Agenda 02/13/2018 Item #16D1702/13/2018
EXECUTIVE SUMMARY
Recommendation to approve an exemption from the Competitive Process as outlined in the
Procurement Ordinance for the purchase of electronic resource materials (eBooks) from
CloudLibrary and OverDrive for Library patron use in the amount of $160,000.
OBJECTIVE: To purchase eBooks for Library patron use.
CONSIDERATIONS: Bibliotheca, LLC is the sole provider of electronic materials for its
CloudLibrary electronic resource product. OverDrive is the sole provider of electronic materials fo r its
electronic resource product. CloudLibrary and OverDrive are the leading providers of eBooks for public
libraries. Acquisition of titles from these vendors allows the Collier County Public Library (CCPL) to
provide patrons with the greatest access to high demand, current eBooks.
While there are other eBook vendors on the market, CloudLibrary and OverDrive combined to provide
the largest selection of titles supporting all eReading devices on the market. OverDrive is the only
vendor to offer downloads in the Kindle format. CloudLibrary is the only vendor to allow individual
libraries to share titles across a consortium increasing title availability to our patrons with a cost saving
to the County. The Library anticipates purchasing eBooks from CloudLibrary, a proprietary software
offered through Bibliotheca, LLC and OverDrive, a proprietary software, through fiscal year 2020 as
long as funds are budgeted.
Procurement Ordinance No. 2017-08, Section 8, provides that subscriptions, books, electronic
information, and similar material in printed or electronic format may be eligible for exemption from the
competitive process based upon the determination of the County Manager or designee, Procurement
Services Director, that approval of such an exemption is in t he best interest of the County. The
Ordinance further requires that purchases in this category exceeding $50,000 in annual expenditures be
approved by the Board of County Commissioners (Board). The required exemption forms approved by
the Procurement Services Director are attached.
FISCAL IMPACT: The cost for FY18 will be approximately $160,000, which is budgeted in Library
General Fund (001) and Library Trust Fund (612).
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this
Item.
LEGAL CONSIDERATIONS: This Item has been reviewed by the County Attorney, is approved as
to form and legality, and requires majority vote for approval. -JAK
RECOMMENDATION: To approve an exemption from the Competitive Process as outlined in the
Procurement Ordinance for the purchase of eBooks for Library patron use.
Prepared By: Tanya Williams, Library Director, Library Division
ATTACHMENT(S)
1. Exemption 130 - Overdrive (PDF)
2. Exemption 131 - Bibliotheca (PDF)
3. Business Case for Exemption from Competitive Process (DOCX)
16.D.17
Packet Pg. 1070
02/13/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.17
Doc ID: 4467
Item Summary: Recommendation to approve an exemption from the Competitive Process as
outlined in the Procurement Ordinance for the purchase of electroni c resource materials (eBooks) from
CloudLibrary and OverDrive for Library patron use in the amount of $160,000.
Meeting Date: 02/13/2018
Prepared by:
Title: Administrative Assistant – Library
Name: Karen Tibbetts
01/23/2018 8:19 AM
Submitted by:
Title: Assistant Division Director - Library – Library
Name: Tanya Williams
01/23/2018 8:19 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 01/23/2018 8:42 AM
Library Tanya Williams Additional Reviewer Completed 01/23/2018 9:38 AM
Procurement Services Ted Coyman Additional Reviewer Completed 01/24/2018 11:30 AM
Operations & Veteran Services Sean Callahan Additional Reviewer Completed 01/24/2018 3:21 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 01/25/2018 2:11 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 01/29/2018 12:31 PM
Public Services Department Todd Henry Level 1 Division Reviewer Completed 01/29/2018 1:15 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 01/30/2018 8:03 PM
Grants Edmond Kushi Level 2 Grants Review Completed 01/31/2018 12:02 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 01/31/2018 1:15 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 02/01/2018 7:53 AM
Budget and Management Office Ed Finn Additional Reviewer Completed 02/02/2018 2:25 PM
Grants Therese Stanley Additional Reviewer Completed 02/06/2018 11:29 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 02/07/2018 2:44 PM
Board of County Commissioners MaryJo Brock Meeting Pending 02/13/2018 9:00 AM
16.D.17
Packet Pg. 1071
oilColfier County
Administrative Services Department
Procurement Services Division
Exemptions from the Competitive Process
Instructions
The following procurement categories may be eligible for exemption from the competitive process based upon the determination
of the County manager or Designee that approval of such an exemption is in the best interest of the County.
