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HomeMy WebLinkAboutIR 8647 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8647 December 14, 2004 a+*°` o To the Mayor and Members of the City Council Page-I of 3 0 1878 SUBJECT: New Integrated Library System (ILS) PURPOSE: The purpose of this Informal Report is to update the City Council on the progress of the Fort Worth Public Library's selection process for a new integrated library system (ILS), and to notify Council of the Library's intention to have an M&C authorizing funding and purchase of a new system on the December 21, 2004 Council Agenda. BACKGROUND: The integrated library system (ILS) is automation software and hardware that manages major aspects of library operations, such as the online catalog, patron accounts, and check-out and check-in processes. The ILS also manages fines and overdue materials, orders and funds for library materials, holdings information, and management statistics. The Library's current ILS is over 15 years old. The vendor no longer makes improvements to the system and has stopped providing maintenance support for some functions. Citing the current system's approaching end-of-life, its operational inefficiencies, and citizens' dissatisfaction with the online catalog, a primary recommendation in the Library's Long Range Services Plan was to replace the current system. Following up on its support of the Long Range Services Plan, The Fort Worth Public Library Foundation comrnitted to raising half of the estimated $1.2 million needed for the new system. On August 12, 2003 the City Manager sent Informal Report No. 8515 to City Council members informing them of the City's intent to partner with The Foundation and fund the remaining costs, up to $600,000. City funding will come from 2 sources: • $300,000 included in the Library's FY 2004/2005 approved General Fund budget • $300,000 from the Special Revenue Library Automation Systems Sharing Fund, which was established by M&C G7311, 11/3/87, to offset costs associated with upgrading and expanding the Library's automated system In April 2004, The Fort Worth Public Library Foundation contracted with Rob McGee, RMG Consultants, to assist the Library with the ILS selection process. With over 40 years of experience, Mr. McGee has assisted hundreds of libraries in selecting and procuring new systems. Working closely with the City Purchasing Division, the Library followed an impartial and confidential procurement process. The Library issued a Request for Proposals on June 17, 2004. Four vendors responded. The ILS marketplace is small and very competitive. These four vendors were the ones most able to provide the features and functions needed by a large public library system. Task forces comprised of over 50 Library and IT Solutions staff who specialized in various functional aspects of integrated library systems, as well as representatives from The Foundation, the Library Advisory Board, and the Friends of the Fort Worth Public Library ranked the vendors' responses and reported their findings to the ILS Selection Steering Committee. The Steering Committee included Library staff and f'yy administrators as well as representatives from The Foundation and City IT Solutions. Since the Fort Worth Public Library provides library automation services for six other public libraries in Tarrant County, staff ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS , ` � \ / INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8647 To the Mayor and Members of the City Council Page 2 of 3 SUBJECT: New Integrated Library System (ILS) members frorn these "MetrOPAC Consortium" libraries were also on the task forces and Steering On August 27, 2004, the Steering Committee evaluated the vendors according to the weighted criteria defined in the RFP, including: • Overall suitability of the vendor and proposed system to the present and future needs of Fort Worth Public Library and the MetrOPAC Consortium • Functionality and capabilities of proposed software • Quoted cost and implied costs of proposed system • Ease of implementation • Performance, capacity, and growth path of hardware and software platforms • Vendor's experience in the library automation industry, and its performance in other libraries similar in size and scope to Fort Worth Public Library and the MetrOPAC Consortium • Vendor's financial stability, company organization, and staffing Based on this evaluation, the Steering Comn-tittee invited the top 3 vendors for 2-day on-site product demonstrations in September 2004. Following the demonstrations, the Steering Committee sent each vendor a Request for Clarification. Task forces reviewed and ranked the responses to the RFCs and reported their findings to the Steering Committee. Again applying the stated evaluation criteria, the Steering Committee selected its top vendor on October 15. Following City purchasing procedures, the Library then issued a Request for Best and Final Offer(BAFO) to its vendor of choice. Following review of the BAFO, and with the assistance of Mr. McGee and City Purchasing and Legal staff, the Library began contract negotiations with the top vendor. These negotiations are nearing cornpletion. The Library's new ELS will provide a wide range of state-of-the-art features for Fort Worth residents and Library staff, including: • Web-based catalog with book cover art, reviews, tables of content, author biographies, and other information about the Library's materials • E-mail alerts that notify customers when the Library adds materials of interest • Spanish and Vietnamese versions of the public online catalog • E-Commerce capabilities that enable Library customers-to pay fines and other charges electronically • Ability to search multiple online databases simultaneously • PC reservation and print management • Web-based statistical management reports • Electronic Data Interchange (EDI) for electronic ordering and invoicing ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS - ' ~ INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8647 elrPll December 14, 2004 To the Mayor and Members of the City Council Page 3 of 3 SUBJECT: New Integrated Library System (ILS) Full compliance with the library and book industry standards that enable disparate technology systems to con-u-nunicate and interact The vendor's new system and services will include all software, hardware, data preparation and migration, installation services, staff trair�ng, and other equipment needed for system operation. The Library estimates it will be able to "go live" on the new ILS by August, 2005. Given the vendor's stable history and future development plans, the Library anticipates being able to remain on this system for the next 10 to 15 years. Should you have any questions, please contact Library Director, Gleniece Robinson, at 817-871-7706 or Assistant City Manager Libby Watson at 817-392-6183. ity Manager ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS -