HomeMy WebLinkAboutAgenda Report - April 6, 2011 C-13.4o;
AGENDA ITEM Cw& 5
CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt ResolutionApproving the Annual Renewal and Authorizing Payment of the
Shared Automation Fee Structure for the Agreement Between City of Stockton and
City of Lodi for the Use of the Stockton San Joaquin County Public Library— Sirsi,
Corp., Integrated Library System ($35,256.46)
MEETING DATE: April 6,2011
PREPARED BY: Library Services Director
RECOMMENDED ACTION: Adopt resolution approving the annual renewal and authorizing
paymentof the Shared Automation Fee Structure for the agreement
between City of Stockton and City of Lodi for the use of the
Stockton San Joaquin County Public Library— Sirsi Corp., Integrated Library System ($35,256.46).
BACKGROUND INFORMATION: In 2003 as authorized by the City Council, the Lodi Public Library
entered into a partnership with Stockton San Joaquin County Library
System to share an Integrated Library System (JLS) provided by
Sirsi Corporation. The Sirsi ILS integrates all the functions of the library (including materials acquisition,
cataloging, circulation, patron record management, etc.) together in one automated system. Itallows
users online access to the catalog to search for library materials. It allows users access to their accounts
via the Internetto place holds and to receive email notification of holds, overdues, and due date
reminders. The integrated library system maintains all the records of items in the collection and
registered borrowers and their status in relation to each other.
City of Stockton Information Technology Department staff provides computer technology services and
Stockton Library staff members consult on implementation of the system and software as needed. Lodi's
system maintenance costs charged by Sirsi Corporation are directly passed through from Stockton. Lodi
shares a percentage of connectivity charges based on the percentage of peripheral equipment connected
to the system. Charges for City of Stockton staffing expertise and consultation are charged annually for
estimated services rendered. The initial contract was reviewed and approved by City of Lodi IS Division
staff.
FISCAL IMPACT: Sharing library resources with the City of Stockton is a cost-effective
way to provide Lodi Public Library patronswith convenient, online
access to library materials and resources.
FUNDING AVAILABLE: 210801.7323; $35,256.46 --
QL,—Qa6&
Jordan Ayers, Deputy City Ma ger
NWSb
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Nancy C. rtinez, Library Se&Wces Director
STOCKTON • SAN JOAQUIN COUNTY
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605 N. El Dorado Street Stockton, CA 195202
connecting people & kleczs (209) 937-8362;=. Fax (209) 937-8683 , www.stocktonlib.caxs
December 15,2010
Nancy Martinez, Library Services Director
Lodi Public Library
201 W. Locust Street
Lodi, CA 95240
Dear Ms. Martinez:
Pursuantto page 4, Section VI of the agreement between the City of Stockton and Lodi
Public Library for the use of the Stockton —San Joaquin County Public Library, Sirsi
Corporation Automated Library System, an updated Appendix A, for the period of July 1,
2010 to June 30,201 1, is attached.
ff the attached document has your approval, please print two copies of this letter (on a
color printer if possible) and the Appendix. The signatories of the original contract need
to sign (in blue ink) to indicate their agreement. Please return both copies of the letter
and both copies of the Appendix to my Executive Assistant, Kendra Stockwell. She will
obtain the signature of the City Manager for the City of Stockton and return one original
to you. Please contact Dessa Chang (209) 937-8154 or Chris Freeman (209) 937-8364
if there is any discrepancy between our understandings of the attached.
