Contract Request Template (Contracts; IGAs; Leases)
Date Submitted: 4-10-2023
Requesting Agency: Denver Public Library
Division:
Subject Matter Expert Name:
Email Address:
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 Recollect USA Inc., to improve and expand the digital asset management system for the Denver Public Library.
Approves a contract with Recollect USA, Inc. for $1,500,000 and through 3-31-2028 to improve and expand the digital asset management system for the Denver Public Library, citywide (BOOKS-202366356). The last regularly scheduled Council meeting within the 30-day review period is on 5-15-2023. The Committee approved filing this item at its meeting on 4-12-2023.
body
Affected Council District(s) or citywide? Citywide
Contract Control Number: BOOKS-202366356
Vendor/Contractor Name (including any “DBA”): Recollect USA, Inc.
Type and Scope of services to be performed:
This agreement provides for an upgrade to our existing digital asset management system and will provide a better user experience for the public to access DPL’s Special Collections and Digital Archives. Due to ongoing digitization projects, including the Rocky Mountain News and some collections at the Blair Caldwell African American Research Library, the digital collection will be growing considerably over the next few years. This contract will allow for the expansion of that storage. It will also provide a better online user experience for customers who wish to view digital archives and even order prints.
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:
April 1, 2023 through March 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:
$1.5 Million
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.)