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HomeMy WebLinkAbout045777-R10 - General - Contract - Innovative Interfaces, Inc.CSC No. 45777-Rl 0 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE May 19, 2026 Innovative Interfaces, Inc. Attn: Legal Dept. 1900 Powell St. Emeryville, CA 94608 Re: Contract Renewal Notice City Secretary Contract No. 45777 (the "Contract") Renewal Term No. 10, July 1, 2026 to June 30, 2027 The above referenced Contract with the City of Fort Worth expires on June 30, 2026 (the "Expiration Date"). 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 the Contract for an additional one (1) year period, which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgement letter, along with your quote for charges for the new renewal term, and current insurance certificate, to the address set forth below, acknowledging receipt of the Contract Renewal Notice. To ensure that your company information is correct and up-to-date, please log onto PeopleSoft Purchasing at https://www.fortworthtexas. og v/departments/fmance/purchasing. If you have any questions concerning this Contract Renewal Notice, please contact us at the email address listed below. Sincerely, City of Fort Worth IT Solutions I Finance I Contracts 100 Fort Worth Trail, Fort Worth, TX 76102 zz IT Finance Contractsgfortworthtexas.gov OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 1 of 2 [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: Innovative Interfaces, Inc. Signed by: McC�a By: Dianna Giordano (Jun 30, 2026 12:45:15 CDT) By; Name: Dianna Giordano Name: Tim McGee Title: Assistant City Manager Title: VP, Sales Operations Date: 06/30/2026 I Date: June 8, 2026 1 6:49:14 AM PDT CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: By: Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality: Candace �Iga4i&ya By: Candace Pagliara (Jun TS, 2026 20:24:20 CDT) Name: Candace Pagliara Title: Sr. Assistant City Attorney Contract Authorization: M&C: C-26892 Approval Date: 7/22/2014 Form 1295: N/A Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: Steven Vandever (Jun 8, 2026 14:44:59 CDT) Name: Steven Vandever Title: Sr. IT Solutions Manager City Secretary: By: Kee Via& Name: Jannette Goodall Title: City Secretary aoouanp4 �s FcoRroo aaa o dv° o3 o ° o 0000000O��a a�nn`Ra000 1 vd OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Contract Renewal Page 2 of 2 Innovative Interfaces Incorporated 1) Clarivate" Renewal Details System ID: Q-00870420 SO-INC42180 It's Time to Renew Your Innovative Contract We hope your users are enjoying the Innovative products you have carefully selected for them. We'd like to remind you that your account is up for renewal. Renew today so your users enjoy uninterrupted access and/or support to the products and services they rely on. Ready to renew? Confirm Your Renewal now. Product..Date Price Date Staff User Licenses Maintenance PLSADDSTAFFLICMAINT 7/1/2026 6/30/2027 0.00 USD Polaris Additional Self Check PLSADDSELFCHECKMAINT 7/1/2026 6/30/2027 0.00 USD Station Maintenance Polaris Custom Services PLSMAINTCUSTOMSERV 7/1/2026 6/30/2027 200.44 USD Maintenance Polaris Core Bundle Maintenance PLSBUNPUBCORMAINT 7/1/2026 6/30/2027 37,799.62 USD — Public Polaris Escrow Services PLSMAINT3RDESCROW 7/1/2026 6/30/2027 1,228.65 USD Polaris Community Profiles PLSADDCOMMPROFMAINT 7/1/2026 6/30/2027 0.00 USD Maintenance RFID Integration Maintenance PLSADDRFIDITEMSTATUSMAINT 7/1/2026 6/30/2027 0.00 USD Polaris RFID Conversion Utility PLSMAINTRFIDCONVUTIL 7/1/2026 6/30/2027 0.00 USD Polaris Integration License PLSMAINTINTELIC 7/1/2026 6/30/2027 0.00 USD Polaris API (PAPI) Maintenance PLSADDPOLAPIMAINT 7/1/2026 6/30/2027 0.00 USD Total Price: • 5/15/2026 7:23 PM Billing Information: Shi.. . Information Please review your billing address to ensure its accuracy. Marilyn Marvin Please confirm the shipping address is accurate. Fort Worth Public Library marilyn.marvin@fortworthtexas.gov 8628 Camp Bowie West Blvd Fort Worth TX United States Fort Worth Public Library 76116-6102 8628 Camp Bowie West Blvd Fort Worth TX United States 76116-6102 Electronic Invoice Recipient(s): Electronic Renewal Recipient(s): Marilyn Marvin Marilyn Marvin marilyn.marvin@fortworthtexas.gov marilyn.marvin@fortworthtexas.gov If your subscribing institution requires the use of Purchase Orders, please indicate below. Purchase Order # Billing Information Notes Annually All prices quoted are exclusive of applicable taxes. We will assess, collect from you and remit to the relevant tax office VAT, GST and other similar sales tax such as provincial sales taxes, as applicable, unless you provide valid evidence in advance of invoicing that you are exempt from such taxes. When applicable, these tax amounts will be reflected on invoices to you. If you are required by law to deduct or withhold any amount you must ensure that we are paid the price quoted (i.e. the price quoted is the amount, we are entitled to receive in the absence of a requirement to make a deduction or withholding). 5/15/2026 7:23 PM Innovative Interfaces Incorporated 1) Clarivate" Renewal Details System ID: Q-00870574 SO-INC42319 It's Time to Renew Your Innovative Contract We hope your users are enjoying the Innovative products you have carefully selected for them. We'd like to remind you that your account is up for renewal. Renew today so your users enjoy uninterrupted access and/or support to the products and services they rely on. Ready to renew? Confirm Your Renewal now. Product.. Date Price Date Polaris Dedicated Hosting - PLSHSTBUNDEDICUSAPA 7/1/2026 6/30/2027 50,406.25 USD US/APAC Polaris Tier I Disaster Recovery - PLSHSTADDDRIDEDICUSAPAC 7/1/2026 6/30/2027 31,503.92 USD Dedicated - US/APAC Polaris Client Deployment PLSADDCLIENTDEPLOY 7/1/2026 6/30/2027 0.00 USD Subscription eContent Integration Subscription PLSADDECONT 7/1/2026 6/30/2027 2,206.54 USD Polaris NCIP Responder PLSADDNCIPRESP 7/1/2026 6/30/2027 3,675.85 USD Shipping 5/15/2026 7:24 PM All prices quoted are exclusive of applicable taxes. We will assess, collect from you and remit to the relevant tax office VAT, GST and other similar sales tax such as provincial sales taxes, as applicable, unless you provide valid evidence in advance of invoicing that you are exempt from such taxes. When applicable, these tax amounts will be reflected on invoices to you. If you are required by law to deduct or withhold any amount you must ensure that we are paid the price quoted (i.e. the price quoted is the amount, we are entitled to receive in the absence of a requirement to make a deduction or withholding). 5/15/2026 7:24 PM Innovative Interfaces Incorporated 1) Clarivate" Renewal Details System ID: Q-00870651 SO-INC42416 It's Time to Renew Your Innovative Contract We hope your users are enjoying the Innovative products you have carefully selected for them. We'd like to remind you that your account is up for renewal. Renew today so your users enjoy uninterrupted access and/or support to the products and services they rely on. Ready to renew? Confirm Your Renewal now. Billing Information: Shi.. . Information Please review your billing address to ensure its accuracy. Marilyn Marvin Please confirm the shipping address is accurate. Fort Worth Public Library marilyn.marvin@fortworthtexas.gov 8628 Camp Bowie West Blvd Fort Worth TX United States Fort Worth Public Library 76116-6102 8628 Camp Bowie West Blvd Fort Worth TX United States 76116-6102 Electronic Invoice Recipient(s): Electronic Renewal Recipient(s): Marilyn Marvin Marilyn Marvin marilyn.marvin@fortworthtexas.gov marilyn.marvin@fortworthtexas.gov If your subscribing institution requires the use of Purchase Orders, please indicate below. Purchase Order # Billing Information Notes Annually All prices quoted are exclusive of applicable taxes. We will assess, collect from you and remit to the relevant tax office VAT, GST and other similar sales tax such as provincial sales taxes, as applicable, unless you provide valid evidence in advance of invoicing that you are exempt from such taxes. When applicable, these tax amounts will be reflected on invoices to you. 5/15/2026 7:25 PM If you are required by law to deduct or withhold any amount you must ensure that we are paid the price quoted (i.e. the price quoted is the amount, we are entitled to receive in the absence of a requirement to make a deduction or withholding). 5/15/2026 7:25 PM ACITY COUNCIL AGEND FORT' ORT11 COUNCIL ACTION: Approved on 7/22/2014 - Ordinance Nos. 21348-07-2014 & 21349-07-2014 Create New From This M&C DATE: 7/22/2014 REFERENCE C-26892 LOG NAME: 84FY14LIBRARYILS NO.. NOW 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). 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 2) GR03 467092 084840010000 $250,290.00 2) GR03 538070 084840010000 $250,290.00 3&4) 0001 472003 0841020 _$250,290.00 4) GG01 531180 0841020 $5,000.00 4) GG01 531200 0841020 $5,000.00 4) 0001 539120 0841020 $240,290.00 Submitted for City Manager's Office by_ Originating Department Head: FROM Fund/Account/Centers 3). GR03 538070 084840010000 $250,290.00 Charles Daniels (6199) Gleniece Robinson (7706) Additional Information Contact: Sheila Scullock (7708) ATTACHMENTS GR03 53ZZZZ.pdf (CFW Internal) ILS Waiver 14-0033.pdf (CFW Internal) REC2and3- 84FY14LIBRARYILS AO2014 .docx (Public) REC4 - 84FY14LIBRARYILS AO2014 .docx (Public) FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Innovative Interfaces, Inc. Subject of the Agreement: Tenth Renewal to CSC 45777 of Innovative Interfaces, Inc. M&C Approved by the Council? * Yes 0 No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No 0 45777-Rl0 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 0 If unsure, see backpage for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 0 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If different from the approval date. Expiration Date: June 30, 2027 If applicable. Is a 1295 Form required? * Yes ❑ No 21 *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 0 No ❑ Contracts need to be routed for CSO processing in the followingorder: rder: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.