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Contract 62146
CSC No. 62146 FORT WORTH., 44� VENDOR SERVICES AGREEMENT 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 NUBRO, INC. DB/A/ BRODART CO. ("Vendor"), a Delaware corporation acting by and through its duly authorized Chief Financial Officer, each individually referred to as a "party" and collectively referred to as the "parties." AGREEMENT DOCUMENTS: The Agreement documents shall include the following, which shall be construed in the order of precedence in which they are listed: 1. This Vendor Services Agreement; 2. Exhibit A — Statement of Work; 3. Exhibit B — Price Schedule; 4. Exhibit C — RFP #24-0144 Request for Proposal Response; and 5. The Profiling Documents as further described in Exhibit A, as may be amended from time to time. Exhibits A, B, and C, which are attached hereto and incorporated herein, are made a part of this Agreement for all purposes. The Parties also agree that the Profiling Documents, which will be created after execution of this Agreement and agreed to by both parties, shall be enforceable as if it were attached herewith including any amendments that are agreed to by the Parties. The Parties represent and warrant that the Profile Documents shall not change any terms of this Vendor Services Agreement, but shall only better define the expectations of the Parties with regard to the preparation of the good to be ordered hereunder. In the event of any conflict between the terms and conditions of Exhibits A, B, C, or the Profile Documents, and the terms and conditions set forth in the body of this Agreement, the terms and conditions of this Agreement shall control. 1. Scope of Services. Vendor shall provide books, cataloging and processing services, and collection development and management services, which are set forth in more detail in Exhibit "All Statement of Work, attached hereto and incorporated herein for all purposes. 2. Term. The term of this Agreement is for one (1) year, beginning on the date that this Agreement is executed by the City's Assistant City Manager ("Effective Date"), unless terminated earlier in accordance with this Agreement. City will have the option, in its sole discretion, to renew this Agreement under the same terms and conditions, for up to four (4) one-year renewal options (each a "Renewal Term"). 3. Compensation. 3.1 City Shall pay Vendor in accordance with this Agreement and Exhibit B, which includes discounts and fee schedule of Vendor. No guarantee is made that a specific amount of OFFICIAL RECORD CITY SECRETARY Vendor Services Agreement FT. WORTH, TX Page 1 of 102 products or services will be purchased. Total compensation under this Agreement will not exceed three million two hundred thousand dollars ($3,200,000). Payments shall be made to Vendor by City within 30 days after delivery of the goods and receipt by City of a correct invoice. The Parties acknowledge that this is one of multiple non-exclusive agreements for these services and that the total spend amount for the combined contracts per term cannot exceed the total included herein. 3.2 City will pay Vendor in accordance with the Prompt Payment Act (Chapter 2251 of the Texas Government Code) and the provisions of this Agreement, including Exhibit "B"— Price Schedule, which is attached hereto and incorporated herein for all purposes. 3.3 Vendor will 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 will not be liable for any additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in writing. 4. Termination. 4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for any reason by providing the other parry with 30 days' written notice of termination. 4.2 Non-Apnronriation 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 will 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 will pay Vendor for services actually rendered up to the effective date of termination and Vendor will 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 will 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 will 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 will treat all information provided to it by City ("City Information") as confidential and will not disclose any such information to a third party without the prior written approval of City. 5.3 Public Information Act. City is a government entity under the laws of the State of Texas and all documents held or maintained for City are subject to disclosure under the Texas Vendor Services Agreement Page 2 of 102 Public Information Act. In the event there is a request for information marked Confidential or Proprietary, City will promptly notify Vendor. It will be the responsibility of Vendor to submit reasons objecting to disclosure to the Texas Attorney General. A determination on whether such reasons are sufficient will not be decided by City, but by the Office of the Attorney General of the State of Texas or by a court of competent jurisdiction. 5.4 Unauthorized Access. Vendor must store and maintain City Information in a secure manner and will not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in any way. Vendor must 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 will, in good faith, use all commercially reasonable efforts to cooperate with City in identifying what information has been accessed by unauthorized means and will fully cooperate with City to protect such City Information from further unauthorized disclosure. 6. Riaht to Audit. Vendor agrees that City will, until the expiration of three (3) years after final payment under this Agreement, 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 will have access during normal working hours to all necessary Vendor facilities and will be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. City will give Vendor reasonable advance notice of intended audits. 7. Independent Contractor. It is expressly understood and agreed that Vendor will 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 will 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, vendors, and subcontractors. Vendor acknowledges that the doctrine of respondeat superior will not apply as between City, its officers, agents, servants and employees, and Vendor, its officers, agents, employees, servants, contractors, and subcontractors. Vendor further agrees that nothing herein will be construed as the creation of a partnership or joint enterprise between City and Vendor. It is further understood that City will in no way be considered a co -employer or a joint employer of Vendor or any officers, agents, servants, employees, contractors, or subcontractors. Neither Vendor, nor any officers, agents, servants, employees, contractors, or subcontractors of Vendor will be entitled to any employment benefits from City. Vendor will 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 contractors. 8. Liability and Indemnification. 8.1 LIABILITY - VENDOR WILL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND PERSONAL INJURY, INCLUDING, INCLUDING, BUT NOT LIMITED TO, 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, REPRESENTATIVES, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS, OR SUBCONTRACTORS. 8.2 GENERAL INDEMNIFICATION - VENDOR HEREBY COVENANTS AND AGREES TO INDEMNIFY, HOLD HARMLESS, AND DEFEND CITY, ITS OFFICERS, AGENTS, REPRESENTATIVES, SERVANTS, AND EMPLOYEES, FROM AND AGAINST Vendor Services Agreement Page 3 of 102 ANY AND ALL CLAIMS OR LAWSUITS 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 PERSONAL INJURY, INCLUDING, BUT NOT LIMITED TO, DEATH, TO ANY AND 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, REPRSENTATIVES, SERVANTS, EMPLOYEES, CONTRACTORS, OR SUBCONTRACTORS. 8.3 INTELLECTUAL PROPERTY INDEMNIFICATION - VENDOR AGREES TO DEFEND, SETTLE, OR PAY, AT ITS OWN COST AND EXPENSE, ANY CLAIM OR A CTIONA GAINST CITY FOR INFRINGEMENT OFANYPATENT, COPYRIGHT, TRADE MARK, TRADE SECRET, OR SIMILAR PROPERTY RIGHT ARISING FROM CITY'S USE OF THE SOFTWARE OR DOCUMENTATION IN ACCORDANCE WITH THIS AGREEMENT, IT BEING UNDERSTOOD THAT THIS AGREEMENT TO DEFEND, SETTLE OR PAY WILL NOT APPLYIF 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 WILL 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 WILL HAVE THE RIGHT TO FULLY PARTICIPATE IN ANY AND ALL SUCH SETTLEMENT, NEGOTIATIONS, OR LAWSUIT AS NECESSARY TO PROTECT CITY'S INTEREST, AND CITYAGREES TO COOPERATE WITH VENDOR INDOING 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 WILL HAVE THE SOLE RIGHT TO CONDUCT THE DEFENSE OF ANY SUCH CLAIM OR ACTIONAND ALL NEGOTIATIONS FOR ITS SETTLEMENT OR COMPROMISE AND TO SETTLE OR COMPROMISE ANY SUCH CLAIM, HOWEVER, VENDOR WILL FULLY PARTICIPATE AND COOPERATE WITH CITY IN DEFENSE OF SUCH CLAIM OR ACTION. CITYAGREES TO GIVE VENDOR TIMELY WRITTENNOTICE OFANYSUCH 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 WILL 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 MA TERIALL Y AD VERSEL Y RESTRICTED, VENDOR WILL, 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 DOCUMENTATION WITH EQUALL YSUITABLE, COMPATIBLE, AND FUNCTIONALLY EQUIVALENT NON -INFRINGING SOFTWARE AND 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, Vendor Services Agreement Page 4 of 102 SUBSEQUENT TO WHICH TERMINATION CITY MAY SEEK ANY AND ALL REMEDIES AVAILABLE TO CITY UNDER LAW. 9. Assignment and Subcontracting. 9.1 Assignment. Vendor will 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 will 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 will 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, the subcontractor will execute a written agreement with Vendor referencing this Agreement under which subcontractor agrees to be bound by the duties and obligations of Vendor under this Agreement as such duties and obligations may apply. Vendor must provide City with a fully executed copy of any such subcontract. 10. Insurance. Vendor must 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 Services 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 will be on any vehicle used by Vendor, or its employees, agents, or representatives in the course of providing Services under this Agreement. "Any vehicle" will be any vehicle owned, hired and non -owned. (c) Worker's Compensation: Statutory limits according to the Texas Workers' Compensation Act or any other state workers' compensation laws where the Services are 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 (d) Professional Liability (Errors & Omissions): $1,000,000 - Each Claim Limit Vendor Services Agreement Page 5 of 102 $1,000,000 - Aggregate Limit Professional Liability coverage may be provided through an endorsement to the Commercial General Liability (CGL) policy, or a separate policy specific to Professional E&O. Either is acceptable if coverage meets all other requirements. Coverage must be claims -made, and maintained for the duration of the contractual agreement and for two (2) years following completion of services provided. An annual certificate of insurance must be submitted to City to evidence coverage. 10.2 General Requirements (a) The commercial general liability and automobile liability policies must name City as an additional insured thereon, as its interests may appear. The term City includes its employees, officers, officials, agents, and volunteers in respect to the contracted services. (b) The workers' compensation policy must include a Waiver of Subrogation (Right of Recovery) in favor of City. (c) A minimum of Thirty (30) days' notice of cancellation or reduction in limits of coverage must be provided to City. Ten (10) days' notice will be acceptable in the event of non-payment of premium. Notice must 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. (d) 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. (e) Any failure on the part of City to request required insurance documentation will not constitute a waiver of the insurance requirement. (f) Certificates of Insurance evidencing that Vendor has obtained all required insurance will 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 will 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 must immediately desist from and correct the violation. 12. Non -Discrimination Covenant. Vendor, for itself, its personal representatives, assigns, contractors, subcontractors, and successors in interest, as part of the consideration herein, agrees that in the performance of Vendor's duties and obligations hereunder, it will not discriminate in the treatment or employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT BY VENDOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, CONTRACTORS, Vendor Services Agreement Page 6 of 102 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 will be conclusively determined to have been delivered when (1) hand -delivered to the other party, its agents, employees, servants or representatives or (2) received by the other party by United States Mail, registered, return receipt requested, addressed as follows: To CITY: City of Fort Worth Attn: Jesica McEachern 100 Fort Worth Trail Fort Worth, TX 76102 With copy to Fort Worth City Attorney's Office at same address To VENDOR: NUBRO INC. D/B/A BRODART CO. LISA MIOSI, VICE PRESIDENT OF CUSTOMER CARE 500 ARCH STREET WILLIAMSPORT, PA 17701 Facsimile: 800-999-6799 Lisa.Miosi@brodart.com 14. Solicitation of Emplovees. Neither City nor Vendor will, 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 will 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 does 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. GoverninLy Law / Venue. This Agreement will 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 will 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. If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions will not in any way be affected or impaired. 19. Force Maieure. City and Vendor will exercise their best efforts to meet their respective duties and obligations as set forth in this Agreement, but will 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; epidemics or pandemics; government action or inaction; orders of government; material or labor restrictions by any governmental authority; transportation problems; restraints or prohibitions by any court, board, department, commission, or agency Vendor Services Agreement Page 7 of 102 of the United States or of any States; civil disturbances; other national or regional emergencies; or any other similar cause not enumerated herein but which is beyond the reasonable control of the Party whose performance is affected (collectively, "Force Majeure Event"). The performance of any such obligation is suspended during the period of, and only to the extent of, such prevention or hindrance, provided the affected Party provides notice of the Force Majeure Event, and an explanation as to how it prevents or hinders the Party's performance, as soon as reasonably possible after the occurrence of the Force Majeure Event, with the reasonableness of such notice to be determined by the City in its sole discretion. The notice required by this section must be addressed and delivered in accordance the notice section of this Agreement. 20. Headings Not Controlling. Headings and titles used in this Agreement are for reference purposes only, will 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 will not be employed in the interpretation of this Agreement, including the attached exhibits. 22. Amendments / Modifications / Extensions. No amendment, modification, or extension of this Agreement will be binding upon a party hereto unless set forth in a written instrument, which is executed by an authorized representative of each party. 23. Entirety of Agreement. This Agreement, including Exhibits A, B, and C, 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. This Agreement may be executed in one or more counterparts and each counterpart will, for all purposes, be deemed an original, but all such counterparts will together constitute one and the same instrument. 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 will 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 and Nationalitv Act. Vendor must 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 will provide City with copies of all I-9 forms and supporting eligibility documentation for each employee who performs work under this Agreement. Vendor must 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 WILL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY VENDOR, VENDOR'S EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, OR AGENTS. City, upon written notice to Vendor, will have the right to immediately terminate this Agreement for violations of this provision by Vendor. 27. Ownership of Work Product. City will be the sole and exclusive owner of all reports, Vendor Services Agreement Page 8 of 102 work papers, procedures, guides, and documentation that are created, published, displayed, or produced in conjunction with the services provided under this Agreement (collectively, "Work Product"). Further, City will 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 will 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 will 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 Authoritv. The person signing this Agreement hereby warrants that they have 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. Each parry is fully entitled to rely on these warranties and representations in entering into this Agreement or any amendment hereto. 29. Change in ComiDanv Name or Ownership. Vendor must 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 may adversely impact invoice payments. 30. No Bovcott of Israel. If Vendor has fewer than 10 employees or this Agreement is for less than $100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter 2271 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" has the meanings ascribed to those terms in Chapter 2271 of the Texas Government Code. By signing this Agreement, 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 Agreement. 31. Prohibition on Bovcotting Energv Comuanies. If Vendor has fewer than 10 employees or this Agreement is for less than $100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter 2276 of the Texas Government Code, 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 Vendor that it: (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of this Agreement. To the extent that Chapter 2276 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. If Vendor has fewer than 10 employees or this Agreement is for less than $100,000, this section does not Vendor Services Agreement Page 9 of 102 apply. Vendor acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code, 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 Vendor 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. 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. Electronic Signatures. This Agreement may be executed by electronic signature, which will be considered as an original signature for all purposes and have the same force and effect as an original signature. For these purposes, "electronic signature" means electronically scanned and transmitted versions (e.g. via pdf file or facsimile transmission) of an original signature, or signatures electronically inserted via software such as Adobe Sign. (signature page follows) (remainder of this page intentionally left blank) Vendor Services Agreement Page 10 of 102 IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples. CITY OF FORT WORTH: By: Name: Jesica McEachem Title: Assistant City Manager 1 0/1 8/2024 Date: VENDOR: Nubro, Inc DB/A Brodart Co: 1_!d2 7/1eao' By: Lisa Miosi (Oct 11, 202413:15 EDT) Name: Lisa Miosi Title: Vice President of Customer Care Date: 1 0/1 1 /2024 FOR CITY OF FORT WORTH INTERNAL PROCESSES: Approval Recommended: By: Midori Clark (Oct 11, 202412:18 CDT) Name: Midori Clark Title: Library Director Attest: oovouRb P of FORr�yaa Pig 0 t aa�n��z �� 45a4a By: Name: Jannette Goodall Title: City Secretary Contract Authorization: M&C: 24-0444 Date M&C Approved: 5/21/2024 Form 1295: 2024-1152129 Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. a� By: Name: Jessica Dean Title: Administrative Services Manager Approved as to Form and Legality: By: Name: Andrea Phillips Title: Assistant City Attorney OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Vendor Services Agreement Page 11 of 102 EXHIBIT A STATEMENT OF WORK GENERAL Within 30 days of contract execution, Vendor will schedule a meeting, in -person or virtual, at Vendor's expense, with the Collection Development and Technical Services staff located at the Fort Worth Public Library Operations Center at 8628 Camp Bowie Blvd, West, Fort Worth, Texas, 76116, to complete the profile documents that define cataloging, processing, selection lists, selection and ordering system, reports, shipping, invoicing, and other services. The profile documents will also include timelines with milestones for initial orders, shelf -ready samples, training, and other services. 2. In the initial term of the agreement and any subsequent renewals, the Vendor will provide meetings, in -person or virtual, at Vendor's expense, where the Vendor will spend time with the Collection Management Division staff to discuss selection, ordering, cataloging, and processing. Vendor will conduct quarterly conference calls or virtual meetings with key Vendor and Library staff to discuss plans, issues, and new services. 3. Vendor will assign a specific individual to be responsible for the Library account and handling customer service issues within two calendar weeks of contract execution. This person will be available during normal business hours Monday through Friday excluding Federal, Texas, or City holidays. Vendor will provide additional contact names, phone numbers, and e-mail addresses for cataloging and processing services. 4. Library will designate a project coordinator, list Library staff authorized to make decisions regarding Vendor services and fulfillment, and list other Library staff who are allowed to contact Vendor with questions regarding services and fulfillment. 5. Vendor's collection development and cataloging services will be managed by staff members with ALA accredited Masters of Library Science/Information Science degrees and have significant professional experience in their fields. Vendor will have sufficient selection, cataloging, and processing staff to meet the demands of this contract. 6. Vendor will provide ongoing support for its online system and provide notification when new releases or upgrades are available. Vendor will provide system support Monday — Friday 8:30am — 4:30pm EST. 7. Vendor will provide one or more toll -free telephone numbers and/or e-mail addresses for use contacting customer service representatives. 8. Vendor will provide training guides and live training on its online selection and ordering system, either on -site or via webinar, to Library staff. Training schedule and format will be determined when the profile documents are created. 9. The Library will order the majority of materials shelf -ready. For the purposes of this contract, "shelf -ready" means upon receipt of books, the Library staff shall verify the contents of the shipment, accept, check -in, and put the items into circulation. Shelf -ready items will have been cataloged and processed according to Library specifications and no additional cataloging and/or processing will be required of Library staff. Vendor Services Agreement Page 12 of 102 10. Vendor ship items to the City: a. Vendor will ship in -stock items ordered book -only and Mylar jacket -only within an average of 2 business days of order date. b. Vendor will ship at least 1 business days prior to street date those items ordered book -only and Mylar jacket -only that are ordered pre -publication and have an initial print run over 100,000. c. Vendor will ship by street date those items ordered shelf -ready that are ordered pre- publication and have an initial print -run over 100,000. d. Vendor will ship other in -stock items, whether ordered with shelf -ready cataloging and processing, within an average of 10 business days of order date. e. Vendor will ship 85% of published items ordered shelf -ready within an average of 20 business days For items 10.b and 10.c. hereof, Vendor will use commercially reasonable efforts to ship for delivery within the stated timeframes for street date materials. Vendor is reliant on publishers to provide units of high demand titles in a timely fashion. On rare occasions, publishers do not ship items to Vendor with sufficient amount of time to ensure street date delivery to the City. In these cases, Vendor will use commercially reasonable efforts to minimize the impact of publisher delay by shipping on an expedited basis. For items 10.a. and 10.d hereof, turn times as stated in Vendor's RFP response refer to days to ship from Vendor's warehouse following acceptance of order. Regarding item 10.e. hereof, Vendor's RFP Response (specifically Exhibit D, Item 14.1.5) contains additional details. 11. Vendor shall not charge City any sales tax for items under this Agreement. 12. The Vendor will warrant all items to be new, free from defects in design, materials and workmanship, and to be fit for their intended purpose. Unless otherwise specified, all items will be guaranteed for a minimum period of 120 days against defects in material and workmanship. During this period, if a defect is found and determined not to be caused by misuse, the Vendor will replace the item free of charge to the Library, or credit the invoice if the item cannot be replaced. 