2005/10/05 Council Agenda Packet

EVERETT CITY COUNCIL AGENDA ITEMCOVER SHEET 7 PROJECT TITLE: Authorize the Mayor to Consent COUNCIL BILL # negotiate and execute a X Action Originating Department Finance/Purchasing contract with Polaris Library First Reading Contact Person Clark Langstraat Systems, Inc for Integrated Second Phone Number 257-8901 Library System software. Reading Third Reading FOR AGENDA OF October 5, 2005 Public Hearing Initialed by: Department Head 411 CAA Council President Location Preceding Action Attachments Department(s)Approval Library Council Authorized RFP None Library,Information 3/30/2005 Technology Proposals Received 6/21/2005 Amount Budgeted $300,000 Expenditure Required $200,910 Account Number(s): Budget Remaining $99,909 CS839-9-310 Additional Required -0- DETAILED SUMMARY STATEMENT: The hardware/software package that is central to the Library's operations has become outdated. Support and parts are no longer available. The Integrated Library System (ILS) includes the means of acquiring library materials, cataloging them, circulation to patrons, and system inquiry both within the library and via the Internet. Proposals were solicited in order to investigate alternatives available in the marketplace that may manage these functions more effectively. Requests for proposals for a new ILS were mailed to seven potential proposers, advertised in the Herald and posted on the City's website. Four proposals were received as follows: Sirsi, Huntsville, AL • Polaris Library Systems, Syracuse, NY Dynix Corp., Provo, UT The Library Corp, Inwood, WV The evaluation team, which included Information Technology and Library staff, selected Polaris Library Systems as the most advantageous proposal. RECOMMENDATION (Exact action requested of Council): Authorize the Mayor to negotiate and execute a contract with Polaris Library Systems, Inc for Integrated Library System software in the amount of$200,910 including Washington State Sales Tax. 83