Contract Request Template (Contracts; IGAs; Leases)
Date Submitted: 2-27-2023
Requesting Agency: Denver Public Library
Division:
Subject Matter Expert Name: Melissa Bordwine
Email Address: Mbordwine@denverlibrary.org
Phone Number:
Item Title & Description:
(Do not delete the following instructions)
These appear on the Council meeting agenda. Initially, the requesting agency will enter a 2-3 sentence description. Upon bill filling, the City Attorney’s Office should enter the title above the description (the title should be in bold font).
Both the title and description must be entered between the red “title” and “body” below. Do not at any time delete the red “title” or “body” markers from this template.
title
A resolution approving a proposed Agreement between the City and County of Denver and Bibliotheca, LLC to lease self-checkout machines and related software licensing for all 27 Denver Public Library branch locations.
Approves a contract with Bibliotheca, LLC for $769,226.65 and through 1-31-2028 to lease self-checkout machines and related software licensing for all 27 Denver Public Library branch locations, instead of paying an annual licensing fee, owning the machines and handling replacement costs (BOOKS-202265188). The last regularly scheduled Council meeting within the 30-day review period is on 4-3-2023. The Committee approved filing this item at its meeting on 3-1-2023.
body
Affected Council District(s) or citywide? Citywide
Contract Control Number: BOOKS-202265188
Vendor/Contractor Name (including any “DBA”): Bibliotheca, LLC
Type and Scope of services to be performed:
To provide for the lease of self-check machines and related software licensing for all 27 DPL branch locations. This agreement allows for the lease of self-check machines and software at all DPL branch locations. Self-check machines already exist at all branches; however, this changes the contract model and allows for additional savings and less burden on staff for things like software updates and dealing with out of date or broken machines.
EXECUTIVE SUMMARY
Bibliotheca (formerly 3M) was selected as DPL’s self-check system in 2008. For standardization purposes, we have continued to use Bibliotheca self-checkout machines and RFID technology. DPL has various integrations with Bibliotheca self-check software and our resources, such as Novelist recommendations and authentication with our ILS system, Polaris.
This contract will represent a savings of approximately $200,000 over the five-year term, as well as representing a shift in service model that allows for smaller, more flexible self-checkout units that can be moved as branch needs change. Rather than paying yearly software licensing as well as buying new machines every five years, DPL will now pay $153,845.33 per year and the self-check units will be replaced at no cost whenever they are deemed too expensive to repair or have reached their end of life. DPL does not have to handle upgrades; everything is provided by Bibliotheca as part of the lease agreement.
Location (if applicable):
WBE/MBE/DBE goals that were applied, if applicable (construction, design, Airport concession contracts): N/A
Are WBE/MBE/DBE goals met (if applicable)?
Is the contract new/a renewal/extension or amendment?
New
Was this contractor selected by competitive process or sole source?
Competitive
For New contracts
Term of initial contract:
2-1-2023 - 1-31-2028
Options for Renewal:
How many renewals (i.e. up to 2 renewals)?
Term of any renewals (i.e. 1 year each):
Cost of initial contract term:
$769,226.65
Cost of any renewals:
Total contract value council is approving if all renewals exercised:
For Amendments/Renewals Extensions:
Is this a change to cost/pricing; length of term; terms unrelated to time or price (List all that apply)?
If length changing
What was the length of the term of the original contract?
What is the length of the extension/renewal?
What is the revised total term of the contract?
If cost changing
What was the original value of the entire contract prior to this proposed change?
What is the value of the proposed change?
What is the new/revised total value including change?
If terms changing
Describe the change and the reason for it (i.e. compliance with state law, different way of doing business etc.)