Posting Language
Title
Authorize a contract for Bibliotheca self-checkout and automated material handling systems maintenance and support services for Austin Public Library with Bibliotheca LLC d/b/a Bibliotheca, LLC for an initial term of one year with up to four one-year extension options in an amount not to exceed $970,000. Funding: $10,992 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 $10,992 is available in the Fiscal Year 2025-2026 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:
The contract will provide continued maintenance and support services for Austin Public Library’s (APL) existing Bibliotheca Radio Frequency Identification (RFID) self-checkout and automated material handling systems. These systems are critical to daily library operations, enabling efficient patron self-checkout, inventory management, and material sorting across all APL branches and facilities. This contract directly supports APL’s goal of providing seamless, modern, and accessible services to the Austin community with increased functionality and improved service levels.
Bibliotheca LLC is the only authorized source for maintenance and support of this proprietary equipment. The systems were originally purchased and installed by Bibliotheca, and the hardware, software interfaces, and technical support are exclusively controlled by them. No other vendor can supply the required proprietary parts or certified support without risking system failure or voiding warranties. This contract replaces an existing contract that expires September 20, 2026. The recommended contractor is the current provider for these services.
A delay in contract approval could impact customer access and service levels at City library branches.
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Contract Details: |
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Contract Term |
Length of Term |
Contract Authorization |
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Initial Term |
1 year |
$158,000 |
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Optional Extension 1 |
1 year |
$174,000 |
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Optional Extension 2 |
1 year |
$192,000 |
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Optional Extension 3 |
1 year |
$211,000 |
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Optional Extension 4 |
1 year |
$235,000 |
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Total |
5 years |
$970,000 |
Note: Contract Authorization amounts are based on the City’s estimated annual usage.