Agenda 08/26/2025 Item #16D 1 (Purchases from OCLC, Inc. as an exemption from the competitive process for the acquisition of services for library cataloging and interlibrary loan services)8/26/2025
Item # 16.D.1
ID# 2025-2448
Executive Summary
Recommendation to authorize purchases from OCLC, Inc., as an exemption from the competitive process, for the
acquisition of a subscription service for library cataloging and interlibrary loan services in an amount not to exceed
$100,000 per Fiscal Year, as budgeted, through Fiscal Year 2026, for Exemption 25-727-EM.
OBJECTIVE: To obtain Board approval to subscribe to OCLC, Inc.’s (“OCLC”) 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 three decades 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.). 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.
Staff have reached out to comparable public library systems and have determined OCLC is the standard platform in use
for cataloging and interlibrary loan services. OCLC provides access to over three million cataloged titles, the largest
bibliographic database in the world, as well as owning the Dewey Decimal Classification System. The Library requests
to continue our current subscription service to OCLC for cataloging and interlibrary loan services through the exemption
process for FY 2026. This will allow staff time to work with Procurement on the feasibility of obtaining a Sole Source
Waiver moving forward.
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 approved by the Board. The required
exemption form approved by the Procurement Services Division is attached, along with Library’s business case in
support of approving the exemption.
This item is consistent with the Quality of Place objective of Collier County’s Strategic Plan through the preservation
and enhancement of the character of our community. Additionally, this item is consistent with the objective to provide
quality public amenities.
FISCAL IMPACT: The cost for FY 2026 will not exceed $100,000, which is included in the proposed budget in
General Fund (0001) and is contingent upon Board approval of the FY 2026 Budget.
Countywide historic spend has been on average $63,000 for OCLC with the highest spend in FY21 at $98,000.
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
RECOMMENDATIONS: To authorize purchases from OCLC, Inc. as an exemption from the competitive process for
the acquisition of a subscription service to library cataloging and interlibrary loan services in an amount not to exceed
$100,000 per Fiscal Year, as budgeted with Board approval, through FY2026 for Exemption 25-727-EM, and to
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8/26/2025
Item # 16.D.1
ID# 2025-2448
authorize staff to make this subscription purchase through the issuance of a standard County issued Purchase Order.
PREPARED BY: Catherine Cowser, Library Director, Library Division
ATTACHMENTS:
1. OCLC Catalog Business Case 07162025
2. 25-727-EM OCLC ($100,000)
3. 25-734-EM OCLC COI Waiver
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COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
Page 1 of 2
BUSINESS CASE FOR:
Recommendation to authorize expenditures for Library cataloging and interlibrary loan
services from OCLC, Inc. as budgeted in FY 2026.
1. Why 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.
2. Benefits of the 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.
3. Risk of not taking the action
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.
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 time
saved at a premium for library staff. 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
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COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
Page 2 of 2
library’s catalog. No other supplier offers the scale, quality, or member network of
resources that OCLC provides.
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.
6. Staff assessment and recommendation of fair and reasonable
Library subscriptions and electronic content are exempt from the competitive process
due to the limited availability of competitive sources. The Library recommends an
authorization of expenditures for Library cataloging and interlibrary loan services from
OCLC, Inc. to meet patron needs.
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EXEMPTION REQUEST FORM
Revised
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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.
Disclaimer: Exemptions are not active until the Procurement Director approves the request or the requested start date, whichever is
later. Exemptions that require review by the Board of County Commissioners are not valid until Board approval is received. No purchase
order requests will be processed until formal approval has been received.
Submit Exemption requests to Procurement Services via the Jira Ticketing System.
Exemption Category:
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 and
approval date)9. Compatibility/Proprietary with current systems
SECTION ONE
Division: Requested Not-to-Exceed Expenditure Per FY:
Vendor Corporate Name: Summary of Item(s)/Service(s):
SECTION TWO
One-Time Purchase Multiple Purchases
SECTION THREE
Detailed Description of Purchase.Enter a description of the item(s) that will be purchased under this waiver.
Detailed Public Purpose. Include why this purchase is essential to County operations.
Does this purchase require the County to accept terms and conditions, including those contained in hyperlinks?
Yes No If yes, attach documentation.
Subscriptions/Periodicals/Printed Materials
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EXEMPTION REQUEST FORM
SECTION FOUR
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.
Yes No
If yes, provide the PCC number:
SECTION FIVE
Requester: Signature:
Division Director: Signature:
Department Head (Required if over $50,000): Signature:
Procurement Director or Designee: Signature:
PROCUREMENT USE ONLY
: Additional Commentary:
P-Card PO
Approved Date Range
Start Date:
End Date:
Contract #:
Contract Not Applicable
Exemption #:
Contingent Upon Board Approval:
Yes No
Agenda #:
Approval Date:
Revised
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From:Michael Quigley
To:DL-SAP Users
Cc:Greily Gonzalez; Kevin Anderson; Michael Quigley
Subject:Updated COI waiver
Date:Wednesday, July 31, 2024 8:10:27 AM
Attachments:CountyLogo-FullColor_948165c4-9665-41b4-9162-fbb16abff557.png
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In an effort to facilitate the requisition request process for divisions, Procurement staffs, and Risk we areproviding a blanket waiver of insurance requirements for the following type of purchases:
1. Online purchases of items or parts for which the vendor uses a shipping company as the delivery
method.
2. In-store purchases in which county employees go to a local shop or store to purchase and pickup the items, parts, or other goods.
3. Dues and Memberships
4. Online Subscriptions or third-party data access purchases
5. Onsite or Online Training Instructors
6. Musicians, Performers, DJs, facepainting
7. Music instructors, such as piano or any other musical instruments
8. When the County is a tenant on a lease: Under these circumstances it is the County who mustpresent proof of insurance to the Landlord.
9. When the County is issuing a PO for a donation or contribution:
1. In this case the County is paying a bill, rather than procuring a service or making a purchase.
10. Piggyback agreements – as those are being reviewed, COI and Risk approval will be saved in thefolder “COI approved by Risk” found in I:\ASD\Procurement Services\Purchasing\ApprovedPiggyback Contracts\COI approved by Risk, for staff members to access and attach to the PREQ.Approval will be granted UP TO the expiration date of the policies listed on the COI.
1. Verify if an approval has been provided for vendor first.
11. PB Agreements in SAP – it is NOT necessary for County staff to request approval as all COIs inSAP have been vetted and approved.
12. Quoting (SQ, 3Q, QQ) services for vendors under contract – if a staff member is obtaining a quotefor a vendor with a contract in SAP, although the services are not part of the bid, the COI that hasbeen attached to the contract CAN BE used if the coverages did not expire.
1. Please annotate in item note text that the “vendor is under an SAP agreement” in the PREQ
for approval processing.
Michael Quigley RMPE
Division Director - Risk Management
Risk Management
Office:239-252-8906
Mobile:239-206-7138
3311 Tamiami Trail E. Building D
Naples, FL 34112
Michael.Quigley@colliercountyfl.gov
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