To: Board of Supervisors
From: Alison McKee, County Librarian
Report Title: Purchase Order Amendment with Midwest Tape, LLC For Audiovisual Materials Through March 31, 2028
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the County Librarian, a purchase order amendment with Midwest Tape, LLC, to change the term to April 1, 2025 through March 31, 2028 for audiovisual materials with no change to the payment limit.
FISCAL IMPACT:
100% Library Fund.
BACKGROUND:
On May 13, 2025, the Board authorized a three-year purchase order starting July 1, 2025, through June 30, 2028, with Midwest Tape, LLC, in an amount not to exceed $600,000. The Library, instead, respectfully requests to amend the purchase order to be effective April 1, 2025, through March 31, 2028, so as not to begin or end during Fiscal Year End dual processing, when some invoice dates for products received after July 1 are dated in the previous fiscal year. The amendment to the term will ensure all invoices are paid in the correct fiscal year and on the correct purchase order without payment delay in Workday.
Midwest Tape, LLC offers the Contra Costa County Library access to DVDs, music CDs, and Audiobooks to support the recreational, educational, and informational needs of its patrons. Library patrons need convenient access to high quality recreational, educational, and general interest audiovisual materials from popular publishers and studios. Midwest Tape supports the Library in providing current and timely access to information for patrons throughout the County and saves considerable staff and funding resources in doing so by providing robust billing support and product management to the Library.
CONSEQUENCE OF NEGATIVE ACTION:
If the Purchase Order amendment is not approved, the Contra Costa County Library will not be able to pay the invoices applicable through Workday.