Quote for an Integrated Library - Tempe, Arizona

103 Commerce Boulevard, Suite A

Liverpool, NY 13088

Tempe Public Library

Tempe, AZ

Quote for an Integrated Library System and Related Services

Helping Librarians Serve Their Communities

January 15th, 2013

Tempe Public Library, AZ Page 2

1/15/13 Revised 201301-726

Polaris Integrated Library System Configuration and Pricing for Polaris Hosted Services

Polaris is pleased to provide Tempe Public Library with the following quotation for the Polaris ILS, which includes hosted services. The specific duties that Polaris will undertake as your integrated library system partner are listed under Overview of Services. In general terms, any duties that an on-site system administrator would do will be performed by Polaris.

Contents: � Cost Proposal Summary

� Overview of Services

� Polaris ILS Software

� Optional Software/Services

� Enhanced Data Content for PAC Subscription Service

� PC Workstation Requirements & Hosted Environment

� Data Extraction

CONDITIONS AND PRICES QUOTED ARE VALID FOR 90 DAYS FROM DATE OF QUOTE


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Cost Proposal Summary

Polaris ILS Software Licenses System Cost 2nd Year

Maint. 3rd Year Maint.

4th Year Maint.

5th Year Maint.

Polaris ILS System Server License x 1

Includes:

• Polaris ILS Database, Z39.50 Server, SMTP for email notification, Remote Patron Authentication, System Administration, System Reports.

• 52 Staff Client Licenses • Unlimited PAC access • Simply Reports x 2

$94,000 $17,270 $17,788 $18,322 $18,872

Collection Agency interface to Unique $1,200 $200 $206 $212 $218

EDI for Acquisitions Setup/Training: Baker & Taylor

$1,000 $250 $257 $265 $273

Children’s interface to PAC N/C $500 $515 $530 $546

Self-Check interface to 3rd party Self-Check units x 5

$2,500 $450 $463 $477 $491

Mobile PAC $3,000 $500 $515 $530 $546

Phone Services – Outbound/Inbound x 4 lines. Includes 4 Staff Access Licenses

$14,000 $2,520 $2,596 $2,674 $2,754

Spanish PAC $2,500 $625 $644 $663 $683

URL Detective $500 $500 $500 $525 $551

Sub-Total $118,700 $22,815 $23,484 $25,205 $25,888

Services

Data Migration $31,320 N/A N/A N/A N/A

Training (10 days) $17,200 N/A N/A N/A N/A

Implementation Services $5,600 N/A N/A N/A N/A

PAC Branding N/C N/A N/A N/A N/A

Hosted Services & Hosted Environment • Use of hardware/3rd party

software • Network usage • Technical support • System Administration • LAN Sweeper software

$39,789 $40,709 $41,656 $40,709 $41,656

Sub-Total $93,909 $40,709 $41,656 $40,709 $41,656


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Cost Proposal Summary

System Cost 2nd Year

Maint. 3rd Year Maint.

4th Year Maint.

5th Year Maint.

Hardware

Phone Services Server:- Dell PowerEdge T310, Quad Core Intel Xeon 2.66GHz CPU, 8GB memory, Tower cabinet, Redundant Power Supply, DVD-ROM drive, No Floppy, Ethernet NIC, RAID Controller, USB Keyboard & Mouse, (2) 300GB 15K rpm SCSI Hot Plug disk (System – RAID 1), 17” LCD Monitor, Dialogic Board (4 Port), APC 750VA UPS, MS Windows Server 2012, 4 x AT&T Natural Voice Licenses. Server must be installed locally at the Library.

$6,149 N/A N/A N/A N/A

Shipping & Remote Installation $1,900 N/A N/A N/A N/A

Sub-Total $8,049 N/A N/A N/A N/A

Subscription Services

Enhanced Data Content for PAC $7,951 $8,190 $8,436 $8,190 $8,436

Sub-Total $7,951 $8,190 $8,436 $8,190 $8,436

Total: System Cost, Maintenance & Subscription *

$228,609 $71,714 $72,932 $73,097 $75,026

* Includes 1 year warranty on software


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Overview of Services

Polaris will provide the following: One-Time Services Description

Training (A maximum of 10 trainees allowed per on-site session. Additional charges apply for additional trainees up to a maximum of 15)

• 4 days on-site training on Patron Services, Cataloging, PAC • 3 days on-site training on Serials & Acquisitions • ½ day web based system administration overview training • ½ day follow-up web training • 2 days on-site “Go Live” assistance

Implementation Services • 2 day on-site implementation/consultation • installation, configuration and staging of hosted environment, dedicated

hardware and 3rd party software licenses; • project management, profiling assistance, scheduling

PAC Branding • enable pre-programmed theme selection • resize existing library logo

(2 hour maximum – if additional time is required, that will be quoted separately at the rate of $200/hour)

Data Migration Migration of bibliographic, item, patron, and transaction records from Millennium Software Polaris Software as listed under Polaris ILS Software Subscription Services Syndetic Solutions Polaris ILS Software Materials User Guides and Administrative Guides are available on the Hosted Server

On-Going Services Description Hardware/3rd Party Software Ongoing use of hosted environment, dedicated server-side hardware and 3rd party

software licenses required by Polaris (e.g. Microsoft Windows Server, SQL Server, Microsoft Client Access Licenses, etc.). Phone Services Server must be installed locally at the Library

Software Maintenance On-going maintenance and support of ILS Software Network Usage Use of 5Mbps bandwidth to access on-going Hosted Services Hosted Technical Support • monitor Polaris server jobs and batch procedures

• maintain the system server software configuration • upgrade Polaris servers to all new releases • load operating system patches on servers • update and monitor server virus protection • maintain host-site Internet connectivity and capacity • ensure successful backups of the system • maintain server hardware and capacity • monitor system activity

Periodic Maintenance Polaris reserves the right to perform periodic maintenance on the hosted server(s). Preventative maintenance restarts and Microsoft and Anti-Virus software updates occur periodically during the overnight period and sometimes require server reboots. Such maintenance would occur between the hours of 5:00am – 7:00am EST on Thursdays, and may necessitate a service outage during part or all of this timeframe. Notification of planned maintenance will be provided to the LIBRARY in advance whenever possible.


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Overview of Services - continued

Library will be responsible for the following: - Reports & notices; - Active Directory user & Polaris user management; - System Administration functions; - Local workstation & peripheral hardware maintenance including O/S software, software

installation & updates and anti-virus, - Phone Services Server maintenance including O/S software, software installation &

updates and anti-virus, - Network connectivity; - Cost associated with optional Polaris ILS upgrade training; - Cost of custom reports and SQL queries;


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Polaris ILS Software

• Polaris ILS Database (full and documented schema available via Extranet) • Z39.50 Server • SMTP For email notification (Library may also use other email server) • Remote Patron Authentication via SIP2 service • Find Tool (Over 600 search points available) • Cataloging with authority control

- MARC validation program - Bibliographic and authority records importing interfaces - Fully integrated WYSIWYG Label Printing (see/edit before you print)

• Circulation - Offline circulation, inventory and Bookmobile (one daily offline client download per location

at no additional cost - Library may pull only one copy of the daily Offline file to a local resource)

- Group holds - OCLC Inter Library Loan Interface

• Record set (bulk change operations for patron, item, authority and bibliographic records) • Z39.50 client • System Administration (familiar Directory / Tree structure with point-and-click options) • Integrated desktop Reports and Notices (export to local workstation in Excel, Word, PDF, HTML and

XML formats) • Extensive online help • Polaris ILS PowerPAC supports Internet Explorer, Netscape Navigator, Mozilla Firefox, Opera, Safari • Multiple database searching • Patron Authentication • My Account Options: Self-registration, search agent alerts, pre-notification of overdues, reading

history, formatted title lists (MLA, Chicago Manual of Style, etc.) • Customizable Dashboards (automated links to bestsellers, subject areas, etc.) • Simply Reports x 2 • Serials Acquisitions • Collection Agency interface • EDI – Baker & Taylor • Children’s interface to PAC • Self-Check interface x 5 • Mobile PAC • Phone Services – Outbound/Inbound x 4 lines • URL Detective


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Optional Software/Services

Product Price

Additional Staff Client License $750 + $135 annual maintenance

Multilingual interface to PAC - Spanish $2,500 + $625 annual maintenance

Multilingual interface to PAC – Other languages Arabic, Chinese Simplified, French, Haitian Creole, Hawaiian, Korean, Russian, Vietnamese

$5,000 + $1,250 annual maintenance per language

Course Reserves $1,500 + $375 annual maintenance

Outreach Services $2,000 + $500 annual maintenance

Polaris Inventory Manager Cost per license

$2,000 + $500 annual maintenance

Self-Check interface to 3rd party Self-Check unit Cost per license

$500 + $90 annual maintenance per license

Titles-to-Go: Ingram, B & T, Brodart, ULS (cost per vendor) $500

Community Profiles including FeatureIt Requires ½ day web training

$2,500 + $300 annual maintenance (includes training)

Comprise SmartPAY (eCommerce) – Annual Subscription $8,250 annual fee

Note: some optional products and services available with the Turnkey solution are not available with the basic Hosted solution.


