HomeMy WebLinkAboutContract 57917 CSC No. 57917
VENDOR SERVICES AGREEMENT
BETWEEN THE CITY OF FORT WORTH AND BAKER& TAYLOR,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 BAKER & TAYLOR, LLC. ("Vendor"), a
Limited Liability Company and acting by and through its duly authorized Director, Stefanie Kremer, 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 B—RFP 22-0066 Baker&Taylor-Pricing Info; and
4. Exhibit C—Verification of Signature Authority Form.
Exhibits A,B,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, 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 and Exhibit B,which includes the product
discounts and fee schedule of Vendor. No guarantee is made that a specific amount of products or services
will be purchased. Total annual payments made under this Agreement by City shall not exceed 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 58
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 AGAINST ANY AND ALL CLAIMS OR LA WSUITS OF ANY KIND
OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR
LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO VENDOR'S BUSINESS AND ANY
RESULTING LOST PROFITS)AND/OR PERSONAL INJURY,INCL UDING DEATH, TO ANYAND
ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE
EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF
VENDOR,ITS OFFICERS,AGENTS,SERVANTS OR EMPLOYEES.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to defend,
settle, or pay, at its own cost and expense, any claim or action against City for infringement of any
patent, copyright, trade mark, trade secret, or similar property right arising from City's use of the
software and/or documentation in accordance with this Agreement, it being understood that this
agreement to defend, settle or pay shall not apply if City modifies or misuses the software and/or
documentation. So long as Vendor bears the cost and expense of payment for claims or actions against
City pursuant to this section,Vendor shall have the right to conduct the defense of any such claim or
action and all negotiations for its settlement or compromise and to settle or compromise any such
claim; however, City shall have the right to fully participate in any and all such settlement,
negotiations, or lawsuit as necessary to protect City's interest, and City agrees to cooperate with
Vendor in doing so. In the event City, for whatever reason, assumes the responsibility for payment
of costs and expenses for any claim or action brought against City for infringement arising under this
Agreement, City shall have the sole right to conduct the defense of any such claim or action and all
negotiations for its settlement or compromise and to settle or compromise any such claim; however,
Vendor shall fully participate and cooperate with City in defense of such claim or action.City agrees
Vendor Services Agreement Page 3 of 58
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.
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(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.
11. COMPLIANCE WITH LAWS, ORDINANCES,RULES AND REGULATIONS.
Vendor agrees that in the performance of its obligations hereunder, it shall comply with all
applicable federal, state and local laws, ordinances,rules and regulations and that any work it produces in
connection with this Agreement will also comply with all applicable federal, state and local laws,
ordinances, rules and regulations. If City notifies Vendor of any violation of such laws, ordinances, rules
or regulations,Vendor shall immediately desist from and correct the violation.
12. NON-DISCRIMINATION COVENANT.
Vendor, for itself, its personal representatives, assigns, subcontractors and successors in interest,
as part of the consideration herein, agrees that in the performance of Vendor's duties and obligations
hereunder,it shall not discriminate in the treatment or employment of any individual or group of individuals
on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF
THIS NON-DISCRIMINATION COVENANT BY VENDOR, ITS PERSONAL
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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 party, its agents, employees, servants or
representatives,(2)delivered by facsimile with electronic confirmation of the transmission,or(3)received
by the other party by United States Mail,registered,return receipt requested,addressed as follows:
To CITY: To VENDOR:
City of Fort Worth BAKER& TAYLOR,LLC
Attn: Jesus Chapa, Assistant City Manager Stefam Kremer,Director,Pricing Services
200 Texas Street 2810 Coliseum Centre Drive, Suite 300
Fort Worth,TX 76102-6314 Charlotte NC 28217
Facsimile: (817) 392-8654 Facsimile: 704-998-3260
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.
18. SEVERABILITY.
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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.
26. IMMIGRATION NATIONALITY ACT.
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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.
30. PROHIBITION ON CONTRACTING WITH COMPANIES THAT BOYCOTT ISRAEL
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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 58
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this
zs day of I°lY ,2022.
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
n CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration of
By:
this contract,including ensuring all performance and
Manya Shorr reporting requirements_
Interim.Assistant City Manager
Date.
J u 1 28, 2022 Cj
By: I
Timothy Shidai
APPROVAL RECOMMENDED: Administrative Services Manager
APPROVED AS TO FORM AND LEGALITY:
B I
Y �-
Marilyn Marvin
Interim Library Director
By:
Jessika J. Williams
ATTEST: Assistant City Attorney I
Tc1hhfe S. Goodall CONTRACT AUTHORIZATION:
By:
Jannette S.Goodall(Jul 28,2022 16:05 CDT) M&C: 22-0342
Jannette Goodall oo��pR
City Secretary ICY OF°F°°°°l°�f►Oad
pa,o° ° D
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VENDOR: aa44�1rl xx oa4a
BAKER&TAYLOR,LLCr�
By.- 1wa,h,t�_'
Stefam&kxemer
Director,Pricing Services
Date: July 26, 2022
OFFICIAL RECORD
CITY SECRETARY
Vendor Services Agreement FT. WORTH, TX
EXHIBIT A
RFP 22-0066 DVDS,BLU-RAYS,AND RELATED SERVICES
C L cS
customized library services
by Baker 6 Taylor
COPY
Submitted on behalf of Baker & Taylor to:
City of Fort Worth
Purchasing Division
RFP#22-0066
200 Texas Street, Lower Level
City Hall
Fort Worth, TX 76102
Attn: Purchasing Manager
Request for Proposals (RFP) No. 22-0066
for DVDs, Blu-Rays, and Related Services
Response Due: March 3, 2022 at 1:30 pm
-0100.
BAKER9TAYL0R
the future delivered
Vendor Services Agreement-Exhibit A Page 11 of 58
FORTWORTH.,
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,dlb/a and address of Proposer
The Purchasing Manager submitting the Proposal:
City of Fort Worth Baker&Taylor,LLC
Purchasing Division,Lower Level,City Half,
200 Texas Street,Fort Worth,Texas 76102 2810 Coliseum Centre Drive,Suite 300
Note:Return this Cover Sheet with the Proposal. Charlotte,NC 28217
Pre-Proposal Conference will be held via WebEx:
10:00 AM(local time)February 14,2022 Authorized Person: Stefanie Kremer
Meeting number(access code):2559 247 1753 Title: Director,Pricing Services
Meeting password:wKjPM4EtM35 ��
Meeting Call In Number:+1-469-210-7159 Signature:�
Meeting Link:https:llfortworthtexas.webex.comffort Contact Person Name: Stefanie Kremer
worthtexaslj.php?MTID=m 1 d7787486de8fb9c9a39
c7927b947b62 Phone:(704)998-3135 Fax:(704)998-3260
For additional inform ationlclarifications regarding Email: stefanie.kremer@baker-taylor.com
this RFP,please see Section 5.0. Sidder/Supplied ID with City of Fort Wort/Federal
ID Number(TIN):_ 47-3179974
Assigned Buyer:Megan Fowler
FMSPurchasinc ResoonsesCa)fortworthtexas.gov
Will contract be available for Coop tive Agreement use? (See Section 29)Yes X' No
Acknowledgment of Addenda:#1 #2 93 #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.
"Please see our response document,page 3,Item 29.1
RFP No.22-0066 DVDS,Blu-Rays and Related Services
Page 1 of 36
Vendor Services Agreement—Exhibit A Page 12 of 58
I1r BAKER & TAYLOR
March 1,2022
City of Fort Worth
Attn:Purchasing Manager
Purchasing Division
RFP#122-0066
200 Texas Street,Lower Level
City Hall
Fort Worth,TX 76102
RE: Request for Proposal No.22-0066,DVDs,Blu-Rays,and Related Services
DUE: March 3,2022 at 1:30pm
Dear Purchasing Manager:
Thank you for allowing Baker&Taylor the opportunity to respond to this Request for Proposal. We
have reviewed the requirements in detail and are confident we can satisfy the specifications of the City
of Fort Worth. Any clarifications are listed on the attached pages,following the format requesting in
your RFP document. Please accept this letter and our response as part of Baker&Taylor's
comprehensive proposal,to be incorporated as part of any award agreement.
Should you have any questions upon reviewing our response,please contact us and we will be pleased
to answer any questions or clarify any information:
Stefanie Kremer
2810 Coliseum Centre Drive,Suite 300
Charlotte,NC 28217
(800}775-7930,ext.3135
Email:stefanie.kremer@baker-taylor.com
Thank you for your consideration. We look forward to your response.
Sincerely,
Aput� F�
Stefanie Kremer
Director,Pricing Services
Baker&Taylor,LLC
1704)998-3135
stefanie.kremer@baker-taylor.com
2
Vendor Services Agreement—Exhibit A Page 13 of 58
Baker&Taylor Response to
REQUEST FOR PROPOSAL
16.0 REQUIREMENT AND PROPOSAL EVALUATION FACTORS
16.1 In order for the PROPOSER's response to be evaluated,the following criteria shall be met:
16.1.1 PROPOSER shall provide at least three(3)multi-library public library systems with a DVD
and/or AV budget in excess of$250,000 that they have served by providing materials as well as
online selection services,cataloging and processing services in the last three(3)years.Only
PROPOSERS who clearly demonstrate that they meet this requirement in their proposal will be
eligible for scoring and selection. Failure to meet this requirement will deem the proposal as
non-responsive and the proposal will not be evaluated.
Baker&Taylor has provided references as requested on our Appendix 2—Qualification Questionnaire
response.
16.2 If the proposal meets the above requirement,selection will be based on the qualified
PROPOSER(s)that is determined to be the most advantageous to the CITY considering the
relative importance of valuation factors listed below.A bidder will be disqualified if they do not
meet at least 50%of the technical points available.
16.2.1 Cost(Exhibit B)—up to 35 points available
16.2.2 Extent to which the Cataloging and Processing Services meets the City's needs—up to 20
points available
16.2.3 Quality of Street Release Program—up to 15 points available
16.2.4 Methodology of Online Services—up to 15 points available
16.2.5 Ability to provide a variety of titles for both DVDS and Blu-Rays per the attached
specifications—up to 15 points available
Baker&Taylor has provided further details and responses on our service offering as related to the
requirements listed in the Scope of Work. Please see our response to the Scope of Work section below.
