R-1917 - 01/12/2021 - LIBRARY - Resolutions ITEM 6.D.1
BOARD OF TRUSTEES MEETING
VILLAGE or SAMUEL E.DEAN BOARD ROOM
OAK B Rt� , BUTLER GOVERNMENT CENTER
6.1 1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 12,2021
SUBJECT: Award of Contract for Library Books
FROM: Jacob Post,Head Librarian I&
Rania Serences,Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $74,000 from the 531 Library Account
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., Brodart and Ingram, and approve
Resolution 2021-LY-PG-R-1917, a resolution approving the waiver of competitive
bidding and authorizing the purchase of library books from authorized distributors.
Backeround/HistorN
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
Three primary book jobbers that serve the Village of Oak Brook are Baker&Taylor,
Brodart and Ingram.The discounts for 2021 are as follows:
BOT AGENDA Page 1
AU
TYpe of Book/Binding Baker& Taylor Brodart Ingram
Trade Bindings 43.5% 44% _ 43.50%
Library Bindings 20% 20% 15%
Mass Market Paperbacks 40% 40% 40%
University Press 10% 10% 40%
Shipping& Handlin► ''/z%o of invoice I%of invoice 0
I
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., Brodart and Ingram and approve Resolution 2021-LY- PG-R-1917.
BOT AGENDA Page 2
THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
2021-LY-PG-R-1917
A RESOLUTION
APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE PURCHASE OF LIBRARY BOOKS
FROM AUTHORIZED DISTRIBUTORS
GOPAL G.LALMALANI,Village President
CHARLOTTE K.PRUSS,Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAIYED
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 12th day of January,2021
RESOLUTION 2021-LY-PG-R-1917
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND
AUTHORIZING THE PURCHASE OF LIBRARY BOOKS FROM AUTHORIZED DISTRIBUTORS
WHEREAS, the Village of Oak Brook purchases materials for the Village Library, including all
formats for 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, Inc., Brodart,and
Ingram as distributors of bound books;and
WHEREAS,the Village of Oak Brook would receive a larger discount for purchasing bound books
from Baker&Taylor, Inc.,Brodart,and Ingram 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 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$74,000.00.
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 2021-LY-PG-R-1917
Authorizing Purchase of Library Books
Page 2 of 2
APPROVED THIS 12'^day of January,2021
Gopal G.Lalmalani
Village President
PASSED THIS 12th day of January,2021
Ayes: Trustees Baar,Cuevas,Manzo,Saiyed,Tiesenga,Yusuf
Nays: None _ — -- - —
Absent: None
ATTEST:
G�
Of OAk
w p\. Charlotfe K.Pruss
Village Clerk
G
C0 U NT Y1