TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Agreement No. 30976 including any necessary subsequent amendments, with Innovative Interfaces Inc., of Emeryville, CA, for providing continued Library Management System services, to increase the annual contract amount by $185,038, with a 15 percent contingency in the annual amount of $27,756, for a total annual amount not to exceed $212,794, and extend the term of the contract to March 31, 2024. (Citywide)
DISCUSSION
City Council approval is requested to amend Agreement No. 30976 with Innovative Interfaces, Inc., to continue providing ongoing licensing, support, hardware, software, cloud backup, and telephone notices/renewal service of the Library Management Systems (LMS) for up to one year.
The LMS is both the enterprise system and public gateway to the majority of Library resources. Core functions of the LMS include maintenance of patron records, circulation records, fines, fees, acquisition funds, and materials purchase tracking. The LMS also serves as the gateway to online databases, newspaper archives, downloadable eBooks/audiobooks, and circulation of technology devices including internet hotspots and chrome books. 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 January 20, 2008, 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, software service, and staff training for the LMS. On March 15, 2022, the City Council authorized an agreement with Innovative Interface Inc., to extend the contract for a term of one year. Contract amendments included term extensions, additional necessary software, cloud backup services, and server migration services that have served the Library well.
The Library has moved forward with a Request for Proposals (RFP) as required by City of Long Beach (City) Purchasing policy to select a vendor to provide Library Management Services. The procurement of a new contract has been delayed due to the COVID-19 response and staff shortages. The RFP was released in January 2023 with a goal to select and implement a new contract in 2024. The request to extend the current contract by one year ensures continued public and staff access until a new system is identified and in place.
This matter was reviewed by Deputy City Attorney, Vanessa S. Ibarra on February 24, 2023, Purchasing Agent Michelle Wilson on February 14, 2023, and Revenue Management Officer Geraldine Alejo on February 15, 2023.
TIMING CONSIDERATIONS
City Council action to amend Contract No. 30976 is requested on March 14, 2023 to ensure the amendment is in place expeditiously.
FISCAL IMPACT
The requested action increases the contract authority with Innovative Interfaces Inc., for a total annual amount not to exceed $212,794, inclusive of a 15 percent contingency. Of the total annual cost, $175,445 is appropriated in the General Fund Group in the Library Services Department. It is anticipated that the remaining balance of $37,349 will be funded within current resources also within 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,
CATHY DE LEON
DIRECTOR OF LIBRARY SERVICES
APPROVED:
THOMAS B. MODICA
CITY MANAGER