REPORT TO COUNCIL
SUBJECT
Title
Action on Subscription License Agreement with Innovative Interfaces, Inc. for Hosting and Maintenance Services for the Integrated Library System for a Total Not-To-Exceed Amount of $1,830,992 Over the Full 11-Year Term
Report
BACKGROUND
The Santa Clara City Library System (Library) relies on an Integrated Library System (ILS) as the foundational technology supporting all core library operations. Through its contract with Innovative Interfaces, Inc. (Innovative), the Library utilizes a comprehensive ILS platform that manages critical functions across the organization. This system maintains records for more than 179,000 patrons, catalogs over 429,000 physical books and digital materials, and processes more than 1.5 million annual circulation transactions, including checkouts and renewals.
The ILS also enables secure access to digital resources and third-party services, supporting both in-library and remote use of offerings such as newspapers, museum passes, eBooks, and streaming media. By consolidating circulation, cataloging, acquisitions and reporting into a single system, the ILS is essential to the Library's daily operations and service delivery system.
On July 1, 2019, the City entered into a Subscription License Agreement with Innovative for the Sierra ILS, transitioning from a locally hosted system to a cloud-based subscription model. This model provides improved system reliability, security, and vendor-supported maintenance while aligning with industry standards for library technology systems.
On June 23, 2020, the City Council authorized Amendment No. 1 (RTC# 20-199), which extended the Agreement for six additional years through June 30, 2026, with a not-to-exceed amount of $757,489. The amendment also included provisions allowing for the Agreement to automatically renew for up to five additional one-year terms, through June 30, 2031, subject to the annual appropriation of funds.
DISCUSSION
The current term ...
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