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APPROVE A MOTION AUTHORIZING THE FISCAL YEAR 2026-27 LIBRARY VENDOR POOL AND AGREEMENTS EXCEEDING CITY MANAGER AUTHORITY (CITYWIDE - ALL DISTRICTS)
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve the Fiscal Year (FY) 2026-27 Library Vendor Pool, as identified in Attachment A, establishing the approved vendors and anticipated annual expenditures for library print, digital, and electronic materials.
2. Authorize the City Manager, or designee, to execute new agreements, renewals, amendments, contract change orders, purchase orders, and other purchasing documents necessary to procure library materials from the approved Vendor Pool during FY 2026-27.
3. Approve findings supporting an exception to the competitive bidding requirements of Stockton Municipal Code (SMC) Section 3.68.070.
4. Authorize the City Manager, or designee, to take all necessary and appropriate actions to carry out the purpose and intent of this motion.
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Summary
The Community Services Department (CSD) Library Division requests approval of the FY 2026-27 Library Vendor Pool and authorization to procure library materials through the approved vendors identified in Attachment A. The Vendor Pool establishes the Library's anticipated annual purchasing plan for physical materials, digital content, databases, subscriptions, software, and related library resources needed to serve the Stockton-San Joaquin County Public Library System.
The City Council approved the FY 2026-27 budget on June 9, 2026, including approximately $2.02 million for library print and digital materials. The proposed Vendor Pool identifies anticipated expenditures by vendor and establishes the procurement framework staff will use throughout the fiscal year. While most purchases fall within the City Manager's delegated purchasing authority, five vendors are anticipated to exceed $100,000 in expenditures and, therefore, require specific City Council authorization.
Approval of the Vendor Pool provides transparency regarding anticipated library expenditures while allowing staff to efficiently purchase materials as community demand occurs.
DISCUSSION
Background
The Stockton-San Joaquin County Public Library System provides library services through multiple branches serving residents throughout the City of Stockton and San Joaquin County. To maintain current and relevant collections, the Library purchases physical books, audiovisual materials, electronic resources, digital collections, databases, subscriptions, and other specialized library materials throughout the year.
Unlike many City procurements, library materials are acquired through thousands of individual transactions from specialized vendors based on patron demand, collection development priorities, and publisher availability. Many electronic resources and digital lending platforms are proprietary products that are available only from a single vendor. As a result, traditional competitive bidding is not practical or beneficial for library collections.
Recognizing the unique nature of library acquisitions, the City Council adopted Resolution No. 2018-06-19-1105 establishing a Library Vendor Pool and approving an exception to the competitive bidding process for library materials (Attachment G). The Vendor Pool provides an efficient procurement method while maintaining transparency and fiscal accountability.
Each year, following the adoption of the annual budget, Library staff prepare a Vendor Pool Purchase Plan that identifies anticipated expenditures for each vendor based on historical purchasing patterns, subscription renewals, collection priorities, and projected patron demand. The Vendor Pool serves as the administrative framework for library purchasing throughout the fiscal year and supports the routing of agreements, renewals, contract amendments, purchase orders, and contract change orders as needed.
Present Situation
On June 9, 2026, the City Council approved the FY 2026-27 budget, including approximately $2.02 million for library print and digital materials. Following budget adoption, Library staff prepared the FY 2026-27 Vendor Pool Purchase Plan, which establishes anticipated expenditures totaling approximately $1.84 million among approved vendors.
The Vendor Pool includes vendors providing:
• Physical books and library materials
• Digital books and audiobooks
• Streaming media
• Online learning platforms
• Research databases
• Magazine subscriptions
• Language learning resources
• Reference materials
• Collection processing services
• Other specialized library resources
Most purchases will remain within the City Manager's delegated purchasing authority and will be administered through the approved Vendor Pool process. However, based on anticipated purchasing activity during FY 2026-27, the following vendors are expected to exceed $100,000 in expenditures and therefore require specific City Council authorization:
Vendor Service FY 26-27 Amount
Brodart Company Physical Library Materials $300,000
Children’s Plus, Inc. Physical Library Materials $300,000
(Libraria)
Midwest Tape, LLC. Digital Library Materials $275,000
(Hoopla)
Ingram Library Services Physical Library Materials $200,000
OverDrive, Inc. Digital Library Materials $400,000
Vendor Pool agreements are typically established as Not-to-Exceed (NTE) agreements. Draft vendor agreements for contracts in excess of $100,000 are included as Attachments B-F. This procurement method allows purchases throughout the fiscal year as materials are ordered, rather than encumbering funds in advance. Funds are committed only when products or services are purchased, allowing the Library to respond to changing patron demand while maintaining appropriate fiscal controls.
Approval of the Vendor Pool will provide staff with an efficient procurement process for FY 2026-27 while ensuring the City maintains transparency regarding planned library expenditures. Approval of the identified agreements exceeding $100,000 will provide the additional authorization required under the City's purchasing authority.
Findings
Pursuant to Stockton Municipal Code Section 3.68.070, the City Council may approve findings supporting an exception to the competitive bidding process.
Staff finds that:
1. Library materials are specialized products acquired through publishers, distributors, licensors, and vendors serving the public library industry.
2. Many digital collections, databases, software platforms, and electronic resources are proprietary and available only from specific vendors, making competitive bidding impractical.
3. Library materials are purchased through a high volume of individual transactions throughout the fiscal year based on patron demand, collection development priorities, and publisher availability. Competitive bidding would not result in greater efficiency or cost savings.
4. The Library Vendor Pool provides a transparent, flexible, and efficient procurement process that allows the Library to maintain current collections while ensuring purchases remain within Council-approved appropriations.
5. Approval of the FY 2026-27 Vendor Pool establishes anticipated annual purchasing authority for library materials while allowing individual purchases to occur as operational needs arise.
FINANCIAL SUMMARY
The City Council approved the FY 2026-27 Library Materials budget on June 9, 2026. The FY 2026-27 Vendor Pool Purchase Plan identifies $1,843,089 in anticipated expenditures among approved vendors (Attachment A). These expenditures are included within the adopted budget and do not require additional appropriations.
The Vendor Pool establishes anticipated annual purchasing authority and does not obligate the City to expend the full amount identified for each vendor. Actual expenditures will occur only as library materials and services are ordered throughout the fiscal year and will remain within existing appropriations.
Attachment A - FY 2026-27 Library Vendor Pool Purchase Plan
Attachment B - Brodart Agreement
Attachment C - Children's Plus Agreement
Attachment D - Hoopla Agreement
Attachment E - Ingram Agreement
Attachment F - OverDrive, Inc. Agreement
Attachment G - Resolution No. 2018-06-19-1105