HomeMy WebLinkAboutItem 10g - Change Order to Library Materials Purchase Order
STAFF REPORT
LIBRARY AND MUSEUM SERVICES DEPARTMENT
DATE: November 18, 2025
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 $54,000
CEQA: Not a Project
Recommendation: Approve
SUMMARY
On June 17, 2025, the City Council approved a Purchase Order with Ingram in the
amount of $115,000 to purchase books and materials. Ingram has been a secondary
option to receive materials in a timely manner, behind Baker and Taylor, the Library’s
primary materials vendor. This fall, Baker and Taylor ceased operations altogether,
making it necessary for the Library to transition to a new vendor to meet its ongoing
needs. Ingram, the Library’s secondary vendor, can meet the City’s level of demand
and provide newly released materials reliably and quickly with their vast inventories.
To continue to purchase through Ingram, their current Purchase Order must be
increased by an additional $54,000, with the funding already approved in the Fiscal
Year 2025-26 Materials budget.
It is recommended that the City Council approve a Change Order to increase the
Purchase Order with Ingram for library materials, in the amount of $54,000, for a
total Purchase Order of $169,000 for Fiscal Year 2025-26.
BACKGROUND
The Arcadia Public Library traditionally orders materials from several vendors;
however, the primary materials vendor provides the largest quantity of materials in
a timely manner, offering volume discounts in costs and shipping. In Fiscal Year 2023-
24, the Library opened a Request for Proposal (“RFP”) process for a primary materials
Change Order to the Purchase Order with Ingram for Library Materials
November 18, 2025
Page 2 of 3
vendor. As a result of the RFP process, Baker and Taylor was the top vendor selected
to provide these services and Ingram ranked second. The City entered into contracts
with both vendors at that time, with each contract being updated annually.
Specifically, on June 17, 2025, the City Council approved a Purchase Order with
Ingram in the amount of $115,000, with the expectation that Ingram would remain
the City’s secondary option for library materials.
DISCUSSION
Recently, the City became aware that Baker and Taylor ceased operations
completely. Due to the Library’s primary materials vendor closing its business, an
increase of $54,000 is being requested to spend with Ingram over the remainder of
this Fiscal Year. The increased Purchase Order with Ingram will allow the Library to
meet its purchasing demands through a single vendor, in a timely manner, and with
discounts and free shipping for many items.
The Change Order to the Purchase Order with Ingram does not result in an increase
in the budget for the Library’s materials, merely it reallocates the remaining
purchasing authority from the primary vendor to the secondary vendor. For next
Fiscal year, the Library & Museum Services Department will go out to bid again to
select new primary and secondary materials vendors.
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 are sufficient funds in the Library’s Fiscal Year 2025-26 Operating Budget for
the proposed increase in the Purchase Order with Ingram. There is no requested
increase in the Library’s budget as a result of the Purchase Order increase, rather, a
greater share of the existing budget will be allocated to a vendor that can better meet
the needs of the Library, and provide new materials in a timely fashion for the
community.
Change Order to the Purchase Order with Ingram for Library Materials
November 18, 2025
Page 3 of 3
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 Change Order to increase the Purchase Order with Ingram for library
materials in the amount of $54,000, for a total Purchase Order of $169,000 for Fiscal
Year 2025-26.