HomeMy WebLinkAboutContract 57852 CSC No. 57852
VENDOR SERVICES AGREEMENT
BETWEEN THE CITY OF FORT WORTH AND MIDWEST TAPE,LLC
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 its duly authorized Assistant City Manager, and MIDWEST TAPE,LLC. ("Vendor"), a Limited
Liability Company and acting by and through its duly authorized Vice President, Sue Bascuk, each
individually referred to as a"party" and collectively referred to as the "parties."
AGREEMENT DOCUMENTS:
The Agreement documents shall include the following:
1. This Vendor Services Agreement;
2. Exhibit A—RFP 22-0066 for DVDs,Blu-Rays, and Related Services;
3. Exhibit 13-1 —RFP 22-0066 Midwest Tape-Pricing Info;
4. Exhibit B-2—RFP 22-0066 Midwest Tape-Pricing Info(Supplemental); and
5. Exhibit C—Verification of Signature Authority Form.
Exhibits A, B-1, B-2, and C which are attached hereto and incorporated herein, are made a part of this
Agreement for all purposes. In the event of any conflict between the terms and conditions of Exhibits A,
B-1, B-2, or C, 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 DVDs, Blu-ray Discs, catalog and processing services for 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 June 20,2022("Effective Date")and shall expire on June 19, 2023
("Expiration Date"), unless terminated earlier in accordance with this Agreement ("Initial Term"). This
Agreement may be renewed under the same terms and conditions for up to four(4)one-year renewal options
upon mutual agreement of the parties.
3. COMPENSATION.
City shall pay Vendor in accordance with this Agreement, Exhibit B-1, and Exhibit B-2, 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 Seven Hundred Fifty Thousand Dollars ($750,000.00). The Parties acknowledge that this
is one of two non-exclusive agreements for these services and that the total spend amount for both
contracts per term cannot exceed the total included herein. Payments shall be made to Vendor by City
within 30 days after delivery of the goods and receipt by City of a correct invoice.Vendor shall not perform
any 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. OFFICIAL RECORD
CITY SECRETARY
Vendor Services Agreement
FT. WORTH, TX
4.1. 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.
5. 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 manner
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 information 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.
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.
Section 6 shall survive the expiration or termination of this Agreement.
Vendor Services Agreement Page 2 of 60
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 respondeat 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 AND/OR PERSONAL INJURY, INCLUDING
DEATH, 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 HEREBY COVENANTSAND AGREES
TO INDEMNIFY,HOLD HARMLESS AND DEFEND CITY,ITS OFFICERS,AGENTS,SERVANTS
AND EMPLOYEES,FROMAND AGAINSTANYAND 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,INCLUDING 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
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 Services Agreement Page 3 of 60
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 non-infringing, 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 SUBCONTRACTING.
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:
$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.
Vendor Services Agreement Page 4 of 60
(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.
II. 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
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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 determined to
have been delivered when (1) hand-delivered to the other parry, 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 MIDWEST TAPE,LLC
Attn: Jesus Chapa,Assistant City Manager Sue Bascuk,Vice President
200 Texas Street 1417 Timberwolf Drive
Fort Worth,TX 76102-6314 Holland, Ohio 43528
Facsimile: (817) 392-8654 Facsimile: 800-444-6645
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.
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.
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18. 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.
19. 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 parry 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.
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.
Vendor Services Agreement Page 7 of 60
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.
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.
Vendor Services Agreement Page 8 of 60
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. PROHIBITION ON BOYCOTTING ENERGY COMPANIES.
Vendor acknowledges that, in accordance with Chapter 2274 of the Texas Government Code, as
added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2, the City is prohibited from entering into a contract for
goods or services that has a value of$100,000 or more that is to be paid wholly or partly from public funds
of the City with a company with 10 or more full-time employees unless the contract contains a written
verification from the company that it: (1) does not boycott energy companies; and (2) will not boycott
energy companies during the term of the contract. The terms "boycott energy company" and"company"
have the meaning ascribed to those terms by Chapter 2274 of the Texas Government Code, as added by
Acts 2021, 87th Leg., R.S., S.B. 13, § 2. To the extent that Chapter 2274 of the Government Code is
applicable to this Agreement,by signing this Agreement,Vendor certifies that Vendor's signature provides
written verification to the City that Vendor:(1)does not boycott energy companies;and(2)will not boycott
energy companies during the term of this Agreement.
32. PROHIBITION ON DISCRIMINATION AGAINST FIREARM AND AMMUNITION
INDUSTRIES.
Vendor acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government
Code, as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1, the City is prohibited from entering into a
contract for goods or services that has a value of$100,000 or more that is to be paid wholly or partly from
public funds of the City with a company with 10 or more full-time employees unless the contract contains
a written verification from the company that it: (1) does not have a practice, policy, guidance, or directive
that discriminates against a firearm entity or firearm trade association; and(2)will not discriminate during
the term of the contract against a firearm entity or firearm trade association. The terms "discriminate,"
"firearm entity"and"firearm trade association"have the meaning ascribed to those terms by Chapter 2274
of the Texas Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1. To the extent that
Chapter 2274 of the Government Code is applicable to this Agreement,by signing this Agreement,Vendor
certifies that Vendor's signature provides written verification to the City that Vendor: (1) does not have a
practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade
association; and (2) will not discriminate against a firearm entity or firearm trade association during the
term of this Agreement.
33. 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 60
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this
15 day of July , 2022.
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that 1 am the person
responsible for the monitoring and administration of
d this contract, including ensuring all performance and
By. Manya Shorr reporting requirements.
Interim Assistant City Manager
07/15/2022
Date: By:
Timothy Shidal
APPROVAL RECOMMENDED: Administrative Services Manager
APPROVED AS TO FORM AND LEGALITY:
By: �a"f4o-�—
Marilyn Marvin
Interim Library Director By:
Jessika J. Williams
ATTEST: Assistant City Attorney
'ann't� s CONTRACT AUTHORIZATION:
By:
Jan nette S.Goodall(Ju 18,2022 08:11 CDT) M&C: 22-0342
Jannette Goodall 4vo�nnn�
Y Y A0 ioFORr.4
City Secretary
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Vice President
Date: 7 /3 Z
OFFICIAL RECORD
Vendor Services Agreement CITY SECRETARY
FT. WORTH, TX
EXHIBIT A
RFP 22-0066 DVDS,BLU-RAYS,AND RELATED SERVICES
FORT WORTH,
RFP Cover Sheet
PURCHASING DIVISION
REQUEST FOR PROPOSALS(RFP)
for
22-0066 DVDS,Blu-Rays,and Related Services
Issued:February 9,2022
PROPOSAL SUBMISSION DEADLINE:March 3,2022 by 1:30PM Local Time
NO LATE PROPOSALS WILL BE ACCEPTED
Proposal shall be delivered/mailed to: Legal Name,d/b/a and address of Proposer
submitting the Proposal:
The Purchasing Manager
City of Fort Worth Midwest Tape, LLC
Purchasing Division,Lower Level,City Hall,
200 Texas Street,Fort Worth,Texas 76102 1417 Timberwolf Drive
Note:Return this Cover Sheet with the Proposal. Holland,Ohio 43528
Pre-Proposal Conference will be held via WebEx:
10:00 AM(local time)February 14,2022 Authorized Person:Sue Bascuk
Meeting number(access code):2559 247 1753 Title: Vice President
Meeting password:wKjPM4EtM35
Meeting Call In Number:+1-469-210-7159 Signature: Diu
Meeting Link:https:ltfortworthtexas.webex.com/fort Contact Person Name: °"e rmm,awaFvsp arsccurnaascaom air
worthtexesl.php?MTID=mld7787486de8fb9c9a39 eoo 875-2785 444-6645
c7927b947b62 Phone:( ) Fax:(800)
For additional information/clarifications regarding
Email: sbaseuk@midwesttapes.comorjtimm@midwesttapes.
this RFP,please see Section 5.0. Bidder/Supplied ID with City of Fort Wort/Federal
ID Number(TIN): 37-1499686
Assigned Buyer Megan Fowler
FMSPurchasingResponses(a)fortworthtexas.00v
Will contract be available for Cooperative Agreement use? (See Section 29)Yes_No
Acknowledgment of Addenda:#1. )/_#2 #3 #4 #5
• PDF or Adobe or electronic signature is acceptable on this RFP cover page.The Authorized
Person,by his/her signature,represents that he/she is submitting a binding proposal and is
authorized to bind.By signing and submitting,acknowledges that he/she has received and read
the entire document packet,including all documents incorporated by reference,and agrees to be
bound by the terms therein.
• Proposals must be received in the Purchasing Office by 1:30 P.M.,"Proposal Submission
Deadline"AND TIME STAMPED PRIOR TO THE 1:30 DEADLINE IN ORDER TO BE
CONSIDERED.Late bids will be returned or destroyed.
• Proposals must be submitted in a sealed envelope WITH THE RFP NUMBER,RFP TITLE AND
PROPOSER'$LEGAL NAME WRITTEN ON THE OUTSIDE OF THE ENVELOPE.In case of
courier,it should be on the outside of the courier's shipping envelope.
• Bids will be opened and read aloud publicly at 2:00PM in the Council Chambers.
RFP No.22-0066 DVDS,Blu-Rays and Related Services
Page 1 of 36
1
Vendor Services Agreement—Exhibit A Page 11 of 60
MIDUTAPE
UBMAN5 MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
March 3,2022
Purchasing Manager
Purchasing Division
200 Texas Street
Fort Worth,Texas 76102
RE: RFP NO 22-0066 DVDs,Blu-Rays and Related Services
Midwest Tape is a full-service media distributor,working exclusively with public libraries for overthirty-
three(33)years.We offer a comprehensive selection of DVDs and Blu-Rays,while providing our
customers with an array of media solutions including cataloging,processing,and auto-orders.
The following pages lay out our proposal for the Fort Worth's RFP for DVDS,Blu-Rays and Related
Services,articulating our knowledge,capabilities,and enthusiasm to maintain and advance our
relationship with your library system for many years to come.
The following pages highlight the strengths of Midwest Tape following the outline in Exhibit A—Scope of
Services. We feel it best to expand on our response to show our abilities to provide the Fort Worth
Public Library not only with today's newest DVD and Blu-Ray releases but catalog titles and
Spanish/Vietnamese content along with valuable added services of Selection Lists,Auto-Order Services,
ILS integration with Polaris,Cataloging and Processing services.
Any opportunity to provide the evaluation team with a guided-tour of our website and its various
functionalities to help better explain what value our company can bring to your library would be most
appreciated.
The information and pricing,contained within this RFP response package,will remain in effect for 180
days or as long as needed by the evaluation committee to reach its final decision. Should there be
further information required,please feel free to contact the following individuals:
Jeff Clark,Account Executive Janet Timm,Bid/RFP Specialist
800-875-2785 800-875-2785
irk@midwesttapes.com Itimm@midwesttapes.com
By my signature,I understand that Midwest Tape has responded to this RFP No.22-0066 without
collusion and seeks to enter into contract with the Fort Worth Public Library System.
Sincerely,
Sue Bas�Pre ident
Midwest Tape,LLC
sbascukt@ midwestta pes.com:800-875-2785
2
Vendor Services Agreement—Exhibit A Page 12 of 60
MIDWBTTAPE
LIBRARIANS#9 MEDIA SOURCE
RFP NO 22-0 666
DVDs,Blu-Rays and Related Services
Types of Materials
Midwest Tape will provide the Fort Worth Public Library(FWPL)with new copies of current and backlist
adult and juvenile DVDs and Blu-rays. Languages will include English,Spanish,Vietnamese and any one
of our over 100 unique languages offered.
Collections will include,but are not limited to,feature-length motion pictures and television series on
pre-recorded discs on or in advance of street-release. Other DVD and Blu-ray collections will include
educational/instructional programs,entertainment programs,movies,music videos,documentaries,
anime and various television programs.
All DVDs and Blu-Rays are featured as standard screen,widescreen and AK options and are clearly
identified on our eCommerce ordering site. Through our auto-ordering program or library-interactive
selection programs,designated disc preferences can be set to fully meet the requirements ofthe
Library's selections.
Exceptions
Midwest Tape takes no exceptions to the outline of requirements set forth within the RFP. The
requested goods and value-added services can be provided at competitive pricing.
Street Release Date Program
Midwest Tape works with over 900 movies studios bringing our customers today's newest releases
along with back catalog/older films(fiction and non-fiction)for adult and juvenile patrons. We have
placed demands on these studios to provide Midwest Tape with information about forthcoming titles
even before they are given a release date and strive to receive physical product into our warehouse of
these popular titles two weeks before it's street release.
Once a title is featured in the theatre,our team of marketing staff monitor the box office growth placing
information within our database for customers to pre-order these titles. Data is entered into our system
providing as much detail as possible from the studios. Refinement of this information is updated when
released from theatres to disc as soon as it becomes available. This data is then uploaded to our
website and our Customized Standing Order Plans to notify our customers as early as possible so pre-
orders can be placed. We feature an option of"Coming Soon'titles on our website's carousel for ease
ofviewing and placing orders.
We do feature a Customized Standing Order Plan exclusively for these"Coming Soon'titles to pre-
populate a cart for your selectors to choose from,apply branch distribution requirements,apply fund
codes and order these titles-even downloading free vendor level records that can appear in the
library's OPACto alert your patrons of its upcoming release. We encourage our libraries to place orders
on these'hot/new'releases at least 30 days prior to its street date. However,these plans can also be
auto-ordered if needed.
3
Vendor Services Agreement—Exhibit A Page 13 of 60
MIDWBTTAPE
UUMANS MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Midwest Tape works with OCLC to create Level K records of these titles which are enhanced to a full
level record when all of the final detail is provided by the studio. We strive to have these titles
cataloged 6-8 weeks prior to release date. When the title then is shipped,the library is provided a Full
level record. Time sensitive titles are sent to the library(fully processed)approximately one to two
weeks prior to release with notification on the invoice of when the product can be shelved.
