HomeMy WebLinkAbout2022-03-22 - AGENDA REPORTS - POLARIS INTEGRATED LIBRARY SYSTEMAgenda Item: 12
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: �1 A11�443
DATE: March 22, 2022
SUBJECT: EXTENSION AND MODIFICATION OF CONTRACT WITH
INNOVATIVE INTERFACES INCORPORATED FOR POLARIS
INTEGRATED LIBRARY SYSTEM
DEPARTMENT: Neighborhood Services
PRESENTER: Shannon Vonnegut
RECOMMENDED ACTION
City Council:
1. Authorize the City Manager or designee to extend the City's current contract with Innovative
Interfaces Inc. by three years for the Santa Clarita Public Library's Polaris integrated library
system, not to exceed $360,000, plus any adjustments consistent with the appropriate
Consumer Price Index (CPI).
2. Authorize the City Manager or designee to execute up to two additional, one-year renewal
options beginning in 2025, not to exceed $120,000 annually, plus any adjustments consistent
with the appropriate CPI.
3. Authorize expenditure authority increases in the amount of $1,500 for one-time
implementation fees and $6,900 annually plus any adjustments consistent with the
appropriate CPI for the creation of a Testing Server; appropriate one-time funds in the
amount of $8,400 from Public Library Fund 309 to expenditure account 3097100-516101;
and authorize ongoing appropriations in the amount of $6,900, plus adjustments consistent
with the appropriate CPI, from Public Library Fund 309 to expenditure account 3097100-
516101.
4. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
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BACKGROUND
Since 2011, the Santa Clarita Public Library (SCPL) has utilized the Polaris integrated library
system (Polaris) from Innovative Interfaces Inc.
Polaris contains the SCPL's entire catalog of materials. It manages all of the SCPL physical and
digital resources, customer accounts, and the circulation of library material. Polaris allows the
community to browse the collection, place holds, check out items, and manage their accounts.
Due to the compatibility with the existing integrated library system and ease of transition of data,
the City Council awarded a three-year contract, plus two additional one-year renewal options to
Innovative Interfaces Inc. for Polaris on June 12, 2018.
During the last four years, staff has worked on multiple, large-scale data clean-up projects within
Polaris. Keeping materials catalogued with the correct material information is essential for
maintaining the accuracy of Polaris; consequently providing the public with the most accurate
and up-to-date information about the SCPL collection. Due to compatibility and performance
with the SCPL's existing Polaris database and ease of use by SCPL patrons, a non-competitive
procurement justification has been approved by Purchasing staff.
Staff recommends extending the contract with Innovative Interfaces Inc. for an additional three
years, with a one-year renewal option for two additional years. Staff is also recommending that
the City Council amend the contract's scope of work to include a Testing Server. The addition of
a Testing Server would allow staff to correct data in a secure environment, minimizing the risk
of data corruption or loss and improving customer usability and experience.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
There is no impact to the General Fund associated with this action. The recommended action
requires appropriating one-time funds in the amount of $8,400 from Public Library Fund 309 and
authorizing ongoing appropriations in the amount of $6,900, plus CPI adjustments, from Public
Library Fund 309 for the Testing Server.
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