Agenda 09/26/2023 Item #16D 3 (Authorize purchase of electronic resource materials for library patrons)09/26/2023
EXECUTIVE SUMMARY
Recommendation to authorize purchases from Bibliotheca, LLC, and OverDrive, Inc., as exemptions from
the competitive process for the acquisition of electronic resource materials for library patron use, in a not -to-
exceed the amount of $600,000 per fiscal year, as budgeted, through FY 2028.
OBJECTIVE: To approve the purchase of digital content for library patron use.
CONSIDERATIONS: Libraries need a cloud-based platform to store access to the titles acquired. OverDrive, Inc.
(“OverDrive”) was the first such platform developed to provide public libraries with eBook access. OverDrive is
the industry leader in providing library patrons access to eBooks through its Libby platform. Over 88,000 library
and school institutions worldwide have OverDrive as a digital content provider. OverDrive provides access to
tablets and the Kindle Paperwhite eReader format. Additionally, eBooks are available from the platform
cloudLibrary by Bibliotheca, LLC (“Bibliotheca”). Bibliotheca and OverDrive are the leading providers of eBooks
for public libraries, supporting multiple eReader devices used by patrons. The acquisition of titles from these
vendors allows the library to provide patrons with the greatest access to high-demand, current eBooks.
The Collier County Public Library (“CCPL”) belongs to Florida's cloudLink group, a consortium that links CCPL's
cloudLibrary holdings to other Florida libraries' cloudLibrary holdings, allowing CCPL cardholders to access a
large pool of titles. CloudLibrary offers its titles in ePub format, which offers access to eBooks compatible with a
variety of devices, such as the Barnes & Noble Nook and the Amazon Fire, amongst others. 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. This consortium is made up of over thirty Florida library systems,
which is the largest consortium of its type in the United States and is offered by Bibliotheca. Since January 2020,
the cloudLink group has grown by over 170,000 copies valued at over $6.9 million.
Overdrive, which is nationally known as the go-to vendor for library eContent, is widely used by county residents
and visitors who are acclimated to using this service because that 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. By
utilizing Overdrive for eBook content, the library is ensuring its Kindle patrons access to eContent on their
preferred reader. eContent is also accessible by library patrons remotely.
In addition, eBook collections are necessary to ensure the continuity of Library service and access to resources and
materials during an event in which the library may have to close temporarily to the public. CCPL patrons have
continued to increase their usage of Library online services and resources to meet their information, educational,
and recreational needs. The online and electronic format's ease of use and convenience continue to feed the growth
and demand for eBooks, eAudio, etc. Since CCPL added access to the Overdrive platform in 2006, and then to
Bibliotheca’s cloudLibrary platform in 2016, digital content usage has increased by an average of ten percent (10%)
annually since 2017.
The increased demand for eBooks, eAudio, etc. access has made the electronic medium critical to public library
service. The availability of eBooks promotes access to books seamlessly while mitigating barriers patrons may face
when borrowing physical materials (e.g., time, distance, illness, weather, etc.). A 2022 Pew Research Center Report
states that three in ten Americans now read eBooks, with a growth of five percent (5%) nationwide in the post -
pandemic period. The CCPL continues to see robust demand for eBooks, eAudio, and other such services via each
platform’s recommendation features and the level of holds placed by patrons.
Along with the demand for digital content, the cost of eBooks, eAudio, and other suc h services has continued to
increase. According to a recent American Libraries article, while eBooks may cost a consumer $12 to $15, the cost
of a license to a library can easily exceed $50 per copy. Additionally, most licensing rights limit the number of
eBook checkouts and/or the length of time the title is available. The Board previously approved expenditures of
$400,000 for the purchase of digital content from Bibliotheca and OverDrive at its regular meeting on July 14, 2020
(Agenda Item # 16.D.15). A purchase limit of $600,000 between the two vendors is required to maintain the same
16.D.3
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09/26/2023
level of service patrons have come to expect from the library’s current digital collection.
CloudLibrary allows access to a large domain of titles held by other library sys tems, at a cost savings to the County.
Without cloudLibrary, patrons will have reduced access to eContent, and circulation of eContent would decline.
Insufficient access to a wide variety of eBook titles would negatively impact the Library Division's ability to meet
its strategic focus of engaging, empowering, and educating the county’s residents. 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. Having both Overdrive and Bibliotheca facilitates meeting the public’s demands and expectations.
There would be no gain in replacing Overdrive with other eContent providers because that would mean patrons
would no longer be able to access titles on their dedicated Kindle readers. In addition, Bibliotheca’s CloudLink
consortium does not have a meaningful alternative and the value is not matched by another option. Pairing
Overdrive together with Bibliotheca assures the library of obtaining popular titles and authors that patrons have
come to expect and use on a regular basis.
