HomeMy WebLinkAbout0104.094,
January 6, 1994
Honora~le City council
Palo Alto, california
Attention: Finance CO~~itt8e
REPLACEMENT OF LIBRARY CQMPU'1'EJ\ HARDWARE
MeRbers of the council:
REPORT III BRIEF
This report describes the circuastances accountinq tor the tenuous
conditions surrounding the op4ration of the Ultimate/HoneY'i/ell
computer which support:s most library functions. Library consultant
Joseph Ford recommenas its i..ed i ate replacement. Staff reCODL!1lends
approval of a $200 1 000 budqet amendment to purchase a new computer
and related software and services in order to continue existing
services; and, referral of the subject of a Library Lonq-term
Automation Plan to the Policy and services Committee.
BACKGROUND
Knowing that the library computer equi~ent was beqinning to age
and that the hardware could not acc:omDIodate new products and
lUtrVices becoming commonplace in the in.formation marketplace., staff
established a goal for the 1992/94 budget to preparE a report on
Library automation development needs for 1995-2000. The report
would provide the basis for consideration during the next capital
budgeting cycle~
~~e to the rapid development in the library automation field and
the highly technical nature of the issues to be incorporated into
a plan~ staff opted to hire a consultant to assist in the planning_
Last spring, staff contracted. with consultant Joseph Ford to
prepare a report 1) eval\.lating the life expectancy and cost
effectiveness of the current Ultimate/Honeywell co.puter purchaEed
in 1985 and now used tor vir~ually all library operations and 2)
detailing a long-term automation plan for the Library.
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For~'s first visit to Palo Alto coincided ~ith the current Library
computer suffe~ing a first-ever, substantial and lengthy period of
downt.ime, stretching over ten d~ys.. Based on his first-hand
experience, Mr. Ford prepared an unexpected interim report in July
1993, recommending immediate replacement of our current computer
due to its age, the lack of replacement parts and groving
maintenance difficulties~ He also recommended a temporary "patch .. II
namely, the purchase and installation of an Un interruptible Power
Supply (UPS) to avoid devastating effects on the hardware operation
due to power outaqes or changes in electrical current. The interim
report was z:evie'aled by many City staff including the City Manaqer,
Assistant City Manager, and Director of Information :Resources.
council was informea in CMR:467:93 ,Appendix A) of staff actions to
respond to' the urgent, precarious situa"t.ion, which included plans
to install a UPS for the present equipment and to issue a requp-st
for proposals to procure replacement hardware. These two t~sks
hav~ been completed.
NEEp FOR REPLACEMENT O£......Q..URRE'NT COiotPUTER
Attacbed is the complete report prepared by Mr. Ford (Appendix B)
Report 1'9 Palo Alto city Library Regarding AutoJc.ation Planning,
NcvQmber 11, 1993. Phase l--replac .. ent of tb. current computer-
is described on pages 14 through 24. These are the pagoes issued in
July as the interim report. In sUmlllary, the Ultitilate./Honeywell
hardware presently operating the Dynix Library software (including
acqui5itions, cataloginq. magazine control, public catalog and
circulation functions) requires replacement for the following
reasons:
.1. LaQk oL Lr •• b, spar. part. or .re:fU=-bi8hinq capability ~or
seas solid-stat. part 8 • New Ul timate parts have been out of
production for approximately two yea~s~ Only used and refurbished
parts are installed when possible~
2. J>apenaeuce OD a e..crea .. i.uq n~%' of qua.l.if"ie4 .. iJLtena:Dce
parsQDJ1el. As more and more customers move to more modern
equipment, field maintenance staff vith expertise is decreased as
well and not replaced.
:3.. sy.t.. failure in lat. Kay indiea.tea hov tenuous the
Ultiaate aaintenanc. support is. Mr. Ford vas present when the
system had its last major failure and observed firsthand the actual
difficulty Ultimate/Honeywell staff experienced over a ten-day
period, attempting to qet the computer reliably operating again.
4~ Biqb .. tnt.Danee costs. Over a period of time, as the
current equipment becomes more difficult to maintain, costs for
both hardWare and software maintenance 'Will only increase. Ne'W
equipment will result in an immediate approximate $18,000 reduction
in annual hardware maintenance costs.
5. Ad'Yallc-ed age .. n4 d •• ign of c:o.puter. The age and design
of the current Ultimate machine ~akes it unable to support ~ost of
the developments now emerging~ such as effective operation in a
city network environment and access to computer networKS that
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employ common standards for information transmission. Further, it
does not support Unix, the c .... rrent sta-_ndard operatinq system for
computers of this si2e.
6. Lack of 4~v.1op"Dt an4 support ~or tuture service. and
80ttware r.lea.... Softwar~. vendors, such a.s Dynb:~ typically
provide ~new software releases" ~ith improved features to maintain
competiti veness and responsi vena-55 to customers. However, Oynix
will not support operation of new soft~are releases on obsolete
equipment, including the Ultimate hardware, attar the next release,
which will be available this year. {Dynix reports that they once
had over 250 customers on Ultimate computers; currently, thare are
less than 30 and all have been advised to move to a more reliable
hardware platform)~
7~ su.c.pt~ility to pow.r outaq_B and fluctuations.
While an Uninterruptible Power Supply has been installed on the
current system, it is a -band-aid" form of repair if it is the sole
remedy~ The UPS rec~ntly purchased and installed can ~ used with
a new computer~
Mr. Ford's report states in conclusion that the lib~ary
-is increasingly at risk of extended downti~e and
o£ dealing with the replacement on an emergency
basis. For all these reasons, the consultant urges
tbe immediate replacement of the Ultimate computer •••
Pa~o Alto City Library has reeeived all the va~ue it
purchased in the Ultimate computer. Little or no
residual value remains. What does remain are the
inevitable p~cblems of aqinq equipment ~~at is
stressed to its op@rational limit and has poor spare
parts support." (p. 18)
staff also h~ld discussions with Ford about the cost effectiveness
of leasing or a lease-purchcl:5e of a replacement computer. This
opt.ion was rejected ea.rly on for reasons of higher cost and is
discussed on pages 2~ and 23 of the report.
REPLACEMENT REQOMHENPATION
5thf! issued a request fOT proposal priThaTily for hardwar~
replacementr The Oynix softvare is satisfactory and also
consistent with that expected to be purchased tor use in the Pale
Alto Unified School District libraries. HoW"ever, there are
software and service costs to enable successful migration from the
\lItigate/Honeywell environment to the Unix based system recommended
by Ford, which were included in the request for proposal. In
addition, the proposal included only hardware Rrqantly needed~ that
is, the computer processor and related equipment, but not
peripheral equipment such as terminals. terminal printers, bar code
scanners, etc. All of this type of equipment currently in use wil.l
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re~ain in use for the present.
The proposal opening was Nover.lbE',r 30# 1993, and responses received
to operate DYNIX software on Data General, DEC, Hewlett-Packard ~nd
IBM equipment. Attached (Appendix C) is a summary of the oyni~
software costs and service costs and capital hardware costs to
operate on the hardware products of each vendor.
staff recommends purchase of Hewlett-Packard hardware (to replace
the Ultimate/Honeywell hard~are) for meeting the technical
specifications and for the initial cost and th~ overall maintenance
cost effectiveness of that proposal operating the Dynix soft~are.
Further l Dynix has had long and successful eKperiences operating
its software on HP equipment. An additional benefit will be the
experience and knowledge City staff has -with operation of HP
equipment. It is recommended that $200 1 000 be appr'::>ved for
purchase of replacement computer hardware, and costs for related
software and service expenses to miqr3te to a new computer and
operate existing Library functions. This cost includes
approximately 61 contingency~
Attached (Appendix D) is a Budget Amendment Ordinance to authorize
this expenditure. Upon approval, staff 'Will purchase the Tie.,.;
equipment, complet~ contr~ct negotiations ~or system functionality
and maintenance and return to council with a revised Dynix contract
for approval.
LIBRMY Lm!G-TERM, hU'l'Olu:r:::Oli PLAN
7his report addresses only the urgent replacement of the Library's
aging UIti.ate/Honeywell computer. It does not address, nor is it
in~ended to address, a long-term plan for Library automation in the
rapidly changing infor~ation world of today. It is recommended
that the lonq-term plan, including the. Ford report, be forwarded to
the Policy and Services Com&ittee for discussion and direction in
ti.~ for possible incorporation into the five year capital
Improvement proq~am. At that time staff will p~epare a complete
report addressing the plan and signif ic.ant policy j ssues.
RECOMMENDAT~
staff recommends.
1. that Council appl.·ove the attached Budget Amendment
Ordinance in the amount of $200,000 to purchase equipment and
softvare and related services to ~eplace the functions of the
cur~ent computer; and,
2. that Council refe~ discussion of a Long-term Automation
plan for the Library to the Policy and Services committee for
direction on the next steps in the future!! of the Library"s
automation.
