Title
***REVISED ITEM (SEE ATTACHED CORRECTION MEMO)*** Integrated Library System Upgrade - RFA 19-029 - Requirements Contract (Ordinance S-45244)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Innovative Interfaces, Inc. to upgrade the Phoenix Public Library's Integrated Library System (ILS). Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value of all option years will not exceed $2,490,000 (including applicable taxes), with an estimated annual expenditure of $498,000.
Report
Summary
The Library Department has been using the ILS since 2008. The ILS is a robust and scalable online library catalog solution within the Phoenix Public Library's public facing website. The online catalog provides mission critical resources and services to Library customers at 17 locations and to the online community 24 hours a day, seven days a week. The Phoenix Public Library website catalog averages yearly page views of 7,456,764. The ILS is used for nearly all aspects of the Library's daily business and integrates closely with other key systems and services including online library card issuing, several eMedia lending platforms, and research database access.
This contract will allow the Library Department to move from an on-premise ILS environment to a hosted solution using Amazon Web Services. The hosted solution provides additional service opportunities to further enhance Library user experience, deliver functionality to Library staff and customers, and manage existing and future Library customer accounts. In addition, the hosted solution will provide ongoing maintenance and support, disaster recovery, system resiliency, and will decrease the support impact on Library staff.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, normal competition was waived as the result of a Determination Memo citing the ILS hosted solution meets all of the Phoenix Public Library's business requirements.
Contract Term
The initial two-year contract term shall begin or or about Jan. 1, 2019. Provisions of the contract may include an option to extend the term of the contract up to three additional years, in one-year increments, which may be exercised by the City Manager or designee.
Financial Impact
The aggregate contract value of all option years will not exceed $2,490,000 (including applicable taxes), with an estimated annual expenditure of $498,000. Funds are available in the Phoenix Public Library budget.
Concurrence/Previous Council Action
This item was recommended for approval at the Parks, Arts, Libraries and Education Subcommittee meeting on Nov. 28, 2018, by a 3-0 vote.
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Library Department.