TITLE
Recommendation to adopt resolution authorizing City Manager to execute a Second Amendment to Contract No. 30976 with Innovative Interfaces Incorporated, to provide continued Library Management System services and staff training in the amount of $513,342, plus a 15 percent contingency in the amount of $77,001 for a total amount not to exceed $590,343 for a period of three years, with the option to renew for two additional one-year periods at $189,411 for year four and $198,882 for year five, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to authorize the City Manager to execute a contract amendment with Innovative Interfaces, Inc., to provide ongoing licensing, support, hardware and software service of the Library Management System (LMS). The LMS is both the enterprise system and public gateway to the majority in the resources of the Department of Library Services. 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, as well as the public, to search for materials, place holds and check personal library accounts.
On December 16, 2008, the City Council authorized an agreement with Innovative Interfaces Inc. for a term of five years. The Innovative Interfaces, Inc. hardware and software solution has provided improved materials circulation and additional online customer services. New integrated services included a digital library which preserves digital images of photographs, historical city directories, and even vintage high school yearbooks. In addition, the wireless and computer time management systems were also integrated. Self-checkout kiosks were added during Fiscal Year 2014 to provide the public with improved service by reducing customer wait times, creating efficiencies and allowing staff to spend more time providing quality service for unique customer situations. With this amendment, Innovative Interfaces, Inc. will provide server hardware replacement for servers that are five years old and have reached the end of the useful lifecycle. Project management hours for data migration integrity verification will also be provided to ensure reliable hardware capacity for future expansion.
Innovative Interfaces, Inc. is the only company that provides the hardware and software currently used for the LMS. It is the only company that can provide updates and corrections for their software. Therefore, no useful purpose would be served by advertising for bids and, to do so, would constitute an unproductive use of time and an unnecessary expenditure of public funds.
City Charter section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution of the City Council.
This matter was reviewed by Deputy City Attorney Amy R. Webber and Budget Management Officer Victoria Bell on January 6, 2015.
TIMING CONSIDERATIONS
City Council action on this matter is requested at the January 20, 2015 meeting to ensure continued support of the Library Management System and staff training.
FISCAL IMPACT
The first year cost is estimated at $235,660, which includes the purchase of a training server and uninterruptable power supply, and a 15 percent contingency amount of $30,738. In years two and three, the costs are estimated at $174,292 and $180,391, respectively, including a 15 percent contingency amount of $46,263 for two years. In total, the amount would not exceed $590,343 over the initial three-year term. Two additional one-year renewal options are currently estimated at $189,411 for year four, and $198,882 for year five. Sufficient funds for the annual contract cost will be included in the annual General Fund (GF) budget for the Library Services Department (LS). The award of this contract will provide continued support to our local economy.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT AMENDMENT WITH INNOVATIVE INTERFACES INCORPORATED, WITHOUT ADVERTISING FOR BIDS, TO PROVIDE ONGOING LICENSING, SUPPORT, HARDWARE AND SOFTWARE SERVICE, AND STAFF TRAINING OF THE LIBRARY MANAGEMENT SYSTEM IN AN AMOUNT NOT TO EXCEED $590,343.
Respectfully Submitted,
GLENDA WILLIAMS
DIRECTOR OF LIBRARY SERVICES
CHRIS WILDING
INTERIM DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER