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City Clerk Document No. _____ _
City Council Meeting Date: December 8. 2022
AMENDMENT TO CITY OF CHANDLER AGREEMENT
LIBRARY MATERIALS & RELATED SERVICES
CITY OF CHANDLER AGREEMENT NO. CS9-956-3919
THIS AMENDMENT NO. 2 (Amendment No. 2) is made and entered into by and between the City of
Chandler, an Arizona municipal corporation (City), and Ingram Library Services, LLC (Contractor), (City
and Contractor may individually be referred to as Party and collectively referred to as Parties) and made
_____ , 20_ (Effective Date).
RECITALS
WHEREAS, City Council approved the award of multiple Agreements for Library Materials & Related
Services (Agreement); and
WHEREAS, the term of the Agreement was November 1, 2018 through October 31, 2020, with the option
of up to two two-year extensions; and
AGREEMENT
NOW THEREFORE, the .Parties agree as folloVl(s:
1.
The recitals are accurate and are incorporated and made a part of the Agreement by this
reference.
2.
Section 111, Period of Service is amended to read as follows: The term of the Agreement is
extended for a two-year period November 1, 2022 through October 31, 2024.
3.
Section IV, Payment of Compensation and Fees is amended to read as follows: The City will pay
the Contractor the per unit cost set forth in Revised Exhibit B of the original Agreement, attached
to and made a part of this Amendment No. 2. Total payments made to the Contractor during
the term of this Amendment No. 2 will not exceed $1,150,000.
4.
All other terms and conditions of the Agreement remain unchanged and in full force and effect.
If a conflict or ambiguity arises between this Amendment No. 2 and the Agreement, the terms
and conditions in this Amendment No. 2 prevail and control.
DocuSign Envelope ID: DFFEBE7C-FEFD-4585-B6A7-27A0573BAB99
DocuSign Envelope ID: DFFEBE7C-FEFD-4585-B6A7-27A0573BAB99
VP & General Manager
City of Chandler, Arizona
Library Materials & Related Services
Solicitation # CS9-956-3919
2022 Renewal Pricing Proposal
Dear Mr. Jean:
Please accept this letter as notification that Ingram Library Services LLC would like to continue providing
library materials to the City of Chandler and Chandler Public Library. We review the business costs
annually associated with the contract to be able to provide you with sufficient notice of any necessary
change in terms.
To Renew this contract for one year term:
Discounts
Ingram is pleased to offer the following discounts to the City of Chandler, AZ.
Binding Type or Press
Discount
Trade Hardcover
45.0%
Trade/Quality Paperback
41.0%
Mass Market Paperback
41.0%
Graphic Novels
30.0%
Library Bindings
23.5%
University Press
10.0%
Short discount titles
10.0%
Spoken Word Audio, trade
45.0%
DVD and Blu-ray
30.5%
Music
26.0%
Net Titles
0%, with no service charges
Ingram does not recognize Large Print as separate discount categories. They will receive the discounts
listed above, based on binding or press type.
Our discount schedule will remain firm for the initial contract period. Discounts are applied to the
publisher’s current list price and publisher’s list price is subject to change without notice.
List prices of individual library materials are set by the publishers/manufacturers and not by Ingram as
distributor. Therefore, we cannot guarantee that the retail/list price of an item will not change during the
term of the contract. Prior to placing an order, the Library can determine a title’s estimated discount by
utilizing the “Price this List” or Quotation features on ipage.
In determining which titles receive less than full trade discounts, Ingram has utilized its best efforts to
categorize books for pricing purposes by considering the binding, cost of acquisition, general marketing
categories, publisher’s discount, and other factors. Ingram reserves the right to be the sole and final
determinant of the pricing category.
The discounts and terms reflected in this response are offered only to the City of Chandler, AZ. They are
not extended to other libraries, schools, cooperatives or government agencies.
DocuSign Envelope ID: DFFEBE7C-FEFD-4585-B6A7-27A0573BAB99
City of Chandler, Arizona
Library Materials & Related Services
Solicitation # CS9-956-3919
Cataloging and Processing:
Ingram offers a full range of integrated support services for print and audiovisual materials; our
experienced Processing Specialists will ensure maximum efficiency and accuracy from order to delivery.
Ingram’s processing prices are based on the use of Ingram’s standard inventoried materials. If the library
chooses to furnish materials or use non-standard supplies, it will be responsible for the costs. When
nonstandard suppliers are introduced, pricing for processing them will be established.
We have included a copy of our current Value-Added price list for reference. Although the list is not
comprehensive, it includes pricing for Ingram’s most common shelf-ready services. This Pricing is subject
to change with notice.
Freight:
We are pleased to offer Ingram-paid freight from your designated primary and secondary distribution
centers on shipments of 15 units or more. Orders will be held until a minimum quantity of 15 units is met.