Please note that changes in studio release times can occur adjusting the timeframe Midwest Tape can
ship the product to our libraries. Our team of Customer Service Representatives and your library-
assigned support staff will inform your library of any major changes that might occur in release of these
popular titles.
Providing Materials
Midwest Tape can provide Fort Worth with the number of required copies of a title from 1 copy to
hundreds of copies. In 2021,Midwest Tape provided Fort Worth with 305 unique DVD and Blu-Ray titles
totaling 1,791 units purchased. The library ordered varying quantities of titles with an average of six
copies.
Our inventory contains over 332,000 unique audiovisual titles with over one million units in stock at any
given time. The number of new titles added to our inventory each year is dependent on movie studios,
music label and publisher output as well as customer demand.As of this date the number of titles in our
database per required format is DVD—107,903 and Blu-Ray DVD—26,203.
Spanish language titles in inventory total 48,011 titles(all formats)with 43,305 DVDs(including Blu-Ray)
titles.This includes titles in the original language,Spanish dubbed,Spanish subtitles,and English
subtitles.Our Vietnamese collection features 37 titles.
Midwest Tape provides the following languages in all formats,a total of over 58,000 titles(DVDs,Blu-
Rays,Audiobooks and Music CDs combined): African,Albanian,Arabic,Aramaic,Armenian,Bambaran,
Bengali,Bosnian,Bulgarian,Cantonese,Catalan,Chinese,Croatian,Czech,Danish,Dutch,Farsi,Filipino,
Finish,Flemish,French,Georgian,German,Greek,Gujarati,Hebrew,Hindi,Hungarian,Icelandic,
Indonesian,Inuktitut,Iranian,Italian,Japanese,Kannada,Khmer,Korean,Ladino,Latin,Lithuanian,
Malay,Malyalam,Mandarin,Maori,Marathi,Mongolian,Napalese,Napali,Norwegian,Persian,Polish,
Portuguese,Punjabi,Romanian,Russian,Serb/Croatian,Serbian,Silent,Sinhala,Slovak,Slovenian,
Swahili,Swedish,Tagalog,Taiwanese,Tamil,Telugu,Thai,Tibetan,Turkic,Turkish,Ukrainian,Urdu,
Vietnamese,Welsh,Wolof,Zulu.
With all of the unique titles that can be purchased through Midwest Tape and the varied services we
offer;the Library can be provided as many accounts as necessary to achieve the best service possible.
At present time,Fort Worth Public Library is provided 5 accounts through Midwest Tape: Combo Pack
Account(provides specific processing ofthese particularly designed titles);Non Processing Account(for
the direct shipment of titles unprocessed to the library)and Processing Account(provides the library
with basic processed items)Binge Box Processing Account(special multi-title package of movies)and a
4
Vendor Services Agreement—Exhibit A Page 14 of 60
MIDWOTTAPE
JURAWSionMEOIA50URCE
RFP NO 22-0066
DVDS,Blu-Rays and Related Services
Combo Pack(DVD&BR combined title)processing for an Opening Day Collection Service. All of these
accounts provide the library their DVD and Blu-Ray titles in advance of street date.
Approximately 91-100%of the library's hot-new audiovisual orders are filled on the first shipment and
in advance(5-14 days)prior to the title's release date with full processing and MARC cataloging services
if so needed by the library. Midwest Tape steadfastly maintains a consistent 98%fill rate of our product
offerings.
We stock all new release titles in our facility with quantities to not only meet the demand of our
customers on or by street date,but to also meet demand 90 days beyond the street date to encompass
supplemental and/or unexpected orders.By working with the studios/publishers in this manner,this
greatly improves access to millions of titles to fill our customers'orders.
Orders remain active until the order is fulfilled. The library's specific cancellation policy can be
implemented for a timeframe(following street release)of 60 days,90 days,120 days or longer,for
audiovisual material. Our Customer Support staff can initiate a cancellation plan based on the needs of
the library at any time.
We do recommend the library place orders of hot/new releases approximately 30 days prior to release
to ensure the timely delivery to the library in advance of street release.Our Auto Order/Standing Order
Programs(see next section)is the best method of ensuring notification and the ability to place orders
early.
Standing Order Programs for DVDS and Blu-Rays
Midwest Tape offers various free collection development support for Auto-Ordering of popular,new
release DVDS and Blu-Rays based on a library-defined parameter;or a library-interactive Customized
Standing Order Plans(Selection Lists).These services deliver customized selection lists based on your
library's selection preferences and requirements.
Automatic Ordering Service:Collection development is provided by our in-house content experts
specializing in format-specific categories. All collection lists are formulated based on Library
requirements,frequency and budget. Plans can include the below noted collections or other library-
requested plan such as specific TV shows,children's videos based on character and box office theatrical
releases(can designate the level of box office revenue).
Please note that the below outlined plans are our most popular and can be adjusted in both
number of titles and frequency.
Theatrical Plans
■ Weekly Plans-Approximately 4-6 titles every week
o FEATURE FILMS:Films that made more than$1 million theatrically,41K Feature Films
5
Vendor Services Agreement—Exhibit A Page 15 of 60
MINDHAPE
rUBRARIANSON MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
o Coming Soon: potential feature films,documentaries and foreign films that do not yet
have an announced release date.
Adult Plans
Bi-WEEKLY PLANS Approximately 30 titles per order,every two weeks
o All Things Disney:newly issued titles from Disney or one of its subsidiaries
o Best of Television:popular TV,returning and highly rated new series.Includes broadcast and
streaming shows.
o Critically Acclaimed:highly acclaimed films with a rating of 65%or higher on Rotten Tomatoes
o Fiction:full-length films including Hallmark,and Dreamscape
o Movies You Might Have Missed:NEW!These titles are blockbusters that might have slipped
through the cracks.Curated by our movie experts here at Midwest Tape,these are the movies
you have to have on your shelves!
o Nonfiction:documentaries including PBS,Great Courses,and more
o PBS:NEW!Get the best series,documentaries,and specials that public television has to offer.
This plan includes titles from NOVA,American Experience,Frontline,and more!
MONTHLY PLANS Up to 20 titles per order
o Adult Learning:newly released nonfiction adult videos for visual learners.Featuring Great
Courses,One Day University,and more!
o African-American Interest:titles that feature an African-American cast or crew or focus on
related themes and topics
o Anime(13+):new anime titles for young adults
o Books to Film:popular book-based movies
o British Selections:movies and TV made in Britain,including Doctor Who
o Classic TV:NEW!Newly released popular television series from the 1950s to the 2000s;that are
considered some of the best series to ever grace the small screen
o Classics:newly released classic titles from the'40s,'50s,and'60s that are distinguished or
unique works of cinema
o Modern Classics:newly released titles from the'70s,'80s,and'90s that are distinguished or
unique works of cinema
o Criterion:newly released fiction and nonfiction titles from the Criterion Collection
o Described Video:film that contains a separate narrated track that describes descriptive visual
elements
o Female-Focused:titles featuring strong female cast and/or crew
o Indle Films:films produced outside of major film studios,including titles that are direct to video
and limited theatrical releases
o LGBTQ+:includes all genres relating to the LGBTQ+community
o Music on Film:popular concerts and live events
o Travel:newly released travel documentaries
o Trending Now:titles based on current events in pop culture and in the news
o Video Librarian:films and TV with a 3.5-star rating or higher
o Well-Being:fitness,exercise,and self-help
6
Vendor Services Agreement—Exhibit A Page 16 of 60
MINOT TARE
LIBRARIANS lAEQIp SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
FOREIGN PLANS Contain fiction,nonfiction,and television titles
Choose up to plans of popular foreign language films(Spanish Language,Vietnamese language,
Bollywood languages,French language,and All Other languages)
CHILDREN'S PLANS
BIWEEKLY PLANS Up to 20 titles,every two weeks
o Fiction:standalone children's movies,and current television series(see series list on children's
plan page)
o Nonfiction:educational films and TV shows
o PBS Kids:NEWI Public television isn't just for adults.Get everything PBS has to offer in
children's programming!
MONTHLY PLANS Up to 20 titles per month
o Family Films:feel-good family movie night and Dove-approved films
o Trending Now:titles
SEASONAL PLANS
o AWARD NOMINEES PLAN-All the nominees from the Academy Awards,Emmys,Golden
Globes,and(SAG)Screen Actors Guild
o AWARD WINNERS PLAN -Titles that have been honored by the Academy Awards,Emmys,
Golden Globes,and(SAG)Screen Actors Guild
a BINGE BOX-One box,multiple movies.New themes added quarterly.
o HOLIDAY FILMS PLAN-Carts include:titles across all genres related to holidays
In the initial phase of Auto Ordering Services set up our team,comprised of your Account Executive,
Processing Coordinator and Video Collection Development Experts;will conduct a meeting via Teams,
Zoom or Go-to-Meeting with the Collection Development Team at Fort Worth Public Library. This initial
meeting will discuss the parameters needed for collection ordering,budget controls,frequency,branch
and fund designations,etc.
Our team can share sample selections with the Library in the initial phase of set up to ensure the
understanding of collection needs. These will be shared as shopping carts on the website so that the
Library can interact with the selections and then discuss with our team. This collaborative interaction
will be important in the initial stages but will not be required for ongoing services. Once this service is
set up and your staff is comfortable,this process can be automated to run with as much as or as little
control as the library requires.
Any title that may be ordered via this Auto-Order program and does not meet the needs/requirements
of the Library,can be returned for either replacement or refund.
Library-Interactive Standing Order Option: This collection development service gives the Library selector
the option of receiving a pre-defined list(based on the plans noted above)within shopping carts on our
website. These carts are curated and shared by our team of format-specific experts.When a cart is
ready for review,the designated Librarian receives an email notification linking them to the cart.
7
Vendor Services Agreement—Exhibit A Page 17 of 60
MIDWDTTAPE
ILIBRARIANSfE MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
With this service(Customized Standing Order Plans)the library has complete control over the ordering
process.
Any shared or auto-order options can be designed branch distribution selections and fund codes. This
information is set up in advance of receiving our either our auto-order program or library-interactive
standing orders.
Other selection support: Library selectors can also check for upcoming new releases and other
collections in all formats on the website's most popular live interactive calendar and,depending on
format,place orders for titles weeks or months in advance of release date.The feature can also be used
to search previous months to ensure that nothing significant has been overlooked(alternatively,
selectors can check the"best-sellers"feature on the middle right-hand side of the website homepage,
which will immediately display recent Hollywood blockbusters,hit albums and hot Audiobooks that the
Library has not ordered).
The Calendar is a live interactive search engine which displays upcoming new releases by date in the
following formats and categories:
• DVD
❑ Hot New DVD Releases
❑ New Children's DVD
❑ New Fiction DVD
❑ New Foreign DVD
FJ New Non-fiction DVD
❑ New TV on DVD
• Blu-ray
❑ Hot New Blu-ray Releases
LI New Children's Blu-ray
I_I New Fiction Blu-ray
11 New Foreign Blu-ray
11 New TV on Blu-ray
Each title file on the calendar can be displayed in one of two different ways.In the"calendar view",a
mouse-over the line listing produces a pop-up window with artwork,clearly identifying the films.In the
"art view",the covers are already visible.Both displays provide a live link to the title page,from which
an item can be ordered.The calendar can be used as a new release notification and ordering tool,or as
a retrospective collection-buiiding tool.
Branch Distributions—this option provides our libraries with a quick method of pre-populating the
number of copies for specific branches of titles when selecting on their own. For example,ifthe library
determines that a hot/new box office titles achieving a specific level of box office gross at the theatre
each branch will receive a specified number of copies. We currently support Fort Worth Public Library
8
Vendor Services Agreement—Exhibit A Page 18 of 60
MIDW UAPE
JUBURIANSOM MEDIA SOURCE]
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
with more than 18 branch distribution grids.Along with these grids,the library is also supported by
Midwest Tape with the set-up of 14 Fund Codes to assist even further with ordering specifically to funds
appropriated by the library.
These are just a few of the many methods that your selectors can view popular DVD and Blu-Ray titles.
There are various other methods on our website along with our support for any specialized collection
lists. Lists of titles can be provided at any time through your library-assigned support person,Myanna
Evans-Allmon(MEvans-Allmon(@midwesttaoes.com)and our Collection Development team at no cost to
the Library.
Cataloging and Physical Processing
Midwest Tape provides a variety of processing and cataloging services for our audiovisual formats. Each
library is unique in its requirements and we tailor our services to meet those needs. Our processing
services are digital label integration call VIP(Variable Integrated Processing).We take digital images of
the required library labels and mesh them into the title's artwork. it creates a seamless,single sheet
artwork that is then placed within the library-required case. Supplementing this processing service is
the ability to provide levels of cataloging support—vendor records to support ILS ordering,Full Level
records for instances when a customized record is not desired or looking to have a more cost-effective
level of cataloging or your Library's fully customized Marc record which is tailored to their specific
needs.
Catoloaina Services: Through our long-standing relationship,of over 20 years with OCLC,we can
guarantee a vendor record and a full MARC record for every title that your library purchases from us
along with customization of records for your library. Our agreement with OCLC allows us to provide
quality cataloging services. In conjunction with our VIP digital processing services,this allows your
Library to get completely shelf-ready audiovisual materials.
We provide different levels of cataloging services to more than 2,500 individual libraries for their
audiovisual formats. Annually,Midwest Tape delivers over 2,000,000 order records and nearly 900,000
OCLC MARC records.
Our 19-member Data Entry staff(including an MLS Librarian with specialization in audiovisual materials)
create what are called Level K records directly into World Cat(when no current record exists)with our
Midwest Tape OCLC Symbol(TEFMT).OCLC then completes the final enhancement of the record
including the assignment of a unique OCLC numberto each title increasing the record from Level K to a
Full record. Please note that all new records comply with today's RDA standards.
All New Release titles are cataloged no later than fourto six weeks prior to street date,ensuring an
appropriate time to have MARC records completed,and product processed and delivered to FWPL by
street date.This type of daily communication between partners encourages an open platform to discuss
priority of work.
9
Vendor Services Agreement—Exhibit A Page 19 of 60
MINHAPE
LIBRARIANS MEDIA SOiIREE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Fort Worth Public Library will work directly with Midwest Tape for all levels of cataloging service,this
includes the transmission of records,billing of MARC services,set up services and resolution to any
cataloging error. OCLC simply provides support and enhancement of information.
Our on-site cataloging team members have fully reviewed the outlined cataloging requirements for both
original and copy cataloging services:
Jeff Anderson,Cataloging Coordinator,iandersonCa)midwesttaoe.com: Jeff is a new member of our
team and brings with him knowledge and previous library experience with cataloging audiovisual
materials.Master of Library and Information Science from Wayne State University completed in Aug
2010. Full time cataloger for the Monroe County Library System of Monroe Michigan 2012-2016 with a
focus on audio visual materials but also cataloged books as needed,
For New and Original Cataloging records,your library's holdings will be updated in WorldCat as part of
the record(no additional cost to update holdings).
For foreign language audiovisual titles,support of cataloging is provided,but it reflects the information
in the English language,not the native language.
Our team has reviewed the Cataloging needs as outlined in the RFP and have verified that our Cataloging
Services meet the needs as outlined with two areas we need to clarify:
• Biographies—may not be distinguished between an individual biography versus a collected
biography. Our default service identifies a biography if a title is non-fiction and contains a 600-
field identifier. Please note that we can work with the library on methods of transmitting notes
to our team,within the order,so as to identify these types of titles and their requested
cataloging service.
• Within the Cataloging appendix-245.It is not always possible to guarantee the 245 title
matches the container. We provide OCLC as much data as the studio offers at the time of
release.Once the product arrives within our facility,we have a team that takes each title and
verifies its data points and adjusts the Data within our system.If necessary,we will resubmit the
title to OCLC to update accordingly and if applicable,adjusting the 245 title accordingly.
All other requirements within the Cataloging appendix for the 245 fields are achievable or our staff can
make the necessary changes to fully meet the Library's requirements.
Samples of a vendor level and a Full OCLC Level records have been included below:
Free DVD Vendor Order Record sample:
=LDR 01771ngm 22004332a 4500
=001 on1288456695
=003 MWT
=005 20220221080257.1
10
Vendor Services Agreement—Exhibit A Page 20 of 60
MIND HAPE
LIBRARIANS MEDIA SOURCE'
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
=007 vd\cvaizs
=008 220221s2021\\\\xxu096\%\\\\\\\\\vleng\d
=010 \\$al288456695
=020 \\$a$cfdollar}30.99
=024 1\$a032429346254
=028 42$al4623743
=245 00$aCLIFFORD THE BIG RED DOG$h[videorecording].
=250 \\$aWidescreen ed.
=260 \\$a[United States]:$bParamount Pictures,$c2022.
=300 \\$a1 videodisc(ca.96 min.):$bsd.,col.;$c4 3/4 in.
=500 \\$a02/01/2022
=511 1\$aJack Whitehall,Darby Camp,Tony Hale,Sienna Guillory,David Alan Grier,Russell Wong,John
Cleese,Kenan Thompson.
=508 \\$aDirector,Walt Becker.
=538 \\$aDVD.
=546 \\$aEnglish,French,Spanish audio;English,French,Spanish subtitles.
=546 \\$aClosed-captioned.
=521 8\$aMPAA rating:PG.
=520 \\$aWhen middle-schooler Emily Elizabeth meets a magical animal rescuer who gifts her a little,
red puppy,she never anticipated waking up to find a giant ten-foot hound in her small New York City
apartment.While her single mom is away for business,Emily and her fun but impulsive uncle Casey set
out on an adventure that will keep viewers on the edge-of-their-seats as the heroes take a bite out of
the Big Apple.
=650 \4$aChildren's films.
=650 \4$aFamily Films.
=655 \4$achildren's.
=700 1\$aWhitehall,Jack
=700 1\$aCamp,Darby
=700 1\$aHale,Tony
=700 1\$aGuillory,Sienna
=700 1\$aGrier,David Alan
=700 1\$aWong,Russell
=700 1\$aCleese,John
=700 1\$aThompson,Kenan
=856 7\$3Viewcoverart$uhttps://thumbnail.midwesttape.com/14623743_180.jpg$2https
=970 \\$ICAM$gl$fJDVD$p30.99$cjdvd$ml4
Full Level Record(charged by title,not item)
LDR IIIIIngm a22IIIII4i4500
001 2390516
005 20220216172602.0
007 vd cvaizq
11
Vendor Services Agreement—Exhibit A Page 21 of 60
MIDWBTTAPE
LIBRARIANS MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
008 211229s2022 cau096 g viceng d
010 $abe2021074009
024 1 $a032429346254
024 7 $a00032429346254$2gtin-14
028 42$aD213130D$bParamount
035 $a(NjBwBT)6004842236
035 $abe2021074009
040 $aNjBwBT$beng$erda$cNjBwBT
041 1 $aeng$afre$aspa$jeng$jfre$jspa$heng
043 $an-us-ny
099 $pCHILDREN DVD FAMILY$bCLIFFORD
24500 $aClifford the big red dog/$cproduced by Jordan Kerner,lole Lucchese;screenplay by Jay
Scherick,David Ronn,Blaise Hemingway;directed by Walt Becker.
2641 $aHollywood,California:$bParamount,$c[2022)
300 $al videodisc(96 min.):$bsound,color-$c4 3/4 in.
336 $atwo-dimensional moving image$2rdacontent
337 $avideo$2rdamedia
338 $avideodisc$2rdacarrier
344 $adigital$boptical$gsurround$2rda
344 $hDolby digital 5.1
346 $bNTSC$2rda
347 $avideo file$eregion 1$2rda
347 $bDVD video
546 $aln English,French,or Spanish with optional English,French,or Spanish subtitles.
546 $aClosed-captioned.
546 $aVisually described for the blind and visually impaired.
5111 $aDarby Camp,Jack Whitehall,Izaac Wang,John Cleese,Sienna Guillory.
5218 $aMPAA rating:PG.
520 $aFollows the adventures of a girl and her uncle in New York City after her red puppy,Clifford,
grows to a giant size overnight.
500 $aOriginally released as a motion picture in 2021.
500 $a Based on the book series by Norman Bridwell,
500 $a Dolby digital 5.1,wide screen.
540 $a For private home use only.
6500 $aClifford(Fictitious character:Bridwell)$vDrama.
6500 $aDogs$vDrama.
6500 $aHuman-animal relationships$vDrama.
6510 $a New York(N.Y.)$vDrama.
6557 $aAction and adventure films.
6557 $aComedy films.
6557 $a Fantasy films.
6557 $aAnimal films.
6557 $aLive-action/animation films.
6557 $aFeature films.
12
Vendor Services Agreement—Exhibit A Page 22 of 60
MIDWBTTAPI
ILIBRARIANS#EAEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
6557 $aFiction films.
6557 $aVideo recordings for the hearing impaired.
6557 $aVideo recordings for people with visual disabilities.
6907 $aNew movie movies film films.
6907 $aNew DVD DVDs disc discs.
6907 $aNew childrens children kids kid movie movies film films.
7001 $aBecker,Walt,$d1968-$edirector.
7001 $aCamp,Darby,$d2007-$eactor.
7001 $a Whitehall,Jack,$d1988-$eactor.
7001 $a Wang,Izaac,$eactor.
7001 $aBridwell,Norman.
73002 $aClifford the big red dog(Motion picture).$hTwo-dimensional moving image.$IFrench.
73002 $aClifford the big red dog(Motion picture).$hTwo-dimensional moving image.$ISpanish.
7300 $aClifford the big red dog(Motion picture)
77508 $!Reproduction of(manifestation)$sClifford the big red dog(Motion picture)$tClifford the big
red dog$dHollywood,California:Paramount,[2022]$h1 videodisc(96 min.):sound,color;4 3/4
in.$o032429346261
949 $p31668620026259$a3$bjdvd$e231919-15$iCLIFFORD$kCHILDREN DVD FAMILY$x64$91tem
generated Feb 112022 1:41PM
When it is identified the library already owns the title,we can provide item tag linking services for all
added copies.This is a per item charge and is outlined in our Price Proposal.
The Library can use the free vendor order records to assist in placing order electronically through their
ILS. These can be customized to meet the needs of the library.When the product is ready to ship,the
Full Record is then transmitted back to the Library overlaying the order records in Polaris in accordance
to the specific tags necessary.
Processing Services:We provide various forms of processing services for our customers. This can range
from shrink-wrap removal,generic artwork and case transfer services up to full digital label integration
with RFID labeling and encoding. The cost of service varies depending on the level of service needed by
our libraries.
Midwest Tape will support Fort Worth Public Library with processing services of as outlined in the RFP
Appendix 1,page 28. Through our digital processing services,the library's label requirements can be
integrated into the artwork.
Samples of the options of full label integration have been provided as Exhibits 1-6. Pricing noted in our
separate Price Proposal according to the full service.
13
Vendor Services Agreement—Exhibit A Page 23 of 60
MINTTAPE
LIBRARIANS MEDIA SOURCE
RFP NO 22-0 666
DVDs,Blu-Rays and Related Services
Online Services
The Midwest Tape website has been praised as being the industry leader for product searching,title
selection,cart development,ease of ordering and much more. Our website was designed with the input
of libraries to assist in providing a variety of work-flow solutions. Midwest Tape's website
(www.midwesttape.com)provides for free,unlimited logins for your selectors and other designated
staff.Currently Fort Worth Public Library has five Administrative level users,six Cart Managers and one
Buyer level user.The library can have as many users on our website as needed—free of charge.
The Midwest Tape website offers sophisticated title searching,advanced collection building tools,
flexible cart loading and cart management,and a swift,easy to use ordering process. Our website is the
most advanced service with regards to title sourcing,collection generation,and duplicate-order
prevention tools,outstanding cart building tools and management modules,and provides simple
ordering processes.
Traditional Browsing provides for easy access to new titles,collections,categories,street date calendars,
series and our vast number of foreign languages.Our Smart Search/Browse functionality offers the
ability to do a more comprehensive,intuitive search that not only searches title or people but can search
by category names,series,collection,studios and more.All product results are listed on one page that
can contain up to 2,000 titles.All data fields can be filtered for availability,release date,and product
rating.All data columns can be sorted to suit the individual needs ofyour selecting staff.Whether your
staff members are searching or browsing the site,the functionality enables easy movement of selected
items into shopping carts.
All bibliographic records include thumbnails of artwork that can be opened and enlarged completely,
down to the fine print.This title data includes all attributes for DVDs and Blu-Rays:stock number,OCLC
MARC record availability,street date(where applicable),ISBN(when available),UPC number,publisher
number,OCLC number(all listings),retail price and your library's discounted price.Records also include
critic reviews(when available)and for many hot/new releases two minute movie previews.
Training on the use of our website can be provided either on-site or via webinar as needed by the library
team. Ongoing webinars are provided by Midwest Tape and are recorded for ease of use by our
libraries. These webinars can be useful in training at the library level for new users of our website.
However,ourteam is always ready to assist with live training at any time.
Midwest Tape's website has the full capability to interface with all of the major ILS systems,including
Polaris at no charge to your library to help support electronic ordering,MARC record delivery and
electronic invoicing. 9xx holdings information contained in order records can be pre-programmed to be
included in MARC data exchanged with OCLC to provide for creation of acquisition system order records
and to facilitate FTP order transmissions. Midwest Tape's Information Technology staff can provide the
programming of more information through our vendor records and Full OCLC MARC Records options.
Our vendor records are always free,and can be downloaded as often as needed from our website.Many
librarians have expressed surprise at the robustness of our vendor records.Fort Worth Public Library
14
Vendor Services Agreement—Exhibit A Page 24 of 60
MIDUTAPE
iI8RARIANS Q0 MEDIA SM—CE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
can,in fact,modify these vendor records themselves to include or exclude individual tags as needed.
Once your staff member has downloaded the order into your system,they can proceed to order via the
web or by electronic(EDIFACT/X12)ordering for orders via FTP(Internet file transfer protocol).
Electronic invoicing is also an option when ordering electronically.
We welcome the evaluation team members to explore our ordering website—www.midwesttape.com
during the following months using the designated username/password combinations:
March- April—
username: mwtguest2022 username: mwtguest2022
password: WtpwZicn password: nlXeFyzw
Should the evaluation team need more time to evaluate beyond April,we ask that they reach out to
Janet Timm,Bid/RFP Specialist,at 800-875-2785 or itimm(@midwesttapes.com for prompt assistance.
Opening Day and other5oecial Collection Development Projects: Midwest Tape's Opening Day
Collection Development services for audiovisual products are the best in the library industry.As a full-
service vendor of audio-visual media,Midwest Tape is uniquely positioned to provide the best Opening
Day Collection service available.Whether your focus is new titles or core interest materials,Midwest
Tape can design a collection to suit the specific needs of your library.
