HomeMy WebLinkAboutItem 11r - Purchase of Library Materials
DATE: June 17, 2025
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Library and Museum Services Director
SUBJECT: PURCHASE ORDER WITH INGRAM FOR LIBRARY MATERIALS IN
THE AMOUNT OF $115,000
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The Arcadia Public Library opened a Purchase Order with Ingram for $10,000 at the
beginning of Fiscal Year 2024-25. Subsequently, the Purchase Order was increased by
$65,000 in November 2024 to have a secondary option to receive highly anticipated
materials in a timely manner. Ingram has continued to be a reliable service provider to
the City, which the Library has continued to utilize with even greater frequency. Due to
this emerging need and quality service provided, the request is to spend more in Fiscal
Year 2025-26 with Ingram, relative to other providers. It is recommended the City Council
approve a Purchase Order with Ingram for library materials in the amount of $115,000.
BACKGROUND
The Arcadia Public Library orders materials from several vendors; however, the primary
materials vendor provides the largest quantity of materials in a timely manner, offering
discounts in costs and shipping. In Fiscal Year 2023-24, the Library opened a Request
for Proposal (“RFP”) process for primary materials vendors. Baker and Taylor was the top
vendor selected to provide these services to the Library, with Ingram ranking second.
Baker and Taylor has a long history of working with the Arcadia Public Library, receiving
and shipping orders in a timely manner. Recently, Baker and Taylor closed their West
Coast warehouses, and orders are now coming from the Midwest and East Coast instead,
delaying delivery times. In many cases, the items are no longer available after the order
is placed, causing long waits for popular titles and frustrating patrons. This process
requires staff to double-back to determine if the item was ordered, why it hasn’t been
received, and ultimately, having to find another source, if the item has been cancelled
outright.
Purchase Order with Ingram for Library Materials
6/17/2025
Page 2 of 2
DISCUSSION
Due to the unforeseen delays in orders from Baker and Taylor, the Arcadia Public Library
expanded its use of Ingram during Fiscal Year 2024-25 to meet the needs of its patrons.
Additionally, the Library expects to increase its use of Ingram’s services to a greater
degree in the coming year. The request to the City Council is to set the limit for purchases
from Ingram at $115,000 for Fiscal Year 2025-26. This would represent an additional
$40,000 increase from this past fiscal year of $75,000.
With this increase, the Library will have a reliable and timely option to receive new and
popular items for its patrons. The overall budget for new library materials will not change;
however, by increasing the purchase limit, City staff will be able to choose the vendor that
can provide the needed materials in a timely manner, at the best price possible.
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
Sufficient funds for the proposed Purchase Order increase with Ingram have been
budgeted in the City’s Fiscal Year 2025-2026 Operating Budget. There is no increase to
the Library’s budget as a result of the Purchase Order increase, rather, a greater share
of the existing budget will be reallocated to a vendor that can better meet the needs of
the Library.
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 Ingram for library materials in the amount of $115,000.