CCS:950-10\sy\H:\COMMON\Administration\staff report\06102025RenewalSierraLibraryPlatform.doc TO:Andrew P. Powers, City Manager
FROM:Jonathan Serret, Cultural and Community Services Director DATE:June 10, 2025
SUBJECT: Library Services Platform Agreement
RECOMMENDATION:
1. Approve Single Source designation for Clarivate (Ann Arbor, MI).
2. Approve a five-year agreement with Clarivate (Ann Arbor, MI) for the Library Experience Essentials for Sierra, a single-source, cloud-hosted library services platform, including Innovative Mobile App, and Vega Discover Premium, with a not- to-exceed amount of $563,904.20 beginning July 1, 2025, through June 30, 2030.
3. Authorize expenditure in the amount of $107,281 in FY 2025-26 and $109,963 in FY 2026-27 from A/C #110-7330-673-6210 (Library Fund, Computer Software License).
4. Find that this action is not a project as defined by the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. The Proposed FYs 2025-2027 Library Fund Budget includes $107,281 in FY 2025-26 and $109,963 in FY 2026-27. The additional funds for the remaining contract term will be requested during the upcoming biennial budget process.
BACKGROUND:
The Library has a long history of software automation, beginning in 1984. In 2002, staff implemented Innovative Interfaces Millennium, migrating to this system in July 2003, and added eCommerce functionality and online card registration in 2006.
Library Services Platform Agreement
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In 2009, the Library acquired the Encore Discovery platform to improve access to physical and non-print materials, along with electronic ordering and invoicing for better back-office efficiency. In 2010, additional self-checkout machines featuring credit card payment capabilities were introduced.
In 2012, the Library upgraded to the Sierra Library Services Platform for better management of physical and electronic materials. In 2020, Sierra moved to a cloud-hosted solution to enhance preparedness and efficiency. Most recently, in 2022, the Library introduced the Vega Discover Platform and the Innovative Mobile App for an improved user experience. The current agreement ends on June 30, 2025, and the new agreement will begin on July 1, 2025.
With over 23 years of experience using the Sierra Library Services Platform, Library staff have developed deep expertise in the system's management and administration. This long-standing relationship has enabled the Library to optimize both back-office operations and customer-facing services. Notably, the Library has successfully modernized its service delivery by implementing a robust mobile application that offers core library functionalities and seamless integration with third-party vendors. Through partnerships with providers such as Shoutbomb, the Library delivers enhanced user engagement via voice and text notifications, as well as convenient materials renewal options, ensuring a responsive and accessible patron experience.
DISCUSSION/ANALYSIS:
This agreement includes the renewal of the Sierra Library Experience Bundle, Innovative Mobile App, and an upgrade to the Vega Discover Premium bundle. The Sierra Library Experience Bundle manages circulation and business transactions, including check-in and checkout of print and non-print materials, the management of patron accounts, and financial records. It also manages the life- cycle of the Library’s collection, including purchasing, cataloging, materials usage, deselection, and statistical reporting. The Innovative Mobile App allows users to manage their accounts, put their library card in an electronic wallet such as Apple or Google Wallet, place holds on physical and electronic materials, perform self- checkout of physical materials while inside one of the library locations or directly checkout eBooks and eAudiobooks. The Vega Discover Premium, with its enhanced functionality, offers a user-friendly library catalog for searching and discovery, meeting patrons’ information needs.
Staff regularly monitors the marketplace and holds conversations with vendors. In October 2024, through a formal presentation by BiblioCommons, staff evaluated BiblioCore, a competitor to Innovative Interfaces' Vega Discovery platform and Library Services Platform Agreement
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found no significant benefits to migrating to a new catalog since the Library went live with Vega in September 2023. Considering the additional implementation costs and higher annual subscription fees, staff recommends continuing with the current vendor and upgrading to Vega Discover Premium for the catalog.
Sierra Library Services has essentially become a legacy platform for the Library and their wide variety of additional components and integration with other applications have allowed staff to build a robust system of services for both internal and public facing clientele. Therefore, staff recommends that City Council designate single source process and authorize the single-source purchase of the same software suite to realize savings in both staff resources and costs through a five-year contract with a 2.5 percent annual increase over the next five years.
Upon approval by City Council and the Proposed FYs 2025-2027 Library Fund Budget, Clarivate will enter into an agreement with the City for a five-year contract, effective July 1, 2025.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
Library Services Platform Agreement
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B. Provide municipal government leadership which is open and responsive to residents, and is characterized by ethical behavior, stability, promoting public trust, transparency, confidence in the future, and cooperative interaction among civic leaders, residents, business representatives, and staff, while recognizing and respecting legitimate differences of opinion on critical issues facing the City.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Lisa Frattali, Administrative Secretary
Samantha Yeung, Library Division Manager
Attachments:
Attachment #1 – Clarivate Agreement