Agenda 10/11/2011 Item #16D210/11/2011 Item 16.D.2.
EXECUTIVE SUMMARY
Recommendation to waive the formal RFF' process, purchase Sierra Integrated Library System
upgrade from Innovative Interfaces Inc., (III) the current vendor for the Library's automation
system; and authorize Chairman to execute contract, Fiscal Impact (Grant funds totaling $74,725)
OBJECTIVE: Obtain approval to purchase the `Sierra' upgrade to the Library's automation system from
our current vendor Innovative Interfaces Inc., without going through RFP process.
CONSIDERATIONS: In FY2005, the Purchasing Department sent out RFP No. 05- 3871 for library
automation services. The result was the selection of Innovative Interfaces Inc. (III) to provide an
integrated, turn-key library system. The transition to this `Millennium' system was completed in May
2006: The system has functioned well and provides the features needed to circulate library materials, and
the related functions of cataloging and bibliographic control. The original cost of the system was
$268,000.
Innovative Interfaces Inc. is the sole owner and producer of the Library's current automation software,
Millennium. Innovative Interfaces Inca is also the sole owner and producer of the upgrade software,
Sierra.
Innovative Interfaces Inc. has been working to upgrade this turn-key software so that it will provide more
opportunities to integrate seamlessly with newer technologies as they emerge. This new `Sierra' system is
currently being installed in `beta' sites. The vendor is offering an `early, adapter' incentive that includes
only charges for migration and not for the new product.
Also included are `incentive credits' that will allow the Library to purchase additional components in the
future. For the Collier County Public Library (CCPL), these `credits' could be used to purchase
components of self- check stations, streamlining circulation for our reduced workforce, or other
components of the library's automation system that we currently do not own." Credits cannot be
exchanged for cash, nor redeemed on service contracts.
In making this decision to purchase Sierra at this time, Library staff has considered the following:
I. Library could keep using Millennium system until vendor requires all libraries to change to Sierra
platform. (probably 5 —10 years)
2. To be able to continue to provide requested, cutting edge technology options for the public,
Library would need to do an RFP for a new automation system in about 5 years. (Average life of
library automation systems is no more than 6 — -10 years. Actual industry standard is about 5
years.)
3. Estimated costs of replacements systems in 5 years could equal the original cost of Millennium
($268,000) if purchased from a different vendor. Upgrade costs to current vendor beyond this
incentive period could equal $125,000 or more.
4. Since the service and features provided by current vendor have been excellent and the Library
will need to upgrade to newer technologies at some point, the -price incentives make sense to
purchase the upgrade now.
5. "Credits" earned through this purchase will enable the Library to select self -check station
components at no additional cost.
6. If this upgrade is contracted for as described on the attached `CCPL Early Implementer Proposal',
the Library does not expect to consider new automation systems for at, least the next 8 to 10 years.
Packet Page -744-
10/11/2011 Item 16.D.2.
FISCAL IMPACT: Upgrade cost is $74,725. Funds are available from the State Aide to the Libraries
Grant Fund (129). No General Fund dollars will be used to acquire this software.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's office, requires
majority vote, and is legally sufficient for Board action. - -CMG
GROWTH MANAGEMENT IMPACT: None.
RECOMMENDATION: That the Board of County Commissioners approves the purchase of Sierra
from Innovative Interfaces Inc., waive the formal RFP process, and authorize the Chairman to execute the
contract.
Prepared By: Marilyn Matthes
Attachments: CCPL Early Sierra Implementer Proposal and Addendum A.
Packet Page -745-
10/11/2011 Item 16.D.2.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.2.
Item Summary: Recommendation to waive the formal RFP process and purchase Sierra
Integrated Library System upgrade from Innovative Interfaces Inc., (III) the current vendor for
the Library's automation system. Fiscal Impact (Grant funds totaling $74,725)
Meeting Date: 10/11/2011
Prepared By
Name: MatthesMarilyn
Title: Director - Library,Library
8/16/20113:04:47 PM
Submitted by
Title: Director - Library,Library
Name: MatthesMarilyn
8/16/20113:04:48 PM
Approved By
Name: AlonsoHailey
Title: Administrative Assistant,Domestic Animal Services
Date: 8/23/2011 11:41:44 AM
Name: AlonsoHailey
Title: Administrative Assistant,Domestic Animal Services
Date: 8/23/2011 11:42:31 AM
Name: CummingsRhonda
Title: Contracts Specialist,Purchasing & General Services
Date: 8/31/2011 10:21:44 AM
Name: CarnellSteve
Title: Director - Purchasing /General Services,Purchasing
Date: 9/13/20118:45:34 AM
Packet Page -746-
n Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 9/15/20113:57:17 PM
Name: RamseyMarla
Title: Administrator, Public Services
Date: 9/15/20115:31:48 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 9/21/20119:35:36 AM
Name: DeLeonDiana
Date: 9/29/2011 12:43:30 PM
Name: IsacksonMark
Title: Director -Corp Financial and Mgmt Svs,CMO
Date: 10/5/20119:07:29 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 10/5/2011 9:17:20 AM
Name: OchsLeo
Title: County Manager
Date: 10/5/20119:24:37 AM
Packet Page -747-
10/11/2011 Item 16.D.2.
