HomeMy WebLinkAbout25A - AGMT LIBRARY INFORMATION SYSTEMREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MARCH 5, 2019
TITLE:
APPROVE A SECOND AMENDMENT TO
THE AGREEMENT WITH THE LIBRARY
CORPORATION, IN THE ADDITIONAL
AMOUNT OF $5,635 TO INCLUDE HOSTED
SOLUTION SERVICES TO THE LIBRARY'S
COMPUTERIZED INFORMATION SYSTEM
(STRATEGIC PLAN NO. 2,3D)
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
-:•
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute a second amendment to the
Agreement with The Library Corporation to add Hosted Solution Services to the library's
computerized information system and increase the agreement amount by $5,635 for a total of
$230,063, includes original three-year term and three-year extension, that is scheduled to expire
on June 17, 2020, subject to non -substantive changes approved by the City Manager and City
Attorney.
DISCUSSION
On May 16, 2017, the City Council approved a three-year extension of the 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 proposed second amendment would change the scope of work to add hosting services, which
includes nightly backup, all security and virus protection, database configuration and updating,
database monitoring, and operating system updating for the remaining term of the agreement. The
added cost of the hosting service will be $6,500. In addition, the Library Corporation has agreed to
keep the cost of the enrichment support, which provides full-color book jackets to illustrate items
25A-1
Agreement Amendment with The Library Corporation for the Library Automation System
March 5, 2019
Page 2
in the catalog, at the 2017-2018 price of $5,974 instead of the scheduled 2019-2020 price of
$6,839. This is a savings of $865 and therefore the net increase to the agreement is $5,635.
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 to pay the $6,500 for the hosting services are available in the following account and year:
Accounting Unit
Information Tec
and Telecommunications Account
for Contract Services -Professional (no. 10920147-62300)
Lisa qugWoff - L.1�
Execu ive Director
Parks, Recreation and Community Services
Agency
N
Jf4 Ciulla
C ief Technology Innovations Officer
Information Technology Department
Exhibit: 1. Second Amendment to Agreement
FY18/19
$6,500
APPROVED AS TO FUNDS AND ACCOUNT:
Kathryn Dawns, CPA
Executive Director
Finance and Management Services Agency
25A-2
EXHIBIT 1
SECOND AMENDMENT TO AGREEMENT WITH
THE LIBRARY CORPORATION FOR LIBRARY SUPPORT AND SERVICES
THIS SECOND AMENDMENT to the above -referenced agreement is entered into on March 5, 2019,
by and between -The. LibraryCorporation,. Inc., a Maryland corporation ("Consultant" or "TLC"), and
the City of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RECITALS
A. On June 17, 2014, the parties entered into Agreement #A-2014-138 ("Agreement") for TLC to
provide services related to the maintenance and upgrades to the library's computerized
information system previously installed under a 2001 agreement with the City. The term of the
Agreement was to run for a three-year period from June 17, 2014 until June 16, 2017 and
allowed for three (3) one-year extensions.
B. On June 6, 2017, the parties entered into a First Amendment (#A-2017-139) and the City opted to
extend the term of the Agreement for the full three-year extension period provided in the
Agreement until June 17, 2020. The parties also agreed to increase the overall compensation of
the Agreement to pay for the services provided for the three-year extension. The Agreement is still
current and in effect.
C. The parties now wish to enter into a Second Amendment to the Agreement to revise the scope of
services to add TLC's Hosted Solution Service to enhance the system. The parties also want to
increase the compensation to pay for these additional services. The parties agree, as provided in
the attached exhibit to this Second Amendment, that TLC will not charge City for hosting services
for the months of April, May and June 2019 as part of the increased scope of services.
The Parties therefore agree:
1. Section 1, Scope of Services, is amended to include the Hosted Solution Service for the remainder
of the term of this Agreement, as provided in Exhibit A-1 to this Second Amendment, attached
hereto.
2. Section 2, Compensation, is amended to-increase-the..tgtal compensation by $5,635: The total
compensation for the three-year extension period for the Agreement will be $117,324. The total
amount to be expended for the Agreement shall not exceed $230,063.
3. Except as modified by this Second Amendment, all other terms and conditions of the Agreement
and the First Amendment, shall remain in full force and effect.
[signature page to follow]
Al
Signature page — Second Amendment with The Library Corporation
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the Agreement
on the date and year first written above.
ATTEST:
Norma Mitre
Acting Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By: &5C1 -0. %.'ito'�hrL
Laura A. Rossini
Senior Assistant City Attorney
RECOMMENDED FOR APPROVAL:
Lisa Rudloff
Executive Director,
Parks, Recreation and Community
Services Agency
CITY OF SANTA ANA
Steven Mendoza
Acting City Manager
THE LIBRARY CORPORATION, INC.:
By:
Title:
Pa e 2 of 2
29A-4
Exhibit A-1: Second Amendment to Agreement
with The Library Corporation
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.
o 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.
o 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.
o Z39.50 — 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. 012:00 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 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
25A-5
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 -This services provides full-color book jackets to illustrate
items in the catalog, increasing the attractiveness and utility of item descriptions.
