December 17, 2024
Library and Community Services
DATE: December 17, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager of Community
Services
Kate Eppler, Deputy Director of Community Services –
Library
Tawfic Halaby, Deputy Director of Public Works –
Operations and Maintenance
Christopher Larsen, Library Services Manager
Subject: Purchase of Library Delivery Van
FINANCIAL IMPACT: Proposed expenditure of $60,000 is funded by impact fees in the approved FY 2024-2025 Library budget
(21741055-400705)
PREVIOUS COUNCIL
ACTION:
n/a
STATEMENT OF THE
ISSUE:
The Library is requesting City Council approval for the purchase of a delivery van for use by Library staff moving materials between locations.
RECOMMENDED ACTION:
APPROVE the purchase of a 2024 Ford Transit T-250
cargo van from National Auto Fleet Group in an
aggregate amount not to exceed $60,000 – Community
Services (Christopher Larsen 510-620-5524/ Kate Eppler
510-620-5452).
AGENDA
REPORT
December 17, 2024
DISCUSSION:
The Richmond Public Library routinely moves material between branches to fulfill patron requests (holds). In the calendar year 2024, the Library has fulfilled 5,488 requests for items, plus approximately 4,000 additional requests for materials from partnering library systems. Many of these holds are transferred between the Library’s Main, West Side, and Bayview locations for more convenient pickup by Library users. As designated City fleet vehicles have been often unavailable, Library staff have been using their personal vehicles to transport holds while being reimbursed at the City’s standard mileage rates.
The purchase of a delivery van will eliminate the need for Library staff to use their own vehicles for this task and will also provide the Library with a vehicle that can be used to expand public services and outreach. The library delivery van will supplement services provided by the library’s forthcoming new Bookmobile, allowing for service to additional locations when the Bookmobile is in use or otherwise unsuitable.
This purchase complies with Richmond Municipal Code Section 2.52.330, Piggyback procurement, which allows for a “piggyback” purchase using another agency’s purchase contract if it is in the best interest of the City of Richmond.
Based on the pricing in the Sourcewell Contract with National Auto Fleet Group (Attachment 2), City staff is recommending purchase of the van from National Auto Fleet Group in Watsonville, California. Library staff worked collaboratively with Public Works staff on this item.
SYNERGISTIC POLICIES:
Purchase of a dedicated library delivery van is aligned with City Council Strategic Goal Area No. 5: Strengthen the City’s Internal Infrastructure and Processes. Purchase of the van, using Library’s Impact Fee Fund, will improve fiscal responsibility by reducing the need for mileage re-imbursements, and the library delivery van will be more suitable for the movement of materials, improving ergonomics for assigned staff. This will streamline operations and reduce potential risk and liability. In addition, improved access to the library and library materials is in alignment with City Council Strategic Goal No. 3: Improve the quality of life, community health, and social determinants of health.
DOCUMENTS ATTACHED:
Attachment 1 – Sourcewell Quote
Attachment 2 – National Auto Fleet Contract