HomeMy WebLinkAbout05.P- Library RESOLUTION (ID #2972) DOC ID: 2972 D
CITY OF SAN BERNARDINO —REQUEST FOR COUNCIL ACTION
Budget Amendment
From: Edward Erjavek M/CC Meeting Date: 04/07/2014
Prepared by: Edward Erjavek, (909) 381-
8216
Dept: Library Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing a
Budget Transfer and Issuance of a Purchase Order to Brodart Books and Library Services, Inc. to
Purchase Books in the Amount of$55,000.00. (#2972)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: «$1,716,129»
Account No. «105-470>
Account Description: <<Library Fund Appropriation
Balance as o£ «»
Balance after approval of this item: «»
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
Library staff is in the process of ordering library books. The normal funding sources has been a
$42,500 transfer out of the Library Fund 105 into the Library Facilities Fund 265 to purchase
books. Finance is recommending that a best practices approach is to leave all library
expenditures, including books in the Library Fund.
During the 2012-13 fiscal year, a fund transfer was made between these two funds of$42,500.
Only a small portion of the transfer was used leaving a fund cash balance of$38,575 in Library
Facilities Fund. Staff is requesting authorization to have these funds transferred back to the
Library Fund 105.
The FY 13-14 budget authorized another transfer of$42,500 from the Library Fund to the
Library Facilities Fund. The library staff is requesting authorization to eliminate the transfer to
the Library Facilities Fund and utilize the $42,500 in the Library Fund for book purchases.
Updated:4/1/2014 by Jolena E.Grider D PBCket Pg. 177
2972
The current FY 2013-14 budget has an expenditure authorization of$1,758,629. The request to
transfer the cash balance from the Library Facilities Fund to the Library fund would make the
total appropriation amount of$1,797,204 in fund 105.
These combined accounts would be $81,075 for library books. The library board has authorized
spending up to $55,000 of that for library books for FY 2013-14.
City Attorney Review:
Supporting Documents:
reso 2972 (PDF)
SBPL & Brodart VSA(PDF)
I BudgetPerformanceJan31_2014DiffPg (PDF)
FY 12-13 Library Budget Performance DiffPg (PDF)
Updated:4/1/2014 by Jolena E.Grider D
S.P.a
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
3 SAN BERNARDINO AUTHORIZING A BUDGET TRANSFER AND ISSUANCE OF
A PURCHASE ORDER TO BRODART BOOKS AND LIBRARY SERVICES, INC.
4 TO PURCHASE BOOKS IN THE AMOUNT OF$55,000.00.
5 WHEREAS, the Board of Trustees of the San Bernardino Public Library have
6 approved a Vendor Services Agreement between the City of San Bernardino and Brodart
7
8 Books and Library Services for the purchase of books in an amount not to exceed
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$55,000.00, a copy of which is attached hereto as Attachment "1" and incorporated by a
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10 reference as though fully set forth at length. m°
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11 —
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
12 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. That pursuant to this determination the Director of Administrative U-
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Services or his designee is authorized and directed to perform a budget transfer in the
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16 amount of$38,575.00 of Development Impact Fees in FY 2012-13 Library Facilities Fund 0)
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17 Account #265-470-0114-5123 and $42,500.00 of Development Impact Fees in FY 2013-14
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18 Library Facilities Fund Account #265-470-0114-5123, for a total of$81,075.00, to Library
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19 :..
Fund 105.
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21 SECTION 2. That pursuant to this determination the Director of Administrative a
22 Services or his designee is hereby authorized and directed to issue a Purchase Order in an
23 amount of$55,000.00 to Brodart Books and Library Services, Inc. The Purchase Order shall
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reference this Resolution and shall read, `Brodart Books and Library Services, Inc. for
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26 books for the San Bernardino Public Library."
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
1 SAN BERNARDINO AUTHORIZING A BUDGET TRANSFER AND ISSUANCE OF
2 A PURCHASE ORDER TO BRODART BOOKS AND LIBRARY SERVICES, INC.
TO PURCHASE BOOKS IN THE AMOUNT OF$55,000.00.
3
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
4 Common Council of the City of San Bernardino at a meeting thereof,
5 held on the day of ,2414, by the following vote,to wit:
6
7
Council Members Ayes Nays Abstain Absent
8
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MARQUEZ a
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10 BARRIOS m°
11 VALDIVIA
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12 SHORETT ~
13
NICKEL LL
14
JOHNSON
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16 MULVIHILL N
17 1-
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Georgeann Hanna, City Clerk a
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20 The foregoing resolution is hereby approved this day of ,2014 E
21 a
22 R. Carey Davis,Mayor
23 City of San Bernardino
24 Approved as to form:
25 Gary D. Saenz, City Attorney
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By:
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VENDOR SERVICES AGREEMENT
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This Vendor Services Agreement is entered into this of -Y !h'0 ,
2014 by and between Brodart Co.("VENDOR") and the City of Sara Bernardino Pr tic
Library("CITY"or"Library").
NVITNESSETH:
WHEREAS, the Library Board has determined that it is advantageous and in the best
interest of the Library to contract for Library Materials and Related Services ("Library
Services");and
WHEREAS,it has been determined by the Library Board that Vendor is best qualified to
provide Library Services.
WHEREAS, the City of San Bernardino is a debtor in a pending Chapter 9 bankruptcy
ease.
NOW,THEREFORE,the parties hereto agree as follows:
1. SCOPE OF SERVICES.
For the remuneration stipulated, San Bernardino hereby engages the services of
VENDOR to provide those products and services as set forth on Exhibit"A,"attached hereto and
incorporated herein. If a conflict arises between the attached Exhibit "A" and this Vendor
Services Agreement (hereinafter "Agreement"), the terms of the Agreement shall govern and
supersede Exhibit"A."
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2, COMPENSATION ARID EXPENSES.
For the services delineated above, the CITY, upon presentation of an invoice, shall pay
the VENDOR up to the amount of $55,000. No warranty is given or implied as to the total
volume that may be purchased by the library during the contract period.
No other expenditures made by VENDOR shall be reimbursed by CITY.
3. TERM,TERMINATION.
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The term of this Agreement shall be from the date the Agreement is entered into, above,
until June 30,2014.The parties may mutually agree to extend the term of the contract for up to 2
(two)additional 1 (one)year terms.
VENDOR SERVICES AORUMENT BETWEEN BRODART AND CITY OF SAN BERNARDINO
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This Agreement may be terminated at any time by thirty (30) days' written notice by
either party. The terms of this Agreement shall remain in force unless mutually amended. The
duration of this Agreement may be extended with the written consent of both parties.
4. INDEMNITY.
Vendor agrees to and shall indemnify and hold the City, its elected officials, employees,
agents or representatives, free and harmless from all claims, actions, damages and liabilities of
any kind and nature arising from bodily injury, including death, or property damage, based or
asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or
subcontractors, relating to or in any way connected with the accomplishment of the work or
performance of services under this Agreement, unless the bodily injury or property damage was
actually caused by the sole negligence of the City, its elected officials, employees, agents or
representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its
own expense, including attorney's fees, the City, its elected officials, employees, agents or
representatives from any and all legal actions based upon such actual or alleged acts or
omissions. Vendor hereby waives any and all rights to any types of express or implied
indemnity against the City, its elected officials, employees, agents or representatives, with
respect to third party claims against the Vendor relating to or in any way connected with the
accomplishment of the work or performance of services under this Agreement.
5. INSURANCE.
While not restricting or limiting the foregoing, during the term of this Agreement,
VENDOR shall maintain in effect policies of comprehensive public, general and automobile
liability insurance, in the amount of$1,000,000.00 combined single lirnit, and statutory worker's
compensation coverage, and shall file copies of said policies with the CITY's Risk Manager
prior to undertaking any work under this Agreement. CITY shall be set forth as an additional
named insured in each policy of insurance provided hereunder. The Certificate of Insurance
furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any
change in or termination of the policy. i
b. NON-DISCRLMINA,riON.
In the performance of this Agreement and in the hiring and recruitment of employees,
VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
discrimination in employment of persons because of their race, religion, color, national origin,
ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or
sexual orientation,or any other status protected by law.
7. INDEPENDENT CONTRACTOR.
VENDOR shall perform work tasks provided by this Agreement, but for all intents and
purposes VENDOR shall be an independent contractor and not an agent or employee of the
CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of
Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
Compensation, and other payroll deductions for VENDOR and its officers, agents, and
VENDOR SERVICES AGREEMENT BE•TWF,F,N BRODART AND CITY OF SAN BERNARDINO
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employees, and.all business license, if any are required, in connection with the services to be
performed hereunder.
8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS.
VENDOR wan-ants that it possesses or shall obtain, and maintain a business registration
certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits,
qualifications, insurance and approval of whatever nature that are legally required of VENDOR
to practice its business or profession.
9. NOTICES.
Any notice required or permitted by this Agreement shall be made in writing and shall be
deemed to have been sufficiently given for all purposes if sent by certified mail or registered
mail, postage and fees prepaid, addressed to the party to whom such notice is to be given at the
address set forth on the first page of- this Agreement, or at such other address as has been
previously furnished in writing to the other party or parties. Such notice shall be deemed given
when deposited in the United States mail.
10. ATTORNEYS'FEES
In the event that litigation is brought by any party in connection with this Agreement, the
prevailing party shall be entitled to recover from the opposing party all costs and expenses,
including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its
rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions
hereof. The costs, salary and expenses of the City Attorney and members of his office in
enforcing this Agreement on behal f of the CTl'Y shall be considered as "attorneys' fees"for the
purposes of this paragraph.
11. ASSIGNMENT.
VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or
encumber all or any part of the VENDOR's interest in this Agreement without CITY'S prior
written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void
and shall constitute a breach of this Agreement and cause for the termination of this Agreement.
Regardless of CITY's consent, no subletting or assignment shall release VENDOR of
VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder
for the term of this Agreement.
12. VEP4JE.
The parties hereto agree that all actions or proceedings arising in-connection with this
Agreement shall be tried and litigated either in the State courts located in the County of San
Bernardino, State of California or the U.S. District Court for the Cent-rat District of California,
Riverside Division. The aforementioned choice of venue is intended by the parties to be
mandatory and not permissive in nature.
VENDOR SERV ICES AGREEMENT BETWEPN BRODART AND crry OF SAN BF.RNARDINO
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13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
14. SUCCESSORS AND ASSIGNS.
This Agreement shall be binding on and inure to the benefit of the parties to this
Agreement and their respective heirs,representatives,successors,and assigns.
15. HEADINGS.
The subject headings of the sections of this Agreement axe included for the purposes of
convenience only and shall not affect the construction or the interpretation of any of its
provisions.
lb. SEVERABILITY.
If any provision of this Agreement is determined by a court of competent jurisdiction to
be invalid or unenforceable for any reason, such determination shall not affect the validity or
enforceability of the remaining terms and provisions hereof or of the offending provision in any
other circumstance, and the remaining provisions of this Agreement shall remain in full force
and effect.
17. REMEDIES; WAIVER.
All remedies available to either party for one or more breaches by the other party are and
shall be deemed cumulative and may be exercised separately or concurrently without waiver of
any other remedies. The failure of either party to act in the event of a breach of this Agreement
by the other shall not be deemed a waiver of such breach or a waiver of future breaches,unless
such waiver shall be in writing and signed by the party against whom enforcement is sought.
18. ENTIRE AGREEMENT;MODIFICATION.
This Agreement constitutes the entire agreement and the understanding between the
parties, and supersedes any prior agreements and understandings relating to the subject matter of
this Agreement. This Agreement may be modified or amended only by a written instrument
executed by all parties to this Agreement.
14. ASSUMPTION.
The execution and performance of Agreement does not constitute and shall not be
deemed to constitute an assumption or rejection of the Previous Agreement by City under 11
U.S.C.365.
