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Home My WebLink About19238 ORD - 03/25/1986AN ORDINANCE APPROVING A RECOMMENDATION OF THE LIBRARY BOARD AND STAFF TO RETAIN J. MATTHEWS AND ASSOCIATES AS AUTOMATION CONSULTANT FOR THE PURCHASE OF AN AUTOMATED LIBRARY SYSTEM; APPROPRIATING $12,100; AND DECLARING AN EMERGENCY. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CORPUS CHRISTI, TEXAS: SECTION 1. That the recommendation of the Library Board and staff to retain J. Matthews and Associates as automation consultant for the purchase of an automated library system is hereby approved. SECTION 2. There is hereby appropriated $12,100 out of the Central Library Building Trust Fund for the total cost of consultant fees. SECTION 3. That upon written request of the Mayor or five Council members, copy attached, to find and declare an emergency due to the need to appropriate the abovementioned funds at the earliest practicable date, such finding of an emergency is made and declared requiring suspension of the Charter rule as to consideration and voting upon ordinances or resolutions at three regular meetings so that this ordinance is passed and shall take effect upon first reading as an emergency measure this the 25th day of March, 1986. ATT City Secretary APPROVED: 2-5 „DAY OF MARCH, 1986 C yey 06P.013.01 MAYOR THE CITY CORPUS CHRISTI, TEXAS 19238 MIC ()FILMED CITY OF CORPUS CHRISTI, TEXAS CERTIFICATION OF FUNDS (City Charter Article IV Section 21) March 14, 1986 I certify to the City Council that $12,100.00 , the amount required for the contract, agreement, obligation or expenditures contemplated in the above and foregoing ordinance is in the Treasury of the City of Corpus Christi to the credit of: Fund No. and Name Project No. 111 Trust Fund 243.51 Project Name Central Library Building from which it is proposed to be drawn, and such money is not appropriated for any other purpose. )/(f to f.-0/ (4f , 19 gi (LA 1.:9 0-0 Director of iinalve. FIN 2-55 Revised 7/31/69 PROFESSIONAL CONSULTING SERVICE CONTRACT This Contract is entered into this the day of 1986 by and between The City of Corpus Christi, a home rule city and body politic under the laws of The State of Texas, hereinafter called "City" and J. Matthews and Associates, Inc., a California corporation hereinafter called "Consultant". For and in consideration of the covenants, undertakings and consideration herein stated, the parties hereto mutually agree and contract as follows: (1) This agreement provides for Consultant to provide consulting services to City by providing such services for and on behalf of City's Public Library hereinafter called "CCPL". (2) Consultant will render the services described below. The services of Consultant are to be completed according to the time schedule set forth in Addendum "A" (Time Schedule). Specifically Consultant is to perform the following activities: Activity 1 Consultant will review the existing draft of the Request for Proposal for an Automated Integrated Library System, hereinafter called "RFP", that has been prepared by CCPL. Where needed, Consultant will suggest revisions in terms of content and style to further clarify CCPL needs and requirements. The suggested revisions will then be incorporated by CCPL and the revised RFP will be sent by CCPL to the vendors. Consultant will assist CCPL staff as selected by Director of Libraries with consent of City Manager in determining relative values between system features that will be evaluated during the evaluation process. These features will include: functional capabilities, system costs, vendor support, quality and source of hardware and software maintenance, system growth capacity, downtime at installed libraries, response time, system flexibility and related features as necessary. Activity 2 Consultant will prepare a Proposal Evaluation Guide that will be submitted to CCPL so that such selected CCPL staff can participate in the evaluation process. The Guide will suggest that CCPL consider such factors as system costs, software maintenance, system capability, adaptability to state and national networks, downtime, response time, ease of operation, performance of similar systems in other locations, ease of conversion, staff training, etc. 02h.031.02 1 Consultant will evaluate all proposals submitted by vendors and prepare a report which analyzes the relative technical strength and weaknesses of each proposed system along with a financial comparison. All points of non-compliance for each vendor will be noted and all technical data supplied by the vendors will be reviewed to ensure that the system will perform to standards claimed by the vendor. Activity 3 As a part of the evaluation process, Consultant will prepare a detailed Least Total Cost analysis. This analysis identifies all of the costs to be incurred by CCPL over a five to seven year time period. Activity 4 Consultant will develop a draft of the System Purchase Agreement and the System Maintenance Agreement on behalf of CCPL. The System Purchase Agreement will contain appropriate language that details all of the acceptance tests to be performed by CCPL staff to accept the proposed system. This agreement will also detail the performance criteria against which the actual performance of the system will be measured. Consultant will act on the behalf of the CCPL to negotiate the final agreements between the CCPL and the vendor of choice. Activity 5 Consultant will assist with developing written test and performance logs and develop procedures for conducting the acceptance tests. Consultant will visit the CCPL to aid in the actual conduct of the acceptance tests themselves. (3) City agrees to pay Consultant for work performed at the rate. of $500 per day for a total of seventeen (17) days. The professional consulting fee will total $8,500. In addition, travel, telephone, secretarial and supply expenses will be reimbursed up to a maximum of $3,600. The total amount of this Agreement shall not exceed $12,100. Consultant will be paid, based on invoices submitted by Consultant, and in accordance with Addendum "B" (Fee Schedule) attached hereto and incorporated by this reference as if set forth in full. (4) Consultant will make a maximum of three (3) trips to CCPL for the purpose of accomplishing the tasks outlined in Section (2). (5) Consultant agrees that the person doing the actual consulting work for this project shall be Joseph R. Matthews. 02h.031.02 2 (6) CCPL shall be the sole judge of the quality and acceptability of all products and services provided by Consultant. (7) Consultant is to provide one (1) copy of all written reports. Consultant will prepare the following written products: A. A report providing an evaluation and suggestions for improving the existing Request for Proposals that has been prepared by CCPL. B. A Proposal Evaluation Guide. C. An Evaluation Report of the proposals submitted by the vendors. This report will include a technical review as well as a financial comparison of each of the offerings. D. Drafts of the System Purchase Agreement and the Software Maintenance Agreement. (8) In the unlikely event of irreconcilable differences between the two parties hereto, this contract can be terminated by mutual consent of the parties or by either party upon giving thirty (30) days written notice to the other party. City will not pay any of Consultant's claims based upon services rendered after receipt of such written notice of termination. (9) Notice to City shall be by registered mail, return receipt requested, by mailing same postage paid to City at: Armando Chapa, City Secretary, City of Corpus Christi, P.O. Box 9277, Corpus Christi, Texas 78469-9277. Notice to Consultant shall be by registered mail, return receipt requested, by mailing same postage paid to Consultant at Joseph R. Matthews, J. Matthews & Associates, P.O. Box 2210, Grass Valley, California, 95945 (10) This contract is not assignable unless all parties to the assignment agree thereto in writing. (11) Services shall be furnished by Consultant as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer-employee or master-servant, but all payments made hereunder and all services performed herein shall be made and performed pursuant to this agreement by Consultant as an independent contractor. (12) This contract shall not be enlarged, modified, or altered except in writing, signed by all parties hereto. This contract shall be interpreted in accordance with the laws of the state of Texas. 02h.031.02 3 IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written. ATTES,. n ,City of Corpus Christi Armando Chapa City Secretary Approved /�� day itta/L-‘,1i , 1986 Hal eSrge City Attorney J. MATTHEWS & ASSOCIATES, INC. By Joseph R. Matthews, President Date 02h.031.02 4 Ernes Vc A. Briones Acting City Manager dol 12::Z;3 41_ AUTHORIZI-. sr mum!.__3 -,z5 -PG SE<TARY Date March 15, 1986 April 1, 1986 April 15 - May 1 May 15, 1986 June 23, 1986 July 1986 August, 1986 August, September 1986 Nov -December 1986 (When needed) ADDENDUM A ANTICIPATED TIME SCHEDULE Event Contract Signing and CCPL sends draft RFP to Consultant Consultant prepares RFP Evaluation Report CCPL issues revised RFP Consultant sends to CCPL the Proposal Evaluation Guide and the drafts of the System Purchase Agreement and the System Maintenance Agreement Proposal due date Evaluation of proposals Final proposal selection meeting Contract negotiations with vendor of choice System installation Assistance and advice during the acceptance tests 02h.031.02 5 • Date ADDENDUM B FEE SCHEDULE Event Payment March 15, 1986 Contract Signing and CCPL sends draft RFP to Consultant April 1, 1986 Consultant prepares RFP Evaluation Report $ 1,000 CCPL issues revised RFP April 15 - May 1 May 15, 1986 June 23, 1986 July 1986 August, 1986 August, September 1986 Nov -December 1986 (When needed) Total not to exceed Consultant sends to CCPL the Proposal Evaluation Guide and the drafts of the System Purchase Agreement and the System Maintenance Agreement Proposal due date 4,500 Evaluation of proposals Final proposal selection meeting Consultant prepares Proposal Evaluation Report 3,200 Contract negotiations with vendor of choice 1,200 System installation Assistance and advice during the acceptance tests 2,200 $12,100 02h.031.02 6 • Corpus Christi, Texas a day of )t , 19 TO THE MEMBERS OF THE CITY COUNCIL Corpus Christi, Texas For the reasons set forth in the emergency clause of the foregoing ordinance or resolution, an emergency exists requiring suspension of the Charter rule as to consideration and voting upon ordinances or resolutions at three regular meetings; I/we, therefore, request that you suspend said Charter rule and pass this ordinance or resolution finally on the date it is introduced, or at the present meeting of the City Council. Respectfully, Respectfully, Council Members MAYOR 1 THE CITY OF CORPUS CHRISTI, TEXAS The above ordinance was passed by the following vote: Luther Jones Dr. Jack Best David Berlanga, Sr. Leo Guerrero Joe McComb Frank Mendez Bill Pruet Mary Pat Slavik Linda Strong 19238