HomeMy WebLinkAbout1996-05-20 City CouncilCity of Palo Alto
City Manager’s Rep r
HONORABLE CITY COUNCIL
1
FROM:CITY MANAGER DEPARTMENT:COMMUNITY
SERVICES
AGENDA DATE: MAY 20, 1996 CMR: 252:96
SUBJECT:APPROVAL OF CONTRACT WITH INFORMATION ACCESS
COMPANY FOR SUBSCRItrFION SERVICES TO LIBRARY
DATABASES PROVIDED VIA INTERNET.
This is a request for Council approval of a contract agreement with Information Access
Company in an amount not to exceed $58,000 per year, for subscription services to databases
provided via Internet to the Library’s automation system. The subscription will provide access
to magazine and newspaper indexing, full text of articles and business information for library
users.
RECOMMENDATIONS
Staff recommends that Council:
Approve and authorize the Mayor to execute the attached contract agreement with
Information Access Company in an amount not to exceed $58,000 per year for a three-
year period, to provide subscription service to periodical indexing and full text
databases delivered to the Library’s automation system via Internet.
Authorize the City Manager or her designee to negotiate and execute one or more
change orders to the agreement with Information Access Company. The total amount
of the change orders shall not exceed $15,000. This amount would cover the
subscription costs of additional databases that the Library may choose to offer in later
years.
CMR:252:96 Page 1 of 4
POLICY IMPLICATIONS
The approval of this agreement is consistent with existing policies.
EXECUTIVE SUMMARY
Pr~ect Description
The work to be performed under the agreement is for the provision of electronic access to
selected databases providing magazine and newspaper indexing, full text, and business
information to library users. The Library will establish a connection, via Internet, to the
electronic data storage facilities of a vendor who will provide access to the selected databases
24 hours a day, seven days a week. A link to these databases will be established from the
library computer catalog. This will permit individuals at all six libraries, as well as Palo Alto
City Library card holders, who dial into the catalog, to use these databases.
Currently, the Library offers access to similar databases from only a few workstations. Main
and Mitchell Park libraries each has one CD-ROM and microfilm system for access to
magazine indexing and articles. A business service is available on one CD-ROM workstation
at Main Library, and Main also has two machines for viewing microfilm of newspapers
indexes. These services are updated monthly. These systems will be replaced by the Internet
delivery service, which offers daily updating of the databases and much broader usage across
the entire library system. This project implements an element of the Library’s automation
services plan, by increasing access to library resources through the computer catalog.
Selection Process
On December 8, 1995, staff issued an RFP to the three qualified firms that could deliver
access via .Internet to the desired services from the library catalog. At this time no other
companies offer Internet access from a library catalog to a wide range of magazines and other
databases suitable for public libraries. The firms were given four weeks to respond to the
request. All three firms submitted proposals. A selection committee consisting of Library
staff reviewed the proposals. The committee evaluated each firm’s qualifications, based on
the following criteria: 1) quality of services offered, including frequency of updating and
access to back files of magazine articles; 2) cost of subscription and services, including
renewals; 3) ease of use by patrons; 4) state of the art features; and 5) current customer
satisfaction. The three firms responded with proposals offering a different mix of
subscription services based on their license agreements with the publishers of periodicals and
reference works. After. an evaluation, Information Access Company was selected as the firm
best qualified to meet the City’s needs.
CMR:252:96 Page 2 of 4
Information Access Company was founded in 1976 as a developer and integrator of periodical
reference products and electronic databases. They offer products in a variety of formats:
microform, CD-ROM, magnetic tape, and online. In the last few years, as companies have
begun to use the Internet as a delivery method for their services and products, library
database vendors have followed suit. A variety of electronic databases is available through
the InfoTrac SearchBank, Information Access Company’s Internet accessible remote
reference service. In response to the RFP for Internet access to the types of databases the
Library now offers in different formats, Information Access Company proposed an option
that offers indexing and abstracting of approximately 1200 general interest and business
magazines, the full text articles from 650 of these magazines, indexing .of five national
newspapers, a business file that includes directory information on 150,000 companies and
investment reports, and the full text of 17 reference books (e.g. Information Please Almanac).
The full text of magazine articles extends as far back as 1980.
Information Access Company was selected primarily because it is the only one of the three
finns that could deliver across Internet a business reference service comparable to the heavily
used CD-ROM system currently in use at the Main Library. Additionally, this firm has been
providing services via Internet longer than the other two vendors and is known for its quality
control in producing databases. Exact price comparison between the three firms is not
possible since each offers a different coverage of rifles indexed and provided in full text.
However, Information Access Company’s cost for the general magazine portion of the service
is much cheaper than one firm and comparable to the third. The total cost for the annual
contract agreement with Information Access will be only 10 percent higher than the Library’s
current annual charges for the services that will be replaced by the new InfoTrac SearchBank
system. The new services will be available at all six libraries from 40 public use
workstations/terminals, to dial-up users of the library catalog and from all staff workstations,
instead of comparable service currently available at only Main and Mitchell Park libraries
through the limited number of stations. Additionally, the new service will provide access to
the full text of approximately 350 magazines that are currently not available in the library
system in any format.
FISCAL IMPACT
Funds for this project are included in the fiscal year 1995-96. Funding for years 1997 and
1998 is contingent upon Council approval of the budget for each subsequent year.
ENVIRONMENTAL ASSESSMENT
These services do not constitute a project for the purposes of the California Environmental
Quality Act.
