Title
Library Electronic Resources and Associated Services Contract - RFQu 23-001 - Request for Award (Ordinance S-49930)
Description
Request to authorize the City Manager, or his designee, to enter into contracts with multiple offerors, detailed in Attachment A, to provide electronic resources and associated services for the Library Department. Further request to authorize the City Controller to disburse all funds related to this item. The aggregate value of the contracts will not exceed $12,500,000.
Report
Summary
This contract will provide electronic resources and associated services for the Library's 16 branch libraries and the Central Library. The Library serves the needs of more than 900,000 registered borrowers. The Phoenix Public Library supports the City Manager's Strategic Plan by promoting early literacy, preparing young children for academic success, and achieving educational excellence for all Phoenix residents.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
A Request for Qualifications procurement was processed in accordance with Administrative Regulation 3.10 to establish a Qualified Vendor List (QVL).
Seventeen offerors submitted qualifications and were deemed to be responsive and responsible. An evaluation committee of City staff evaluated those offers based on the following minimum qualifications:
1. Provide Internet-based electronic resources in one or more of the required content areas.
2. Disallow advertising or solicitation in content targeted towards the ages of birth up to 18 years old.
3. Support access and compatibility with all major browser applications.
4. Allow Library users to access the resources while physically onsite at any of the Library's locations.
5. Provide access 24 hours a day, 365 days a year.
6. Achieve and maintain a greater than 98 percent uptime over 12 months.
7. Respond to technical issues within two days.
8. Provide two business day advance notice of critical security updates.
9. Provide promotional materials that describe available resources.
10. Provide technical support at no additional cost to the Library.
11. Allow users 18 and over to opt out of receiving advertising or solicitations.
12. Include content in either English or Spanish, or both.
13. Provide an English language version of any resource interface.
14. Provide basic encryption for all user-hosted information.
After reaching consensus, the evaluation committee recommends award to the offerors in Attachment A.
Contract Term
The contracts will begin on or about July 1, 2023, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value will not exceed $12,500,000.
Funding is available in the Library Department's Operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Library Department.