| | | | | | | |  | ITEM 29.
Library - Consent |
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| | | | | | | | | DATE: | November 7, 2023
| | DEPARTMENT: | Library
| | REQUESTER: | Mindi Simon
| | TITLE: | Approve Annual Expenditures with Midwest Tape and Renew Hoopla Agreement |
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| | | | | | | | | I. | MOTION REQUESTED | | | A) Approve expenditures with Midwest Tape for the purchase, cataloging, and processing of physical materials along with downloadable and streaming content. These expenditures, estimated at $750,000 are approved in the department’s annual adopted budget.
B) Approve renewal of the 36-month agreement for Hoopla, a download and streaming content service.
C) 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 expenditures with Midwest Tape for physical and electronic materials for library patrons, along with cataloging and processing services. Additionally, approve renewal of the 36-month agreement for Hoopla, a download and streaming content service. During FY22-23, the library system checked out more than 4.3 million items.
The total estimated expenditure for FY23-24 is $750,000 and is included in the Library System budget. FY22-23 expenditures with Midwest Tape were $642,318. The increase is in response to an increased demand for downloadable and streaming content, popularity of physical 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.
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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 purchase of materials from Midwest Tape. Total expenditures for Midwest Tape in FY22-23 were $642,318.
On January 18, 2022, the Board of County Commissioners approved expenditures and a 24-month agreement with Midwest Tape for processing of physical materials and use of their download and streaming service
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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 | | | | During FY22-23, library customers borrowed more than 4.3 million items, a part of which were Midwest Tape materials. 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:
| $750,000 | | | 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 KG5710114800.506611.181 | | | 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 | Tucker, Mary | Rejected | 10/25/2023 - 1:08 PM | | Library | Maine, Stacy | Approved | 10/27/2023 - 2:32 PM | | Library | Tucker, Mary | Approved | 10/30/2023 - 4:13 PM | | Library | Simon, Mindi | Approved | 10/30/2023 - 4:14 PM | | Budget Services | Henkel, Anne | Approved | 10/31/2023 - 8:26 AM | | Budget Services | Winton, Peter | Approved | 10/31/2023 - 8:32 AM | | County Attorney | Fraser, Andrea | Approved | 10/31/2023 - 8:44 AM | | County Manager | Codie, Robert | Approved | 10/31/2023 - 11:25 AM |
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