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CITY COUNCIL AGENDA MEMO |
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| | | | | | | | | MEETING DATE: | 9/28/2020 | | DEPARTMENT: | Library | | DIRECTOR: | Libby Holtmann, Director of Libraries | | AGENDA ITEM: | Approval of purchase on State Contract 715-M2 for Publications, Audiovisual Materials, Books, Textbooks, and Ancillary Services. | | RECOMMENDED ACTION: | Purchase from Existing Contract |
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| | | | | | | | ITEM SUMMARY To approve the purchase of Publications, Audiovisual Materials, Books, Textbooks, and Ancillary Services for a one (1) year contract with three (3) one-year optional renewals in an estimated annual amount of $240,000 with Midwest Tape, LLC; $70,000 with Ingram Library Services LLC; $150,000 with Brodart Co. and $550,000 with Baker & Taylor, LLC for a total estimated annual amount of $1,010,000 through an existing contract; and authorizing the City Manager to execute all necessary documents. (State of Texas Contract No. 715-M2) Approved |
| | | | | | | | BACKGROUND In conjunction with the FY 20-21 Operating Budget, this item requests Council authorization for annual contracts to purchase library materials throughout the fiscal year starting October 1.
The Library recommends approval to purchase library materials including books, books-on-CD, compact discs, and DVDs for Plano Public Library in the total estimated annual amount of $1,010,000. Expenditures will be broken down by the following: Midwest Tape, LLC $240,000, Ingram Library Services LLC $70,000, Brodart Co. $150,000, and Baker & Taylor, LLC $550,000 through an existing contract with the State of Texas and authorizing the City Manager to execute all necessary documents. (State of Texas Contract No. 715-M2)
These vendors are key book and media jobbers providing libraries with quality material for public consumption. They provide discounted materials in a timely manner in which Plano residents have become accustomed. The impact of not granting this request would affect the quality and relevance of the overall library collection.
The City is authorized to purchase from the State Contract list pursuant to Chapter 271 Subchapter D of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (State of Texas Contract No. 715-M2 and the City of Plano No. 2020-0614-OA) |
| | | | | | | | FINANCIAL SUMMARY/STRATEGIC GOALS Funding for this item, in the amount of $1,010,000, will be available in the 2020-21 Library Technical Services Budget. The purchase of materials through an existing contract with the State of Texas includes a one (1) year contract in the amount of $240,000 with Midwest Tape, LLC; $70,000 with Ingram Library Services LLC; $150,000 with Brodart Co. and $550,000 with Baker & Taylor, LLC with three (3) optional, one-year renewals. Assuming all contract renewals are exercised, the total amount for this item would be $4,040,000 ($1,010,000 each fiscal year 2020-21 thru 2023-24). All expenditures will be made within approved budget appropriations.
Approval of this item will support the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government. |
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