Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: May 4, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their 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 therefor; and providing an effective date (File 7673 – awarded to Baker &
Taylor, LLC, for a term ending October 31, 2024, and in the not-to-exceed amount of $1,250,000.00).
INFORMATION/BACKGROUND
This contract 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 customized MARC catalog records and holding records 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’s account with B&T allows for customized cataloging and
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) lists Baker & Taylor as an approved vendor and offers the strongest discounts
for print materials on the contract. Discounts range from 46.5% for adult and juvenile trade fiction/non-
fiction hardbound to 8% for non-trade publications. Based on a historical spend and future projections the
recommended NTE for this contract is $1,250,000.00 for a total potential three (3) year contract.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Pricing obtained through the Texas Smart Buy Program has been competitively bid and meets the statutory
requirements of Texas Local Government Code 271.102.
RECOMMENDATION
Award a contract with Baker & Taylor, LLC, for the purchase of library print materials, for a term ending
October 31, 2024, and in a not-to-exceed amount of $1,250,000.
PRINCIPAL PLACE OF BUSINESS
Baker & Taylor, LLC
Charlotte, NC
ESTIMATED SCHEDULE OF PROJECT
This State of Texas Smart Buy Program contract expires on October 31, 2024.
FISCAL INFORMATION
These items will be funded from the Library Operating, Donation, and Grant Funds. Requisitions will be
entered on an as-needed basis. The City will only pay for services rendered and is not obligated to pay the
full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: 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: Marcella Lunn at 940-349-8333.