Subject:
Title
Approval, Re: One-year extension to The Library Corporation’s agreement
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Fiscal Impact:
Fiscal Year 2019-2020--$131,877.62 is budgeted in fund 1700, cost center 303083 State Aid.
Dept/Office:
Library Services
Requested Action:
Recommendation
It is requested that the Board of County Commissioners approve and authorize the Chair to execute a one-year extension to The Library Corporation’s current agreement and authorize the County Manager to execute necessary budget change request.
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Summary Explanation and Background:
The Library Corporation (TLC) has been Brevard County Libraries’ vendor of choice for Library Services primary integrated system since 2007. This integrated system, CARLX, improves the efficiency of the library by providing functionality such as tracking the circulation of library materials, managing patron accounts, online catalog for adults and kids, inventory management, and financial operations such as managing fines and fees. As part of the TLC agreement, they also provide 3rd party services such as an automated phone system for patron contact, email and text patron notifications, public computer reservation and print management systems, and connections that allow communication between other applications like the library’s digital services. The library continues to be pleased with the systems, services, and support provided by TLC.
CARLX was originally purchased in 2007 after being selected through an extensive request for proposal (RFP) process. There was a price reduction in 2012 with the 5-year Addendum 1 to the original contract. A second 5-year addendum was approved in 2015. This Addendum 2 allowed the library to move to a hosted environment verses on-premise servers. This 2nd addendum expires August 31, 2020.
In January 2020, Library Services began the process in gathering library system requirements as part of an integrated library system request for proposal (RFP). Since the library’s primary integrated system has many modules, the requirements process is very extensive. This process was halted in early March due to challenges with the COVID-19 pandemic to ensure that library staffing’s priority was to continue service to the public. As such, library staff and other departments involved have been unable to proceed with the RFP process.
Due to this unplanned disruption, Brevard County Libraries is requesting that the Board of County Commissioners approve a one-year extension to TLC’s current Addendum 2 agreement. The proposed extension, Addendum 3, will expire August 31, 2021. The cost of this extension would be $131,877.62, which is actually over $6,000 less than the pricing structure in Addendum 2.
Clerk to the Board Instructions:
Please return copy to Jeff Thompson, Library Services Department, 308 Forrest Avenue, 2nd Floor, Cocoa, FL 32922.