HomeMy WebLinkAbout1978-05-16; City Council; 5273-1; Automated Library Circulation Control SystemCITY OF CARLSBAD
AGENDA BILL NO.
Dept.Hd.
DATE: MAY 16, 1978 C. Atty.\/P_A
DEPARTMENT: CITY MANAGER C. Mgr. TN
Subject:
AUTOMATED LIBRARY CIRCULATION CONTROL SYSTEM
Statement bf 'the Matter
The City Council authorized staff to negotiate the joint use of
an Automated Circulation Control System with'the City of Oceanside.
Joint discussion with Oceanside resulted in an agreement that the
main computer unit be located in Oceanside. The City of Oceanside
subsequently requested quotations from vendors to supply a complete
system for use by both cities.
As indicated in the attached staff report, proposals have been
received and analyzed and a CLSI Model 25 System has been recommended
for purchase.
Exhibits
1. Memo to City Manager, dated May 8, 1978 with attachments. '
2. Resolution No.
3. .Resolution No.
Recommendation
If the City Council desires to proceed with the joint acquisition
and use of the system with Oceanside, it is recommended:
1. That Resolution No. ,'6/2,approving an agreement for the
joint use and operation of�the system with the City of
Oceanside be approved.
2. That Resolution No authorizing the cooperative
purchase of the system with the'City of Oceanside be
approved.
Council action
5-16=78 Resolution #5426 was adopted, approving an agreement for joint
use and operation of the system with City of Oceanside.
Resolution #5427 was adopted, authorizing the cooperative
purchase of the system with•the City,of Oceanside.
19
DATE: MAY 8, 1978
TO: CITY MANAGER
FROM: Administrative Assistant
SUBJECT: AUTOMATED CIRCULATION CONTROL
SYSTEM FOR THE LIBRARY
The Carlsbad City Council at its December 6, 1977 meeting,
authorized the staff to negotiate for the joint use of an
automated circulation control system with the City of Oceanside,
and if it was determined as a result of those negotiations that
the computer is to be located in Carlsbad, staff was authorized
to proceed with preparation of plans and specifications.
Joint discussion between the two cities resulted in an agreement
that the main computer unit should be located in Oceanside. The
City of Oceanside, in consultation with the City of Carlsbad,
proceeded to prepare plans and specifications for the acquisition
of the system by means of competitive bidding on behalf of both
cities. Carlsbad Municipal Code Section 3.28.150 provides for
such cooperative purchases when such purchases are made in a
competitive manner.
On February 2, 1978, the City of Oceanside issued a request for
quotation to supply a turn -key automated circulation control
system that would meet the needs of both cities. On March 8, 1978,
quotations were received from two vendors. The quotations are
summarized in Attachment A.
The quotations were subsequently analyzed by representatives of
both cities and based upon responsiveness to the bid specifications
and price proposals, it was determined that the system proposed by
CLSI would be recommended for purchase.
The proposal from CLSI proposed two alternate models. The difference
between the Model 20 and 25 is in storage capacity. Although the
Model 20 would meet the present day needs of both libraries, a
Model 20 would require upgrading of storage capacity within three
to four years to meet the needs of the Carlsbad and Oceanside
libraries. The Model 25 offers greatly expanded storage capacity
for growth of the libraries. Also, with a Model 25, addditional
users could be added to the system without the need for adding
hardware. Any new users of the system, howevAr, would be required
to pay its share of the cost of the original system.
AUTOMATED CIRCULATION
May 8, 1978
Page 2
CONTROL SYSTEM FOR THE LIBRARY
JOINT USE AGREEMENT AND FINANCING
A proposed agreement for the joint use, operation and financing
of the system has been prepared. (Attachment B).
The proposed agreement provides for the joint ownership and use
of the main computer unit and programs. The main computer unit
would be located at the Oceanside Library. Terminals in the
Carlsbad Library would be tied to the main computer unit by
telephone line. Carlsbad and Oceanside would share the cost of
the main computer unit and programming. Each city would fund
the cost of the terminals and supplies needed for their respective
libraries.
Y The cost of the system for each city is broken out in Attachment C.
The 1977-78 Carlsbad budget provides $22,800 in the Library budget
for equipment (Account No. 1-140-2320) and $7,500 for supplies
i (Account No. 1-140-2670) for first year costs of the system.
The City of Oceanside has arranged to finance its share of the
system by means of a lease -purchase agreement with California First
Bank. The bank and Oceanside are willing to finance Carlsbad's
share through the same lease-purchase'agreement. The lease -
purchase agreement would be between Oceanside and the bank and
Carlsbad would,in accordance with the agreement (Attachment B),
annually reimburse Oceanside for Carlsbad's pro rata share of the
lease payment and interest. Each city would directly purchase
its own supplies from an appropriate vendor.
Maintenance of the system is included for the first year. After
the first year, the cities would share equally the cost of mainte-
nance of the main computer unit and would be individually responsible
for the cost of maintenance of terminals within their respective
libraries.
Outlined below is the proposed financing of Carlsbad's share of
the system:
TOTAL SYSTEM COST $102,025.00
LESS FUNDS AVAILABLE FROM
1-140-2320 22,800.00
AMOUNT TO BE FINANCED $ 79,225.00
INTEREST 13,071.65
TOTAL $ 92,296.65
1144.1
AUTOMATED CIRCULATION CONTROL SYSTEM FOR THE LIBRARY
May 8, 1978
s
Page 3
r
In addition to the annual lease payment, additional funds will
be required for supplies, insurance, telephone lines, and
maintenance. These costs are summarized as follows:
SUPPLIES $ 91000
INSURANCE 300
TELEPHONE CHARGES 168
MAINTENANCE 8,544
• i
TOTAL $18,012
?
RECOMMENDATION:
If the City Council desires to proceed with the acquisition of
3
the system,the following actions are recommended:
1. Approve Resolution No. , authorizing
the cooperative purchase of the system
{
with the City of Oceanside.
2. Approve Resolution No. , approving
i
an agreement between Carlsbad and Oceanside
for the joint use, operation, and financing
of the system.
FRANK N. MANNEN
Administrative Assistant
FNM:vm
Att.
H
N
I
S O
p
v�
i
cn
O
O
co
Go
.-t
z
'
t
t
H
N
M
1CIO
O
00
a
p
s
>n
O
cn
ro
v
IT
co
%D
V}
Vr
a,.
H
U
N
c`r
>%
>.
Ha)
N
(n
(n
10
O
O
•,4
•14
z
x,
w
W
O
�t
co
I
tn
N
N
<n-
A
y
ro
b v
o'
r
HH•-
�4 t
O
a 3 0
:+
,
0
00
H
a) 0)O.
O •H A
n. �
`� >
d
4)
O
H CO P
• 4 a)_
r
1.1 rn a
L a7 a
'L7
O 'U a7
ro
x p
4Jii
cci a
J C7 4J
N rn 0
C.
V
0 4
0
)+ >
a)
a) A ca
acn
41 N
a.
9 E 0
�
cc
,4
w° :&
O
41
.0 Q cOa
.0
4J 44 H H
4.1
Cd
• a
h
4)) a m o
m
o ca 4 ro
r r
N
cY1
W
_ CN
c0
to
... p%
H
C O
r
�
a)
Q
:1 w
.4
•,1 0 0
A
� r.
c
ar
ca
c°
o
O
o
0
�.1a
a� v",
O
O
O
O
ro Q.
4J
O ro 3
4 0.
.-1
r-4
.4
4
cQ •d
u
41
to
%O
O
.4
-4 O p
a)
a3 4.) N
0
N
.-r
cM
rn
11 -H
O
"4
.-1
.-r
N"
C%
vl .-4 O
41
R C
O
.-r O
</!-
V}
N
14
v)
Cr
(13
a
o 3
rl.
Ln N
a•°i
O N
ro a) .0
%O
w, 4
�
4)
V
Fr .0
rn o
V)-
vNi 3
.. --
o S
ca
ca
to
co �
c (a.
4
•� co a) H
• i
"4 •rl
o
rn OD H •.Ot
a)
N -4
to
O
ro 0 00 w
'a a)
H O U
N
N H
-A O ro
O .-4
A. � O
a)
C 1+ w
U .G
a) a) ro
H
r4 >
L1
O
41
O
H O C..O
ro
H L 4.)
a)
a a)
N
N
N
N
cn 7 .,I
i-) }+
rA N a) p
•G
'a $
ro 14
cc
0
.-+
H
—4
v
M b
U cn
x
r
b
.0
b
b
b
O
O
O
O
x
x
x
=
a
•`
r,
cn
ca
N
a
0 )
tJ
JJ
�+ (U
4
C:
. ,
Li
oo
a)
:
ro
14
ca
o
cn A.
w
H
H
v
Attachment A
Attachment B
See Resolution No.
for agreement.
9
Attachment C
C.LSI COST BREAKDOWN
MODEL
25
CARLSBAD
OCEANSIDE
TOTAL
I.
Processor (1/2)
$ 27,000
$ 27,v00
$ 54,000
II.
On -Line Data Storage
(1/2)
34,250
34,250
68,500
III.
Terminals
22,000
24,000
46,000
IV.
Software (1/2)
13,000
13,000
26,000
Sub -Total
$ 96,250
$ 98,250
$194,500
6% Sales Tax
5,775
5,895
11,670
EQUIPMENT GRAND TOTAL
$102,025
$104,145
$206,170
Supplies (Initial:Estimate) $ 6,592 $ 8,730
Miscellaneous Supplies -
Print Wheels, etc. (1/2) 514 514
Sub -Total $ 7,106 $ 9,244
6% Sales Tax 426 555
SUPPLIES GRAND TOTAL $ 7,532 $ 9,799 $ 17,331
$ 15,322
1,028
$ 16,350
981
EQUIPMENT $102,025 $104,145 $206,170
SUPPLIES 7,106 9,244 17,331
TOTAL $109,131 $113,389 $223,501
iok
I
RESOLUTION NO, 542L
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CARLSBAD, CALIFORNIA APPROVING
AN AGREEMENT WITH THE CITY OF OCEANSIDE
FOR THE JOINT OPERATION AND USE OF AN
AUTOMATED LIBRARY CIRCULATION CONTROL
SYSTEM.
WHEREAS, the City Council of the City of Carlsbad desires to
jointly acquire, use, and operate an automated library circulation
control system with the City of Oceanside; and
WHEREAS, the City of Oceanside has solicited competitive
proposals for such a system as a cooperative purchase.
THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the agreement between the City of Carlsbad and the
City of Oceanside set forth in Exhibit A, attached hereto and made
a part thereof is hereby approved.
3. That the Mayor of the City of Carlsbad is hereby
authorized and directed to execute said agreement on behalf of the
City of Carlsbad.
PASSED, APPROVED AND ADOPTED at a regular meeting of the City
Council on the 16th day of May. , 1978 by the
following vote, to wit:
AYES: Councilmen Packard, Skotnicki, Anear and
-Councilwoman Casler
NOES: None
ABSENT: None
ITT T . /I2 4 • �%`�� ""
RONALD C. PACKARD, Mayor
A�2T E. ADAMS City Clerk
1
2
3
4
5
6
7
8
9
10
oil
12'
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28 (Si
1
2
3
4
5
6
7
Il
10
s11
12
13
14
15
16
17
18
19
20�
21
22
2�
24
25
26
27
28
AGREEMENT
(Pv:chase, operation and maintenance of
Automated Circulation System)
THIS AGREEMENT made and entered into as of the 16th day of
May , 1978, by and between the CITY OF OCEANSIDE, a
municipal corporation organized under the laws of the State of
California, and hereinafter designated "Oceanside," and the CITY
OF CARLSBAD, a municipal corporation organized under the laws of
the State of California, and hereinafter designated "Carlsbad."
WITNESSETH:
WHEREAS, Oceanside and Carlsbad individually desire to acquire
an Automated Circulation System (ACS) to increase the efficiency
of the operation of their respective municipal libraries and
thereby provide an improved level of service to the citizens of
each city; and
WHEREAS, the cost of acquisition, maintenance, and operation
of such a system is significantly reduced if the parties jointly
participate in such acquisition, maintenance, and operation;
NOW, THEREFORE, in consideration of the mutual covenants and
agreement as hereinafter set forth, the parties hereto do hereby
covenant and agree as follows:
1. Solicitation of Pro Osals.- Oceanside shall prepare a
formal Request For Bids (RFB) for the acquisition of an ACS.
This RFB shall incorporate all functional, installation, service
and such other requirements as desired and agreed upon by the
parties hereto. Oceanside shall thereafter, in accordance with
established purchasing procedures of said City, solicit and re-
ceive bids for the acquisition of the ACS.
a
5
8
we]
10
d1
12
13
14
15
16'
17
18
19
20
21
22
23
24'
25
26
27
28
.-N
2. Award of Contract. The award of the contract to provide
the ACS shall be made to that vendor which is determined to be
the "lowest responsible bidder." In addition to the bid price,
the "lowest responsible bidder" will be determined after the
following factors have been considered:
(1) The ability, capacity and skill of the bidder to
perform the contract or provide the service required;
(2) Whether the bidder Iias the facilities to perform the
contract or provide the service promptly or within the time
specified without delay or interference;
(3) The character, integrity, reputation, judgment,
experience and efficiency of the bidder;
(4) The bidders' record of performance of previous
contracts or services;
(5) The previous and existing compliance by the bidder
with laws and ordinances relating to the contract or service;
(6) The sufficiency of the financial resources and abilit
of the bidder to perform the contract or provide the service;
(7) The quality, availability and adaptability of the
supplies, equipment or services to the particular use required;
(8) The ability of the bidder to provide future mainte-
nance and service for the use of the subject of the contract;
(9) The number and scope of conditions attached to the bi .
3. Main_ Computer Unit.,
a. Acquisition. Oceanside shall acquire the main computer
unit consisting of a general processor, storage units, printer
and/or such other hardware as may be provided by the vendor as
well as all necessary software.
2.
l b. Cost of Acquisition and Installation. The parties shall
2 share equally,in the cost of the acquisition and installation of
the main computer unit.
4 c. Location. The main computer unit shall be housed in
5 Oceanside in such location as Oceanside deems most suitable to
6 facilitate operation of the ACS.
7 d. Operation and Maintenance. Oceanside shall operate the
8 main computer unit on behalf of both parties. Maintenance shall
9 be provided on a service contract basis.
10 (1) Cost of Operation and Maintenance. The parties
ti shall equally share all costs of operating and maintaining
12 the main computer'unit.
13 (2) Hours of Operation. Oceanside shall operate the
14 main computer unit so that the ACS will be available a
15 minimum of seventeen (17) hours per day, seven (7) days per
16 week. The exact hours of operation shall be fixed by the
17 mutual agreement of the parties. The parties may also agree
18 that the system need not be operated during specified holidays.
19 e. Storage Capacity. Each party shall be entitled to use
20 one-half (1/2) of the storage capacity of the main computer unit.
21 The storage capacity of the main computer unit may be expanded by
22 the mutual agreement of the parties. The costs of such expansion
23 shall be shared equally by the parties unless one party is using
24 more than one-half of the storage capacity of the main computer
25 unit. In that case, the expansion costs for each party shall be
26 based on the percentage of the average storage capacity actually
27 used by that party.
28 f. Printer Supplies. Each party shall provide its own
3.
1
2
3
4
5
6
7
10
0.1
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
printer supplies if other than standard one -part continuous form
paper. Continuous form paper will be provided by Oceanside on a
(cost reimbursible basis with such cost to be determined by mutual
Jagreement.
g. Access to Main Computer Unit. Both parties shall have
equal access to and use of the main computer unit and computer
software programs during scheduled operating hours.
h. Ownership of Main Computer Unit. The parties shall be
equal owners of the main computer unit and all associated software.'
i. Insurance. The parties shall share equally in the cost
of insuring the main computer unit. Oceanside shall obtain such
insurance coverage for'the main computer unit as may be recommended
by Oceanside's Safety and Insurance Officer subject, however, to
the mutual concurrence of the parties. The parties shall be
named equal beneficiaries of any insurance coverage obtained for
the main computer unit.
4. Workstations. (Computer access terminals).
a. Acquisition. The request for bids for the ACS shall
include all workstation equipment necessary to meet the needs of
each individual party as established by said party. Each party
shall individually bear the entire cost for the acquisition and
installation of its own workstations.
b. Operation and Maintenance. Each party shall operate and
maintain its own workstations at -its own expense. Included in any
such expenses shall be the cost of connecting the workstations
into the main computer unit.,
5. Financing Initial Acquisition. The total purchase price
for the acquisition of all main computer unit hardware, all
4.
1 workstation hardware necessary for both parties, all ACS software,
2 and ACS maintenance for the first year of operation, including
3 sales tax is two hundred six thousand one hundred seventy dollars
4 ($206,170). Each parties' share of such purchase price is:
5 Oceanside - one hundred four thousand one hundred forty-five
6 dollars ($104,145);
.7 Carlsbad - one hundred two thousand twenty-five dollars
8 ($102,025).
9 Prior to the date upon which the initial payment for the
10 acquisition of the ACS due to the vendor thereof, Carlsbad shall
deliver to Oceanside the sum of twenty-two thousand eight hundred
12 dollars ($22,800). Oceanside shall use such sum to make initial
13 payment to the vendor. The balance of Carlsbad's share of purchase
14 price, seventy-nine thousand two hundred twenty-five dollars
15 ($79,225), plus Oceanside's share of the purchase price, one
16 hundred four thousand one hundred forty-five dollars ($104,145),
17 shall be financed by a five (5) year lease -purchase agreement.
18 Oceanside shall obtain such financing and shall make the payment
19 thereon on behalf of both parties.' Carlsbad shall periodically
20 reimburse Oceanside for Carlsbad's share of the lease a p yment,
21 plus interest. The terms of such financing shall be subject to the
22 mutual agreement of both parties.