20 REJECTION
City may assume or reject the Previous Agreement at any time prior to or in connection
with confirmation of a plan of adjustment in CITY's chapter 9 bankruptcy case.
VEN.`DOR SERVICES AGREEIviF.NT BETWEEN BRODART AND CITY OF SAN BERNARDINO
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21. PRE-PETITION OBLIGATIONS
No payments made under this Agreement shall constitute, or be applied by Vendor to
payment on account of any prepetition obligations of City to Vendor, and payment of any
prepetition obligations owing to Vendor by City shall be addressed in connection to an
assumption of the Previous Agreement or confirmation of a plan of adjustment.
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
and date set forth below.
Dated:e6, q ,2014 VENDOR.
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By: ll� GLc
Its:
Dated ' 2014 CITY OF SAN BERNARDINO PUBLIC LIBRARY
4 Y
Ed Erjavek
Approved as to Form:
GARY D.SAENZ,City Attorney
VENDOR SERVICES AGREEMENT BETWEEN BRODART AND CITY OF SAN BERNARDINO
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Brodart Books&Library Services
It 500 Arch Street,Williamsport, PA 17701
1. A P:570.3262461 F:570-651-1639
www.brodartbooks.com
January 23, 2014
City of San Bernardino
300 North"D" Street
4t'Floor
San Bernardino, CA 92418
RE: Request for Proposal,Library Materials and Related Services
DUE: January 27, 2014 @ 3:00 p.m.
Dear Sir or Madam: M
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Brodart is pleased to provide this document in response to the City of San Bernardino's invitation to bid for '
library materials and related services through June 30, 2014 with the option to renew the contract for up to c
two additional one-year periods. o
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We have read and have a full understanding of San Bernardino Public Library's (SBPL)requirements.
Brodart's proposal offers a comprehensive plan to meet SBPL's needs for a vendor to provide library n
materials, including processing and catalog record services for print materials.
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Brodart is the premier supplier of circulation-ready materials to libraries.A full-service library company since =
1939, we deliver carefully selected, cataloged, and processed titles.Today, Brodart offers state-of-the-art
online tools, bibliographic services, and consulting exclusively to libraries. Our customers select from over U,
four million items. Please see Attachment A for a description of the products and services Brodart offers. L
Our distribution facility manages over 265 thousand titles and five million volumes annually, and deals with J
more than 45 thousand publishers. Brodart's inventory and purchasing profiles are based on the library ti
market. We do not supply books to the retail market. Additionally, Brodart's single inventory location in
Williamsport, Pa. enables us to fill orders quickly and efficiently. Our first pick percentage and total order a
fulfillment are among the highest in the industry. N
For questions about our products and services, please contact your Brodart Sales Representative, Kris
Anderson, by calling 800.233.8467, ext.6379 or e-mailing Kris.Anderson @brodart.com. Questions related o
to our bid response or notification of award should be directed to Tara Miller at 800.233.8467, ext. 6233 or m`
bookbids @brodart.com. ,B
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Should Brodart be awarded this contract, we will assign a Customer Care Associate to handle your account. m
This individual will be your library's internal contact at Brodart, available at your convenience via e-mail or by m
calling 800.474.9802.
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We value our relationship with SBPL and look forward to continuing this partnership. We are confident that, if 0
awarded this contract, we can help you achieve your library's goals. 2
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We appreciate this opportunity to submit our proposal for your consideration and request an official
tabulation of competitive bidding.
Sincerely,
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Director, Customer Care
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cc: Kris Anderson, Sales Representative
Packet Pg. 187
City of San Bernardino, Finance Department
Purchasing Division
Proposal Documents to Be Returned
RFP F-14-17
Library Materials and Related Services
dCopy of Contractor License 111 Proposal Content and Forms, General Specification#35, Instructions to
Offeror(s)/Proposers d
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Proposers Experience, Competency, Qualification and Profile (Vendor �
Document) 11'Proposal/Proposal Content Forms O.
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Non-Collusion Affidavit(City Form) Instructions to Offeror(s)/Proposers m
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Instructions to Proposers,III Proposal Content and Forms ~
Price Form (City Form)
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dAuthorized Signatures Instructions to Proposers ti
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Proposer Identification "'Proposal content and Forms
111 Proposal Content and Forms
Addendum Received o
120 Day Proposal Validity Statement III Proposal Content and Forms
Authorized Signatures III Proposal Content and Forms �
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LJ References III Proposal Content and Forms m
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NT, Proper Identification and Submittal of Proposal Package, and Price Form Instructions J
to Proposers m
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Offeror(s) are requested to submit this checklist completed with all Proposal documents This
list may not be Inclusive of all documents needed to submit your RFP Please refer to Q
entire packet for additional documents
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application
Thank you! Your new business license request has been received.
City personnel will contact you within the next 2-4 weeks with instruction on how to proceed.
Please print a copy of this page for your records.
To protect your information from unauthorized viewing, be sure to close your browser.
Group Field Value Required Description
1 Executed Date 2014/01/21 Always Date you are applying on.
Setter of books, school 8t office supplies
Business Specific description on the
1 Description and school, office ft library furniture No business.
manufacturer
1 Business Name Brodart Co. Always Business's name
1 Address 500 Arch Street Always Business's street address a
1 City Witliamsport Always City the business is in o
1 State PA Always Postal abbreviation of the m°
state the business is in i
1 Zip Code -17701- Always Zip code the business is in N
1 Mailing Address 500 Arch Street No Business's mailing address L
1 Mailing City Williamsport No Business's maiting city ~
1 Mailing State PA No Business's mailing state 3
1 Mailing Zip 17701- No Business's mailing zip code
Please specify the business
0 Organization P Always type (i.e. LLC, Corporation,
Type Trust)
Federal Employer o
Identification Number or
1 FEIN 23-2248758 No State Emptoyer Identification
Number >
1 Contractor No Contractor's license number
License Number
Contractor m
1 '
Class No Contractors expiration date 06
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1 State Sates Tax 100-127418 No State sales tax number
Number
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Home Based Check if your business is
1 Business 0 No home based
1 Date Started 01/27/2014 Always Date the business was started
Application Date the application was a
1 Date 2014/01/21 N0 submitted
1 Number of No Number of employees
Employees
1.1 Name 1 Nubro, Inc. Always Name of the first partner or corp. officer
1.1 Title 1 General Title of the first partner or Partner Always corp. officer
I Address 1 500 Arch Street Always Address of the first partner
or corp. officer
1.1 City1 Wiltiamsport Always City of the first partner or
corp, officer
Packet P4. 189
I State 1 PA Always State of the first partner or
Corp. officer
Zip of the first first partner
1.1 Zip 1 17701- Always or Corp. officer
California No Drivers License ID of the
1.1
Drivers License person submitting the
application
Social Security Social Security Number of the
1.1 Number No person submitting the
application
1.1.1 Phone 1 570-326-2461 If Record
Phone number of the first
partner or Corp. officer. M
1 1 2 Emergency 570-326-2461 Always Home phone number
Phone Number a
Phone number of the o
1.1.3 Business Phone 570-326-2461 Always business °
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1.1.4 E-mail Address mark.kranz@brodart.com No Business a-mail address
Name of the second partner
1.2 Name 2 Brojo, A Limited Partnership NO or Corp. officer i
Title of the second partner or
1.2 Title 2 General Partner No Corp. officer ;
U.
1.2 Address 2 500 Arch Street No Address of the second ,
partner or Corp. officer L
City of the second partner or
2 City 2 Williamsport No Corp. officer
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State of the second partner a
1.2 State 2 PA N° or Corp. officer N
Zip of the second partner or CO
1.2 Zip 2 17701- No Corp. officer
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1.2.1 Phone 2 570-326-2461 IfRecord
Phone number of the second M
partner or Corp. officer. m
Name of the third partner or 06
1.3 Name 3 No Corp. officer a
Title of the third partner or
1.3 Title 3 NO Corp. officer
Address of the third partner
1.3 Address 3 No or Corp. officer
City of the third partner or
1.3 City 3 No Corp. officer a
1.3 State 3 No State of the third partner or
Corp. officer
State of the third partner or
1.3 Zip 3 N0 Corp. officer
Phone number of the third
1.3.1 Phone 3 Record Phone
or Corp. officer
4 Emergency n/a No Name of the emergency
Contact contact
..5 Landlord. Name No Landlord's name
1.5 Landlord No Landlord's address
Address
Packet Pg. 1901
1.5 Landlord City No Landlord's city
.5 Landlord State No Landlord's state
1.5 Landlord Zip No Landlord's zip
1.6 Executed By Richard Dill Always Name of the person
,submitting the application
1.6 Executed By Siff No Title of the person
Title submitting the application
1.7 Square Footage No Square Footage
1.8 Business No Business Operations
Operations
1.9 Business Type No Business Type N
1.10 Prior Use No Previous use of site
1.11 Alcoholic Proposed sale of alcoholic
Beverages No beverages Y
1 12 Title Executed By; Richard Dill, Vice-President Always Executed By and Title m
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A. PROPOSAL FORMAT AND CONTENT
1. Presentation
Proposals should not include any unnecessarily elaborate or promotional material. Information
should be presented in the order in which it is requested. Lengthy narrative is discouraged,
and presentations should be brief and concise. Proposals shall contain the following:
a. Identification of Proposer, including name, address and telephone;
Brodart Co.
500 Arch Street
Williamsport, PA 17701
800.233.8467
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b. Proposed working relationship between Proposer and subcontractors, if applicable;
Brodart Co. does not use subcontractors to fulfill orders we receive. It is our normal business a
practice to perform the elements of the contract with our own work force without the use of Y
subcontractors °
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c. Acknowledgment of receipt of all RFP addenda, if any; w
We have acknowledged Addendum 1 on the appropriate RFP form.
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d. Name, title, address and telephone number of contact person during period of Proposal
evaluation;
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Tara Miller, Bid Supervisor
Brodart Co.
500 Arch Street J
Williamsport, PA 17701 N
800.233.8467
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e. A statement to the effect that the Proposal shall remain valid for a period of not less than
120 days from the date of submittal; and >
Brodart's proposal will remain valid for a period of 120 days from the date of submittal. °
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f. Signature of a person authorized to bind Proposer to the terms of the Proposal. Proposer a
may also propose enhancement or procedural or technical innovations to the Technical m
Specifications which do not materially deviate from the objectives or required content of the
project.
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Brodart has complied with this requirement.
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2. Exceptions/Deviations a
State any exceptions to or deviations from the requirements of this RFP, stating "technical"
exceptions on the Technical Specifications form, and "contractual" exceptions on a separate
sheet of paper. Where Proposer wishes to propose alternative approaches to meeting the
City's technical or contractual requirements, these should be thoroughly explained.
3. Qualifications, Related Experience and References of Proposer
This section of the Proposal should establish the ability of Proposer to satisfactorily perform
the required work by reasons of experience in performing work of a similar nature;
demonstrated competence in the services to be provided; strength and stability of the firm;
2 Brodart Co., Books& Lib
Packet Pg. 192
S.P.b
staffing capability; work load; record of meeting schedules on similar projects; and supportive
client reference.
Proposer shall:
a. Provide a brief profile of the firm, including the types of services offered; the year founded;
form of the organization (corporation, partnership, sole proprietorship); number, size and
location of offices; number of employees;
Brodart prides itself on providing innovative solutions to the library marketplace. Since 1939
libraries have been able to turn to Brodart for everything from shelf-ready books to electronic
ordering systems, high quality furniture, and supplies. From humble beginnings, Brodart has grown
to become an international company,serving libraries from the Northwest Territories to the Pacific
Rim. Brodart truly has evolved into a full-service library supply company.
