HomeMy WebLinkAbout2025-05-27 - AGENDA REPORTS - POLARIS LIBRARY SYSTEM CONTRAgenda Item• 11
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: '
DATE: May 27, 2025
SUBJECT: CONTRACT WITH INNOVATIVE INTERFACES, INCORPORATED,
FOR POLARIS INTEGRATED LIBRARY SYSTEM
DEPARTMENT: Human Resources and Library Services
PRESENTER: Gina Roberson
RECOMMENDED ACTION
City Council:
Award a five-year contract to Innovative Interface, Inc., for the Polaris integrated library
system in the amount not to exceed $836,098.
2. Appropriate funding in the amount of $31,402 to Library Fund (Fund 309) Contractual
Services Account 3098200-516101 for Fiscal Year 2025-26, $12,192 for Fiscal Year 2026-
27, $16,920 for Fiscal Year 2027-28, $21,789 for Fiscal Year 2028-29, and $26,805 for
Fiscal Year 2029-30, contingent upon the appropriation of funds by the City Council during
the annual budget process for such fiscal year.
3. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney approval.
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 data related to library materials. 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 second three-year contract, plus two additional one-year renewal options, to
Innovative Interfaces, Inc., for Polaris on March 22, 2022.
During the last seven years, staff has worked on multiple, large-scale data clean-up projects
within Polaris. Keeping materials catalogued with the correct material information is essential
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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 its compatibility with
SCPL's extensive catalog of materials, seamless integration with the existing Polaris database,
and ease of use for patrons, Purchasing has approved a single source procurement justification.
Staff recommends adding two new services to enhance the patron experience. The first,
Innovative Mobile, is a mobile application that enables patrons to easily access library resources,
place holds, download e-content, and manage their accounts directly from their personal devices.
The second addition, Vega Discover, will also improve user experience by streamlining user
results, combining an accessible interface with modern data standards, providing a user-friendly,
intelligent presentation of library data for patrons, rolling all formats into a single title display,
and recommending related resources. This service allows for more expedited searches and offers
alternatives for patrons seeking in -demand titles.
The total cost for the system includes licenses for staff, training support, the Polaris suite, and the
Innovative Mobile checkout and Vega Discover module platforms. The implementation of the
new services includes a one-time cost of $23,800 to build out library preferences for both
platforms, as well as staff training for management of the additional services, which has been
accounted for in the yearly cost for Fiscal Year 2025-26.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, $31,402 will be appropriated to Library Fund (Fund
309) Expenditure Account 3098200-516101 for FY 2025-26, $12,192 for Fiscal Year 2026-27,
$16,920 for Fiscal Year 2027-28, $21,789 for Fiscal Year 2028-29, and $26,805 for Fiscal Year
2029-30, contingent upon the appropriation of funds by the City Council in the annual budget for
such fiscal year.
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