CC MEETING: NOVEMBER 05, 2024
DATE: October 22, 2024
TO: Erin Rinehart, City Manager
FROM: Jonathan Scheu, Library Director
Chrystal Davis, Assistant City Manager
Title
Consider Authorizing The City Manager To Enter Into A Contract Pursuant To RFP #24-022 With ByWater Solutions, Inc. For Integrated Library System In An Amount Not To Exceed $42,380.00 For Year One And A Total Five-Year Contract Amount Not To Exceed $124,821.00.
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BACKGROUND:
This Request for Proposal is to establish an annual contract for the integrated library system for the City of Carrollton's libraries. An Integrated Library System (ILS) functions as the backbone of library operations managing material procurement, cataloging, circulation, and patron records. The software touches nearly every aspect of the library and is the public face for customer account management, catalog interactions, and resource integrations.
Bid notifications were posted online, previous and interested vendors were contacted, and advertisements were placed in the Dallas Morning News. Five (5) vendors submitted responses. Submissions were evaluated based on criteria related to quality of proposed solution, pricing, solution delivery, and work history. Interviews were conducted with the top three vendors and ByWater Solutions, Inc. was selected as the best value based on the factors described above.
ByWater Solutions, Inc. currently supports over 2,500 individual library sites worldwide, including 11 public library systems in the North Texas region. This is the city's first time using ByWater Solutions, Inc.
The award will be for a one-year initial term and four (4) additional, one-year renewal options, if mutually agreed upon by the City and the vendor, for a potential five-year total contract.
FINANCIAL IMPLICATIONS:
Approved funding for Integrated Library System Services is set at $124,821.00 with a 10% contingency built into the total budgeted amount.
ACCTNG UNIT ACCOUNT BUDGET AMOU...
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