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HomeMy WebLinkAboutContract 57852 CSC No. 57852 VENDOR SERVICES AGREEMENT BETWEEN THE CITY OF FORT WORTH AND MIDWEST TAPE,LLC This VENDOR SERVICES AGREEMENT ("Agreement") is made and entered into by and between the CITY OF FORT WORTH("City"),a Texas home rule municipal corporation,acting by and through its duly authorized Assistant City Manager, and MIDWEST TAPE,LLC. ("Vendor"), a Limited Liability Company and acting by and through its duly authorized Vice President, Sue Bascuk, each individually referred to as a"party" and collectively referred to as the "parties." AGREEMENT DOCUMENTS: The Agreement documents shall include the following: 1. This Vendor Services Agreement; 2. Exhibit A—RFP 22-0066 for DVDs,Blu-Rays, and Related Services; 3. Exhibit 13-1 —RFP 22-0066 Midwest Tape-Pricing Info; 4. Exhibit B-2—RFP 22-0066 Midwest Tape-Pricing Info(Supplemental); and 5. Exhibit C—Verification of Signature Authority Form. Exhibits A, B-1, B-2, and C which are attached hereto and incorporated herein, are made a part of this Agreement for all purposes. In the event of any conflict between the terms and conditions of Exhibits A, B-1, B-2, or C, and the terms and conditions set forth in the body of this Agreement, the terms and conditions of this Agreement shall control. 1. SCOPE OF SERVICES. Vendor shall provide DVDs, Blu-ray Discs, catalog and processing services for the Fort Worth Public Library ("Library"). Exhibit "A," Scope of Services more specifically describes the services to be provided hereunder. 2. TERM. This Agreement shall begin on June 20,2022("Effective Date")and shall expire on June 19, 2023 ("Expiration Date"), unless terminated earlier in accordance with this Agreement ("Initial Term"). This Agreement may be renewed under the same terms and conditions for up to four(4)one-year renewal options upon mutual agreement of the parties. 3. COMPENSATION. City shall pay Vendor in accordance with this Agreement, Exhibit B-1, and Exhibit B-2, which includes the product discounts and fee schedule of Vendor. No guarantee is made that a specific amount of products or services will be purchased. Total annual payments made under this Agreement by City shall not exceed Seven Hundred Fifty Thousand Dollars ($750,000.00). The Parties acknowledge that this is one of two non-exclusive agreements for these services and that the total spend amount for both contracts per term cannot exceed the total included herein. Payments shall be made to Vendor by City within 30 days after delivery of the goods and receipt by City of a correct invoice.Vendor shall not perform any additional services or bill for expenses incurred for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services. City shall not be liable for any additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in writing. 4. TERMINATION. OFFICIAL RECORD CITY SECRETARY Vendor Services Agreement FT. WORTH, TX 4.1. Written Notice. City may terminate this Agreement at any time and for any reason by providing Vendor with 30 days' written notice of termination.Vendor may terminate this Agreement at any time and for any reason by providing City 60 days' written notice of termination. 4.2 Non-appropriation of Funds. In the event no funds or insufficient funds are appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been appropriated. 4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior to the Expiration Date, City shall pay Vendor for services actually rendered up to the effective date of termination and Vendor shall continue to provide City with services requested by City and in accordance with this Agreement up to the effective date of termination. Upon termination of this Agreement for any reason,Vendor shall provide City with copies of all completed or partially completed documents prepared under this Agreement. In the event Vendor has received access to City Information or data as a requirement to perform services hereunder, Vendor shall return all City provided data to City in a machine readable format or other format deemed acceptable to City. 5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION. 5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full disclosure in writing of any existing or potential conflicts of interest related to Vendor's services under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement, Vendor hereby agrees immediately to make full disclosure to City in writing. 5.2 Confidential Information. Vendor, for itself and its officers,agents and employees, agrees that it shall treat all information provided to it by City ("City Information") as confidential and shall not disclose any such information to a third party without the prior written approval of City. 5.3 Unauthorized Access.Vendor shall store and maintain City Information in a secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in any way.Vendor shall notify City immediately if the security or integrity of any City Information has been compromised or is believed to have been compromised,in which event,Vendor shall,in good faith,use all commercially reasonable efforts to cooperate with City in identifying what information has been accessed by unauthorized means and shall fully cooperate with City to protect such City Information from further unauthorized disclosure. 6. RIGHT TO AUDIT. Vendor agrees that City shall, until the expiration of three (3)years after final payment under this contract,or the final conclusion of any audit commenced during the said three years,have access to and the right to examine at reasonable times any directly pertinent books,documents,papers and records,including, but not limited to, all electronic records, of Vendor involving transactions relating to this Agreement at no additional cost to City. Vendor agrees that City shall have access during normal working hours to all necessary Vendor facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. City shall give Vendor reasonable advance notice of intended audits. Section 6 shall survive the expiration or termination of this Agreement. Vendor Services Agreement Page 2 of 60 7. INDEPENDENT CONTRACTOR It is expressly understood and agreed that Vendor shall operate as an independent contractor as to all rights and privileges and work performed under this Agreement, and not as agent, representative or employee of City. Subject to and in accordance with the conditions and provisions of this Agreement, Vendor shall have the exclusive right to control the details of its operations and activities and be solely responsible for the acts and omissions of its officers, agents, servants, employees, consultants and subcontractor. Vendor acknowledges that the doctrine of respondeat superior shall not apply as between City, its officers, agents, servants and employees, and Vendor, its officers, agents, employees, servants, Vendors and subcontractors. Vendor further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and Vendor. It is further understood that City shall in no way be considered a Co-employer or a Joint employer of Vendor or any officers, agents, servants, employees or subcontractor of Vendor. Neither Vendor, nor any officers, agents, servants, employees or subcontractor of Vendor shall be entitled to any employment benefits from City. Vendor shall be responsible and liable for any and all payment and reporting of taxes on behalf of itself, and any of its officers,agents, servants, employees or subcontractor. 8. LIABILITY AND INDEMNIFICATION. 8.1 LIABILITY- VENDOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF VENDOR, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. 8.2 GENERAL INDEMNIFICATION-VENDOR HEREBY COVENANTSAND AGREES TO INDEMNIFY,HOLD HARMLESS AND DEFEND CITY,ITS OFFICERS,AGENTS,SERVANTS AND EMPLOYEES,FROMAND AGAINSTANYAND ALL CLAIMS OR LAWSUITS OFANYKIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO VENDOR'S BUSINESS AND ANY RESULTING LOST PROFITS)AND/OR PERSONAL INJURY,INCLUDING DEATH, TO ANYAND ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF VENDOR,ITS OFFICERS,AGENTS,SERVANTS OR EMPLOYEES. 8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to defend, settle, or pay, at its own cost and expense, any claim or action against City for infringement of any patent, copyright, trade mark, trade secret, or similar property right arising from City's use of the software and/or documentation in accordance with this Agreement, it being understood that this agreement to defend, settle or pay shall not apply if City modifies or misuses the software and/or documentation. So long as Vendor bears the cost and expense of payment for claims or actions against City pursuant to this section,Vendor shall have the right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim; however, City shall have the right to fully participate in any and all such settlement, negotiations, or lawsuit as necessary to protect City's interest, and City agrees to cooperate with Vendor in doing so. In the event City, for whatever reason, assumes the responsibility for payment of costs and expenses for any claim or action brought against City for infringement arising under this Agreement, City shall have the sole right to conduct the defense of any such claim or action and all negotiations for its settlement or compromise and to settle or compromise any such claim; however, Vendor Services Agreement Page 3 of 60 Vendor shall fully participate and cooperate with City in defense of such claim or action. City agrees to give Vendor timely written notice of any such claim or action, with copies of all papers City may receive relating thereto. Notwithstanding the foregoing, City's assumption of payment of costs or expenses shall not eliminate Vendor's duty to indemnify City under this Agreement. If the software and/or documentation or any part thereof is held to infringe and the use thereof is enjoined or restrained or,if as a result of a settlement or compromise, such use is materially adversely restricted, Vendor shall, at its own expense and as City's sole remedy, either: (a) procure for City the right to continue to use the software and/or documentation; or(b)modify the software and/or documentation to make it non-infringing, provided that such modification does not materially adversely affect City's authorized use of the software and/or documentation; or (c) replace the software and/or documentation with equally suitable, compatible, and functionally equivalent non-infringing software and/or documentation at no additional charge to City; or (d) if none of the foregoing alternatives is reasonably available to Vendor terminate this Agreement,and refund all amounts paid to Vendor by City, subsequent to which termination City may seek any and all remedies available to City under law. Section 8 shall survive the expiration or termination of this Agreement. 9. ASSIGNMENT AND SUBCONTRACTING. 9.1 Assignment. Vendor shall not assign or subcontract any of its duties, obligations or rights under this Agreement without the prior written consent of City. If City grants consent to an assignment,the assignee shall execute a written agreement with City and Vendor under which the assignee agrees to be bound by the duties and obligations of Vendor under this Agreement.Vendor and Assignee shall be jointly liable for all obligations of Vendor under this Agreement prior to the effective date of the assignment. 9.2 Subcontract. If City grants consent to a subcontract, sub Vendor shall execute a written agreement with Vendor referencing this Agreement under which sub Vendor shall agree to be bound by the duties and obligations of Vendor under this Agreement as such duties and obligations may apply. Vendor shall provide City with a fully executed copy of any such subcontract. 10. INSURANCE. Vendor shall provide City with certificate(s) of insurance documenting policies of the following types and minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement: 10.1 Coverage and Limits (a) Commercial General Liability: $1,000,000- Each Occurrence $2,000,000- Aggregate (b) Automobile Liability: $1,000,000- Each occurrence on a combined single limit basis Coverage shall be on any vehicle used by Vendor, its employees, agents, representatives in the course of providing services under this Agreement. "Any vehicle" shall be any vehicle owned,hired and non-owned. Vendor Services Agreement Page 4 of 60 (c) Worker's Compensation: Statutory limits according to the Texas Workers' Compensation Act or any other state workers' compensation laws where the work is being performed Employers' liability $100,000- Bodily Injury by accident; each accident/occurrence $100,000- Bodily Injury by disease; each employee $500,000- Bodily Injury by disease;policy limit 10.2 General Requirements (a) The commercial general liability and automobile liability policies shall name City as an additional insured thereon by blanket endorsement, as its interests may appear.The term City shall include its employees, officers, officials, agents, and volunteers in respect to the contracted services. (b) A minimum of Thirty (30) days' notice of cancellation or reduction in limits of coverage shall be provided to City. Ten(10)days' notice shall be acceptable in the event of non-payment of premium.Notice shall be sent to the Risk Manager, City of Fort Worth,200 Texas Street,Fort Worth,Texas 76102,with copies to the Fort Worth City Attorney at the same address. (c) The insurers for all policies must be licensed and/or approved to do business in the State of Texas. All insurers must have a minimum rating of A- VII in the current A.M.Best Key Rating Guide,or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required,written approval of Risk Management is required. (d) Any failure on the part of City to request required insurance documentation shall not constitute a waiver of the insurance requirement. (e) Certificates of Insurance evidencing that Vendor has obtained all required insurance shall be delivered to the City prior to Vendor proceeding with any work pursuant to this Agreement. II. COMPLIANCE WITH LAWS, ORDINANCES,RULES AND REGULATIONS. Vendor agrees that in the performance of its obligations hereunder, it shall comply with all applicable federal, state and local laws, ordinances, rules and regulations and that any work it produces in connection with this Agreement will also comply with all applicable federal, state and local laws, ordinances, rules and regulations. If City notifies Vendor of any violation of such laws, ordinances, rules or regulations,Vendor shall immediately desist from and correct the violation. 12. NON-DISCRIMINATION COVENANT. Vendor, for itself, its personal representatives, assigns, subcontractors and successors in interest, as part of the consideration herein, agrees that in the performance of Vendor's duties and obligations hereunder,it shall not discriminate in the treatment or employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF Vendor Services Agreement Page 5 of 60 THIS NON-DISCRIMINATION COVENANT BY VENDOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, SUBCONTRACTORS OR SUCCESSORS IN INTEREST, VENDOR AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND HOLD CITY HARMLESS FROM SUCH CLAIM. 13. NOTICES. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand-delivered to the other parry, its agents, employees, servants or representatives, (2)delivered by facsimile with electronic confirmation of the transmission, or(3)received by the other party by United States Mail,registered,return receipt requested, addressed as follows: To CITY: To VENDOR: City of Fort Worth MIDWEST TAPE,LLC Attn: Jesus Chapa,Assistant City Manager Sue Bascuk,Vice President 200 Texas Street 1417 Timberwolf Drive Fort Worth,TX 76102-6314 Holland, Ohio 43528 Facsimile: (817) 392-8654 Facsimile: 800-444-6645 With copy to Fort Worth City Attorney's Office at same address 14. SOLICITATION OF EMPLOYEES. Neither City nor Vendor shall, during the term of this Agreement and additionally for a period of one year after its termination, solicit for employment or employ, whether as employee or independent contractor,any person who is or has been employed by the other during the term of this Agreement,without the prior written consent of the person's employer. Notwithstanding the foregoing, this provision shall not apply to an employee of either party who responds to a general solicitation of advertisement of employment by either party. 15. GOVERNMENTAL POWERS. It is understood and agreed that by execution of this Agreement, City does not waive or surrender any of its governmental powers or immunities. 16. NO WAIVER The failure of City or Vendor to insist upon the performance of any term or provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of City's or Vendor's respective right to insist upon appropriate performance or to assert any such right on any future occasion. 17. GOVERNING LAW/VENUE. This Agreement shall be construed in accordance with the laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to this Agreement, venue for such action shall lie in state courts located in Tarrant County,Texas or the United States District Court for the Northern District of Texas,Fort Worth Division. Vendor Services Agreement Page 6 of 60 18. SEVERABILITY. If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. 19. FORCE MAJEURE. City and Vendor shall exercise their best efforts to meet their respective duties and obligations as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to force majeure or other causes beyond their reasonable control, including, but not limited to, compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority, transportation problems and/or any other similar causes. 20. HEADINGS NOT CONTROLLING. Headings and titles used in this Agreement are for reference purposes only, shall not be deemed a part of this Agreement,and are not intended to define or limit the scope of any provision of this Agreement. 21. REVIEW OF COUNSEL. The parties acknowledge that each party and its counsel have reviewed and revised this Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or Exhibits A,B,and C. 22. AMENDMENTS/MODIFICATIONS/EXTENSIONS. No amendment, modification, or extension of this Agreement shall be binding upon a parry hereto unless set forth in a written instrument,which is executed by an authorized representative of each party. 23. ENTIRETY OF AGREEMENT. This Agreement, including Exhibits A, B, C, and D contains the entire understanding and agreement between City and Vendor, their assigns and successors in interest, as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any provision of this Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which shall constitute one and the same instrument. A facsimile copy or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall have the same effect as an original. 25. WARRANTY OF SERVICES. Vendor warrants that its services will be of a high quality and conform to generally prevailing industry standards.City must give written notice of any breach of this warranty within thirty(30)days from the date that the services are completed. In such event, at Vendor's option, Vendor shall either (a) use commercially reasonable efforts to re-perform the services in a manner that conforms with the warranty,or (b)refund the fees paid by City to Vendor for the nonconforming services. Vendor Services Agreement Page 7 of 60 26. IMMIGRATION NATIONALITY ACT. Vendor shall verify the identity and employment eligibility of its employees who perform work under this Agreement, including completing the Employment Eligibility Verification Form (I-9). Upon request by City, Vendor shall provide City with copies of all I-9 forms and supporting eligibility documentation for each employee who performs work under this Agreement. Vendor shall adhere to all Federal and State laws as well as establish appropriate procedures and controls so that no services will be performed by any Vendor employee who is not legally eligible to perform such services. VENDOR SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY VENDOR, VENDOR'S EMPLOYEES, SUBCONTRACTORS,AGENTS, OR LICENSEES. City, upon written notice to Vendor, shall have the right to immediately terminate this Agreement for violations of this provision by Vendor. 27. OWNERSHIP OF WORK PRODUCT. City shall be the sole and exclusive owner of all reports, work papers, procedures, guides, and documentation, created, published, displayed, and/or produced in conjunction with the services provided under this Agreement(collectively, "Work Product"). Further, City shall be the sole and exclusive owner of all copyright, patent, trademark, trade secret and other proprietary rights in and to the Work Product. Ownership of the Work Product shall inure to the benefit of City from the date of conception, creation or fixation of the Work Product in a tangible medium of expression (whichever occurs first). Each copyrightable aspect of the Work Product shall be considered a "work-made-for-hire" within the meaning of the Copyright Act of 1976, as amended. If and to the extent such Work Product, or any part thereof, is not considered a "work-made-for-hire" within the meaning of the Copyright Act of 1976, as amended, Vendor hereby expressly assigns to City all exclusive right, title and interest in and to the Work Product, and all copies thereof, and in and to the copyright,patent,trademark,trade secret, and all other proprietary rights therein, that City may have or obtain, without further consideration, free from any claim, lien for balance due, or rights of retention thereto on the part of City. 28. SIGNATURE AUTHORITY. The person signing this Agreement hereby warrants that he/she has the legal authority to execute this Agreement on behalf of the respective party,and that such binding authority has been granted by proper order,resolution,ordinance or other authorization of the entity.This Agreement and any amendment hereto, may be executed by any authorized representative of Vendor whose name,title and signature is affixed on the Verification of Signature Authority Form, which is attached hereto as Exhibit"C". Each party is fully entitled to rely on these warranties and representations in entering into this Agreement or any amendment hereto. 29. CHANGE IN COMPANY NAME OR OWNERSHIP Vendor shall notify City's Purchasing Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining updated City records. The president of Vendor or authorized official must sign the letter. A letter indicating changes in a company name or ownership must be accompanied with supporting legal documentation such as an updated W-9, documents filed with the state indicating such change, copy of the board of director's resolution approving the action, or an executed merger or acquisition agreement. Failure to provide the specified documentation so may adversely impact future invoice payments. Vendor Services Agreement Page 8 of 60 30. PROHIBITION ON CONTRACTING WITH COMPANIES THAT BOYCOTT ISRAEL Vendor acknowledges that in accordance with Chapter 2270 of the Texas Government Code, the City is prohibited from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1)does not boycott Israel;and(2)will not boycott Israel during the term of the contract. The terms"boycott Israel"and"company" shall have the meanings ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this contract,Vendor certifies that Vendor's signature provides written verification to the City that Vendor: (1) does not boycott Israel; and(2)will not boycott Israel during the term of the contract. 31. PROHIBITION ON BOYCOTTING ENERGY COMPANIES. Vendor acknowledges that, in accordance with Chapter 2274 of the Texas Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2, the City is prohibited from entering into a contract for goods or services that has a value of$100,000 or more that is to be paid wholly or partly from public funds of the City with a company with 10 or more full-time employees unless the contract contains a written verification from the company that it: (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of the contract. The terms "boycott energy company" and"company" have the meaning ascribed to those terms by Chapter 2274 of the Texas Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2. To the extent that Chapter 2274 of the Government Code is applicable to this Agreement,by signing this Agreement,Vendor certifies that Vendor's signature provides written verification to the City that Vendor:(1)does not boycott energy companies;and(2)will not boycott energy companies during the term of this Agreement. 32. PROHIBITION ON DISCRIMINATION AGAINST FIREARM AND AMMUNITION INDUSTRIES. Vendor acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1, the City is prohibited from entering into a contract for goods or services that has a value of$100,000 or more that is to be paid wholly or partly from public funds of the City with a company with 10 or more full-time employees unless the contract contains a written verification from the company that it: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and(2)will not discriminate during the term of the contract against a firearm entity or firearm trade association. The terms "discriminate," "firearm entity"and"firearm trade association"have the meaning ascribed to those terms by Chapter 2274 of the Texas Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1. To the extent that Chapter 2274 of the Government Code is applicable to this Agreement,by signing this Agreement,Vendor certifies that Vendor's signature provides written verification to the City that Vendor: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate against a firearm entity or firearm trade association during the term of this Agreement. 33. CONFIDENTIAL INFORMATION Vendor acknowledges that CITY is a governmental entity and is subject to the Texas Public Information Act ("Act"). By executing this agreement, Vendor acknowledges that this agreement will be publicly available on the CITY's website, and Vendor is therefore waiving any claim of confidentiality, whether based in statute or the common law, to any and all materials contained as part of this agreement including all documents and information referenced herein or attached hereto. (signature page follows) Vendor Services Agreement Page 9 of 60 IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this 15 day of July , 2022. ACCEPTED AND AGREED: CITY OF FORT WORTH: CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that 1 am the person responsible for the monitoring and administration of d this contract, including ensuring all performance and By. Manya Shorr reporting requirements. Interim Assistant City Manager 07/15/2022 Date: By: Timothy Shidal APPROVAL RECOMMENDED: Administrative Services Manager APPROVED AS TO FORM AND LEGALITY: By: �a"f4o-�— Marilyn Marvin Interim Library Director By: Jessika J. Williams ATTEST: Assistant City Attorney 'ann't� s CONTRACT AUTHORIZATION: By: Jan nette S.Goodall(Ju 18,2022 08:11 CDT) M&C: 22-0342 Jannette Goodall 4vo�nnn� Y Y A0 ioFORr.4 City Secretary 0 00� 0 °mod 0 dd o T*�d 0000000000 IV VENDOR: a�ati AEXASoQp MIDWEST TAPE, LLC / By: Sue Baseu c Vice President Date: 7 /3 Z OFFICIAL RECORD Vendor Services Agreement CITY SECRETARY FT. WORTH, TX EXHIBIT A RFP 22-0066 DVDS,BLU-RAYS,AND RELATED SERVICES FORT WORTH, RFP Cover Sheet PURCHASING DIVISION REQUEST FOR PROPOSALS(RFP) for 22-0066 DVDS,Blu-Rays,and Related Services Issued:February 9,2022 PROPOSAL SUBMISSION DEADLINE:March 3,2022 by 1:30PM Local Time NO LATE PROPOSALS WILL BE ACCEPTED Proposal shall be delivered/mailed to: Legal Name,d/b/a and address of Proposer submitting the Proposal: The Purchasing Manager City of Fort Worth Midwest Tape, LLC Purchasing Division,Lower Level,City Hall, 200 Texas Street,Fort Worth,Texas 76102 1417 Timberwolf Drive Note:Return this Cover Sheet with the Proposal. Holland,Ohio 43528 Pre-Proposal Conference will be held via WebEx: 10:00 AM(local time)February 14,2022 Authorized Person:Sue Bascuk Meeting number(access code):2559 247 1753 Title: Vice President Meeting password:wKjPM4EtM35 Meeting Call In Number:+1-469-210-7159 Signature: Diu Meeting Link:https:ltfortworthtexas.webex.com/fort Contact Person Name: °"e rmm,awaFvsp arsccurnaascaom air worthtexesl.php?MTID=mld7787486de8fb9c9a39 eoo 875-2785 444-6645 c7927b947b62 Phone:( ) Fax:(800) For additional information/clarifications regarding Email: sbaseuk@midwesttapes.comorjtimm@midwesttapes. this RFP,please see Section 5.0. Bidder/Supplied ID with City of Fort Wort/Federal ID Number(TIN): 37-1499686 Assigned Buyer Megan Fowler FMSPurchasingResponses(a)fortworthtexas.00v Will contract be available for Cooperative Agreement use? (See Section 29)Yes_No Acknowledgment of Addenda:#1. )/_#2 #3 #4 #5 • PDF or Adobe or electronic signature is acceptable on this RFP cover page.The Authorized Person,by his/her signature,represents that he/she is submitting a binding proposal and is authorized to bind.By signing and submitting,acknowledges that he/she has received and read the entire document packet,including all documents incorporated by reference,and agrees to be bound by the terms therein. • Proposals must be received in the Purchasing Office by 1:30 P.M.,"Proposal Submission Deadline"AND TIME STAMPED PRIOR TO THE 1:30 DEADLINE IN ORDER TO BE CONSIDERED.Late bids will be returned or destroyed. • Proposals must be submitted in a sealed envelope WITH THE RFP NUMBER,RFP TITLE AND PROPOSER'$LEGAL NAME WRITTEN ON THE OUTSIDE OF THE ENVELOPE.In case of courier,it should be on the outside of the courier's shipping envelope. • Bids will be opened and read aloud publicly at 2:00PM in the Council Chambers. RFP No.22-0066 DVDS,Blu-Rays and Related Services Page 1 of 36 1 Vendor Services Agreement—Exhibit A Page 11 of 60 MIDUTAPE UBMAN5 MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services March 3,2022 Purchasing Manager Purchasing Division 200 Texas Street Fort Worth,Texas 76102 RE: RFP NO 22-0066 DVDs,Blu-Rays and Related Services Midwest Tape is a full-service media distributor,working exclusively with public libraries for overthirty- three(33)years.We offer a comprehensive selection of DVDs and Blu-Rays,while providing our customers with an array of media solutions including cataloging,processing,and auto-orders. The following pages lay out our proposal for the Fort Worth's RFP for DVDS,Blu-Rays and Related Services,articulating our knowledge,capabilities,and enthusiasm to maintain and advance our relationship with your library system for many years to come. The following pages highlight the strengths of Midwest Tape following the outline in Exhibit A—Scope of Services. We feel it best to expand on our response to show our abilities to provide the Fort Worth Public Library not only with today's newest DVD and Blu-Ray releases but catalog titles and Spanish/Vietnamese content along with valuable added services of Selection Lists,Auto-Order Services, ILS integration with Polaris,Cataloging and Processing services. Any opportunity to provide the evaluation team with a guided-tour of our website and its various functionalities to help better explain what value our company can bring to your library would be most appreciated. The information and pricing,contained within this RFP response package,will remain in effect for 180 days or as long as needed by the evaluation committee to reach its final decision. Should there be further information required,please feel free to contact the following individuals: Jeff Clark,Account Executive Janet Timm,Bid/RFP Specialist 800-875-2785 800-875-2785 irk@midwesttapes.com Itimm@midwesttapes.com By my signature,I understand that Midwest Tape has responded to this RFP No.22-0066 without collusion and seeks to enter into contract with the Fort Worth Public Library System. Sincerely, Sue Bas�Pre ident Midwest Tape,LLC sbascukt@ midwestta pes.com:800-875-2785 2 Vendor Services Agreement—Exhibit A Page 12 of 60 MIDWBTTAPE LIBRARIANS#9 MEDIA SOURCE RFP NO 22-0 666 DVDs,Blu-Rays and Related Services Types of Materials Midwest Tape will provide the Fort Worth Public Library(FWPL)with new copies of current and backlist adult and juvenile DVDs and Blu-rays. Languages will include English,Spanish,Vietnamese and any one of our over 100 unique languages offered. Collections will include,but are not limited to,feature-length motion pictures and television series on pre-recorded discs on or in advance of street-release. Other DVD and Blu-ray collections will include educational/instructional programs,entertainment programs,movies,music videos,documentaries, anime and various television programs. All DVDs and Blu-Rays are featured as standard screen,widescreen and AK options and are clearly identified on our eCommerce ordering site. Through our auto-ordering program or library-interactive selection programs,designated disc preferences can be set to fully meet the requirements ofthe Library's selections. Exceptions Midwest Tape takes no exceptions to the outline of requirements set forth within the RFP. The requested goods and value-added services can be provided at competitive pricing. Street Release Date Program Midwest Tape works with over 900 movies studios bringing our customers today's newest releases along with back catalog/older films(fiction and non-fiction)for adult and juvenile patrons. We have placed demands on these studios to provide Midwest Tape with information about forthcoming titles even before they are given a release date and strive to receive physical product into our warehouse of these popular titles two weeks before it's street release. Once a title is featured in the theatre,our team of marketing staff monitor the box office growth placing information within our database for customers to pre-order these titles. Data is entered into our system providing as much detail as possible from the studios. Refinement of this information is updated when released from theatres to disc as soon as it becomes available. This data is then uploaded to our website and our Customized Standing Order Plans to notify our customers as early as possible so pre- orders can be placed. We feature an option of"Coming Soon'titles on our website's carousel for ease ofviewing and placing orders. We do feature a Customized Standing Order Plan exclusively for these"Coming Soon'titles to pre- populate a cart for your selectors to choose from,apply branch distribution requirements,apply fund codes and order these titles-even downloading free vendor level records that can appear in the library's OPACto alert your patrons of its upcoming release. We encourage our libraries to place orders on these'hot/new'releases at least 30 days prior to its street date. However,these plans can also be auto-ordered if needed. 3 Vendor Services Agreement—Exhibit A Page 13 of 60 MIDWBTTAPE UUMANS MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Midwest Tape works with OCLC to create Level K records of these titles which are enhanced to a full level record when all of the final detail is provided by the studio. We strive to have these titles cataloged 6-8 weeks prior to release date. When the title then is shipped,the library is provided a Full level record. Time sensitive titles are sent to the library(fully processed)approximately one to two weeks prior to release with notification on the invoice of when the product can be shelved. Please note that changes in studio release times can occur adjusting the timeframe Midwest Tape can ship the product to our libraries. Our team of Customer Service Representatives and your library- assigned support staff will inform your library of any major changes that might occur in release of these popular titles. Providing Materials Midwest Tape can provide Fort Worth with the number of required copies of a title from 1 copy to hundreds of copies. In 2021,Midwest Tape provided Fort Worth with 305 unique DVD and Blu-Ray titles totaling 1,791 units purchased. The library ordered varying quantities of titles with an average of six copies. Our inventory contains over 332,000 unique audiovisual titles with over one million units in stock at any given time. The number of new titles added to our inventory each year is dependent on movie studios, music label and publisher output as well as customer demand.As of this date the number of titles in our database per required format is DVD—107,903 and Blu-Ray DVD—26,203. Spanish language titles in inventory total 48,011 titles(all formats)with 43,305 DVDs(including Blu-Ray) titles.This includes titles in the original language,Spanish dubbed,Spanish subtitles,and English subtitles.Our Vietnamese collection features 37 titles. Midwest Tape provides the following languages in all formats,a total of over 58,000 titles(DVDs,Blu- Rays,Audiobooks and Music CDs combined): African,Albanian,Arabic,Aramaic,Armenian,Bambaran, Bengali,Bosnian,Bulgarian,Cantonese,Catalan,Chinese,Croatian,Czech,Danish,Dutch,Farsi,Filipino, Finish,Flemish,French,Georgian,German,Greek,Gujarati,Hebrew,Hindi,Hungarian,Icelandic, Indonesian,Inuktitut,Iranian,Italian,Japanese,Kannada,Khmer,Korean,Ladino,Latin,Lithuanian, Malay,Malyalam,Mandarin,Maori,Marathi,Mongolian,Napalese,Napali,Norwegian,Persian,Polish, Portuguese,Punjabi,Romanian,Russian,Serb/Croatian,Serbian,Silent,Sinhala,Slovak,Slovenian, Swahili,Swedish,Tagalog,Taiwanese,Tamil,Telugu,Thai,Tibetan,Turkic,Turkish,Ukrainian,Urdu, Vietnamese,Welsh,Wolof,Zulu. With all of the unique titles that can be purchased through Midwest Tape and the varied services we offer;the Library can be provided as many accounts as necessary to achieve the best service possible. At present time,Fort Worth Public Library is provided 5 accounts through Midwest Tape: Combo Pack Account(provides specific processing ofthese particularly designed titles);Non Processing Account(for the direct shipment of titles unprocessed to the library)and Processing Account(provides the library with basic processed items)Binge Box Processing Account(special multi-title package of movies)and a 4 Vendor Services Agreement—Exhibit A Page 14 of 60 MIDWOTTAPE JURAWSionMEOIA50URCE RFP NO 22-0066 DVDS,Blu-Rays and Related Services Combo Pack(DVD&BR combined title)processing for an Opening Day Collection Service. All of these accounts provide the library their DVD and Blu-Ray titles in advance of street date. Approximately 91-100%of the library's hot-new audiovisual orders are filled on the first shipment and in advance(5-14 days)prior to the title's release date with full processing and MARC cataloging services if so needed by the library. Midwest Tape steadfastly maintains a consistent 98%fill rate of our product offerings. We stock all new release titles in our facility with quantities to not only meet the demand of our customers on or by street date,but to also meet demand 90 days beyond the street date to encompass supplemental and/or unexpected orders.By working with the studios/publishers in this manner,this greatly improves access to millions of titles to fill our customers'orders. Orders remain active until the order is fulfilled. The library's specific cancellation policy can be implemented for a timeframe(following street release)of 60 days,90 days,120 days or longer,for audiovisual material. Our Customer Support staff can initiate a cancellation plan based on the needs of the library at any time. We do recommend the library place orders of hot/new releases approximately 30 days prior to release to ensure the timely delivery to the library in advance of street release.Our Auto Order/Standing Order Programs(see next section)is the best method of ensuring notification and the ability to place orders early. Standing Order Programs for DVDS and Blu-Rays Midwest Tape offers various free collection development support for Auto-Ordering of popular,new release DVDS and Blu-Rays based on a library-defined parameter;or a library-interactive Customized Standing Order Plans(Selection Lists).These services deliver customized selection lists based on your library's selection preferences and requirements. Automatic Ordering Service:Collection development is provided by our in-house content experts specializing in format-specific categories. All collection lists are formulated based on Library requirements,frequency and budget. Plans can include the below noted collections or other library- requested plan such as specific TV shows,children's videos based on character and box office theatrical releases(can designate the level of box office revenue). Please note that the below outlined plans are our most popular and can be adjusted in both number of titles and frequency. Theatrical Plans ■ Weekly Plans-Approximately 4-6 titles every week o FEATURE FILMS:Films that made more than$1 million theatrically,41K Feature Films 5 Vendor Services Agreement—Exhibit A Page 15 of 60 MINDHAPE rUBRARIANSON MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services o Coming Soon: potential feature films,documentaries and foreign films that do not yet have an announced release date. Adult Plans Bi-WEEKLY PLANS Approximately 30 titles per order,every two weeks o All Things Disney:newly issued titles from Disney or one of its subsidiaries o Best of Television:popular TV,returning and highly rated new series.Includes broadcast and streaming shows. o Critically Acclaimed:highly acclaimed films with a rating of 65%or higher on Rotten Tomatoes o Fiction:full-length films including Hallmark,and Dreamscape o Movies You Might Have Missed:NEW!These titles are blockbusters that might have slipped through the cracks.Curated by our movie experts here at Midwest Tape,these are the movies you have to have on your shelves! o Nonfiction:documentaries including PBS,Great Courses,and more o PBS:NEW!Get the best series,documentaries,and specials that public television has to offer. This plan includes titles from NOVA,American Experience,Frontline,and more! MONTHLY PLANS Up to 20 titles per order o Adult Learning:newly released nonfiction adult videos for visual learners.Featuring Great Courses,One Day University,and more! o African-American Interest:titles that feature an African-American cast or crew or focus on related themes and topics o Anime(13+):new anime titles for young adults o Books to Film:popular book-based movies o British Selections:movies and TV made in Britain,including Doctor Who o Classic TV:NEW!Newly released popular television series from the 1950s to the 2000s;that are considered some of the best series to ever grace the small screen o Classics:newly released classic titles from the'40s,'50s,and'60s that are distinguished or unique works of cinema o Modern Classics:newly released titles from the'70s,'80s,and'90s that are distinguished or unique works of cinema o Criterion:newly released fiction and nonfiction titles from the Criterion Collection o Described Video:film that contains a separate narrated track that describes descriptive visual elements o Female-Focused:titles featuring strong female cast and/or crew o Indle Films:films produced outside of major film studios,including titles that are direct to video and limited theatrical releases o LGBTQ+:includes all genres relating to the LGBTQ+community o Music on Film:popular concerts and live events o Travel:newly released travel documentaries o Trending Now:titles based on current events in pop culture and in the news o Video Librarian:films and TV with a 3.5-star rating or higher o Well-Being:fitness,exercise,and self-help 6 Vendor Services Agreement—Exhibit A Page 16 of 60 MINOT TARE LIBRARIANS lAEQIp SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services FOREIGN PLANS Contain fiction,nonfiction,and television titles Choose up to plans of popular foreign language films(Spanish Language,Vietnamese language, Bollywood languages,French language,and All Other languages) CHILDREN'S PLANS BIWEEKLY PLANS Up to 20 titles,every two weeks o Fiction:standalone children's movies,and current television series(see series list on children's plan page) o Nonfiction:educational films and TV shows o PBS Kids:NEWI Public television isn't just for adults.Get everything PBS has to offer in children's programming! MONTHLY PLANS Up to 20 titles per month o Family Films:feel-good family movie night and Dove-approved films o Trending Now:titles SEASONAL PLANS o AWARD NOMINEES PLAN-All the nominees from the Academy Awards,Emmys,Golden Globes,and(SAG)Screen Actors Guild o AWARD WINNERS PLAN -Titles that have been honored by the Academy Awards,Emmys, Golden Globes,and(SAG)Screen Actors Guild a BINGE BOX-One box,multiple movies.New themes added quarterly. o HOLIDAY FILMS PLAN-Carts include:titles across all genres related to holidays In the initial phase of Auto Ordering Services set up our team,comprised of your Account Executive, Processing Coordinator and Video Collection Development Experts;will conduct a meeting via Teams, Zoom or Go-to-Meeting with the Collection Development Team at Fort Worth Public Library. This initial meeting will discuss the parameters needed for collection ordering,budget controls,frequency,branch and fund designations,etc. Our team can share sample selections with the Library in the initial phase of set up to ensure the understanding of collection needs. These will be shared as shopping carts on the website so that the Library can interact with the selections and then discuss with our team. This collaborative interaction will be important in the initial stages but will not be required for ongoing services. Once this service is set up and your staff is comfortable,this process can be automated to run with as much as or as little control as the library requires. Any title that may be ordered via this Auto-Order program and does not meet the needs/requirements of the Library,can be returned for either replacement or refund. Library-Interactive Standing Order Option: This collection development service gives the Library selector the option of receiving a pre-defined list(based on the plans noted above)within shopping carts on our website. These carts are curated and shared by our team of format-specific experts.When a cart is ready for review,the designated Librarian receives an email notification linking them to the cart. 7 Vendor Services Agreement—Exhibit A Page 17 of 60 MIDWDTTAPE ILIBRARIANSfE MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services With this service(Customized Standing Order Plans)the library has complete control over the ordering process. Any shared or auto-order options can be designed branch distribution selections and fund codes. This information is set up in advance of receiving our either our auto-order program or library-interactive standing orders. Other selection support: Library selectors can also check for upcoming new releases and other collections in all formats on the website's most popular live interactive calendar and,depending on format,place orders for titles weeks or months in advance of release date.The feature can also be used to search previous months to ensure that nothing significant has been overlooked(alternatively, selectors can check the"best-sellers"feature on the middle right-hand side of the website homepage, which will immediately display recent Hollywood blockbusters,hit albums and hot Audiobooks that the Library has not ordered). The Calendar is a live interactive search engine which displays upcoming new releases by date in the following formats and categories: • DVD ❑ Hot New DVD Releases ❑ New Children's DVD ❑ New Fiction DVD ❑ New Foreign DVD FJ New Non-fiction DVD ❑ New TV on DVD • Blu-ray ❑ Hot New Blu-ray Releases LI New Children's Blu-ray I_I New Fiction Blu-ray 11 New Foreign Blu-ray 11 New TV on Blu-ray Each title file on the calendar can be displayed in one of two different ways.In the"calendar view",a mouse-over the line listing produces a pop-up window with artwork,clearly identifying the films.In the "art view",the covers are already visible.Both displays provide a live link to the title page,from which an item can be ordered.The calendar can be used as a new release notification and ordering tool,or as a retrospective collection-buiiding tool. Branch Distributions—this option provides our libraries with a quick method of pre-populating the number of copies for specific branches of titles when selecting on their own. For example,ifthe library determines that a hot/new box office titles achieving a specific level of box office gross at the theatre each branch will receive a specified number of copies. We currently support Fort Worth Public Library 8 Vendor Services Agreement—Exhibit A Page 18 of 60 MIDW UAPE JUBURIANSOM MEDIA SOURCE] RFP NO 22-0066 DVDs,Blu-Rays and Related Services with more than 18 branch distribution grids.Along with these grids,the library is also supported by Midwest Tape with the set-up of 14 Fund Codes to