Title
Integrated Library System Software and Maintenance Contract - RFA-24-0005 - Request for Award (Ordinance S-51473) - Citywide
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Innovative Interfaces, Inc. to provide integrated library system software and maintenance for the Phoenix Public Library Department. Further request an exception to the indemnity and assumption of liability provisions of Phoenix City Code 42-18. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $4,012,000.
Report
Summary
This contract will provide an Integrated Library System, and associated maintenance, which is required to manage the many business processes necessary for a large urban public library so that it can provide effective services to its customers. The Polaris Integrated Library System (Polaris) is the Phoenix Public Library Department's primary business application and enterprise resource planning system, it is used to track items owned, ordering, billing, and customers who have borrowed materials. It consists of several modules, including acquisitions (ordering and receiving books and other materials), cataloging (classifying and indexing materials), circulation (lending materials to customers and receiving them back), serials (tracking magazine, journal, and newspaper holdings), financial system (tracking customer fees owed, generating reminders, and billing notices), statistical reports, and a public access catalog that customers can use to search for materials.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition. The Phoenix Public Library has utilized the Polaris Integrated Library System, provided by Innovative Interfaces, Inc., since 2009. Polaris has proven itself capable of meeting the demands placed upon it. Library staff are well trained in its use. The continuing use of Polaris avoids the need for a costly and needless migration to an alternative Integrated Library System in favor of retaining a system that Library staff and the public are familiar, and satisfied with.
Contract Term
The contract will begin on or about January 1, 2025, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value for will not exceed $4,012,000 for the five-year aggregate term.
Funding is available in the Phoenix Public Library Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Library Department.