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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 Cer 1 �ffi/ZCi -�cC 2� 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 U �1 F Ito O it ki z Q Id E YM U c: co 3'. v L O V N L •r a L ro L Y i U a _ 7 q L; r•' n ro _ N � C U O � V ro E O d m N N _C ro i O U N ro U L i O = V N C r �, ro 4- O Qt •r U L _ O a 4 L t N +� U .r a o O N 0 m v r U O d ro j7 -0 d C N Q N O N Y S C ro c U N ro 3 r L t 6 0 w a r � a Z 0 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 A toFBI y xy is yyC 'V O H h9 . A�yy F�1 m m CD p u v sj, w (DD rrDD v, a 4 << n LO £ C c+ c C + M�1 R m cD w v 0 d r 0 :G ° -Oa -0 `( x O S J j o 7 C -S 0 S O N S w O 7 O' t+ C •• C) S N J w + yr co N C O C* J X w N C+ Q 0 _ h ol rD N to G V S O. fD r✓ S 2Z N m C a C + D a c+ S O G rr w Cr o rD + n n cD w E O N w 40 1 > N S w O O 0 O D f D- N N S N •• w O S f1 �G w p J. rD N fD �3 ' � N A :CO CO 1M� m A toFBI y xy is yyC 'V O H h9 . A�yy F�1 L —G� 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. -1- 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. -2- 0 0 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: -3- 0 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. -4- 3 0 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. -5- 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 In a 0 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 -7- 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. in 0 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. 0 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 -10- ! 0 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 -11- • 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 0 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 0 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 E • 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 • • Page 3 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 • 0 Page 4 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 • Page 5 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 J. MATTHEWS B ASSOCIATES �� N 1p m V O Cn A W N 3 Ul p V A W r N N N 1 d rD t t D O < u (D O d n t w a d d (D O (D w a w rt d ---� rt D -' Da o w )> d r+ 7' fD T w 3 (D (U a< O Ul V1 U1 N VI Vl VI 1/1 N rt 3 r•F v �. v h d tt O C O. r+ (D d — ( � (n o —0 << � 1A t-F (D 7 r+ 0 O. 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W 0 N- r Ul 9 a a H W a H a Ul Ul a G (D n rt IN rt (D N r• 'o H a a rt H. rt (D w a w (D a (D rt 0 f'• rr o ff ro m a z a 0 I H- n H 0 rt "C H rr (D a H, O 0 H, P. m O (0 O a rA C r• u. 0 0 0 M 0 rr y, (D m (D H a rr m w H 0 a r• C rh 11 • (r no rr a (D ,0 0 pi (D 0 M b H rt a N r] H a O H w a .O �'• b l a C y H 0 > O O G a a O• a (D r P. n a H (D Cu H rt H rt (D CD Ul P. H. H. (n (D a N ro rr a N C H. H rt CA H (4 0 (D 0 a a H. H o rh m a a s rt a ho 0 N y rr H. W 0 H a G ^ t'• O N a rt H C a a ro a H o a U) r H 3 y v u, a n ro CD rr r(D H 0 n W (D rr (D H m 0 a H a• rr a 5 n 0 a ?