The qualifying unit quantity is subject to change with notice. Items picked, packed, and shipped together
count as an individual shipment
UPS ground service is used to transport the majority of Ingram's goods. Ingram will choose the most cost-
effective shipping method. Ingram has the right to adjust distribution center designations in order to
provide the greatest service to your Library. Orders will ship FOB Destination. Ingram defines FOB
Destination as Ingram being responsible for the products until they are delivered to the library. Once the
items have been delivered, liability lies with the receiving agency. When freight charges on an individual
account surpass 2.5% of the account's expenditures, Ingram reserves the right to change the shipping
settings under this offer. Changes to account settings such as one warehouse for shipments or shipment
timetables and order consolidation levels are examples of such alterations. We will work closely with the
Library to ensure if changes are made, they are in the best interests of both parties
Due to the impact of rising oil prices, Ingram has instituted a $3.00 fuel surcharge. This charge is subject to
change with notice. These charges will appear as a Shipping and Handling charge on your invoice.
Payment Terms:
Payment terms under this offer shall be Net 30 Days. Payment is required for invoices within these terms
even when a purchase order has not been completed. Ingram does not invoice for items until they have
been shipped.
While other vendors demand payment from invoice date, Ingram’s terms are calculated on statement date
at the end of each month. With payment due 30 days from statement date, the customer’s payment is due
an average of 45 days from invoice (30-59 days). Ingram reserves the right to assess a late charge on all
past due invoices.
Ingram is agreeable to extend this Contract for one year:
Effective Dates:
Start Date:
November 1, 2022
End Date:
October 31, 2023
DocuSign Envelope ID: DFFEBE7C-FEFD-4585-B6A7-27A0573BAB99
City of Chandler, Arizona
Library Materials & Related Services
Solicitation # CS9-956-3919
Ingram Contact List:
The City of Chandler has toll-free telephone access to any Ingram point of contact at (800) 937-5300, or
you may reach your Senior Sales Representative directly at:
•
Amy Sackett, Senior Sales Representative ........................ (724) 953-9807
Email: amy.sackett@ingramcontent.com
•
Brandy Swett, Inside Sales Representative ....................... Ext. 31310
Email: Brandy.Swett@ingramcontent.com
Ingram Library Services LLC looks forward to a successful partnership with the City of Chandler. To accept
and Renew this offer, please send email acceptance to our Bids and Contracts Department at
ilsbids@ingramcontent.com.
Best Regards,
Pamela R. Smith
Vice President, General Manager
PRS/ab
DocuSign Envelope ID: DFFEBE7C-FEFD-4585-B6A7-27A0573BAB99
Certificate Of Completion
Envelope Id: DFFEBE7CFEFD4585B6A727A0573BAB99
Status: Sent
Subject: Complete with DocuSign: AZ-City of Chandler 2022 Renewal Pricing Proposal (003).pdf, 3919 Amend...
EDMS Application: CC-AGRMTS
Source Envelope:
Document Pages: 5
Signatures: 1
Envelope Originator:
Certificate Pages: 5
Initials: 0
Saranna Davidson
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-07:00) Arizona
PO Box 4008
Chandler, 85244
Saranna.Davidson@chandleraz.gov
IP Address: 198.241.2.1
Record Tracking
Status: Original
11/28/2022 | 12:26 PM
Holder: Saranna Davidson
Saranna.Davidson@chandleraz.gov
Location: DocuSign
Security Appliance Status: Connected
Pool: StateLocal
Storage Appliance Status: Connected
Pool: City of Chandler
Location: DocuSign
Signer Events
Signature
Timestamp
Pamela Smith
Pamela.smith@ingramcontent.com
VP & General Manager
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 104.129.206.103
Sent: 11/28/2022 | 02:09 PM
Resent: 11/30/2022 | 09:45 AM
Viewed: 11/30/2022 | 11:24 AM
Signed: 11/30/2022 | 11:24 AM
Electronic Record and Signature Disclosure:
Accepted: 11/30/2022 | 11:24 AM
ID: 0a888132-ff9c-4a5c-aeb1-86fd5cda3716
Victoria Roedig
victoria.roedig@chandleraz.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 5/12/2021 | 04:29 PM
ID: e8bc7d1d-9904-45bf-a2f0-f2704816bee9
Daniel Brown
Daniel.Brown@chandleraz.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 7/1/2021 | 08:17 AM
ID: 563d172a-e614-4b9b-b2a1-61a0afc8280a
Kevin Hartke
kevin.hartke@chandleraz.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 6/28/2021 | 11:17 AM
ID: 2531f230-027c-41f7-9166-1189df6a8c8f
Dana DeLong
Dana.DeLong@chandleraz.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Signer Events
Signature
Timestamp
Accepted: 6/28/2021 | 01:03 PM
ID: e796186e-c533-4a41-978c-34d69e29778a
In Person Signer Events
Signature
Timestamp
Editor Delivery Events
Status
Timestamp
Victoria Roedig
victoria.roedig@chandleraz.gov
Carahsoft OBO City of Chandler
Security Level: Email, Account Authentication
(None)
Sent: 11/30/2022 | 11:24 AM
Electronic Record and Signature Disclosure:
Accepted: 5/12/2021 | 04:29 PM
ID: e8bc7d1d-9904-45bf-a2f0-f2704816bee9
Agent Delivery Events
Status
Timestamp
Intermediary Delivery Events
Status
Timestamp
Certified Delivery Events
Status
Timestamp
Carbon Copy Events
Status
Timestamp
Rosenda Contreras
Rosenda.Contreras@chandleraz.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 3/30/2022 | 01:24 PM
ID: fd43dfe1-51e8-4292-b795-54e27b662b8e
Witness Events
Signature
Timestamp
Notary Events
Signature
Timestamp
Envelope Summary Events
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Timestamps
Envelope Sent
Hashed/Encrypted
11/28/2022 | 02:09 PM
