TO: Board of Supervisors
FROM: Anthony Halstead- Director of Library Services
REPORT BY: Michelle Carreon- Supervising Staff Services Analyst
SUBJECT: Agreements with Innovative Interfaces Inc., Unity Courier, Inc., and Library
RECOMMENDATION
title
Approve and authorize Amendment No. 3 to Agreement No. 210369B with Innovative Interfaces Inc.; Amendment No. 2 to Agreement No. 220018B with Unity Courier Service, Inc.; and Agreement No. 260116B with St. Helena Public Library for services related to the Integrated Library System. (Fiscal Impact: $100,000 Reduced Expense; Library Fund; Budgeted; Discretionary)
body
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. At this time, the library would like to add St. Helena Public Library to the agreement which would allow the libraries and colleges to expand their catalog and materials sharing reach. With Napa County residents receiving direct access to the St. Helena Public Library collection, either through inter-library transfer or by visiting their library in person, the Napa County Library believes funding 25% of the migration costs, with no ongoing expense, is appropriate.
With this amendment, Napa County Library will be canceling Innovative’s Vega Premium Discover Consortia subscription, which was replaced by the library’s subscription to BiblioCommons for cataloging services. Savings from the cancelation of this subscription will offset the cost of adding St. Helena Public Library’s subscription with implementation/migration fees, therefore the contract maximum will be reduced by $50,000 for a new contract maximum of $700,000.
As part of the agreement with Innovative Interface Incorporated Inc., the Napa County Library (NCL) is a member of Link + (a combined catalog system of multiple California libraries). The membership requires NCL to utilize Unity Courier for interlibrary courier services. NCL agreed to contract directly with Unity for NCL, Napa Valley College, and Solano Community College. This would now include St. Helena Public Library. Due to a calculation error in our original agreement, fuel surcharges were accounted for twice, therefore when adding St. Helena Public Library to the Unity Courier service schedule, the contract maximum will be reduced by $50,000, for a new contract maximum of $500,000.
The recommended agreement with St. Helena Public Library provides reimbursement of Unity Courier Services and Innovative Interfaces Inc. Polaris subscription as well as combined Integrated Library Services (ILS).
The Napa County Library is excited at the prospect of increasing the collection size of its catalog, increasing ease of use for St. Helena residents and others in the County and streamlining the process for resource sharing amongst all residents.
Requested Actions:
1. Approve and authorize Amendment No. 3 to Agreement No. 210369B with Innovative Interfaces Inc. for a maximum amount of $700,000 to remove Vega Premium Discover Consortia subscription and provide St. Helena Public Library Polaris software subscription with implementation/migration fees; and
2. Approve and authorize Amendment No. 2 to Agreement No. 220018B with Unity Courier Service, Inc. for a maximum amount of $500,000 to provide interlibrary courier service of books and materials for St. Helena Public Library; and
3. Approve and authorize Agreement No. 260116B with St. Helena Public Library for a maximum amount of $110,144 for cost reimbursement to Napa County Library for St. Helena Public Library’s Polaris subscription and Courier services and to purchase services and/or products on its behalf for the term October 7, 2025 through June 30, 2029.
FISCAL IMPACT
|
Is there a Fiscal Impact? |
No |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
Approval of the Innovative Interfaces Inc. agreement would allow for the library to remove Vega Discover Consortia from the subscriptions services and to incorporate St. Helena Public Library to the Polaris Integrated Library System (ILS) subscriptions. Approval of the Unity Courier amendment would allow Napa County Library’s contract to be updated and provide courier services for St. Helena Public Library. Unity Courier is responsible for the transport of materials among all the locations of the Napa County Library, Napa Valley College and Solano Community College on a daily basis. |
|
Is the general fund affected? |
No |
|
Future fiscal impact: |
The cost will be included in the recommended budget for future years. The colleges and St. Helena Public Library will reimburse Napa County Library for the cost of their Polaris and Unity services. |
|
Consequences if not approved: |
If the amendments and St. Helena Public Library agreement are not approved, St. Helena Public Library will not be included with the various library catalog, resource sharing and courier services. |
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.