29.0 COOPERATIVE PURCHASING
29.1 Should other governmental entities decide to participate in this Contract,PROPOSERs shall
indicate in their proposals whether they agree that all terms,conditions,specification,and
pricing would apply.
Baker&Taylor will extend the product discounts,terms and conditions of sale to other entities or
agencies similar to the scope,size and requirements of the City of Fort Worth. Otherwise,the terms and
conditional of sale are subject to change upon individual evaluation of the agency's specifications.
The custom CLS cataloging and processing pricing offered to the City of Fort Worth would not be
available for cooperative purchasing agreements to other entities.
3
Vendor Services Agreement—Exhibit A Page 14 of 58
Baker&Taylor Response to
EXHIBITA
SCOPE OF SERVICES
1.0 INTENT
1.1 Understood.
2.0 TYPES OF MATERIALS
2.1 Baker&Taylor will comply. Baker&Taylor carries a very limited amount of Vietnamese
language material.
2.2 Baker&Taylor will comply.
2.3 Other formats
2.3.1 Understood.
3.0 EXCEPTIONS
3.1 Baker&Taylor has provided clarifications to contract items in our response,page 34,as
requested.
4.0 STREET RELEASE DATE PROGRAM
4.1 Comply. Baker&Taylor can provide current,high demand,new release titles to the Library on
or before street date.This means that the Library will have these popular titles on their shelves
and ready to circulate as soon as they are available.
Street Date Receipt for Bestseller Material
Baker&Taylor's pre-publication ordering program accepts early orders for highly anticipated,
high-demand titles and delivers the titles on or before the general release date(street date).
Pre-publication orders are backordered on your account and stock is then reserved for your
order.
In order to receive these titles prior to street date,please place orders at least 5 weeks prior to
the scheduled publication date.
4.2 The library will be notified of upcoming release dates via our Title Listing Calendar. Also,in Title
Source 360,the library may utilize the Video New Releases selection list to review and order
new,forthcoming,and reissued DVD and Blu-ray titles in a variety of popular categories and
genres.
In order to receive these titles prior to street date,please place orders at least 5 weeks prior to
the scheduled publication date.
4
Vendor Services Agreement—Exhibit A Page 15 of 58
4.3 Agreed. Please note,Baker&Taylor is reliant on the publishers/producers to provide our copies
of new releases in a timely fashion.
5.0 PROVIDING MATERIALS
5.1 Understood.
5.2 Understood.
5.3 Comply. Please see item 4.1.
5.4 Understood.
5.5 Accounts will be supplied,as requested.
5.6 Comply. In addition to stocking major studio theatrical hit releases,we also have an extensive
inventory of instructional,how-to,juvenile,animated,documentary,movie musical,music
video, Bollywood,and Spanish language selections. Children's selections are available for
popular movie/TV programming as well as educational pieces suitable for K-12 grade student
learning.4K titles are also available for purchase.
5.7 Comply.Baker&Taylor provides DVD material from over 100 distributors. Most widely released
DVD/Blu-ray items now contain soundtracks in multiple languages,including Spanish.
Additionally,products are available from 12 Spanish import producers.
5.8 Comply. Please see item 4.1 for details.
5.9 Baker&Taylor will meet the 85%fill rate requirement,as allowed by publisher availability of
materials ordered.
Your Baker&Taylor CLS Project team will create the appropriate account structure to expedite
rush material.Baker&Taylor understands the need to bring to the library high demand material
as soon as it becomes available.To that end,Baker&Taylor has streamlined its receiving and
operational process to ensure the fastest possible turn time. For items ordered"product only"
(no cataloging and processing),the majority of orders will be delivered 1-2 business days prior
to street date.Items requiring CLS customized cataloging and shelf ready processing will be
delivered by street date. Baker&Taylor is reliant on publishers to provide our copies of high
demand titles in a timely fashion.On rare occasions,publishers do not ship items with sufficient
amount of time to ensure street date delivery.In these cases,every effort is made to minimize
the impact and ensure timely delivery.
5.10 Items not available in inventory will be backordered with producers;producer-available
material is typically delivered with 15-20 days of receipt of order.
6.0 STANDING ORDER PROGRAMS FOR DVDS AND BLU-RAYS
6.1 Baker&Taylor offers a TV&Video Standing Order Program,featuring the newest releases from
the most popular TV series,programs,and theatrical hits. Establish a profile based upon the
5
Vendor Services Agreement—Exhibit A Page 16 of 58
series or specialty channels of your choice,and titles will ship automatically as the newest
releases are available. The Library will receive advance notice on the titles scheduled for
shipping. Product purchased under this standing order plan is also available at our offered
discount off of list price.
6.2 DVD pre-orders based upon box office totals are available via our Box Office Hits on DVD
Standing Order Program. Simply choose the quantity you would like to receive,based on the
millions sold at theatres,and we will ship the product to you. Each week,by email,we will send
you the latest list of titles to hit the charts.
6.3 Title Source 360,our web-based selection and ordering tool,features ordering grids for the
library to track multiple branch distribution of title copy quantities as well as three other user
defined fields.
Order grid information may be downloaded to the library's ILS system for ordering and/or
transmitted in the electronic order file sent from Title Source 360.
6.4 The library will be notified of upcoming release dates via our Title Listing Calendar.This listing
provides notification of new title releases 30 to 40 days in advance of release date.Also,in Title
Source,the library may utilize the Video New Releases selection list to review and order new,
forthcoming,and reissued DVD and Blu-ray titles in a variety of popular categories and genres.
7.0 CATALOGING AND PHYSICAL PROCESSING(See Appendix 1,Page 26 to 31)
7.1 Baker&Taylor can comply.We will catalog materials to meet your required specifications
below.
7.2 Comply.
Cataloging Team
Baker&Taylor's Manager of Cataloging Services,Virginia Overberg,is a MLS-degreed librarian
with over 30 years of experience in cataloging.She manages Baker&Taylor's internal teams,
which consist of many more MLS and MLIS-degreed catalogers,who are tasked with creating
original cataloging for our customers.All cataloging requirements will be sent to your library for
review and sign-off before fulfillment of the project begins.A Senior Cataloger and cataloging
staff will be trained on the library's requirements. Each account's cataloger is monitored by a
Senior Cataloger to ensure compliance.All original cataloging records created go through a peer
review to allow quality control.
Collection Management Team
Baker&Taylor's collection management librarians have extensive experience working in library
collection development and/or technical services in academic,public,and special libraries
before their employment with Baker&Taylor.Our management team has built this organization
by recruiting librarians from different size institutions,a range of geographic regions,and with a
wide range of complementary specialized subject knowledge.We are proud of our cultural
diversity and the range of personal interests that are often relevant in client support,along with
our exceptional technical abilities. Baker&Taylor's Collection Management team is led by
Martin Warzala,a MLS-degreed librarian with over 30 years of experience.
6
Vendor Services Agreement—Exhibit A Page 17 of 58
7.3—7.10 Baker&Taylor can comply.We will catalog materials to meet your required
specifications as outlined in these sections using our Customized Library Services custom
cataloging methodology,which is included and fully described in our response to Item
14.0 from Appendix 2 below. Please also see our response to Item 15.0 from Appendix
2 below for details on our CLS processing services,to include Digital Media Processing
for DVDs and Blu-rays. Samples of the Digital Media Processing(DMP)artwork have
been included as requested as Attachment A. Other requested information and
responses have been included in our response to Appendix 2.
7.11 Cataloging and Processing Costs
7.11.1 Please see our pricing proposal,included in a separate sealed envelope as requested,
with the completed Exhibit B,Cost Schedule Summary.
7.11.2 Understood.
7.11.3 Cataloging and processing service costs will appear in summary on the same invoice as
the product purchased.
7.11.4 Please see our pricing proposal,included in a separate sealed envelope as requested,
with the completed Exhibit B,Cost Schedule Summary.
8.0 Online services
8.1 Collection development and selection services tools
8.1.1 Baker&Taylor systems are fully compatible with Polaris,supporting electronic ordering,
order acknowledgement,and invoicing.
8.1.2 Please see below for a description of our Title Source 360 web-based selection and
ordering tool.
We are pleased to offer our Title Source 360 online ordering platform to the Library for viewing
of inventory,selection of material,placement of EDI orders with Polaris,and reviewing updated
order status.The site is fully functional and features grid ordering and multi-faceted searching
and filtering options.
Title Source 360
Title Source 360'"provides users with fast,accurate and personalized search results,and makes
ordering easier than ever. Find the products you need and order them quickly and easily with a
streamlined checkout process all online at ts360.baker-taylor.com.
Baker&Taylor's Title Source 360'"is the most extensive database of bibliographic acquisitions
information for U.S.publications.This subscription database includes book,e-book,e-audio,
spoken word audio, DVD,Blu-ray,music CD and vinyl LP music titles. Each record gives current
print status(i.e.Not-Yet-Published,Out-of-Print),in-stock availability,latest list price,and the
7
Vendor Services Agreement—Exhibit A Page 18 of 58
Library's estimated discounted price.Title and inventory information is updated multiple times
throughout the day.
Title Source 360'"benefits include:
-Largest database of book titles and media products
-Fast,customized search results based on prior searches or user profile
-Intuitive interface
-Inventory view and title searching within cart
-Product release calendar
-Special offers and promotions
-Live customer support
-Customized profiles
-Streamlined order management
-Simple batch entry upload and ordering process
Title Source 360'"makes it faster and easier to order books,movies,or music products—you
have millions of products at your fingertips with one easy-to-use ordering system.
Customized Search and Browse Capabilities
Title Source 360'"enhanced search capabilities include type-ahead and spell-checking to aid in
your search.
Wealth of data at your fingertips through multiple title views
Multiple title views readily provide publisher/producer status,inventory level,estimated
discounted price,cart and order duplicate status icons;the preferred title view can be saved for
convenience as part of the user's custom profile.Select sample title views are provided directly
below,which include key descriptive information,as well as inventory,net price,and duplicate
status indicators.
