CCR2003147,.....
COMMON COUNCIL - CITY OF MUSKEGO
RESOLUTION #147-2003
APPROVAL OF LIBRARY SERVICES AGREEMENT BETWEEN
THE CITY OF WAUKESHA PUBLIC LIBRARY AND
THE CITY OF MUSKEGO PUBLIC LIBRARY
WHEREAS, It is the desire of the City of Muskego Public Library to enter into an
agreement with the City of Waukesha Public Library to provide shared automation
services; and
WHEREAS, The Finance Committee has reviewed the attached Library Services
Agreement and has recommended approval.
NOW, THEREFORE, BE IT RESOLVED That the Common Council of the City of
Muskego, upon the recommendation of the Finance Committee, does hereby approve
the attached Library Services Agreement between the City of Waukesha Public Library
and the City of Muskego Public Library.
BE IT FURTHER RESOLVED That the President of the Library Board is being
authorized to sign the Agreement in the name of the City with any necessary technical
corrections to be made as requested by the City Attorney.
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DATED THIS 24th DAY OF JUNE ,2003.
SPONSORED BY
FINANCE COMMITTEE
Ald. Rick Petfalski
Ald. Nancy Salentine
Ald. Eric Schroeder
This is to certify that this is a true and accurate copy of Resolution #147-2003 which
was adopted by the Common Council of the City of Muskego.
6/2003jmb ~K JI11~ CI -Treasurer
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;- MUSKEGO PUBLIC LIBRARY
S73 W16663 Janesville Road
P. O. Box 810
Muskego, Wisconsin 53150-0810
262-971-2119
DATE: June 17, 2003
TO: Mayor, Alderpersons
FROM: Holly sanhUb~
RE: Automation agreement between Muskego and Waukesha libraries
When Joe Sommers and I presented the library's capital budget proposal last
year, we described the formation of a library automation consortium in Waukesha
County. Since then, two municipalities have signed contracts for Waukesha
Public Library to become the vendor for the SIRSI "Unicorn" system, and a third
signing is in the works. Brookfield Public Library has successfully migrated from
the AS 400 AARCS program (the non-standard automation system that we also
use) to SIRSI, and we hope to be next to sign the contract and begin the process. ,......
As you can imagine, a great deal of research was done before we made the initial
proposal. Since then, we have verified that shared automation will save us
approximately $45,000 compared to the cost of going it alone. The monetary
value of improvements to customer service is incalculable. A shared catalog and
customer database will mean increased efficiencies, and easier sharing of
materials between libraries. Streamlined procedures will be more consistent for
patrons who use multiple libraries. (MPL has cross-border use from Racine
County, and their library system uses the same product, which will also benefit
our customers.) In addition, automated acquisitions will allow more streamlined
ordering of materials-one of our last paper-intensive operations. The Intemet-
accessible catalog has been a frequent patron request, and is much more friendly
than our present non-Windows-based system.
The state and WCFLS are using grant money and other methods as "carrots" to
encourage libraries to automate cooperatively. In Muskego's case, the value of
those grants may come close to the "second year costs" listed on the attached
spreadsheet, and at least a $10,000 grant is assured.
The Muskego Public Library Board has embraced the concept of shared
automation, and I present it to you as the most responsible decision we can make
regarding the library's automation future. r"
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Library Services Agreement
City of Waukesha Public Ubrary
City of Muskego Public Library
This agreement entered into this 25th day of June 2003 by and between
the City of Waukesha Public Library (hereinafter "CWPL"), and the City of
Muskego Public Library (hereinafter "CMPL") as authorized by Chapter 43,
Wisconsin Statutes, for the purpose of CWPL providing automated library service
to CMPL, including, but not limited to, the following functions and services: staff
training-both initial and ongoing, central site hardware including hardware
maintenance, implementation and project management, software and
maintenance, centratsite equipment upgrade/replacement, and ongoing
management and support.
WITNESSETH:
WHEREAS, the City of Waukesha Public Library is the body established by
the Common Council of the City of Waukesha in accordance with Section 43.52.
The Waukesha Public Library Board is the body, established under the provisions
of Section 43.54 of the Wiscónsin Statutes, that administers the City of
Waukesha Public Library; and
WHEREAS, the City of Muskego Public Library is the body established by
the Common Council of the City of Muskego in accordance with Section 43.52.
The Muskego Public Library Board is the body, established under the provisions
of Section 43.54 of the Wisconsin Statutes, that administers the City of Muskego
Public Library; and
WHEREAS, SIRSI shall mean SIRSI Corporation which is a library
automation software provider; and
WHEREAS, pursuant to Wisconsin Statute Section 66.0301 and Chapter
43, it is mutually beneficial to CWPL and CMPL to enter in to an agreement
relative to the provision of automated services providing at least the following
functions: circulation control, on-line catalog, enhanced catalog content,
cataloging, acquisitions, serials and reports; and
WHEREAS, the governing bodies of the CWPL and CMPL have duly
adopted resolutions authorizing the execution of this Agreement.
NOW, THEREFORE, BE IT RESOLVED that the CWPL and CMPL for and in
consideration of mutual covenants and undertakings herein contained do agree
to the providing of automated library services in accordance with the following
provisions:
Article I. City of Waukesha Public Library Responsibilities
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It is mutually agreed that CWPL shall:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
(11)
(12)
(13)
(14)
Provide to CMPL all of the automated library functions available from
SIRSI pursuant to CWPL's proposal dated 08/01/02 including any updates
or revisions thereof during all hours that CMPL is regularly open. All
possible efforts will be made to minimize the amount of time in which the
SIRSI services or any portion thereof, is unavailable for normal operations.
