HomeMy WebLinkAboutMarcive Inc; 2008-03-31;AGREEMENT FOR AUTHORITY CONTROL SERVICES
MARCIVE INC.
ClHlS AGREEMENT is made and entered into as of the ^ day of
'y/^e^ 20_£/, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and MARCIVE INC, a corporation, ("Contractor").
RECITALS
A. City requires the professional services of a bibliographic services and
library network software company that is experienced in providing authority control for
the Library information system (SirsiDynix).
B. Contractor has the necessary experience in providing professional
services and advice related to authorities processing.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a proposal to City and has affirmed its
willingness and ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this
reference in accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession
practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one year from the date first
above written. The City Manager may amend the Agreement to extend it for additional
one year periods or parts thereof in an amount not to exceed Three Thousand Five
Hundred dollars ($3,500) per Agreement year. Extensions will be based upon a
satisfactory review of Contractor's performance, City needs, and appropriation of funds
by the City Council. The parties will prepare a written amendment indicating the
effective date and length of the extended Agreement.
City Attorney Approved Version #11.28.06
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term
not to exceed Twelve Thousand Two Hundred Fifteen dollars ($12,215). No other
compensation for the Services will be allowed except for items covered by subsequent
amendments to this Agreement. The City reserves the right to withhold a ten percent
(10%) retention until City has accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of
City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any
balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval
of City. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts and omissions of Contractor's subcontractor and of the
persons either directly or indirectly employed by the subcontractor, as Contractor is for
the acts and omissions of persons directly employed by Contractor. Nothing contained
in this Agreement will create any contractual relationship between any subcontractor of
Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
City Attorney Approved Version #11.28.06
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses
including attorneys fees arising out of the performance of the work described herein
caused by any negligence, recklessness, or willful misconduct of the Contractor, any
subcontractor, anyone directly or indirectly employed by any of them or anyone for
whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City
incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property
which may arise out of or in connection with performance of the services by Contractor
or Contractor's agents, representatives, employees or subcontractors. The insurance
will be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best's Key Rating
of not less than "A-:V.
10.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below,
unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's
indemnification obligations under this Agreement. City, its officers, agents and
employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
10.1.1 Commercial General Liability Insurance. $1.000.000 combined
single-limit per occurrence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply
separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
10.1.2 Automobile Liability (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
City Attorney Approved Version #11.28.06
10.1.3 Workers' Compensation and Employer's Liability. Workers'
Compensation limits as required by the California Labor Code and Employer's Liability
limits of $1,000,000 per accident for bodily injury. Workers' Compensation and
Employer's Liability insurance will not be required if Contractor has no employees and
provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must
be maintained for a period of five years following the date of completion of the work.
10.2. Additional Provisions. Contractor will ensure that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following
provisions:
10.2.1 The City will be named as an additional insured on General
Liability.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and
any extensions of it and will not be canceled without thirty (30) days prior written notice
to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution
of this Agreement, Contractor will furnish certificates of insurance and endorsements to
City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these
insurance coverages, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverages. Contractor is responsible for any
payments made by City to obtain or maintain insurance and City may collect these
payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at anytime,
complete and certified copies of any or all required insurance policies and
endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement, as may be amended from time-to-time.
City Attorney Approved Version #11.28.06
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. All records will be clearly identifiable. Contractor will allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement is the property of City. In the event this Agreement is
terminated, all work product produced by Contractor or its agents, employees and
subcontractors pursuant to this Agreement will be delivered at once to City. Contractor
will have the right to make one (1) copy of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City
and Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
For Citv:
Name Chris Pickavet
Title Head of Technical Services
Department Library
For Contractor:
Name Cynthia Fleming
Title vi-ce President
Address P.O. BOX 47508
City of Carlsbad
Address 1775 Dove Lane
Carlsbad. CA 92011
Phone No. 760 602-2029
San Antonio, TX 78265
Phone No.210-646-6161
Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees,
City Attorney Approved Version #11.28.06
agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of such
documented dispute will be forwarded to both parties involved along with recommended
methods of resolution, which would be of benefit to both parties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City
Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem. In such cases, the action of
the City Manager will be binding upon the parties involved, although nothing in this
procedure will prohibit the parties from seeking remedies available to them at law.
