Coversheet

ITEM 28.
Library - Consent


AGENDA ITEM REPORT

DATE:	November 7, 2023
DEPARTMENT:	Library
REQUESTER:	Mindi Simon
TITLE:	Approve Annual Purchase of Materials from Ingram

I.	MOTION REQUESTED
	A) Approve estimated expenditures of $300,000 from Ingram for the purchase, cataloging and processing of materials for county libraries. 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.

II.

ITEM SUMMARY

Approve the purchase of materials from Ingram along with associated services such as the cataloging and processing of items. The total estimated expenditure of $300,000 is included in the Library System’s FY23-24 budget.

FY22-23 expenditures were $246,546. Increase is in response to demand for popular materials and inflation.

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.

III.

BACKGROUND AND IMPLICATIONS OF ACTION

	A)	Board Action and Other History
		On January 17, 2023 the Board of County Commissioners approved the purchase of materials of more than $100,000 from Ingram. FY22-23 expenditures with Ingram were $246,546, including fees for cataloging and processing of materials.

	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.

	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.

	D)	Analysis
		Materials from Ingram are available to library customers in library branches. During FY22-23 library customers borrowed more than 4.3 million items. Ingram items are a part of this circulation. 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.

	E)	Options

IV.

FINANCIAL INFORMATION

A)	Current year dollar amount of item:	$300,000
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
G)	Fund Type?	Other: Library
H)	Comments:

V.	RECOMMENDATION
	Approve

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.

VII.	FOLLOW UP

REVIEWERS:
Department	Reviewer	Action	Date
Library	Tucker, Mary	Approved	10/27/2023 - 8:56 AM
Library	Simon, Mindi	Approved	10/27/2023 - 9:01 AM
Budget Services	Henkel, Anne	Approved	10/27/2023 - 9:14 AM
Budget Services	Winton, Peter	Approved	10/27/2023 - 9:39 AM
County Attorney	Fraser, Andrea	Approved	10/27/2023 - 10:46 AM
County Manager	Codie, Robert	Approved	10/30/2023 - 8:56 AM