Exhibit 1 - Agenda Information Sheet - Amend 1City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: November 19, 2024
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract extension between the City of Denton and Baker &
Taylor, LLC through October 31, 2025, to continue the purchase of library print materials for the Denton
Public Library; and declaring an effective date (File 7673 – extending a contract with Baker & Taylor, LLC,
to October 31, 2025).
STRATEGIC PLAN ALIGNMENT
This action supports Key Focus Area: Strengthen Community and Quality of Life.
INFORMATION/BACKGROUND
The proposed 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 depth 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 (machine-readable cataloging)
standard catalog records, holding records, 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.
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-
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
fiction hardbound to 8% for mass-market paperbacks, with an average discount of 31% off of print
materials.
The State of Texas Contract 715-M2-Publications, Audiovisual Materials, Books, and Cataloging Services
(Prepared Materials Only) received an extension from November 1, 2024 to October 31, 2025. The contract
has been extended and includes Baker & Taylor as a print materials vendor.
Pricing obtained through the Texas Smart Buy Program has been competitively bid and meets the statutory
requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On May 4, 2021, City Council approved a contract with Baker and Taylor, LLC, in the not-to-exceed
amount of $1,250,000 (Ordinance 21-807).
RECOMMENDATION
Award Amendment No. 1 with Baker and Taylor, LLC to continue the purchase of library print materials
for the Denton Public Library, for a contract extension through October 31, 2025.
PRINCIPAL PLACE OF BUSINESS
Baker & Taylor, LLC
Charlotte, NC
ESTIMATED SCHEDULE OF PROJECT
The term of the Agreement is extended until October 31, 2025. This Texas Smart Buy Program contract
expires on October 31, 2025.
FISCAL INFORMATION
Print materials are funded from 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) in the total amount not to exceed
$1,250,000.00. A requisition was entered in the Purchasing software system on October 1, 2024, from the
Library Administration operating account for $116,000, and change orders up to $284,147 will be entered
for FY24/25 print material purchases. A requisition for Summer Reading Challenge books will be opened
in March 2025 for up to $7,500. Requisitions for print materials from grants will be opened upon the award
of grants.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Original Ordinance
Exhibit 3: Amendment 1 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.