Midwest Tape has prepared hundreds of Opening Day Collections of all shapes and sizes.In the past 5
years,Midwest Tape has worked with over 100 libraries in managing opening day collection projects
with collection values of over$15 million dollars. Of those libraries,multiple ODC project management
has been provided. Libraries such as Denver Public Library,Toronto Public Library,Loudoun County
Public Library,Phoenix Public,New York Public,Atlanta-Fulton County,Miami-Dade Public Library and
Salt Lake County Libraries have all had simultaneous successful CDC projects managed by our staff.
Carts will be created for you at our website,www.midwesttape.com,and can be sorted by format,
genre,or any other criteria.There is no charge for Midwest Tape to prepare selection lists.
Your products will be stored in our clean,climate-controlled facility until you are ready for them.Project
product is stored,at no additional charge,at Midwest Tape's fully-insured distribution center in Holland,
Ohio until approval to ship to the new branch(es)has been authorized. Once approval is given,the
opening day collection is shipped in full to the desired location.Fort Worth Public Library will be
provided with complete title lists that can be sorted by genre,call number and alphabetic to aid in
shelving the new items.
When your library receives their Opening Day Collection,it will be organized according to your library's
specifications.It will be ready to go from the boxstraight onto the shelf.The product can be shipped
shelf-ready to the renovated or new branches when requested.This would include fully processed items
with spine labels and full OCLC custom MARC records with links to holdings.All material is boxed in
genre or custom created categories.
15
Vendor Services Agreement—Exhibit A Page 25 of 60
MIDWOTIPI
JUBRARLAN5#0MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
This service,should it occur during this agreement period,will receive the same level of discounts and
value-add service pricing.
Ordering Services
ILS Integration with all of the major ILS systems,including Polaris is by far the most popular,easiest
method of ordering and receiving invoices by our libraries. It has been praised by our customers as
being a cost and time effective ordering method used as compared to any of their other vendors and it's
free of charge.
We provide streamlined methods of ordering and invoicing for 425 libraries using the Polaris ILS system.
The most time-saving feature of ILS integration is the creation of order records by adding 9xx tags to
Midwest Tape downloadable vendor records for ease of Edifact/X12 ordering. In conjunction with this
ordering method,utilizing the ILS integration services through Midwest Tape can provide the library
with electronic invoicing services as well.There is absolutely no charge for the programming of these
tags,the downloading ofvendor records,electronic ordering,electronic invoices and full customer
support.
Midwest Tape can populate yourvendor records to show such information as Polaris Bib number,
specific funds,locations and collection codes,etc.We can program any needed static data into other
such user-defined tags,most commonly the 970 tag or other field as needed for Polaris users.
Currently Fort Worth Public Library utilizes our Polaris Integration services for ordering and invoicing
with information statically set up in their 970 tag as follows:
970
1=location
q=branch qty
f=fund
p=retail price
c=collection
m=itype
Our robust vendor records are always free.You can download the records as often as needed.You can
also modify vendor records to include or exclude individual tags.Once you've downloaded the order
into your system,you can continue to order via the web,or we can set up electronic(Edifact)ordering
for you to place your orders with us via FTP(Internet File Transfer Protocol).Electronic invoicing is also
an option when ordering via FTP.
Midwest Tape can also receive orders from Fort Worth Public Library via phone(800-875-2785),email
(info@midwesttape.com),and website(www.midwesttape.com),fax(800-444-6645)or mail(1417
Timberwolf Drive,P.O.Box 820;Holland,Ohio 43528).
16
Vendor Services Agreement—Exhibit A Page 26 of 60
MIDWOTWE
F
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Reporting Services
Cancellation and Open Orders Reports(backorder status)are available on our website located on the
homepage and are updated continually throughout the business day.Orders remain active until the
order is fulfilled. The library's specific cancellation policy can be implemented for a timeframe
(following street release)of 90,120,or 180 days for audio book material. Your Customer Service
Representative can implement this option at any time.
The most useful reports can be found in our quick link"Quick Reports"on the homepage:
Quick Reports
SEARCH ORDERS
OPEN ORDERS REPORT
CANCELLED ORDERS REPORT
SEARCH INVOICES
CUSTOM ORDERS REPORT
An easy method of determining what is actively on order for the library is the quick link Open Orders
Report:
Open Orders Report
For I DVD ACCOUNT
Sort by I Title then Title
❑ Group products by branch
Return the results In PDF format
Get Report I Cancel
17
Vendor Services Agreement—Exhibit A Page 27 of 60
MIDUNE
IUMMOM
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
This report can be produced for specific accounts or all Fort Worth Accounts. It can be sorted in various
ways as well and have results returned in PDF or Excel file format.A sample of this Open Orders Report
has been included below and is referenced in our response as Exhibit 7:
P.O.so:820 OPEN ORDERS REPORT
..,land.Oxle0Sz8MIW TTAPE PHONE:
xEYI
300-975,2709 ,ao1,s rioe cur
LI9R4WAR5 MEDIA SOURCE Fax:e00-975-0785
OPEN ORDERS REPORT PWI01 z
:M
,,.e,v, e�wornmr�s . ,+..x aose w.., xspaxs.+ aN aazas M„M— v,nsmu
,v.s�d eu+z uses wo> z ,vu ma a xaaau,i ov aseeA a"•:�ir°L vn.nva
.,x_� voc«ncn000 . ,ex m,e w sxz.vo.v,_ a•wess zomo o:mxn
r.eaem wusn s sm ac> e.--., xa+nx+e es oaoa �mm,:x v�iam�
nxue oo.aos.*,.c x mm ve. w xn-wsxaa ov muse �u�i-'eu;.
UM
„mv+x w<•� . ,ow .,.m a ---12 os cax a.v,.t reL' smaa
ass+ wuss a<oocc, w v.c ww ec.m xnsaux nxmrscs �'•vw^x o�mrmxr
„e�xm uwrsuu..n,e n rw siss+ w,w xz:sa>,eo m,-,�v c7a xaoo„ps o�mrmxx
rs+cx ���sunawwsmwa«osvow,u.s . ws .c,.a ee..w xo.-rov.w wewoE. ,�„n� v.nvmn
,,,s,m se•s�.s vm.a000svo,mw.vs i .sw xe v+ r..n x�+axm o.wosn na�°cew vwvms:
„xm,e u.awr w,m.-c ouw x aw nv' awn xcrz.•avrz ou exw �'nv raw°E vxmxn
,oars �wraa.vv.� . ius sew eern xn.ror.+v o.woe. ��=& mwmn
WAM w SNOrsHos•N aI—E
m�oocs uos x.vs•acu:•sE o•Tc,s,s•e•caoxocx,
acomuswv•ssoon•sn M, SToouRw•xcxouse
The library can order as many copies of a title as needed,whether that be a single copy or multiple
copies. We do not ship partial orders of titles. When a title is ordered,all copies of that title will be
shipped. The only exception to this would be if the library placed subsequent order of the title on a
separate purchase order number.
An additional,valuable report for the library is the Cancellation Report tool on our website,allows the
user to choose the method of sorting and results return that best fits their needs.
18
Vendor Services Agreement—Exhibit A Page 28 of 60
MIDUTAK
ILMRIANSONMEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Cancellation Report
Include products cancelled In the last 60 � days
sort by l Urt s'I theme v
Q Group products by branch
Return the results in'PI pF,v format
Get Report Cancel
Orders remain active until the order is fulfilled. The library's specific cancellation policy can be
implemented for a timeframe(following street release)of 60 days,90 days,120 days or longer,for
audiovisual material, Our Customer Support staff can initiate a cancellation plan based on the needs of
the library at any time.
Sample Cancellation Report below and within our response as Exhibit 8:
MIDW 1�'E ao Box 840 CANCELLATION NOTICE
Hollantl.Ohio 60528 Cwamsr L+ersrtr la�vu
PHONE:800-876-2785 wexri
ORSOURCE FAX:80o-875-2785 wa a:nvyor:+s w+scu*
o.ro a.yr wi vzozl-ozr+�rsau
CANCELLATION NOTICE Page Iol I
++o%}=a CWYt%, NW +Aae mu�pnv
+N3p0Y +NGYw-Obrt HAYEYMIY FFEIffi CCHPIE'E No0 +q% BWarW SC+.POB%' HnnauaY NK6^.0'."
SEaiES
!000.325 JWN£VAON SFAO�Ta0L1lE 0.00 T/0 3SS-M:W: Ha�rn6e4 �2^}il.+r
pGr_luE JO.WN .M� _
Grant twJ. A HAyI
These are just a few of the most popular reporting functions of our website. We also provide to our
libraries Customized Reporting tools. The Custom Order Reports tab on our website
(www,midwesttape.com)provides library staff members an opportunity to perform several functions
such as order searching,cancellation notifications,customized standing order plans and custom
order/budgeting reports at their convenience.
These reports are available at any time from the website and are easily sorted in a number of ways to
best suit the library's need. However,our staff can provide any type of report or status of an order/title
at any time. We have staff available Monday-Friday;8:30 a.m.to 6:00 p.m.EST to assist and all can be
contacted through our central phone line at 800-875-2785.
19
Vendor Services Agreement—Exhibit A Page 29 of 60
MIDUTAPE
ILIBRARIANSON MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Delivery Services
Midwest Tape can provide the type of delivery of product according to the requirements noted in the
RFP.Midwest Tape will not combine purchase orders within an invoice. All purchase orders will be kept
separate.
If multiple box shipments are being provided to Fort Worth Public Library,each box is marked
appropriately so as to alert the receiving department of how many boxes to expect within a shipment,
(i.e.1 of 3,2 of 3,and 3 of 3).Purchase order numbers,account numbers and order numbers can be
identified on the shipping carton and written on the exterior of the first shipping carton.
Our system is designed to match the shipping carton size appropriately to the number of units contained
within so as to minimize any extra space that might be cause for damage to product. Recycled material
is used to ensure the product does not shift during the shipping process.
Midwest Tape inserts packing slips into the first carton of the shipment. The packing list contains the
library information,titles,quantities,stock number,OCLC number,branches(where applicable),UPC
number,delivery number and purchase order number. All cartons that contain an invoice and packing
slip are clearly marked"INVOICE ENCLOSED".
Invoicing Services
With every shipment,Midwest Tape provides an invoice that corresponds to the materials enclosed.
The shipping carton,containing this document,is clearly identified.
Invoices are provided to the library in a number of methods so as to satisfy the needs of Fort Worth
Public Library:
• An original invoice can be provided in the shipping carton with the box clearly identified noting
the document enclosed. Additional copies of this invoice can be provided at the time of
shipment if required by the library.
• EDI-Electronic invoicing services are available for our Polaris its customers,if desired.
• Invoices can also be emailed at the time the product is invoiced at Midwest Tape. This invoice is
provided just prior to the items being manifested through our UPS system. This allows the
library early notification of the shipment to prepare library staff.
• Invoices can also be accessed on our website should the need arise to reprint a copy of an
invoice.
The information contained on the invoice will include billing address,shipping address,account number,
invoice date,purchase order number,invoice number,ILS line item numbers,OCLC number,stock
number,quantity,format,retail price,discount price,extension price,free freight notation and total.
The titles are listed by format in alphabetical order and the library's purchase order number and line
item number is clearly identified next to the title.
20
Vendor Services Agreement—Exhibit A Page 30 of 60
MIDW T TAPE
LIBRARIANS MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Midwest Tape will not combine purchase orders within an invoice. All purchase orders will be kept
separate.
Sample invoicing for our processing services is provided on the invoice but as a separate line of
information will appear as such:(Please also see Exhibit 9).
Miuw rr►a�E PHONE. 7.00752785 Invoice dm.: 9a969116
INVOICE
Iavo!ce Dace: DA/111201,
FAX: 1i00-AN-B615 CVatdae r: 3000015a�6
1.0
lYdA SOUFQi Teams. 3o Oayx de[ Dellvrery: 9zs2363,
P.0,e9s xva•x011AMtl.ON 9ssn FEDEMLIDA: 3T-1/996Bfi CV. er F'0: SLUMDAYMARCH32917
Ship t'Sa: Dn--ted Pa-1 Service IUPSI
Page: _ OF 1
8131 To: Ship To: Remic To:
9VRT NORTH PUBLIC LIBRARY F RT WORW PUBLIC LIBRARY Ridveat Tape
ACQUlSITIONS OE-. ACQUISITION$VEPT. P.O. BOX 020
500 N 3RO STREET 500 N 3.STREET Rolland, ON J3536
FORT NORTH, T'X 76102 FORT NORTH.TX 16102
VSA USA
OtY 09N Porpac Deacrlptl®
De11vP txA A ocLCA seer It 1 R0.11 P.i.. 0xt.—I.
10 8A BLU R8CH8S LIPR OP P6TB,1'RR Nidase;Nan 2D at
1/675203 99999999 S1319 16.39 26.99 369.90
1 ?a 61U TROLLS Nldarcieve PARTS-tTION 2D
11,532a0 99999999 8,320 2:99 279.90
2u EA vreduet euD-ta eRl. 56940
vroeeodR9 cRRXgu
20 HLCSINPAQOFLAY 9-bI u FS—SAID ].Ia 46.00
DVD$IARROCPIAT DVil SIN rLB PROCESSING 2.30 46.00
ProcesalNp earvicR sub-total: 92.00
PINNae pay this auepmt In URD: 661:90
Invoice sample with Street Release information:
MIDWT�APE PHONE: 600-F701796 Iavptce ll<: 50,533c,0
IHr IxvolcR Isioiee Date: ez/o2/:o:z
rAl: 19P9-Ju6RJs tveepNt:, ?D99ouJ,6
SPUR;A9$ Jrdl30UA@; TeYu.-3C Dava ROC I411ti'ary 85905559
x0.Wx9A•xIXtxxe.0x aNN FEDERAL 0r; 77-1 a9%r6 C4atcmrr PO: F.kd rd12 le
bntP v1a uniten Pa i sa^�l:e iU%i
Fa9e: t OP ire
BJ11 Tc. Snip To: paym
FORS 1C1R,1 FUDLIC L3RPA9Y ACQU 3gATN 1x3BLIC LIBRAYT Bo.9e'vcar BaN::ReyrRarJ[
Soo bITIQJ6 DDPT. ACYRII6In S DET Bxne0lctary Bi.t RcvC1A8 NumheY:
500 R 3RD 6TAHRl' S00 N]9D 6TOE8T B."'I u33
FORT IPJRIR,TX Isla] USSAT x0][IR,21[7etot Lene'ictary Accrounc Fame:gtOveac Tape
V6A V9A LLC
6...t—. - ......6
OtT Ox63 p9rnat baprlptl9p
OCI,C9 RYr 3tuA Retail Pa1cN B:[Nvatvv
_3 SA RW a OMAAD Nteaaaraaa tD
•••D<Net DiRpeay Abov9 It am Lxet1:Zz;ce;?92a
1J6?369P 99999999 231946
i3 SA PxoWtcE Bub-total: 699.T7
PINaP PaY Chia a93mt lm 08D, P99.1
Please also refer to Exhibit 10.
