DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Mobile Application Development for the San Antonio Public Library
SUMMARY:
This ordinance authorizes a contract with BiblioCommons, Inc., to provide a library specific mobile application implementation and mobile application services for the San Antonio Public Library System for an estimated amount of $166,600.00. Funding for this contract is available through FY 2014 Adopted Budget .
BACKGROUND INFORMATION:
Submitted for Council consideration and action is the low, responsive bid submitted by BiblioCommons, Inc., to provide mobile application implementation and services to the San Antonio Public Library System. The services are required in order to provide patrons with the ability to look for, renew and reserve books as well as the ability to manage accounts, browse library collections, place requests for specific items, checkout e-books, find nearest library locations and view calendar of events through mobile devices. This new technology gives patrons a more convenient solution for accessing and using library services through their mobile device 24 hours a day, 7 days a week.
The City issued an Invitation for Bid (IFB) for "Mobile Application Development for San Antonio Public Library on December 5, 2013, with a submission deadline of December 20, 2013. Four responses were received. BiblioCommons, Inc. was selected, based on the City's standard low bid process. The initial term of the agreement shall be for a period of one year. Three additional one-year renewals at the City's option shall also be authorized by this ordinance.
The bid submitted provided by Mindkube Creative and Marketing was deemed non-responsive since the solution provided was for a custom made mobile application; not library specific, as required in the bid specifications. The bid specifications required responses from firms that featured previously developed and established library specific mobile applications that are compatible with Apple iOS and Google Android platforms versus a custom built solution.
ISSUE:
This contract will provide a vendor to perform mobile application implementation and services for the San Antonio Public Library System. The vendor will ensure the mobile application is consistently functional.
This contract is within the scope of the Small Business Economic Development Advocacy (SBEDA) Program. However, due to the type of commodities/services being procured and value of the contract, no SBEDA tool is available.
There were no bids submitted from local bidders for this contract, therefore, the Local Preference Program was not applied.
The Veteran-Owned Small Business Preference Program does not apply to non-professional services contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the Library can look to a mobile website. This mobile website could fulfill some of the needs addressed by a mobile application in terms of conveniently displaying library services on screens of smartphones and tablet devices. Although a mobile website can provide needed content, many patrons prefer using apps. Additionally, the Library achieves some marketing benefits by simply being in the Google Play and Apple App stores.
FISCAL IMPACT:
The initial cost of the mobile application implementation and services is $77,580.00. Funds are available for the first year of the contract in the FY 2014 Adopted Budget. The cost for Fiscal Years 2015 - 2017 are as follows:
Maintenance and Support for FY15 - $27,690.00
Maintenance and Support for FY16 - $29,630.00
Maintenance and Support for FY17 - $31,700.00
The total cost of this contract is $166,600.00. Funds for FY 2015 to FY 2017 are contingent upon City Council approval of the annual budget.
RECOMMENDATION:
Staff recommends the approval of this contract from BiblioCommons, Inc. for an estimated amount of $166,600.00. This contract is procured by means of competitive bidding and a Contracts Disclosure form is not required.