Posting Language
Title
Authorize a contract for EnvisionWare library efficiency equipment maintenance, support, and management solutions, used for printing, reservations, payments, and self-services, for Austin Public Library with Envisionware, Inc. d/b/a Envisionware, for an initial term of one year with up to four one-year extension options in an amount not to exceed $4,169,550. Funding: $131,469 is available in the Operating Budget of Austin Public Library. Funding for the remaining contract term is contingent upon available funding in future budgets.
Body
Lead Department
Austin Financial Services.
Client Department(s)
Austin Public Library.
Fiscal Note
Funding in the amount of $131,469 is available in the Fiscal Year 2026-2027 Operating Budget of Austin Public Library.
Funding for the remaining contract term is contingent upon available funding in future budgets.
Procurement Language:
Sole Source.
MBE/WBE:
Sole source contracts are exempt from the City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program); therefore, no subcontracting goals were established.
For More Information:
Direct questions regarding this Recommendation for Council Action to Austin Financial Services - Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500.
Additional Backup Information:
This contract will provide maintenance, support, and replacement of aging EnvisionWare library efficiency equipment that has reached the end of its useful life and support future library expansion as funding becomes available through grants, donations, or Capital Improvement Program projects. Potential purchases include self-check kiosks, radio-frequency identification readers, cash registers, document scanning stations, automated materials handling equipment, hold lockers, LibCabinets, and payment devices for public printers. These items support Austin Public Library’s strategic goals by improving customer access, increasing operational efficiency, replacing outdated equipment, and preparing for future library locations and expanded services.
EnvisionWare's products are fully integrated with the Library's SirsiDynix Symphony Integrated Library System (ILS) for printing, reservations, payments, and self-service services. The existing system includes custom integrations developed by EnvisionWare and Library staff, allowing new products to be added with minimal implementation while maintaining compatibility with the Library’s current systems.
This is a sole source procurement to replace the existing contract which expires December 31, 2026. EnvisionWare is the only vendor that can provide products compatible with the Library’s existing EnvisionWare system and its customized integration with the SirsiDynix Symphony ILS. The Library has used EnvisionWare for these services for approximately eight years, and the recommended contractor is the current provider. Using another vendor would require replacing the existing custom integrations, resulting in additional costs, implementation time, and disruption to Library services.
If this purchase is not approved, it could impact the Library's ability to accept payments for printing and in-person payments for fees for non-resident library cards and lost or damaged materials. The Library would have to suspend passport services and gift shop operations, resulting in a significant loss of revenue. Public printing and print release services would also be unavailable, making it much more difficult to manage public computer use.
|
Contract Details: |
|
|
|
Contract Term |
Length of Term |
Contract Authorization |
|
Initial Term |
1 year |
$131,469 |
|
Optional Extension 1 |
1 year |
$1,210,260 |
|
Optional Extension 2 |
1 year |
$1,390,263 |
|
Optional Extension 3 |
1 year |
$718,779 |
|
Optional Extension 4 |
1 year |
$718,779 |
|
Total |
5 years |
$4,169,550 |
Note: Contract Authorization amounts are based on the City’s estimated annual usage.