Section Eight, sub-paragraph 3, of Collier County Procurement Ordinance No. 2017-08, as amended, states that
purchases of “subscriptions, periodicals, newspapers, books, electronic information, media . . . and similar material
in printed or electronic form” may be eligible for exemption from the competitive process if determined to be the
best interest of the County. The attached exemption forms are offered in support of staff’s requests that the Board
find it in the county’s best interest to waive competition and allow for the procurement of the requested services
from Bibliotheca, LLC and OverDrive Inc., in the respective not-to-exceed Fiscal Year expenditure amounts of
$500,000 and $100,000. The subscriptions of those services are billed throughout the year as needed, and staff
historically has utilized standard term County Purchase Orders.
Staff will continually assess the market to review whether less costly viable alternatives become av ailable, and if
found will bring an item back to the Board for consideration.
FISCAL IMPACT: Funds are budgeted in Library General Fund (0001); Library Grant (1810), Project 46048;
Public Services Grant Fund (1839), Projects 33721 and 33802; and Library Trust Fund (1140).
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this Executive
Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board
approval. -SRT
RECOMMENDATION: To authorize purchases from Bibliotheca, LLC. and OverDrive, Inc., as exemptions from
the competitive process for the acquisition of electronic resource materials for library patron use, in a not to exceed
the amount of $600,000 per fiscal year, as budgeted, through FY 2028.
Prepared By: Catherine Cowser, Library Director, Library Division
ATTACHMENT(S)
1. FY24 Exemption 001 - Bibliotheca (PDF)
2. FY24 Exemption 002 - Overdrive (PDF)
16.D.3
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09/26/2023
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.3
Doc ID: 26430
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 for library patron use,
in a not-to-exceed the amount of $600,000 per fiscal year, as budgeted, through FY 2028.
Meeting Date: 09/26/2023
Prepared by:
Title: – Public Services Department
Name: Todd Henry
08/18/2023 11:12 AM
Submitted by:
Title: Department Head – Public Services Department
Name: Tanya Williams
08/18/2023 11:12 AM
Approved By:
Review:
Library Catherine Cowser Additional Reviewer Completed 08/18/2023 1:18 PM
Procurement Services Sandra Herrera Level 1 Purchasing Gatekeeper Completed 08/18/2023 1:44 PM
Operations & Veteran Services Jeff Weir OVS Director Review Completed 08/29/2023 8:48 AM
Public Services Department Todd Henry PSD Level 1 Reviewer Completed 08/29/2023 12:33 PM
Procurement Services Sandra Herrera Procurement Director Review Completed 09/04/2023 9:09 AM
Public Services Department Tanya Williams PSD Department Head Review Completed 09/16/2023 6:35 PM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 09/18/2023 8:36 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/18/2023 9:07 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 09/18/2023 10:30 AM
Office of Management and Budget Blanca Aquino Luque Additional Reviewer Completed 09/18/2023 4:56 PM
County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 09/19/2023 8:58 AM
Board of County Commissioners Geoffrey Willig Meeting Pending 09/26/2023 9:00 AM
16.D.3
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EXEMPTION &ZKD COMPETITIs PROCESS FORM
Instructions: The following procurement categories may be eligible for exemption from the competitive process per
the Procurement Ordinance 17-08, as amended, Section Eight, Exemptions to 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. Please
complete all sections of this form prior to submitting it to ProcurementSrvcsReq@colliercountyfl.gov. Any quotes
and/or documentation submitted must be dated within the last thirty (30) days. If applicable, submit with the form
associated terms and conditions or agreements.
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
disassemble equipment
11. Personnel/recruitment
services
12. 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 (include resolution number and approval date): _ͺ______________________________________
Section One
Requester Name: Division Name:
Requested Item(s)/Service(s): Vendor Name:
Section Two
Historical Countywide Expenditure: Requested Not-to-Exceed Expenditure per FY:
Requested Date Range:
______________________
Budget FY:
______________________
One-Time Purchase: Multiple Purchases:
Section Three
Quote/Proposal: Yes No
If yes, attach.
Agreement/Terms & Conditions: Yes No
If yes, attach.
Section Four
Detailed Description of Purchase:
✔
Viviana Giarimoustas Operations and Veteran Services
Cloud Library digital content/Software
subscription
Bibliotheca LLC
$2 million (since 2015) $500,000
10/1/2023-9/30/2028 FY24-FY28
Digital content for library patrons.
16.D.3.a
Packet Pg. 1426 Attachment: FY24 Exemption 001 - Bibliotheca (26430 : Purchases from Bibliotheca, LLC. and OverDrive, Inc., as exemptions from the
Detailed Public Purpose: (Include why this purchase is essential to the County operations.)
Section Five
Information Technology: (Provide the Purchasing Compliance Code (PCC) number or email approval from IT.)