Enhanced MARC profiler
This feature makes integration with your Polaris ILS easy and efficient.Output customized,best
available,MARC records with your required ILS data including,but not limited to,notes,location
codes,fund codes,collection codes,item template names,etc.to create on-order records.On-
order records are used in the acquisitions process and to enable patrons to place holds on pre-
pub titles and order materials directly through EDI transmission.
Self-management of MARC Profiles
Library staff may create multiple MARC Profiles for management of different formats;
the MARC Profiler offers easy self-service features. B&T staff can also work with Fort
Worth staff to refine and define additional profile parameters,"if-then"conditional
statements,addition/deletion of selected tags,etc.
Easy Cart Management
The innovative cart drawer is easily accessible on every page,so you can keep your lists and
carts organized.Carts are routinely managed and placed in user-defined Folders to facilitate
organization and retrieval of"in-progress"carts.Additionally,choose from multiple batch entry
options:basic data entry,copy and paste and file import—multiple formats are supported.
8
Vendor Services Agreement—Exhibit A Page 19 of 58
Innovative Shared Cart Workflow
Share carts with selected users and create select Share Groups to share carts in a collaborative
fashion.The Shared Carts functionality enables cart owners to assign a range of cart privileges to
users of the shared cart,as well as specific completion dates for each phase of the cart
(selection,requisition,review,acquisition,etc.).
The Title Source 360'"database contains detailed,comprehensive,up-to-date information on
over 8 million book titles,200,000 DVD titles,and 750,000 music titles. Data elements also
include:45 key search indices(including LC and Dewey classes),eleven filter criteria(including
stock status,publication date,binding,format,and grade level),and duplicate checking between
orders and selection carts.
As part of Baker&Taylor's comprehensive proposal, we are pleased to offer a Title Source 360-
package to the Library Free of Charge. This configuration includes an Administrative ID with
unlimited user ids,full text reviews and grid ordering capability.
Please see Appendix 2 for information on the requested trial iD for our Title Source site. The
Library is a current subscriber to our Title Source 360 site.Please utilize your existing ID and log-
in information to assist in proposal evaluation.
Please note,as your iD is live,the discounts proposed here will not yet be reflected
in the Title Source data. This will be updated upon award.
8.1.3 We are pleased to offer multi-level access to our Title Source database(please see 8.1.2)
and selection lists(please see 8.1.7).Box Office sales totals are provided via the Title
Listing Calendar.Bibliographies and full text reviews appear in Title Source,per title
record as available.In stock inventory information is displayed for each title record in
Title Source.All of these services are available free of charge.
8.1.3.1 Title Source will be provided with unlimited user ids.The Library Administrator
controls the level of security and capability level for each user.Users may be
granted selection-only privileges for cart creation,or may be granted
consolidation or ordering privileges.
8.1.4 Your Sales Consultant,Tammy Roberts,will be available to provide training and support
for any Baker&Taylor product or service,including the use of Title Source 360 and its
interface with the Library's ILS.
8.1.5 MARC On-Order Records(free of charge)
Output customized,best available,MARC records with your required ILS data including,
but not limited to,notes,location codes,fund codes,and collection codes,to create on-
order records.On-order records can be used in the acquisitions process and to enable
patrons to place holds on pre-pub titles.
Assign Order Grids(free of charge)
9
Vendor Services Agreement—Exhibit A Page 20 of 58
Title Source 360 provides grid ordering.Ordering grid capabilities allow the library to
centrally order and track multiple branch distribution of title copies,as well as three
other user defined fields.This provides the ability to add fund and location codes to title
selections.Order grid information may be downloaded to the library's ILS system for
ordering and/or transmitted in the electronic order file sent from Title Source 360.
8.1.6 Title Source is updated daily to insure accurate and current information,including in-
stock titles,pre-publication,and new release titles. Real-time inventory data is displayed
for each title.
8.1.7 The library will be notified of upcoming release dates via our Title Listing Calendar.Also,
in Title Source,the library may utilize the Video New Releases selection list to review
and order new,forthcoming,and reissued DVD and Blu-ray titles in a variety of popular
categories and genres.
8.1.8 Our Buying staff places orders well in advance with producers for any large box-office
titles or highly anticipated television to DVD release.This ensures that high demand
items are in-stock and available for delivery as quickly as producer release will allow.
8.1.9 Grid Summary Reporting from within a single cart provides instant summaries of order
detail by location/branch,with total extended price by location/branch.
Information on invoices and related payment information(open/closed)is available via
our BillTrust site.This service is available free of charge.
8.1.10 A wide variety of standard and custom selection list services are available from Baker&
Taylor. Lists are delivered in a cart format via our Title Source selection and ordering
website.These lists are available to the Library free of charge.
The library may utilize the Video New Releases selection list to review and order new,
forthcoming,and reissued DVD and Blu-ray titles in a variety of popular categories and
genres.
DVD Lists(Free of Charge)
Popular title/selection lists are available as Title Source carts;our e-lists and First
Look Lists provide new release information for DVD product.
First Look Custom Selection Lists
Baker&Taylor offers a wide array of customized selection services under the First Look
family of Notification services. First Look is a profile-driven selection list service for print
as well as audio-visual material. Profiles may be based on any number of selection
criteria,including subject keywords,author profiles,award-citation,Dewey Call Number
and/or call number ranges,review publications,starred review citations,and many
other criteria.Lists can be prepared and delivered on a scheduled basis(monthly,bi-
monthly,or even weekly),based on customer requirements.First Look notification lists
can be delivered directly to specific Title Source users and can be duplicate-managed by
B&T to exclude titles that have appeared on previous list and/or titles that have been
previously ordered by the Library.
10
Vendor Services Agreement—Exhibit A Page 21 of 58
First Look"Plus"Selection Lists
Plus Notification lists provide an"off-the-shelf"array of general subject and genre
selection lists.Lists are based on popular selection criteria,such as appearance in key
critical review media or appearance in popular B&T publications.The objective of the
lists is to provide a simple,consistent method of moving these titles into selectors'
hands as early as possible.
8.1.11 Baker&Taylor provides DVD material from over 100 distributors. Most widely-released
DVD/Blu-ray items now contain soundtracks in multiple languages,including Spanish.
Additionally,products are available from 12 Spanish import producers.
8.1.12 Understood.Our staff would be pleased to work with the Library to develop opening
day title lists suitable for your new collections.Please contact your Area Sales
Consultant,Tammy Roberts,for assistance.
Opening Day services require special ordering,processing,and handling,coordinated to
meet the library's delivery timeframes.Our staff is available to provide:
-customized selection lists
-special order consolidation/handling
-coordinated shipping for a delivery date
-cataloging/processing services
9.0 Ordering services
9.1 Baker&Taylor can accept orders electronically via Title Source or Polaris. Additionally,orders
may be placed via toll free telephone,toll free fax,mail,or email.
Orders may be placed directly from our Title Source website.
Orders may be placed directly from the Library's Polaris system.MARC from titles selected in
order carts may be uploaded to Polaris as on-order records. Baker&Taylor systems are
compatible with Polaris for electronic ordering,order acknowledgement,and invoicing
functions.
9.2 Our Title Source website provides grid ordering.Ordering grid capabilities allow the library to
centrally order and track multiple branch distribution of title copies,as well as three other user
defined fields. This provides the ability to add fund and location codes to title selections. Order
grid information may be downloaded to the library's ILS system for ordering and/or transmitted
in the electronic order file sent from Title Source 360.
Our Enhanced MARC profiler feature makes integration with your ILS easy and efficient.Output
customized,best available,MARC records with your required ILS data including,but not limited
to,notes,location codes,fund codes,and collection codes,to create on-order records.On-order
11
Vendor Services Agreement—Exhibit A Page 22 of 58
records can be used in the acquisitions process and to enable patrons to view and place holds
on pre-pub titles.
9.2.1 Orders transmitted via Polaris(9.2.1.7)will contain an acquisitions tracking number as
part of the order file.This number may be used as a match point for the provision of an
EDI/electronic invoice(matching on tracking number and updating items in the
acquisition database).
Title Source can utilize these data elements(9.2.1.8 and 9.2.1.)as part of the data
downloaded to create an on-order record in Polaris and can process data like location
codes,collection codes,etc.as part of an enriched EDI order.
9.2.1.10 Special handling notes may be transmitted as part of the Title Source
order process.
9.2.1.11 Title Source can provide a cart summary which will enable tracking of all
amounts,by location.
9.2.1.12 Title Source provides this tracking/summary on a cart-by-cart basis
through the Grid Summary utility.
9.2.2 Baker&Taylor will accept orders at least 180 days prior to release date if titles have
been added to our Title Source system.We will work with the library to create an
extended backorder/cancellation period to accommodate any changes in release date.
10.0 Reports,Shipping,Invoices,Returns,and Customer Support Services
10.1 Reporting Services
10.1.1 Orders placed electronically via Polaris will receive an order confirmation within minutes
of receipt.Confirmation will detail a status of Confirmed,Backordered,or Cancelled for
each line item of the order.As backordered items move through the fulfillment process
and are shipped for delivery,the online status will update to reflect the activity.
Additionally,order status for backordered items is provided via status report.Status
reports on outstanding items are generated in hard copy with each shipment and may
be accessed online,at any time,via our Online Customer Support(OCS)website.
10.1.2 Please see Attachment B for a sample status report and Attachment C for a sample
cancellation notice(provided in addition to the electronic notifications listed in 10.1.1.).
Please note,report codes are provided in Title Source,and are provided at the point of
order confirmation,but do not appear on pre-order/status reports.Status reports
indicate activity toward the fulfillment of orders for publisher available material.Should
an item on backorder or pre-order be cancelled,a cancellation memo will be delivered
to the Library(Attachment C).
10.1.3 Delivery services
12
Vendor Services Agreement—Exhibit A Page 23 of 58
10.1.3.1 Our standard procedure,to facilitate your receipt of materials,is to ship
any items available in stock.Items not in stock are immediately
backordered.
Upon request,an order for multiple copies of a title may be held in
reserve until all copies are available for shipment.At the end of the
backorder period,all available copies will be shipped;unavailable copies
will be cancelled.
10.1.3.2 Understood. EDI invoicing is available via Polaris.
10.1.3.3 Understood.
10.1.3.4 Delivery of all audio-visual materials to the City of Fort Worth will be
provided F.O.B.Destination,with free shipping,from your primary
Baker&Taylor Service Center.
