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Exhibit 1 - Agenda Information Sheet 8-6-19City of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CFO: Antonio Puente, Jr. DATE: August 6, 2019 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Bibliotheca, LLC, for the purchase of CloudLibrary digital services for downloadable eBooks and Audiobooks for the Denton Public Library, which is the sole provider of this software. In accordance with Texas Local Government Code 252.022 which provides that procurement of commodities and services that are available from one source are exempt from competitive bidding; and if over $50,000 shall be awarded by the governing body; and providing an effective date. (File 7121 - awarded to Bibliotheca, LLC in the three (3) year not-to-exceed amount of $342,142). INFORMATION /BACKGROUND The Denton Public Library has provided digital services for library patrons to download eBooks and eAudiobooks since 2007. Newer digital providers have entered the market and the library has identified a digital service that would both expand content availability for Denton Public Library (DPL) patrons and reduce platform fee costs which could then be reallocated to purchasing additional digital content. CloudLibrary’s CloudLink service provides digital content sharing, similar to interlibrary loan sharing, with content from other CloudLibrary libraries. CloudLibrary is the only digital service provider that provides a service that would expand patron access to downloadable materials significantly. CloudLink services would more than triple the number of unique titles in the Denton Public Library digital collection and offer over seven times more content than the current Denton Public Library's digital collection. Denton Public Library patrons would be able to checkout and place holds on DPL owned materials. DPLpatrons would also be able to browse and check out any available (checked-in) materials owned by other CloudLink library participants. DPL patrons would not have access to browse or place holds on items currently checked out. This ensures that patrons from the owning library have priority and first choice of items available from their own libraries, in addition to access to diverse and expanded content available from another CloudLink participant library collections. CloudLibrary partners with NoveList, a reputable and popular reading suggestion database, to provide eBook and eAudiobook recommendations to promote digital circulation. CloudLibrary also integrates digital services with existing SelfCheck kiosks at all three library branches, allowing users to check out and place holds on digital materials at the kiosk. CloudLibrary provides a digital resource sharing platform with software maintenance and an app that is available on Android and IOS operating systems. Library patrons can also access CloudLibrary through City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com the library catalog website to find titles owned by the Denton Public Library. Patrons may browse, search, place holds, check out, download eBooks and eAudiobooks, and make purchase suggestions via the app or online. A checkout period of 21 days is set by the Denton Public Library and materials are automatically returned after the checkout period. Digital content (eBook and eAudiobook titles) is selected and purchased by library staff via the CloudLibrary client website. Purchased digital content is owned by the Denton Public Library. The Denton Public Library currently relies on OverDrive to provide digital content. Existing content is owned by the Denton Public Library and would transfer to the CloudLibrary platform. The Library would conduct a marketing campaign to educate users about the service transition, provide training sessions and one-on-one assistance to help library patrons’ transition to the new system. Section 252.022 of the Local Government Code provides that procurement of sole source commodities and services are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body. RECOMMENDATION Award a contract to Bibliotheca, LLC as a sole source supplier, for CloudLibrary digital services for the Library, in a three (3) year not-to-exceed amount of $342,142. PRINCIPAL PLACE OF BUSINESS Bibliotheca, LLC Norcross, GA ESTIMATED SCHEDULE OF PROJECT CloudLibrary service will be activated upon approval. CloudLibrary app will be set up and initial purchases will be made in the summer of 2019. Marketing and public training would take place in the summer of 2019. Existing content would be transferred from OverDrive to CloudLibrary in late August or early September 2019. Downloadable eBooks and eAudiobooks will be purchased on the CloudLibrary platform on an ongoing basis each year. FISCAL INFORMATION CloudLibrary software and app maintenance fees of $4,000 for years 2 and 3 and CloudLink participation fees of $1,000 annually will be paid from Library Administration operating account 301000.7899. Downloadable eBook and eAudiobook content are funded from Library Administration operating account 301000.8595 in the amount not-to-exceed $110,000.00 annually. Setup, training, and a marketing fee of $1,142 will be charged to Library Administration operating account 301000.7899. A requisition for the setup, training, and marketing fee, CloudLink participation fee, and the Fiscal Year 2018/19 content allotment will be entered in the Purchasing software system once the contract has been approved. Year 1: $112,142 ($110,000 content, $1,000 CloudLink service, $1,142 setup, training, marketing) Year 2: $115,000 ($110,000 content, $4,000 platform service fee, $1,000 CloudLink service) Year 3: $115,000 ($110,000 content, $4,000 platform service fee, $1,000 CloudLink service) 3 Year Total: $342,142 EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: LLC Members Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Jennifer Bekker at 940-349-8753. Legal point of contact: Mack Reinwand at 940-349-8333.