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APPROVE A MOTION AUTHORIZING AGREEMENTS FOR LIBRARY MATERIALS VENDORS EXCEEDING CITY MANAGER AUTHORITY
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager, or designee, to execute agreements with Brodart Company in an amount not to exceed $500,000, valid through the end of Fiscal Year 2025-26, for physical library materials and related services.
2. Authorize the City Manager, or designee, to execute an agreement with Midwest Tape, LLC (Hoopla) in an amount not to exceed $340,000, valid through the end of Fiscal Year 2025-26, for digital media content and platform services.
3. Authorize the City Manager, or designee, to execute an agreement with Ingram Library Services in an amount not to exceed $220,000, valid through the end of Fiscal Year 2025-26, for physical library materials and cataloging services.
4. Authorize the City Manager, or designee, to execute an agreement with OverDrive, Inc. in an amount not to exceed $450,000, valid through the end of Fiscal Year 2025-26, for digital content and eBook platform services.
5. Approve findings that support and justify an exception to the competitive bidding process.
6. Authorize the City Manager 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 recommends approval of agreements with key vendors that provide physical and digital library materials through the Library’s established vendor pool. While most vendor expenditures fall within the City Manager’s purchasing authority, several vendors are projected to exceed the $100,000 threshold and require City Council approval.
These agreements establish not-to-exceed contract amounts for select vendors through the end of Fiscal Year 2025-26 and support the continued acquisition of books, media, and digital content for the Stockton-San Joaquin County Public Library System (“Library”). All expenditures are within the approved library materials budget and are based on a pay-per-item purchasing model aligned with patron demand.
DISCUSSION
Background
The City of Stockton operates the Stockton-San Joaquin County Public Library System, which includes multiple branches serving both City and County residents. On June 19, 2018, the City Council adopted Resolution No. 2018-06-19-1105 establishing a vendor pool for the purchase of physical and electronic library materials and approving an exception to the competitive bidding process. This approach recognizes that library materials are procured through a high volume of individual transactions with specialized vendors and that many digital resources are proprietary and not conducive to traditional competitive bidding.
Under this structure, the City Manager is authorized to approve vendor pool participation and execute agreements within delegated authority. However, cumulative expenditures with individual vendors that exceed $100,000 annually must be brought forward to the City Council for approval.
Each year, the City Council approves the overall library materials budget. Following adoption, staff provide the City Manager with an annual vendor pool spending plan outlining anticipated expenditures by vendor. Mid-year adjustments are made as needed and approved administratively through a memorandum to reflect actual purchasing trends and service needs.
Present Situation
Library materials are acquired on an ongoing basis using a demand-driven, pay-per-item model. This includes physical materials such as books and media, as well as digital content platforms that provide access to eBooks, audiobooks, and streaming services. Due to shifts in vendor availability and purchasing needs during Fiscal Year 2025-26, staff updated anticipated spending levels across the existing vendor pool. These updates did not introduce new vendors but redistributed spending among approved vendors to ensure continuity of service.
The requested agreements establish not-to-exceed spending limits for the remainder of Fiscal Year 2025-26. Based on current projections, the following vendors are expected to exceed the City Manager’s purchasing authority and require City Council approval:
• Brodart Company - $500,000
• Midwest Tape, LLC (Hoopla) - $340,000
• Ingram Library Services - $220,000
• OverDrive, Inc. - $450,000
These vendors provide essential services that support daily library operations and ensure equitable access to materials for the community. Approval of these agreements will allow the Library to continue acquiring materials without disruption through the remainder of the fiscal year. Staff will return to the City Council following adoption of the Fiscal Year 2026-27 budget to request approval for continued vendor usage in the next fiscal year.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, the Council may approve findings that support an exception to the competitive bidding process. These findings include:
1. The Library vendor pool was established by Council to address the specialized and unique nature of library materials procurement, including proprietary digital platforms and services.
2. Library materials are purchased through a high volume of individual transactions, and competitive bidding would not result in cost savings or improved efficiency.
3. Many digital materials and platforms are sole source and not interchangeable, limiting the feasibility of competitive procurement.
4. The vendor pool process provides a transparent and efficient method to procure materials while maintaining flexibility to meet patron demand.
FINANCIAL SUMMARY
Funding for these agreements is included within the approved Fiscal Year 2025-26 Library Materials budget. The not-to-exceed amounts represent anticipated expenditures through the end of the fiscal year based on current demand and usage. Actual expenditures will be managed within existing appropriations and adjusted as needed through the established vendor pool planning and mid-year update process. No additional appropriation is required.
Attachment A - Vendor Pool Memo
Attachment B - Brodart Agreement
Attachment C - Hoopla Agreement
Attachment D - Overdrive Agreement
Attachment E - Ingram Agreement
Attachment F - 2018 Vendor Pool Resolution