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Brodart Books &Library Services is a division of Brodart Co. Brodart Co. is a general partnership, 2-
organized in the State of New York,which has two partners, one is itself a limited partnership (Brojo)
and the other is a corporation (Nubro, Inc.) Both are predominantly owned by individuals in Brodart a
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management. Nubro Inc. is the managing general partner of Brodart Co. Our company has been in o
the library business for seventy-five years and has grown to be a strong,financially stable m
organization. Our warehouse and corporate offices are located at 500 Arch Street, Williamsport, PA
17701. All materials are cataloged, processed and shipped from this location,
c
Brodart is a custom er-centr'sc company that employs state-of-the-art technology to engineer the �
technological platform used to support the library community, both in online ordering tools and
interfacing with integrated library systems.. Brodart utilizes enterprise-class business applications
such as Oracle E-Business suite integrated with fully redundant and scalable clustered database "-
systems. Brodart has invested in state-of-the-art Intrusion Prevention (IPS) and Security Information
Management Systems (SIMS) as well as developed a comprehensive and aggressive network
security policy framework.
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Brodart currently employs approximately 650 individuals and we offer a dedicated team of customer
care associates, account managers, project managers, information technology, collection
development,cataloging and acquisitions specialists who provide top-quality customer support.
They are experts in their fields and in serving large and small public libraries across the country. >
Brodart's long and successful history has built countless partnerships with libraries and enabled us t
to provide the most experienced workforce in the industry. We welcome the opportunity to forma o
partnership with the City of San Bernardino. L
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b. Describe the firm's experience in performing work of a similar nature to that solicited in this a
RFP:
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While one of the world's largest suppliers of books to libraries,we also offer the library marketplace
a wide range of products and services.Our core services include customized cataloging, specialty E
physical processing, collection development tools, electronic ordering and book fulfillment. A true
library services company, Brodart's primary business focus is libraries,serving schools, public
systems, universities, and the federal government. We do not supply books and materials to the a
retail market.
Since 1987, Brodart has provided many public libraries with specialized Collection Development
Services for both ongoing and opening day collection needs. Many of our Collection Development
Services such as: TIPS®(profiled selection lists), FASTips®(standing orders), Collection Builder®
(customized selection lists)and vendor selection services are industry leaders. Our online
collection development and ordering tool, Bibz, is available to all customers. Bibz was designed by
librarians for librarians and offers flexibility in searching,selection, list building and ordering.
We offer a number of methods for submitting orders (phone,fax, e-mail, electronically, etc.) and
provide various reports for tracking the status of orders. Our system of interfaces seamlessly
connects with all major integrated library systems for all your collection development, acquisitions,
3 Brodart Co., Books & Lib
Packet Pg. 193
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cataloging and item record requirements. Our policy is to catalog, process and ship books
immediately upon receipt from the publisher. Our delivery, backorder, and cancellation schedules
can be customized to accommodate each library's specifications.
Brodart provides a comprehensive range of library books to meet the City of San Bernardino's
needs. Our inventory includes new releases and retrospective titles for adult and children, research
and technical materials, large print and small press titles. Because we have all our resources
centralized in one location we can efficiently and effectively process,fill and ship orders. Our state-
of-the-art fulfillment system ensures rapid turnaround time for all back-ordered titles.
Our Williamsport, Pennsylvania facilities annually manage over 265 thousand titles representing in
excess of five million volumes. Meeting the ever expanding needs of the 21st century library is a
challenge we take very seriously. As a result,we have established, and continue to develop,
business relationships with more than 45 thousand publishers, including small and academic
presses. To meet the diverse needs of today's multicultural society we currently offer approximately
70 thousand Spanish-language titles from more than 11 hundred publishers, both domestic and off-
shore.
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You may choose any combination of Brodart's high-quality cataloging and processing options to 0
ensure you receive shelf-ready books designed to meet your library's needs. We specialize in m
serving all of your cataloging and processing needs from the basics to the most complex
customized specifications. Brodart introduced commercial cataloging and processing services for
libraries in 1958, branching into Compleat Book-Sery®,our premier cataloging and processing
service, in 1985. In 2010, Brodart launched Flex services, offering a completely new level of local
choice for shelf-ready cataloging and processing. We have designed Flex to include the most
streamlined and versatile services available in the library industry today. Our Flex service combines
the benefits of book-in-hand cataloging with the simplicity and speed of an automated process. "-
We are confident that, if awarded this contract,we can help you achieve your library's goals. Please
see the attached for more information on our ability to perform the work solicited in this RFP. We
have responded to your Scope of Service and the questions on your Price Form on the following
pages.
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c. Provide, as a minimum, three (3) references as related to experience; reference shall a
include the name, title, address and telephone number of the person(s) a the client >
organization who is most knowledgeable about the work performed.
0
Huntington Beach Public Library m`
7111 Talbert Avenue 06
Huntington Beach, CA 92648 -'
a.
Stephanie Beverage, Library Director
Stephanie.Beverage a surfcity-hb.org
714.960.8835 c
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Palm Springs Public Library
300 S. Sunrise Way
Palm Springs, CA 92262
Jeannie Kays
Director of Library Services
Jeannie.Kays(d.)palmspringsca.gov
760.322.8375
Rancho Cucamonga Public Library
12505 Cultural Center Drive
Rancho Cucamonga, CA 91739
i Robert Karatsu, Director
Robert.Karats u(a)cityofrc.us
909.477.2720
4 Brodart Co., Books & Lib
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TECHNICAL SPECIFICATIONS
RFPF-14-17
Library Materials and Related Services
A. SCOPE OF SERVICE,
The City of San Bernardino Public Library is seeking a qualified Service Provider to provide
library books and materials and related services for the Central Library and three local
branches. Among the books the library is interested in but not limited to are adult (non-fiction
and fiction including mystery and science fiction); Large Print; young adult including graphic
novels; children's including picture books, board books and easy readers; Spanish adult and
children's and spoken word CDs as well as cataloging and full processing of these materials.
In addition, the library requires the Service Provider to have the ability to provide selection lists
and other collection development products and/or services.
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The library has projected expenditures for materials, processing, and cataloging and other o
services up to $55,000 in FY 2013-14. Materials may be selected for a Central Library and m°
three small branches. No warranty is given or implied as to the total volume that may be
purchased by the library during the contract period. The City of San Bernardino reserves the N
right at its own discretion to award separate contracts for the scope of service described in the
previous paragraph. L
The contract shall be effective January 2014 and terminate on June 30, 2014. The City of San
Bernardino will have the option to renew the contract for up to two (2) additional one (1) year
periods.
Brodart can comply with these requirements. N
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B. CATALOGING AND PROCESSING N
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1. Service Provider shall provide a full Machine-Readable Cataloging (MARC)record via File
Transfer Protocol (FTP) or preferably email. The City of San Bernardino uses the Spamhouse
Project Block List (SPBL) for spamfiltering. The library's Integrated Library System (iLS) is m
The Library Corporation's (TLC) Library. Solution for circulation, cataloging and publicaccess 06
catalog functions. On-order records that can be downloaded will be required. The City of San ii
Bernardino asks are MARC records freely available that the library may utilize to catalog m
donations?
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Yes, brief"on order"MARC records are available via Bibz.com free of charge. E
2. Please provide a fee for a MARC record. a
SBPL currently receives Flex cataloging and processing services from Brodart. The fee for a full
MARC record has been included in SBPL's bundled C&P price provided in Attachment B.
3. The City of San Bernardino requires completed processing with all standard elements.
A variety of cataloging and processing options are available through Brodart. Pricing is available
upon receipt of specifications. Please contact your Sales Representative, Kris Anderson,for more
information.
Brodart is currently providing Flex cataloging and processing services for S
BPL s print material
according to specifications previously provided. If additional processing is needed, Brodart will
6 Brodart Co., Books& Lib packet Pg. 195
review requirements for a possible price adjustment. Please see Attachment B for a description on
processing currently provided along with the applicable pricing.
C. SELECTION
1. Service Providers are to provide their standard discount by formats.
Please see Attachment B for the list of discounts Brodart is offering SBPL.
2. Service Providers will provide San Bernardino Public Library (SBPL) with assistance by
generating customized selection lists based on profiles provided by the library. These lists
must meet all needs for ongoing selection. Please describe forms of selection assistance you
are able to provide, including enhanced services such as vendor selection and any related
fees.
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Please see Attachment A, Collection Development,for a description of selection assistance services
available. Applicable charges have been included in Attachment B, Cost and Price Form. m
3. Service Provider shall operate a website or comparable resource that provides the library
with the ability to view product information, select and order new materials and review
citations from professional magazines. The website or comparable resource shall provide the
library with the ability to create multi-user"shopping carts" or similar"collections" which serve
as a way for the Library to select titles and save those titles in lists on the vendor's website or ,L
other resource. Access to the vendor's website should be at no charge to the City of San
Bernardino.
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Bibz is Brodart's online collection development and ordering tool available to all customers free of N
charge. Please see responses to Price Form and Attachment A for a full description of Bibz.com.
CD
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4. Vendors are to quote discounts from publishers' current list price. Vendors are to provide N
their standard discount by formats. >
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Please see Attachment B for the list of discounts from publisher's list price Brodart is offering o
SBPL. m a
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D. ORDERING a.
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1. The City of San Bernardino should not be subject to any minimum order requirements.
There is no minimum order requirement.
2. Do you have an online ordering system? If so please describe. Also include any applicable a
access fees. Access to the online ordering system should be at no charge to the City of San
Bernardino.
Bibz is Brodart's online collection development and ordering tool available to all customers free of
charge. Please see responses to Price Form and Attachment A for a full description of Bibz.com.
E. INVOICING REQUIREMENTS
1. Invoices shall include standard information for each item:
2. Terms shall be no less than 30 days.
3. Cataloging and Processing shall appear as a separate line item on the invoice.
4 . Please include a sample invoice with your response.
6 Brodart Co., Books&Li
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_.._ � .. .__.__._..�.__..Y -i.®..r+ .rY�Mi14FFYlIIIIYFPWlAfl10 `._.'�'.•_....
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1.--4. Brodart's invoices are available in duplicate and include the title, author, ISBN, publisher,
published date, quantity, list price,discount, unit price, and extended price, as well as your
purchase order number. Cataloging and processing charges can be either billed on a separate
invoice or listed on an item invoice as a separate line item. Invoices are available in paper or
electronically via e-mail or FTP. EDI formatted invoices are available for orders sent to Brodart in an
EDI formatted purchase order transaction. Our payment terms are net 30 days from the date of the
invoice.
Please see Attachment C for a sample invoice.
F. CANCELLATIONS
1. Vendor will ship backorders as available until a 90-day cancellation period has expired.
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Brodart's delivery, backorder, and cancellation schedules are very flexible and can be customized to
accommodate your library's specifications. 3
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2. Items that have canceled should be reported on weekly or monthly cancellation notice. °
An items not received after a 90 day °
Any � y period will be cancelled and reported on monthly cancellation m
notices.
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G. SHIPPING & DELIVERY
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1. A packing slip shall be sent with each order and include the following;
- Purchase Order Number =
- Quantity
- Title
-Author
- Unit Price
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2. The carton containing the packing slip shall be marked 'packing slip enclosed' or similar N
wording. Please include a sample packing slip with your response. a
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3. Shipments with multiple cartons should be clearly labeled so that the library can discern a
total shipment (i.e. 1 of 6, 2 of 6, etc.).
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1.--3. Brodart's packing slip,which includes the title,author, ISBN, quantity shipped, customer xs
purchase order, and list price of each item, is packed in the last carton of every shipment.The J
carton indicates that a packing slip is enclosed. This packing document shows a control number, m
which can be matched with a corresponding invoice.
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4. Materials will be packed adequately to prevent damage in transit. E
Brodart's boxes are made of heavy corrugated cardboard and are extremely durable. We take U
special care when packing your order. Larger items are packed first,then smaller ones, packed .2
spine-to-spine to prevent damage. The number of items,their thickness, and weight determine the <
size of the box used for packaging. Boxes are filled with thin newspaper-type brown paper.
