HomeMy WebLinkAboutC-2508 - Library Automation Consultant AgreementTO: FINANCE DIRECTOR
Library
FROM: CITY CLERK
DATE: May 29, 1985
CITY OF NEWPORT BEACH
OFFICE OF THE CITY CLERK
J714) 640 -2251
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SUBJECT: Contract No.
C -2508
Description of
Contract
Agreement
for Library Automation
Effective date of Contract Mav 28. 1985
Authorized by Minute Action, approved on May 13, 1985
Contract with J. Matthews and Associates, Inc.
Address P.O. Box 2210
Grass Vallev. CA 95945
Amount of Contract (See Agreement)
Wanda E. Andersen
City Clerk
WEA:lr
attach.
City Hall • 3300 Newport Boulevard, Newport Beach, California 92663
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CITY OF NEWPORT BEACH
May 29, 1985
OFFICE OF THE CITY CLERK
P.O. BOX 1768, NEWPORT BEACH, CA 92658 -8915
(714) 644 -3005
J. Matthews 6 Associates, Inc.
P.O. Box 2210
Grass Valley, CA 95945
Dear Mr. Joseph R. Matthews:
The City Council of Newport Beach approved the Library Automation
Consultant Agreement on May 13, 1985.
Enclosed, please find the executed copy for your file.
Sincerely,
Wanda E. Raggio `U {j
City Clerk
WER:pm
Encl.
cc: Library
3300 Newport Boulevard, Newport Beach
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AGREEMENT FOR LIBRARY AUTOMATION
This Agreement, entered into this 28Z�day of May , 1985, by
and between the CITY OF NEWPORT BEACH, a municipal corporation (hereinafter "CITY ")
and J. Matthews and Associates, Inc., a California corporation whose address is
Post Office Box 2210, Grass Valley, California 95945 (hereinafter "CONSULTANT "),
is made with reference to the following:
RECITALS:
A. The CITY desires to study the planning, development, selection and
purchase of equipment and implementation of an automated library circulation control
and online public access catalog for the Newport Beach Public Library System.
B. CONSULTANT has submitted a proposal to CITY to perform such a study. The
proposal is attached hereto and marked as Exhibit "A" (hereinafter "Proposal ")
C. CITY and CONSULTANT desire to enter into an agreement on the terms and
conditions set forth herein.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties,
as follows:
1. TERM.
The term of this Agreement shall commence on the
May , 1985, and shall terminate on the 30th
June
13th
day of
day of
, 1986, unless terminated at an earlier date pursuant to the
terms of this Agreement.
2. SERVICES TO BE PERFORMED BY CONSULTANT.
CONSULTANT agrees to perform the following services:
A. INITIAL PROJECT ORIENTATION. Conduct on -site visits for orientation
and additional in -depth investigation and observation of Newport Beach
Public Library (hereinafter "Library ")resources, facilities, and
practices. Specific tasks include:
1. Verifying information concerning relevant policies and protocols
against existing data.
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2. Interviews with non - library resource personnel, such as representa-
tives of local telecommunications facilities, may also be
scheduled at this time.
3. A half -day briefing to members of the Library staff and other
interested parties describing in detail the services provided in
this contract. This provides necessary background information for
discussing specific solutions to the Library's needs.
4. Interviews with staff involved in circulation, catalog, and
reserve activies, as well as Library Administration.
5. Observation and analysis of current circulation, catalog, and
reserve operations. This step may result in suggestions for
improvements in manual operatons.
6. Meetings with the Library Project Team, a committee composed of
representatives from different branches and different areas of
specialization.
B. RETROSPECTIVE CONVERSION OPTIONS. Prepare a cost analysis, with
recommendations, of alternative methods for retrospective conversion
of the Library's collection. CONSULTANT will use data already
gathered by the prior CONSULTANT and CITY staff.
Specific tasks include:
1. Investigation of alternative plans for capture and conversion of
bibliographic, patron and item data into machine readable form.
2. Assessment of existing files, recommended conversion methods,
supplies and equipment needs, staffing patterns, calendar /sequence
of events, and detailed cost estimates.
C. CONSIDERATION OF ALTERNATIVES. Evaluate alternative means of meeting
the Library's needs of circulation control and card catalog functions.