assist even further with ordering specifically to funds appropriated by the library. These are just a few of the many methods that your selectors can view popular DVD and Blu-Ray titles. There are various other methods on our website along with our support for any specialized collection lists. Lists of titles can be provided at any time through your library-assigned support person,Myanna Evans-Allmon(MEvans-Allmon(@midwesttaoes.com)and our Collection Development team at no cost to the Library. Cataloging and Physical Processing Midwest Tape provides a variety of processing and cataloging services for our audiovisual formats. Each library is unique in its requirements and we tailor our services to meet those needs. Our processing services are digital label integration call VIP(Variable Integrated Processing).We take digital images of the required library labels and mesh them into the title's artwork. it creates a seamless,single sheet artwork that is then placed within the library-required case. Supplementing this processing service is the ability to provide levels of cataloging support—vendor records to support ILS ordering,Full Level records for instances when a customized record is not desired or looking to have a more cost-effective level of cataloging or your Library's fully customized Marc record which is tailored to their specific needs. Catoloaina Services: Through our long-standing relationship,of over 20 years with OCLC,we can guarantee a vendor record and a full MARC record for every title that your library purchases from us along with customization of records for your library. Our agreement with OCLC allows us to provide quality cataloging services. In conjunction with our VIP digital processing services,this allows your Library to get completely shelf-ready audiovisual materials. We provide different levels of cataloging services to more than 2,500 individual libraries for their audiovisual formats. Annually,Midwest Tape delivers over 2,000,000 order records and nearly 900,000 OCLC MARC records. Our 19-member Data Entry staff(including an MLS Librarian with specialization in audiovisual materials) create what are called Level K records directly into World Cat(when no current record exists)with our Midwest Tape OCLC Symbol(TEFMT).OCLC then completes the final enhancement of the record including the assignment of a unique OCLC numberto each title increasing the record from Level K to a Full record. Please note that all new records comply with today's RDA standards. All New Release titles are cataloged no later than fourto six weeks prior to street date,ensuring an appropriate time to have MARC records completed,and product processed and delivered to FWPL by street date.This type of daily communication between partners encourages an open platform to discuss priority of work. 9 Vendor Services Agreement—Exhibit A Page 19 of 60 MINHAPE LIBRARIANS MEDIA SOiIREE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Fort Worth Public Library will work directly with Midwest Tape for all levels of cataloging service,this includes the transmission of records,billing of MARC services,set up services and resolution to any cataloging error. OCLC simply provides support and enhancement of information. Our on-site cataloging team members have fully reviewed the outlined cataloging requirements for both original and copy cataloging services: Jeff Anderson,Cataloging Coordinator,iandersonCa)midwesttaoe.com: Jeff is a new member of our team and brings with him knowledge and previous library experience with cataloging audiovisual materials.Master of Library and Information Science from Wayne State University completed in Aug 2010. Full time cataloger for the Monroe County Library System of Monroe Michigan 2012-2016 with a focus on audio visual materials but also cataloged books as needed, For New and Original Cataloging records,your library's holdings will be updated in WorldCat as part of the record(no additional cost to update holdings). For foreign language audiovisual titles,support of cataloging is provided,but it reflects the information in the English language,not the native language. Our team has reviewed the Cataloging needs as outlined in the RFP and have verified that our Cataloging Services meet the needs as outlined with two areas we need to clarify: • Biographies—may not be distinguished between an individual biography versus a collected biography. Our default service identifies a biography if a title is non-fiction and contains a 600- field identifier. Please note that we can work with the library on methods of transmitting notes to our team,within the order,so as to identify these types of titles and their requested cataloging service. • Within the Cataloging appendix-245.It is not always possible to guarantee the 245 title matches the container. We provide OCLC as much data as the studio offers at the time of release.Once the product arrives within our facility,we have a team that takes each title and verifies its data points and adjusts the Data within our system.If necessary,we will resubmit the title to OCLC to update accordingly and if applicable,adjusting the 245 title accordingly. All other requirements within the Cataloging appendix for the 245 fields are achievable or our staff can make the necessary changes to fully meet the Library's requirements. Samples of a vendor level and a Full OCLC Level records have been included below: Free DVD Vendor Order Record sample: =LDR 01771ngm 22004332a 4500 =001 on1288456695 =003 MWT =005 20220221080257.1 10 Vendor Services Agreement—Exhibit A Page 20 of 60 MIND HAPE LIBRARIANS MEDIA SOURCE' RFP NO 22-0066 DVDs,Blu-Rays and Related Services =007 vd\cvaizs =008 220221s2021\\\\xxu096\%\\\\\\\\\vleng\d =010 \\$al288456695 =020 \\$a$cfdollar}30.99 =024 1\$a032429346254 =028 42$al4623743 =245 00$aCLIFFORD THE BIG RED DOG$h[videorecording]. =250 \\$aWidescreen ed. =260 \\$a[United States]:$bParamount Pictures,$c2022. =300 \\$a1 videodisc(ca.96 min.):$bsd.,col.;$c4 3/4 in. =500 \\$a02/01/2022 =511 1\$aJack Whitehall,Darby Camp,Tony Hale,Sienna Guillory,David Alan Grier,Russell Wong,John Cleese,Kenan Thompson. =508 \\$aDirector,Walt Becker. =538 \\$aDVD. =546 \\$aEnglish,French,Spanish audio;English,French,Spanish subtitles. =546 \\$aClosed-captioned. =521 8\$aMPAA rating:PG. =520 \\$aWhen middle-schooler Emily Elizabeth meets a magical animal rescuer who gifts her a little, red puppy,she never anticipated waking up to find a giant ten-foot hound in her small New York City apartment.While her single mom is away for business,Emily and her fun but impulsive uncle Casey set out on an adventure that will keep viewers on the edge-of-their-seats as the heroes take a bite out of the Big Apple. =650 \4$aChildren's films. =650 \4$aFamily Films. =655 \4$achildren's. =700 1\$aWhitehall,Jack =700 1\$aCamp,Darby =700 1\$aHale,Tony =700 1\$aGuillory,Sienna =700 1\$aGrier,David Alan =700 1\$aWong,Russell =700 1\$aCleese,John =700 1\$aThompson,Kenan =856 7\$3Viewcoverart$uhttps://thumbnail.midwesttape.com/14623743_180.jpg$2https =970 \\$ICAM$gl$fJDVD$p30.99$cjdvd$ml4 Full Level Record(charged by title,not item) LDR IIIIIngm a22IIIII4i4500 001 2390516 005 20220216172602.0 007 vd cvaizq 11 Vendor Services Agreement—Exhibit A Page 21 of 60 MIDWBTTAPE LIBRARIANS MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services 008 211229s2022 cau096 g viceng d 010 $abe2021074009 024 1 $a032429346254 024 7 $a00032429346254$2gtin-14 028 42$aD213130D$bParamount 035 $a(NjBwBT)6004842236 035 $abe2021074009 040 $aNjBwBT$beng$erda$cNjBwBT 041 1 $aeng$afre$aspa$jeng$jfre$jspa$heng 043 $an-us-ny 099 $pCHILDREN DVD FAMILY$bCLIFFORD 24500 $aClifford the big red dog/$cproduced by Jordan Kerner,lole Lucchese;screenplay by Jay Scherick,David Ronn,Blaise Hemingway;directed by Walt Becker. 2641 $aHollywood,California:$bParamount,$c[2022) 300 $al videodisc(96 min.):$bsound,color-$c4 3/4 in. 336 $atwo-dimensional moving image$2rdacontent 337 $avideo$2rdamedia 338 $avideodisc$2rdacarrier 344 $adigital$boptical$gsurround$2rda 344 $hDolby digital 5.1 346 $bNTSC$2rda 347 $avideo file$eregion 1$2rda 347 $bDVD video 546 $aln English,French,or Spanish with optional English,French,or Spanish subtitles. 546 $aClosed-captioned. 546 $aVisually described for the blind and visually impaired. 5111 $aDarby Camp,Jack Whitehall,Izaac Wang,John Cleese,Sienna Guillory. 5218 $aMPAA rating:PG. 520 $aFollows the adventures of a girl and her uncle in New York City after her red puppy,Clifford, grows to a giant size overnight. 500 $aOriginally released as a motion picture in 2021. 500 $a Based on the book series by Norman Bridwell, 500 $a Dolby digital 5.1,wide screen. 540 $a For private home use only. 6500 $aClifford(Fictitious character:Bridwell)$vDrama. 6500 $aDogs$vDrama. 6500 $aHuman-animal relationships$vDrama. 6510 $a New York(N.Y.)$vDrama. 6557 $aAction and adventure films. 6557 $aComedy films. 6557 $a Fantasy films. 6557 $aAnimal films. 6557 $aLive-action/animation films. 6557 $aFeature films. 12 Vendor Services Agreement—Exhibit A Page 22 of 60 MIDWBTTAPI ILIBRARIANS#EAEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services 6557 $aFiction films. 6557 $aVideo recordings for the hearing impaired. 6557 $aVideo recordings for people with visual disabilities. 6907 $aNew movie movies film films. 6907 $aNew DVD DVDs disc discs. 6907 $aNew childrens children kids kid movie movies film films. 7001 $aBecker,Walt,$d1968-$edirector. 7001 $aCamp,Darby,$d2007-$eactor. 7001 $a Whitehall,Jack,$d1988-$eactor. 7001 $a Wang,Izaac,$eactor. 7001 $aBridwell,Norman. 73002 $aClifford the big red dog(Motion picture).$hTwo-dimensional moving image.$IFrench. 73002 $aClifford the big red dog(Motion picture).$hTwo-dimensional moving image.$ISpanish. 7300 $aClifford the big red dog(Motion picture) 77508 $!Reproduction of(manifestation)$sClifford the big red dog(Motion picture)$tClifford the big red dog$dHollywood,California:Paramount,[2022]$h1 videodisc(96 min.):sound,color;4 3/4 in.$o032429346261 949 $p31668620026259$a3$bjdvd$e231919-15$iCLIFFORD$kCHILDREN DVD FAMILY$x64$91tem generated Feb 112022 1:41PM When it is identified the library already owns the title,we can provide item tag linking services for all added copies.This is a per item charge and is outlined in our Price Proposal. The Library can use the free vendor order records to assist in placing order electronically through their ILS. These can be customized to meet the needs of the library.When the product is ready to ship,the Full Record is then transmitted back to the Library overlaying the order records in Polaris in accordance to the specific tags necessary. Processing Services:We provide various forms of processing services for our customers. This can range from shrink-wrap removal,generic artwork and case transfer services up to full digital label integration with RFID labeling and encoding. The cost of service varies depending on the level of service needed by our libraries. Midwest Tape will support Fort Worth Public Library with processing services of as outlined in the RFP Appendix 1,page 28. Through our digital processing services,the library's label requirements can be integrated into the artwork. Samples of the options of full label integration have been provided as Exhibits 1-6. Pricing noted in our separate Price Proposal according to the full service. 13 Vendor Services Agreement—Exhibit A Page 23 of 60 MINTTAPE LIBRARIANS MEDIA SOURCE RFP NO 22-0 666 DVDs,Blu-Rays and Related Services Online Services The Midwest Tape website has been praised as being the industry leader for product searching,title selection,cart development,ease of ordering and much more. Our website was designed with the input of libraries to assist in providing a variety of work-flow solutions. Midwest Tape's website (www.midwesttape.com)provides for free,unlimited logins for your selectors and other designated staff.Currently Fort Worth Public Library has five Administrative level users,six Cart Managers and one Buyer level user.The library can have as many users on our website as needed—free of charge. The Midwest Tape website offers sophisticated title searching,advanced collection building tools, flexible cart loading and cart management,and a swift,easy to use ordering process. Our website is the most advanced service with regards to title sourcing,collection generation,and duplicate-order prevention tools,outstanding cart building tools and management modules,and provides simple ordering processes. Traditional Browsing provides for easy access to new titles,collections,categories,street date calendars, series and our vast number of foreign languages.Our Smart Search/Browse functionality offers the ability to do a more comprehensive,intuitive search that not only searches title or people but can search by category names,series,collection,studios and more.All product results are listed on one page that can contain up to 2,000 titles.All data fields can be filtered for availability,release date,and product rating.All data columns can be sorted to suit the individual needs ofyour selecting staff.Whether your staff members are searching or browsing the site,the functionality enables easy movement of selected items into shopping carts. All bibliographic records include thumbnails of artwork that can be opened and enlarged completely, down to the fine print.This title data includes all attributes for DVDs and Blu-Rays:stock number,OCLC MARC record availability,street date(where applicable),ISBN(when available),UPC number,publisher number,OCLC number(all listings),retail price and your library's discounted price.Records also include critic reviews(when available)and for many hot/new releases two minute movie previews. Training on the use of our website can be provided either on-site or via webinar as needed by the library team. Ongoing webinars are provided by Midwest Tape and are recorded for ease of use by our libraries. These webinars can be useful in training at the library level for new users of our website. However,ourteam is always ready to assist with live training at any time. Midwest Tape's website has the full capability to interface with all of the major ILS systems,including Polaris at no charge to your library to help support electronic ordering,MARC record delivery and electronic invoicing. 9xx holdings information contained in order records can be pre-programmed to be included in MARC data exchanged with OCLC to provide for creation of acquisition system order records and to facilitate FTP order transmissions. Midwest Tape's Information Technology staff can provide the programming of more information through our vendor records and Full OCLC MARC Records options. Our vendor records are always free,and can be downloaded as often as needed from our website.Many librarians have expressed surprise at the robustness of our vendor records.Fort Worth Public Library 14 Vendor Services Agreement—Exhibit A Page 24 of 60 MIDUTAPE iI8RARIANS Q0 MEDIA SM—CE RFP NO 22-0066 DVDs,Blu-Rays and Related Services can,in fact,modify these vendor records themselves to include or exclude individual tags as needed. Once your staff member has downloaded the order into your system,they can proceed to order via the web or by electronic(EDIFACT/X12)ordering for orders via FTP(Internet file transfer protocol). Electronic invoicing is also an option when ordering electronically. We welcome the evaluation team members to explore our ordering website—www.midwesttape.com during the following months using the designated username/password combinations: March- April— username: mwtguest2022 username: mwtguest2022 password: WtpwZicn password: nlXeFyzw Should the evaluation team need more time to evaluate beyond April,we ask that they reach out to Janet Timm,Bid/RFP Specialist,at 800-875-2785 or itimm(@midwesttapes.com for prompt assistance. Opening Day and other5oecial Collection Development Projects: Midwest Tape's Opening Day Collection Development services for audiovisual products are the best in the library industry.As a full- service vendor of audio-visual media,Midwest Tape is uniquely positioned to provide the best Opening Day Collection service available.Whether your focus is new titles or core interest materials,Midwest Tape can design a collection to suit the specific needs of your library. Midwest Tape has prepared hundreds of Opening Day Collections of all shapes and sizes.In the past 5 years,Midwest Tape has worked with over 100 libraries in managing opening day collection projects with collection values of over$15 million dollars. Of those libraries,multiple ODC project management has been provided. Libraries such as Denver Public Library,Toronto Public Library,Loudoun County Public Library,Phoenix Public,New York Public,Atlanta-Fulton County,Miami-Dade Public Library and Salt Lake County Libraries have all had simultaneous successful CDC projects managed by our staff. Carts will be created for you at our website,www.midwesttape.com,and can be sorted by format, genre,or any other criteria.There is no charge for Midwest Tape to prepare selection lists. Your products will be stored in our clean,climate-controlled facility until you are ready for them.Project product is stored,at no additional charge,at Midwest Tape's fully-insured distribution center in Holland, Ohio until approval to ship to the new branch(es)has been authorized. Once approval is given,the opening day collection is shipped in full to the desired location.Fort Worth Public Library will be provided with complete title lists that can be sorted by genre,call number and alphabetic to aid in shelving the new items. When your library receives their Opening Day Collection,it will be organized according to your library's specifications.It will be ready to go from the boxstraight onto the shelf.The product can be shipped shelf-ready to the renovated or new branches when requested.This would include fully processed items with spine labels and full OCLC custom MARC records with links to holdings.All material is boxed in genre or custom created categories. 