13. Damaged and defective items, items damaged in shipment, picking errors, and incorrectly shipped items (for example, wrong title, wrong quantity, duplicate shipments) will be returned to the Vendor for replacement. In the event a suitable replacement does not exist, a credit memo may be issued to the Library. Vendor will issue a UPS call tag or the equivalent upon request of the Library. COLLECTION DEVELOPMENT AND ORDERING 14. Vendor will maintain the capability of providing a broad comprehensive spectrum of books in quantities to meet the needs of a large public library system. Vendor will continue to work with a wide range of publishers including small presses, large print publishers, and Spanish language publishers, including Spanish language publishers outside the United States, for the duration of the agreement. 15. Vendor will supply new trade adult and children's fiction and nonfiction in hard cover, library binding, trade/quality paperback, and mass market paperback formats. This includes graphic novels, test study guides, large print books, lift -the -flap books, board books larger than four inches square, Spanish language books, and bilingual books. Vendor Services Agreement Page 13 of 102 a. Adult and juvenile trade hardcover editions — Hardbound materials with wide distribution for the general consumer and with broad mass appeal. b. Adult and juvenile trade paperback editions - High demand paperback materials under wide distribution. These are usually oversized, of a better quality than mass market paperbacks, and do not fit in standard paperback racks. c. Mass -market paperbacks/tall mass -market paperbacks - A standard rack size or tall paperback and printed on newsprint -type paper. d. Library binding — A special hardcover binding designed to be more durable than trade hardcover editions and to withstand use in a library environment. The majority of these are children's books. Only a very small percentage of the library's orders will be library binding. e. Graphic novels — Related to comic books but typically longer and bound in a more durable format. Many are printed as serial publications where issues are released under the same title and appear at regular intervals. Under this agreement, many of the graphic novels will be purchased through a standing order plan. f. Large print - Books where the print is considerably larger than the font used in typical publications to accommodate the visually impaired. Often this is 16-point size typeface rather than 9-, 10-, or 11- point size normally used. Large print books will be ordered as part of this agreement. 16. The Library may add additional formats as new formats become available. The Library will contact the Vendor when new formats are added. 17. The Library will use Vendor's Bibz2.com for selection and acquisitions. Vendor will provide access at no charge to an unlimited of users at the Library inclusive of brief MARC on -order records with customization, access to full text reviews and full grid ordering capability. Library will designate which staff have administrative privileges. 18. Vendor will provide pre -publication alerts and customized selection lists, based on the Library's collection development profiles, for various age levels, topics, languages, and genres. Lists will be available at the Vendor's website. Library staff will be able to create orders online directly from these lists. Specific lists and delivery schedule will be mutually agreed upon when the profile documents are created, but can be updated at any time with mutual agreement from both parties. Titles on the selection lists will meet the standards described in the RFP. 19. Vendor will provide a rush account service that the Library can use to expedite high demand titles. Library agrees not to utilize rush accounts for more than 20% of total annual orders. Vendor and Library may agree on other types of accounts to handle street date and various other delivery deadlines, special collections, and service levels. 20. Vendor will provide real-time in -stock information online. 21. The Library utilizes an Integrated Library System (ILS) called Polaris ILS from the vendor Innovative Interfaces, Inc. The Vendor will recognize and interface with the Polaris ILS. 22. Vendor's website will provide online grid -ordering functionality. Library may add quantity and grid information item by item to a cart or add items using grid templates with multiple locations and funds. Library acquisitions personnel will be able to create order carts that can then be downloaded to a MARC file using the Polaris load table to create multiple funds and locations in the Polaris order record. Once the order is placed through the Library's ILS, Vendor will deliver an electronic confirmation (acknowledgement) within 24 hours to either a designated FTP site or Vendor Services Agreement Page 14 of 102 to a designated point of contact via email. 23. When the profile documents are created, Library and Vendor will decide which Enriched order data information will be included. Options include title and copy information, branch codes, quantity per branch, call numbers, item type, location, holding codes, etc. 24. The Vendor will accept firm orders in all the following formats: • EDI (Electronic Data Interchange). Vendor will provide a system with the ability to build orders containing agency, copies, and fund code information in the Library's ILS. • FTP (File Transfer Protocol) • Ordering directly on the Vendor's database 25. The Vendor's online ordering system will be capable of processing, controlling, documenting, and reporting the following data elements: • Vendor name and address • Billed to location • Shipped to location • Account number • Purchase order number • Title, ISBN and other basic bibliographic and format information • ILS bibliographic number, ILS item record id, or other designated match point • ILS collection code • Locations/Branches, number of copies and fund codes • Special ordering/processing notes, to be defined when profile documents are created • Unit cost • Extended and total amounts 26. Vendor's ordering system will build an order record in the Vendor database with 970 tag or other functionality that can be used to create an order record in the Library's ILS. 27. Vendor will provide order acknowledgment, confirmation, cancellation, standing order, and status reports. Report frequency and delivery method will be finalized during the creation of the profile documents. 28. Vendor will provide order status information on its website. During the creation of the profile documents, Library and Vendor will agree on additional order status reports that may be required. 29. Vendor will maintain a 120-day backorder life for all titles. When titles reach this end of backorder life the Vendor will automatically cancel them and include them on a cancellation report that include at the minimum, author, title, publication date, quantity cancelled, PO name, and reason for cancellation. Vendor will indicate the reason for the cancellation on the notice supplied to the Library. 30. Vendor will provide up to 60 Diamond level TIPS lists at no charge. CATALOGING AND PROCESSING 31. While the majority (up to 95%) of library materials will be cataloged and processed, not all Vendor Services Agreement Page 15 of 102 materials ordered will be. 32. Bibliographic records will be consolidated whenever possible. Trade/quality paperbacks and mass - market paperbacks are added to comparable records for the hardcover when issued by the same publisher regardless of publication year, unless it is a revised edition. When a paperback is attached to a hardcover record, the ISBN of the paperback is added to the 020 field. 33. During the creation of the profile documents, Library and Vendor will agree on the cataloging method (remote Z39.50 cataloging, and/or Flex) to be used. Sources, selection, editing, and addition of bibliographic records; addition of holdings records; and updating Online Computer Library Center (OCLC) bibliographic information will follow the standards and specifications outlined in the RFP and finalized during the creation of the profile documents. 34. The Vendor will be allowed a 60-day learning period for cataloging and processing from the date of the beginning of the agreement. Vendor will be required to maintain an error rate of less than 1 % quarterly for cataloging. Errors are defined as variations from the cataloging and processing specifications outlined in the RFP and agreed to during the creation of the profile documents. Library and Vendor will work together to describe the tracking and reporting process. 35. After the above mentioned 60-day learning period, the Vendor will be required to credit the Library quarterly for the shelf -ready cost of each affected item with errors. The Library will record errors as they occur and report them to the vendor quarterly for credit. The credit amount will be the full cost of the item's processing as defined in Exhibit B. This credit will reimburse the Library for its efforts in correcting the work of the Vendor. In addition to tracking errors reported by staff, the Library will sample random shipments for accuracy. 36. The Library will report errors to the Vendor immediately, and Vendor will take steps to ensure future shipments are correct and that percentages are within the specifications. Failure of the Vendor to maintain acceptable percentages may result in the termination of this Agreement. 37. Changing Library needs may result in changes to cataloging specifications. Changes will be mutually agreed -upon by the Library and the Vendor. While changes may be discussed and agreed upon via telephone, all changes will be followed up in writing via e-mail or other written communication. Vendor will have changes implemented within 30 days of written notification of the change. If changes cannot be agreed on the City may terminate this agreement with 60 days' written notice. 38. Vendor will follow the standards and specifications for the physical processing of books as outlined in the RFP and finalized during the creation of the profile documents. SHIPPING, INVOICING, AND PAYMENT 39. The Library will work with Vendor to determine the optimal shipping schedule and methods, such as consolidated shipment, etc. when the profile documents are created. 40. Vendor will furnish the total number of copies ordered of any one individual title in one shipment and fill orders for multi -volume sets in one shipment unless doing so would delay the shipment by more than five days. In the event that shipment would be delayed by more than five days, the Library will accept partial shipments. Vendor Services Agreement Page 16 of 102 41. All shipments must be accompanied by a packing list. Packing lists will include quantity shipped, title, author, ISBN, and purchase order numbers. Each packing slip will reference the corresponding invoice. During creation of the profile documents, Library and Vendor will determine whether each box in a shipment will contain a packing slip, or if one box will have the master packing slip. 42. Vendor will absorb all shipping and handling charges, including any fuel surcharges. Inside delivery to the Processing Unit is required. Library staff will not assist with the unloading of pallets. The Library does have a loading dock. 43. Prices shall be Free On -Board Destination. Freight prepaid (FOB-D F/P). For the purposes of this contract, FOB-D F/P is defined as: Title passes to Library when goods are delivered inside the Library's specified delivery location. Vendor pays freight when goods leave its dock. Vendor bears all freight charges. Vendor owns and is held liable for all goods, including cataloged and processed goods, and assumes liability for damage/loss while said items are in storage and/or in transit. Vendor files claims, if any. Library understands that once materials are cataloged and/or processed to the library's specifications, the Library is obligated to receive and purchase the materials unless the items were ordered in error by the Vendor, the items are not the items ordered by City, or the items are damaged. 44. If orders are not part of an opening day collection, all orders will be delivered to: Fort Worth Public Library —Operations Center Technical Services Unit 8628 Camp Bowie Blvd, West Fort Worth TX 76116 45. The shipping label on each carton will list the pack date, freight carrier, purchase order number, account number, Brodart picklist number, carton number and individual carton weight. Each carton in a shipment is numbered, and indicate total carton count (e.g. 1/3, 2/3, and 3/3, or 1 of 3, 2 of 3, and 3 of 3). If Vendor is unable to provide all the copies required for branch distribution in one shipment, they will contact the Acquisitions Manager to agree how to handle the order. 46. Cartons will not exceed the maximum dimensions accepted by the U.S. Postal Service regardless of the carrier used. Maximum weight of each carton will not exceed 55 pounds. 47. Materials will be packed adequately to prevent damage in transit. Cartons will be properly sealed to meet or exceed recommendations and requirements of the U.S. Postal Service to ensure their arrival in excellent condition. 48. Vendor will include packing lists on all shipments that are not shipped with invoices. 49. Vendor will send electronic invoice files to a destination FTP site that accessible by the Library when orders are ready to ship. Vendor will also send EDI invoices to the ILS. 50. Vendor will provide materials invoices. These invoices can be hard copies or by electronic mail sent to Library staff members who will be identified during the creation of the profile documents. If email is not available, and invoices accompany shipments, the carton containing the invoice shall be marked to indicate that the invoice is inside. In the event that including an invoice holds up a shipment by more than 1 day, the Library will accept shipments without invoices. The invoice must Vendor Services Agreement Page 17 of 102 arrive within one week after the shipment has arrived. 51. Vendor's invoices for each title will include quantity, title (listed alphabetically), author, ISBN, unit list price, discount, unit price with the discount applied, and the extended total cost. The City's purchase order number and Vendor's Federal Employer Identification Number (FEIN) must also be listed on the invoice. Other invoice options will be decided during the creation of the profile documents. 52. Vendor will invoice cataloging, processing, and any service other than the materials separately. Cataloging and processing can be invoiced separately or combined, but each cataloging and processing invoice will reference or otherwise indicate the corresponding materials invoice. Invoice cost/pricing for cataloging and processing services will be expressed in specific monetary amounts, not percentages. 53. In the event that an invoice is incorrect, the Vendor will issue a corrected invoice. 54. In the event of an error requiring the Library to receive credit, Vendor will provide a credit memo in writing. The credit memo will include a description of what the credit was for and reference the corresponding invoice to which that the credit memo will be applied. 55. Electronic invoices are allowed by the City of Fort Worth's Accounts Payable department, but faxed invoices are not. In the event an invoice is faxed, the original invoice must also be sent to the Acquisitions Unit by mail or email. 56. Vendor must accept payment by either City of Fort Worth check, or through the City's ACH (Automated Clearing House) electronic funds transfer system. ACH is the preferred method. 57. Vendor shall send invoices with payment terms of "Net 30 days" only. 58. Vendor will make reasonable adjustments to shipping and invoicing processes as the Library develops workflow efficiencies. OPENING DAY COLLECTIONS 59. Vendor will provide collection services in conjunction with any opening day collection (ODC) at no cost to the Library above and beyond the contracted charges for such services for the general collection. ODC services will include scheduled selection lists, shelf -ready cataloging and processing, storage of materials until the Library is ready to shelve -out, and delivery to the new location. If there are special services required for collections unique to the new location, additional costs will be negotiated on a case -by -case basis. 60. Library will produce lists of titles that are to be automatically included in the ODC. Vendor will exclude these titles from any additional ODC selection lists. 61. Vendor will create ODC lists in categories to be designated by the Library including separate adult, teen, and youth lists for Dewey number breakdowns and fiction genres. 62. Vendor ODC lists must include the following information per title: • Author/editor (last name first) • Title Vendor Services Agreement Page 18 of 102 • Publisher • Date of publication • Edition • List price • Discount price • 13-digit ISBN or ISSN • Availability of the item • Binding type • Full text review, if available, or book description/annotation • Indication of initial print run, if available 63. ODC selection lists will be posted to BIBZ2.com for marking and will be ordered through the vendor website. 64. ODC selection lists will only contain items the Vendor can supply. 65. Library will be given a minimum of 30 days after receipt of acceptable ODC selection list to select and place the order. 66. Previously selected titles must not appear on forthcoming ODC selection lists. 67. Library will place ODC orders in accordance with the mutually -agreed to project schedule. Vendor will be kept apprised of revisions of the opening date. Vendor will supply and ship 90% of the items 30 days prior to opening day, provided the Library abides by the schedule. 68. Vendor will provide all staff support, office and warehouse space and the equipment and supplies necessary for the acquiring materials from publishers, processing, cataloging, storage and shipment of ODC items. Vendor will designate at least one individual by name to serve as its representative to Library during the agreement period. 69. Invoicing for ODC materials, cataloging and processing will occur at the end of the project once materials are received by the City of Fort Worth as required by the City of Fort Worth purchasing rules. Vendor will issue one invoice per ODC purchase order. 70. Materials for the ODC will be stored separately from the materials being ordered for existing branches. 71. Vendor will establish separate ODC accounts for each category of materials as defined by Library. Each fund account will have a cap determined by Library, which may not be exceeded or adjusted unless authorized by Library. 72. Vendor must issue an ODC fund report twice monthly and then weekly when the project is 90 days from completion. It will at least include: • Fund name • Original budgeted amount • Backorder amount • Invoiced amount • Available balance Vendor Services Agreement Page 19 of 102 • Number of books ordered • Number of books in process • Number of books backordered • Number of books cancelled • Number of books invoiced • Total balances for each category listed above 73. Orders made for an ODC will be stored and shipped at no additional cost to the Library until delivery is requested by the Library. Vendor will store all ODC materials in a climate -controlled facility until requested by Library. Items should be packed in a rough shelf order. Rough shelf order would be Dewey centuries or decades depending on the Dewey number for non-fiction, and rough alphabet breaks like A-C, D-G, etc. for fiction. 74. Vendor will conduct an initial conference call or virtual meeting within 30 days of an officially announced ODC project. An additional virtual visit or conference call to review and amend the profile documents for each ODC project will occur within 45 days of such date. 75. Vendor's project contact person will be available for weekly conference calls to discuss the ODC project as necessary. 76. Vendor will work with Library to develop ODC project schedules and timelines. 77. At Vendor's expense, Vendor will provide an employee to be on -site for the delivery of the ODC collection. COLLECTION ANALYSIS TOOLS 78. Vendor will provide Brodart Analytics to assist the Library with predictive ordering for a fee that is listed in Exhibit B: Fee Schedule. 79. Vendor will facilitate and provide invoicing for LibraryIQ, a suite of library analysis tools owned by LSSI, Library will pay invoices provided by Vendor. LibraryIQ is the required analysis tool for the Brodart Analytics functionality. Pricing for LibraryIQ is provided in Exhibit B: Fee Schedule EVALUATING AND MEASURING THE SUCCESS OF THE AGREEMENT 80. The Library will conduct monthly audits on invoices to ensure that pricing and discounts are aligned with this contact. The Library will conduct turn -around -time studies to determine if the needs of the Library are being met. The time studies will evaluate how long it takes from the date of publication or the date of order to get the cataloged and processed materials to the Library. The expected cataloging and processing error rates of less than 1 % will also be utilized when evaluating the success of the agreement. Vendor's overall fill rate for all United State imprints, for each year of the contract, must meet or exceed eighty-five percent (85%) for all items ordered. Failure to meet this measure may result in termination of this Agreement. FLEXIBILITY IN MEETING SPECIAL CIRCUMSTANCES AND NEEDS 81. Vendor will work with the Library to try to meet any special circumstances or changing needs that may occur during the contract period, such as the planned upgrades of the existing ILS, Vendor Services Agreement Page 20 of 102 implementation of a new Integrated Library System and/or workflow and process changes. The Library will strive to be flexible and open-minded, as well. The Library will be interested in and open to ideas from Vendor on ways to improve turn -around -times, workflow, and service to our customers. 82. The Library reserves the right to add and/or delete services to this agreement. Should a service addition or deletion result in changes to payments or prices, such changes will be incorporated by amendments. Vendor Services Agreement Page 21 of 102 EXHIBIT B PRICE SCHEDULE Materials will be supplied to the Fort Worth Public Library at publisher's list price less the following discounts: Trade Hardcover Editions 47.0% Non -Trade Hardcover & Paperback Editions 15.0% Publisher's Library Reinforced Editions 24.0% Hardcover Reinforced Editions 41.0% Trade Paperbacks 41.0% Mass Market Paperbacks 41.0% Prebound/Vendor-Bound Editions 10.0% Large Print - Hardcover 47.0% Large Print — Paperback 41.0% Graphic Novel - Hardcover 47.0% Graphic Novel - Paperback 41.0% Non -Trade: Subject matter such as technical, reference, scientific, medical publications, retrospective titles, titles published by a small press for adult and juvenile readers, and/or titles on which Brodart receives minimal or no discount. Publishers whose titles have limited sales volume and/or limited demand may be in this category and will be invoiced with the nontrade discount of 15% or invoiced at the publisher's list price. Publisher's list prices are subject to change without notice. Vendor Services Agreement Page 22 of 102 Additional cataloging and processing components are available upon request. All prices are applied per book. Compleat Shelf -Ready Includes a full -level Compleat MARC record $4.49 Cataloging and Processing customized to your specifications with associated using Z39.50 access to holdings tag and Brodart-supplied components Polaris for: One linked barcode, Mylar jacket or label protectors for books with no dust jackets, spine label, book label, and RFID. Flex Cataloging and Includes a full -level Flex MARC record customized $3.65 Processing to your specifications with associated holdings tag and Brodart-supplied components for: One linked barcode, Mylar jacket or label protectors for books with no dust jackets, spine label, book label, and RFID. Processing — A la Carte Processing — A la Carte Processing — A la Carte Processing — A la Carte Processing — A la Carte Barcode label Spine label Book label Label protector Mylar jacket $0.32 $0.32 $0.32 $0.32 $0.81 Processing — A la Carte RFID tag Brodart-supplied universal tag encoded $0.75 with barcode number BrodartGuard (Paperback reinforced with laminate) $2.40 BrodartConvert (Paperback conversion to hardcover) $4.50 Fort Worth Public Library may select any of the following Collection Development options. Vendor Services Agreement Page 23 of 102 FASTips Standing orders for popular authors No charge and series TIPS, Silver Standard specialty selection lists No charge TIPS, Diamond Customized selection lists I No Charge Continuations Standing orders for serials No charge Bibz Online Collection Development and No charge Ordering Tool Bibz Analytics — Year 1 Offering a 30% discount in year 1 $14,000 Bibz Analytics — Year 2 Offering a 15% discount in year 2 $17,000 Bibz Analytics — Years 3 - 5 Standard Pricing — years 3 - 5 $20,000 LibrarylQ—Year 1 $25,000 LibrarylQ—Year 2 $26,250 LibrarylQ — Year 3 $27,560 LibrarylQ — Year 4 $28,950 LibrarylQ—Year 5 $30,400 Processed material shipments will be sent by best means (USPS, common carrier or UPS ground) and will arrive prepaid for inside delivery to a central location. No Charge CATEGORY/BINDING DEFINITIONS FOR PRINT MATERIAL Trade Hardcover: Published with a glued binding and a hardcover. Trade hardcover editions are usually current fiction or nonfiction and are generally published for the average consumer. Publishers promote and advertise these titles more aggressively and print runs are greater than the norm. Juvenile Trade Hardcover: Published with a glued binding and a hardcover. Current popular fiction or nonfiction books designed for children, usually with subject matter of broad appeal. Publisher promote and advertise these titles more aggressively and print run are greater than the norm. Publisher's Library Reinforced: Published with a high quality, usually fanned, sewn and glued binding. Sometimes known as a "School" or "Library" binding. This binding has the durability required in a high use library setting and is usually reserved for children's materials. All publisher library reinforced editions will receive the discount quoted in this category. Hardcover Reinforced: Published with a durable fanned and glued hardcover binding that may or may not be sewn. Also known as "Single Reinforced", "School" or "Library" binding. Subject matter may be directed at adults or juveniles (though they are usually reserved for children's materials) and may be fiction or nonfiction. Vendor Services Agreement Page 24 of 102 Non -Trade Hardcover: Published with a glued binding. Subject matter such as technical, reference, scientific, medical publications, retrospective titles, titles published by a small press for adult and juvenile readers, and/or titles on which Brodart receives minimal or no discount. Publishers whose titles have limited sales volume and those who are not in compliance with Brodart's purchasing requirements may be in this category. University Press: Hardcover and paperback selections from publishers that are associated with universities of higher education. Trade Paperback: May also be known as a trade paper or quality paperback for popular and current trade titles published with a paper cover. The quality of the paper and printing in trade and quality paperbacks is usually high. Mass Market Paperbacks: Mass market paperbacks are paperbacks sized to fit standard retail display racks; trade paperback have larger page sizes. Trade discounted paperback editions are generally published for the average consumer with subject matter of broad appeal. Non -Trade Paperbacks: Published with a quality paper cover. Subject matter such as technical, reference, scientific, medical publications, retrospective publications, small presses for adult and juvenile readers and paperback titles on which Brodart receives minimal or no discount, publishers that require prepayment. Publishers whose titles have limited sales volume and those who are not in compliance with Brodart's purchasing requirements may be in this category. BrodartBound: Turtleback's high -quality bindings significantly extend the life of a book by using the finest materials and processes in the industry. More durable double -fan adhesive or sewn binding replaces the publisher's original binding. The publisher's colorful, illustrated paperback cover is scanned, digitized, and reprinted to produce new cover sheets that are wrapped around heavy hardback board. BrodartConvert: Originally published in paperback and converted to hardcover. BrodartGuard: Paperback reinforced with a 10-mil (2-mil spine) laminated cover. Vendor Services Agreement Page 25 of 102 EXHIBIT C RFP #24-0144 Request for Proposal Response CFTY OF FORT WORTH - PURCHASING DIVISION PROPREETARY INYORNUTIO-1, QU.UIFIC ATION QUESTIONNAIRE, AND li A.NDATORY REQUIREMENT Doc_ Ref#: RFP-08 I Page 1 of 7 Legal Maine of Proposer:: Bradart Co_ 1.0 PROPRIETARY INFORIiATION i_ All material submitted to the City becomes public property- and is subject to the Texas Public Information Act upon receipt_ ii_ If a Bidder does not desire information that it believes to be proprietary in the bid to be disclosed, the bidder must list each page number in the chart below and must clearly mark and identify each page by including the word "PROPRIETARY" in all caps and highlighted yellow on the bottom center of each page at the time of submittal_ The City will, to the extent allowed by law, endeavor to protect such information from disclosure_ The final decision as to the information that must be disclosed lies with the Texas Attorney General_ Note: Pricing may not be marked proprietary and will be made publicly available in the form of a bid tab following evaluation of all bids_ By submitting a response, Bidders agree that pricing is not proprietary and may be released_ M_ Failure to identify proprietary information, as required in 9.2_ % ill result in all unmarked sections being deemed non-proprietary and available upon public request. Pages with information Please indicate if only specific sections believed to be oil t11e Page are belie-ved to be Proprietary Proprietary (Pages 11-13 Additional Sheets All content (Pages 24-25-Additional Sheets Letter a) What's New at Brodart? 10 PROPOSER'SQ-U:U TCAUONQUESTIONNAIRE The information provided on this questionnaire and in the Proposal, submittal Page 1 of 7 Vendor Services Agreement Page 26 of 102 CITY OF FORT WORTH - PI-RCIL-XSING DIVISION PROPRIET RYI FOR IIATION5 U-UM ATION i-ESTIONNAIRE, :AND NIA DA TORY REQUIRE A-EENTS Doc- Ref#: RFP-08 I page 2 of? will be used to determine the responsiveness of the Proposal- Please answer each question thoroughly- Answers may be provided on a separate sheet as long as each response is labeled according to the question- 2.1 Will the agreement be available for Cooperative Agreement use? Please refer to the Cooperative Purchasing clause in the " RFP-01 Instruction to Proposers" document - Yes X No 2-2 Prompt Payment Discoiuit Tereus: MA Percent Days (r-e- 3% Net I;, etc. 2-3 How long has your company been -in the wholesale book business? 85 Years (Attach information that can be used to veri fy your years of experience-) 2-4 How long has your company been providing cataloging and processing Services? 6 1'�� r (Attach information that can be used to verify your years of experience_) 2-5 On the reference document (RFP-04 Reference heet)hst at least three (3) multi -library public library systems using Polaris (Version 7-4 Build 2I7I5) for which the vendor has supplied books, cataloging, and processing services during the past three (3) years- References must include a total of three systems With a materials budget iu excess of 1-5 million- Please indicate the system used by each library and which libraries have budgets in excess of t -5 million annually- The list should include library names, addresses, Acquisitions. C".ollection Page 2 of 7 Vendor Services Agreement Page 27 of 102 CITY OF FORT WORTH - PURCI-USING DIVISION PROPRIETARY INFCIR_NL4,TION, QUALIEFICATION UESTION—NAIRE, AND _NL4X1) ATORY REQUIRE-AlENTS Doc_ Ref#: RFP-08 I Page 3 of 7 Development contact people with telephone numbers: e-mail addresses, and which IILS is as ed_ 3.0 VENDOR PERSONNEL- 3-1 For a contract this size, how ivan-v staffwould be assigned to Catalog nuttenods? 10 How many staff would be assigned to Process maten'als? 12 4.0 E'EN-DOR'S ACCESS TO INITNTORY AND DELIVERY SERVICES 4.1 Munber of in -stack Spanish titles: approximately 7,000 Nutuber of Spanish publishers supplied: approximately 2,300 4.2 Is Vendor able to provide access to real-time, in -stock information online (check one): YE NOS 4.3 On a separate sheet, please describe your delivery options, far example: consolidated shipmeuts_ drop ship_ etc_ See Attachment 4.4 Prov.ide a sample packing list_ See Attachment 5.0 ABILITY TO CATALOG _ _D PROCESS BOOKS AS SPECIFIED 5.1 Describe how. you would get F PL's holdings records iuto the OCLC database and the corresponding cost of providing this service. See Attachment _0 CATALOGING METHODS FOR BIBLIOGRAPHIC AND HOLDINGS RECORDS n/a _ 1 Please fully describe your proposed alternate cataloging method_ Page 3 of Vendor Services Agreement Page 28 of 102 CITY OF FORT WORTH - PI -RC IUSI G DIVISION PROPRIETARYINFOR_NUTIO , QUALIF[CAT [ON UESTIO NNAIRE, AND -NU-NDATORY REQUIRE NIE TS Doc- Ref#_ RFP-08 I Page 4 of 7 7-0 CATALOGING SPECIFICATIONS 7-1 Number of days necessary to fully catalog AND process an item using option 1 (book in hand lire in system: n1a days 7-2 Number of days necessary to fully catalog AND process an item using option 2 using 39-50: 7 - 10 days. 7-3 Number of days necessary to fully catalog AND process an item using option 3 (acceptable vendor proposed method): n/a days- 8-0 DATA BASE SERI ICE S 8-1 Please refer to Document BT-2.5FI Bid table to enter your data base access fee and additional costs (if any) providing new publications selections lists- 8-2 Number of users allowed and at what level - An unlimited number of users are allowed at all levels - Admin, selectors. authorization to submit orders, FTP MARL download Drivileaes 8-3 Please describe the different levels of access available in your database (use additional sheet(s) if necessary) - Ad mi n - assigns all users and user access privileges including access to profiles, branches, fund codes, families, grid templates, read/write privleges- FTP MARC Data - authorized to download MARC data files Submit Orders - authorized to place an order 8-4 Bidders are required to provide temporary access to the database so that library staff can evaluate the services for the purposes of determining the successful bidder(s)- Web Address: w. bibz-com Login: Password: Page 4 of 7 Vendor Services Agreement Page 29 of 102 CITY OF FORT NORTH - PI-RCH K G DIVISIO PROPRIETARY I�N-F0R-VATIC N. Q I-ALI F K 'ATI0 QUESTIONNAIRE, AND MANDATORY REQUIREMENTS Doc. Ref#_ RFP-08 I Page 5 of Expiration date of trial access: at end of contract Dame of Vendor's selection and ordering database: Bibz 8.5 Describe hove your selection lists are created and at what frequency. Include a sample new. title selection list. This can either be an attached list or a cardlist in the evaluation account on the -vendors' database (use additional sheet(s) ifnecessary)- SeeAttachment 8-6 Describe your Spanish book sern-ices including hove you inform libraries of new publications (use additional sheet(s) if necessary) See Attachment .7 Please describe your dmiand levels and how users of yourr database can ascertain the demand level of titles. fuse additional Sheet(s) if necessary)- Bibz alloys a user to set a demand level when executing a search. Bibz demand levels include Hot. High, Average and Moderate. The demand level is based on Brodarrs sales to libraries, including NYP titles, for the past 13 months. 9.0 ORDER SERVICES 9.1 Please describe any additional services that are offered and/or will be offered by the Vendor that can help the library make predictive collection decisions regarding titles and/or authors and placement amongst the library's locations. If the sen-ices described cost additional charges please indicate the charges. Please indicate which sen7ices are live/in production and � . hick are in development (use additional sheet(s) if necessary) - See Attachment Page 5 of Vendor Services Agreement Page 30 of 102 CITY OF FORT WORTH - PURCILkSING DIVISION PROPRIETARY INFOR__W4,TION, QU_UIFIC-ATION QLESTIONN- AIRE, AND _NLU DATORY REQUIRE N IE NTS Doc- Ref#= RFP-08 Page 6 of 7 Additional Charge: Yes X No ifves-11ow. milcll see our Toll -free number: 800-233-8467, ext 6563 Pricing Proposal E-mail address: Tina_Jodunbrodart_com 10-0 C'USTO-N ER SERVICE AND REPORTING SERVICES 10-1 Progjide a sample order acknowledgment and/or order confirmation - 10-2 Provide a sample cancellation report. See Attachment for all samples 10.3 Provide a sample status report and list of status codes- 11-0 LNV- -ICING SERVICES See Attachment for all samples 11-1 Provide a sainple materials mvoice- 11-2 Provide a sample catalogmg..'processiug inv.oice- 11-3 Provide a sample credit memo- 12.-0 RETURNS AND CUSTOMER SUPPORT See 12-1 Provide a copy of your return policy and your credit memo Policy- Attachment 12-2 E-mail and/or toil -free phone number for placing orders: Telephone orders tV calling 800.474.980 _ E-mail orders to bookscs brodart_com_ 12-3 Internal Customer Service Representative NAME: Tina Jodun TOLL FREE NUMMER: 800-233-8467, ext. 6568 E-NLkM ADDRESS: Tina-Jodun@brodar-t.com 12-4 External Customer Service Representative (Sales Rep-) NAME_ Loree Tillman TOLL FREE NUMBER: 800-283-8467, ext- 6374 E-MAII, ADDRESS: Loree.Tillman0brodart-com 12-5 Cataloging Contact NAME: Tracy Powell TOLLFRFF.I+LjdBER 800-283-6467, ext- 6265 Page 6 of 7 Vendor Services Agreement Page 31 of 102 CITY OF FORT WORTH - PURCHASI G DIVISION PROPRIETARY INFOR.NUTIO , CAL UIFICATIO i-E STI0 AIRS, AND MANDATORY RI QUIRENTENTS Doc. R.ef : R.FP-0S I Page 7 of 7 EvuULADD1.E : Tracy. Powwellabrodart-com 13-0 OPENING DAY C'OLLEMO 13-1 On the reference document (RFP-041eference Sheet) List 3 multi - library public library systems that you have done an ODC collection for ,in the last 3 years- Include: 13-1-1 Library Name and Address 13-1-2. Contact person- plione, and email address - 14-0 ADDITI0NAL SERVICES 14-1 Discards — If the Vendor provides or partners With any third party c ompany to process library discards and univ.anted donations_ please describe those relationships and services- Please include how payment for items is handled and all options that are available for payment (use additional sheet(s) if necessary)- Brodart does not provide or partner with any third party company to arocess library discards or unwanted donations- 14-2 If there are additional serVices or options that have not been discussed elsnv-here, please take this opporruiu y to de;smbe them here- Please include any pririug that would be involved as well (use additional sheets if necessary) - see Attachment Additional harge:es no If yes, hove much? Please refer to Brodaffs Pricing Proposal Page - of Vendor Services Agreement Page 32 of 102 Doc- Ref# RFP-08 City of Fort Worth -- Purchasing Division Proprietary Information, Qualification Questionnaire. and Mandatory Requirements Question 4.3 On a separate sheet, please describe your delivery options, for example: consolidated shipments, drop ship, etc. Brodart Shilonincr and Deli very Cations Our delivery schedules are very flexible and can be oustomi2ed to accommodate your library's needs- Brodart +r ill be happy to work with the Ilbrary to accornmodate changes in shipping requirernents as they arise. Brodart* standard shipping and delivery options include: 1) Central Shipping - daily stripping to a central location - Shipments are sent daily via best method (common carrier, USPS, or UPS Ground) F.O.B. destination fro in our warehouse to a central location. 2) Branch Shipping - daily shipping to multiple branch locations - Shipments are sera daily via best method rcamrnon carrier, U5PS, or UPS Ground) F O.S, destination from our warehouse to the branctl libraries, There is an additional charge for branch shipping. 3) UPS Only Shipping — daily shipping to a central looation or to multiple branch locations via UPS. There is an additional charge for UPS Only shipping. 4) Consalidated Wee kiy Shipping — All cataloged, procE?swd and invoiced material is consolidated and shipped from ourwarehouse to a central la cation tD arrive on the day of your choice. 5) Multiple Consolidated Shipments per Week —AlI cataloged, processed and invoiced material is consolidated arld shipped from our warehOLISO to a central la cation to arrive on m4iltiple nays of your clloice. Brodart currently ships your materials twice v mekly on Monday and Wednesday. riy of Pnrt 1': rvtn - RFP t`2.1--01.}ry I fnmy knclm anr. S�rmin Brudart WIlLpaw Rrspause- RK-OB °Iddiliunal Slurr;s tIdge 1 Vendor Services Agreement Page 33 of 102 Question 4.4 Provide a sample packing list. Packim Sih Bra dart's packing slip, t+rhich includes the title, aLitho r, ISSN, quantity shipped, customer purchase order, and list price of each item, is packed In the last Tartan of every shipment- The carton indicates that in packing slip is enclosed. This packing document shoves a control number, which can he matched with a corresponding invoioe. 149eS93T PACKING.943P e Sete [a. 506Ard. Lrwre Phme! 4$UOF 2" $497 GATE PAGE 4a 10 132a•24aT 'r`Allamlporr.PA 17791-7904 a2, ;2, y Fax 40MI AAG.E70 11111111111M F1III II1MIII SInRTt'AuLX4. M9022 A=Tyac POLARIS P,ajoew CXf Mk FATF950K 9FR'2 FMRT WORTH CENTRAL LIHFMRY 13 lic-11 0829 QVX- BOWIE WEST WT Dm,+ FygM 070=1265 ArVi SMONR FORTSWORT+4T9 M14 PACHI11G SLIP MO.: 6062JA32§E300 Krr GRiYJP: 1 htm Na MMor � Cr1"r+�iw R ilri Cwdtl Fa mu1 TM. Idnnch HahYencF L71?Pi1et Lmtrlo Streetc3 * F t791199a36}34 Llmquil, Late C arh1,'B.&XV BMWd Book KJnbHC-r--122a 315.9a. 2190243 Hardemu 1 CSOT j49154E Ff17 1119RT7 i 8791a996"JG337 Elmquci,Lsr Gbk tr Baby, BvrdDo* KjmHDTh1223 � 570.951 2.r D2#J 1lardovrar 1 SWTR 4481945 14FJ -158017 67817S4rrc 43M 'UWIVh11.Sew D-C�sgaa Gel Il w Part, SL.Iw;i KJ.gnVOL 1223 ' 522.$0 217B22d Hardo ur 1 GDT ±10N443 111 Zir.2424 .�6942F 4?M2Wi;M155 UrdkrhiL Sw,A Or'ilc5gw C,Ai the Dart' Srled FSJgre,[1L1223 522.9 _'AUZU tlndoorer 1 svirR }}IH4M3 I '"7 '9JJ2':�202d RS9497 �rG03SLK35N: Jewel. rNra y CS+c tl:1:Jp-'-earned;'haul Rao".I ' -&nH 123 12IM 2'!!72025 Ham!Dyder Leamrr4 bi 5oh50- SGN ?499251 I id aV,7.2(24 t67902 111 �7 M35%)e2-t J&wNL-Mny EobWLirq iLg2rr dAbaul RaH".I ISJr� M123 7 121.99 s:721125 Haalt cr Le9 &In 5ahi.W 1 'M46 �eg251 I °; FJ?7M4 M79OF g7F11655]#7'33f. vary Ktd�' r,"PFe Haard M; F-.179 118. 7,74Arlo Hr�.I—.. 1 ODT �14.0976 I 92 Ot24dQN 97010 8761DERf'F?W -Y".K84y FwrwrlHao,d Kr�1123 2 516.$p 217"N Hwdanoi 1 'ACY -.199574 I =t.MM ' fa1a H1 tl110LS cDJtl1: !vxrl`, .Le'etllarthal Mrlll� 2t71 EBtl Ilardmer 1 GUr 14UGEFa 76 D2,V ,C24 5T141 JII 6"DOZ.'Y n{ Gmere Jaad Afar Ctlrt M!gni123 2 i2f.94 7'T,:w Hardmer 1 3W'rR 4888. I 77 53'35.'sCs4 67741 riy of Pnrt 1': rvtn - FFP t`2.1-01.1- 11'.1muy F4.ie lm anr. S�r:1x'1n Brudart WilLPJQ.' R-npJIISe- R I`43 ld{11L14Ynal 51LL!r;s yy Page G Vendor Services Agreement Page 34 of 102 Question 6.0 Ability to Catalog and Process Books as Specified Describe how you would get F PL's holdings records into the OCLD database and the corresponding cost of providing this service. When utilizing ourZZQ.50 methodology, a file containing new titles added to your database is sent to OCLC on a daily basis. OOLC processes these files each night to add your holding symbol to the new titles. The library's unique OCLC data sync callection ID identifies the file as a FWPL file. There is no charge from either OCLC or Brod art far the holdings update services. Question 8.5 Describe how your selection lists are created and at what frequency. Include a sample new title selection list. This can either be an attached list or a cart1list in the evaluation account on the vendors' database (use additional sheets} if necessary). TIPS {Title Information Preview Service) Notification Procram delivers selection lists for new and forthoorning titles. Choose from two se Moe levels — ■ Silver TIPS - every month receive free curated lists spanning an array of subjects and age ranges. Choose the lists that interest ycu and they viiII be automatically posted to your online account. Diamond TIPS - de Fine your avrn col lectian categories. Set specific parameters and the lists will be automatically posted to your online accaunt. Customize as desired. A sample TIPS rrevr title selection list has been pasted to your ternparary Bibz account. You can access this list at vawi-Bibz.com — Login - FortWbid Passk+rord — FuffWbid List narne - Adult Fiction Starred Reviews 03262024 riy of Pnrt 1': rvtn - RFP t'l.1--fl I I., I i'.5m knclm anr. Brudart WilLpaw Rnpause- W-OB Iddiliunal Slurr.t- Page 3 Vendor Services Agreement Page 35 of 102 TIP&9 - Notification Program TIPS (Title Information Preview Service) is designed to help your library streamline its ongoing selection process. We identify new titles, gather all pertinent infarmation on those tales, eliminate duplicates, and present you with regular lists of new titles to consider for your col IeMion- These profile elements, C1.- ur v-ifioaIly to meet the needs of libraries. alloy you either to create a profile that mimics your current title identification and list -building process 0R to explore new approaches to the collection -building process. In other words, if you currently compile lists from multiple journal revierus, twe can da that for you. Or. if you xvouId like to expand the number of sources from v,,hich you draxv titles. we can marlitor nevetitles by publisher, series, author or illustrator. Two levees oT I Ir-o. are a oaiiain& LD f9WOMmoda[e you specific riaeos- vwe Liu 1rle legavork; you make yGur selections - level 1 - `3ilver TIPS Pilo nthly Ilsts of the most 90PLI18r LI[IIRS UeIIVRI'IR0 10 YOU On1I110 aW,01111'11 0 me a charge for Brodart customers. Full -text rev ievis are provided when available. Silver TIPS Prograins incl4ide - Children's Silver TIPS Board Books for Libraries Formats appropriate for public library use in terms of size, shape, and materials • Selected by our children's buyer * Most titles due for publication within next Uva months Top Children's Hardcover Titles • Popular and high- quality nooks for children through age helve • Emphasis on picture books, bUt nonfiction, fiction, and graphic novels also included * Seasona I coverago For holidays plus one topical backlist each month Most titles are one -month prepublication rods Chkkq.L s Paperback 'Titles * Beat new releases for children thro41911 age Nrelve * Many reprints of popular hardoavers, but also includes paperback originals, especially popular series * Emphasis on titles classed as Easy, but also includes fiction and nonfiction • Most btlesone-month pre -publication cr current month of publication riy of Rnrt 1': rvth - FrP t`2>-111 �^ I i'.5rvai} F.k�clm anr. S.�.mir.� BnxJartGompaW R,npause- RYI`-oa °lddiliunal Skeert.t- Page 4 Vendor Services Agreement Page 36 of 102 Children's KidSafe Graphic Novels Graphic novels that have been feviewed book -in -hand or online and judged suitable for children through age Melve * Titles are both popular and high quality _ * Includes mangar and other series, plus important single t ties and nonfiction in a graphic FQrmat Includes a range of publication dates due to book -in -hand review requirement Fresh Reads for Kids * Forthcaining titles from children's favorite authors * Primarily picture books and fiction, with some easy readers and nonfiction Included *_Hardcover, reinforced. and library editians, as 1.1fe1I as paperbacks * Publica#ion dates from the ourrent month up to three months pre- publication Children°s and Teen Nonfiction Picks Recreational non-fiction titles for youth that may OF may not be reviewed Hardcover, reinforced. and library editions, as well as paperbacks * Pu bl ica Lion d ates are up to 2 mont hs p repub licatio n Teen Silver TIPS Top Teen Hardcover Titles * Popularand high -quality titles for iniddle school and high school readers gage tern and up) * Emphasis on fiction, particularly science fiction„ fantasy, and horror; also includes nonfiction for recreation and school support Selected high interest.low readiniq level titles and graphic naveIs * Mostti les are one -month pre -publication Top Teen Paperback Titles * best new releases for middle scbooI and high school readers (age ten and up) ri} of PnrtS: r41T. - UP t`2-1 1I+- I fnmy Pw lm anr. Brudart WilLpaw Rnpause- W-OB °Iddiliunal Slurr.t- Cage 5 Vendor Services Agreement Page 37 of 102 • Many reprints of pop Lila r hardcovers, bUt a lso includes paperback ❑riginaIs. especially popularseries Emphasis on fiction, but some nonfiction and graphic novels included Most tit lea one -month pre -publication or current month of publication Teen Kid afe Graphic Novels Graphic novels that have been mvievred book -in -hand or online and judged suitable For ages teen and up • Titles are bath popular and high quality • Includes inanga and other series, plus important single titles and nonfiction in a graphic rormat • Includes a range of publication dates due to hook -in -hand review requirement Graphic Navel Reads for Teens • Populargraphic novels for ages ken through nineteen Incorporates Teen KidSaFe and other titles suitable for tureens and teens • Includes inn nga and other series, plus important single titles and non "ion in a graphicformat • Titles may be up to four months pre -publication Adult Sliver TIPS Blockbusters • H a rdoove r title s that no public library can be without' • Adult fiction and nonfiction From the most popular authors or on hot topics Titles with large print runs and heavy publisher promotion Three to rourinonths pre P4iblication Top Adult Hardcover Tities High demand adult popular reading - Fiction, and nonfiction from top -selling authors plus titles from promising first novelists • Selected movie tie -ins and graphic nvyeIs • Includes Blockbusters (available separately above) plus othe r titl es to _ round out genre interests Three to four months prepublication ri} of Pnrt Y: nth - FFP t`2-14I+- I fnmy knclm anr. hrmir.� Brudart WilLpaw r{C pvm:e- rt} r-oa °Iddiki Ynal 51w,rt;Y Page Vendor Services Agreement Page 38 of 102 Top Adult Paperback Titles + The best upcoming paperback titles for a popular reading collection Emphasis on high demand authors and titles. inctuding titles that vdere Ne}iv York Times Bestsellers in hardcover Mostly fiction but some nonfiction included + Includes both originals and reprints, trade and mass markets Most Lit les one -month prepublication UrbanFix + Urban fiction (aka street lit) far the adult eolleaio-n + Emphasls on African-Arnerican Characters In an urban setting Includes tit lesvvith sex. Violence, drugs and strong language Primarily trade paperback but some hardcovers and mass markets included • Most titles from current month up to two months pre -publication Christian Fiction • Christian Fiotion for the adult: collection - Emphasis on Eva ngelicaI Christian fiction; afso inoludes Urban C hristia;; • Hardcover and trade paperback hindings + publication dates from current month up to four months pre -publication Large Print TIPS • Extensive list of large print offerings from all the major publishers + Most titles are adult fiction, but adult nonfiction and some titles for young readers also inducted Mast titles We NVO months prepublication Picks for Public Libraries + Practical adult nonfiction that is not likely to be reviexwd + Hardcovers and paperbalcics on topics such as computers, math, hcalt^ business, weddings. pet care, and more + 125 to 15a titles per month chosen by our experienced staff Most t it les one -month prepublication riy of Rnrt S': rvth - RFP I`2-r11I+- I fnmy knclm anr. lkmw % Brudart WilLpaw Rripause- RYr-OB °Iddiliunal 51w,r.t- 11iiwf- 7 Vendor Services Agreement Page 39 of 102 Graphic NoueI Reads for Adults • Popular graphic navelS intended For an adult audience + Includes mariga and other series, plus important single titles and nonfiction in a graphic Format + Most titles one to three months pre -publication Spanish Silver TIPS Top Spanish Titles • The best fiction and nonfiction frir native Spanish speakers • Titles frern ofFsh4re and U.S. publishers Focus on international authors, but also includes translations of popular U.S. titles - Publication dates vary from two months prepublication to six months post - publication (but recently available for U.S. distribution) Adult Spanish TIPS - Reoomrnencied Spanish language fiction and nonfiction + Titles from offshore and U.S. publishers; originals and translations + Focus on frction and practical nonfiction in hardoover and paperback Includes Top Spanish Titles (available separately above) pins others to expand the selections + Pu bl ica tion d ates va ry Childven's & Teen Spanish TIPS • Recommended bilingual arrd Spanish language Mles for preschool through high school Titles from offshore and U.S. publishers, originals and translations Focus on picture books and nonfiction, but also includes fiction, board books, and graphic novels Publication dates vary ri} of Pnrt S: r4lT. - FFP t`2-1 1I+- I fnmy knclm anr. Brud art WIILpaw Rnpause- RYr-06 °IddiliunaI 51w,r.t- tIdge 8 Vendor Services Agreement Page 40 of 102 Level 2 - Diamond TIPS Notification Proaram Brodart's hallmark TIPS. Review -haled, rristorn profiles for title lists %vith full -text reviews delivered to your online account weekly, twice monthly, or monthly. Upgrade any TIPS list to Diamond by cornbining any other parameters with specific review journals. There is no limit on the number of review journals per profile. For example; you migil warn a Teen Fiction profile based on Booklist and School Library doumaI plus a list of authors- Or, you miglrtwant an Adult Nonfiction profile that includes Library Journal. PuhlishersWeekly, and Picks for Public Libraries. J❑LIMaIS aVailable: • Booklist (includes online reviews) * Book Page (includes onlinerevielrys) + Bulletin of the Qenterfor Qhilciren's Books • Horn Book KIrkLIS • Library JOUrnal (includes Dnline reviews) + Library Journal Prepub Alert + Publishers Weekly (includes online reviews) • SchooJ Library Journal (includes online revieves) Diam❑nd TIPS Iists are typically ofFered on a subscription basis to 6rodart cult❑mars. Fort Worth currently subscribes to 1)iamond TIPS and receives 40 lists per m❑nth on this program. Your current price is$250 per month!$3000 per year. We are pleased to offer FWPL up to 6G lists per month on our Diamond TJPS Notification program Far the next tx years free of charge. This pricing has been included in the 6rods rt Pricing Proposal which has been uploaded to Bonfire under :Any Other Required Documents'. We have also provided information an our other Collection DeveloprnE?M Services below under Question 14.2 Additional Services. Questior 8.6 describe your Spanish book services including haw you inform libraries of new publications (use additional sheets) if necessary) Spanish Materials Brodart has special expertise in the area of Spanish titles for US public libraries. There are three staff members dedicated to Spanish data, selection and acquisitions. hlerissa Moran. Spanish Specialist, has beerr selecting appropriate offshore titles for over 30 years. SIte nat only selects titles for the database from publisherofferings but also notes suitability for audiences. by country of origin (these notes are aisible and even searchable in Bibz). She splits the adult titles Into three layers of anticipated popularity ri} of knit Y: ntn - FFP t'2-14I+- I I'.1IS y Pw lm anr. S�rrrin� Brud art WIILpaW rSCipvm:e- ri}r-oa Iddiki YnaI Sluert;s Vendor Services Agreement Page 41 of 102 and hand -selects the best rhildren'stitles- each month. Newly published titles are added to the Bibz database daily, with new lists posted monthly. They include titles published in the U S an-i abroad including both tra inslatio ns a nd originals_ Srodart:s Spanish TIPS is a perfect program for IOrarians not Fluent in Spanish, Every title included in this program is appro pria fe for public libraries, We provide a parallel title plus an annotation in English_ We have confidence in the reliability of the publishers included in this plan (both domestic and offshore) as well. On the Recommended Lists tab in Bibz there is a special section for Spanish, with su bsectio ns fo r C hi ldren,Teen and Adult. These lists are published monthly, quarterly, and Seasonally. Brodart's pre -guilt Spanish lists available in Bibz: ®Bfbz f . UP'. a 4. fr,urlla ,...v 1. ,. ..,, 1E...nn ,rrrrrt•.i.[wu ra[¢r_ws— ur11[1rm1k, �sln[M[tl LIIc s ,ocluo nG11 I ru1[�rd I�+D-sar8,.r2p FISN ¢YJora ]6 OL+OC Yb� s td u.11[III[;�[q .]twa.ld suw,U p'mC+..,`w.mc w ruuisy C.lu:a ICI: 1 L. .d iMmlpi lalil?k[Fivr MJ pms d, a = hi 11.2bA1 al[Yli�u['ll.w Ia11 >.[I;...:oIF.J1. I aaisr,*,,, sJ os a�rer ttmr..e•r..ray _r lxnarsa Wwl,lrs 1� _ 6_. LIs M.—Boo lurlkll Ul.. lll!I"...I1 sEu IL-1il tout teavpk T II -es kersLHkr luau In SpA� ?i6 0:7's2r2i'2+ €4k]renlrren Br595panlsh&0 Inp:al.1wdi H23 IiB 4-xe RwL r•-.L It Dgcki,us1.r Wmr Sh Tr,S-[MI:"A 17 51--h �11 W11— TTe1 o!?LtlIa ; _ rLy1 p,C Od nefrc:h Y01H'.4:jnIGl Lhlk1'effF. Na o+L� .. codmon 3Pr:ng.. lei ELI' r1 p1G _=nlbrod Got P'Ide?LGBTf- Spenst, 5sk^unns-Al Aps 251 E:,L6.21)2-, ACLIt CM i1}s1sles In Spanish 13 F.1:4171-2e 7rreelp' 3pensh 1g1dren.7ee„ D%wity Mi 4=+:.1.242L _ {-IIdI fwn 1prn•h hunk% m fnrh-I Llr:.r, Hic-5 K Cnn,hnniti4nrC UN 11.11h.7oV1 _ A,', I[ Do kbmier%xInr:h TYL"- I'Jarch Zn4 15 8.1_Mw, f:-IIden+rxn fir. Fzuss LVs'-ip.-rllsh 75 K 7-21)1L h1L It ip;rl=h Summer Reads2427 Mysrerleh ThrslnskPolr4nce 11. 4i�.72oCc -rahr.tl v�rlr.n o:;nlwlnn nwrl,wlw•r ?]Q'1 o11-I.7w, _ t-IIJ.n+Txn ip—.h r.ury R[.Jo-a- rclm Ah I.IM4.2cal _ C IFJIc11+1=11 311u 11I1 6rsr k"Jua- rcllfuLuull its olrta x42c _ AGLIr BcrKbmmrSp3n8h This FRxuh1y X" 5 0I�I0.2.,24 C-Idmn•Tren YIndIuInesslnr{hIHmn-5wnhh 41 41+14-2S2i S H.nnilwn 4,Iry34k-.fnrfhlli, %;rsllyh :11 4111111.FD2.1 r1.11.W -flRb_54s'Izl';r-d Bitnit151 Idklof A 811.5f1e24 ri} of Pnrt W. rvth - UP t`2.141I+- 11.11my PnnIrm anr. BrVCIJrI W11L41JQ.' rSCip:I IISC- ri} r-oa °JJLiIl14Y11J1 SI LCrt;Y PGjge 10 Vendor Services Agreement Page 42 of 102 PROPRi TAW( T}ofPnrtY:ntn-UP1`2-141-1.-1I'.1IS ykncImanr.S�rrrin� Brud art WIILpaw I{Cipum:e- R r-DI3 Iddiki YnaI 51w,rt;s IIugT 11 Vendor Services Agreement Page 43 of 102 PROPRIETARY T}ofPnrtY:ntn-UP1`2-141-1.-1I'.1IS ykncImanr.S�rrrlr.� Brud art WIILpaw I{Cipum:e- Ct} I'-UG lddiki YnaI 51w,rt;s 'PuLye 12 Vendor Services Agreement Page 44 of 102 PROPRIETARY T}ofPnrtY:ntn-UP1`2-141-1.-1I'.1IS ykncImanr.S�rrrin� Brud art WIILpaw I{Cipum:e- Ct} I'-UG lddiki YnaI 51w,rt;s IIugT 13 Vendor Services Agreement Page 45 of 102 Question 10.0 Customer Service and Reporting Services 10.1 Provide a sample order Acknowledgment andtor order confirmation. Confirmation Report Orders transmitted via E D I grill receive an E D I acknowledgment within an hour stating the status of each item ordered. Website orde rs tra nsm itted through Bibz, Brodart'sonllne collection development and ordering tool, with receive saine-ray girder status information. If desired, paper confirmation of orders is also available via email or FTP. The paper Confirmation Report will include the acithor!`editor, title, ISBN, list price, discount, extended price, and status (not yet published, out of print, must orderdirect). The confirmation reports are generated by account number, and titles ' ill be arranged alpha by author or by title. x5rofPnrtY:ntn-FFPt`2.1--fiI+-Ii'.5m Pwlmanr.S�w,,% Brudart WilLpaw Rripanae- C{Ff-06 Iddiliunal 51w,rt;s iluge 14 Vendor Services Agreement Page 46 of 102 Confirmation Renort [milli Go- ElBrodarT 500Arch SireeWIIIar,polLPryL7TGL.TB39 prop Tq A4,;R Nu. 0123451 FASTF5ACCOLNT A13C PLOLIC uaRARY 123 MAIN 'TROT MFYT0WFi. W 14t�&5 WTI! I PAGE I 1111r111=17 i TX16 16 HOi AN iH WQiGF 'Fliiiii" [in ; 233.947 [6.7FI w5.2b&^ ENO tujwxtMo- "nos ABUFULUC LIk3FL6RY F23 Mfdk ! TRFET AhvTcrk"- US 123LS 13d 3-ice 1119"7 P1nNe11a 133(A9 rrKWID7 tales Clderho. ZNpr Qradaei Y4 ALn& WE� k"Paar En 146M L9Y13 iPLdf11� M& qFy Can .,i___ _. Ch"CMF Fanwi.L 9emr _ Fr d NM 10 a -17 a I Cad. '71✓S_�I BL=Jw. !fi' and W5 i.RJ nE:Wl 51EM SUM '"E��s.'333a11 MDVI61T 148% '3asr_��u JldRadN4P1 515� 'IE�uTs73d H.r1GYr,—CI44ifd6wi i1410 la 34 TT80062343419 33TTN341T 4&8% ludn i. ]rdReud M'fF'I 50:11 ' 1713BM 1" F17L6 W.H . )i8l`3"i766J322 N4!B2017 4fl0% lrctle�ral :rd RaJd IF{'�l'I 9&W :173036ST Ao-igfi, k Nir �rA LYeh�. iH014d ' ati. 9Y L19.-A 11i2 i1'J2 li�yi4!T 1U0% --IiLdrsril :MR i NYP t1fir, i 16239M -roM re SI.e1 Eaeri IFI&W F14.#i aT80Ou23UM ;iM.741T 45a% LHrticwrl _.4nJR W!l K 'J _ 514A4 rM3es ah' Og' W4* 1!mm" EeLMrr:d i nt - TVw i Sal 15 C.7F>t lr n TW.8 WAD Item0L�1 r GrLt• ibLra o- 0 cassu Yd. W.— -e-r.ivliwn 417I1rrd- Gaxrul Dw ILrAwki fir DTK*wn 1h7pCh.IT�r 4717P19 CnuwC Jr a xv CaW T EnwCwm V LKAdK!L&e L3.sa[ot (--Vrql zlp"r.W '.hi KF Fh hgl'4.,qrqRc iTIP MR Imall Epo.4s Pram' NIMPIM POE PwL au 3lm nc I100 Mali ,bsw}�*u�1n L-:L.x-s : 1; F%hY Gl oK 9m Lamar p "I Psi rammrd Fr ldw, Kw is Lro4 he LiR" ri} of Pnit Y: ntn - FFP t`2.1-01-1•6 11'.vs11} Pw lm anr. S�r:1'e1n BrL-JJrI WIlLpaw F{Cii}JIISC- R} f -DI3 Id{1111Unul SILert;Y 01iiLye 15 Vendor Services Agreement Page 47 of 102 10.2 Provide a sample cancellation report. Cancellation Report 6rodart notifies all librariesof cancellations on a title -by -title basis. The Cancellation Report vAI include the l$BN. quantRy ordered, author, tide, list price. purchase order number. and the reason the title wias caneelied- Cancellation reports are ava1lable weekly Dr monthly via e-mail or FTP. + r Br dart Co, 500Arch Srrcm VIlilllamsparE PA 17701-7809 Ship ToAecl Hc. 91734ffA FLEX ADULT PROCESSED AOGT ABC PUBLIC LIBRARY 12SMAIN STRErT AMYTCV&, US 12345 CANCELLATION NO3DCE DATE I pikof Uir2&Z917 1 1 ph: : 1 hul 232,44.7 167Gj 326-2461 fare 1Aur_I 96S Ria4 IN To ACut No. 0123AS AW PudUG UBRARY 123WINSTREET ANYTOWN, US 1 a34S CAN ILP4 I—Nd Sd Hegmat w Nbwff ou m. _yc MelMdx CIF r .4Ld.d0y7-w WO k4 dCk=h. i.&fmm^ -' ` ,6W.6,kn P{' Fld�F-.nC-dfta E13L Ei,I U RsLKL.,. Lf. MAD NM A21Z LEkd.r.a FCF RLWtm CJ��fp� FO.ld E06 Sd 0."1. DW Pa NVP NYIV�[P�61w!-RsHdsl,,ai 1.l, d.rs� Pee PLhu—Or �fE►sw�a. FPC Ono Snpaurr Only- No E's RUd4n OP OULCe RW FPI RLl�n P_syomd VdMrnmy ik;% Imemjy NmAm L3oL- USR ND US FIdht! Arodirt No.. Au+tliar T4 4 tucinmar PO No, Gomm CWdirNo. Lht P*r #dr heMwx Pvpo144 I rwOf a* Brand` 561619 9a5cujrsoxkts.umnZ�"ee 1 T4821We2W22 524.95 QSI 3FA 751Fl4175713 �S6r11.'1'OIC -o 1DWUt32 t39@32.3 I r9d I176613s, Ik18rLrx TI-A&c.LPSriner:APaul M.�im?4oye1 2 149424AND722 127w PPI .1790C44�13MB Bkt-e ni6141497 1IM324 2aOtml a R1h. I117651323 Mann, The Semi Rvuepr : A PBvi M82x5n Noyal S T4&18T50B1OD2.2 32 799 PPI 19IZDDGT#132M IGUM .Wlo"1529 tW99143 1& Mb TOM oRV - 7 ri}ofPnrtY:ntn-FFPt`2-14I+-II'.1myPwlmanr.S�w,,% Bndurt WilLpaw R-npaose- RYr-OBesWdiliunal 51Lert;s I'ii'2� 1 G Vendor Services Agreement Page 48 of 102 10.3 Provide a sample status report and list of status codes. On -Order Title Status Reoort Bra dartoftersa. number of options for reporting order status information, The Order History tab in 6ibx allows the library to access not only orders that have been submitted through Bibs, but also orders subritted to Brodart via EDI, telephone, or any other order method_ A summary is provided indicating current status (eritered, booked or cloEed), Orders may be searched and sorted to provide quick reference of specific details. Each order ran be opened to show title level detail %-YRh current status information such as shipped, in process, back ordered, eanoeHod. otr_ This can he used in place of or in conjunction with confirrnation. status and cancellation reports. B z Order History Screen +uCl-FN: .. Glenn M. I ... kc rlowx eccl¢sxr ,. .�. Jg1.r r.Q lr w{r:•s .s lkn:IG.rr�o..,kr1 F:xd+FGr +' Grd.,X..wi raw,T.l.• hdr'In c..t r.�Y MH, 'Asln F9X�,iwri 1xaAJoe1 [ec1e2:2x II a '.ralax Sr'w 1[cri nxi':u 1 Gs'1..1a _2Yh'hG I 11=M l� 11'�Joe1 x.1y2sa ,1 ,_ 131 C1�r_'4 Ir. 2f.4A'.AC, M;1n2:22 11 w 1}'YIC. yM4 }5... Yrrk`e[ik1 IV= I fi'.'If,�i}7 jTlILY77YA IGOENI'J2 Li.c'� _1': A'dll �LVIr].a 11t Jil[G4` 7 -a .xt r}11}I M :11Y I: IXY '—LXr 1!N_ [Lb F.a iL_L'0 yy o—. 171) nFnu2 H[I.1}7L4 = J W n.nw.� swla[[L7 Fw.n�rt FIS 4'.7L 7211[}36 On Ord- 4Fi Is �[At rrlr. 1 u. 1214 kG Tk9'0 ri.l 5.1 ,. to l4,kk [ r. W. 1 3u!_6 ].4v Trxt Gdl rSa.+w i'}y� hcsolY� Gn [,dr Fu.TN Trlrl,rlw `A15 1117 x1 - 'tll ..0 ]Cd16 {a Tp ..I G G ,1 __r LL,..Ivn Urrul i G 1 1-u1R1 � a xl c =44Y_ ¢I I� T IG _ lb9C 14 fnm4.l sl G 1 3 r'- ]Gd16 .IIn- If preferred, the library can reoeive order status information via Brodart's On -Order Title Status Report. This repo rt grill identify, by acr-ount number, the status of outstanding titles on order. This report includes the ISBN, quantity ordered, author, title, eustorner purchase order number, list price and order date. The On -Order Title Status Deport Is available weekly, monthly, or upon request ilia e-mail or FTP_ riyofPnrt1':rvtn-RFPt`2.1--fiI+-II'.1IS yPwlmanr.��w,,% Brud art WIILpaw Rnpause- W-OG IddiliunaI SILert;s Vendor Services Agreement Page 49 of 102 995T iGE ■ kodart ' Cb- 50OArch Street 'Nil Iiamspor . PA 1701-7909 SldpToAtctllo_ O12SU A8G PUBLIC LIBRARY 121MAIN STREET ANYTOWFI-US 12345 On Order Tale Status Notice DATE I PAGE OZ�9rd2'v i 7 1 Pg� ;DNB Z334M7 ;Erol 426-2 1 FwC ;Foul 99R, M BI II To Ate link 41 nU ABC PUBLIC LIBRARY 123 MAIN STREET ANYTOWN OS 72345 Aloe T:Xel as hrapuales�a� Tilet ng p+o-xseec :Pr 2 kwd Toe an "H Ir puUnhe F.Rew 1wirMclera m9cr M■ or uSb m h■idrrt wubtk W cfuAx d`t. I;mn iha■o-xr rose n aarrR rois>=-ne B.u�lari lii. Au DIY ¢� Cu 4"w Pe Mo. .0 I tiFl■■i MW Mo. PicU Da■■ DM Flamm s PAM +17*9i+l17 �.rw+� r7wi� 6i■ 1 81r11'71fl1. ii117 3iSA. RL nil =?.�1199SS�i31 �OlLr3riG17 i7}e,gi1A YPI 11711599E -q4W, -TFt Flraleiurli■n I.Fiawl 1 12?IZ2019. tills 3x:p Blind .?BON249my -Jk2ESZ i /297706 IhYPI �h7f� 17 I -tiniaE32 n" d vet nxw3h: i%m%a I IYRrAIM AMI& 531 13KUd '27BIM1151r310 -i l 112 ■}i piwFq 3bYY101 f 11B(�B951E EdpW■nd"oy:ANorte 1 1'21t2M$6 472316 S2F19 BY,ad 5125008@9@7 �771a.U1 p+wP� 2a 17 �e11"FiTa29 W , %dohs ANZMI 1 iNiWKIiE lmi4 $270 BWId 169E7323 1RJl12509m= arty, "k .A I %u4m 17 7 7 A76 1=18 125iti'`}7 &M.4 9locad IhYPI 'lomsin Wprodh. TPs lNrtlm1 prArIM: A$RPM 1 1344�1E� IM916 &MB3 13had -lF!l125B077752 I 4t960j1 LN'TP1 7fdP1J 117OB5404 de. RwlxfiPRi 1 122W2016 1 416 526 0 Bkad AI191FnlllS J la R 17�:Yi171 �MYP� ir�gi7 Bin Qk P arkrsdruwd- 1 1 Bsek"dof" (NYPIK T T Adne W 0 0 In Rmn1B: U 0 Rrsean:h?EM3Fhml& 4) 0 GraodTatal: 11 d ri5rofPnrtY:r4tn-FFPt`2.14I-I.-II'.11S yPwlmanr.S�rrrin BrLdurt WilLpaw Rnpause- RYr-BB °Wdiliunal Sllert;s Vendor Services Agreement Page 50 of 102 Question 11.0 Invoicing Services 11.1 Provide a sample materials invoice, Invoices and PaVrnent Broda rt offers a number of invoicing Dp#ions: - an invoice to match every packing slip a consolidated weekly invoice • a canuolidated monthly invoice Invoices are available in paper or electronically via a-rnall or FTP. Our invoices indUde the title, author, I BBN, publisher, published date, quantity, list price, discount, unit price, and extended price, appropriate sales tax as well as your pure -hale order number. Cataloging and processing charges can be either billed on a separate invoice or listed on an item invoice as separate Iine item- SaIesTax. v hen aPpliGable, vvilJ be included on the inw ice. E D I Formatted invoices are available for orders sent to Brodad in an E D I formatted purchase order transaction. Our payment terms are net 30 days from the date of the invoice. ri5rofPnrtY:ntn-RFPt`2.1--fiI+-Ii'.5m Pwlmanr.S�w,,% Brudart WilLpaw Rrspause- RY -06 °Iddiliunal 51w,rt;s Page 19 Vendor Services Agreement Page 51 of 102 Sample Ma#edals Invoice -- 9'WA?i Brodart C 500 Arch Street Mo, 4V11karn&pnrt, PA 17701-7909 81n7DACCtND. u12;14+6 AEC PUBLdC LIUR A;rf i F3 IMN aTRFFT PNYTOYM. Ua 12345 It"%o- Py4 n.w TM 11a WlN� tl ,L— T9'9rFM vhT7 Ci]¢$111F PSI-xA 56 1 IS IrtYI]l f'P , N Jt~5 ri R." .— 410� ant�b, a*iIIRTTIilIC711 alp Ix3 w vwal,i W '.%w II:,lun MWx� rkr FmSCmp 11dwiIII ,Y.— Y'M NCN� AN 3T9i3X'.R'GTO .�xfsaid Ii1rtl»`i ,'3 ri �trl err 11<J.?BG FIo-Lx 9 in71 T'a StKiw SM KcW r,Rurf 92 4w- �Iral4: w T..�PAW ,LrALg WR INVOICE: 64921239 L DATE PJWG - :0-2_1' I f - -- Pho :Ooq 233,eseT Fa¢pwrrw ahlp Ta A[ti Na. 61ZH51 FI FX k{;C}I INT AEC PUBUJC LIBRARY 1D MNM DTF0ET ANYTOML US [2W P,. " �1� N<i 1tH LwaxetuW rued 411 rn.: �� 9.7 7L.'a Lai "4, I Qwrrrr k>,q �"• sr. Prb. POMw. IL wLlLntrr �1°'xa unrga url1. uti VIC41WILE IILY.3 SdGAU -- :IeunRP}ir Dim MSS U.&M I IL4]O.Wallr [Wf1LTIFG QCaa s:.1 R" LYAUP W I I_}d1161 7.31L --AR-Ij N M kd m 1 Wf�]LIQHI I F i!QiS 4?7f s 1 i er ONOE2NT 747K • A, , 1 1=4M •�.E 4MN 1 EXrP*z MI[: -�ACV3 41S.3F 61i-:4 06Yipp�blr .7511 A.:jt 1 �Vlli¢ �#142iF *I�ii TSW 94PPF`/ d TCM IYiYr S IwnT�l g'.I Aa IN ME TOTAL Him fl. W. Cn_r� W-Errtirr..-hRW.'C- 1RnwkffkrW'.rt,'U. P.mKrCj.R,] ri} of Pnrt Y: rvtn - FFP V2.1-111-1•r 1 I'.lm F4.iclm anr. S�r:Trin Bndurt WIILPUW Respallse- C{Ff -B6 Wdiliunal SILert;s P%tge 2(3 Vendor Services Agreement Page 52 of 102 1 1.2 Provide a sample ca#aloging1processing invoice. MUM 1-5 rIk 8rodart U. 500ArchSuo t. WIIIiamsporit,PA 177U1.78011 81111n✓ EC Mo. U1234S ABC PLOBLIG LIgpARV 123MAIW STREET ANYTO'4%.1J512M Thk 1.�-e1McLs c"fttm rcr caLTbM qa P�&" senlceecnis. See trjDke d LAWny la hamMab. i Gwpe G[urPtlan i uwwa giro-. Ib MCE: B4847341 _ DATE I PAGE i difM2017 1 Plums: (SOP> 2334MO i F": am) INNU WJ $I0Tn La&Nm. 1[147.1M. 9 COMPLEAT BOOK £ERV A@G PUBLIC LIBRARY 123 MAN STREET Ai4YTOW[= LJS 12345 Pad"W SI P H0. 10429' 7NIHM lams Nel Oue naU Uaye i i[M kw MAN i Eww" i 6T FI.50 i KrJM �2s #14 f x+aSa+ Qw G'e,w 6aal Tei ;NVDiCE T4ML 5}ys}8'-Eno— Crop V-FLeeaNrnvsi. i' - PAS AAflraa" ri5rofPnrt1':ntn-RFPt`2-14I+-Ii'.1m Pwlmanr.hrrein� Bndurt WilLPaw Rnpause- RY -0L3 Wdiliunal Slums SM y %1.0 Page 21 Vendor Services Agreement Page 53 of 102 1 1.3 Provide a sample credit memo. . i Creek I ARWT Auith bHWa Madm ao nLM utrarr 5GIN[a: I " WO R,v' ke e. Nllxmyrgrl, PA 7?W1 ABC LERRARY SAMPLE Dear Valued CL ormer '&P are vwrq thrrp hm hrvn rrrwhN ,un gnlu'ordar ihfi .VIohWr1¢a€tUbatILtio, M! C) Di&e'PaMkffM have NOT heelrreordered. 11 CITHFA CRA 0221436 Asaurrtlgpe: bQDK5 5hlp-ta A wkwrt ; 1234567 PlIII-to An t : 123436 Parma;& Grr{Pr IMMILe : Irrurkee Mate : Ca krPiode: USA Your a=Lrtalas been rrecrnd $ii94 Date: 1pf1212g22 BI-JU-ILCU,U''!Iv C.11L 9YH037461e9S7 The Mauntalnlnthr Sm S S56.99 #1S.99 DAM Motto : 10j17j2022 'Y wur anraant cats hrw rreAlrra : 515.99 riyofPnrt1':rvtn- RFPtL2.1--fil-I.- I fnmy Pwlmanr.S.�.min BrWarl WIILpa w F{Cipvm:e- W-UIG °W{jILI4ml SILert;Y 11age 22 Vendor Services Agreement Page 54 of 102 Question 12.0 Returns and Customer Support 12.1 Provide a ropy of your return policy and your credit memo policy. Brodart Return and Credit Policies Before returning any material. customers must receive a return authorization from their Customer Care Associate. All material returns must he accompanied by a copy of the packing slip or invoice indicating the titles and quantities being returned and the reason for return. All approved returns must be received at Brodart within three months of invoice date. You have the option of receiving a no -charge replacement orcredft. Publisher defeotiue andlor damaged material can be returned upon request. A nc- charge replacement or oredf rnemo will be generated. Please identify the item as damaged and;or defective before packing for return to Brodart. If we at Brodart make an error relativeto inoorreot specifications, processing, Purchase Order Do -Not -Exceed dollar amount, wrong title, or bind, we will accept the return of material without question and supply a postage -paid return mailing label. You have the option of receiving a no -charge replacement or credit. If you choose to receive a credit, please contact your Customer Care Associate. Ifyou choose a no -charge replacement. Brodart can re -order the material for you and adjust invoices accordingly. Or, if the total retail price of the material is less than $50.00, simply return the items with a copy of your invoice or packing slily, note the problem, and deduct the amount from the invoice. Please note; any itern ordered as a result of customer error, item Cancelad while in processing, or titles not SLIitable are non -returnable. Approval to return material that is not suitable because of subject or language not reBected in review sources 011 be handled a an individual basis at the time of request, Approval in these situations will not allow for processing andforfreight chargesto be refunded. Processed material and converted books where the correct title and oorrea processing are fufnished, are non -returnable. Items that have been marked, accessioned, or stainped by the library in arty way are also non -returnable - A 15% handling fee maybe applied for unauthorized returns to cover the cost of receiving and returning the material to inventory. This policy applies to all orders whether received by mail, telephone, or electronic transmission. Your Customer Care Associate grill be happy to assist y❑u with any questions. ri} of Pnrt W. ntn - FFP t'2-14I - I fnmy Pw lm any. S�rmin� Brudart WilLpaw r{C pvm:e- ri}r-oa °Iddiki Ynal SILCrt;Y PiiLye 23 Vendor Services Agreement Page 55 of 102 Question 14.0 Additional Services 14.2 If there are additional services or options that have not been diseLfssed elsewhere, please take this opportunity to describe them here. Please include any pr1cing that would be involved as well (use additional sheat(s) if necessaryl. Brodart has several add Rio naI services vie vroold lake to mention- If there is a charge for the servioe the pricing can be found in the 8rodart Pricing Proposal which has been uploaded to Bonfire under "Any Other Required Documents:. a) What's New at Brodart - cataloging enhancements bN Flex Cataloging and Processing Service e) Paperback Reinforcement Services d) New services for tracking shipments and receiving materials e) Additional Collection Development Services not covered previously f) A full description of Bih2� our onli-ne collection development and ordering tool PROPRIETARY T } of Pnrt V. ntn - UP t'2-141.1.1 1 i'.5m kncI anr. S�rmin� Brudart WilLpaw r{C pvm:e- RK-UG °Iddiki Ynal Sluert;s Page 24 Vendor Services Agreement Page 56 of 102 PROPRIETARY T } of Pnrt Y: ntn - UP t`2.1-01-I.^ I i'.5m F4.icI anr. S�rrrin� BrLd art WIILpaw Rnpause- C{Ff -06 WdiliunaI 51wert;s Page 25 Vendor Services Agreement Page 57 of 102 PROPRIETARY Cit}nFF.vt4':oath-P.kPy21+}7r41.ihrsigimksarAtrn�rs Wu Msirh2-..2024 CYtxiarlCwiFAiii'f N!spLuise 1 26 Vendor Services Agreement Page 58 of 102 b) FLEX CATALOGING AND PROCESSING SERVICE Brodart's librarians are completely committed to book -in -hand cataloging. -Our comprehensive. accurate MARL records are crested to meet your library:s unique cataloging requirements - Flex is a revolutionafy line of services that combines the benefits of book -in -hand cataloging with the simplicity and speed of an autornated process. Brodai•t's Flex service employs advanced mapping and formatting capabilities to create MARC records, item holdings records, locaI ca II numbers and spine labels formatted to meet local custorn®ed requirements - Our proprietary processes aIlow us to address your local practices and customize biblio g ra ph ic descriptio ns of yo u r En g lish a nd S panish—languagemateria1. The array of choices available through Flex results in less work for your library and accelerates your receipt -to -circulation process. Your material wilI arrive fully cataloged and processed in shelf -ready condition, Brodart's Flex cataloging service isutilized by many major library systems across the country as a cost-effective way to purchase shelf -ready material with fast delivery times to the library. Shelf -ready materials processed through our Flex service are shipped in two business days. Flex service offers the fellowing benefits to help streamline your acquisitions, cataloging and receiving processes; Guaranteed full -level MARC reco rds for eve ry item your library receives Maximize the VaILW of your local collection nodes and other aoquFsitions data MARC record modification to accommodate most local cataloging practices Call number customized to match library practices ■ Local call number formatted as required ■ Custom options for formatting spine label data Item records mapped to the tags and subfie Ids required by your ILB MARC and linked item records deliverer) electronically via FT ore -mail Physical processing customized to your specifications Bibliographic records in MARC 21 format along with linked item records are available the play the material is shipped. The records are delivered to the library via FTP or e-mail to be downloaded into your ILA. Cataloging and processing through Flex services is a cost-effective and efficient way to expedite item) level proci;ssing- Pricing for Flex Cataloging & Processing services has been provided in the Bmdart Pricing Proposal. Pricing for our Flex Cataloging and Processing service can be Found in the Brodart Pricing Proposal y}rhich has been uploaded to Bonfire under "Any Other Re14Uired Documents-, City r.