Title
Consider and take action on a resolution authorizing a three-year agreement with ByWater Solutions, LLC for installation and implementation of an integrated library system, discovery layer, and data hosting for an amount not to exceed $99,130; and authorizing a subsequent two-year renewal, if deemed necessary (Director of Parks and Cultural Services)
Background:
Approval of this item will authorize an agreement with ByWater Solutions, LLC for data migration to, and installation and implementation of a new integrated library system, discovery layer, and data hosting services, for a period of three (3) years from September 23, 2026 to September 23, 2029, in an amount not to exceed $99,130 with the option to renew for one (1) additional two-year term.
On June 25, 2025, League City released Request for Proposals (RFP) 25-024 Integrated Library System (ILS) to replace the existing ILS, discovery layer, and data-hosting services. The ILS and its server store and secure large amounts of data, including patron contact information, the history of materials, acquisitions data, circulation information, and other relevant library statistics. Library operations depend on a robust ILS and library customers expect responsive and engaging discovery and account management tools through a modern discovery layer. Five (5) sealed bids were received on July 29, 2025 from ByWater Solutions, Concourse Tech Inc, Insignia Software Corporation, SirsiDynix, and The Library Corporation.
Bid tabulation based on the three-year contract term is as follows:
• ByWater Solutions - $99,130
• Concourse Tech Inc - $220,000
• Insignia Software Corporation - $115,000
• SirsiDynix - $143,354
• The Library Corporation - $177,087
Staff recommends awarding the contract to ByWater Solutions as the highest-scoring and most qualified responsive proposer. The recommendation is based on tabulated scoring of pricing, references, experience, project methodology, and technical capabilities. Moving to ByWater Solutions is anticipated to save the City approximately $171,000 over three years, compared to anticipated annual increases under the library’s current vendor contract.
The current contract with the existing ILS provider concludes in November 2026, allowing ample time for a phased implementation and training plan. Key milestones include:
• April 2026 - Initiation of data migration, installation, and system testing.
• June 2026 - Commencement of staff training delivered both in-person and through web-based sessions.
• August 2026 - Launch of public awareness campaign.
• September 2026 - Targeted system “go live” date.
During the transition period, both the legacy and new systems will operate concurrently for approximately eight weeks. This overlap will allow staff and patrons to complete active transactions in the legacy system while ensuring a seamless transition to ByWater.
Attachments:
1. Proposed Resolution
2. Exhibit A - ByWater Solutions Agreement
3. Award Recommendation Memorandum
4. Evaluation Summary Matrix
CONTRACT ORIGINATION: Agreement has been reviewed by the City Attorney’s Office.
FUNDING
{ X } The first year of the contract will include installation, migration, training, and annual support estimated to cost $53,510, and will be paid for by Galveston County. The remaining $45,620 will be split between FY2027 and FY2028 and will be budgeted in the Technology Maintenance Services account # 4800000-53280.
STRATEGIC PLANNING
{ X } Addresses Strategic Planning Critical Success Factor # 4 Quality Community Amenities