Report to: General Committee                                                          Report Date: April 8, 2009

 

 

SUBJECT:                          Award of Contract 086-R-08, Markham Public Library Material & Processing Services

PREPARED BY:               Suraj Sharma, Manager, Technical Services

                                            Tony Casale, Senior Buyer

 

 

RECOMMENDATION:

  1. THAT the report entitled “Award of Contract 086-R-08 Markham Public Library Material & Processing Services” be received;

 

  1. And That contract 086-R-08 be awarded to the highest ranked and lowest priced bidder Library Services Centre (LSC) for a period of three (3) years for the following:

 

Ø      Part A - Material & Processing Services for English & French books & kits

Ø      Part B - Talking books

Ø      Part C - English and French DVDs & Music CDs

Ø      Part E - Multilingual Print, English CD ROMs and Video Games

 

  1. And That contract 086-R-08 be awarded to the highest ranked and lowest priced bidder CVS Midwest for a period of three (3) years for the following:

 

Ø      Part D - Multilingual DVDs & Music CDs

 

  1. And That the award for June – December 2009 in the estimated amount of $946,458.00 exclusive of GST be funded from the 2009 Library Operating Budget accounts as detailed in the Financial Considerations;

 

  1. And That the award for years 2010 – 2012 be funded from the respective years operating budget accounts in the following estimated amounts, subject to Council approval of the annual operating budgets;

                                 

                                  2010 - $1,319,733.00

                                  2011 - $1,319,733.00

                                  2012 - January to May $363,710.00

 

  1. And That the Director of Administration and Operational Support at the Markham Public Library have the authority to allocate expenditures between the library material accounts (listed in financial considerations section) as long as it is within the budget limit to all accounts to adapt to publishing trends, change in material formats and community needs;

 

  1. And That Staff be authorized to amend the purchase order amounts in years   2010 – 2012 to reflect changes to the Markham Public Library operating budget accounts approved by Council during the annual budgeting process;

 

 

 

  1. And That the Chief Executive Officer of the Markham Public Library and the Manager of Purchasing be authorized to extend the contract for two (2) additional years based upon the mutual agreement of both parties and subject to Council approval of the operating budgets;

 

9.   AND THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.

 

PURPOSE:

To obtain approval to award the contract for Markham Public Library Material Processing Services for three (3) years.

 

BACKGROUND:

The Markham Public Library serves a diverse population of over 260,000 from 6 locations.  The library holdings exceeded 736,126 in 2007 with an annual circulation of 4,140,695.  Approximately 177,194 customers are currently registered with 1,882,032 visits to the library in 2007. 

 

The library provides materials in several formats which includes books, CD’s, CD Rom’s, Talking Books, DVD’s, Kits and Videogames.  In addition to English and French the library maintains materials in the following languages; Arabic, Chinese, Greek, Gujarati, Hebrew, Hindi, Italian, Korean, Punjabi, Persian, Russian, Spanish, Tagalog/ Pilipino, Tamil, & Urdu.  Additional languages will be required as the library responds to community needs.

 

The Markham Public Library has had a long-term relationship with one supplier for library materials which goes back more than twenty (20) years and ends June 30, 2009.    The relationship has been cost effective and beneficial.

 

The Markham Public Library staff have periodically conducted service and price comparisons in 1998, 2003 and 2006 and limited comparative work in 2007 and found that price strategies remained competitive.

 

This is the first time that the Markham Public Library has gone to the market for the provision of materials and processing services. The services included are selection, processing, cataloguing, invoicing and delivery of materials. The library requires Books, Console Games, Audio & Video (DVD) formats in English, French and 15 other languages. All materials are processed according to library specifications. The requirements of the library are constantly changing to meet the needs of its customers. The library developed its own system of classifying materials in 2007-08 and requires proponents to adopt this method.

BID INFORMATION

Advertised

Electronic Tendering Network

Bids closed on

Nov. 21, 2008

Number of contractors picking up bid documents

7

Number of contractors responding to bid

3

Note:  The bid validity period of ninety (90) business days after closing has been extended to June 22, 2009 to ensure price validity until award of this contract.

 

OPTIONS/ DISCUSSION:

The proposals were evaluated by an evaluation team comprising of four (4) staff members from the Markham Public Library with Purchasing staff acting as the facilitator.

 

The proposals were evaluated based on pre-established evaluation criteria as listed in the request for proposal; 15% past experience of the firm; 15% qualifications & organizational background; 40% project delivery and 30% price totaling 100%.  The detailed evaluation information is listed in the following table:

 

DETAILED EVALUATION INFORMATION:

 

Part A – English & French Books and Kits

Companies

Total Score (100%)

Ranking

Library Services Centre

90

1

CVS/Midwest Tape

No Bid

 

Whitehots Inc.

71.39

2

 

Part B – Talking Books

Companies

Total Score (100%)

Ranking

Library Services Centre

90

1

CVS/Midwest Tape

75.37

2

Whitehots Inc.

70.08

3

 

Part C – English & French DVD’s & Music CD’s

Companies

Total Score (100%)

Ranking

Library Services Centre

90

1

CVS/Midwest Tape

73.27

2

Whitehots Inc.

No Bid

 

 

Part D – Multilingual DVD’s & Music CD’s

Companies

Total Score (100%)

Ranking

Library Services Centre

76

2

CVS/Midwest Tape *

76

1

Whitehots Inc.

No Bid

 

* The CVS/Midwest Tape proposal offered a financial savings of approximately $58,000.00 versus Library Services Centre.

 

Part E – Multilingual Print, English CD Roms and Videogames

Companies

Total Score (100%)

Ranking

Library Services Centre

90

1

CVS/Midwest Tape

No Bid

 

Whitehots Inc.

No Bid

 

 

FINANCIAL CONSIDERATIONS AND TEMPLATE:

 

Below is a budget breakdown of accounts to be used for this award:

 

Note:  The remaining budget in the amount of $10,000 will be used for the purchase of other library materials (i.e. electronic resources).

 

ALIGNMENT WITH STRATEGIC PRIORITIES:

The Markham Public Library Material & Processing Program offers considerable value to the local community and the Town as a whole.  Markham’s Public Library offers a wide selection of material in many languages which continues to provide value to the community.

 

ENVIRONMENTAL CONSIDERATIONS:

Not Applicable

 

ACCESSIBILITY CONSIDERATIONS:

Not Applicable

 

ENGAGE 21ST CONSIDERATIONS:

Not Applicable

 

BUSINESS UNITS CONSULTED AND AFFECTED:

Not Applicable

 

 

RECOMMENDED BY:

 

________________________                                                ________________________

Catherine Biss,                                                                         Brenda Librecz

Chief Executive Officer   Commissioner, Community

Markham Public Library & Fire Services

 

 

ATTACHMENTS:

Not Applicable