CMR:252:96 Page 3 of 4
ATTACHMENTS
EXHIBIT "A" - Contract/Proposal
PREPARED BY: Diane Jenni~
DEPARTMENT HEAD REVIE
PA -I:K~ THILTGEN ~’x’x
Dirlc~or, (
CITY MANAGER APPROVAL:
Manager
CMR:252:96 Page 4 of 4
AGREEMENT
BY THIS AGREEMENT MADE AND ENTERED INTO ON THE
BY AND BETWEEN THE CITY OF PALO ALTO "CITY", ANm
Information Access Company
(ADDRESS) 362 Lakeside Drive
DAY OF I’DATE TO BE ENTERED
%BY CITY PURCHASING
Delaware Corporation with offices in California,a
(C~TY) Foster City, CA (zip).94404 (PHONE~..800--227--8431
"CONTRACTOR" ~a CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
* CONTRACTOR SHALL PROVIDE OR FURNISHTHE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION
THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATFACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE:
TITLE: (DESCRIPTION)
Subscription Services to Library Databases Provided via Internet
EXHIBITS THEFOLLOWINGA~ACHEDEXHIBITSHEREBYAREM#DEPARTOFTHISAGREEMENT:
Exhibit A:Letter, dated April 5, 1996, confirming databases and price
Exhibit B:Information Access Proposal
Exhibit C:InfoTrac SearchBank Subscription and License Agreement
TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON ~tQ of Agreement
ANDSHALLBECOMPLETEDBEFORE 3 years from the date of a~reement.
COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT:
~ CITY SHALL PAY CONTRACTOR: S58,000 per year; second and
approval.
~ CONTRACTOR SHALL PAY CITY:
third years contingent upon budget
®PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE)
CITY ACCOUNT NUMBER:
KEY CODE OBJECT I PROJECT PHASE NO.I DOLLAR AMOUNT ~
I 02816310 3222 Not to exceed $58,000 per yr
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT.
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF. THE PARTIES HAVE EXECUTED THIS
AGREEMENT THE DAY, MONTH. AND YEAR FIRST WRITTEN ABOVE.
HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY. its Council Members, officers, employees, and agents from any ano all demands,
claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees or agents negtigent acts, errors,
or omissions, or willful misconduct, or conduct for which the taw imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by
CONTRACTOR.
ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase
and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations.
statements, negotiations and undertakings whether oral or written are superseded hereby.
PROJECT MANAGER ~ REPRESENTATIVE FOR CITY
NAME Diane JenninBs
DE~T.CSD/Librar¥
CONTRACTOR
P.O. BOX 10250
PALO ALTO, CA 943.03
Telephone (/415) 329-2668
SOCIAL SECURITYOR,.R.S. NUM,,ER14117 7
INVOICING SEND ALL ,NVOICES TO THE CITY, ATTN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS: /ROUTE FOR S,eNATURES ACCORD,NG TO NUMBERS ,N APPROWL BOXES
CITY DEPARTMENT ~ Funds Have Been :!NANCE
-- Budge[Go
IF OVER $5.000. REQUIRES CITY MANAGER’S SIGNATURE
:IT! OF PAL0 ALTO
! RISK MANAGER i PURCHAS;~;G & CONTRACT ,tOMIN!STRATION
(3) (,4d
IF OVER S~5,000, REQUIRES MAYOR AND CITY ATTORNEY SIGNATURES
ATTEST:APPROVEC AS TO FORM:
BY:
MAYOR C~TY CLERK C;-{ ~"-TC#NE ~"
Exhibit A
aformation AccessI
COMPANY
262 Lakeside Drive
Fcs’.er C::,’, Caiifornia
4i5 378 5000
April 5, 1996
Diane Jennings
Pato Alto City Library
1213 Newell Road
Pato Alto, CA 94303
Dear Diane:
Information Access Company is pleased to have been selected to provide data to
your Library from the InfoTrac SearchBank.
This letter will confirm the databases and prices that Information Access will
guarantee for three (3) years.
Palo Alto City Library will receive from the InfoTrac SearchBank the following
databases:
Magazine-Index Plus ASAP fulltext files Magazine Index Backfiles
General BusinessFile ASAP fulltext files Business Index Backfiles
National Newspaper Index
Client Software
The cost for the above data, guaranteed for three (3) years is $58,000.00.
If you require further information, please do not hesitate to contact me.
Thank you again. I look forward to working with you on this exciting proj ect.
Most sincerely,
Craig 5rv’. Johnson
National Accounts Manager
Exhibit B
CITY OF PALO ALTO
AND
PALO ALTO CITY LIBRARY
REQUEST FOR PROPOSAL
RFP NUMB R 83987
SUBSCRIPTIONS TO INDEXING AND FULL TEXT
DATABASE SERVICES VIA THE INTERNET
JANUARY 9, 1996
Submitted by:
INFORMATION ACCESS COMPANY
362 LAKESIDE DRIVE
FOSTER CITY, CALIFORNIA 94404
800/227-8431
TABLE OF CONTENTS
Introductory Letter
Technical Evaluation Sheet
Part H - Scope of Work or Services ..........................................................................................1-2
Scope of Services Requested
A. Requested Service Options ..................................................................................................3-5
B. Desired Features ..................................................................................................................5-7
VI. Proposal ...........................................................................................................................7-12
Attachments
Journals Lists ..........................................................................................................Attachment A
User Interface ...........................................................: ...............................................Attachment B
Image Samples .............................................~ ...........................................................Attachment C
Sample Statistical Reports .......................................................................................Attachment D
Cost Recovery Options ............................................................................................Attachment E
Form Requirements ..................................................................................................Attachment F
Information AeeessI
COMPANY
362 Lakeside Drive o Foster City, Calitufnia 94404
Telephone 800 227 8431 ¯ Facsimile 415 378 5369
Dear Members of the Evaluation Team:
Information Access Company is pleased to respond to your Request for
Proposal. We trust our responses are clear and consise. Should there be
additional questions, please do not hesitate to contact me.
Information Access Company continues to offer libraries more options in access
to our data as well as offering a wide variety of appropriate datases designed to
meet the needs of your patrons.
Beginning early 1996 the InfoTrac Searchbank (IAC’s host) will offer:
*Web access to our databases including text AND images!
Non-IAC databases will be available suc_,,h as ProCD Phone,
Current Contents, ERIC, PsyclNFO, BOOKS IN PRINT,
Compendex and PALS. Additional databases will also be added.
Information Access Company would be pleased to install our client software for
your formal evaluation. Please fill out the attached "Technical Evaluation Sheet"
and return it to Laura Howells at IAC, 362 Lakeside Dr., Foster City, CA 94404.
We look forward to having the opportunity to work in partnership with the Palo
Alto City Library in reaching your re-engineering goals and expanding the
access and sources to your patrons.
Thank you.
Most sincerely,
Craig W. Johnson
National Accounts Manager
I)
Pre-Quote Technical Evaluation Sheet
Library Name:
Address:
Contact People:
Library:
Name: ......
Phone Number:
Computer Center (if applicable):
Name:
Phone Number:
2) OPAC Vendor:Platform (DEC, HP, etc.) :
3)Terminals and Access Devices:
Terminal Tlrpe(s) :
Persona! Computers:
Make ( s ) :
Model (s) :
Comraunication(s) Software:
4)Internet Provider:
5)Data Bases Subscriptions:
A~AP
GPI-P:
EAI:
BI:
GBF:
BCP:
MI+:
NNI:
HI:
LegalTrac:
AI:
CD:
F&S
YES NO YES
BACKFILES
NO
6)Desired Installation Date:Complete Date:
The following areas to be filled in by Distribution Systems:
8)
9)
Black Box Approvals:
Distribution Sys:,
Field Sal4s:
Systems Dev:
Ethernet Backbone: Yes or No 10baseT/AUI/BNC?
Token-Ring: Yes or No Source Routing? Yes or No
Wide Area Network (Main and Branches):
Multiplexors: Yes or No
Bridges: Yes or No
Routers: Yes or No
Yes or No
i0)IP Config Information:
Host Address:
Domain Name:
DNS~I:
Default Route:
Subnet Mask:
DNS ~2:
PART II - SCOPE of WORK or SERVICES City. of Palo Alto
Scope of Services for Subscriptions to Indexing and Full Text
Databases Provided Via Internet
L Introduction
The Palo Alto City Library (PACL) has recently installed a local area network that will link the
library server to the City’s T-1 Intemet connection. PACL plans to use this connection to provide
expanded access to electronic periodical databases, including indexing and full text and possibly
other online databases. Therefore, PACL is seeking proposals that will enable the provision of
this service.
IL Background on Palo Alto City Library (PACL)
A division of the Department of Community Services, PACL provides services through six
libraries serving a population of approximately 56,000. Main Library, an adult library located in a
residential area near the center of the City and the nearby Children’s Library, four blocks away,
together provide services for the entire City. Four branches, College Terrace, Downtown,
Mitchell Park and Terman Park, provide library services in neighborhoods in other areas of the
City. Use of the library system is high, with annual circulation over 1,000,000 and 62,500
registered borrowers. The fibrarfs 1995/96 collections budget is $417,500, of that $176,000 is
for monographs, $172,000 for serials, $51,000 for periodicals and $18,500 is for audiovisual
materials.
Periodical and newspaper collections vary with the size and focus of each facility. PACL
subscribes to 544 titles, most of which are held at the Main Library, which is also the only library
with extensive back files in hard and microform copy and several newspaper and magafine
indexes in a variety offorrnats. College Terrace, Downtown and Mitchell Park libraries subscribe
to a range of popular current subscriptions; their back files are limited to a couple &years, except
at Mitchell Park which has some back titles provided on film. Children’s and Terman Park
Libraries have small periodical collections, reports. (A full list of current periodical subscription
titles can be provided upon request).
[IL Technical Systems
PACL provides access to collections via Dynix.soft-ware using UNIX-based Hewlett
Packard Series 9000 equipment (model 800 G). This equipment operates from the
Main Library; other libraries are connected via a wide area network (WAN) (Mitchell
Park and Children’s libraries) or via data phone lines (College Terrace, Downtown and
Terman Park libraries). The WAN will also connect the library server to the City of
Palo Alto’s Intemet node through City Hall.
Access to the Dynix system is provided by Dyrfix terminals (Wyse 30’s, 50’s and 150’s) and some
personal computers. PACL is in the process of replacing some terminals at Main, Mitchell Park
and Children’s libraries, and adding PC’s in these three libraries to improve options for service,
1
including the ability to view and manipulate graphical images. Currently a total of .75 terminals
and PC’s are directly connected to the Dynix system; dial-up access is provided on 3 modems.
When a planned expansion is completed within six months, the total will increase to 90 terminals
and PC’s, 6 dial-up modems and 7-10 Internet ports.
IV.Internet Service
Since January, 1995, the Main, Mitchell Park and Children’s Libraries have provided gopher
access to the Intemet via one workstation in each facility and a dial-up account. Intemet access
will soon be provided via a direct connection and a variety of services will be gradually introduced
to the public at each location. The library will utilize the City’s T-1 direct connection. PACL’s
HP host will be networked to this connection tIa-ough an existing city firewall router.
One of the first services will be access to periodical indexing and full text of general magazine
titles available for patrons at all libraries and by accessing the Library system via modem or
Internet from home or office. PACL has purchased Dynix’s Gateway sottware to provide easy
access to I_nternet services, including periodical services.
V. Scope of Services Requested
PACL is seeking to establish a connection to an, online server, via the Internet, to increase patron
access to periodicals and other reference databases. PACL intends that this online connection will
also serve to increase existing periodical access and broaden coverage to include services in
subject areas not currently available library wide, in a cost effective way.
Library patrons will be able to select an option on the main menu of the library’s catalog in order
to use periodical indexes to locate, read and obtain copies of both abstracts and full text of
articles. This arrangement will allow multiple users simultaneous access to periodical database
searching and extend searching capabilities to patrons at each library branch location.
The Library currently subscribes to Information Access Corporation’s 0AC) Magazine Index Plus
on one CD-ROM station each at both Main Library and Mitchell Park branch locations. This
offers general periodical indexing and abstracts of titles commonly found in public libraries. Both
facilities also have subscriptions to IAe’s_M. agazine Collection on microfilm dating back to 1983.
