Sole_Source_Notice_-_SS-2025-064_Patron_Point_Platform_Software_from_Spring_Share.pdf

Notice of Intent to Award a Sole Source Procurement

Subject: Patron Point Platform Software from Spring Share

Document Number: SS-2025-064

Date: November 13, 2025

Written Response Due: November 21, 2025

Time: 2:00 PM EDT

E-mail Address: bids@citynmb.com

This is not a Request for Proposals and there is no solicitation available. The proposed contract action is for product or services for which the City intends to negotiate and award with only one source under the authority of the City of North Miami Beach City Code Section 3-4.8. Any responses received as a result of this Notice of Intent shall be considered solely for the purpose of determining whether to conduct a competitive procurement. Responses will not be considered as proposals, bids, or quotes.

The City of North Miami Beach, Florida intends to negotiate a Sole Source procurement:

Request Department/Office: Library Department

Product and/or services to be purchased: Patron Point Platform Software from Spring Share

Anticipated Cost: $7,000.00

Sole Source Justification: Springshare is the only vendor that can provide a digital platform that can provide the library with the ability to help library users find resources and information digitally, ensure users' questions are answered 24/7, maximize the use of library services, promote library services, events, and spaces, analyze library statistics for better decision making.

Actions to be Taken: Interested firms or individuals may identify their interest and capability to respond to the requirement by submitting in writing their name, address, point of contact, telephone number, email, and a statement regarding capability to provide the specified procurement per the attached specifications. Interested firms will be considered only if they respond with clear and convincing documentation that they are capable of meeting or exceeding the requirements stated herein. All responses received within seven (7) calendar days after the date of publication of this synopsis will be reviewed by the City. A determination by the Chief Procurement Officer not to compete this proposed action based on the responses to this notice is solely within the discretion of the Chief Procurement Officer.

All responses must be in writing and returned to ATTN: City of North Miami Beach, 17011 NE 19th Ave., Suite 315, North Miami Beach, FL 33162 by: e-mail to bids@citynmb.com. Note the number of the Sole Source Information inquiry on documentation.

mailto:bids@citynmb.com

Version 24004

QUOTATION

Quotation Date: 2025-10-10

Specifically for: North Miami Beach Library, 835 NE 132 Street North Miami, FL 33161

Software and Services Proposed: Patron Point Platform (see brief scope* below)

Effective Date / Licence Start Dec 1st 2025

Termination Date / Licence End Nov 30th 2026

For Patron Point Only

Number of email addresses 30,000

Number of instances 1

One time fees Price Subtotal

Patron Point Set Up $2,000.00 $0.00

Annual services Price Subtotal

Patron Point Subscription $7,000.00 $6,000.00

Patron Sync $1,000.00 $1,000.00

Total $7,000.00

Please note: State and local taxes (where applicable) are not included.

*Patron Point is a fully-featured marketing automation platform that helps libraries really drive their digital marketing and attract, onboard, inform, engage and retain library customers through targeted marketing and automated engagement.

Patron Point will bring all your data together by connecting to any ILS and a wide range of third party services such as your eBook platforms, eDatabases, events registration systems and many, many others to help you segment your audience based on your data, allowing you to not only automate your library email communications, but to make sure the messages are highly targeted, personalized and relevant.

Terms and Conditions

If applicable, you are responsible for any costs associated with vendors or products whose services and tools interface with Springshare’s products e.g. output programs, services, or subscriptions to APIs from the Library’s ILS vendor.

Within sixty (60) days of each anniversary of the Effective Date, you will be invoiced for the upcoming year’s subscription, including any price increase and any applicable one-time fees for additional products or services you may add to your subscription.

By signing below, you indicate that you that have full authority to enter into this agreement and accept the quotation provided and the terms and conditions provided in the Subscription

Agreement in Appendix A.

