HomeMy WebLinkAbout25H - AGMT DIGITAL CONTENTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
FEBRUARY 20, 2018
TITLE:
APPROVE AN AGREEMENT WITH
OVERDRIVE, INC. FOR DIGITAL CONTENT
HOSTING AND DISTRIBUTION, SUCH AS
E -BOOKS, E -AUDIO AND VIDEO
STREAMING
(STRATEGIC PLAN NO. 5,413)
r
CIT ANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an agreement with Overdrive,
Inc. to provide hosting services and digital content in an annual amount not to exceed $36,000,
for the period March 1, 2018 to February 28, 2021, for a, total agreement amount of $108,000,
subject to non -substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On December 14, 2017, a Request for Proposals (RFPs) was issued to solicit proposals for
providing an eBook content platform and electronic resource content.
An evaluation committee consisting of four representatives from the City of Santa Ana Public
Library reviewed and rated the proposals. The proposals were evaluated according to the criteria
listed in the RFP, which includes qualifications, content selection, and cost. The results of the
RFP evaluation were as follows:
Vendor
Average Score
Overdrive
87
Bibliotheca
75
Hoopla
74
Baker & Taylor
71
Recorded Books
60
Mackin
58
The digital collection has become an essential part of the E -Library service, and is identified as a
component of the City's Strategic Plan. As such, staff recommends entering into an agreement
with Overdrive, Inc., the highest ranked firm, for a three-year period. This service is necessary to
25H-1
Agreement with Overdrive, Inc. for
Digital Content Hosting and Distribution
February 20, 2018
Page 2
ensure that the City of Santa Ana can offer its community digital resources comparable with those
of other local library systems.
STRATEGIC PLAN ALIGNMENT
Approval of this item allows the City to meet Goal #5 - Community Health, Livability, Engagement
& Sustainability, Objective #4 (Support neighborhood vitality and livability), Strategy B (Improve
neighborhood quality by locating or providing access to complementary services and public
facilities, including access to healthy food options (community gardens, farmers' markets, corner
markets, etc.) in neighborhoods).
FISCAL IMPACT
Funds are available and will be budgeted in the following account for the specified years:
Unit
Plan -Contractual Svcs.
e - -
�� Gerardo Mouet
Executive Director
Parks, Recreation and Community Services
Agency
EXHIBIT: 1. Agreement — Overdrive, Inc.
FY 17/18 FY 18/19 FY19/20
8-62300) $36,000 $36,000
APPROVED AS TO FUNDS AND ACCOUNT:
Francisco Gutierrez �
Executive Director
Finance and Management Services Agency
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AGREEMENT TO PROVIDE AN eBOOK CONTENT PLATFORM
FOR THE SANTA ANA PUBLIC LIBRARY COLLECTION
THIS AGREEMENT is made and entered into this 20th day of February, 2018 by and between
OverDrive, Inc., a Delaware corporation ("Consultant"), and the City of Santa Ana, a charter city
and municipal corporation organized and existing under the Constitution and laws of the State of
California ("City").
RECITALS
A. On December 14, 2017, the City issued a Request for Proposal ("RFP") No. 17-141, by
which it sought a consultant to provide an eBook content platform and electronic resource
content for the Santa Ana Public Library collection and compatible with its integrated
library system.
B. Consultant submitted a responsive proposal that was selected by the City. Consultant
represents that Consultant is able and willing to provide the services described in the scope
of work that was included in RFP No. 17-141 and further delineated in Exhibit A.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall perform the services that are described in Exhibit A including but not
limited to hosting a digital online e -library providing e -books in both English and Spanish, audio
books in both English and Spanish, streaming videos, young adult content and teen content.
Consultant's proposal dated December 29, 2017 and is incorporated by reference as though fully
set forth herein.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for
City, the rates and charges identified in Exhibit B. The total amount to be expended
during the term of this Agreement shall not exceed $108,000.The annual amount to
be expended shall not exceed $36,000 which entails a $6,000 yearly hosting fee and
$30,000 per year for content.
b. Consultant agrees and understands that the continuation of this Agreement for years 2
and 3 is contingent upon the City obtaining available funding for these services. Should
funding not become available, the Agreement is subject to termination as detailed
below in Section 15.
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c. Payment by City shall be made within 45 days (forty-five) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work which fails to meet the standards of performance
set forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on March 1, 2018 for a three (3) year term until February
28, 2021, unless terminated earlier in accordance with Section 15, below.
4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer-employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives as additional insured(s) and shall include, but not be
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limited to protection against claims arising from bodily and personal injury,
including death resulting therefrom and damage to property, resulting from any act
or occurrence arising out of Consultant's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of
insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $1,000,000 per oceturence, with $2,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
and representatives as additional insured(s); (b) be primary and not contributory
with respect to insurance or self-insurance programs maintained by the City; and
(c) contain standard separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include
coverage for owned, hired and non -owned automobiles.
C. Worker's Compensation Insurance. In accordance with the provisions of Section
3700 of the Labor Code, Consultant, if Consultant has any employees, is required
to be insured against liability for worker's compensation or to undertake self-
insurance. Prior to commencing the performance of the work under this
Agreement, Consultant agrees to obtain and maintain any employer's liability
insurance with limits not less than $1,000,000 per accident.
d. If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit
of not less than $1,000,000 per claim with $2,000,000 in the aggregate.
e. The following requirements apply to the insurance to be provided by Consultant
pursuant to this section:
i. Consultant shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
ii. Certificates of insurance shall be Da nished to the City upon execution of
this Agreement and shall be approved by the City.
iii, Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty
(30) days prior written notice to the City.
iv. Consultant shall supply City with a fully executed additional insured
endorsement.
If Consultant fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has
been procured and is in force and paid for, the City shall have the right, at the City's
election, to forthwith terminate this Agreement. Such termination shall not affect
Consultant's right to be paid for its time and materials expended prior to notification
of termination. Consultant waives the right to receive compensation and agrees to
indemnify the City for any work performed prior to approval of insurance by the
City.
Page 3 of S
25H-5
INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Consultant, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including, costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
Page 4 of 8
25H-6
10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic infonnation. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Consultant without reference to information disclosed by the
City.
11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by
applicable law, in the recruitment, selection, training, utilization, promotion, termination or other
employment related activities. Consultant affirms that it is an equal opportunity employer and shall
comply with all applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terns
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
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14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other consultants retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
Page 6 of 8
25H-8
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
19. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
20. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Executive Director, Parks, Recreation and Sonia R. Carvalho
Community Services Agency
City Attorney
City of Santa Ana
City of Santa Ana
20 Civic Center Plaza (M-75)
20 Civic Center Plaza (M-29)
P.O. Box 1988
P.O. Box 1988
Santa Ana, California 92702
Santa Ana, California 92702
Fax: 714-627-4211
Fax: 714- 647-6515
To Consultant:
OverDrive, Inc.
One OverDrive Way
Cleveland, OH 44125
Attn: General Counsel
Fax 216-573-6889
25H-9
Page 7 of 8
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. if sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
Maria D. Huizar
Clerk of the Council
APPROVED AS TO FORNI:
SONIA R. CARVALHO
City Attorney
By ` oua, A. io�L
Laura A. Rossini
Senior Assistant City Attorney
RECOMMENDED FOR APPROVAL:
GERARDO MOUET
Executive Director
Parks, Recreation and Community Services Agency
CITY OF SANTA ANA
Raul Godinez II
City Manager
CONSULTANT:
By: Erica Lazzaro
Title: General Counsel
Page 8 of 8
25H-10
EXHIBIT A
SCOPE OF SERVICES
25H-11
she immediately entered the book industry full time and has fallen in love with it ever since.
Sarah has been an Account Specialist with OverDrive for two years and she currently works with
West Coast libraries from Alaska to Hawaii. In the event of Sarah's unavailability, her manager,
Leslie Prusinski will assist with any matters that may arise.
Meghan Volchko, Collection Development Specialist: Meghan assists Santa Ana and other
public libraries develop their collections through reporting and analysis, budgeting, marketing
programs like book clubs, and more. Meghan's love of libraries started early, hiding in the book
drop while her grandmother worked the circulation desk at her local public library. Meghan
graduated with an MLIS from Kent State University, then worked in academic libraries until
coming to OverDrive in 2014, where she has worked for the last 3 years with public libraries on
the West Coast and in Arizona. In the event of Meghan's absence, the OverDrive Collection
Development Analyst for Santa Ana Public Library, Emma Dwyer, or her director, Karen
Estrovich, will assist with any collection development needs.
