Primary Department: County Library
Primary Department Head/Elected Official: Edward Melton
Secondary Department: N/A
Secondary Department Head/Elected Official: N/A
Regular or Supplemental RCA: Regular RCA
Type of Request: Financial Authorization
Project ID (if applicable): N/A
Vendor/Entity Legal Name (if applicable): N/A
MWBE Contracted Goal (if applicable): N/A
MWBE Current Participation (if applicable): N/A
Justification for 0% MWBE Participation Goal: N/A - Goal not applicable to request
Grant Indirect Costs Rate (if applicable): N/A
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Request Summary (Agenda Caption):
title
Request for approval to use the department's procurement card to pay vendors providing library programs.
end
Background and Discussion:
HCPL delivers vendor-provided literacy, educational, and cultural enrichment programming across 27 library branches, serving children, teens, adults, and families countywide. These programs support major system initiatives including the Summer Reading Program, the America 250 Initiative, cultural heritage month observances, annual literacy efforts, and STEM learning opportunities. Programming is offered year-round through partnerships with professional educators, performers, and cultural organizations to ensure broad public access and community engagement.
HCPL is requesting authorization to charge up to $120,000 in cumulative expenditures for library program services from various vendors to the procurement card through December 31, 2026. These services consist of multiple low-dollar transactions (each under $1,000) with a wide range of vendors, the majority of which are small, local businesses that rely on timely payment and simplified billing processes. Programs are often scheduled on short notice to meet community demand or align with systemwide initiatives. Requiring a purchase order for each transaction creates administrative delays, limits scheduling f...
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