+ r 5 w --a H N (D 1 k Ul r• u a a rn (D o rt H G 0 ro a a En 0 H rt 0 0 EQ N y� r ro n rt r p W W N N N N r ( O W O O In O In O O O In N (D O O O O O O O O O O G 0 0 0 0 0 0 0 0 0 o r rr rr a CD a r rr (D to a [T7 H 0 x H P w r r a (D I I I I (D C r O O (.n W N a N a O O O O u( to N H a O O O O O 0 (D a m ro 0 0 rt r cn O O G H. 0 to rh 0 O N H H I b O 1 O 0 0 O 0 O I I 0 O 0 n ('G O O O O O H N w R a t W (D x PC N (D In Ln ,p w N N N N H a 0 W w O -I ON �o v O O J rr IH (D (D o 0 0 0 o u, 0 0 0 to w w o 0 0 0 0 0 o O o o 0 a t a r• r ID a x ro x H N• o rr (D rt n rt m G a W N rt RICHHARD FLORES INS AGENCY RICHARD WASHBURN 1241 GRASS VALLEY HWY AUBURN, CA 95603 916 - 823 -6844 INSURED J. MATTHEWS & ASSOC „INC. PO BODI 1796 GRASS VALLEY CA. 95945 5 -21 -85 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. COMPANIES AFFORDING COVERAGE THIS IS TO CERTIFY THAT POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED AFO -:E FOR THE PO!'C'Y PER1001140;CATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CF.P.ITFif-ATE MAY BE ISSUED Oct MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS. AND CONOF TIONS OF SUCH POLICIES. T_ -. *`iPE OF INSURANCE i POLICY NU ^ARE`' �IARI 37 \tl _- IN }iCUSANDS YI ..- 1 n( -v tea' GENERAL LIABILITY 2D0IA 1 A X COMPFEHENs!VE FORM IN,u ?Y �$ PREMISES/OPERA *IONS T -7 19268890 3 -1 -85 3 -1 -86 PyoPErr rl - UNDERGROUND LAMAGE 1$ C� X EXPLOSIC:r; R COLLAPSE HAZARD X PRODUCTS COMPLEEC X CONTRACTUAL co`AwNF^ 1 1,000 $1,000 "�--X 111 !NOEPEi'0ENT CONT:W.CTOdS X( BROAD CORM PROPE.9TY DAMAGE PERSONAL iSJUAY I PERSONAL INJURY 1$ J AUTOMOBILE LIABILITY_- - - - -- -- - - - - -— +' ->;� ANY AUTO i . Ea r;qx ;. $ ALL OVJkED AUTOS {PRiV PASS I A,L OWNED AUTOS (OTHER THAN) .a- e;.TCCt $ P.RP� PASS / HIRED AUTOS - - - — i pRC NON -ONNEO AUTOS $ GARAGE LIABIiLIFY e! a PD $ E %CESS LIABILITY I' I UM112RELL4 TURN. B� a =o 0THEF. THAN UMBRE_L A vDRNI STATUTORI WORKERS' COMPENSATION -- AND $ 'EAf,H ACf,13F "Jp __ EMPLOVNS' LIABILITY $ _ DISEASEPULICV L111111 $ IDISfASE-EACHEMPLOYFFI 256 BUENA VISTA ST S -100, GRASS VALLEY CA NEWPORT BEACH PUBLIC LIBRARY 856 SAN CLEMENTY DR. NEWPORT BEACH, CA 92660 ' ATTN: JUDY CLARK SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EY- MAILT /O DATE DAVS WRITTEN FNOTII E TO THE }CERTTIQFIICCATE HOLDER N AMED OTO THE OF ANY KIND UPON OTHE ACOMPANVO IICT A }SRIR 9EPfiEB9NTATI�R LIABILITY AUTHORIZED REPRESENTATIVE RICHARD WASHBURN A ETTERr LETTER L TRANSAMERICA INS CONRANY �COMPAN" E EP. COMPANY c LETTER LE,rR THIS IS TO CERTIFY THAT POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED AFO -:E FOR THE PO!'C'Y PER1001140;CATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CF.P.ITFif-ATE MAY BE ISSUED Oct MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS. AND CONOF TIONS OF SUCH POLICIES. T_ -. *`iPE OF INSURANCE i POLICY NU ^ARE`' �IARI 37 \tl _- IN }iCUSANDS YI ..