R-1975 - 11/23/2021 - LIBRARY - Resolutions THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
2021-LY-FURN-GRNT-R-1 975
A RESOLUTION
APPROVING THE PURCHASE OF FURNITURE FOR THE OAK
BROOK PUBLIC LIBRARY
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
LAURENCE HERMAN
MICHAEL MANZO
JAMES NAGLE
A. SURESH REDDY
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 23rd day of November 2021
RESOLUTION NO. 2021-LY-FURN-GRNT-R-1975
A RESOLUTION
APPROVING THE PURCHASE OF FURNITURE FOR THE OAK BROOK PUBLIC LIBRARY
WHEREAS, the Village of Oak Brook is a municipal corporation with authority provided for
and granted pursuant to the Illinois Municipal Code to exercise certain powers and perform certain
functions pertaining to its local government and affairs;
WHEREAS, the Village of Oak Brook (hereinafter referred to as "Village") upon approval
of the corporate authorities may enter into a Contract with or issue a Purchase Order to another
party pursuant to Illinois Statute;
WHEREAS, Village staff applied for and received a Grant from the Illinois State Library
titled "On the Road To Recovery: Transforming Library Spaces';
WHEREAS, the Village will purchase furniture from Demco, Inc., (Demco) and will then
be reimbursed by the Illinois State Library for the entire grant amount;
WHEREAS, pursuant to the grant amount, Demco has agreed to provide the Village with
vinyl furniture that is more easily cleaned in instances of the pandemic in the amount of$9,864.41;
WHEREAS, the Village of Oak Brook Corporate Authorities are of the opinion that it is in
the best interests of the Village of Oak Brook to issue a Purchase Order to Demco for purposes
referenced herein.
NOW, THEREFORE, BE IT RESOLVED by the Village President and Board of Trustees
of the Village of Oak Brook, DuPage and Cook Counties, Illinois as follows:
Section One— Recitals
The Corporate Authorities hereby find that all of the recitals hereinbefore stated as
contained in the preamble to this Resolution are full, true and correct and do hereby, by reference,
incorporate and make them part of this Resolution as legislative findings.
Section Two —Approval of Furniture Purchase from Demco
The Village Board hereby approves the purchase of furniture in the amount of$9,864.41
from Demco.
Section Three—Purchase Order
The Village Board hereby authorizes and directs Village staff to issue a purchase order to
Demco to effectuate the purchase approved by this Resolution.
Section Four- Other Actions Authorized
The officers, employees and/or agents of the Village shall take all actions necessary or
reasonably required to carry out and give effect to the intent of this Resolution and otherwise to
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consummate the transactions contemplated herein, and shall take all actions necessary in
conformity therewith including, without limitation, the execution and delivery of all documents
required to be delivered in connection with the transaction contemplated herein.
Section Five -Authorization of Expenditures
The Corporate Authorities hereby authorize and direct the expenditure of all costs related
to the issuance of a purchase order, additionally, the Village is authorized and directed to allocate
and spend all necessary funds to fulfill the requirements of this Resolution.
Section Six—Waiver of Bidding Process
To the extent that any requirement of bidding would be applicable to the transactions
contemplated hereunder, the same is hereby waived.
Section Seven -Acts of Village Officials
That all past, present and future acts and doings of the officials of the Village that are in
conformity with the purpose and intent of this resolution are hereby, in all respects, ratified,
approved, authorized and confirmed.
Section Eight—Effective Date
This resolution shall be in full force and effect from and after its passage, approval and
publication as provided by law.
Section Nine - Publication
This resolution shall be published in book or pamphlet form as provided by the Illinois
Municipal Code.
Section Ten—Conflict Clause
All resolutions, parts of resolutions or board actions in conflict herewith are hereby repealed
to the extent of such conflict.
Section Eleven—Saving Clause
If any section, paragraph, clause or provision of this resolution is declared by a court of
law to be invalid or unconstitutional, the invalidity or unconstitutionality thereof shall not affect the
validity of any other provisions of this resolution, which are hereby declared to be separable.
Section Twelve—Recording
This resolution shall be entered into the minutes and upon the journals of the Board of
Trustees of the Village of Oak Brook.
