06-F Library Comp System
DRAFT
F:A TTORNEY\ORDWORK.\CURREN1\ GIS Info System for Library Ord
July 6, 2005
ORDINANCE NO.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PARIS,
PARIS, TEXAS, APPROVING AND AUTHORIZING A CONTRACT BY
AND BETWEEN THE CITY OF PARIS AND GIS INFORMA TION
SYSTEMS, INC., FOR THE PURCHASE OF THE GAYLORD POLARIS
INTEGRATED LIBRARY SYSTEM, A COMPREHENSIVE
REPLACEMENT INFORMATION COMPATIBLE INTEGRATED
COMPUTER SYSTEM FOR USE BY THE CITY OF PARIS PUBLIC
LIBRARY; MAKING PROVISION FOR USE OF LIBRARY TRUST FUNDS
IN THE PURCHASE OF SAID SYSTEM; MAKING OTHER FINDINGS AND
PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN
EFFECTIVE DATE.
WHEREAS, the current integrated library computer system of the City of Paris Public
Library is Gaylord Information Systems (GIS Galaxy), which has been in use at the library for over
10 years; and,
WHEREAS, the aforesaid computer system is used for all substantive computer related
functions of the library, including bibliographic records, item records, patron records, transactions,
and other similar functions; and,
WHEREAS, the current system, which is itself a proprietary system exclusively owned by
GIS Information Systems, Inc. is reaching the end of its useful life and its capability to accommodate
the expanded needs of the City of Paris Library; and,
WHEREAS, Gaylord Information Systems, Inc. has presented a proposal to the City Library
for providing the Gaylord Polaris Integrated Library System, an upgraded version of the Library's
current system which is more user friendly, will offer an expansion of services, and can integrate
seamlessly with the City's current system without loss of data and at a cheaper price; and,
WHEREAS, the aforesaid proposed new system is likewise a proprietary system protected
by patents, copyrights, or other proprietary arrangements; and,
WHEREAS, Chapter 252, Section 252.022 (a) 7 (A) of the Texas Local Government Code
exempts from the requirements of competitive bidding, items available from only one source because
of patents, copyrights, secret process, or natural monopoly, and thereby authorizes governmental
entities and municipalities to purchase such items without the necessity for competitive bidding; and,
WHEREAS, by prior action of the City Council, the City of Paris is governed by Chapter
252 of the Local Government Code; and,
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WHEREAS, the aforesaid acquisition of an integrated library computer system as proposed
would qualify as a procurement not subject to competitive bidding; and,
WHEREAS, the aforesaid new and upgraded Gaylord Polaris Integrated Library System is
necessary to enable the Library to continue to function in providing expanded library services; and,
WHEREAS, the cost of the aforesaid system, the same being $72,581.00 maybe paid with
funds available from library trust funds; NOW, THEREFORE,
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS,
TEXAS:
Section 1. That the findings set out in the preamble to this ordinance are hereby in all things
approved.
Section 2. That a Professional Services/Procurement/ Annual Maintenance Agreement by and
between the City of Paris and GIS Information Systems, Inc., for the acquisition and maintenance
of the Gaylord Polaris Integrated Library System for use by the City of Paris Public Library, a copy
of which is attached hereto and for all purposes incorporated herein, shall be and is hereby in all
things approved, and the Mayor shall be and is hereby authorized to execute and the City Clerk to
attest to the aforesaid contract.
Section 3. That the cost of the new system shall be and is hereby established at $72,581.00,
which such funds for said purpose are available and shall be and are hereby authorized and
appropriated from library trust funds.
Section 4. That this ordinance shall be effective from and after its date of passage and
publication as required by law.
PASSED AND ADOPTED this 11th day of July, 2005.
Curtis Fendley, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
Larry W. Schenk, City Attorney
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@
Integrated Library System
CONTRACT
July 8, 2005
Paris Public Library,
Paris, TX
GIS Information Systems, Inc.
PO BOX 4903 . SYRACUSE, NY 13221-4903
. 1-800-272-3414. FAX 1-315-457-5883 . http:f/www.gisinfosystems.com
7/8/05 EXHIBIT Â Paris Public Library Contract Page 1 of32
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THIS AGREEMENT, is made between GIS Information Systems., Inc. (a qualified Subchapter S subsidiary
.of The Croydon Company, Inè.,) a corporation organized under the laws of the State of New York, with its
principal place of business at 7272 Morgan Road, Liverpool, New York (herein after referred to as "GIS"),
and the Library named below (hereinafter referred to as IIUBRARYII).
Paris Public Library
326 South Main
Paris, TX 75460
(903) 785-8531
WITNESSETH:
WHEREAS, GIS has developed a computerized system (hereinafter referred to as "POLARIS"@) consisting
of hardware and software for library technical services, patron services, and public access to library
databases, and is currently providing said system services to libraries, and the LffiRARY is desirous of.
having such services provided at its location;
NOW, THEREFORE the parties mutually agree as follows:
1. Definitions
1.1. IIHardware" and "System Software" shall refer to those items so listed under Schedule C herein.
1.2. "Software" is defined as POLARIS computer programs, including, but not limited to, (a) the
integrated library system software in the system server(s), and (b) the client software resident in the
workstation(s). The Software is listed in Schedule D and includes all corrections, modifications and
updates thereof.
1.3. "Software Materials" is defined as any machine readable or printed material, including but not
limited to documentation stored on CD, On-Line Help files and hard-copy guides, which are
designated by GIS as available under license to libraries who have licensed the program to which
those materials relate.
1.4. "Services" is defined as all services provided by GIS as identified in the Schedules attached herein.
1.5. "Operational Date" is defined as the day on which GIS and the LIBRARY (following an installation
schedule mutually agreed upon by both parties) mutually declare in writing operation of the
Hardware and use of the Software as purchased under this Agreement to be available to the
LIBRARY.
1.6. "System" is defined as the total complement of Hardware and Software as sold to the LIBRARY by
GIS under this Agreement and which is installed at the UBRARY location(s) noted herein. For the
purposes of this Agreement, components supplied by any party other than GIS shall not be
considered as part of the "System" .
1.7. "Third-Party", when used in conjunction with hardware and/or software, shall mean any device,
component or program not supplied by GIS under this or future Agreements, Addendums and
Purchase Orders.
2.
Furnishing of Deliverables
Based on the statistics in Schedule A, which the LIBRARY agrees are reasonably correct as of the date
of this Agreement, and subject to any special conditions appended in Schedule I, Additional
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Considerations, GIS w~ provide deliverables detailed in the following Schedules at the fees indicated
in said Schedules:
Schedule B:
Schedule C:
Schedule D:
Schedule E:
Schedule F:
Schedule G:
Schedule H:
Schedule I:
Schedule J:
Database Services
Hardware and System Software
POLARIS Software Licenses
Services
Hardware Maintenance
Software Maintenance and System Support
Payment Schedules
Additional Considerations
Data Migration - Data Requirements
3. Installation Schedule
3.1. Following the signing of this Agreement, the LmRARY and GIS will draw up an Implementation Plan
which shall include, but not be limited to, identification of all required tasks, a timeline of all required
tasks, an indication of which party is responsible for completion of each task, and expected duration
of each task. Upon completion of installation and implementation, both parties shall mutually agree
to an Operational Date pursuant to Article 1.5. herein.