Yours truly,
Pamela Sloan
Director of Community Services
PS:KS
Confirmed by
Bob Deis, City Manager
City of Stockton
Date
SIMON
Nancy Martinez, Library Srvcs. Director
City of Lodi
Date
APPENDIXA December 13,2010
SHARED AUTOMATION FEE STRUCTURE
CITY OF LODI
FEE STRUCTURE
(JULY 2010—JUNE2011)
Amount Rate Annual Quarterly
Hardware/Software Fees:
HOURS
TOTAL COST
Deputy Director
5
$
[Bistro Enhanced Content
Supervising Librarian, Technical Services
$
6,074.79
$
1,518.70
Lodi Public Library Unicorn Software Maintenance
$
$
15,301.27
$
3,825.32
Sun Server Subscription
Senior Systems Analyst
$
359.86
$
89.97
InternetAccess Fees:
$
1,979.20
Technology Support Specialist 11
40
$
AT&T Internet Service@ 40 mbps $
4,771
$
8,887.66
AT&T Internet Service DS3 Frame Port $
2,419
AT&T Internet Service DS3 Circuit $
1,299
Total (Includes E-ratediscount) $
8,489
15.00% * $
1,273.34
$
318.33
Staff Fee"
$
8,887.66
$
2,221.92
City Indirect Costs (37.8% staff costs only)—*
$
3,359.54
$
839.88
TOTAL FEES
$
35,256.46
$
8,814.11
PAYABLE QUARTERLYAT $ 8,814.11 / QUARTER
KEY STAFF
HOURS
TOTAL COST
Deputy Director
5
$
359.92
Supervising Librarian, Technical Services
5
$
303.69
Librarian!!, Cataloging
10
$
566.87
InformationTechnology Supervisor
12
$
876.95
Senior Systems Analyst
40
$
2,727.71
Systems Analyst 1
40
$
1,979.20
Technology Support Specialist 11
40
$
2,073.33
TOTAL
$
8,887.66
Bob Deis
City Manager
City of Stockton
T-1 Circuit @ 1.5 mbps
Nancy Martinez, Director
Lodi Public Library
Date
** Total hours of projecttime for key staff were estimated at straighttime up to a level considered supportable by SSJCPL within regular
hours, for the period July 1, 2010 -June 30,2011.
**' The City of Stockton FY 2009-10 Library overhead rate of 37.8% is applied to total salary cost.
AGREEMENT BETWEEN CITY OF STOCKTON AND CITY OF LODI FOR USE OF THE
STOCKTON-SAN JOAQUIN COUNTY PUBLIC LIBRARY- SIRSI, CORP. INTEGRATED
LIBRARY SYSTEM
THIS AGREEMENT is made effective as of .JUN 2 # 2C,53 , 2003, by and between the CITY
OF STOCKTON, a municipal corporation, herein referred to as "CITY" on behalf of the Stockton -
San Joaquin County Public Library, herein referred to as "SSJCPL," and LODI PUBLIC LIBRARY,
by and through its Board of Trustees, herein referred to as "LODI."
I.
DESCRIPTIVE INFORMATIONAND DECLARATION CIE' PURPOSE
CITY, having installed and maintained an integrated, computerized online library system
(herein referred to as the "System") at the SSJCPL Chavez Central Library, recognizes the
desirability of making such a system available for use by other libraries in the 49-99 Cooperative
System. The CITY will extend to LODI the full range of services available from its automated
system, subjectto the terms and conditions of this Agreement and the City's agreement with Sirsi,
Corporation, entered into on February 4, 2003 , and which contains provisions related to
extending use of the system to LODI.
II.
OWNERSHIP
2.1 At all times hereunderCITY shall own all rights in and to all central System hardware
and software, exceptfortelecom municationsequipmentdirectly linking LODI to the System located
at SSJCPL Chavez Central Library, LODI shall own the terminals, personal computers, printers, bar
code scanners, other computer peripherals, and telecommunications devices located at its
premises.
2.2 Shared databases shall bejointly owned. Any separate SSJCPL databases resident
on the System shall be owned bythe CITY. Any separate LODI databases residenton the System
shall be owned by LODI. LODI retains the right to remove its databases or portions of the shared
databases from the System, at its sole cost and expense, in the event of cancellation. CITY retains
the rightto remove or collect a rental fee for any LODI separately -owned database on the System in
the event that storage space is impacting System performance.
III.
3 RESPONSIBILITIES
3.1 In System administration, CITY agrees to:
3.1.1 Contract with vendors for purchase and maintenance of all central site
hardware and software, work as a liaison between LODI and System vendors to
provide hardware configurations for the central components of the System and to
explore, in consultation with CODI, cost-effective alternatives to meet LODI library
computing needs;
3.1.2 Maintain "all-risk" insurance coverage on all central site equipment and
communications devices owned by CITY;
3.1.3 Review and adjustthe monthly usage fee on an annual fiscal year basis and
at the time of any major System upgrade, in consultation with LODI;
3.1.4 Provide LODI with the calculation of the annual adjustment of Fees
(AppendixA) no later than June 1 each year.
3.2. In System operation, the CITY agrees to:
3.2.1 Operate and maintain central site equipment in a responsible manner; all
regular routinesfor System maintenance receivetop priority according to schedule.
3.2.2 Respond to LODI System operations questions and investigate operational
problems as prioritized below:
a. Priority 1 :LODI Library is without any System service—a situation to
receive immediate attention.
b. Priority 2: LODI Library is experiencing difficulty with a System
function that results in significant impairment in one area or LODI Libraryhas
an operational deadline–a situation to receive special attention.
C. Priority3: LODI Library experiences a minor loss of functionality—a
situation that CITY staff will handle on a first -in -first -out basis.
CITY staff will accommodate service within context of overall system operations.
3.2.3 CTTY agrees to run and mail notice forms or daily reports, or purchase
supplies for LODI, if so requested, and CITYwill charge LODI forthese services on a
time -and -materials basis.
3.3 In System software maintenance, CITY agrees to:
3.3.1 Provide LODI with the use of an integrated online library system, which
provides LODI with the following online and batch functions: bibliographic control,
authority control, acquisitions, cataloging, Z39.50 protocol, online public access
catalog with world wide web catalog interface, Spanish language interface, serials,
circulation, outreach services and management report functions;
3.3.2 Install updates and enhancementsto the automated system as provided by
the vendors;
3.3.3 Assist LODI in preparing necessary policy file information;
3.3.4 Prepare user accounts for LODI and setup screen displays specific to LODI
need; (Note: Any optional changes not required by the CITY orthe vendor inset ups
and screen displays after initial set up are LODI responsibility.)
3.3.5 Assist LODI in developing the management and accounting reports
necessaryfor the effective utilization of the system,
3.4 In order to provide databzse integrity:
3.4.1 CITY agrees to run routine programs and reports that allow LODI and CITY
staff to maintain accurate database records;
VA
3.4.2 LODI and CITY agree to maintain the bibliographicdatabase in accordance
with current national and SSJCPL cataloging standards;
3.5 In order to provide access to the System, CITY agrees to:
3.5.1 Staff the central site so that SSJCPLAutomation Services staff are available
for consultation and other transactions during the following hours:
Monday- Friday, 8 a.m. to 5 p.m.
3.5.2 Provide access to the System (all databases) through the Internet 21 hours
per day (6 a.m. to 3 a.m.), except during periods of routine maintenance, hardware
and software installation, or public utility interruption;
3.5.3 Maintain the System, by means of hardware and software maintenance
contracts, in a fashion as to provide for downtime and responsetime not to exceed
the limitsspecified in CITY vendorcontract(s); however, no liabilityshall beassumed
by CITY if these limits are exceeded; /
3.5.4 Provide LODI with prior notice of System unavailabiIitywhenever possible.v
Such suspension shall not be deemed an unreasonable prevention or postponement
of System use by LODI;
3.5.5 Assist in initial training and provide ongoing update sessions;
3.5.6 Include LODI staff indecision process for System function and System policy
revisions that will jointly affect LODI and SSJCPL;
3.5.7 Provide to LODI local System user and, as needed, operational
documentation to supplement vendor -supplied documentation.
IV.
LODI RESPONSIBILITIES
LODI agrees to:
4.1. Link LODI to the SSCJPL System by obtaining the necessary local devices including,
but not limited to, terminals and personal computers, printers, barcode readers or laser scanners,
routers, and related telecommunications equipment compatiblewith and as necessaryto operate
within the SSCJPL System;
4.2. Purchase and maintain the data communications link between LODI and the SSJCPL
computer System;
4.3 Use the Library of Congress Machine Readable Cataloging (LCMARC) approved
standards for the entering of bibliographicdata into the System database;
4.4 Use mutually agreed upon standards for input of patron records and other policy
standards in related procedural documentation;
4.5 Pay CITY an annual service fee as established according to the formula and
schedule set forth in Appendix A, adjusted annually. The fee shall be paid within 30 days of receipt
of quarterly invoice;
3
4.6 Pay the entire purchase and maintensnce costs for any software to be used
exclusively by LODI on the System;
4.7 Pay on a time -and -materials basis, exclusive of this Agreement, for daily System
notice and report printing or for special projects requiring CITY staff time beyond the terms of this
Agreement.
V.
DISASTER RECOVERYASSISTANCE
LODI, through its computer system, and the CITY, through the SSJCPL computer system,
agree to provide mutual disaster recovery assistance, provided that backup methods and devices
are compatible and that sufficient capacity is available to handle basic operations for the guest
system without significant degradation of the host system as determined by the host sysfern.
