Agenda 06/11/2019 Item #16D 5 (Innovative Interfaces, Inc. Agreement Extension)06/11/2019
EXECUTIVE SUMMARY
Recommendation to authorize expenditures for the extension of the annual Hardware and Software
Maintenance Agreement and licenses and subscriptions, and to add the installation of the i-Tiva
automated interactive communication module and support package, with Innovative Interfaces,
Inc.; for library system operations support, in an amount not to exceed $180,000 per Fiscal Year, as
budgeted through FY 2021.
OBJECTIVE: To extend the annual Hardware and Software Maintenance Agreement and licenses and
subscription service products, and to add the installation of the i -Tiva automated interactive
communication module and support package, with Innovative Interfaces, Inc. for library system
operations support.
CONSIDERATIONS: The Board of County Commissioners approved the award of Request for
Proposals (“RFP”) No. 05-3781 and purchase of the Integrated Library System (“ILS”) from Innovative
Interfaces, Inc., on July 26, 2005 (Agenda Item 16D12). Subsequently, the Board approved the purchase
of the Sierra upgrade at its October 11, 2011 Meeting (Agenda Item 16D2.), to provide a more standard
interface for staff use in providing library services. The Board approved the annual Maintenance
Agreement with Innovative Interfaces, Inc. on January 28, 2014 (Agenda Item 16D3). The hardware and
software support the core functions of the Library, such as circulation, cataloging, interlibrary loan, and
the automated interactive communication system, etc., and is essential for providing Library services.
Hardware and software maintenance are also critical in that it includes enhancements and improvements
to current software, provides unlimited functionality and hardware support, diagnoses and repair of any
software and hardware issues, also aiding desk services and on-line training. The Library anticipates
continuing our agreement with Innovative Interfaces, Inc. as our ILS provider through fiscal year 2021.
The Library anticipates initiating a new RFP for an ILS within the next year.
The addition of the i-Tiva automated interactive communication module and annual support package is
necessary as the Library’s current Innovative Interfaces, Inc. tele-renewal and tele-notification system is
at the “end-of-life” stage. The i-Tiva module will ensure continuity of overdue materials and reserves
notification and telephone renewal service to patrons. This purchase does not require additional licensing
or amendments to the Library’s existing agreement with Innovative Interfaces, Inc.
FISCAL IMPACT: The cost for FY19 will not exceed $180,000, which is budgeted in Library General
Fund (001). Future years will be dependent on subsequent budget year approvals.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. -SRT
GROWTH MANAGEMENT IMPACT: None.
RECOMMENDATION: To authorize expenditures for the extension of the annual Hardware and
Software Maintenance Agreement and licenses, and subscription service products, and to add the
installation of the i-Tiva automated interactive communication module and support package with
Innovative Interfaces, Inc.; for library system operations support in an amount not to exceed $180,000 per
Fiscal Year, as budgeted with Board approval through FY 2021.
Prepared By: Tanya Williams, Director, Library Division
16.D.5
Packet Pg. 1431
06/11/2019
ATTACHMENT(S)
1. FY19 Exemption Request 143 - Innovative Interfaces (Board Approval) (PDF)
2. Innovative Business Case 4 (DOCX)
3. I-Tiva Sole Source (PDF)
4. Sierra Sole Source_Jan19_signed (PDF)
16.D.5
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06/11/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.5
Doc ID: 8877
Item Summary: Recommendation to authorize expenditures for the extension of the annual
Hardware and Software Maintenance Agreement and licenses and subscriptions, and to add the
installation of the i-Tiva automated interactive communication module and support package, with
Innovative Interfaces, Inc.; for library system operations support, in an amount not to exceed $180,000
per Fiscal Year, as budgeted through FY 2021.
Meeting Date: 06/11/2019
Prepared by:
Title: Administrative Assistant – Library
Name: Karen Tibbetts
05/06/2019 3:57 PM
Submitted by:
Title: Assistant Division Director - Library – Library
Name: Tanya Williams
05/06/2019 3:57 PM
Approved By:
Review:
Procurement Services Sandra Herrera Level 1 Purchasing Gatekeeper Completed 05/07/2019 8:23 AM
Library Tanya Williams Additional Reviewer Completed 05/08/2019 8:50 AM
Procurement Services Sara Schneeberger Additional Reviewer Completed 05/08/2019 9:58 AM
Public Services Department Kimberley Grant Level 1 Reviewer Completed 05/20/2019 9:28 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 05/22/2019 9:26 AM
Procurement Services Ted Coyman Additional Reviewer Completed 05/23/2019 1:50 PM
Public Services Department Todd Henry Level 1 Division Reviewer Completed 05/24/2019 8:20 AM
Grants Erica Robinson Level 2 Grants Review Completed 05/24/2019 8:57 AM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 05/28/2019 8:03 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 05/30/2019 8:54 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 05/30/2019 10:38 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 05/31/2019 2:37 PM
Grants Therese Stanley Additional Reviewer Completed 06/01/2019 8:36 AM
Budget and Management Office Ed Finn Additional Reviewer Completed 06/02/2019 12:19 PM
County Manager's Office Heather Yilmaz Level 4 County Manager Review Completed 06/03/2019 11:53 AM
16.D.5
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06/11/2019
Board of County Commissioners MaryJo Brock Meeting Pending 06/11/2019 9:00 AM
16.D.5
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Instructions
The following procurement categories may be eligible for exemption from the competitive process based upon the determination
of the County manager or Designee that approval of such an exemption is in the best interest of the County.
Purchases greater than $50,000 will require final approval by the Board of County Commissioners.
Requester Name:Vendor Name:
Division:Item / Service:
Budget Year:1RWWR([FHHG
per Fiscal Year:
One time purchase:Multiple purchases:Requested
date range:_________________
Is there an agreement
associated with this
Exemption?
Yes No
1. Government Agency/Non-
Profit
2. Registrations/dues/
training
3. Subscriptions/periodicals/
printed materials
4. Advertisements
5. Utility services –subject
to government control
6. Education/academic
programs/trainers, speakers
7. Legal services 8. Purchases required by
grants/gifts
9.Compatibility/proprietary
with current systems
10. Shop estimates on
disassembled equipment
11. Personnel/recruitment
services
2. Works of art for public
display
13. Direct purchases 14. Financial instruments 15. Entertainment services
for County sponsored events
16. Management studies as
directed by County Manager
17. Resolution/BCC direction (Indicate resolution number and approval date):
Description of Purchase:Enter a description of the item(s) items that will be purchased under this exemption.
Purpose:Describe in detail, the purpose of the requested item(s).
Requester:Signature: Date:
Division Director: Signature: Date:
Procurement Strategist: Signature: Date:
Procurement Director:
2UGHVLJQHH
Signature: Date:
For Procurement Use Only:
One time approval One year approval Multi-Year Approval: Start ____________ End ____________
Exemptions from the Competitive Process
Yahaira Magee Innovative Interfaces, Inc.
Library Maintenance & Subscription/Sierra, i-Tiva,Decision Center
2019 $180,000
10/01/2018-09/30/2021
For purchases of the extension of our annual hardware and software maintenance agreement
and licenses; Sierra integrated library system; Decision Center reporting subscription; and new
purchase of i-Tiva automated interactive communication module and annual support fee.
Extending the annual hardware and software maintenance agreement and licenses with Innovative Interfaces, Inc. is critical to the continuity of library
operations. This agreement includes enhancements and upgrades to our current integrated library system software, unlimited functionality and
hardware support, diagnoses and repair of software and hardware issues, help desk services, and access to on-line training.
Sierra is the integrated library system software and cloud-hosting that handles the library catalog, collection management, and library circulation.
Decision Center is the reporting software for Sierra allowing the Library to regularly monitor collection usage, patron trends, and other essential data.
i-Tiva is the automated interactive communications software subscription allowing the Library to provide patron notifications of overdue materials and
reserves.
Yahaira Magee 4/24/2019
Tanya R. Williams 4/26/2019
Sara Schneeberger
Catherine Bigelow
04/30/2019 09/30/2021
MageeYahaira Digitally signed by MageeYahaira
Date: 2019.04.24 14:08:54 -04'00'
WilliamsTanya Digitally signed by WilliamsTanya
Date: 2019.04.26 10:24:33 -04'00'
SchneebergerSara Digitally signed by
SchneebergerSara
Date: 2019.04.30 13:45:07 -04'00'
Cat Bigelow Digitally signed by Cat Bigelow
DN: cn=Cat Bigelow, o=Collier County
Government, ou=Procurement Services,
email=catherinebigelow@colliergov.net, c=US
Date: 2019.05.02 10:25:55 -04'00'
16.D.5.a
Packet Pg. 1435 Attachment: FY19 Exemption Request 143 - Innovative Interfaces (Board Approval) (8877 : Authorize extension of Innovative Interfaces
COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
Page 1 of 2
BUSINESS CASE FOR:
Recommendation to authorize expenditures for the extension of the annual Hardware and Software
Maintenance Agreement, licenses, and subscriptions with Innovative Interfaces, Inc. for library
system operations support in an amount not to exceed $180,000 per Fiscal Year, as budgeted through
FY 2021.
1. Approval of extension of annual Hardware and Software Maintenance Agreement, licenses
and proprietary software subscriptions with Innovative Interfaces, Inc.
The Library’s integrated library system (ILS) has been provided by Innovative Interfaces,
Inc. since their award through RFP 05-3871 in 2005. In 2011, Innovative Interfaces, Inc.
upgraded their ILS platform to a more sophisticated turn-key software system offering
greater opportunities for libraries to integrate with new technologies as they emerged. In
2011, the Library upgraded to this new ‘Sierra’ ILS software resulting in the catalog
integration of print and online materials, reporting features through Decision Center, and
tele-renewal and tele-notification functionalities.
Innovative Interfaces, Inc. is the sole provider of software support for its proprietary products
including Sierra ILS, i-Tiva software, and Decision Center software subscription.
