HomeMy WebLinkAboutAgenda Report - May 2, 2012 C-15AGENDA ITEM rw* 15
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Approving the Renewal of the Shared Automation Fee Structure
for the Agreement Between the Cities of Stockton and Lodi for the Sirsi, Corp.,
Integrated Library System ($31,400.82)
MEETING DATE: May 2,2012
PREPARED BY: Library Services Director
RECOMMENDED ACTION: Adopt resolution approving the renewal cf the Shared Automation
Fee Structurefor the agreement between the cities cf Stockton and
Lodi for the Sirsi Corp., Integrated Library System ($31,400.82).
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 (ILS) 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. It allows
users online access to the catalog to search for library materials. It allows users access to their accounts
via the Internet to 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. Chargesfor 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: 210801.73?4; $31,4 0.82
JMT15an Ayers, Deputy City Manfger
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Konradt Bartlam, City Manager
C I T Y
0 C K T 0 N
COMMUNITY SERVICES DEPARTMIENT
RECREATION o STOCKTON-SANJOAQUIN COUNTY PUBLIC LIBRARY
605 ) N. El Dorado Street e Stockton,CA 95202-1907
www.stocktoiigov.coni a www.stocktonlib.cams
March 16,2012
Nancy Martinez, Library Services Director
City of Lodi
201 W. Locust Street
Lodi, CA 95240
I
. :1 V LIBRAR� AUTOMATION SERVlfESA.GR -1 IF RENEWAL
We are pleased that the Lodi Public Library is, once again, providing its patrons with
advanced technologies by partnering with the Stockton -San Joaquin County Public Library
(SSJCPL) for automation services.
These products and service technologies, for example, enable Lodi patron authentication
for audio and e -book downloads, provide online catalog and book jacket information, and
integrate materials and customer databases.
SSJCPL is proud to be the regional catalyst for enabling remote and smaller systems to
enjoy contemporary conveniences, and is grateful for your cooperation and participation.
The Agreement Renewal for Library Automation Services to execute this continued
partnership is attached in this electronic document.
Please review the documents and:
I - Forward two sets of documents to the Lodi City Council for execution,
2. Once signed by the Council, return both signed sets of documents to the attention of
Kendra Stockwell, Executive Assistant, at the address above.
3. The documents will then be signed on behalf of the City of Stockton and one fully
executed, signed set will be returned to you.
Please do not hesitate to contact me at (209) 937-8364 if you have any questions, or need
more information.
Sincerely,
- 4re
City Librarian
CF:S/V:sw/kas
cc: Susan Wren, Program Manager I 11, Budget
Kendra Stockwell, Executive Assistant
,I IM13 A 13V A ATIQIJ SEINWES AG-REEMEN r RENEWAL
LAL�F%r%r% I r%UT0M__..
On June 24, 2003, the Stockton City Council and the City of Lodi entered into an
agreement whereby automation products and services available to the Stockton -San
Joaquin County Public Library would be made available for use by the Lodi Public
Library.
It is the intent of the City of Stockton and the City of Lodi to renew the "Agreement
Between City of Stockton and City of Lodi for Use of the Stockton -San Joaquin County
Public Library Data Research Associates Automated System," for library related
automation products and services.
Pursuant to paragraph VI, for the determination of fees, the parties agree to the fees
and terms as outlined in the attached Appendix A for the Period July 1, 2011 through
June 30,2012.
