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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 D...
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