HomeMy WebLinkAboutItem 10f - Purchase of Library Books and Materials
STAFF REPORT
LIBRARY AND MUSEUM SERVICES DEPARTMENT
DATE: November 18, 2025
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Director of Library and Museum Services
SUBJECT: PURCHASE ORDER WITH AMAZON BUSINESS FOR BOOKS AND
MATERIALS IN THE AMOUNT OF $50,000
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The City has an Amazon Business Prime account in the amount of $160,000 for the
purchase of office supplies, electronics, and other miscellaneous items across the
entire organization. This year, the Library & Museum Services Department (the
“Department”) is purchasing significantly more books and materials through Amazon
Business Prime. As a result, the Department desires to open a separate Purchase
Order under the City’s Amazon Business Prime account, in the amount of $50,000,
for these purchases. A separate Purchase Order will help balance purchasing
authority across the City, ensuring that the Library and Museum’s purchases do not
consume all the expenditure authority.
The need for these additional book and material purchases through Amazon are due
to the closure of the Library’s primary books vendor, as well as some potential cost
savings. Through this Purchase Order, the City will piggyback off an OMNIA Partners
cooperative purchasing agreement that was competitively bid by other agencies.
These contracts are valid until January 2028, and sufficient funds are available in the
Fiscal Year 2025-26 Operating Budget to support these expenditures.
It is recommended that the City Council approve a Purchase Order with Amazon
Business for library books in the amount of $50,000, with the option to renew for an
additional two (2) years at the discretion of the City Manager. It is further
recommended that the City Council delegate the authority to approve such future
Purchase Order with Amazon Business for Books and Materials
November 18, 2025
Page 2 of 3
extensions, without having to return to City Council for subsequent approvals,
provided that any changes to the financial terms remain within standard inflationary
limits.
BACKGROUND
The City of Arcadia currently has a single Amazon Business account for the purchase
of supplies. The Library & Museum Services Department, historically, has purchased
some book and magazine items from Amazon, as needed, but less than $30,000 per
year. This year, with the sudden closing of the Library’s primary materials vendor, the
Department is spending more with other book vendors, including Amazon Business.
Amazon Business also just launched a book procurement feature specifically for
libraries, which would provide greater savings and faster deliveries. As the total
annual spend with Amazon Business continues to grow, a Purchase Order with
Amazon Business, specifically for the purchase of library books and materials, would
be beneficial. Tools for monitoring compliance and providing systematic order
approvals would stay the same, with automated reports to track spending, view
order approvals by department, and extended payment terms to support
consolidated invoices.
DISCUSSION
Amazon Business offers a library program with exclusive benefits designed
specifically for public libraries. All U.S. public library customers receive access to
MARC (Machine-Readable Cataloging) records, which saves time creating individual
records and provides discounted savings on books. Also included is free two-day
shipping, and a dedicated hub for libraries to view new and upcoming releases. The
Library Hub also allows for pre-orders until 90-days post publication.
The Amazon Business library program for public library customers is allowed by
piggybacking on an OMNIA Partners contract, which is valid until January 18, 2028,
bid through the Prince William County Public Schools. Currently, the City has an
OMNIA Partners cooperative purchasing agreement in place for any Purchase Orders
with Amazon Business, for office supplies and equipment. To prevent overloading
the existing Purchase Order, establishing a second Purchase Order for library books
and materials would give the Department greater flexibility to secure goods at a
lower cost, while minimizing impacts to other City purchases.
Purchase Order with Amazon Business for Books and Materials
November 18, 2025
Page 3 of 3
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 Department’s Fiscal Year 2025-26
Operating Budget for this expense. By purchasing through Amazon Business and
utilizing their library discount program, materials can be purchased at a lower rate.
RECOMMENDATION
It is recommended that the City Council determine that this action is not a project
under the California Environmental Quality Act (“CEQA”); and approve a Purchase
Order with Amazon Business for books and materials in the amount of $50,000, with
the option to renew for an additional two (2) years. It is further recommended that
the City Council delegate the authority to approve such renewals to the City Manager,
without having to return to the City Council for subsequent approvals, provided that
the pricing and other terms remain within standard inflationary limits.
