Title
Recommendation to Award Contract in the Amount of $364,090 with an Additional Amount of $35,910 in Contingencies, to Innovative Interfaces, Inc. for the Integrated Library System, Polaris. (Library 5210)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manger
Re: Recommendation to Award contract in the Amount of $364,090, with an Additional Amount of $35,910 in Contingencies, to Innovative Interfaces, Inc. for the Integrated Library System, Polaris
BACKGROUND
The Alameda Free Library, like all 21st century public libraries, uses Integrated Library Systems (ILS) to run its entire operation. The ILS allows the library to link core functions like material acquisitions, cataloging, circulation, online catalog searching, statistical reporting and processing of records in a single database structure.
Alameda first purchased its ILS in 1992, a Dynix “Classic” system and replaced this legacy system in 2004 with a Dynix “Horizon” system, which uses more current technology, including a graphical user interface and client server features. Since 2004 technology has advanced significantly with systems now moving away from the standard client server environment to ones which make full use of Internet enabled web technology and provide seamless interfaces with e-books and other online resources. The library is in year 11 of the Horizon ILS system and it is time to move to the new technology available in the marketplace, which enables better public service and more efficient and effective library operations. In addition, the library’s core server hardware has reached its end of life and it will be necessary to replace it or find another way to host essential library applications as soon as possible.
DISCUSSION
The library employed a competitive procurement process for the purchase of a new ILS. On December 16, 2015 the library issued a request for proposal inviting proposals from library software vendors. On the deadline of Monday, February 1, 2016, the library received responses from five highly qualified vendors. The Senior Leadership, comprising of the Library Director, Supervising Librarians, and a Library Consultant, independently scored each response based on ILS functionality, vendor qualifications, and deliverables (details provided in Section 2.6 of the RFP). Three of the respondents, Koha, The Library Corporation, and Autographics were unable to rank in the top two and were eliminated from competition. Innovative Interfaces, Inc. and Sirsi-Dynix were the top two candidates that warranted further consideration.
The two short-listed candidates were invited to conduct a demonstration in front of the Library’s ILS selection committee. The selection committee comprised of the Senior Leadership and stakeholders from each Library division. Each demonstration was five hours long and covered all core functions of the system. The committee members scored the functions based on the usability of the user-interface and efficiency of the workflow. The aggregate scores and feedback were summarized and presented to the Senior Leadership group for final analysis.
At the conclusion of the evaluations, vendor demonstrations, reference checks, and site visits to other library systems, the Senior Leadership voted by a majority to award the contract to Innovative Interfaces, Inc. Innovative’s Polaris ILS solution successfully fulfilled the essential requirements outlined in the RFP, scored top marks in five out of six modules, and finished first place in both rounds of evaluations. In addition, the Polaris ILS best addressed the library’s present and future needs with functions that are currently in production across other library systems. In comparison, Sirsi-Dynix’s product (Horizon) had similar features but were still in development and untested.
With guidance and consultation from the City Attorney’s Office and Risk Management, negotiations were concluded in mid-May. On May 11, 2016, the Library Board passed a resolution in support of acquiring the Polaris ILS, and recommending that the City Council approve the contract. A copy of the Resolution is included as Exhibit 1. Staff expects implementation to begin by July 1, 2016, and that the system will be fully operational in the main and branch libraries by October 2016. At the final stage of implementation the Library staff proposes a two day interruption of service as a result of this project. The first day will be used to install hardware and software while the second day will be dedicated to staff training.
FINANCIAL IMPACT
The total cost of the five year contract is $400,000, which includes a contingency of $35,910. This includes the acquisition of the Polaris Integrated Library System, training, installation, professional implementation services, data migration services, enhanced Envisionware RFID software, updated RFID security gates, and five years maintenance and support on all software and hardware. The appropriation for this purchase is included in the Fiscal Year 2016-17 Budget. The funding source for the acquisition is the remaining Measure O bond funding designated for capital expenditures.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This presentation does not affect the municipal code.
ENVIRONMEMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378(b).
RECOMMENDATION
Recommendation to Award contract in the Amount of $364,090, with an Additional Amount of $35,910 in Contingencies, to Innovative Interfaces, Inc. for the Integrated Library System, Polaris
Respectfully submitted,
Jane Chisaki, Library Director
By,
Marlon Romero, Supervising Librarian Technology and Technical Services
Exhibits:
1. City of Alameda, Library Board Resolution of Support for Purchase
2. Contract