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DYNIX CORPORATION - 2005-03-07 (3)
CITY OF HUNTINGTON BEACH 2000 MAIN STREET CALIFORNIA 92648 OFFICE OF THE CITY CLERK JOAN L. FLYNN CITY CLERK LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCIL/ REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH DATE: DS r ATTENTION: OW4a- AUij-(. 05e sue DEPARTMENT: See Attached Action Agenda Item ��' Date of Approval 7- O•� Enclosed For Your Records Is An Executed Copy Of The Above Referenced Agenda Item. Remarks: l?'tvi Clerk Attachments: Action Agenda Page Agreement '� Bonds Insurance RCA Deed Other CC: U.C3f�4,t.� �S ✓ ✓ Pl Department RCA Agteem ut Insurance Other N t RCA Anent Insurance_ Other Y� t✓f� ame artment RCA Agreement Insurance Other /Vann Department RCA Agme nent Insurance Other Name Department RCA Insurance g:ffoltowupAetters/covedtrdoc lTetephone: 71$-536-5227 JJ i Council/Agency Meeting Held: 944 Deferred/Continued to: Approved U Conditionally Approved © Denied ity lerk' Sign u Council Meeting Date: 3/7/2005 Department Number: LS 05-01 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION `- rr, SUBMITTED TO: HONORA LE MAYOR CITY COUNCIL MBERS SUBMITTED BY: PENE ECU E H-GRAFT, ITY M IST T R PREPARED BY: RON HAYDEN, DIRECTOR OF LIBRARY SERVIC BEHZAD ZAMANIAN, ACTING INFORMATION SERVICES DIRECTO SUBJECT: APPROVE LEASE/USE AGREEMENTS TO REPLACE THE LIBRARY'S COMPUTER AND PHOTOCOPYING SYSTEMS Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s) Statement of Issue: The computer system for the Library, including the circulation system and photocopiers, is over 10 years old and needs to be replaced because the current system is antiquated and no longer serviceable. Funding Source: $150,000 FY03-05 Equipment replacement - account 10400211.84000 - 10042154C $ 7,500 California State Library Grant for the purchase of a library server 161 790 FY02-05 Library equipment replacement - account 88050151.84000 $319,290 Total combined equipment replacement funding in current budget. Recommended Action: 1) Motion to approve and authorize the execution by the Mayor and City Cleric of the license/use agreement between the city of Huntington Beach and Dynix Corporation for application software to replace the Library's automated circulation system. (See Attachment #1) 2) Motion to approve and authorize the execution by the Mayor and City Clerk of the license/use agreement between the city of Huntington Beach and the CMS lease agreement for copiers. (See Attachment #2) Alternative Action(s): 1. Do not approve the Dynix or CMS agreements and select other vendors. Analysis: The Huntington Beach Public Library currently has an automated computer system from the GEAC Company. This system is 10 years old. Throughout the past four years, staff have done all they could to preserve the GEAC computer for as long as possible. Due to its age, parts and maintenance are difficult to obtain. It needs to be replaced. The following are the primary justifications for recommending the replacement of the GEAC computer system and the current photocopiers: Huntington Beach is one of only two California libraries to use GEAC. The other city library, Altadena Public Library, is in the process of selecting another system. Therefore, Huntington Beach will soon be the only California public library using G EAC. • GEAC is more costly to manage, less reliable, and more prone to catastrophic failure. • If GEAC is not replaced, the Library is susceptible to significant loss of data, including over 250,000 resident records, 1 million circulation records, and 400,000 item records. GEAC was "down" 12 times in the last two years and unavailable for patron use for up to a week at a time. Library computer peripherals such as printers and copiers are over 10 years old. There have been many patron complaints about the frequency of out -of -order signs on the aging equipment. The server hardware is an IBM RS16000 Powerserver purchased in 1994 and is no longer in production. Replacement parts are difficult to obtain. • The server had to be serviced 4 times in the last 6 months making it costly to maintain. • In December 2005, the Library's current book ordering system will no longer be supported. Therefore, we will not be able to order books electronically and economically without a new system. • In July 2005, the Library's cataloging software will no longer be supported. In addition to not being able to order books, the staff will not be able to edit and add book inventory data. The Library Department has been planning for a new system for five years. A development and evaluation committee comprised of Library staff prepared specifications, conducted site visits to other public libraries, and offered recommendations to the Library Director for the purchase of the new circulation system. Additionally, a review, selection and negotiating committee was established which included staff from the Library Department, Information Systems Department, Administrative Services Department — Purchasing and Finance Divisions, and City Attorney. This committee analyzed the vendor responses to the Request for Proposal (See Exhibit B). The following are the bidding companies, with their respective bids (See Exhibit A for Dynix RFP Responses): 2 After an extensive analysis of the bid responses, staff is recommending to the City Council that Dynix be selected for the Library's new computer system. The Purchasing Division, with the assistance of the Finance Officer, conducted a comprehensive review of the financial background of Dynix and concluded that the company is in good financial condition and a reputable company. Dynix was established in 1983 and is the largest company of the five bidders with 406 employees. Dynix also has the largest number of libraries with 4,272 public libraries and 5,494 non-public libraries as clients. A number of local cities selected Dynix for their public library circulation system including Newport Beach, Long Beach, Anaheim, Fullerton, Pasadena -Glendale, Redondo Beach, Buena Park and Downey. Dynix will provide an efficient and effective computer system. The new Dynix system will have the following benefits: • Improve customer service to library patrons by increasing system reliability and availability, faster system response times, and adding new features that are easier to use. • Provide more reliability with new computer servers, workstations, copiers, and printers. • Provide user-friendly software which makes it easier for staff and patrons to use. The new catalog will have an easy to use modern interface similar to Amazon.com. • Save approximately $23,000 annually in annual maintenance costs due to reduced staff time to maintain. • Provide more security by using the latest technology to encrypt sensitive information which protects patron's circulation records and Library processing records. • Reduce staff time needed to support the new system. Many tasks can be automated such as scheduling reports, processing transactions and back up activities. • Provide a "Kids Informational Portal" which draws children into a world of exploration through colorful icons and easy to use navigation of the Library's collection. • Allow staff to do an inventory of the collection, which will result in more accurate circulation data, reduced mistakes in overdues and missing books. • Provide faster response time when searching for materials. (Currently staff and patrons must wait for the 10-year-old server to respond.) • Provide more compatibility with surrounding libraries that have modern computer systems such as Dynix. The library will be able to more efficiently share data with other libraries such as borrowing material or interlibrary loans. The costs related to the replacement of the Library's computer with the Dynix and CMS systems is $319,290. They are entirely funded within FY03/04 and FY04/05 budget approved by the City Council. Additionally, a California State Library grant in the amount of $ 7,500 will be applied to the new computer system. 3 Along with the new Dynix library system, the library's obsolete computers, copiers, and printers will be replaced. The new system includes an arrangement for new copiers with five at the Central Library and one refurbished at each of the four branches. The current copiers are over eight years old and are heavily used. Working with Administrative Services and Information Services departments, library staff is recommending a lease agreement with CMS to provide copiers and printers for the public. Many public libraries use CMS. With the assistance of the Information Systems Department and Administrative Services Department — Central Services Division, it was determined that CMS provided a unique product which is used by many local public libraries. Since CMS has proprietary software for this program, it is the recommendation of Central Services to lease the proposed equipment, under CMS, in order to reduce administrative costs and eliminate trouble- shooting problems. The cost of the CMS equipment is $2,010.61 per month for a 60-month lease (a total of $120,637). After City Council approval, the implementation will begin in March. The following are critical dates for the project, including the "go live" or use by the public on July 27, 2005. Project Start First Payment Delivery of Programs (30%) Second Payment Complete Test Data Load Third Payment Delivery of Server (30%) Go Live Final Payment (10%) March 7, 2005 March 14, 2005 (30%) June 27, 2005 July 19, 2005 July 27, 2005 August 10, 2005 In conclusion, the Library's 10-year-old computer system and photocopiers must be replaced. After an extensive evaluation by a number of city departments, staff is recommending that Dynix be selected for the new automated circulation system. Staff is also recommending that CMS be selected for the leasing of the photocopiers. The costs for the entire system $319,290 and is fully funded in the current budget and by a California State grant. Environmental Status: N/A Attachment(s): License/use agreement between the city of Huntington Beach and Dynix Corporation for application software 2. CMS Document Management and Suppo Servic s Agreem t RCA author: Hayden + ' � x%f� % A r sa / �a lee V "r e- cc) 7VtL,.�7 Gl�.k-2: eff,ee, M ACORD CERTIFICATE OF LIABILITY INSURANCE OP ID PC n�alx-1 DATEIMMIDDI 02/18/05 PRODUCER Diversified Ins Technology T THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Group V HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 136 E. South Temple # 2300 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Salt Lake City UT 84111 Phone: 801-325-5000 Fax: 801-532-2804 INSURERS AFFORDING COVERAGE NAIC # INSURED ff jjp �,/ ee— �(S U7_ INSURER A: Federal Insurance C any 20281 INSURER F3 —' D�rnix CO To N 1 (6 © 4D0 West 2x Drive Provo UT 8 604 INSURER C INSURERD: INSURER E, COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONSAND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR INSR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE JMMlDDIYYj POLICY EXPIRATION DATE (MHBDDIYY) LIMITS A x GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY CLAIMS MADE 7X, OCCUR 35818216 06/01/04 06/01/05 EACH OCCURRENCE $ 1, 000 , 000 RREMISES (Ee Mc enc9) $ 1, 000 , 000 MED EXP (Any one person) $ 11Ir 040 PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2 , 000 , 000 GENL AGGREGATE LIMIT APPLIES PER: POLICY JECT LOC PRODUCTS- COMP/OP AGG $ 2,000,000 A AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIREC AUTOS NON -OWNED AUTOS 74969906 APPROVEDTOO AS IENNIFER WOR An i � , C ,.. ;. 06/01/04 DD�i�I t,ally— 06/01/05 COMBINED SINGLE LIMIT (Ea accident) $ 1 000 r ,000 BODILY INJURY per person) $ x LL BODILY INJU (Par a Y INJURY --- ----- $ PROPERTY DAMAGG (Per accident) --- $ GARAGE LLABILITY ANY AUTO 111Y F&W D 44#Sitant city Aft... AUTO ONLY - EA ACCIDENT $ OTHER THAN EA At;C AUTO ONLY', AGO $ A EXCESSIUMBRELLA LIABILITY X OCCUR CLAIMS MADE DEDUCTIBLE RETENTION $ (j 79821693 06/01/04 06/01/05 EACH OCCURRENCE $ 1,000,000 AGGREGATE $ 1,, 000 , 000 $ $ $ A WORKERS COMPENSATION AND ANY PR EMPLOYERS'LIABILITY TY ANY PROPRIETORIPARTNERIEXECUTIVE OFFICEMMEMBER EXCLUDED? IF yes, describe Under SPECIAL PROVISIONS below 71719073 12/15/04 06/01/05 x TORY LIMITS ER EL EACH ACCIDENT $ 1 00Q 000 r r _ E.L. DISEASE - EA EMPLOYEE $ 1 r 000 r 000 E.L. DISEASC- POLICY LIMIT $ 1 r 000 r 0Q0 OTHER DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT i SPECIAL PROVISIONS Huntington Beach Public Library, the city, it's officers, and employees are named as Additional Insured with respects to written contract with the insured. The above detailed coverage is not subject to any deductible or self -retention, or any other form of similar type of limitation. CERTIFICATE HOLDER CANCELLATION HUNBEAC SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN Huntington Beach Public NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL Library IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR Attn: Cam Ha 7111 Talbert Ave. REPRESENTATIVES. Huntington Beach CA 92648 AUTHMIZEDREPRESENTATIVE f Q INSURANCE AND INDEMNIFICATION WAIVER H1, MODIFICATION REQUEST 1. Requested by: Ron Hayden 2. Date: February 10, 2005 3. Name of contra cto r/pe rm ittee: Dynix Corporation 4. Description of work to be performed: Turnkey Library Computer System 5. Value and length of contract: $188,000 contract length 1 year with annual maintenance 6. Waiver/modification request: D nix's reguested changes are attached 7. Reason for request and why it should be granted: Consistent with industry standards 8. Identify the risks to the City in approving this waiver/modification: Cit 's ability to recover damaaes in case of breach is limited to , for xoduct/services. Citv responsible for its own concurrent negligence; modificatiorl to Ian uan a re uirin notification of pojidceftion is not substantive. "z p rtmerpt Head Signature Date: APPROVALS Approvals must be obtained in the order listed on this form. Two approvals are required for a request to be granted. Approval from the City Administrator's Office is only required if Risk Management and the City Attorney's Office disagree. 1. Risk Management pproved ❑ Denied Signature Date 2. City Attorney's Office /Approved ❑ Denie 1 OJT Signaturbu Date 3. City Administrator's Office ❑ Approved ❑ Denied Signature Date If approved, the completed waiver/modification request is to be submitted to the City Attorney's Office along with the contract for approval. Once the contract has been approved, this form is to be filed with the Risk Management Division of Administrative Services 2/10/2005 4:41 PM 9.00 LIABILITY, INDEMNIFICATION AND DEFAULT 9.01 INDEMNIFICATION AND HOLD HARMLESS. LICENSOR hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with LICENSOR'S performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by LICENSOR, its officers, agents or employees except such loss or damage which was caused by the CITY. LICENSOR will conduct all defense at its sole cost and expense. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by LICENSOR. LICENSOR'S TOTAL LIABILITY TO CITY UNDER THIS AGREEMENT, EXCLUDING LIABILITY FOR PERSONAL INJURY, DAMAGE TO REAL PROPERTY AND TANGIBLE PERSONAL PROPERTY, AND LIABILITY PURSUANT TO CLAIMS OF INFRINGEMENT, WILL BE LIMITED TO Th - .12-MONTHS FOR THE PRODUCT OR SERVICE WHICH IS THE SUBJECT MATTER OF THE CLAIM. IN NO EVENT WILL LICENSOR BE LIABLE TO CITY FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES (INCLUDING, WITHOUT LIMITATION, LOSS OF BUSINESS, REVENUE, PROFITS, GOODWILL, USE, DATA, OR OTHER ECONOMIC ADVANTAGE), WHETHER BASED ON BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY, OR OTHERWISE, AND WHETHER OR NOT LICENSOR HAS PREVIOUSLY BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THIS SECTION SHALL SURVIVE FAILURE OF ANY EXCLUSIVE REMEDY. 9.02 BANKRUPTCY/SUPPORT CESSATION. The term "default" as used in this Agreement shall include the institution of proceedings by or against LICENSOR under federal or state bankruptcy laws and assignment or receivership for the benefit of creditors. CITY rights to a complete and documented copy of all related Source Code corresponding to the then current released version of the System/Utility Software (for internal use and not for resale) shall precede any bankruptcy proceedings and stand before any trustee's claims for the benefit of creditors. In the event that the LICENSOR ceases to provide support for the System/Utility Software for reasons other than CITY'S failure to pay support fees as described in section 1.07, the CITY shall have the same rights as if the LICENSOR had declared bankruptcy. 9.03 INSURANCE 9.03.1 WORKERS' COMPENSATION INSURANCE. Pursuant to California Labor Code section 1861, LICENSOR acknowledges awareness of Section 3700 et seq. of said k-TkA � t-- I N(,utcltr=h Code, which requires every employer to be insured against liability for workers' compensation; LICENSOR covenants that it will comply with such provisions prior to commencing performance of the work hereunder. LICENSOR shall maintain workers' compensation insurance in an amount of not less than One Hundred Thousand Dollars ($100,000) bodily injury by accident, each occurrence, One Hundred Thousand Dollars ($100,000) bodily injury by disease, each employee, Two Hundred Fifty Thousand Dollars ($250,000) bodily injury by disease, policy limit. LICENSOR shall require all sub -licensors to provide such workers' compensation insurance for all of the sub -licensors' employees. LICENSOR shall furnish to CITY a certificate of waiver of subrogation under the terms of the workers' compensation insurance and LICENSOR shall similarly require all sub -licensors to waive subrogation. 9.03.2 GENERAL LIABILTY INSURANCE. In addition to the workers' compensation insurance and LICENSOR'S covenant to indemnify CITY, LICENSOR shall obtain and furnish to CITY, a policy of general public liability insurance, including motor vehicle coverage covering the PROJECT. Said policy shall indemnify LICENSOR, its officers, agents and employees, while acting within the scope of their duties, against any and all claims of arising out of or in connection with the PROJECT, and shall provide coverage in not less than the following amount: combined single limit bodily injury and property damage, including products/completed operations liability and blanket contractual liability, of $1,000,000 per occurrence. If coverage is provided under a form which includes a designated general aggregate limit, the aggregate limit must be no less than $1,000,000. Said policy shall name CITY, its officers, and employees as Additional Insureds, and shall specifically provide that any other insurance coverage which may be applicable to the PROJECT shall be deemed excess coverage and that LICENSOR'S insurance shall be primary. Under no circumstances shall said above -mentioned insurance contain a self -insured retention, or a "deductible" or any other similar form of limitation on the required coverage. 9.03.3 CERTIFICATES OF INSURANCE; ADDITIONAL INSURED ENDORSEMENTS. Prior to commencing performance of the work hereunder, LICENSOR shall furnish to CITY certificates of insurance subject to approval of the CITY Attorney evidencing the foregoing insurance coverages as required by this Agreement; said certificates shall: a) provide the name and policy number of each carrier and policy; b) shall state that the policy is currently in force; c) shall state that insurer shall endeavor to provide that such policies will not be canceled or modified without thirty (30) days' prior written notice of CITY; and d) shall state as follows: "The above -detailed coverage is not subject to any deductible or self -insured retention, or any other farm of similar -type limitation. " LICENSOR shall maintain the foregoing insurance coverages in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverages shall not derogate from the provisions for indemnification of CITY by LICENSOR under the Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of all said policies of insurance. LICENSOR shall pay, in a prompt and timely manner, the premiums on all insurance hereinabove required. A separate copy of the additional insured endorsement to each of LICENSOR's insurance policies, naming the CITY, its officers and employees as Additional Insureds shall be provided to the CITY Attorney for approval prior to any payment hereunder. lklJ Y j ATTACHMENT #1- LICENSE/USE AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND DYNIX CORPORATION FOR APPLICATION SOFTWARE THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY," and Dynix Corporation, a Utah corporation, hereinafter referred to as "LICENSOR." WHEREAS, CITY desires to engage the services of a software provider to provide a integrated library system for CITY'S public library; and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03 relating to procurement of professional service contracts have been complied with; and LICENSOR has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and LICENSOR as follows: 1.00 DEFINITIONS 1.01 DEFINITION OF TERMS. It is the CITY'S understanding that, within the limits of common usage, a word in a contract means what the contract says it means. For purposes of this Agreement, the following are defined terms: A. The term "System" shall mean the Licensed Programs and Materials, and software licensed specifically under this Agreement to be delivered by the LICENSOR in response to the Project Definition detailed herein. B. The term "Project System" shall include any and all computer code in both printed and machine readable form developed or modified under the scope of this Agreement, its translated or compiled version, and all specifications and other written documentation (in printed or machine readable form) relating thereto as well as any additional hardware, hardware component, or peripheral device directly associated with the items covered by this Agreement. C. The term "Licensed Programs" shall mean each LICENSOR -developed or LICENSOR -owned software product, which may include third -party technology, as listed in Exhibit C, including machine-readable object code (not source code) for such product, any user documentation for such product, and any other related materials which are furnished to CITY by LICENSOR for use in connection with such product, as well as any subsequent releases and error corrections for Licensed Programs previously licensed to CITY. PDA. 2004 agree: Dynix 2-10-05 2005-02-10 D. The term "Licensed Materials" shall mean any materials related to the Licensed Programs including, without limitations, user's guides, technical guides, training materials, LICENSOR guidelines and CITY support instructions provided for use in connection with the Licensed Programs. (It is the CITY'S understanding that the term "Materials" is intended to be broader in scope than "documentation" which is often employed in computer agreements as the term "documentation" is deemed to be too limiting in scope). E. The term "Licensed Programs and Materials" shall mean both the Licensed Programs and Licensed Materials as defined above. F. The term "System Software" shall mean hardware manufacturer -supplied or other third -party licensed programs and materials that control hardware functions, commonly referred to as "operating systems", and file management utilities, compilers and programming languages, etc. that will be provided by LICENSOR to CITY under this Agreement. G. The term "Functional Specifications" shall mean a written description of the CITY'S procedures that are to be automated by virtue of the Licensed Programs proposed by the LICENSOR in response to the Technical Specifications detailed herein. H. The term "Technical Specifications" shall mean the written description of the Systems to be purchased, leased or licensed as included in the CITY'S Request for Proposal (RFP) dated April, 2004, any amendments thereto, and the LICENSOR'S entire proposal, and any amendments thereto. The technical specifications and the LICENSOR'S proposal regarding the technical specifications are deemed included as part of the Agreement as is the entire RFP, as amended. In addition, any written descriptions, reports, or examples of CITY systems made available to LICENSOR during the RFP process for review are deemed included as part of the Agreement. I. The term "Enhancement" shall mean any program, any part thereof, or any materials not included in the Licensed Programs and Materials at the time of execution of this Agreement that add significant new functions or substantially improved performance thereto by changes in system design or coding. J. The term "Use" shall include, but not be limited to, copying any portion of the Licensed Programs or Licensed Materials into a computer or transmitting them to a computer for processing of the instructions or statements contained in the Licensed Programs or Materials. K. The term "Updates" shall mean program logic and documentation changes and improvements to correct known defects and maintain the operational quality of the Licensed Program and changes required to keep it current with current versions of the System Software or other environmental software, firmware, or hardware as specified by the hardware manufacturer. L. The term "Project Definition" shall include the CITY'S Functional Specifications, Technical Specifications, and the LICENSOR'S proposal for scope and content of work, including cost and timelines. Such documents are incorporated into this Agreement by reference. PDA: 2004 agree: Dynix 2-10-05 2005-02-10 M. The term "Source Code" shall mean all of the instructions, in both printed and machine-readable form, needed to compile, link, and execute any or all of the software covered by this Agreement. It must include, by definition, all of the code necessary to take the raw instructions that are convertible and convert them into usable, executable Object Code on the hardware environment(s) at the CITY'S site(s). Any third party development software utilities not directly available from LICENSOR will be commercially available to CITY. The CITY is responsible for acquiring said development software utilities either through LICENSOR, if available, or directly from company who developed and/or has rights to said utilities. N. The term "Object Code" shall mean the machine-readable, executable form of the software covered by this Agreement that enables the hardware environment at the CITY'S site(s) to perform the functions as defined by the Project Definition. O. The term "Module" shall mean a subset of the packaged License Programs that relate to a specific set of functions as defined in the Request for Proposal document and assigned a specific paragraph number. P. The term "Power User" shall mean a CITY designated application expert or lead person with above average technical skills who shall receive additional application training. A Power User is entitled to coordinate questions and problems with LICENSOR trainers and support staff. 1.02 TERM. The license to use the Licensed Programs is in perpetuity, notwithstanding provisions for termination of this Agreement detailed elsewhere herein. 1.03 INCLUDED DOCUMENTS. This Agreement includes the following Exhibits, all of which are incorporated herein by reference; however, should there be any conflict between the terms of this Agreement and any of the following Exhibits, then this Agreement shall control. If there should be any conflict between the terms of any of the following Exhibits, they shall control in the following order of precedence: Exhibit A: LICENSOR'S response to the RFP, and any amendments thereto. Exhibit B: CITY'S RFP, and any amendments thereto. Exhibit C: Project Scope of Work/Price Quote Exhibit D: Schedule of Performance and Payment Exhibit E. Training schedule Exhibit F: Customizations 1.04 THIRD PARTY AGREEMENTS. LICENSOR hereby accepts full responsibility for the obligations outlined by this Agreement. Nonetheless, certain requirements of the proposed System must be provided by third -party vendors with which the CITY will contract directly so PDA: 2004 agree: Dynix 2-10-05 2005-02-10 that the System will perform all of the functions as proposed. LICENSOR agrees that if CITY purchases and installs said third party products according to LICENSOR specifications provided herein or in the future, LICENSOR is responsible for the performance of all elements of the System including, but not limited to such third party products, as proposed and warranted herein. The following third party products are identified herein and may be supplemented or substituted by mutual agreement: a) Microsoft SQL (see Exhibit C) b) CompuType 105. TERMINATION. CITY shall have the right to terminate maintenance and support services under this Agreement upon not less than 60 days advance written notice. CITY shall nonetheless remain obligated to pay all accrued charges owed at the time of termination under this Agreement. The LICENSOR shall have the right to terminate the support services under this Agreement when CITY fails to pay charges due within forty-five (45) days of notice and demand. The LICENSOR shall thereafter reinstate services under this Agreement only upon payment of all past due charges plus any additional late fees. However, after the third such termination for non- payment, LICENSOR shall have the right to refuse reinstatement of the support services provided under this Agreement. Such refusal shall not relieve the CITY of its obligations to pay any outstanding charges and associated late fees. 2.00 PROPERTY RIGHTS 2.01 WARRANTY OF OWNERSHIP/RIGHT TO SELL SOFTWARE. LICENSOR hereby stipulates that it is the sole owner of all Licensed Programs and Materials, or that it has the right to sell, lease, or grant and support such Licensed Programs and materials, free and clear of any liens and encumbrances. Any and all legal actions regarding the Licensed Programs and licensed materials, or any previous version of them under any name, in the past fifteen years has been fully disclosed to the CITY. 2.02 HOLD HARMLESS AND INDEMNIFICATION -SOFTWARE. In the event of a claim that the Licensed Programs constitute an infringement of a copyright or patent, LICENSOR shall hold harmless and indemnify CITY and its officers, employees and agents, from every claim or demand resulting there from. LICENSOR shall, at its own cost, risk and expenses, defend any claim on behalf of CITY and its officers, employees and agents and satisfy any judgment rendered against any of them, provided CITY: (a) promptly notifies LICENSOR in writing of such claim at which time LICENSOR may then be responsible for and conduct its own defense against said claim; (b) gives LICENSOR sole control of the defense and settlement of the claim; (c) provides LICENSOR, at LICENSOR'S expense, with all available information and assistance relating to the claim and legal proceeding; and (d) not compromise or settle such claim. 4 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 If such materials are found to infringe, or in the reasonable opinion of LICENSOR are likely to be the subject of a claim, LICENSOR will, at its option: (a) obtain for CITY the right to use such materials; (b) replace or modify the materials so they become non -infringing; or (c) if neither (a) nor (b) is reasonably achievable, remove such materials and refund their net book value based on a straight-line basis over a five year period commencing on the date the allegedly infringing item(s) were first delivered to CITY. Licensor has no obligation to the extent any claim results from: (a) modification of the materials other than at the direction of LICENSOR, or (b) use of an allegedly infringing version of the materials, if the infringement could have been avoided by the use of a different version made available to CITY. THIS SECTION STATES LICENSOR'S ENTIRE OBLIGATION TO CITY AND CITY'S SOLE REMEDY FOR ANY CLAIM OF INFRINGEMENT. 2.03 COPYRIGHT NOTICE. It is the CITY'S understanding that under the Copyright Act of 1978, immediate and automatic copyright protection occurs upon completion of a work in a tangible form. LICENSOR has actionable right to claim infringement of its copyright of the Licensed Programs and Materials and/or System Software for up to two (2) years after any infringement thereof regardless of notice or lack thereof. LICENSOR will mark all copies of the Licensed Programs and Materials with a copyright notice indicating LICENSOR'S ownership. Placing of such copyright notice shall not be deemed a publication or placement in the public domain. Any and all modifications or enhancements made to the System shall become and remain the sole property of the LICENSOR. Any such modifications or enhancements made by LICENSOR shall be incorporated into the System and shall be supported by LICENSOR in a manner consistent with support of the rest of the System. LICENSOR reserves the right to impose additional support charges on any CITY requested modifications or enhancements if in the LICENSOR' S sole opinion, said modifications and enhancements may increase the effort required to provide this support. LICENSOR agrees to notify CITY of the intent to impose support charges on modifications or enhancements before beginning work on those modifications or enhancements. 3.00 PROPRIETARY AND TRADE SECRET INFORMATION 3.01 CITY'S PROTECTION OF LICENSED PROGRAMS. It is the CITY'S understanding that Licensed Programs and Materials, which the LICENSOR considers to be proprietary and a trade secret, will be treated by the courts as a trade secret if the LICENSOR'S behavior toward the Licensed Programs and Materials show an effort to preserve the secret. CITY will make reasonable effort by giving instruction to its employees to protect the confidential nature of the Licensed Programs and Materials and System Software by establishing written procedures for its employees and other persons permitted access to the Licensed Programs and Materials and System Software to follow in order to protect the Licensed Program and Materials and System Software from being acquired by unauthorized persons. PDA: 2004 agree: Dynix 2-10-05 2005-02-] 0 3.02 DESIGNATION OF CONFIDENTIALITY. Confidential information shall mean all matters relating to the CITY'S business, which are disclosed by CITY to LICENSOR pursuant to the Agreement. All confidential information will be safeguarded and kept confidential by LICENSOR during the term of the Agreement to the same extent that LICENSOR safeguards confidential information relating to its own business. LICENSOR will instruct its employees to use the same care and discretion with respect to the CITY'S confidential information that they use with respect to the LICENSOR'S confidential information. CITY acknowledges that the Licensed Programs and Materials contain proprietary and confidential information. LICENSOR'S corporate financial statements are considered to be confidential. Regardless, any legal claims for disclosure of such information will be honored by the CITY pursuant to law, but the LICENSOR will be notified in advance of release of such information and the LICENSOR, at its own cost, may challenge and defend its disclosure. Information received by CITY under the Agreement will not be considered confidential if: (a) The information was in CITY'S possession prior to the execution of the Agreement and not designated as confidential in the LICENSOR'S Proposal; (b) The information was legally acquired from third parties and did not originate with LICENSOR or was in the public domain at the time it was disclosed; (c) The information was independently developed by CITY; (d) The information was disclosed to CITY by a third party with LICENSOR'S approval. 3.03 CITY'S RIGHTS TO COPY LICENSED PROGRAMS. CITY shall not, without prior written consent of LICENSOR, copy in whole or in part, the Licensed Programs and Materials provided by LICENSOR under the Agreement for other than the CITY'S need for a copy of the Licensed Programs and Materials for back-up purposes or installation of System under the provisions of this Agreement. 4.00 LICENSE GRANT 4.01 SCOPE OF LICENSE. LICENSOR hereby grants to CITY, for the term of the Agreement, a non-exclusive, nontransferable license (without the right of sublicense), to: Install, store, read, use, and execute the Licensed Program on computers owned or leased and used by CITY at its facilities, for up to 60 concurrent staff users for the sole and express purpose of supporting the internal business activities of CITY; and Use the Licensed Materials only in conjunction with installation and use of the Licensed Program. PDA: 2004 agree: Dynix 2-1 M5 2005-02-10 All rights in the Licensed Program not expressly granted to CITY are reserved to LICENSOR. LICENSOR retains title to all copies of the Licensed Program; all training and procedural materials developed by LICENSOR in conjunction with the Licensed Program; and any additions and supplements to the Licensed Program which may be developed for CITY through the reimbursed or unreimbursed efforts of LICENSOR employees or agents. CITY may not alter or obscure any proprietary rights notice, including the phrase "powered by Dynix," appearing on any LICENSOR -supplied materials and must include such notices on any copies. 4.02 LICENSED MATERIALS. At the point of delivery/installation, the LICENSOR shall furnish the CITY one (1) copy (on CD-ROM) of the Licensed Materials, which materials shall describe the LICENSOR'S recommended use and application of the Licensed Programs. 4.03 SCOPE OF SERVICES. LICENSOR shall provide services as defined in the Project Scope of Work attached hereto as Exhibit D. 4.04 SITE OF SERVICES. LICENSOR'S services are to be performed at location(s) within CITY unless specific work assignment calls for services to be performed at LICENSOR location(s). If services are provided at LICENSOR'S location(s), LICENSOR shall provide office space and facilities to CITY staff commensurate with that provided its own employees engaged in similar activities. If services are provided at CITY'S location(s), CITY shall provide office space and facilities to LICENSOR'S staff commensurate with that provided to its own employees engaged in similar activities. 4.05 MODIFICATION OF SCOPE. Services specified in any future Project Scope of Work may be agreed to between the parties. Such services may include special studies; database and program conversion; data conversion; implementation planning, procedures and programs; installation evaluation; technical and user training; and specification preparation. CITY shall request such services in writing on a LICENSOR -developed, CITY -approved form and shall specify: a) Nature of work to be performed; b) Category of experience of each resource; c) Date on which assignment is to begin; d) Location of assignment; e) Length of assignment, including due date; f) Source of funds (Account Number and authorized approval); and g) Individual(s) who will coordinate for CITY and LICENSOR. LICENSOR shall use its best efforts to provide a quotation for each service request and will provide a written quote within ten (10) working days following receipt by the LICENSOR of the PDA_ 2004 agree: Dynix 2-10-05 2005-02-10 CITY'S request. Acceptance by CITY of LICENSOR'S quotation for each service request is subject to compliance with CITY'S then existing purchasing ordinances and policies. Upon acceptance by CITY and LICENSOR, such request shall be called "additional work assignment". Each additional work assignment shall be governed by the terms and conditions of this Agreement, the terms and conditions of the additional work assignment, and by such supplementary written amendments of this Agreement or the work assignment as may be, from time to time, executed between the parties. In the event of a conflict between the terms and conditions of the Agreement and the terms and conditions of any additional work assignment, the terms and conditions of the work assignment shall govern. No oral request for modification of services shall be binding on either party. Further, the LICENSOR agrees that its responsibilities under the Agreement will not be assigned or licensed by the LICENSOR without the prior written consent of the CITY. LICENSOR is willing to provide modifications of service at the same rates outlined in its Proposal and included as Exhibits in this Agreement for a period of one year from the date of this Agreement. After one year has lapsed, rates for service will be based upon LICENSOR'S then current rates (for similar agencies and similar services). LICENSOR shall have the right to decline to perform work associated with a service request if in LICENSOR'S sole opinion, LICENSOR believes that the product resulting from said service request will not result in an appropriate addition to the System or if LICENSOR does not have sufficient resources to properly complete the service request. If LICENSOR elects not to perform work contained in a service request, LICENSOR will notify CITY within ten (10) working days. If completion of the service request will result in increased support charges, LICENSOR agrees to notify CITY of the amount by which the support fees will increase as a result of said work. LICENSOR will provide this notification as a part of the quotation of costs. 4.06 MINIMUM HARDWARE AND SOFTWARE REQUIREMENTS. CITY agrees that future versions of the Licensed Programs may have different hardware and System Software requirements than those presently in effect. The acquisition of necessary hardware and System Software meeting the LICENSOR requirements then in effect shall be the sole responsibility of the CITY. LICENSOR shall provide CITY with a list of the hardware and System Software items and a reasonable amount of time (up to 180 days) in which to acquire said items. 4.07 NECESSITY FOR THIRD -PARTY SYSTEM SOFTWARE. CITY acknowledges that in order to be executed, the Licensed Program requires certain third -party system software not provided by LICENSOR that is specified in Exhibit C, i.e., Microsoft SQL Server 2000. The acquisition of necessary licenses and support for this software shall be the sole responsibility of CITY. As part of the on -going support services defined herein, LICENSOR agrees to keep all Licensed Programs and Materials current with then current LICENSOR -supported versions of PDA: 2004 agree: Dynix 2-10-05 2005-02-10 the third party system software defined in Exhibit C. CITY acknowledges that LICENSOR software support does not cover third party software unless otherwise specified. 4.08 OTHER THIRD -PARTY SOFTWARE. In addition to LICENSOR -developed and supplied software, certain specific modules have been proposed that are supplied by third -party LICENSORS acting as sub -contractor to LICENSOR. It is understood that the CITY may enter into an agreement for the purchase of this software independently, but that the interface and integration of the third party LICENSOR modules with the LICENSOR -developed software is essential to this Agreement. 5.00 PROGRAM SUPPORT SERVICES 5.01 ON -GOING SUPPORT FOR LICENSED PROGRAMS. LICENSOR shall provide continuing on -going support services necessary to repair systematic program bugs or identified logic and operational problems and to keep the Licensed Programs compatible with then -current LICENSOR -supported versions of the platform (third party operating systems, database engines, and utilities) software specified in this Agreement. 5.02 DATA CONVERSION. LICENSOR shall be responsible for conversion of CITY'S current data in machine-readable form, if any, to the format required by the Licensed Programs. The cost of data conversion as quoted in the RFP includes loading data extracted by the CITY. CITY shall provide all requested data for conversion using formats specified by LICENSOR. In the event that the CITY is unable to provide requested data in the format specified by LICENSOR, LICENSOR may request a Modification of Scope for an additional work assignment to assist CITY in transforming the requested data to the prescribed format. 5.03 TRAINING. LICENSOR shall provide installation and operation training as specified in Exhibit C. Additional training at CITY request will be available at LICENSOR'S then current rates (for similar agencies and similar services). Trainers shall be experienced and knowledgeable in the specific LICENSOR topics they are teaching and familiar with the procedures in similar municipal environments to the CITY'S. Furthermore, course outlines and student guides will be made available following execution of this Agreement on LICENSOR'S customer website for each course listed on Exhibit C. LICENSOR shall also provide at least two weeks prior to the start of the session showing the course outline, who should attend, and course objectives. If any modifications need to be made by the customer to the outline, the modifications must be approved by LICENSOR'S Manager of Education services and must be submitted one month prior to the training. Any modifications must still follow the standard outline and can only pertain to the presentation order or emphasis on a particular topic, and its use at CITY. LICENSOR cannot customize training documentation or customization to a database to accommodate a particular request. 5.04 SYSTEM SUPPORT SERVICES. In addition to training services, LICENSOR will provide system support services which shall include, but not be limited to, setting up tables and parameters for CITY'S unique installation, preparing backup scripts to back up the databases for the applications, and training CITY'S technical staff how to perform these tasks as well as diagnostic troubleshooting techniques for the LICENSOR'S Licensed Programs. Should 9 PDA: 2004 agree: Dynix 2-10-05 200"2-10 additional system support services be required, LICENSOR will respond to each CITY request as outlined in Section 4.05 of this Agreement entitled "MODIFICATION OF SCOPE." 5.05 SCOPE OF SUPPORT SERVICES. LICENSOR will maintain an organization and process to provide support for the System as follows. The method of resolving problems shall be determined at LICENSOR'S sole discretion. A. TELEPHONE SUPPORT. LICENSOR will provide telephone support as follows: 1. Standard Support. 8:00 a.m. to 8:00 p.m. ET, Monday through Friday. Standard coverage is not available on the following holidays: New Year's Day, Labor Day, and Christmas Day. Holidays falling on Saturday will be observed on the preceding Friday; holidays falling on Sunday will be observed on the following Monday. 2. Emergency Support. 24x7; onsite service dependent on level of service acquired from Server or other third party vendor. "Emergency Support" means support offered when no client workstation can connect to the database server; the System cannot check -in or check-out; transaction processing has failed; or the System fails to allow searching of the local bibliographic database. B. LOG EXPRESS. LICENSOR will provide an Internet based support system for logging support issues which generally shall be available seven (7) days a week, twenty-four (24) hours a day. C. SYSTEM ACCESS. For diagnosis of problems, LICENSOR technical personnel shall be able to access the System directly via a dedicated data -grade phone line or via direct IP address. CITY shall be responsible for maintaining: (1) an auto -answer approved modem attached to a port for the exclusive use of LICENSOR together with an "outside" data grade phone line for the modem to be used in dial -up diagnostics and maintenance; (2) direct IP access including access through any security measures; and (3) a PC Anywhere connection. LICENSOR and CITY, working together, shall establish reasonable parameters for determining whether access to the System is sufficient for support. D. LICENSED PROGRAM SUPPORT 1. Licensed Program support shall include diagnosis and resolution of problems or performance deficiencies of the Licensed Programs. 2. Should CITY be one major release back from the current release of the Licensed Program, CITY may experience delays in receiving support. If CITY is more than one major release back from the current release and does not agree to upgrade to the current Licensed Program release, then LICENSOR shall have no further obligation to provide the maintenance and support services described in this Agreement. A major release is labeled as X.x, e.g., 7.3; 7.31 is classified as an interim release. 10 PDA:2004 agree: Dynix 2-10-05 2005-02-10 E. THIRD PARTY SOFTWARE SUPPORT. 1. In order to receive support for Third Party Software, CITY must use the version of the Third Party Software that LICENSOR indicates is to be used with the Licensed Programs or hardware. 2. LICENSOR will diagnose problems with the Third Party Software as they relate to operation of the Licensed Programs and work with the third party vendors to resolve the problems. 3. LICENSOR will adjust Third Party Software parameters to ensure that they ftmction with the Licensed Programs and servers. 4. Third Party Software support does not include the installation of patches or upgrades by LICENSOR. F. SERVER SUPPORT l . Server support shall consist of the diagnosis of Server problems. Following diagnosis, LICENSOR shall contact the Server maintenance vendor and onsite Server support shall be performed in accordance with the Server maintenance plan purchased by CITY. 2. In order to receive Server maintenance coverage, CITY must purchase and install, whether through LICENSOR or a different vendor, an uninterruptible power supply ("UPS') for each Server. 3. Server support includes the installation of patches or upgrades to the OS by either LICENSOR or CITY with the approval of both parties. Such services may be made available at LICENSOR'S sole discretion on a time and materials basis. G. LICENSED PROGRAM MAINTENANCE. During the term of this Agreement, as long as CITY is current in its annual maintenance fees, LICENSOR will provide CITY at no additional charge with copyrighted patches, updates, and releases of the Licensed Program if and when released, along with appropriate documentation for successful installation and implementation thereof. These maintenance materials, including the Licensed Programs, may not be used to increase the licensed number of versions or copies of the Licensed Programs. All patches, updates, releases and new versions shall be subject to the license agreement relating to the Licensed Programs. H. THIRD PARTY PRODUCT MAINTENANCE. Upgrades to Third Party Software, including OS, and maintenance of the Servers and Peripherals are subject to the terms and conditions relating thereto in any applicable agreement between LICENSOR and the third party maintenance vendor. 11 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 L SERVER UPGRADES. CITY shall be responsible for the purchase of any Server upgrades which may be required due to installation of patches, updates, and releases of the Licensed Programs or Third Party Software. CONDITIONS OF LICENSOR'S OBLIGATIONS. 1. All maintenance services rendered by LICENSOR hereunder shall be limited to the items listed on LICENSOR'S maintenance audit document for CITY (which shall be provided to CITY prior to the start of each annual term) and shall be contingent upon CITY'S proper use of the System. Time spent by LICENSOR resolving or attempting to resolve problems subsequently determined to be caused by products not covered by this Agreement shall be billed to CITY at LICENSOR'S then -current rates. LICENSOR shall have no obligation to provide assistance in correcting errors or problems arising in connection with any modifications or alterations to any System component which have been made by or on behalf of CITY without LICENSOR'S express written consent, or for System components which were abused or used contrary to the manufacturer's specifications, or for any destruction, alteration or suspension of System operation due to natural disasters, communication line failure, failure by CITY to perform weekly System backups, or actions or decrees of governmental bodies. 2. All maintenance services provided hereunder are remedial only; no preventative maintenance services are offered. K. OBLIGATIONS OF THE CITY. I . CITY shall be responsible for maintaining sufficient staff and supplies to handle normal day-to-day operation and support for the System, including, but not limited to, such tasks as back-ups and report handling. It is acknowledged and understood that the maintenance and support service to be provided by LICENSOR hereunder is not intended to supplant CITY'S day-to-day operation and support for the System. 2. CITY shall provide LICENSOR full and free access to each item covered by maintenance to allow LICENSOR to provide maintenance service thereon as well as a suitable place in which to perform such service. A designated representative of CITY shall be in CITY'S premises whenever LICENSOR personnel are present. 3. CITY shall provide suitable environmental conditions for each System component in accordance with manufacturer's published specifications. 4. CITY shall not perform, nor attempt to perform, or cause to be performed, maintenance or repair to the System or any part thereof covered hereunder during the term of this Agreement except with the prior written or oral approval of LICENSOR. 5. CITY is solely responsible for verifying the success of all System and data backups. LICENSOR disclaims all liability for data loss including, but not limited to, data loss resulting from backups that were not verified by CITY. 12 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 6. The movement of Servers without proper notification of LICENSOR may void CITY'S maintenance on those items. CITY shall be solely responsible for any damages to System components incurred by CITY'S movement thereof. 7. CITY will be allowed one CITY contact person and two designated CITY contact backups. Said contacts shall be the only CITY personnel contacting LICENSOR regarding maintenance issues. 8. The security of the System is CITY'S sole responsibility. Nothing in this Agreement shall be construed as making LICENSOR responsible for System security or liable for any damages resulting from security breaches. 9. Should CITY desire to renew maintenance coverage on any item previously terminated from coverage and should LICENSOR in its sole discretion decide to renew such maintenance, CITY and LICENSOR will negotiate an associate cost to renew maintenance with costs not to exceed 100% of the maintenance charges that would have been charged on the item during the period when maintenance coverage was terminated. 10. CITY is responsible for all CITY server infrastructure and changes required to enforce CITY'S standards. CITY shall notify and work with LICENSOR regarding any potential changes to the System/server configuration. LICENSOR will not be responsible for any problems with System performance or functionality resulting from actions taken by CITY without LICENSOR' S prior approval. 5.06 IMPLEMENTATION SUPPORT SERVICES. The scope and sequence of the final implementation schedule will be determined by mutual agreement at the project initiation kickoff meeting to be scheduled as soon as practical following the execution of this agreement. While it is not possible to define precisely what exact sequence will be followed for implementation, as a general rule, tasks will be accomplished and payment will be made according to the Schedule of Performance and Payment as set forth in Exhibit D. 5.07 FEES AND CHARGES FOR SUPPORT SERVICES. LICENSOR shall provide support services at no charge to CITY for the items listed in Exhibit C for one year from the date when CITY begins live operation of the System. The following year, CITY shall pay LICENSOR annual support charges based on the annual rate specified in Exhibit C. These support charges shall be pro -rated and paid to the end of the then -current calendar year (i.e. December). The annual rate on LICENSOR -developed software may be increased, with at least 30 days prior written notice, by three percent over the prior year's rates. This cap shall not apply to any other System components. Sixty days prior to the anniversary date, Dynix shall provide CITY with written notice of any rate increases for the following year and which items, if any, have reached end -of -life status and cannot receive continued support and maintenance. 5.08 CITY RESPONSIBILITIES. CITY shall be responsible for procuring, installing, and maintaining any computer equipment, telephone lines, communications interfaces, and other hardware necessary to operate the System other than that described in Exhibit C. 13 PDA: 2004 agree: Dynix 2-1 "5 2005-02-10 5.09 PROPRIETARY RIGHTS. To the extent that LICENSOR may provide CITY with any Error Corrections or Enhancements or any other software, including any new software programs or components, or any compilations or derivative works of the Licensed Programs prepared by LICENSOR, CITY may (1) install copies of the Licensed Programs adequate to serve the concurrent users specified in this Agreement, in the most current form provided by LICENSOR, in CITY'S own facility; and (2) use such Licensed Programs in a manner consistent with the requirements of the Agreement, for purposes of serving CITY'S business needs. CITY may not use, copy, or modify the Licensed Program, or make any copy, adaptation, transcription, or merged portion thereof, except as expressly authorized by LICENSOR. Except as provided in paragraph 10.02 "BANKRUPTCY/SUPPORT CESSATION," the Licensed Programs are and shall remain the sole property of LICENSOR, regardless of whether CITY, its employees, or contractors may have contributed to the conception of such work, joined in the effort of its development, or paid LICENSOR for the use of the work product. CITY shall from time to time take any further action and execute and deliver any further instrument, including documents of assignment or acknowledgment that LICENSOR may reasonably request in order to establish and perfect its exclusive ownership rights in such works. CITY shall not assert any right, title, or interest in such works, except for the non-exclusive right of use granted to CITY at the time of its delivery or on -site development. 5.10 TERMINATION OF SUPPORT. Support may be terminated as follows: a) Upon 60 days prior written notification by CITY to the LICENSOR, before the end of any calendar year; or b) Upon 60 days prior written notice if the other party has materially breached the provisions of this Agreement and has not cured such breach within such notice period. Since annual support charges are paid annually in advance, termination before the end of a calendar year requires a pro -rated refund for the fees paid to the end of the calendar year. Termination of support as provided herein shall not be deemed a termination of this Agreement. 5.11 TECHNICAL SUPPORT FOR THIRD PARTY SOFTWARE. CITY agrees to maintain all third party system software identified in paragraph 4.07 "NECESSITY FOR THIRD -PARTY SYSTEM SOFTWARE" at current levels supported by the LICENSOR. In addition, LICENSOR will provide technical support for the interaction of the Licensed Programs with the third party system software, including telephone support and contact with the manufacturer for troubleshooting reported problems with any of the Licensed Program module. Following is a current list of third party system software required before the Licensed Program can be executed: PSC Falcon PT40, Computype, Microstrategy, Syndetics Solution, MSSQL, TomCat5, Jboss, JRE 1.42. The CITY acknowledges that as the Licensed Program evolves there may be additional third party system software required. 5.12 PLATFORM PROTECTION. As long as the CITY maintains continuous software support with the LICENSOR for each of the Modules included herein, CITY shall have the right to transfer the licenses (defined as the Project System acquired under this Agreement) for any and all Modules to any new hardware/platform environment (hardware and System Software as 14 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 defined herein) then currently marketed and supported by the LICENSOR. Transferring of Licensed Programs and Materials shall be done with no charge for licensing fees to the CITY by the LICENSOR. CITY agrees to pay for any installation, data conversion and retraining costs which shall not exceed the lesser of the hours required pursuant to this Agreement for initial installation, data conversion and training or those charged to similar CITY'S for similar tasks. 6.00 INSTALLATION, DELIVERY, AND ACCEPTANCE 6.01 DELIVERY AND INSTALLATION. The initial delivery will include a fully functional test database, not necessarily with CITY converted data, which the CITY can use as a test-bed for experimentation and technical review. 6.02 ACCEPTANCE AND PAYMENT. Acceptance will be based on two factors: 1) That the LICENSOR has delivered and configured the software proposed with converted CITY data, and 2) that the system performs at a functional level consistent and perform any or all features per LICENSOR Response to Request for Proposal. Progress payments will be made as generally set forth in Exhibit D. LICENSOR will receive partial payment when Acceptance Testing is satisfactorily completed and final payment when Reliability Testing has been performed so that concurrent productive use of all Licensed Programs is demonstrated to function as proposed and demonstrated by the LICENSOR. The CITY may terminate the Agreement, upon written notice effective immediately, at any time during the Acceptance Period for a material breach of the Evaluation Criteria and Technical Specifications as specified in the RFP (unless explicitly excluded in the LICENSOR'S proposal). Additional mutually agreed upon written acceptance criteria may be added by the CITY prior to the end of the Acceptance Period. The CITY shall accept the system at the close of the testing period by providing LICENSOR with written notification of acceptance unless LICENSOR fails to meet acceptance criteria. If the CITY identifies any irregularities in the performance of the application software (not related to a CITY network, hardware or System Utility software malfunction) from what was specified by the CITY in its RFP (unless explicitly excluded in the LICENSOR'S proposal), the CITY shall require the following: a) LICENSOR shall be given the opportunity to extend the Acceptance Testing Period for up to thirty (3 0) business days during which to bring such irregularities into compliance. If after such time the performance irregularity is not remedied as specified in Exhibit A, LICENSOR'S Response to the RFP, Section S, the CITY may terminate the Agreement with a refund of any License Fees paid to that point, or b) If the Acceptance Period extension referenced above does not produce a satisfactory remedy for the irregularity, CITY may chose, at its' sole option, from either of the following alternatives: 15 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 1. At the CITY'S sole option, notwithstanding (a) above, relegate the non- compliant component as a Project to be completed at a mutually agreeable date and withhold an equitable portion of the monies owing under this Agreement, up to the total amount of fees for non -conforming component to reflect any reduction in the value of the Licensed Programs resulting from the uncorrected error. Specifications for the delivery and acceptance for each such item will be the same as the acceptance provisions stated above and shall include appropriate due dates. CITY may then close the initial Acceptance Period for items delivered and functioning in accordance with their specifications, pay for accepted items only, and open new testing periods for non -delivered items backed by guarantees of performance in the form of cashier's checks. CITY shall then retain monies owing, until the items are delivered and accepted and have passed a 60-day Reliability Test. As each item is accepted, CITY will make payment for the item processed. If the agreed upon delivery dates are not met, or the item fails the acceptance provisions, the CITY may find an alternate solution. This procedure shall continue until all undelivered items are delivered and accepted or all outstanding monies paid or retained. Final Reliability Testing will not be complete until all such Projects are delivered and accepted by the CITY. 2. If LICENSOR is in material breach of the preceding paragraph, CITY shall have the right to terminate the Agreement according to Section 6.02 "ACCEPTANCE AND PAYMENT." In the event the LICENSOR is rejected during the Acceptance Period, the CITY will agree to pay only those delivery, installation, configuration, conversion, and training costs as specified in the LICENSOR'S Proposal. Costs for system removal, additional labor, insurance, etc. will not be paid by the CITY. 6.02.1 ACCEPTANCE TESTING. Once the Licensed Programs have been delivered, installed, and configured, and the LICENSOR has converted any relevant CITY data and trained the designated CITY System Manager and one backup person to operate the basic components of the proposed Licensed Programs, the Acceptance Period can begin. During the Acceptance Period, CITY will test all delivered modules by executing any or all of the features contained in the feature responses in the system requirements document. During this time, the LICENSOR will provide access (at no additional charge) to a qualified technician either on -site or via telephone and dial -in modem to assist City in the testing of the applications. Failure by the CITY to report any failures within 60 days of the start of Acceptance Testing shall mean tacit acceptance and will be treated as if the CITY has accepted the Module(s) in its entirety. If any part of the awarded subsystems should fail (i.e. not perform according to the LICENSOR'S Compliance score), City may designate that portion as a Project for delivery at a later date or apply other remedies as specified in 6.02 "ACCEPTANCE AND PAYMENT" above. 6.02.2 RELIABILITY TESTING. Once the Licensed Programs and Projects have passed the Acceptance Tests, the implementation into productive use will begin. This includes training of all primary users and final conversion of all relevant data. Once the LICENSOR has designated a 16 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 subsystem as available for productive use (in writing), a 60 day Reliability Test will begin. During this period all of the data, workstations, software, and peripherals must be available to all designated users at least 90% of the time. This will be determined by determining that any workstation or device that is not available because of any malfunction of the Licensed Programs for more than 30 minutes during any 24-hour period shall be deemed unavailable. (Problems caused by the City's network or computer hardware shall not be included). If the total number of unavailable devices divided by the total number of devices is more than .10, the Reliability Test will be deemed to have failed. Functional performance of the overall system will be measured, in a mutually agreed to benchmark, such that during this period any user will experience the same or better performance as demonstrated in LICENSOR presentations. 6.02.3 PAYMENT SCHEDULE. Progress payments will be made in conformance with Exhibit D and upon dual written authorization of CITY'S Director of Information Services and CITY'S Director of Library Services. Ten percent of the total purchase price shall be withheld by CITY until the successful completion of the Acceptance Period. Installation support and training services (including technical configuration, process consulting, project management and training) will be processed upon completion of the designated tasks and presentation to the CITY of an itemized invoice showing the specific tasks completed and the resources involved in each. 6.03 APPLICABLE TAXES. The software, hardware, supplies, and shipping listed in Exhibit C are assumed to be taxable. All other fees, except for maintenance fees, are assumed to be labor -related and thus non-taxable. The CITY will pay taxes on only those items so indicated at the rates prescribed by law at the time of payment. Taxes based upon net income or any other tax normally paid by the LICENSOR shall be the sole responsibility of the LICENSOR Items subject to taxes not indicated in the Agreement as taxable which may subsequently be charged to the LICENSOR by any taxing agency with reference to the purchase, lease/purchase or license included in the Agreement(s) shall be the sole responsibility of the LICENSOR and will not be paid by CITY. Taxes based upon net income or any other tax normally paid by the LICENSOR shall be the sole responsibility of the LICENSOR. LICENSOR shall obtain and maintain during the duration of this Agreement, a City Business License as required by the Municipal Code. 6.04 CITY CHANGE REQUEST. Any change in the scope of the systems requested by the CITY shall be made in writing on a LICENSOR -designed, CITY -accepted form. The LICENSOR shall immediately notify the CITY of changes required in the purchase price or delivery of the systems resulting from such change. The CITY may, then, at its sole option, authorize, or cancel the change request. 6.05 DISCOUNTS. LICENSOR shall identify applicable discounts and discount time periods from published list prices for future Licensed Programs or additional copies of purchased Licensed Programs. Should any discounts be announced that would normally apply to the CITY after the LICENSOR'S proposal but before the Agreement is signed, the CITY reserves the right to take the lesser of the proposed prices or the discounted prices. 17 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 W1I1=ilfl1�*i. Z�7►� 11.1txY_III l 7.01 CITY SUPPORT OF LICENSOR. CITY shall provide the following resources for LICENSOR'S use in fulfillment of the Agreement: a) One qualified CITY staff coordinator assigned to work with the LICENSOR'S representative on the installation of the Licensed Programs, acceptance, training, conversion and maintenance. CITY'S representative shall have sufficient authority to make decisions for CITY consistent with City Council direction. CITY understands that LICENSOR will rely upon a staff member having such authority. b) The availability of CITY'S personnel upon reasonable request of LICENSOR to answer questions and advise LICENSOR on CITY'S facilities, operations and requirements. c) Adequate office space at CITY'S premises for LICENSOR personnel. d) CITY shall provide input data in accordance with the agreed upon test and acceptance plan and procedures for use by the LICENSOR in acceptance testing. e) The CITY shall provide all requested data for conversion using formats specified by LICENSOR. f) Upon completion of installation and training, and once final acceptance is signed off by the CITY, CITY shall be solely responsible for the operation and management of the Licensed Programs and Projects. 8.00 WARRANTY OF PERFORMANCE 8.01 WARRANTY OF PERFORMANCE. As long as CITY maintains continuous support for the Licensed Programs included herein, the LICENSOR shall warrant for a period equal to the term of the Agreement, commencing with the CITY'S acceptance of the Licensed Programs, that the Licensed Programs will perform in accordance with its specifications as set forth in the Licensed Materials, if properly used in the operating environment specified in the LICENSOR'S Proposal. The LICENSOR warrants that all components are interoperable. The LICENSOR shall further warrant that the System will perform as set forth in Exhibit A, LICENSOR'S Response to Proposal. The LICENSOR'S warranty of performance shall be based on the specifications, terms and conditions contained in the Agreement as a whole, including the RFP and LICENSOR'S Proposal. CITY shall promptly provide to LICENSOR such computer time and services as LICENSOR may require to permit investigation and, if necessary, correction and verification of error(s). 8.02 CITY and LICENSOR are not responsible for failure to fulfill their obligation under the Agreement due to causes beyond their reasonable control without the fault or negligence of such party. In the event that failure to meet the established deadline(s) is outside the control of both parties, the deadline(s) will be extended to mutually agreeable date(s) as soon as possible. Such 18 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 dates shall be attached, as amendment(s), to the final Agreement. CITY and LICENSOR shall mutually and reasonably agree on which causes are out of the LICENSOR'S control. 8.04 CORRECTION OF ERRORS UNDER THE WARRANTY. At no charge to the CITY, the LICENSOR will promptly correct technical errors or defects (as defined in Section 5.05 SCOPE OF SUPPORT SERVICES) in the Licensed Programs according to the terms of this Agreement so that the Licensed Programs will perform as described in the Licensed Materials and LICENSOR'S Proposal. 8.05 EXCLUSIVE REMEDY. If CITY believes there has been a breach of an express warranty and so notifies LICENSOR, then LICENSOR will promptly investigate the matter to determine the nature of the suspected error. If there has been a breach of this warranty, then LICENSOR'S sole obligation and CITY'S exclusive remedy will be for LICENSOR to correct or modify the Software to make it perform as warranted or to re -perform the services. If LICENSOR is unable, after repeated efforts, to correct a breach of warranty, CITY will be entitled to an equitable adjustment in the monies owing under this Agreement, up to the total amount of payments for either the Software or services received over the prior twelve month period, to reflect any reduction in the value of the Licensed Software or services as a result of the uncorrected error. 8.05 ORAL REPRESENTATIONS. No CITY or LICENSOR employee has the authority to bind either party to any oral representation or warranty. 8.06 PROGRESS REPORTS. The LICENSOR will design a progress report form that itemizes the activities accomplished to date, the activities planned and any problems which have occurred or are anticipated from the point of contract signing until Final Acceptance. The forms' design and adequacy will be subject to CITY approval. Progress reports will be prepared weekly prior to Acceptance and bi-weekly thereafter by the LICENSOR and either mailed or e-mailed to the CITY. Progress reports will be discontinued when the CITY, in its sole judgment, deems the system to be complete and in conformance with LICENSOR'S Proposal and any subsequently agreed upon necessary modifications, and deems LICENSOR'S commitments to be completed. 8.07 TERMINATION. LICENSOR shall have the right to terminate this Agreement when CITY fails to pay charges due within forty-five (45) days of notice and demand. The LICENSOR shall thereafter reinstate services under this Agreement only upon payment of all past due charges plus any additional late fees (as defined as I % per month on uncontested invoices). LICENSOR shall have the right to terminate this Agreement if CITY fails to implement all changes, corrections, and Updates to the Licensed Programs within 90 days of the release of said corrections or Updates or twelve (12) months from notification of upcoming, but not released, Updates. In the event the LICENSOR ceases to provide maintenance and support for the Licensed Program(s) (including any LICENSOR -supplied updates) for reasons other than CITY'S failure to pay support fees as described in section 5.07, then CITY shall be entitled to access the Source Code in escrow if CITY is a registered licensee with the escrow agent. CITY may, at its own 19 PDA: 2004 agree: Dynix2-1"5 2005-02-10 cost, become a registered licensee either directly with the escrow agent or by becoming a member of the Horizon software users' group which is itself a registered licensee. Upon termination of this Agreement at the election of the CITY, or at the election of the LICENSOR due to a breach by CITY of the provisions of this Agreement, CITY shall immediately cease use of, and return forthwith to LICENSOR, the Licensed Programs Materials, and any copies or portions thereof, including Maintenance Modifications or Enhancements. 8.08 NO DISABLING CODE. LICENSOR warrants that all Licensed Programs contain no disabling or corrupting code which would either prevent productive use of the software during the term of this agreement or that would damage or destroy CITY'S data. 8.08 COMPATIBILITY WITH KRONOS SOFTWARE. LICENSOR warrants that it has tested the Horizon Licensed Program with Kronos version 4.3 and found no compatibility issues between the two software programs. 8.09 THE WARRANTIES SET FORTH IN THIS AGREEMENT ARE IN LIEU OF, AND THIS AGREEMENT EXPRESSLY EXCLUDES TO THE MAXIMUM EXTENT PERMITTED BY LAW, ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, ORAL OR WRITTEN, INCLUDING, WITHOUT LIMITATION, (i) ANY WARRANTY THAT THE LICENSED SOFTWARE IS ERROR -FREE; AND (ii) ANY AND ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR. A PARTICULAR PURPOSE, AND NON -INFRINGEMENT, AND (iii) ANY AND ALL IMPLIED WARRANTIES ARISING FROM STATUTE, COURSE OF DEALING, COURSE OF PERFORMANCE OR USAGE OF TRADE. NO ADVICE, STATEMENT OR INFORMATION GIVEN BY LICENSOR, ITS AFFILIATES, CONTRACTORS OR EMPLOYEES SHALL CREATE OR CHANGE ANY WARRANTY. 9.00 LIABILITY, INDEMNIFICATION AND DEFAULT 9.01 INDEMNIFICATION AND HOLD HARMLESS. LICENSOR hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with LICENSOR'S performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by LICENSOR, its officers, agents or employees except such loss or damage which was caused by the CITY. LICENSOR will conduct all defenses at its sole cost and expense. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by LICENSOR. LICENSOR'S TOTAL LIABILITY TO CITY UNDER THIS AGREEMENT, EXCLUDING LIABILITY FOR PERSONAL INJURY, DAMAGE TO REAL PROPERTY AND TANGIBLE PERSONAL PROPERTY, AND LIABILITY PURSUANT 20 PDA: 2004 agree. Dyn ix 2-10-05 2005-02-10 TO CLAIMS OF INFRINGEMENT, WILL BE LIMITED TO THE ACTUAL DAMAGES INCURRED FOR THE PRODUCT OR SERVICE WHICH IS THE SUBJECT MATTER OF THE CLAIM. IN NO EVENT WILL LICENSOR BE LIABLE TO CITY FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES (INCLUDING, WITHOUT LIMITATION, LOSS OF BUSINESS, REVENUE, PROFITS, GOODWILL, USE, DATA, OR OTHER ECONOMIC ADVANTAGE), WHETHER BASED ON BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY, OR OTHERWISE, AND WHETHER OR NOT LICENSOR HAS PREVIOUSLY BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THIS SECTION SHALL SURVIVE FAILURE OF ANY EXCLUSIVE REMEDY. 9.02 BANKRUPTCY/SUPPORT CESSATION. The term "default" as used in this Agreement shall include the institution of proceedings by or against LICENSOR under federal or state bankruptcy laws and assignment or receivership for the benefit of creditors. CITY rights to a complete and documented copy of all related Source Code corresponding to the then current released version of the System/Utility Software (for internal use and not for resale) shall precede any bankruptcy proceedings and stand before any trustee's claims for the benefit of creditors. In the event that the LICENSOR ceases to provide support for the System/Utility Software for reasons other than CITY'S failure to pay support fees as described in section 1.07, the CITY shall have the same rights as if the LICENSOR had declared bankruptcy. 9.03 INSURANCE 9.03.1 WORKERS' COMPENSATION INSURANCE. Pursuant to California Labor Code section 1861, LICENSOR acknowledges awareness of Section 3700 et seq. of said Code, which requires every employer to be insured against liability for workers' compensation; LICENSOR covenants that it will comply with such provisions prior to commencing performance of the work hereunder. LICENSOR shall maintain workers' compensation insurance in an amount of not less than One Hundred Thousand Dollars ($100,000) bodily injury by accident, each occurrence, One Hundred Thousand Dollars ($100,000) bodily injury by disease, each employee, Two Hundred Fifty Thousand Dollars ($250,000) bodily injury by disease, policy limit. LICENSOR shall require all sub -licensors to provide such workers' compensation insurance for all of the sub -licensors' employees. LICENSOR shall furnish to CITY a certificate of waiver of subrogation under the terms of the workers' compensation insurance and LICENSOR shall similarly require all sub -licensors to waive subrogation. 9.03.2 GENERAL LIABILTY INSURANCE. In addition to the workers' compensation insurance and LICENSOR'S covenant to indemnify CITY, LICENSOR shall obtain and furnish to CITY, a policy of general public liability insurance, including motor vehicle coverage covering the PROJECT. Said policy shall indemnify LICENSOR, its officers, agents and employees, while acting within the scope of their duties, against any and all claims of arising out of or in connection with the PROJECT, and shall provide coverage in not less than the following 21 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 amount: combined single limit bodily injury and property damage, including products/completed operations liability and blanket contractual liability, of $1,000,000 per occurrence. If coverage is provided under a form which includes a designated general aggregate limit, the aggregate limit must be no less than $1,000,000. Said policy shall name CITY, its officers, and employees as Additional Insureds, and shall specifically provide that any other insurance coverage which may be applicable to the PROJECT shall be deemed excess coverage and that LICENSOR'S insurance shall be primary. Under no circumstances shall said above -mentioned insurance contain a self -insured retention, or a "deductible" or any other similar form of limitation on the required coverage. 9.03.3 CERTIFICATES OF INSURANCE; ADDITIONAL INSURED ENDORSEMENTS. Prior to commencing performance of the work hereunder, LICENSOR shall furnish to CITY certificates of insurance subject to approval of the CITY Attorney evidencing the foregoing insurance coverages as required by this Agreement; said certificates shall: a) provide the name and policy number of each carrier and policy; b) shall state that the policy is currently in force; c) shall state that insurer shall endeavor to provide that such policies will not be canceled or modified without thirty (30) days' prior written notice of CITY; and d) shall state as follows: "The above -detailed coverage is not subject to any deductible or self -insured retention, or any other form of similar -type limitation. " LICENSOR shall maintain the foregoing insurance coverages in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverages shall not derogate from the provisions for indemnification of CITY by LICENSOR under the Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of all said policies of insurance. LICENSOR shall pay, in a prompt and timely manner, the premiums on all insurance hereinabove required. A separate copy of the additional insured endorsement to each of LICENSOR's insurance policies, naming the CITY, its officers and employees as Additional Insureds shall be provided to the CITY Attorney for approval prior to any payment hereunder. 10.00 GENERAL PROVISIONS 10.01 ASSIGNMENT. This Agreement maybe assigned by LICENSOR to another person or organization that acquires all or substantially all of the assets of LICENSOR as long as all contractual provisions and responsibilities are assumed by the acquiring person or organization. Any other assignment by LICENSOR shall be made only with the prior written consent of CITY, 22 PDA: 2004 agree; Dynix 2-10-05 2005-02-10 which consent shall not be unreasonably withheld provided that in the event of such assignment the proposed assignee has agreed to be fully responsible for LICENSOR obligations under this Agreement. 10.02 GOVERNING LAW. This Agreement shall be governed by and construed in accordance with the laws of the state of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Orange, State of California, or any other appropriate court in such county, and the parties covenant and agree to submit to the personal jurisdiction of such court in the event of such action. 10.03 COSTS AND ATTORNEYS FEES. LICENSOR and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. LICENSOR understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by LICENSOR. In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the non -prevailing party. 10.04 INDEPENDENT CONTRACTOR. LICENSOR is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. LICENSOR shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for LICENSOR and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 10.05 CITY EMPLOYEES AND OFFICIALS. LICENSOR shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 10.06 NON -RECRUITMENT. LICENSOR agrees not to employ, either directly or indirectly, as an employee or contractor or otherwise, or to solicit the employment or services of any current or former CITY employee for a period of one (1) year after the completion of the last services provided by LICENSOR for CITY. 10.07 CONSENT. When CITY'S consentlapproval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 23 PDA: 2004 agree: Dymix 2-10-05 2005-02-10 10.08 MODIFICATION. No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 10.09 SECTION HEADINGS. The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 10.10 INTERPRETATION OF THIS AGREEMENT. The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 10.11 DUPLICATE ORIGINAL. The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 10.12 IMMIGRATION. LICENSOR shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 10.13 SERVICE OF NOTICE. Any notices, certificates, or other communications hereunder shall be given either by personal delivery to LICENSOWS agent (as designated) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below; provided that LICENSOR and CITY, by notice given hereunder, may designate different addresses to which subsequent notices, certificates or other communications will be sent: 24 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 TO CITY: City of Huntington Beach ATTN: Director of 2000 Main Street Huntington Beach, CA 92648 TO LICENSOR: Dynix Corporation ATTN: Chief Operating Officer 400 Dynix Drive Provo, UT 84604 10.14 ENTIRE AGREEMENT; AMENDMENTS. The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supercedes all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 25 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 10.15 SURVIVAL. Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement shall so survive. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers on 19AReA j , 2005. DYNIX CORPORATION, a Utah corporation: B J �c t ��,)"i-- print name ITS: (circle one) Chairm �resideice President print name I : (circle one) Secretary Chief Financial Officer sst. Secretary — Treasurer REVIEWED AND APPROVED: QA City A lnfstrator CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California APPROVED AS TO FORM: dC iAttorney 1 /� ° a i Services Director of Information Services 26 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 OP ID P DATE IMMfDDIr" ACORD CERTIFICATE OF LIABILITY INSURANCE DYNIX-1 C1 02/18/05 PRODUCER Diversified Ins Technology Group 136 E. South Temple # 2300 Salt Lake City UT 84111 Phone:801-325-5000 Fax:801,-532-2804 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIL9 INSURED Iiy�11x Cc oration 4 V V T^I�St ix Drive Provo UT 8 604 INSURERA_ Federal Insurance C2Mja 20281 INSURER B: INSURER C. INSURER D: INSURER E, COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. II LTR NSR TYPE OF INSURANCE POLICY NUMBER PATE (MMlppryY) POLICY EXPIRA-"UN DATE IMI LIMIT'S A X GENERAL LIABILITY X COMMERCIAL GENERAL LIABILITY CLAIMS MADE F�P7 OCCUR- 35818216 06/01/04 06/01/05 - EACH OCCURRENCE $ 1,000,000 PREMISES(Eecccurence) $ 1,000,000 MED EXP (My one person) $ 10 , 000 PERSONAL 8 ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2 , 000 , 000 GENL AGGREGATE LIMIT APPLIES PER: POLICY PRC LOC PRODUCTS - COMP/OP AGG $ 2,000,000 A AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED NED NON -OWNED NON -OWNED AUTOS 74969906 APPROVED AS TO JENNIFER McGRA 06/01/04 ORM �J�y��! _�_ 06/01/05 COMBINED SINGLE LIMIT (Ea accident) $ 1 Q00 000 r , BODILY INJURY (Per personl $ X PeerrlLY INJURY accdent) $-- X PROPERTY DAMAGE _— IROaEcTYD $ GARAGE LIABILITY ANY ALTO BY?&W D'Ale...aso '—"I City Atf ,.W y-� �'„+/,w r� J -! AUTO ONLY- EA ACCIDENT $ OTHER THAN EA ACC AUTO ONLY: AGG $ $ A EXCESSIUMBRELLA LIABILITY }[ OCCUR ❑ CLAIMS MADE X DEDUCTIBLE RETENTION $ 0 79821693 06/01/04 06/01/05 EACH OCCURRENCE $ 1,000,000 AGGREGATE $ 1, 000 , 000 $ $ $ A WORKERS COMPENSATION AND EMPLOYERTLIABILITY ANY PROPRIETCRIPARTNERIEXECUTIVE OFFICER1MEhAFIER EXCLUDED? If yes. describe under SPECIAL PROVISIONS below 71719073 12/15/04 06/01/05 OTH- X TORY LIMITS ER E.L EACHACCIDENT $ 1 000 000 r r E.L DISEASE - EA EMPLOYEE $ 1, 000 000 EL DISEASE - POLICY LIMIT $ 1 , 000 , 000 OTHER DESCRIPTION OF OPERATIONS I LOCATIONS 1 VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT ! SPECIAL PROVISIONS Huntington Beach Public Library, the city, it's officers, and employees are named as Additional Insured with respects to written contract with the insured. The above detailed coverage is not subject to any deductible or self -retention, or any other form of similar type of limitation. CERTIFICATE HOLDER CANCELLATION HumEAc SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN Huntington Beach Public NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL Library Attn: Cam Ha IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR 7111 Talbert Ave. REPRESENTATIVES. AUTH ZED REPRESENTATIVE Huntington Beach CA 92648 ACORD 26 (2001108) - (D ACORD CORPORATION 198 H INSURANCE AND INDEMNIFICATION WAIVER MODIFICATION REQUEST 1. Requested by: Ron Hayden 2. Date: February 10, 2005 3. Name of contractor/permittee: Dynix Corporation 4. Description of work to be performed: Turnkey Library Computer System 5. Value and length of contract: $188,000 contract length 1 year with annual maintenance 6. Waiver/modification request: Dynix's requested changes are attached 7. Reason for request and why it should be granted: Consistent with industry standards 8. Identify the risks to the City in approving this waiver/mod if cation: City's ability to recover resoonsible for its own concurrent nealiaence: modification! to lanauanae reauirina J11 UI U11L: r1G1r11 L1011 15 IR1L bUU51c111L1Ve. p rtmept Head Signature Date: APPROVALS Approvals must be obtained in the order listed on this form. Two approvals are required for a request to be granted. Approval from the City Administrator's Office is only required if Risk Management and the City Attorney's Office disagree. 1. Risk Management PAPproved ❑ Denied Signature Date 2. City Attorney's Office Approved ❑ Denie Signatur Date 3. City Administrator's Office ❑ Approved ❑ Denied Signature Date If approved, the completed waiverlmodification request is to be submitted to the City Attorney's Office along with the contract for approval. Once the contract has been approved, this form is to be filed with the Risk Management Division of Administrative Services 2/10/2005 4:41 PM 9.00 LIABILITY, INDEMNIFICATION AND DEFAULT 9.01 INDEMNIFICATION AND HOLD HARMLESS. LICENSOR hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with LICENSOR'S performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by LICENSOR, its officers, agents or employees except such loss or damage which was caused by the CITY. LICENSOR will conduct all defense at its sole cost and expense. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by LICENSOR. LICENSOR'S TOTAL LIABILITY TO CITY UNDER THIS AGREEMENT, EXCLUDING LIABILITY FOR PERSONAL INJURY, DAMAGE TO REAL PROPERTY AND TANGIBLE PERSONAL PROPERTY, AND LIABILITY PURSUANT TO CLAIMS OF INFRINGEMENT, WILL BE LIMITED TRIlt h4BE III -LIB DI lM1I TIC PREvri}I7_ ] 2 MONTHS OR THE PRODUCT OR SERVICE WHICH IS THE SUBJECT MATTER OF THE CLAIM. IN NO EVENT WILL LICENSOR BE LIABLE TO CITY FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES (INCLUDING, WITHOUT LIMITATION, LOSS OF BUSINESS, REVENUE, PROFITS, GOODWILL, USE, DATA, OR OTHER ECONOMIC ADVANTAGE), WHETHER BASED ON BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY, OR OTHERWISE, AND WHETHER OR NOT LICENSOR HAS PREVIOUSLY BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THIS SECTION SHALL SURVIVE FAILURE OF ANY EXCLUSIVE REMEDY. 9.02 BANKRUPTCY/SUPPORT CESSATION. The term "default" as used in this Agreement shall include the institution of proceedings by or against LICENSOR under federal or state bankruptcy laws and assignment or receivership for the benefit of creditors. CITY rights to a complete and documented copy of all related Source Code corresponding to the then current released version of the SystemlUtility Software (for internal use and not for resale) shall precede any bankruptcy proceedings and stand before any trustee's claims for the benefit of creditors. In the event that the LICENSOR ceases to provide support for the System Utility Software for reasons other than CITY'S failure to pay support fees as described in section 1.07, the CITY shall have the same rights as if the LICENSOR had declared bankruptcy. 9.03 INSURANCE 9.03.1 WORKERS' COMPENSATION INSURANCE. Pursuant to California Labor Code section 1861, LICENSOR acknowledges awareness of Section 3700 et seq. of said �eT�A � v p.k�� ( L Nt4�k Code, which requires every employer to be insured against liability for workers' compensation; LICENSOR covenants that it will comply with such provisions prior to commencing performance of the work hereunder. LICENSOR shall maintain workers' compensation insurance in an amount of not less than One Hundred Thousand Dollars ($100,000) bodily injury by accident, each occurrence, One Hundred Thousand Dollars ($100,000) bodily injury by disease, each employee, Two Hundred Fifty Thousand Dollars ($250,000) bodily injury by disease, policy limit. LICENSOR shall require all sub -licensors to provide such workers' compensation insurance for all of the sub -licensors' employees. LICENSOR shall furnish to CITY a certificate of waiver of subrogation under the terms of the workers' compensation insurance and LICENSOR shall similarly require all sub -licensors to waive subrogation. 9.03.2 GENERAL LIABILTY INSURANCE. In addition to the workers' compensation insurance and LICENSOR'S covenant to indemnify CITY, LICENSOR shall obtain and furnish to CITY, a policy of general public liability insurance, including motor vehicle coverage covering the PROJECT. Said policy shall indemnify LICENSOR, its officers, agents and employees, while acting within the scope of their duties, against any and all claims of arising out of or in connection with the PROJECT, and shall provide coverage in not less than the following amount: combined single limit bodily injury and property damage, including products/completed operations liability and blanket contractual liability, of $1,000,000 per occurrence. If coverage is provided under a form which includes a designated general aggregate limit, the aggregate limit must be no less than $1,000,000. Said policy shall name CITY, its officers, and employees as Additional Insureds, and shall specifically provide that any other insurance coverage which may be applicable to the PROJECT shall be deemed excess coverage and that LICENSOR'S insurance shall be primary. Under no circumstances shall said above -mentioned insurance contain a self -insured retention, or a "deductible" or any other similar form of limitation on the required coverage. 9.03.3 CERTIFICATES OF INSURANCE; ADDITIONAL INSURED ENDORSEMENTS. Prior to commencing performance of the work hereunder, LICENSOR shall furnish to CITY certificates of insurance subject to approval of the CITY Attorney evidencing the foregoing insurance coverages as required by this Agreement; said certificates shall: a) provide the name and policy number of each carrier and policy; b) shall state that the policy is currently in force; c) shall state that insurer shall endeavor to provide that such policies will not be canceled or modified without thirty (30) days' prior written notice of CITY; and d) shall state as follows: "The above -detailed coverage is not subject to any deductible or self -insured retention, or any other form of similar -type limitation. " LICENSOR shall maintain the foregoing insurance coverages in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverages shall not derogate from the provisions for indemnification of CITY by LICENSOR under the Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of all said policies of insurance. LICENSOR shall pay, in a prompt and timely manner, the premiums on all insurance hereinabove required. A separate copy of the additional insured endorsement to each of LICENSOM insurance policies, naming the CITY, its officers and employees as Additional Insureds shall be provided to the CITY Attorney for approval prior to any payment hereunder. Horizon Circulation User's Guide Microsoft, Windows, and Windows NIT are registered trademarks of Microsoft Corporation. Sybase is a registered trademark of Sybase, Inc. Adobe and Acrobat are trademarks or registered trademarks of Adobe Systems, Inc. All other product or company names are trademarks or registered trademarks of their respective companies. ® 1995-2003 Dynix Corporation All rights reserved. Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement. No part of this guide may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of Dynix Corporation. Dynix Corporation grants the right of copying the enclosed material solely for the internal business use of the end user if (1) this document has been obtained by purchase or by license agreement in conjunction with epixtech software, and (2) this copyright statement is included with each copy. All other copying or distribution is strictly prohibited. This document is compatible with Horizon Sunrise Version 7.2. It may also be compatible with later versions. Part i1: 316976-116976 0 ����� Contents __ Getting Started ~ .__~_ 1-1 Welcome__________._______.__..~__________----~~-__—..---1-3 AboutThis Guide ................................................................................................................ ............ 1-3 ____~~________________--_~.....-__—'_1-3 Online Guides and Web Updates —_.---_--_—.—_—''----~---_—_---1-4 Feedback...................................................................................................................................... I4 Disclaimer................................................................................................................ ................... 1-4 Conventions............................................................................................................ ......... ......... 1-5 MouseConventions ........................................................................................................................... 1'5 Keyboard Conventions----------------------------'-----------1-5 HorizonBasics ............................................................. ..................................................................... 1-6 Activating mHorizon Process ..................... ......................................................... ................... I-7 Activating mHorizon Process Using aMouse ......... ......................................... ....................... 1-8 Activating aHorizon Process Using uKeyboard .......................................................................... z* CirculationBasics ............................................................................................................................. -11 Circulation Processes ................................................................................................................ -ll _Overview mfTasks ........................ .... ... ~_............................................................ ... .............. 1-1I C H A P T E R 2r� . � - Contents Checkin............................................................................................................................................. 2-20 CheckingIn Items.................................................................................................................... 2-20 Checking In Items under Special Conditions....................................................................... 2-23 Checkingin a Damaged Item................................................................................................. 2-24 Editing Item Information in Checkin.................................................................................... 2-25 Changing the Checkin Date and Time.................................................................................. 2-26 Restartingthe Clock................................................................................................................. 2-27 Switching between Checkin and Checkout................................................................................ 2-28 Searching for Items in Checkout or Checkin.............................................................................. 2-28 Viewing In -House Use Information for an Item........................................................................ 2-29 Printing Circulation Receipts and Workslips.............................................................................. 2-30 Receipts...................................................................................................................................... 2-30 Workslips................................................................................................................................... 2-32 C H A P T E R 3 Blocks......................................................................................................................................... 3-1 AboutBlocks...................................................................................................................................... 3-3 BlockTypes........................................................................................................................................ 3-3 System -Generated Blocks.......................................................................................................... 3-4 MaximumsExceeded............................................................................................................... 3-11 Library -Defined Blocks............................................................................................................ 3-11 ViewingBlock Information ........................................................................................................ 3-12 Viewing a List of Outstanding Blocks from Checkout....................................................... 3-13 Viewing a List of Outstanding Blocks from Checkin.......................................................... 3-13 Viewing Block Information by Item Barcode....................................................................... 3-14 Using the Show Borrower Option in Checkin..................................................................... 3-15 Viewinga Borrower's Block History..................................................................................... 3-16 ViewingBlock Details.............................................................................................................. 3-17 Resolving System -Defined Blocks................................................................................................ 3-19 Resolving Blocks Automatically........................................................................................... 3-19 ResolvingBlocks Manually.................................................................................................... 3-19 Exempting a Borrower from Fines Calculation............................................................................3-19 ManuallyDeleting a Block............................................................................................................ 3-20 ManuallyPlacing a Block ... ............................................................................................................. 3-21 Placinga Note Block................................................................................................................ 3-21 Placinga Fee Block...................................................................................................................3-22 Placing a Claimed Return or Lost Item Block...................................................................... 3-22 Addinga Comment to a Block............................................................................................... 3-23 Finesand Payment Transactions.................................................................................................. 3-24 Fees............................................................................................................................................. 3-24 Addinga Library -Defined Fee ..................... ................................................................................... 3-25 Changinga Fee Amount..................................................................................................................3-26 Viewing a List of Calculated Fines and Potential Fines ................................•.......••.. ......•.•3-27 0 ii Circulation Guide Con tents • • Payments, Waivers, and Refunds............................................................................................. 3-28 Transacting a Payment or Waiver .. . 3-28 Transactinga Refund................................................................................................................... 3 30 ViewingPayment History ............................................................................................................... 3-33 Bills............................................................................................................................................. 3-34 CashTransaction Reports........................................................................................................ 3-35 C H A P T E R 4 BorrowerRecords..................................................................................................................... 4-1 AboutBorrower Records.................................................................................................................4-3 Addinga New Borrower Record.................................................................................................... 4-4 Adding a New Borrower to a Shared Borrower Database .......................... .... 4-7 ........................... Openinga Borrower Record........................................................................................................... 4-9 Editing a Borrower Record.............................................................................................................. 4-9 Deleting a Borrower Record.......................................................................................................... 4-14 Renewing a Borrower's Registration........................................................................................... 4-14 Replacinga Lost or Damaged Barcode........................................................................................ 4-15 SettingUp a Proxy Borrower........................................................................................................ 4-16 About the Proxy Borrower Feature ................................................................... ..... 4-16 ............... Linking Proxies to Authorizing Borrowers.......................................................................... 4-17 C H A P T E R 5 Fast -Add Records..................................................................................................................... 5-1 AboutFast -Add Records................................................................................................................. 5-3 Fast -Adding Borrower Records...................................................................................................... 5-3 Fast -Adding Item and Bib Records................................................................................................ 5-6 CheckingIn a Fast -Added Item...................................................................................................... 5-8 C H A P T E R 6 Requests, Holds, and Reports................................................................................................ 6-1 About Requests, Holds, and Reports............................................................................................. 6-3 Placinga Request for a Borrower................................................................................................... 6-4 Editinga Request.............................................................................................................................. 6-6 Deletinga Request.......................................................................................................................... 6-10 Circulation Guide iii Contents Fillinga Request.............................................................................................................................. 6-10 Fillinga Request Locally....................................................... ........................ I......................... 6-10 Filling a Request with the First Available Item.................................................................... 6-11 Filling a Request Made at Another Location........................................................................ 6-12 Recording an Arriving Requested Item....................................................................................... 6-14 Viewing a Borrower's Requests.................................................................................................... 6-15 Overridinga Hold.......................................................................................................................... 6-16 Reorderingthe HoldQueue.......................................................................................................... 6-17 UsingCirculation Reports......................................................................................................... 6-18 Viewingand Printing Reports................................................................................................ 6-18 Changingthe Report Display................................................................................................. 6-19 SortingReport Entries............................................................................................................. 6-19 Printing Notices and Reminders............................................................................................ 6-19 UnderstandingTypes of Reports ............................ .................................... ................................. 16-20 TheNotice Review Report...................................................................................................... 6-20 Changing the Action Setting in the Notice Review List .................................................. 6-21 TheRequest Pull List............................................................................................................... 6-22 Using the Pull List to Delete a Request................................................................................. 6-23 TheHold Shelf Report............................................................................................................. 6-25 The Expired/Canceled Holds Report................................................................................... 6-26 OtherReporting Tools.................................................................................................................... 6-27 Theitem report View........................................................................................................ 6-27 TheCheckouts by Title Report............................................................................................... 6-27 C H A P T E R 7 Viewingand Sending Notices............................................................................................... 7-1 About Viewing and Sending Notices............................................................................................. 7-3 Typesof Notices................................................................................................................................ 7-3 Holdand Request Notices........................................................................................................ 74 RecallNotices.............................................................................................................................. 74 OverdueNotices......................................................................................................................... 7-4 BillingNotices............................................................................................................................. 7-5 ReminderNotices....................................................................................................................... 7-6 Invoices........................................................................................................................................ 7-7 ReminderInvoices...................................................................................................................... 7-8 GeneratingNotices........................................................................................................................... 7-9 Usingthe Notice Review List.......................................................................................................... 7-9 Printing Invoices, Reminder Invoices, Notices, and Reminders ............................................. 7-10 GeneratingE-mail Notices...................................................................................................... 7-10 Printing a Batch of Invoices, Reminder Invoices, Notices, or Reminders ........................ 7-10 Printinga Single Invoice......................................................................................................... 7-13 Printinga Single Reminder Invoice....................................................................................... 7-13 ReprintingOld Invoices.......................................................................................................... 7-14 is iv Circulation Guide Contents A P P E N D I X A CirculationPrivileges and Parameters............................................................................... A-1 About Circulation Privileges and Parameters............................................................................. A-3 ItemWorkflow................................................................................................................................. A4 DueDates.......................................................................................................................................... A-5 RenewalOptions..................................................................................................................... .... A-5 FineCalculations.............................................................................................................................. A-6 Loan and Request Rules for Multiple Locations......................................................................... A-6 ItemStatuses..................................................................................................................................... A-7 RecallParameters............................................................................................................................. A-7 Requestand Hold Parameters....................................................................................................... A-8 BlockTypes....................................................................................................................................... A-8 UsingItem Group Editor................................................................................................................ A-9 Creatingan Item Group......................................................................................................... A-10 Creating a New Item Group.......................................................................................................... A-12 Usingan Existing Item Group.................................................••.... ............................................... A-15 Archiving Information About an Item Group .................................................................... A-17 Editing Information About an Item Group......................................................................... A-19 Restoring Information About an Item Group..................................................................... A-22 Clearing Archived Information About an Item Group ........................................ A-25 Notice, Invoice, and Reminder Generation.............................................................................. A-27 Circulation Slip Printer Parameters............................................................................................ A-27 DayEnd Processing....................................................................................................................... A-28 N D E X • Circulation Guide v Getting Started This chapter provides you with the basic information you need to begin using Circulation. It gives you an overview of this guide, a review of some basic Horizon tasks and the Launcher interface, and an overview of Circulation. Welcome About This Guide Horizon Basics Circulation Basics C h a p t e r E 7 • 0 • 'NTENTIONALLY LEFT BLANK 0 Welcome Welcome Welcome to Horizon Sunrise Circulation. Circulation is made up of related computer tools or "processes" that help you manage the circulation of library material. Working in concert with other processes such as PAC and Cataloging, Circulation helps you track borrower records and the circulation of library items. About This Guide The Circulation Guide is for all users of Circulation, including system administrators. it explains checkout and checkin procedures and how to use Circulation to create and edit borrower records, process borrower requests and holds, generate notices to inform borrowers of circulation matters, and compile and print circulation statistics. All setup and administration -related topics that are specific to Circulation are covered in the Circulation Setup Guide, not in this guide or the System Administration Guide. This section explains these topics: • Chapters • Online Guides and Web Updates • Feedback • Disclaimer • Conventions Chapters 0 This guide contains these chapters and major sections: • Chapter 1, "Getting Started," explains the basic information you need to begin using Circulation, and gives you an overview of this guide. • Chapter 2, "Checkout and Checkin," explains basic checkout and checkin procedures and includes information on renewing checked out items, changing the checkin date of an item, printing circulation receipts and workslips, and other related tasks. • Chapter 3, `Blocks," explains information about blocks. It gives you a list of system -generated blocks and explains how to view a borrower's blocks, place blocks, delete blocks, and perform other related tasks. • Chapter 4, 'Borrower Records," explains how to add, edit, and delete borrower records and perform related tasks. • Chapter 5, "Fast -Add Records," explains how to fast -add borrower, item, and bib records. It also explains how to check in fast -added items. • Chapter 6, "Requests, Holds, and Reports," explains how to place and fill requests, print related notices and reminders, and perform other related tasks. Chapter 7, "Viewing and Sending Notices," explains the types of notices you can have and how to generate them. It also explains how to print invoices and notices. C� Circulation Guide 1-3 Chapter 1: Getting Started • • Appendix A, "Circulation Privileges and Parameters," explains how your library can set up parameters for loan and request rules, item statuses, requests, holds, and blocks, and other related tasks. • Index to the guide. Online Guides and Web Updates In addition to the printed copy, this guide is available online as a PDF (Portable Document Format) file. You can install the PDF files from the Horizon installation CD. To view any PDF file, you must install Adobe's Acrobat Reader on your workstation. (This software is provided by Adobe free of charge.) You can download the latest version of Acrobat Reader from Adobe's web site at "www.adobe.com". Once you have installed the PDF files and Acrobat Reader, you access the files by choosing View Circulation Manual from the Help menu in Horizon. You can also view a copy of the Horizon Basics Guide from the Help menu. You can also access the most current PDF version of this guide at epixtech's web page at-wwwepixtech.com/support/hsc/docu/index.asp". Accessing the Horizon Documentation site on the Web requires a login and password. If you do not already have a login and password, call your Customer Relations Manager at 1-800-683-9649 to receive one. Feedback The Documentation Team at epixtech wants to provide you with the most complete and useful documentation possible. If you have any comments about this guide, please let us know. We appreciate your feedback and we will use it to improve future versions of the guide. You can send your comments via e-mail to "hdocs@epixtech.com". If you need immediate assistance, contact Horizon Customer Support. Disclaimer The process names and sample windows in this guide reflect the default settings that are delivered with most new Horizon installations. The settings on your system may be different from these defaults, depending on your library's implementation choices and the way your system administrator sets up your Horizon system. (For example, your system administrator can add fields to windows, reorganize the processes that display on the navigation bar, and set up security to limit access to certain processes.) Additionally, as you use Horizon, you can resize windows or customize your Launcher workspace. Consequently, your Horizon environment may look and function differently than the environment described in the tasks in this guide. (For information about customizing and restoring window size or the Launcher workspace, see the Launcher Configuration Guide.) 1-4 Circulation Guide About This Guide Conventions 0 This section explains the documentation conventions used in this guide. Mouse Conventions • Click. To place the mouse pointer on an icon, command, or button and quickly press and release the primary (usually the left) button once. • Double-click. To place the mouse pointer on an icon, command, or button and quickly press and release the primary mouse button twice. • Right -click. To place the mouse pointer on an icon, command, or button and quickly press and release the secondary (usually the right) button. • Drag. To press and hold the primary mouse button while moving the mouse. • Choose. To select an option from a menu, group of options, or list. • Highlight. To click once on an option in a list so the option is selected and displays in reverse video. In a field, you may drag the mouse over text to highlight that text. Keyboard Conventions • Keys on the keyboard are shown in uppercase, bold characters (for example, "the TAB key"). The keys on your keyboard may not be labeled exactly as they are in this guide. • When you are instructed to press two or more keys at the same time, the keys are connected by a plus sign. (For example, ALT+H means to hold down the ALT key and press the H key.) • Text or numbers that you are instructed to enter using the keyboard are enclosed in quotation marks (for example, enter "main" in the Location field). General Conventions • This guide refers to the Horizon Sunrise software as "Horizon" (for example, "Horizon saves your changes"). • In step-by-step instructions, the names of menus, buttons, fields, and other options appear in bold typeface (for example, "the OK button" or "the Borrower field"). • When you are instructed to choose an option from a menu, the menu and menu options are separated by commas. (For example, "choose File, Save" means to choose the File menu, then choose the Save option from the menu.) • Text in italics shows general information that you must replace with information that is specific to your system. (For example, you would replace password with a specific password, such as 123gr@ndma.) • Circulation Guide 1-5 Chapter 1: Getting Started • Horizon Basics This guide assumes you have a basic knowledge of our Windows operating � Y g Y F g system, Horizon, and working in Horizon windows. At the minimum, you should know how to: • Use a mouse or keyboard to do basic tasks, such as choosing menu options and buttons. • Work with windows (selecting, moving, minimizing, restoring, maximizing, sizing, scrolling, closing, and so on). • Work with dialog boxes. • Log in to Horizon, change operators, and log off Horizon. • Search for records on the Horizon system. • Work in Horizon list and edit windows. s If you do not know how to do these tasks, see the Windows online help, your Microsoft Windows manual, or the Horizon Basics Guide. Additionally, you need to understand how to use the Launcher environment. The Launcher is the framework that you use to open and navigate through the various Horizon processes. You can also use it as a tool to access some of your other desktop functions. The Launcher workspace starts automatically when you first log in to Horizon. It includes pop-up lists, toolbars, and a navigation bar that help you do tasks easily. You or your system administrator can customize toolbars, the navigation bar, and some outer features of the Launcher environment. 1-6 Circulation Guide Horizon Basics Here is an example of a Launcher workspace: Figure 11.11: Muncher workspace If your navigation bar is setup You can choose options from the menu bar to activate to show shortcuts, they processes or do tasks. The available menu options display in this column. vary, depending on where you are in Horizon_ You can click buttons on a toolbar to activate processes and do tasks in Horizon. ee.ugR ' 4nnnrb'nr ff � ppon i '; Yawl The navigation bar displays folders that group related Horizon processes k -i_I Yuumry together. W U— ..v The active window's title bar displays in a different color from other open windows. If you use the Workbook view, You can activate a pop-up list by right -clicking the each open window or process mouse in the Launcher workspace, or in an open has a tab. You can click a tab to window or record. Pop-up lists give you options activate the window or process. that vary depending on where you are in Horizon. For more information on working in the Launcher environment, see the Horizon Basics Guide. This section explains these topics: • Activating a Horizon Process • Customizing the Launcher Activating a Horizon Process When you do a task in Horizon, you must first activate the process that lets you do the task. If you have already activated several processes, you can activate the open process window that you want to use. The active window's title bar displays in a different color from other open windows. If the windows are displayed in a cascade, the active window moves to the front. If you cannot activate a different window, the currently active window needs attention before you can continue. You must either close the window, or cancel or finish its process. (For example, if the window is a search window, you must complete the search, cancel the search, or close the window before you can activate a different process.) Circulation Guide 1-7 • • • Chapter 1: Getting Started C, Horizon lets you use several different methods to activate most processes. The various tasks in this guide usually give only one or two of the methods. As you work with Horizon, you will discover which methods are most convenient for you. For example, if you work best using a mouse, you may choose to use the menu bar to activate processes. If you prefer using a keyboard, you may choose to use keyboard shortcuts. Your security settings and Launcher configuration may affect the options that you can use to activate some processes. (For more information, see your system administrator.) This section explains some of the methods you can use to activate a process in Horizon. (For examples of some of these methods, see "Launcher Workspace" on page 1-7.) This section explains these topics: • Activating a Horizon Process Using a Mouse • Activating a Horizon Process Using a Keyboard Activating a Horizon Process Using a Mouse When you use the mouse to activate a process, you click or double-click on a specific part of the Launcher workspace. Here are some of the ways you can use a mouse to activate a process: • Double-click on a process or tool on the navigation bar. The navigation bar stores processes and tools in folders. (For more information, see "Horizon User Interface" chapter of the Horizon Basics Guide.) • Click on a toolbar button. You can use the toolbar to activate a process only if you (or your system administrator) have added a button for that process. (For more information, see the "Customizing the Toolbar' chapter of the Launcher Configuration Guide.) • Click on an option from the menu bar. Choose Window and the open window or record you want to make active. • Click on the window you want. If you can see part of the window or record you want to make active, click on the window. • Use the Workbook view. Click on the tab of the open window or record you want to make active. (For instructions on opening the Workbook, see the "Horizon User Interface" chapter of the Horizon Basics Guide.) I-S Circulation Guide Horizon Basics Activating a Horizon Process Using a Keyboard When you use the keyboard to activate a process, you press a certain sequence of keys. You must know the keystrokes that open the function that you want. If your navigation bar is open and is set up to display shortcuts, you can see the keystrokes listed there. (However, the navigation bar does not have to be open for you to use the shortcuts.) The drop -down menus on the menu bar also display several keyboard shortcuts. Your security settings may give you the rights to edit or create a shortcut. (For more information, see the Launcher Configuration Guide.) You can use the keyboard in these ways: • Lead-in keys. A lead-in key focuses the cursor on a certain set of tasks from which you can choose. The F9 key focuses the cursor on the navigation bar, so that your next keystroke moves you through the folders of the navigation bar to find the process you want to activate. (You can use arrow keys, the fast letter of the process you want, or choose Find from the Edit menu to move to the process.) • Predefined keyboard shortcuts. Windows and Horizon have certain default shortcuts that can help you in your work. You cannot change these shortcuts. (For example, F2 starts a New Search.) (For a list of the most common predefined keyboard shortcuts, see "Shortcuts" in the "Horizon User Interface" chapter of the Horizon Basics Guide.) • User -defined keyboard shortcuts. You can create shortcuts that activate Horizon processes when you customize the Launcher. (For more information, see the Launcher Configuration Guide.) • Press ALT+W. This activates the Window drop -down menu. Then type the number of the open window or record you want to make active. Pressing ALT plus any underlined letter in the menu bar activates the drop -down menu for that menu option. • Press CTRL+F6. This cycles through the open windows. • Press F8. This switches between the CKI and CKO windows. • Circulation Guide 1-9 Chapter 1: Getting Started iCustomizing the Launcher • • Depending on your security settings, you can customize your Launcher. (For instructions, see the Launcher Configuration Guide.) In general, you or your system administrator can customize the Launcher in these ways: • Toolbars. You can create a new toolbar or modify an existing toolbar's appearance and design so that the toolbar shows only the processes you use frequently. • Navigation bar. You can hide or add new folders, processes, and applications to the navigation bar, including third party products. You can also set up shortcuts for processes and applications on the navigation bar. • Diacritics. You can add, delete, and edit the non -keyboard characters (such as the British pound or an accent mark) that are available on the Diacritic Shortcut Bar. You can also specify the shortcuts for each character. • Background. You can choose what background displays in the Launcher workspace. • Startup. You can choose the processes that start automatically, and which folders on the navigation bar open automatically, when you first log in to Horizon. Unless your security settings let you save changes that you make in the Launcher environment, the Launcher may revert to its default appearance when you log off. 1-10 Circulation Guide Circulation Basics Circulation Basics Each Horizon Circulation process helps you with different aspects of your circulation work flow. (For example, you maintain borrower records and check out books in the Open CKO Window process, you create and print reports in . Circulation Reports.) The tasks you do in Circulation help you manage how borrowers use your library. This section explains these topics: • Circulation Processes • Overview of Tasks Circulation Processes When you first install Horizon, the Circulation folder on the navigation bar contains these folders and processes: Figure 1.2: circulation Processes [r- aj Circulation Open CKt window Use these processes to Open CKO window check in or check out - Circulation Reports items or to run reports Self -serve Checkout FF1 EN Circulation Control Menu Use these processes to 14 Item Status Codes �s access and edit lists of --n7t Bloc Plote) Cade Types codes and privileges.. -tq Co, Privileges Table You may see only some of these Circulation processes on your navigation bar. Your security setup and Launcher configuration determine what processes are available on your navigation bar, and where they display. (For more information, see your system administrator or the Launcher Configuration Guide.) Overview of Tasks Circulation helps you keep track of the items in your library. in general, circulation work in Horizon consists of these tasks: Checkout and Checkin. When you check out an item, Horizon assigns that item to a specific borrower. Other borrowers know when they check the catalog that the item is temporarily unavailable. When you check the item back in, the item is unassigned to the borrower, and the catalog shows the item as available again. Horizon allows you to renew items, check out items to borrowers who have forgotten their cards, check in items without calculating fines, change due dates, and check out items that ordinarily do not circulate. Circulation lets you print receipts that can help borrowers keep track of what they have checked out and workslips that can help staff members give special attention to items. It uses defaults set by your system administrator to determine loan periods, fine rates, and so forth. E Circulation Guide 1-11 Chapter 1: Getting Started • Setting and Resolving Blocks. Circulation can help you control whether certain borrowers can check out items by assigning blocks. Blocks can also be assigned when you need to interact with a borrower in a manner other than basic circulation. This can happen when borrowers violate library policy, when they have books on hold, or when refunds are due them. Horizon keeps a viewable history of a patron's blocks. Maintaining Borrower Records. Borrower records contain information about all borrowers registered to use the library, including borrowers at affiliated or branch libraries. Horizon lets you set up your library so that borrowers whose main account is at a branch library can use library resources in other locations. It helps you keep borrower records current. Your system administrator sets defaults that affect how Horizon uses borrower records. You can also set up proxy borrowers for borrowers who want to let others use their library account. Fast -adding Records. Occasionally a borrower may want to check out an item . when either the borrower record or the item record does not exist in the database. Circulation gives you the option to quickly add items and borrowers through fast -adding. Working with Special Requests. Horizon lets borrowers electronically request items that are checked out or only available at another location so that when they are returned, the requesting borrower has the first option to check out the item. Once a requested item is returned, Horizon puts it on hold for the requesting borrower. Circulation reports help you organize borrower requests and holds. The request, notice, and report functions of Circulation work together to accomplish their tasks. Sending Notices. Circulation can make contact with borrowers through notices, reminders, and invoices in the form of letters, e-mail messages, or phone calls. These contacts inform the borrower of unresolved library business, such as overdue items, fines or fees, items on hold, or expired holds. 1-12 Circulation Guide Checkout and Checkin This chapter explains checkout and checkin procedures. In addition, this chapter gives steps for other procedures such as renewing checked out items, checking out items to borrowers who have forgotten their cards, checking in items without calculating fines, and changing the checkin date of an item. C h a p t e,r About Checkout and Checkin Setting Workstation Parameters Checkout Checkin Switching between Checkin and Checkout Searching for Items in Checkout or Checkin Viewing In -House Use Information for an Item Printing Circulation Receipts and Workslips 2-3 2-4 2-5 2-20 2-28 2-28 2-29 2-30 • 0 • iNnISMONALLY LEFT BLANK • About Checkout and Checkin About Checkout and Checkin Circulation helps keep track of where your library items are when they are taken by borrowers. When you check out an item to a borrower, Horizon assigns that item's record temporarily to that borrower's record, so you know which borrower is responsible for which item. Other borrowers know when they check the catalog that the item is temporarily unavailable. When you check the item back in, the item record is unassigned to the borrower's record, and the catalog shows the item as available again. Sometimes a borrower may want to keep an item for longer than the established borrowing period. Circulation allows you to' renew the item and let the borrower keep it for an extended period. Circulation also lets you check out items to borrowers who have forgotten their cards, check in items without calculating fines, change the due date of an item when you check it out, and check out items that ordinarily do not circulate. Circulation lets you print several kinds of receipts that can help borrowers keep track of what they have checked out. You can also print workslips during checkin. You can attach workslips to items that need special attention. (For example, an item may need to be cataloged; put on hold for another borrower; or, if it is an interlibrary loan item, sent back to its holding library.) Circulation uses the circulation privilege defaults set by your system administrator to determine loan periods, fine rates and so forth (For more information on setting circulation defaults, see "Appendix A: Circulation Privileges and Parameters" or the Circulation Setup Guide.) This chapter explains these topics: • Setting Workstation Parameters. • Checkout. • Checkin. • Switching between Checkin and Checkout. • Searching for Items in Checkout or Checkin. • Viewing In -House Use Information for an Item. • Printing Circulation Receipts and Workslips. Circulation Guide 2-3 • Chapter 2: Checkout and Checkin 1] • Setting Workstation Parameters You can keep track of payments made at each workstation in your library. You set workstation parameters to keep track of payments by assigning an ID to each workstation, cash drawer, and library department. Your library director or system administrator should know your Workstation, Cash Drawer, and Department IDs. To set workstation parameters 1 Activate one of these processes: • Open CKI Window • Open CKO Window • Circulation Reports (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of these processes is the Circulation folder on the navigation bar.) 2 Choose File, Change Workstation ID. Horizon displays the Workstation ID window: 3 Complete these fields: In this field Do this Workstation ID Enter the code or phrase that identifies the workstation you are using. Cash Drawer ID Enter the code or phrase that identifies the cash drawer you are using. Library Department ID Enter the code or phrase that identifies the library department where you are working. 4 Click OK. a If you do not fill out the Workstation ID window when you first log in, Circulation displays it again when you first take fines. 2-4 Circulation Guide Checkout Checkout Ordinarily, checking out an item involves identifying a borrower and scanning or entering the barcode of items the borrower wants to use. There are times, however, when more is needed. You may need to renew or recall items, or replace a damaged barcode. This section explains how to: • Check out items. • Edit item information in Checkout. • Search for borrowers in Checkout. • List all items currently checked out to a specific borrower. • Renew items. • Recall items. • Change the due date and time during Checkout. • Set an indefinite due date. Checking Out Items • To check out items to borrowers, you identify the borrower and the items to be checked out. When you do these steps, Circulation adds the new item to the list of items checked out by the borrower and calculates and displays the due date. Circulation keeps track of the checked -out items and imposes fines if the borrower does not return an item on time. This section explains how to check out: Is • Normal items. • Non -circulating items. • Items using Self -Serve Checkout. Doing a Normal Checkout In most cases, you will do a normal checkout. To do a normal checkout 1 Activate the Open CKO Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation Guide 2-5 • Chapter 2: Checkout and Checkin • • Circulation opens the Checkout window: 2 Scan the borrower's barcode label. You can also enter the borrower's barcode number in the Item or Borrower Barcode field, then click OK, or press ENTER (For more information on the various ways to identify a borrower, see "Searching for Borrowers in Checkout" on page 2-12.) Horizon displays the borrower's name in the Borrower display field. A number of different message boxes may display when you identify a borrower. If a message box displays, follow the instructions to resume or cancel checkout procedures. If you do not understand the message, see your system administrator. 3 Scan the item's barcode label. You can also enter the item's barcode in the Item or Borrower Barcode field and click OK, or press ENTER. (For more information on the various ways to identify an item, see "Searching for Items in Checkout or Checkin" on page 2-28.) Circulation checks out the item, relaying an audible signal and displaying the item in the Items Out list box. 4 Repeat step 3 for any other items the borrower wants to check out. You do not need to re-enter the borrower for each item. Circulation retains the borrower until you identify another borrower. 2-6 Circulation Cuide The items Checked Out list shows only the items checked out during the current session. To see all items the borrower currently has checked out, including those from previous sessions, you must click the All Items Out button. Checkout 5 You can get additional information from these buttons on the Checkout window: • Blocks. Click this to open a list of current blocks for the borrower identified in CKO. (For more information, see "Viewing Block Information" on page 3-12.) • Edit Item. Click this to edit circulation information for the item identified in CKO. (For more information, see "Editing Item Information in Checkout" on page 2-9.) • All Items Out. Click this to display all items associated with a borrower, including items with the status of "Lost" and "Claimed Returned." (For more information, see "Listing All Items Currently Checked Out to a Specific Borrower" on page 2-14.) 6 When you are through checking out items to the current borrower, print a borrower receipt so the borrower has a record of what items were checked out and when they are due back. If you use another method to remind borrowers of item due dates, be sure to use it. (For example, you might need to stamp a due date slip, or apply a due date sticker to the item.) i If you use a security system such as 3M or Checkpoint, be sure to treat the item before giving it to the borrower, so that it will not set off the security system. Checking Out Non -Circulating items You may need to check out a non -circulating item. Circulation gives you the option to override the non -circulating status of an item and check it out to a borrower. Circulation determines the due date of a non -circulating item based on a special loan period for the item or on the default checkout period for the borrower's BTYPE. Your system administrator sets this default. 1 Activate the Open CKO Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkout window. 2 Identify the borrower. (For instructions, see "Searching for Borrowers in Checkout" on page 2-12.) Horizon displays the borrower's name in the Checkout window. Circulation Cuide 2-7 • • Chapter 2; Checkout and Checkin 3 Identify the item. (For instructions, see "Searching for Items in Checkout or Checkin" on page 2-28.) Horizon displays a message about the item's status, since it is a non - circulating item. 4 Click Override. Horizon checks the item out and displays the due date. 5 Print a borrower receipt so the borrower has a record of what items were checked out and when they are due back. If you use another method to remind borrowers of item due dates, be sure to use it. (For example, you might need to stamp a due date slip, or apply a due date sticker to the item.) 111=1111 If you use a security system such as 3M or Checkpoint, be sure to treat the item before giving it to the borrower, so it will not set off the security system. Checking out an Item using Self -Serve Checkout Self -serve Checkout lets borrowers check out items themselves. If you want to, your system administrator can set up Self -serve Checkout to require a borrower to enter his or her borrower code for each item checked out in a single session. This prevents another borrower from checking out an item using the previous borrower's barcode. Your system administrator must set this up. (For instructions, see "Setting Up Single -Use Self -Service Checkout" in the Circulation Setup Guide.) If a borrower waits too long after entering a borrower code to enter other information or execute an action (such as clicking OK), Horizon displays a Time- out message. The message states the number of seconds the borrower has to press any key to continue the session. If no key is pressed within that time, Horizon returns to the initial borrower login window from which the borrower must again scan or enter their borrower ID. Your system administrator can adjust the time-out period. (For instructions, see "Creating Menus and Menu Options" in the "Configuring Menus" section of the "Setup" chapter of the System Administration Guide.) After you activate the Self -serve Checkout process, the borrower can do the rest of the steps in this task. To check out an item using Self -serve Checkout 1 Activate the Self -serve Checkout process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Self -serve Checkout workspace with a window to enter the borrower ID. 2 Scan or enter the borrower ID. 2-8 Circulation Guide Checkout 3 Click OK. Horizon displays a window with the name of the borrower and a barcode field to enter the item's barcode. 4 Scan or enter the item's barcode. 5 Click OK. Horizon displays a window showing the title of the item checked out and its due date. 6 Click OK. 7 If you have additional items to check out, do one of these options: • If Self -serve Checkout is not set up for single -use checkout, repeat steps 4 and 5 for each item. • If Self -serve Checkout is set up for single -use checkout, repeat steps 2 through 5 for each item. S Click Quit to end your checkout session, or do nothing and the process will time out. The Self -serve Checkout workspace returns with the borrower ID window open. Self -serve Checkout remains open until you close Horizon. To do this, minimize the Self -serve Checkout window to show the navigation bar. Then press ALT+F4. If you have other Horizon applications open, this action will close them as well. Before doing so, however, Horizon displays a message asking you to confirm that you want to close all open applications. Editing Item Information in Checkout Once you have checked out items to a borrower, you can view and edit the item's circulation information from the Checkout window. Some information, such as due date and time, can be edited only at the time of checkout. If you try to edit a part of the item's circulation that cannot be edited, Horizon displays this message: This section explains how to: • Edit a single item. • Edit more than one item at a time. Circulation Guide 2-9 • • Chapter 2: Checkout and Checkin • To edit single item information in Checkout 1 Activate the Open CKO Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkout window. 2 Identify a borrower who has items checked out. (For instructions, see "Searching for Borrowers in Checkout" on page 2-11) Horizon displays the borrower's name in the Borrower display field. 3 Click All Items Out. Horizon displays a list of all the items currently checked out to the borrower. 4 Highlight the item you want to edit. 5 Click Edit Item. 6 Horizon displays the Edit Checkout window: You can edit these parts of the item's circulation information: + Barcode. Edit the item's barcwde, if necessary. (Item barcodes are usually edited in Cataloging.) 2-10 Circulation Guide • Due Date/Due Time. Enter the new due date or time here. If you are changing the due time, be sure to mark the appropriate AM or PM button. You need to enter the century when you enter dates before the year 1908 and after the year 2007. (For example, if the date were 01-01-1997, you only need to enter "97" as the year.) • Note. If necessary, enter a note about the item. Horizon displays this note when the item is checked in. • Internal Note. Enter any comments about this item to be viewed by library staff. Checkout 7 When you are finished editing the item, click Save. 8 Click Close. Horizon returns to the Checkout window. To edit more than one item's information at a time in Checkout 1 Activate the Open CKO Window process. (For instructions on activating a process, see"Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkout window. 2 Identify a borrower who has items checked out. (For instructions, see "Searching for Borrowers in Checkout" on page 2-12.) Horizon displays the borrower's name in the Borrower display field. 3 Click All Items Out. Horizon displays a list of all the items currently checked out to the borrower. 4 Highlight the items you want to edit. 5 Click Edit Item. 6 Horizon displays this dialog box: 7 Click OK to make changes for the Highlighted items. Horizon displays the Batch Change Checkout window- 8 9 You can edit only the Due Date and Time for a batch of items. When you finish editing the item, click Save. Click Close. Horizon returns to the Checkout window. Circulation Guide 2-11 • • • Chapter 2: Checkout and Checkin • Searching for Borrowers in Checkout There are several ways to find a borrower record in Circulation. The easiest way is to scan the borrower's barcode label. There are times, however, when this is not possible. (For example, the barcode label may be torn, missing, or too dirty for the scanner to read.) You can also enter the borrower's barcode manually from the keyboard. If a borrower forgets his or her card and does not know the number, you can look up the borrower's information. You can search by alphabetical last name listing or by keywords from the borrower's name. You can also search by borrower alias, borrower record number, or by the barcode of an item the borrower has checked out. These search criteria are library -defined. The most common search is for a borrower's name. You search for the name in the borrower records, then send the record to Checkout and complete the checkout process. Using a Barcode Prefix If you normally enter barcode numbers manually, rather than with a barcode wand, your system administrator can program Horizon to recognize a barcode prefix. Normally, the first several barcode digits will be the same for all borrowers at your library. These first numbers are a barcode prefix. If a barcode prefix is set up in Horizon, you only need to enter in the last few numbers (referred to as the significant digits), rather than the whole barcode. Horizon inserts the prefix in front of the numbers you entered and identifies the borrower. Using Second IN Many libraries set up a second ID (in addition to the barcode) which can be entered in the Borrower Barcode field to identify a borrower. (For example, some libraries use borrowers' social security numbers for second IDs.) Second IDs are sometimes referred to as borrower aliases. (For more information on second IDs at your library, see your system administrator.) To search for borrowers in Checkout 1 Activate the Open CKO Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkout window. 2 Start a borrower search. 2-12 Circulation Guide To do this, press F4 or choose Borrower, Find Borrower. Checkout Horizon displays the Search window: • Your system administrator can define the search indexes displayed in the Search window. 3 Highlight the search index you want in the Indexes list. 4 Enter the required information in the Search for field. 5 Click OK. One of these things happens: • If you chose a search index that requires an exact match, such as the borrower number, the borrower barcode, or the borrower alias, Horizon returns to the Checkout window. • If you chose an alphabetical search index, or another index that brings up a list, Horizon brings up a complete list of borrowers, sorted according to the search criteria. Double-click on the borrower you are searching for. Horizon returns to the Checkout window. If the name you enter into an alphabetical search index does not exist in the borrower database, the selector arrow will point at the name that is closest in spelling to the one you entered. You can then cancel the search and add the borrower to the database. (For more information, see "Fast -Adding Borrower Records" on page 5-3.) Horizon displays the name you selected in the Borrower display field. With the borrower name entered, you are ready to continue with the checkout process. (For instructions, see "Checking Out Items" on page 2-5.) Circulation Guide 2-13 Chapter 2: Checkout and Checkin Listing All Items Currently Checked Out to a Specific Borrower When you identify a borrower in Checkout, Horizon displays an empty list. As you check out items to the borrower, the newly checked out items display in the list. However, the borrower may have other items checked out as well. You can list all items currently checked out to a borrower in the Checkout window. To list all items currently checked out to a specific borrower 1 Activate the Open CKO Window process. (For instructions on activating a process, see "Activating a Horizon Process- on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkout window. 2 Identify the borrower. (For instructions, see "Searching for Borrowers in Checkout" on page 2-12.) Horizon displays the borrower's name in the Checkout window. 3 Click All Items Out, or choose CKO, All Items Out. Horizon displays a list with all items checked out to the borrower, including items with the status of "Lost" and "Claimed Returned." 0 Renewing Items • In Circulation, you can renew one or more items at a time for a borrower. These conditions govern whether a borrower can renew an item: • Renewal Limits. This limits the number of times a borrower can renew a library item. Your system administrator sets the number as library policy. If a borrower attempts to renew an item more times than the limit allows, Horizon prompts you that the maximum has been reached. You can check the book back in and check it out again to the same borrower, or you can override the renewal limit. A borrower can also renew an item by phone. As with "in person' renewals, Circulation allows only a certain number of phone renewals to be made for a selected item. The number of phone renewals allowed may be different than the number of regular renewals. • Renewal Due Date. Your system administrator sets the renewal due date as library policy. Depending on the borrower's and the item's classifications (BTYPE and ITYPE), the renewal loan period may be shorter than the original checkout loan period. 2-14 Circulation Guide Checkout To renew items 1 Activate the Open CKO Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkout window. 2 Identify the borrower. (For instructions, see "Searching for Borrowers in Checkout" on page 2-12.) Horizon displays the borrower's name in the Checkout window. 3 Click All Items Out. Horizon displays a list of all items checked out to the borrower. 4 Do one of these options: To renew one item To renew all items To renew some items Do one of these options: Do one of these options: Do one of these options: • Enter the item barcode in the • Renew one item at a time. • Renew one item at a time. Item or Borrower Barcode • Highlight all the items. Then • Highlight the items you want field. choose CKO, Renew to renew. Then choose CKO, Horizon asks if you want to • Choose CKO, Renew All. Renew. renew the item. Click Yes. • Highlight the item you want to renew. Then choose CKO, Renew. Horizon displays a message asking if the items are present: You cannot renew "Lost" or "Claimed Returned" items unless the items are present. if a "Lost" item is present for renewal, Horizon first clears the Lost block for the item and then renews it. 5 Do one of these options: • If the items are present, click Yes. Horizon renews the items and displays the new due date in the list box. • If the items are not present, click No. Horizon counts the renewal as a phone renewal. • If you do not want to renew the item, click Cancel. This option cancels the renewal. Circulation Guide 2-15 • • Chapter 2: Checkout and Checkin If you have a question about selecting Yes or No, check your library policy. A message displays if the borrower has reached his or her limit for the selected item. You can override the renewal limit if you are authorized to do so. Recalling Items You can recall items that have been checked out but which need to be returned to the library before the due date. When you recall items, Horizon calculates a new due date. You can manually change that due date by entering the new one. If your library guarantees loan periods, the recall due date will calculate the new due date based on that guaranteed loan period. Day End will generate a notice to be sent to the borrower who has the item. To recall items 1 Activate the Open CKO Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkout window. 2 Do one of these options: • If the reason for the recall is a borrower request, identify the requesting borrower. (For instructions, see "Searching for Borrowers in Checkout" on page 2-12.) You can also search for the borrower later in the process. • If the reason for the recall is something other than a borrower request, minimize the Checkout window. To do this, click on the minimize box in the upper -right hand corner of the Checkout box. If you have a borrower displayed in the CKO window, Horizon uses that borrower information when issuing the recall. If you do not want to use current borrower details for a recall, make sure the CKO window is empty or minimized. 3 Start a New Search. To do this, press F2 or find the process in the Searching folder on the navigation bar. 4 Search for the item. 5 Highlight the item. 6 If necessary, click Show Detail to display the Bibliographic Detail window. is 7 Click Show Copies to display the Copies window. 2-16 Circulation Guide Checkout 8 Highlight the copy to recall. 9 Press FI 0 or choose Edit, Send to. Horizon displays the Send To dialog box. 10 Double-click on Recall Item in the list. Horizon displays the Recall Item window: 11 Complete the following fields: In this field Do this Reason Enter the reason for the recall. Click Codes for a list of valid options. Comment Enter any additional comments you want printed on the Recall Notice. Location Make sure the location is correct. If it is not, enter a new location. Click Codes for a list of valid locations. The location should be the item's owning location, so that the checkin clerk knows where to send the item if it is checked in at another location. New Due Date Change the due date, if necessary. 12 Click OK. If this is a borrower request and you have not already identified the requesting borrower, Horizon displays the Borrower Search window. 13 If necessary, identify the borrower. (For instructions, see "Searching for Borrowers in Checkout" on page 2-12.) Horizon displays the borrower's name in the Checkout window. 14 Click OK to complete the process. Circulation Guide 2-17 • • Chapter 2: Checkout and Checkin Changing the Due Date and Time During Checkout Although due dates and times are calculated automatically, you can adjust a due date or a due time for a borrower. You can edit the due date and due time with the Edit Item command. To change the due date and time during checkout 1 Activate the Open CKO Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkout window. 2 Identify the borrower. (For instructions, see "Searching for Borrowers in Checkout" on page 2-12.) Horizon displays the borrower's name in the Checkout window. 3 Do one of these options: • Identify the item. (For instructions, see "Searching for items in Checkout or Checkin" on page 2-28.) • If the item is already checked out to the identified borrower, click All Items Out. Horizon displays the item in the list box. 4 Highlight the item in the list box. 5 Click Edit Item. Horizon displays the Edit Checkout window. 6 Make whatever changes are necessary in the Due Date and Due Time fields. Make sure to mark the appropriate AM or PM button. 7 Click Save. Horizon displays the Checkout window showing the new due date or time in the list box. 2-I8 Circulation Cuide Checkout Setting an Indefinite Due Date Some loaned items may have an indefinite due date. This is sometimes referred to as a permanent loan or an indefinite loan. Items on permanent loan may be recalled and loaned to other patrons, then returned to the original borrower after checkin. In Horizon, any due date past 12-31-2049 would display as an indefinite due date on the Checkout window. You can set an indefinite due date by editing the due . date during checkout and entering a date beyond 12-31-2049. • You or your system administrator can set up a loan period exception that automatically calculates a due date beyond 12-31-2049. (For more information, see "Setting Due Dates" in the Circulation Setup Guide.) To set an indefinite due date i Activate the Open CKO Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkout window. 2 Identify the borrower. (For instructions, see "Searching for Borrowers in Checkout" on page 2-12.) Horizon displays the borrower's name in the Checkout window. 3 Identify the item. (For instructions, see "Searching for Items in Checkout or Checkin" on page 2-28.) 4 Highlight the item in the list box. 5 Click Edit item. Horizon displays the Edit Checkout window. 6 Enter any date beyond 12-31-2049 in the Due Date field. 7 Click Save. 8 Click Close. Horizon displays the due date listed as Indefinite Loan. Circulation Guide 2-19 • • Chapter 2: Checkout and Checkin • Checkin You can check in items as part of a morning routine, or as an ongoing task throughout the day. A standard checkin involves scanning or entering the item barcode. There may be times, however, when something else is needed. You may need to exempt fines or change the checkin date. This section explains how to: • Check in items. • Check in items under special conditions. • Checking in a Damaged Item • Edit item information in Checkin. • Change the Checkin date and time. • Restart the clock. Checking In Items When you check in an item, Circulation does these things: • Checks to see if the item is overdue and imposes the correct fine, if necessary. • Changes the item's status to "Shelving Cart," indicating that the item has been checked in but is not yet on the shelf. Your system administrator determines how long an item remains on "Shelving Cart" status as part of library policy. When borrowers search for the item, they will know the item has been checked in recently and is on the shelving cart. • Records in the borrower record that the item has been checked in. • Prompts you if the item has been recalled, requested, or is in transit from another location. When you try to check in an item that is not currently checked out, Horizon displays a message. If you do not want to display this message, choose CKI, Hide 'Item Not Out' message. If you want all items to display in the window after you enter their barcode in the Checkin/Request Processing window even if they were not checked out, choose CKI, Always Put in List. You do not need to identify a borrower when you check in items. If you want to, however, you can display the borrower who checked out the item when you check it in by choosing Show Borrower from the CKI menu. (For instructions, see "Using the Show Borrower Option in Checkin" on page 3-15.) This option also affects the list view in the Checkin/Request Processing window. When Horizon does not display the borrower, the Checkin/Request Processing window displays a list of all items checked in. When you choose to show the borrower, the borrower's name displays to the right of the Barcode field and items in the list view relate to that borrower. 2-20 Circulation Guide Checkin Horizon clears the list view to display items checked in from a new borrower. If the borrower checking in the item has blocks, Horizon displays the Current Blocks window, displaying the blocks for that borrower. (For more information, see "Viewing a List of Outstanding Blocks from Checkin" on page 3-13.) If you choose Show Borrower from the CKI menu, the current blocks on a borrower will only show the first time you check in an item the borrower has used during a checkin session. After the first display of the Current Block window in Checkin, you need to click Current Blocks to show any blocks the borrower has. To check in an item 1 Activate the Open CKI Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkin/Request Processing window. 2 Do one of these options: Scan the item's barcode label. • Enter the item's barcode number in the Barcode field and click OK. If the barco le is missing or will not read, you may have to search for the item so that you can get the item barcode from its computer record. (For more information on the various ways to find an item, see "Searching for Items in Checkout or Checkin" on page 2-28.) Circulation Guide 2-21 • L� Chapter 2: Checkout and Checkin Horizon checks in the item, relaying an audible signal and displaying the title and other information in the list box. This information includes the status "Shelving Cart." Here is an example of the checkin window: if you chose CKI, Show Borrower, Horizon displays the borrower's name on the Checkin/Request Processing window. Horizon displays the items checked in for the displayed borrower. When you check in items for a different borrower, Horizon clears the list view to display the titles checked in for the new borrower. 3 You can get additional information from the Checkin/Request Processing window by clicking these buttons: • Show Blocks. This displays the blocks of the borrower who most recently checked out the item selected by the arrow in the Checkin/ Request Processing list box. (For more information, see the 'Blocks" chapter.) • Change CKI Date. This displays a window in which you can change the checkin date and time. This will affect items you check in for the time you change the checkin date or for the time until you restart the clock, or until you close Circulation and reopen it. (For more information, see "Changing the Due Date and Time During Checkout" on page 2-18.) • Edit Item. This lets you edit circulation information for the item selected by the arrow in the Checkin/Request Processing list box. (For more information, see "Editing Item Information in Checkout" on page 2-9.) 4 Repeat step 2 for each item you want to check in. If you use a security system such as 3M or Checkpoint, be sure to reset the security on each item before you put it on the shelving cart. 2-22 Circulation Guide Checkin Checking In Items under Special Conditions 0 You can check in items under these special conditions: • Bookdrop. This mode checks in items with a due date that corresponds to the last open day. (For example, suppose a borrower drops off a book on Saturday and your library is closed on Sunday. If you check in the book on Monday, you can use Bookdrop mode to record the checkin date as Saturday —the day the borrower dropped off the book.) When you mark the Bookdrop button, the date changes to be the previous open date and the time changes to 1 minute prior to the closing time of that date. In -House Use. This mode records item use statistics for non -circulating or other items that are used within the library but not checked out. When you check the item in, Horizon records that the item has been used and displays the item's status as if you had checked in an item that had been checked, out. (For more information, see "Viewing In -House Use Information for an Item" on page 2-29.) • Exempt Fines. This mode exempts the borrower from any fines associated with the items being checked in if they are overdue. In order to check in an item under these conditions, you must first change the checkin mode. To check in items under special conditions 1 Activate the Open CKI Window process. (For instructions on activating a process, see "Activating a Horizon 40 Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkin/Request Processing window. 2 Mark the button for the mode that you want to use. If you want to turn off a checkin mode, deselect the button next to the mode you want to stop using or simply mark another mode button. 3 Continue with the checkin process. (For instructions, see "Checking In Items" on page 2-20.) 4 When you finish checking in items under special conditions, deselect the button to return to normal checkin mode. 0 Circulation Guide 2-23 Chapter 2: Checkout and Checkin Is Checking in a Damaged Item Occasionally, you may check in an item that is damaged and want to prevent the damaged item from circulating. By using the damaged check -in mode, you make the item unavailable for these actions, even if the item has already been identified for use by one of the actions: • Requests • Holds • Reserve • Booking • CSA request • Z39.50 availability • Z39.50 holds For example, if there is a hold on the item or if an item is set to transit, Horizon cancels the action when the item is checked in as damaged. Horizon then notifies the requesting borrower or location of the cancellation. Your system administrator can set up the Damaged Checkin mode to automatically display the name of the borrower during checkin. (For instructions, see "Setting Up Location Parameters" in the "Setup" chapter of the System Administration Guide.) To check in a damaged item using the Damaged Checkin mode 1 Activate the Open CKI Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkin/Request Processing window. Choose CKI, Damaged Mode. Horizon displays the Cheddn/Request Processing window with a notation in red next to the Barcode field that you are now in the Damaged Checkin mode. 3 Check in the damaged item. (For instructions, see "Checking In Items" on page 2-20.) The item appears in the status information pane with a notation of "damaged." If an item is checked in as damaged by mistake, choose CKI, Damaged Mode to exit Damaged Mode. Then check the item in again using regular checkin procedures. If the Show Borrower option is enabled, Horizon displays the borrower's name next to the Barcode field. 4 Scan or enter the barcode for the next item. 2-24 Circulation Guide Horizon asks if you want to exit Damaged Checkin Mode. Checkin 5 Do one of these options: • Click No to continue checking in items as damaged. • Click Yes to check in the item in normal checkout mode. Editing Item Information in Checkin Once you have checked in an item, you can view and edit the item's circulation information hum Checkin/Request Processing. To edit item information in Checkin i Activate the Open CKI Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkin/Request Processing window. 2 Check in the item. (For more information, see "Checking In Items" on page 2-20.) 3 Highlight the item in the list box. 4 Click Edit Item. Horizon displays the Edit Checkin/Request Processing window: • 5 Edit the item's circulation information: • Notes. Enter any information about the item. The text you enter in this field appears in the list box of the Checkin/Request Processing window with the item. • Barcode. Edit the item's barcode. (Item barcodes are usually edited in Cataloging.) • Collection. Edit the collection for the item. Click Codes to display a list of valid options. • Internal Note. Enter any comments about the item to be viewed by library staff. • Circulation Guide 2-25 Chapter 2: Checkout and Checkin 6 When you finish editing the item information, click Save. 7 Click Close. Changing the Checkin Date and Time Horizon uses the current date from your computer operating system as the date an item is checked in. You may need to change the Checkin date to a date other than the current one. (For example, you may have too many items to check in before the closing of the day. The next day, by temporarily changing the current date to the previous one, you can check in the items under the date you received them, and then restore the date to the current date.) Marking the Bookdrop checkin mode in the Checkin/Request Processing window automatically changes the date to the previous day. Turning Bookdrop mode off restarts the clock and sets the date to the current date. To change the checkin date and time 1 Activate the Open CKI Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkin/Request Processing window. 2 Click Change CKI Date. Horizon displays the Change Checkin Date & Time dialog box: 3 Enter the checkin date and time you want to use. Be sure to mark the appropriate AM or PM button. 4 Click OK. The new checkin date and time display at the top -right corner of the Checkin/Request Processing window. The date and time display in italics to indicate that the clock is stopped. 5 Continue with "Restarting the Clock" on page 2-27. 2-26 Circulation Guide Checkin Restarting the Clock Whenever you change the checkin date and time, Circulation freezes the clock so your checkins will all reflect the change. This happens even if you only change the date. You need to restart the clock when you are finished checking in items for the changed date and time so any transactions you make will record the correct date and time. If you leave your circulation station or are otherwise interrupted when you are working with an altered checkin date or time, you should restart the clock to avoid any problems that the altered date and time may cause. When you come back to your task, you can change the checkin date and time again. To restart the clock 1 Activate the Open CKI Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of this process is the Circulation folder on the navigation bar.) Circulation opens the Checkin/Request Processing window. 2 Click Change CKI Date. Horizon displays the Change Checkin Date & Time dialog box: 3 Click Restart Clock. Horizon displays the current date and time at the top -right corner of the Checkin/Request Processing window. Circulation Guide 2-27 • • • Chapter 2: Checkout and Checkin • Switching between Checkin and Checkout You can switch between the Checkin/Request Processing and Checkout windows by pressing CTRL+F6, which cycles through the Launcher's open windows, or by pressing F8, which switches between the CKI and CKO windows. You can also use other activating methods. (For more information, see "Activating a Horizon Process" on page 1-7.) Searching for Items in Checkout or Checkin If the item to be checked out or checked in has a damaged barcode label, or if the barcode label is not present (such as when a borrower phones in a checkout request), you can search for the item's barcode number. You can then send the information to Circulation and complete the process. To search for items in Checkout or Checkin i Activate the Open CKI Window or Open CKO Window process. (For instructions on activating a process, see "Activating a Horizon Process" on page 1-7. The default location of either process is the Circulation folder on the navigation bar.) 2 If you are checking out an item, identify the borrower. (For instructions, see "Searching for Borrowers in Checkout" on page 2-12.) Horizon displays the borrower's name in the Checkout window. 3 Start a New Search. To do this, press F2 or find the process in the Searching folder on the navigation bar. 4 Search for the item until the title appears in the Bibliographic Detail window. (For instructions, see "Doing a Basic Search" in the "Searching" chapter of the Horizon Basics Guide.) The item's status shows at the top of the window. If the status of the item is something other than "Checked In" and the item is present, you can still check it out by completing the remaining steps. If the item is not present, you can place a request for the item. (For instructions, see "Placing a Request for a Borrower" on page 6-4.) 5 Click Show Copies. Horizon displays the title in the Copies window. 6 Press F10 or choose Edit, Send to. Horizon displays the Send To dialog box. 7 Double-click the process to which you want to send the record. 2-28 Circulation Guide Viewing In -House Use Information for an Item Horizon displays the title's barcode number in the barcode field of the Checkout or Checkin/Request Processing window. S Click OK. Circulation checks out or checks in the title and displays it in the list box. Viewing In -House Use Information for an Item You can keep track of individual item use statistics for non -circulating items or other items that are used within the library but not checked out. When you check in an item using the in-house mode, Circulation displays the item's total number of in-house uses and the date of the item's last in-house use. Additionally, you can print this information by creating an in-house use report. (For instructions, see "Creating a Report of In-house Use Statistics" in the Circulation Setup Guide.) If you use a circulation tool such as PC Reliance or 3M Automated Circulation System to check in items, the in-house mode is not available. Horizon cannot compute in-house use statistics if you do not use Horizon Circulation. To view in-house use information for an item 1 Check in an item using in-house mode. (For instructions, see "Checking In Items under Special Conditions" on page 2-23.) Horizon records that the item has been used and displays the item's status as if you had checked in an item that had been checked out. 2 Double-click the item whose in-house statistics you want to view. Horizon displays the Edit Checkin/Request Processing window. 3 Click Page Down or resize the window until you find the in-house use statistics: 4 Click Close to exit the Edit Checkin window. In-house use statistics for this item Circulation Guide 2-29 • Chapter 2: Checkout and Checkin • 5 Repeat steps 1 through 4 for each item whose in-house use statistics you want to view. Items continue to check in in the In -House mode until you change to another mode or until you close Circulation. Printing Circulation Receipts and Workslips Horizon lets you attach a printer to the terminals at your circulation desk to print receipts and workslips. The Circulation Slip Printer prints two types of slips: receipts and workslips. Your system administrator determines which receipts and workslips print automatically at each workstation. You can print all receipts automatically except group checkin or group checkout receipts. This section explains these topics: • Receipts • Workslips Receipts You can print receipts to help borrowers keep track of their library transactions, such as items they have checked out or fines they have paid. Receipts include the following types: • Due date slip. The due date slip is a single -item receipt that lists one item checked out and its due date. This receipt prints individually at checkout as you enter each barcode. • Checkout. The checkout receipt is a multi -item receipt that lists all items checked out, their due date, and the total number of items checked out to a borrower for the current transaction. You print this receipt by pressing F11 after scanning in the last barcode. • Checkin Group. The checkin group receipt is a multi -item receipt that lists all items checked in by a borrower and the date. You can print this receipt by pressing F11 after scanning in the last barcode. • Single checkin receipt. The checkin single receipt is a single -item receipt that lists one item checked in and the date. You print this receipt individually at checkin as you enter each barcode. • Patron payment receipt. The payment receipt lists the amount a borrower paid for an overdue item or other library fee. • Patron refund receipt. The refund receipt lists the amount a borrower receives as a refund. 2-30 Circulation Guide Printing Circulation Receipts and Workslips • Renewal receipt. The renewal receipt is a multi -item receipt that lists all items a borrower renewed, the original due date, the new due date, and the total number of items renewed. 0 Choose Tools, Change Receipt Options to display the Workstation Receipt Options window when Open CKI Window or Open CKO Window is active. You must mark the Allow Printing of Slips and Receipts box for any slips to print or for the hot keys—F11 and F12—to work. Check with your system administrator before making any changes. Here is a sample due date slip: Due Date Slip Francis -Davis Research Library Main Circulation 7 10-12-95 10:29 nnnnnnnnnnnnnnnnnnnnnn Patron: 10005466342346 Item:330320005 Date:10-26-95 Vitamins and Your Body ref mV71,C1; I'Lt CALL hi0. KF1297_D7 08 Return to the Health Desk Please Keep Slip With Book • If you change an item's due date, Circulation prints the single item receipt as soon as you enter the barcode, and then prints a renewal receipt when you change the date. • Circulation Guide 2-31 Chapter 2: Checkout and Checkin • • Workslips Workslips print at checkin to notify staff that an item needs special attention. (For example, a fast -added item might need to be sent to cataloging.) You can attach these workslips to the item and take care of the item at a later time. Workslips include these types: • Needs Cataloging. The Needs Cataloging workslip notifies staff that the item needs cataloging. • In Transit. The In Transit workslip notifies staff that the item needs to be sent to the library location specified. • Hold. The Hold workslip notifies staff that the item has a hold placed on it and needs to be placed on the hold shelf. The name, barcode, phone, and e-mail address of the borrower who placed the hold may also be printed on the receipt. Here is a sample workslip: Route to Cataloging Francis -Davis Research Library Main Circulation 7 10-12-97 10:29 srrrsrsrsssrsssss:rrrrrrrr.rf♦ Item: 3281 5DO095 The Middle Ages bloc If your system administrator has set up your workstation to print workslips, they will print automatically. 2-32 Circulation Guide Ik4ffENTIONALLY LEFT BLANK • • 0 • • COST PROPOSAL submitted by ri D Y N June 4, 2004 OPEN MORE EYES Huntington beach X Public Library U INTENTIONALLY LEFT BLANK • • Cost Proposal Table of Contents Notesto the Cost Proposal..........................................................................................................1 Warranties......................................................................................................................................1 PriceGuarantee.............................................................................................................................1 HorizonSystem Pricing................................................................................................................1 Additional Users. 2 Training.......................................................................................................................................... 2 MaintenanceFigures..................................................................................................................... 2 DataServices.................................................................................................................................2 QuoteNumber #42116................................................................................................................2 DynixCost Summary..................................................................................................................... a DetailedConfiguration.................................................................................................................. 5 Options.........................................................................................................................................12 PricingSheets..............................................................................................................................15 OptionalTech Logic Proposal .....................................................................................................21 0 E • Cost • • • Cost Proposal Notes to the Terms Cost Proposal This configuration is based on our consultation with the library. Dynix reserves the right to modify the configuration components to meet the needs of the library should changes be requested by the library. Dynix does not support appending additional peripherals to this configuration. If you would like Dynix to attempt to transfer existing peripherals to the new configuration, then that service is available at an additional charge. This configuration is a package quote. If changes or variations to this package are requested, Dynix reserves the right to re-create the configuration using current policy and current pricing. All products in this configuration are subject to availability. Dynix reserves the right to substitute products with products of equal or greater value without notification. Product substitution may affect maintenance pricing. Warranties The following warranties apply to the hardware and software provided by Dynix: Central Site Hardware: Peripherals: Licensed Software Modules 1 year from installation 1 year from installation 1 year from installation Third -party products may come with a manufacturer's warranty. Such warranties begin on shipment of the third -party product from the manufacturer, whether shipment is to Dynix or to the Library. If you are unable to accept delivery of equipment due to delays on your part, you will be responsible for any additional charges for required substitutions. Price Guarantee All prices quoted in this section are valid for a period of 90 days from the date of this response as indicated on the cover page. If the Library has not finished the evaluation process by the end of that time, Dynix will, at the request of the Library, either submit a letter extending the price guarantee on this quote or issue a new configuration. Horizon System Horizon pricing is based on four components related to the size of your library Pricing system: Number of bibliographic records, number of item records, number of physical locations and the number of staff workstations. Basic functional modules are licensed and priced both for the server and for the clients. • Horizon Suites are based on the four factors listed above as are additional modules that are not included in the suite. • Subscription -based functionality such as Enriched Content and Consolidated Searching are based on the number of annual circulations. The prices quoted do not include sales tax, unless otherwise stated. Dynix Cost Additional Users If the library chooses to increase the number of concurrent users without a corresponding increase in additional RAM or other resources on the SQL Server and/or Application Server, there may be a decrease in overall system performance. The library is responsible for upgrading hardware with any user licensing increase that is necessary to maintain system performance. Dynix will not be responsible for any degradation of system performance caused by adding additional users without first consulting with Dynix. It is the library's responsibility to ensure that its independently purchased firewall/proxy server will interface with Dynix products. Training On -site training has been included for each software module purchased for up to 10 staff members. The price of the trainer is included in the price. Additional training may be purchased if you desire. Private Web -based Training allows you to have up to 15 students from your library participate in training over one connection. Maintenance Software and hardware maintenance payments begin one year after installation. Figures Per your RFP requirements, we have fixed the annual maintenance costs for five years. Maintenance is based on annual prepayment. For clients who choose to pay semi-annually, quarterly, or monthly, a percentage of the total annual maintenance price will be added as an administrative fee. This is done to compensate for extra handling costs, time, and finance charges incurred by Dynix that are associated with multiple maintenance payments. Data Services Data Services are most efficiently delivered when the library provides clean records for processing. To this end, Dynix requires the library to provide clean MARC records for processing and loading bibliographic, item, authority, serials, and community resources records. ASCII de -limited files or files with pre- defined fields are required for processing patron, acquisitions, circulation transactions and circulation status of item records and reserve book room records. The files must be clean and provide Dynix-specified match points to bibliographic and/or other records as appropriate. Quote Number Please refer Dynix personnel to this number for information regarding this #42116 quote. J • Dynix Cost Proposal • • • Dynix Cast Summary Huntington Beach Public Library Quote #42116 Component 2nd year maintenance Cost costs Software 178 857 - 'SKS27 General Horizon Cataloging Horizon Circulation Horizon Information Portal Horizon Kids' Information Portal Horizon Acquisitions Horizon Community Resources Horizon Home Service Horizon Serials Control Horizon Media Scheduling Horizon Remote Patron Authentication Horizon Debt Collect Horizon SIP License, First location Horizon SIP License, additional location MS SQL 2K Standard Run Time Edition Lic. (Per Processor) Horizon Consolidated Searching Horizon Enriched Content (Public) EnvisionWare Products 67 726 Sen►ices DATA SERVICES MARC Data Load Setup & Consultation MARC Bibliographic and Item Record Load Authority Control Processing (Standard) Circulation Transaction Migration Patron File Load - One Time 5 Custom Programming Days IMPLEMENTATION SERVICES Pre -installation and Database Design Planning Days Local Server Staging (at Dynix) On -site Server Integration (at the library) Dynix Cost Proposal • year Component Cost costsmaintenance Hardware 73,083 16,382 DATABASE SERVER Dell PowerEdge 2600 Server HORIZON APPLICATION SERVER Deli PowerEdge 2600 Server RPA SERVER SERVER Dell PowerEdge 2600 Server Symantec pcAnywhere 10.5 (Host/Remote) OS Technical Support - Tier 2 (First Dell) 4 Multitech 33.61K Modem with 13139 Cable Liebert Upstation GXT2U Online 1000 VA UPS PERIPHERAL HARDWARE Epson Thermal Impact Parallel Receipt Printer, white (autocutter) Epson 3-Year Warranty Extension for U220 Printer BUNDLED HARDWARE Supplies 42 - Shipping 3,888 Subtotal: 323,596 Discount -43, 833.23 Grand Total 279,762 53,908 • • Dynix Cost Proposal 0 Detailed Configuration • Unit Total Annual Qty Description Price Price Maint DYNIX SOFTWARE 1 Horizon Public Library Suite General Horizon Cataloging Horizon Circulation Horizon Information Portal Horizon Kids' Information Portal Horizon Acquisitions Horizon Community Resources Horizon Home Service Products Sold Separately 1 Horizon Serials Control 1 Horizon Media Scheduling 1 Horizon Remote Patron Authentication 1 Horizon Debt Collect 1 Horizon Offline Circulation Enhanced DATABASE SOFTWARE MS SQL 2K Standard Run Time Edition Lic_ 2 (Per Processor) 1 Dynix Support for MSSQL Server 2000 ADDITIONAL SOFTWARE Horizon Consolidated Searching 10 6-15 Translators r r 1E+06 1E+06 1 E+06 1 E+06 1E+06 1 E+06 1 E+06 1E+06 1E+06 Horizon Enriched Content (Public) Elements Selected Are: Fiction & Bio Table of Contents Summaries/Annotations Chapters/Excerpts Cover Images PW Reviews LJ Reviews SLJ Reviews Author Notes 76,971 13,029 6,515 4,072 4,072 4,072 76,971 13,029 6,515 4,072 4,072 4,072 3,015 6,030 1,500 1,500 850 8,500 3,732 3,732 11,546 1.954 977 611 611 611 704 1,500 7,600 3,732 420 420 420 480 480 480 360 360 360 360 360 360 528 528 528 528 528 528 528 528. 528 528 528 528 Dynix 5 Cost Unit Total Annual Qty Description Price Price Maint SIP 1 Horizon SIP License, First location 3,000 3,000 450 4 Horizon SIP License, additional location 1,000 4,000 600 _ Envision Ware Products 1 EnvisionWare Products 32,035 32,035 5,161 PC Management 200 PC Reservations Client Module 5 PC Reservation Management Console 1 Web Module 5 Central Management Software 1 System Policy development for PC Reservation Install 1 On -Sight Install PERIPHERAL SOFTWARE 1 Horizon Web Reporter 11,330 11,330 1,470 4 Horizon Web Reporter Light User - Windows 3,120 1 Horizon Web Reporter Medium Users -Windows 980 1 Horizon Web Reporter Super User - Windows 1,130 1 Horizon Web Reporter System Admin - Windows 2,680 Horizon Web Reporter Pro -Maintenance 1,470 5 Horizon Web Reporter OLAP Service 975 5 Horizon Web Reporter MDX Adapt. 975 DATA SERVICES HORIZON DATA LOAD SERVICES 1 MARC Data Load Setup & Consultation 6,000 6,000 Desc: Includes Consultation, test load(s), data tuning, and profiling while in implementation. Requirement: The library will provide clean MARC records with item tags. 1 MARC Bibliographic and Item Record Load 5,376 5,376 Desc: Load MARC bibliographic records with item information 1 Authority Control Processing (Standard) 19,250 19,250 Desc: Bib records are upgraded to current Library of Congress authority control standards and matched authority records are returned. 6 Dynix Cost Proposal • • • Unit Total Annual Qty Description Price Price Maint 1 Circulation Transaction Migration 1 Less than 500,000 bib records 5,000 5,000 Requirements: The library must provide a single file in pre -defined or ASCII delimited format with field definitions. File contains item status, fines and fees, notices, and requests. History is not transferable however balance totals may be preserved 1 Patron File Load - One Time 2,500 HORIZON CUSTOM DATA SERVICES 5 Custom Programming Days 1,600 For Data Cleanup/Correction IMPLEMENTATION SERVICES Pre -installation and Database Design Planning 2 Days 1,500 Profile and map system, determine indexes and MARC maps, decide collection and location codes, circulation privileges, borrower types and barcodes (to be held at Dynix, inc., or iLearn) SERVER STAGING 1 Local Server Staging (at Dynix) 3,200 Staging for: DATABASE SERVER HORIZON APPLICATION SERVER RPA Server 2,500 M 3,000 3,200 SERVER INTEGRATION 1 On -site Server Integration (at the library) 3,750 3,750 Integration for: DATABASE SERVER Additional On -site Server Integration (at the 1 library) 1,200 1,200 Integration for: HORIZON APPLICATION SERVER RPA Server Dynix 7 Cost Proposal Unit Total Annual Qty Description Price Price Maint EDUCATION SERVICES 1 HORIZON TRAINING 9.5 Total Training Days 1,100 10,450 1 Base Onsite Education Package (3 Days) Training Subjects: Searching Cataloging Circulation QuickStart System Administration 1 PUBLIC Onsite Education Package (3.5 Days) Training Subjects: Offline Circ Home Services Community Resources Inventory Acquisitions 1 Horizon Serials (1.5 Days) 1 Horizon Media Scheduling (0.5 Days) 1 Horizon Offline Circulation (0.5 Days) 1 Horizon Debt Collect (0.5 Days) SERVER HARDWARE DATABASE SERVER 1 Dell PowerEdge 2600 Server 10,693 10,693 1,604 2 x 3.2 Intel Xeon Processor(s) with 512 KB cache 4096 MB ECC DDR Memory 6 x 36 GB 15000 rpm Hot Swappable Disk(s) Internal HW RAID Media: 24x IDE CD-ROM , 1 A4 MB Floppy 0 Tape Drive No monitor option MicroSoft Win 2003 Server Rackmount Rails for standard 19in four post Rack 3 Year, 4-Hour Response Warranty Uplift - - • 8 Dynix Cost • • • Unit Total Annual Qty Description Price Price Maint HORIZON APPLICATION SERVER 1 Dell PowerEdge 2600 Server 9,021 9,021 1,353 2 x 3.2 Intel Xeon Processor(s) with 512 KB cache 4096 MB ECC DDR Memory 2 x 36 GB 15000 rpm Hot Swappable Disk(s) Internal HW RAID Media: 24x IDE CD-ROM , 1.44 MB Floppy 0 Tape Drive No monitor option MicroSoft Win 2003 Server Rackmount Rails for standard 19in four post Rack 3 Year, 4-Hour Response Warranty Uplift - - RPA SERVER 1 Dell PowerEdge 2600 Server 9,021 9,021 1,353 2 x 3.2 Intel Xeon Processor(s) with 512 KB cache 4096 MB ECC DDR Memory 2 x 36 GB 15000 rpm Hot Swappable Disk(s) Internal HW RAID Media: 24x IDE CD-ROM , 1.44 MB Floppy 0 Tape Drive No monitor option Rackmount Rails for standard 19in four post Rack MicroSoft Win 2003 Server 3 Year, 4-Hour Response Warranty Uplift - - WEB REPORTER SERVER 1 Dell PowerEdge 750 Server 4,120 4,120 618 Media: CDRW/DVD , 1.44 MB Floppy 0 Tape Drive No monitor option MicroSoft Win 2003 Server 3 Year, Next -Business Day Response Warranty Uplift - - 1 PowerEdge 4210 Dell Rack 4,567 4,567 685 Frame,Doors, SidePanel, 42 U total space KVM switchbox Cabes, for Mouse/KeyboardNideo qty - 8 1 U KMM Console (with Keyboard and trackball) includes rails 3 year Next Business Day warranty Note: The PowerEdge 4210 Rack is 78.7"; high 23.94" wide; and 39.93" deep. 1 PowerVault 122T SDLT320 9,299 9,299 1,395 2 U Rack from factor with rails Veritas Server, Pwer Suit Veritas Remote Server for 3 additional servers Dynix 9 Cost Proposal Unit Total Annual Qty Description Price Price Maint SERVER ACCESSORIES SUPPORT SOFTWARE 4 Symantec pcAnywhere 10.5 (Host/Remote) 208 832 - OPERATING SYSTEM SUPPORT 1 OS Technical Support - Tier 2 (First Dell) 2,600 Includes: Operating system tuning assistance Operating system patches (upon request) Phone support for general questions concerning the operating system Phone coverage Monday - Friday, 8:00 a.m. - 8:00 p.m. Eastern Standard Time - Emergency coverage Monday - Thursday, 8:00 p.m. - 8:00 a.m. Eastern Standard Time Emergency coverage Friday, 8:00 p.m. - Monday ,8:00 a.m. Eastern Standard Time Hardware break -fix support is subject to Vendor Contract purchased and maintained OS Technical Support - Tier 2 3 (Additional Delis) 3,000 Includes: - Operating system tuning assistance - Operating system patches (upon request) - Phone support for general questions concerning the operating system - Phone coverage Monday - Friday, 8:00 a.m. - 8:00 p.m. Eastern Standard Time - Emergency coverage Monday - Thursday, 8:00 p.m. - 8:00 a.m. Eastern Standard Time - Emergency coverage Friday, 8:00 p.m. - Monday ,8:00 a.m. Eastern Standard Time - Hardware break -fix support is subject to Vendor Contract purchased and maintained MAINTENANCE MODEMS 4 Multitech 33.6K Modem with DB9 Cable 159 636 120 UPS Liebert Upstation GXT2U Online 1000 VA 4 UPS 1,050 4,200 756 4 1 Year Extended Maintenance (3 yrs. total) 23 92 4 Liebert Rack Slide Kit (24"-32" deep racks) 150 600 - 4 Liebert Multilink License for 1 Computer Free Download Note: Liebert UPS Includes: - Liebert Two Year Warranty. - 10 foot long input cord with a NEMA 5-15P plug for GXT2U 1000 and 1500 • • • 10 Dynix Cost Proposal Unit Total Annual Qty_ Description Price Price Maint PERIPHERAL HARDWARE PRINTERS - RECEIPT Epson Thermal Impact Parallel Receipt 4 Printer, white (autocutter) 388 1,552 310 Epson 3-Year Warranty Extension for U220 4 Printer 150 600 - BUNDLED HARDWARE TELEPHONE MESSAGING 1 Telephone Messaging - 2 Analog Lines 17,850 17,850 2,587 SUPPLIES Additional Documentation 42 1 Horizon Public Library Suite Doc And Media SYSTEM TOTAL 319,707 53,908 Shipping: 3,888 Turnkey Discount: (43,833) GRAND TOTAL 279.762 53,908 Dynix 11 Cost Options 0 Unit Total Annual Qty Description Price Price Maint OPTIONS: Note: Unless otherwise indicated, pricing of optioned items does not include installation and shipping charges. ADDITIONAL SOFTWARE Horizon Digital Library Horizon Digital Library Tier A Annual 1 Subscription 11,600 11,600 6,264 Database Software for Digital Library MS SQL 2K Standard Run Time Edition Lic. 1 (Per Processor) 3,015 3,015 352 1 Dynix Support for MSSQL Server2000 1,500 1,500 1,500 URSA 4.0 1 URSA 4.0 Single Site 1,875 1,875 1,875 Addons (per library): 1 Full Mapping 5,000 5,000 1 ISO ILL Link 5,000 5,000 1 OCLC DR 2,500 2,500 _ Envision Ware Products 1 EnvisionWare Products 19,134 19,134 3,192 Print Management 200 LPT;One Print Client 5 LPT:One Print Release Station 1 LPT:One Remote Print Release Station DATA SERVICES 1 Digital Library Profiling and Consultation 800 800 HORIZON CUSTOM SERVICES 1 Custom Programming Days 1,600 1,600 For Patron Notes fields - increase to 500 characters 15 Custom Programming Days 1,600 24,000 Single or Batch Find and replace in borrower records 10 Custom Programming Days 1,600 16,000 CitylZipcode linked to US Postal Service 5 Custom Programming Days 1,600 8,000 AT Key - Geac index 15 Custom Programming Days 1,600 24,000 Interface with City's general ledger accounting system: J.D. Edwards OneWorld ERP system 12 Dynix Cost Unit Total JIM Description Price Price ONSITE NETWORK ANALYSIS 1 3 Day Trip 6100 IMPLEMENTATION SERVICES SERVER STAGING 1 Local Server Staging (at Dynix) 800 Staging for: Horizon Digital Library Server SERVER INTEGRATION 1 Remote Server Integration (via telephone) 800 Integration for: Horizon Digital Library Server SERVER HARDWARE HORIZON DIGITAL LIBRARY SERVER SERVER C:1f[ilt M E-M 1 Deli PowerEdge 2600 Server 10,400 10,400 1 x 2.8 GHz Intel Xeon Processor(s) with 512 KB cache 2048 MB ECC DDR Memory 4 x 72 GB 10000 rpm Hot Swappable Disk(s) Internal HW RAID Media: 24x IDE CD-ROM , 1.44 MB Floppy 1601320 GB SDLT Tape Drive 17 Inch Monitor Rackmount Rails for standard 19in four post Rack MicroSoft Win 2000 Server 3 Year, 4-dour Response Warranty Uplift 200 SERVER ACCESSORIES SUPPORT SOFTWARE 1 Symantec pcAnywhere 10.5 (Host/Remote) 208 1 BrightStor ARCserve Backup 775 1 BrightStor ARCserve Disaster Recovery 695 OPERATING SYSTEM SUPPORT OS Technical Support - Tier 2 1 (Additional Dell) Includes: - Operating system tuning assistance - Operating system patches (upon request) - Phone support for general questions concerning the operating system - Phone coverage Monday - Friday, 5:00 a.m. - 5:00 p.m. Pacific Standard Time - Emergency coverage Monday - Friday, 5:00 p.m. - 5:00 p.m. Pacific Standard Time irk Annual Maint 1,560 208 - 775 - 695 - 1,000 Dynix 13 Cost Oty Description BUNDLED HARDWARE TELECIRC 1 TeleCirc II - 4 Analog Lines SUPPLIES RFID 1 3M RFID Tag @ .65 cents per tag Quote base on 465,148 items OPTIONS TOTAL OPTIONS Shipping: OPTIONS GRAND TOTAL Unit Total Annual Price Price Maint 21,500 21,500 3,165 302,346 302,346 467,848 18,908 763 468,611 18,908 • • 14 Dyn ix Cost • • 0 Pricing Sheets Standardized Pricing Sheet One: Hardware Vendor name: Hardware First Year Costs Annual Maintenance Maintenance costs for 6 years: 2006 to 2011 Database Server: 10,693 1,604 8,020 Web -Catalog Server: 9,021 1,353 6,765 Test/Training Server: not bid -- Inventory readers and Peripheral equipment: not bid Networking 1 cabling / telecommunications equipment: not bid - Digital Media Archive server: optioned -- Telephone Renewal & Notification: 17,850 2,587 12,935 Wireless Access Management System Hardware: not bid -- -- Terminal Server or other Thin Client Management not bid - Shipping: 3,888 0 0 Taxes: not bid -- - Support Option A_ 24 hours x 7days/week phone 4 hour onsite response Support Option B. Mon -Thu 7a-11p PST phone Fri -Sun 7-7p PST phone next business day onsite M-F 5a-5p PST phone; 24x7 emergencies, 4 hour response time onsite for servers included in maintenance fees Other: describe in detail Remote Patron Authentication Servers 9,021 1,353 6,765 Web Reporter Server 4,120 618 3,090 Dell Rack 4,567 685 3,425 Tape Autoloader 9,299 1,395 6,975 Maintenance Modems 4 t) 636 120 600 UPS (4 qt) 4,892 756 3,780 Receipt Printers (4 t) 2,152 310 1,550 PC Anywhere 832 0 OS Tech Sup -port 5,600 28,000 Total hardware: $76,971 $16,381 $81,905 What is the annual maintenance cost increase percentage after the 5tn year: _3 % Dynix 15 Cost Proposal Standardized Pricing Sheet Two: Software Software First Year Costs Annual Maintenance Maintenance costs for 5 ears: 2005 to 2010 Application software {for 50 stag users and unlimited Web OPAC connection) 76,971 11,546 57,730 Circulation Include Cataloging with Bibliographic and Authority Control Included Acquisitions with Fund Accounting Included Serials Control 13,029 1,954 9,770 Web OPAC (Catalog) with Remote Patron Authentication for subscribed databases/online accounts 12,574 8,211 41,055 Children's Web OPAL(Catalog) no charge Spanish Web OPAL(Catalog) no charge Report Writer see belovv Inventory Control Included Off-line Backup Circulation 4,072 611 3,055 Telephone Renewal & Notification on sheet 1 Enriched content — Book Jackets, Summaries 3,732 3,732 18,660 (specify first year and continuing costs Digital Media Archive optioned Wireless Access Management System Software not bid Terminal Server or other Thin client management for Thin client OPAL Software not bid Special Reports Modules for Library Directors included Web / Special Reporting Modules 11,330 1,470 7,350 Rooms/Media Booking/SchedulingBooking/Scheduling 6,515 977 4,885 Collections Interface 4,072 611 3,055 Shi in : on sheet 1 Taxes: Support Option A_ 24 hours x 7days/week phone next business day onsite Support Option B. Man -Thu 7a-I I PST phone Fri -Sun 7-7p PST phone next business day onsite 5a-5p PST phone, 24x7 emergencies; most cases support provided remote) not onsite Included in maintenance Other: describe in detail 2 MS SQL Run Time Licenses 7,53C 2,204 11,020 dditional Documentation 4 0 Total software: $139,8651 $31,3161 $156,580 What is the annual maintenance cost increase percentage after the 5th year: `3 % • 16 Dynix Cost Proposal • • • Standardized Pricing Sheet Three: Services Cost Professional Services Software/database conversion/migration if any): 18,876 Installation include travel & lodging): 11,150 Training include travel & lodging).- 10,450 Other Describe in detail 5 custom days for data cleanup 8,000 Authority Control Processing 19,250 Total Services: $67,725 Dynix 17 Cost Sheet Four: Interface to Library Conveyor System Horizon provides compliance with SIP2 in order to interface with HBPL's conveyor system. Vendor name: First Year Costs Annual Maintenance Maintenance costs for 5 ears: 2005 to 2010 One-time costs: Computer hardware if any): Peripheral equipment if any): Network inglcabling!telecommunications equipment if any): Other describe in detail Total hardware: Software development: Cost of software: Software licensing if any): Other describe in detail SIP2 License $7,000 $1,050 $5,250 Total software: Shipping: Taxes: Installation include travel & lodging): Trainin include travel & lodging): Other describe in detail TOTAL ONE-TIME COST OF INTERFACE: i" Annual costs: $7,000 Software licensing if any): Maintenance: Other describe in detail Total Annual Costs:1 $1,05 $5,250 TOTAL COST FOR FIRST YEAR:1 $7,000 What is the annual maintenance cost increase percentage after the 5th year: _3 % • • 18 Dynix Cost • Sheet Five: Public Computer Lab Time and Print Control Software for 60 Public Lab Workstations Vendor name: First Year Costs Annual Maintenance Maintenance costs for 5 ears: 2005 to 010 One-time costs: Computer hardware if an : Peripheral equipment if any): Networking/cabling/telecommunications equipment if an Other describe in detail Total hardware: Software: $32,035 $5,161 $25,805 Cost of software. - Software licensing if any): Other describe in detail Total software: Shipping: Taxes: Installation include travel & lodging): Training include travel & lodging): Other describe in detail TOTAL ONE-TIME COST OF INTERFACE.1 Annual costs: $32,035 Software licensing if any): Maintenance: Other describe in detail Total Annual Costs: $5,161 $25,805 TOTAL COST FOR FIRST YEAR.1 $32,035 What is the annual maintenance cost increase percentage after the 5th year: _3 % Dynix 19 Cost P Sheet Six: 1LS Supplied via Application Service Provider Not bid Vendor name: First Year Costs Annual Maintenance Maintenance costs for 5 ears: 2005 0 2010 One-time costs: Computer hardware if any): Peripheral equipment if any): Networking/cabling/telecommunications equipment if any): Other describe in detail Total hardware: Software: Cost of software: Software licensing if an : Other describe in detail Total software: Shipping: Taxes: Installation include travel & lodging): Training include travel & lodging): Other describe in detail) TOTAL ONE-TIME COST: Annual costs: Software licensing if any): 777 Maintenance: Other describe in detail Total Annual Costs: TOTAL COST FOR FIRST YEAR; What is the annual maintenance cost increase percentage after the Sth year: % • El C, 20 Fyn ix Cost • • Optional Tech Logic Proposal —for the replacement of your current conveyor belt system — Note: The Horizon system will interface with the Tech Logic system through the SIP2 protocol, which we have proposed on Cost Sheet Four. Cost for the optional Tech Logic Conveyor Belt System are delineated on the following pages. Dynix 21 Cost Proposal Tech Logic Corporation of Minnesota 1616 Gervais Ave. Maplewood, Minnesota 55109 i June 4, 2004 Ms. Cam Ha Huntington Beach Public Library 7111 Talbert Ave Huntington Beach, CA 92648 Re. Tech Logic Hi -IQ AMH System for Huntington Beach Public Library Dear Ms. Ha: 651.747.0492 Telephone 800.494.9330 Watts 65747.0493 Fax Thank you for considering our products and services. Please find attached the following documents for your review and consideration: r 8-1/2" x I I" color system drawings (larger are available). x detailed list of required components and pricing of each item. x Standard contract depicting mutual responsibilities. I had a very nice visit and you have a beautiful library, one that I'm sure your patrons enjoy and appreciate. I commend you for your foresight years ago in moving towards automated book handling systems. Even though the performance of your system was not as planned, the mere fact that your desire to reduce employee labor and work comp -related injuries was very appropriate. I visited your library to evaluate and consult on the current state of your material handling machinery. I do not view your system as modifiable nor up-gradable to meet your needs. The conveyors and sorting devices that are currently employed in your library will never really work in a library setting. They are really designed for industrial applications and in fact would still be valid in today's industrial environments. My recommendation would be to find a local "used industrial" equipment supplier who would remove the system at no charge to you. They would then salvage the components for resale which would then offset their removal labor. I would be happy to spend some time in Huntington Beach and meet with various vendors to discuss the removal of the existing system. My knowledge of materials handling system components may be of help in liquidating your existing system. Performance Bonds are common with Tech Logic systems. This all but eliminates your risk of failure due to system performance problems. The surety companies that we use are very large, nation wide insurance companies that are behind Tech Logic systems 100%. We only do libraries. Our business was established based on this concept. The attached system layouts might seem fairly aggressive in scope, but as an outsider, I had to start with the ideal system configuration based on my 30 years of automated material handling experience, 12 years of library material handling experience and my first impression of your operations. The following observations lead me to the proposed layouts: • 22 Dynix Cost • 1.) Simple is best. Although I'm sure that we could use the existing tunnel and conveyor path back to the processing area, the new path and tunnel provides many benefits that need consideration: a.) Tech Logic conveyors are much quieter than the standard conveyors that were used in the auditorium area, roughly 50 to 55 decibels verses 65 to 70. My fear is that even at 50 to 55 decibels the noise would be "somewhat' audible during stage performances. The recommended path is far removed from the auditorium area and will not be heard. b.) Although the new proposed tunnel construction will cost money, so would the additional conveyor. I estimated this additional cost at $123,000.00. c.) The existing book drop is on the drivers wrong side thus making the driver exit the car when dropping off books. This defeats the sole purpose of a "drive -up" book drop. For security reasons people should not have to exit the car at night time hours. The new book drop is designed with the proper "inside" turn, one that most architects just don't seem to understand. I see this problem nine times out of ten. d.) The new tunnel is designed with walk -able heights and will make it easy to service the conveyors_ Additionally, a tunnel should always have a means of egress at both ends; the new one would have a half high door as shown on the plans. This design is very similar to our Topeka - Kansas 60 sort system and it would be worth your while to make a visit to see the system. e.) The new exterior book drop path is long enough to provide a comfortable accumulation buffer to the Hi -IQ system, yet it is still an economical path because it's relatively straight. 2.) The size of the Tech Logic Hi -IQ sorting system is what it is. Many people underestimate the required area for check -in operations, especially when sorting to twelve or more carts. The Hi -IQ system carts are much closer together (Y on center with 18" between carts) than what would be required if the sorting operation was manual. Try it sometime! My opinion is that the system needs to be located as shown on the layouts for the following reasons: a.) It's the only place that is large enough to house the system. Any smaller system would not be sized large enough to handle your needs. b.) It's the most centrally located area between the children and adult areas of the library. The only down side to this entire proposal is the travel distance between the two areas. However, the location is midway between them and I don't believe that moving 14 carts each way per day (based on 4,200 books per 12 hour day, 150 books per cart, estimated) is all that much traffic. I have seen libraries with much greater distances. One advantage to your library is that elevators exist in both locations: children's and adults. c.) The chosen location creates an ideal Tech Logic system layout: simple yet very maintainable. d.) The location is close to electrical and mechanical rooms and the appropriate services required to feed the system. c.) The branch delivery truck would be able to deliver the inter -branch cordless smart -bins through the doors located just outside the hallway. Dyniz 23 Cost Proposal 3.) I took the liberty of re -arranging the front entrance to the library in order to provide more efficiency. Included in the system layout are the self -checkout machines and the interior book drop. Rearranging the entrance would have the following advantages to your daily operations: 0 a.) Patrons would be able to deposit all materials into the "hands -free" book drop immediately after entering the library. It's located in their direct line of sight. This location also makes for a very direct line to the Hi -IQ process room. b.) The check-out desk would also serve as the "holds" desk with shelves behind. The desk would be assessable from both sides of the secured area, meaning that a patron would not have to enter the main portion of the library to pick up a "holds" item. This desk should be reviewed by an interior designer, as I don't profess to be one. c.) I might also suggest that you install some obvious rotating -style security cameras located above the exit doors. Some people don't like big brother looking at them but that is a decision you would have to make. Installing security cameras is a good idea when the entire exit area is un- staffed. I'm sure that you and your staff will want to modify these plans, and I encourage an open dialog for this reason. This will enable the project to become extremely successful, one that you and your staff can be proud of A note about system service. We have set up business associates in one six -state area of the country and will be looking to do the same for California area. This would probably happen before your system is installed and functioning. As you will see by the attached contract, your first year of operations is 100% warranted and serviced by Tech Logic or its affiliates. You should plan on roughly 12-15 thousand dollars per each additional year for service and maintenance_ Considerably less if your building maintenance person performs these tasks. Our Greensboro -NC system is handled this way. Tech Logic merely visits them twice a year for a walk-through. Please call if you questions or need more information. Sincerely, Mark R. Frich CEO Tech Logic Corporation 24 Dynix Cost TECH LOGIC SYSTEM COMPONENTS Huntington Beach Public Library & Tech Logic Corporation Current Revision 6-4-2004 Node-16 Conveyor Leg - Exterior Book Drop To & From Process Area Item Description Extended Price 1 "Hands -Free" Book Return Center......................................................................... $ 13,778 2 10'4" Long Vertical Reversing Sandwich -Style Belt Conveyor ........................... $ 28,491 3 72'-7" Long Horizontal Floor Supported Belt Conveyor ....................................... $ 20,762 4 15'-2" Long 500 Decline, Sandwich -Style Belt Conveyor ..................................... $ 26,352 5 Node-16 Control Cabinet For "Hands -Free" Book Return Service Center & Drives For Three Conveyors.............................................................................................................. 1$ 0,577 Total Price Node-16 System Leg $ 99,960 Node-17 Conveyor Leg - Interior Book Drop To & From Process Area Item Description Extended Price 6 "Hands -Free" Book Return Service Center_ ...... I ................... .............................. $ 13,777 7 Lobby Area Vertical Decline Book Drop Cabinet .................. ...... $ 11,248 ......................... 8 10'4" Long Vertical Reversing Sandwich -Style Belt Conveyor ........................... $ 28,064 9 54' Special Slave -Driven True Taper Belt Curve Conveyor ................................. $ 12,854 10 32'-0" Long Horizontal Floor Supported Belt Conveyor ....................................... $ 16,873 11 Node- 17 Control Cabinet For "Hands -Free" Book Return Service Center & Drives For Two Conveyors................................................................................................................ $9,463 Total Price Node-17 System Leg $ 92,279 Node-1 Hi-lQ 60 Sort Process Area Item 12 Description Node-1 Main System Control Cabinet & 100 Amp Disconnect .............................. Extended Price $ 7,197 13 T-6" Long Line -shaft & "wide -offset" transfer drive -type section... .. . .................. $ 16,129 14 Node4 Transfer only control cabinet w/ drive ......................... ........................... .... $ 9,457 15 T-6" Long Line -shaft & "wide -offset" transfer drive -type section ........................ $ 16,129 16 125 Capacity Smart Bin loading/unloading machine(3@$16,437) ....................... $ 56,707 17 Node-5 Transfer function cabinet w/ drive.............................................................. $ 9,457 18 Nodes-18,19,20 loading/unloading machine cabinet(3@$8,978)......................... $ 30,974 19 2' Long Book Sizing & Squaring Machine ................................ ..... $ 25,466 20 Node-2 Control Cabinet for Sizing & Squaring Machine ........................................ $ 8,681 21 4' Long Dual Book Rotating Machine ............ ................................................ I....... $ 50,520 22 Top & Bottom Bar -Code Scanning Package(2@$11,084).................................... $ 25,493 23 Rotating Machine Binding Detection Package......................................................... $ 9,801 24 Node-3 Control Cabinet for Dual Rotating Machine ............................................. $ 11,025 25 4' Long Line -shaft & Dual "Wide" transfer drive -type section .............................. $ 20,938 26 Node-21 Control Cabinet for Dual transfer & four Smart -Bin 1/0 ........................ $ 10,820 27 4' Long Line -shaft & offset -transfer, drive -type section ........................................ $ 15,273 28 Node-6 Control Cabinet for Dual Placer & Quad Tilting Machine ........................ $ 16,691 29 3' Long Line -shaft & transfer intermediate section (4@$ 11,187)......................... $ 51,460 30 Node-7,8,9 Cabinet for Dual Placer &Dual Tilting (3@$ 12,465) ........................ $ 43,004 31 Node-10 Cabinet for Dual Placer, Dual Tilting & Smart Bin 1/0.......................... $ 15,157 32 Hi -IQ Book Placing Machine (10@$ 16,660).......................................... ........... I Is 191,590 33 Hi -IQ Cart Tilting Machine (12@$ 1,628)............................................................ $ 22,466 34 125 Capacity Smart -Bin Storage Machine (10@$ 3,465)...................................... $ 39,847 35 .............................. Transfer Style Discharge Chute (2@$ 458)............................................................. $ 1,053 36 Transfer Style Dual Smart Bin Discharge Chute (2@$916).................................... $ 2,106 37 38 Line Shaft Style Discharge Chute............................................................................... Start/E-Stop/Single Smart -Bin Control Cabinet.......................................................... $ 441 $ 715 39 E-Stop/Single Smart -Bin Control Cabinet (2@$ 542)..................... ................. ....... $ 1,246 40 E-Stop Control Cabinet (3@$ 273)............................................................................. $ 941 41 Non -Muffler Style Line Shaft Conveyor End Support ................................................ $ 893 Dynix 25 Cost Proposal 42 43 Line Shaft Conveyor Dark Plastic End Guard (2@$ 225).......................................... $ 632 Belt Conveyor RH Connecting End Gusset.................................................................. $ 24 44 Belt Conveyor LH Connecting .End Gusset................................................................... $ 24 45 Black & White Surveillance Camera (2 BD's + Merge)(3@1,580)......................... $ 5,451 46 13" Black & White Monitor........................................................................................ $ 496 47 Sony Time Lapse Video Recorder........................................................................... $ 1,712 48 Coax Camera Cabling Kit ........................................... ................... .. $ 441 49 Delivery System PC................................................................................................. $ 9,725 50 Hi -IQ Book Placing System PC............................................................................. $ 24,733 51 Dual -Air -Filter, Pressure Control & System Dump Valve Package ........................ 1,457 Total Price Node-1 Hi4Q 60 Sort System S 756,372 Lobby Area Express Check -Out 52 High Speed Express Check -Out Machine(2@34,768).......................................... $ 79,966 53 Express Check -Out PC (Runs Up To 4 Check -Out Machines) ................................ $7,299 Express Check -Out System $ 87,726 The following Recaps the above system main components and speculates on other budget matters: Node-16 Exterior Book Drop System Leg ........................................ .................................. $ 99,960 . Node-17 Interior Book Drop System Leg............................................................................ $ 92,279 Node-] Hi -IQ 60 Sort System..........................•----..................................................... ........ $ 756,372 Lobby Area Express Check -Out System .......................... .. $ 87,265 System Delivery, Installation, Programming, Training (3 men 17 days) ............................. $ 87,975 Total Price as Defined above....................................................................................... S 1,123,851 4% Performance Bond (If Required).................................................................................... $ 44,954 Total Including Bond.................................................................................................... S 1,168,805 NOTES 1.) Price and terrns based on Dynix standard contract and terms 2.) Ceiling hung conveyor supports are complete except for P100 Uni-strut which is to be provided by Owners general contractor. 3.) Highsmith Book Trucks w/ Special casters NOT included in system, these maybe purchased directly from Highsmith @ $300 each. Recommended quantity for 60 Sort systems is 36. 5.) Air Compressor NOT Included. See Drawing for Details. 26 Dynix 10 Prorlx LOB Vu, J ERE io WXa h _ _ LmaM XIR�[ �fX WILL1B63 � • � � Ean W,: IMI Ba :XnN '';� EI ��[E41n[oPIaM is N,I,Bf� W ... .... .. __ .................. i > �fV ONx UtBw Tutwl Zf FP NI)B[2 Yelw NIBB[2 Ib IX HIBBB� W . : i........... .. .... _.� ...... .. ......__ ..o.. _ .. ..... ._... .. ... ..... .. .. _.. ...... .. .. .i.... .....lot....... ... J NIB&) W[a oxPwa elm.N.P cS,Xmw re hxlb zoe v:. ] Pnx.. ' IM M S�Vb ]a rxn Loel[Y LL A�exB PAMaI Ilob-1 . E. 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A,,m ° , CA, E Alb,l 'A' I1 0lrL� LEST BLANK • • • E WHEW9 L@@KOH@ VFS7 e EH79 IE MODEL SH@VH QD07H FL@@R%D pw WREV L @@K0HC 9OM4a e IEH ME MODEL CAL 9BN(DVH Q D04a FLOOp3 D y �yy� W -9..05 3 G Fmme Tech COTMc_ Ty, us,n,n uu WVa -,' o' vn 3 9 1 RMN-nONALLY LEFT BLANK � 1 • • &0" »q elution mm . wre v.nw) m wnm-r.ee eos a..... PLAN WOMY e upper �c�Mc�O G�n1f�P�1GilC�Q L°1PQ�1 w Ss. &oT. , .netG Gnpu 'e' ❑. Tech C Corp n+aa om w eooaao..ren z000000i > e a `� zi00000i en.oi wo ra ve;o� me u:e INTENTIONALLY LEFT" BLANK • • • ..... ... ....... ..... ....... . INTO F. IPLM Wfl-EV- wrl Bm Tech 1112*�11-101*� INTENTIONALLY LEFT BLANK 11 0 • INTENTIONALLY LEFT BLAND • 0 AGREEMENT THIS AGREEMENT, made and entered into this day of , 2001, by and between , address at (hereinafter known as "Library"), address at and Tech Logic Corporation, a Wisconsin corporation (hereinafter known as "Contractor"), address at 1616 Gervais Avenue, Maplewood, Minnesota, 55109. WHEREAS, the Library desires to purchase an Automated Library Material Check -In System (hereinafter referred to as "System") to receive materials at material returns, deliver, sort, check -in and place materials on book carts and into "Smart BinsTM; and WHEREAS, Contractor represents and warrants that it possesses the skill, experience, knowledge and qualifications to sell, develop, install and implement a reliable System as required by this Agreement, NOW THEREFORE, in consideration of the promises each of the parties makes to the other, the parties hereto agree as follows: ARTICLE I STATEMENT OF WORK A. Contractor shall sell, design, develop, manufacture, deliver to, and install at the library building and test the System and train system operators including telephone support and warranty coverage and other related services, and shall provide services and materials to accomplish all of the foregoing, all as set forth herein and in accordance with and as defined in Exhibits "A", System Layout and Components attached hereto and made a part of this Agreement. Modifications to Exhibit "A", can only be accomplished by written approval by the Library and the Contractor. The work shall be performed in good, substantial, workmanlike and commercially reasonable manner. All materials used to complete the work shall be new. B. The Library will pay for the use and subsequent maintenance of the System on the Library's automated circulation system (ACS). The selection of the Library Automation Vendor (LAV) is within the sole discretion of the Library. The Library shall require the LAV to provide for a connection that will allow Contractor software to interface with the ACS in a manner that will allow the System to operate within acceptable performance criteria. Contractor shall assist the Library in any technical conversations with the LAV regarding the interface of Contractor software with the ACS. 06/03/04 Page 1 of 14 0 ARTICLE 2 PERFORMANCE Al services and responsibilities required of Contractor under this Agreement shall commence on the date of Contractor's receipt of a signed Agreement from the Library. Contractor shall deliver the System components to the Library at a mutually agreed upon date of not less than 16 months after the execution of this agreement. Any period of delivery that is greater than 22 months after execution of this Agreement due to the Library's inability to meet the schedule shall increase the System price by five (S%) per cent. All of the Contractor's services and responsibilities hereunder shall be successfully completed no later than 18 months following the date both parties have executed this Agreement. The parties shall cooperate in good faith to accomplish this Agreement no later than the established date, unless such date is extended by written agreement of the parties, and then, in such case, on or before the extended date. ARTICLE 3 RISK OF LOSS I SYSTEM TRANSFER / WARRANTY PERIOD BEGINS A. Risk of loss of the system and system transfer is assumed by the Library upon delivery of the System to the Library's facility. Warranty coverage established by this Agreement begins upon Contractor's provision of "Notice of Completion", or if corrective action is required, upon "Final Notice of Completion" both as described in Article 4 below. B. At the time the "Notice of Completion" is delivered to the Library, Contractor shall promptly provide the Library with all System information, operations manuals and software licenses that reflect designs and programs, as well as other items which comprise the System as identified herein and developed by Contractor. Operations manuals shall include mechanical, electrical and program design documentation in sufficient detail and clarity for the Library to adequately troubleshoot and maintain the System. The System and the components and operating systems associated therein contain proprietary information owned by Contractor and software vendors who have entered into licensing agreements with Contractor. Use of the software in a manner not authorized by Contractor is prohibited. C. All items comprising the System subject to this Agreement are deemed to be for a single user, the Library, and may not be resold by Library or its successors in interest without the express written consent of the Contractor. The Library may resell the system after ten (10) years without the Contractor's consent. Contractor has not transferred the right to use any of its proprietary technology, including software and mechanical devises, by Library except for its use in the System which is the subject of this Agreement. 06/03/04 Page 2 of 14 • 0 • • 0 ARTICLE 4 DEVELOPMENT A. Pre -shipment System Factory Testing The Contractor shall assemble and test the System at its facilities prior to shipment to Library. B. Shipment and Safekeeping of Goods / Risk of Loss 1. Shipment/Insurance. Contractor shall assume all shipping and related insurance costs, 2. Storage / Risk of Loss Transfer. The Library shall provide safe enclosed storage of goods until Contractor's crew is on -site ready to install the System. Contractor and Library shall coordinate delivery and installation dates. Risk of loss transfers to Library upon delivery of the System components to the Library facility. C. System Installation Responsibilities / Correction Notice / Release of Performance Bond. 1. The Contractor shall install with its own installation crew the System in the Library building located at Romeo Plank and Canal Roads, Clinton Township, Michigan. The Library shall hire, at it's own expense, an electrical and mechanical contractor to wire power to the System power panels and provide an air compressor including air plumbing as described in Exhibit "A". The System installation shall be accomplished by the Contractor in accordance with all applicable local, state, and federal governing laws, including but not limited to UL and NEC standards. 2. System installation shall be deemed complete when all system components are installed and running under power and operating substantially as intended for a period not less than fourteen (14) days, Contractor shall notify Library that the system installation is complete through a written "Notice of Completion". 3. Upon receipt of "Notice of Completion.", the Library shall, within thirty (30) business days, assemble an itemized list of corrections, if any and submit the list to the Contractor for review and corrective action. The Contractor shall repair, replace, reprogram and otherwise remedy the list of corrections to the Library's reasonable satisfaction within twenty-five (25) days of Contractors "Notice of Completion". 06/03/04 Page 3 of 14 4. Upon completion of the corrections required to meet System mechanical and operational specifications, Contractor and Library shall execute "Final Notice of Completion" to be submitted to Library by Contractor. Execution of said notice shall not be unreasonably withheld. Final payment to Contractor shall be made in accordance with the terms of "Article 5", within ten (10) days of the execution of the "Final Notice of Completion". Failure of Library to provide Contractor with a written correction order within the time defined herein shall be deemed final acceptance and the execution of the " Final Notice of Completion" shall be deemed waived by Library. Final payment to Contractor shall be made in accordance with the terms of "Article 5". D. System Training Contractor shall provide one person, onsite at the Library, to train Library staff on the operation and maintenance of the System for a period of five (5) days at no charge to the Library, and at a per diem rate of $600 per day for each additional day, if requested by Library. System Training shall commence immediately upon delivery of the "Notice of Completion" by the Contractor. Contractor and Library may negotiate a mutually agreeable alternate training period. An alternate training period does not release the Library from making its timely final payment as described in Article S of this Agreement herein. E. Recommended Staffing I* As the successful application of this System is dependant on the personnel the Library assigns to it, the Contractor recommends that the Library provide three staffing levels with the following areas of responsibility: 06/03/04 1. System Manager or Team Leader This Manager or Supervisor should have the knowledge and the skills to manage the system, its operations and personnel. A broad base of computer skills is required as well as a background and understanding of Microsoft Windows NT4.0, NT Networking, Microsoft Access 97, and the willingness to learn Steeplechase VLC, a man machine interface software that runs the Book Storage System. A knowledge of library operations is equally important. In addition, this person should have good personnel skills and experience in supervision. This person will be required to schedule personnel and provide back-up and training for the people on this team. This person should be the principal contact with the Contractor for operation and maintenance of the Book Handling System. 2. System Operators: System operators shall be capable of running basic Microsoft Windows Page 4 of 14 0 software applications such as Windows NT, Microsoft Access 97 and have a general familiarity with Personal Computers. Additionally, the system operators shall be capable of taking readable notes and have the skills to train and pass on their knowledge to other system operators. 3. System Maintenance Personnel: System Maintenance Personnel shall have experience in building and facilities maintenance which shall include heating and ventilating systems, power distribution systems and generalized PC operation. Qualifiers for this staff position must be willing and able to help trouble shoot system mechanical problems during off hours and/or when other staff members need mechanical assistance. ARTICLE 5 PAYMENT A. Payments by Library, excluding state and local sales taxes, obstructed installation costs, additional staff training costs if so requested, extended delivery and adjustments by change orders and performance bonding if required, under this Agreement, to Contractor shall not exceed Seven hundred ninety-four thousand thirteen ($794,013.00) dollars. Should the Library not require a performance bond, the system cost shall be decreased by four (4) per cent and shall be then be adjusted in each of the payments described below. B. Library Payment Schedule (30/30/30/10 : $238,203.90 / $238,203.90 / $238,203.90 / $79,401.30) 1. A Systems Engineering Payment of $238,203.90 is due within ten days after contract execution. The engineering drawings describe in detail the system components that will comprise the operating system in the library. The Library shall receive a copy of these drawings and component list at contract signing. This document is attached to the Agreement herein as Exhibit "A". 2. Final Manufacturing Drawing Payment of $23 8,203.90 is due within ten days after a notice of completion of manufacturing drawings are submitted to the Library. These drawings serve as the "blueprint" for the manufacture and assembly of the system component parts. Manufacturing and assembly of the system commences. 3. Manufacturing Completion, Testing and Installation Payment of $238,203.90 is due within ten days of installation of the System in the library building. The Contractor will notify the Library that the System has been manufactured and assembled and successfully tested prior to scheduling an installation date. 0 06/03/04 Page 5 of 14 4. Final Systems Payment of $79,401.30 is due within ten days of the delivery of "Notice of Completion", or if corrective orders have been made, with ten days of the execution by the parties of the "Final Notice of Completion" as described in Article 4 herein. The system has been installed and is running under power for fourteen (14) days, system training has been completed (or an alternate date has been scheduled) warranty coverage has begun. ARTICLE 6 CONTRACTOR STAFFING A. Contractor shall designate a Project Manager who shall be accountable and accessible to the Library at all times regarding performance, progress and completion of all phases of work during the development, manufacturing, installation, and testing of the System. Contractor's Project Manager shall be an individual possessing substantial knowledge and experience with respect to all aspects of the System development, manufacture, installation and testing, including but not limited to the machines, software, engineering, hardware and related theories utilized in the design, development, installation, testing and operation of the System. Contractor's Project Manager shall supervise the work of Contractor's employees and those of the Contractor's subcontractors. B. Contractor shall engage at its own expense and choosing such individuals as are necessary to fulfill the Contractor's obligations herein. Contractor agrees that all individuals so engaged shall be properly trained, competent and qualified to perform the tasks assigned to them. Contractor may replace any person so engaged provided that such substitute person possesses the qualifications above specified. ARTICLE 7 AVAILABILITY OF FACILITIES A. The Library shall provide adequate work space and storage space and access to telephone when necessary on the Library premises to facilitate the performance of services by the Contractor for up to four (4) of the Contractor's staff subject to the following conditions: 1. Contractor shall invite only those persons performing tasks for the Contractor to come upon the Library premises; 2. Contractor shall bring no property other than what is required pursuant to the services herein specified onto Library premises; 3. Contractor shall not use, suffer or permit the use of the space provided it 06/03/04 Page 6 of 14 0 hereunder nor any part thereof, in any manner or for any purpose, nor do, bring or keep anything to be done, brought or kept, thereon (including, but not limited to, the installation or operation of any electrical, electronic or other equipment) which, in the judgment of the Library would: i.. violate any covenant, agreement, term, provision or condition of this Agreement or is unlawful; ii.. impair or interfere in any way with the delivery by Library of services or the proper and economic heating, air-conditioning, cleaning or other services of the Library building by, or occasion discomfort, inconvenience or annoyance to, any of the occupants of the Library building or impair the appearance of the Library building; iii., be prejudicial to the business of the Library; iv.. reflect unfavorably on the Library, or V.. confuse or mislead the public as to any connection or relationship between the Library and Contractor. B. The Library shall provide one telephone for the use of the Contractor carrying out its obligations hereunder. This telephone should be installed near or at the system operators location. Contractor shall promptly pay Library for telephone charges related to operator/information assistance requests, information requests, collect calls and/or toll calls made by the Contractor, its officers, employees or subcontractors. C. Contractor shall permit Library representatives, at all times, to have access to and inspect Contractor's work during its progress. D. Contractor shall take every reasonable precaution so as not to allow injury to any person or damage to the Library building, and shall promptly pay the cost of satisfying any injury, damage or breakage thereof caused by Contractor. No rubbish, dirt, tools, or other articles, items or things shall be put in the public areas of the Library building by the Contractor, its officers, employees, agents, invitees, partners or contractors. E. Contractor shall at all times keep the Library building free from accumulations of waste material or rubbish caused by its employees, agents or contractors or their work; and at completion of the work Contractor shall remove all its tools, equipment and waste leaving the work area clean. F. Any property of Contractor, its agents or subcontractors, which remains on Library premises after the termination or cancellation of this Agreement shall be deemed to have been abandoned, and may either be retained by the Library as its property or disposed of in such manner as the Library deems appropriate. G. Contractor shall observe and comply with the rules which the Library has made or 06/03/04 Page 7 of 14 0 may make and communicate hereafter, at any time in writing, to the Contractor. H. Contractor will install the system with it's own installation crew. Non -union Contractor personnel must be given unobstructed access to all areas in which components are to be installed. Obstructed installations shall be considered a "Change Order" as described in Article 9 of this Agreement and may require a price modification. ARTICLE S RESOLUTION OF QUESTIONS AND ISSUES Contractor and the Library will exercise their good faith and reasonable effort to negotiate and settle promptly any dispute which may arise with respect to this Agreement. Parties shall obtain the services of mediator within the State of Michigan or otherwise "alternate dispute resolution" upon their mutual agreement prior to seeking redress through a Court of competent jurisdiction. The parties will share equally in the cost of alternate dispute resolution. ARTICLE 9 CHANGE ORDER A. Following final manufacturing drawings notice as described in "Article 5", above, The Library may, from time -to -time, order revisions in the Statement of Work to be authorized by change orders. Each change order must be signed by the Contractor and a qualified representative of the Library. Upon receipt of a change order, the Contractor shall proceed with the work involved. All work shall be accomplished under the applicable conditions of this Agreement. B. Before any change order is approved it shall include all costs directly related to the change, and the Contractor shall itemize the costs and provide Library appropriate supporting data to establish their correctness. If any change order causes an increase in the contract price due Contractor hereunder, or an extension of time needed to complete performance an equitable adjustment shall be made. ARTICLE 10 WARRANTIES A. There are two specific time periods governing the warranty: 06/03/04 1. The "Ruin -In" period covers thirty days following "Notice of Completion" or Page 8 of 14 • "Final Notice of Completion" if applicable. Run-in covers the first thirty days following contractors "Notice of Completion", or if corrective orders have been Is requested, thirty days after "Final Notice of Completion". During this time Contractor will correct conditions that adversely affects the functionality of the System 2. "Extended Support' covers the eleven consecutive months after the expiration of the Run -In period. Contractor warrants that for a period of eleven (11) months immediately following the "run -In" period that the Material Storage System shall not contain any defect in materials or workmanship. The Contractor shall also provide during this period, unlimited telephone support. The Contractor shall repair or replace, at its option, and at no additional cost to the library, any mechanism that is defective in material or workmanship. B. During all warranty periods each party has specific obligations: 1. Library shall promptly notify the Contractor of any defects or malfunctions in the Material Storage System of which it learns from any source. Failure to do so will void the system warranty. 2. Correction of defects of the Material Storage System shall be accomplished by Contractor in a timely and expeditious manner. 3. Contractor shall provide the Library, without additional charge, telephone and written consultation reasonably requested by the Library in connection with the use and operation of the System or any problems therewith. Contractor warrants that the System will comply with applicable law covering installation and operation of such system, and Contractor further warrants that the System will be installed in a workmanlike manner. 4. Should additional service of the system be requested to be provided by Contractor by Library, Contractor shall provide in an expeditious manner, labor and materials at Contractor's customary pricing for labor and materials. C. After all warranties have been exhausted, or for service to be performed outside of warranty coverage, Contractor shall provide service on a direct cost basis unless a service contract has been entered into by the parties in a separately executed agreement. D. Component or System failures caused by lack of maintenance or by misuse of the System, including the introduction of "non-standard" items as described in paragraph "E" below into the System are not included as conditions that effectuate warranty coverage. 06/03/04 Page 9 of 14 is E. Non -Standard Items. Contractor systems are not designed to process the following materials: 0 1. Materials with minor dimensions less than 4 inches 2. Materials with major dimensions greater than 16 inches 3. Materials with a thickness less than 3/16 inch 4. Materials with covers that are off (i.e. puzzles, games, etc.) 5. Materials contained in thin or limp bags 6. Materials with loose, torn or bent covers or with rolled or curled pages 7. Video tape, compact disc, dvd and cassettes with open covers or items that have come out of their containers 8. Materials with protruding paper such as book marks or "date due" slips 9. Paper bags 10. Mailing tubes 11. Pamphlets, sheet music, newspapers or magazines that are not in a hard case 12. Transparent items 13. Children's toys that are not in a hard case 14. Materials with worn or malfunctioning identification strips or markers 15. Other items not a part of the libraries circulating collection F. All warranties given by the Contractor are limited to replacement or repairs of defective components including hardware and computer software. The Contractor shall determine whether the components should be replaced or repaired. Any Warranty is void if the Material Sorting System is modified or altered without the knowledge or written permission from Contractor. The warranty is non- transferable and void if the Library moves the System to another location. Contractor's obligation hereunder shall not affect any other obligation which it may have under law. ARTICLE 11 CONTRACTOR'S ASSURANCES Contractor maintains that it has the right to enter into this Agreement and grant to the Library the right to own all machinery and manuals herein provided. Contractor further grants and licenses to the Library the right to use all software that the Contractor has developed. Third party software licenses, if any, and Contractor License Agreement shall be incorporated and attached hereto. For purposes of this Article, all of the foregoing items shall be collectively referred to as "System Software Components." The Contractor has not transferred the right to use or otherwise sell the proprietary technology that comprises the system and its operation to a third party. ARTICLE 12 06/03/04 Page 10 of 14 0 INDEMNIFICATION Contractor agrees to defend, indemnify and hold the Library, its trustees, officers and employees harmless from any liability, claims, damages, costs, judgments or expenses, including reasonable attorneys' fees, to the extent any of the foregoing results, directly or indirectly, from any error or omission and/or willful or negligent act of the Contractor, its agents, employees or subcontractors in the performance of the this Agreement and against all loss by reason of the failure of the Contractor fully to perform, in any respect, all obligations under this Agreement. In no event will Contractor be liable for any damages caused by the Library's failure to perform its responsibility hereunder, except to the extent any such failure is attributable to the action or inaction of the Contractor. ARTICLE 13 INSURANCE Contractor shall maintain during the term of this Agreement the following insurance coverage: workers compensation, general liability, automobile liability and those additional insurance or additional feature as the Library may reasonably require for the protection of their interests or those of the public. In such event, Contractor shall proceed with diligence to promptly comply with such additional requirements and provide evidence of such insurance coverage is in full force and effect. ARTICLE 14 INDEPENDENT CONTRACTOR Nothing herein creates or establishes the relationship of j oint ventures or partnership between the parties, nor constitutes the Contractor as the agent, representative or employee of the Library for any manner whatsoever. Contractor is and shall remain an independent contractor under this Agreement. Any and all personnel employed by the Contractor or its subcontractors while engaged in the performance of any activity under this Agreement, shall have no implied contractual arrangement with the Library and shall not be considered employees of the Library; and any and all claims of said personnel while so engaged that may arise under the Minnesota Workers Compensation Act, and any and all claims whatsoever of any personnel arising out of employment or alleged employment by Contractor including, without limitation, claims of any discrimination against the Contractor, its officers, agents, contractors or employees shall in no way be the responsibility of the Library; and Contractor shall defend, indemnify and hold the Library, its trustees, officers, agents and employees harmless from any and all such claims. ARTICLE 15 0 06/03/04 Page 11 of 14 FORCE MAJEURE Neither party shall be deemed to be in default of any provision of this Agreement for any delay, suspension or failure in performance resulting from acts or events beyond the reasonable control of such party. For purposes of this Agreement, such acts shall include, but are not limited to, acts of God, civil or military authority, civil disturbance, war, strikes, fires, other catastrophes, or other "force majeure" events beyond the parties' reasonable control. The provisions of this Article shall not preclude either party from canceling or terminating this Agreement regardless of any force majeure event occurring to either of said parties. The party seeking cancellation or termination of this Agreement shall give the other ninety (90) days prior written notice of the intention to cancel or terminate subject to the provisions of "Article 24" herein. ARTICLE 16 COMPLIANCE WITH LOCAL REQUIREMENTS At all times, Contractor shall comply with the statutes, rules and regulations of the State of Michigan and all local and county regulations. Contractor shall give all requisite notices to the proper authorities, obtain all official inspections, permits, certificates, and licenses made necessary by the work of this Agreement, and pay all fees associated therewith. ARTICLE 17 COMPLETE AGREEMENT This Agreement constitutes the entire agreement between the parties with regard to the subject matter hereof. No other representations, understandings, or agreements have been made or relied upon in the making of this Agreement other than those specifically set forth herein. The parties herein acknowledge that they have read this Agreement, understand it and agree to be bound by its terms, and further agree that it is the complete and exclusive statement of the agreement between the parties. ARTICLE 18 GOVERNING LAW The validity, construction and performance of this Agreement shall be governed and construed in accordance with the laws of the State of Michigan. ARTICLE 19 ENFORCEABILITY 06/03/04 Page 12 of 14 0 If any provision of this Agreement, or portions thereof, is found to be invalid by any court of competent jurisdiction, the remainder of this Agreement shall nevertheless remain in full force and effect. ARTICLE 20 MODIFICATION No modification or cancellation of this contract shall be effective unless in writing and signed by the parties or their duly authorized representatives. ARTICLE 21 NOTICES Any notices required to be given under this Agreement shall be given the Contractor at its principal place of business at 1616 Gervais Avenue, Maplewood, MN 55109 and to the Library at its principal place of business at 0 ARTICLE 22 ASSIGNMENT Contractor shall not assign or sublet the whole or any part of this Agreement without the prior written consent of the Library. ARTICLE 23 TERMINATION A. Should Library terminate the Agreement for reason other than Contractor breach of contract, Contractor shall retain the right to collect damages including anticipated profits, value of systems manufactured but not installed which cannot be resold within a reasonable period of time, in addition to all other remedies authorized by law. Contractor may recover, at its option, all systems installed, or delivered and attempt to resell said system within a reasonable period of time. Said mitigation of damages shall not be a limitation of any damages provided by law. B. Contractor may terminate this Agreement upon seven (7) days written notice to Library 0 06/03/04 Page 13 of 14 should Library fail to make payments at the time(s) provided herein, or otherwise fail to perform in compliance with the terms of the agreement herein. Contractor shall be entitled to payment for the work done by it up to the time of termination as described above in addition to all other remedies provided by law. IN WITNESS THEREOF, the parties hereto have executed this Agreement, consisting of 14 type written pages and Exhibits "A", as of the day and year first above written. "CONTRACTOR": TECH LOGIC CORPORATION Dated Robert Q. Dickie Vice -President and General Counsel day of M. 2001 Dated: 06/03/04 Page 14 of 14 "LIBRARY": day of 2001. • -ig r oo co m c 'T(a c h n'� c EO Vision -for the Future D Y N IX_ Introduction union catalog enhancements along with our resource sharing services. The world of information is rapidly changing to one charac- terized by digital content. This will not replace the current model of your library with written books, serials and other publications. But you will need to be able to adapt to an integrated environment that gives your users the best of both worlds, depending on their individual needs. Dynix's vision is to move you into that world at the right time, the right pace, with the right features, functions and benefits, no matter where your users are located in the world. Dynix seeks to help you move your library into a new world of library automation. One that enables you to provide quan- tum jumps in new levels of user services. One that creates a new model for workflow computing, that will dramatically improve your staff efficiencies. We also want to facilitate seamless integration and a -commerce with your book job- bers and other vendors with whom you need to integrate. Dynix has created a new architecture - called Horizon Open Technology (HOT). The goal of Horizon Open Technology is to build a library information management platform that will support your needs today, tomorrow and into the future of the digital world. There are eight fundamentai areas of Horizon Open Technology that we will cover, 1. User empowerment is a major priority in libraries. A major focus of Horizon Open Technology is the enhancement of Horizon Information Portal to add new user services, better searching, support for wireless devices, enhanced personalization, OpenURL and linking services, and SDI. 2. The company will continue working on Horizon staff enhancements, to improve workflows, add key features, simplify the staff user interface, including server -based processes and batch func- tions, as well as enabling easier upgrades. Our goal is to provide better support for both technical and user services today and into the future. 3. Horizon will be adding both user and vendor e-commerce support. Your users will be able to pay for fines and the use of enhanced library services, such as having books shipped to their homes and other potential value-added services. Dynix also will be working with key book and serials jobbers to automate collection development, purchase order creation, payment, and other services to enhance your technical service team's efficiencies. 4. Over the next five years, nearly all libraries will belong to a consortium. Dynix is building an archi- tecture to support any type of consortium, with 5. And Dynix will always be focused on Industry stan- dards to provide greater interoperability, as well as leverage the work of standards bodies to be more effective in providing solutions. 6. Because Dynix is a global organization, and many parts of the world are becoming multi -cultural, Horizon is moving to be 100% Unicode compliant to make it easy to provide multi-lingual support. 7. Horizon Open Technology will be built on open systems, including a commitment to support the Java 2 Enterprise Edition (J2EE) as Horizon's native platform. Open systems support gives us great leverage to build better products fast, mak- ing Horizon easily expandable. Dynix also plans to provide open XML APIs to make it easy to expand Horizon. The goal of Dynix is to make Horizon the library automation development platform for third parties and library IT people. 8. Our multi -tier architecture will make our Java J2EE platform more reliable and scalable. It will also make Horizon database independent, so you can choose which database best fits your needs, such as Oracle, D82 or Microsoft SQL Server. When you consider acquiring a new library management system, the big question you need to ask is: "Are you buy- ing a system for today or for 2008? What will you need to manage your library in five years?" The objective of this paper is to help you in your planning by explaining where Dynix is taking the Horizon library management system. Horizon Open Technology The Horizon Open Technology Architecture is made up of a number of key modules and components, that are tightly configured to enable your library information management system to meet the needs of your users today and into the future. You can see there is a major focus on user service delivery - giving your users access to a wide array of infor- mation resources, to meet a range of different needs, from entertainment to learning to in-depth research. At the same time, Horizon Open Technology is focused on many other key areas - management of your in-house resources, complete automation and management of your consor- tium services, and access to digital resources. • • • Fully Integrated E-Commerce Targeted Web Sites Online z['f4h�r nt hAr Online rhaw DBs Digitalher collectionLib CAT , Hold Consolidated Search fianagement ommerce Stored Multi -Lingual SDI Searches Search Engine Agent Device Display Personalized Personalization Support to Agent LEM 72 Rules wizard • • Alf LDAP L. 14! 11W Horizon Information Portal The Horizon Information Portal delivers more than a web - based catalog for libraries' users. It provides enriched con- tent to give catalog search results the feel of popular online book stores. It supports consolidated searching to multiple online databases concurrently, hiding all of the complexity of connection management and authentication to each online resource. This Java -enabled solution also -------------------------------------- User Goal: Search, discover, capture, integrate & manipulate information ----------------------------------- provides the most customizableweb interface of any QPAC on the market through its support of the Internet W3C XSL and XSSL standards. The newly released Horizon Information Portal 2.1 is a powerful product. It adds higher performance, less server memory requirements {especially for consortium support), NCIP functionality and new installation tools to facilitate the ease of installing and upgrading to the new release. And the new Kid's Information Portal provides an easy-',r use children's web interface for a library's younger users. But there is much more that we want to do to extend and enhance our portal Our top five objectives with Horizon Information Portal are: ■ To enable libraries' portals to be the best source of authoritative data and provide the best organized content on the web ■ To support the largest information lending & borrow- ing network in the world ■ To enable libraries to build powerful digital libraries ■ To provide powerful searching tools that make finding information a breeze ■ To leverage the best of the web to provide enhanced services to users, such as a -commerce and web communities Authentication Services Horizon Information Portal 2.1 shares the same middle tier with many of the Horizon 7.3 server functions. For example, the two share the NCIP Responder and Closed Stack Access processes. In the future, as the Horizon serv- er moves to a native Java platform, the Horizon Information Portal will move with it and share a common platform with Horizon. Having a common platform facili- tates systems management and enables it to run on the same multi -platform application servers. (See Opens Systems and Multi -tier Architecture.) As such, it will be able to leverage one of the key components of the Java platform, the LDAP directory, including support for single sign -on. (See LDAP.) Users will only need to log in once to have access to everything they are authorized to use. Users will still have the option to come in as a Guest, but they will not be able to leverage the personalization servic- es in Guest mode. Because LDAP is a standard, it is possible to integrate the user directory information with other systems, such as student registration databases and learning management systems_ Many libraries complain that it is sometimes difficult to authenticate "walk-ins". One library customer of ours in Texas has over 50 "Maria Sanchez's". How do they know they have the right one? Adding a picture ID can help; so can a digital photo shown on the user record within the Circulation module. Another technology many libraries are interested in is the smart card. A 'Smart card' is a credit card sized plastic card that contains a 'silicon computer chip' with the ability to store, process and output electronic data in a highly secure manner. The smart card is very much like the mag- netic stripe card you would find in your wallet today, but with a greatly improved level of security and functionality. For example, smart cards could be used to pay late fees, or pay for the use of library printers or other library resources. Smart cards have additional benefits for the user —they remember user names and passwords, can fill out online forms, and can store many credit card numbers securely. Dynix plans to provide a well defined XML API for smart card vendors to integrate their system with Horizon. Personalization Services Personalization is one of the more important new tech- nologies that became prevalent with the growth of the Internet. The goal with personalization is to make Horizon Information Portal better at serving the unique needs of individual users. Horizon Information Portal 2.1 includes basic user status information. The future Horizon Information Portal will include significant personalization options beginning in 2004. First time users of the library portal will be able to register completely via the web to become a library user. Once reg- istered, their access to library resources are through a sin- gle sign -on process within the Information Portal. Once the user logs in, they have access to everything that they are authorized to use —no additional user names and pass- words are required for the rest of their "session." All personalization features will be "opt -in" oriented. If the user does not want to give any information, or does not want selected personalization features, they will be able to turn them off. Dynix will work to provide methods for vari- ous levels of user personalization that can tailor the sys- tem to the specific needs of the user. When a new user signs up with the library portal, one of the first options they will have will be a customization wiz- ard. This tool will ask them simple questions, such as the primary location, what sources of information need to be in the user's default search, and how they want to be noti- fied. The wizard will then tune the portal to meet their needs. Based on their age, personal areas of interest, pre- ferred language, how comfortable they are with technology and what services they want, Horizon Information Portal will be able to pre -configure the user's portal experience. An emerging Internet technology is the notion of "continu- ous preference learning." This technology will allow Horizon Information Portal to learn more about what the user likes and wants by observing their typical activities inside the portal. One example is the concept of popping up a window occasionally with a question "More of this? Yes No". User answers are fed into the personalization • • • engine to continue to "tune" the portal to the individual. This will give your portal more functionality than Amazon Personalization also means supporting the appropriate lan- guage for each user, Horizon Information Portal is being designed to enable easy switching of language versions between two or more languages. Spanish, French, German and Chinese language support will be provided initially, with other languages to follow. Multi-lingual support also means that users will be able to search in multiple languages. The Portal will allow a borrower to select library resources in advance so that they can determine a prearranged time when the book will be available for them to use in the library or where applicable, to take home overnight. Horizon Information Portal will provide enhanced hold queue management. Users will be given the ability to easily release holds on a book when it is no longer needed. Users will be prompted through two-way e-mail or voicemail when they are still in the queue to see if they still want the book. Also, when a user is informed the book they put on hold is now available for pickup, but they are not able to get the book in time, the user will have the option to move down one posi- tion in the hold queue. This allows the next person immedi� ate access to the book, and the original user doesn't lose their place in the queue. This response will be available through two-way e-mail and voicemail. Wireless Device Support We are on the verge of a wireless explosion. There will be many wireless devices, from wireless PDAs to Internet - capable mobile phones. Some wireless devices will use the faster 802.11. Many cities, universities, schools, airports and libraries are creating wireless "hot spots" for wireless LAN devices to quickly connect to the Internet. Other wire- less devices will use the mobile phone networks equipped with improved data connectivity over 2.5G and 3G net- works, enabling good Internet surfing performance from these small screen devices. Dynix plans to support popular wireless devices to enable user access to Horizon information Portal. The Portal will adapt itself to the different devices, based on their screen sizes. New style sheets will be developed to match the screen of the wireless device. While smaller mobile device screens may not "see" as much for each page, the goal will be to provide full functionality to a user with any type device. They will be able to search all library resources (internal and external), put limits on browsing, place holds, and check out full text of an online database through an OpenURL link. Enhanced Searching Improving searching is an ongoing effort to locate, de -dupe and present the user with the most natural way to find books, information and resources through the library por- tal. Dynix is committed to continue to enhance Horizon Information Portal's searching capabilities: ■ Enhanced searching will include spell checking, alter- nate spelling and thesaurus support. Initially, this will start out with support for English, but will broaden to multiple language support. ■ Improved methods for relevancy ranking of results. ■ Support for local enriched content (beyond graphics, summaries and editorial reviews) to include reader's reviews, reader's recommendations, reader's rank- ings of a resource, and other books read by library users who read this specific book. This planned capa- bility will provide a web interface for users to provide comments and their reviews about specific library books and other library resources. ■ Support for the FRBR (Functional Requirements for Bibliographic Records) standard, enabling quicker location of the appropriate media desired by the user through their online catalog searches. ■ Consolidated Searching is an important area of focus for Dynix. Today through a partnership with WebFeat, Horizon Information Portal users can do a consolidat- ed search. The current method uses a separate, stand alone searching interface. The second phase will be a fully integrated consolidated search capabili- ty through the standard Horizon Information Portal search engine. ■ Dynix is working on a new search engine technology that will be consistent between Horizon Information Portal and staff searching. The new engine will run two orders of magnitude faster than the current engine. This increase in power will enable Dynix to add new functionality, such as rapid de-cluping of searches across a consortium catalog that supports library - defined priority levels (local library first, nearby or free direct consortial borrowing libraries second, etc.). ■ The Horizon Digital Library also provides powerful searching tools, especially Concept Searching. Concept Searching employs a 1.6 million semantic database of English words to allow for easy searching of synonyms, antonyms and any relevant words to the keyword entered into a search. For example, if a person typed in the word "legal", scanned text -based images with the word "law" in them will also show up in the search results. The August 2003 announcement of version 1.1 now extends Concept Searching to include Spanish, French, German, Dutch and Italian. ■ Dynix will be expanding this Concept Searching in Horizon Digital Library to support multiple languages, such as Simplified and Traditional Chinese. ■ There are new searching tools being created in the Internet world to search using new paradigms and in .searching all forms of digital content, such as digital audio, digital video, images and graphics. Dyn,ix will. license these search technologies and integrate them with the Information Portal and Horizon Digital Library, where appropriate. Some of this` content can be easily searched with metadata tags, but the tools will also search through the actual digital content itself. Groxis Grokker One example of a powerful new research tool was announced in April 2003 through a relationship between Dynix and Groxis, whereby Dynix will resell a family of Grokker products that will be tightly integrated with Horizon Information Portal. Grokker leverages principles from graph theory to improve the way people manage and process search results. Grokker quickly converts Bib data, digital library documents, and online search results into a contextu- ally relevant, graphical knowledge map. Search results rw. ne. Qw e.. %t— 010,1 lint byI--._ 937- 1Q. ntn Ana become a series of circles within circles, with each concen- tric circle representing a topic and subtopic that is sorted by size and color and based on relevancy. A user can then dig deeper into the results until the desired information is found. Once integrated with Horizon Information Portal, Grokker will allow library users increased ease of access to a library's resources, including online subscription databas- es and Internet web sites, by streamlining large collections of information into graphically based information maps. Users will also enjoy increased organization, provided by Grokker's ability to consolidate multiple data sources into a single body of information. They will be able to quickly save, edit, and share information maps for collaboration or future reference. Grokker will be available in multiple versions - an Internet browser Java applet, a Windows desktop and a Macintosh desktop version. Enhanced SDI Another exciting area in library portals is Selective Dissemination of Information or SDI. Users want to receive notifications about new things in the library that interests them. SDI allows users to define categories or keywords. Then when new items meet the criteria of the user, the user is sent a notification. The user will also be able to save any catalog or broadcast search for future use. The search will be emailed to the user on a defined time peri- od, such as once a week. Dynix plans to introduce SDI support for Horizon Information Portal in 2004. In addition, Dynix plans to add an SDI Rules Engine that extends beyond basic SDI. This engine will create an intel- ligent agent for the user based on a set of rules they will define through a simple Ul. The rules will be able to look at more than just categories or keywords. It will allow users to define not only what information they want, but when they want it and how they want to receive it. It will allow users to put priorities on notifications. For example, a student may be working on a report. They need information for their report ASAP. They may have searched specific information sources for information about their subject. They could quickly define rules to continue the search, looking at additional sources, or continuing the search on the same sources. Because time is of the essence in this scenario, when new information is found, they could be notified on a wireless device they carry with them. Clicking on the link, they would be taken back to the search results as defined by their search rules. Horizon Information Portal will be able to send notifica- tions via email, SMS, voicemail and other means to a wide variety of devices. OpenURL Dynix plans to extend multi -source searching of online resources through use of the OpenURL standard. Libraries will be able to profile the URL method used for each link, and data elements passed to each URL. Third party OpenURL targets, such as Novelist, Amazon and the Librarians' Index to the Internet, can be supported. Currently Horizon Information Portal operates as an OpenURL target, through which an outside source can send a query to Horizon Information Portal. Horizon Information Portal 3.0 will add the ability to act as a source for OpenURL sources. This will be accomplished by allowing libraries to define a link that points to an outside database. This database could be an OpenURL server or it could be another website, such as a local bookstore. The • • • library will be able to define the source, link description, data element sent (ISSN, ISBN) and any other URL param- eters required by the database. It will also provide the abil- ity to display one or more links on the full bib or bib sum- mary display. In addition, a future Dynix OpenURL link resolver solution will be available to libraries to leverage third party efforts to manage links to various online resources, such as jour- nal article indexes. The full -feature link resolver will enable linking of all library resources throughout its collection. When users find a citation or reference to a specific arti- cle, the link resolver supplies the fastest path to the con- tent, anywhere in your collection, your online electronic resources or other resource. Web Communities Web communities have become a powerful vehicle for communication between individuals with common inter- ests. Many web sites have added support for web commu- nities to leverage the power of user and group communi- cation. Dynix plans to implement full web community sup- port as part of the Horizon Information Portal. Planned capabilities are outlined below. ■ Support the formation of group forums, organized by either the library or the user community. Forums can be created around any interest, such as book clubs on specific topics or authors, or about a library service or program. Support for web communities can be tied to specific library resources, or go beyond the scope of the library to include any community interest. More experienced readers will be able to guide new or young readers to identify great books, authors and other resources found in the library. ■ The web community will support threaded discus- sions, message boards, chat and instant messaging. Optionally, fife sharing and email will be able to be supported. ■ At the web community "home page", users will be able to easily locate a wide variety of different forums that they can join. Statistics will show the amount of, messages and current activity of each of the forums. ■ Community members can show their identity or remain anonymous with pseudo names. ■ The tool would allow the library to set guidelines, cre- ate and/or start communities, monitor the activity, and "boot abusers." The library will be able to use the software to make general announcements and offer an ongoing newsletter. And the library can provide a calendar with all library events and other community events. ■The web community software would be integrated into the Information Portal SDI push technology to alert users about specific activity within a forum. ■ Web communities will also be able to be tied to local enriched content, giving the user searching for library resources, the ability to jump to a web community and learn more about comments about the specific library resource. Users will be able to rank or score individual library resources. Others will be able to see the com- posite score or ranking of the library resource or book. ■ The web community would also enable libraries to set up forums that emulate a reference desk facility. Reference librarians can monitor and comment on questions to specific reference related forums. Support for a private dialog with a reference librarian will also be provided. ■ The library will be able to use the web community software to do surveys and ask questions of their user community. Dynix is committed to delivering superior user services through Horizon Information Portal, thereby enabling you to offer your users a powerful set of services. Staff Enhancements Dynix will continue working on Horizon staff enhance- ments, to improve workflows, add key features, simplify the staff user interface, including server based processes and batch functions, as well as enabling easier upgrades. Our goal is to provide better support for both technical services and user services today and into the future. Dynix Product Management, which includes our Library Systems Analysts, along with Engineering have reviewed the entire functionality set of Dynix ILS and Horizon. We have reviewed hundreds of requests for new features and enhancements. The result of this effort is the develop- ment of specifications for significant enhancements to many key modules of Horizon, such as Acquisitions, Circulation and Serials Control. Examples include: ■ Workflow improvements in all areas of the system. The goal is to re -engineer the library workflow process wherever it needs improvement. ■ Support a wide variety of batch processing to facili- tate volume editing, such as adds, deletes and updates, and other type of processing. ■ Spell -checker and error -detection in the MARC editor. ■ Batch receiving, receiving and linking electronic pack- ing slip information from the jobber. ■ Batch electronic serials claims and batch loading and processing of claims responses. The future of Horizon is to leverage the best of Dynix ILS and Horizon. The best of Dynix ILS is its workflow and information presentation. The best of Horizon is the MARC editor, the SQL database, Unicode support, graphical pres- entation and its configurability. Future versions of Horizon will far exceed today's functionality in Dynix ILS and Horizon 7.3. Horizon 7.3 is an important release that demonstrates Dynix's ability to deliver significant function- ality in a new release. Horizon is the future of Dynix, and is the library management system on which you want to be running your library, so that you can leverage these enhancements today and in the future. Electronic Resource Management As more and more resources are published online, and sometimes exclusively so, libraries need a way to manage the selection, procurement, implementation, manage- ment, and eventual discontinuance of these resources. Dynix provides a way to catalog and manage the wide vari- ety of formats represented by these materials, from OpenURL and DOI to Dublin Core and MARC2J., Dynix is partnering with a major academic library to devel- op the Horizon E-Resource Management system to inte- grate with a wide variety of providers, including link -resolu- tion subscription services, subscription aggregators, e- book providers and local resources created on campus or in the library and provides seamless anytime, anywhere user access. The integrated Horizon module will: ■ Provide a full workflow and approvals process to sup- port the selection, procurement, and implementation of e-resources ■ Enable dynamic generation of e-resource information for public display ■ Provide alert notification to library staff of changes of status and scope in e-resource ordering and licensing, such as when renewals are due and when trials need to be cancelled ■ Integrate with Horizon Acquisitions and Catalog information ■ Support LDAP-based access control and authentica- tion for users and administration Staff Searching Currently staff and user searching do not always produce the same results. The reason for this is the staff and user modules use different search engines. Going forward we will move to a common search engine for both, so that the results are identical. Also, we are exploring bringing some of the functionality of Horizon Information Portal right into the Launcher, such as support for Horizon Enriched Content for staff searching. Staff Useranterface Every release of the Horizon software strives to increase staff efficiencies by streamlining workflow and making the system easier to use. Another approach to improving Horizon is to make ongoing enhancements to the staff workstation user interface (UI). Horizon is moving to a light -weight Java client. (See Thin Client.) The Java client technology will provide great benefits: ■ Because Java is object oriented, the future Launcher UI will move to an object oriented paradigm. While this is hard to describe, it will be easy to use. A UI object is something that generally represents an intelligent func- tion with the ability to more powerfully communicate data and integrate with other objects. For example, let's say that a technical services staff member is put- ting together a purchase order. Additional items already in the bibliographic database need to be ordered. The staff member searches the catalog, finds the Bib record, then drags the Bib record object to the PO object. The data required for the PO is automatical- ly entered due to the intelligence of the two objects. This shift to an object oriented paradigm will radically change the workflow and ease of use of Horizon. ■ Where possible, the new UI will use a graphical repre- sentation. An example might be in serials control. Instead of working through the current interface, set- ting up a serial prediction pattern will be done through a graphical, point and click interface. This will be as simple as checking some boxes on an annual calen- dar, and the system figures out the predication pat- tern automatically. ■ Dynix ILS users are very comfortable using the DOT commands. As they move to future versions of Horizon, they will have the option to continue using Dynix ILS compatible DOT commands to achieve the same results in Horizon. ■ Every individual staff member or library may prefer a different UI. One thing we are working on is the ability to have different "look and feel" options to the Object Launcher. This will be selectable at the library level or at the individual user level. Like the Macintosh UI bet- ter than Windows XP? Or want a Windows XP interface on a Linux workstation? No problem. Your choice. It will simply be a set up option. is • • • System Administration LDAP Directory Services Systems Management is something Dynix takes very seri- We all know the importance of standards. Standards ously. Our goal is to continue to improve Horizon to be enable interoperability. They also leverage some of the much easier to manage than any information manage- best work of others without having to re -invent the wheel. ment system available. First, we are working on a high performance Upgrade Engine that will be able to easily move data and workflow rules from old versions of Horizon and Dynix ILS to the new Horizon Open Technology platform. Horizon 7.3 deliv- ered the first instance of this, to easily go from Horizon 7.2x to 7.3. Future versions of the Upgrade Engine will go much further than just going from a previous version of Horizon to the next version. The Upgrade Engine will sup- port moving from many different systems to Horizon Open Technology systems, including Dynix ILS, and will radically change the nature of upgrades. Another area of focus is the Horizon Management Console. The single management console interface will be designed to make Horizon much simpler to administer by the SA. It will provide: ■ The ability to monitor its own processes. For example, it will track specific thresholds and watch all system processes across all application servers. ■ The ability to have the system do basic management by itself. For example, the rules engine will enable the system to do specific tasks when certain conditions are met. ■ Whenever a predefined system threshold is reached, the SA will be notified on whatever device they want (pager, cell phone, other wireless device, etc.). For example, when the disk subsystem reaches a certain threshold, such as the drives being 80% full, the SA will be notified. (Then the SA can order more disk stor- age in advance before the system runs out.) The sys- tem will be smart enough to know the difference between Critical and Proactive alerts. ■ Like all good systems management products, the Management Console will provide full auditing of every SA event, and will track many statistics of the system. Dynix is employing Java management and is enabling all its Java system components for easy management. The bottom line will be lower total cost of ownership, by making it easier to keep the system up and running at the latest release levels of Horizon. Also, SA resources will be better utilized and more efficient, bringing down the cost of systems management. The IT world has invested a great deal in the area of direc- tories. Directories or directory services are used to store user and system data, and allow for that data to be easily shared in a distributed computing environment. It started out with X.500 many years ago, but because that stan- dard was too challenging to implement, a new standard was introduced - LDAP or lightweight directory access pro- tocol. LDAP has been out for over 10 years. There are many implementations of LDAP that Dynix can leverage, including Java -based LDAP implementations. LDAP is an Internet protocol that has become the industry standard for authentication and directory services and is used and supported by hundreds of system software com- panies like IBM, Oracle, Microsoft, and many others. LDAP provides the ability for single point of user authenti- cation and authorization. Once a user or staff member logs in, they will not need to log in to access anything else, as Dynix will provide "Single Sign -On" built on top of LDAP. All third party products that Dynix resells as part of its total solution will be integrated with the Horizon Open Technology LDAP directory. Also, Dynix will be able to inte- grate its LDAP system with other directory services used by other systems, such as virtual learning environments, also referred to as course management systems (ie., Blackboard and WebCT). LDAP also makes it easy to define classes of users and assign rights to the entire class. Then when a new user is defined and put into a specific class, all the rights associ- ated with that class are inherited by the user automatical- ly. We do that today in Horizon, but it is only supported on a single server. With LDAP this information can be easily replicated across multiple servers with ease. LDAP is ideal for environments where multiple library man- agement systems need to integrate well together -the con- sortium is the obvious example. Just like a Union Catalog is important for Bib and Item records, the same is true for users and staff records. LDAP can completely manage a directory of users for an entire consortium. Each library would still have complete control over their own users and staff members, but the data can be replicated automati- cally to all libraries within a consortium, based on specific rules the libraries and consortium determines. This will take capabilities, such as reciprocal borrowing, to a new level. When the user of a different library walks into anoth- er library in the consortium, the new library will already have all of the user's data. IVCIP lookups may not be required. And anytime a change is made to the directory rental fees, printing fees, special fees for access to specif- (user or staff added, edited or deleted) anywhere in the is electronic content and any interlibrary loan fees_ The consortium, the information is automatically replicated to demand for this is universal. all LDAP directories in the consortium. Multi -vendor support is also possible with LDAP First, Dynix will promote an LDAP schema that any library man- agement system vendor can implement, to create com- plete interoperability between mixed systems in a consor- tium. Second, Dynix will create secure directory agents (gateways) that can integrate with the third party LMS ven- dors' user and staff member databases, so that changes anywhere in the consortium can be replicated at the third party LMS system. Dynix will have LDAP support for authentication and direc- tory services in Horizon in 2004. Identity Management Digital identities that persist across the library system for staff and the library portal for users is becoming more important. This means once a user, for example, logs into the Horizon Information Portal and become authenticated, their authenticated "digital identity" remains with them throughout the portal session. All authorized services for that user are available without the ongoing need for re - authentication. User authentication is very critical to the support of a highly secure system. Identity management will be enhanced going forward within Horizon, and will be integrated with the LDAP directory. Dynix architects are evaluating a number of identity management technolo- gies, such as Security Assertion Markup Language (SAML), PKI, Liberty Alliance, Kerberos, and Shibboleth. These authentication protocols are designed to provide strong authentication using secret -key cryptography. This enables a user at a client workstation to prove its identity to a Horizon and Horizon Information Portal server (and vice versa) across an insecure network connection. These protocols provide the tools of authentication and strong cryptography over a Horizon network to help you enhance the security of your information systems across your library and/or consortium network. E-Commerce E-commerce solutions are an area of high interest for libraries today. There are two main areas of e-commerce focus for Dynix: user e-commerce and vendor e-commerce. User &Commerce Our goal is to expand Horizon Information Portal to enable users to make electronic payments to cover fines, pay What is not universal, but of interest to some libraries, is the idea of selling books online. With portal e-commerce, libraries will have the ability sell books online and ship directly to users if they choose to. Most library book job- bers or distributors also service the online book stores and do the book warehousing and direct shipment to cus- tomers for them, so they can easily provide these services to libraries. Both Ingram and Baker & Taylor, for example, serve online book stores. Instead of direct selling, libraries may want to provide these services through a partnership with an online book vendor. This scenario looks like this: the user searches the catalog for a new title, sees that all items are checked -out, places a hold and gets an estimate on how long before he/she receives the book. If he/she decides they do not want to wait that long, they could push the "BUY" button on the portal. The user is asked for payment information, which could be stored, and makes the purchase. UPS tracking information could be fed back to Horizon, so that Horizon could let the user know tracking information via e-mail or voice mail. The book is shipped directly to the user. Another variation is that the library does a purchase shar- ing with users for selected books. If a book is a popular item, the library may set up rules to allow the user to pay for the book and then when they are finished and bring it in to the library, they are given back a percentage of the book's purchase price. Again, this transaction could be electronic or simply credit on their account. As with any e-commerce service, Dynix will not only sup- port standard credit and debit cards, but is also looking to support smart cards, mobile phone payments (regional support like in Europe) and electronic checking payments. The Company is targeting the initial implementation of user e-commerce services in 2004. Vendor E-Commerce Part two of e-commerce includes better electronic integra- tion with the book and serials jobbers. Today Dynix sup- ports EDIFACT and Enhanced EDI with a number of book jobbers and distributors. This allows purchase orders to be sent by Horizon Acquisitions and acknowledgements to be received from the book jobbers; however, this doesn't meet the full potential of integration between Dynix and the book jobbers. On June 21, 2003, Dynix announced the beginning of new interface that will radically change the way you do Acquisitions in the future. • • • • Through an implementation of XML and leading -edge Web Services, utilizing the WX industry standard Web Services Description Language, Dynix created a new inter- face protocol to be available in Horizon 7.3 later in 2003. This enables users to send an ISBN search directly to a vendor Web site to determine title availability and then transfer bibliographic and pricing information to an acqui- sitions purchase order line record. The new interface pro- tocol is called Vendor Integration Protocol, or VIP. Using the VIP standard established by Dynix, Baker & Taylor, BWI, and Ingram have configured their systems to receive ISBN searches and send return messages contain- ing bibliographic information without operator interven- tion. The integration technology built into Horizon 7.3 also creates a process that will enable future vendors to inte- grate with Horizon as their technology is developed. VIP lays the ground work for additional integration between Horizon Acquisitions and book jobbers. Other planned enhancements include: ■ When the technical services person is in the Horizon Launcher, they click on the book jobber "collection development" button. Let's say this is Baker & Taylor. This action automatically takes them to the B&T Title Source II web site. The staff member uses all the col- lection development services on Title Source II to build a shopping cart. Then they enter distribution and budget information. When the staff member is done, they click the "create PO" or "create PR" button. All the information is automatically exported from Title Source II right into a Horizon created PO or PR. ■ Integration with book jobbers/distributors bestseller lists or book clubs. The library will configure a stand- ing order option in Horizon. Horizon will check book jobber/distributor web sites periodically, compare a book seller list with the local catalog, and prompt Acquisitions staff member to order items they current- ly do not have, or the library could pre -define Acquisitions to automatically place the order. ■ Book jobbers/distributors offer other services. Many will proactively develop a collection for a library based on the library's profile. This collection information could automatically be sent to Horizon Acquisitions. Horizon would automatically review this information and populate a "collection development" page that prompts the Acquisitions staff member if they want to convert the data to a PO or PR. ■ Once an order is filled, the staff member downloads the MARC record into their Horizon Catalog, which automatically creates the Bib record if necessary, and adds a new Item record. ■ Often times, a purchase order or purchase requisition cannot be fulfilled by one book jobber or distributor. Horizon will be capable of searching all your major book jobbers, determining which one has availability and the best price. If more than one vendor is required to fill the entire PO/PR, then Horizon will automatically break the PO/PR into the appropriate number, one for each vendor, so that the orders can be immediately filled. Priority rules can be pre -defined by the library to determine how this process will work. ■ Allow the library to set up a maximum number of holds on a book and the maximum number of copies of the book the library desires to have. When number of holds exceeds the threshold, Horizon Acquisitions automatically orders the book if the library has not reached its pre -defined maximum number. ■ Horizon will keep track of lost books and periodically prompt the Acquisitions staff member to replace lost books if necessary. If yes, the software could auto- matically order the book. ■ Library provides an option on their portal to ship the book directly to the user, while the library retains own- ership of the book. The book is sent shelf ready. Horizon tracks the book as if it had come to the library first. ■ Complete replacement of Enhanced EDI. The XML based VIP protocol could also handle all electronic order placement, payment and shipping state- ments. The goal is complete automation, eliminat- ing all need for manual electronic document inter- change handling. Dynix will continue to enhance VIP to support additional value-added functionality, such as the ability to send the availability request to multiple book jobbers/distributors concurrently, giving the acquisitions librarian the ability to select from the best choice. Also, book jobber/distributor shopping cart and collection development tools will be integrated with horizon Acquisitions, so that any recom- mended books can be automatically populated in a Horizon purchase order or purchase requisition. Electronic Serials Invoicing Just as book acquisitions will be streamlined through enhancement of VIP, Dynix will do the same with serials invoicing. Again the objective is to automate as much as possible of the streamline workflow and simplify the job of the technical services staff. Dynix is considering the fol- lowing workflow: 1. The serials vendor sends a "renewal" invoice elec- tronically to the Horizon Web Services engine, which passes a notice to the The following diagram illustrates the advantages of an enter- prise approach. This approach provides for a single mer- chant account, a single payment processor for each payment type and a single payment engine for all library applications: Acquisitions module. 2. The Acquisitions staff is notified of t' heIlk /Appncatlon invoice. User%Business Web Data Application/UI �� 3. The renewal invoice is reviewed by'appro- priate selectors: a 4. Edits and deletions are, made to the renewal invoice Transaction and returned electronically to EBSCO as ah order. o Data 5. The actual invoice is then sent electronically by Payment Engine EBSCO and applied to the appropriate P.O.(s). a Backend Processing E-commerce is generally thought of as simply processing an online payment. Dynix plans to go beyond this type of ED.ata solution by taking into account a more robust and com- (� plete e-commerce solution. Payment The major e-commerce components of the future Dynix Processor e-commerce solution will include: ■ The individual user making the e-commerce transaction ■ Intuitive user interface that provides the same pay- ment process for all online transactions and services ■ Support for a wide variety of payment processors such as Verisign or Bank of America eStores ■ Financial institutions (merchant bank account services) and credit card issuers ■ Interface to accounting systems for both depart- mental (within the library) and enterprise (coun- ty/city systems) configurations ■ Management reports and administrative tools for department heads, library director, city manager, etc. Library Managers & City/County Managers �O Frontline Staff v �o 1�1 Lj Library Accounting & City/County Accounting The transaction data is aggregated in one database allow- ing for a single set of administrative and reporting tools. Funds are planned to be aggregated in a single bank account and later can be dispersed into other accounts using standard ACH financial network transfers. The fol- lowing diagram illustrates this process: • City/County Department Merchant Account Bank Account User/Business Payment Processor v � ❑ ❑ ❑ ❑ Enterprise Department Accounting Accounting These components comprise a "complete solution" approach to e-commerce. A complete solution enables the library to easily integrate all stakeholders. This avoids the problem created by many commercial e-commerce implementations that deliver only departmental or single function solutions. The benefits of the complete solution approach is that all of the accounting is done up front by a single system and the city/county can combine transactions with other online services to lower merchant fees. From a customer service standpoint, the library has a single system that is "aware" of all transactions and they can quickly answer the inevitable questions that will come from users regarding fees on their credit card statements. Finally, management can get the big picture view of all the e-commerce transactions, not just individual application data that must be aggregated by hand. Libraries will have the flexibility to define all aspects of their e-commerce implementation. They will be able to define what services will be offered and what fees are associated with those services. They can choose to implement new services, such as online used book sales, new book affiliate programs or auctions to help supplement their annual budget. They will be able to work with their preferred bank who handles their current banking needs as part of their overall e-commerce solution. New functionality will be added to the Horizon Information Portal to handle these capabilities: ■ Support for a shopping cart (optional) ■ Authentication of users through a PKI authentication service vendor ■ All financial transactions will be done via an SSL connection for security j o o � �pf � ----! 2 _� New Home New Online Wireless Traditional Services Delivery Biz Apps Services w/ CC Payment Options -6- • F �� �� _ rl _ - • Library City/County Managers AHorizon� Managers Payment -v Engine o- o� J l ■ A variety of payment methods will be supported, including cash (in the library), electronic check, credit card, bank debit card, vended cash debit card, smart card as well as a user deposit account ■ Support for online auctions through a robust auction engine (optional) There are many different applications that will be provided using the common Horizon Payment Engine. These appli- cations would flow through the payment engine to the pay- ment processor as the diagram on the right illustrates. The goal, of course, is complete integration of the library's e-commerce solution and the city, county, academic or other accounting system that manages library purchases, and not e-commerce transactions. Dynix sees tremendous opportunities with e-commerce. The opportunities range from providing the library with a revenue stream that will help fund new services without raising taxes to providing value added services that both users and community businesses want. By adding a com- prehensive e-commerce solution to its technology plans, a library won't have to worry about loosing a portion of its users to online competition. In fact, the library will become more relevant than ever. Library O City/County Accounting Accounting Frontline Staff Consortium Support When libraries join together in a consortium, a user can perform a broadcast search for a book or other resource across all or part of the cumulative catalog of the consor- tium. Search results can be "de -duped" to simplify viewing of the results. Books from member libraries can be placed on hold and users are given an option to have the book sent to their home library or home, which may involve an extra fee. Most libraries in the future will belong to a consortium. Horizon works well in a consortium today. The company has had long time support for interlibrary loan capabilities with URSA and RSS.,•The Reciprocal Borrowing, service is now available along with Horizon 7.3. This is the first multi -vendor automated, reciprocal borrowing service in the world, supporting NCIP-compatible ILS systems (such as Horizon 7.3) and those that :don't through the NCIP Gateway (such as Dynix ILS 190). Later in Q4 2003, Dynix will be releasing URSA 3.0 serv- ice/software. URSA 3.0 will provide the combined function- ality of Reciprocal Borrowing, the URSA direct consortia bor- rowing, an NCIP gateway, and RSS ISO ILL resource sharing. Reciprocal borrowing, direct consortial borrowing and the NCIP gateway functionality will be standard; ISO ILL services will be optional. All Dynix interlibrary loan products will be supporting the new NCIP standard. Horizon 7.3 provides phase 1 NCIP support (for Reciprocal Borrowing). A Horizon Service Pack will be available in Q4 to add the enhanced NCIP support for direct consortial borrowing with optional links to ISO ILL applications. i Most libraries in a consortium define a;hold request fill priority. As users do searches across the consortium union catalog, Horizon Information Portal will provide de -duping using a pre -defined priority scheme: ` Users doing Horizon Information Portal searches will see immediate feedback on hold requests they make on any books that are filled by the'local catalog,,nearby or free direct consortial borrowing (DCB) library or other DCB libraries. Most libraries in a consortium find that 80% of requests are filled through these first three priority levels. DCB borrowed book transactions generally cost less than $8, about one third the cost of an ISO ILL transaction. Delivery time is usually within 4 days, as opposed to the average of 14 to 16'days for traditional ILL materials. And DCB is now completely handled by the new industry stan- dard NCIP protocol. Once a hold request moves to an ISO ILL level, the work- flow changes and users do not see immediate feedback. Staff intervention is'required at this step. This is the most expensive form of interlibrary loan activity, with average transactions costing around $26 per book. In some cases, it is almost less costly to just buy another book than to use an ISO ILL partner, which includes OCLC, the National Library of Australia and the British Lending Library. Because of this, Dynix is looking at having Horizon do "least cost route" calculation. If it is less expensive to order a new book, then the system will either prompt the Acquisitions staff or automatically order a new book. Dynix does recognize that many libraries still desire sup- port of ISO ILL and plans to implement full ISO ILL compli- ance. This will also add support for peer -to -peer ILL man- agement, additional copyright handling and electronic doc- ument delivery. In addition, Dynix plans to enhance its union catalog support in Horizon down to the MARC field tag and subfield level - the lowest level possible! Libraries will have complete control of their items, even within specific fields and subfields. Industry Standards Supported Library Standards Dynix is very committed to supporting standards. First and foremost is support for library automation standards. Library standards already supported include: ■ A variety of MARC standards -for example, MARC Holdings, various versions of MARC (such as MARC21), MARC Authority and MARC Community Resources. ■ Z39.50 support in Horizon and Horizon Information Portal. ■ Bath Profile support by Horizon's and Horizon Information Portal's Z39.50 Client and Server - fully compliant with Level 1 of functional areas A, B & C of the Bath Profile ■ SIP & SIP2 (Standard Interchange Protocol) are sup- ported by Horizon and Dynix ILS ■ NCIP (NISO Z39.83 Circulation Interchange Protocol) - for support of interlibrary loan applications and other circulation integration solutions. Support for NCIP is included in Horizon 7.3, Horizon Information Portal 2.1, Reciprocal Borrowing 1.0 and is planned for URSA 3.0. Dynix is a leading contributor to the NCIP standard, and is driving interoperability with other ven- dors, including completing interoperability testing with TLC and Ex Libris. ■ EDIFACT and Enhanced EDI (Electronic Data Interchange) are supported by Horizon and Dynix ILS ■ Dublin Core support by the Horizon Digital Library ■ SIF (School Interoperability Framework) - designed so that many school applications can interoperate with each other (See http://www.sifinfo.org/) Planned Library Standards Planned library automation standards include: ■ FRBR (Functional Requirements for Bibliographic Records) -the IFLA standard that enables quicker location of the appropriate media desired by the user through their online catalog searches (see http://www.ifia.org/Vii/sl3/frbr/frbr.pdf). The user can more easily know if the item displayed is a book, movie, score, play, CD or whatever. • • ■ ZING SRW (Search/Retrieve Web Service) - the Web Services based replacement for Z39.50, which will be used for Horizon Consolidated Searching (see http://www.loc.gov/z3950/agency/zing/srw/). ZING stands for Z39.50 International Next Generation and is sponsored by the Z39.50 International Maintenance Agency. More on SRW below. ■ IPIG Profile (Interlibrary Loan Protocol Implementers Group) - a directory schema for interlibrary loan applica- tions. (See http://www.arl.org/access/naildd/i pig/ipig.shtml) Dynix will also work to drive new industry standards in the library community. An example includes the new Vendor Integration Protocol (VIP). At ALA 2003, Dynix announced the support of VIP, which enhances integration between book vendors, web solutions, and Horizon Acquisitions. VIP is based on Web Services, an Internet application -to -applica- tion communication standard, based on XML. Dynix also announced that it is making the VIP protocol available in the public domain for other vendors to support. Dynix plans to support other types of integration with key vendors. In addition to book jobbers, this will include seam- less interfaces with serials jobbers, subscription agents, electronic database providers, bibliographic record providers, RIFID solutions, campus information systems, city/county/campus financial systems, ILL systems, other library systems, smart -card systems, pub pattern loading, electronic ordering, invoicing, renewals and claiming. SRW Horizon Consolidated Searching provides the ability to search through many online databases concurrently. For Horizon Consolidated Searching to work, it often needs cus- tom translators, and special authentication process for each individual online database. Reliability has also proven to be a challenge for the entire library community with consolidat- ed or federated searching. Sometimes translators break, or online vendors "change" their interface. There is a new standard in the works to resolve these prob- lems. Called Search/Retrieve Web Services or SRW, this standard will make concurrent consolidated searching across an unlimited number of distributed databases a true reality. SRW builds on the Z39.50 standard - in fact, it is being developed by the same group that did Z39.50 called ZING, and is part of the Library of Congress. SRW goes beyond Z39.50 and today's custom translators and overcomes the current limitations of Z39.50. SRW is based on a new Internet standard called Web Services. Web Services uses an XMLbased protocol called SOAP (Simple Object Access Protocol) to support applica- tion to -application communications over distributed net- works like the Internet. Web Services is designed for strong interoperability and is being widely adopted throughout the Internet world. In fact, right now Web Services is the hottest standard in the Internet. Some of the key things that SRW will resolve are the cur- rent problems with authentication. In addition, many online databases need custom translators to really get them to work. This means the library must purchase a special translator for every online database. With SRW, this won't be necessary anymore. Because Web Services is designed for high performance application to applica- tion communication, Horizon Information Portal will be able to establish a session with online databases, do quick authentication and then deliver fast and reliable information back to the portal. In addition, Z39.50 supports only a single schema of data. SRW will support multiple schemes concurrently, including Dublin Core, Onix, Mods and MarcXML. SRW adds a new concept of a query language, called Common Query Language (CQL), allowing for powerful search requests. Dynix is already in development of a future version of Horizon Information Portal with SRW support. Supported Internet & Other Standards In addition to library automation standards, Dynix also sup- ports key Internet standards. Today the company supports: ■ XML (Extensible Markup Language) in Horizon Information Portal (See http://www.w3c.org/XML/) ■ XSL (E)ctensible Stylesheet Language) in Horizon Information Portal (style sheets for the portal's UI) (See http://www.w3c.org/Style/XSL/) ■ Web Services - the new application -to -application com- munications protocol is being used in VIP. (See http://www.w3c_org/2002/ws/). Other uses are planned, including SRW and integration with other vendors, such as serials aggregators. Planned Internet & Other Standards In the future, Dynix will be supporting: ■ LDAP (Lightweight Directory Access Protocol) - the directory service standard for the Internet (See http://www.openldap.org/). ■ PKI (Public Key Infrastructure) - an a -commerce stan- dard for user authentication that supports digital sig- natures and other public key -enabled security services (See http://csrc.nist.gov/pki/). Standard Benefits Not only will libraries see more solutions through interop- erability between vendors' solutions and Horizon, but library IT staff and integrators will be able to build new solutions themselves. By using APIs and library standards, the library can interface their own financial services, smart card systems, special circulation systems (via NCIP), and saved and ad hoc reports. Horizon's plans for support of XML, Web Services and library standards will make all this a reality. Multi-lingual Support Dynix products are used by libraries in 41 countries. Dynix provides support for multiple languages today, however more can be and is being done. Dynix will offer multiple language interface versions of Horizon Information Portal, and allow users the ability to switch between at least two language modules on the fly. ■ Dynix will support multi-lingual searching. ■ Dynix will deliver Horizon in multiple languages at about the same time as our English releases. Spanish, French, German and Chinese are top priori- ties, with other languages to follow. ■ Dynix is providing excellent support of diacritics and non -Roman character sets with right -to -left and top -to - down support. Right -to -left support, for example, is now available in Horizon 7.3. ■ Horizon is nearly 100% Unicode based. The missing piece is the Unicode SQL database. This will be added in the next major release of Horizon. ■ Finally, we will be providing translation kits for our glob- al distributors (and customers who are so inclined to do their own translations) to simplify translation in multiple languages. This is part of Horizon 7.3 and will be part of Horizon Information Portal 3.0. All information that needs to be translated has been moved to resource files —no recompilation of the product is required. Planned Languages for Horizon Spanish, French Canadian, French, German, Simplified Chinese, and Traditional Chinese (others under consideration). Planned Languages for Horizon Information Portal Spanish, French Canadian, French, German, Simplified Chinese, and Traditional Chinese (others under consideration). ©pen Systems A major element of Horizon Open Technology is the focus on open systems. In the past, open systems meant you ran on UNIX. In other words, your application was portable across different systems that supported UNIX. Java Today, open systems is much broader and much more sig- nificant. The single biggest open systems effort in informa- tion technology today is Java, and it is being embraced by a very large software community. Because of that, Dynix is able to leverage the work of an entire Java community - including application servers and a significant amount of development tools. This means we don't have to spend time building the infrastructure as we move Horizon tech- nology into the new world. Open Source Another key aspect of open systems is the growth in open source technology. Not all open source technology is good, but there is tremendous promise here. Operating systems (Linux), application servers (JBoss), and search engines (Lucene) are among the more powerful open source devel- opments that Dynix believes holds great promise and which the company intends to leverage. Dynix will support open source technology wherever it makes sense - to add value, streamline our development and provide economi- cal solutions. When open source technology is at a point where it is commercially viable, this eliminates the need for Dynix to license other vendors' technologies, which costs do not need to be passed to you in the form of high- er licensing fees. One major paradigm change with Java is that it is com- pletely an object oriented environment. While object ori- ented technology has been around for over a decade, the real use of it is relatively new and Java is one of the first environments to make it mainstream (C++ was another). Being object oriented, we will be able to deliver new levels of functionality that have not been available in the library community. An example of this was outlined in the Staff UI description above. Open APIs Open systems also means that your information manage- ment system must enable easy extensions by third party vendors and libraries themselves through well-defined application programming interfaces (APIs). Dynix will build the future Horizon as an application development plat- form. All of Horizon's core functions will be exposed through XML APIs. In fact, the Horizon Launcher will be built using the same XML APIs that we will document for third party use. XML is a metadata interface, meaning that • • jft not only is the data available, but a definition of the data is included. This allows for easier integration with third party systems and addition of new functionality to Dynix products. Dynix will publish its APIs and provided support for third party vendors and libraries to get assistance in doing integration with Horizon. Benefits • 9 The benefits of open systems are many. Previously, com- panies had to build entire library applications from scratch. Not any more_ Open systems enable Dynix devel- opers to spend their time focusing on building enhanced library workflow and user portals. For example, Horizon Information Portal 2.1 is built on a Java open systems platform. Horizon Reciprocal Borrowing is also built on this platform. All future Horizon systems will be running on the same Java platform, leveraging our development across all applications. This will be an evolutionary process as we move forward enhancing different areas of the entire Dynix product line. Second, Dynix will be able to bring products to market faster. Here are some key reasons why we believe we will be able to do this better in the future. Today's development tools, compared with what we used to develop Horizon and Dynix ILS, are substantially easier to use. We are talking about a magnitude difference in ease of development. Also, there is a wide availability of components that can be leveraged in the Java world. For example, email notifi- cation has been a hot topic with Horizon. There are many Java -based email components that are readily available, so that Dynix does not have to invest any resources in recreating those components or functions. The nature of object oriented software is one where once a component is developed to do a specific function, that component can be leveraged over and over again without any addi- tional development. When the component needs to be updated, it is updated in the code ONCE, not every instance it appears in the code. Third, open systems are all about integration. By having OPEN and well defined XML based APIs, any library or third party library vendor will be able to enhance and expand Horizon. Dynix will go to great lengths to document open APIs. Once these APIs are defined, they will not be changed. They may be extended and enhanced with new releases, but they will not change. This means that any enhancements made by libraries or third parties to Horizon will continue to work in future releases of the product. Horizon will be the library automation develop- ment platform. Multi -tier Architecture Many vendors today talk of supporting a multi -tier archi- tecture. Generally, what they mean is that their web -based PAC software is separate and distinct from the back -end application, which is still legacy software. Or they have an interface to their legacy system to support Java clients. That's about it for most vendors. Generally speaking, the core library automation functionality of most products on the market today is built on software that is 10-20 years old, with an on old monolithic code base that is not the level of multi -tier support we believe is necessary for libraries going forward. Dynamic Multi -tier Support Dynix will be delivering an enhanced architecture called Dynamic Multi tier. Dynamic Multi -tier goes beyond what is available in the library community today: ■ The overall system is logically split into multiple lay- ers. The biggest change is that the application logic is completely separated from the database server logic. ■ The application logic runs on different servers than the database server. This is important to note, because the best application server hardware is different than the best database server hardware. This first one needs the fastest processor and most memory that you can get, while the latter needs that fastest disk drives you can get. Still these servers do not need to be expensive like the high end Unix servers that are often needed to run today's ILS systems. ■ The application logic can run across multiple servers simultaneously. The more servers supported for Horizon, the greater the overall power of the system will be. ■ The Horizon Open Technology multi -tier architecture will support thin clients, High Availability and Scalability Dynix's Dynamic Multi -tier architecture has new abilities that are not available in the library community today. Within each server, you run a given Java process more than once within a single processor. If one process fails, the other takes over where the first one left off. An even smarter approach is to run the Horizon application soft- ware across multiple servers. If one server fails, the others take over where the failing server left off. This takes sophisticated coordination, but it offers great benefits. First, this advanced multi -tier architecture provides high availability. When any server or process fails, the rest of the servers or processes take over where the failing one left off. Staff members and users never know that this happened. It is totally transparent. And the good news is that this can be done with very low cost servers. Second, it is real easy to add additional server power to support more users. Let's say you are opening up a new library branch or remote campus library. You don't have to go out and buy a larger server. You simply add another low cost server or server blade and you have the equivalent of a larger server. The system is smart enough to do auto- matic load balancing of all the server processes across all the servers. This eliminates the need to forecast what server you will need over a 5 to 7 year period. You simply start with today's needs, and add new servers when you need to grow or add new software to your server. This solution is ideal for rack mount server configurations. Many of these benefits do not exist with any other library automation system in the world. Operating Systems Dynix will continue to offer libraries multiple choices for the server operating systems that are supported. Two big new ones are Red Hat Enterprise Linux and Windows Server 2003. These two operating systems will run on very low cost hardware. In addition, we'll continue to support Solaris. (Libraries that want to use IBM and HP RISC sys- tems will want to be running Linux in the future, not AIX or HP/UX. IBM is putting all of its resources into Linux. HP is making a heavy investment in Linux as well.) Open Database Support Many libraries have expressed interest in running databas- es other than Sybase. Oracle and DB2 are ones that many academic libraries and large public libraries want to run. In many cases the university already has a site license for Oracle or DB2, so they can be used at no additional cost. Other libraries would prefer to run MS SQL Server, for which we have just added support. Microsoft's SQL Server database is very economical and provides excellent capa- bilities. At the same time, a single processor configuration has been benchmarked to support 300 users in Horizon 7.3. A dual processor configuration will support 600 (requires the Enterprise version of MS SQL Server.) For Dynix ILS customers, we are working with IBM to pro- vide low-cost upgrade option. When Dynix ILS customers go to Horizon, they will have the option to move from the UniVerse database (IBM owns the license) to the IBM DB2 at a low cost. Today we offer Sybase and MS SQL Server database support. Dynix will provide complete database independence in Horizon in 2004. This will give Horizon customers great options at the database level by being able to select the best database to fit their specific needs, such as Oracle 9i or Microsoft SQL Server 2003. Thin Client Another major benefit of the multi -tier architecture will be support of "thin clients." Now the word thin clients means a lot of different things to different people. To some, it means everything runs in an Internet browser. To others, it means it is written in Java. But we have seen some very large and slow Java clients. Here's what thin client means to Dynix: ■ Horizon staff workstations will run a fast and efficient Java -based Horizon client. A browser based interface was considered but lacked the support necessary for complex tasks like our sophisticated MARC editor, * With some Horizon products, like Horizon Information Portal and Horizon Digital Library, Internet browser administrative interfaces are the ideal solution and will be used. ■ The staff workstation will have the ability to run on multiple operating systems - that support Java. This means a library could use Windows 2000/XP, Macintosh OS X or Red Hat Linux workstations for staff computers. In the future, we will also see new devices that will be capable of supporting the Horizon staff client. For example, Microsoft just introduced the new Tablet PC operating system, that runs on many new Tablet PCs. These run on 802.11 wireless net- works and act like a writing tablet. The full Horizon client is able to run on Tablet PCs today. Any device that includes a Java client has the potential to be sup- ported as a Horizon native client. This includes wire- less PDAs. Especially interesting are wireless PDAs that support bar code scanners for real-time invento- ry, such as the PSC 4410/4420 and the Symbol SPT 1800. Other devices will be available in the future that will be supported. ■ A thin client will be able to run very efficiently over slow- er speed networks. This means it will work well for bookmobile or library branch applications that could potentially run over wireless or satellite connections. ■ Most important, it will be very easy to manage all staff workstation software. Software will be updated auto- matically, like it is now with Horizon 7.2 and above. This will be completely transparent to staff members. ■ All user support through the Horizon Information Portal will be supported through standard Internet browsers. This will include support for small wireless devices like PDAs and mobile phones. True thin client support without the complexity and cost of third party products like Citrix, including full PDA support, will be in Horizon products in 2004. Product Design Methodology Many of our customer are interested in how they can par- ticipate in getting their requirements into future releases of our software. Here are ways users can participate: ■ We are planning to offer an online enhancement database that will allow users to search for enhance- ments and if found, vote for that feature. If not found, customers will be able to add the enhancement request to the list. This is planned to be available sec- ond half of 2003. ■ Our Product Management team makes library cus- tomer visits specifically to get feedback from users. Customers can also request a meeting with Dynix Product Management. These meetings can be through conference calls, web conferencing, chat ses- sions and face-to4ace meetings. ■ Some of the feedback is to identify workflows used today and how they can be enhanced. Dynix Product Management will be conducting interviews to ensure that we are developing the right workflow for our cus- tomers. They will also solicit input through chat ses- sions. Notifications about these chat sessions are sent out via eBuzz. ■ As we work on a new UI for Horizon, we will be show- ing some customers prototypes which allow feedback during the engineering process. These can be done through web conferencing sessions. ■ Some libraries will be invited to sign nondisclosure agreements, enabling us to share functional specifica- tions outlining what will be in the next release of a product before it is developed, thus giving us an opportunity to make changes to the specifications. ■ Customers are often invited to participate in beta tests of various products. This gives them a chance to test how well the product will work in their environment. • Integrating Global Requirements Dynix is working hard to incorporate feature requirements from all regions of the world where our customers are. We are working closely with Dynix regional offices, and also sending our product management team to various regions to collect customer input. Information received by customers in different regions is evaluated by Dynix Product Management, who develop the customer requirements and functional specifications for each product we develop. These specifications are reviewed by Dynix employees in all regional offices to ensure a good balance of supporting unique regional requirements throughout the world. Summary 0 Dynix is committed to delivering the best library automa- tion solution in the world. User enhancement requests are weighed in heavily as the fuel for new releases. Proven new technologies will be leveraged where significant bene- fits can be realized. Standards will be adopted for increased interoperability and functionality. Horizon will leverage open systems and become an extremely open environment with published XML APIs for easy enhance- ment and integration. And an ongoing search for advanced and automated workflows will allow staff to spend less time behind the computer and more time in front of their library users. We appreciate all of our customers and feel a true com- mitment to provide you the same kind of technology lead- ership today that Dynix was founded on twenty years ago. It is our goal to continue to serve you so that you can pro- vide excellent services to your users and your communk ties, while also making your staff more efficient at running your library. Dynix's vision is a work in progress. This document repre- sents where our vision is today. We hope and believe that our vision is a vision you share with us. Our vision will con- tinue to be revised and enhanced to meet your needs. • For more information about Dynix, please schedule a demo or call for a visit from one of our account managers. The Americas Europe, Middle East, Africa DYNIX France WORLDWIDE HEADQUARTERS 7 Rue Jean Mermoz Batiment C 400 West Dynix Drive 78000 Versailles Provo, Utah 84604 France USA +331.39.20.13.80 800.288.6020 801.223.5200 Germany Hamburg Office Canada Kurt-Nonne-Weg 23 One Blue Springs Dr. Suite 101 D-22926 Ahrensburg Waterloo ONTARIO N2J 41V1 Germany Canada +49.4102.2093.45 800.288.8020 519,8855.6040 United Kingdom The Chequers Evanston, IL St. Mary's Way 1007 Church Street Chesham Evanston, IL 60201 Bucks HP5 ILL USA England 800.268.5449 +44 1494 777 666 847.866.0150 DYN I X. vvvvvv.dynix.corn p 2003 Dynix Corporation. All Rights Reserved. Dynix is a trademark of Dynix Corporation. NOTE: Not all company products or services are available in all geographic regions. 0403-U5 0 Asia Pacific Australia 175 Fullarton Road Dulwich, SA 5065 Australia +618.8366A000 China Rm 1301, No 1, Lane 418, Wu Yi Road Chang Ning Dist Shanghai200050 People's Republic of China +618.8366.4000 New Zealand Level 2, 142 Broadway Newmarket, Auckland, NZ +64.9522.7050 Singapore 25 A Perak Road 03-04 A Perak Place Singapore 208136 +65.6295.3436 Taiwan 22 F-3, 91, Section 2, Roosevelt Road Taipei, Taiwan, R.O.C. +8862.2369.0072 • • INTENTIONALLY LEFT BLANK • The Dell'' PowerEdge', 2600 server Performance delivers an exceptional combination of Featuring up to two 2.4GH2 Intel® Xeon' processors with 512K cache, the PowerEdge 2600 server is designed to deliver unprecedented levels of performance in its product class. 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Combining performance, availability and configuration flexibility, the PowerEdge 2600 server is an ideal solution for small -to -medium businesses and remote sites that require robust internal storage, PCI expandability and high availability features. Easy as D"L Visit www.dell.com for more information- [kiiiiiiiiii 44 ]Leont DELL PREMIER ENTEI Dell offers a broad portfolio of Enterprise services that help you optimize the use of IT technologies, rapidly deploy systems, and maximize system uptime. Dell provides expert advice and technical assistance and a single point of contact, while striving to help you reduce overall total cost of ownership ITCO). Enterprise Consulting Services • Delivers assessment and consulting services for your IT infrastructure for: • Windows® migration • Server consolidation • Linue implementation • Exchange implementation -Technology training for Dell" storage, PawerEdge' products, and Dell OpenManage' systems management software • Consulting services and access to secure technology labs to assist in analyzing, testing, and tuning your systems to help maximize performance or port your software to a new operating system or hardware architecture Rapid Deployment Services • Custom Factory Integration (CFI) Services provide high -quality, one -touch integration of your enterprise hardware and software • Asset Data Services assist with asset tagging, control, and reporting of your systems • Customized delivery helps ensure timely response when and where required • On -site installations de -installation, moves, and upgrades by trained and experienced technicians • Recovery and disposal services designed to help organizations reduce overall TCO and comply with environmental regulations Enterprise Support Services • Premier Enterprise Support Services IBronzer Silver, Gold, Platinum) ranging from around -the -clock support for critical applications to high quality Next Business Day INBD) on-site3 service • Software support for enterprise software including Windows, Novelhr and Linux • Limited warranty' and Service and Support are provided with all Dell servers including 30 Day Getting Started Phone Support', 7x24 lifetime technical phone support, E-support, and NBD on -sites response • Service Upgrades to enable rapid resolution through same day on-siteg service • OpenManage Subscription Services to keep you informed of the latest BIOSr drivers, and utilities to help you better manage your Dell solution Services vary by region. For more information on the available services in your area, please visit www.dell.com- Processors Up to two Intel® XEON" processors at 1.8GHz, 2.0GHz, 2.2GHz, and 2.4GHz Front side bus 40OMHz Cache 512K L2 Chipset Intel E7500 chipset Memory 128MB/256MB/512MB/1 GB registered PC2100 OCR in pairs for two-way interleaving Six DDR DIMM sockets for support up to 6GB of main memory 1/0stots Seven expansion slots: 2x64-bit/133MHzPCI-X;4x64-hit/100MHzPCI-X; 1 x 32-bit133M1fz PCI Drive controllers Embedded LSI Logic 53C1030 dual integrated PCI Ultra320 LVD SCSI controller RAID controllers Embedded PERC410i (dual channel Ultra320 RAID with 128MB of battery -backup cache); optional PERC3/DC (dual -channel PCI RAID controller), optional PERC3/DC (quad -channel PCI RAID controller) Drive bays Standard internal hard drive bays to support up to six 1" Ultra320 SCSI hard drives with Dell hot -plug drives; optional two 1" hot -plug drives in the external media bays; optional 2 x 3 split backplane Hard drives 18G131,36013 and 736B 110,000 rpm) hot -plug Ultra320 SCSI hard drives; 186E and 36GB (15,000 rpm) hot -plug Ultra320 SCSI hard drives Maximum internal storage Up to 584G B External storage options Dell" PowerVault" 715N; PowerVault 75ON: PowerVault 755N; Dell/Eli IP4700; PowerVault 220S and 221S SCSI enclosures (requires 39160 SCSI card or PERC3/DC or OC RAID card); PowerVault 224F; Dell/EMC FC47DO-2; DeIVEMC FC4500; Dell/EMCFC5300 Tape backup options Internal; PowerVault100T DOS4 (20130/4013B), PowerVault Off VS80 (40GB1806B); PowerVault 110T DLT70001356B/70GB$ PowerVault 110T LTO (1001313/21 1; PowerVault 110T SDLT (110G B/220GB) External: PowerVault 120T DOS4 Autoloader 0606113/32013B); PowerVault 120T DLT1 Autoloader (280G8/560GB); PowerVault128T LTD Mini -Library (2TB14TB); PowerVault 128T SOLT Mini -Library (2.2TB/4.4TB); PowerVault 136T SOLT Library (6.6TB/13.2TB); PowerVault 136T LTG Library (7,2TB/14.4TB) Network interface card Single embedded Intel 10/100/1000 Gigabit NIC Cooling Five hot-plug/redundantfafis Chassis 51.11 tower or rack mountable chassis Dimensions (H x W x D) Tower:17.5' x 9.125" x 24.75 {44.5 cm x 23.0 cm x 62-5 cm) Rack: 8.56" x 18.9" x 24,85" (21.7 cm x 48-0 cm x 62.9 cm) Weight 90 Ib.(40.9 kg), maximum configuration Graphics Integrated ATI-Rage XL controller with 8MB of SDRAM Optional software Factory Installed 0/& Microsoft• Windows 2000 Server; Microsoft Windows 2000 Advanced Server, Microsoft BackOf l Small Business Server 2000, Red Hat® Linux 7.3 Professional Validated, non -factory installed: Microsoft Windows NT• 4.0; Red Hat Linux 7.2 Professional; Novell® NetWare®Version 6-0 Temperature Operating:100 C to 359 C i5l F to 95- F) Non -operating: -409 C to 659 C H(P F to 149g F) Humidity Operating: 20% to 80% non -condensing Non -operating: 5% to 95% non -condensing Altitude Operating: -16m to 3,048m (-50 ft to 10,000 ft) Non -operating: -16m to 10,600m (-50 ft to 35,000It) Deli is notrasponalle for aurora in typography or photography. 'This term indicates compliin a with IEEE standard 802.3ab for Gigabit Elhemet, and does not connote acul operating speed of IGtdsec. For high speed transmission, connection to a Gigabit Ethernet server and network infrastructure is required. For hard drives, GO means 1 billion bytes, accessible capacity varies with operating ermlmnment, "Service may haprovided bythird-partyTechnician will be dispatched it necessarytdhvdng phona.based tmuhleshootingi receive nsrthusiness dayservice,Deil must notify the service ponder before 5,00 pm (depending an service contract) customer time. Avail varies. ' Far a complete copy of our guarantees or limited warranties, please visit http7fwvvw.tlNLccotJuslgMBen/serviceslserrice_service_contracts.hDr orwrite an Dell USA LP, Ono Dell Way Round Rack, Texas 78668 Attn: Warranties. `Willy telephone wfport program is at no additions€ charge m help customers with installation optimization and configuration questions during the critical 30-day period after shipment of your PowerEdge. his program is available m customers who purchase Novell Net%re® or Microsoft Windows NT Server or Windows 2DOO Server with their erEdge server item Deg. Support provided after the 30-day Gering Started Program Will he for only the Dell hardware, Beyond 30 days imm the hwaice date, Delis Dimertirre telephone support service is availalgo for purchase for NOS support. Service may be provided by a third-party.TWhnicfan will be dispatched if necessary tollrnvng phone based tmudesheoting. For 7xg4 service, Dell will dispatch a service technician within 4 hours at determining the hardware problem. For 500 servios, Dell will dispatch a lchnician to the cusmmor site within 4 hours of determining the hardware pmblem. The stir technician may riot arrive until the follornttg business day H dispa�hed after 4,00 pm local time.Availahfe within a 125 mile radius at over 80 melropo itan areas. Customers not I vill a t2Sm4e radius of the stocking locations are nor eligible for this offering_ Not avalahle with arty other Dell systems. Available in the U.S, only Intel is a registered trademark, %eon is a trademark al Intel Condonation. BvIC is a registered madomark of EMC Corporation. Microsoft,4Yndwn, Windows M and Rsekpffice ere regIm. trademarks of Miooseft Corporation. Novad and NetWare are registered trademarks of Novell, Inc. Linux is a registered trademark of Untrs Torvaids. Red Ha[ is a mg el trademark of Red Hat, Inc. Other trademarks arty trade names may be used in this document to refn to either the endmas. De endues claiming the marks and names a their lank ll disclaims proprietary interest in the marks and runes of others. Dell. PowerEdge, Fower'faull and Dpenhill are trademarks of Doll Computer Corporation © Copyright lam Will Computer Corporation permission er is All rights Compute Reproduction or translation of any part id ails work heyand what s pe itted by U.S. copyright laws without the written ration All of Tights Camped, Reproduction is unlawful and of any part of this July E0112,Ndar .- Easy as D"L Visit www.dell.com for more information. In a rack -dense 1U form factor, Exceptional Performance the Dell'"' PowerEdge" 1750 server delivers With up to 3.2GHz dual Inter Xeon'" processors supporting Hyper -Threading Technology and up to 8138 DDR SDRAM, the general-purpose Dell PowerEdge 1750 server provides exceptional performance. Hyper -threading exceptional dual processor performance, technology enables one physical processor to appear as two logical processors allowing multiple tasks to run Nigh availability, and easy manageability simultaneously in certain application environments for increased performance and response times, while Dell's far edge -of -network, infrastructure, implementation of the ServerWorks' GCLE chipset supports five peer PCI buses for maximum 1/0 throughput. and high performance computer cluster The embedded dual channel Ultra 320 SCSI controller provides a high-speed 320MB/s interface between the 1/0 (HPCC) environments. bus and hard drives. And 133MHz PCI-X slots on separate PC] buses further increases 1/0 performance. The PowerEdge 1150 also provides front accessible Keyboard, Video and Mouse (KVM) parts on the front of the chassis for easy accessibility. PowerEdge 1750 Designed for configuration and application flexibility in a 1 U form factor, the serer is ideal for infrastructure uses such as domain controllers, directory services, DNS, DHCP, and File/Print. It is also a perfect choice for Edge -of -Network applications such as Web server, caching and load balancing, as well as high performance computing clusters (HPCC), server based computing and collaborative or messaging solutions. And the PowerEdge 1750 is priced to give you this rich set of features at an incredible value. High Availability Having your server up and running continuously is a critical factor to success in any organization. The PowerEdge 1750 server addresses high availability requirements with optional hot -plug redundant power. The server also features optional dual channel RAID on the motherboard (ROME) with battery -backed cache that enables support for up to three hot plug SCSI hard drives. The battery -backed cache allows data to be written to a disk in the event of a power loss. This RAID implementation features a high performance 1/0 processor based on Inter XScale" technology for fast data throughput and also supports external storage. Flexible Expandability The PowerEdge 1750 server is built to grow as your needs do. It is scalable up to 8GB of 266MHz DDR SDRAM enabling you to increase server memory as your application demands increase. With up to three one -inch U320 SCSI hard drives, the server allows as much as 4386E of internal drive capacity. Two 64-bit 133MHz PCI-X slots allows you to expand system functionality by adding PCI cards. Easy Manageability Robust management features make the PowerEdge 1750 server simple to operate. The system supports an Embedded Remote Access option (ERA/0( that provides remote management so you can easily manage remote servers from a centralized location. Dell OpenManage" Server Administrator, Deli OpenManage IT Assistant and Dell Server Assistant tools help you easily deploy, update and manage your systems. The rich feature set of the Dell PowerEdge 1750 server offers edge -of -network, infrastructure, server -based computing and high performance compute cluster environments a high performance, highly available and manageable server in a rack -dense I form factor. Exceptional performance. Easy as D"L- Visit www.dell.com for more information. DELL ENTERPRISE SERVICES FEATURES DESCRIPTION 9 By leveraging the proven advantages of our direct Processor Dual Intel" Xeon" (up to 3.2GHz) supporting Hyper -Threading Technology model, including tailored service and support, Front side bus 533MHz low cost and a single point of accountability, Cache 512KB Level 2 ECC cache (full speed),1MB and 2MB L3 (selected processors) Dell Services can provide you with fast, effective, affordable service offerings at any paint in your IT Chipset ServerWorks® GC LE w/five peer PCI buses for maximum 1/0 throughput process. Whether you need professional Memory (min/max) 256MB/8GB of 266MHz DOR SDRAM consulting, training and certification, deployment, I/O slots Two slots on separate buses: 2 x 64-bit/133MHz PCI-X or 1 x 64-bit/133MHz or support services, Dell promises to be your PCI-X and 1 x 64-bit/33MHz PCI single point of accountability at all times. Embedded NIC Dual Gigabit' Broadcom NICs Professional Services Embedded controller Integrated dual channel Ultra 320 SCI Dell Professional Services enables Dell customers Hard drive bays Three 1" hot -plug SCSI to optimize RDI by leveraging complex technology through the design, development and deployment Maximum internal storage 436GB U320 SCSI of innovative, robust and scalable business -critical Video On -board solutions. With each engagement, we utilize our proven methodology and project management RAID Dual channel ROMB (PERC 4/Di) with battery backup and 123MB cache expertise to understand your business objectives, powered by the Intel 1OP321 1/0 processor (400MHzj based on design plansthat are flexibleto adaptto your current Intel' XScale"technology; Optional PERC4/SC and PERC4/DC RAID adapters. environment and then deliver the desired results. Remote management Embedded Remote Access Option (ERA/0) Deployment Services Availability Hot -plug hard drives We bring you deployment assistance that delivers true value from beginning to end. Dell can ECC memory, Spare Row Memory, Chip Kill tailor systems to our customers'specifications Hot -plug, redundant power (optional) by customizing the hardware and software configuration during the initial system -build Embedded RAID w/ battery backed cache {optional} to reduce redundancy and time. We can manage the delivery, installation and disposal of your assets with the same eye for efficiency. Training and Certification Our approach to Training and Certification allows you to outsmart your competitors — not outspend them — with industry standard learning across Dell hardware and industry standard software. Dell can assist you wherever you need us, whether on -site, on-line or in a classroom setting, to help your organization take full advantage of information technology. Enterprise Support Services Technology is a significant investment, and it pays to have a partner who can help you minimize costly downtime. Through our Enterprise Support Services offerings, Dell provides tiered support service packages with the flexibilityto customize the offering to meetyour specific needs across a wide range of computing environments. With proactive and reactive support options which include hardware and software support with varied response levels, account management, and remote resolution, Dell provides support solutions that meet your needs, cost effectively. Dellis not responsible for errors in typography or photography. 