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HomeMy WebLinkAboutMINUTES - 03281995 - 2.1 TO: BOARD OF SUPERVISORS FROM: Phil Batchelor, County Administrator DATE: March 28, 1995 SUBJECT: LIBRARY TECHNOLOGY PLANNING SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION: 1. ACKNOWLEDGE the need to upgrade public access to library information by the use of new technologies and AGREE with the need to improve the automation of library services, particularly in view of the significant increase in the availability of electronic information resources and the enhancements available for staff efficiences with new library automation technology. 2. DIRECT the County Administrator and County Librarian to enter into contract negotiations with the most responsive vendor who responded to the Request for Proposal for a new library automation system. 3. DIRECT the County Administrator and County Librarian to report back to the Board of Supervisors on the results of the negotiations and provide a contract recommendation. BACKGROUND: Over the past several years the County Library has taken a number of significant steps toward increasing the use of automation in the Library, as is outlined below. The simultaneous convergence of the development .of new automation capabilities that enhance staff efficiences and the development of the information superhighway dictate that the library move rapidly in the direction of implementing new technological solutions to enhance library services. The library needs to move on to the next generation of information technology systems that focus primarily on enhancing end user access to information, as well as one that has the capacity to function as an open system with the ability to grow as needed and not become obsolete as technology changes and develops. Specifically, the library is looking for a long term partner with whom to develop end user access services which will reposition the library as an information gateway provider that transcends the physical walls of the library of today. CONTINUED ON ATTACHMENT: X-YES SIGNATURE: 4-L _RECOMMENDATION OF COUNTY ADMINISTRATOR—RECOMMENDATION OF BOARD COMMITTEE _APPROVE OTHER SIGNATUREIS ---- - ------- — --------- ACTION OF BOARD ON �995 APPROVED AS RECOMMENDED OTHER_ VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT AND CORRECT COPY OF AN ACTION TAKEN AND AYES: NOES: ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED MAR 2 8 1995 Contact: 646-6423 PHIL BATCHELOR, CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR cc: County Library County Administrator By NV�2� DEPUTY County Auditor In 1987, the County contracted with CLSI, Inc. to purchase an automated circulation system for the Library with the intent that the cost of the purchase would be covered by fund balance and increased fines and fees over the next seven years. The system purchased was intended to automate cumbersome manual circulation methods and improve staff access to the library collection. The system has provided an adequate solution to these processes over the eight years since the Library purchased it. However, it is not, and was never intended to be configured to provide a growth or expansion solution for new library technology needs. In addition, because of the increasing age of the hardware, maintenance and upgrade costs will continue to increase significantly. In 1988, the County Library introduced a CD-ROM catalog which provided library patrons with access to an electronic list of its holdings with a much greater search capability than the previous microfilm catalog. The catalog was originally a joint project with the Alameda County Library and only included information on which library system owned the materials, not which particular branch. Last year the Alameda County Library ended its participation in this joint project when it brought up an online public access catalog as part of an overall upgrade to its automation capacity. The Contra Costa County Library was able to negotiate with the vendor to keep production costs the same, but is still paying $75,000 a year to produce and maintain this separate catalog which is only updated 6 times a year. The CD-ROM units themselves are in need of continual repair and the Library has had to purchase surplus units for parts from both Alameda County and Alameda City libraries as they upgraded to online catalogs. Over the past few years the options for library automation have expanded significantly. Patron data access has also undergone a significant transformation in allowing library users to access directly information in electronic formats that before was available only in print formats. Library automation systems today, while continuing to provide circulation functions, are more focused on end-user access to information and cost-effective information distribution systems. In addition to automated circulation activities the Library has actively pursued technological solutions to both staff processes and public data access, including: a. installation of a Local Area Network in 1990 that currently links 35 users through 20 workstations in the Central Library and Library Administration; b. installation of a fax network in 1993 that links all library locations, thereby providing electronic access for library patrons to materials across the county, funded by the Productivity Investment Fund; C. installation of an automated computer voice response system to schedule substitute staff, funded in 1993 by the Productivity Investment Fund; d. installation of various CD-ROM products for patron access to data bases, such as government documents information, encyclopedias, business data bases and general periodicals data bases, funded by a combination of library funds and state and federal grant funds; e. installation of a book self checkout system in the Central Library in 1993 and six branches in 1994 which allows patrons to check out their own books, thereby saving valuable staff time, and which handles nearly 20% of the Central Library's circulation only one year after installation, funded by the Productivity Investment Fund in 1993 and library funds in 1994; f. installation of direct patron access to the Internet via PC workstations in eight branch libraries, funded by federal grant funds. g. installation of voice mail systems for all library locations enabling patrons to gain access to basic library information, e.g. hours of operation, location, special programs, without requiring staff intervention. Callers to the system will receive a pre-recorded message which can be interrupted at any point to gain access,to a staff member if more information is needed. 