10/11/2011 Item 16.D.2.
Addendum A to Sierra Early Implementer Software Proposal
Innovative Interfaces will implement the Sierra software in consultation and collaboration with the Collier
County Public Library, hereinafter "Library". The implementation will include the following tasks and
associated deliverables:
Tasks:
1. Create Implementation Plan
2. Setup test region
3. Installation of production hardware
4. Installation of production software
Deliverables:
1. Implementation Plan
2. Hosted Test Region
3. Production Hardware
4. Production Software
System Activation and Testing
Ongoing testing will be conducted over the duration of the schedule. Final testing will be performed
after delivery, installation, and training of users has been completed on the Sierra software and will
n
ensure:
1. That all software, tasks, deliverables and work items have been delivered, installed, or completed in a
satisfactory manner, as detailed in the original proposal and this Scope of Work.
2. Ensure that the Sierra software meets all requirements detailed in the proposal documents, that all
deliverables in this Scope of Work have been met, and that all Sierra software functions work
properly.
3. Conduct acceptance testing to obtain Library written approval of the Sierra software functionality as
implemented by Innovative Interfaces.
Support and Maintenance:
Upon completion of final testing and approval by the Library of the Sierra software, as delivered and
implemented by Innovative Interfaces onto the Library computer servers, completion of all other tasks
and deliverables in this Scope of Work, and final delivery by Innovative Interfaces of any remaining
project implementation documentation, the work of Innovative Interfaces will be considered complete
and ongoing support services and maintenance of the Sierra software will be transferred to the
Innovative Interfaces Technical Support Help Desk.
Payment Schedule
Packet Page -748-
10/11/2011 Item 16.D.2.
25% Implementation Plan — December 1, 2011 ... ............................... .....................$18,681.25
25% Access to Test Region - April 1, 2012 .............. ............................... .....................$18,681.25
25% Installation of Production Hardware — August 1, 2012 ............... .....................$18,681.25
25% Installation of Production Software —September 1, 2012 ......... .....................$18,681.25
Total: $74,725
Packet Page -749-
Early Implementer Proposal
Standard Managed Server
Collier County Public Library
September 20, 2011
Packet Page -750-
10/11/2011 Item 16.D.2.
10/11/2011 Item 16.D.2.
^ Introduction
Innovative Interfaces is pleased that the Collier County Public Library is interested becoming an
early implementer for our new, evolutionary integrated library system —Sierra. We firmly
believe that the success of our products is based on working closely with our partner libraries
and nowhere is that more important than in the early stages of product development.
Project Summary
Innovative is well underway on the development of Sierra, a new integrated library system
architected for access while maintaining the high level of reliability offered by our Millennium
system for many years. Sierra is still the right solution for libraries that value a turnkey solution,
with the ability to operate the system with the same low- staff - overhead philosophy for which
Innovative is famous. But now, with a new architecture and powerful underlying relational
database, Sierra gives library staff and technologists unmatched flexibility to data mine using
3rd party reporting tools, or to develop local applications using the robust API layer. The Sierra
staff client is built on a new, unified architecture so that one client can be configured to offer all
of the functionality required for a staff member to perform their duties, even if these duties
cross the lines of the traditional library modules. One hundred percent of the business logic of
Millennium will be available in Sierra from the beginning of the testing period.
1111111TYWitectural Details
Packet Page -751-
10/11/2011 Item 16.D.2.
Hardware Specifications
Sierra is built on a flexible relational database store which requires more disk space and more CPU
power than Millennium's "object style" store for a given number of records. The Sierra services
platform runs over 2 servers: a database server and an application server. An initial Sierra database
server is included as part of the development agreement. In your case, the current Millennium server
will be used for the Sierra application server.
Initially, your Sierra system will be hosted by Innovative Interfaces, and then provided onsite once
specifications have been finalized. Ongoing hosting options are also available.
Early Implementer Pricing
One of the benefits of being an early implementer is enjoying preferred pricing. The cost for
Sierra is a one -time charge for migration services to the new platform, as well as a software
tune -up to ensure your core system is en par with the Innovative's most current installations.
