6/27/1989 - Laserfiche WebLink

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,JUN 2 d `n this process. This was predicated upon an RFP process, evaluation and selection. The cost for an RMG Consultants prepared RFP would be approximately $10,000 plus travel expense and would consume six.to nine months time. Staff feels that with the established time lines for construction of the libraries there is not sufficient time to allow for an RFP process. An optimistic projection of the time required to make the data conver- sion necessary, train employees, set the necessary local parameters, and insure proper operation is ten (10) to eleven (11) months. It will take the time from this date to the opening date of the North County Communi- ty Library to accomplish automation. Included in the back-up material is Schedule B (Delivery and Implementation) of the CLSI Proposal. This outlines the necessary steps required to complete automation. This clearly shows that the early delivery and installation of the main-frame is critical to data conversion and to total automation. ALTERNATIVES AND ANALYSIS: Brevard County recently spent approximately one (1) year issuing an RFP, evaluating the results and eventually selecting a vendor. Both Volusia and Lake counties bypassed the RFP process, opting for staff review of available systems, evaluations of the offerings and selection. Volusia County's system was an outright purchase whereas Lake County entered into a lease agreement. In each case CLSI was selected as the automation vendor. CLSI is a "turn -key" vendor. Both Librarians have reviewed the system offered by CLSI and have found the system to meet all requirements set forth by RMG Consultants. Additionally, pricing as proposed is competitive (low bidder in Brevard) and well within the $300,00 budget for automation. Maintenance and repair will be handled by two field service engineers stationed in Florida. Although, no firm commitment has been set forth by CLSI, there has been discussion concerning a service engineer stationed on Florida's East Coast to serve this area. Staff feels this provides adequate response as presently structured, with the possibility of enhanced service if a dedicated engineer is added. Staff feels that the advantage of what would become a four county contiguous area served by this vendor would be significant. This would allow networking with the northern counties if desired. The exchange or information between the users is viewed as a major advantage for our library system. Considering the factors of the time before opening the libraries, the fact that CLSI can provide the needed system and software and that bidding and evaluation of similar systems has taken place in our imme- diate area staff felt it appropriate to offer CLSI as a vendor of choice and request permission to purchase direct without an RFP process. In discussion with the County Attorney's office it was found that there is nothing in Florida Statutes to prevent this approach. Existing County Purchasing guidelines allow for negotiations of a purchase if it is felt to be in the COunty's best interest. At the May 3, 1989 Public Library Advisory Board meeting, a presentation was held of the circulation and on-line public access catalog systems offered by CLSI. The Public Library Advisory Board endorsed staff's recommendation that CLSI be considered the vendor of 102