- 1 n( -v tea' GENERAL LIABILITY 2D0IA 1 A X COMPFEHENs!VE FORM IN,u ?Y �$ PREMISES/OPERA *IONS T -7 19268890 3 -1 -85 3 -1 -86 PyoPErr rl - UNDERGROUND LAMAGE 1$ C� X EXPLOSIC:r; R COLLAPSE HAZARD X PRODUCTS COMPLEEC X CONTRACTUAL co`AwNF^ 1 1,000 $1,000 "�--X 111 !NOEPEi'0ENT CONT:W.CTOdS X( BROAD CORM PROPE.9TY DAMAGE PERSONAL iSJUAY I PERSONAL INJURY 1$ J AUTOMOBILE LIABILITY_- - - - -- -- - - - - -— +' ->;� ANY AUTO i . Ea r;qx ;. $ ALL OVJkED AUTOS {PRiV PASS I A,L OWNED AUTOS (OTHER THAN) .a- e;.TCCt $ P.RP� PASS / HIRED AUTOS - - - — i pRC NON -ONNEO AUTOS $ GARAGE LIABIiLIFY e! a PD $ E %CESS LIABILITY I' I UM112RELL4 TURN. B� a =o 0THEF. THAN UMBRE_L A vDRNI STATUTORI WORKERS' COMPENSATION -- AND $ 'EAf,H ACf,13F "Jp __ EMPLOVNS' LIABILITY $ _ DISEASEPULICV L111111 $ IDISfASE-EACHEMPLOYFFI 256 BUENA VISTA ST S -100, GRASS VALLEY CA NEWPORT BEACH PUBLIC LIBRARY 856 SAN CLEMENTY DR. NEWPORT BEACH, CA 92660 ' ATTN: JUDY CLARK SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EY- MAILT /O DATE DAVS WRITTEN FNOTII E TO THE }CERTTIQFIICCATE HOLDER N AMED OTO THE OF ANY KIND UPON OTHE ACOMPANVO IICT A }SRIR 9EPfiEB9NTATI�R LIABILITY AUTHORIZED REPRESENTATIVE RICHARD WASHBURN • '� PRODUCER RICHARD FLORES INS AGENC RICHARD WASHBURN • 1241 GRASS VALLEY HWY T CERTif NO RIGMS EATEND OR AUBURN, CA 95603 916- 823 -6844 COMPANY A LETTER COMPANY B INSURED LETTER J. MATTHEWS & ASSOC COMPANY „INC. PO BON 1796 LETTER C GRASS VALLEY CA. 95945 COMPANY 0 LETTER COMPANY E LI aEH 5 -21 -85 BY COMPANIES AFFORDING COVERAGE THIS IS 10 CERTIFY THAT POLICIES OFINSUBANCE LISTED BELOW HAVE BEEN ISSUEOTO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATEU. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS, AND CONDI. TIONS OF SUCH POLICIES. GENERA _XI comf- XPHfw' i JRRER XA fxvuw PRIA -U Y 1 CUNT X muere t MOPO Y ! PLHSO AUTOMI ANY 0 ALL i' WLC NON -C GARW UMMR Ulali WORI EM _—. IIARV Ill1CIf.1 PU:K� f.PdNInW LIABILITY LIMITS { PE OE INSURANCE POLICY NUMOF.'R N.rE rMwlxllvq DiR parn9MYr —Ei[n SC'JNilfv L LIABLLITY Wroly H(Hf NSl ll fONM NrvRV $ JUS,Opffulla,s T -7 19268890 3-1 -85 3 -1 -86 PROPER„ 'AGUNI: unWGE $ SION a _; ;.ArSf.. I, ZARU -- —_- CKOOMPLITIO WL)VORi1NS C HALIUP1 Cl)Ma HEO `P 1 x000 RUENT CONTRACPORS FOAM PROPERTY OHMAGE NAL INJUP PERSONAL INJIiRY (BILE LIABILITY - - - -__ — -- - - - -_ eQLI A Y JIO IP.A h0.4Al $ NNED AUTOS (PAIN PASS) BOD NNED aUIUG ( PBNAP)OG NRAY�H'" $ __ AUTOG PIOPEHTY 'NNED AUTOS . ...AGE $ IL' E LIA&arr i I , } al a Po ! COMBINED $ JABILITY -- V 'LLA FOAM _ �� a. A PO cnuwNm $ THAN UMMRLLLAEORM :ill• +. IERS' COMPENSATION — irnnwNY AND - -LOYERS' LIABILITY $ iD6E N THOUSANDS E NEGATE $ ____ 1$ $1- GOO 1G >SL(W.HIMPOfR1 ASCRIPHON OF OPERAI ION &LOOATIONS EHI( LE&SPECIAL Ilf''.MS 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 MAIL DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE 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 N THOUSANDS E NEGATE $ ____ 1$ $1- GOO 1G >SL(W.HIMPOfR1 ASCRIPHON OF OPERAI ION &LOOATIONS EHI( LE&SPECIAL Ilf''.MS 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 MAIL DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE 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 • • p 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)