaluated for linked data enrichment. Each subject,name and title will be evaluated for a 100%match to the Request for Proposal,Fort Worth Brodart Co. Page 33 Vendor Service Agreement-Exhibit C Page 60 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response following authoritative sources: a Library of Congress subject headings Library of Congress subject headings for children's literature o Library of Congress Genre/Farm Thesaurus When a tag matches 100%to an authoritative source then a URI will be appended to the flag in a 10. When a tag is not a 100 match then no URI will be generated. Content type, media type and carrier type URIs will also be generated. 28.0-= 3D.0 REQUIRED SUBMITTALS, ESCALATION,ADDITIONS AND DELETIONS OF SERVICES Brodart has read and understands these sections of the invitation to bid. We do not take exception to any of these items and we have provided the required documentation. 31.0 EXCEPTIONS TO THIS ITB 17.7 For children books,the Library prefers to get the trade hardcover edition of a title. Library Binding editions of a title is only to be included on a selection list if it is the only hardcover edition available. One of the questions on the TIPS profile is which bindings to Include. At present FWPL receives all three hardcover juvenile bindings—trade,library and reinforced---on its lists. Library staff can then choose which binding to order. At present,there is not a bind preference option(only including library binds when trade hardcovers are not available), 27.6 A packing list will bo included In each box shipped, A packing list is generated for each purchase order which could span multiple boxes. Each carton is marked as box T ofX,2 of X,etc. so the carton grouping is easily identifiable.The packing list will be in the last carton in the grouping and is Identified by a bright sticker stating"packing slip enclosed". 27.7 Vendor must issue one invoice per box. This invoice will ma,a.-h the packing slip. The invoice lov a box will be malted,faxed,or emailod on the day the box is placed into storage. Invoices are generated to match each packing list and therefore could span multiple boxes. Invoices can be mailed at the time the material is placed into storage. 32.1 AGREEMENT CANCELLATION Brodart has read and understands this section of the invitation to bid, We do not take exception to any of these items. Request For Proposal:Fart Worth -- - - - - _ Brodart Co. Page 34 Vendor Service Agreement-Exhibit C Page 61 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response ATTACHMENTS LIST OF FORT WORTH PUBLIC LIBRARY AGENCIES AND THEIR ABBREVIATIONS ABBREVIATION AGENCY_ NAME TYPE BOLD BOLD (satellite library) CAM Cambridge Court {satellite library} - CEN Central Library (main library) COAL � COOL ... (satellite library) ❑HJ Diamond Hill/Jarvis -�� (branch library) rE IBY EEast W brary) MS — brary) TR ibrary) ESK _ -Skills (branch library) ��^w GDT G eTiiangle0rd (branch library) IRS Nohe (branch Iibrary) NRW Northwest- (branch library) RDG Ridglea-� (branch library) RVS Riverside (branch libra SEM Seminary (branch librardj SGN Summerglen (branch library) SVVTR Southwest al (regional library) _ VVVULI t::��W—edgwood'leg'or- h library) ttegLiest for Proposal!Fore Worth Hrodart Co. Page 3S Vendor Service Agreement-Exhibit C Page 62 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response ATTACHMENT 2 FICTION -SIORUAM Et, Kesey, Ken FICTION One flew over the cuckoo's nest KESEY 03/0112011 1976 ADULT NON-FICTION I3©Olt I-A13FL Scruggs,,Ian C 959.7043 To heal a nation-, the Vietnamese SCRUGGS Memorial 1985 511 a/2008 LARGE PRINT FICTION -.-- Evans, Richard Paul LARGE Timepiece PRINT 5/1 612 0 0 8 FICTION EVANS 199E VOLUMES AND SERIALS j)QQK LABEL _ SPINE LAQ9L, Clark, Jerome 001.942 The UFO Encyclopedia CLARK 8/20/2018 v. 3 1996 ADULT REFERENCE Irishman, Stephen REF Copyright handbook 346.730482 4/14/2008 FISHMAN 2002 Request i it I'rcgwaal;Fart Worrh - --- - Brorlartco Page 36 Vendor Service Agreement-Exhibit C Page 63 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response TEEN FICTION Zf M LABEL -AMNELABEL Sutcliffe,Andrea TEEN First job survival guide FICTION 511512011 SUTCLIFFE 1997 GRAPHIC NOVEL Brabner,Joyce GRAPHIC Our cancer year NOVEL 5/15/2017 BRABNER 1994 TEEN GRAPHIC NOVEL. SP Fj LaHaye,Tim F. TEEN Left behind: a graphic novel of the GRAPHIC Earth's last days NOVEL 3/10/2008 LEFT v. 1 2001 EASY READER FICTION Hoff, Syd EASY Stanley READERS 5/1812010 HOFF 1992 CHILDREN FICTION Hahn, Mary D. CHILDREN Spanish kidnapping disaster FICTION 4/1 8120 1 0 HAHN 1991 CHILDREN NON FICTION Turner, Rogyn M. CHILDREN Texas traditions 976A 3/2912011 TURNER 1996 Request for BrodartCn. Page 37 Vendor Service Agreement-Exhibit C Page 64 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response CHILDREN REFERENCE RO,AnAffl - The American Heritage children's CHILDREN Dictionary REF 4/14/2008 423 AMERICAN 1998 PICTURE BOOKS Hill, Eric PICTURE Spot goes to the circus BOOKS 5/15/2008 HILL 1996 BOARD BOOKS P.QQ� J McKee, David BOARD Elmer's friends BOOKS 3/10/2017 MCKEE 1994 Request ror ftp�aal•Rirt 1VQrch - - Brodart Ca. Page 38 Vendor Service Agreement-Exhibit C Page 65 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response INTERIOR PROCESSING FOR BOOKS INSIDE FRONT COVER FLYLEAF OPPOSITE FRONT INSIDE COVER Section II Apply horizon-tally Section I y inch from top edge and side edge. I Request fnrProposal:FortWarrh — Brodart Co. Page 39 Vendor Service Agreement-Exhibit C Page 66 of 160 Exhibit C I9-0 184 Library Books and Services Request for Proposal Response EXTERIOR PROCESSING FOR BOOKS OUTSIDE BACK COVER OUTSIDE FRONT COVER Authar Ficao Title N Date KE5EY 197 I3ooW5pine label. Include Apply label flush with the Call number bottom of book. Cutter Date Request for Propu s,,I:Fort Worth - -— BrodartCo. page 40 Vendor Service Agreement-Exhibit C Page 67 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response EXTERIOR PROCESSING FOR BOARD GOOKS See below for barcode, RM tag,and label placement Please cover labels with label protector that has U protection to prevent discoloration of label protector. I r F i III F Li: 4.. If IN R # r ■ +-4 I VIP. �}1 rrtsa4M d7a16,Wp • , I �R 0.mFmg1, 1FIF f f Fi!I:fi# I " I Request for Proposal:Fort Worth Brodart Co. Page 41 Vendor Service Agreement-Exhibit C Page 68 of 160 k Exhibit C 19-0184 Library Books and Services Request for Proposal Response Book and CD Read-Alongs-Spine and pocket label example ® Library supplied labels (I PW4kg rwdc pull b SNrlrffi4r4Ilnmsd Fb j!L46P U4WotA*di FWL QD I wh IDW I4I ..,iq{.r eery}lu,., I r 7 FW�IFd i�UFA& a Vendor supplied iteras GRAPHIC EXAMPLES r JJI .ae Agency �_ . _ ,� Label i Request For Proposal:Fort Worth BrodartCo. Page 42 Vendor Service Agreement-Exhibit C Page 69 of 160 Exhibit C 19-0194 Library Books and Services Request for Proposal Response . 7AC Book jacketor place self- adhesive book 16 cover 15ML on paperba ck books ^ VIV&A IIr f. �l� � - • c+.a F I i ill iFr 1 nJ h 11.i Y,11: Al IJf col GO W14 AFIPY Flrst page Apply barcode on flyleaf horizontally%Z on the right Title page Request For Proposal--Fort Worth Brodart Co. Page 43 Vendor Service Agreement-Exhibit C Page 70 of M Exhibit C 19-0184 Library Books and Services Request for Proposal Response GRAPHIC EXAMPLES - .. / I- rxx� 'Rcho�?°'Jwr r4�3 �C(yq A4dC7i++ilr�MO,�M 1' � r b;low#�eJami3 #G� 4W Apply pu le CC genr\boospine, pprox. 3 inches from bottom of 1"spine label(collectiornbur, publicationicopyright elate)an the bottom of book spine and i"circulation/pocket label (number of parts,linear;authorlartist, linear) on bottom right corner so the label is flush with spine. Request far Proposal:sort Wart i BrodartCa. Page 4 Vendor Service Agreement-Exhibit C Page 71 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Fes, ; •�. �X F1NP i i 1r Write FWPL and the last four digits on IV Vi t each disc using a Sharpie black or silver ttr � fine point marker. 4 ti y exception Exceptions.Only if double-sided CD, apply CD hub label to center of CD disc Read-Alt Place plastic pocket for CD with fabric hook and loop fasteners on the verso front cover with flap facing the } gutter Request for Proposal:Fort Worth Brodart Co- Page 4.5 Vendor Service Agreement-Exhibit C Page 72 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response vVith F I y 5 �- ` a ro K ul" RI=ID tags on the back, inside cover of the book next to the spine, stag- gering 1"up and dawn within the bottom six inches. Request for Proposal:Part North BrodartCo, Page 46 Vendor Service Agreement-Exhibit C Page 73 of 160 Exhibit C 19-0 t 84 Library Books and Services Request for Proposal Response BOOB COLLECTIONS Collection Description aaf African American Fiction b Biographies jblue Bluebonnet Books jbb Board Books jcc Caldecott career Careers jabs Children/JuvenileABC/123 jb Children/Juvenile Biographies jcdread Children/Juvenile CD Read Alongs jel Children/Juvenile Emergent Literacy Materials jfan Children/Juvenile Fantasy if ChildrenlJuvenile Fiction jgn Children/Juvenile Graphic Novel jhol Children/Juvenile Holiday Books jm Children/Juvenile Mystery jnf Children/Juvenile Nonfiction jpict Children/Juvenile Picture Books jref Children/Juvenile Reference jsf Child renlJuvenile Science Fiction jsabc Children/Juvenile Spanish ABC/123 jsbb Children/Juvenile Spanish Board Books jscdread Children/Juvenile Spanish GO Read Alongs jser Children/Juvenile Spanish Easy Readers jspf Children/Juvenfe Spanish Fiction jsgn Children/Juvenile Spanish Graphic Novel jspnf Children/Juvenile Spanish Nonfiction jspict ChildrenlJuvenile Spanish Picture Books jsref Children/Juvenile Spanish Reference of Christian Fiction jcsk Coretta Scott King jerf Easy Readers Fiction jernf Easy Readers Nonfiction fan Fantasy f Fiction gn Graphic Novel 1pf Large Print Fiction Ipnf Large Print Nonfiction jmz Middle Zone m Mystery inc Newbery of Nonfiction Request For Pro fr AI Fort Worth — Brodart Co. Page 47 Vendor Service Agreement-Exhibit C Page 74 of t60 Exhibit C 19-0184 Library Books and Services Request for Proposal Response par Parenting Collection aafpb PB African American Fiction cfpb PB Christian Fiction pbc PB Classics fanpb PB Fantasy fpb PB Fiction hpb PB Horror Fiction nfpb PB Nonfiction pnpb PS Paranormal Fiction rpb PB Romance sfpb PB Science Fiction spb PB Spanish wpb PB Western ref Reference sf Science Fiction spaf Spanish Fiction sgn Spanish Graphic Novel sip Spanish urge Print jsmz Spanish Middle Zone spanf Spanish Nonfiction sref Spanish Reference syaf Spanish TeenlYoung Adult Fiction syagn Spanish Teen/Young Adult Graphic Novel syanf Spanish TeenlYoung Adult Nonfiction yab Teen/Young Adult Biographies yaf TeenlYoung Adult Fiction yagn Teen/Young Adult Graphic Novel yagnnf TeenNoung Adult Graphic Novel Nonfiction yanf TeenlYoung Adult Nonfiction tb Test Books jtlS Texas Lone Star Books vief Vietnamese Fiction vienf Vietnamese Nonfiction w Western Request for Proposal:Fort worth Hrodart Co. Page 48 Vendor Service Agreement-Exhibit C Page 75 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Material Types Book Book-Child Book on CD-Child Children's Programming Materials Mass Market Paperback Paperback -Child Request for Proposal:marl wil I.111 BrndartCo. Page 49 Vendor Service Agreement-Exhibit C Page 76 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Attachment 2 RFID FAIR(RFID tag with additional barcode label) Encoding: RFID tag encoded with library Item codabar barcode. Library will provide a barcode range for the vendor's use. Size: RFID tag: 2 x 2 inches Barcode label: .75 x 2 inches Stock: White facestock paper(printable) Custom printing: Library name(FORT WORTH PUBLIC LIBRARY), scannable barcade, eye readable barcode on both the RFID tag and additional barcode label. RFID TAG SPECIFICATIONS: RFID tags must be compliant with ISO 18000-3 mode 1 and IS015693 air interface protocols and the SLi-1 and SLi-2 chips and capable of staring data in the Industry standard ISO 28560 format. The RFID tags must be guaranteed to be effective for the life of the item to which they are originally affixed and, if found to be defective, they must be replaced at no cost to the Library, All RFID tags must pass accelerated aging testing at 85'C and at 85%humidity for 15 weeks which included performance testing. Standards: ISO 18000-3 mode 1, ISO 15693,ISO 28560, CE, IS10716 8 ISO 9706 from TOV SOD PSB Operating frequency: 13.56 MHz Maximum overall thickness: 0.4 mm 10.018 inches Memory. 2.5k bit IC write endurance: 100,000 Data retention: 50 years Standard format: Aluminum antenna Operating temperature. -40 IC to 850C t-40'F to 185°F Storage temperature: 18 9C to 26°C/64,4°F to 78,8 °F Storage humidity- 50+/-10%rel. non condensing Material: Low/Neutral pH Acrylic Adhesive All in one piece-paper, antenna and glue Vendor Service Agreement-Exhibit C Page 77 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response ATTACHMENT 4 LIBRARY BOOK CHECKLIST AND REQUIRED SUBMITTALS VENDOR NAME: IBrodart Co. Vendor qualifications: 6.1 Number of years in the wholesale book.business: 80 Years 6.2 Number of years company has been providing cataloging, AND processing services: 61 Years 6.4 List at least three(3)multi-library public library systems using Polaris Version 6.1 Build 207 for which the vendor has supplied books, cataloging, and processing services during the past three(3) years. References must include a total of three systems with a materials budget in excess of$1.5 million. Please indicate the system used by each library and which libraries have budgets in excess of $1,5 million annually, The list should include library names, addresses,Acquisitions/Collection Development contact people with telephone numbers and e-mail addresses and which ILS is used_ 1)LIBRARY NAME: Dallas Public Library LIBRARY ADDRESS: 1515 Young Street,Dallas,TX 75201 CONTACT PERSON: Andrew Wright PHONE NUMBER: 214-671-9269 E-MAIL ADDRESS: Andrew.wrightl@dallascltyhati.com ILS USED. Polaris CATALOG LIVE IN LIBRARY'S SYSTEM: YES NO X(using Z39.50 methodology) BUDGET OVER$1.5 MILLION: YES It NO 2) LIBRARY NAME- Salt Lake County Library LIBRARY ADDRESS: 2197 East Fort Union Boulevard,Salt Lake City,UT 04121 CONTACT PERSON: Kathy Crouse PHONE NUMBER, 801-944-7559 E-MAIL ADDRESS, Kcrouse@slcolibrary.org ILS USED: Polaris CATALOG LIVE~ IN LIBRARY'S SYSTEM: YES 1t NO BUDGET OVER$1 5 MILLION: YES X NO 3)LIBRARY NAME: Phoenix Public Library LIBRARY ADDRESS- 1121 N,Central Avenue,Phoenix,AZ_85004 CONTACT PERSON: Hana Kapic PHONE NUMBER: 602-495-5403 E-MAIL ADDRESS: hana.ttapic@phoenix.gov ILS USED: Polaris CATALOG LIVE IN LIBRARY'S SYSTEM: YES NO X (using Z39.50 methodology) BUDGET OVER $1.5 MILLION: YES X NO Vendor Service Agreement-Exhibit C Page 78 of 160 Exhibit C 19-0194 Library Books and Services Request for Proposal Response 6.6 VENDOR PERSONNEL_ For a contract this size, how many staff would be assigned to Catalog materials? 