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Department: Libraries
Director: Libby Holtmann, Director of Libraries
Agenda Item: Contract Increase for Library Materials
Recommended Action: Approval of Contract Modification
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Item Summary
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To approve the increase to the current awarded contract amount of $300,000 by $200,000 for a total estimated annual amount of $500,000 for the purchase of library materials including books, Blu-Rays, and DVDs from Ingram Library Services LLC for the Plano Public Library; and authorizing the City Manager to execute all necessary documents. (City of Plano Contract No. 2026-0105-OA; Modification No. 1)
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Previous Action/Presentation
Council approved the estimated annual amount of $300,000 on November 24, 2025.
Background
Libraries recommends a modification to an existing purchasing approval so it can buy up to $500,000 of library materials - including books, Blu-rays, and DVDs - from Ingram Library Services LLC through an existing contract with the State of Texas under a one (1) year contract with four (4) automatic renewals.
The existing authorization allows the Plano Public Library (PPL) to spend up to $300,000 per year through this contract; the proposed modification would increase that amount to $500,000. The increase is needed because a major vendor went out of business in 2025, causing the PPL to shift more of its purchases to Ingram.
This vendor is a key book and media jobber providing libraries with quality material for public consumption. It provides discounted materials in a timely manner in which Plano residents have become accustomed. The impact of not granting this request would affect the quality and relevance of the overall library collection.
The City is authorized to purchase from the State Contract list pursuant to Chapter 271 Subchapter D of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (State of Texas Contract No. 715-M2 / City of Plano Contract No. 2026-0105-OA)
Financial Summary/Strategic Goals
Funding for this item is available in the 2026-27 Library Department budget. This item proposes a contract between the City of Plano and Ingram Library Services, LLC. Beginning FY 2026-27, services will be provided for a total of $500,000 for one (1) year with four (4) automatic renewals. Approval of this item will leave a current year balance of $997,135 for additional purchases. All future year expenditures will be made within approved budget appropriations.
Approval of this item supports the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.