Agenda

Return

C. 66

To:	Board of Supervisors
From:	Alison McKee, County Librarian
Date:	May 9, 2023

Contra

Costa

County

Subject:

Purchase Orders for Library Collection Materials

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 05/09/2023

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Ken Carlson, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Alison McKee, 925-608-7700

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: May 9, 2023
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the County Librarian, purchase orders with Baker & Taylor, Inc., Overdrive, Inc., EBSCO Subscription Services, Midwest Tape, LLC, and Ingram Library Services, in an aggregate amount not to exceed $16,350,000 for acquisition of materials for the Contra Costa County Library collection for the period July 1, 2022 through June 30, 2025.

FISCAL IMPACT:

100% Library Fund.

BACKGROUND:

BACKGROUND: (CONT'D)

The Library Department’s primary goal is to provide facilities and collections that meet the variety of educational, recreational, and cultural information needs of the community and to provide access to high-quality services for children, teens, and adults. The Library builds and maintains material collections for the County’s residents. On June 24, 1958, the Board of Supervisors approved a resolution authorizing the County Library Department to directly purchase materials for the Library Collection.

The county’s transition to Workday for processing financial transactions does not avail itself for the County Library Department to continue to process invoice payments efficiently and economically to these vendors. The Auditor-Controller’s Office historically honored county and Board of Supervisors, etc., approvals and processed these authorized payments through the county’s Finance System.

The purpose of this board order is to authorize purchase orders with these vendors. These purchase orders will remove the interrupted payment processes and will allow for payments to these vendors to resume under the constraints of Workday.

The requested purchase order amounts for each of these vendors is as follows:

Vendor	Items Purchased	Annual Estimate	3 Year Purchase Order
BAKER & TAYLOR, INC	Books and book rentals	$3,000,000	$9,000,000
OVERDRIVE INC	Digital items - eBooks, audio books	$2,000,000	$6,000,000
EBSCO SUBSCRIPTION SERV	Periodicals, newspapers	$200,000	$600,000
MIDWEST TAPE LLC	Audio visual items	$200,000	$600,000
INGRAM LIBRARY SERVICES	Books	$50,000	$150,000
		$5,450,000	$16,350,000

Purchases from these vendors for the collection materials have always been estimated and submitted in the Library’s annual recommended budget requests to the County Administrator’s Office. The costs for these items, shipping and sales tax can and do fluctuate year-to-year, and adjustments are made to materials selections to meet the planned budget control amounts

CONSEQUENCE OF NEGATIVE ACTION:

If the Purchase Orders are not approved, the Contra Costa County Library will not efficiently and economically build and maintain Library collections for the County’s residents.