16 individuals are trained to catalog for FWPL Flow many staff would be assigned to Process materials? 8 individuals are trained to process materials for FWPL VENDOR'S ACCESS TO INVENTORY AND DELIVERY SERVICES 7.5 Number of in-stock Spanish titles: Approximately 70,000 Number of Spanish publishers supplied: Over 1,100 7.6 Is vendor able to provide access to real-time, in-stock information online(check one). YES X NO 8.1 Please describe your delivery options for example:consolidated shipments, drop ship,etc. FWPL currently receives consolidated shipments twice weekly,however other shipping schedules such as once weekly or daily are available. Our delivery schedules are very flexible and can be customized to accommodate your library's needs.Brodart will be happy to work with the library to accommodate changes in shipping requirements as they arise. 8.3 Please explain how drop shipment would be handled by your company. Drop shipping to FWPL branch libraries is also available for an additional fee.Shipping accounts would be set up for each branch location and items would be delivered directly to the branch. A packing slip would be Included in each branch shipment. Invoices could be generated to match each branch shipment or a single daily invoice could be generated that consolidates all branches. Provide a sample packing list. — A sample packing list has been provided 1n Exhibit IV. Vendor Service Agreement-Exhibit Page 79 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 9.0 COMPETITIVE PRICING OF PRODUCTS 9.3 !✓4RiVIAT FLAT DISCOUNT Adult mass market paperbacks 41.0** Adult trade hardcover 47.0"* Adult trade paperback 41.0 Large print -discount based on format(trade Discounted hardcover,trade paperback, mass market,etc) by format Library binding 24.0 Reinforced binding 41.0** Graphic novels-discount based on format(trade Discounted hardcover,trade paperback, mass market,etc) by format Juvenile book and CID pairs/Read-A-Longs- discount based on format(trade hardcover,trade Discounted paperback,mass market etc) by format Juvenile mass market paperbacks 41.0** Juvenile trade hardcover 47.0** Juvenile trade paperback 41.0** Teen hardcover 47.0** Teen trade paperback 41.0 Teen mass market paperbacks 41.0** Adult other*-Non-trade 15.0** Juvenile other*-Non-trade 15.0*� Teen other`-Non-trade 15.0** *If there is a category that is not covered by the list, name the type and discount. *Hardcover and paperback titles on which Brodart receives minimal or no discount and/or the publisher requires prepayment may be discounted at the non-trade discount(15%)or Invoiced at the publisher's list price.There will be no additional service charge. Vendor Service Agreement-Exhibit C Page 90 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 10.0 ABILITY TO CATALOG AND PROCESS BOOKS AS SPECIFIED 10.1.7 Provide a description of how you would get FWPL's holdings records Into the OCLC database and the corresponding cost of providing this service. When catalogers have direct live access to Polaris,your holdings are updated directly in OCLC when the cataloging record is exported. When utilizing a Z39.50 connection to Polaris a file containing new titles added to your database Is sent to OCLC on a daily basis. OCLC processes these files each night to add your holding symbol to the new titles. In order to initiate this service the library must request a data sync collection ID from OCLC. There is no charge from either OCLC or Srodart for either of these holdings update services. 11.3 Please fully describe your proposed alternate cataloging method. Please see Attachment E,Section 8.0 CATALOGING METHODS FOR BIBLIOGRAPHIC AND HOLDINGS RECORDS,for a complete description of the 3 Options of cataloging methodologies we are offering. 12.10.11 Number of days necessary to fully catalog AND process an item using option 1 (book in hand live in system: Up to 10 days Number of days necessary to fully catalog AND process an item using option 2 using Z39.50: Up to 7 days Number of days necessary to fully catalog AND process an item using option 3 (acceptable vendor proposed method): Up to 7 days 13.0 PRICING FOR CATALOGING SERVICES See section 13.1 for definitions of each type listed in the chart below, of a Charge for cataloging on a flat rate per title_ Using option 1 (book in hand live in system): Flat rate pricing is$ 31.75 per cataloged title-item-- includes cataloging with OCLC records and processing Using option 2 using Z39.50: Flat rate pricing is$ 3.65 per cataloged title-item—includes cataloging with OCLC records and processing Using option 3(acceptable vendor proposed method): Flat rate pricing is$ 3.45 per cataloged Otte- Item--using Z39.50-Includes cataloging with Brodart resource records and processing Vendor Service Agreement-Exhibit C Page 81 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response nLa Charge for cataloging fused on the type of cataloging required per title(tiered pricing). CATALOGING - Tiered Pric_in TYPE COST PER TITLE Item conversion n/a Copy cataloging tt/a Modified cataloging j n/a Enhanced cataloging n/a Original cataloging n/a Other* n/a Other* n/a *define what"Other" is 14.0 PRICING I-OR PROCESSING SERVICES 14.2 Flat rate pricing is$ included in Opfl tin I ahnue per processed item if library supplies RFID tags and barcodes. Flat rate pricing is$ Includf,d in 8ptions 2 and 3 above___per processed item if library does not supply RID tags and barcodes. Bidder must offer a flat cost per copy processing fee(see section 12.10 for processing specifics), but the Library requests a costing out of the individual supplies and processes for evaluation purposes. PROCESSING—PER LABEL andf ACTIVITY PRICING SUPPLY IT1=M OR WROt;ESS COST PER ITEM _ Shine label $0.20 _Book label $0.20 Barcode label*-must be supplied by BrodLi t for cataloging options 2 and 3 $0.20 RFID tag*-must be supplied by Brodart for cataloging options 2 and 3 $0.60 Mylar jacket $0.55 Label protectors $0.20 .Adding item to holdings record n/a Durable plastic cover to quality trade, paperback easy readers, 8x8s and picture books-- $1.95 Brodart card Other+-BrodartConvert Other+ __ - - these lalieis may b excluded from the contract it is de#e��iti�-� to be more cos{elfr�r,F��P r=,f the Library to supply them +define"Other'BrotlailCanvert:Originally published in paperback anti converted to hardcover. 15,0 PRICING FOP, DATAnASi= Sl!RVlr r--� 15.1 Cost of database access if vendor wins the contract. $_ Free of charje per year Vendor Service Agreement-Exhibit C Page 82 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 15.2 Number of users allowed and at what level Blbz offers unlimited users regardless of level. Please describe the different levels of access available in your database. A user with administrative access can add or delete users,assign accounts,profiles,branches and funds to users;create families of users;create grid values and grid templates and assign those templates to users and determine which users have checkout capabilities. Access by Non- administrative users can be configured by those with administrative access. 16.3 Bidders are required to provide temporary access to the database so that library staff can evaluate the services for the purposes of determining the successful bidder(s)- Web address: www.bibz.com Login., FortWBid Password: welcome Expiration date of trial access. No Expiration—Can be deleted after bid evaluation. Name of vendor's selection AND ordering database; Bibz.corn 16.5 Are there additional costs involved with providing new publication selections lists? If so, how much? Fort Worth Public Library currently has 60 Diamond TIPS Profiles with a subscription cost of $250.00 per month. This price will be honored if Brodart is awarded the new contract and is valid for the entire contract period regardless of the number of profiles needed. 16.6 Describe how your selection lists are created and at what frequency Include a sample new title selection list. This can either be an attached list or a cart/list in the evaluation account on the vendors' database. Please see section 13.0 for a full description of Brodart's TIPS selection lists. FWPL staff would set all the parameters for each list as well as the frequency at which they run. Sample selection lists have been posted to the FortWBid usernarne in Bibz. These lists were produced based on the parameters set by FWPL and described in the TIPS profile summary document. 16.10 Describe your Spanish book services including how you inform libraries of new publications. Please see section 13.0 for a full description of Brodart's Spanish TIPS selection lists. FWPL currently receives 16 Spanish APS lists which are posted monthly and Brodart submits 8 Spanish FASTips orders per month on FWPl!s behalf, Vendor Service Agreement-Exhibit C Page 83 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 16.13 Please describe your demand levels and how users of your database can ascertain the demand level of titles. Brodart's demand levels are 100% based on public library orders and do not include other sources of demand which could be misleading to a public library selector. The levels from most demand to least demand are Hat,High,Average and Moderate and are displayed on the title detail view on Bfba. The majority of FWPL's TIPS lists are demand driven. 17.2 STANDING ORDER SERVICES 17.2.1 Please describe the process for the library to establish the standing orders. The library will first select the authors,series,or other criteria desired.Then they will set other parameters for the automatic order including distribution,format(bind preference), classification,age range,material types and maximum price.The library will also set the timeframe for ordering. Three months prepublication is the current standard. 17.2.2 Please describe the methods with which the library can make changes to the standing order lists. These changes could include adding/deleting authors, publishers, subject areas and/or changing branch distributions and quantities. The library can make changes to any of their criteria regarding FASTIps at any time.These changes can be made by contacting your account manager, 17.2.6 Identify, define, and provide a short description of the standing order services offered. Include any additional service pricing that may apply. Brodart offers standing orders for popular adult,teen and children's fiction and nonfiction through FASTIps. The profiling is very flexible and can accommodate unique needs.Most FASTIps ordered are based on author or series lists.Brodart offers this service at no extra charge. For a full FASTips description please see section 14.0. 17.2.6 Include information on how the library would be notified when a new standing order title is ordered. Brodart will notify the library via e-mail after orders are shared or submitted. 17.2 7 The Library requires the ability to download on order records for items on standing order. Please describe how this would be achieved. Once orders have been submitted by either Brodart or the Library,on-order records can be created by FWPL and imported into Polaris. Vendor Service Agreement-Exhibit C Page 84 of 160 Exhibit C I9-0184 Library Books and Services Request for Proposal Response 17.2.9 Please describe any additional services that are offered and/or will be offered by the Vendor that can help the library make predictive collection decisions regarding titles and/or authors and placement amongst the library's locations. If the services described cost additional charges please indicate the charges. Please indicate which services are livelin production and which are in development. Brodart is pleased to offer Fort Worth Public Library the option to access Edelwelss+Analytics with Summit via our partnership with Above the Treeline. As FWPL currently utilizes this tool there will be no transition,startup costs or delays with the implementation of this service. Additional Charge; X yes no If yes, how much?_$18,000 per year 17,3.5 Is this workflow possible with your system? If so, please explain the process and provide a contact for a library currently using this method and has Polaris for their ILS. Customers providing Brodart with inventory and usage reports can work with a project librarian to ensure collections are in keeping with public library collection trends and industry standards.Brodart librarians work as an extension of your'staff to ensure your selection process is in line with your collection goals and the needs of the community.These collaborative efforts begin with a thorough collection development profiling process,The resulting order lists can range from the simple to the complex,based on level of customization. Costs for this type of work would be dependent on the scope of the project. 17.3.10 Toll-free number AND e-mail for technical support Toll-free number: 800-474-9902 E-mail address:technicalsupportehrodart.com____ 18.0 CUSTOMER SERVICE AND REPORTING SERVICES 18.1 Provide a sample order acknowledgement andlor order confirmation. A sample is provided in Exhibit IV, 18.2 Provide a sample cancellation report A sample is provided in Exhibit IV. 18.3 Provide a sample standing order title monthly report A sample is provided in Exhibit IV. 18.4 Provide a sample status report and list of status codes, A sample is provided in Exhibit IV. 19.0 INVOICING SERVICES 19,4 Provide a sample materials invoice. A sample is provided in Exhibit IV, Vendor Service Agreement-Exhibit C Page 85 of 160 Exhibit C 19-0194 Library Books and Services Request for Proposal Response 19.10 Provide a sample cataloging/processing invoice. A sample is provided in Exhibit IV. 19.15 Provide a sample credit memo. A sample is provided in Exhibit 1V. 20.0 RETURNS AND CUSTOMER SUPPORT 20 5 Provide a copy of your return policy and your credit memo policy. Please find Brodares full returns and credit policy in Exhibit V. 20.6 E-mail and/or toil-free phone number for placing orders; Orders can be e-mailed to your account manager—Tina.Jodun@brodart.com 20.7 Internal Customer Service Representative NAME: Tina Jodun TOLL FREE NUMBER: 800-233-8467,ext.6563 E-MAIL ADDRESS Tina.Jodun@brodart.com External Customer Service Representative(Sales Rep.) NAME: Karen Peck TOLL FREE NUMBER; 800-233-8467,ext.6374 E-MAIL ADDRESS: Karen.Peck@brodart.com 20.8 Cataloging Contact NAME; Marc!Hubler TOLL FREE NUM13ER; 900-233.9467,ext.6374 E-MAIL ADDRESS: Marci.Hubler@brodart.com Processing Contact NAME: Tina Jodun TOLL FREE NUMBER: €00-233.8467,ext.6563 E-MAIL ADDRESS: Tina.Jodun@brodart.com 21.3.1 Number of libraries currently under contract for ODC services_ 11 21.3.2 What percentage of the above are public libraries? _ _ __I00% 21.3.3 !Number of employees In ADC department with advanced library degrees. 