Title
Online Cataloging - OCLC - Contract 133227 - Amendment (Ordinance S-53187) - Citywide
Description
Request to authorize the City Manager, or his designee, to amend Contract 133227 with OCLC, Inc. to extend the contract term and add additional funds for cataloging and metadata-related services for the Library Department. Further request an exception to Phoenix City Code Section 42-18 to authorize inclusion of indemnification and assumption of liability provisions in the agreement that would otherwise be prohibited. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $1,600,000.
Report
Summary
This contract provides over 110 million bibliographic records and metadata customization options that reduce cataloging time for library staff. This increases efficiency and better quality records by providing up to date information and improves customer service experience. Without access to OCLC's vast inventory of bibliographic records, as well as their associated tools and services, library staff workloads would increase significantly and current work flows would need to be reorganized. Due to the volume of records that would need to be recreated, the ability to customize and update holdings would be reduced, resulting in delays and diminished customer experience.
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. OCLC provides various cataloging-related services. These services include unlimited access to Development and Reference Resources: WorldCat Metadata API, WorldCat Knowledge Base API, WorldCat Registry API, tools and services to help create and manage bibliographic records and metadata customization. OCLC, Inc. is the only company that provides these proprietary resources to libraries.
Contract Term
Upon approval, the contract will be extended through September 30, 2031.
Financial Impact
Upon approval of $1,600,000 in additional funds, the revised aggregate value of the contract will not exceed $3,215,000.
Funding is available in the Library Department's Operating budget.
Concurrence/Previous Council Action
The City Council previously reviewed this request:
- Online Cataloging-OCLC, Contract 133227 (Ordinance S-38226) on October 5, 2011;
- Online Cataloging-OCLC, Contract 133227 (Ordinance S-41897-AZ) on July 1, 2015;
- Online Cataloging-OCLC, Contract 133227 (Ordinance S-44802) on June 20, 2018;
- Online Cataloging-OCLC, Contract 133227 (Ordinance S-47945) on September 15, 2021; and
- Online Cataloging-OCLC, Contract 133227 (Ordinance S-51827) on April 23, 2025.
Department
Responsible Department
This item is submitted by Deputy City Manager Gina Montes and the Library Department.