� F.vt 4'.oith - P.kP yd 1+11 r d I.ihrsig imka ar A trn�.rs 11u � Msirh :-, 11Sd4 CYtxiarlCwgAiii'I N!spLuise Vendor Services Agreement Page 59 of 102 c) Paperback Reinforcement Services. Brodart's Brod a rtG uard and B roda rtGo nvert: re inforoement {processes give you guaranteed paperback protection that is fast, easy. and affordable. Paperbacks ordered through Brodad can easily be reinforced or core -darted to hard cavars using either of our afford able techniques. Brodart's in-house service protects your paperbacks without delaying your initial order- Your paperbacks are prace ssed quickly and shipped with the rest of your items, saving you the time and expense aPpre paring separate purchase orders or receiving separate shipments- BrodartGonvert Brodart's Brcdart onvert service will stretch your book budget dollars by prolonging the life of your paperback books. The process uses the ariginal paper cover of books at leastW' thick, larninated onto heavy binder board and rebound xivith strong, permanently flexible glue. The resuPt is a book with hardcover durability fora little inorethan the cost of a paperback- BrodartConver€ is guaranteed to your satisfaction. BrodartGuard Brodartuard reinforces a paperback book using a 5-mil laminate to increase ciToulaticn durability. The one-piece process includes a -nil spine section to allow flexibility in movement and prevention of bubbling as seen in similar processes. The crystal clear, 100% optical clarity material and non -yellowing adhesive keeps the cover art attractive and bright. Bra dartOuard is guaranteed to your satisfaction - Both Bra daFtGuard and BrodartConvert processes are available for paperbacks ordered with orvaithout additional cataloging and processing options. Bath of these reinforcement pracess,ea'. - have keen perfected over 30 years of successful use. • are easy to order —simply indicate on your order the paperbacks you would like to have reinforced. have no minimum order requirements - feature bindings that are individually handcrafted to ensure quality workmanship. - are guaranteed to your satisfaction. If you receive a book and the bind quality is unacceptable, you may return the book for replacement as long as the bank is available From the publisher. Pricing for our Paperhac€c Reinforcement services can be found in the Brodart Pacing Proposal which has been uploaded to Bonfire under "Any Other Required Documents . City d kvI Waith - P.kP yd' WA 4 I.ihrsig wka ar d trnvrs I X3. Msirh :-, 2024 CYtxiarlCLuiFA y Respwcr t toT 28 Vendor Services Agreement Page 60 of 102 d) New services for trackrna shipments and receivina materials Advanced Shimin€1 Notification Brodart is able to support a library:s Advanced Shipping Notification (ASCII), carton - level receiving process Mich provides efficiencies to the library by eliminating the manning of individual items. The library's IL5 system must support the EDI 866 AN standard protocol. 111M�III��JIIflf1141 For libraries set up with ASN Brodart will scan each item on a packing slip into a carton{s)- Once packing is complete an EDI 856 AS N-compliant transaction file is generated and a carton Iabet is printed 1,Ath a corr€sponding SSGC (Si�rial Shipmant Container Gade) barcode (see carton label image — SSCC barcode outlined in red). The S S C C barcode number matche5 W the AS N tranea.ction file, Upon shipment Brodart vuill transmit an E Di 856 AS transecti❑n file to the library. Upon receipt, vr&h a scan of the 8 S C C barcode on the carton label, all the items in the box are marked as received ir7 the library's ILS system. There is no need far item -by -item scanning- This process speeds the tune -to -shelf for items received by the library. There is no charge For this service. Consolidated Shionina Statement .kMIC.�,YV0.,ftV ms ram,{ �cnirtrxxr ,.,., rip 4 .Q�717• nt.a.c«e WWMIZM I IIUSH ylrIr.�IIInnIIIIII .IftnIIl.jggk,.iii'i� fly I�M t.artm uabelwith m 55LL: 6aroa&for ASN neoerwuu In addition to the paper parking slip that ao�ompaniesthe shipment, x-Ye also offer a Consolidated Shipping Statement, an Excel spreadsheet that contains title and order detail asviell as tracking information for every item in the shipment- This report provides ads+anoed notice to the library of all items in a given shipment. It is available electronically via email or FTP on the day the material ships - There is no chargeforthis service. Sample — Cit}nFF.vt4':oath-P.kPy21+}1r41.ihrsigimksarAtrn�rs Wu Msirh2-..2024 rYtkiarLCLuir.ny lb!spLme Vendor Services Agreement Page 61 of 102 City dkuI':pith-RRPye!-)1'.1lnbTriy Wks ardtrnvrs 1X3�Msirh:-,2024 CYtxiarlCwiµuy RespLme Vendor Services Agreement Page 62 of 102 e) ADDITIONAL COLLECTION DEVELOPMENT & SELECTION SERVICES Creating the "ultimate collection" isn't a small task. There are many factors to be considered. At Brodart. we began providing collection development products and services in 1982. Many of our Collection Development Services such asT1PS, FASTips. Collection Builder $nd vendor selection services are industry leaders. We currently provide many public libTa des with an array of specialized Collection Develapment Services for bath angoing and opening day calla ction needs. 1. Standinci Orders Off Standing Order services are designed to help you track new releases. Our Collection Development tearn will help you set up your preferences, monitor publication dates and automatically place orders on your behalf. We offer Standing Order services for aufrs and series as well as true serials such as test prep and travel guides. These Standing Order services are offered free of charge to our customers. 1 a. FASTit)- Automatic ShiurnentPlan Brodart offers standing orders for popular adult and youth fiction anal nonfiction through FASTiIns (Frequent Author & Series TIPS). The profiling is very flexible and can accominodate unique needs. Most FASTips orderSare based on author or series lists. Brodart offers the following lists to assist the Iibrary; how a er, these are not closed lists and the library c3 n iRdd authors or series as needed. ■ AduItAuthors—African-American and Urban Literature Adult Authors —Fiction • Adult Authors —Inspirational Adult Authors —Nonfiction • Adult Series —Fiction Adult $eries—Graphic Novels • Adult Series —Nonfiction and Biography • Adult $edes—Travel Guides Children's Authors • Children's Series —Chapter Books * Children's 5eriea—Easy Readers •Children's Series —Fiction • Children's Series —Graphic Novels - Children's Series—fJorlfickien and Biography - Children's Series —Picture Booksand Board Banks • Teen Authors Teen Sedes—Fiction • Teen Sedes—Graphic Novels - Teen Series —Nonfiction and Biography i:it}nFF.vt4'.oath-P.kPyei+11r41.ihrsigimksarAtrn�rs 11unMsirh2-..2024 Britian CwiFAiii'f Resptoise 1 tip .31 Vendor Services Agreement Page 63 of 102 Other sources such as starred reviews, bestseller lists, and Brodart prograins can also be used for FA Tips automatic orders. Special collection areas that can be covered by FATips include hoard books, large print, browsing paperbacks, travel books and Spanish. When setting up a FASTips prakile the library first selects the authors, series, or other criteria desired. Then other parameters are established for the automatic order indLiding format (bind preference), classification. age range, material types, and maximum price. The library also sets the timeframe fot ordering- Three months prepublication is the current standard. Orders can be prepared by Brodart and delivered to the library via Bibz %Mth grids applied for branch, quantity, and other grid values, Rrodart can submit the order via Bibz or share the list to library staff for reviexvand modifrcation if needed. Orders can then be submitted by the library via Bibz or downloaded as MARL files far impart into your IL5 system far EDI ordering. After the orders are submitted, they are visible with status information through the Order History tab of Bibz. 7 b. Continuations—Btarsdinal Orders for True Serials Brodart's Continuations Service is designed to meet yourcoinplete reference and serial titles needs. You receive prompt, accurate fulfillment and because of our extensive coverage, your need to research hundreds of titles eaoh year iseliminated. Brodart maintains aonstan communication with over fifty thousand publishers and distributors. Our We file is updated daily, ensuring that the title status information you receive from Brodart's Continuations Department is the most up-tD-date available. Our care list of Continuations contairis aver 6,000 btles- Some of the key featuresof Continuations indude: • Rece ive you r C o nti nu atio ns material fullycat@loged and pro cessed,wit h processing only or as items only, • Gerial maintenance is made easier when you use our flee monthly status reports and skilled personal assistance. To simplify establishing a standing order account, we offeryou a full range of transition services- - Brodart's Continuations Service offers an Alternate Year Program, which Ca n De hailore d to meet your library's needs. You may receive hooks as Frequently or infrequently as desired - You may add neve titles to your eta nding order or adjust existing orders at any time. Our files are updated daily in order to provide you with prompt, accurate service. • All cancellations are effective immediately upon receipt by the Continuations Department. A monthly status report is supplied to you at no extra cost: so you may quickly and effectively monitor your standing orders- This report lists@vary swiss and serial ❑n i:ity rr F.vt 4':oith - P.kP y2 i 1 r 4 I.ihrsig imka ar A krn�.rs W � Msirh :-, 2024 BYtxiarlCwiFAiii'f R!spLuixe 1 we 32 Vendor Services Agreement Page 64 of 102 your standing order. Editions or volumes on order or recently shipped titles are listed accordingly- Publications which are delayed by the publisher show a status of 1Dn order." Brodart's Continuations Department automatically contacts the publiSher for updated status information of "on order" materials to assure timely delivery of these items. As a Continuations customer, each month you will receive an electronic newsletter reporting the latest updates in title bind cha nges, series discontinued, series complatEd and iternsto be iDrderEd directly trout the publisher. The newsletter keeps }you informed about any chartgesthat would affect your standing order. Taking advantage of Brodarfe Continuations Ser, ice is easy. Simply list the titles to be ordered vvith starting ValLIMOS, years or editions and the desired quantities. Once 8rodart rece4ves your standing order titles ti�v will set up your acco4int and begin ordering the titles from the various publishers. To rnake it easy to transfer to Brodarrs Continuations Service, v e will also send a cancellation notice to your formersupplier- You need only indicate in kvriting which titles are to be cancelled, yo4rr account or purchase order number and the name of the supplier- The Continuations staff works kith your library during this transition period to assure a smooth transfer of all standing orders. The Continuations Department personnel are dedicated prcfessionaIswho are knov!ledgesble about all aspects of the Continuations Service. They take pride in providing prompt and accurate respons€:sto any questions. Each library is assigned their own Continuations Consultant. That indi-widuaI will stay in close contact with the responsible person at the Iibrary to ensure optimum seryicae- TifleQueue TitteQueue,com, Brodart's online Continuations tool, gives access to account details regarding subscriptions to serials and series, You can search far titles anti update subscription information to add standing order titles or change current settings, You can also access order confirmations, report claims and request additional copies of invoices. There are many search options. including ISEN. title, series tKle and 2. Collection Builders Custom Selection Lists Brodart has identified more than 400 recommended bibliographies, review journaIs, and other sources, and Sias indexed there in our up-to-date title database_ This extensive resource enables us to produce custom selection lists for a wide range of collection development needs such as aolFection building in specific areas, coordinated replacement ordering, or planning opening day collections. i:it}nFF.vt4':oath-P.kPyei+11r41.ihrsigimksarAtrn�rs 1u�Msirh2-..2024 CYtxiarlCwgAiii'I R!spLuise 1. tiLne 33 Vendor Services Agreement Page 65 of 102 These comprehensive se lectian lists present tha titles in shalt -list order for a systematic approach to collection development- * Each citation on the selection list includes call number, author, title, priblisher, date, price, ISBN, bind, descriptors, media, age range, title status, reviev citations, and the sourceswhich contain the title. It is easy to rev ievrthe title s and make your selections in Bibz. To request a selection list, tell us the subject to be covered, age levels, types of bindings, PLIblication dates, and other pertinent inFormation. We may provide a profrle to wralk you through the process. Prepared selection lists are typically delivered within one week. These custom selection lists are provided free of charge in Bibz to active Brodart oustorners with the understanding that any titles ordered from these lists are to be ordered from Brodart. 3. Online SDecialkv Collection Development Lists The TIPS pro Fles described above provide regularly scheduled lists of current fiction and nonfiction. All of those profiles would be developed by the library selectors. In addition to profiled TIPS lists, library selectors have access to hundreds of specialty lists From which to choose. Not only are the lists separated into age ranges and categories, they can also be filtered for custom searches to help you find exactly vfhat you:re looking for. These lists contain topics of intemat to public libraries and are updated on a regular basis. They are available free of r,harge to all 5ibz users and ca n be foLind in the Recommended fists tab in 6ibz. The topics include: • Awards olversity • Featured Lists Graphic Novals • Hot Topics Insight — Brodart's monthly online catalog which announces ford)coming populartitles • Public Library Collection Builders Spa n ish And many irrare ..... Cit}nFF.vt4':oath-P.kPy21+}7r41.ihrsigimksarAtrn�rs Wu Msirh2-..2024 BYtkiarl CwgAiii'I Re sp to ise 1 tip 34 Vendor Services Agreement Page 66 of 102 n OIOZ 8- - ONLINE COLLECTION DEVELOPMENT & ORDERING TOOL Bibz is Brodart's online collection development and ordering tool. Access to Bibz}f.'ith unlimited users is offered free of charge to the users for the term of this contract. Web -based or on -site training For Bibz is provided at no charge. All of the selection lists created by Brodart 4 11 be pasted to Bibz for selection and ordering. Bibz displays item status such as `in stock quantity'. "on arder quantity' "Publisher in stack quantity", --available from publisher' ar "must order direct"_ 6ibz can afsa display discounted price and keep a running total for each list. Full -text reviexves are availab€e for all of the major library review jcumaI& free of charge. The Bibz database is updated with new titles, title status. price infarmatiort. a nd new data (such asoaver imagee and Full text reviews) on a daily basis. Inventory status shoves unallocated inventory. Publisher inventory is also displayed for participating publjsherz. Selectors can request that new titles be added to Bibz by ernailing us at titlerenuestffbrudart.corn _ We'II let you know when the We has been added to the database and you can place your order. Please note orders placed for items not in Brodarts inventory are ordered immediately from the appropriate publisher. Our order fulfillment system places orders,.idth all publishers on a daily basis via FTP or email. In order to provide the fastest possible service to our Iibraries, we do not require minimum order quantities end we do not accumulate customer orders to meet a minimum order quantity. This policy allows us to fill orders quickly and efficiently. Prepublrcation orders are encouraged since this allows the materials to be sent to the library as soon as they are available from the publishers. In addition to the selection lists posted by Brodart, you can also create your own selection Ilsts on Bibz, You can search and access other relevant titles, build your own lists, select additional iterns Far your collections, and place orders anline or through most ILS aoquisitions mod4ileS. 0urenhanced features aIIOW YOU to customize your display and manage user access and grid ordering. YOII can conduct simple or advanced searches quickly and easily within Brodart'stitle database of over five million records. A temporary Bibz login has been set up so that you can try Bibz For yourself. Login information is not case sensitive. Go to wt-;v%.+v.bibz.com - Username = Pass%tivrd = Cit}nFF.vt4':oath-P.kPy21+}7r41.ihrsigimksarAtrn�rs Wu Msirh2-..2024 CYtxiarlCwgAiii'I N!spLuise 1 tiLne 35 Vendor Services Agreement Page 67 of 102 Bibs — Primary Features Bibz is built on data that is specially groomed for libraries. It offers flexibility in searching, selection, list building and ordering. The interface and seleotionlordering tools integrate easily into your existing Vrorkflow- 1. Item Sea rchM isplav: By keyword or exact search for title or series Within a large numberof databases and resource lists ,access one or many of the following fields as needed — Age or grade range Reading program and level Publication date c. Review journals, including number oP rev iewa and issue date o Title o Contributor F, I MEAN o Series a Subject Publisher Availability (print and stack status) o View Brodart and Publisher Inventory o Broad classification Dewey or Library of Congress classification c� Format (Bind) Descriptors (board book, large type: picture book) Language n Print Run o Demand Ieval 0 Prlce User Interface images follow — Cit}nFF.vt4':oath-P.kPy21+}7r41.ihrsigimksarAtrn�rs Wu Msirh2-..2024 BYtxiarlCwgAiii'I R!spLuise 1 36 Vendor Services Agreement Page 68 of 102 8 i bz Search Screen Bib LIU z Min rdwdc 6 .— b A. -- L I.., 4—,"Up ill Mir �Wlw: Oo— I If. DMT" R-JLC -A LE Mub"Im MOM F. r.." DR-1 13-- 0--- 0..— Z D 13----das D-M.W.L- 13 —T Z I m 'M 'M E J.Jm 'm .rl n p�: rl r3 ,3 n nl,:Dl—. 4.d hl— 11-3=L., 0 11. 0 Li r. ii— m o u u . 0 0 13 k 1313 .,f rl n 0134',�_ Z&,iiiiik— 13 C3.M Ll. 1313.— =17 n rl 1313 �rw ::d� rl 0 110 L-1 ri ., __awn- 17h—iir 4now now. Ll 0 Ld— 7 ., U 0 L hp F -1p. 490M 13 13 I—— p CEE2W r. I % uj!c d= Rc—. D--d L..d pflrd:lliMM 1 u�Mairh2-..2024 13rL,d;3rLCLuiFAuy lb!YpLuke 1tu7e 37 Vendor Services Agreement Page 69 of 102 Bibz5aarch Results Screen —Brief display tasnc,ru1 �i,-�: ��arr� OI b 1fu rd ' ;EEI I:MN. 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Brodert:arnparyRespaise - Luc Reek:RFR06—itid&ima;Ouesliainairr.Sh-ets pa(p .38 Vendor Services Agreement Page 70 of 102 Bibz Expanded Title Display Bibz prcYicca a %e.caHfi of bibliographic inforrrajon a.ld rcwbw ciWim* From all V tho rraicf public library revew p_rrals. me Mkinw LLLd U Yl! GA,.Lhw. n.r..l.rN-r I-� ar-jm h.: ma-cArrwhrlrowxi-I " L'" "'' YLrrr rrai wo [IYr Fkw6h LC ►.Ll4! Fl..-lk VlY_:2�Jb_tLS windy �.fJWd121 AwA k .rr x: JC:iw r..wrdit .l vL FY.r�val...b ■hkd tik,V.f. k�v. aYr...,,.+1�..•L M41rtrt 1{M rit lZ.Q trahv� WY Mrdoaw ^'+n I I yIL•MP 0 !14•.Jdkr .. isJ,-i,.. I14L3Y,.r L r. b l W I&L LL e•.da+l lau,.a Mitriknlc•k�..l.t L►i ALL A.�drl3li.glr{rdt AduL� JL.tiv, L 14+AaX rllr0 o3 hb.F.P.- rdL h.L MYr ar1.Lk'�b.1LfJb. ��� kTw+u =" Flmbr .6kL' a#CrImFJ rhr fd1.. 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M km-.Lrr.1-HI LaLr. M'/.. m.d W4m.MrAL1r.tmh.l Ubq*e dfal4r Lu. ILrb.i- a-rhhUdia rmwmaewrK=Mhd..l.eh4tMtdhwle-dry A"�hb=. bwkkhw.1LMC-Ad-6-11potmc s.d-Jr>t•LtpWbOL, «+nmdor�..L�1n Ih.a�rIWlrla orowr.1-.dr.srw-hwo ,kkk b, o wdmd'a d. .+.ld4ar.aaa'L.Lnlaxail,Aaa r_ti.a 1d--L%. k-WLLL}6%f- ra fAP-i•1Iw4-' WML414N--r.A-6LLLw,r-XR9+r*Hf,.r44�,,fa.1.iLWV 6M-e0I.44*&Urlh INW-4 r rI. .-ir4r," rPrr1..1L'4wr*w Yi..wr.rre 4vail!41w•.Pi. GadhL Isrlrb f.d4L from;o rr wwa dojimliL igr.d 7.:aLkLrdLh-nrUWd d8rf.difdlk 1Li1krtrrrl�dIkq^.dl. h.. Lwrr..q k1.d.d L.L. LAdrraP. pkkPWbP .Iy, O"m rknr•rdn f-..Ma.Atr.r[dY[.hLta.Wr"I-W-hhr..rrr 0...: 4a1P+La LAM NtLa`Y'r W4. MY of Fart ltwrlh - RFP n-11 1 11 Llbrar,' Saks and WYL~es -'Ld Wroh 2E. +32r. Brodert:arnparyReWaise -Dac ReW:RFR06-itid&ima;Oueshonnairr.Shnets %P 39 Vendor Services Agreement Page 71 of 102 2. Access: • Annotations plus full -text reviews from ten iournals - Oustorn lists provided through the TIPS. FA Tips arLd Collection Builder se rvii�eS Specialty lists built for public librarias • Link to your INrary's holdings • MARC on -order records • Order Hkstory to view itern status Invoices 3. Build: • 'four own selection Ilsts and orders • Selection lists to be shared with others in your library . LocaI notes for others in your library to see d. Manaae; • All selection lists. including shared and special User access, determined by your administrators • Prevention of duplicates according to your preferences Grids —create templates and revise at your conve n ien ce S. Order: • With grids reflecting your bra nchrlocation codes, collection codes, item types, and funds • Directly via the Web Import records into the library's ILS for E D I ordering Access the order history far all of your accounts Additional l3ibz Features & Functionalitw 1. Sort sequence: Titles in search results and lists default to TRIelAuthorsequence and can be resorted according to your preference. Duraltcate checkina: Eibz provides automatic duplicate checking against all your lists and orders. Icons indicate vih ether the We is to another list or on a submitted order. In addition, these icons link directly to Duplicate Detail screens, Duplicate check options are also available wheir adding a title to a list- The user cant yet the preference for the level of duplicate checking (e.g- do not alert on duplication, check for duplicates in the target list by ISBN, check for duplicates in all lists by ISBN: etc.). In addition to these features, it is also possible to check duplicates for an entire list. MY of Fart IW� - RFP n-1 1 11 Llbrar, Saks and Serv4;es -CLe Nerd? 2E. +32r. Brodert:arnparyRespaise - Doc Reek:RFR06-itid&ima;Ouesliainairr.Sh-ets Pagi�40 Vendor Services Agreement Page 72 of 102 3. Library Holdinas Interface: When viewing your selection lists through Bibz an "W icon tgill serve as an indication that the title is in the Library's public catalog. There are t%w types of holdings inteffaces available in Bibz: Smart Holdings Interface: If your Polaris system isZB9.SBenabled, "$mark Holdings will automatically search everytitle on your selection list and only display the © icon for ISBNs that have been vefified to be in your catalog- Clioking on the loon WWI connect you to the We in your online catalog. • Classic Holdings Interface: If Polaris is notZ99.50 enabled, clicking on the © ioon which appears next to every title in Bibz dill execute an ISBN search in your catalog and display the title when found. 4, Grid Temolates: Bibz allows predefined grid templates to be applied to a single title or to as many as 100 titles with a single click. These grid templates may have an unlimited number of order sines- Typically there tivouId be one order line per branch- The order lines can indicate location, collection, itern type, and fund information. A single list (aka cart) can contain up to 5,000 items and 50:000 order lines. Bibz Grid Management will allow the library to create an Lnlimited nurnber of grid templates at no charge. G. Expenditure F snorts: Generate expenditure reports by fund and Iocation. S. Administrative functions: Users can be designated as administrative ornon- �dminiatrative-. Administrative users are einpowered to: • Create and remove users and assign newpasswords • Grant user access p ri vi leg es fo r assignment of acco untsip roce ssi ng profiles, brandies, and funds, as well asorder submissian • Create familiesand assign membership in those families • Bet grid values and create grid tern plates, assigning them to specific users • SystemsettingsaIla-of the interfacingtoyourIntegrated Library System for holdings lookup 7. Brief on -order record options: BibZ.CDm provides brief on -order records with Item level information through the Download MARL Records function within a list. Re cards may be down loaded fororders according to your needs. Save them to your local computer or deliver to your I L$ FTP site. OUr flexible MARC mapping toot enables us to customize your on -order bibliographic records and item records. 6rod@rt enters the accounts, processing profiles. and brands Iacations. MY of Fart IW� - RFP n-11 1 11 Llbrar, Saks and WYL,,es -CLd Wrd7 2E. +32r. Brodert:arnparyRespaise - Luc Reek:RFR06-itid&ima;Ouesliainairr.Sh-ets Page41 Vendor Services Agreement Page 73 of 102 The library wouId control the values that are loaded for the grids Far collection codes, item types, and funds. There is not a limit to fd)e number of funds that can be entered. S. Order Histvrv. Access all of your orders submitted to Srod art, regardless of the order source. A summary is provided indicating item status. Orders may be searched and sorted to provide quick reference of specific details_ Each order can be apened to show title level detail with cu rrent statu s information such as shipped. in pracess, backordered. cancelled, etc. W allays you to dalr N-Dad hrief MARL records for orders submitted online. Bibz Order History Screen 1oa.x1: lawzsx: 'currc srx�r Prl.rcnr,.k'ru v � di. •r..4 rrax 11oM m --x21 :1' oki R ec[k L.= Dx..ton I 1 VIIwn L-42M orex ocer.tnrur .Yri,Um :vFTrm� ao-xz�ao¢1 141Fi Si Fr'rraal eFlk 191@ �1ca I'7=bi7 CreY 19a� .11 W'� [4r102M :wl.r . LVMFIRJF i lnaaoe cren lazze nu.� 4x.r ra tr.19 rr1Mr.1 ,y L] G.. r: �ilrta,x.< : 17 d9F wren,I. �nm w �w4ru..i cw mod. r. ii, !411: PM" YrF: IiYQ 1 i5di irQ[{C YnRii .+ 4b lyd 1: LL Too.! F-MIMIH ..TM ... Y.LL.1 LW' axLL' r}1 .a . ,..ar rF1aL 7r, M1,.-,.. . i- ''e 44 �n ¢ 1 N?TT t a1 e': +c•n.' KOM [wr!F L 1 -0 1 0 1 a,r.r�,:•. ,. {;n rly,,r cC 4 •ff n M IIS T i 31 S.1QY:1 C wrFisL 0 f 'J {wr For.'