As an early implementer, the one -time price for the Sierra package will be $74,725.
The Sierra system will include the following software /features:
O Sierra open source relational database
Access to Sierra database using P party SQL reporting tools
0 Integrated Sierra Desktop Application
Lucene indexing
0 Ability to use either Sierra client and /or optional Millennium clients
Conversion of existing Millennium data to Sierra data format
Project Management / Data profiling services
Installation of relational database software
0 Initial Sierra Server (for North American turnkey)
WebEx training sessions (specific sessions TBD)
Staging Environment for Implementation
RSS Feed Builder/ My Record Feeds
Online Patron Registration
Additionally, the Collier County Public Library will receive a total of 75,000 INN - Appreciation
reward points to be used for any software listed on the attached schedule. The Collier County
Public Library may mix and match software up to the value of reward points"
ILI
As a development partner, the Collier County Public Library agrees to treat all information regarding the
Sierra development project as confidential, including Sierra documentation and description, Sierra
program code, Sierra discussions and Sierra pricing and partnership agreements. Information regarding
Sierra may only be shared with participating staff at the Collier County Public Library, Innovative staff, or
Packet Page -752-
10/11/2011 Item 16.D.2.
other participating development partners. The non - disclosure will remain in place until the time when
Innovative declares Sierra in general release. Collier County Board of County Commissioner's consent is
subject to the provisions of Chapter 119, Florida's Public Records Law.
Payment Terms
As a development partner, Innovative is happy to offer the following payment terms:
25% Implementation Plan — December 1, 2011 ... ............................... .....................$18,681.25
25% Access to Test Region - April 1, 2012 .............. ............................... .....................$18,681.25
25% Installation of Production Hardware — August 1, 2012 ............... .....................$18,681.25
25% Installation of Production Software — September 1, 2012 ......... .....................$18,681.25
Collier County Board of County Commissioners requires a valid invoice and will make payment
in compliance with the Local Government Prompt Payment Act, Ch. 218, Florida Statute.
Collier County Board of County Commissioners is a political subdivision of the State of Florida
and Tax Exempt.
Offer valid until October 31, 2011.
Please acknowledge your agreement to become a Sierra early implementer at your earliest
convenience, by executing this document in the space set forth below.
Again, we would like to thank you for considering joining Innovative as an early implementer on
this exciting project and we look forward to working with the Collier County Public Library.
Collier County Public Library
Signature:
Name:
Fred W. Coyle
Title: Chairman, Collier County Board of
County Commissioners
Date:
INNOVATIVE INTERFACES, INC.
//� ��6zt,�a
Signature:
Name:
Title:
Date:
Carey Hunt
Customer Sales Consultant
Packet Page -753-
10/11/2011 Item 16.D.2.
25,000 points each
50,000 points each
100,000 points each
150,000 points each
0
Quick Click
0
WebBridge LR
0
Media Management
0
Millennium Load
,o
Inventory Express
0
Pathfinder Pro
with Copyright and
Scheduler
AirPac /Mobile Encore
Access
:>
ASRS Interface
10 InnoU Certificates
".
LDAP
0
Single Sign On
0
Core System Module
0
Ecommerce for
Teleforms — 2 lines 2 mess
0
Materials Booking
(Circ, Acq, Serials or ILL)
WebOPAC
0
Telephone Renewal 2
0
Circa Inventory
0
Volume Level Holds
•
Ecommerce for
lines
(either bcode or
0
Agency Holds
Express Lane with 1
RFID)
0
Item Status API
selfcheck
license
0
Courseware
0
Automatic Sorter
•
Webworks Quick Edit
0
Collection Agency
Integration
License (full sorter) SIP2
0
OCLC via network
ti
Consortium Extensions
0
Program Registration
0
Circa Wireless Assistant
0
Web Access
0
Webworks Selection Lists
0
Testing/Training
(barcode or RFID)
0
Held Item Delivery
Software (1 instance)
0
CJK indexing
Management
0
Collection Rotation (each)
0
Electronic Resource
0
Digital signatures
Management
0
Patron images
0
Enterprise backup API
•
Web Refresher Service
•
Alternate Language
WebPAC (per language)
•
ERM Unit
•
Acq. Accounting
Financial Unit
•
Serials Control Unit
Rewards may be used to acquire any combination of software products listed in the chart above, up and to the value of reword points.
Rewards may not be used for maintenance or services, and must be used within 18 months of reward.
There will be no additional maintenance charged on products added through the appreciation /loyalty program.
If a library uses less than their allotted point total, there is no cosh value for the remaining points.
Packet Page -754-