STRATEGIC PRIORITY: Quality of Life, Arts & Culture
AGENDA DATE: November 13, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Library
EXECUTIVE: M. Elizabeth Cedillo-Pereira
______________________________________________________________________
SUBJECT
Title
Authorize (1) the ratification of $3,357,336.91 for the purchase and payment of the application Libby and e-content services for the Library from Overdrive, Inc. from February 27, 2023 through October 31, 2024; and (2) a five-year cooperative purchasing service price agreement, with OverDrive, Inc. in the estimated amount of $15,312,750.00 for the Libby application and e-content for the Library, through an interlocal cooperative purchasing agreement with the City of Austin, Texas - Total estimated amount of $18,670,086.91 - Financing: General Fund (subject to annual appropriations)
Body
BACKGROUND
This ratification provides for the purchase of e-content services by OverDrive Inc. who is the exclusive provider of the Libby 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 estimate 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
• Magazines
• Videos
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.
Overdrive Inc.’s system through its online tools and mobile application, Libby, allows access to materials published by 97 percent of current bestselling publishers. These titles are accessible not only in English, but over 140,000 titles are also provided in Spanish, Chinese, German, Russian, and/or other languages. The material provided by OverDrive, Inc. is combined with City-owned materials to provide patrons with a variety of material.
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.
The Government Performance and Financial Management Committee was briefed by memorandum regarding this matter on November 7, 2024. <https://dallascityhall.com/government/citymanager/Documents/FY24-25%20Memos/November%2013%202024%20Upcoming%20Ratification%20Agenda%20Items%20%2024%202983%2024%203251%20and%2024%203252.pdf>
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
General Fund |
$2,510,000.00 |
$2,760,000.00 |
$10,042,750.00 |
MWBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$15,312,750.00 |
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. |
|
• OverDrive Inc. - Non-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.
|
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
OverDrive Inc.
One OverDrive Way
Cleveland, OH 44125
Steve Potash, President