1� Vendor Service Agreement-Exhibit C Page 86 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 21.4 List 3 multi-library public library systems that you have done an ODC collection for in the last 3 years. LIBRARY NAME Pioneer Library System LIBRARYADDRESS: 1210 McGee Drive,Norman,OK 73072 CONTACT PERSON: Lisa Wells PHONE NUMBER; 405-801-4503 E-MAIL ADDRESS: Iwells@aioneerlibrarysystem.or LIBRARYNAME: Prince Geor e`s County Memorial Libra 5 stern LIBRARYADDRESS: 9601 Ca ital Lane Largo,MD 20774 CONTACT PERSON- Michael Gannon PHONE NUMBER: 301-699-3500 E-MAILADDRESS: M1chale.gannon@ gcmisJnfo LIBRARY NAME: Salt Lake County Library LIBRARYADDRESS: 2197 East Fort Union Boulevard CONTACT PERSON: Nanette Alderman PHONE NUMBER: 801-948-79011 E-MAILADDRE5S: hNalderman slcolibrary,or 26.2 Vendor must describe the method used for packing, labeling and storing the collection, including insurance coverage for ODC materials. Your opening day collection will be boxed and stored in approximate shelf order. Our boxes are made of heavy corrugated cardboard and are extremely durable.Shipping(0t}e15 are covered with clear plastic tape and are applied to the top of every box.The materials are stored in our heat and humidity controlled warehouse which was designed for the storage of books.All materials will be fully insured against physical loss,damage or defect while in storage and until which time the books are delivered to the library. For full details on our ODC storage and shipping please see section 23,0 Vendor Service Agreement-Exhibit C Page 87 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 28.1 If the vendor has a product that assists with collection analysis, please describe that product, include a quote for acquiring said product and provide 3 references for multi-site library systems that currently utilize the product. Brodart does not have a product that assists with collection analysis, however we do partner with Above the Treeline and can offer Fort Worth Public Library the option to access Edelwelss+Analytics with Summit. Listed below are 3 references provided by Above the Treel lne. Cost: $18,000jyear LIBRARY NAME: Waco-McLennan County Library(TX) LIBRARY ADDRESS: CONTACT PERSON: ) Allison Scheu PHONE NUMBER: (254)250-5941 E-MAIL ADDRESS: AlilsonS@wacotx.gov LIBRARY NAME: Des Moines Public Library(IA LIBRARY ADDRESS: CONTACT PERSON: Kathy Leonard PHONE NUMBER (515)283-4152 -MAIL ADDRESS- lcjleonard@dmpl.org LIBRARY NAME: Davidson County Library(NC) LIBRARY ADDRESS: CONTACT PERSON: Jennifer Weston PHONE NUMBER: (615)862-5800 E-MAIL ADDRESS: lennifer.Weston@DavidsonCountyNC.gov 30.3 If there are additional services or options that have not been discussed elsewhere, please take this opportunity to describe them here. Please include any pricing that would be involved as well. Brodart is once again leading the industry as the only library materials vendor to offer linked data enrichment services. Linked data enrichment Is applied to bibliographic records in preparation for systems that will increase community visibility to library resources outside the traditional public access catalog. Brodart has been planning for the evolution toward linked data and 13111FRAMIE for years by modifying data models, production processes and delivery mechanisms. One of the exching new cataloging options available with our 239.50 cataloging solution is our new linked data enrichment service for our shelf-ready customers. In recognition of our long-term partnership,Fort Worth Public Library is being offered this Brodart service at no additional charge upon migration to our Z39.50 cataloging solution. In summary,as Brodart Is performing shelf-ready cataloging services,the FWPL bibliographic records(whether new or existing)in your 0 itabase will be system-evaluated Vendor Service Agreement-Exhibit C Page 88 of 160 Exhibit C 19-0 18d Library Books and Services Request for Proposal Response for linked data enrichment. Each subject,name and title will be evaluated for a 100% match to the following authoritative sources., @ Library of Congress subject headings 6 Library of Congress subject headings for children's literature o Library of Congress Genre/Form Thesaurus When a tag matches 100%to an authoritative source then a UR€will be appended to the tag in a 10. When a tag is not a 100%match then no URI will be generated, Content type, media type and carrier type URls will also be generated. Additional Charge; yes X no if yes, how much? Vendor Service Agreement-Exhibit C Page 89 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 11; CATEGORY/BINDING DEFINITIONS Brodart Co., Books &Library Services T rade Hardcover:Published with a glued binding and a hardcover. Trade hardcover editions are usually current fiction or nonfiction and are generally published for the average consumer.Publishers promote and advertise these titles more aggressively and print runs are greater than the norm. Juvenile Trade Hardcover:Published with a glued binding and a hardcover. Current popular fiction or nonfiction books designed for children,usually with subject matter of broad appeal. Publisher promote and advertise these titles more aggressively and print run are greater than the norm. Publisher's Library Reinforced:Published with a high quality,usually fanned, sewn and glued binding. Sometimes known as a"School"or"Library"binding.This binding has the durability required in a high use library setting and is usually reserved for children's materials.All publisher library reinforced editions will receive the discount quoted in this category. Hardcover Reinforced:Published with a durable fanned and glued hardcover binding that may or may not be sewn. Also known as"single Reinforced","School"or"Library"binding.Subject matter may be directed at adults or juveniles(though they are usually reserved for children's materials)and may be fiction or nonfiction. Non-Trade Hardcover: Published with a glued binding.Subject matter such as technical,reference,scientific, medical publications,retrospective titles,titles published by a small press for adult and juvenile readers,and/or titles on which Brodart receives minimal or no discount. Publishers whose titles have limited sales volume and those who are not In compliance with Brodart's purchasing requirements may be in this category. University Press: Hardcover and paperback selections from publishers that are associated with universities of higher education. Trade Paperback:May also be known as a trade paper or quality paperback for popular and current trade titles published with a paper cover.The quality of the paper and printing in trade and quality paperbacks is usually high, Mass Market Paperbacks: Mass market paperbacks are paperbacks sized to fit standard retail display racks;trade paperback have larger page sizes.Trade discounted paperback editions are generally published for the average consumer with subject matter of broad appeal. Non-Trade Paperbacks:Published with a quality paper cover.Subject matter such as technical,reference,scientific, medical publications,retrospective publications,small presses for adult and juvenile readers and paperback titles on which Brodart receives minimal or no discount,publishers that require prepayment.Publishers whose titles have limited sales volume and those who are not in compliance with Brodart's purchasing requirements may be in this category. BrodartBound:Turtleback's high-quality bindings significantly extend the life of a book by using the finest materials and processes in the industry.More durable double-fan adhesive or sewn binding replaces the publisher's original binding.The publisher's colorful, illustrated paperback cover is scanned,digitized,and reprinted to produce new cover sheets that are wrapped around heavy hardback board. BrodartConvert:Originally published in paperback and converted to hardcover, BrodartGuard: Paperback reinforced with a 10-mil(2-mil spine)laminated cover, Playawaye Digital Audio: Audio content provided on an independent player. Spoken Word Audio: Recorded reading of a book in abridged or unabridged form on compact disc format. Also known as audiobook. DVD: Optical disc storage media format used for playback of movies with high video and sound quality. Blu-ray: Optical disc storage media format used for playback of movies with high definition video and audio as well as advanced interactive features. 052319 Vendor Service Agreement-Exhibit C Page 90 of 160 Exhibit C 19-4184 Library Books and Services Request for Proposal Response E � � i "ITs Bibz.com Exhibit I Opening Day Collection Overview Exhibit If Opening Day Collection Portfolio Exhibit III Sample Reports Exhibit IV Packing Slip -- Confirmation Report --Cancellation Report --On Order Title Status Notice -- Invoices Credit Memo Return and Credit Memo Policies Exhibit V Edelweiss Analytics Exhibit VI Vendor Service Agreement-Exhibit C Page 91 of 160 Exhibit C 19-4184 Library Books and Services Request:for Proposal Response 1. Anl ;' EXHIBIT d 131W Bibz is Brodart's online collection development and ordering tool.Access to Bibz with unlimited users is offered free of charge.On-site training for Bibz is also provided at no charge. Using Bibz's flexible features,you can search and access relevant titles, build your own lists,select the best items for your collections,and place orders online or through your acquisitions system.Our enhanced features allow you to customize your display and manage user access and grid ordering.You can conduct simple or advanced searches quickly and easily within Brodart's title database of more than four million records. Bibz allows you to: Item 5earchlDIMlay 6 By keyword or exact search for title or series 0 Within a large number of databases and resource lists o Access one or many of the following fields as needed- * Title o Format a Contributor 0 Descriptors(board book, large type, o ISBN/ERN picture book) o Series O Language * Subject o Age or grade range o Publisher o Reading program and level * Availability(print and stock o Publication date status) o Review journals, including number of * View Inventory reviews and issue date o Broad classification o Demand level o Dewey or Library of Congress 0 Price classification Vendor Service Agreement-Exhibit C Page 92 of 160 Exhibit C 19-0184 Library Banks and Services Request for Proposal Response Access: o Annotations plus full-text reviews from ten journals Custom lists provided through the TIPS, FASfips and Collection Builder services e Specialty lists built for public libraries Link to your library's Moldings ® MARC records Order History to view item status Invoices Build; p Your own selection lists and orders m Selection lists to be shared with others in your library Local notes for others in your library to see Manag.e: All selection lists, including shared and special o user access, determined by your administrators Prevention of duplicates according to your preferences Grids--create templates and revise at your convenience Order; Q With grids reflecting your branch/location codes, collection codes, item types, and funds a Directly via the Web Import records into Symphony for EDI ordering ® Access the order history for all of your accounts Vendor Service Agreement-Exhibit C Page 93 of 160 Exhibit C 19-0194 Library Books and Services Request for Proposal Response Bibz Search Screen hFllll!'t 34 frgQlrin�rtvl� ]i4U111•!U.ni»S}-I" 5eareir.Fan�€ -,---- --s�,ryal€a�,ut�►wrr�miwlw+rrwlst•RQa Ja4r ur Mllrir,a ®rax€cd€.ikYGt:rlClt!re t.3lcgwza lnasesirJr Atralladility � (d.Wa"i. £3 0Z;Ft9Nr, Ali kl VI13 I &road Classification © 0 Q Eetcscrxr XR s,xne LLEt PI Dewey Range CMNW ;,"r- - =r V Ja WA1,12 LC Classification Formats r-e sib f.�.ulrr€rf+ Ll wnntnernCl,r€:raryae.lcaex C}+cnrrper A$IF—tn 0 0 rrsd.rz+,r, i 1 04 OF wta il-A—+ xrd GJ-4 ❑N.aY.Isamu 1- ❑MAn 6"u d t7 dRr3Fw31a LI Filcln ED L141,1.)YIjn) Ll€S€ynnaf uw--: AW. l^I Jul Irl'-- 0&s njY 0 arD Dascriptars C7 f l sxe CI nola,t i7 Cl j.har.,l l]C7 we:f,r,r.e S? 'i wwt C C74 CI C7 sit ❑C ratny�, Cl C7 a am s:as C d n [J C]s«Wcn 01' G 0 µcowl L»six€lc 0 t]CIurxtrr&wk n n anscd Cag� 0 Cl arw 0 C1 canwYrw TJ 0 txr€nnasy 0 0�acunrn€ary C Cl 17 0 F-,ff Kean Cl C r.:,n.l�Ht. On-aastrr-ym C1 C Rea%v— C7 CI GrxgErfe 0 Ci CxaN ae n-o L LI Hujk are 00}nlncuasd Q C[Qwr It r lrllx< C30 ra C C L�J-Typr QO ttd w El ID 3tar&y [:3 fl n,1.1I r-•i5 00 rva up 0 rl rinl milc.nu=a CIO 0 C&r+rm Q[�Ut.1 Ci C"'?;roux SIgIiC: C Cl s_S-x A 00 sp'l Cl CI rm mu I C2 Cl r—€A.. Ci El 3"M r.,U. C 13 an.w I09-6 L1❑vaitxrrr,. Languages C1 E.yan C rp rsa, C7 nhcr AAh•!..M P,ge Range C.IxH 0;4 03a 04n Gla.Eu ial.zcr Carx 0t.14 Ct]sa rjts G IG 19 L"73!•,S:dl L Aefl?H,Ifiga CPI, Clal Cr.€ 013 C7as wlt..:_tR Cl 3.7 Ll 39 Q 9 9 0 7 P 411 Reading Programs v. - --- a�f� --- ni! ra(W Publication Date r.,,,,�w�'Iw'r�Et - rnlxyrvecrYf?'i ra nut,uart 61 Entry Date 3--Tr—tn'+,€1r5i4 w mttr}-di,xr M Reviews ar LNv% 0 €0 7 0 s CJ t rcewssl !a"h'°`° tiwti,R .ram— - rr ml� �_.-... rolutna:5� -... 1 • /u41l:t 1•dll'InN Ili:I• •••II•I 4�•FfrFll li�i Demand Level O tsgrtlla, Pri nt Ru rt l Price Range l Vendor Service Agreement-Exhibit C Page 94 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Bibb Search results Screen - — I ll5T5 Prafucc ROUYS bAV PrarrxlFnp,Prstec �}U7rFH8"i0994S7'1 Special Use:Little Graen Creatures,•World UFO Pay July Zod �L+ At1[0F33:Atkf To1FS1 v List] -rf1A?5" 0kpiaylne reM IS 9 to S7 of ST ghplayc Sort Order. _ ylotttai qty.-r- P.$0:1j-....._ +rl (k WO 1 1 rill ndrJ 1 title DeG,R t 4ntributor.Tine ti+, 15 um1ldRs 0n rdil t15■1 t14un' !illliN8Sd2a murk. D1Y251k 19 M11,1 a OR-W EU3111IJIr MLW b6t■duo.l UeNi I �I�IIILR I11}�llFlll■4Q ,. RkRI C1 - Iidl7S h• r.. ,A mi q Ilatnln'lrr ire■0� d glrnr�ol4 A ulh sas3 Hardcavo: � LF6FytyReWorcadliIli OWN 9P1:1s'1 Trade Parer 1265 51 3r_xLLtpe ! FfnflU1IJlflkE3 @tsa+ tuLLCrr#Y �€l. l P.la==rat - Audio ��J!3$A]hti3.4[f'il!i7�t Nerg r 176R]6 Unlvpslry Rrasy 0310MM Ava.Wdir 370.99.. Audio CD F21 f➢r.ldF �� Audio MPACO r 4 _l3frlx JurJYrcrJrarh A Idr ll ki Eh-J.) Y 9JEF I�IX'r+lt Chatker6oard 091G112a18 Av,llahi= S2707 1 � �2!drJ�. � f1,17du ArJ.51s1 LiSrl� Library Nonrkda+t 1571 Th■RotweU llf tihrsry 7&I 562a2a tntw Puklilw,R Not Yet 5 �••-."••"OS*eR� D5WV�..17114 (Ir HI II[d 001.942 Graup coo Not Pttwidaed s7R32 ii jb,,jM(3 Pa�d.la a n�..}�! 1 � tamr�Pl rl k MatW10 a€O,V5 1 seas �.- tlllidrett .^__.__ i1Fa YtYll.na llemlltd Ati gRg ;il i.' G"'""1 i6o15u. Eitt Fr«kesmtdr. yr■r7■r2aaio■ Ampsr Oovk, 09103"19 No,YCr 11995 HFghrLow ;al 7 N CMIanr Pout {019Ar R,eRsl,a� m - other ftN*Eh AMX-11111 GJe{;1 7FWsa1 .97Yllo]Eil1i L4HnrIFtrTi—I'i 10712016 Avrilatde f2693� �F.4s $ ltr�xl:Yaa— aol qiF ILL. Grsid.rNanfictitm 0 �a Large7ype tll t'a.:r.