10.1.3.5 Comply.
10.1.3.6 Comply.
10.1.3.7 Comply.
10.1.3.8 Comply.
10.1.4 Invoicing services
10.1.4.1 Understood.
10.1.4.2 Understood. EDI invoicing is available via Polaris.
10.1.4.3 Processing service costs will appear in summary on the same invoice as
the product purchased.
10.1.4.4 Processing service costs will appear in summary on the same invoice as
the product purchased.Please see Attachment D for a sample invoice.
10.1.4.5 Invoices are available with shipment,via email,or electronically,via
Polaris(EDI'.Hard copies of invoices are enclosed in the last carton of a
shipment;the shipping label is marked with an"I"to indicate invoice
enclosed.
10.1.4.6 Please see item 10.1.4.5. Additionally,packing lists are enclosed in each
carton of shipment.
10.1.4.7 Understood.
13
Vendor Services Agreement—Exhibit A Page 24 of 58
10.1.4.8 Street release date information,as applicable,appears on the packing
list.
10.1.4.9 Comply.
10.1.5 Returns
10.1.5.1—10.1.5.4 Comply.Baker&Taylor will accept the authorized return of
items that are damaged,defective,or incorrectly shipped.
Please see the enclosed return policy,Attachment E,for further
details on credits and returns.To make a return,simply contact
your Customer Service Representative to obtain call tag
information.Any damaged or defective item will be replaced or
will be credited back to your account.
10.1.6 Customer support
10.1.6.1 Comply.Our Sales and Service team is available to assist with
any question or request.Customer Service is available from 8:00
am to 5:00 pm EST Monday through Friday.
10.1.6.2 Understood.
10.1.6.3 Yes,please see 10.1.6.1.
10.1.6.4 Calls will be returned within one business day of receipt to
provide acknowledgement and/or status on the request.
10.1.6.5 Your Area Sales Consultant,Tammy Roberts,will be available to
meet with the Library to discuss the agreement and any
workflow process.(Email:tam my.roberts@baker-taylor.com;
Phone:800-775-7930,ext.1270)
11.0. MEASURING THE SUCCESS OF THE CONTRACT
11.1 Baker&Taylor will comply,understanding that we are dependent upon supply chain stability in
order to do so.
11.2 Baker&Taylor will comply.
11.3 Understood.
12.0 SPECIAL CONDITIONS
12.1 We will be pleased to work with the Library to develop the desired workflow with Polaris.B&T
systems support electronic order,acknowledgement,and invoicing functions with Polaris.
13.0 ADDITIONS AND DELETIONS OF SERVICES
14
Vendor Services Agreement—Exhibit A Page 25 of 58
13.1 We recognize that requirements often change,and we stand ready to assist with any new plans
or goals identified by the Library.Our staff will continue to meet regularly with Library staff to
ensure that we understand current requirements and workflow and that we are available to
provide service and support.
13.2 Understood.
13.3 Understood.
14.0 ADDITIONAL SERVICES
14.1 Please see item 14.3 below.
14.2 Baker&Taylor is the leading full-line distributor of print books,ebooks,digital audiobooks,
videos and music products to library facilities.We also provide our customers with value-added
proprietary data products and customized management and outsourcing services.We have
been in business over 190 years and have developed long-term relationships with our customers
and with major book publishers,movie studios and recording labels.
We partner with libraries to deliver more than products and services,we empower public
libraries to make positive change in their communities.With a focus on improving community
outcomes,we support public libraries in delivering literacy,learning and skills development to
their patrons through exclusive partnerships and technology.
We have included throughout our response descriptions of our selection tools,street date
release program,and standing order programs. These programs help support the library staff
and help streamline their workflows so they are able to be fully engaged with their patrons.
14.3 Baker&Taylor is pleased to offer additional services/programs to support the Library's
acquisition of DVD/Blu-ray material.
DVD Lease Program
Baker&Taylor offers a DVD Lease Plan that allows the Library to have the most popular DVD titles
available to meet patron demand during peak periods. The Lease program enables the Library to
commit funds for DVD purchases at the beginning of the budget cycle while allowing selectors the
freedom to choose titles over the duration of the lease period.
Title Selection
Each month,you will receive our Coming Attractions selection list,featuring the Top 120 DVDs
purchased by Baker&Taylor(titles are widescreen format unless full screen is the only format
available). Each list contains title,artist, ISBN,annotation,manufacturer's suggested retail price,and
genre categories.The list may be emailed or may be accessed online at www.baker-taylor.com.
Cataloging/Processing
Titles arrive circulation-ready with the shrink wrap and security tags removed. Each DVD is cataloged
and processed at no additional cost. Standard processing includes an edited BTMARC AV record,rating
15
Vendor Services Agreement—Exhibit A Page 26 of 58
label,spine label,barcode,and ownership label with B&T LEASE identifier.Optional services such as
anti-theft stickers,hub labels,and locking cases are available for an additional fee.
Beginning Collection
Lease plans begin by building to an on-hand collection of 10 times the monthly quota allowance.Titles
selected during additional months will be retained by the Library,with no rotation,until the library
reaches the standard inventory level.
Quota Information
DVD units are ordered and tracked based upon quota units as purchased by the Library.A title is
assigned a point value based upon the associated Manufacturer's Suggested Retail Price.Please see the
charts and notes on Attachment H for details.
Quota may be carried over to,or,borrowed from,the next month's allowance to assist the library in
meeting high patron demand.Quota unused in the annual subscription period will be carried over to the
next year,allowing the Library to enjoy full use of the purchased quota.
Collection Rotation
The library is encouraged to rotate the collection throughout the year by:
-returning older titles
-moving lease titles into your permanent collection(keep one DVD(free)for every five
returned).
Contact your Lease Services representative for assistance with title rotation;we will arrange for pick-up
and will pay all associated shipping charges.
At any time during the lease period,the library may purchase titles from the collection for$3.00/unit.
Reporting
We provide a report of account activity on a monthly basis.No additional charge is assessed for lost,
stolen,or damaged DVDs.These items are simply reported via the inventory listing,and the library's
records are updated to reflect the activity.Items which are defective or damaged in shipment will be
replaced at no charge for up to 3 months after receipt.
Quota Status and Inventory Reports are provided monthly via mail or email.
Pricing information for our DVD Lease program is included in our separately sealed envelope containing
the Cost Schedule Summary,as instructed,as Attachment H.
15.0 CONTRACT ADMINISTRATION
15.1 Understood.
15.2 Understood. Baker&Taylor will make every effort to obtain the requested material within the
desired time period. However,should requested materials be,for any reason,unavailable to
Baker&Taylor,Baker&Taylor will not be held liable for expenses incurred by the Library to
obtain materials from other sources or liquidated damages or other penalties levied.
16
Vendor Services Agreement—Exhibit A Page 27 of 58
15.3 Understood.
15.4 Understood.
15.5 Understood.
Baker&Taylor Response to
APPENDIX 2
QUALIFICATION QUESTIONNAIRE
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.
Our staff would be pleased to work with the Library to develop opening day title lists suitable for your
new collections. Please contact your Area Sales Consultant,Tammy Roberts,for assistance.
Opening Day services require special ordering,processing,and handling,coordinated to meet the
library's delivery timeframes.Our staff is available to provide:
-customized selection lists
-special order consolidation/handling
-coordinated shipping for a delivery date
-cataloging/processing services
14.0 The Firm's process on cataloging records.
Customized Library Services'custom cataloging is Baker&Taylor's premiere service.CLS has performed
online cataloging,editing and maintenance for Libraries since 1989.Our preferred method is to access
the Library's ILS using the Z39.50 protocol.Customized Library Services leverages Z39.50 protocol for
accessing the library's database and a resource pool of records from the Library of Congress and any
Baker&Taylor created records.This technology allows our CLS catalogers to have access to the most
current version of the library's cataloging records without the overhead of being directly online.Records
obtained from the Library's database are saved to a library specific work file located in our secure
cataloging utility.The records in the work file are used in the creation of spine labels and as a vehicle for
providing item-linking information.
Major Features of the CLS Preferred Cataloging Methodology(Z39.50):
Only authorized CLS catalogers have access to the library's database and work file.The cataloger will
process material first by searching for a matching record in the library's database and work file
simultaneously.
A successful search occurs when our cataloger matches the data elements found in the appropriate
record tags.CLS considers the title,author,imprint/publisher,edition and date of publication when
matching a record.During the CLS profiling,the project team will document the appropriate attributes
for matching records.When a matching record is found,the appropriate item level information
17
Vendor Services Agreement—Exhibit A Page 28 of 58
(examples:barcode number,list price,collection code,etc.)is keyed and the record is saved to the
library's work file.
If a record is not found in the library's database or work file,the CLS Bibliographic Database is searched,
followed by LC MARC and the resource databases of TLC.The CLS Bibliographic Database contains all CIP
records upgraded to full MARC standards by CLS catalogers,as well as new records created by CLS
original catalogers.
If the record is not found in the above resources,the Library may also choose to have CLS search OCLC
on their behalf for records not found in the library's catalog.Once a record is located in OCLC it is saved
to the Library's work file and the record is updated to the Library's specifications. The option of utilizing
OCLC will also help to minimize the Library's need for original cataloging. Please note that the process
of using OCLC is available upon CLS'receipt of a signed third-party agreement which grants permission
to our catalogers to access OCLC on the library's behalf.There are no additional charges from CLS for
this service.However,it should be noted that all corresponding OCLC charges will be the responsibility
of the Library.On a weekly basis,an electronic file is sent to OCLC to update the library's holdings for all
contributed records.
When a full matching record is found in one of the resource databases,it is upgraded to meet the
library's specifications and the appropriate item tag is keyed.The record is then saved to the library's
work file.
If the matching record found is not a full level record,the record is upgraded to meet LC standards and
is saved to the CLS Bibliographic Database.The record is then further edited to meet the library's
specifications and the appropriate item record is keyed. The record is then saved to the library's work
file. The exception to a full level record would be that some AV pre-pub records are not upgraded to full
MARC standards.However,these records are upgradeable to the Library's local standards. If a matching
record cannot be found in the multi-database search string,a request is forwarded to an original
cataloger in the CLS department.Our original catalogers will create a record according to RDA rules. LC
authority files are used to validate author and subject headings.Once the record is created,it is saved
into the CLS Bibliographic Review File.Once the record has been reviewed and approved,it is saved in
the CLS Bibliographic Database.The library's assigned cataloger is notified,and the record will be edited
to meet the library's specification and appropriate item tag is keyed.
