SOLE SOURCE PROCUREMENT FOR Bibliotheca, LLC NOTICE OF INTENT #26-163949 Dated August 6, 2025 The City of Farmington, New Mexico has determined that the following unique product, equipment, and service requires specialized knowledge, and interchangeability with existing equipment and integration with existing software, that only one vendor can provide. A description of the required product and service that substantiates the sole source determination is as follows: The Farmington Public Library, when built in 2006, installed 3M Library Systems, i.e. Book Sorter, Check-out Kiosks and Security Gate. In 2019, Bibliotheca purchased the 3M Library Systems assets. These products and services are only available through Bibliotheca. Contract details and the required statutory information is below: (1) Bibliotheca, LLC - 11190 Hudson Blvd N, Ste 300 - Lake Elmo, MN 55042-4552 (2) Estimated $40,000 per year for 5 years (3) See Contract Details Below: Farmington_7B_1EXT_STA_RevJB0.0 FLX system RFID gate premium Buried cable, 1 aisle 6199408 City of Farmington November 08, 2025 - November 07, 2026 selfCheck 500D desktop kiosk B17001 City of Farmington November 08, 2025 - November 07, 2026 selfCheck 500D desktop kiosk B17355 City of Farmington November 08, 2025 - November 07, 2026 selfCheck 500D desktop kiosk B17377 City of Farmington November 08, 2025 - November 07, 2026 selfCheck 500D desktop kiosk B17375 City of Farmington November 08, 2025 - November 07, 2026 selfCheck 500D desktop kiosk B17342 City of Farmington November 08, 2025 - November 07, 2026 selfCheck 500D desktop kiosk B16983 City of Farmington November 08, 2025 - November 07, 2026 bibliotheca RFID workstation USB 210R003538 City of Farmington November 08, 2025 - November 07, 2026 bibliotheca RFID workstation USB 210R003411 City of Farmington November 08, 2025 - November 07, 2026 quickConnect selfCheck NoveList (1 kiosk annual) Subscription City of Farmington November 08, 2025 - November 07, 2026 quickConnect selfCheck NoveList (1 kiosk annual) Subscription City of Farmington November 08, 2025 - November 07, 2026 quickConnect selfCheck NoveList (1 kiosk annual) Subscription City of Farmington November 08, 2025 - November 07, 2026 quickConnect selfCheck NoveList (1 kiosk annual) Subscription City of Farmington November 08, 2025 - November 07, 2026 quickConnect selfCheck NoveList (1 kiosk annual) Subscription City of Farmington November 08, 2025 - November 07, 2026 quickConnect selfCheck NoveList (1 kiosk annual) Subscription City of Farmington November 08, 2025 - November 07, 2026 libraryConnect devices, 1 year subscription, 6-15 devices Subscription City of Farmington November 08, 2025 - November 07, 2026 bibliotheca RFID workstation 120V P12R000778 City of Farmington November 08, 2025 - November 07, 2026 staffConnect gate Individual License (Year 1) License City of Farmington November 08, 2025 - November 07, 2026 To ensure that Procurement procedures are conducted in a fair and impartial manner, all qualified vendors are notified of the City's intent to award a Sole source contract. Qualified vendors and interested parties have an opportunity to submit evidence that more than one firm has the requisite ability to perform contract services prior to the proposed award date. If evidence presented reveals that more than one source is available to perform the contract, the City may issue a competitive solicitation. Interested parties must submit thorough and comprehensive evidence, in writing by 5:00 p.m. on August 21, 2025. Interested firms shall send their evidence in response to this notification in writing via the online bidding system. Jennifer Rowland, CPO, CPPB, NIGP-CPP Chief Procurement Officer
Background
The City of Farmington, New Mexico, has determined that the unique products, equipment, and services required for the Farmington Public Library necessitate specialized knowledge and integration with existing systems.
The library originally installed 3M Library Systems in 2006, which were later acquired by Bibliotheca in 2019. As a result, only Bibliotheca can provide the necessary products and services due to their compatibility with existing equipment.
Work Details
The contract includes the following products and services:
- RFID gate premium with buried cable for one aisle (Item #6199408)
- Six selfCheck 500D desktop kiosks (Items #B17001, #B17355, #B17377, #B17375, #B17342, #B16983)
- Two bibliotheca RFID workstation USBs (Items #210R003538, #210R003411)
- Six quickConnect selfCheck NoveList subscriptions for one kiosk annually
- One libraryConnect devices subscription for 6-15 devices
- One bibliotheca RFID workstation (120V) (Item #P12R000778)
- One staffConnect gate individual license for Year 1.
Period of Performance
The contract is set to commence on November 08, 2025, and will run until November 07, 2026. The estimated total value of the contract is $40,000 per year for a duration of five years.
Place of Performance
The performance will take place at the Farmington Public Library located at 2101 Farmington Ave., Farmington, NM 87401.
Bidder Requirements
This is a sole source procurement; therefore, no specific set-aside certifications or registrations are required.
However, interested parties may submit evidence by August 21, 2025, to challenge the sole source determination.
