HomeMy WebLinkAboutItem 11p - Purchase of Bibliographic Services and Metatdata
DATE: June 17, 2025
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Library and Museum Services Director
SUBJECT: PURCHASE ORDER WITH OCLC, INC. FOR BIBLIOGRAPHIC
SERVICES AND METADATA IN AN AMOUNT NOT TO EXCEED $32,000
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The Arcadia Public Library relies on OCLC, Inc., a nonprofit cooperative, to supply
metadata for its public catalog and to maintain records of its 200,000 items used in Inter-
Library Loan services. OCLC supports a continually updated database containing the
collections of 30,000 member libraries, helping ensure accuracy and completeness. 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 $32,000.
BACKGROUND
The Arcadia Public Library uses the services of OCLC, Inc. 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 service 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 cost of $32,000 for OCLC’s services is based on historical usage.
Searching for and downloading metadata records 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 tool that helps staff select the appropriate Dewey Decimal
number for new items. Also, there is an additional annual cost for searching and
requesting Inter-Library Loan items of approximately $0.75 (amount varies depending on
complexity) on top of regular search costs, and postage costs for returning items to
Purchase Order with OCLC, Inc. for Bibliographic Services and Metadata
June 17, 2025
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lending libraries. Patrons pay a $5.00 fee for requesting an Inter-Library Loan item, which
helps defray the cost of this service, and recovered costs are deposited into the General
Fund.
Use of high-quality metadata is vital to connecting library 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
$32,000. Sufficient funds are available in the City’s Fiscal Year 2025-26 Operating Budget
for this purchase.
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
Sufficient funds have been approved in the City’s FY 2025-26 Operating Budget for this
Purchase Order, which shall not exceed $32,000.
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
$32,000.