> 01-dINYFb I Reprint t+t7 uT?wltu,l Fn■nr'u del �115+��Aor�'L!.kA �iS■1E..�.1Mlitr.}� ii..-...a.A' 3761501r17B30S ' k Aasrn YA pt115r2018 Irr 5rock:l s39.75 e G+tal■wrtllfil?Lal�sci � �s`niffn�d 041.)i7 I Vendor Service Agreement-Exhibit C Page 9S of 160 Exhibit C 19-0 t 94 Library Books and Services Request for Proposal Response Bibz Exgar14e0 Tltle Display Bibz provides a wealth of bibliographic information and review citations from all of the major public library review journals• 46Wnr s nrCuve�Q.bY31f52�frF Author Roy.Rachel Knn r, C1dsh.Ava u r r- '1 - 11 in`.11RC lie..u.ds 1 ISUV 1I I ; , Si '4�He, Or�senrl S` �x A<,r +.� �u'.s1..Fy• .. w ; iyc . 1 rl ci S' `4 F-1 itord:tlyer oYfs/+;ueF lie•',; - ,!=r. .. 5 - - .. t 1Z I Y •�6 Beath and Oyfng HCi!rhf6lCd!tIa eiSafCFplrA!'4U�t1et1 Ramance 5a 4 Life arnl l.Vsmms Asia ContsmF-Dry nzuan M.tr 5.•,F, „ YOUNGADUO RC310r81Cra,4ngnlflge YOUNG ADULT Fialori l peeplr E�P-aws t Asir YOUISG M.it1LT€IEMNt Ramance 1[m,mpesa,y YOUNG AVULI FtCHDR/9ecraf Themes l Elating 6 Ses YOUHGAOUIT 8rrmuenWm YOUWAOULT FKT1ON f Sa;'rf•Yn;z F i[rt-;i.,wp b'rar,q.at•.•an YOUNGAdULTf00HISacti I1*err1r17fJtrnldi Fln•4s YOUNG ADULT POTION ISM,, SM,1 I I;+a1r 1 1 Le II krce;n R 41f R• 41Yrr rarl• Ass,nmt Radon fis{sl!!h}-IWeF10e lMlltltS ' Addu,p%r an Ca—.&a1 nge,Nvii n CntrAns Rr1[on CtYusins 1wenrre fkttan Eostil;Wen Airw.ztttPubian Feu Indlnn ALmt &aFaJ-oi lte fkr nn F"ry ii,India Frc4:on Fyihfaa.hNm*a Moan IFumen erefli.k�s action Human craHkl+tng J,wrnYa Iktlun India F+ Ian fndia]wrn,te Fiction ,-as .I, Bildursvin ntlns s"H I 1 I 1' I I ;I I I F 1 ' 1,s " 1 s l' 'II I r• + 1 r l - • ; Vendor Service Agreement-Exhibit C Page 96 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Additional fiibz F.u....nctionality Sort sequence: Titles In search results and lists default to Title/Author sequence and can be resorted according to your preference. Duplicate checking: Bibz provides automatic duplicate checking against ail your lists and orders. icons indicate whether the title is in another list or on a submitted order. In addition,these icons link directly to Duplicate Detail screens. Duplicate check options are also available when adding a title to a list.The user can set the preference for the level of duplicate checking(e.g.do not alert on duplication,check for duplicates in the target list by ISBN,check for duplicates in all lists by ISBN,etc.).In addition to these features, it is also possible to check duplicates for an entire list. Holdings Interface: ® Classic Holdings Interface: Clicking on the H Icon (N11 )in Bibz will execute a search in your catalog and display the title when found. Smart Holdings Interface:If your Polaris system is Z39.50 enabled,"Smart Holdings"will automatically search every title on your selection list and only display the(M)icon for ISBNs that have been verified to be in your catalog. Administrative functions: Users can be designated as administrative or non-administrative. Administrative users are empowered to: Create and remove users and assign new passwords e Grant user access privileges for assignment of accounts/processing profiles, branches,and funds,as well as order submission ® Create families and assign membership in those families ® Set grid values and create grid templates,assigning them to specific users e System settings allow the interfacing to your Integrated Library System for holdings lookup MARC record options: Records may be downloaded for orders according to your needs.Save them to your local computer or deliver to your ILS FfP site.Dur flexible MARC mapping tool enables us to customize your on-order bibliographic records and item records, Order History:Access all of your orders submitted to Brodart, regardless of the order source.A summary is provided indicating item status.Orders may be searched and sorted to provide quick reference of specific details. Each order can be opened to show title level detail with current status information such as shipped, in process, back ordered, cancelled,etc.-V allows you to download brief MARC records for orders submitted online. Vendor Service Agreement-Exhibit C Page 97 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response oRDE:R HISTORY t Stitch 15TW - Orden TW11 hAMA44 IKU=WMWr' rates. 374 [aaoeF: Product; I`"¢a; Qaeuidr, 617 ShIPPHL. GIS Search Far: Select 3 opewO Item LT■; SI0 9 8191 flare; Dssplkt Past 14,N.eil.r ■ fa Feeeest 0 Remtier: SS17175 Re,esze,l 0 VAS.- SOW 14415fhrcb1up hams Item Found On Order, 6 S&IL 5000 ,L41s¢ C�jv,Prwrrecad: ?Of a 1� 12 OanolrE G Tank 14.17II5 Mae Nwr.e Auarfl1aV [Wmr FW!W OwnerA Ma"LA SardcaA Dow 5h1aped. HYPI Lineap On NOW. OeAtibe }Milli Powumhe7A Order TypeA OrderSourceA Ory 142: d,du: 0n01d., Ihtsnill TolalPdco :Gli-IC31LJd+eLfl'in 01251rh 1w:'.NX ICIPRLANI Item O-A $r a S 0 1 JL,■a3lcenioi 11D—V HOSED nap ,..'xe 0111mc 1) L b a S-EGBL LU L--J., U— IIuNTI' pE4r-1it JRRDL4!. hOMIAti IJ 14 Rsi lli CWSED ALA% +.: O�`{ Oal.o r; is a s: :i Invoices:Access your PDF invoices from Order Hlstory ORE)EEFE 1ISTf1RY search T;rpt Rrdm rr e , Tat"- Ile IaUfte�tnaber _ Pu&dwi 4rdlr 6W To irmual Number Number isBNf x.L PC,,. ParL-Jag slip SNPTo account Number tiumber- Dail: Bup1r�past r I Ild f AULLhin 1lern Fauad 4i v_. Gcutrue PaMFr.•--!' '�? 4:_n rl nrinn,i raga=ca HtimAaiY fleerureant 10 Iketimmllnotey Purmhimo Order %AT9Ntjn*o Y shWTo Numboc+1 Humhary HambaF�l I531ll'_1 P14IG+y 11t11'.II} 17SMi IO-1414597M {rrnl W)IJ_ll a11h9Ll 1+711_-11, I7DCDM7 104414595M -MIL 410M5 aillse ] a1m115 it,ll'..1 t8JDIMW ILt46123,,i5f*4 ij"+ m'hS,d Vendor Service Agreement-Exhibit C Page 98 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response t�1011_ EXHIBIT II A eeni�Dpy Collectiinn Services We are a pioneer in cataloging and processing,providing libraries with shelf-ready material since 1958.Whether you are planning an opening day collection,need temporary help with backlogs or need ongoing cataloging services,Brodart's experts have a solution for every need. Upon award of the contract, Brodart will assign an installation team to your project to assist the library with developing a comprehensive project plan and coordinating each phase of the opening day collection project. Our services are designed to manage every aspect of an opening day collection project,Including selection lists,acquisitions,cataloging and physical processing of materials all tailored to the library's specifications. In addition, Brodart can supply a full range of management reports, provide insured storage,and offer numerous sorting and shelving options along with prompt delivery including an on-site Brodart representative to assist, if needed. Collection Reuel_ o ment Opening pay Collection Services History and expertise Brodart has extensive experience in providing customized collection development services aimed at fulfilling the core collection needs of new, expanded and renovated libraries. Brodart's collection development system can provide a wide variety of titles in all subject areas for all age levels. For adult print materials we cover not only popular, best-selling titles and well-reviewed titles, but also practical nonfiction. Publishers range from the largest corporate bodies to small and literary presses. We provide an extensive range of large type publications. For children and teens we provide recreational reading as well as materials for school support. Graphic novels are increasingly important,and we have a subject specialist on staff who reviews them book in hand and pronounces some of them "KidSafe". We can also provide expert selection of Spanish language materials from U.S.and offshore publishers. These include titles published originally in Spanish as well as translations of English titles. The offshore titles are evaluated to be sure they are appropriate for U.S,libraries. Brodart's Collection Development department was established in 1990 and has the most experienced staff in the industry. The librarians and the paraprofessional staff have participated in countless opening day collection projects through the years and are always happy to provide advice and assistance during new projects. We recognize the challenges inherent in building new collections as well as the satisfaction that comes from seeing the collection in place on opening day. 1 Brodart Co., Books& Library Services Vendor Service Agreement-Exhibit C Page 99 of 160 Exhibit C 19-01 S4 Library Books and Services Request for Proposal Response Profiling for Selection Lists Selection list creation begins with the all-important collection development profiling process. The library would be assigned an experienced Collection Development Project Manager. She will prepare a custom profile form and send it in advance of the profiling session. In this way you can prepare for the discussions, but she will be responsible for completing the form. The profiling discussion moves from the general(community to be served,selection philosophy)to the specific(details for each collection category). It is important for the Collection Development Project Manager to grasp the vision for this library and for the overall collection. The discussion will include how any existing materials should shape the new purchases. The library's selection policies or collection development planning documents would also be studied and incorporated into the project profile. A critical part of the planning process is to set the appropriate budgets and/or target volumes by category. If the library has already prepared a budget document by category,that can be used. If not,the Collection Development Project Manager will stand ready to help craft such a document. Brodart keeps collection proportion information averaged from recent opening day collection projects which could be used as a starting point, We have found that the media categories vary much more from project to project,so we are not providing an equivalent chart forthe media formats at his time. However,this would be discussed during profiling and incorporated into the final budget forms for the project. This sample is built using a specific budget amount for the print categories. Our typical proportion percentages have then been applied to calculate the budgets by category. The spreadsheet is built so that you can easily change the total budget amount, the categories,and the percentages per category. It automatically recalculates when such changes are made.There is a column for average price by category,which is also based on our most recent projects. The Value Added Services charge column has been left blank as has the New Average Price column. Therefore,the estimated number of volumes per category is higher than it would be once those columns were entered. As part of the planning process,the total budget, categories and category proportions would be adjusted,the final pricing would be entered,and the item counts recalculated. The budgets would then he used to size the selection lists appropriately and to serve as"do not exceed" budget amounts. The last portion of the profiling process covers each and every collection category,recording the library's definitions of those categories and the ideal materials found in them. Preferred bindings and material types will be outlined,as will publication date ranges and maximum prices. Areas of high Interest will be captured in addition to any local needs such as reading lists, authors or publishers. After the profiling discussions,the project manager will complete the document and return It to the library for review and possible modification. The most common set of lists for an opening day project is: a Picture books r Easy readers 2 Brodart Co., Books& Library Services Vendor Service Agreement-Exhibit C Page 100 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Children's fiction ® Children's nonfiction and biography ® Children's reference Teen fiction ® Teen nonfiction and biography ® Adult fiction Adult nonfiction and biography ® Adult reference o Children's graphic novels 4 Teen graphic novels ® Adult graphic novels Children's and Teen Spoken Word audio • Adult Spoken Word Audio ® Children's and Teen DVD ® Adult DVD Other lists commonly used are: o Board books d Browsing paperbacks for children,teens and adults Classics ® Large print Computer books(separate from adult nonfiction) r Travel guides(separate from adult nonfiction) Medical books(separate from adult nonfiction) a Test prep books(separate from adult nonfiction) a Playaways o Books with CDs(both books with CDs included and children's"readalongs") Other special lists can be planned and designed as requested by the library. It is now common for a new library to focus on a retail-style browsing collection with an emphasis on newly published titles. Brodart has done several"Deweyless" libraries and can certainly handle that approach if desired by the library. Selection List Sources Brodart has a wide variety of sources to use in identifying titles for selection lists. ® Review journals, including starred reviews Bibliographies Awards lists Brodart sources e Library holdings ® Authors m Series * Publishers 3 Brodart Co., Books& Library Services Vendor Service Agreement-Exhibit C Page 101 of I60 Exhibit C 19-0184 Library Books and Services Request for Proposal Response a Sales to public libraries, particularly opening day cnilections Review journals. Review journals have long been the core of public library selection and are particularly useful in identifying the most current titles for selection lists. Brodart indexes the journals below and provides full text reviews from those journals, unless noted otherwise. o Booklist(indexed since 1986;full text since 1995; includes online reviews) * BookPage(indexed, with full text 1999 forward; includes online reviews) Bulletin for the Center of Children`s Books(indexed and full text since 2002) o Horn Book(indexed since 1986;full text since 1998) Kirkas(indexed since 1986;full text since 1995) Library lournarl(indexed since 1986;full text since 1993,includes online reviews) New York Times Bonk Review(indexed since 1992; no full text) o Publishers Weekly(indexed since 1986;full text since 1993;includes online reviews) o School Librarylournal(indexed since 1986;full text since 1993) V®YA(indexed,with full text since 1998;includes online reviews). Librarylournal's Prepub Alert is indexed separately and based on the electronic newsletters and online reviews. Starred reviews from the following journals can also be used to identify titles: Booklist,Bulletin of the Center for Children's Books,Horn Book,Kirkus(called Books of Special Note), Library Journal, Publishers Weekly,School library Journal,and VDYA(the 5Q Picks). Bibliographies. Brodart indexes a number of standard bibliographies,as well as a few timely titles an current topics. These include,but are not limited