SR-6-I (14)
. . e Santa Mon~ca, e1lforn~a,
. February 10, 19B1
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2tf/S-OOS b..r
TO: Mayor and Clty Counc~l
FROM: C~ty Staff fEB 2 4 1981
SUBJECT: Request to Walve Formal Blddlng on and Execute
Contract for Blbllograph~c Servlces
Introductlon
Th~s report 15 a recommendat1on that the C1ty Councll wa1ve
formal blddl.ng and authorlze the Cl.ty Manager to execute a contract
for an on-l1ne b~bl~ographlc serV1ce for the Library.
Background
Automatlon of the L1brary's C1rculat~on and cataloglng system
WhlCh begins thl.S year requires the converSlon of blbl10graphlc
records now contained on catalog cards into mach1ne-readable form.
One of the ways thlS w111 be done 1S through an on-11ne blblio-
graphic serVlce WhlCh mal.ntalns a huge data base of records for
llbrary books and other materlals l.n a standarlzed, rnachlne-readable
forMat. Terrol.na1s connected wl.th the servlcels computer wlll be
installed In the Llbrary, and a data base w~ll be bU1lt by matchlng
our holdlngs wlth records provlded by the serVlce. This method
will be used for retrospect1ve converS1on and for ongolng catalog-
lng as new tltles are added dur1ng the year.
There are only two bibllographlc serVlces avallable to
Callfornla Ilbrarles, OCLC, Inc. I and RLIN. Start-up costs and
annual costs for the two are approximately the same, but oeLe offers
a much lower rate for retrospectlve converSlon, as follows:
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FEe 2 4 '981
. ~MaYOr and Clty coun~ c4Itlfornla,
. Santa Honlca, February 10, 1981
DCLC RLIN
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Start-up costs $10,600 $11,550
Retrospectlve converSlon 2,500 85,000
Annual costs 24,176 24,780
Note: Under the Californla Llbrary Servlces Act, the Clty lS
eligible for a relmbursement of $6,000 for start-up costs and
approxlmately $3,200 for annual costs.
Slnce the cost advantage 15 so clearly wlth DCLC, a formal
bid procedure could only cause unnecessary expense and delay and
would stlll result In the cholce of DCLC. Funds for the equipment
and service are lnc1uded In the Llbrary's 1980/81 approprlation.
Recommendation
Staff recommends that the Clty Councll pass the attached
Reso1utlon to walve formal blddlng procedure and authorlze the
City Manager to negotlate dlrectly wlth DCLC, Inc. , to execute a
contract for on-llne blbliographlc equlpment and serVlces.
Prepared by: Carol A. Aronoff, Clty Llbrarlan
R. N. Aronoff, Dlrector of Administrative Servlces
Attachment
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RESOLUTION NO. 6214
(CITY COUNCIL SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SANTA MONICA WAIVING FOm-mL BID PROCEDURES
AND AUTHORIZING THE CITY ~~NAGER TO NEGOTIATE
AND EXECUTE CONTRACT FOR ON-LINE BIBLIOGRAPHIC
SERVICES AND EQUIPMENT.
WHEREAS, The City has need of on-11ne bibliographic
serV1ce and equipment in its Library System, and
vnIEREAS, There are only two known acceptable services
available to the City, and
WHEREAS, To complete formal bidding procedure would
cause unnecessary expense and delay;
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA
MONICA DOES RESOLVE AS FOLLOWS:
SECTION l. The City Counc1l does hereby resolve that
formal bidding procedure for the procurement of on-line biblio-
graphic service equipment is hereby walved, and
SECTION 2. The City Manager is hereby authorized to
negotiate with OCLC, Inc., for such needs and to execute a
contract on the City council's behalf.
ADOPTED AND APPROVED THIS 24th DAY OF February
1981. A~Jf · f:h~
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ATTEST:
- Clty Clerk
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No~ 6214
I hereby certify that the foregolng resolution as duly
adopted by the City Council of the City of Santa Monica at a
Re,(';u1ar meeting thereof, held on the 24th day
of February , 1981, by the following vote of the COUDCll.
beIng ResolutIon No. 6214
AYES: CouncllmePlbers: Yannatta Goldway, Jennings, Reed
Scott, Rhoden and Hayor Bambrick
NOES: Councilmembers: None
ABSENT: Councilmembers: None
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Clty Clerk
APPROVED AS TO FOID-I:
~I.a. S1-..e St~k
I\Q..TI PC:> lty Attorney
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