Loading...
SR 12-15-2020 3N City Council Report City Council Meeting: December 15, 2020 Agenda Item: 3.N 1 of 4 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 3.N Packet Pg. 743 2 of 4 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 3.N Packet Pg. 744 3 of 4 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 3.N Packet Pg. 745 4 of 4 Prepared By: Rachel Foyt, Senior Administrative Analyst Approved Forwarded to Council Attachments: A. oaks 3.N Packet Pg. 746 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)