Attachment No. 1: Prince William County Schools (PWCS) Contract Number: R-TC-
17006 Final
Attachment No. 2: Contract Renewal R-TC-17006-R2 Online Marketplace for
Purchases
Attachment No. 3: PWCS Contract Renewal 1 Dec. 2021
Attachment No. 4: Renewal 3 R-TC-17006-Amazon Fully Signed
Attachment No. 5: PWCS Contract R2 Renewal expiring 1-18-2028
Attachment No. 6: Libraries One Pager Final
I�,����un .
CONTRACT NUMBER: R-TC-17006
This Contract entered into this 19th day of January 2017 by, Amazon Services. LLC, Amazon Business, 325 gt• Avenue N .• Seattle, WA 98109. hereinafter referred
to as the "Contractor" and Prince Will/am Countv School Board. P.O. Box 389, Manassas, VA
20108. hereinafter referred to as the "Prince William County Public Schools� 'Purchasing
Agency• or "PWCS".
WITNESSETH that the Contractor and PWCS, in consideration of the mutual covenants,
promises and agreements herein contained, agree as follows: 1.SCOPE OF CONTRACT: Contractor shall provide an On-Line Marketplace for thePurchase of Products and Services in accordance with the statement of Needs.General Terms and Conditions and Special Terms and Conditions stated herein.2.CONTRACT DOCUMENTS: The contract documents shall consist of the following:2.1. This signed Contract document;2.2. Memorandum of Negotiations dated January 19. 2017.3.CONTRACT TERM AND RE NEWAL:3.1. The initial term of this contract shall be from the date of award, January 19 2017 to January 18. 2022, with the option to renew for three (3) addition al two (2)-one-year periods, upon mutual written conse nt of the parties lo the contract. Proposed prices shall remain firm for the Initial term of the co ntract. 4.CONTRACT ADMINISTRATOR/PROJECT MANAGER: The following PWCSemployees are identified to use all powers under the contract to enforce its faithfulperformance:4.1. CONTRACT ADMINISTRATOR: As the Contract Administrator, thefollowing individual. or his/her designee, shall serve as the interpreter ofthe conditions of the contract and shall use all powers under the contractto enforce its faithful performance.
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I
Attachment No. 1
4.2. PROJECT MANAGER: The following Individuals shall work directly with
the Contractor in scheduling and coordinating work, answering questions
in connection with the scope of work, and providing general direction under
the resulting contract:
5.TIME OF PERFORMANCE: In ac cordance with Contractor's proposal, Section 4.2.2.
and 5.3.2.
6.PRICING; In accordance with Contractor's proposal, Section 4.2.1.
7.PAYMENT TERMS: In accordance with Contractor's proposal, Section 5.3.6.
Prince William County does not discriminate against faith-based organizations in accorda nce with
the Code of Virginia, §2.2-4343.1 or against a bidder or offeror because of race, religion, color,
sex, national origin, age, disability, or any other basis prohibited by state law relating to
disc rimination in employment.
This contract shall constitute the whole agreement between the parlies. There aro no promises, terms and conditions, or obligations other than those contained herein, and this contract shall supersede all previous communications, representations, or agreements, written or verbal, between the parlies heroto related to the provision of goods (including leases thereof), seNioes and/or insurances described herein.
IN WITNESS THEREOF, the parties have caused this Contract to be exe cuted by the following
duly authorized officials:
CONTRACTOR:
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Authorized Signature h'
p ,re.,-., Hr O. \J", 1.su,.,, 1-�T r.
Type Name '
Title
Jc..'"' Date
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Supervisor of Purchasing
Title
Date
1-31-I ·z I
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• •• •
1 Pmvldl11g A IYorld-Class J!dtltl«tlon �
MEMORANDUM OF NEGOTIATIONS
R-TC-17006
Dated: January 19, 2017
Prince William County Schools (hereinafter called PWCS) and Amazon Services, LLC
(hereinafter called the Contractor) hereby agree to the following in the execution of
Contract R-TC-17006 for On-Line Marketplace for the Purchases of Products and
Servi ces. The final Contract contains the following documents listed in the order of
precedence:
a.Contractor's proposal dated October 14, 2016;
b.Contractor's response to Clarification Questions dated October 31, 2016,
attached;
c.PWCS's Request for Proposal, R-TC-17006 and all Addendum #1;
d.Contractor's Business Accounts Terms and Conditions (currently available at
https:l/www.amazon.com/gp/help/customer/display.html?nodel d=201613180),
attached;
e.PWCS's General Terms and Conditions, Section 11 (RFP -Revised 12/16/16),
attached;
f.This Memorandum of Negoti ations;
g.Any subsequent modifications to the Contract.