Work with CMPL to convert and become operative on the SIRS! system.
Provide the Professional Services outlined in the proposal to provide
automated services which document is hereby made a part of this
agreement, and is attached as Exhibit A.
Provide a minimum of one week of training for up to 10 people designated
by CMPL, to be conducted by SIRSI staff. CMPL may, as an option,
purchase additional training.
Provide ongoing/refresher training for CMPL staff in the use of the
hardware and software.
Acquire appropriate hardware to handle the increased database size and
activity levels as are contemplated by the terms of this agreement, and
install the hardware according to a mutually agreed upon schedule.
Provide a project management meeting with CWPL staff to work with
CMPL to develop their system profile including circulation policies, etc.
Provide consultation and coordination of the implementation process as
necessary to achieve the successful completion of the project. This
includes development of library profile, database conversion issues, and
additional network consulting.
Provide annual maintenance and support of the software listed in Exhibit
A, including an iBistro content subscription.
Provide maintenance of the central site hardware and software including
server(s), printers and operating systems. Problem resolution will be
started within 4 hours of notification of a problem. Reasonable effort shall
be made to minimize the amount of time in which the SIRSI services or
any portion thereof is unavailable.
Oversee and acquire the systematic and scheduled upgrade and
replacement of the central site hardware that supports the automated
system. Oversee and acquire hardware and software that becomes
available as a result of unanticipated/new developments.
Provide staff services necessary to handle the management of the central
server and systems operations.
Abide by the terms specified in this agreement including attachments.
Provide CMPL with a current telephone number for problem resolution
contact purposes.
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(15) Have a support person available to address problem resolution related to
the services described in this agreement.
(16) Provide CMPL reasonable prior written notice of non-emergency system
maintenance including information as to the date, time and anticipated
duration of such maintenance. CWPL will make reasonable effort to
perform maintenance and upgrading operations during hours that the
CMPL is normally closed.
(17) CWPL shall provide CMPL a conversion plan defining the responsibilities,
requirements, and associated tasks of CWPL, CMPL, and SIRSI, including
time lines within 30 days of the signing of this agreement.
(18) Handle the tracking, prioritizing, and escalation of calls/notification of
problems according to the plan attached and incorporated as Exhibit C.
(19) Facilitate CMPL requests for customized services with Sirsi.
(20) Place funds contributed toward the systematic and scheduled upgrade and
replacement of central site hardware and software in a fund to be
administered by the City of Waukesha. This fund shall be separate from
the CWPL finances and the City's finances, and funds contributed toward
central site hardware and software shall be used only for those purposes
in accordance with the procedures detailed in Article III (12). The fund
will be controlled by the Board of Trustees of the CWPL. CWPL will
contribute to this fund in the same manner as participating libraries.
Article II. City of Muskego Public Library Responsibilities
It is mutually agreed that the City of Muskego Public Library shall:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
Abide by the terms specified in this agreement including attachments.
Obtain necessary licenses in the event the staff requirements change from
the calculations presented in Exhibit A.
Be responsible for the purchase, maintenance, installation and repair of all
local hardware and site components including internal wiring.
Pay to CWPL all fees and charges within 60 days after the date of the
invoice unless otherwise specified herein.
Develop, deploy and fund high-speed connectivity between CMPL and
CWPL to carry data between the sites. Configuration of such a link to be
mutually acceptable to both parties.
Provide maintenance of any networking equipment and circuits between
CMPL and CWPL used for the transmission of CMPL's data on the system.
Designate a project manager who will serve as the primary point of
contact for CWPL. The designated individual will communicate with all
other CMPL and City of Muskego staff members and CMPL Board
members.
(8) Comply with mutually agreed upon cataloging practices in order to assure
both the quality of the records that CMPL contributes to the shared
database and consistency within the shared database.
(9) Make every effort to clean up, deduplicate, and quality check its database
records before going live in a public environment. Any costs incurred as a
result of this cleanup are the responsibility of CMPL.
(10) Pay to CWPL Start-Up Costs, First-Year Costs, the WPL Implementation
Fee, and the Central Site Costs as outlined here and provided in Exhibit B.
a. CWPL shall invoice CMPL for the total Start-Up and First-Year Costs
upon entering into this agreement. CMPL shall pay the invoice within
30 days of receipt.
b. First-Year Costs consist of items resulting directly to providing the
automated services to CMPL by SIRSI and including the following:
Additional site fee, additional staff licenses, iBistro data stream
subscription, SIRS! project management and SIRSI training. These
items are charged to CMPL at SIRSI costs as a direct pass through
from CWPL.
c. Start-Up Costs consist of work necessary to transfer CMPL's database
to CWPL and its system. Those costs include:
Bibliographic database preprocess and cleanup
Authority database preprocess and cleanup
Bibliographic/Item record conversion setup
Bibliographic/Item record conversion record processing
Patron record conversion setup
Patron record conversion record processing
Load and overlay of databases
Patron records record loading
These items are charged to CMPL at SIRSI costs as a direct pass
through from CWPL.
d. The WPL Implementation Fee consists of Project Management by
CWPL; Management and Support once the automated services are up
and running C'live") for the remainder of 2003; and SIRSI Software
maintenance for the remainder of 2003 once the automated services
are up and running C'live").
e. Central Site Costs consist of CMPL's portion of CWPL's costs to upgrade
the central site hardware and software to accommodate the Muskego
and Brookfield Public libraries. The amounts stated in Exhibit Bare
determined by applying the cost-sharing formula found at Exhibit E.