3.2. If, following the execution of this Agreement and the signing of the Implementation Plan, the
delivery and/ or installation of the Software and/ or Hardware is postponed until after the proposed
Operational Date provided in the then current Implementation Plan due to extensions requested by
the LIBRARY or the failure of the LmRARY to perform its responsibilities under the terms of the
Implementation Plan, then GIS, at its option, shall be entitled to invoice the LIBRARY for any balance
due on delivery and/ or installation, pursuant to Schedule H, Payment Schedules.
4. Term and Termination
4.1. This Agreement is effective upon final signature and for an initial term ending one year from the
Operational Date. It shall then be renewed automatically for one-year periods unless the LmRARY
notifies GIS of its intention not to renew at least ninety (90) days prior to the expiration of the original
or any extended term.
4.2 If either party is in material breach of any of the terms and conditions of this Agreement, the
aggrieved party shall give written notice thereof, including a reasonably detailed statement of the
nature of such breach, to the breaching party. The breaching party will have thirty (30) days after
notice is given to cure such breach, or, if the breach cannot reasonably be cured within thirty (30)
days, the breaching party shall provide a written estimate of the time needed to cure such breach,
shall commence to cure such breach within ten (10) days of notice from the aggrieved party and shall
diligently continue to prosecute such cure to completion. If the breaching party fails to cure,
commence to cure in timely manner, or diligently prosecute such cure to completion, the aggrieved
party, at its option, shall be entitled to terminate this Agreement or suspend its performance under
the Agreement for as long as the breach remains uncorrected, and avail itself of any and all remedies
available under this Agreement, at law or in equity.
4.3. In the event either party becomes insolvent or voluntarily or involuntarily bankrupt or a receiver,
assignee or other liquidating officer is appointed for all or substantially all of the business of either
party, or if either party makes an assignment for the benefit of creditors, then the other party, at its
option may immediately terminate this Agreement by notice to the offending party to that effect. In
no event shall this Agreement be assigned or assignable by operation of law or by voluntary or
involuntary bankruptcy proceedings or otherwise, and any such assignment or attempted
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assignment shall be voi~ and in no event shall this Agreement or any rights or privileges hereunder
be an asset of either party under any bankruptcy, insolvency or reorganization proceedings.
4.4 Subject to the conditions of Article 4.2, if this Agreement is suspended or terminated by the LIBRARY,
whether for cause or convenience, then, effective upon the date of suspension or termination, the
LIBRARY shall be relieved of further payment obligations, and shall be liable for payment only for
those goods and Services satisfactorily received prior to the date of suspension or termination. If the
Agreement is terminated, any pre-paid maintenance fees shall be refunded to the LIBRARY to the
date of termination on a pro-rated basis. If the Agreement is mutually reinstated, then the LmRARY
shall reassume its payment obligations.
5.
Return or Destruction of Licensed Software
. If this Agreement is terminated, whether for cause or convenience, and the right to continued use of
the Software and Software Materials under the conditions set forth herein is withdrawn, then all
Software and Software Materials must be returned to GIS, or if so requested in writing by GIS,
destroyed. Within one (1) month after the date of discontinuance of any license granted hereunder,
the LIBRARY will furnish to GIS if requested, a certification that through the LIBRARY's best efforts
and to the best of the LIBRARY's knowledge, the original and all copies of the Software and Software
Materials received from GIS or made in connection with such license have been returned or
destroyed. This requirement will apply to all copies in any form, including translations, whether
partial or complete, and whether or not modified or merged into other Software Materials as
authorized herein.
6. Payment
6.1 Fees enumerated in Schedules B through G are summarized in Schedule H herein.
6.2. Payment for all deliver abies shall be made in accordance with the terms set forth in Schedule H
herein.
6.3 Payment in full on all invoices is due according to the terms of this contract or within 30 days of the
invoice date, whichever date is later. Within twenty (20) days of receipt of the invoice, the LIBRARY
may serve GIS with written notice disputing any charge. If the dispute is not resolved within twenty-
five (25) days of receipt of said written notice, then either party may file for arbitration.
6.4. In the event that payment is not made in full according to the specified terms, a service charge will be
added to the undisputed balance after deducting all payments and credits. For any payment
considered past due and undisputed by the LIBRARY, the LIBRARY agrees to pay interest at 1 % per
month (effective annual rate of 12%) on the unpaid balance or the highest rate permitted by law,
whichever is less.
6.5. If failure to pay according to the terms of this Agreement causes this account to be assigned for
collection, or causes legal action to be taken, the LmRARY agrees to pay all costs of collection
incurred by GIS, including court costs and reasonable attorney fees, if the LIBRARY is found to be at
fault.
6.6. In the event the Operational Date is other than the first day of the month, maintenance and
subscription fees will be pro-rated accordingly. Maintenance and subscription fees are subject to
change annually, such change commencing one (1) year from the Operational Date and effective
upon one hundred and twenty (120) days written notice to the LIBRARY. If the charge for any service
provided under this Agreement is increased by GIS, the LIBRARY may, with ninety (90) days prior
written notice, terminate this agreement upon the effective date of such increase. Otherwise the new
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charges will become effective upon the date specified in the notice.
6.7. The LIBRARY agrees to continue Galaxy maintenance payments, at the then current rate, until the
LIBRARY ceases use of the Galaxy system or until the Operational Date - whichever is earlier.
7. Licenses
7.1 GIS and the LIBRARY agree that the following terms and conditions will apply to any LIBRARY
order for GIS licensed Software programs and Software Materials that is accepted by GIS. GIS will (1)
furnish such licensed Software and Software Materials to the LffiRARY¡ (2) grant to the LIBRARY a
non-transferable, non-exclusive, and non-sublicenseable license to use the Software and Software
Materials¡ (3) provide Software Service and maintenance, as described herein.
7.2. Each license granted under this Agreement authorizes use of the licensed Software and Software
Materials by the LIBRARY(s) specified herein. The LffiRARY may not rent or lease the Software to
any other entity, or use the Software as part of a commercial time-sharing, subscription bureau or
service bureau operation.
7.3. All licensed Software, including any subsequent updates purchased and any part thereof, may only
be used on the system server(s) or Hardware configuration purchased from, or authorized by, GIS,
and in such quantities as may be determined under Schedule D herein. POLARIS server Software
may be run on one Production server and on one or more Training servers. The client Software is for
the use of the LIBRARY with no implied rights to distribute beyond reasonable use for LIBRARY
functions. Following GIS's written authorization, all licensed Software may be copied, in whole or in
part, only for use on the system server(s) or specified Hardware configuration.
7.4. No title to or ownership of the Software or Software Materials is transferred to the LIBRARY, and
they remain the proprietary property of GIS.
7.5. The LIBRARY shall not allow the Software, the Software Materials or any portion thereof to be
reverse compiled, disassembled, or in any way altered. The LIBRARY shall not modify any licensed
Software in machine-readable form nor merge such Software with other Software programs.
7.6 The LIBRARY must notify GIS of the LIBRARY's intention to change the designation of the location at
which licensed Software is to be used. The change of designation will be effective upon the date set
forth in the notice confirming the change in designated location furnished to the LIBRARY by GIS.
