DATE: May 6, 2025
TO: Board of Supervisors
SUBMITTED BY: Sally Gomez, County Librarian, Library
SUBJECT: Agreement with Demco, Inc. - Public Library Supplier
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Demco, Inc., which does business in California as Demco Supply Inc., through a cooperative agreement with OMNIA Partners, NCPA Administration Agreement Number 07-85 for public library furniture, products, equipment and supplies for a for a total of 5 years, effective upon execution, converting Procurement Agreement P-24-694 to a Board Agreement, increasing the term by three years, with two (2) additional one-year extensions, to a total possible term of five years, four months and 21 days, and increasing the maximum from $190,000 to $15,000,000.
REPORT
There is no additional Net County Cost associated with the recommended actions. The recommended action will allow the Library to continue to contract with Demco, Inc. (Demco) with discounted pricing in accordance OMNIA Partner’s contract as a supplier of public library products, furniture, fixtures, interior design, installation, equipment, and supplies to help maximize the County’s flexibility. The recommended agreement will replace, supersede, and convert Procurement Agreement P-24-694, OMNIA Partners and National Cooperative Purchasing Alliance Administration Agreement (NCPA) with region 14 ESC, to a Board agreement. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board choose not to approve the recommended actions, the Library would not have an efficient method of securing supplies, repairing library materials, and buying library furniture in over thirty-five branch locations that need these services.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The approval will increase the maximum compensation for a total maximum agreement of $15,000,000. Library Sales Tax, property taxes, and designated donations will fund the cost. Sufficient appropriations and estimated revenues have been included in the Library Org 7511, 7521 and 7530 FY 2024-25 Adopted Budget and will be included in subsequent budget requests.
DISCUSSION:
The County’s Purchasing Manual provides that contract buying groups are considered to take the place of competition if, in County’s Purchasing 's opinion, it is in the best interest of the County. The agreement cost solution is based on the best, most efficient outcome for the County.
Demco, a trusted partner and leading library supplier, shares the County’s dedication to libraries and has invested in the future of libraries. Demco provides the most comprehensive selection of public library services, products, furniture, shelving, storage equipment, shelving and racks, archival products, and supplies.
On September 1, 2022, the Region 14 Education Service Center (ESC), in conjunction with OMNIA Partners and National Cooperative Purchasing Alliance Administration Agreement (NCPA) issued contract number 07-85 by Region 14 ESC, RFP #24-22 discount pricing for furniture with the added value of discounts on products, services, equipment, learning materials, and supplies.
On September 16, 2024, the Board approved in the budget multiple facility projects that range from Clovis, Reedley, and Selma remodel, lease to relocate the Politi branch to a more prominent location and purchasing an ‘as is’ building to remodel for library services. In addition, there are branches in need of minor furniture upgrades. Adding a public library-specific vendor supplier will allow the Library to be more effective and efficient in operations that range from public space design, library furniture, installation, check out materials repairs, book drop, equipment, and supplies for thirty-five branch locations.
On December 17, 2024, the County of Fresno secured Procurement Agreement P 24-694, utilizing OMNIA National Cooperative Purchasing Alliance Administration Agreement (NCPA) with region 14 ESC, in the amount of $190,000 for library furniture, equipment and supplies to provide for current Library needs. Staff estimates there will be approximately $150,000 of funds left on that Procurement Agreement as of this Board date. The recommended agreement will supersede Procurement Agreement P-24-694 and convert Procurement Agreement P-24-694 to a Board agreement, and the maximum compensation included in Procurement Agreement P-24-694 is included in the maximum compensation of the recommended agreement today. The recommended agreement utilizes discounted rates negotiated by cooperative OMNIA Partners and NCPA.
The approval of the recommended actions will approve a three-year base contract, with two (2) additional one-year extensions, for a total amount not to exceed $15,000,000 (including the $190,000 included in Procurement Agreement P-24-694) to support adding a public library-specific vendor supplier.
To ensure that the Library keeps track of the expenditures of funds on the recommended agreement and has sufficient remaining funds to complete all necessary projects, the Library will use a two-person team. This will include a program tech to monitor and track internal requisitions issued and contract expenditures on e-contracts, as well as a Division Manager or Business Manager to sign off on all incoming requests for supplies, equipment and branch projects. Compensation to Demco will only be paid for as-needed purchasing with review and signature by Division Manager and Business Manager prior to program tech ordering and tracking.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Demco, Inc.
CAO ANALYST:
Fine Nai