Title
Approval of General Services Agreement No. AGR25-61 with ByWater Solutions, LLC in an Amount Not to Exceed $572,125 plus Applicable Gross Receipts Tax for Implementation, Hosting, and Support of Library Software for a Fifteen (15) Year Term
Recommended Action
I move that Council approve Agreement No. AGR25-61 with ByWater Solutions, LLC in an amount not to exceed $572,125 plus applicable Gross Receipts Tax for implementation, hosting, and support of library software for a 15 year term.
County Manager's Recommendation
The County Manager recommends that Council approve this Contract for General Services as requested.
Body
The current agreement with the Library’s software vendor, SirsiDynix, expires December 31, 2026. After more than twelve years of partnership, the Library identified the need to evaluate pricing structures and service offerings from alternative providers. To secure services, the County issued a Request for Proposals (RFP) No. 25-61 on July 1, 2025, seeking qualified firms to provide Integrated Library Software and Related Services. Following evaluation, in accordance with the criteria set forth in the RFP, ByWater Solutions, LLC was determined to be the most responsive and responsible proposer.
The proposed agreement with ByWater Solutions, LLC includes hosting, configuration, implementation, staff training, and ongoing support and maintenance for a cloud-based Integrated Library System and public-facing catalog. This solution provides an intuitive user interface and a modern, visually appealing catalog at a competitive cost. Compared to the current vendor, the agreement is projected to generate annual savings of approximately $13,732 after the initial implementation year, totaling $54,929 (inclusive of GRT) over the first five years. While these figures reflect the initial five-year term, additional savings are anticipated throughout the life of the contract; however, precise estimates are difficult to calculate due to unknown future costs from the current vendor. Notable enhancements include enabling patrons to pay for lost or damaged items via credit card and receive notifications through text messaging.
The proposed agreement will have a fifteen-year term, commencing March 4, 2026, through March 3, 2041, unless terminated earlier as provided in the agreement. The contract includes an annual cost escalator after the first five years to account for inflation and operational expenses. The total contract amount shall not exceed $572,625, plus New Mexico gross receipts tax.
Alternatives
County Council can choose not to approve this agreement and the Library could negotiate an extension of the current agreement with SirsiDynix.
Fiscal and Staff Impact/Planned Item
The funding for this contract is within the library’s anticipated budget. The library has the staffing resources to implement this new software.
Attachments
A- AGR25-61 with ByWater Solutions LLC