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APPROVED THIS 23rd day of November 2021
Gopal G. Lalmalani
Village President
PASSED THIS 23rd day of November 2021
Ayes: Trustees Herman,Manzo,Nagle, Reddy,Tiesenga,Yusuf
Nays: None
Absent: None
ATTEST:
QBE OF 0.4 A.
Charlotte K. Pruss
Village Clerk
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Exhibit A
Purchase Order
5
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OFFICE OF THE SECRETARY OF STATE
JESSE WHITE • Secretary of State and State Librarian
ILLINOIS STATE LIBRARY
Gwendolyn Brooks Building
300 S.Second Street
Springfield, Illinois 62701-1796
October 19, 2021
Mr.Jacob Post
Oak Brook Public Library
600 Oak Brook Road
Oak Brook, Illinois 60523-2202
Dear Jacob,
Following are the reporting requirements and details for requesting reimbursement for
your FY2022 grant project Easily Cleaned Furniture. Please share this information
with the appropriate personnel within your agency. If you have any questions, contact Pat
Burg or me at 800-665-5576 extension 2.
Your grant project number is: 22-5117-RTR
• Funds must be disbursed October 1, 2021 through September 30, 2022 and align with
your approved application to be eligible for reimbursement.
• Funds obligated at September 30, 2022, are eligible for reimbursement.
Your project was funded with federal American Rescue Plan Act(ARPA)dollars.
• For your library's accounting department or auditors, ARPA grants are awarded under
CFDA 45.310.
• The Institute of Museum and Library Services (IMLS) is using Library Services and
Technology Act(LSTA)guidelines to administer the ARPA funds. Please refer to the LSTA
Grants Funded Administrative Manual and other supporting documentation for specific
guidelines governing use of federal funds including compliance with the Children's
Internet Protection Act. This also includes crediting IMLS on printed publications and in
press releases.
https:/Iwww.ilsos.p,ov/publications/odf publications/Ida249.pdf
Release of Grant Funds: Your agency must first spend local funds in support of activities, and
then request reimbursement to receive payment(s). Documentation to confirm the
Illinois State Library
Gwendolyn Brooks Building
Springfield,Illinois 62701
disbursement of funds must be maintained at the library. Do not submit receipts to the Illinois
State Library unless so requested.
Four Quarterly Reports are required. Submission of the Quarterly Financial and Narrative
Report in, January, April, July, and October will generate reimbursement within four to six
weeks. Late reports will delay reimbursement.
• Even if all the grant funds have been disbursed, continue to report on use of the service
implemented or how items purchased are being used. Your project is active until
September 30, 2022.
• If there is no activity within a quarter, the quarterly report is still due. Simply state no
activities took place under question six, and indicate $0 as disbursed on the budget
chart.
Interim Reports may be filed monthly to receive reimbursement more frequently. Submission
of an interim report by the 15th of the month will ensure timely reimbursement.
Whether monthly or quarterly, use the Financial and Narrative Report form posted online at:
https•//www.ilsos.gov/departments/library/grants/grant reports.html
The report is a fillable PDF form.
• Save the form to your computer and rename it prior to filling in your financial and
narrative information. The form does not automatically save, so save often.
• Submit your report via email to isl_grants@ilsos.gov (note the underscore between
isl grants) with your saved report as an attachment. In the subject line, provide your
grant number (22-5117-RTR) and for example, Quarterly Report or Interim Report
November 2021.
The budget chart on page 2 is cumulative over the life of the project. Each report is the
foundation for the next report.
• Always fill in the Approved Budget column first and the chart will automatically
calculate when disbursements are entered.
• if the chart does not automatically calculate, try changing your default PDF reader to
Adobe, or call the State Library for help.
The reimbursement request (page 2, question 1) is unique to each report. This is based on
actual grant funds disbursed during the designated timeframe.
• Do not duplicate or combine previously requested reimbursements.
• To request reimbursement of indirect costs, the best practice is to divide the amount
budgeted under Admin/Facilities by four and request one/fourth to be reimbursed each
quarter.
Use budget categories as headings (page 3, question 2)to explain how grant funds were used
and show alignment with the amounts listed on the Financial Report/chart. It is acceptable to
combine low cost items like ink, paper and markers together as consumable project supplies.