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Sincerely,
"?l.-, _ -, '7
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Mary 30 ~vy
Di~ector of Libraries
/ /!7z.,-<~"i;'-A: 0r-/~-
Paul Thiltgen
Director, community Services
ltlJlJj.d~ ~~~ ·~~'emin9
City Manaqer
Attachaents:
~''~'§<
Appendix A -Status of Library Computer Operation, CMR:467:93
Appendix B -RePOrt to hlo Alt.o C:lty Library Regarding
Automation Planning by Joseph Ford, November 11,
1993
Appendix C -Responses to RFP Regarding Library Hardware System
, Related Software
Appendix D -Budget Amendment
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SepteDber 2, 199J
Bonorable city council
Palo Alto, California
STATUS OF LIBRARY COMPUTER.OPEF~TION
HeRbers of the Council:
REPORT IN BRIEF
T~i. is an informational report
Division's computer hardware4
report and recommendation to
replaceae~t of this equipment.
thi. tial~.
HISTORY OF LIBRARY'S AUTOMATION
about the condition of the Library
staff plan~ to bring a detailed
Council later in the year for
No action by Counci 1 is requ i.red at
The Palo Alto libraries ~ere first autoroated in 1917 with a CLSI
circulation system. The CLSI hardware ~nd software were replaced
in 1985 witll Dynix software, operating on an Ultimate bi!lsed
Honeywell .ainf~ame. The Oynix software now provides suppo~t for
circulation, cataloqing, acquisitions, Dl<"gaz.ine records, the pLiblic
cataloq (includinq dial-up access) and community resources
services. u~til recently, hard .. are operating the software has been
coapletely r.liable~
-ro date, citizens and the Library staff have enjoyed slightly
lonqer and greatly improved s~rvice from the oynix system than fro.
the CLSI aysteJI. It became clear. hoW'ever z that the equipment vas
beginnIng to be superseded by new technology and that the hardware
could not accommodate new products and services becoming
CO!DJIIonplace 1n the" information marketplace. Th~re!ore:, in 1991,
staff established a goal for the 1992-94 budget to prepare a report
of Library autouoation develop.ent needs for the next ten years ~ •
The report was to include ~ long-term plan, as well as an analysis
of tbe life. expectancy and cost effectiveness of the
UltisatefHoneywell system. A cowpletion date of November 1~ 199)
vas eet, so that the report's findinqs could serve 35 a basis for
a proposal in the 1994-96 city budget, in particular for inClusion
in the City's capital improvement process.
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CONSUI.TAtlT WORK ANP oaWNTlliE
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Oue to the rapid de'J~lopm.ent.s in the library automatIon rield: and
the highly technical n~tu~e of the issues to be incorporated Int~
a pl.r.n, start opted to hire a consultant to I!Issiet in the pll!lMnil"l9
process. Ar. RFP was issued and the cons(.I1tant, Joseph F"rd end
Associates, was hired this spring. His first site visit occurred
in June, coincident wi~h the Liurary's cnmputer sufferi~ a rirst
ever, substantial and lengtl.y period of downtime, stretching over
ten days. Mr. Ford had firsthand experienc6 ~ith ~hat he called
-recurring problems •• 4~ymptQrnatic of elderly computing equjp~ent.·
These ihcluded l} the lack of fresh spare parts (as the Me~ pa~ts
are new out of proQuction)~ 2) no refurbishing capability fer some
solid-state parts, 3) dependenc~ upon a deer-easing number ot
qualified maintenance personnel, and 4) the advanced age and design
of 'the processor. As time goes by; \rIe can expect increasing
.alntenllnce costs for less and less service.
Yurther..ore, while a conditionpd computer power circuit 1s
installed at the Main Library where the computer is located, the
Ultiaate Byate'. is part.icularly susceptible to relatively Sliall
changas in electrical current. Toe JUlle downtime 'Was Bxtended as
a result of power olltages In Palo Alto near.the Main Library, which
aight have been avoided if an Uninterruptlble Po~er Supply (UPS)
had been installed.
In response to this precarious situation, Mr. Ford adapted his work
plan and pr*pared an interim report in July. The report
recoa.e:nded that the City proceed with immediate purchase of
replacelllent hardware to continue support of current operations
instead of delaying a decision until the next fisc8l year. Mr.
Yord projects that the present computer is operating on borrowed
tiRe; that maintenance efforts~ despite best efforts by starf and
cOWIputer a.int.nance field staff ~ may not be able to restore
reliable service after a prolonged downtime period; and that public
confidance in the reliability of Library recordkeepinq would be at
riak l should this scenario occur. Further~ Mr. Ford has confirmed
that there is no residual value in the equipment~ i.e.~ the city
has gotten all the value it can fro~ this equipment.
Mr. Ford's final report, with a
to the city by November 1;
considered in the usual w~y.
IIfTERIM STEPS
long-term plan j will be presented
and its recom~endations will be
Given the fragility of th~ Library computer hardware mainframe and
the tact that there is nothing that can be done to prolong the life
of the equip.ant, steps need to begin ima:.ediately to procure
replaoe.ent equipment rather than waiting until the next budget
cycle, as origina ll'i planned.
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In preparation fur replacement, staff will:
1) P~rchase a UPS to avoid repetition of the power outaqe
problem that occurred in June. Sufficient funds tor t.his
purchase are available in an authorized Information
Resources oepartm~nt capital budget.
2) Prepare appropriate documents to request price quot,es
from a variety of vendors for replacement hardware.
3) Determine an appropriate fundinq 50urce for this
purchase.
When items 2 and 3 are coMpleted, staff ~ill return to council with
B report, includinq a elP r-equest~ and aqendize the matter for
Finance committee dls~ussion.
Respectfully submitted,
In(~r''~
Mary J'? Levy
Director of Libraries
lj6J7t~r-
Thiltgen
or of community Services
CMR:467:93
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Report To
PALO ALTO CITY LIBRAR \'
Regarding
AUTOMA nON PLANNING
Report Pt-epared For:
Mary Jo Levy
Director
Palo Alto City Library
1213 Newea Road
Palo Alto, CA 94303
Report Prepared By:
Joseph Ford
Joseph Ford and Associates, Inc.
209 East Fourth Avenue, Suite 201
Olympia, WA 98501
206-3524434 (Voice)
206-352-4712 (Fax)
fordjb@wln.com (Interoet)
Repon Date: November II, 1993
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TABLE OF CO .... 'TEI\TS
ExE.cloTiVE SU}"n,,(AR'l' ... .•... . ••....•..•..•....• , •.•...• ,..... . ••. 1
Phase 1: Replace Current Ultimate: Computer ,......... .. .... 2
Phase 2~ Begi.n PACL Network Development... ... . .................... 2:
Phase 3: E.~pand PACL Ne:~work and CD-ROM, InstaH Internet Access , ................ 2
PtJa..sc. 4: fu.pand Ne.twork!ng Acces.s to Full Inte:mct, Add Rt':gional Links .............. 3
Phase 5: Deliver Information Services Directly to Hom~s and Bw.inesses ................ ,
Implications ior Staff and Se-rvice:s..... ......... ... . ................. , ............. , ...... 4
r mplications for Linking :0 Other Re SoOurces . ..... . .......... ".......................... .. 4
Financial Implications .............. " ........................ ". ....... ............ . ... 4
lNT1l000CfION TO THE PROJECT REPORT ........• , •.•....•.• , •.•. , •......... . .................. 5
CoNSl!LTIJ'oiG PROJEcrOaJECI1VES •.•• , •••• , ••••• , •.•.•.•..•••...••.•.••.•.•••.••..•. , •••.•••.•.•.•...•. 5
CONDUCTlNO THE CoNSUL 1lNG PROJECT....... ... . ...•..•.....•..... ,............ . ........... 6
lnitial Site: Visit ...... , .................. , ........... ,., ...... ,., .................................. 6
Jnrerim Documents Provided to PACL ................... , .................................... 7
Second 5i[e Visit...... ...... .......... ...................... . .......... , ... , ......... I
FUT\JP.E. Sf.I<V\CES fOR PACL ............................................................................ %
Acceptance of Powe.rfoJ] N(..~· Services by Libraries ........... , ............................. JO
Outlook for Palo Alto Clty Library ............................................................ 10
PJt;OPOSEI> PHAses IN .0\ P1.ANNL~G MODEL .......••. , ..• ,............. . , ............•.•...•.• , ... 11
Two EJemelllS in Eal:h Ph ...................................................................... 12
Phase I: Replace Cum:nt Ultimate Computer ................................................ 12
Pb...,2: Begin PACL Network Dcv.lopment ................................................ 12
Phase 3: Expand PACL NetWork and CD-ROM. Installlnternel Acoess ................ 13
Phase 4: Expand Networking Access to Fulllntemel. Add Regional Lir.ks ............. 13
Phase 5: Deli .... er Infonnario:1 Services Directly to Homes and Busine~s .............. , 14
I'HASE I: REPLACE CURREJ<T COMPt!TER .............................................................. 14
Recommeooation to Repll1l~e the: Computer I mmed\atety ........................ , .......... 18
Repiacc-ment Assumptions ......................... __ .......... , , ....... , ..... ,., ............... 19
Phase 1 Preliminary Sy5lem Cost Estimate and Notes ...................................... 20
Financial Implications. of Leasi!'.g and LeuefPu.r-;l\ase ................... , .................. 23-
PHAsE 2: BEGIN PACL NETWORKD:E"'ELOPMENT .••• , •......•....................•.••••.••• , ..••.•.• 25
Rationale for the PACL Network .............................................................. 25
Construction of L'le Network and Network Se",i"" Issue ................................... 26
Initiating Local Area Network Sen-ice Within T«hnical Services ........................ 1.7
Estimatf"..d Costs for Pha."~.e 2 Recommendations .................. " .......................... 28
Recommendations Reganling Phase 2 ................ ,. ....................................... 31
I'HASE 3: ExPAND PACL NETWORK M"D CD-ROM, Il'ISTALL I~'TERNET ACCESS ................ 32
PrQpos:d New Se",,= ......................... ,. ............................... '" .......... 31
Internal Network Cor..side:racions ...................... , ......... ,., ...................... , ..... 33
Recommendations Regarding Phase 3 .... , ..... , .... , ... , ................ , ...... ,., ...... 35
losE.PH FORD AND ASSOClATES, !I'4C. NOVEMBER 11. 1993
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PAl.O ."L TO CITy l.J:BRARY: C411NG !>RolEn REPOR.T
PHASI: 4: FJOI'A.~D NE.l"t.ORX.i.NG ACCESS to FU1.oL Ir..'Tf..RNET, ADn REGlONAL LINKs ........... ).7
So!ne Ren.:flts of ~ntemet Access . .o.o.o ............... "............. ........... . .... 37
Making Full Internet AcceSl a Reality ........................ " .. ' ....... . ..... 3!
