HomeMy WebLinkAboutItem 12u - Bibliographic Services and Metadata
STAFF REPORT
LIBRARY AND MUSEUM SERVICES DEPARTMENT
DATE: June 16, 2026
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 uses OCLC, Inc. to provide catalog metadata and maintain
records for its interlibrary loan services that include more than 16,000 member
libraries. 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 2026-27 Operating
Budget for this purchase.
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 more than 16,000
member libraries, which are continually updated to enhance accuracy and
completeness.
DISCUSSION
The estimated cost of $32,000 for OCLC’s services is based on historical usage. In
addition to the cost for cataloging and metadata, there is a fee of $892.70 per year,
for an online product that helps staff select the appropriate Dewey Decimal number
for new items. In addition to regular search fees (which vary depending on
PO for Bibliographic Services and Metadata
June 16, 2026
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complexity) and postage costs for returning items to lending libraries, there is an
annual fee for searching and requesting Inter-Library Loan items. 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 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 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 2026-27
Operating Budget for this purchase.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California
Environmental Quality Act (“CEQA”), and 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 2026-27 Operating Budget for
this Purchase Order.
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.