Narrative descriptions(page 4) must highlight how grant funded activities or items purchased
support the library's efforts to respond directly to or recover from the pandemic.
Page 2
• Refer back to the proposed outcomes on your application and report benefits to your
target audience.
• It is optional to add an appendix to your report and provide more details.
Costs Differ from the Budget: The Approved Budget column mirrors the budget on your
approved application. This never changes unless a budget amendment is executed. Slight
differences between actual disbursements and the approved budget are common.
• Calculate 10% of your total award. You have the flexibility to vary from the approved
budget providing the potential to overspend across all budget lines equals 10%or less of
the total grant award. This gives you flexibility when the actual costs vary from the
budget.
• Never disburse grant funds in a budget line with $0 budgeted - submit a budget
amendment request first.
A Budget Amendment Request is required if the over-expenditures across all budget lines are
anticipated to total more than 10% of the grant award. This is a significant variance from the
approved budget.
• It is a grantee's responsibility to request a budget amendment, to align the budget and
anticipated actual costs, before a significant variance occurs.
• A Budget Amendment Request may be submitted anytime but no later than August 1,
2022.
Equipment with a unit cost of$5,000 or greater:
Equipment purchased with ARPA funds for$5,000 or more per item must be labeled as follows.
Items with a unit cost of less than$5,000 do not need to be labeled.
Purchased using American Rescue Plan Act funds awarded by the Secretary of State/Illinois
State Library using funds provided by the U.S. Institute of Museum & Library Services under
federal award identification number LS-250209-OLS-21.
Project Number: 22-5117-RTR
Date:
Contact the Illinois State Library before taking out of service any equipment costing $5,000 or
more that was purchased with ARPA funds.
The LSTA Post Project Report and accompanying Activity Report(s) are required and due 45
days after the end of the grant period or by November 15, 2022. These reports provide a
retrospective overview and analysis of the project including actual expenditure of ARPA funds,
activities offered, participant demographics, and outcomes achieved.
• These reports are shared with the Institute of Museum and Library Services with your
abstract made available to the general public.
• More information will be emailed to you after submission of the fourth quarter report.
• Contact Mandy Saia if you have questions.
Public Libraries only: On the Illinois Public Library Annual Report (IPLAR), report this ARPA
grant award in section 8.10 Federal- Other.
Page 3
This grant project does not have a CSFA number. Grant awards from the State Library, a
department of the Secretary of State, are not subject to the Catalog of State Financial
Assistance (CSFA) or the Grant Accountability and Transparency Act. GATA is applicable only for
grants awarded from state agencies that are within the hierarchy of the Governor's Office.
General Timeline:
October 1,2021 Grant funded activities begin. Spending may begin.
November 1S Optional - Request monthly reimbursement by submitting an interim report by
December 15 the 15"of the month.
January 15,2022 Quarterly Financial and Narrative Report is due documenting disbursements and
activities during October, November and December 2021. Request
reimbursement if applicable.
February 15 Optional - Request monthly reimbursement by submitting an interim report by
March 15 the 151h of the month.
April 15,2022 Quarterly Financial and Narrative Report is due documenting disbursements and
activities during January, February and March 2022. Request reimbursement if
applicable.
May 15 Optional - Request monthly reimbursement by submitting an interim report by
June 15 the 151h of the month. In the Date field on page one, indicate Interim Reportfor
<month>.
July 15,2022 Quarterly Financial and Narrative Report is due documenting disbursements and
activities during April, May and June 2022. Request reimbursement if applicable.
August 1 Deadline to submit a budget amendment request.
August 15 Optional - Request monthly reimbursement by submitting an interim report by
September 15 the 15th of the month.
September 30,2022 FY22 grant agreement ends. Deadline to spend 100%of your grant funds.
Grant funded activities end under this agreement.
October 15 Quarterly Financial and Narrative Report is due documenting disbursements and
activities during July, August and September 2021. Request reimbursement if
applicable.
November 15 Encumbrance Report due documenting the disbursement of the final payment(if
applicable)
Post Project Report is due
Best wishes for a successful project. Please let us know if you have any questions.
