Exhibit 1 - Agenda Information Sheet 8-6-19City of Denton
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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.