'This term indicates compliance with IEEE standard 802.3ab for Gigabit Ethernet, end does not connote actual operating speed of 1 Ms. Far high speed transmission, connection to a Gigabit Ethernet server and network infrastructure is required. Dell and the Dell Logo are trademarks of Dell Inc. Intel is a registered trademark and Xeon is a trademark of Intel Corporation. ServerWorks is a registered trademark of ServerWorks, Inc. Broadcom is a registered trademark of Broadcom corporation, Other trademarks and trade names may be used in this document to refer to ehherthe entities claiming the marks and names or their products. Dell disclaims proprietary interest in the marks and names of others. ©Copyright 2003 Deli Inc. All rights reserved. Reproduction in any manner whatsoever without the express written permission of Dell Inc. is strictly forbidden. For more information contact Dell. February 2004. Ir Exi eptioral Easy as L Visit www,dell.com for more information. • • • The Dell'" PowerVault 12ZT tape autoloader Help Save Time and Money with automated Backups delivers a rack-cptimi" cost-effective way to The PowerVault 122T is designed to deliver a cost-effective automated backup solution. Consolidating your server automatically back up mission critical data on backup with an autoloader can help lower the overall cost of your hardware, as one PowerVault 122T can be used to PowerEdge°'samem or PowerWult NAS servers, back up multiple servers. Automated tape backup solutions can also help reduce the cost of your management overhead because many basic functions, such as switching out cartridges, do not need your full attention. Providing outstanding technology at an attractive price, the PowerVault 122T is ideal for organizations that need to make the most of limited IT resources. You can choose DLTVS80 technology for an incredible value or SOLT 320 or LTD-1 super drive technology for high performance and capacity. The versatile PowerVault 122T offers an ideal automation entry point for small to medium organizations or an excellent distributed backup solution for remote offices or workgroups within a large organization. Simple Yet Powerful Backup Solution Delivering the benefits of automated tape backup technology in a space -conscious 2U form factor, the PowerVault 122T tape autoloader is designed for simplicity. It is easy to use with an intuitive LCD panel and it can be integrated with Dell Tape Backup Software by Yosemite TapeWare® or Veritas®. You can automatically set backups to run at your convenience and back up your critical data without human intervention. The optional barcode reader puts inventory organization at your fingertips, allowing you to easily locate a given cartridge. In addition to helping you simplify your backup, the PowerVault 122T tape autoloader gives you the power you need for high capacity near -line or archived automated storage, with compressed storage capacity up to 640GB (DLT VS80), 2-56TB (SDLT 320) or i.6T6 (LTO-1) and backup rates of up to 21.61313/hour (DLT VS80), 115GB/hour (SDLT 320) or 108GB/hr (LTO-1). Reliable Data Protection With a mean time between failure (MTBF) of greater than 100,000 hours, the PowerVault 122T tape autoloader gives you a reliable backup solution that can provide high data integrity in the event of a disaster and data recovery to help prevent the loss of mission -critical information. Plus, the low cost of the autoloader can enable more frequent backups, and multiple copies of your data enable off -site storage for extra protection against data loss. Not only is the PowerVault 122T tape autoloader Dell certified, tested and validated to work on Dell servers, it is also backed by Dell technical support. You can rely on Del l's proven leadership and quality to ensure your data is protected and accessible. The PowerVault 122T tape autoloader brings tape backup automation to environments looking for exceptional value, power, simplicity and reliability. PowerVault 122T Storage solutions, Easy as L Visit www.dell.com for more information. Powerl'ault 122T Tape Autoloader DELI ENTERPRISE,SERVICES FEAWRES DESCRIPTION By Ieyeraging tho proven advantages of our direct TECHNOLOGY DLT VS80 BOLT 324 LTfl-1 model, including ;tarlgrad service and suppdrt low Cartridge capacity Up to eight DLTtape IV Up to eight SDLTtapeT Up to eight LTO cost and a single '"'point accountability; Dell' .. cartridges 'qr DLTtapelV catridgas UltIfi cartridges" Services can provide you'with fast, effective, DRIVES AND PERFORMANCE - affordable affordable service offerings at any point in your IT you need professional Media DLTtape IV SDLTtepel or DLTtapelV LTD Ultrium consulting, training and certification; deployment, Drive cartridge capacity or support;services, Dell promises to be Your. Uncompressed 40GB 1601331]11UOG8 single point of. accountability at all times. " Compressed 801313 326GB 200138 Professional Services Maximum Dell Prof essional'Services enables Dell customers. autoloader capacity to optimize Rpl by leveraging complex technology Uncompressed 320GB 1280GB 800G8 through the design,' development and deployment Compressed 64OGB 256OGB 1.6TB of innovative, robust and scalable business -critical Transfer and backup rate solutions. With each engagement, we utilize our proven methodology and project management Uncompressed maximums 3MBIs 16MBIs15MBJs expertise to understand your business objectives, 10AGB/hr 58G6/hr .; 54GBJhr design plans that are flexible to adapt to your Compressed maximums 6MB/s 32MB/s 30MB/s " current environment and then deliverthe desired 2L6G8/hr 1156BJhr 108G6/hr " results:. RELIABILITY Deployment Services Mean cycles before failure 250,00D cycle o g you deployment assistance that delivers We being {MCBF) true value from beginning to end. Dell can tailor Mean time before failure '..Greaterthan 100,,* hours with 50% duty cycle systems to our customers' specifications by (MTBF) customizing the hardware and software Life cycles Greaterthan 120,000 cycles configuration during the initial system -build to Life expectancy Greater than 50,001) power on hours reduce redundancy and time We can manage the Unrecoverable error rate t in 10bits delivery, installation and disposal of your assets with the. same eye for efficiency. PHYSICAL Training and Certification Services " Dimensions(H x W x D) 3.3C x 16.5" x24" (84mm x 4f9rnm x609mm) Rack height 2U Our approach toTraining:and Certification allows Weight 331ps j15kg):wlttiouf cartridges you to outsmart your competitors -not outspend ':-wlth.industry Interface LVD SCSI them standard learning across.0ell . hardware andandus" standard svftware:`Oeli..... Barcode reader optional attifne of purchase only ti can asses 'you:whereveryou need us, whetherEWRONMENTAL on•sita, on=line.or in a classroom setting,, to help Temperature organization take full advantage of information ` technology Operating 10'to 40" C Ettterpnse Suppirt Services Nan operating " 40'to 60" C Humidity Technology is a significant"investment and it pays Operating 20%to 80% RH, noricondensing:: . to have a partner who can help you minimize costly. downtime. through our Enterprise Support ` . Non operating 20"/o to 8D%:RH noncondensin.g " Services offerings, Dell provides tiered support, _ POWER service packages with the flexibilityto customize Requirements 96-264 VAC auto -ranging, 47-63 Hz the offering to meet your spec if'ie needs across a Power outputs t-5V +12V ' � wide range of computing environments With .. proaetiva and reactive support options which Inrush current <18A at 115VAC, <36A at 240VAC include hardware and soflvvare supportwith,varied Power consumption 55W . response levels, accourit;mapagament, and remote resolution, Dell provides sli;pport solutions that , meet your needs, cost eff4litl4y. Dell cannot be responsible for errors in typography or photography. Services Vary by region For mare Infortnatmn an tlta Dell, the Deli logo. PowerVault and PowerEdge are trademarks of DeII rnt Intel Is a registered trademark of Intel Corparation. DLTtapa is a trademark available servicesIIn yqur eree,°please hsit of Quantum Corporation. Dthertredemarks and trade names may be used in this document to refer to eitherthe entitles claiming the marks and names - www.dell COtrt or their products. Doll disclaims proprietary interest in the marks and names of others, ® Copydght2DM Dell Inc. All rights reserved. Reproduction in airy menner whatsoeverwithoutthe express written permission of DeII Inc. is stdcdyforbidden. for more information contact Dell. August 21)D3, Kdar. Storage solutions. Easy a,DOLL Visit www.dell.com for more information, Horizon provides rich functionality for technical services as well as for your system administrator, your director, and for your users. Some of the modules available today for Horizon include: ■ Horizon Information Portal places your catalog and other worldwide resources in the hands of your users with enriched content and self-services ■ Horizon Cataloging gives your catalogers a rich MARC Editor and Z39.50 searching and importing capabilities ■ Horizon Circulation serves your users efficiently with email user notices, fee and fine management, and hold/request queue management ■ Horizon Acquisitions keeps track of your budgets and purchases through hierarchical fund accounting, PO templates, and electronic transmission of purchase orders and invoices ■ Horizon Serials features two-step serials checkin and powerful prediction capability ■ Horizon Inventory generates missing and mis-shelved item reports ■ Horizon Home Service reaches out to your home- bound users by creating borrower logs and route lists ■ Horizon Reserves manages traditional and electronic reserves through course and instructor lists ■ Horizon Web Reporter offers truly useful web -based reporting that enables you to create custom reports, post them, and edit them on -the -fly ... without any SQL knowledge Horizon is really great for a multi -type consortium. We have both public and academic libraries, and Horizon gives us the flexibility to set up parameters for those two very disparate types of libraries. Horizon allows us to have custom views for our different types of libraries and lets us enable resource sharing between our public libraries but disable resource sharing within our academic libraries. -Eric Graham Technology Librarian GMILCS - Hooksett, New Hampshire Horizon Information Portal Internet -savvy users are demanding more on-line services, and Horizon Information Portal provides powerful searching features combined with user self-services, all in a familiar web browser. Horizon Information Portal acts as a true information interface, providing broadcast search capabilities to your catalog, library catalogs in neighboring towns or counties, and even libraries all over the world. Information Portal's de -duplication feature enables holding results to be displayed in a single unified list, no matter the number of resources the user searches. Users can check the status of their own accounts (through a user ID and PIN) including items currently checked out, items on hold, and contact information. Users can renew their own materials and place hold requests on-line. Users can also create bibliographies through the My List feature, which can be printed or emailed in several different formats. Users can create, name, and manage multiple lists that are accessible through their log in. 11 search 1■:�rsr€irr■lwa Begins with__ ; Kaywwd ; Numeric i Advanced Previous Searches The Horizon product family offers much more than core module functionality. Dynix offers many other components in order to ful- fill the very specific needs of your library. These products include. ■ Horizon Kid's Information Portal provides graphical icons and a friendly interface for your youngest users ■ Horizon Information Portal in many alternate lan- guages (such as Spanish, French, and Chinese) ■ Horizon Digital Library manages digital object collections, metadata, and provides context searching of both metadata and the text held in the image itself (such as images of newspaper clippings) ■ Horizon Broadcast Messaging enables a simple way to send broadcast phone messages to selected groups of your users to announce your various pro- grams and fund raising events Horizon Media Scheduling creates a separate col- lection and circulation process for audio-visual materi- als, media equipment, conference rooms, and other media -related items so that they can be scheduled by users for future use ■ Horizon Telephone Messaging reduces postage ■ URSA dramatically streamlines the way your library ` costs by sending users notices by phone; also pro- fulfills Interlibrary Loan requests; works with the vides call -in features such as phone renewals Horizon system, the Dynix 1LS system, and any other NCIP compliant ILS systems Horizon Information Portal supports enriched content such as cover art, book reviews and summaries, biographies, and tables of content (available from, for example, Syndetics). Horizon Information Portal is a delight to both staff and users, offering easy customization and a friendly, intuitive interface. User benefits of Horizon Information Portal include: ■ Access to your library's on-line catalog from the web ■ Consistent search interface across multiple databases (through Z39.50 sources and the Internet) ■ Powerful sorting and filtering capabilities ■ Proximity and adjacency searching ■ Advanced Boolean and cross-index searching ■ Relevancy ranking of search results ■ Creation of personal bibliographies for e-mailing, downloading, printing ■ Seamless link to e-book content (Horizon eBooks Library) ■ Multiple database access with broadcast search functionality ■ Ability to search over 3,000 online electronic data- bases concurrently from a single search request (Horizon Consolidated Searching) ■ Checks your local catalog for holdings of a remote title with a simple click ■ Integrates with interlibrary loan request software (URSA 4,0) ■ Detailed bibliographic and holdings displays ■ Full MARC display ■ Enriched content option retrieves cover art, book reviews, summaries, and tables of content (Horizon Enriched Content) ■ Format indicators on search results pages (icons for books, cassettes, audiobooks, CDs, etc.) ■ Z39.50 & Bath Profile support (functional areas A, B. & C) ■ Displays number of requests on an item on the search results screen ■ Easily handles multiple locations; users can select their own location from one point in the interface ■ Search de -duplication provides users with a more concise list of results ■ User self -registration allows users to receive tempo- rary access to some library resources immediately Staff benefits of the Horizon Information Portal include: ■ Graphical administration tools ■ Easy integration with the library's main web site ■ Intuitive interface; less time training your borrowers ■ Capability to pre -formulate searches (with limits and sorts) and store them as HTML links, executable from any of the library's web pages ■ Remote Patron Authentication (RPA) option for requests to various services and commercially - licensed databases Launcher Imagine having access to all the applications and functions you need during your work day at your fingertips, all displayed in a single customizable interface. The Horizon Launcher workspace provides staff efficiency and simplicity of design. You can open email, word processing programs and biblio- graphic utilities without leaving Horizon. You can have a bibli- ographic record open alongside a purchase order, or multiple bibliographic records open simultaneously, enabling visual comparisons. All windows can be moved, resized, maximized, minimized, and staff can make font and color changes to their display that follow them no matter what workstation they log in to. The Launcher navigation bar can be displayed or hidden for a full-size display of what you're working on. Staff benefits of the Launcher include: - ■ Ability to add any Windows application to the navigation bar, such as email and word processing applications or links to web pages ■ Places all authorized Horizon functions to which your staff has access based on login, not specific computer ■ Customizable fonts, colors, window sizes, and toolbars ■ Displays multiple windows and modules at once —no more switching between modules ■ System administrators can create special launcher profiles for staff who need access to specific functions Cataloging and Authority Control Your library's bibliographic database is an indispensible part of your library, and the MARC editor helps maintain its accu- racy with easy -to -use tools and utilities. Keep your catalogers happy and efficient with easy Z39.50 searching and record importing (with OCLC or other bibliographic utilities) and intu- itive full -screen record editing. AM- „4 � • • File Emit View PR Tools Wtrdow, t1elp W! Searching RE F1 Renewmoc iti J Acquisirons R cataloging +_' AathaTHY Record F BiGliographic Record Bib Quick Search Create Nero Bib ;ice Batch Bib Pnnt F+7 Item Record i+ I Fxpad Import Wa,kfarms ±'. Cataloging Control Ma Circui aticn Open CKI Window Open CKO Vd, ndnw 'ac circulation Reports Self -sane Checkout Closed Stack Request IL CSA Fill ±l ;J Circulation Conb,alMe ITS (, Home Semite Invantoy +] Reserve 9ookroom U serials Administration LJI MS Ward My Apps MS Erael MS paint 11 1 ► -0-i Tik?1®i®i stat=cc Craded:7H9=1 Onned by: Unowned Fleld: Leader (Ophoml] €u70 ior.rS C rl, _ T+r3r a GLvY m ELel 0 ,_arc. 1 001 16762 OC2 _ - $_00015021 X6 2001071803000.0 Otis ;tll� a4121a -5m Lana eng 'cu,rr 314 _ _ #a b8422156 020 _ _ $a 071 el 24688 099 _ _ $e FICAVIN 1 LIO 1 _ $a Wirton- Johh, 245 1 4 fa The good ship Verus, or, The lass n 26C _ _ $o London : to Joseph,c 1984. 300 _ _ $a 219 p. ; $c 22 cm. 252 _ _ $t MAIN $c A,FIC $j 391540003011128 t 997 _ _ to 1'2. 46, The Launcher enables staff to use many modules at once (sib' 12345 Horizon Cataloging also helps to improve the accuracy of your authority records with the Horizon Authority Loader using NACO normalization standards. The system provides MARC error checking, MARC tag assistance, and spell check in order to catch errors before they are saved to your database. The MARC editor also provides word processor -like editing features such as cut, copy and paste, drag and drop, changeable colors, and fonts (to suit each staff member's preferences). Horizon provides full Unicode support for cataloging, complete with support for different keyboard layouts and a diacritic toolbar (no more remembering hex codes!). And for consortia, Horizon provides record ownership features so that it's easy to tell who owns (and who has rights to) each record. Horizon Cataloging is like a new toy. You open it up and you look at it ... the MARC colors, the MARC editor —our catalogers were just awed by it. It is truly amazing. --Daniels Matei System Administrator Fuller Theological Seminary - Pasadena, California The Navigation bar can be moved or minimized to suit each staff member's workflow Lloo AI r4=12 fterra:1 a Late'. 1964 TAIeJsletusllSSNAAItof ISBN 1, The good ship Vanuc, or, The lass vrha laved a sailor: a novel iJ Requactad Winton, John. 0718124888 i J Selection Tatak 1 Edit New Elm ... Sort... uspley.- Launcher with bibliographic record and Po open. User benefits of Horizon Cataloging include: ■ Having access to accurate and complete bibliographic and authority records ■ Searching materials in multiple languages ■ Accessing linked URLs or images through the 856 tag Staff benefits of Horizon Cataloging include: ■ MARC21 support ■ A powerful full -screen editor for maintaining a biblio- graphic database ■ Editing features that are simple and logical to use ■ Spell check functionality ■ Definable workforms for quick cataloging ■ Records for all types of media for which there is a defined MARC format ■ Unicode compliance for materials in multiple languages 5 ■ The option to batch print spine and pocket labels ■ The abilityfor each library to define the indexes by which librarians access records ■ Context -sensitive help, including MARC help ■ Local fields support ■ URL checking on -the -fly from data entry screen ■ The ability to redefine MARC tags as needed or catalog in non-MARC if desired ■ MARC Syntax and validation feature to monitor the data in the displayed MARC record and displays incorrect and improper values ■ Z39.50 Cataloging, enabling you to search remote and local Z39.50 databases and then send records directly to Cataloging to be modified and then saved to your Horizon database ■ Keyword browse in Unicode. When you use Staff Searching to find a bibliographic record using keyword browse, Horizon properly sorts and sequences the international characters in the list based on the index you choose (for example, if you choose the Cyrillic index, Horizon sorts the entries according to Russian sorting rules) ■ Record importing controls profiled by import source, including the ability to change or delete tags on record import Record ownership designation on both bibliographic and authority records ■ Support for conditional authority headings (you can choose whether the text you enter in an authority - Word processor -like editing tools, such as dockable controlled tag becomes an authority record or is sim- toolbars, dropdown lists of valid codes, etc. ply kept as uncontrolled text). You can choose to link this text as an authority record later or to never link it We wanted a solution with a clearly defined growth path, and our evaluation process concluded that Horizon was clearly the best solution for our business. File gdit Dew M- Iools Ybndaw ijelp lia�l$ 92, ! 19��R?��I u iJ searching _ �J Acquisitions ',J Cataloging L* LJ Authority Record H ti Bibliographic Record Bib Quick Search ` Create New Bib Batch Bib Print Imo'- J Item Record F J Export 1 Import r worldorms J Cataloging Control Men n L:.l circulation R] CJ Home Service L} J Inventory I- J Reserve Bookroom *I Serials tJ Administration 7 Adhoc Stat Reports F4 Data Load Error Log Day End Activity Log ® Day End Processes LJ Group Editor Menu +` LJ Index Contra(Menu Matham- System Wide CJ System Setup Status: cc Created: 7/1612001 Owned by Unowned Field: Leader [Optional] 7"r l jer 000 -Leonie Edwards -Systems Administrator The SWAP Network - Gilberton, Australia The MARC Editor toolbar gives you one -button access — ❑ x to attached holdings, spell check, and validity checking Updated: 11122K002 Items: 1 BxtS t Type g EIL rl mail _ Ll.,vl aF Luil< ' .Jr:^itrollTwn'nrr 001 5663 77,u,�tc 002 $-00195326 Dar- lu=Latest'Irjns� tl"N 005 20010716194500.0 OM 950719 The diacritic button bar can be displayed by simply clicking the toggle button ntr.-in t n.l St �i i u be k __ 6 ❑ a i a l 099 _ _ $a VIDEO-H1162. n ?,_ St.d,rarnt 245 0 0 $a Mighty machm - d ;:r_e I �•rra of T1t1t 246 3 _ $a At the demolitit ce � q s �. T F'.il:`•'_;.ah�r.. 1?isin�amo-i. v' ?T 260 _ _ $a (s.lMAoi ,] : $b p ,sn � = Fs„q i.ir,•, 300 _ _ $a I cassette : $b tate'zie1C+Y•lde i F.nt±-;r - 440 _ D $a M>�tymachint i� t l c p p 6 4irc`. dl.ddea L'ntrr-Togsc T 650 _ 0 $a Construction et - Lrcatro n2 - - $bMAIN $cA 1999 $q VIDEO $z 5663 966 $1 MCIRC $m VIDCAS $b 39154004086757 Bh 1225 T'xn:;e • is • 6 MARC Editor. Inset: diacritic toolbar r Circulation and Request Management Did you know that libraries in the United States circulate more materials each day than FedEx? (Libraries: Now They Stack Up published 2003 by OCLC) No wonder that efficient circulation activities are mission -critical for any library. A fast circulation desk can leave a very good impression in the minds of your users, encouraging them to use the library more frequently. Horizon Circulation is both feature -rich and speedy, providing staff with the tools they need to manage your user data, item requests, and routine item circulation. Staff benefits of Horizon Circulation include: ■ Full support of coded identifiers, including barcodes and magnetic stripes ■ Quick and efficient two-step checkout: (1) scan bor- rower barcode (2) scan item barcode The borrower barcode is scanned only once, even when checking out multiple items ■ Quick and efficient one-step checkin: (1) scan item barcode ■ Damaged checkin mode to allow staff to keep track of received, damaged material without triggering hold fulfillment ■ Management of queues for items held (user requesting to be next borrower) and recalled ' user requesting to be next borrower with accelerated due date), including auto- matic alert to place the item on hold during checkin ■ Requests are automatically filled with a newly avail- able item at the pickup location, even if another item is in transit to fill the request ■ Automatic in -transit management, allowing libraries to accept checkins for other locations ■ Ability to add item and user records on -the -fly ■ Online ability to add and edit user records directly from the circulation desktop ■ Online ability to accept payments, waive fines, and place blocks on user records ■ Sophisticated three-dimensional circulation privileges matrices based upon location, item type, and user types ■ Horizon Offline Circulation module where library staff members are able to circulate materials locally, even when the main server is unavailable ■ Automatically generated Day End statistics with report printing from any workstation ■ Compliance with the SIP2 protocol ;far third party self - checkout, PC;/print nianagernent and security systens) ■ Interface to Horizon Debt Collect, enabling libraries to send long overdue accourit information to collection agencies ■ The ability to change the pickup location after a Hold request has been placed ■ An Expired/Cancelled Holds report ■ The ability to "suspend" a hold request for a temporary period of time (for example, if a user goes on vacation and wishes to suspend her request during that time) ■ Floating collection management ■ Homebound and Bookmobile functionality ■ Use statistics on both bihliographic record level, reportable by lilarary-defined time period ■ Ability to validate borrowers by viewing address or phone number on the borrower search screen ■ Consortium support for holds functionality through the Cluster Holds feature. This brings you the ability to group locations to fill holds and to prioritize the hold filling for pickup at the item's home iocation. Horizon allows you to group by item location, requesting location, or by bor- rower's location, as well as by circulating location, item type, or borrower type. This provides great hold filling flexibility, enabling you to supply borrowers with materi- als faster, requiring less staff intervention ■ For those libraries requiring closed stack processing, Horizon allows borrowers to request materials from closed stacks though the Information Portal. The request is sent to a printer in the closed stack process- ing area, which enables a staff member to retrieve the item and deliver it to the specified pick up location, Closed Stack Access also allows users to view the pick up location and the status of their request in real time through the Information Portal ■ Automated laook drat) support through the SIP2 proto- col interacts with Horizon and Identifies proper shely- ng bin destinations, based on collection, transit sta- tus, or hold fill requirements ■ Group checkin and checkout statistics ■ Ability to batch delete item records ■ Intra-library loan statistics ■ Searching for iterns and borrower using significant barcode digits ■ Ability to expire borrower cards automatically by borrower age User benefits of Horizon Circulation include: Staff benefits of Horizon Acquisitions include: ■ Fast, two-step checkouts at the circulation desk, or self -serve checkouts through the SIP2 protocol ■ Efficient handling of holds and requests • Emailed user notices for holds available or overdues • User notices by telephone through Horizon Te#ephone Messaging ■ Homebound outreach services through Horizon Home Service ■ Ability to view the status of their own accounts and requests through the Information Portal "Horizon Circulation is just a fantastic tool. It allows you to move back and forth between check -in and check-out. It offers full access to borrower information and places reserves, and you are not simply locked into any one method as to how to get there. You can click, pull down menus, or use key strokes- If you don't remember how to do something, the help menus are right there for you. It is a fantastic and powerful tool." -Ann Hutton. Executive Director SELCO -- Rochester, MN Acquisitions & Fund Accounting As any acquisitions librarian will tell you, acquisitions is not just about ordering materials. The role of Acquisitions is about collection development, ensuring that your users have access to the items they need. At the same time, it's about managing your library's budgets efficiently. It's also about pro- ducing reports for the accounting office, and it's about inter- facing dynamically with the vendors and suppliers. It's about workflow efficiency and it's about integrating seamlessly with all other library roles and functions, Horizon Acquisitions is what you've been waiting for. With its purchase order templates, distribution patterns, and direct interfacing with vendors through Edifact and the new Vendor Integration Protocol (VIP}, Horizon Acquisitions provides power and efficiency in day-to-day materials ordering and process- ing. The system clearly outperforms the competition in terms of integration with web -based vendor shopping carts, making use of online features, and eliminating the purchase order paper trail. Fund accounting features in Horizon are designed to keep your budget management easy and up to the minute, provid- ing hierarchical budgets, real time budget thumbnail views, and budget reports. Even better, these reports can be copied and pasted right into Microsoft Excel or another spreadsheet program, providing even greater data manipulation and reporting features. Your library controls the budget naming scheme and fiscal year definitions. ■ Purchase request (desiderata) file creation ■ Purchase order creation ■ Search and retrieval by any data element in the purchase order ■ Online vendor information maintenance ■ Purchase order status tracking, including orders back ordered, canceled, out -of -print, or re -ordered from a different vendor • Automatic claiming based upon library -specified intervals ■ Automatic receipt tracking ■ Automatic vouchering and invoicing ■ Automatic fund account balance tracking ■ Budget summary reports • Budget hierarchy management ■ Automatic statement generation ■ Distribution of orders to different library collections ■ Distribution of order and item payment from multiple fund accounts ■ Separate technical services databases that allow con- sortium members to retain separation of acquisitions - related data while still participating in central produc- tion database for cataloging, circulation, and other functions ■ Online search of product availability and pricing with major book distributors, with the ability to do a de - duplication check of product with existing orders and inventory (through VIP) • Online ordering and claiming via the Edifact or BISAC standards ■ Enhanced Edifact support, to support the ability to embed item information in Purchase Orders ■ Edifact Order acknowledgement and order processing messages support ■ Budget fiscal year allocation rollover capability ■ Approval process for purchase orders ■ Approval process for statements ■ Acquisitions workslip printing, either at the time of receipt or at any time during the order process • Session defaults for ordering ■ Session defaults for item distribution • Vendor discount support, so that discount percent- ages automatically apply ■ Ability to designate a vendor as a "primary" or "sec- ondary" vendor, enabling you to limit vendor searches to your "primary" list or "secondary" list ■ Ability to download MARC records from web book ven- dors (such as Baker and Taylor's TitleSource II) with order information included. Horizon also gives you the ability to determine the MARC tags and subfields that you want to use through a mapping utility. This expands the integration capability beyond TitleSource II, enabling you to import order information from any web vendor into Horizon ■ Seamless uploading of all electronic ordering files for all consortium members Purchase Order windows show status by line item POTemplate TemplatpDpsrrlption VC16X RUPk.T>j)R Prise mzu Bares 2i0Ao T319 Vendor Name J 1 DN t.Ain. Peden) None - old Ct 9- BCed A1nouV 2. Rrieitarle msm"ryl Tht a. Tnl wine eon! gnnn / G. M1meil[a : a Jakn Grna"n nOn'!I J Seiehion Eaa - Icm On Order awm Surd llni rice OY C i Prkm a 14 9_ 10 149.50 MAC 10 2D0.00 12.8 10 12D, 50 12AC io 120,00 G11.OD 210.OD A..A Iona Mo ou Preset distribution patterns -i T4AM: c EtlA Gem Dmw j--r Populated purchase order Inset: Distribution template pull -down menu Serials The Horizon Serials Control system provides seamless effi- ciency in Serials prediction and check -in, enabling your Serials staff to focus more time on collection development and serving your users. In addition, Serials Control is closely linked to Horizon Acquisitions to ease tasks such as ordering and recording invoiced charges. Serials copy records are linked to master bibliographic records and contain copy -specific information such as loca- tion, media type, and prediction patterns. The Prediction function itself is second to none, enabling staff to predict even very irregular publication patterns. This in turn helps to ensure the speed and accuracy of your checkin records. The check -in of an issue automatically updates that serial's Summary of Holdings, which displays in real time to your users through the Information Portal. If your library uses a bindery, Horizon Serials can also help you keep track of volumes that have been sent to the binder. The Bindery module also triggers binding readiness status by issue count or date. Staff benefits of Horizon Serials module include: ■ Easy -to -use menus for checkin and serials control ■ Sophisticated setup of publication patterns, from the simplest to the most complex ■ Update of the PAC summary of holdings upon checkin of an issue ■ Checkin Notes and workslips to provide for special handling procedures ■ Ability to predict intervals for binding readiness ■ Powerful serials prediction capability ■ Automatic claiming based on predicted checkin dates ■ Editing of Summary Holdings directly from Serials Checkin screen ■ Serials Bindery tracking ■ Reverse Chronology display for issues Users benefits of Horizon Serials include: ■ Accurate Summary of Holdings information ■ Easy to read holdings displays in Information Portal As a health sciences library with 600 active subscriptions, one huge advantage for us is Horizon Serials. So many of the other vendors didn't even have a serials module. --Anna Barnhard, Library Technician Sarnuell Merritt College - Oakland, CA Is'sues for ib No. 157843, Magazines To checkin spe- c ial issues, a staff Tilde Newsweek1. member would click 55N aa2sa6na the Special button. &x+lleratlon {[j1fp1 1. Vol. 81 No. 211May; Na to ChCC11ir1- �r23f03 2. Vol. 81 No. 27 (May E r— Ownaped u5l9WD3 3. Vol. 81 No. 23 oun. 6 _ _ 11"ID3 I 4. Vol. 81 No. 24 oun 1 - 86113A13 5. Vo1. 81 No.27 ®u1.4 QK& New 4K I Can 07/03M3 6, VA. 81 No. 28 Oul. 1' 07/16A3 7. Vol. 81 No.23 Qul. S8 2003) 5 07h3Id R Val. 01 No. 30 OW. 25, 2003) 1 01921A3 Selectlon t- .if �Kl Predict edit issuei kwe COPYi4s4oty ypew PO Serials checkin record The PO associated with a serial record can be viewed by clicking the View PO button. 9 Horizon Web Reporter Reporting is central to the success of libraries. Without it, you can have a hard time justifying funding. You are not able to see changes going on in your library. You do not have the information you need to plan for the future. Horizon Web Reporter is a revolutionary reporting solution that takes you to a new level. Designed to work with Horizon's SQL databases (both Sybase and Microsoft SQL Server), it requires no knowledge of SQL to use. It offers zero -footprint web clients that can be used anywhere your staff has access to the Internet, including from their home. The web clients give the power of a Windows client with the flexibility of using a web browser. Horizon Web Reporter is extremely easy to use for the staff member that just needs to run pre -developed reports. At the same time, it offers great capability for the "power user" to create new or customize existing reports. Horizon Web Reporter comes with a wide range of standard reports, including reports for circulation, acquisitions budget, serial collections, and collection development statistics. Each standard report can be easily modified and saved for future use by the library using a web or desktop client. Ad hoc reports can also be created without having to know the underlying Horizon database table structure. And reports can be created and saved from scratch —again without knowing the database table structure, and without being a SQL pro- grammer. Once these reports are saved, they can be easily shared with other branch libraries or other peer libraries. Horizon Web Reporter offers three different web clients: ■ Web Professional -fully featured version lets report designers create any type of report for staff use. Full reporting, ad hoc and Intelligent Cube analyses. ■ Web Analyst - simplified version pro- vides ad hoc analysis along with access to Intelligent Cube services. ■ Web Reporter Viewer - basic web client that enables viewing of pre -built and scheduled reports, along with interactive data slicing, report printing and email subscription to reports. Inventory Keep track of your library's resources through Horizon Inventory. Using small handheld data collectors (such as the PSC PT4O), your library can generate missing and mis-shelved report's a few shelves at a time, or all at once. Staff download the data in their scanners to a workstation, and then use the Inventory module to upload the scanner's file of barcodes to Inventory for processing. When used in combination with the Item Group Editor, tempo- rary collections can be created to inventory portions of a very large collection. Reserve Book Room For academic libraries, the Reserve Book Room module can help ensure that your critical Reserves desk is efficient and accurate. Horizon Reserves enables staff to create item records (which can be searched for in the catalog and then sent to Reserves with no rekeying), instructor records, and course records. After you set up these records, you can place items on reserve and withdraw items from reserve. While an item is in reserve, you can determine the loan period and other circulation privileges for the item, which can be differ- ent than the item's normal circulation parameters. When an item goes off reserve, you can archive the item record or both the item record and the bib record. These archived records will be available if you need to place the item on reserve again. You can place both library -owned and non -library owned items on reserve. You can place library -owned items on reserve by temporarily moving the item to the reserve loca- tion. You can place non -library owned items on reserve by creating a temporary Item record for use while you store the item in the reserve location. 10 Director dashboard Home Service Horizon Home Service lets you extend library services to bor- rowers who are hospitalized, ill, or otherwise unable to visit the library. To use Home Service, you set up Home Service advisors, routes, and delivery types. You also assign borrow- ers to Home Service borrower types and complete the Home Service fields on their borrower records. You can then circu- late items to Home Service borrowers as usual, with addi- tional options to print issue slips and enter a borrower's rat- ings for the items received. You can also print several Home Service reports, such as a list of the borrowers due for a visit, or a report of borrowers on a certain route. We needed a system with greater flexibility and the abil- ity to adapt rapidly to changing and emerging technol- ogy. Not only did Horizon offer the features we wanted, but we also have a good relationship with Dynix as a company. Our established record of good service and maintenance with Dynix is very significant to us. • -Brian Nimeroski - CEO Timmins Public Library Timmins, Ontario Canada Choosing Horizon Horizon is the most technologically advanced library system available today and our ongoing research and development efforts continue to improve staff efficien- cies and user experience, We work hard to incorpo- rate new technologies and standards when they are relevant to library automation, and are continually enhancing our products and service offerings with the input of our client base, With the largest customer Base in the world using our various systems and serv- ices, Dynix wiJI be here for you not only for your cur- rent project but als❑ for the next stage in library automation. Whether you are a small public library, a large academic library, a consortium, or somewhere in between, Horizon is the library management system to meet your needs and exceed your expectations. • For more information about Dynix, please schedule a demo or call for a visit from one of our account managers. The Americas Europe. Middle East. Africa Asia Pacific WORLDWIDE HEADQUARTERS United Kingdom - Dynix Office Australia - Dynix Office United States The Chequers 175 Fullarton Road 400 West Dynix Drive St. Mary's Way, Chesham Dulwich, SA 5065 Provo, Utah 84604 Sucks HP5 11-1 Australia USA England +618.8366.4000 800.288.8020 +44.1494.777.666 801.223.5200 New Zealand - Dynix Office France - Dynix Office Level 2, 142 Broadway Canada - Dynix Office 7 Rue Jean Mermoz BAtiment C Newmarket. Auckland 611 Kurrpf Drive Unit 300 78000 Versailles New Zealand Waterloo. Ontario N2V 1K8 France +649.522.7040 Canada +33.1.39.20.13.80 800.288.8020 China - Dynix Office 519.885.6040 Germany- Dynix Office Rm 861862, Jinling Building Kurt-Nonr Weg 23 28 Jinling Rd(W), Shanghai Mexico - Dynix Distributor D-22926 Ahrensburg People's Republic of China +525.573.1681 Germany +86.21.6387.6258 *22 +49.4102.2093.45 Chile - Dynix Distributor Taiwan - Dynix Office Macrotec Chile Ada Ireland - Dynix Distributor 22 F-3, 91, Section 2, Av. 11 de Septiembre Interleaf Technology Ltd Roosevelt Road # 1860 Oficina 45 55/57 Southern Cross Business Park Taipei, TAIWAN, R.O.C. Providencia, Santiago Boghal€ Road. Bray +88.62.2369.0072 chlla Co Wicklow +562.334.9549 Ireland Singapore - Dynix Office +353.1.286.5855 25 A Perak Road 03-04 A Perak Place Greece - Dynix Distributor Singapore 208136 Decision Systems Integration +66.6295.3436 25 Alex. Pantou Street GR-17671 Athens Hong Kong SAR - Dynix Distributor Greene SCS - Hoag Kong +30.210.929.9400 Suite 1208, 12/F Dah Sing Financial Centre Portugal - Dynix Distributor 108 Gloucester Road Novabase Wan Chai, Hong Kong Rua do ViIa1 235 - 4° Piso +852.2609.1338 Porto 4050-626 Portugal Malaysia Dynix Distributor +351.22.608.5161 SCS Malaysia 12 Jalan-Bersatu (13/4) Saudi Arabia - Dynix Distributor Petaling Jaya Arabian Advanced Systems Selangor Darul Ehsan Sitteen Street, Ma€az Malaysia 46200 Old Akaria Bldg +60.3.7956.5800 3rd Floor, Office 304 Riyadh. 11455 Philippines - Dynix Distributor Saudi Arabia GRB Enterprises +966.1.477.5857 Ground Floor Reliance Centre Building No. 99 E. Rodriguez Jr. Ave Ugong, Pasig City Philippines +63.2.671.6322 Thailand - Dynix Distributor Ubnets Company Limited Room 514 -515 5th Floor, Phayathai Building 31 Phayathai Road Rajathewee, Bangkok 10400 Thailand +66, 2246.3193 C DYN 1 X. www.dynix.com 2004 Dy^:ix COrporatipn. AI! Pig'ts Reserved. Dynix is a trademark of Dynix CorperzjLon. NOTE: Not a'.I company pr�,dricts 07 services are availaole in all geographic regions-0304 US v r. i.-T..7.. x � r �� r ��'� t:..,�. �� ��'•- 1 tee. Start with Experience Do you need to make your collection available from anywhere in the world? Then work with a company that has more than twenty years of experience and a reputation as a pioneer and leader in informa- tion management and remote user access. Dynix is the world's leading provider of information management systems and services. Starting in 1983, our Dynix ILS product set the stan- dard for user empowerment with progressive fea- tures like online renewals and community resources. Horizon, introduced in 1993, was the first client/server information management system built from the ground up. Today, Horizon is the most tech- nologically advanced information management sys- tem available. Its open architecture, flexibility, and robust functionality have made it a leading choice for academic, special, school and public libraries as well as all consortia. DYN f X' Dynix continues this tradition of excellence with Horizon Information Portal, the most complete information retrieval tool available for the web. • • 0Taking Patron Access to a New Level What does your web -based catalog say about your library? Do your users like what they see? Can they find what they're looking for? Does it invite them to discover more? N E& 'ffi- ra,� Turk Ralb 0 5.bk IA al % 'x,�]'sbSliorr•1019"//6�059b.11YLSmonwmarls per¢6tt�&r�W�108yrnWbyretk�s<1�r�wareMtoask v;:®Ge Ilrb:e J& My List - Pp Login 4)HMO w There is a new standard in user access that is changing the Eb,a n Mohr. al Lli a@aml, ! by Account I Kid%894W eB I English way your staff and users think about the catalog. It's called Horizon Information Portal. It will satisfy the demands and exceed the expectations of even the most sophisticated welcome to Eastman Memorial Library's Online Catalog! library users. Please elmeryour eearcn term[57 antl click 00 to continue. aearert- right, Frank Lloyd 0 Library hours or library walls no longer confine user services. With Horizon information Portal, your users can access Local Libraries everything your library has to offer from anywhere in the Kid'ssitea hpacheJunctmnPubllc Annenica world, whether through an internal network, an Internet K4- 0up. Llbrary samara 'I„s Adzbna State Vnlverstty Kinganlrxr connection, or a wireless PDA. Mag,n Pea}or Yid= Libraries Jahn Gnxharrl Disney ;:het Mesa Library Maya argxrun Yahoo for Kids 3 e^dale Pori Library Tom Claii Na„vnal Gsograplro Internet Libraries Tany lleuerman Reference Sea rri PA 1: Lib!nry Stephen Q' get way i'N rtas Topk R-0 Language Ihtemet Library•'cr Ammeae ©nay a X', ,-i: i"5-ch " (Far k- 1WM01 a ._ 7.7.11 Librarians 7ranslatinn Slapl.en King Lmrary of Congress oiclmnary -_.__ a1be3 PYnkCorpaisdoe. wl ippbinrrurtl Information Portal re C +le N I X ,. _...-._.- .._ _._._ - ..........,. ��__..... .-----........._____.�: M I Y Memaral�116rary HomeYyAcoaeNEcOnne Eastnwn Mcn urial L'8xar .n Search: Subject—rds NO With Horizon Information Portal, you'll notice a Search Results Sort by: PAIicariunDale.71Arnhe difference before you even start to search. 16matched Wright Frank Lloyd, I 7. M-Crlticismand Limit by: salaet Uncluttered displays, a refreshing new look and interpretation - .. feel. Horizon Information Portal rivals any Internet t• Last Wright: Frank Lloyd Wright's vanished masterpieces • search tool for ease of use and intuitive design. by Lind, Carta. Naa`Ynik :i-,&Scquslii 9�' What can this product do for your library? What a doors of discovery can it open for your users? How will it kindle excitement and energize your library? 2. The California architecture of Frank Lloyd Wright. by r bUM, D-id Just imagine... San Francisco _ Choi isle Books, 1997. ' Call # XA737.w7G43 1997 _ 3• Frank Lloyd Wright and Midway Gardena' by Kmly, Pavf San o! Urbana � Unherslty of Illinois Press, cl 3W - Call #. HAS212 .H70 1990 4.0 Frank Lloyd Wright; master builder' by L"o, 0-id (E&y P[FdW. Bruce B—A. (F&) Lust Wright; Frank Lloyd Wright's vanished masterpieces 1 N" vork Universe, 1�397. Call#NMY.Wr R21997 byLind, Carla. New York Simon & scf uster, 0996. Call #_ NA737.W7 L65 1996 Subjects • Wright, Frank Lloyd, - 1667-1959 - Criticism and interpretation, b Lost architecture - United States. Organic architecture - United States, 0 Expanding the Catalog With Horizon Enriched Content, your catalog is bursting with visual appeal and information previously unimagined. Users are drawn to cover art, tables of contents, author biographies, and sample chapters. They will be enticed to further discovery with book reviews, summaries, and related titles. Horizon Enriched Content helps users make better, more qualified choices faster and easier. Plus the added information broadens their library experience. The result? You've provided more compre- hensive information and saved time —yours and your user's. Links to summaries and reviews will enhance your user's experience. File Ed[ Mew Favortes rools Help Back - ., LI i �=11 �`�search FaUortes hdjres� �:� ?sessiarw l019776220546.1132&men-F=search&aspezt—hask&sort�r�yti"1p8�itru=2p&proFile=scl&k� AM astman � Memorial Library 2G+ir Memarinl Uhmry F Hume. MyAacaunt K[dY S�arehrfs Search: sub;ectwwds - Chihuly, Dole, 1941— Wineseorchs i think Horizon Enriched Content is wonderful. Our users especially enjoy seeing cover art, summaries and book reviews. Horizon Enriched Content makes our catalog even more exciting and accessible. Becky Boylston, Mount Laurel Library, Mount Laurel NJ Chihulys large-scale glass installations are described by art critic Rose as "an incredibly generous and spectacular publi c art that can delight and amaze transport and stimulate." The same can be said for the bd ghtiy colored full -page photographs of 33 projects from Chihuhf s workshop that form the bulk of this book. Photographs of both finished installations and various stages in their creation, as well as written comments by Chihuly and members of his workshop, give readers a sense of how these works were created. Essays by Rose and Lanzone make f hr..,-, r,.�ninnf��l_n ra�N❑ references to so many artists an cntl cs a rs who do not already have wi de knowledge o enjoyed by general readers, though Donald (Abrams, 1999.2d ed.) provides a fuller ow ' Holdings Summary Kathryn: Wekselman, Copynght200f Cahners Search Results Soil by- Publication Date, Title, Author v 15 matched Wright, Frank Lloyd,1867-1959 --Criticism and Limit by soled 1. Chihuly Projects' by Chfufy, pare Harry N Abrams ?non i _:A[dG-1bwpi1`-='rta�Pta'$ttdtn:-. 2. EChihuly` by Kuspit, Donald a ((Donald Burton), 1935- Nerd York H.N. Abrams, 0999, Call # NK5198.C.13 K97 1997 3. Chihuly>< by !Kuspit, Donakf El. (Donald@urton], 1935- a New York 1997 Call # NK5198.C43 K87 1997 4- dFrank Lloyd Wright: master builder' by Larkin, Dw d (Edly Pfei fw, Bruce Brooks (Edt) New York Universe,1997, Call # NA737.W7 F72 1997 9l Done Engage your user with full color cover art. More by this author Kuspit, Donald B. (Donald Burton), 1935- Subjects . Chihuly, Dale, -- 1941- -- Criticism and interpretation. . Art glass- United Slates— Histcry -- 201h century. Browse Catalog by aulmr: a Kuspit, Donald E. (Donald Burton), 1935- try UM: Chihuly 1. by Cal rramber a Nl K871997 Search the Web . Kuspit, Ockald B. (Donald Burton), 1935- . Chihuly, Da , — 1941- — Criticism and intamret ion. Information Portal provides users with avenues for further discovery. • Howard County Library in Columbia, MD, with a col The latest addition?- Horizon Information Portal, r� g Horizon Information Portal offers the library's f ! customers the same interface to the catalog Section of over a million items, is not about to let the the latest advances in technology is a stated goal in the Library's strategic plan. j �� �cvECTAY� advances of technology pass it by. In fact, integrating I Inlom moon Porni HOWARD COUNTY LIBRARY Horizon Information Portal Takes Howard County into the Future GREKI from both outside and inside the library. "Horizon Information Portal is highly cus- tomizable, with the ability to alter most default wording, change colors and fonts, add fields to search results and full -bib screens and create links to other HTML pages or web sites," says Holly Johnson, Head of echnical Services. "We're creating a different version of the cat- alog for each of our six branches, so that each branch will have its items display first," Johnson continues. N"� �6i119N 1fMi.$tMCM� Howard County Library is also excited about Horizon Information Portal's capabilities for consolidated searching, display of enriched content, and emailing booklists and search screens. "With Horizon Information Portal, our customers can take full advant age of all that the library and the Internet have to offer," says Johnson. "Horizon Information Portal is inviting clear, and makes it easy to read and to find the information I'm looking for. The new feature of creating your own booklist helps me keep everything in one place and makes it easy for me to reserve materials. Other great features include the ability I now have to access my own personal record to find out how many books I have checked out or when my reserve books are in. At Howard County Library, every- thing is now essentially at my fingertips -a couple of clicks and I'm there. Horizon Information Portal is extremely inviting and I have become a faithful user of Horizon Information Portal. It has already been beneficial to my kids, and we're excited about the new version of Horizon Information Portal just for kids." Korva Coleman, NPR journalist and Howard County Library patron Horizon Remote Patron Authentication As libraries move to web -based content subscription services, the need to authenticate remote users who utilize the web to access online resources becomes vital. With Horizon Remote Patron Authentication, you can provide secure authentication and give your users seamless access to restricted resources. This product authenticates directly with your user database to verify that the user meets library -defined criteria. Horizon Remote Patron Authentication qualifies the user and deter- mines which online resources they are eligible to access, all through an easy -to -use web interface. Statistical and Reporting Tools As user services expand beyond the walls of the library, tracking off -site usage becomes an important issue. Horizon Information Portal gives you the ability to track usage statistics for both users and resources. Information Portal can easily be customized for your library. Brand your portal with your logo or with a distinct style and color scheme. Information Portal Adapts to Your Library 0 You may think that all this power, speed, and advanced searching capabilities would be difficult to install and maintain. Actually, one of Horizon Information Portal's most notable qualities is the ease and speed with which it can be installed. Most libraries can have the product up and running in less than two hours. Many libraries like to customize the look and feel of Horizon Information Portal to reflect their unique identity. Custornization is easy because of Dynix's support of Internet standards. Dynix has created administrative tools that make Horizon Information Portal easy to configure. Administration tools give your library the ability to customize nearly everything, including the interface and the available search options. You can change screens quickly and easily, even to incorporate seasonal themes or to promote special events. WHorizon Kid's Information Portal Horizon Kid's Information Portal draws your younger users into a world of exploration through colorful icons and easy -to -under- stand navigation. Young users can explore the catalog using over 1,600 pre -formulated searches to tap nearly 500 knowledge cate- gories. Libraries can also customize Horizon Kid's Information Portal by adding categories and searches to highlight topics of local interest, curriculum emphases or library collection strengths. 10 Simple searches by keyword, author, title, or subject Pre -formulated searches, which can be modified by library staff, ensure instant success Colorful icons represent knowledge categories, searches, and access to booklists Horizon Information Portal — Enhance Access to Library Resources Our old web -based PAC was nothing to write home about. But now with Horizon Information Portal our users absolutely love it. Horizon Information Portal is where it's at for our users. Eric Graham, Merrimack Valley Library Consortium Andover MA Explore the Library ` 1 HuAan Body and Heahh rye _ .r G-;x.[a .: JQ4'•::: i Joke6 and .Qomiw �re_w�r a. t�,-kaav [--r•.rYv Kitl s PiotA8,M5 Mac lees Milne - �. _Relsmn and_Wt-C OM .-Stuff Stu!f �� '' Spence /,—IN C Q Y N I X- For more information about Dynix, please schedule a demo or call for a visit from one of our account managers. Global Headquarters 400 West 5050 north • Provo, Utah 84604 toll free 800.288.8020 • phone 801.223.5200 • fax 801.223.5202 www.dynix.com © 2003 Dynix Corporation. All Rights Reserved. Dynix is a trademark of Dynix Corporation, NOTE: Nol. all company products or services are available in all geographic regiDns- Or.D3 • Building your Digital Collection with Horizon Digital Library It's an amazing proposition. Imagine a photograph, exclusive to your library's local historical collection, made available in digital format to users from all over the world. Provide access to the fragile manuscripts vital to researchers and a challenge for your library to preserve and circulate. Once you've seen the possibilities of going digital, you'll never wantto go back. Horizon Digital Library delivers everythingyou need to collect, store, organize, and retrieve digital content in ways that were unimaginable only a few years ago. Unlike printed materials, your digital collection offers benefits such as: Unlimited accessibility to digital images Access to fragile materials around the clock Priceless artifacts available to searchers online What's even more amazing is the time and money saved by your library. "we ose 0*1 q- \ Y „t 4711 HORIZON Digital Library Introducing Horizon Digital Library Horizon Digital Library is a state-of-the-art digital library solution from Dynix that can take your library into the digital world. Horizon Digital Library makes it easy to create and manage digital content and, at the same time, provide your users with the most robust search and retrieval tool in the industry. Horizon Digital Library is not just software. It is a comprehensive suite of software, hardware and services that includes digitization and data migration services. Horizon Digital Library is the only comprehensive digital library solution available for libraries today. Whether you're starting from scratch or already have digital content, Horizon Digital Library is all you need to create and maintain a digital Iibrarythat will exceed your expectations —and those of your users. O MORE EYES The Building Blocks of a Comprehensive Solution With Horizon Digital Library's core software, your library is ready to store, catalog, edit, search, and retrieve digital content and metadata. Catalogers will appreciate the web editor, which mattes digital content _ visible during the cataloging process. With the web editor, you can easily create and update Dublin Core fields, even from a remote location. �■■■■■■■+rat■■�� �■■■■■■■■■■■■■■■■■■■■■ n■■■■■s■■��rrrrr■■■■■■■ ! r aC w � w . HORIZON Digital Library Information Management System r M SIRS Discoverer Web SIRS Government Researcher ❑v Horizon Digital Library HORIZON__ Information P rot I Add -on Products and Services Provide Incomparable Features "Lite-Scanning" Tools for In-house Convenience Digital scanning was never this easy. Horizon Digital Library's "Lite- Scanning" tools enable you to scan, enhance, and establish optical character recognition on material you choose to add to your digital collection. Lite-Scanning gives you the convenience of in-house scanning for new materials. Digitization Service for No -hassle Document Creation The digitization component of Horizon Digital Library converts all types of hardcopy data -photos, rare manuscripts, oversized documents, and microfiche —into a digital format. The steps in the digitization process, including document preparation, scanning, image enhancement, and optical character recognition, can also be tailored to meet the specific needs of your library. Data Migration Service for Complete Transfer of Information For libraries that have already established digital collections, Horizon Digital Library's data migration tools and services translate all types of digital records into product -compatible formats with Dublin Core metadata for each item. You can use the Horizon Digital Library web editor to supplement metadata, guaranteeing a complete transfer of information for each record. Data migration services help libraries consolidate all of their digital materials into one collection in an industry -standard format. • • Unparalleled Access with Horizon Consolidated Search As far as your users are concerned, it's all one collection. With Horizon Information Portal, users perform a single search query to simultaneously search your library's catalog and your Horizon Digital Library indexed retrieval database. �a e�rrg% Digital v Wr Show All Fields � 1..��r.,-:33 -r :ef 11'1 e rarV Imm suspenseful Blastuffls Awaited creator: Ho and Benedlct Uesrriptiae Newseum iii %w Show All Fields Me: Suspenseful Blastoff Is Availed Creator: I icii Benedict Raacrglden: Newseum err. wcaasan aMnrnarrywrtr -.. i9 t25 N>• •.., •'',A -r' -11 i- l 19 :' 14 1 it 61 ♦ + rl ~ ill N, sr.%cr CENTER, Hi, %i,imn A shav'. +..f Ka. ir' N Doi ;bat ii— F - ~ "'^"" ".`•'^^�'�-: .r�.. rw .'" s y i•l �... T+.n .1pnS P H plus dA',..1M I \111 }I}.M 5 �'t}anrj �I" fef nn[I C.em n dra[Ced 4 uts rrlurr.1 Afcl,. to 'be r'DrUFF:Y, the I— SpacrcYa{[ ;.o''Io it I R'iA,?/'r} fact 9f the Information f71&tldrt QoPt lI Tbci •isaan 'a'A% to SV" al ",:p Tb a Ni ,I zrrl ` srd fharit fl'0 milted for the Apollo 11 {;-1 wow my, ert@ Live llF ng a frig;lc �pac_crart ark r'ar:+ othrr," Young landing in July. , e :Iel hi, it • c-.: o. u,.j ,, ?tlr rada rude mRiec'rttt! ",;Utred dote, ]opk pir. +• ', f :r 11,F tut, oafs. 'area aryl cardua1ad radar [rats[ "MAn. Ue:c hatk hw c," said which W.Z. rnas'e[e'cd vital ya IIf(a¢d 1f lri Col. Ti'.4:n'ua P,i and Nary CYedr, re- r:nan haj,+ll}. the July ISud'vI& atteri M, Joba," taut[, the caha. Tko lunar Module treat nut on Search Results - A. CFreae guided Sfxtr lo,� Dire_ of stMfl4ed, "Neal nea;Cw,AM titita). iiii brforR thc] I i low pouis Over the j ao .,:::+al unauln �ppp 'orhitlsmd�eat !. c'Meal:nthe �mktt s� trnanr.+e'fln added: ed�l� up upper f:aYeJL aof Ilu, tra (ae ILL nthil a o n,. Stafrrtn7 And Ctrna '1>,# :-rYahlF, M ., a c uro[I flack iogell:er drspLr, mntl �n mxl:cs of tine ilana, sup+. ontn. - C C6:amaslf whit: yi5ta whit r:. v.'hsf grind tonln+ller% calt:'d wiW, 'CC in Man's Closest approach i aintd ui a O i it h rr'l:l c w 7c ♦g� ��y,a a mom t'hl!er Elm foot f alto! ui Jud Inwir, alafics dmltd.rte'7ustiaC rrNarcR. lai7t#R y:sl-san.<" y; grtlY 7i;tri 5 ,s[fgrrl fa]afford j e Ft nparatinl: the er Nf I r m10e11 lards ' nrre• aspar+;', Mf I i61s lai /��,, L �, rgi' •idad a pre4r Vn fie ru fed Ira l d ml Air Vomv Col. TaW b P. ........ s %hip into a harvl durkm; of The rt.V, wwu +.'np and 1htli,iii h being �y ... ........ .: F .ap Craft. into lm. '.l\rr vepasated in-, ikm. Uixiund 9ind N+m Cmdr. Ev 20i2 ., 575x 13.32h Q.,S{.n* ha Cernan guided `helir tu. n I° r ladder module thro"h a milli stria[ of rockot firings at brd�,4ht it to a rcrklcxvous _ ___ _ -- - _ _ ___ ' orbit With the tom• Imn aaro[ sind ship. CurluYnr' Full -text searching of your digital documents is also available. Full text searching allows users to search the content, not just the descriptive metadata, of digital documents. Additionally, natural language searching matches the Horizon Digital Library full -text content to users' concepts and language. The search engine will even compensate for user error or imperfect areas of optical character recognition by using adaptive pattern recognition. The versatility of Horizon Information Portal lets you configure the search methods your users use, or they can customize search methods during each session. .....HORIZON. Digital Library OPEN L MORE EYES • Partnering with a Digitization Expert Technical Specifications Horizon Digital Library's robust functionality is made possible by an alliance between Dynix and Progressive Technology Federal Platforms Systems (PTFS) of Bethesda, MD. PTFS is a leading systems Windows 2000, Sun Solaris integration company that specializes in digital asset management VVeb Server Applications and digitization services. Since 1995, PTFS has supplied document IIS, Apache, and Tomcat Web servers. management, digital archiving, and integrated systems and services to government, commercial, and academic clients. Horizon and Dynix ILS Compatibility "The alliance of Dynix and PTFS is a strong match of providers Horizon Information Portal 2.02 and offering complementary technologies. Together, we have a unified the associated versions of Horizon and solution that offers library users a comprehensive digital archive Dynix ILS to support Information Portal. and bibliographic search solution." Delivery lack Blount Horizon Digital Library is installed on a President & CEO separate local server that may be staged Dynix at Dynix offices or installed via an installation CD at the customer site. For more information about Dynix, please schedule a demo or call for a visit from one of our account managers. Global Headquarters 400 West 5050 North • Provo, Utah 84604 toll free 800,288.8020 • phone 801.223.6200 • fax 801.223.5202 ri D Y N IX www.dynix.com Report Anytime, Anywhere, on Anything Web -based Reporting. Powerful Flexibility. Reporting is the lifeblood of libraries. Without it, you can have a hard time justifying funding. You are not able to see changes going on in your library. You do not have the information you need to plan for the future. Horizon Web Reporter is a revolutionary reporting solution that takes you to a new level. Designed to work with Horizon's SQL databases (both Sybase and Microsoft SQL Server), Horizon Web Reporter requires no knowledge of SQL to use. It features zero -footprint Web clients that can be used anywhere, including from home. The software makes it extremely easy for staff to run both pre -developed and customized reports via the Web or i serial collections, and collection development statistics. Each standard report can be easily modified and saved for future use by the library using a web or desktop client. Ad hoc reports can also be created without having to know the underlying Horizon database table structure. Reports can be created and saved from scratch, again without knowing the database table structure, and without being a SQL programmer. Once these reports are saved, they can be easily shared with other branch libraries or other peer libraries. Horizon Web Reporter provides powerful graphs of Horizon data in real-time. It supports the development of a "Director Dashboard," with a sample dashboard shown in the diagram Fk Edt Yew Faa tads 'Me'y 4Edrtss ,�hftp:flmhnmm��nmtrsieov/zv/Mm.car.?ev1=320111Bvc�kn,am2.3NOlOdwrtenlID=03C85BF1olA03AF59B9EAE9AL`DAC2�BMein.evlx=-0NIOP£R.Oyniw+%wse+I+UevtivpnenLO_OPo=. RNG801660AD31,"'10 Go Lsb s' new Circulation Dashboard Circulation Amounts Owed ( Redeved cu'a ni Mennle: owed'tiv:t aauET,— _.......i Bon Locellm Ammnl Dwed EC $1,a Is MA $2,128 E2 11— S124,40688 FC 3162.60 SWFL 510,00 STP $9T8.N Tole) S128A61.20 Fnen�il Transialoirs (MenN�to,Diie)�`_ LO Jm WIC&MjO Type SWSTotel NAN Moneys COMctM Fbe S2.00 Lost V9A TOW "UI Circulation items overdue I rc 0,7,Wd m bv. tiahvn^� LOp u— Item co`"'cot EC i NA NAN 69 pC 2 sMFL 2 STF 8 SV 1 Circulation status Cnulibon niniuis.flv:�viav: D,r1 Windows client. The Web clients give the power of a Windows client with the flexibility of using a Web browser. Horizon Web Reporter is extremely easy to use for the staff member that just needs to run pre -developed reports. At the same time, it offers great capability for the "power user" to create new or customize existing reports. Horizon Web Reporter comes with a wide range of standard reports, including reports for circulation, acquisitions budget, 2a00 1000 I no •q0 It m.9titui icstind Min'ii,p (List'IO.Devs1 --� i s h—t monommooke-d—I � I Sample Director Dashboard below. The dashboard can be easily customized to report on the most important information for directors, assistant directors, and systems administrators. Dashboards allow for quick feedback on the status of important information to run your library. The dashboards also allow the directors or managers the ability to "drill down" on the information through the standard web clients, thereby allowing the ability to quickly explore the underlying data. OPEN MORE EYES z • For more information about Dynix, please schedule a demo or call for a visit from one of our account managers The Americas Asia Pacific Europe, Middle East, Africa Utah, USA Taipei, Taiwan Auckland, New Chesham, England 800.288.8020 +886.2.2369,0072 Zealand +44.1494.777666 801.223.5200rim Singapore +64.9,522.7040 Versailles, France o v N I X.. Ontario, Canada +65.6295,3436 Dulwich, Australia +33.1.39,20.13.80 800.288.8020 Shanghai, China +61.8.8366.4000 Ahrensburg, Germany 519.885.6040 www. dynix. com +86.21.6387.6258 *22 + 49.4102.2093.45 Q 2004 Dynix Corporation. Ail Rights Reserved. Horizon Web Reporter is powered bythe MicroStrategy7i Business Intelligence Platform. Dynix is a trademark of Dynix Corporation. MicroStrategy7i, MicroStrategy Intelligence Server, MicroStrategy Web, MicroStrategy Desktop, MicroStrategy Narrowcast Server, MicroStrategy OLAP Services and Intelligent Cube are trademarks of MicroStrategy, Inc. Microsoft, Fxcel and PivotTable are registered trademarks of Microsoft Corporation. 1101 Materials Recovery designed for Libraries • • Horizon Debt Collect provides a unique, cost effective solution for recovering long -overdue library materials. Available for Dynix ILS and Horizon libraries, this library solution has been made possible through a partnership with Dynix and Unique Management Services Save Time and Money Reduces the amount of staff time required to manually recover critically overdue materials and corresponding fees. . Generates an electronic report of delinquent users which is sent to a collection agency for follow-up. Reduces replacement costs for non -returned materials with an agency specializing in materials recovery. Electronic reporting system eliminates tedious manual tracking of user names and overdue information. Maintain Library's Goodwill Using a third -party collection agency allows library staff to avoid making difficult, and sometimes unpleasant phone calls to delinquent users. �» All written and verbal communication is professional and positive. Library users can work out payment arrangements, suspending collection activity with an e-mail message, fax, or a phone call to the collection agency. Reduces Financial Liability * Customers report a recovery rate of at least 50% for overdue fines and materials using Debt Collect in conjunction with Unique Management Services. * Electronic reporting eliminates the need for more expensive printed reports of delinquent users. s The report generated adjusts the user record automatically on either Dynix ILS or Horizon to note the user name has been sent to the collection agency. Transfer Reports via Internet * Reports can be transferred via the Internet to Unique Management Services. Dial -up modem or tapes are also alternatives for transferring records. Any fields from the user record can be output through paper, DOS file, network e-mail, FTP or TFTP. Oa0 R E EYES 71- �i..�Heport !'Ials1 U-Mehl - addend addsdamauntdeire Floe Ter Tiw 161 amvN1 Two False Two ad12 address 2 True Fake Fake ad3 ad6ep3 Ter Fake False add a*sso a Two Fate Fate - bith bsEhdaae Two Fake 'Fake bphone b buu phwemnbb True False Fake brype baaowai "a Two _ Faaa Falm rky-A airy, Nate Two False Falco duedde oldest die data - Twe False False IM&W bcation arbwncurAs fat . Twe Fake False rsema bOaavie; mare Twe True Ter paid" Paid arrow delta Fake Tm Tua Mad gumdanname Two False .True False Owe h phone nabN Fake True Marra rekrr,ad meRerid armrest delta Fake Tn True ss s undid Taae ..Fae Fake w Ede Rem lido Fat Ter Fake Falsee Kak totel anwnt due True Tnr True WbWrlY raved am urt delta False Tm True a past>d cads Tar Fake False Sae Horizon Debt Collect in the Real World "Collecting fines used to be a chore," says Marie Thomas, Head of Circulation Services, at the Barrington Area Public Library. "Now with Debt Collect, I do it once a week, and it only takes me 30 minutes. It's slick and easy to use...a few steps and you're done." "Now," Thomas continues, "instead of users waiting ninety days to be alerted of circulation overdue materials, we now do it fast and efficiently after forth five days. We're finding our returns are up seventy percent: we either get the money or the material returned." i P7eine "ercr$ekocun� Raw and Emoll I Name- 1 Gpow Id I ' Demiptiun one Cokctian Foes... CarmMale seleetian Amount Due TJwE*haW' 10 [1DDBasj E �4xie Blodcx.. EmAideBorwmsk 4hen I- (Yeats} EacludeBTyM .. DateSelxlioa- Day 1 Simi Deb" DaleGtace Pont 0 dapt Locations... �,DaivtoUw I 811n9No6ca... - ; L l L.ocationKid' r BilliryNotice f• G TrarrsadtingLwafi r C• EwbEr*3 r H= J r o+wtivLoce6w Sage Caneel - Debt Collect Installation and Maintenance The Dynix implementation and support staff provide the services required to assist in the setup and continued maintenance of Horizon Debt Collect. System Requirements for Dynix ILS System Requirements for Horizon ReleaseDynix ILS e Internet access is the preferred method to transmit reports to Unique Management Services a A local library agreement with a collection agency must be in place. l, No independent hardware or PC client elements required for Dynix ILS. "Our strategic partnership reflects commitment of both companies to work together for an effective and affordable solution to help mutual clients recover overdue materials. The combined "no -risk" 90 day trial from both Dynix and Unique Management Services allows libraries to reach their own level of comfort with the process and results before making a commitment to purchase. Experience has demonstrated a return on investment of about $4 to $ i for every one dollar spent." — Lyle Stucki President Unique Management .0 xl SdiotAll I I.Vt MR �f Chaos* elocki to mkWe from selection prams: ❑ adict A*stmw aedh, foi changed amoude ❑ adidbl Adlu*neo debit for changed amounts ❑balance BalaricingEnby .a di ClairmdAekm )]damage Damaged ❑ fdc Force to Debt Collection ❑fee Fees ❑ fine Fine ❑ 1 Lost ❑ II Found ❑LndPro Lad Processing Fee ❑ 1, Lott Recal ❑ p"-H Fine Payment ❑ waiver Waiver of Fine f Save.-... Canoal I Internet access is the preferred method to transmit reports to Unique Management Services. * A local library agreement with a collection agency must be in place. Horizon Debt Collect is required to operate as a PC client on the Horizon day end processing staff workstation. About Unique Management Services Unique Management Services partners with libraries to recover overdue materials and monies. Their gentle yet effective approach yields results without alienating users. They work exclusively with libraries and understand their special needs. Their partnership with Dynix makes it easy for libraries to use their service with minimal commitment of staff time. Their emphasis on material recovery and user goodwill sets them apart from traditional collection agencies - Although Dynix has an agreement currently in place with Unique Management Services, other collection agencies might also be available in your area. Horizon Debt Collect will provide these collection agencies the same reporting format with the same information as that provided to Unique Management Services, as long as each of these collection agencies are able to process and utilize the current report format generated by Horizon Debt Collect. ement LJ 1 t IQLJ —E Services, Inc, For more information about Dynix, please schedule a demo or call for a visit from one of our account managers. Global Headquarters 400 West 5050 North • Provo, Utah 84604 phone 801.223.5200 • fax 801.223.5202 ri D Y N I. www.dynix.com • is • • • Horizon Telephone Messaging is a sophisticated, interactive automation system that couldn't be simpler to use. Users can call the libraryto find out what materials they have out, or if they have any overdue items or holds. Users can renew items, cancel holds, and total fines --anytime, day or night, using a touch-tone phone. Users can also receive notices of holds, overdue items, and fines through Horizon Telephone Messaging's dial -out features. Horizon Telephone Messaging works with both Dynix and Horizon. The Horizon Telephone Messaging Advantage Users have more options, and library staff have more time. But that's just the beginning. The efficiency of Horizon Telephone Messaging automation means tremendous savings in postage and resources while increasing user empowerment. New Features in Horizon Telephone Messaging Updated technology with Windows 2000 The ability to allocate phone lines between dial -in and dial -out usage Increased line capacity of up to twenty-four lines Support for international users Statistical reports provided via Horizon Telephone Messaging's report writer Higher success rate with answering machines Option for Horizon Telephone Messaging callers to reach a librarian More sophisticated fine tallying and reporting New "repeat" feature makes it easier to renew books New, more natural sounding voice options Ability to record announcements or other information Dial -Out Features Notification of holds, overdue items, and fines are made automatically on a schedule determined by the library. Research shows that items spend less time on the holds shelf awaiting pickup, and hold cancellations can be made during the same call. Library staff can also set the number of times a message is repeated or whether or not an answering machine call is counted as a complete call. Dial -In Features Users use item barcode numbers and a PIN to access features —giving the user the ability to do many circulation tasks for themselves. Users can find out about items that are checked out, overdue, or on hold, or they can renew items and cancel holds —all the while your library staff can be helping other users with more specialized tasks. MORE EYES Integration Telephone Messaging works with Day End Processes to create a daily record of overdues, fines, and holds. Horizon Telephone Messaging confirms whether calls have been properly delivered, and changes made by the user are immediately reflected in the circulation database. Horizon Telephone Messaging functions are controlled on one easy to manage screen Personalized Message Delivery Horizon Telephone Messaging gives you the option of recording all your messages using a human voice, and book titles are read using a new state-of-the-art text -to - speech engine. Or, you can choose from nearly two hundred voice messages, any of which can be personalized to your library's needs. You can even allow users to record their own names. Horizon Telephone Messaging also gives libraries the flexibility to record messages in languages other than English. ■ Horizon 7.0+ Dynix ILS R182 TCP/IP connection to server * Analog telephone line per Telephone Messaging line (RJ11 or RJ14; 2 to 16 lines; T1 interface required for T1 connector) Space for mini -tower PC, 17" monitor, keyboard, and mouse The basic system provides support for eight lines. The number of calls handled per line varies depending on call length, user interaction, success rate, etc. -..----_---HQ_RIZDN Telephone Messaging Horizon Telephone Messaging: At home on the Beaches of California Darlene Gaetano, Assistant City Librarian at the Newport Public Library, has had a lot of experience with Telephone Messaging. She was one of the first Telephone Messaging implementors when she worked at Downing Public Library and then at Long Beach. For her, Telephone Messaging has only gotten better. When I arrived at Newport, they had been using dial -in Telephone Messaging for the over 5 years, serving users twenty-four hours a day, seven days a week. Users have loved it. The customer service aspects of Telephone Messaging are marvelous. I like to tell the story of one of our council people who had remembered atfour in the morning she had a book due; to complicate the problem, she was on vacation! No problem with Telephone Messaging; she called in and renewed it over the phone. She's been bragging about this aspect of our customer service ever since. In many libraries, you can't renew books overthe phone. One reason is not havingthe resources and another is, well, it's just plain boring! But since we've been tracking renewals using Telephone Messaging, we've found that users prefer the convenience of Telephone Messaging even more than renewing over the Web. Newport has recently extended their Telephone Messaging service and added the dialing out feature for overdue notices and holds information. The benefit here is money. Like many public libraries, one of our significant costs has been postage; since we've started using Telephone Messaging's dial -out features, our postage costs have gone way down. We've also upgraded to Horizon Telephone Messaging Release 2.0, and I feel like I've died and gone to heaven. Horizon Telephone Messaging is fabulous. And the reaction of the public has been great. They love the new voice options. Plus, we Jove the fact that we can record library announcements or whatever other information we choose. The dial -out features of Horizon Telephone Messaging are helping both our staff and our users. In the past, our notices were processed on Monday and didn't go out until Tuesday. Now the calls can go out on Saturday: users are alerted about their overdue books earlier and we get our materials in sooner. Another nice thing about Horizon Telephone Messag ing was how easy it was to implement; it wasn't diffi- cult at all. And the instructions on how to record your own messages were clear and easy to follow. In all, Horizon Telephone Messaging has been a big success. We have received a very positive response from staff and users. Personally, I think part of the impression a user forms about our library comes from what they hear on the phone, and Telephone Messaging is a great spokesperson for the library. Horizon Telephone Messaging on the bottom line The Newport Beach Public Library in Newport, California, has been tracking the success of Telephone Messaging on their bottom line, and the results are nothing short of amazing. Gaetano reports that over a three-month period, the number of notices sent out by traditional post has dropped eighty percent! "I figure about 40 cents each for postage and cost of forms," estimates Bea rly, "so just over $3200 saved in three months." Not bad! For more information about Dynix, please schedule a demo or call for a visit from one of our account managers, Global Headquarters Asia -Pacific Head Office 400 west 5050 North Provo, Utah 84604 175 Fullarton Road, Dulwich • South Australia 5065 phone 801-223.5200 • fax 801.223.5202 phone +6188366 4000 • fax +61 88366 4098 NDYN IX www.dynix.com • • • • Enhancing Horizon Information Portal Online library users are familiar with the web. And when they use the library portal, they want more than just a text -based search engine. They want the look and feel that you see with today's popular online book stores. Through a partnership with Syndetic Solutions, Dynix has integrated Horizon Enriched Content with Horizon Information Portal. Enriched Content is a service that delivers the level of catalog access and descriptive bibliographic information library users have come to expect in today's online environment. Horizon Enriched Content offers data elements that can easily be linked to your existing biblio- graphic records -elements that add a new level of keyword accessibility, descriptive summarization, and visual interest. Horizon Enriched Content offers tables of contents, reviews, first chapters and excerpts, summaries and annotations, author notes, cover images, and fiction and biography profiles. Libraries can select from any combination of the available elements they find beneficial to their catalog users. Dynix provides links to the data residing on Syndetics' servers in XML format. Available Content Elements Tables of Contents More than 450,000 tables of contents cover a wide spectrum of publications from popular self-help books to conference proceedings. Through special arrangements with Blackwell's Book Services, Book News, Inc., and Ingram Book Company, Dynix Tables of Contents cover more than 80,000 new publica- tions each year from small press, trade, and U.S. and U.K. scholarly publishers, including many Span- ish -language titles. Cover Images Over 900,000 cover images are available for both books and video/DVDs, each in a variety of sizes to fit each library's OPAC needs. Images for newly published titles are added weekly. Book Reviews Over 4511,000 book reviews are available from various sources, including Library Journall, School Library Journall, Publishers Weeklyl, Booklist2, Choice2, and Doody's Review Services3. Fiction and Biography Profiles Dynix analyzes over 12,000 new works of fiction, short -story collections, and biographies annually. A broad range of headings are created for each title, including for fiction: " Genre and sub -genre " Major and ancillary topics within the plot Main characters and their distinguishing attributes " Geographic and non -geographic settings " Time periods Awards " Series/sequel information " Author notes " Plot summaries " Special notes And for Biographies: " Biographee's background (i.e., birthplace, birth/death dates, ethnicity, etc.) " Occupation " Achievements " Topical references " Time periods " Geographic references Summaries and Annotations Dynix summaries and annotations are derived from a variety of sources including book jackets, publisher copy edited by library book wholesalers, and profes- sionally written annotations from Book News, Inc. Dy- nix has over 700,000 summaries and annotations for fiction and non-fiction, covering both trade and schol- arly titles. Author Notes Biographical notes about a book's author are taken directly from the book jacket or from the publisher. There are over 110,000 author notes available for the majority of titles covered by Dynix' tables of contents service, and for a growing percentage of recently published fiction. Excerpts & First Chapters Over 24,000 First Chapters and Excerpts are available as HTML or XML files that can be linked directly to the MARC records. Over 100 new titles are added each week. DY1 IX P rtne_s _ ......._ . Enriched Content Installation The subscription service is configured through the Horizon Information Portal Admin tools. The service provides dynamic content so no content is stored on the server and no records are modified. About Syndetic Solutions Syndetic Solutions is the premier provider of specialized, quality bibliographic data to enhance library online catalogs, and is the only company dedicated exclusively to that end. The company's products and services improve precision in the search and retrieval of information contained within large bibliographic databases, and enhance the user's experience by presenting a wealth of information about the titles retrieved. Syndetic Solutions views its services as a collaborative effort among publishers, system vendors, and its library customers. Its primary objective is to not only facilitate the widest passible access to the existing information about each title, but to also enhance the information with additional intellectual content serving to improve title accessibility for readers and researchers everywhere. "1 think Horizon Enriched Content is wonderful. Our users especially enjoy seeing cover art, summaries and hook reviews. Horizon Enriched Content makes our catalog even more exciting and accessible." Becky Boydston, Mount Laurel Library, Mount Laurel NJ System Requirements for Horizon * Horizon Release 7.03 or higher ar~ Horizon Information Portal Release 2.02 or higher System Requirements for Dynix ILS Iw Dynix ILS Release 173 or higher 11, Horizon Information Portal Release 2.02 or higher 'Library Journal, School Library Journal, and Publishers Weekly are trademarks owned by Cahners Business Information, Inc., a division of Reed Elsevier Inc. 'Choice and Booklist are trade- marks owned by the American Library Association.'Doody's Re- view Services is a trademark owned by RoweCom, Inc. NOTE: Not all company products or services are available in all geographic regions. For more information about Dynix, please schedule a demo or call for a visit from one of our account managers. Asia Pacific The Americas 175 Fullarton Road Dynix Worldwide Dulwich, SA 5065 Headquarters AUSTRALIA 400 West 5050 North +618.8366.4000 D Y N I X_ Provo, Utah 84604 USA www.dynix.com i 800.288.8020 801-223,5200 Europe, Africa, One Blue Springs Dr. Middle East Suite 101 The Chequers Waterloo Ontario St. Mary's Way N2J 4M1 Chesham CANADA Bucks HP5 ILL 800.298.8020 ENGLAND 519.885.6040 +44 1494 777 666 ,&yndetic EO LU T10 K$ • • • Enasiolware., Software That Works The Way YOU Want It To! APPLICATION NOTE Terminal Services WHY LPT:QNE AND PC RESERVATION DO NOT OPERATE ON THIN CLIENTS EnvisionWare's first product was Launch Command which is a menuing and application metering system designed specifically for Citrix installations. The founders became experts in the planning and installa- tion of Citrix systems starting with version 3.1 of Citrix WinFrame. The platform was an excellent delivery mechanism for CD-ROM applications in libraries. The early emphasis on the architecture of PC Reser- vation and the second generation of LPT:One was a pure TCP/IP system that could automatically config- ure and would be respective of network bandwidth. The design requirements stipulated that the products work on limited PC hardware resources. More than 90% of all public library installations were PC/Windows based and supported TCP/IP. Envision - Ware designed a unique and efficient method of per- mitting components to auto -discover each other as well as an effective means of establishing communi- cations between modules. For the past four years, some customers have asked about print and time management implementations in a Terminal Services and/or Citrix environment. Each time the subject is discussed, we conduct surveys to determine the number of public institutions that are adopting TS or Citrix on THIN CLIENTS. We find that there are some institutions delivering applications from Terminal Services to regular PC's, a few actually using thin clients, and some who were using thin - client technology and are migrating back to regular Windows PC's. We also find some organizations that use Macintosh and Linux platforms. The interest in Linux continues to rise and EnvisionWare is address- ing that market. Our communication model depends upon the unique IP addresses that are inherent in a standard network implementation. In a TS system, since all sessions are actually running on the server, there is one IP Ad- dress. Architecturally we would need to develop a communications model that identifies the Terminal Services session using the Terminal Services and/or Citrix API. We have studied the API and we have theoretical designs that would support these platforms. We want to be ready to service our customer's needs in the event of a dramatic shift in the adoption of thin - client technology. As we have conducted our surveys, we have found that as two libraries adopt thin -clients, one discontinues its use such that the net gain does not represent a dra- matic shift. The opinion of the market is what matters and we have been told by users that there is little savings in the cost between thin clients and PC's particularly since some of the hardware and RAM requirements are shifted from the local station to the server. As more Java is used, more resources are required which either means more power on a traditional PC or more resources on the server. The real perceived value is in total cost of own- ership associated with centralized management of ap- plications. We agree but with an understanding that the mitigating factor is the specialized expertise required to configure and maintain two Terminal Services servers (one would provide zero redundancy so many organiza- tions find it necessary to install two servers). It is not our place to debate the merits of the technology but simply to convey the sentiments and experiences of our users that the adoption rate is somewhat offset by other organization's removal of the technology and the net increase in market share is minimal. From a developer's perspective, we must recover the development and continuing support costs associated with a proprietary implementation and that requires a user base demand of approximately 250 libraries. Meanwhile, the demand for Linux continues to rise and our current plans are the cross -platform support for most EnvisionWare components to provide a seamless appearance and functionality across Windows, Macin- tosh, and Linux systems. Should a dramatic shift'occur, we will be ready to ser- vice the needs of the Terminal Services community. 1 ■ 1 ■ Y 1 , e n I s I v n wa re 1� O Emig'onWare, LMOne, and PC Reservation a oindemaras of L'misionWare, Inc. launch Command is a regiatt d iredem k of EmisionWm Other �mdemarks ofth,,r respective a.— • INTENTIONALLY LEFT BLANK EXHIBIT #A TTIONALLY LER ILAN EXHIBIT A LICENSOR'S RESPONSE TO THE RFP AND ANY AMENDMENTS THERETO 27 PDA= 2004 agree: Dynix 2-10-05 Zoos-02-10 INTENTIONALLY LEFT BLANK • OPEN MORE EYES Proposal for Huntington Beach Public Library �. wemuoea by rr DYN Ix- 400 Dynix Drive • Provo, UT • 84604-5650 800.288.8020 801.223.5202 fax www.dynix.com June 4, 2004 • rrrr INTENTIONALLY LEFT BLANK • • • • Bid Signature Page Huntington Beach Public Library June 4, 2004 Please see our attached proposal to meet the requirements as specified in RFP for the Integrated Turnkey Library Automation System. Please consider this page as our authorized signature, as required in item 2.A.8 of the RFP. L- Bill Davison Executive Vice Pre ent, Sales and Marketing INTENTIONALLY LEFT BLANK • • 4 June 4, 2004 Richard Amadril Manager Purchasing Central Services City of Huntington Beach 2000 Main St. Huntington Beach, CA 9264E Dear Mr. Amadril and Selection Committee: D Y N I X` Thank you for the opportunity to review and respond to your RFP for a new integrated library system. At Dynix, we are confident that by choosing Horizon, you will become more empowered to fulfill your mission to support the educational, informational and cultural needs of your patrons by providing access to library facilities, materials and information for the betterment of your community. We are excited about your mission and values because they are in line with our own goals for the future of library automation. Through our unique blend of software leadership and library expertise, Dynix is focused on providing customers with forward -thinking products, progressive engineering and exceptional customer support. For a forward -looking library, it's important to look at the technology vision for each vendor, as well as their plans for incorporating that vision. However, a vendor's core values are just as important as the technology or functionality they can provide. We believe not only in our technology development but also in our culturally -ingrained company core values, which affect everything we plan for and accomplish as a company. The Dynix core values are: • Customer Focus • Integrity • Technology Leadership • GoaI Achievement • Teamwork In our response to your Request For Proposal, we have quoted the Horizon Public Library Suite. Horizon Public Library Suite is based on a multi -tier architecture and includes all the features and functions necessary for internal library operations. It is the perfect choice for libraries that have extensive network infrastructure and wish to integrate their applications with a single open database. Horizon Public Library Suite functions are divided among several applications that share a single database. The database and applications pass information freely among themselves, so there's no need for redundant data entry. Horizon Public Library Suite cataloging, circulation, and serials control applications are the best in the industry, and Horizon Public Library Suite is the only information management system product that fully uses an SQL relational database. The use of an SQL database allows Horizon the flexibility to generate custom reports on demand with its powerful new Horizon Web Reporter. • • INTENTIONALLY LEFT BLANK In addition, there is virtually no system -imposed workflow with Horizon Public Library Suite: the system adapts to your way of working, instead of forcing you to change your established procedures. The Horizon Launcher places all the applications and utilities your staff need in a single Windows -based desktop display. There's no need to open and close modules or to search for applications on a cluttered desktop. You can even customize personal settings for each staff member's login so that multiple users can use the same PC and still see only the applications they require for their individual jobs. The Launcher represents a completely new paradigm for library work —maximum flexibility. Best of all, Horizon Public Library Suite is designed with the future in mind. Its open architecture ensures that the system will be able to evolve as the library's needs and workflow change, protecting the long-term value of your investment. While Horizon Public Suite simplifies operations for the library staff, Horizon Information Portal provides patrons with an entire world of library information, from books and other library holdings to recommended Web sites, without making them work hard to find it. The Horizon Information Portal experience begins with a web -based interface that is uncluttered and intuitive. But Horizon Information Portal is much more than a well -designed graphical interface. Add -on products include Horizon Consolidated Searching, which enables patrons to search multiple databases with a single query, and Horizon Enriched Content, which gives the catalog personality by offering visual information such as cover art, links to summaries and reviews, and related titles. Horizon Information Portal empowers patrons with remote access: from home or anywhere else; online patrons can place, monitor and modify holds as well as create book lists that can be printed or ernailed in different formats. Horizon Information Portal can be made accessible to patrons for whom English is a second language with the addition of Information Portal language modules, for example, Information Portal Spanish language interface. Horizon Information Portal can even be customized to serve the library's youngest patrons with Horizon Information Portal for Kids, Horizon Information Portal for Kids offers a kid -friendly interface that features colorful icons, booklists, and pre - formulated searches. As you will see from our cost -quote, we have taken care to ensure that your needs have been addressed. In addition to our core offering, we have provided price estimates for: • Cover Images, Summaries, Table of Contents, Annotations, Reviews, and Excerpts for Horizon Information Portal via our Enriched Content package, • Translators so that Patrons can search across your Iibrary catalog, your databases, and your z39.50 sources in one search via our Consolidate Searching solution • PC Reservation and Print Management via our partner EnvisionWare, + SIP interfaces to Third Party vendors (including SIP2 interface for your Circulation Conveyor System), • RFID pricing via our partner 3M. 0) NTEN-nONALLY LEFT BLANK • • 40 Horizon's current release offers most of the functionality you desire, as you will note from our specification response. We are happy to say that the many areas of functionality not offered in the current release of Horizon are scheduled to be offered in a future release due in the Quarter 3, 2005 time -frame. Some of your needs are so specific that we have added programming meant especially for Huntington Beach Public Library, including interfacing with JD Edwards. Dynix staff has had 12 years experience working with JD Edwards — so we will be able to easily accommodate your needs. Here at Dynix, we look forward to working with you as you move forward with your vision and goals for Huntington Beach Public Library. PIease don't hesitate to contact Chris Collier (ccollier@dynix.com) or myself should you have questions about our attached response. Best wishes, Bill Davison Executive Vice President Sales and Marketing ph. 800-288-8020 ext. 5267 r Christophe J. Collier Senior Sales Consultant ph. 800-288-8020 ext 5193 BD:CC:jtf 0 INTENTIONALLY LEFT BLANK • • • Huntington Beach Public Library Proposal Table of Contents Part 1 Company Information Part 2 Response to Section 3 Functional Requirements Part 3 Response to Section 4 Hardware Requirements Part 4 Response to Section 5 Performance and Acceptance Testing Narrative to Sections 3 and 4 Part 5 Response to Section 6 Maintenance and Warranties Part 6 Response to Section 7 Other City Reguireme, nts Part 7 Standard Contracts Part 8 References Part 9 Implementation Plan Part 10 Training Part 11 Documentation Part 12 Cost Proposal Part 13 Additional Information OO Copyright 2004 Dynix Corporation. All Rights Reserved. The contents of this document are unpublished, proprietary and confidential and may not be copied, disclosed, or used, in whole or in part, without the express written permission of Dynix Corporation except to the extent required by law and insofar as is reasonably necessary in order to review and evaluate the information contained herein. INTENTIONALLY LEFT BLANK L_J r1 • • COMPANY INFORMATION submitted by DYN June 4, 2004 OPEN MORE EYES Huntington beach X Public Library INTENTIONALLY LEFT BLANK • • Company Information Table of Contents COMPANYHISTORY.....................................................................................................................................................1 DYNIXEXECUTIVES.......................................................................................................................................................3 DYNIXSTAFF.................................................................................................................................................................8 FINANCIALSTATUS......................................................................................................................................................8 DYNIXLOCATIONS........................................................................................................................................................8 DYNIXCUSTOMERS......................................................................................................................................................8 DYNIXLIBRARY CONSULTANTS..................................................................................................................................9 DYNIX NETWORKING AND HARDWARE SUPPORT STAFF......................................................................................10 OUTSTANDINGLITIGATION........................................................................................................................................12 MERGERS/ ACQUISITIONS........................................................................................................................................12 HISTORYOF HORIZON RELEASES.............................................................................................................................12 PLANNED RELEASES/ SCHEDULED RELEASE DATES.............................................................................................13 DYNIX PARTNERS FOR THE H8PL PROPOSAL........................................................................................................14 OUTSTANDINGPRODUCTS........................................................................................................................................15 INDUSTRYLEADERSHIP............................................................................................................................................16 EXCEPTIONALTRAINING............................................................................................................................................16 ONGOINGSUPPORT..............................................................................................................................................16 WHYCHOOSE DYNIX?................................................................................................................................................16 Ll • INTENTIONALLY LEFT BLAND Company Information • *1 Company Information Company History Dynix: A Vision for the Modern Library Today's library is far more than a repository for books and periodicals. Technology has changed how we store information and what we do with it. The Dynix company vision is to provide solutions that enable libraries to deliver managed information and enhanced services in a digital world. A Heritage of Leadership Twenty years ago, Dynix partnered with libraries to spearhead the development of Integrated Library Systems (ILS) technology. In 1979, the D Y N I X- company introduced the mainframe application NOTIS, one of the first information management systems. It quickly became the solution of choice for many academic research libraries. With such extensive knowledge of the market and technology, Dynix will continue to deliver leafing -edge technologies to meet the evolving needs of all libraries. Since then, Dynix has continued to pioneer new technologies. In 1983, Dynix ILS set the standard for information management systems and remains one of the most widely used solutions in the world. More recently, Horizon —introduced in 1993—became the first client/server information management system completely redesigned as a second generation ILS. Horizon is widely considered to be the most powerful information management system in the marketplace today. Dynix has produced over 20 other significant industry "firsts," including: • The first online catalog with real-time circulation status • The first patron -placed holds through the public catalog • The first telephone messaging with automatic renewals • The first electronic ordering interface to book jobbers Today, Dynix is the world's leading provider of information management systems, solutions, and services, with the largest installed base of customers in the library automation field. The company serves more than 10,000 libraries in more than 40 countries. Now and in the Future Dynix is a vibrant and growing company with a strong global brand and a reputation as a solid investment. John L. Ware, President and CEO of Dynix largest shareholder, the 21st Century Group, remarks, "21st Century approaches its investment in Dynix as a long-term partnership. Our objective is to be a value added partner to the company, working closely and cooperatively with management to build long-term value." 21s1 Century is part of Hicks, Muse, Tate and Furst, an investment firm with over $40 billion in investments. This firm, like Dynix, is focused on sustained, long-term success. Dynix 1 Company Information Dynix has a long history as the leader and pioneer of information management systems. Dynix is a company that possesses both a strong understanding of software "best practices" and extensive knowledge of the library market. The company currently employs over 100 professional librarians who each have years of direct, hands-on experience; the Dynix senior management team also has significant library market experience. In addition, this team also collectively holds some 140 man-years of experience in high technology, and 50 man-years of experience in the library market. Dynix is focused and aggressively motivated to continue breaking new ground in the library market. Dynix Iatest goal is to pioneer the digital library, an online information resource available for library users 24x7. The company's roadmap for achieving this goal focuses on: • Improving user personalization and access to information Dynix Core Values • Leveraging new technologies that add value to users and staff • Creating an open architecture that enables extension by technical • Customer focus library staff and easier integration with third -party solutions • Integrity • Continuing support for library standards, with an additional • Technology focus on new Internet standards that bring value to libraries leadership • Producing global -ready software with multi-lingual capability • Goal achievement • Teamwork These new roadmap directions will be implemented in IIorizon, the centerpiece of the Dynix advanced product line. Horizon is the future of information management and has customized solutions for all types of libraries: academic, special, school and public as well as consortium. Company Values Show the Way Dynix values emphasize integrity, technology leadership, and continually listening and collaborating with our customers. In one recent four -month period, senior Dynix executives personally met with over 200 customers in North America, Europe, and the Asia Pacific region. This is merely one illustration of how Dynix translates its company values —in this case, a focus on our customers —into action. Each of Dynix core values receives this same pro -active attention. Dynix: The Solutions You Need Dynix combines a heritage of leadership and knowledge with exceptional values and vision. Dynix is committed to extensive customer communication and rock -solid customer support, as well as spearheading the ongoing development of new products and enhancements for existing services. Above all, Dynix is committed to remaining a vendor with whom it is easy to do business. By meeting with customers personally and listening to what they have to say, Dynix is in touch with what its customers need and how those needs are changing. This collaboration allows Dynix to provide the technologies and services that empower libraries to embrace the challenges 10 of the digital world. Dynix Company Information Dynix Executives The Dynix senior management team provides a unique and essential blend of software leadership and library expertise. Jack Blount President and CEO Jack Blount is a seasoned executive with 28 years of experience in the computer industry. Previously, he has filled major senior management positions, including the roles of chairman, president, chief executive officer, and chief technology officer, for industry -leading companies such as Raindance Communications, Novell, Borland, U.S. Data Authority, J.D. Edwards, and IBM. His wide range of expertise in the technology arena spans the Internet, telephony, collaboration, data networking, wireless networking, software and hardware. Jim Wilson Founder and Senior Library Consultant A pioneer of automation technology in the library community, ,Jim Wilson was co-founder of Dynix in 1983 and served as the company's first vice president of sales and marketing. Throughout his career, Wilson has worked closely with libraries of all types and sizes in customizing Dynix automation solutions to meet their particular needs. Jim has worked in both public and academic libraries, and between 2001 and 2003, worked independently as a library automation consultant that provided extensive training to libraries using Horizon and Dynix ILS. Additionally, he has done extensive work in Web site development and content management. Dynix 3 Information Ric Rodriguez Chief Technology Officer Ric Rodriguez has more than 23 years of experience in software engineering, strategic development, and product management in the networking, Internet, and communications industries. His areas of expertise encompass Java, J2FE, XML, Web Services, LDAP, and other important technologies. Prior to his arrival at Dynix, Rodriguez served as senior vice president of engineering at Raindance Communications. In 1979, he began his technology career in the Army Air Force Exchange as manager of UA7/System development, working with top secret security clearance. • Julian Critchfield Chief Operating Officer An expert in software engineering and architecture, Julian Critchfield has 15 years of experience in the software industry. Prior to his arrival at Dynix, he served as chief technology officer and vice president of development at Hot Data, Inc. Previously, he held software development positions at Reed Elsevier/Folio, Microsoft, and NewTek, Inc. He began his career as a development manager at WordPerfect, assisting in the release of WordPerfect 5.1 for Windows, the most successful product in WordPerfect history. • 4 Fyn ix Information • • • Bill Kennedy Chief Financial Officer Bill Kennedy is a certified public accountant with a master's degree in business administration. Having worked extensively in corporate finance, he arrived at Dynix bringing expertise in financial accounting, asset management, corporate acquisitions, initial public offerings, licensing agreements, corporate credit, and partnership negotiations. Previously, he has worked as a director of finance and operations for a technology company and as a senior accountant for a public accounting and auditing firm. Bill Davison Executive Vice President, Sales and Marketing Bill Davison has more than 15 years of executive -level sales management experience and has worked for a variety of publicly traded companies. Before his arrival at Dynix, Davison served as vice president of sales and customer delivery for Raindance Communications, where he grew quarterly revenue by 70 percent and managed a sales force of more than 100 people. Davison has filled executive leadership roles in several other organizations and has assembled and managed numerous customer - focused sales and professional service teams. Dynix 5 Company Information • Steve Nielsen Vice President, Strategic Planning Steve Nielsen has worked with libraries since 1985 and is a former Customer Service Manager, Director of Development, and Senior Product Manager for Dynix. He has published numerous articles and books relating to library technology issues and for three years co -wrote a biweekly column in Computers in libraries magazine. Nielsen has worked as an associate library director, library fiscal officer, and library accountant. He also served as Vice President of Development and Technical Services for My Community, a Web site content management company providing solutions for libraries, business, schools, and local governments. Brad Whittle Vice President, The Americas Brad Whittle has more than 10 years of experience as a sales and business development executive, including six years spent as a regional sales director for Dynix. Immediately prior to his appointment as vice president, Whittle served as director of new name sales for the company. In addition to the library industry, Whittle's expertise includes electronic commerce and eGovernment portal solutions. • 6 Dynix Information • • Mark Carden Vice President and General Manager, Europe, Middle East, Africa Mark Carden has a successful track record in the library industry, previously leading the growth of Innovative Interfaces in Europe, the Middle East, and Africa while serving as the company's director of international sales. Prior to serving in that capacity, Carden was the marketing and operations director of the United Kingdom -based library company SLS Information Systems. Previously, he worked in senior information technology and project management roles at Accenture and Barclays Bank. Petros Demetriou Vice President and General Manager, Asia Pacific An accomplished sales executive with a background in software engineering, Petros Demetriou has 12 years of experience in the library industry. Immediately before arriving at Dynix, he served as director of Asian Pacific sales for Innovative Interfaces. Previously, he held sales and. management positions at SLS Information Systems, Headland Systems, and MPSI Systems. He has opened and expanded sales markets in China, Hong Kong, Taiwan, Malaysia, South Korea, the Philippines, and Australia- Dynix 7 Company Information Dynix Staff Our mission is to give its customers excellent service and innovative software. To do this, Dynix assigns nearly 50% of its 394 employees to developing software and supporting its products. Dynix has the staff and resources to meet DeoartmentlOffice HeadCount libraries' needs now Operation (Implementation/Support) 209 and far into the future. Product Management/Development 72 Sales 47 Finance & Legal 28 Information Systems 6 Training 9 Marketing 18 Human Resources 3 Executive 2 TOTAL 394 Financial Status Dynix is a very stable and industry leading company. Dynix has been serving the Library market for over 20 years. Over that time it has consistently been a profitable and growing company. Dynix is currently cashflow and EBITDA positive and has been for quite some time. Dynix invests millions of dollars in Horizon and its other products each year. Currently Dynix is on a growth path for 2004 over 2003 in sales, revenues and EBITDA. Dynix believes that this growth will continue in the future. Dynix also is very committed to its product suites and is customers and will continue to invest heavily in areas in the future to ensure that it is delivering the state of the art software and providing the best possible service to its customers. Dynix Locations Dynix corporate headquarters is located in Provo, Utah. Sales, support, and engineering offices are also located in Waterloo, Ontario; Adelaide, .Australia; and Chesham, Buckinghamshire, United Kingdom. Sales offices are also located in France and Germany. Other distributors are located in Greece, Ireland, Portugal, Mexico, Chile, Saudi Arabia, New Zealand, Taiwan, Singapore, Thailand, and China. Dynix Customers Much of our strength comes from our broad customer base, which helps determine our development direction and product strategy. Our complete solutions are used by public, academic, and special libraries all over the world. • Public Libraries. Dynix serves public libraries in the United Drawing experience from our client libraries States using both Dynix ILS and Horizon software. Public around the world. Dynix Iibraries supported include New York Public Library, Miami - leads the market in Dade Public Library, Indianapolis -Marion County Public Library, providing the best Fort Bend County Library, and Pasadena -Glendale Public technology, Library. functionality. and Academic Libraries include large universities, colleges, and service for all types of libraries. research libraries. Customers include University of Chicago and Johns Hopkins University. Dynix Company Information • Special Libraries. Special libraries include corporate libraries, government information agencies, religious, legal and medical institutions, and museums. Dynix supports the Microsoft Corporate Library, Time Warner Research Library, and IBM T.J. Watson Research Center, and others. • Libraries all over the world. internationally, Dynix supports libraries in 34 countries through our regional offices. Customers include the national libraries of Australia, Canada, Ireland, Mexico, New Zealand, Thailand, and all public libraries in Hong Kong. • School Libraries. Dynix supports school libraries and media centers, including many private schools. We have a growing number of schools using Horizon, including Hillsborough County Public Schools in Florida, San Diego City Schools and Boston Public Schools Dynix Library To help you tune Horizon effortlessly to reflect your library's unique Consultants operating policies and procedures, Dynix provides you with a skilled Library Consultant. This expert resource leads you through a carefully structured series of training and consultation events, using a Horizon database with pre -configured settings we know are a good fit for libraries of your same type. Together, you'll make important decisions related to the setup of system codes, authority control, indexing, searching, circulation parameters, system security, and other areas. Dynix also provides onsite support the day you start to use Horizon in production. Your Library Consultant will watch over and assist your staff, answer their questions and resolve any issues that arise. To guarantee that everything is up and running properly, your LC will also help your staff complete a checklist of functionality and setup parameters for users and important processes such as reports, statistics, notices, and printing. Finally, your LC will remain on call for the first few weeks after you go live with Horizon. If you should need to contact Dynix for any reason, your consultant is only a phone call away. Parris Cobb. Parris has been a library consultant with Dynix since 1989. He has worked in training, support, and consulting in Dynix, Scholar, and Horizon. His MLIS is from University of North Texas in Denton. Through his 25 years of library experience he has worked in all areas, including as Library Director. He came to Dynix from Nicholson Memorial Library System (TX), where he was system administrator for Dynix and support services coordinator with a staff of 40. He began working with the Horizon software since 1994, first as a trainer, and then in consulting and implementation. Kathy Cunningham. Kathy obtained her MLS from the University of Michigan in 1968. She has worked in academic, special, and public libraries. She also worked at the library system level in Illinois from 1981-1985, when she left to join the staff at Northwestern University as Dynix 9 Information a NOTIS User Services Librarian, a combination of project management, library consulting, and training. When NOTIS and Dynix were merged she began working with the Horizon product. She has trained and provided software support, and most recently managed Horizon implementation projects. Steve Kenworthy. Steve has been a Library Consultant with Dynix since February of 2003. Prior to coming to Dynix, Steve spent eight years as Library Director at two different libraries. Steve also has over four years of experience as head of the Circulation Department at a Law Library. Steve has a B.A. in Communications and an M.L.I.S. degree. With his education and broad background in the "trenches" at libraries, Steve is able to work effectively with library staff to ensure that their implementation goes as planned and that Horizon meets their unique needs. Mary Ellen Mortola. Since 1987 Mary Ellen has worked at Dynix training, supporting, and consulting with our customers. Mary Ellen also has experience working as an adult reference librarian and as a library manager, supervising four branches. In addition to her work experience, Mary Ellen received an MA in Library Science and Audiovisual Education from the University of South Florida and an MBA in Marketing and Management Information Systems from the University of Houston. Ron Steckler. Ron has been with Dynix since 1994 and has worked in training, in support, as a project manager and as a library consultant. Before coming to Dynix, Ron worked as a Library Media Specialist for 13 years for Teton County Schools in Jackson, Wyoming. Ron has a B.S. in Library Science and a M. Ed. in Instructional Technology from Edinboro State University in Edinboro, Pennsylvania. Dynix Michael S. Ashcraft. Manager —Mike has over twelve years' experience at Networking and Dynix designing, integrating, and supporting network and server Hardware architectures to automate libraries. As Manager of Technical Operations, Support Staff he is currently responsible for consultation, design, and support of all Dynix customer implementations in North America. Mike holds a B.S. in computer science from Brigham Young University and certifications from Cisco, Novel and Microsoft. Brian Bedford --Brian obtained his BS in Information Technology from the University of Phoenix in 2003. He has worked in the Information Technology field for the past ten years working as a support engineer for Packard Bell, Zenith Data Systems, NEC and now with Dynix. He currently holds certifications for A+ PC Hardware and Software as well as an MCP for Windows Servers family. Brian started Dynix as a front line support engineer working with all peripherals and PC equipment needed to support the Dynix/Horizon ILS system. He currently is the lead Windows Server Engineer supporting all Dynix customers owning Dell PowerEdge and Optiplex equipment (running Microsoft based Operating Systems). 10 Dynix Information • • Gary Bangerter - Gary obtained his Novell CNA certification in 1997 and his Cisco CCNA certification in 2001. He has also obtained multiple hardware -specific certifications since he started working in the customer support field in 1989. He was worked both in call -center type positions as well as onsite type positions, supporting office and/or library type hardware including PC's/Workstations, Unix and Windows based servers, Scanners, Printers, Copiers, Routers and Hubs/Switches. Ryan Thompson-- Ryan received his Bachelors of applied Science Degree Electronics Engineering Technology From ITT Tech in 2000. He has worked in the computer and telecommunications industry for 3com, Honeywell, Qwest, and Intel during and since the completion his BAS degree. He has also worked for the past Eight years as an independent computer repair technician. Currently he is working as a hardware support representative assisting end users with OS and Hardware issues on the following platforms: Windows 95/98/NT/2000/XP, IBM Unix, HP-UX, and Sun UNIX. Cindy Cross —Cindy has worked for Dynix since 1991 in a variety of positions. She has worked in the Maintenance department invoicing and managing customer maintenance agreements as well as working several years with our on -site vendors managing our on -site contracts. For the last several years Cindy has worked on the frontline hardware support team troubleshooting customer problems with PCs, dumb terminals, barcode scanners, printers, etc. She is proficient with basic UNIX and Universe troubleshooting skills. She has taken courses in windows (MCSE classes) and general networking. Ben Yancey —Ben is A+ certified technician and obtained a degree in Electronic Technology from RETS Technical Training Center, Baltimore MD in 1996. Ben is currently enrolled at Utah Valley State College studying Network Management. He has worked in numerous technical positions from 1996 to the present. Experience includes on site and phone support of many brands of PC's including Compaq and Dell. Ben has preformed hardware and software repairs and upgrades to laptop PC's from Toshiba, Compaq, Dell and others. Printer experience includes installation, repairs and maintenance on many types of printers including Hewlett Packard, Tally and Panasonic products on many platforms. Networking experience includes configuring, maintaining, upgrading, and trouble shooting WANs, LANs, Cisco equipment, BayStack and Nortel switches and CSU/DSUs. Ben has been with Dynix since 2001 and presently is an Associate Network Engineer. Dynix 11 Information Outstanding Litigation Mergers/ Acquisitions History of Horizon Releases Todd Wamboldt— Todd obtained his BS degree in Business Administration in 1989. He has earned Cisco CCNA and CCNP certifications. His training also includes Cisco and Microsoft licensed training. He has performed telephone technical support in several technology industries including Satellite entertainment and library automation. His hardware support experience includes 6 years of supporting desktop PCs as well as laptops, printers and Cisco networking products. Currently he designs and trouble shoots Cisco networks in WAN/LAN environments. Dynix is not currently involved in any outstanding litigation. Dynix is not currently involved in any plans for mergers or acquisitions. Development for Horizon began in 1989. The goal was to create an SQL - based fully distributed client/server system with a GUI. The prototype was created that year. • 1990 brought our first beta customer and one year later the PAC, Circulation, and Cataloging modules were in production. • In 1992 we released the Serials and Acquisitions modules. • 1993 brought support for Novell platforms on PC, UNIX on RS6000, Novell on IBM PS2 server, UNIXSun on a Sun server, HP - UNIX on an HP server, DecRisc, NT on a PC, DGUX on DG, SUNSolaris on a Sun server, and Novell on HPNET. • In 1994 we provided support for Novell on ProLia2, AlphaVM on Alpha, NT on a 586, DECRisc on DECRisc, SUNSolaris on a Sun1000, SUNSolaris on a Sun 20, NT on ProLia4, and AlphaVM on an Alpha V. • In 1995 we released our Reserve Book Room module. • In 1996 we released versions 4.0 and 4.1 • In 1997 we released version 4.2. • In 1998 we released version 5.0 and 5.1, both functional versions. Horizon 5.0 was our first all -Windows client release, and 5.1 included enhancements to the Acquisitions module. • In 1999 we released version 5.2, which included major enhancements to the Acquisitions module as well as the first release of our Bindery, DebtCollect, Media Scheduling and Homebound modules. We also released 5.3, which included many enhancements to several modules. • In 2000 we released Horizon 6.0, which is a major system release, showcasing the beginnings of a new interface, UNICODE compliance, and our new Inventory module. • 2001 brought Horizon 7.0, which included continued improvement in the user interface and direct Z39.50 record import from bibliographic vendors. 12 Dynix Information 11 • Planned Releases/ Scheduled Release Dates • In May of 2002 we released Horizon 7.2, which included the Launcher, which brings the entire Horizon system to your desktop as a single application. 7.2 also introduced the newly re -engineered MARC Editor, which functions like a word processor. Other features that were added included MARC Syntax and Validation functionality and Record Ownership and Security for Bibliographic and Authority Records. The 7.2 improvements in staff workflow and efficiency provided powerful new flexibility to library staff. • In July of 2003 we released Horizon 7.3, which added over 100 new features and enhancements to an already robust system. An Authority Loader, guaranteeing accuracy and reducing staff time, was added, as was the ability to create order blanks and session defaults in. Acquisitions, download MARC records with order information included in tags, and map call numbers from bibliographic records into item records. This release also included Closed Stack Access features, improvements in holds/requests capability for consortia, and improvements in the overall architecture of the system. In March of 2004 we released Horizon 7.3.2 which featured: ➢ The ability to use significant digits when entering an item barcode. ➢ Borrower card expiration by birth date ➢ Intra-library loan statistics ➢ Facilitate the display of Summary of Holdings information in Horizon Information Portal. ➢ Advanced Booking integration with Horizon Information Portal. ➢ Batch Item Delete. ➢ Exporting Spine Labels. Export spine label data to a file. ➢ Electronic ordering enhancements for consortia ➢ The ability to have reconstructed data for reports We have two scheduled enhancements per year driven in large part from our client suggestions for enhancements to the system. Dynix hosts an online Enhancements Database which enables users to post suggestions for system enhancements, and to vote for or against other enhancement suggestions. Note: All dates relating to planned or future functionality are best business estimates only and are not guaranteed. The following upgrades/products are scheduled for release in the third quarter of 2004: ♦ Horizon Information Portal 4.0 ♦ URSA 4.0 ♦ Horizon 7.4 The following upgrades are tentatively scheduled for release in the third quarter of 2005, dependent upon the results of alpha and beta testing. ♦ Upgrade to Horizon (yet unnumbered) Dynix 13 Information Dynix Partners for the HBPL Proposal The list of Dynix partners for the Huntington Beach Public Library Proposal includes: 0 Syndetics Horizon Enriched Content (installation and support provided by Dynix) WebFeat Horizon Consolidated Searching Old Brookville, NY (installation and support provided by Dynix) Envisionware PC Reservation System Duluth, GA (installation and support provided by Dynix in Provo, UT with escalation to Envisionware as needed) 3M RFID Tags Locations Worldwide Microstrategy Horizon Web Reporter McLean, VA (installation and support provided by Dynix in Provo, UT with escalation to Microstrategy as needed) PTFS, Inc. Horizon Digital Library Bethesda, MD (installation and support provided by Dynix in Provo, UT with escalation to PTFS as needed) Dell Servers Locations Worldwide (installation and support provided by Dynix in Provo, UT with escalation to Dell or Dell Partners as needed) We will be solely responsible for contractual performance and management of all subcontract relationships. Dynix assumes all responsibility for work quality, delivery, installation, maintenance, and all supporting services required by the subcontractor. For more information on all Dynix partners, please see http://www.dynix.com/prodLicts(partners/ • 14 Dynix Information Outstanding Dynix produces a rich array of products, including: Products Horizon Dynix offers products Horizon is the proven Windows -based system for libraries around the designed to maximize world. Horizon's success is due to the fact that it offers a complete libraries" investments in graphical interface using Windows, multi -tier architecture, and the power technology and of a relational database. The system can be run today under either UNIX or infiufrastruinfrastructure while r riuc functionality doland NT. All major library functions are currently available, including flexibility. Cataloging, Circulation, Acquisitions, Serials, Home Services, Inventory, and Reserve Book Room. We offer Horizon suites built for each different kind of library. HDRIZnl".��« HnlQl7nini Information Portal Horizon Information Portal Using the power of the Internet to expand access to your library catalog and resources, Horizon Information Portal offers a simple, easy to manage web - based public access solution. Whether patrons are in the library, the office, or at home, the wealth of your information resources is at their fingertips. Convenience and ease of use are central aspects of our products. Patron self-services are built in for Horizon library patrons. And for the library system administrators, the Information Portal is web -based to eliminate workstation platform dependence and the unnecessary burden of workstation by workstation maintenance. Patrons can access your library from anywhere in the world, on any computer that supports a current web browser and an Internet connection. HORIZnN Digital Library • Horizon Digital Library Libraries need an easy and cost effective manner to create, store and manage all digital archive collections with one system. Patrons need the ability to accurately search and retrieve content from the digital libraries. Horizon Digital Library provides libraries with a solution that addresses the needs of both patrons and staff by providing a suite of products and services, including: • Searching —Digital Library searches not only the metadata attached to digital objects, but also performs full text searching of the image. Digitization — As another part of this offering, digitization services will be available on a service bureau basis. Conversion/Migration — Existing electronic documents created via a wide variety of applications can also be indexed and added to the digital warehouse. Record Maintenance — An editor provides the ability to perform the necessary maintenance, editing and cataloging functionality for both digital images from hard copy source material and electronically published source material Dynix 15 Information Industry Providing you free access to industry -leading speakers and events, the Leadership Dynix Institute is a family of programs and services that establish ongoing forums for intellectual growth and professional development. Our mission is to support librarianship and advance the work of librarians around the DYNIX world. INSTITUTE Our initial program features a biweekly series of Web Seminars, professional development events, and an ongoing e-newsletter that contains Dynix Institute updates and interviews with leaders in librarianship and technology. For more information and the current seminars available (for anyone, customers and non -customers alike), please see httl2://www.dviiix.com/dynix institute/index.asp Exceptional Dynix uses the train -the -trainer approach. Dynix will train small groups of Training experts in all of the purchased modules, and provide the necessary training materials for the experts to train the rest of your staff. A complete suite of training options assures As you choose the best training for you, keep in mind that Dynix education your success. services are delivered in a variety of ways: web -based training, computer - based training, regional training, and on -site training. You can choose the training methods that suit your needs. Ongoing Support Dynix realizes that libraries need top quality service to back up products and services. That's why we offer 7 x 24 emergency services every day of Dynix knows that a the year for all of our products and a wide variety of network services. system is only as good as the support that is Service staff can be reached via our 800 service number or via the web using behind it. We have our Log Express service. Using Log Express, customers can easily enter and implemented support monitor service logs as well as determine if other libraries have technology to make it encountered the problem and what solution was provided. As a continuing easier than ever for check on the quality of our service we randomly generate satisfaction libraries to get the surveys which are sent to customers to determine if the problem was support they need, addressed promptly and properly. We're pleased to report a satisfaction rating exceeding 90%. This is an impressive achievement for any company. Why choose Dynix believes in the future of libraries, not just as institutions, but as a Dynix? vibrant, important part of the future of information. As a result, our detailed product plans, staffing, service and overall direction are focused on developing products and services for libraries that will position them as information hubs in their communities. We want the library to be a place Our Vision: where people come to find authenticated, validated information resources of all types that are housed not only in the library, but all over the world. Provide solutions that enable libraries to deliver managed Through the power of computers and networks, the physical collections information and and buildings we've known for centuries as libraries are undergoing a enhanced services in a transformation unlike any previous, except possibly that created by the digital world. advent of the printing press itself. Our goal is to enable libraries to emerge from this current transformation not only as strong, but stronger than they entered. While we currently enjoy the position as the largest supplier of library automation systems in the world, we realize that only through 15 Dynix Company Information • 0 • continued development coupled with a focus on service and customers will we remain the best choice for libraries worldwide. DYN IX- Dynix 17 INTWnONALLY LEFT BLANK r-� • • • RESPONSE T4 SECTION 3 FUNCTIONAL REQUIREMENTS n submitted by r D Y N June 4, 2004 0 OPEN MORE EYES Huntingdon Beach X Public Library Response to Section 3 Table of Contents 3 GENERAL REQUIREMENTS..........................................................................................................................1 3.A MODULES AND GENERAL FEATURES ...................................................................................................3 3.11 BACKUP SYSTEMS.......................................................................................................................................7 3.0 SECURITY ACCESS CONTROL .................................................................................................................8 3.D STATISTICS AND REPORT GENERATION ............................................................................................9 3.E STANDARDSSUPPORTED ........................................................................................................................13 3.17 SOFTWARE COMPATIBILITY AND DATA MIGRATION.................................................................16 3.G CHECK -IN & CHECKOUT (CHARGE AND DISCHARGE..................................................................18 3.H RENEWALS..................................................................................................................................................22 3.I FINES/OVERDUES......................................................................................................................................23 3.J CASH MANAGEMENT AND COLLECTIONS SUPPORT....................................................................26 3.K BRANCH LOCATIONS SUPPORT ............................................................................................................28 3.L ERROR CHECKING AND DATA ENTRY VALIDATION....................................................................29 3.M PATRON MANAGEMENT.........................................................................................................................31 3.N INTERLIBRARY LOANS AND RESERVES ............................................................................................38 3.0 CHILDREN'S LIBRARY AND MEDIA SERVICES SPECIAL FEATURES........................................41 3.P ROOM BOOKING SOFTWARE ................................................................................................................42 3.Q WEB CATALOG / WEB PORTAL .............................................................................................................42 3.11 PC RESERVATION AND USE SUPPORT ................................................................................................47 3.T ACQUISITIONS............................................................................................................................................54 3.0 SERIALS MANAGEMENT.........................................................................................................................58 3.V INVENTORY SYSTEM...............................................................................................................................63 3.W TELEPHONE RENEWAL/NOTIFICATION SYSTEM..........................................................................64 3.X DIGITAL MEDIA ARCHIVE SYSTEM ....................................................................................................66 3.Y THIRD -PARTY INTERFACES ..................................................................................................................67 • Functional Requirements • Section 3 Functional Requirements 3 General Requirements 3.1. The system proposed must require no additional purchases or local programming in order to become operational. Dynix: Yes 3.2. The system proposed must meet the System Capacity Requirements and have the capacity for future infield expansion to support double the number of proposed simultaneous workstation users through the modular addition of storage devices, memory, processing units, and workstations, without replacing any existing hardware (representing a five-year growth path). Dynix: Yes 3.3. The following system modules or features must be fully developed, operational, and in current use at multiple existing customer sites • Circulation Control • Online Public Access Catalog • World Wide Web Catalog Interface • Bibliographic and Inventory Control • MARC Bibliographic and Authority Record Import/Export Utility • Authority Control • User Request and Information Module including renewals module • Information Gateway (modem, telnet, WWII) • Internet Services (web server, FTP server) • Journal Citation and Reference Database Management • Serials Control • Acquisitions • Z39.50 compatibility at current version • Report Generator • Administrative Policies Manager Dynix: Yes Dynix 1 Functional Requirements 3.4. Vendor must agree to allow the Library to license and install one software module at a time, if desired. Example, defer the installation of the Acquisitions module. Dynix: Yes 3.5. Vendor must agree to license the software for perpetual use for a fixed fee without additional royalties or service fees, except for fees for ongoing software maintenance. Dynix: Yes 3.6. Future software enhancements, upgrades, and updates for modules under maintenance contract must be provided to the Library at zero cost. Dynix: Yes 3.7. Vendor must provide schedule of upgrades, software patches, releases, and description of problems corrected for the last three years. Dynix: Yes (see Response to 5.C) 3.8. Vendor must provide schedule of software releases with a description of version of Windows operating system compatibility Eg. Vendor ILS compatible with Windows NT released Sep 1996 Vendor ILS compatible with Windows 2000 released Sep 2000 Dynix: Yes (see Response to 5.C) 3.9. Vendor agrees to terms of warranties, maintenance payments, and software escrow as written in section 6. Dynix: Other (see Response to 5.0 3.10. Modules must be licensed for the server, not the client. Dynix: Other (see Response to 5.0 3.11. Annual maintenance cost is set at a fixed price for first to fifth year. Dynix: Yes 3.12. Vendor will quote the annual maintenance cost increase percentage annually after the 5t" year on standardized pricing sheets. 0 2 Dynix Functional Requirements Dynix: Yes 3.A Modules and General Features Yes indicates these systems are fully operational, modular, and in use at active customer sites. 3.A.1. Circulation Control Dynix: Yes 3.A.2. Patron Management Dynix: Yes 3.A.3. Web Catalog / Web Portal Dynix: Yes 3.A.4. Online Public Access Catalog / Cataloging Utility / Bibliographic Management Dynix: Yes 3.A.5. Serials Control Dynix: Yes 3.A.6. Acquisitions Dynix: Yes 3.A.7. PC reservation and management Dynix: Yes 3.A.8. Telephone notification and renewals DNmix: Yes 3.A.9. Conveyor Interface Dynix: Yes 3.A.10. Inventory System Dynix 3 Functlonal Requirements Dynix: Yes 3.A.11. Digital media archive Dynix: Yes 3.A.12. Room booking software Dynix: Yes 1A.13. The system proposed must have the ability to concurrently run all application modules on the same hardware configuration without having to logoff and logon across modules. Dynix: Yes a. All staff modules must be accessible from any workstation through a login and password procedure. Dynix: Yes b. Access control for all functions must be established at the time the user signs -on to the application. Dynix: Yes 3.A.14. The system must be fully integrated, using a single, common, catalog database for all operations and a common operator interface across all modules. Dynix: Yes 3.A.15. The system must use a SQL relational database (such as Oracle, Sybase SQL, MySQL or Microsoft SQL} to provide access to ALL stored data. Specify database product name and version number supported. Dynix: Yes (see Response to 5.0 3.A.16. The system must provide a Library system -wide automation solution, configured to operate on any TCP/IP compliant local area (LAN) network or wide -area (WAN) network. Dynix: Yes 3.A.17. The system must provide real-time network transmission of each transaction as it occurs at all branches and the main system. Example: A 4 Dynix Functional Requirements Vj • • book that is checked out at a branch has its status immediately updated on all public catalogs and at all Library locations. Dynix: Yes 3.A.18. All transactions applied to the server must be immediately available, in real time, to all workstations connecting to the server. This includes both staff and 4PAC users (to the extent each are permitted access to specific files or functions). Dynix: Yes 3.A.19. It is not necessary to load data to the individual workstations in order to provide this access and workstations have on-line, real-time access to the central database at all times. Dynix: Yes 3.A.20. Client software operable under Windows NT 4.0 and higher. Dynix: Yes 3.A.21. Client software entirely web -based, requiring only a browser to run. Dynix: Other (see Response to 5.0 3.A.22. All client software has a GUI interface, with no command line interface required. Dynix: Yes 3.A.23 Dynix: 3.A.24 Dynix: 3.A.25 Dynix: System runs on a portable, industry -standard operating system. Yes System uses a portable, industry -standard database. Yes Vendor has and can provide full documentation of DBMS schema and Entity -Relationship diagram including info about indexes, keys, and table structures relationships. Yes Dynix 5 Functional Requirements 3.A.26. As part of annual maintenance cost, the Vendor will test and provide security patches and upgrades for the Operating System at no additional 40 charge to Library. Dynix: Other (see Response to 5.0 3.A.27. Vendor notifies customers of upcoming software releases, and assists in loading. Dynx: Yes 3.A.28. Vendor provides system upgrades or enhancements at zero cost (list any exceptions). Dynix: Yes (see Response to 5.C) 3.A.29. System upgrades or enhancements are simple for the staff to perform, or the Vendor performs them. Dynix: Yes 3.A.30. The Vendor has a method for managing loading of software releases, and will train staff to do so. Dynix: Yes 3.A.31 . Ability to test software releases on a training database before use on production system. Dynix: Yes 3.A.32. All software releases are fully tested and release notes are provided. Any loss of functionality from a software update must be documented in release notes. Dynix: Yes 3.A.33. Vendor will assist Library staff to fully test software updates on the training database and verify full functionality before roll out to the production system. Dynix: Yes 3.A.34. Vendor provides free customization of the user interface and help screens. Dynix: Yes 6 Dynix Functional Requirements 3.A.35. Training/test database available with live data at any time. Dynix: Yes 3.A.36. System will provide all user interface and help screens for all modules in American English. Dynix: Yes 3.A.37. System will provide an option to display all OPAC screens (including help screens) in the Spanish language. Dynix: Yes 3.A.38. The system enables the user to request and receive context - sensitive help for the command in use with a single keystroke or click on a link. Dynix: Yes 3.A.39. Client software is upgraded using push technology where users need only to log on to receive latest client releases. Dynix: Other (see Response 5.0 to 3.A.40. Circulation Interface includes at a minimum all the fields currently shown in section 9.A screen shots. Dynix: Yes (see Response to 5.c) 3.A.41. Each module allows for custom user definable fields. Dynix: Yes 3.B Backup Systems 3.B.1. The system will allow schedulable, unattended, and verified system backups. Dynix: Yes 3.B.2. The system will provide for backups while online. Backups do not require halting of any servers. Dynix: Yes Dynix 7 Functional Requirements 3.B.3. System includes "off-line" or "standalone" circulation backup capability when the system is down. Dynix: Yes 3.13.4. Off-line system checks out items on the correct date as determined by the Library. Dynix: Yes 3.B.5. Off-line system does not allow patron barcodes to be entered in item field (performs error check). Dynix: Yes 3.13.6. Off-line system does not allow item barcodes to be entered in patron field (performs error check). Dynix: Yes 3.B.7. Off-line catalog system allows librarians to locate books, title, and call numbers. Dynix: No (see Response to 5.C) IC Security Access Control 3.C.1. The system provides for individual user access control limits. Dynix: Yes 3.C.2. The system provides for access control for each module of the system. Dynix: Yes 3.C.3. The system provides for access control for each function within a module. Dynix: Other (see Response to 5.0 3.C.4. The system provides security to prevent accidental or unauthorized modification of records. Dynix: Yes (see Response to 5.0 • • 8 Dynix • • Functional Requirements 3.C.5. The system permits establishment of access privileges unique to each user on the system and permits the restriction of specific functions to specific users, or classes of users. Dynix: Yes 3.C.6. The system provides for access control based on terminal ID. Dynix: No (see Response to 5.Q 3.C.7. System provides a basic employee profile restricted to checkouttcheck-in functions only. Dynix: Yes 3.C.8. System provides a basic employee profile that cannot override holds. Dynix: Yes 3.C.9. System provides a basic employee profile that cannot override renewal limit. Dynix: Yes 3.C.1 o. System provides intrusion detection notification to the administrator so that unauthorized access to patron data is logged with date/time/source IP information and identifies which data compromised, and the administrator notified automatically. Dynix: Other (see Response to 5.0 3.C.11. System administrators can define mandated fields on all screens and have the ability to turn off or hide fields and functionality. Dynix: Yes 3.D Statistics and Report Generation 3.D.1. The system includes a flexible report generator to compile predefined and customizable statistical reports, lists, ad hoc queries, etc. Dynix: Yes (see Response to 5.C) Dynix 9 Functional Requirements 3.D.2. Module uses standard SQL commands accessible by library . staff to customize reports. Dynix: Yes (see Response to 5.C) 3.D.3. The reports feature allows for Library -selected criteria for sorting, date range filtering, and displaying by all fields in system, which includes both bibliographic and patron records. Dynix: Yes 3.D.4. A sortable circulation report grouped by patron zip code and birth date is available. (Eg. How many adults who are also residents of Huntington Beach have used their library card in the past year?) Dynix: Yes 3.D.5. All reports are viewable onscreen and printable. Dynix: Yes 3.D.6. All reports & notices are easily exportable to ASCII, spreadsheet, and other formats without loss of alignment. Dynix: Yes 0 3.D.7. All reports are printable on standard laser printer, letter -size paper. Dynix: Yes 3.D.8. All reports are printable on continuous feed, line printer. Dynix: Yes 3.D.9. Overdue notices printable in 6x4" card stock, continuous feed line printer. Dynix: Yes 3.D.10. Overdue notices printable in 6x4" card stock, 2 card per sheet laser printer. Dynix: Yes • 10 Dynix Functional Requirements 3.D.11. The system generates for each unit a daily report of checkout transaction activity (distinguishing browses and items removed from in -transit status). Dynix: Yes 3.D.12. Checkout receipt shows call number. Dynix; Yes 3.D.13. Call number field on reports is printed with a minimum of 50 characters and not truncated. Dynix: Yes 3.D.14. System tracks statistics on how many circ transactions done per PC. Dynix: Other (see Response to 5.Q 3.D.15. System tracks statistics on circ transactions done per day. Dynix: Yes 3.D.16. Statistics can be categorized by workstation and user id. Dynix: Other (see Response to 5.0 3.D.17. System tracks statistics on circ transactions done per hour. Dynix: Yes 3.D.18. System provides statistics on the number of web -catalog users in- house and from outside. Dynix: Yes 3.D.19. System provides statistics on patron public computer lab use. Dynix: Yes (see Response to 5.0 3.D.20. All reports can be exported into standard ASCII text and or MS - Office Applications like Word and Excel. Dynix: Yes Dynix 11 Functional Requirements 3.D.21. System provides statistical analysis tools and data warehouse tools for decision support system analysis. 9 Dynix: Yes 3.D.22. Staff able to selectively print out a partial checkout receipt where they can highlight which items to print rather than printing out the entire checkout list. Dynix: Other (see Response to 5.C) 3.D.23. System can generate a report on how many patrons are under 18 based on the date entered by the user (e.g. as of 1/5/04 how many patrons are under 18?). Dvnix: Yes 3.D.24. System able to generate a list of trapped holds on a daily basis. Dynix: Yes 3.D.25. System able to generate a list of holds placed each day. Dynix: Yes 0 3.D.26. System can generate all reports listed in section 9.13. The appearance of the report does not have to match exactly, but all data currently on 9.13. reports must appear. Dynix: Yes 3.D.27. The system provides the ability to turn on or off audit logging to capture all input by library -selected user ids in an audit trail file. Authorized Library staff can view the audit trail. Dynix: Other (see Response to 5.C) • 12 Dynix Functional Requlrements 0 3.E Standards Supported Please answer Yes if the following standards or proposed standards are currently supported. Otherwise, No if no support is planned. 3.E.1. 3M SIP (Standard Interface Protocol) Dynix: Yes (see Response to 5.C) 3.E.2. 3M SIP2 (Standard Interface Protocol version 2) Dynix: Yes (see Response to 5.C) 3.E.3. Bath Profile (Z39.50 Profile for Library Applications and Resource Discovery) Dynix: Yes (see Response to 5.0 3.EA. EDI ANSI X12 — Electronic Data Interchange (EDI) Dynix: Yes (see Response to 5.C) 3.E.5. European Article Number Dynix: Yes (see Response to 5.0 3.E.6. Functional Requirements for Bibliographic Records (FRBR) — IFLA standard Dynix: Other (see Response to 5.0 3.E.7. ISO/IEC 10646 Unicode Dynix: Yes (see Response to 5.C) 3.E.8. ISO 10160-10161 Interlibrary Loan Protocol Dynix: Yes (see Response to 5.C) 3.E.9. Enhanced EDI (so that branch distribution data can be transmitted to book Vendors such as Baker & Taylor). Dynix: Yes (see Response to 5.0 Dynix 13 Functional Requirements 3.E.10. Library of Congress Control Number (LCCN) Dynix: Yes (see Response to 5.C) 3.E.11. MARC 21 Format for Authority Data Dynix: Yes (see Response to 5.0 3.E.12. MARC 21 Format for Bibliographic Data Dynix: Yes (see Response to 5.C) 3.E.13. MARC 21 Format for Holdings Data Dynix: Other (see Response to 5.0 3.E.14. MARC 21 Format for Community Resource Data Dynix: Yes (see Response to 5.0 3.E.16. NISO Networked Reference Services (Committee AZ) Dynix: Other (see Response to 5.0 3.E.16. Online Information exchange (ONIX) Dynix: Other (see Response to 5.0 3.E.17. Z39.88 — 2003 OpenURU from 3.E.39, then delete line 3.E.39 and renumber last few items in this section Dynix: Yes (see Response to 5.0 3.E.18. Shibboleth (data privacy) Dynix: Other (see Response to 5.0 3.E.19. UN/EDIFACT — global EDI standard Dynix: Yes (see Response to 5.C) 3.E.20. Z39.19 (revision) — controlled vocabularies & thesauri Dynix: Other (see Response to 5.0 3.E.21. Z39.2 — 1994 (R2001)/ISO 2709 — Information Interchange Format Dynix: Yes (see Response to 5.C) 14 Dynix Functional Requirements 3.E.22. Z39.21 — 1988/ISO 2108 International Standard Book Number (13-digit ISBNs) Dynix: Other (see Response to 5.0 3.E.23. Z39.23 — Standard Technical Report Format and Creation— 1997 (R2002) Dynix: Yes (see Response to 5.0 3.E.24. Z39.29 — 200x Bibliographic References Dynix: Other (see Response to 5.0 3.E.25. Z39.41 — 1997 (R2002) Printed Information on Spines Dynix: Yes (see Response to 5.C) 3.E.26. Z39.43-1993 (R2001) — Standard Address Number (SAN) for the Publishing Industry Dynix. Yes (see Response to 5.0 40 3.E.27. Z39.47-1993 (R2002) - Extended Latin Alphabet Coded Character Set for Bibliographic Use Dynix: Yes (see Response to 5.0 3.E.28. Z39.50-2003 —Version 3: Information Retrieval: Application Service Definition & Protocol Specification Dynix: Yes (see Response to 5.0 3.E.29. Z39.53-2001 — Codes for the Representation of Languages for Information Interchange Dynix: Yes (see Response to 5.C) 3.E.30_ Z39.56 — SICI — Serial Item and Contribution Identifier Dynix: Yes (see Response to 5.C) 3.E.31. Z39.64 — East Asian Character Code for Bibliographic Use Dynix: Other (see Response to 5.0 49 Dynix 15 Functlonal Requirements 3.E.32. Z39.7 — 2000 Library Statistics Dynix: Other (see Response to 5.C) 3.E.33. Z39.71 — 1999 Holdings Statements for Bibliographic Items Dynix: Other (see Response to 5.0 3.E.34. Z39.76 — 1997 (R2002) Data Elements for Binding Library Materials Dynix: Other (see Response to 5.0 3.E.35. Z39.80 — NISO Standard Format for Downloaded Records (Committee AZ) Dynix: Other (see Response to 5.0 3.E.36. Z39.83 — NISO Circulation Interchange Protocol (NCIP) Dynix: Yes (see Response to 5.0 3.E.37. Z39.84 — 2000 Syntax for the Digital Object Identifier Dynix: Other (see Response to 5.0 3.E.38. Z39.85 — 2001 Dublin Core Metadata Element Set Dynix: Yes (see Response to 5.C) 3.E.39. Z39.56 — 1996 (R202) Serial Item and Contribution Identifier (SICI) Dynix: Yes 3.E.40. Z39.9 — 1992 (R2001) - International Standard Serial Numbering (ISSN) Dynix: Yes (see Response to 5.C) 3.117 Software Compatibility and Data Migration 3.F.1. Vendor will convert all current data on the Geac system to the proper fields in the new system. Dynix: Yes • 16 Dynix Functional Requirements 3.F.2. Vendor will provide a detailed plan on how and when data will be converted. The plan must explain how the Vendor will ensure that no transactions are lost during the conversion process. Plan must also include the length of time that the data conversion will take. Dynix: Yes (see Response to 5.C) 3.F.3. The system permits loading of the all the Library's bibliographic records, both MARC and holdings data, from our existing Geac Plus system. Dynix: Yes 3.FA. The system permits loading of the all the Library's patron records from our existing system. Dynix: Yes 3.F.5. The system preserves the integrity of all transaction records, such as overdues and circulation records, bills, etc. Dynix: Yes 3.F.6. The system supports both thin clients and personal computers and will work with the Library's currently -owned ethernet computer network. Dynix: Yes 3.F.7. The system supports the Codabar fourteen digit (check digit included) barcode symbology. Dynix: Yes 3.F.8. System supports barcodes with the CLSI spacing format. Dynix: Yes 3.F.9. System is upgradeable to support use of RFID identifiers. Dynix: Yes 35.1 Q. Vendor can batch -change Media item level call numbers during migration to new system to use shorter prefixes: Books on Cassette to BQC, Compact Disc to CD, etc. isDynix: Yes Dynix 17 Functional Requirements 3.F.11. Vendor can map Geac's bibliographic author/title key (AT key), currently in the MARC 910 field, to a searchable field in its bibliographic database. Dynix: Yes 3.G Check -in & Checkout (Charge and Discharge) 3.G.1. The system provides a circulation module that includes a range of functions including check-out, check -in, renewals, holds or reserves, recall, fines overdue and charges owed tracking, patron notices, and various statistical reports. Dynix: Yes 3.G.2. The circulation system is integrated with the online catalog and patron management system. Dynix: Yes 3.G.3. All of the circulation functions can be performed and records updated in real time. Dynix: Yes 3.G.4. System allows input of item and patron barcode numbers by a light pen, laser scanner, or keyboard. Dynix: Yes 3.G.5. System can access a patron's record by patron barcode number using significant digits only. Dynix: Yes 3.G.6. System can access a patron's record by patron name. Dynix: Yes 3.G.7. System can access a patron's record by patron telephone number (including area code). Dynix: Yes • 18 Dynix Functional Requirements 3.G.8. System can access a patron's record by patron social security number. Dynix: Yes 3.G.9. System can access a patron's record by patron's driver's license number. Dyj1ix: Yes 3.G.10. System can accept relevant digits of both patron and item barcodes (i.e. will imply prefix digits). Dynix: Yes 3.G.11. During a checkout, the system displays online, in detail, the reason for a block. Dynix: Yes 3.G.12. Operator can access block information without leaving the circulation function. Dynix: Yes 3.G.13. System allows Library -defined informational blocks to be attached to a patron record. Dynix: Yes 3.G.14. Display of block information can be set (by authorized operators) to display according to security/access level of user. Dynix: Yes 3.G.1 v. Check-in/out datettime and location & terminal/user ID is recorded in item/patron history. Information immediately viewable in the circulation module. A report does not need to be run in order to see the information. Dynix: No (see Response to 5.0 3.G.16. If due date is changed for a patron, system reverts back to default due date for next patron. Dynix: Yes Dynix 19 Functlonal Requirements 3.G.17. Check -in and checkout screen shows call number of items. Dynix: Yes 3.G.18. The system severs the link between the item and user at check -in with the exception of retaining the last three patrons who checked out an item for the item record. Dvnix: Yes 3.G.19. Authorized staff can determine the last three users of an item to allow investigation of any damage to items. Dynix: Yes 3.G.20. System allows check-in/out at multiple circulation locations with different circulation policies_ Dynix: Yes 3.G.21. Able to search for titles within the Circ system without exiting module. Dvnix: Yes 3.G.22. Operator has the option of printing a receipt showing items checked out to a patron. Dynix: Yes 3.G.23. System allows an item to checkout when it is not attached to a bibliographic record or when the barcode has not been entered in the system (i.e. "on -the -fly"). Dynix: Yes 3.G.24. "On -the -fly" records require typing in title, author, or ISBN, before allowing transaction. Dynix: Yes 3.G.25. The system can check out items when a patron's card is not presented. Dynix: Yes 20 Dynix Functional Requirements 3.G.26. The system automatically switches to patron records if a patron barcode is entered when an item barcode is expected. Dynix: Yes 3.G.27. The system supports NCIP implementation between the system's circulation module and other ILL systems. Dynix: Yes 3.G.28. The system supports NCIP implementation between the system's ILL module and other circulation systems. Dynix: Yes 3.G.29. Upon check -in, item status set to intermediate status (like "Just Returned" or "Sort Room") that automatically resets to "On Shelf' after Library -selected time period has passed. Dynix: Yes 3.G.34. System can provide a means of counting items that are used by patrons inside the Library. Dynix: Yes 3.G.31. The "In-house" system will count both reference and circulating items. Dynix: Yes 3.G.32. Circulation counter is portable (staff are not required to take items to a workstation to count them). Dynix: Yes 3.G.33. Count is reported as part of the total circulation and as a separate figure; statistics will be kept according to item type, call. number, etc. Dynix: Yes 3.G.34. Item record activity counter reflects both in-house usage as well as normal circulation. Dynix: Yes Dynix 21 Functional Requirements 3.G.35. Staff able to determine the total number of circulations and the last use date when pulling up an item record. Dynix: Yes 3.G.36. For item records, the last activity date is available online in the item record display without needing to run a report to get the information. Dynix: Yes 3.G.37. For item records, the number of circulations is available online in the item record display without needing to run a report to get the information. Dynix: Yes 3.G.38. For item records, the terminal id or user id of where or who checked the item in is available online without needing to run a report to get the information. Dynix: No (see Response to 5.Q 3.G.39. When changing the due date for a patron, a pop-up calendar appears so that the user can select the date from the calendar with out having to type the date in. Dynix: No {see Response to 5.Q 3.H Renewals 3.H.1 Dynix: 3. H.2. Dynix: 3.H.3. Dynix: System prevents patrons from renewing items that have been recalled or reserved. Yes System prevents patrons from renewing items that has exceeded the number of renewals allowed (authorized staff can override). Yes System produces audible and visible alerts that the item is overdue. Yes • 22 Dynix Functional Requirements 3.H.4. System produces audible and visible alerts that the item is on hold or has been recalled. Dynix: Yes 3.H.5. System produces audible and visible alerts that the item has exceeded the number of renewals allowed. Dynix: Yes 3.H.6. System allows certain item types to be flagged for no renewal. Dynix: Yes 3.H.7. Patrons can renew items via the OPAC and web catalog. Dynix: Yes 3.H.8. System can generate for each terminal a daily renewal report. Dynix: No (see Response to 5.C) 3.H.9. System can generate summary reports showing method of renewal (e.g., online, by telephone, by staff). Dynix: Other (see Response to 5.0 3.H.10. System can allow renewal of overdue items (if decided by Library). Dynix: Yes 3.1 Fines/Overdues 3.1.1. System can produce a receipt to verify a patron has no fines or books checked out. Dynix: Yes (see Response to 5.C) 3.1.2. System can automatically charge Library -selected collection fee after a Library -designated time period. Dynix: Yes 3.1.3. System can automatically charge Library -selected processing fee after a Library -designated time period. Dynix: Yes Dynix 23 Functional Requirements 3.1.4. Item cost and circulation counter are visible on main item display without having to click through nested windows or additional pages. Dynix: Yes (see Response to 5.0 3.1.5. Fines & fees paid displayed on patron record are in one screen without needing to type in the amount received. Dynix: Yes 3.1.6. System allows for differing fine structures from various Library branches/agencies. Dynix: Yes 3.1.7. System allows for differing fine structures for various item types (cds, videos, books). Dynix: Yes 3.1.8. System can prevent users with the basic staff profile from checking out items to a patron with fines, but allow other users to override. Dynix: Yes 3.1.9. System can allow patrons to view their own bill/fine records in an easily understood format via QPAG. Dynix: Yes 3.1.1 g. System can accept payment in a variety of forms (e.g., cash, check, credit card, etc.). Dynix: Yes 3.1.11. System can accept full or partial payment of fines and charges. Dynix: Yes 3.1.12. System will maintain an audit trail of fines and charges providing a history at the item & patron level. Dynix: Yes • 24 Dynix Functional Requirements 3.1.13. System will generate overdue notices that include patron information selected by the Library. Dynix: Yes 3.1.14. System will generate overdue notices that include item call number, title and circulation information. Dynix: Yes 3.1.15, System will produce overdue notices that are compatible with continuous feed postcard stock and a line printer. Dynix: Yes 3.1.16. System can notify patrons of overdues via email. Dynix; Yes 3.1.17, System will directly interface with telephone notification system (without staff intervention or batch processing). Dynix: Yes 3.1.18. System can sort and print fine and overdue notices in an order determined by Library. Dynix: Yes 3.1.19. Notice content is customizable and definable by Library. Dynix: Yes 3.1.20. The bill/fine function is browsable, and easy to move between records and displays. Dynix: Yes 3.1.21. The system has the ability to block a patron's privileges for unpaid obligations. Dynix: Yes 3.1.22, The system has the ability to block a patron's computer lab privileges. Dynix: Yes (see Response to 5.0 Dynix 25 Functional Requirements 3.1.23. System allows staff to set items to claims return status and does not charge the patron account at the time of setting the item to claims return status. Dynix: Yes 3.1.24. System allows staff to check out items that have claims return status to new patrons without charging the patron account that has item checked out with a claims return status. (Library does not charge for claims return items found within the Library). Dynix: Yes 3.1.25. System automatically charges the patron who had a claims return item if the item is returned via the book drop. (Charge would be assessed at time of check -in by staff, no alert to staff needed). Dynix: Yes 3.1.26. After automatically charging patrons for claims returns as described in item # 3.1.25, the patron accounting screen will identify the charge as a "claims return — overdue" charge and record the date and time of check -in. Dynix: Yes (see Response. to 5.C) 3.J Cash Management and Collections Support 3.J.1. The system accommodates a cash register system, allowing for keyed entries for all types of transactions (fines, damages, photocopies, computer printouts, lost items, etc.), with a detailed daily transaction report printed for each cash register and a consolidated daily report by operator/workstation, agency and Library -wide. Dynix: Yes (see Response to 5.C) U.2. The system requires authorized staff ID and password for all financial transactions. Dynix: Yes • 26 Dynix Functional Requirements 3.J.3. The Vendor provides for auditing money collection activity by operator and workstation. This auditing includes breakdowns by type of collection, including but not limited to: charges for fines, fees, interlibrary loan charges, and sale of materials. DV.ni.x: Yes 3.J.4. The system can provide a daily record of financial transactions including fines and fees levied, fines and fees waived, fines and fees collected by agency, fees/materials collected by collection agency. Dynix: Yes 3.J.5. The system is capable of providing a cash box total by workstation for the purposes of balancing with a money drawer. Dynix: Yes 3.J.6. The system enables an authorized operator to export report information for financial records in ASCII format to enable transfer of the information to external accounting systems. 0 Dynix: Yes • 3.J.7. The Vendor provides support for interaction with a collection agency for recovering lost and overdue materials. Dynix: Yes 3.J.8. The collection agency module can produce special notices and a final letter with legal correspondence. Dynix: Yes 3.J.9. The collection agency module allows staff to interactively update returns and collections to update patron records. Dynix: Yes 3.J.1 g. The system permits the exclusion of certain types of patrons from submission reports, such as in-house accounts. Dynix: Yes Dynix 27 Functional Requirements 3.K Branch Locations Support 3.K.1. There are no requirements for intervening batch or background processing in order to update the server from individual clients at each branch, nor for ftping or otherwise transporting data from branch to server or from branch, other than via real-time network transmission of each transaction as it occurs. Dynix: Yes 3.K.2. System supports checkout of materials owned by one location at another unit under specified conditions. Dynix: Yes 3.K.3. System will display correct home location of item during checkout. Dynix: Yes 3.K.4. Check-in/out screen shows location where item checked out/in. Dynix: Yes 3.K.5. Check-in/out screen shows owning location of item (where it belongs). Dynix: Yes 3.K.6. System allows check -in of items at locations other than home agency. Dynix: Yes 3.K.7. System allows check -in of item at any location or terminal. Dynix: Yes 3.K.8. System sets status of items checked in at locations other than their owning location to an "In Transit" status. Dynix: Yes 3.K.9. During check -in, system allows for trapping the hold for any location without having to change location. Dynix: Yes • L�l • 28 Dynix Functional Requirements 3.K.1 a. When items returned to locations other than owning locations, system allows option to print out receipt for return of item to correct home location. Dynix: Yes 3.L Error Checking and Data Entry Validation IL1. Normal checkouts produce consistent audible beep (can be switched off by authorized operators). Dynix: Yes/No (see Response to 5.0 IL.2. System generates audible and message alert for invalid patron or item barcode. Dynix: Yes 31.3. Exception checkouts produce distinguishable beep from normal checkout (can be switched of). Dynix: Yes/No (see Response to 5.0 3.L.4. Barcode swipe does not answer exception messages (i.e. valid answers cannot be numbers or "Enter"). Dynix: Yes 3.L.5. Automatically prints a receipt if a checked -in item is trapped for a hold. Dynix: Yes 3.L.6. System displays an alert for items that have claim return status during check -in. Dynix: Yes IL.7. System alerts if barcode is invalid for patron or item, validates codabar/check digit. Dynix: Yes 31.$_ Fines and fees notification can be turned off for basic staff user profile. Dynix: Yes Dynix 29 Functional Requirements 3.L.9. If an item on hold is checked -in again, system does not alter the hold status. Dynix: Yes 3.L.10. System produces audible and visible alerts that an item may be renewed only one more time. Dynix: No (see Response to 5.0 3.L.11. System produces an alert for items that have missing status. Dynix: Yes 3.L.12. System produces an alert for items that have recall status. Dynix: Yes 31.13. System does not allow adding a new patron record if the Driver's License number is already on file. System produces an alert that a duplicate is already on file. Dynix: Yes 3.L.14. System allows the Driver's License field to be left blank without signaling an error to the user. The default entry will be blank. Dynix: Yes 31.15. System does not allow adding a new patron record if the social security number is already on file. System produces an alert that a duplicate is already on file. Dynix: Yes 3.L.16. System allows the social security number field to be left blank without signaling an error to the user. The default entry will be blank. Dynix: Yes 3.L.17. Main phone number field accepts only 0 to 9 digits, no hyphens, spaces, parentheses, or non -digit characters. Dynix: Yes 30 Dynix Functional Requirements 3.L.18. System displays the main phone number on the Circ system in any of these readable formats: 714 842 - 4481 (714) 842 4481 (714) 842 — 4481 Any hyphens, spaces, parentheses are handled in the display and not stored in the actual phone data field. Dynix: No (see Response to 5.0 3.L.19. All date fields default to the current date. If a user is required to enter a date, a calendar pop up appears where the user can select a date. Dynix: No (see Response to 5.C) 31.20. For state code in patron address records, the default state is set to CA and users can only select from a Library -defined pick list. Dynix: Yes 3.M Patron Management 3. M. 1. Does the system provide the following data fields in the patron record.- Patron barcode number Dynix: Yes (see Response to 5.C) 3.M.2. Patron name Dynix: Yes 3.M.3. Address (street, city, state, zip are entered as separate fields) Dynix: Yes 3.M.4. Alternate address (street, city, state, zip are entered as separate fields) Dynix: Yes 3.M.5. Main telephone number (including area code) Dynix: Yes 3.M.6. Alternate phone field that allows extensions, international numbers Dynix: Yes Dynix 31 Functional Requirements 3.M.7. Fax number Dynix: Yes 3.M.8. Email address Dynix: Yes 3.M.9. Driver's license number Dynix: Yes 3.M.10. Patron type (must include some Library -defined types) Dynix: Yes 3_M.11. Card expiration date Dynix: Yes 3.M.12. Date of registration/record creation Dynix: Yes 3.M.13. Parent or guardian name Dynix: Yes 3.M.13. Patron statistical categories Dynix: Yes 3.M.14. Date of birth Dynix: Yes 3.M.1 b. Payment record of partially paid fines or fees Dynix: Yes 3. M.16. Payment record of fines or fees paid for time period defined by Library (with reason for payments) Dynix: Yes 32 Dynix Functional Requirements 3.M.17. Identification of items currently checked out (must include call numbers, owning branch/agency and cost of items) Dynix: Yes 3.M.18. Identification of items on hold Dynix: Yes 3.M.19. Identification of items claimed returned or reported lost Dvn.ix: Yes 3.M.20. Date of patron's last transaction Dynix: Yes 3.M.21. Date of patron's last use of computer lab Dynix: Other (see Response to 5.0 3.M.22. Date of latest modification of patron record Dynix: Yes 3.M.23. Notes field Dynix: Yes 3.M.24. Notes field allows for at least 500-characters or more. Dynix: Other (see Response to 5.C) 3.M.25. Password/PIN (not viewable by staff without special authorization) Dynix: Yes 3.M.26. Authorized operator is able to "find and replace" data to fields within the patron record, i.e. zip code, area code, etc. There must be adequate safeguards that only selected instances are replaced. Dynix: Other (see Response to 5.0 • Dynix 33 Funalonal Requirements 3.M.27. System provides an option for operator to check materials out to a new patron just by scanning patron's barcode (i.e. on -the -fly creation of patron record where patron information is added later). Dynix: Yes 3.M.28. "On -the -fly" patron records require filing in name fields before card can be issued. Dynix: Yes 3.M.29. "On -the -fly" patrons restricted to check out of only 4 items (2 book and 2 media items). Dyiiix: Yes 3. M.30. The patron file is searchable by patron barcode. Dynix: Yes 3.M.31. and by patron name Dynix: Yes 3.M.32. and b patron "quick identifier" key Y Dynix: Yes 3.M.33. and by patron phone number(s). Search will ignore spaces, hyphens, and parentheses. Searching by (714) 375-51 05 and 7143755105 will both result in finding 714 375-5105 Dynix: No (see Response to 5.C) 3.M.34. and by patron drivers license, search not case -sensitive and automatically does wildcard searches without needing a wildcard operator. Example: search for DL123 will yield DL12345 if there is no DL123 (No need to type in DL123% or DL123*) Dynix: Yes • 34 Dynix Functional Requirements 3.M.35. and by patron social security number Dynix: Yes 3.M.36. Can return to patron search result quickly if wrong patron was selected. Either search results windows stays up as a separate window or one click to recall previous search results. Dynix: Yes 3.M.37. Patron can change PIN/password online. Dynix: Yes 3.M.38. System can accommodate at least 30 or more definable patron types. Dynix: Yes 3.M.39. Patron statistical information can be obtained from all fields on the patron record. Dynix: Yes 3.M.40. Patron statistical information can be obtained from any combination of fields on the patron record. Dynix: Yes 3.M.41. Circulation Blocks can be placed and overridden by authorized staff. Dynix: Yes 3.M.42. Computer lab use can be blocked and blocks overridden by authorized staff. Dynix: Yes 3.M.43. Authorized operators can override Computer Lab disallow status for 24 hours. Dynix: Yes 3.M.44. System automatically blocks patron when card expires. Dynix: Yes Dynix 35 Functional Requlrernents 3.M.45. System automatically blocks patron with unpaid fines (authorized operators can over -ride this). Dynix: Yes 3.M.46. System automatically blocks patron with items overdue beyond Library -defined time period. Dynix: Yes 3.M.47. System allows authorized staff to modify limits for blocks without programmer intervention. Dynix: Yes 3.M.48. System includes safeguards to prevent unauthorized viewing of patron data. Dynix: Yes 3.M.49. System does not permit deletion of a patron record with outstanding fines and/or current transactions. Dynix: Yes 3.M.50. System allows for changes in ID numbers while maintaining links to loan and patron account records. Dynix: Yes 3.M.51. System can automatically set standard expiration dates based on patron's category. Dynix: Yes J 3.M.52. System generates audible and visual alert when a patron uses an ID card on or after its expiration date. Dynix: Yes 3.M.53. System loan rules allow Library to limit the circulation of specific types of materials to specific categories of patrons. Dynix: Yes System patron purge feature can identify patrons by 3.M.54 to 3.M.57: 36 Dynix • • Functional Requirements 3.M.54. Last activity of patron Dynix: Yes 3.M.55. Patron category Dynix: Yes 3.M.56. Outstanding fines/fees under certain dollar amount Dynix: Other (see Response to 5.0 3.M.57. Expiration date Dynix: Yes 3.M.58. Data entry checking and numeric value (only 0-9 allowed) constraints for phone numbers. (714 is default area code) Dynix: Yes 3.M.59. Data entry error checking and number value (only 0-9 allowed) constraints for statistical codes to ensure consistent data entry. Dynix: Yes 3.M.60. Data entry error checking and value (only A-Z allowed) constraints for patron categories to ensure consistent data entry. Dynix: Yes 3.M.61. Data entry error checking and value constraints for barcodes (item barcodes start with 3 and patron barcodes start with 2). Dynix: Yes 3.M.62. Data entry error checking and value (only 0-9 allowed) constraints for birth date to ensure consistent data entry. Dynix: Yes 3.M.63. Data entry error checking and value constraints for zip codes. Dynix: Yes (see Response to 5.0 Dynix 37 Functional Requirements 3.M.64. System automatically fills in city field when a zip code is entered. Dynix: Yes (see Response to 5.C) 3.M.65. Citylzip code is linked and updateable with US Postal service file_ Dynix: Other (see Response to 5.C) 3.M.66. Patron can review profile online. Dynix: Yes 3.M.67. Circulation module links to patron photos jpg files that are captured via our Lexington ID Photo ID system. Circulation module shows patron photo when pulling up the patron checkout l in / edit / maintenance screens. Dynix: No (see Response to 5.0 3.M.68. Patron search results shows a status column that identifies if the patron has overdue fines. Example: Name Phone Delinquent status James Smith 714-375-5105 Jane Smith 714-375-5105 Delinquent Jacqueline Smith 714-376-5105 Dynix: No (see Response to 5.0 3.M.69. Patron search results window can be customized to display library - selected columns. Dynix: Yes 3.M.70. System has audit log feature that can be turned on so that the system administrator can rollback any deletions or updates. Dynix: Yes 3.N Interlibrary Loans and Reserves 3.N.1. Staff can review ILL and reserve notices before they are emailed out. Dynix: Yes 4111 38 Dynix Functional Requirements 3.N.2. System produces email notification of ILLS. Dynix: Yes 3.N.3. System can automatically charge patrons for placing Reserves via OPAC. Dynix: No (see Response to 5.0 3.NA. System includes the option of permitting patrons to place reserves in the online catalog. Dynix: Yes 3.N.5. System can automatically charge patrons for placing Reserves via OPAC. Dynix: No (see Response to 5.0 3.N.6. System includes the option of permitting patrons to place reserves in the online catalog or by telephone. Dynix: Yes 3.N.7. Patron must click an agreement message on online catalog that a fee will be charged. Dynix: Yes 3.N.8. Once patron submits the recall/hold a processing fee is automatically charged to account. Dynix: No (see Response to 5.0 3.N.9. Patron may cancel the hold/recall but will not be refunded. Dynix: No (see Response to 5.0 3.N.1 d. Patrons cannot checkout books on reserve, which are on reserve to another patron. Dynix: Yes IN.11. Reserve charge identifiable by book and patron. Dynix: Yes Dynix 39 Functional Requirements 3.N.12. Different locations can checkout reserve items without having to change "home" location of workstation. Dynix: Yes 3.N.13. System allows a borrower to place own holds and cancellations through the online catalog. Dynix: Yes 3.N.14. Authorized staff can cancel any hold or cancel all holds on an item. Dynix: Yes 3.N.15. System automatically prints a hold slip for trapping during check -in. Dynix: Yes IN.16. Only authorized staff can override the trapped hold status. Dynix: Yes 3.N.17. System allows a 1-hour or more grace period for canceling a hold without a fee (staff specify time). Dynix: No (see Response to 5.0 3.N.18. Automatically charge patrons for placing ILLs via OPAC. Dynix: No (see Response to 5.0 3.N.19. Authorized staff can manipulate the hold queue of patrons. Dynix: Yes 3.N.20. Patrons can place holds on any items systemwide (except agencies where it is disallowed by authorized operators). Dynix: Yes 3.N.21. Patrons can pickup holds at any location that they specify (option can be turned on/off). Dynix: Yes • 40 Dynix Functional Requirements 3.N.22. System looks first for item at the pickup location before placing holds on items at other locations. Dynix: Yes 3.N.23. Staff can flag bestseller items and restrict them to local only holds. Dynix: Yes 3.N.24. System provides method of checking out other libraries' materials circulating via Interlibrary Loan. Dynix: Yes 3.N.25. System can provide statistics listing total reserves placed on a book at each branch. Dynix: Yes 3.0 Children's Library and Media Services Special Features 3.0.1. System will allow for separate Children's fines, loan, and statistical categories. Dynix: Yes 3.0.2. System permits collection of circulation statistics for children's collection without programmer's assistance. Dynix: Yes 3.0.3. System includes customized OPAC for children. Dynix: Yes 3.0.4. OPAC shows item Media formats easily (CD, VHS, DVD, Books on Cassettes, CD-ROMs, Cassettes, etc.). Dynix: Yes 3.0.5. System will permit patrons to pick up Media item reserves only in Media department. Dynix: Yes • Dynix 41 Functional Requirements 3.0.6. Patrons cannot reserve certain Media formats (Library -designated). Dynix: Yes 3.0.7. System can calculate different fees and fines for various Media formats. Dynix: Yes 3.0.8. OPACs in Media can search for items in Media collection only. Dynix: Yes 3.0.9. Definable Media item formats subject to special loan and fee rules. Dynix: Yes 3.0.10. Ability to search for truncated titles or through a quick identifier (please specify). Dynix: Yes 3.0.11. System can generate item labels/stickers. Dynix: Yes 3.P Room Booking Software 3.P.1. Vendor includes software to permit booking of meeting rooms (does not have to meet modularity requirements of other software features). Dynix: Yes 3.P.2. Room booking software has the capability to do billing and accept payments. Dynix: Yes 3.Q Web Catalog 1 Web Portal 3.Q.1. Vendor includes an unlimited license for web OPAC users, connecting from OPAC workstations within the Library, from other libraries, and from PC's in patrons' homes, offices, classrooms, etc. is 42 Dynix Functional Requirements Dynix: Yes 3.Q.2. The web OPAC does not require any Vendor software to be loaded to or maintained on the client workstation, only a standard web browser. Dynix: Yes 3.Q.3. The system provides full indexing for the online public access catalog; i.e., all words in all fields of the bibliographic record are keyword indexed. Dynix: Yes 3.Q.4. The web OPAC supports full text indexing and searching of every word in the bibliographic database. Dynix: Yes 3.Q.5. Vendor provides the ability to interface with subscription services that enhances the content of the Library's catalog through automatic links to book reviews, summaries, book jacket images and tables of contents. Dynix: Yes 3.0.6. The system enables the operator to mark public access catalog search results for export to a printer, diskette as ASCII file or MARC file, CD-ROM, or email. Dynix: Yes 3.Q.7. The system enables patrons to print a current or marked record in its entirety as opposed to only a single screen at a time regardless of record length. Dynix: Yes 3.Q.8. OPAC will allow searching by call number. Dynix: Yes 3.Q.9. Search result sortable by call number. Dynix: Yes 3.Q.16. Search result shows location, status, call number. Dynix 43 Functional Requirements Dynix: Yes 3.Q.11. After 10 minutes of inactivity, catalog returns to main page. Dynix: Yes 3.Q.12. After inactivity, catalog does not time out with an error message. Dynix: Yes 3.Q.13. Catalog screens customizable by Library staff. Dynix: Yes 3.Q.14. Search results show number of holds on records. Dynix: Yes 3.Q.15. Patron can save or modify search results. Dynix: Yes 3.Q.16. Patron can search phrases. Dynix: Yes 3.0.17. Patron can shelf browse by call number. Dynix: Yes 3.Q.18. Submit reference questions via catalog. Dynix: Other (see Response to 5.0 3.Q.19. The OPAC enables the user to automatically launch applications associated with URL's in MARC 856 fields as a hypertext function. Dynix: Yes 3.Q.20. The OPAC publishes the Library's most popular title, author, subject, etc. and automatically updates this dynamic circulation activity list without Library staff time and maintenance. Dynix: Other (see Response to 5.0 44 Dynix Functional Requirements • • • 3.Q.21. OPAC provides fuzzy logic search capabilities that performs proximity searching, disregards common misspellings, performs sounds - like searches, performs "stems from" searches, and performs close match searches. Dynix: Other (see Response to 5.C) 3.Q.22. The OPAC can support a special "sight saver" interface for the vision impaired. Dynix: Yes (see Response to 5.C) 3.Q.23. System includes a gateway to provide access to databases outside the Library's catalog. Dynix: Yes 3.Q.24. The gateway is accessible to OPAC users from the initial OPAC screen. Dynix: Yes 3.0.25. Does not require more than one click to get to a remote database. Dynix: Yes 3.Q.26. System allows the Library to validate access to other sites by prompting a patron for a barcode. Dynix: Yes 3.Q.27. System has the ability to deny access for delinquent patrons. Dvnix: Yes 3.Q.28. System limits users to only those databases or destinations defined for their gateway by the Library. Dynix: Yes 3.Q.29. System allows the Library to define the number of users who may simultaneously access any database or destination and denies access to otherwise qualified users when connection would exceed the limit defined. The system displays a Library -defined message when this occurs. Dynix: Yes Dynix 45 Functional Requirements 3.Q.30. System allows the option for individual users to login by personal identification number (PIN) and password and to access a gateway specific to their user ID. Dynix: Yes 3.Q.31. Patron logs in only once to get to remote database. Dynix: Yes 3.Q.32. The gateway allows users to access destinations defined by the Library, whether or not such destinations are located on the Library's host server or on a remote computer. Dynix: Yes 3.Q.33. System allows only authorized patrons to access remote databases. Dynix: Yes 3.Q_34. System does not display remote database passwords in URLs. Dynix: Yes The system allows the Library to define as destinations: 3.Q.35. Remote databases or services available via the World Wide Web Dynix: Yes 3.Q.36. Remote databases available via Z39.50 Dynix: Yes 3.Q.37. Locally mounted databases Dynix: Yes The system disconnects from the destination and returns to the menu or sub -menu from which the destination was selected when: 3.Q.38. the user logs off of the destination Dynix: Yes 46 Dynix Functional Requirements 3.0.39. the user selects another destination Dynix: Yes 3.Q.49. After a Library -defined period during which the destination is idle (either because of user inactivity or because the destination proved unavailable due to remote server or telecommunications failure, etc.). Dynix: Yes 3.Q.41. After a Library -defined period in order to allow another user access. Dynix: Yes 3.Q.42. System displays a warning text before timing out due to user inactivity and returning to the menu from which the destination was requested. Dynix: Yes 3.Q.43. System enables Library staff to hide and restrict patron access from staff -only functions and services. Dynix: Yes 3.Q.44. All standard Internet Explorer browser buttons like Home, Forward, and Back, can be used to navigate in the catalog. Does not require separate navigation buttons in the catalog. Dynix: Yes 3.R PC Reservation and Use Support 3.R.1. System will automatically charge patrons for PC reservations before the session begins. Dynix: Yes 3.R.2. System will block delinquent patrons from using PCs. Dynix: Yes 3.R.3. System will block certain patron categories from using the PCs (e.g. media, non-resident, lost cards, collections, stopped) Dynix: Yes Dynix 47 Functional Requirements 3.R.4. System will compile statistics on how many patrons used a PC. Dynix: Yes 3_R.5. System will compile cumulative statistics on how many patrons used PCs for Library -selectable date range. Dynix: Yes IR.6. System will compile cumulative statistics on how many patrons used particular PCs by group. Dynix: Yes 3.R.7. System will permit different schedules for different computers. Dynix: Yes 3.R.8. System will check the expiration date against the current system date and if the date is older than the current date, disallow access. Dynix: Yes 3.R.9. System will block patrons from using PCs if the total number of fines & fees owed to the Library is over a Library -defined amount. Dynix: Yes 3.R.10. System able to run on a thin -client system as defined in following section 4K. Dynix: No (see Response to 5.0 IS Cataloging and Holdings 3.S.1. System provides full indexing for the bibliographic file (i.e., all words in all fields of the bibliographic record, including URL addresses in USMARC field 856). Vendor quotes sufficient disk storage and processing power to support this level of indexing. Dynix: Yes �I 48 Dynix Functlonal Requirements 3.S.2. All bibliographic fields are full -text searchable (i.e., the catalog must not be simply a keyword catalog of selected fields, but rather every word of the searchable fields are indexed, allowing the operator to choose keyword and/or phrase searching as appropriate). Dynix: Yes 3.S.3. System provides browse indexes for authors, titles, subjects, series, and a browse index combining all four indexes. Dynix: Yes 3.S.4. System allows editing of a Vendor -supplied stop word list. Dynix: Yes 3.S.5. System supports "smart indexing" wherein searches for names with ambiguous prefixes will retrieve all variants (e.g. Mc and Mac, etc.). Dynix: Other (see Response to a.C) • 3.S.6. System allows user to search on selected non -alphanumeric characters (i.e., C #, C++, etc.). Vendor can supply a list. Dynix: Yes 3.S.7. System supports links from the URL address in USMARC field 856 to the Internet site. Dynix: Yes 3.S.8. System performs data format validation during input of bibliographic information at the workstation as data is input and stored. Dynix: Yes 3.S.9. System includes a standardized MARC record loader that can accept records input from various sources including materials Vendors' databases. Dynix: Yes Dynix 49 Functional Requirements 3.S.10. System enables full screen editing, as opposed to line editing, of the bibliographic record. Dynix: Yes 3.S.11. System supports word-processing functions such as copy and paste, macros, etc., for fields and subfield creation and editing. Dynix: Yes 3.S.12. System provides a global editing utility that can scan the catalog examining each bibliographic record for a specified string within specified fields. Dynix: No (see Response to 5.0 3.S.13. The editing utility can delete the field entirely. Dynix: No (see Response to 5.C) 3.S.14. The editing utility can change a string of characters within a field to another string of characters. Dynix: No (see Response to 5.0 3.S.15. The editing utility can insert a new field or subfield at the appropriate place in the record. Dynix: No (see Response to 5.0 3.S.16. System enables an authorized operator to capture, edit, and load MARC bibliographic and authority records from a Z39.50 server directly to the catalog. Dynix: Yes 3.S.17. The Authority Control module is an integrated part of the system. Changes must be made from the Cataloging module with one keystroke and must take effect in real time. Dynix: Yes 3.S.18. A blind authorities report is included, listing authorities that are not linked to any items on the system. Dynix: Yes 50 Dynix Functional Requirements 3.S.19. A collection age report is supplied that will allow an authorized user to analyze the Library's collections by publication date, statistical category, fund code, etc. Dynix: Yes 3.S.20. System provides a full -record editor that enables authorized user to make local modifications to imported MARC bibliographic and authority records, and to create local records, with the ability to copy and/or modify a record to add to a local file. Dynix: Yes 3.S.21. System enables an authorized operator to perform global edits and updates to authority records, which will automatically change every occurrence of the modified heading in the bibliographic database. Dynix: Yes 3.S.22. Holdings records are automatically created and downloaded to the item record from information contained in the MARC record without the need for any special characters embedded in the field. Dynix: Yes System displays the following fields within the item record: 3.S.23. Item -specific barcode Dynix: Yes 3.S.24. Indication of adult or juvenile level Dynix: Yes 3.S.25. Fine level Dynix: Yes 3.S.26. Item call number (LC, Dewey, or free -text in-house schemes) Dynix: Yes 3.S.27. Owning location Dy7'17x: Yes Dynix 51 Functional Requirements 3.S.28. Item type Dynix: Yes 3.S.29. Loan period Dynix: Yes 3.S.30. Item status (due date, on shelf, in processing) Dynix: Yes 3.S.31. Last checkout date Dynix: Yes 3.S.32. Number of circulations Dvnix: Yes 3.S.33. In -library use statistical counter Dynix: Yes 3.S.34. Holds item on the Dynix: Yes 3.S.35. Renewal indicator Dvnix: Yes 3.S.36. Item cost Dynix: Yes 3.S.37. Date added/modified Dynix: Yes 3.S.38. Hold queue with patron information Dynix- Yes 3.S.39. System permits merging bibliographic records from within holdings or bibliographic editing program. Dynix: Yes 52 Dynix Functional Requirements 3.S.40. Holding/bibliographic editing program can search for records by author, title, ISBN, and quick identifier. Dynix: Yes 3.S.41. All search fields allow truncation. Dynix: Yes 3.S.42. Brief records that are retrieved on initial hits list show call number, author, and title. Dynix: Yes 3.S.43. Copy and save functions take no longer than 1 or 2 seconds. Dynix: Yes 3.S.44. System allows use of programmable function keys for frequently typed data. ❑ynix: Yes (see Response to 5.C) creation 3.S.45. Editing module includes template feature to speed of similar records. Dynix: Yes 3.S.46. The editing module can default to prefill the first 7 numbers of the item barcode (always the same). Dynix: Yes 3.S.47. MARC import module compatible with OCLC CatME and Connexion. Dynix: Yes 3.S.48. System includes the ability to generate and produce spine labels. ❑y.nix: Yes Dynix 53 Functional Requirements 3.S.49. System able to generate ATKey (Author Title Key, which are unique identifiers for title records) for new title records using the same formula as the Geac PLUS system. The AT key consists of the first three letters of the author's name and the first letter of the first four words in the title, and a two -digit number suffix starting with "99" and counting down for each duplicate key. Library can provide additional clarification upon request. Dynix: Other (see Response to 5.Q 3.T Acquisitions 3.T.1. The Acquisitions System is fully integrated into the automated library system. Dynix: Yes 33.2. It interacts with and updates in real time the online catalog, holds/reserves, cataloging, and other modules affected. Dynix: Yes 33.3. It provides current common online capabilities for ordering, processing, invoicing and fund accounting. Dynix: Yes 33.4. Acquisitions functions will interface with circulation and OPAC functions of the system for display of on order items in the online catalog (if option is selected by authorized staff). Dynix: Yes 37.5. System provides for batch and manual input and update of order requests to and from any Vendor and OCLC, via national Bisac, Sisac, and ANSI EDI (and any other common standards currently in use). Dynix: Yes 33.6. System permits the receiving and paying of items ordered from funds appropriated for the current fiscal year, previous fiscal year and upcoming fiscal year for payment at any time during the acquisitions process. Dynix: Yes 54 Dynix Functional Requirements 3.T.7. Interfaces with Baker & Taylor's Titlesource II on the Web. Dynix: Yes 3.T.8. Titlesource II carts download into system's Purchase Order function. Dynix: Yes 33.9. Titlesource II notes field accompanies download of cart. Dynix: Yes 33.1 Q. Titlesource II estimated price downloads into PO function. Dynix: Yes 3.T.11. Has fund accounting for budgeting. Minimum 4-tier hierarchy in fund set-up. Dynix: Yes 33.12. Titlesource II grids download into system's PO function. Dynix: Yes 33.13. Has fund accounting report that can be generated automatically or manually by the operator. Dynix: Yes 33.14. Budget allocation, encumbered, expended, and remaining balance can be generated automatically or manually by the operator. Dynix: Yes 33.15. Fund summary report has subtotals for tiers and a grand total for all funds. Dynix: Yes 33.16. Fund report indicates percentage of funds spent. Dynix: Yes • Dynix 55 Functional Requirements 33.17. Titles may be entered onto a PO manually. 0 Dynix: Yes 33.18. Fund accounting allows for manual "journal" entries to account for adjustments, credit memos, credit card expenditures, etc. Dynix: Yes 33.19. On order entries allows holds to be placed on them. Dynix: Yes 3.T.20. Purchase Orders in system allow for Vendor discounts when encumbering. Dynix: Yes 33.21. Approved/transmitted Purchase Orders encumber funds in fund accounting. Dynix: Yes 33.22. Transmits orders electronically to B &T and receives Confirmation status (filled, backordered, cancelled, Out -of -Print, etc.). Dynix: Yes 33.23. Receives B &T invoices electronically. Dynix: Yes 33.24. Allows for manual entry of invoices and manual adjustment of electronically received invoices. Dynix: Yes 3.T.25. Invoice creation/receipt is a separate function from invoice "apply" or approve to pay. Dynix: Yes 3.T.26. Invoice apply/approve disencumbers funds and adds to fund expenditure, adjusting balance available in real-time. Dynix: Yes 56 Dynix Functional Requirements 33.27. Claim/cancel of orders can be set by authorized system user on a fixed timetable and/or manually. Dynix: Yes 33.28. Cancellation of a title on order disencumbers funds from fund accounting in real-time (thus increasing remaining balance). Dynix: Yes 3.T.29 Searches for a specific title on order within Acquisitions module by call number, title, author, ISBN. Dynix: Yes 33.30. The ISBN is the default search term in the PO system. Dynix: Yes 33.31. Cut/copylpaste individual order lines/entries from one PO to another. Dynix: Yes 33.32. System has duplicate checking feature when adding titles to an order in system's PO function. Dynix: No (see Response to 5.0 33.33. System allows operator to select proceed or cancel with the duplicate order. Dynix: No (see Response to 5.C) 3.T.34. System has list of Purchase Order options: draft, open, partially filled, filled/closed, all. Dynix: Yes 33.35. System allows operator to list, sort, and search Purchase Orders by Vendor ID, and account. Dynix: Yes 33.36. Batch process option for electronic ordering/confirmation, receive invoices, claim/cancel, archive. Dynix: Yes Dynix 57 Functional Requirements 33.37. System allows spending limit alert as determined by authorized operator. Alert can be over -ridden at discretion of authorized operator. Dynix: Yes 3.T.38. System able to export financial data to an electronic file for import to the City's general ledger system. Dynix: Yes 3.0 Serials Management 3.U.i. The Serials Control module is fully integrated into the automated library system. System includes the following serials control capabilities: Dvnix: Yes 3.U.2. ordering Dynix: Yes 3.U.3. check -in Dynix: Yes 3.U.4. claiming Dynix: Yes 3.U.5. routing Dynix: Yes 3.U.6. fund accounting Dynix: Yes 3.U.7, union listing Dynix: Yes 3.U.8. report generation Dynix: Yes (see Response to 5.Q • • • 58 Dynix Functional Requirements 3.U.9. System is able to accept and load electronic subscription data from a subscription service Dynix: No (see Response to 5.0 3.U.10. System can accept and load a subscription file from a subscription vendor. Dynix: No (see Response to 5.0 3.U.11. System can utilize SICI barcode scanning for check -in. Dynix: Yes 3.U.12. System allows quick title lookups by ISSN. Dynix: Yes 3.U_13. System can handle check -in of all types of publication patterns & enumeration, both irregular & regular. Dynix: Yes • JU.14. 3 System can check -in multiple copies of issues. Dynix: Yes 3.U.15. System can predict issue chronology and enumeration using a prediction pattern. Dynix: Yes 3.U.16. System can accommodate check -in of supplements, indexes, replacements, and other related items. Dynix: Yes 3.U.17. At check -in, the system automatically records the issue chronology, date received and number of copies received. Dynix: Yes • Dynix 59 Functional Requirements 3.U.18. System alerts operator when attempting to check -in an issue previously received and provides directions on handling the duplicate issue. Dynix: Yes 3.U.19. System allows modification of the receipt date prediction & the naming pattern at any time. Dynix: Yes 3.U.20. At check -in the operator can override the prediction pattern to receive special issues that do not conform to the established pattern without disturbing the next issue prediction. Dynix: Yes 3.U.21. Check -in information is immediately available on the OPAC. Dynix: Yes 3.U.22. System retains the receiving dates of issues for at least 2 years. Dynix: Yes 3.U.23. Display of OPAC search results will indicate differing formats (i.e. serials will be easily distinguishable from books). Dynix: Yes 3.U.24. Title records include holdings information indicating extent of holdings, location, ceased publication information, continues and continued by information, etc. Dynix: 3.U.25 Dynix: 3.U.26 Dynix: Yes System can display gaps in holdings as well as missing issues. Yes System recognizes issues that have not been checked -in, and flags them as missing or overdue. Yes • • • 60 Dynix Functional Requirements 3.U.27. After a Library -assigned grace period has elapsed, system automatically claims missing issues, allows the operator to generate claim notices and to add a claim to the list manually. Dynix: Yes 3.U.28. The operator can modify claim intervals at any time. Dynix: Yes 3.U.29. System permits customizing the text of each claim. Dynix: Yes 3.U.30. Authorized operator can determine the number of claims that will be made for a missing issue. Dynix: Yes 3.U.31. System enables operator to delete claims from the claim cycle, automatically cancel printing of claim notices once a missing issue is received. Dvnix: Yes 3.U.32. System can electronically transmit claims. Dynix: Yes 3.U.33. System allows canceling of titles at any time, and automatically updates the holdings statement. Dynix: Yes 3.U.34. System allows an authorized operator to produce union lists in printed form, on tape, and online. Dynix: Yes 3.U.35. System can produce a variety of financial, status and statistical reports. Dynix: Yes Dynix 61 Functional Requirements 3.U.36. When full cataloging is not available for a title, a brief record can be used. Dynix: Yes 3.U.37. System allows display of the title record in the OPAC at the same time the check -in record is being accessed in the Serials function. Dynix: Yes 3.U.38. System records and maintains discard schedules, and provides automatic discard alerts. Dynix: Yes 3.U.39. System can produce instructional slips for disposal of issues. Dvnix: Yes 3.U.40. System can assign Library barcodes to issues at the time of check -in. Dvnix: Yes 3.U.41. can System distinguish between Libra barcodes and SIC[ Y 9 Library barcodes. Dynix: Yes 3.U.42. System records per -issue cost and displays the cost in the item record and patron notices and bills. Dynix: Yes 3.U.43. Default search parameter should be title or quick identifier (selectable by authorized operator). Dvnix: Yes 3.U_44. System permits check -in of multiple formats on individual title records (e.g. print and microfilm copies). Dvnix: Yes • 62 Dynix Functional Requirements 3.U.45. System allows multiple users to check -in serials from remote branch locations. Dynix: Yes 3.U.46. System allows a routing list to be maintained for each copy of a title to be received. Dynix: Yes 3.U.47. At check -in the operator can print a label (including title and issue date). Dynix: Yes 3.U.48. At check -in, system can print a routing list at the operator's local printer. Dynix: Yes 3.U.49. System allows the printing of labels and routing slips so that a group of products may be output at the end of a check -in session. Dynix: Yes 3.U.50. System allows operator to record notes about a subscription in the title record, which could be prevented from displaying on the OPAL. Dynix: Yes 3.U.51. System permits name changes of publication and publisher. Dynix: Yes 3.U.52. System permits merges or splits (ie, one journal becomes two, or two join together) of periodicals and links appropriate records. Dynix: Yes 3.V Inventory System 3.V.1. The Vendor will include three portable handheld inventory recorders. The Vendor will provide software for inventory control and tracking in-house use of items. Dynix: Yes Dynix 63 Functional Requirements 3.V.2. The system, upon completion of any collection, sets status for items "missing from inventory" and allows printed report of these items. Dynix: Yes 3.V.3. The system makes allowances for items on loan, in processing, and other statuses that do not qualify as "missing" items. Dynix: Yes IVA. The system reports and allows simple resolution of items found on the shelf which had incorrect status (i.e. checked out, missing, etc). Dynix: Yes 3.W Telephone Renewal/Notification System 3.W.1. System interfaces directly with the circulation system, updating records without staff intervention or batch processing. Dynix: Yes 3.W.2. The system allows a patron to use a touch-tone telephone to interact with the Library's circulation to: a. review items checked out b. renew items checked out c. review any owed fines/fees Dynix: Yes 3.W.3. The system uses text -to -speech synthesizer voice technology to speak titles, dates, and amounts. Dynix: Yes 3.W.4. The system repeats back to caller the information asked for and asks the caller to confirm if the information is correct before the system searches or updates the database. Dynix: No {see Response to 5.0 • • • 64 Dynix Functional Requirements 3.W.5. The system allows all other messages to be human voice and updated easily at any time. Dynix: Yes 3.W.6. The Library can record and personalize the messages that are spoken when the automated telephone module calls a patron or the patron dials into the system. Dynix: Yes 3.W.7. The Library can change messages at any time without Vendor intervention. Dynix: Yes 3.W.8. The system allows Library staff to set up a schedule of days and hours for calling based on the system calendar, so phone calls are not placed during holidays or closed days. Dynix: Yes (see Response to 5.0 3.W.9. The system can send patrons a printed notice, if they cannot be reached by phone or their records indicate their preference for a mailed notification. Dynix: Yes 3.W.10. The system verifies the patron barcode and identification number when the patron calls into the system. Dynix: Yes 3.W.11. The system will determine whether a patron can renew an item based on the type of item. Dynix: Yes 3.W.12. The system will determine whether a patron can renew an item based on the number of times the item has been checked out. Dynix: Yes 3.W.13. The system will determine whether a patron can renew an item based on if the item is on hold for another patron. 0 Dynix: Yes Dynix 65 Functional Requirements 3.W.14. The system will determine if overdue items can be renewed. Dynix: Yes 3.W.15. The system will determine whether a patron can renew an item based on patron block status. Dynix: Yes 3.W.16. The system will produce a summary report of the total number of outgoing calls attempted each day, and how many were completed. Dynix: Yes 3.W.17. The system will produce a summary report of the total number of incoming calls attempted each day, and how many inquiries were attempted and completed, as well as the number of items renewed. Dynix: Yes 3.X Digital Media Archive System 3.X.1. The system can support the search, retrieval and viewing of multiple media formats, including still images, audio and video clips, and streaming audio and video. Dynix: Yes 3.X.2. The system can enable users to access stored material quickly and easily from their desktop using a Web browser and any appropriate viewers. Dynix: Yes 3.X.3. The system can support the search, retrieval and viewing of multiple tent and image formats, including ASCII, HTML, XML, SGML, TIFF (CCITT Group 3 and Group 4), JPEG, GIF, BMP, PCX, DCX, PDA, MP3, MP4 and AVI. Dynix: Yes • 66 Dynix Functional Requirements • • • 3.Y Third -Party Interfaces 3.Y.1. Vendor can provide a hardware/software interface between the automation system and the existing conveyor system at the Central Library. Currently, this is done with a PC transmitting conveyor data through an IRS 232 connection. The Library is open to other methods including SIP. Dynix: Yes (see Response to 5.Q 3.Y.2. Command line interface for all circulation functions for use by programmers for conveyor interface. Dynix: No (see Response to 5.C) 3.Y.3. Vendor can interface with Lexington Technologies (http://www.lexingtontech.com) LexID - Photo card system and use the jpg images captured in the Photo ID system. Vendor can link the images to patron records in the circulation module by referencing a file path to the photo in the patron record view. Dynix: No (see Response to 5.C) 3.YA Vendor can interface with Lexington Technologies Photo ID system and link to electronic signature images to display signatures in the circulation module. Dynix: No (see Response to 5.0 3.Y.5. If Vendor does not have its own public pc time access control system, it can interface with Vendors like Cybraryn, Sam, Envisionware, 3M PAMS, etc. Please specify in section 5C which Vendor is the preferred partner. Dynix 3.Y.6. Dynix: Yes (see Response to 5.0 Vendor can interface with Cash accounting system. Other (see Response to 5.0 Dynix 67 Functional Requirements 3.Y.7. Vendor can interface collection agencies including the Library's current agency, Vengroff & Williams Associates (VWA). List names of collection agencies that the system is compatible with and requirements for compatibility. Dynix: Yes (see Response to 5.C) 3.Y.8. Vendor can interface with the City's general ledger accounting system: J.D.Edwards aneWorld ERP system. Dynix: Yes (see Response to 5.C) • • 68 Dynix • RESPONSE TO SECTION 4 HARDWARE REQUIREMENTS • submitted by D Y N June 4, 2004 0 OPEN MORE EYES Huntington Beach Public Library 1 X- Ell Response to Section 4 Table of Contents 4.A GENERAL........................................................................................................................................ 1 4.13 PERIPHERAL SPECIFICATIONS..........................................................................................2 4.F DIGITAL MEDIA ARCHIVE HARDWARE............................................................................... 4 4.G OPTICAL SCANNERS AND PORTABLE RECORDERS......................................................... 4 4.11 DIAL ACCESS EQUIPMENT........................................................................................................ 4 4.1 PERSONAL COMPUTERS............................................................................................................ 5 4.J WIRELESS LAN.............................................................................................................................. 5 4.K THIN CLIENTS............................................................................................................................... 5 4.L RFID.................................................................................................................................................. 6 4.M REMOTE BRANCHES................................................................................................................... 6 4.N OTHER REQUIREMENTS............................................................................................................ 6 4.0 MICROSOFT SQL REQUIREMENTS....................................................................................... 10 4.P MICROSOFT WINDOWS REQUIREMENTS.......................................................................... 13 4.Q PROJECT MANAGEMENT...................................:.................................................................... 13 • Hardware Requirements 40 Section 4 Hardware Requirements 4.A General In this section, the Vendor will describe the hardware capabilities of the proposed system configuration. In those cases where alternate configurations are proposed, the Vendor shall present a separate hardware capabilities statement for each alternate configuration. In addition, the Vendor will document the existing growth path capacity for each configuration proposed and the hardware expansion paths for the configuration proposed. 4.A.1. All equipment purchased as part of the proposal must be new and supportable by standard hardware maintenance vendors. Dynix: Yes 4.A.2. All such equipment must be unmodified, off -the -shelf hardware. Dynix: Yes 4.A.3. All such equipment must be certified to qualify for full -coverage preventive and remedial maintenance. 9 Dynix: Yes 4.A.4. All cabinets, cabling and devices necessary for the operating of the system and any specialized tools necessary for maintenance of the system proposed must be provided as a part of the proposal. Dynix: Yes 4.A.5. The system proposed must have the capacity for future expansion to support twice the initial number of simultaneous workstation users. This expansion must be possible without replacing any existing cabinets or peripheral hardware. Expansion of system capacity must be accomplished through the module addition of storage devices, processing units, and workstations. Dynix: Yes 4.A.6. The Vendor must provide manufacturer's literature describing environmental requirements for the successful operation of the system. Dynix: Yes Dynix Hardware 4.A.7. The Vendor will provide the servers and other related central site hardware, including but not limited to discs, tape drive, printer, console, workstations and other equipment needed to support the functions described above. Dynix: Yes 4.A.8. Central site hardware will include built-in redundancy, failover, and RAID-5, and hot-swappable drives to eliminate single points of failure and ease maintenance and repair. Dynix: Yes 4.A.9. The Vendor will design to the Library's specifications extensions to the Library's network infrastructure so that all workstations proposed by Vendor may be connected. Dynix: Yes 4.A.10. The Vendor will include in the network design sufficient redundancy to eliminate single points of failure. Dynix: Yes 4.A.11. The Vendor will work with the City's IS staff to ensure that any City server configuration requirements are met. (i.e. partitioning of drives or server naming conventions) Dynix: Yes 4.A.12. All equipment will be energy star compliant and covered by a 3- year onsite warranty. Dynix: Yes 43 Peripheral Specifications 4.B.1. The system proposed must support both thin clients and personal computers and must work with the Huntington Beach Library's currently owned networked Personal Computers. Dynix: Yes 4.13.2. The keyboards must have programmable function keys. 2 Dynix Hardware Requirements • • Dynix: Yes 4.0 Telephone Notification Hardware 4.C.1. Vendor will provide all necessary hardware for the telephone renewal and notification system. Dynix: Yes 4.C.2. Vendor will manage all support contracts if any third party supplier is needed for the Telephone Notification system. Dynix: Yes 4.13 Receipt Printers 4.D.1. The circulation receipt printers must print on standard receipt -sized spools of paper. They must be capable of automatically printing date due slips, payment receipts, and routing slips. Dynix: Yes 4.D. 2. List all receipt printer models that the system is compatible with. Hardware compatibility list must include Epson model TM-T88. Dynix: Yes 4.E Uninterruptible Power Supply 4.E.1. The Vendor must supply an uninterruptible power supply (UPS), which must meet the electrical capacity of the proposed system with a 25% overload capability. Dynix: Yes 4.E.2. The UPS must be able to communicate with the CPU to shut down the system in the event of power failure. The UPS must have an adequate reserve, based on software/hardware requirements, for a graceful shutdown with no loss of data. Dynix: Yes 4.E.3. In case of a computer room power failure and imminent system shutdown a warning must be generated and transmitted to system Dynix Hardware workstations, email, pager, and phone messages to designated staff. 0 Dynix: Yes (see Response to 5.0 4.E.4. System can send email, pager, or phone notices to Computer staff when there is a critical error. Dynix: Yes (see Response to 5.Q 4.117 Digital Media Archive Hardware 4.F.1. Vendor will provide all hardware necessary for the Digital Media Archive functionality described in section 3.X. Dynix: Yes 4.G Optical Scanners and Portable Recorders 4.G.1. System compatible with standard barcode readers. List all models that the system supports. Hardware compatibility list must include the following models of Metrologic barcode scanners using keyboard/PC wedge interface: Metrologic Model 700i, 860i, 951, PC Lightpen, MS6720, Dynix: Yes (see Response to 5.C) 4.G.2. System supports RFID readers. Dynix: Yes 4.G.3. In addition to the above optical scanners, the Vendor supplies three portable handheld recorders for use in inventory control. (see section 3.V). Software must be included for inventory control and tracking in-house use of items. Dynix: Yes 4.G.4. The portable handheld recorders must be fully system integrated into the ILS. Dynix: Yes 4.H Dial Access Equipment 4 Dynlx Hardware Requirements IE • 4.H.1. The system proposed must support attachment of standard Hayes compatible modems to one of the host computer's serial ports, configured to provide a login prompt to permit dial in access for diagnostics purposes. The modem must automatically answer any in -coming call. Dynix; Yes (see Response to 5.0 4.H.2. The system proposed must support remote patron access (dial -in and world wide web). Dynix: Yes (see Response to 5.C) 4.1 Personal computers 4.1.1. Vendor must provide interface capabilities for personal computer access to the system for dial -in, telnet world wide web and dedicated access. Dynix: Other (see Response to 5.0 4.J Wireless LAN 4.J.1. Vendor supports wireless LAN capabilities that conform to the 802.11 B and 802.11 G standard. Dynix: Yes 4.J.2 Vendor supports the Bluetooth wireless specification. Dynix: Yes 4X Thin Clients 4.K.1. Vendor supports diskless OPAC stations. Please indicate which hardware Vendor and model number. Dynix: Yes (see Response to 5.0 4.K.2. OPACs provided by the Vendor will support system access via the wireless LAN. Dynix Yes Dynix 5 Hardware Requirements 4.K.3. All public and staff modules are compatible with Citrix Independent Computing Architecture (ICA) protocol and Microsoft Remote Desktop Protocol (RDP). Dynix: Yes 4.K.4. All public and staff modules are able to run on thin clients and thin pcs hardware. Dynix: Yes 4.K.5. If the Vendor offers a thin client solution, quote all hardware and software required in the standardized pricing sheets in section 2K. Dynix: Yes 4.L RFID 4.L.1. System provided by Vendor must support RFID "electronic barcodes" using radio transponders such as the 3M Digital ID System. Dynix: Yes 4.M Remote Branches 4.M.1. Vendor supports networked access to the System from branch libraries. Dynix: Yes 4.M.2. Describe the Wide Area Network bandwidth requirements for your system. Dynix: Yes (see Response to 5,C) 4.N Other Requirements 4.N.1. System has fail -over capability, clustered servers. Dynix: Yes 4.N.2. System supports disk redundancy with RAID 5, 10 and mirrored databases. 6 Dynix Hardware Requirements Dynix: Yes 4.N.3. System includes hat-swappable disk drives. Dynix: Yes 4.N.4. System includes hot-swappable power supplies. Dynix: Yes 4.N.5. System includes redundant power supply. Dynix: Yes 4.N.6. Provides real time multi -tasking for servers and workstations, processors, and additional disk capacity by at least 50%. Dynix: Yes 4.N.7. System can log transactions in real-time and validate changes in stored data prior to restoring such data in the event of a system crash. Dynix: Yes 4.N.8. System includes high -capacity, hot-swappable tape drive (DLT or better). Dynix: No (see Response to a.C) 4.N.9. System includes autoloader or tape library to hold a minimum of 7- 10 tapes. Dynix: Yes 4.N.10. System permits backups to run as unattended jobs in periods of low usage. Backups can be automated by scheduled, unattended backups. Dynix: Yes 4.N.11. Server(s) are expandable to support additional memory. Dynix: Yes 4.N.12. Vendor supports maintenance of hardware. Dynix 7 Hardware Requirements Dynix: Yes 4.N.13. If any third -party Vendors are involved in hardware and/or software maintenance, the Vendor will be responsible for the managing the contracts and the Vendor will be the point of contact for the Library. Dynix: Yes 4.N.14. If the Vendor is unable to manage third -party contracts, the Vendor will supply the City with copies of third -party contracts, third -party company information, and contacts. Dynix: Yes 4.N.15. System backups can run without affecting response time. Dynix: Yes 4.N.16. Maintenance contract will include explicit schedule of reductions to maintenance payments if Vendor cannot fix software bugs in a set number of days. Dynix: No (see Response to 5.C) 0 4.N.17. Annual Maintenance fee covers all upgrades to software. No additional charges outside agreed upon annual maintenance. Dynix: Yes 4.N.18. Vendor provides on -site training all "modules" of the ILS system and System Administration training. If the Library feels that the training was inadequate, the Vendor will provide at its own expense additional and/or new trainers. Dynix: Other {see Response to 5.0 4.N.19. Vendor will provide a fixed annual maintenance rate for 1 to 5 years in the standardized pricing sheets of section 2K. Dynix: Yes 4.N.26. Annual Maintenance fee includes Vendor providing maintenance support. There are no additional charges such as emergency fees. Dynix: Yes r� 8 Dynix Hardware Requirements 4.N.21. Vendor will provide fixed prices for a range of available support hours: a. 24M365 phone, next day onsite b. Mo-Th 7a-11p, Fr -Su 7a-7p (PST) phone, next business day onsite c. Mo-Th 9a-9p, Fr -Su 9a-5p (PST) phone, next day onsite d. Mo-Fr 8-5p (PST) phone, next day onsite e. Sa-Su 8-5p (PST) phone, next business day onsite f. Other Vendor supplied hourly phone/onsite support scenarios Dynix: Other (see Response to 5.0 4.N.22. Vendor will provide a toll -free number for Library calls. The Vendor will pay for any and all phone support fees. Dynix: Yes 4.N.23. Vendor will thoroughly test and provide Operating System and database updates and instructions in a timely manner from when the updates were made available by the OS and database Vendors. Dynix: Other (see Response to 5.0 4.N.24. Shipping costs for parts replaced under maintenance is paid by the Vendor. Dynix: Other (see Response to 5.0 4.N.25. Service -level agreement: 99.9% uptime. Dynix: No (see Response to 5.0 4.N.26. Vendor will work with manufacturers to secure educational discount and CMAS pricing (where available - CMAS is a CA state pricing schedule). Dynix: Yes 4.N.27. Vendor will include pricing and specifications for a testing/training server, with appropriate software, in its response. Dynix: Yes Dynix 9 Hardware Requirements 4.N.28. Cost of data conversion quoted in the RFP will be all-inclusive and will include data cleanup services, as well as the costs of the changes described in section 3.17.9 and 31.10 and 1.D.3 above. (Data cleanup services includes authority control, correction of old records, renaming call numbers, creation of new agencies, and adding default data for missing entries.) If any of these services are not included in a typical data conversion cost, please itemize costs on the pricing sheet. Dynix: Yes 4.19.29. Cost of data conversion quoted in RFP will include data extraction services for extracting data from our current Geac Informix database. Vendor will contract with Geac as necessary. Dynix: Yes 4.N.30. Vendor provides disaster recovery service for all items of the system. Documentation and training on how to recover will be provided to staff. Quote disaster recovery service as a separate "Other" line item in the pricing sheet if is not included as part of the Vendor's standard ILS pricing. Dynix: Other (see Response to 5.0 4.0 Microsoft SQL Requirements The City of Huntington Beach's preferred (though not required) database platform is Microsoft Sequel Server 2000 or higher versions. If your system is offered with the Microsoft Sql database, please answer these MS -SQL specific questions. 4.0.1. MS -SQL implementation utilizes Analysis Service and has an OLAP copy of the OLTP database. Dvnix: No (see Response to 5.0 4.0.2. OLAP database is updated concurrently with the OLTP database. Dynix: No (see Response to 5.C) 4.0.3. MS -SQL implementation uses Windows -Only authentication. No SQL authentication necessary. • Dynix: No (see Response to 5.0 0 10 Dynix Hardware Requirements 4.0.4. All user access to OLTP database is via views, functions or stored procedures. Dynix: Yes 4.M. No direct access to tables is needed for end users. Dynix: Yes 4.0.6. All transactions are written using set -based stored procedures using formal begin, end, commits. Dyizix: Yes 4.0.7. Cursors are not used in any applications. Dynix: Other (see Response to 5.0 4.0.8. All locks have timeouts so that they are released automatically. Dynix: Other (see Response to 5.0 4.0.9. All transactions have graceful failure by using smallest set of locks. Dynix: Other (see Response to 5.0 4.0.10. Transactions have save points. There are named points for restoring back to a certain point. Dynix: Other (see Response to 5.0 4.0.11. Applications use OLE-DB drivers or SQL connection for database connectivity. Dynix: Yes 4.0.12. Database APIs use OLE DB and ADO rather than ODBC and ADO to access SQL server. Dynix: No (see Response to 5.Q 4.0.13. No ODBC drivers needed for applications. Dynix: No (see Response to 5.0 4.0.14. SQL implementation installs log file on separate hard disk than data file. Dynix ii Hardware Requirements Dynix: Other (see Response to 5.0 49 4.0.15. Log file hard disk is mirrored and data file hard disk is on a RAID 5 array. Dynix: Other (see Response to 5.0 4.0.16. Test/Training server can be implemented as a failover server. Dynix: Other (see Response to 5.0 4.0.17. Are there any fields in which nulls are allowed? If so, which ones? Dynix: Yes (see Response to 5.0 4.0.18. The proposed system shall not require the use of a secondary DBMS. If a secondary DBMS is required, please describe its role in the application. Dynix: Other (see Response to 5.0 4.0.19. Vendor provides SQL performance monitoring measures and baseline statistics that can be compared against daily operational statistics. Dynix: No (see Response to 5.0 4.0.20. How many scalar functions are used in the system? Dynix: Other (see Response to 5.0 4.0.21. How many multi -statement table -valued functions are used in the system? Dynix: Other (see Response to 5.0 4.0.22. How many in -line table -valued functions are used in the system? Dynix: Other (see Response to 5.0 4.0.23. Are database maintenance plans defined in the system? Dynix: Yes (see Response to 5.C) 4.0.24. What backup method will be set up for the system? Daily, full, incremental, differential? Explain in detail the backup strategy. 12 Dynix Hardware Requirements Dynix: Yes (see Response to 5.0 4.P Microsoft Windows Requirements The City of Huntington Beach's preferred (though not required) operating system platform is Microsoft Windows 2000 or higher versions. If your system is offered with the Microsoft Windows operating system, please answer these MS -Windows specific questions. 4.P.1. Is the proposed system developed specifically for Windows 2000? Dynix: Yes 4.P_2. If the system was developed on another operating system and ported to Windows 2000, discuss in detail: a) The programming language in which the software was originally written; b) The programming language in which the code is supported on Windows 2000; c) The methodology used to transfer the development code to the Windows 2000 operating system; d) How new developments and enhancements are added to the Windows 2000 version. Are they done on the original development platform first and then ported? e) How bugs are fixed on the Windows 2000 platform. Are they first fixed on the development platform and then the code ported to the Windows 2000 platform, or are bugs only fixed on each individual o/s? f) How testing is done on the development platform and then on the Windows 2000 platform? Are identical tools used? Describe. g) How documentation is modified and updated to reflect the variances in code from the development platform to the Windows 2000 platform. h) How much time transpires from the time that the code has been successfully tested on the development platform to the time that the code has been ported and successfully tested to the Windows 2000 operating system. Dynix: Yes (see Response to 5.Q 4.Q Project Management Vendor will provide the following to facilitate project management. ✓ Project Plan Dynix 13 Hardware Requirements ✓ Site preparation plan and personnel responsibilities ✓ Project staffing requirements o Training before/during/after o Roles and responsibilities ✓ Project Change Control o Define how project changes to be communicated and managed. Includes bug reporting/tracking, enhancement requests ✓ Delivery and Installation o Delivery should be within a week of implementation to avoid warehousing equipment o Vendor will install equipment ✓ Testing o System testing o Application testing ■ Unit test ■ Integration test ■ Stress test o User testing (pre -production) o Acceptance testing (works in production) a Acceptance testing reruns (on upgrade) ✓ System Maintenance and Support o Training ✓ Documentation Dynix: Yes (see Response to 5.0 • 14 Dynix • • OPEN MORE EYES RESPONSE TO SECTION PERFORMANCE AND ACCEPTANCE TESTING NARRATIVE TO SECTIONS 3 AND 4 submitted by rj D Y June 4, 2004 Huntington Beach N I X Public Library 9 Response to Section 5 Table of Contents 5.A FUNCTIONAL REQUIREMENTS AND TESTING...................................................................................I 5.13 RELIABILITY TESTING..............................................................................................................................3 5.0 EXPLANATION AND CLARIFICATION TO RESPONSES SECTIONS 3 & 4....................................7 GENERALREQUIREMENTS..........................................................................................................................................7 MODULES AND GENERAL FEATURES..........................................................................................................................8 BACKUPSYSTEMS......................................................................................................................................................9 SECURITY ACCESS CONTROL ................................. STATISTICS AND REPORT GENERATION....................................................................................................................13 STANDARDSSUPPORTED..........................................................................................................................................21 SOFTWARE COMPATIBILITY AND DATA MIGRATION ........................ .......23 CHECKIN & CHECKOUT (CHARGE & DISCHARGE)...................................................................................................25 RENEWALS.................................................................................. ..25 FINES/OVERDUES........................................... ................... .................25 CASH MANAGEMENT AND COLLECTIONS SUPPORT..................................................................................................26 ERROR CHECKING AND DATA ENTRY VALIDATION .............................. .......26 ............................................................ PATRON MANAGEMENT....................................................... ..26 INTERLIBRARY LOANS AND RESERVES.....................................................................................................................27 WEB CATALOGIWEB PORTAL ................................. .............................. .................................................................28 . PC RESERVATION AND USE SUPPORT.......................................................................................................................28 CNI-ALOGING AND HOLDINGS ................................................. ......28 ACQUISITIONS................................................................................................................._..29 SERIALS MANAGEMENT.......................................................... .........._29 TELEPHONE RENEWAL/NOTIFICATION SYSTEM ............... .......29 THIRD -PARTY INTERFACES ...................................................................................31 UNINfERRUPTIBLE POWER SUPPLY..........................................................................................................................32 OPTICAL SCANNERS AND PORTABLE RECORDERS....................................................................................................32 DIALACCESS EQUIPMENT........................................................................................................................................32 PERSONALCOMPUTERS............................................................................................................................................33 THINCLIENTS......................................................_.............................._...................................33 OTHERREQUIREMENTS ............................................... .............................................................................................33 MICROSOFT SQL REQUIREMENTS............................................................................................................................34 MICROSOFT WINDOWS REQUIREMENTS...................................................................................................................36 PROJECTMANAGEMENT...........................................................................................................................................36 0 Performance and Acceptance Testing Section 5 Performance and Acceptance Testing 5.A Functional Requirements and Testing 5.A.1. Vendor will supply software to perform all the functions and sub -functions detailed in the RFP. Dynix: The software functionality testing will test the functions in our user manuals and Proposal, but not the UP. 5.A.2. When the Vendor certifies, in writing, that the system software has been installed as specified, the Library will schedule a functional test. Dynix: Please see our test below. 5.A.3. library staff will access and move through each function, checking features and sub -functions against the specifications. The system must perform as specified in the RFP contract, and the Vendor's literature. Dynix: Please see our test below. 5.A.4. Library reserves the right to require Vendor to be present during testing, 0 but the Library's staff will conduct all procedures. Dynix: Please see our test below. 5.A.5. if the system does not pass the initial functional test, the Library may agree to repeat the test after the Vendor has made adjustments to the software or hardware. Dynix: Please see our test below. The following features are part of software module testing, and each will be tested or conducted during the test. 1. General Features (Ail modules) 2. Searching Capabilities (All modules) 3. Data Entry and Editing (All modules) 4. Bibliographic/item File and Maintenance 5. Bibliographic Interface Software 6. Authority Control 7. Inventory (Circulation) 8. Checkout (Circulation) 9. Renewal (Circulation) 10. Circulation/Management Reports (Circulation) 11. Check -in (Circulation) Dynix 1 Performance and Acceptance Testing 12. Fines and Fees (Circulation) 13. Notice Production (Circulation) 14. Holds (Circulation) 15. Recalls (Circulation) 16. Patron File (Circulation) 17. Reserves (Circulation) 18. Offline Circulation Backup system 19. Report Writer 20. Acquisitions 21. Serials 22. Electronic Databases 23. Gateways 24. Network Operations 25. Z39.50 Server 26. Inter -Library Loan 27, Loading MARC records (Cataloging) 28. Editing MARC records (Cataloging) 29. Deleting MARC records (Cataloging) 30. Telephone Notification System 31. Digital Media Archive 32. 