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Date:     January 5, 2009

To:          RCPL Board of Trustees

From:    Board Policy Committee

Re:         Subscription agreement with Innovative Interfaces

 

Date:     January 5, 2009

To:          Board Policy Committee

From:    G. Chapman, Director

Re:         Subscription agreement with Innovative Interfaces

 


Recommendation:  Approve acceptance of the subscription agreement with Innovative Interfaces Inc, for a new integrated library system.  The total first year startup and maintenance costs are $109,981, which are budgeted in the 2010 library budgets.  Second year and ongoing costs will be $92,306, and include both hosting and maintenance services and a user-friendly interface for the library’s online resources.

 

Background:  This contract was reviewed and approved by both the City Attorney and the library’s ILS consultant.  The ILS consultant recommended that we thoroughly test the product throughout the implementation stages and focus the training to completely address our needs; this will be done through the ongoing participation of the staff workgroup, and their feedback and interactions with their respective departments.

 

The overall costs are higher than initially projected for the following reasons:

1)      The initial projection did not include the Encore service, which repackages all the online services used by our patrons into a one-stop, user-friendly single interface

2)      The costs now include fees for Innovative’s hosting of our data and software

a.       This will eliminate the need for us to contract with outside IT tech support to maintain and troubleshoot the servers, and will also eliminate the need to purchase, maintain, and replace the hardware.  Estimated cost for both these services was projected at $40,000; the cost through Innovative’s hosting will be $12,300/year

b.      This configuration can be changed at any time if we choose; however, we would then need to purchase hardware and contract for IT tech support

 

$35,500 for startup service costs is due at signing; the remaining costs will be invoiced after implementation, and may be paid quarterly, semi-annually, or annually, as determined by RCPL.

 

Once the contract is signed, Innovative will initiate a telephone meeting with our staff workgroup to confirm timelines, processes, and work needed to start the migration process; migration to the new system is projected to be complete by June.

 

 

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