DEPARTMENT: Library
FILE TYPE: Consent Action
TITLE
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Authorization To Execute One-Year Contract Extension With Nubro, Inc. dba Brodart Co. For Library Books, Print Material And Processing Services
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RESOLUTION
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WHEREAS, Dakota County Library requires books, print materials, and related processing services used by residents; and
WHEREAS, Dakota County has contracted with Nubro, Inc. dba Brodart Co. (hereinafter Brodart Co.) to provide books, print material, and related processing services; and
WHEREAS, Dakota County Library requests extending the contract with Brodart Co. for an additional one-year term not to exceed $1,500,000 to continue providing library books, print materials and related processing services.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners authorizes the County Manager, or delegate, to execute a contract extension with Brodart Co. for purchasing books, print material, and related processing services in an amount not to exceed $1,500,000 from the period of February 2, 2027 to February 2, 2028, subject to the approval by the County Attorney’s Office as to form.
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BACKGROUND
In a 2023 RFP process, the library identified Brodart Co. as the library’s main vendor for print books, physical material, and related processing services to include adding RFID tags, barcodes, and spine labels to books. The library utilizes one main print vendor to secure bulk discounts and streamline selection, data input, and processing securing a consistent product and maximizing staff time.
Staff recommend a one-year contract extension with Brodart Co. to allow the library to assess the changing environment and identify factors for an RFP process in 2027. The environment includes a potential budget reduction, constrained vendor environment, and exploring collaborative efforts with peer libraries. The market shifted after a closure of a main library book vendor with some vendors facing increased demand and temporarily not taking on additional new clients. As a result, the pool of vendors currently available to respond to an RFP may be limited.
The contract will be structured with a not to exceed amount of $1,500,000, based on 2026 spending, which represents the maximum anticipated expenditure. Staff will make purchases within the adopted 2027 library budget and supplemental funding from MELSA and donations.
RECOMMENDATION
recommendation
Staff recommend the County Board authorize a one-year contract extension not to exceed $1,500,000 with Brodart Co. for library books, physical material, and processing services.
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FINANCIAL AND STAFFING IMPACTS
The 2027 contract costs will be included in the 2027 County Manager’s Recommended Budget and will be funded with levy. Any contract costs in 2028 will be included in the 2028 County Manager’s Recommended Budget and funded with levy.
PREVIOUS BOARD ACTION
23-556; 11/28/23
19-056; 2/05/19
21-549; 11/16/21
ATTACHMENTS
Attachment: Brodart Co Contract Extension
Attachment: Brodart Co Contract Summary Sheet
CONTACT
Department Director: Jennifer Reichert Simpson
Author: Jennifer Reichert Simpson