| | | | | | | |  | ITEM 8.
Library - Consent |
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| | | | | | | | | DATE: | February 18, 2020
| | DEPARTMENT: | Library
| | REQUESTER: | Mindi Simon
| | TITLE: | Approve Renewal of Library System Automation Software |
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| | | | | | | | | I. | MOTION REQUESTED | | | Approve Sole Source No. 200118MKP to renew the software maintenance and licensing of the Polaris Integrated Library System software which provides the daily operations for the Lee County Library System including circulation, acquisitions, cataloging, customer data management, serials, check-ins, and online access to the electronic databases, from Innovative Interfaces, Inc. in the amount of $143,506.53. |
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| | | | | | | | | II. | ITEM SUMMARY | | | Authorizes the renewal of maintenance and licensing costs for Polaris, the Library’s Integrated Automation System software. The software manages all aspects of the library system’s automated functions including customer information, circulation information, cataloging functions, acquisitions functions, and serials functions. The software allows the library’s materials collection to display to the public through the Public Access Catalog and also allows customers to remotely connect to library databases. The spend for maintenance and licensing in FY18-19 was $136,672.87. Maintenance and licensing for FY19-20 is $143,506.53 and is included in the Library’s operating budget. |
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| | | | | | | | | III. | BACKGROUND AND IMPLICATIONS OF ACTION |
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| | | | | | | | | | A) | Board Action and Other History | | | | Procurement Management advertised Sole Source No. 200118MKP from January 16, 2020 through January 27, 2020, requesting the only qualified supplier capable of meeting the requirements of the department. Innovative Interfaces Incorporated responded with a letter stating they are the sole supplier for all application software products and services for Polaris. |
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| | | | | | | | | | B) | Policy Issues | | | | Renewal of this software helps to support customer service to Lee County Library System customers and aligns with Lee County Goals to provide good customer support. |
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| | | | | | | | | | C) | BoCC Goals | | | | The Polaris Integrated Library System software helps to support all areas of the library system—primarily with people and resources, which are key components in the Lee County Library System’s Annual Plan of Service and also our Long Range Plan, which in turn supports goals of the Board of County Commissioners. |
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| | | | | | | | | | D) | Analysis | | | | The Polaris Integrated Library System software is the foundation of all activities within the library system—making it possible for customers to see what resources we have and connecting these resources to our customers by way of circulation functions and the Public Access Catalog. The software also allows our customers to connect remotely to our various electronic resources through our virtual library of e-books, e-music, e-video, and databases. Total expenditures for this annual contract/support renewal for Fiscal Year 2018-2019 was $136,672.87. |
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| | | | | | | | | | A) | Current year dollar amount of item:
| $143,506.53 | | | B) | Is this item approved in the current budget? | Yes | | | C) | Is this a revenue or expense item? | Expense | | | D) | Is this Discretionary or Mandatory? | Discretionary | | | E) | Will this item impact future budgets?
If yes, please include reasons in III(D) above.
| No | | | F) | Fund: Library Fund
Program: Library Operating
Project: Automation
Account Strings: KG5710114800.503460.163 | | | G) | Fund Type? | Other: Library | | | H) | Comments:
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| | | | | | | | | VI. | TIMING/IMPLEMENTATION | | | The annual contract renewal for the Polaris Integrated Library System is normally due on February 1 of each year. Renewal will occur on this date and payment will be due as soon as possible once payment is approved by the Board. |
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| | | | | | | | | VII. | FOLLOW UP | | | The annual renewal will be due February 1 each year. Moving forward, Library staff and Procurement staff will review and update the annual contract for this renewal completed well in advance of the February 1 renewal date. |
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| REVIEWERS: | | Department | Reviewer | Action | Date | | Library | Simon, Mindi | Approved | 2/7/2020 - 12:35 PM | | Budget Services | Henkel, Anne | Approved | 2/7/2020 - 2:35 PM | | Budget Services | Winton, Peter | Approved | 2/7/2020 - 3:09 PM | | County Attorney | Swindle, Amanda | Approved | 2/7/2020 - 4:21 PM | | County Manager | Brady, Christine | Approved | 2/10/2020 - 11:59 AM |
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