AGENDA TITLE:
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Adopt a Resolution to approve a Sole Source Agreement with Civica North America, Inc. for Spydus Integrated Library System and Appropriate Funds (240,543) (LIB)
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MEETING DATE:
October 7, 2026
PREPARED BY:
Jenni Fontanilla, Library Director
recommendation
RECOMMENDED ACTION:
Adopt a Resolution approving a sole source agreement with Civica North America, Inc. for the implementation, data migration, licensing, hosting, maintenance, and support of the Spydus Integrated Library System for a five-year term in an amount not to exceed $240,542.96; appropriate $130,660 from available Library fund balance for FY 2026/27 implementation and first-year subscription costs; and authorize the City Manager to execute the agreement and related documents on behalf of the City.
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BACKGROUND INFORMATION:
The Lodi Public Library currently utilizes TLC Library Solution as its Integrated Library System (ILS), which manages core functions including circulation, patron accounts, cataloging, and the public catalog. While the system provides basic ILS functionality, it no longer fully supports the Library's operational needs. The Library does not have an integrated acquisitions module for managing book purchases and tracking collection funds in real time, and the public-facing catalog and patron interface provide an increasingly outdated user experience.
The proposed Spydus ILS provides a more comprehensive, integrated platform. In addition to core circulation and cataloging functions, Spydus includes acquisitions, room bookings, a mobile application, offline circulation, event management, reading challenges, archives and cultural collections, digital asset management, electronic resource management, analytics/business intelligence, and other functionality. Without these integrated capabilities, the Library would need to continue using manual processes or obtain and maintain separate third-party products to provide many of these services. Consolidating these functions within the ILS will reduce reliance on separate systems while expanding services available to patrons and staff.
The proposed five-year agreement includes implementation and project management, data migration and conversion from the Library's existing ILS, staff training, cloud hosting, backups and disaster recovery, security monitoring, software maintenance and updates, technical support, and post-go-live support. The agreement also includes two professional service days each year that may be used for integrations, technical enhancements, consulting, training, or system configuration.
FISCAL IMPACT:
The total cost of the five-year agreement is $240,542.96. The initial implementation cost of $105,160 and Year 1 license and subscription cost of $25,500 result in a FY 2026/27 expenditure of $130,660. Annual subscription costs for Years 2 through 5 will be included in future Library operating budgets.
FUNDING AVAILABLE:
The requested appropriation of $130,660 is available within the Library fund balance resulting from operational savings and salary vacancy savings realized during FY 2025/26. These savings increased the available ending fund balance beyond the amount originally projected during budget development. The proposed appropriation will allocate a portion of these available fund balance resources to fund the initial implementation and first-year subscription costs for the Spydus Integrated Library System in FY 2026/27 without reducing established reserve balances reported during FY 2026/27 budget planning.
FY 2026/27 - $130,660 - 12090000.72450 - Library Misc. Professional Services
Funding for future years will be incorporated into the budget through the annual budget planning process.