(11) Pay CWPL for Ongoing Costs by January 31, annually. Ongoing Costs
consist of Support, Operating and Equipment Replacement costs.
a. Support Costs consist of the fee charged by CWPL to CMPL for support
services provided by CWPL outlined in Article I and Exhibit A and B
including, but not limited to Central site maintenance, Training and
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Management and support. For 2004 this amount is based on a flat fee
based on the number of licenses CMPL has contracted for.
b. Operating Costs consist of the iBistro data stream subscription and the
SIRSI Workflows Client Support. These two items are based on a flat
fee from SIRS!. Operating costs also include SIRSI Software
Maintenance fee which for 2004 is charged to CMPL under the cost-
sharing formula found in Exhibit E.
c. Equipment Replacement Costs consist of the amount participating
libraries are required to contribute to an independent fund,
administered by the City of Waukesha, to prepare for central site
equipment and software replacement and upgrades as needed. See
Article 1(20) and Article III (12).
d. It is understood that these charges may vary or may include other
items in subsequent years.
Article III. Mutual Understandings
It is mutually understood and agreed that:
(1)
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(2)
(3)
(4)
(5)
(6)
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This agreement presumes that an automation agreement is in force
between CWPL and SIRS!. If for any reason such automation agreement
is terminated or if the CWPL no longer holds licenses to use the SIRSI
products, this agreement shall be rendered null and void.
Implementation of this agreement is consistent with the provisions of
Wisconsin law. Should any part of this agreement become inconsistent
with any state law, the State of Wisconsin law shall take precedence over
this agreement.
All patron, bibliographic, item, fine, and other records of CMPL entered
into the database of CWPL or the automated network or to which CWPL
staff gains access as a result of or related to this agreement are and shall
remain the sole property of the CMPL. CWPL shall not, without CMPL's
written consent, copy or use such records except to carry out contracted
work, and will not transfer such records to any other party not involved in
the performance of this agreement, and will return submitted records to
CMPL upon completion of the work hereunder.
This agreement may only be modified in writing, and by mutual
agreement of the parties thereto.
Neither party shall assign this agreement or any of its rights or obligations
hereunder without the prior written approval of the other party, and any
attempt by such party to do so without prior approval shall be void.
This agreement shall become effective upon signing by all parties. Either
party may withdraw from this Agreement by providing written notice
between January 1 and March 31 of any year. This withdrawal will
become effective twelve (12) months from the date of the above written
(9)
(10)
(11)
(12)
(7)
(8)
notice. Each party is entitled to a copy of its own bibliographic, item and
patron records upon withdrawal. Each party shall be responsible for costs
associated with receiving a copy and any costs associated with cleaning
up the remaining shared database for remaining parties.
It is understood that the CWPl may enter into similar agreements with
other libraries.
It is understood that CWPl retains full ownership of all central site
hardware (servers, monitors, printers, etc.) with the exception of network
connectivity hardware (routers, CSU/DSUs, etc.) supplied by participating
libraries. Fees paid for access to the system and central site server
hardware under this agreement to do not constitute partial ownership of
same. CWPl and CMPl shall each be directly responsible for the purchase
and maintenance costs for all equipment located at their own locations,
such as terminals, PCs, hubs, routers, and multiplexors. Each shall also
be responsible for any other costs that are related to such equipment,
such as telecommunications charges.
Some costs required under this agreement include a flat fee per SIRSI
staff license. If the number of CMPl licenses increases, an additional fee
will be required.
Other shared costs will be calculated based on a formula derived from the
percentage of the total participant licenses (see #9) held by an individual
library, the percentage of total participant annual circulation by an
individual library, and the percentage of total participant collection held by
an individual library . The average of these three percentages shall
constitute the formula to be applied to the total costs of the agreement to
determine participant costs. All numbers used in the formula shall be
taken from the data filed by the library in its most recent annual report to
the State of Wisconsin Division of Ubraries, Technologies and Community
learning (Dl TCl). In the event of the participation of an additional library,
such percentages will, of necessity, be recalculated. After 2003, this
formula may be replaced by a flat fee per SIRSI staff license or by another
cost sharing formula. CWPl has made a good faith attempt to include all
projected costs and distribute those costs on an equitable basis, but it is
understood that charges may vary as the participating libraries gain
experience with sharing services and costs.
A Council shall be formed consisting of each library's director and a
second representative as designated by the library's director.! -Additional
expertise will be drawn from member library staffs when required to
address specific issues. The Council will meet quarterly except in the case
of time critical issues or emergencies.
The Council will attempt to make decisions on central site upgrades,
software changes, hardware acquisitions, replacements, policies,
downtime, and similar wide-ranging issues by consensus. In the event
that consensus can not be attained, the CWPl will make a final '"'
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(13)
(14)
(15)
determination taking into consideration the overall benefit to the
organizations and the impact on public services and staffing.
The CWPL and CMPL shall hold each other harmless for any damages
which occur to the assets which are the subject of this Agreement.
As a condition of participation, all libraries shall use OCLC as their
cataloging utility.
Minimum specifications for local hardware that will work with the system
are included as Exhibit D.
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IN WITNESS WHEREOF, the City of Waukesha Public Library and the City of
Muskego Public Library have hereunto set their hands and seals the date first
above written.
City of Waukesha Public Library: City of Muskego Public Library:
By: By:
President President
By: By:
EXHIBIT A ~
Waukesha Proposal to Provide Automated services
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~ Introduction
This proposa1 to provide automated library services to the City of Muskego Public Library was solicited
by the administrative body of the aforementioned governmenta1 unit and is being furnished in response to
that solicitation.
