R-1425 - 01/13/2015 - LIBRARY - Resolutions Supporting Documents ITEM 1 0.B. 1)
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AGENDA ITEM
Regular Meeting of the Board of Trustees
of
January 13, 2015
SUBJECT: Award of Contract for Library Materials
FROM: Sue Madorin, Library Director
BUDGET SOURCE/BUDGET IMPACT: $80,000 in various accounts
RECOMMENDED MOTION:
I. I move that the Village Board waive further bidding since the Illinois Library Systems
already conducted the bid process with major book jobbers and issue purchase orders for
books to Baker and Taylor and Brodart.
2. I move that the Village Board waive bidding due to sole source for"library-use ready"
audio books and issue purchase orders to Recorded Books,Random House,
Blackstone, Midwest Tape, and Brodart.
3. I move that the Village Board waive bidding due to being a preferred provider and issue
purchase orders to Midwest Tape and Brodart for the supply of DVDs and CDs.
Background/History:
Pursuant to the provisions of Title 1-7-10 of our Village Code, we are permitted to join with
other governmental units in order to benefit from cooperative purchasing arrangements.
Books and Non-Print Media
Two primary book jobbers that serve the Village of Oak Brook are Baker and Taylor and
Brodart. The discounts for 2015 are as follows:
Q- '15
Type of Book/Binding Baker& Taylor Brodart
Trade Bindings 43.5% 44%
Library Bindings 20% 20%
Mass Market Paperbacks 40% 40%
University Press 10% 10%
Shipping & Handling '/2% of invoice 1% of invoice
Although the Village has the option to bid the purchase of books, we do not have the combined
purchasing power of Illinois Library Systems and as such we would not receive as good a
discounted price.
The brokers are unwilling to submit bids directly to the Village, since they could not offer a
better discount that what they already offer through the library systems.
Multiple vendors are used through the year based on product availability.
Library-Use Ready Audio Books
The recommended vendors for audio books are Recorded Books, Random House, Blackstone,
Midwest Tape, and Brodart. These five vendors are sole source for library-use ready audio
books. The books are delivered already processed in library cases ready for cataloging and
labeling. The cases and sleeves can be purchased separately; however, some books require as
many as 24 sleeves. Purchasing the books already processed saves the Village money and staff
time. The Library has used these companies for numerous years and is very satisfied with the
products and customer service.
DVDs and CDs
Midwest Tape and Brodart are the primary vendors for DVDs and CDs. Both companies provide
MARC records for free and consistently provides durable products and packaging.
Recommendation:
That the Village Board authorize the purchase of library materials from these authorized
distributors.
RESOLUTION 2015-LY-PG-R-1425
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND
AUTHORIZING THE PURCHASE OF LIBRARY MATERIALS FROM AUTHORIZED DISTRIBUTORS
WHEREAS, the Village purchases materials for the Village Library, including bound books, audio
books, DVD's, and CD's (collectively, "Library Materials"); and
WHEREAS, on behalf of Illinois municipalities, the Illinois State Library System collectively
negotiates for substantial discounts off of the retail price for the purchase of bound books ("Purchasing
Program"); and
WHEREAS, the Illinois State Library System has designated Baker & Taylor and the Brodart
Company as distributors of bound books; and
WHEREAS, the Village would receive a larger discount for purchasing bound books from Baker&
Taylor and the Brodart Company though the Purchasing Program than it would if the Village put the
purchase order out to bid; and
WHEREAS, Recorded Books, LLC, Random House, Inc., Blackstone, Midwest Tape, and the
Brodart Company, and are the sole source for selected titles in their "library-use ready" audio book
catalogues; and
WHEREAS, the Village has had a satisfactory relationship with Books, LLC, Random House, Inc.,
Blackstone, Midwest Tape, and the Brodart Company for the purchase of audio books for the Village
Library; and
WHEREAS, Section 1-7-7 of the "Village Code of Oak Brook, Illinois" ("Village Code") provides
that contracts, which by their nature are not adapted to award by competitive bidding or competitive
proposals, such as when an item is only available from a single source, are exempted from competitive
bidding and competitive proposal requirements; and
WHEREAS, the Village has had a satisfactory relationship with Brodart Company and Midwest
Tape as the Village's primary supplier of DVD's and CD's for the Village Library; and
WHEREAS, the Village desires to purchase Library Materials from Baker & Taylor, Recorded
Books, LLC, Random House, Inc., Blackstone Midwest Tape, and the Brodart Company (collectively,
"Authorized Distributors"); and
WHEREAS, the Village President and Board of Trustees, being fully advised in the premises,
have determined that it is in the best interests of the Village and its residents to: (i) waive competitive
bidding for the purchase of audio books, DVD's and CD's for the Village Library; and (ii) authorize the
purchase of Library Materials for the Village Library from the Authorized Distributors;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of bound books, DVD's, and CD's shall be, and they are hereby, waived in
accordance with Section 1-7-4 of the Village Code.
Resolution 2015-LY-PG-R-....
Approving Purchase of Library Materials
Page 2 of 2
Section 3: Approval of Purchase. The Village Manager and Village Clerk, upon approval of
all final documents by the Village Attorney, is hereby authorized and directed to execute such documents
and make such payments as are necessary to purchase Library Materials for the Village Library from the
Authorized Distributors for a total not-to-exceed cost of$80,000.00.
Section 4: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
APPROVED THIS 13th day of January, 2015
Gopal G. Lalmalani
Village President
PASSED THIS 13th day of January, 2015.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
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