Loading...
Agenda 09/10/2024 Item #16D 1 (Authorize an exemption from the competitive process for purhcases from OCLC, Inc., for the acquisition of subscription srvices to CloudLibray)16.D.1 09/10/2024 EXECUTIVE SUMMARY Recommendation to authorize an exemption from the competitive process for purchases from OCLC, Inc., for the acquisition of subscription services to cloudLibraryTM and interlibrary loan services in an amount not to exceed $600,000 per Fiscal Year, as budgeted, through FY 2025. OBJECTIVE: To subscribe to OCLC's cloudLibraryTM digital platform service as well as OCLC's database access for cataloging and interlibrary loan services for library patron use. CONSIDERATIONS: OCLC is a global nonprofit cooperative of member libraries that provide shared technology services, original research, and collaboration. Founded in 1967, OCLC holds millions of records in its database, the largest online public access catalog in the world, with 30,000+/- member libraries spanning 100+ countries, and is funded by the membership's use of services. For over thirty-five years OCLC has provided Collier County Public Library catalog -ready records for the library's Integrated Library System (the "catalog"), which enables the library's holdings to be discoverable through field tags (e.g., title, author, subject, ISBN, etc.) and adds detailed enrichment through its Machine Readable Cataloging records ("MARC" is an encoding standard that is the framework for library catalogs). Additionally, OCLC also provides an interlibrary loan service to the library through participating libraries with over three billion holdings to help supplement the library's collection and meet the research and reading needs of our community. In 1988, OCLC acquired all copyrights and the trademark to the Dewey Decimal Classification System, the classification system that public libraries utilize to catalog, label, and shelf their holdings. The Board last approved an authorization of expenditures up to $120,000 on November 10, 2020 (Agenda Item #16.D.1) to subscribe to OCLC for its library cataloging and interlibrary loan services for library patron use. OCLC acquired cloudLibraryTM and associated digital assets on April 2, 2024, which was previously owned by Bibliotheca LLC. cloudLibraryTM is a digital platform service that provides library patrons with digital content for purchase. OCLC's cloudLibraryTM is a proprietary platform with its cloudLink feature that allows library patrons to share over $12M in digital content in the form of eBooks and eAudiobooks across a consortium, consisting of thirty-nine Florida Library system members, thus saving money and expanding collections. cloudLibraryTM also offers over 7,000+ digital magazine titles and newspapers in 50+ languages through its NewsStand subscription service, with unlimited use for a single price. The Collier County Library added the Bibliotheca cloudLibraryTM platform in 2016, and the Board last approved an authorization of expenditures up to $500,000 on September 26, 2023 (Agenda Item #16.D.3, FY24, Exemption #1) to provide increased titles within the collection. Public demand for electronic library resources saw a sharp rise during the pandemic and has steadily increased since as consumers have adapted from print materials to eBook and eAudiobook formats. The acquisition of cloudLibrary by OCLC requires a new Exemption reflecting the change. The Exemption will immediately start with Board approval continuing through September 30, 2025, for a total annual maximum spend amount of $600,000. The increase in the OCLC exemption from $120,000 to $600,000 allows the Library to maintain its subscription for library cataloging and interlibrary loan services and to add continued use of the cloudLibraryTM platform under the new ownership. Library business practices have historically used Exemptions for subscription services allowing greater flexibility to suspend subscriptions as needed based on decline in patron demands, mid -year budgetary constraints, or other internal/external factors. C1oudLibraryTM's ease of service, popularity, and pricing allows the Collier County Library to offer an array of titles through cloudLink