HomeMy WebLinkAboutOrdinance 21348-07-2014 Ordinance No. 21348-07-2014
AN ORDINANCE APPROPRIATING FUNDS IN THE SPECIAL RF,VENUE FUND IN
THE AMOUNT OF UP TO $250,290.00, FROM AVAILABI. ' FUNDS, FOR THE
PURPOSE OF TRANSFERRING THE FUNDS TO THE GENERAL FUND FOR THE
PURCHASE OF A NEXT GENERATION INTEGRA'T'ED LIBRARY SYSTEM FOR
THE FORT WORTH LIBRARY; PROVIDING FOR A SEVI-;RABILIT'Y CLAUSE;
MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES;
REPEALING ALL ORDINANCES IN CONFLICT HEREWITH; AND PROVIDING AN
EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY(.) FORT'WORTII,
TEXAS:
SECTION 1.
That in addition to those amounts allocated to the various City departments for Fiscal Year 2013-2014 in the
Budget of the City Manager, there shall also be appropriations in the Special Revenue I Lind in the amount
of up to $250,290.00, from available funds, for the purpose of tninsferring the funds to the General Fund
for the purchase of a Next Generation Integrated Library System for the Fort Worth. Library.
SECTION 2.
That should any portion, section or part of a section of this ordinance be declared invalid, inoperative or
void for any reason by a court of competent jurisdiction, such decision, opinion «r judgnient shall in no way
impair the remaining portions, sections, or parts of sections of this ordinance, which said remaining
provisions shall be and remain in full force and effect.
SECTION 3.
That this ordinance shall be cumulative of Ordinance No. 20952-09-2013 and all other ordinances and
appropriations amending the same except in those instances where the provisions of this ordinance are in
direct conflict with such other ordinances and appropriations, in which instance said conflicting provisions
of said prior ordinances and appropriations are hereby expressly repealed.
SECTION 4.
This ordinance shall take effect upon adoption.
APPROVED AS TO FORM AND LEGAI.,ITY: CITY SECRF"TARY 7,
m.
Assistant II y Atforn y Mary J. Kay; r
ti
ADOPTED AND EFFECTIVE: July 22, 2014
City of Fort Worth., Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 7/22/2014 - Ordinance Nos. 21348-07-2014 & 21349-07-
2014
DATE: Tuesday, July 22, 2014 REFERENCE NO.: C-26892
LOG NAME: 84FY14LIBRARYILS
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 IL S is almost 10 years of (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
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team comprised of Library customers, MetrOPAC staff and I lbrary 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 6-
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/11!/DE OFFICE A waiver of the goal for MBE/SBE subcontracting requirements was requested by the
Purchasing Division and approved by the MIWBE 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 then 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., to increases associated with subsequent one-year renewals will be no greater
than four percent or the Consumer Price Index, whichever is less.
1--_. __......................_______........
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.
FUND CENTERS:
TO Fund/Account/Centers FROM Fand/Account/Centers
2) QR03 467092 084840010000 X250.290.00 3) GR03 538070 084840010000 X250.290.00
2) GR03 538070 084840010000, 25 ,x290.00
3&4) GG01 472003 0841020 M22-9000
4) C3G01 531.160 0841020 M�000.00
4) GG01 531200 0841020 a5�o-0 Q
4) GG01 539120 0841020 240_2_90-0Q
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CERTIFICATIONS:
Submitted for City Manager's Office by: Charles Daniels (6199)
Originating Department Head: Gleniece Robinson (7706)
Additional Information Contact: Sheila Scullock (7708)
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