R-1690 - 01/09/2018 - LIBRARY - Resolutions Supporting Documents ITEM #6.E.6)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK B R , K BUTLER GOVERNMENT CENTER
zt� 1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 9, 2018
SUBJECT: Award of Contract for Library Books
FROM: Jacob Post, Head Librarian
Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $65,000 in 531 and 541 Library Accounts
RECOMMENDED MOTION:
I move that the Village Board waive further bidding since Illinois Library Systems
already conducted the bid process with the major book jobbers, and issue purchase
orders for books to Baker & Taylor, Inc., and Brodart, and approve Resolution R-
1690.
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 agreements.
Books
Two primary book jobbers that serve the Village of Oak Brook are Baker&Taylor and
Brodart. The discounts for 2018 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%
BOT AGENDA Page 1 F/.;
Shipping&Handling 1 %2% of invoice 1 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.
Multiple other vendors are used throughout the year based on product availability and
price.
Recommendation
That the Village Board authorize purchase orders for library books from Baker&Taylor,
Inc. and Brodart and approve Resolution R-1690.
BOT AGENDA Page 2
RESOLUTION 2018-LY-PG-R-1690
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND
AUTHORIZING THE PURCHASE OF LIBRARY BOOKS FROM AUTHORIZED DISTRIBUTORS
WHEREAS, the Village purchases materials for the Village Library, including all formats for books
(collectively, "Library Materials'j; 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.
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 Reauirements. The advertising and bidding
requirements for the purchase of bound books, 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 2018-LY-PG-R-1690
Approving Purchase of Library Books
Page 2 of 2
APPROVED THIS 9"'day of January, 2018
Gopal G. Lalmalani
Village President
PASSED THIS 9th day of January, 2018
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk