Dear Mayor and Council Members,
On behalf of City Manager Ed Shikada, please see staff responses below for questions from Council Member Tanaka on the Tuesday, November 18 Council Meeting.
Item 3: Approval of General Services Contract Number C25192518 with Califa Group in an Amount Not to Exceed $330,000 to Provide Procurement of Discounted Library Products for a Period of Three (3) Years; CEQA status – not a project.
1. Given that the contract commits the library to Califa as the sole vendor for digital resources, citing them as the only eligible consortium for our needs, what specific research was conducted into alternative consortia or vendors to justify this reliance? As consortia and vendor options in the digital content space evolve quickly, were other providers reviewed to ensure we obtained the best cost and service quality for resources like LinkedIn Learning and the Wall Street Journal?
Staff response: Califa is not the sole vendor for digital resources. Palo Alto City Library (PACL) can and does purchase digital resources from a number of vendors. Califa is a Digital Resources Broker that negotiates pricing agreements and group purchases with approximately 75 vendors. Califa is the only consortium that offers this brokering service in which PACL is eligible for membership. Library consortiums typically limit membership to specific types of libraries and/or a specific geographic area. When researching alternatives, staff did not locate a comparable service that is accessible to the Palo Alto City Library. Califa negotiates discounted prices that provide a savings of 10 – 15 % when compared to the price of purchasing directly from the vendor.
The user experience and service quality for these digital resources is identical regardless of whether they are purchased via Califa or directly from the vendor with the only exception being the Wall Street Journal which chooses to provide its full digital edition to Califa customers but only select content to direct purchasers.
2. With the rapid evolution of the digital content market, a three-year commitment could limit the library's ability to access new resources or better-priced alternatives that may become available. Does this contract with Califa include any provisions for adding or adapting to new e-resources mid-term? If not, why were shorter contracts, such as annual agreements or contracts with built-in review periods, not considered to keep our digital offerings flexible and responsive to new technology?
Staff response: The contract is completely flexible with regards to which resources are purchased. Each of the digital resources purchased from Califa has an annual renewal period. When a resource comes up for renewal we can opt not to renew and/or to purchase a different resource. Califa regularly negotiates agreements with new vendors and notifies member libraries when it has done so. Multiyear agreements provide stability and continuity in contractual relationships recognizing the administrative cost and time involved with procurements.
3. Some residents may need additional support to access digital resources due to limited digital skills, requiring staff assistance and possibly additional training programs. What additional costs might the library face to ensure staff are trained and that digital literacy programs are available to support residents in using these resources? Were these potential costs included in the budget, and if not, could unanticipated expenses in these areas impact the library’s allocated funds?
Staff response: PACL offers residents multiple options for receiving staff assistance with digital resources. More information on these resources can be found on the library’s eHelp page
. Digital resource vendors typically offer demos and training to staff free of charge, as well as training materials and support for patrons, included in the price of the product. Therefore, we do not anticipate additional expenses for training and support.
4. Given Palo Alto’s commitment to sustainability, it’s important to consider the environmental impacts of Califa’s operations, especially since digital services involve data storage and energy use that contribute to carbon footprints. How do Califa and its partnered vendors align with the city’s environmental standards, particularly regarding sustainable practices in data management and energy consumption? If Califa’s operations aren’t aligned with our sustainability goals, what leverage does the city have within this contract to address this impact?
Staff Response: PACL has previously contracted with Califa. Califa agreed to the City’s Environmental Purchasing Policy in the previous contract and will do so in the new contract as well.
5. Since this contract’s funding for years 2 and 3 is contingent on future Council approvals, a lack of funding approval could lead to resource interruptions for library patrons. If funding is not approved for future years, what contingency plans are in place to prevent disruptions, and has the library considered shorter contracts or more flexible options to adapt more easily to potential budget changes?
Staff response: Contingency plans for lack of funding approval are usually to seek alternative funding sources and/or to consider making changes to library programs and services that would align with the reduced funding amounts and Council budget direction. Also note the response to Question #2.