Agenda 08/26/2025 Item #16D 2 (Purchases from OCLC, Inc. as an exemption from competitive process acquision for services to Cloud Library)8/26/2025
Item # 16.D.2
ID# 2025-2449
Executive Summary
Recommendation to authorize purchases from OCLC, Inc., as an exemption from the competitive process, for the
acquisition of subscription services to CloudLibrary™ in a not to exceed amount of $350,000 per Fiscal Year, as
budgeted in FY 2026, for Exemption 25-734-EM.
OBJECTIVE: To obtain Board approval to subscribe to OCLC, Inc.’s (“OCLC”) CloudLibrary™ digital platform for
patron use providing seamless access to a large and ever-growing collection of digital content available remotely to
patrons 24/7; this supports access of Library content remotely without barriers.
CONSIDERATIONS: OCLC CloudLibrary™ is a digital platform service that provides curated digital content to
library patrons. CloudLibrary™ offers the propriety CloudLink feature, which allows library patrons to share over
$14.6M in digital content in the form of eBooks and eAudiobooks across a consortium, consisting of 43 Florida Library
system members, thus saving money and expanding collections. From FY23/24, Collier County Library patrons
borrowed 92,000+ books from other Florida library systems. The Florida consortium, the largest CloudLink group in the
world, allows our patrons to gain access to over 365,000+ copies at no additional cost. CloudLibrary™ also offers over
9,000+ 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 CloudLibrary™ platform in 2016. OCLC acquired the CloudLibrary™ platform
in April 2024 and the Board last approved an authorization of OCLC expenditures up to $600,000 on September 10,
2024 (Agenda Item 11.D.) to provide increased digital titles within the collection under the condition that the idea of a
“tiered fee structure” be investigated by the Library.
Library staff contacted digital platform vendors, including CloudLibrary™, inquiring about the availability of a “pay to
access” model for digital content. No vendor has a mechanism or payment process whereby library patrons are charged
for access to digital content, nor do they foresee implementing any such model in the future. Additionally, vendors
stated that implementing any type of “pay to access” model would violate the vendors’ terms and conditions with
publishers.
CloudLibrary™’s ease of service, popularity, and pricing allows the Collier County Library to offer an array of titles
through CloudLink and NewsStand effortlessly to the Library’s patrons - wherever they may be. The Library continues
to see continuous growth and demand for this service, rendering it a critical asset in the current collection. In FY24,
3,400 new library patrons joined CloudLibrary™.
Our research indicates a marginal increase in the number of digital content service providers. The Library requests to
continue our current subscription service to CloudLibrary™ through the exemption process for FY 2026. This will allow
staff time to initiate a solicitation for service to ensure digital materials are competitively acquired to guarantee fiscal
stewardship.
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 staff’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.
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8/26/2025
Item # 16.D.2
ID# 2025-2449
FISCAL IMPACT: The cost for FY 2026 will not exceed $350,000, which is included in the proposed budget in
Library Capital (3001), Library Donations (1810), and Library Trust Fund (1140) and is contingent upon Board approval
of the FY 2026 Budget.
Countywide historic spend highest in 2025 currently at $305,000 trending up to $350,000.
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 subscription services to CloudLibrary™, as budgeted, in FY 2026 for Exemption 25-734-EM, and to
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 CloudLibrary Business Case 07162025
2. 25-734-EM OCLC ($350,000)
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 a subscription to CloudLibrary™ and
CloudLibrary NewsStand from OCLC, Inc. as budgeted in FY 2026.
1. Why vendor was chosen
OCLC, which has for decades provided the library with bibliographic records, acquired
CloudLibrary™ from Bibliotheca LLC on April 2, 2024. CloudLibrary™ was added to Collier
County Public Library’s digital collection in 2016 since access to the platform allowed for
ePub downloads compatible with e-book readers such as the Nook and Amazon Fire.
Additionally, CloudLibrary’s™ CloudLink feature provides patrons access to over $14.6M
in content across a consortium consisting of 43 Florida library systems.
2. Benefits of the action
Benefits provided by CloudLibrary™ ensure a continuation of service that provides
patrons instant access to eBooks, eAudiobooks, and through NewsStand, eMagazines,
wherever they may be. Continuous growth and demand of digital content by patrons
renders CloudLibrary™ a critical asset in the current collection; in FY24, 3,400 new patrons
were added, and total circulation rose by 109%. Additionally, through FY23/24, library
patrons borrowed 92,000+ books from other Florida library systems via the consortium
CloudLink, at no additional cost to the County.
3. Risk of not taking the action
The Library will no longer be able to access the digital content already purchased, nor will
patrons have additional access to the CloudLink’s consortium of 365,000+ eBooks for
check out – items paid for by other library systems but available free to CCPL cardholders.
Also, patrons would lose access to over 9,000+ digital magazines and newspapers in 50+
languages through the NewsStand feature.
4. Why is this action the best value solution
Continuation of the CloudLibrary™ subscription and its proprietary CloudLink
consortium allows patrons to effortlessly access a large and diverse content of digital
material today’s public library systems, in keeping with demand and technology,
traditionally offer patrons. Fiscally, the CloudLink consortium provides access to almost
$15M of eBooks and eAudiobooks to patrons at no additional cost, strategically
optimizing the library’s budgetary allocation for digital content. Access to the
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COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
Page 2 of 2
NewsStand magazine feature offers patrons unlimited use for a single price, with an
average cost of $1.39 per magazine download.
5. Other options to the action
While the library could solely offer eBooks through our subscription to Overdrive’s Libby
digital platform, this company does not provide access to consortium level digital
holdings as CloudLink does. Discontinuation of CloudLibrary™ would translate into the
loss of the library’s eBook/eAudiobooks purchases dating back to 2016, as well as the
potential to check out the 365,000+ titles purchased by other library systems.
Additionally, patrons would lose the ability to check out eMagazines, which have
become increasingly popular as the physical magazine collection has shrunk significantly
over time due to lack of in-house use. The loss of NewsStand would mean patrons
would have to solely rely on the physical copies found in their local branch, which
typically hold less than 20 different titles.
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 a subscription to CloudLibrary™ and NewsStand 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
Page of 2 Page 3270 of 4682
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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