Title
Bibliotheca, LLC - Library Equipment Maintenance and Support Contract - RFA 25-0688 Request for Award (Ordinance S-52252) - Citywide
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Bibliotheca, LLC, to provide equipment, maintenance and repair services for the Library Department. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $3,000,000.
Report
Summary
This contract will provide the library branches with security products, services and annual maintenance of the existing equipment. The library branches utilize self-check kiosks and building occupancy management such as radio frequency identification (RFID) tags, pads and security gates. Bibliotheca security products allow the library to maintain accurate inventory, manage the check-in/out of all library materials and provide theft-deterrent capabilities. Ongoing maintenance and support are critical to ensure system functionality, timely software upgrades and replacement of outdated equipment. Without this contract, libraries may experience disruptions in core services such as automated check-in and sorting of books and materials, potentially resulting in longer wait times, increased manual processing and higher risk of materials being lost or unavailable to the public. This agreement will help ensure uninterrupted library operation and continued access to efficient, user-friendly services for the community.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition. Bibliotheca's proprietary hardware and software support essential functions such as inventory management, check-in/out processes, and theft deterrence. Only Bibliotheca can maintain this equipment due to its proprietary nature. Switching providers would necessitate replacing all RFID-based equipment and retraining staff on a new system, which would be highly disruptive and costly.
Contract Term
The contract will begin on or about October 1, 2025, for a five-year term with a one-year option to extend.
Financial Impact
The aggregate contract value will not exceed $3,000,000 for the aggregate term. Funding is available in the Library Department's operating budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Inger Erickson and the Library Department.