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APP 2 3 1W <br />BOOK <br />jE. Authorization to Sole Source for Book Publishers Not on State <br />rnn+rar+ <br />The Board reviewed the following memo dated 3/18/91: <br />DATE: March 18, 1991 <br />TO: BOARD OF COUNTY COMMISSIONERS <br />THRU: James E. Chandler, County Administrator <br />H.T. "Sonny" Dean, Director <br />Department of General Servic <br />FROM: Fran Boynton, Purchasing Manager <br />SUBJ: Sole Sourcing Book Publishers Not <br />` On State Contract <br />BACKGROUND INFORMATION: <br />The ordering of library material from book publishers is a very <br />unique situation in as much as no two publishers will provide the <br />same library material and therefore, this commodity does not lend <br />itself to competitive bidding. <br />ANALYSIS: <br />The State of Florida --has awarded a state contract (Publications) <br />to the attached list of vendors and identified their discounts <br />by categories. Both libraries have set up purchase orders with <br />these book publishers, but there is still a need to authorize <br />purchases from publishers not on this list. From time to time <br />these order will exceed the formal bid amount of $5,000.00 per <br />order, but should not be bid out because the vendor is the sole <br />supplier of the library material ordered. <br />RECOMMENDATION: <br />Staff recommends that the Board authorize the libraries of <br />Indian River County to sole source book publishers not on state <br />contract for purchases in excess of $5,000.00 per order. <br />Commissioner Scurlock didn't have any particular problem <br />with the sole source as far as the aspect of sole source, but <br />pointed out that the aspect of being able to purchase in excess <br />of $5,000 is a different policy than under our purchasing <br />guidelines. He wanted to make sure that we are not establishing <br />some precedent here. He didn't have a problem in this particular <br />case, but felt we need to differentiate because every other <br />department is going to want the same privilege. <br />Administrator Chandler explained that it was brought to the <br />Commission because individual purchases would be in excess of <br />$5,000, which is our limit under the purchasing ordinance, except <br />for two actions. One is the sole source aspect and the approval <br />of that, and the second is that there would be no purchases that <br />weren't budgeted. Any purchase has to be within the budgeted <br />amounts. <br />Commissioner Scurlock asked how that differs from Utilities, <br />for example, who might want to come in and purchase in excess <br />when there is a sole source situation. <br />Administrator Chandler stated that it still would have to be <br />approved sole source by the Commission. <br />6 <br />