1 nventory System is 5.A.6. Software Module Test Remedies 0 In the event that testing shows that the system fails to work as promised, the Vendor must remedy the problems before the Library Director and Information Systems Director will provide written approval for the next milestone payment. Dynix: Please we our test below. MODULE FUNCTIONALITY TEST PURPOSE: The purpose of the Module Functionality Test is to verify that the functional capabilities of the Licensed Software purchased have been delivered. TIMING: Testing will coincide with the installation of the various modules and shall be completed or waived within thirty (30) days of initial core training. PERFORMED BY: Library staff. • Dynix 1] Performance and Acceptance Testing TEST METHODOLOGY: (1) Customer may compare the Software with the applicable user manuals to ensure that the functions exist and are operational. (2) Functions which do not operate properly shall be noted and reported in writing to Dynix. (3) Dynix shall clarify and resolve all reported problems within thirty (30) days of receipt of report. Within seven (7) days of receipt of notice of resolution from Dynix, Customer shall retest the function and confirm that the function has or has not been resolved. (4) Dynix and Customer agree that not all aspects of the software are reasonably testable in the time frame given (e.g. "two-year cumulative statistics") and that certain aspects (e.g. "user friendliness") are subjective. Untestable features or aspects of the Licensed Software shall not prevent the Module Functionality Test from being accepted. ACCEPTANCE: The Module Functionality Test for a given module will be successfully completed when each problem properly reported in the thirty (30) day test period has been resolved. In the event that Dynix receives no notice regarding non-functioning items within thirty (30) days of completion of initial core training, then the Module Functionality Test will be deemed to have been successfully completed. The foregoing does not relieve Dynix of any obligation under the warranties section of this Agreement. REMEDY: Customer's exclusive remedy is to have Dynix correct the Licensed Software in accordance with the warrantees section of the Agreement. 5.11B Reliability Testing 5.B.1. System installed must have a reliability of at least 99.9% for software and hardware during testing, operational hours after initial installation, after each module is installed. Dynix: Please see our test below. 5.B.2. Dynix: 5.B.3. Dynix: Dynix System is expected to be available for use 24 hours a day, 7 days a week. Please see our test below. When the Library and Vendor mutually agree that the system is fully installed and operational, the test will begin. Please see our test below. Performance and Acceptance Testing 5.13.4. The testing period will restart each time a failure is encountered. Dynix: Please see our test below. 5.13.5. Periods of hardware and/or software failure will be logged and timing will begin when the Vendor is notified of the failure. Timing will end when the system is declared available for use by staff and patrons. Dynix: Please see our test below. 5.13.6. If the system does not pass the initial reliability test, the Library may agree to repeat the test after the problems have been corrected. Such corrections will be made at the Vendor's expense. Dynix: Please see our test below. 5.B.7. The Vendor will provide and train Library staff in performance monitoring methods and provide baseline statistics that can be compared against daily operational statistics Dynix: Please see our test below. 5.B.8. Downtime is defined as the period of time when it is not possible to perform scheduled activities due to an equipment or software malfunction or when the system is released to the Vendor for remedial maintenance. Dynix: Please see our test below. 5.B.9. The testing period is not completed until both the Library Director and Information Systems Director have provided written signatures of approval. Dynix: Please see our test below. Ley'[+'�1�►�i�:a��l�l:�l��>�'i��."�� PURPOSE: The purpose of the System Reliability Test is to demonstrate and verify that the System operates at a 98% reliability level for an extended period of time. TIMING: This test will begin upon completion of installation of the Database Server and after training on the first Licensed Software module. PERFORMED BY: Customer staff. TEST METHODOLOGY: (1)The System is defined as all Hardware and Software installed and maintained by Dynix to date. Dynix Performance and Aooeptance Testing (2)Within a total test period of 90 days, a successful performance period of 30 days must be completed. The total test period and the successful performance period are calendar days, excluding holidays. 3 This test may be overlapped with other testing procedures. 4 The System must be available for 98% of Customer's normal business hours. 5 Customer may stop and restart the test, and the time during which the test has been stopped at Customer's option shall not count as downtime nor as part of the performance or test period. In no event shall such interruption(s) of the test extend beyond a total of five days per test. (6)Customer and Dynix will each maintain an operations log_ Each downtime occurrence, as defined below, shall be measured, calculated, and logged separately into the operations log- (7) Downtime is defined as the amount of time between the moment Dynix is notified of the occurrence and the moment that the outage is successfully resolved during both Customer's operational hours and the hours Customer is covered by a Dynix Maintenance Agreement. Not to be counted as downtime: - holidays - other times when Customer is officially closed - times when Customer has not contracted for maintenance coverage - all scheduled preventative maintenance downtime - downtime due to power failures - downtime due to improper environmental conditions - downtime due to Customer's staff (operator) error - outages which do not affect Customer operations or System performance - outages for which on site spares are available - downtime caused by unauthorized. System components (8)AII downtime shall be measured by rounding to the nearest increment of 6 minutes. At the conclusion of each downtime period, the downtime value resulting from each occurrence will be computed to arrive at the total amount of downtime. Under no circumstances shall a downtime coefficient value of more than 1.0 be used in calculating the minutes of downtime. (A) The formula for calculating each occurrence of downtime is as follows: d) = downtime coefficient value m) = number of minutes of downtime t) = total downtime [for that occurrence] FORMULA (t) = (d) x (m) table: (B) The downtime coefficient value shall be assigned according to the following Hardware_Malor Outaqe: 1.00 -- Central processing unit 1.00 -- Disk drive(s) controller 1.00 -- Main memory Hardware Minor Outage: (each device) 0.05 -WWorkstations 0.05 -- Barcode readers 0.25 -- Tape drive 0.10 -- Portable optical readers/terminals 0.10 -- Modems Dynix Performance and Acceptance Testing Dynix. 0.05 -- Any other vendor supplied Hardware currently under maintenance with • Software Ma'or Outage: 0 -- ec -out 1.00 -- Check -in 1.00 -- Bibliographic file update 1.00 -- Patron file update 1.00 -- Item file update 1.00 -- HIP title inquiry Software Minor Outage: (per function) 0.50-- Hold 0.50 -- Fine payment 0.50 -- Patron name inquiry 0.50 -- Authority file update 0.50 -- Receiving items in Acquisitions or Serials 0.50 -- Cataloging items in Media Scheduling 0.50 -- Ordering items 0.50 -- Adding reserve items 0.25 -- Updating funds 0.25 -- Claiming Any software functions not specifically identified above will not be included in the downtime calculation until they remain uncorrected for a period of 16 scheduled business hours. At that time, they will automatically carry a coefficient value of 0.10. Only those items of the System covered by maintenance shall be considered in downtime calculations. 0 (9)ln the event that at any time during the test the cumulative downtime exceeds the allowable two percent for the entire test, the test shall automatically restart at the point the problem has been solved. Customer shall notify Dynix in writing within seven days of the date the System Reliability Test is restarted. Notification shall include a copy of the log. ACCEPTANCE: The System Reliability Test shall be successfully completed when the System has run 30 days with 98% or greater uptime. If no notice of downtime is received by Dynix within 40 days of the commencement or restart of the test, the test shall be deemed successful. REMEDIES: In the event Dynix is unable to successfully complete the test within the total test period, Customer's exclusive remedy is for Dynix, at Dynix's sole option, to replace any of the components under Dynix warranty or maintenance which have caused the test to fail_ Any and all costs associated with said replacements shall be borne by Dynix. The test shall not be restarted until said replacements have been made. This remedy shall be Customer's exclusive remedy in the event Dynix is unable to pass the System Reliability Test within the total test period. Is Dynix Performance and Acceptance Testing 0 S.0 Explanation and Clarification to Responses Sections 3 & 4 Insert here any explanations or description to all previous items_ Make sure to reference the item number discussed. Example: 3. G. S (This feature will be available in the next release scheduled for Dec 2004) Dynix notes: All dates relating to planned or future functionality are best business estimates only and are not guaranteed. FUNCTIONAL REQUIREMENTS General Requirements 3.7 Development for Horizon began in 1989. The goal was to create an SQL -based fully distributed client/server system with a GUI. The prototype was created that year. • 1990 brought our first beta customer and one year later the PAC, Circulation, and Cataloging modules were in production. • In 1992 we released the Serials and Acquisitions modules. • 1993 brought support for Novell platforms on PC, UNIX on RS6000, Novell on IBM PS2 server, UNIXSun on a Sun server, HP -UNIX on an HP server, DecRisc, NT on a PC, DGUX on DG, SUNSolaris on a Sun server, and Novell on HPNET. • In 1994 we provided support for Novell on ProLia2, A1phaVM on Alpha, NT on a 586, DECRisc on DECRisc, SUNSolaris on a Sun1000, SUNSolaris on a Sun 20, NT on ProLia4, and A1phaVM on an Alpha V. • In 1995 we released our Reserve Book Room module. • In 1996 we released versions 4.0 and 4.1 • In 1997 we released version 4.2. • In 1998 we released version 5.0 and 5.1, both functional versions. Horizon 5.0 was our first all -Windows client release, and 5.1 included enhancements to the Acquisitions module. • In 1999 we released version 5.2, which included major enhancements to the Acquisitions module as well as the first release of our Bindery, DebtCollect, Media Scheduling and Homebound modules. We also released 5.3, which included many enhancements to several modules. • In 2000 we released Horizon 6.0, which is a major system release, showcasing the beginnings of a new interface, UNICODE compliance, and our new Inventory module. • 2001 brought Horizon 7.0, which included continued improvement in the user interface and direct Z39.50 record import from bibliographic vendors. • In May of 2002 we released Horizon 7.2, which included the Launcher, which brings the entire Horizon system to your desktop as a single application. 7.2 also introduced the newly re -engineered MARC Editor, which functions like a word processor. Other features that were added included MARC Syntax and Validation functionality and Record Ownership and Security for Bibliographic and Authority Records. The 7.2 improvements in staff workflow and efficiency provided powerful new flexibility to library staff. Dynix Performance and Acceptance Testing In July of 2003 we released Horizon 7.3, which added over 100 new features and enhancements to an already robust system. An Authority Loader, guaranteeing accuracy and reducing staff time, was added, as was the ability to create order blanks and session defaults in Acquisitions, download MARC records with order information included in tags, and map call numbers from bibliographic records into item records. This release also included Closed Stack Access features, improvements in holds/requests capability for consortia, and improvements in the overall architecture of the system. In March of 2004 we released Horizon 7.3.2 which featured: ➢ The ability to use significant digits when entering an item barcode. ➢ Borrower card expiration by birth date ➢ Intra-library loan statistics A Facilitate the display of Summary of Holdings information in Horizon Information Portal. ➢ Advanced Booking integration with Horizon Information Portal. A Batch Item Delete. ➢ Exporting Spine Labels. Export spine label data to a file. ➢ Electronic ordering enhancements for consortia ➢ The ability to have reconstructed data for reports We have two scheduled enhancements per year driven in large part from our client suggestions for enhancements to the system. Dynix hosts an online Enhancements Database which enables users to post suggestions for system enhancements, and to vote for or against other enhancement suggestions. 0 3.8 We released our first all -Windows version of Horizon in 1998 with Horizon 5.0. That version was compliant with Windows NT. We have stayed current with stable versions of Windows as the OS was updated by Microsoft. For example, Horizon now runs on Windows 2003 on the server side and NT, 2000, or XP on the client side. 3.9 Please see our response to each line item in Section 6 of this proposal. 3.10 Modules are licensed for both the server and the client. Modules and General Features 3.A.15 Horizon runs on Sybase SQL 12.5 on Windows 2003 or Sybase SQL 12.5.1 on Red Hat Enterprise Linux. Horizon also runs on Microsoft SQL Server 2000 on Windows 2003. 3.A.21 Horizon runs as either a turnkey system or as an ASP service. Currently, the system can run as an ASP service using only web browsers and a Citrix client piece. However, due to Huntington Beach's size, we advise using Horizon in a turnkey configuration. In a turnkey configuration, the system currently runs in a web browser for patron access (through the Horizon Information Portal), and on a Windows client workstation for staff access to the core Horizon modules. Some staff clients, however, do run in a web environment (for example, the system administration modules for both Horizon Information Portal and URSA interlibrary Loan). 0 Dyn ix Performance and Acceptance Testing 3.A.26 Dynix server and OS support provides technical assistance in performing standard OS tasks and troubleshooting any problems. Installing patches, backups, and other daily system administration tasks are the responsibility of the library. 3.A.28 Dynix provides system upgrades or enhancements at zero cost, provided that the library's maintenance contract remains current. 3.A.29 System upgrades are designed to be customer -installable. 3.A.39 Horizon offers staff client auto -download. Once you have upgraded the server, the client will recognize an upgrade is available and will automatically download it. This eliminates the need to do workstation -by -workstation upgrades. This works within a release level (for example, from 7.3.1 to 7.3.2). Upgrades that advance a release level (7.3.2 to 7.4, for example) will need to be manually downloaded from a central server and then installed. 3.A.40 The circulation system offers all the functionality and information showing in the screen shots contained in section 8.A screen shot, but not all on the same screen. The information is kept in an intuitive, easy -to -find format. Backup Systems 3.B.7 You cannot currently search the catalog if the database server is offline. 0 Security Access Control 3.C.3 The system provides for the ability to secure access to hundreds of different features within the Horizon system, though not all of the features. The list of features that can be secured by User ID includes. Acquisitions • Add or edit a Purchase Order Line • Add PO Line Item after PO Line Approval • Attach/detach copy records to/from Purchase Order Line • Back Order a Purchase Order Line • Cancel a Purchase Order Line • Change ONLY PO Line Notes after PO Line Approval • Change PO Line after PO Line Approval • Change Statement header after Statement Approval • Create Copy Records for Purchase order Line • Create Item Records for Purchase Order Line • Delete a Purchase Order Line • Delete a Purchase Request • Delete Acquisitions Generated Bibliographic Data • Exceed Budget Order Limit • Exceed Budget Spent Limit • Exceed vendor Contract Order Limit Exceed Vendor Contract Spent Limit • Open a Purchase Order Dynix 9 Performance and Acceptance Testing • PO Line Approval • Print a Draft Purchase Order • Print a Voucher • Print Claims • Process a Purchase Order • Receive a Purchase Order Line • Record Invoice Line on a Statement • Specify a Borrower on a Purchase Order Line • Specify a Budget Split on a Purchase Order Line • Statement Approval • Undo a Processed Purchase Order • Undo a Statement Line • Undo a PO Line Approval • Undo Receipt or Cancel of Purchase Order Line • Undo Statement Approval • Use Closed Budgets • Use Frozen Budgets • Void a Voucher • Delete an Account • Modify Budget Hierarchy Bookings • Allow short bookings • Delete booking Cataloging • Batch create items • Copy item record • Create a new item record • Create copy records • Create summary of holdings • Delete copy record • Delete item • Edit copy record • Edit item record • Edit summary of holdings • Relink copies • Relink items Circulation • Add a block record to borrower table • Add a fee record to borrower table • Add borrower record • Cancel hold • Change a fee record on burb table • Change circulation date and time • Change Circulation Slip ini settings • Check out an item on hold for another borrower 10 Dyn ix Performance and Acceptance Testing • Check out but don't renew expired borrower • Check out ok from blocks window • Checkout or renew an item requested by another borrower • Circulation payment menu • Circulation refund menu • Circulation waiver menu • Claimed or Lost CKO menu items • Clear checkin note • Create proxy borrower • Delete Block • Delete Borrower Record • Due date or due time is changed • Edit Borrower Record • Edit Item in circulation • Exceed maximum number of items checked out • Exempt from fines • Fast -add bibliographic and item • Fast -add item to existing bibliographic record • List items checked out to borrower • Mark item as claim returned • Mark item as lost • Override button for non-overnightable bookable items • Override button for noncirculating items • Override button in renewal dialog box • Override button on Max dialog box • Renew button from borrower expired dialog box • Renew from the CKO menu • Select BookDrop in CKI • Select StatsOnly in CKI • Show Borrower Record from CKI Reserve Book Room • Access item archives • Access items list from ICT • Copy borrower record • Copy course record • Copy instructor record • Create new ICT Record • Create new item • Create short bibliographic record • Delete course record • Delete instructor record • Edit ICT record • Edit item • Flag item for reserve • Flag items for withdrawal • Link course to instructor • Link instructor to course Dynix 11 Performance and Acceptance • Print spine label • Unarchive an item Requests • Delete Request from circulation or Staff PAC • Delete Requests from Pull List • Reorder request queue • Edit request Serials • Access routing functions • Add copy issues • Attach a PO Line Item • Checkin issue • Copy copy record • Create new copy • Create new issue • Create new prediction • Create new route • Create new summary of holdings • Create pre-checkin note • Create special issue • Delete copy record • Delete issue • Delete prediction • Detach a PO Line Item • Edit copy from serials • Edit issue • Edit prediction • Edit route • Edit summary of holdings • Force claim • Predict Like • Predict next issue • Select next vendor • Send record to scki • Serials Binding Bundles • Serials Binding Checkout Lot • Serials Binding Copy Record Setup • Serials Binding Lot Workform Printing • Serials Binding Lots • Serials Binding Print Bundle Workforms • Serials Binding Pull Lists • Set copy status to damaged • Set copy status to not coming • Set expected • View attached PO Line items • View copy history 12 Dynix Performance and Acceptance Testing • View issue detail 3.C.4 The system provide protection against accidental erasures through password -controlled delete functions and delete confirmations. 3.C.6 The system provides for access control based upon user ID and password, not by terminal ID. 3.C.10 Intrusion detection notification is provided as a function of HBPL's network security (not as a function of Horizon). Statistics and Report Generation 3.D.1 Horizon's Web Reporter represents a significant technological step forward for all reporting capabilities in Horizon, the Horizon Information Portal, and URSA. Our initial goal is to create the "canned" reports our customers have grown accustom to but make them available in the Horizon environment through the Reports Manager software. In addition to this benefit for Dynix customers considering a migration to Horizon, we are also providing a comprehensive report creation tool inside of the Reports Manager software to allow libraries reporting capabilities they never thought possible. Imagine having access to any canned or created report for just your specific location or library via a standard web browser. Or the ability to just subscribe to a report that another staff member created and have the result set automatically emailed to your desktop, PDA, or cell phone. Imagine being able to create complex reports outside of the SQL language by using a wizard to walk you through the entire report generation process. Or the ability to not just limit who has rights to create and run reports but who has rights to report on specific data fields within your consortia's database. Web Reporter is truly an on -demand, flexible, and easy to use reporting tool that will change the way librarians think about mining their data. Some of the many features of Horizon Web Reporter are as follows: • Comes with standard reports for all Horizon, HIP & URSA modules for which statistics are collected • Ability for the library to do ad hoc reporting without having to know the underlying table structure • Ability to share reports with other libraries • Zero footprint web -based reporting capability, so that librarians can get reports anywhere, including at home • Role -based security, so that libraries can limit who has access to what reports and what data • Ability to graph information • Drill through capability to explore the underlying data from dashboard, graphics and individual reports • Wizard driven report creation using prompts • Print and print preview • Incremental fetch of large data sets • Simple sorting and multiple column sorting • Subscribe to a report or document to be delivered to your email account • Personalized subscriptions to reports Dynix 13 Performance and Acceptance Testing • Scheduled email report delivery or email immediately • Drill down on grid or graph • Multiple dated versions of same subscribed report available in history list ,• Export reports to a wide variety of formats including Microsoft Excel and PDF .• Save to "my reports" l• Apply view filters to reports ,• View SQL generated for a report following are some sample. screen shots of Horizon Web Reporter: search Vou are here: Home > Horizon web Reoorter> Shared Reports FOLDER DESCRIPTION Acquisitions foldor(s) owner: Administrator 0 0 repok(z) I Mndfied: 4/21/04 10:30:16 AM 0 document(s) VIEW MODE • Large icon. view • List W¢a /fit'! lon RqUN FILTER + TEMPLATE owner. Administrator Own—Clrcula dmi Modlfl¢d: 9/22/04 9:36:18 AM db Run this fdl ' select a filter Ej with thi5 template: Seled: a template Reserve Book Room NEED HELP? Ownen Administrator \)\�r/l}\►Y-'' ModRed: 4/21/04 10:30:21 AM Serials t owner Administrator ' l _ y Medfiad: 4/21104 SD:30:04 AM Cataloging Owner: Administrator Moaned: 4/21/04 10:30:09 AM Director Dashboard 6 ` Own.,. Administrator \y\Y Modlfledi 4/22/04 9:49,45 AM "T Schools Ownen Administrator Modified: 4121104 10:30:29 AM Copyright ® 1996-2003 MicroStsateg, lnmrp... ted. All rights reserved. Confidential. M Horizon Web Reporter enables you to select from several pre -configured reports, while allowing you to select parameters specific to those reports. . 14 Dynix Performance and Acceptance Testing • • • quick search soy are here r Home > 4-at,91i web Reoorte• > 8111 Reports > Ciroslaban > 6 Item Reports Advanced saerch FOLDER DESCRTPTIDN Collection Age 0 folder(.) (i L9) Count of items by collodion and ago. Filter by 13 report(.) location 0 document(s) .sipper, Admiristrator VIEW MODE Modified: 4y21104 10:30i37 AM Edit su6soipti4ns E.D.rt PDF • Loge id.— riew •ustyiew -RUN FTLTER + TEMPLATE Item Status (count) (excluding IN and 01 Have this file.. (044) Litt of Item status descriptions and tl-,e number of s.l.tt a fikar, items assigned to that status for all rtatuses other than 1 vwDs tlria te,nplate. "dack4d In" and "dr.ck.d out". Filter by I ... do.. Paged Sale -,.template - by lecatlnn, o»ndr: Administrate, NEED HELP? MadlRedr 4, 21104 10: 30:36 AM Edit Subscriptions Esport PDF Item Status Cnurlt Graph ,tilt (046) Graph o4 item states desviptions and 0- numbs of items assigned to that status for ell statuses other than :t irked ii" rh id,.d out".'dpsed stack", end is r,si Flit,, by location. Owner: Adminlrtrator Modified: 4/21/04 10; 30:35 AM Edit SuhscnPbans E...rt M Items by Collection (count) (047) Count of Items by col€.coon cod.. Fill by locatior and arllecbon codes. Paged by location. O,enen Administrator Ned]fiedr 4f21f04 10:30:341IN1 Edit Bubscrotions (sport PDF Items by ]type (taunt) (030) Count of Items by item loan (ype. Filter by Iodation and kyp,. Paged by I..tie.. .administrator _ Modifi.ds 4f: 04 Y0130:39 am Edit Subs orlotl Oes `-xoar! 2J�E Items I1r Trdnslt (052) 1-ii of overdue items, induding borrower name, 11), ttl., It., barcod., Item location, and number of d.ys ,,,d,, Filter by bor,ewer 1n 1iio paged by 6-roeer location Owner: Administrator Modn.d, 4/21/04 10130138 AM Eds SubacnptAn, E%oaN PDF Items DVerdue More than 'N' Days (0531 List of eyerdue items induins bovouer name. 10, title, item barcode, Iodation, and nu mbar of days ,,du,,, r, ,,du,, Filter by borrower location and minimum number of d.ys Owner, Administrator Modified, 4121104 L0: 30:30 AM faa 8,herriobanr [sag]Y EU Item Status ("unt) (043) List a Item status d,scdptlens and the number of Items assigned to that status Ithin the specified data 'range. Filte, by item status, item I ... tip and date range. Paged by Item location, Overlay, Administrator ModlNadr 4121r04 10:30:36 AM Edit Subscriptions Exi, PDF Runs Status (Lost Items) (045) List of items with status of 'LnrC or "Lost Racal!", including collection cadsn, call mbm, item loan type, Vtom status. the date this status ... at, and title, Flit., by iocaton and the date the status was set Oviv—; Administramr ModUir do 4121/04 10;30i29 AM Edit subsc•ipbons ElsoortPQF Item Use (11R) List of items that may not Lava been ...d r,,,ntly, Including item bar—cla, title, c 11,dion, u11 number, hype, ; •. date added, last chided ..it data, and use total. Fikar by item filters. paged by locaeam Owne» Administrator N.&Iiedr 4121f04 10:30:35 AM acts 8ubssricii Eaevd EDZ Items by Collection (iist) (paged by location) (046) List of items by caH,ction, including Item barcode, bib 10, mlledmn coda, type mid., call number, and title, filter by I ... Hrn and o,Iii. Paged by locaLion D,»rer: Administrator Modified: 412 Lf04 10;30; 36 AM Eflit Subsc,iotians Ea py)E Items by ]type (list) (051) List a items by it... loan type, including item batcede, bib ID, oelledian osda, itype code, eau number, and title. Filter by lotai and rlypis. Paged by Iatdti.n. D»aer: Administrator ModiR.d: 4/21j04 10:30:38 AM Edik 5ebarriptipns Iii PDF Items Overdue (taunt) (141) count of items overdue. Fdtat by Ideation. overlent Administrator MadBeds 4l21f04 to, 30,87 AM adit Subsvioti... E... Piz Copyright ® 1996-2003 Yli c,uSr: atrgr T„co,porated, AA rights romrved. C.nfidenHal. On this page, the preconfigured Item reports are listed. Dynix 15 Performance and Acceptance Testing Yuu — h.r.! Home > HO+zcn Web Raacrt.r > ad R• erti > ClvNlaypn s Items by CuUectlon (count) Item Location (Required) C6— am ormnea Imm locafbn. m knclud. In r.p.riroouttc. lb:s p.iw.W t requites ak laa.k ors sakecoon. Se�sh for. ___ _ �� ❑� Match rase Avaiabb 9eleck.d AGOF:F.d.ral 0.pgrhgiy Library none ALAO; San dra O'Connor Law Libra.y ALAOR:O'Connor Library R[SerVes AHEc:Cud. M.dic.l Library AUNM.Merrill LJni—ity'It'-N AVNMR.M.nill Library Rq{gryef li] C9AMgIN:Clar.d Library ill MAMMain Library PBE:E.et B—ch Library Y 1 - M .123 E x. cute Report Canrel Lopyrlght t 1996-2003 M crOStrategy I—m.ratedAll rlghcs --ed. Confidential, • If a staff member were to choose the Items by Collection report, he or she could choose the location or group of locations before running the report. 0 • 16 Dynix Performance and Acceptance Testing • L • ` Yoe ira hare: Homq > NU4— Wab Rieoker shirid Raookr a ci-10loo Item RQenks Items by Collection (count) P0! RaPQ't f View ♦ Data ♦ Farmak 7 Last updake: BILY12004 3s02:57 PM pkc_ r,v Item Locitian MAIN It— L6[3e4n. Mnlry v Aukohylq: i(CusMm} kax s: 5^ i;alt,m�s:] Collection Coll Descr Number . - - of items ACQ Acquisitions 46 AL Aduft literacy 112 CASS Cassette 1,500 CBe Children', board book 1,383 CCAS Childran's cassette 997 CCD Children's compact discs 291 CD Compel Disc 5,194 covD Children's DVD a CFASY Children's easy reeds 1,337 CFIC Children's fiction 3,232 CFRN Child—'s French 1,499 CKT7 Storytelling kit 6 CMAG Chddren's mega?roes 69 CNFIC Chiidrsn's non-fictior 16,433 CPB Children', papehranks 3,402 CPR.; Children's picture books 6,399 CRFF Ch1dren's reference 512 CVID Children', ridec 1,021 OVO DVD 5 EQ Equipment 38 FA Fast Add (Send to Cat) 1 FA-Bi Fast Add - Bib_Item (Delete bib & item) 1 FIC Fiction 15,161 FICFAN Fiction fantasy 767 FICMYS hetion Mystery 2,c46 FICROM Fiction Romance 1,3C6 FICSF Fnction Science Fiction 1,257 FICPVES Fiction Western 396 GOVDOC Government Documents 20 ILL Incer-lihrary loan 79 ]MAIN Main 7ocrnal Stacks 10 IOU ]cirnal 375 KIT Kit 38 LAND Other languages 2,591 LHIS Local history 1,170 LP Large print 4,764 MAG Magaain& 261 MC Media Cnllect,on 89 MTB Taiking back 2,584 MYS Mystery 1,3RT NEW New eock Shelf 127 NFIC Non -Fiction 52,698 PROF Professional collection 442 ,zr Reference 5,656 -TOP Storage 459 UNK Unknown collection for it.. creation i VERT Vertical file 1 VIDEO Vldeos 4,162 XINV Inventory Demo 25 YA Young adult 2,11e Cipyrlght C 1996-21n3 Incorporated. Ail rights reserved. Cerdidentnil A sample of the Items by Collection report for a single location. Dynix 17 Performance and Acceptance Testing 1, You — here, Hame a Hor4FOn Web Reonrter Shared Regots > Clrculatien a Item Rgr-ts % Items by Collection (count) ``4((V'QJ f`6�17 2 Repot 7 View ♦ Data v Format Last updakel 5/012004 3iO3,57 PM GAG[ by Item Laceti— MAIN Ihm Locadonl MAIN v k4 l2;ifS of9paae[.l IN Items by Collection (count) 1000 WC 1200 1000 BOO ■ x.r«d�... 600 4W 200 a ACfI AL cars the ccns ccp {N6.ti_ AdulliftwW em.tt. Chiidi.rlsboard ChddreMs ahiidrees book oa ft ..D-1 11— 'd 4 1� 3 4 5 of 9 page (5) Copyright ® ; 996-2003 h1—o5rra[apy Incorporabad, U ght. mcorvgd, Canfidannaf A graphical representation of that same report. • • 18 Dynix Performance and Acceptance Testing 3.D.2 Circulation DowmeM � CircuWlion Amaun[s Owed / eeaeved CumM MON.f d "by b. W bpLenllen IYMII OVM /J-abl y10$N MaN 61,30607 PBM HOOD um mss+D T.N St.lM1i Flnm[Itl Tnn[aMons (Month to Dab).S Iln JN. �l..�a b ML [mnrt Circulation Items Overdue lam[ W W W by tn[aaon ' cimula Dcn status Ciwlftlon yatlMa (Vnrlauf DfYi �n...n �n....m n.femf u.. ,,••,•�•• vl.»a x«.M.a Item status lama ....nd MIuMO(t AOD 0... .1 1072 Copy[ieM O Sf96-1.....un4e..[[q. Imerpa[.aJ. all r..ht.--d. Ge .n4.l. A sample of the Director Dashboard for circulation activities and statistics. No SQL knowledge is necessary in order to create custom reports with the Horizon Web Reporter. Dynix 19 Performance and Acceptance Testing 3.D.10 The ability to print 6x4" notices 2 cards per sheet on a laser printer is a planned enhancement, though no date of development has been announced. 3.D.12 Please seethe following sample checkout receipts, showing the call number. w .; .#iSf 1$ 1.T! APO RR64Vf -yn -K..'.'. -A'.1 I.. y a IAL P'AO-t��`'ti2 I 8.[4L';"� `r6'ai ilQdS .4~: E.IWOU,'94 _ 2. _-- -iA j vJ $ y-�/ t� C3-T ugn�versef Ir. ran. �{ i __11 _ -_ -� iL f'407 �' Ti-92 Y ' '?i: U 3�t1CfP. iJi'}a.i?�.,.i° �F'Y!w�'y�-i+Ys�+.��i�.71i, Y:.•L�Yi!�L'G �.t}iIU W?'-jr1 :'; —.. _.-.........�...—.__.�..............�.�,.... _. _._...._ ae; l ri rvl �} Y III- Tin Ev13lk>'C` a Vt Qk .... C. K E D- iT, ring ��ass .�.m........... 3.D.14 The ability to track circulation statistics by workstation ID is planned for a future release, currently scheduled for 3Q 2005. 3.D.16 The ability to track circulation statistics by workstation M is planned for a future release, currently scheduled for 3Q 2005. 0 20 Dynix Performance and Acceptance Testing 3.D.18 This is planned for release in Horizon Information Portal 4.0, due 3Q2004. 3.D.19 Statistics on patron public computer lab use are kept through the Envisionware interface. 3.D.22 While this cannot be done with an official receipt, it can be done by selecting items and then choosing the Print command from the checkout screen. It will be printed on an 81h x 11 sheet of paper. 3.D.27 The system does this now as part of its Cash Management feature, and audit logging can be turned on in the Acquisitions module for changes to budgets. However, not all transactions are tracked all the time. We are interested in discovering what other transactions Huntington Beach is interested in. The ability to track circulation transactions based on workstation ID and user ID is planned for a future version of Horizon, scheduled for 3Q2005. Standards Supported 3.E.1 Yes, SIP is used for a variety of products that authenticate or perform circulation functions with Horizon. 3.E.2 Yes, SIP2 is used for a variety of products that authenticate or perform circulation functions with Horizon. 3.E.3 Horizon Information Portal 3.0 Z39.50 Server and Client are conformant with Level 0 requirements of Functional Areas A, B, and C of the Bath Profile. The Z39.50 Server and Client are conformant with Level 1 of Functional Areas A and C, with the exception of Exact Phrase searches and search limit options. These exceptions, along with Functional Area B Level 1 conformance (Holdings Schema) are planned enhancements for Horizon Information Portal. 3.E.4 Yes, X12 and Edifact are used to exchange electronic orders, claims and invoicing information between Horizon and the library's book jobbers and serials subscription agents. 3.E.5 The EAN can be scanned by most barcode readers in order to retrieve a title for Serials Checkin. This assumes the EAN has been cataloged in the MARC record and has been indexed in the library system. 3.E.6 FRBR compliance and best practice guideline are planned to be delivered with a future Horizon release. 3.E.7 Yes, both. Horizon and Horizon Information Portal use Unicode to display non -roman characters. 3.E.8 Yes, this standard is used to format ILL requests and responses in our URSA product. 3.E.9 Yes, Horizon supports the transmission of distribution information in Enhanced EDI Purchase Orders, as well as the loading of MARC records with distribution data. 3.E.10 Yes, the LCCN is used for search and retrieval, and match and overlay of MARC bibliographic records. Dyn ix 21 Performance and Acceptance Testing 3.E.11 Yes, this format is used to exchange Authority information. 0 3.E.12 Yes, this format is used to exchange bibliographic records. 3.E.13 This format will be used in a future release to exchange serial holdings information and publication pattern information. 3.E.14 Community Resource MARC information can be imported into the Horizon system, and Com. Res. data can be exported into the MARC format. 3.E.15 Dynix does not current offer an automated Reference Services product, and therefore, the implementation of a standard for use in this arena is not currently planned. 3.E.16 This standard will most likely be used to exchange serial subscription information when the NISO/EDItEUR Joint Working party has adapted it for that purpose. 3.E17 Yes, this standard is supported in the Horizon Information Portal. 3.E.18 Shibboleth is one of the many methods that Dynix is currently investigating for access control. 3.E.19 Yes, EDIFACT is used to communicate electronic orders and receive electronic invoice data. 3.E.20 As mentioned this standard is currently under revision. Conformance to the revised version is planned for a future Horizon release. 0 3.E.21 Yes, the MARC standard is the common method of communicating Bibliographic, Authority, Holdings, and Community Resource information. 3.E.22 13-digit ISBN functionality is a planned enhancement. 3.E.23 Yes, Horizon supports the index and retrieval of documents by the STRN. 3.E.24 Z39.29 is currently in the revision process. When the revision is complete, Dynix will determine if it can assist in supporting any library automation processes supported by Dynix software and services. 3.E.25 Dynix software allows the library to format the spine label information as desired, whether in conformance with the standard or not. 3.E.26 Yes, Vendor records include a field for the SAN. 3.E.27 Yes, Horizon supports this character set (also known as the ALA or US MARC character sets). 3.E.28 Yes, Dynix supports version 3 and relies upon specific profiles (Bath, U.S. National, etc.) which specify how the features of version 3 are to be interpreted. is 22 Dynix Performance and Acceptance Testing 18 3.E.29 Horizon supports the use of these language codes in many MARC21 fields which require or permit them. 3.E.30 Yes, the SICI is used to format issue information as electronic claims (in X12 and hdifact) are transmitted to Serials Subscription Agents. In addition, if printed on periodical issues, the barcode-format of the SICI, the SISAC Barcode, helps quickly identify the serial title in Serials Checkin. 3.E.31 Dynix has yet to research the Z39.64 standard to discover if it applies to the library automation system. Horizon does comply with Unicode, which supports Asian character sets. 3.F,.32 Dynix has yet to research the Z39.7 standard to discover if it applies to the library automation system. 3.E.33 Compliance with Z39.71 is planned for implementation with a future version of Horizon. 3.E.34 Planned for implementation with the next Binding improvements. 3.E.35 No reference seems to exist on the NISD webpage for Z39.80. Committee AZ is actually working on the Networked Reference Services. 3.E.36 Yes, NCIP messages are used to transmit circulation requests and acknowledgments. 3.E.37 Dynix has yet to research this to determine if it applies to the library automation system. 3.E.38 Support for the Dublin Core standard is included in the Horizon Digital Library product. 3.E.39 Yes, please see 3.E.30 above. 3.E.40 Yes, the ISSN can be used for indexing, retrieval, and match/overlay, if desired. Software Compatibility and Data Migration 3.17.2 The following information describes a typical data migration process. Huntington Beach Public Library does have some custom data migration elements that will be built into the process described below. We have also included a tentative implementation schedule in the Implementation Plan section of this proposal that describes the timeline associated with data migration. Sample Data Extraction. Before you have completed System Profiling and decided on the indexes you want in your Horizon database, you must decide what records you want included in the test load. The library, in conjunction with Dynix, extracts a sample of data from selected major data files. You can choose up to 10,000 records. They can be a random set, a specified set, or a combination of both. It is important that any records that you want to make sure load correctly are included in the test load. This phase of the test load includes ONLY authority, bibliographic, and item data. Dynix 23 Performance and Acoeptance Testing Your Data Services Consultant will then load that data into your database on the Horizon server in Provo, UT. Dynix staff will create and verify indexes and MARC mapping and then load sample authority, bibliographic, and item data. You and your implementation team will use this database extensively in setting up your new library system. Access to your database will be crucial as you make decisions about your new system and will facilitate the review of data. It is your responsibility to access your database and check the data. You need to make sure that the indexes you requested are working correctly and that item information is correctly represented. If problems are discovered your Data Services Consultant will either fix the problem in the currently loaded data or delete the records and load them again. You will be responsible each time to review and verify the changes to make sure they are satisfactory. The length of time for the dataload test varies since different libraries require different amounts of time to feel comfortable with their test loads. Typically this is a 3-4 week process. Once you're comfortable with the test dataload you will sign the "Test Data Load Acceptance" form. Once the Acceptance form is signed off, Dynix can proceed with the Production Dataload. Submit Data to Dynix. At this point, the library will extract all pertinent data files in standard MARC21, except circulation data, from the library's current system. Again, data can be extracted and written to tape or CD, or transferred to Dynix directly by FTP (File Transfer Protocol). If the library is using a bibliographic vendor, then a copy of your records can be sent directly to Dynix. 0 After the data extraction the library will continue working on their existingsystem. You may Y Y continue to catalog as normal. In order to make transferring the records you input after the cataloging cut-off point more simple, we ask that you begin to follow Dynix's recommended procedure for maintaining your holdings information. Production Data Load. Once the Test Dataload Acceptance form is received, your Data Services Consultant will begin the Production Dataload onto your Horizon server. Once the full data set has been received, al I test data will be deleted from your database. Your Data Services Consultant will then load the Production data into your database. At this point further changes to indexes and indexing marc_maps is difficult and change to authority control is impossible. These changes need to be finalized during the Test Load. Once the library has tested the production data load, they will be required to sign -off on the production data load. Other Data Sets. Once the production load of the authority and bibliographic has begun, other types of data can be test loaded. These may include patron data, circulation data, acquisitions data, serials data, reserve bookroom data, etc. Usually a separate test database is created for this data so as not to interfere with the production load. a 24 Dynix Performance and Acceptance Testing 0 Checkin & Checkout (Charge & Discharge) 0 3.G.15 The ability to track circulation statistics by workstation ID is planned for a future release of Horizon, due to be released in 3Q2005. 3.G.38 The ability to report terminal ID or user ID of where or who checked an item in is a planned enhancement for a future version of Horizon, currently due to be released in 3Q2005. 3.G.39 Pop-up calendars for date selection are scheduled for inclusion in a future release of Horizon, currently scheduled for release in 3Q2005. Renewals 3.H.8 Renewal reports by workstation ID is a planned enhancement for a future version of Horizon, due in 3Q2005. 3.11.9 Currently you can get a report based on staff ID, but not by workstation. Currently the system can generate summary reports according to the renewal categories that are currently in the system, which include: Phone renewal ("item is not present"), OPAC renewal, Other renewal ("item is present") and Offline renewal. Fines/Overdues 3.1.1 Receipts verifying that a patron has no items out or fines can be generated with a screen print of the Items Out or Blocks screen. Patrons can also check the status of their own accounts (items out, holds, fines, blocks, etc.) through the Horizon Information Portal. 3.1.22 The ability to block a patron's computer lab privileges is provided through a link to the Envisionware product (through NCIP). 3.1.26 The library will determine if the claimed returned item should have an overdue charge or not (this would be a default setting). If they choose to have overdue charges calculated then those charges would reflect that that is how they were attached (through a claims returned status). Dynix 25 Performance and Acceptance Testing Cash Management and Collections Support 3.J.1 The Cash Management feature in Horizon enables you to track fines and fees by type, such as overdues, replacement fees, processing charges, taxes, and service fees. This feature also: • Enables you to track payments by payment categories such as cash, checks, vouchers, credit cards, refunds. • Enables you to place blocks based on type of fine or fee. • Provides an audit trail with operator ID and workstation ID. • Enables you to print invoices and receipts. • Provides management reports for cash drawer activities. Error Checking and Data Entry Validation 3.1.1 Normal checkouts do produce a consistent audible beep. The ability to turn them off is a planned enhancement for a future release of Horizon, due 3Q2005. 3.L.3 Exception checkouts do produce a distinguishable beep from normal checkouts. The ability to turn them off is a planned enhancement for a future release of Horizon, due 3Q2005. 3.L.10 Alerts that an item may be renewed only one more time are not currently available in the system. • 3.L.18 The ability to store phone numbers in a straight numerical format while displaying them with proper punctuation is a planned enhancement, currently scheduled for release 3Q2005. 0 3.L.19 Pop-up calendars for date selection are scheduled for inclusion in a future release of Horizon, currently scheduled for release in 3Q2005. Patron Management 3.M.21 The library can tell when and where a patron used a computer lab computer, provided the library retains the barcode information in the history records. PC Reservation can keep or overwrite (clear) the borrower card number each night depending upon your privacy policy. If you require the ability to know where a patron was at a specific time, you would disable the feature that clears patron IDs. 3.M.24 Notes fields are currently limited to 255 characters for display purposes; however, additional notes fields can be added to the patron record if the library desires. If the library would like to have one field of up to 500 characters, this can be provided as a custom programming service. We have provided tentative pricing for this on the cost sheets; a more firm estimate can be provided upon further discussion of the requirements and the definition of a scope of work. 3.M.26 Batch changes to patron records are currently supported; however, a search and replace feature is not currently available. This can be provided as a custom programming service. We have provided tentative pricing for this on the cost sheets; a more firm estimate can be provided upon further discussion of the requirements and the definition of a scope of work. 26 Dynix Performance and Acceptance Testing 3.M.33 The ability to store phone numbers in a straight numerical format while displaying them with 491 proper punctuation is a planned enhancement, currently scheduled for release 3Q2005. 3.M.56 The ability to purge a list patrons by a certain amount of fees/fines can be accomplished by first generating a report and then purging those patrons listed on the report. However, there is no batch process to handle this at this time. 3.M.63 You can restrict zip codes to valid entries that are defined by the library. 3.M.64 The system will enable you to set up a view that defines city/zip as a field that autofills when the zip code is entered. The system also enables you to create short codes for city/state combinations. [Example: The code "HB" could be used to autofill "Huntington Beach, CA." When the code is entered, the city/state autofills in the patron record. This codes list is modifiable by the library. 3.M.65 The system does not currently link with the US Postal service file, but this can be created through custom programming. We have provided tentative pricing for this on the cost sheets; a more firm estimate can be provided upon further discussion of the requirements and the definition of a scope of work. 3.M.67 The ability to import patron photos into their patron records is planned for a future release of Horizon, currently targeted for release 3Q2005. 3.M.68 The ability to have patron search results display a delinquency status is planned for a future release of Horizon currently targeted for release 3Q2005. Interlibrary Loans and Reserves 3.N.3 The ability to automatically charge patrons for placing reserves is planned for a future release of Horizon currently targeted for release 3Q2005. 3.N.5 The ability to automatically charge patrons for placing reserves is planned for a future release of Horizon currently targeted for release 3Q2005. 3.N.8 The ability have a processing fee automatically charged to a patron's account once he or she submits a recall/hold is planned for a future release of Horizon currently targeted for release 3Q2005. 3.N.9 The ability to automatically add a processing fee to a patron's account is planned for a future release of Horizon currently targeted for release 3Q2005. 3.N.17 The ability to allow a 1 hour or more grace period for canceling a hold without a fee is planned for a future release of Horizon; no date of development has yet been determined. 3.N.18 The ability to automatically charge patrons for ILL requests via the Horizon Information Portal 0 is planned for a future release of Horizon currently targeted for release 3Q2005. Dynix 27 Performance and Acceptance Testing Web Catalog/Web Portal Is 3.Q.18 A built-in facility for submitting reference questions directly through the Information Portal is a planned enhancement, though no date of release has yet been announced. Huntington Beach Public Library can currently accommodate this by adding a simple web form to your Information Portal site or to the library's main web site. 3.Q.20 The ability to pubic the Library's most popular title, author, subject, etc. and automatically update this using circulation activity statistics is planned for Horizon Information Portal 4.0, currently scheduled for release 3Q2004. 3.Q.21 In Horizon Information Portal 4.0 we will provide spell check and support for alternate spellings, sounds -like searches, proximity and close match searches but are not currently planning support for "stems from" searches. Horizon Information Portal 4.0 is currently scheduled for release 3Q2004. PC Reservation and Use Support 3.R.10 The PC Reservation system does not currently run in a thin -client environment. Please see the attached information regarding this issue in the Additional Information section of this proposal. Cataloging and Holdings 3.S.5 Currently, the software treats each word uniquely. However, the next version of the Horizon Information Portal will contain search thesaurus functionality that should accommodate this need. Horizon Information Portal 4.0 is currently scheduled for release in 3Q2004. 3.S.12 A global editing utility such as described in this question is planned for a future release of Horizon currently scheduled for 3Q2005. 3.S.13 A global editing utility is planned for a future release of Horizon currently scheduled for 3Q2005. 3.S.14 A global editing utility is planned for a future release of Horizon currently scheduled for 3Q2005. 3.S.15 A global editing utility is planned for a future release of Horizon currently scheduled for 3Q2005. 3.S.49 An ATKey index and the ability to create automatically create this field for new bibliographic records has been provided as a custom programming option in our cost proposal. We have provided tentative pricing for this on the cost sheets; a more firm estimate can be provided upon further discussion of the requirements and the definition of a scope of work. • 28 Dynix Performance and Acceptance Testing • Acquisitions • 3.T.32 Duplicate checking for POs is planned for a future release of Horizon, currently scheduled for 3Q2005. 3.T.33 Duplicate checking for POs is planned for a future release of Horizon, currently scheduled for 3Q2005. Serials Management 3.U.9 The ability to load and accept electronic subscription data from a subscription service is planned for a future release of Horizon, currently scheduled for 3Q2005. 3.U.10 The ability to load and accept electronic subscription data from a subscription service is planned for a future release of Horizon, currently scheduled for 3Q2005. Telephone Renewal/Notification System 3.W.4 While the system will not repeat back to the caller information asked for and then ask the caller if the information is correct, the system does allow the user to repeat menu commands and information an unlimited number of times. The system is interactive and leads the caller through the steps of retrieving the information he or she needs. 3.W.8 Please see the following screen shots of the Edify admin windows: fie � Ed'A y%. Io* Faw,*H IgMm Hiep _.. Dj _ Ekt-k Waki— 11 y[ '] L YL8 HP _ .. Ima¢55 ' SIPNs.{�� arwus�"rtDiifl� %frlVa��iir. 9ruVs.�"pppilP" SfAnf3::, VENT. alf!!11 /kBRr'. grepl p.BiF.... 9[CdY... N[RT gdlR :.. ' GR411 NTLommmdSS ��'�� - / Awdr!s - /lh ■ Dial In bid Du[ NTDLLSS ri ur. Ah Gam / /h.0 T_LEPHOFfY550 T—I VINIM nhus. / u.n r OowW / WESSSD - nt Awikto� Obwl F.&I, - - 6er.io.d -d Mas:ayss I .cf"000r` nvue:I�ID671 . sl!au4"dyva— Nqw R-.dmg ,Tgoa=ft MHiC !&M. R �' •rr /hFtpt /hlbe /h We� al�hPude 41.6}IfrR613" ... _._...._._„:D Dynix 29 Performance and Acceptance Testing �2 7 • 30 Dynlx Performance and Acceptance Testing Third -Party Interfaces 3.Y.1 We have asked TechLogic to come in and do a site visit in order to determine the requirements for fulfilling this specification. All costs for the interface between your existing conveyor bel system and Horizon have been included on the price sheets. The interface between your conveyor belt system and Horizon will be accomplished through SIP2. 3.Y.2 Horizon does not provide a command line interface. The interface between the conveyor belt system and Horizon will be accomplished through SIP2. 3.Y.3 The ability to import patron photos and store them in patron records is a planned enhancement for Horizon and is currently scheduled for release in 3Q2005. 3.Y.4 The ability to import patron photos and store them in patron records is a planned enhancement for Horizon and is currently scheduled for release in 3Q2005. 3.Y.5 We have provided quotations for the Envisionware PC Res product in order to fulfill this requirement. 3.Y.5. Horizon has its own Cash Management function. Any interface with an existing Cash Accounting system will need to be discussed in more detail. The Cash Management feature in Horizon enables you to track fines and fees by type, such as overdues, replacement fees, processing charges, taxes, and service fees. This feature also: • Enables you to track payments by payment categories such as cash, checks, vouchers, credit cards, refunds. • Enables you to place blocks based on type of fine or fee. Provides an audit trail with operator ID and workstation ID. • Enables you to print invoices and receipts. • Provides management reports for cash drawer activities. 3.Y.7 Horizon's DebtCollect lets you use a variety of fields on your borrower records to create a report. Horizon enables you to view a list of the fields available from your borrower records that you can put on a report. You can set up two different reports for your collection agency, each containing specific sets of information: one Submit (also called "New") report and one Update report. (A Submit report is a list of newly delinquent borrowers since the last Submit report. An Update report is a list of borrowers who have had any kind of activity on their account— from a small payment to completely settling their account with the. library —since the last Submit or Update report.) This way, DebtCollect knows what information to put on each report for the collection agency and others. DebtCollect then gets its information from the fields on your Horizon borrower records. Your collection agency has specific information on what borrower information it needs in the Submit and Update reports. The collection agency may want different information on the Submit (New) report versus the Update report. DebtCollect can provide a sample report to Dynix 31 Performance and Acceptance Testing ensure accuracy. 0 The DebtCollect system has been written specifically for Unique Management Solutions, but it can be used for your current collection agency as well. We are willing to work with you to understand your collection agency's reporting requirements and if the DebtCollect feature can provide the information it needs. 3.Y.8 We need further discussions with Huntington Beach Public Library to understand the kind of interface required; an interface can be provided through custom programming. We have provided tentative pricing for this on the cost sheets; a more firm estimate can be provided upon further discussion of the requirements and the definition of a scope of work. HARDWARE REQUIREMENTS Uninterruptible Power Supply 4.E.3 The Dell servers we have proposed come with Dell OpenManage which provides for notification abilities. For details, please see: htt wwwl.us.dell.corn content to ics Jlobal.as x solutions en o eamana e?c-us&cs=555&t =en&s=biz&- aQe=3&-tab=3#tab to 4.E.4 The Dell servers we have proposed come with Dell ge OP enMana which provides for notification abilities. Optical Scanners and Portable Recorders 4.G.1 Here is a list of barcode scanners that Dynix currently sells for use with the Horizon system. We would be happy to test any other model of barcode scanner that the library may wish to use with Horizon. • Percon Wand for PC (DIN) • Percon Wand for PC (MiniDIN) • Intermec 1800 CCD Scanner for PC • Intermec 1800 Laser Scanner for PC • PSC Quickscan 6000 Snapshot for PS2 Dial Access Equipment 4.H.1 The vast majority of remote system diagnostics are performed through a secure Internet connection to the library's server. Modems are only used for rare instances when an Internet connection is not available. 4.H.2 Remote patron access to supported through the web only, not through direct dial -in. Is 32 Dynix Performance and Acceptance Testing 0 Personal Computers • 4.1.1 The system only supports remote connection through the world wide web (using the Horizon Information Portal), not through telnet or direct dial -in. Thin Clients 4.K.1 Horizon supports thin client access through Citrix. Other Requirements 4.N.8 We have not proposed a hot swappable tape drive due to its incompatibility with the Dell servers we have provided in our quote. However, the tape library can be shut down and restarted while the server is running, minimizing downtime due to problems with the tape library. 4.N.16 We do not currently have a schedule of reductions to maintenance payments that will be applied upon failure to fix software bugs in a set number of days. Please see the Warranty section from our standard contract (included in the Standard Contracts section of this proposal) which states that if our services are not performed properly we will negotiate a discount in pricing. 4.N.18 We will provide on -site training to the library for a set number of staff members (as agreed upon in the contract). If the Library feels that the training was inadequate, Dynix will in good faith work with the Library and seek to remedy the situation. Such remedies may include an additional training trip to train the same group of individuals originally trained, or other training options (WebEx sessions, etc.) as mutually agreed upon by the Library and Dynix. 4.N.21 Below is the standard Dynix customer support coverage. These hours of operation are included with your first year warranty and then your annual maintenance fees. • Phone support hours 5 am — 5 pm PT, Monday through Friday • Emergency software support hours 5 pm — 5 am PT, Monday through Thursday, and 5 pm ET Friday-5 am ET Monday. Emergency conditions include: ■ Inability to circulate, use PAC for searching ■ Inability to search the local bibliographic database ■ No clients can connect to the server ■ Transaction processing has failed • Emergency recovery services after 5 pm available at current billable rate ■ Emergency software support after 5 pm would also be billable at current rate All major and interim series upgrade releases Data -corrupting bugs patched on request as available One system administrator contact with two designated contact backups We have included a 4-hour response warranty uplift as part of our proposal for the Dell 2600 servers. Dynix 33 Performance and Acceptanoe Testing 4.N.23 These services are only available on a time and materials basis. OS upgrades on Solaris, HP- UX and AIX are available for a flat $2000 service fee + costs such as OS media and required hardware upgrades where applicable. For Windows Servers it is typically less expensive to buy a new server. Installing patches is the responsibility of the library. Dynix offers patch installs at $200/hour with a 2 hour minimum. The varying costs and unpredictable schedule of OS upgrade and patch releases makes this impossible to offer pre -paid in a cost effective manner. 4.N.25 System reliability and response time are largely determined by factors beyond the software application, such as server configuration and the local or wide area network. While we cannot guarantee response times or system reliability, we will work with you to find the optimal server and network configuration for your site. Clients find that their systems perform at or above their expectations. 4.N.30 Disaster recovery services are included as part of OS maintenance where the fault is due to failure of hardware or OS under maintenance with Dynix. Both Hardware and OS must be under maintenance for this to be covered. Disaster recovery services are available at our then current hourly rates when it is required due to neglect, system compromises, or acts of God. Step-by-step documentation on disaster recovery is not available from Dynix at this time. Microsoft SQL Requirements 4.0.1 Horizon is typically configured using the Standard Edition of MS SQL which does not support this. Horizon supports multiple databases. 4.0.2 There is no OLAP database. 4.0.3 Only SQL Authentication is supported. Horizon IMS has its own internal authentication as well. 4.0.5 With the Horizon staff client, Horizon Web Reporter and Horizon Information Portal, no direct access is needed for end users. 4.0.7 Dynix sometimes uses cursors in upgrades because they run faster than SQL loop structures. However, Dynix does not use cursors anywhere in the Horizon Client Suite. 4.0.8 Dynix relies on the database to handle this when deadlocks occur. We have ensured that there is no UI taking place during a transaction, so unless there is a deadlock of some type, we believe timeouts to be irrelevant. • • 0 34 Dynix Performance and Acceptance Testing 4.0.9 Dynix doesn't place locks on tables we don't need to update, and we have done some optimizing of locks, especially in circulation related tables. For instance, we don't maintain Foreign Constraint type counts in real time on item and borrower code type tables (e.g., number of borrowers count on the btype table), but rather batch this for off load times (Day End processing). 4.0.10 A few do, but most do not. Anytime a save transaction is employed, they are named. These are needed in order to do a rollback to a save point. 4.0.12 OLE DB is not used in Horizon. 4.0.13 Some Horizon applications use ODBC (for example, Horizon Offline Circulation). 4.0.14 This is configurable, and depends on the system resources of the purchased hardware. 4.0.15 This is configurable. Dynix recommends RAID 10 for both log and data. RAID 10 provides stripe and mirror providing full redundancy and high performance. A RAID I log with a RAID 5 data can be provided depending on system configuration. 4.0.16 Failover clustering is not configured. Manual failover to a backup server is possible. 4.0.17 There are many fields in which null values are allowed. A complete data structures guide will the provided during system installation. The library determines which fields are mandatory. 4.0.15 Horizon Information Portal Administration uses a separate database for cross compatibility with Horizon IMS and the legacy Dynix ILS. Horizon Information Portal 3.0 can use the same DBMS as Horizon IMS but this is not the default install. RPA uses its own local DBMS to allow it to support any ILS available in the market today. In addition, Horizon uses a tempdb, which is necessary for any database application. 4.0.19 Dynix does not provide baselines. The library should create and monitor this on its own. 4.0.20 Several scalar functions (like sum and count) are used throughout the system. 4.0.21 Our technical staff requests more explanation on this requirement. 4.0.22 Our technical staff requests more explanation on this requirement. • 4.0.23 The system administration documentation contains recommendations. 4.0.24 Dynix configures hourly transaction log backups and daily full backups to both disk and tape using Microsoft SQL's database maintenance plan. Dynix 35 Performance and Acceptance Testing Microsoft Windows Requirements 4.P.2 The system has been solely developed for Windows since 1998, and for no other client OS. Development on dual client operating systems does not occur. The system is developed in C++ and Java. Project Management 4.Q Please see the Implementation Plan we have included in the Implementation PIan section of this proposal. • C 36 Dynlx • RESPONSE TO SECTION 6 MA►NTENANCE AND WARRANT►ES • submitted by DY N June 4, 2004 • OPEN MORE EYES Huntington Beach X- Public Library Response to Section 6 Table of Contents 6.A SOFTWARE UPGRADES..............................................................................................................................1 6.11 DATA FORMAT DOCUMENTATION........................................................................................................1 6.0 SERVICES UPON TERMINATION.............................................................................................................I 6.1) OWNERSHIP OF DATA................................................................................................................................I 6.E RE -LICENSING OF SOFTWARE................................................................................................................2 6.F LIQUIDATED DAMAGES............................................................................................................................2 6.G WARRANTY...................................................................................................................................................2 • Maintenance and Warranties Section 6 Maintenance and Warranties 6.A Software Upgrades Product upgrades will be included as part of annual maintenance fee. Dynix: Agreed. 6.B Data Format Documentation The Vendor will provide data format documentation. Dynix: Agreed, 6.0 Services Upon Termination Upon termination of the contract by the City, or upon conclusion of the contract term, the Vendor shall be obligated within sixty (60) days of notification of the City's intention to terminate, to assist the City in extracting all City -owned data from the system acquired by the City. Such assistance shall include personnel time and the Vendor'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 City, and other assistance necessary for the extraction of data. The data shall include all the contents of all files created, maintained, and owned by the City, including all bibliographic data, holdings data, patron data, in -process transaction data associated with circulation control, cataloging, acquisitions, serials control, electronic journal holdings and links, software scripts, network management tools, Z39.50 attribute sets, and any other activity or module in use by the City. Wherever standards such as MARC and NCIP exist for the format of that data, Vendor will furnish such data in that standard format. Appropriate documentation shall be provided. Dynix: Agreed; however, such services will be provided at Dynix's then -current charges. 6.D Ownership of Data The City represents that it has ownership of the various databases to be converted and installed by the Vendor, and Vendor acknowledges the City's ownership. The Vendor will make no use of the databases, in part or in whole, without prior specific permission by the City. The City reserves the right to back up all data for restore purposes and store back up media at a professional off -site media storage facility. Dynix Maintenance and Warranties Dynix: Agreed_ 9 6.E Re -Licensing of Software The City may wish in the future to replace or upgrade the Equipment on which the Software is operated, to enhance its utility for the City. In the event the City replaces or upgrades its computer equipment, it shall be liable for no additional software licensing expenses for software covered by this contract. The Vendor may not charge the City for any of the following: licensing fees, port fees, user fees, operating system fees, database management fees, or any additional costs, except as they relate to the City's use of additional software capacities. These may include additional Vendor or 3rd party user licenses, new software modules, or new services from the Vendor. The Vendor agrees that no costs for re -licensing will accrue for licenses already purchased and paid for by the City, and transferred to new Equipment. Dynix: Agreed; however, no guarantees are made for re -licensing policies of third party vendors. 6.F Liquidated Damages 9 The Vendor agrees to negotiate in good faith with the City a liquidated damages provision which will specify an amount to be payable or credited to the City if Vendor fails to comply with the RFP, implementation schedule, and negotiated contracts which are mutually agreed to in the contract award. Dynix: As a matter of corporate policy, Dynix does not agree to liquidated damages clauses in. customer contracts_ 6.G Warranty 6.G.1. The Vendor must warrant at a minimum that on the cut -over date the system shall be in good working order and installed in a workmanlike manner, shall be free of defects, shall be installed and conform to manufacturer's official published specifications, and shall be installed and operate in full compliance with this RFP and all negotiated contracts between the City and the Vendor. This warranty information must be provided to the City in writing with the Vendor's response. Dynix: Please see our standard warranties below. 0 2 Dynix Maintenance and Warranties 6.G.2. The Vendor must warrant at a minimum that the system is free of all defects in equipment, material, and workmanship for a minimum period of one (1) year from the system acceptance date (the warranty period). Also desired is a one (1) year money -back satisfaction guarantee. All warranty information must be provided in the Vendor's response. Dynix: Please see our standard warranties below. 6.G.3. Describe any warranty given for application software, procedures for filing warranty claims, consideration and resolution of them. Dynix: Please see our standard warranties below. 6.G.4. Maintenance services during the warranty period shall meet all general specifications and be included as part of the warranty. Dynix: Agreed, however, maintenance services shall be provided in accordance with the terms and conditions of Dynix's standard maintenance and support agreement. 6.G.5. State how warranty information is compiled regarding equipment, hardware, and software installed. If software is changed or added, how is the warranty on these items identified and supported? Dynix: Each customer is assigned to a maintenance billing representative who maintains a record of all products in the customer's system, including which products are added to the system, the maintenance billing rep. keeps track of their warranty expiration date_ 6.G.6. All Vendor -supplied equipment proposed must be new equipment and warranted -as --new equipment. Dynix: Agreed. 6.G.7. Pending expiration of Vendor's warranties and acceptance of the initial installation the City will incur no maintenance costs. Dynix: Agreed. 6.G.8. The maintenance period does not begin until written authorization by both the Library Director and Information Systems Director. Dynix: The annual maintenance bitting period for a customer is set by the customer. Warranties begin in accordance with the warranty section included below. 6.G.9. The City reserves the right to withhold payments if the Vendor fails to 0 perform the contracted level of service. The City will make payments upon Dynix Maintenance and Warranties written authorization by both the Library Director and Information Systems Director. 0 Dynix: Agreed in accordance with the terms of the maintenance and support agreement. 6.G.10. The Vendor, at no cost to the City, will supply all equipment that is necessary to bring the system performance to the contracted level of service. Dynix: Agreed in accordance with the terms of the system reliability test included above. 6.G.11. All hardware maintenance in the Vendor's contract is covered under warranty. If the Vendor retains a third party hardware maintenance firm, the Vendor will manage the maintenance contract. Dynix: Agreed. 6.G.12. The Vendor will be fully responsible for maintaining third party contracts. Items 6.H.1 to 6.1-11.4 all apply even in the event that failures were caused by any third party contracted by the Vendor. Dynix: Agreed. 6.G.13. The Vendor will track all third party maintenance contracts and supply warranty dates to the City. Dynix: Agreed. 6.G.14. The Vendor will provide the City 90-day advance notice when warranties are to expire, including those in Vendor initiated third party contracts. Dynix: Agreed. A. WARRANTIES 1. Dynix warrants that for a period of one year from commencement of live operation thereon, the Licensed Software will operate in all material respects in conformity with the applicable user manuals so long as Customer has incorporated into the Software all releases and corrections to the Software that Dynix has made available to Customer. Dynix does not warrant uninterrupted or error -free operation of the Licensed Software or that Dynix will correct all Licensed Software defects. 2. Dynix warrants that the services listed in Schedule 1 will be performed in a workmanlike manner consistent with industry standards reasonably applicable to the performance of such services. B. EXCLUSIVE REMEDY If Customer believes there has been a breach of a warranty and so notifies Dynix, then Dynix will promptly investigate the matter to determine the nature of 4 ©ynlx Maintenance and Warranties • the suspected error. If there has been a breach of this warranty, then Dynix's sole obligation and Customer's exclusive remedy will be for Dynix to correct or modify the Software to make it perform as warranted or to re -perform the services. If Dynix is unable, after repeated efforts, to correct a breach of warranty, Customer will be entitled to an equitable adjustment in the monies owing under this Agreement, up to the total amount of payments for either the Software or services received over the prior twelve month period, to reflect any reduction in the value of the Licensed Software or services as a result of the uncorrected error. C. NO BREACH OF WARRANTY Dynix is not responsible for any claimed breach of any warranty caused by_ (i) modification(s) made to the System by anyone other than Dynix; or (ii) the combination, operation or use of the System components with any items not supplied by Dynix to Customer; or (iii) Customer's failure to use any new or corrected versions of the System components made available by Dynix; or (iv) Dynix's adherence to Customer's specifications or instructions. D_ NO ADDITIONAL WARRANTIES THE WARRANTIES SET FORTH IN SECTION SA OF THIS AGREEMENT ARE IN LIEU OF, AND THIS AGREEMENT EXPRESSLY EXCLUDES TO THE MAXIMUM EXTENT PERMITTED BY LAW, ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, ORAL OR WRITTEN, INCLUDING, WITHOUT LIMITATION, (i) ANY WARRANTY THAT THE LICENSED SOFTWARE IS ERROR -FREE; AND (ii) ANY AND ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON -INFRINGEMENT, AND (iii) ANY AND ALL IMPLIED WARRANTIES ARISING FROM STATUTE, COURSE OF DEALING, COURSE OF PERFORMANCE OR USAGE OF TRADE. NO ADVICE, STATEMENT OR INFORMATION GIVEN BY DYN1X, ITS AFFILIATES, CONTRACTORS OR EMPLOYEES SHALL CREATE OR CHANGE ANY WARRANTY. E. THIRD PARTY WARRANTIES Third party products may come with a manufacturer's warranty. Such warranties begin on shipment of the third party products from the manufacturer, whether shipment is to Dynix or to Customer. Dynix • RESPONSE TO SECTION 7 OTHER CITY REQUIREMENTS • submitted by r.DYN I June 4, 2004 40 OPEN MORE EYES Huntington Beach X Public Library rrr� Response to Section 7 Table of Contents 7.A ESCROW OF ESSENTIAL SOFTWARE......................................................................................... 7.11 NON -RECRUITMENT OF CITY EMPLOYEES......................................................................................1 7.0 LEGAL AGREEMENTS: PROFESSIONAL SERVICES & INSURANCE.............................................2 7.1) PERFORMANCE BOND...............................................................................................................................7 • • Other City Requirements Section 7 Other City Requirements 7.A Escrow of Essential Software Within thirty (30) days following the execution of the contract, the Vendor must establish and place in escrow, at a bonded escrow depository, a complete copy of the current source version of all software and all associated manuals, proprietary or otherwise, which are essential to support the system provided by this agreement. City shall be a party to the escrow agreement and such escrow agreement shall be subject to the approval of all parties. The escrow agreement shall authorize the escrow agent to release the source code to the City in the event a petition in bankruptcy is filed by or against the Vendor, if for any reason (except for material breach by the City) the Vendor terminates the Agreement, or if for any reason the City determines that the Vendor is no longer supporting the system in a manner that conforms to the contracted system or the Vendor is unable to make the software perform. The Vendor shall pay all costs of providing and maintaining the source code in escrow, including the fees of the escrow agent. The City may at any time during the term of this contract have access to and review deposited software and associated manuals. The review may include taking a copy of the source code to an institution and having it compiled by a Vendor employee to verify that the escrowed software is complete and identical to that installed at the City. The Vendor shall replace the deposited software and related documentation with an updated version at least once every six (6) months or upon the Vendor's distribution of all new release software to its customers. Dynix: Following is our language regarding source code that will be included in the customer contract: Copies of the Licensed Software in machine-readable source code have been deposited with a reputable escrow agent under a deposit agreement. Dynix shall maintain in good force for the duration of this Agreement a deposit agreement and will not cancel or modify said deposit agreement without thirty days' notice to Customer_ Customer shall be entitled to access the materials in escrow if, i) it is covered at the time of request by software maintenance and, according to the terms of the deposit agreement, essential services cannot be made available to Customer by Dynix; and ii) Customer is a registered licensee with the escrow agent. Customer may, at its own cost, become a registered licensee either directly with the escrow agent or by becoming a member of the Horizon software users' group which is itself a registered licensee. 7.13 Non -Recruitment of City Employees Vendor agrees not to employ, either directly or indirectly, as an employee or otherwise, or to solicit the employment or services of any City of Huntington Beach employee here under for a period of two (2) years after the completion of the last services provided by Vendor. Should the Vendor breach this provision of the Agreement, Vendor and the City acknowledge and agree that the City would be damaged in an amount that is not reasonably determinable, and therefore, the Vendor agrees to pay to the City as liquidated damages an amount equal to thirty percent (30%) of the annual salary of Dynix Other City Requirements such employee assigned hereunder by the City who is hired by, or whose services are rendered to, the Vendor as part of said breach. The City shall not be entitled to any 1101 liquidated damages if the employee's contractual relationship or employment with the City has been previously terminated either by the City or by the employee. Dynix: We agree not to recruit City employees but do not agree to liquidated damages. 7.0 Legal Agreements: Professional Services & Insurance PRIOR TO COMMENCING WORK, THE SELECTED SERVICE PROVIDER MUST ENTER INTO AN AGREEMENT WITH THE CITY OF HUNTINGTON BEACH. AT A MINIMUM, THE AGREEMENT WILL INCLUDE A DESCRIPTION OF THE PRODUCTS TO BE PURCHASED AND THE SERVICES TO BE RENDERED, THE PRICE AND TERMS OF PAYMENT, TERMINATION CLAUSE PROVIDING FOR EARLY TERMINATION BY THE CITY, AND THE FOLLOWING INSURANCE AND INDEMNITY CLAUSES: Dynix: Agreed. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. Dynix: Following is our standard indemnification language that has been approved by our insurer: A. NO LIMITATION OF CERTAIN CATEGORIES OF LIABILITY. Dynix acknowledges the full extent of its own liability to Customer arising from damages for bodily injury (including death), and damage to real property and tangible personal property resulting from Dynix`s intentional or negligent acts or omissions. B. LIMITATIONS ON OTHER CATEGORIES OF LIABILITY. Subject to the preceding paragraph and to the extent not prohibited by applicable law: I. Dynix's maximum aggregate liability for all claims relating to the Agreement, whether for breach of contract, breach of warranty or in tort, including negligence, will be limited to Dynix other City Requirements the amount paid by Customer to Dynix during the previous twelve (12) months for the product or service which is the subject matter of the claim; and 2. DYNIX WILL NOT BE LIABLE FOR ANY INDIRECT, PUNITIVE, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES IN CONNECTION WITH OR ARISING OUT OF THE AGREEMENT (INCLUDING, WITHOUT LIMITATION, LOSS OF BUSINESS, REVENUE, PROFITS, GOODWILL, USE, DATA, OR OTHER ECONOMIC ADVANTAGE), HOWEVER THEY ARISE, WHETHER IN BREACH OF CONTRACT, BREACH OF WARRANTY, OR IN TORT, INCLUDING NEGLIGENCE, AND EVEN IF DYNIX HAS PREVIOUSLY BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. LIABILITY FOR DAMAGES WILL BE LIMITED AND EXCLUDED, EVEN IF ANY EXCLUSIVE REMEDY PROVIDED FOR IN THE AGREEMENT FAILS OF ITS ESSENTIAL PURPOSE. HOLD HARMLESS CONTRACTOR hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents, and volunteers from and against any and all, claims, damages, losses, expenses, judgments, demands defense costs, and consequential damage or liability of any kind or nature, however 0 caused, including those resulting from death or injury to CONTRACTOR's employees and damage to CONTRACTOR's property, arising directly or indirectly out of the obligations or operations herein undertaken by CONTRACTOR, caused in whole or in part by any negligent act or omission of the CONTRACTOR, any subcontractors, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, including but not limited to concurrent active or passive negligence, except where caused by the active negligence, sole negligence, or willful misconduct of the CITY. CONTRACTOR will conduct all defense at its sole cost and expense and CITY shall approve selection of CONTRACTOR's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided 0 by CONTRACTOR. Dynix 3 Other City Requirements Dynix: following is our standard indemnification language that has been approved by our insurer: A. NO LIMITATION OF CERTAIN CATEGORIES OF LIABILITY. Dynix acknowledges the full extent of its own liability to Customer arising from damages for bodily injury (including death), and damage to .real property and tangible personal property resulting from Dynix's intentional or negligent acts or omissions. B. LIMITATIONS ON OTHER CATEGORIES OF LIABILITY. Subject to the preceding paragraph and to the extent not prohibited by applicable law: 1. Dynix's maximum aggregate liability for all claims relating to the Agreement, whether for breach of contract, breach of warranty or in tort, .including negligence, will be limited to the amount paid by Customer to Dynix during the previous twelve (12) months for the product or service which is the subject matter of the claim; and 2. DYNIX WILL. NOT BE LIABLE FOR ANY INDIRECT, PUNITIVE, SPECIAL., INCIDENTAL, OR CONSEQUENTIAL DAMAGES IN CONNECTION WITH OR ARISING OUT OF THE AGREEMENT (INCLUDING, WITHOUT LIMITATION, LOSS OF BUSINESS, REVENUE, PROFITS, GOODWILL, USE, DATA, OR OTHER ECONOMIC ADVANTAGE), HOWEVER THEY ARISE, WHETHER IN BREACH OF CONTRACT, BREACH OF WARRANTY, OR IN TORT, INCLUDING NEGLIGENCE, AND EVEN IF DYNIX HAS PREVIOUSLY BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. LIABILITY FOR DAMAGES WILL BE LIMITED AND EXCLUDED, EVEN IF ANY EXCLUSIVE REMEDY PROVIDED FOR IN THE AGREEMENT FAILS OF ITS ESSENTIAL PURPOSE. WORKERS' COMPENSATION AND EMPLOYER'S LIABILITY INSURANCE 0 Pursuant to Califomia Labor Code Section 1861, CONTRACTOR acknowledges awareness of Section 3700 of seq. of this Code, which requires every employer to be insured against liability for workers' compensation, CONTRACTOR covenants that it will comply with such provisions prior to commencing performance of the work hereunder. CONTRACTOR shall obtain and furnish to City workers' compensation and employer's liability insurance in an amount of not less than the State statutory limits. CONTRACTOR shall require all subcontractors to provide such workers' compensation and employer's liability insurance for all of the subcontractors' employees. CONTRACTOR shall furnish to CITY a certificate of waiver of subrogation under the terms of the workers' compensation and employer's liability insurance and CONTRACTOR shall similarly require all subcontractors to waive subrogation. 0 4 Dynix Other City Requirements Dynix: 0 Agreed. • INSURANCE In addition to the workers' compensation and employer's liability insurance and CONTRACTOR's covenant to defend, hold harmless and indemnify CITY, CONTRACTOR shall obtain and furnish to CITY, a policy of general public liability insurance, including motor vehicle coverage covering the PROJECT. This policy shall indemnify CONTRACTOR, its officers, employees and agents while acting within the scope of their duties, against any and all claims arising out or in connection with the PROJECT, and shall provide coverage in not less than the following amount: combined single limit bodily injury and property damage, including prod uctslcompleted operations liability and blanket contractual liability, of One Million Dollars ($1,000,000) per occurrence. If coverage is provided under a form which includes a designated general aggregate limit, the aggregate limit must be no less than One Million Dollars ($1,000,000) for this PROJECT. This policy shall name CITY, its officers, elected or appointed officials, employees, agents, and volunteers as Additional Insureds, and shall specifically provide that any other insurance coverage which may be applicable to the PROJECT shall be deemed excess coverage and that CONTRACTOR's insurance shall be primary. Under no circumstances shall said above -mentioned insurance contain a self - insured retention, or a "deductible" or any other similar form of limitation on the required coverage. Dynix: Agreed. Dynix 5 Other City Requirements PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not contain a self -insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of CITY. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. Dynix: Agreed; however, we currently have a $100,000 self -insured retention for our professional liability coverage which is in line with the insurance industry's practice for technology companies. • • 6 Dynix Other City Requirements 0 7.D Performance Bond The successful bidder shall provide a Performance Bond for 100 percent of the Contract Price to guarantee faithful performance of all work, within the time prescribed, in a manner satisfactory to the Agency, and that all materials and workmanship will be free from original or developed defects. The Performance Bond shall be submitted to the Agency within 10 working days from the award of contract. The successful bidder shall provide a certificate stating that the bonding company is admitted to do business in the State of California. This certification may be obtained from the Executive Officer and Clerk of the Superior Court at the following address & phone: Orange County Superior Court Probate Court Operations 341 The City Drive P.O. Box 14171 Orange, CA 92613-1571 (714) 935-6061, Contact Linda C. Wallace The Performance Bond shall incorporate, by reference, the Contract and be signed by both the Bidder and Surety and the signature of the authorized agent of the Surety shall be notarized. The Performance Bond shall remain in force until the date of recordation of the Notice of Completion. Should the Performance Bond become insufficient, the Vendor shall renew the bond within 10 days after receiving notice from the Agency. Should any Surety at any time be unsatisfactory to the Agency, notice will be given the Vendor to that effect. No further payments shall be deemed due or will be made under the Contract until a new Surety shall qualify and be accepted by the Agency. Changes in the Work or extensions of time, made pursuant to the Contract, shall in no way release the Vendor of Surety from its obligations. Notice of such changes or extensions shall be waived by the Surety. In conformance with the State of California Government Code, Chapter 13, Section 4590, the Vendor may substitute securities for any monies withheld by the City to endurance under the contract. At the request and expense of the Vendor, securities equivalent to the amount withheld shall be deposited with the Agency, or with a state or federally chartered bank as the escrow agent, who shall pay such monies to the Vendor upon notification by Agency of Vendor's satisfactory completion of the contract. The type of securities deposited and the method of release shall be approved by the Agency. D_ynix: Agreed; we will procure a performance bond from our insurer as soon as we are awarded a contract with Huntington. Beach Public Library. Dynix • STANDARD CONTRACTS • submitted by OPEN MORE EYES Huntington Beach Public Library rii D Y N I X- June 4, 2004 is cl • Cr D Y N I X, PURCHASE AND LICENSE AGREEMENT This Agreement is made and entered into by and between Dynix Corporation (hereinafter referred to as "Dyni)e'), a Utah corporation having its offices at 400 Dynix Drive, Provo, Utah 84604 and SAMPLE CONTRACT ONLY (hereinafter referred to as the "Library"), having its offices at . The term "Dynix" shall also refer to the company, its agents, suppliers, and its subcontractors. RECITALS WHEREAS, the Library desires to contract with Dynix to obtain the Hardware, licenses, and services described herein and Dynix desires to contract with the Library to provide said Hardware, licenses, and the services described herein; NOW THEREFORE, in consideration of the mutual covenants, promises and undertakings contained herein, the parties hereto hereby agree as follows: 1. DEFINITION OF TERMS Database Server: The computer acquired and operated by the Library to provide database management services in connection with the Licensed Software. Hardware: The items listed on Schedule 1 hereto under the subheadings Server Hardware and Server Accessories. Horizon Information Portal Server.- The computer acquired and operated by the Library to provide web access and gateway services to the Database Server in connection with the Licensed Software. Licensed Software (or Software): Each Dynix-developed or Dynix-owned software product, which may include third -party technology, as listed in Schedule 1, including machine-readable object code (not source code) for such product, any user documentation for such product, and any other related materials which are furnished to the Library by Dynix for use in connection with such product, as well as any subsequent releases and error corrections for Software previously licensed to the Library. System: The total complement of Hardware and Licensed Software furnished and maintained by Dynix_ Third Party Software: Software owned by an entity other than Dynix which is re -licensed or sublicensed by Dynix to the Library. Workstation: An end user machine provided by the Library on which client software operates to access the Database Server and which meets or exceeds Dynix's specifications required for operation of the Licensed Software. CONTRACT DOCUMENTS The contract documents are this Agreement, including the following schedules attached hereto: Schedule 1. Configuration Schedule 2. End User License Agreements Each of these documents is incorporated herein by this reference as if set forth in full, and shall constitute a part of this Agreement. 3. FURNISHING OF HARDWARE AND SOFTWARE Subject to the terms and conditions set forth herein, Dynix agrees to provide at locations specified by the Library, and the Library hereby agrees to purchase the goods, licenses, and services described in Schedule 1. The Library agrees to provide Dynix with access to the System via a dedicated data - grade phone line or the Internet to install and support the System. The Library shall be responsible for maintaining: (1) a telephone within reach of the Database Server; (2) an auto -answer Dynix- approved modem attached to a port for the exclusive use of Dynix; (3) an "outside" data grade phone line for the modem to be used in dial -up diagnostics and maintenance; and (4) Internet access including access through any security measures. Dynix alone shall decide whether access to the System is sufficient for installation and support. 4. RISK OF LOSS AND TITLE Dynix is responsible for all risks of loss or damage to Hardware furnished under this Agreement until delivery is made to the Library. Thereafter the Library will be responsible for risks of loss or damage, except for loss or damage caused by Dynix in the process of installation. Title to the Hardware shall pass from Dynix to the Library upon delivery at the Library. 5. WARRANTY A. WARRANTIES 1. Dynix warrants that for a period of one year from commencement of live operation, the Licensed Software will operate in all material respects in conformity with the applicable user manuals so long as the Library has incorporated into the Software all releases and corrections to the Software that Dynix has made available to the Library. 2. Dynix warrants that the services listed in Schedule 1 will be performed in a workmanlike manner consistent with industry standards reasonably applicable to the performance of such services. B. EXCLUSIVE REMEDY If Library believes there has been a breach of a warranty in Section 5A and so notifies Dynix, then Dynix will promptly investigate the matter to determine the nature of the suspected error. If there has been a breach of this warranty, then Dynix's sole obligation and the Library's exclusive remedy will be for Dynix to correct or modify the Software to make it perform as warranted or to re -perform the services. If Dynix is unable, after repeated efforts, to correct a breach of Section 5A, the Library will be entitled to an equitable adjustment in the monies owing under this Agreement, up to the total amount of payments for either the Software or services received over the prior twelve month period, to reflect any reduction in the value of the Licensed Software or services as a result of the uncorrected error. C. NO BREACH OF WARRANTY Dynix is not responsible for any claimed breach of any warranty caused by: (i) modification(s) made to the System by anyone other than Dynix-, or (ii) the combination, operation or use of the System components with any items not supplied by Dynix to the Library; or (iii) the Library's failure to use any new or corrected versions of the System components made available by Dynix; or (iv) Dynix's adherence to the Library's specifications or instructions- D. NO ADDITIONAL WARRANTIES THE WARRANTIES SET FORTH IN SECTION 5A OF THIS AGREEMENT ARE IN LIEU OF, AND THIS AGREEMENT EXPRESSLY EXCLUDES TO THE MAXIMUM EXTENT PERMITTED BY LAW, ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, ORAL OR WRITTEN, INCLUDING, WITHOUT LIMITATION, (i) ANY WARRANTY THAT THE LICENSED SOFTWARE IS ERROR -FREE; AND (ii) ANY AND ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON - INFRINGEMENT, AND (iii) ANY AND ALL IMPLIED WARRANTIES ARISING FROM STATUTE, COURSE OF DEALING, COURSE OF PERFORMANCE OR USAGE OF TRADE. NO ADVICE, STATEMENT OR INFORMATION GIVEN BY DYNIX, ITS AFFILIATES, CONTRACTORS OR EMPLOYEES SHALL CREATE OR CHANGE ANY WARRANTY. E. THIRD PARTY WARRANTIES SAMPLE CONTRACT ONLY - Page 2 CONFIDENTIAL AND PROPRIETARY Third party products may come with a manufacturer's warranty. Such warranties begin on shipment of the third party products from the manufacturer, whether shipment is to Dynix or to the Library. B. DEDICATED SERVERS All servers that are part of the System shall be dedicated servers and shall only contain software and content for, and shall only be operated for the purposes of, the Horizon system. Failure to comply with this requirement by the Library may result in Dynix's voiding its warranties made under this Agreement and/or terminating maintenance. 7. LICENSED SOFTWARE MAINTENANCE Dynix shall maintain the Licensed Software at Dynix's expense for a period of one (1) year from commencement of live operation thereon. Support of third party products shall be subject to the manufacturer's warranty and maintenance programs, if available. 8. PAYMENT SCHEDULE A. PAYMENT ARRANGEMENTS Dynix shall submit all invoices to the Library at the address shown in the first paragraph of this Agreement. The Library is solely responsible for payment of all invoices. Dynix will not provide multiple invoices or bill entities other than the Library, including consortium members or governing boards. Invoices shall be considered past due thirty (30) days after the date shown thereon. Past due balances are subject to the lesser of a 1Y2% per month interest charge (18% per annum) or the highest rate allowed by law, B. DISPUTED INVOICES The Library is not required to pay the disputed portion of any invoice, pending resolution of that dispute, if written notice of the dispute has been provided to Dynix within fifteen (15) days of receipt of the invoice. C. TAXES Unless otherwise noted, the prices in this Agreement do not include taxes. The Library agrees to pay directly or reimburse Dynix for any taxes arising out of this Agreement or Dynixs performance under this Agreement, excluding taxes on Dynix's net income. If the Library is exempt from taxes, photocopies of applicable certificates demonstrating exemption shall be provided by the Library prior to the execution of this Agreement. D. MILESTONES Payment is due upon invoice for successful completion of the following milestones: MILESTONE AMOUNT Delivery of Client Licensed Software Modules to the Library Completion of Data Test Load Delivery of Database Server to the Library Completion of Initial Core Training (Cat, Circ, Pac, SA) TOTAL $XXX 9. SOFTWARE LICENSE A. Dynix hereby grants the Library a non-exclusive, non -transferable, non-sublicenseable and limited use license to use the Software on the Database Server, Horizon Information Portal Server, and Workstations for the number of Users specified in Schedule 1 solely in the conduct of the business of the Library. B_ The Library 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. 0 SAMPLE CONTRACT ONLY - Page 3 CONFIDENTIAL AND PROPRIETARY C. The Software is confidential and copyrighted and all rights therein not expressly granted to the Library are reserved to Dynix. D. Dynix retains title to all copies of the Software; all training and procedural materials developed by Dynix in conjunction with the Software; and any additions and supplements to the Software which may be developed for the Library through the reimbursed or unreimbursed efforts of Dynix employees or agents. * Except to the extent permitted by applicable law, the Library may not make copies of the Software, other than for archival or backup purposes, nor shall it modify, decompile, or reverse - engineer the Software- * Dynix may update and modify the Software from time to time, as it deems necessary. G. Dynix or its independent audit firm may, upon reasonable notice, examine and audit the records and systems of the Library to ensure compliance with any license granted by Dynix. Any audit will be performed during the Library's regular business hours and in a manner which avoids unreasonable interference with the Library's operations. If such an audit reveals that the Library has underpaid or failed to pay any license fee, the Library agrees promptly to correct such underpayment. H. The Library acknowledges that any breach or threatened breach of any license involving unauthorized use of Dynix's intellectual property rights will result in irreparable harm to Dynix for which damages would not be an adequate remedy. I. The Library may not alter or obscure any proprietary rights notice, including the phrase "powered by Dynix," appearing on any Dynix-supplied materials and must include such notices on any copies. J. Dynix's placement of a copyright notice on any portion of any Software or any update to such Software will not be construed to mean that such portion has been published and will not derogate from any claim that such portion contains proprietary and confidential information of Dynix. K. Upon termination of this license, the Library shall destroy or return to Dynix all copies of the Licensed Software. 10. INTELLECTUAL PROPERTY CLAIMS A. Dynix will defend or settle, at its option and expense, any legal proceeding brought against the Library to the extent it is based on a claim that Licensed Software provided by Dynix or any original works of authorship written by Dynix under a statement of work infringes a third party's intellectual property rights. "Intellectual property rights" means all intellectual property rights, including patents, trademarks, design rights, copyrights, database rights, trade secrets and all other rights of an equivalent nature. Dynix will indemnify the Library against all damages and costs attributable exclusively to such claim awarded by the court finally determining the case, provided that the Library: 1. promptly gives written notice of the claim to Dynix; 2. gives Dynix sole control of the defense and settlement of the claim; 3, provides Dynix, at Dynix's expense, with all available information and assistance relating to the claim and legal proceeding; 4, does not compromise or settle such claim; and 5, is not in material breach of any Agreement. B. If such materials are found to infringe, or in the reasonable opinion of Dynix are likely to be the subject of a claim, Dynix will, at its option: 1. obtain for the Library the right to use such materials; 2. replace or modify the materials so they become non -infringing; or 3. if neither (1) nor (2) is reasonably achievable, remove such materials and refund their net book value based on a straight-line basis over a five (5) year period commencing on the date the allegedly infringing item(s) were first delivered to the Library. C. Dynix has no obligation to the extent any claim results from: SAMPLE CONTRACT ONLY - Page 4 CONFIDENTIAL AND PROPRIETARY 1. modification of the materials other than at the direction of Dynix, or 2. use of an allegedly infringing version of the materials, if the infringement could have been avoided by the use of a different version made available to the Library. THIS SECTION STATES DYNIX'S ENTIRE OBLIGATION TO THE LIBRARY AND THE LIBRARY'S SOLE REMEDY FOR ANY CLAIM OF INFRINGEMENT. 11. INDEMNIFICATION AND LIMITATION OF LIABILITY A. NO LIMITATION OF CERTAIN CATEGORIES OF LIABILITY Dynix acknowledges the full extent of its own liability to the Library arising from: 1. death or personal injury resulting from Dynix's negligent acts or omissions; 2. Dynix's breach of any applicable license grant; or 3. the non -excludable statutory rights of consumers, e.g., under laws providing for strict product liability. B. LIMITATIONS ON OTHER CATEGORIES OF LIABILITY. Subject to I I.A. above and to the extent not prohibited by applicable law: 1. Dynix's maximum aggregate liability for all claims relating to the Agreement, whether for breach of contract, breach of warranty or in tort, including negligence, will be limited to the amount paid by the Library to Dynix during the previous twelve (12) months for the product or service which is the subject matter of the claim; and 2, DYNIX WILL NOT BE LIABLE FOR ANY INDIRECT, PUNITIVE, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES IN CONNECTION WITH OR ARISING OUT OF THE AGREEMENT (INCLUDING, WITHOUT LIMITATION, LOSS OF BUSINESS, REVENUE, PROFITS, GOODWILL, USE, DATA, ELECTRONICALLY TRANSMITTED ORDERS, OR OTHER ECONOMIC ADVANTAGE), HOWEVER THEY ARISE, WHETHER IN BREACH OF CONTRACT, BREACH OF WARRANTY, OR IN TORT, INCLUDING NEGLIGENCE, AND EVEN IF DYNIX HAS PREVIOUSLY BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. LIABILITY FOR DAMAGES WILL BE LIMITED AND EXCLUDED, EVEN IF ANY EXCLUSIVE REMEDY PROVIDED FOR IN THE AGREEMENT FAILS OF ITS ESSENTIAL PURPOSE. 12. TERMINATION A. Either party may terminate this Agreement immediately upon written notice: 1. If the other party commits a non -remediable material breach of this Agreement; or 2. If the other party fails to cure any remediable material breach or provide a written plan of cure acceptable to the non -breaching party within thirty (30) days of being notified in writing of such breach, B. Following termination of this Agreement (for whatever reason), each party will deliver to the other any property of the other in its possession or control in good condition, reasonable wear and tear excepted. C. Neither party will be liable for any damages arising out of the termination of this Agreement, provided that such termination will not affect any right to recover: 1. Damages sustained by reason of material breach; or 2. Any payments which may be owing in respect of the Agreement. 13. RETURNS The Library may incur restocking fees and other like assessments if it changes the types and quantities of items purchased under this Agreement after the items have been ordered. Retums of third party products shall be governed by the manufacturer's policies. SAMPLE CONTRACT ONLY - Page 5 CONFIDENTIAL AND PROPRIETARY 14. ASSIGNMENT No assignment of this Agreement or any right or interest herein by either party will be effective unless the other party has given its written consent to such assignment, which consent will not be unreasonably withheld. However, Dynix may assign this Agreement to an affiliate or subsidiary of Dynix or its parent corporation within its corporate structure, including its affiliates, subsidiaries and parent corporation, or assign its rights to receive payments hereunder without the Library's consent. 15. DISPUTE RESOLUTION The parties will use reasonable efforts to resolve any dispute arising out of the Agreement through a meeting of appropriate managers from each party. If the parties are unable to resolve the dispute, either party may escalate it to its executives. If an executive level meeting fails to resolve the dispute within thirty (30) days after escalation, either party may seek any available legal relief. This provision will not affect either party's right to seek injunctive or other provisional relief at any time. 16. GENERAL A. Force Majeure. A party is not liable under this Agreement for non-performance caused by events or conditions beyond that party's reasonable control, if the party makes reasonable efforts to perform. This provision does not relieve the Library of its obligation to make payments then owing. B. Notices. All written notices required by this Agreement will be effective upon receipt. Notices communicated by electronic mail or facsimile will be deemed to be written. C. Nondiscrimination. Neither Dynix, nor any officer, agent, employee, servant or subcontractor of Dynix shall discriminate in the treatment or employment of an individual or groups of individuals on the grounds of race, color, religion, national origin, age, sex or disability unrelated to job performance, either directly, indirectly or through contractual or other arrangements. D. Relationship, This Agreement is not intended to create a partnership, franchise, joint venture, agency, or a fiduciary or employment relationship. Neither party may bind the other party or act in a manner which expresses or implies a relationship other than that of independent contractor. E. Non -collusion Covenant. Dynix hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of this Agreement with the Library. Dynix has received from the Library no incentive or special payments, or considerations not related to the provision of automation systems and services described in this Agreement. F. Invalidity. If any provision of the Agreement is held invalid by law or regulation of any government or by any court or arbitrator, such invalidity will not affect the enforceability of other provisions. G. Survival. Rights and obligations under the Agreement which by their nature should survive will remain in effect after termination or expiration of the Agreement_ H. No Waiver. Any express waiver or failure to exercise promptly any right under this Agreement will not create a continuing waiver or any expectation of non -enforcement. I. Modification. No modification to this Agreement will be binding, unless in writing and signed by an authorized representative of each party. J. Section Headings. Headings and titles used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement. K. Entire Agreement. This Agreement constitutes the parties' entire agreement relating to its subject matter. - It cancels and supersedes all prior or contemporaneous oral or written communications, proposals, conditions, representations, and warranties, and prevails over any conflicting or additional terms contained in any quote, purchase order, acknowledgement, or other communication between parties relating to its subject matter during its term. SAMPLE CONTRACT ONLY - Page 6 CONFIDENTIAL AND PROPRIETARY L. Counterparts. The parties agree that this Agreement may be executed in one or more counterparts, each of which shall be constitute an enforceable original of the Agreement, and that facsimile signatures shall be as effective and binding as original signatures. IN WITNESS WHEREOF, the parties have caused this Agreement, which shall inure to the benefit of and be binding upon the successors of the respective parties, to be signed and entered as of the last date indicated below. Dynix Corporation By: Title: Date: SAMPLE CONTRACT ONLY By: Title: Date: SAMPLE CONTRACT ONLY - Page 7 0 CONFIDENTIAL AND PROPRIETARY SCHEDULEI CONFIGURATION SAMPLE CONTRACT ONLY - Page 8 CONFIDENTIAL AND PROPRIETARY • • SCHEDULE 2 END USER LICENSE AGREEMENTS SAMPLE CONTRACT ONLY - Page 9 CONFIDENTIAL AND PROPRIETARY 0 WEBFEAT END USER LICENSE AGREEMENT Dynix agrees to license to Customer for the internal use of Customer certain software (the "WebFeat software") provided by WebFeat, Inc. and licensed to Dynix. Customer agrees to be bound by the following terms of this EULA and its execution of the body of the Agreement is proof of such consent. IF CUSTOMER DOES NOT AGREE, CUSTOMER SHOULD NOT INSTALL OR USE THE WEBFEAT SOFTWARE; CUSTOMER MAY RETURN IT TO DYNIX FOR A FULL REFUND 1. Customer is only granted a non-exclusive, non -transferable right to use the WebFeat software for its own internal purposes and is prohibited from using WebFeat outside the scope intended by the Purchase Agreement. This license grant shall be an annual grant renewable upon payment of each year's renewal fee and upon Dynix's express or implied consent (such implied consent being communicated by failing to provide notice to Customer of Dynix's intent to terminate this EULA). 2. Customer is prohibited from (i) sublicensing, timesharing, or rental of the WebFeat software; and (ii) permitting third parties from remotely accessing and using the WebFeat software over the Internet. 3. WebFeat, Inc. retains title to the WebFeat software, and all copies thereof, and associated intellectual property rights therein. Customer may not copy the WebFeat software, except for inactive backup and archival purposes only, and must include on all copies of the WebFeat software all copyright, government restricted rights and other proprietary notices or legends included on the WebFeat software when it was shipped to Customer. 4. Customer agrees to provide WebFeat with necessary direct, continuous and uninterrupted access via either dial -up 56K modem or the Internet (or any other mutually agreeable method) to all of Customer's servers hosting the WebFeat software for the purpose of enabling WebFeat to, among other things, read, write, upgrade and maintain all system -related fries and use pc emulation software as necessary in connection with the foregoing. WebFeat and Customer agree to take all necessary steps to ensure that at any time when WebFeat accesses and works on WebFeat software -related files, the security of the environment within which the files and software rests is maintained at all times. 4. Dynix's and WebFeat's maximum liability for damages under this sublicense (regardless of form of action, whether in contract or tort) shall not exceed the amount paid by Customer to Dynix for the WebFeat software or any services to which the claim relates. IN NO EVENT SHALL DYNIX OR WEBFEAT BE LIABLE TO CUSTOMER OR ANY OTHER PARTY, WHETHER IN CONTRACT OR TORT, FOR ANY SPECIAL, INCIDENTAL, INDIRECT OR CONSEQUENTIAL LOSS OR DAMAGE (INCLUDING WITHOUT LIMITATION LOSS OF PROFITS, REVENUE OR DATA), THAT MAY ARISE FROM THE USE, OPERATION OR MODIFICATION OF THE WEBFEAT SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGE BEING INCURRED. 5. Only object code versions of the WebFeat software are licensed to Customer and reverse engineering, disassembly or decompilabon to derive source code is prohibited (except to the extent expressly allowed under applicable law). 6. Customer shall comply with all applicable laws and regulations in any of its dealings with respect to the WebFeat software or any of its components. 7. Although copyrighted, the WebFeat software is unpublished and contains proprietary and confidential information of WebFeat. Customer agrees to maintain the WebFeat software in confidence and shall protect the WebFeat software with at least the same degree of care with which it protects its own similar confidential information. 8. Upon termination of this sublicense, Customer shall destroy or return to Dynix all copies of the WebFeat software. 9. Dynix shall have the right to conduct and/or direct an independent accounting firm to conduct, during normal business hours, an audit of the appropriate records of Customer to verify the number of copies of the WebFeat software in use and the computer systems and the number of seats or concurrent users licensed for or using the WebFeat software. 10. Dynix hereby passes through to Customer the following manufacturer's warranty: The then - current, unmodified version of the WebFeat software provided by Dynix to Customer will operate in all material respects in conformity to WebFeat's published technical manuals relating to the end use of the WebFeat software for a period of one year from the date of shipment of the WebFeat software to Customer. No representation is made that the WebFeat software is error -free or will satisfy all of Customer's requirements. If the WebFeat software does not perform as warranted, Customer's sole remedy, at Dynix's option, will be replacement of the non -conforming WebFeat software or a refund of the license fee paid by Customer for such non -conforming software. THIS WARRANTY IS IN LIEU OF ALL OTHER WARRANTIES. TO THE MAXIMUM EXTENT PERMITTED UNDER APPLICABLE LAW, ALL OTHER WARRANTIES, CONDITIONS AND REPRESENTATIONS, WHETHER EXPRESS, IMPLIED OR VERBAL, STATUTORY OR OTHERWISE, AND WHETHER ARISING OUT OF THIS AGREEMENT OR OTHERWISE ARE HEREBY EXCLUDED, INCLUDING WITHOUT LIMITATION, THE IMPLIED WARRANTIES OF MERCHANTABILITY, NON - INFRINGEMENT, AND FITNESS FOR A PARTICULAR PURPOSE. • • n • 11 REFERENCES submitted by DY N June 4, 2004 OPEN MORE EYES Huntington Beach Public Library X U. • http://www.indiantrailslibrary.or / • migrated from GEAC • similar in size to HBPL http://www.ml2pi.org/inde html • migrated from GEAC • similar in size to HBPL • http://www.r,i.fullerton,ca.u$Zlibrary/ • similar in size to HBPL http://www.rhyl.orgZ • migrated from GEAC • similar in size to HBPL PTIiC i Ifl OF PLANO I L\A,� http:4/www.ylanolibrary.org/ • similar in size to HBPL �J References INDIAN TRAILS PUBLIC LIBRARY DISTRICT Mike Jackiw 847-279-2219 m ja ckiw@ itpl d.1 i b. i I. us 355 S Schoenbeck Rd Wheeling IL 60090 MOUNT PROSPECT PUBLIC LIBRARY Tim Loga 847-253-5675 x3057 tloga@mppl.org 852 Feehanville Dr Mt. Prospect IL 60056 FULLERTON PUBLIC LIBRARY Maureen Gebelein 714-738-6392 maureeng@ci.#ullerton.ca.us 353 W Commonwealth Ave Fullerton CA 92832 ROCHESTER HILLS PUBLIC LIBRARY Ginger Olson 248-650-7162 olsong@rh pl.org 500 Old Town Rd Rochester MI 48307-2043 PLANO PUBLIC LIBRARY Dave Okay 972-769-4292 daveo@plano.gov 2501 Colt Rd Plano TX 75075-3892 Indianapolis Marian County Public Library http://www.irnclil.lib.in.us/ INDIANAPOLIS-MARION COUNTY PUBLIC LIBRARY Jeanne Sheehan 317-269-5240 0sheehan@Imcpl.org 2450 N Meridian St Indianapolis, IN 46208-0211 • migrated from GEAC MERRIMACK VALLEY LIBRARY CONSORTIUM Erin Apostolos , - 978-475-7160 70 eapostolos@mailserv.mvlc.lib.ma httg:I/www.mvlc.oW 123 Tewksbury St Andover MA 01810 • migrated from GEAC PA.5v1I ENA PASADENA-GLIEN DALE PUBLIC LIBRARIES r 13 s r. I C Bryan Sands • 1 -BR.; � Y 626-744-4252 http://catalog.13asadenapubiiclibrary.net/ bsandS@Cit of asadena net GLl_NlDAI.l; 1'17131:1C Ln LIBRARY http://cat alog.cLglendale.ca.us #focus + migrated from GEAC • runs Horizon on MS SQL Server Y P 285 E Walnut St Pasadena CA 91101 0 • 0 • IMPLEMENTATION PLAN • submitted by OPEN MORE EYES Huntington Beach 5jDYN I June 4, 2004 0 Public Library X Implementation Plan Table of Contents IMPLEMENTATION SERVICES....................................................................... 