CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 19 Section Name: CONSENT CALENDAR Account Number: 10-6661 File ID: 26-11499 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Library Department
MEETING DATE: July 20, 2026
SUBJECT:
Library Materials Acquisition — Agreement
RECOMMENDATION:
Adopt a Resolution authorizing an alternative purchasing procedure to approve an agreement with Ingram Library Services LLC to provide library materials including books, audiobooks, DVD/Blu-Ray, CD/MP3 and customized collection development services in an amount not to exceed $500,000 annually for fiscal years 2025-26, 2026-27, and 2027-28, with an optional three-year term extension, for a potential total agreement amount not to exceed $3,000,000; and authorize the City Manager to approve any appropriate changes that do not increase the total not to exceed amount and execute the agreement on behalf of the City.
BACKGROUND:
In October 2025, Baker & Taylor, the City Library’s primary vendor of library materials abruptly closed without prior notice to the City Library, and other libraries nationwide. Baker & Taylor was the nation’s largest wholesale distributor of print books and media to libraries. The sudden closing of Baker & Taylor left libraries in a difficult position searching for vendor replacements while managing some purchases where they could from smaller vendors. Due to the need to immediately onboard a primary vendor, Library staff was unable to conduct formal bidding for primary vendor services. Instead, City staff explored different available options on the market by reaching out to various known vendors including Amazon, Brodart Company, Midwest Tape LLC, and Ingram Library Services LLC (Ingram). After a review of these vendor services, Library staff determined that Ingram was the best suited to provide needed materials and quality customer service fitting the library’s needs. During the period of researching for a new provider of library materials, vendors were assessed on the following elements: customer support, range of inventory, collection development services, processing and cataloging services, pricing and fulfillment rates. Pricing was similar among these vendors, but with the exception of Ingram, there was a lack of inventory and ability to provide materials at the rate needed. In addition, some available vendors required minimum purchasing thresholds, that would be difficult to meet given their small selection or low inventory. Ingram was found to be able to offer a wide selection of books, have a large inventory, and adequate pre-processing services.
San Mateo Municipal Code Section 3.60.030 generally requires bids to be obtained for purchases over $100,000.
However, San Mateo Municipal Code Section 3.60.070(h)(3) provides that the City may use any purchasing procedures approved by the City Council if the City Council makes a finding concurrent with the award of the contract that the procedures are in the best interest of the City. Here, after Baker & Taylor’s closure, staff immediately solicited known vendors to assess whether they meet selection criteria, inventory requirements, pricing, as well as other factors that best suited San Mateo’s needs. By directly soliciting known vendors rather than formal bidding, staff was able to quickly onboard a new primary vendor without disrupting Library services to the public.
Based on the above, City staff recommends that the City Council adopt a resolution approving an alternative purchasing procedure to approve an agreement with Ingram for three years starting in FY 2025-2026, with an optional three-year
CITY OF SAN MATEO
extension in an amount not to exceed $500,000 annually, for a potential total agreement amount of $3,000,000.
BUDGET IMPACT:
The costs associated with the agreement were included in the FY2025–26 and FY2026–27 approved budgets. Costs for subsequent years will be incorporated into future departmental budget appropriations.
ENVIRONMENTAL DETERMINATION:
Approval of an agreement with Ingram Library Services LLC is exempt from CEQA, because it can be seen with certainty that there is no possibility the purchase of library materials may have a significant effect on the environment. (CEQA Guidelines Section
15061(b)(3).)
STRATEGIC PLAN ALIGNMENT
This staff report supports the Organizational Health and Good Governance initiative.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Proposed Resolution
Att 2 - Agreement
STAFF CONTACT
Rukshana Singh, City Librarian
[email protected]
(650) 522-7804