Shipping labels are covered with clear plastic tape and are applied to the top of every box. Boxes
are sealed with tape that is constructed of paper,string, and glue. Boxes within a shipment are
numbered (i.e. 1 of 6, 2 of 6, etc.) and indicated on the top of each box.
5. Shipments will be delivered inside the main branch at a location designated by the library.
Brodart will have shipments delivered inside the main branch as designated by the library.
6. Explain how orders are shipped.
Brodart's single inventory location in Williamsport, Pa. enables us to fill orders quickly and
efficiently. Shipments are sent via best method (common carrier, LISPS, or UPS Ground) F.O.B.
destination from our warehouse to your main library
7 Brodart Co., Books & Lib packet Pg. 197
7. What are your shipping charges?
Shipments will be made by best means(LISPS,Common Carrier or UPS Ground)and designated for
inside delivery to your main library_ The freight charge is calculated on the item total($2.00
minimum per invoice)and will appear as a separate line item on the invoice.
K RETURNS
1. Vendor must state their full returns policy.
Please see Attachment A for Brodart's full return policy.
2. Vendor must accept publisher defective or damaged books and issue a full d
credit or a no-charge replacement.
Any item received damaged, defective, or not as ordered (wrong title supplied,short shipment, etc.) L
will be replaced or a credit will be issued.
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3. Are there any restocking fees? o
A 15% handling fee may be applied for unauthorized returns to cover the cost of receiving and 0°
returning the material to inventory. L
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L REFERENCES P
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Please provide three (3) references for which you have provided similar services in Southern u
California, especially San Bernardino and Riverside Counties. Include library and library staff
contact information. L
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Huntington Beach Public Library N
7111 Talbert Avenue
am
Huntington Beach, CA 92648
Stephanie Beverage, Library Director Q
Stephanie_Beverage(a)surfcity-hb.org j
714.960.8835
Palm Springs Public Library m
300 S. Sunrise Way
Palm Springs, CA 92262
Jeannie Kays a
Director of Library Services Cn
Jeannie.Kays(a)-palmspringsca.gov
760.322.8375
Rancho Cucamonga Public Library
12505 Cultural Center Drive Q
Rancho Cucamonga, CA 91739
Robert Karatsu, Director
Robert.Karatsu @cityofrc.us
909.477.2720
8 Brodart Co., Books&Lib
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PRICE FORM
REQUEST FOR PROPOSAL RFP F-14-17
DESCRIPTION OF RFP: Library Materials and Related Services
COMPANY NAME/ADDRESS: Brodart Co.
500 Arch Street
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Williamsport,PA 17701
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NAME OF AUTHORIZED a
REPRESENTATIVE: Lisa Miosi o
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TELEPHONE NO. 800.233.8467
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FAX NO. 570.651.I639
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Please attach a standardized fee schedule for all applicable and proposed services in LL
conjunction with the purchase of library materials and other related services.
Library Materials and Related Services N
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Your proposal must include answers to the questions below. Answers must correspond y
numerically to the questions. Any vendor who fails to answer any/all questions may be N
disqualified. >
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1. How many titles do you carry? Do you offer audio books on CD? m
We provide a comprehensive range of library books to meet your library's needs 06
Brodart manages over 265 thousand titles and five million volumes annually. °'
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Yes,Brodart offers audio books on CD.
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2. Do you offer material in languages other than English? Do you offer materials in E
Spanish for children, teens and adults? To meet the diverse needs of today's 0
multicultural society we currently offer approximately 70 thousand S anish-lan ua e r
titles from more than 11 hundred publishers,both domestic and off-shore._ Q
3. Where are your warehouses located? If an item is "in stock", what would be the
turnaround time?
Our warehouse and corporate offices are located at 500 Arch Street, Williamsport,PA
17701. All materials are cataloged,processed and shipped from this location,_
Brodart will make the initial shipment of material from inventory within two days from order
release date for items requiring automated cataloging and/or processing and one day for items
without cataloging and/or processing
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4. If an item is unavailable through your company, do you provide a service to
locate the item for us? Brodart can obtain any title available through normal
trade channels. If a title is unavailable to us we do not provide a service to locate
the item.
Price, Payment Questions;
5. What types of discounts on materials are you able to offer? Please see Attachment
B, Cost and Price Form for a list of discounts Brodart is offering the City of San Bernardino.
a�
6. Do your standing order plans offer a discount?The discounts in Attachment B are offered
for regular book purchases as well as books purchased through FASTips automatic order Y
service. SBPL currently receives 21 FASTips lists shown in Attachment D and can be modified at °o
7. Do you provide free shipping on all orders? Or do you have a minimum title any time. m
requirement for free shipping? The shipping charge is 2%of the invoice amount
($2.00 minimum per invoice). N
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8. Can you provide two (2) copies of the invoice? Yes,Brodart can provide 2 copies
of the invoice. Please see Attachment A for more information on Brodart's invoices. a
9. Does the invoice come with the shipment or does it arrive separately? The
invoice can be included with your shipment or it can be mailed separately. _ u_
10.Do we have the option of paying by monthly statement or by individual invoices?
Do you add a charge if we pay by statement? Do you have other payment
You have the option of paying b month] statement or b J
options? P � P Y� g Y y y ..
individual invoices. There is no added charge for paying by statement if another payment
option is desired,we will work with you to find a solution that meets your needs
11.Can we create separate accounts to better enable us to track specific Q
expenditures? Will invoices/statements reflect only a single account? Is there a >
limit on the number of accounts? Brodart will set up accounts for your library based
on your specifications and provide as many accounts as required. invoices and statements
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reflect one account number. m
12.Will you accept returns for items that were mistakenly ordered? Is there a 0a
charge for this service? Must we ask for prior authorization to return an item? a
Requests to return items mistakenly ordered are handled on an individual basis, m co
Authorization from your Customer Care Associate is necessary prior to returning and
item(s). Please see Attachment A for Brodart's full return policy.
Collection Development, Ordering Questions:
13.Do you offer special software for ordering material via the Internet? is your a
software web based? Is there a charge for this program?
Bibz is Brodart's online collection development and ordering tool and is available
free of charge. Please see Attachment A for a full description of Bibz
14.Do you provide on-site training for staff? Is there a charge for this training?_
Your Sales_Representative,Kris Anderson,can provide on-site training, free of charge
18
Packet Pg.200
15.Does the ordering software include collection development tools (such as book
reviews, popular titles, new titles on a particular subject)? If this is available, are
there extra charges? What would be the cost? Brodart provides a wide array of selection
tools--all of which would be available to the library through Bibz.com at no additional charge (TIPS,
Collection Builder,FASTips).Please see Attachment A Collection Development for a description
16.Do you provide MARC records for items that are purchased from your of these tools.
company? How quickly are these records available?Are these records full or
brief? If brief, do you provide full OCLC records when the items are received?
How are these records provided (email, disc, etc)? Is there an extra charge for
this service? Yes,Brodart can provide full OCLC forma ted MARC records at the time d
items are packed for shipment,via FTP or e-mail. The charge for these records has been
included in SBPL's bundled C&P price provided in Attachment B. Brief"on order"
MARC records are available on Bibz.com at the time of order placement. °-
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17.Are we able to download MARC records from your database for gifts and other m
items not ordered through the vendor? Is there a charge for this service?
Yes,brief"on order"type MARC records are available on Bibz.com free of charge. (n
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18.How full are your MARC records for foreign language and audiovisual material? 3
We can provide full MARC records for all materials purchased through Brodart when UL
an account is setup to receive this service.
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19.Are we able to merge and transfer carts between users? Yes,Bibz allows the J
user to merge and transfer carts between users. ti
20.Does your software allow us to batch order via ISBNs? N
Yes,Bibz allows batch order via ISBNs. a
21.Does your software provide duplicate checking, so we don't order the same title >
more than once? Yes,Bibz provides duplicate checking. Please see Attachment A t
for a full description of Bibz. o
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22.Do you provide status reports for items that are cancelled, backordered, not yet
published, etc. Are these reports available for non-print materials, i.e. DVDs,
Blu-rays, music CDs, Playaways? Status reports for items cancelled,backordered co
not yet published, etc. are available for all materials ordered through Brodart,
regardless of format, 4)
23.Do you use UPS for deliveries? Or USPS? Brodart's shipments are sent via best method
(common carrier, USPS,or UPS Ground) F.O.B.destination from our warehouse to your main library. ;g
Customer Service Miscellaneous Questions: a
24.How do we contact our customer service representative? Via e-mail, phone?
Your Customer Care Associate is available by calling Brodart's toll-free number
800.474.9802 or through their personal email address.
25.Is customer service available 2417? Your Customer Care Associate is available
Monday through Friday 8:00 AM- 5:00 PM Eastern Standard Time. Your Sales
Representative,Kris Anderson,is available twenty-four hours a day,seven days a week.
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26.Do you offer a service to notify OCLC when we purchase a new title? Do you
arrange for OCLC to set our holdings in WorldCat? Is there an additional
charge for this service? If so, is it a firm price or is it negotiable? Yes,Brodart can notify
OCLC when the library purchases a new title and arrange for OCLC to set the library's holdings in
W_orldCat. This service is included in SBPL's bundled C&P price offered in Attachment B.
27.Please provide samples of your invoices and statements. Please see Attachment C for samples
of Brodart's invoice,packing slip,confirmation,on-order report cancellation report and statement.
28.This is your time to brag about your company. What special services are you
able to supply for our Library?
Brodart prides itself on providing innovative solutions to the library marketplace Since 1939
CU
libraries have been able to turn to Brodart for everything from shelf-ready books to electronic
ordering systems,high quality furniture and supplies Brodart truly has evolved into a full- a
service libraLy-supply company. Please see Attachment A for a description of the products Y
and services Brodart offers. o
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ANNUAL PURCHASE ORDER
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Effective on or about January 2014 through June 30, 2014 plus two (2) single year options, for
City's partial requirements, on an as-needed basis, with no guaranteed usage.
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Option year one, if exercised, shall be effective July 1, 2014 through June 30, 2015. M_
Option year two, if exercised, shall be effective July 1, 2015 through June 30, 2016. -2
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Prices may be adjusted annually (on the day the contract was signed by the City of San
Bernardino and the vendor). Adjustments will be based on previous year's Producers Price ='
Index indicators; however, no circumstances will adjustments in the fees exceed five (5)
percent per additional period. >
a. Vendor must provide the City 60 (sixty) day written notification of any proposed price o
increase. Price increases shall.become effective 30 (thirty) days after the City receives written m
notification of such increases. Vendor must also pass on any decreases in the same way. 06
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Actual option year pricing shall be negotiated with the successful Proposer(s) prior to in
exercising of any given option year. Option years shall become effective only upon issuance by c
the City of a duly authorized Purchase Order.
Are there any other additional or incidental costs, which will be required by yp firm in Q
order to meet the requirements of the Technical Specifications? Yes LN92
(circle one). If you answered "Yes", please provide detail of said additional costs:
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Please indicate any elements of the Technical Specifications that cannot be met by your
firm_
N/A
Have you included in your Proposal all informational items and forms as requested?
Yes / No (circle one). If you answered "No", please explain:
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This offer shall remain firm for 120 days from RFP close date.
Terms and conditions as set forth in this RFP apply to this Proposal.
Cash discount allowable % N/A days, unless otherwise stated, payment terms
are: Net thirty(30) days.
In signing this Proposal, Proposer warrants that all certifications and documents
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requested herein are attached and property completed and signed. a
From time to time, the City may issue one or more addenda to this RFP. Below,
please indicate all Addenda to this RFP received by your firm, and the date said 0-
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Addenda was/were received. m
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Verification of Addenda Received
Addenda No: 1 Received on: 1/21/14
Addenda No: Received on:�
AUTHORIZED SIGNATURE: � c
PRINT SIGNER'S NAME AND TITLE:
Lisa Miosi,Director of Customer Care
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DATE SIGNED: January 23,2014 IL
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COMPANY NAME & ADDRESS: Brodart Co.