Every title sent to the library will have a full MARC record with the appropriate item tags.The records
will either be new additions to the library's catalog,edited and modified to the library's standards,or
existing records from the library's catalog.
When the cataloger has completed the order,laser printed label sets consisting of spine,barcode,
bibliographic,and other labels as required by the library are printed.The barcode is provided in a
standard format,with an eye readable number strip available.All other labels are customizable for font,
pitch,boldness and italics.Options for label font include Courier,Times New Roman and Arial and
pitches 12,14,16 and text can be left justified or centered. For thin books,we can provide one line
spine labels and for Picture Books we can provide a larger font author letter spine label.The library will
supply a unique barcode range,barcode prefix,and symbology information.
18
Vendor Services Agreement—Exhibit A Page 29 of 58
Call number and bibliographic information is extracted directly from the MARC record to ensure
accuracy.After the labels are printed,a file of MARC records corresponding to the titles in the order is
created. Released records are flagged so they cannot be selected again.
The file of records will be put on the B&T FTP server for the library to retrieve and load.The records are
maintained on the Library's work file for historical reference.
15.0 The Firm's current Cataloging and Processing Services and capabilities.
CUSTOMIZED LIBRARY SERVICES
Baker&Taylor has been leading the industry in providing libraries customized technical services for over
forty years.We have developed a multitude of innovative services in the area of collection
management,cataloging services and technical processing. Due to technological advances and the
increased complexity of library operations and projects,Baker&Taylor created Customized Library
Services in 1996 to consolidate our valuable resources and experience in order to address the growing
demand from libraries for more customized,specialized and unique services.CLS is a separate operating
unit,whose sole focus is Opening Day Collections(ODC),Collection Expansions,Online Cataloging
Solutions,Outsourcing Projects and Project Management.CLS has its own staff of over 300 trained
professionals to perform the unique services to provide complete library solutions.We currently serve
over 400 libraries on an ongoing basis and complete over 75-100 CDC/Collection enhancement projects
per year.
CATALOGING
Baker&Taylor's custom cataloging and our full cataloging methodology is outlined in Item 14.0 above.
PROCESSING
The CLS department has over 300 trained professionals staffed to handle the library's customized
requirements.These staff members are dedicated to meeting the library's requirements and exceeding
your expectations.Our commitment to excellence and doing the job right the first time is unmatched in
our industry.After cataloging is complete,the processing department completes the physical processing
of each item.The processors review the processing instructions gathered at the site visit. Following
these instructions,the processor attaches the spine label,barcode,and any special labels required by
the library.After the application of all physical components,the library's materials move to the jacket
selection area.Experienced technicians size the books so the appropriate Mylar jacket can be applied to
the dust cover of the book.After the material is fully processed,it is ready for the final and most
important stage in our CLS process,back audit.
RFID
CLS Shelf Ready Processing can also include the application and linking of RFID tags. Baker&Taylor's
Customized Library Services has been providing RFID services for print and audiovisual material since
2001 and have linked,printed and/or applied tags for millions of items.As the number of vendors and
product offerings has grown with regard to RFID technologies,CLS too has grown in our vendor
relationships and linking and application capabilities.We currently work with 3M,Arcus, Bibliotheca,
Envisionware, FE Technologies, ITG,Lib Convert,Libramation,MKStaff,PV Supa and Tech-Logic. As this
is a developing technology with unlimited potential for library use, Baker&Taylor's Customized Library
Services will continue to support the needs and requirements of our customers.
Back Audit
19
Vendor Services Agreement—Exhibit A Page 30 of 58
The back audit team is the final step in ensuring the material we ship to the library is of the highest
quality and is in compliance with the library's profiled specifications.The CLS back auditors inspect each
order by cross referencing the completed processing and the processing instructions gathered at the site
visit.Once the library's material passes this stage,the order is ready to be staged for delivery to the
library.
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 see our response above to Scope of Work, Item 14.3,on pages 15-16. Please see the pricing
proposal/Cost Schedule Summary section for the cost of these services.
20
Vendor Services Agreement—Exhibit A Page 31 of 58
Attachment A
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Page 22
Vendor Services Agreement—Exhibit A Page 32 of 58
Attachment B
rfrB A K E R &T A Y L O R Sample DVD/BluRay Status and Backorder Report
the future delivered
PRE /BACKORDER REPORT
SHIP TO: SAMPLE ORDER POINT: PGH HOLD STATUS SAMPLE
ATTN:
PHONE:
ITEM NUMBER DESCRIPTION
ARTIST P.O. # PRICE NET PRICE QUANTITY EXTENSION ORDER RELEASE SHIP
DATE DATE TYPE WHS
DDWD 39651QQ GREATEST GAME EVER PLAYED 222222 xx.xx xx.xx 1 xx.xx B SOM
DILLANE, STEPHEN
DDBBCV 1000094679 TOP GEAR 10 222222 xx.xx xx.xx 1 xx.xx B SOM
CLARKSON, JEREMY
Page 23
Vendor Services Agreement—Exhibit A Page 33 of 58
STATUS CODES AND CANCELLATION CODES Attachment B(continued)
Status Description Cancel Cancel Code Desc
Code Code
A Allocated NOF Order Cancelled-Item not on File
B Backorder OS Out of Stock
C Cancel AD Apply Direct _
P —Picked PS Indefinitely Out of Stock
R Reserved OP Out of Print
S `Shipped UL Unable to Locate Publisher
U Backorder PC Publication Cancelled
OB Publisher Out of Business
NP Not Yet Published
AH Available in hardcover only
AP Available in paperback only
CID Cancelled,current price is much higher than noted on your order
CR Cancelled,customer requested cancellation
Cv Cancelled;sold as a volume set only
DL Short Discount-Cancelled because the discount is below the allowed amount
EX Cancelled because the dollar amount exceeded the total allowed by the customer
IN Cancelled;cannot identify as ordered
NC Not available cataloged
SI Cancelled,sold as individual items only
SU Cancelled,customer requested cancellation of surcharged titles
CT Cancelled;publisherlproducer failed to respond by your cancellation date
CE Balance of order line cancelled
CF Cancelled;newer edition due at a later date
CG Cancelled;title must be imported ofr U.S.distribution
KS Cancelled,book sold by subscription only
OC OSD Reached at Cancel Date
CB Bal Cancelled by Cust Sery
CL Customer Service
UNKN Unknown or NULL Cancel Reason
SS Speedstock
IP Inventor Py olicy
NF Not Found
BO Cancelled;On Backorder(Predictive FIR Only)
BCC BE-Backorder/lniti ally lost
BCK QOE-Backorder/Initially lost
BKA Short/Zero ship,Bko rest,Create SAD
BKS OC-Short/Zero ship&Backorder the rest
CAC CR-Account closed
CAN OC-Cancel the entire item
CBC CR-Bounced chklfailed to replace funds
CDA CR-Delinquent/unable to meet payments
CNR CR-Sales cancel/will not be reentered
CON OE-Consolidate orders
COR CR-Sales cancel/will be reentered
CRC CR-Credit Cancelled/Over limit
CRE CR-Customer refusals
CST CR-Customer Cancel
LBR OE-Library Bulk Pick Reserve Cancel
LNC BE-Cancelled line
LSE OE-Cancelled/not available
LST QOE-Not available/lost
NPF No Partial Fill
NPS Customer Does not allow partial shipment
PNA Item no longer available
RDC BE-Reduced quantity
SHA Short ship/Zero Backorder,Create SAD
SHS OC-Short ship/zero backorder
STW QOE/Items in stow
UMN OE-Under Minimum Order Amount
Page 24
Vendor Services Agreement—Exhibit A Page 34 of 58
Attachment C
Sample AV Cancellaffon Report
14-JUL-2021
Baker&Taylor
875 Greentree Road,Ste.678
Pittsburgh,PA 15220
FAX#888-285-8972
SAMPLE Customer
123 Main Street
AnyTown,USA 55555
BTE Account#: XXXXXX>=
Dear Customer:
The following list of audio music and/or video titles is being cancelled,per your backorder cancellation
schedule. If you would like to re-order anything listed,or if you have any questions,please call your BTE
sales representative at the number listed below:
1-800-775-3300
Part Number Description Bkoqty Bko Date PO Number
ISBN: 9786308841552 TIME OUT OF MIND 1 xx/xx/x>= >000000000<
Page 25
Vendor Services Agreement-Exhibit A Page 35 of 58
SAMPLE INVOICE Attachment D
BAKER&TAYLOR JUPS SHIPPER NO.
PA 253-020
Pxc. Io a
SOLD SHIP P20265885
To: Customer Name To:Customer Name and Address
Address
BILL TO 11ITONER NO. SHIP TO CIIS TOMER NO. GATE 5NI111, -ICE N0. INVOICE NO. I_.NO.
3/14114 P20265685 I IP20265b85 1 1
TIME ➢0.TE ENTERE➢ TEAMS TN COfINT FO8 OR➢EA POINT SHIP POINT
1 CARTON ➢ESTINATI ON
ORDER TYPE
TOTAL WEIGHT 8/0 BIN SHIP VIA INSI EE SALES-1 OUTSI➢E SALES-1
D. q'IY INE
e/o [g
DD JW cn 12288096R 12 YEARS A SLAVE IP 001 ul S1P t<x T 0 xx Axx xx?x % oxx.xx cu NERSAMPLE 3Ex
IS
9786315283999 ISBN-1 0: 0 3152 8349 7
DD WD 11737700 IRON MAN 3 1
I 002 1 1 0 xx. .x $ xx. SAMPLE 3
SBN. 9786315135984 ISBN-1 0: 6 3151 354E X
PP PROCESSING DD 2 xx.xx
TOTAL ITEMS 2 XX.XX
TOTAL AMOUNT DUE XX.XX
REMIT TO: BAKER 6 TAYLOR
P.O. BOX 277930
ATLANTA, GA 30384-7930
PLEASE INDICATE INVOICE# ON YOUR REMITTANCE
Page 26
Vendor Services Agreement—Exhibit A Page 36 of 58
Attachment E
AVRETURNS fire BAKER TAYLOR
,y
SCENE&HEARD AN
Library&Education Account Audio/Video Product Returns Policy
(Revised June 2016)
The following guidelines are required to ensure the prompt handling ofyour Audio/Video(AV)returns;Music CD,DVD,
Blu-ray and 4k disc product. Note;Vinyl product is not returnable,per manufacturer's policies,and is a "one way'sale.