/ FL rt 0 - .1 �C.7145 :�rl•r ,tii. .'ll 5 Sr i4c rrph%L M G - ] In addition, you are able to view and print invoices by clicking on the radio button for "InvQicesx in the Order History screen- YQu can search For a spedfic invQjce number. ISBN?EAN. purchase order number, paQkng slip number or account nurnber, MY of Fart lW� - RFP n-11 1 11 ubrar, Saks and WYL~es -via Wroh 2C. +32r. Brodert:arnparyRespaTse - Da[ Reek:RFR06-itid&ima;0ueslionnairr.Sh-ets Pag6 42 Vendor Services Agreement Page 74 of 102 Invoices; Access vour,PDF invoices from Order Hastory �10IYIE 59 OR4CRFIISTORY� SwNh IYpa. .'' urjcrs r [k • ImroKes i' le—CM9K.r ruw.. III Tur.ruun w.rrLw. I � r+- hir. num7r r. ra I.k431P Shlp To ISBWE/NNK: N—wr I Aunr N rrib r. oars Isspve rm Su W'rs _ v 8rllnrt IGr,rwrM Frnl Frinrrl�� 'n..ouu,r.M br.crnrs.nn.r,Y a�arrn.rrn �. e+lwrFa 'elaasu 76MMIU ' _14nd!l �_ 86747�17 '7182105 _ rclmal' -n��1ui. u'amsx 'sl�sma, 65=ItlNSS ' 513bim +53p377� :.id.'IdS Ei71 LULcINU Imoor W wo round DKWrrrk ena* M�hY-9drr -ckl m5ilp xr-rb— 811 TO hU.b•rY kunbr T Y 1w mul rp tl6Clfs9\LY ,M757aaeare 171''5 llymAu1 19wa"lC1l walrus Yr19J1 'EUK2021 iaward:el 157J6'.F1900 171907 W rfilM21 OR T?=h 1WCl wzrgl r,rnrr_, v� Iwr, 1a1mr lmw2ul lirG25 1w2S2ml x'anrr-s Ya 1643 lil'JQY 10v2F22421 17tQ25 MY of Fort IW� - RFP n-l1 1 11 Llbrar, Smks and Serv4;6s -CI-4L Wroh 2E. +32r. Brodert:arnparyRespaTse - bar Reek:RFR06-itid&ima;0ueslionnairr.Sh-ets Shp To ku.bn Y 1 r r.9=x 1rr9n 1719772 1779773 1714]]I 1?IMZ1 Pmp 43 Vendor Services Agreement Page 75 of 102 THIS PROPOSAL SUBMTTTED ON BEHALF OF BRODART CO. FORT WORTH,. RFP REF, rr; 24-0144 LIBRARY HOOKS AND SERVICES Response Due March 2B, 2021. at 2:00 11.IV]. Bro dart Co. 500 Arch Stfect Williamsport, PA 17701 8C-0,233,8467 0 Solutions you cis. trust Vendor Services Agreement Page 76 of 102 Brodart books R Library :9Faion KOArch 31ree1, 14ilicrospo't, PA '7701 570- 326-2461 F:570.651. 1639 u^rw-t3rxiar�000es.carl3 Mafch 28, 2024 QAy of Fort Worth Purchasing Division Fart Worth, TX Re: RFP Relf. 9: 24-0144 for Library Books and Services Due: March 28, 2024 at 2:00 PM Dear Sir or Madam, Brodart is pleased to provide this document in response to the City of Fort Worth's Request far Proposal for Library Sooksand Services for the Fart Worth Public Library. We are contldent that if awarded a contract, we can continue to help you achieve your library's goals by providing you with the high -quality service you have come to expect from Brodart. The terms of the resulting contract will be erdended to other inberlocaI govern mentaI entities. For over 86 years Brodart has been the premier supplier of shelf -ready materials to public libraries. We are a full -service library company that delivers library produots and services ranging from collection developrnent to unprocessed material to complex shelf -ready cataloging end processing. Today BrcdaA offers state-of-the-ert ohline tools,, bibliographrc services, and consulting exclusively to public libraries. Please be sure to looks at the Brodart Books and Services Pricing Proposal whioh was submitted in Bonfire under "Any Other Required documents` as it provides significant pricing clarifications that could not be added to the Bid Table. as well as pricing For additional services that have been requested. Far questions about our products and services please contact Loree TilIinan, Library Services Consultant by calling 800.233.8467: ext. 6374 or by omailing Lore e-Ti llman Q broda rt.co rn- Questions related to our bid response or notification of award should be directed to Lisa Miosi at 800- 33.&467, ext. 6166, or bookbids0brodart.com. Brodart's partnerships with libraries are built on experience, trLIS#. and comrnurication. We appreciate this opportunity to submit our proposal foryour consideration and request an official tabulation of competitive Bidding. Sincerely, Lisa Miosi Vice President, Customer Care, Books & Supplies s:i„ if hyt'h firth - MVP t24-0114 H17-•arf Hmks s51 5rrrrra Cc: 'I awl 2H. 21: 21 LiIlage 2 Vendor Services Agreement Page 77 of 102 EXECUTIVE SUMMARY i EXPERIENCE Brodart is the premier supplier of shelf -ready print material in the public library market. With 55 years of expe rien ce in delivering quality, service and new conrepts to the library inarket, Brodart is a strategic partner and primafy materials vendorto many public Iibraries. Based on the strength of our experience, skilled and knowledgeable staff, proven methodology and commitment to true book -in -hand cataloging, Brodart is able to meek the Fork Worth Public Library's requirements far Library Baaks and Services, From title selection to shipping and delivery, we'll take care of the deta irs. 8rodart°s team becomes "your team" from start to finish helping ensure a successful Dutcome. We partner with you from the start to evaluate your requirements and help define your specifications. Brodart recagnizea that each library is unique and that services should be taiaared to meet your every need.. Inventery & Operations 8radart provides a comprehensive range of books necessary to meet public library needs. Far tha past 85 years, 8rode rt has been 1 D01% focused on satisfying public Ubrary requirements. It is because of this effort that all a our inventory and production processes are designed to meet the unique needs of public libraries. Our distribution facility managesannual public library demand for over five million items from more than 50,000 publishers. Our inventory includes public library relevant English and S,pianish new releasesand retrospective titles for adult and children, research and tedhnical materials, large print and small press titles. Brodart strives to maintain high levels of print material across all collections 1,14h a depth of titles and quantities to meet public library needs including opening day collections, Our purchasing profiles are specially formulated to meet the needs of the public library market. Brode rt orders from o44r publishing partners on a gaily basis W arty title not in suck —we do not require minimum purchases. All of our resources are centralized in one location, so we can efficiently and effectively process, fill and ship orders, Our algorithm For success allows usto deliver fill rates afgreater khan 95% for available titles. Order Management Brodart's products and services are designed exclLisiaely for libraries_ Our experience and history cembined with nevi technology and evolving library practices allows us to continually enhance library products and services. Our state-of-the-art Oracle system allows solutions for order management, collection development, infarmation access, aoaount oreation, cataloging. processing and report generation- Our order management process provides a complete package of services that can be customized to meet the requirements of any lilxrary. Collection Development Services Whathefyou are building a new collection, rounding out an existing one, or trying to stay abreast of forthcoming titles, you krrowthat managing a library collection is a challenging and time -co nsu m ing task. Brodart's.Col leaion Development Seryices can help. Our collection developmentteam has the kno'.rledge, experience and customized tools to help you build and maintain a quality collection for your library, s:i„ .•.f F rxt Y�.irth - �FP t:d Ol i d I.ih•.•ary Nmks a•51 tirrr rrsi Cc: 41aiYh ld, �0 2d UJ.T.-.itPage s Vendor Services Agreement Page 78 of 102 e understand the importance of receiving popular material as quickly as possible to fill patron demands'. therefore, Brodart offers a number of selection tools anti services to aist the library to meek these needs. Since 1 W87, Brodart has provided many public libraries with specialized Collection Development Services for both ongoing and opening day collection needs. Many of our Collection Development Services such as TiP 9.' (profiled selection lists), FASTipsil�, (standing orders), collection Builder, (customized selection lists) and vendor selection services are industry leaders. Spanish Lanewa_qe Material To meet the diverse needs of today's multicultural society we offer expertly selected collectionsof Spanish language materials. We CUrrently offer approximately 90.000 Spanish language titles distributed by over 2,300 imprints. These inolude titles puhlished originaIly in Spanish as+sell as translations of English titles. Spanish titles are available fully cataloged and processed. McNatigh(on Lea F�e Plans McNaughton has been predicting and leasing bestsellers to libraries around the world for nearly 80 years. As the first vendor to lease books to libra deswe set the standards for leasing programs. Living up to those standards is something we take seriously. Staying up-to-date with the hottest releases and populara.uthars can be a complicated and time- consurning task_ That's Where Mc Naughton can help. Drat+ring from a successful history, ourdiverse selection committee understands circulation demand and is widely recognized for our ability to predict bestsellers. We recognize that: eacti library's needs are different. Understanding .how patrons use your library and how YOU serve your patrons will help us create a subscription saluti¢n tailored to meet these needs. Thisattention and dedication to personalized service is a lame part of developing the many Iong- term customer relations that have formed between Brodart and the libraries we service. Purchase Plus 8ubscriotivn Program E3mdart's Purchase Plus Subscription Program is a convenient, easy,fay to bLllld your collection. Plans include Adult. Young Adult and Chi ldren's for bath hardciDver a nd paperback. Purchase PILAs PFOvides a collection of popular and bestselling material with new titles offered monthly in our annotated lists, Purchase Pius can help you establish a popular reading program, enhance an existing coNection, or reduce your reserve list with multiple copies aF high demand titles. w.omiCS Plus Erodart and Li bra ryPass bring a library-rdendly platfarm for unlimited, simuNineous aocessto digital comics, graphic novels, and manga_ COIniC5 PILISOD titles are accessible and do%vnloadable using a smartphone, tablet, orweb browser. There is never a vfait to read. and newer any holds to manage. Cm. if Fr•t Yr lith iF'N `+i-(III I I.IFr'ar) HrA h A-11 tirr: r•s xlairh t-1.!1:21 Li.r.-.it"'wil,aire IIagt! 4 Vendor Services Agreement Page 79 of 102 B1l)z Bibz, our online collection development and ordering tool, was designed by librarians for librarians! It effersflex ibility in searching, selection, list building and 0rde€ing. Rich title description far ever five million English -language and Spanish -language titles is available for searching and title display. Specialty or custom collection development lists are readily available for quick selection- Access to this povrerfuI list -building and ordering tool is provided at no charge for an unlimited number of msers in your arganization, inclusive of brief MARL on -order records with customization, access to full text reviews and full grid ordering capability. Catarlaaina and Processinka Once titles are ordered, we catalog and process your materials with boa k-in-hand to reflect yourdetailed specifications. Brodart has developed our cata logi ng & processing services on a single platform which enables libraries to choose the solution that best meets its expectations in terms of functionality and price - You may choose any combination of Brodart's high -quality cataloging and processing options from this service conUrluum to ensure you receive shelf -ready books designed to meet your library's needs. Brodart, the first cataloging service provider, introduced Starter cataloging and processing services far libraries in 1958. Starter pravide s simple custarnizatian options for tailoring MARC data to meet your library's requirements. Later launching the world's first ever fully customized, shelf -ready cataloging service in t985, Compleat Mook-Serft, became the gold standard by which Service Continuum other cataloging & processing serviceswere measured.vo-!W�v - ICA ■ Proving Brodart's an -going commitment to being the best supplier of shelf -ready print matedaI in the industry, in 2011 we launched Flex. Flex is yet another fast for tFte industry as it offers a madern OEM approach to cataloging that cambines the benefits of book -in -hand cataloging with the simpl icfty a nd speed of an automated process. To this day this service remains unmatched in the industry. In 2015 Brodart re -imagined its Gempleat cataloging service to provide a best -in - class service that maximizes the value of customer acquisitions, MARG and Collection Development data. Coin pleat utilizes this data to drive intelligent book - in -hand cataloging and customization which ensures Uistolners rill receive high qualfty and accurate shelf -ready material very quickly. s:i„ if F yt'hmth - UP 1:4-0114 H17-•art Hmks a•51 Srrr N'A Cc: 'I awl 2H. 21: 11 fJ s l'. ". It','N I I P LI I I Y IleaVu3ie Pages Vendor Services Agreement Page 80 of 102 Customer -Care Vwhat sets Brodart apart from other vendors is our deep partnership with our customers. We deliver unrivaled custornercare through -out the setup; delivery and every -day process changes that occur in the library over time- We offefa dedicated team of associates who prop+ide top-quality customer support. They are experts in their fields and in serving large and small public libraries across the country. Our cataloging and collection development teams are led by IVIL-degreed Iibrarians- Erodart's long and succeasfuI history has built cQ untlers padnerohips with libraries and enabled us to provide the most experienced woMorce in the industry. We deliver personalized service and are committed to finding the most comprehensive and efficient solutions available. BRODART HISTORY AND QUALIFICATIONS The seeds of Brodart took root in 1939 when a young Columbia University student named Arthur Brody irnrented the plastic book jacket cover. Involved with a rohitectu ra I photography as a student, one day Mr. Brody washed the emulsion off some film and folded it around hls banks for added pratection. When the cover's popularity gmvv among fellow studerits, the pla stic ja cke t cove rv'.ras ofriclafly barn, as via Brodart. Today. the covers are used to protect the original paper jackets of library books, giving them a longer shelf life and increasing their circulation - The success of those covers led to substantial grovith o'er eight decades, as Brodart expanded to offer fibrary seraices such as bookcs, cataloging a nd processing, collection development, tibrsry supplies, equipment, and furniture — all to help libraries serve their patrons mare effectively. Our coin pan yleas been in the library business for aver eighty-five years and has grown to be a strong, finand aIly stable organization. Brodart prides itself on providing innovative solutions to the library marketplaoe for everything from shelf -ready books to electronic ordering systems, high quality furniture, and supplies. From humble beginnings, Brodart has grown to became an international company. Brodart truly has evolved into a full- ser; ice library supply company. supplies & rurnishtngs Bra dart offers the latest supplies and furnishings for libraries, schools, universities and other institutions. Our product selection is packed with more than 50,000 items specifically curated to meet today's needs and support tomorrow's initiatives. Books $ Library Services Brodart understands the challengesthat libraries rare every day: budgets, staffing and meeting patrons' evil+ping needs; to name in few. We can assist you with streamlining your wrorkf my from selection to shelving, by offering collection development services, options for lease cr purchase, shelf -ready materials processed to your specifications and title -in -hand cataloging that is fully custorniZed to your unique requirements. s:i�� ,f F rxt'f�.irth - �FP t:d Ol i d I.ih•.•ary Nmks a•51 Srrr rrsi Cc: tiairh '1<I, dl: 24 fi.r.-.itir�uNauylleapu�ie Vendor Services Agreement Page 81 of 102 O4rr Books & Library Services division offers books from more than 50,000 English and Spanish -language publishers to public, acadernic and school libraries, and stocks its warehouse with more khan 2,844,000 books. Many of these books are shipped to libraries cornpletely shelf -ready, fully cataloged and processed to meet library specif ications- Vlgh over 85 years of experience in delivering quality, service and new concepts to the library market Brodart is a strategic partner and primary materials vendor to many of the Fart Worth Public Library's peer libraries such as: * Dallas Public Library * East Baton Rouge Parish Library * Ell Pass Public Libraries * Free Library of Philadelphia Fulton County Library System has Vegas -Clark County Library district * Louisville Free Public Library Martcopa County Library District Miami -Bade Public Library System Orange County Public Libraries • -Salk Late County Library Our references and experience clearly demonstrate ourabilfty to meet the Fart Worth Public Library's requirements for shelf -ready material. None of our services viouId be possible 'aft hout our knowledge@ble and dedicated sarles and service staff who bring a great deal of experience to all aspects of our library services. Brodart's long and successful history has built countless partnerships voith libraries and enabled us to provide the most experienced workforce in the industry - The Brodart corporate offices and book warehouse are looted at 500 Arch Street, Williamsport, PA 17701 . All books are cataloged, processed and shipped from thissingle location and most of our over 400 staff membersruork in this location. 'Ode do not subcontract any of our serrioes. Our Supplies and Furniture wa rehause is tDcated just a short ten -mile drive aimay in McElhaiken, PA. Brodart Books & Library Services is a division of Brodart Co. Eradart Co. is a general partnership. organized in the State of New Park, vahich has ta}m partners. one is itself a limited partnership (Brojo) and the other is a corporation (Nubro, Inc.) Bath are predominantly awned by individuals in Srodart management. Nubro Inc. isthe managing general partrjer of Brodart Co. s:i„ if F yt'hmth - WP 1:4-0114 I.ilx.•arf Hmks s51 Srrrrra Cc: barb 2H. 21:24 ri.r.-.itir�uNauylleapu�ie Ilugt! 7 Vendor Services Agreement Page 82 of 102 2.0 VEAlDQR'S ACCESS TO INVENTORY AND DELIVERY SERVICES Inventory Brodart provides a comprehensive range of library cooks to meet FVVPL's needs. OUr inventory includes new releases and retrospective Cities for adult and children, research and technical materials; large print and small presstitles. Because we have all our resources centralized in one location we can efficiently and effectively process, fill and ship orders. Our state-of-the-e fulfillment system ensures ra p id turnarou nd time for all back -ordered titles. Ou r Wi 11 iamsport, Pennsylvania facility handles over 265,GDO titles annually, representing in excess of five million volumes. Meeting the ever-expanding needs of the 21 st century library is a challenge we take very seriously. As a result, we have established, and continue to develop, business relati o nsh ips lAth more thari 50,000 publishers. including small and academic presses. To meet the diverse needs of today's multicultural society }roe offer expertly selected c011ections of Spanish language materials. We currently offer approximately 00,000 Spanish langLiage titles distributed by over 2,3,Q0 publishers, both domestic and off -share. These include titles published orig inafly in Spanish as we11 as translations of EngIish titles. Spanish titles are available fully cataloged and processed - Items are stocked according to library needs. Inventory status can be checked in Bibzy�, our online coilecti-on development and ordering tool. IF an item is not in stock, our order Fulfillment system places orders with all publishers on a daily basis to fill customer backorders quickly. In order to provide the fastest possible service to ourlibraries, %�v do not require rninirnum order quantities and we do not accumulate customer orders to meet a minimum order quantity. Receivin-a Materials bvStreet Date Brodart und e rsta nds the importance of receiving pre -publication materials prior to street release date- Our policy is to catalog, process and ship books irnmediately upon receipt from the publisher. As a result, the library should reoeive popular titles prior to street date. Please note shipment of pre -published titles is dependent upon when these titles are received at Brodart from the publisher - Because these items arrive at the library on or befnrethe street release date. we ask that our customers have policies in place to ensure that they are not released to the public prior to this date. The street release date wiII be clearly identified on your packing list. Rush Account Service To expedite high demand titles vie suggest a separate rush account so that you can designate your high priority titles. VVe ask the library to limit orders on your rush account to 20 percent of your total orders. t'i7•.if reit.Yinrth - RFN 42'1 f}7 i � ;.ilx•ar}Rooks an i Srrrtra UU: 4:arvrc1129, 2024 Arrt;,vt GumFvny ]lespr»t 1 : � Vendor Services Agreement Page 83 of 102 3.0 SKIPPING AND DELIVERY SERVICES Del rve ry Brodart will make the initial shipment of material within one day for unprocessed books and books vw h jackets and whNn 7 —10 days for shelf ready material- We will only send partial quantities of a title at the request of FVV?L. Your Customer Care Associate will work with the appropriate library staff to obtain direction for those situations in which the order wwlll be delayed for more than five days because only a partial shipment is available. Pack aciin and Ma rk i nq or Sh ipments Separate accounts are established far each type of material and priority level (i.e. items only. processed only, sAanding orders and cataloged orders). All cartons are labeled;vith the account type and the number of cartons in the shipment, W that rwhsn they arrive at the library the account type can be clearly identified. The shipping label includes the account name, purchase order number and packing slip number and isapplied to the top of each box. We take spacial care whan packing your order, Brodart's boxes are made of heavy corrugated cardboard and are extremely durable. Larger items are packed first, then smaller ones and are packed spine -to -spine to prevent damage- The number of items, their thickness, and weight determine the size of the box used far packaging. 6oxesare filled with thin nevrspaper-type packing paper. Self-adhesive shipping labels are applied to the tap of every box, Boxes are sealed with tape that is constructed of paper, string, and glue, Boxes within a shipment are numbered (i.e. 1 of 6, 2 of 6, etc.) and indicated on the top of each box. The maximum vreight of each carton will not exceed SS pounds. Packing Sliu Brodart's packing slip, which includes the title, author, ISB N, quantity shipped_ customer purchase order, and list price of each item, is packed in the last onrton of every shipment. The carton indicates that a packing slip is enclosed. This packing document shows a control number, vdAch can be matched with a corresponding invoice. Method of Shipment Shipments are seat via best method (gammon carrier, LISPS, or UPS Ground) and designated for inside delivery. All shipments are F-0.B. destination from our warehouse to the Fort Worth Public Library Operations Center located at 8228 Camp Bowie West, Fort Worth, Texas at no additional charge. FVVPL currently receives shipmentstwwice tivaekly; howwever other shipping schedules such as once wweekly or daily are available - Du delivery schedules are very flexible and can be customized to accommodate your library's needs. Please see other apWns described in Section RFP-Q8 Question 4.3. Brod art will be happy to work with the library to acwrnmods te chiingas in shipping requirements 3e they arise, 'i7•.if colt. Iinrth - RFN 42 I f]l i ;.iFx ar} Rnnks an i Srrrtra I]ca'lsmh 29, 2024 Orrnvt Gtmu'�iy ]lespr»t i Vendor Services Agreement Page 84 of 102 4.0 COMPETITIVE PRICING OF PRODUCTS Brodart has offered competitive € discounts on all material to be covered by thiscontract. Items vwiilI be supplied to the FVVPL at publishers list prices and not Freight pass -through prices less the discounts quoted in the Bid Table. 