R-1225 - 01/22/2013 - LIBRARY - Resolutions Supporting DocumentsP1EM 10.11.1)
AGENDAITEM
Regular Meeting of the Board of Trustees
of
January 22, 2013
SUBJECT: Award of Contract - Library Books and Audio Visual Materials
FROM: Sue Madorin, Library Director
BUDGET SOURCE/BUDGET IMPACT: $85,000 in various accounts
RECOMMENDED MOTION:
1. I move that the Village Board waive bidding and issue purchase orders for books
to Baker and Taylor and Brodart, taking advantage of the cooperative purchasing
arrangement negotiated by Illinois library Systems with major book jobbers.
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,
AudioGo, Brodart, Cabreana, and Midwest Tape.
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 2013 are as follows:
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
%z% 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.
Al�
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,
AudioGo, Midwest Tape, Brodart, and Cabreana. These six 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 approve Library purchases as indicated above.
RESOLUTION 2013- LY -PG -R -1225
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., AudioGo, Midwest Tape, the Brodart
Company, and Cabreana Audio Group 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.,
AudioGo, Midwest Tape, the Brodart Company, and Cabreana Audio Group for the purchase of audio
books for the Village Library; and
WHEREAS, Section 1 -7 -7 of the 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., AudioGo, Midwest Tape, the Brodart Company, and Cabreana Audio
Group (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 Municipal Code.
Resolution 2013- LY -PG -R -1225
Approving Purchase of Library Materials
Page 2 oft
Section 3: Approval of Purchase. The Village Manager 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 $85,000.00.
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 22`" day of January, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 22`" day of January, 2013.
ATTEST:
Charlotte K. Pruss
Village Clerk
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