500 Arch Street c
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Williamsport,PA 17701
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PHONE: 800.233.8467 FAX: 570.651.1639 EMAIL: bookbids @brodart.com J
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IF SUBMITTING A "NO PROPOSAL", PLEASE STATE REASON(S) BELOW: Q
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NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
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In accordance with Title 23, United States Code, Section 112, the undersigned
hereby states, under penalty of perjury:
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That he/she has not, either directly or indirectly, entered into any agreement, m0
participated in any collusion, or otherwise taken action in restraint of free L
competitive Proposals in connection with RFP. y
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Business Name Brodart Co,
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Business Address 500 Arch Street,Williamsport,PA 17701
Signature of Proposer X
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PL--N S`f Lv P,,J i A N
Place of Residence a
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Subscribed and sworn before me this day of 20 14 m`
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Notary Public in and for the County of LJ � ►-�-P State of m
Eatffarrtfi�" �f ,.1 s`I L-11 A, cn
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My commission expires /.R /A0� , 20/5 .
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CQMM ONWEALT"OF PENNSYLVANIA
Notarial Seal _
Cheryl A,Anello,Notary Public
Hepburn Twp.,Lycoming County
My Commission Expires Dec.20,2015
MEMBER,PENNSYLVANIA ASSOCIATION OF NOTARIES 23
ATTACHMENT A
PRODUCTS AND SERVICES
INVENTORY AND FULFILLMENT
As a true library services company, Brodart's primary business focus is libraries. We do not supply books to
the retail market, therefore our inventory count is not as large as other vendors. Our inventory and
purchasing profiles are based on the library market to specifically meet the needs of libraries. We order
material from publishers on a daily basis to ensure our customers receive their orders quickly and efficiently.
Brodart manages over 265 thousand titles and five million volumes annually. When ordering adult popular
and bestseller titles, you can expect approximately 85 to 95 percent of your order in your initial shipment
(which consists of in-stock items at the time of order). Juvenile fiction and nonfiction first shipment
percentages should reach 70 to 80 percent. Initial shipment percentages for general adult material should
range from 60 to 70 percent.
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Items are stocked according to library needs. In the case that an item is not in Brodart's inventory, it can be
identified when utilizing Bibz, our online collection development and ordering tool. This material will be a
ordered immediately from the appropriate publisher and will receive the same discounts and pricing as in- Y
stock material. Our order fulfillment system places orders with all publishers on a daily basis via FTP or fax. °o
In order to provide the fastest possible service to our libraries, we do not require minimum order quantities m
and we do not accumulate customer orders to meet a minimum order quantity. This policy allows us to fill L
85%of all customer backorders in 3 weeks,with overall fill rates of greater than 98%of available titles. y
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We suggest that customers allow their orders to remain open for a period of 60-90 days to facilitate receipt
of backordered items.Any items not received from the publisher during this time period will be cancelled and
reported on cancellation notices.
Brodart's delivery, backorder, and cancellation schedules are very flexible and can be customized to
accommodate your library's specifications.
PACKING,SHIPPING,AND DELIVERY
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Packaging and marking of shipments N
Brodart's boxes are made of heavy corrugated cardboard and are extremely durable. We take special care a
when packing your order. Larger items are packed first, then smaller ones, packed spine-to-spine to prevent >Cn
damage. The number of items, their thickness, and weight determine the size of the box used for packaging. >
Boxes are filled with thin newspaper-type brown paper. Shipping labels are covered with clear plastic tape
and are applied to the top of every box. Boxes are sealed with tape that is constructed of paper, string, and o
glue. Boxes within a shipment are numbered (i.e. 1 of 6, 2 of 6, etc,)and indicated on the top of each box. m
06
Method of shipment -'
a
Brodart's single inventory location in Williamsport, Pa. enables us to fill orders quickly and efficiently. m
Shipments are sent via best method (common carrier, USPS, or UPS Ground) F.O.B. destination from our
warehouse to your main library. Branch shipping is also available for an additional fee.
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Delivery
Brodart will make the initial shipment of material from inventory, for each purchase order, within two to three w
days from order release date for items requiring automated cataloging and/or processing and one to two a
days for items without cataloging and/or processing. Backorders can be picked frequently--even weekly.
We suggest that you allow your orders to remain open for a period of 60-90 days to facilitate receipt of these
items. Any items not received during this time period will be cancelled and reported on monthly cancellation
' notices.
MANAGEMENT DOCUMENTS AND REPORTS
Throughout your relationship with Brodart, you will find that we provide exemplary service and a
commitment to assisting your library achieve and maintain its success. We offer a variety of documents to
keep you informed and on track, to provide care in shipping your orders and to keep lines of communication
1 open with our dedicated Customer Care Associates.
9 Brodart Co., Books& Li '
Packet Pg.206
Packing Slip
Brodart's packing slip, which includes the title, author, ISBN, quantity shipped, customer purchase order,
and list price of each item, is packed in the last carton of every shipment. The carton indicates that a
packing slip is enclosed. This packing document shows a control number,which can be matched with a
corresponding invoice.
invoicing
Brodart's invoices are available in duplicate and include the title, author, ISBN, publisher, published date,
quantity, list price, discount, unit price, and extended price, as well as your purchase order number.
Cataloging and processing charges can be either billed on a separate invoice or listed on an item invoice as
a separate line item. Invoices are available in paper or electronically via e-mail or FTP. EDI formatted
invoices are available for orders sent to Brodart in an EDI formatted purchase order transaction. Our
payment terms are net 30 days from the date of the invoice.
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t4
Statements
Brodart customers receive monthly statements only when there is a balance due on their account. This
statement includes the account's billing address and Brodart bill-to account number. It also includes the °'
invoice number, item date, purchase order number, item amount, and balance owed. o
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Confirmation Report '
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Confirmation of titles ordered can be supplied to the library when orders are entered. The Confirmation N
Report will include the author/editor, title, ISBN, list price, discount, extended price, and status(not yet =
published, out of print, must order direct)and is available via e-mail or FTP. The confirmation reports are F
generated by account number, and titles will be arranged alpha by author or by title. Orders transmitted via
EDI will receive an EDi acknowledgment within 24 hours stating the status of each item ordered. Web site
orders transmitted through Bibz, Brodart's online collection development and ordering tool, will receive ILL
same-day order status information.
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On-Order Title Status Report
Brodart offers a number of options for receiving order status information. The Order History tab in Bibz
allows the library to access not only orders that have been submitted through Bibz, but also orders a�
submitted to Brodart via EDI, telephone, or any other order method. A summary is provided indicating
current status(entered, booked or closed). Orders may be searched and sorted to provide quick reference a
of specific details. Each order can be opened to show title level detail with current status information such >
as shipped, in process, back ordered, cancelled, etc. This can be used in place of or in conjunction with
confirmation, status and cancellation reports. o
O
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If preferred, the library can receive order status information via Brodart's On-Order Title Status Report. This 06
report will identify, by account number, the status of all titles on order. This report includes the ISBN, _J
quantity ordered, author, title, customer purchase order number, List price and order date. The On-Order a
Title Status Report is available weekly, monthly, or upon request via e-mail or FTP.
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Cancellation Reports
Brodart will notify all libraries of cancellations on a title-by-title basis. The Cancellation Report will include the
ISBN, quantity ordered, author, title, list price, purchase order number, and the reason the title was ;a
cancelled. Cancellation reports are available weekly or monthly via e-mail or FTP. Q
ORDERS
Brodart will set up accounts for your library based on your specifications and provide as many accounts as
required. You may add new accounts, delete old accounts, or change the name and address information.
Multiple ship-to accounts will be linked to the appropriate bill-to account. Each ship-to account will include a
five-line address and account number. The information will link to related cataloging and processing
specifications.
Brodart offers a number of methods for submitting orders:
• Submit your order directly to Brodart through. Bibz, Brodart's online collection development and
ordering tool.
10 Brodart Co., Books& Lib packet Pg.207
S.P.b
• Import on-order records from Bibz in a format developed especially for your integrated library
system (ILS). You can import on-order records directly into your system with or without the
distribution information. On-order records are typically used to create a purchase order in the ILS.
Submit orders directly to Brodart from your ILS. Brodart fully supports X12 or EDI FACT formatted
electronic business transactions including purchase orders, order acknowledgements, and invoices.
• Fax orders to 800.999.6799.
• Telephone orders by calling 800.474.9802.
• E-mail orders to bookscs(&brodart.com.
• Mail orders to Brodart Co. Books& Library Services N
Order Department
500 Arch Street L
Williamsport, PA 17701 0
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There is no minimum order requirement. 0
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CUSTOMER SUPPORT
At Brodart, the sale does not end with delivery of the product.We value an ongoing, supportive relationship N
with your library. Our Customer Care staff is happy to answer any of your questions or provide any
additional information you may need. Your Customer Care Associate is available by calling Brodart's toll-free F=
number 800.474.9802.
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CATALOGING & PROCESSING SERVICES
Choose any combination of Brodart's professional cataloging and processing options to ensure you receive
shelf-ready materials designed to meet your library's specific needs. Pricing for these options is available
upon request.
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Option I N
Starter Cataloging and Processing
Brodart's Starter services will provide your library with full-level MARC records via FTP to be downloaded Q
m
into your integrated library system. In addition, basic item records with accompanying barcodes can be >
supplied to assist you in getting materials to your patrons more quickly.
0
Item records can be mapped to the tag required by your ILS and can include: m
• a call number 06
• a barcode number _J
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• list price m
• location code or collection code(constant data)
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Processing options include: E
• Mylar jacket(attached or loose) for your books with dust jackets
• spine label a
• barcode
• customized book pocket
• property identification stamp and/or label
• theft detection
• RFID tag
• genre/classification label
• label protector
Cataloging and processing through Starter services is a cost-effective and efficient way to expedite item
level processing.
11 Brodart Co., Books& Li -
Packet Pg.208
Option 2
Flex Cataloging and Processing
Brodart's Flex service builds upon Starter services by adding advanced mapping and formatting capabilities.
Flex combines the benefits of item-in-hand cataloging and processing while maintaining the simplicity and
speed of an automated process.
Flex service offers the following benefits to help streamline your acquisitions, cataloging and receiving
processes.
eliminate the need to separate orders by specific areas of your collection
0 maximize the value of your local call numbers, collection codes, and other acquisitions data
map more content and format options into your MARC record and holdings tag
• custom options for formatting and stacking data on spine labels
100%cataloging to ensure full-level MARC records for every title received
update your holdings with OCLC L
® handle fewer packages, packing lists, and invoices
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Option 3 0
0
Compleat Cataloging and Processing 00
For customization beyond our automated Flex services, Brodart's premier Compleat service provides
CD
material-in-hand cataloging and processing. Our professional team provides expert service to ensure your y
library's specifications are followed down to the smallest detail
m
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This personalized service offers onsite profiling with an experienced installation team to work with your
Technical Services Department to set up your local cataloging, classification, processing and account 0
requirements. Your installation team will include a project manager, cataloging services librarian, and L LL
collection development librarian. L
Our catalogers will work live in your database to create MARC and item records which are immediately J
available to library staff. This service allows Brodart to provide your library with customized MARC records N
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aligned with your local practices and specifications. Using the matchpoints specified by the library, the
catalogers will determine if an item can be processed as an added copy or if new cataloging is required.
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When new cataloging is required, Compleat service catalogers will review, modify, and upgrade existing >
cataloging records or provide original cataloging. Compleat service can catalog new titles using the library's
existing cataloging utility including OCLC . Using the OCLC Connexion Client we can access your OCLC o
account via a third-party agreement to identify matching records and update your holdings. m`
08
Once the cataloging records are created to your specifications the item records will be added, spine labels _J
will be printed and physical processing will be completed. co
Pricing for Flex and Compleat service is dependent upon specifications and available upon request.
