| | | | | | | |  | ITEM 27.
Library - Consent |
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| | | | | | | | | DATE: | November 7, 2023
| | DEPARTMENT: | Library
| | REQUESTER: | Mindi Simon
| | TITLE: | Approve Renewal and Annual Spend for Materials from Baker and Taylor |
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| | | | | | | | | I. | MOTION REQUESTED | | | A) Approve expenditures of $1,282,800 for the lease and purchase of materials for use at county libraries from Baker and Taylor. An estimated $382,800 is to acquire lease materials and $900,000 to purchase materials and services such as cataloging and processing, along with platform fees. These expenditures are approved in the department’s annual adopted budget.
B) Authorize the County Manager or designee to execute any documents required to complete the purchase on behalf of the Board of County Commissioners.
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| | | | | | | | | II. | ITEM SUMMARY | | | Approve the lease and purchase of materials from Baker and Taylor along with services such as cataloging, processing, and platform fees. The total expenditure of $1,282,800 is included in the FY23-24 budget.
FY22-23 expenditures for these items were $1,319,481.
These expenditures fall under Lee County Procurement Ordinance 23-21, Section 3.8(A)(1) which provides exemption from competitive solicitation for these types of purchases; however, purchases of $100,000 or more require Board approval.
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| | | | | | | | | III. | BACKGROUND AND IMPLICATIONS OF ACTION |
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| | | | | | | | | | A) | Board Action and Other History | | | | On January 17, 2023 the Board of County Commissioners approved the lease and purchase of materials of more than $100,000 from Baker and Taylor.
FY22-23 expenditures for these items were $1,319,481: $369,503 for leased books, and $949,978 for owned books plus fees related to the ordering, cataloging, and processing of materials, plus platform fees.
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| | | | | | | | | | B) | Policy Issues | | | | Section 3.8(A)(1), of Lee County Procurement Ordinance No. 23-21 states that the Competitive Procurement process is waived for all books, periodicals, software intended primarily for direct use by the general public, printed materials, photographs, film, disk, or similar materials in either physical or electronic format. |
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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’s strategic goal to enhance the quality of life for the citizens of Lee County. |
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| | | | | | | | | | D) | Analysis | | | | Materials from this vendor are available to library customers in library branches. During FY22-23 library customers borrowed more than 4.3 million items. Baker and Taylor items contribute to our circulation and include high demand/popular items which our customers want. As Lee County continued 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:
| $1,282,800 | | | 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 | | | G) | Fund Type? | Other: Library | | | H) | Comments:
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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 | Lamontagne, Angela | Approved | 10/27/2023 - 10:20 AM | | Library | Simon, Mindi | Approved | 10/27/2023 - 10:22 AM | | Budget Services | Henkel, Anne | Approved | 10/27/2023 - 12:42 PM | | Budget Services | Winton, Peter | Approved | 10/27/2023 - 3:29 PM | | County Attorney | Fraser, Andrea | Approved | 10/27/2023 - 3:42 PM | | County Manager | Codie, Robert | Approved | 10/30/2023 - 8:58 AM |
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