STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: December 13, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service contract in the amount of $2,424,581.01, with four one-year renewal options in a total amount of $2,380,355.82, as detailed in the fiscal information section, for continued licenses, maintenance, hosting, and support for the existing integrated library system - Innovative Interfaces, Inc., sole source - Not to exceed $4,804,936.83 - Financing: General Fund (subject to annual appropriations)
Body
BACKGROUND
This service contract will provide for continued licenses, maintenance, hosting, and support for the existing integrated library system (“ILS”). This contract enables the City to receive full support for all issues related to the ILS. The ILS allows for the automation and management of customer accounts, materials, cataloging and acquisitions. This ILS has improved the internal productivity of the library system and enhanced its capabilities with responding to the needs of customers.
The Library has 30 service points, including the Central Library, 28 branches and Bookmarks at NorthPark Center. The Library has almost 700,000 registered users with approximately six million items checked out annually.
The Innovative Interface Library system upgrade and multi-year renewal will:
• Provide turnkey full data migration from server to web-based hosted environment;
• Migration of user licenses from legacy environment to hosted environment;
• Installation of auxiliary utilities, where needed to replicate functionality available in the legacy environment, or to facilitate migration;
• Offer savings by eliminating need for third party integration of customer facing features such as website development, events calendars, online room reservations, Library newsletters and announcements.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The calculated living wage during the solicitation process of this contract is $17.82; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 14, 2016, the City Council authorized a five-year service contract, with two one-year renewal options, for licenses, maintenance, hosting, and support for the existing Polaris Integrated Library System with Innovative Interfaces Incorporated by Resolution No. 16-1426.
On April 14, 2021, the City Council authorized Supplemental Agreement No. 1 to exercise the first of two, one-year renewal options to the service contract with Innovative Interfaces Incorporated for licenses, maintenance, hosting, and support of an integrated library system by Resolution No. 21-0627.
On November 9, 2022, the City Council authorized Supplemental Agreement No. 2 to exercise the second of two, one-year renewal options to the service contract with Innovative Interfaces Incorporated for licenses, maintenance, hosting, and support of an integrated library system by Resolution No. 22-1690.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$466,256.44 |
$454,354.46 |
$3,884,325.93 |
Initial Term: $2,424,581.01
Renewal Option: Year 1 $ 552,270.72
Renewal Option: Year 2 $ 579,884.25
Renewal Option: Year 3 $ 608,878.46
Renewal Option: Year 4 $ 639,322.39
Total $4,804,936.83
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$4,804,936.83 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services which does not have an availability and disparity participation goal. |
|
• Innovative Interfaces, Inc. - Local; Workforce - 100.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Sole Source |
• Utilized for procurements where functional requirements can only be satisfied by one vendor, such as those where patents, copyrights or monopolies exists • Exempted from competitive bidding process • The Office of Procurement Services conducted a sole source review and found no exceptions |
OWNER
Innovative Interfaces, Inc.
5850 Shellmound Way
Emeryville, CA 94608
Jim Tallman, President