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Home My WebLink AboutContract 45777-R2 y g 7 8 g 10�j CSC No. CITY OF FORT WORTH CONTRACT RENEWAL NOTICE COY gECT,ARY ~�Jv ti CONTRACTNO. 04/04/17`/ . ; .,,.v.. 19 q' 9g Innovative Interfaces,Inc. 5850 Shellmound Way Emeryvilla,CA 94608 Re: NOTICE OF CONTRACT RENEWAL Next Generation Integrated Library System Annual Maintenance Contract No.CSC No.45777(the"Contract") Renewal Term No.2:July 23,2017 to July 22,2018 The above referenced Contract expired on July 22,2016.Pursuant to the Contract,contract renewals are at the sole option of the City. This letter is to inform you that the City is exercising its right to renew CSC No.45777 for an additional one year period,which will begin immediately upon the expiration of the current term and will end on July 22,2017. All other terms and conditions of CSC No. 45777 remain unchanged. Please return this signed acknowledgement letter, along with a copy of your current insurance certificate,to the address set forth below,acknowledging receipt of the Notice of Contract Renewal. Please log onto BuySpeed Online at http://fortworthtexas.gov/purchasing to insure that your company information is correct and up-to- date. If you have any questions concerning this Contract Renewal Notice,please contact me at the telephone number listed below. Sincerely yours, Aaron Cummins,Administrative Services Manager Fort Worth Library City of Fort Worth 817-392-7719-Direct I hereby acknowledge receipt of the Contract Renewal Notice for CSC No.45777 for a one year period ending on July 22,2018. By: 1A%LANy Ott r✓tAfJ SUP L t gn.a-su{ sV.ctO Date: A PrJLI L 1012.0 17 Printed Name and OR 4Siature •.Q ;75 CITE'OF FORT WORTH: V � EST: Fernando Costa,Assistant City Manager J. a s qtyretaryXAS Date: 45 o�D ( M&C No. C-26892 RECOMMENDED BY: Marilyn Marvin Assistant Libr Directof Contract Compliance Manager: By signing I acknowledge t t I am the pers n responsible for the monitoring and administration of this contract,including ensuring all p r ormance and report' equire nts Marilyd Marvin stant Libra Director AcoFr®® CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DDlYYYY) 4. 10iv2017 1 2/1/2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). ONTACT PRODUCER Lockton Insurance Brokers,LLC NAME: CA License#OF15767 PHONE FAX Two Embarcadero Center,Suite 1700 E-MAIL Exti: AIC No San Francisco CA 94111 ADDRESS: (415)568_4000 INSURERS)AFFORDING COVERAGE NAIC# INSURER A:StarNet Insurance Company- 40045 INSURED Innovative Interfaces,Inc. INSURER B:Berkley Regional Insurance Company 29580 1411656 5850 Shellmound Way INSURER C:Indian Harbor Insurance Company 36940 Emeryville CA 94608 INSURER D; INSURER E: INSURER F: COVERAGES 1084520 CERTIFICATE NUMBER: 14492754 REVISION NUMBER: XXXXXXX THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR POLICY NUMBER MWDDNYYY MMI IYYYY COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1000 000 A X Y N TCP7003344-13 10/1/2016 10/1/2017 CLAIMS-MADE ❑X AMAGE TO RENTED OCCUR PREMISES Ea occurrence $ 1,000,000 MED EXP(Any one person) $ 10,000 PERSONAL&ADV INJURY $ 1.000.000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE s 2,000,000 X POLICY❑FIEF'CT ❑X LOC PRODUCTS-COMPIOP AGG $ 2,000,000 OTHER: $ A AUTOMOBILE LIABILITY Y N TCP7003344—13 10/1/2016 10/1/2017 E0 aead.n,)_ LE LIMIT $ 1,0 0,000 X ANY AUTO BODILY INJURY(Per person) $ XXXXXXX OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY(Per accident) $ XXXXXXX X HIREDX NON-OWNED PROPERTY DAMAGE $ XXXXXXX AUTOS ONLY AUTOS ONLY Per accident $ XXXXXXX UMBRELLA LIAB OCCUR NOT APPLICABLE EACH OCCURRENCE $ XXXXXXX EXCESS LIAB CLAIMS-MADE AGGREGATE $ XXXXXXX ; DED RETENTION$ $ XhXXXXX WORKERS COMPENSATION B AND EMPLOYERS'LIABILITY YIN N TWC7003345—13 10/1/2016 10/1/2017 X STATUTE ERH ANY OFFICEOPRI BER/ ARTNR/EXCLUDED?EXECUTIVE � N/A E.L.EACH ACCIDENT _$ 1000,000 (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 1000.000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 1,000,000 C Professional E&O(Claims N N MTP 9030774-02 10/1/2016 10/1/2017 $1M per.claim/$1M agg./$50K ded. Made) DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) City of Fort Worth,its employees,officers,officials,agents and volunters are additional insureds on the captioned General Liability and Automobile Liability policies as respects the Insured's operations. CERTIFICATE HOLDER CANCELLATION 14492754 City of Fort Worth SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Attn:Charles Daniels,Assistant Ci MTHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City Manager g ACCORDANCE WITH THE POLICY PROVISIONS. 1000 Throckmorton Fort Worth TX 76102 AUTHORIZED REPRI 4"-" v C I rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD M&C Review Page I of 3 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FORT COUNCIL ACTION: Approved on 7/22/2014 -Ordinance Nos. 21348-07-2014 &21349-07-2014 DATE: 7/22/2014 REFERENCE C-26892 LOG NAME: 84FY14LIBRARYILS NO.: NON- PUBLIC CODE: C TYPE: CONSENT HEARING: NO SUBJECT: Authorize Execution of an Agreement with GIS Information Systems, Inc. d/b/a Polaris Library Systems, for the Purchase of a Next Generation Integrated Library System for the Fort Worth Library for an Implementation Cost Not to Exceed the Amount of$250,290.00 and Annual Maintenance Service for Four Years Not to Exceed the Amount of$175,000.00 Per Year, Adopt Appropriation Ordinance to Appropriate Up to the Amount of$250,290.00 in the Special Revenue Fund, Authorize Transfer Up to the Amount of$250,290.00 from the Special Revenue Fund to the General Fund and Adopt Appropriation Ordinance Increasing Estimated Receipts and Appropriation in the General Fund Up to the Amount of $250,290.00 (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Authorize the execution of an Agreement with GIS Information Systems, Inc. d/b/a Polaris Library Systems, for the purchase of a Next Generation Integrated Library System for the Fort Worth Library for an implementation cost not to exceed the amount of$250,290.00 and annual maintenance service for four years not to exceed the amount of$175,000.00 per year; 2. Adopt the attached appropriation ordinance to appropriate up to the amount of$250,290.00 in the Special Revenue Fund; 3. Authorize a transfer of up to the amount of$250,290.00 from the Special Revenue Fund to the General Fund; and 4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriation in the General Fund up to the amount of$250,290.00. DISCUSSION: The Integrated Library System (ILS) manages major aspects of library operations, including the online catalog, customer accounts, check-out and check-in, fines and overdue materials, holdings information and management statistics. The current ILS is almost 10 years old (M&C C-20460, December 21, 2004) and does not support many of the personalization and social networking features today's library customers expect or the productivity features required for efficient staff operations. Interlocal Agreements allow the Library to provide library system services to Benbrook, Burleson, Haltom City, Keller, Richland Hills and Watagua. Collectively the group is known as the MetrOPAC. This Agreement was first established in 1986 (M&C C-9463). The Fort Worth Library (FWL) released a Request for Proposals for a Next Generation Integrated Library System and Related Systems and Services on December 23, 2013. Six vendors submitted proposals. A team comprised of Library customers, MetrOPAC staff and Library and IT Solutions staff conducted a thorough evaluation of each proposal. Based on their evaluation, the FWL recommends entering into an Agreement with GIS Information Systems, Inc. d/b/a Polaris Library Systems (Polaris). http://apps.cfwnet.org/council_packet/mc_review.asp?ID=20005&councildate=7/22/2014 4/26/2017 M&C Review Page 2 of 3 The Polaris system offers the best value for the cost. Its mix of features and functions, its existing services and Polaris' vision for development are best suited to the FWL's needs. The Polaris system will improve customers' online experiences, allowing full self-service library card registration, reader reviews, seamless e-resource integration, and easy creation and maintenance of community organization files. By having Polaris host the system off site, the City avoids the costs of hardware purchase and support and is assured that proper system maintenance, upgrades and disaster recovery procedures are followed. The Polaris Agreement will allow the FWL to continue providing automated library services for its client libraries, MetrOPAC. Funding to acquire the new system is available from a Special Revenue Fund established by M&C G-7311, November 3, 1987, to finance future upgrades to the FWL automated system without affecting the General Fund. All revenue from buy-in and annual maintenance received from the client libraries is deposited into this Special Revenue Fund. M/WBE OFFICE -A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. AGREEMENT TERMS -This Agreement consists of an Implementation Phase, which begins upon execution of the Agreement and continues until the City's acceptance date of the new system. The Agreement will then have an initial term of five years starting on the acceptance date. Implementation costs for the new ILS will not exceed the amount of$250,290.00 and includes the first year of maintenance costs after the acceptance date. The maintenance costs for each of the subsequent four years will not exceed the amount of$175,000.00 annually. ADMINISTRATIVE CHANGE ORDER -An administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. RENEWAL OPTIONS -After the initial term, the Agreement may be renewed for additional one-year terms at the City's discretion. Rate increases associated with subsequent one-year renewals will be no greater than four percent or the Consumer Price Index, whichever is less. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendations and adoption of the attached appropriation ordinances, funds will be available in the current operating budget, as appropriated, in the Special Revenue Fund and the General Fund. TO Fund/Account/Centers FROM Fund/Account/Centers 21 GR03 467092 084840010000 $250,290.00 GR03 538070 084840010000 $250,290.00 2) $250,290.00 GR03 538070 084840010000 3&4) GG01 472003 0841020 $250,290.00 4) GG01 531180 0841020 $5,000.00 4) GG01 531200 0841020 $5,000.00 4) GG01 539120 0841020 $240,290.00 Submitted for City Manager's Office by: Charles Daniels (6199) Originating Department Head: Gleniece Robinson (7706) http://apps.cfwnet.org/council_packet/mc_review.asp?ID=20005&councildate=7/22/2014 4/26/2017 M&C Review Page 3 of 3 Additional Information Contact: Sheila Scullock (7708) ATTACHMENTS REC2and3-84FY14LIBRARYILS A02014 .docx REC4 -84FY14LIBRARYILS A02014 .docx http://apps.cfwnet.org/council_packet/mc_review.asp?ID=20005&councildate=7/22/2014 4/26/2017