Purchases greater than $50,000 will require final approval by the Board of County Commissioners.
Requester Name: Yahaira Magee
Division: Library
Budget Year: FY20 18
Vendor Name: Overdrive
item /service: Audio Books -Subscription
Anticipated Cost per Fiscal Year: $60,000.00
One time purchase: D Multiple Purchases: H Requested Date Range: 10/01/2017-09/30/2018
f I 1 . Government Agency/Non-
Profit
I I 5. Utility services - subject
to government control
I I 9. Compatibility/proprietary
with current systems
I I 13. Direct purchases
[_] 2. Registrations/dues/
training
|~~l 6. Education/academic
programs/trainers, speakers
I I 10. Shop estimates on
disassembled equipment
EH 14. Financial instruments
[•] 3. Subscriptions/periodicals/
printed materials
[ I 7. Legal services
O 1 1 . Personnel/recruitment
services
|_J 15. Entertainment services
for County sponsored events
I I 4. Advertisements
I I 8. Purchases required by
grants/gifts
I I 2. Works of art for public
display
I I 16. Management studies as
directed by County Manager
17. Resolution/BCC direction (Indicate resolution number and approval date):
Description of Purchase: Enter a description of the item(s) items that will be purchased under this exemption.
Downloadable kindle ebooks.
Purpose: Describe in detail, the purpose of the requested item(s).
Overdrive is the only library vendor that can supply ebooks for Kindles (a proprietary ereading device from Amazon) and they provide the platform
through which users may borrow materials. They also provide other ebook formats and downloadable audiobooks also proprietary to their
platform.
Requested by: Yahaira
Division Director: Tgnyg
Procurement Sfratogtct: £
Procurement Director: r^
Magee
Williams
^r p^U^
w f. COM** 7*
Signature: Magee Yahaira Sr^^osS^w
Signature: WilliamsTanya SLt^^SZS
Signature: {J^C^ 'j$u%LlSUJ
signatur^C^/
For Procurement Use Only:
d One time approval dOne year approval [UMulti-Year Approval:
^(]s^/s
Pate: 12/1 9/1 7
Date: 12/1 9/201 7
Datey/i^p
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Start End
16.D.17.a
Packet Pg. 1072 Attachment: Exemption 130 - Overdrive (4467 : Approve exemption from Competitive Process to purchase Library e-resources in amount
oilColfier Country
Administrative Services Department
Procurement Services Divrsion
Exemptions from the Competitive Process
Instructions
The following procurement categories may be eligible for exemption from the competitive process based upon the determination
of the County manager or Designee that approval of such an exemption is in the best interest of the County.
Purchases greater than $50,000 will require final approval by the Board of County Commissioners.
Requester Name: Yahaira Magee
Division: Library
Budget Year: FY20 18
One time purchase: d
vendor Name: Bibliotheca-cloudLibrary
item/ service: eBooks & eAudJo-Subscription
Anticipated Cost per Fiscal Year: $1 00,000.00
Multiple Purchases: M Requested Date Range: 10/01/2017-09/30/2018
I | 1 . Government Agency/Non-
Profit
I I 5. Utility services - subject
to government control
[ I 9. Compatibility/proprietary
with current systems
I I 13. Direct purchases
| | 2. Registrations/dues/
training
| | 6. Education/academic
programs/trainers, speakers
J 10. Shop estimates on
disassembled equipment
LJ14. Financial instruments
[•I 3. Subscriptions/periodicals/
printed materials
| | 7. Legal services
] 11. Personnel/recruitment
services
I 1 15. Entertainment services
for County sponsored events
I I 4. Advertisements
I I 8. Purchases required by
grants/gifts
d 2. Works of art for public
display
I I 16. Management studies as
directed by County Manager
I I 17. Resolution/BCC direction (Indicate resolution number and approval date):
Description of Purchase: Enter a description of the item(s) items that will be purchased under this exempt/on.
