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Home My WebLink AboutOrdinance 21349-07-2014 Ordinance No. 21349-07-2014 AN ORDINANCE INCREASING THE ESTIMATED RECEIPTS AND APPROPRIATIONS IN THE GENERAL FUND IN '['HE AMOUNT OF UP TO $250,290.00, FROM AVAILABLE FUNDS, FOR THE PURPOSE OF THE PURCHASE OF A NEXT GENERATION INTEGRATED LIBRARY SYSTIsM FOR THE FORT WORTH LIBRARY; PROVIDING FOR A SEVERABILITY CLAUSE; MAKING TIIIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES; REPEALING ALL ORDINANCE'S IN CONFLICT HEREWITH; AND PROVIDING AN El'I ECTIVIE' DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, 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 increased estimated receipts and appropriations in the General Fund in the amount of up to $250,290.00, from available funds, for the purpose of 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 or judgment 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in which instance said conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed.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 LEGALITY: CITY SECRET',,RY Assi r t Cl y Afton ey ar .l. Kays r ADOPTED AND EFFECTIVE: July 22,2014 City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 7/22/2014 - Ordinance Nos. 21345-07-2014 & 21349-07- 2014 1WiXfl�II ..„„„„,.....�"" ." rarirai � ono AG'„ r �r n u aW'0=====M3 �� =et wamw IJMWM DATE: Tuesday, July 22, 2014 REFERENCE NO.: C-26392 LOG NAME: 84 Y14LIB YILS SUBJECT: Authorize Execution of Agreement with GIS Information Systems, Inc, d/b/a d//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 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 Agreement with GIS Information Systems„ Inc. / /a Polaris Library Systems, for the purchase of 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; an 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 (I S) manages mayor 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 I S is almost 10 years old (M&C C-20460, December 21, 4) 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, Feller, Richland Hills an Watagua. Collectively the group is known as the MetrOPAC. This Agreement was first established in 1936 (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 I..,ognarn : 84t Y 1 LIBRARYIL Pagel of team comprised of Library customers, Metr,OPAC 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 In-formation 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 F 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. MIWBE 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, is 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 then 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 oft e 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 Fund/Account/Centers 2) GF 03 467092 064640010000 X250.290.00 3 GRQ3 538070 084840010000 JZ50 290.00 2) QR03 538070 084840010000 625 0.290.00 0 00 3&4) GG01 472003 0841020 1250,290.00 4) GG01 531180 0841020 i5 0_0000 4) GG01 531200 0841020 IL 000.00 4) GG01 539120 0841020 X40,290.00 [,ogname: 84FY141_1BRAI Y1LS Page 2 of 3 CERTIFICATIONS: Submitted for City Manager j Office by, Charles Daniels (6199) Originating Det)artment Head: Geniece Robinson f 770 6) Additional Information Contact: Shelia Scullock (a 70€x) Logs ame: 84FY14LIBRARYILS Page 3 of 3