From
Amy Sprinkles
Title
Contract with OverDrive, Inc. for two years with four two-year extensions for digital e-Books through their OverDrive platform in an amount not to exceed $150,000 annually ($300,000 per contracting period;$1,500,000 cumulatively); authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms
Recommended Action
Approve
Analysis
Our current contract with our provider of digital content expires May 31, 2019. Therefore, a Request for Proposals (RFP 19062) was issued, and four vendors responded: EBSCO, Baker and Taylor, Bibliotheca, OverDrive. After evaluating responses, OverDrive was selected as the best value to the City. Recommendation for award is based on criteria included in the specification including; Price & Fees, Product & Services, Reputation & Past Relationship with the City, and Local Business Presence. We currently budget $61,000 a year for this content, but that continues to climb due to popularity of the format. Therefore, we recommend a contract of up to $150,000 a year, which gives us flexibility in the ten-year life of the contract.
Notice of RFP# 19062 was advertised in the Fort Worth Star Telegram, Bid Sync, and was distributed to 30 vendors. There were no of Grand Prairie vendors available for these services/commodities. Four proposals were received as shown on attachment A. OverDrive meets all requirements and qualifications and is recommended for award of this contract.
Financial Consideration
Funding for a two year contract with OverDrive is available in the FY 2018/2019 General Fund, Library department (321310-60055) books.