15 Vendor Services Agreement—Exhibit A Page 25 of 60 MIDWOTIPI JUBRARLAN5#0MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services This service,should it occur during this agreement period,will receive the same level of discounts and value-add service pricing. Ordering Services ILS Integration with all of the major ILS systems,including Polaris is by far the most popular,easiest method of ordering and receiving invoices by our libraries. It has been praised by our customers as being a cost and time effective ordering method used as compared to any of their other vendors and it's free of charge. We provide streamlined methods of ordering and invoicing for 425 libraries using the Polaris ILS system. The most time-saving feature of ILS integration is the creation of order records by adding 9xx tags to Midwest Tape downloadable vendor records for ease of Edifact/X12 ordering. In conjunction with this ordering method,utilizing the ILS integration services through Midwest Tape can provide the library with electronic invoicing services as well.There is absolutely no charge for the programming of these tags,the downloading ofvendor records,electronic ordering,electronic invoices and full customer support. Midwest Tape can populate yourvendor records to show such information as Polaris Bib number, specific funds,locations and collection codes,etc.We can program any needed static data into other such user-defined tags,most commonly the 970 tag or other field as needed for Polaris users. Currently Fort Worth Public Library utilizes our Polaris Integration services for ordering and invoicing with information statically set up in their 970 tag as follows: 970 1=location q=branch qty f=fund p=retail price c=collection m=itype Our robust vendor records are always free.You can download the records as often as needed.You can also modify vendor records to include or exclude individual tags.Once you've downloaded the order into your system,you can continue to order via the web,or we can set up electronic(Edifact)ordering for you to place your orders with us via FTP(Internet File Transfer Protocol).Electronic invoicing is also an option when ordering via FTP. Midwest Tape can also receive orders from Fort Worth Public Library via phone(800-875-2785),email (info@midwesttape.com),and website(www.midwesttape.com),fax(800-444-6645)or mail(1417 Timberwolf Drive,P.O.Box 820;Holland,Ohio 43528). 16 Vendor Services Agreement—Exhibit A Page 26 of 60 MIDWOTWE F RFP NO 22-0066 DVDs,Blu-Rays and Related Services Reporting Services Cancellation and Open Orders Reports(backorder status)are available on our website located on the homepage and are updated continually throughout the business day.Orders remain active until the order is fulfilled. The library's specific cancellation policy can be implemented for a timeframe (following street release)of 90,120,or 180 days for audio book material. Your Customer Service Representative can implement this option at any time. The most useful reports can be found in our quick link"Quick Reports"on the homepage: Quick Reports SEARCH ORDERS OPEN ORDERS REPORT CANCELLED ORDERS REPORT SEARCH INVOICES CUSTOM ORDERS REPORT An easy method of determining what is actively on order for the library is the quick link Open Orders Report: Open Orders Report For I DVD ACCOUNT Sort by I Title then Title ❑ Group products by branch Return the results In PDF format Get Report I Cancel 17 Vendor Services Agreement—Exhibit A Page 27 of 60 MIDUNE IUMMOM RFP NO 22-0066 DVDs,Blu-Rays and Related Services This report can be produced for specific accounts or all Fort Worth Accounts. It can be sorted in various ways as well and have results returned in PDF or Excel file format.A sample of this Open Orders Report has been included below and is referenced in our response as Exhibit 7: P.O.so:820 OPEN ORDERS REPORT ..,land.Oxle0Sz8MIW TTAPE PHONE: xEYI 300-975,2709 ,ao1,s rioe cur LI9R4WAR5 MEDIA SOURCE Fax:e00-975-0785 OPEN ORDERS REPORT PWI01 z :M ,,.e,v, e�wornmr�s . ,+..x aose w.., xspaxs.+ aN aazas M„M— v,nsmu ,v.s�d eu+z uses wo> z ,vu ma a xaaau,i ov aseeA a"•:�ir°L vn.nva .,x_� voc«ncn000 . ,ex m,e w sxz.vo.v,_ a•wess zomo o:mxn r.eaem wusn s sm ac> e.--., xa+nx+e es oaoa �mm,:x v�iam� nxue oo.aos.*,.c x mm ve. w xn-wsxaa ov muse �u�i-'eu;. UM „mv+x w<•� . ,ow .,.m a ---12 os cax a.v,.t reL' smaa ass+ wuss a<oocc, w v.c ww ec.m xnsaux nxmrscs �'•vw^x o�mrmxr „e�xm uwrsuu..n,e n rw siss+ w,w xz:sa>,eo m,-,�v c7a xaoo„ps o�mrmxx rs+cx ���sunawwsmwa«osvow,u.s . ws .c,.a ee..w xo.-rov.w wewoE. ,�„n� v.nvmn ,,,s,m se•s�.s vm.a000svo,mw.vs i .sw xe v+ r..n x�+axm o.wosn na�°cew vwvms: „xm,e u.awr w,m.-c ouw x aw nv' awn xcrz.•avrz ou exw �'nv raw°E vxmxn ,oars �wraa.vv.� . ius sew eern xn.ror.+v o.woe. ��=& mwmn WAM w SNOrsHos•N aI—E m�oocs uos x.vs•acu:•sE o•Tc,s,s•e•caoxocx, acomuswv•ssoon•sn M, SToouRw•xcxouse The library can order as many copies of a title as needed,whether that be a single copy or multiple copies. We do not ship partial orders of titles. When a title is ordered,all copies of that title will be shipped. The only exception to this would be if the library placed subsequent order of the title on a separate purchase order number. An additional,valuable report for the library is the Cancellation Report tool on our website,allows the user to choose the method of sorting and results return that best fits their needs. 18 Vendor Services Agreement—Exhibit A Page 28 of 60 MIDUTAK ILMRIANSONMEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Cancellation Report Include products cancelled In the last 60 � days sort by l Urt s'I theme v Q Group products by branch Return the results in'PI pF,v format Get Report Cancel Orders remain active until the order is fulfilled. The library's specific cancellation policy can be implemented for a timeframe(following street release)of 60 days,90 days,120 days or longer,for audiovisual material, Our Customer Support staff can initiate a cancellation plan based on the needs of the library at any time. Sample Cancellation Report below and within our response as Exhibit 8: MIDW 1�'E ao Box 840 CANCELLATION NOTICE Hollantl.Ohio 60528 Cwamsr L+ersrtr la�vu PHONE:800-876-2785 wexri ORSOURCE FAX:80o-875-2785 wa a:nvyor:+s w+scu* o.ro a.yr wi vzozl-ozr+�rsau CANCELLATION NOTICE Page Iol I ++o%}=a CWYt%, NW +Aae mu�pnv +N3p0Y +NGYw-Obrt HAYEYMIY FFEIffi CCHPIE'E No0 +q% BWarW SC+.POB%' HnnauaY NK6^.0'." SEaiES !000.325 JWN£VAON SFAO�Ta0L1lE 0.00 T/0 3SS-M:W: Ha�rn6e4 �2^}il.+r pGr_luE JO.WN .M� _ Grant twJ. A HAyI These are just a few of the most popular reporting functions of our website. We also provide to our libraries Customized Reporting tools. The Custom Order Reports tab on our website (www,midwesttape.com)provides library staff members an opportunity to perform several functions such as order searching,cancellation notifications,customized standing order plans and custom order/budgeting reports at their convenience. These reports are available at any time from the website and are easily sorted in a number of ways to best suit the library's need. However,our staff can provide any type of report or status of an order/title at any time. We have staff available Monday-Friday;8:30 a.m.to 6:00 p.m.EST to assist and all can be contacted through our central phone line at 800-875-2785. 19 Vendor Services Agreement—Exhibit A Page 29 of 60 MIDUTAPE ILIBRARIANSON MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Delivery Services Midwest Tape can provide the type of delivery of product according to the requirements noted in the RFP.Midwest Tape will not combine purchase orders within an invoice. All purchase orders will be kept separate. If multiple box shipments are being provided to Fort Worth Public Library,each box is marked appropriately so as to alert the receiving department of how many boxes to expect within a shipment, (i.e.1 of 3,2 of 3,and 3 of 3).Purchase order numbers,account numbers and order numbers can be identified on the shipping carton and written on the exterior of the first shipping carton. Our system is designed to match the shipping carton size appropriately to the number of units contained within so as to minimize any extra space that might be cause for damage to product. Recycled material is used to ensure the product does not shift during the shipping process. Midwest Tape inserts packing slips into the first carton of the shipment. The packing list contains the library information,titles,quantities,stock number,OCLC number,branches(where applicable),UPC number,delivery number and purchase order number. All cartons that contain an invoice and packing slip are clearly marked"INVOICE ENCLOSED". Invoicing Services With every shipment,Midwest Tape provides an invoice that corresponds to the materials enclosed. The shipping carton,containing this document,is clearly identified. Invoices are provided to the library in a number of methods so as to satisfy the needs of Fort Worth Public Library: • An original invoice can be provided in the shipping carton with the box clearly identified noting the document enclosed. Additional copies of this invoice can be provided at the time of shipment if required by the library. • EDI-Electronic invoicing services are available for our Polaris its customers,if desired. • Invoices can also be emailed at the time the product is invoiced at Midwest Tape. This invoice is provided just prior to the items being manifested through our UPS system. This allows the library early notification of the shipment to prepare library staff. • Invoices can also be accessed on our website should the need arise to reprint a copy of an invoice. The information contained on the invoice will include billing address,shipping address,account number, invoice date,purchase order number,invoice number,ILS line item numbers,OCLC number,stock number,quantity,format,retail price,discount price,extension price,free freight notation and total. The titles are listed by format in alphabetical order and the library's purchase order number and line item number is clearly identified next to the title. 20 Vendor Services Agreement—Exhibit A Page 30 of 60 MIDW T TAPE LIBRARIANS MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Midwest Tape will not combine purchase orders within an invoice. All purchase orders will be kept separate. Sample invoicing for our processing services is provided on the invoice but as a separate line of information will appear as such:(Please also see Exhibit 9). Miuw rr►a�E PHONE. 7.00752785 Invoice dm.: 9a969116 INVOICE Iavo!ce Dace: DA/111201, FAX: 1i00-AN-B615 CVatdae r: 3000015a�6 1.0 lYdA SOUFQi Teams. 3o Oayx de[ Dellvrery: 9zs2363, P.0,e9s xva•x011AMtl.ON 9ssn FEDEMLIDA: 3T-1/996Bfi CV. er F'0: SLUMDAYMARCH32917 Ship t'Sa: Dn--ted Pa-1 Service IUPSI Page: _ OF 1 8131 To: Ship To: Remic To: 9VRT NORTH PUBLIC LIBRARY F RT WORW PUBLIC LIBRARY Ridveat Tape ACQUlSITIONS OE-. ACQUISITION$VEPT. P.O. BOX 020 500 N 3RO STREET 500 N 3.STREET Rolland, ON J3536 FORT NORTH, T'X 76102 FORT NORTH.TX 16102 VSA USA OtY 09N Porpac Deacrlptl® De11vP txA A ocLCA seer It 1 R0.11 P.i.. 0xt.—I. 10 8A BLU R8CH8S LIPR OP P6TB,1'RR Nidase;Nan 2D at 1/675203 99999999 S1319 16.39 26.99 369.90 1 ?a 61U TROLLS Nldarcieve PARTS-tTION 2D 11,532a0 99999999 8,320 2:99 279.90 2u EA vreduet euD-ta eRl. 56940 vroeeodR9 cRRXgu 20 HLCSINPAQOFLAY 9-bI u FS—SAID ].Ia 46.00 DVD$IARROCPIAT DVil SIN rLB PROCESSING 2.30 46.00 ProcesalNp earvicR sub-total: 92.00 PINNae pay this auepmt In URD: 661:90 Invoice sample with Street Release information: MIDWT�APE PHONE: 600-F701796 Iavptce ll<: 50,533c,0 IHr IxvolcR Isioiee Date: ez/o2/:o:z rAl: 19P9-Ju6RJs tveepNt:, ?D99ouJ,6 SPUR;A9$ Jrdl30UA@; TeYu.-3C Dava ROC I411ti'ary 85905559 x0.Wx9A•xIXtxxe.0x aNN FEDERAL 0r; 77-1 a9%r6 C4atcmrr PO: F.kd rd12 le bntP v1a uniten Pa i sa^�l:e iU%i Fa9e: t OP ire BJ11 Tc. Snip To: paym FORS 1C1R,1 FUDLIC L3RPA9Y ACQU 3gATN 1x3BLIC LIBRAYT Bo.9e'vcar BaN::ReyrRarJ[ Soo bITIQJ6 DDPT. ACYRII6In S DET Bxne0lctary Bi.t RcvC1A8 NumheY: 500 R 3RD 6TAHRl' S00 N]9D 6TOE8T B."'I u33 FORT IPJRIR,TX Isla] USSAT x0][IR,21[7etot Lene'ictary Accrounc Fame:gtOveac Tape V6A V9A LLC 6...t—. - ......6 OtT Ox63 p9rnat baprlptl9p OCI,C9 RYr 3tuA Retail Pa1cN B:[Nvatvv _3 SA RW a OMAAD Nteaaaraaa tD •••D<Net DiRpeay Abov9 It am Lxet1:Zz;ce;?92a 1J6?369P 99999999 231946 i3 SA PxoWtcE Bub-total: 699.T7 PINaP PaY Chia a93mt lm 08D, P99.1 Please also refer to Exhibit 10. 21 Vendor Services Agreement—Exhibit A Page 31 of 60 MINDHAPE UINKANSItEMEDIA 50URCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Sample Packing slip �[: 1 1mI,IIDT�A pE, PHONE: i•d09.875-2785 Packing Slip �9e�'°' 2000015476 I fEl7ErL ship To: 3000011892 16#0-d/1fi616 Delivery: 88905556 L®RAAUNS' MEDU SINIACE Dptt: I2/11/2g22 e.g. Dx{aim FEDEMLfD1: 37-f199fifi6 Lvwcamtr M kkdvd1230 Ship Yin: UPS ryp�[�[gS1IR`PPmert1 FI[[11124573]t[�[3 Page: 1 or 2 II1�IIMIRI�I I Y1111II1III, Sold To: PORT WORTH PUBLIC LIBRARY ship TO: FOR,WORTH PUBLIC LIBRARY COMBO PACK ACCOUNT ACQUISITIONS DEPT. ACQUISITIONS DEFT. 500 W 3RD STREET 500 W 3RD STRRRT FORT WORTH'FX 76102 PORT NORTH TX 76102 USA USA Oty U0:5 Persst O�ecrlptAow Stock# OCLC8 ISBNP UPC# 2![R Btu HNCKWT.2D Nldavwxaev 3{62369a 999gP7iq 166gl6Bg1630 COST LN ITHN]3M, ]J 3x Please also see Exhibit 11. Returns Every audiovisual product we sell is guaranteed for one year against manufacturer's defect or shipping damage. If the library notifies Customer Service Representatives within 60 days of invoice of a problem, a pre-paid UPS call tag is provided for the return of the product. The library will be provided this return label by email along with a Return Merchandise Authorization document to help expedite the no-charge replacement of product. If a credit memo is required to satisfy the situation,a printed credit memo will be provided citing the account number,purchase order number,title and UPC.