Sarah and Meghan will utilize their work time as necessary to provide any and all assistance
requested by Santa Ana Public Library related to the OverDrive service.
OverDrive does not utilize subcontractors to provide the services proposed in this bid.
Implementation Plans
As an existing OverDrive customer, there would be no required new implementation to
maintain the current service for the start of a new contract. The following provides information
regarding the OverDrive platform, support options, and features, including specific options
currently utilized by Santa Ana Public Library- such as the multilingual interface and availability
of Kindle format (available for library lending only from OverDrive).
Authentication
Santa Ana Public Library connects to OverDrive through their TLC system in order to validate
patrons. They are currently using a SIP connection in order to provide seamless access to users.
As of 2017, Santa Ana is also using Content Access Levels in order to help Juvenile users only
see age appropriate content. if Santa Ana were ever to change ILS systems, OverDrive would be
able to assist with the settings for the OverDrive platform at no charge. OverDrive is able to
work with nearly every ILS vendor on the market including Polaris, Innovative, SirsiDynex, Koha,
and Evergreen.
OverDrive is also able to authenticate using Patron API connections, rather than SIP, and allow
any library to use our OverDrive APIs in order to better their catalog. The addition of APIs to a
library's catalog would then allow users to checkout titles, place holds, and see availability
before even going to the OverDrive site.
25H-12
OverDrive-Hosted Digital Collection
OverDrive's all new, redesigned and optimized customer facing website offers unparalleled
navigation and personalization for patrons (httos://santaanai)ubliclibrary.overdrive.com/).
When the patron first visits the library -branded page (all system -wide updates are also
included at no additional cost), they will encounter curated collections designed by their
library's staff. They can also choose between different language interfaces, including the
English, Spanish and Simplified Chinese options currently available at the Santa Ana Public
Library site. OverDrive offers many other foreign language UI options to allow for the widest
possible audience to have the capability to utilize the digital collection.
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25H-13
If a patron is already logged in with their library card to the patron -facing website (the library
card number can also be stored on their device to avoid logging in every time), a title can be
checked out in a one click. As shown in the screenshot below, a patron can easily identify
available content for borrowing, as well as easily see when they are able to place a hold on a
title to join the waitlist. Once the patron clicks the blue "BORROW" button below, the title is
automatically added to the patron's bookshelf, where they can instantly read it in their
browser by utilizing the OverDrive Read (browser -based) eBook format without any required
software programs (or can they choose to use the OverDrive apps).
Once Read Now option has been selected, the title will instantly open in the patron's browser
via the OverDrive Read format and allow the patron to read the title instantly in the current
browser, as well as sync their reading progress across all of their browsers to ensure that they
can pick up reading later right where they had previously left off.
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Patron's checkout can be ins4antly read (n their browser with the OverDrive Read format
Within OverDrive Read, a patron has numerous options on how to best enjoy their title.
OverDrive offers patrons the ability to set bookmarks, jump to pages/chapters, view their
reading history within the title, designate their Reading Settings (such as text scale, lighting,
book design, dyslexic font option, etc.), as well as download the title for offline reading with the
Offline Access feature.
25H-14
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OverDrive Read also allows patrons to quickly Jump to a certain page, view their history, set up their preferences In Reading Settings, and
download all pages for offrme reading via the Offline Access feature
If a patron goes to a title view page, they will be able to see how many copies the library has
purchased/how many are available for checkout, sample, add to Wish List, available formats,
subject headings, Lexile, ATOS, Interest Level, description of the title, as well as details, and
reviews from outlets such as Publishers Weekly, Also displayed are similar titles that the
patron may enjoy.
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Once the patron has determined they want to check out the title, all they need to is click
Borrow, or they can hit the drop down next to the Borrow button to select their checkout
period (it can be modified to allow for additional options, such as 7, 14, and 21 day options,
although Santa Ana currently has 14 days selected for all formats). It will then show up under
Loans on in their individual collection. The patron can then either choose the Read Now option
and use the OverDrive Read format to seethe title in their browser, or other format options
such as Kindle (available exclusively on OverDrive for library lending), ePUB or PDF. The title
can also be given a star rating and easily returned from this screen.
25H-15
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Titles currently on loan to the patron will be displayed here
Patrons can easily return the title directly from their bookshelf
In addition to Loans, the patron's bookshelf will also display titles they are currently on a
waiting list for, wish list titles (sorted by all titles and available now), and individualized
settings.
