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Page 2 of 4 <br />City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.org <br />ANALYSIS <br />The City published the RFP on May 30, 2024, and emailed the RFP to five companies. Four proposals were <br />received by the deadline and opened on June 27, 2024. <br />An evaluation team consisting of Library staff evaluated the four proposals. The team used the following <br />criteria to assess the proposals: <br />1) Ability to provide the types of materials and services requested; <br />2) Cost considerations including discounts, and additional charges such as service fees; <br />3) Compatibility with the Library’s automated systems; <br />4) Expertise providing required service; and <br />5) Whether they would increase or decrease staff workload related to selecting, ordering and processing <br />new library materials. <br />The budget for Library materials is established through the annual budget process and can change from <br />one year to the next. In addition, annual fluctuations in the types of materials purchased vary to be <br />responsive to customer usage patterns and requests. Because of the nature of the purchase of Library <br />materials, which involves a high volume of low-cost items, the agreement is structured with a not-to <br />exceed compensation format rather than a fixed dollar amount. <br />Since not all vendors provided a response to all components of the RFP, the evaluation was broken into <br />two types of materials, physical audiovisual materials and electronic audiovisual materials. An evaluation <br />summary of the major components of the RFP is provided in Attachment B. <br />All four vendors provided proposals for electronic materials. On August 26, 2024, the Council approved <br />an agreement with Midwest Tape LLC to provide both physical materials and processing as well as <br />electronic access to materials (hoopla). OverDrive, Inc. has also been selected to provide access to <br />electronic eBooks, eAudiobook and streaming movies. The collection provided by Overdrive is different in <br />scope to the collection provided through hoopla. <br />In addition to the variety of materials available, OverDrive provides flexible purchasing options available <br />in different lending models at different prices. This allows the Library to determine how much access will <br />be needed for specific titles. For example, for extremely popular titles, the Library may want to provide <br />simultaneous use for a set period of time to meet customer requests while a title is popular. Using a cost <br />per circulation model, the Library only pays when customers borrow the title. The Library also can <br />purchase a title in the traditional manner of one copy, one user (similar to a physical item) to be added to <br />the full collection. Additionally, the Library can set monthly limits and develop a spending plan to better <br />plan the total expenditures within the platform. <br />Within the Kanopy platform, the Library pays only for what is used and can control costs by setting a <br />monthly or annual spending limit. Additionally, the Library can decide how many tickets are offered to <br />customers each month. Customers can decide if they want to spend their “tickets” on more expensive <br />movies or more affordable ones (most items within Kanopy are $2/movie). Kanopy also provides 8-9 <br />ticket-free films each month that are accessible to all customers (typically thematically aligned with <br />6.E. - Page 2 of 20 <br />156