7.7 IS may terminate all proprietary licenses granted hereunder and require return of the Software and
Software Materials upon written notice to the LIBRARY if the LIBRARY fails to comply with these
terms and conditions.
8. The LIBRARY's Responsibilities
8.1. The LIBRARY will pay shipping charges for all Hardware.
8.2. The LIBRARY acknowl~dges the network and workstation requirements set forth under Section 2,
Schedule I herein, and will assume responsibility for purchasing, installing, configuring and
maintaining all other hardware components necessary, including but not limited to: network
components, PC Workstations, Scanners, Printers, Uninterruptible Power Supplies, and cables, except
where such components are sold by GIS as a part of this Agreement. The LIBRARY will also assume
responsibility for determining, in consultation with GIS, the viability of existing hardware
components in conjunction with the System.
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8.3. The LffiRARY will provide a staff member as system administrator. If appropriate, based on the size
and complexity of thè system, a second staff member should be designated as PC/network
administrator. Experience with Windows 2000/2003 and SQL is an advantage but not a requirement.
The following are areas in which the staff member (s) will be expected to be knowledgeable following
implementation and training:
Installation, booting and basic troubleshooting of Windows 2000/2003
Fault tolerance and backup/recovery
Security, user/ group management
Server management, licensing, registry management, remote access
Network configuration/ management in a TCP /IP environment (WINS,DNS,DHCP)
Server-based tools for Win9x and NTWS
Network Client Administration
. The LffiRARY shall designate no more than these two (2) key personnel for special training in the use
of the System. Should either assignment change, the LIBRARY shall promptly inform GIS. Training
will be scheduled as mutually agreed by both parties. The key personnel shall be GIS's single point of
contact with the LIBRARY following execution of this Agreement.
8.4 The LIBRARY will accept responsibility for all server operations, including, but not limited to,
regularly scheduled backups, server configuration updates, system software upgrades subject to
GIS's agreement, installation and maintenance of current service packs and security patches, and
Software updates pursuant to Article 8.6. Failure by the LIBRARY to administer server operations
may result in written notice from GIS to limit, or withhold, its maintenance Services if, following a
thirty (30) day cure period, the LIBRARY, in GIS's reasonable opinion, is unable to provide a
satisfactory performance level for server operations. Written notice shall identify all alleged
deficiencies in server operations. GIS shall resume its maintenance service when, in GIS's reasonable
opinion, server operations are resumed to a satisfactory performance level. GIS's approval will not
unreasonably be withheld.
8.5. The LIBRARY will provide GIS with reliable and immediate remote access to the POLARIS System
and, as required, to any Third-Party components, e.g. servers, workstations, network devices, that
directly or indirectly affect the performance of the POLARIS System. This access must be sufficient,
in GIS's sole opinion, to satisfy the implementation and on-going performance requirements and
warranties set forth under this Agreement. Access should be provided via the Internet. Failure by
the LIBRARY to provide minimal access via the Internet may result in unresolved performance issues
and may void GIS's obligations with respect to on-going performance requirements and warranties.
The LIBRARY's failure in this regard should not be considered just cause for delaying the setting of
an Operational Date, as specified in article 1.5 herein.
8.6. The LIBRARY will accept responsibility for the installation, performance and maintenance of all
Third-Party hardware/software components on the POLARIS System that are not supplied by GIS
under this Agreement. That notwithstanding, changes to the server(s) as a result of the addition of
Third-Party hardware/ software components may result in performance degradation. All GIS staff
time spent diagnosing and solving problems caused by such changes or failure to follow specified
server maintenance procedures is billable at the rate of $200 an hour with a minimum $400 charge.
Assistance by GIS staff in the re-building of servers due to virus or "hacker" intrusion will be billed at
$500 per server.
8.7. The LIBRARY will accept responsibility for the data concerning the LIBRARY's system profile and
system parameters that it has provided to GIS based on guidelines for the profile and parameters set
by GIS. GIS agrees to provide prompt written notice of any material discrepancy of which it becomes
aware between data provided by the LIBRARY and data required for effective functioning of the
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Software. GIS shall not have any responsibility for the use or function of the Software beyond those
guidelines set forth in the Software Materials.
9.
Site Preparation
It is understood and agreed that the aforesaid fees do not include any site preparation or installation
costs except as described in Schedule E, Services. The LIBRARY shall, at its own expense, prepare
the site to house the Hardware in accordance with the installation specifications presented in GIS's
Proposal or supplied to the LffiRARY immediately following contract signing. Pursuant to those
specifications, the LffiRARY shall provide suitable electric service for operation of the Hardware and
a reliable connection to the network via the Internet. The LIBRARY is also solely responsible for
preparing an environment free of any and all impediments, including, but not limited to, asbestos,
hazardous materials, and! or hazardous conditions, that may interfere with GIS's ability to perform a
. successful and timely installation of the System components. Site preparation shall be completed by
the LIBRARY within forty-five (45) days of contract signing.
10.
Privacy of Data
GIS agrees not to use patron details such as names, addresses, etc., for any purpose other than
providing requested service to the LffiRARY and agrees not to transmit LIBRARY data to any third
party, except as requested by the LIBRARY.
11. Protection and SecuritY
11.1. The LffiRARY will take appropriate action, by instruction, Agreement or otherwise, with any persons
permitted access to licensed Software so as to enable the LIBRARY to satisfy its obligations under
Article 7 herein.
11.2. All licensed Software Materials contain GIS proprietary information, use of which is limited by the
licenses granted in this Agreement. The LIBRARY will not disclose or otherwise make available,
except as required by law, any licensed Software Materials in any form to any third party except to
the LIBRARY's employees, or to agents directly concerned with licensed use of the program.
12. Warranty
12.1. GIS warrants that GIS has the right to license the Software listed in Schedule D, POLARIS Software
Licenses herein. GIS further warrants that the Software will perform substantially in accordance with
the Software Materials in effect when shipped to the LIBRARY. GIS agrees to make reasonable efforts
to correct all reproducible material errors in the Software and discrepancies between the Software
Materials and the actual Software performance, contingent upon the LIBRARY advising GIS of such
errors within one (1) year from delivery. Pursuant to, but not limited by, Paragraph 12.3 herein, GIS
does not warrant that the operation of the licensed program will be uninterrupted or error-free or that
all program defects will be corrected.
THE FOREGOING WARRANTY IS EXCLUSIVE AND IN LIEU OF ALL OTHER WARRANTIES
OF MERCHANT ABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND/OR ANY OTHER
TYPE WHETHER EXPRESSED OR IMPLIED, WRITTEN OR ORAL.
12.2. GIS warrants that the LIBRARY shall acquire good and clear title to the Hardware purchased
hereunder, free and clear of all liens, claims, or encumbrances from a third party. Title to the
Hardware shall pass from GIS to the LIBRARY upon shipment of the Hardware to the LIBRARY. GIS
shall maintain a security interest in the Hardware that will be discharged when 100% of all payments
against the Hardware are made. Hardware purchased under this Agreement will be newly
manufactured, unless otherwise agreed to in writing by both parties.
