Agenda 11/10/2020 Item #16D 1 (Purchases from OCLC - Online Computer Library Center)11/10/2020
16.D.1
EXECUTIVE SUMMARY
Recommendation to authorize purchases from Online Computer Library Center, Inc., ("OCLC")
as an exemption from the competitive process, to obtain an annual subscription using a County
issued Purchase Order for library cataloging and interlibrary loan services for library patron use,
in a not to exceed amount of $120,000 per fiscal year, as budgeted, through FY2025.
OBJECTIVE: To purchase database access for library cataloging and interlibrary loan services for
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 18,000-member libraries
spanning 123 countries and is funded by the membership's use of services. For over 30 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 "MARC" records (Machine
Readable Cataloging 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. Over the past five years, over 16,000 items have been provided and received by the
library with this service. 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 its
holdings.
Section 8, subsection 3 of Collier County Procurement Ordinance No. 2013-69, as amended, provides that
subscriptions, periodicals, newspapers, books, electronic information, media, maps, pamphlets, 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 his designee, the Procurement Services
Director, that approval of an exemption is in the best interest of the County. The Ordinance further
requires that purchases in this category exceeding $50,000 in annual expenditures be approved by the
Board. The required exemption forms approved by Procurement Services are attached, along with staff s
business case in support of approving the exemption. All purchases would be obtained through the
issuance of a County standard form Purchase Order.
FISCAL IMPACT: The cost for FY2021 will not exceed $120,000, which is budgeted in Library
General Fund (001), Library Grant (129) Project 46044, and Library Trust Fund (612). Reimbursement
through the Florida Department of State, State Aid to Libraries Federal Grant Program will not be
sought.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To authorize purchases from OCLC as an exemption from the competitive
process and to obtain an annual subscription using a County issued Purchase Order for library cataloging
and interlibrary loan services for library patron use in a not to exceed amount of $120,000 per fiscal year,
as budgeted, through FY2025.
Prepared By: Yahaira Magee, Purchasing Technician, Library Division
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16.D.1
11/10/2020
ATTACHMENT(S)
1. FY21 Exemption Request 014 - OCLC (1) (PDF)
2. OCLC Library Business Case (DOCX)
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16.D.1
11/10/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.1
Doe ID: 13880
Item Summary: Recommendation to authorize purchases from Online Computer Library Center,
Inc., ("OCLC") as an exemption from the competitive process, to obtain an annual subscription using a
County issued Purchase Order for library cataloging and interlibrary loan services for library patron use,
in a not to exceed amount of $120,000 per fiscal year, as budgeted, through FY2025.
Meeting Date: 11/10/2020
Prepared by:
Title: Administrative Assistant — Library
Name: Karen Tibbetts
10/09/2020 12:42 PM
Submitted by:
Title: Division Director - Library — Library
Name: Tanya Williams
10/09/2020 12:42 PM
Approved By:
Review:
Library
Tanya Williams
Additional Reviewer
Procurement Services
Opal Vann
Level 1 Purchasing Gatekeeper
Procurement Services
Sara Schneeberger Additional Reviewer
Procurement Services
Catherine Bigelow
Additional Reviewer
Procurement Services
Sandra Herrera
Additional Reviewer
Operations & Veteran Services
Joshua Hammond
Level 1 Reviewer
Public Services Department
Todd Henry
Level 1 Division Reviewer
Public Services Department
Steve Carnell
Level 2 Division Administrator Review
County Attorney's Office
Scott Teach
Level 2 Attorney Review
Grants
Erica Robinson
Level 2 Grants Review
Office of Management and Budget
Debra Windsor
Level 3 OMB Gatekeeper Review
Budget and Management Office
Ed Finn
Additional Reviewer
County Attorney's Office
Jeffrey A. Klatzkow
Level 3 County Attorney's Office Review
Grants
Therese Stanley
Additional Reviewer
County Manager's Office
Geoffrey Willig
Level 4 County Manager Review
Board of County Commissioners
MaryJo Brock
Meeting Pending
Completed
10/09/2020 1:52 PM
Completed
10/09/2020 1:55 PM
Completed
10/12/2020 9:43 AM
Completed
10/12/2020 11:45 AM
Completed
10/13/2020 1:50 PM
Completed
10/13/2020 2:53 PM
Completed
10/13/2020 3:47 PM
Completed
10/13/2020 4:09 PM
Completed
10/16/2020 9:08 AM
Completed
10/19/2020 10:47 AM
Completed
10/19/2020 10:58 AM
Completed
10/20/2020 10:42 AM
Completed
10/20/2020 10:55 AM
Completed
11/02/2020 9:21 AM
Completed
11/02/2020 11:30 AM
11/10/2020 9:00 AM
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16.D.1.a
Collier County
Administrative Services Department
Procurement Services Division
Exemptions from the Competitive Process
Instructions
The following procurement categories may be eligible for exemption from 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.
