| | | | | | | |  | ITEM 18.
Library - Consent |
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| | | | | | | | | DATE: | December 7, 2021
| | DEPARTMENT: | Library
| | REQUESTER: | Mindi Simon
| | TITLE: | Approve Purchase of Books, Magazines and Periodicals for County Libraries |
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| | | | | | | | | I. | MOTION REQUESTED | | | A) Approve expenditures for the purchase of physical books and periodicals, on an as needed basis, for use at county libraries from the following vendors: Ingram and WT Cox. These expenditures, estimated at $702,000, are approved in the department’s annual adopted budget.
B) Authorize the County Manager or designee to execute any documents required to complete the purchases on behalf of the Board of County Commissioners.
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| | | | | | | | | II. | ITEM SUMMARY | | | Approve the purchase of physical library materials, and services such as cataloging and item processings, from vendors, Ingram and WT Cox for educational and recreational materials and resources including books, magazines and periodicals.
FY20-21 expenditures for these items were $437,084. The price increase for Ingram is due to shifting more funds from our other book vendors to Ingram. Due to current supply chain issues that all organizations are experiencing, Ingram currently has the stock and availability of resources that we need while other vendors do not. Expenditures with these vendors fall under Lee County Procurement Ordinance No. 18-22, Section 3.8 which provides exemption from competitive solicitation for these types of purchases; however purchases of $100,000 or more require Board approval. The total expenditure is included in the FY21-22 Budget. |
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| | | | | | | | | III. | BACKGROUND AND IMPLICATIONS OF ACTION |
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| | | | | | | | | | A) | Board Action and Other History | | | | On Feb. 2, 2021, the Board of County Commissioners approved purchases of more than $100,000 for library books, periodicals, audio-visual material and online resources from five vendors.
For FY21-22, this item is limited to 2 vendors providing physical items. Vendor WT Cox was added. The other vendors with agreements will be presented as separate items.
Total expenditures of the 2 vendors for products and services during FY 20-21 were $437,084; specifically:
• Ingram: $340,815 (books),
• WT Cox $96,269 (magazines and periodicals).
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| | | | | | | | | | B) | Policy Issues | | | | Section 3.8, of Lee County Procurement Ordinance No. 18.22 states that books, periodicals, software, printed materials, photographs, film disk, or similar materials in either physical or electronic format are exempt from the competitive procurement process. |
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| | | | | | | | | | C) | BoCC Goals | | | | Providing physical and electronic materials to Lee County Library System customers supports the department’s Long Range goals to offer services, materials, and programs to meet the ever-changing needs of new and existing patrons. This aligns with Lee County goals to provide authoritative resources, good customer service and support the needs of the citizens of Lee County. |
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| | | | | | | | | | D) | Analysis | | | | Materials from these vendors are available to library customers in library branches. During FY20-21, library customers borrowed more than 4.8 million items. As Lee County continues to thrive and grow, we will utilize data and usage statistics to evaluate the need for materials and formats, and provide funding through the operating budget. |
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| | | | | | | | | | A) | Current year dollar amount of item:
| $702,000 | | | B) | Is this item approved in the current budget? | Yes | | | C) | Is this a revenue or expense item? | Expense | | | D) | Is this Discretionary or Mandatory? | Discretionary | | | E) | Will this item impact future budgets?
If yes, please include reasons in III(D) above.
| No | | | F) | Fund: Library
Program: Lee County Library System
Project: Library Materials
Account Strings: KG5710114800.506610.181, KG5710114800.506613.181 | | | G) | Fund Type? | Other: Library | | | H) | Comments:
FY21-22 expenditures estimated at $702,000 |
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| | | | | | | | | VI. | TIMING/IMPLEMENTATION | | | Library material and service purchases are ongoing throughout the fiscal year. The vendors generate invoices for payment of the materials and services. The library pays the invoices once the materials and services are received.
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| REVIEWERS: | | Department | Reviewer | Action | Date | | Library | Tucker, Mary | Approved | 11/18/2021 - 9:44 AM | | Library | Simon, Mindi | Approved | 11/18/2021 - 10:36 AM | | Budget Services | Henkel, Anne | Approved | 11/18/2021 - 11:31 AM | | Budget Services | Winton, Peter | Approved | 11/18/2021 - 11:32 AM | | County Attorney | Fraser, Andrea | Approved | 11/18/2021 - 12:00 PM | | County Manager | Brady, Christine | Approved | 11/19/2021 - 2:50 PM |
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