HomeMy WebLinkAbout25G - AGMT LIBRARY AUTOMATION SYSTEMREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 6, 2017
TITLE:
AGREEMENT AMENDMENT WITH THE
LIBRARY CORPORATION FOR THE
LIBRARY AUTOMATION SYSTEM
{STRATEGIC PLAN NO: 2,3D)
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s' Reading
❑ Ordinance on 2ntl Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement
with The Library Corporation for the library automation system to extend the term three years
from June 17, 2017 through June 17, 2020 and increase the compensation for the term to an
amount not to exceed $111,689, for a total contract $224,428, subject to non -substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
On June 17, 2014, the City Council approved a three-year agreement between the City of Santa
Ana and The Library Corporation, Inc. (TLC) to provide a library automation system. TLC
provides the Library with a web -based client server that manages library accounts and maintains
an inventory of books in -stock and circulating. The software allows patrons to search the catalog
of inventory from a library computer or remotely through an internet connection. The software
includes a report module that prints a variety of information, including circulation statistics and the
number of titles in each collection. The acquisition module helps manage the book budget for
each collection and provides a quick and efficient way to search for new titles, process orders,
and catalog items being added to the collection. Maintenance services include 24-hour telephone
and online support, licensed software updates, staff training, online access to cataloging
resources, and enhanced content databases.
The original agreement provided for three, one-year extensions. The agreement amendment is
to exercise all three, one-year extensions at once for a second three-year period from June 2017
through June 2020 at a cost of $111,689 (Exhibit 1). This will allow the City to avoid the
company's annual CPI cost increase of approximately $9,561 over a three year period.
25G-1
Agreement Amendment with The Library Corporation
for the Library Automation System
June 6, 2017
Page 2
STRATEGIC PLAN ALIGNMENT
Approval of this item allows the City to meet Goal #2 — Youth, Education, Recreation, Objective
#3 (Expand use of technology as a tool for communication and education in the community),
Strategy D (Leverage the Roosevelt/Walker Prop 84 funding to ensure the new community center
also serves as a Library with a focus on electronic media such as eBooks, Internet, and remote
check-out services from the Main Library).
FISCAL IMPACT
Funds will be budgeted in FY 2017/18 and requested in subsequent fiscal years in the following
account for the specified years of the term:
Unit
PRCSA-Library- (no. 01111190-62300)
Gerardo Mouet
Executive Director
Parks, Recreation
Agency
Community Services
EXHIBIT: 1. Agreement Amendment
FY 17/18 FY18/19 FY19/20
$37,220
APPROVED AS TO FUNDS AND ACCOUNT:
Francisco Gutierrez
Executive Director �^^
Finance and Management Services Agency
25G-2
AMENDMENT TO AGREEMENT
THIS AMENDMENT TO AGREEMENT ("Amendment') made and entered
into this day of June, 2017, by and between The Library Corporation, Inc., a
corporation organized under the laws of the State of Maryland (`TLC') and the
City of Santa Ana, a charter city and municipal corporation organized and
existing under the Constitution and the laws of the State of California ("City").
RECITALS:
A. On June 17, 2014, the parties entered into Agreement # A-2014-
138 ("said Agreement') by which TLC has provided a library automation system
along with servicing, maintaining and upgrading of the computerized system for
the City.
B. The Term of said Agreement was for three -years, with three (3)
one-year optional renewal periods.
C. The parties desire to exercise all three options for a renewal term of
three (3) years and increase the compensation for such extended term.
WHEREFORE, in consideration of their mutual and respective promises,
and subject to the terms and conditions of said Agreement as hereby amended,
the parties hereby agree as follows:
1. The Scope of Services shall be amended to include the services on
Exhibit A, attached hereto and incorporated herein.
2. The Term shall be extended for a three (3) year period from June
17, 2017 through June 17, 2020.
3. The Compensation for said Agreement as amended shall be
increased by an additional $111,689.00 to pay for the extended services and
maintenance for the term through June 17, 2020, with annual payments as set
forth in Exhibit A.
4. Except as hereinabove modified, the terms and conditions of the
Agreement shall remain in full force and effect.
[Signatures on Following Page]
25G-3
IN WITNESS WHEREOF, the parties hereto have executed this
Amendment the date and year first above written.
►_1109*16
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By: � c_ _ �(
LISA STORCK
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
CITY OF SANTA ANA
CYNTHIA J. KURTZ
Acting City Manager
The Library Corporation
GERARDO MOUET, Executive Director BY:
Parks, Recreation & Community Services TITLE:
Agency
Tax ID#
2
25G-4
EXHIBIT A
The Library Corporation (TLC) Services provided to Santa Ana Public Library and
annual costs for those services under the proposed three-year agreement.
• Library Solution SUPPORT - $30,828 - Library Solution is the designation of
TLC's Integrated Library System which Santa Ana Public Library has had in
place since 2002. The Library Solution package includes:
o You See More — The public access catalog which enables the public to
browse/search our materials inventory by author, title, subject, series,
International Standard Book Number (ISBN), keyword, notes and
publisher. Patrons can also limit their search by medium, collection and
other factors, while saving items to a list and storing the list in their
personal account.
LS2 PAC — The newest TLC interface which facilitates use of mobile
devices to access information, as well as the integration of a -book and
other platforms into the system. LS2 PAC can be accessed in the library
or remotely via the Internet.
LS2 Kids —The public access catalog which enables parents and
children to search our materials inventory in a manner more accessible to
younger users by way of pictures and age appropriate categories. This
function is also accessible remotely via the internet and can be used for
mobile devices.
o LS2 Staff—The web -based module which completes and documents
transactions (check outs and check ins), maintains borrower histories and
actions, and tracks and reports the status of each item in the inventory.
This module provides software for the cataloging of new materials and
their integration into the public catalog, and for the online selection and
ordering of new materials. It also provides flexibility and scalability to
permit mobile device usage for circulation tasks.
o LS OSA — The software which tracks materials orders and insures that
they are charged to the correct account.
o LS Serials — The software that tracks magazine and newspaper orders,
monitors reception of items, and adds them to the public access catalog.
0 239.50 — Server Software for searching and retrieving information from a
database over a TCP/IP computer network.
o SIP Communication Software - software to permit utilization of
Overdrive (e -book, e-audiobook) software within the catalog.
o LS2 Reports — The web -based preprogrammed statistical reports.
o Licensed software support includes telephone diagnostic service
available during normal company business hours (7:30 a.m. 0 12:00
midnight EST Monday — Friday) additionally with emergency referrals
from The Library Corporation's Operations Center to on-call personnel, 24
hours per day, 7 days per week. All Library.Solution customers have
3
25G-5
access to the Library Corporation's toll-free (800) telephone line. The
Library Corporation shall respond in a prompt, commercially reasonable
manner within two (2) hours during the support hours. Software Support
also includes access to the Library Corporations' online support center,
which can also be accessed 24 hours per day, 7 days per week to view,
update, and submit support requests. Software support by the Library
Corporation will provide: 1) Technical assistance by telephone, email, fax
service and/or courier; 2) Correction of errors in Licensed Software; 3)
New releases of Licensed Software modules and documentation, as
available, at no charge other than the Software Support cost; 4) Off-site
back-up of customized source code.
• OPAC Enrichment Support - $5,974 (year 1), $6,392 (year 2), $6,839 (year 3) —
This services provides full-color book jackets to illustrate items in the catalog,
increasing the attractiveness and utility of item descriptions.
2017- 2018- 2019-
2018 2019 2020
Cost Breakdown
Library Solution Software
$30,828
$30,828
$30,828
Enhanced Content Renewal for book
jackets
$5,974
$6,392
$6,839
TOTAL
$36,802
$37,220
$37,667
Three
years $111,689
Id
25G-6