and NewsStand effortlessly to our patrons - wherever they may be. The Collier County Library continues to see continuous growth and demand for this service, rendering it a critical asset in the current collection. Packet Pg. 898 16.D.1 09/10/2024 While there are other digital content vendors on the market serving public libraries, the cloudLink consortium with neighboring Florida libraries allows our patrons to gain access to over 340,000+ copies at no additional cost. The Collier County Library anticipates purchasing additional content from cloudLibraryTM, which is enhanced by its proprietary consortium feature cloudLink, through Fiscal Year 2025, contingent funds availability and Board approval of annual budgets. As directed by the Board, the Library will provide an in-depth analysis of patron usage of the cloudLibrary platform including a comparative analysis of similar digital platforms prior to any future requests for exemption from the competitive process. Section 8 of the Collier County Procurement Ordinance No. 2017-08, as amended, 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, the Procurement Services Director, upon a determination that approval of such an exemption is in the best interest of the County. The Ordinance further requires that purchases exceeding $50,000 in annual expenditures be Board approved. The required exemption form approved by the Procurement Services Division is attached, along with the staff s business case, in support of approving the exemption. The approval of this expenditure will replace the approved Exemption #1 (FY24) for Bibliotheca LLC. FISCAL IMPACT: The cost for FY 2024 is approximately $100,000 for 2 months, which is budgeted in the General Fund (0001), Library Capital (3001), Library Donations (1810), and Library Trust Fund (1140). FY 2025 expenditures will not exceed $600,000 which is included in the proposed budget in the General Fund (0001), Library Capital (3001), Library Donations (1810), and Library Trust Fund (1140) and are contingent on the Board's approval of the FY 2024 Budget Costs and the future funding sources will be dependent on the subsequent budget year approvals. 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 an exemption from the competitive process for purchases from OCLC, Inc., for the acquisition of subscription services to cloudLibraryTM and interlibrary loan services in an amount not to exceed $600,000 per Fiscal Year, as budgeted, through FY 2025. Prepared By: Catherine Cowser, Library Director, Library Division ATTACHMENT(S) 1. OCLC Business Case for Exemption from Competitive Process FY24 8.20.24 (DOCX) 2.24-117-EM OCLC—Revised Exemption from Competition (PDF) Packet Pg. 899 16.D.1 09/10/2024 COLLIER COUNTY Board of County Commissioners Item Number: 16.D.1 Doc ID: 29820 Item Summary: *** This item continued from the August 13, 2024, BCC Meeting. *** Recommendation to authorize an exemption from the competitive process for purchases from OCLC, Inc., for the acquisition of subscription services to cloudLibraryTM and interlibrary loan services in an amount not to exceed $600,000 per Fiscal Year, as budgeted, through FY 2025. Meeting Date: 09/10/2024 Prepared by: Title: Management Analyst II — County Manager's Office Name: Geoffrey Willig 08/29/2024 1:52 PM Submitted by: Title: Department Head — Public Services Department Name: Tanya Williams 08/29/2024 1:52 PM Approved By: Review: Library Geoffrey Willig Operations & Veteran Services Geoffrey Willig Public Services Department Geoffrey Willig Procurement Services Geoffrey Willig County Attorney's Office Geoffrey Willig Procurement Services Geoffrey Willig Corporate Compliance and Continuous Improvement Public Services Department Office of Management and Budget Office of Management and Budget County Attorney's Office County Attorney's Office County Manager's Office Board of County Commissioners PSD Reviewer OVS Director Review PSD Level 1 Reviewer Level 1 Purchasing Gatekeeper Level 2 Attorney Review Procurement Director Review Geoffrey Willig Geoffrey Willig PSD Department Head Review Geoffrey Willig OMB Reviewer Geoffrey Willig Level 3 OMB Gatekeeper Review Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Jeffrey