TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Amy Harpster, Interim Library Director
1. Subject
title
Agreement with Sirsi Corporation for the automated library system.
body
2. Summary
This five-year agreement provides annual software licensing, subscriptions, technical support, and maintenance for the automated library system through June 2029.
3. Recommended Action
recommendation
Approve the agreement with Sirsi Corporation, in the amount of $368,627.16 over five years, for annual software licensing, maintenance, and support of the automated library system; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The expense for this agreement is $68,194.72 and will be funded through General Fund:
100.2004.51423.00000 Maintenance/Contracts
This agreement is for five years totaling $368,627.16, payable in annual installments. Future installments will be budgeted in conjunction with the annual operating budget.
5. Strategic Plan Goals
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. Discussion and Background
The City entered into an agreement with Sirsi Corporation (dba SirsiDynix) in 2003, at a cost of $335,000 plus annual maintenance and support fees for an automated library system that enables checkout of library materials to patrons. In June 2014, the City authorized an amendment to the agreement that capped annual maintenance increases to 2.9%. In June 2015, the City authorized a second amendment to migrate the software and databases from City-owned and maintained servers to SirsiDynix’s cloud-based Software as a Service (SaaS) through June 30, 2019 at a cost of $285,098 over four years. In 2019, the City executed a new long-term agreement with Sirsi Corporation to continue annual maintenance and support and to also include funding for a new mobile app and new public catalog.
The Library's current agreement with Sirsi expired on June 30, 2024. This five-year agreement renews the partnership with Sirsi Corporation and proposes annual, cloud-based software licensing, subscriptions, technical support, and maintenance through June 30, 2029. The new estimated five-year costs are based on eliminating products that no longer serve the library's needs or are available from other vendors for lower cost. Customer loyalty discounts are also effective throughout the term of the agreement.
Cost and Funding
The Sirsi automated library system software facilitates the acquisition, cataloging, management, and checkout of the library’s collections to patrons; the creation and maintenance of the patron database; and provides analytical reporting. The automated library system is the backbone of the library and is integral in the interoperability of all other hardware and software facilitated services, providing a high level of customer service while minimizing staffing levels. Sirsi provides excellent products and service, and staff is pleased with their overall performance.
The proposed cost over the life of the agreement is $368,627.16, and the following payments are due July 1 of each fiscal year:
|
Fiscal Year 2024-2025 |
$ 68,194.72 |
|
Fiscal Year 2025-2026 |
70,854.31 |
|
Fiscal Year 2026-2027 |
73,617.63 |
|
Fiscal Year 2027-2028 |
76,488.72 |
|
Fiscal Year 2028-2029 |
79,471.78 |
|
TOTAL |
$ 368,627.16 |
The five-year agreement will lock in pricing to protect against inflation and labor costs that have steadily increased over the past years.
7. ATTACHMENTS
• Agreement with Sirsi Corporation