21
Vendor Services Agreement—Exhibit A Page 31 of 60
MINDHAPE
UINKANSItEMEDIA 50URCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Sample Packing slip
�[: 1
1mI,IIDT�A pE, PHONE: i•d09.875-2785 Packing Slip �9e�'°' 2000015476
I fEl7ErL ship To: 3000011892
16#0-d/1fi616 Delivery: 88905556
L®RAAUNS' MEDU SINIACE Dptt: I2/11/2g22
e.g. Dx{aim FEDEMLfD1: 37-f199fifi6 Lvwcamtr M kkdvd1230
Ship Yin: UPS
ryp�[�[gS1IR`PPmert1 FI[[11124573]t[�[3
Page: 1 or 2 II1�IIMIRI�I I Y1111II1III,
Sold To: PORT WORTH PUBLIC LIBRARY ship TO: FOR,WORTH PUBLIC LIBRARY
COMBO PACK ACCOUNT ACQUISITIONS DEPT.
ACQUISITIONS DEFT. 500 W 3RD STREET
500 W 3RD STRRRT FORT WORTH'FX 76102
PORT NORTH TX 76102 USA
USA
Oty U0:5 Persst O�ecrlptAow Stock# OCLC8 ISBNP UPC#
2![R Btu HNCKWT.2D Nldavwxaev
3{62369a 999gP7iq
166gl6Bg1630
COST LN ITHN]3M,
]J 3x
Please also see Exhibit 11.
Returns
Every audiovisual product we sell is guaranteed for one year against manufacturer's defect or shipping
damage. If the library notifies Customer Service Representatives within 60 days of invoice of a problem,
a pre-paid UPS call tag is provided for the return of the product.
The library will be provided this return label by email along with a Return Merchandise Authorization
document to help expedite the no-charge replacement of product. If a credit memo is required to
satisfy the situation,a printed credit memo will be provided citing the account number,purchase order
number,title and UPC.(Sample Credit memo included in response as Exhibit 12)
These issues are tracked to ensure that we are providing a consistent level of excellent customer service
to the library. Account Executives will meet with the library three to four times per year to review these
types of service issues in person with management as well as the department leads. The information we
learn from these experiences helps us to continually improve our service.To facilitate this process,our
Customer Service Representatives are ready to assist and can be contacted at 800-875-2785.
Customer Support
The following Midwest Tape staff members are assigned to Fort Worth Public Library:
Jeff Clark,Account Executive
email:IclarkC�m idwesttaoe.com
22
Vendor Services Agreement—Exhibit A Page 32 of 60
MINDUAPE
LIBRARIANS ON MENA SOURCE]
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
800-875-2785 office
419-346-1599 cellular
Jeff has been with Midwest Tape for 7 years but in the Library industry for over 30 years.He has quickly
become a valuable asset to the Sales Support Group focusing his attention in the Texas Library market.
He can be contacted for any questions pertaining to our audiovisual product line,added-value services,
or any contractual information that may be required. Jeff will also provide on-site visits for training and
industry news updates.
Our Customer Service Department is staffed with personnel that are cross-trained in several areas of our
company to provide the library with product information,problem resolution and prompt attention to
any of the library's needs with one phone call.
Myanna Evans-Allmon,Processing Coordinator
email: MEvans-AllmonC@midwesttaoe.com
800-875-2785
1 year of service to Midwest Tape
Myanna will provide the Processing and Cataloging support to the Fort Worth Public Library. She will be
the central point-of-contact for the set-up and ongoing support for our processing and cataloging
services as well as product returns. She will provide feedback and issue resolution to any problems
within one business day.If the issue cannot be resolved in that timeframe,Myanna will keep your library
staff continually updated until the issue is resolved to the library s full satisfaction.
Myanna will oversee a team of 5—7 processors that will directly work on the materials ordered by your
library.Myanna will work with this group's Processing Lead to communicate any changes and/or
concerns brought to us by your library team.
Vendor Qualifications
Midwest Tape has been working with public libraries since 1989,listening to librarians to create an array
of audiovisual products and services to fulfill the specific needs our library customers.It begins with our
vast catalog of quality media products-DVDs,Btu-Ray DVDs,music CDs,and audio books. Midwest
Tape delivers the expertise to help libraries by providing a better customer experience,becoming a
more valuable destination of learning,education activity,ideas,enrichment,and enjoyment for their
communities.
Our Customer Service is unmatched in the industry.When you call our Customer Service Department,
you are connected to a`live'representative.Our representative's responsiveness,flexibility and
attention to detail mean you'll receive professional,friendly,quick and accurate problem solving every
time.We won't settle for anything less than doing whatever it takes to meet your expectations. If you
have an issue,it will be resolved in a timely manner.Each solution or program is tailored to fit your
exact needs.
23
Vendor Services Agreement—Exhibit A Page 33 of 60
MIDUTAPE
LIBRARIANS 9MA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Our staff of media experts keeps you up to date on the latest and most-demanded titles,as well as
under-the-radar items you won't want to miss.Peruse our monthly buyer's guides and weekly
newsletters,browse collections on our website,and stay connected with our blog and social media
accounts.Midwest Tape collection development experts rely on their own comprehensive media
knowledge and sound judgment to gauge not only the quality,but also the potential popularity of a title.
Our DVD selection personnel also rely upon the following respected media sources to aid in the
decision-making process: Rotten Tomatoes;Metacritic.com;Film Critic.com;Video Librarian and more.
Our Data Entry staff members continually monitor studios/publisher websites for upcoming releases
and/or rereleases of popular materials. They also use their industry knowledge to follow trends,
monitor award winners,predicted sales trends,popularity of a genre,artists,authors and more.
Utilizing these sources our 19 member Data Entry staff(including an MLS Librarian with specialization in
audiovisual materials)create what are called Level K records directly into World Cat(when no current
record exists).OCLC then completes the final enhancement of the record including the assignment of a
unique OCLC number to each title. We have developed an exclusive website linking our Data Entry Staff
directly to the staff of OCLC. This specialized website allows pertinent title information,including
scanned artwork images(front,spine and back)to be quickly and easily to complete the necessary
enhancements.
Our user-friendly,industry-leading website(www.midwesttape.com was built from the ground up to be
informative and useful to media selectors.In addition,our Opening Day Collections and Customized
Standing Order plans make building your collections easy.We listen to what libraries want and need,
and create new programs to serve them.
The average error rate for shipping,physical processing,MARC Records and item records is less than
0.5%at Midwest Tape.With our responsive Customer Service Staff and ongoing communication with
your library-assigned Coordinator,Myanna Evans-Allmon,any concerns will be dealt with promptly and
to the satisfaction of the Library,
All materials within Midwest Tape transitions from receiving to shipping and is checked in several areas
for product and quantity accuracy. Within the receiving area,the product is checked for any damage
which may have occurred during the shipping process from the studios,as well as,it is checked for
appropriate number of units. Following this step,the product moves into our inventory area where it
awaits its release for a Customer's order. As the system releases an item,it proceeds through a
checking system which confirms its accuracy against the invoice. For materials receiving physical
processing services,further quality control occurs in our Processing area. As the product is released into
this important service area,it is scanned into a system which once again provides the staff with accurate
quantities and product so that our digital processing service can be completed. One final quality control
measure occurs in our shipping center where discrepancies(if any)are promptly rectified.
24
Vendor Services Agreement—Exhibit A Page 34 of 60
MINDHAPE
ILIBRARIANSOM MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
If the library discovers that an item has been improperly shipped,processed or cataloged,we request
that the library notify your library-assigned Processing/Cataloging Coordinator,Myanna Evans-Allmon,
who will work with the library to provide either a credit or to provide no charge replacements,
whichever is the most desirable by the library. We truly want to ensure the library is fully satisfied with
how issues are resolved and to resolve them quickly.
Vendor References
Midwest Tape has provided references in the RFP's Appendix 2 that are current Midwest Tape
customers who utilize the Polaris ILS(integration services provided)and have a budget of approximately
the same size as Fort Worth for DVD and Blu-Ray formats.
Should the library need more references,we'd be happy to provide them at any time. We work with
over 600 Polaris ILS Libraries,322 of whom utilize our integration services.
Additional Services
Binge Boxes are a unique collection of movie titles around a particular theme. A perfect way for patrons
to check out multiple titles with just one circulation.These collections are processed within a single case
that holds up to 6 discs for today's'binge watching'culture. We've developed a collection of these
Binge Boxes for both Adult and Children's collections and feature more than 32 on our website,
including Disney Collections.
Some other themed collections are Fright Night: Stephen King;DC Superheroes;Imaginative 80's and
more. Your collection development staff can Browse this collection right from our website.These
collections can then be processed,just like their other audiovisual materials.
Free promotional library assets are available for downloading/printing through the
www.resources.midwesttape.com link to help promote these valuable collections. These assets include
posters,table tent cards,shelf-talkers,bookmarks and social media support. All provided free of charge.
As the industry evolves,so too has Midwest Tape in what we offer our libraries to better serve their
patrons.
Disney content—Midwest Tape has a direct studio relationship with Disney and its many affiliated
studios). Our partnership with the Disney Studios has been ongoing for nearly 20 years.We feature
Disney Collection support via our website or standing orders.
Newly designed collections of Binge Boxes also feature Disney title collections for today's Binge-
watching families.
The Great Courses-are an interactive DVD series designed for the lifelong learner.Taught by professors
from some of the most respected institutions in the world,these courses cover a wide range of topics,
including When Everything Fails:Surviving a Disaster,America's Long Struggle Against Slavery,and The
Art of Debate.With changes in lifestyle brought on by the COVID-19 pandemic this year,many people
25
Vendor Services Agreement—Exhibit A Page 35 of 60
MIDWDTTAPI
ILIBRARIANSON MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
are seeking out self-improvement,self-help and other educational content,and The Great Courses are
the perfect place to start!Partners of The Great Courses include companies and institutions such as
National Geographic,the Mayo Clinic,and the Smithsonian,and,during the past 25 years,more than 19
million courses have been taken by individuals all over the world.
Your staff can easily find all of these collections by using our SmartBrowse website technology and
search'The Great Courses'as well as be provided in our customized standing order carts at no
additional cost.
As with other special collections,free marketing assets are available on our website's Resources Page.
Physical processing services of these titles is now available bringing together the video and Course
Guidebooks:
1 '
GA4&°d' �neoxi OrSf
sturdy clear polypropylene case
with full clear overlay
T x 9.43-tall x 12-spine
P3 ptastic internal rings
�.... Thickness!32mm
Should the library be interested in receiving a processing quote,our team can provide a no-obligation
quote at anytime.
Past Performance&Commitment to Excellence
We are very proud to say that we have worked and built our partnership with the Fort Worth Public
Library since November 2,1995.
Midwest Tape would value the opportunity to continue to provide your library with DVDs and Blu-Rays
for another contract term. With all required service being provided at present time,the transition time
from one contract to another will be seamless.
Our discounts are competitive,but it is our value-added services and programs that create
unprecedented value for our customers.We would be pleased to provide this value to your Library.
We look forward to an opportunity to fully explain any areas of our response,our audiovisual offering
and our value-added services in depth to the library or evaluation committee.
The following team stands ready to provide you support in any aspect of our response:
Jeff Clark,Account Executive—jciark@midwesttape.com;800-975-2785 main office;419-346-1599
cellular
26
Vendor Services Agreement—Exhibit A Page 36 of 60
MIDUTAPE
ILIBURIANS#M MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Janet Timm,Bid Specialist and Assistant to Mr.Clark—jtimm@midwesttape.com;800-875-2785 main
office
Myanna Evans-Allmon,Processing Coordinatorto Fort Worth Public Library—MEvans-
Allmon midwesttape.com;800-875-2785 main office.
27
Vendor Services Agreement—Exhibit A Page 37 of 60
APPENDIX 2-QUALIFICATION QUESTIONNAIRE
The information provided on this questionnaire and in the bid proposal will be used to evaluate your bid.
Please answer each question thoroughly. Answers provided on a separate sheet shall be numbered
according to the question.
1.0 VENDOR BACKGROUND
Number of years in the wholesale DVD business 33
Number of years the company has been providing processing services
21
For a contract this size, how many staff would be assigned to process materials?
12 Full-Time employees-this includes account management,day-to-day customer support,value-added service support staff
ana members to pnysicaiiy process tne pro uc s.
2.0 STREET-RELEASE-DATE PROGRAM
Do you offer a street-release-date program?(Check one)
YES
NO
If you checked "YES," what is the timeframe by which titles need to be ordered to ensure
that the items are received on or by street date? We encourage our libraries to order at least 30 days
in advance of street release.
What is your average turn-around-time for processing for street date sensitive titles?