Patron's Wish List titles will appear under their Wish List and can be instantly checked out from this page
25H-16
Within the patron's bookshelf, individualized settings can be personalized so that the patron
does not need to always set their lending period or be exposed to content that is not right for
that patron. At the Settings page, default lending periods can be set by format, automatic hold
checkouts can be set up, content preferences, as well as accessibility features such as high
contract mode and dyslexic font, which can be enabled to provide a better patron experience
for readings with dyslexia.
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Settings page where the patron can designate the preferences for their digital checkouts
OverDrive's patron -facing website features predictive search capabilities and allows patrons to
search on the main site by title, author, series and subject.
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of the predictive search capabilities at the
25H-17
From the Advanced Search menu, patrons have a large variety of searches they can run.
Advanced Search features search by: title, author, subject, availability, audience, date added to
collection, format, language and ISBN.
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Screens hot of the Advanced Search capabilities at the patron -facing website
In addition to these search features, Ovel-Drive also allows a patron to view the various subjects
in the digital collection and narrow down their title search in this manner.
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New search feature with the most recent OverDrive upgraded site allows patrons to browse the collection by subject and format
25H-18
Kids and Teens eReading Room
OverDrive offers a separate URL and interface for younger users of the public library service,
called the Children's eReading Room and Teen eReading Room that participating libraries can
take advantage of. The library has the ability to set the age restrictions for the content
available in these "reading rooms", to ensure that younger users are not exposed to more
mature content that maybe available for lending at the general library website. Pictured below
is a Children's eReading Room option that a library could use for its younger users.
Kids
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Recommend to Library
OverDrive offers a Holds Manager, Recommend to Library Manager, and Smart Lists. Using the
Holds Manager feature, libraries can manage demand on the website by easily building carts or
automating orders based on holds. You can create an unlimited number of Holds Manager
plans, and each time it runs, a cart is created for review or an order can be placed for a holds -
driven order on your behalf if you so choose.
The Recommend to Library Manager feature allows you to respond to recommended titles
from patrons. By using this option, you can create as many Recommend to Library plans as
needed. These plans can automatically place a recommendations -driven order on your behalf,
or create a cart for your review.
The Smart List is a powerful collection development aid and time -saving tool that automatically
generates a list of titles in Marketplace that are best suited to your collection's needs. These
Smart Lists automatically build carts based on criteria you specify, including price, on -sale date,
most desired genres and subjects, popular authors and series, press attention, languages and
more. You can also set up a Smart List to manage repurchasing metered access content, so in -
25H -19
demand metered access titles can always be available for your patrons. You can create as many
Smart Lists as you like, and they will not submit purchase orders automatically on your behalf -
you will always have the chance to review carts generated by Smart Lists before placing orders.
Web -Based Staff Training and Patron Support
OverDrive's training courses and information are hosted online and scheduled at the
convenience of your staff, and are also available on -demand anytime, anywhere for future
viewing (great for new staff, or as a refresher for current staff on how to use the service).
For new customers (or existing customers looking for a refresher), OverDrive requires the
following courses as "starter courses" to the OverDrive service:
Collection Checklist - With OverDrive's collection checklist, you'll learn how to attract users to
your digital library and keep them coming back with next generation content and collection
tools from OverDrive.
Just the Basics - Learn how to browse, borrow, and enjoy eBooks and audiobooks from your
Next Generation library using a computer or mobile device.
In addition to the starter courses, OverDrive offers on -demand training modules, downloadable
PDFs, live webcasts, tools to educate your staff and end users, as well as easy links to OverDrive
Help resources. At the OverDrive Resource Center (ham: resources.overdrive.com), OverDrive
provides all of the information that the library, as well as patrons, can utilize to become
OverDrive experts.
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OverDrive Resource Center with videos, PDFs and additional tools to ensure your library's digital collection is a success
25H-20
OverDrive also provides content selectors with ample training documentation at the Resource
Center, with videos, PowerPoints and PDFs that cover topics such as: Shopping for Titles in
Marketplace, Understanding Lending Models, Curating Digital Collections for Your Library,
Managing Marketplace Account Settings, Managing Content Access Levels, Managing Holds,
and Marketplace Reports.
OverDrive offers all the aforementioned training materials at the OverDrive Resource Center.
In addition, OverDrive also has an OverDrive Marketplace User Guide available online at
http://companv.overdrive.com/files/CR-User-Reference-Guide,pdf. The Marketplace User
Guide is easily searchable and answers any questions that staff may have in utilizing the tools in
Marketplace, including ordering, reporting, administrative permissions, local content
management, curating information, support, and more.
Upon request, OverDrive can also coordinate with the library to provide on-site staff or user
training sessions with OverDrive trainers.
Secondary User Support- OverDrive Front Line Tech Support- is included at no additional cost!
OverDrive's Front Line Tech Support replaces the library's primary support obligations, as
OverDrive becomes the go -to for direct patron support, as Front Line Tech Support is available
24/7, 365 through a designated web form that is created for the library. Whenever a patron
requires support and goes to the 'Get support' button on the OverDrive site or app, they will be
directed to the link for that library. Also available directly within Libby, patrons can use the
Customer Support Form for Libby specific questions through the Feedback tab. This helps
library staff free up the time they currently spend responding to any OverDrive-related
questions from patrons.
OverDrive Help (htUp://help.overdrive.com) offers patrons immediate assistance with how-to videos, FAQs and tutorials for using the
OverDrive service on any device
25H-21
OverDrive also offers its award winning and frequently updated OverDrive Help
(htti)://helD.overdrive.com) links on all of its websites. Patrons can easily view the Help
website to see FAQs and how-to videos for downloading digital content on their favorite
devices.
Apps and Device Compatibility
OverDrive offers Libby, a free, easy to use app in the Google Play (Android) App Store (iOS), and
Microsoft App stores. Libby has a groundbreaking eBook reader and a beautiful audiobook
player built into one free app. Libby allows patrons to download eBooks and audiobooks for
offline reading, or stream them to save space. Libby helps patrons by synching their positions,
bookmarks, and notes across devices. Libby also allows patrons to sample any book with a tap -
nothing to download or delete. Patrons can also enjoy zoomable graphic novels within Libby, or
a picture book with readalong audio.
OverDrive is compatible with more devices than any other digital library provider, including the
Kindle format, exclusively available from OverDrive. Using OverDrive, patrons can download
to all Android devices, iOS (iPad, iPhone, iPod), Chromebook, eReaders, Kindle eReaders, Kindle
Fire, Kobo tablets, Nook tablet, Windows, Windows Phone, Mac, Windows Phone, and MP3
players.
As OverDrive tests new devices for compatibility as they are released, OverDrive does not
anticipate that there are any limitations or devices that are not currently supported.
Marketing Support
OverDrive offers substantial assistance to libraries to promote awareness and increase usage in
the community for their digital library service. Included at no cost is free promotional and
marketing material from OverDrive's Resource Center. At the Resource Center, there are a
wide variety of resource available to the library to increase awareness, promote usage, simplify
the process for new and existing users, and more to ensure continued success and growth of
the electronic library service. If you can't find a resource here or want additional assistance in
promoting your collection, OverDrive offers additional assistance by contacting
oartnerservices@overdrive.com or your OverDrive Account Specialist directly.
Currently available at the Resource Center, the following items can be generated directly by the
library:
Print -Ready Materials: Get the word out quickly and easily with these print -ready materials.
Santa Ana can add its OverDrive URL to the editable field at the bottom and print in-house or
through a local printer. Available materials include: posters, flyers, stickers, New to Rack Cards,
eBook Shelf Cards, Summer Reading Promotional Kit, Teen Lit bookmarks, Read -along eBook
flyers, audiobook flyers, getting started guides for new users and refreshers for experienced
users, and international language marketing kits (currently available in Spanish, French, Chinese
and Russian to bring in more users in your community).
25H-22
Digital Resources: Share graphics, videos, and other web images with your users via Santa Ana's
website, blog, and other social media accounts to encourage audiences to visit your electronic
library service.
Communication Templates: Use these templates and audio clips to promote your website to
staff, users or news and media outlets to get the word out in the community about your
electronic library service. Available resources include: press release templates, newsletter
articles, radio ads, social post ideas, getting started email templates.
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Programming and Events: Even more ideas available here to help spread the word and engage
more users with suggested activities and programming ideas designed to spark interest in your
electronic library service.