The Main Library also provides access to two Information Access general Magazine Index and
one National Newspaper Index ROM stations. The National Newspaper file indexes five national
newspapers that include the New York Times, the Wall Street Journal, Christian Science Monitor
the Washington Post and the Los Angeles Times. IAC’s General Business File is available on CD-
ROM at Main Library and it provides access to periodical indexes, company reports, directory
information, news wire and investment reports.
PACL intends to replace current subscriptions to IAC’s Magazine Index on CD-ROM and the
Magazine Collection with a comparable level of service that will be provided, from the vendor’s
host system across Palo Alto City’s network to all six library facilities.
2
Ao Requested Service Options
PACL desires to review proposals for offering Imemet access to a variety of
databases from a vendor(s) host site(s): a. periodical and newspaper indexing
databases now provided at PACL in CD-ROM and ROM format; b. ful!-text
databases now provided in microfilm and CD-ROM format; c. other electronic
databases, not currently offered, which are appropriate to offer patrons of PACL.
The final mix of services chosen will depend on available funding, and different
vendors may be selected to provide the different options listed below:
A periodical index, with abstracts, of general magazine titles that are
common to public libraries, offering a comparable amount of the coverage
PACL currently provides from IAC’s Magazine Index Plus. PACL wi!! also
review proposals for access to indexing services that are more
comprehensive than it currently provides.
Magazine Index PIus/ASAP indexes and abswacts approximately 400
(285 with full text) general interest titles as well as the most current 60
days of indexing to The New York Times and The Wall Street Journal. In
addition, k provides graded reviews of books, movies, theater, CD’s, and
restaurants as well as over 80,000 consumer evaluations.
Please refer to Attachment A for a complete title list.
Access to full-text and’, possibly, ful!-image of a significant percentage of
articles cited in the index service(s) proposed to meet service option 1
above.
o
Magazine Index Plus/ASAP provides users with access to full-text and
full-image of a significant percentage of articles.
An index of business periodical titles comparable to the coverage that
PACL currently provides from IAC’s General Business File.
Business & Company ProFile!ASAP provides indexing and abstracting
to approximately 850 business journals (425 titles with full text) in the
areas of regional business journals, trade and industry journals,
management journals, and general business journals. Included are the
complete core titles found in the ABI Inform database. In addition, the
most current 60 days of indexing to the business and financial sections of
The New York Times, The Wall Street Journal, The Asian Wall Street
Journal, and The Financial Times of Canada is included. Additionally,
Company ProFile provides directory information to over 150,000 privately
held companies and over 50,000 publicly held companies. In addition, it
provides full text ofnewswire releases written about those companies.
Please refer to Attachment A for a complete title list.
General BusinessFile/ASAP, available only through the Information
Access Center, interfiles the Business Index (described above), with the
Company ProFile database which provides directory information to over
100,000 privately held companies as well as 50,000 publicly held
companies. In addition, it provides full text ofnewsavke releases written
about those companies. Also interfiled is the Investext data which provides
fulltext to company and industry reports written by the top brokerage firms
in Asia, Australia, Europe and North America.
Please refer to Attachment A for a complete title list.
Access to full-text of business reports, descriptive company data,
investment news, industry surveys and marketing trend information that is
comparable to the coverage that PACL currently provides from IAC’s
General BusinessFile.
o
Both Business & Company ProFile/ASAP and General BusinessFileJASAP
provide library patrons with access to full-text of business reports,
descriptive company data, investment news, industry surveys and
marketing trend information that is comparable to the coverage that PACL
currently provides from IAC’g~.General BusinessFile.
An index to major daily newspapers such as the New York Times and the
Washington Post that provides abstracts and, possibly, full-text articles.
National Newspaper Index provides indexing of the five most prominent
national newspapers in one source, this is the database. It covers The New
York Times (Late and National Editions); The Wall Street Journal (Fmstem
and Western Editions); Christian Science Monitor (National Edition);
Washington Post (Final Edition); and Los Angeles Times (Home Edition).
Please refer to Attachment A for a complete title fist.
Other available indexes or databases which are appropriate to offer to
patrons of PACL.
Health Index/ASAP provides indexing to appmximately 150 consumer
health periodicals (100 with full text) as well as health related information
from the other periodicals that Information Access Company indexes.
Additionally, this databases provides indexing and full text to over 500
pamphlet~
Please refer to Attachment A for a complete title list.
4
All databases at InfoTrac SearchBank are updated every four (4) days.
Desired Features
General features for each option should include:
¯InfoTrac SearchBank (IAC’s host) supports the following general features
required by the Library.
Emulation to make services available from PC’s and Wyse terminals (Wyse
30’s, 50’s, and 150’s).
Supports all ASCII Terminals including Wyse 30, 50, 60, 150’s, 325; Wyse
Terminals emulating ADD-VP or TVI-950 terminals; VT220, 320, 420’s;
HP 700/41, 43’s emulating Wyse 30/50; TVI950; ADD’s 1I; I-[P700/92’s
emulating VT100. Supports PC’s running the following emulation
software: Procomm, Xtalk, Kermit, FTP PCFTP, Clarkson Telnet, NCSA
Telnet, SmarTerm, WinQVT. Macintosh using VT 100 emulation including
VersaTerm and NCSA Telnet. Supports IBM 3270 type terminals with
"true" VT100 emulation and screen mapping with products like A-NET.
o Search limiting by a variety of fields (e.g., journal title, date, subject,
keyword, etc.) ’,..
Designed for the end user, the InfoTrac EF search interface provides easy
subject and keyword searching capabilities as well as filll Boolean and common
command language searching for more sophisticated searchers.
The InfoTmc interface offers searching of the Subject Guide or thesaurus with
full cross-references. In addition, keyword searching can be done incorporating
full Boolean logic (and, or, not) with an adjacency function automatically
incorporated.
Wlth keyword searching, the subject, rifle, annotation, author and certain
abstract fields are all searched. In the PowerTrac search option, searches can be
done in specific fields - e.g. subject, keyword, author, date, journal etc. These
fields can also be individually browsed. Text is not searchable because of the
problem of the inordinate number of" false hits" usually resulting from this
means of searching.
Searches can be limited by a specific date or date range as well as publication
name. Other search capabilities include:
(i)A "narrow" function by which search results can be narrowed by
adding a term or phrase.
5
An "explore" function which displays the list of headings used for one
or more marked citations. The user can then retrieve all other citations
indexed under each of the specific headings.
Context-sensitive "help" function
Please refer to Attachment B for additional information on User Interface.
Ability to combine search terms
This feature is available. Please refer to Question 2.
Document delivery including option for full graphical imaging
The full image document including relevant graphs, charts and images
(InfoTrac Articles) is available through the Information Acc~s Center. The
InfoTrac Article Print Station for delivery of full content documents ~ a
Pentium PC and a high quality laser printer. Since the stations and sottware are
. proprietary, they are leased from Information Access Company and all
maintenance is provided. Images are transmitted in 300 DPI. InfoTrac Article
Print Stations require their own IP addresses. Refer to Attachment B for image
article samples.
Screen printing with markingoptions
Screen printing offifll text is accomplished with a single keystroke.
Citations may be printed individually or a marking function allows patrons
to mark multiple citations for printing.
Three year minimum online access to backfires
The standard date range of a subscription includes the previous three years
plus the current year Data that falls outside the standard subscription is
available in the database backNe. Magazine Index Plus/ASAP backfile
extends to 1980, Business Index/ASAP extends to 1982 but there is no
bactcfile available for either National Ne’dspaper Index or Health
Index/ASAP
o Provision for tracking statistical usage count
Monthly statistical reports will be provided: Report format is bar chart.
Type of data includes Sessions per Day for each gateway, Total Connect
Time in Hours for each Gateway, Journal titles and the number of citations
printed from each title. Data is collected on the Server and reported in
paper and electronic format. Data is processed on the IAC Server. On
10.
11.
12.
VE Proposal
The following will be
1.
demand Reports are in the planning stages. Please see Attachment C for
sample statistical reports.
Time out feature after period of inactivity
Inactivity on a terminal results in a timeout to the introductory screen. City
of Palo Alto Libraries have the option of setting the timeout period.
Ability to view the full text of articles on screen
ASCII text of articles is viewable on all terminals.
Ease in navigating from one search to another
A single keystroke allows patrons to end one search and be returned to
beginning search screen in order to perform additional searches.
Simple screen instructions
Simple screen instructions are available at all times. In addition, context-
sensitive help information is included in the system. There is also an
extensive HELP menu, accessible at any time.
Highlighted search terms
This feature is currently not available. Product development is looking at
this as a future option. No time frame has been set.
considered minimum contents of a proposal:
Provision of service option costs for available subscription services that
meet the features requested. The proposal should show the costs to
provide each service at one PACL library only, as well as for each
additional branch. Any additional charge to provide access to patrons
using PACL’s catalog via dial-up or Internet should be shown. Prices for
annual renewals as well as any incentive package pricing shown be detailed.
The number of terminals, simultaneous users, or population area served are not
criteria used in pricing of the data. IAC provides a site licem~ at a fixed price
with unlimited acm.~s to the index/abswacts and full text. The site license
includes all royalties for text with no per document charge or additional fees
paid to IAC.
7
Several options have been quoted for your consideration.
Option 1
Magazine Index Plus
Magazine ASAP
L&tPrice
$12,000.00
$24,000.00
$36,000.00
The cost for Palo Alto City Library for Option 1:
Main Library
Branches
$31,000.00
$28,500.00
$500.00 per branch
Option H
Magazine Index Plus and Business & Company ProFile $20,725.00
Magazine ASAP and Business ASAP $52,500.00
$73,225.00
The cost for Palo Alto City Library for Option H:
Main Library
Branches
$51,000.00
$46,500.00
$900.00 per branch
Option Iit
Magazine Index Plus a~i General BusinessFile
Magazine ASAP arm Business ASAP
$33,725.00
$52,500.00
$86,225.00
The cost for Palo Alto City Library for Option III:
Main Library
Branches
$62,000.00
$54,500.00
$1,500.00 per branch
Add-on databases to Option I, II, III:
Health Index/ASAP $33,500.00
The cost for Palo Alto City Library:
Main Library
Branches
$13,000.00
$12,500.00
$200.00 per branch
National Newspaper Index $13,000.00
The cost for Palo Alto City Library:
Same cost for one site or all sites.
$3,000.00
8
Additional costs:
o
1. Client software - $2,000 annually
2. Document Delivery Station - Annual lease, all maintenance provided -
$2,500 per station per year. The Document Delivery Stations are optional.
In addition, IAC will provide backffle indexing for Magazine Index Plus
and Business Index at no cost. The value of this package is $25,000.00
Statement indicating when Desired Features as requested under Section V-
B are. not available for proposed services.
Please see Described Features, #12.
Annual maintenance charges and/or equipment costs for required system
equipment or installation.
Please refer to Question 1 on this section.
List of at least three current customers that PACL can contact regarding
their experience with your company and the product/s you have submitted
in this proposal. When possible, customers should be public libraries using
the Dynix automation system_
Alameda County Library
Fremont, CA Nancy Boca 510-745-1420
Anaheim Public Library
Anaheim, CA Pat Ernest 714-999-1880
Oakland Public Library
Oakland, CA Carl Cousineau 510-238-3176
Orange County Public Library
Santa Ana, CA Terry Pringle 714-634-7841
San Diego Public Library
San Diego, CA Ellen Sneberger 71~-236-5821
Santa Clara County Library
San Jose, CA Charlotte Doudell 408-293-2326
Santa Monica Public Library
Santa Monica, CA
9
Nancy O’Neill 310-458-8629
Seattle Public Library
Seattle, WA YLm Taylor
Fort Collins Public Library
Fort Collins, CO Ms. Kim Crowley
Cleveland Public La’brary (CLEVENET)
Cleveland, OH Bob Carterette
206-3864169
303-221-6662
216-623-2810
Statement of technical requirements PACL must provide for all services
proposed, equipment to be installed to provide access to vendor host, and
vendor’s need to access via Internet any equipment located at PACL.