Any questions re1ated to this proposa1 may be forwarded to the following contact peop1e.
Jane Amee1, Director
Waukesha Public Library
321 Wisconsin Avenue
Waukesha, WI 53186
262-524-3681
262-524-3677 (fax)
jameel@waukesha.lib.wi.us
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Howard Pring1e, Library Systems and Techno10gy Manager
Waukesha Pub1ic Library
321 Wisconsin Avenue
Waukesha, WI 53186
262-524-3688
262-524-3677 (fax)
hpringle@waukesha.lib.wi.us
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Table of Contents ~
Background.. ... ................. .... ...... ....... .... """"""" ..... ... "" ...... ..... ...... ........... ...., """ ....... ...... ..1
Project cost components............... ...... ......... ............... .......... ................. ....... """ ................ ...2
Implementation time line ..... ..... ..... .... ... ...... ..... ...... ............... """ ........ ... ........ .......... ..,. .... ......3
License level calculations. ......... ..... .... ........ ...... ... ..... ........ .... .... ... """""""'" .............. ... ........4
Initial/first year costs - software licenses......... ................... ................... ...... .... ...... ...............
5
Initial/first year costs - database conversion and SIRS! services .........................................6
Initial/first year costs - training..... ..... ........... """"""""""""" .............. """""" ............. .......
7
Initial/first year costs - telecommunications......... ...... """"""" """""""" .... ........ ................
8
Initial/first year costs - local hardware .... .......... .................. ................ ............ ............ .........
9
Initial/first year costs - central site hardware and network................................................... 10
Initial/first year costs - implementation and project management........................................11
Initial/first year costs - management and support................................................................. 12
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Initial/first year costs - software maintenance ......................................................................13
Ongoing costs - software maintenance .................................................................................14
Ongoing costs - telecommunications ......... """'" """"""""""'" ..... """"""""""" ............. ...15
Ongoing costs - central site
hardware...................................................................................16
Ongoing costs - training.......... """"""""""""""""'" ....... ........ ...... ..... ........ ......... ......... ......17
Ongoing costs - equipment upgrade/replacement.................................................................18
Ongoing costs - management and support.......................................................................... ..19
Project cost component spreadsheet...
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~ Background
The Waukesha Public Library first automated with the INLEX/3000 system in 1987. In 1992 INLEX was
acquired by Data Research Associates (DRA) of St. Louis. DRA was one of the four largest library
automation vendors in the country and was in the process of acquiring several other companies at the
same time. DRA continued to develop and enhance the INLEX/3000 product up to the present time while
developing a parallel client/server product code named "Taos" that was designed to use state-of-the-art
object oriented database technologies and which was to provide a migration path for users ofDRA's
"classic" legacy systems to new technologies better able to meet the needs of current and future users.
Waukesha was originally contracted and scheduled to migrate to the Taos system in Spring of 2002.
In May of 200 1 DRA announced that it was being acquired by SIRS I, Inc. of Huntsville, Alabama,
another major player in the library automation field. The acquisition was finalized on August 29,2001.
The combined SIRSI/DRA company is the second largest library automation company in the world and
provides a wealth of technical expertise and stability that is highly desirable in such a volatile industry.
The new company initially committed to supporting and developing the Taos platform along with SIRSI's
Unicorn system. However, after further study SIRSI announced that it would develop Taos only through
the next general release of the software after which it would no longer develop it as an independent
product. In November 200 I, after considerable study, a number of contacts with SIRSI and a
demonstration of the software, the Waukesha Public Library Board of Trustees voted to enter into an
agreement with SIRSI/DRA to migrate Waukesha to the SIRSI Unicorn system.
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Waukesha has had a long and successful history with its library automation projects including a national
award from the Hewlett-Packard Company for "Most Cost Effective Long-Term Application" among
state and local governments in 1989. In addition, Waukesha's systems staff has also won awards from
both DRA and its User Group of customers for its systems management expertise, including a lifetime
achievement award for its systems manager. Waukesha has broken some new ground on a number of
fronts including, most recently, being the first library in Wisconsin to provide enhanced content (reviews,
synopses, cover art) in its web catalog. In addition Waukesha is currently deploying a new web catalog
using thin client technology to replace older online catalogs within the library.
Waukesha, Brookfield and Muskego began discussing the possibility of shared automation for more than
a year when it became apparent that both Brookfield and Muskego would be forced to look at new
systems to replace their current system. Several meetings were held at which a number of issues related
to a cooperative project were discussed. These meetings were then placed on hold while Brookfield and
Muskego investigated other options. After a spate of recent discussions at the individual library, library
system and municipal levels the possibility of some degree of cooperative automation was again moved to
the forefront and Waukesha was contacted regarding the possibility of its providing a shared automation
solution with Brookfield and Muskego. This proposal is a result of those conversations.
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1 August 2002
Project Cost Components ~
The costs of any project can be broken down into two areas - initial startup costs and ongoing costs. This
proposal is being presented in that fashion.
The proposal has, for the sake of simplicity and because of the short timeline available for its preparation,
been structured to provide a cost breakout for each library based on the anticipated license levels (please
see page 4 for license level assumptions). This, it is hoped, will simplify the reading of the proposal for
each possible participant.
As stated in the introduction, modifications may/will have to be made to reflect actual conditions and
these will be made as the project firms up. The costs proposed here are more for planning purposes rather
than being firm quotations. All costs are based on an assumption of a single shared common database.
The areas identified as initial costs include (but may not be limited to):
. Software licenses
. Database conversion
. Training
. Telecommunications
. Local hardware
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. Central site hardware
. Conversion, implementation and deployment consulting
The areas identified as ongoing costs include (but may not be limited to):
. Software maintenance
. Telecommunications
. Central site hardware
. Training
. Equipment and software replacement/upgrade
. Management and support
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1 August 2002
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Waukesha
Brookfield
Muskego
Possible implementation timeline
rd
Quarter
2002
3
Quarter
2002
4t
Quarter
2002
Waukesha's implemented SIRS! Unicorn on 24 April 2002.
1st
Quarter
2003
20
Quarter
2003
3r
Quarter
2003
4th
Quarter
2003
We propose to work with Muskego over the spring and summer of 2003 and have them converted and
operative on the system by approximately July 1,2003. This would permit enhanced familiarization with
shared system operations on Waukesha's part before beginning work on the Muskego migration.
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1 August 2002
License Level Calculations
Muskego has advised us that they will require licenses for 15 staff users. Due the way in which SIRS!
calculates licenses, no licenses need be purchased for public access users.
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1 August 2002
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Initial/first year costs - Software Licenses
SIRSI Unicorn Software Upgrade for Muskego (15 users)
CONSISTS OF
Bibliographic Control
Authority Control
Z 39.50 Version 3 Server
Circulation Control (includes inventory control and offline circulation)
Acquisitions and Fund Accounting
Electronic Data Interchange (EDI)
iBistro Suite (content subscription extra)
Integrated W orkflows Reports Module
Unicorn Database Software
Additional Libraries: 1 @ $5,000Ilibrary
Staff Users: 15 @ $350/concurrent staff user
iBistro content subscription
SOFTWARE SUBTOTAL
$ 10,441
$ 5,000
$ 5,250
$ 2,500
$ 23,191
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1 August 2002
Initial/first year costs - SIRSI ProCessional Services ~
Data Conversion Services
Data conversion from AARCS to SIRSI format
Convert AARCS bib/item record to SIRSI format
Setup
Record processing (112,000 items @ $.02/record)
$ 750
$ 2,240
Convert AARCS patron records to SIRSI format
Setup
Record processing (25,000 records @ $.Ol/record)
$ 375
$ 250
Offline merge ofWaukesha/Brookfield database with Muskego (using title,
author, edition, and publisher in addition to standard merge, which
uses ISBN and LCCN); total 355,000 bibs @ $.03/bib. $ 10,650
Load and overlay merged WPL and BPL databases $ 6,000
MARC authority record loading/per batch, per source $ 3,000
Patron records - ASCII records loading - SIRSI format $ 1,000
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PROFESSIONAL SERVICES SUBTOTAL $ 24,265
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1 August 2002
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Initial/first year costs - Training
Two business weeks of onsite training for up to 10 people, conducted by SIRS I staff., plus tbree days of
on-site SIRS I staff presence on go-live days.
SIRSI stafffor training and on-site costs are $ 1,225/day, plus travel and lodging.
SUBTOTAL TRAINING $ 15,925
The above does not include travel and lodging. Travel and lodging costs charged to Waukesha during its
training sessions averaged approximately $ 1,765 for one week.
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1 August 2002
Initial/first year costs - Telecommunications
SIRSI indicates that their system is very efficient as concerns bandwidth usage. DRA recommended
10Kbps per networked PC for each remote site on the W AN and this formula would probably hold for the
SIRSI product. Using this formula, a T1 (1.54Mbps) line can potentially support up to 154 PCs per
circuit. However, it is usually best not to exceed 60% of actual capacity. Optimal may be closer to 90 PCs
per Tl. Using this formula, Muskego appears to be able to operate efficiently on a single T-lline.
Tms NUMBER IS BEING DEVELOPED BY THE CITY OF MUSKEGO AND WILL NOT BE
QUOTED BY W AUKESHA.
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I August 2002
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Initial/first year costs - Local Hardware
Local hardware costs are the responsibility of each library. Local hardware costs include, but are not
limited to, PCs, barcode readers, and local printers.
No specific brand recommendations are made regarding PCs to be used and local libraries are best using
whatever standard machine their city uses. Please keep in mind that nearly all modem library systems do
not utilize terminals and there are usually minimum standards for the PCs they use. In the case of
Unicorn, machines capable of efficiently running Windows 2000 should suffice for staff workstations.
These machines should have a minimum of 700 Mhz processor, 128Mb of memory (256Mb preferred), a
10Gb or larger hard disk, and a 10/100 network card. PCs that will be used as OPAC devices only need to
be able to run a Browser (Microsoft Internet Explorer preferred).
Waukesha currently uses Symbol Technologies LS40061 laser barcode readers and have found these to
work very well on the current DRA system and with Windows 2000.
Waukesha currently uses a mix of Citizen dot-matrix and Epson thermal receipt printers. Both work well
with Windows 2000. The Epson is more expensive and requires special paper but these units are silent
and the speed gain over the dot matrix is exponential resulting in a quieter and more efficient procedure.
Page 9
1 August 2002
Initial/first year costs - Central Site Hardware and Network
Some costs will need to be recovered on the central site hardware as a larger unit will be required to
handle the increased database size and activity levels. In addition, a variety of other network-related
issues may need to be addressed.
SUBTOTAL CENTRAL SITE IlARDw ARE AND NETWORK $ 4,200
Page 10
1 August 2002
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Initial/first year Costs - Implementation and Project Management
The process of migrating from one system to a completely new model is both time consuming and staff
and resource intensive. A single issue like database conversion, especially when the database consists of
a mix of record types and with which few vendors are familiar can considerably impede the progress of a
project. Even if one component is causing problems however, the project must continue to move forward.
