HomeMy WebLinkAboutOrdinance 16248~~~
Ordinance No.
AN ORDINANCE INCREASING ESTIMATED RECEIPTS AND
APPROPRIATIONS IN THE SPECIAL REVENUE LIBRARY AUTOMATION
SYSTEMS SHARING FUND IN 7HE AMOUNT OF $933,000 SUBJECT TO
RECEIPT OF THE FUNDS FROM THE FORT WORTH PUBLIC LIBRARY
FOUNDATION FOR THE PURPOSE OF FUNDING A CONTRACT WITH DYNIX
CORPORATION FOR THE PURCHASE AND MAINTENANCE OF AN
INTEGRATED LIBRARY SYSTEM FOR THE FORT WORTH PUBLIC LIBRARY
MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES IN
CONFLICT HEREWITH; AND PROVIDING AN EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH,
TEXAS:
SECTION 1
That in addition to those amounts allocated to the various City departments for Fiscal Year 2004-
2005 in the Budget of the City Manager there shall also be increased estimated receipts and
appropriations in the General Fund in the amount of $933,000 subject to receipt of the funds from
the Fort Worth Public Library Foundation, for the purpose of funding a contract with Dynix
Corporation for the purchase and maintenance of an Integrated Library System far the Fort Worth
Public Library
SECTION 2.
That should any portion, section or part of a section of this ordinance be declared invalid,
inoperative or void for any reason by a court of competent jurisdiction, such decision, opinion or
judgment steal{ in no way impair the remaining portions, sections, or parts of sections of this
ordinance, which said remaining provisions shall be and remain in full force and effect.
SECTION 3.
That this ordinance shall be cumulative of Ordinance No. 16061 and all other ordinances and
appropriations amending the same except in those instances where the provisions of this ordinance
are in direct conflict with such other ordinances and appropriations, in which instance said
conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed.
SECTION 4
This ordinance shall take effect upon adoption.
APPROV A O FORM AND LEGALITY
Assistant City ttomey
ADOPTED AND EFFECTIVE. ( oLI,o1J~
City of Fort Worth, Texas
Mayor and Council Commun~cat~on
COUNCIL ACTION Approved on 12/21/2004 Ordinance No 16248
DATE Tuesday December 21 2004
LOG NAME. 841LS SYSTEM REFERENCE NO C-20460
SUBJECT
Authorize Execution of a Contract with Dynix Corporation for the Purchase of an Integrated Library
System for the Fort Worth Public Library Authorize Execution of Interlocal Agreements with
the Cities of Benbrook, Burleson Haltom City Keller Richland Hills and Watauga for Library
Automation Services Accept Donation from the Fort Worth Public Library Foundation and Adopt the
Attached Appropriation Ordinance
RECOMMENDATION
It is recommended that the City Council•
1 Authorize the City Manager to execute a contract with Dynix Corporation for the purchase and ongoing
annual maintenance of an Integrated Library System (1LS) for the Fart Worth Public Library (FWPL)
2. Authorize the City Manager to enter into new Interlocal Agreements with Benbrook, Burleson Haltom
City Keller Richland Hills and Watauga, Texas for automated library and supporting telecommunications
services
3 Authorize the transfer of $300 000 from the Library General Fund to the Special Revenue Library
Automation Systems Sharing Fund,
4 Authorize the City Manager to accept a donation of up to $513 000 from The Fort Worth Public Library
Foundation (The Foundation) for The Foundation's share of the estimated costs for the ILS
5 Authorize anon-interest bearing interfund loan from the General Fund to the Special Revenue Library
Automation Systems Sharing Fund in an amount up to $513 000 contingent upon receipt of the funds from
The Foundation, and
6 Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Special Revenue Library Automation Systems Sharing Fund by $933 000 00
DISCUSSION
The ILS manages major aspects of library operations including the online catalog patron accounts check
out and check-in procedures, 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 software and has already stopped providing maintenance support for
some functions
The estimated cost for the new ILS is $1.2 million for implementation and $140 000 annual system
maintenance. In Informal Report No 8515 (August 12 2003) Council was informed that The Fort Worth
Lo~name• 84ILS SYSTEM
Public Library Foundation agreed to raise up to half of the estimated $1.2 million costs for a new
system The City will provide the remaining estimated costs with up to $300 000 being transferred from the
Library's Special Revenue Library Automation Systems Sharing Fund Council approved the final $300 000
as part of the Library's FY 2004/2005 General Fund budget. The remaining $120 000 of this appropriation
is funded. from revenues already accepted, but not yet appropriated in the Special Revenue Library
Automated Systems Sharing Fund
The Fort Worth Public Library released a Request for Proposal for an Integrated Library System and
Related services on June 17 2004 Four vendors submitted proposals The FWPL, The Foundation IT
Solutions staff the Library Advisory Board and the Friends of the Fort Worth Public Library Inc. conducted
a thorough evaluation of each proposal Based on the evaluation the Library recommends accepting the
proposal submitted by Dynix Corporation far its integrated library system, known as 'Horizon.
