Agenda 05/22/2012 Item #16D 151'221,210-1, - ! t.em: t
EXECUTIVE SUMMARY
Recommendation to approve the Library automation software maintenance agreement with
Innovative Interfaces, Inc., in the amount of $50,040 annually.
OBJECTIVE: Obtain approval for purchase order to pay annual maintenance costs of Library
automation software, in the amount of $50,040.
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, tum -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.
Annual maintenance costs pay for enhancements to the system, help desk services as needed, on -line
training classes, assistance in integrating other technologies into the system. Innovative Interfaces, Inc.
owns the software and all copyright to the system. In order to keep the system in working order, an
annual maintenance fee must be paid.
Generally the Library receives notification of maintenance fees annually in January. This notification was
not received this year until the Innovative Interfaces, Inc. requested past due payment in April, 2012.
There is no past due penalty included in the invoice. The maintenance fees have also increased due to
purchase of additional system components, including `Floating Collections'.
FISCAL IMPACT: Funds to pay the $50,040 annual cost were budgeted as part of the FY12 budget
Cn
process, and are available within Library Administration, General Fund (001).
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: To approve the Library automation software maintenance agreement with
Innovative Interfaces, Inc., in the amount of $50,040 annually.
Prepared By: Marilyn Matthes, Library Director
Attachments: Invoice #R227730 -IN, Innovative Interfaces, Inc.
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51222j201 ? *rte
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.1.
Item Summary: Recommendation to approve a Library automation software maintenance
agreement with Innovative Interfaces, Inc., in the amount of $50,040 annually.
Meeting Date: 5/22/2012
Prepared By
Name: MatthesMarilyn
Title: Director - Library,Library
4/17/2012 2:14:42 PM
Submitted by
Title: Director - Library,Library
Name: MatthesMarilyn
4/17/2012 2:14:44 PM
Approved By
Name: AlonsoHailey
Title: Administrative Assistant,Domestic Animal Services
Date: 4/27/2012 8:42:17 AM
Name: DeLeonDiana
Title: Contracts Technician, Purchasing
Date: 4/27/2012 4:29:15 PM
Name: MarkiewiczJoanne
Title: Manager - Purchasing Acquisition,Purchasing & Gene
Date: 4/28/2012 3:53:51 PM
Name: WardKelsey
Title: Manager - Contracts Administration,Purchasing & Ge
Date: 4/30/2012 1:31:27 PM
Name: GreeneColleen
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5j 2i'20 2 1 e_m
Title: Assistant County Attomey,County Attorney
Date: 5/1/2012 2:17:42 PM
Name: CarnellSteve
Title: Director - Purchasing /General Services,Purchasing
Date: 5/8/2012 11:42:19 AM
Name: KlatzkowJeff
Title: County Attorney
Date: 5/9/2012 2:58:07 PM
Name: PryorCheryl
Title: Management/ Budget Analyst, Senior,Office of Management & Budget
Date: 5/14/2012 8:56:52 AM
Name: SheffieldMichael
Title: Manager- Business Operations, CMO
Date: 5/14/2012 12:01:53 PM
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1?C 2 It-
5122 rr i F�,.
HARDWARE AND SOFTWARE MIUNTENANCE AGREEMENT
a) This Maintenance Agreement will cover all licensed
Millennium 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,
2012 through January 31, 203.3 at $50,040 per
annum I., in
2 994 fee fQF
. This agreement
may be renewed annually with both parties written
consent.
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 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 best
efforts to return calls within 2 hours of receipt and repair
Software within 48 hours of notice, excluding weekends
and holidays.
Collier Count)- is apolitical subdivision of the
State of Florida and is tax exempt.
i) 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, Innovative
Interfaces must be notified in writing at least 90 days prior to
the annual renewal date.
COLLIER COUNTY BOARD OF CO. COMUMSIONER3
By:
Fred W. Coyle, Chairman
Date:
ATTEST:
Dwight E. Brock, Clerk
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Approved as to form and Legal sufficiency
Colleen Greene, Assistant County Attorney
INNOVATIVE INTERFACES, INC.
By:
Name:
Janice Figueroa
Title:
Invoicing Specialist
Date:
April 19, 2012
Please Send �awnert In INNO 5 1 " 2 Z'40- C " 27' Item 16-7-,'
P.O. td(JA 164-
San Francisco, CA 94120-7849
T: 510.655.6200
F: 510.450.6350
FEIN 94. 2553274
Confirm To: Marilyn Matthes
Customer P.O.: Ship VIA: Terms:
JF 01125112 NET 30
Sales CD Description Quantity Price Amount
MLMX12 Annual MILLENNIUM Maintenance EA 12.000 4,170.000 50,040.00
TERM: Feb 2012 - Jan 2013
In oraer to Post Payment Promptly & ameelly, Piesse moude INVOICE & CUSTOMER Numbers with Payment
Packet Page -1507-
Net Invoice:
50,040.00
Freight:
0.00
Sales Tax:
0.00
Awok
Invoice Total:
50,040.00