Linking to Regtoro.al or Local Networks ................. ,........ . ...... ,39
Recommendations Regarding Phase 4 ......... , ............ ,. . .......................... 49
PRI\SE.5; D.EUVn.1N'FOJtMATJON SERVICES DlRECrLV ................................................. 42-
Potential New SeNitts............ . ..... .................. ......... . ............ 42
Barriers to Success in Phase 5 ................................ . ............................... 43
Prob.ahle Expc:rlSC's Difficult to Estimate ...... _ .................... .43
R«ommendo:uoos Regarding Phase 5 ....... " ................. ".......... .. ... 44
CONCLUSIONS ....................................................................... .
APPENDIx A-GRAPHICAL PRESENT A nONS OF THE. FrvE PHASE.S. , .... .
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APPENDIX B. PALO ALTO CITY LmRARY COST EsT!MATE.S, "'"'''''''''''''''''''''''''''''''''' B I
APPENDIX C. htOn:Cf GA."""'-CHART FOR PALO • .I\LTO Cm LWRARY ....... " ................... C1
JosEP'H FOIm /\ND ASSOClA 1 £5, bole. NO\<'EMSER II, ]993
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Executive Summary
PaIi' Alto Ciry Library (PACL) has PfQvided automated services to its patrons since the late
19705, and is oow preparing to n:p!ace its second ~mpuler s),slem while reroUning the second
generation of softw2.t'e that has been i!'1 operation since 1985. The nature of libra.J)' automation
and the rang~ of information .servi<%s a\;ailable to Ubrary patrons have grown drdmatiraily if!
the last three: years, with iill projections indicating even more electronic information becoming
available to libnuy pauvrtS in the neX! f!ve years. PACL undertook 2: study employing the
services of a ltbrary automation cvnsulla:lt, who is responsible for the conte:1ts of this report.
PACL wishes to remain near the forefront of automation, as It ha5 been for 15 years. The
citizens of Palo Alro place t.uraordinarily high usage dem;inds on the Library. a:n<i the Library
Dirc--Ctor anticipates that as patrons become aware of tile availability of :new .sen'ice's, they will
expect PACl to provide those scr.'ices.
For PACL to provide those services, it will be !lel:essary to make investments in c.omputer
equipment. data commun.i:;:ations equipment, .md other products and se.rvices. TIlese
investments arc needed to provide access to the three primary sources that PACL anticipates
using to deLi\.'"er el~ically-based information to patrons. These sources are as follows.
Information mounted on the PACL computer that also supportS CUIT~nt automated
library service!'. These services would be added onto th~ llbrary computer.
• Infonnatioo accessIble from remote: services through net\o\'orked ronnectiQn:s., includi."l,g
the InTernet. These ~'"Vjces would be available on terminals connected to the PACL
computer-~ but would originate from remote sites.
InformatiO<l provid«l on C<lmpact-Disk Read-Only-Memory (eD-ROM). PACL
currently offers some;. CD-ROM services, and would make both new services;Mnd wider
access available. To make multi· media services available, the older tennin:a1s. will be
replaced wi~h a oombination of PCs and diskless workstatior.s, a lower-cos: PC.
At the center of all planning for such a process is a key requirement: the need to replace the
old PACL centrnl oomputer as soon as possible. The replacemc;u would bring needed power
and capaciIy for patron services. high reliability and lower maintenance costs. and suppon for
the networking needs that underlay plans for expanded services.
The second key element in the plan is the development of a modem data communications
network employing turrent standards for services such as PACL anticipates providing,
The consultant and staff have dc:vc:loped a ten-year, five-phas.: plan for P}\CL that will
replace the ..:omputer (Phase I), establish a s.."'a:rplY-lmprovc:rl PACL network based or:. City of
PalQ Alto coaxial utility cables (Phase 2). expand access to resources with CD-ROM and
limited Internet access (ph.ase 3). expar.d Internet acce&s and connect to re8ional networks
(Phase 4), and evcnrually provide for direct home delivery of library infonmllion (Phase 5).
JosEPH foRD AN D As....o::c.cIA TES, fNC. NOVEMBER II. 1993
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PALO At 10 em-LlSRARi'; coG: 71NG PROJEct REPClRT Q
Phase 1: Replace Current Utimate Computer
Goal: Provide a stabi~. reliable. ~)(pandah!e computer platform.
Propo5<.'<1 Date(s): Comple1e<j by Marcn I. 1994.
Estimated Costs: $241 .160 Capital; S2Q,I76 Incrementa! Maintenance Costs.
This first phase is a critical step. for PACt f2ce1 a potentially disas:rous loss of system
functionality If its aging Ultimate com puler continues to suffer extended periods of downtime.
The primary activity in this phase is the replacement of Ultimate computer. Elsewhere in chis
report. the consultant deals with Phase J issues extensively. See Appendix A for .a graphic-al
depiction of Phase: I. Appendix B (QT cost summaries, and Appendix C for a project timeltne.
See page 14 and fo[lowing for a detailed description of Phase 1 go.us, recommendat:ons, and
e3timated expenses.
Phase 2: Begin PACL Network Df,"clapment
Goals: ~. Develop and de!iver new infonnation s::n'icC'5 based on the Dyni-.
system.
2. Implement a robust compute.! network using proven, high·level
Ethernet protocol for informa.;:ion services on City utility coaxia1
c.able.
Proposed Date(s): Begin following Phase I, completed by July 1.1995.
$293,789 C.pital; $24,035 fncremental Maintenance Cosu.
This phase both imp'!ements a criticl:.l component in PACL' s furure, a new computer ~'oIk
based on City-<>\\ned coaxial cables. and inaugurates new computer data information services
on the system acquired in Phase. I. Sec Appendix A for it graphical deplCl:ion of Phase 2,
Appendix B for cost summaries, and Appendix C for a project timcline. Soe page 25 and
following for a detailed description of Phase 2 go.a1s, recommendations. and csllmatt:d
expenses.
Phase 3: Expand PACL Network and CD-ROM, Install Internet Access
Goals: 1. Develop enhanced CD-ROM capability based in Main Library with
services to zlJ branches,
2. Install a link to the Internet via Dyni'l and add their Vista product for
additional services.
Proposed Dale(5): Begin following Phase 2 (September I, 1995). Initial component
completed by August 30. 1996.
Estimated Costs: $215.628 Capital; $77,0.50 Incrementa! Maintenance Costs
.JosEPH FoRD AND AsSOC1ATES, INC. NOVEMBER. II. 1993
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PA-WAlTO CITy LIBRARY: PROiECT REJ>()RT PAGE)
This phiIS(' o! development begins to c1.:pand the access created by the new computer and the
E:hemcl networK, which would penn[~ centrahzed CD·ROM services and lir.kage'j,. The work
accomplished in Phao;es J and 2 would also perml' the d-:\'clopmenr, of access to remote
infomtation serviceI!'; "'ia the I(1ternct, a key elcmen; tJf?base 3. See AP:Y-'ndix A for a
graphical depiction of Phase 3, and Appendix H for cmt sum manes. See Appendi); C for a
project timeline. See page 32 and following for jJ detailed descrip:t<>n of Phase 3 gOIUS,
!'C4.";Qmmeooations. and estimaled expenses..
Phase 4: Expand Networking Access to Fulllnlernet, Add Regior.al Links
Date(s),
Estimated Costs:
1. Pro\! Ide patrons 2ccess [0 aU current and emerging national and
interna!ional information networks such as the Int~rnet (National
Research and Education Network).
'"'I Connect to regional networks such as the Sman Valley Fiber Projecl.
Work 10 begir! in 1996 and conclude in 1998,
S 189. 719 Capital; $60,950 Incremental Maintenance Costs.
This phase extends the I\'ailebtlity of networked sen'ices by adding diiect access to ';I.·orld·wide
Internet services, and by addtOlg regiorutllinkages. See ..... ppendix A for a graphical depiction
of Phase 4. and Appc:rKb, B for cost summaries. See Appendix C for a project timelme. See
page 37 for.a detail'" dcs.criptior. of Phase 4 goals, recommendations. and estimated rxpenses.
Phase 5: Delh'er Information Services Directly to Homes and Businesses
Goal,
Date(s),
E>timated Costs:
Provide Palo Alto City Library information services to homes and
businesses. using city·wide tn.nsmission capacity.
