STAFF REPORT
CITY OF BURBANK
LIBRARY
SERVICES
DATE: June 24, 2025
TO: Justin Hess, City Manager
FROM: Eric Lashley, Library Services Director
Ero Cash ye LAra Senior Precisive Analy
SUBJECT: Adoption of a Resolution to Authorize the City Manager or Designee to Accept a Donation from the Friends of the Burbank Public Library in the Amount of $250,000, Appropriate Funds, Dispense with Competitive Bidding, and Purchase a Library Outreach Vehicle (Bookmobile) in the amount of $160,000 from the City of Marshalltown
RECOMMENDATION
Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK AUTHORIZING
THE CITY MANAGER OR DESIGNEE TO ACCEPT A DONATION FROM THE FRIENDS OF THE BURBANK PUBLIC LIBRARY IN THE AMOUNT OF $250,000,
APPROPRIATE FUNDS, DISPENSE WITH COMPETITIVE BIDDING, AND PURCHASE A LIBRARY OUTREACH VEHICLE (BOOKMOBILE) IN THE AMOUNT OF $160,000 FROM THE CITY OF MARSHALLTOWN (Attachment 1).
BACKGROUND
The Library Services Department (Library) seeks to purchase a bookmobile to support its mission of connecting the community to opportunities for growth, inspiration, and discovery. A bookmobile would also assist the Library in advancing the goals outlined in both the Strategic Plan 2023-2026. A bookmobile will provide access to information and resources directly in neighborhoods and help ensure that all residents (especially those with limited access to traditional library services) may benefit. The bookmobile service will be utilized to expand library services to residents with limited mobility, senior adults living in assisted living or nursing homes, young children in pre-schools and daycares, students in schools, residents of low-income apartment complexes, and park visitors. 1 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 Department, 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 Library Bookmobile to help the library expand on its outreach opportunities.
DISCUSSION
On April 2, 2025, the City of Marshalltown, lowa (Marshalltown) released a request for bids for the sale of a 2022 E450 Super Duty Ford Cargo Truck, which is fully outfitted as a bookmobile, with the intent to award the bid and authorize and approve the sale to highest bidder. The bookmobile was originally purchased by the City of Marshalltown on February 24, 2023 and is under warranty with less than 1,800 miles. Staff from the Library, Public Works Department - Fleet, Financial Services - Purchasing and Procurement, and City Attorney's Office reviewed the request and concluded that the vehicle specifications, safety and convenience features, and value for the City would meet the needs for the Library.
On April 22, 2025, City Council approved the submission of a non-binding bid of $160,000 for the purchase of the vehicle. The City of Burbank was one of two bidders and was determined as the highest responsible bidder per Marshalltown Resolution 2025-071 (Attachment 2). The Marshalltown City Council authorized the resolution of the sale of the vehicle to the City of Burbank at their April 28, 2025 meeting.
To approve further action for the procurement and purchase of the bookmobile, Council must find that the City may dispense with competitive bidding in accordance with Burbank Municipal Code § 2-2-112 (B). That section allows the Council to forego competitive bidding "when deemed necessary for customer service or otherwise in the best interests of the City." Staff has researched alternative used bookmobiles and the inventory is limited, as there are very few companies that manufacture bookmobiles throughout the country. The other option would be for the City to purchase a new bookmobile from the manufacturer, which would significantly increase the cost of purchase and delay the ability to acquire the vehicle by an estimated 12-18 months.
Funding for the purchase and outfitting of a Library bookmobile has been secured through a donation from the Friends. At the February 26, 2025 Friends meeting, the Board approved a one-time funding allocation of up to $305,000 for the purchase and fabrication of a bookmobile (Attachment 3). The total cost to purchase the Marshalltown bookmobile, 2 including other associated costs such as additional outfitting, technology, collection, and supplies, is $250,000.
The following outlines the total donation from the Friends and how these funds would be allocated toward the purchase of the vehicle, its outfitting, and the development of a new library collection for the bookmobile:
Item Amount
Vehicle Purchase - 2022 E450 Super Duty Ford from Marshalltown, IA $160,000 Fabrication - Contingency, Vehicle Wrap, Outfitting, Technology, and $60,000 Supplies
Library Collection - New Library Collection for Bookmobile $30,000 Total Donation from the Friends $250,000
The City would be required to pay for ongoing maintenance and operation costs, and future replacement costs, which is allocated at $50,000 a year.
Under both the Burbank Municipal Code § 2-4-110 and the City's Administrative Procedure VI-12, donations valued at $5,000 or more must be formally accepted by the Council at a regularly scheduled meeting. This agenda item serves as that formal acceptance and authorizes City staff to receive the $250,000 donation from the Friends and amend the FY 2024-25 Adopted Budget in accordance with Burbank Charter § 1005.
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.
FISCAL IMPACT
Staff is requesting City Council authority to accept $250,000 from the Friends and amend the Fiscal Year (FY) 2024-25 Budget by appropriating funds from the Friends of the Library revenue account 001.LB000.45000.1024.00000 (General Fund, Library Services, Donations, Friends of the Library) as follows:
• $220,000 to 001 .LB01A.70023.0532 (General Fund, Library Administration and Technical Services, Capital Contribution to Fund 532) and 532.ND000.59000.0001 (Vehicle Equipment Replacement Fund, Non-Departmental, Contributions from Other, General Fund) - for the purchase of the vehicle from account 532.LB01A.15101.0000.00000 (Vehicle Equipment Replacement Fund, Library Administration and Technical Services, Vehicle - Clearing) 3 • $30,000 to 001.LB02A.62625.0000 (General Fund, Library Services, Public Services, Library Resource Materials)
Ongoing maintenance, fuel, and operational charges for it to be added to the City fleet is estimated at $50,000 per year.
CONCLUSION
Staff recommends that the Council accept the donation of $250,000 from the Friends, dispense with competitive bidding, and approve the authorize the City Manager or designee to purchase a bookmobile in the amount of $160,000 from Marshalltown, IA and authorize the City Manager, or their designee to sign any contract documents or amendments to effectuate the purchase of a bookmobile upon approval by the City Attorney's Office. The purchase of a bookmobile will assist with achieving the City's mission of connecting 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.
ATTACHMENTS
Attachment 1 - Resolution
Attachment 2 - Resolution Accepting and Awarding Bid to the City of Burbank, CA for the 2022 E450 Super Duty Ford with Supreme Box Truck Cargo Hold, Used as the Mobile Library Unit, in the Amount of $160,000 from Marshalltown, IA
Attachment 3 - Friends of the Burbank Public Library Letter of Commitment 4