2. Benefits of the action
By extending the annual Hardware and Software Maintenance Agreement, licenses, and
subscriptions with Innovative Interfaces, Inc., the Library is ensuring a continued, sustainable
level of service desired by our library user groups.
Decision Center is the proprietary reporting software for the Sierra ILS. Decision Center
provides real time collection and patron statistics allowing the Library to regularly monitor
and analyze collection usage, patron trends, library trends, circulation, and a host of other
essential data necessary to ensure the division is maximizing returns on investment while
meeting the changing needs of library users.
i-Tiva is the proprietary automated interactive communications software subscription
allowing the Library to provide patron notifications of overdue materials and reserves, and
telephone renewal. Our current Innovative tele-renewal and tele-notification system is “end
of life” and to ensure continuity of notification service the Library needs to purchase the i-
Tiva module and annual support. This purchase does not require additional licensing or
amendments to the Library’s existing agreement with Innovative Interfaces, Inc.
16.D.5.b
Packet Pg. 1436 Attachment: Innovative Business Case 4 (8877 : Authorize extension of Innovative Interfaces maintenance agreement and add iTiva module.)
COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
Page 2 of 2
3. Risk of not taking the action
The Sierra ILS, Decision Center, and i-Tiva module are all proprietary products of
Innovative Interfaces, Inc. Failure to extend our annual Hardware and Software Maintenance
Agreement and licenses would result in the Library’s inability to sustain mission critical
operations and the public’s inability to access core library services.
4. Why is this action the best value solution
The extension of the annual Hardware and Software Maintenance Agreement, licenses and
proprietary software subscription with Innovative Interfaces, Inc. is the best action to as the
ILS is already in place. The agreement to support the existing ILS and proprietary software
and subscriptions and to maintain licensing is far cheaper than to replace the entire ILS.
5. Other options to the action
Replacement of the entire system – replacing the ILS is a capital cost of over $400,000 to
implement across the division. The timeframe to initiate a RFP and implement the
replacement of the ILS is a multiyear project; during which time the current ILS would need
to remain operational.
The Library will be initiating a RFP for an ILS within the next year due to the expanding
cutting edge technology options for the public and the fact the Sierra ILS is in the mid-range
of the industry standard for average life. (Average life of library automation systems is no
more than 6-10 years.)
6. Product listing
• Sierra Unlimited SIP2 Licenses and Cloud Hosting Core Bundle Annual Renewal
$52,368.75
• Sierra Maintenance $69,594.44
• Decision Center Subscription Annual Renewal $16,815.44
• i-Tiva TNS/TRS API Install & Configuration $400.00
• i-Tiva for Telephony package support tele-renewal and tele-communication
$7,504.00
7. Staff assessment and recommendation of fair and reasonable
The Library recommends an extension of the annual Hardware and Software Maintenance
Agreement, licenses, and proprietary software subscriptions with Innovative Interfaces, Inc.
through FY 2021.
Tanya Williams, Division Director, Library Division, 04.26.19
16.D.5.b
Packet Pg. 1437 Attachment: Innovative Business Case 4 (8877 : Authorize extension of Innovative Interfaces maintenance agreement and add iTiva module.)
World Headquarters
1900 Powell Street, Suite 400
Emeryville, CA 94608
+1 510 655-6200
www.iii.com
February 6, 2019
RE: Partnership with Talkingtech (i-Tiva)
To whom it may concern:
Innovative Interfaces Incorporated are pleased to offer the i-Tiva System for Sierra customers
worldwide through our partnership with Talkingtech. Innovative is an authorized distributor of the
Talkingtech product i-Tiva (an automated interactive communications system) and as such are able
to offer implementation and subscription of the i-Tiva system at highly competitive rates. Innovative
will also provide all implementation services required for the integration of i-Tiva with Sierra.
Furthermore i-Tiva is the only telephone system supported by Innovative operating on the Sierra
platform.
Best regards,
Akin Adekeye
VP & General Counsel
16.D.5.c
Packet Pg. 1438 Attachment: I-Tiva Sole Source (8877 : Authorize extension of Innovative Interfaces maintenance agreement and add iTiva module.)
World Headquarters
1900 Powell Street, Suite 400
Emeryville, CA 94608
+1.510.655.6200
Collier County Public Library System
2385 Orange Blossom Drive
Naples, FL 34109
January 30, 2019
Re: Sole Source Letter
Dear Sir/Madam
This letter confirms that Innovative Interfaces Incorporated (“Innovative”)is the sole
supplier for all application software products and services running on the Sierra platform.
The Sierra product cannot be purchased from any third party or supplier other than
Innovative as it is a proprietary product and requires Innovative's knowledge and expertise
to install and maintain. Accordingly, Innovative is the sole supplier and provider of
Innovative’s Sierra Software.
Sincerely yours,
Akin Adekeye
VP & General Counsel
16.D.5.d
Packet Pg. 1439 Attachment: Sierra Sole Source_Jan19_signed (8877 : Authorize extension of Innovative Interfaces maintenance agreement and add iTiva