It is at times like this that additional, sometimes specialized help is needed to get past the obstructions and
problems and keep the project on track and on time.
We are proposing a two component budget for implementation and project management. The SIRSI
component of this would be the base project management fee charged by SIRSI ($5,000) plus an initial
visit by SIRSI staff to work with Muskego to develop their system profile ($ 4, 100) - circulation policies,
etc. Waukesha automation staff would also be present at these meetings. The $ 4,100 cost provided is for
a 3 day visit by SIRSI staff and does not include travel and lodging.
The second component would be a project management charge by Waukesha to provide consulting and
coordination of the implementation process. Part of this funding component could, if necessary, be used
to handle any issues that would be confronted that could provide roadblocks to the successful completion
of the project. Such issues as developing the library profile, database conversion issues, additional
network consulting, unanticipated hardware or software costs, and other matters would be covered within
this budget.
",......
Implementation and project management (SIRS!)
(does not include travel and lodging for onsite visit) $ 9,100
Implementation and project management (WPL) $ 16,200
SUBTOTAL IMPLEMENTATION AND PROJECT MANAGEMENT $ 25,300
r- Page 11
1 August 2002
Initial/first year Costs - Management and Support """
It wil1 be necessary to provide an ongoing funding mechanism to provide for system management and
new feature deployments. In addition, in order to provide the best possible ongoing service it is
mandatory that high quality staff support be provided to all participating libraries.
Waukesha currently has two full time staff in the systems department. These staff members wil1 be
handling the management of central server and systems operations. It is proposed that initially these staff,
in conjunction with additional contracted staff, handle troubleshooting, local configuration and setup
issues for the other libraries. The price quoted is based on providing this support for the approximately 6
months between system deployment and the end of the year.
SUBTOTAL MANAGEMENT AND SUPPORT $ 8,190
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Page 12
1 August 2002
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Initial/first year Costs - Software Maintenance
The amount listed covers SIRS I software support and maintenance for the products in use by Muskego
for the approximately 6 months between system deployment and the end of the year.
SUBTOTAL SOFTWARE MAINTENANCE $ 3,590
Page 13
1 August 2002
Ongoing Costs - Software Maintenance
Annual maintenance costs of support for the following
CONSISTS OF
Bibliographic Control
Authority Control
Z 39.50 Version 3 Server
Circulation Control (includes inventory control and offline circulation)
Acquisitions and Fund Accounting
Electronic Data Interchange (EDI)
iBistro Suite (content subscription extra)
Integrated W orkflows Reports Module
Unicorn Database Software
Additional Libraries: I
Staff Users: 15
iBistro content subscription
ANNuAL SOFTWARE MAINTENANCE SUBTOTAL
"'"'
~
$ 7,181
$ 2,500
$ 9,681
Page 14
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1 August 2002
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r"
Ongoing Costs - Telecommunications
Tms NUMBER IS BEING DEVELOPED BY THE CITY OF MUSKE GO AND WILL NOT BE
QUOTED BY W AUKESHA.
Page 15
1 August 2002
Ongoing Costs - Central Site Hardware
Maintenance costs on central site hardware - server(s), printers, networking equipment is currently being
studied. It is anticipated that servers will be placed on 24x7 hardware and software support with a less
than 4 hour response time. Hardware costs at this support level are quantifiable but software costs, i.e.,
operating systems and networking equipment are a bit more difficult to estimate at this time.
For budgeting purposes, it is suggested that $100 per library per month be budgeted for this kind of
support with actual costs to be determined at a later time.
SUBTOTAL CENTRAL SITE HARDWARE MAINTENANCE $1,200
Page 16
1 August 2002
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,-.
r'
Ongoing Costs - Training
Ongoing training is a vital component in the success of any automation project. RefÌ"esher training
conducted by local or systems staff should be made available and the cost below is an estimate for
ongoing training.
SUBTOTAL TRAINING $ 1,000
Page 17
1 August 2002
Ongoing Costs - Equipment upgrade/replacement '""'
It is highly desirable to establish an ongoing funding mechanism to provide for the systematic and
scheduled upgrade and replacement of the central site hardware that supports the automated system.
Current practice in the information technology field is to replace equipment on a 3 year cycle in order to
remain current.
In addition it is also prudent to create a mechanism that will provide funding for new and possibly
unanticipated developments in both hardware and software.
Our recommendation would be to create an account that the libraries would contribute to in order to
facilitate the upgrade and replacement of systems equipment and software and to meet new developments
in a timely and organized manner. The most desirable outcome of this fund would be to make the system
mostly self supporting without each participant having to make significant requests to funding bodies to
address every modification to the system.
SUBTOTAL EQUIPMENT REPLACEMENT AND UPGRADES $ 5,000
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Page 18
1 August 2002
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,-...
Ongoing Costs - Management and Support
It will be necessary to provide an ongoing funding mechanism to provide for system management and
new feature deployments. In addition, in order to provide the best possible ongoing service it is
mandatory that high quality staff support be provided to all participating libraries.
Waukesha currently has two full time staff in the systems department. These staff members will be
handling the management of central server and systems operations. It is proposed that initially these staff,
in conjunction with additional contracted staff, handle troubleshooting, local configuration and setup
issues for the other libraries. The price quoted is based on the estimated cost of providing such services to
cooperating libraries.