14 DAYS (Prior to release date.)
3.0 DELIVERY SERVICES
Number of DVD distributors supplied 900
Number of Spanish(domestic&foreign)DVD distributers supplied 175
Cinedigm,Cinema Libre Studio,Film Ideas,Fonolibro,Multi-Cultural,Kino Video,IndiePix Films,Dino Lingo,Naxos and many more.
4.0 PHYSICAL PROCESSING
What is your average number of days it takes to re-case an item?
Please note that Midwest Tape receives street-dated materials at minimum 2 weeks prior to
2-5 DAYS release to ensure our libraries receive these time-sensative material in advance of street
release with the notification on the invoice as to when they would be permitted to shelve the
product.(*for recasing services only.)Advanced processing services(with label and RFID services)can
take 5-14 days to complete and delivered up to two weeks in advance of street release.
What is the average number of days for an item to be cataloged according to
the specifications?
2-3 DAYS
5.0 ONLINE SERVICES
Name of Vendor's database: www.midwesttape.com
28
Vendor Services Agreement—Exhibit A Page 38 of 60
Number of simultaneous users allowed:Unlimited
Number of unique user logins allowed: Unlimited
Trial access to database: No charge
Web address:www.midwesttape.com
Login March&April: mwtguest2022
Password March=WtpwZicn;April=nlXeFyzw
Expiration date for trial access May 30,2022
6.0 ACCESS TO DATABASE
Is your database able to provide access to real-time,in-stock information?
YES V NO
Please provide the link to the Firm's online database of holdings.
7.0 FREE SERVICES
Describe what free services would be offered as part of this agreement to help develop an
Opening Day Collection or to help refurbish an existing collection.
Please review Midwest Tape's Response Document, pages 15& 16.
8.0 ORDERING SERVICES
List the ways in which materials can be ordered from you. By phone(800-875-2785);fax(800-444-6645)
Y Y webslte(www.midwesttape.com),mail:P.O.
Box 820,Holland,Ohio 43528)
Does your company currently support Polaris? Does your company support EDI ordering and
invoicing with Polaris? Fully compatible with Polaris ILS for EDI ordering and invoicing support-provided at no
additional cost to the Library.
9.0 REPORTING SERVICES
Provide a sample order status report and list of status codes. Please review Midwest Tape's Response,page 18&Exhibit 7.
Please review Midwest Tape's Response page 19
Provide a sample cancellation report and list of cancellation codes. for sample report&Exhibit 9.
Reasons for cancellation: cancelled title,
never released,out of print,not available
10.0 INVOICING SERVICES &customer requested cancellation-these
are appropriately listed on the cancellation
report.
Provide a sample invoice for materials and provide a sample processing invoice. �edam6�e���o�dwwtlpm sng ndcbl.gi,g
services_Please also re rm Exhlbl69&10_
Provide a sample packing slip. Please see Exhibit 11.
Provide a sample packing slip and/or invoice that indicates a street-release-date. Please review Midwest Tapes Exhibit 10.
11.0 RETURNS
Provide a copy of your returns policy. Please see Midwest Tape response page 22.
29
Vendor Services Agreement—Exhibit A Page 39 of 60
Please see Midwest Tape Response
Provide a sample credit memo and copy of your credit memo policy. page 22 for our Returns Policy and
12.0 CUSTOMER SUPPORT Exhibit 12 for a sample Credit Memo.
Primary Internal Customer Service Representative
NAME:Myanna Evans-Allmon
TOLL FREE NUMBER:e00-e75-2785
EMAIL ADDRESS:MEvans-Allmon@midwesttapes.com
External or Field Sales
Representative
NAME:Jeffclark
TOLL FREE NUMBER:800-875-2785
EMAIL ADDRESS:iclark@midwesttapes.com
Processing Contact
NAME:Myanna Evans-Allmon TOLL FREE NUMBER:e00-e75-27e5
EMAIL ADDRESS:MEvans-Allmon@midwesttapes.com
13.0 REFERENCES
List at least 3 multi-library public library systems with a DVD and/or AV budget in
excess of
$250,000 that you have served by providing materials as well as online selection
services,cataloging and processing services in the last 3 years.
LIBRARY NAME Dallas Public Library
LIBRARYADDRESS 1515 Young Street
Dallas TX 75201
CONTACT PERSON Andrew Wright
TITLE Administrator-Technical Services
PHONE NUMBER 214-671-9269
EMAIL andrew.wri ht1 @dallascitylhall.com
LIBRARY NAME Phoenix Public Library
LIBRARYADDRESS 1221 North Central Avenue
Phoenix.AZ 85004
CONTACT PERSON Hana Ka is
TITLE Technical Services Manager
PHONE NUMBER 602-495-5403
EMAIL hana.kapicAphoenix.gov
LIBRARY NAME
LIBRARY ADDRESS 2450 North Merodman Street
CONTACT PERSON Deb Lambert
TITLE Director Of Collection Development
PHONE NUMBER 317 275-4721
EMAIL dIambert(@_indypI.orq
30
Vendor Services Agreement—Exhibit A Page 40 of 60
List 2 public libraries for which you have provided a street release date
programfor DVDs and Blu-rays.
LIBRARY NAME Miami-Dade Public Libra System
LIBRARY ADDRESS 1011 W. Hagler Street
Kamm, FL 33130
CONTACT PERSON Laura M01 ay
TITLE Library Operations Manager
PHONE NUMBER 305-375-5179
EMAIL mllla I and Is.or
LIBRARY NAME Tampa-H illsborou h CountV Public Library
LIBRARY ADDRESS 3804 South Manhattan Avenue
Tama FL 33611
CONTACT PERSON Renelda Sells
TITLE Manager of Library Collections
PHONE NUMBER 813-204-2677
EMAIL Sells R Hillsborou hCount .or
14.0 The Firm's process on cataloging records.
An explanation of our cataloging services has been outlined in our response document,pages 11&12.
15.0 The Firm's current Cataloging and Processing Services and capabilities.
An explanation of our cataloging and processing services have been outlined in our response document,pages 11&13.
16.0 State the required days to catalog and process materials as well as the total turn-
around-time from receipt of the purchase order through shipping. 2-5 business days for processing and cataloging services from
product receiving and no more than 7 days to get to shipping.
17.0 ADDITIONAL SERVICES
Describe any other library appropriate services the Vendor is offering as part of
this bid that would interest the Library or that would further enhance proficiency
of the Library's services. Be sure to include the cost of these services in the RFP
response.
Please review Midwest Tape response pages 25-27.
31
Vendor Services Agreement—Exhibit A Page 41 of 60
FORTWORTH.
ADDENDUM TO REQUEST FOR PROPOSAL 22-0066
DVDs,BLU-RAY,AND RELATED SERVICES
PURCHASING DIVISION
ADDENDUM NO,1 DATE ISSUED:February 21,2022
Request for Proposal(RFP):22-0066
BID OPENING DATE: March 3,2022(Unchanged)
RFP No.22-0066,issued February 9,2022,is hereby amended as follows:
1. References to Appendix 3 have been corrected to reflect Appendix 2,and is herby incorporated in
"RFP 22-0066 Final Bid Document V2",
2. Questions and Answers document is hereby incorporated,in full text,page 2.
All other terms and conditions remain unchanged.
f/eaelz,-0a6s,
Heather Oakes
BUYER
----- ------------------------------- ---------------------------
By the signature affixed below,Addendum No. 1 is hereby incorporated into and made part of the above
referenced RFP.
COMPANY NAME:Midwest Tape, LLC
SIGNATURE: Sue Bascuk, Vice President
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.
RFP 22-0066 DVDs,Blu-Ray,and Related Services
Addendum No.1,Page 1 of 4
32
Vendor Services Agreement—Exhibit A Page 42 of 60
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing business with local governmental entity
This questionnaire reflects;lunges tirade to the"by N.B.27.stir Leg-Hpgl 0 Session OFFICE USE ONLY
TNs ooasty nnanc is acre)Uked in ac=ow"with Chalxw t;(i.E obi Grrrommont Gxae.by a ygnaw wlN
has a D siness rafa§ersfrgt as detin3d ty Seeoct I P&DOri r-at rr it a Ys�guvetrvramal argny"lfW
er vend rrtrggrs regitirem"UM-*x Section t?r omfat
By law fr s quesn,nnava tnt st t,a Wd wr.me iecoads admreSealor of the to="erivnental asfy W.ia•ai
Bran fhe 71h business day altef Ow dole Vie vond w t>econes awste it fact tQt require fhe statement to be
Mod Sec Section I?e ow a t i f oral Gmsmtm,+A Code
A vgrikr commits an*Banta it the iigmior rr4r i viotatFs Seci rr t 7;r. ,Local Czxorrmsrt CL de Ar,
oflorm fader the soction e a nukwm r
1 Name of vendor who has a business relationship with local governmental entity
Midwest Tape, LLC
2 ❑ Chock this boa It you are filing an update loss prov foully ftYed queatlonnatre.it tie aw requires titat you ide an updated
cornptared critastionrasa win ma a.-Vopreate fling authority nor iaW man rna 7th business day after tho data on which
you becamo awaie tnal We_f.glrattn taloo q,Hmlicurnano was Incomploto w.inaccurate.)
3 Name of local government officer about whom the Information is being disclosed.
NIA
— %.ama or off,& _..�
-jj Describe each employ"nt or other bushwas relationship with the local govemmeint officer,or a family member of The
otter.as described by Section 176.003(al(2i(A).Also describe any family relationship with the loaei government officer.
Complato subparts A and B for each omploymenl or business relationship described.Alfach additkinal pages to thds Form
CIO as necessary
A. Is the local government vf6cor of a family momWr of too officot recowLN of le"to rocarvo taxable mvomr,
other than Lwastmom iniconta.from P9 vaMor?
F7 Yes F7 No
B. Is the veto&retaking of lkoiy to racerva Luable incoma,othof loan invesunont Income.from o W the daerbon
of the focal gwemmorit officer or a family member of the effrcer AND the taxable income is not reeevad hem the
local gwotnmonfal ontg7
vo, Ll No
Ji O"cribe each employment or business relationship writ the vendor named in Section I matmains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director,or holds an
ownership inleroat of one percent or more.
N/A
c
❑ ,:rock ins box,f the has gven Lie localg:,voinmoni offer of a family member of me oil<.&one op moio gifts
as describod in Section 176,0401a)(2i(Hf.oxcit,ding gifts described in Sector 176.D00ia-n.
t
r � Sue Bascuk,Vice President 2-22-2022
rrdoing IxArwsK w, a{tarerra-en 57-;
Form Paidwty Texas Lob's cnrr^rswe W&Mefr:cs stale tx.us aevsed t t,20?t
RFP No.22-0066 DVDS,Blu-Rays and Related Services
Page 23 of 36
33
Vendor Services Agreement—Exhibit A Page 43 of 60
DOCUMENTATION CHECKLIST
"Proposer shall complete the below to aid in responsiveness*
Refer to Section 33.0 for more information on the below required documents.
Required Documents Document Attached? Page Number(s)of Bid
Yes/No Response
*Answering No to the *Bidder will need to numbe
below may result in the bid each page of their
being deemed non- proposal.*
responsive*
A completed and signed original Request for
Proposals(RFP)Cover Sheet. Yes 1
Proposer's ability to meet the requirements
listed in Section 16.1. Yes 2-31
A completed Qualification Questionnaire, Yes 28-31
Appendix 2.
Samples of digitized processing services for
the wrap around artwork to include call number Yes Pages 35-40(Exhibits 1 -6)
and codabar barcode.
Any and all exceptions to the RFP must be No exceptions are taken.
listed on an item-by-item basis and cross-
referenced.If there are no exceptions,the Firm
must expressly state that no exceptions are
taken.
Any addendums sent out after the release of Yes,Addendum 91(3-21-2022) 32
the bid,if applicable.
Conflict of Interest Questionnaire-Attachment Yes 33
A
Proposed Cost Schedule Summary—Exhibit B. Separate Sealed Envelope
All pricing shall be submitted in a separate seal Yes labeled"Pricing"
envelope labeled"Pricing"with your proposal.
A completed Document Checklist to aid in
responsiveness. Yes 34
Scanned Copy of all required documents.
Please note,only the items on the USB will be
evaluated,therefore,all documents must be Yes
uploaded to the USB.
34
Vendor Services Agreement—Exhibit A Page 44 of 60
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Exhibit 5
IIIIIIIIIIIIIIIIIIIIIIIIIIII!IIIIIIIIVIIIIIIIIILillll C
39999058280163
- r
tY
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CHILDREN
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CHILDREN'5
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Exhibit 6
HIM 1[ l'III11IA
Animated Adventures
Anastasia
Prin Cass A—ipia hag been missing guar shoe Rgspatin warted the
Russian revolution.Now she's living an lha streets.and Vladimlr rs frying
to convince he,,o clalm a reward-G 96 min-(1A9]]
Salto I]Wolf Quest
A true American hero returns 10 lead a Iu n-filled quest Ier adY to in
Ihts only f-lure-leown sequel..loin the—ragged-canine as no and
his daughter Neu eminrk o a thntltng fcumay of advent Ure and aetf
tl--ryl G 75 mtn.12001i
The iron Giant
A giant robot from o te,space lands en Earth and Mgb ons a small town.
