Title
Chinese Language Materials Contract - RFA 26-0301 Request for Award (Ordinance S-52993) - Citywide
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Actrace, LLC to provide Chinese Language Materials for the Library Department. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $250,000.
Report
Summary
This contract will provide Phoenix Public Libraries with a U.S.-based vendor specializing in Chinese language books that highlight Chinese heritage, culture and contemporary interests to support the Library's multilingual collection and meet community demand. This procurement ensures ongoing access to quality Chinese language materials for residents across 17 locations of the City of Phoenix Library.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition. The vendor will provide support and deliver complete MARC (Machine-Readable Cataloging) records for all titles supplied. The Library does not have an in-house selector who reads Chinese, nor staff capable of creating catalog records for Chinese language materials. Actrace, LLC is able to provide curated order lists and is also the only supplier of Chinese language books that provides full MARC records for all purchased titles.
Contract Term
The contract will begin on or about October 8, 2026, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $250,000 for the five-year aggregate term.
Funding is available in the Library Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Gina Montes and the Library Department.