Agenda 07/14/2020 Item #16D15 (Authorize Purchases from Bibliotheca, LLC and OverDrive, Inc.)07/14/2020
7EXECUTIVE SUMMARY
Recommendation to authorize purchases from Bibliotheca, LLC and OverDrive, Inc., as
exemptions from the competitive process for the acquisition of electronic resource materials
(eBooks) for library patron use, in a not to exceed the amount of $400,000 per fiscal year, as
budgeted, through FY 2023.
OBJECTIVE: To purchase eBooks for library patron use.
CONSIDERATIONS: The Board of County Commissioners (Board) previously approved these same
expenditures for the purchase of eBooks from Bibliotheca and OverDrive at its regular meeting on
February 13, 2018 (Agenda Item #16D17).
During the recent COVID-19 pandemic, the Collier County Public Library system was forced to move
patron access to all library resources and services online. The library’s current eBook holdings of 31,015
titles is grossly insufficient to adequately serve the library’s 232,068 cardholders. Therefore, it is
necessary for the library to increase our spending threshold in the procurement of eBooks.
Bibliotheca, LLC is the sole provider of electronic materials for its cloudLibrary electronic resource
product. OverDrive is the sole provider of electronic materials for its electronic resource product.
Bibliotheca and OverDrive are the leading providers of eBooks for public libraries. The acquisition of
titles from these vendors allows the library to provide patrons with the greatest access to high demand,
current eBooks.
While there are other minor eBook vendors on the market, Bibliotheca 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. Bibliotheca 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 FY 2023 subject to funding
appropriation.
Section 8, subsection 3 of Collier County Procurement Ordinance No. 2017-08, as amended, provides that
subscriptions, periodicals, newspapers, books, electronic information, media, maps, pamphlets, 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 the 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. The
required exemption forms approved by Procurement Services are attached, along with staff’s business
case in support of approving the exemption.
FISCAL IMPACT: The cost for FY 2020 will not exceed $400,000, which is budgeted in Library
General Fund (001), Library Grant (129), Project 46044, Public Services Grant Fund (709), Projects
33564, 33617 and 33670, and Library Trust Fund (612).
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact.
LEGAL CONSIDERATIONS: This Item is approved as to form and legality and requires a majority
vote for approval. -SRT
16.D.15
Packet Pg. 2228
07/14/2020
RECOMMENDATION: To authorize purchases from Bibliotheca, LLC and OverDrive, Inc., as
exemptions from the competitive process for the acquisition of electronic resource materials (eBooks) for
library patron use, in a not to exceed the amount of $400,000 per fiscal year, as budgeted, through FY
2023.
Prepared By: Tanya Williams, Library Director, Library Division
ATTACHMENT(S)
1. FY20 Exemption Request 194 - Bibliotheca (PDF)
2. FY20 Exemption Request 195 - OverDrive (PDF)
3. Overdrive cloudLibrary Business Case 2 (DOCX)
16.D.15
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07/14/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.15
Doc ID: 12816
Item Summary: Recommendation to authorize purchases from Bibliotheca, LLC and OverDrive,
Inc., as exemptions from the competitive process for the acquisition of electronic resource materials
(eBooks) for library patron use, in a not to exceed the amount of $400,000 per fiscal year, as budgeted,
through FY 2023.
Meeting Date: 07/14/2020
Prepared by:
Title: Administrative Assistant – Library
Name: Karen Tibbetts
06/30/2020 9:03 AM
Submitted by:
Title: Division Director - Library – Library
Name: Tanya Williams
06/30/2020 9:03 AM
Approved By:
Review:
Library Tanya Williams Additional Reviewer Completed 06/30/2020 9:07 AM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 06/30/2020 9:20 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 06/30/2020 10:20 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 06/30/2020 10:34 AM
Procurement Services Sara Schneeberger Additional Reviewer Completed 06/30/2020 10:36 AM
Operations & Veteran Services Joshua Hammond Level 1 Reviewer Completed 06/30/2020 11:58 AM
Public Services Department Todd Henry Level 1 Division Reviewer Completed 06/30/2020 1:38 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 06/30/2020 3:47 PM
Grants Erica Robinson Level 2 Grants Review Completed 07/06/2020 9:27 AM
Office of Management and Budget Laura Wells Level 3 OMB Gatekeeper Review Completed 07/06/2020 9:38 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 07/06/2020 10:35 AM
Grants Therese Stanley Additional Reviewer Completed 07/06/2020 2:22 PM
Budget and Management Office Ed Finn Additional Reviewer Completed 07/07/2020 9:19 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 07/07/2020 10:55 AM
Board of County Commissioners MaryJo Brock Meeting Pending 07/14/2020 9:00 AM
16.D.15
Packet Pg. 2230
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:Vendor Name:
Division:Item / Service:
Budget Year:1RWWR([FHHG
per Fiscal Year:
One time purchase:Multiple purchases:Requested
date range:_________________
Is there an agreement
associated with this
Exemption?
