Title
Recommendation to Authorize the City Manager to Execute a Third Amendment to the Agreement with Innovative Interfaces, Inc. to Provide a Mobile Application, Enhanced Online Public Access Catalog, Event Calendar, Online Room Reservations, and Digital Marketing Platform in the Amount of $70,000, for a Total Agreement Compensation Not-to-Exceed $950,968.17. (Library 21052300)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Alameda Free Library (Library) has used the Polaris Integrated Library System (Polaris) since 2016 when City Council approved a five-year agreement with Innovative Interfaces, Inc (Innovative). City Council subsequently approved a contract amendment in July 2023 to continue using Polaris through 2028. Staff recommends amending the agreement with Innovative to provide a mobile app, enhanced online public access catalog, event calendar, online room reservations, and digital marketing platform in the amount of $70,000 for a total agreement compensation not-to-exceed $950,968.17. The appropriation for this purchase is included in the Fiscal Year 2024-2025 Budget and no additional funding is requested.
BACKGROUND
The integrated library system is the backbone of the Library’s service to the community as it provides a database of customers and items as well as a public-facing catalog for discovering and reserving items. The integrated library system also authenticates customers using e-books and other digital resources. In sum, the Library cannot operate without an integrated library system.
In December 2015, the Library selected Polaris through a competitive procurement process. City Council approved an agreement with Innovative for Polaris on June 21, 2016. On June 1, 2020, City Council approved the first contract amendment to add the LINK+ interlibrary loan system. LINK+ allows library users to borrow items from public and academic libraries across the state.
On July 17, 2023 City Council approved a second agreement amendment to extend the agreement with Innovative for five years through June 20, 2028. The second contract amendment was approved as a sole source provider under the City’s Administrative Purchasing Policy.
DISCUSSION
Innovative has developed additional products that integrate seamlessly with Polaris. These products include a mobile app, enhanced online public access catalog, event calendar, online room reservations, and digital marketing platform. Together, these products will greatly improve the customer experience.
The mobile app, which will feature Library branding, will provide a fully integrated experience for users including account information, upcoming events, and permit users to check out materials through the app when fully implemented.
The enhanced online catalog improves and simplifies the interface by showing one entry for multiple formats of a title. The catalog also automatically integrates the Library’s digital materials through an application programming interface (API), which is not possible with the Library’s current catalog.
The event calendar’s display is more user friendly such as not truncating event names, and the online room reservations will permit Library customers to reserve a room prior to visiting the Library. Finally, the digital marketing platform will improve promotion and engagement, while protecting customer data.
Staff recommends City Council approve the third agreement amendment to further enhance library services and the customer experience.
Should the term of this Amendment need to be extended, without changing any other provision of the Amendment as approved by the City Council, staff further requests that City Council grant the City Manager the discretion to do so by amendment without returning to City Council for further approval.
ALTERNATIVES
• Authorize the City Manager to execute the Third Amendment.
• Direct staff to not pursue the agreement amendment and the associated services.
FINANCIAL IMPACT
The total cost of the Third Amendment is $70,000. In addition to the existing services provided by the original agreement, first amendment, and second amendment, the third amendment provides a mobile app, enhanced online public access catalog, event calendar, online room reservations, and digital marketing platform. The appropriation for this purchase is included in the Fiscal Year 2024-25 Budget and no additional funding is requested.
City Council previously approved the original agreement, first amendment, and second amendment. The total agreement amount and approval dates are presented below:
|
Contract |
Approval Date |
Authorized Amount |
|
Original Contract |
June 22, 2016 |
$400,000 |
|
1st Amendment |
June 1, 2020 |
$122,618 |
|
2nd Amendment |
July 18, 2023 |
$358,350.17 |
|
3rd Amendment |
|
$70,000 |
|
Total |
|
$950,968.17 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
Adding these customer service-oriented tools with the Polaris system supports the City Strategic Plan Priority to Enhance Community Safety and Services. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a third amendment to the agreement with Innovative Interfaces, Inc. to provide a mobile app, enhanced online public access catalog, event calendar, online room reservations, and digital marketing platform in the amount of $70,000, for a total agreement compensation not-to-exceed $950,968.17.
Respectfully submitted,
Michel Eitner, Library Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits
1. Third Amendment
2. Original Agreement and Amendments