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HomeMy WebLinkAbout052743-R6 - General - Contract - Bibliotecha, LLCCSC No. 52743-R6 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE June 4, 2026 Bibliotecha, LLC Attn: Legal Department 3169 Holcomb Bridge Road Norcross, GA 30071 Re: Contract Renewal Notice City Secretary Contract No. 52743 (the "Contract") Renewal Term No. 6, September 1, 2026 to August 31, 2027 The above referenced Contract with the City of Fort Worth expires on August 31, 2026 (the "Expiration Date"). Pursuant to the Contract, contract renewals are at the sole option of the City. This letter is to inform you that the City is exercising its right to renew the Contract for an additional one (1) year period, which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgement letter, along with your quote for charges for the new renewal term, and current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. To ensure that your company information is correct and up-to-date, please log onto PeopleSoft Purchasing at https://www.fortworthtexas. og v/departments/fmance/purchasing_. If you have any questions concerning this Contract Renewal Notice, please contact us at the email address listed below. Sincerely, City of Fort Worth IT Solutions I Finance I Contracts 100 Fort Worth Trail, Fort Worth, TX 76102 zz IT_ Finance _ Contracts(�fortworthtexas. gov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Pagel of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: By: Dianna Giordano (Jun 9, 2026 15:36:44 CDT) Name: Dianna Giordano Title: Assistant City Manager Date: 06/09/2026 Bibliotecha, LLC By: Name: _Matt Bellamy_ Title: CEO -- Executive Date: 06/05/2026 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: Name Title: Kevin Gunn Director, IT Solutions Approved as to Form and Legality: r h" By: Candace agliara (Jun 8, 2026 07:50:46 CDT) Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization: M&C: 21-0288 Approval Date: 04/13/2021 Form 1295: 2021-71389 Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: Name: Title: 4 46V' Angela Alonzo Sr. Administrative Services Mgr. City Secretary: .>4 FONf ACO oa °" 4P %No t PVS Ze /� PPP+fa�td Pddp�>EXP�o^o^ By. Name: Jannette Goodall Title: City Secretary OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 Bibliotheca, LLC - 11190 Hudson Blvd N, Ste 300 - Lake Elmo, MN 55042-4552 illbibliokheoc" Service & Maintenance/Extended Warranty Quote Bill To Ship To Fort Worth Public Library Fort Worth Public Library Information Technology Solutions 100 Fort Worth Trail 100 Fort Worth Trail Fort Worth TX 76102-7305 Fort Worth TX 76102 United States United States Quote QUO-US28776 Date 5/6/2026 Customer: C11069-US Quote Expiration: 8/4/2026 Term: 9/1/2026 - 8/31/2027 Item Payment Terms: Contract Number: Quantity Net 30 Days 35492 Net Price Net Extended smartsort 100 (5 Bin) 1 5,137.07 5,137.07 amh-nw100-0501 Northwest Library September 01, 2026 - August 31, 2027 smartsort 100 (5 Bin) 1 5,393.38 5,393.38 SWR-ITGAMH-AMH0501 Southwest Regional Library September 01, 2026 - August 31, 2027 smartsort 100 (2 Bin) 1 1,453.98 1,453.98 ftw-nw-itgamh-amh0201 Northwest Library September 01, 2026 - August 31, 2027 smartsort 100 (3 Bin) 1 5,137.07 5,137.07 F W L-AM H 100-3B Ridglea Library September 01, 2026 - August 31, 2027 Fort Worth - Golden Triangle 5B_1 EXT_RevJA4 1 11,125.37 11,125.37 FLX-US-00069-000 Golden Triangle Branch Library September 01, 2026 - August 31, 2027 Ft Worth Golden Triangle_STA_700MM_Expansion 1 6,720.81 6,720.81 FLX-US-00069-001 Fort Worth Public Library September 01, 2026 - August 31, 2027 Subtotal: 34,967.68 Tax Total: 0.00 Total: 34,967.68 Currency: US Dollar Bibliotheca, LLC - 11190 Hudson Blvd N, Ste 300 - Lake Elmo, MN 55042-4552 Terms and Conditions AN:I_lSTWTJXMII10I IWC illbibliokheoc" Hardware: In consideration of payment of the agreement price, and according to service level purchased, Bibliotheca will furnish labor and replacement parts necessary to maintain the Equipment specified in this agreement in proper operating condition during the term of this agreement, provided that the Equipment is installed by an authorized Bibliotheca Service Provider and used as directed. This Service Agreement covers Equipment failure during normal usage. Bibliotheca agrees to provide: • On -site remedial maintenance during On -Site Coverage Hours (except for depot repair agreements) When Bibliotheca is notified that the Equipment is not in good working order. Bibliotheca will provide a toll -free telephone number for Customer to place, and Bibliotheca will receive equipment maintenance service calls twenty-four (24) hours per day, seven (7) days per Week. • All labor, service parts and Equipment modifications Bibliotheca deems necessary to maintain the Equipment in good working order. All service parts will be furnished on an exchange basis and will be new parts or parts of equal quality. For certain Equipment, Bibliotheca reserves the right to replace the entire unit with new equipment or equipment of equal quality when Bibliotheca determines that replacement is more economical than on -site repair. All Equipment and service parts removed for replacement become the property of Bibliotheca. Software: In consideration of payment of the agreement price, Bibliotheca will furnish over -the -phone software support and remote troubleshooting of the Bibliotheca Software specified in this agreement as well as updates necessary to maintain the Bibliotheca Software specified in this agreement in proper operating condition during the term of this agreement, provided that the Bibliotheca Software is installed and used as directed. Bibliotheca agrees to provide: All software configuration modifications Bibliotheca deems necessary to maintain the Bibliotheca Software in good working order Bibliotheca Software updates Internet Filter list updates (as applicable) A toll -free telephone number for Customer to place and Bibliotheca to receive software support calls. Over -the -phone software support calls may be placed twenty-four (24) hours per day, seven (7) days per week. Calls will be addressed during Bibliotheca Software Support Coverage Hours in the order they were received. WHAT IS NOT COVERED: The basic maintenance fee does not include and Bibliotheca is not obligated to provide or perform repair of damage or increase in service time caused by (i) failure of Customer to provide continually a proper operating environment and supply of power as prescribed by the Equipment manufacturer; (ii) accident; (iii) Acts of God, including but not limited to fire, flood, water, wind and lightning; (iv) neglect, abuse or misuse; (v) failure of Customer to follow Bibliotheca's published operating instructions; (vi) modification, service or repair of the Equipment by other than Bibliotheca authorized personnel; (vii) use of Equipment for purposes other than for which designed; (viii) painting or refinishing the equipment; (ix) relocation of the equipment; (x) replacement of broken or damaged cabinetry; to include items such as lattices, base covers, book check covers, etc.; (xi) electrical work external to the Equipment; (xii) cosmetic restoration (e.g., filling of holes in floor or walls, plugging or wire run openings, removal of tape residue, etc.) after removal or relocation of equipment for any reason; (xiii) restoration of Equipment performance when it has been degraded by placement of unauthorized interference sources within the affected range of said equipment; (xiv) service requests related to use of markers (strips) other than those manufactured by Bibliotheca or its authorized distributor(s), (xv) modification, or repair of the Bibliotheca Software by other than Bibliotheca authorized personnel; (xvi) use of the Bibliotheca Software for purposes other than for which designed; (xvii) virus / hacker activity; (xviii) Non- Bibliotheca Software related updates and upgrades including, but not limited to, Microsoft and other operating systems, Anti -Virus, Intrusion Detection. (xix) labor or materials associated with consumables such as receipt printer paper, separator jaws, patron counter batteries, and similar items. RENEWAL: This agreement is NOT automatically renewable. If a renewal agreement is offered by Bibliotheca, the agreement price quoted will reflect the age of the product and the service costs at the time of renewal. ENTIRE AGREEMENT: This instrument sets forth the entire agreement between the parties, and no representation, promise or condition not contained herein shall modify these terms whether made prior to or subsequent to the execution of this agreement. Submit Purchase Order by fax to 1-877-689-2269 or by email to