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 P urchase Order under the City’s Amazon Business Prime account , in the amount of $50,000 , for these purchases. A separate P urchase 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
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 discount ed 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
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 t hat the City Council determine that this action i s not a project under the California Environmental Quality Act (“CEQA”); and approve a P urchase 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
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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 the Purchase 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 RENEWAL:
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) additional two (2)-one-year periods, upon mutual written consent of the parties lo the contract. Proposed prices shall remain firm for the Initial term of the contract.
4. CONTRACT ADMINISTRATOR/PROJECT MANAGER: The following PWCS employees are identified to use all powers under the contract to enforce its faithful performance:
4.1. CONTRACT ADMINISTRATOR: As the Contract Administrator, the following individual. or his/her designee, shall serve as the interpreter of the conditions of the contract and shall use all powers under the contract to 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 accordance 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 accordance 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 discrimination 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 executed by the following duly authorized officials:
CONTRACTOR:
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Authorized Signature
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Type Name '
Title
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Date
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Supervisor of Purchasing
Title
Date
1-31- I ·z I
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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 Services. 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?nodeld=201613180), attached;
e. PWCS's General Terms and Conditions, Section 11 (RFP - Revised 12/16/16), attached;
f. This Memorandum of Negotiations;
g. Any subsequent modifications to the Contract.
1. The contract term shall remain as originally issued in the RFP, as follows:
9.1. The initial term of this contract 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 continue 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 Prince 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 signing and returning this Contract Renewal fonn no later than November 6, 2023. In addition to this renewal, you must 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 [email protected].
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 thisContract Renewal form no later than 0, 2021. In addition to this
renewal, you must also provide an updated copy of yourCertificate of Insurance (COI)with the Prince William County School Boardlisted as anAdditional 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 [email protected].
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 20108WWW.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 [email protected].
Sincerely,
Angie Baker, 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.
Renew Contract: Yes: X No:
Rates to Remain the Same: Yes: X No: If no, attach explanation and 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 20108WWW.PWCS.EDU 703.791.8743, FAX 703.791.8610 Attachment No. 4
Docusign Envelope ID: B6833C59-F5B7-4587-B244-A187C16DAADF Signature: Brian Hall
Brian Hall (Aug 21, 2025 14:38:35 EDT)
Email: [email protected]
CC STC 00380758 2025 TR
Created:
2025-08-21
By:
AngelaBaker ([email protected])
Status:
Signed
TransactionID:
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 ([email protected])
2025-08-21 - 6:28:02 PM GMT- IP address: 204.122.110.251 Document emailed to Brian Hall ([email protected]) for signature 2025-08-21 - 6:28:49 PM GMT
Email viewed by Brian Hall ([email protected])
2025-08-21 - 6:38:06 PM GMT- IP address: 104.47.70.126
Document e-signed by Brian Hall ([email protected])
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 [email protected].
Sincerely,
Angie Baker, 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.
Renew Contract: Yes: X No:
Rates to Remain the Same: Yes: X No: If no, attach explanation and 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 20108WWW.PWCS.EDU 703.791.8743, FAX 703.791.8610 Attachment No. 5
Docusign Envelope ID: B6833C59-F5B7-4587-B244-A187C16DAADF Signature: Brian Hall
Brian Hall (Aug 21, 2025 14:38:35 EDT)
Email: [email protected]
CC STC 00380758 2025 TR
Created:
2025-08-21
By:
AngelaBaker ([email protected])
Status:
Signed
TransactionID:
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 ([email protected])
2025-08-21 - 6:28:02 PM GMT- IP address: 204.122.110.251 Document emailed to Brian Hall ([email protected]) for signature 2025-08-21 - 6:28:49 PM GMT
Email viewed by Brian Hall ([email protected])
2025-08-21 - 6:38:06 PM GMT- IP address: 104.47.70.126
Document e-signed by Brian Hall ([email protected])
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
Amazon Business brings together everything you love about Amazon - vast selection, unbeatable convenience, and exceptional value - with exclusive benefits designed specifically for libraries. Book buying has never been easier on Amazon Business.
No contracts. No fees. Just selection, savings, and convenience.
Introducing new book procurement features for libraries Questions? Contact a book expert: [email protected] Why choose Amazon Business?
• No hassle or fees: All U.S. public and special library customers get free access to MARC records and exclusive savings on books.
• Fast, free delivery: Get your orders quickly with Business Prime same- to two-day shipping.
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Don’t have an account yet? Sign up for free at business.amazon.com.
Buy books on
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Learn more:
amazon.com/ab/library
Save 30-40% off list price
on eligible preorder and
new release print titles
Download MARC
records immediately
after purchase
Discover new and
upcoming releases
in the Library Hub
Attachment No. 6
What is Amazon Business?
Amazon Business offers business-relevant selection, innovative tools and features, and the convenience and value of Amazon, allowing libraries of any size to simplify buying. Procurement leaders enjoy convenient shipping options on hundreds of millions of supplies across categories like office, IT, janitorial, and books.
Customers also have access to a variety of business-tailored features and benefits, including Business Prime, business-only pricing and selection, approvals workflow, purchasing system integrations, payment solutions, tax exemptions, and dedicated customer support.
What books discounts are available to public libraries? Amazon Business U.S. public library customers have access to library-only prices on eligible print books starting when they are available for pre-order until 90 days post-publication. Discounts will automatically reflect on book detail pages for logged-in U.S. public library customers.Discounts are subject to change and only apply to physical books sold directly by Amazon in the U.S. Discounts may not apply to certain titles.
How do I access MARC (MAchine-Readable Cataloging) records for my book purchases on Amazon Business? Amazon Business provides brief MARC records for most physical books sold on Amazon. For these books, MARC records will be available to download immediately after placing the order, at no additional cost. After completing a book purchase on Amazon Business, visit amazon.com/ab/library to download available MARC records. Bookmark this page for easy access in the future.
What if there isn’t enough inventory available for a certain title? Amazon Business offers two ways to acquire bulk inventory: (1) the Bulk Buying Tool allows you to consolidate inventory from multiple suppliers, and (2) the Request For Quote option allows you to request a discounted price on single-SKU purchases over $10,000 or 999 units. Visit amazon.com/ab/bulk-order to get started.
Can I use my personal Amazon.com account to access these features? No. You must be logged into your public library’s Amazon Business account to download MARC records and access library-only pricing.
Why am I not seeing lower pricing as a public library?
Contact us at [email protected] if your Amazon Business account is not receiving library-only pricing and you are a public library in the United States.
I’m part of a U.S. school library, can I access the new library features? As a U.S. school library, you will have access to available MARC records. Depending on your Amazon Business account type, you may see library-specific or education-specific pricing on books. Contact us at [email protected] if you’re not seeing any discounts at all.
How can I submit feature requests?
We are continuing to build for libraries and would love to hear from you. Please submit any feature requests via this survey link: bit.ly/ABatALA2025.
Frequently Asked Questions
Questions? Contact a book expert: [email protected]