5.0 ABILITY TO CATALOG AND PROCESS AS SPECIFIED As FWPUs current Yendar, we have been providing cataloging and processing services according to your specifications for many years and we are confident we can continue to meet pour expectations. All material ordered an your shelf -ready account vii11 be processed following the requirements in this RF P. Srodartvri11 verify whether a bibliographic record exists in the library's database far each title ordered by using the matching criteria as defined by FVVPL. IF a MA RC record is found in FVVPL's database, Brodart vri11 simply add an inventory (holdings) record, We WII use the call number fisted in the 099 Field, iFavailable. Ourcataloge rs x+wiII add the publication dateroopyright date to the last line of the call number. if only a short on order record is found, Brodartvri11 pro 4ide a full bibliographic record in MARL format, We wilI then add appropriate inventory (holdings) records, If no record is found, Brodart will supply a fu11 bibliographi0 record with an OCI-C nurn ber in the 15 5 tag and add the appropriate inventory holdings records. e wi11 consolidate records wherrewer passible, adding trade and mass -market paperbacks to the comparable hardcover records along with an additiona1020 field- New large print titles will be put on separate bihliagraphio records. VYkren an RDA record is available, vie accept and modify the re corn according to R DA'. when an AACR r record is available, we accept and modify the record a ccording to AACR2r. When Both an RDA record and an AACR2r record are available, we twill choose the RDA record and inodify the record according to RDA- If no record is available, we catalog according to RDA. Brodartwill update the holdings In OCLC for all new titles added to the database- rA file containing new titles added to your database is sent to OCLC on a daily basis- B.0 CATALOGING METHODS FOR BIBLIOGRAPHIC AND HOLDINGS RECORDS 6-2 Remote Z39-60 cataloging with Vendor's database and OCLC number in 035 tag Brodart currently utillzes the remote Z33.W Cataloging methodology to provide bibliographi-C and holding records to FWPL, 5rpdart's librarians are completely committed to book -in -hand cataloging. Our comprehensive, accurate MA RC records are created to meet your library's unique cataloging and classification requirements- On occasion, FVVPL hasaisa used our Flex aLItomate d cataloging and processing service. We have provided a description of this service En Section RFP-Q8 Question 14.2. Pricing for Flex caEn be found in the Elrodaft Pricing Proposal which has been submitted in Con fire under Any Other Required Documents, t'i7•.if reit.Yinrth - RFN 42�If}7 i} ;.iFx•ar}Brinks an i Srrrtra Ilca�lsrvrch 29.202} Arrt;,viGumpanY]lesVr»t Page 11) Vendor Services Agreement Page 85 of 102 Brodart Catalwim Standards The Library of Congress is our primary resource for MARC records. Wt1en a Library of Congress record is not available, we create an original cataloging record. You can be assured that you will receive full -level, high quality cataloging records for your material. All of our original cataloging records are orea led according to National rules and standards. We base our descriptive cataloging on RDA (Resource description and Access) and the accompanying Library of Congress -Program for Cooperative Cataloging Policy Statements (LC-PCC P8s) or AACR2r (Angle,American Cataloging Rules, 2nd edition revised) and accompanying Library or Congress Rule Interpretations. When an RDA record is available. vie accept and modify tha retard according to RDA: when an AACR2r record is available. we accept and modify the retard according to AACR2r. When bath an RDA record and arl AACR2r record are available, we will choose the RDA record and modify the record according to RDA. If no record is avaiiable, viB catalag according to RDA. In addition, we use Library of Congress Subject Headings, latest edition, Dewey Decimal Classification, 23rd edition, MARC 21 spa cifi cati o ns a nd Guidelines on Subject Accessta Individual Warks of Fiction, Drama, Etc. (GSAFD, 2nd Edition). We adhere to the Library of Congress rules for both MARC format and authority control. Our original cataloging records also incorporate the following Bradart standards: All names and subjects are authorized. A brief annotation in a 520 tag is provided for titles Brodart classifies as Juvenile or Young Adult Fiction or Nonfiction- . A contents note in the 505tag is provided for all short stories. play collections and volume sets. ■ An age sndforgrade level in the 521 tag is provided when it appears on the book. Subject Headings in the BXX tags can include your choice of Library of Congress Adult subject headings far Adult titles t, Library of Congress Children's subject headings for Juvenile and Young Adult titles One or more Bilindex subject headings for Spanish and Spanish bilingual material Com Neat Catalon!no and Processina Service Brodart's premier Compleat cataloging and processing service provides material -in -hand cataloging and processing. Cur professional tearn provides expert service to ensure your library's specifications are foIlovied down to the smallest detail. This personalized service offers the assistance of an experienced installation team to work with your Technical Services Department to profile your focal cataloging, classification, processing and acoount requirements. Four installation team vdlI inolude a project manager, a cataloging services litararian and a collection development librarian. t:i7•.if Feit.vinrth - RFN Y2�11:1 iF : Fx•ar}Rinks an i Srrrtra L'c.s 4tsrvrch 29,2011 Arrt;,viGumpanY]lesVr»t Page 11 Vendor Services Agreement Page 86 of 102 ompleat service offers: + Guaranteed Irill-leveI MARL and item records for every itein received + Catalogers searching the library's database via Z39.50 to locate existing records ■ Brodart ResgUrce Recprd$ for new c,�taIQging ■ Bwk-in-hand analysis to verify and cLIst4rnize cataloging and classification ■ Mauimize the value of gnd templates to incorporate your IocaI collection codes and other acquisitions data ■ MARC record and call number m❑dificationt❑ meet your local Practices Item records and local to II number mapped to the tags and subfieIds required by Polaris Spine label formatted to your specifica tio ns MARO and tinked item records delivered e lectro n ica Ely via FTP or a -ma il f Update library holding to OCL • Physical processing customized to yo41r speafications Brcdart's Coinpleat cataloging and processing service provides book -in -hand cataloging and item IeveP processing for English and Spanish -language material. Brodart wi11 alcs>ess your cataloging database via Z39.50. Our cata logi ng ;-vorkfl ow begins with Brodart searching your database to determine if a matching bibliographic record is present. If a matching bibliographic record is found in the database, Brod art wi11 use Z39-50 functionality to save the record tD a local file. Your ID cal CGX tag wi11 be used to create a trail number for a€ldad copies. A holdings tag yri11 be created for each item being added to the collection following your Polaris systern's MARL holdings tag mapping requirements. When new ❑ataloging is required, catalogers will review, modify, and upgrade existing bibliographic records or provide original cataloging to meet your locaEI cataloging practices. A local call nurn berin the 09X tag and a haldingstag wriII be created for each item being added to the collection foIlowring your Polaris system's MARL holdings tag mapping requirement's, After cataloging has been completed, all bibliographic records with holdings data will be saved to files whicli rill be available to the library via FT or email. An email notification will be sent to library personnel so the r000rda can be retrieved and loaded into your database. These FileswilI be pasted once a day on the day the material is invoiced. In addition, Bradart wri11 krpftte your holdings to OCLrr- . A file contarining new titles. added to your database is sent to OCLC an a dalily basis. OGLG processes these files each night to add yo41r holding symbol to the new titles. The library's unique OCII-C data sync collection ID identifies I: lie file as a FWPL file. There is no c#large. from either 0CLC or Brudart for the holdings 4lpdWe services. 'i7•.if reit.WNrth - UP'r24-M i+lily- ar}Rnnks an I Sevres the ,.'A mh 29,2024 Orr dtGumpanyD!5vvme I}A{ ?) Vendor Services Agreement Page 87 of 102 7.0 CATALOGING SPECIFICATIONS —Sections 7.1 through 7.9,39 As FWFIL's current vendor, v.e have been providing shelf -ready cataloging and processing services according to your specifications for over 10 years and we are confident we can continue to meet your expectations. All material ordered on pour shelf -ready accounts will be catatoged, olassified and processed according to the specifications in this RFP. All cllanges to cataloging specifications must be documented in wrIting via email of other vdrRten communication. Brodartwill have changes implemented within 30 days ofwrltten notice of the change. We reserve the right to review pricing associated with any changes for possible adjustments. Fees For cataloging serriceswuill be invoiced separately from materials. VA rpm :2:W &I COT_10 :1:T9181 C.^bl Ikirem M1*7:A :€ole]X19 As FVVPUs current vendar, ire have been providing processing services for over 10 years according to your specifications and we are confident we can cantinue to meet your expectations, All material ordered on your shelf -ready accounitswill be processed according to the specifications in this RFP. Processing components For shelf -ready boo kswilI include a barcode label. RFI0 tag, mylar jacket. label protectors for books wi hoW dust covers, spine label and book label, Please note that FVVPL discontinued application of the book label in April 2020, but it can be reinstated if desired. We recognize your requirements for a 60-day learning period, rnonitoring and reporting processing errors with a 1% error rate an a quarterly basis. The 60-day learning period wviII not be required sing we are your current vendor and process yourmaterials on a daily basis. 8.0 PRICING FOR CATALOGING SERVICES Pricing for cataloging services has been provided in the Bid Table and further clarified in the Brods rt Pricing Proposal. Please be sure to look at the Bradart Books and Services Pricing Proposal wrhich tVas submitted in Bonfire under 'Any Other Required Documents' as it provides significant pricing clarifications that could not be added to the Bid Table, as vveII as pricing for additional services thal have been requested- Asivith most vendars, it is our standard practice to bundle cataloging and processing cha rges far shell -ready material for a fla t cost per item. 9-0 PRICING FOR PROCESSING SERVICES Pricing Forpracessing services has been provided in the Bid fable and further cla rified in the 5rodart Pricing Proposal, It i$owirstandard practice to bundle cataloging and processing chargae for a flat Gast per oppy. CstIo9in9 and pmcasing chsrges Vail I e balled on a separate invoice from materials. t'i7•.if reit.Yinrth - RFN 42�1:1 il : Fx•ar}Brinks an i Srrrtra L'ca�lsrvrch 29,202} Arrt;,viGumpanY]lesVr»t Page 13 Vendor Services Agreement Page 88 of 102 10.0 PRICING FOR DATABASE SERVICES Bibz, Brodart's online collection development and ordering database, will be provided to FPL free of charge for the term of this contract. This includes unlimited users, in -stock inventory information, fu11 grid functionality, and acoessto all available full text reviews. Review joumals. awards lists, and bibliographies are indexed and fully sea roliable through Bibz- A full description of Bibz can be found in Section RFP-08 Question 14.2. 11.0 QUALITY AND 0EPTH OF ONLINE SERVICES AND COLLECTION DEVELOPMENT TOOLS The Bibz database is updated with new titles, title status, price infonnation, and new data (such as carer images and full text re+dews) on a daily basis. Inventory status shows unallocated inventory. Publisher inventory is also displayed for participating publishers. Please note orders placed for items not in Brodart:s inventory are ordered immediately frarn the appropriate publisher. Our order fulfillment systern places orders with all publishers on a daily basis via FTP or email. In order to provide the fastest passible sePaice to our tibraFie S. vie do not require minimum order g4iantities and we do not accumulate c4istorner orders to meet a minimum order quantity, This policy a]Iouas us to Fill orders quickly and efficiently. Prepublication arders are encouraged since this a Ilows the materials Lo be sent to the library as soon asthey are available from the publishers. Bibz Access; Atemporary Bibz login has been set up so that: you can try Bibz faryourself. Login information is not case sensitive- Go to mva.bibz-corn - Username = FortWbid Pass�%xrd = FvrtWbid Grid Svstem Bibz pravides brief on -order retards with item level information through the Do%vnload MARL Records function zit hin a list. Bmdart enters the accounts, processing profiles, and branch locations. FWPL oontroIs the values that are loaded for the grids far collection codes, item types, and funds. There is not a limit to the number of funds that can be entered. A custom MARL map is already set up for FPL. This can be modified if needed. Pre-vublication Notification T)PS (Title Information Preview Service) wi1I provide regularly scheduled ourrent fiction and nonfiction selection lists using a custom profile developed for FWPL. SubscribeTs set up custom profiles, thereby designing their awn selections lists and delegating the production of those lists to 8rodart. Many large urban library systems use Brodart's TIPS for ongoing collection development. These include Harris County Public Library, Free Library of Philadelphia. Las Vegas Clark County Library [district. Los Angel as Public Library, and Miami - Dade Public Library. t:i7•.if Feit.Yinrth - RFN Y2'1 1:1 t l : Frar}Rnnks an i Srrrtra UU: 4:arv:1129,2024 Arrt vt Gumpany llespr.3se Page 14 Vendor Services Agreement Page 89 of 102 TIPS provides custom profiling through the selection of age ranges desired, subject coverage, sources oftitles (i.e- review journals, publishers, series, authors), relation to publicatiorr date, and material types to be covered. Each library selects ikaox-vn frequency (weekly, twice monthly or monthly). FVVPL relies heavily on announcements of forthcoming titles through their TIPS seleotion lists. FVVPL currently subscribesto 40 Diamond TIPS Profiles for ongoing selection lists. As an example, the Adult Fiction Starred Reviews T I P & list uses three j0urrleISto identify popular a nd important titles. The Picture nooks - Hot list uses Brodart's hot demand level - These TIPS lists are pasted to F PL's Ribz accounts. The selector can then see aII the title detail infarmatian available for each title, including print run (when pro Yided by the publisher). Existing profiles can be adjusted or additional profilescan ba added at any time - Online Selection Lists The TIPS pfofiles described above provide regularly scheduled lists of current fiction and nonfiction_ All profiles were developed by FVVPL selectors, in addition to profiled TIPS lists, Fart Worth soI@dors have accass to hundreds of specialty lists from which to choose. hint only are the lists separated into age ranges anld categories, they can also be filtered for custorn searches to help you find exactly what you're looking for, These lists confaintopics of interest to public libraries and afe updated on a regular basis. They are avaRable free of charge to all $ibz users, The topics include Awards. IDiversity, Graphic Novels, Hot Topics, Public Library Collection Builders, Spanish and many more. Ueciaity Lists available in Bibz h M.— ACn,e R {': R,;,cminandcd"slsrs Adult 01adrblr"m 161 6werslty {10) Feawrad f131 Rain {.,Ilwur„ Buildu,. (135 Fothmm-s 195 Ltteracy?E31. (3) Non FKGan Collealan 9uildersi21) pkk. fur P.614 Li6..ri-0G) Ummer Re4hdr,,tl9:- I(epwEWAr 1599, UPC ork%wards S—:I- kt:=ni—wd.d U.I. 1-1--Urlydt'4 U_.1 - SI, Awards & Best Blaolo AAA A—rdr�:6#1 6H{ 9auh} Lsa (411 1-Mrary Pmmm,2s (lSi I SI.E. A—rd.12.* ChIkki l €ondnuatlons p) Teen nlverr, ky 1101 {raphlckayak �43r Frxured;li) Fkaan Ccdealon 9rilders li l Wotftoi jidD] FuiiFsundn�(71 rfonfirmn Colkcvcn br1 A-3 MI RublMerLists (785] SurrrneTReading;l4) Din ty n 01 Vanish Ftarured{74} EaSIORCdOn Cdlealon Builderi,5) Aduk 1121 Rpliwiiflpj(W Chi¢*4i,1 —1391 LeiernV- F.+rFy Chlldhoud 1111 twer5lky I'� Nar,Rrthrr €vkodm Ru4aers 1151 Fraeumd 413) Summer Re3ding(47} C.iL1•.lf relt.W,Nrth - RFN 424.fi11.1• ..1Fx•ar} Rwks an l grrrera L'ua'lsrrh 29, 2024 Arndt GumFvny 3re5pr.3se Page 15 Vendor Services Agreement Page 90 of 102 Bind_ Preference One of the parameters that the Library sets on the TIPS profile is the form atsfbindings to include. FWPL has made selections for each of their children:s profiles. The se lectorsees the options and cart then choose which forma tibinding of each title to order_ The FASTips standing order plan described below does offer the -bind preference" funotionaIityr. in that case. FWPL gives us the binds in order of preference and we order the highest ranking bind_ For the Middle Zone Series, for example, the preference is for trade hardcover first. publisher reinforced second, and library reinforced third. Selection Lists Titles an all custom selection lists are limited to titles that are either currently in -print (including titles in stack at -Brodart) or about to be published. In either case, quantities would be suf5cient to ma@t FVVPL:s needs. Titles v_4th statuses ❑I "Out of print" and "put of Stock indefinitely" are clearly marked as such within Bibz and excluded from B roda rt-prDv ide d lists. Titles that appear on TIPS lists meet criteria that have been setup by F P L such as coming from specifrc reviewjournals, publiahers, series, authors or Brodart programs, Collection 8uildars are ❑niR-time custom selection lists don€ to assist in replacement ordering or special projects. Opening day collections (described further belowf) can be drawn from review journals. awards lists, bi b Rog raphie s. or Brodart programs. Authors, series, and publishers requested by FWPL can also be 4ieed. Often these lists use a demand factorto limit the number of titles shown, and this demand factor reflects sales to public libraries. TIPS selection lists include tittles no older than te.,efve (12) months and up to six months prepublication, Collection Builder and apen ing day co11ectian lists can include older titles where appropriate (e_g. classics, standards in certain fields_ older fiction titles that are still popular). Using the demand factor mentioned above and solid sources of title identification keeps these lists full of up-to-date, viable titles that would meet guidelines for +.seeding and retention. FWPL selectors can set specific publication date guidelines for any lists. Titles an sta nding order with Brodart through FASTips are aut❑maticalily excluded from TIPS selection lists. F PL se lectorscan provide instructions on titles to be excluded from Collection Builder or opening day collection project lists. Spanish Materials Brodart has special expertise in the area of Spanish titles for US public Iihraries. There are three staFf rnernbers dedicate€i to Spanish data, selection and acquisitions. Nerissa Moran, Spanish Specialist, has been selecting appropriate offshore titles far ❑wer 30 years_ She not only selects titles for the database From publisher offerings but also notes suitability far audiences by country of origin (these notes are visible and even searchable in Bibz), She splits the adulttKies into three layers of anticipated popularity and hand -selects the best children's titles each m❑nth. Nevilyr published titles are added to the Bibz database daily, with new lists posted monthly. They include titles published in the US and abroad including both translations and originals. t'i7•.if reit.Yinrth - RFN 42'IC7 iF : trar}Rnnks an i Srrrtra I_r..s 4;arvrch 29,2011 Arrt vt Gumpany llespr.3se Page 16 Vendor Services Agreement Page 91 of 102 Brodart's Spanish TIPS is a perfect prograrn for librarians not fluent in Spanish. Every title included in this program is appropriate for public libraries. We provide a parallel We plus an annotation in English. We have confidence in the reliability of the publishers inolkided in this plan (both domestic and offshore:) as a+.fell_ On [he Re comrnended Lists tab in Bibz there is a special section for Spanish, with subsections for C h il d reneTee n and Adult. These lists are published monthly. quarterly, and seasonally. gradart's pre -built Spanish lists available in Sibz: �LIG� B I ►-/ L K.yxnrJ v 4re.r lwNN. �F*C ar a}•v�.vk j{ 1 r,suu... 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G.�_4m.d h ,_ W.W.12B24 InI I_I Adult S p a fe i'•J..F T." r.-o, 2v.!4- wre s 0.YIC5,' h r f l t f'. u iw m a i t_ 11a djfu�l1L24 I I_I Fc ul[d k5�Z IA Barwsa.., c 9csnrlln s ICE Blf311M4 I I [hl mn} Teen. r1{thr. 76! oi'2IZU4 I I [hiorm rten Spnrfs, Gary per-Jers •Nonikllon 86= 411241342d 1 1 -Mutt Bk kbuster3p3-ISF ides -Fehruay ZH 1' 41f10f:2M4 I I childmry rten F'Fldflinnsfa::h0crm-3p.nhil 71 41?MR24 1 1 Lhikir—I I rxll wry I rlrw fa tdnkirrrl- %riw-Fl J'll 1111111r1u14 �_R.rlur.al_ RWl3-eprrihli.nJ oiliylorl rJrkru lie 01.�r3a29 Descriptions of additional Calfeotion Development services can be fauna in Section RFP-08 Question 14.2_ t'17•.lfPat 'Iinrth-kFPk2i-1:1'.1 :ly'ar}RnoksAn.1serr:rs I:I:,t4'orrh29.A24 Ant;,viGtm Jlylle�prnst Page 17 Vendor Services Agreement Page 92 of 102 Onenina Dau Collections Another specialty of Brodaffs collection development staff is opening day collections. Our high -quality standard services are provided at no charge to the library. This includes onsite profiling, a full range of hiply customized selection lists from which library staff would select, and the assistance of an experienced project manager. These services are further deserfbed in Sections 16 - 22. 12.0 ORDERING, AND RELATED SERVICES Our arder management process provides a complete package of services that can be customized to meet the regriirements or any library. HUndredsof configurations are available to design the account setup, ordering options. invoicing, packaging, shipping and delivery requirements needed to integrate with your unique wworkflow. four cfloice of management reports is also available to keep you informed of the status of your orders. We offer a variety of documents to keep you inibrmed of your order status. Most are available in paper or electronically via a -mail of FTP. Sample management reports have been included in Section RrP-o8. Placinq Orders Brodartwill establish accounts based an your specifications and provide as many accounts as required. This can include accounts for your automaticor standing orders, firm ordersand orders for replacement copies. You may add new account& delete old accounts, or Gh'ange the name and address information- Multiple ship -to accounts xvill be linked to the appropriate bill -to account- Each ship -to account will include a five -line address and account number. The information tiwiII link to related cataloging and processing specifications. Brodart's backorderand cancellation schedules are very flexible. Therefore we can meet your requlrements by setting up your accounts so that English items not received within 90 days after receipt of order are automatically cancelled. Spanish material will not cancel until 120 daysafter receipt of order. English pre -publication material will root cancel until 120 days after the publication or street release date. Spanish pre -publication material viill not cancel until 120 days after the publication OF street release date. Any items that have cancelled vwilI be reported on a voeekly or monthly cancellation report with the reason far cancellation Rush accountz can be established far ordering materials that are time—sensiti'.e. Advanced orders can be placed 6 months a mare before publication date. orders for special events can be monitored by your Customer Care Associate to ensure on -time delivery for your e:,ent. Brodart ofFers a number of methods For cubmitking or€lers: IP Submit your order through Bibz, 6rodart:s online iollecticn development and ardOng tool. t'i7•.if reit'N'nrth - RFN 42�11:1 il : Fx•ar}Brinks an i Srrrtra I.c.s 4arvrch 29,1011 Arrt;,viGumpanY]lesVr»t Page 18 Vendor Services Agreement Page 93 of 102 ik Submit orders through Polaris, If desired, on-ordef records created in Bibz can be imported into Polaris with or without the distribution information in a format developed especially far Polaris. 6raclart Fully supports X12 or ERI FACT Nrmatted electronic business transactions including purchase orders, order a cknovAedgerne nts, and invoices. • Fax orders to 300,999,6799. Telephone orders by calling 800.474.002, ■ E-mail orderz to bookscs5,brodart,G4m, ■ Mail orders to Brodart Co. Eoolcs' Library Services. 500 Arch Sheet, Williamsport. PA 17701. Brodart Svstern Interfaces Brodart has long-standing relationships with every major integrated library system vendor. We continuously work with all of these ILS vendors to manage existing interfaces and develop new functionality when the opportunity arises. We currently have establishers interfaces with each integrated library system for acquisitions, invoicing, collection development and cataloging. We fully support EDI ordering as well as EDI invoicing. Our interfaces include: EDI Orderincl — Brodart has the ability to receive orders created in Polaris and return EUI order acknowledgements to update POIa€is. ■ 9XX_O_rderina -,Brodart also hasthe ability to upload on -order records with or without 9XX order information From Bibz to Polaris- In addition, item level information received in enriched EDI orders is utilized For both cataloging and processing to meet the lil}rary's cuetcmized requirements. Invoicina Services — For orders placed via EDI, electronic invoices can be generated and postedto our FTP site for immediate download. Print invoices can also be mailed to the address designated by the library. • Collection Development Services — Brodart's selection lists can be laaded into your Polaris system. Cataloaina Services — Brodart teas deWalaped interfaces with all of the major ILS systems foralI levels aFour automated and customized cataloging services, Cataloging records asvfeli as holdings records can also be customized to meet your Polaris requirements. Order Fulfilin-w-nt 5rodart stocks materials according to public library demand. Material can he ordered 6 months or more prior to publication data. Items ordered pre -publication or not in Brodart:s inventory will be ordered immediately from the appropriate publisher- Our order fulfillment system places orders with all publishers on a daily basis, In order to provide the fastest possible service to our libraries, %ve do not require minimum order quantities and we do not accurnLl late customer orders to meet a minirnurn order quantity- This PalkY allows us to fill K% of all customer back orders in 3 weeks, with overall fill rates of greater than 98% of available titles.. t:i7•.if reit.W,Nrth - RFN 42i.I: i i-1 : Fx•ar} Rnnks an i Srrrtra I.c.s 4arvrch 29, 201 1 Arrt vt Gtmpany llespr»t Page 19 Vendor Services Agreement Page 94 of 102 Other Collection Develonment Toots Brodart is pleased to offer Fork Worth Public Library Library IQ for collection analysis and Bibz Analytios for predictive ardering. Lib rarylQ offers access to broad metrics for gaging community needs, interests, and potential library usage by its community, along with tools for high-level collection analysis and management. 