City Attorney Approved Version #11.28.06
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by
certified mail of the termination. If City decides to abandon or indefinitely postpone the
work or services contemplated by this Agreement, City may terminate this Agreement
upon written notice to Contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will
assemble the work product and put it in order for proper filing and closing and deliver it
to City. Contractor will be paid for work performed to the termination date; however, the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for Contractor, to solicit or secure this
Agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of
this Agreement. For breach or violation of this warranty, City will have the right to annul
this Agreement without liability, or, in its discretion, to deduct from the Agreement price
or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement
and not in anticipation of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that
California Government Code sections 12650 et seq.. the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a
false claim to a public entity. These provisions include false claims made with deliberate
ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor
City Attorney Approved Version #11.28.06
acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor
any monies due or to become due under it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated
by it, along with the purchase order for this Agreement and its provisions, embody the
entire Agreement and understanding between the parties relating to the subject matter
of it. In case of conflict, the terms of the Agreement supersede the purchase order.
Neither this Agreement nor any of its provisions may be amended, modified, waived or
discharged except in a writing signed by both parties.
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR CITY OF
(sign here) /
Robert L. Fleming, President
(print name/title)
rfleminggmarcive.com
corporatior^of the
By:
5ARLSBAD, a municipal
.California
ATTEST:
(sign here)
Kristina L. Fleming, Secretary
(print name/title)
kfleming@marcive.com ^i^
(e-mail address) ^ .
Subscribed and sworn before me this 25th|dajr o
February, 2008.
LOR
City Clerk
Not Bexar County", Texas
• »
/ ^ City Attorney Approved Version #11.28.06
If required by City, proper notarial acknowledgment of execution by contractor
must be attached. If a Corporation. Agreement must be signed by one corporate
officer from each of the following two groups.
*Group A. **Group B.
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or
assistant secretary under corporate seal empowering the officer(s) signing to bind the
corporation.
APPROVED AS TO FORM:
RONALI
ity Attorney
City Attorney Approved Version #04.01.02
EXHIBIT A
SCOPE OF WORK TO BE PERFORMED
FOR AUTHORITY CONTROL PROCESSING FOR
CARLSBAD CITY LIBRARY
Timeline: The Library anticipates work in Section I to be completed by June 30,
2008. All work in Section II and III can be performed thereafter as ongoing
services to maintain authority control.
I. BACKFILE AUTHORITY PROCESSING
After the Carlsbad City Library ("Library") submits a Scope of Work
document and a processing profile to the Authority Control Vendor
("Vendor"), the Library, or Library's system vendor, (SirsiDynix), will ftp the
Library's "basefile" (all bib records in the Library database at beginning of
term of contract) to Vendor.
From the date Vendor has completed contract, and has received
necessary data and purchase order from the Library, Vendor will create
within 2 to 3 weeks a small test file of randomly selected bib records and
matching authority records and return it to the Library via Internet FTP.
The Library or SirsiDynix will load the test file records into the Library test
database. The Library will review the test results and approve the test.
Processing of the Library backfile should be completed by Vendor within 3
to 4 weeks after test approval.
Vendor provides authority control for the Library "basefile", which will
consist of approximately 265,000 bib records. Basefile processing
includes upgrade and corrections of name, subject, series and genre
headings in the bib records. Vendor will use standard machine matching
of bibliographic headings against the most current Library of Congress
Name/Subject Authority File, GSAFD and LC genre headings. Vendor will
send back to the Library all matching authority records which actually
match headings in the library's database.
Standard processing will include authority control on:
Personal names (100, 700)
Corporate names (110,710)
Meeting names (111,711)
Uniform titles (130, 240, 730)
Series (400, 410, 411, 440, 8xx)
Untraced series (490 OJ
LC subjects (6XX, 2nd indicator 0)
GSAFD genre headings (655, 2nd indicator 7)
EXHIBIT A -1 -
Scope of Work to be Performed
01/31/08
LCSH genre headings (655, 2nd indicator 0)
For name authority records used as subjects, Vendor will include authority
records only in LC name-related authority file (recommended for Sirsi
system).
