TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Eddie Covarrubias, Interim Community Services Director DATE: December 10, 2025
SUBJECT: APPROVAL OF AN INCREASE OF $17,500 TO PURCHASE ORDER NUMBER 1210 WITH INGRAM CONTENT GROUP
FOR BOOKS TO MAINTAIN THE LIBRARY’S COLLECTION
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Inviting and Relevant City Facilities
BACKGROUND
On July 1, 2025, the City implemented a new Purchase Order (PO) requirement for any purchases greater than or equal to $20,000. This PO process was put in place as an additional control measure to ensure staff are getting proper authorization for contracts, and that we stay within the approved contract amount.
One vendor that was flagged as a result of this new process is the Library’s book vendor, Ingram Content Group (Ingram). Based on the approved FY 2025-26 budget, the Library could spend up to $73,779 with Ingram.
However, the Library does complete smaller orders with other vendors (that do not meet the PO or Request for Proposal threshold). To give a more realistic spending number, last year’s total purchasing with Ingram was around $55,000.
DISCUSSION
Staff were informed in August that a Request for Proposal (RFP) would need to be completed since the Library may spend more than $30,000 a year with Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
Ingram. A PO was issued for $28,000 to allow the Library to procure books to maintain the collection in the meantime.
Staff began working on the scope of the RFP, but ultimately wanted to wait for the new Library Manager to be hired and onboarded to let them review and weigh in on the scope of this project. Library Manager Watts was brought onto the team on October 20, 2025, and has since helped develop the RFP and get it finalized. The RFP was posted on November 20, 2025, and will close on December 12. The contract for the winning bidder will go before the City Council on January 30, 2026.
Today, staff are seeking approval to increase the existing PO above $30,000 to allow for the Library to continue to maintain the collection until the award of the contract in January. Based on orders placed to date and orders expected to be placed through January, staff are requesting that PO #1210 with Ingram be increased by $17,500 to $45,500.
FISCAL IMPACT & PROCUREMENT REVIEW
The payments to this vendor are budgeted for and will be paid out of various General Ledger Account #’s:101-91-4370-0335, 281-91-4370-0000, 281-91- 4370-2575, 101-92-4370-0000, 281-92-4370-0000, 281-92-4370-2575.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council approve of an increase of $17,500 to Purchase Order Number 1210 with Ingram Content Group for books to maintain the Library’s collection. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve of an increase of $17,500 to Purchase Order Number 1210 with Ingram Content Group for books to maintain the Library’s collection.”