Title
Consider a memorandum/resolution authorizing the purchase of library books from Ingram Library Services through the TXSMARTBUY cooperative purchasing program, in the amount of $146,000 for Fiscal Year 2025.
Body
DATE: December 10, 2024
TO: Kent Cagle, City Manager
FROM: Tiffanie McNair, Executive Director of Community Development
SUBJECT: Purchase of Library Books From Ingram Library Services Through the TXSMARTBUY Contract Program
BACKGROUND AND FINDINGS:
Ingram Library Services is one of seven vendors providing books through the State of Texas TXSMARTBUY cooperative purchasing program. Ingram offers the deepest discounts on the formats that comprise the bulk of the city's purchases: hardbound and paperback books for adults, teens, and children. Ingram offers a slightly lower discount for books published by university presses than one competitor, but our library typically purchases less than five such books each year.
The latest State Contract went into effect on June 29, 2020, for a 16-month term with the option for annual renewals for four years. The State of Texas has now exercised the fourth renewal option and extended the contract through October 31, 2025.
The total amount budgeted for the purchase of library materials is $161,000. The Library Services Division seeks approval to purchase approximately 6,300 books from Ingram Library Services for Fiscal Year 2025 in the amount of $146,000. The remaining $15,000 of the budget will be used to acquire books that cannot be purchased through Ingram Library Services, such as from vendors of genealogy, local history, or specialty books.
THE ALTERNATIVES CONSIDERED:
Alternatives considered were:
1. Choose a different company offering a lower discount from the list of approved TXSMARTBUY vendors for library materials.
2. Approve purchase of library materials from Ingram Library Services through the TXSMARTBUY program due to the higher discounts offered.
Which alternative is recommended? Why?
Staff recommends City Council authorize the purchase of library books through Ingram Library Services for the duration of the current TXSMARTBUY contract in the amount of $146,000 in FY 2025 due to the higher discounts offered.
CONFORMITY TO CITY POLICY:
This purchase will be made through Ingram Library Services. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F, “a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.”
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
For fiscal year 2025, the expenditure will be in the amount of $146,000. Expenditures for future years are dependent on the approval of future budgets.
Is this a one-time or recurring revenue/expenditure?
This is a recurring expenditure, but future purchases are dependent on budget approval and Library Services’ needs for materials.
Is this revenue/expenditure budgeted?
This expenditure is budgeted in the General Fund Community Development Library account 100-56600-500-505-000000.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes
RECOMMENDATION:
That the City Council authorize the City Manager, or designee, to authorize the purchase of books from Ingram Library Services through TXSMARTBUY Contract #715-M2 for Fiscal Year 2025 in the amount of $146,000, and authorize the City Manager, or designee, to execute any and all change orders within the amounts set by State and Local Law.
DEPARTMENTAL CLEARANCES:
Community Development
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Contract
Vendor Comparison
Certificate of Interested Parties
Presentation