SR 08-23-2011 3CCity Council Meeting: August 23, 2011
Agenda Item: 3 (~°
To: Mayor and City Council
From: Greg Mullen, Director, Library
Subject: Professional Services Agreement with Polaris Library Systems for an
Integrated Library System
Recommended Action
Staff recommends that City Council authorize the City Manager to negotiate and
execute a professional services agreement with Polaris Library Systems, a New York-
based company, in a sum not to exceed $400,000, to provide software licensing, data
migration services, training, computer hardware and peripherals and first year
maintenance for an Integrated Library System.
Executive Summary
The Library currently uses an Integrated Library System (ILS) from SirsiDynix, Inc. to
manage the purchasing, invoicing, cataloging, searching,. lending and patron account
functions associated with the Library's collection. This ILS has been in place since
1996, and is no longer able to keep pace with rapidly advancing technologies and user
expectations.
Staff recommends entering into a professional services agreement with Polaris Library
Systems, in a sum not to exceed $400,000, to provide software licensing, data migration
services, training, computer hardware and peripherals and first year maintenance for a
new ILS.
Discussion
The Library uses a commercial software package ("Symphony") to order new library
materials, create database records for the public catalog, check out materials to
patrons, generate statistics, and enable patrons to search the Library's collection.
Patron satisfaction and the efficiericy of Library operations hinge on the software's
reliability, flexibility, and ability to incorporate emerging technology trends. Regrettably,
Symphony is failing on all of these measures, resulting in customer complaints, staff
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workarounds, outdated processes, and the diminution of the Library's reputation as a
technology leader.
As part of the FY2010/2011 budget process, City Council appropriated $416,000 to
cover one-time costs to acquire a replacement ILS. Additional CIP funding was also
approved for projected increases in annual maintenance costs.
Contractor/Consultant Selection
The Library formed an ILS Selection Committee to develop requirements for a
replacement ILS and the resulting RFP was posted on Planet Bids on October 4, 2010.
Five vendors submitted responses. The Committee participated in on-site software
demonstrations from each of the respondents, conducted customer site visits and/or
telephone reference interviews, reviewed literature and commentary on the solutions,
and reviewed and discussed the written proposals. The Committee unanimously
recommends an agreement with Polaris Library Systems based on the following criteria:
• Responsiveness to the functional requirements.
• Efficiency and simplicity of the system's user interface as determined by system
demonstrations and customer site visits.
• Data migration plan.
• Conformity to standards and interfacing requirements for third-party applications.
• Feedback from current and past customers concerning product functionality,
customer support, vendor integrity, and other factors relevant to the success of
the proposed solution.
• Compatibility with the Library's technical infrastructure.
• Proposed timeline.
• Total cost of ownership.
• The reputation, experience, growth trajectory and demonstrated financial stability
of the vendor.
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Financial Impacts & Budget Actions
The contract to be awarded to Polaris Library Systems will not exceed $400,000. Funds
are available in account 0018013.589000.
Prepared by: Diane Z. Bednarski, Principal Librarian -Information Management
Approved: Forwarded to Council:
G eg Mullen, irector
Library
Rod Gould ~
City Manager
Reference Contract
No. 9448 (CCS)