to: Best Books series from Libraries Unlimited: o Best Books for Children Preschool Through 6eh grade and supplements Q Best Books for High School Readers,Grades 9-12 and supplements Best Books for Middle School and Junior High Readers, Grades 6-9 and supplements Examples of additional bibliographies: 0 American Reference Books Annual Cart's Top 200 Adult Books for Young Adults All the Wilson core collections a University Press Books for Public and Secondary School Libraries Urban Grit:A Guide to Street Lit Awards.Award lists covering a wide range of topics and genres are also important when building a new collection. Examples of awards available for use include,but are not limited to: Children/Teen m Alex Awards(Booklist/YALSA,top adult books for young adults) a Americas Book Award for Children's and Young Adult Lite ratu re(Con sorti um of Latin American Studies, authentic Latin American titles) o Asian/Pacific American Awards for Literature(Asian/Pacific American Librarians Assoc.,Asian American heritage and experience) * Boston Globe/Horn Book Award (excellence in children's literature) PI Children's Choice Book Awards(Children's Book Council, winners selected by children and teens nationwide) 4 Brodart Co., Books& Library Services Vendor Service Agreement-Exhibit C Page 102 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response o Coretta Scott King Awards(ALA,African American experience) Q Green Earth Book Award (Nature Generation,environmental stewardship for youth) John Newbery Medal Award (ALA,distinguished American literature for children) o Michael L,, Printz Award(ALA, excellent young adult literature) Orbls Pictus Award(National Council of Teachers of English,excellent nonfiction for children) m Pura Belpre Award(ALA,excellent Spanish-American children's titles) ® Randolph Caldecott Medal (ALA,American picture book) o Schneider Family Book Award (ALA,disability experience for child or teen) Q Sydney Taylor Book Award (Assoc.of Jewish Libraries,positive Jewish content for children) a YALSA Award for Excellence in Nonfiction for Young Adults(ALA,young adult nonfiction) Adult o Agatha Award(Malice Domestic,mysteries) o American Book Awards(Before Columbus Foundation, multicultural) * Andrew Carnegie Medals for Excellence in Fiction and Nonfiction(ALA/RUSA) Brarn Stoker Award(Horror Writers Assoc., horror literature) ® Christian Book Award(Evangelical Christian Publishers Assoc,Christian titles) o Dartmouth Medal(ALA/RUSA, reference works) Eisner Awards(Comic-Con International,comics and graphic novels) o James Beard Foundation Award (JBF,culinary arts) Q Lynd Ward Graphic Novel Prize (PA Center for the Book) • National Outdoor Book Award (NOBA Foundation,various outdoor categories) Nebula Award(Sci-FI/Fantasy Writers of America,fantasy and science fiction) PEN/Faulkner Award (Folger Shakespeare Library,American fiction) o Pulitzer Prize (Pulitzer Prize Board,various areas) o Reading List Council Award(ALA/RUSA,adult genre fiction) o RITA Award(Romance Writers of America, romance genre) o Sophie Brody Award (RUSA/Brodart Foundation,adult Jewish literature) a Stonewall Book Award (ALA, GLBT experience) BestlNotable lists. Annual"Best"or"Notable" lists also provide significant resources for developing well-rounded collections. Examples include, but are not limited to: Children/Teen o Amelia Bloomer Bonk List(ALA, feminist content) o Best Children's Books of the Year(Bank St.College of Ed,children and young adult titles) Best Fiction for Young Adults(ALA,teen literature) Children's Choices(international Reading Council,titles selected by children and young adults) a Children's Graphic Novel Core Collection (ALSC) a Children's Notable Books(ALA,for children through age 14) S Brodart Co., Hooks&Library Services Vendor Service Agreement-Exhibit C Page 103 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Notable Children's Books in the English Language Arts(National Council of Teachers of English) o Notable Children's Trade Books in the Field of Social Studies(National Council for Social Studies) * Outstanding Science Trade Books for Students K-12 (National Science Teachers Assoc) e Popular Paperbacks for Young Adults(ALA/YALSA) Quick Picks for Young Adults (ALA/YALSA,reluctant readers) Rainbow Books Project(ALA/GLBTRT,GLBTQ content) Adult Adult Notable Books(ALA,general readers) a BookPage Best Books(Bookpage) Choice Outstanding Academic Titles New York Times Notable Books(New York Times,various categories) Outstanding Books for the College Bound and Lifelong Learners(ALA/YALSA) o Over the Rainbow List(ALA/GLBTRT, GLBTQ content) o Publishers Weekly Annual Best Books Selections Bestsellers. Bestseller lists are useful for identifying popular titles: Booklist High-Demand Hot List Library Journal Bestsellers Los Angeles Times Bestseller List New York Times Bestseller List m Publishers Weekly Bestsellers Brodart sources. Brodart sources have been developed by Brodarts professional staff over the years. There are currently twenty-four ongoing programs to identify popular and important new and forthcoming titles: a Adult Spanish TIPS o Blockbusters a Board Books for Libraries o Children's and Teen Spanish TIPS Children's KidSafe Graphic Novels Christian Fiction a For Youth Interests(FYI) * Fresh Reads for Kids a Graphic Novel Reads for Adults o Graphic Novel Reads for Teens b Large Print TIPS Q Picks for Public Libraries(practical adult nonfiction) a Spoken Word Audio Playaways Teen KidSafe Graphic Novels m Top Adult Hardcover Titles 6 Brodart Co., Books&Library Services Vendor Service Agreement-Exhibit C Page 104 of 160 Exhibit C 19-0194 Library Books and Services Request for Proposal Response ® Top Adult Paperback Titles Top Children's Hardcover Titles o Top Children's Paperback Titles fl Top DVD Titles ® Top Spanish Titles o Top Spoken Word Audio Titles • Top Teen Hardcover Titles ® Top Teen Paperback Titles UrbanFix Holdings data. Brodart can also use files from the library to create selection lists. These are most often holdings files(e.g,current system or branch Moldings)but we can handle any MARC- formatted file or ISBN file that would be a meaningful source of titles. For example,some libraries give us reports of the top circulating titles in particular collection areas. The options for library-related files would be discussed during the profiling sessions to determine the most relevant ways of identifying important titles. The orders for recent opening day collections from other library systems could also be used to identify titles. Author and series lists.Author and series lists are yet anotherway to identify important titles. Brodart currently offers the following lists,any of which could be used in this process: ID Adult Authors o African-American/Urban Lit o Fiction o Inspirational o Nonfiction Children's Authors ® Teen Authors © Adult Series o Fiction o Graphic Novels o Nonfiction&Biography o Travel Guides Children's Series o Chapter Books o Easy Readers o Fiction o Graphic Novels o Nonfiction&Biography o Picture Books and Board Books Teen Series o Fiction o Graphic Novels o Nonfiction& Biography 7 Brodart Go., Books&Library Serv;r,rr: Vendor Service Agreement-Exhibit C Page 105 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Publishers.Publishers of interest can also be used, particularly local or regional publishers or specialty publishers in important areas. Public library sales.Sales to other libraries can also be a key factor for identifying titles. For example, in areas like board books and mass market paperbacks, popularity in terms of sales might be as important as reviews or recommendations. All of the sources listed above can be combined in unlimited ways to identify the titles most appropriate for each collection category to be covered. identifying the Most Current Titles and Data While bibliographies and awards lists bring attention to retrospective titles,there are many methods to identify new and forthcoming titles so that the collections can be vibrant and current. Some review sources such as Library Journal Prepub Alert specialize in coverage of titles five to six months prepublication. Kirkus and Publishers Weekly are typically two to four months prepublication. Many of Brodart's own programs focus on titles two to four months prepub as well. Author,series and publisher driven lists can be set with a particular future publication date in mind (e.g.three months prepub). Brodart updates the collection development system with new sources and review journal issues on a daily basis. New editions of bibliographies are added upon their publication. Awards lists are indexed immediately. Review journal issues(both Indexing and full text)are available within 48 hours of release of the hard copy issue. Availability information Is also up-to-the-minute. Brodart receives out-of-print and out-of-stock- indefinitely reports from publishers on a daily basis. The title file is immediately changed to reflect that new status. The Library's Holdings Files Brodart often receives a copy of a library's existing holdings before any selection lists are run. This database could be used to create a number of selection list source files. For example,one file could represent the entire system holdings and another could represent the existing collection of a branch to be expanded. Brodart can use these files to eliminate titles from lists or to show holdings on printed selection lists. Orders can also be placed into a file for future use. Brodart's automated system can eliminate duplicate titles by ISBN and block titles from showing on more than one list. Creation of Selection Lists Many factors go into the creation of selection lists,with the relevant factors chosen only after profiling the unique needs of a particular collection. Both popularity(sales to other libraries) and recommendations(sources such as awards, bibliographies,and reviews)can be used to identify titles for lists.The Collection Development Project Manager will use all the profile information to set the parameters for each list, with the goal of identifying the most relevant in- print titles for that category. These parameters include combinations of the sources described above,age ranges,classifications, bindings and physical formats,date ranges,price ranges,and demand history. She would play the lead role in the creation and delivery of selection lists but may also call on other staff members who are specialists in particular subject areas. She will review the lists before sending them to the library,revising them if necessary for size or content 8 Brodart Co., Books& Library Services Vendor Service Agreement-Exhibit Page 106 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response purposes. We find that the optimal size for opening day selection lists is two to four times the budget amount(or volume goals)for the category covered. That enables the library selectors to have enough titles to choose from without being overwhelmed by large lists. Selection lists are provided for each collection category specified,and can be broken down into smaller segments(e.g.fiction genres or Dewey ranges) if desired.Each list would be named according to an agreed upon convention that would link the list to the proper purchase order, and from there to cataloging, processing, packing and shelving. Your Collection Development Project Manager also assists with monitoring the budgets throughout the course of the project,working closely with the Account Manager and the library staff. we recognize the importance of staying within category budgets as well as encumbering and expending funds according to the planned schedule. The entire Brodart project team will stay in close touch with you from the initial onsite visit throughout the course of the project. Titles on selection lists are first grouped by age level (children's,teen,and adult),and then by broad subject(easy,fiction, nonfiction,reference). The broad subjects can be further broken down into fiction genres or Dewey ranges as needed. Formats such as large print books or board books are best handled by separate lists. Mass-market paperbacks can be intermixed with other books or pulled out onto a separate list. Standard practice is to exclude out-of-print and must-order-direct titles from selection lists, Since Brodart provides so many opening day collections, our availability information on retrospective titles is excellent,thereby leading to high fill rates. Delivery of selection lists Selection lists for print and spoken word audio materials are most often provided via our website, Bibz.com. Viewing the lists in this manner provides the most robust title information e Basic bibliographic information and enhanced selection data o Title, including subtitle,volume and edition e Author, illustrator,editor o Publisher o Publication date o ISBN 10 and ISBN 13 o List and net prices o Format o Availability(print and stock status) o Cover image o Physical description o Other descriptors(e.g.large print,reprint,easy reader) a Age and grade range © Dewey and Library of Congress classifications o Language o Series a Library of Congress card number * Demand level o Print run o Source citations for Brodart catalogs,bibliographies,starred reviews, and awards 9 Brodart Co., Books&Library Services Vendor Service Agreement-Exhibit C Page 107 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response o Subject headings e Beading programs with reading level Annotations plus full text reviews from ten journals Awards lists and specialty lists built for public libraries e An icon that links to the Library's public catalog to check holdings by ISBN Bibz.com would allow the library staff to do their own searching and list-building as well. Lists posted by Brodart or built by any user can be shared with other users. Once orders are placed,they can be tracked using the Order History tab within the website. Bibz.com is provided free of charge to Brodart customers with unrestricted access to full text reviews and an unlimited number of users. Lists posted to Bibz.com can be sorted in a number of ways Including Title/Author,Author/Title, Dewey/Author/Title,Pub Date/Title, Demand/Title,etc. Selection lists are typically sorted in shelflist sequence(by author for fiction, by Dewey for nonfiction, and by subject for biography). Once quantities are entered in Bibz,the net prices for the list are totaled and value added service charges are shown so that you see the total cost of the list after discount. Selection lists can also be delivered via Excel spreadsheets. The data elements are a bit more limited but can be customized to meet the library's needs. Excel spreadsheets have both list and net prices. Quantities are not entered initially but the library can do so and create formulas to total the net prices. Value added service charges are not included but could also be calculated by these formulas. Last but not least,selection lists can be delivered In paper copy. These lists can be provided with or without full text reviews but bear a charge of$IS per copy. Paper lists do have both list and net prices. However,since quantities are not entered initially, the totals shown there are assuming a quantity of one for every title. Value added service charges are not included. A PDE file of a sample paper list can be provided upon request. Bibz lists can be submitted as orders online. Excel spreadsheets and paper lists can be returned to Brodart for ordering. Selection list Schedule Once the library has approved the collection profile, production of selection lists can begin. The first lists can be delivered within 30 to 45 days of the profiling session. If the library opts to use any holdings files,those should be delivered as soon as possible,perhaps even before the profiling session. A list of the categories to be covered and dates for delivery of selection lists for each category will beset,along with dates for order submission. These schedules are jointly developed with the goal of covering all areas of the collection systematically and doing so in a manner that provides adequate time for selection,acquisition,cataloging,and processing of materials. The initial opening day collection will be divided Into two phases—a primary round of selections and a supplemental round of selections to make sure the newest titles are in plentiful supply at opening. 10 Brodart Co., Books& Library Services Vendor Service Agreement-Exhibit C Page 108 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response If the library wishes to continue to receive materials after the initial shipment,this phase will be part of the selection schedule. Brodart will provide a systematic approach that covers all the needed bases for opening day,while planning for continued development. Prepublication predictions and current bestseller lists can be used to ensure that the library collection has an appealing array of new titles upon opening, replenishing those titles regularly in the first few months of service- Catala�irsg 13e Processn, Options Your opening day collection will be cataloged and processed according to your specifications on file,invoiced and either shipped or placed in storage in our warehouse until you are ready for delivery. Storage_Spgtiny and❑eliv�Services Auditing Materials In Storage Brodart understands that the library may require access to the purchased items in storage to ensure Brodart is meeting all the terms and conditions of the library's contract. An audit may be conducted at the library's expense. We request to be notified by telephone at least one day in advance. We will be happy to assist the library staff in any way possible. Guarantee for Materials Processed by Brodart Materials requiring storage for the new library will be stored at our facility in Pennsylvania. As a major wholesaler,our warehouse is designed for storage of items. Sufficient heat and humidity control is maintained to ensure the condition of the materials upon delivery. All materials will be fully guaranteed and insured against physical loss, damage,or defect while in storage and until which time the items are delivered to the library. If any titles are found to be defective within one year of delivery,a credit or no-charge replacement will be issued. Levels of Sorting-For Dewey Classification Brodart offers three levels of sorting ranging from an"approximate shelf order sort"to sorting books in exact shelf list order. Level 1-Approximate Shelf order Sort—no charge Fiction is sorted by the 1"initial of the author's last name e Nonfiction is sorted by Dewey Hundred Divisions [Le.all adult 4OOs will be boxed together) Custom Sorts—Prices for the levels of"custom sorts"are available upon request. Level 2--Partial call number sort a Fiction is sorted by the first 3 positions of the author's last name(Christie) w Nonfiction is sorted up to the decimal point(782.42) Level 3—Exact shelf list order P Fiction is sorted by entire author's last name,then by title a Nonfiction is sorted by the entire Dewey class number,then by author's last name 11 Brodart Co., Books& Library Services Vendor Service Agreement-Exhibit C Page 109 of 160 Exhibit C 19-0I84 Library Books and Services Request for Proposal Response Shipment and Delivery Processed material shipments will be made by common carrier and will arrive prepaid for inside delivery. The number and timing of deliveries will be agreed upon by Brodart and the library. Each motor freight shipment will be loaded by Brodart staff in such a way as to facilitate delivery. The truck will be arranged using the library's shelving sequence as a guide. The last boxes loaded will be the first, as designated by the library shelving plan,to be shelved. The items will arrive in boxes that are shrink-wrapped an a pallet to insure proper protection during storage and shipping. Upon request,a Brodart representative can be present at the time of delivery and throughout the shelving process to assist with the delivery,coordinating of the shelving and managing questions,concerns or returns. 12 Brodart Co., Books& Library Services Vendor Service Agreement-Exhibit C Page 110 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response EXHIHIT III OPENING UAY COLLECTION� BRODART PORTFOLIO f Version Number: 33 Private & Confidential — Not intended for distribution Vendor Service Agreement-Exhibit C Page 1 1 1 of 160 Exhibit C 19_0 184 Library Books and Services Request for Proposal Response - _ �..................�_ . Acca"u'r, "Vanch °,"CaVovi Delivery Date: June 2015 1.0 Park Plaza Items Delivered: 51,908 Alpharetta, CAA 30009 404.613.6735 it Symphony C&P Service: CO pleat Z39.50 Access 1 Updating Holdings - � with OCLC - A' EDI Ordering o Storage g �. ,II * Shelving Spanish NJ Vender Select ® Custom Lists Brodart Books& Library services 500 Arch Street,Williamsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 112 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response D M aRapourAim B-RA CH Account Oveme1w Rranch Locat6©ri Delivery Date: September 2015 1332 Metropolitan Pky Items Delivered. 59,579 Atlanta, GA 30310 404.613.5722 US: Symphony P Service. rompl -11'. ® Z39.50 Access ® Updating holdings with OCLC ® PDi Ordering Storage Shelving Spanish u� -q_ 1 Collection Develop mvW ® Vendor Select Custom Lists Brodart Books&Library Services 500 Arch Street,wiiri.•r.'�_.It,it 1, PA 17701 800.474,9816 Vendor Service Agreement-Exhibit C Page 113 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Acca""t Overview Branch Loca °ion Delivery Date: June 2015 2489 Perry Boulevard NW Items Delivered: 49,811 Atlanta, GA 30318 404.613.4364 ILN: Symphony CMP Service: Compl at ® Z39.50 Access Updating Moldings with 4CLC EDI Ordering Storage L Shelving ® Spanish - . � * Vendor Select Custom Lists Brodart Books& Library Services 500 Arch street,williantsport,PA 17741 8t}0,474.9816 Vendor Service Agreement-Exhibit C Page 114 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response .� SOUTIA r-ATON RRAiyai Account ovevvielpf Branch Locatoovi Delivery Date: August 2016 4055 Flat Shoals Road Items Delivered: 55,000 Union City, GA 30291 404.613.3092 IS: Symphony M erect n.-:�c r Compleat z39.50 Access - Updating Holdings with OCLC , * EDI Ordering Storage ? ` ® Shelving - Spanish - " oII � ovi �Pevelopment ® Vendor Select ® Custom Lists Brodart Books&Library Services 500 Ares Street,Williamsport,PA 17701 800.474. 'A F Vendor Service Agreement-Exhibit C Page 115 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 'I,D,4, 0" A- ,rvA- him rijurow FURLIc UaRARY Sysum., (G A AccnuW Overview ranch Location Delivery Date: May 2016 1463 Pryor Road Items Delivered: 41,133 Atlanta, GA 30315 404.613.5771 IL -. Symphony C P Service: Cora lent Z39.50 Access Updating Holdings ` with OCLC = y ; EDI Ordering * Storage ® Shelving Spanish . .. , Vendor Select Custom Lists Erode Books&Library Services 500 Arch Street,Williamsport, PA 17701 800.474.9916 Vendor Set-vice Agreement-Exhibit C Page 116 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response c BROWAn*n Couim-rYj, FL POMPANO MAC" BRANCH Account Overview Branch Location Delivery Date: January 2018 50 W. Atlantic Blvd Items Delivered: 30,600 Pompano Beach, FL 33060 �'`f�[� 954.357.7595 ILS: CARL MP Sevvrce: Compleat Live Access Spanish Storage I _ Z Collection Development ® Custom Lists Brodart Books&Library Services 500 Arch Street,Williamsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 117 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Q CARVER Coumv LIBRARY, MN VA D is 1. ,.. .� VICTONA BRANCH Rv,-..jncjj Kocati®n Delivery Date; January 2015 1670 Steiger Lake Lane Items Delivered: 8,932 Victoria, MIV 55386 952,442.3050 ILS: III Millennium C s 4 Service: Flex ® Updating Holdings with OCLC EDI Ordering _ Storage t Collection Development Vendor Select Collection Builder lists Brvdart Books&1 iki.:i_+Services SQB Arch Street,Williamsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 118 of 160 Exhibit C 19-0194 Library Books and Services Request for Proposal Response f.9Me DAELLAS PUBM, U14HARYp [ RAY/- PARK BRAMCM Accwnnt Overview Branch Location Delivery Date: June 2018 6990 Belt Line Road Items Delivered: 18,500 Houston, TX 75254 214.670.6421 I I a Polaris &V ".°-PI yice: Compleat * Z39.50 Access Spanish �� , T Storage Collection Development Custom lists Brody i i Books& Library Services 500 Arch Street,Williamsport, BA 17701 800.474,9816 Vendor Service Agreement-Exhibit C Page 119 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response CAPITOL VIEW R RANC" _... Acco"uk Overw1ew Branch Locatn©" Delivery Date: November 2017 5001 Central Ave. SE Items Delivered: 1,690 Washington, D.C. 200-19 202.645,0755 1L : Sirsi Co Live Access Storage Collection Development ® Custom Lists Brodart Books&Library Services 500 Arch Street,Wiflj�rnsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 120 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Accot t Ov irview nrand Location Delivery Date: May 2028 331.0 Connecticut Ave. NW Items Delivered: 7,800 Washington, Q.C. 20008 202.282.3080 :Isla° Sirsi Sol vice: Compleat ® Live Access i Spanish Storage 4_ J+r IL•, - Collection Development • Custom Lists Brodart Books&Library Services 500 Arch Streets Williamsport, PA 1770.1 90M74.9816 Vendor Service Agreement-Exhibit C Page 121 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response OC USAMS BRANCH Account Overview Bravid� Location Delivery Date: December 2017 4901 V Street NW Items Delivered: 1,629 Washington, D.C. 20007 202.282.3139 1LS: Sirsi Cmr Service: compleat Live Access Storage • � �} Tk � � �, ='l rNM Development # t Custom lists Brodart Books&Library Services 500 Arch Street,Williamsport, PA 17'/01 800.474.9816 Vendor Service Agreement-Exhibit C Page 122 of 160 Exhibit C 19-0194 Library Books and Services Request for Proposal Response 1 D V ►� C PURLIc LiMHARYp DC WEST LINO M��ai�� Account 3vanch Location Delivery Date: October 2017 2301 L Street NW Items Delivered: 6,700 Washington, D.C. 20037 202.724.8707 IMo Sirsi C&P Service. Compleat Live Access *4 Storage [I' P7 •F � r � � ��` iir�+ 111 1 Y• Collection Devefo ment Custom Lists Brodart Books&library Services 500 Arch Street,Williamsport, PA 17701 SDO.474.9816 Vendor Service Agreement-Exhibit C Page 123 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response _ [DX Maw LIBRARY., DC p / a ! WOOGRIDGF RRQNCH Account Over W Qra"Ch Location Delivery Date; August 2016 1801 Hamlin Street NE Items Delivered. 3,300 Washington, D.C. 20018 202.541.6226 ILS: Sirsi Live Access Spanish Storage 4r Collection Development Custom Lists Brodart Books&Library Services 500 Arcot Street,Williamsport, PA 17701 800.474.981,E Vendor Service Agreement-Exhibit C Page 124 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response : . 1D) ENVER PUBLIC LIBRARY, fIC 1 SAM GARY BRANCH Acca- m-1: Overview "ranch �...Ocation Delivery Date: June 2012 2961 Roslyn Street Items Delivered: 67,000 Denver, CO 80238 720.865.0325 ILSo Polaris CP Service: Compleat Live Access Storage Books & AV �.r Collection Development Custom Lists Brodart Books&Library Services SBB Arch Street,Williamsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 125 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response RMANCI Delivery Date: November 2018 8421 Addicks Clodine Rd Items Delivered: 32,000 Houston, TX 77083 832.471.5900 Polaris Co !r * Z39.50 Access Spanish Storage _-ADM ` - .. COP -��'*Ron Custom Lists Brodart Books&Library Services 500 Arch Street,Williamsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 126 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response " D FORT WORTH (�UBL1C LIMANYF YX Account Overvivifif Oranch Location Delivery Date: Fall/Winter 2019 Golden Triangle Dr. Items to be Delivered: 45,000 Fort (North, TX 75177 Polaris Service Live Access * Spanish ® Storage Collection Devetop e"t Custom Lists Uredari --,1. &Library Services 500 Arch Street,Williamsport, PA 17701 800.1.?.q "i'- Vendor Service Agreement-Exhibit C Page 127 of 160 Exhibit C 19-0194 Library Books and Services Request for Proposal Response L113HARY OF PHILADELPHIA, [Ph Delivery Date: September 2017 601 W. Lehigh Ave. Items Delivered: 4,500 Philadelphia, PA 19133 215.685.9794 ILS: Sirsi Culp Servke: compleat Live Access Spanish Storage - Collection Oe Ooprnent Custom Lists Brodart Books& Library Services 500 Arch Street,Wiitiarnsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 128 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response LoGAIM 5,j RANCH Account Ovei°l lee Branch Location Delivery Date: September 2017 1333 Wagner Ave, Items Delivered: 5,000 Philadelphia, PA 19141 215.685.9156 Sirsi P Service: Campl at Live Access Spanish Storage .4 t Collection De elopme nr., g Custom Lists Brodart Books& Library Services 500 Arch Street, Williamsport, PA 17701 800.474,981," Vendor Service Agreement T Exhibit C Page 129 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response G ' FRET �,InJJAUY OV P HIVADELPHIA, Delivery Date: September 2017 6945 Germantown Ave. Items Delivered: 4,000 Philadelphia, PA 19119 215,685.2095 H,S: Sirsi rXiP Service: CompleaMt Live Access Spanish V; ® Storage Y y 4 ti - � T Collection Development © Custom Lists Brodart Books&Library Services 500 Arch Street,Williamsport, PA 17701 800. 74.9816 Vendor Service Agreement-Exhibit C Page 130 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response FREE L13HARY Or PHULADELPI-PlA, PA D �... SOUTH PG F.-ADUPHIA BRANCH Account Overview Aravich Location Delivery Date: May 2016 1700 South Broad Street Items Delivered: 19,000 Philadelphia, PA 19145 215.685.1866 � - Sirsi C P Service: Complex: Live Access • Spanish 1L 7 Storage .u.RlS mr+�Y�iRa•r.11 F-''��, -.