(Sample Credit memo included in response as Exhibit 12) These issues are tracked to ensure that we are providing a consistent level of excellent customer service to the library. Account Executives will meet with the library three to four times per year to review these types of service issues in person with management as well as the department leads. The information we learn from these experiences helps us to continually improve our service.To facilitate this process,our Customer Service Representatives are ready to assist and can be contacted at 800-875-2785. Customer Support The following Midwest Tape staff members are assigned to Fort Worth Public Library: Jeff Clark,Account Executive email:IclarkC�m idwesttaoe.com 22 Vendor Services Agreement—Exhibit A Page 32 of 60 MINDUAPE LIBRARIANS ON MENA SOURCE] RFP NO 22-0066 DVDs,Blu-Rays and Related Services 800-875-2785 office 419-346-1599 cellular Jeff has been with Midwest Tape for 7 years but in the Library industry for over 30 years.He has quickly become a valuable asset to the Sales Support Group focusing his attention in the Texas Library market. He can be contacted for any questions pertaining to our audiovisual product line,added-value services, or any contractual information that may be required. Jeff will also provide on-site visits for training and industry news updates. Our Customer Service Department is staffed with personnel that are cross-trained in several areas of our company to provide the library with product information,problem resolution and prompt attention to any of the library's needs with one phone call. Myanna Evans-Allmon,Processing Coordinator email: MEvans-AllmonC@midwesttaoe.com 800-875-2785 1 year of service to Midwest Tape Myanna will provide the Processing and Cataloging support to the Fort Worth Public Library. She will be the central point-of-contact for the set-up and ongoing support for our processing and cataloging services as well as product returns. She will provide feedback and issue resolution to any problems within one business day.If the issue cannot be resolved in that timeframe,Myanna will keep your library staff continually updated until the issue is resolved to the library s full satisfaction. Myanna will oversee a team of 5—7 processors that will directly work on the materials ordered by your library.Myanna will work with this group's Processing Lead to communicate any changes and/or concerns brought to us by your library team. Vendor Qualifications Midwest Tape has been working with public libraries since 1989,listening to librarians to create an array of audiovisual products and services to fulfill the specific needs our library customers.It begins with our vast catalog of quality media products-DVDs,Btu-Ray DVDs,music CDs,and audio books. Midwest Tape delivers the expertise to help libraries by providing a better customer experience,becoming a more valuable destination of learning,education activity,ideas,enrichment,and enjoyment for their communities. Our Customer Service is unmatched in the industry.When you call our Customer Service Department, you are connected to a`live'representative.Our representative's responsiveness,flexibility and attention to detail mean you'll receive professional,friendly,quick and accurate problem solving every time.We won't settle for anything less than doing whatever it takes to meet your expectations. If you have an issue,it will be resolved in a timely manner.Each solution or program is tailored to fit your exact needs. 23 Vendor Services Agreement—Exhibit A Page 33 of 60 MIDUTAPE LIBRARIANS 9MA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Our staff of media experts keeps you up to date on the latest and most-demanded titles,as well as under-the-radar items you won't want to miss.Peruse our monthly buyer's guides and weekly newsletters,browse collections on our website,and stay connected with our blog and social media accounts.Midwest Tape collection development experts rely on their own comprehensive media knowledge and sound judgment to gauge not only the quality,but also the potential popularity of a title. Our DVD selection personnel also rely upon the following respected media sources to aid in the decision-making process: Rotten Tomatoes;Metacritic.com;Film Critic.com;Video Librarian and more. Our Data Entry staff members continually monitor studios/publisher websites for upcoming releases and/or rereleases of popular materials. They also use their industry knowledge to follow trends, monitor award winners,predicted sales trends,popularity of a genre,artists,authors and more. Utilizing these sources our 19 member Data Entry staff(including an MLS Librarian with specialization in audiovisual materials)create what are called Level K records directly into World Cat(when no current record exists).OCLC then completes the final enhancement of the record including the assignment of a unique OCLC number to each title. We have developed an exclusive website linking our Data Entry Staff directly to the staff of OCLC. This specialized website allows pertinent title information,including scanned artwork images(front,spine and back)to be quickly and easily to complete the necessary enhancements. Our user-friendly,industry-leading website(www.midwesttape.com was built from the ground up to be informative and useful to media selectors.In addition,our Opening Day Collections and Customized Standing Order plans make building your collections easy.We listen to what libraries want and need, and create new programs to serve them. The average error rate for shipping,physical processing,MARC Records and item records is less than 0.5%at Midwest Tape.With our responsive Customer Service Staff and ongoing communication with your library-assigned Coordinator,Myanna Evans-Allmon,any concerns will be dealt with promptly and to the satisfaction of the Library, All materials within Midwest Tape transitions from receiving to shipping and is checked in several areas for product and quantity accuracy. Within the receiving area,the product is checked for any damage which may have occurred during the shipping process from the studios,as well as,it is checked for appropriate number of units. Following this step,the product moves into our inventory area where it awaits its release for a Customer's order. As the system releases an item,it proceeds through a checking system which confirms its accuracy against the invoice. For materials receiving physical processing services,further quality control occurs in our Processing area. As the product is released into this important service area,it is scanned into a system which once again provides the staff with accurate quantities and product so that our digital processing service can be completed. One final quality control measure occurs in our shipping center where discrepancies(if any)are promptly rectified. 24 Vendor Services Agreement—Exhibit A Page 34 of 60 MINDHAPE ILIBRARIANSOM MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services If the library discovers that an item has been improperly shipped,processed or cataloged,we request that the library notify your library-assigned Processing/Cataloging Coordinator,Myanna Evans-Allmon, who will work with the library to provide either a credit or to provide no charge replacements, whichever is the most desirable by the library. We truly want to ensure the library is fully satisfied with how issues are resolved and to resolve them quickly. Vendor References Midwest Tape has provided references in the RFP's Appendix 2 that are current Midwest Tape customers who utilize the Polaris ILS(integration services provided)and have a budget of approximately the same size as Fort Worth for DVD and Blu-Ray formats. Should the library need more references,we'd be happy to provide them at any time. We work with over 600 Polaris ILS Libraries,322 of whom utilize our integration services. Additional Services Binge Boxes are a unique collection of movie titles around a particular theme. A perfect way for patrons to check out multiple titles with just one circulation.These collections are processed within a single case that holds up to 6 discs for today's'binge watching'culture. We've developed a collection of these Binge Boxes for both Adult and Children's collections and feature more than 32 on our website, including Disney Collections. Some other themed collections are Fright Night: Stephen King;DC Superheroes;Imaginative 80's and more. Your collection development staff can Browse this collection right from our website.These collections can then be processed,just like their other audiovisual materials. Free promotional library assets are available for downloading/printing through the www.resources.midwesttape.com link to help promote these valuable collections. These assets include posters,table tent cards,shelf-talkers,bookmarks and social media support. All provided free of charge. As the industry evolves,so too has Midwest Tape in what we offer our libraries to better serve their patrons. Disney content—Midwest Tape has a direct studio relationship with Disney and its many affiliated studios). Our partnership with the Disney Studios has been ongoing for nearly 20 years.We feature Disney Collection support via our website or standing orders. Newly designed collections of Binge Boxes also feature Disney title collections for today's Binge- watching families. The Great Courses-are an interactive DVD series designed for the lifelong learner.Taught by professors from some of the most respected institutions in the world,these courses cover a wide range of topics, including When Everything Fails:Surviving a Disaster,America's Long Struggle Against Slavery,and The Art of Debate.With changes in lifestyle brought on by the COVID-19 pandemic this year,many people 25 Vendor Services Agreement—Exhibit A Page 35 of 60 MIDWDTTAPI ILIBRARIANSON MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services are seeking out self-improvement,self-help and other educational content,and The Great Courses are the perfect place to start!Partners of The Great Courses include companies and institutions such as National Geographic,the Mayo Clinic,and the Smithsonian,and,during the past 25 years,more than 19 million courses have been taken by individuals all over the world. Your staff can easily find all of these collections by using our SmartBrowse website technology and search'The Great Courses'as well as be provided in our customized standing order carts at no additional cost. As with other special collections,free marketing assets are available on our website's Resources Page. Physical processing services of these titles is now available bringing together the video and Course Guidebooks: 1 ' GA4&°d' �neoxi OrSf sturdy clear polypropylene case with full clear overlay T x 9.43-tall x 12-spine P3 ptastic internal rings �.... Thickness!32mm Should the library be interested in receiving a processing quote,our team can provide a no-obligation quote at anytime. Past Performance&Commitment to Excellence We are very proud to say that we have worked and built our partnership with the Fort Worth Public Library since November 2,1995. Midwest Tape would value the opportunity to continue to provide your library with DVDs and Blu-Rays for another contract term. With all required service being provided at present time,the transition time from one contract to another will be seamless. Our discounts are competitive,but it is our value-added services and programs that create unprecedented value for our customers.We would be pleased to provide this value to your Library. We look forward to an opportunity to fully explain any areas of our response,our audiovisual offering and our value-added services in depth to the library or evaluation committee. The following team stands ready to provide you support in any aspect of our response: Jeff Clark,Account Executive—jciark@midwesttape.com;800-975-2785 main office;419-346-1599 cellular 26 Vendor Services Agreement—Exhibit A Page 36 of 60 MIDUTAPE ILIBURIANS#M MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Janet Timm,Bid Specialist and Assistant to Mr.Clark—jtimm@midwesttape.com;800-875-2785 main office Myanna Evans-Allmon,Processing Coordinatorto Fort Worth Public Library—MEvans- Allmon midwesttape.com;800-875-2785 main office. 27 Vendor Services Agreement—Exhibit A Page 37 of 60 APPENDIX 2-QUALIFICATION QUESTIONNAIRE The information provided on this questionnaire and in the bid proposal will be used to evaluate your bid. Please answer each question thoroughly. Answers provided on a separate sheet shall be numbered according to the question. 1.0 VENDOR BACKGROUND Number of years in the wholesale DVD business 33 Number of years the company has been providing processing services 21 For a contract this size, how many staff would be assigned to process materials? 12 Full-Time employees-this includes account management,day-to-day customer support,value-added service support staff ana members to pnysicaiiy process tne pro uc s. 2.0 STREET-RELEASE-DATE PROGRAM Do you offer a street-release-date program?(Check one) YES NO If you checked "YES," what is the timeframe by which titles need to be ordered to ensure that the items are received on or by street date? We encourage our libraries to order at least 30 days in advance of street release. What is your average turn-around-time for processing for street date sensitive titles? 14 DAYS (Prior to release date.) 3.0 DELIVERY SERVICES Number of DVD distributors supplied 900 Number of Spanish(domestic&foreign)DVD distributers supplied 175 Cinedigm,Cinema Libre Studio,Film Ideas,Fonolibro,Multi-Cultural,Kino Video,IndiePix Films,Dino Lingo,Naxos and many more. 4.0 PHYSICAL PROCESSING What is your average number of days it takes to re-case an item? Please note that Midwest Tape receives street-dated materials at minimum 2 weeks prior to 2-5 DAYS release to ensure our libraries receive these time-sensative material in advance of street release with the notification on the invoice as to when they would be permitted to shelve the product.(*for recasing services only.)Advanced processing services(with label and RFID services)can take 5-14 days to complete and delivered up to two weeks in advance of street release. What is the average number of days for an item to be cataloged according to the specifications? 2-3 DAYS 5.0 ONLINE SERVICES Name of Vendor's database: www.midwesttape.com 28 Vendor Services Agreement—Exhibit A Page 38 of 60 Number of simultaneous users allowed:Unlimited Number of unique user logins allowed: Unlimited Trial access to database: No charge Web address:www.midwesttape.com Login March&April: mwtguest2022 Password March=WtpwZicn;April=nlXeFyzw Expiration date for trial access May 30,2022 6.0 ACCESS TO DATABASE Is your database able to provide access to real-time,in-stock information? YES V NO Please provide the link to the Firm's online database of holdings. 7.0 FREE SERVICES Describe what free services would be offered as part of this agreement to help develop an Opening Day Collection or to help refurbish an existing collection. Please review Midwest Tape's Response Document, pages 15& 16. 8.0 ORDERING SERVICES List the ways in which materials can be ordered from you. By phone(800-875-2785);fax(800-444-6645) Y Y webslte(www.midwesttape.com),mail:P.O. Box 820,Holland,Ohio 43528) Does your company currently support Polaris? Does your company support EDI ordering and invoicing with Polaris? Fully compatible with Polaris ILS for EDI ordering and invoicing support-provided at no additional cost to the Library. 9.0 REPORTING SERVICES Provide a sample order status report and list of status codes. Please review Midwest Tape's Response,page 18&Exhibit 7. Please review Midwest Tape's Response page 19 Provide a sample cancellation report and list of cancellation codes. for sample report&Exhibit 9. Reasons for cancellation: cancelled title, never released,out of print,not available 10.0 INVOICING SERVICES &customer requested cancellation-these are appropriately listed on the cancellation report. Provide a sample invoice for materials and provide a sample processing invoice. �edam6�e���o�dwwtlpm sng ndcbl.gi,g services_Please also re rm Exhlbl69&10_ Provide a sample packing slip. Please see Exhibit 11. Provide a sample packing slip and/or invoice that indicates a street-release-date. Please review Midwest Tapes Exhibit 10. 11.0 RETURNS Provide a copy of your returns policy. Please see Midwest Tape response page 22. 