Licencee – North Miami Beach Library

By:

Name

Title

Date

Licensor - Springshare, LLC

By:

Ian Downie

Name

President, Public Library Division

Title

2025-10-10

Date

Appendix A

Springshare LLC, Software Subscription Agreement

AGREEMENT: Subject to payment of applicable subscription fees, as specified in the

Addendum to this Agreement, Springshare (801 Brickell Ave. Floor 8, Miami FL 33131)

(“SPRINGSHARE” or “Licensor”) hereby grants North Miami Beach Library, 835 NE 132 Street

North Miami, FL 33161 United States (“Customer” or “Licensee”) (“Licensor” and “Licensee,” each a “Party” and, together, “Parties”) a non-exclusive, non-transferable license to use the software listed in the Quotation ("Software”).

The License begins on the Effective Date (as set forth in the Quotation) and continues until the Termination Date (as set forth in the Quotation) unless renewed. This License may be extended by the mutual agreement of the parties and after Licensee’s payment of the agreed upon annual renewal license fee (which fee may be increased from time to time).

Absent Licensor’s express written consent, Licensee shall not, nor shall it permit, authorize, or assist any third party to:

● modify, translate, merge, reproduce, enhance, or create derivative works based on the

Software;

● sell, resell, license, distribute rent, lease, grant a security interest in, or otherwise transfer rights to, the Software; or

● reverse engineer or use the Software to (a) build a competitive product or service; (b) build a product using similar ideas, features; or functions of the Software or (c) copy any ideas, features, or functions of the Software.

Licensor may modify this Agreement only with the mutual agreement of the Licensee.

Licensee represents and warrants to Licensor that it will not transmit any materials that violate the rights of any third party, including intellectual property and contractual rights, or personal or privacy rights.

Licensor shall not be responsible for losses, costs, expenses, claims and liabilities (including attorneys’ fees) arising out of or relating to Licensee’s violation of this Agreement.

THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS, AND YOU MAY HAVE OTHER LEGAL

RIGHTS THAT VARY BY JURISDICTION.

TITLE: The Software is licensed, not sold, and Licensee has no ownership rights in the

Software. Except for the License granted herein, Licensor retains all title, ownership rights, and intellectual property rights in the Software. The Software is protected by the copyright laws and treaties. The Licensor represents and warrants that it holds the rights to the intellectual property of the Software. Title and related rights in the content accessed through the Software is the property of the applicable content owner and may be protected by applicable law. This License gives you rights to use such content only within this Software.

TERMINATION: This License shall be terminated if either Party commits a material or persistent breach of any term of this License and fails to remedy that breach (if capable of remedy) within thirty (30) days of notification in writing by the other Party. Either Party may terminate this License for any reason upon thirty (30) days written notice to the other Party.

Upon termination, Licensee must cease using the Software and any continued use of

Software by Licensee after termination shall be unauthorized.

If Licensor is unable to service the Software until the end of the subscription period, or if

Licensor unilaterally terminates the agreement, Licensor will provide a pro-rated refund to

Licensee of the paid but unused subscription period, rounded up to the nearest full month. If

Licensee unilaterally terminates this Agreement, the Licensee forfeits the right to the pro-rated refund of the unused subscription fees.

OWNERSHIP OF DATA: Licensor does not own any data, information, or material that Licensee submits to the Software ("Customer Data"). Licensee, not Licensor, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability, appropriateness, and intellectual property ownership or right to use of all Customer Data, and Licensor shall not be responsible or liable for the deletion, correction, destruction, damage, loss, or failure to store any Customer Data. Licensor agrees to only use Customer Information for the purposes of operating the Software and agrees to never resell, rent, or otherwise provide Customer Data to any third party unless specifically for the purposes of operating the Software to perform services under this Agreement. These restrictions shall not apply with respect to any confidential information of Licensee to the extent such confidential information: (a) is or has become generally publicly known or available other than by any act or omission of Licensor;

(b) was rightfully known by Licensor before the time of first disclosure to Licensor by Licensee;

(c) is rightfully obtained without restriction from a third party who has the right to make such disclosure and without breach of any duty of confidentiality to Licensee; or (d) is independently developed by Licensor without use of, reliance upon or reference to any confidential information of Licensee.