Work to begin in 1998, for completion by 2003.
5207,000 C.pit<:l, $46,000 Incremencal Mainter.ance Costs.
This phase moves the availability of access to individual homes and places of business which
ha",e the capability of connecting !o cable facilities and using them in an interactive and full·
duplex mode. W'ni1e th:s phase is conjectural, and depends on the development of such bi
directional cable serv~s, nothing would preclude PACL·s services being C!eli~ted to a borne
information appliance connected to some fonn of information cable semC(.. See Appendix A
for a grap/lical depiction of Phase 5.
Beaiuse of the sperulative-nature otPhase5 cost estimates, tbey are not included in
AppeDdix B. See page 42 and following for a detailed description of Pha.se 5 goals,
recommendations, and estimated c.ltpenses.
los:EPH FOiID AX D AsSOCl1. TES. INC. NOVEMBEll II, 1993
•
.:.P.::'.:.LO:..:.A:.:'.:.T.:.O.::CTTY:..:.~U.::B.:.IWl::.::.:.:.Y_" .:.C_"*.!"'.' I!" :..T_'''_O_P_.O_I_E_CT_RE_PO_RT _____ ....!O .. -<:..' ________ PAGE: 4
Implications for Staff and SeT\' ices
The proposed ;-.llTl is ambil~OIJs but achie\'1ble. The alternative to n\ll adapting ttt:hnolo!-)1 ;u; It
becomes 1 .. ·a..ilable is that patrons will go elsewhere to ge~ !.ervices. lea"ir~g the libraI')'
jru;reasingiy isolated and without the most modem forms of information or deliver)'
mechanisms.
In order for PACL to succeed in this proposed plan, it must also make substantial investments
in staff and training. PACL should be prepared to send its ~rsonnel to a ,,-ariet)' of technical
workshops, vcooor·provided courses, a:tld libra.ry-oriented tecnnol(),gy seminars. The topics of
such trdining will cover the gamut of networking and computer :eC"t'rilolog~ thar PACL
a.~cipai:es u'iing to provide servi('es.
With the inve..ctments a."1d pla."lS described Lrl this report. and a commitment to staff
devdopme.·'U~ PACL will remain "'cry near-the automation forefront of public librnrie.I:i, where
it has been for many years.
Implications for Linking to Other Resources
PACL is an integral part of larger municipal and regional information services, which includes
the Palo Alto Unified School Distric, (PAUSD). and the public. acade",ic. and special
libraries in the SanLa Clara VaHey and tne Bay Area. As an element of City ,government.
PACL also provjdes access to City iniormation 5ervices~ and in tum pra .... ides services back to
City staff.
AU these functions are hlghly amenable (0 automated linkages, for eumple. to PAUSD, '9fhich.
may evUltuaI1y a<:quin:: a ~hooI-library verslon of the Dynix systc:m~ making them an
exceHent candidate for linking to PACL's computer. Linkagt$lo City offices and to emerging
regional infonnation netWorks such as the Smart Valley Fiber Project could make: PACL part
of a much larger information-sharinB; and iniormation-acccssing consortium or public service
and library agencies.
The recommendations in this. report are all a.lmed at facilitating. both PACL's own cperations.
and the potential for linking to other City, regior.al, national, and wOI"ld-wide information
services.
Ymanciallmplications
Tile total cost of the first. four 'Pbases of the plan as outlined u. approximately $1.? milhon
donars. These costs would be spread over roughly ~ix years, and divided inte appwx.imatcIy
559:i capital expenses and 45% maintenance and operations e~pcnses, Sec Appeooi)l. B for
financial projections of the project's costs.
11K: l.Jbrary would benefit from the creation of a depreciation fund, to amortize the cost of
capital' goods and their replacement and accumulate such funds over a period of years.
Jo5EPH: FORD AND ASSOClATES, INC. NOVEMBElI II, 1993
PAGf;j p,ho AI.TO CITY 12BRARY' 0:' l Ti~(i PROJECI REPOFT ~L-______________ ~ __________ ___
Introduction to the Project Report
Palo A!to City LibraI')' is engaged in a planning process 10 review automat jon pt4J1:ning nocds
for the nexi ten years. R~cent gro .... 1h in the scope and capacity of automated information
services has been astonisl"l!ng. a"d a variety of curreru: ;mj emergin,£ technologies is available
to improve the publie's ac~ss to infonnation. The Library's Dirf'.ctor and managers believe
that continuing ,gro"",1h in automated services require.; c,a.reful planning if the gro""th is to be
integrated into technologies in use in libraries and in the City oj PaJo AIto. The: LibraI)'
engaged a library automation consultant 10 as..sist in the planning process.
This report is the result of that consulting prOtt.."'ess. In drafting the report, as well as conducting
the research and evaluating the ~atu 5 of library information services in PaJo A!to Ci ty Library
(PACL)~ the consultant relied in part on information provided by City staff. Despite that
reliance+ the report is the work of the consultant, Joseph Ford, wbo remair.s SQlely responsible
for its content and ('cncIusi ons..
Consulting Project Objectives
In its original Request for Proposals, ? ACL identi fled a numbe,r of issues for wbich tile
Director and staff wished to have consulting analysis. These objectives form a substantial
portion of this report~5 focus, and are as fonows.
• Assessment of Uisring T echnic:aI Platform
-Present capacity of the current system in support of b~liographic and patron
functions.
-Expansion capability, backup, support for all 5Oftwan: vendor (Dynix, Inc.)
modules, and suitabllity for future library applications.
-Life expectancy and maintenance availability and cost projectioru for hardware
,,'eIldor's (Ultimate} equipment.
RequiremeillS for Future System
-Implication.5 for local database loading on system C<lpacity.
-Telecommunications alternatives, including use of City cable facilities already in
place.
-Implica.tloru for graphics. imaging. and multi-media.
-Choices for system peripheral equipment sueb as terminals c.r PCs.
-Role of standards and implications for PACL.
• Cost Estimates and Funding Alternative~ and Their Implications
-Purchasing,
-Leasing and LcaselPurchase.
-Mounting library software on City mainframe .
.Jo5:Epff FORD AND AsSOClATES. INC. NOVE"'BEll 11. 1993
PAto ALTO CITY UeRAJt't: CoS-TING PRo/ECT REPORT o
Conducting the Consulting Project
The ronsulti!1g project began in May 199.3, after PACL selected Joseph Ford and Associates,
Inc. as rhe projeC't consultant. An initial site vis-it on June 1 through 4. 1993 brought City staff
and the C(l1"l::rul!ant together t{I review lhe tbarge jd.entifL~ in the original PACL RCGues.: for
Proposal •.
Initial Site Visil
Early in the lune site visl~~ PACL Director Mary Jo Levy, Manager of Main Llbrnry Services
Diane 1 enning!>, and !oupen'i sors met with the consultant a'ld fmished planmng the consulting
project. A variety of on-site a~tivities consumed the bulk of rime i11 the first site visit.
Visits by Coordinator of llbrary Circulation Maureen RotJ and the consultant to each
PACL bra.,ch.
Review of ll]e dO'A"!1-time problems then occurring, with Coordinator of Liba.')'
Programs Lois Reho!' providing substantial information.
Reviews of TechnicaI Services opc-ratioru, with substan'"j&.l support by Mary Minto,
Supenising Librarian of TeduucaI Sen'ice~.
Meetings with community representatives and library pr,rsonnel to diSCtJss the
opportunities for enharlcing libra..-y sen-ices as the technology mace such enhancemeru
possi'l>lo.
• Meeting with Dianah Neff, Director of Infonnation Resources. to discuss opportunities
for expanded ac~ for Palo Alto throu8h City communications facihties.
• Library all-Staff meeting. attended also by PaulTInltgen, Director of Commuruty
Services. in which the project and il$ gener.ll OI..Jclines were the topic of a presentation
and question and answer session.
• A final "brain-storming" SCMion by PACL DirectOf~ Supervisors, and thecon..llUltant to
identify and document the discus.~ions held a."'ld the opportunities we OUlJine-d.
• An agreement by the parties that the consultant would pr~pa.re an interim report
regarding the seriOUs. problems being experienced with the Ultimate computer and the
need to replace it.
Owing t.'le initia.lsite visit, Barbara Geibel, Syivia Baker, Marily[I Gillespie, Pat Wbe.tton am:!
the other PACL staff members contributed mucb to the consulting project.
JosEPH Fotw AND Assac.1ATES. fNC. NOVEMBER II. 1993
PALO At TO C;-rV UORA.R '( , {1iln TIN G F1I:OJ E-CT REPORT r'""'l ..
Interim Documents Provided to YAeL
As the rt~~t of the initial sire visir, the consultant developed !ievera1 docu.ment.s. for PACL.
First was a summary of the sire visit. dated June II. that included ar. ourline of the five
proposed phases of an automation plan with ,goals alld resource requirements.
PAGE 7
The second document was an in!erim report. provided first in d~.ft form and t..".en in final form
to P.\CL. The imer.m repan. find.l date July IS. 1993. u.rged the tr.:mediate replacement of
the Ultimate sysrem. A ;)U~mary of the text of that report is included in thi~ ieport in the
section dealing with Phase I of the proposed Palo Alto City Lit>rary Automation Development
Plan.