VI,
ERMINATR OF FEES
The basis for establishing fees for LODI use of the CITY Integrated Library System as detailed in
Appendix A, attached and incorporated by this reference, are as follows:
6.1. Hardwareand software usage fees will be based on total workstations connected to
the System, as a percentage of combined CITY and LODI workstations. The basisfor System use
shall be open to renegotiation on an annual fiscal year basis, based on need, actual usage patterns,
and System resource availability. An increase in LODI percentage of System usewill not negatively
affect LODI usage fee if this increase is caused solely by reductions in SSJCPL usage pattern.
6.2. Personnel costs in the first year will be based on estimated direct costs for key
SSJCPL personnel involved in the LODI automation project. In subsequent years, the basis for
pricing staff fees will be determined by mutual consent either by a study of actual time spent or by
application of the percentage of processes used to total key staff salaries and benefits.
6.3. CITY indirect costs are re -calculated periodically. For2003-2004, the rate is 11.04%.
VII.
TERMS OFAGREEMENT
This Agreement shall be effective from the date of the execution of the Agreement. Feesand
services shall be reviewed and renewed annually, for July- June (fiscal year) implementation. The
Agreement shall continue in force from year to year unless one or both parties shall elect to
terminate the Agreement as provided under CANCELLATION.
Vlll.
CANCELLATION
This Agreement may be canceled by either party at the end of any one year renewal period
provided that at least one hundred eighty (1 SO) days prior written notice is given to the other party.
Either party has the right to terminate this Agreement if the other party breaches or is in default of
any obligation hereunder,which default is incapableof cure or which, being capable of cure, has not
been cured within sixty (60) days after receiptof notice of such defaultfrom the non -defaulting party
orwithin such additional cure period asthe non -defaulting party mayauthorize. Should either party
El
cancel through no fault of the other party, the canceling party shall pay all costs to separate the
System databases.
IX
AUTHORITY TO EXECUTE
The undersigned represent and warrant they are each duly authorized by the party to
execute this agreement.
LODI PUBLIC LIBRARY
By:bwainva'a'-'�
It�.c.°��
Date:—(o L, 7
APPROVED AS TO FORM:
LODI CITY ATTORNEY
ATTEST:
City Clerk, City of Lodi
::OD MAIGRPW IS E1COS.CA.CA_LI BRARY:24248.1
CITY OF,
Mark Lewis, City Manager
Date: J t! to 2' 4 ZM3
APPROVED AS TO FORM:
OFFICE OF THE CITYATTORNEY
Assistant City Attorney
S
RESOLUTION NO. 2011-49
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
CITY MANAGER TO EXECUTE AN AGREEMENT FOR THE
RENEWAL AND AUTHORIZATION OF PAYMENT OF THE SHARED
AUTOMATION FEE STRUCTURE FOR THE AGREEMENT BETWEEN
CITY OF STOCKTON AND CITY OF LODI FOR USE OF THE
STOCKTON SAN JOAQUIN COUNTY PUBLIC LIBRARY— SIRSI,
CORP., INTEGRATED LIBRARY SYSTEM
--------------------------------------------------------------------
....................................................................
WHEREAS, in 2003, as authorized by the City Council, the Lodi Public Library entered
into a partnership with Stockton San Joaquin County Library System to share an Integrated
Library System provided by Sirsi Corporation; and
WHEREAS, City of Stockton Information Technology department staff provides
computer technology services, and Stockton Library staff members consult on implementation
of the system and software as needed; and
WHEREAS, Lodi's system maintenance costs charged by Sirsi Corporation are directly
passed through from Stockton, of which Lodi shares a percentage of connectivity charges
based on the percentage of peripheral equipment connected to the system. Charges for the
City of Stockton staffing expertise and consultation are charged annually for estimated services
rendered; and
WHEREAS, the initial contract was reviewed and approved by City of Lodi IS Division
staff.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute an agreement for the renewal and authorization of
payment of the Shared Automation Fee Structure for the agreement between City of Stockton
and City of Lodi for the use of the Stockton San Joaquin County Public Library — Sirsi
Corporation Integrated Library System in the amount of $35,256.46.
Date: April 6, 2011
------------------------------------------------------------------------
------------------------------------------------------------------------
i hereby certify that Resolution No. 2011-49 was passed and adopted by the Lodi City
Council in a regular meeting held April 6, 2011, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN
COUNCIL MEMBERS— Hansen, Katzakian, Mounce, Nakanishi, and
Mayor Johnson
COUNCIL MEMBERS— None
COUNCIL MEMBERS— None
COUNCIL MEMBERS— None
2011-49
(RAEPJOHIL
City Clerk