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BOOK JUJ FAG- 623 11.C.1. LIBRARY AUTOMATION SYSTEM - PURCHASE FROM GEAC COMPUTERS. INC. - (COMPUTER HARDWARE AND SOFTWARE UPGRADE NECESSARY FOR Y2K COMPLIANCE) The Board reviewed a Memorandum of June 14, 1999: Date: June 14, 1999 To: The Honorable Board of County Commissioners Thru: James E. Chandler, County Administrator Thru: Thomas W. Frame, General Services Director,( From: Mary Powell, Library Services Directol$ Subject: Automation Agreements for Upgraded Software, Equipment and Training BACKGROUND: This year, the Main Library received notice from Geac Computers, Inc., the software support company, that its library automation system would not be supported due to its non-compliance with the effect of year 2000 (Y2K). Basically, the Motorola main frame computer has to be replaced and a software upgrade needs to be installed. A request for funding in the first of the last five years sales tax proceeds was filed through the Budget Office. The requested amount was $185,776. Included within this estimate was $15,000 for the fiber connection at the North Library so that the North Library will have the same speed in Internet connection as the Main Library and be compatible with the upgraded equipment and software being installed. The connection is anticipated to occur in July with the installation of the fiber optics along C. K 512. At that time, a separate contract would be brought back to Board for its consideration. Once the connection is completed, the North County's Library access will jump from 128Kbps to 100,000Kbps! On April 20, 1999, this matter along with several other matters associated with Y2K issues was presented to the Board by the Office of Budget and Management, and the Board approved and appropriated the requested $185,775 from available sales tax funds in this current fiscal year. Geac Computers, Inc. has prepared an agreement, which calls for the specific equipment training and software upgrades. The total price is $165,286. ANALYSIS: This is one of those situations where there is little choice but to move forward with the system upgrade. Geac Computers, Inc. is the current provider, but some of the existing hardware, a Motorola main frame computer, will no longer be compatible and needs to exchanged with hardware that is compatible and this will also require a software upgrade. The action necessary to enter into this agreement will also require the Board to designate Geac Computers, Inc. as a sole source. It is the opinion of staff that this is the prudent action to be taken due to time constraints imposed by the Y2K problem. RECOMMENDATION: Authorize the purchase of the Library automation system from Geac computers, Inc. as a sole source provider and Authorize the Chairman to execute the sales and license agreement with Geac Computers, Inc. in the amount of $165,286. JUNE 22, 1999 62