A. Klatzkow CAO Reviewer Amy Patterson Level 4 County Manager Review Geoffrey Willig Meeting Pending Skipped 08/29/2024 1:52 PM Skipped 08/29/2024 1:52 PM Skipped 08/29/2024 1:52 PM Skipped 08/29/2024 1:52 PM Skipped 08/29/2024 1:52 PM Skipped 08/29/2024 1:52 PM Additional Reviewer Skipped 08/29/2024 1:52 PM Skipped 08/29/2024 1:52 PM Skipped 08/29/2024 1:52 PM Skipped 08/29/2024 1:52 PM Completed 08/30/2024 9:18 AM Completed 08/30/2024 11:38 AM Completed 09/04/2024 10:33 AM 09/10/2024 9:00 AM Packet Pg. 900 16.D.1.a COLLIER COUNTY GOVERNMENT PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION BUSINESS CASE FOR: Recommendation to approve an exemption from the Competitive Process as set forth in the Procurement Ordinance for a subscription to cloudLibraryTM and cloudLibrary NewsStand for Library patron use as well as for Library cataloging and interlibrary loan services from OCLC in the amount not to exceed $600,000 per Fiscal Year, as budgeted, through FY 2025. 1. Whv vendor was chosen For decades OCLC has provided the library with seamless record transfer and retrieval, providing the catalog with rich, detailed data so that the library's hundreds of thousands of holdings become discoverable to the patron. From its inception, OCLC is the industry leader, providing best practices and services in bibliographic availability for libraries, both academic and public, world-wide. OCLC's network of global libraries provide bibliographic enrichment to its members, delivering library data to CCPL on a scale unmatched by any other company. On April 2, 2024, OCLC acquired cloudLibraryTM and associated digital assets, which was previously owned by Bibliotheca LLC. This service will not change under the new ownership by OCLC, and the transition is expected to be a seamless one. CCPL added the cloudLibraryTM platform in 2016; the Board last approved an authorization of expenditures up to $500,000 on September 26, 2023 (Item #16.D.3) to provide increased titles within the collection. cloudLibraryTM is a digital platform service which provides library patrons with digital content for purchase, consisting of eBooks, eAudiobooks, and eMagazines. This platform includes access to collections of all ages, with apps available to both PC and Mac users. OCLC's cloudLibraryTM is a proprietary platform with its cloudLink feature that allows library patrons to share over $12M in digital content across a consortium, consisting of 39 Florida Library system members, thus saving money and expanding collections. cloudLibraryTM also offers over 7,000+ digital magazine titles and newspapers in 50+ languages through its NewsStand subscription service, with unlimited use for a single price. 2. Benefits of action Benefits provided by OCLC ensure a continuation of services for best practices and use of bibliographic records which are at the center of discoverability in library catalogs world-wide. OCLC has millions of records and billions of holdings, allowing this resource to simplify the process of cataloging, maintenance, completing interlibrary loans, and accomplishing discovery tasks on a consistent and dynamic basis. OCLC's cloudLibraryTM platform's ease of service, popularity, and pricing allows Collier County Library to offer an array of titles through cloudLink and NewsStand effortlessly to our patrons — wherever they may be. Collier County Library continues to see continuous growth and demand with this service, rendering it a critical asset in the current collection. The cloudLink Page 1 of 3 Packet Pg. 901 16.D.1.a COLLIER COUNTY GOVERNMENT PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION consortium with neighboring Florida libraries allows our patrons to gain access to over 340,000+ copies at no additional cost. 3. Risk of not taking action By not using the services of OCLC, the Library will not be able to continue to utilize the largest vendor bibliographic database in the world for the most current and high -quality industry standard records available for the library's holdings. Additionally, access to member library's physical holdings for the purpose of interlibrary loans means that millions of materials are made available to Collier County patrons on obscure, rare, and out -of -print items no longer available for purchase which the library circulates by the thousands annually. Additionally, by not utilizing OCLC's cloudLibrary and the proprietary cloudLink feature, the Library would be unable to allows its patrons to share over $12M in digital content in the form of eBooks and eAudiobooks across a consortium, consisting of 39 Florida Library system members, nor the over 7,000+ digital magazine titles and newspapers in 50+ languages through its Newsstand subscription service, with unlimited use for a single price. 