1.The cont ract term shall remain as originally issued in the RFP, as follows:
9.1. The initial term of this co ntract shall be five years (5) from the date of award
to December 30, 2021, with the option to renew for three-two (2) year periods,
upon mutual written consent of the parties to the contract.
2.Amazon Whispercast is not being offered upon award but will remain in scope for
future offerings by the Contractor. In addition, all new Amazon business
opportunities may be modified to the Contract by mutual agreement between the
Contractor and PWCS.
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I
Memorandum of Negotiations
R-TC-17006
Page2
3.The following provision is added to PWCS Special Terms and Conditions:
10.7 NOTICE OF DEFERRAL UNDER FEDERAL GRANT UNIFORM GUIDANCE:
As permitted under the rule published at 80 FR 54407, Prince William County
Schools is electing to defer until July 1, 2017, the implementation of the
procurement provisions of the Uniform Guidance, as detailed in 2 CFR 200
subsections .317 through .326. During this period, we will co ntinue to operate
under the guidance of44 C.F.R. § 13.36(a)-(i} (States, Local and Tribal
governments} and 2 C.F.R. 215.40-48 (Institutions of Higher Education,
Hospitals, and Private Non-Profits). This provision shall constitute the
documentation of this decision as required, and shall be deemed incorporated
into our internal procurement policies.
4.Contractor's response to Clarification Questions dated October 31, 2016, Question
#1: The State of Iowa is hereby removed as an excluded state and allowed use of
the Master Agreement award.
ACCEPTED BY:
Contractor Authorized Signature
Tille
Jim Totty, O
Supervisor o g
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Date 1
Dat'e
uocu�1gn t:.nvetope 1u: 1tl!:1UtitiAlJ-4M!:l-4UU:l-!:l!:lt-j-tljtlU1 (jjt:.AU/U
September l 8, 2023
Amazon.com Services LLC
(Amazon Business)
Attn: Brett Tuson
Seattle, WA 98109-5210
Re: Contract Renewal
PRINCE WILLIAM COUNIY PUILIC ICHOOLI
LAUNCHING lHRIVING FUIURES CC 0TH 00509992 2023 TR Contract #R-TC-17006 -On-line Marketplace for Purchases of Products and Services
Dear Mr. Tuson:
This is to advise you that Pr ince William County Public Schools (PWCS desires to renew the referenced contract for
an additional two-year period in accordance with the Section 3. CONTRACT TERM AND RENEWAL clause in the
Contract. We will be exercising the second of three renewals, each of the renewals to be an additional two (2) year
period. The current contract expires January 18, 2024.
Please advise me if you desire to renew the contract and prices in accordance with the terms of the contract by
si gning and returning this Contract Renewal fonn no later than November 6, 2023. In addition to this renewal,
you mu st also provide an updated copy of your Certjficate of lpsurance (COQ with Prince William County
School Board listed as an additional insured. The Certificate Holder address can be added to the COI as follows:
P.O. Box 389, Manassa, VA 20108.
If you have any questions on this matter, please contact me by phone at (703) 79 l-8888 or via email at
sobersk@pwcs.edu.
Sincerely,
Karen Sobers, CPPB
Senior Buyer
Acceptance Agreement
It is mutually agreed that the above-mentioned contract is renewed for the period of January 19, 2024 to
January 18, 2026 and all terms and conditions in the original solicitation and contract shall remain the same.
Renew Contract: Yes: __ ---"X-'--___ No: _______ _
Prices and/or Discounts to Remain the Same: Yes: ___ X _____ No: ________ lf no, explain
OocuSigned by:
under separate cover.