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12.3. GIS disclaims any responsibility for correcting any adverse effects on either the performance or
operation of the POLARIS System, or on the individual components of said System, as a result of the
LffiRARY's use of (a) Third-Party hardware or software, and/or (b) databases and networks external
to the POLARIS System, in conjunction with the POLARIS System except where such Third-Party
hardware or software has been prior approved by GIS or has been provided by a GIS business
partner. GIS may provide consultation Services or assistance relating to the LIBRARY's use of such
Third-Party hardware and software, external databases and networks, and shall reserve the right to
charge, at the rate of $200 per hour with a minimum $400 charge.
13. futt..tware Maintenance and System Support
13.1Telephone support and general release updates for the Software will be provided as part of the annual
Software Maintenance fee. Service coverage and limitations are set forth under Schedule G herein.
13.2. Software updates will be made available periodically. GIS shall have full discretion as to the timing
and content of Software updates during the term of this Agreement. Failure to release Software
updates during any specific term does not constitute default on the part of GIS because of the
continuation of the right to use telephone support and other support-related Services. Given the
complexity of the library automation environment, including such factors as evolving standards,
developmental tools, and market demands, GIS reserves the right to modify its development plan for
future releases for the best interests of its current customers, its organization (from a support
perspective) and future marketability.
13.3. GIS and the LIBRARY will accept mutual responsibility for implementing Software updates. All
mandatory Software updates must be installed within one (1) year of their release to insure proper
program performance and continued support. In conjunction with Article 8.4 herein, failure by the
LIBRARY to install Software updates within the agreed time frame may result in the termination of
program service and maintenance, or in the increase of program service and maintenance fees where
appropriate.
13.4. Each type of program service and maintenance specified will be available unless discontinued by GIS
upon one hundred and eighty (180) days written notice.
13.5. GIS reserves the right to charge at $200 per hour with a minimum $400 charge for any additional
effort that results from providing Services for a licensed program altered by the LIBRARY.
14. Patent and Copyright
14.1. GIS will defend the LIBRARY against any claim that licensed Software and/or Software Materials
furnished and used within the scope of the license granted herein infringe a U.S. patent or copyright
and GIS will pay resulting costs, damages and attorney fees finally awarded, provided that: (a) the
LffiRARY promptly notifies GIS in writing of the claim, and (b) GIS has sole control of the defense
and all related settlement negotiations.
14.2. If such claim has occurred, or in GIS's opinion is likely to occur, the LIBRARY agrees to permit GIS at
its option at no additional expense to the LIBRARY either to procure for the LIBRARY the right to
continue using the licensed Software and/ or Software Materials, or to replace or modify the same so
that they become non-infringing. If neither of the foregoing alternatives is reasonably available, the
LIBRARY agrees on one (1) month's written notice from GIS to return or destroy all copies of the
licensed Software and/ or Software Materials received from GIS and all copies thereof, and to receive
a refund for any monies paid for said licensed Software and/ or Software Materials, exclusive of any
periodic maintenance fees.
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14.3. GIS shall have no obligation to defend the LIBRARY or to pay costs, damages, or attorney's fees for
any claim based upon the LIBRARY's use of licensed Software that has been altered by the LIBRARY
without GIS's express permission and in direct breach of Article 7.5. herein.
14.4. The foregoing states the entire obligation of GIS with respect to infringement of patents or copyrights.
15. Limitation of Remedies
15.1. For any claim concerning performance or non-performance by GIS pursuant to or in anyway related
to the subject matter of this Agreement and any supplement hereto, the LIBRARY shall be entitled to
recover actual damages to the limits set forth in this section. No action, regardless of form, arising out
of this Agreement, may be brought by either party more than two (2) years after the cause of action
has arisen.
15.2. GIS's maximum aggregate liability, whether for breach of contract, breach of warranty or in tort,
including negligence, will be limited to a maximum of all monies paid for the Software, exclusive of
any maintenance fees.
15.3. This limitation of liability will not apply to Articles 14 and 25 herein, or to claims for personal injury
to the extent caused solely by GIS's negligence.
15.4. IN NO EVENT WILL GIS BE LIABLE FOR ANY DAMAGES ARISING FROM THE USE,
OPERATION, OR MODIFICATION OF THE SYSTEM BY THE LIBRARY, OR FOR ANY LOST
PROFITS OR OTHER CONSEQUENTIAL, SPECIAL, OR INDIRECf DAMAGES, EVEN IF GIS
HAS BEEN ADVISED, KNEW OR SHOULD HAVE KNOWN, OF THE POSSIBILITY OF SUCH
DAMAGES.
16.
Waiver of rights
The waiver or failure of either party to exercise in any respect any right provided for herein shall not
be deemed a waiver of any further right hereunder.
17.
Severa bili!y
If any provision of this Agreement is invalid, illegal or unenforceable under any applicable statue or
rule of law, it is to that extent to be deemed omitted, and the remaining provisions shall not be
affected in any way.
18.
Headings
The headings of the various Paragraphs and Subparagraphs herein are for convenience only and shall
not control or affect the meaning or construction of any provisions of this Agreement.
19.
Governing Law
This Agreement shall be subject to all applicable laws of the Federal Government of the United States
of America and to the laws of the State of Texas. The applicable law for any legal disputes arising out
of this Agreement shall be the law of the State of Texas. Any action or suit commenced in connection
with this Agreement shall be in the Courts of Lamar County, Texas. The prevailing party shall be
entitled to reasonable attorney fees and costs as awarded by the court including any action at the
appellate level.
20.
Saving Clause
Typographical errors are subject to correction.
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21.
Assignments
Both parties agree that' no sublicensing, or assignment of their rights or interest, nor delegation of
their duties under this Agreement shall be made or become effective without the prior written
consent of the other party. Any attempted sublicensing, assignment or delegation without prior
written consent shall be wholly void and ineffective for all purposes.
22.
Taxes not included
The charges shown on this Agreement do not reflect applicable state and local taxes that may be
added to the amounts shown at the time of invoicing.
23.
Whole Agreement
. This Agreement constitutes the entire Agreement between the parties and supersedes all proposals,
presentations, representations, and communications, whether oral or in writing, between the parties
on this subject. Neither party shall be bound by any warranty, statement, or representation not
contained herein. The signatories acknowledge reading, and agree to comply with, all terms and
conditions.
24.
Force Majeure
Any delay or nonperformance of any provision of this Agreement caused by conditions beyond the
reasonable control of the performing party shall not constitute a breach of this Agreement, provided
that the delayed party has taken reasonable measures to notify the other of the delay in writing. The
delayed party's time for performance shall be deemed to be extended for a period mutually agreeable
to both parties. Conditions beyond a party's reasonable control include, but are not limited to, natural
disasters, acts of government after the date of the Agreement, power failure, fire, flood, acts of God,
labor disputes, riots, acts of war and epidemics. Failure of subcontractors and inability to obtain
materials shall not be considered a condition beyond a party's reasonable control. This provision
does not relieve the LIBRARY of its obligation to make payments then owing.
25.
Indemnification
GIS agrees to indemnify, hold harmless and defend the LIBRARY and its agents, officials and
employees from any liability, claim or injury, related to or caused by fault or negligence of GIS
employees or subcontractors.
26.
Amendments
Amendments and modifications to all, or any part, of the Agreement and to the appendices and
referenced attachments, may be made, and shall be binding, only if in writing and signed by duly
authorized representatives of both parties.
27.
