Title
Digital Library Reserve Access Agreement - Requirements Contract EXC 20-082 (Ordinance S-46733)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with OverDrive Inc, to purchase Digital Library Reserve Access materials and technical support for the Library Department, in an amount not to exceed $5,000,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Library Department seeks to enter into an agreement with OverDrive Inc to provide Library cardholder access to OverDrive Inc's digital media collection of eBooks, eAudiobooks, and eMagazines, and technical support to the Library and its cardholders. The collection includes over 250,000 copies of 130,000 titles of best sellers, non-fiction, child and teen material, and international formats, and as of 2019 more than 30,000 Library cardholders accessed the collection every month. Digital media circulation continues to grow among library cardholders, increasing at an annual rate of approximately 15 percent, and the Phoenix Public Library system is one of the highest circulating digital libraries in the country. Providing OverDrive's collection to the City's Library cardholders enables 24/7 access to the digital media content and eliminates the need for items to be checked in, checked out and shelved by staff or housed at the library. It also allows an expanding collection that could not be housed in a physical library space.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as a result of an approved determination memo which stated that the OverDrive Inc is the only vendor that can provide the digital library reserve access and technical support to the Library Department.
Contract Term
The five-year agreement term will begin on or about July 1, 2020.
Financial Impact
The aggregate amount will not exceed $5,000,000, with an annual expenditure of $1,000,000. Funds are available in the Library Department's budget.
Concurrence/Previous Council Action
The Phoenix City Council previous approved an agreement with OverDrive Inc on Oct. 15, 2014.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr. and the Library Department.