Agenda 01/28/2014 Item #16D 3n
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1/2812014 16.D.3.
EXECUTIVE SUMMARY
Recommendation to approve an annual Maintenance Agreement with Innovative Interfaces, Inc.
for Sierra software for library system operations support, request that the Board waive the formal
competitive threshold pursuant to Ord. No. 13-69, Section 9(B)(2), and authorize the Chairman to
sign the County Attorney approved agreement.
OBJECTIVE: Approve a Maintenance Agreement with Innovative Interfaces, Inc. for integrated library
services maintenance for services delivered to the public.
CONSIDERATIONS: The purchase and contract for an integrated library system (ILS) from Innovative
Interfaces, Inc., (III) was approved by the Board on July 26, 2005 (Item #16D.12, RFP 05- 3781).
Subsequently, the Board approved purchase of the Sierra upgrade at their October 11, 2011 meeting (Item
416D.2.), to provide a more standard interface for staff use in providing public services. This software
supports the core functions of the Library, such as circulation, cataloging, interlibrary loan, etc., and is
essential for the Library.
This maintenance is critical in that it includes enhancements and improvements to current software,
unlimited functionality and hardware support, diagnoses and repair of any software and hardware issues,
help desk services and on -line training.
Innovative Interfaces, Inc., is the sole provider of software support to its products, including its Sierra
software.
Staff requests that the Board approve the waiver of the competitive threshold for the Maintenance
Agreement pursuant to the Purchasing Ordinance No. 13 -69, Section 9: Formal Competitive Threshold,
subsection D) through fiscal year 2018 as long as funds have been budgeted. The Purchasing Director
certifies that it is in the County's best interest to continue using this service.
FISCAL IMPACT: $53,604 is budgeted in cost center 001- 156100 for the FY14 Budget.
GROWTH MANAGEMENT IMPACT: The maintenance agreement is necessary for the Library to
manage the increases in data resulting from the increasing population of Collier County and to provide
current and effective information to the residents.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. — JAK
RECOMMENDATION: For the Board to approve an annual Maintenance Agreement with Innovative
Interfaces, Inc. for Siena software, request that the Board waive the formal competitive threshold
pursuant to Ord. No. 13-69, Section 9(B)(2), and authorize the Chairman to sign the County Attorney
approved agreement.
Prepared By: Marilyn Matthes, Library Director
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1/28/2014 16.D.3.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.D.16.D.3.
Item Summary: Recommendation to approve an annual maintenance agreement with
Innovative Interfaces, Inc. for Sierra software; and, authorize the Chairman to sign the County
Attorney approved agreement.
Meeting Date: 1/28/2014
Prepared By
Name: TibbettsKaren
Title: VALUE MISSING
12/26/2013 11:04:27 AM
Submitted by
Title: Director - Library,Library
Name: MatthesMarilyn
12/26/2013 11:04:28 AM
Approved By
Name: MatthesMarilyn
Title: Director - Library,Library
Date: 1/2/2014 10:23:16 AM
Name: AlonsoHailey
Title: Operations Analyst, Public Service Division
Date: 1/13/2014 9:33:20 AM
Name: MarkiewiczJoanne
Title: Manager - Purchasing Acquisition,Purchasing & Gene
Date: 1/13/2014 1:15:05 PM
Name: AlonsoHailey
Title: Operations Analyst, Public Service Division
Date: 1/13/2014 2:30:12 PM
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1/28/2014 16.D.3.
Name: JohnsonScott n
Title: Purchasing Agent,Purchasing & General Services
Date: 1/13/2014 2:58:00 PM
Name: CummingsRhonda
Title: Contracts Specialist,Purchasing & General Services
Date: 1/15/2014 9:10:27 AM
Name: CummingsRhonda
Title: Contracts Specialist,Purchasing & General Services
Date: 1/15/2014 9:10:35 AM
Name: CamellSteve
Title: Administrator - Public Services
Date: 1/15/2014 12:43:12 PM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 1/16/2014 4:57:47 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 1/17/2014 3:03:33 PM n
Name: FinnEd
Title: Senior Budget Analyst, OMB
Date: 1/17/2014 6:22:10 PM
Name: DurhamTim
Date: 1/21/2014 1:24:29 PM
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1/28/2014 16.D.3.
Collier County Public Library
2385 Orange Blossom Dr.
Naples, FL 34109
12/19/2013
Innovative Interfaces is the sole supplier for all application software products
running on the Sierra platform and related services. The Sierra product and related
services cannot be purchased from any third party or supplier other than Innovative
Interfaces, Inc. as the products are proprietary products, and require Innovative's
knowledge and expertise to install and maintain. Also, Innovative Interfaces does
not distribute its software through resellers or distributors.
Cristina Fernandes
Invoicing Specialist
5850 Shelimound Way I Emeryville, CA 94608 I 510.655.6200 1 www.iii.com
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Please Send Payment To INNOVATIVE INT 1/28/2014 16.D.3.
P.O. BOX 7849
San Francisco, CA 941247849
T: 510.655.6200
F: 510.450.6350
FEIN 942553274
Page 1 of 1
Invoice
Sold To
Collier County Public Library Customer Number: 95 -CCPL
Attn: Accounts Payable
3299 Tamiami TH. E. STE 700 Invoice Number: R2344764N
Naples, FL 34112 -5749 Invoice Date: 12/9/2013
Confirm To: Merifyn Matures
Customer P.O.: Ship VIA: Terms:
4500141578 CF 121912013 NET 30
Sales CD Desc iWon QuanBly Price Amount
MLMX12 Annual SIERRA Maintenance
TERM: February 2014 - January 2015
EA 12.000
In order to post payment promptly & correctly, please include INVOICE & CUSTOMER Numbers with payment
Credit Card payments are subject to a 3.5% fee for any invoices over $2,000
Packet Page -500-
4,467.000 53,604.00
Net Invoice:
�t.
a
m
0.00
Sales Tax:
0.00
Invoice Total:
53.804.00
10—.1
Please Send Payment To INNOVATIVE INT 1/28/2014 16.D.3.
P.O. BOX 7849
San Francisco, CA 941247849
T: 510.655.6200
F: 510.450.6350
FEIN 942553274
Page 1 of 1
Invoice
Sold To
Collier County Public Library Customer Number: 95 -CCPL
Attn: Accounts Payable
3299 Tamiami TH. E. STE 700 Invoice Number: R2344764N
Naples, FL 34112 -5749 Invoice Date: 12/9/2013
Confirm To: Merifyn Matures
Customer P.O.: Ship VIA: Terms:
4500141578 CF 121912013 NET 30
Sales CD Desc iWon QuanBly Price Amount
MLMX12 Annual SIERRA Maintenance
TERM: February 2014 - January 2015
EA 12.000
In order to post payment promptly & correctly, please include INVOICE & CUSTOMER Numbers with payment
Credit Card payments are subject to a 3.5% fee for any invoices over $2,000
Packet Page -500-
4,467.000 53,604.00
Net Invoice:
53,604.00
Freight:
0.00
Sales Tax:
0.00
Invoice Total:
53.804.00
10—.1
AdrivUbStAls Servms Divow.
pur N,
1/28/2014 16.D.3.
Collier Count
Waiver Request
Requester Name: Usseth weschier Vendor Name: Innovative interfaces
Department: Library Item /Service: Annual Sierra Maintenance
Reauisition # fif aoolicablel: 10206712 Anticipated Cost: 5s:ewa.o
Emeraencv: Describe the public health or safety issues that requires the immediate product or service (i.e., i ne
supply of vaccination was completely depleted within hours of delivery to the employee health center; the current
vendor will not receive another shipment for 2 weeKsi.
Compatibility J Proprietary (One of a Kind or No Substitute Available: Describe the research completed to
determine that there is only one product or service capable of meeting the County's existing conditions and that no
other vendor can provide a product, component, or replacement part that may be substituted.
Innovative Interfaces is the only cOMDany that can provide Maintenance to their product which is
i Sierra.
Authorized Distributor: Describe the research completed to nna simitar reatures anc operamay, anc a letter rrgm
the manufacturer naming the single source authorized distributors) in the southwest Florida region.
It is a felony to knowingly circumvent a competitive process for commodities or services by
fraudulently specifying sole source. Florida Statute 83E.22(2).
Requested b; Date ,+
isseth Weschier
Department Director: f ; Date
Marilyn MattheS ,2'
I procurement Professional:
' Da�,e�
Kf
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os:
i n t e r fa c e s
HARDWARE AND SOFTWARE MAINTENANCE AGREEMENT
a) This Maintenance Agreement will cover all licensed
Software and central site hardware ("Hardware').
b) Maintenance of peripheral hardware purchased from
Innovative Interfaces is the responsibility of the Library.
c) The term of this Agreement is for the period February 1,
2014 througb January 31, 2015 at $53,604 per
armuritI, in advance. Credit card payments are subject to
a 3.5% fee for any invoices over $2,000.
d) Future maintenance charges may be subject to a price
increase not to exceed five (5%) percent per year of the
yearly maintenance amount.
e) The Library must provide direct network internet access
to the System; this would also apply to firewalls, etc.
Innovative requires such access to correct Software bugs
and carry out modifications to the System for the purpose
of maintaining the System. Innovative Interfaces will be
responsible for all corrections at Innovative Interfaces'
expense.
f) Innovative Interfaces will provide the Library with new
releases of the licensed Software modules so long as the
Hardware and operating system used for the System is
sufficient and /or compatible for the load and operation of
such new release. If the Hardware or operating system is
deemed not to be sufficient for installation of the new
release, then the Library shall be responsible for the cost
of new Hardware or operating system as may be required.
If the Library declines to upgrade its Hardware or
operating system to accommodate the upgrade to the
licensed software, then the Library shall remain at its
then current software release. For the purpose of this
document, the term "new release" shall mean
improvements in already licensed Software modules.
g) If the Library adds or upgrades any additional Innovative
Interfaces Software modules to the System after the
initial installation, the maintenance services shall be
extended to cover the additional Software. The
maintenance charges for such Software shall be based
upon Innovative Interfaces' then- current maintenance
rates. The addition) cost of coverage for the additional
Software shall be added to the annual maintenance
amount.
h) Innovative Interfaces will provide services 24 hours a day,
7 days a week. Innovative Interfaces will make its good
faith efforts to return calls within 2 hours of receipt and
repair Software within 46 hours of notice, excluding
weekends and holidays.
This amount is excluded of taxes. 'rbe Library will be responsible for
all applicable taxes.
1/28/2014 16.D.3.
The Library agrees, to take reasonable care of the Hardware
and not permit persons other than authorized representatives
of Innovative Interfaces, Inc. to effect adjustments or repairs
to the Hardware. The Library agrees that for Hardware
supplied by Innovative Interfaces, the Library shall accept
parts shipments for all plug -in or screw -in components. The
shipping costs on returned RMA (returned merchandise
authorization) Hardware will be the responsibility of the
Library, except for the CPU and RAID, which will be the
responsibility of Innovative Interfaces_
j) Any services provided due to Library supplied equipment
failure, where such equipment was not purchased from
Innovative Interfaces, and over which Innovative Interfaces
has no direct control, shall be billable at Innovative Interfaces'
then current maintenance rates, currently at a rate of $180
per hour with a minimum two hour charge,
k) This Maintenance Services agreement does not include repair
services or replacement parts due to damage caused by rain,
fire, flood, lightning, tornado, windstorm, hail, earthquake,
explosion, smoke, aircraft, motor vehicle, collapse of building,
strike, riot, power failure or fluctuation, or other cause
originating by reason of other than normal operation of the
Hardware, or Library's negligence or misuse of the Hardware.
I) The Software shall be operated as the exclusive application on
the purchased Hardware
m) If the Library decides to cancel the Agreement, or cancel or
change any Software products, Innovative must be notified 90
days prior to the annual maintenance renewal date.
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By:
COMMISSIONER TOM HENNING, CHAIRMAN
Date:
INNOVATIVE INTERFACES. INC.
By: I
Ix �
Name:
Michael Brooding
Title:
Global Controller
Date:
December 12, 2013
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