service-renewals-us@bibliotheca.com. Accepted By: Accepted Date: Customer Purchase Order Number: ACITY COUNCIL AGEND Create New From This M&C FORT WORTH REFERENCE **M&C 21- 84CONTRACTAMENDMENT DATE: 4/13/2021 NO.: 0288 LOG NAME: NO. 2 WITH BIBLIOTHECA, LLC CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT. (ALL) Authorize Execution of Amendment No. 2 to City Secretary Contract 52743 to Increase the Contract Amount to $130,000.00 Annually Under the Sole Source Agreement with Bibliotheca, LLC for the Purchase and Maintenance of Equipment Needed for the Library Department RECOMMENDATION: It is recommended that the City Council authorize execution of Amendment No. 2 to City Secretary Contract No. 52743 to increase the contract amount to $130,000.00 annually under the sole source agreement with Bibliotheca, LLC for the purchase and maintenance of equipment needed for the Library Department. DISCUSSION: The purpose of this Mayor and Council Communication (M&C) is to authorize Amendment No. 2 to City Secretary Contract (CSC) No. 52743. The original contract with Bibliotheca, LLC was executed in 2018 for an amount up to $99,000.00 annually for equipment and maintenance support for the Library Department. The agreement began on September 1, 2018, with a one-year term (Initial Term) and was renewed for another one-year term (First Renewal Term) from September 1, 2019, through August 31, 2020. The Library Department is now expanding the services provided by this vendor under this contract by adding a new subscription named Open+. Open+ is a comprehensive system that allows libraries to provide more flexible hours and become more accessible to the community. The vendor's Open+ subscription is based on a three-year term for implementation. Consequently, the agreement term was amended and renewed beginning September 1, 2020, and expiring August 31, 2023 (CSC No. 52743-R2A1). Amendment No. 1 did not require Council authorization because the amount was less than $100,000.00. Amendment No. 2 does require Council authorization to increase the contract amount from $99,000.00 to $130,000.00, which will be invoiced and paid annually. Bibliotheca, LLC is the documented sole source vendor for these services. M/WBE OFFICE -A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Department and approved by the Bussiness Equity Division, in accordance with the BDE Ordinance, because the MBE/SBE is based on the sole source information provided to the Business Equity Division by the managing department's project manager. CONTRACT TERM & RENEWAL OPTIONS: The amended agreement provides for an initial three- year term (Amended Term) beginning September 1, 2020, and expiring August 31, 2023, and unlimited one-year annual renewals at the City's option. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current capital/operating budget, as previously appropriated, in the General and ITS Capital Funds for the FY20: Lib Bibliotecha to support the approval of the above recommendation and authorization of amendment. Prior to any expenditure being incurred, the Library and IT Departments has the responsibility to validate the availability of funds. TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by_ Originating Department Head: Additional Information Contact: ATTACHMENTS Dana Burghdoff (8018) Manya Shorr (7706) Marilyn Marvin (7708) 03182021 Approved Library Request for MBE-SBE Waiver, Bibliotheca.pdf (CFW Internal) 84CONTRACTAMENDMENT NO. 2 WITH BIBLIOTHECA, LLC Funds Available.docx (CFW Internal) FID Table, Revision 1.xlsx (CFW Internal) Form 1295 Certificate Fort Worth.pdf (CFW Internal) FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Bibliotecha, LLC Subject of the Agreement: Sixth Renewal to CSC 52743 of Bibliotecha, LLC M&C Approved by the Council? * Yes 0 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 0 52743-R6 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 0 If unsure, see backpage for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 0 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If different from the approval date. Expiration Date: August 31, 2027 If applicable. Is a 1295 Form required? * Yes 0 No ❑ *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 0 No ❑ Contracts need to be routed for CSO processing in the followingorder: rder: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.