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HomeMy WebLinkAboutMINUTES - 04251995 - 2.2 TO:, BOARD OF SUPERVISORS �" 2 FROM: ,Phil Batchelor, County Administrator Anne Marie Gold, County Librarian DATE: April 20, 1995 SUBJECT: Library Technology Planning SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: 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 efficiencies with new library automation technologies. 2. ACCEPT the report of the County Administrator and the County Librarian on the results of contract negotiations with the most responsive vendor which responded to the Request for Proposal for a new library automation system. 3. APPROVE and AUTHORIZE the County Administrator to execute a contract with CARL Corporation for purchase of an integrated automated library system over a period of five years from 1995 to 2000 with periodic payments tied to the successful completion of detailed milestones. 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. The simultaneous convergence of the development of new automation capabilities that enhance staff efficiencies with the emergence of the information superhighway dictate that the library move rapidly in the direction of implementing new technological solutions to enhance library services. The new solutions will focus on software that enhances end user access to information technologies and hardware that has the ability to grow and not become obsolete as technology changes and develops. The new integrated automation system will truly enable the library to become a community information provider without walls. Continued on Attachment: YES SIGNATURE: _RECOMMENDATION OF COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD COMMITTEE _APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON A r i 1 2 5 , 19 9 5 APPROVED AS RECOMMENDED x OTHER.— VOTE THER_VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND X UNANIMOUS (ABSENT) CORRECT COPY OF AN ACTION TAKEN AND AYES: NOES: ENTERED ON THE MINUTES OF THE ABSENT.-—ABSTAIN.- BOARD OF SUPERVISORS ON DATE SHOWN. Attested April 25 , 1995 Contacts Phil Batchelor, clerk of the cc: Library Administration Board of Supe isors and Coun Admin' ator By , Deputy Clerk i:Ms\car].bo 1 Library Technology Planning April 24, 1995 BACKGROUND (Continued) 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 RFP was issued in September 1994 and in December 1994 four vendors returned bid responses for a new integrated automated library system. Included in the RFP were the evaluation criteria for the selection of a successful bidder. These included the technical capacity of the vendor, experience with similar size systems, financial stability of the 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, cost and other factors as may be deemed relevant. During January and February 1995, library staff, working with consultants, reviewed the proposals in depth, made 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 MBElWBE compliance. As a result of these evaluations the group of most responsive vendors was narrowed to two companies, CARL Corporation and Ameritech Library Services. At its meeting on March 28, 1995, the Board of Supervisors authorized the County Administrator and the County Librarian to enter into contract negotiations with the most responsive vendor and directed them to report back to the Board of Supervisors on the results of the negotiations and provide a contract recommendation. On April 17 - 18, 1995 the County Librarian, in conjunction with County Counsel, Purchasing and the consultants, entered into contract negotiations with CARL Corporation for the new integrated library automation system. CARL Corporation is a Denver-based company which provides library automation services to primarily the large library market. It is the acknowledged industry leader in end user product development with a proven track record of successful support for large, highly-networked systems. It currently supports an interconnected network of 32 CPU locations, which link over 14,000 dedicated terminals and 450 libraries nationwide. The negotiations were concluded successfully for a system of 376 terminals spread over the entire service area of the County Library. CONTRACT The contract includes the following elements: HARDWARE I. Tandem hardware Tandem is an industry leader in fault-tolerant systems. Its unique architecture of multiple processors provides both better response time and the redundancy to keep the system operating 24 hours a day, 7 days a week despite the failure of any one processor. The Tandem platform also features an automated diagnostic system which can dial out to an online support center to report potential problems before they impact operations. 2. UNIX Gateway Server The CARL system's Gateway Server will provide potential access to the Internet from every workstation attached to the new system without the need for modems and individual phone lines. It will provide library users with all the resources of the Internet, including the capability to search the catalogs of other local libraries directly from our own public access catalog screens. TELECOMMUNICATIONS 1. Frame relay telecommunications network The CARL system's Frame Relay telecommunications network will provide greatly expanded service to the library locations for much less cost per workstation than the Library currently is paying because it is no longer necessary to have a single point-to-point line for each terminal. Frame Relay is a relatively new telecommunications technique that is extremely well-suited to library transactions which tend to be short bursts of data rather than large file transfers and it allows multiple users to share the bandwidth of a single large circuit, making it possible to add new workstations and increase bandwidth without having to install new lines. Installation of the frame relay equipment and the cabling necessary to support the network will be done by Contra Costa County's Telecommunications and Data Processing staff. SOFTWARE FUNCTIONS 1. Public Access Catalog (PAC) 168 public access catalog (PAC) terminals with printers with graphical user interface software will allow users to search for their own materials and retrieve information as to which library the 2 Library Technology Planning April 20, 1995 item is in and whether it is on the shelf. The adult software Everybody's Catalog is a graphical user client/server interface which will allow the user to use the same search strategy utilized for the catalog to search the community information database and magazine and newspaper indexes and databases. The children's software Kids Catalog is the acknowledged industry leader in using a point and click interface to allow children to seek information using age-appropriate skills and colorful graphics. This software module will replace the current CD-ROM Agile catalog in use in the library. 2. Readers advisory software NoveList All Everybody's Catalog PAC terminals will include NoveList software which allows users to ask for assistance in making reading selections based on books they've read or topics in which they are interested. 3. Periodicals access software Uncover All Everybody's Catalog PAC terminals will include access to Uncover software which provides access to the tables of contents of over 13,000 periodicals, including article citations and abstracts. The end user can then access the full text of the article either through the library or on a fee basis through fax delivery. 4. Dial up access 25 dial up ports into the CARL system will operate on a 24 hour basis daily and will allow users with personal computers and modems to access the full library bibliographic database as well as NoveList, Uncover and perform all the patron self-service functions from their own computers. 5. Patron self-service End user software will enhance patron self-service with the capacity to allow patrons to place their own holds for books and other materials while in the library and check their own patron records. 6. Voice mail information and notification A PC-based system will automatically call patrons to notify them that requested items are available for pick up or that they have an overdue item, and will also allow patrons with touch tone phones to renew materials and request information about their patron record. The library and the vendor will be working on development of a module which will allow callers to place requests for best sellers utilizing touch tone technology. 7. Community information module All Everybody's Catalog PAC terminals will include access to community information files which will provide access to the services, organizations and activities of libraries, schools, communities and colleges. It can handle board agendas, job listings, specifications, and other unique information resources the library may choose to include, such as local history files. 8. Databases/indexes/informational resources Utilizing the UNIX Gateway server, access will be provided to informational indexes and databases such as Infotrac (a general periodicals indexing and abstracting service) at selected PAC terminals at all locations which is now currently available at only 4 locations. Additional information resources such as dictionaries and encyclopedias will also be available. Selected resources will be available through dial-up connections. 9. Internet access Utilizing the UNIX Gateway server, selected PAC terminals at all locations will have access to a variety of resources on the Internet, including other library catalogs and the World Wide Web. This function will expand the Internet access from the current 8 locations to all locations. 10. Circulation control A full-function software package will provide inventory control for library materials and a database of borrower records. All circulation control terminals will also be equipped with receipt printers to provide patrons with printed information on materials checked out. 11. Acquisitions including fund accounting interface to Auditor 3 t Library Technology Planning April 20, 1995 Software will manage materials procurement activities and assist in collection management. This software module will automate current manual procedures in the library. The contract also includes software development to electronically download invoice information from the CARL system to the Auditor for payment purposes. 12: Serials Software will automate the check-in, claiming and invoicing process for all periodicals, newspapers and serials. It also provides a link to all PAC terminals to allow end users to determine which periodicals and specific issues the library has available. 13. Bibliographic maintenance and authority control Software will provide the ability to add and create catalog records for the library's bibliographic database which serves as the source for the PAC information, as well as cross-referencing for PAC entries. 14. Source code The library will be provided with the source code for the CARL software. ADDITIONAL PERIPHERALSWUNCTIONALITY 1. Laser checkout stations All staff-based circulation services at 79 terminals will be upgraded to include the use of laser scanners which will significantly improve through-put time and accuracy of data collection. 2. ADA adaptive equipment and touch screen terminals 4 locations (Concord, Pinole, Pittsburg, Pleasant Hill) will have ADA adaptive equipment which can be utilized with the PAC plus; touch screen PAC terminals will be located at the Central Library and all branches. 3. Self-check units The current seven locations ( Antioch, Clayton, Concord, Pleasant Hill, San Ramon, Walnut Creek, Ygnacio Valley) which have self-check units will increased by an additional six sites (Danville, El Cerrito, Lafayette, Moraga, Orinda, Pinole) to enable patrons to check out their own materials. 4. LAN/WAN All library locations will be linked to a Wide Area Network which will provide staff access to word-processing, spreadsheet and electronic mail software which will significantly enhance staff communication and data transfer capabilities. SERVICES 1. Data conversion and migration including conversion of patron, item, transaction and title record tapes and authority control processing All current library data files including title, item, patron and transaction records will be converted and migrated to the new system by CARL. 2. Hardware, software, peripheral and telecommunications installation All Tandem hardware, peripherals and telecommunications equipment that the library is acquiring from CARL will be shipped, delivered and installed by CARL. The library is responsible for all necessary site preparation for the new equipment. 4 1 Library Technology Planning April 20, 1995 3. Training Training on the system and all software functions will be provided to library staff during 6 site visits incorporating 15 training days. Tandem system operators will also attend two Tandem training seminars. PERFORMANCE STANDARDS Specific performance standards certifying that the system supplies the necessary resources to support at least 415 simultaneous user sessions are included in the contract, including specified transaction mixes for Year 1 and Year 5 and average and peak response times. TESTING PROCEDURES Multiple acceptance tests are incorporated into the contract including the following: Hardware Functionality Test Software Functional Acceptance Test System Reliability Performance Test Final Acceptance Test In addition, the library reserves the right to perform additional Full Load Acceptance Tests at any point during the duration of the contract. WARRANTIES The contract also includes appropriate warranties for the hardware and software functionality with a provision for compensation for non-performance. The County will retain the right to purchase additional equipment and software from CARL at a set price, thereby locking in current price savings. In addition, the County will be eligible for further modifications of CARL Corporation software. TERM OF THE AGREEMENT The term of the agreement is for five years with options for the County for automatic renewal with ninety (90) day notice for non-renewal. MAINTENANCE AGREEMENT A maintenance agreement for services to maintain the equipment and software is also included for a period of 1 year with options for automatic renewal. The agreement contains specific hardware and software maintenance responsibilities for CARL including specific response time requirements. PAYMENT SCHEDULE The payment schedule for the contract is tied to the successful completion of detailed milestones. The full cost of the contract will not exceed $2.6 million, plus maintenance costs. Funding will come from the library's reserve funds which have been held specifically for the purpose of purchasing new library information technology. The final contract document is currently being prepared by the consultants for approval by County Counsel. ADDITIONAL CONSIDERATIONS In addition to the cost of the new integrated automation system, the library will also experience some one-time costs in the areas of additional peripherals, facility upgrading, telecommunications installation and furniture. Operating costs for the maintenance 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 technology. i:\boslcarl.bo 5