6.C.
City Council Meeting - FINAL
- Meeting Date:
- 08/18/2020
- Co-Submitter:
- Mark Cesare
- From:
- Jared Tolman, Library Director
Information
TITLE:
Consideration and Approval of Contract: Integrated Library System (ILS) Project; Contract #2020-09 with ByWater Solutions in the amount not to exceed $160,200.00. Flagstaff City- Coconino County Public Library District; Replacement of Current Integrated Library System.
STAFF RECOMMENDED ACTION:
- Approve the purchase agreement with ByWater Solutions for a new Integrated Library System.
- Authorize the City Manager to execute all necessary documents.
Executive Summary:
Almost every library uses an Integrated Library System (ILS). As the name suggests, an ILS is an enterprise-level computer system that combines all of the records and functions needed to coordinate library services. For example, the current ILS manages over 155,000 user records (patrons and staff) and over 463,000 catalog records (titles and items). These records are managed by software modules that accomplish necessary tasks: Circulation (check-in, check-out, holds), Cataloging (collection management), Periodicals (magazines), Acquisitions (new purchases), and the Online Catalog (public web and app interface, “my account” access).
The Library has been using its existing Integrated library system (ILS) since 2001 (Symphony, provided by SirsiDynix). While this system has served the library well, new technologies are offering new options that will benefit the Library. Through an RFP/competitive bidding process, our library has selected the Koha ILS, with support provided by ByWater Solutions.
Koha is an open-source ILS. That is, anyone can write code and develop modules/widgets for the system. Because the code is not proprietary (like the existing system), costs are reduced while offering a more flexible and customizable ILS. The proposed ILS is a cloud-based, hosted system. This further reduces costs by eliminating in-house server maintenance.
Because Koha’s ILS system was created in the days of cloud base computing, this new ILS system will also provide more customer service tools for the library to better meet the needs of our library patrons in a ever growing computer world.
The Library has been using its existing Integrated library system (ILS) since 2001 (Symphony, provided by SirsiDynix). While this system has served the library well, new technologies are offering new options that will benefit the Library. Through an RFP/competitive bidding process, our library has selected the Koha ILS, with support provided by ByWater Solutions.
Koha is an open-source ILS. That is, anyone can write code and develop modules/widgets for the system. Because the code is not proprietary (like the existing system), costs are reduced while offering a more flexible and customizable ILS. The proposed ILS is a cloud-based, hosted system. This further reduces costs by eliminating in-house server maintenance.
Because Koha’s ILS system was created in the days of cloud base computing, this new ILS system will also provide more customer service tools for the library to better meet the needs of our library patrons in a ever growing computer world.
Financial Impact:
The ILS serves the entire Coconino County Free Library District and is entirely funded by the District. The budget for this contract in FY2020-2021 is $187,189 in account number 030-07-037-6003-5-4301. There will be no impact to the City’s General Fund.
After the first-year system migration, ongoing maintenance costs will be reduced by about 75%, which represents about $75,000 in savings for the District annually.
After the first-year system migration, ongoing maintenance costs will be reduced by about 75%, which represents about $75,000 in savings for the District annually.
Policy Impact:
None.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Goal CC.5. Support and promote art, science, and education resources for all to experience.
Goal PF.2. Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
Goal ED.2. Support and encourage an excellent educational system that pro-motes critical thinking and job training programs at all levels.
Goal PF.2. Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
Goal ED.2. Support and encourage an excellent educational system that pro-motes critical thinking and job training programs at all levels.
Has There Been Previous Council Decision on This:
No.
Options and Alternatives:
1. Approve the purchase agreement for a five-year term with ByWater Solutions for an ILS, reducing annual maintenance costs by 75%. Recommended.
2. Approve the purhcase agreement for a five-year term with ByWater Solutions for an ILS, but direct staff to not purchase one or more of the options offered, thus further reducing the contract price.
2. Do not approve the purchase agreement and direct staff to either a) continue operating with existing system and annual maintenance costs, or b) reject all proposals and direct staff to solicit new proposals .
2. Approve the purhcase agreement for a five-year term with ByWater Solutions for an ILS, but direct staff to not purchase one or more of the options offered, thus further reducing the contract price.
2. Do not approve the purchase agreement and direct staff to either a) continue operating with existing system and annual maintenance costs, or b) reject all proposals and direct staff to solicit new proposals .
Background and History:
Purchasing staff published a Request for Proposals (RFP) solicitation for the Library ILS System in the Arizona Daily Sun on May 17 and May 24, 2020, and posted the solicitation on the City of Flagstaff’s PlanetBids Website on May 13, 2020. On June 4, 2020, the City received six Proposals from Library system vendors. A five-member Selection Committee consisting of City staff, and one from an outside business, reviewed and evaluated the proposals. Based upon the numerical scoring of the proposals, the Selection Committee identified ByWater Solutions LLC as the most qualified vendor for providing the Library ILS System and is being recommended for the Project. Evaluation scores for all vendors are as followed:
ByWater Solutions 475
Equinox 443
Insignia 389
Book Systems 360
Demco 356
The Library Corp 328
ByWater Solutions LLC proposed a system that most reflected what the Library requested with a more fiscally responsible fee schedule.
ByWater Solutions 475
Equinox 443
Insignia 389
Book Systems 360
Demco 356
The Library Corp 328
ByWater Solutions LLC proposed a system that most reflected what the Library requested with a more fiscally responsible fee schedule.