Confirmed by:
City Of Stockton:
Bob Deis
City Manager
Date
Approved as to form:
CityAttorney
By
Attest:
Bonnie Paige, City Clerk
Confirmed by:
City of Lodi:
Konradt Bartlam
City Manager
Date
Approved as to form:
City Attorney
By — __ P_
U7��
Attest:
City Clerk
CITY OF STOCKTON
COMMUNITY SERVICES DEPARTMENT- LIBRARY
SKARED AUTOMATION FEE AGREEMENT
APPENDIX A
CITY OF LODI
ANNUAL SERVICE AND MAINTENANCE FEE
FOR THE FISCAL YEAR JUI..Y 1,2011 —JUNE 30,2012
Amount Rate Annual
Hardware/Software Fees:
Lodi Library Unicom Software Maintenance
Datastrearn Subscription
Sun Server Subscription
Internet Access Fees:
AT&T Internet Service @ 40 mbps 8,610.00
AT&T internet Service DM Frame Port 16,845�00
AT&T Internet Service DS3 T- 1 Circuit 14,479.20
Total 39,934.20
Staff Fee
Library Overhead& Indirect Costs (26.64% x staff costs)
TOTAL FEES
16,099.88
6,378.53
357.77
12.50% 4,991.78
2,821.27
751.59
$ 31,400.82
M5
C. -1 JAL- 0 F S T 0 C K T 0 N
OFFICE OF THE CITY ATTORNEY
City Hall 425 N. El Dorado Street * Stockton, CA 95202-1997 * 209/937-8333 0 Fax 209/937-8898
www.stocktongov.com
REPLY TO:
DATE: August 13,2003
TO: KATHERINE GONG MEISSNER, City Clerk
FROM: BARBARA J. ANDERSON, Assistant City Attorney
RE: AGREEMENT BETWEEN THE CITY OF STOCKTON AND CITY OF
LODI FOR USE OF THE STOCKTON-SAN JOAQUIN COUNTY PUBLIC
LIBRARY--SIRSI CORP. INTEGRATED LIBRARY SYSTEM
Attached is a fully executed Agreement dated June 24, 2003. Said Agreement was
authorized by City Council Resolution No. 03-0354, adopted on June 24, 2003.
Please retain said Agreement for your files.
OFFICE OF THE CITY ATTORNEY
BARBARA J.AKD-ERSON
ASSISTAN-MITY ATTORNEY
BJA:pIc
Attachment
cc: Administrative Services Dept. (Attn: Kim Costello)
Library Services (Attn: Kendra Stockwell)
Lodi Public Library
Attn: Nancy Martinez, Library Services Director
201 W. Locust Street
Lodi CA 95240-2099
:ODMA\GRPWISE\COS.CA.CkLIBRARY:25128.1
Stockton
head
1999
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 JUh2 4 7M 2003, by and between the CITY
OF STOCKTON, a municipal corporation, herein referred to as "017Y'on behalf of the Stockton -
San Joaquin County Public Library, herein referredto as "SSJCPL,"and LODI PUBLIC LIBRARY,
by and through its Board of Trustees, herein referred to as "LODI."
1.
DESCRIPTIVE INFORMATION AND DECLARATION OF 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 foruse 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 ofthisAgreement andthe City's agreementwith Sirsi,
Corporation, entered into on February 4, 2003 and which contains provisions related to
extending use cf the system to LODI.
11.
OWNERSHIP
2.1 At alltimes hereunder CITY shall own all rights in andto all central Systernhardware
and software, except for telecommunications equipment directly linking LODItothe System located
at S SJCPL 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 S SJCPL databases resident
on the System shall b e owned by the CITY. Any separate LODI databases resident on the System
shall be owned by LODI. LODI retains the right to remove its databases or portions Cf the shared
databases from the System, at its sole cost and expense, in the event of cancellation. CITYretains
the right to remove or collect a rental feeforany LODI separately -owned database onthe System in
the event that storage space is impacting System performance.
CITY RESPONSIBILITIES
3.1 In System administration, CITY agrees to:
3.1.1 Contract with vendors for purchase and maintenance (f all central site
hardware and software, work as a liaison between LODI and System vendors to
provide hardware configurations for the central components CC the System and to
explore, in consultation with LODI, cost-effective alternatives to meet LODI library
computing needs;
3.1.2 Maintain "all-risk" insurance coverage on a central site equipment and
communications devices owned by CITY;
3.1.3 Review and adjust the monthly usage fee on an annual fiscal year basis and
at the time cf 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 I 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 routines for System maintenance receive top 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 Aith a System
function that results in significantimpairment in one area or LOU Library has
an operational deadline —a situation to receive special attention.
C. Priority 3: LODI Library experiences a minor loss cf Ihnctionality—a
situation that CITY staffWill handle on a first -in -first -out basis.
MY staffWM accommodate service within context of overall system operations.
3.2 to run ad e fprjns or d 'I gnnrk, nr nurchase
r�an cnarge IM I orthege services on a
sup�liesffloryLfflfRorequesec� a will 0
time -and -materials basis.