Note: There will be no_i_ncreases on the 0PAC Enrichment Support for FY 2019-2020, so it will be
-
• TLC's Hosted Solution Service (yearl), $5,00Qsubsequent years -This .service hosts
the library TLC server over the cloud. These Include'
State of the art hosting facilities with redundant data communication lines and load
balancing to ensure the best performance.
All security and virus protection.'
ghtly backup_,
Database monitoring:
Operating System updating!
Database configuration and updating,
TLC software updating!
The fastest possible response time for any server -related issues:
TLC provides protection against the most common causes of outages (power spikes/failures;
fire, and flood). The data center environment is a resilient, secure and redundant business class
data center. This location is managed by AT&T and features high -bandwidth, auto-failover,
connections with 99.5% uptime. In the event of an unrecoverable, localized disaster, such as an
equipment malfunction, the customer's hosted solution would be restored to a standby seryer,
and any lost data would be restored from the nightly backups. Should there a disaster that
would affect the entire data center, operations would be temporarily relocated to TLC's
corporate datacenter located at Heauarters in Inwood, WV.,
dq
- - - - ----- - - --- -- -- - -- — - --
Note: The_ tentative date for hosting service deployment is sometime in March 2019 once the
agreement is executed. The City will not be charged for hosting service for April,_May, and June
2019. -
FY 2019-2020
Cost Breakdown
Library Solution Software
$30,828
Enhanced Content Renewal for book jackets
$5,974
TLC's Hosted Solution Service
$6,500
TOTAL
$43,302
25A-6
TU
Solutions that Deliver
August 16, 2018
Lynn Nguyen
Santa Ana Public Library
26 Civic Center Plaza
Santa Ana, CA92701
Dear Lynn:
Following is the information and pricing for TLC's Hosted Solution service.
wwaRCilelivers.com
INCLUDES:
• State of the art hosting facilities with redundant data communication lines and load balancing to
ensure the best performance.
• All security and virus protection.
• Nightly back-up
• Database monitoring
• Operating System updating
• Database configuration and updating
• TLC Software updating
• The fastest possible response time for any server -related issues
TLC provides protection against the most common causes of outages (power spikes/failures, fire, and flood).
The data center environment is a resilient, secure and redundant business class data center. This location is
managed by AT&T and features high -bandwidth, auto-failover connections with 99.5% uptime.
In the event of an unrecoverable, localized disaster, such as an equipment malfunction, the customer's hosted
solution would be restored to a standby server and any lost data would be restored from the nightly backups.
Should we experience a disaster that would affect the entire data center, operations would be temporarily
relocated to our corporate datacenter located at our Headquarters in Inwood, WV.
Please contact me if you have any questions.
Sincerely,
Valencia Godlove
Sales
TLC Denver TLC Headquarters -The Library Corporation TLC International
1355 S.Colorado Blvd,Sulte CBM • Denver,C080222 Research Park- InwoodW 25428.9733 112Robinson Roaddl0-01•Sin9apore068902
Phone:877.694.1452 or 303.758.3030 Phone:800325.7759 or 303.279.0100 Phone: 65.6236.1450• FAX:65.6220.9821
FAX:303.75a0606 1 5
a11�vra9com
Annual Support'.
Hosted Solution
First Year Cost..
Cost Second
Year .
Hosting was designed to offer our products to libraries who desire a
higher level of outsourced server hardware service and support.
$6,500
$5,000
INCLUDES:
• State of the art hosting facilities with redundant data communication lines and load balancing to
ensure the best performance.
• All security and virus protection.
• Nightly back-up
• Database monitoring
• Operating System updating
• Database configuration and updating
• TLC Software updating
• The fastest possible response time for any server -related issues
TLC provides protection against the most common causes of outages (power spikes/failures, fire, and flood).
The data center environment is a resilient, secure and redundant business class data center. This location is
managed by AT&T and features high -bandwidth, auto-failover connections with 99.5% uptime.
In the event of an unrecoverable, localized disaster, such as an equipment malfunction, the customer's hosted
solution would be restored to a standby server and any lost data would be restored from the nightly backups.
Should we experience a disaster that would affect the entire data center, operations would be temporarily
relocated to our corporate datacenter located at our Headquarters in Inwood, WV.
Please contact me if you have any questions.
Sincerely,
Valencia Godlove
Sales
TLC Denver TLC Headquarters -The Library Corporation TLC International
1355 S.Colorado Blvd,Sulte CBM • Denver,C080222 Research Park- InwoodW 25428.9733 112Robinson Roaddl0-01•Sin9apore068902
Phone:877.694.1452 or 303.758.3030 Phone:800325.7759 or 303.279.0100 Phone: 65.6236.1450• FAX:65.6220.9821
FAX:303.75a0606 1 5
a11�vra9com
25A-8