The: interim report requrred subs1antial C'ontnoutioJn from Dynix. the vendor of the PACL
automated library system. in providing pricwg infonnatlon. COlK"lusions and recommendati(ms
in the interim report were the result of tbe consultant's research.
Second Site Visit
Following the defivery of the interim report. PACL staff had an opportunity to review its
contents and to pla..,. for i! second site visit. The. consultant visited Palo Alto on August 16 and
17 foe meetings with t.he Lbrary Director, Manag.c:, of Main library Services. and with a
number of persons in City government. These im:luded Ciry Manager June f1~ming. Assistant
City Manager Bernard Strojny. Manager of Purchasing and Contract Admiru sttation Ken
Ha.sJcins. and Director of Information Resources Dianah Neff.
The primary topics of discussion in the first m«ting. attended by all persons named as well as
the cons;.:ItaJU. were as follows.
,. PocentiaJ techniques for ex[cnding the woricing life of the existing Ultimaie romputer.
• The .... alue of adding a dedicated u~jnterruptible power source to Lhe Newell Road
computer room to reduce the potential fer fun:hc.r degradation of the Ulci mat;:.
computer.
• Options for replacing the Ultimate compurer and the ri sk of substantial loss of data a.'1Cl
functionality if aniXticr elttendcd period of downtime occurs.
Administrati vc and legal requirements for moving the: r-eplaccment forward as ~ City
Council agenda iterr. and sub~.equently as a competili ve procurement.
FoUowing the larger meeting. rhanah Neff provided the coruultanJ: with iii. great deal of
substantive information regarding the potential for PACL to use the e,usting City utility
coaxial cable facilities tD improve communicatioru capability for the Library. This meeting
focused on the fol1o\\.'in8 technical issues.
lOSE.PH FORD AND ASSOClA U.s, INC. NOVE .. sa. 11, 1993
~P~~:L:O~A:L:T:O:crr~~Y:U:.:R:':R:Y~::C:~JI~-:'L:N:G:PR::O_JE:CT __ RE::PO __ ._T __________ ~4it .. ~ ______________ P~GE8
• Potential usc of the City of Mo Alto' s; broadband uti liry coax i aJ cabling iiU the primary
communications links for the ltbrary cOf':'lputer system.
Communications hardware requirements for maJr.wg the ellisting Ethernet cahting able
to s.upport the servi.ces PACL aa~jcjpales offering.
Location of elliSfing cable fac!:iries, verified by an "as-built" map of Cit)' utility
rcsourcts.
Estimated costs for Imking [he library facilities together on the Eth-:.met c:.tble. using
additional construction to bring cabling into e,adl (If the f:r:c\lities proposed fer Ethernet
access.
As a result of the. meeting. :he (,!if.!..Sultant belie\'es that L~e City of Palo Alto has the means 10
provide low-cost, hi.gh-speed network comrn12njcations for the Library. A COST estimaie for the
services ;s include<f as Table 10. page 28.
Based on the information revealed in the: site visits. and the coru.uttant's analysis of vendor and
technical re.quirements. the rc mii..inder of the report addres~s planning fOT PACL' 5 automated
future.
Future Services for PACL
With the rapid grov..1h of computerized information scrvices in the last five years as a guide for
future dcvelopmeru.. PACL VI~1l1ikely provide a number of servi~s at the end of this decade
L~at are not currently available. lbe new services. the consutta.!l! believes, will be a
combination of ~ly-acquired and delivered $Crvices based or. the upgraded .Dyni~ system or
on other PACL-operated systems. and services [hat employ remote re5O\.If'CCS acce~bIe
through • computer n<twork.
Locally-acquired or I)per:ned SC'rvitts include the follo·.0.ng.
• Expansion of .sen'ices based: on the Dyni,. system to incorporate new infonnarion files
sucb as the c-OiTlputerized versions of periodical indeJlies.
Use of threa: technologies to provide informatioo scrvices; Personal Computer. Local
Area Network, and Compact Disk-Read Only Memory, oombinod '0 make the rapidly
expanding number of information services being published ele.::tronicaJly on CO-ROM.
The consultant believes that the future of virtually aU automated ubruy services will involve a
high degree of reliance on oomputer-to-oompute-r communications, making networked services
available to end users. Such networked services will p.-ovide 3. number of benefits to library
patronS. and will require in tum an in .... c:;unent by libraries in the lechnology c..f
communications netWOrking. The primary Ihrust of this report involves preparation for such
networidr.g access and ClpCtoItioo within PACL. The feature.s. and benefits of such networked
access include the following .
.JosE.f'H foRD AND ASSOCIATES, INC. NOVEMBER II. 1993
:"'" :::' .-.-
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Pl.LO ALTO ern IJBRARY: COL Tlp.,lG PROlSCT REPORT
Ability for library patrons using PACt tompoJtcr terminals to COTlJ1e(;1 to reIT1()(e
computing and information resour«5 and rec~ive infomlalion s.en'lces from those
resources, EA.amples include the followl.ng:
Access to other 2l.1romate.d libra.-y ca~alogs ~n the Bay Area, California,
nationwide, or worldwide.
ACi::" to the tc.)i.t of i:IlrrenL eve:lts., news, weather repor1s, stock market
information. and a bost of other public and consumer-orieflted infonnation
services.
Conta"t with discussion groups on a..1"l enorrnOllS variety of topi..;-s, permitting
exchanges -of personal, profCsslonal, hobby-()ri~nted, and other !1ews and
information.
..•.
PAGE9
Access to and use of electronic mail services and automatic updating of bulletin
boards -and other 'iVidely-distributed information.
In addition. eo these remote-based. services, O(her inf('>mIation resources now u.iSl: or wH]
be<:Qlm widely used in the next three years.
• New machine-readable: data bases are becoming COITU"l(1n, and are repiac.ing or
augmenting older paper-based information services. Examples include the familiar
index known as R~adt!r's Guide to PeriodictJl Liurature. a long~time stapI.e of public
library reference. Such databases are often avallable in subscription fonn on magnetic
tape and after transferring from tape to computer, reside with other bibliographic
irolonnation in the same computer hoosin& tt.e hbr.u;'·s catalog.
Use of Compact Di>k~Read-Only MemOf)' (CD-ROM) •• medium originally developed
for entertainment audio but adapt"" {or computerized infOmlation storage and rettieva!.
Use of CD-ROM services in tibraries has mushroomed in the last two years as
pubIisl-~ rush to adapt information services to CD fonnats. PACL already provides
some CD-ROM s.el ..... ·ices, and wishes to u.pand its offering of such services.
CD-ROM provides. the libmry .commuruty databases well adapted for patrons. in part
bec;ause of the wide variety of information soun,-e5 now avai!able. and in part because
of the mormous. storage capacity of the formal. Examples of some CD~ROM services
include the fonowing.
GroNer's EIlIJ'Jic/opePw.
Microsoft Enc4rto, a multi-media eoc)'clopodia.
Many of the information databases from Dialog lnIonnation Services.
Approumately 3,200 olher titles a"'"ld CD-ROM products.
PACL should be prepared to provide these servires, .. hich ",ill become standard public
Ubrary orrerings witbin three to five years~ Because public libr.rries uist to serve both the
JOSEPH F'JRD !\NO ASSOClATES. INC. NOVEMBEllII, 1993
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,
PALO At.TO CITY UBIV.RY: C~ T~NG PROJECT REPORT
information rich and poor, PACL fares: a need 10 provide relec:troDic: services to the
public. In order to provide ~ucb services, PACL must inl'e'it in nE'lwork technology,
lnduding the world..standard Ethernet for linking rompulers and patrons to po~'erful
senices.
Acceptance of Powerful New Servict'S by Libraries
PAGE1D
l.1"braries have moved rapld,ly to pR·vide their patrons the Automated services described in lhlS
report. Virtually all the major providers of library indexes., such as H.W. Wilson. Inc.;
Information Access Corporarion. Inc.; U!,jver.s.ity Microfilms. Inc.; Public Affairs lnformation
Service; and a hose of oth~r indexing and publishir,g firms have developed: online-or CD-ROM
services based or. their earlier paper or microfilm services.
These new sen·ices are in most regards far superior to the paper versions they replace or
augment. for they provide mx 001)' the same or improw·..d information content as their
predecessors, hut they provide more comprehensive com~terized access mel usage a:i well.
They pennit, for ex.ampie, Ii patron to search an index. database for articles: on a particular
topic. These se~ices $.ipport the use of keyword and olner searcb ,echniques not 1.vailable in
paper. and then can have: the computer indicate whether or not PACL has a subscription to the
magazine(s) dted. and whethu or not me individt..:al issue has :mived at the library.
The outlook. for such services is continued and rapid growth. and more inoo\'ation as
computing and storage costs continue to dcdine. For example. the availability on CD-ROM of
the fuU tell!: of magazine articles will pennia PACL to pro\'ide infoTnu1I'jon 5el'\lices without
subsm'bing to the magazine it..ltClf.
With the recent development (If multi-media capabilit)' for personal computers, it is highly
likely fr..at. many new products will join the cum:nt amy of information pac\:i1gc.s that
incorporate moving image, sound. and lext in waY50 not possible without automated processing
of the information.
Outlook for Palo Alto City Library
With its astounding per capita drculation!'ate of approximatety 18 items. per resident per year,
PACL represents. iii national leader in service demands. faced and delivered. That is, few public
librarie:; in this country deliver more cirwlating items than PACL.I
The Palo Alto community bas a number of speciaJ cirnuDstances affecting Library
senices! induding the fon.owina demographk and technical characteristics.
