Agenda 12/14/2021 Item #16D 5 (Expenditures for Harware and Software Maintenance w/Innovative Interfaces, Inc.)16.D.5
12/14/2021
EXECUTIVE SUMMARY
Recommendation to approve the expenditures under an Exemption from Competitive Process for
Hardware and Software Maintenance with Innovative Interfaces, Inc., for library system
operations support in an amount not to exceed $180,000 per Fiscal Year, as budgeted within
General Fund (001).
OBJECTIVE: To continue the acquisition of annual maintenance, hardware, and licenses with
Innovative Interfaces, Inc., for the current library operating systems.
CONSIDERATIONS: The purchase and contract for an integrated library system (ILS) from Innovative
Interfaces, Inc., (III) was approved by the Board of County Commissioners (Board) on July 26, 2005
(Item #16D12, RFP #05-3781). Subsequently, the Board approved the purchase of the Sierra upgrade at
their October 11, 2011 meeting (Item #16D2), to provide a more standard interface for staff use in
providing public services. The annual Maintenance Agreement with Innovative Interfaces, Inc., was
approved by the Board on January 28, 2014 (Item #16D3). This software supports the core operating
functions of the Library, such as circulation, cataloging, interlibrary loan, etc., and is essential for the
Library. Innovative Interfaces, Inc., is the sole provider of software support to its products, including its
Sierra software. In 2015, Innovative Interfaces, Inc., agreed to continue providing services as set forth
under the Terms & Conditions of our Purchase Order.
The Library anticipates continuing our services with Innovative Interfaces, Inc., as our integrated library
system (ILS) provider through fiscal year 2023. This maintenance is critical in that it includes
maintenance to the current software, unlimited functionality and hardware support, diagnoses and repair
of any software and hardware issues, help desk services, and online training. The Library anticipates
initiating an RFP for an ILS during FY2022.
Procurement Ordinance No. 2017-08, Section 8, provides that proprietary software such as Sierra from
Innovative Interfaces, Inc., which is compatible with the current ILS in place, may be eligible for
exemption from the competitive process based upon the determination of the County Manager or his
designee, the Procurement Director, that approval of such an exemption is in the best interest of the
County. The Ordinance further requires that purchases exceeding $50,000 in annual expenditures be
approved by the Board. The required exemption form approved by Procurement Services, along with the
staff s business case memo in support of the exemption is attached.
FISCAL IMPACT: The cost for FY2022 will not exceed $180,000, which is budgeted in Library
General Fund (001). Cost and funding sources for future years will be dependent on subsequent budget
year approvals.
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
GROWTH MANAGEMENT IMPACT: The maintenance 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.
RECOMMENDATION: To approve the expenditures for the current Hardware and Software
Maintenance with Innovative Interfaces, Inc., as an annual subscription service for library system
operations support in an amount not to exceed $180,000 per Fiscal Year, as budgeted with Board approval
through FY2023.
Packet Pg. 1542
16.D.5
12/14/2021
Prepared By: Tanya Williams, Director, Library Division
ATTACHMENT(S)
1.2022 ILL Exemption RequestCCPL Sole source_Slerra July2_2021 (PDF)
2. FY22 Exemption Request 036 - Innovative Interfaces (PDF)
3. Innovative Agreement_JAK signed (PDF)
4. Innovative Business Case 5 (trw) (DOCX)
5. INV-INC26965 (PDF)
6. INV-INC26967 (PDF)
7. INV-INC27944 (PDF)
Packet Pg. 1543
16.D.5
12/14/2021
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.13.5
Doe ID: 20486
Item Summary: Recommendation to approve the expenditures under an Exemption from
Competitive Process for Hardware and Software Maintenance with Innovative Interfaces, Inc. for library
system operations support in an amount not to exceed $180,000 per Fiscal Year, as budgeted within
General Fund (001).
Meeting Date: 12/14/2021
Prepared by:
Title: Administrative Assistant — Library
Name: Karen Tibbetts
10/27/2021 3:02 PM
Submitted by:
Title: Division Director - Library — Library
Name: Tanya Williams
10/27/2021 3:02 PM
Approved By:
Review:
Procurement Services
Ana Reynoso
Level 1 Purchasing Gatekeeper
Procurement Services
Sara Schneeberger Additional Reviewer
Library
Tanya Williams
Additional Reviewer
Procurement Services
Sandra Herrera
Additional Reviewer
Operations & Veteran Services
Kimberley Grant
Additional Reviewer
Procurement Services
Geoffrey Willig
Additional Reviewer
Public Services Department
Todd Henry
Public Services Department
Public Services Department
Dan Rodriguez
PSD Department Head
Office of Management and Budget
Debra Windsor
Level 3 OMB Gatekeeper Review
Growth Management Operations Support
Christopher Johnson
County Attorney's Office
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
County Manager's Office
Geoffrey Willig
Level 4 County Manager Review
Board of County Commissioners
Geoffrey Willig
Meeting Pending
Completed
10/27/2021 4:54 PM
Completed
10/28/2021 8:31 AM
Completed
11/01/2021 11:34 AM
Completed
11/02/2021 9:42 AM
Completed
11/08/2021 12:03 PM
Skipped
11/10/2021 10:05 AM
Completed
11/10/2021 10:44 AM
Completed
11/16/2021 11:20 AM
Completed
11/16/2021 11:25 AM
Additional Reviewer Completed
Completed
11/17/2021 8:32 AM
Completed
12/03/2021 10:44 AM
12/14/2021 9:00 AM
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16.D.5.a
m••
World Headquarters
inn ova t i ve
1900 Powell Street, Suite 400
a ProQuest Company Emeryville, CA 94608
+1.510.655.6200
Yahaira Magee, BM, HM, CPM
Purchasing Technician
Collier County Public Library System
2385 Orange Blossom Drive
Naples, FL 34109
July 2, 2021
Re: Sole Source Letter - Sierra
Dear Yahaira,
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,
Brenda Duffy
VP, Corporate Controller
Packet Pg. 1545
Collier County
Exemptions from the Competitive Process
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:Yahaira Magee -Kim Spina
Vendor Name: Innovative Interfaces, Inc
Division: Library - Tanya Williams
Item / service: Subscription & Sierra Maintenance
Budget Year: FY2022-FY2023
Not to Exceed Amount: $ � 80 000.00
Fiscal Year
One time purchase: ❑
Multiple purchases:
Requested
q 10/01/2021-09/30/2023
Is there an agreement
associated with this Yes ❑ No ❑�
date range:
Exemption?
❑ 1. Government Agency/Non-
❑2. Registrations/dues/
❑ 3. Subscriptions/periodicals/
❑ 4. Advertisements
Profit
training
printed materials
❑5. Utility services — subject
❑ 6. Education/academic
❑ 7. Legal services
❑ 8. Purchases required by
to government control
programs/trainers, speakers
grants/gifts
�9.Compatibility/proprietary
❑ 10. Shop estimates on
011. Personnel/recruitment
❑ 12. Works of art for public
with current systems
disassembled equipment
services
display
❑ 13. Direct purchases
❑14. Financial instruments
❑15. Entertainment services
❑ 16. Management studies as
for County sponsored events
directed by County Manager
717. 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.
Hardware and Software Maintenance and Licenses; Sierra integrated Library System; Decision
Center reporting subscription with Innovative Interfaces, Inc. as an annual subscription service
for library system operations support which provides customers with continuity of operations.
Purpose: Describe in detail, the purpose of the requested iteni
The proprietary hardware and software maintenance and licenses with Innovative Interfaces, Inc. is critical to
the continuity of library operations. Inherent to this are the compatible 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 platform for the library catalog, which supports MARC records,
collection management enhancement, and library circulation functionality. Decision Center is the reporting
software for the Sierra ILS, delivering to the Library the ability to regularly monitor and analyze collection
usage, patron trends, and other essential data.
Re uester:
q Tanya Williams
Si nature: Digitally signed byWilliamsTanya
g WIIIIamsTanya Date 2021.09.08151714-04'00'
Date:
Division Director: Kim Grant
Signature: Grant Kimberley Digitally d4 8592l 04'00'
Date: 20signed b 08:59:22 -04'00'
Date:
Procurement Strategist:
g Sara Schneeberger
c
Signature: Digitallysignedby
g SchneebergerSara Date 2 21.09&ara
Date: 2021.09.17 10:23:59
Date:
-04'00'
Procurement Director: Catherine Bigelow
Digitally signed by
Signature: gigelowcatherine BI9eowDat Brine
Date:
Or designee
Date: 2021.09.20 07:46:28-04'00'
For Procurement Use Only:
❑One
time approval
❑One
year approval
Multi -Year Approval:
Start 10/01/2021 End 09/30/2023
Revised 06/17/2021
Packet Pg. 1546
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interfaces
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 through January 31, 2015 at $53,604 per
anriuint, 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.
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 additional 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 48 hours of notice, excluding
weekends and holidays.
This amount is excluded of taxes. The Library will be responsible for
all applicable taxes.
16.D.5.c
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.
1) 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 gController
Name: MichaeTitle: Global
Date: December 12. 2013
Packet Pg. 1547
16.D.5.d
COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
BUSINESS CASE FOR:
Recommendation to approve the expenditures under an Exemption from Competitive Process for
Hardware and Software Maintenance with Innovative Interfaces, Inc. for library system operations
support in an amount not to exceed $180,000 per Fiscal Year.
1. Approval of expenditures for the current Hardware and Software Maintenance with
Innovative Interfaces, Inc. as an annual subscription service for librarsystem operation
support.
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. In 2015, Innovative Interfaces, Inc. agreed
to continue providing services as set forth under the Terms & Conditions of our Purchase
Order.
Innovative Interfaces, Inc. is the sole provider of software support for its proprietary products
including Sierra ILS and Decision Center software subscription.
2. Benefits of the action
By continuing acquisition of the annual Hardware and Software Maintenance, licenses, and
subscriptions with Innovative Interfaces, Inc., the Library is maintaining compatibility with
the integrated library system (ILS) currently in place as well as ensuring a continued,
sustainable level of service which is both optimal and expected by our library user groups.
Decision Center is the proprietary reporting software for the Sierra ILS which provides real
time collection and patron statistics, delivering to the Library the ability to regularly monitor
and analyze collection usage, patron and 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.
3. Risk of not taking the action
The Sierra ILS and Decision Center are all proprietary products of Innovative Interfaces, Inc.
Failure to extend our annual Hardware and Software Maintenance and licenses would result
in the Library's inability to sustain mission critical operations and the public's inability to
access core library services.
Page 1 of 2
Packet Pg. 1548
16.D.5.d
COLLIER COUNTY GOVERNMENT
PUBLIC SERVICES DEPARTMENT, LIBRARY DIVISION
4. Whv is this action the best value solution
The extension of the annual Hardware and Software Maintenance, licenses and proprietary
software subscription with Innovative Interfaces, Inc. is the best action 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 time frame 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's entire catalog of circulating materials would have to be
prepared for extraction and uploaded into a new ILS requiring at four (4) to six (6) month
conversion and testing period.
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 a library automation systems is
generally 6-10 years.)
6. Product listing
• Sierra Unlimited SIP2 Licenses and Cloud Hosting Core Bundle Annual Renewal
$60,623.38 (estimate)
• Sierra Maintenance $78,266.88 (estimate)
• Decision Center Subscription Annual Renewal $19,465.98 (estimate)
7. Staff assessment and recommendation of fair and reasonable
The Library recommends continuing acquisition of the annual Hardware and Software
Maintenance, licenses, and proprietary software subscriptions with Innovative Interfaces, Inc.
through FY 2023.
Tanya Williams, Division Director, Library Division, 8/08/2021
Page 2 of 2
Packet Pg. 1549
16.D.5.e
Ut innovative
a P-oQuest Company
Innovative Interfaces, lnc.
1900 Powell St.
Suite 400
Emeryville CA 94608
United States
billing@iii.com
Bill To
Collier County Public Library
2385 Orange Blossom Dr.
Naples FL 34109
United States
1 Unlimited SiP2 Licenses
1 Sierra Cloud Hosting
1 January 2021 - 31 December 2021
FEN 94-2553274
Please remit electronicaily to:
Bank of America, NA.
ABA/Routing Code: 026009593
SWIFT (USD Payments) : BOFAUS3N
SWIFT (non-USD Payments) : BOFAUS6S
Beneficiary: Innovative Interfaces Incorporated
Beneficiary Account: 1416200046
For payments remitted by check via regular mail:
Innovative Interfaces, Inc
PO Box 74008010
Chicago, IL 60674-8010
For payments remitted by check via FedF�c and lor UPS:
Bank of America Lockbox Services
Innovative Interfaces, Inc
LBX #74008010
540 W Madison, FL 4
Chicago, IL 60661
Invoice
Invoice #
Invoice Date
Terms
PO #
Due Date
Site Code
Created From
Currency
INV-INC26965
11/13/2020
4500207887
1213112020
ccpl
Sales Order#SO-INC27322
US Dollar
36.465.19
21,271.36
Total 57,736,55
Amount Due US$57,736.55
Please he€p fight phishing and other fraud attempts. Confirm any requests
to change innovative's payment Bank Account Details by calling yourtrusted
contact at Innovative
For billing inquiries contact us at:
1-510-655-6200 or billing@iii.com
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Packet Pg. 1550
16.D.5.f
11l innovative
a ProQuest Company
Innovative Interfaces, Inc.