In addition to the Resource Center, OverDrive can also work with Santa Ana Public Library to
establish book clubs or special reading programs with your digital resources.
OverDrive runs a regular Big Library Read, where all participating libraries have access to a
particular title for unlimited simultaneous access so that all users can borrow the book without
the library needing to purchase it during the Big Library Read period. While the Big Library Read
is essentially a worldwide book club, OverDrive can also work with Santa Ana to promote a
county -wide book program by working with the library and utilizing our relationships with
publishers to find a title that will be of high interest in the community and affordable to the
library to make available in this model.
25H-23
Big Library Read
American Sniper
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Previous Big Library Read programs have Included titles such as American Sniper while It was in the theaters
By working with Santa Ana to promote the service to the various community groups and across
all age ranges, OverDrive is confident it can see a surge in usage of the digital library service and
bring great value to Santa Ana in its continued usage of the OverDrive platform.
OverDrive also offers book club models, where OverDrive can work with the library and specific
publishers to obtain permission to loan a title with simultaneous use access. This allows all
library patrons to access the selected title an unlimited number of times during the set book club
time period. Successful book club programs that OverDrive has worked with library partners on
include the London City Read, the One Book One Community (Kitsap Regional Library), and
the 16 in '16 Book Club with Sno-Isle Libraries.
26 in 16: Read a Funny Book
Lamb
by Christopher Moore
The birth of Jesus has been well chronicled, as have his glorious
teachings, acts. and divine sa uffIce after his thirtieth birthday. out
no one knows about the early life of the Son of God, the.,. More...
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Db you want to get to know the woman we first came to love on
Comedy Central's Upright Citizens ortgadeT Do you want to spend
some time with the ladywho made you howl with laughter on
Saturday Right.. More—
OverDrive works with libraries to create book clubs and promote the simultaneous use titles to their community
NEW: Get a Library Card
OverDrive's new app, Libby, is currently offering an exciting new feature, "Get a Library Card".
Currently offered in several libraries around the country, the Get a Library Card feature in Libby
will allow new patrons to sign up for a library card using their smartphone or tablet, confirming
25H-24
EXHIBIT B
COMPENSATION
Fee Proposal including hourly rates if applicable
25H-25
Bdiibit T3
ATTACHMENT 3-$c COST OF SERVICES
Please attach additional pages torrespond to the following items. Please include this page on top of the response.
Attachment 3-8 — Cost of Services: The Santa Ana Public Library requires a collection that meets the needs of
its diverse population ranging from various socio-economic demographics. Additionally, a collection that
reflects the community's dominant languages is ideal and that is accessible on various platforms for optimal
use.
Certification • I certify that i have read, understand and agree to the terms and conditions of this Request for
Proposals. I have examined the Scope of Services (Exhibit A) and am familiar with the scope of services. I
am familiar with all the existing conditions and limitation that may impact services. I understand and agree that
I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the
submission of my proposal.
The Cost Proposal is to include the following information:
1) A complete, Itemized proposed cost list for each requested service as described in the Scope of Services
(Exhibit A).
2) The itemized breakdown must show estimated man hours rates and totals for each service.
3) Any equipment will be purchased by the contractor only after discussed and authorized by the City Project
Manager or designee in writing.
City of Santa Ana RFP 17-141
Page 27
25H-26
Attachment 3-8: Cost of Services
OverDrive's offer is for an annual platform fee of $6,000 (a discount of 40% off the current
platform price) with no annual minimum content commitment. The platform fee includes all
system -wide updates, maintenance of library -branded website, hosting, training and support
services, promotional assistance, collection development assistance, user-friendly multilingual
intuitive interfaces, support for all major devices, bandwidth for all collection downloads from
OverDrive, configuration and license fee, and third -party licenses for digital rights management.
All other requested services in the Scope of Services are also included at no additional cost. The
individual items are unable to be itemized, as they are all included and there is no breakdown
for each component. OverDrive personnel will spend as many man hours as necessary to assist
Santa Ana in providing a successful digital collection for its patrons.
This proposal also includes the Front Line Tech Support, direct patron support, offered at no
additional cost. Additional information on Front Line Tech Support is available in Attachment 3-
6.
Additional optional services:
Get a Library Card option: This feature allows individuals to sign up for a temporary library card
directly within Libby. The cost is $0.90 per successful patron. Additional information is available
in Attachment 3-6.
25H-27
25H-28