Title
a. Approve and Authorize the Library Director to sign a Professional Services Agreement (PSA) with Innovative Interfaces, Inc. for library automation software and hosting services, in the amount not to exceed $66,000, for the term April 1, 2021 through March 31, 2022; and
b. Accept the non-standard terms and conditions contained in the Agreement pursuant to the recommendation of the Monterey County Library Director.
Report
RECOMMENDATION/SUMMARY:
a. Approve and Authorize the Library Director to sign a Professional Services Agreement (PSA) with Innovative Interfaces, Inc. for library automation software and hosting services, in the amount not to exceed $66,000.00, for the term of April 1, 2021 through March 31, 2022; and
b. Accept the non-standard terms and conditions contained in the Agreement pursuant to the recommendation of the Monterey County Library Director.
DISCUSSION:
The recommended action will enable Monterey County Free Libraries to continue to use the proprietary Polaris library automation software and hosting services first originally acquired by MCFL in 2010. The Polaris Library System is now owned by Innovative Interfaces, Inc. and ta new agreement has been negotiated with Innovative Interfaces, Inc.
The Polaris software system will facilitate the core operations of MCFL. The Polaris system provides the online library catalog, circulation module, cataloging module and materials acquisition module. The system also manages the library patron database. Staff has been trained on this software system and continues to be trained with current upgrades. Innovative Interfaces, Inc. was selected as a sole source vendor back in 2016; for the continuity of operations, as the owner of Polaris, as well as it being the provider of the state-of-the-art software service available to the public library industry. MCFL is satisfied with the product, services and support from Innovative Interfaces, Inc.
In June of 2020, MCFL had planned to do a request for proposal (RFP) for a new animated software system. However, due to the COVID pandemic and staffing challenges, we were unable to spend the time needed to research our current needs and to prepare properly to go through a competitive RFP bidding. We are requesting a 1-year extension on our current contract in order to allow us to do our due diligence in search for new automated software that is competitive in price and meets our future service needs.
OTHER AGENCY INVOLVEMENT:
The Agreement has been reviewed by County Counsel as to form. The Auditor-Controller’s Office, Risk Management, and Information Technology have reviewed this contract for terms and conditions.
FINANCING:
The recommended contract shall not exceed the amount of $66,000, over a period for one year period. Funds have been included in the Library Budget to cover the cost of this contract throughout the period of the contract.
There is no additional cost to the County General Fund as MCFL is its own fund (003).
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This contract is in support of the library circulation systems that provide services to the community and enhances the mission of MCFL to inspire,inform, enjoyment of the communities served.
__Economic Development
__Administration
X Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Jacqueline C. Bleisch, Administrative Services Officer, (831)883-7576
Approved by: Hillary Theyer, Library Director, (831)883-7566
Attachments:
County of Monterey Agreement for Professional Services with Innovative Interface, Inc.
Exhibits - Subscription Agreement and Price Quote