Please refer to enclosed Technical Manual for complete information on the
technical requirements for access to InfoTrac SearchBank.
Implementation schedule from time of purchase order to availability of
service.
Implementation strategy includes the following:
Technical Evaluation of the Palo Alto City Library environment
First week after Contract award
Documentation Distribution
First week after Contract award
Installation of LAC Client Software at Palo Alto City Library
Host Computers
Second week after Contract award
Training of Palo Alto City Library Technical Staffin Client
Software Installation and Operation
Second week after Contract award
Print Station Installation and Training
Third week after Contract award
Training at Palo Alto City Library Libraries
Third week after Contract award
Written responses to the following:
a. Describe enhancements currently planned for release in the next 12
months.
New databases will be added at InfoTrac SearchBank including Health
Reference Cemer and the General Reference Center. Health Reference
Center will be created by adding indexing and fi~ text of the following
reference books to the Health Index/ASAP: Columbia University
College of Physicians and Surgeons Complete Home Medical Guide,
Complete Directory for.People with Chronic Illness, Grey House
Publishing, Mosby’s Medical, Nursing & Allied Health Directory, 4th
10
Edition, People’s Book of Medical Tests, and USP DI Volume II
Advice for the Patient: Drug Information in Lay Language General
Reference Center will be created by adding indexing and full text oft.he
following reference books to the Magazine Index Plus/ASAP:
American Reader: Words that Moved a Nation, Asimov’s Science
and Discovery, Benet’s Reader’s Encyclopedia of Americcm
Literature, Benet’s Reader’s Encyclopedia of Literature, Columbia
Encyclopedia (single volume), Constitution of the United States,
Democracy Reader, Encyclopedia of American Facts & Dates,
English Literature from 1785, English Literature to 1785, Great
Thinkers of the Western World, Harper Collings Encyclopedia of
MiBtary Biography, Information Please Almanac, Information
Please Environmental Almanac, Information Please Sports
Almanac, Masterpieces of WorM Literature, and Reader’s
Companion to American History.
Additional document delivery options that will become avaiJable in
the next twelve months include delivery via fax, e-mail and
overnight courier.
Most significantly, InfoTrac SearchBank will be loading other
vendors databases. Database that are anticipated being available
include Pro CD, PAIS;... Current Contents, PsychINFO, Book in
Print and Compendex.
Other planned enhancements include Windows based InfoTrac
Client software which is scheduled for release January 1996. OPAC
Windows and other GUI Interfaces are supported using Z39.50.
Additionally, all IAC databases are being converted to HTML
format and will be accessible from any WWW Browsers including
NetScape, Mosaic, SpyGlass, etc. in January 1996.
Describe vendor support available by telephone or FAX for
staff assistance. Describe typical trouble-shooting response when
service difficulties are encountered.
Information Access Center customers:
IAC provides technical assistance 24 hours a day/seven days a
week.
For assistance from 7 AM PDT (PST in W-rater) till 5 PM PDT
Monday, technical assistance is available at 800/227-8431.
Contact Names and Extensions
Michael Flanagan Senior Technical Support Manager
11
ext. 5239
Mona D’Astarte Associate Technical Support Manager ext. 4661
James Knight Associate Technical Support Manager ext. 5131
The Department fax number is 415/358-4769.
E-mail addresses are as follows:
Michael Flanagan:michael_flanagan@iacnet.com
Mona D’Astarte:mona_dastarte@iacnet, com
James Knight:jamesk@epub.ziff.com
For emergency assistance at all other times, please call 800-927-
5001 for assistance.
Co What features do your products provide which this RFP does not
detail?
Additional features that are a part ofInfoTrac SearchBank include
an authority file which allows for maximum ease-of-use, fast and
complete access to relevant data and tree cross-referencing ("see" and
"see also" references).
Databases are updated every four (4) days. Soon, databases w~ be
updated daily.
Another added feature is a Journal Holdings file that allows the h’brary
to create a summary holding statement for eachjoumal that may be
displayed. The display provides four lines and each line may contain up
to 40 characters of data.
Customers that choose to lease the document delivery print station will
have several cost recovery options available. Please refer to
Attachment D for information on these options.
Detail." any "trade in" cost incentives for current subscriptions the
City purchases from your company.
If IAC is awarded the contract, existing services will be canceled
and a prorated credit will be applied to the new service.
Provide information on and costs for full image document delivery
options.
There are no additional charges for images. Please refer to price
quite for cost of leasing a print station.
12
WWW Browsers can view images on screen and print images at
attached Laser Printers.
13
PART iil -PROPOSAL FORMS
SIGNATURE PAGE
SECTION 305
Subscriptions to Indexing & Full Text Databases - RFP #83987
The undersigned hereby certifies that, directly or indirectly, they or their representatives and
agents have not colluded with other parties interested in this Proposal.
Consultant OR- Contractor is a:
[] California Corporation, or a
j~ Corporation organized under the laws of the State of, ]~(~,~,~-
head offices located at g~7{&pft~t~-~ , CT"
and offices in Ca(ifornia at F~z~t ~.~ C!-q~q
(~ttach addendum if necessary)
[] Sole Proprietorship, or a
[] Partnership (list names of partners; state which partner or partners are managing
partner(s). (Attach addendum).
-q Other (Attach addendum specifying details).
with
Dated 19__
Name of Consultant:
,City:
Fax No:
Narrpe of Contact Person:
I C4 i John
SignD~ure of O~[ficer/O_wner:
Pri.nted Name of Signatory:
Address #2:
State, Zip:
Telephone:
Telephone:
CITY of PALO ALTO: Signature Page - (8/95)SECTION 305-1
PART III -PROPOSAL FORMS SECTION 310
ACKNOWLEDGEMENT OF ADDENDUM(S)
During the RFP process there may be changes to the documents which would require an
issuance of an Addendum or Addenda. To assure that all Consultants receive the update or
change Addendum, the following acknowledgement and sign-off is required.