1 INTRODUCTION............................................................................................ 1 IMPLEMENTATION OVERVIEW..................................................................... 1 DYNIX IMPLEMENTATION SERVICES TEAM ................................................. 1 SAMPLE IMPLEMENTATION SCHEDULE......................................................... 3 PHASE I: DATABASE/SYSTEM PROFILING.................................................................5 PHASE II: SERVER STAGING AND DATA CONVERSION PREPARATION..................................6 PHASE III: PRODUCTION DATALOAD.......................................................................7 PHASE IV: INSTALLATION OF YOUR SYSTEM AND ONSITE VERIFICATION OF SYSTEM INTEGRITY ..7 PHASE V: LIVE ON HORIZON.................................................................................8 PHASE VI: POST GO -LIVE AND HANDOFF TO CUSTOMER SUPPORT....................................8 CUSTOMERSUPPORT..........................................................................................8 HORIZON- OPEN MORE EYES...............................................................................8 • • Implementation Services • • Implementation Plan Introduction Over the past 10 years Dynix has converted over 1000 libraries worldwide to Horizon. Just as the Horizon software has proven its reliability and effectiveness in the library marketplace, the Dynix implementation staff has proven its dependability in converting libraries to Horizon with precision and dispatch. Our goal is to provide a clean, smooth, and timely implementation for your library. Our staff is available to assist and advise you every step of the way. We want you to feel comfortable with the implementation process so we work with you to determine a library specific schedule and assign specialized resources to provide you with the timely support you need to make your implementation a success. Dynix data technicians have thousands of hours of experience in data conversion from Geac, Ill, TLC, DRA, Gaylord, and many other vendors` systems, including many "homegrown' systems. We have developed a complete data conversion toolset so that your technology upgrade can take place with minimum down time and maximum transfer of data. Implementation The implementation process begins after contract signing. Your implementation Overview project consists of the complete implementation of your system which may include: • Hardware • Software • Data The time taken to complete your implementation depends on a number of factors including the size of your collection, the complexity of your network, the type of implementation, availability of mare records, and the availability, number and skill level of library staff to perform the various tasks involved. Dynix The Implementation Services Team at Dynix is responsible for all the tasks Implementation related to the delivery and implementation of your Horizon system. Key to the Services Team success of the implementation team is your Customer Project Manager (CPM), who serves as your main Dynix contact during your implementation process. The Customer Project Manager has the overall responsibility for your implementation process and will answer any questions you may have about the implementation and migration processes. The CPM will work with you to set up a project schedule to ensure that all parts of the contract are fulfilled in a timely fashion. The CPM, in concert with your Library Consultant, will oversee the Dynix Project Team to ensure the successful implementation of your system. Dynix Implementation Services The Project Team The Project Team will be made up of any or all of the following people depending on the tasks involved with your project: • Dynix Customer Project Manager • Dynix Library Consultant • Dynix Data Services Consultant • Dynix Technical Consultant • Dynix Education Services Trainer • Your library Project Manager (library staff) • Your library Project Team (which may include Information Technology (IT) Staff, System Administrator, other library staff) The Project Schedule In discussions with you, the Dynix CPM will set up a Project Schedule which will show clearly when each phase of the implementation is to take place and who will be responsible for completing it. In some cases this will be you or one of your staff or contractors with whom you are working. Each phase of the implementation process may be dependent on the completion of one or more of the previous phases. Some of the phases listed on the next page will be implemented simultaneously, and a successful implementation will require a smooth progression through each phase of the project. This timeline is also dependent upon your library's availability to commit resources and time to gather and test all necessary data. To ensure that the implementation does proceed in a timely manner it is important that all tasks be performed according to the scheduled date, whether this is by the library or by Dynix. You will need to keep this schedule on hand and refer to it frequently throughout the implementation. A sample implementation schedule is included on the following page. A typical installation takes approximately 150 days. Project start dates and task dates will vary depending on resource availability at the time your contract is signed. • 2 Dynix Implementation Services • 17� Sample Implementation Schedule (dates may be adjusted during contract negotiations) SAMPLE IMPLEMENTATION SCHEDULE SUMMARY Start Date End Date Project 11/22/04 Start 8:00 AM Discuss Specific Details of Implementation Schedule Load 12/13104 12/20/04 Horizon 8:00 AM 8:00 AM Test Data 7 days Extract the Test Data Load the test records on your Horizon database System 12120/04 01/10105 Profiling 21 da s 8:00 AM 8:00 AM Profiling Session #1 12/21/04 12/22/04 8:00 with Library Consultant 2 days 8:00 AM AM Profiling Session #2 01/06/05 01/07/05 8:00 with Library Consultant 2 days 8:00 AM AM 01/10/05 02/07105 Testing 28 days 8:00 AM 8:00 AM Review Test data against the entered profiles Horizon/HIP 11122104 01110105 Training 8:00 AM 8:00 AM Server 49 days Order and Receive 11/22/04 12/22/04 8:00 Server 30 days 8:00 AM AM 12/22/04 01 /05/05 8:00 Stage Servers 14 days 8:00 AM AM 02/07/05 02/13/05 8:00 Ship HIP server 6 days 8:00 AM AM 02/14/05 02/15/05 8:00 Remote install Ida s 8:00 AM AM 02/07105 02/07/05 Sign -offs 0 days 8:00 AM 8:00 AM Send Testload Data sign -off form to Dynix (Document: Testload Acceptance) Send Profile Acceptance form to Dynix (Document: Profile Acceptance) Load copy of test load Dynix Implementation Services 02/15/05 03110/06 Training 23 days 8:00 AM 8:00 AM 02/15/05 02/17/05 8:00 Core Training 3 da s 8:00 AM AM 02/22/05 02/24/05 8:00 A/Serials Training 3 days 8:00 AM AM 03/01/05 03/15/05 -Peripherals 14 days 8:00 AM 8:00 AM Setup Sessions with Peri heraI Specialist Production Data Load (Document: 02/07/05 03l02105 Production 8:00 AM 8:00 AM Load) 23 days Begin Your Production Data Load Perform Software Check (Document: 02/28/05 03/01/05 8:00 Software Checklist) 2 days 8:00 AM AM Hardware 03/02105 03/09/05 Installation 7 days 8:00 AM 8:00 AM Dynix ships server and any additional 03/02/05 03/07/05 8:00 hardware 5 days 8:00 AM AM Install server and perform connectivity 03/08/05 03/09/05 8:00 tests 1 days 8:00 AM AM Gap Load and Cut- 03/09/05 03/16/05 over 7 days 8:00 AM 8:00 AM Cataloging and Patron Data Gap 03/09/05 03/12105 Load 3 days 8:00 AM 8:00 AM Stop cataloging and making patron record 03/09/05 03/09/05 8:00 changes 0 days 8;00 AM AM Extract bib,item, and 03/09/05 03/09/05 8:00 patron records 0 days 8:00 AM AM Load gap data for bib, 03/09/05 03/12/05 8:00 item and patron records 3 days 8:00 AM AM Circulation and Item 03/13/05 03/16/05 Data Cutover 3 da s 8:00 AM 8:00 AM Stop circulation and discontinue use of 03/14/05 03/14/05 8:00 existings stem 0 days 8:00 AM AM 03/14/05 03114/05 8:00 Extract circulation data 0 days 8:00 AM AM 03/14/05 03/16/05 8:00 Load circulation data 2 days 8:00 AM AM Process Horizon Offline Circulation data into 03/16/05 03/16/05 8:00 Horizon 0 days 8:00 AM AM 03/16/05 03116/05 Horizon Go Live 0 days 8:00 AM 8:00 AM Begin using your new Horizons stem 10 0 Dynix Implementation Services L Project 03116/05 03/30/05 Wrap Up 14 days 8:00 AM 8:00 AM Begin to submit issues to Support using Log Express Implementation of your Horizon system is conducted in six phases: • Phase I Database/System Profiling • Phase Il Server Staging and Data Conversion Preparation • Phase III Production Load • Phase IV Installation & Onsite Verification of System Integrity • Phase V Live on Horizon • Phase Vl Post Go -Live and Move to Support Team Specific duties and activities of each phase are outlined below. Phase I: Complete the Preinstailation forms found in the Im�ementation Manual. The Database/System Implementation Manual helps you set up your Horizon system to meet your Profiling library's needs. It also explains how your system parameters are set up. The Manual comes with Preinstallation Forms on which you can record answers to questions about your library. You should plan to take a few days to read the Implementation Manual and review the forms. Reading the guide carefully and reviewing the forms prepares you to discuss your decisions or ask any questions at your Orientation meeting. It's important for you to make every effort to understand the information on the forms and how your decisions will affect your system. This is a great opportunity to customize the Horizon system to meet your library's needs. Your Library Consultant can assist you if you have questions or concerns. Preparing Your Data. It is important that once your contract is signed, and even before then, if possible, that you begin drawing up a plan on how you will deliver your data to Dynix. If you are migrating from a previous automated system you will need to make sure you have the ability to pull standard USMARC records out for your authority and bibliographic data. The bibliographic, item, and patron records are included in the standard data migration. Dynix recommends that a data cleanup be performed prior to the migration of data to Horizon. If you are automating for the first time from a card catalog you will need to request your records from OCLC or a similar bibliographic utility. If you choose to have authority control work done on your data, that needs to be started very early in the process so that the data can be returned in time for the dataload. Dynix cannot begin data production until a complete set of MARC data is received from such vendors. Finally you need to decide how the data will be shipped to Dynix, either via tape, CD, or FTP. Orientation and System Profiling. After completing your Implementation Manual, you will begin your Orientation. Orientation is generally conducted live via WebEx (an online training tool via the Web), and is conducted by your Customer Project Manager and Library Consultant. Orientation is an opportunity, before installation, to meet your Project Team and discuss in detail how your system will run. At Orientation your Project Team will help you analyze how your database Dynix 5 Implementation Services information is represented in your current system, and determine how best to map that information into the Horizon system. You will discuss your bibliographic database and holdings records. You will also learn how the decisions you make on the preinstallation forms will affect your system, giving you the opportunity to update those decisions. Other Activities. Here are some additional activities Dynix may perform during Phase I of your installation: • Dynix orders your hardware and peripheral equipment. • Dynix sends software documentation to the library. Phase 11: Server Staging and Remote Connectivi . During Phase II of your installation Server Staging and your server arrives at Dynix. Your Dynix Technical Consultant stages your server. Data Conversion This generally includes loading of the operating system, and installation the SQL Preparation server software. Once your server is staged, your Technical Consultant provides you with connectivity information (i.e., I.P. address, login, password) and works with you to enable you to access it through the Dynix network. At this same time you will load the Horizon client software on your local workstations and test the connectivity from your library to Dynix. The Dynix network has been cleared for SQL connectivity. Most connectivity issues can be traced to firewall management at customer sites or Internet congestion. If you have firewall protection in place at your library, please advise your firewall administrators that you will be required to access your SQL server at Dynix. Sam le Data Extraction. Before you have completed System Profiling and decide on the indexes you want in your Horizon database, you must decide what records you want included in the test load. The library, in conjunction with Dynix, extracts a sample of data from selected major data files. You can choose up to 10,000 records. They can be a random set, a specified set, or a combination of both. It is important that any records that you want to make sure load correctly are included in the test load. This phase of the test load includes ONLY authority, bibliographic, and item data. Your Data Services Consultant will then load that data into your database on the Horizon server in Provo, UT. Dynix staff will create and verify indexes and MARC mapping and then load sample authority, bibliographic, and item data. You and your implementation team will use this database extensively in setting up your new library system. Access to your database will be crucial as you make decisions about your new system and will facilitate the review of data. It is your responsibility to access your database and check the data. You need to make sure that the indexes you requested are working correctly and that item information is correctly represented. If problems are discovered your Data Services Consultant will either fix the problem in the currently loaded data or delete the records and load them again. You will be responsible each time to review and verify the changes to make sure they are satisfactory. The length of time for the dataload test varies since different libraries require different amounts of time to feel comfortable with their test loads. Typically this is* a 3-4 week process. 6 Dynix Implementation Services Once you're comfortable with the test dataload you will sign the "Test Data Load Acceptance" form. Once the Acceptance form is signed off, Dynix can proceed with the Production Dataload. Phase III: Submit Data to Dynix. At this point, the library will extract all pertinent data files Production Dataload in standard MARC21, except circulation data, from the library's current system. Again, data can be extracted and written to tape or CD, or transferred to Dynix directly by FTP (File Transfer Protocol). If the Iibrary is using a bibliographic vendor, then a copy of your records can be sent directly to Dynix. After the data extraction the library will continue working on their existing system. You may continue to catalog as normal. In order to make transferring the records you input after the cataloging cut-off point more simple, we ask that you begin to follow Dynix's recommended procedure for maintaining your holdings information. Production Data Load. Once the Test Dataload Acceptance form is received, your Data Services Consultant will begin the Production Dataload onto your Horizon server. Once the full data set has been received, all test data will be deleted from your database. Your Data Services Consultant will then load the Production data into your database. At this point further changes to indexes and indexing marc_maps is difficult and change to authority control is impossible. These changes need to be finalized during the Test Load. Once the library has tested the production data load, they will be required to sign - off on the production data load. Other Data Sets. Once the production load of the authority and bibliographic has begun, other types of data can be test loaded. These may include patron data, circulation data, acquisitions data, serials data, reserve bookroom data, etc. Usually a separate test database is created for this data so as not to interfere with the production load. Phase IV: Installation Procedure. Once the Production Data Load is complete and the final Installation of Your software check is done, your system will be shipped to you for installation. The System and Onsite Horizon Technical Consultant assigned to your project will arrive on site shortly Verification of after you receive your server. Your library is required to have your server System Integrity integrated into your facility network before the Technical Consultant arrives. The purpose of the Technical Consultant's visit is to verify the installation and operation of the SQL server, provide SQL administrative training relating to Horizon, check training workstation to server connectivity, and perform a series of tests and adjustments to your system to make sure your system and database are ready for use by both staff and borrowers. Training. Your system training will also begin.during this phase. Detailed training information is provided in the Training Information section of our response. Dynix Implementation Services Phase V: Cutover to Horizon. System. At some point after the installation you will need to Live on Horizon stop cataloging on your old system (you may choose to do this at an earlier time, too). Depending upon the type of migration you have purchased, you may need to extract a gap file of all the bibliographic records that have been added or changed since the production data was extracted. If your old system does not have the ability to pull gap records, you will need to stop cataloging when the production data is extracted for the Production Load. Please discuss the possible options available to you with your Project Manager Next the gap data is loaded onto the Horizon server. Once the gap bibliographic and item data is loaded then the other data sets can be loaded, and you will be required to sign -off on the final data. You will then begin working on your new Horizon system. At this point, you will discontinue use of your previous system. Phase VI: During Phase VI, your library enters the support phase of your relationship with Post Go -Live and Dynix. Your CPM continues to play a vital role as your service assurance liaison, Handoff to establishing a list of outstanding issues and making relevant assignments to Dynix staff. During this phase, your library will also complete a customer acceptance Customer Support checklist and functionality sign -off list. Customer Support When all the phases are complete and your system is functional, responsibility for your ongoing support will be transferred to the Customer Support team. After this handover process your primary contact will be the Customer Support is Team and your Library Relations Manager (LRM). The Customer Support Team Lead will provide you with details of how the Customer Support team will support you during the next very busy phase as you use your new system. This support is an ongoing process, and your partnership with the Support Team will enable you to further develop your skills using your new Horizon system. Horizon— We at Dynix look forward to helping you achieve a successful implementation of Open More Eyes the Horizon system at your library. With appropriate planning, your Horizon implementation will be a smooth process. Our professional Project Team is committed to making sure that your installation is smooth and without incident. Your Project Manager will interact with you frequently to make you aware of progress and prevent any delays. Once installed, the Horizon system can improve the efficiency of your library's operations and allow more effective control and management of your resources. • 8 Dynix • TRAINING • submitted by D Y N I June 4, 2004 0 OPEN MORE EYES Huntington Beach X Public Library U1- Training Services Table of Contents TRAINING SOLUTIONS GEARED FOR YOUR SUCCESS................................................................................ 1 TRAININGEXPERTISE................................................................................................................................... 1 PREINSTALLATIONTRAINING...................................................................................................................... 1 TRAININGDATABASE.................................................................................................................................... 2 ONSITETRAINING.......................................................................................................................................... 2 WEBTRAINING.............................................................................................................................................. 2 TIMING........................................................................................................................................................... 3 SYSTEM ADMINISTRATION TRAINING......................................................................................................... 3 ADDITIONAL TRAINING OPTIONS................................................................................................................. 3 RECOMMENDEDCOURSES.......................................................................................................................... 4 COURSE TITLES AND DESCRIPTIONS.......................................................................................................... 5 OTHERMODULES.......................................................................................................................................... 7 ADVANCEDTRAINING................................................................................................................................... 9 • • Training Services • Training Services Training In addition to our rich product offerings, Dynix provides a complete Solutions Geared training program for your staff. The training services we provide have for Your Success been designed with proven training methods as well as new technologies. We are prepared to deliver training in the manner you think best for your staff and your library, and Dynix offers the fullest range of training options in the industry. Through hands-on practice during training, no matter what options you choose, your library staff will learn to effectively use their new Horizon system to accomplish their regular work as well as their more complex tasks. Similarly, your technical staff will be trained to perform routine system operations and maintenance tasks, such as data backups and security control. Dynix will prepare and provide training materials and a training database for your staff to practice their skills previous to working on your live system. This training database creates a safe learning environment and will also be used for the training sessions conducted by Dynix staff. Training Dynix trainers are very experienced in addressing the issues that are Expertise important to libraries. These skills range from the day-to-day work of cataloging, reference, circulation, acquisitions, and serials to supervisory roles in these areas or system administration. Many of our trainers have degrees in library science and/or instructional design, and are vastly proficient in the administration of Horizon systems and their related components. Preinstallation You will be assigned a Services Consultant who will schedule the Training Preinstallation event with you. Preinstallation Training will take place over the course of four days and will be conducted via our Web Training system. Clients meet daily with their consultant and are instructed and assisted with each phase of profiling your database. You will use a hands-on approach and will be interacting with your own database. Each Preinstallation session will last approximately 2 hours, and may include up to two sessions per day. After each Web Training web session, customers are given time to review the steps and make resulting changes to your database on your schedule. Review and follow up sessions with each phase will ensure that the customer is well trained on each aspect of the Preinstallation. After the initial Preinstallation, additional sessions with your consultant may be scheduled as follow-up on an as -needed basis. Dynix Training Services Training Each customer will be assigned access to a training database on a server Database at Dynix. Access will be given at the project kickoff meeting, and the library will "own" this training database until you go into full production on your new Horizon system. You may use this to train staff, practice, or just familiarize yourselves with Horizon at any time during implementation. You will also be provided with a written introduction to the system which explains some basic functionality and provides sample exercises to help you get off to a good start. onsite Training With all Horizon purchases, we provide onsite training for Cataloging, Circulation, and the Horizon Information Portal, enabling your staff members the ability to learn in a classroom environment. We advocate a "train the trainer" approach for our onsite sessions; we will train a core group of your staff (up to 10 staff per session), who can then train the balance of the library staff. Onsite training offers live interaction with a trainer in your library, hands-on learning, and a dedicated classroom environment. We can propose onsite training, or a combination of onsite training and web -based training, depending on your needs. Training for additional modules such as Acquisitions is provided via Web Training. Web Training In addition to our traditional onsite training, Dynix also utilizes advancements in Internet technology to deliver training right to your office, minus the travel expense. As libraries face limited budgets, "The Web Training limited staff, and the added responsibilities of new patron services, the delivery system is 111tWftU1ft.Jg and works ability to participate in training, either onsite or by traveling to a well Cum dOV4n On regional workshop, is significantly reduced. Dynix makes it easy for vel UMO and your staff to receive training with Web Training. expense. I especially appreciate being able Web Training provides live instructors and interactive hands-on to immediately apply training from the convenience of a staff member's own workstation. the exercise on our Web Training takes advantage of the latest training technologies to system, and interpret questions specific to deliver sessions via an Internet web browser and telephone. our system and data, as well as p1lQlilPOY &Ot Web Training delivers: ieadhack.- • Real-time instruction using a web browser to demonstrate Michael BJack Carnputer Support Specialist, concepts Cherneketa cooperative • Interaction with the instructor and other participants via Regional Library Services telephone • Hands-on activities on your own workstation • Group training when you host the class in an instructional lab • Ability for the instructor to take control of the computer to "look over the student's shoulder," troubleshoot, and provide student interaction Dynix Training Services • • • Some of the courses available on Web Training include: • Beginning SQL • Advanced SQL • ReportSmith • EasyAsk • Horizon System Administration • Horizon Security • Information Portal Administration • Information Portal Customization • Horizon Home Services • Horizon Media Scheduling • Horizon Offline Circulation • Horizon Interlibrary Loan • Horizon Staff Searching • Horizon Cataloging • Horizon Circulation • Horizon Circulation Management • Horizon Acquisitions • Horizon Acquisitions Management • Horizon Serials Timing with the variety of delivery methods available to you, your staff may begin to receive training on Dynix products soon after your contract is You can start signed. We recommend that you start training early to be sure that you learning as soon as make good implementation choices, and to increase your staffs comfort you wish, casing your level early in the implementation process. own training database. System Dynix teaches an Introduction to System Administration course (see Administration course description at the end of this document), so that your system Training administrator can be ready for your "go live" date. In addition, as part of the installation process Dynix will provide basic operations training for your system administrator(s) including: A quick start to • Server Management ensure success! ■ Sybase backup/recovery • SQL Server startup/shutdown ■ Operating Shutdown • Client Management • System Troubleshooting We also offer advanced training in system administration and report writing. Additional Dynix understands that your library will have ongoing education needs Training Options.arising from new staff hires, changes in management, changes in the software, and changing needs for those administering your system. Local and Regional Another option for your staff is through our local and regional training Workshops workshops held throughout the year. You may purchase additional training with a skilled subject expert for in-depth system administration skills, new functionality, database query skills, and generating custom reports. Regional training sessions are also held in conjunction with major conferences such as the American Library Dynix 3 Training Services Association semi-annual meetings and the Users Group meetings. 0 Custom Training In addition to the full range of training we propose with every Horizon installation, we are also more than willing to customize your package to meet your exact needs. If you need additional classes, or if you'd like us create a custom class over a broad range of topics, our team of training experts are ready to assist. Contact your account manager and he or she will assist you in developing a training package to fit your needs and budget. Recommended Here is a list of courses we provide. Courses marked with an asterisk Courses (*) are part of the standard training provided with the purchase of Horizon (if the corresponding functional module has been purchased). • Acquisitions* • Cataloging* • Circulation* • Homebound* • Public Access • Reserve Book Room' • Serials* • ReportSmith • Beginning SQL • Advanced SQL • Beginning Windows 2000 Administration • Beginning UNIX Administration • Horizon System Administration* • Information Portal Administration* • Database Administration** Notes on Training Classes: • Department heads should attend the training that their respective staff attend. For example, the head of Cataloging should attend Public Access and Cataloging training. • A library administrator is the person responsible for administering the Horizon application (e.g., customizing views in Horizon, generating statistical reports, creating indexes). • A database administrator is the person responsible for administering the server and database (e.g., backups, database creation, etc.). Sometimes this is the same person as the library administrator, depending on your organization. **Basic database administration procedures are taught as part of installation (e.g., backup, restart, and recovery) but if the library desires, we also offer advanced Sybase and SQL classes. • 4 Dynix Training Services Course Titles Here are the course descriptions for the training sessions you will and Descriptions receive with the software you purchase from Dynix. Horizon Staff In this session we will cover Staff PAC. The training will cover the Searching following areas: Types of searches and the search flow, Boolean operators and truncation, bookmarking and creating a bib list, related works and cross-references, search restricting and limiting, advanced search functions, status details, making requests, and viewing new additions. Online help is also shown for future reference. Horizon Cataloging This course is designed for those who are responsible for cataloging at your library. The participants will learn how to create bibliographic records, item records, copy records and authority records. This course will focus on using Horizon to catalog materials. This course assumes basic knowledge of MARC cataloging rules. Participants for this course should be the ones involved in the day-to-day cataloging of materials. The class will give the participants the opportunity to merge records and import MARC records into Horizon. The course covers these topics: • Workforms • Bibliographic, Item, Copy and Authority Records Merging of Bibliographic Records See and See Also References • Cataloging Reports • Importing • Linking Bibs Horizon Circulation This course is designed for those who are responsible for checking out and checking in materials at your library. During this course, the participant will learn the basics of Circulation processes, as well as procedures for handling more complex issues such as clearing of fines and transacting refunds. Additionally, participants will learn to create borrower records, levy fines and fees, checkout materials "on -demand," and view statistical reports for Circulation activities. This course will focus on Circulation processes, but will also cover PAC searching and placing of Requests. The course covers these topics: • Creating Borrower records • Checking out Fast Adds • Managing the Request Queue • Statistical Reports • Resolving Blocks Horizon Acquisitions The Acquisitions course is intended for those who generate Purchase Orders for acquiring new, replacement, or additional copies of library material. They will learn the various procedures related to setting up Acquisitions, including generating the records needed for setup such as Dynix 11 Training Services vendor records and budgets/accounts. Your staff will learn the complete Horizon acquisitions process, from generating purchase request lists, to Purchase Orders to receiving the materials to generating statement records and vouchers giving payment directions. Trainees will learn the various parameters and options provided by Horizon, including automatic generation of bibliographic records and/or item records, and serial copy records. The following topics are covered: • Set-up of the Acquisitions module • Use of purchase requests (this feature is not required by all libraries and can be optional) • Purchase order generation and placement • Receiving materials ordered Payment direction and funds tracking Horizon Serials This course is designed for those who are responsible for managing and operating a serials department, including the system administrator(s) who manage Horizon serials background processes and setup, department heads who manage the day-to-day operations of a serials department, and serials checkin operators who perform the daily checkin and claiming of serial literature. The course covers serials control (setup, routing and summary of holdings) and serials checkin (ongoing checkin and claiming). It also addresses ordering serials literature using the acquisitions module, payment of serials invoices, the acquisitions/serials link, and the Tel of acquisitions and serials to other Horizon modules for environments that are integrated. The course covers these topics: • Serials functionality overview (including centralized vs. decentralized management issues) • Creating copy records • Subscriptions/standing orders • Establishing publication patterns for predictive checkin • Establishing baseline issues • Ongoing checkin, checkin problems and non -predictive checkin • Special checkins for supplements and indexes • Monitoring summary of holdings information • Claiming • Setup of routing • Vendor record creation Horizon Reserve Participants in this course will learn how to create and maintain Bookroom Reserve Title records, whether instructor -owned or library owned. They will also learn how to link those titles to instructor and course records and lists. After linking all 3 types of records into an instructor/course/title record, participants will step through the process of using PAC to search the records and using Circulation to circulate the materials. Following this, they will learn how to remove the materials or return them to their former status. The course covers these topics: Dynix Training Services • Creation of instructor records and lists • Creation of course records and lists • Linking either Library -owned (pre -generated) bibliographic and item records or Instructor -owned bib and item records (created dynamically by Reserve) to Instructor(s) and Courses) records • Mass or individual removal of titles and items from Reserve via restoration to former status, deletion or archiving Introduction to This course is given to the person responsible for the administration of System the Horizon application. During this course, the SA will learn how to Administration run the Day End Process. They'll also learn basic security for the system, including how to set up user privileges (Passkeys), create users and user groups, assign them IDs and passwords, and connect the Passkeys to these users. Participants will receive an introduction to the Table Editor, Views, Mq_views, and viewing tables in the Table Editor. This course covers these topics: • Day End • Horizon security • Introduction to Table Editor Information Portal The Horizon Information Portal Administration workshop shows Administration administrators how to use the administration tools to configure and customize the Information Portal. The workshop reviews the setup and the customize features of the Information Portal. You learn how develop tabsets that fit the searching and database access you wish to provide to your borrowers and staff. You learn how to design profiles that use your customized variables, your selected indexes, and your bibliographic displays. You also learn how to create pre -formulated searches that can emphasize the unique features of your library collection. Other Modules Horizon Home This module is designed for library staff members who are responsible Services for reader's advisory for, and delivery of materials to, home service borrowers who are not able to use a library directly onsite, including responsibility for the list of homebound borrowers, delivery routes, and title ratings from homebound borrowers. The course covers the setup of background control and tracking records and reports that are necessary to monitor the home service process carefully so as to provide timely and dependable home service. The course covers these topics: • Home Service overview • Setup of user access privileges (security issues) Creating and monitoring advisor, route and delivery type records • Creating and monitoring borrower's profiles, records and logs • Homebound and related circulation workflow Dynix Training Services • Designing, activating, and printing issue slips for individuals and groups • Distributing items to and retrieving items from borrowers • Checkin and ratings assignment • Managing route lists Horizon Interlibrary Training on the ILL system will address the following areas: Loan (URSA) System Administration • Setting up borrower and lending partners • Lending sequences • AutoFind • Staff users • Print task properties • Journal titles • Reports • Settings and system configuration Workflow • Overview of the workflow of borrowing and lending • Task navigation. Borrowing • Requesting a loan or copy • Searching correspondents • Filling out patron information • Approving a request • Receiving a loan or copy • Returning a loan or copy Lending • Processing a new request • Printing a pick sheet • Shipping a loan or copy • Checking in a loan or copy Horizon Media Training on the Media Scheduling module will address the following Scheduling topics: Media Scheduling • Setting up a reserve schedule • Confirming a reserve schedule • Updating a reserve schedule • Printing delivery, return and hold slips • Deleting a reservation Media Searching • Changing the display of the calendar bar • Viewing schedule details S Dyn ix Training Services • Advanced Training Advanced SQL for The course is designed for the Horizon System Administrator and Horizon reviews basic sub -queries and data structures. The participant will be able to create dynamic reporting tools in the Horizon Table Editor by writing and constructing SQL views. The workshop covers these topics: • Joins: multiple -table, self and cartesian • Insert, Update and Delete statements • String functions in USMARC records • Time and Date conversions in queries • Creating SQL Views Horizon Security Horizon Security is designed for those users who are responsible for establishing and maintaining security for the Horizon application. This course focuses on designing strategies for Horizon security as well as the actual implementation of a security plan. The course covers these topics: • Planning a Security Strategy • Managing Passkeys • Managing Roles • Managing Record Ownership • Managing Users • Managing Groups • Managing Preference Groups Sybase Database The course is designed for the Sybase System Administrator. The Administration participants will learn how to keep the Sybase system operating at peak efficiency. There will be the opportunity to create, maintain and recover a database during class. The workshop covers these topics: • Starting, stopping and monitoring the server • Maintaining physical storage • Creating device files • Partitioning disk space (UNIX,NT, W2k) • Database creation and expansion • Backup strategies • Repair and recovery tools • Sybase security • Tuning and Troubleshooting Dynix 9 • Docu M ENTATION • submitted by D Y N June 4, 2004 0 OPEN MORE EYES Huntington Beach Public Library X • • Documentation Available Documentation Documentation is included in the purchase price of the system_ Below we have listed what documentation is included: For your preinstallation needs: • System Administrator Guide • Pre -installation Guide We provide one printed copy per module purchased of the following User Manuals at no additional cost: • Staff Searching • Horizon Cataloging • Horizon Circulation (includes Inventory) • Horizon Acquisitions • Horizon Serials • Horizon Reserve Bookroom • Horizon Media Scheduling • Horizon Information Portal All system documentation is also provided in PDF format, available for download by any library staff member, Online Help Online help is part of each software release and online documentation is available via the Dynix web site. Both online help and documentation are automatically updated with every major release. The library is notified by their respective support team when a release is ready. Online documentation can be downloaded from the Web (or our FTP site) in PDF format. Copyright Dynix grants the right of copying documentation solely for the internal business use of the end user if (1) this document has been obtained by purchase or by license agreement in conjunction with Dynix software, and (2) this copyright statement is included with each copy. All other copying or distribution is strictly prohibited. Documentation Updates Documentation is updated with each new release of the system, including Release Notes and update pages to each module's User Guide. These update pages may be downloaded from the customer support web site. INTENTIONALLY LEFT BLANK • • EXHIBIT #B EXHIBIT B CITY'S RFP AND ANY AMENDMENTS THERETO 28 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 Request for Proposal for an Integrated Turnkey Automation System for the Huntington Beach Public Library April 2004 "The Huntington Beach Public Library System's mission is to support the educational, informational and cultural needs of our patrons by providing access to library facilities, materials and information for the betterment of the community.'- Library Mission Statement Huntln torn Beach.,Public LibrarvRequest for Proposal - - Table of Contents SECTION 1 INTRODUCTION...........................................................................................................4 LAPURPOSE ........................................................................................................................................4 LB CONTEXT FOR LIBRARY AUTOMATION...........................................................................................4 LC CURRENT TECHNOLOGY................................................................................................................5 LDOUR FUTURE GROWTH...................................................................................................................6 LE PROPOSAL EVALUATION.................................................................................................................7 LFQUESTIONS ................................................................................................................................I...18 LGDEMONSTRATIONS .........................................................................................................................8 1.H LIBRARY'S PROPOSED PROJECT PLAN............................................................................................8 SECTION 2 INSTRUCTIONS TO VENDORS..................................................................................9 2A PROPOSAL SUBMISSION..................................................................................................................9 2.13 OVERALL FUNCTIONAL REQUIREMENTS FOR HARDWARE............................................................13 2.0 OVERALL TECHNICAL REQUIREMENTS FOR SOFTWARE...............................................................13 2.1) FUNCTIONAL SOFTWARE REQUIREMENTS....................................................................................13 2.E STANDARD CONTRACTS...............................................................................................................13 21 REFERENCES................................................................................................................................14 2.G VENDOR'S IMPLEMENTATION PLAN.............................................................................................14 2.H TRAINING.....................................................................................................................................14 2.I DOCUMENTATION........................................................................................................................14 2.J VENDOR'S COST PROPOSAL.........................................................................................................14 2.K STANDARDIZED PRICING SHEET...................................................................................................15 SECTION 3 FUNCTIONAL REQUIREMENTS.............................................................................22 3 GENERAL REQUIREMENTS. .. _ _ _ . ........... ..................... _ .................................................................. 22 3.A MODULES AND GENERAL FEATURES............................................................................................24 3.13 BACKUP SYSTEMS........................................................................................................................26 3.0 SECURITY ACCESS CONTROL.......................................................................................................27 3.1) STATISTICS AND REPORT GENERATION........................................................................................28 3.E STANDARDS SUPPORTED..............................................................................................................30 3.F SOFTWARE COMPATIBILITY AND DATA MIGRATION.....................................................................32 3.G CHECKIN & CHECKOUT (CHARGE AND DISCHARGE).. . ... ............................................................. 33 3.H RENEWALS...................................................................................................................................35 3.1 FINES/OVERDUES.........................................................................................................................36 3J CASH MANAGEMENT AND COLLECTIONS SUPPORT......................................................................38 3.K BRANCH LOCATIONS SUPPORT.....................................................................................................39 3.L ERROR CHECKING AND DATA ENTRY VALIDATION......................................................................40 3.M PATRON MANAGEMENT...............................................................................................................41 3.N INTERLIBRARY LOANS AND RESERVES.........................................................................................45 3.0 CHILDREN'S LIBRARY AND MEDIA SERVICES SPECIAL FEATURES................................................47 3.P ROOM BOOKING SOFTWARE.........................................................................................................48 3.Q WEB CATALOG / WEB PORTAL....................................................................................................48 3.R PC RESERVATION AND USE SUPPORT..........................................................................................51 3.S CATALOGING AND HOLDINGS.......................................................................................................52 3.T ACQUISITIONS..............................................................................................................................55 3.0 SERIALS MANAGEMENT............................................................................ ..........58 3.V INVENTORY SYSTEM....................................................................................................................61 3.W TELEPHONE RENEWAL/NOTIFICATIONSYSTEM............................................................................61 3.X DIGITAL MEDIA ARCH VE SYSTEM...............................................................................................63 3.Y THIRD -PARTY INTERFACES..........................................................................................................63 2 Huntintrton Beach Public Library Request for Proposal SECTION 4 HARDWARE REQUIREMENTS...............................................................................64 4.A GENERAL..........................................................................................64 4.B PERIPHERAL SPECIFICATIONS ............................................................ ....................65 4.0 TELEPHONE NoTiFiCATiON HARDWARE.......................................................................................65 4.D RECEIPT PRINTERS.......................................................................................................................65 4.E UNINTERRUPTIBLE POWER SUPPLY..............................................................................................65 41 DIGITAL MEDIA ARCHIVE HARDWARE.........................................................................................66 4.G OPTICAL SCANNERS AND PORTABLE RECORDERS........................................................................66 4.H DIAL ACCESS EQUIPMENT............................................................................................................66 4.I PERSONAL COMPUTERS................................................................................................................67 4.J WIRELESS LAN............................................................................................................................67 4.K THIN CLIENTS...............................................................................................................................67 4.L RFID............................................................................................................................................67 4.M REMOTE BRANCHFs.....................................................................................................................67 4.N OTHER REQUIREMENTS................................................................................................................68 4.0 MICROSOFT SQL REQUIREMENTS................................................................................................70 4.P MICROSOFT WINDOWS REQUIREMENTS.......................................................................................72 4.Q PROJECT MANAGEMENT...............................................................................................................72 SECTION 5 PERFORMANCE AND ACCEPTANCE TESTING.................................................73 5.A FUNCTIONAL REQUIREMENTS AND TESTING.................................................................................73 5.13 RELIABILITY TESTING...................................................................................................................75 5.0 EXPLANATION AND CLARIFICATION TO RESPONSES SECTIONS 3 & 4...........................................75 SECTION 6 MAINTENANCE AND WARRANTIES....................................................................76 6.A SoFrwARE UPGRADES ..............................................................................................................76 6.13 DATA FORMAT DOCUMENTATION................................................................................................76 6.0 SERVICES UPON TERMINATION....................................................................................................76 6.D OWNERSHIP OF DATA...................................................................................................................76 6.E RE -LICENSING OF SOFTWARE.......................................................................................................77 6.F LIQUIDATED DAMAGES................................................................................................................77 SECTION 7 OTHER CITY REQUIREMENTS..............................................................................79 TA ESCROW OF ESSENTIAL SOFTWARE..............................................................................................79 7_B NON -RECRUITMENT OF CITY EMPLOYEES....................................................................................79 7.0 LEGAL AGREEMENTS: PROFESSIONAL SERVICES & INSURANCE..................................................80 7.1) PERFORMANCE BOND..................................................................................................................84 SECTION S SCREEN SHOTS OF CURRENT CIRCULATION SYSTEM.................................85 SECTION 9 STANDARD REPORTS...............................................................................................90 SECTION10 INDEX............................................................................................................................96 Huntinaton Beach Public Library Request for Proposal Section 1 Introduction 1.A Purpose The purpose of this Request for Proposal (RFP) is to solicit bids from experienced, established Vendors of proven automated library systems for installation and maintenance of a fully integrated automated library system for the Huntington Beach Public Library System. No software is to be offered that is currently being tested for release (i.e. no alpha or beta test versions). The Library is seeking a turnkey solution consisting of the following: • Central site hardware • System software • Application software with the following features or modules: • Circulation Control • Patron Management • Web Catalog / Web Portal • Online public access catalog / Cataloging 1 Bibliographic Maintenance • Serials Control • Acquisitions • PC Reservations and management • Telephone notification and renewals • Inventory System • Digital Media Archive • Interface with existing conveyor system • Room booking • Database conversion and preparation • Installation services • System and application training • User documentation • Hardware maintenance • Software maintenance • Telephone support • Separate pricing proposal for Application Service Provider costs 1.13 Context for Library Automation The City of Huntington Beach is a city of 200,000 inhabitants located in coastal Orange County, California. The Huntington Beach Public Library System has provided library services to the city since 1909. The Library system consists of a 117,000 square foot Central Library and four small branches: Main Street, Banning, Oak View and Helen Murphy branches. The Library has 35 full-time 4 Huntington Beach Public Library Request for Proposal staff members and approximately 50 part-time members as well as many volunteers who are organized through several active support groups. Since the Library's first automation system was installed in 1974 (CLSIILIBS), the Library has had a long tradition of using technology to provide better and more efficient services to its patrons. In recent years this has been guided by a strategic technology plan, which is updated annually. The Library has steadily built a network infrastructure and has begun to move from print sources to digital. For the last three years, the City of Huntington Beach has had an unfortunate downturn in revenue. The City has had to cope with the economic recession compounded by the State of California's multi -billion dollar deficit. However, the City recognizes the critical need for a new integrated library system (ILS) and is committed to acquiring a system that fully meets the needs of the Library that is reasonably priced within the City's limited budget. 1.0 Current Technology The current GEAC Plus automation system runs on an IBM RS6000 PowerServer 580. The Plus system is a text -only circulation system and OPAL. In 2001, the Library added Geac's GeoWeb web catalog and Geac's suite of graphical client software for staff use (circulation, cataloging and item maintenance). In 1999, the Library discontinued use of the Plus acquisition system and replaced it with Baker & Taylor's Libris, which the Library is seeking to replace with the new ILS acquisitions module. The Library uses OCLC to retrieve bibliographic records and for resource sharing. Concurrent to the implementation of the new ILS system, the Library will be consolidating WAN links with the City and improving the network infrastructure. Currently, there are 200 computers and 50 thin client OPACs in the Central Library that are networked over a gigabit Ethernet backbone and shared with the videoconferencing center. In addition, a WAN has been established including our four branch libraries. The Central Library maintains a T-1 for Internet access while DSL and frame relay links provide for WAN connectivity to branch libraries. In 1994, a conveyor system was constructed in the Central Library to move returned books through the building, pass them beneath scanners which interface with the current automation system to check them in, and deposit them into sort bins in two workrooms. In 1998, the Library began notifying patrons of overdue materials through the use of an Automated Calling System, and in 1999, a second generation calling system was installed which also allowed patrons to call in and renew materials using a touch-tone phone. Huntington Beach Public Library Requesi for Pq)p sat . In 1999, the Library established its own web site, www.hb I.or , and has steadily added more information and features. The Library is an associate member of the Metropolitan Cooperative Library System (MCLS). 1.13 Our Future Growth 1.D.1. The proposed system must be configured to accommodate the following database sizes and transaction loads. Current number (10103) Annual % growth 2010 Lest.) Total number of patrons 126,332 1.0% 136,000 Total of MARC records 268,779 3.3% 340,000 Total number of items 465,148 2.4% 550,000 Total annual circulation 1,161,744 1.7% 1,307,000 1.D.2. We anticipate the following need for workstations (PCs, terminals or thin clients) used with the automation system: Location Current number 2010 Lest.) Public use 150 210 Staff use 50 70 ADA OPACs (large video, audio) 0 5 1.D.3. Vendor must have had experience migrating comparably sized sites from the Geac Plus automation system successfully (please provide list). The following conversion services will be required: • Authority control processing • Patron file conversion • Item file conversion • Title file conversion • Transaction conversion • Data extraction from current system • Data clean up • Data correction The following data must be converted to the new system: ♦ Bibliographic records including locally created records ♦ Circulation information on outstanding fines, bills, and overdue items I Hntington Beach Pubtrc Library Request for Proposal _____ ♦ Circulation statistics for in-house and out -of -house use ♦ Circulation transactions for items currently on loan, on hold, in transit etc. ♦ Item records, including status, loan types, and item statistical categories ♦ Patron records, including those with outstanding delinquencies ♦ The unique Geac multi -volume records 1.E Proposal Evaluation Proposal Evaluation Criteria Proposals will be evaluated on the basis of their responses to all provisions of this RFP. The City of Huntington Beach may use some or all of the following criteria in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-inclusive list. The order in which they appear is not intended to indicate their relative importance: • Bidder's responsiveness to the requirements of the project as set forth in the RFP. • A demonstrated understanding of the bidder's work plan and other proposal documents. • A logical, proven methodology for carrying out the work tasks described in the bidder's proposal and developing project deliverables. • The bidder's recent experience in conducting projects of similar scope, complexity, and magnitude. • The quality and quantity of personnel assigned to the project, including education background, work experience, and directly related recent consulting experience. • The organization structure of the proposed team. • The financial stability of the bidder. • Recent references from clients. • The proposed project schedule. • The proposed project cost. • A system that provides the most forward -looking, flexible, extensible, and cost efficient solution. • The system architecture should be open, client -server, and make use of a commercial relational or object -oriented database for much of its functionality. • A system that runs on standard hardware. Vendor is required to provide detailed specifications of the hardware proposed. 11 Huotington Beach Public Library Request for Proposal 1.F Questions Please address all questions in writing to: Richard Amadril Manager Purchasing Central Services City of Huntington Beach 2000 Main St. Huntington Beach, CA 92648 (714) 960-8875(voice) (714) 374-1716 (FAX) ramadril surfcit -hb.or The City of Huntington Beach is not responsible for oral statements made by any of their employees or agents concerning this invitation to bid. If the bidder requires specific information, bidder must send a written request to Richard Amadril. Questions should not be submitted later than May 7, 2004. Questions should be submitted in the following format. ✓ Section number ✓ Paragraph number ✓ Page number ✓ Text of passage being questioned ✓ Question 1.G Demonstrations The Library may contact Vendors to demonstrate their systems if the Library staff determines that more Vendor information is required. Demonstrations will allow library staff to use the software in a hands-on environment for all modules in this RFP. 1.H Library's Proposed Project Plan The key activities in the purchase of the automated library system are listed below. Note that the timelines are estimates only. HBPL reserves the right to accelerate or delay elements in it as circumstances warrant. W. _ hlunlinator) Beach Public Library Request far Proposal Timeline RFP to Vendors Requests for clarification submitted Requests for clarification answered Proposal response due date Vendor demonstrations Vendor selected and notified Section 2 INSTRUCTIONS TO VENDORS 2.A Proposal Submission Date 4/20/04 5/7/04 5/20/04 6/4/04 4/20/04-5/28/04 2 weeks from proposal response due date 2.A.1. Submit 5 copies of the proposal, one copy of any accompanying material, and one electronic copy of the proposal in Microsoft Word or Adobe PDF format on a CD-ROM in the submittal package to: Richard Amadril Manager Purchasing Central Services City of Huntington Beach 2000 Main St. Huntington Beach, CA 92648 2.A.2. Proposals must be received by June 4, 20.04 at 4:00 p.m. Proposals received after the due date and time will be returned unopened. Faxed, emailed, or telephone proposals will not be accepted. Bids may be withdrawn without prejudice, providing the written request is received by the Purchasing Division no later than the time set for opening bids. Withdrawals will be returned to the bidder unopened. 2.A.3. Each bidder is responsible for examining the invitation to bid and submitting its bid in complete form and in conformance with these instructions. 9 hluratington Beach Public Library Request for_Progosai 2.A.4. Should bidder find discrepancies in, or omissions from the invitation to bid, or if the intent of the invitation is not clear, and if provisions of the specifications restrict bidder from bidding, they may request in writing that the deficiency (or deficiencies) be modified. Such request must be received by the City addressed to the individual above prior to five (5) days before bid opening date. All bidders will be notified by email of any approved changes in the invitation to bid documents. 2.A.5. The City reserves the right to reject at any time any or all bids, or parts thereof, and to waive any variances, technicalities and informalities which do not impair the quality, utility, durability, or performance of the items. 2.A.6. Samples of items, when requested or required, must be furnished to the City free of expense to the City and, if not destroyed by the tests will, upon request, be returned at the bidder's expense. 2.A.7. Individual item pricing must be shown for each line item. In case of error in extension of prices, unit price will govern. All prices must be firm for the contract term unless the City specifically provides for adjustment. All quotations must be FOB delivered to the Huntington Beach Public Library. 2.A.8. Bids should be enclosed in a sealed envelope, and addressed to the individual shown above. The bid must be signed by an officer or authorized employee. Unsigned bids, or bids signed by unauthorized personnel may be rejected. 2.A.9. Responses must maintain the numbering scheme of this RFP; include the standardized pricing sheets, and responses to sections 3to7. 2.A.10. Proposals must include the following minimum documentation and these items should appear as appendices: Technical specifications (including manufacturer's name) for all hardware + Site preparation requirements for the proposed system + A sample of user documentation 2.A.11. The Vendor should include any additional documentation necessary to provide a technically accurate description of the products and services. The Library wishes to receive any available brochures, diagrams, marketing literature, and other materials that might assist in our decision. 10 __.__..-.-._-.-.-.-.__ _ ._ Ni���tin tnn Bead Public Ltbr ty Request for Proposal 2.A.12. The Vendor should include a financial statement illustrating its current financial status, as well as a statement describing its plans for future corporate growth or development. 2.A.13. Please include the following corporate information: ♦ Company History ♦ List of Executives, backgrounds, and time with company ♦ Current number of people employed ♦ Current number of locations sales, service, and training ♦ Resumes and references for the members of the Project Team ♦ Statement of Income and Retained Earnings, last three years ♦ Changes in Financial position, last three years ♦ Balance Sheet, last three years ♦ Certified Public Account or Auditor's Opinion, last three years ♦ Most recent annual report ♦ Latest interim Balance Sheet and Income Statement ♦ Explanation of any lawsuits now pending involving the Vendor ♦ Any plans for merger or acquisitions ♦ Schedule of planned releases over past three years ♦ List of planned releases and scheduled release dates ♦ List all names of sub -contractors and location information that will be involved with this RFP project. ♦ If the subcontracting relationship exceeds 25% of the contract value, the subcontractor must submit financial and company information. ♦ The Vendor will be solely responsible for contractual performance and management of all subcontract relationships. This contract allows subcontracting assignments; however, Vendor assumes all responsibility for work quality, delivery, installation, maintenance, and any supporting services required by a subcontractor. 2.A.14. Pre -Contractual expenses are defined as expenses incurred by bidders in: * Preparing a proposal in response to the RFP. + Submitting that proposal to the City of Huntington Beach. + Negotiating with the City of Huntington Beach in any matter related to this RFP, proposal, and/or contractual agreement. • Any other expenses incurred by the bidder prior to the date of an executed contract. The City of Huntington Beach shall not, in any event, be liable for any pre -contractual expenses incurred by any bidder. In addition, 11 Nuntington Beach Public Library Request for Pr000sai -_- - no bidder shall include any such expenses as part of the price proposed to conduct the operational review. 2.A.15. The City of Huntington Beach reserves the right to withdraw the RFP at any time without prior notice. Further, the City makes no representations that any agreement will be awarded to any bidder responding to this RFP. The City expressly reserves the right to postpone the opening of proposals for its own convenience and to reject any and all proposals to this RFP without indicating any reasons for such rejection(s). 2.A.16. The City of Huntington Beach intends to award a fixed price contract for this project. In no event shall the City pay an amount in excess of the dollar value negotiated in the contractual agreement with the successful bidder. 2.A.17. The City of Huntington Beach reserves the right to reject any or all proposals submitted. Any award made for this engagement will be made to the bidder, which, in the opinion of the City, is best qualified to conduct the project. 2.A.18. Vendor agrees to indemnify, defend, and hold harmless the City, its officers, agents, employees, representatives, and volunteer from damage to property and for injury to or death of any persons and from all claims, demands, actions, or damages of any kind or nature arising out of or in connection with Vendor's performance. Prior to commencement of any project activities, Vendor is to secure Worker's Compensation Insurance, so as to be in compliance with State statutes, and comprehensive general liability insurance including auto and contractual liability coverage in an amount of not less than $1 million. In the event the Vendor does not have insurance, the City of Huntington Beach does have a program available for Vendor to meet our requirements. Signed certificates of insurance are to be delivered prior to commencing any work, with the endorsements to include the City, its officers, agents, etc., as named additional insured on each insurance policy required by the contract with the City. 2.A.19. All documents, records, designs and specifications developed by Vendor in connection with project shall become the property of the City. 12 Huntington Beach Public library Request for Proposal 2.A.20. The City of Huntington Beach has the unequivocal right of cancellation based upon a 15 day written notice to that effect. In the event of cancellation, the City will reimburse the Vendor for work completed after review and approval of all billed services by the Central Services Manager. 2.13 Overall Functional Requirements for Hardware The Vendor will describe the hardware capabilities of the proposed system configuration in Section 4 of this document. In those cases where alternate configurations are proposed, the Vendor shall present a separate hardware capabilities statement for each alternate configuration. In addition, the Vendor will document the existing growth path capacity for each configuration proposed and the hardware expansion paths for the configuration proposed. 2.0 Overall Technical Requirements for Software The Vendor will address general software issues and document the overall technical capabilities of the proposed system configurations) in Section 3 of this document. In those cases where alternate configurations are proposed, the Vendor shall carefully document differences in functional capability for each of the alternate configurations defined. 2.D Functional Software Requirements The Vendor will address the detailed functional requirements of the various modules or features in Section 3 of this document. In those cases where alternate configurations are proposed, the Vendor shall carefully document differences in functional capability for each of the alternate configurations defined. Vendor will also describe the direction of planned software development in the near term, in particular the use of e-commerce. 2.E Standard Contracts Vendor must include its standard sales agreement, software license agreement and maintenance contract with proposal submission for evaluation purposes. These should appear as exhibits to the cost proposal. Vendor contracts will be modified to comply with City -mandated provisions. Vendor must comply with the legal requirements that are detailed in section 7. 13 Huntin on Beach Public Library Re to lest for P�osai ___. W 2.F References Vendor must provide a list of a minimum of b public library references with similar configurations, circulation sizes, software modules selected, and transaction loads as would be the case of the Huntington Beach Public Library. This should include library name, address, telephone number, URL and the name of a contact person. 2.G Vendor's Implementation Plan The Vendor must provide a recommended implementation plan for the Library. This plan must clearly delineate the Vendor's and the Library's responsibilities, the tasks that must be performed, and the timeframe in which those tasks must be completed. 2.11-11 Training Vendor must provide complete system training, accompanied by comprehensive written documentation, workbooks, videos, online training or CBT modules that enable the staff to learn at their own pace (Note that the Library will have videoconferencing facilities available). Proposals must include a detailed description of training programs, instructor credentials, class syllabi, and length of classes. All training will be done onsite at the Library for as many staff that the Library deems necessary. 2.1 Documentation The Vendor must provide online and printed documentation with the system. Two copies of each manual should be included as part of the purchase price, with additional copies available at cost. All original manufacturer documentation such as books, schematics and setup guides should also be included. As new software releases are installed, or as correction pages are issued, free documentation updates must be provided. No modules will be considered complete without fully updated online documentation. Please include a detailed description of your documentation in this section. 2.J Vendor's Cost Proposal The last section of the Vendor's proposal will contain an all- inclusive, itemized cost quotation. The proposal must include unit costs, extended costs, and unit and total monthly maintenance for each line item presented. If a product is bundled, please indicate what components are included. If software, such as an operating system, requires payment of license fees, such payments must be included in the proposal. 14 Huntington Beach Public .ibrary Requ�st for prC?�S&i._ General Requirements Vendor must quote and be able to provide all of the following products and services, to the full extent required for successful system implementation and operation: ■ Data Conversion / Migration ■ Hardware ■ Software (both operating system and application) ■ Hardware and software maintenance ■ Installation and database loading ■ Staff training ■ System Profiling/Generation ■ Documentation Separate cost proposal for Application Service Provider pricing (if offered). 2X Standardized Pricing Sheet The Vendor must also complete the following standardized pricing sheet. If the Vendor is including alternate hardware 1 software combinations as part of its response, the Vendor must include a completed copy of this sheet for each alternative. Note that the pricing for the interface to the Library conveyor system is to be included on a separate pricing sheet. The third sheet is for a Public computer lab time and printing control system. Typical software Vendors are Envisionware, LPT4ne, SAM, Cybraryn, PCCop, 3M PAMS. Please list your preferred partner and its costs to provide this service for 60 workstations. Quote each item separately by line item. Do not quote bundled packages. Quote Maintenance costs for a range of 1 to a years. Quote Maintenance percentage increase after the fifth year. 15 -----__ _----- -- _____.Huratinrfnn BeacFz Public Library Request for proposal Standardized Pricing Sheet One. Hardware Vendor name: Hardware First Year Costs Annual Maintenance Maintenance costs for 5 years: 2006 to 2011 Database Server: Web -Catalog Server: Test/Training Server: Invento readers and Peripheral equipment: Networking / cabling / telecommunications equipment: Digital Media Archive server: Telephone Renewal & Notification: Wireless Access Management System Hardware: Terminal Server or other Thin Client Management Shipping: Taxes: Support Option A. 24 hours x 7days/week phone 4 hour onsite response Support Option B. Mon -Thu 7a-11 p PST phone Fri -Sun 7-7p PST phone next business day onsite Other: describe in detail Total hardware: What is the annual maintenance cost increase percentage after the 51h year: % Iro Beach Public Library Request for Protoosal Standardized Pricing Sheet Two: Software Software First Year Costs Annual Maintenance Maintenance costs for 5 years: 2005 to 2610 Application software (for 50 staff users and unlimited Web OPAC connection Circulation Cataloging with Bibliographic and Authority Control Acquisitions with Fund Accounting Serials Control Web OPAL (Catalog) with Remote Patron Authentication for subscribed databases/online accounts Children's Web OPAL Catalo S anish Web OPAC(Catalog) Report Writer Inventory Control Off-line Backup Circulation Telephone Renewal & Notification Enriched content -- Book Jackets, Summaries (specify first year and continuing costs Digital Media Archive Wireless Access Management System Software Terminal Server or other Thin client management for Thin client OPAL Software Special Reports Modules for Library Directors Web / Special ReportingReporfing Modules Rooms/Media Booking/Scheduling Collections Interface Shipping: Taxes: Support Option A. 24 hours x 7daysiweek phone next business day onsite Support Option B. Mon -Thu 7a-11 p PST phone Fri -Sun 7-7p PST phone next business day onsite Other: describe in detail Total software: What is the annual maintenance cost increase percentage after the 5'h year: % 17 HInfinaton Beach Public bbtr4ry Request for Proposal Standardized Pricing Sheet Three: Services Cost Professional Services Software/database conversionlmi ration if any): Installation include travel & lodging): Training include travel & lodging): Other Describe in detail Total Services: 18 HoWina_t_on Beach Public._Library Regaest for Proposal Sheet Four: interface to Library Conveyor System Vendor name: First Year Costs Annual Maintenance Maintenance costs for 5 ears: 2005 to 2010 One-time costs: Computer hardware if any): Peripheral equipment if any): Networking/cabling/telecommunications equipment if any): Other describe in detail Total hardware: Software development, Cost of software: Software licensing if any): Other describe in detail Total software: Shipping: Taxes: Installation include travel & lodging): 'Training include travel & lodging): Other describe in detail TOTAL ONE-TIME COST OF INTERFACE. Annual costs: Software licensing if any): Maintenance: Other describe in detail Total Annual Costs: TOTAL COST FOR FIRST YEAR: What is the annual maintenance cost increase percentage after the 5th year: % 19 Nuntit7. iton Beach Public Library Request far Proposal _ Sheet Five: Public Computer Lab Time and Print Control Software for 60 Public Lab Workstations Vendor name: First Year Costs Annual Maintenance Maintenance costs or 5 ears: 2005 to 010 One-time costs: Computer hardware if any): Peripheral equipment if any): Networking/cabling/telecommunications equipment if any): Other describe in detail Total hardware: Software: Cost of software: Software licensing if any): Other describe in detail Total software: Shipping: Taxes: Installation include travel & lodging): Training include travel & lodging): Other describe in detail TOTAL ONE-TIME COST OF INTERFACE: nual costs: Software licensing if any): Maintenance: Other describe in detail Total Annual Costs: TOTAL COST FOR FIRST YEAR: What is the annual maintenance cost increase percentage after the 5th year: % 20 --- __--- Hunbwton Beach Public Library bequest for PLo�aJ Sheet Six: ILS Supplied via Application Service Provider Vendor name: First Year Costs Annual Maintenance Maintenance costs for 5 ears: 2005 0 2010 One-time costs: Computer hardware if any): Peripheral equipment if any): Networking/cabling/telecommunications equipment if any)! Other describe in detail Total hardware: Software: Cost of software: Software licensing if any): Other describe in detail Total software: Shipping: Taxes: Installation include travel & lodging): Training include travel & lodging): Other describe in detail TOTAL ONE-TIME COST: Annual costs: Software licensing if any): 77777 Maintenance: Other describe in detail Total Annual Costs: TOTAL COST FOR FIRST YEAR: What is the annual maintenance cost increase percentage after the 5tn year: % 21 --.- .__---- Huntington Beach Public Library Request for Proposal 2.L Section 3 & 4 Instructions Sections 3 and 4 of this RFP contain the Library's minimum requirements for an integrated library automation system and responses are to be submitted in the following format: Respond YES if the system currently meets the requirement. Respond NO if it does not meet the requirement and will not do so in the near future. Respond OTHER if the system partially meets the requirement or if the implementation differs from the request as stated. Notes are required when the OTHER category has been specified. Provide notes to the RFP response in section aC, stating the number of the function for which the note provides the required explanation. When there are several items listed in one requirement, give answers that are applicable to the system. When no answer is given to a specification, it will be considered a NO response. Section 3 Functional Requirements 3 General Requirements 3.1. The system proposed must require no additional purchases or local programming in order to become operational. 3.2. The system proposed must meet the System Capacity Requirements and have the capacity for future infield expansion to support double the number of proposed simultaneous workstation users through the modular addition of storage devices, memory, processing units, and workstations, without replacing any existing hardware (representing a five-year growth path). 3.3. The following system modules or features must be fully developed, operational, and in current use at multiple existing customer sites • Circulation Control • Online Public Access Catalog • World Wide Web Catalog Interface • Bibliographic and Inventory Control • MARC Bibliographic and Authority Record Import/Export Utility • Authority Control • User Request and Information Module including renewals module 22 Nurrfirlc ton Beach Public Library Request far Propasa� • Information Gateway (modem, telnet, WWW) • Internet Services (web server, FTP server) • Journal Citation and Reference Database Management • Serials Control • Acquisitions • Z39.50 compatibility at current version • Report Generator • Administrative Policies Manager 3.4. Vendor must agree to allow the Library to license and install one software module at a time, if desired. Example, defer the installation of the Acquisitions module. 3.5. Vendor must agree to license the software for perpetual use for a fixed fee without additional royalties or service fees, except for fees for ongoing software maintenance. 3.6. Future software enhancements, upgrades, and updates for modules under maintenance contract must be provided to the Library at zero cost. 3.7. Vendor must provide schedule of upgrades, software patches, releases, and description of problems corrected for the last three years. 3.8. Vendor must provide schedule of software releases with a description of version of Windows operating system compatibility Eg. Vendor ILS compatible with Windows NT released Sep 1996 Vendor ILS compatible with Windows 2000 released Sep 2000 3.9. Vendor agrees to terms of warranties, maintenance payments, and software escrow as written in section 6. 3.10. Modules must be licensed for the server, not the client. 3.11. Annual maintenance cost is set at a fixed price for first to fifth year. 3.12. Vendor will quote the annual maintenance cost increase percentage annually after the 51h year on standardized pricing sheets. 23 Han inoton Beach Public Library Request for Proaosat 3.A Modules and General Features Yes indicates these systems are fully operational, modular, and in use at active customer sites. 3.A.1. Circulation Control 3.A.2. Patron Management 3.A.3. Web Catalog i Web Portal 3.A.4. Online Public Access Catalog / Cataloging Utility 1 Bibliographic Management 3.A.5. Serials Control 3.A.6. Acquisitions 3.A.7. PC reservation and management 3.A.8. Telephone notification and renewals 3.A.9. Conveyor Interface 3.A.10. Inventory System 3.A.11. Digital media archive 3.A.12. Room booking software 3.A.13. The system proposed must have the ability to concurrently run all application modules on the same hardware configuration without having to logoff and logon across modules. a. All staff modules must be accessible from any workstation through a login and password procedure. b. Access control for all functions must be established at the time the user signs -on to the application. 3.A.14. The system must be fully integrated, using a single, common, catalog database for all operations and a common operator interface across all modules. 3.A.15. The system must use a SQL relational database (such as Oracle, Sybase SQL, MySQL or Microsoft SQL) to provide access to 24 Huntington Beach Public UbL�r Rec�uost Lor Prq al ALL stored data. Specify database product name and version number supported. 3.A.16. The system must provide a Library system -wide automation solution, configured to operate on any TCP/IP compliant local area (LAN) network or wide -area (WAN) network. 3.A.17. The system must provide real-time network transmission of each transaction as it occurs at all branches and the main system. Example: A book that is checked out at a branch has its status immediately updated on all public catalogs and at all Library locations. 3.A.18. All transactions applied to the server must be immediately available, in real time, to all workstations connecting to the server. This includes both staff and OPAC users (to the extent each are permitted access to specific files or functions). 3.A.19. It is not necessary to load data to the individual workstations in order to provide this access and workstations have on-line, real-time access to the central database at all times. 3.A.20. Client software operable under Windows NT 4.0 and higher. 3.A.21. Client software entirely web -based, requiring only a browser to run. 3.A.22. All client software has a GUI interface, with no command line interface required. 3.A.23. System runs on a portable, industry -standard operating system. 3.A.24. System uses a portable, industry -standard database. 3.A.25. Vendor has and can provide full documentation of DBMS schema and Entity -Relationship diagram including info about indexes, keys, and table structures relationships. 3.A.26. As part of annual maintenance cost, the Vendor will test and provide security patches and upgrades for the Operating System at no additional charge to Library. 3.A.27. Vendor notifies customers of upcoming software releases, and assists in loading. 3.A.28. Vendor provides system upgrades or enhancements at zero cost (list any exceptions). 25 --------- Huntington Beach Public Library Request for Proposal 3.A.29. System upgrades or enhancements are simple for the staff to perform, or the Vendor performs them. 3.A.30. The Vendor has a method for managing loading of software releases, and will train staff to do so. 3.A.31. Ability to test software releases on a training database before use on production system. 3.A.32. All software releases are fully tested and release notes are provided. Any loss of functionality from a software update must be documented in release notes. 3.A.33. Vendor will assist Library staff to fully test software updates on the training database and verify full functionality before roll out to the production system. 3.A.34. Vendor provides free customization of the user interface and help screens. 3.A.35. Training/test database available with live data at any time. 3.A.36. System will provide all user interface and help screens for all modules in American English. 3.A.37. System will provide an option to display all OPAC screens (including help screens) in the Spanish language. 3.A.38. The system enables the user to request and receive context - sensitive help for the command in use with a single keystroke or click on a link. 3.A.39. Client software is upgraded using push technology where users need only to log on to receive latest client releases. 3.A.40. Circulation Interface includes at a minimum all the fields currently shown in section 9.A screen shots. 3.A.41. Each module allows for custom user definable fields. 3.B Backup Systems 3.13.1. The system will allow schedulable, unattended, and verified system backups. 26 _ Huntington Beach Public Library. Request for Proposal 3.8.2. The system will provide for backups while online. Backups do not require halting of any servers. 3.B.3. System includes 'off-line" or "standalone" circulation backup capability when the system is down. 3.BA. Off-line system checks out items on the correct date as determined by the Library. 3.B.5. Off-line system does not allow patron barcodes to be entered in item field (performs error check). 3.B.6. Off-line system does not allow item barcodes to be entered in patron field (performs error check). 3.B.7. Off-line catalog system allows librarians to locate books, title, and call numbers. IC Security Access Control 3.C. I . The system provides for individual user access control limits. 3.C.2. The system provides for access control for each module of the system. 3.C.3. The system provides for access control for each function within a module. 3.C.4. The system provides security to prevent accidental or unauthorized modification of records. 3.C.5. The system permits establishment of access privileges unique to each user on the system and permits the restriction of specific functions to specific users, or classes of users. 3.C.6. The system provides for access control based on terminal ID. 3.C.7. System provides a basic employee profile restricted to checkout/check-in functions only. 3.C.8. System provides a basic employee profile that cannot override holds. 3.C.9. System provides a basic employee profile that cannot override renewal limit. 27 ____--------_ _ Hantinaton Beach_ Pubfrc,_Libta Rpgygsf for 3.C.10. System provides intrusion detection notification to the administrator so that unauthorized access to patron data is logged with date/time/source IP information and identifies which data compromised, and the administrator notified automatically. 3.C.11. System administrators can define mandated fields on all screens and have the ability to turn off or hide fields and functionality. 3.D Statistics and Report Generation 3.D.1. The system includes a flexible report generator to compile predefined and customizable statistical reports, lists, ad hoc queries, etc. 3.D.2. Module uses standard SQL commands accessible by library staff to customize reports. 3.D.3. The reports feature allows for Library -selected criteria for sorting, date range filtering, and displaying by all fields in system, which includes both bibliographic and patron records. 3.D.4. A sortable circulation report grouped by patron zip code and birth date is available. (Eg. How many adults who are also residents of Huntington Beach have used their library card in the past year?) 3.D.5. All reports are viewable onscreen and printable. 3.D.6. All reports & notices are easily exportable to ASCII, spreadsheet, and other formats without loss of alignment. 3.D.7. All reports are printable on standard laser printer, letter -size paper. 3.D.8. All reports are printable on continuous feed, line printer. 3.D.9. Overdue notices printable in 6x4" card stock, continuous feed line printer. 3.D.10. Overdue notices printable in 6x4" card stock, 2 card per sheet laser printer. 3.D.11. The system generates for each unit a daily report of checkout transaction activity (distinguishing browses and items removed from in -transit status). 3.D.12. Checkout receipt shows call number. 28 Hanfl uton Beach Public Library Request for Proposal 3.D.13. Call number field on reports is printed with a minimum of 50 characters and not truncated. 3.D.14. System tracks statistics on how many circ transactions done per PC. 3.D.15. System tracks statistics on circ transactions done per day. 3.D.16. Statistics can be categorized by workstation and user id. 3.D.17. System tracks statistics on circ transactions done per hour. 3.D.18. System provides statistics on the number of web -catalog users in- house and from outside. 3.D.19. System provides statistics on patron public computer lab use. 3.D.20. All reports can be exported into standard ASCII text and or MS - Office Applications like Word and Excel. 3.D.21. System provides statistical analysis tools and data warehouse tools for decision support system analysis. 3.D.22. Staff able to selectively print out a partial checkout receipt where they can highlight which items to print rather than printing out the entire checkout list. 3.D.23. System can generate a report on how many patrons are under 18 based on the date entered by the user (e.g. as of 1/5/04 how many patrons are under 18?). 3.D.24. System able to generate a list of trapped holds on a daily basis. 3.D.25. System able to generate a list of holds placed each day. 3.D.26. System can generate all reports listed in section 9.8. The appearance of the report does not have to match exactly, but all data currently on 9.B. reports must appear. 3.D.27. The system provides the ability to turn on or off audit logging to capture all input by library -selected user ids in an audit trail file. Authorized Library staff can view the audit trail. 29 ._.______-----___._.__. Hurd#in on BPa_ch Public Library Request for Proposal 3.E Standards Supported Please answer Yes if the following standards or proposed standards are currently supported. Otherwise, No if no support is planned. 3.E.1. 3M SIP (Standard Interface Protocol) 3.E.2. 3M SIP2 (Standard Interface Protocol version 2) 3.E.3. Bath Profile (Z39.50 Profile for Library Applications and Resource Discovery) 3.E.4. EDI ANSI X12 — Electronic Data Interchange (EDI) 3.E.5. European Article Number 3.E.6. Functional Requirements for Bibliographic Records (FRBR) — IFLA standard 3.E.7. ISO/IEC 10646 Unicode 3.E.8. ISO 10160-10161 Interlibrary Loan Protocol 3.E.9. Enhanced EDI (so that branch distribution data can be transmitted to book Vendors such as Baker & Taylor). 3.E.10. Library of Congress Control Number (LCCN) 3.E.11. MARC 21 Format for Authority Data 3.E.12. MARC 21 Format for Bibliographic Data 3.E.13. MARC 21 Format for Holdings Data 3.E.14. MARC 21 Format for Community Resource Data 3.E.15. NISO Networked Reference Services (Committee AZ) 3.E.16. Online Information exchange (ONIX) 3.E.17. Z39.88 — 2003 OpenURL" from 3.E.39, then delete line 3.E.39 and renumber last few items in this section 30 Hulitin-Won Beach Public Library Request for Proposal 3.E.18. Shibboleth (data privacy) 3.E.19. UN/ED1FACT —global EDI standard 3.E.20. Z39.19 (revision) — controlled vocabularies & thesauri 3.E.21. Z39.2 —1994 (R2001)/ISO 2709 — Information Interchange Format 3.E.22. Z39.21 -- 1988/1SO 2108 International Standard Book Number (13-digit ISBNs) 3.E.23. Z39.23 — Standard Technical Report Format and Creation— 1997 (R2002) 3.E.24. Z39.29 — 200x Bibliographic References 3.E.25. Z39.41 — 1997 (R2002) Printed Information on Spines 3.E.26. Z39.43-1993 (R2001) — Standard Address Number (SAN) for the Publishing Industry 3.E.27. Z39.47-1993 (R2002) - Extended Latin Alphabet Coded Character Set for Bibliographic Use 3.E.28. Z39.50-2003 — Version 3: Information Retrieval: Application Service Definition & Protocol Specification 3.E.29. Z39.53-2001 — Codes for the Representation of Languages for Information Interchange 3.E.30. Z39.56 — SICI — Serial Item and Contribution Identifier 3.E.31. Z39.64 — East Asian Character Code for Bibliographic Use 3.E.32. Z39.7 --- 2000 Library Statistics 3.E.33. Z39.71 — 1999 Holdings Statements for Bibliographic Items 3.E.34. Z39.76 — 1997 (R2002) Data Elements for Binding Library Materials 3.E.35. Z39.80 — NISO Standard Format for Downloaded Records (Committee AZ) 3.E.36. Z39.83 — NISO Circulation Interchange Protocol (NCIP) 31 ___...W........... _._. __.___ — ---------- hlunfing(on Beach Public Libre Request for Proposal 3.E.37. Z39.84 — 2000 Syntax for the Digital Object Identifier 3.E.38. Z39.85 — 2001 Dublin Core Metadata Element Set 3.E.39. Z39.56 —1996 (R202) Serial Item and Contribution Identifier (SICI) 3.E.40. Z39.9 — 1992 (R2001) - International Standard Serial Numbering (ISSN) 3.F Software Compatibility and Data Migration 35.1. Vendor will convert all current data on the Geac system to the proper fields in the new system. 3.F.2. Vendor will provide a detailed plan on how and when data will be converted. The plan must explain how the Vendor will ensure that no transactions are lost during the conversion process. Plan must also include the length of time that the data conversion will take. 35.3. The system permits loading of the all the Library's bibliographic records, both MARC and holdings data, from our existing Geac Plus system. 3.FA. The system permits loading of the all the Library's patron records from our existing system. 3.F.5. The system preserves the integrity of all transaction records, such as overdues and circulation records, bills, etc. 31.6. The system supports both thin clients and personal computers and will work with the Library's currently -owned ethernet computer network. 3.17.7. The system supports the Codabar fourteen digit (check digit included) barcode symbology. 3.F.8. System supports barcodes with the CLSI spacing format. 3.F.9. System is upgradeable to support use of RFID identifiers. 3.F.10. Vendor can batch -change Media item level call numbers during migration to new system to use shorter prefixes: Books on Cassette to BOC, Compact Disc to CD, etc. 3.F.11. Vendor can map Geac's bibliographic author/title key (AT key), currently in the MARC 910 field, to a searchable field in its bibliographic database. 32 Huntington Beach Public t ibraty Reauest for Proposal IG Check -in & Checkout (Charge and Discharge) 3.G.1. The system provides a circulation module that includes a range of functions including check-out, check -in, renewals, holds or reserves, recall, fines overdue and charges owed tracking, patron notices, and various statistical reports. 3.G.2. The circulation system is integrated with the online catalog and patron management system. 3.G.3. All of the circulation functions can be performed and records updated in real time. 3.G.4. System allows input of item and patron barcode numbers by a light pen, laser scanner, or keyboard. 3.G.6. System can access a patron's record by patron barcode number using significant digits only. 3.G.6. System can access a patron's record by patron name. 3.G.7. System can access a patron's record by patron telephone number (including area code). 3.G.8. System can access a patron's record by patron social security number. 3.G.9. System can access a patron's record by patron's driver's license number. 3.G.10. System can accept relevant digits of both patron and item barcodes (i.e. will imply prefix digits). 3.G.11. During a checkout, the system displays online, in detail, the reason for a block. 3.G.12. Operator can access block information without leaving the circulation function. 3.G.13. System allows Library -defined informational blocks to be attached to a patron record. 3.G.14. Display of block information can be set (by authorized operators) to display according to security/access level of user. 33 _--- -._—, t-iunfin.atoo Beach Public UbrW Request far Proposal 3.G.15. Check-in/out date/time and location & terminal/user ID is recorded in item/patron history. Information immediately viewable in the circulation module. A report does not need to be run in order to see the information. 3.G.16. If due date is changed for a patron, system reverts back to default due date for next patron. 3.G.17. Check -in and checkout screen shows call number of items. 3.G.18. The system severs the link between the item and user at check -in with the exception of retaining the last three patrons who checked out an item for the item record. 3.G.19. Authorized staff can determine the last three users of an item to allow investigation of any damage to items. 3.G.20. System allows check-in/out at multiple circulation locations with different circulation policies. 3.G.21. Able to search for titles within the Circ system without exiting module. 3.G.22. Operator has the option of printing a receipt showing items checked out to a patron. 3.G.23. System allows an item to checkout when it is not attached to a bibliographic record or when the barcode has not been entered in the system (i.e. "on -the -fly"). 3.G.24. "On -the -fly" records require typing in title, author, or ISBN, before allowing transaction. 3.G.25. The system can check out items when a patron's card is not presented. 3.G.26. The system automatically switches to patron records if a patron barcode is entered when an item barcode is expected. 3.G.27. The system supports NCIP implementation between the system's circulation module and other ILL systems. 3.G.28. The system supports NCIP implementation between the system's ILL module and other circulation systems. 34 Huntington Beach Public Library Reguest for Proposal 3.G.29. Upon check -in, item status set to intermediate status (like "Just Returned" or "Sort Room") that automatically resets to "On Shelf' after Library -selected time period has passed. 3.G.30. System can provide a means of counting items that are used by patrons inside the Library. 3.G.31. The "In-house" system will count both reference and circulating items. 3.G.32. Circulation counter is portable (staff are not required to take items to a workstation to count them). 3.G.33. Count is reported as part of the total circulation and as a separate figure; statistics will be kept according to item type, call number, etc. 3.G.34. Item record activity counter reflects both in-house usage as well as normal circulation. 3.G.35. Staff able to determine the total number of circulations and the last use date when pulling up an item record. 3.G.36. For item records, the last activity date is available online in the item record display without needing to run a report to get the information. 3.G.37. For item records, the number of circulations is available online in the item record display without needing to run a report to get the information. 3.G.38. For item records, the terminal id or user id of where or who checked the item in is available online without needing to run a report to get the information. 3.G.39. When changing the due date for a patron, a pop-up calendar appears so that the user can select the date from the calendar with out having to type the date in. 3.H Renewals 3.1-1.1. System prevents patrons from renewing items that have been recalled or reserved. 3.1-1.2. System prevents patrons from renewing items that has exceeded 35 _. _ �_F�ur�trncttan Beach Public Libra yRequest for Proposal _mm, the number of renewals allowed (authorized staff can override). 3.H.3. System produces audible and visible alerts that the item is overdue. 3.HA. System produces audible and visible alerts that the item is on hold or has been recalled. 3.H.5. System produces audible and visible alerts that the item has exceeded the number of renewals allowed. 3.H.6. System allows certain item types to be flagged for no renewal. 3.H.7. Patrons can renew items via the OPAC and web catalog. 3.H.8. System can generate for each terminal a daily renewal report. 3.H.9. System can generate summary reports showing method of renewal (e.g., online, by telephone, by staff). 3.H.10. System can allow renewal of overdue items (if decided by Library). 3.1 Fines/Overdues 3.1.1. System can produce a receipt to verify a patron has no fines or books checked out. 3.1.2. System can automatically charge Library -selected collection fee after a Library -designated time period. 3.1.3. System can automatically charge Library -selected processing fee after a Library -designated time period. 3.1.4. Item cost and circulation counter are visible on main item display without having to click through nested windows or additional pages. 3.1.5. Fines & fees paid displayed on patron record are in one screen without needing to type in the amount received. 3.1.6. System allows for differing fine structures from various Library brancheslagencies. 3.1.7. System allows for differing fine structures for various item types (cds, videos, books). 36 --- — Nuntin ton Beach Public Library Reauest for Proposal 3.1.8. System can prevent users with the basic staff profile from checking out items to a patron with fines, but allow other users to override. 3.1.9. System can allow patrons to view their own bill/fine records in an easily understood format via OPAL. 3.1.10. System can accept payment in a variety of forms (e.g., cash, check, credit card, etc.). 3.1.11. System can accept full or partial payment of fines and charges. 3.1.12. System will maintain an audit trail of fines and charges providing a history at the item & patron level. 3.1.13. System will generate overdue notices that include patron information selected by the Library. 3.1.14. System will generate overdue notices that include item call number, title and circulation information. 3.1.15. System will produce overdue notices that are compatible with continuous feed postcard stock and a line printer. 3.1.16. System can notify patrons of overdues via email. 3.1,17. System will directly interface with telephone notification system (without staff intervention or batch processing). 3.1.18. System can sort and print fine and overdue notices in an order determined by Library. 3.1.19. Notice content is customizable and definable by Library. 3.1.20. The bill/fine function is browsable, and easy to move between records and displays. 3.1.21. The system has the ability to block a patron's privileges for unpaid obligations. 3.1.22. The system has the ability to block a patron's computer lab privileges. 3.1.23. System allows staff to set items to claims return status and does not charge the patron account at the time of setting the item to claims return status. 37 Hunfinaton Beach Public Library Ret�uest for Progosaf 3.1.24. System allows staff to check out items that have claims return status to new patrons without charging the patron account that has item checked out with a claims return status. (Library does not charge for claims return items found within the Library). 3.1.25, System automatically charges the patron who had a claims return item if the item is returned via the book drop. (Charge would be assessed at time of check -in by staff, no alert to staff needed). &1.26. After automatically charging patrons for claims returns as described in item # 3.1.25, the patron accounting screen will identify the charge as a "claims return — overdue" charge and record the date and time of check -in. U Cash Management and Collections Support 3.J.1. The system accommodates a cash register system, allowing for keyed entries for all types of transactions (fines, damages, photocopies, computer printouts, lost items, etc.), with a detailed daily transaction report printed for each cash register and a consolidated daily report by operator/workstation, agency and Library -wide. 3.J.2. The system requires authorized staff ID and password for all financial transactions. 3.J.3. The Vendor provides for auditing money collection activity by operator and workstation. This auditing includes breakdowns by type of collection, including but not limited to: charges for fines, fees, interlibrary loan charges, and sale of materials. UA. The system can provide a daily record of financial transactions including fines and fees levied, fines and fees waived, fines and fees collected by agency, fees/materials collected by collection agency. 3.J.5. The system is capable of providing a cash box total by workstation for the purposes of balancing with a money drawer. 3.J.6. The system enables an authorized operator to export report information for financial records in ASCII format to enable transfer of the information to external accounting systems. 3.J.7. The Vendor provides support for interaction with a collection agency for recovering lost and overdue materials. Huntington Beach Public library Request for Proposal 3.J.8. The collection agency module can produce special notices and a final letter with legal correspondence. 3.J.9. The collection agency module allows staff to interactively update returns and collections to update patron records. 3.J.10. The system permits the exclusion of certain types of patrons from submission reports, such as in-house accounts. M Branch Locations Support M.I. There are no requirements for intervening batch or background processing in order to update the server from individual clients at each branch, nor for ftping or otherwise transporting data from branch to server or from branch, other than via real-time network transmission of each transaction as it occurs. 3.K.2. System supports checkout of materials owned by one location at another unit under specified conditions. 3.K.3. System will display correct home location of item during checkout. 3.K.4. Check-in/out screen shows location where item checked outtin. 3.K.5. Check-in/out screen shows owning location of item (where it belongs). 3.K.6. System allows check -in of items at locations other than home agency. 3.K.7. System allows check -in of item at any location or terminal. 3.K.8. System sets status of items checked in at locations other than their owning location to an "In Transit" status. 3.K.9. During check -in, system allows for trapping the hold for any location without having to change location. 3.K.10. When items returned to locations other than owning locations, system allows option to print out receipt for return of item to correct home location. 39 Huntinaton Beach Public Library Request for Proposal 3.L Error Checking and Data Entry Validation 31.1. Normal checkouts produce consistent audible beep (can be switched off by authorized operators). 31.2. System generates audible and message alert for invalid patron or item barcode. 31.3. Exception checkouts produce distinguishable beep from normal checkout (can be switched off). 31.4. Barcode swipe does not answer exception messages (i.e. valid answers cannot be numbers or "Enter"). 3.L.5. Automatically prints a receipt if a checked -in item is trapped for a hold. 3.L.6. System displays an alert for items that have claim return status during check -in. 3.L.7. System alerts if barcode is invalid for patron or item, validates codabarlcheck digit. 3.L.8. Fines and fees notification can be turned off for basic staff user profile. 3.L.9. If an item on hold is checked -in again, system does not alter the hold status. 31.10. System produces audible and visible alerts that an item may be renewed only one more time. 31.11. System produces an alert for items that have missing status. 3.L.12. System produces an alert for items that have recall status. 3.L.13. System does not allow adding a new patron record if the Driver's License number is already on file. System produces an alert that a duplicate is already on file. 3.L.14. System allows the Driver's License field to be left blank without signaling an error to the user. The default entry will be blank. 3.L.15. System does not allow adding a new patron record if the social security number is already on file. System produces an alert that a duplicate is already on file. 40 Huntington Beach Public Libre Reg nest for_i�osa! 31.16. System allows the social security number field to be left blank without signaling an error to the user. The default entry will be blank. 31.17. Main phone number field accepts only 0 to 9 digits, no hyphens, spaces, parentheses, or non -digit characters. 31.18. System displays the main phone number on the Circ system in any of these readable formats: 714 842 - 4481 (714) 842 4481 (714) 842 —4481 Any hyphens, spaces, parentheses are handled in the display and not stored in the actual phone data field. 3.L.19. All date fields default to the current date. If a user is required to enter a date, a calendar pop up appears where the user can select a date. 3.L.20. For state code in patron address records, the default state is set to CA and users can only select from a Library -defined pick list. 3.M Patron Management Does the system provide the following data fields in the patron record: 3.M.1. Patron barcode number 3.M.2. Patron name 3.M.3. Address (street, city, state, zip are entered as separate fields) 3.MA. Alternate address (street, city, state, zip are entered as separate fields) 3.M.5. Main telephone number (including area code) 3.M.6. Alternate phone field that allows extensions, international numbers 3.M.7. Fax number 3.M.8. Email address 3.M.9. Driver's license number 41 __.____________1�1i�q? " ttor� Beach F'ubhc Library f egziesi.far Proposal 3.M.10. Patron type (must include some Library -defined types) 3.M.11. Card expiration date 3.M.12. Date of registration/record creation 3.M.13. Parent or guardian name 3.M.13. Patron statistical categories 3.M.14. Date of birth 3.M.15. Payment record of partially paid fines or fees 3.M.16. Payment record of fines or fees paid for time period defined by Library (with reason for payments) 3.M.17. Identification of items currently checked out (must include call numbers, owning branch/agency and cost of items) 3.M.18. Identification of items on hold 3.M.19. Identification of items claimed returned or reported lost 3.M.20. Date of patron's last transaction 3.M.21. Date of patron's last use of computer lab 3.M.22. Date of latest modification of patron record 3.M.23. Notes field 3.M.24. Notes field allows for at least 500-characters or more. 3.M.25. Password/PIN (not viewable by staff without special authorization) 3.M.26. Authorized operator is able to "find and replace" data to fields within the patron record, i.e. zip code, area code, etc. There must be adequate safeguards that only selected instances are replaced. 3.M.27. System provides an option for operator to check materials out to a new patron just by scanning patron's barcode (i.e. on -the -fly creation of patron record where patron information is added later). 42 _._ ....-_.__Huntington Beach Public Library Request for Proposal 3.M.28. "On -the -fly" patron records require filing in name fields before card can be issued. 3.M.29. "On -the -fly" patrons restricted to check out of only 4 items (2 book and 2 media items). 3.M.30. The patron file is searchable by patron barcode. 3.M.31. and by patron name 3.M.32. and by patron "quick identifier" key 3.M.33. and by patron phone number(s). Search will ignore spaces, hyphens, and parentheses. Searching by (714) 375-5105 and 7143755105 will both result in finding 714 375-5105 3.M.34. and by patron drivers license, search not case -sensitive and automatically does wildcard searches without needing a wildcard operator. Example: search for DL123 will yield DL12345 if there is no DL123 (No need to type in DL123% or DL123*) 3.M.35. and by patron social security number 3.M.36. Can return to patron search result quickly if wrong patron was selected. Either search results windows stays up as a separate window or one click to recall previous search results. 3.M.37. Patron can change PIN/password online. 3.M.38. System can accommodate at least 30 or more definable patron types. 3.M.39. Patron statistical information can be obtained from all fields on the patron record. 3.M.40. Patron statistical information can be obtained from any combination of fields on the patron record. 3.M.41. Circulation Blocks can be placed and overridden by authorized staff. 3.M.42. Computer lab use can be blocked and blocks overridden by 43 _- -------- ___Hqa itL tan Beach Pubfic Ltbr- t)LRe €for Prop Js authorized staff. 3.M.43. Authorized operators can override Computer Lab disallow status for 24 hours. 3.M.44. System automatically blocks patron when card expires. 3.M.45. System automatically blocks patron with unpaid fines (authorized operators can over -ride this). 3.M.46. System automatically blocks patron with items overdue beyond Library -defined time period. 3.M.47. System allows authorized staff to modify limits for blocks without programmer intervention. 3.M.48. System includes safeguards to prevent unauthorized viewing of patron data. 3.M.49. System does not permit deletion of a patron record with outstanding fines and/or current transactions. 3.M.50. System allows for changes in ID numbers while maintaining links to loan and patron account records. 3.M.51. System can automatically set standard expiration dates based on patron's category. 3.M.52. System generates audible and visual alert when a patron uses an ID card on or after its expiration date. 3.M.53. System loan rules allow Library to limit the circulation of specific types of materials to specific categories of patrons. System patron purge feature can identify patrons by 3.M.54 to 3.M.57.• 3.M.54. Last activity of patron 3.M.55. Patron category 3.M.56. Outstanding fines/fees under certain dollar amount 3.M.57. Expiration date 3.M.58. Data entry checking and numeric value (only 0-9 allowed) constraints for phone numbers. (714 is default area code) 44 Hantin.gton Beach Public LihEgy f7Qg_uegfor_eroposjt.__ 3.M.59. Data entry error checking and number value (only 0-9 allowed) constraints for statistical codes to ensure consistent data entry. 3.M.60. Data entry error checking and value (only A-Z allowed) constraints for patron categories to ensure consistent data entry. 3.M.61. Data entry error checking and value constraints for barcodes (item barcodes start with 3 and patron barcodes start with 2). 3.M.62. Data entry error checking and value (only 0-9 allowed) constraints for birth date to ensure consistent data entry. 3.M.63. Data entry error checking and value constraints for zip codes. 3.M.64. System automatically fills in city field when a zip code is entered. 3.M.65. City/zip code is linked and updateable with US Postal service file. 3.M.66. Patron can review profile online. 