REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
March 24, 2026
FROM
MELANIE OROSCO, County Librarian, County Library
SUBJECT
Title
Agreements to Provide Customized Library Materials and Services
End
RECOMMENDATION(S)
Recommendation
Approve agreements with the following vendors to provide customized library materials and services, from April 1, 2026 through March 31, 2031, in an aggregate amount not to exceed $5,000,000:
1. Ingram Library Services LLC, including non-standard terms.
2. Children’s Plus Inc. DBA Libraria.
3. Brodart Co, including non-standard terms.
(Presenter: Melanie Orosco, County Librarian, 387-2220)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote and Fulfill the Countywide Vision.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The San Bernardino County (County) Library (Library) will purchase Library materials, including but not limited to books, DVDs, and digital content, as funding is available. Total expenditures under these agreements will not exceed $5,000,000 in aggregate over the five-year term, for an estimated $1,000,000 per year. Annual spending may vary per year based on program needs and annual appropriations. Adequate appropriation has been included in the Library’s 2025-26 budget and will be included in subsequent recommended budgets.
BACKGROUND INFORMATION
Approval of this recommendation will allow the Library to purchase various customized library materials and services for its 32-branch system from the vendors Brodart Co. (Brodart), Ingram Library Services LLC (Ingram), and Children’s Plus Inc. DBA Libraria (Libraria).
Brodart, Ingram, and Libraria have developed a multitude of innovative services in the area of collection management, cataloging services, and technical processing, including the ability to process materials tailored to the specifications required by the Library to ensure that items come labeled with spine labels, property stamps, barcodes and RFID (Radio-Frequency Identification) tags making the items shelf ready upon arrival, while giving the Library access to real-time inventory availability.
Approval of these agreements will benefit the Library through the collection development support and experience of Brodart, Ingram, and Libraria customer service staff at no additional cost, which will assist the Library in reducing staff time spent in the cultivation of materials. The Library will also benefit through materials being delivered that are fully processed and shelf ready, saving valuable staff time at a minimal cost to the Library.
While the parties negotiated certain contract terms to County standards, Ingram and Brodart would not agree to all County standard terms.
The Ingram agreement contains the following nonstandard terms:
1. Ingram has a limited indemnification provision that removed indemnification for its “errors” and only covers its “willful acts.”
• The County standard contract indemnity provision requires the contractor to indemnify, defend, and hold County harmless from third party claims arising out of the acts, errors or omissions of any person.
• Potential Impact: Ingram is not required to defend, indemnify or hold the County harmless from any claim. If the County is sued for a claim outside of Ingram’s willful act or error, the County may be solely liable for the costs of defense and damages, which could exceed the total agreement amount.
2. Ingram will only provide additional endorsements for General Liability and Automobile Liability policies.
• County policy requires contractors to carry appropriate insurance at limits and under conditions determined by the County’s Risk Management Department and as set forth in County policy and in the County standard contract.
• Potential Impact: The County has no assurance that Ingram will be financially responsible for claims that may arise under the agreement, which could result in expenses to the County that exceed the total agreement amount.
The Brodart agreement contains the following nonstandard terms:
1. Brodart will not provide Errors and Omissions insurance coverage in accordance with County Policies, 11-05, 11-07 and 11-07SP.
• County policy requires contractors to carry appropriate insurance at limits and under conditions determined by the County’s Risk Management Department and as set forth in County policy and in the County standard contract.
• Potential Impact: The County has no assurance that Brodart will be financially responsible for claims that may arise under the agreement related to errors and omissions insurance, which could result in expenses to the County that exceed the total agreement amount.
The Department recommends approval of the agreements with Brodart, Ingram and Libraria, including all non-standard terms, as the agreements will allow the Library to improve Library services to residents of the county.
PROCUREMENT
The award of a five-year contract with Brodart, Ingram, and Libraria for customized library materials is the result of a competitive process. On July 29, 2025, the Library issued RFP No. LIBR26-LIBR-5997 for customized library materials and services through the San Bernardino County Electronic Procurement Network. On August 26, 2025, five bid proposals were received.
|
Vendor |
Location |
|
Baker & Taylor, LLC |
Charlotte, NC |
|
Brodart Co. |
Williamsport, PA |
|
Children’s Plus Inc. DBA Libraria |
Beecher, IL |
|
Ingram Library Services LLC |
La Vergne, TN |
|
OCLC, Inc |
Dublin, OH |
An evaluation committee composed of three staff from the Library and County Administrative Office reviewed the proposals received. The proposals were evaluated based upon qualifications and experience, technical review, cost and references. The evaluation committee recommended contract awards to Brodart, Ingram and Libraria to provide customized library materials and services based on the best value and service to the County at a reasonable cost. Brodart, Ingram and Libraria have the technical ability to provide large quantities of shelf ready materials, deliverable to all 32-branch Library locations, in addition to Library Administration, they are able to provide real-time warehouse inventories and offer customized book shipments to meet the Library’s needs. Baker & Taylor, LLC removed themselves from the bidding process after going out of business. No protests were received.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Daniella Hernandez, Deputy County Counsel, 387-3121) on February 3, 2026; Risk Management (Stephanie Pacheco, Staff Analyst II, 386-9039) on February 4, 2026; Purchasing (Jaime Tripodo, Buyer II, 387-2090) on February 26, 2026; and County Finance and Administration (Carl Lofton, Administrative Analyst, 387-5404) on March 6, 2026.