3.3 in System software maintenance, MY agrees to:
3.3.1 Provide LOU with the use of an integrated online library system, which
provides LODI Aith 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 histall updates and enhancements to the automated system as provided by
the vendors;
3.3.3 Assist LODI in preparing necessary policy Be 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 MY orthe vendor in setups
and screen displays after initial set up are LOU responsibility.)
3.3.5 Assist LOU in developing the management and accounting reports
necessary for the effective utilization cf the system.
3.4 In order to provide database integrity:
3.4.1 MY agrees to run routine programs and reports that allow LODI and MY
staff to maintain accurate database records;
2
3.4.2 LODI and CT1Y agree to maintain the bibliographic database in accordance
with current national and S SJCPL cataloging standards;
3.5 In order to provide access to the System, CITY agrees to:
3.5J 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,rn.
3.5.2 Provide access to the System (all datab as es) through the Internet 21 hours
per day (6a.m. to 3 a.m.), except during periods cf 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 fordowntime and response time not to exceed
the limits specified in CITY vendor contract(s); however, no liability shall be assumed
by CITY ff these limits are exceeded;
3.5.4 Provide LODI with prior notice of System unavailability whenever possible.
Such suspension shall not be deemed an unreasonable prevention orpostponement
cf 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 willjointly 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 compatible with and as necessary to operate
within the SSCJPL System;
4.2. Purchase and maintain the data communications linkbetween ICM andthe SSJCPL
computer System;
4.3 Use the Library of Congress Machine Readable Cataloging (LCMARO) approved
standards for the entering of bibliographic data into the System database;
4.4 Use mutually agreed upon standards for input cf 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
schedules et forth in Appendix A, adjusted annually. The feeshall be paid within 30 days of receipt
cf quarterly invoice;
ki
4.6 Pay the entire purchase and maintenance 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 RECOVERY ASSISTANCE
IMI,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 system.
V1.
DETERMINATION 0 F F E E S
The basis for establishing feesfor LODI use of the CITY Integrated Library System as detailed in
Appendix A, attached and incorporated by this reference, are as follows:
6.1. Hardware and software usage feeswill be based on total workstations connected to
the System, as a percentage of combined MY and LODI workstations. The basis for System use
shall be open to renegotiation on an annual fiscalyear basis, based on need, actual usage patterns,
and System resource availability. An increase in LODI percentage of System u s e will not negatively
affect LODI us age fee if this increase is c aused solely by reductions in S S JCPL us age 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 orby
application cf the percentage cf processes used to total key staff salaries and benefits.
6.3. CITY indirect costs are re -calculated periodically. For 2003-2004, the rate :b 11.04%.
V11.
TERMS OF AGREEMENT
This Agreement shall be effective from the date ofthe execution of the Agreement. Feesand
services shall be reviewed and renewed annually, forJuly - June (fiscalyear) 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.
Vill.
CANCELLATION,
ThisAgreement may be canceled by either party atthe end of any one year renewal period
provided that at least one hundred eighty (180)days priorwritten notice is given to the otherparty.
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 incapable ofcure orwhich, being capable ofcure, has not
been cured within sixty (60)days after receipt cf notice of such default from the non -defaulting party
or within s u c h additional cure period as the non- defaulting party may authorize. Should either party
4
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.
Y� To
LODI PUBLIC LIBRARY CIT
By:
its: 1-43 rat, %f -�ertj tc&4 rte�
Date: f0117
I /
APPROVED AS TO FORM:
LODI CITY ATTORNEY
K P 01"
Ma-11A.7ays /" Me
ATTEST:
City Clerk, City of Lodi
::ODMA\GRPWISE\COS.CA.CA.LIBRARY:24248.1
Mark Lewis, City Manager
Date: 10% 2 4 W
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY
<k 0, - qAjo---
Xisistant City Attorney
RESOLUTION NO. 2012-54
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING CITY MANAGER TO EXECUTE 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, 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 (ILS) 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. 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 by the Lodi City Council that it 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 $31,400.82.
Date: May 2, 2012
I hereby certify that Resolution No. 2012-54 was passed and adopted by the Lodi City
Council in a regular meeting held May 2, 2012, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
COUNCIL MEMBERS — Hansen, Johnson, Katzakian, and
Mayor Mounce
COUNCIL MEMBERS — None
COUNCIL MEMBERS — Nakanishi
COUNCIL MEMBERS — None
2012-54