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Enhanced Data Content for PAC

Subscription Service to Syndetic Solutions Polaris is a reseller for Syndetic Solutions, which offers enriched content for display in the PAC, including tables of contents, first chapters, full color cover images, reviews, etc. Pricing for Syndetic Solutions is an annual subscription, based on annual circulation statistics. Price increases may occur on an annual basis, at the time of subscription renewal. The Library’s reported annual circulation is 979,000. Based on this figure, the first-year annual subscription will be as follows (the Library may de-select elements as required to the minimum annual fee of $550):

Component Annual Cost

Table of Contents $470

Fiction Profile $372

Find Similar Titles (must also buy Fiction Profile) $372

Series Information $470

Awards $470

Summaries $470

Cover Images $568

First Chapters/Excerpts $314

Author Notes $117

PW Review (includes Criticas Review) $470

LJ Review $470

SLJ Review $470

Choice Review $470

Booklist Review $470

Horn Book Review $470

NY Times Book Review $470

Kirkus Review $470

Video & Music 1 $568

Total Annual Subscription Fee $7,951


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PC Workstation Requirements & Hosted Environment

Technical Service/Staff Access Workstations/Patron Access Workstations

Operating Systems

- Windows XP Professional (32-bit only) with current Service Pack - Windows Vista Business (32-bit or 64-bit) with current Service Pack - Windows Vista Ultimate (32-bit or 64-bit) with current Service Pack - Windows Vista Enterprise (32-bit or 64-bit) with current Service Pack - Windows 7 Professional (32-bit or 64 bit) with current Service Pack (Ultimate or Enterprise Editions)

System Processor 1 GHz or better

System Memory - XP 32-bit Professional: Recommended 1GB - Minimum Required: 512MB - Vista Business (32-bit or 64-bit): Recommended: 2GB - Minimum: 1GB - Windows 7 (32-bit or 64-bit): Recommended: 2GB - Minimum: 1GB

Hard Disk Requirements

Minimum: 10 GB

Video Requirements SVGA Graphics Controller /4 MB Video Memory or better

Other 100 Mbps NIC Card

Monitor 17” (1024 x 768)

Remote Desktop Services (Terminal Services) Remote Desktop Services works by allowing individual applications to run on a server, rather than on the user’s workstation. Remote Desktop Services simply sends screen images to the user’s machine, and the user’s machine in turn sends keystrokes and mouse movements back to the server. By doing this, Remote Desktop Services allows clients to run applications that they might otherwise not have the hardware or bandwidth to support. The Remote Desktop Protocol (RDP) has been designed and optimized to give users a good application experience over low-bandwidth connections. Because only keyboard, mouse and screen drawing information is sent over the network, a quality user experience can be attained under very low-bandwidth conditions. The client access device can either be a full rich Windows personal computer, or a thin client. Requirements: • Remote Desktop Connection (RDC) client version 6.1 or higher • Reliable network connectivity with adequate bandwidth (estimated 20Kbps-30Kbps per

concurrent RDC user) and low end-to-end network latency between the workstation and Windows Terminal Server


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PC Workstation Requirements & Hosted Environment

USERNAME Convention and PASSWORD Complexity Access to Hosted Polaris requires a two-stage logon. A user must first logon to the Terminal Server and then must logon to the Polaris application. Usernames for Terminal Server and Polaris user accounts must consist of at least 8 characters. Polaris recommends that the usernames include a user-friendly prefix that makes the username unique to the system or branch. For example, a satisfactory username convention for Public Library System could be plsXXXXX (i.e. plscirc1, plscat07, etc.). Passwords must be complex. At a minimum, passwords must consist of at least 8 characters including at least one upper or lower case letter and at least one number or special character, and cannot include the library name or username. Polaris strongly recommends that common words should not be used as the password root. Passwords must be set to expire within a minimum of 180 days. USER MANAGEMENT

The LIBRARY will be responsible for performing Active Directory and Polaris user management (add, change delete). DEDICATED VIRTUAL PRIVATE CLOUD SERVICE

The Polaris Dedicated Virtual Private Cloud Service provides a fully managed application including data center networking and firewall management, Polaris server administration, anti-virus and backup service. Only Polaris server administrators have direct login and administrative access to the backend servers, software and databases supporting the Polaris systems and application.


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Data Extraction

Source: Millennium 1. Estimated number of Patron Records 143,670 2. Estimated number of Item Records 459,580 3. Estimated number of MARC Records 292,617 4. Estimated number of Authority Records N/A

The Library will accept responsibility for the export of all data files it wishes to migrate to the Polaris Integrated Library System. These files will be provided to Polaris in a format in accordance with the content and format specified in the Polaris Data Migration Guide. This document will be provided at the beginning of your implementation, but may also be requested at any time. Deviation from the specified format may result in additional migration fees. Data will be provided to Polaris through ftp (file transfer protocol) or through a mutually agreed upon tape and tape backup format. The Library will be required to conduct two (2) data extractions – one for an initial test load and then one for a final production load.

Documents

Quote for an Integrated Library - Tempe, Arizona