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R-1425 - 01/13/2015 - LIBRARY - Resolutions Supporting Documents ITEM 1 0.B. 1) ,.■ii,e,ekt■etyfr1041. 0 .'• ,_....11-VirOA:. (-;,. -ip$,flit, loet.kvli. 0 4:4AViEV41 e ) I UM °C- tieOft.44 / 1 - ' •- , \;,. COUN11' 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 #34359946_vl