29 Vendor Services Agreement—Exhibit A Page 39 of 60 Please see Midwest Tape Response Provide a sample credit memo and copy of your credit memo policy. page 22 for our Returns Policy and 12.0 CUSTOMER SUPPORT Exhibit 12 for a sample Credit Memo. Primary Internal Customer Service Representative NAME:Myanna Evans-Allmon TOLL FREE NUMBER:e00-e75-2785 EMAIL ADDRESS:MEvans-Allmon@midwesttapes.com External or Field Sales Representative NAME:Jeffclark TOLL FREE NUMBER:800-875-2785 EMAIL ADDRESS:iclark@midwesttapes.com Processing Contact NAME:Myanna Evans-Allmon TOLL FREE NUMBER:e00-e75-27e5 EMAIL ADDRESS:MEvans-Allmon@midwesttapes.com 13.0 REFERENCES List at least 3 multi-library public library systems with a DVD and/or AV budget in excess of $250,000 that you have served by providing materials as well as online selection services,cataloging and processing services in the last 3 years. LIBRARY NAME Dallas Public Library LIBRARYADDRESS 1515 Young Street Dallas TX 75201 CONTACT PERSON Andrew Wright TITLE Administrator-Technical Services PHONE NUMBER 214-671-9269 EMAIL andrew.wri ht1 @dallascitylhall.com LIBRARY NAME Phoenix Public Library LIBRARYADDRESS 1221 North Central Avenue Phoenix.AZ 85004 CONTACT PERSON Hana Ka is TITLE Technical Services Manager PHONE NUMBER 602-495-5403 EMAIL hana.kapicAphoenix.gov LIBRARY NAME LIBRARY ADDRESS 2450 North Merodman Street CONTACT PERSON Deb Lambert TITLE Director Of Collection Development PHONE NUMBER 317 275-4721 EMAIL dIambert(@_indypI.orq 30 Vendor Services Agreement—Exhibit A Page 40 of 60 List 2 public libraries for which you have provided a street release date programfor DVDs and Blu-rays. LIBRARY NAME Miami-Dade Public Libra System LIBRARY ADDRESS 1011 W. Hagler Street Kamm, FL 33130 CONTACT PERSON Laura M01 ay TITLE Library Operations Manager PHONE NUMBER 305-375-5179 EMAIL mllla I and Is.or LIBRARY NAME Tampa-H illsborou h CountV Public Library LIBRARY ADDRESS 3804 South Manhattan Avenue Tama FL 33611 CONTACT PERSON Renelda Sells TITLE Manager of Library Collections PHONE NUMBER 813-204-2677 EMAIL Sells R Hillsborou hCount .or 14.0 The Firm's process on cataloging records. An explanation of our cataloging services has been outlined in our response document,pages 11&12. 15.0 The Firm's current Cataloging and Processing Services and capabilities. An explanation of our cataloging and processing services have been outlined in our response document,pages 11&13. 16.0 State the required days to catalog and process materials as well as the total turn- around-time from receipt of the purchase order through shipping. 2-5 business days for processing and cataloging services from product receiving and no more than 7 days to get to shipping. 17.0 ADDITIONAL SERVICES Describe any other library appropriate services the Vendor is offering as part of this bid that would interest the Library or that would further enhance proficiency of the Library's services. Be sure to include the cost of these services in the RFP response. Please review Midwest Tape response pages 25-27. 31 Vendor Services Agreement—Exhibit A Page 41 of 60 FORTWORTH. ADDENDUM TO REQUEST FOR PROPOSAL 22-0066 DVDs,BLU-RAY,AND RELATED SERVICES PURCHASING DIVISION ADDENDUM NO,1 DATE ISSUED:February 21,2022 Request for Proposal(RFP):22-0066 BID OPENING DATE: March 3,2022(Unchanged) RFP No.22-0066,issued February 9,2022,is hereby amended as follows: 1. References to Appendix 3 have been corrected to reflect Appendix 2,and is herby incorporated in "RFP 22-0066 Final Bid Document V2", 2. Questions and Answers document is hereby incorporated,in full text,page 2. All other terms and conditions remain unchanged. f/eaelz,-0a6s, Heather Oakes BUYER ----- ------------------------------- --------------------------- By the signature affixed below,Addendum No. 1 is hereby incorporated into and made part of the above referenced RFP. COMPANY NAME:Midwest Tape, LLC SIGNATURE: Sue Bascuk, Vice President NOTE:Company name and signature must be the same as on the original bid documents.Failure to return this form with your sealed bid may constitute grounds for rejection of your offer. RFP 22-0066 DVDs,Blu-Ray,and Related Services Addendum No.1,Page 1 of 4 32 Vendor Services Agreement—Exhibit A Page 42 of 60 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO For vendor doing business with local governmental entity This questionnaire reflects;lunges tirade to the"by N.B.27.stir Leg-Hpgl 0 Session OFFICE USE ONLY TNs ooasty nnanc is acre)Uked in ac=ow"with Chalxw t;(i.E obi Grrrommont Gxae.by a ygnaw wlN has a D siness rafa§ersfrgt as detin3d ty Seeoct I P&DOri r-at rr it a Ys�guvetrvramal argny"lfW er vend rrtrggrs regitirem"UM-*x Section t?r omfat By law fr s quesn,nnava tnt st t,a Wd wr.me iecoads admreSealor of the to="erivnental asfy W.ia•ai Bran fhe 71h business day altef Ow dole Vie vond w t>econes awste it fact tQt require fhe statement to be Mod Sec Section I?e ow a t i f oral Gmsmtm,+A Code A vgrikr commits an*Banta it the iigmior rr4r i viotatFs Seci rr t 7;r. ,Local Czxorrmsrt CL de Ar, oflorm fader the soction e a nukwm r 1 Name of vendor who has a business relationship with local governmental entity Midwest Tape, LLC 2 ❑ Chock this boa It you are filing an update loss prov foully ftYed queatlonnatre.it tie aw requires titat you ide an updated cornptared critastionrasa win ma a.-Vopreate fling authority nor iaW man rna 7th business day after tho data on which you becamo awaie tnal We_f.glrattn taloo q,Hmlicurnano was Incomploto w.inaccurate.) 3 Name of local government officer about whom the Information is being disclosed. NIA — %.ama or off,& _..� -jj Describe each employ"nt or other bushwas relationship with the local govemmeint officer,or a family member of The otter.as described by Section 176.003(al(2i(A).Also describe any family relationship with the loaei government officer. Complato subparts A and B for each omploymenl or business relationship described.Alfach additkinal pages to thds Form CIO as necessary A. Is the local government vf6cor of a family momWr of too officot recowLN of le"to rocarvo taxable mvomr, other than Lwastmom iniconta.from P9 vaMor? F7 Yes F7 No B. Is the veto&retaking of lkoiy to racerva Luable incoma,othof loan invesunont Income.from o W the daerbon of the focal gwemmorit officer or a family member of the effrcer AND the taxable income is not reeevad hem the local gwotnmonfal ontg7 vo, Ll No Ji O"cribe each employment or business relationship writ the vendor named in Section I matmains with a corporation or other business entity with respect to which the local government officer serves as an officer or director,or holds an ownership inleroat of one percent or more. N/A c ❑ ,:rock ins box,f the has gven Lie localg:,voinmoni offer of a family member of me oil<.&one op moio gifts as describod in Section 176,0401a)(2i(Hf.oxcit,ding gifts described in Sector 176.D00ia-n. t r � Sue Bascuk,Vice President 2-22-2022 rrdoing IxArwsK w, a{tarerra-en 57-; Form Paidwty Texas Lob's cnrr^rswe W&Mefr:cs stale tx.us aevsed t t,20?t RFP No.22-0066 DVDS,Blu-Rays and Related Services Page 23 of 36 33 Vendor Services Agreement—Exhibit A Page 43 of 60 DOCUMENTATION CHECKLIST "Proposer shall complete the below to aid in responsiveness* Refer to Section 33.0 for more information on the below required documents. Required Documents Document Attached? Page Number(s)of Bid Yes/No Response *Answering No to the *Bidder will need to numbe below may result in the bid each page of their being deemed non- proposal.* responsive* A completed and signed original Request for Proposals(RFP)Cover Sheet. Yes 1 Proposer's ability to meet the requirements listed in Section 16.1. Yes 2-31 A completed Qualification Questionnaire, Yes 28-31 Appendix 2. Samples of digitized processing services for the wrap around artwork to include call number Yes Pages 35-40(Exhibits 1 -6) and codabar barcode. Any and all exceptions to the RFP must be No exceptions are taken. listed on an item-by-item basis and cross- referenced.If there are no exceptions,the Firm must expressly state that no exceptions are taken. Any addendums sent out after the release of Yes,Addendum 91(3-21-2022) 32 the bid,if applicable. Conflict of Interest Questionnaire-Attachment Yes 33 A Proposed Cost Schedule Summary—Exhibit B. Separate Sealed Envelope All pricing shall be submitted in a separate seal Yes labeled"Pricing" envelope labeled"Pricing"with your proposal. A completed Document Checklist to aid in responsiveness. Yes 34 Scanned Copy of all required documents. Please note,only the items on the USB will be evaluated,therefore,all documents must be Yes uploaded to the USB. 34 Vendor Services Agreement—Exhibit A Page 44 of 60 •1 GI -ec-STBUSTERS.. 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Th9 rObat b9ldand5 h ybung bby and w1r15 it9 ft—ndq by saai n9 the tbwnspmople inorn thalr own fears and pr9lddices PG 90 min.(1999) Osmosis.Irons � , Frank is a slob who doesn't take care o1 his body.He has a InP-rate whlts-blood-call force Ih al keeps him healthy.bui Frank has caught a esly Yirus.Now lI n,up to B rogue white blood calf no a cold tablet Ig F defeat the virus and keep h1m safe.PG 95 in.(20Wt] The Swan PrlAness A princess flees her kingdom after her peyothed pays too much attention w her beauty.A YAxard tuma her Into a SWAn Ihal Can only be transiormad by mconilgrll G 89 mIn.(16941 CHILDREN DVD CHILDREN'5 ANIMATED 5 DISCS Vendor Services Agreement-Exhibit A Page 47 of 60 Exhibit 7 MIDW t tAPE P.O.BoxOhi 43 OPEN ORDERS REPORT Holland,Ohio 43528 Accoant.2000011886 gszosL)-eLV-RAY New PHONE:800-875-2785 Dace:02111rz02216.54.51 GMT LIBRARIANS# MEDIA SOURCE FAX:800-875-2785 OPEN ORDERS REPORT Page,OF 2 14BK535 AMERICAN UNDERDOG 10 27.99 279.90 BIu-ray 2022-PO-3450 02122(2022 200DOI1969 0113V2022 78205E-BLU- AY NEW 14325101 BIRDONA WRE 4 1746 fi9.96 BIu-ray 2022-PO-BUT ONORDER 200n011896 DlAW2022 (78205E)-BLU- RRY NEW 10486242 BOYZ N THE HOOD 2 10.49 20.98 DI.-rey 2022-PO.3512 ONORDER 2COD011688 0210712022 (78205E)-BLU- RAY NEW 11987223 DOC HOLLYWOOD 4 16.79 67.16 BIu-rey 2022-PO.3512 ONORDER 200DOl ISES 0210712022 AKD5E BLU- Y NE 146%%3 GAMBIT 3 2099. 62.97 Blu-ray 2022-PO-3246 ONORDER 200MIIRS 011ON2022 78205E-BLU- RAY NEW 13959526 GO-GO'S.THE 3 2099, 62.97 Blu-ray 2022-PO-3299 ON ORDER 200DOI 1688 01f1112022 (73205E)-FLU. RAYNEW 10685442 GREMLINS 3 13.99 41.97 BIu-ray 2022-PO-3351 ON ORDER 200MI 1989 OU1812022 (73205E)-BLU- RRY NEW 11869731 HEAT 4 1040 41.95 Blu-ray 2022-PO-3512 ONORDER 2COD01 IRS 02A)712022 (78205E)-BLU- RAY NEW 14700537 HOUSE OF GUCCI 1U 24.40 244.90 Blu-ray 2022-PO-3450 U2122l2U22 2000U7188S 01/3V2022 78205E-BLU- AY NEW 14TOU537 HOU5E OF GUCCI 4 24.49 97.95 Blu-ray 2022-PO-3512 022212022 200001188E 02J0712M (78205E)-BLU- RAY NEW 12575597 KING'S MAN,THE 13 2449 318.37 BIu-rey 2022-PO.3450 022212022 2COD0119BB OVM2022 (78205E)-BLU- RAY NEW 1214DY59 MOBILE SUIT GUNDAM IRON-BLOODED ORPHANS 4 48.99 195.95 BIu-ray 2022-PO.3410 ONORDER 2COD011585 OV2412022 SEASON 1 (782AVNDSEW E)-BLU- 13352199 MOBILE SUIT GUNDAM IRON-BLOODED ORPHANS 3 48.99 146.97 BIu-rey 2022-PO.3450 ONORDER 2COD011BES 01f3V2022 SEASON2 78205EE-BLU- Y N 11393146 MY OM PRIVATE IDAHO 3 27.99 03.97 BIu-rey 2022-PC.3512 ONORDER 2COD011BES 02f0712022 78205EE BLU- Y N 14768208 NEWYORKNINJA 4 24.49 97.98 BIu-ray 2022-PO-3410 ON ORDER 200D011 US DV2412022 V05N EE-BLU- PLEASE NOTE:THIS 1$NOT AN INVOICE. IF A TITLE DOES NOT HAVE A RELEASE DATE,IT IS A BACKORDER, 41 AND WILL SHIP AS SOON AS IT ARRIVES TO OUR WAREHOUSE. Vendor Services Agreement—Exhibit A Page 48 of 60 Exhibit 7 MIDW t tAPE P.O.BoxOhi 43 OPEN ORDERS REPORT Holland,Ohio 43528 Account.2000011688 gszosL)-eLV-RAY New PHONE:800-875-2785 Dace:0211r20221654.51 GMT LIBRARIANS# MEDIA SOURCE FAX:800-875-2785 OPEN ORDERS REPORT Page 2of 2 123M4 RECORD OF LODOSS WAR:OVA&CHRONICLES OF THE 4 2449 97.96 Blu-ray 2022-PC-3410 ON ORDER 200DOI 1969 01/2412022 HEROIC KNIGHT COMPLETE SERIES (78205E(-BLLL RAY NEW 10326596 SHAUN OFTHE DEAD 3 1046 31.47 El.'42022-PC-3351 ON ORDER 2000011356 01/181= (78205E)-BLU- RRY NEW 10422527 TOMBSTONE 4 10.49 41.96 Blu-rey 2022-PO.3512 ONORDER 200001166E 0210 712 0 2 2 (78205E)-BLU- RAV NEW 13482509 TOTAL RECALL 5 10.49 62.94 BIu-rey 2022-PO.3410 ONORDER 200DOl ISES 0112 412 0 2 2 78205E BLU- AV NE 1452E906 VINLAN❑SA3A COMPLETE COLLECTION 4 62.99 251.95 Blu-ley 2022-PO-3450 ONORDER 2000011EE6 0113112022 79205E-BLU- RAY NEW PLEASE NOTE:THIS 1$NOT AN INVOICE. IF A TITLE DOES NOT HAVE A RELEASE DATE,IT IS A BACKORDER, 44 AND WILL SHIP AS SOON AS IT ARRIVES TO OUR WAREHOUSE. Vendor Services Agreement—Exhibit A Page 49 of 60 Exhibit 8 MIDW t tAPE P.O.BoxOhi 820 CANCELLATION NOTICE Holland,Ohio 43528 Customer Rv(all acc PHONE:800-875-2785 punts) LIBRARIANS# MEDIA SOURCE FAX:800-875-2785 Date.02n1Y202215,40,15 GMT Date range.1211312021-02M 112022 CANCELLATION NOTICE Pagel or 1 11097323 OSNY IS74 4 468E 17996 M.-CD 2022-PO-2832 Outat Print 0210412022 14469212 DARK7AR07 2 39.9E 79.W Audiobook CD 2022-PO-2693 Out of Print 1211612021 11436567 HAGANAI.I DON'T HAVE MANY FRIENDS COMPLETE 3 34.9E 104.97 Blu-ray 2021-PC 889 Not Available 0 210 82 0 2 2 SERIES 1OD63205 JIMMY NEUTRON SEA OF TROUBLE E 6.99 55.92 DVD 2022-PO-2830 Nol Available 1 212 320 21 14733563 KICK,THE 4 1124 4490 W.-CD 2022-PO 3306 Outof Print GDNf 022 14626615 MOTOWNANTHOLOGY.THE 4 26.9E 107.96 Music CD 2022-PO-3271 Out of Print 020212022 11657D5 OUTSIDE 4 1124 4496 Music CD 2022-PC2115 Out of Print cm!7 0 2 2 Gmntl fn}al� 29 91871 The above items have been CANCELLED from your account. 43 Vendor Services Agreement—Exhibit A Page 50 of 60 Exhibit 9 "DWTT�de PHONE: 1-800-875-2785 Invoice Nc.Date; 02/11/20 II r L 99602384 INVOICE Invoice Hate: 62/11/202p FAX: 1.800.444•6645 Customer: 2oa0015476 E0IA56NRLE Terms: 30 Days Net Delivery: 6753094C P.O.s0%820•HOLLANO,OH 43528 FEDERAL IOit: 37-1499686 Customer P0; kj froZLD110 Ship Via: United Parcel Service (UPS) Page: 1 OF 1 Bill To: Ship To: Remit To: FORT WORTH PUBLIC LIBRARY FORT WORTH PUBLIC LIBRARY Midwest Tape ACQUISITIONS DEPT. ACQUISITIONS DEPT. P.O. SOX 820 500 W 3RD STREET 5DD W 3RD STREET Holland, OH 43528 FORT WORTH, TX 76102 FORT WORTH, TX 76102 USA USA oty UON Format Description D.liv—Y Stock # OCLC# Customer Itemp Retail Price Extension 10 EA ELU FROZEN 2 widescreen 2D — ❑o Not Display Above Item Until: 02/25/2020 12590174 99999999 199446 39.99 29.99 299.90 10 EA Product Sub-total: 299.90 Processing Charges 10 BLUS INPROC PLAT HLU SINGLE PROCESSING 2.30 23.00 10 DV➢SINPROCPLAT DV➢ SINGLE PROCESSING 2.30 23.00 Processing Service Sub-total: 46.00 Please pay this amount in USD: 345.90 44 Vendor Services Agreement—Exhibit A Page 51 of 60 Exhibit 10 MMIDW Ilf��� PHONE: 1-800-875-2785 Invoice No.Dat 02/02/202II L 501633670 INVOICE Invoice Date: 62/02/2022 FAX: 1.800.444•6645 Customer: 20a0CIE476 EOIA56NRLE Terms: 30 nays Net Delivery: 68505558 P.O.BB%820•HOLlAN0,OH 43528 FEDERALIOit: 37-1499686 Customer FO; kkdvd123O Ship Via: United Parcel Service (UPS) Page: 1 OF 1 Bill To: Ship To: uom;r nr-it/m... - errs rr,_. FORT WORTH PUBLIC LIBRARY FORT WORTH PUBLIC LIBRARY BeneEiciary Bank Key Bank ACQUISITIONS DEPT. ACQUISITIONS DEFT. Beneficiary Bank Routing Numher: 500 W 3RD STREET 500 W 3R➢ STREET 0410C1039 FORT WORTH, TX 76102 FORT WORTH, TX 76102 Beneficiary Account Name: Midwest Tape USA USA LLC Beneficiary Account #: 359681423026 Qty Dom Format Description Delivery Stock # OCLC# Customer Item# Retail Price Extension 23 EA FLU ENCANTO Widescreen 2D — On Not Display Above item Until: 02/08/2022 14623698 99999999 231944 39.99 29.99 689.77 23 EA Product Sub-total: 689.77 Please pay this amount in USD- 689.77 45 Vendor Services Agreement—Exhibit A Page 52 of 60 Exhibit 11 MIDW TTAPE PHONE: 1-800.875.2785 Packing Slip Ship— Tor. 2300000000115148 76 FAX: 1-800.444-6645 Delivery: E185OSSSS LI6RARIANS• MEDIA SOURCE FEDERALID#: 37-1499686 Date: 2022 kkdvdl P.0.BOX 820•HOLLAN0,ON 43528 Customer P0: kkdVd1230 Ship Via: UPS Shipment 2111171 Page: 1 of 1 IIII�IIIIIIIINIYIIIIIIII1111111111111111111111 Sold TO: FORT WORTH PUBLIC LIBRARY Ship To: FORT WORTH PUBLIC LIBRARY COMBO PACK ACCOUNT ACQUISITIONS DEPT. ACQUISITIONS DEPT. Soo W 3RD STREET S00 W 3RD STREET FORT WORTH TX 76102 FORT WORTH TX 76102 USA USA Qty UOM Format Description Stock# OCLC# ISBN# UPC# 23 EA BLU ENCANTO 2D Widescreen 14623698 99999999 786936893a30 CUST LN ITM#231944 23 EA 46 Vendor Services Agreement—Exhibit A Page 53 of 60 Exhibit 12 MIDW TTAPE FAX:NE. 1-800-876-2785 1-800-444-6645 � � LIBRARIANS01ME01A SOURCE P.O.ROX620•HOLLP10,0H4352 FEUEHALIDtf; 37-1499686 e DATE: 01/17/2022 CUSTOMER NO 2000008427 CREDIT MEMO# 93674509 REFERENCE INVOICE#; 93550265 BILL TO: SHIP TU: FORT WORTH PUBLIC LIBRARY FORT WORTH PUBLIC LIBRARY ACQUISITIONS DEPT. ACQUISITIONS DEPT. SDD W 3R➢ STREET 500 W 3RD