NOTE: Failure to execute the following may be considered as an irregularity in the request
for proposal process. Receipt of the following Addendum is acknowledged. The Consultant
acknowledges that the information contained in the addendum has been considered in the
preparation of this RFP.
Addendum No. (None ~._~_._),/ (1~), (2.__._), (3___J, (4._.__), (5_..._)
(Check appropriate space/number above)
Signature of Contractor
Company
END OF SECTION
CITY of PALO ALTO: Acknowledgement o (8-95)SECTION 300-2
CERTIFICATION of NONDISCRIMINATION SECTION 4i 0
Subscriptions to Indexing & Full Text Databases Provided via the Intemet
Certification of Nondiscrimination; As suppliers of goods or services to the City of Palo Alto, the
firm and individuals l=sted below certifies that they do not discriminate in employment with regards
¯ to age, race, color,, religion, sex, national odgin, ancestry, disability, or sexual preference; that they
are in ompliance with all Federal, State and local directives and executive orders regarding
nondiscrimination in employment; and that they agree to demonstrate positively and aggressively
the principle of equal opportunity in employment.
The Bidder agrees specifically:
1.0 To establish-or observe .employment policies which affirmatively promote
opportunities for minority persons at all job levels.
2.0 To communicate this policy to all persons concerned, including all employees,
outside recruiting services, especially those serving minority communities, and to the
minodty communities at large.
3.0
4.0
"Fr[le of Officer Signing:
To take affirmative action steps to hire minodty employees within the organization.
To be knowledgeable of the local, state, and federal laws and regulations concerning
affirmative action policies and provide, opportunities for employees.
DATE:
Signature
Please include any additional information available regarding equal opportunity employment
programs now in effect within your company.
(Please attach additional pages if necessary)
END OF SECTION
CITY of PALO ALTO: Non-discrimination (6/94)SECTION 410-1
PART I!1 - SUPPLEMENTAL FORMS SECTION 420
CITY of PALO ALTO
EXPERIENCE AND FINANCIAL QUALIFICATIONS
The following information conceming the experience and financial qualifications of
the Con~ttant are a required part of the Proposal. This information may be included
in the Propo.ser’s proposal format, this format is provided for information required
only. The information may be used in the Proposal’s evaluation and is certified
correct by your signature herein.
PROJECT NAME:Subscriptions to Indexing & Full Text Databases Provided via the lnternet
Name of Insurance Carrier:
Phone Number:Policy Number:
How many ~e~rs have you (or your firm) done business under the name listed above?
How many years experience have you (or~your firm) had which is similar in nature to the workcovered in the Proposal? i .~l ’~
Please provide (in your proposal) relevant references to contracts satisfactorily completed in the
last three (3) Years. The information should include: Year; Type of services; Company/Agency
name and location; and Contract amount.
3.1 Have you (or your firm) previously worked for the City of Palo Alto? J~ Yes [] No If
yes, please include the information in your proposal.
Rease provide (in your proposal) a list of the Project’s management staff of the proposer who will
manage the proposed work as may be required by the Scope of Work or Services listed herein.The
information should include: Name; Years of Experience; Field of Expertise/Capabilities.
State location (in your proposal) of information requested under items 1 - 4 above:
Consultant (Company Name)
(Date)
END OF SECTION
CITY of PALO ALTO: Experience/Financial (4/94) SECTION 420
PART II - INSURANCE REQU’’EMENTS - Lon9 Form City of Pr /Mto:SECTION 650(~)
Insurance Requirements for Contractors
CONTRACTOR:
PROJECT MANAGER:Sylvia Baker- Library
CONTRACT NAME:Subscdp,!!ons t° Indexing & Full Text Database
GENERAL TERMS AND INSTRUCTIONS
THIS INSTRUCTION ~ SHOULD BE GIVEN TO,yOUR INSURANCIE AGENTfBR~
CON3RAGTORS TO "R’iE CITY O~ PALO ALTO. AT THOR SOLE ~ ~rl/4.L O~TA~N AND MAJNTAIN I~.SURA,N(~ FOR TH~ ~ ~ ~ ~. ~S WILL I~
llli~ APPROVED By TH~ CI"Pf BEFCi!~ ~ WILL BE ~ COM PI.ETE ll.S RE~ IN~.,tR/i,*IC~
RETURN THE COMPLETED CERTIFICATE TO THE CITY OF PALO ALTO, PURCHASING & CONTRACT
ADMINISTRATION, 250 HAMILTON AVENUE, PALO ALTO 94301.
THE INSURANCE REQUIREMENTS CHECKED BELOW ARE REQUIRED FOR THIS CONTRACT.
~ oF C~/tSRAGE REQL~REMENT LONG FORM ~l’~.num
!~Worker’= Compensation
r’l Automobile Uabilit~
I~.~ve General Uabilh’y:
INCLUDING:¯P~RSONAL INJURY
¯BROAD FORM PROPERTY DAMAGE
¯FIRE LEGAL LIA~LITY
.Comprehensive Automobile Uabilk’y:
INCLUDING:
-HIRED
Professional U~bility:
INCLUDING:¯ERRORS AND OMISSIONS
¯NEGLIGENT PERFORMANCE
Statutory
EK~X)ILY ~UURYPROPERTY DAMAGE
BOOILY INJURYDAMAGE COMBINE;D
INJURY {F~ch Per,~>n)
,i~3OILY INJURY ~
PROPERTY DAMAGE
BOO$LY It~JURY & PROPERTY
DAMAGE CO~BINED
===================================================
$I,000,003
$1.000.000
ALL DAMAGES
[] .THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED
D.
E.
F.
The City of Palo Alto, its offices, agents and employees are named as additional insured, but only as to work performed under contract. Said
~ as to the City of Palo Alto, etc., s~i be primary coverage, without offset again~ City’s existing Insurance and any other Insurance carried
by the City being excess instirance only.