Vendor will return updated bibliographic records and their associated
authority records to the Library via Internet FTP.
After authority processing is complete, a statistical report is supplied to the
Library at no extra charge. Library has the option of purchasing additional
reports of: unrecognized main headings, multiple matched headings,
unrecognized geographical subdivisions, and undifferentiated/conditionally
authorized personal names. Reports supplied by the Vendor will be
supplied in electronic or print format, to be determined by the Library.
Series processing:
When applying 490(0) series processing and a series is matched,
Vendor will transform 490(0) to appropriate 490(1) / 8XX headings.
If 490(0) is not matched, it will revert to original 490(0) tagging.
Previously unmatched 490(0) headings in the Library's history file
may be matched to new authority records in the NewMatch option.
Vendor will not restore 830 fields to 440 fields following authority
control.
Vendor will provide database cleanup:
• Set or correct filing indicators based on linked authority record
• Set 1st indicator in 245 field based on presence/absence of a 1XX field
• Change nonfiling indicator & initial article in 440 to match authority
record
• Fix brackets for GMD in 245 $h
• Fix divided headings by replacing obsolete headings with valid
headings
• Delete subfield $w from traceable fields
• Retain relator subfield $e
• Retain relator subfield $4
• Fix ending punctuation in traceable fields
• Convert non-analytic 740 fields to 246 fields
• Change LCSH form subdivisions as $v (new) not as $x (old practice)
• Remove leading article "the" from $t & capitalize 1st letter of following
word in these fields: 400, 410, 411, 505, 600, 610, 611, 630, 700, 710,
711,730, 800, 810, 81 land 830.
EXHIBIT A - 2 -
Scope of Work to be Performed
01/31/08
II. ONGOING AUTHORITY CONTROL PROCESSING
The Library plans to have authority control services performed on new
bibliographic records added to the Library catalog an on-going basis.
Price will be estimated based on the Library's addition of approximately
16,000 new bib records added annually. New bibliographic records
added to the database will be sent and returned via Internet FTP in
weekly, monthly, quarterly, semi-annual or annual batches, at the Library's
choosing. Records will be processed and returned to the Library upon
receipt by the Vendor within 24 hours for files up to 25,000 titles or less.
This turn-around time is critical since any changes to these records in the
Library database would be lost upon overlay.
Deliverables will include bibliographic records upgraded by Authority
Control processing, new authority records not previously distributed to the
Library that match headings, and authority records previously distributed
to the Library that have been updated by the Library of Congress.
Vendor will add an extra 4XX to authority records with the previously
authorized heading if it is lacking in the record from Library of Congress.
To these records, Vendor will also add subfield $w containing "nnea" to
denote an earlier established form of heading, but coded not to display in
the OPAC. This feature will enable the Library to implement global
heading changes within the SirsiDynix system.
Vendor will maintain a "history" file of the Library's database from time of
backfile processing. When there is a new match of authority records for
headings that were unmatched at time of backfile processing Vendor will
supply these records. All new records are matched against the Library's
"history file" so no duplicate authority records are distributed.
AUTHORITY NOTIFICATION SERVICE
The Library plans for Vendor to alert the Library on an ongoing basis when
authority records are updated, replaced or deleted by the Library of
Congress. As instructed, Vendor will send an electronic report of changed
authority records on a monthly basis. Additionally, Vendor will supply
new, revised and deleted authority records to the Library via Internet FTP
on a monthly basis.
EXHIBIT A - 3 -
Scope of Work to be Performed
01/31/08
MARCIVE Backfile Authority Processing
Includes upgrade of name, subject, and series headings in the bib records, plus database cleanup such as
correction of filing indicators. Includes processing on LCNA, LCSH, LC Children's headings, MeSH headings,
genre headings (GSAFD), National Library of Canada Names & Subjects, & Sears Subject Headings
Authority processing (per bib record)
Authority Processing Record Load (per bib rec)
Authority Processing, Per Record Backfile
Output via Internet FTP (per file CD backup included)
Matching Authority Records (per bib record)
Output via Internet FTP (per file CD backup included)
Shipping (prepaid and added to invoice)
Quantity
265,000
265,000
6
265,000
4
Unit price
$0.01
$0.015
$15.00
$0.006
$15.00
Extended
$2,650.00
$3,975.00
$90.00
$1,590.00
$60.00
($350 min)
Authority Processing Backfile Reports (Optional)
Undifferentiated/conditionally authorized personal names
[Total $8,365.00 I
265,000 $0.005 $500.00 $500 max.
