R-1519 - 01/12/2016 - LIBRARY - Resolutions Supporting Documents Item 10.B.1
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AGENDA ITEM
Regular Meeting of the Board of Trustees
of
January 12,2016
SUBJECT: Award of Contract for Library Books
FROM: Sue Madorin,Library Director sari
Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $55,000 in 531 and 541 Library Accounts
RECOMMENDED MOTION: 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,and approve
Resolution R-1519
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 2016 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 Y2%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.
Other vendors are used through the year based on product availability.
Recommendation:
The Village Board authorizes purchase orders of library materials from Baker& Taylor and
Brodart, and approves Resolution R-1519
RESOLUTION 2016-LY-PG-R-1519
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, (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(Collectively, "Authorized Distributors")as distributors of bound books; and
WHEREAS, the Village would receive a larger discount for purchasing bound books from
Authorized Distributors though the Purchasing Program than it would if the Village put the purchase order
out to bid.
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 Library Materials, shall be, and they are hereby, waived in accordance
with Section 1-7-4 of the Village Municipal Code.
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$55,000.00.
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.
[SIGNATURE PAGE FOLLOWS]
Resolution 2016-LY-PG-R-1519
Approving Purchase of Library Materials
Page 2 of 2
APPROVED THIS 12th day of January, 2016
Gopal G. Lalmalani
Village President
PASSED THIS 12th day of January, 2016
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk