Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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A. MOTION TO APPROVE sole source designation of Communico LLC, for Integrated Self-Service Software for the Libraries Division.
B. MOTION TO APPROVE Agreement between Broward County and sole source, Communico LLC, for Integrated Self-Service Software, Agreement No. GEN2129586A1, for the Libraries Division, in a maximum not-to-exceed amount of $931,508, and optional services in a maximum not-to-exceed amount of $270,000, and authorize the Director of Purchasing to renew the Agreement for up to four one-year terms, for a five-year potential not-to-exceed amount of $1,201,508; and authorize the Mayor and Clerk to execute same.
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Why Action is Necessary
Motion A. In accordance with the Broward County Procurement Code, Section 21.25(a), a sole source procurement may be designated when the Director of Purchasing determines that there is only one source or one reasonable source; any nonstandardized sole source procurement above the Director of Purchasing award authority must be approved by the Board.
Motion B. In accordance with Broward County Procurement Code Section 21.47(a), Award and Execution Authority, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions provided for in the contract.
What Action Accomplishes
Motion A. Designates Communico LLC as a sole source to provide integrated self-service software for kiosks.
Motion B. Provides integrated self-service software for library event registration, catalog searches, room bookings, and library card sign-ups.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE LIBRARIES DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
The purpose of this action is to designate and award the one reasonable source Communico LLC (Communico), as the developer and provider of integrated self-service software for library event registration, catalog searches, room bookings, and library card sign-ups. It provides unified experience across web and mobile applications, allowing seamless interaction for library services.
On December 17, 2024, the Purchasing Division issued a Request for Information (RFI), to ascertain whether there were any other entities able to provide a system with self-service capabilities for library patrons, including modules allowing patrons to search for and sign up for events, search the library catalog, manage room bookings, and sign up for a library card. Communico is the developer of a proprietary platform and the sole provider of the associated subscription services, maintenance, support, and services required for the platform’s implementation and ongoing operation. There are no authorized resellers or alternative vendors capable of providing these services in a manner compatible with the County’s existing infrastructure and operational needs. There were no responses received to the RFI. A second RFI was issued on December 30, 2025, in accordance with Procurement Code Section 21.25(b).
The Director of Purchasing recommends approval of this sole source to ensure continuity of operations and compatibility with the existing County system, eliminating costs associated with staff training, data migration, administrative time, and costs for software development, troubleshooting, and implementation should Libraries convert to another vendor.
The Technology Product Agreement was negotiated to ensure compliance with County standards, including provisions for data security, public records compliance, safeguards governing the use of generative artificial intelligence (GenAI), and limitations on indemnification consistent with Florida law. The vendor has further agreed to comply with System and Organization Controls (SOC) 2 Type II standards and to furnish the applicable report to the County upon request.
The Board previously entered into an agreement with Communico for the provision of Public Engagement and Communications Software Platform services. The prior agreement expired on November 30, 2024; however, services have continued uninterrupted under its terms while a successor Master Agreement was negotiated. This Agreement includes services for time periods after the expiration of the prior agreement and includes credit for any amount of services during that interim time period. The effective date of this Agreement is November 30, 2024.
One vendor performance evaluation was completed for Communico; the firm has an overall performance rating of 4.96 out of a possible rating of 5.0. Copies of the vendor performance evaluations are available upon request.
The amounts referenced in this agenda item were rounded to the nearest whole dollar. Vendor payments will be based on the actual amounts.
This agreement has been reviewed and approved by the Office of the County Attorney.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, 954-357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The Agreement is for a not-to-exceed amount of $1,201,508 over a potential five-year period. Each order processed against this open-end contract will be funded by the appropriate source at the time of release. For Self-Checkout Kiosks, the funding source is the General Capital Outlay Fund in the amount of $400,493.65 (Interact Module). The other modules funding source is General Fund Account.
Requisition No. LBD0002491