� _G 'r.. I � � Vendor Select Brotlart Books&Libra i ,r Services 500 Arch Street,Williamsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 131 of 160 Exhibit C 19-0124 Library Books and Services Request for Proposal Response D ` j TACOMY BRANCH Accamt Overview Branch Location Delivery date: September 2017 6742 Torresdale Ave. Items Delivered: 3,000 Philadelphia, PA 19135 215.685.8755 IVS: Sirs! CAP Service: Cowpleat Live Access ` a Spanish ® Storage I Collection Development * Custom Lists Brodart Books& Library Services 500 Arch Street, Williamsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 132 of 160 Exhibit C 19-0 184 Library Books and Services Request for Proposal Response 1 "AMS COUNTY F Mllc Linm , YX i Q Account OVOr VO1Vw Rraach Location Delivery Date: April 2018 16719 Clay Rd. Items Delivered; 27,000 Houston, TX 77084 281..550.0885 ILS. Symphony CPIP Service: Compleat Live Access Spanish Storage * Custom Lists Brodart Books&Library Services 500 Arch Street, 1111iarnsport, PA 17701 800,474.9816 Vendor Service Agreement-Exhibit C Page 133 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response tj LAS %V171EGAS C LARK COUNTY LIBRARY DNYHIC Ip NV Acc'-'Uolt Overview Or arch LocdaDon Delivery Date: March 2019 2851 East Bonanza Road Items Delivered: 24,000 Las Vegas, NV 89101 �LSa. Millenium &P Service: Compleat Live Access SpanishIre. • Storage �iY+HS. l:.I. '�• i BRARY Ili V: Collection Development • Custom lists Brodart Books& Library Services 500 Arch Street,Williamsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 134 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Ammr 0"AmA IRRANCIA Account, rtVv VW F14avlch Vocation Delivery Date: August 2016 5870 Atlantic Avenue Items Delivered: 20,000 Long Beach, CA. 90805 562.570.1047 1LS: Sierra UP Service: CompleK° ® Live Access Updating Holdings with OCLC r ® EDI Ordering * Storage Spanish ' a Custom lists Brodart Books&Library Services 500 Arch Street,Williamsport, PA 17701 800.474.9616 Vendor Service Agreement-Exhibit C Page 135 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response kilo" ® MID-COW-riwn `r PUBLIC LIBRARY; MG Account OvervInvq Branch Location Delivery Date: July 2013 8900 NE Flintlock Road Items Delivered: 45,000 Kansas City, MO 64157 816.883.4900 MS: Sirs i Cft,& Service: Compieat Live Access Updating Holdings with OCLC ® Storage COHOcti n Development Custom Lists Brodart Beaks&Library Services 500 Arch Strut,Williamsport, PA 17701 800,474,9816 Vendor Service Agreement-Exhibit C Page 136 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response �-Ilowrra LIBRARY S' YS'fr;w'F UK - HO"MAht LAST Hl RANC11 Delivery Date: tune 2018 3051 Alameda Items Delivered: 20,500 Norman, OK 73071 405.217.0770 IS: Sirs! Storage - Collection Development • Custom Lists Brodart I}iPi.':. &Library Services 500 Arch Street,OW. t, PA 17701 800.474,9816 Vendor Service Agreement-Exhibit C Page 137 of 160 Exhibit C 19-0184 Library Books and Services Request For Proposal Response PION EIR LIBRARY SYSTEM., OK uIll MORMAN (CENTRAL RANCH Acco"nt UVerview Delivery Bate: Late Summer 2019 225 North Webster Items Delivered: 40,000 Norman, 4K 73069 405.701.2600 WS: Sirsi CAP Service: Flex Storage I - I I 5 'Vtif - Collection Development Custom Lists rodart Books&Library Services 500 Arch Street,Williamsport, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 138 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response LAM E AA Acc®l_mt OW.F14OW Orwich Location Delivery Date: September 2016 507 7th Street items Delivered: 22,000 laurel, MD 20707 301.776.6790 LS: Symphony P Service: Cornpleat * 239.50 Access ® Updating Holdings with OCLC a ' * Storage * Spanish Collection Development __... . Custom Lists Brodarrt Books& Library Services 500 Arch Streo,wiiEiirnq sort, PA 17701 800.474.9816 Vendor Service Agreement-Exhibit C Page 139 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response -Anx PRINCE � ORGE'S C OUNTY LIBRARY; MD I MEW CAftholi-rom BRIu4m aranch Location Delivery Date: July 2018 7414 Riverdale Rd Items Delivered: 27,000 New Carrollton, MD 20784 301.459.6900 1M. Millenium C P Nervicea Co pleat 239.50 Access 8ibz Shelf-ready Cataloging ® Custom Processing t41 Spanish w Storage ,s Collection Development ® Custom Lists Brodart Books& Library Services 500 Arelt Street,Williamsport, Part 17701 8MC/4.9816 Vendor Service Agreement-Exhibit C Page 140 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Q D 1 TALI' LAKE CITY PD IJRLlc LiMARV. o R-4ENUALF BRANCH Account OveryodeW Branch Delivery Date: December 2014 1375 South Concord Items Delivered: 43,176 Salt Lake City, UT 84104 801-594.8660 IM: Polaris C&P Service: Compleat * Live Access Updating Holdings 111 with OCLC Cr . 4 Storage ® Spanish Books & AV r ' . . F— Collection Development Custom Lists Brodart Books&Library Services 500 Arch Street,Williamsport, PA 1 701 800,474.9816 Vendor Service Agreement-Exhibit C Page 141 of 160 Exhibit C 19-0184 Library Rooks and Services Request for Proposal Response SALE' VKE, CITY PUBur- LIR"MUVt Account OverlfieeOf Onanch Location Delivery Date: December 2015 280 West 500 North Items Delivered: 45,000 Salt Lake City, UT 84103 801.594.8680 1L,S: Polaris UP Service: C®rrrink.-la Live Access Updating Holdings with OCLC ® Storage Spanish ' : f Books & AV Collection Development Custom Lists 8rudart£3ooks&Library Services 500 Arch Street,W1J1lamspor .r PA 17701 800.474 9815 Vendor Service Agreement-Exhibit C Page 142 of 160 Exhibit C 19-01 S4 Library Books and Services Request for Proposal Response Account OverOew Branch Loca ;9 tln Delivery Date: March 2012 2266 E. Evergreen Avenue Items Delivered: 16,575 E. Millcreek, UT 84109 801.943.4636 1VSo Horizon (CAPService: Compleat Live Access Updating Holdings with ®CLC o Storage a Collection Development • Vendor Select ® Custom lists ro art Books&Library Services 00 Arch Street,Williamsport, PA 17701 800,474.9816 Vendor Service Agreement-Exhibit C Page 143 of 160 Exhibit C 19-01 S4 Library Books and Services Request for Proposal Response ' 1AwY Lmu CoUrjyY PUBLIC ABRARY, UV RANCH Account Ovevv ew LocaV®n Delivery Date. March 2012 8030 South 1825 West Items Delivered: 11,320 West Jordan, UT 84088 801.943.4636 6!. a Horizon C �� e�45 III 'ce: Compleat Live Access Updating Holdings :- with OCLC r F a Storage - r '" 11 f1 Collection Development • Custom Lists • Vendor Select Bradarfi Books 'I, Services 500 Arch Street,williarnsport, PA 17701 Vendor Service Agreement-Exhibit[' Page 144 off 60 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Branch Location Delivery Date: February 2014 2201 Pico Boulevard Items Delivered: 17,000 Santa Monica, CA 90405 310.458.8684 IL . Polaris W" Service. compleat Live Access ® Updating Holdings with OCLC Storage Spanish I f Collection Development Vendor Select Custom Lists Broda: ; Books& Library Services 500 Arch Strut,Williamsport,PA 1.7701 800.474M16 Vendor Service Agreement-Exhibit C Page 145 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response pp �^ tt�! 87893Q9 �� ' �-I�B�9C}� 1 r# r Brodart Co. Phone: (BOO) 233-8467 DATE PACE r SOO Arch Screec (570) 326-2461 04121/20166 1 Williamsport,PA 17701-7809 Pax: (000) 999-6799 II11-I11!11-61111'11 N1111111 Ship To Acct No. 0123451 Aect Type: ABC PUBLIC LIBRARY Project: COMPLEAT BOOK SERV BicYContr: 123 MAIN STREET BIT Mesa: ANYTOWN, US 12345 PACKING SLIP NO.: 104039214000 KIT GROUP: 2 11emlNo Author � PO# Cl1aturrlor Salea Order Format Title aty Branca fteiarence List Price Line No Btraat bata _ 9780613054904 Bonsall,Crosby MINES THE BEST,NEWLY B16255 $13.65 1195331 BrodartBound-Sewn ILLUSTRATED ED 2 d 10113046 160 - 9780613054904 Bonsall,Crosby MINE'S THE BEST,NEWLY B15255 $13.55 1195331 BrodartBound Sewn ILLUSTRATED ED 1 t 10113046 9780613054904 Bonsall,Crosby MINE'S THE BEST,NEWLY B15255 1195331 BrodartBound-Sewn ILLUSTRATED ED 1 p b10113046 165 _ 9780613054904 Bonsall,Crosby MINES THE BEST,NEWLY B15255 $13.55 1195331 BrodartBound-Sewn ILLUSTRATED ED 1 m b10113046 158 9780513054904 Bonsall,Crosby MINE'S THE BEST,NEWLY 815255 $13.55 1195331 BrodartBound-Sewn ILLUSTRATED ED 1 w b10113046 166 9780808593782 Ness,Evallne Sam,Bangs&Moonshine,Picture Book 815255 $19.651 1195331 BrodartBound-Sewn 1 t IJ1050235x 74t$19.65 9780808593782 Ness,Evaline Sam,Bangs&Moonshine,Picture Book 615255 1195331 BrodartBound-Sewn 1 P h1050235x 75 — �= - -- 9780808593782 Ness,Evallne Sam,Bangs&Moonshine,Picture Book 815255 $19,6 1195331 BrodartBound-Sewn 1 W 1050235x 76 97BO808593782 Ness,Evallne Sam,Bangs&Moonshine,Picture Book B15255 $19.65 1195331 BrodartBound-Sewn 3 d 1050235x 77 9780808693782 Nass,Evaline Sam,Bangs&Moonshine,Picture Book 815255 $19.65 1195331 BrodartBound-sewn 1 m b1050235x Total Qty: 13 Total Units: 13 Vendor Service Agreement-Exhibit C Page 146 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response rXI M"IT IV 8581111 COMFIRMAIMN II - -40RT 111110 Brodart Co. 1 500 Arch Street PATE -PACE Williamsport,PA 17701-7809 01/11/2017 1 1 THIS IS NOS°AN INVOICE Phone: (000) 233-0467 Ship To Acct No. 0123451 (570) 326-2461 Fax: (000) 999-6799 FASTIPS ACCOUNT Bill To lAect No. 012345 ABC PUBLIC LIBRARY ABC PUBLIC LIBRARY 123 MAIN STREET 123 MAIN STREET ANYTOWN, US 12345 ANYTOWN, US 12345 Order Source: BIS72 Profile No.: 153049 Cust PO No.: TEEN0107 Sales Order No.: 1298914 8rtrtlart I0 r lutr►or BrAslah List PriCu t+x#Price Customer ISf1N Pub Dala Title Qty colloellon iYacnunt Charge Code Far�nat i St3iiie Reference Fund _ Net P+tce Cancel Code 117149241 Scleszka,Jon Heroes and Villains,Short Stories 1 $16.99 $15.29 9780062385611 04/0412017 10.0% Hardcover OrdRcvd(NYPI $15.29 _ 116725788 Hunter,Erin Into the Shadows 1 $16.99 $9,34 9780052343413 02107/2017 45.0% Hardcover OrdR vd NYP $9.34 117138053 Armstrong,Kell Missing 1 $17.99 $9.89 9780399550324 04/1812017 i 45.0% Hardcover OrdRcvd NYP $9.89 117306657 Sedgwick,Marc Saint Death:A Novel 1 $17.99 $16.19 9781626726492 04/25/2017 10.0% Hardcover OrdRcvd NYP $16.19 116239263 Grant,Michael ISllverStars 1 — $18.99 $10.44 9780062342188 01/3112017 45.0% Hardcover OrclRCvd NYPl�r $10.44 ° Titles Qty Item 1 Service City Price Ext Price Item Total 5 $61.15 Confirmed 5 5 Total $61.15 Cancelled 0 0 Research 1 Error Items 0 0 Status: Cancelled-Item has been cancelled OrdRcvd•Order has been received for processing Research-Item is being researched Charge Code. 'S' Service Charge 'C' BrodartGonvert 'L' BrodartGuard Cancel Code: CIT Cannot Identify Title NAO Not Available as Ordered PCF Publisher Changed Format ISR Invalid Special Request OP Out of Print POB Publisher Out of Business MOD Must Order Direct from Publishers Distributor 081 Publisher Out of Stock Indefinitely PPI Publicalion Postponed Indefinitely PC Publication Cancelled USR No US Rights Vendor Service Agreement-Exhibit C Page 147 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response EXHIBIT IV 8614818 CANGRI_,ATION NOTICE i s Brodart Co. 500 Arch Street DA:rE �'�1 Williamsport, PA i 770 t-7909 0112312t717 Phone: (000) 233-0467 (870) 326-2461 Ship To Acct Igo. 012345A Fax, (800) 999-6799 Bill To Acct No. 012346 FLEX ADULT PROCESSED ACCT ABC PUBLIC LIBRARY ABC PUBLIC LIBRARY 123 MAIN STREET 123 MAIN STREET ANYTOWN, US 12345 ANYTOWN, US 12345 CAN Cancelled Per Customer Request ISR Invalid Special bequest OSI Publisher Out of Stock Indefinitely CIT Cannot Identify Title MOD Must Order Direct from Publisher/Distributor PC Publication Cancelled EBL End of Backorder Uto NAO Not Available as Ordered PCF Publisher Changed Format EDD Find Date for DNE Plan NYP Not Yet Published•Reorder,see pub date P08 Publisher Out of Business FPC One Shipment Only-No Backorders OP Out of Print PPI Publication Postponed Indefinitely INA Inventory Not Available US No US Rights — — Cuetarnar P4 No' Cortcol Nrodort No. Author Vile a Drdnr N'. fiut Price Carlo Itgm[tEa. Pub Date Re1<ereeaa Brsnch I T1 561614 Six Scary Stories,Short Stories 1 14821582820022 $24.95 flSl 9781587675713 10/3112016 o10440732 1293022 fah _ 117551333 Martini, The secret Partner:A Paul Mad rianl Novel 3 14842429040022 $2-5 PPI 9780062413208 Steve .e10441487 1300324 02/2012018 fab 117551333 Martini, The Secret Partner:A Paul Madriani Novel 3 14848750610022 $27.99 PPI 9780062413208 Steve o10441529 1302916 02120/2018 -- __. p —___1 Total City: 7 Vendor Service Agreement-Exhibit C Page 148 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response EXH[BIT I 6657166 On Older 1111e SS NOUi e 014 Brodart Co. - 5()0 Arch Street 02 06/2017 PA�fa"E Williamsport, PA 17701-7809 Phalle:(son} x3a-t;�sl (670) 326-2461 Ship To Acct No. 012345 Fax: (800) 999-6799 ABC PUBLIC LIBRARY Bill To Acct No. 012345 123 MAIN STREET ABC PUBLIC LIBRARY ANYTOWN, US 12345 123 MAIN STREET ANYTOWN, US 12345 Alloc Title Just received from publisher InPr©c TNIe being progressed Bkord Title on order to publisher InResv Insufficient order life or insufficient funding available to provide this Item Research Item is being researched Brodart No. Author Order Cuetamer Order NO. 4tat statue item No. Pub Date fttle pa1� Referunaa Price t3rarrCkl _ 117784192 -Brawn, Dan Origin 1 01/11/2D17 011117 $29.95 Bkord ' 9780385514231 10103/2017 1299946 NYP 117115806 Butler, The Hearts of Men:A Novel 1 12112J2016 � 121 16 $26.99 [NYPrd 9780062469687 Nickolas 03107/2017 _ - 7178632 Oakley, Close Enough to Touch:A Novel 1 12129/2016 129600 $24.99 Bkord 11 9781501139200 Colleen I 1296001 (NYPI 03107/2017 116088516 Lodato, Edgar and Lucy:A Novel 1 1212912016. 122916 $27.99 Bkord 9781250096982 Victor 1296001 (NYPI 03107/2017 i 1r3357029 Ruskovich, Idaho:A Novel ' 1 1212912016 122916 $27.00 Bkord 9780812994049 Emily 1296001 I 01/0312017 __ 196087323 Berry, Steve The Lost Order:A Novel 1 12/2912016 126Q 12960801 NY$28.99 qN i t7781250056252 04/0412017 P 116089915 Hepworth, The Mother's Promise:A Novel 1 12J2912016 122916 $26.99 eknrd 9781250077752 Sally 1296001 [NYP] Q2121/2017 117085464 Lansdale, lRusty Puppy 1 12J2912016. 122916 $26.00T Bkord 9780316311564 Joe R. 1 1296001 INYP] 02/2112017 _ _ - Backordered: 1 1 Backordered(NYP): 7 7 Allocated: 0 0 In Process: 0 0 In Reserve: 0 a Research/Error Items. 