[Total OPTIONAL Reports $500.00
MARCIVE Ongoing Authority Processing
Ongoing Authority Services: Annual Authorities Notification Subscription
Authority Notification, Data, and "A" report
(Monthly provision of new/changed authority records. Keeps the authority
file on your local system up-to-date for cross references in online catalog
and control of headings. Can get data only or data plus a report of changes.)
NewMatch
(Provision of new authority records for previously unmatched headings. Free
With a subscription to Authorities Notification Service.)
Ongoing Authority Services: Overnight Authority Processing
Authority Processing Overnight Setup
Authority Processing, Per Record Overnight*
(Processing of any new bib records sent at any interval. No set schedule,
no minimum order.)
Reports - Electronic only
First and second reports
Third and each subsequent report, per bib record
$1,500 $1,500.00 (per year)
[Total $1,500.00 |
FREE
$90.00 $90.00 (one-time)
16,000 $0.11 $1,760.00
FREE
$0.01
| Total $1,850.00 |
[ESTIMATED TOTAL FOR BACKFILE & ONGOING MAINTENANCE $12,215.00
OVER
EXHIBIT A - 4 -
Scope of Work to be Performed
01/31/08
Timelines
11. Library conrmletes Authorities Processina Profile and Onaoina Authorities Profile and sends to us.
Summary of Costs for
Carlsbad City Library
1/31/08
Timelines
1. Library completes Authorities Processing Profile and Ongoing Authorities Profile and sends to us.
2. We fax a final cost summary for purchase order creation.
3. Library sends original purchase order and FTPs all bib records.
4. We create a test file within a week which consists of a small file of randomly selected bib records that
have been updated according to profile specs, file(s) of matching authority records, a statistical report,
and a heading activity report that helps evaluate the test. The library is billed for the loading fees.
5. Library loads the test bib and authority records into the Sirs! system, reviews the test
results & approves the test in writing.
6. We anticipate completion of the project within 1-2 weeks after test approval.
7. If elected, we will set the Library up for Overnight Authorities Processing and initiate the subscription
to Authorities Notification Service.
8. Library is billed at this time for the remainder of the backfile processing costs, the one-time setup for
Overnight Authorities Service, and the subscription to Authorities Notification Service.
Overnight Authorities Service and MARC Record Enrichment Service are billed on a monthly basis.
From the time you send us your bib database,
1. Continue to catalog new receipts-and keep track of the date,
2. Add/modify holdings,
3. Write your procedures for loading monthly Notification files and the internal schedule for sending
newly created bib records for upgrade through Overnight Authorities Service,
4. But don't modify or delete bib records sent to us at this time, else you will lose this work with the
updated bib records.
Overnight Authorities
1. Send cataloging file to MARCIVE via FTP.
2. MARCIVE makes updated file available for FTP pickup the next business day.
Matching authority records can be supplied with the updated cataloging file or monthly.
*When the library sends its 50,000th record through Overnight Authorities Service, they become
an automatic member of our Authorities Award Club, and the unit cost drops to $.09/bib record
the next month.
Express, or DiscoverCard. Unit prices prevail. All shipping is FOB MARCiyE^JJivoicetrtcrDepaid in US
funds paid on US banks. MARCIVE invoices theJst^LeaGh-pnontnTorl/vcTk completed the previous month.
ii':rr|i'irtatWi uses the same wording as our invoices.
PBiCffTamef
From the files of Joan Chapa
MARCIVE, Inc.
P.O. Box 47508
San Antonio, TX 78265
800-531-7678
ichapa@marcive.com
EXHIBIT A - 5 -
Scope of Work to be Performed
01/31/08