All Music CD, DVD, Blu ray and 4K disc AV product returns(excluding DVD/BD lease return product-please contact AV
Customer Service for separate return procedures for your DVD/BD Lease program product) require prior return
authorization from an AV Customer Service Representative, Please contact your AV CustomerServire Rep at 800-775-
1200.
How to Obtain Return Authorization
Contact your AV Customer Service Representative for return authorization numbers. All claims mustbe made within 45
days of invoice date.
1 When calling for return authorization,please have the following information available:
A,Your account number and Invoice#s
B. Reason forthe claim/return
C. Action being requested-
1.Replacement of product(defective return will receive a replacement ofthe same title)
2.Credit to your account;no replacement product necessary for incorrectly shipped items
3.Overstock return credit requires Customer Service Manager and Sales Manager approval
2, Your AV Customer Service Representative will assign your return an authorization number(RA#), To expedite
the process, please clearly mark the RA# on the outside of the carton in the upper right corner from the
shipping label and on inserted documents,
3, Shipyour return via an insured and traceable carrier;Baker&Taylor is not liable for returns lost in transit,
4, Products incorrectly shipped by Baker& Taylor requires an authorization to be returned. Product should be
returned within seven days of invoice date,• must be returned within 45 days of the product's invoice date.
Product(s) meeting the definition of a Manufacturer's defective may be returned with a prior authorization.
Products purchased with value-added processing services which have been shipped as ordered are considered
non-returnable, unless disc is defective, In which case a replacement of same title will be sent(multi disc sets
require alidiscsto be returned),
DAMAGED SHIPMENTS: Ifyou receive a damaged carton(s)which resulted in damaged Audio/Video product(s), please
hold the product(s)and save the carton for Carrier inspection, If the damage is visible at the time of delivery,bring it to
the Carrier's attention and note it on the Bill of Lading, Then,contact your Baker&Taylor AV Customer Service Rep via
the toll-free number above,
CLAIMING SHORTAGES: Please check your packing list or invoice before claiming shortages, A l claims must be made
within 15 daysfrom the product's invoice date. Please ensure you have received all cartons ofa shipment prior to signing
for receipt from the Carrier, Cartons you have signed for as received from the Carrier are not claimable as shortages
from Baker&Taylor,
All returns with RA#should be sent promptly to:
Baker&Taylor Returns Center
Dept.R
251 Mt.Olive Church Road
Commerce,GA 30599
Questions? Contact yourB&T
AV Customer Service Rep(800-775-1200)
Email via AVlnfo@Baker-Tavlor.com or
Libra rvA/Vcustomerservicegbaker-taylor.com
Baker&Taylor A/V Sales 800.775-2600 x2050
Page 27
Vendor Services Agreement—Exhibit A Page 37 of 58
Attachment F
CARTON PACKING LIST I
II [B A K E R &TAYLOR THIS IS NOT AN INVOICE
the future delivered
BILL TO# XXxxXX Lxxxxxx 3 000000 CARTON#.
SHIP TO# CARRIER:
ATS#. SOMxXXxxXXBT PACK DATE:
CUSTOMERPO#: BID SAMPLE PAGE:
CUSTOMER SERVICE: INVOICE REF 40XXXXXXX
CONTAINER#
SHIP TO: FROM:
SAMPLE BAKER & TAYLOR
xxx xxxxxxxx xxxxxxX XXX xxxxxxxx xxxxxxX
xxxxxxX, xx xx.xx xxxxxxx, xx xxxxx
ALL TOTALS ARE UNADJUSTED. DO NOT PAY FROM THIS DOCUMENT. *CHECK FOR ON SALE DATE PRODUCT*
OTY TITLE PC ISBN UPCATEM# UNIT DISCOUNTED CUST.PO#
AUTHOR RETAIL PRICE
1 SULLY 911: SELF DEFENSE PREY DD 9786314533854 874482001912 xx.xx xx.xx BID SAMPLE
GYRO, JOHNNY
1 DISNEYNATURE CHIMPANZEE DD 9786314746537 786936827361 xx.xx xx.xx BID SAMPLE
*STREET 08/21112*
1 GIANT: SPECIAL EDITION DD 9781419811012 12569706903 xx.xx xx.xx BID SAMPLE
DEAN,JAMES
1 MR SMITH GOES TO NRISHINGTON DD 9781435937956 43396279780 xx.xx xx.xx BID SAMPLE
STEWART,JAMES
1 SEPARATION DD 9786314749415 43396406919 xx.xx xx.xx BID SAMPLE
*STREET 08121112*
5 TOTAL UNITS PACKED IN CARTON Page 28
Vendor Services Agreement—Exhibit A Page 38 of 58
SAMPLE CREDIT MEMO Attachment G
BAKER&TAYLOR FU11IPPER NO.
PA 263-020
SOLD S-D5885
ao: Customer Name To: Customer Name and Address
Address
➢EFECTIVE KERCHAN➢ISE
GILL TO CUSTOMER NO. 13HIP TO CUSTOMER NO. DATE SHIPPED INVOICE NO. INVOICE NO. PAGE NO.
3/14/19 1120255885 P20265885 1
JTIME aE ENTERED RM5 I CARTONT DESTINATION DER enixa 11111 POINT
ORDEl TYI'3 DEFECTIVE MERCHAN D.SE
T LTAL-IOET 8/O EIN SHFP VIA INSIDE SAL REP Of1T RI DE SALES-1
QTY
PO LABEL IT EH NUMBER DESCRIPTION PACK LINE NO ORD SHIP U. UNIT RETAIL 1I5C 8 RMO r CUSTOMER P.O.NW—
MEMO TAKEN BY LNCKETS
IB2303530 DE@
DD TW 2211111 12 YEARS A SLAVE 1 101 -L 0 -xx.xx xx.x I -xx.xx SAMPLE 3
ISBN: 978631528399g ISBN-1 0: 6 3152 8349 1
TOTAL UnICHANDISE -xx.xx
TOTAL ITEMS -1 TOTAL -xx.xx
Page 29
Vendor Services Agreement—Exhibit A Page 39 of 58
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 37 years
Number of years the company has been providing processing services
35 years
For a contract this size, how many staff would be assigned to process materials?
2-4,with 4 additional reserve staff members
2.0 STREET-RELEASE-DATE PROGRAM
Do you offer a street-release-date program?(Check one)
X 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?
Please place orders at least 5 weeks prior to the scheduled publication date.
What is your average turn-around-time for processing for street date sensitive titles?
4-6 DAYS (delivered in 6-10 days)
3.0 DELIVERY SERVICES
Number of DVD distributors supplied 100
Number of Spanish(domestic&foreign)DVD distributers supplied 12
4.0 PHYSICAL PROCESSING
What is your average number of days it takes to re-case an item?
4-6 DAYS (delivered in 6-10 days)-For processing only orders.
What is the average number of days for an item to be cataloged according to
the specifications?
10-12 DAYS (delivered in 12-16 days)-For items fully cataloged and processed through CLS.
5.0 ONLINE SERVICES
Name of Vendor's database: Title Source 360
RFP No.22-0066 DUDS, Blu-Rays and Related Services
Page 32 of 36
Page 30
Vendor Services Agreement—Exhibit A Page 40 of 58
Number of simultaneous users allowed: unlimited
Number of unique user logins allowed: unlimited
Trial access to database: Yes, see below
Web address: http://ts360.baker-tayIor.com
Login Because Fort Worth is a current subscriber, please use your current TS360 login credentials to view
Password Please use current TS360 password
Expiration date for trial access N/A
6.0 ACCESS TO DATABASE
Is your database able to provide access to real-time,in-stock information?
X YES NO
Please provide the link to the Firm's online database of holdings. http://ts360.baker-taylor.com
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 see our response document, Page 17, Item 7.0.
8.0 ORDERING SERVICES
List the ways in which materials can be ordered from you.
Orders may be placed via phone,fax, mail, email or electronically via TS360 or EDI.
Does your company currently support Polaris? Does your company support EDI ordering and
invoicing with Polaris?
Yes, Baker&Taylor systems are compatible with Polaris for electronic ordering,order acknowledgement,
9.0 REPORTING SERVICES and invoicing functions.
Provide a sample order status report and list of status codes.
Please see our response,Attachment B
Provide a sample cancellation report and list of cancellation codes.
Please see our response,Attachments B&C.
10.0 INVOICING SERVICES
Provide a sample invoice for materials and provide a sample processing invoice.
Please see our response, Attachment D.
Provide a sample packing slip.
Please see our response, Attachment F.
Provide a sample packing slip and/or invoice that indicates a street-release-date.
Please see our response,Attachment F.
11.0 RETURNS
Provide a copy of your returns policy.
Please see our response,Attachment E.
RFP No.22-0066 DUDS, Blu-Rays and Related Services
Page 33 of 36
Page 31
Vendor Services Agreement—Exhibit A Page 41 of 58
Provide a sample credit memo and copy of your credit memo policy.
12.0 CUSTOMER SUPPORT Please see our response, Attachment G.
Primary Internal Customer Service Representative
NAME:Christina Watson. Inside Sales Representative
TOLL FREE NUMBER: 800-775-9RnO ext 9046
EMAIL ADDRESS: christina.watson@baker-taylor.com
External or Field Sales
Representative
NAME: Tammy Roberts, Sales Consultant
TOLL FREE NUMBER: 800-775-7930,ext.1270
EMAIL ADDRESS:tammy.roberts(cDbaker-taylor.com
Processing Contact
NAME: Melissa Swain, Customer Success Manager TOLL FREE NUMBER: 800-775-1200, ext.2834
EMAIL ADDRESS: melissa.swain(c)baker-taylor.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 Marico a County Library
LIBRARY ADDRESS 2700 N. Central Avenue, Suite 700
Phoenix,AZ 85004
CONTACT PERSON Jeremy Reeder
TITLE Director
PHONE NUMBER 602-652-3036
EMAIL jeremyreeder@mcldaz.org
LIBRARY NAME Pima County Library
LIBRARYADDRESS 101 North Stone Avenue
Tucson,AZ 85701
CONTACT PERSON Diane Ward
TITLE Technical Services Manager
PHONE NUMBER 520-594-5638
EMAIL diane.ward@pima.gov
LIBRARY NAME San Jose Public Library
LIBRARY ADDRESS 150 East San Fernando Street
San Jose CA 95112
CONTACT PERSON Sharon Fung
TITLE Head of Technical Services&Collection Developmei t
PHONE NUMBER 408-808-2468
EMAIL sharon.fung@sjlibrary.org
RFP No.22-0066 DUDS, Blu-Rays and Related Services
Page 34 of 36 Page 32
Vendor Services Agreement—Exhibit A Page 42 of 58
List 2 public libraries for which you have provided a street release date
programfor DVDs and Blu-rays.
LIBRARY NAME Marico a County Library
LIBRARY ADDRESS 2700 N. Central Avenue, Suite 700
Phoenix,AZ 85004
CONTACT PERSON Jeremy Reeder
TITLE Director
PHONE NUMBER 602-652-3036
EMAIL jeremyreederpmcldaz.org
LIBRARY NAME St. Louis County Library
LIBRARY ADDRESS 1640 S. Lindbergh Blvd.
St. Louis, MO 63131
CONTACT PERSON Cindy Fehmel
TITLE AV Collection Development
PHONE NUMBER 314-994-3300,ext. 2372
EMAIL cfehmel@slcl.org
14.0 The Firm's process on cataloging records.
Please see our response, page 17-19, item 14.0 for details on Baker&Taylor's CLS cataloging methodology.
15.0 The Firm's current Cataloging and Processing Services and capabilities.
Please see our response, page 19-20, item 15.0 for details on Baker&Taylor's cataloging and processing
sq6v6-es.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.
The average number of days required to cataloging and process DVD/Blu-ray materials in CLS is 10-12 days.
17.0 ADDITIONAL SERVICES Items needing original cataloging may require additional time.
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 see our response, page 20,item 17.0 for information on additional services available.
RFP No.22-0066 DUDS, Blu-Rays and Related Services Page 33
Page 35 of 36
Vendor Services Agreement—Exhibit A Page 43 of 58
BAKER&TAYLOR,LLC
REQUESTED CHANGES/CLARIFICATIONS/EXCEPTIONS
Attachment B Draft Services Agreement
10. Insurance.
10.1 Coverage and Limits
(d) Professional Liability(Errors and Omissions):
Due to the nature of the work provided for this agreement, Professional Liability coverage is not
applicable.
10.2 General Requirements
(a) The City and its employees,officers,officials,agents,and volunteers will be named as additional
insured by blanket endorsement.
(b) We respectfully request to remove this condition.
Page 34
Vendor Services Agreement—Exhibit A Page 44 of 58
FORTWORTU,
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.
{lea lk".044e
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: Baker&Taylor,LLC SIGNATURE: ir� -V n 1 _
Stefa+%Kremer,Director,Pricing Services
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
Page 35
Vendor Services Agreement—Exhibit A Page 45 of 58
Questions and Answers(Q&A)for City of Fort Worth
RFP 22-0066 DVDs,Blu-Ray and Related Services
Q1.In review of RFP No.22-0066 DVDS,Blu-Rays and Related Services it notes in several areas
Appendix 3 but I'm unable to locate that Appendix in the provided file. I wondered if that
Appendix could be provided?
Al.Appendix 3, should have read as Appendix 2. Please see"RFP 22-0066 Final Bid Documents V2".
Q2.Section 6.0—Standing Order Programs for DVDS and Blu-Ray,is the Library seeking a vendor
to provide an Auto-Ordering program?
A2. It is possible that the Library department would like to set up certain items to be automatically
ordered for us such as TV shows,children's videos based on character(Barbie,Paw Patrol,etc), and
theatrical releases based on box office revenue.
Q3.Where it is noted in the header—Firm's cost for good or service—please confirm that figure is
to represent the cost of a single disc processing service?
A3.Yes,this is to represent the cost of a single disc processing service.
Q4.Line 4—it is noted`Processing of non-Combo Packs:Blu-Ray and DVDs,One time case—
Generic Artwork'what is meant by non-Combo Packs? Is this for Television Series and/or
collections of movies?
A4. Non-combo packs include single disc movies,tv shows, non-fiction videos and multi-disc sets like TV
shows and collections of movies.
Q5.If there are additional costs associated with titles that contain 2 discs or more,are we
permitted to note that in a separate Cost Document and placed within the Price Proposal
envelope?
A5.Yes, per paragraph 1 in Exhibit B"Proposer shall provide cost for other items requested in the
proposal on a separate document."
Q6.Appendix B. On Line item#4&5 it notes the One Time Case. Is the Library wanting all DVD
and Blu-ray titles to be processed into the One Time Case?
A6.The Library department does want all DVD and Blu-ray titles to be recased into a One Time Case or
a case of equal quality and the Library does not require locks on the cases.
Q7.Please confirm that the Pricing Form should be separately submitted in an envelope marked
`Pricing'.
AT Yes, per section 33.8 page 9"Proposed Cost Schedule Summary-Exhibit B should be in a separate
sealed envelope labeled"Pricing"with your proposal".
Q8.Page 14,section 7.11.1,it notes a request for flat rate cataloging and recasing fee. Can you
better explain what is meant by flat rate?Are they seeking the cost of cataloging and processing
combined within one fee?
A8.We are seeking the same price for all original catalog records where the vendor does not have
existing cataloging for the title. The cost for processing will not be combined with the price for the original
cataloging.
RFP 22-0066 DVDs,Blu-Ray,and Related Services
Addendum No. 1, Page 2 of 4
Page 36
Vendor Services Agreement—Exhibit A Page 46 of 58
Q9.Would the City consider extending the due date for this RFP to allow for more time to prepare
proposals?
A9. As of now,the bid opening date is March 3,2022, please check the City's website frequently to see if
there have been any changes. https:/Avww.fortworthtexas..Qov/departments/financelpurchasinq
Q10. Would the City consider extending the questions deadline to allow for additional questions?
Al0. No,the deadline for questions was a firm date of 5 PM(local time)on February 16, 2022.
Q11.Regarding Exhibit B,Cost Schedule Summary,will the City or Library be providing an
average list price for Items 1 and 2 for vendors to apply their product discount to for the
calculation? We offer a discount from MSRP/List price and these list prices vary for each title
ordered. Will the City provide an average list price to allow for an equitable comparison of offers
on the cost schedule sheet?
All. No,the City is looking for a set discount price that will be applied to all materials. We fully
understand that MSRP varies by title but the sample order is the same for all bidders. If the sample PO is
lower because the vendor's fill rate is lower that will be duly noted.
Q12. Does the City plan to request cataloging services for only a small portion of the DVD/blu-
rays ordered? Are there specific collections that will require cataloging services and others that
will be ordered product only or processing only? Can you provide more information about this so
that we can accurately price our cataloging services for the Library?
Al2. Which collections and how much product we will have fully cataloged will depend on the ability of
the bidder to meet our cataloging specifications. It is our desire to have 100%of our material cataloged
and processed by the vendor.
Q13. Could the City confirm if the items numbered 33.1 and 33.3 through 33.9 are all excluded
from the 50 page limit referenced in Item 4.3? Also, are any of the Proposer's attachments or
appendices referenced in our proposal response required to be included in the 50 page limit?
A13. No, section 33.0 is not excluded from the 50 page limit.Yes, Proposer's attachments or appendices
are required to be included in the 50 page limit.
Q14.Does the City intend or desire to award to one sole vendor or a primary/secondary award or
make a multiple vendor award of this RFP?
A14. Please see section 8.3 page 4"The City reserves the right to award a single contract or multiple
contracts by section listed in the Scope of Work. Refer to Exhibit A for Scope of Work required be this
RFP."
Q15. Will the Library allow the vendor to supply Universal RFID tags that are compatible with
your Bibliotheca system or do you require that vendors supply a specific brand and model of
RFID tags for materials? If so,can you specify the RFID tags you require?
A15.Specific brands of tags are not required but the tags need to be compatible with the Library's
Bibliotheca equipment using the same parameters. RFID tags must be compliant with ISO 18000-3
mode 1 and IS015693 air interface protocols and the SLi-1 and SLi-2 chips and capable of storing data in
the industry standard ISO 28560 format.
Standards: ISO 18000-3 mode 1, ISO 15693, ISO 28560, CE, IS10716&ISO 9706 from TOV SOD PSB.
The Library will need to test a sample of the RFID tags before moving forward during implementation.
RFP 22-0066 DVDs,Blu-Ray,and Related Services
Addendum No. 1, Page 3 of 4
Page 37
Vendor Services Agreement—Exhibit A Page 47 of 58
Q17. Regarding Exhibit B,Cost Schedule Summary,Items 4 and 5,can you clarifywhat is meant
by"generic"artwork? Do you mean the scanned digital artwork used for Digital Media
Processing?
A17. Yes,the Library Department is referencing scanned digital artwork. We are not requesting any
customization like property stamp/library identification on the artwork.
Q18. Regarding Exhibit B,Cost Schedule Summary,Item 6,can you clarify/describe what the
"Editing MARC Records"service entails?
A18.The"Editing MARC Records"service entails,the cost for providing copy cataloging for titles the
vendor already has records with local field added such as the 099 for local call number.
RFP 22-0066 DVDs,Blu-Ray,and Related Services
Addendum No. 1, Page 4 of 4 Page 38
Vendor Services Agreement—Exhibit A Page 48 of 58
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
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RFP No.22-0066 DVDS,Blu-Rays and Related Services
Page 23 of 36
Page 39
Vendor Services Agreement—Exhibit A Page 49 of 58
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 Yes Pagel
Proposals(RFP)Cover Sheet.