Funding
LIBRARY represents that funding has been appropriated sufficient to purchase the deliverables set
forth in the Schedules attached to this Agreement.
IN WITNESS WHEREOF the parties have duly executed and delivered this Agreement, which shall
inure to the benefit of and be binding upon the successors of the respective parties, as of the last date
indicated below.
POLARIS
POI.AR5
II
ACCEPTED FOR THE LIBRARY
ACCEPTED FOR GIS Information Systems, Inc.
By:
By:
Cutis Fendley
Tit1e:~ayor, City of Paris, Paris, Texas
Title:
President, GIS Information Systems, Inc.
Date: ~, 2005
Date:
APPROVED AS TO FORM.
FOR GIS Information Systems, Inc.
By:
Title:
Manager, Proposals and Contracts
Date:
POLARIS
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I
Schedule A .
Libra Statistics
1. Estimated Number of Patrons
2. Estimated Number of Items
3. Estimated Number of Titles
4. Estimated Number of Authority Records
5. Items Issued Annually
6. . Number of Concurrent Workstations/Devices/In-bound Internet
(total of categories below)
26,702
120,832
106,982
N/A
311,044
24
6.1 Staff Client Licenses:
6.2 Dedicated PAC workstations:
6.3 Internet access to PAC
7.
Name and address for central server location:
Paris Public Library
326 South Main
Paris, TX 75460
8.
Other locations:
N/A
POLARIS
II
x
x
x
#1
10
9 (Unlimited licenses)
Unlimited license - est. at 5 concurrent users
POLARE
.--.,. '..--.'...."""-"_--"'0'___...",.,.-.......
'SchedulèB
Database Services
1. Data Upgrade - Standard Services:
Bibliographic, Authority, Item, Patron, and Circulation Transaction (including reserves)
file migration (where applicable):
$5,000
This service includes:
Reports
Profiles
Bibliographic Records
Authority Records
Item Records
Patron Records
Circulation Transactions/Reserves Records
Gap Processing
The gap process consists of migrating a second set of the library's data added, modified, and deleted in the
bibliographic, authority, item, and patron files since the initial data pull. Additionally, the circulation
transaction data will be migrated during the gap period, along with a newly updated item status.
Because the Galaxy software does not necessarily update the modification date in the various data files,
bibliographic, authority, and item record modification, and patron record maintenance during the gap
period should be minimized as much as possible. GIS' assigned implementation manager will work with
you to develop a workflow that best meets the needs of the library, dependent on the final implementation
schedule.
For further details, please refer to the page entitled Data Upgrade Details at the end of this quote.
~ otal - Database Services
$5,000
Qmional On-Site Profiling Service
On-site profiling is an optional service offered by GIS to provide the opportunity to have the automation
environment of a given site or sites more fully evaluated by a GIS migration specialist. This can be
contracted for on a "travel and expenses" basis.
PO LARIS
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,
Schedule C
Hardware and System Software
~.
Descri ption
~tion/pomain Cont!:2lJer Server
1 Dell PowerEdge 2800
(2) Intel Xeon 2.8 GHz CPOs (1M cache)
2GB memory
2x3 Split Backplane
Wide tower cabinet, redundant power supply
DVD-ROM drive
SVGA graphics controller
RAID controller
10/100/1000 Ethernet NIC
DAT72 tape backup (internal)
(2) 36GB 15,000 rpm SCSI hot swap disks (System-RAID 1)
(3) 36GB 15,000 rpm SCSI hot swap disks (Data-RAID 5)
Internal56L modem
17" SVGA Monitor
Dell APC 1500V A UPS
1
4-port Dialogic Board
Sub-Total - ProductionfDC Server
Note: Warranty period is measured from the delivery date of the component
Backup Media
20 Backup Tapes
Software
1 Microsoft Windows 2003 Server License (P73-00315)
1 Microsoft Windows 2003 Server - Media (p73-00156)
1 Microsoft SQL 2000 Server per-processor License &
Software Assurance (228-01522)
1 Microsoft SQL Server - Media (228-01265)
10 Microsoft Windows 2003 Client Access License (R18-00210)
. 1 Brightstor ARCServe v.l1
POLARIS
I
Unit
Price
$5,611
$600
$115
$26
$3,255
$26
$7
$452
Expanded
Price
$5,611
$600
$6,211
$420
$115
26
$3,255
$26
$70
$452
P<JIAIæ
I Brightstor ARCServ~ v.ll SQL Agent
. 1 Brightstor ARCServe v.ll Media
1 Visual Studio.Net Pro 2003 for SQL Reporting (659-01267)
1 Visual Studio. Net Pro 2003 Media (659-01453)
Sub-Total - ProductionfDC Server Software
$580
$17
$84
$26
$580
$17
$84
$26
$4,651
Shipping Charges
$150
I Total - Hardware, System Software and Shipping
$11,432 I
PO LARIS
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ScheduleD,:,::;,;> .<. .
POLARIS Software Licerises
Pursuant to Paragraph 12.1 herein and subject to the terms and conditions of this Agreement, GIS will
grant non-transferable and non-exclusive licenses for the following Software for use by the LIBRARY.
T cta! Cost
1. . POLARIS server Software
Includes: PawerPAC, Circulation (including offline circ), Patron Services, SIP2,
Cataloging (including import/export and authority control), 239.50 client and seruer,
Acquisitions (including EDI), System Administration, System Reports.
$20,000
2.
Client Software
Total Staff Licenses: 10
Unlimited PowerP AC/Intemet access licenses
$10,000
N/C
3.
Ehone ~on - Outbounq. Single Line (IDQudes ~f Access License}
$2,750
3. POLARIS Software Materials -
Complete set of POLARIS documentation on CD + one set of User Guides
N/C
I Total- POLARIS Software Licenses
$32,750
PO LARIS
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-
I
Schedule E
Services
1. 1m lementation Services
Overview
GIS shall provide implementation services involving project consultation and training. These services shall
include, but are not limited to:
. Assigning an Implementation Manager whose role will be to work in conjunction with the library
during the implementation phase of the contract.
. Providing trainers to instruct the library on the operation of the POLARIS application/ system
administration consistent with the provisions set forth below.
Purpose of the Implementation Site Visit
Your Implementation Manager will schedule a two-day site visit to discuss:
. Policy files creation
. Data migration issues
. Project planning
The Implementation Site Visit requires the participation of the library's System Administrator as well as
representatives from each of the library's administrative units involved or affected by the implementation
of POLARIS.
Training Philosophy and Fees
Train-the- Trainer Approach: GIS's approach to training is to thoroughly train a core group (numbers
indicated below) at the customer site. This core group will receive in-depth training on the various
subsystems. This core group will, in turn, train the remainder of the library staff. System Administration
training is offered as a three-day session at GIS headquarters in Syracuse, NY.
Prerequisites: Prior training on Windows 98, Windows XP Professional and/or Windows NT/2000 is
required for all trainees. Up to ten (10) trainees allowed at each training session. Training materials will be
provided for each session. Additional training days can be contracted for at a cost of $1,500 per trainer per
day including expenses. Training should take place in a room away from public areas and have the capacity
to hold the number of trainees (up to 10) and the GIS trainer. It is strongly recommended that each trainee
have the use of a library workstation with the POLARIS Staff client software installed.
