Agenda

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County Administrator's Report 13. 12.

BCC Regular Meeting

Budget & Finance Consent

Meeting Date:	06/22/2017
Issue: West Florida Public Libraries Change order #2 on Purchase Order 170738
From:	Todd Humble
Department:	Library Services
CAO Approval:

RECOMMENDATION:

Recommendation Concerning Change Order #2 on Purchase Order 170738, a Blanket Purchase Order for Books for all Locations Utilizing State Contract #715-001-07-1 - Todd J. Humble, Library Services, Department Director

That the Board approve and authorize the County Administrator to execute the following Change Order for the continued utilization of the Florida Department of Management Services State Contract for Library Materials #715-001-07-1, for the purchase of materials for the West Florida Public Libraries:

Department:	Library Services
Division:	Library Operations
Type:	Addition
Amount:	$60,600
Vendor:	Brodart Company
Project Name:	Books for all library locations
Contract:	State #715-001-07-1
Purchase Order No.:	170738-1
Change Order (CO) No.:	2
Original Award Amount:	$200,000
Cumulative Amount of Change Orders through this C.O.:	$54,800
New Purchase Order Total:	$254,800

[Funding: Fund 113, Library Fund, Cost Center 110501, Object Code 56601]

BACKGROUND:

The Board approved the library materials contract use on October 20, 2016 (Exhibit A, Item 19). Change order #1 was a reduction for library display shelving from the same vendor requiring different object codes (Exhibit B). The State contract at that time was not valid for our entire fiscal year, but was extended by the State on February 28, 2017 (Exhibit C). A search for women and minority owned businesses was completed before seeking this change order (Exhibit D).

Book orders are encumbered months before the allowable release dates to the public and the August 28, 2017 date of the State contract will service the remainder of our fiscal year. It was uncertain that our current vendors were going to renew at the time of our initial request. The change order request will allow the utilization of the remainder of the book budget this fiscal year and is needed to insure uninterrupted service to the public. New library materials are ordered each week allowing for better patron driven acquisition based on circulation demands. Brodart Company’s enhanced processing of materials has allowed two librarian positions to be shifted to primarily serving the public rather than continually overseeing physical processing and cataloging description creation. Only large library wholesalers offer shelf-ready services that have allowed better utilization of staff skill sets.

BUDGETARY IMPACT:

Funding: Fund 113, Library Fund, Cost Center 110501, Object Code 56601

LEGAL CONSIDERATIONS/SIGN-OFF:

N/A

PERSONNEL:

N/A

POLICY/REQUIREMENT FOR BOARD ACTION:

There are no book wholesale jobbers in Escambia County. Previous advertisements in the Pensacola News Journal have produced no qualified bidders. Multiple vendors are available on the previously bid Department of Management Services State Contract for Library Materials #715-001-07-1 which is effect until 8/28/17. The West Florida Public Libraries will obtain costs from various suppliers on the agreement to purchase materials at the most favorable rate to the County. The purchase of books and materials is part of the budget for operating supplies for the West Florida Public Libraries and is funded by the Library Fund 113.

IMPLEMENTATION/COORDINATION:

The recommendation is in compliance with Escambia County Code of Ordinance Chapter 46, Article II Purchases and Contracts and Purchasing Policy and Procedure PP130.

Attachments
Exhibit A, BCC Minutes
Exhibit B, Purchase Order
Exhibit C, State Contract Extension
Exhibit D, Diversity Supplier Search Results