Proposer's ability to meet the requirements Yes Pages 2-20(Response)
listed in Section 16.1. Pages 23-29(Attachments)
A completed Qualification Questionnaire, Yes
A Pages 30-33
Appendix 2.
Samples of digitized processing services for
the wrap around artwork to include call number Yes Pages 21-22(Attachment A)
and codabar barcode.
Any and all exceptions to the RFP must be
listed on an item-by-item basis and cross-
referenced.If there are no exceptions,the Firm Yes Page 34
must expressly state that no exceptions are
taken.
Any addendums sent out after the release of Yes Pages 35-38
the bid,if applicable.
Conflict of Interest Questionnaire-Attachment Yes Page 39
A
Proposed Cost Schedule Summary—Exhibit B. Separate Sealed Envelope
All pricing shall be submitted in a separate seal labeled"Pricing"
p g p Yes
envelope labeled"Pricing"with your proposal.
Pages 40-43
A completed Document Checklist to aid in
responsiveness. Yes Page 44
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.
RFP No.22-0066 DUDS, Blu-Rays and Related Services
Page 36 of 36 Page 44
Vendor Services Agreement—Exhibit A Page 50 of 58
EXHIBIT B
PRICING INFO
C L cS
customized library services
by Baker 6 Taylor
PRICING
Submitted on behalf of Baker & Taylor to:
City of Fort Worth
Purchasing Division
RFP#22-0066
200 Texas Street, Lower Level
City Hall
Fort Worth, TX 76102
Attn: Purchasing Manager
Request for Proposals (RFP) No. 22-0066
for DVDs, Blu-Rays, and Related Services
Response Due: March 3, 2022 at 1:30 pm
-01100.
BAKER & TAYL0R
the future delivered
Vendor Services Agreement-Exhibit B Page 51 of 58
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(a) Qty Unit of Firm's cost Total Cost
# U Measurement for good or D=(b*c►
service c
1 Digital Video Discs 36,000 Each $14.14* $509,040
2 Blu-Rays 36,000 Each $16.37* $589,320
3 Cataloging Titles 12,000 Each **Included in the CLS blended price
4 Processing of non- 60,000 Each $297,000
Combo Packs: Blu-Ray $4.95**
and DVDs, One time
Case—Generic Artwork
5 Processing Combo Packs: 12,000 Each $59,400
Single Blu-Ray and DVDs, $4.95**
One time Case—Generic
Artwork
6 Editing MARC Records for 12,000 Each **Included in the LS blended pric
DVDs and Blu-Rays
7 Cost of Database Access 1 Each Free Free
(including use)
*Prices shown are average list prices for each format with the discounts as outlined below applied.
Average list prices were based on Baker&Taylor's top selling titles from calendar year 2021 per format.
**The pricing listed represents the CLS blended Total Cost:
unit price. The CLS price is a blended unit price $1,454,760
based upon the volume of material to be ordered,
processing components requested,and the complexity of
the library's requirements. Our unit price is inclusive of the
cataloging and processing services requested by the Library.
Discounts
Only a flat discount rate will be accepted
Format Discount-Given in Percent
DVDs 31.0%
Blu-Rays 31.0%
DVD/Blu-Ray Combo Pack 31.0%
Page 40
(Separately sealed Pricing envelope)
Vendor Services Agreement-Exhibit B Page 52 of 58
11r( B A K E R & T A Y L O R Attachment H
DVD Lease Plan Pricing
Baker&Taylor is pleased to provide pricing for our DVD Lease Plan on the pages that follow.
This service will assist you in streamlining your DVD selection procedures while significantly
reducing the number of invoices to be processed for payment. Therefore,we will issue a
combined yearly invoice. The Library will also receive a 2%discount for prompt payment within
30 days of B&T DVD Lease Plan invoice date.
Page 41
Vendor Services Agreement-Exhibit B Page 53 of 58
Empme;,Ml�1
1 1 1 1 ' 1
0V0/B1U=RAy
[[AS[ PIAN
Public libraries continue to see high patron demand for new release video titles,and we
know maintaining an adequate collection of popular movies can be challenging.Our DVD/
Slu-ray Lease program is a convenient and economical way to increase your collection of
new,popular titles to help meet patron demand during peak periods!
Let us Customize a UN DRAY LEASE PRICING
Plan for You
You're in control of your PLAN ON-HAND MONTHLY ANNUAL MONTHLY ANNUAL
NUMBER COLLECTION DVDIRD NEW DVD/BD SERVICE FEE SERVICE FEE
collection and the lease SIZE ALLOWANCE ALLOWANCE
titles chosen!Libraries are DL-1 100 10 120 $267.90 $3,214.80
encouraged to order monthly. DL-2 200 20 240 $535.80 $6,429,60
Extra DVD/Blu-ray allowances DL-3 300 30 360 $803,70 $9,644,40
may be purchased at any time
through the lease period. DLA 400 40 480 $1,071.60 $12,859.20
Here are some examples: DL-5 500 50 600 $1,339.50 $16,074.00
..........................................................................-............................,..................,....__...._._. ...._.,.._........................................................................
Selection&Ordering Made Easy
Each month you will receive our Coming Attractions list featuring the top new release recommendations.
Baker&Taylor's Coming Attractions is available by email in Excel and as a cart for Title Source 360 users.
You are not limited to the titles on Coming Attractions.You choose what titles suit the needs of your library
800-775-2600 x2050 I "Info@baker-taylor.com ''rr B A K E R &T A Y L O R
A Follett Company
Stay connected: 9113 www.haker-taylor.com
Page 42
Vendor Services Agreement-Exhibit B Page 54 of 58
OVD/BIUMRAY [EASE P[AN
Titles Arrive Circulation Ready
As part of the service,our Entertainment processing team will remove the vendor shrink wrap and security stickers.
Each movie includes an edited BTMARC A/V record,rating label,spine label,barcode and ownership label with
Baker&Taylor lease identifier label all at no additional cost.Other services,such as theft detection devices and
repackaging in locking cases are available,simply ask your Baker&Taylor Sales Consultant.
Using Your DVD/Blu-rap Allowance -
MSRP DVD/BLU-RAY ALLOWANCE _
Up to$15.00 V2*
$15.01434.99 1 —
$35.00-$44.99 1 1/2
$45.00-$60.00 2—
Each$30.00 increment add 1
* Example:Two$12.98 DVDs or Blu-rays equal one(Y2+1/-1)toward
the total allowance.
'* Example:One$49.95 boxed set equals two DVDs or Blu-rays toward the total
allowance.
—Example:One$119.95 boxed set equals four DVDs or Blu-rays toward the
total allowance.
Simple&Free Returns
When your library is ready to make returns,simply contact our
Customer Service team at LibraryANCustomerService@baker-
taylor.com or call 1-800-775-1700.Customer Service will issue your _
library a call tag for simple and free returns.
800-775-2600 x2050 I AVlnfo@baker-taylor.com II r BAKE R &TAYLOR
A Follett Company
Stay connected: MD
www.baker-taylor.com
Page 43
P 36817
Vendor Services Agreement-Exhibit B Page 55 of 58
EXHIBIT C
VERIFICATION OF SIGNATURE AUTHORITY
BAKER& TAYLOR,LLC
2810 COLISEUM CENTRE DRIVE, SUITE 300
CHARLOTTE NC 28217
Execution of this Signature Verification Form ("Form") hereby certifies that the following individuals
and/or positions have the authority to legally bind Vendor and to execute any agreement, amendment or
change order on behalf of Vendor. Such binding authority has been granted by proper order, resolution,
ordinance or other authorization of Vendor.City is fully entitled to rely on the warranty and representation
set forth in this Form in entering into any agreement or amendment with Vendor. Vendor will submit an
updated Form within ten (10) business days if there are any changes to the signatory authority. City is
entitled to rely on any current executed Form until it receives a revised Form that has been properly executed
by Vendor.
1. Name: Stephanie Kremer
Position: Director,Pricing Services
(SEE DESIGNATION OF SIGNING A UTHORITY
ON FOLLOWING PAGES)
Signature
2. Name:
Position:
Signature
3. Name:
Position:
Signature
Name:
(SEE DESIGNATION OF SIGNING A UTHORITY
ON FOLLOWING PAGES)
Signature of President/CEO
Other Title:
Date:
Vendor Services Agreement-Exhibit C Page 56 of 58
Designation of Signing Authority
Pursuant to authority duly delegated by the sole member of Baker & Taylor, LLC, the
undersigned Treasurer of Baker& Taylor, LLC hereby designates those certain employees of
Baker&Taylor, LLC listed in Schedule A attached hereto and made a part hereof by reference
("Schedule A")as having the requisite authority to execute on behalf of Baker&Taylor,LLC all
bids, bid bonds, performance bonds, contracts and other documents relating to the supply of
Baker & TayIor, LLC's products to libraries, schools, and/or other institutional customers of
Baker&Taylor,LLC (the"Designation of Signing Authority").
This Designation of Signing Authority is effective as of April 15,2020 and shall remain in effect
until modified or revoked by any officer of Baker& Taylor, LLC or sole member of Baker&
Taylor, LLC. The employees listed in Schedule A shall be the only persons authorized to bind
Baker&Taylor,LLC for the purposes stated herein,and any previous designations of authority are
of no further effect as of the date hereof.
This as of 29'day of January 2021.
BAKER&TAYLOR,LLC
By. ♦ ` ��
Timothy Henrichs
Treasurer
Vendor Services Agreement-Exhibit C Page 57 of 58
SCHEDULE A
TO
DESIGNATION OF SIGNING AUTHORITY
For purposes of the foregoing Designation of Signing Authority, the following employees of
Baker& Taylor, LLC have the requisite authority to execute on behalf of Baker& Taylor,
LLC all bids,bid bonds,performance bonds,contracts and other documents relating to the
supply of Baker & Taylor, LLC's products to libraries, schools, and other institutional
customers of Baker&Taylor,LLC.
Amandeep Kochar
Peter Chepul
Bradley Lucas
Stefanie Kremer
Lee Ann Queen
Jennifer B.Rhyne
Kelly Tarlton
Vendor Services Agreement-Exhibit C Page 58 of 58
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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.
BQN\\
TO
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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