HomeMy WebLinkAboutItem 12l - Purchase of Bibliographic Services and Metadata for Library
DATE: June 18, 2024
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Director of Library and Museum Services
SUBJECT: PURCHASE ORDER WITH OCLC, INC. FOR BIBLIOGRAPHIC
SERVICES AND METADATA IN AN AMOUNT NOT TO EXCEED $33,800
CEQA: Not A Project
Recommendation: Approve
SUMMARY
It is recommended that the City Council approve a purchase order for bibliographic
services and metadata from OCLC, Inc. in an amount not to exceed $33,800. Sufficient
funds are available in the City’s Fiscal Year 2024-25 Operating Budget.
BACKGROUND
The Arcadia Public Library uses the services of OCLC, Inc. (“OCLC”) as the supplier of
metadata for its public catalog as well as maintaining a record of its 200,000 items, used
in providing Inter-Library Loan services to the public. OCLC is a nonprofit cooperative
organization that maintains a database of the collections of 30,000 member libraries,
which is continually updated to enhance accuracy and completeness.
DISCUSSION
The estimated annual cost of $33,800 for OCLC’s services is based on historical usage.
Searching for and downloading metadata in OCLC's database is tracked by time spent
and the number of records displayed and downloaded. The average cost of cataloging an
item is approximately $2.45, although there is a range for individual items based on
complexity. In addition to the cost for cataloging and metadata, there is a fee of $765 per
year, for an online product that helps staff select the appropriate Dewey Decimal number
for added items. There is also an additional annual cost for searching for and requesting
Inter-Library loan items of approximately $0.75, which is in addition to regular searching
costs (which vary depending on complexity), and postage costs for returning items to
lending libraries. Patrons pay a $5.00 fee for requesting an Inter-library loan item, which
helps defray the cost of providing this service.
Purchase Order with OCLC, Inc. for
Bibliographic Services and Metadata
June 18, 2024
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Use of high-quality metadata is vital to connecting patrons with the Library’s collections.
OCLC membership also greatly expands the range of holdings available from other
libraries, so Arcadia Library patrons can request loans through the Library’s Inter-Library
Loan Service. It is recommended that the City Council approve a purchase order for
bibliographic services and metadata from OCLC, Inc. in an amount not to exceed
$33,800.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the
environment.
FISCAL IMPACT
The Purchase Order request is for $33,800. Sufficient funds have been approved in the
Library’s FY 2024-25 Operating Budget for this purchase.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project under the California Environmental Quality Act (“CEQA”); and approve a Purchase
Order with OCLC, Inc. for Bibliographic Services and Metadata in an amount not to
exceed $33,800.