1. Among the alternatives considered will be:
a. Use the CITY Sperry - Univac system in a shared environment
within the CITY.
b. Share a library- specific circulation system with another
library in another jurisdiction.
c. Buy a turnkey standalone circulation control system and card
catalog functions, and operate it exclusively for the Library.
2. Identify service delivery implications for alternatives a,b, and c.
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3. Provide a qualitative and cost assessment of each alternative
including physical space and staffing and identify those features
that are common to all as well as the positive and negative
attributes of each alternative: (i). to facilitate a decision
concerning the most cost - effective and appropriate alternative for
the Library, and (ii). to assist the CITY and the Library in
determining which alternative will provide the most benefits to
the Library.
4. Prepare a comparison chart of funding and purchasing methods, one
stage vs. two stage, identifying both positive and negative aspects,
economies and costs, for each method to provide information on the
most cost effective method of funding and purchasing the System.
5. Estimate all costs to the CITY and the Library on a five- to seven-
year period.
6. Make a presentation to the Board of Library Trustees of the
findings of the first three tasks of the study, in a crisply
written five- to ten -page report documenting the alternatives,
to be followed by an oral presentation to the Board of Library
Trustees and representatives of the City Council and City
Administration. This report shall be in such a form that it can
be suitable for use by the Board of Library Trustees.
7. Meet with representatives of the CITY administration to describe
the type of computer application necessary for a Library System.
D. COMPLETED REQUEST FOR PROPOSAL. Develop a written, formal Request for
Proposal (RFP) in clear and specific language that reflects the state
of the art in hardware, software, and services for an integrated
Library automation system including, but not limited to, circulation
control, an on -line public access catalog (PAC) and future expansion
capability for new features and other integrated functions. The
functional and performance specifications developed will be included
in this Request for Proposal.
E. EVALUATION OF REQUEST FOR PROPOSAL. Evaluate the Request for Proposal
(RFP) responses submitted by the vendors in order to assist the CITY
and Library Project Team in making a selection. Specific tasks
include:
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1. Prepare a comparison chart of the major areas of concern for each
vendor.
2. Prepare a written, detailed evaluation of each vendor once the
CITY has narrowed the decision to no more than three vendors.
3. Visit the Library for at least one day to discuss responses, the
adjusted cost of the Proposal, the features present and absent, the
degree of completion of the features mentioned by each vendor, the
degree of risk that the CITY and the Library assume with each vendor
and related topics.
4. Indicate what additional information is needed from the vendors
and evaluate those vendor responses, also.
F. CONTRACT NEGOTIATIONS WITH VENDOR(S). Conduct contract negotiations
with vendor(s) in order to secure a favorable contract for the CITY and
the Library that will result in the implementation of an effective and
efficient integrated automated system. Said negotiations shall be
held at the Library Administration Offices. CONSULTANT is not
empowered and agrees not to make commitments for or on behalf of the
CITY without the prior written consent of the CITY.
G. IMPLEMENTATION OF AUTOMATED LIBRARY SYSTEM. CONSULTANT will assist
the Library Project Team, advising as needed in the areas of
installation, operation, labeling, testing, public relations, staff
training, and revision of library procedures to successfully implement
the System, as follows:
1. Investigate alternative methods and prepare a cost estimate for
retrospective conversion of the present Library collection with
detailed plans for on -going conversion of new materials once the
System is operational.
2. Conduct a post - implementation evaluation of the System after it
has been operational six months to one year.
H. DOCUMENTS TO BE PRODUCED. CONSULTANT will produce the following
documents for review and approval by the CITY:
1. Retrospective Conversion Options and Recommendations for Newport
Beach Public Library.
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2. Analysis of Alternatives for Automated Systems & Services for
Newport Beach Public Library.
3. Request- for - Proposals for Automated Systems and Services for
Newport Beach Public Library.
4. Analysis and Evaluation of Vendor Proposals for Newport Beach
Public Library.
5. Draft of Purchase Contract for Newport Beach Public Library.
6. Draft of Maintenance Contract for Newport Beach Public Library.
COMPENSATION TO CONSULTANT.
CONSULTANT shall be compensated for services performed under this
Agreement in an amount that will not exceed Twenty -five Thousand, Three
Hundred ($25,300) Dollars. This amount shall include travel and all other
expenses which may be incurred by CONSULTANT.
Payment for the purchased services shall be made after the completion
of each of the first six services, A through F, described in Section 2 of
this Agreement and within thirty (30) days of receipt of invoices from
CONSULTANT. Payment, except as hereinafter provided, shall be made
pursuant to the following activitiy schedule:
A. Initial Project Orientation $ 750
B. Retrospective Conversion Options $1,600
C. Consideration of Alternatives $6,750
D. Completed Request for Proposal $2,900
E. Evaluation of RFP Vendor Responses $3,600
F. Contract Negotiations with Vendors $4,700
Services numbered D, E, & F, above shall be combined into one all-
inclusive "Contract Negotiations with Owning Library" if decision is made
by CITY to share joint use of an existing library automation System. The
payment for this activity shall be $4,700.
In addition, CONSULTANT will assist with System implementation as
outlined in section number G, Implementation of Automated Library System,
described in Section 2 of this Agreement as the CITY deems necessary.
The time spent by the CONSULTANT will be billed at the rate of $62.50 per
hour, with liability and payment not to exceed a total of Five Thousand
($5,000) Dollars for this activity. These fees will be billed monthly
and will be paid within thirty (30) days of receipt of invoices from the
CONSULTANT.
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The Proposal, attached hereto as Exhibit "A ", and each and every
term thereof is incorporated herein by this reference. CONSULTANT hereby
agrees to be bound by each and every term, covenant and provision contained
in Proposal. Unless prior written consent from the City is obtained,
only those people whose names and resumes appear in the Proposal shall be
used in the performance of this Agreement. In the event of a conflict,
the terms of this Agreement shall prevail.
4. NOTICE.
All notices, demands,requests, or approvals to be given under this
Agreement, shall be given in writing and conclusively shall be deemed
served when delivered personally or on the second business day after the
deposit thereof in the United States Mail, postage prepaid, registered
or certified, addressed as hereinafter provided.
All notices, demand, requests, or approvals from CONSULTANT to CITY
shall be addressed to CITY at:
Newport Beach Public Library
856 San Clemente Drive
Newport Beach, CA 92660
ATTN: Library Director
All notices, demand, requests, or approvals from CITY to CONSULTANT
shall be addressed to CONSULTANT at:
J. Matthews and Associates, Inc.
P. 0. Box 2210
Grass Valley, CA 95945
5. OWNERSHIP OF DOCUMENTS.
Upon completion of this Agreement the CITY shall be considered
the owner of all documents, records and specifications, programs, reports,
papers, materials which the CONSULTANT may have prepared in performance
of this Agreement. CONSULTANT agrees to provide CITY with
original documents or materials whenever requested to do so.
6. INDEPENDENT CONSULTANT.
The parties to this Agreement intend that the relation between them
created by this Agreement is that of employer - independent contractor. The
manner and means of conducting the work are under the control of the
CONSULTANT, except to the extent they are limited by statute, rule or
regulation and the express terms of this Agreement. No Civil Service
status or other right of employment will be acquired by virtue of the
CONSULTANT'S services. None of the benefits provided by the CITY to its
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employees, including but not limited to unemployment insurance, workers'
compensation insurance, retirment and deferred compensation plans,
vacation and sick leave, are available from the CITY to the CONSULTANT,
its employees or agents. From any fees due the CONSULTANT, deductions
shall not be made for any State or Federal taxes, FICA payments, PERS
payments, or other purposes normally associated with an employer - employee
relationship. Payment of the above items, if required, are the
responsibility of the CONSULTANT.
7. COMPLIANCE.
CONSULTANT shall comply with all laws, State or Federal, and all
ordinances, rules and regulations enacted or issued by the CITY.
B. PERMITS AND LICENSES.
CONSULTANT shall obtain and maintain during the term of this
Agreement all appropriate licenses, permits and certificates that may be
required in connection with the operation of its facility and for the
provision of services hereunder and such licenses, permits, and
certificates shall be obtained without additional expense to CITY.
9. HOLD HARMLESS.
CONSULTANT shall indemnify and hold CITY harmless from and
against any and all loss, damages, liability, claims, suits, costs and
expenses, whatsoever, including reasonable attorneys' fees, regardless of
the merit or outcome of any such claim or suit, arising from or in any
manner connected to the service or work conducted pursuant to this
Agreement.
10. INSURANCE.
Within ten (10) days after the execution of this Agreement, CONSULTANT
shall furnish the CITY with certificates showing the type, amount, class
of operations covered, effective dates and dates of expiration of policies.
Such certificates, which do not limit CONSULTANT indemnification, shall
also contain substantially the following statement: "The insurance covered
by this certificate will not be cancelled or materially altered, except
after ten (10) days written notice has been received by the CITY."
It is agreed that CONSULTANT shall maintain in force at all times
during the performance of this Agreement all appropriate policies of
insurance, and that said policies shall be secured from a good and
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responsible company or companies, doing insurance business in the State
of California.
CONSULTANT shall maintain the following insurance coverage:
A. Liability Insurance: The general liability coverage shall provide
the following minimum limits:
Bodily Injury - - - - -- $250,000 each person
$500,000 each occurrence
$500,000 aggregate products and
completed operation
Property Damage - - -- $100,000 each occurrence
$250,000 aggregate
A combined single limit policy with aggregate limits in the amount
of $1,000,000 will be considered equivalent to the required
minimum limits. All said coverage to include liability for
occurrences on the premises,
B. Workers' Compensation: All employees of the CONSULTANT must be
included under such policy in an amount and with coverage to meet
all requirements of the Labor Code of the State of California.
C. Subrogation Waiver: CONSULTANT agrees that in the event of loss
due to any of the perils for which it has agreed to provide
insurance, that CONSULTANT shall look solely to its insurance for
recovery. CONSULTANT hereby grants to CITY, on behalf of any
insurer providing insurance to either CONSULTANT or the CITY of
Newport Beach with respect to the services of CONSULTANT herein,
a waiver of any right of subrogation which any such insurer of said
CONSULTANT may acquire against CITY by virtue of the payment of
any loss under such insurance.
D. Failure to Secure: If CONSULTANT at any time during the term
hereof, should fail to secure or maintain the foregoing insurance,
CITY shall be permitted to obtain such insurance in the CONSULTANT'S
name or as an agent of the CONSULTANT and shall be compensated by
the CONSULTANT for the costs of the insurance premiums. CONSULTANT
shall pay CITY interest on paid insurance premiums at the maximum
rate permitted by law computed from the date written notice is
received that the premiums have been paid.
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E. Additional Insured: The CITY, its boards and commissions, officers,
agents, servants and employees shall be named as an additional
insured under all policies of insurance required by this Agreement.
The naming of an additional insured shall not affect any recovery
to which such additional insured would be entitled under this
policy if not named as such additional insured; and all additional
insured named herein shall not be held liable for any premium or
expense of any nature on this policy or any extension thereof.
Any other insurance held by an additional insured shall not
be required to contribute anything toward any loss or expense
covered by the insurance provided by this policy.
11. PROHIBITION AGAINST TRANSFER.
CONSULTANT shall not assign, sublease, hypothecate, or transfer this
Agreement or any interest therein directly or indirectly, by operation of
law or otherwise; any attempt to do so without said consent shall be null
and void, and any assignee, sublessee, hypothecate or transferee shall
acquire no right or interest by reason of such attempted assignment,
hypothecation or transfer.
The sale, assignment, transfer or other disposition of any of the
issued and outstanding capital stock of CONSULTANT, or of the interest of
any general partner of joint venturer or syndicate member or cotenant if
CONSULTANT is a partnership or joint venturer or syndicate or cotenancy,
which shall result in changing the control of CONSULTANT, shall be
construed as an assignment of this Agreement. Control means fifty (50)
percent or more of the voting power of the corporation,
12. TERMINATION.
In the event CONSULTANT hereto fails to perform, or repudiates its
obligation to perform either expressly or implicity through its conduct,
CONSULTANT shall be deemed in default in the performance of this Agreement.
If such default is not cured within a period of five (5) days after
mailing the written notice of default, specifying the nature of such
default, CITY may immediately terminate the Agreement forthwith by
giving to the CONSULTANT written notice thereof.
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Each party shall have the option, at its sole discretion, of
terminating this Agreement without cause, by giving ten (10) days
written notice to the other party as provided herein.
Upon termination of this Agreement, each party shall pay to the
other party that portion of compensation specified above earned and
unpaid prior to the effective date of termination. If this Agreement is
terminated by CITY, the CONSULTANT shall be paid for actual time worked
calculated at the rate of Five Hundred ($500.00) Dollars per eight (8)
hour work day plus actual expenses up to the actual amounts listed for
each activity on the payment schedule contained in Section 3 of this
Agreement.