Implementation Manager site visit and on-site training will be charged in whole days at $1,500 a day for
each GIS staff member, all expenses included.
PO LARIS
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Schedule E
Services - continued
fiQject Consultation:
2 Days On-Site Project Implementation Visit including expenses
$3,000
.
Policy Files Creation, Data Migration, Project Planning
POLARIS A lication Trainin Consultation:
6 Days on-site training covering the following subsystems including expenses
$9,000
(To occur after system installation and initial database load)
Up to ten (10) trainees allowed per session.
. PAC
. Patron Services
. Cataloging
. Acquisitions
. Workflow
PO LARIS System Administration:
- --
3 Days Syracuse-based training covering the following:
$3,000
. POLARIS System Administration Interface (Prerequisite: Windows 2000 Operations)
. POLARIS Database Structure and Reports
. Database Maintenance, User Management, Client Installation
. SQL and report authoring
Site may send up to 2 staff for this training at $500 per day per person
All library staff travel expenses are the responsibility of the library.
Sub- Total:,Il1'1plemen!ationServices
(includes all GIS personnel expenses)
..'", ..:
$15,000
POI.AR1S
PO LARIS
I
0 tional Service
additional days follow-up training/consultation: to address workflow efficiencies, new
functionality, outstanding questions @1,500 per day
Live-Day assistance at $1,500 a day including expenses (minimum 2 days)
Schedule E
Services - Continued
2.
Installation.
2.1
The installation fee for server Hardware and Software covers the integration, configuration, and
installation of all server Software, the staging of all server Hardware, and the on-site integration of
. the server Hardware. Said services will be performed initially at GIS's offices and subsequently on-
site by GIS technicians, who will perform such services at the rates set forth below. Any additional
days that are required on-site as a result of the failure of non-GIS equipment will be charged at
$1,500 a day including expenses. The LIBRARY will be responsible for the physical installation of
the servers.
Server and server Software - Installation and On-site Integration:
Production/DC server
$750
On-site integration of servers (includes travel expenses)
$3,500
I Sub-Total: Installation
. . $4,250
POLARIS
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For servers purchased or provided by the Library, the installation fees are as follows:-
Production server $1,500
Other servers $750 each
(e.g. Training server, PAC server, Phone Notification server)
Schedule E
Services - continued
3.
Subscription Service.
GIS 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. A one-time account setup fee will also be
applied. Price increases may occur on an annual basis, at the time of subscription renewal. The LIBRARY's
reported annual circulation is 311,044. Based on this figure, the first-year annual subscription will be set as
follows:
Component Annual Cost
Fiction and Biography Profiles $102
Tables of Content $116
PO LARIS
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. Summaries and Annotations $87
Chapters and Excerpts $87
Cover Images $155
Horn Review $128
Publishers Weekly Reviews $128
Library Journal Reviews $128
School Library Journal Reviews $128
CHOICE Reviews $128
Booklist Reviews $128
Author Notes (if Table of Contents or Fiction and No Charge
Biography Profiles are selected
Total Annual Subscription Fee $1,315
One-time Setup Fee $100
Note: Annual Subscription Fee and One-time Setup Fee will become due on the Operational Date of the
system.
POLARIS
POIAR:B
II
ScheduleF
Hardware Maintenance
GIS agrees to provide and the LIBRARY agrees to accept service at the installation location(s) in Schedule A
for the items of Hardware shown below or on attached addenda. Telephone diagnostic service is available
during the following hours: 8:30am - 8:00pm, Monday through Friday. All hours are Eastern Time.
Line
No: Oty
1.1 1
1.2
." 1.3
1
1
Hardware
pescrurn-on
Dell PowerEdge 2800
(2) Intel Xeon 2.8 GHz CPUs (1M cache)
2GB memory
2x3 Split Backplane
Wide tower cabinet, redundant power supply
DVD-ROM drive
SVGA graphics controller
RAID controller
10/100/1000 Ethernet NIC
DAT72 tape backup (internal)
(2) 36GB 15,000 rpm SCSI hot swap disks (System-RAID 1)
(3) 36GB 15,000 rpm SCSI hot swap disks (Data-RAID 5)
Internal 56L modem
17" SVGA Monitor
. Dell APC 1500V A UPS
4-pOrt'Dialogic Board
Annual
Payment
$0.00
Type
Maint
DOS/SD/36
M/24
M/36
Type of Maintenance:
DOS/SD /36 = Dell onsite service with three (3) year service warranty commencing on the Delivery Date. Same
Business Day 24 x 7
M/24 = 2 year Manufacturer Warranty, LIBRARY pays cost of shipping. No replacement equipment while at repair.
Commencing on the Delivery Date.
$0.00
$0.00
Dell Maintenance Service Conditions:
- the service technician must receive full access to the unit(s) under coverage and (at no cost to Dell) have working
spac.e, electricity, and a local telephone line. If these requirements are lacking, Dell is not obligated to provide onsite
service.
- if the LIBRARY'S authorized representative is not at the location when the service technician arrives, the service
technician cannot service the unit(s) under coverage. The service technician will leave a card indicating that he or
she was there. If this occurs, the LIBRARY may be charged for a follow-up service call.
- if Dell determines that the defective unit is one that is easily disconnected and reconnected, or if it is determined
that the unit should be replaced as a whole unit, Dell reserves the right to send you a whole replacement unit. If a
service technician delivers the replacement unit to the LIBRARY in person, the LIBRARY must relinquish the
defective unit to the service technician. If the LIBRARY does not relinquish the defective unit to the service
technician as requested above, or if (in the event the defective unit was not delivered in person by a service
technician) the defective unit is not returned within ten (10) days, the LIBRARY agrees to pay Dell for the
replacement unit upon receipt of invoice. Failure to honor the invoice within ten (10) days after receipt will cause
the cancellation of the service agreement and may result in other legal steps.
- all parts removed from the unit(s) under coverage become the property of Dell. The LIBRARY will be obligated to
pay at the current retail price(s) for any service parts removed from the unit(s) under coverage and retained by the
LIBRARY.
POLARIS
I
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- the services Dell agrees to provide are repair services which are necessary because of any defect which exists or
occurs in materials or workmanship in the units under maintenance. Preventive maintenance is not included.
Installation, deinstallation, or relocation services and operating supplies are not included. Repairs necessitated by
software problems, or as a result of alteration, adjustment, or repair by anyone other than Dell (or its
representatives) are not included. Dell is not obligated to repair any unit under coverage which has been damaged
as a result of (1) accident, misuse, or abuse of the unit (including, but not limited to, use of incorrect line voltages,
use of incorrect fuses, use of incompatible devices or accessories, improper or insufficient ventilation, or failure to
follow operating instructions) by anyone other than Dell (or its representatives), (2) an act of God including, but not
limited to, lightning, flooding, tornado, earthquake, and hurricanes, or (3) the moving of the unit under coverage
from one geographic location to another or from one entity to another.
Sched uleG
Software Maintenance arid System Support
1.
