HomeMy WebLinkAboutLR Library Book Purchase____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: 04/07/2025
Disposition: Resolution 15390
Agenda Item No: 4.h
Meeting Date: April 7, 2025
SAN RAFAEL CITY COUNCIL STAFF REPORT
Department: Library & Recreation Department
Prepared by: Daniel Avalos,
Assistant Library & Recreation
Director
City Manager Approval: ___________
TOPIC: SAN RAFAEL PUBLIC LIBRARY BOOK PURCHASE
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST
AMENDMENT TO THE PURCHASE ORDER WITH BAKER & TAYLOR (EXEMPT
FROM BIDDING) TO INCREASE THE PURCHASE AMOUNT OF $123,000
RECOMMENDATION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a first
amendment to the purchase order with Baker & Taylor (exempt from bidding) to increase the total
purchase amount of $123,000.
BACKGROUND:
The San Rafael Public Library (SRPL) is a division of the Library and Recreation Department and
operates three branches: Downtown, Pickleweed, and Northgate. SRPL is part of the MARINet (Marin
Automated Resources and Information Network) Consortium, which includes seven public and two
academic libraries. Member libraries share a catalog, physical collections, and select digital resources.
SRPL serves the 60,000 residents of San Rafael as well as library users throughout Marin County .
Currently, there are approximately 36,000 SRPL cardholders. A library card from any MARINet member
library grants access to all consortium libraries. With some exceptions, patrons can borrow materials from
one member library and return them to another.
SRPL’s physical collection is one of the core services offered to the community. As of Fiscal Year (FY)
2023-24, the collection included more than 93,800 physical items, such as books, audiovisual materials,
and periodicals in English and Spanish. SRPL has consistently expanded its collection, adding an
average of 8,500 items annually. Currently, the collection includes 59,567 adult books, 31,465 children's
books, and 2,768 teen books. During the last fiscal year, the total circulation of physical items reached
295,986, with 56,221 item requests (holds) fulfilled. SRPL also recorded 183,067 in-person visits and
122,109 virtual visits to the Library’s website.
The City executed a purchase order at the beginning of the fiscal year for $74,000 to purchase books
from Baker & Taylor. As staff prepare to re-open the Downtown Carnegie Library after renovation, there
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
is a need to increase the purchase order amount to ensure that the Library’s book collection is current
and incorporates new and in-demand titles that meet the diverse needs and interests of the community.
ANALYSIS:
Procuring library books and other collection materials requires working with specialty vendors that can
pre-process materials so they are shelf-ready and can be quickly uploaded into the Library’s online
catalog. The vendors must adhere to the Library’s specific cataloging standards, which include
incorporating detailed metadata consistent with the Library’s classification methods, required database
fields, and appropriate labeling protocols for shelf identification. Utilizing vendors that can provide this
level of service saves significant staff time and allows library staff to focus on higher-impact work.
There are three to four vendors nationally that specialize in selling library collection materials with these
specific, tailored services. Given the level of tailored service required to meet libraries’ cataloging and
processing standards, vendors typically require libraries to purchase a minimum quantity of materials
annually. For a library the size of San Rafael’s, it is standard to primarily purchase from one vendor. Staff
currently purchase books primarily from Baker & Taylor, who adequately meet the Library’s needs at a
reasonable cost. The Library purchases alternative format collections (audiobooks, DVDs, video games,
etc.) from other specialty vendors.
The San Rafael Municipal Code Section 2.55.100 allows for supplies and materials that are specialty in
nature to be purchased through a sole source procurement process. Staff are proposing to utilize the
sole source provision of the San Rafael Municipal Code for this purchase.
FISCAL IMPACT:
The book purchase will be funded from Measure D and the General Fund Books budget. Sufficient
appropriations to cover this purchase are included in the Library’s approved FY 2024-25 budget ($20,000
from General Fund Books and Publications 001-51-11001-9362 and $29,000 from Measure D Books and
Publications 215-51-11001-9362).
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt the resolution.
2. Adopt the resolution with modifications.
3. Do not adopt the resolution.
RECOMMENDED ACTION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a first
amendment to the purchase order with Baker & Taylor (exempt from bidding) for the purchase of books
to increase the purchase order amount to $123,000.
ATTACHMENTS:
1. Resolution
RESOLUTION NO. 15390
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY
MANAGER TO EXECUTE A FIRST AMENDMENT TO THE PURCHASE ORDER WITH
BAKER & TAYLOR (EXEMPT FROM BIDDING) FOR THE PURCHASE OF BOOKS IN
AN AMOUNT NOT TO EXCEED $49,000, FOR A REVISED PURCHASE AMOUNT OF
$123,000
WHEREAS, the book collection is one of the core services offered to the
community by the San Rafael Public Library; and
WHEREAS, the City desires to maintain a library collection that is current, diverse,
and responsive to community needs and interests; and
WHEREAS, library collections require continual purchasing and weeding to ensure
that they are relevant, well maintained, and meet community needs; and
WHEREAS, procuring library books and other collection materials requires
working with specialty vendors that are able to pre -process materials so they are shelf-
ready and can be quickly uploaded into the library’s online catalogue; and
WHEREAS, the City currently purchases books primarily from Baker & Taylor, who
adequately met the library’s needs at a reasonable cost; and
WHEREAS, the San Rafael Municipal Code Section 2.55.100 allows for supplies
and materials that are specialty in nature to be purchased through a sole source
procurement process; and
WHEREAS, sufficient funding for the purchase of books was included in the
Library’s FY 2024-25 General Fund and Measure D Books budget (001-51-11001-9362
and 215-51-11001-9362).
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael
hereby finds the foregoing recitals to be true and correct and authorizes the City Manager
to execute a first amendment to the purchase order with Baker & Taylor for the purchase
of books in an amount not to exceed $49,000, for a revised total purchase amount of
$123,000.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of the City of San Rafael, held on Monday, the 7th day of April 2025, by the
following vote, to wit:
AYES: Councilmembers: Kertz, Hill, Llorens Gulati & Mayor Kate
NOES: Councilmembers: None
ABSENT: Councilmembers: Bushey
________
Lindsay Lara, City Clerk