13. DATA AND REPORTS.
Each and every report, draft, work - product, map, record, data and
other document reproduced, prepared or caused to be prepared by
CONSULTANT pursuant to or in connection with this Agreement shall be the
exclusive property of the CITY and shall be retained in confidence by
CONSULTANT. CONSULTANT shall not use or allow to be used any such
report or document for any purpose outside the scope of this Agreement
without the prior written consent of the CITY.
CONSULTANT agrees to provide CITY with original documents when
requested to do so by CITY.
CONSULTANT shall, at such time and in such form as the CITY may
require, furnish reports concerning the status of services required
under this Agreement.
14. STANDARD OF CARE.
CONSULTANT warrants and guarantees that all services performed
hereunder for the CITY shall be provided in a manner commensurate with the
highest professional standards and shall be performed by qualified and
experienced personnel.
15. COSTS OF LITIGATION.
If any legal action is necessary to enforce any provision hereof
or for damages by reason of an alleged breach of any provision of this
Agreement, the prevailing party shall be entitled to receive from the
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losing party all costs and expenses and such amount as the court may
adjudge to be reasonable attorney's fees for the costs incurred by the
prevailing party in such action or proceeding.
16. WAIVER.
A waiver by the CITY or any breach of any term, covenant, or
condition contained herein shall not be deemed to be a waiver of any
subsequent breach of the same or any other term, covenant, or condition
contained herein whether of the same or of a different character.
17. CAPTIONS FOR CONVENIENCE.
The captions herein are for convenience and reference only and
are not a part of this Agreement and do not in any way limit, define, or
amplify the terms and provisions hereof.
18. GOVERNING LAW.
This Agreement has been made and shall be construed and interpreted
in accordance with the laws of the State of California.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed on the day and year first above written.
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
APPROVED AS TO CONTENT:
r
brary Director
CITY OF NEWPORT BEACH,
A Municipal Corporation
By: OaL
Mayor Pro Tem
I
/ /JosepVR. Matthews, Consultant
�/ J. Matthews and Associates, Inc.
P. 0. Box 2210
Grass Valley, Calif. 95945
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• Exhibit "A" 0
PROPOSAL
FOR CONSULTANT SERVICES TO
COMPLETE A STUDY OF ALTERNATIVES
FOR AUTOMATION OF LIBRARY FUNCTIONS
Presented to the
NEWPORT BEACH PUBLIC LIBRARY
March 1985
Revised April 1985
Submitted by
J. Matthews and Associates, Inc.
P.O. Box 221.0
Grass Valley CA 95945
1 MATTHLMY e.;,SV.'ri,.ATE= CIM
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TABLE OF CONTENTS
Part 1: MANAGEMENT SUMMARY
Part 2: NARRATIVE RESPONSE TO REQUEST
FOR PROPOSAL
• Work to Be Accomplished
• Project Personnel
Part 3: DETAILED BUDGET PROPOSAL
Part 4: OUR EXPECTATIONS OF THE
CONTRACTING LIBRARY AGENCY
Part 5: SUPPORTING DOCUMENTATION
o Resume's and References for
Joan Frye Williams and Joseph
R. Matthews
41
Page
1
3
3
9
12
13
14
J. MATTHEWS & ASSOCIATES 41 It
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PART 1: MANAGEMENT SUMMARY
E
J. Matthews and Associates, Inc. (JMA) proposes to provide
consulting services to the Newport Beach Public Library, to
assess the feasibility and costs of alternatives for providing
automated support to circulation and catalog related functions.
The Library has asked JMA to submit a proposal describing how we
would complete the following tasks:
1. Cost analysis, with recommendations, of alternatives
for retrospective conversion.
2. Complete analysis of options for implementing an
automated system.
3. Preparation of a detailed Request. for Proposals (RFP).
4. Contract negotiations with the selected vendor.
5. Assistance with implementation and evaluation of the
automated system (optional).
Much of the material needed to complete this project has
already been assembled by the first consultant, Ms. Epstein.
Additional information needed to complete the study will be
gathered by JMA by means of site visits, a staff time - activity
J MATTHEWS S ASSOCIAI ES 16t It
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• Page 2
survey, and interviews. Joan Frye Williams, one of the two JMA
consultants who will be working on this project, will visit the
Library in April to collect data and conduct meetings and
interviews. After a project report has been submitted, JMA's
findings will also be presented orally. In addition, throughout
the course of the study, status reports will be provided so that
all concerned may follow the progress of the investigation.
J. Matthews and Associates, Inc. is uniquely suited to
perform the consulting services requested by the Newport Beach
Public Library. Our experience and expertise extend beyond
automated library systems in include a thorough understanding of
the management and fiscal issues surrounding computer services.
Our system design criteria and recommendations will include not
only procedures, timetables and budgets, but also practical
considerations for successful project. implementation. By
selecting J. Matthews and Associates, the Newport Beach Public
Library will have the benefit of our extensive experience in the
selection and implementation of numerous other multi- branch
automated systems.
J. MATTHEWS & ASSOCIATES � it
•
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PART 2: NARRATIVE RESPONSE TO REQUEST FOR PROPOSAL
J. Matthews and Associates, Inc. (JMA) has read and
understood all sections of the Newport Beach Public Library's
letter Request. for Consultant Proposal, and is prepared to comply
with all conditions and requirements described therein.
Work To Be Accomplished
1. Initial Project. Orientation
Ms. Williams will make site visits to all Library
facilities. These visits will be for orientation and for
additional in- depth investigation and observation of
library resources, facilities, and practices. Information
concerning relevant policies and protocols will verified
against existing data. Interviews with non - library
resource personnel, such as representatives of local
telecommunications facilities, may also be scheduled for
this time.
2. Cost Analysis of Alternative Methods for Retrospective
Conversion (contract. sec. I.A.l.f.)
Using data already gathered by the first consultant and by
Newport Beach staff, JMA will investigate alternative plans
J. MATTHEWS & ASSOCIATES VIM
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for capture and conversion of bibliographic, patron and
item data into machine readable form. Plans will include
an assessment of existing files, recommended conversion
methods, supplies and equipment needs, staffing patterns,
calendar /sequence of events, and detailed cost estimates.
3. Analysis of Alternative Automated System Designs (contract
sec. I.A.3.)
Using information gathered for this study and extensive JMA
resource files on the state of the art in library
automation, the consultant team will identify feasible
alternative approaches to the storage and manipulation of
the database and provision of automated services by the
Newport Beach Public Library.
Alternatives to be evaluated include, but are not limited
to:
o Using the City Sperry - Univac system in a shared
environment within the City;
o Sharing a library- specific circulation system with
another library in another jurisdiction;
o Buying a turnkey standalone system and operating it.
exclusively for the Library; or
o Continuing to use the existing manual system.
J MATTHEW S & ASSO SATES C, 11
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JMA will provide a detailed assessment of the
implementation requirements (physical space, staffing,
etc.) as well as the service benefits of each option.
Telecommunication aspects of each of these alternatives
will also be discussed as part of the analysis.
4. Detailed Cost Comparisons (contract sec. I.A.3.c. -d.)
The detailed listings of system requirements (equipment,
staffing, etc.) will form the basis of a start -up cost
analysis for each approach. Using information gathered
from library automation vendors via a Request for
Information (RFI) completed by the first consultant, JMA
will develop estimated costs (including labor) for vendor
selection, site preparation, central site and local
hardware, shipping, system software, supplies, insurance,
staff training, consultant services, and applicable taxes .
The consultant team will also provide a list of
telecommunications requirements and general
telecommunications cost estimates, as well as a list of
requirements and cost estimates for ongoing operation of
each alternative system. Estimated costs for system
operations personnel (e.g., system manager, computer
operators), hardware and software maintenance, transaction
charges (if applicable) and applicable taxes will be
provided.
J. MATTHEWS& ASSOCIATES �11
Page 6
All cost estimates will be projected over a five - to
seven -year period.
Based on all of the foregoing analysis the consultant team
will recommend the optimal approach to the delivery of
automated services specifically desiLcned for the needs of
the Newport Beach Public Library, citing relevant cost and
service implications of the recommended course of action.
5. Presentation of Findings and Recommendations (contract sec.
I.A.3.e. -f.)
JMA will prepare a detailed report of project findings and
recommendations for the Library. This report will be
accompanied by a concise executive summary, written in a
style to be useful to decision makers who are not
necessarily familiar with library or data processing jargon.
Following submission of the written report, J. Matthews,
assisted (if desired) by Joan Frye Williams, will meet with
both the Board of Library Trustees and with Representatives
of the City administration to discuss work on the project to
date and answer questions.
• 0 Page 7
6. Request for Proposal (contract sec. I.A. 4.)
Once a system design has been selected, JMA will (if
desired) proceed to develop a detailed Request for Proposal
(RFP) for distribution to vendors as appropriate. The RFP
will include system functional specifications, technical
specifications, and a description of vendor performance
requirements relating to installation of the system,
training, testing and acceptance, etc.
7. Evaluation of Vendor Responses (contract sec. I.A.5)
JMA will both facilitate and participate in the vendor
selection process. With guidance from Library
representatives, we will prepare a uniform scoring sheet
and procedure to be used by a proposal evaluation team,
with weighted scores for specific system features (as
defined in the RFP) as well as performance data such as
system reliability, response time, vendor training and
support services, etc.
JMA will also perform a complete, independent analysis of
each vendor proposal. Once this independent evaluation has
been completed, JMA will facilitate a meeting at which the
strengths and weaknesses of the various proposals are
discussed with other members of the evaluation team and a
consensus recommendation is reached.
J. MATTHEWS 3 ASSOCIATES � It
• • Page 8
8. Contract Negotiations (contract. sec. I.A.6)
Once a vendor has been selected, JMA will assist (if
desired) with the negotiation of a contract favorable to
the City. Our experience with numerous other library
system installations means that we know what concessions
have been gained by other customers, both from the selected
vendor and from his /her competitors. We work to ensure a
performance based contract, with payments keyed to specific
system acceptance tests.
9. Implementation (contract sec I.A. 7) - optional
Accompanying the recommended system design will (if
desired) be an Action Plan, describing a phased approach to
system implementation. This plan will include, where
appropriate, recommended interim modifications to present
operations pending implementation of a new system. Other
topics covered in the plan will include retrospective
conversion, site preparation, telecommunications, system
implementation and testing, system management, staffing and
documentation. The implementation calendar will be devised
so that lack of progress in one area will not bring the
entire project to a halt.
J. MATTHEWS & ASSOCIATES t;' it
• • Page 9
This Action Plan will address both short - and long -range
issues, including future expansion to include additional
users and functions. The Action Plan will include a
projected timetable and detailed cost estimates for each
implementation phase.
Project Personnel
Lead consultant for this engagement will be Joan Frye
Williams, Project Consultant for J. Matthews and Associates,
Inc. Ms. Williams has considerable experience in consulting
assistance to libraries and cooperative library systems. As
Library Systems Specialist at the California State Library she
designed the California Statewide Bibliographic Database and
assisted fifteen regional library systems to plan for and
participate in the phased implementation of this multi -year
program, in accordance with their own local needs and
priorities. She has recently completed studies for the Contra
Costa County Public Library, the Oakland Public Library, the
Riverside City and County Public Library and the Cleveland Area
Metropolitan Library System, to determine the feasibility and
costs of automated systems.
Ms. Williams is experienced in many facets of library
automation, including database building, alternative forms of the
catalog, and telecommunications networks.
J. MATHEWS & ASSOCIATES ���
Page 10
Ms. Williams is a capable writer, with the ability to
present complex technical issues clearly, in the context of
larger fiscal, managerial and service concerns. Her reports,
presentations and Action Plans are useful to governing bodies,
management and technical personnel.
Assisting Ms. Williams will be Joseph R. Matthews, Managing
Director of J. Matthews and Associates, Inc. Mr. Matthews is a
well known authority on library automation. His Choosing an
Automated Library System (American Library Association, 1980) is
a recognized classic in the field.
Resume's and references for Ms. Williams and Mr. Matthews
are attached as Part 5 of this proposal.
In completing project activities required for this study,
Ms. Williams will be responsible for all data collection, site
visits, and status reports. She will be the contact person for
Library staff. Mr. Matthews and Ms. Williams will work together
on all analyses and recommendations presented to the Library and
on the preparation of written and oral project reports. Mr.
Matthews will be the primary consultant for vendor proposal
evaluation and contract negotiation activities and will make
presentations to Library Board and City Administration.
