SR 12-12-2017 3G
City Council Report
City Council Meeting: December 12, 2017
Agenda Item: 3.G
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To: Mayor and City Council
From: Patty Wong, Director of Library Services, Library Services Department
Subject: Second Modification to Software License Agreement for Polaris Integrated
Library System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to agreement #9448 in an amount not to exceed
$549,000 with Innovative Interfaces, Inc., a California-based company, for annual
software maintenance and support of the Polaris Integrated Library System. This would
result in an eleven year amended agreement with a new total contract amount not to
exceed $949,000, with future year funding contingent on Council budget approval.
Executive Summary
Since 2012, the Library has used Polaris Integrated Library System to manage the
purchasing, invoicing, cataloging, searching, lending and patron account functions
associated with the Library’s collection. It is an integral software, core to Library
operations, and Polaris is a proprietary software that can only be supported by
Innovative Interfaces. The software maintenance and support agreement is due for
renewal. Therefore, staff recommends modifying the agreement with Innovative
Interfaces for annual software maintenance and support funding for one year, with four
additional one-year options, by increasing the contract by $549,000, resulting in a new
total contract amount not to exceed $949,000. This will result in an 11-year contract
Background
On August 23, 2011, Council authorized the purchase of the Polaris Integrated Library
System (ILS) with Polaris Library Systems in the amount of $400,000, to provide
software licensing, data migration services, training, computer hardware and
peripherals, and first year maintenance, see attached web link of August 23, 2011 Staff
Report and Minutes. On December 23, 2011, an evergreen contract was executed,
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which permits automatic renewals, unless terminated by the Library. In June 2012, the
Polaris ILS was launched. In 2014, Polaris Library Systems was acquired by Innovative
Interfaces, Inc. and GIS Information Systems, Inc., and on August 25, 2015, a first
modification was executed approving the assignment of the Original Agreement. The
Polaris ILS has been in use for five years, since June 2012, and it continues to be the
foundation of the collection and the associated functions such as acquisitions,
cataloging, circulation, serials and the public access catalog.
Discussion
The annual software maintenance and support agreement is due for renewal. In order
to continue to receive support and regular software updates, a modification to authorize
additional funds is required. Funding authorization of this mission-critical software will
enable the Library to continue to provide automated services in addition to having
access to the latest product upgrades, new functionality and prompt technical support to
resolve issues. Innovative Interfaces is the only vendor qualified to provide support for
its proprietary software.
Funding spent to date totals $567,000. Funding for the next five fiscal years is as
follows:
FY 2017-18: $69,000
FY 2018-19: $73,000
FY 2019-20: $76,000
FY 2020-21: $80,000
FY 2021-22: $84,000
Next Steps
In the next three to five years, the Library plans to conduct a thorough evaluation of all
the Integrated Library Systems available on the market including the exploration of a
cloud-based system. The evaluation will also include an assessment of our current
usage and a determination of best prices and packages.
Vendor/Consultant Selection
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On October 4, 2010, the City published a Notice Inviting Bids to furnish and deliver an
Integrated Library System in accordance with City specifications. The bid was posted
on the City’s on-line bidding site. Five bids were received and publicly opened. The bid
was evaluated based on the criteria in SMMC 2.24.072, including price, previous
experience, capacity and skill, ability to deliver, quality of product, and compliance with
City specifications and scope of work. The Committee participated in on-site
demonstrations from each respondent, conducted customer site visits and/or telephone
interviews, reviewed literature and commentary of the solutions, and reviewed and
discussed the written proposals. The Committee unanimously recommended the
Polaris ILS as the best system to meet the Library’s specifications and the system was
launched in June 2012.
Financial Impacts and Budget Actions
The contract modification to be awarded to Innovative Interfaces, Inc. is $549,000 for an
amended contract total not to exceed $949,000. Funds are available in the FY 2017-18
($69,000) and FY 2018-19 ($73,000) budget in the Library Department. The contract
modification will be charged to 01613.533580. Future year funding is contingent on
Council budget approval.
Prepared By: Norma Angel, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. August 23, 2011 City Council Minutes (web link)
B. City of Santa Monica Oaks Initiative
C. August 23, 2011 Staff Report (web link)
CITY OF SANTA MONICA
OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public official from receiving, and a person or entity from conferring, specified
personal benefits or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists for persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
information must be updated and supplied every 12 months.
DocuSign Envelope ID: 9BEC781E-1F58-4FB3-B657-C424CB22681F
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3.Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5.Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
Innovative Interfaces Incorporated
Richard Lawson, DirectorPaul Barber, Director
III Acquisition Corp.
akin.adekeye@iii.com (510) 496-3807
Jim Tallman, CEOBill Gadala, Treasurer
Donald Schad, CFO
Akin Adekeye, Secretary
DocuSign Envelope ID: 9BEC781E-1F58-4FB3-B657-C424CB22681F
General CounselAkin Adekeye
November 14, 2017
REFERENCE – 2ND
MODIFICATION TO
AGREEMENT NO. 9448
(CCS)