The Fort Worth Library (Library) will utilize these Purchase Agreements to purchase Digital Video Discs (DVDs) and Blu-rays in English and Spanish formats on an as-needed basis from multiple vendors. These Purchase Agreements will allow the Library to have DVDs and Blu-rays available for checkout on the same date as they are released to video stores and to the public, and to stock new branches that will open during the term of these Agreements. Currently, Fort Worth citizens rely on Library materials as a resource for popular pre-recorded discs, motion pictures, music videos, cartoons, television series, as well as educational and entertainment programs for adults and children.
The Invitation to Bid (ITB) consisted of detailed specifications describing provision and quality of a street release date program; ability to provide a variety of titles in the quantities needed to fulfill orders from the Fort Worth Library; provision and quality of standing order program(s); related services (including ability to separate and repackage Blu-ray/DVD combo packs); depth of online services (including cost, ease of use, ordering, and collection development tools); reports, invoices, returns, delivery and customer support services; other vendor qualifications, vendor references, past performance; and cost. Non-Exclusive awards are recommended to ensure the Library has the flexibility to obtain items and services at the lowest cost and availability, as well as vendor responsiveness.
BID ADVERTISEMENT - This bid was advertised in the Fort Worth Star-Telegram on April 5, 2017, April 12, 2017, April 19, 2017 and April 26, 2017. Eight vendors were solicited from the purchasing database system; three responses were received.
BID TABULATION - See attached Bid Tabulation.
PRICE ANALYSIS - The unit prices for new title DVDs are approximately 3.7 percent lower and processing fees are 0.43 percent lower than the pricing on the previous Annual Agreement awarded in 2012, (M&C P-11374). Library staff reviewed the proposed pricing and certified that the prices offered are fair and reasonable based on the bids received.
M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.
AGREEMENT TERMS - Upon City Council approval, this Agreement will begin on June 21, 2017 and expire on June 20, 2018.
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager for the Purchase Agreement in an amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.
RENEWAL OPTIONS - This Agreement may be renewed for up to four additional one-year terms at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term.
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