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Agenda Item
ASR
Control 21-000256 |
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MEETING DATE: |
06/22/21 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
OC Community Resources (Approved) |
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Department contact
person(s): |
Dylan Wright (714) 480-2788 |
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Julie Quillman (714) 566-3086 |
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Subject: Renewal of Contract with
OCLC, Inc. for Library Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: N/A |
Current Year Cost:
N/A |
Annual Cost:
FY 2021-22: $128,344 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 06/02/2020
#31, 06/25/2019 #48, 06/26/2018 #60, 7/11/2017 #27 |
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RECOMMENDED ACTION(S):
Approve and authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Four to renew the Contract with OCLC Inc. for library services for the term of August 1, 2021, through May 31, 2022, in an amount not to exceed $128,344 for a revised cumulative total amount not to exceed $708,277.
SUMMARY:
Approval to renew the Contract with OCLC Inc. for Library Services will support OC Community Resources/OC Public Libraries in providing effective services for cataloging, interlibrary loan and worldwide library sharing of materials, information and services to patrons.
BACKGROUND INFORMATION:
Since 1985, OCLC Inc. (OCLC) has provided OC Community Resources/OC Public Libraries (OC Public Libraries) with cataloging services, including access to software, computer codes, systems and other proprietary content used for the library's cataloging of materials. OCLC is the sole provider and distributor of its copyrighted online services and bibliographic database that provides bibliographic records for the more than 382,402 unique titles in the library's catalog. Using OCLC's services, OC Public Libraries is able to request interlibrary loan books from 16,000+ member libraries in more than 120 countries. OC Public Libraries averages over 500 interlibrary loan requests monthly.
On July 11, 2017, the Board of Supervisors (Board) approved Contract MA-012-17011868 (Contract) with OCLC for online cataloging, interlibrary loan and related library services, for the term of August 1, 2017, through July 31, 2018, renewable for four additional one-year terms.
On June 26, 2018, the Board approved the second-year contract renewal for the term of August 1, 2018, through July 31, 2019.
On June 25, 2019, the Board approved the third-year contract renewal for the term of August 1, 2019, through July 31, 2020
On June 2, 2020, the Board approved the fourth-year contract renewal for the term of August 1, 2020, through July 31, 2021.
OCLC's subscription service allows patrons around the world to discover collections through FirstSearch/WorldCat Discovery. Through OCLC's CONTENTdm hosting services, patrons can search and view over 4,000 digital photos, documents and videos about Orange County history, which were viewed over 12,000 times in 2020.
Since this is the final year of the Agreement, OC Public Libraries will continue to seek other vendors that are able to provide comparable service; however, no other vendors offer the same format, scope of coverage and depth of information at this time. OCLC’s competitor, Innovative SkyRiver, offers around 70 million records while OCLC offers over 450 million to its customers. In addition, OCLC's records are accessible to all libraries and integrated library systems, whereas competitors’ records are generally only accessible to libraries who use the competitors' proprietary integrated library systems. In addition, OCLC's competitor does not support interlibrary loan services. This Contract enables OC Public Libraries to leverage the current online resources provided by OCLC to deliver online services to patrons.
This is a Sole Source Contract and a County Procurement Office completed Sole Source form is attached to this Agenda Staff Report. This Contract does not currently include subcontractors or pass through to other providers. See Attachment C for Contract Summary Form. The Contractor's performance has been confirmed as satisfactory. OC Public Libraries has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests.
FINANCIAL IMPACT:
Appropriations for this Contract will be included in the OC Public Libraries/Budget Control 120 FY 2021-22 Budget.
The proposed Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of the Contract. If such appropriations are not approved, the Contract may be immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment Number Four to Contract
MA-012-17011868 with OCLC, Inc.
Attachment B - Contract MA-012-17011868 - Redline
Attachment C - Contract Summary Form
Attachment D - Sole Source Approval from BidSync
Attachment E - OCLC Sole Source Form