1'Tbe D41i01l8.laver.&ge for 1992 reported lD a OOS!i·!CCtlOIl s..-udy by .AMcriC'a." LibTQrits. the official pubiicati01l of
Ibe American l.I.1Jruy Aswciatioll, I.s approxi'!lWety 6.6 jtem.~ per borTC'IWeT per year. See A.mericanUbrl1rin.
VoluJpc 14. Number 8, Page 713.
Jo5Ept( fORD AND ASSOCIATES, l:-.:c. NOVEMBER J 1. 1993
P"ALO AL. TO CrTY l..IBPAXY; C@'LTING PROJECT REPORT PAGE it
.. The very high rate of circulation already noted. likel), indicating an ongoing demand
for infonnation Sl!rvices in an dectronic environment.
.. The re~ati\lely high amoont of education [hat Palo Alto residents have, making them
likely users of iflnO\,:ativ"! information services in their .... ·ork and at bome:.
The Tdath-ely high incomes of PalQ Ah'J residents. mruc:ng t'hem likely to acquire some
of the tec:hooiogy needed for individual users to access mformation re.sourccs in II
networked e.nvironment.
The proximity to Stanford University and the other irutit'Jtions o( higher f'..ducation in
the Bay Area, likely to influence users by educating the m in the range of information
services a .... ailable.
The prox.imity to and relalionship with "Silicon Valley" technical environments,
wh(:rein much of the technology [hat will likely be used i.n PACL VO'3.S eiLier planned.
developed. or manufactured.
'The current and plannc<l ~vailabiljty of high-capacity information transmission
facilities, L'lcluding the. currcnrly-installed City of Palo Alto broadband coaxial utility
cable, and the planned-for Smart Valley Fiber Project which could link much of the
murucipa! computing and communication resourc:es in the Santa Clara valley.
These circum starlces arc: likely to fuer demand for innovative infonnation services as tbc:y
become ccmmon in public libraries. and roucb of the technology .discussed in this report will
be common and in wid<-spread public library use by 1995_
Because Palo Alto'5 citizens demonstrate an awareness of services and a very high degree
of reliance OIl PACL a5 an inromtahon resource, tbe consultant believes that those
ciliuns will expect Inoo.ation as it becomes available, PACL wiD almost certainly be
nped:ed to provide new electronic information 5eJ'1'lces. In (act I some of tbese services
..... already available and in use willUn PAeL.
PACL should prepare fo de\'elop and offer DeW moi:.1bods of access , new ffifofiJl9tion
cootent, and a wider distn1JUtion of access methods and ktcati(ms (0[, using PACL
.services. WJder access would eventually include ac£eS5 to PACL-provlded services From
bom<s ami pIac<s of business-The following >ectioo reviews Ih. proposed steps _ to
move into PACL IS information (u.ture.
Proposed Phases in a Planning Model
In "discovery meetings" (brainstorming and scenario evaluations) with PACL staff during the:
iniba] site visit, fi ve probable development phases emerged as likely steps for PACL to
prepare itself 10 keep abreast of and deli veT new and innovati ve infonnation tecbnol{'lgies. The
following outline summarizes tile five phases proposed by the conSlJltant and discussed in a
thorough and wide-ranging discussion with the Library Director. Manager.o( Main Llbrary
Services, and Superv!sinp. Librari art5.
JosEPH FORD AND A5SOl.'ATES, INC. NOVEMB .. II, 1993
-.
PALO ALTO an LIBRARY: TINO PROJECT RePORT
In reviewing the phases outlined below, the consultant notes se ... ·crall:c)' points thai affcc[ a!l
planning pTOC~SSCS sucn as PACL~s.
Dates arc approximate and ncgoli able .
• Tedmlcal planning beyond an is-month horizon is risky. bc:ca'U5e of the Ifer), rzpid
pate. of new de ..... dopment If:. c(,lmputing and' communications.
.. Price-performance ratios. in computing and communications improve with each passing
mamn, and may affect actual costs for PACL's project.
The oontem: of this section repeats in some. respects pa."1 of the Executi·;c Summary. which was
extracted from this !:«tion. The repet;ri~n is deliberate, .as the project phases are a critical
portion of the projfCI report.
Two Elements in Each Phase
In each phase C:ltcept. the frr& one. the. wnsultant is proposing two types of activity. One is an
investment in infrastructure. that is. We pill'Cha:se or implementation of computer or
communications equipment needed to improve tbe infOrmatiOtl delivery capabilit)' of PACl.
The second a.:tivity or goal. is ro provide: an enhanced information sendct as the resuit of either
that phase'.s or the pre .. ·ious pbase's investment. In dtis fashion, the improvements or upgrades
to teclmology directly support a new or enhanced information service.
Phase 1: Re~ Current U1tilJUll" Computer
Goal: Provide a stable., reliable. expandabJe computer platform.
I'rop<>I«I Dale(.): Completed by Mar<~ 1, 1994.
Estimated Costs, $241,160 Capital; $2'9.176 Incremental MaintcJWK..C: Cost.
This firs! pbase is 3 critical step, fa< PACt faces. potentially disastrous loss of SYSiem
functionality if its aging Intimate computer continues to suffer extended periods of downtime.
Elsewhere in. this repon~ the consultant d2Is with Phase: 1 issues cxrens.iveiy. See ~""ppendi% A
for a graphical depiction of Phase I. Appendix B for cost summaries. and A.ppendix C fOf" a
project time-line. See page 14 and (ollowin,g fOf" a detailed description of Phase 1 goals,
recommendations. and estimated expenses.
Phase 2: Begin PACI" Network Development
G<!aIs: 1. Develop and deliver new inform:ation servie<:s based on the Dynix
sygem.
IOSE:PH FoRD ":ND ASSOC1A TES. INC. NOVEMBEJl l!. 1993
",:"
~ •.. :,~~; .
p",UO ALTO On UBRARY:
-",',~> .,.... ..;~.
REPORT PAGE 13
2. lmplem.enl a roburt computer network using tbe: proven, high
level Eth<rr:c::t prOiocol for library information ser ... ices.on City
utIlity coa~ai cables.
Prop<lS<'d 11010(.): Begin fol!owing Pha.>< I. completed by July I. 1995.
E5timaled Costs: S293.789 Cap"al; $24,035 lncremental Maintenance Costs.
This phase botb impi(",menls a critical component i.n PACL's fJture, a new computer network
based on Cjty-o~....d coax.ial cables. and ir.augl:TaICS new computer data information services
on tile system acquired in Phase: I. See AppeildlX A for a graphical dcpi::1ion of Phase 2.
Appcndh B for cost summaries, and Appe!".di,.; C for a project timeiine. S« page 25 and.
following for a detailed description of Pha..~ 2 g,oa]s. recommendations, and estimated
c.xpetJSes.
Phase 3: Expar.d PACL Network and CD-ROM, Install Int.rne! ACce~5
Goals: I. Develop enhanced CD-ROM capability based in Main ubl'lll)'
with servi~es to z.l1 branches.
2. lnstail a link to the Internet via the DynU services and add the
Dynix Vista product to thlO!' services pro\o'ided to PACl patrons.
Proposed Dale!,): Begin following Phase 2 (&pIember l, 1995). Initial component
completed by August 30, 1996.
E5timated Costs: 5215.628 Capitai; $71.050 Incre:nenta] Maintenance Costs
This phase. of development begins to -expand the access created by the new computer and the
Ethernet networlc, which woold permit oentraIized CD-ROM serviees and linkages. 5«
Appendix A for • grap/lieal depiction of Phase 3, and Appendix B for cost summaries. 5«
Appendix C for II. project timeline. Ste page 32 and following for a detailed description of
Phase: 3 goa1s, mrommeTKIa!:ioos. and estimated expenses.
Phase 4: Expand Networking Access to Full Internet, Add RegiOnal Links
Goals:
Dato(,):
Estimated Costs:
1. Provide patrons access to all current and emerging ruttional and
international infonnation networb such as the Internet (National
Research and Education Network).
2. Connect to regional networks. such as the Sma.'1 Valley Fiber
Project.
Werk to begin in 19% and conclude in 1998.
$189,719 Capital; $60,950 Incremental Maintenanc.e Costs.
JosErH FOJlD AND ASSOCIA'!'ES. INC. NOVEMBER 11.1993
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PALO ALTO CITy LIBRARY: P1l:0J[Cf REPORT PAGf'14
This phase extends the avotiiability of networked servi\;:es by adding direct access to 'lWorld·wide
Internet services, and by adding regional Imkagcs. See Apperxfix A for a ,graphical depiction
-ofPha.o;e 4, and Appendix B for cosl summaries. See Appendi~ C for'.I project timc!ine. See
page: 37 and following for a detailed description of Phase 4 goaJs, Tecommendaljon~. and
estimated expenses,
Phase 5: Delher Inrormation Services Directty to Homes and Busines5el;
Goal:
Datels):
Estimated Costs:
Provide Paio Alto City Library information services to homes and
businesses usj~8 cLty-wioe transmission capacity.
Work to begin in 1998. for completion by 2\103.
$207,000 CapitaL $4-6,(.00 Incremental Maintenance Costs.
