HomeMy WebLinkAboutAGENDA REPORT 2013 1002 CCSA REG ITEM 10L ITEM 10.L.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jennifer Mellon, Administrative Services Manager� -
DATE: September 20, 2013 (CC Meeting of 10/2/13)
SUBJECT: Consider Amendment No. 2 to the Agreement with Library Systems and
Services, LLC (LSSI)
BACKGROUND AND DISCUSSION
On May 8, 2012, the City entered into a five-year Agreement with Library Systems and
Services, LLC (LSSI) for operation of the Moorpark City Library. This Agreement consists
of staffing and operation costs to provide daily management of the library. On September
4, 2013, the City and LSSI entered into Amendment No. 1 to the Agreement to clarify
general expense costs over the 5 year term of the Agreement adding the word "annual"to
the cost identified for general expenses. This Amendment No. 2 to the Agreement you are
considering tonight is to add Technology Support services to the Agreement for the
remainder of the term at a cost not to exceed $15,000 per year.
In Exhibit B, Scope of Services and Compensation of the Agreement, LSSI is identified as
providing Automation Support for Library Proprietary Systems only which include the
Integrated Library System (Polaris) and the Print Management System (Envisionware).
The City and LSSI wish to expand this support to include all computer system support
which is currently provided by a third party. The City wishes to terminate the relationship
with this additional third party vendor and utilize LSSI's expertise with library technology
environments to provide support going forward.
LSSI staff currently support the technology environments at many libraries including the
Simi Valley Public Library, the Santa Clarita Library System, and the Riverside Library
System. Their technicians are familiar with the intricacies of a library environment and will
provide support on an as needed basis through the use of an online help desk ticket
system. LSSI technicians will have a secure, remote capability to push out updates to the
Moorpark Library computers and will provide on-site support whenever necessary.
The Attached Amendment No. 2 to the LSSI Agreement adds Section J. Technology
Support to the Agreement. LSSI shall support all aspects of technology at the Library
excluding the network, telephone system, and public wireless system which will continue to
be maintained by City staff.
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Honorable City Council
October 2, 2013 Regular Meeting
Page 2
FISCAL IMPACT
There is a positive Fiscal Impact associated with this Amendment No. 2. Currently, the
City budgets for Library Computer Support at$22,000 per year. The support arrangement
within this Amendment No. 2 is at a not to exceed $15,000 per year. There will be a
savings of $7,000 annually.
STAFF RECOMMENDATION
1) Authorize the City Manager to execute Amendment No. 2 to the Agreement with Library
Systems and Services, LLC subject to final language approval by the City Manager.
Attachment : Amendment No. 2
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AMENDMENT NO. 2
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND LIBRARY SYSTEMS &
SERVICES, LLC (LSSI) FOR OPERATION OF THE MOORPARK CITY LIBRARY
This Amendment No. 2 to the Agreement between the City of Moorpark, a municipal
Corporation ("City"), and Library Systems & Services, LLC (LSSI), a Maryland limited
liability company, ("Consultant") for operation of the Moorpark City Library is made and
entered into the day of , 2013.
RECITALS
WHEREAS, on May 8, 2012, the City and Consultant entered into an Agreement for
Consultant to provide library services including staffing and daily operations; and
WHEREAS, on September 4, 2013, the City and Consultant entered into
Amendment 1 clarifying general expense costs throughout the term of the Agreement; and
WHEREAS, City desires to have Consultant provide additional technology support
services as part of the Agreement; and
WHEREAS, Consultant has agreed to provide technology support services at the
Moorpark City Library.
NOW, THEREFORE, it is mutually agreed by and between the parties to amend the
Agreement as follows:
I. Section 7, COMPENSATION AND PAYMENT, is amended by replacing Section 7.1
in its entirety as follows:
Compensation for the services to be performed by Consultant shall be
in accordance with Exhibit B. Compensation shall not exceed the rates,
annual compensation limits, or total contract value of two million, three
hundred twenty thousand, five hundred twenty-four dollars ($2,365,524) as
stated in Exhibit B, without the written authorization of the City Manager.
Payment by City to Consultant shall be in accordance with the provisions of
the Agreement.
II. A new Section J shall be added to Exhibit B, SCOPE OF SERVICES AND
COMPENSATION, Fiscal Years 2011-2012 through 2015-2016. Section J shall be added
as follows:
J. Technology Support:
a. It is agreed that thirty (30) days after the execution of this
Amendment 2 to the Agreement, LSSI shall begin providing
technology support at the Moorpark City Library and billing City on a
Amendment No. 2 to Agreement between City of Moorpark and LSSI Page 1
262
monthly basis for ongoing support of technology. Billing shall be on a
time and materials basis for management of the library technology
needs, including maintaining and ensuring the smooth operation of
public and staff computers and peripheral devices in the library; library
and office applications installation and maintenance; all security and
antivirus software on computers; support of the Integrated Library
System and Public Computer Reservation System; and any other
technology support not including the network, telephone system, or
public wireless system.
b. The hourly rate to be charged is $52.50 to be billed monthly
based on actual hours worked at the Moorpark City Library including
travel time to and from Moorpark from the originating location. Travel
time shall not exceed 20 minutes each way for technicians traveling
from Simi Valley, 45 minutes each way for technicians traveling from
Santa Clarita, or 1 hour and 30 minutes each way for technicians
traveling from Riverside. Consultant shall make every effort to send
qualified technicians from the closest location to Moorpark as quickly
as possible to resolve any support issues.
C. Annual technology support costs shall not exceed $15,000.00
per year for the remaining term of the Agreement without prior written
approval by the City Manager.
d. LSSI shall add the federal mileage reimbursement rate
currently in effect to the base rate of billing for actual hours worked
and travel time.
e. LSSI shall discuss any need of materials required to repair or
maintain library technology with the City Representative and shall
receive approval to make purchases for necessary materials. LSSI
shall include actual costs approved and spent for materials in the
monthly invoice for reimbursement.
f. LSSI shall implement a help-desk ticketing system that staff
working at the Moorpark City Library shall utilize for technical support.
Moorpark City Library staff shall send help-desk requests via email
through the ticketing system and copy the City Librarian and City
Representative.
g. Work shall be performed upon the approval of the designated
City Representative or the Moorpark City Librarian with concurrence
from the City.
h. As part of the quarterly report LSSI shall submit a log of all help
desk tickets placed for the Moorpark City Library and the status of
each ticket as open, cancelled, or completed. Each ticket will have a
description of resolution and time spent on the ticket.
i. As part of the annual budget process, LSSI shall submit any
recommendations to upgrade, purchase, or replace technology at the
Library so those items can be considered during the normal budget
process.
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III. Remaining Provisions:
Except as revised by this Amendment No. 2, all of the provisions of the Agreement
shall remain in full force and effect.
CITY OF MOORPARK LIBRARY SYSTEMS & SERVICES, LLC
By: By:
Steven Kueny, City Manager Ronald Dubberly, CEO
Attest:
Maureen Benson, City Clerk
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