HomeMy WebLinkAboutContract 62341CSC No. 62341
FORT WORTHS
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 INGRAM LIBRARY SERVICES LLC
("Vendor"), a Tennessee limited liability company acting by and through its duly authorized Vice President,
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 — Scope of Services;
3. Exhibit B — Payment Schedule;
4. Exhibit C — RFP #24-0144 Submitted 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 "A"— Scope
of Services, 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 option(s) (each a "Renewal
Term").
3. Compensation. OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
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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
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"—
Payment 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 -Appropriation of Funds. In the event no funds or insufficient funds are
appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor
of such occurrence and this Agreement 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.
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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
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. Right 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.
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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
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 VENDOR'S
PERFORMANCE OBLIGATIONS UNDER 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 THIRD PARTY
CLAIM OR ACTION AGAINST CITY FOR INFRINGEMENT OF ANY PATENT,
COPYRIGHT, TRADE MARK, TRADE SECRET, OR SIMILAR PROPERTY RIGHT
ARISING FROM CITY'S USE OF THE 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 DOCUMENTATION IS HELD
TO INFRINGE AND THE USE THEREOF IS ENJOINED OR RESTRAINED OR, IF AS A
RESULT OF A SETTLEMENT OR COMPROMISE, SUCH USE IS MATERIALLY
ADVERSELY RESTRICTED, VENDOR WILL, AT ITS OWN EXPENSE AND AS
CITY'S SOLE REMEDY, EITHER: (A) PROCURE FOR CITY THE RIGHT TO CONTINUE
TO USE DOCUMENTATION; OR (B) MODIFY DOCUMENTATION TO MAKE IT NON -
INFRINGING, PROVIDED THAT SUCH MODIFICATION DOES NOT MATERIALLY
AD VERSEL Y AFFECT CITY'SAUTHORIZED USE OF THE DOCUMENTATION; OR (C)
REPLACE THE DOCUMENTATION WITHEQUALLY SUITABLE, COMPATIBLE, AND
FUNCTIONALLY EQUIVALENT NON -INFRINGING DOCUMENTATION AT NO
ADDITIONAL CHARGE TO CITY, OR (D) IF NONE OF THE FOREGOING
ALTERNATIVES IS REASONABLY AVAILABLE TO VENDOR TERMINATE THIS
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AGREEMENT, AND REFUND ALL AMOUNTS PAID TO VENDOR BY CITY,
SUBSEQUENT TO WHICH TERMINATION CITY MAY SEEK ANY AND ALL REMEDIES
AVAILABLE TO CITY UNDER LAW.
9. Assignment and Subcontracting.
9.1 Assignment. The parties will not assign or subcontract any of its duties,
obligations or rights under this Agreement without the prior written consent of the other party. If
the party 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. The party and Assignee will be jointly liable for all obligations of the party
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):
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$1,000,000 - Each Claim Limit
$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 Reauirements
(a) The commercial general liability and automobile liability policies must
include 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. Comuliance 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
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BY VENDOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, CONTRACTORS,
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:
Ingram Library Services LLC
Carolyn Morris, Vice President
One Ingram Blvd.
La Vergne, TN 37086
Facsimile: 615-213-6004
Email: Carolyn.Morris@ingramcontent.com
14. Solicitation of Emnlovees. 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. Governine 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;
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transportation problems; restraints or prohibitions by any court, board, department, commission, or agency
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.
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27. Ownership of Work Product. City will be the sole and exclusive owner of all reports,
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
party is fully entitled to rely on these warranties and representations in entering into this Agreement or any
amendment hereto.
29. Change in Companv 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 Companies. 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
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Vendor has fewer than 10 employees or this Agreement is for less than $100,000, this section does not
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)
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples.
CITY OF FORT WORTH:
By:
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Name:
Jesica McEachern
Title:
Assistant City Manager
11 /20/2024
Date:
VENDOR:
Ingram Library Services, LLC:
Cara4m, mamr -
By:
Carolyn Morris (Nov 15, 2024 06:38 MST)
Name:
Carolyn Morris
Title:
Vice President
11 /15/2024
Date:
FOR CITY OF FORT WORTH INTERNAL PROCESSES:
Approval Recommended:
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By:
Midori Clark (Nov 15, 2024 10:29 CST)
Name: Midori Clark
Title: Library Director 4o444uq��
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By:
Name: Jannette Goodall
Title: City Secretary
Contract Authorization:
M&C: 24-0444
Date M&C Approved: 5/21/2024
Form 1295: 2024-1135194
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.
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 90
EXHIBIT A
SCOPE OF SERVICES
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
Vendor Services Agreement Page 12 of 90
processing will be required of Library staff.
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 90
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 I I- 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 i-Page 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. Ingram will provide
access to full text review on ipage at no charge, this feature normally costs $374.92 annually.
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
Vendor Services Agreement Page 14 of 90
an electronic confirmation (acknowledgement) within 24 hours to either a designated FTP site or
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.
CATALOGING AND PROCESSING
30. While the majority (up to 95%) of library materials will be cataloged and processed, not all
materials ordered will be.
Vendor Services Agreement Page 15 of 90
31. 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.
32. Vendor will use remote Z39.50 method for cataloging. 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.
33. 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.
34. 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.
35. 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.
36. 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.
37. 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
38. 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.
39. 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.
40. 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
Vendor Services Agreement Page 16 of 90
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.
41. 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.
42. 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.
43. 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
44. The shipping label on each carton will list the pack date, freight carrier, purchase order number,
account 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.
45. 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.
46. 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.
47. Vendor will include packing lists on all shipments that are not shipped with invoices.
48. 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.
49. 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
arrive within one week after the shipment has arrived.
Vendor Services Agreement Page 17 of 90
50. 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.
51. 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.
52. Library prefers a monthly consolidated invoice for processing and cataloging charges to be issued
on the lst of the month.
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)
Vendor Services Agreement Page 18 of 90
• Title
• 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 I -page 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
Vendor Services Agreement Page 19 of 90
• Available balance
• 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 offers iCurate services. iCurate Core is a one time gap analysis tool and iCurate inClusive
is a diversity audit tool. iCurate Core costs $1,00 each for Adult, Children's OR Teen or $2,800
for all ages. iCurate inClusive costs $1,500 each for Adult, Children's, OR Teen or $4,200 for all
ages. Vendor offers additional diversity auditing services with incremental to gage progress.
inCremental costs $1,500 each for Adult, Children's or Teen with new shopping lists, $1,200 each
for Adult, Children's or Teen without new shopping lists, $4,200 for all ages with new shopping
lists or $3,300 for all ages without new shopping lists.
EVALUATING AND MEASURING THE SUCCESS OF THE AGREEMENT
79. 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
80. Vendor will work with the Library to try to meet any special circumstances or changing needs that
Vendor Services Agreement Page 20 of 90
may occur during the contract period, such as the planned upgrades of the existing ILS,
implementation of a new Integrated Library System and/or workflow and process changes. The
Library will strive to 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.
81. 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 90
EXHIBIT B
PAYMENT SCHEDULE
City of Fort Worth
Request for Proposals 924-0144: Library Books and Services Page 9
Please see the completed Bid Table (BT-25FI) included with this proposal. We are pleased to
pro -vide the Fort Worth Public Library the following discowits:
* Trade Hardcover ...................................................
49.0%
(with $250.000 spend commitment)
* Trade Hardcover ...................................................
47.0%
(up to a $250.000 spend)
* Quality Paperbacks ...............................................
41.0%
* Mass Market Paperbacks ......................................
41.0%
Cnaphic Novels .....................................................
30.0%
PreboLmd...............................................................
30.0%
Publisher Binding and Library Bindings ..............
15.0%
University Press ,„ .................................................
10.0%
*'" Spoken Word Audio ............................................
45.0%
* "* Short Discounted / Non -Trade Titles ....................
10.0%
Music....................................................................... 5.0%
Video Games........................................................... 5.0%
D VD.:'Blu-ray.........................................................
15.0 %
NetTitles................................................................. 0.0%
* Trade Hardcover, Quality Paperbacks, and Mass Market- Paperback titles ordered with a
cover price of $14.99 or less will receive a 25% discount.
** Eighty to eighty-five percent of ail Spoken Word Audio is at the 45% discount; however,
some Spoken Word Audio is short discounted by the publisher.
*** Short DiscountiNon-Trade: Lower demand, small print -rune books in various bindings,
and includes graphic navels, legal, technical, reference, scientific, and medical titles as defined
by Ingram subject categories. Titles are generally published by small or university presses.
Also included are print and audiobook titlespurchased at lower than full trade discount; titles
with limited sales volume; and/or titles from publishers not in compliance with Ingram's
purchasing requirements. Ingram is pleased to make this broad base of titles available to our
customers with no service charges.
Definitions of Binding Types and Presses
Trade Hardcover: High demand fiction and nonfiction books published With a glued binding and
a hardcover. These titles are typically for the general consuumer and produced by widely distributed
publishers. Trade bindings may also be referred to as retail trade editions, trade books, hardbound
books. hardback books. cloth bound books or cloth cover books. Publishers normally produce
these titles in larger print runs. *
Onality Paperback: High demand fiction and nonfiction books with paper co-vers and generally
no size restriction. Any illustrations or graphics may be placed throughout the book: both paper
and printing are high quality. These titles are typically for the general consumer and produced by
widely distributed publishers. This binding may also be referred to as trade paper or trade
paperback.*
Vendor Services Agreement Page 22 of 90
City of Fort Worth
Requestfor Proposals U24-0144: Library Books and Services Page 10
Mass Market Paperback: High demand books 11qth paper covers that are produced in a size to
fit a standard retail store display and generally deal with subjects of mass appeal. Any illustrations
are grouped together in one section of the book. *
Graphic Novels: A narrative iv.ork un which the story is conveyed to the reader using comic form.
The term is employed in a broad manner, encompassing nonfiction w arks and thennaticaIly linked
short stories as well as fictional stories across several genres.
Library- Binding Books of higher qualitypublisher bindirngs, usually fanned and glued, and may
also be sewn. Soaks may be identified as Library Sundings on ipage,
University Press: The binding types may vary for these titles (i.e.. Hardcover and`or Paperback).
but all are published by a Uiuversity Press.
Short Discounted/Non-Trade: Lower demand. small print -rail books mi various bindrngs, and
includes graphic novels. legal, technical, reference; scientific, and nnedical titles as defined by
Ingram subject categories. Titles are generally published by small or university presses. Also
included are print and audiobook titles purchased at lower than full trade discount; titles ivith
limited sales volume; andror titles from publishers not in compliance z -ith Ingram's purchasing
requirements. Ingram is pleased to make this broad base of titles available to our customers 1vidi
no service charges,
LMe Print: Ingram does not recognize large print as separate binding type for discount purposes.
Large print titles receive discounts according to binding./press assigned to the ISBN ordered as
outlined above,
Picture Books. Board Books, Ease Readers. and Bic, Books: These juvenile gene categories
are not discounting categories used by Ingram. These books will receive the discount approplate
to the specific binding/press ordered as outlined above. We estimate that at least 80% would
receive the full trade discount,
Prebound Books: Paperback books bound into a hardback edition. Our inventory also includes
over 17.500 prebound titles fiom Perfection Learning and San Val (Turtleback Books) and are
identified an ipage as Prebound-Sei�qn or Prebouund-Glued.
World Lan%!age Materials: Ingram does not recognize Spanish language (or any world
languages) as a discou ntuig category. These books ivill receive the discount appropriate to the
specific bindingrpress ordered as outlured above.
Net: Low demand. small print nun books in various binds and categories upon which Ingrain
receives mi11i1nial or no pmcllase discount. This category of book will receive a 0% discount.
Ingram is pleased to make this broad base of titles available to our customers with no service
Charges,
* See Short Discount fog• expIan ation on titles that may fail outside of this discount category.
Vendor Services Agreement Page 23 of 90
EXHIBIT C
SUBMITTED PROPOSAL RESPONSE
CITY OF FORT WORTH - PL-ROIL-iSING DIVISION
PROPRIETARY n-FORNL-iTIOX, QUALIFICATION
QUESTIONNAIRE, AND if AND ATORY RE U IREIfENTS
Doc_ Ref#: RIFT-08 I Page 1 of?
Legal Name of Proposer: Ingram Li bra ry Se rvices; LLC
1.0 PROPRIETARY INFOR% ATIO
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 proprietan,
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 Attomty General_ Note: Pricing may not
be narked proprietary and will be made publicly available in the form
of a bid tab follo--in.g evaluation of all bids- By submitting a response,
Bidders agree that pricing is not proprietary and may be released-
---
. Failure to identify proprietary information, as required in 9.2 _ ��711 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
on the page are believed to be
Proprietary
Proprietary
page 4�response toRFP-0aJ
Collection Develop mentServices
pages 19-20 (response to RFP-WJ
InDemand
pages 21-23 (response to RFp-08)
ODC Handbook
page 25 (response toRFP-o8)
ipage
_0 PROPOSER'S QUALIFICATION QUESTIONNAIRE
The informa#ion prodded on this questionnaire and in the Proposal, submittal
Page 1 of 7
Vendor Services Agreement Page 24 of 90
CITY OF FORT WORTH - PURCILA I G DIVISION
PROPRIETARY ]IN-FDRNUTION, QU.JiLIFICATION
Q UE STI0 NNAIRE, AND -%LANDATORY REQUIRE -1IE TS
Doc. Rem: RFP-08 I Page 2 of 7
will be used to deterx�e 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 NV III the agreement be available for Cooperative Agreement use`'
Please refer to the Cooperative Purchasing clause in the "RFP-01
Instruction to Proposers" dociuuent.
Yes No
2-2 Prompt Payment Discount Terms: 4 Percent 30 Days (Le-
3% Net 15, etc-
-3 How long has your company been nx the wholesale book:
business 55+ years (Attach information that can be used to
verify your years of experience)
2.4 How long has your company been proVidiug cataloging and
processing services9 40 vears (Attach information that
can be used to verify your years of experience-)
2-5 On the reference document (RFP-04 Reference Sheet)hst at least three
(3) multi -library public library systems using Polaris (Version 7-4
Build 23 73 5) for 1.y.hich the vendor has supplied books, cataloging,
and pfacessing ,sere -ices 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 used1)), each library and
1.v-hich libraries have budgets in excess of 1-5 million ,annually- The
list should include library name&, addresses, AcquisitionsiCollection
Page 2 of 7
Vendor Services Agreement Page 25 of 90
CITY OF FORT WORTH - FURCIUSING DIVISION
PROPRIETARY INFOR_--%UTION, QUALITICATION
QUESTIONNAIRE, AND -NLA DATORY RE CIRE_IIENTS
Doc_ Ref#: RFP-08 Page 3 of 7
Development contact people with telephone numbers_ e-mail
addresses, and which ILS is used_
3.0 VENDOR PERSONNEL:
_ 1 For a contract this size, how many staff would be assigned to Catalog
iimterialO 11 professional MLS-degreed Cataloging Librarians
How many staff would be assigned to Process materials?
14 Technical Services Specialists will work with the Library to create a prooessing
profile and be available for onmincr needs. We have over100 processors in the
distribution centers that will serve the Fort Worth Public Library.
4.0 E'EN-DOR'S :ACCESS TO INVENTORY AND DELIITRY
SERVICES
4.1 Number of in -stock Spanish titles: 334,208
Number of Spanish publishers supplied: 2,500+
4.2 Is Vendor able to provide access to real-time, in -stock information
online (check one):
YES V
O
4.3 On a separate sheet, please describe your delivery options, for
example: consolidated shipments_ drop ship_ etc-
4-4 Pro -vide a sample packing list_
5.0 ABILITY TO CATALOG AND PROCESS BOOKS AS SPECIFIED
5.1 Describe how. you would get FWPL s holdings records into the OCLC
database and the corresponding cost of providing this
service-
_0 CATALOGING METHODS FOR BIBLIOGRAPHIC AND
HOLDINGS RECORDS
_ 1 Please frilly describe your proposed alternate cataloging method_
Page 3 of
Vendor Services Agreement Page 26 of 90
CITY OF FORT WORTH - PURCMkSING DIVISION
PROPRIETARY IN-FORILA.TION, UALIF'ICATIO
UESTION AIRS, AND --HAND ATORY RE QUIREIIE NT
Doc- Ref#: RFP-OS 1 Page 4 of?
7-0 CATALOGING SPECIFICATIONS
7-1 Number of days necessary to fully catalog AND process an item using
option 1 (book in hand live in system: 7-10 business days
7-2 Number of days necessary to fully catalog AND process an item using
option 2 using 39-50: 7-10 business days-
7-3 Number ofdays necessary to fully catalog AND process an item using
option 3 (acceptable vendor proposed method): 7-10 business days-
8-0 DATABASE SERVICE S
8-1 Please refer to Document BT-2.5FI Bid table to enter yotu data base
access fee and additional costs (if any) providing new publications
selections lists-
8-2 Number of users allow. ed and at what level -
The Library's ipage' accounts are created so that an Administrator designated by
the Library has oversight capabilities to manage, restrict, and add additional
users. as required bvthe Library. There is no cost for unlimited concurrent users.
8-3 Please describe the different levels of access available in your
database {use additional sheet(s) ifnecessary)-
Pleasesee attached.
8-4 Bidders are required to pro,%-ide temporary access to the database so
that library staff can evaluate the services for the purposes of
determining the successful bidder(s)-
Web Address:
https:// page.ingramconterit.com
Login:
* Neose note: Test logins for trial access wil I not show Correct
Password: pricing or all available features. Since the Fort worth Public
Library has current accounts with Ingram with ipage access,
WE re€Om mend the Library use their existine ioaee accounts.
Page 4 of 7
Vendor Services Agreement Page 27 of 90
CITY OF FORT WORTH - PURCHASING DIVISION
PROPRIETARY INTOR_NUTION, QUALMCATION
QUESTIONNAIRE, AND _ALVNDATORY RE U IRE-l1E TS
Doc- Ref#_ RFP-08 I Page 5 of 7
Expiration date of trial access:
December 31, 2024
Dame of Vendor's selection and ordering database:
ipage'
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 cartllist -in the e- valuation account on the vendors'
database (use additional sheet(s) ifnecessary)-
Pleasesee attached.
8-6 Describe your Spanish book services including how you inform
libraries of new publications (use additional sheets) if necessary)
Please see attached.
8-7 Please describe your denuiud lev.els and how users of your database
can ascertain the demand level of titles. fuse additional sheet(s) if
necessary) -
Please see attached.
.0 ORDER SERVICES
9-1 Please describe any additional sere -ices that are offered andior Will be
offered by the Vendor that can help the library make predictiv. e
collection decisions regarding titles andior authors and placement
amongst the library's locations- If the services described cost
additional charges please indicate the charges- Please indicate which
sen-ices are liveiin production and which are in development (use
additional sheet(s) if necessary).
Please see attached.
Page 5 of,
Vendor Services Agreement Page 28 of 90
CITY OF FORT WORTH - PURC IL�,SING DIVISION
PROPRIETARY IN- 0R-MATION, QUALIF[CAT [ON
QLTSTION-NAIRE, 4-ND -MANDATORY R1 QUIRE MEN TS
Doc_ Ref#: RFP-08 I Page 6 of?
Additional Charge: Ices V No If yes,_ hove much Included on attached,
additional sheets.
Toll -free number: {SDOI 937-8200
E-mail address: ilsbids@ingramcontent.com
10.0 CUSTOMER SERVICE AND REPORTING SERI-ICES
10.1 Pro Vide a sample order acknowledgment and/or order confirmation _
10.2 Provide a sample cancellation report_
10.3 Provide a sample status report and list of status codes_
11.0 D�VOICI G SERVICES
11.1 Provide a s ample materials invoice_
11.2 Provide a sample catalogiug`processing invoice_
11.3 Provide a sample credit memo_
12-0 RETI-WNS AND Ci:STO_MER SUPPORT
12.1 Provide a copy of your return policy and your credit memG police_
12.2 E-mail and/or toll -free phone number for placing orders:
ILSCustomerserviceIngram content.cam / (800) 937-8200
1 .3 Internal Customer Service Representative
NAME: The Library's existing Senior Inside Sales Representative (Name provided upon award_)
TOLL FREE NUMBER: (8D0) 937-8200 or (615) 213-57S6
E-MAIL ADDRESS: ilsbids ingramcontent.corn
12.4 External Customer Sers-ice Representative (Sales Rep_)
NA E: The Library's existing Senior Sales Representative (Name provided upon award.
TOLL FREE NUNMER: (8= 937-8200 or t214) 232-7898
E-MATT, ADDRESS: ilsbidsPingramcontent.com
12.5 Cataloging Contact
NAME: Di rector of Collection & Metadata Development (Name provided upon award.)
TOLL FREE NUMBER: (800) 937-8200 or t615) 213-5531
Page 6 of 7
Vendor Services Agreement Page 29 of 90
C-1TY OF FORT WORM - PURC1U I G DIVISION
PROPRIET:tiRYINFORNUTION, QUALUICATION
UESTI0NN IRE, AND 1UNDATORY RE UIREI:ENTS
Doc. Ref—: RFP-08 I Page _ of?
aIL4ILADDRE : cclldevhelp&ngrarncontent.com
13 -0 OPENING DAY COLL E CTIO
13.1 On the reference dociunent (RFP-04 Deference 'Sheet) List 3 multi -
library public library systems that you have done aii ODCr collection
for in the last 3 years- Include:
13-1-1 Library Name and Address
13.1.2. Contact person, phone, and ein,ail address.
14-0 iiDDITIONAL SERVICES
14-1 Discards — Ifthe Vendor provides or partners With any third party
company to process library discards and unw. anted donations, please
describe those relationships and services- Please include how
payment for items is handled and all eptiong that are available for
payment (use additional sheet(s) if necessary) -
Please see attached.
14-2 If there are additional sen-ices or options that have not been discussed
elsewhere, please take this opportunity to describe there here- Please
include any pricing that would be involved as well (use additional
sheets) if necessary) -
Please see attached.
Additional Charge: des no
If yes, how. much` Included on attached, additional sheets.
Page 7 of 7
Vendor Services Agreement Page 30 of 90
City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information Page 1
2.0 PROPOSER'S QUALIFICATION QUESTIONNAIRE
2.3 How long has your company been in the wholesale book business? (Attach
information that can be used to verify your years of experience.)
As one of the largest distributors in the book industry, Ingram Library Services serves libraries of
all sizes across the nation, shipping to over 23,000 individual shipping accounts.
Helping Content Reach its Destination. For more than fifty-five years, Ingram Content Group has
provided books, in all their formats, to customers and readers around the globe, including more
than 13,000 valued library customers and more than 17 million library patrons. Ingram is the
preferred materials and services source supplier, with 25 offices and distribution centers globally.
Ingram Content Group LLC is part of the long tradition of successful companies built by the
Ingram family of Nashville, Tennessee. Dedicated to helping content reach its destination by
providing a broad range of physical and digital services to the book industry, Ingram Content
Group has been a partner to librarians, educators, publishers, and booksellers for over five decades.
A tremendous advantage of being a family -owned company is the history and stability of
ownership backing our long-term plans to remain the number one book vendor and service
provider in the library market.
Ingram Library Services LLC is headquartered in La Vergne, Tennessee, where our Sales,
Customer Care, Collection Development, Custom Cataloging and Processing, and Executive and
Sales staffs are located.
2.4 How long has your company been providing cataloging and processing services?
(Attach information that can be used to verify your years of experience.)
Ingram has been actively engaged in providing services to libraries for 40 years. Ingram has over
4,000 customers who use our cataloging and/or processing services for ongoing firm orders,
standing orders, and special projects including Opening Day Collections.
Ingram Library Services' sole focus is on libraries. We have a highly successful track record of
providing a full range of content and services and shelf -ready materials to libraries of all sizes
across the U.S., including large, multi -branch libraries.
2.5 On the reference document (RFP-04 Reference Sheet) list at least three (3) multi -
library public library systems using Polaris (Version 7.4 Build 23735) for which
the vendor has supplied books, cataloging, and processing services during the past
three (3) years. References must include a total of three systems with a materials
budget in excess of $1.5 million. Please indicate the system used by each library
and which libraries have budgets in excess of $1.5 million annually. The list should
include library names, addresses, Acquisitions/Collection Development contact
people with telephone numbers, e-mail addresses, and which ILS is used.
Please find three references listed on RFP-04 Reference Sheet that include this information.
4.0 VENDOR'S ACCESS TO INVENTORY AND DELIVERY SERVICES
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City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information Page 2
4.3 On a separate sheet, please describe your delivery options, for example:
consolidated shipments, drop ship, etc.
Ingram Library Services enjoys the benefit of being part of one of the largest wholesale distributors
of book -related product in the world, including physical book distribution and print on demand
solutions. As such, we have established publisher relationships, inventory, and infrastructure in
place to provide our customers with an unparalleled speed of delivery.
Ingram operates four regional distribution centers, and we ship over 100,000,000 units across the
nation annually. Having multiple distribution centers allows us to maintain the on -hand inventory
required to meet fill rates, and to provide fast turn times —as little as 24 hours from order placement
to delivery.
Freight Terms
We are pleased to offer Ingram -paid freight from your designated primary and secondary
distribution centers. We hold orders until a minimum quantity of 15 units is met. The qualifying
unit quantity is subject to change with notice. Items picked, packed, and shipped together count as
an individual shipment.
Ingram chooses the most cost-effective shipping method but uses UPS ground service to transport
most of Ingram's goods. Ingram reserves the right to adjust distribution center designations to
provide the most favorable service to your Library. We ship F.O.B. Destination. With F.O.B.
Destination, Ingram is responsible for product until delivered to its destination; liability lies with
the receiving agency thereafter.
When freight charges on an individual account surpass 2.5% of the account's expenditures, Ingram
reserves the right to change the shipping settings under this offer. Changes to account settings such
as one warehouse for shipments or shipment timetables and order consolidation levels are
examples of such alterations. We work closely with the Library to ensure that any changes are in
the best interests of both parties.
Distribution Center Pairing
Ingram's unique distribution center pairing gives our customers access to our entire inventory via
convenient, regional locations. We assign each account an Ingram Primary and Secondary
distribution center, to which the Library has access to order or backorder any title available through
Ingram.
When the Library places an order, titles are first checked against the primary distribution
center. Titles not available in stock are then backordered from the publishers. If the primary facility
does not carry a title, availability is then checked at the assigned secondary distribution center. This
ensures the Library receives ordered titles as quickly as possible with the highest first fill rate.
Drop Shipments
With orders placed both through ipage and Enriched EDI, we offer the ability to drop ship and to
simplify account management. We ship ipage orders to branch locations based on account number.
Enriched EDI orders are placed on a single account, and Ingram sorts the orders based on the
enriched data that allows us to process orders per the library's specifications and route them to the
correct branch.
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City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information Page 3
We have included a sample packing list with this response.
5.0 ABILITY TO CATALOG AND PROCESS BOOKS AS SPECIFIED
5.1 Describe how you would get FWPL's holdings records into the OCLC database and
the corresponding cost of providing this service.
Ingram's ipage platform has the capability to ingest library holdings and make those holdings
visible as users navigate the ipage site. Users can quickly spot items the library already owned and
make selecting decisions accordingly. Holdings appear in traditional search results, Ingram -
generated lists (found under the iCurate tab), and in Library -created selection lists.
To show Holding's information, the Library should provide us weekly "MARC out" holdings files,
delivered via ftp. The file should be in either a .mrc or .out format.
If the Library requires OCLC Holdings Updates, Ingram can provide this service with an OCLC
Data Sync Collection. There is no charge for this service.
6.0 CATALOGING METHODS FOR BIBLIOGRAPHIC AND HOLDINGS RECORDS
6.1 Please fully describe your proposed alternate cataloging method.
Ingram can comply with the Library's cataloging methods. Please see Sections 6.0-8.0 of our
response.
8.0 DATABASE SERVICES
8.3 Please describe the different levels of access available in your database (use
additional sheet(s) if necessary).
ipage is a web -based collection development, ordering, and account management tool our library
customers can use 24 hours a day, 7 days a week at no cost. ipage provides rich metadata, such as
annotations, cover images, reading levels, subject classifications such as LC, Dewey and BISAC,
and powerful search capabilities.
The Library's ipage accounts are created so that an Administrator designated by the library has
oversight capabilities to aggregate lists and manage users. The Administrator can add additional
ipage users as required by the library. Each user will be assigned a unique login and users can set
their own password.
ipage is customer -driven and allows users to individually customize their ipage experience. Users
have even better tools to assist in prioritizing the critical information they need to search, order,
and deliver more content to more consumers and patrons. ipage focuses on personalization and
intuitive functionality. Customizable widgets allow users to design their own homepage with the
tools they use most. Users can easily track bestsellers, access online catalogs, view custom lists,
and bookmark favorite destinations in and outside of ipage.
ipage has many accounts management tools, including:
• Review your current account information, such as standard backorder settings,
primary distribution center, and more.
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City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information Page 4
INGRAM..
City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information Page 5
INGRAM..
City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information Page 6
"I am LOVING these [ipage®] lists! Not only are they helpful with regular collection
development work, they're making it easy to put together mini collections for display.
LOVE THEM!" —Katie J., Adult Collection Development Coordinator
Ingram recognizes the need for more diverse books and creates regularly updated lists of diverse
titles, such as Asian Interest, Black Interest, Diverse Families, Income Inequality, Indigenous
Interest, Latinx Interest, LGBTQIA+ Interest, Mental Health, Middle Eastern Interest,
#ownvoices, Serious Illness, Social Emotional Learning, Spanish Language Books, and Special
Needs.
Our Collection Development librarians mark diverse title distinctions in our databases, as we work
titles that feed in from publishers every day. We can therefore identify as many quality, diverse
titles as possible, both when creating these diverse category lists and when creating lists for all
other projects.
For customers who like to find titles serendipitously in ipage, we have created an "Expertly
Curated" icon that appears under a title in your Search Results or Selection Lists. It indicates that
a title is in one or more of our Curated Lists.
Within the title detail page, you can view lists on which the title appears and click straight into any
of the featured lists. So, if you were interested in the book Little You because you were looking
for Indigenous Peoples Board Books, you could click directly into the Indigenous Peoples Board
Books Curated List to instantly find 18 other quality titles. Pricing: Complimentary
iCurate Complimentary: Standing Order Programs/New Title Notifications
The Ingram Collection Development department curates, maintains, and manages 17 Standing
Order Programs to help libraries easily track and order.
Programs include forthcoming titles from bestselling authors for all ages; Easy Reader series,
Fiction, Nonfiction, and Graphic Novel series for all ages; Nonfiction and Travel Continuations;
ReviewALERTSM Programs for Adult and Youth; hand -selected Programs for Board Books,
Picture Books, Adult & Youth Nonfiction, paperback original Adult Fiction, and mass market
genre Fiction; a popular video Program; an awards & state lists Program; and Ingram's proprietary
build -your -own Standing Order Program, iSelect.
Ingram's Standing Order Programs have been ranked as the best in public library surveys and offer
several advantages unmatched in the library market:
• Convenient: Enrollees can manage their profiles online through ipage 24/7, and any
changes to the enrollment profile take effect immediately with no waiting.
• Current: Ingram librarians and administrators hand -select and maintain offerings to
ensure programs include only active offerings. We know libraries do not want to encumber
their budgets with titles that will never publish because those titles are completed or
discontinued offerings, so we meet and work with publishers continually to stay on top of
publishing news.
• Commitment -Free: With Ingram, you do not receive titles unexpectedly in your library.
Customers can enroll in either Auto -ship, which delivers a list to ipage and allows two
weeks for editing before the order places automatically, or in in Report Only, to receive
lists, which they can edit and order on their own time schedule.