Yes No If yes, provide the PCC number: ___________________________
Section
Requester Name: Signature: Date:
Division Director Name: Signature: Date:
Department Head Name:
Required if over $50,000
Signature: Date:
Procurement Director
$50,000 and under
Signature: Date:
Procurement Director
Over $50,000 contingent upon Board
approval
Signature: Date:
Procurement Use Only
Approval:
Start Date ______________
End Date ______________
Approved by Board:
Date ______________
Agenda # ______________
Contract #: ______________
Contract Not Applicable
Exemption #: _______________
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To provide library patrons with digital content purchased from the Bibliotheca cloudLibrary™
platform. The platform includes access to collections for all ages and apps for both PC and Mac
users. Bibliotheca's cloudLibrary™ is a proprietary platform with a cloud feature that allows library
patrons to share content across a consortium. Library patrons are able to join in sharing these
resources amongst other libraries in Florida.
Viviana Giarimoustas
GiarimoustasViviana Digitally signed by
GiarimoustasViviana
Date: 2023.06.29 08:53:30 -04'00'6/29/2023
Catherine Cowser
CowserCatherine Digitally signed by CowserCatherine
Date: 2023.06.29 09:41:51 -04'00'6/29/2023
Tanya Williams
Jeffrey A. Weir Digitally signed by Jeffrey A. Weir
Date: 2023.07.07 09:50:12 -04'00'7/7/2023
HerreraSandra Digitally signed by HerreraSandra
Date: 2023.08.14 08:04:34 -04'00'08/14/2023
10/01/2023
09/30/2028
✔
1 (FY24)
16.D.3.a
Packet Pg. 1427 Attachment: FY24 Exemption 001 - Bibliotheca (26430 : Purchases from Bibliotheca, LLC. and OverDrive, Inc., as exemptions from the
džĞŵƉƚŝŽŶĨƌŽŵŽŵƉĞƚŝƚŝǀĞWƌŽĐĞƐƐ
June 2023
WĂŐĞϭŽĨϮ
EXEMPTION &ZKD COMPETITIs PROCESS FORM
Instructions: The following procurement categories may be eligible for exemption from the competitive process per
the Procurement Ordinance 17-08, as amended, Section Eight, Exemptions to 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. Please
complete all sections of this form prior to submitting it to ProcurementSrvcsReq@colliercountyfl.gov. Any quotes
and/or documentation submitted must be dated within the last thirty (30) days. If applicable, submit with the form
associated terms and conditions or agreements.
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
disassemble equipment
11. Personnel/recruitment
services
12. 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 (include resolution number and approval date): _ͺ______________________________________
Section One
Requester Name: Division Name:
Requested Item(s)/Service(s): Vendor Name:
Section Two
Historical Countywide Expenditure: Requested Not-to-Exceed Expenditure per FY:
Requested Date Range:
______________________
Budget FY:
______________________
One-Time Purchase: Multiple Purchases:
Section Three
Quote/Proposal: Yes No
If yes, attach.
Agreement/Terms & Conditions: Yes No
If yes, attach.
Section Four
Detailed Description of Purchase:
✔
Viviana Giarimoustas Operations and Veteran Services
eBooks and eAudio/Software subscription Overdrive Inc.
$1.5M (since 2014) $100,000
10/1/2023 - 9/30/2028 FY24-FY28
Digital content for library patrons.
16.D.3.b
Packet Pg. 1428 Attachment: FY24 Exemption 002 - Overdrive (26430 : Purchases from Bibliotheca, LLC. and OverDrive, Inc., as exemptions from the
Detailed Public Purpose: (Include why this purchase is essential to the County operations.)
Section Five
Information Technology: (Provide the Purchasing Compliance Code (PCC) number or email approval from IT.)
Yes No If yes, provide the PCC number: ___________________________
Section
Requester Name: Signature: Date:
Division Director Name: Signature: Date:
Department Head Name:
Required if over $50,000
Signature: Date:
Procurement Director
$50,000 and under
Signature: Date:
Procurement Director
Over $50,000 contingent upon Board
approval
Signature: Date:
Procurement Use Only
Approval:
Start Date ______________
End Date ______________
Approved by Board:
Date ______________
Agenda # ______________
Contract #: ______________
Contract Not Applicable
Exemption #: _______________
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To provide library patrons with digital content through OverDrive. Their platform is the only
provider that is able to supply eBooks and eAudio for Kindle eReader devices (a proprietary
eReading device by Amazon®) and provide the service platform through which users may borrow
materials.
Viviana Giarimoustas
GiarimoustasViviana Digitally signed by
GiarimoustasViviana
Date: 2023.06.29 08:42:04 -04'00'6/29/2023
Catherine Cowser
CowserCatherine Digitally signed by CowserCatherine
Date: 2023.06.29 09:39:58 -04'00'6/29/2023
Tanya Williams
Jeffrey A. Weir Digitally signed by Jeffrey A. Weir
Date: 2023.07.07 09:49:45 -04'00'7/7/2023
HerreraSandra Digitally signed by HerreraSandra
Date: 2023.08.14 08:07:35 -04'00'08/14/2023
10/01/2023
09/30/2028
✔
2 (FY24)
16.D.3.b
Packet Pg. 1429 Attachment: FY24 Exemption 002 - Overdrive (26430 : Purchases from Bibliotheca, LLC. and OverDrive, Inc., as exemptions from the