Yes No
1. Government Agency/Non-
Profit
2. Registrations/dues/
training
3. Subscriptions/periodicals/
printed materials
4. Advertisements
5. Utility services –subject
to government control
6. Education/academic
programs/trainers, speakers
7. Legal services 8. Purchases required by
grants/gifts
9.Compatibility/proprietary
with current systems
10. Shop estimates on
disassembled equipment
11. Personnel/recruitment
services
2. Works of art for public
display
13. Direct purchases 14. Financial instruments 15. Entertainment services
for County sponsored events
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.
Purpose:Describe in detail, the purpose of the requested item(s).
Requester:Signature: Date:
Division Director: Signature: Date:
Procurement Strategist: Signature: Date:
Procurement Director:
2UGHVLJQHH
Signature: Date:
For Procurement Use Only:
One time approval One year approval Multi-Year Approval: Start ____________ End ____________
Exemptions from the Competitive Process
Yahaira Magee Bibliotheca
Library Cloud Library eBooks & eAudio/Software Subscription
FY2020 - FY2023
$100,000.00
10/01/2019-09/30/2023
Download-able eBooks and eAudio for adults, young adults, and children.
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 eInk device like a Nook or Kobo.
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.
Yahaira Magee
Tanya R Williams
06.16.2020
Sara Schneeberger
Catherine Bigelow
06/18/2020 09/30/2023
MageeYahaira Digitally signed by MageeYahaira
Date: 2020.06.16 09:04:12 -04'00'
WilliamsTanya Digitally signed by WilliamsTanya
Date: 2020.06.16 09:25:17 -04'00'
SchneebergerSara Digitally signed by
SchneebergerSara
Date: 2020.06.18 15:16:02 -04'00'
Cat Bigelow Digitally signed by Cat Bigelow
DN: cn=Cat Bigelow, o=Collier County
Government, ou=Procurement Services,
email=catherinebigelow@colliergov.net, c=US
Date: 2020.06.18 15:32:54 -04'00'
16.D.15.a
Packet Pg. 2231 Attachment: FY20 Exemption Request 194 - Bibliotheca (12816 : Authorize library eBook purchases from Bibliotheca & OverDrive, not to
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:Vendor Name:
Division:Item / Service:
Budget Year:1RWWR([FHHG
per Fiscal Year:
One time purchase:Multiple purchases:Requested
date range:_________________
Is there an agreement
associated with this
Exemption?
Yes No
1. Government Agency/Non-
Profit
2. Registrations/dues/
training
3. Subscriptions/periodicals/
printed materials
4. Advertisements
5. Utility services –subject
to government control
6. Education/academic
programs/trainers, speakers
7. Legal services 8. Purchases required by
grants/gifts
9.Compatibility/proprietary
with current systems
10. Shop estimates on
disassembled equipment
11. Personnel/recruitment
services
2. Works of art for public
display
13. Direct purchases 14. Financial instruments 15. Entertainment services
for County sponsored events
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.
Purpose:Describe in detail, the purpose of the requested item(s).
Requester:Signature: Date:
Division Director: Signature: Date:
Procurement Strategist: Signature: Date:
Procurement Director:
2UGHVLJQHH
Signature: Date:
For Procurement Use Only:
One time approval One year approval Multi-Year Approval: Start ____________ End ____________
Exemptions from the Competitive Process
Yahaira Magee Overdrive
Library eBooks & eAudio/ Software Subscription
FY2020 - FY2023
$300,000.00
10/01/2019-09/30/2023
Download-able eBooks and eAudio for adults, young adults, and children.
OverDrive is the only library vendor who can supply eBooks and eAudio for Kindle eReader
devices (a proprietary eReading device from Amazon) and provide the service platform through
which users may borrow materials. OverDrive also provides eBook and eAudio in other
download-able formats a proprietary to their service platform.
Yahaira Magee
Tanya Williams
06.16.2020
Sara Schneeberger
Catherine Bigelow
06/18/2020 09/30/2023
MageeYahaira Digitally signed by MageeYahaira
Date: 2019.10.01 09:23:57 -04'00'
WilliamsTanya Digitally signed by WilliamsTanya
Date: 2020.06.16 09:24:33 -04'00'
SchneebergerSara Digitally signed by
SchneebergerSara
Date: 2020.06.18 15:18:53 -04'00'
Cat Bigelow Digitally signed by Cat Bigelow
DN: cn=Cat Bigelow, o=Collier County
Government, ou=Procurement Services,
email=catherinebigelow@colliergov.net, c=US
Date: 2020.06.18 15:32:14 -04'00'
16.D.15.b
Packet Pg. 2232 Attachment: FY20 Exemption Request 195 - OverDrive (12816 : Authorize library eBook purchases from Bibliotheca & OverDrive, not to exceed
COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
Page 1 of 3
BUSINESS CASE FOR:
Recommendation to authorize expenditures for Overdrive and cloudLibrary, as budgeted through
FY 2023.
1. Why vendors were chosen
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. The Library purchases eBook titles from OverDrive that
are only available for some dedicated Kindle formats.
Additionally, eBooks are available from the platform cloudLibrary by Bibliotheca. Collier County
Public Library belongs to Florida’s cloudLink group, a consortium which links CCPL’s
cloudLibrary holdings to other Florida libraries’ cloudLibrary holdings which enables CCPL
cardholders access a large pool of titles. cloudLibrary offers its titles in ePub format, which offers
our non-Kindle users to access eBooks compatible with a variety of devices, among them the
Barnes & Noble Nook and the Amazon Fire, among others.
2. Benefits of the action
By utilizing Overdrive for eBook content, the Library is ensuring its Kindle patrons access to
eContent on their preferred reader. Overdrive, which is nationally known as the go-to vendor for
library eContent, is used by Collier County residents and visitors who are acclimated to using
this service through the libraries whom they frequent, as this provider has dominated the eBook
market from its inception. Overdrive is well-received by the public at large and drives a large
part of our digital circulation.
Conversely, cloudLibrary allows patrons of other readers and devices the option to access titles
compatible to them. In addition, the cloudLibrary cloudLink group provides CCPL patrons
access to holdings purchased by other Florida libraries, through the consortium, allowing for a
wider choice of titles.
eBook collections are necessary to ensure continuity of Library service and access to resources
and materials during a pandemic and or during any other cataclysmic event in which the Library
has to close our doors to the public.
16.D.15.c
Packet Pg. 2233 Attachment: Overdrive cloudLibrary Business Case 2 (12816 : Authorize library eBook purchases from Bibliotheca & OverDrive, not to exceed
COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
Page 2 of 3
3. Risk of not taking the action
A lack of access to Overdrive would cause a major disruption to the services and content patrons
have come to expect when searching through Collier County Public Library for eBooks. Our
patrons favor Kindle titles over other e-content providers 6-to-1. The library receives many
requests and recommendations for purchase for eBooks through Overdrive, and this vendor
dominates as a preference for reading digital content in Kindle format in Collier County.
For those patrons who have non-Kindle devices and apps, cloudLibrary allows for access to titles
through different devices, as well as access to a large domain of titles held by other library
systems. The benefits to these user preferences for their devices as well as access to titles held
by other Florida library systems allows for equal excess in addition to higher eBook circulation
than would happen without cloudLibrary and the cloudLink consortium.
Insufficient access to a wide variety of eBook titles would negatively impact the Library
Division’s ability to meet our strategic focus of engaging, empowering and educating the
residents of Collier County. Lack of access to current eBook titles in sufficient numbers lessens
the Library’s ability to provide continuity of service and access to viable resources.
4. Why is this action the best value solution
Kindle is a proprietary reading App and Device which works in concert with Overdrive who is
the only library provider of Kindle-based eContent. No where else could library patrons find
titles in Kindle format outside of Overdrive.
Bibliotheca’s cloudLibrary provides eBook access for devices such as the Barnes & Noble Nook
and the Amazon Fire, among others, which allows equal access to these users. In addition, the
cloudLink consortium offers best value to the Collier County Public Library in that it allows our
patrons to access titles held by other library systems, at no cost to us.
5. Other options to the action
Replacement of Overdrive as a vendor with cloudLibrary or other vendors of eContent. There
would be no gains to replacing Overdrive with other content providers (some of whom we carry
in a lesser amount on other, non-Kindle formats) since replacing Overdrive in its entirety would
mean patrons would no longer be able to access titles in their dedicated Kindle readers.
Conversely, cloudLibrary allows users of non-Kindle devices to access eBook titles on their
preferred readers. Also, not all titles are available from all vendors of eContent, and pairing
Overdrive together with cloudLibrary assures the Library of obtaining popular titles and authors
that the patrons have come to expect and use on a regular basis.
16.D.15.c
Packet Pg. 2234 Attachment: Overdrive cloudLibrary Business Case 2 (12816 : Authorize library eBook purchases from Bibliotheca & OverDrive, not to exceed
COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
Page 3 of 3
6. Product listing
• Overdrive
o eBooks
o eAudio:
• Bibliotheca cloudLibrary
o eBooks
o eAudio
7. Staff assessment and recommendation of fair and reasonable
The Library recommends an authorization of expenditures for Overdrive and Bibliotheca
cloudLibrary in order to meet demand for eContent compatible for multiple devices through FY
2023.
16.D.15.c
Packet Pg. 2235 Attachment: Overdrive cloudLibrary Business Case 2 (12816 : Authorize library eBook purchases from Bibliotheca & OverDrive, not to exceed