City and County of Broomfield, Colorado CITY COUNCIL AGENDA MEMORANDUM To: From: Prepared by: Mayor and City Council George Di Ciero, City and County Manager Roberta Depp, Director of Library Services and Cultural Affairs Meeting Date Agenda Category Agenda Item # July 27, 2010 Business Agenda 9 (c) Agenda Title: Proposed Resolution No. 2010-96 Authorizing an Exception Pursuant to Section 3-20-100 of the Broomfield Municipal Code for the Purchase of Library Books, Materials, and Supplies for the Mamie Doud Eisenhower Public Library Summary The Mamie Doud Eisenhower Public Library wishes to use the Colorado Library Consortium (CLiC) negotiated contracts for Procurement. The Colorado Library Consortium (CLiC) is a non-profit cooperative of academic, public and school libraries throughout the state of Colorado. The Mamie Doud Eisenhower Public Library is a member. CLiC operates the state-wide library courier service that transports patron-requested materials between libraries. It also negotiates agreements with primary vendors of library books, audio & video items, periodicals, book binding services and equipment & supplies on behalf of the Colorado library community. Colorado Cooperative purchasing agreements negotiated by CLiC do not qualify under Title 3-20-070(B) of the Broomfield Municipal Code as the agreements are negotiated and are not awarded under publicly solicited procurements. Pursuant to Title 3-20-100 Other Exceptions, Additional exceptions to the requirements for competitive sealed bids may be made by resolution of the city council upon a finding that the requirements for competitive sealed bids are unnecessary to achieve a cost-effective result. NA Prior Council Action Financial Considerations All expenditures are within the approved budgeted amounts for Library Services accounts. To not approve request. Alternatives Proposed Actions/Recommendations That Resolution No 2010-96 be approved.
Agenda Title Page 2 BACKGROUND Colorado Library Consortium (CLiC) The Mamie Doud Eisenhower Public Library has been a member of the Colorado Library Consortium (CLiC) since it was created by state statute in 2004. Any publicly funded library may become a full member for free. There are currently 438 member libraries in CLiC. All of Colorado s 117 public libraries are members. The primary services provided by CLiC are operation of the Colorado Library Courier service, cooperative purchasing agreements, continuing education, and library leadership and development activities. In providing cooperative purchasing agreements, CLiC negotiates with various vendors on an annual basis and then distributes the list of available discounts to all member libraries. Libraries order directly through the vendor citing the CLiC discount agreement. Some of the vendors currently available to the Library on CLiC negotiated agreements include: Books & Media: Baker & Taylor, Brodart, Ingram Library Services Equipment & Supplies: DEMCO, Highsmith, Vernon Library Supplies Periodicals: Basch Subscriptions, Wolper Subscriptions, WT Cox Subscriptions Neighboring libraries that purchase books using the CLiC agreements include: Boulder Louisville, Lafayette, Englewood, Westminster and Longmont. 2010 Library book budget: $185,140 Following is a list of the various book vendors used by the library and the estimated expenditure for each. The primary vendor for the majority of book purchases is Baker & Taylor. They are a CLiC agreement vendor. Council Agenda Memo re: Library Book Purchase CLiC vendor Estimated amount to be spent 2010 Baker & Taylor 102,500 Non-CLiC vendors BWI 30,000 Amazon 1,750 Best Books 1,100 ABDO 1,605 Capstone 2,940 Crabtree 1,550 Gumdrop 4,815 Rainbow Books 9,900 Gale (reference) 18,865 Reference Books various small vendors 2,905 Standard & Poor s 2,960 Other vendors various small vendors 4,250 Total 185,140 Non-CLiC agreement book purchases Not all library book purchases can be obtained through CLiC approved vendors. Some vendors do not participate, especially those that are both publisher and distributor such as reference book publishers and some children s book publishers. These are single source suppliers. The library also purchases some books through Amazon and local bookstores. Usually these are individual title purchases for replacement items, out-of-
Agenda Title Page 3 print titles or special requests. Cataloging records are not available for Amazon titles so it is not an appropriate source for the majority of library book purchases. Program area contracts Library purchasing contracts are done by program area and will not exceed $50,000 for any one area. Program areas include children s books, young adult books, adult circulating collection, reference books, and periodicals, audio books, music CDs, DVDs and standing orders & continuations. Cost savings benefit using CLiC agreement Substantial savings are possible due to the large volume collectively represented by the Consortium thereby providing deeper discounts then possible through individual library procurements. The discounts received from Baker & Taylor range from 5% to 45.2% depending on type of book and publisher, but average out around 40%. Without the CLiC agreement, the discount offered a library with our book budget would be around 30%. The CLiC agreement amounts to a $10,250 savings for the 2010 library book budget expended through Baker & Taylor. Other benefits of using the CLiC cooperative purchasing agreements Fixed prices for term of CLiC annual agreements Substantial operational efficiencies by dealing with vendors who offer catalog records Free shipping Time savings for the procurement process New vendors are vetted by CLiC and added at annual negotiation period PROPOSED RESOLUTION 2010-96 Section 3-20-100 of the Broomfield Municipal Code allows City Council by resolution to make an exception to the requirements for competitive sealed bids upon a finding that the requirement is unnecessary to achieve a cost-effective result. Purchasing library books, materials, and supplies through the CLiC cooperative agreements along with other libraries allows Broomfield to save money due to volume discounts provided by participating CLiC vendors. Proposed Resolution No. 2010-96 contains the actions necessary to approve and authorize the Mamie Doud Eisenhower Public Library to use Colorado Library Consortium (CLiC) negotiated contracts for the purchase of library books, materials, and supplies.
RESOLUTION NO. 2010-96 A RESOLUTION AUTHORIZING AN EXCEPTION PURSUANT TO SECTION 3-20-100 OF THE BROOMFIELD MUNICIPAL CODE FOR THE PURCHASE OF LIBRARY BOOKS, MATERIALS, AND SUPPLIES FOR THE MAMIE DOUD EISENHOWER PUBLIC LIBRARY WHEREAS, section 3-20-100 of the Broomfield Municipal Code allows City Council by resolution to make an exception to the requirements for competitive sealed bids upon a finding that the requirement is unnecessary to achieve a cost-effective result; and WHEREAS, the Colorado Library Consortium (CLiC) is a non-profit cooperative of academic, public and school libraries throughout the state of Colorado and the Mamie Doud Eisenhower Public Library is a member of CLiC; and WHEREAS, CLiC negotiates agreements with primary vendors of library books, audio & video items, periodicals, book binding services and equipment & supplies on behalf of the Colorado library community, and the Mamie Doud Eisenhower Public Library desires to take advantage of lower costs and discounts available through such CLiC agreements that are available due to the volume of purchases under such agreements by various libraries throughout the state. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY AND COUNTY OF BROOMFIELD, COLORADO: Section 1. The City Council hereby finds that the requirements for competitive sealed bids are unnecessary for purchases pursuant to CLiC agreements, as such agreements are negotiated for a larger volume of purchases of library books, materials, and supplies, allowing for more cost effective results. Section 2. The City and County Manager is hereby authorized to execute any agreement or documents, as necessary, on behalf of the City and County of Broomfield, in a form approved by the City & County Attorney, for the purchase of library books, materials, and supplies for the Mamie Doud Eisenhower Public Library under CLiC negotiated agreements. Section 3. This resolution is effective upon its approval by the City Council. APPROVED on July 27, 2010. THE CITY AND COUNTY OF BROOMFIELD, COLORADO Mayor
ATTEST: City & County Clerk APPROVED AS TO FORM: City & County Attorney