TO: Board of Supervisors
FROM: Anthony Halstead- Library Director
REPORT BY: Michelle Carreon- Staff Services Analyst
SUBJECT: Agreement with Califa Group
RECOMMENDATION
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Approve and authorize Agreement No. 240349B, waive competitive procurement requirements and award sole source to Califa Group, for a contract maximum of $300,000 for the term July 1, 2024, through June 30, 2029, to purchase various databases and electronic resources on behalf of library for patrons and staff. (Fiscal Impact: $300,000 Expense; Library Fund; Budgeted, Discretionary)
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BACKGROUND
As part of the Napa County Library's collection, various databases and electronic resources are offered for patrons to utilize. These databases and electronic resources (library products) are currently bought from various vendors including third party resellers. Califa Group is the sole source provider for discounted specialized databases and other library services. The databases and other library services such as staff trainings, are only available via the Califa Group to member libraries.
Califa Group provides the library special negotiated prices for databases and electronic resources such as: Age of Learning ABCmouse, Zoobean, BeanStack, EBSCO Databases, ALA Digital Reference RDA Toolkit.
Requested Action:
Waive competitive procurement requirements, approve and authorize the Chair to sign sole source Agreement No. 240349B with Califa Group, for a contract maximum of $300,000 for the term July 1, 2024, through June 30, 2029, to purchase various databases and electronic resources for patrons and staff at discounted rates.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Napa County Library Fund 2020; Subdivision 2020000 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Califa provides a valuable service to libraries by buying databases and resources in bulk, so that libraries are able to purchase the item from Califa at a lower price than the vendor might offer the library directly. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The Library has chosen to fund and purchase various database and electronic resources for patrons and staff to utilize. Funds for the expense will be budgeted in the Library's General Operations budget annually |
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Consequences if not approved: |
If this agreement is not approved, the Library will have to purchase from the vendor directly, often at higher prices. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.