2004 AGN OCT 05 I07 - Laserfiche WebLink

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Item #7 CITY OF COLTON AGENDA REPORT FOR CITY COUNCIL MEETING OF OCTOBER 5, 2004 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: DILU DE ALWIS, FINANCE DIRECTOR SUBJECT: APPROVE CONTRACT TO UPGRADE THE LIBRARY AUTOMATED CATALOGING AND CHECKOUT SYSTEM TO DYNIX AUTOMATED SYSTEMS, INC. IN THE AMOUNT OF $75,370. DATE: SEPTEMBER 27, 2004 On March 18,x1997, the City Council approved the upgrade to the Library Automated Checkout System as a Sole Source to Dynix Automated Systems. The Library's current cataloging and checkout software, Dynix Automated Systems, is now 7 years old. Dynix Automated Systems will not support the current Software after November 1, 2004, unless an agreement to update to the newly released product upgrade is approved prior to October 31, 2004. The hardware and software modules are a sole source item and interface with the library's current Dynix Automated System. DISCUSSION/ ANALYSIS The Library Division has solicited a proposal from Dynix Automated Systems for the upgrade and integrated Data Conversion. A copy, of their proposal is attached for your review. The cost for these services will not exceed $75,370.00. This proposal price includes the Conversion and Data migration of the Library's existing Data Base and maintenance for one year. Professional services contracts are awarded based on a variety of factors, including experience and knowledge of the subject area. Section 3.08.140E of the City's Purchasing Ordinance states in part, Competitive bidding, either formal or informal, is not required when the City Manager determines it is in the best interest of the City and its administrative operations to dispense with public bidding. At this time Dynix Automated Services is providing sole source maintenance services of the Dynix automated checkout system to the City of Colton Library to achieve the goals of the Library to improve customer service. Section 3.08.140 B of the City of Colton Purchasing Ordinance states in part, When the City Council determines, in accordance with applicable law, that a competitive market does not exist and that no competitive advantage will be gained by the public bidding process. Staff is recommending that the Council waive the formal proposal process and award a contract to Dynix Automated Systems. FINANCIAL IMPACT Funds are approved and available in the FY 04/05 budget, Library Division Professional Services account number 100- 6200-6250-2350. ENVIRONMENTAL IMPACT None CONFLICT OF INTEREST INFORMATION — Gift Disclosure Requirements Exact Business Name: Dynix Automated Systems President or equal: Jack Blount, Owner/CEO Contact or representative: Christopher Collier, Sales Consultant Report Prepared By: Nicole Mihld, Admin. Analyst II