Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement and Compliance
CFO: Antonio Puente, Jr.
DATE: November 19, 2019
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager or his designee, to execute a contract through the State of Texas Smart Buy
Program for the purchase of library print materials as awarded by State of Texas Contract Number 715-M2
Publications, Audiovisual Materials, Books, and Cataloging Services (Prepared Materials Only); providing
for the expenditure of funds therefore; and providing an effective date (File 7219 – awarded to Baker &
Taylor, LLC, in the not-to-exceed amount of $350,000).
INFORMATION /BACKGROUND
This item is for the purchase of print materials (books) for the Denton Public Library (DPL). Materials
include newly published books, replacements for dated, worn or damaged materials, materials requested by
library patrons, and materials to expand the collection diversity and topical range. Materials purchased are
also cataloged and processed for lending by the vendor before shipping. Processing may include call number
spine labels with clear protective cover, protective book covers, property stamps, or affixed barcodes with
clear protective cover. Cataloging includes MARC catalog records, holding records, and custom fields for
series, local holding data, and other catalog record modifications to meet DPL’s cataloging standards.
Baker & Taylor (B&T) is an established vendor with the library, providing the majority of print materials
added to the Library collection. The Library has 27 different location/processing accounts with B&T, which
allows for customized processing profiles for different collections (adult fiction, juvenile non-fiction, easy
readers, paperbacks, etc.) and the three different Library branch locations. B&T provides an online
acquisitions database, TitleSource360, allowing library staff across the system to conveniently select titles
and conduct electronic ordering and invoicing through the Library’s integrated library software system,
Sierra. B&T also provides helpful selection and recommendation lists for upcoming titles, pre-ordering to
ensure titles are available for checkout on publication dates, and standing order automatic shipping plans.
The State of Texas Contract 715-M2-Publications, Audiovisual Materials, Books, and Cataloging Services
(Prepared Materials Only) received an extension September 1, 2019, through February 29, 2020. The
contract is anticipated to renew and include Baker & Taylor as a print materials vendor.
Pricing obtained through State of Texas Contract 715-M2 and meets the statutory requirements of Texas
Local Government Code 271.102 for Publications, Audiovisual Materials, Books, and Cataloging Services
(Prepared Materials Only). Baker & Taylor, LLC, is an approved vendor and offers the strongest discounts
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
for print materials on the contract. Discounts range from 46.5% for adult and juvenile trade fiction/non-
fiction hardbound to 8% for mass market paperbacks, with an average discount of 31% off print materials.
RECOMMENDATION
Award a contract with Baker & Taylor, LLC, for the purchase of library print materials, in the not-to-exceed
amount of $350,000.
PRINCIPAL PLACE OF BUSINESS
Baker & Taylor, LLC
Charlotte, NC
ESTIMATED SCHEDULE OF PROJECT
This is a one (1) year contract.
FISCAL INFORMATION
These items will be funded form Library Administration operating account 301000.8595, Library Donation
account for Summer Reading Challenge books 22201.6389; and Library Donation project accounts for
grants for print materials (accounts to be created as grants are awarded). A requisition will be entered in the
Purchasing software system on October 1 in the amount of $350,000. The budgeted amount for these items
is $350,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: TXMAS Contract 715-M2 Pricing Sheet
Exhibit 3: LLC Members
Exhibit 4: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Jennifer Bekker, (940) 349-8753.
Legal point of contact: Mack Reinwand at 940-349-8333.