City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2026-00530 2/24/2026
Fund Transfer From Martin Luther King Jr. (MLK) Library Renovation Project (C15000840) to Sacramento Public Library (SPL) and Change Order No. 1 Ross McDonald Co, Inc.
File ID: 2026-00530
Location: 7340 24th Street Bypass, District 8
Recommendation: Adopt a Resolution: 1) authorizing the City Manager or designee to execute a memorandum of understanding (MOU) between the City of Sacramento and the Sacramento Public Library Authority (SPL) to reimburse the SPL for the purchase of the opening day materials collection services in an amount not to exceed $530,000 at the Martin Luther King, Jr. (MLK) Library; and 2) authorizing the City Manager or designee to execute Change Order No. 1 to Contract No. 2025-0900 with Ross McDonald Co. Inc., for an amount not to exceed $41,842 for a new total amount not to exceed of $332,638.
Contact: Nadia Melgoza, Senior Architect, (916) 808-2262, [email protected]; David Avila, Supervising Architect, (916) 808-7501, [email protected]; James Christensen, Facilities Manager, (916) 808-5863, [email protected]; Department of Public Works
Presenter: None
Attachments:
1-Description/Analysis
2-Resolution
3-Change Order No. 1 Ross McDonald Co, Inc.
Description/Analysis
Issue Detail: The City of Sacramento, in collaboration with SPL, is undertaking the renovation of the Martin Luther King, Jr. Library to address the community’s present and future requirements.
Constructed in 1970, this 15,100-square-foot branch has been a vital community resource for over 50 years. As part of this renovation, the City is responsible for funding the opening day collections and making associated improvements.
Under the 2007 Joint Powers Authority (JPA) Agreement with SPL, Sacramento must provide, maintain, and improve library facilities, including funding opening day collections within their
File ID: 2026-00530 2/24/2026
boundary. The City has committed to funding these collections for MLK, ensuring a diverse range of books, DVDs, audiobooks, digital resources, and other materials upon the library opening.
The opening day collection will cover a broad range of formats and subjects to meet community needs. This includes print titles for adults, teens, and children; large print materials; multilingual resources; and popular media for entertainment and lifelong learning. The aim is to open the library with an inclusive collection that matches the interests and informational needs of its patrons from day one.
The JPA Agreement also requires that the City of Sacramento fund furniture, fixtures, equipment (FF&E), for new or remodeled libraries. In line with this requirement, the City will provide shelves for Friends of the Library (FOL) and enhance the Children’s and Teen Spaces at the MLK Library.
On August 12, 2026, the City Council awarded a $290,796 contract to Ross McDonald Co., Inc. for library stacks and installation. Change Order No. 1, in an amount not to exceed $41,842, adds stacks and installation for the FOL-designated space, which was not part of the original scope. This change order refines the book stack design to meet project goals and accommodate the space for the non- profit community group FOL.
Policy Considerations: The recommendations in this report are in accordance with the provisions of the City Code Chapter 3.56, which requires City Council approval for contracts over $250,000 or more.
Economic Impacts: The recommended contract is expected to create .31 (.20 direct jobs and .11 job through indirect and induced activities) and create $40,860 in total economic output ($26,192 of direct output and $14,668 of output in indirect and induced activities).
The indicated economic impacts are estimates calculated using a calculation tool developed by the Center for Strategic Economic Research (CSER). CSER utilized the IMPLAN input-output model (2009 coefficients) to quantify the economic impacts of a hypothetical $1 million of spending in various construction categories within the City of Sacramento in an average one-year period. Actual impacts could differ significantly from the estimates and neither the City of Sacramento nor CSER shall be held responsible for consequences resulting from such differences.
Environmental Considerations:
California Environmental Quality Act: No environmental review is necessary because the recommendations in this report involve the repair of an existing structure with no expansion beyond the previously existing level of use and are therefore considered to be an exempt project or activity in accordance with Section 15301 of the CEQA Guidelines.
Sustainability: None.
File ID: 2026-00530 2/24/2026
Commission/Committee Action: Not applicable.
Rationale for Recommendation: Executing an MOU between the City and the SPL will provide a documented agreement on how the funds will be transferred from the City to SPL for the reimbursement of the opening day materials. Any funds left over, after the purchase of the opening day materials will be returned to the City and transferred back to the originating CIP. If the opening day materials exceed $530,000, SPL will be required to fund any cost overruns.
Consistent with SPL's Procurement Policy under what is qualified under a micro purchase provision, purchases of books and materials are exempt from competitive bidding due to their specialized nature.
SPL uses established jobbers like Brodart and Ingram for timely delivery and efficient implementation of books and materials. Brodart will fulfill the opening day collection for diverse and community- responsive resources.
Approving the fund transfer enables compliance with the JPA Agreement and ensures the Martin Luther King, Jr. Library opens equipped and ready.
Approval of Change Order No. 1 to Ross McDonald Co., Inc. ensures the book stack design meets project goals and accommodates space for the non-profit group FOL, supporting essential library services.
Financial Considerations: Sufficient funding exists in the MLK Library Renovation Project (C15000840), General Fund (1001) to transfer funds to SPL in an amount not to exceed $530,000 for the opening day collection and Children and Teen’s area enhancements. There are also sufficient funds in the MLK Library Renovation Project (C15000840), General Fund (1001) to add Change Order #1 for $41,842 to the Ross McDonald Co., Inc. contract, with a new amount not to exceed $332,638.