2 h. installation at all library locations of printers attached to terminals for the current automation system which allows staff to provide patrons with printouts of their circulation records, as well as printouts of lists of books owned by the library. In response to the above issues and in conjunction with its overall review of options for library service, at its meeting of March 1, 1994, the Board commited to funding enhanced library technology. At its meeting on June 21, 1994, the Board approved a report on library technology planning which included authorization for the County Librarian to issue a Request for Proposal (RFP) for a new library automation system. The County Library worked with a consultant to identify various options for enhanced uses for automation and to identify the needed components for the replacement of the library's automated circulation system with an integrated online system that would provide the following functions: End User Access Components 1. an online public access catalog (OPAC) which provides direct patron access to the holdings of the library, allowing patrons to find out exactly what books any branch of the library owns in any given location and whether that item is currently available on the shelf or checked out; 2. dial-up access for home and office computer users to the library's automation system which will allow off-site library users to access the catalog, place holds on materials and search indexes and data bases without coming into a library building and at any time of night or day; 3. patron self-service functions such as the ability for patrons to place their own holds, check their own patron records, renew materials over the telephone utilizing touch tone technology, etc. 4. voice mail notification systems to notify patrons of overdue materials or books on hold; 5. a community information module that will provide patrons with specific community information ranging from health and human services provider information to club rosters; 6. access to index and full text databases on both locally loaded CD- Rom and through remote hook up that will greatly enhance patron Access to electronic information and in most library locations, provide access to a broad range of this type of information for the very first time; 7. direct access to the Internet for library users at all library locations; 8. telecommunications network that will provide sufficient bandwidth to fully utilize the components of a new system as well as provide the structure for needed future enhanced telecommunications needs 9. link the library's catalog with other library catalogs in the Bay Area, allowing Contra Costa Library patrons to find out what materials neighboring libraries own and requesting those materials to be sent directly to their local library 10. provide the connectivity necessary to link electronic library resources with County schools, agencies, government and business in a community information network 3 Staff Efficiency Components 1. acquisitions processing and fund accounting for all library materials purchased, replacing cumbersome manual systems and providing better methods for planning and tracking county expenditures for library materials; 2. serials tracking for all journals which will automate checkin and tracking procedures and enhance patron access to these materials; 3. expansion of the current Local Area Network to a Wide Area Network to all library facilities to upgrade staff access to data-sharing and automate manual processes such as time reporting and statistical data collection. In August 1994 the library issued the RFP and in December 1994 four vendors returned bid reponses for a new integrated automation system. Included in the RFP were the evaluation criteria for the selection of the successful bidder. These included the technical capacity of the vendor, experience with similar size systems, financial stability of vendor, responsiveness for installation and ongoing maintenance needs, performance record, familiarity with installation in public libraries, data migration experience, training program, flexibility and ease of use of proposed system, and cost and other factors as may be deemed relevant. During January and February 1995, library staff, working with the consultants, reviewed the proposals in depth, did site visits to see the installed systems from the vendors, and participated in vendor demonstrations on site at the library. In addition to library staff evaluation, staff from Data Processing and Purchasing also reviewed the bids. The bids were also reviewed for MBE/WBE compliance. As a result of these evaluations the group of most responsive vendors was narrowed to two companies, CARL Corporation and Ameritech Library Services. The library intends to purchase the new integrated automated system over a three year period beginning with the current fiscal year. Funding will come from library reserve funds which have been held specifically for the purpose of purchasing new library information technology. The County will be negotiating strongly on price issues with the most responsive vendor. In addition to the cost of the new integrated automation system, the library will also experience some one-time costs in the areas of facility upgrading for telecommunications. The final contract with the vendor is expected to run over a number of fiscal years and could approach $2 million. Ongoing operating costs of the new system will be covered in part by a combination of a transfer of funds used for the current automation system and catalog production costs, and enhanced user fees for the new technologies. 4