0 0 Grand Total: 8 B Vendor Service Agreement-Exhibit C Page 149 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response EXHIBIT 8766495 IR!VOICE: B4921239 0 9 0 Brodart Co. 500 Aral Street ®ATE {�A�E Williamsport, PA 17701-7809 03/101201 11 Phone:(800) 233-8467 Fax:1800) 999-6709 Bill To Acct No. 012345 Ship To Acct No. 0123451 ABC PUBLIC LIBRARY FLEX ACCOUNT 123 MAIN STREET ABC PUBLIC LIBRARY ANYTOWN, US 12345 123 MAIN STREET ANYTOWN, US 12345 Packing Slip No. 104368028000 Terms. Net Due in 30 Days Brodart No, Author Q#y I�g11a14 custanwr 1.is#Price t ar Prlcp Item t#a I�'t'Darn 71t1u PO N�. Olscour�i blur Iem NO Publisher _ t}rderFla Rvf6ror�ca tlntls _ wetPrica 1 i59�2S$9 Woods,Stuart Below the Belt -2 13001CMOBILE STACKS $28.00 $37.78 9780399573972 01103I2017 05MAR2017 BOOK 44.5% Hardcover G.P.Putnam's So 2 1320162 07-MAR-17 $18.8g 115103413 O'Reilly,BIII Killing the Rising Sun:Haw America W 1 BOOKMOBILE NEWNONFIC $30.09 $20.00 978162779062E 09/13/2016 Vanquished World War II Japan 06MAR2017 BOOK 44.5% Hardcover Henry Halt&Comp 1 1320162 07-MAR-17 $20.00 114558116 Johansen,Iris Night Watch:A Novel 1 BOOKMOBILE STACKS $27.99 $18.88 9781250075970 1012512016 06MAR2017 BOOK 44.5% Hardcover St Martin's Press 1 1320162 07-MAR-17 $78.88 114544735 Novak,Brenda The Secrets She Kept 1 BOOKMOBILE STACKS $15.99 $15.14 9780778319061 07/26/2016 06MAR2017 BOOK 40.0% L Trade Paper Harlequin MIRA 1 1320162 07-MAR-17 $15.14 Total Quantity. 5 Total Units, 5 Item Totat $91,80 INVOICE TOTAL: $91,60 Charge Codes 'S'-Service Charge, 'C'-BrodartConvert, `L'-BrodartGuard Vendor Service Agreement-Exhibit C Page 150 of 160 Exhibit C 19-0194 Library Books and Services Request for Proposal Response 8766495 E3111 To Acct: 012345 INVOICE. B4921239 ABC PUBLIC LIBRARY - - Brodat-t Co. DATE500Arch Street �p3110120i7 Williamsport,PA 1 770 1-7809 Include this form with your payment to: Brodad Co L-3544 Columbus, OH 43260-0001 Fed. ID#23-2248758 Terms Net Due in 30 Days Total Quantity: 5 Total Units: 5 INVOICE TOTAL: $91,80 Amount Enclosed: Vendor Service Agreement-Exhibit C Page 1 S I of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response EXMIT IV 8747659 INVOICE: B4913680 or a Brodar't Co. � � 500 Arch Street DATE �� ! 1 B 03/0612017 Williamsport,PA 17701-7809 Phone:(800) 233-8487 Fax:(800) 993-8799 Bill To Acct No. 012345 Ship To Acct No. 0123456 ABC PUBLIC LIBRARY COMPLEAT BOOK SERV 123 MAIN STREET ABC PUBLIC LIBRARY ANYTOWN, US 12345 123 MAIN STREET ANYTO;WN, US 12345 Packing Slip No 104349549000 This invoice reflects charges for cataloging and processing services only See invoice#B4913932 for item Details Terms: Net Due In 30 Days Charge Degcrlptlon tlnila Unit Price Ext Price Cataloging and Processing 3 _ $3.65 $10,95 CRP Charge: $10.95 Saes Tax $0,04 INVOICE TOTAL $11.79 Charge Codes. 'S,-Service Charge, 'C'-BradartConvert, 'L'-BrodartGuard Vendor Service Agreement-Exhibit C Page 152 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response 8747659 Bill To Acct: 012346 INVOICE: B4913686 ABC PUBLIC LIBRARY Brodart Co. DATE j 500 Arch Street E03/06/2017 Williamsport,PA 1 770 1-7809 Include this form with your payment to: Brodart Co L-3544 Columbus, OH 43260-0001 Fed. ID#23-2248758 Terms: Net Due in 30 Days INVOICE TOTAL: $11.79 Amount Enclosed: Vendor Service Agreement-Exhibit C Page 153 of 160 Exhibit C 19-4184 Library Books and Services Request for Proposal Response ** * Sample Credit Memo ux"ICI T IV 500 Arch Street CM-A12345 L0811. Credit I Return Authorization Williamsport, PA 17701 Page 1 of t Will - _ — CRA: A79345 Authorization Date 313a12019 ABC LIBRARY Ship-To Accoutn No.-B 123 ABC LANE Bill-to Account No.-B 1 9— ALPHABET, US 12345 Purchase Order No.- Invoice No.- Z967654 Invoice Date- Fig— Country � Code- NO' _GANAD - Dear Customer- We are sorry there has been difficulty with your order. The following as#Ion is auhorized... OUR ACTION ❑ We have reordered damaged,defective,incorrect or missing titles stilt available from the publisher. These Items will be re-billed when shipped. ® Discrepant items have NOT been reordered. 13 OTHER YOUR ACTION IMPORTA,NTI Please note �- If you need to return the book(s)a shipping label and GBK 14.4 return authorization have been enclosed for your . ._ ...... convenience. Totals 1 -- $4.49 13 Please return books. ® Books have been received. CREDIT MEMO(Send copy with payment) ® Your account has been credited- $4.49 Date- 3/31/2019 AUTHOR TITLE: RUA MCDANIEL NO TIME TO CRY Totals- 1 $4.49 Credit/Return Authorization CRA:A12345 Page 1 of 1 Vendor Service Agreement-Exhibit C Page 154 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response EXHIBIT V Brodart Return and Credit Policies Before returning any material,customers must receive a return authorization from their Account Manager. All material returns must be accompanied by a copy of the packing slip or invoice indicating the titles and quantities being returned and the reason for return. All approved returns must be received at Brodart within three months of invoice date. You have the option of receiving a no-charge replacement or credit. Publisher defective and/or damaged material can be returned upon request. A no-charge replacement or credit memo will be generated. Please identify the item as damaged and/or defective before packing for return to Brodart. If we at Brodart make an error relative to incorrect specifications, processing,Purchase Order Do-blot- Exceed dollar amount,wrong title,or bind,we will accept the return of material without question and supply a postage-paid return mailing label. You have the option of receiving a no-charge replacement or credit. If you choose to receive a credit,please contact your Account Manager. If you choose a no- charge replacement, Brodart can re-order the material for you and adjust invoices accordingly. Or,if the total retail price of the material is less than$50.00,simply return the items with a copy of your invoice or packing slip, note the problem,and deduct the amount from the invoice, Please note: any item ordered as a result of customer error,item canceled while in processing,or titles not suitable are non-returnable. Approval to return material that is not suitable because of subject or language not reflected in review sources will be handled on an individual basis at the time of request. Approval in these situations will not allow for processing and/or freight charges to be refunded. Processed material and converted books where the correct title and correct processing are furnished, are non-returnable. Items that have been marked,accessioned,or stamped by the library in any way are also non-returnable. A 15%handling fee may be applied for unauthorized returns to cover the cost of receiving and returning the material to inventory. This policy applies to all orders whether received by mail,telephone,or electronic transmission, Your Account Manager will be happy to assist you with any questions. Vendor Service Agreement-Exhibit C Page 155 of 160 Exhibit C 19-0184 Library Books and Services Request for Proposal Response Continuations Return_Poli� Authorization from your Account Manager is necessary prior to returning any item(s). e Publisher defective and/or damaged products may be returned upon request within one year of the invoice date. Record the damaged and/or defective item on the reverse side of the packing slip and return to Brodart.A replacement will be ordered at no charge to your library. Vendor error relative to incorrect processing,title, bind,wrong year or edition,etc., materials may be returned upon request. Record the error on the reverse side of the packing slip and return to Brodart.Appropriate items will be reordered and invoices adjusted accordingly. Approved returns must be received at Brodart within 90 days of the invoice date. o Materials processed in accordance with account specifications or materials that have been stamped,marked,or accessioned by the library are non-returnable. e Materials ordered and delivered as the result of customer error or duplication by another source are non-returnable. Continuations Cancellation Polic You will receive a Monthly Status Report to help you quickly and effectively monitor your standing orders and avoid duplication or error.This report provides a listing of materials requested, itemization of editions or volumes on order, publication delays,and status of shipped titles. To request title cancellation, contact the Continuations department at least 30 days prior to the publication date. Cancellation requests received less than 30 days from the publication date can not be cancelled and will be shipped and invoiced. Vendor Service Agreement-Exhibit C Page 156 of 160 Exhibit C 19-0 l 84 Library Hooks and Serwicq Request fnr Proposal Respons (Tl_ www.edeweiss.p[us S. r Join the Library Analytics User Group SeeWhat Librarians are Reading&Anticipating V • Demand for Titles€n Edelweiss y/ Sort by Popularity to Identify Gaps Receive the State of the Collecl.km Report 'Y' See Your 11-5 Data in Edelweiss+ Benchmark Performanc AF[airl�t fears Create Title Lists for Weeding zoo I Selection Customize Analysis Based on Library Codes Accelerate Circulation By Aligning Holdings with Patron Free tip Shelf Space with Custom Weeding Profiles Max'mlze Ybor Collection Budget by Irlcivifyi. i Top Performers � y s A i! k—.ToliZELINE Vendor Service Agreement-Exhibit C Page 157 of 160 Exhibit C $4 Library Baobs and Scivicr4 R"usl ror Propaxal ltesponso EXHIBIT V1 (c,;r www.edelweiss.plus + e . r WIt Pi IL Reach the beak of data-driven collection development. This is a garn -changer. .., . ✓ Optimize yD"r collection by a fig ning With pa[ron needs "n Compare branches and identify ZM opportun ities to in i prove synergy ✓ Exhort customized title lists to r inspire selection and weeding efforts n ✓ Wenfify opportunitles and then move immediately to take action 6Z- ABOVETHE R Vendor Service Agreement-Exhibit C Page 159 of 160 Exhibit C Jg.0l9.1 Libf.ry 0,%iAs and seryPL:lrs j YX _1 r I',4 l,a1:r:10...1i;{6i7i1"Ayi:rT��, identify titles patrun!� love and weed ou those gathering dust Discover potentiat clap% in your collection "'- Wd and fix them ✓ Uncover new and upcoming titles you tinay have missed Corn pare performance of locations and benchmark against national data r Kee;i track of top performers and prioritize areas that require attention WHAT COLLECY70NS ARE roomer,Slvuths Collections& rat, DOING WEE? WHICH ONES COULD WE � II , I �� II � unit � =ti y ur,ll t. Unk - MOVE TO OTHER LOCATIONS? I 1 Orr k cfir� a Circ WHAT COULD WE WEED? � � k � fJv�rsSocMeN vCr�kmdtr,�nrnb,r Neutral PUT YOUR LOBNARY'S DATATO WORK FOR YOU. ,ter+ W64AT�!TV1 t MISSING? COMPARATIVl ►ITLkS."T AA .44 ANY OF OUR LOCATION. TREELINE Vendor Service Agreement-Exhibit C Page 159 of 160 EXHIBIT D VERIFICATION OF SIGNATURE AUTHORITY NUBRO,INC.D/B/A BRODART CO 500 ARCH STREET WILLIAMSPORT PA 17701 Vendor hereby agrees to provide City with independent audit basic financial statements, but also the fair Presentation of the financial statements of individual funds. Execution of this Signature Verification Form ("Form") hereby certifies that the following individuals and/or positions have the authority to legally bind Vendor and to execute any agreement, amendment or change order on behalf of Vendor. Such binding authority has been granted by proper order, resolution, ordinance or other authorization of Vendor.City is fully entitled to rely on the warranty and representation set forth in this Form in entering into any agreement or amendment with Vendor. Vendor will submit an updated Form within ten (10) business days if there are any changes to the signatory authority. City is entitled to rely on any current executed Form until it receives a revised Form that has been properly executed by Vendor. 1, Name: Lisa Miosi Position: Vice President, Customer Care 4&r _ . Si re 2. Name: Position: Signature 1 Name: Position: Signature Name: Richard Dill Signature of esident!CEO Other Title: Chief Financial Officer Date: 12/18119 Vendor Services Agreement--Exhibit D Page 160 cil'160 City of Fort Worth, Texas Mayor and Council Communication DATE: 11/05/19 M&C FILE NUMBER: M&C 19-0284 LOG NAME: 131319-0184 LIBRARY BOOKS AND SERVICES LIBRARY JC SUBJECT Authorize Execution of Non-Exclusive Agreements with Baker&Taylor,LLC.,and Brodart Company for the Purchase of Library Books and Materials and Related Services for the Library Department in a Combined Annual Amount up to$3,175,000.00 and Authorize Four Annual Renewal Options(ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize execution of non-exclusive agreements with Baker&Taylor,LLC.,and Brodart Company for the purchase of library books and materials and related services for the Library Department in a combined annual amount up to$3,175,000.00 and authorize four annual renewal options(ALL COUNCIL DISTRICTS) DISCUSSION: The Library Department approached the Purchasing Division to conduct a bid for annual agreements for library books and services.The Library will purchase materials for adults,teens and children for all Fort Worth Library locations as well as any new locations that open during the agreement period.The Library purchases over 100,000 print books each year.Opening Day Collections for new branches can add another 50,000 books.The agreements will include outsourced cataloging and processing operations,vendor collection development and assessment tools,and drop shipping to library locations.Other formats and vendor services may be added as they become available. In order to procure these services Purchasing issued an Request for Proposal(RFP).The RFP consisted of detailed specifications listing the types of materials and shelf- ready processing services the vendor would be required to provide. The RFP was advertised in the Fort Worth Star-Telegram on July 3,2019,July 10,2019,July 17,2019,July 24,2019 and July 31,2019. The City received four bids. Bids were evaluated on a pre-established best value criteria including price,vendor qualifications,access to inventory and delivery services,ability to catalog and process books as specified,quality and depth of online services and collection development tools,ordering standing orders and related services,customer service, reporting services and opening day collection services. Purchasing and Staff from the Library Department evaluated the bids submitted and recommends awarding non-exclusive agreements to Baker&Taylor, LLC.,and Brodart Company with an initial one-year term and four one-year options to renew.No guarantee was made that a specific amount of these materials and processing services will be purchased. In addition,an administrative change order or increase may be made by the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. M/WBE OFFICE-A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. Upon City Council approval and execution of agreement,the initial term of the agreement shall begin. The purchases will be in ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendation and award of the contract,funds are available in the current operating budget,as appropriated,in the General Fund. Prior to any expenditure being incurred,the Library Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office by: Kevin Gunn 2015 Originating Business Unit Head: Reginald Zeno 8517 Additional Information Contact: Cynthia Garcia 8525 Jeff Cope 8313