STAFF REPORT
LIBRARY AND MUSEUM SERVICES DEPARTMENT
DATE: June 16, 2026
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Library and Museum Services Director
SUBJECT: PURCHASE ORDER WITH OCLC, INC. FOR BIBLIOGRAPHIC SERVICES AND METADATA IN AN AMOUNT NOT TO EXCEED $32,000
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The Arcadia Public Library uses OCLC, Inc. to provide catalog metadata and maintain records for its interlibrary loan services that include more than 16,000 member libraries. It is recommended that the City Council approve a Purchase Order for bibliographic services and metadata from OCLC, Inc., in an amount not to exceed $32,000. Sufficient funds are available in the City’s Fiscal Year 2026-27 Operating Budget for this purchase.
BACKGROUND
The Arcadia Public Library uses the services of OCLC, Inc. as the supplier of metadata for its public catalog, as well as maintaining a record of its 200,000 items used in providing Inter-Library Loan service to the public. OCLC is a nonprofit cooperative organization that maintains a database of the collections of more than 16,000 member libraries, which are continually updated to enhance accuracy and completeness.
DISCUSSION
The estimated cost of $32,000 for OCLC’s services is based on historical usage. In addition to the cost for cataloging and metadata, there is a fee of $892.70 per year, for an online product that helps staff select the appropriate Dewey Decimal number for new items. In addition to regular search fees (which vary depending on
PO for Bibliographic Services and Metadata
June 16, 2026
complexity) and postage costs for returning items to lending libraries, there is an annual fee for searching and requesting Inter-Library Loan items. Patrons pay a $5.00 fee for requesting an Inter-library loan item, which helps defray the cost of this service, and recovered costs are deposited into the General Fund.
Use of high-quality metadata is vital to connecting patrons with the library’s collections. OCLC membership also greatly expands the range of holdings available from other libraries, so Arcadia Library patrons can request loans through the Inter- Library Loan service. It is recommended that the City Council approve a Purchase Order for bibliographic services and metadata from OCLC, Inc., in an amount not to exceed $32,000. Sufficient funds are available in the City’s Fiscal Year 2026-27 Operating Budget for this purchase.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment.
FISCAL IMPACT
Sufficient funds have been approved in the City’s FY 2026-27 Operating Budget for this Purchase Order.
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 OCLC, Inc. for bibliographic services and metadata in an amount not to exceed $32,000.