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Home My WebLink AboutAGENDA REPORT 2011 0119 CC REG ITEM 10D ITEM 1_ MOORPARK CITY COUNCIL AGENDA REPORT -- 490. -- TO: The Honorable City Council FROM: Jennifer Mellon, Administrative Services Manager DATE: January 3, 2011 (CC meeting of January 19, 2011) SUBJECT: Consider Resolution Amending the FY 2010-11 Budget to Appropriate $7,800 for the Migration of the Integrated Library System (ILS) from Sirsi/Dynix Horizon to Polaris 4.0 and Authorize the City Manager to Sign the Agreement with Polaris Corporation for ILS Software BACKGROUND The Moorpark City Library currently uses the Horizon Integrated Library System (ILS)sold by Sirsi/Dynix Corporation to provide circulation, cataloging and public catalog access for customers and staff at the Moorpark City Library. This system has been in place since the Library was established as a City Library on January 1, 2007. The system has been adequate until now; however, there are several reasons to consider a move to a new system. Primarily, Sirsi/Dynix has indicated that at some point in the near future they will cease to support the Horizon software and, already, the company provides little if any upgrades or modifications to the current system. Furthermore, staff has observed a decrease in quality of support from Sirsi/Dynix in recent years while the cost of maintaining the licensing continues to increase annually. DISCUSSION Per the City Agreement with Library Systems and Services (LSSI), LSSI staff provides all support and recommendations for proprietary library software, including the ILS system. Earlier this year, LSSI entered into a preferred business partnership with the Polaris Corporation to provide LSSI clients with a less expensive, more reliable, and more functional alternative for ILS services. LSSI entered into this partnership after an exhaustive investigation into several options including other commercial ILS software vendors and open source solutions. LSSI chose to partner with Polaris and begin migrating libraries to the new system based on several factors: • Price. Polaris offered highly competitive pricing that allows LSSI to pass on savings to its clients. T:\Administrative Services\All ASD\1 Staff Reports\2011 Staff Reports\SR 11 0119 Integrated Library System Migration.doc 203 Honorable City Council January 19, 2011 Page 2 • Functionality. A team of LSSI staff determined, after comparing systems, that Polaris offered the greatest level of functionality. This view is supported by two LSSI libraries that currently use Polaris for their ILS as well as recommendations by existing Polaris customers who are very pleased with the product. • Corporate culture and support. Polaris is a highly stable and progressive company. The company is owned by its employees and has a reputation for being highly responsive to customer needs. LSSI has made the recommendation to the City of Moorpark to consider a migration to Polaris 4.0 prior to the annual maintenance payment and renewal of the Sirsi/Dynix Horizon contract in March 2011. LSSI believes that such a migration would be advantageous to the City for the following reasons: • Greater reliability. The Polaris software would represent a supported, ongoing live system, rather than a system that has been essentially discontinued by its vendor. Further, Polaris implementation will be backed up by in-house expertise in LSSI providing two levels of support. • Greater functionality. Not only does LSSI believe that the current Polaris software is a more functional product than Horizon, but as a developing, fully supported product, Polaris will benefit from the ongoing enhancements initiated by the Polaris Users Group. As a significant customer of Polaris, LSSI, along with other large customers such as Maricopa County, Arizona, belong to this Users Group and will achieve a high degree of responsiveness by Polaris to their requests for enhancement to the product. • Ability to link to other libraries. In January, LSSI will bring the City of Camarillo onto Polaris 4.0. Other large customers will follow, possibly others in the immediate Moorpark area. These implementations will create opportunities for resource sharing, by a combined collection catalog,with other libraries that contract with LSSI and possibly other Jurisdictions in Southern California who migrate to Polaris. This will represent a major service enhancement for customers as they will have the ability to borrow resources from other libraries as they access a growing multi- jurisdictional library bibliographic database via the Polaris system. • Data and Security. The data will be hosted offsite by Polaris, just as the data is currently hosted offsite by Sirsi/Dynix. The system server supporting the Moorpark ILS would be located out of state in Phoenix, Arizona, with data backed up and stored offsite in a third location as well. • Lower cost. As outlined below, the ongoing cost of the Polaris system will be less for greater functionality and support than the current Horizon system. 204 Honorable City Council January 19, 2011 Page 3 LSSI technical staff will work with Polaris to complete the data migration as part of their Agreement with the City. The City will enter into an agreement with Polaris to use their proprietary system and the data will belong to the City of Moorpark. As stated previously, LSSI is completing data conversion from Sirsi/Dynix Horizon system to Polaris 4.0 for the City of Camarillo who is scheduled to go live with the system on January 2, 2011. This is the same data migration that LSSI will complete for the City of Moorpark, and employing lessons learned from the Camarillo migration the process should precede smoothly. FISCAL IMPACT The initial, one-time cost to migrate the system data from Horizon to Polaris will not exceed $15,000 and could be less depending upon the cost of data conversion. This one time cost covers installation, data conversion and loading, as well as training. Ongoing annual maintenance costs will be $4,800. The current Sirsi/Dynix ILS system maintenance costs are $12,000 annually which is due in March 2011 . It will cost no more than$19,800 to migrate to the Polaris System by March of 2011 and to pay the first year of maintenance for the system. As stated, the current budget includes the maintenance cost of the present ILS system of$12,000 and staff is requesting Council approval to amend the FY 2010/11 budget, appropriating$7,800 from the Library Services Fund Balance for the additional costs to migrate the I LS from Sirsi/Dynix Horizon to Polaris 4.0. STAFF RECOMMENDATION (ROLL CALL VOTE) Adopt Resolution 2011- ,amending the FY 2010-11 Budget to appropriate$7,800 from the Library Services Fund Balance for the migration of the Integrated Library System (I LS) from Sirsi Dynix Horizon to Polaris 4.0 and authorize the City Manager to sign the Agreement with Polaris Corporation for I LS software, subject to final language approval by the City Manager and City Attorney. Attachment: Resolution 205 RESOLUTION NO. 2011- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2010/11 BUDGET TO ALLOCATE $7,800 FROM THE LIBRARY SERVICES FUND BALANCE (1010) TO THE LIBRARY SERVICES EXPENDITURE BUDGET WHEREAS, on June 16, 2010, the City Council adopted the Operating and Capital Improvement Project Budget for Fiscal Year 2010/11; and, WHEREAS, the adopted budget includes $12,000 from the Library Services Fund (1010) for the annual maintenance cost of the Integrated Library System (ILS) proprietary library software; and, WHEREAS, a staff report has been presented to the Council requesting a budget amendment allocating $7,800 from the Library Services Fund Balance (1010) for the migration of the ILS from Sirsi/Dynix Horizon to Polaris 4.0; and, WHEREAS, Exhibit "A" hereof describes said budget amendment and its resultant impact to the budget line item. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A budget amendment allocating $7,800 from the Library Services Fund Balance (1010) to the Library Services Expenditure budget for the migration of the ILS from Sirsi/Dynix Horizon to Polaris 4.0., Exhibit "A" attached hereto is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 19th day of January, 2011 . Janice S. Parvin, Mayor ATTEST: Maureen Benson, City Clerk Attachment: Exhibit A — Budget Amendment 206 Attachment: Exhibit A — Budget Amendment EXHIBIT A BUDGET AMENDMENT FOR THE MIGRATION OF THE INTEGRATED LIBRARY SYSTEM FROM SIRSI/DYNIX HORIZON TO POLARIS 4.0 FY2010/11 FUND ALLOCATION FROM: Fund Title Fund Account Number Amount Library Services — Fund Balance 1010-5500 $7,800 Total $7,800 DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS: BUDGET NUMBER BUDGETED REVISION NEW BUDGET 1010-3130-0000-9201 $25,900 $7,800 $33,700 Total $25,900 $7,800 $33,700 Finance approval: 207