Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
DCM: David Gaines
DATE: July 19, 2022
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 as a companion to CloudLink services 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; providing for the expenditure of funds therefor; and providing an effective date (File 8021
– awarded to Bibliotheca, LLC, in the seven (7) year not-to-exceed amount of $1,635,318.00).
INFORMATION/BACKGROUND
The Denton Public Library has provided digital services for library patrons to download ebooks and
audiobooks since 2007, with CloudLibrary as the downloadable provider since 2019. 6,748 library accounts
utilize CloudLibrary digital materials and check out an average of 14,580 items each month.
CloudLibrary offers a unique content-sharing service called CloudLink. CloudLink digital content sharing
is similar to interlibrary loan sharing and includes content from over 60 other participating Texas library
systems sharing 219,637 digital items. Denton Public Library owns approximately 18,000 digital items in
comparison. CloudLink content sharing prioritizes the local library’s content for its own patrons, allowing
them to place holds and always have first access to local library content. Materials owned by other
CloudLink participating library systems are displayed and can be checked out only if they are not in use by
patrons from the owning library. An Interlocal Agreement with Bibliotheca CloudLink for the CloudLink
content sharing service was approved by City Council on November 5, 2019, and expires June 4, 2029.
Patron demand for digital content is high. Digital circulation constitutes approximately 20% of all checkouts
at Denton Public Library. Access to expanded content is imperative to meet that growing demand. Content
sharing allows the library budget to stretch further. CloudLink content sharing expands the library’s
collection to at least five (5) times the number of unique titles and offers approximately twelve (12) times
more items than currently owned by the Denton Public Library. Half of all Denton Public Library user
checkouts are from CloudLink content. The proposed contract will provide continued service of
CloudLibraray for a term to run concurrently with CloudLink.
In addition to the CloudLink content sharing service, CloudLibrary interfaces with the library’s self-check
kiosks, allowing patrons to browse and check out digital content at the self-check kiosk. Each library branch
currently has two self-check kiosks.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Content CloudLibrary
Service Fee
CloudLink
Services
Total
Remaining FY $ 53,635.00
Year 1 $140,300.00 $3,000.00 $1,000.00 $ 144,300.00
Year 2 $161,345.00 $3,000.00 $1,000.00 $ 165,345.00
Year 3 $185,546.75 $3,000.00 $1,000.00 $ 189,546.75
Year 4 $213,378.76 $3,000.00 $1,000.00 $ 217,378.76
Year 5 $245,794.49 $3,000.00 $1,000.00 $ 249,385.58
Year 6 $282,663.66 $3,000.00 $1,000.00 $ 286,663.66
Year 7 $325,063.25 $3,000.00 $1,000.00 $ 329,063.25
Total: $1,635,318.00
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 Bibliotheca, LLC, as a sole source supplier, for the purchase of CloudLibrary
digital services for downloadable ebooks and audiobooks as a companion to CloudLink services for the
Denton Public Library, in a seven (7) year not-to-exceed amount of $1,635,318.
PRINCIPAL PLACE OF BUSINESS
Bibliotheca, LLC
Norcross, GA
ESTIMATED SCHEDULE OF PROJECT
This is a seven (7) year contract.
FISCAL INFORMATION
Annual CloudLibrary software and app maintenance fees of $3,000 and CloudLink participation fees of
$1,000 annually will be paid from Library Administration operating account 301000.7899. Downloadable
ebook and audiobook content is funded from Library Administration operating account 301000.8595.
Requisitions will be entered on an as-needed basis. The budgeted amount for this item is $1,635,318.
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, 940-349-8753.
Legal point of contact: Marcella Lunn at 940-349-8333.