Payment Events
Status
Timestamps
Electronic Record and Signature Disclosure
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Chandler (we, us or Company) may be required by law to provide to
you certain written notices or disclosures. Described below are the terms and conditions for
providing to you such notices and disclosures electronically through the DocuSign system.
Please read the information below carefully and thoroughly, and if you can access this
information electronically to your satisfaction and agree to this Electronic Record and Signature
Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to
use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign
system.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available
electronically to you by us. You will have the ability to download and print documents we send
to you through the DocuSign system during and immediately after the signing session and, if you
elect to create a DocuSign account, you may access the documents for a limited period of time
(usually 30 days) after such documents are first sent to you. After such time, if you wish for us to
send you paper copies of any such documents from our office to you, you will be charged a
$0.15 per-page fee. You may request delivery of such paper copies from us by following the
procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time
change your mind and tell us that thereafter you want to receive required notices and disclosures
only in paper format. How you must inform us of your decision to receive future notices and
disclosure in paper format and withdraw your consent to receive notices and disclosures
electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to
receive required notices and consents electronically from us or to sign electronically documents
from us.
All notices and disclosures will be sent to you electronically
Electronic Record and Signature Disclosure created on: 4/14/2021 | 08:43 AM
Parties agreed to: Pamela Smith, Victoria Roedig, Daniel Brown, Kevin Hartke, Dana DeLong, Victoria Roedig, Rosenda Contreras
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through the DocuSign system all required notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be provided or made
available to you during the course of our relationship with you. To reduce the chance of you
inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact City of Chandler:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to: esignature@chandleraz.gov
To advise City of Chandler of your new email address
To let us know of a change in your email address where we should send notices and disclosures
electronically to you, you must send an email message to us at esignature@chandleraz.gov and
in the body of such request you must state: your previous email address, your new email
address. We do not require any other information from you to change your email address.
If you created a DocuSign account, you may update it with your new email address through your
account preferences.
To request paper copies from City of Chandler
To request delivery from us of paper copies of the notices and disclosures previously provided
by us to you electronically, you must send us an email to esignature@chandleraz.gov and in the
body of such request you must state your email address, full name, mailing address, and
telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with City of Chandler
To inform us that you no longer wish to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your signing session, and on the subsequent page,
select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an email to esignature@chandleraz.gov and in the body of such request you must state
your email, full name, mailing address, and telephone number. We do not need any other
information from you to withdraw consent.. The consequences of your withdrawing consent for
online documents will be that transactions may take a longer time to process..
Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The
current system requirements are found here: https://support.docusign.com/guides/signer-guide-
signing-system-requirements.
Acknowledging your access and consent to receive and sign documents electronically
To confirm to us that you can access this information electronically, which will be similar to
other electronic notices and disclosures that we will provide to you, please confirm that you have
read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for
your future reference and access; or (ii) that you are able to email this ERSD to an email address
where you will be able to print on paper or save it for your future reference and access. Further,
if you consent to receiving notices and disclosures exclusively in electronic format as described
herein, then select the check-box next to ‘I agree to use electronic records and signatures’ before
clicking ‘CONTINUE’ within the DocuSign system.
By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm
that:
You can access and read this Electronic Record and Signature Disclosure; and
You can print on paper this Electronic Record and Signature Disclosure, or save or send
this Electronic Record and Disclosure to a location where you can print it, for future
reference and access; and
Until or unless you notify City of Chandler as described above, you consent to receive
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgements, and other documents that are required to be provided or made
available to you by City of Chandler during the course of your relationship with City of
Chandler.