Title
Recommendation to Authorize the Interim City Manager to Issue a Request for Proposals (RFP) for a New Integrated Library System (ILS) for the Alameda Free Library. (Library 210)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Interim City Manager
Re: Recommendation to Authorize the Interim City Manager to Issue a Request for Proposals (RFP) for a New Integrated Library System (ILS) for the Alameda Free Library
BACKGROUND
The Alameda Free Library, like all modern public libraries, uses Integrated Library Systems (ILS) to run its entire operation. The ILS allows the library to link core functions like acquisitions, cataloging, circulation, online catalog searching, statistical reporting, and processing of records in a single database structure.
Alameda first purchased its ILS in 1992, a Dynix “Classic” system and replaced this legacy system in 2004 with a Dynix “Horizon” system, which uses more current technology, including a graphical user interface and client server features. Since 2004 technology has advanced significantly with systems now moving away from the standard client server environment to ones which make full use of Internet enabled web technology and provide seamless interfaces with e-books and other online resources. The library is in year 11 of the Horizon ILS system and it is time to move to the new technology available in the marketplace. They will provide better public service and more efficient and effective library operations. The replacement is urgent as the library’s core server hardware has reached the end of its useful life, so it will be necessary to replace it or find another way to host essential library applications as soon as possible.
DISCUSSION
The library will employ a competitive procurement process for the purchase of a new ILS, inviting proposals from a number of library system vendors in the marketplace. A procurement process was successfully used to purchase library systems in both 1992 and 2004. The library wishes to release a formal RFP by mid-December 2015 with vendor proposals to be received by the beginning of February 2016. A short list will be created, with further follow-up and vendor demonstrations, and a recommended vendor will be chosen for presentation to the Library Board for a Resolution of Support and to the City Council for award of contract by the end of April 2016. Staff expects system installation, implementation and operation to be completed by June 2016.
A library staff evaluation team will write the RFP document and, subsequently, will undertake an in depth evaluation of all vendor proposals. Evaluation team members will analyze written proposals, establish a list of finalists, view vendor scripted demonstrations, check references, conduct site visits, and recommend a preferred vendor. They will also consult with City Attorney, Risk Management and Information Technology staff as part of this process. Upon Council approval of a recommended vendor, library staff will work closely with the City Attorney and Risk Management staff to ensure that a contract as written and approved meets City requirements.
FINANCIAL IMPACT
The total cost of any proposed ILS will vary based on the technical aspects of the proposed system; whether the library takes advantage of software available in the public domain; whether the system operates on new hardware hosted at the library or runs in an external hosted environment; and the varying costs of each vendor for hardware, software and services as proposed. Costs for the first year, which includes installation, implementation and training, and ongoing support may vary from $40,000 to $100,000. Subsequent ongoing maintenance cost for years two and three may vary from $15,000 to $50,000. In Fiscal Year 2014-15, the City paid $37,000 for the maintenance of the existing ILS.
The library intends to purchase the system which most closely meets its requirements in a cost effective manner. The library is under no obligation to accept any proposal from vendors of a new ILS. It is anticipated that funds for this project would be drawn from the remaining Measure O bond money that is restricted for capital expenditures. Final funding source will be identified as part of the staff report recommending award of contract to the selected vendor.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This presentation does not affect the municipal code.
ENVIRONMEMENTAL REVIEW
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378(b).
RECOMMENDATION
Recommendation to authorize the Interim City Manager to issue a request for proposals (RFP) for a new integrated library system (ILS) for the Alameda Free Library.
Respectfully submitted,
Jane Chisaki, Library Director
Prepared by,
Marlon Romero, Supervising Librarian Technology and Technical Services
Exhibit:
1. City of Alameda, RFP for an ILS for the Alameda Free Library