TO: Board of Supervisors
FROM: Anthony Halstead- Director of Library Services
REPORT BY: Michelle Carreon- Supervising Staff Services Analyst
SUBJECT: Amendment No. 4 to Agreement No. 210369B with Innovative Interfaces Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 4 to Agreement No. 210369B with Innovative Interfaces Inc. to reflect all fiscal years and meets its payment commitments for future renewed subscription. (No Fiscal Impact)
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BACKGROUND
Innovative Interface Incorporated is a joint use agreement between Napa County Library, Napa Valley College, and Solano Community College for the Polaris Integrated Library System (ILS - “library catalog”) software and hosted services. In October 2025, the board approved Amendment No. 3 of Agreement No. 210369B, which added St Helena Public Library’s subscription and implementation/migration fees allowing libraries and colleges to expand their catalog and materials sharing reach. With Amendment No. 3, the contract maximum erroneously omitted prior fiscal years’ cost in the original agreement, leaving a shortfall to pay future fiscal years’ subscriptions. Approval of Amendment No. 4 to Agreement No. 210369B with Innovative Interfaces Inc. will increase the contract by $298,761.31, for a new contract maximum of $998,761.31 to fund the remaining term for renewal of library Polaris subscriptions, which is set to expire June 30, 2029. The Library’s annual budgets appropriated the cost of subscription services accordingly, therefore there is no fiscal impact.
Requested Action:
1. Approve and authorize Amendment No. 4 to Agreement No. 210369B with Innovative Interfaces Inc. to increase contract maximum to reflect all fiscal years in the remaining contract term for the Polaris Integrated Library System (ILS - “library catalog”) software and hosted services.
FISCAL IMPACT
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Is there a Fiscal Impact? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval of the amendment will allow the library to fund the remaining term for renewal of library Polaris subscriptions. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The cost will be included in the recommended budget for future years in the library General Operations budget, subdivision 2020000, object 53415. |
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Consequences if not approved: |
If not approved, the library will have exhausted the contract maximum and not be able to renew annual Polaris Integrated Library System (ILS - “library catalog”) software and hosted services. |
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Additional Information |
County Strategic Initiative: Elevate County Service and Workforce Excellence |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California
Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.