STREET FORT WORTH TX 76102 FORT WORTH TX 76102 USA USA ftgm Material nescr' tin inn Qu l lnit Prim. Product Total Prnrmscinn MAR(, Item Tana Total Amount 1 11494876 CHARLIE BROVNIN AND BEA $749 $59.92 $000 $000 $00o $59.92 DSD FRIENDS Returning for credit under invoice#93550265 Product Sub-Total 8 EA $59.92 $0.00 $0.00 $0.00 $59.92 USD Please Deduct $59.92 use PLEASE REMIT ONE COPY OF CREDIT MEMO MTH PAYMENT PRINT DATE:01/17/2022 Page 1 / 1 [INFORMATION ONLY Vendor Services Agreement—Exhibit A Page 54 of 60 EXHIBIT B-1 PRICING INFO EXHIBIT B COST SCHEDULE SUMMARY All pricing shall be submitted in a separate seal envelope labeled"Pricing"with your proposal.Only the items below will be used to evaluate cost. Proposer shall provide cost for other items requested in the proposal on a separate document. Item Services la► Qty Unit of Firm's cost Total Cost # ll Measurement for good or D=Wc) service c 1 Digital Video Discs 36,000 Each $4.69 $168,840.00" 2 Blu-Rays 36,000 Each $5.02 $180,720.00" 3 Cataloging Titles 12,000 Each $1 zo Full MARC/pertlne $14,400.00 4 Processing of non- 60,000 Each $2.70 Combo Packs: Blu-Ray $162,000.00 and DVDs, Onetime Case—Generic Artwork 5 Processing Combo Packs: 12,000 Each $2.89 Single Blu-Ray and DVDs, $34,680.00 One time Case—Generic Artwork 6 Editing MARC Records for 12,000 Each DVDs and Blu-Rays $1zo Full MAapa­nea $14,400.00 7 Cost of Database Access 1 Each (including use) $0.00 $0.00 "See Midwest Tape supplemental Pricing document for clarification of noted Total Cost(D)and other pricing clarifications. Total Cost: $575,040.00 Discounts Only a flat discount rate will be accepted Format Discount-Given in Percent DVDs 30% Blu-Rays 25% DVD/Blu-Ray Combo Pack 25% Vendor Services Agreement-Exhibit B-1 Page 55 of 60 MIDW TTAPE LIBRARIANS MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Supplemental Pricing Information Midwest Tape respectfully requests the following outline be included in review of our Pricing Proposal. For Line Items#1&#2 our interpretation of the requirement was to provide the cost of a single disc processing service as confirmed within Addendum#1,page 2—Question 3. *Line Item#1—**Fully processed Single Disc DVD price. *Line Item#2—**Fully processed Single Disc Blu-Ray DVD price. Line Item#3—Pricing based on the outline of Cataloging requirements,our Full Level Records will be provided. These are charged on a per title basis. Please note that our Vendor Level Records(used to assist with Electronic Ordering in the Sierra ILS)are FREE. Line Item#4—Pricing is based on a Single Disc DVD Processing price moving the disc into a One-Time Case with Generic Artwork—no labeling services.(See below for more information***.) Line Item#5—pricing is based on Combo Pack(Blu-Ray and DVD combination title)price moving the discs into individual One-Time Cases with Generic Artwork—no labeling services into appropriate single disc cases.(See below for more information***.) Line Item#6—Pricing based on the outline of Cataloging requirements,our Full Level Records can be provided with Library requested,static edits. These are charged on a per title basis.Please note that our Vendor Level Records(used to assist with Electronic Ordering in the Sierra ILS are FREE. Line Item#7—Cost of our website access is free to an unlimited number of users. **Full processing services include: Digitally integrated artwork(no limited on the number of labels)—spine label,barcode,library logo,etc. Vendor-supplied 2 x 3 RFID tag with activation services Vendor-supplied disc hub label with Library name and matching barcode information Discs and artwork placed into a DVD One Time Case(Black) Additional Processing services for titles containing 2 or more discs have additional processing requirements and are charged additional fees as noted below: Double Disc DVD:$5.60 Double Disc Blu-Ray: $6.00 Multi-Disc DVD:$6.91 Multi-Disc Blu-Ray:$6.00 DVD BingeBox Full Processing Services: $6.91 1 Vendor Services Agreement-Exhibit B-1 Page 56 of 60 MIDWDTTAPI LIBRARIANS MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Supplemental Pricing Information ***Processing of Non-Combo Packs include the removal of shrink-wrap and security stickers from the studio,re-casing the disc and the title's standard artwork into the One Time Case(pricing of case varies dependent on size and standard DVD or Blu-Ray edition).This service does not provide any labels. Single Disc DVD: $2.70 Single Disc Blu-Ray: $2.89 Double Disc DVD: $3.37 Double Disc Biu-Ray: $3.61 Multi-Disc DVD: $4.47 Multi-Disc Blu-Ray: $3.38 ***Combo Pack Processing services take a title that is released containing both a Blu-Ray Disc and regular DVD disc. Processing services include the removal of shrink-wrap and security stickers from the studio,re-casing the disc and the title's standard artwork into the One Time Case(pricing of case varies dependent on size and standard DVD or Blu-Ray edition).This service does not provide any labels. Single Disc Blu-Ray processing=$2.89 Single Disc Standard DVD processing=$2.70 Additional Cataloging services—far titles the library already owns,Midwest Tape will provide the service of Item Tag linking for the cost of$0.25 per tag. This tag will reflect the added copies into the existing record,normally found within a special 900 field designated by the Library. We would value any opportunity to fully explain our goods and services pricing during the course of the RFP evaluation. Please contact our Bid/RFP Specialist,Janet Timm,for Coordination of questions and/or explanations. She can be reached at 800-875-2785 or jtimm@midwesttapes.com. Sincerely, Sue Bascule- . e President Midwest Tape,LLC—800-875-2785 sbascuk midwesttapes com 2 Vendor Services Agreement-Exhibit B-1 Page 57 of 60 EXHIBIT B-2 PRICING INFO(SUPPLEMENTAL) MIDWBTTAPE LIBRARIANS MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Supplemental Pricing Information Midwest Tape respectfully requests the following outline be included in review of our Pricing Proposal. For Line Items#1&#2 our interpretation of the requirement was to provide the cost of a single disc processing service as confirmed within Addendum#1,page 2—Question 3. *Line Item#1—**Fully processed Single Disc DVD price. *Line Item#2—**Fully processed Single Disc Blu-Ray DVD price. Line Item#3—Pricing based on the outline of Cataloging requirements,our Full Level Records will be provided. These are charged on a per title basis. Please note that our Vendor Level Records(used to assist with Electronic Ordering in the Sierra ILS)are FREE. Line Item#4—Pricing is based on a Single Disc DVD Processing price moving the disc into a One-Time Case with Generic Artwork—no labeling services.(See below for more information***.) Line Item#5—pricing is based on Combo Pack(Blu-Ray and DVD combination title)price moving the discs into individual One-Time Cases with Generic Artwork—no labeling services into appropriate single disc cases.(See below for more information***.) Line Item#6—Pricing based on the outline of Cataloging requirements,our Full Level Records can be provided with Library requested,static edits. These are charged on a per title basis.Please note that our Vendor Level Records(used to assist with Electronic Ordering in the Sierra ILS are FREE. Line Item#7—Cost of our website access is free to an unlimited number of users. **Full processing services include: Digitally integrated artwork(no limited on the number of labels)—spine label,barcode,library logo,etc. Vendor-supplied 2 x 3 RFID tag with activation services Vendor-supplied disc hub label with Library name and matching barcode information Discs and artwork placed into a DVD One Time Case(Black) Additional Processing services for titles containing 2 or more discs have additional processing requirements and are charged additional fees as noted below: Double Disc DVD:$5.60 Double Disc Blu-Ray: $6.00 Multi-Disc DVD:$6.91 Multi-Disc Blu-Ray:$6.00 DVD BingeBox Full Processing Services: $6.91 1 Vendor Services Agreement-Exhibit B-2 Page 58 of 60 MIDWDTTAPI LIBRARIANS MEDIA SOURCE RFP NO 22-0066 DVDs,Blu-Rays and Related Services Supplemental Pricing Information ***Processing of Non-Combo Packs include the removal of shrink-wrap and security stickers from the studio,re-casing the disc and the title's standard artwork into the One Time Case(pricing of case varies dependent on size and standard DVD or Blu-Ray edition).This service does not provide any labels. Single Disc DVD: $2.70 Single Disc Blu-Ray: $2.89 Double Disc DVD: $3.37 Double Disc Biu-Ray: $3.61 Multi-Disc DVD: $4.47 Multi-Disc Blu-Ray: $3.38 ***Combo Pack Processing services take a title that is released containing both a Blu-Ray Disc and regular DVD disc. Processing services include the removal of shrink-wrap and security stickers from the studio,re-casing the disc and the title's standard artwork into the One Time Case(pricing of case varies dependent on size and standard DVD or Blu-Ray edition).This service does not provide any labels. Single Disc Blu-Ray processing=$2.89 Single Disc Standard DVD processing=$2.70 Additional Cataloging services—far titles the library already owns,Midwest Tape will provide the service of Item Tag linking for the cost of$0.25 per tag. This tag will reflect the added copies into the existing record,normally found within a special 900 field designated by the Library. We would value any opportunity to fully explain our goods and services pricing during the course of the RFP evaluation. Please contact our Bid/RFP Specialist,Janet Timm,for Coordination of questions and/or explanations. She can be reached at 800-875-2785 or jtimm@midwesttapes.com. Sincerely, Sue Bascule- . e President Midwest Tape,LLC—800-875-2785 sbascuk midwesttapes com 2 Vendor Services Agreement-Exhibit B-2 Page 59 of 60 EXHIBIT C VERIFICATION OF SIGNATURE AUTHORITY MIDWEST TAPE,LLC 1417 TIMBERWOL)F'DRIVE HOLLAND,OHIO 43528 7 Vendor hereby agrees to provide City with independent audit basic financial statements, but also the fair presentation of the financial statements of individual funds. Execution of this Signature Verification Farm ("Form") hereby certifies that the following individuals and/or positions have the authority to legally bind Vendor and to execute any agreement, amendment or change order on behalf of Vendor. Such binding authority has been granted by proper order, resolution, ordinance or other authorization of Vendor. City is fully entitled to rely on the warranty and representation set forth in this Form in entering into any agreement or amendment with Vendor. Vendor will submit an updated Form within ten (10) business days if there are any changes to the signatory authority. City is entitled to rely on any current executed Form until it receives a revised Form that has been properly executed by Vendor. I. Name: Sue Bascuk Position: Vice President Signature 2. Name: Position: Signature 3. Name: Position: Signature Name: Signature of President/CEO Other Title: Date: Vendor Services Agreement-Exhibit C Page 60 of 60 5/11/22,2:53 PM M&C Review Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FOk�11 Create New From This MSC DATE: 5/10/2022 REFERENCE**M&C 22- LOG NAME: 13P22-0066 DVDS, BLU-RAY AND NO.: 0342 RELATED SERVICES CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL) Authorize Execution of a Non-Exclusive Agreements with Baker and Taylor, LLC and MidWest Tape, LLC for DVD's, Blu-Ray and Related Services in a Combined Amount Up to $750,000.00 for the First Year and Authorize Four One-Year Renewal Options for the Same Annual Amount for the Library Department RECOMMENDATION: It is recommended that the City Council authorize execution of a non-exclusive agreements with Baker and Taylor, LLC and MidWest Tape, LLC for DVD's, Blu-Ray and related services in a combined amout up to $750,000.00 for the first year and authorize four one-year renewal options for the same annual amount for the Library Department. DISCUSSION: The Library Department approached the Purchasing Division to purchase Digital Video Discs (DVDs) and Blu-rays in English and Spanish formats on an as-needed basis from multiple vendors. These Purchase Agreements will allow the Library to have DVDs and Blu-rays available for checkout on the same date as they are released to video stores and to the public, and to stock new branches that will open during the term of these Agreements. Currently, Fort Worth citizens rely on Library materials as a resource for popular pre-recorded discs, motion pictures, music videos, cartoons, television series, as well as educational and entertainment programs for adults and children. In order to procure the service, staff issued a Request for Proposal (RFP) 22-0066. The RFP consisted of detailed specifications describing provision and quality of a street release date program; ability to provide a variety of titles in the quantities needed to fulfill orders from the Fort Worth Library; provision and quality of standing order program(s). The RFP was advertised in the Fort Worth Star-Telegram on February 9, 2022, February 16, 2022 and February 23, 2022. The City received two proposals. An evaluation panel comprised of representatives of the Library and Code Compliance departments reviewed and scored the submittals using the Best Value criteria which included: (a) Extent to which the Cataloging and Processing Services meet City's needs, (b) Quality of street release program, (c) Methodology of on-line services, (d) Ability to provide a variety for both DVD's and Blu-Rays and (e) Cost of service. The individual scores were averaged for each of the criteria and the final scores are listed in the following table: Proposers Evaluation Criteria a b c d e Total Score Rank MidWest Tape, LLC 10 8.5 7.5 8.5 35 69.5 1 Baker and Taylor, LLC 10 9 10.5 7.5 0 37 2 After evaluation, the panel concluded that Baker and Taylor, LLC and MidWest Tape, LLC presented the best value to the City. Therefore, the panel recommends that Council authorize agreements with Baker and Taylor, LLC and MidWest Tape, LLC. Non-Exclusive awards are recommended to ensure the Library has the flexibility to obtain items and services at the lowest cost and availability, as well as vendor responsiveness. No guarantee was made that a specific amount of products would be purchased. Funding is budgeted in the Other Contractual Services account and the Library Books and Materials account of the Library Department's rollup within the General Fund. apps.cfwnet.org/council_packet/mc_review.asp?ID=29895&councildate=5/10/2022 1/2 5/11/22,2:53 PM M&C Review Agreement Terms: Upon City Council's approval, this agreement shall begin upon execution and expire one year from that date. Renewal Terms: The Agreement may be renewed for four one-year renewal options for the same annual amount. The renewals do not require specific City Council approval as long as sufficient funds have been appropriated. DVIN-BE: A waiver of the goal for Business Equity subcontracting requirements is approved by the DVIN- BE, in accordance with the Business Equity Ordinance, because the application of the purchase of good or services is from sources where subcontracting or supplier opportunities are negligible. Administrative Change Order: An administrative change order or increase may be made by the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the General Fund to support the approval of the above recommendation and award of the contract. Prior to any expenditure being incurred, the Library department has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year Chartfield 2 FROM Fund Department Account Project Program Activity Budget Reference# Amount ID I D t Year (Chartfield 2) Submitted for City Manager's Office by_ Reginald Zeno (8517) Manya Shorr (7707) Originating Department Head: Anthony Rousseau (8338) —g g—P Marilyn Marvin (7708) Additional Information Contact: Cynthia Garcia (8525) Heather Oakes (8354) ATTACHMENTS 1295- Baker and Taylor.pI (CFW Internal) 1295- Midwest Tape LLC.pdf (CFW Internal) 13P22-0066 DVDS BLU RAY AND RELATED SERVICES.docx (CFW Internal) 22-0066 Baker&Taylor SAM 03.29.22.pdf (CFW Internal) 22-0066 FID Table.xlsx (CFW Internal) 22-0066 Midwest Tape SAM 03.29.22.pdf (CFW Internal) MWBE Waiver.pdf (CFW Internal) apps.cfwnet.org/council_packet/mc_review.asp?ID=29895&councildate=5/10/2022 2/2