23 6. ACS Program Expansion. The program capabilities of the
24 ACS may be expanded by mutual agreement of the parties. All costs
25 of program expansion will be shared equally by the parties hereto.
26 7. Additional ACS Participants. Additional library entities
27 may be permitted to join in using the ACS. Permission for partici-
28 pation in the ACS program by such additional entities and the
6
7
8
9
10
,ti1
12
13
14
15
16
171
181
19
20
21
22
23
24
25
26
27
28
terms and conditions of such participation shall be subject to the
mutual agreement of the parties hereto.
8. Term. The initial term of this agreement shall be for a
period of five (5) years. This agreement shall automatically be
renewed thereafter on a year-to-year basis unless otherwise
terminated.
9. Termination. Either party may terminate this agreement
upon 180 days written -notice. The terminating party will re-
linquish all right, title, or interest in the ACS except that
hardware which the terminating party has independently acquired.
During the initial term of this agreement, the terminating party
shall be liable for a cancellation charge equal to the remainder
of its share of the unpaid acquisition and installation cost of
the main computer unit including finance charges.
10. 'Privacy Act Violations. Each party is solely responsible
for any liability arising from any privacy act violations allegedly
resulting from a disclosure from its own terminal sources which
is not caused by a system failure.
11. Loss of Data. Oceanside shall not be liable for any
loss of system data due to any acts beyond its control including
but not limited to .fire, flood, riot and earthquake.
12. Advisory Committee. The parties shall establish an ACS
Advisory Committee composed of representatives from each party to
be designated by the City Managers thereof. The Committee may
6.
l
-2
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
-establish rules and regulations for the operation of the ACS, subject
to the approval of the Library Boards of Trustees of the part'ie§:;,'..
The"Committee may also make recommendations on the ACS includirig`'r.
but not limited to expansion or modification, the addition of other
participants, changes in policy or this agreement.
CITY OF OCEANSIDE,
a municipal corporation,
By
APPROVED AS TO FORM AND LEGA'',ITY: Mayor
Attest
City Attorney, City of Oceanside City Clerk
CITY OF CARLSBAD,
a municipal corporation,
By 65-1.
APPROVED AS TO FORM AND LEGALITY: RONALD C. PACKARD, Mayor
f ;
Attest <
Ci y t o ey, City Carlsbad MARGA ET . DDAMS.Ci y Clerk
VINCENT F. BIONDO
7.
1 'RESOLUTION NO.' 5427
2 A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF CARLSBAD, CALIFORNIA
3 AUTHORIZING THE COOPERATIVE PURCHASE
OF A LIBRARY CIRCULATION CONTROL SYSTEM
4 WITH THE CITY OF OCEANSIDE, CALIFORNIA.
5 WHEREAS, the City of Carlsbad and the City of Oceanside
8 operate municipal libraries; and
7 WHEREAS, the Cities of Carlsbad and Oceanside desire to acquire
8 an automated circulation control system for their respective
9 libraries; and
10 WHEREAS, the City of Oceanside, on behalf of both cities has
,11 prepared bid specifications for the acquisition of an automated
12 circulation control system and supplies; and
13 WHEREAS, the City of Oceanside has solicited in a competitive
14 manner and pursuant to the requirements of the City of Oceanside
15 Municipa-1 Code; and
16 WHEREAS, bids have been received and evaluated from vendors
17 of automated circulation control systems, and the lowest responsi-
18 ble bidder is CLSI, 81 Norwood Avenue, Newtonville, Massachusetts.
19 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City
20 of Carlsbad, California as follows: .
21 1. That the above recitations are true and correct.
22 2. That the City of Oceanside is hereby authorized to acquire
23 an automated circulation control system for the City of Carlsbad
24 pursuant to Section 3.28.150 of the Carlsbad Municipal Code and the
25 terms of the agreement for the joint purchase and use of an
26 automated circulation control system dated Mav 16 1978
27
28
I
l
2
3
4
5
6
7
8
9
10
rll �I
12'
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
0
3. That the Purchasing Officer of the City of Carlsbad is
hereby authorized and directed to purchase terminals, one-half of
the main computer unit, computer programs and supplies at a total
cost of one -hundred nine -thousand one -hundred thirty-one dollars
($109,131.00).
PASSED, APPROVED AND ADOPTED at a regular meeting of the
City Council on the 16th day of May , 1978 by the
following vote, to wit:
AYES: Councilmen Packard, Skotnicki, Anear and
Councilwoman Casler
NOES: None
ABSENT: None
2�
RONALD C. PACKARD, Mayor
ATTEST:
C-,14 /
MqGAR9T E. ADAM , City Clerk
( SEAL
M