SUBTOTAL FOR ONGOING MANAGEMENT AND SUPPORT $ 16,380
Page 19
1 August 2002
Project Cost Components - Muskego
StartuplFirst Year Costs (2003)
Additional site fee
Additional staff licenses - base modules (15)
Additional software modules
Serials
Reports
Database Software
iBistro data stream subscription
Central Hardware
Project Management (WPL)
Management and Support (2003 post deployment)
Project Management (SIRSI)
Training (SIRSI - does not include travel costs)
SIRSI Software Maintenance (2003 post deployment)
Subtotal
Bibliographic/Item record conversion setup
Bibliographiclltem record conversion r; r~r;
Patron record conversion setup V
Patron record conversion re g
Offline merge of datab
Load and overla f a
MARC auth .
e r I
Patron re I
Subtotal
Second Year Support/Operating Costs (2004)
SIRSI Software Maintenance
iBistro data stream subscription
~
$5,000.00
$5,250.00
$4,013.00
$2,415.00
$4,013.00
$2,500.00
$4,200.00
$16,200.00
$8,190.00
$9,100.00
$15,925.00
$3,590.00
$80,396.00
$750.00
$2,240.00
$375.00
$250.00
$10,650.00
$6,000.00
""' $3,000.00
$1,000.00
$24,265.00
$104,661.00
$7,181.00
$2,500.00
Central site maintenance
Training
Equipment replacement
Management and support (WPL)
$1,200.00
$1,000.00
$5,000.00
$16,380.00
$33,261.00
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Page 20
~
EXHIBIT B
,......
Revised Costs - As of 2/17/03
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Project Cost Components - Muskego
Startup/First Year Costs (2003)
Additional site fee $5,000.00
Additional staff licenses - base modules (15) $5,250.00
iBistro data stream subscription $2,500.00
Project Management (SIRSI) $5,000.00
Training (SIRSI - does not include travel costs) $12,250.00
Additional software modules
Serials $4,013.00
Reports $2,415.00
Database Software $4,013.00
Central Hardware $4,200.00
Project Management (WPL) $0.00
Management and Support (2003 post deployment) $0.00
SIRSI Software Maintenance (2003 post deployment) $0.00
Implementation fee (15 staff clients & 15 public OPAC users) $25,500.00
T eÎecommu nlcationsU
. $0*
Local Hardware $0*
Subtotal $70,141.00
Bibliographic database preprocess and cleanup $10,000.00
Authority database preprocess and cleanup $3,000.00
Bibliographic/Item record conversion setup $750.00
Bibliographic/Item record conversion record processing $2,240.00
Patron record conversion setup $375.00
Patron record conversion record processing $250.00
Offline merge of databases $0.00
Load and overlay of databases $6,000.00
Patron records record loading $1,000.00
Subtotal $23,615.00
Startup and First Year Cost Total $93,756.00
Second Year and Annual Support/Operating Costs (2004)
iBistro data stream subscription
SIRSI Workflows Client support
SIRSI Software Maintenance
Central site maintenance
Training
Management and support (WPL)
Administrative fee (15 staff clients & 15 public OPAC users)
Equipment re-placement - -- ---- --- , elecommunications
$2,500.00
$825.00
$5,705.00
$0.00
$0.00
$0.00
$18,000.00
-
-,~ --)~jq~Q~
0* -- - - . -- - -
. lk",
$32,030.00
Funding Color Codes
Amount is a direct pass through cost to Sirsi
Cost derived from application of formula (Article III, Paragraph 10 of Agreement)
Cost removed and incorporated into Waukesha P.L. flat fee per license/user
Waukesha P.L. flat fee per license/user (Article III, Paragraph 9 of Agreement)
Wãukesha P1.~ fiãt fee for equipment reiãcëmëñf- - .- -~ --- "Y"'. "
Muske 0 res onsible for these costs
Page 20
r"'
EXHIBIT C
Support and Escalation Priorities
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Support and escalation priorities '"
This document outlines the responses to system conditions requiring support
calls.
Muskego Responsibilities
Muskego is responsible for the operation and support of all locally installed
hardware, including PCs, workstations, printers, barcode readers and related
devices.
Muskego is responsible for the operation of support of the telecommunications
equipment, network and data lines and any devices supporting said
communications between CMPL and CWPL.
Muskego must establish a list of callers authorized to make support calls and
forward this list to Waukesha. It is the responsibility of Muskego to keep this list
current by informing Waukesha of any staff changes. No support calls will be
accepted from individuals not on the authorized call list.
Waukesha Responsibilities
Waukesha will maintain a current and comprehensive software support
agreement with SIRS!.
~
Waukesha will maintain a current and comprehensive hardware support
agreement with the appropriate server vendor or responsible third party to
provide 24x7x365 hardware support on all servers and related hardware
supporting the SIRSI system.
Waukesha will refer any support calls it feels are beyond its area of expertise
immediately to Customer Support at SIRS!.
In the event of a problem occurring at Waukesha that will impact operations at
Muskego, Waukesha will notify Muskego of said problem as quickly as
practicable.
Waukesha will have support staff available either on-site at Waukesha or
available by telephone. Waukesha will furnish contact phone numbers to
Muskego and advise them of who is on-call.
Authorized callers may contact a Waukesha support person at any time the
library is open. Calls will be prioritized and answered as follows: ~
,......
Priority One:
Waukesha will assign a Priority One to an incident if the entire system is
down or a major piece of functionality has been rendered inoperative.
Major functions include circulation, cataloging, and the public catalog.
Waukesha will make its best effort to ensure that all Priority One incidents
receive immediate attention when they are reported and to resolve them
ASAP.
Examples of Priority One problems include:
. Down servers
. Searching does not work in WorkFlows or the public catalog
. Cannot charge or discharge any materials
. No reports running
. All workstations or a large number of workstations cannot log in
. iBistro content can not be retrieved
Priority Two:
r" Waukesha will assign a Priority Two to an incident if it involves the loss of
a non-critical application or function, and the entire system has not been
rendered inoperative. A Priority Two may also be assigned to problems
that are especially time sensitive or highly impact non-critical library
functions. Priority Two calls will be worked on during normal hours and an
effort will be made to turn these calls around in 24 to 48 hours.
Examples of Priority Two problems include:
. Error messages in reports
. A single workstation cannot log in
. Isolated database errors
. Serials module is not operating correctly
. Acquisitions module not operating correctly
. A time sensitive report is not running successfully
,......
Priority Three: ~
Waukesha will assign a Priority Three to an incident if it does not involve
the loss of an application or an entire set of functionality and the problem
is not having a major impact on the operation of the library or the
automated system. Priority Three calls will be worked on during normal
hours and an effort will be made to turn these calls around in 24 to 72
hours.
Examples of Priority Three problems include:
. A fine for a given patron/item does not seem to be calculating correctly
. A non-critical report is not functioning
. Questions about functionality
. Questions about prices of services or equipment
. Report output not sorting properly
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r- EXHIBIT D
Local Hardware Recommended by Waukesha
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.'
Initial/first year costs - Local Hardware ~
Local hardware costs along with the installation, configuration and support oflocal devices are
the responsibility of each library. Local hardware costs include, but are not limited to, PCs,
barcode readers, and local printers.
The following specifications are Waukesha's recommendations. If the library selects equipment
from this list, Waukesha is able to provide setup and configuration information. However, the
local library is still responsible for the actual physical installation, setup and configuration. This
work will not be provided by Waukesha as part of this contract.
If the library chooses to use a product not on this listing, they do so at their own risk and assume
all responsibilities for determining compatibility with, and the suitability of the equipment to
perform with the Unicorn system. Any locally supplied equipment that in any way unfavorably
impacts the stability or performance of the system will be disconnected from the system
immediately.
The models listed were available at time of production of this list (2/03). Please check with
Waukesha if listed equipment is no longer available.
Unicorn Workßows Staff PC
Dell Optiplex SX260 Ultra Small Form Factor (or equivalent). 2 Ghz Pentium 4 processor.
256 Mb RAM. 20 Gb hard drive. 10/100 Network Connection. Serial and Parallel ports.
Keyboard. Mouse. Microsoft Windows 2000. Monitor is choice oflibrary. "'"
Unicorn Workßows Receipt Printer
Epson TMT88III: Thermal receipt printer. Parallel printer interface.
Unicorn Workßows Laser Barcode Reader
Symbol Technologies. LS4006i with keyboard wedge cable for AT/XT and PS/2
Unicorn Workßows Notice Printer
Lexmark 2490 dot matrix forms printer
iBistro OP AC Station
Any PC, 300 Mhz or better (1 Ghz or faster recommended) with 10/100 network
connection. Windows 98 (lower end units) or Windows 2000 (higher end units).
Appropriate memory of 64 Mb for Windows 98 or 256 Mb for Windows 2000
recommended. Able to display high or true color at 800x600 or 1024x768 resolution.
Microsoft Internet Explorer version 5.5 SP2, or version 6.0. 17 inch color monitor
recommended.
The following software is very strongly recommended:
Deep Freeze
Public Web Browser, version 1.25 or later (Waukesha can supply at no charge)
These machines will need to be locked down in a public environment. Waukesha can
suggest methods by which this can be accomplished.
~
r" Exhibit E
Cost Sharing Formula
I'"
,......
.L
"'"
Formula Cost Calculation Worksheet
2003 Fonnula Calculation
Waukesha Brookfield Muskego Total
Licenses 40 25 15 80
50.00% 31.25% 18.75%
Circulation 1.144,983 538,726 106,533 1,790,242
63.95% 30.09% 5.95%
Collection 269,500 140,145 88426 498,071
54.10% 28.13% 17 .80%
Average of above 56.00% 29.80% 14.20%
Waukesha Pays Brookfield Pays Muskego Pays
56.00% 29.80% 14.20%
"
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,..
Replace Library
CITY OF MUSKEGO
ACCOUNT WORKSHEET
2003 BUDGET
DEPARTMENT: Information Systems ACCOUNT NUMBER:
ACCOUNT DESCRIPTION: Replace library TOTAL BUDGET REQUEST: $ $ 149,896.00
~
DESCRIPTION I JUSTIFICATION SUB-TOTALS FINANCE DEPARTMENT USE
Join Waukesha Public Library (Pleliminary Numbers from Waukesha
Public Library) $ 104,661.00
Travel & lodgmg - 3 days to develop systems protde, 10 days training, 3
days go-live. Costs for SIRSI, based on costs incurred to implement City
ofWaukesha ($353/ day) $ 5,295.00
Replace OPAC - 12 devices. Server ($8.072). Neoware thin clients
(@429), monitors (@680) $ 21,380.00
Convert records to full MARC format that do not meet Waukesha
Library's collection. Estimate. $ 10,000.00
Telecommunication costs. Worst case we will need a separate Tlline to
City ofWaukesha. Based on 2001 price quote to Court House, 36 month
contract. $1100 installation, $555/ month. Configuration costs 10 hours
@$80. $ 8,560.00
TOTAL $ 149,896.00