Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Christine Taylor
DATE: November 18, 2025
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Innovative Interfaces Incorporated, for vendor
support of the Sierra Integrated Library System (ILS) software and associated software modules along with
new software upgrades for the Library Department, which is the sole provider of this software, in
accordance with Texas Local Government Code 252.022, which provides that procurement of commodities
and services that are available from one source are exempt from competitive bidding, and if over $50,000,
shall be awarded by the governing body; providing for the expenditure of funds therefor; and providing an
effective date (File 8888 – awarded to Innovative Interfaces Incorporated, for three (3) years, with the option
for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$477,208.11).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Enhance Infrastructure and Mobility.
INFORMATION/BACKGROUND
An Integrated Library System (ILS) software is the enterprise resource planning software for a library
system. It is the foundation for core library operations, providing account, circulation, cataloging, serials,
acquisitions and payments, holds, barcode support, notifications, and reporting functions for a library.
Library peripheral technologies also connect to the ILS, authenticating active users to allow access to
technology such as self-check and automated return chutes and online database, and digital collection
access. The ILS also supports other library technologies such as security gates, label printers, Interlibrary
Loan software, and more.
The library’s current ILS software service and maintenance costs require a contract to comply with
procurement procedures.
As there is no current funding to change ILS software products, a Request for Information (RFI) was
conducted. Six (6) submissions were received and reviewed by Library and Technology Services staff
members. Innovative Interfaces Incorporated, Sierra ILS, is the only submitted ILS that met all criteria in
the scope of work. The library currently uses the Innovative Interfaces Incorporated Sierra ILS software.
It remains the best option as it was the only vendor that met all scope of work criteria, there is no additional
cost to migrate to another system, and it provides continuity of service for public and staff operations. The
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
ILS software was given a technology lifecycle extension for 15 years by the Technology Services
Department.
ILS software service and maintenance are proprietary and can only be provided by the ILS provider. The
software service and maintenance is a sole source. The software service and maintenance includes hosting
services, which are more efficient and secure than on-site City of Denton server-based services, as well as
associated support and maintenance services for the software modules currently used by the library to
provide library services. It is the current software and maintenance service the library has paid for annually
and would now be under the proposed new contract.
It is essential for the City of Denton to keep current maintenance with the software vendor to ensure the
availability of upgrades, software fixes, and access to knowledge and support resources.
Description Estimated 5-Year Expenditure
Support & Maintenance Year 1 $88,791.37
Support & Maintenance Year 2 91,455.12
Support & Maintenance Year 3 94,198.77
Support & Maintenance Year 4 (Optional) 98,908.71
Support & Maintenance Year 5 (Optional) 103,854.14
Total $477,208.11
Section 252.022 of the Local Government Code provides that procurement of sole source commodities and
services are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body.
RECOMMENDATION
Award with a contract to Innovative Interfaces Incorporated, as a sole source supplier, for vendor support
of the Sierra Integrated Library System (ILS) software and associated software modules and new software
upgrades for the Library, in a three (3) year, with the option for two (2) additional one (1) year extensions,
in the total five (5) year not-to-exceed amount of $477,208.11
PRINCIPAL PLACE OF BUSINESS
Innovative Interfaces Incorporated
Ann Arbor, MI
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1)
year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These services will be funded from Library Administration account 301000.6512. Requisitions will be
entered on an as-needed basis. The budgeted amount for this item is $477,208.11.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Jennifer Bekker, 940-349-8753.
Legal point of contact: Marcella Lunn at 940-349-8333.