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Home My WebLink AboutContract 45777-R1 dF' a r d. CSC No. *- RECEIVED CITY OF FORT WORTH FEB 2 CONTRACT RENEWAL NOTICE CITY SECRETAkV 01/30/16 CITY OF FORT WORTH CONTRACT NO. CITY SECRETARY 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. 1:July 23,2016 to July 22,2017 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.goy/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, Sheila Baker,Contract Compliance Specialist LWORTNI CIAL �1�"RD FMS,Purchasing Division 3ECRETARY 817-392-8356-Direct 817 392-8440-Fax TX I hereby acknowledge receipt of the Contract Renewal Notice for CSC No.45777 for a one year period ending on July 22,2017. By: ;e4 CDwnsje Date: — Printed Name and Titl Signature F— CITY OF FORT WORTH: s T T: Cia� fic Fernando osta,Assistant City Manager �(P5 Mary J.Kay ity 61cretary Date: Z/P7//7 M&C No. C-26892 RECOMMENDED BY: MarilynMarvin Assistant LibrDirec r Contract Compliance Manager: By signing I acknowledge that I am th4son responsible for the monitoring and administration of this contract,including ensuring all erformance and orting requirements. Oa• 'Ifl7-01? Marilo Marv' Assistant LibrM Director M&C Review Page I of 3 Official site of the City of Fort Worth,Texas CITY COUNCILAGErWA FORT_Vo�i 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.. CODE: C TYPE: PUBLIC NO CONSENT HEARING: 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/me review.asp?ID=20005&councildate=7/22/2014 2/20/2017 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 GR03 467092 084840010000 $250,290.00 GR03 538070 084840010000 $250,290.00 2) $250,290.00 GR03 538070 084840010000 3&4) 0001 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) httn://anns.cfwnet.org/council packet/mc review.asn?ID=20005&councildate=7/22/2014 2/20/2017 M&C Review Page 3 of 3 Originating Department Head: Gleniece Robinson (7706) Additional Information Contact: Sheila Scullock (7708) ATTACHMENTS REC2and3- 84FY14LIBRARYILS A02014 .docx REC4 - 84FY14LIBRARYILS A02014 .docx http://apps.cfwnet.or)�/council packet/me review.asp?ID=20005&councildate=7/22/2014 2/20/2017