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: 7 Section Name: CONSENT CALENDAR Account Number: 10-6611 File ID: 26-12690 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Library Department
MEETING DATE: October 5, 2026
SUBJECT:
Library Materials Acquisition – Agreement
RECOMMENDATION:
Approve an Agreement with Midwest Tape LLC to provide physical and digital library materials including access to the Hoopla Platform, which allows the library to provide their users with access to digital media content using smart phones, tablets, computers, streaming devices, and web browsers in an amount not to exceed $300,000 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 $1,800,000; 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, the Library's primary distributor of physical books and media, Baker & Taylor, abruptly ceased operations without prior notice. Library staff immediately initiated a replacement search, evaluating potential vendors across key criteria, including customer support, inventory range, collection development, cataloging services, pricing, and fulfilment rates. Following evaluation, staff selected Ingram Services LLC as the primary physical materials provider. However, items unavailable through Ingram must now be sourced from Midwest Tape, the Library's long standing digital provider of the Hoopla Platform. Expanding Midwest Tape's scope to include physical items increases total spending with the vendor, crossing the threshold that requires City Council approval.
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:
This agreement with Midwest Tape is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
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 Agreement
CITY OF SAN MATEO
STAFF CONTACT
Marcia Mendonca, Senior Management Analyst
[email protected]
(650) 522-7805
Rukshana Singh, City Librarian
[email protected]
(650) 522-7804