VVhere t~e work involves grading, paving, excav-aljng, drilling or other underground wodq the policy includes.destruction of wires, conduits, pipes,
~, or ~ rgrr~a~ propady or a.~ apparatus k~ connection therewith below the surface of the ground whether owned by third parties or the City
of Palo Alto.
Where the work involves excavating, collapse coverage is provided in the amounts above.
The pa~icy ira"Juries a "Severabi[~ of Interest" provisioa.
Deductibles over $5,000 must be indicated and are subject to approval.
If such policies are canceled or changed during the period of coverage as stated herein, in such a manner as to affect the Certif~ate, thirty (30)
days written netice will be mailed to the City of PaJo Alto, Contract Administration, P.O. Box 10250, 94303
The ~ insurance po~ inctudes a contractual ~ab~Trty endorsement providing insurance coverage for Contractor’s agreement to indemnify the
City.
The coverage afforded under the policies is subject to all terms of the policies designated herein and meets all of the provisions called
for herein.
END OF SECTION
CITY OF PALO ALTO: Insurance Requirements (REV.6/94)SECTION 650-1
Attachment to Part I!1 - Supplemental Forms
Section 420
City of Palo Alto
Experience and Financial Qualifications
Question 4
In regards to this Request For Proposal (RFP Number 83987 - Subscriptions to
Indexing and Full Text Database Services via the internet) Palo Alto City Library staff
can be expected to work with the following people on a regular basis:
Craig Johnson - Sales Manager for Tape Licensing. Over fifteen (15) years sales
experience in the information industry.
Gary Ross - Masters in Library Science with nineteen (19) years experience in the
library industry.
Michael Flanagan - Masters in Library Science with ten (10) years experience in the
library industry.
Bill Wright - Thirteen (13) years data processing experience, six (6) years
library experience.
Exhibit C - Page 1
This k:gal d~cum~t is = agr~tmmt ~ INFORMATION ACCESS COMPANY, a Thorn.ran C.~x~afio~ ¢omp~ay, ~ ~ t~ ~ (he~.n r~crrcd to as
"Sul~:a-iber"). UPON SIGNING TH~ AGR.F-F.MY~"f, SUBSCRIBER AGREES TO BE BOUND BY TI-iE TERMS AND CONDITICkN’S SET FORTH HTmR.EIN.
laf~oa Acce~ Comp~ay, aml my wrk’tem mxtt¢i~ ~u, pgtied by lafcrma~m Acc¢~ Camp~ay trade* t:Ms ag~eemem
1.0 Pmckt¢~
lnf~"mafio~ ~ Comp~ty and ttry ~h~mc~tx:nts nm~e flxa’tm; (c) any "Ha~’~re" suppti~d by Inf~m~tioct Acr.~s; ~ (d) the ~M,xt~th" pr~duc~ by
2.0 L.i~a:t~ Caxm
2.3 Th* Sd’twam aaci Mmam~Is ~rt ~ wi~ RESTRICTED KIGHTS. The use, duplkatkm or dLmlosum by the fede~a~ g~e:rm~:m ~d ~ ~ema is s~bject to
r~tfic~cx~ as set fcx~h in mbdiviskm (c)(1)(ii) cff the Rigtm in Te~..lmic~l Data aaxl ~ Sohw~ claa~ = DFAR 232.227-’1013 or mi~ (¢) (1) ~t (2) ff
the ~ Computer Sdlw~-e RemScmd Rights ~r 4gCFR 52.227-I 9 or 52.227-14, ~s tpp~:able. ManuIta~rer is Infa-nmt~m Ac~em ~, 362 Lakesi~
D~s) ia cc~ m S’~Ix~:n’ber em:t:~t tt~ dg~ tv t~: it for perfa-mhag rear:m-oh. ~l~g ~ ~.
Utc
~.o S~a-,7~e~’~HSttk~.
S’ul~:n’b~ ~r~ m the fo~o~g:
6.0 W~’a.tme~
Exhibit C - Page 2
6.1
6.2 IN NO EVENT SI,.£ALL INFORMATION ACCESS COMPANY OR ANY THIRD PARTY DATA ~ BE LIABLE FOR DIRECT, INDIRECT,
SPECIA~ LNCIDE.NTALI OR CONSEQUENTIAL DAMAGES ARISING OUT OF TH~ USE OF OR INABII.!TZ TO USE TH~ DATABASF/S) OR
SCh~"WARE OR FOR TH~ LOSS OR DAMAGE OF ANY NATURE CAUSED TO ANY PERSON AS A RESULT OF TH~ USE OF ~
DATABASE(S) O~ SOFTWARE. IN NO EVENT SI’-L4LL INFORMATION ACCESS COMPANY’S OR ~ PARTY DATA SUPPLI~’S
LIABILITY UNDER "i’KIS AGREEMENT EXCEED TH~ ANNUAL SUBSCR!FTtON FEE REC~’VED BY INFORMATION ACCESS COM2A.NY FROM
S~
I0.0 Te:rm~m~oa o£ ~. It" Subscriber breache~ ~.ny ~ ~" RtLs Ag~e~me~ ~ Aztecs Company in ~t~on to al] ca:her legal
remed~e~, m~ Im’znd~z~ ti~ Agzeeme~ l:~fot’ma~ Acc~ Con:r/~ty n~y rerm~:~ tt~ Agree..me~ wkh nrspe~ men-! D~z~:~s~s) ~ it .e:m~ m ~ ~ my
Subscriber fcr ~/~oa, Subs:~oer ~k~tl wktRn tt~ty (30) d~ys, unless cchefw~e igreed ro ~ ~g ~ ~ ~ ~, ~ m ~ ~
I I.O Prdo~ c~ ~
12.0 Foe~e M.~. Infc~s’tioa Access ~y will ~x be R~:m~’bl~ for delay or f’zikn~ ~o perfa’m due u) unforeseen
c~:~m~m~.e~or’c~c~am~szx:e~ ~ l~’a-m,~m Acc.e~ ~y’s conu~. ~duding, ~ Iimi~m~, s~-, ~ dvil dis~n’b~ace~ ~xl Ac~ o~ C.o:[.