1900 Powell St.
Suite 400
Emeryville CA 94608
United States
billing@iii.com
Bill To
Collier County Public Library
2385 Orange Blossom Dr.
Naples FL 34109
United States
125 Staff Users Maintenance
1 Sierra Maintenance Renewal
1 Teleforms
1 Unlimited Web OPAC user licenses
1 Authority Control Option
1 WebPAC Pro
1 Scoping
1 Automatic Authorities Processing
1 Resequence attached records by location
1 Synchronize bibliographic locations
1 Web OPAC Menus (Languages)
1 Cataloging
1 Reports
1 File Transfer Software
1 OCLC Interactive Via the Network
1 WebBridge
1 Z39.50 Client / Client Broadcast / Server
1 OPAC Export
1 Circulation
1 Sierra Inventory Control Maintenance
Invoice
Page 1 of 3
Invoice #
Invoice Date
Terms
PO #
Due Date
Site Code
Created From
Currency
Teleform Messages: 2
Teleform Lines: 1
Languages: Spanish
I N V-I N C26967
11 / 13/2020
4500207887
1 /31 /2021
ccpl
Sales Order #SO-INC27474
US Dollar
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lit innovative Invoice
a ProQuest Company Page 2 of 3
Invoice # INV-INC26967
Innovative Interfaces, Inc.
1900 Powell St.
Suite 400
Emeryville CA 94608
United States
billing@iii.com
I - . .
1 Circ Notices via E-Mail Option
1 Sierra Homebound Patron / Remote Patrc
1 Ecommerce
1 Acquisitions Module Maintenance
1 Electronic Serials Invoicing
1 Sierra Quick Click Ordering Maintenance
1 Serials
1 Electronic claiming of serial issues
1 SISAC Checkin
1 InterLibrary (ILL) Loan Module
1 Unlimited Data License
1 Offline Circulation
1 Sierra Additional Review Files Maintenarn
1 AirPAC
1 Inventory Express (Web Service)
1 Output Accounting Info Maintenance
1 Sierra Patron API Maintenance
1 Sierra Floating Collections Maintenance
1 RSS FeedBuilder
1 My Record Feeds
1 Classic Fines Payment API Maintenance
1 Online Patron Registration Maintenance
1 RFID / Item Status API Maintenance
1 Web Access Management
1 Sierra EDI / EDIFACT Ordering / Invoicinc
a
Packet Pg. 1552
16.D.5.f
11l innovative
a ProQuest Company
Innovative Interfaces, Inc.
1900 Powell St.
Suite 400
Emeryville CA 94608
United States
billing@iii.com
1 February 2021 - 31 January 2022
FEIN 94-2553274
Please remit electronically to:
Bank of America, N.A.
ABA/Routing Code: 026009593
SWIFT (USD Payments) : BOFAUS3N
SWIFT (non-USD Payments) : BOFAUS6S
Beneficiary: Innovative Interfaces Incorporated
Beneficiary Account: 1416200046
For payments remitted by check via regular mail:
Innovative Interfaces, Inc
PO Box 74008010
Chicago, IL 60674-8010
For payments remitted by check via FedEx and/or UPS:
Bank of America Lockbox Services
Innovative Interfaces, Inc
LBX #74008010
540 W Madison, FL 4
Chicago, IL 60661
Invoice
Page 3 of 3
Invoice #
I N V-I NC26967
Amount
Total 74,539.89
Amount Due US$74,539.89
Please help fight phishing and other fraud attempts. Confirm any requests
to change Innovative's payment Bank Account Details by calling your trusted
contact at Innovative
For billing inquiries contact us at:
1-510-655-6200 or billing@iii.com
Packet Pg. 1553
16.D.5.g
000
lit innovative Invoice
a ProQuest Company
Invoice #
INV-INC27944
Innovative Interfaces, Inc.
1900 Powell St.
Invoice Date
3/30/2021
Suite 400
Terms
Emeryville CA 94608
Po #
4500206408
United States
Due Date
4/30/2021
billing@iii.com
Site Code
ccpl
Created From
Sales Order #SO-INC28172
Currency
US Dollar
Bill To
Collier County Public Library
2385 Orange Blossom Dr.
Naples FL 34109
United States
OptionsQty Description
1 Decision Center Subscription Annual Renewal 18,539.02
1 May 2021 - 30 April 2022
Total 18, 539.02
Amount Due US$18,539.02
FEIN 94-2553274
Please help fight phishing and other fraud attempts. Confirm any requests
to change Innovative's payment Bank Account Details by calling your trusted
Please remit electronically to:
contact at Innovative
Bank of America, N.A.
ABA/Routing Code: 026009593
SWIFT (USD Payments) : BOFAUS3N
For billing inquiries contact us at:
SWIFT (non-USD Payments) : BOFAUS6S
1-510-655-6200 or billing@iii.com
Beneficiary: Innovative Interfaces Incorporated
Beneficiary Account: 1416200046
For payments remitted by check via regular mail:
Innovative Interfaces, Inc
PO Box 74008010
Chicago, IL 60674-8010
For payments remitted by check via FedEx and/or UPS:
Bank of America Lockbox Services
Innovative Interfaces, Inc
LBX #74008010
540 W Madison, FL 4
Chicago, IL 60661
Packet Pg. 1554