Telephone diagnostic service: is available during the following hours: 8:30am - 8:00pm, Eastern
Standard Time, Monday through Friday, excluding standard GIS holidays. From 8:30-5:00pm
Eastern Standard Time customers will be able to call Customer Support and reach their Site Manager
or Technical Support Specialist. From 5:00pm-8:00pm Eastern Standard Time customers will reach
the Site Manager or Technical Support Specialist working at GIS headquarters that night. At 8:00pm
the phones will be transferred to the answering service. Emergency referrals from GIS's Operations
Center to on-call personnel will be available 24 hours per day, 7 days per week. Emergency assistance
is limited to work in correcting problems which impact critical functionality of the System. Software
service 'calls that cannot be solved immediately will be referred to specialists within the Operations
Center. Services performed by GIS beyond the scope of those services listed in 2.1, 2.2. and 2.3.
below, or beyond the limitations listed in 3.1.,3.2. and 3.3. below, will be billable at the rate of $200
an hour with a minimum $400 charge.
2.
Software maintenance covers:
2.1. trouble-shooting of any POLARIS Software related problem;
1.2. provision of updates to the latest version of the POLARIS Software;
1.3. support for SQL reports interface with POLARIS Software;
3.
Service limitations:
3.1. no on-site Software support service is included under this Agreement. Anyon-site service
requested by the LIBRARY will be provided at GIS's per-call rates and terms then in effect.
3.2. service will not be provided as a result of:
fault or negligence on the part of the LIBRARY;
failure of Third-Party hardware/ software;
operator error that deviates from standard operating procedures as described in the
Software Materials;
data loss and/ or corruption as a result of any Hardware failure
3.3. Software support service does not include:
Server operating systems;
Client operating systems;
Third-Party PC software;
network/ communications software;
web server/browser software (except where supplied by GIS);
PC trouble-shooting;
virus protection, detection or removal; repair of damage incurred through the infection of a
virus;
POLARIS
POI.ARlS
I
.4.
Software Maintenance Fees:
4.1 POLARIS server Software
4.2 POLARIS client Software
4.3 Phone Notification
4.4 SQL Reports interface to POLARIS
Annual
$4,500
$2,475
$285
$60
Total: Annual Software Maintenance and System Support Fee
Commencing on the Operational Date
$7,320
Schedule H
Payment Schedule
System Costs
Purchase Price
Database Services (Schedule B)
$5,000
Hardware and System Software (Schedule C)
$11,432
POLARIS Software Licenses (Schedule D)
$32,750
Services (Schedule E)
$19,250
Subscription Service Set-up Fee (Schedule E)
$100
I Total: System Cost
$68,532
1.
Payment on Delivery
1.2 Services (Schedule E)
$5,000
$19,250
1.1 Database Services (Schedule B)
1.3 Subscription Service Set-up Fee (Schedule E)
$100
2.
Payment for Hardware and System Software
. 2.1 Total Cost (Schedule C)
POLARIS
$11,432
P{)lAlŒ
II
Payment for this cost to be made as follows:
50% upon signing the Agreement
50% upon delivery
$5,716
$5,716
3. Payment for Software
3.1 Total Costs (Schedule D)
$32,750
Payment for these costs to be made as follows:-
25% upon signing the Agreement
50% upon delivery
25% upon Operational Date
$8,187.50
$16,375.00
$8,187.50
4 . Annual Payments to Commence on the Operational Date
4.1. Software Maintenance and System Support (Schedule G)
$7,320
4.2 Subscription Service for Enhanced Data for PAC (Schedule E)
$1,315
Schedule I
Additional. Considerations
1.
Returned Goods Authorization.
Goods mistakenly configured or shipped by GIS will be picked up at GIS's expense and a full
credit will be applied to the customer's account. In order to assure the timely handling of your
return, a Returned Materials Authorization number must accompany all returns.
Goods mistakenly ordered by the LIBRARY may be returned within 30 days of sale. If the
return is in its original packaging and fit for resale as new, the LIBRARY's account will be
credited for the selling price less a 20% restocking fee and less any shipping and handling
charges. The LIBRARY must obtain a Returned Materials Authorization number and ship the
return at their own expense, including insurance for the replacement value of the return. If the
return is lost in shipment, the LIBRARY remains liable to GIS for the full purchase price as
invoiced and must collect from the carrier or insurer. If the return is shipped to GIS without a
Returned Goods Authorization, an additional tracing fee may be deducted from the value of the
return. If the return is in a condition that prevents its resale as new, the LffiRARY will receive
credit only for the value as determined by GIS for use as maintenance spares or for sale as used
equipment. Software licenses, barcode labels and all custom goods are not returnable.
2.
Network and Workstation Requirements
The POLARIS system is based on TCP lIP protocols over an Ethernet network, and uses industry
standard techniques and technology for networking. POLARIS network topologies and
protocols include powerful Ethernet 10BaseT and 100BaseT local area networks, high-speed fiber
links, and wide-area digital communications, running a variety of protocols, including TCP lIP.
GIS supports Ethernet LANs using TCP lIP. All existing network hardware components must
POLARIS
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I
be TCP lIP compatible and manageable. POLARIS is a PC-based system requiring, at a
minimum, Staff workstations running under Windows 2000/XP Professional and PAC
workstations running under Windows 98/2000/XP. Existing dumb terminals cannot be re-
deployed. MACs with Ethernet cards and Internet Explorer capability may also be used as PAC
workstations. The required wiring is Category 5 (802.3 Ethernet compliant), capable of handling
bandwidth from lOMbps to lOOMbps. Analog equipment is not compatible with the network.
As an additional service, the LIBRARY may contract with GIS for detailed network plans,
including design criteria, hardware, and pricing at the then current rates.
3.
Ownership of Data
GIS acknowledges the LIBRARY's ownership of the various databases installed upon the System.
Upon termination of this Agreement by either party, or upon conclusion of the Agreement term,
GIS agrees to assist the LIBRARY in extracting all LIBRARY-owned data from the System. Such
assistance shall include personnel time and GIS's best efforts, provision of documentation
regarding the format and contents of the extracted data, verification that extracted data is complete
and in a form suitable for use by the LIBRARY, and other assistance necessary for the extraction of
data. Such assistance shall be provided by GIS at no charge to the LIBRARY if termination of this
Agreement by the LIBRARY comes as a direct result of a breach, by GIS, of any of the terms and
conditions set forth herein; in all other circumstances concerning termination, GIS shall be entitled
to charge the LIBRARY at its then current rates for data extraction services, including any actual
expenses for travel to LIBRARY. The data shall include all contents of all files created, maintained,
and owned by the LIBRARY, including all bibliographic data, holdings data, patron data, in-process
transaction data associated with circulation control, cataloging, acquisitions, serials control, and any
other activity or subsystem in use by the LIBRARY. Wherever standards such as MARC exist for
the format of that data, GIS will furnish such data in the standard format. Appropriate
documentation shall be provided. These Services will not be delayed or withheld by GIS in the
event of any legal proceeding initiated by either party.
Schedule J
Data Upgrade Details
Data U
ade - Standard Services
Bibliographic, Authority, Item, Patron, and Circulation Transaction (including reserves), file
migration (where applicable):
This service includes:
Reports:
. Bibliographic tag and subfield statistics
. Bibliographic, authority, item, patron, and circulation transaction record counts
. Exception reports of excluded data
Profiles:
. POLARIS System Profile: this profile covers the system configuration and policy codes used by
POLARIS.
PO LARIS POI.AR1S
I
.
Data Mappings: this profile covers the instructions the library will provide to GIS for mapping
Galaxy data to POLA1{JS.
