HomeMy WebLinkAboutItem 5d: Increase purchase order amount for electronic books.V~ � GPLIFORNf 9��f
_ a
❑--p..... a
Flu - 5, 903
"'°ntty °f STAFF REPORT
Library and Museum Services Department
DATE: April 16, 2013
TO: Honorable Mayor and City Council
FROM: Mary Beth Hayes, Library and Museum Services Director
Prepared by Roger Hiles, Library Services Manager
SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO INCREASE THE
PURCHASE ORDER FOR OVERDRIVE, INC. FROM $14,500 TO
$19,500, SO THAT AN ADDITIONAL $5,000 IN ELECTRONIC BOOKS
CAN BE PURCHASED WITH FUNDS DONATED BY THE ARCADIA
PUBLIC LIBRARY FOUNDATION FOR THIS PURPOSE.
Recommendation: Approve
SUMMARY
It is recommended that the City Council authorize and direct the City Manager to
increase the purchase order for electronic books from OverDrive, Inc. from $14,500 to
$19,500, so that an additional $5,000 in electronic books can be purchased with funds
donated by the Arcadia Public Library Foundation for this purpose.
BACKGROUND
In order to provide library patrons with access to electronic books, the Library utilizes
the services of OverDrive, Inc., a leader in the field of electronic book distribution for
libraries. For Fiscal Year 2012 -13, a purchase order was established for this vendor in
the amount of $14,500. The available funds have been expended.
Because of the popularity of electronic books, the Arcadia Public Library Foundation
has donated $5,000 for additional electronic books.
DISCUSSION
In accordance with Municipal Code Chapter 8.5, paragraph 2851.3, all contracts for
services that exceed $15,000 shall be awarded by the City Council. As the original
amount of the purchase order for electronic books from OverDrive, Inc. was for less
than that amount, specific City Council approval was neither sought nor received at the
time the purchase order was established.
Staff Report — Authorize Purchase Order Increase for Donated Funds
April 16, 2013
Page 2 of 2
This additional $5,000 donation cannot be expended with OverDrive, Inc. without
amending the purchase order, and since this amount would require the purchase order
be raised to $19,500, only the City Council can authorize this change. Staff was not
aware of the Arcadia Public Library Foundation's intent to make this donation until after
the start of the Fiscal Year.
Since electronic books are licensed and accessed through proprietary arrangements
between publishers and distributors (such as OverDrive, Inc.), the purchase of a
smaller, incompatible collection from another distributor would not be as prudent as
making this additional purchase from OverDrive, Inc.
FISCAL IMPACT
This is a one -time purchase using funds donated by the Arcadia Public Library
Foundation for this purpose. Approving this item would result in the expenditure of
$5,000 in donated funds.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
increase the purchase order for OverDrive, Inc. from $14,500 to $19,500 so that funds
donated by the Arcadia Public Library Foundation can be expended as intended by the
donor.
Approved_
Dominic LazzaFe�t�
City Manager