Th9 rObat b9ldand5 h ybung bby and w1r15 it9 ft—ndq by saai n9 the
tbwnspmople inorn thalr own fears and pr9lddices PG 90 min.(1999)
Osmosis.Irons � ,
Frank is a slob who doesn't take care o1 his body.He has a InP-rate
whlts-blood-call force Ih al keeps him healthy.bui Frank has caught a
esly Yirus.Now lI n,up to B rogue white blood calf no a cold tablet Ig F
defeat the virus and keep h1m safe.PG 95 in.(20Wt]
The Swan PrlAness
A princess flees her kingdom after her peyothed pays too much attention
w her beauty.A YAxard tuma her Into a SWAn Ihal Can only be transiormad
by mconilgrll G 89 mIn.(16941
CHILDREN
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CHILDREN'5
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DISCS
Vendor Services Agreement-Exhibit A Page 47 of 60
Exhibit 7
MIDW t tAPE P.O.BoxOhi 43 OPEN ORDERS REPORT
Holland,Ohio 43528 Accoant.2000011886 gszosL)-eLV-RAY New
PHONE:800-875-2785 Dace:02111rz02216.54.51 GMT
LIBRARIANS# MEDIA SOURCE FAX:800-875-2785
OPEN ORDERS REPORT Page,OF 2
14BK535 AMERICAN UNDERDOG 10 27.99 279.90 BIu-ray 2022-PO-3450 02122(2022 200DOI1969 0113V2022
78205E-BLU-
AY NEW
14325101 BIRDONA WRE 4 1746 fi9.96 BIu-ray 2022-PO-BUT ONORDER 200n011896 DlAW2022
(78205E)-BLU-
RRY NEW
10486242 BOYZ N THE HOOD 2 10.49 20.98 DI.-rey 2022-PO.3512 ONORDER 2COD011688 0210712022
(78205E)-BLU-
RAY NEW
11987223 DOC HOLLYWOOD 4 16.79 67.16 BIu-rey 2022-PO.3512 ONORDER 200DOl ISES 0210712022
AKD5E BLU-
Y NE
146%%3 GAMBIT 3 2099. 62.97 Blu-ray 2022-PO-3246 ONORDER 200MIIRS 011ON2022
78205E-BLU-
RAY NEW
13959526 GO-GO'S.THE 3 2099, 62.97 Blu-ray 2022-PO-3299 ON ORDER 200DOI 1688 01f1112022
(73205E)-FLU.
RAYNEW
10685442 GREMLINS 3 13.99 41.97 BIu-ray 2022-PO-3351 ON ORDER 200MI 1989 OU1812022
(73205E)-BLU-
RRY NEW
11869731 HEAT 4 1040 41.95 Blu-ray 2022-PO-3512 ONORDER 2COD01 IRS 02A)712022
(78205E)-BLU-
RAY NEW
14700537 HOUSE OF GUCCI 1U 24.40 244.90 Blu-ray 2022-PO-3450 U2122l2U22 2000U7188S 01/3V2022
78205E-BLU-
AY NEW
14TOU537 HOU5E OF GUCCI 4 24.49 97.95 Blu-ray 2022-PO-3512 022212022 200001188E 02J0712M
(78205E)-BLU-
RAY NEW
12575597 KING'S MAN,THE 13 2449 318.37 BIu-rey 2022-PO.3450 022212022 2COD0119BB OVM2022
(78205E)-BLU-
RAY NEW
1214DY59 MOBILE SUIT GUNDAM IRON-BLOODED ORPHANS 4 48.99 195.95 BIu-ray 2022-PO.3410 ONORDER 2COD011585 OV2412022
SEASON 1 (782AVNDSEW
E)-BLU-
13352199 MOBILE SUIT GUNDAM IRON-BLOODED ORPHANS 3 48.99 146.97 BIu-rey 2022-PO.3450 ONORDER 2COD011BES 01f3V2022
SEASON2 78205EE-BLU-
Y N
11393146 MY OM PRIVATE IDAHO 3 27.99 03.97 BIu-rey 2022-PC.3512 ONORDER 2COD011BES 02f0712022
78205EE BLU-
Y N
14768208 NEWYORKNINJA 4 24.49 97.98 BIu-ray 2022-PO-3410 ON ORDER 200D011 US DV2412022
V05N EE-BLU-
PLEASE NOTE:THIS 1$NOT AN INVOICE.
IF A TITLE DOES NOT HAVE A RELEASE DATE,IT IS A BACKORDER, 41
AND WILL SHIP AS SOON AS IT ARRIVES TO OUR WAREHOUSE.
Vendor Services Agreement—Exhibit A Page 48 of 60
Exhibit 7
MIDW t tAPE P.O.BoxOhi 43 OPEN ORDERS REPORT
Holland,Ohio 43528 Account.2000011688 gszosL)-eLV-RAY New
PHONE:800-875-2785 Dace:0211r20221654.51 GMT
LIBRARIANS# MEDIA SOURCE FAX:800-875-2785
OPEN ORDERS REPORT Page 2of 2
123M4 RECORD OF LODOSS WAR:OVA&CHRONICLES OF THE 4 2449 97.96 Blu-ray 2022-PC-3410 ON ORDER 200DOI 1969 01/2412022
HEROIC KNIGHT COMPLETE SERIES (78205E(-BLLL
RAY NEW
10326596 SHAUN OFTHE DEAD 3 1046 31.47 El.'42022-PC-3351 ON ORDER 2000011356 01/181=
(78205E)-BLU-
RRY NEW
10422527 TOMBSTONE 4 10.49 41.96 Blu-rey 2022-PO.3512 ONORDER 200001166E 0210 712 0 2 2
(78205E)-BLU-
RAV NEW
13482509 TOTAL RECALL 5 10.49 62.94 BIu-rey 2022-PO.3410 ONORDER 200DOl ISES 0112 412 0 2 2
78205E BLU-
AV NE
1452E906 VINLAN❑SA3A COMPLETE COLLECTION 4 62.99 251.95 Blu-ley 2022-PO-3450 ONORDER 2000011EE6 0113112022
79205E-BLU-
RAY NEW
PLEASE NOTE:THIS 1$NOT AN INVOICE.
IF A TITLE DOES NOT HAVE A RELEASE DATE,IT IS A BACKORDER, 44
AND WILL SHIP AS SOON AS IT ARRIVES TO OUR WAREHOUSE.
Vendor Services Agreement—Exhibit A Page 49 of 60
Exhibit 8
MIDW t tAPE P.O.BoxOhi 820 CANCELLATION NOTICE
Holland,Ohio 43528 Customer Rv(all acc
PHONE:800-875-2785 punts)
LIBRARIANS# MEDIA SOURCE FAX:800-875-2785 Date.02n1Y202215,40,15 GMT
Date range.1211312021-02M 112022
CANCELLATION NOTICE Pagel or 1
11097323 OSNY IS74 4 468E 17996 M.-CD 2022-PO-2832 Outat Print 0210412022
14469212 DARK7AR07 2 39.9E 79.W Audiobook CD 2022-PO-2693 Out of Print 1211612021
11436567 HAGANAI.I DON'T HAVE MANY FRIENDS COMPLETE 3 34.9E 104.97 Blu-ray 2021-PC 889 Not Available 0 210 82 0 2 2
SERIES
1OD63205 JIMMY NEUTRON SEA OF TROUBLE E 6.99 55.92 DVD 2022-PO-2830 Nol Available 1 212 320 21
14733563 KICK,THE 4 1124 4490 W.-CD 2022-PO 3306 Outof Print GDNf 022
14626615 MOTOWNANTHOLOGY.THE 4 26.9E 107.96 Music CD 2022-PO-3271 Out of Print 020212022
11657D5 OUTSIDE 4 1124 4496 Music CD 2022-PC2115 Out of Print cm!7 0 2 2
Gmntl fn}al� 29 91871
The above items have been CANCELLED from your account.
43
Vendor Services Agreement—Exhibit A Page 50 of 60
Exhibit 9
"DWTT�de PHONE: 1-800-875-2785 Invoice Nc.Date;
02/11/20
II r L 99602384
INVOICE Invoice Hate: 62/11/202p
FAX: 1.800.444•6645 Customer: 2oa0015476
E0IA56NRLE Terms: 30 Days Net Delivery: 6753094C
P.O.s0%820•HOLLANO,OH 43528 FEDERAL IOit: 37-1499686 Customer P0; kj froZLD110
Ship Via: United Parcel Service (UPS)
Page: 1 OF 1
Bill To: Ship To: Remit To:
FORT WORTH PUBLIC LIBRARY FORT WORTH PUBLIC LIBRARY Midwest Tape
ACQUISITIONS DEPT. ACQUISITIONS DEPT. P.O. SOX 820
500 W 3RD STREET 5DD W 3RD STREET Holland, OH 43528
FORT WORTH, TX 76102 FORT WORTH, TX 76102
USA USA
oty UON Format Description
D.liv—Y Stock # OCLC# Customer Itemp Retail Price Extension
10 EA ELU FROZEN 2 widescreen 2D
— ❑o Not Display Above Item Until: 02/25/2020
12590174 99999999 199446 39.99 29.99 299.90
10 EA Product Sub-total: 299.90
Processing Charges
10 BLUS INPROC PLAT HLU SINGLE PROCESSING 2.30 23.00
10 DV➢SINPROCPLAT DV➢ SINGLE PROCESSING 2.30 23.00
Processing Service Sub-total: 46.00
Please pay this amount in USD: 345.90
44
Vendor Services Agreement—Exhibit A Page 51 of 60
Exhibit 10
MMIDW Ilf��� PHONE: 1-800-875-2785 Invoice No.Dat 02/02/202II L 501633670
INVOICE Invoice Date: 62/02/2022
FAX: 1.800.444•6645 Customer: 20a0CIE476
EOIA56NRLE Terms: 30 nays Net Delivery: 68505558
P.O.BB%820•HOLlAN0,OH 43528 FEDERALIOit: 37-1499686 Customer FO; kkdvd123O
Ship Via: United Parcel Service (UPS)
Page: 1 OF 1
Bill To: Ship To: uom;r nr-it/m... - errs rr,_.
FORT WORTH PUBLIC LIBRARY FORT WORTH PUBLIC LIBRARY BeneEiciary Bank Key Bank
ACQUISITIONS DEPT. ACQUISITIONS DEFT. Beneficiary Bank Routing Numher:
500 W 3RD STREET 500 W 3R➢ STREET 0410C1039
FORT WORTH, TX 76102 FORT WORTH, TX 76102 Beneficiary Account Name: Midwest Tape
USA USA LLC
Beneficiary Account #: 359681423026
Qty Dom Format Description
Delivery Stock # OCLC# Customer Item# Retail Price Extension
23 EA FLU ENCANTO Widescreen 2D
— On Not Display Above item Until: 02/08/2022
14623698 99999999 231944 39.99 29.99 689.77
23 EA Product Sub-total: 689.77
Please pay this amount in USD- 689.77
45
Vendor Services Agreement—Exhibit A Page 52 of 60
Exhibit 11
MIDW TTAPE PHONE: 1-800.875.2785 Packing Slip Ship—
Tor. 2300000000115148
76
FAX: 1-800.444-6645 Delivery: E185OSSSS
LI6RARIANS• MEDIA SOURCE
FEDERALID#: 37-1499686 Date: 2022
kkdvdl
P.0.BOX 820•HOLLAN0,ON 43528 Customer P0: kkdVd1230
Ship Via: UPS
Shipment 2111171
Page: 1 of 1 IIII�IIIIIIIINIYIIIIIIII1111111111111111111111
Sold TO: FORT WORTH PUBLIC LIBRARY Ship To: FORT WORTH PUBLIC LIBRARY
COMBO PACK ACCOUNT ACQUISITIONS DEPT.
ACQUISITIONS DEPT. Soo W 3RD STREET
S00 W 3RD STREET FORT WORTH TX 76102
FORT WORTH TX 76102 USA
USA
Qty UOM Format Description Stock# OCLC# ISBN# UPC#
23 EA BLU ENCANTO 2D Widescreen
14623698 99999999 786936893a30
CUST LN ITM#231944
23 EA
46
Vendor Services Agreement—Exhibit A Page 53 of 60
Exhibit 12
MIDW TTAPE FAX:NE. 1-800-876-2785 1-800-444-6645 � �
LIBRARIANS01ME01A SOURCE
P.O.ROX620•HOLLP10,0H4352 FEUEHALIDtf; 37-1499686
e
DATE: 01/17/2022 CUSTOMER NO 2000008427
CREDIT MEMO# 93674509
REFERENCE INVOICE#; 93550265
BILL TO: SHIP TU:
FORT WORTH PUBLIC LIBRARY FORT WORTH PUBLIC LIBRARY
ACQUISITIONS DEPT. ACQUISITIONS DEPT.
SDD W 3R➢ STREET 500 W 3RD STREET
FORT WORTH TX 76102 FORT WORTH TX 76102
USA USA
ftgm Material nescr' tin inn Qu l lnit Prim. Product Total Prnrmscinn MAR(, Item Tana Total Amount
1 11494876 CHARLIE BROVNIN AND BEA $749 $59.92 $000 $000 $00o $59.92 DSD
FRIENDS
Returning for credit under invoice#93550265
Product Sub-Total 8 EA $59.92 $0.00 $0.00 $0.00 $59.92 USD
Please Deduct $59.92 use
PLEASE REMIT ONE COPY OF CREDIT MEMO MTH PAYMENT
PRINT DATE:01/17/2022 Page 1 / 1
[INFORMATION ONLY
Vendor Services Agreement—Exhibit A Page 54 of 60
EXHIBIT B-1
PRICING INFO
EXHIBIT B
COST SCHEDULE SUMMARY
All pricing shall be submitted in a separate seal envelope labeled"Pricing"with your proposal.Only the
items below will be used to evaluate cost. Proposer shall provide cost for other items requested in the
proposal on a separate document.
