TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 30976 with Innovative Interfaces, Inc., of Emeryville, CA, for server migration costs of the Library Management System (LMS), to increase the contract amount by $8,200. (Citywide)
DISCUSSION
City Council approval is requested to amend Contract No. 30976 with Innovative Interfaces, Inc., to continue to cover server migration costs of the Library Management System (LMS).
On January 20, 2015, the City Council awarded a contract to Innovative Interfaces, Inc., as part of its adoption of Resolution No. RES-15-0005 for licensing, support, hardware and software service, and staff training for the LMS. The LMS is both the enterprise system and public gateway to the majority of the Long Beach Public Library resources. Core resources of the LMS include maintenance of patron records, circulation records, fines, fees, acquisition funds, and materials purchase cycle tracking. The LMS also serves as a gateway to online databases, newspaper archives, downloadable audiobooks, eBooks, and music. The public access catalog is the tool for staff and the public to search for materials, place holds, and check personal library accounts.
As a result of supply shortages caused by the global COVID-19 pandemic, Lenovo - the vendor who provides the warranty for the LMS servers - could not guarantee warranty coverage through the end of the LMS contract as initially expected. To mitigate risks to public library service interruptions, the Department of Library Services (Department) must work with the LMS vendor, Innovative Interfaces, Inc., to migrate LMS to new servers in collaboration with the Technology and Innovation Department. The warranty coverage for the current servers will expire in December 2021.
The Department will move forward according to City Purchasing policy to select a vendor to provide the LMS. The procurement of a new contract has been delayed due to staff shortages, the Billy Jean King Main Library move, and the Department’s COVID-19 response. The current contract will expire in March 2022.
This matter was reviewed by Deputy City Attorney Amy R. Webber on September 13, 2021, Business Services Bureau Manager Tara Mortensen on September 22, 2021, and by Revenue Management Officer Geraldine Alejo on September 30, 2021.
TIMING CONSIDERATIONS
City Council action to amend Contract No. 30976 is requested on October 19, 2021, to ensure server migrations are completed before the end of the server warranty.
FISCAL IMPACT
The requested action increases the contract authority with Innovative Interfaces, Inc., by $8,200. The contract is budgeted in the General Fund Group in the Library Services Department. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
GLENDA WILLIAMS
DIRECTOR OF LIBRARY SERVICES
APPROVED:
THOMAS B. MODICA
CITY MANAGER