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Approve a five-year contract with Innovative Interfaces Incorporated for Polaris, an integrated library system, for a total cost not to exceed $564,849 for the term of April 1, 2022 to March 31, 2027; and Authorize the County Administrator to execute the contract within budget and the Director of Library Services to execute any amendments that are technical in nature
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of Library Services recommends the Board of Supervisors:
1. Approve a contract with Innovative Interfaces Incorporated for Polaris, an integrated library system, for one-time costs of $61,234; and years one (1) through five (5) annual costs of $100,723 for a total of $564,849 for the period of March 31, 2022, to March 30, 2027; and
2. Authorize the County Administrator to execute the contract within budget and the Director of Library Services to execute any amendments that are technical in nature.
SUMMARY:
A Request for Proposals for an integrated library system was issued on September 15, 2021. As a result, the Department of Library Services, along with its consortium partners Benicia Public Library and St. Helena Public Library, recommends contracting with Innovative Interfaces Incorporated for the Polaris integrated library system based on written proposals and live demonstrations. The one-time costs for data migration and system set-up as well as the on-going costs for year one (1) are budgeted in the Department’s FY 2021/22 budget.
FINANCIAL IMPACT:
The total cost of the five-year contract is not to exceed $564,849. The one-time costs for data migration and system set-up as well as the on-going costs for year one (1) are part of the Department’s FY 2021/22 approved budget. The annual cost for subsequent years is estimated at $100,723. Per the consortium’s funding formula, the Department pays approximately 83% of these costs. The Department of Library Services will utilize existing funding sources to cover costs for this system and there will not be an impact to the General Fund.
The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2021/22 Adopted Budget.
DISCUSSION:
The Department currently shares an integrated library system with Benicia Public Library and St. Helena Public Library. Under the contractual relationship, the Department administers the integrated library system and charges the two independent libraries based on a funding formula.
Because of technological advances since its last request for proposals in 2014, the Department issued a request for proposals in partnership with the County’s Department of General Services for an integrated library system in September 2021. An integrated library system is the core software used in libraries and includes a public-facing catalog to search for materials and manage accounts, material inventory, user database, and order tracking.
Two companies responded to the request for proposal. Of note, the Department’s current integrated library system declined to submit a response. In addition to written responses, both companies provided live demonstrations of their software. Based on the evaluation team’s scoring of the written responses and demonstrations, Innovative Interfaces Incorporated’s Polaris was most responsive to the needs of the Department, Benicia Public Library, and St. Helena Public Library.
With Polaris, the Department will deploy a fully web-based integrated library system for staff functions. Additionally, Polaris offers a public-facing catalog that groups similar titles of different formats together into one result, which will enhance the user experience. Because Polaris servers will be hosted offsite, the Department does not have to purchase additional hardware. Additionally, Polaris will provide better integration with the state-wide resource-sharing service Link+. Finally, the Polaris integrated library system will be less expensive than the Department’s current integrated library system in years two through five.
Based on the above, the Department recommends the Board approve the negotiated five-year contract with Innovative Interfaces Incorporated for the Polaris integrated library service and authorize the Director of Library Services to execute the contract and any associated extensions or amendments.
ALTERNATIVES:
The Board could choose not to approve the contract; however, this is not recommended because the Department engaged in a competitive bid process and selected the product that will provide a more robust customer experience, improve staff efficiency, and enhance reporting capabilities. Additionally, disapproval of the contract will also impact two independent libraries: Benicia Public Library and St. Helena Public Library.
OTHER AGENCY INVOLVEMENT:
The Department of General Services issued the request for proposal, tabulated the scores of the evaluation team, and issued an intent to award. County Counsel reviewed the software agreements.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION