Agenda 09/10/2024 Item #16D 2 (Recommendation to approve an exemption from the Competitive Process as ser forth in the Procurement Ordinances)16.D.2
09/10/2024
EXECUTIVE SUMMARY
Recommendation to authorize an exemption from the competitive process for a subscription to the Hoopla
digital service from Midwest Tape, LLC., for Library patron use, effective October 1, 2024, through
September 30, 2025, in an amount not to exceed $400,000 per Fiscal Year.
OBJECTIVE: To subscribe to the Hoopla digital service from Midwest Tape, LLC ("Midwest Tape") for library
patron use.
CONSIDERATIONS: The County first approved a subscription to the Hoopla digital platform providing patron
access to audiobooks, eBooks, and magazines through an Exemption from Competitive Process for up to $50,000
on October 9, 2017. Subsequently, the Board approved the authorization of expenditures up to $200,000 on
December 14, 2021 (Agenda Item #16.D.6) to provide increased access to titles within the Hoopla collection.
Public demand for electronic library resources saw a sharp rise during the pandemic and has steadily increased
since as consumers have adapted to digital services across platforms. The Library Division has acquired 2,557 new
users of Hoopla with a resulting FY 24 total of 4,227 active users increasing circulation by 17,967 to a total of
68,088 titles circulated. The increase of public demand has resulted in an increase of $53,142 in spending within
the last twelve (12) months for a total spend of $151,184.
Midwest Tape is the sole provider of electronic materials for its Hoopla electronic resource product. Hoopla is the
only Library vendor that offers digital services in various formats that includes eBook, eAudiobook, magazines,
and educational classes (such as Curiosity Stream and Great Courses). Hoopla provides Collier County Public
Library patrons with instantaneous, simultaneous, simplified downloadable and digital technologies.
While there are other digital vendors on the market serving public libraries, Hoopla provides the largest selection of
titles supporting a wider variety of mediums, due to its massive catalog of 1.6 million titles which are always
available for access. Hoopla not only offers content from the main five (5) publishing houses in America, but also
offers popular magazine titles, Great Courses Videos, Curiosity Stream, and content in multiple languages. The
Library Division anticipates continuing purchasing digital content from Hoopla, a proprietary software offered
through Midwest Tape, through Fiscal Year 2025.
As directed by the Board, the Library will provide an in-depth analysis of patron usage of the Hoopla platform
including a comparative analysis of similar digital platforms prior to any future requests for exemption from the
competitive process.
Collier County Procurement Ordinance 2017-08, Section 8.3, as amended, provides that subscriptions, periodicals,
newspapers, books, electronic information, media, maps, pamphlets, and similar material in printed or electronic
form are eligible for exemption from the competitive process based upon the determination that such an exemption
is in the best interest of the County. Staff requests that the Board approve this expenditure for up to $400,000 from
Midwest Tape, LLC., as an exemption under the Procurement Ordinance so that staff can procure the subscription
through a standard County -issued Purchase Order.
FISCAL IMPACT: The cost through Fiscal Year 2025 will not exceed $400,000, which will be budgeted in the
General Fund (0001), Library Donations Fund (1810), and Library Trust Fund (1140) and is contingent on Board
approval of the annual budget. Costs and funding sources for future years will be dependent on subsequent budget
year approvals.
Countywide historic spend has been increasing at a rate of approximately 20% in the last three Fiscal Years. The
current purchase order for FY24 is $200,000 and anticipated to increase each future Fiscal Year.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this Executive
Summary.
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16.D.2
09/10/2024
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 a subscription to the Hoopla
digital service from Midwest Tape, LLC., for Library patron use, effective October 1, 2024, through September 30,
2025, in an amount not to exceed $400,000 per Fiscal Year.
Prepared By: Catherine Cowser, Library Director, Library Division
ATTACHMENT(S)
1.25-017-EM Midwest Tape Hoopla _Revised Exemption from Competition (PDF)
2. Hoopla Business Case Final Rev 8.20.24(DOCX)
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16.D.2
09/10/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.13.2
Doc ID: 29821
Item Summary: *** This item continued from the August 13, 2024, BCC Meeting. *** Recommendation to
authorize an exemption from the competitive process for a subscription to the Hoopla digital service from Midwest
Tape, LLC., for Library patron use, effective October 1, 2024, through September 30, 2025, in an amount not to
exceed $400,000 per Fiscal Year.
Meeting Date: 09/10/2024
Prepared by:
Title: Management Analyst II — County Manager's Office
Name: Geoffrey Willig
08/29/2024 1:54 PM
Submitted by:
Title: Department Head — Public Services Department
Name: Tanya Williams
08/29/2024 1:54 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
Level 1 Department Review
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 1:54 PM
Skipped 08/29/2024 1:54 PM
Skipped 08/29/2024 1:54 PM
Skipped 08/29/2024 1:54 PM
Skipped 08/29/2024 1:54 PM
Skipped 08/29/2024 1:54 PM
Additional Reviewer Skipped
08/29/2024 1:54 PM
Skipped 08/29/2024 1:54 PM
Skipped 08/29/2024 1:54 PM
Skipped 08/29/2024 1:54 PM
Completed 08/30/2024 9:15 AM
Completed 08/30/2024 9:15 AM
Completed 09/04/2024 10:33 AM
09/10/2024 9:00 AM
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16.D.2.a
COl er Count
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:
Hoopla/Software streaming
Midwest Tape, LLC.
SECTION TWO
Historical Countywide Expenditure:
Requested Not to Exceed Expenditure Per FY:
$ 4,347,169
$ 400,000
Requested Date Range:
Budget FY:
0 One Time Purchase O Multiple Purchases
10/1/2024 - 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.
Annual subscription services to Midwest Tape, LLC.
proprietary's Hoopla digital platform. These services are for library
patron use and include but are not limited to multiple audiovisual titles such as audiobooks, eBooks and magazines.
While Midwest Tape has been used for other purchases, from 2018, the amount spent on Hoopla streaming services
has been approximately $637,142.
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EXEMPTION FROM COMPETITVE PROCESS FORM
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16.D.2.a
Detailed Public Purpose. Include why this purchase is essential to County operations.
Midwest Tape plays a crucial role in the Library Division's resources to the patrons of Collier County. These resources
enable lifelong learning and professional development to our community. As an audio-visual supplier, Midwest Tape
provides streaming services for six different formats through their proprietary platform, Hoopla. Hoopla provides
streaming access to eBooks, magazines and audiobooks for library users of all ages.
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.
O Yes O No If yes, provide the PCC number:
SECTION SIX
Requester:
Signature: Digitally signed by SpinaKim
Kim Spina
SpinaKim Date: 2024.06.28 12:25:58
-04'00'
Division Director:
Signature: Digitally signed by
CowserCatherine CowserCatherine
Catherine Cowser
Date: 2024.06.28 14:44:42-04'00'
Department Head (Required if over $50,000):
Signature:
Digitally signed by WilliamsTanya
WIIIIamsTanya
Tanya Williams
Date:2024.07.11 08:54:08-04'00'
Procurement Director ($50,000 and under):
Signature:
Procurement Director (Over $50,000 contingent on
Signature:
Board approval):
Sandra rnka
Sandra Srnka DDaeal 02a0820snedy1o52:11soao0'
Sandra Srnka
Procurement Use Only
Approved For: Library Services
Approved by Board:
Contract #:
Start Date 10/1/24
Date
Contract Not Applicable �✓
End Date 9/30/25
Agenda #
Exemption #: 25-017-EM
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EXEMPTION FROM COMPETITVE PROCESS FORM
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16. D.2.b
BUSINESS CASE FOR HOOPLA
Recommendation to approve an exemption from the Competitive Process as set forth in the
Procurement Ordinance for a subscription to Hoopla digital service from Midwest Tape for
Library patron use in the amount not to exceed $400,000 per Fiscal Year.
Hoopla is a digital service available exclusively to libraries offering eContent in the form of
audiobooks, eBooks, and magazines. This "digital lending service" provided by Hoopla helps
libraries remain relevant and competitive in a technology -driven culture dominated by digitized
services that offer information and entertainment 24/7. Collier County's library patrons can access
Hoopla's over 1,600,000+titles instantly — with just a simple click. On average, Hoopla is growing
their collection by almost 25% each year which translates into library patrons having access to a
constantly increasing selection of new and diverse content, offered in multiple formats as well as
content in 116 languages.
Hoopla is a "patron driven acquisitions" model which means patrons chose the title they would like
to "borrow" and the library pays for the title at the time of electronic check-out. This means every
purchase is a circulated purchase, driven by patron demand. Due to the volume of titles accessible
to patrons and the dynamic nature of Hoopla's "on demand" model, no price lists exist for
individual titles. The model allows instant and simultaneous borrowing, consisting of a collection
of 1,665,600+ titles that grows on average 25% annually. There is a price tier ranging between $0.01
- $3.99 depending on title. The average price of each circulation in the last 12 months is $2.18. This
subscription service allows CCPL patrons' access to Hoopla's entire collection. The Library
controls costs by monthly budgeting and setting a patron borrowing limit.
Hoopla's ease of service, popularity, and pricing allows Collier County Library to offer an array of
titles accessible in various formats to be delivered 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. In the last 12 months, the Library has seen an N
82% increase in new users of Hoopla with an increase in circulation of 31 %. N
Library subscriptions and electronic content are recommended to be exempt from the competitive
process due to the unique qualities of the service. Hoopla is the only Library vendor that offers
digital services in various formats that includes eBook, eAudiobook, magazines, and educational
classes (such as Curiosity Stream and Great Courses). Hoopla provides Collier County Public
Library patrons with instantaneous, simultaneous, simplified downloadable and digital
technologies.
Catherine Cowser, Division Director, Library Division
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