SR 12-15-2020 3N
City Council Report
City Council Meeting: December 15, 2020
Agenda Item: 3.N
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To: Mayor and City Council
From: Patty Wong, Director of Library Services, Library Services Department
Subject: Award Contract to SirsiDynix, Inc. for Integrated Library System for the Santa
Monica Public Library
Recommended Action
Staff recommends that the City Council authorize the Interim City Manager to negotiate
and execute an agreement with SirsiDynix, Inc. for annual software maintenance and
support of the SirsiDynix Symphony Integrated Library System for the Library
Department. This recommended award is made as an exception to the competitive
bidding process pursuant to Section 2.24.250 (c) and is for a total amount not to exceed
$646,862 (including a 20% contingency) for five years, with two additional one-year
renewal options, with future year funding contingent on Council budget approval.
Summary
The SirsiDynix Symphony Integrated Library System (“Symphony ILS”) is a platform to
support the purchasing, invoicing, cataloging, searching, lending, and patron account
functions associated with the Santa Monica Public Library’s (“Library”) print and electronic
collections. The Symphony ILS provides core functions for the Library’s essential daily
operations and is the primary system used by libraries. The Library’s current contract with
the previous vendor has been in effect for over seven years and is ending in July 2021. The
Symphony ILS provides better pricing, improved support for data and reporting tools,
analytics tools, a cloud-based infrastructure for improved security, integration with the City’s
financial and enterprise resource system, and enhanced plugins and mobile apps. The
proposed contract would be a five-year term plus two optional one-year extensions in the
amount of $646,862 (including a 20% contingency). The options provide flexibility to
continue to use the services and products at a predetermined rate or provide us the
opportunity to negotiate or seek out another vendor.
Discussion
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The SirsiDynix Symphony tool is a leading software solution used by many public
libraries throughout the nation. The modern cloud-based system has robust features
made for public libraries that will allow the Library to continue to adapt and evolve with
changing times. The Library is on the seventh year of the current ILS and new features,
updates, and better compatibility are needed. Staff, with the assistance of the vendor,
would migrate existing configurations, policies, and data to the SirsiDynix Symphony
platform.
Library staff reached out to ILS vendors to learn more about pricing options and through
that process learned of a recent RFP that was issued by the City of Pasadena Library
and that SirsiDynix was awarded a contract pursuant to the terms outlined in the RFP.
Per the City’s purchasing procedures, the Library is able to piggyback on the competitive
procedures used by the City of Pasadena Library to obtain competitive pricing for the
Library resulting in a lower annual cost in the SirsiDynix Symphony platform and
numerous add-ons, including community engagement outreach tools, software for digital
asset management, analytics tools, and integration with other City tools such as the
financial system, Tyler-Munis.
In coordination with the City’s Information Services Department (ISD) and in alignment
with their strategic priorities of cloud first, the Library would be moving to the cloud based
SirsiDynix Symphony platform. The migration to a cloud environment provides benefits of
improved cybersecurity standards through the vendor, SirsiDynix, which is ISO 27001
certified, ensuring a high level of information security and data integrity.
Staff anticipates that the migration phase of the project will occur during the second half of
FY 2020-21. The Library team would be engaged with ISD partners to ensure successful
migration of the systems and completion by July 2021.
Vendor Selection
In order to take advantage of the current discounts, the City can use the City of
Pasadena’s competitive process under which City of Pasadena awarded a contract
to SirsiDynix for similar software and services. Pursuant to the Santa Monica
Municipal Code (SMMC) Section 2.24.250 (c), the procedures applicable to the City’s
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competitive selection process will not apply to the proposed contract because the
City can piggyback on the competitive procedures that were used by the City of
Pasadena Library to award an agreement to SirsiDynix. The goods or services that
SirsiDynix proposes to provide the City will be at the same or better price as the price
obtained by the City of Pasadena. The City will negotiate additional terms and pricing
based on its functional needs and requirements.
Financial Impacts and Budget Actions
The software licensing and professional services contract to be awarded to SirsiDynix is
for an amount not to exceed $646,862 through 7 years which includes a 20%
contingency for unforeseen circumstances, services or integrations that may arise
during implementation, including the need for software licensing, professional services
and add-ons. Funds are available in account 01150001-529230. Maintenance support
costs will be included in the FY 2021-22 proposed biennial budget in the Library; the
contract will be charged to account 01150001-529230. Future maintenance and support
costs will be included in proposed budgets for Council’s review and approval.
Staff seeks authority to approve funding from the General Fund to award a contract with
SirsiDynix Inc. for software maintenance and support services. The contract is for an
amount not to exceed $646,862 for five years, with two additional one-year renewal
options, and a 20% contingency to be used for future data services, or integration, as
well as unforeseen costs related technology needed.
Contract Request
FY 2020-21
Budget
Request Amount
Department# Total Contract
Amount
$68,398 01150001.529230 $646,862
Total $646,862
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Prepared By: Rachel Foyt, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. oaks
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3.N.a
Packet Pg. 747 Attachment: oaks (4332 : Award Contract for Integrated Library System)
3.N.a
Packet Pg. 748 Attachment: oaks (4332 : Award Contract for Integrated Library System)