Title
3M Equipment, Maintenance and Support - Requirements Contract MCC 16015-CI (C) (Ordinance S-48740)
Description
Request to authorize the City Manager, or his designee, to extend and allow additional expenditures under Contract 147966 with Bibliotheca, LLC (formerly 3M Library Systems) for the purchase of hardware and software products, annual maintenance, and services for the Library Department. Further request authorization for the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $1,750,000.
Report
Summary
This contract provides Bibliotheca products and services and annual maintenance which the Library Department utilizes to support and maintain self-checkout stations, Open+ count sensors and occupancy software, RFID security gates, Automated Materials Handler hardware and software, and RFID staff workstations. Additionally, the contract provides annual libraryConnect reporting software subscriptions and RFID tags for library materials. Lack of a contract would negatively impact operations, potentially resulting in manual check-in and sorting of books and materials, and book material unavailability or loss. The term of the Maricopa County cooperative agreement the Library Department used to procure this product was extended through Sept. 30, 2025. The Library Department requests to extend the City's contract with Bibliotheca to match this term.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
Upon approval, the contract term will be extended through Sept. 30, 2025.
Financial Impact
Upon approval of $1,750,000 in additional funds, the revised total contract value will not exceed $4,357,000. Funds are available in the Library Department's budget.
Concurrence/Previous Council Action
The City Council approved Ordinance S-42384 on March 23, 2016, authorizing the contract for a term through September 30, 2021 for a total contract value of $1.8 million.
The City Council approved Ordinance S-47172 on Dec. 16, 2020, authorizing additional expenditure not to exceed $807,000, for a total contract value of $2.607 million.
The City Council approved Ordinance S-47917 on Sept. 8, 2021 to extend the term of the contract through September 30, 2022.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Library Department.