Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: January 7, 2020
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 BiblioCommons, Inc., for software maintenance
and licensing from BiblioCommons for the Online Library Catalog Discovery & Overlay Tool 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 7217 – awarded to BiblioCommons, Inc., in the three
(3) year not-to-exceed amount of $72,805.80).
INFORMATION/BACKGROUND
Denton Public Library stated as part of the Library Strategic Plan 2013-16 to "Review and update
library online catalog" as a priority for 2016. The Denton Public Library Technology Plan 2016-19 states:
"The library will update and expand its websites and online services in order to keep them up to date,
relevant, and improve their usability. This process will include an overhaul of both the library's city
website and the catalog website." Library staff researched for several months to determine the key
features and essential software components for an online catalog discovery overlay. This tool will assist
library customers with relevant catalog search returns in the form of materials and links to programs and
recommendations. The overlay software must integrate well with the current integrated library system.
BiblioCommons has a visually appealing interface that integrates reviews, library classes and database
options for a complete offering in response to customers' queries. Several large library systems currently
use BiblioCommons, including Austin, Texas and the Chicago Public Library. When these large systems
request and pay for improvements or upgrades to the current product, all member libraries benefit from
the advancements.
BiblioCommons has built in reviews from all member libraries. These reviews help inform selection
choices by customers. Additionally, BiblioCommons offers a Spanish language option to assist this
growing demographic with library information and material selections.
By integrating added value about library classes and resources, the customer will have a more complete
picture of the available options at their disposal. The overlay software will enable Library staff to meet our
strategic goal by offering a more relevant and community-centered experience for customers.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
It is essential for the City of Denton to keep current maintenance with the software vendor in order to ensure
availability of upgrades, software fixes, and access to knowledge and support resources. The Technology
Services department could not identify any local vendors in the city limits that could provide software
maintenance for this application. The City of Denton would like to continue to utilize BiblioCommons
software for another three years to capture the full lifecycle of the product. Therefore, procuring this
maintenance from the above vendor is the best value for the City of Denton.
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 with a contract to BiblioCommons, Inc., as a sole source supplier, for software maintenance and
licensing from BiblioCommons for the Online Library Catalog Discovery & Overlay Tool for the Denton
Public Library in an amount not to exceed $72,805.80.
Year 1 Year 2 Year 3
Maintenance & Licensing $20,587.61 $22,028.74 $23,570.75
10% Contingency $2,058.76 $2,202.87 $2,357.07
Contract Total: $72,805.80
PRINCIPAL PLACE OF BUSINESS
BiblioCommons, Inc.
Ontario, Canada
ESTIMATED SCHEDULE OF PROJECT
This is a three (3) year contract.
FISCAL INFORMATION
These services will be funded from Technology Services operational account 830400.6504. Purchase Order
# 144826 has been entered into the Purchasing software system in the amount of $20,587.61. The budgeted
amount for this item is $72,805.80.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance
Respectfully submitted:
Lori Hewell, 349-7100
Purchasing Manager
For information concerning this acquisition, contact: Melissa Kraft, 940-349-7823.
Legal point of contact: Mack Reinwand at 940-349-8333.