In the event this Agreement is terminated, Licensor will make available to Licensee a file of the

Customer Data in XML format within 30 days of termination if requested at the time of termination. Licensor agrees that it will delete Customer Data within 31 days of termination.

Licensor will not be responsible for damages or for delays or failures in performance resulting from acts or occurrences beyond their reasonable control. Licensor’s services may be subject to limitations, delays, and other problems inherent in the use of the Internet and electronic communications. Licensor is not responsible for any delays, delivery failures, or other damage resulting from such problems.

LIMITATION OF LIABILITY: UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY,

TORT, CONTRACT, OR OTHERWISE, SHALL EITHER PARTY BE LIABLE TO THE OTHER PARTY

OR ANY OTHER PERSON FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL

DAMAGES OF ANY CHARACTER INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF

GOODWILL, WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION, LOSS OF DATA, OR

ANY AND ALL OTHER COMMERCIAL DAMAGES OR LOSSES. IN NO EVENT WILL EITHER

PARTY BE LIABLE FOR ANY DAMAGES IN EXCESS OF THE AMOUNT LICENSOR RECEIVED

OVER THE PREVIOUS 12 MONTHS FROM LICENSEE FOR A LICENSE TO THE SOFTWARE. THIS

LIMITATION OF LIABILITY SHALL NOT APPLY TO LIABILITY FOR DEATH OR PERSONAL INJURY

TO THE EXTENT APPLICABLE LAW PROHIBITS SUCH LIMITATION. FURTHERMORE, SOME

JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR

CONSEQUENTIAL DAMAGES, SO THIS LIMITATION AND EXCLUSION MAY NOT APPLY TO YOU.

SEVERABILITY: If any provision of this Agreement is held to be unenforceable, such provision shall be reformed to the extent necessary and to the extent possible to make it enforceable. If any such provision held enforceable cannot be reformed, the remainder of this License shall remain in effect.

COUNTERPARTS: This License may be executed in one or more counterparts, each of which shall be deemed to be an original, but all of which shall constitute one and the same License.

Delivery of an executed counterpart of a signature page to this License by facsimile or scanned pages shall be effective as delivery of a manually executed counterpart to this

License.

RELATIONSHIP OF THE PARTIES: Nothing contained in this License will be construed to (1) constitute the Parties as partners, joint venturers, co-owners, or otherwise as participants in a joint or common undertaking or (2) allow either Party to create or assume any obligation on behalf of the other Party for any purpose whatsoever.

GOVERNING LAW: This Agreement shall be governed by and construed in accordance with the laws of the State of Florida, USA unless the Licensee’s charter specifically prohibits signing agreements governed by states outside of Licensee’s home state jurisdiction, in which case the Agreement shall be governed in accordance with the laws of Licensee’s home state.

North Miami Beach Public Library 601 Northeast 164th Street Miami Florida 33162

November 3rd 2025

Ref: SOLE SOURCE

Dear Sir/Madam, I am delighted to confirm that Springshare LLC is the sole supplier globally of Patron PointTM the unique subscription-based Marketing Automation platform which helps public libraries using the KOHA ILS engage with their communities.

It is the only product available which delivers our Proven ProgramsTM and connects to the KOHA ILS system using our proprietary Patron Sync technology.

The Patron Point platform can also connect to 3rd party data platforms that the library offers to their Patrons either through API’s, RSS feeds or reports run directly from the platform and uploaded into Patron Point.

Patron Point also offers unique integration with an SMS module, an optional automated Reader Recommendation Service - Recommends™ and our Patron Point VerifyTM ID and address verification solutions.

Yours sincerely, Nigel Wheeldon Business Development Director Sprongshare – Public Libraries Division

Patron Point, Inc. (A Springshare Company) 801 Brickell Ave. Floor 8, Miami FL 33131