Sincerely,
Karen Egan,Associate Director
Grants and Programs, Library Development
cc: Grant Project Number: 22-5117-RTR
Grant Monitor: Pat Burg
Page 4
DemcodD
QUOTATION
P.O. Box 7488 Reference: G1214036
imagine what's possible Madison, WI 53707-7488 Contract/Bid ID: Y03872
PH 800-462-8709 FAX 888-329-4728 Today: 10/07/21
Quote Expiration Date: 11/30/21
NAME: Oak Brook Public Library
CONTACT: THERESA OZARK
PHONE: 630-368-7733
EMAIL: tozarkmoak-brook.or
Line Qty Product Product Description Colors/Finished/Options Unit Price Discount Ext Total
1 15 W13756570 Atlantic Series Arm Chair 29-1/2"H x 32"W x 31"D 384.79 Net 5,771.85
Vinyl Color
+ Select One +
Dillon Black (R107)
Dillon Blue (R105)
Dillon Buff (R104)
Dillon Java (R102)
Dillon Lipstick (RION
Dillon Sage (R106)
Dillon Snow (R101)
Dillon Stratus (R103)
PLEASE NOTE: This item may not be returned unless damaged or defective.
2 3 W13756590 Atlantic Series Loveseat 29-1/2"H x 51-1/2"W x 31"D 549.99 Net 1,649.97
Vinyl Color
+ Select One +
Dillon Black (R107)
Dillon Blue (R105)
Dillon Buff (R104)
Dillon Java (R102)
Dillon Lipstick (R100)
Dillon Sage (R106)
Dillon Snow (R101)
Dillon Stratus (R103)
PLEASE NOTE: This item may not be returned unless damaged or defective.
Order Subtotal 7,421.82
+Shipping/Processing 2,442.59
Sales Tax Exempt
Grand Total 9,864.41
-Delivery Provisions: This quote has been specifically prepared to deliver with:
Tailgate Delivery : 2332.5
Call Ahead - Delivery App: 0.00
Inside Delivery 40.00
Power Lift Gate 70.00
P.O. Box 7489Demco0
QUOTATION PAGE: 2
Reference: G7214036
imagine what's possible Madison, WI 53707-7488 Contract/Bid ID: Y03872
PH 800-462-8709 FAX 888-329-4728 Today: 10/07/21
Quote Expiration Date: 11/30/21
NAME: Oak Brook Public Library
CONTACT: THERESA OZARK
PHONE: 630-368-7733
r'.tM.IL: to.arkmoak-brook.or
Line Qty Product Product Description Colors/Finished/Options Unit Price Discount Ext Total
Additional Note: PRICING: No additional promotions or discounts may be combined with this bid/quote. Reductions in volume may
affect the quoted pricing.
ESTIMATED DELIVERY: 3-5 weeks after receipt of complete and accurate order. Lead times may vary depending on time of order and availabl
products.
SHIPPING AND PROCESSING: Standard shipping is for tailgate delivery. Liftgate truck and inside delivery are additional services and
those charges are in addition to the tailgate delivery charge. See attached freight terms for explanation of delivery services.
PAYMENT TERMS: Net/30 days subject to Accounting approval. Pre-payment may be required.
'REFER TO QUOTE: Please reference quote G1214036 when ordering to receive discounted pricing and shipping charges. Quote
pricing may not be applied if quote number is not referenced.
FURNITURE AND EQUIPMENT: Furniture and equipment items are non-returnable unless received damaged or defective
RESTOCKING FEES: Products are non-returnable unless received damaged or defective. If returnable, restocking fees may apply.
CANCELLATIONS: Once the order is placed and processing has started the order may not be cancelled without approval from Demco
and/or manufacturer of product. Cancellation fees may apply.
order Provisions: Please note the attached freight terms
BILL TO: SHIP TO: CONTACT: SALES REP:
Oak Brook Public Library Theresa Ozark THERESA OZARK Alli Starry
600 Oak Brook Rd Oak Brook Public Library OAK BROOK PUBLIC LIBRARY Email: allisedemco.com
Oak Brook IL 60523 600 oak Brook Rd 600 OAK BROOK RD Phone: 800-462-8709
Oak Brook IL 60523-4668 OAK BROOK IL 60523-4668 Fax: 888-329-4728