Utilization of Compleat service is based on an annual minimum commitment of$200,000. E
Brodart Cataloging Standards 2
Regardless of the cataloging option you choose, you can be assured that you will always receive full-level, a
high quality cataloging records for your material. We base our descriptive cataloging on Anglo-American
Cataloging Rules, 2nd edition revised (latest update) and accompanying Library of Congress Rule
Interpretations, and RDA and the accompanying Library of Congress-Program for Cooperative Cataloging
Policy Statements(LC-PCC PSs). In addition, we use Library of Congress Subject Headings, latest edition,
Dewey Decimal Classification, 23rd edition, MARC 21 specifications and Guidelines on Subject Access to
Individual Works of Fiction, Drama, Etc, (GSAFD, 2"d Edition). We adhere to the Library of Congress rules
for both MARC format and authority control.
Reinforcement Services
Brodart's Dura-Guard and Duralam reinforcement processes give you guaranteed paperback protection that
is fast, easy, and affordable. Paperbacks ordered through Brodart can easily be reinforced or converted to
hard covers using either of our affordable techniques. Brodart's in-house service protects your paperbacks
12 Brodart Co., Books& Lib Qi^
Packet Pg.209
without delaying your initial order. Your paperbacks are processed quickly and shipped with the rest of your
items, saving you the time and expense of preparing separate purchase orders or receiving separate
shipments.
Brodart's Duralam service will stretch your book budget dollars by prolonging the life of your paperback
books. The process uses the original paper cover of books at least W thick, laminated onto heavy binder
board and rebound with strong, permanently flexible glue. The result is a book with hardcover durability for
a little more than the cost of a paperback. Duralam is guaranteed to your satisfaction.
Dura-Guard reinforces a paperback book using a 10-mil laminate to increase circulation durability.The one-
piece process includes a 2-mil spine section to allow flexibility in movement and prevention of bubbling as
seen in similar processes. The crystal clear, 100%optical clarity material and non-yellowing adhesive
keeps the cover art attractive and bright. Dura-Guard is guaranteed to your satisfaction.
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Both Dura-Guard and Duralam processes
M
• are available for paperbacks ordered with or without additional cataloging and processing options.
• have been perfected over 30 years of successful use. a
• are easy to order—simply indicate on your order the paperbacks you would like to have reinforced.
• have no minimum order requirements. o
• feature bindings that are individually handcrafted to ensure quality workmanship. 0°
• are guaranteed to your satisfaction. If you receive a book and the bind quality is unacceptable, you d
may return the book for replacement as long as the book is available from the publisher. y
BRODARTBOUND BOOKS t`-
Turtleback's high-quality bindings significantly extend the life of a book by using the finest materials and =
processes in the industry. More durable double-fan adhesive or sewn binding replaces the publisher's �?
original binding. The publisher's colorful, illustrated paperback cover is scanned, digitized, and reprinted to
produce new cover sheets that are wrapped around heavy hardback board.
A lifetime guarantee on workmanship and materials accompanies the binding of every Turtleback book. J
N
Turtleback's growing collection of titles contains over 8,000 of the most popular titles for children and adults N
including Picture Books, Beginning Readers, Chapter Books, Middle Grade, Young Adult, Graphic Novels,
Juvenile Nonfiction, Literature, Adult Fiction, Adult Nonfiction, Reference, Spanish. Easily access
Turtleback's title collection through Bibz. >
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COLLECTION DEVELOPMENT SERVICES o
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Collection Builder®Custom Selection Lists 0°
Brodart has identified more than 400 recommended bibliographies, review journals, and other sources, and 06
J
has indexed them in our up-to-date title database. This extensive resource enables us to produce custom m
selection lists for a wide range of collection development needs such as collection building in specific areas, N
coordinated replacement ordering, or planning opening day collections.
• These comprehensive selection lists present the titles in shelf-list order for a systematic approach to E
collection.development.
• Each citation on the selection list includes call number, author, title, publisher, date, price, ISBN,
bind, descriptors, media, age range, title status, review citations, and the sources which contain the Q
title.
• It is easy to review the titles, make your selections, and mark the orders right on the list.
• To request a selection list, tell us the subject to be covered, age levels,types of bindings,
publication dates, and other pertinent information.We may provide a profile to walk you through the
process.
• Prepared selection lists are typically delivered within one week. These custom selection lists are
provided free of charge in Bibz to active Brodart customers with the understanding that any titles
ordered from these lists are to be ordered from Brodart.
13 Brodart Co., Books & Li
Packet<Pg. 210
TIPS®
TIPS (Title Information Preview Service) is designed to help your library streamline its ongoing selection
process.We identify new titles, gather all pertinent information on those titles, eliminate duplicates, and
present you with regular lists of new titles to consider for your collection. Three levels of TIPS are available
to accommodate your specific needs. We do the legwork; you make your selections.
These profile elements, chosen specifically to meet the needs of libraries, allow you either to create a profile
that mimics your current title identification and list-building process OR to explore new approaches to the
collection-building process. In other words, if you currently compile lists from multiple journal reviews, we
can do that for you. Or, if you would like to expand the number of sources from which you draw titles, we
can monitor new titles by publisher, series, author, or illustrator.
Silver TIPS
Monthly lists of the most popular titles delivered to your online account free of charge for Brodart customers. d
Full-text reviews are provided when available.
Silver TIPS Program Descriptions
a
CHILDREN'S o
Board Books for Libraries m
• Formats appropriate for public library use in terms of size, shape, and materials
• Selected by our children's buyer �-
• Most titles due for publication within next two months
Top Children's Hardcover Titles
• Popular and high-quality books for children through age twelve
• Emphasis on picture books, but nonfiction, fiction, and graphic novels also included '
• Seasonal coverage for holidays plus one topical backlist each month
• Most titles are one month prepublication
Top Children's Paperback Titles
• Best new releases for children through age twelve
Cq
• Many reprints of popular hardcovers, but also includes paperback originals, especially popular
series N
• Emphasis on titles classed as Easy, but also includes fiction and nonfiction a
• Most titles one month pre-publication or current month of publication N
Children's KidSafe Graphic Novels
• Graphic novels that have been reviewed book-in-hand or online and judged suitable for children
through age twelve 0
• Titles are both popular and high quality m
• Includes manga and other series, plus important single titles and nonfiction in a graphic format 0a
• Includes a range of publication dates due to book-in-hand review requirement °-
Fresh Reads for Kids m
• Forthcoming titles from children's favorite authors
• Primarily picture books and fiction, with some easy readers and nonfiction included
• Hardcover, reinforced, and library editions, as well as paperbacks
• Publication dates from the current month up to three months pre-publication
a
TEEN
Top Teen Hardcover Titles
• Popular and high-quality titles for middle school and high school readers(age ten and up)
• Emphasis on fiction, particularly science fiction, fantasy, and horror; also includes nonfiction for
recreation and school support
• Selected high interest/low reading level titles and graphic novels
• Most titles are one month pre-publication
Top Teen Paperback Titles
• Best new releases for middle school and high school readers(age ten and up)
Many reprints of popular hardcovers, but also includes paperback originals, especially popular
series
• Emphasis on fiction, but some nonfiction and graphic novels included
14 Brodart Co., Books& Li
Packet Pg.211
• Most titles one month pre-publication or current month of publication
Teen KidSafe Graphic Novels
• Graphic novels that have been reviewed book-in-hand or online and judged suitable for ages ten
and up
• Titles are both popular and high quality
• Includes manga and other series, plus important single titles and nonfiction in a graphic format
• Includes a range of publication dates due to book-in-hand review requirement
Graphic Novel Reads for Teens
• Popular graphic novels for ages ten through nineteen
• Incorporates Teen KidSafe but expands the selection with other titles suitable for tweens and teens
• Includes manga and other series, plus important single titles and nonfiction in a graphic format
• Titles may be up to four months pre-publication
ADULT
Popular Reading s
Blockbusters L
• Hardcover titles that no public library can be without! as
• Adult fiction and nonfiction from the most popular authors or on hot topics o
• Titles with large print runs and heavy publisher promotion �°
• Three to four months prepublication
Top Adult Hardcover Titles JT
• High demand adult popular reading
• Fiction and nonfiction from top-selling authors plus titles from promising first novelists
ca
• Selected movie tie-ins and graphic novels -a
• Includes Blockbusters(available separately above) plus other titles to round out genre interests
• Three to four months prepublication
Top Adult Paperback Titles
• The best upcoming paperback titles for a popular reading collection
• Emphasis on high demand authors and titles, including titles that were New York Times Bestsellers J
in hardcover N
• Mostly fiction but some nonfiction included N
• Includes both originals and reprints, trade and mass markets Q
• Most titles one month prepublication ;
"i UrbanFix
• Urban fiction (aka street lit) for the adult collection M
• Emphasis on African-American characters in an urban setting o
• Includes titles with sex, violence, drugs and strong language m
Primarily trade paperback but some hardcovers and mass markets included
• Most titles from current month up to two months pre-publication a
Christian Fiction CO
• Christian Fiction for the adult collection
• Emphasis on Evangelical Christian fiction; also includes Urban Christian
• Hardcover and trade paperback bindings E
• Publication dates from current month up to four months pre-publication
Specialty Programs a
Large Print TIPS
• Extensive list of large print offerings from all the major publishers
• Most titles are adult fiction, but adult nonfiction and some titles for young readers also included
• Most titles are two months prepublication
Picks for Public Libraries
Practical adult nonfiction that is not likely to be reviewed
• Hardcovers and paperbacks on topics such as computers, math, health, business,weddings, pet
care, and more
• 125 to 150 titles per month chosen by our experienced staff
• Most titles one month prepublication
1.5 Brodart Co., Books& Lib Packet Pg.212
Graphic Novel Reads for Adults
• Popular graphic novels for intended for an adult audience
• Includes manga and other series, plus important single titles and nonfiction in a graphic format
• Most titles one to three months pre-publication
SPANISH
Top Spanish Titles
• The best fiction and nonfiction for native Spanish speakers
• Titles from offshore and U.S. publishers
• Focus on international authors, but also includes translations of popular U.S. titles
o Publication dates vary from two months prepublication to six months post-publication (but recently
available for U.S. distribution)
Adult Spanish TIPS
• Recommended Spanish language fiction and nonfiction
• Titles from offshore and U.S. publishers; originals and translations =
• Focus on fiction and practical nonfiction in hardcover and paperback L
• Includes Top Spanish Titles (available separately above) plus others to expand the selections a�
• Publication dates vary o
Children's&Teen.Spanish TIPS 0
m
• Recommended bilingual and Spanish language titles for preschool through high school
• Titles from offshore and U.S. publishers; originals and translations ,a?
• Focus on picture books and nonfiction, but also includes fiction, board books, and graphic novels c
• Publication dates vary F
AUDIO
Top Spoken Word Audio Titles U-
• New releases from popular authors
• Focus on high demand titles with bestsellers and various fiction genres; some nonfiction included
• Most titles are for adults, but select children's and teen titles included
• Compact disc(both regular and MP3)and Playaway formats; more unabridged than abridged; retail
editions with some library editions included N
• Most titles two to three months prepublication
Spoken Word Audio Playaways Q
• All new titles available in Playaway format >
• Adult and children's;fiction and nonfiction
• Publication dates of original titles vary c
L
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Gold TIPS 06
Customized title lists, delivered to your online account weekly, twice monthly, or monthly. Transform Silver -'
TIPS lists into Gold by specifying parameters such as publisher, author, series, subject category, and ca
format. For example, you want the Large Type Fiction list but with titles from Thorndike excluded. Or, you
want Children's Nonfiction, but only certain Dewey ranges.
E
Diamond TiPS
Brodart's hallmark TIPS. Review-based, custom profiles for title lists with full-text reviews delivered to your
online account weekly, twice monthly, or monthly. Upgrade any TiPS list to Diamond by combining any Q
other parameters with specific review journals. There is no limit on the number of review journals per profile.
