Title
Recommendation to Authorize the City Manager or Designee to Execute an Amendment to the Agreement with Innovative Interfaces, Inc. for the Polaris Integrated Library System by Extending the Term Two Years and Adding the LINK+ Resource Sharing Network for an Amount Not to Exceed $122,618 for a Total Seven-Year Cost in an Amount Not to Exceed $522,618. (Library 5210)
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To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
Recommendation to amend an Agreement with Innovative Interfaces, Inc. (III) for the Polaris Integrated Library System by extending the term two years and adding the LINK+ Resource Sharing Network service for an additional cost of $122,618. $67,800 of the additional costs will be funded by a grant from the NorthNet Library System as the fiscal agent for the California State Library., Link+ is a resource sharing network that will allow direct requesting of books and media from over 70 libraries.
BACKGROUND
In 2016 the Alameda Free Library employed a competitive procurement process for the purchase of a new Integrated Library System (ILS). The ILS allows the library to link core functions like acquisitions, cataloging, circulation, online catalog searching, statistical reporting, and processing of records in a single database structure. The five year contract, with a sixth year option, was eventually awarded to Innovative Interfaces Inc. for their ILS product, Polaris. (Exhibit 1)
In March 2020 the library was awarded a grant from the NorthNet Library System for $39,993.32 to add a new service by Innovative called LINK+ at a reduced cost. (Exhibit 2) LINK+ is a resource-sharing network that provides direct requesting of books and media from over 70 libraries of all types (Public, Academic, Special, etc.) in California and Nevada. Powered by Innovative Resource Sharing technology INN-Reach, LINK+ will instantly add millions of titles to our existing library collections, without having to invest in new materials or endure the expensive traditional interlibrary loan (ILL) process. Due to the long 3-4 month implementation process of LINK+, adding the service requires a minimum 3-year contract at $22,600/yr or a total of $67,800 for the three year contract.
In the last four years the Library staff have been highly satisfied with Polaris and would like to opt-in to the 6th year option and extend the contract to an additional 7th year. (Exhibit 3) The City Council previously approved the six year option but the seventh year will add an additional $43,476 in cost. The contract for both Polaris and the new Link+ service will now both expire in 2023,
DISCUSSION
LINK+ is a popular service used by more than 70 libraries, including more than 80% of the Bay Area libraries. Having the ability to share resources between library systems in an efficient and customer-oriented way have long been in the plans for the Alameda Free Library. In previous years the Library had roadblocks in adding the service such as an incompatible ILS and high startup costs. Now that the Library is using a compatible ILS, and have qualified for a grant to help with initial startup costs the Library now has the opportunity to provide this service to the Alameda community.
FINANCIAL IMPACT
The original contract was approved for up to $400,000. The amendment will add an additional $122,618 in cost for a total cost of $522,618. The amended agreement will expire in May of 2023. The amendment to the Agreement with Link+ is supported by a grant in the amount of $67,800
Budget for the contract is included in the Library Department Budget. The project is funded with monies allocated from the General Fund and the Library Fund. The City Council previously approved the original contract as presented below:
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This presentation does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
Environmental review is not required.
CLIMATE IMPACTS
No Climate Impacts.
RECOMMENDATION
Authorize the City Manager, or Designee to execute an Amendment to the Agreement with Innovative Interfaces, Inc. for the Polaris Integrated Library System by extending the term two years and adding the LINK+ Resource Sharing Network for an for an amount not to exceed $122,618 for a total seven-year cost in an amount not to exceed $522,618.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval to authorize the City Manager to execute an Amendment to the Agreement with Innovative Interfaces Inc. by extending the term two years and adding LINK+.
Respectfully submitted,
Jane Chisaki, Library Director
By,
Marlon Romero, Supervising Librarian Technology and Technical Services
Financial Impact section reviewed,
Nancy Bronstein, Interim Finance Director/Human Resources Director
Exhibits:
1. Original Agreement
2. Grant Award Letter
3. Amendment
cc: Eric Levitt, City Manager