Dynix is one of the oldest and most reliable ILS vendors in the country The proposed Horizon system is
operating successfully in over 700 libraries worldwide Dynix is the library's current vendor and has
provided FWPL with high-quality reliable service since 1990 The Dynix Horizon system offers the best mix
of features and functions required by the Library for its users, and the company's existing services and
vision for development are best suited to the Library's current and future needs.
The Horizon system offers the best value for the cost. The Dynix proposal was significantly lower than the
other vendors' bids This turnkey system provides servers, hardware accessories proprietary database
software and peripheral products necessary for the efficient operation of the system By providing all
hardware and peripherals, Dynix warrants system performance and guarantees that the existing proprietary
system software and subsequent upgrades will operate properly Additional details about the system and
the selection process were provided in Informal Report 8647 to City Council Members dated December 14
2004
After implementation of the system the Dynix contract establishes an initial 5-year maintenance term which
may be renewed automatically for additional one-year terms. Annual maintenance charges for the initial 5-
year term are estimated to be $140 000• rate increases associated with the one-year renewals will be no
greater than 5% or the Consumer Price Index, whichever is less. These maintenance payments will cover
the costs of ongoing system support services remedial and preventive maintenance for equipment and
software and the routine system updates and enhancements Dynix releases each year
The Dynix contract will allow the Library to continue providing automated library services far its client
libraries in six Tarrant County cities referred to as the MetrOPAC These cities are Benbrook, Burleson
Haltom City Keller Richland Hills, and Watauga FWPL has previously entered into Interlocal Agreements
to provide library automation services for these cities. Once the new ILS system is operational FWPL will
no longer be able to provide automated library services to the other cities. Therefore the libraries wish to
enter into new agreements for these services to become effective once the new system is in place
All revenue from buy-in and annual maintenance received from the client libraries will be deposited in
Special Revenue Fund GR03 Account No 467092, Center No 084840010000 Library Automation
Systems Sharing Fund (established by M&C G-7311 November 3 1987) Funds in this account are
reserved to offset the costs associated with improving and expanding the library's automated
system Under the terms of the Dynix contract, if any of the client libraries elect not to join in use of the new
system the total system purchase. price will be reduced accordingly
M/WBE A waiver of the goal for MMBE subcontracting requirements was requested by the Purchasing
Department and approved by the M/WBE Office because the purchase of goods or services is from sources
where subcontracting or supplier opportunities are negligible
This system will serve ALL COUNCIL DISTRICTS
Lo~name 84ILS SYSTEM „_
FISCAL INFORMATION/CERTIFICATION
The Finance Director certifies that upon approval of the above recommendations and adoption of the
attached appropriation ordinance funds will be available as appropriated in the Special Revenue Fund
Automated Library Systems Sharing Upon receipt of funds from The Fort Worth Public Library Foundation
the interim financing will be returned to the General Fund
TO Fund/Account/Centers
GR03 541320 084840010000 $300,000.00
GR03 541320 084840010000 $120.000.00
GR03 472001 084840010000 $300.000.00
GR03 541320 084840010000 $513.000.00
GR03 220001 000840010000 $513.000.00
GR03 467092 084840010000 $120.000.00
GR03 467092 084840010000 $513.000.00
FROM Fund/Account/Centers
GG01 538070 0841000
GG01 136003 0000000
$300.000.00
$513.000.00
Submitted for City Manager's Office b~ Libby Watson (392-6183)
Originating Department Head Gleniece Robinson (871 7706)
Additional Information Contact: Deborah Duke (871 7725)
Lo~name. 841LS SYSTEM r