For example, you want a Teen Fiction profile based on Booklist, School Library Journal and VOYA plus a list
of authors. Or, you want an Adult Nonfiction profile that includes Library Journal, Publishers Weekly, and
Picks for Public Libraries.
Journals available:
Booklist(includes online reviews) Library Journal Prepub Alert
BookPage(includes online reviews) Publishers Weekly(includes online
Bulletin of the Center for Children's Books reviews)
Horn Book School Library Journal(includes online
Kirkus reviews)
Library Journal(includes online reviews) VOYA (includes online reviews)
16 Brodart Co., Books & Lib
Packet Pg,213
- i -
TIPS lists are available on a subscription basis to Brodart customers. TIPS pricing is included for your
review.
FASTips'
Libraries may choose to set up profiles with a FASTips automatic order option. For example, this can be
used to automatically order a certain number of copies of future titles from a particular author or to order
one or more copies of each title published by a particular publisher. The library provides a purchase order
and a quantity (which may vary) and an order is automatically placed for all titles that meet the criteria of
the profile. The most common automatic order is by author, using the most popular"must-have"authors
in a profile to ensure receipt of their titles. Illustrators are a popular indicator in children's profiles. A series
profile is also an option. Titles ordered through this means are firm orders, not approval copies, and may
not be returned unless damaged or defective. There is no charge for FASTips profiles using the automatic
order option.
San Bernardino Public Library currently receives 21 FASTips lists. These are listed in Attachment a
D and can be modified at any time as needs change. c
0
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Bibz®
Bibz is Brodart's online collection development and ordering tool. Using Bibz's flexible features, you can N
search and access relevant titles, build your own lists, select the best items for your collections, and place
L
orders online or through your acquisitions system. Our enhanced features allow you to customize your �
display and manage user access and grid ordering. You can conduct simple or advanced searches
quickly and easily within Brodart's title database of more than four million records. Bibz allows you to:
Item Search:
• By keyword or exact search for title or series a
• Within a large number of databases and resource lists -'
• Access one or many of the following fields as needed ti
o Title o Format N
• Author o Descriptors(board book,large type,
• ISBN/EAN picture book) N
• Series o Language >
• Illustrator o Age or grade range
• Biographee o Reading program and level 0
• Subject o Publication date o
• Publisher o Review journals, including number of m
• Availability(print and stock status) reviews and issue date 06
• Broad classification o Demand level
• Dewey or Library of Congress o Price range pap
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Access:
• Basic bibliographic information and enhanced selection data
• Title o Dewey and Library of Congress classification
• Author,illustrator,editor o Language
c Publisher o Series
• Publication date o Library of Congress card number
• ISBN-10 and ISBN-13 o Demand level
• Format o Print run
• Availability(print and inventory o Source citations for bibliographies,starred
status) reviews,and awards
• Cover image o Subject headings
• Physical description o Reading programs with reading level
• Other descriptors(e.g.large type) o Discounted Price
• Age and grade range
• Annotations plus full-text reviews from eleven journals
• Custom lists provided through the TIPS, FASTips and Collection Builder services a
• Specialty lists built for public libraries 0
0
• Your library's holdings by ISBN m
• MARC records '
I • Order History to view item status N
Build:
• Your own selection lists and orders
• Selection lists to be shared with others in your library -a
• Local notes for others in your library to see
Manage:
• All selection lists, including shared and special
j • User access, determined by your administrators
• Prevention of duplicates according to your preferences ti
• Grids—create templates and revise at your convenience
Order:
• With grids reflecting your branch/location codes, collection codes, item types, and funds
• Directly via the Web
Import records into your ILS for EDI ordering
• Access the order history for all of your accounts o
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Additional Functionality 06
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Sort se uence: Titles in search results and lists default to Title/Author sequence and can be resorted
according to your preference.
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Duplicate checking: Bibz provides automatic duplicate checking against all your lists and orders. Icons E
indicate whether the title is in another list or on a submitted order. In addition, these icons link directly to
Duplicate Detail screens. Duplicate check options are also available when adding a title to a list. The a
user can set the preference for the level of duplicate checking (e.g. do not alert on duplication, check for
duplicates in the target list by ISBN, check for duplicates in all lists by ISBN, etc.). In addition to these
features, it is also possible to check duplicates for an entire list.
Administrative functions: Users can be designated as administrative or non-administrative.
Administrative users are empowered to:
• Create and remove users and assign new passwords
• Grant user access privileges for assignment of accounts/processing profiles, branches, and
funds, as well as order submission
• Create families and assign membership in those families
• Set grid values and create grid templates, assigning them to specific users
38 Brodart Co., Books & Library S
Packet Pg.215
MARC record options: Records may be downloaded for orders according to your needs. Save them to
your local computer or deliver to your ILS FTP site. Our flexible MARC mapping tool enables us to
customize your on-order bibliographic records and item records.
Order Nistaro:Access all of your orders submitted to Brodart, regardless of the order source. A
summary is provided indicating item status. Orders may be searched and sorted to provide quick
reference of specific details. Each order can be opened to show title level detail with current status
information such as shipped, in process, back ordered, cancelled, etc.
Bibz Sign out[quick Search: �� I
HOLIE l SEARCH I LISTS 'a a QR{1FItEA USEti S Glllb l
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the term of this contract.
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19 Brodart Co., Books& Library Se packet Pg. 216
RETURN AND CREDIT POLICIES
Brodart Co., Books &Library Services
Before returning any material,customers must receive a return authorization from their Customer Care
Associate. All material returns must be accompanied by a copy of the packing slip or invoice indicating
the titles and quantities being returned and the reason for return. All approved returns must be received
at Brodart within three months of invoice date. You have the option of receiving a no-charge replacement
or credit.
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Publisher defective and/or damaged material can be returned upon request. A no-charge replacement or N
credit memo will be generated. Please identify the item as damaged and/or defective before packing for
return to Brodart. a
If we at Brodart make an error relative to incorrect specifications, processing, Purchase Order Do-Not- 0
Exceed dollar amount, wrong title, or bind,we will accept the return of material without question and m
supply a postage-paid return mailing label. You have the option of receiving a no-charge replacement or
credit. If you choose to receive a credit, please contact your Customer Care Associate. If you choose a y
no-charge replacement, Brodart can re-order the material for you and adjust invoices accordingly. Or, if
the total retail price of the material is less than $50.00, simply return the items with a copy of your invoice
or packing slip, note the problem, and deduct the amount from the invoice.
Please note: any item ordered as a result of customer error, item canceled while in processing, or titles U'
not suitable are non-returnable.
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Approval to return material that is not suitable because of subject or language not reflected in review
sources will be handled on an individual basis at the time of request. Approval in these situations will not
allow for processing and/or freight charges to be refunded. N
Processed material and converted books where the correct title and correct processing are furnished, are N
non-returnable. Items that have been marked, accessioned, or stamped by the library in any way are >
also non-returnable. M
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returning the material to inventory.
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This policy applies to all orders whether received by mail, telephone, or electronic transmission. m
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20 Brodart Co., Books& Library Se
Packet Pg.217
5.P.b
ATTACHMENT B
COST AND PRICE FORM
Discounts
Books will be supplied to SBPL at the publisher's list price less the following discounts:
Trade Hardcover Editions 45.0%*
Non-Trade Hardcover&Paperback Editions 12.0%*
Publisher's Library Editions 20.0%
BrodartBound 20.0%
Single Reinforced Editions(School& Library) 20.0%
Trade&Mass Market Paperbacks 40.0%*
Spoken Word Audio 45.0%* N
"Items on which Brodart receives minimal or no discount and/or the publisher requires prepayment may be
discounted at the non-trade discount or invoiced at the publisher's list price. a
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Please see attached binding definitions. 0
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Book Cataloging and Processing Options(applicable to books purchased through Brodart)
A variety of cataloging and processing options are available through Brodart. Our options can range from N
the simplest automated cataloging and processing to the most customized shelf-ready services.
Pricing is available upon receipt of specifications, Please contact your Sales Representative, Kris E`—
Anderson for more information. -a
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Brodart is currently providing Flex cataloging and processing services for SBPL's print material according U,
to specifications previously provided (see description below). These services are also available for
spoken word audio material purchased through Brodart, however, loose processing components will be
sent with this material unattached.
N
Flex Cataloging and Processing Services for Print Material N
Cataloging and processing services will be provided for books purchased from Brodart.
a
These services include: >
• A full level bibliographic record, as defined by the library which could include the following: 505
content notes, 520 summary notes, 510 reviews, 521 interest level and age range, 7XX added o
entries, Bilindex subject headings, Lexile data, 526 reading program data m`
100% bibliographic record delivery for every title received 0a
• Updating your holdings with OCLC _J
• Use of information received in the order record to create the holdings tag M Cn
• The holdings tag content as defined by the library(such as: call number, branch, holding code,
barcode number, list price)
• Delivery of MARC records via FTP E
• Mylar jacket or label protector 0
• Spine label .2
• Title/Bibliographic label Q
` • Genre/Collection label
Audience label (Young Adult Fiction and Nonfiction)
• 31A theft detection
Application of 2 property stamps
• Barcode
All processing supplies are provided by Brodart unless otherwise specified. Additional processing options
are available and will be reviewed for potential price adjustment. Please contact your Sales
Representative for information regarding additional services.
Flex Services for English-language Print Material $3.15/book
21 Brodart Co., Books &Library Se packet Pg.218
Flex Services for Spanish-language Print Material $ 3.95/book
(excludes Guadalajara purchases)
AR (Accelerated Reader) Label $ .25/label
Brodart's Reinforcement Services
Dura-Guard (paperback reinforced with laminate) $2.25/book
Duralam (paperback conversion to hardcover) $4.50/book
Collection Development Services(optional)
Collection Builder(Customized Selection Lists)
Collection Builder Custom Selection Lists No Charge
m
FASTips (Standing Orders)
FASTips Profiles No Charge
TIPS Profiles (Profiled Selection Lists) a
Silver TIPS No Charge o
Online TIPS lists
m
Lists posted to your Bibz account No Charge
Paper TIPS lists $15 per copy
Note: Standard delivery method is Priority Mail (United States Postal Service). c
Other delivery methods are available for an additional fee.
Online Tool
Bibz is Brodart's online collection development and ordering tool. u-
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Unlimited Users No Charge
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Shipping N
Shipments will be made by best means(USPS, Common Carrier or UPS Ground) and designated for
inside delivery to your main library. The freight charge is calculated on the item total ($2.00 minimum per
invoice)and will appear as a separate line item on the invoice, q
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Shipping and Delivery 2%
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Publisher's list prices are subject to change without notice. The above pricing will remain in m
effect through June 30, 2014 with the option to renew the contract for up to two additional one- N
year periods.
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22 Brodart Co., Books & Library Se Packet Pg.219
CATEGORY/BINDING DEFINITIONS
Brodart Co., Books &Library Services
Trade Hardcover: Published with a glued binding and a hardcover. Trade discounted hardcover editions are
usually fiction or current nonfiction and are generally published for the average consumer. Publishers promote
and advertise these titles more aggressively and print runs are greater than the norm.
Juvenile Trade Hardcover: Published with a glued binding and a hardcover. Popular fiction or nonfiction
books designed for children, usually with subject matter of broad appeal.
Publisher's Library Reinforced: Published with a high quality, usually fanned, sewn and glued binding. a�
Sometimes known as a"School"or"Library" binding. This binding has the durability required in a high use v
library setting and is usually reserved for children's materials.All publisher library reinforced editions will
receive the discount quoted in this category. a
Single Reinforced: Published with a durable fanned and glued hardcover binding that may or may not be o
sewn.Also known as Hardcover Reinforced, "School"or"Library" binding. Subject matter may be directed at m
adults or juveniles(though they are usually reserved for children's materials) and may be fiction or nonfiction. L
m
Non-Trade Hardcover: Published with a glued binding. Subject matter such as technical, reference,
scientific, medical and/or is published by a small press for adult and juvenile readers. Titles on which Brodart
receives minimal or no discount and/or the publisher requires prepayment may be discounted at the non-trade ~
discount quoted in this category or invoiced at the publisher's list price.
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University Press: Hardcover and paperback selections, This category includes materials for which Brodart
receives minimal or no discount and/or the publisher requires prepayment.
Trade Paperback: Published with a paper cover. May also be known as a trade paper, quality paperback or
mass market paperback. The quality of the paper and printing in trade and quality paperbacks is usually high. ti
Mass market paperbacks are paperbacks sized to fit standard retail display racks; trade paperbacks have
larger page sizes.Trade discounted paperback editions are generally published for the average consumer N
with subject matter of broad appeal. a
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Non-Trade Paperbacks: Published with a paper cover. Subject matter such as technical, reference,
scientific, medical or small presses for adult and juvenile readers. Paperback titles on which Brodart receives 'c
0
minimal or no discount and/or the publisher requires prepayment may be discounted at the non trade discount m
quoted in this category or invoiced at the publisher's list price. Publishers whose titles have limited sales 06
volume and those who are not in compliance with Brodart's purchasing requirements may be in this category.
BrodartBound: Turtleback's high-quality bindings significantly extend the life of a book by using the co
finest materials and processes in the industry. More durable double-fan adhesive or sewn binding c
replaces the publisher's original binding. The publisher's colorful, illustrated paperback cover is scanned, m
digitized, and reprinted to produce new cover sheets that are wrapped around heavy hardback board.
Duraiam®: Originally published in paperback and converted to hardcover. a
Dura-Guard: Paperback reinforced with a 10-mil (2-mil spine) laminated cover.
Playaway®Digital Audio: Audio content provided on an independent player.
Spoken Word Audio: Recorded reading of a book in abridged or unabridged form on compact disc format.
Also known as audiobook.
DVD: Optical disc storage media format used for playback of movies with high video and sound quality.
Blu-ray: Optical disc storage media format used for playback of movies with high definition video and audio
as well as advanced interactive features.
23 Brodart Co., Books & Library Se
Packet Pg.220
ATTACHMENT C
SAMPLE Ts7�os2 _ "INVOICE: B2242717
Im Brodart.Co.
. 5-00 Arch-Street DATE PAGE
iams Will port, PA ,l 770.1-7809 02/20/20.12 1
Phone:(800) 233-8467 Fax:(800) 999.6799
Bill To Acct No. 123456 Ship Ta Acct N.o. 0123456
ABC LIBRARY
ABC LIBRARY 500 ARCH STREET
500 ARCH STREET WILLIAMSPORT PA 17701
WILLIAMSPORT PA 17701
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Terms: Net Due in 30 Days
l3rodert No. Author Qty .8rancfi Lisf.Price Ext Price
Customer
Item No. Pub Date Title PO No Dlscounf Charge i L
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format Pub1l6 or`. Units :Order No. Reference Net Price Code E-
13507591 Picoult,Jodi LONE WOLF:.A NOVEL 1 R-TEM 1 $28A0 $15.40 a
9784439102749 02/01/2012 CR-LM0362 11855513 45.0%
Hardcover Atda/Emily Besller 1 629173 69292 $.15.40 ri
13194151 Kellerman,Jonatha VICTIMS:AN ALEX DELAWARE NOVEL 1 R-TEIVt 1 $28.00 $15.40
9780345505712 021011201[2 CR-LM0362. 1855521 45.o%
1cover Ballantine Books 1 629173 69300 $15:40
PO Number. CR-LM0362 SubtotalQuentiry: 2 J
Vii... Subtotal Units: 2 Item Subtotal: $30.80 N
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133T5781 Heckler,Mark TEA PARTY PATRIOTS:THE SECOND 1 R 1 $2'5.00
978060509.4374 10W. /20'12 AMERICAN REVOLUTION CR-LM0382 1880953 .45.0%o Q
Hardcover Henry Holt&Comp 1 638984 75878 $13:75 N
PO Number: CR•LM0382 Subtotal Quantity: 1
Subtotal Units: 1 Item Subtotal: '$13.75
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Total Units: 3 Item Total: $44.55 Q
C&P Charge: $11.55.
Freight: $0,90
Sales Tax; $435
INVOICE TOTAL:: $61.35
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0YOUe Codes: '$'-Service:Charge, 'G' Paperback Converted to Hardcover, 'L'-Laminate Reinforced Paperback
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Packet Pg.221
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3 77 ATTACHMENT
'165 PACKING SLIP SAMPLE
. O St reet Phone: (800) 233-8467 DATE PAGE
SO Arc
0 Arch St
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Fax: (800) 999-6799
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Ship To Acct No. 1234567
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PACKING SLIP NO.: 102640396000 KIT GROUP: 2
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9780399158124 White, Randy NIGHT MOVES AF-JAN1 $26.95 a
771990 Wayne Y
37 Hardcover 1 0
03/05/2013 m
Please do not circulate the above title prior to the street date.
9780393081428 Hood,Ann OBITUARY WRITER:A NOVEL AF-JAN 1
$26.95 T
771990 Hardcover 1
14 02/25/2013
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9780061990632 Crombie,Deborah SOUND OF BROKEN GLASS:A AF-JAN1 $25.99 c
771990 Hardcover NOVEL 1
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9780399161773 Cussler,Clive STRIKER AF-JAN1 $27.95
771990 Hardcover 1
?6 03/05/2013
Please do not circulate the above title prior to the street date. N
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ATTACHMENT C
SAMPLE CONFIRMATION REPORT
Brodart Company DATE PAGE
500 Arch Street 05/31/2012 1
Williamsport,PA 17701-7809
THIS IS NOT AN INVOICE
Phone: (800) 233-8467
(570) 326-2461
Fax: (800) 999-6799
Bill To Acct No. 1234567
ABC LIBRARY
500 ARCH ST
WILLIAMSPORT PA 17701
ABC LIBRARY
500 ARCH ST 2
WILLIAMSPORT PA 17701
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Ship To Acct No. 1234567 ' °
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Cancelled-Item Has Been Cancelled OrdRcvd- Order Has Been Received For Processing Research-item Is Being Researched w
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Order Source: Bibz Profile#: 1.06712 Cust Purchase Order#: AD040209 Sales Order#: 44969
Author/ Branchl List/
Brodart No./ Pub Date/ Coll/ Customer Disc/ Ext
ISBNlFormat Status Title Qty Fund Reference Net Price Price
r 8 Wolfe,Tnger Ash CALLING 1 $24.00 —�
11013470 05/2008 45.5°/" N
Hardcover OrdRcvd FNYP] $13.08 $13.08
08032890
Freeman,Gwen CRAZY FOOLS KILLS FIVE 1 $14.95
9780979996009 OS/2008 13.0% Q
Trade Paper
OrdRcvd FNYP] $13.01 $13.01 j
07770588 Spencer-Fleming,J 1 SHALL NOT WANT:A CLARE FERGUSSON/RUSS 4 $24,95
9130312334871 06/2008 VAN ALSTYNE MYSTERY 45.5% O
Hardcover OrdRcvd[NYP] $13.601 $54.40 m
07809271 Siegel,Sheldon JUDGMENT DAY 1 $26.00 06
9781596922907 05/2008 110°/" fi
Trade Paper OrdRcvd[NYP] $22.62 $22.62 CD
07770502 Gordon,Alan MONEYLENDER OF TOULOUSE:A FOOLS'GUILD T $24.95
9780312371098 05/2008 MYSTERY 13.0°/"
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Hardcover OrdRcvd[NYP] $21.71 $21.71 t
07256175 Bowen,Rhys TELL ME PRETTY MAIDEN i $23.95 v
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9780312349431 03/2008 45.5% Q
Hardcover OrdRcvd $13.05 $13.05
Packet Pg.223
ATTACHMENT C
2214564 On Order Title Status Notice
r r Brodart Co. SAMPLE
• 500 Arch Street DATE PAGE
r Williamsport, PA 17701-7809 06/01/2012 1
Phone: (800) 233-8467
Ship To Acct No. 1234567 Fax: (80) 999-6799
JUV EASY FICTION PROCESSED Bill To Acct No. 123456
ABC LIBRARY ABC LIBRARY 5
500 ARCH ST 00 ARCH ST
WILLIAMSPORT, PA 17701 WILLIAMSPORT, PA 17701
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Bkord-M Title waiting for cataloging Research Item is being researched ,
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41878450 WHERE ARE YOU HASHEM 2 0510712012 13364130110026 $5.95 Bkotd
03/01/1990 o10036398 681527 L?
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12369209 BREWSTER'S LITTLE HELPER, 1 05/08/2012 133650119706 $3.99 Alloc
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97pn545317580 08/01/2011 Picture Book o1003691x 682068
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i02 Danziger, IT'S JUSTIN TIME,AMBER BROWN 1 05/17/2012 13365011970026 $13.55 Bkord
:>,ou613443968 Paula 682068 ti
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13309196 Silver, Ivy LIGHTS,CAMERA,ACTION 1 0510812012 13365011970026 $3.99 Alloc
9780545368575 01/01/2012 CHUGGER! ol0036982 682068 Q
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13426028 Carnesi, LITTLE DOG LOST:THE TRUE 1 05/16/2012 13371965280026 $15.99 Bkord
9780399256660 Monica STORY OF A BRAVE DOG NAMED o10040341 685705
01/05/2012 BALTIC,Picture Book fb o
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Titles Oft i —J
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Backordered: 3 4
Backordered(NYP): 0 0
Backordered for Cataloging: 0 0
Allocated: 2 2 E
In Process: 0 0
In Reserve: 0 0
Research/Error Items: 0 0 Q
Grand Total: 5 6
Packet Pg. 224
ATTACHMENT C
SAMPLE CANCELLATION NOTICE
. � Brodart Company
' ® 500 Arch Street DATE PAGE
�{ Williamsport,PA 17701-7809 05/31/2012 1
Phone: (800) 233-8467
(570) 326-2461
Pax: (800) 999-6799
Bill To Acct No. 012345
ABC LIBRARY
B 500 ARCH ST
AC LIBRARY
ABC ST WILLIAMSPORT PA 17701
500 WILLIAMSPORT PA 17701 N
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Ship To Acct No. 012345 -19
0
0
CAN Cancelled Per Customer Request ISR Invalid Special Request OSI Publisher Out of Stock Indefinitely m
CIT Cannot Identify Title MOD Must Order Direct from Publisher/Distributor PC Publication Cancelled
DNE Funds Exhausted NAO Not Available as Ordered POB Publisher Out of Business d
-• EBL End of Backorder Life NYP Not Yet Published-Please Reorder PPI Publication Postponed Indefinitely t`�J)
USR No US Rights
EDD End Date for DNE Plan Op Out of Print C
>;PC One Shipment Only-No Backorders
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Brodart ID/ Author Title Qty Customer` Order#/ List Reason u-
ISBN Reference Branch Price Code
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39 Chopin,Kate JAWAKENING 2 1 CQCH$Bklst350 I $9.00 OSI J
.13225113 648225 33151 ty
39935 ti
QC N
02078252 Shakespeare, MIDSUMMER NIGHT'S DREAM 2 1 CQCHSBklst350 I $10.00 OP Q
9781594480096 William 648227
39937 33151 �
QC
01483765 Palahniuk,Chuck FIGHT CLUB:A NOVEL(MOVIE TIE-1N ED.) I I CReg3708b $14.00 OSI 0
9780805076554 648421 33152 m
39977
NV 0a
01483765 Palahniuk.Chuck FIGHT CLUB:A NOVEL(MOVIE TIE-IN ED.) 1 2 CReg3708b $14.00 OSI m
9780805076554 648421 33152
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