Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: March 17, 2020
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 audiovisual 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 7309 – awarded to
Midwest Tape, LLC, in the not-to-exceed amount of $200,000).
INFORMATION /BACKGROUND
This item is for the purchase of audiovisual (AV) materials (DVDs, BLU-Rays, music CDs, and
audiobooks) for the Denton Public Library (DPL). Materials include newly published titles, 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 repackaging of material with customized graphics
including library logo and call number. Cataloging includes MARC catalog records for all titles purchased.
Midwest Tape is an established vendor with the library, and they provide the majority of AV materials
added to the Library collection. Midwest Tape provides an online acquisitions database allowing library
staff across the library system to quickly and conveniently select titles, conduct electronic ordering, and
invoicing through the Library’s integrated library software system, Sierra. Midwest Tape also provides
curated selection and recommendation lists for upcoming titles, pre-ordering to ensure titles are received
and available for checkout on publication dates and standing order plans.
The State of Texas Contract 715-M2-Publications, Audiovisual Materials, Books, and Cataloging Services
(Prepared Materials Only) received an extension September1, 2019-February 29, 2020. The contract is
anticipated to renew and include Midwest Tape as an AV 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.
RECOMMENDATION
Award a contract with Midwest Tape, LLC, for the purchase of library AV materials, in the not-to-exceed
amount of $200,000.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRINCIPAL PLACE OF BUSINESS
Midwest Tape, LLC
Holland, OH
ESTIMATED SCHEDULE OF PROJECT
This contract expires December 31, 2020.
FISCAL INFORMATION
These items will be funded from Library Administration operating account 301000.8595 and Library
Donation project accounts for grants for materials (accounts to be created as grants are awarded).
Requisition will be entered into the Purchasing software system as-needed. The budgeted amount for
these items is $200,000.
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: Mack Reinwand at 940-349-8333.