HomeMy WebLinkAboutItem 10k - Purchase Order Increase for Library Materials
DATE: November 19, 2024
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Library and Museum Services Director
SUBJECT: CHANGE ORDER TO INCREASE THE PURCHASE ORDER WITH
INGRAM FOR LIBRARY MATERIALS IN THE AMOUNT OF $75,000
CEQA: Not a Project
Recommendation: Approve
SUMMARY
At the beginning of the Fiscal Year, the Arcadia Public Library opened a Purchase Order
with Ingram for Library materials, in the amount of $10,000. Due to prolonged backorders
and cancellations with the City’s primary materials vendor, Baker and Taylor, an increase
to the Purchase Order with Ingram by $65,000 is recommended. The increased Purchase
Order will serve as a secondary option to obtain highly anticipated materials in a timely
manner for the public. There is no fiscal impact from this request; all purchases will be
made within the original budget using the vendor best able to provide the needed
materials.
BACKGROUND
The Arcadia Public Library orders materials from a number of vendors, but the primary
materials vendor, Baker and Taylor, typically supplies the largest quantity of materials,
providing discounts in cost and shipping. In Fiscal Year 2023-24, when the Library opened
a Request for Proposal (“RFP”) for primary materials vendors, Baker and Taylor was the
highest rated vendor and Ingram was second.
Baker and Taylor has a long history of working with the Arcadia Public Library, receiving
and shipping orders in a timely manner. Recently, they closed their West Coast
warehouses and orders are now coming from the Midwest and East Coast warehouses,
delaying delivery times. In many cases, the items are also no longer available after the
order is placed, causing long wait times for popular titles, resulting in frustrated patrons
and staff.
Increase PO for Library Materials
November 19, 2024
Page 2 of 2
DISCUSSION
Due to the unforeseen delays in orders from Baker and Taylor, the Arcadia Public Library
would like to have a secondary vendor to request and order materials from. Specifically,
the Department wishes to increase the current $10,000 Purchase Order with Ingram to
$75,000. With this $65,000 increase, the Library will have an alternative option to receive
new and popular items in a timely manner. Currently, staff are driving to Vroman’s on a
weekly or bi-weekly basis, to purchase items no longer available from Baker and Taylor.
Typically, titles purchased at Vroman’s are substantially more expensive than ordering
through wholesale suppliers such as Baker and Taylor or Ingram.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under Section 15061(b)(3) of the
California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will
have no impact on the environment.
FISCAL IMPACT
There is no net fiscal impact from increasing the Purchase Order with Ingram. Sufficient
funds for the proposed materials purchases have been budgeted in the City’s FY 2024-
25 Operating Budget. The change to the Purchase Order will only allow staff to utilize a
separate vendor to obtain needed materials when the primary vendor is not able to meet
the purchase request.
RECOMMENDATION
It is recommended the City Council determine that this is not a project under the California
Environmental Quality Act (“CEQA”); and approve a Change Order to increase the
Purchase Order with Ingram for Library materials in the amount of $75,000.