13ibz Analytics is a data -driven title ranking system, offering a supported prediction of future circulation — at both the systern and branch level, based on circulation information from your own IL . Both, of these collection d evelo pment too Is arse currently in production. More information can be found in Section RrP-oB - 0uestion 9.0 Crder Services. i M11Its-11faMI=11MI]GIAMri *30U7.1:1091:tk111IUM--1:11AW41C. We offer a variety of docunlents to keep you informed of the Sti3tLIS of your orders. Choose from weekly a manth ly frequency. Most are available in paper or electronically }r3a e-mail or FTP. Sample management reports have been included in Section RFP-08. 14-0 INVOICING SERVICES Brodares inVIDioeS are available in duplicate and include the titre ilisted alphabetically{, author, ISBN, publisher, published date, quantity, list price, discount, wN price, and extended price, as well as your purchase order number. Brodart's E I N also appears an each invoice. Brodart offers a number of invoicing options: • an invoice to match every packing slip ■ a consolidated weekly invoice • a consolidated rriorlthly invoice • EDl Invoicing Per FVVPL's specifications, cataloging and processing charges %vill be billed on a separate inVIDice. Each materials inVGice Gan be Gross -referenced to the appropriate cataloging and processing invoice via the packing slip number, All shipping and handling charges will be ala$Qrbed by 13r9dart, therefore freight charges will not appear pn FVVPL'* invoices - Invoices will be e-rnailed separately to the staff members) you designate. Ordsrs transmitted electronically (EDIj can receive electronic (EDI) invoices, FVVPL is currently set up to receive most of their Brodart invoices in this fashion, Brodart u ndersta nds that FVVPL is exempt from any out-of-state tax on the p4irrhase of books and is also exempt from the payment of sales tax. Our payment terms are net 30 days from the date of the invoice. Brodart grill accept payment via check, credit card or through the City'sACH electronic funds transfer system. In the event an invoice is incorrect, Brodart will issue a corrected invoice. Any errors resulting in a credit ;gill be described on a credit memo and reference the corresponding invoice in which the credit memo should be applied. Sample invoices and credit memo have been provided in Section RFPr08 - Question MCI Invoicing Services. t:i7•.if FeitYinrth - RFN Y2�11:1 il : Fx•ar}Rnnks an i tirr::rs I:r..s 4;arvrch 29.202} Arrt;,viGumpanY]lesVr»t Page 20 Vendor Services Agreement Page 95 of 102 Brodartwill be happy to work s-vith FVVPL's newly developed workflow effidencies and make reason ahle adjustments to shipping and invoicing processes. All process changesviould be reviewed for potential adjustments to pricing. iI-AbnV=1lU.40E-13-10I5XIV. -IE III=1.IP1111W011ItI All items ordered under this contract will be new and free from defects in design, materials and workmanship and %vill he guaranteed for a minimum period of 120 days. During this period, if a defect is found, Erodart will issue a no -charge replacement a credit. Any item received dainaged, defeCtiVe or not as ordered (wrong title supplied, short shipment, etc-)viill be replaced or ere dit wriII be issued. All contractorerrors will be handled in this manner and can be returned at our expense- Your Customer Care Associate Wll issue a UPS call tag orequiaalent for the return of these items- Requests to return iterns for any other reason will be handled on a n individual basis. While we make every attempt to satisfy our customers regarding defective items. vie ask that items shmving normal vvear and tear not be returned. Brodart's complete Return and Credit Memo Policies have been included Section UP-B - Question 12.0 Returns and Customer Support. As a current 13rodart customer you have already been assigned a Customer Care Associate as the main paint -of -contact far fsandinq customer service issues. Tina Jodun- viiII continue Qa be responsible for da ily maintenance of your ❑rlgoing accounts) as knell as coordinating your opening day collection projects. She vrilI be happy to answerer any questions you may have and assist you in any way throughout the germ of the CDntract. We have provided the applicable contact information for sales, customer seraice. cataloging and processing in Section RFP-08 — Question 12. Upon award, Srodart will schedule meetings with FVVPL staff to review the librares cataloging, processing, ordering and collection development specifications. Any changes of adjustments to the agreement throughout the term of the contract Can be easily aohieved via a written request to your Customer Care Associate. Your Customer Care Associate will communicate this information to the appmpriate parties. We reserve the right to review any changes for possible price adjustments. Brodart. specializes in opening day collections for public ribra ries providing a complete solution from planning through delivery. We have provided over400 libra rieswith opening day collection services since 1965 and have experience in managing projects of this scope. We will assist your technical services staff In all areas of the project. Our customized cataloging a nd processing services, Compleat Book -Sere, provides your library with a tears of experienced professionals to assist you throughout the entire process from title selection to catalaging, processing, storage and delivery. We also have extensive experience in providing customized selection lists aimed at fulfilling the core collecti-an needs of nevv libraries. Brodart's collection development system can provide a wide variety of titles in all subject ranges for -all age le,leIs. We vrili help you design a plan to satisfy your needs, budget and timeframe. It is our goal to ensure yaur opening day collection is a succass- 'i7•.if rest. Iinrth - RFN 42 I f]l i ;.iFx ar} Rnnks an i Srrrrra I]ca'lsmh 29, 2024 Arrt;,viGumpanY]lesVr»t Page 21 Vendor Services Agreement Page 96 of 102 17.0 OOC GENERAL SPECIFICATIONS Brodart can acquire the types of material as defined in the RFP for FVIPL's opening day collection. We will supply and ship 900A of available items 30 days before opening day. B roda rt. agrees to catalog, process, store, ship and invoice all materials purchased the opening day collection project arcordirig to your specifications including the exportllmport of bibliographic records to the FWPL system. Brodart agrees to invoice materials as.welI as cataloging a nd processing at the end of the project once materials have been received by the City of Fort Worth. Brodart w.+ill pro Yide a II staff support, office and v,arehouse space and the equipment and suppy@s n@c@ssary forth@ purchasing, pro cassing, cataloging, storage and the Shipment of materials- Brodart viill assign a project manager to coardinate all aspects of the opening day Mil ection project, 111D wever your Customer Care Associate, Tina Jodun, will serve as your main point -of -contact for both non -ODC and opening day collection related issuez and or questians. 18.0 ODC SELECTION Brodart has provided hundreds of opening day aelecticn lists for public libraries. including several for FVVPL. FVVPL can submit lists of titles to be ordered for a specific project. This ca n be provided in Excel files, Bibz lists or MARC files. If murtiple copies are to be ordered, that information should be included wilth the file. Once these orders are placed, they can be blocked from any subsequent selection lists. As part of the peofllirig process, a "list of lists' would be mutually agreed upon. These tend to fcllovr collection ontegoriesloodes such as ohildren's picture books, teen fiction, adult nonfiction, but could be broken dmwn Further into Dewifey ranges and;or Fiction genres. Separate lists are often done for categories such as travEI guides, test pre pa ration, parenting, or brovising paperbacks. The collection categories aIIOW titles to floW smoothly from selection to cataloging. Titles that are 'Out of print" and "out of stock indefinitely" are automatically excluded at the time lists are produced, FVVPL can also instruct Brodart to omit titles that are "Must Order Direct". Viewing lists in Bibz aIlux s for status changes to be easily seers after the list has been produced. Lists can be generated in shelflist sequence before they are loadiad to fait - Choosing the Entry Sequence sort will then restore that order. Marry other sort options are possible such as publication date, demand level, format, age range, etc. Your Collection Development Project Librarian 10fili establish a schedule with target datesfor delivery of selection lists and orders- FVVPL can have 30 days for review and order if so desired. Any lists deemed unacceptable xwrill be replaced as gruckly as possible (this is a rare occurrerrce), t:i7•.if FeitYinrth - RFN 42�IC1 iF : Fx•ar}Rooks an i Srrrtra I.c.s 4arvrch 29,2011 Arrt;,viGumpanY]lesVr»t Page 22 Vendor Services Agreement Page 97 of 102 It is standard practice to exclude titles you have seen before from future selecdion lists. However, it is also passible to exclude only those you have ordered as long as the timing of those orders is taken into consideration. VV th selection lists delivered in Ei:bz, it is passible to click on the format hype rlink to we alternate formats of the same title. If orders are submitted via Bibz, you can request that any cancellations be searched for alternate editions or formats, EDI ordering makes that a little more difficult but Garr be discussed during profiling. Often, at publi sher will send the latest edition when it has recently replaced a previous one. 19.0 ODC ORDERS AND RETURNS Brodart will establish different accounts and account profiles for your opening day collection project whoch will determine howthe orders are processed. Non-ODC orderswill be cataloged, processed and shipped to F PL while ODC orders till be cataloged, processed and placed into storage until the designated +delive ry date. ODC orders k+gill be invoiced separately frorn non-ODC orders at the tirne they are cataloged, processed and placed into storage. Brodart agrees to invoice FWPL at the end of the project once materials have been received by the City of Fort Worth. When ordering large volumes of books from different sources, Brodart has the ability to eliminate duplication of titles by ICBN. This is accomplished by maintaining a file of cumulative order records from the accounts assigned to a particular project and purging all duplicated titles before processing. Multiple copies ordered on one title citation will be allowed_ This feature will ensure that FVVPL veill not receive duplicate titles should they be ordered in error by the selection staff. A weekly report of purged titles will be sent to the library to be raviewed and reordered if desired. auplicake titles can be reordered with written request to your Custiamer Care Associate. Before you place are order Bibz provides autornatic duplicate checking against all your lists and orders. Icons indicate whether the title is in another list ar on a submitted order. In addition, these icons kink directly to Duplicate Detail screens. Duplicate check Options are also available when adding a title to a list. The user can set the preference for the level of duplicate checking {e.g. do not alert on duplication, chack For duplicates in the target list by 1 6N. check Por duplicates in all lists by I S B N, etc.). In addition to these features, it is also passible to check duplicates far an entire list. Brodart vrill provide FVVPL an ❑rder acknoti+w3edgernent;confirmation report for each purchase order. Brodart offers a number of options for receiving ❑rder status information. The arder History tab in Bibs aIlovis the Iibraryto access not only orders that have been submitted through Bibz, but also orders submitted to Brodalrt via EDI, telephone, or any other order method. A surnmafy is provided indicating current status (entered, b44ked or Gosed), Orders may be searched and sorted to provide quick reference of spet<ific details. Each order car he opened to show title level detail with current status information such as Shipped, in process, back ofdered, cancelled, etc- This Gann be used in place of or in conjunction v;,ith confirmation, status afrd cancellation reports. t'i7•.ifreit.'N'nrth-RFNY2�11:1'I :Ix•ar}RnnksaniSrrrtra L'ca�lsrvrch29,2011 Arrt;,viGumpanyllespr�st Page 23 Vendor Services Agreement Page 98 of 102 If preferred, the library can receive order status information via Brodart's On -Order Title Status Report. This report wtll identify, by acoaunt number, the status of all titles on order. This report includes the ISBM. quantity ordered, author, title, customer purchase ordef number, list price and order date. The On -Order Title Status Deport is available weekly, monthly, or upon request via a -mail or FTP. Orders tra nsm itted e leotro n ical ly (EDI) will receive an E D I aaknoWedgment within 24 hours stating the inventory and publication status of each item ordered. Materials not supplied within 90 days All be canceled and reported to FWPL on weekly or monthly cancellation notices. Titles Not Yet Published can be kept on backorderf❑r a longer period of time as designated by the Iibra ry- Brod@rt. vrill set up accounts for your library based on your specificatiarss and provide as many accounts as required. You will he permitted to add new accounts, delete old accounts, or change the name and address information. Brcdart's Do -Not -Exceed (E)NE) system provides accurate fund accounting for all orders placed for the opening day collection materials. This system alr❑xves FVVPL to specify the exact amount of money budgeted for each subject category and will Fulfill all orders up to, but not exceed the monetary limit- In addition to the budgeted amount for each defined category the Fund Report statesthe invoiced amount. Iackordered amount. cancelled amount and the total amount encumbered (ordered, backordered, in -process and invoiced). Your Fund Reports will include the dollar limit and the quantity and dollar amounts of items invaiced. cancelled, allocated, and in -process, The DNE system will continuously update the en cum bra noes, expenditures, and remaining balances as the orders move from one status to annther- All charges paid by FVVPL will be indUded in the Fund Report. Budget amounts can be changed at any time by contacting your Customer Cafe Associate. Brodart vyill provide cataloging and processing through Cornpleat Book -Seri perthe specifications defined in the RFP. Item records forthe opening day collection will be shadowed in the library's database until opening so that only the staff can see the records, not the patrons. Discounts and pricing for FVVP L's ope n i ng day collection ivilI be the same as non-0DC material. Opening day collection material wiII be invoiced separately from non -OD C material. Br❑diart agrees to invoice FVVPL at the completion of the project, once materials have been received by the City of tortWorth. 21.0 ODG STORAGE, SHIPPING AND INVOI ING Invoices and packing slips are generated per order Invoices are generated to match yoLir packing slips and tavill reference the packing slip number, Invoices can be e-mailed immediately a held until the materials have been deIivered. Your opening day collection will be boxed and stored in approximate shelf order- Fiction is sorted by the 1�51 initial of the author's last name and nonfiction is sorted by Dewey Hundred t'i7•.ifreit.'Iinrth-RFN42If]li�;.iFx•ar}RnnksaniSrrrrra I]ca�lsrvrch29,2024 Arrt;,viGumpanY]lesVr»t Page 24 Vendor Services Agreement Page 99 of 102 Divisions. Partial call number and exact shelf list order sorts are also available for an additional charge. As a book wholesaler. our warehouse is designed for storage of books. ufficleot heat and humidity control is rnaintained to ensure the condition ofthe materials upon delivery- All materials wwiII be fully guaranteed and insured against physical Icss, damage, cr defect Vdiile In storage and until which time the books are delivered to the library. If any titles ere found to be defective, a credit or no -charge replacement will be issued. Srodartvrill stare all your opening day coil ection materials until requested by FWPL. The number and timing of deliveries will be agreed upon by Brodart and the library. We ask to be notified at least 30 days before the first delivery date. Shipments vrill be designated for inside delivery. There vfi1I be na additional charges for the storage and shipment of your ape nln0 day collection. 22,0 ODO WORK PLAN Upon award, the project manager will take Immediate responsibility far establishing open communication with the library staff and scheduling a virtual meeting to discuss the scope a the project. A series of meetings will be scheduled to profile your collection development needs and selection list schedule, special cataloging and processing needs and the timing for the project, Your designated contact VrilI be available for weekly conference Galls to discuss the p rogress of the project. Once the profiles are finalized, your project managerwill create a master project schedule for the entire project from programming through delivery. A second schedule forthe delivery of all collection development selection lists and tasks will also be provided. FWPL'r.ill be asked to approve both project schedules acknowledging the assigned tasks and due dates for bath parties to ensure an on -time deiivery. 23.0 COLLECTION ANALYSIS TOOLS Brodart is pleased to offer Fork Worth Public Library Lib raryl0 for collection analysis and Bibz Ana lytics for predictive ordering. Both of these collection developrnenttoo Is are currently in Production. Mofe info rmatier, can be found in Section RFP-09 - Question 9.0 Order Services. 24-0 ADDITIONAL SERVICES — 131SCARDED ITEMS Brodart does not partner with any third -party company to process library discards and unvr,a rrted donatlQns- F*Nrl■4*f,1111If,111 11 I�[c 1�Ir1t41 ,.�tl:iI�CGi�:IWRINNEr1;&S--ir7ihi:lariTC10001f4MM Brodart has read and undemlandshovuthe success of the contract will be evaluated and measured and what your expectations are regarding error rate and fill rate. :i7•.if felt. N'nrth - RFN 42 I f]l i ;.iFx ar} Rnnks an i Srrrtra I]ca'lsmh 29.2024 Arrt;,viGumpanY]lesVr»t Page 25 Vendor Services Agreement Page 100 of 102 26.0 FLEXIBILJTY IN MEETING SPECIAL CIRCUMSTANCES AND NEEDS As one of your existing vendors for over twenty years vie Peel we have demonstrated our abiIity to be Flexible and have had many occasions in which we have shown our wi Ili ngness to meet any special circumstanoes or changing needs that the library has experienced_ Brodart is aWays open and interested in new ideas and suggestions our customers have to irnprowa the ser-)ices we provide_ a will collaborate to make sure that both parties are working effectively and effitsiently. 27.0 - 29.0 REQUIRED SUBMITTALS, ESCALATION, ADDITIONS AND DELETIONS OF SERVICES Brodart has read and understands these sections of the invitation to bid_ We do not take exception to any of these items and vve have provided the required documentation. 30.0 EXCEPTIIONS TO THIS REQUEST FOR PROPOSAL 11.7 For children books, the Library prefers to get the trade hardcover edition of a title. Library Binding editions of a title is only to he included on a selection list if it is the only hardcover edition available. One of the questions on the TIPS profile is which bindings to include. At present F+1VPL receives all three hardcover juvenile bindings —trade, library and reinforced ---on its lists. Library staff can then choose 'ahich binding to order. At present, there is not a bind preference option (only indLlding library binds when trade hardcovers are not availahle). 21.6 A packing list will be included in each box shipped. A packing list is generated for each purchase order which could span multiple boxes. Each carton is marked as box 1 of X. 2 of X_ etc_ so the Ca rton grouping is easily identifiable. The paoking list will be in the last carton in the grouping and is identified by a bright sticker stating ••packing slip enclosed'. 31.0 AGREEMENT CANCELLATION Brodart has read and understands this section of the invitation to bid. We do nat take exception to any of these items. t'i7•.if reit.W,Nrth - RFN 424-I)I I.} ;.ily-ar} Rnnks an l grrrtra the ,.'A mh 29.2024 0rrt vt Gumpany llespr.3se Page 26 Vendor Services Agreement Page 101 of 102 PROFILING DOCUMENT (TO BE INCLUDED LATER; DOCUMENT IS CREATED DURING THE FIRST 8 WEEKS OF THE CONTRACT) Vendor Services Agreement Page 102 of 102 10/18/24, 3:12 PM M&C Review CITY COUNCIL AGENDA Create New From This M&C Official site of the City of Fort Worth, Texas FoR_ T�H REFERENCE **M&C 24- 13P24-0144 LIBRARY DATE: 5/21/2024 NO.: 0444 LOG NAME: BOOKS AND SERVICES EC CODE CODE: G TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Execution of Non -Exclusive Agreements with Multiple Vendors for Library Books and Services in a Combined Annual Amount Up to $3,200,000.00 and Authorize Four Annual Renewals for the Same Amount for the Library Department RECOMMENDATION: It is recommended that the City Council authorize the execution of non-exclusive agreements with Baker and Taylor, LLC., Nubro, Inc. dba Brodart Co., Ingram Library Services, LLC., and Children's Plus, Inc. for library books and services in a combined annual amount up to $3,200,000.00 and authorize four annual renewal options for the same amount for the Library Department. DISCUSSION: The Library Department approached the Purchasing Division to procure non-exclusive agreements for library books, materials, and related services such as labeling, cataloging, and protective covers for all Fort Worth Library locations. In order to procure these services, Purchasing issued a Request for Proposal (RFP) No. 24-0144 describing the specifications for the labeling, cataloging, and delivery needed by the Library Department. The bid was advertised in the Fort Worth Star -Telegram on February 28, 2024, March 6, 2024, March 13, 2024, March 20, 2024, and March 27, 2024. The City received five (5) responses. An evaluation panel consisting of representatives of the Library Department and the Information Technology Department reviewed and scored the submittals using Best Value criteria. The individual scores were averaged for each of the criteria and the final scores are listed in the table below. Proposer Evaluation Factors a b c d e f g Total Rank Baker & Taylor, 9.00 9.17 14.17 9.53 5.83 2.40 37.25 87.35 1 LLC Brodart 8.33 7.70 13.60 9.53 5.60 3.33 34.24 82.34 2 Company Ingram Library 8.00 10.27 13.60 9.53 5.83 2.80 29.85 79.88 3 Services, LLC Children's Plus, 7.00 6.23 10.77 6.60 4.67 1.73 40.00 77.00 4 Inc. Language Link, 1 0 0 0 0 0 0 0 LLC a) Vendor Qualifications b) Vendors access to inventory and delivery services c) Ability to catalog and process books as specified d) Ordering, standing orders, and related services apps.cfwnet.org/council_packet/mc_review.asp? I D=32150&cou ncildate=5/21 /2024 M91 10/18/24, 3:12 PM M&C Review e) Customer Service and reporting services f) Opening Day Collection (ODC) services g) Cost of services * Language Link, LLC did not score at least 50\% or more of the total available points for technical criteria and, therefore, was deemed nonresponsive and did not receive pricing points. After evaluation, the panel concluded that a multi -award to Baker and Taylor, LLC., Nubro, Inc. dba Brodart Company, Ingram Library Services, LLC., and Children's Plus, Inc. presented the best value for the City. Therefore, the panel recommends that Council authorize non-exclusive agreements with Baker and Taylor, LLC., Nubro, Inc. dba Brodart Co. Ingram Library Services, LLC., and Children's Plus, Inc. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended vendors' bids met specifications. FUNDING: The maximum amount allowed under these agreements will be a combined amount of $3,200,000.00; however, the actual amount used will be based on the needs of the department and available budget. Funding is budgeted in the General Operating and Maintenance category within the General Fund for the Library Department. DVIN-BE: A waiver of the goal for Business Equity subcontracting requirement is approved by the DVIN-BE, in accordance with the Business Equity Ordinance, because the purchase of goods 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. AGREEMENT TERMS: Upon City Council approval, these agreements shall begin upon execution and expire in one year from that date. RENEWAL TERMS: These agreements may be renewed for up to four (4) additional, one-year terms. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the recommendation, funds are available in the current operating budget, as previously appropriated, in the General Fund. Prior to an expenditure being made, the Library Department has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Project ID ID FROM Fund Department Account Project ID ID Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: Program Activity Budget Reference # Amount Year (Chartfield 2) Program Activity Budget Reference # Year (Chartfield 2) Reginald Zeno (8517) Jesica McEachern (5804) Reginald Zeno (8517) Midori Clark (7707) Jo Ann Gunn (8525) Eugene Chandler (2057) Amount apps.cfwnet.org/council_packet/mc_review.asp? I D=32150&cou ncildate=5/21 /2024 2/3 10/18/24, 3:12 PM M&C Review ATTACHMENTS Copv of FID TABLE book bid.xlsx (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp? I D=32150&cou ncildate=5/21 /2024 3/3