Downloadable e-books and e-audio books for adults, children and young adults.
Purpose: Describe in detail, the purpose of the requested item(s).
Bibliotheca's CloudLibrary is a proprietary platform and the only vendor with the cloudLink feature, allowing individual libraries to share content
across a consortium. Collier County Public Library now shares resources among other Southwest Florida Libraries.
Only content purchased from Bibliotheca cloudLibrary™ will have full functionality in the cloudLibrary™ platform. Including,
• Curated Featured Collection Development Lists to assist staff quickly, and easily create a high performing collection.
• cloudLibrary™ Apps for PC and Mac. The only vendor developed way to quickly and easily transfer eBooks to an elnk device like a Nook or
Kobo.
Requested by: Yahaira Magee Digitally signed by MageeYahaira
Date:2017.12.1909:32:18-05'00 Date: 12/1 9/1 7
Division Director:Tanya Williams - WIIMamcTa m/a Digitally signed by WilliamsTanya. VVIIIIalllo laliya Date:2oi7.i2.i9io:28:i8-05'oo'Date: 12/19/2017
Procurement Straiggist:Signature:Date:
Procurement Director:f-Signature:
For Procurement Use Only:
CD One time approval d One year approval
s
d Multi-Year Approval:Start End
16.D.17.b
Packet Pg. 1073 Attachment: Exemption 131 - Bibliotheca (4467 : Approve exemption from Competitive Process to purchase Library e-resources in amount
COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
Page 1 of 1
BUSINESS CASE FOR:
Recommendation to approve an exemption from the Competitive Process as set forth in the
Procurement Ordinance for the purchase of electronic resource materials (eBooks) from
cloudLibrary and OverDrive for Library patron use in the amount of $160,000.
Amazon and Barnes & Noble provide eBooks, however, neither sell directly to libraries. Project
Gutenberg provides free access to classic literature that is now in the public domain. There are
no vendors who provide direct access to all eBook titles. Plus with the various eReader devices
and formats, some eReader manufacturers have entered into proprietary agreements with eBook
vendors.
Libraries need a cloud-based platform to store access to the titles acquired. OverDrive was the
first such platform developed to provide public libraries with eBook access. OverDrive now is
the only vendor to provide access to the Kindle eReader format. OverDrive is the industry leader
in providing library patrons access to eBooks. Thousands of libraries across the nation have
OverDrive as their sole eBook provider. CloudLibrary is new on the scene. It is a product
developed by Bibliotheca (our security gate & self check-out vendor) as a competitor to
OverDrive. The Library seriously considered dropping OverDrive for cloudLibrary last year
because the functionality and cost of cloudLibrary was better than OverDrive. However, due to
a large number of library patrons using Kindles, we would have lost their patronage by dropping
OverDrive. We have now balanced our ordering between the two vendors. The Library now
purchases eBook titles from OverDrive that are only available in the Kindle format. All other
eBook titles are being purchased through cloudLibrary at a cost savings from prior years when
we only had OverDrive.
Library books are exempt from the competitive process for the reason that not all publishers are
available through all third party book distributors, and it would be a logistical nightmare for the
Library to contract with each publishing house, not to mention costly. In order for the Library to
get the best price possible for our book purchases, we buy in large volume through book vendors
such as Baker & Taylor, MidWest, and Ingram. If the Library only worked with one vendor,
there would be hundreds of authors we would be denying our patrons access. eBooks are also
exempt from the competitive process for the exact same reason—not all titles and formats are
held by one vendor.
Tanya Williams, Division Director, Library Division, 02.07.18
16.D.17.c
Packet Pg. 1074 Attachment: Business Case for Exemption from Competitive Process (4467 : Approve exemption from Competitive Process to purchase Library