Details of time allocated for each task described in this
proposal are given in Exhibit A.
•
• Page 11
There are no existing or previous formal relationships
between project personnel and commercial vendors of automated
library systems.
J. Matthews and Associates is an equal opportunity employer.
I1
J. MATFHEWS S ASSXJA1ES 0
• • Page 12
PART 3: DETAILED BUDGET PROPOSAL
We estimate that it will require forty -two (42) person days
of consulting effort, over a twelve (1_2) month period, to
accomplish all of the work described in Part 2 of this proposal.
Based on our standard consulting rate of $500 per day, the total
professional fee for this engagement is $21,000.
Travel expenses, daily living expenses while traveling,
telephone, reproduction and secretarial services will be billed
at cost, not to exceed $4,300. Thus, the total amount to be paid
by the City of Newport Beach to J. Matthews and Associates, Inc.
for all services as described in this proposal is $25,300.
Task by task detail of estimated project costs is given in
Exhibit B.
Work to complete contract sections 1. -f and 3 only would
cost $9,100. All other tasks are optional, to be performed at
the request of the Library.
An invoice for a progress payment for travel expenses will
be submitted following each site visit. An invoice for full
expenses to date will be submitted with each project report.
•
0 Page 13
PART 4: OUR EXPECTATIONS OF THE CONTRACTING LIBRARY AGENCY
The final products from this study can only be as good as
the effort expended by all concerned parties to produce them. The
cooperation of Library staff in scheduling interviews, providing
information by established deadlines, and preparing for meetings
will be essential to the success of this project.
While on site the lead consultant will need the use of a
desk, chair and telephone in one of the Library facilities.
I
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256 BUENA VISTA ST S -100, GRASS VALLEY CA
HOLDER CANCELLATION
NEWPORT BEACH PUBLIC LIBRARY SHOULD ANY OF THE ABOVE DESCRIBEO POLICIES BE CANCELLED BEFORE THE EX.
856 SAN CLEMENTY DR. PIRATI DATE iH EREOF. THE ISSUING COMPANY WILL ENDEAVOR TO
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NEWPORT BEACH, CA 92660 UE .ISITFAILURETOMAILHM) IM NO OBLIGATIO —UABWTY
OF ANY KIND UPON 71 C COM5OOPANY. 1 TIC S T T
AUTHORQEO REPRESENTATIVE
ATTN: JUDY CLARK RICHPRD WASHBURN �9
(119
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CITY OF NEWPORT BEACH C' — 2—.r6 D
NEWPORT BEACH PUBLIC LIBRARY
BY THE CITY COUNCIL May 13, 1985
CITY OF NEWPORT BEACH
MAY 13 1935 Agenda Item No. F - 3 (Y)
APPIR01'")
To: The Honorable Mayor and Members of the City Council
From: The Board of Library Trustees
Agenda Item: Consent Calendar, Contracts; Agreements
Subject: Library Automation Consultant Agreement
ITEM SUBMITTED FOR: Information and Approval
RECOMMENDATION:
It is recommended that the City Council approve the Library Automation
Consultant Agreement. $17,000 of the money needed for this contract was
incumbered during 1983 -84 for a previous consultant. We ask that you direct
that the remaining $8,300 be set aside from the Public Library Foundation
funds anticipated for 1985 -86. Library Revenue Account #11- 633 -00. The
total cost is $25,300: $21,000 for consultant fees, $3,100 travel fees and
$1,200 for office support.
BACKGROUND AND DISCUSSION:
A year ago the Library contracted with Sue Baerg Epstein for a study of what
would be needed to automate many of the Library's paperwork functions, most
importantly circulation and an online public access catalog. In early
January Ms. Epstein withdrew from the project, citing health problems. She
was paid $2,000 for the work she had done up to that point: a needs
assessment and a Request for Information sent to various vendors, other
libraries and the City.
T
I
1]
Agenda Item No.
Page -2-
In order to get this project under way again, it is necessary to hire
another consultant. The Library Board has interviewed three consultants.
All were well qualified. We selected one we think the staff and the Board
will be able to work with on this important undertaking.
Mary L. ichmond, 91hairTnan
Board f Library Trustees
MLR:ksm
References: April 17, 1985 letter from Board of Library
Trustees to Mayor and City Council (for April 17,
1984 consent calendar)