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 $310,000.00, for the period of five years from the effective date of this contract in April 1, 2016 through April 1, 2021; 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:
It is recommended that the Board of Supervisors:
1. 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 $310,000.00, for the period of five years from the effective date of this contract in April 1, 2016 through April 1, 2021.
2. Accept the non-standard terms and conditions contained in the Agreement pursuant to the recommendation of the Monterey County Library Director.
SUMMARY/DISCUSSION:
The recommended action will enable Monterey County Free Libraries to continue to use the proprietary Polaris library automation software and hosting services first acquired by MCFL in 2010. The Polaris Library System is now owned by Innovative Interfaces, Inc.
The Polaris software system continues to 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. is selected as a sole source vendor 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. No other service is available to MCFL with the same features, services and support among vying industry competitors.
OTHER AGENCY INVOLVEMENT:
The Agreement has been reviewed by County Counsel as to form and legality but is unable to approve the non-standard agreement terms that may limit and /or waive vendor liability/warranty/indemnification that are carried over with this new term with Innovative Interfaces, attempt to implement superseding provisions/control over the Agreement, and do not permit proration of payments based on use in the event of early termination. 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 $310,000.00, over a five 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).
Prepared by: _____________________________________________
Jacqueline C. Bleisch, Administrative Services Officer, (831)883-7569
Approved by: _____________________________________________
Jayanti G. Addleman, Library Director, (831)883-7566
Attachments:
County of Monterey Agreement for Professional Services with Innovative Interface, Inc.
Exhibits A - C
Sole Source document
Innovative Interfaces MCFL Quote