STAFF REPORT
CITY OF BURBAN
LIBRARY
SERVICES
DATE: April 22, 2025
TO: Justin Hess, City Manager
FROM:
SUBJECT: Approval for the City Manager or Designee to Submit a Non-Binding Bid in an Amount Up To, But Not To Exceed $160,000, for the Purchase of a Library Outreach Vehicle (Bookmobile)
RECOMMENDATION
Approve the City Manager or his designee to submit a non-binding bid in an amount up to, but not to exceed $160,000, for the purchase of a library outreach vehicle (bookmobile).
BACKGROUND
The Library Services Department (Library) is seeking to purchase a bookmobile to support its mission to connect the community to opportunities for growth, inspiration, and discovery. A bookmobile will also assist the Library in meeting goals set forth in the Strategic Plan 2023-2026 and the 2023-2026 Justice, Equity, Diversity, and Inclusion Action Plan. A bookmobile will allow access to free information and resources to all residents. The primary audience for the bookmobile service is senior adults living in assisted living or nursing homes, youth at local pre-schools, daycare centers, schools, and parks, and residents living in low-income apartment complexes.
The Friends of the Burbank Public Library (Friends) is a nonprofit organization established in 1980 for the purpose of providing additional funds to support programs and services at Burbank Public Library and increasing public awareness of the Library's services. The Friends have a membership of approximately 350 people and are governed by a Board of Directors. The Friends contribute more than $100,000 per year to the Library, funding the Summer Reading Programs for children, teens and adults, along with providing supplemental funding for Library programming, the print collection, and support for Library projects and initiatives. The Friends have generously committed to supporting the purchase of the bookmobile to help the Library expand on its outreach opportunities.
DISCUSSION
A bookmobile would allow the Library to provide services to all residents of Burbank, especially residents with limited mobility. Additionally, a bookmobile will allow the Library to better accomplish its mission to connect the community to opportunities for growth, inspiration and discovery. The acquisition of a bookmobile will support the Library in meeting goals set-out in the Library Strategic Plan 2023-26 and the 2023-2026 Justice, Equity, Diversity, and Inclusion Action Plan.
The City of Marshalltown, lowa released a request for bids (Attachment 1) for the sale of a 2022 E450 Super Duty Ford Cargo Truck, which is fully outfitted as a bookmobile. It was originally purchased on Feb 24, 2023 and is under warranty with less than 1,800 miles. Staff from the Library, Public Works Department - Fleet, Financial Services Department - Purchasing and Procurement, and City Attorney's Office have reviewed the request for bids and find that the vehicle specifications, safety and convenience features, and value for the City would meet the needs for the Library. Staff is requesting authorization to submit a non-binding bid of $160,000 for the purchase of the vehicle.
Following the receipt of bids, the City of Marshalltown will authorize the resolution of the sale of the vehicle to the highest bidder at their April 28, 2025 Council Meeting.
Staff has researched alternative used bookmobiles and the inventory is limited. The other option would be for the City to purchase a new bookmobile from the manufacturer, which will significantly increase the cost of purchase and will require an estimated nine months to a year for vehicle delivery. There are a select few companies that manufacture bookmobiles throughout the country. Therefore, if the City is unable to secure the Marshalltown vehicle, it is the City's intention to secure another used or new bookmobile from a manufacturer.
Funding for the purchase and fabrication of a Library bookmobile has been secured through a future donation from the Friends. At the February 26, 2025 Friends meeting, the Board approved one-time funding of up to $305,000 for the purchase and fabrication of a bookmobile (Attachment 2). Once the City secures a vehicle, the Friends will then donate the funds to cover the purchase and fabrication. The City will incur ongoing maintenance and operation costs, and future replacement costs.
ENVIRONMENTAL REVIEW
This activity has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and as such, is not a "project" subject to the requirements of the California Environmental Quality Act (CEQA) 14 Cal. Code Regs § 15378.
2 FISCAL IMPACT
The Library has a commitment from the Friends of a donation of up to $305,000 for the purchase and fabrication of a bookmobile for use by the Library. Ongoing maintenance, fuel, and operational charges for it to be added to the City fleet are estimated at $50,000 per year and will be paid by City funding.
If the request to submit the bid is approved by Council and subsequently accepted by Marshalltown, staff will return to Council to request acceptance of the donation from the Friends, request a budget amendment to appropriate the donation, and authorization for the City Manager or designee to execute the purchase of the vehicle in accordance with the City's procurement procedures.
CONCLUSION
Staff recommends that the Council approve the submission of a bid for the purchase of a bookmobile. The purchase of a bookmobile will assist with achieving the City's mission to connect the community to opportunities for growth, inspiration, and discovery and further assist the Library in meeting goals set forth in the Strategic Plan 2023-2026 and the 2023-2026 Justice, Equity, Diversity, and Inclusion Action Plan.
ATTACHMENTS
Attachment 1 - Request for Bids - Marshalltown, IA
Attachment 2 - Friends of the Burbank Public Library Letter of Commitment 3