4. Why is this action the best value solution Access to OCLC's content provides ready-made records, thus reducing the time it takes for original cataloging, a process which takes on average 10 minutes per title. With tens of thousands of items added to CCPL's collection annually, the time saved is immense. The millions of records cataloged by professional librarians that are enriched, edited, and maintained by OCLC's team of expert catalogers and data quality specialists means that the highest quality records transfer to the library's catalog. No other supplier offers the scale, quality, or member network of resources that OCLC provides. Access to cloudLibraryTM and its cloudLink and NewsStand holdings will ensure that the consistent and convenient access to digital content meets Library patron demand and that the Library's collection fulfills the dynamic and technological expectations of library services. 5. Other options to the action Look to small, for -profit providers of bibliographic record holders who do not hold or have access to bibliographic content creation and holdings to millions of records. Look for ILL providers who have incremental access to materials as opposed to OCLC's which has holdings over 1 billion collectively. Additionally, purchase digital content (eAudiobooks, eBooks, eMagazines) from other vendors that do not belong to a consortium, the result of which would be that the Library's patrons would lose access to other library systems' digital holdings and the added benefit of an expanded collection that would have no extra fiscal impact on our budget. Page 2 of 3 Q Packet Pg. 902 16.D.1.a COLLIER COUNTY GOVERNMENT PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION 6. Staff assessment and recommendation of fair and reasonable Library subscriptions and electronic content are exempt from the competitive process due to the limited available of competitive sources. The Library recommends an authorization of expenditures for Library cataloging and interlibrary loan services from OCLC as well as cloudLibraryTM which provides Collier County Public Library patrons with seamless access to a large and ever-growing collection of digital content available remotely to patrons 24/7; this ensures continuity of Library services in the event the library may have to close temporarily to the public. Catherine Cowser, Division Director, Library Division, 5.9.2024 Page 3 of 3 Packet Pg. 903 16.D.1.b Coder C ount y Procurement EXEMPTION FROM COMPETITIVE PROCESS FORM Instructions: The following procurement categories may be eligible for exemption from the competitive process per 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. Complete all sections of this form prior to submitting it to Procurement. 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 ❑ 10. Shop estimates on disassembled equipment ❑ 2. Registration/Dues/Training ❑ 11. Personnel/Recruitment Services ❑✓ 3. Subscriptions/Periodicals/Printed Materials ❑ 12. Works of art for public display ❑ 4. Advertisements ❑ 13. Direct Purchases ❑ 5. Utility Services — subject to government control ❑ 14. Financial Instruments ❑ 6. Education/Academic Programs/Trainers/Speakers ❑ 15. Entertainment Services for County Sponsored Events ❑ 7. Legal Services ❑ 16. Management Studies as directed by the County Manager ❑ 8. Purchases required by grants/gifts ❑ 17. Resolution/BCC Direction (include resolution number ❑ 9. Compatibility/Proprietary with current systems and approval date) SECTION ONE Requester: Division: Kim Spina Library Services Requested Item s)/Service(s): Vendor Name: Software and cloudLibrary digital content OCLC, Inc. SECTION TWO Historical Countywide Expenditure: Requested Not to Exceed Expenditure Per FY: $ 0 $ 600,000 Requested Date Range: Budget FY: 0 One Time Purchase O Multiple Purchases 7/23/24-9/30/2025 FY24-FY25 SECTION THREE Quote/Proposal: O Yes O No Agreement/Terms & Conditions: O Yes O No If yes, attach. If yes, attach. SECTION FOUR Detailed Description of Purchase. Software subscription for database access to the Library cataloging and interlibrary loan services. This subscription provides access to the proprietary cloudLibrary digital content platform which offers e-books, e-audiobooks, and e-magazines to Library patrons. CloudLibrary digital content and software were previously provided through Bibliotheca. OCLC acquired Bibliotheca earlier this year which included the cloudLibrary platform and digital content. Historical spend, since 2006, from OCLC has been $577,000. This amount was solely for cataloging services. His- torical spend, since 2016, from Bibliotheca for cloudLibrary digital content services were approximately $777,270. Bibliotheca historical spend for RFID technology alone is approximately $1,462,260. The Library wants to ensure this Exemption allows for the additional costs associated with growing our collection to meet patron demand. The combined purchases for cataloging and digital content services from OCLC are pending approval of this exemption. O 0 c c O E ca c c U J U O L O c 0 Q. (D x m c m O z a 0 N co rn N EXEMPTION FROM COMPETITVE PROCESS FORM Re Packet Pg. 904 16.D.1.b Detailed Public Purpose. Include why this purchase is essential to County operations. OCLC provides cataloged records for the Library's Integrated Library System. This system provides searchable titles in a variety of search options for our Library patrons ranging from title to ISBN. OCLC provides libraries nationwide with services to enhance the Library's collection and meet growing needs of patrons. In addition to cataloging, OCLC now manages the full service CloudLibrary digital platform (formerly Bibliotheca). The CloudLink consortium with neighboring Florida libraries allows our patrons to gain access to over 340,000 + copies at no additional cost. OCLC's CloudLibrary is a proprietary platform with its CloudLink feature allowing library patrons to share over $12M in digital content across a consortium consisting of 39 Florida Library systems. Access through the use Collier County is able to save money while also expanding our collection of resources and materials to the Library patrons through access and use of the consortium. This service also allows patrons to share and view content remotely. The multi -library consortium (CloudLink) provides the ability for library patrons to access content from other member libraries in Florida, further enhancing public access to resources at a greater value to the County. SECTION FIVE Information Technology. Select Yes if the products/services are related to Information Technology. If yes, provide the Purchasing Compliance Code (PCC) number or email approval documentation. 0 Yes O No If yes, provide the PCC number: See attached e-mail. SECTION SIX Requester: Signature: Digitally signed by Spin,lim Kim Spina S p i n a KI m Date: 2024.07.01 08:54:31 -04'00' Division Director: Signature: Digitally signed by CowserCatherine CowserCatherine Catherine Cowser Date: 2024.07.02 09:20:39-04'00' Department Head (Required if over $50,000): Signature: Digitally signed by WilliamsTanya W I I I I a m sTa n ya Date: 2024.07.02 12:06:57-04'00' Procurement Director ($50,000 and under): Signature: Procurement Director (Over $50,000 contingent on Signature: Board approval): Digitally signed by Sandra Srnka Sandra Srnka Date: 2024.08.20 10:52:56-04'00' Sandra Srnka Procurement Use Only Replacing 24-001-EM Approved For: Library Approved by Board: Contract #: Start Date BCC Approval Date Date Contract Not Applicable❑ End Date 9/30/25 Agenda # Exemption #: 24-117-EM 0 r 0 c c 0 E ca c c ci c U J U O L 0 c 0 Q. E W x m c m 0 z a 0 N co rn EXEMPTION FROM COMPETITVE PROCESS FORM Re Packet Pg. 905 16.D.1.b Kim Spina From: Sent: To: Subject: Respectfully, Jared Del Re