Item Services la► Qty Unit of Firm's cost Total Cost
# ll Measurement for good or D=Wc)
service c
1 Digital Video Discs 36,000 Each
$4.69 $168,840.00"
2 Blu-Rays 36,000 Each $5.02 $180,720.00"
3 Cataloging Titles 12,000 Each $1 zo Full MARC/pertlne $14,400.00
4 Processing of non- 60,000 Each $2.70
Combo Packs: Blu-Ray $162,000.00
and DVDs, Onetime
Case—Generic Artwork
5 Processing Combo Packs: 12,000 Each $2.89
Single Blu-Ray and DVDs, $34,680.00
One time Case—Generic
Artwork
6 Editing MARC Records for 12,000 Each
DVDs and Blu-Rays $1zo Full MAapanea $14,400.00
7 Cost of Database Access 1 Each
(including use) $0.00 $0.00
"See Midwest Tape supplemental Pricing document for clarification of noted Total Cost(D)and
other pricing clarifications.
Total Cost: $575,040.00
Discounts
Only a flat discount rate will be accepted
Format Discount-Given in Percent
DVDs 30%
Blu-Rays 25%
DVD/Blu-Ray Combo Pack 25%
Vendor Services Agreement-Exhibit B-1 Page 55 of 60
MIDW TTAPE
LIBRARIANS MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Supplemental Pricing Information
Midwest Tape respectfully requests the following outline be included in review of our Pricing Proposal.
For Line Items#1 our interpretation of the requirement was to provide the cost of a single disc
processing service as confirmed within Addendum#1,page 2—Question 3.
*Line Item#1—**Fully processed Single Disc DVD price.
*Line Item#2—**Fully processed Single Disc Blu-Ray DVD price.
Line Item#3—Pricing based on the outline of Cataloging requirements,our Full Level Records will be
provided. These are charged on a per title basis. Please note that our Vendor Level Records(used to
assist with Electronic Ordering in the Sierra ILS)are FREE.
Line Item#4—Pricing is based on a Single Disc DVD Processing price moving the disc into a One-Time
Case with Generic Artwork—no labeling services.(See below for more information***.)
Line Item#5—pricing is based on Combo Pack(Blu-Ray and DVD combination title)price moving the
discs into individual One-Time Cases with Generic Artwork—no labeling services into appropriate single
disc cases.(See below for more information***.)
Line Item#6—Pricing based on the outline of Cataloging requirements,our Full Level Records can be
provided with Library requested,static edits. These are charged on a per title basis.Please note that our
Vendor Level Records(used to assist with Electronic Ordering in the Sierra ILS are FREE.
Line Item#7—Cost of our website access is free to an unlimited number of users.
**Full processing services include:
Digitally integrated artwork(no limited on the number of labels)—spine label,barcode,library logo,etc.
Vendor-supplied 2 x 3 RFID tag with activation services
Vendor-supplied disc hub label with Library name and matching barcode information
Discs and artwork placed into a DVD One Time Case(Black)
Additional Processing services for titles containing 2 or more discs have additional processing
requirements and are charged additional fees as noted below:
Double Disc DVD:$5.60 Double Disc Blu-Ray: $6.00
Multi-Disc DVD:$6.91 Multi-Disc Blu-Ray:$6.00
DVD BingeBox Full Processing Services: $6.91
1
Vendor Services Agreement-Exhibit B-1 Page 56 of 60
MIDWDTTAPI
LIBRARIANS MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Supplemental Pricing Information
***Processing of Non-Combo Packs include the removal of shrink-wrap and security stickers from the
studio,re-casing the disc and the title's standard artwork into the One Time Case(pricing of case varies
dependent on size and standard DVD or Blu-Ray edition).This service does not provide any labels.
Single Disc DVD: $2.70 Single Disc Blu-Ray: $2.89
Double Disc DVD: $3.37 Double Disc Biu-Ray: $3.61
Multi-Disc DVD: $4.47 Multi-Disc Blu-Ray: $3.38
***Combo Pack Processing services take a title that is released containing both a Blu-Ray Disc and
regular DVD disc. Processing services include the removal of shrink-wrap and security stickers from the
studio,re-casing the disc and the title's standard artwork into the One Time Case(pricing of case varies
dependent on size and standard DVD or Blu-Ray edition).This service does not provide any labels.
Single Disc Blu-Ray processing=$2.89 Single Disc Standard DVD processing=$2.70
Additional Cataloging services—far titles the library already owns,Midwest Tape will provide the service
of Item Tag linking for the cost of$0.25 per tag. This tag will reflect the added copies into the existing
record,normally found within a special 900 field designated by the Library.
We would value any opportunity to fully explain our goods and services pricing during the course of the
RFP evaluation.
Please contact our Bid/RFP Specialist,Janet Timm,for Coordination of questions and/or explanations.
She can be reached at 800-875-2785 or jtimm@midwesttapes.com.
Sincerely,
Sue Bascule- . e President
Midwest Tape,LLC—800-875-2785
sbascuk midwesttapes com
2
Vendor Services Agreement-Exhibit B-1 Page 57 of 60
EXHIBIT B-2
PRICING INFO(SUPPLEMENTAL)
MIDWBTTAPE
LIBRARIANS MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Supplemental Pricing Information
Midwest Tape respectfully requests the following outline be included in review of our Pricing Proposal.
For Line Items#1 our interpretation of the requirement was to provide the cost of a single disc
processing service as confirmed within Addendum#1,page 2—Question 3.
*Line Item#1—**Fully processed Single Disc DVD price.
*Line Item#2—**Fully processed Single Disc Blu-Ray DVD price.
Line Item#3—Pricing based on the outline of Cataloging requirements,our Full Level Records will be
provided. These are charged on a per title basis. Please note that our Vendor Level Records(used to
assist with Electronic Ordering in the Sierra ILS)are FREE.
Line Item#4—Pricing is based on a Single Disc DVD Processing price moving the disc into a One-Time
Case with Generic Artwork—no labeling services.(See below for more information***.)
Line Item#5—pricing is based on Combo Pack(Blu-Ray and DVD combination title)price moving the
discs into individual One-Time Cases with Generic Artwork—no labeling services into appropriate single
disc cases.(See below for more information***.)
Line Item#6—Pricing based on the outline of Cataloging requirements,our Full Level Records can be
provided with Library requested,static edits. These are charged on a per title basis.Please note that our
Vendor Level Records(used to assist with Electronic Ordering in the Sierra ILS are FREE.
Line Item#7—Cost of our website access is free to an unlimited number of users.
**Full processing services include:
Digitally integrated artwork(no limited on the number of labels)—spine label,barcode,library logo,etc.
Vendor-supplied 2 x 3 RFID tag with activation services
Vendor-supplied disc hub label with Library name and matching barcode information
Discs and artwork placed into a DVD One Time Case(Black)
Additional Processing services for titles containing 2 or more discs have additional processing
requirements and are charged additional fees as noted below:
Double Disc DVD:$5.60 Double Disc Blu-Ray: $6.00
Multi-Disc DVD:$6.91 Multi-Disc Blu-Ray:$6.00
DVD BingeBox Full Processing Services: $6.91
1
Vendor Services Agreement-Exhibit B-2 Page 58 of 60
MIDWDTTAPI
LIBRARIANS MEDIA SOURCE
RFP NO 22-0066
DVDs,Blu-Rays and Related Services
Supplemental Pricing Information
***Processing of Non-Combo Packs include the removal of shrink-wrap and security stickers from the
studio,re-casing the disc and the title's standard artwork into the One Time Case(pricing of case varies
dependent on size and standard DVD or Blu-Ray edition).This service does not provide any labels.
Single Disc DVD: $2.70 Single Disc Blu-Ray: $2.89
Double Disc DVD: $3.37 Double Disc Biu-Ray: $3.61
Multi-Disc DVD: $4.47 Multi-Disc Blu-Ray: $3.38
***Combo Pack Processing services take a title that is released containing both a Blu-Ray Disc and
regular DVD disc. Processing services include the removal of shrink-wrap and security stickers from the
studio,re-casing the disc and the title's standard artwork into the One Time Case(pricing of case varies
dependent on size and standard DVD or Blu-Ray edition).This service does not provide any labels.
Single Disc Blu-Ray processing=$2.89 Single Disc Standard DVD processing=$2.70
Additional Cataloging services—far titles the library already owns,Midwest Tape will provide the service
of Item Tag linking for the cost of$0.25 per tag. This tag will reflect the added copies into the existing
record,normally found within a special 900 field designated by the Library.
We would value any opportunity to fully explain our goods and services pricing during the course of the
RFP evaluation.
Please contact our Bid/RFP Specialist,Janet Timm,for Coordination of questions and/or explanations.
She can be reached at 800-875-2785 or jtimm@midwesttapes.com.
Sincerely,
Sue Bascule- . e President
Midwest Tape,LLC—800-875-2785
sbascuk midwesttapes com
2
Vendor Services Agreement-Exhibit B-2 Page 59 of 60
EXHIBIT C
VERIFICATION OF SIGNATURE AUTHORITY
MIDWEST TAPE,LLC
1417 TIMBERWOL)F'DRIVE
HOLLAND,OHIO 43528
7
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 Farm ("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.
I. Name: Sue Bascuk
Position: Vice President
Signature
2. Name:
Position:
Signature
3. Name:
Position:
Signature
Name:
Signature of President/CEO
Other Title:
Date:
Vendor Services Agreement-Exhibit C Page 60 of 60
5/11/22,2:53 PM M&C Review
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA FOk�11
Create New From This MSC
DATE: 5/10/2022 REFERENCE**M&C 22- LOG NAME: 13P22-0066 DVDS, BLU-RAY AND
NO.: 0342 RELATED SERVICES
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT. (ALL) Authorize Execution of a Non-Exclusive Agreements with Baker and Taylor, LLC and
MidWest Tape, LLC for DVD's, Blu-Ray and Related Services in a Combined Amount Up
to $750,000.00 for the First Year and Authorize Four One-Year Renewal Options for the
Same Annual Amount for the Library Department
RECOMMENDATION:
It is recommended that the City Council authorize execution of a non-exclusive agreements with Baker
and Taylor, LLC and MidWest Tape, LLC for DVD's, Blu-Ray and related services in a combined amout up
to $750,000.00 for the first year and authorize four one-year renewal options for the same annual amount
for the Library Department.
DISCUSSION:
The Library Department approached the Purchasing Division to purchase Digital Video Discs (DVDs) and
Blu-rays in English and Spanish formats on an as-needed basis from multiple vendors. These Purchase
Agreements will allow the Library to have DVDs and Blu-rays available for checkout on the same date as
they are released to video stores and to the public, and to stock new branches that will open during the
term of these Agreements. Currently, Fort Worth citizens rely on Library materials as a resource for popular
pre-recorded discs, motion pictures, music videos, cartoons, television series, as well as educational and
entertainment programs for adults and children. In order to procure the service, staff issued a Request for
Proposal (RFP) 22-0066. The RFP consisted of detailed specifications describing provision and quality of a
street release date program; ability to provide a variety of titles in the quantities needed to fulfill orders from
the Fort Worth Library; provision and quality of standing order program(s).
The RFP was advertised in the Fort Worth Star-Telegram on February 9, 2022, February 16, 2022 and
February 23, 2022. The City received two proposals.
An evaluation panel comprised of representatives of the Library and Code
Compliance departments reviewed and scored the submittals using the Best Value criteria which included:
(a) Extent to which the Cataloging and Processing Services meet City's needs, (b) Quality of street release
program, (c) Methodology of on-line services, (d) Ability to provide a variety for both DVD's and Blu-Rays
and (e) Cost of service.
The individual scores were averaged for each of the criteria and the final scores are listed in the following
table:
Proposers Evaluation Criteria
a b c d e Total Score Rank
MidWest Tape, LLC 10 8.5 7.5 8.5 35 69.5 1
Baker and Taylor, LLC 10 9 10.5 7.5 0 37 2
After evaluation, the panel concluded that Baker and Taylor, LLC and MidWest Tape, LLC presented the
best value to the City. Therefore, the panel recommends that Council authorize agreements with Baker and
Taylor, LLC and MidWest Tape, LLC. Non-Exclusive awards are recommended to ensure the Library has
the flexibility to obtain items and services at the lowest cost and availability, as well as vendor
responsiveness. No guarantee was made that a specific amount of products would be purchased.
Funding is budgeted in the Other Contractual Services account and the Library Books and Materials
account of the Library Department's rollup within the General Fund.
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Agreement Terms: Upon City Council's approval, this agreement shall begin upon execution and expire one
year from that date.
Renewal Terms: The Agreement may be renewed for four one-year renewal options for the same annual
amount. The renewals do not require specific City Council approval as long as sufficient funds have been
appropriated.
DVIN-BE: A waiver of the goal for Business Equity subcontracting requirements is approved by the DVIN-
BE, in accordance with the Business Equity Ordinance, because the application of the purchase of good or
services is from sources where subcontracting or supplier opportunities are negligible.
Administrative Change Order: 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.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as previously
appropriated, in the General Fund to support the approval of the above recommendation and award of the
contract. Prior to any expenditure being incurred, the Library department has the responsibility to validate
the availability of funds.
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Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year Chartfield 2
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID I D t Year (Chartfield 2)
Submitted for City Manager's Office by_
Reginald Zeno (8517)
Manya Shorr (7707)
Originating Department Head: Anthony Rousseau (8338)
—g g—P Marilyn Marvin (7708)
Additional Information Contact: Cynthia Garcia (8525)
Heather Oakes (8354)
ATTACHMENTS
1295- Baker and Taylor.pI (CFW Internal)
1295- Midwest Tape LLC.pdf (CFW Internal)
13P22-0066 DVDS BLU RAY AND RELATED SERVICES.docx (CFW Internal)
22-0066 Baker&Taylor SAM 03.29.22.pdf (CFW Internal)
22-0066 FID Table.xlsx (CFW Internal)
22-0066 Midwest Tape SAM 03.29.22.pdf (CFW Internal)
MWBE Waiver.pdf (CFW Internal)
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