Requester Name: Yahaira Magee
Vendor Name: OCLC
Division: Library
Item / service: Software Subscription
Budget Year: FY2021 - FY2025
Not to Exceed 120,000.00
per Fiscal Year:
One time purchase: ❑
Multiple purchases: 9
Requested
date range: 10/01/2019-09/30/2025
Is there an agreement
associated with this Yes ❑ No M
Exemption?
❑ 1. Government Agency/Non-
❑ 2. Registrations/dues/
❑■ 3. Subscriptions/periodicals/
❑ 4. Advertisements
Profit
training
printed materials
❑ 5. Utility services — subject
❑ 6. Education/academic
❑ 7. Legal services
❑ 8. Purchases required by
to government control
programs/trainers, speakers
grants/gifts
❑ 9.Compatibility/proprietary
❑ 10. Shop estimates on
❑ 11. Personnel/recruitment
❑ 12. Works of art for public
with current systems
disassembled equipment
services
display
❑ 13. Direct purchases
❑14. Financial instruments
❑ 15. Entertainment services
❑ 16. Management studies as
for County sponsored events
directed by County Manager
❑ 17. Resolution/BCC direction (Indicate resolution number and approval date):
Description of Purchase: Enter a description of the item(s) items that will be purchased under this exemption.
Database access for Library cataloging and interlibrary loan services.
Purpose: Describe in detail, the purpose of the requested item(s).
OCLC provides catalog ready records for the library's Integrated Library System which adds to
the library's overall collection, making titles searchable and findable through a variety of data
options (title, author, ISBN, etc). OCLC also provides an interlibrary loan service with libraries
throughout the United States to help supplement the library's collection and meet the research
and reading needs of our community.
Requester: Yahaira Magee
Signature:MageeYahaira Date�'2020.09.25y124455 a0400'
Date: 09/25/2020
Division Director:
Tanya R. Williams
Signature:wllllamSTan a Digitally signed byWilliamsTanya
y Date 2020.09.28111443-04'00'
Date:
09.28.2020
Procurement Strategist:
g Sara Schneeberger
Signature: Digitally rgedby
g SchneebergerSara Dst. 2 20.10.01
Date: 2020.10.01 08:46:10
Date:
-04'00'
Procurement Director: Catherine Bigelow
Catherine
Dlg.telly signed by cat alg,1-
C at Bigelow DM cn=Cat aigelow o=Collier County
Signature Gn
Date:
Date:
Or designee
emal-cabebnedl04,5c-04e Dvnet.c-U5
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Date. zszo.mst os.ars7 -saos
For Procurement Use Only:
❑ Onetime approval ❑ One year approval ❑■ Multi -Year Approval:
Start 10/01/2020 End 09/30/2025
a
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16.D.1.b
COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
BUSINESS CASE FOR:
Recommendation to authorize expenditures for Library cataloging and interlibrary loan
services from Online Computer Library Center (OCLC), as budgeted through FY 2025.
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 over
70,000 items added to CCPL's holdings last year, 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
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16.D.1.b
COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
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.
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 I billion collectively.
6. Product listing, but not limited to:
Management Services
• Wise: Community engagement system for public libraries
• WorldShare Management Services
• WorldShare License Manager
• EZproxy
• GreenGlass
• WorldCat Digital Collection Gateway
Metadata Services
• OCLC Cataloging and Metadata Subscription
• Dewey Services
• Contract Cataloging
• CatExpress
• Syndeo
Resource Sharing Services
• WorldShare Interlibrary Loan
• Tipasa
Discovery and Reference Services
• Worldcat.org
• Worldcat Discovery
• FirstSearch
7. Staff assessment and recommendation of fair and reasonable
The Library recommends an authorization of expenditures for Library cataloging and
interlibrary loan services from Online Computer Library Center (OCLC) to meet patron needs.
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