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City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information
Page 7
We order most titles 2-3 months prepublication (sometimes up to 6 months for the most
popular authors), and you may cancel backorders at any time before they arrive in our
warehouses. In addition, Ingram does not alter the return policy on titles ordered through
our Standing Order or Continuation Programs —it is the same return policy no matter how
you order or learn about the title.
Complimentary: Ingram never reduces the discount or elevates pricing on titles running
on a Standing Order Program. Our 17 Standing Order Programs truly are complimentary.
There are no hidden costs.
Customizable: Customers can mix -and -match Program profiles an infinite number of
ways to ease their workflow and ordering process. They can rename any profile for easy
identification and to prevent over or under -ordering. For example, someone could enroll in
the Author (Adult) Program, rename it Adult Fiction Hardcover, and select only the
hardcover bindings of titles from authors they've chosen. They could then create a separate
profile, rename it Adult Large Print, and select only large print formats of titles from their
authors they've chosen on their profile.
Our Programs allow line -item grids, so if a library typically wants specific branch allocations and
funding codes for the works of a specific author, and different branch allocations for the titles of
another author, they simply select the correct grid for each offering in the enrollment form. When
lists are delivered, the correct grids are already applied.
Although we encourage libraries to review their Program lists, many Author (Adult) and
Nonfiction and Travel Continuations customers with line -item grids established simply allow lists
to order automatically.
• Customer Service: Two long -tenured Customer Service Administrators provide special
customer service for Standing Order Program customers. Although our Programs are
organized and automated to allow most libraries to self -serve, our Administrators help
libraries daily with everything from routine enrollment edits and cancelling or changing
quantities on backorders, to onboarding new Standing Order Program customers or
answering questions about why a specific title did or did not run on a Program.
• Comprehensive: Ingram provides 17 Standing Order Programs for Children, Teens, and
Adults in multiple formats to cover the entire library:
Programs —Adult
Author Fiction: Provides the latest hardcover (and large print & audiobook) releases from
customer -selected bestselling adult Fiction authors —our most popular Program. Program runs
twice a month and includes titles up to 6 months prepublication.
Mass Market Genre Fiction: Gives customers the top five new titles each month in the Fiction
genres they select, including: African American; General Fiction A, B, & C; Mystery A, B, & C;
Romance A, B, C, D, & E; Speculative Fiction; and Westerns. Program runs once a month and
includes titles up to two months prepublication.
Nonfiction Continuations: Provides timely notification of regularly updated Nonfiction titles in
a variety of subject areas from atlases to writing handbooks. If you don't want to receive a title
10110 :�_3 ►T,
City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information Page 8
every time a new edition releases, you can select a desired cycle. Program runs twice a month and
includes titles up to four months prepublication.
Nonfiction Series: Provides the latest series Nonfiction geared toward adults, including "For
Dummies" and hundreds of others. Program runs twice a month and includes titles up to three
months prepublication.
Popular Series: Sends customers list of the newest and hottest titles from the popular adult Fiction
series the customer selects. Program runs once a month and includes titles up to three months
prepublication.
ReviewALERT,m: Notifies customers of book reviews in their selected journals (Booklist, Kirkus,
Library Journal, Publishers Weekly); can be limited by Dewey® Century, Fiction, and Graphic
Novels to save time, as well as starred reviews, unstarred reviews, and all reviews. Program runs
twice a month.
Travel Continuations: Offers a flexible method of receiving regularly updated travel guide titles.
If you don't want to receive a title every time a new edition releases, you can select a cycle.
Program runs twice a month and includes titles up to four months prepublication.
Programs —Youth
Author/Illustrator (Children's): Offers the newest titles by bestselling children's authors and
illustrators (ages 0-12). Program runs twice a month and includes titles up to six months
prepublication.
Author (Teen): Offers the newest titles by bestselling YA authors (ages 12-17). Program runs
twice a month and includes titles up to six months prepublication.
Easy Reader (Youth): Sends notification of the newest titles from customer -selected leveled
beginning reader series. Program runs twice a month and includes titles up to three months
prepublication.
Nonfiction Series (Youth): Provides the latest series Nonfiction geared toward youth, including
DK Eyewitness Books and hundreds of others. Program runs twice a month and includes titles up
to three months prepublication.
Popular Series (Youth): Sends customers lists of the newest titles from popular youth Fiction
series. Program runs twice a month and includes titles up to three months prepublication.
ReviewALERTsm (Youth): Notifies customers when titles receive a review in their selected
journals (Booklist, Bulletin of the Center for Children's Books, Horn Book Magazine, Kirkus,
Publisher's Weekly, School Library Journal); can be limited by industry standard age ranges and
Graphic Novels and starred reviews, unstarred reviews, and all reviews to save time. Program runs
twice a month.
Programs —For All Ages
Awards* Book Clubs* State Lists: Offers new award winners and honor books, major book club
picks, and state lists. Program runs the day after books are awarded/announced.
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City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information Page 9
Graphic Novel (Adult & Youth): Features expertly hand -selected and age -ranged Graphic Novel
series. Program runs twice a month and includes titles up to three months prepublication.
iSelect®: Ingram's own build -your -own Standing Order Program includes BISAC subject
categories and sub -categories selected by the customer and is based on Ingram buy level; can also
be filtered to view or exclude titles from specific publishers. Program runs every Sunday.
Popular Video (Adult & Youth): Provides weekly notification of the latest blockbusters,
independent films, foreign films, classics debuting on DVD, TV series (Youth), TV series (Adult),
TV movies/mini-series (Youth), TV movies/mini-series (Adult), documentaries, anime, and
family film on DVD, Blu-ray, DVD/Blu-ray combo, and Blu-ray 3D. Program runs every
Thursday.
iCurate Coming Soon: Forthcoming Monthly Title Subscription - FREE
Easily manage new and forthcoming titles with Ingram's suite of librarian-curated lists delivered
on the first of every month within ipage. Featuring bestsellers and much more, this annual
subscription offers three size options by category, which allows you to efficiently maintain a
relevant collection while our librarians do the work.
Our collection development librarians stay informed of publishing and cultural trends and use their
public library experience to tailor each list to include titles they would select for their own public
library to increase circulation. Lists are balanced according to the typical American public
library —more Picture Books than Board Books, more YA Fiction than YA Nonfiction, and more
Adult Nonfiction 600s than 400s.
Coming Soon lists also reflect the seasonality of publishing -industry schedules throughout the
year, so they might include more titles in October than in February.
You can subscribe to Adult, Children's, and/or Teen lists and mix -and -match small, medium, and
large lists within each age category —there is no price difference between sizes, and you can
change the size at any time. Get lists in the following subjects:
Adult Lists (15 lists)
Adult Fiction
Adult Graphic Novels
Adult Large Print Fiction & Nonfiction (2 lists)
Adult Nonfiction 000s — 900s & Biographies (I I lists)
Children's Lists (8 lists)
Board Books
Picture Books
Easy Nonfiction
Easy Reader Fiction & Nonfiction (2 lists)
Juvenile Fiction
Juvenile Graphic Novels
Juvenile Nonfiction
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Teen Lists (3 lists)
Teen Fiction
Teen Graphic Novels
Teen Nonfiction
Introduced at PLA 2020, iCurate Coming Soon attracted the attention of busy librarians and has
garnered praise for its quality and comprehensiveness:
"I am already happy with the titles I wouldn't normally see in my review lists. Gathering
these titles would require extra work and time I rarely have. A+!"
—Jeremy Bloom, Lincoln Parish Library
Ingram's iCurate Coming Soon has several advantages for libraries wanting monthly custom lists
delivered:
Cost -Effective: Complimentary
Convenient: Allows you to quickly deduplicate Coming Soon lists, Selection Lists, iCurate
Complimentary Curated Lists, and Search Results across ipage.
Customizable:
Mix & match small, medium, and large lists by collection.
Select list size based on circulation, budget, or selector preference.
Have lists delivered to specific ipage account users based on how you set up enrollments.
Comprehensive:
• Forthcoming, new, and timely titles selected by MLS-degreed librarians.
• Date ranges up to 120 days prepublication.
• No gaps or duplication within the iCurate Coming Soon service.
Your iCurate Coming Soon lists never overlap each other, so you will never see the same title run
multiple times on a list or on multiple lists. To maintain affordability, Coming Soon lists reflect
the binding preferences of most of our customers:
1. Hardcover
2. Trade Paperback
3. Library Binding
4. Mass Market Paperback
and will not include reprints unless it is truly a new edition with updated content.
The iCurate Coming Soon subscription includes big titles and balances midlist titles and other
parts of the collection. It captures those titles that quickly and unexpectedly explode in popularity
when released. To that end, our librarians select titles for Coming Soon lists using a rolling set of
publication dates (Last Month + Current Month + 3 Months).
Most titles on Coming Soon lists publish in the latest month available (for example, October titles
in the July 1 lists); titles published in other months in the date range may also be included, based
on predicted popularity and review coverage.
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Drop -in titles will also be included to help your library selectors see popular titles you don't want
to miss. These are titles our librarians believe necessary to build a balanced collection over the
course of the year and include bestsellers. standard titles, and books on topics that help round out
a public library collection.
ipage Selection Lists
The Fort Worth Public Library can also create their own lists in ipage.
ipage selection lists, like the shopping cart functionality found on other Internet sites, are among
the most versatile features on ipage and the starting points for ipage ordering. Once you create a
list, you can add products, delete products, move products to other selection lists, or send it as an
online order.
By ordering online using our selection list functionality, you can create multiple title lists. You
can then download these lists into a variety of formats such as BISAC, F1ashBack®, or brief MARC
order records for import into your ordering or library automation system, provided that one or
more of these formats is compatible.
Users can create a selection list by uploading a file of EAN's and, optionally, quantities, including
using an upload source document (.xls, .xlxs, .csv) where EAN's are stored as text.
You can easily access your selection lists in ipage in two ways: via the Lists drop down menu, or
via the Selection Lists link under the Order drop down menu.
The Active Selection List(s) page is the starting point for creating and managing your selection
lists or orders. You can:
• create a new list
• merge up to ten different lists into one new list
• recover deleted lists (within a specified timeframe)
• view or edit lists
• check stock availability
• utilize the Price this List feature
• E-mail lists
• download lists
• check for duplicates
• delete or archive selected list
Clicking the View button displays all titles on a selection list. To change the sort order, click the
arrow in the Sorted By box and select your desired sort option. Users can sort by title, author,
ISBN or product code, binding, publisher, pub date, or US SRP (U.S. suggested retail price).
ipage allows you to create the following types of selection lists:
• Private List: only the list creator and the user's ipage Administrator can view or edit.
• Public List: only users in the same ipage account as the list creator can view or edit.
• Shared List: only users within the same Ship -to account as the user who created the list
can view or edit.
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• List Lock: A list creator can lock the list to prevent others in the account from making
changes.
8.6 Describe your Spanish book services including how you inform libraries of new
publications (use additional sheet(s) if necessary)
Ingram's in -stock inventory of Spanish language titles is particularly strong, covering both
translations and books originally published in Spanish. It includes adult and children's fiction, and
non-fiction works. With nearly 350,000 titles to choose from today, we actively work with Spanish
language publishers to expand this catalog to meet growing reader demand.
A few of Ingram's create -your -own New Title Notification/Standing Order Programs include a
Spanish -language option, so customers can build multiple profiles to include Spanish language
titles.
To view a list of all available International language materials in our database, the ipage Power
Search option tab offers a language filter. From here, the search can be refined by additional
filters such as keyword(s), author, title, and age group.
iCurate Connection: Collection Development Services Newsletter
The Ingram Collection Development team continually updates our Standing Order Programs to
ensure that offerings remain active and will produce titles. To keep customers updated on those
changes, the team publishes a monthly newsletter, iCurate Connection, listing changes and news
of each program.
Important Standing Order Program information such as new offerings, offerings ceased by the
publisher, titles that won't run on a Program and the reason they won't run, important author or
publisher news related to specific offerings, and frequency changes in publication schedules is
shared monthly via this electronic newsletter delivered to your inbox.
In addition, the newsletter contains articles written by our Collection Development librarians
covering a variety of topics related to collection development and publishing. Past topics have
included "Social -Emotional Learning in Picture Books," "Power of Storytelling," "Top Adult
Debut Titles," and "On Your Mark, Get Set, Bake."
Catalogs
Ingram's comprehensive family of trade catalogs showcase forthcoming and recently published
titles in an attractive and easy -to -follow layout. Our catalogs, including the digital My Spanish
Bookshelf, feature relevant and timely editorial content including author interviews,
merchandising tips, and product news to help librarians stay abreast of trends in the book world.
8.7 Please describe your demand levels and how users of your database can ascertain
the demand level of titles. (use additional sheet(s) if necessary).
Many of our complimentary lists on ipage feature new and forthcoming titles, including High -
Interest Title Selections (HITS) and Top Library Titles, for each age group, featuring the titles we
expect to be most popular.
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The Ingram Top Demand list is available under the "Customize my Homepage" button in ipage.
It can be customized to show hardcover or paperback, fiction or nonfiction, and different audiences
and genres.
Ingram also provides a build -your -own, customizable standing order program called iSelect®. The
iSelect Program is based on Ingram's buying level of pre -publication titles. Ingram's buy levels
reflect predicted popularity.
Ingram Library Services' Collection Development team focuses only on services for libraries but
has the additional advantage of onsite interaction with the Ingram Content Group associates
responsible for ordering materials sold through for our distribution centers. This collaborative
approach to collection development, utilizing the knowledge of our buyers and our connection to
publishers, results in our Collection Development Librarians having advance notice of
forthcoming and potentially trending titles.
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 services
described cost additional charges please indicate the charges. Please indicate which
services are live/in production and which are in development (use additional
sheet(s) if necessary).
iCurate Core: One -Time Gap Analysis
From time -to -time, we know our collections are missing key titles/sections and have become
imbalanced, and we want to locate and identify those gaps. Ingram's Collection Development
librarians all have worked in public libraries and have struggled with these issues first-hand. That
is why we created iCurate Core: Essential Collection Gap Analysis for the public library. This
service allows a library to rebalance their Adult, Teen, and/or Children's collections with a one-
time list suite of essential titles that they are currently missing.
The lists come in an Excel list format with value-added information and estimated actual customer
pricing to make it easier to budget when ordering. Besides standard fields such as title, author,
publisher, EAN, Dewey, BISAC, pricing information, and more, the lists include fiction genre
category and public library ranking to help prioritize purchases. Your holdings are marked so that
you can determine if you want to purchase additional copies of a title or replace a worn version.
You can order via your usual means or by emailing the spreadsheet to Ingram's Customer Care
team for ordering.
Adult Lists: Adult Fiction; Adult Graphic Novels; Adult Nonfiction 000s — 900s and
Biographies (11 lists)
Children's Lists: Board Books; Picture Books; Easy Nonfiction; Easy Reader Fiction;
Easy Reader Nonfiction; Juvenile Fiction; Juvenile Graphic Novels; Juvenile Nonfiction
Teen Lists: Teen Fiction; Teen Graphic Novels; Teen Nonfiction
We can match your holdings by author/title and show if your library already owns a particular title
in a different binding, such as hardcover versus paperback. Occasionally the metadata may not
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match between bindings, or the EAN in your catalog has been out of print long enough that it is
no longer in our database. In those cases, we will not be able to match different bindings, and the
title on your list may appear as un-held.
You can purchase iCurate Core lists once, every few years, or annually. They provide a starting
point to show which essential and popular titles are missing from your collection so that you don't
have to spend weeks or months analyzing the collection and searching for replacement titles. Also
useful after large, annual weeding projects to replace essential titles previously withdrawn due to
poor condition. This service is live, and pricing is $1,000 each for Adult, Children's, or Teen, or
$2,800 for all ages.
Reference for this product:
Harold Escalante, Assistant Director, Collections & Access
hescalante(&cmlibrarv.ora. (704) 416-0612
Charlotte Mecklenburg Library
310 North Tryon St, Charlotte, NC
iCurate inClusive: Diversity Audits Made Easy
2022 Modern Library Awards — PLATINUM AWARD WINNER
Books allow children and adults to read about and see people like themselves (Rudine Bishop).
According to School Library Journal, almost 95% of librarians agree that having a diverse
collection is either important or very important. At the same time, the publishing industry
acknowledges a lack of diverse voices, editors, and leaders, and standard metadata rarely helps
identify diverse titles. As a result, diversity audits of a collection are typically manual, time-
consuming, and tedious.
With iCurate inClusive, a library purchases a one-time assessment of the diversity of their
holdings. Within two weeks after emailing holdings EANS to Ingram, the library receives eye-
catching reporting on the diversity of their collection —which library administrators can present to
their library boards or funding agency —along with lists of the missing diverse titles most popular
in public libraries.
Purchase options include Adult, Children's, Teen, or a bundle of All Ages, each of which comes
with the following:
• More than 60 charts and graphs showing the diversity of your collection compared to the
average public library to provide context in each subject area, age range, and overall
collection, including the following diversity categories: Asian Interest, Black Interest,
Indigenous Interest, Jewish Interest, Latinx Interest, LGBTQIA+, Mental Health, Middle
Eastern Interest, Multicultural, Muslim Interest, Neuro and Physical Diversity. Diversity
categories are based on interest and content rather than solely on author identification,
which is not always readily available, accurate, or discernable.
• Links to the iCurate Complimentary Diverse Title Lists provided on ipage, for ongoing
support.
This service is live, and pricing is: $1,500 each for Adult, Children's, or Teens, or $4,200 all ages.
INGRAM.
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Reference for this product:
Elizabeth Guarino-Kozlowicz, Manager, Library Collections
eguarino@kdl.org; (616) 784-2148
Kent District Library
814 W. River Center Dr. NE, Comstock Park, MI
iCurate inCremental
Customers who have already purchased inClusive and want to measure their progress can now
purchase iCurate inCremental, a follow-up audit showing updated reports compared to previous
results and the average public library for context.
We store your previous results so that all you do to get a professional, turnkey -ready report
showing your growth is send a text file of your current holdings —with Ingram, it's easy!
Customers who have already purchased inClusive and want to measure their progress can now
purchase iCurate inCremental, a follow-up audit showing updated reports compared to previous
results and the average public library for context.
Share of inClusive Titles in Your Collection
YOUR LIBRARY PAST
0%
YOUR LIBRARY PRESENT
PUBLIC LIBRARY AVERAGE
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22
inClusive Titles Share by inClusive Category
TEEN FICTION
Biacx Imere41
Indgeneus lmerv.
Jewish lnler?
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Page 16
INGRAM
Because our librarians hand -work titles six months prepublication without relying solely on
BISAC or other mapping, inCremental will not cause harm by counting dubious titles as diverse.
We would rather not offer a service than offer one that potentially causes harm.
Pricing:
$1,500 each for Adult, Children's, or Teens with new shopping lists;
$1,200 each for Adult, Children's, or Teens without new shopping lists; or
$4,200 All Ages with new shopping lists, or
$3,300 All Ages without new shopping lists.
Reference for this product:
Israel Favela, Collection Development and Cataloging Manager
israel.favelanhoustontx.2ov; (832) 393-1612
Houston Public Library
500 McKinney Street, Suite 600, Houston, TX
10.0 CUSTOMER SERVICE AND REPORTING SERVICES
11.0 INVOICING SERVICES
We have included the following requested samples with our response:
• 10.1: order acknowledgment and/or order confirmation
• 10.2: cancellation report
• 10.3: status report and list of status codes
• 11.1: materials invoice
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• 11.2: cataloging/processing invoice
• 11.3: credit memo
12.0 RETURNS AND CUSTOMER SUPPORT
12.1 Provide a copy of your return policy and your credit memo policy.
Ingram's Returns Policies provide prompt and efficient resolution for reporting and returning
materials. A return authorization number is not required, though, in some cases as indicated below,
we ask the customer to report returns to Customer Care. Ingram cannot accept return of any
product we do not stock or did not provide.
Processed Materials
Items with cataloging or processing per Library's specifications are no longer in resalable
condition and, therefore, are non -returnable, except due to Ingram error.
Non -Returnable Materials
Each publisher decides whether their product is non -returnable. Publishers determine this on a
product -by-product or binding -by -binding basis, or as items go out of print, and non -returnable
items are indicated on ipage.
Hassle -Free Returns
Libraries can return any unprocessed materials, as a "Hassle -Free" returns, for up to 60 days after
the invoice date.
• The library should include a copy of the Hassle -Free Returns form (found on the back of
packing slip or printed from ipage) in each carton shipped to Ingram.
• Ingram will not charge a restocking fee for items returned in accordance with our Hassle -
Free Returns Policy. Beyond the 60-day window, we may charge a restocking fee.
Overstock Returns
Overstock returns are unprocessed materials returned after the 60-day window.
We credit Overstock Returns at 50% off the list price, for standard discount books. Short -discount
books receive credit at 10% less than original invoice price:
• Overstock returns are subject to a 10% restocking fee.
• Overstock returns for libraries may not exceed 10% of purchases made during the
preceding 12 months.
• All product returned to Ingram must be in a marketable condition.
• Ingram reserves the right to send back, at the Library's expense, all products returned
to Ingram in a condition in which they cannot be resold.
• To initiate an overstock return, customers can send the material(s) with the packing slip to
the Ingram Return Center. Customers pay return freight for overstock items.
Hard to Find Books Alibris Returns Policy
If dissatisfied for any reason with a book purchased through our Hard -to -Find Book
program, you may return your purchase to the Alibris distribution center within 30 days for a full
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refund of purchase. Ingram reimburses shipping costs for returns when the book's condition is not
as described on ipage.
Please email Ingram Customer Care at ilscustomerservice(abinaramcontent.com to report a return.
If the return is due to non -Ingram error, send the material to the Alibris Distribution Center.
Items Damaged in Transit or Shipped due to Ingram Error
We ask the Library to accept delivery of materials damaged in transit.
Library staff should note product impairment on the carrier delivery receipt and then email our
Customer Care Department at ilscustomerserviceainaramcontent.com for return instructions. If
possible, please take pictures of items received damaged.
We cannot reimburse for claims made after 60 days from invoice date.
Defects — Books
Ingram understands that defects inside a book may not be detected until after circulation, so there
is no timeframe for returniniz product received with publisher defects. Eligible defects include the
following:
• Missing pages
• Contents out of sequence
• Books bound upside down
• Contents different from that indicated on the cover/title
• Ink or printing issues
• Crooked pages
• Blank pages
• Malfunctioning disc
• Item received with missing or incorrect disc(s)
• Please note, however, that due to wear and tear circulation can cause, we accept
books with broken bindings for up to 60 days after invoice date.
Credit Memo
Upon proper notification and receipt of returned titles in our distribution center (if required by
Ingram), we credit the Library. Credits appear on monthly statements, with reference to the
purchase order number, and credit memos are visible on ipage.
Please complete and submit a Discrepancy form via ipage. You can find the form under the "Help"
tab. Once you have submitted the Discrepancy form, we will send a return label, if applicable, to
your provided email, and issue a credit memo. You can then submit your replacement order of the
item(s) as part of your next regular order.
The Library must report invoice discrepancies to Ingram within 30 days of the invoice date. All
discrepancy reports must include an invoice number and date of invoice. Discrepancies reported
after 30 days from invoice date do not receive adjustment.
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Other columns include a hyperlink to the ipage listing for the chosen title, two subject headings,
and one citation (where available).
We understand that either with a brand-new building or a newly renovated reopening, your library
has as many specific needs as the books to be housed inside. In our years of ODC experience, we
have accommodated a variety of different delivery types and help your team plan a delivery
schedule that helps set up your new library up as quickly and as painlessly as possible. During the
project, ODC materials are processed and stored separately from non-ODC materials.
Often, you and your team will find it easier to receive the entirety of the project at one time.
However, if you find it easier to receive materials in smaller chunks (rather than an entire truckload
of books), we also offer the option of shipping your materials as they are completed.
For your ODC, we can accommodate your individual library shelving needs:
• Rough Sort: This service is a standard feature we provide for each ODC project we
undertake. You will receive all your ODC materials organized by collection. For example,
you won't have to sort through a box that contains both Adult Nonfiction and Juvenile
Fiction.
• Strict Sort: For a fee (currently $.90 per unit), we can go a step further when boxing your
materials. In this type of sort, not only do we box your orders by collection, but we will
also place your new titles in Dewey Order so that each book is strategically placed in a
"shelf -ready" order. Just open the boxes and place the books on your shelves!
Ingram Library Services' pledge is to make the selection and delivery of materials the easiest and
best part of the ODC process.
Pricing: Complimentary if Ingram -created lists are purchased solely from Ingram
iCurate Custom: Ad Hoc Lists
Ingram's MLS-degreed Collection Development librarians create one-time targeted custom lists
for libraries with grants, end -of -year spend budgets, or unexpected funds. Libraires might need
lists of titles not available in ipage Curated Lists, for titles that might be difficult to search in page.
Generally, these custom lists reflect specific topics, such as large Urban Fiction projects, African
Diaspora Biographies, Parenting Collections, Job Searching & Interviewing, Immigration
Assistance, etc. and involve a known budget amount that will be purchased through Ingram.
To begin complimentary project, libraries can contact their sales representative, who will provide
the appropriate form that includes subject(s), budget, the date the library needs the lists, preferred
publication date range, binding preference, and other pertinent information.
Ingram's Collection Development librarians have extensive experience creating lists of all kinds,
like lists of religious titles for the Qatar National Library, to a large librarian professional
development collection for a public library in Florida, to lists of tiles for marijuana collection in a
public library in Colorado. With Ingram, it's easy.
Pricing: Complimentary when purchased solely from Ingram
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• ipage selection lists created by Ingram staff librarians
• Current publicity information
• Online catalogs
• Annotations and citations
• Cover images for selected titles
• Power search
• Boolean search
• Saved search
• Access to search all titles in our Extended database
• Excerpts for selected titles
• Journal review citations
• Full text reviews from selected journals for a nominal annual fee
Page 26
Reviews on ipage
ipage currently includes full -text review citations and full text reviews from the following journals:
• Booklist
• The Bulletin of the Center for Children's Books
• Foreword Magazine
• Hornbook Guide
• Hornbook Magazine
• Library Journal
• Kirkus
• School Library Journal
• Publishers Weekly
• Shelf Awareness
• BookPage
• Bluelnk Review
* Please note the above list of journal titles is subject to change at any time.
While not all titles on ipage have reviews, we display all published reviews for print titles. Reviews
include cover images and citations if the publisher provides them.
We normally charge $374.92 annually for this additional service, but we will waive this fee for the
Fort Worth Public Library for the duration of this contract.
ipage Searching
• ipage displays Simple Search at the top of every page, allowing fast, efficient search for
titles. Simple Search options for print books include Title Keyword, Start of, Phrase, or
Exact Title; Author; ISBN/EAN; Keyword(s); Series; Dewey.
• Power Search allows ipage users to isolate their search to a narrower list of titles, by using
some or all a specific set of search criteria. Through Power Search, ipage users can look
for titles by publisher, subject heading, format, language, and other filters not listed on the
Simple Search feature. You can input search criteria for up to 25 data points. The more
search criteria added, however, the fewer results the search returns.
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• Boolean searching is like power searching but uses Boolean terms and focuses mainly on
criteria in the Title, Contributor, Publisher, BISAC, Ingram Theme, and Series fields. You
can also add search criteria on Language, Age Group, Binding, Publication Date, etc.
Under "further criteria," Boolean searching allows users to select multiple attributes.
• Predictive Search is an optional functionality on ipage that allows for more accurate and
efficient searches across our entire database. This technology uses our top -demanded
product data to offer suggested completions of the search term(s) you type into the search
bar, including Title (Start of) and Author.
• Street Smart Titles list under the Browse tab on ipage enables you to view a list of titles
with a hard street date from the publisher. This Street -Smart list focuses on titles up to 18
months pre -publication.
• Search results allows sorting by Title, Author, EAN/ISBN, Binding, Publisher, Pub Date,
or SRP, and users can quickly jump to specific places in the result. The Search Result View
also includes options at the item level. For example, for each item, you can select Duplicate
Check, Add or Edit Grid Information, or Edit other information about the item. ipage
combines the robust functionality of Selection Lists with filter options currently available
for Search Results. This means you can filter items in your selection list by all refinement
options already available for Search Results.
• Saved Searches. This time -saving feature is a great way to organize searches a user might
perform on a regular basis. Users can save searches as a new search or as a replacement for
an existing search. ipage automatically purges saved searches from the user's account 13
months after the last accessed date shown on ipage.
ipage Search Refinements
ipage provides multiple criteria for refining title lists from search results or selection lists:
• Search within Results: To the left of your results is a box for searching within your results.
Enter your search words and click the Search button. You can further refine your results as
needed using the options and search feature located on the left.
• Search Filters: Search Filters provide a better search experience for customers who do not
purchase compilations, collections of public information, or reproductions of previously
published public domain titles. This filter allows you to hide these product types from your
search results.
• Refine Search Results: Depending on the list, search refinements might include Age
Group, Binding, Publication Date, which may also include Forthcoming Titles,
Contributor, Price, Format, Awards, Citation Source, BISAC Categories, Dewey
Categories, Ingram Categories, Language, and Features. You can collapse and expand a
field to better meet your search needs by clicking on the up/down arrow to the right of each
field. The next time you search, ipage remembers those fields you have collapsed or
expanded.
• Quick Limit - If refinement terms you use in your search are in the top three displayed
under the refinement field, check them off and click `Update' to quickly limit your results.
You can now select multiple terms to drill into your results.
• Search the Full List - If your search terms do not appear among the top three under your
refinement option or if you want to exclude terms from your results, click the "More..."
link next to any field.
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• Including and Excluding Search Terms. After clicking the "More" link under the
search refinements, you can further refine your results by selecting or excluding as
many terms as you like. Scroll the list of terms by dragging the scrollbar up and
down.
• Search for terms by entering letters, and a text filter will quickly reveal matches.
• Select as many terms as you would like to include in your results by checking them
off in the `Include' column.
• Exclude as many terms as you want by checking them off in the `Exclude' column.
• Verify your selection with the intuitive green (include) and red (exclude) bubbles.
• Remove anything you do not want by clicking on the `x' on the right side of the
bubble or by unchecking it in the `Include' and `Exclude' columns.
• Click the `Update' button to apply your refinements or `Cancel' to return to your
results.
• For each refinement you apply, a breadcrumb appears at the top of your search
results, making it easy to later remove any limiters you applied.
A Title Detail page on ipage includes title, contributor (author, illustrator, editor, etc.), ISBN/EAN,
publisher or studio, suggested retail price, binding or format, pub date or release date, and
copyright date.
Details may also include any of the following as provided in the publisher metadata: cover image,
BISAC categories, LC subjects, themes, OCLC number, Dewey, LC subjects, series, awards,
features (Index, Price on Product, Excerpt, Illustrated, Maps), initial print run, target age group,
physical information (dimensions, weight, number of pages), carton quantity, annotation,
description, publisher marketing, review citations, review quotes, biographical notes, and full text
reviews.
Children's titles may include Accelerated Reader®, Scholastic Reading Counts! TM, and Guided
Reading Level information. ipage Title Detail screen shows alternate bindings/formats for a title,
when available. ipage title details update daily, providing customers the most current publisher -
provided information available.
Duplicate Checking
ipage offers multiple duplicate order checking methods, including iMatch, OPAC View, and
Selection List Duplicate Checking. With iMatch, you can search your entire collection. As
described below, Ingram's duplicate order methods do allow duplicate copies when needed.
iMatch
Ingram's iMatch collection matching service on ipage matches titles in a selection list with titles
already in your library collection, saving you time comparing potential purchases. This powerful
tool uses the industry standard Z39.50 protocol to access your library's catalog and retrieve your
collection information. It then works with ipage to identify title matches within your selection lists.
iMatch identifies duplicates at the branch level, enabling patrons to isolate searches to their local
branch's collection in a shared database.
10Eel :�_11LTA I
City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information Page 29
Results are color coded to show matches found. If no color appears to the left of a title, there is no
match. A red bar indicates an exact match, yellow a possible match, and green a title -only match.
Hovering over a color bar indicator displays matched criteria details, including edition and title.
OPAC View
This allows library staff to access their Online Public Access Catalog (OPAL) from titles within
ipage. Like Match, this duplicate service also matches against the Library's holdings, but uses
EAN/ISBN as the match point.
The OPAC View feature requires a one-time setup by the Library's Administrator of the ipage
account. The administrator should provide the following information:
• OPAC web address
Their vendor's specific ISBN search index
A search suffix is also required (some vendors require this)
Once the account administrator implements this feature, users in the ipage account see an OPAC
button/graphic attached to titles as they search and build lists. Clicking this button will open a new
browser window and point to this ISBN within the customer's web based OPAC system. The
match can occur for as long as the EAN appears in the Library's catalog. Since this feature is ISBN
driven, the button does not appear for titles without ISBNs (videos, music, etc.).
Selection List Duplicate Check
The Selection List Duplicate feature in ipage is another way for users to check for duplicates. Users
can customize this function so that it checks for duplicates only within the current list, against the
user's Private lists, against Shared lists, or against all lists to which an individual user has access.
The user can set a default setting for all duplicate checking, or they can choose one of the above
options each time they use the feature. Additionally, users can check for duplicates as they add
titles to a selection list. This feature checks for duplicates only within the current list.
EXCEPTION TO THE PROPOSAL SOLICITATION
Ingram's Legal Department would like to open a dialogue regarding the following suggested
exceptions for the City of Fort Worth to review.
Exceptions to RFP-01
Ingram Library Services LLC ("Vendor") understands the City of Fort Worth's RFP and
respectfully submits the following modifications as part of its proposal (`Exceptions"):
1. Section 27.0 entitled "Assignment" on page 20 shall be modified as shown below.
The parties shall not assign its rights or duties under an award without the prior written consent of
the other party. Such consent shall not relieve the assignor of liability in the event of default by its
assignee.
2. Section 29.0 entitled "Right of Assurance" on page 21 shall be modified as shown
below.
Whenever the City has reason to question the Proposer's intent to perform, the City may demand
that the Proposer(s) give written assurance of Proposer's intent to perform. In the event a demand
0 Ce1:7_0 Ji I
City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information Page 30
is made, and no assurance is given within thirty (30) calendar days, the City may treat this failure
as an anticipatory repudiation of the contract.
3. Section 31.0 entitled "Venue" on page 21 shall be modified as shown below.
This contract/agreement(s) will be construed in accordance with the laws of the State of Tennessee
Texas. The r T-aet(s) ; vrf ,.,,. ablo in Tarrant e Shall lie o elus vel, ;
Taffant County, Texas--.
Exceptions to the Vendor Services Agreement
Ingram Library Services LLC ("Vendor") understands the City of Fort Worth's Vendor Services
Agreement and respectfully submits the following modifications as part of its proposal
("Exceptions"):
1. Section 6 entitled "Right to Audit" on page 2 shall be deleted in its entirety and replaced
with the following
Vendor shall maintain, during the term of this Agreement and for at least two (2) years thereafter,
records sufficient to demonstrate Vendor's compliance with its obligations under this Agreement.
Upon reasonable advance notice, the City may request, once per calendar year, that Vendor engage
Ingram Industries Inc.'s ("Ingram") Internal Audit department to perform specified procedures as
determined by the City. Such procedures will be performed in accordance with attestation
standards established by the American Institute of Certified Public Accountants ("Agreed Upon
Procedures") and will be related to Vendor's compliance with its obligations under this Agreement
for the twelve (12) months prior to the date of the request and provide a written report to the City.
In the event that the City is not satisfied with such procedures for any reason, the City may, at its
election and cost, engage PriceWaterhouseCoopers, LLP, Ingram's current independent public
accounting firm, (or if such firm is no longer available, an independent public accounting firm
reasonably acceptable to both parties) to conduct Agreed Upon Procedures related to Vendor's
obligations under this Agreement in connection with such inspection. If in the written opinion of
such auditors there has been an underpayment by Vendor or an overpayment by the City of more
than five percent (5%) of the total amounts due during the previous twelve month period, Vendor
shall pay the reasonable costs of such audit in addition to promptly paying such amounts. (For
clarity, any discrepancy between amounts paid to or from either parry and amounts shown to be
due by such audit shall be promptly payable, whether or not equal to five percent (5%) of total
amounts during the previous twelve month period.)
2. Sections 8.1 and 8.3 entitled "Liability and Indemnification" on page 3 should be
deleted in its entirety.
3. Section 8.2 entitled "Liability and Indemnification" on page 3 shall be modified as
shown below.
VENDOR HEREBY COVENANTS AND AGREES TO INDEMNIFY, HOLD HARMLESS,
AND DEFEND CITY, ITS OFFICERS, AGENTS, REPRESENTATIVES, SERVANTS, AND
EMPLOYEES, FROM AND AGAINST ANY AND ALL THIRD PARTY CLAIMS OR
LA WSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTY DAMAGE OR LOSS (INCL UDING ALLEGED DAMAGE OR LOSS
TO VENDOR'S BUSINESS AND ANYRESULTING LOST PROFITS) AND PERSONAL
INJURY, INCLUDING, BUT NOT LIMITED TO, DEATH, TO ANYAND ALL PERSONS,
101 leI:7_I LTA I
City of Fort Worth, RFP #24-0144
RFP-08-Questionnaire and Requirements — Additional Information
Page 31
ARISING OUT OF OR IN CONNECTION VENDOR'S PERFORMANCE OBLIGATIONS
UNDER 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.
4. Section 9 entitled "Assignment and Subcontracting" on page 9 shall be modified as
shown below.
The partieser will not assign or subcontract any of its duties, obligations or rights under this
Agreement without the prior written consent of the other party Cam. If the partyC-may 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.
The parties der will be liable for all obligations of Vendor under this Agreement prior to the
effective date of the assignment.
5. Section 10.2 (a) entitled "Insurance" on page 5 shall be modified as shown below.
The commercial general liability and automobile liability policies must name include 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.
6. Section 14.11 entitled "Invoicing Services" on page 27 shall be modified as shown
below.
Library prefers a monthly consolidated invoice for all processing and cataloging charges. Library
prefers the monthly consolidated invoice to be issued on the I st5th of the month. Provide a sample
cataloging/processing invoice with your bid (RFP-08).
7. Section 17 entitled "Governing Law/Venue" on page 7 shall be modified as shown
below.
This Agreement will be construed in accordance with the laws of the State of Tennessee ems. If
any aefien, whether- real or- > ,
venue�qr-sueh a et;o:S will lie ; sta4e , ufts le et d i-x Tazm-'St C6,,, ,
Distr-iet ram, ttA for- the Nolrtharn Mzt-F; t of Texas, Fee Ali,T— ih Divjiai+.
City of Fort Worth
Request for Proposals #24-0144: Library Books and Services
EXECUTIVE SUMMARY
Page 1
Ingram has read and understands all requirements in the City of Fort Worth's Request for Proposal
#24-0144. We understand the intent of this RFP is to establish contract(s) with a primary and/or
secondary vendor to provide English and Spanish adult, teen, and children's books with cataloging
and processing services at the best value for the Library.
Ingram has been working with the Fort Worth Public Library since 1984 and our goal is to grow
this partnership and be considered for a primary book vendor award.
As an Ingram Content Group company, Ingram Library Services offers a full range of content and
services. With over 55 years of experience in distributing library materials, we serve libraries like
Fort Worth Public Library with a wide range of collection development, processing, and cataloging
services guaranteed to enhance your collections.
Ingram is in a strong position to serve the needs of the Fort Worth Public Library all 20 locations
and its city and communities.
Due to our extensive physical and digital infrastructures, Ingram is the vendor best able to develop
and implement innovative and cost -saving services. We have the expertise and staff to catalog and
processes the Library's materials accurately and quickly. We also have an entire team dedicated
to managing and supporting Opening Day Collections.
Ingram's Collection Development team works diligently to bring you timely, relevant, quality
resources, Collection Analysis Tools, and hand -selected High -Interest Category Lists and Standing
Order Programs. We have dedicated teams in and across each Ingram department to give the Fort
Worth Public Library direct, thorough, ongoing assistance for the continued success of all its
projects and needs.
Our proposal includes all requested information, along with additional information on Ingram
services. Throughout our proposal, Ingram Library Services will be referred to as Ingram. The City
of Fort Worth and Fort Worth Public Library will be referred to as the Library.
COMPANY HISTORY AND OWNERSHIP
Helping Content Reach its Destination. For more than fifty-five years, Ingram Content Group has
provided books, in all their formats, to customers and readers around the globe, including more
than 21,000 valued library customers and more than 17 million library patrons. Ingram is the
preferred materials and services source supplier, with 25 offices and distribution centers globally.
Ingram Content Group LLC is part of the long tradition of successful companies built by the
Ingram family of Nashville, Tennessee. Dedicated to helping content reach its destination by
providing a broad range of physical and digital services to the book industry, Ingram Content
Group has been a partner to librarians, educators, publishers, and booksellers for over five decades.
Publishers rely on Ingram Content Group as a key provider of demand -driven print, digital, and
marketing solutions. We provide reliable, innovative responses to the questions our publisher
partners have about the ever -changing opportunities in the book industry. No single source other
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City of Fort Worth
Request for Proposals #24-0144: Library Books and Services Page 2
than Ingram has comparable experience, expertise, and connectivity in bringing supply chain
management, and print and digital solutions to the market.
Ingram is a privately held, family -owned corporation operating under the same ownership since
our inception. The Ingram family is actively involved in the day-to-day operations of our
company and has a vested interest in our customers' satisfaction.
The Ingram Content Group is led by John Ingram, Chairman of Ingram Content Group LLC, and
Chairman of the Board for Ingram Industries Inc. John joined Ingram Industries in 1986 and held
several key positions with Tennessee Book Company and Ingram Book Company before being
named Chairman & Chief Executive Officer of Ingram Content Group. John was named Chairman
of the Ingram Industries Inc. Board of Directors in April 2008, after having served as Vice
Chairman of the Board for nine years.
A tremendous advantage of being a family -owned company is the history and stability of
ownership backing our long-term plans to remain the number one book vendor and service
provider in the library market.
Ingram's vision is to be the premier services provider in and around the distribution, production,
storage, creation, discovery, and assembly of content. To bring that vision into reality, Ingram
Content Group has multiple operating units serving a specific area of the book industry, including
retailers, publishers, educators, and libraries. All Ingram Content Group companies follow the
same five values: to be Credible, Performance Driven, Agile, Innovative, and Customer Focused.
COMPANY EXPERIENCE
Ingram Library Services' sole focus is on libraries. We have a highly successful track record of
providing a full range of content and services and shelf -ready materials to libraries of all sizes
across the U.S., including large, multi -branch libraries.
Ingram has been actively engaged in providing services to libraries for 40 years, including libraries
in the Dallas/Fort Worth area.
We have over 4,000 customers who use our cataloging and/or processing services for ongoing firm
orders, standing orders, and special projects including Opening Day Collections. We have included
three references in RFP-04libraries of similar size to the Fort Worth Public Library —of recent
customers to whom services were provided that are similar to the requirements in this RFP.
The Fort Worth Public Library's existing Ingram Senior Sales Representative resides in the Dallas/
Fort Worth area and is available to assist at any time, either onsite or virtually.
SCOPE OF SERVICES
1.0 PROPOSER REQUIREMENTS
1.1-1.2
Ingram complies. As mentioned above, we have been in the wholesale book business for over 55
years. Ingram has also been actively engaged in providing services to libraries for 40 years.
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Request for Proposals #24-0144: Library Books and Services
Page 3
1.3
Ingram Library Services LLC is headquartered in La Vergne, Tennessee, where our Sales,
Customer Care, Collection Development, Custom Cataloging and Processing, and Executive and
Sales staffs are located.
Ingram Library Services LLC
One Ingram Blvd.
P.O. Box 3006
La Vergne, TN 37086-1986
615-793-5000
ilsbids@ingramcontent.com
http://www.ingramcontent.com/pages/libraries.aspx
Official Representative: Carolyn Morris, Vice President
1.4
Ingram's Director of Collection Development and Metadata oversees a department of 10 MLS-
degreed librarians, a data manager, catalogers, and 4 administrators.
Ingram has 37 master's-degreed librarians on staff. They all have years of experience working in
and with libraries, and the Collection Development librarians have a minimum of five years of
collection development experience in public libraries.
Members of the team have participated in local, state, and national library conferences and have
presented on collection development, forthcoming books, the elements of a good picture book,
selection tools, library marketing, Dewey versus BISAC organizational schema, library
technology, handling difficult patrons, library staff development, and more.
1.5
Ingram has sufficient, exceptional staff who are ready to meet the demands of this contract. Eleven
professional MLS-degreed Cataloging Librarians and fourteen Technical Services Specialists are
available to the Fort Worth Public Library. We also have over 100 processors in the distribution
centers that will serve the Library's account(s).
2.0 VENDOR'S ACCESS TO INVENTORY AND DELIVERY SERVICES
2.1-2.2
Ingram leads the industry in maintaining an on -hand inventory of over 19,000,000 unique titles,
representing more than 30,000 book publishers and 57,000 imprints. Our unmatched stock of
35,000,000 books ensures the fastest and highest fill rates in the industry.
Ingram's on -hand inventory represents the largest range of publishers in the wholesale
distribution business today.
Ingram provides adult, young adult, and juvenile fiction and nonfiction titles in all subjects
in a variety of bindings, including trade hardcover, trade paper, mass market paper, large
print, short discount and small press, university press, single library editions, publisher's
library editions, graphic novels, board books, easy readers, picture books, pre -bound books,
and big books.
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Request for Proposals #24-0144: Library Books and Services
Page 4
Ingram stocks not only new bestsellers and award -winning titles, but also the deepest
inventory of midlist and backlist titles of any vendor.
Ingram provides reference, scientific, medical, technical, legal, and other academic and
non -trade titles, including materials from university and association presses, small presses,
and specialty publishing houses.
Ingram Library Services' inventory goes well beyond that of other library wholesalers because the
company is part of the larger Ingram Content Group, which includes Ingram Book Company,
Ingram Publisher Services and Lightning Source. Each of these entities contributes to the strength
of our stock position.
2.3
Ingram understands the importance of getting high -visibility titles into the hands of Library patrons
at the same time those titles appear in local bookstores.
Titles designated as part of our Street -Smart program include any upcoming new releases with
publisher -assigned release dates. Within publishers' parameters, Ingram makes every effort to
quickly turn around hot new release titles to arrive in libraries before street date.
We cannot control publishers' street dates. We do, however, work closely with publishers for news
of publishing date changes or unexpected releases. We provide updated information via ipage as
soon as publishers make such information available, which enables library staff to check the status
of any title as its scheduled street date approaches.
We strive to deliver titles before their street dates to libraries with a Street -Smart affidavit on file.
However, because our ability to deliver titles in time for release date is contingent on the publisher
providing those titles to us, we cannot guarantee arrival on or before release date.
Occasionally, factors such as supply, or transportation issues can compromise our ability to deliver
by release date. In such instances, the level of custom processing or cataloging profiled on a
Library account may, in addition, cause the title to be delivered after street date.
To receive Street Smart designated titles on or before the release date, the Library should complete
a signed affidavit agreeing not to display, circulate, or sell for advanced reading a title before its
publisher -assigned release date. Without this agreement, Ingram cannot ship Street Smart titles
until one day prior to the publisher's release date, in accordance with our own agreements with
publishers.
Occasionally, publishers assign stricter release date parameters to certain forthcoming titles. These
titles are part of our Street Smart Select program and, typically, are major releases with large print
runs and significant publicity campaigns. Like for Street Smart titles, we ask the library to sign an
affidavit to receive Street Smart Select titles in advance of their release dates.
Ingram provides advance notification of Street Smart Select titles, including any order deadlines
or minimum order quantities required to participate in the early delivery program. Per the publisher
specific guidelines, without a signed affidavit, distributors may not be permitted to deliver Street
Smart Select titles until one day before the on -sale date.
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Request for Proposals #24-0144: Library Books and Services Page 5
Rush Orders
Ingram defines a "rush" order as one requiring immediate turnaround and special shipping. They
are typically smaller than regular orders, do not receive processing or cataloging services, and they
do not accept backorders.
Ingram can accept "rush" orders via toll -free telephone. All orders receive immediate online order
entry, as well as instant title and stock verification. Rush orders will be shipped via UPS or other
Ingram selected freight method.
Ingram does not charge additional freight for orders that ship with your regularly scheduled
shipments via standard transportation. Only rush orders requiring next day delivery incur a freight
charge.
Our customers do not often need next -day delivery. However, should the Library require expedited
services, with minimal processing and no cataloging, we are happy to discuss your requirements
and to profile your accounts accordingly.
Items placed on a separate Rush account will be invoiced as shipped. If the Library profiles the
account to receive no backorders, then the items in stock would ship and all other items cancel.
The Library would then receive one invoice for the purchase order. Rush orders would ship from
a single distribution center exclusively.
If the Library defines "rush" orders differently —such as requiring cataloging and processing and
faster turnaround time than standard 10 days —we are happy to discuss how we can profile your
account(s) to meet your requirements.
2.4-2.5
Ingram Book Company
As a leading supplier of books to bookstores and online retailers around the world, Ingram has
established business relationships with publishers of all kinds. Eager to market their books to the
vast retail market, these publishers alert Ingram to new releases before they are published and offer
a wealth of information about each title both in automated feeds and through meetings with our
team of buyers.
Our predictive ordering software then takes over and continuously ensures that each title is stocked
appropriately so we have books on hand when you need them. The volume of sales to retail outlets
financially supports running our library business out of 5 warehouses located across the country,
and it enables us to automate our distribution facilities to provide the fastest fulfillment in the
industry.
Ingram Publisher Services
Ingram Publisher Services represents more than 850 publisher clients and more than 4,400 imprints
from around the world. These publishers enlist Ingram to be the exclusive distributor of their
products. The advantage this brings to the Fort Worth Public Library is the ability to purchase from
independent and regional publishers and the guaranteed availability of current titles from these
publishers at Ingram distribution centers.
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Request for Proposals #24-0144: Library Books and Services Page 6
Ingram Lightning Source
With national and international facilities, Lightning Source has a virtual inventory of over
17,000,000 titles representing more than 145,000 publishers. We print only what is needed to meet
our customers' current demand -whether that's a single book or 10,000 units. We make it possible
for low -volume titles to stay in print and for new titles to be released. In addition, we offer print
on demand for both paperback and hardcover titles. All this translates into wider title selection and
better customer service for your patrons and your community.
In addition, Ingram offers over 4,000,000 titles in world languages ranging from Afrikaans to
Yiddish. An additional benefit of our Lightning Source inventory is that many of these world
language titles are available on an on -demand basis.
Ingram Spark
Libraries can gain access to custom curated content lists from Ingram's award -winning indie
platform IngramSpark. Exclusively provided by IngramSpark Distribution services and featuring:
• Indie books with enhanced product metadata, consumer visibility and marketing
• Top selling titles from 60,000+ indie publishers and authors
• Customized and-curated lists of trending and timely books
• Over 300,000 books available for distribution
• Library -friendly terms guaranteed to make purchasing simple
Spanish Language Materials
Ingram's in -stock inventory of Spanish language titles is particularly strong, covering both
translations and books originally published in Spanish. It includes adult and children's fiction, and
non-fiction works. We work with a wide range of Spanish Language publishers —over 2,500
imprints —including Hachette Livre, Nabu Press, Legare Street Press, Lulu Press, and Palibrio.
Ingram currently inventories nearly 350,000 Spanish titles in our distribution centers, and we
actively work with Spanish language publishers to expand this catalog to meet growing reader
demand. We provide a limited number of spoken word audio titles in Spanish language. We also
provide domestic video titles that have been dubbed or subtitled in Spanish and non -domestic
Spanish video.
A few of Ingram's create -your -own New Title Notification/Standing Order Programs include a
Spanish -language option, so Libraries can build multiple profiles to include Spanish language
titles.
2.6
ipage®, Ingram's online collection development and ordering tool for librarians, provides a real
time stock check of inventory at your distribution centers. It displays both on -hand inventory and
the number of copies currently on order from the publisher, which may also include the estimated
arrival date at Ingram. In addition, stock check is available when looking at lists of titles either
through search results or on selection lists, without having to go to the detail page for individual
titles.
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Request for Proposals #24-0144: Library Books and Services Page 7
Users can view stock levels in each distribution center for each item in your selection list by
clicking on the Stock Availability link.
ipage allows you to limit your search results to only those titles currently available through your
designated Ingram distribution centers. You can also limit your search to only forthcoming titles.
Prior to placing an order, the Library can determine real-time discounted pricing for an entire list
or a single title by utilizing the "Price this List" or "Price this Title" feature on ipage.
1.0 SHIPPING AND DELIVERY SERVICES
3.1
Ingram operates four regional distribution centers, and we have the infrastructure in place to
provide our customers with an unparalleled speed of delivery. We have detailed Delivery Options,
including Freight Terms, Distribution Center Pairing, and Drop Shipments, in Section 4.0 of RFP-
08 (Questionnaire and Requirements).
3.2, 3.2.1
Since the Library prefers to have a few copies delivered quickly than have no copies at all, we are
happy to work with the Library to determine the option that best meets your workflows.
Accounts can be profiled to receive No Partial Shipments. With this account setting, if the entire
quantity of a title is not in stock at the time of order, Ingram backorders that title and ships it when
we receive the entire quantity from the publisher. Please note that this profile option may lower an
order's initial fill rate.
3.2.2, 3.2.2.1
All shipments will be accompanied by a packing list. We mark the carton containing the packing
slip. Ingram's packing slips can be sorted by title or purchase order number and contain the
following information:
• Library shipping and billing address
• Date
• Quantity ordered
• Quantity shipped
• Title
• ISBN/EAN
• Binding Code
• Purchase Order Number
• Discount Percentage
• Unit List Price
• Extended Price after Discount
3.2.3-3.2.4
We are pleased to offer Ingram -paid freight from your designated primary and secondary
distribution centers, free on -board destination, with no fuel surcharges. Please see full details in
Section 4.0 of RFP-08 (Questionnaire and Requirements).
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Request for Proposals #24-0144: Library Books and Services
Page 8
3.2.5
Ingram acknowledges and understands Sections 3.2.5.1-3.2.5.4. If a customer requests inside
delivery, and if the carrier's operating conditions permit it, the carrier may fulfill inside delivery.
Please note, however, that the carrier's sole obligation is to deliver the freight inside the door or
onto a dock. It is the Library's responsibility to then transfer the materials to other desired
locations. If the Library would like inside delivery, we ask that the Library specify this when
establishing/updating its account(s). Where inside delivery is not provided, the carrier's only
obligation is to move the freight near the trailer door. Inside delivery is clearly designated on the
shipper's bill of lading but not on the Ingram shipping label.
3.2.6-3.2.7
We plainly mark each box in a shipment with the number of boxes included, the library address,
and a Control Number (including Order Entry number), which allows you to cross reference the
invoice when you receive it.
The shipping label on the carton includes the customer's name, address, and purchase order
number. Each carton shipped from Ingram has a 4" X 6" carton contents label which identifies
titles contained in the box, their ISBNs, and quantities. The label allows library staff to know what
each box contains before opening it.
3.2.8-3.2.9
Ingram complies. The maximum weight of each carton will not exceed 55 pounds.
Our standard procedure in preparing books for shipment is to stack them on a cardboard base in a
tight cube shape. We then tightly wrap the books in plastic and place them in a high test -weight
box. Ingram uses the best quality boxes in the industry with the highest test weights and recycled
content permitted to maintain burst strength. We use paper and/or air pillows as dunnage when
needed before closing and sealing boxes.
4.0 COMPETITIVE PRICING OF PRODUCTS
4.1- 4.3
Ingram discounts from the current publishers' list price of an item. Publishers/manufacturers, not
Ingram, set list prices of individual library materials. We, therefore, cannot guarantee the retail/list
price of an item will not change during the term of the contract. Prior to placing an order, the
Library can determine a title's estimated discount by utilizing the "Price this List" or Quotation
features on ipage.
In determining which titles receive less than full trade discounts, Ingram categorizes books for
pricing purposes by considering the binding, cost of acquisition, general marketing categories,
publisher's discount, and other factors as defined by the Definitions of Binding Types and Presses
provided below. Ingram reserves the right to be the sole and final determinant of the pricing
category.
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Request for Proposals #24-0144: Library Books and Services Page 9
Please see the completed Bid Table (BT-25FI) included with this proposal. We are pleased to
provide the Fort Worth Public Library the following discounts:
* Trade Hardcover ................................................... 48.0%
(with $250,000 spend commitment)
* Trade Hardcover ...................................................
47.0%
(up to a $250,000
spend)
* Quality Paperbacks ...............................................
41.0%
* Mass Market Paperbacks ......................................
41.0%
Graphic Novels .....................................................
30.0%
Prebound...............................................................
30.0%
Publisher Binding and Library Bindings ..............
15.0%
University Press ....................................................
10.0%
** Spoken Word Audio ............................................
45.0%
* * * Short Discounted / Non -Trade Titles ....................
10.0%
Music.......................................................................
5.0%
VideoGames...........................................................
5.0%
DVD/Blu-ray.........................................................
15.0%
NetTitles.................................................................
0.0%
* Trade Hardcover, Quality Paperbacks, and Mass Market Paperback titles ordered with a
cover price of $14.99 or less will receive a 25% discount.
** Eighty to eighty-five percent of all Spoken Word Audio is at the 45% discount; however,
some Spoken Word Audio is short discounted by the publisher.
*** Short Discount/Non-Trade: Lower demand, small print -run books in various bindings,
and includes graphic novels, legal, technical, reference, scientific, and medical titles as defined
by Ingram subject categories. Titles are generally published by small or university presses.
Also included are print and audiobook titles purchased at lower than full trade discount; titles
with limited sales volume; and/or titles from publishers not in compliance with Ingram's
purchasing requirements. Ingram is pleased to make this broad base of titles available to our
customers with no service charges.
Definitions of Binding Types and Presses
Trade Hardcover: High demand fiction and nonfiction books published with a glued binding and
a hardcover. These titles are typically for the general consumer and produced by widely distributed
publishers. Trade bindings may also be referred to as retail trade editions, trade books, hardbound
books, hardback books, cloth bound books or cloth cover books. Publishers normally produce
these titles in larger print runs. *
Oualitv Paperback: High demand fiction and nonfiction books with paper covers and generally
no size restriction. Any illustrations or graphics may be placed throughout the book; both paper
and printing are high quality. These titles are typically for the general consumer and produced by
widely distributed publishers. This binding may also be referred to as trade paper or trade
paperback. *
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Mass Market Paperback: High demand books with paper covers that are produced in a size to
fit a standard retail store display and generally deal with subjects of mass appeal. Any illustrations
are grouped together in one section of the book. *
Graphic Novels: A narrative work in which the story is conveyed to the reader using comic form.
The term is employed in a broad manner, encompassing nonfiction works and thematically linked
short stories as well as fictional stories across several genres.
Library Bindings: Books of higher quality publisher bindings, usually fanned and glued, and may
also be sewn. Books may be identified as Library Bindings on ipage.
Universitv Press: The binding types may vary for these titles (i.e., Hardcover and/or Paperback),
but all are published by a University Press.
Short Discounted/Non-Trade: Lower demand, small print -run books in various bindings, and
includes graphic novels, legal, technical, reference, scientific, and medical titles as defined by
Ingram subject categories. Titles are generally published by small or university presses. Also
included are print and audiobook titles purchased at lower than full trade discount; titles with
limited sales volume; and/or titles from publishers not in compliance with Ingram's purchasing
requirements. Ingram is pleased to make this broad base of titles available to our customers with
no service charges.
Large Print: Ingram does not recognize large print as separate binding type for discount purposes.
Large print titles receive discounts according to binding/press assigned to the ISBN ordered as
outlined above.
Picture Books, Board Books, Easv Readers, and Big Books: These juvenile genre categories
are not discounting categories used by Ingram. These books will receive the discount appropriate
to the specific binding/press ordered as outlined above. We estimate that at least 80% would
receive the full trade discount.
Prebound Books: Paperback books bound into a hardback edition. Our inventory also includes
over 17,500 prebound titles from Perfection Learning and San Val (Turtleback Books) and are
identified on ipage as Prebound-Sewn or Prebound-Glued.
World Language Materials: Ingram does not recognize Spanish language (or any world
languages) as a discounting category. These books will receive the discount appropriate to the
specific binding/press ordered as outlined above.
Net: Low demand, small print run books in various binds and categories upon which Ingram
receives minimal or no purchase discount. This category of book will receive a 0% discount.
Ingram is pleased to make this broad base of titles available to our customers with no service
charges.
* See Short Discount for explanation on titles that may fall outside of this discount category.
5.0 ABILITY TO CATALOG AND PROCESS AS SPECIFIED
Ingram understands Sections 5.1-5.2 and confirms that we can catalog and process materials as
specified. We can meet the Fort Worth Public Library's cataloging and processing specifications
and are therefore not proposing an alternative. With our robust team and cataloging and processing
experts, we have the internal efficiencies already in place and the capacity to provide the Fort
Worth Public Library shelf -ready materials when you need them.
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6.0 CATALOGING METHODS FOR BIBLIOGRAPHIC AND HOLDINGS RECORDS
7.0 CATALOGING SPECIFICATIONS
Ingram acknowledges these sections and can comply with all listed Cataloging methods and
specifications, including the exceptions to the Dewey classifications that are used at the Library,
beginning with 7.9.8. Upon award, we would work with Library staff to discuss and set up
cataloging profiles to ensure the cataloging services provided by Ingram meet and exceed the
requirements of the Fort Worth Public Library.
7.9.36
Ingram understands that changing Library needs may result in changes to cataloging and
processing specifications and we will work through all of it with you. We can change your account
profile upon written notification.
7.9.37-7.9.39
Ingram acknowledges and complies. Ingram can invoice for cataloging and processing on the same
invoice on which materials appear, or on a separate invoice, per your request. Please see Section
14.0, Invoicing Services.
7.10
Our expertly trained processing team provides ultimate processing flexibility by applying more
than 100 different components and unlimited customized options for print. We will complete all
processing in accordance with the Library's specifications, and quality control measures are in
place to ensure adherence to those specifications. We will work with the Fort Worth Public Library
to set-up all processing accounts required, including "full processing/cataloging," "jacket only,"
and "book only."
7.10.3
We provide pre-programmed RFID/Barcode sets and we have provided pricing on the Bid Table.
The price includes application of both barcode and programmed RFID tags. Using these sets
ensures that all tags arrive at the Library programmed and at a budget -friendly cost. Our RFID
vendor is Bibliotheca, and their RFID tags comply with all requirements listed in Exhibit 3.
7.10.9
Ingram understands the successful vendor(s) will be allowed a 60-day learning period from the
date of the beginning of the contract and will be required to maintain an error rate of less than 1 %
quarterly for processing.
Ingram includes test orders at the beginning of each project to confirm MARC records, customer
item line holdings, physical processing, and FTP transfer of files. For Test One Processing and
Cataloging, Ingram sends profiles and samples per binding type for Library approval. Test Two
Processing and Cataloging is based on actual orders placed by the Library.
At the beginning of every shelf -ready project, we audit 100% of all orders. The first production
order is treated as a test order and every care is taken to ensure it is correct before proceeding.
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8.0 PRICING FOR CATALOGING SERVICES
Page 12
Ingram can provide a flat fee (bundle price) or tiered pricing for cataloging services. The cataloging
bundle pricing we have provided in the Bid Table is based on our interpretation of the
specifications provided with this RFP. Pricing for cataloging is based on average of 1 copy, which
we realize is subject to change.
We suggest a review of all specifications at the beginning of the contract to ensure that the
cataloging services provided by Ingram meet the requirements of the Fort Worth Public Library.
Ingram understands that cataloging services need to be billed separately from materials but may
be combined with processing service fees.
9.0 PRICING FOR PROCESSING SERVICES
Ingram provides high -quality processing services at a low cost. Please see requested component
pricing in the completed Bid Table. Prices are based on the use of Ingram's standard inventoried
materials.
We also offer a flat cost per copy processing fee, and we would be happy to provide pricing upon
award.
It is understood processing services will be billed separately from materials but may be combined
with cataloging service fees.
Ingram reserves the right to review cataloging and processing pricing with the Library on an annual
basis. For this multi -year contract, Ingram understands that price adjustments may be requested
annually throughout the term as long as the steps in Section 21.0 of RFP-01 are followed. Any
price increase will be mutually agreed upon between ILS and the Library.
10.0 PRICING FOR DATABASE SERVICES
10.1-10.3
Ingram complies. Multi -level access to ipage, selection lists, and reviews are free for the Fort
Worth Public Library. We normally charge $374.92 annually for access to full -text reviews on
ipage, but we will waive this fee for the duration of the contract.
The Library's ipage accounts are created so that an Administrator designated by the Library has
oversight capabilities to manage, restrict, and add additional users, as required by the library. There
is no cost for unlimited concurrent users.
In -stock inventory information on ipage is always free.
11.0 QUALITY AND DEPTH OF ONLINE SERVICES AND COLLECTION
DEVELOPMENT TOOLS
11.1
ipage is updated several times daily and reflects accurate current stock status. There are many
powerful search options within ipage, including "Availability," so the Library can only search
titles that are in stock at their distribution centers.
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11.2
As a current customer, the Fort Worth Public Library is set up with EDI ordering using the Polaris
system (Version 7.4 Build 23735). Ingram's systems fully support EDI on Polaris using the X12
protocol, including orders, purchase order acknowledgments, and electronic invoices.
With Polaris:
• Ingram can accept EDI orders from the Polaris System in the X12 format. Our order
management system processes orders sent via this method.
• Ingram accepts ISBN13 and ISBN10 in EDI orders. However, we do not process orders
using UPC or ISSNs as we do not process orders for magazine material.
• If you use the Polaris system, you can send branch, collection, call number and POLI line
number. We use this data to drive cataloging and processing outputs.
• Ingram can accept call numbers.
• Ingram accepts the line -item PO number — POLI line number. Once received, it is used as
a match point for acknowledgment, ASN, and invoice transactions.
• Ingram can also receive bib numbers.
• Customers using the Polaris System can grid the notes field in ipage to download in their
order records, but the Polaris System cannot send the notes field in an EDI order.
11.3
Ingram complies. We have provided temporary access credentials to ipage on pages 4-5 of RFP-
08, so Library staff may evaluate services. Please note that the test login for trial access will not
show correct pricing or all available features. Since the Fort Worth Public Library has current
accounts with Ingram with ipage access, we recommend the Library use their existing ipage
accounts.
11.4
With ipage, the Library has the option to download brief MARC order records. Ingram also
provides access to full -level MARC records through BookMARC® Cataloging, the proprietary
Ingram cataloging database. BookMARC includes records from the Library of Congress and
OCLC, as well as tens of thousands of entries created by Ingram's MLS-degreed catalogers.
Ingram cataloging is in accordance with the latest editions and versions of the Anglo-American
Cataloging Rules/RDA, MARC21 Format, OCLC Bibliographic Formats and Standards, Library
of Congress Classification Schedules, Dewey Decimal Classification, and Library of Congress
Subject Headings. Ingram cataloging is consistent with LC rule interpretations and cataloging
practices.
Custom MARC
Ingram's ipage features an option called Custom MARC. Custom MARC gives libraries the ability
to create and map a custom MARC record profile for downloading brief order records to load into
their Integrated Library System (ILS).
Custom MARC allows the library's ipage users to create lists in ipage to which they can apply
local data (like fund, location, collection code, requestor, etc.) for each title, in 9xx tags and
subfields, per the specifications of their ILS. Lists are then exported in brief MARC format, and
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the ILS system loader is used to load the records to the ILS. Upon loading to the ILS, an order
record and a brief cataloging record are created.
Libraries can now receive the title field (245$a) in all caps in brief MARC records. The Library
should go to the Data Mapping in the MARC Setup of the administrator's account and check the
box in the Action column for the 245 tag.
The 9xx configuration in ipage allows the library selectors to download brief MARC order records
that include local holdings information. Libraries can overlay these records with the full MARC
records in the Library's ILS system. Customers can return full level MARC records via email or
via FTP based on customer preference. FTP delivers the available format if MARC records need
to be uploaded to OCLC's WorldCat database as well.
9XX
This custom MARC feature allows the user to create a list in ipage and then add local data (such
as fund, location, collection code, requestor, etc.) in 9xx tags and subfields, per specifications of
their ILS, for each title to be exported in a brief MARC record.
The list is then exported in brief MARC format, and the ILS system loader is used to load the
records to the ILS. Upon loading to the ILS, an order record and a brief cataloging record are
created. These records can be overlaid with the full MARC records in your ILS system. Any ILS
System that can load MARC records should be able to load order records as well. If they have
questions, they will need to contact their ILS System Vendor to confirm.
Grids
Libraries can use grids to allocate multiple copies of an item across their funds, locations, etc. Grid
features are an addition to the Custom MARC functionality, with the Custom MARC mapped
fields and values populating the grid.
Once the library's ipage administrator adds custom MARC data to an account, users can create a
grid template, selecting which Custom MARC mapped data elements to use and which user can
apply them to an entire selection list or at a line -item level within a list.
When an ipage user applies a template to a selection list, quantities ordered will adjust by default
according to the applied template and according to individual allocations made across library fund
codes or locations. The selection list is then downloaded in Custom MARC format, and
subsequently uploaded into the library's acquisition system for order placement via EDI. Unlike
other library book vendors, Ingram offers grid creation capabilities free of charge.
Grid Summarv: We have a Grid Summary option available for our Library customers who use
grids. Users can select two of their Custom MARC (9XX) tags as fields used to summarize a
"gridded" selection list. After the ipage administrator chooses the 9XX tags to be included in their
grid summaries, the Grid Summary button appears for selection lists with a grid attached. When a
user clicks the button from the List of Lists page, the View Selection List page, or the Edit
Selection list page, ipage takes the user to a page containing quantity, extended list price, and
customer discount price totals by the Grid Data elements associated with that selection list.
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Find and Replace for Grid Data: At a selection list level, you can now perform a "find and
replace" function to update grid data attached to the list or to items in the list. This feature is
available from the Search Result View of a selection list.
Using this feature allows you to quickly update any occurrence of one grid data element with a
different option. This is especially helpful, for example, as libraries roll to a new fiscal year and
need to update a fund value.
Exporting Grid Information in Excel: You can set your Excel downloads to pull in grid
information. Under Template Preferences on the User Settings page, you see the option as a yes/no
toggle. The option's default setting is No, but if you wish to include grid information in your
downloads, set this option to Yes.
Applving Grids to New Title Notification/Standing Order Programs: Libraries can apply
multiple grids within a single New Title Notification/Standing Order Program enrollment, greatly
reducing time spent on setting up and managing New Title Notification/Standing Order Programs.
11.5
Need orders placed pre -publication? We've got you covered. Because most libraries order titles at
least three months pre -publication, we run most of our Collection Development services three to
six months prepublication. This gives libraries time to import brief records into their OPAC so
patrons can place holds. It also means our library customers receive stock from the initial publisher
printing to have the newest titles on shelves by street date.
Many of our complimentary lists on ipage feature new and forthcoming titles, including High
Interest Title Selections (HITS) for each age group, featuring the titles we expect to be most
popular; Debut Author lists; Large Print; and more.
The complimentary Standing Order Programs/New Title Notifications feature pre -publication
titles in 16 of our 17 programs, including author, series, continuations, and hand -selected programs
for all ages. Additionally, our affordable hand -selected monthly subscription service, iCurate®
Coming Soon, includes titles on the 26 monthly lists three to four months prepublication.
Although ipage does not offer print run information, it does provide Real-time Stock Check and
On Order quantities if available.
11.6
Ingram complies. Please see Section 8.5 of RFP-08 for details on how Ingram's selection lists are
created and at what frequency. We have included a sample new title selection list with this
proposal.
11.7-11.8
Ingram complies. Our Collection Development work currently meets the standards listed in
Sections 11.8.1-11.8.3.
11.9
We provide selection lists for Spanish materials created for English speakers.
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11.10
Please see Section 8.6 of RFP-08.
Page 16
11.11
Ingram confirms we can provide collection services in conjunction with any opening -day
collection at no additional cost to the library. Please see our full Opening Day Collection response
in Section 14.2 of RFP-08.
11.12
Ingram can provide demand information for titles. Please Section 8.7 of RFP-08.
12.0 ORDERING, AND RELATED SERVICES
12.1,12.1.1-12.1.3
We ship in -stock, non -processed, and non -cataloged book orders within 24 hours or on the same
business day if placed before local cut-off time at your designated Ingram distribution center. In -
stock processed books not requiring custom cataloging services ship within two to five days of
receipt of order. No other vendor can attain this level of service. Our turnaround time for in -stock,
shelf -ready, custom cataloging orders is 7-10 working days from receipt of order to shipment.
Continuations and New Title Notification/Standing Order Programs require a backorder period, as
we order titles on a pre -publication basis to allow Program customers to be the first to get these
titles. Items that do not require cataloging services will ship within 24-48 hours after the title is
received into the designated Ingram distribution center.
For titles Ingram inventories but that are temporarily not in stock, Ingram attempts to place an
order with the publishers within three (3) business days of receipt of order. Our ability to obtain
out of stock titles depends on the item's continued availability from the publisher with whom
Ingram buyers have an established relationship.
Should the Library order titles Ingram doesn't carry, we attempt to order the book, if available,
through normal U.S. wholesale channels. Turnaround time depends on publisher availability;
however, because of our long-standing relationships with publishers, we estimate one to three
weeks on available items and sixty to ninety days on special order items currently unavailable from
the publisher.
Ingram can provide titles that are in print and available from the publisher. Some publishers choose
to sell only directly to end users such as schools or libraries. These direct -only publishers are
defined as those publishers whose titles are not available on the open market to distributors.
Backorders and Cancellations
After receiving an order, Ingram ships all titles currently in stock. We then place on backorder any
remaining titles normally available through Ingram. Any title Ingram stocks will be available for
order or backorder from your designated primary and secondary distribution centers.
One of the parameters set at the account level is Backorder Cancellation Date. This is the number
of days to wait for a backorder to be filled before being cancelled. For titles not yet published, the
Library has a choice to have these items either cancel at the end of the account's established
backorder period, or for the backorder period to begin only after Ingram first receives the title after
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publication. The first option may result in a lower fill rate.
We recommend the Library set this cancellation date to be the same on their automation system so
that backorders cancel at the same time automatically. It is up to the local automation system to
delete any bibliographic records associated with order records for materials ultimately cancelled.
The Library can cancel backorders via ipage. To cancel an individual line item from an open order
or an entire open purchase order (if no line items have already been filled), please contact your
Inside Sales Representative or Customer Care.
Time is of the essence in terms of cancellations after the Library has placed an order. It's important
that a Library representative notify their Inside Sales rep as soon as possible, and we will then try
to cancel the order (or individual line items). But we cannot guarantee that we'll be able to do so.
If we are unable to cancel the purchase order/line item(s) or redirect the order/line item via our
Hassle -Free policy (for non -processed product), and the cancellation request is due to customer
error, the customer will be responsible for payment of product.
Order Cancellation Notification
Immediately after cancelling an order, customers can see the order's changed status in the
Cancelled Items Report. Cancellation information remains visible in the report for 30 days. After
this 30-day period, please contact your Inside Sales Representative, who can run a cancellation
report for you.
We are happy to discuss any requirements for customized, emailed cancellation lists.
12.1.4-12.1.6
The Collection Management Division staff will have free access to accurate real-time stock
information in ipage.
Your existing Senior Sales Representative is happy to provide on -site ipage training for any staff
unfamiliar with ipage or who requests a review of ipage functions. This training, as well as any
ongoing training, is free of charge and available for as many staff as the library specifies. It can
also be remote if that flexibility helps with scheduling groups.
Ingram Library Services' Inside Sales team hosts our ongoing live webinar training series as part
of ipage Academy. We hold sessions on many Wednesdays throughout the year, from 1:00-2:00
p.m. CST.
12.1.7-12.1.8
Ingram acknowledges. Please note: Ingram offers an optional Hard -to -Find Books service on ipage
via Ingram's partner for Hard -to -Find Books, Alibris. Alibris is a leading provider of rare, hard -
to -find, and antiquarian books. Titles ordered under our optional Hard to Find Books Service ship
from Alibris's distribution facility, not an Ingram warehouse. They will not combine with your
Ingram orders for shipping and may have different turnaround times and shipping methods. These
titles are sold at the net price shown, plus a $3.95 per book shipping and handling fee if shipped
within the United States.
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12.1.9
Ingram acknowledges. ipage sends immediate order confirmation, which you can print. The ipage
order confirmation includes quantity ordered, title, author, EAN, whether the item shipping status,
discount, and retail price.
Customers receive the Title Status Report monthly. It provides current backorder status
information and indicates titles unavailable within your normal backorder period.
ipage has many accounts management tools. Through ipage, you can:
• Review your current account information, such as standard backorder settings, primary
distribution center, and more.
• Keep your contacts up to date with Ingram and make sure the right people receive the
information they need to help you manage your account.
• Cancel backorders or change a backorder cancellation date.
• View cancellations.
• Print invoices and credit memos.
12.1.10-12.1.11
Ingram acknowledges. Please see "Backorders and Cancellations," above.
12.1.12
In addition to Grids, mentioned above, Ingram provides an Enhanced Duplication Management
tool in ipage. This tool allows libraries to manage duplicates quickly and easily on customer -
created and Ingram -delivered Selection Lists, iCurate Complimentary Curated Lists, and in Search
Results. Libraries can filter Selection Lists and Search Results to include or to exclude titles that
are already in another Selection List(s), Ordered from Ingram, and/or in their Holdings (if
submitting holdings to Ingram via Z39.50).
12.2
Please see our response to Sections 9.0 and 14.0 in RFP-08. Both services are live.
12.3,12.3.1-12.3.4
Ingram complies. Please see response to Section 11.2, above.
12.3.5
ipage allows customers to build order records and is fully functional with Polaris.
12.3.6
As mentioned earlier, training is always available, and we would be happy to provide any on -site
demonstrations to Library staff.
12.3.7-12.3.8
Ingram complies and acknowledges.
12.3.9
You can expect the ongoing involvement of your existing Ingram Senior Sales and Inside Sales
Representatives, who provide open communication between the Library's staff and Ingram
Departments, including Credit and Customer Service. They are available to set up any in -person
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meetings or calls needed to review and discuss all project goals, processes, and schedules. They
can also keep the Library up to date on Ingram's products, services, marketing information,
electronic ordering, inventory, and ancillary services.
Customer Care is based in our Tennessee headquarters, where representatives have immediate
access to senior and management staff for service issues requiring escalation and further
investigation. By integrating our Library Customer Care team with other Ingram Content groups,
we can best apply our systems, training, and experience. From a Customer Service perspective,
the team has a full support infrastructure to help provide our customers a consistently high caliber
of service.
Ingram's team of Customer Care Support Specialists, trained specifically on the requirements of
library contracts, are available five days a week. Customer Service hours of operation are Monday
through Friday, 7:30 a.m.-5:00 p.m. (Central Time). We try to respond to all inquiries within 24
hours (during normal working hours). However, some issues may require further investigation to
provide accurate information and optimal service.
