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BACKGROUND <br /> The annual contract with the ILS vendor used by the Pleasanton Public Library, <br /> Innovative Interfaces Incorporated (Innovative), will expire on June 30, 2022. The ILS is <br /> the backbone of library operations and includes the library catalog and member <br /> accounts. The current contract with Innovative has been in place since 2001 and has <br /> been renewed annually using a Sole Source justification that Innovative was the only <br /> company that provided a product that works with LINK+, a resource-sharing service <br /> between libraries. With the change in the ability of LINK+ to work with other ILS <br /> products, and the technical need for a change to a cloud-based ILS, staff initiated a <br /> RFQ. <br /> Staff issued a RFQ for an Integrated Library System on September 7, 2021 . The <br /> following four Statements of Qualifications (SOQ) and Fee Proposals from ILS software <br /> companies were received: <br /> • Bywater Solutions for their product Koha <br /> • Equinox for their product Evergreen <br /> • SirsiDynix for their product Symphony <br /> • Innovative for their product Polaris <br /> The City's selection committee (comprised of representatives from the Finance, <br /> Information Technology, and Library and Recreation departments) completed their <br /> review of the capabilities of the vendors as shown in their SOQs, and recommended <br /> Equinox, SirsiDynix, and Innovative for an interview and software demonstration. <br /> Based on the SOQ review, Fee Proposal review, interviews, and software <br /> demonstrations from each vendor, the City's selection committee unanimously <br /> recommended moving forward with Innovative's Polaris ILS. <br /> Staff initiated contract negotiations on November 17, 2021 and has asked for a five-year <br /> pricing breakdown and price-per-year costs after the initial five years. Agreeing on a <br /> contract now will provide staff with the necessary five months of overlap time needed to <br /> map data, migrate data, test the new system, and train staff on the new system without <br /> an impact to public services. <br /> DISCUSSION <br /> Innovative's Polaris will meet both the departmental and community needs. Staff <br /> recommend entering into a 5-year contract through June 30, 2027 with the following <br /> contract fees for each year: <br /> • Year 1 - $96,895 <br /> • Year 2 - $59,975 <br /> • Year 3 - $59,975 <br /> • Year 4 - $62,074 <br /> • Year 5 - $64,247 <br /> • Total - $343,166 for 5 years <br /> Page 2 of 3 <br />