Application Analyst 19 Library Exceeding Expectations Everyday! NOTE: Email Address Has Changed Jared DelRe Friday, May 24, 2024 10:07 AM Kim Spina; Matthew Etzel Fw: OCLC APPROVED HeadQucrters Library 2385 Orange Blossom Drive Naples, FL 34109 Jared DeIRe Applications Analyst Library Office:239-252-7333 Col l ler Cou n Jared. Del Re .colliercountyfl.gov COLLIER COUN I-Y F> W 0 L I C: L i L] P A 47 Y" From: Jecika Cook Sent: Friday, May 24, 2024 9:S1 AM To: Jared DeIRe Cc: Paul Ducca Subject: RE: OCLC Offloof Packet Pg. 906 16.D.1.b Thanks Jared, for providing information. As you mentioned OCLC Worldshare Inter Library Loan is a web -based service and does not require installation on local computers and data resides on cloud services. This does not impact our BCC network and we are ok with you moving forward. Thanks, Jecika Jecika Cook Systems Analyst II Information Technology Office:239-252-2372 Collier C..oun Mobile: 2392386428 3299 Tamiami Trail Suite 600 131M@0E Naples, FL 34114 Jecika. Cook(cDcolliercountyfl.gov From: Jared DeIRe <Jared.DeIRe@colliercountyfl.gov> Sent: Thursday, May 23, 2024 11:33 AM To: Jecika Cook <Jecika.Cook@colliercountyfl.gov> Subject: RE: OCLC Jared DelRe Applications Analyst l Library Office: 239-252-7333 Collier C: ou n Jared. Del Re(cDcolliercountyfl.gov \+' COLLIER 1 COUNTY P U B L I C L 1 0 R A R Y fD�o From: Jecika Cook <Jecika.Cook coliiercount fl. ov> Sent: Thursday, May 23, 2024 11:31 AM To: Jared DeIRe <Jared.DeIRe@colliercountyfl.gov> Subject: RE: OCLC Offlool 0 0 c c 0 E ca c J U O L 0 c 0 Q. E W x m c m N �L 0 z 0 a 0 N co CD N Packet Pg. 907 16.D.1.b Thanks so much for the updated document. Can I ask you for a favor please update the last line on the arch diagram to reflect County's Network. https://www.ocic.org/en/services/logc Click On WorldShare Interlibrary Loan Dote: oCLC is a subscription based service rplvino on the rani intrv'S nptwnrk- Nntl Thanks, Jecika Jecika Cook Systems Analyst II Information Technology Office:239-252-2372 Mobile:2392386428 3299 Tamiami Trail Suite 600 Naples, FL 34114 Jecika.Cook(Dcolliercountvfl.gov From: Jared DelRe <Jared.Del Re@colliercountyfI gov> Sent: Thursday, May 23, 2024 9:33 AM To: Jecika Cook <)ecika.Cook@colliercountyfl.gov> Subject: RE: OCLC I updated it 3 1C Col l ier cou ll Packet Pg. 908 16.D.1.b Jared DeIRe Applications Analyst I Library - Office:239-252-7333 Collier Cou n offloof Jared.DelReacolliercountvfl.aov COLLIER COUNTY From: Jared DeIRe <Jared.DeIRe@colliercountyfl.gov> Sent: Thursday, May 23, 2024 9:10 AM To: Jecika Cook <Jecika.Cook@colliercountyfi.gov> Subject: RE: OCLC hat.psalwww.acic.arg/en/services/lo on.html Jared DeIRe Applications Analyst I Library Office:239-252-7333 Collier Coo n offlocof Jared. Del Reg_colliercountyfl.gov NX COLLIER�a-oj) COUNTY P L) L L... { C: L. E B k A 0 Y [.0191�o From: Jared DeIRe <Jared.DeIRe@colliercountyfl.gov> Sent: Thursday, May 23, 2024 9:08 AM To: Jecika Cook <Jecika.Cook@colliercountyfl.gov> Subject: FW: OCLC 0 0 0 E _ Packet Pg. 909 16.D.1.b Jared DelRe Applications Analyst I Library Office:239-252-7333 Jared.DelRe ct colliercountyfl.gov COLLIER �`` COUNTY F' lJ Ei L I C . I R ;�, f1 Y f 1@1� o From: Jared DelRe <Jared.Del Re@col liercountyfl.gov> Sent: Wednesday, May 22, 202410:32 AM To: Paul Ducca <Paul-Ducca@colliercountyfl.gov> Subject: OCLC Paul touching base on OCLC again https://authn.sdoo.wor{dcat.org/wavf/rnetaauth-ui/cmnd/protocol/samIpost tt Colher Coun This is web based -> click the link insert fno as the search query you will see collier county public library pop up. Select it Then staff logs in and they are able to export book records. Do we really need IT approval for this? Jared DelRe Applications Analyst Library .t Office: 239-252-7333 Col 1 ier Cou 11 Jared_DefRe (Dcolliercountyfl.gov COLLIER C.C)u vn [Ifflool 0 r 0 c c 0 M c M ti c U J U O L 0 a 0 Q N K N .r 0 s 0 Q 0 N Co N Packet Pg. 910 16.D.1.b 10MOD 0 O Under Florida Law, e-rnail addresses are public records. If you do not want your e-mail address released in response to , W public records request, do riot send electronic mail to this entity. Instead contact this office by telephone or in writing. C c Packet Pg. 911