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2 CITY OF SAN MATEO
RESOLUTION NO. ____ (2026)
APPROVING ALTERNATIVE PURCHASING PROCEDURE TO APPROVE AN AGREEMENT WITH INGRAM LIBRARY
SERVICES LLC FOR THE PURCHASE OF LIBRARY MATERIALS
WHEREAS, the San Mateo Public Library (“City Library”) purchases from a primary vendor for the regular supply of various library materials for its patrons including, but not limited to, books, audiobooks, DVDs/Blu- Rays, etc.; and
WHEREAS, the City Library’s primary vendor, Baker & Taylor, abruptly closed its business operations without prior notice to the City in October 2025; and
WHEREAS, the City Library required immediate replacement of its primary vendor in order to prevent disruption of library services; and
WHEREAS, 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 Council makes a finding prior to or concurrent with the award for the contract that the procedures are in the best interest of the City for the particular contract; and WHEREAS, due to the immediate need for a replacement primary vendor, City Library staff directly solicited available vendors rather than conducting a formal bidding process, which would have disrupted library operations; and
WHEREAS, Ingram Library Services LLC was determined by City Library staff to best meet its needs based on a review of customer support, range of inventory, collection development services, processing and cataloging services, pricing and fulfillment rates; and
WHEREAS, based on the above, City Library staff recommend approving an alternative purchasing procedure to approve an agreement with Ingram Library Services LLC for the provision of library materials for an initial term of three years, with an optional three-year extension, in the amount of $500,000 per year, for a potential total amount of $3,000,000.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, FINDS and RESOLVES that:
1. Approval of an alternative purchasing procedure to approve an agreement with Ingram Library Services LLC is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that the purchase of library materials may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
2. Pursuant to Municipal Code section 3.60.070 (h)(3), it is found that the award of the agreement to Ingram Library Services LLC to serve as the primary vendor for the San Mateo Public Library is in the City’s best interest because:
The City Library’s primary vendor, Baker & Taylor, abruptly closed its business operations; 1 3
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2 The City Library needed to immediately find a replacement primary vendor to provide library materials to City Library patrons;
Conducting formal bidding would have been more time consuming than direct solicitations and would have disrupted City Library operations; and
City staff’s review of available vendors determined Ingram Library Services LLC is best suited to be a replacement primary vendor based on a review of customer support, range of inventory, collection development services, processing and cataloging services, pricing and fulfillment rates.
3. The award of an agreement to Ingram Library Services LLC for the provision of library materials for an initial term of three years, with an optional three-year extension, in the amount of $500,000 per year, for a potential total amount of $3,000,000 is approved.
4. The City Manager is authorized to approve any appropriate changes that do not increase the total not to exceed amount and execute the agreement on behalf of the City.