STRATEGIC PRIORITY: Quality of Life, Arts & Culture
AGENDA DATE: October 23, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Library
EXECUTIVE: M. Elizabeth Cedillo-Pereira
______________________________________________________________________
SUBJECT
Title
Authorize (1) the ratification of the purchase and payment of digital content for the Library in an amount not to exceed $736,566.90 from Midwest Tape LLC from February 27, 2023 through September 5, 2024; and (2) a five-year cooperative purchasing service price agreement with Midwest Tape LLC in the estimated amount of $3,460,371.00 for e-content for the Library through an interlocal cooperative purchasing agreement with the City of Austin, Texas - Total estimated amount of $4,196,937.90 - Financing: General Fund (subject to annual appropriations)
Body
BACKGROUND
This ratification provides for the purchase of e-content services by Midwest Tape LLC who is the exclusive provider of the Hoopla application. This cooperative purchasing service price agreement does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This service price agreement will provide Library patrons access to e-content and digital media such as:
• Books
• Audiobooks
• Comics
• Videos
• Movies
• Television shows
Patrons with a valid Dallas Public Library card will have the ability to download items 24 hours a day through the Library’s webpage and mobile applications available on a variety of devices.
In FY 2022-23, over 1.3 million enhanced digital materials were downloaded/circulated. These materials are utilized to conduct research for school, workforce readiness, lifelong learning, and entertainment. The Library anticipates that this new agreement will help meet the current levels of demand, and in turn lead to a significant increase in use and circulation, from the current levels.
Midwest Tape, LLC through its online tools and mobile application, Hoopla, provides over 300,000 eBook and eAudiobook titles to children, teen, and adult age audiences in five languages. Additionally, Midwest Tape, LLC provides library patrons with a library of 93,000 eMusic titles from over 200 artists from a wide range of genres.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 26, 2020, the City Council authorized a three-year service contract for e-content for Dallas Public Library with OverDrive, Inc., and Midwest Tape LLC by Resolution No. 20-214.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
General Fund |
$566,800.00 |
$623,480.00 |
$2,270,091.00 |
MWBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$3,460,371.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Interlocal Purchasing Agreements. |
|
• Midwest Tape LLC - Local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Dallas Public Library’s existing e-content contracts have expired without the option to extend the resulting outcome being the discontinuation of e-content services which represent the majority of the department’s materials circulation. A pause in service would cause a significant impact to the department’s service to the public.
Method of Evaluation for Award Type:
|
Interlocal Agreement/Inter governmental Agreement |
• Interlocal agreements/intergovernmental agreements allow the City to take advantage of competitively bid contracts by a State agency or local government and enable the City to purchase goods or services at lower prices |
|
|
• Interlocal agreements/intergovernmental agreements are an alternative method of meeting the requirements for competitive bidding or competitive sealed proposals, not an exception from that requirement |
OWNER/EXECUTIVE
Midwest Tape LLC
1417 Timberwolf Dr.
Holland, Ohio 43528
Jeff Jankowski, President