Exhibit 1 - Agenda Information Sheet City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: March 19, 2024
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 Corp., 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 8448 – awarded to BiblioCommons Corp., in the
three (3) year not-to-exceed amount of $83,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Strengthen Community and Quality of Life.
INFORMATION/BACKGROUND
The library’s basic online catalog provides only simple searches, with limited functionality and services for
library users. An online catalog overlay adds additional service features and library information; integrates
library classes, events, and digital resources; enhances searchability; allows user account access; improves
user experiences through clear and easy-to-use features; and includes an attractive layout that markets
library services and resources to users. The overlay provides the modern library catalog experience and
look expected by users.
The BiblioCommons online catalog overlay has a visually appealing interface that integrates reviews,
library classes, and database options for a complete offering in response to customers' queries.
BiblioCommons includes built-in reviews for titles including professional literary reviews and user reviews
from BiblioCommons library users across the country. These reviews help inform selection choices by
customers.
The overlay also allows for service pages to highlight and inform library users about services such as
makerspaces, outreach, StoryWalks®, local history, and more. Library classes and events are available in
the overlay, searchable, and include filters to limit events to a library branch, date range, intended audience,
and topic. Additionally, BiblioCommons offers a Spanish language option to assist Spanish language
speakers seeking library information and material selections.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
The BiblioCommons catalog overlay provides enhanced searching capability by using natural language
searching. For example, Patrons looking for the latest movies or TV shows often search for “DVDs” in the
catalog. With natural language searching, they will see a list of the most recently added DVDs in the library
collection instead of books about DVDs. Search results also include filters to refine searches by format,
audience, genre, language, publication date, and more.
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 supports the Library’s mission to transform
lives, strengthen community, and inspire imagination. It further supports the library’s strategic priorities
and goals by championing literacy, creating a culture of lifelong learning, embracing technology, and
expanding horizons.
It is essential for the City of Denton to keep current maintenance with the software vendor to ensure the
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 10-year 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 Corp., 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 a three (3) year amount not-to-exceed $83,000.
PRINCIPAL PLACE OF BUSINESS
BiblioCommons Corp.
Toronto, ON
ESTIMATED SCHEDULE OF PROJECT
This is a three (3) year contract.
FISCAL INFORMATION
These services will be funded from the Library’s operational account 301000.7879. Requisitions will be
entered on an as-needed basis. The budgeted amount for this item is $83,000.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: 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.