To reach Ingram Library Services dial (800) 937-8200. You may contact your Representatives
directly at: ILSCustomerservice@ingramcontent.com.
To discuss concerns or issues regarding your account
Senior Sales Representative ........................................ (214) 232-7898
Inside Sales Representative ........................................ (615) 213-5786
For swift resolution to cataloging and processing issues, please direct correspondence regarding to
our Account Services team at requirements@ingramcontent.com. Account Services hours of
operation are Monday through Friday, 7:00 a.m.-4:00 p.m. (Central Time). We make every
attempt to respond within 24 hours (during normal working hours) from receipt of correspondence.
However, some issues may necessitate further investigation to provide the best service and most
complete response to the Library.
For any system issues like outages, login problems, Site Help etc. you can contact Customer
System Technical Support via email at: ics-techsupport@ingramcontent.com.
12.3.10
Ingram Library Services' Marketing team offers a variety of free information tools for librarians.
These include our monthly Collection Development newsletter, iCurate Connection; a monthly
blog dedicated to #TheLibraryLife; scheduling of ipage demos; and our popular webinar series,
offered as part of ipage Academy.
Ipage is also the Library's source for free publisher marketing materials. Available assets include
shelf talkers, author photos, Q&As, book trailers, reading group guides, printable giveaways,
teacher guides, and more.
13.0 CUSTOMER SERVICE AND REPORTING SERVICES
13.1
Order Status information is available on ipage. The following reports can be found under the Order
drop down menu:
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• All Open Items: This report shows line items currently backordered or being processed
and not yet been invoiced.
• Open Purchase Order Summary: This report shows a summary by PO Number that
includes the date ordered, total units open, units in process, and units backordered. The
PO Number can be clicked on to receive title -specific information.
• Backordered Items: This report includes titles currently on backorder with the date
ordered, the backorder cancel date, EAN, title, format, publication date, PO number,
quantity, and the distribution center. You can also cancel a backordered item.
• Recently Shipped Orders: This report shows orders shipped within the last 14 days,
with the option to view the last 90 days, including the date shipped, order entry number,
and shipping tracking number. You can view order details by clicking the order entry
number. You can view delivery status by clicking the shipping tracking number.
• Recently Shipped by PO: like the Recently Shipped Orders, this report shows orders
shipped within the last 14 or 90 days. It sorts items by PO Number and includes the
date shipped, order entry number, and shipping tracking number. You can view order
details by clicking the order entry number. You can view delivery status by clicking
the shipping tracking number.
• Unacceptable Returns: This report shows items returned that are outside of Ingram's
return policies.
• ipage Order History: This feature shows the order date and time, PO number, and the
name of the person whose account login placed the order. It also provides a link to an
Order Confirmation which gives a detailed summary of the order, including title,
author, ISBN, whether the item is shipped or backordered, and retail price.
We are happy to discuss your specific requirements for customized reporting you may need. Please
see also see Section 12.1.9, above. We have included a sample order confirmation.
13.2
We have included a sample cancellation report that includes definitions for all status codes with
RFP-08.
13.3
Ingram acknowledges. We can provide a copy of a monthly status report that will be e-mailed to
the designated staff member(s) and/or posted as a list/cart in the vendor's website to the appropriate
user account(s). We have included a sample with this response.
14.0 INVOICING SERVICES
14.1-14.2
Ingram acknowledges.
14.3
Ingram complies. Please see freight information in Section 4.0 of RFP-08.
14.4-14.5
We can email invoices, as preferred, and we have included a sample materials invoice. Ingram
also complies with all Invoice and Payment requirements in Section 22.0 of RFP-01.
INGRAM.
City of Fort Worth
Request for Proposals #24-0144: Library Books and Services
14.6
Ingram complies. Please see Section 3.2.2, above.
14.7-14.10
Invoices list information for each title in the following order:
l . quantity ordered and shipped
6. unit list price
2. author
7. discount
3. title
8. unit net price
4. publisher
9. extended price
5. ISBN/EAN
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We list invoice items alphabetically by author or title, per your request. All invoices include an
invoice number and date, order entry number, and Ingram's Federal ID number. They also include
Library name, ship to and billing account addresses and numbers, and purchase order number (can
be up to 22 characters in length). Order data includes shipping warehouse and location, carrier,
ship date, number of cartons, and total weight of order.
The invoice also includes a code for each binding type. Books with library binding, for example,
might have notation LIB after the title.
Ingram can invoice for cataloging and processing on the same invoice on which materials appear,
or on a separate invoice, per your request. If separate, each invoice the corresponding cataloging
and processing invoice.
14.11
We provide EDI invoicing for Polaris and support daily or weekly summary invoices. For
customers opting to receive electronic invoices, Ingram places electronic invoice files on the
Ingram FTP for customer retrieval on the first of the month. We have provided a sample
cataloging/processing invoice with our response.
14.12-14.16
Ingram acknowledges and complies. We have included a sample credit memo.
14.17
Ingram accepts all payment methods listed.
14.18
Payment terms under this contract shall be NET 30 EOM. We require payment for invoices within
these terms for purchase orders completed or not completed.
14.19
Ingram is willing to make reasonable adjustments to shipping and invoicing processes as the Fort
Worth Public Library develops workflow efficiencies.
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City of Fort Worth
Request for Proposals #24-0144: Library Books and Services Page 22
15.0 RETURNS AND CUSTOMER SUPPORT
Please see Ingram's Returns Policies and credit memo procedures in Section 12.0 of RFP-08.
Ingram does not inspect every item for manufacturer defects. In the event an item is received with
a publisher defect, it may be returned under our Hassle -Free Returns policy.
15.6-15.9
Ingram complies. Please see Section 12.0 of RFP-08 and Section 12.3.9, above.
15.10
Ingram acknowledges.
16.0 OPENING DAY COLLECTION SERVICES
17.0 ODC GENERAL SPECIFICATIONS
We welcome the opportunity to support an Opening Day Collection (ODC) for the Fort Worth
Public Library under the terms of this agreement.
Whether you need 1,000 or 1,000,000 titles, we want you to rest easy on Opening Day. MLS-
degreed librarians will work with the Library to find materials and develop your collections.
Ingram's Collection Development team is well-known for top quality selection lists for Opening
Day Collections (ODCs)—using their public library selector experience, and tracking trends that
impact reading behavior, they identify titles you need for a well-balanced, diverse, relevant, high -
circulating collection.
We manage and carefully ship your order based on your specifications. Veteran processors adhere
to your specifications throughout a custom-made setup process so that all titles match your
classification requirements. This truly customized cataloging and processing means your titles
arrive shelf -ready exactly as needed for immediate circulation.
A Project Manager, backed up by a team of Collection Development librarians, experienced
catalogers, and processing professionals, will serve the Fort Worth Public Library during the entire
process, ensuring your project goes smoothly from concept to opening day reveal. The Project
Manager executes the project on your timeline and within your budget. The Project Manager
forgets no detail and ensures there are no surprises along the way.
We invoice items when we store them in an Ingram facility after receiving processing and
cataloging services.
We have included full details about Ingram's Opening Day Collections Services in Section 14.2
of RFP-08.
In addition to the References provided on the Reference Sheet (RFP-04), we are pleased to provide
the following three references from multi -library public library systems that Ingram has recently
completed Opening Day Collections for:
1. Denver Public Library
10 W. 14th Avenue Parkway Denver, CO 80204
Stacey Watson, Collection Services Manager
(720) 865-1217 / swatson(&,,denverlibrarv.or2 / ILS: Polaris
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City of Fort Worth
Request for Proposals #24-0144: Library Books and Services
2. Chicago Public Library
400 South State Street, Chicago, IL 60605
Steve Sposato, Manager Content Creation
(312) 747-4178 / ssvosato(a�chipublib.or2 / ILS: Polaris
3. Clearview Library District
720 3rd Street, Windsor, CO 80550
Elizabeth Gallinger, Head of Technical Services
(970) 686-5603 / beth(&clearviewlibrarv.ora / ILS: Polaris
18.0 ODC SELECTION
Page 23
Ingram acknowledges all items in this section. At the start of the project, we will consult with the
Library's selectors to become familiar with the Fort Worth Public Library's Collection
Development philosophy and determine the appropriate mix of titles for your lists. Please see
Section 14.2 of RFP-08 for complete details in response to Sections 18.0-22.0.
18.3.11: The first citation of the review would be available in the list, and the full text review could
be viewed in ipage.
18.3.12: We will work with the Library to determine an alternative to fill this need. Our MLS-
degreed Librarians use judgment to select titles and do not always rely on an additional, outside
bibliography/source.
We have included a sample ODC selection list with this proposal.
19.0 ODC ORDERS AND RETURNS
We acknowledge Library's materials selectors will be ordering new materials for existing branches
while simultaneously ordering materials for the ODC. During the project, ODC accounts are
separate accounts, so ODC materials are processed and stored separately from non-ODC materials.
Ingram invoice for ODC items at the end of the project.
Ingram will work with the Library to go over order acknowledgement needs, set up cancellation
parameters and/or any needed reports, including a weekly ODC fund report.
20.0 ODC CATALOGING AND PROCESSING
Ingram complies. In the first days of your project, the ODC Project Manager helps complete your
cataloging and processing profile and your accounts.
Cataloging and processing charges will be invoiced separately at the completion of the project. If
the Library's cataloging and processing specifications for the ODC and ongoing, non-ODC orders
are the same, fees for cataloging and processing will be billed at the same rate. If the Library
requires storage by Dewey number ranges or other material categories and boxed and shipped in
shelf list order, that is a processing charge that only applies to ODC orders and accounts.
City of Fort Worth
Request for Proposals #24-0144: Library Books and Services Page 24
21.0 ODC STORAGE, SHIPPING AND INVOICING
We can deliver ODC materials in one main shipment on an agreed upon date to meet the target
Opening Day. If necessary, we can deliver a final shipment of backorders and completion orders
the library may place at a later point in the project.
If the Library finds it easier to receive materials in smaller chunks (rather than an entire truckload
of books), we also offer the option of shipping your materials as they are completed.
The ODC Manager will work with the Library to help determine the best delivery date for the
Library and Ingram will schedule to deliver materials on that date. Please note: The delivery date
for an ODC must be confirmed before Ingram starts processing. Ingram maintains storage until
the agreed -upon delivery date. After that, the Library will need to accept delivery and arrange for
storage of materials. Throughout the ODC project and until delivery to the Library, all materials
stored at the Ingram facility are covered under our insurance policy. While materials are stored at
Ingram according to the terms outlined in our ODC proposal, they remain at Ingram's risk.
We can box your orders by collection and place your new titles in Dewey Order so that each book
is strategically placed in a "shelf -ready" order. Just open the boxes and place the books on your
shelves. Please see "Strict Sort" in Section 14.2 of RFP-08.
Ingram complies with Sections 21.5-21.7.
22.0 ODC WORK PLAN
We will be happy to set up a meeting to discuss the scope of Fort Worth's Public Library's ODC
project as soon as the Library is ready. Once the project begins, the Opening Day Collection
Manager will be available for weekly conference calls to discuss the project and will work with
the Library to recommend a project schedule and timeline.
23.0 COLLECTION ANALYSIS TOOLS
Ingram has several products to offer the Fort Worth Public Library that assist with collection
analysis, including:
• iCurate Core: One -Time Gap Analysis
• iCurate inClusive: Diversity Audits Made Easy
• iCurate inCremental (for customers who have already purchased inClusive)
Please find full details in our response to Section 9.0 of RFP-08. We have provided references for
multi -site library systems that currently use each product.
24.0 ADDITIONAL SERVICES - DISCARDED ITEMS
Ingram partners with Thriftbooks and BetterWorldBooks though our Lease Alternative Program,
InDemand. Please see Section 14.1 of RFP-08 for full details.
25.0 EVALUATING AND MEASURING THE SUCCESS OF THE AGREEMENT
25.1-25.3
Ingram acknowledges. Ingram's senior and executive leadership continually monitors fill rate
reports across all market segments. Ingram Library Services is proud that our initial fill rates are
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City of Fort Worth
Request for Proposals #24-0144: Library Books and Services Page 25
typically 85-90%, with a fill rate of 95-100% shipped or reported within 90 days, on items listed
in Ingram's database. We periodically monitor fill rates for specific libraries, and we have
programming in place to accurately calculate fill rates for any customer upon request. Note that
our fill rate includes over 19,000,000 available titles.
Print
91.78 % shipped at time of initial order
98.92 % shipped in 60 days
99.02 % shipped in 90 days
Ingram's average fulfillment rates listed above are for in -print library material. We calculate fill
rates for Ingram public library customers and for items available through Ingram at the time of
order, excluding items unavailable from the publisher at the time of order.
26.0 FLEXIBILITY IN MEETING SPECIAL CIRCUMSTANCES AND NEEDS
26.1
Ingram will be more than willing to work with the Library to meet any special circumstances or
changing needs that may occur during the contract.
26.2
Ingram acknowledges and is dedicated to helping to improve workflows and services to the Fort
Worth Public Library's patrons and community.
26.3
For Ingram's additional services and options, please Section 14.2 of RFP-08.
27.0 REQUIRED SUBMITTALS
We have included all submittals requested in this RFP.
28.0 ESCALATION
29.0 ADDITIONS AND DELETIONS OF SERVICES
30.0 EXCEPTIONS TO THIS REQUEST FOR PROPOSAL
31.0 AGREEMENT CANCELLATION
Ingram acknowledges. We have identified and listed exceptions under the heading "Exception to
the Proposal Solicitation" in RFP-08.
PROFILING DOCUMENT
(TO BE INCLUDED LATER; DOCUMENT IS CREATED DURING THE FIRST 8 WEEKS OF
THE CONTRACT)
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CITY COUNCIL AGENDA F[]R- T-I
Create New From This M&C
REFERENCE "M&C 24- 13P24-0144 LIBRARY
DATE: 5121/2024 NO.: 0444 LOG NAME: BOOKSAND SERVICES EC
CODE
CODE: G TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT, (ALL)Authorize Execution of Non -Exclusive Ag reemen ts 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,
LLC
9.00
9.17
14.17
9.53 5.83
2.40 37.25 87.35
1
Brodart
Company
8.33
7.70
13.60
9.53 5.60
3.33 34.24 82.34
2
Ingram Library
Services. LLC
8.00 10.27
13.60
9.53 5.83
2.80 29.85 79.88
3
Children's Plus,
7.00
6.23
10.77
6.60 4.67
1.73 40.00 77.00
4
Inc.
Language Link, LLC 1 0 0 0 0 0 0 0
aj Vendor Qualifications
b) Vendors access to inventory and delivery services
c}Ability to catalog and process books as specified
dj Ordering, standing orders, and related services
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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
forthe 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 underthese agreements will be a combined amount
of $3,200,000.00; however, the actual amount used will be based on the needs of the departmentand
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.
AGREEMENTTERMS: Upon City Council approval, these agreements shall begin upon execution
and expire in one year from that date.
RENEWALTERMS: These agreements may be renewed for up to four (4) additional, one-year terms.
This action does not require specific City Council approval provided thatthe City Council has
appropriated sufficient funds to satisfy the City's obligations during the renewal term.
FISCAL INFORMATIONICERTIFICATION:
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. Priorto an expenditure
being made, the Library Department has the responsibility to validate the availability of funds.
BQNII
TO
Fund Department Account Project Program Activity Budget Reference# Amount
I ID I I ID I I I Year I (Chartfield 2)
FROM
Fund I Department I Account I Project I Program Activity Budget Reference# Ann ount
ID ID 1 Year (Chartfield 2)
Submitted for Citv Manager's Office bv:
❑ripinatinp Department Head:
Additional Information Contact:
Reginald Zeno (8517)
Jesica McEachem (5804)
Reginald Zeno (8517)
Midod Clark (7707)
Jo Ann Gunn (8525)
Eugene Chandler (2057)
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ATTACHMENTS
QQpy of FI❑ TABLE honk bird vl4x (CFW Internal)
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