� � Vendor: (J'lAft, "l...a+,\, Purchasing:�.A( '?,,11.,?A .
atli,ii1Alatirorized Signature Legally Authorized Signature ;
Brett Tuson Authorized signatory
Print Name & Title
Date: October 30, 2023
Colleen Keener, CPPB, CPCP, VCO, VCA
Supervisor of Purchasing
Date I I/ Le/ :)DQL3
Attachment No. 2
CC OTH 00673641 2021 TR
CONTRACT RENEWAL
October 4, 2021
Amazon.com Services LLC
(Amazon Business)
Mike Kernish, Director
410 Terry Avenue North,
Seattle, WA 98109-5210
Re: Contract Renewal #1
Contract # R-TC-17006 – On-line Marketplace for Purchases of Products and Services
Dear Mr. Kernish:
This is to advise you that Prince William County Public Schools (PWCS) desires to renew the referenced
contract for an additional two-year period in accordance with Section 3. CONTRACT TERM AND RENEWAL
clause in the Contract. We will be exercising the first renewal of three renewals, each of the renewals to be an
additional two (2) year period. The current contract term will expire on January 18, 2022.
Please advise me if you desire to renew the contract and prices in accordance with the terms of the contract by
signing and returning this Contract Renewal form no later than 0, 2021. In addition to this
renewal, you must also provide an updated copy of your Certificate of Insurance (COI)with the Prince
William County School Board listed as an Additional Insured as well as the Certificate Holder. The
Certificate Holder address can be added to the COI as follows:P.O. Box 389, Manassas VA 20108.
If you have any questions on this matter, please contact me by phone at (703) 791-8096 or via email at
FredriAM@pwcs.edu.
Sincerely,
Angela M. Fredrickson
Buyer
=============================================================================
Acceptance Agreement
It is mutually agreed that the above-mentioned contract is renewed for the period of January 19, 2022 to
January 18, 2024 and all terms and conditions in the original solicitation and contract shall remain the same.
Renew Contract: Yes: X No:
Prices and/or Discounts to Remain the Same: Yes: X No:If no, explain under
separate cover.
Vendor:Purchasing:
Legally Authorized Signature Legally Authorized Signature
Anthony Crosby, CPPO
Print Name & Title Supervisor of Purchasing, Acting
Date:Date:11/1/21
PURCHASING OFFICE
P.O. BOX 389, MANASSAS, VA 20108 WWW.PWCS.EDU 703.791.8743, FAX 703.791.8610
8-26-13
Attachment No. 3
Docusign Envelope ID: B6833C59-F5B7-4587-B244-A187C16DAADF CC STC 00380758 2025 TR
August 21, 2025
Amazon.com Services LLC
(Amazon Business)
Brett Tuson
410 Terry Avenue North,
Seattle, WA 98109-5210
CONTRACT RENEWAL #3
Re: Contract Renewal #3
Contract #R-TC-17006 On-line Marketplace for Purchases of Products and Services
Dear Mr. Tuson:
This is to advise you that Prince William County Public Schools (PWCS) desires to renew the referenced
contract for an additional two-year period in accordance with the "Contract Term" clause in the Contract. The
current contract will expire on January 18, 2026.
Please advise me if you desire to renew the contract and prices in accordance with the terms of the contract by
signing and returning this Contract Renewal form no later than September 4, 2025.
If you have any questions on this matter, please contact me by phone at 703-791-8744 or via email at
bakerax@pwcs.edu.
Sincerely,
AngieBaker, VCA
Buyer
=============================================================================
Acceptance Agreement
It is mutually agreed that the above-mentioned contract is renewed for the period of January 19, 2026 to
January 18, 2028 and all terms and conditions in the original solicitation and contract shall remain the same.
RenewContract: Yes:X No:
Rates to Remain the Same: Yes:X No: If no, attach explanationand revised rates.
Revised rates shall be effective on January 18, 2026, upon PWCS signature below.
Vendor:PWCS:
Legally Authorized Signature Legally Authorized Signature
Brett Tuson, Authorized Signatory
Colleen Keener, NIGP-CPP, CPPB, CPCP, VCO, VCA
Print Name & Title Supervisor of Purchasing
Date: September 4, 2025 Date:
PROCUREMENT
P.O. BOX 389, MANASSAS, VA 20108 WWW.PWCS.EDU 703.791.8743, FAX 703.791.8610
Attachment No. 4
Docusign Envelope ID: B6833C59-F5B7-4587-B244-A187C16DAADF
Signature:BrianHall
BrianHall(Aug21, 202514:38:35EDT)
Email:hallbm@pwcs.edu
CC STC 00380758 2025 TR
Created:2025-08-21
By:Angela Baker (BAKERAX@pwcs.edu)
Status:Signed
Transaction ID:CBJCHBCAABAAxDUeObxcyg0ViZlL9MaCj2rhmpfgCJoc
Docusign Envelope ID: B6833C59-F5B7-4587-B244-A187C16DAADF
Renewal 3 - R-TC-17006 - Amazon
Final Audit Report 2025-08-21
"Renewal 3 - R-TC-17006 - Amazon" History
Document created by Angela Baker (BAKERAX@pwcs.edu)
2025-08-21 - 6:28:02 PM GMT- IP address: 204.122.110.251
Document emailed to Brian Hall (hallbm@pwcs.edu) for signature
2025-08-21 - 6:28:49 PM GMT
Email viewed by Brian Hall (hallbm@pwcs.edu)
2025-08-21 - 6:38:06 PM GMT- IP address: 104.47.70.126
Document e-signed by Brian Hall (hallbm@pwcs.edu)
Signature Date: 2025-08-21 - 6:38:35 PM GMT - Time Source: server- IP address: 204.122.110.142
Agreement completed.
2025-08-21 - 6:38:35 PM GMT
CC STC 00380758 2025 TR
Docusign Envelope ID: B6833C59-F5B7-4587-B244-A187C16DAADF CC STC 00380758 2025 TR
August 21, 2025
Amazon.com Services LLC
(Amazon Business)
Brett Tuson
410 Terry Avenue North,
Seattle, WA 98109-5210
CONTRACT RENEWAL #3
Re: Contract Renewal #3
Contract #R-TC-17006 On-line Marketplace for Purchases of Products and Services
Dear Mr. Tuson:
This is to advise you that Prince William County Public Schools (PWCS) desires to renew the referenced
contract for an additional two-year period in accordance with the "Contract Term" clause in the Contract. The
current contract will expire on January 18, 2026.
Please advise me if you desire to renew the contract and prices in accordance with the terms of the contract by
signing and returning this Contract Renewal form no later than September 4, 2025.
If you have any questions on this matter, please contact me by phone at 703-791-8744 or via email at
bakerax@pwcs.edu.
Sincerely,
AngieBaker, VCA
Buyer
=============================================================================
Acceptance Agreement
It is mutually agreed that the above-mentioned contract is renewed for the period of January 19, 2026 to
January 18, 2028 and all terms and conditions in the original solicitation and contract shall remain the same.
RenewContract: Yes:X No:
Rates to Remain the Same: Yes:X No: If no, attach explanationand revised rates.
Revised rates shall be effective on January 18, 2026, upon PWCS signature below.
Vendor:PWCS:
Legally Authorized Signature Legally Authorized Signature
Brett Tuson, Authorized Signatory
Colleen Keener, NIGP-CPP, CPPB, CPCP, VCO, VCA
Print Name & Title Supervisor of Purchasing
Date: September 4, 2025 Date:
PROCUREMENT
P.O. BOX 389, MANASSAS, VA 20108 WWW.PWCS.EDU 703.791.8743, FAX 703.791.8610
Attachment No. 5
Docusign Envelope ID: B6833C59-F5B7-4587-B244-A187C16DAADF
Signature:BrianHall
BrianHall(Aug21, 202514:38:35EDT)
Email:hallbm@pwcs.edu
CC STC 00380758 2025 TR
Created:2025-08-21
By:Angela Baker (BAKERAX@pwcs.edu)
Status:Signed
Transaction ID:CBJCHBCAABAAxDUeObxcyg0ViZlL9MaCj2rhmpfgCJoc
Docusign Envelope ID: B6833C59-F5B7-4587-B244-A187C16DAADF
Renewal 3 - R-TC-17006 - Amazon
Final Audit Report 2025-08-21
"Renewal 3 - R-TC-17006 - Amazon" History
Document created by Angela Baker (BAKERAX@pwcs.edu)
2025-08-21 - 6:28:02 PM GMT- IP address: 204.122.110.251
Document emailed to Brian Hall (hallbm@pwcs.edu) for signature
2025-08-21 - 6:28:49 PM GMT
Email viewed by Brian Hall (hallbm@pwcs.edu)
2025-08-21 - 6:38:06 PM GMT- IP address: 104.47.70.126
Document e-signed by Brian Hall (hallbm@pwcs.edu)
Signature Date: 2025-08-21 - 6:38:35 PM GMT - Time Source: server- IP address: 204.122.110.142
Agreement completed.
2025-08-21 - 6:38:35 PM GMT
CC STC 00380758 2025 TR
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