Local Business Enterprise (LBE): Ross McDonald Co., Inc. is not an LBE. The minimum LBE participation requirement is waived for the City’s use of cooperative purchase agreements that have been competitively bid, evaluated, and awarded by other governmental agencies that may or may not have similar LBE programs.
RESOLUTION NO. 2026-
Adopted by the Sacramento City Council
January 16, 2026
Transfer of funds to the Sacramento Public Library (SPL) for Opening Day Collection and Children and Teen Area Enhancements at Martin Luther King Jr. (MLK) Library Renovation Project: (C15000840)
BACKGROUND
A. The Martin Luther King Jr. (MLK) Library was awarded a Building Forward Grant from the California State Library during the Phase 1a distribution of grants for $5,562,774 in October of 2022, with a City match of $2,781,387 approved May 2, 2023.
B. A total of $6,461,820 funds were transferred from the General Fund (Fund 1001) and $3,612,867 funds were transferred from Measure U (Fund 2401) to cover the City match and the remaining cost to design, manage and construct the library renovations.
C. The project is now under construction, and it is time to secure library opening day materials. As required by the Joint Powers Agreement between the City of Sacramento and the Sacramento Public Library Authority (SPL), the City is required to fund the acquisition of the opening day materials.
D. Opening day materials were included as part of the overall project budget. The SPL has the expertise and purchasing contracts to procure the required opening day materials. To help streamline the process, the City will enter into an MOU with the SPL, so the City can transfer the funds to SPL for the required purchases.
E. The City will transfer $530,000 for the opening day materials. Any funds leftover, after the purchase of opening day materials will be returned to the City by transferring them back into the original CIP. If the opening day materials exceed $530,000, SPL will be required to fund any cost overruns.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. The City Manager or designee is authorized to execute a memorandum of understanding between the City of Sacramento and the Sacramento Public Library Authority (SPL) to reimburse the SPL for the purchase of opening day materials.
Section 2. Transfer $530,000 from MLK Library Renovations Project C15000840, Fund 1001, general fund to the SPL CIP. Any funds leftover, after the purchase of opening day materials will be returned to the City by transferring them back into the original City CIP C15000840, Fund 1001. If the opening day materials exceed $530,000, SPL will be required to fund any cost overruns.
City of Sacramento
CHANGE ORDER
Contract #: 2025-0900 DATE: 08/27/2025 Budget #: C15000840 Purchase Order #: 0000082807 Change Order: 1
TO: Ross McDonald Co. Inc.
Contract For: Martin Luther King Jr. Modernization Library Bookstack and Accessories
Upon mutual acceptance of this document the City of Sacramento, hereinafter referred to as "City"' and your firm, hereinafter referred to a "Contractor", in accordance with the terms and conditions of the original contract documents, you are hereby directed to make the following change or changes for the consideration set forth below:
Description: MLK Sac Friends Space
Additional Work: SEE ATTACHED EXHIBIT A
The original contract sum was $ 290,796.00
Net change by previous Change Orders $ .00 The contract sum prior to this Change Order was $ 290,796.00 The contract sum will be increased by this Change Order $ 41,842.08 New contract sum including all Change Orders $ 332,638.08
Contractor agrees that the amount of increase or decrease in the contract sum specified in this Change Order shall constitute full compensation for the work required by this Change Order, including but not limited to all compensation for the additional costs, if any, which may accrue to the Contractor by reason of any change in work schedules, other contract or cost of the project in any way made necessary by this Change Order. The time for performance of the contract will be extended by 0 Calendar Days, to complete the project by reason of the performance of the work required by this Change Order. Except as herein above expressly provided, Contractor further agrees that the performance of the work specified in this Change Order or the rescheduling of the other project work made necessary by this Change Order, shall not constitute a delay which will extend the time limit for completion of the work as said term is used in the contract between the City and Contractor for the project.
Approval Recommended By: Approved By:
______________________________ ______________________________ Project Manager Date Ryan Moore
Assistant City Manager
Approved By: Approved By:
______________________________ ______________________________ Contractor Date City Clerk
Approved By:
______________________________
City Attorney
PCO # Status Description
Submitted to
City Reason City Accepted Amount
Calendar Days
Impact
PCO 01 Accepted* MLK Sac Friends Space 1/14/2025 Client Initiated C $ 41,842.08 0 1 Items 41,842.08$ 0
Days
Changed/Unforeseen Conditions -$
Changes to Bid Documents -$
Client Initiated Changes 41,842.08$
Original Contract Amount 290,796.00$
Percentage this Change Order 14.4%
Previous Change Orders -$
Total Contract Amount- CO-01 41,842.08$
EXHIBIT A - Martin Luther King, Jr. Library Bookstack and Accessories C2025-0900 Change Order No. 1
* This PCO compensates the Contractor for work associated with this project. This payment shall constitute full compensation for the work including materials, labor, equipment, and markups. ** This PCO compensates the Owner for work associated with this project. This payment shall constitute full compensation for the work including materials, labor, equipment, and markups.
PCO TOTAL- This Change Order- Change Order 1
All changes to the scope are noted below and described further in the corresponding Proposed Change Order (“PCO”).
Total By Reason