Bibliographic Records:
. Insertion of default 005 and 008 tags where tags are missing.
. Removal of I deleted' status records.
. Concatenation of 09x call numbers subfields into a single subfield.
. Insertion of identifier rCall number missing') in 092 for records without valid local call numbers.
. Removal of slashes within call numbers (required for accurate and consistent reports).
. Creating 09x call number precedence.
. Preservation of Galaxy control numbers.
. Correction of non-filing indicators.
. Creation of POLARIS bibliographic IDs.
. Insertion of default values into leader where leader positions are empty.
. Loading, normalization, and indexing using default POLARIS indexes.
Authoritv Records:
. Insertion of defaults into 008 fields required by POLARIS where values are missing.
. Setting authors as appropriate both for main entry and subject usage.
. De-duplication of name and subject file.
. Loading, normalization, and linking using default POLARIS indexes.
PO LARIS
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I
. . . ,Schedule
Data Upgrade Details-coritinued
Data U
ade - Standard Services
Item Records:
. Insertion of identifiers where call numbers are missing.
. Removal of slashes within call numbers (required for accurate and consistent reports).
. Breaking up call numbers from a single field into four fields (call number prefix, call number cutter,
and suffix; split is performed by machine using global data patterns common to call numbers).
. Review of data analysis reports in conjunction with profiling.
. Assistance in the removal of withdrawn items.
. Preservation of links to bibliographic records.
. Mapping of library branch numbers to POLARIS Organization ill's.
. Mapping of either existing item fine code or item statistical classes to POLARIS statistical classes,
depending on the library's choice (this process may involve consolidation of multiple codes into
smaller groupings, but does not include expansion of codes).
. Preservation of notes.
. Placing stops on non-circulating items.
. Mapping of item stops to user-defined stops.
. Preservation of free-text stops where no other stop exists.
. Mapping POLARIS Material type, loan period, collection, fine code, and shelf location, each from a
single Galaxy item value, such as Material class, call number prefix, material type, agency, loan
period, fine code, or statistical class. (For example, the library can specify the global creation of
collections from Galaxy agencies, but cannot include exception criteria for the creation of the
POLARIS codes).
. Creation of new values for Material Types, Shelf Locations, etc. for future use in POLARIS (not
corresponding to values from the Galaxy values), but no items involved in the conversion are to be
given these values.
. Small numbers of items not fitting into a particular mapping may be given a default value for that
particular attribute. For example, an item bearing obsolete or typographically incorrect information
in the agency may be given the default collection of 'MISCELLANEOUS' .
. Item loan policy is created from the newly-mapped values (usually the material type or collection);
mappings are completed branch-by-branch on a one-to-one mapping basis.
. Reports are made identifying items not linking to existing bibliographic records. Such items are not
loaded or are mapped to a single generic bibliographic record for resolution by library staff after
going live.
. Changing of item statuses (e.g., from 'in-storage' to 'in' for a particular library and collection).
PO LARIS
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.. Schedule J
Data Upgrade Details - continued
Data U
ade - Standard Services
Patron Records:
. Mapping of patron names into Last name, First name(s), and Middle initial fields in POLARIS
records.
. Preservation of gender and birth date fields, if appropriate.
. Preservation of notes.
. Placement of optional stop on patrons with notes.
. Removal of permanently stopped and expired patrons (as requested).
. Removal of 'Full Borrower input required' patrons.
. Mapping of Galaxy Patron codes to POLARIS patron type codes; includes defaulting as necessary.
. Mapping of Galaxy Patron home libraries to POLARIS Organizations. Includes defaulting as
necessary .
. Mapping of Galaxy language codes into POLARIS language codes. Includes the insertion of English
as a default where no language code or 'Other' exists.
. Corrections to cities, states, and zip codes for patron home and alternate addresses, including the
insertion of defaults as appropriate. Corrections will be based upon reports generated for library
by GIS with instructions returned by library to GIS. The responsibility to check the accuracy of the
data belongs to the library.
. Mapping of blocks and stops in the following order of priority: system stops (permanent stops and
Registration required), user-defined stops, and free-text stops.
. Mapping of whole data elements into 5 available user-defined fields. Mapping is to be based on the
entire field, rather than on parts of the element. (e.g., if a user defined field is Galaxy Demographic
data, then all Demographic data are to be mapped, not just those containing a particular value,
such as Friend of the library.)
. Preservation of links between patrons, bearing a description indicating that the links existed in
Galaxy .
. Preservation of Individual Access Module PINs as patron passwords, where the PIN is not
uninitialized ("0000").
. Insertion of the patron last name into the patron password field where the PIN does not exist, or is
unini tialized.
Circulation Transactions eserves Records:
. Preservation of patron registration, entry, update, last activity dates.
. Preservation of patron usage for the last two years, as defined by library use of year-end processes.
. Preservation of item creation, modification, and inventory dates.
. Preservation of item circulation counts for lifetime and for year-to-date, as defined by library use of
year-end processes.
. Mapping of Galaxy item status to POLARIS item status.
. Preservation of patron information, due dates, and renewal counts for items with a status of out.
. Preservation of claims counts (but not claims reasons).
. Preservation of patron account details (i.e., financial transaction history.)
. Preservation of reserves placed in the Galaxy system.
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0 tional Data U
ade -Enhanced Services
Bibliographic, Authority, Item, Patron, and Circulation Transaction (including
reserves),
file migration (where applicable): $10,000
The following services are included in addition to the standard services listed above:
Bibliographic Records:
. Global 09X call number cleanup (report provided to library for review and instructions).
. Global deletion of unwanted tags, as requested (report provided by GIS to library for review and
instructions) .
. Loading, normalization and indexing using modifications to POLARIS indexes as provided by
library .
Authon Records:
. Loading, normalization and indexing using modifications to POLARIS indexes as provided by
library .
Item Records:
. Global cleanup of item call numbers (report provided to library for review and instructions).
. Copy the 020$c price field in the bibliographic record to the item record price field.
. Modification or creation of statistical class codes.
. Re-mapping of the following item codes as instructed by library based upon a maximum of two
input criteria within the item records: material type, collection code, fine code, loan period code,
holdability, and loanability within and outside system (for example, creation of new material types
based upon call number prefix and Galaxy item fine code).
Patron Records:
. Modification or creation of statistical class codes.
. Re-mapping of patron codes as instructed by library based upon a maximum of two input criteria
within the patron records.
. Creation of random PIN numbers
. Placing stops on sets of patrons as instructed by library.
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0 tional Data U
ade - Custom Services
Bibliographic, Authority, Item, Patron, and Circulation Transaction (including reserves),
file migration (where applicable): Custom quotation
GIS can accommodate most requests for custom data enhancements (such as authority control processing,
brief record upgrade, custom population of empty fields), or data corrections that fall outside our standard
and enhanced services. A custom quotation will be necessary once the library and GIS have agreed to a
profile for the services.
Custom Reports:
Statistical reports generated during the course of processing are provided free of charge. However,
requests for reports on data elements that fall outside our normal processing will incur charges. GIS can
provide custom electronic text file reports for the library on various data elements and will be provided to
the library to assist in the decision-making process during the data migration. The final data load, or "gap
tape", will be restricted to the addition of new records.
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