3.M.67. Circulation module links to patron photos jpg files that are captured via our Lexington ID Photo ID system. Circulation module shows patron photo when pulling up the patron checkout / in / edit / maintenance screens. M .: 3.M.69 Patron search results shows a status column that identifies if the patron has overdue fines. Example: Name James Smith Jane Smith Jacqueline Smith Phone 714-375-5105 714-375-5105 714-376-5105 Delinquent status Delinquent Patron search results window can be customized to display library - selected columns. 3.M.70. System has audit log feature that can be turned on so that the system administrator can rollback any deletions or updates. 3.N Interlibrary Loans and Reserves 3.N.1. Staff can review ILL and reserve notices before they are emailed out. 3.N.2. System produces email notification of ILLs. 45 HtLt ggton Beach Public Library Request for Praposai 3.N.3. System can automatically charge patrons for placing Reserves via OPAC. 3.NA. System includes the option of permitting patrons to place reserves in the online catalog. 3.N.5. System can automatically charge patrons for placing Reserves via OPAC. 3.N.6. System includes the option of permitting patrons to place reserves in the online catalog or by telephone. 3.N.7. Patron must click an agreement message on online catalog that a fee will be charged. 3.N.8. Once patron submits the recall/hold a processing fee is automatically charged to account. 3.N.9. Patron may cancel the hold/recall but will not be refunded. 3.N.10. Patrons cannot checkout books on reserve, which are on reserve to another patron. 3.N.11. Reserve charge identifiable by book and patron. 3.N.12. Different locations can checkout reserve items without having to change "home" location of workstation. 3.N.13. System allows a borrower to place own holds and cancellations through the online catalog. 3.N.14. Authorized staff can cancel any hold or cancel all holds on an item. 3.N.15. System automatically prints a hold slip for trapping during check -in. 3.N.16. Only authorized staff can override the trapped hold status. 3.N.17. System allows a 1-hour or more grace period for canceling a hold without a fee (staff specify time). 3.N.18. Automatically charge patrons for placing ILLS via OPAC. 3.N.19. Authorized staff can manipulate the hold queue of patrons. 3.N.20. Patrons can place holds on any items systemwide (except agencies where it is disallowed by authorized operators): 46 ---------___.�__ Huntington Beach Public UbrRe uest for Proposal 3.N.21. Patrons can pickup holds at any location that they specify (option can be turned on/off). 3.N.22. System looks first for item at the pickup location before placing holds on items at other locations. 3.N.23. Staff can flag bestseller items and restrict them to local only holds. 3.N.24. System provides method of checking out other libraries' materials circulating via Interlibrary Loan. 3.N.25. System can provide statistics listing total reserves placed on a book at each branch. 3.0 Children's Library and Media Services Special Features 3.0.1. System will allow for separate Children's fines, loan, and statistical categories. 3.0.2. System permits collection of circulation statistics for children's collection without programmer's assistance. 3.0.3. System includes customized OPAC for children. 3.0.4. OPAC shows item Media formats easily (CD, VHS, DVD, Books on Cassettes, CD-ROMs, Cassettes, etc.). 3.0.5. System will permit patrons to pick up Media item reserves only in Media department. 3.0.6. Patrons cannot reserve certain Media formats (Library -designated). 3.0.7. System can calculate different fees and fines for various Media formats. 3.0.8. OPACs in Media can search for items in Media collection only. 3.0.9. Definable Media item formats subject to special loan and fee rules. 3.0.10. Ability to search for truncated titles or through a quick identifier (please specify). 3.0.11. System can generate item labels/stickers. 47 lunflr�.c�foneaci�'r�bfic f ibrarecuest for k'rnposa! 3.P Room Booking Software 3.P.1. Vendor includes software to permit booking of meeting rooms (does not have to meet modularity requirements of other software features). 3.17.2, Room booking software has the capability to do billing and accept payments. 3.0 Web Catalog I Web Portal 3.Q.1. Vendor includes an unlimited license for web OPAL users, connecting from OPAC workstations within the Library, from other libraries, and from PC's in patrons' homes, offices, classrooms, etc. 3.Q.2. The web OPAC does not require any Vendor software to be loaded to or maintained on the client workstation, only a standard web browser. 3.Q.3. The system provides full indexing for the online public access catalog; i.e., all words in all fields of the bibliographic record are keyword indexed. 3,Q.4. The web OPAC supports full text indexing and searching of every word in the bibliographic database. 3.Q.5. Vendor provides the ability to interface with subscription services that enhances the content of the Library's catalog through automatic links to book reviews, summaries, book jacket images and tables of contents. 3.Q.6. The system enables the operator to mark public access catalog search results for export to a printer, diskette as ASCII file or MARC file, CD-ROM, or email. 3.Q.7. The system enables patrons to print a current or marked record in its entirety as opposed to only a single screen at a time regardless of record length. 3.Q.8. OPAL will allow searching by call number. 3.Q.9. Search result sortable by call number. 3.Q.10. Search result shows location, status, call number. 48 ------------- _-- _____m H��nfrr tin BeaC€1 Public Libra Rea st for Aro�al 3.Q.11. After 10 minutes of inactivity, catalog returns to main page. 3.Q.12. After inactivity, catalog does not time out with an error message. 3.Q.11 Catalog screens customizable by Library staff. 3.Q.14. Search results show number of holds on records. 3.Q.15. Patron can save or modify search results. 3.Q.16. Patron can search phrases. 3.Q.17. Patron can shelf browse by call number. 3.Q.18. Submit reference questions via catalog. 3.Q.19. The OPAC enables the user to automatically launch applications associated with URL's in MARC 856 fields as a hypertext function. 3.Q.20. The OPAC publishes the Library's most popular title, author, subject, etc. and automatically updates this dynamic circulation activity list without Library staff time and maintenance. 3.Q.21. OPAC provides fuzzy logic search capabilities that performs proximity searching, disregards common misspellings, performs sounds -like searches, performs "stems from" searches, and performs close match searches. 3.Q.22. The OPAC can support a special "sight saver' interface for the vision impaired. 3.Q.23. System includes a gateway to provide access to databases outside the Library's catalog. 3.Q.24. The gateway is accessible to OPAC users from the initial OPAC screen. 3.0.25. Does not require more than one click to get to a remote database. 3.Q.26. System allows the Library to validate access to other sites by prompting a patron for a barcode. 3.Q.27. System has the ability to deny access for delinquent patrons. 3.Q.28. System limits users to only those databases or destinations defined for their gateway by the Library. 49 ___.....---- -._._._.__._._._._---____._._.______ Huntrnolon Reach Pubfic Library Request for Proposal 3.Q.29. System allows the Library to define the number of users who may simultaneously access any database or destination and denies access to otherwise qualified users when connection would exceed the limit defined. The system displays a Library -defined message when this occurs. 3.Q.30. System allows the option for individual users to login by personal identification number (PIN) and password and to access a gateway specific to their user ID. 3.Q.31. Patron logs in only once to get to remote database. 3.Q.32. The gateway allows users to access destinations defined by the Library, whether or not such destinations are located on the Library's host server or on a remote computer. 3.Q.33. System allows only authorized patrons to access remote databases. 3.Q.34. System does not display remote database passwords in URLs. The system allows the Library to define as destinations: 3.Q.35. Remote databases or services available via the World Wide Web 3.Q.36. Remote databases available via Z39.50 3.Q.37. Locally mounted databases The system disconnects from the destination and returns to the menu or sub -menu from which the destination was selected when: 3.Q.38. the user logs off of the destination 3.Q.39. the user selects another destination 3.Q.40. After a Library -defined period during which the destination is idle (either because of user inactivity or because the destination proved unavailable due to remote server or telecommunications failure, etc.). 3.Q.41. After a Library -defined period in order to allow another user access. 50 Huntingtarr Beach Pubic ibrary Request for Pra�si._ 3.Q.42. System displays a warning text before timing out due to user inactivity and returning to the menu from which the destination was requested. 3.Q.43. System enables Library staff to hide and restrict patron access from staff -only functions and services. 3.Q.44. All standard Internet Explorer browser buttons like Home, Forward, and Back, can be used to navigate in the catalog. Does not require separate navigation buttons in the catalog. 3.R PC Reservation and Use Support 3.R.1. System will automatically charge patrons for PC reservations before the session begins. 3.R.2. System will block delinquent patrons from using PCs. 3.R.3. System will block certain patron categories from using the PCs (e.g. media, non-resident, lost cards, collections, stopped) 3.R.4. System will compile statistics on how many patrons used a PC. 3.R.5. System will compile cumulative statistics on how many patrons used PCs for Library -selectable date range. 3.R.6. System will compile cumulative statistics on how many patrons used particular PCs by group. 3.R.7. System will permit different schedules for different computers. 3.R.8. System will check the expiration date against the current system date and if the date is older than the current date, disallow access. 3.R.9. System will block patrons from using PCs if the total number of fines & fees owed to the Library is over a Library -defined amount. 3.R.10. System able to run on a thin -client system as defined in following section 4K. 51 Niga2ir tqn BPBCf] Public Libr?ry Request for Proposal 3.S Cataloging and Holdings 3.S.1. System provides full indexing for the bibliographic file (i.e., all words in all fields of the bibliographic record, including URL addresses in USMARC field 856). Vendor quotes sufficient disk storage and processing power to support this level of indexing. 3.S.2. All bibliographic fields are full -text searchable (i.e., the catalog must not be simply a keyword catalog of selected fields, but rather every word of the searchable fields are indexed, allowing the operator to choose keyword and/or phrase searching as appropriate). 3.S.3. System provides browse indexes for authors, titles, subjects, series, and a browse index combining all four indexes. 3.S.4. System allows editing of a Vendor -supplied stop word list. 3.S.5. System supports "smart indexing" wherein searches for names with ambiguous prefixes will retrieve all variants (e.g. Mc and Mac, etc.). 3.S.6. System allows user to search on selected non -alphanumeric characters (i.e., C #, C++, etc.). Vendor can supply a list. 3.S.7. System supports links from the URL address in USMARC field 856 to the Internet site. 3.S.8. System performs data format validation during input of bibliographic information at the workstation as data is input and stored. 3.S.9. System includes a standardized MARC record loader that can accept records input from various sources including materials Vendors' databases. 3.S.10. System enables full screen editing, as opposed to line editing, of the bibliographic record. 3.S.11. System supports word-processing functions such as copy and paste, macros, etc., for fields and subfield creation and editing. 3.S.12. System provides a global editing utility that can scan the catalog examining each bibliographic record for a specified string within specified fields. 52 -- __ Huntington Beach Public library Requosf for Proposal 3.S.13. The editing utility can delete the field entirely. 3.S.14. The editing utility can change a string of characters within a field to another string of characters. 3.S.15. The editing utility can insert a new field or subfield at the appropriate place in the record. 3.S.16. System enables an authorized operator to capture, edit, and load MARC bibliographic and authority records from a Z39.50 server directly to the catalog. 3.S.17. The Authority Control module is an integrated part of the system. Changes must be made from the Cataloging module with one keystroke and must take effect in real time. 3.S.18. A blind authorities report is included, listing authorities that are not linked to any items on the system. 3.S.19. A collection age report is supplied that will allow an authorized user to analyze the Library's collections by publication date, statistical category, fund code, etc. 3.S.20. System provides a full -record editor that enables authorized user to make local modifications to imported MARC bibliographic and authority records, and to create local records, with the ability to copy and/or modify a record to add to a local file. 3.S.21. System enables an authorized operator to perform global edits and updates to authority records, which will automatically change every occurrence of the modified heading in the bibliographic database. 3.S.22. Holdings records are automatically created and downloaded to the item record from information contained in the MARC record without the need for any special characters embedded in the field. System displays the following fields within the item record: 3.S.23. Item -specific barcode 3.S.24. Indication of adult or juvenile level 3.S.25. Fine level 53 Huntington Bewh Public Library Re .vest for Proposal 3.S.26. Item call number (LC, Dewey, or free -text in-house schemes) 3.5.27. Owning location 3.5.28. Item type 3.5.29. Loan period 3.5.30. Item status (due date, on shelf, in processing) 3.5.31. Last checkout date 3.5.32. Number of circulations 3.5.33. In -library use statistical counter 3.S.34. Holds on the item 3.5.35. Renewal indicator 3.5.36. Item cost 3.S.37. Date added/modified 3.5.38. Hold queue with patron information 3.5.39. System permits merging bibliographic records from within holdings or bibliographic editing program. 3.5.40. Holding/bibliographic editing program can search for records by author, title, ISBN, and quick identifier. 3.S.41. All search fields allow truncation. 3.5.42. Brief records that are retrieved on initial hits list show call number, author, and title. 3.S.43. Copy and save functions take no longer than 1 or 2 seconds. 3.5.44. System allows use of programmable function keys for frequently typed data. 3.S.45. Editing module includes template feature to speed creation of similar records. 3.S.46. The editing module can default to prefill the first 7 numbers of the 54 _t#ttnCyjgtgn Beach Pubftc Li r fy R qi esi for Prouosai item barcode (always the same). 3.S.47. MARC import module compatible with OCLC CatME and Connexion. 3.S.48. System includes the ability to generate and produce spine labels. 3.5.49. System able to generate ATKey (Author Title Key, which are unique identifiers for title records) for new title records using the same formula as the Geac PLUS system. The AT key consists of the first three letters of the author's name and the first letter of the first four words in the title, and a two -digit number suffix starting with "99" and counting down for each duplicate key. Library can provide additional clarification upon request. 3.T Acquisitions 3.T.1. The Acquisitions System is fully integrated into the automated library system. 3.T.2. It interacts with and updates in real time the online catalog, holds/reserves, cataloging, and other modules affected. 3.T.3. It provides current common online capabilities for ordering, processing, invoicing and fund accounting. 3.T.4. Acquisitions functions will interface with circulation and OPAC functions of the system for display of on order items in the online catalog (if option is selected by authorized staff). 3.T.5. System provides for batch and manual input and update of order requests to and from any Vendor and OCLC, via national Bisac, Sisac, and ANSI EDI (and any other common standards currently in use). 3.T.6. System permits the receiving and paying of items ordered from funds appropriated for the current fiscal year, previous fiscal year and upcoming fiscal year for payment at any time during the acquisitions process. 33.7. Interfaces with Baker & Taylor's Titlesource II on the Web. 3.T.8. Titlesource II carts download into system's Purchase Order function. -----_ -- Huntinatnn Beach Public Library Remiest for Proposal 33.9. Titlesource II notes field accompanies download of cart. 33.10. Titlesource 11 estimated price downloads into PO function. 3.T.11. Has fund accounting for budgeting. Minimum 4-tier hierarchy in fund set-up. 33.12. Titlesource II grids download into system's PO function. 37.13. Has fund accounting report that can be generated automatically or manually by the operator. 33.14. Budget allocation, encumbered, expended, and remaining balance can be generated automatically or manually by the operator. 33.15. Fund summary report has subtotals for tiers and a grand total for all funds. 33.16. Fund report indicates percentage of funds spent. 33.17. Titles may be entered onto a PO manually. 33.18. Fund accounting allows for manual `journal" entries to account for adjustments, credit memos, credit card expenditures, etc. 33.19. On order entries allows holds to be placed on them. 33.20. Purchase Orders in system allow for Vendor discounts when encumbering. 37.21. Approved/transmitted Purchase Orders encumber funds in fund accounting. 33.22. Transmits orders electronically to B &T and receives Confirmation status (filled, backordered, cancelled, Out -of -Print, etc.). 33.23. Receives B &T invoices electronically. 33.24. Allows for manual entry of invoices and manual adjustment of electronically received invoices. 33.25. Invoice creation/receipt is a separate function from invoice "apply" or approve to pay. 33.26. Invoice apply/approve disencumbers funds and adds to fund expenditure, adjusting balance available in real-time. 56 --- ----- ----- --- Nriniing#nr� _Beach Public Library Reau es1 for Proposal 33.27. Claim/cancel of orders can be set by authorized system user on a fixed timetable and/or manually. 33.28. Cancellation of a title on order disencumbers funds from fund accounting in real-time (thus increasing remaining balance). 33.29 Searches for a specific title on order within Acquisitions module by call number, title, author, ISBN. 3.T.30. The ISBN is the default search term in the PO system. 3.T.31. Cut/copy/paste individual order lines/entries from one PO to another. 37.32. System has duplicate checking feature when adding titles to an order in system's PO function. 37.33. System allows operator to select proceed or cancel with the duplicate order. 33.34. System has list of Purchase Order options: draft, open, partially filled, filled/closed, all. 37.35. System allows operator to list, sort, and search Purchase Orders by Vendor ID, and account. 37.36. Batch process option for electronic ordering/confirmation, receive invoices, claim/cancel, archive. 3.T.37. System allows spending limit alert as determined by authorized operator. Alert can be over -ridden at discretion of authorized operator. 3.T.38. System able to export financial data to an electronic file for import to the City's general ledger system. WA -------__--- _ __.__-_ �uia ton_Bea # Public LibL�LryRegaest for Proposal 3.0 Serials Management 3.U.1. The Serials Control module is fully integrated into the automated library system. System includes the following serials control capabilities: 3.U.2. ordering 3.U.3. check -in 3.U.4. claiming 3.U.5. routing 3.U.6. fund accounting 3.U.7. union listing 3.U.8. report generation 3.U.9. System is able to accept and load electronic subscription data from a subscription service 3.U.10. System can accept and load a subscription file from a subscription vendor. 3.U.11. System can utilize SICI barcode scanning for check -in. 3.U.12. System allows quick title lookups by ISSN. 3.U.13. System can handle check -in of all types of publication patterns & enumeration, both irregular & regular. 3.U.14. System can check -in multiple copies of issues. 3.U.15. System can predict issue chronology and enumeration using a prediction pattern. 3.U.16. System can accommodate check -in of supplements, indexes, replacements, and other related items. 3.U.17. At check -in, the system automatically records the issue chronology, date received and number of copies received. 58 T ___ m_.__ _ Hun c h 8eaeh P2lbiic LfbrOq Request for Proposal 3.U.18. System alerts operator when attempting to check -in an issue previously received and provides directions on handling the duplicate issue. 3.U.19. System allows modification of the receipt date prediction & the naming pattern at any time. 3.U.20. At check -in the operator can override the prediction pattern to receive special issues that do not conform to the established pattern without disturbing the next issue prediction. 3.U.21. Check -in information is immediately available on the OPAC. 3.U.22. System retains the receiving dates of issues for at least 2 years. 3.U.23. Display of OPAC search results will indicate differing formats (i.e. serials will be easily distinguishable from books). 3.U.24. Title records include holdings information indicating extent of holdings, location, ceased publication information, continues and continued by information, etc. 3.U.25. System can display gaps in holdings as well as missing issues. 3.U.26. System recognizes issues that have not been checked -in, and flags them as missing or overdue. 3.U.27. After a Library -assigned grace period has elapsed, system automatically claims missing issues, allows the operator to generate claim notices and to add a claim to the list manually. 3.U.28. The operator can modify claim intervals at any time. 3.U.29. System permits customizing the text of each claim. IU.30. Authorized operator can determine the number of claims that will be made for a missing issue. 3.U.31. System enables operator to delete claims from the claim cycle, automatically cancel printing of claim notices once a missing issue is received. 3.U.32. System can electronically transmit claims. 3.U.33. System allows canceling of titles at any time, and automatically updates the holdings statement. 59 -------- _.______ _Huntington Boach Public U11t ry RQques# for Proposal 3.U.34. System allows an authorized operator to produce union lists in printed form, on tape, and online. 3.U.35. System can produce a variety of financial, status and statistical reports. 3.U.36. When full cataloging is not available for a title, a brief record can be used. 3.U.37. System allows display of the title record in the OPAC at the same time the check -in record is being accessed in the Serials function. 3.U.38. System records and maintains discard schedules, and provides automatic discard alerts. 3.U.39. System can produce instructional slips for disposal of issues. MAO. System can assign Library barcodes to issues at the time of check -in. 3.U.41. System can distinguish between Library barcodes and SIC[ barcodes. 3.U.42. System records per -issue cost and displays the cost in the item record and patron notices and bills. 3.UA3. Default search parameter should be title or quick identifier (selectable by authorized operator). 3.U.44. System permits check -in of multiple formats on individual title records (e.g. print and microfilm copies). 3.U.45. System allows multiple users to check -in serials from remote branch locations. 3.U.46. System allows a routing list to be maintained for each copy of a title to be received. 3.U.47. At check -in the operator can print a label (including title and issue date). 3.U.48. At check -in, system can print a routing list at the operator's local printer. M _........_--- _.._._. _.__ _ _ ._..__ .W J luntington, Bead? Public Library Reayest for Proposal 3.U.49. System allows the printing of labels and routing slips so that a group of products may be output at the end of a check -in session. 3.U.50. System allows operator to record notes about a subscription in the title record, which could be prevented from displaying on the OPAC. 3.U.51. System permits name changes of publication and publisher. 3.U.52. System permits merges or splits (ie, one journal becomes two, or two join together) of periodicals and links appropriate records. 3.V Inventory System 3.V.1. The Vendor will include three portable handheld inventory recorders. The Vendor will provide software for inventory control and tracking in-house use of items. 3.V.2. The system, upon completion of any collection, sets status for items "missing from inventory" and allows printed report of these items. 3.V.3. The system makes allowances for items on loan, in processing, and other statuses that do not qualify as "missing" items. 3.V.4. The system reports and allows simple resolution of items found on the shelf which had incorrect status (i.e. checked out, missing, etc). 3.W Telephone Renewal/Notification System 3.W.1. System interfaces directly with the circulation system, updating records without staff intervention or batch processing. 3.W.2. The system allows a patron to use a touch-tone telephone to interact with the Library's circulation to: a. review items checked out b. renew items checked out c. review any owed fines/fees 3.W.3. The system uses text -to -speech synthesizer voice technology to speak titles, dates, and amounts. 3.W.4. The system repeats back to caller the information asked for and 61 Hun inpton Beach Public Library Request for Proposal_ asks the caller to confirm if the information is correct before the system searches or updates the database. 3.W.5. The system allows all other messages to be human voice and updated easily at any time. 3.W.6. The Library can record and personalize the messages that are spoken when the automated telephone module calls a patron or the patron dials into the system. 3.W.7. The Library can change messages at any time without Vendor intervention. 3.W.8. The system allows Library staff to set up a schedule of days and hours for calling based on the system calendar, so phone calls are not placed during holidays or closed days. 3.W.9. The system can send patrons a printed notice, if they cannot be reached by phone or their records indicate their preference for a mailed notification. 3.W.10. The system verifies the patron barcode and identification number when the patron calls into the system. 3.W.11. The system will determine whether a patron can renew an item based on the type of item. 3.W.12. The system will determine whether a patron can renew an item based on the number of times the item has been checked out. 3.W.13. The system will determine whether a patron can renew an item based on if the item is on hold for another patron. 3.W.14. The system will determine if overdue items can be renewed. 3.W.15. The system will determine whether a patron can renew an item based on patron block status. 3.W.16. The system will produce a summary report of the total number of outgoing calls attempted each day, and how many were completed. 3.W.17. The system will produce a summary report of the total number of incoming calls attempted each day, and how many inquiries were attempted and completed, as well as the number of items renewed. 62 Beach Public Library Request for Proposal __� 3.X Digital Media Archive System 3.X.1. The system can support the search, retrieval and viewing of multiple media formats, including still images, audio and video clips, and streaming audio and video. 3.X.2. The system can enable users to access stored material quickly and easily from their desktop using a Web browser and any appropriate viewers. 3.X.3. The system can support the search, retrieval and viewing of multiple text and image formats, including ASCII, HTML, XML, SGML, TIFF (CCITT Group 3 and Group 4), JPEG, GIF, BMP, PCX, DCX, PDA, MP3, MP4 and AVI. 3.Y Third -Party Interfaces 3.Y.1. Vendor can provide a hardware/software interface between the automation system and the existing conveyor system at the Central Library. Currently, this is done with a PC transmitting conveyor data through an IRS 232 connection. The Library is open to other methods including SIP. 3.Y.2. Command line interface for all circulation functions for use by programmers for conveyor interface. 3.Y.3. Vendor can interface with Lexington Technologies (http://www.lexingtontech.com) LeAD - Photo card system and use the jpg images captured in the Photo ID system. Vendor can link the images to patron records in the circulation module by referencing a file path to the photo in the patron record view. 3.Y.4. Vendor can interface with Lexington Technologies Photo ID system and link to electronic signature images to display signatures in the circulation module. 3.Y.5. if Vendor does not have its own public pc time access control system, it can interface with Vendors like Cybraryn, Sam, Envisionware, 3M PAMS, etc. Please specify in section 5C which Vendor is the preferred partner. 3.Y.6. Vendor can interface with Cash accounting system. 3.Y.7. Vendor can interface collection agencies including the Library's current agency, Vengroff & Williams Associates (VWA). List names 63 Huntimton Beach Public �.ibr t _Regijest for PtppflSal of collection agencies that the system is compatible with and requirements for compatibility. 3.Y.8. Vendor can interface with the City's general ledger accounting system: J.D.Edwards OneWorld ERP system. Section 4 Hardware Requirements 4.A General In this section, the Vendor will describe the hardware capabilities of the proposed system configuration. In those cases where alternate configurations are proposed, the Vendor shall present a separate hardware capabilities statement for each alternate configuration. In addition, the Vendor will document the existing growth path capacity for each configuration proposed and the hardware expansion paths for the configuration proposed. 4.A.1. All equipment purchased as part of the proposal must be new and supportable by standard hardware maintenance vendors. 4.A.2. All such equipment must be unmodified, off -the -shelf hardware. 4.A.3. All such equipment must be certified to qualify for full -coverage preventive and remedial maintenance. 4.A.4. All cabinets, cabling and devices necessary for the operating of the system and any specialized tools necessary for maintenance of the system proposed must be provided as a part of the proposal. 4.A.5. The system proposed must have the capacity for future expansion to support twice the initial number of simultaneous workstation users. This expansion must be possible without replacing any existing cabinets or peripheral hardware. Expansion of system capacity must be accomplished through the module addition of storage devices, processing units, and workstations. 4.A.6. The Vendor must provide manufacturer's literature describing environmental requirements for the successful operation of the system. 4.A.7. The Vendor will provide the servers and other related central site hardware, including but not limited to discs, tape drive, printer, console, workstations and other equipment needed to support the functions described above. 64 Hintingten Beach Public LibraRequest for Proposal 4.A.8. Central site hardware will include built-in redundancy, failover, and RAID-5, and hot-swappable drives to eliminate single points of failure and ease maintenance and repair. 4.A.9. The Vendor will design to the Library's specifications extensions to the Library's network infrastructure so that all workstations proposed by Vendor may be connected. 4.A.10. The Vendor will include in the network design sufficient redundancy to eliminate single points of failure. 4.A.11. The Vendor will work with the City's IS staff to ensure that any City server configuration requirements are met. (i.e. partitioning of drives or server naming conventions) 4.A.12. All equipment will be energy star compliant and covered by a 3- year onsite warranty. 4.113 Peripheral Specifications 4.13.1. The system proposed must support both thin clients and personal computers and must work with the Huntington Beach Library's currently owned networked Personal Computers. 4.6.2. The keyboards must have programmable function keys. 4.0 Telephone Notification Hardware 4.C.1. Vendor will provide all necessary hardware for the telephone renewal and notification system. 4.C.2. Vendor will manage all support contracts if any third party supplier is needed for the Telephone Notification system. 4.D Receipt Printers 4.D.1. The circulation receipt printers must print on standard receipt -sized spools of paper. They must be capable of automatically printing date due slips, payment receipts, and routing slips. 4.D. 2. List all receipt printer models that the system is compatible with. Hardware compatibility list must include Epson model TM-T88. 4.E Uninterruptible Power Supply 4.E.1. The Vendor must supply an uninterruptible power supply (UPS), which must meet the electrical capacity of the proposed system with a 25% overload capability. 65 Huotington Beach Public Library Request for Proposal 4.E.2. The UPS must be able to communicate with the CPU to shut down the system in the event of power failure. The UPS must have an adequate reserve, based on softwarelhardware requirements, for a graceful shutdown with no loss of data. 4.E.3. In case of a computer room power failure and imminent system shutdown a warning must be generated and transmitted to system workstations, email, pager, and phone messages to designated staff. 4.E.4. System can send email, pager, or phone notices to Computer staff when there is a critical error. 4.17 Digital Media Archive Hardware 4.F.1. Vendor will provide all hardware necessary for the Digital Media Archive functionality described in section 3.X. 4.G Optical Scanners and Portable Recorders 4.G.1. System compatible with standard barcode readers. List all models that the system supports. Hardware compatibility list must include the following models of Metrologic barcode scanners using keyboard/PC wedge interface: Metrologic Model 700i, 860i, 951, PC Lightpen, MS6720, 4.G.2. System supports RFID readers. 4.G.3. In addition to the above optical scanners, the Vendor supplies three portable handheld recorders for use in inventory control. (see section 3.V). Software must be included for inventory control and tracking in-house use of items. 4.G.4. The portable handheld recorders must be fully system integrated into the ILS. 4.H Dial Access Equipment 4.H.1. The system proposed must support attachment of standard Hayes compatible modems to one of the host computer's serial ports, configured to provide a login prompt to permit dial in access for diagnostics purposes. The modem must automatically answer any in -coming call. 4.H.2. The system proposed must support remote patron access (dial -in and world wide web). Z61 Huntington Beach Public Library Request for Pro off_. 4.1 Personal computers 4.1.1. Vendor must provide interface capabilities for personal computer access to the system for dial -in, telnet world wide web and dedicated access. 4.J Wireless LAN 4.J.1. Vendor supports wireless LAN capabilities that conform to the 802.11 B and 802.11 G standard. 4.J.2 Vendor supports the Bluetooth wireless specification. 4.K Thin Clients 4.K.1. Vendor supports diskless OPAC stations. Please indicate which hardware Vendor and model number. 4.K.2. OPACs provided by the Vendor will support system access via the wireless LAN. 4.K.3. All public and staff modules are compatible with Citrix Independent Computing Architecture (ICA) protocol and Microsoft Remote Desktop Protocol (RDP). 4.K.4. All public and staff modules are able to run on thin clients and thin pcs hardware. 4.K.5. If the Vendor offers a thin client solution, quote all hardware and software required in the standardized pricing sheets in section 2K. 4.L RFID 4.L.1. System provided by Vendor must support RFID "electronic barcodes" using radio transponders such as the 3M Digital ID System. 4.M Remote Branches 4.M.1. Vendor supports networked access to the System from branch libraries. 4.M.2. Describe the Wide Area Network bandwidth requirements for your system. 67 Public Lj�t4ty Refit nest for Proposal 4.N Other Requirements 4.N.1. System has fail -over capability, clustered servers. 4.N.2. System supports disk redundancy with RAID 5, 10 and mirrored databases. 4.N.3. System includes hot-swappable disk drives. 4.NA. System includes hot-swappable power supplies. 4.N.5. System includes redundant power supply. 4.N.6. Provides real time multi -tasking for servers and workstations, processors, and additional disk capacity by at least 50%. 4.N.7. System can log transactions in real-time and validate changes in stored data prior to restoring such data in the event of a system crash. 4.N.8. System includes high -capacity, hot-swappable tape drive (DL.T or better). 4.N.9. System includes autoloader or tape library to hold a minimum of 7- 10 tapes. 4.N.10. System permits backups to run as unattended jobs in periods of low usage. Backups can be automated by scheduled, unattended backups. 4.N.11. Server(s) are expandable to support additional memory. 4.N.12. Vendor supports maintenance of hardware. 4.N.13. If any third -party Vendors are involved in hardware and/or software maintenance, the Vendor will be responsible for the managing the contracts and the Vendor will be the point of contact for the Library. 4.N.14. If the Vendor is unable to manage third -party contracts, the Vendor will supply the City with copies of third -party contracts, third -party company information, and contacts. 4.N.15. System backups can run without affecting response time. 4.N.16. Maintenance contract will include explicit schedule of reductions to maintenance payments if Vendor cannot fix software bugs in _ Huntington Beach Public Obra�Re. utscr �� - a set number of days. 4.N.17. Annual Maintenance fee covers all upgrades to software. No additional charges outside agreed upon annual maintenance. 4.N.18. Vendor provides on -site training all "modules" of the ILS system and System Administration training. If the Library feels that the training was inadequate, the Vendor will provide at its own expense additional and/or new trainers. 4.N.19. Vendor will provide a fixed annual maintenance rate for 1 to 5 years in the standardized pricing sheets of section 2K. 4.N.20. Annual Maintenance fee includes Vendor providing maintenance support. There are no additional charges such as emergency fees. 4.N.21. Vendor will provide fixed prices for a range of available support hours: a. 24/7/365 phone, next day onsite b. Mo-Th 7a-11 p, Fr -Su 7a-7p (PST) phone, next business day onsite c. Mo-Th 9a-9p, Fr -Su 9a-5p (PST) phone, next day onsite d. Mo-Fr 8-5p (PST) phone, next day onsite e. Sa-Su 8-5p (PST) phone, next business day onsite f. Other Vendor supplied hourly phone/onsite support scenarios 4.N.22. Vendor will provide a toll -free number for Library calls. The Vendor will pay for any and all phone support fees. 4.N.23. Vendor will thoroughly test and provide Operating System and database updates and instructions in a timely manner from when the updates were made available by the OS and database Vendors. 4.N.24. Shipping costs for parts replaced under maintenance is paid by the Vendor. 4.N.25. Service -level agreement: 99.9% uptime. 4.N.26. Vendor will work with manufacturers to secure educational discount and WAS pricing (where available - CMAS is a CA state pricing schedule). WE Huntington each Public Library Reavest for Proposal ___.___ ____ 4.N.27. Vendor will include pricing and specifications for a testing/training server, with appropriate software, in its response. 4.N.28. Cost of data conversion quoted in the RFP will be all-inclusive and will include data cleanup services, as well as the costs of the changes described in section 3.F.9 and 3.F.10 and 1.D.3 above. (Data cleanup services includes authority control, correction of old records, renaming call numbers, creation of new agencies, and adding default data for missing entries.) If any of these services are not included in a typical data conversion cost, please itemize costs on the pricing sheet. 4.N.29. Cost of data conversion quoted in RFP will include data extraction services for extracting data from our current Geac Informix database. Vendor will contract with Geac as necessary. 4.N.30. Vendor provides disaster recovery service for all items of the system. Documentation and training on how to recover will be provided to staff. Quote disaster recovery service as a separate "Other" line item in the pricing sheet if is not included as part of the Vendor's standard ILS pricing. 4.0 Microsoft SQL Requirements The City of Huntington Beach's preferred (though not required) database platform is Microsoft Sequel Server 2000 or higher versions. If your system is offered with the Microsoft Sql database, please answer these MS -SQL specific questions. 4.0.1. MS -SQL implementation utilizes Analysis Service and has an OLAP copy of the OLTP database. 4.0.2. OLAP database is updated concurrently with the OLTP database. 4.0.3. MS -SQL implementation uses Windows -Only authentication. No SQL authentication necessary. 4.0.4. All user access to OLTP database is via views, functions or stored procedures. 4.0.5. No direct access to tables is needed for end users. 4.0.6. All transactions are written using set -based stored procedures using formal begin, end, commits. 4.0.7. Cursors are not used in any applications. 70 Hunfinpfon Beach Public Obrary Rc,qiL� for F'rosal 4.0.8. All locks have timeouts so that they are released automatically. 4.0.9. All transactions have graceful failure by using smallest set of locks. 4.0.10. Transactions have save points. There are named points for restoring back to a certain point. 4.0.11. Applications use OLE-DB drivers or SQL connection for database connectivity. 4.0.12. Database APIs use OLE DB and ADO rather than ODBC and ADO to access SQL server. 4.0,13. No ODBC drivers needed for applications. 4.0.14. SQL implementation installs log file on separate hard disk than data fife. 4.0.15. Log file hard disk is mirrored and data file hard disk is on a RAID 5 array. 4.0.16. Test/Training server can be implemented as a failover server. 4.0.17. Are there any fields in which nulls are allowed? If so, which ones? 4.0.18. The proposed system shall not require the use of a secondary DBMS. If a secondary DBMS is required, please describe its role in the application. 4.0.19. Vendor provides SQL performance monitoring measures and baseline statistics that can be compared against daily operational statistics. 4.0.20. How many scalar functions are used in the system? 4.0.21. How many multi -statement table -valued functions are used in the system? 4.0.22. How many in -line table -valued functions are used in the system? 4.0.23. Are database maintenance plans defined in the system? 4.0.24. What backup method will be set up for the system? Daily, full, incremental, differential? Explain in detail the backup strategy. 71 _W Huntin.gian Beach Public Library Request for Proposal 4.P Microsoft Windows Requirements The City of Huntington Beach's preferred (though not required) operating system platform is Microsoft Windows 2000 or higher versions. If your system is offered with the Microsoft Windows operating system, please answer these MS -Windows specific questions. 4.P.1. Is the proposed system developed specifically for Windows 2000? 4.P.2. If the system was developed on another operating system and ported to Windows 2000, discuss in detail: a) The programming language in which the software was originally written; b) The programming language in which the code is supported on Windows 2000; c) The methodology used to transfer the development code to the Windows 2000 operating system; d) How new developments and enhancements are added to the Windows 2000 version. Are they done on the original development platform first and then ported? e) How bugs are fixed on the Windows 2000 platform. Are they first fixed on the development platform and then the code ported to the Windows 2000 platform, or are bugs only fixed on each individual o/s? f) How testing is done on the development platform and then on the Windows 2000 platform? Are identical tools used? Describe. g) How documentation is modified and updated to reflect the variances in code from the development platform to the Windows 2000 platform. h) How much time transpires from the time that the code has been successfully tested on the development platform to the time that the code has been ported and successfully tested to the Windows 2000 operating system. 4.Q Project Management Vendor will provide the following to facilitate project management. ✓ Project Plan ✓ Site preparation plan and personnel responsibilities ✓ Project staffing requirements o Training before/during/after o Roles and responsibilities ✓ Project Change Control 72 HunfinWon Beach Public bbra!y Request for Proposal o Define how project changes to be communicated and managed. Includes bug reporting/tracking, enhancement requests ✓ Delivery and Installation o Delivery should be within a week of implementation to avoid warehousing equipment o Vendor will install equipment ✓ Testing o System testing o Application testing ■ Unit test ■ Integration test ■ Stress test o User testing (pre -production) o Acceptance testing (works in production) o Acceptance testing reruns (on upgrade) ✓ System Maintenance and Support o Training ✓ Documentation Section 5 Performance and Acceptance Testing 5.A Functional Requirements and Testing 5.A.1. Vendor will supply software to perform all the functions and sub - functions detailed in the RFP. 5.A.2. When the Vendor certifies, in writing, that the system software has been installed as specified, the Library will schedule a functional test. 5.A.3. Library staff will access and move through each function, checking features and sub -functions against the specifications. The system must perform as specified in the RFP contract, and the Vendor's literature. 5.A.4. Library reserves the right to require Vendor to be present during testing, but the Library's staff will conduct all procedures. 5.A.5. If the system does not pass the initial functional test, the Library may agree to repeat the test after the Vendor has made adjustments to the software or hardware. 73 Hanliraton Beach Pub1ic Literary Request for Pr000sal _ ___ ---- The following features are part of software module testing, and each will be tested or conducted during the test. 1. General Features (All modules) 2. Searching Capabilities (All modules) 3. Data Entry and Editing (All modules) 4. Bibliographic/item File and Maintenance 5. Bibliographic Interface Software 6. Authority Control 7. Inventory (Circulation) 8. Checkout (Circulation) 9. Renewal (Circulation) 10. Circulation/Management Reports (Circulation) 11. Check -in (Circulation) 12. Fines and Fees (Circulation) 13. Notice Production (Circulation) 14. Holds (Circulation) 15. Recalls (Circulation) 16. Patron File (Circulation) 17. Reserves (Circulation) 18. Offline Circulation Backup system 19. Report Writer 20. Acquisitions 21, Serials 22. Electronic Databases 23. Gateways 24. Network Operations 25. Z39.50 Server 26. Inter -Library Loan 27. Loading MARC records (Cataloging) 28. Editing MARC records (Cataloging) 29. Deleting MARC records (Cataloging) 30. Telephone Notification System T 31. Digital Media Archive 32. Inventory System 5.A.6. Software Module Test Remedies In the event that testing shows that the system fails to work as promised, the Vendor must remedy the problems before the Library Director and Information Systems Director will provide written approval for the next milestone payment. 74 Huntin or) Beach Public Library Request for {proposal 5.13 Reliability Testing 5.B.1. System installed must have a reliability of at least 99.9% for software and hardware during testing, operational hours after initial installation, after each module is installed. 5.B.2. System is expected to be available for use 24 hours a day, 7 days a week. 5.B.3. When the Library and Vendor mutually agree that the system is fully installed and operational, the test will begin. 5.B.4. The testing period will restart each time a failure is encountered. 5.B.5. Periods of hardware and/or software failure will be logged and timing will begin when the Vendor is notified of the failure. Timing will end when the system is declared available for use by staff and patrons. 5.8.6. If the system does not pass the initial reliability test, the Library may agree to repeat the test after the problems have been corrected. Such corrections will be made at the Vendor's expense. 5.B.7. The Vendor will provide and train Library staff in performance monitoring methods and provide baseline statistics that can be compared against daily operational statistics 5.B.8. Downtime is defined as the period of time when it is not possible to perform scheduled activities due to an equipment or software malfunction or when the system is released to the Vendor for remedial maintenance. 5.B.9. The testing period is not completed until both the Library Director and Information Systems Director have provided written signatures of approval. 5.0 Explanation and Clarification to Responses Sections 3 & 4 Insert here any explanations or description to all previous items. Make sure to reference the item number discussed. Example: 3.G.5 (This feature will be available in the next release scheduled for Dec 2004) 75 B ach Public ibrary Request for Prb osa] ._ Section 6 Maintenance and Warranties 6.A Software Upgrades Product upgrades will be included as part of annual maintenance fee. 6.B Data Format Documentation The Vendor will provide data format documentation. 6.0 Services Upon Termination Upon termination of the contract by the City, or upon conclusion of the contract term, the Vendor shall be obligated within sixty (60) days of notification of the City's intention to terminate, to assist the City in extracting all City -owned data from the system acquired by the City. Such assistance shall include personnel time and the Vendor'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 City, and other assistance necessary for the extraction of data. The data shall include all the contents of all files created, maintained, and owned by the City, including all bibliographic data, holdings data, patron data, in -process transaction data associated with circulation control, cataloging, acquisitions, serials control, electronic journal holdings and links, software scripts, network management tools, Z39.50 attribute sets, and any other activity or module in use by the City. Wherever standards such as MARC and NCIP exist for the format of that data, Vendor will furnish such data in that standard format. Appropriate documentation shall be provided. 6.D Ownership of Data The City represents that it has ownership of the various databases to be converted and installed by the Vendor, and Vendor acknowledges the City's ownership. The Vendor will make no use of the databases, in part or in whole, without prior specific permission by the City. The City reserves the right to back up all data for restore purposes and store back up media at a professional off -site media storage facility. 76 Huntington Beach Public Library Rest fray Propnsal 6.E Re -Licensing of Software The City may wish in the future to replace or upgrade the Equipment on which the Software is operated, to enhance its utility for the City. In the event the City replaces or upgrades its computer equipment, it shall be liable for no additional software licensing expenses for software covered by this contract. The Vendor may not charge the City for any of the following: licensing fees, port fees, user fees, operating system fees, database management fees, or any additional costs, except as they relate to the City's use of additional software capacities. These may include additional Vendor or 3rd party user licenses, new software modules, or new services from the Vendor. The Vendor agrees that no costs for re -licensing will accrue for licenses already purchased and paid for by the City, and transferred to new Equipment. 6.F Liquidated Damages The Vendor agrees to negotiate in good faith with the City a liquidated damages provision which will specify an amount to be payable or credited to the City if Vendor fails to comply with the RFP, implementation schedule, and negotiated contracts which are mutually agreed to in the contract award. 6.G Warranty 6.G.1. The Vendor must warrant at a minimum that on the cut -over date the system shall be in good working order and installed in a workmanlike manner, shall be free of defects, shall be installed and conform to manufacturer's official published specifications, and shall be installed and operate in full compliance with this RFP and all negotiated contracts between the City and the Vendor. This warranty information must be provided to the City in writing with the Vendor's response. 6.G.2. The Vendor must warrant at a minimum that the system is free of all defects in equipment, material, and workmanship for a minimum period of one (1) year from the system acceptance date (the warranty period). Also desired is a one (1) year money -back satisfaction guarantee. All warranty information must be provided in the Vendor's response. 6.G.3. Describe any warranty given for application software, procedures for filing warranty claims, consideration and resolution of them. 77 Huntington Beach PirfLfic Ljhf- r�_Re crest fcr Proposal _.____._.._._._ 6.G.4. Maintenance services during the warranty period shall meet all general specifications and be included as part of the warranty. 6.G.5. State how warranty information is compiled regarding equipment, hardware, and software installed. If software is changed or added, how is the warranty on these items identified and supported? 6.G.6. All Vendor -supplied equipment proposed must be new equipment and warranted -as -new equipment. 6.G.7. Pending expiration of Vendor's warranties and acceptance of the initial installation the City will incur no maintenance costs. 6.G.8. The maintenance period does not begin until written authorization by both the Library Director and Information Systems Director. 6.G.9. The City reserves the right to withhold payments if the Vendor fails to perform the contracted level of service. The City will make payments upon written authorization by both the Library Director and Information Systems Director. 6.G.10. The Vendor, at no cost to the City, will supply all equipment that is necessary to bring the system performance to the contracted level of service. 6.G.11. All hardware maintenance in the Vendor's contract is covered under warranty. If the Vendor retains a third party hardware maintenance firm, the Vendor will manage the maintenance contract. 6.G.12. The Vendor will be fully responsible for maintaining third party contracts. Items 6.1-1.1 to 6.1-1.4 all apply even in the event that failures were caused by any third party contracted by the Vendor. 6.G.13. The Vendor will track all third party maintenance contracts and supply warranty dates to the City. 6.G.14. The Vendor will provide the City 90-day advance notice when warranties are to expire, including those in Vendor initiated third parry contracts. 78 Hi nLwgf©n &ei cJ i i:otic L._i -yyy. Request for Proposal Section 7 Other City Requirements 7.A Escrow of Essential Software Within thirty (30) days following the execution of the contract, the Vendor must establish and place in escrow, at a bonded escrow depository, a complete copy of the current source version of all software and all associated manuals, proprietary or otherwise, which are essential to support the system provided by this agreement. City shall be a party to the escrow agreement and such escrow agreement shall be subject to the approval of all parties. The escrow agreement shall authorize the escrow agent to release the source code to the City in the event a petition in bankruptcy is filed by or against the Vendor, if for any reason (except for material breach by the City) the Vendor terminates the Agreement, or if for any reason the City determines that the Vendor is no longer supporting the system in a manner that conforms to the contracted system or the Vendor is unable to make the software perform. The Vendor shall pay all costs of providing and maintaining the source code in escrow, including the fees of the escrow agent. The City may at any time during the term of this contract have access to and review deposited software and associated manuals. The review may include taking a copy of the source code to an institution and having it compiled by a Vendor employee to verify that the escrowed software is complete and identical to that installed at the City. The Vendor shall replace the deposited software and related documentation with an updated version at least once every six (6) months or upon the Vendor's distribution of all new release software to its customers. 7.13 Non -Recruitment of City Employees Vendor agrees not to employ, either directly or indirectly, as an employee or otherwise, or to solicit the employment or services of any City of Huntington Beach employee here under for a period of two (2) years after the completion of the last services provided by Vendor. Should the Vendor breach this provision of the Agreement, Vendor and the City acknowledge and agree that the City would be damaged in an amount that is not reasonably determinable, and therefore, the Vendor agrees to pay to the City as liquidated damages an amount equal to thirty percent (30%) of the annual salary of such employee assigned hereunder by the City who is hired by, or whose services are rendered to, the Vendor as part of said breach. The City shall not be entitled to any liquidated damages if the employee's contractual relationship or employment with the City has been previously terminated either by the City or by the employee. 79 Public Library Request for Proposal 7.0 Legal Agreements: Professional Services & Insurance PRIOR TO COMMENCING WORK, THE SELECTED SERVICE PROVIDER MUST ENTER INTO AN AGREEMENT WITH THE CITY OF HUNTINGTON BEACH. AT A MINIMUM, THE AGREEMENT WILL INCLUDE A DESCRIPTION OF THE PRODUCTS TO BE PURCHASED AND THE SERVICES TO BE RENDERED, THE PRICE AND TERMS OF PAYMENT, TERMINATION CLAUSE PROVIDING FOR EARLY TERMINATION BY THE CITY, AND THE FOLLOWING INSURANCE AND INDEMNITY CLAUSES: HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. HOLD HARMLESS CONTRACTOR hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents, and volunteers from and against any and all, claims, damages, losses, expenses, judgments, demands defense costs, and consequential damage or liability of any kind or nature, however caused, including those resulting from death or injury to CONTRACTOR's employees and damage to CONTRACTOR's property, arising directly or indirectly out of the obligations or operations herein undertaken by CONTRACTOR, caused in whole or in part by any negligent act or omission of the CONTRACTOR, any subcontractors, anyone directly or __... .. .. ---------- ---W.__-._- _______ Hyntrnfar� _Bch Pubfir,_ Lihrary_R es# far Aroposa! indirectly employed by any of them or anyone for whose acts any of them may be liable, including but not limited to concurrent active or passive negligence, except where caused by the active negligence, sole negligence, or willful misconduct of the CITY. CONTRACTOR will conduct all defense at its sole cost and expense and CITY shall approve selection of CONTRACTOR's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONTRACTOR, WORKERS' COMPENSATION AND EMPLOYER'S LIABILITY INSURANCE Pursuant to Cafifornia Labor Code Section 1861, CONTRACTOR acknowledges awareness of Section 3700 et seq. of this Code, which requires every employer to be insured against liability for workers' compensation; CONTRACTOR covenants that it will comply with such provisions prior to commencing performance of the work hereunder. CONTRACTOR shall obtain and furnish to City workers' compensation and employer's liability insurance in an amount of not less than the State statutory limits. CONTRACTOR shall require all subcontractors to provide such workers' compensation and employer's liability insurance for all of the subcontractors' employees. CONTRACTOR shall furnish to CITY a certificate of waiver of subrogation under the terms of the workers' compensation and employer's liability insurance and CONTRACTOR shall similarly require all subcontractors to waive subrogation. 81 in Beach Public Library request for Proposal INSURANCE In addition to the workers' compensation and employer's liability insurance and CONTRACTOR's covenant to defend, hold harmless and indemnify CITY, CONTRACTOR shall obtain and furnish to CITY, a policy of general public liability insurance, including motor vehicle coverage covering the PROJECT. This policy shall indemnify CONTRACTOR, its officers, employees and agents while acting within the scope of their duties, against any and all claims arising out or in connection with the PROJECT, and shall provide coverage in not less than the following amount: combined single limit bodily injury and property damage, including productslcompleted operations liability and blanket contractual liability, of One Million Dollars ($1,000,000) per occurrence. If coverage is provided under a form which includes a designated general aggregate limit, the aggregate limit must be no less than One Million Dollars ($1,000,000) for this PROJECT. This policy shall name CITY, its officers, elected or appointed officials, employees, agents, and volunteers as Additional Insureds, and shall specifically provide that any other insurance coverage which may be applicable to the PROJECT shall be deemed excess coverage and that CONTRACTOR's insurance shall be primary. Under no circumstances shall said above -mentioned insurance contain a self -insured retention, or a "deductible" or any other similar form of limitation on the required coverage. Huntington Beach Public Librarry Reajest for Pr000sal PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not contain a self -insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of CITY. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. Hunfington Beach Public Library Request for Proposal 7.D Performance Bond The successful bidder shall provide a Performance Bond for 100 percent of the Contract Price to guarantee faithful performance of all work, within the time prescribed, in a manner satisfactory to the Agency, and that all materials and workmanship will be free from original or developed defects. The Performance Bond shall be submitted to the Agency within 10 working days from the award of contract. The successful bidder shall provide a certificate stating that the bonding company is admitted to do business in the State of California. This certification may be obtained from the Executive Officer and Clerk of the Superior Court at the following address & phone: Orange County Superior Court Probate Court Operations 341 The City Drive P.O. Box 14171 Orange, CA 92613-1571 (714) 935-6061, Contact Linda C. Wallace The Performance Bond shall incorporate, by reference, the Contract and be signed by both the Bidder and Surety and the signature of the authorized agent of the Surety shall be notarized. The Performance Bond shall remain in force until the date of recordation of the Notice of Completion. Should the Performance Bond become insufficient, the Vendor shall renew the bond within 10 days after receiving notice from the Agency. Should any Surety at any time be unsatisfactory to the Agency, notice will be given the Vendor to that effect. No further payments shall be deemed due or will be made under the Contract until a new Surety shall qualify and be accepted by the Agency. Changes in the Work or extensions of time, made pursuant to the Contract, shall in no way release the Vendor of Surety from its obligations. Notice of such changes or extensions shall be waived by the Surety. In conformance with the State of California Government Code, Chapter 13, Section 4590, the Vendor may substitute securities for any monies withheld by the City to endurance under the contract. At the request and expense of the Vendor, securities equivalent to the amount withheld shall be deposited with the Agency, or with a state or federally chartered bank as the escrow agent, who shall pay such monies to the Vendor upon notification by Agency of Vendor's satisfactory completion of the contract. The type of securities deposited and the method of release shall be approved by the Agency. 84 Hutxtington Beach Public Library Request for Proposal Section 8 Screen Shots of Current Circulation System 8.A.1 Checkout Screen 85 ___ ___ _. H��ntrrl fgn 8�acta Public Libta! Reqyest forProposai __.. 8.A.2 Checkin Screen ..... _. __.._ _.-.-._-- Hyntin tq on Beach Pyblic Library Request foi- Pe2pgsi 8.A.3 Patron Maintenance Screen 87 HuntincAon Beach Public Library Request for Proposal -_.------ _ _........----- _ 8.A.4 Patron Accounting Screen 8.A.5 Patron Search Results Screen 88 Hutitington Beach Public Library Request for 8.A.6 Patron Display items Out __-_- _r- Nulb A Request far Prcapal Section 9 Standard Reports 9.1 Overdue Notice Center The City, HB The City 7111 Talbert Avenue Huntington Beach CA 92648 Questions? Call 714-842-4481 2 1119 00062 6732 11/11/2003 MISSING 0. SHELF ROUTE OVERDUE NOTICE ONLY OVERDUE NOTICE DESTROY 2ND,BILL,DEFAULT Items are overdue: 842-4481 Huntington Beach CA 00001 ------------------------------------------------------- Due Date: 11/06/2003 00:00 NOTICE NUMBER: 1 818.09 X Shepard, Ray Anthony/Autobiography of Malcolm X 3 1119 00768 2900 CEN/CEN book 9.2. Recall Notice Center The City, HB The City 7111 Talbert Avenue Huntington Beach CA 92648 842-6388 2 1119 00677 8263 11/11/2003 Homer Simpson 1245 Anywhere St. RECALL NOTICE Huntington Beach CA 92648 Please return the following items: ------------------------------------------------------- Due Date: 11/10/2003 00:00 NOTICE NUMBER: 1 92 BRAGG, R. Bragg, Rick. /All over but the shoutin' 3 1119 00913 7754 CEN/CEN book 92 BRAGG, R. Loan cat: 1 9.3 Hold Availability Notice Center The City, HB The City 7111 Talbert Avenue Huntington Beach CA 92648 Questions? Call 714-842-4481 2 1119 00236 2310 11/11/2003 Bart Simpson TECHNICAL SERVICES El Httrtfirrc fnt7 Boach Public Library Request for proposal HOLD NOTICE DO NOT MAIL !!!!!!!!!!!!! Available at the 375-5103 Reference Desk: Huntington Beach CA 00001 ------------------------------------------------------- Pick up by: 11/17/2003 XE BROWN Brown, Marc Tolon. /Arthur's pet business 3 1119 00755 1378 CEN/CHI book XE BROWN Loan cat: 2 9.4 Trapped Title Holds Report (any hold of that title) 11/11/2003 Page 1 Trapped Title Holds Report CEN - Center The City, HE The City MYS CORNWELL, P. CORBFLY98000 Cornwell, Patricia Daniel / Blow fly New York : 0. P. Putnam's Sons, c2003 Trapped: 11/10/2003 00:00:00 Trap Agency: CEN 2 1119 00677 8263 Flanders, Maude. Phone 1: 714 375-5105 465 p. ; 25 cm. Awaiting pickup Pickup point: CEN FIC KIDD, S KIDSLOB99000 Kidd, Sue Monk. / The secret life of bees New York : Viking, 2001. 301 p. ; 23 cm. Trapped: 11/10/2003 00:00:00 Awaiting pickup Trap Agency: CEN Pickup point: CEN 2 1119 00677 8263 Flanders, Ned. Phone 1: 714-375-5105 Phone 2: 714-375-5105 Total Number of Title Holds: 2 9.5 Trapped Item Holds Report (for specific barcode) 11/11/2003 Page 1 Trapped Item Holds Report CEN - Center The City, HE The City XE BROWN BROAPEU98000 Brown, Marc Tolon. / Arthur's pet business Boston : Joy Street Books, c1990. 30 p. : ill. ; 26 cm. 3 1119 00755 1378 XE BROWN CEN/CHI Trapped: 11/10/2003 00:00:00 Awaiting pickup Trap Agency: CEN Pickup point: CEN 2 1119 00236 2310 0 Hunfi)wton Beach Ptjbllc Libran.Re nest for Proposal Transfers, Tracie's Phone 1: Total Number of Item Holds: 1 9.6 Billing Notice Center The City, HB The City 7111 Talbert Avenue Huntington Beach CA 92648 Questions? Call 714-842-4481 Collection Agency Warning CEN 2 1119 00677 8263 P Thomas Edison 1234 Anywhere St. Huntington Beach CA 92646 11/11/2003 BILLING NOTICE Page : 1 To avoid collection agency referral return immediately. A non- refundable $5.00 processing fee is charged for each lost item. **** Billing Period 11/11/2003 to 11/11/2003 **** -------------------------- BILLS ---------------------------- Preston, Tim. /The lonely scarecrow 3 1119 00872 5138 CEN book XE PRESTON, T. Due: 10/21/2003 Overdue fine if returned to The City: $3.00 Item Cost $14.99 + Processing Fee $5.00 = Item Subtotal: $19.99 Patron's existing fines and fees owed .... $0.00 Total of new overdue charges above ....... $3.00 Total cost if item(s) returned = $3.00 Patron's existing fines and fees owed .... $0.00 Item replacement charges for above books $19.99 Total cost if item(s) lost = $19.99 An additional $10 Collection Fee will be charged to all accounts with item(s) 30 days overdue. 9.7 Collection Notice Center The City, HB The City 7111 Talbert Avenue Huntington Beach CA 92648 Questions? Call 714-642-4481 92 Mjnfij7gLgn aq_gch Public library Reg jest forFrop_ sat W_._.. Collection Agency Final Warning CEN 2 1119 00677 8263 P Isaac Newton 1234 Anywhere St. Huntington Beach CA 92646 11/12/2003 COLLECTION NOTICE Page : 1 This is your final notice before referral to the collection agency. A non-refundable processing fee of $5.00 is charged for each lost item. **** Billing Period 10/28/2003 to 11/12/2003 **** --------------------------- BILLS ------------ ----------------- Block, Gertrude. /Effective legal writing : for law studen 3 1119 00660 8591 CEN book 808.066 BLO Due: 10/05/2003 Overdue fine if returned to The City: $5.00 Item Cost $12.95 + Processing Fee $5.00 = Item Subtotal: $17.95 Patron's existing fines and fees owed .... $0.00 Total of new overdue charges above ....... $5.00 Collection Fee ........................... $10.00 Total cost if item(s) returned = $15.00 Patron's existing fines and fees owed .... $0.00 Item replacement charges for above books . $17.95 Collection Fee $10.00 Total cost if item(s) lost = $27.95 A $10 Collection Fee is charged to all accounts with item(s) 30 days overdue. 9.8 Long Overdues (Search Shelves and Claims Return) 11/17/2003 Page 1 Search Shelves Report CEN - Center The City, HB The City 133.9 BRO BROLOTO99000 Browne, Sylvia. / Life on the other side a psychic's tou New York : Dutton, 2000. 249 p. : ill. ; 24 cm. 3 1119 00914 6458 133.9 SRO Active: CEN/CEN Permanent: CEN/CEN b / book Cost: $23.95 Due date: 10/24/2003 00:00:00 Loan Category: 1 93 ! funtirt tan Such Public Lrbra l�eqiiesl for Pro c sal Status Date: 11/14/2003 00:26:13 Long overdue 2 1119 00677 8263 Crawford, Cindy A. 643 Anywhere St. Huntington Beach CA 92647 375-5105 133.91 VanP VANTTHE98000 Van Praagh, James. / Talking to heaven a medium's message o New York : Dutton, 1997. x, 194 p. ; 23 cm. 3 1119 00762 5313 133.91 VanP Active: CEN/CEN Permanent: CEN/CEN b / book Cost: $22.95 Due date: 10/24/2003 00:00:00 Loan Category: 1 Status Date: 11/14/2003 00:20:13 Claims Return 2 1119 00677 8263 Crawford, Cindy A. 643 Anywhere St. Huntington Beach CA 92647 375-5105 99. Daily/Cumulated Circulation Statistics 11/16/2003 Page: 1 Daily Circulation statistics System Wide Totals 11/16/2003 00:00:00 - 11/16/2003 00:00:00 Total Ytd Increase Decrease{2002}5k Items Checked Out 1869 769438 -3.26 Items Renewed 250 101168 1.10 Total Checkouts And Renewals 2119 870606 -2.77 Items Checked In 2144 951955 -3.60 No Charges C/I 3 3067 -63.24 overdue 248 76885 -0.45 Claims Returned 1 1413 -30.05 Lost 0 116 39.76 Discard 0 76 13.43 Not Checked Out 187 146631 -10.62 Not at Home 8 35390 1.94 In Transit 0 139 195.74 Claims Returned Process 2 1553 -25.69 Lost Process 0 139 2.96 Holds Placed 0 3282 -7.60 Item 0 456 7.04 Area 0 0 0.00 a Haotita art Beam? Public_Ljbrary Reauest for Proposal Local 0 2799 -6.11 System 0 27 -77.12 Opac Local 0 0 -100.00 Opac Area 0 0 0.00 Opac System 0 0 -100.00 Holds Placed by Subject 0 0 0.00 Holds Trapped 2 3133 -1.79 Item 0 403 21.02 Local 2 2706 -1.17 Area 0 0 0.00 System 0 24 -79.83 Holds Filled 3 2717 2.72 Item 0 304 15.15 Local 3 2383 3.47 Area 0 0 0.00 System 0 13 -83.33 Holds Canceled 1 473 -10.75 Holds Expired 0 166 -43.54 Items Routed S 50275 6.66 Items Recalled 1 403 -14_80 Number of Patrons Re -registered 5 2365 -35.99 Number of Patrons Registered 22 12354 -38.85 9.10. Resident status by Zip code Sat Jan 15 05:30:01 PST 2000 Huntington Beach residents 139498 Non-residents 20205 Total 159703 Total Count for Zip code 00001 92 Total Count for Zip code 92615 141 Non-resident patrons with patcat of N 9694 Non-resident patrons with patcat of M 2405 Non-residents set to expire 11/11/94 8106 Huntington Beach Public LibrarL Re qEg for Proposal__ ______------------ . _._. Section 10 Index Acquisitions, 55 Amadril, Richard Contact Person, 9 Answer Format, 22 A B Background of Library, 4 Backup Systems Requirements, 26 Barcode Scanners, 66 Branch Locations Support, 39 C Cash Management & Collections, 38 Cataloging, 52 Checkin & Checkout/Charge & Discharge, 33 Children's Library, 47 City Requirements, 79 Claims Returns Process, 37 Conversion Services, 6 Conveyor Interface, 63 17 Data Cleanup, 70 Data Entry validation, 40 Data Extraction, 70 Data Format Documentation, 76 Data Migration, 32 Data Ownership, 76 Database, MS -SQL, 70 Date Due for Proposals. See Due Date for Vendor Submittals Date RFP Issued, 9 Delivery of Proposal, 9 Digital Media Archive Hardware, 66 Digital Media Archive system, 63 Due Date for Vendor Submittals, 9 E Escrow Software, 79 F Fines/Overdues, 36 Format of Proposal, 10 I'll Hardware Requirements, 64 Holdings, 52 Insurance Requirements, 81 Interface Cash Accounting System, 63 Interface Collection Agency, 63 Interfaces Third -Party, 63 Interlibrary Loan (ILL), 45 Inventory Handheld Recorders, 66 Inventory System, 61 L Legal Agreements, 80 Licensing Mode Server/Client, 23 Liquidated Damages, 77 M Maintenance Fixed 1 s, to 5th year, 23 MARC Compatibility, 32 Media Services, 47 Microsoft Windows 2000, 72 Q1 Non -Recruitment of City Employees, 79 Number Annual Circulation, 6 Number of Branches, 4 Number of Items, 6 Number of MARC Records, 6 Number of Patrons, 6 Number of Proposal Copies, 9 Number of Staff clients, 6 P Patron Management, 41 PC Reservation, 51 Performance Bond, 84 Professional Services Agreement, 80 Project Management Requirements, 72 Proposal Evaluation, 7 Q Questions - Contact Person for RFP, 8 R Receipt Printers, 65 Reliability Testing, 74 Re -Licensing of Software, 77 Renewals Requirements, 35 Report and Statistics Requirements, 28 Reserves/Holds, 45 Room Booking Software, 48 M Huntington Beach Public Libras Reauest for Proposal Security Access Requirements, 27 Serials Management, 58 Services Upon Termination, 76 Software Escrow, 76 Software Upgrades, 76 SQL Requirements, 70 Standard Reports, 90 Standards Technical, 30 Support Hours, 69 T Telephone Renewal/Notification/TeleCirc, 61 Termination Services, 76 Testing, Performance and Acceptance, 73 Third -Party Interfaces, 63 Timetable Schedule, 9 Total Number of Clients, 6 Training, 69 W Warranty, 77 Web Catalog/Web Portal, 48 Windows 2000, 72 Worker's Compensation Insurance, 12 97 EXHIBIT #C 1*.40,11.31iro PROJECT SCOPE OF WORK/PRICE QUOTE Unit Total Annual Qty Description Price Price Maint 1 Horizon Public Library Suite 80,096 80,096 12,014 Horizon Cataloging Horizon Circulation Horizon Information Portal Horizon Kids' Information Portal Horizon Information Portal - Spanish Horizon Acquisitions Horizon Community Resources Horizon Home Service Products Sold Separately 1 Horizon Serials Control 13,349 13,349 2,002 1 Horizon Remote Patron Authentication 4,172 4,172 626 1 Horizon Offline Circulation Enhanced 4,172 4,172 626 DATABASE SOFTWARE 1 D x Support for MSSQL Server 2000 1,500 1,500 1,500 Note: CITY will supply the needed MSS L Server 2000 DB license ADDITIONAL SOFTWARE 1 Horizon Enriched Content Public 3,732 3,732 3,732 Elements Selected Are: Fiction & Bio Table of Contents Summaries/Annotations Cha ters/Exce is Cover Images PW Reviews LJ Reviews SLJ Reviews Author Notes SIP 1 Horizon SIP License, First location 3,000 3,000 450 PERIPHERAL SOFTWARE 1 1 Horizon Web Reporter 9,090 9,090 1,180 29 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 4 Horizon Web Reporter Light User - Windows 1 Horizon Web Reporter Medium Users - Windows 1 Horizon Web Reporter Super User - Windows 1 Horizon Web Reporter System Admin. - Windows Horizon Web Reporter Pro -Maintenance DATA SERVICES HORIZON DATA LOAD SERVICES 1 MARC Data Load Setup & Consultation 6,000 1 6,000 Includes Consultation, test loads , data tuning, and proqlingyyhile in implementation. Requirement: The CITY will provide clean MARC records with item tags. 1 MARC Bibliographic and Item Record Load 1 5,376 5,376 Load MARC bibliographic records with item information 1 Circulation Transaction Migration 1 Less than 500,000 bib records 1 5,000 5,000 Requirements: The CITY must provide a single file in pre- defined or ASCII delimited format with field definitions. File contains item status, fines and fees, notices and requests. History is not transferable; however, balance totals may be preserved. 1 Patron File Load - One Time 2,500 2,500 HORIZON CUSTOM DATA SERVICES 5 Custom Programming er hour 200 1,000 For Author Title Key Refer to Exhibits Section of Contract 12.5 Custom Programming er hour 1 200 2,500 For Programming Childreds OPAC Refer to Exhibits Section of Contract 30 Custom Programming er hour 200 6,000 For Notices Refer to Exhibits Section of Contract IMPL EMENTA TION SER VICES 2 Pre -installation and Database Design Planning Days 1,500 3,000 Profile and map system, determine indexes and MARC maps, decide collection and location codes, circulation privileges, borrower types and barcodes (to be held at Dynix or via the We SERVER STAGING 1 Local Server Staging at Dynix) 3,200 3,200 Staging for: Database/Horizon A lication/RPA Servers SERVER INTEGRATION 1 On -site Server Integration at the library) 3,750 3,750 Integration for Database Server 1 Additional On -site Server Integration at the 1,200 1,200 30 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 library) Integration for: Horizon A lication/RPA Servers EDUCATION SERVICES 1 HORIZON TRAINING 10 Total Onsite Training Days 1,100 11,000 (Refer to Exhibits Section of Contract for Details) SERVER HARDWARE DATABASE SERVER 1 Deli PowerEd e 2850 Server 7,535 7,535 566 2 x 3.2 Intel Xeon Processor(s) with 1 MB cache 4096 MB DDR2 SDRAM Memory 6 x 73 GB 15000 rpm Hot Swappable Disk(s) Internal HW RAID Media: CDRW/DVD , No Floppy 0 Tape Drive No monitor o tion Microsoft Win 2003 Server Rackmount Rails for standard 19in four post Rack 3 Year, 4-Hour Response Warranty Uplift - - HORIZON APPLICATION SERVER 1 Dell PowerEd a 2850 Server 6,285 6,285 472 2 x 3.2 Intel Xeon Processors with 1 MB cache 4096 MB DDR2 SDRAM Memo 2 x 73 GB 15000 rpm Hot Swappable Disk(s) Internal HW RAID Media: CDRW/DVD , No Floppy 0 Tape Drive No monitor option Microsoft Win 2003 Server Rackmount Rails for standard 19in four post Rack 3 Year, 4-Hour Response Warranty Uplift - - RPA SERVER 1 I Dell PowerEd e 2850 Server 6,285 6,285 472 2 x 3.2 Intel Xeon Processors with 1 MB cache 4096 MB DDR2 SDRAM Memo 2 x 73 GB 15000 rpm Hot Swappable Disks Internal HW RAID Media: CDRW/DVD , No Floppy 0 Tape Drive No monitor option Rackmount Rails for standard 19in four post Rack 31 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 Microsoft Win 2003 Server 3 Year, 4-Hour Response Warranty Uplift - - WEB REPORTER SERVER 1 Dell PowerEd e 750 Server 3,401 3,401 255 1 x 2.8 Pentium IV Processors with 128 KB cache 2048 MB DDR SDRAM Memory 2 x 73 GB 10000 rpm Disk(s) Internal HW RAID Media: CDRW/DVD , 1.44 MB Floppy 0 Tape Drive No monitor option Microsoft Win 2003 Server Rackmount Rails for standard 19in four post Rack 3 Year, Next -Business Day Response Warranty Uplift - SERVER ACCESSORIES SUPPORT SOFTWARE Symantec pcAnywhere 10.5 (Host/Remote) being provided by the CITY Note: The CITY will be res onsible for its own UPS Note: The CITY will be res onsible or its own OS technical Su ort. PERIPHERAL HARDWARE 1 PSC Falcon PT40 Includes: 256 KB memory, Dock, Battery, Cable 1,090 1,090 260 BUNDLED HARDWARE TELEPHONE MESSAGING 1 Telephone Messaging - 2 Analog Lines 17,850 17,850 2,587 SUPPLIES 1 Computype Economy Label Printing System 4,5001 4,500 Includes Zebra t-402 200 DPI label printer, LabelMorpher, Cat LabelMorpher, Cables, ribbons Computype services for programming custom setu 1 Bar Code Scanner and Programming for Bar Code Duplication 1,125 1,125 Documentation Bundle 1 Horizon Public Library Suite Doc And Media 1 Horizon Cataloging Documentation Kit - 1 Horizon Circulation Documentation Kit - 32 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 I Horizon Information Portal Documentation Kit - 1 Horizon General Documentation Kit - 1 Horizon Acquisitions Documentation Kit - 1 Horizon Release 7.3 Community Resources User's and Administrator's Guide 7 7 1 Horizon Release 7.3 Home Service User's and Administrator's Guide 4 4 1 Horizon Acquisitions Documentation Kit - 1 Horizon Serials Documentation Kit - 1 Horizon Release 7.3 Reserve Book Room User's and Administrator's Guide 5 5 1 Horizon Serials Documentation Kit - 1 Horizon Enriched Content Documentation Kit - 1 Horizon Offline Circulation 2.05 Enhanced Mode User's and Administrator's Guide for Horizon 6 6 1 Horizon Release 7.3 Telephone Messaging User's and Administrator's Guide 9 9 1 Horizon Remote Patron Authentication Documentation Kit - 1 Horizon Serials Documentation Kit - SYSTEM TOTAL 217,739 26,741 Shipping: 2,921 Turnkey Discount: 32,661 GRAND TOTAL 187,999 26,741 OPTIONAL: Custom Programming Rates for Modification of Services: $250 per hour 33 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 EXHIBIT #D I EXHIBIT D SCHEDULE OF PERFORMANCE AND PAYMENT Start Date End Date Contract Signing Monday, 3/7/05 Project Start Monday, 3/14/05 Discuss Specific Details of Implementation Schedule Payment Milestone: Delivery of Client Licensed Programs to CITY--(30% of purchase price) System Profiling 28 Monday, 4/18/05 Monday, 5/1605 days Profiling Sessions # 1 with Library 2 Consultant days Profiling Session #2 with Library 2 Consultant days Load Horizon Test Data 14 days Thursday, 4/2105 Friday, 4/2205 Wednesday, 5/11/05 Thursday, 5/12/05 Monday, 4/25/05 Monday, 5/9/05 Extract the Test Data Load the test records on your Horizon database Testing 49 Monday, 5/9/05 Monday, 6/2705 days Review Test data against the entered profiles Horizon/HIP Training Server 49 Monday, 5/2/05 Monday, 6/20/05 days Order and Receive Server 30 Monday, 5/2/05 Wednesday, 6/1/05 days Stage Servers 14 Wednesday, 6/l/05 Wednesday, 6/15/05 days Ship HIP server 6 Wednesday, 6/15/05 Tuesday, 6/21/05 days Remote Install 1 Wednesday, 6/22/05 Thursday, 6/23/05 days Sign -offs 0 Monday, 6/27/05 Monday, 6/27105 days Send Testload Data sign -off form to Dynix (Document: Testload Acceptance) Send Profile Acceptance form to Dynix (Document: Profile Acceptance) Load copy of test load Payment Milestone: Completion of Data Test Load--(30% of purchase price) Training 23 Tuesday, 6/28/05 Thursday, 7/21105 days Core Training 4 Tuesday, 6/28/05 Friday, 7/1/05 days 34 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 Additional Contract Training 3 Wednesday, 7/6/05 Friday, 7/8/05 days Peripherals 14 Thursday, 7/21/05 Thursday, 8/4/05 days Setup Sessions with Peripheral 14 Thursday, 7/21/05 Thursday, 8/4/05 Specialist days Profiling Session #3 with Library 14 Thursday, 6/30/05 Thursday, 7/14/05 Consultant days Production Data load and Software 16 Monday, 6/27/05 Wednesday, Check days 7/13/05 Begin Your Production Data Load 14 Monday, 6/27/05 Monday, 7/11/05 days Perform Software Check (Document: 2 Monday, 7/11/05 Tuesday, 7/12/05 Software Checklist) days Hardware Installatio❑ 7 Wednesday, Wednesday, days 7/13/05 7120/05 Dynix ships server and any additional 5 Wednesday, 7/13/05 Monday, 7/18/05 hardware days Install server and perform connectivity 1 Tuesday, 7/19/05 Tuesday, 7/19/05 tests days Payment :Milestone: Delivery of server to CITY--(30% of purchase price) Gap Load and Cut -over 14 Wednesday, Wednesday, 8/3/05 days 7/20/05 Cataloging and Patron Data Gap 2 Wednesday, Friday, 7/22/05 Load days 7/20/05 Stop cataloging and making patron 0 Wednesday, 7/20/05 Wednesday, 7/20/05 record changes days Extract bib,item, and patron records 0 Wednesday, 7/20/05 Wednesday, 7/20/05 days Load gap data for bib, item and 2 Wednesday, 7/20/05 Friday, 7/22/05 patron records days Circulation and Item Data Cutover 2 Monday, 7/25/05 Wednesday, days 7/27105 Stop circulation and discontinue use 0 Monday, 7/25/05 Monday, 7/25/05 of existing system days Extract circulation data 0 Monday, 7/25/05 Monday, 7/25/05 days Load circulation data 2 Monday, 7/25/05 Wednesday, 7/27/05 days Process Horizon Offline Circulation 0 Wednesday, 7/27/05 Wednesday, 7/27/05 data into Horizon days Horizon Go Live 0 Wednesday, Wednesday, days 7/27/05 7/27/05 Begin using your new Horizon system Project Wrap Up 14 Wednesday, Wednesday, 35 PDA: 2004 agree, Dynix 2-10-05 2005-02-10 days 7/27/05 8/10/05 Payment Milestone: 60 Days Following Horizon Go Live--(10% of purchase price) Begin to submit issues to Support using Log Express 36 PDA 2004 agree Dymx 2-10-05 2005-02-10 EXHIBIT #E Training-411,000.00 EXHIBIT E TRAINING SCHEDULE STATEMENT OF WORK The cost for Training is a total amount of $11,000,00. This price is based on the information provided in this Statement of Work. ONSITE Sessions (8-12 Participants): 1 day = Searching (Staff and Horizon Information Portal) (2 '/2-day sessions) 1 day = TBA Day - Training Content to be specified by Library 1 week prior to trainer arriving onsite. 1 day = Cataloging (1 session) 3 days Circulation (3 sessions) '/2 day = Offline Circulation End -User (part of Circulation course) (1 session) '/2 day = Quick Start System Administration (prefer to do this one onsite rather than via the Web) '/2 day = Inventory (2 1/2-day sessions) '/2 day = Community Resources (2 1/2-day sessions) 1.5 days = Acquisitions (I Session) 1.5 days = Serials (l Session) 11 days Onsite Training WEB -BASED Sessions (up to 5 Participants) Remote Patron Authentication Horizon Information Portal Administration Offline Circulation Administration TOTAL PRICE = $11,000.00 Huntington Beach Public Library will be able to work with their Project Manager to decide how much training they want before Go Live and after Go Live. Huntington Beach Public Library can move training around from Onsite to Web -Based as necessary as it moves through Implementation. If there is training left over, there will be a credit on Huntington Beach Public Library's account (to be used at a later tune). Huntington Beach Public Library may change onsite topics to be taught as long as the duration for the class is the same. For example purposes only - Huntington Beach Public Library will pay for 1 I days onsite training days and later on if the Library decides to use 4 days for full day Circulation training by eliminating Cataloging and using our 1 TBA day, the Library may do so. Huntington Beach Public Library may have 2 observers in addition to the 8-12 training participants for the onsite training sessions. These "observers" will not be interacting with the 37 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 Dynix Training Professionals so that the Dynix Training Professionals can give the necessary attention to the Huntington Beach Public Library staff in the class. After the Go Live, Huntington Beach Public Library would like to be able to use the 4 web -based classes on whatever topic the Library feels they were deficient in. So they could be on: • Searching (Staff and Horizon Information Portal), • Cataloging, • Circulation, • Offline Circulation End -User, • Quick Start System Administration, • Inventory, • Community Resources, • Acquisitions, • Serials, • or an unstructured Q&A class. In addition, Huntington Beach Public Library will have unlimited access to the following web - based seminars as long as the library remains a customer of Dynix: • Basic Cataloguing • Basic Circulation The training content is the same whether it is onsite or web -based training. 38 PDA: 2004 agree_ Dynix 2-10-05 2005-02-10 EXHIBIT #F EXHIBIT F CUSTOMIZATIONS 1. DEFINITIONS Customizations means any computer software code and programs developed by LICENSOR or delivered to CITY by LICENSOR under this Agreement pursuant to a Statement of Work or other like document; Licensor Work Product means all work products developed by or on behalf of LICENSOR under this Agreement; Intellectual property rights means all intellectual property rights, including patents, trademarks, design rights, copyrights, database rights, trade secrets and all other rights of an equivalent nature. Services means the services described in any Statement of Work; Statement of Work: means any statement of work relating to Services. 2. SCOPE OF WORK LICENSOR shall perform the Services described in this Exhibit and any other Statement of Work subsequently issued under this Agreement and attached hereto. 3. SERVICE WARRANTY 3.1 Warranty. LICENSOR warrants that Services will be performed in a workmanlike manner consistent with industry standards reasonably applicable to the performance of such Services. 3.2 Exclusive Remedy. CITY' S sole and exclusive remedy and LICENSOR' S entire liability for breach of the above warranty will be correction or re -performance of the Services. If CITY believes there has been a breach of this warranty and so notifies LICENSOR in writing stating in reasonable detail the nature of the alleged breach within thirty (30) days after the Services are delivered to CITY by LICENSOR, then LICENSOR will promptly investigate the matter to determine the nature of the alleged breach of warranty. If LICENSOR is unable to correct a breach of this warranty after repeated efforts, CITY will be entitled to receive an equitable adjustment in the charges for the Services in question (up to the total amount of such charges under the applicable Statement of Work) to reflect any reduction in the value of the Services as a result of the uncorrected breach of warranty. 3.3 NO ADDITIONAL WARRANTIES. EXCEPT AS SPECIFIED IN THIS AGREEMENT, THE WARRANTY SET FORTH IN SECTION 3.1 OF THIS EXHIBIT IS IN LIEU OF, AND THIS AGREEMENT EXPRESSLY EXCLUDES TO THE MAXIMUM EXTENT PERMITTED BY LAW, ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, ORAL OR WRITTEN, INCLUDING, WITHOUT LIMITATION, (i) ANY AND ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND (ii) ANY AND ALL IMPLIED WARRANTIES ARISING FROM STATUTE, COURSE OF DEALING, COURSE OF PERFORMANCE OR USAGE OF TRADE. NO ADVICE, STATEMENT OR INFORMATION GIVEN BY DYNIX, ITS AFFILIATES, 39 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 CONTRACTORS OR EMPLOYEES SHALL CREATE OR CHANGE ANY WARRANTY. 4. PROPRIETARY RIGHTS 4.1 License grant. LICENSOR shall have full and exclusive right, title and ownership interest in and to all LICENSOR Work Product. Subject to payment in full by CITY of all amounts owed to LICENSOR under this Agreement, LICENSOR hereby grants to CITY a limited, nonexclusive, and non-sublicenseable license to use or execute the LICENSOR Work Product for CITY'S own internal use. 4.2 Software license. All Customizations shall be governed by the software license granted under this Agreement. 4.3 Use of Customizations. LICENSOR may, at its sole discretion, migrate certain such Customizations into its Software, which will be maintained by LICENSOR and will be made available to all customers holding current licenses as part of the standard LICENSOR maintenance policy. If the Customization is not migrated into the software and LICENSOR, at its sole discretion, agrees with a request by CITY to maintain the Customization to ensure compatibility with future Software product releases, then a Customization maintenance fee will apply. This fee shall be negotiated on a case -by -case basis. If the Customization is not migrated into the Software and the CITY chooses to not pay the Customization maintenance fee, the Customization is considered "AS IS" and contains no warranty related to compatibility with future Software releases. 4.4 Assignment of ownership. If ownership of the LICENSOR Work Product and/or the Customizations does not result as provided in this Agreement by operation of law, then the parties each assign, and shall cause their respective employees, agents, and contractors to assign, without fiu-ther consideration, the ownership thereof, including all associated Intellectual Property Rights, as necessary to give effect to the ownership terms regarding the LICENSOR Work Product and/or Customizations specified in this Agreement. Each party agrees to perform, upon the reasonable request of the other party, such further acts as may be necessary or desirable to transfer ownership of, and to perfect and defend, the LICENSOR Work Product and/or Customizations in order to give effect to such ownership terms. 40 PDA! 2004 agree: Dynix 2-10-05 2005-02-10 DESCRIPTION OF CUSTOMIZATIONS ATKey ($1,000.00) STATEMENT OF WORK LICENSOR will ensure that Custom Programming for this workflow is written for the Horizon 7.4 Release that HBPL comes LIVE on and will ensure that it is also written for the Horizon 8.0 Release. Please note that Horizon 8.0 will have API's which the library can then write to if it so chooses. The cost for Custom Programming for the ATKey is a total amount of $1,000.00. This price is based on the information provided in this Statement of Work. Cost will be 5 hours @ $200.00/hr for a total of $1,000.00 (Cost will be 3 hours @ $200.00/hr for a total of $600.00. An additional 2 hours will be needed to include the unique portion of the ATKey). Custom program that will run each night with Day End and generate a 910 tag for new bib containing an ATKey based on the way GEAC generated that same key including the 2 digit unique identifier. *No volume part will be generated just the AAATTTTDD Details of ATKey generation Each title record is identified by a unique author/title or A/T key. The A/T key is a nine -character identifier that is unique to each title record in the system. It generally consists of letters from the author's name and the title of the book, followed by two system -generated uniqueness digits. These are two letters or numbers added to the end of an A/T key to make it unique. In addition, A/T keys are followed by a three -number volume indicator. For title records, this indicator is always 000, which is system generated. For volume records, the indicator represents the number that was keyed in by the person adding the volume record, and indicates the number of the volume, such as 001, 002, etc. Using the rules explained in this appendix, the system automatically creates an A/T key when it processes records through the Marcload program or when records are created in MARC Online. General Formula The formula, with some exceptions, is AAATTTT where AAA is the first three characters of the first word in the Author field (1XX subfield a), and TTTT is the first character of each of the first four words in the Title field (245 subfield a). 41 PDA; 2004 agree: Dynix 2-10-05 2005-02-10 For example, if the author's name is Wilson, Edmund, and the title is Memoirs of Hecate County, the A/T key will be WILMOHC, plus two uniqueness digits. C. A/T Keys Uniqueness Digits The system automatically assigns uniqueness digits to each A/T key. If two or more title records exist in your database with the same seven character A/T key, the uniqueness digits ensure that each title has a unique ID. The system assigns uniqueness digits in the following order: ' A two -digit number from 99 through 00 (100 possibilities) ' A two -character combination from zz through as (676 possibilities) If the system has assigned all 776 possible combinations to a particular A/T key, it then varies the seventh character of the A/T key to create a three -character uniqueness digit. This algorithm for constructing uniqueness digits allows a maximum of 8,536 possible combinations. When the system assigns uniqueness digits within the ranges 99 to 00 and zz to aa, it does not fill in gaps within the range that may have been caused by records having been deleted. Instead, the system uses the next available digits after the lowest ones already in your database. Author Portion of the A/T Key If the first author word is less than three characters, the system fills the remaining spaces with asterisks. For example, if the author's name is Li, Hua-chi, the author portion of the A/T key will be LI*. If no author name is present, that is, if no 1XX field exists, the system uses an asterisk as the first character of the A/T key. The system then uses the first character of the first six words of the title (245 subfield a) to complete the key. For example, if no author is provided for the title Bowker Annual of Library and Book Trade Information, the A/T key would appear as *BAOLAB. The system uses special rules for handling titles that are too short to fall under these rules. See "Title Portion of the A/T Key" for titles with fewer words than the formula requires. Title Portion of the A/T Key The system extracts data from 245 subfield a only for the title portion of the A/T key, even though you may specify that the entire 245 field is to be used for your PLUS Title field. C. A/T Keys If fewer than the required number of words exist in the title, the system uses characters in the last word of the title to complete the title portion. For example, if the author is Lewis, Ted and the title is Jack's Return Home, the A/T key will be LEWJRHO. If there are still not enough characters to complete the key, the system fills the remaining spaces with asterisks. For example, if the author is Smith, Susan and the title is Mom, the A/T will be SMIMOM*. The system ignores leading articles in the title based on the value of the second indicator in the 245 field. If the second indicator is blank, then the system ignores the following articles when 42 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 any of these articles is the first word in the title: a, an, il, la, le, un, das, der, ein, eine, gli, les, the, una, une, uno, unas, unos. Children's OPAC--$2,500.00 STATEMENT OF WORK LICENSOR will ensure that Custom Programming for this workflow is written for the Horizon 7.4 Release that HBPL comes LIVE on and will ensure that it is also written for the Horizon 8.0 Release. Please note that Horizon 8.0 will have API's which the library can then write to if it so chooses. The cost for Custom Programming for the Children's Horizon Information Portal interface is a total amount of $2,500.00. This price is based on the screen shots provided in this Statement of Work. Specialized `J' indexes are now being created and can be imported into HIP except for `crossover' materials (a book in the children's room that is not REALLY a `J' book). The CITY will use collection codes, rather than call numbers. Like call numbers, collection codes are on the item level. Also like call numbers, collection codes can span more than one location. A unique collection code can be assigned to each classification below General Fiction (X) - becomes collection XGF Animals (XA) - Becomes collection XA Science Fiction (XSF) Becomes collection XSF M ster XM Becomes collection XM Newberry Award (XN) Becomes collection XN Filters can be created in HIP based on the collection code. LICENSOR will create the new collection codes based on the call number of the book, and `sift' as fine as the CITY wants them to (within reason). 43 PDA. 2004 agree: Dynix 2-10-05 2005-02-10 Children's Custom OPAC Screen 1 (Main Screen for Children's _OPAL) Search All Children's books (Use the adult catalog to search ALL library books) Fill in at least one search box Keyword. Author Subject Title Series L Call Number 11 Submit Search Other Search Options Search for only Children's Search for only Fiction Children's Non -Fiction Screen 2 (User selected Search Non -Fiction Books) [The text in blue should change based on the user's selection.] Search Children's Non -Fiction by Fill in at least one search box Keyword Author Subj ect Title Series Call Number Submit Search 44 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 Screen 3 (User selected Fiction Button from Main Screen) [The text in blue should change based on the user's selection.] Green l ext are hyperlink options. Search Fiction Books Beginning Grades Picture BooksfXE) 0 Grade (XP 1) 2nd Grade (X;P2) 3rd Grade (XP3) Caldecott Award (XCJ Intermediate Grades General Fiction (X) Animals (XA) Science Fiction (XSF) M- r t ry (XM) Newberry Award (XN) Screen 4 (User selected Picture Books (XE) ) [The text in green should change based on the user's selection amone the Search Fiction Picture Books (YE) by Fill in at least one search box Keyword Author Subject Title Series Call Number 11 Submit =Search 1. If no results found, the response message should say "Try searching our adult catalog" *If the user selected Caledecott Award (XC) — the system should search only items with call numbers beginning with XC. *Search results should retrieve all Children's books regardless of location, eg. They can be at center, branches, but location should be indicated. 45 PDA: 2004 agree; Dynix 2-10-05 2005-02-10 Screen 4 (If User selected General Fiction (X) from Screen 3) Search General Fiction (X) by Fill in at least one search box Keyword IAuthor Subject Title Series Call Number 71 11 Submit Search -11 If no results found, the response message should say "Try searching our adult catalog" The system should retrieve all items with X in the call number regardless of location. For example, if some children's books are at a branch, the Branch children's books should show UP. For example, if the library system owns 7 copies of a book, using the Children's custom OPAC should show the Branch items as well: Call Number Location 1. XA Libbey, Z. Center Children's 1 XA Libbey, Z. Center Children's 3. XA Libbey, Z. Center Children's 4. XA Libbey, Z. Banning Branch 5. XA Libbey, Z. Murphy Branch 6. XA Libbey, Z. Main St. Branch 7. XA Libbey, Z. Oakview Branch 46 PDA! 2004 agree: Dynix 2-10-05 2005-02-10 Customized Search/Filter Buttons by certain type of Call Numbers Customized buttons that do filtered searches on only Children's Books. At HPBL, we distinguish children's items from adults by call number. All children's call numbers start with an X. Example: Button A: Button B: Search by Fiction (call numbers Search by Non -Fiction (call with preceded with X and has numbers preceded by X and has letters) numbers) After clicking the button a box to type a keyword should appear (Screen 2 on page 1) Enter the search term Dogs. Button A should retrieve only Children's books that are Fiction and about Dogs. Eg. XA Andrews, W. Fiction call numbers have names. Button B should retrieve only Children's books that are Non -Fiction and about Dogs. Eg. X650.9 Non -Fiction call numbers have Dewey numbers. Search/Filter Buttons by Call Number Prefixes Customized searches that do filtered searches on certain call number prefixes. Example: Hyperlink Options from Screen 3. Intermediate Grades General Fiction (X Animals (XA) Science Fiction (XSF) Mystery (XM) Newberry Award (XN) After one of they hypertext link options, a search screen like Screen 2 should appear. 47 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 Notices--$6,000.00 STATEMENT OF WORK LICENSOR will ensure that Custom Programming for this workflow is written for the Horizon 7.4 Release that HBPL comes LIVE on and will ensure that it is also written for the Horizon 8.0 Release. Please note that Horizon 8.0 will have API's which the library can then write to if it so chooses. The cost for Custom Programming for the Notices is a total amount of $6,000.00. This price is based on the information provided in this Statement of Work. Huntington Beach Public Library: Since Horizon cannot produce the Total cost if item(s) returned on the billing notice, Huntington Beach Public Library would like the following text statement to be printed on the notices: Total will be adjusted if item(s) are returned - please call 8424481 for a revised total LICENSOR will assist Huntington Beach Public Library with the initial set up custom collection notices so that they display all information as shown on the collection notices samples and fine rules. The Custom Programming consists of two parts. 1. The custom. SQL script that will run on day end 2. The workflow using HWW described. Eric Graham will create a `report' using HWW that will pull the info, and help the library set up `form letters'. The Huntington Beach Public Library Notice Cycle will be: First notice delay = 5 days Max notices = 1 Notice Interval = 10 days First notice = 5 days Final Notice = 15 Material goes to lost after 25 days Once the material goes to lost, Huntington Beach Public Library would like a lost processing fee to be associated with the material (circ parameters). If the replacement cost, plus the lost processing fee, plus the fines `push' over the billing notice amount associated with the location a billing notice will be produced. After 45 days Huntington Beach Public Library wants to assess a collection fee. In order to do this the following must take place: 48 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 1. If the material is 45 days overdue AND 2. IF there is NOT currently a collection fee associated with the borrower, then do the following: a. Assess a collection fee using Day End (see attached script), based on a collection fee block that will be created in horizon. b. If day end does not run, the collection fees will not be assessed. 3. Periodically HBPL wishes to produce form letters (they call collection notices) and will use Horizon Web Reporter to create a data source for these letters. 4. Functionally, the clerk will enter a date range in HWW that will `look' for collection blocks posted to a borrowers account during that period they describe. 5. Horizon Web Reporter will do a search of the horizon database, and retrieve information to create an acceptable data source for form letters. 6. The library will be responsible for the format, and production for these form letters. DYNIX: This was not a notice type we discussed previously. This is a warning that you are going to get a collection notice. HBPL: THIS 1S WHAT HBPL WANTS ACCOMPLISHED VIA HORIZON WEB REPORTER. This is semantics. Center Library, HB Library 7111 Talbert Avenue Huntington Beach CA 92648 Questions? Call 714-8424481 Collection Agency Final Warning CEN 2 1119 00677 8263 P John Steinbeck 65 Canary Row Huntington Beach, CA 92648 Phone: 714-375-5105 10/30/2002 COLLECTION NOTICE Page : 1 This is your final notice before referral to the collection agency. A non-refundable processing fee of $5.00 is charged for each lost item. * * * * Billing Period 10/15/2002 to 10/30/2002 **** ---------------------------------- BILLS ---------------------------------- Greene, Rebecca, 1977- /The teenagers' guide to school outside t 3 1119 00827 9821 CEN book 373.214 GRE Due: 09/18/2002 Overdue fine if returned to library: $5.00 Item Cost $15.95 + Processing Fee $5.00 = Item Subtotal: $20.95 49 PDA; 2004 agree; Dynix 2-10-05 2005-02-10 /Multiple sclerosis . a guide for familie 3 1119 00788 8655 CEN book 616.834 MUL Due: 09/18/2002 Overdue fine if returned to library: $5.00 Item Cost $24.95 + Processing Fee $5.00 = Item Subtotal: $29.95 Worthington, Charles. /The complete book of hairstyling 3 1119 00893 0308 CEN book 646.724 WOR Due: 09/18/2002 Overdue fine if returned to library: $5.00 Item Cost $19.95 + Processing Fee $5.00 = Item Subtotal: $24.95 Patron's existing fines and fees owed .... $0.00 Total of new overdue charges above ....... $15.00 Collection Fee ........................... $10.00 Total cost if item(s) returned = $25.00 Patron's existing fines and fees owed .... $0.00 Item replacement charges for above books . $75.85 Collection Fee ........................... $10.00 Total cost if item(s) lost = $85.85 A $10 Collection Fee is charged to all accounts with item(s) 30 days overdue. HBPL: As long as the content is included in the Media Notices, HBPL agrees to DYNIX statements. Media Services, HB Library 7111 Talbert Avenue Huntington Beach CA 92648 Questions? Call 714-375-5108 CEN 2 1119 00677 8263 P DYNIX: The barcode will appear without spaces HBPL: Agreed Diane Sawyer DYNIX: The name will appear Last name, First Name HBPL: Agreed 63 Newcastle Drive Huntington Beach CA 92647 Phone: 714-375-5105 50 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 02/21/2002 COLLECTION NOTICE Page: 1 To avoid collection agency referral, return immediately. A non-refundable processing fee of $5.00 is charged for each lost item. An additional $10 collection fee will be charged to all accounts with item(s) 30 days overdue. *** Billing Period 01/30/2002 to 02/21/2002 *** DYNIX: These notices will be produced on the schedule discussed in our earlier documentation. Here it is: After 45 days HBPL wants to assess a collection fee. In order to do this the following must take place: 1. If the material is 45 days overdue AND 2. IF there is NOT currently a collection fee associated with the borrower then do the following: a. Assess a collection fee using Day End (see attached script), based on a collection fee block that will be created in horizon. b. If day end does not run, the collection fees will not be assessed. 3. Periodically HBPL wishes to produce form letters (they call collection notices) and will use Horizon Web Reporter to create a data source for these letters. 4. Functionally, the clerk will enter a date range in HWW that will `look' for collection blocks posted to a borrowers account during that period they describe. 5. Horizon Web Reporter will do a search of the horizon database, and retrieve information to create an acceptable data source for form letters. 6. The library will be responsible for the format, and production for these form letters. HBPL: Agreed BILLS ---------------- Owed: $21.95 CASSETTE: 418.07 SPANISH /Spanish 3 1119 00642 4379 FIL/FIL cassette This barcode will not display with spaces HBPL: Agreed CASSETTE: 418.07 SPANISH Loan cat: C Due: O 1 /09/2002 00:00 Owed: $3.95 CASSETTE: 418.07 SPANISH /Spanish 3 1119 00642 4270 FIL/FIL book This barcode will not display with spaces HBPL: Agreed CASSETTE: 418.07 SPANISH Book Loan cat: C Due: 01/09/2002 00:00 51 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 02/21/2002 COLLECTION NOTICE Page: 2 Fines Vary, Contact the Media Department amount due. Media Services, HB Library 7111 Talbert Avenue Huntington Beach CA 92648 Questions? Call 714-375-5108 FIL 2 1119 00642 2664 P James C. Satler The name will appear Last name, First Name 1714 California, #4 Huntington Beach CA 92648 Phone: 714-374 7978 02/21/2002 COLLECTION NOTICE Page : 1 This is your final notice before collection agency referral. *** Billing Period 01/30/2002 to 02/21/2002 *** --------------------- BILLS ---------------------- Owed: $9.98 VIDEORECORDING : CHILDREN'S/FAMILY VIEWING (N /R.a.inbow's musical adventures 3 1119 00644 4427 FIL/FIL video recording This barcode will not display with spaces VIDEORECORDING : CHILDREN'S/FA Loan cat: 1 Due: 01/09/2002 00:00 Total of itemized amounts owed: $9.98 Total of non -itemized amounts owed: $0.00 Total Owed: $9.98 Media Services, HB Library 52 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 7111 Talbert Avenue Huntington Beach CA 92648 Questions? Call 714-375-5108 CEN 2 1119 00677 4262 P Rachel J. Scott The name will appear Last name, First Name 6705 Pageant Drive Huntington Beach CA 92648 Phone: 714-969-1228 02/21/2002 COLLECTION NOTICE Page : 1 This is your final notice before collection agency referral *** Billing Period 02/06/2002 to 02/21/2002 *** --------------------- BILLS ---------------------- Owed: $15.00 COMPACTDISC : ROC AMOS UTP Amos, Tori. /Under the pink 3 1119 00599 4992 FIL/FIL compact disc These barcodes will not display with spaces COMPACTDISC : ROC AMOS UTP Loan cat: 3 Due: 01/12/2002 00:00 Owed: $15.00 COMPACTDISC : SHO FOLL FOL /Follies : original Broadway 3 1119 00778 8871 FIL/FIL compact disc These barcodes will not display with spaces COMPACTDISC : SHO FOLL FOL Loan cat: 3 Due: 01/12/2002 00:00 02/21 /2002 COLLECTION NOTICE Page: 2 Owed: $30.00 COMPACTDISC : SHO RENT REN /Rent : original Broadway rec 3 1119 00647 6627 FIL/FIL compactdisc These barcodes will not display with spaces COMPACTDISC : SHO RENT REN Loan cat: 3 Due: 01/12/2002 00:00 Owed: $15.00 53 PDA: 2004 agree_ Dynix 2-10-05 2005-02-10 COMPACTDISC : ROC APPL WTP Apple, Fiona. [When the pawn 3 1119 00639 6742 FIL/FIL compactdisc These barcodes will not display with spaces COMPACTDISC : ROC APPL WTP Loan cat: 3 Due: 01/12/2002 00.00 Total of itemized amounts owed: $75.00 Total of non -itemized amounts owed: $0.00 Total Owed: $75.00 Media Services, HB Library 7111 Talbert Avenue Huntington Beach CA 92648 Questions? Call 714-375-5108 FIL 2 1119 00690 1337 P Jason E. Arnold The name will appear Last name, First Name 17101 Springfield #123 Huntington Beach CA 92649 Phone: 714-846-0818 02/21 /2002 COLLECTION NOTICE Page : 1 This is your final notice before collection agency referral. * * * Billing Period 02/06/2002 to 02/21 /2002 * * * --------------------- BILLS ---------------------- Owed: $15.00 COMPACTDISC : ROC DIRE MFN Dire Straits (Musica/Money for nothing 3 1119 00739 8432 FIL/FIL compactdisc This barcode will not display with spaces COMPACTDISC : ROC DIRE MFN Loan cat: 3 Due: 01/14/2002 00:00 Owed: $15.00 COMPACTDISC : ROC VAUG CST Vaughan, Stevie Ray./Couldn't stand the weather 3 1119 00739 8424 FIL/FIL compactdisc This barcode will not display with spaces 54 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 COMPACTDISC : ROC VAUG CST Loan cat: 3 Due: 01 / 14/2002 00:00 02/21 /2002 COLLECTION NOTICE Page: 2 Total of itemized amounts owed: $30.00 Total of non -itemized amounts owed: $0.00 Total Owed: $30.00 For agency FIL, total number of Collection Notices: 4 Changes in New Billing are: DYNIX: Does this document refer to billing notices? HBPL: YES HBPL: Final Notice will be a post -card. HBPL: Billing Notice will be this one. 1. At the end of a patron's notice, there are these 3 lines: Total cost if item(s) returned: $13.00 Total cost if item(s) lost: $31.95 Total of non -itemized amounts owed: $239.40 DYNIX: We did not discuss this scenario, what constitutes a non itemized amount? A billing notice will include ALL changes for a borrower, all amounts are itemized. A `lost notice' can include only information about a particular lost book. However, `what if' scenarios neither part of horizon billing notices, nor are they part of lost notices. HBPL: Since Horizon cannot produce the Total cost if item(s) returned on the billing notice, HPBL would like the following text statement to be printed on the notices: Total will be adjusted if item(s) are returned - please call 842-4481 for a revised total The report should calculate first line (the total cost if item is returned) with this formula: 55 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 1. The system should first determine if the item is Media, children's, adult, encyclopedias by looking at the agency and loan category. If the item belongs in agency FIL, the totals on the two lines should say "Fines vary, see Media Dept" (Agency = FIL, loan category does not matter) Total cost if item(s) returned: Fines vary, see Media Dept Total cost if item(s) lost: Fines vary, see Media Dept DYNIX: We did not discuss the above earlier these `what if scenarios are not part of horizon billing notices. HBPL: Understood For items that don't have agency FIL, determine the loan category. If loan cat = 1, item is an adult book, loan cat = 2 then item is a children's book, if loan cat = 3 the item is an encyclopedia. 2. If the book is an Adult Book (Loan Cat = 1 and Agency Not Equal to FIL): If the cost is of the book is greater than $ 5.00 then the Adult Fine = $ 5.00 If the cost of the book is less than $ 5.00, then the fine is the cost of the book. For the total cost if item is returned, you should add all the fines together and $ 10.00 for the collection fee, and any non -itemized amounts. For the total cost if the item is lost, you should add the total cost of all items, and $ 10.00 for the collection fee, and $ 5 for each item for processing fees. DYNIX: Horizon does not work in this way. See below for more detailed information HBPL: Understood If the book is a children's Book: (Loan Cat = 2 and Agency Not Equal to FIL) If the cost is of the book is greater than $ 3.00 then the Adult Fine = $ 3.00 If the cost of the book is less than $ 3.00, then the fine is the cost of the book. For the total cost if item is returned, you should add all the fines together and $ 10.00 for the collection fee, and any non -itemized amounts. For the total cost if the item is lost, you should add the total cost of all items, and $ 10.00 for the collection fee, and $ 5 for each item for processing fees. If the book is an encyclopedia: (Loan Cat = 3 and Agency Not Equal to FIL) If the cost is of the book is greater than $ 10.00 then the Adult Fine = $ 10.00 56 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 If the cost of the book is less than $ 10.00, then the fine is the cost of the book. For the total cost if item is returned, you should add all the fines together and $ 10.00 for the collection fee, and any non -itemized amounts. For the total cost if the item is lost, you should add the total cost of all items, and $ 10.00 for the collection fee, and $ 5 for each item for processing fees DYNIX: In summary: Horizon fines are based on the following matrix 1. Location 2. Itype 3. Btype The lost charges are based on the following 1. Cost of the book (if any) 2. OR default price (from collection code, if book has no price) 3. Lost processing fee (if any) Collection charges will be assessed by a custom program Processing fees are assessed based on circulation parameters, that can include the item location, itype, btype, circulation location, and borrower location. HBPL: Agreed 57 PDA: 2004 agree: Dynix 2-10-05 2005-02-10 RCA ROUTING SHEET INITIATING DEPARTMENT: Library Services Department SUBJECT: APPROVE LEASEIUSE AGREEMENTS REPLACING LIBRARY'S COMPUTER/PHOTOCOPYING SYSTEMS COUNCIL MEETING DATE: March 7, 2005 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable ❑ Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable ❑ Tract Map, Location Map and/or other Exhibits Attached ❑ Not l!cable ❑ Contract/Agreement (w/exhibits if applicable) Attached Not Applicable ❑ Si ned in full by the City Attorney) Subleases, Third Party Agreements, etc. Attached Not Applicable ❑ _& proved as to form by City Attome Certificates of Insurance (Approved by the CityAttomey) AttachedNot Applicable ❑ Fiscal Impact Statement (Unbud et, over $5,000) Attached Not Applicable ❑ Bonds (if applicable) Attached Not Applicable ❑ Staff Report (If applicable) Attached. Not Applicable ❑ Commission, Board or Committee Re ort If applicable P ( PP ) Attached Not Applicable ❑ Findings/Conditions for Approval and/or Denial Findin g pP Attached Not Applicable ❑ EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARD Administrative Staff Assistant City Administrator Initial City Administrator Initial City Clerk EXPLANATION FOR RETURN OF ITEM; RCA Author: Hayden 0