This phase moves tJ-.re a .. ·ailability of access tv i"ldividuaJ bomes and places. of husines.'i which
h ... ,'c the capability of connecting to cable facitiLies and using them in an inieracLive and fulJ
duplex mode. Wnile this phase is conjecrural~ and depends on the development of such bi
directional cable services. nothing ...... ould pre.clude PACL's serviccf. bc::tng delivered to a bome
information appliance connc.;::ted to some fonn of information cable service. See Appendix A
for. graphical depiction of Phase 5, and A::>pcooix. C for a project timelirK.
The detaiJed discussions of Phase, I through 5 f"lIo\O'.
Phase 1: Replace Current Computer
Coincident with the au:omation planning effort and the consultant's first site visit 10 Palo Aito
in June 1993, the Library', computer suff.red. substantial and lengthy period of downtime,
st:ret:~hing over more t:hM 10 days, Having observed me maintenance organization's attempts
to repair the computer, having noted the problems in making the machine function properly,
a.'ld havL.'1g experienced the impacts on staff and patrons of an extended period of downtime,
the c.onsuitant drafted an interim version of this se.t;;tion of the report recommending replacing
:he CUlT'ent machine. This ~"tim:: also projects replacement C(lsts fOf the romputer.
The UneDt of thfs section of the report is to promote the i:Jnmedia1e replace.meul Gf tbe
Ultimate computer owned and operated by Palo Alto City Library; the target
....,~ date should be DO( Ister than MardI I, 1994.
The immediate replacement recommlmC!atioo is based on what the consultaJ;t belie"'e5 is a
near....emergeDCY: the potential r.ailure or tbe automated system to (unction properly and
to cause substantial unn<eeSSarJ' ... pense and eITort, Subsequent system problem:;
following tbe o",inai prohl"'" events of May and early June ooJ)' serve to emphasize Lbe
urgency or ... placement.
.JosEPH FORD AND ASSOCIATES. INC. NOVEMBER II, 1993
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PALO ALTO C'r'n' LJ BR"ay: C@LTLNG PROJECT REPrntT
smc:. PACL's intention was to replace the compuler in the J994-1996 bienniuDl, the
Earlier re~1acem('nt recorru'llendation ~imp]}' accelerates thc replacement process,
All partie. im'olvcd in tr.::: automation planning process understand the reality of bud,g~t
processes. Unfortunately, the normal City budgel cycle would not likely yi-eld fUndi to support
replacement until sometime a.fter luly 1. 1994, and possihty not unti~ 199.5, The consultant
believes that stich a deJay pl2:ces the Libra.')' at substanlial risk of having a failed and
irreparable system, with veT)' unfortunate conseque'nc~$ for the Library and ..:redibility with the
public.
Reasops to Replace the Current Library' Computer
White Palo Alto City library {PACL) and its patrons and staff have generally had good
service and re!iability from the Ultimate 6930 model compute:-, the consultant believes that the
time is appropriaJe for replacing the Ultimate. in support of the replacem~m recommendation,
the consultant offers historical information regardi'1g the current syslem.
'&ckground on tbe CulTf:nl DJmputer
At the time of the Library's purcbase of the autO!T.ated system from Dynix, Inc. in 1985. the
Dynix software and Ultimate computer provided the be3t available combination of software
functionality, computing power, and vendor support for a library ()fPa1oAlto'~ s;u and
mission. TIte. Library llrllS an experienced customer in lioilll)' automation, having made an
t"arIy and wise decision to acquire the then-leading syfitem provided by CL Systems, Inc .• (also
known as CLSO ill 1978.
The replacement of the CLSI system by a newer and more robustly functKmal system in 1985 was
equally wise:. Dynix is arguably the world leader in supporJng libra..';'c:s like Palo Alto City
LibraJ)'. with a wc:lJ-developed specializ-ed software product. Jt is important to recognize mat
applications. such as Dynix rely heavily or. on~going vendor suppvn for hardware and software.
unlike very widely distributed generaiizc:.d apphc-..dions used in rIlaJlY business and municipal
applications. Dynix's own recomm~ndations are a crit{(..-aI element in th.e replacement decision,
Having made its purc.hasc of the Ultimate computi:r on which to mount and operate the Dynix
software in 1985, Palo Alto City Library had enjoyed approximately eight years of ~ng
life with the. rntimate. Prior [0 the onset \)f problems. in May and J ' .. me of 1993 and re....""Umng
in late June~ the U1timate had generally proven itself as a reliable compute.
Despite its early reliability. the recent Rcurring problems are symptOmati(: of elderly computing
equipment. anrl reinforce the replacement recommendation, with the foUowing, n:.aso.ns..
I. Lack or fresb 'par< parIS. as demonstrated by Ultimate repair personnel.
No new parts. e~Sl for Li:le Ul.[imatC' machines, which have l;)een oot of production for at
lust two years. All the parts L'lat Ultimate could ioQte during the recent downtime were
JosEPH FORI) AND ASSOC1ATES. INC. NOVEMBER 11. 1993
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fAtO ALTO OTy l...r!IRARY: COeTiNG PROJECT REPO.A.T Q PAGE 16
used. some refurbished. and many had 10 be rush ordered from a Los Ang.eles depot. This
lack of new parts for ongoing maimenance and repair is an ominous development for a
computer system in use as heavily as PACL·s.
2. No refurbishing capabl1ir)' for some soHd-stale ~. making Palo Alto Cn)' Library
very vulnerable Co ruture problems..
Whilc somc electro-mechanical p.a.rts. such a~ <!isk drives • .:an bt pU!ially dlsassembItd
and their components replaced or adjusted, many of the computer .wemblies and circuit
boards are entirely sohd·state deyj(;cs, consisting of chips soldered in place. As they age,
they cannot be restored to a htgh degree or compltiln(c with. o;tglnal specifications.
Further, the itock of all these parts relies on scavenging old machines for the. p'Jrposc of
replenishing spare parts inventories.
3. DependeD« on iI decreasing number of qualified maintenance personnel.
Of the th .... ee persom in L'le local maintenance office who are currently ttained and ava.iJable
to maintain du~:?alo Alto computer. one is receiving uaining in a different environment
and will begin :;upporting other systems as rostomcrs migrate .away from Ultimate.
compmers. This migration. whether by librat)'-based customers Of 00, is powerful and
convincing evidence of the ooSQleSCf'J1ce of the Libra.ry's computer.
4. System failure in late May indicafes how tenuous tbe Ultimate support is.
The tcn-day downtime shows how thin the support for the Ultimate machines has become.
Much of the do",·rnime is due to the lack of reliable sp.3.J--e parts and the difficulty
maintenance personnel had in iiiStal ting and certifying their opcnlion. These comments are
not a diminution of the support persorl11el or their skills. but a note thar (:keellen! skilJ 5
!Dea!t little when fresh part:; are no km,ger aVilllable.
5. IIigb mamtenanCf oosts.
The main'enance cost for [he: UJ.tim::lte hardware is now in e;\cess of S37 ,()(x) per year. and
can only increase as the mar.hines t.ecome increasingly rare and cantankeTou5. Maintenance
costs for a repJaCf'.ment machine would be approximately S13.5OO per )"ear.
6. Lack or de.elopmeot and support [or [u\"re seM/;.,.,s and software rekases.
The software vendor, Dynix, originally developed tbe: software ill use by Palo Alto City
LIbrary to operate on mtirT.ate computer.s. and other computers using me Pick operating
system, but began convening to the more industry·standard Unix·ba.sed computers about
four years a.go. ~"'cc,()rding to private infonnation provided to the consul~nt from sources
wlthin Dynix. the upcoming release of the Dynlx software, release lIeTSiQn I1U mber 140,
will be the: last release that Dynix will suppon on the Ultimate machines. Re:xn:: Dyni~
publications have s.trcs..c;ed [he value of replacing oosolescent computing equipment, with
the Ultimate computers specifically identified as obsole.scent .
.JosEf'H FORD AND ASSOClATES, INC. No vEMBB; I I, 1993
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PALO Al.TO CITY L1@:RARV: c:;i: t:rINO PROJECT REPORT
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PAGE t7
Thc implications for PACL ~f bei.ng outside the mainstream of developmcnt are
unfortunate &nd troubling. 2S they sugges.t that new information acccss scrvir;c5 will pass by
Palo Abo City Library. For example:. the Unix operating system is very widely used in a
variety of automated mformation servi(;es, which libJilJ)' system vendors are incorporating
1m') their sys,tems. S .. II::b 'Servic~s :as graphical u~r imerfaces, access m remote or off-site
information. development ar.d deployment of local area n-:t ..... ork (LA~) servic.:s. and
interconneoiOrl to national information networks wlll rely on 11C'.WI!r comJ>lJting. equipment
using the Unix operating system. and not older technology.
Further, It is im:r~in&ly likely that Dynix itself wilt not provide software development for
the core Dynix applications after release 140. These applications indude ~e f .. mdamental
requirements for dataIYae creation. circulatiiln control. a."ld patron access, P}\CL ba~
ma.intaine.d a position Qf leadersbip in providing automatea services to its p<s:rron~. and now
faces .a l""..ductior. of that leadership b)' operating on unre:iable and poorly perfonn:ng
equipmerH.
Finally, DyntX pe!"sonncl who have detail«! knowledge of the compa.l1.Y·s software and its
operatior. on U1timate machines are becoming rare. As the numher of Dynix sltes who use
Ultimate machines has declined, so has the .amount of support from within Dynix for the
U1timate platform.
7. Adoa=ed _ and design of the romputer.
The agc and design of the Uhi mate machines makes them unable to iUpport most of the
developments now emerging for automated library services and likely to be pan of furore
PACL services. Specifically. the future of virtually an automated information services will
depend on acce~ to computer networks that employ common standards for informaticm
t."'a!lSmissioo. Such services as the Internet-the computer network that is eviJIving into the
nation's information highway and which bnks a rapid1y ,growing; nuCl.'ber of library
servkes-rely 00 standards that the lntimate cannot employ because its design lacks the
requisite sophistication and power.
Further, 00 capacity e~.ru for adding more patron terminals. additional dia...l~in capability,
or support for providing public access to serv ices such lIS new au:omated pc.riodica1 ind~~es
and the text of anicles. Finally. the Oltirr..ate provides no support for effective operatiun in
a city network environment such as Palo Aho's.
8. ~ptibilily to power outages and nuctuatioll5.
Mille Palo Alto City Library initially installed a conditioned romputer power ci.rcuit in the
Main LIbrary housing the automated system, the Ultimate remains particularly su.scepuble
to re!arive1y smaJI.change, in electrical current. The May and June downtime may be the
partial result of powe1" outages in Palo A!to near the; Main Library. Addilional power
conditioning in the form of an Uninterruptible Power Supply (UPS) would reduce that
susc:epnbihty ~ but is 3 .. band-aid" form 0 r repair if it is the sole remedy.
JosEPH FORD AND ASSOCLA lB. INC. NOVEMBER 11, 1993
The consultant recommends tbe addition of a UPS as an immediate measLlre: if technically
feasible given the <!ifferifli power requi.emenls or older computers versus newer ones.
The UPS would suppon tbc: equipment now in use temporarily and could remain in 5er\o'icc
following replaceme!lt of the Ultimale compuIer by a Unix.-basetl computer.
Recommendation 10 Replace the Computer Immediately
Clearty the inventor)' of parts far maintenance and repalf now primarily induoes u~ or
refurbished parts, meaning that Palo Alto City Library is iIlC"reasing!)' .at risk of extende.a
downtime and of dealing wilh replacement on an emergency basls. For all these reasons, the
COnSCltaJ'll urges the immediate replacement of the: Ultimate compute,r, before. PACL faces any
more urgent needs for repa.lr or the obsolescent system now in u~e.
Sino;e Palo Alto Ciry LibrJ~ mu~ inevitably replace iu aged central compu:er, ui.e receru
problems oruy under5Corc tht" relati .... eiy urgent nature of another failure or two; PACL ,gains
little by postponing the rcpl~c(:menl, and loses much if additional patts or power problems
disable the oomp"ter_
Palo Aho City LibraI"') Ii a'io Rt'eived iii 11 the \larue it ~rchased in th~ UltiDlati! computer ~
Little or no residua] "'atuf relllains. Whar does remain are the ineVItable proOJems of aging
equipment that is stressed [0 ns operatiooaI Ii mit anc! has poor spare parts support.
The circumstances and h.o ~oruequent recommendations are clear. Palo Alto City Library
fa.oe.J a potential emcrg,ency and .should pTeJl'U'! immediately to reduce its risk. Risk reduction
would involve compicli n, these recommended stq>S as soon as possible.
1, .Acquire and insta!l a nplacement computer or rorreDI vintage and upport, using the
DynD. software, Unix Gpenlting system and certU'ted by Dynix, Inc, as a p1Rt.ronn for
iU software. Th. largo! date for ... placemeqt is March I, 1994.
The Unix operating system has emerged in the last three years as the standard for computer
systems such as PACL's. Virtually all hardware manufacturers !lOW provide computers tha~
elnploy Unix as the primary internal sysrcm management .software. T,Le following
oomments support the Unix upgrade decision.
Unix incorporates the inU'mahona1 standard foc comptJ[er-to-compuler communication
netWorking known as TCPfIP. Virtually ilII furure operations for libraries and infonnarion
services will rely on ne:tworking acuss with local area networks and with TCPIIP.
• Because: it has become nearly ubiquitous in the computing industry. Unix: also provides
the ability 10 transport applications sudJ as library systems from one computer to
another relatively quickly. Rather than being n:quired to stay with ooe manufacturer. a
Unix user can migrate to another computer platform when cost opportunities or
performance. requirements permit a move.
ConverseJy, PACL could install a new system based on a Unix computer without
ha .... ing (0 make an additional romputer purchase. If PACL wi.shed. to replace Dynix
losE.PH FoRD AN [I AssoctA U:S, INC. NOVEMBER II, 1993
PAlO ALTO CITy LBR.AJl,{; nNG PROJECT RePORT
w:th aoother software package, it 15 more likely to convert 10 3J"IOther Unix product
than to any other operating system.
Most librarj system "endors have c!Jmened their s),stem'§ to Unix. operations. An
upgrade with Dyni:'\ me:aru an upgrade to Unill.
PA.GE 19
As rw.:e.d in the previous. point, the consultaru specifically recommends staying with
Dynix. lhere is absolutely nQUting to ~ gained by moving to a different ,,:endor. as
Dynix is the marker teader for libr.!ries of PACL~s siz-c and type. and l'emams highly
involved tn development. implementation of new standards Ol1!d services, and j)lannin~
for the fl.1tuTe of library information s.eryices.
2. Wbile the originai PACL RFP sought an anaJysis or placing tbe libT2ry software 00
the City ma.inf'rame romputer t IiliJe -or DO evide!K'e supports the cost-effectiveness of
:mch a step, and the cOlEUhant specirlcall)' reroountnds against it.
There islinJe or no operr.lional value in placing the library's software on a municipally
owned C()mputer, as whiche\ler c('mputcr were seleete'..d would need to be able to support
the terminal network and up-time.. requ\~men{s PACL currentiy has. A Cit)! of PiUo Alto
computer would need, therefore, fO be able to wpport 96 additional terminals wiltl sub-five
.second response times. and be up as many as 80 hours per w;:ek. rne Cit)· does not
currently have scen resourees.. and WO'.J.ld need. to ilCquire them, just as the Library
proposes 10 do,
3. Acquire and instaU an Uninlerruptible Power Source (UPS) pro"idIDg additional
eIecb ica) line conditioning as part or tbe !Jo'Slem purchase! but make tbe UPS
purchase wbile conversion preparatioo Cor a new system :s underway.
Anticipated ""pense> for • UPS .hoold 00< e7.e<ed $? ,500', aM rould provide ,",me ~lief
for potential electnc:aI faults.
4. Yo the extent possibre, create II depreciation fund to ;u::wmulate the funds nee-ded to
replat-'e equlpment as it nears tbe end or its userul fife.
Budgeting approximately IS% per year of annual capita! el{pens.:s.c.s an ~uipment
depreciation fund would ease the Lib!"'3J}"'s; automation proce..ss. Tne fund would
accumulate the: b:.Jdgttc:d e.ll.perue ea-ch y<ear and carry it forward untJl replacement occurs.
R.lplacemenl Assumptions
The remainder of Ihis section is a projection of costs for syste.m repl acement, based on Dynix
price proposals for 96 computer ports and a. full complement of software from Dynix. AIl
c.xisting communications equipment, terminals, and other peripheral equipment remain in place.
27his blUR: is IRate, tlwJ the UPS estimate shoWIl ill Table 1. The hi8bet figlire-estimate i'!i based 011 purdwiD.&
• UPS IS a separate item, rather than ill • bWidled pwt:hase;L) .IoboWD ill T .. ble 1.
Joscpfi FoftD .\ND ASSOCIA rES, INC. NOVEMBEllll,I993
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p"tO ALTO CITy LrBRAR),: CO' ; Ti~G PROJECT R.EPORT
Phase 1 Preliminary System Cost Estimate and Notes
.~. ESTIMATED CAPITAl. COSTS: for 96 unnina/s
I" Em"moled Capital Ce"tral Hardware Costs
This table includes tbe purchase of all centra! site compu.ting equipmem. additiono.l memory,
disk drives and controllers., ~(I.bles. cabinets, and control conoole ar:d line primer. TYPICa!
hardwa.--e ~·04..LId be a Hewlett-Packard 9000. Model 800 F20 class computer.
r-------------l~tem---------------,E,-"--,!im~at·.--,d-C,-osI-~
C<Jmputer, S'J.ppon for % terminal ports including primer a'ld <hal-in POr::!s $15,500
Additiona.l disk. drives. conlroller5. and memory modules $14,500
S stem rts .. "III cables ="-"=='-"=="---.------1~-S 16 .38g
UPS ~'-er source $5,690
ratin s stem licen.~ for-~!2. 128 total TIS Ius Tinter/console;ts S18,295
Tape dri ... e. nAT. 4.0 GB ______ . __ +-_-0"'$71."'6"'50"-
Line Tinter and ronsolcs ____________________ ~f----'$'::Ic:O"'.5"'9,,2;_-_I
Taxes@8.25% $6.816 1-::"""7-''''-'''==---------~-----_t-__,2_0=__l Contin en at 5 % $4,472]
Total $93~'I03
Table 1
2. Estimatul Ctrpi/Ql Software eosts
Thi~ tab~ includes all estimated costs for compute.r software licenses, including D)'nix, Inc.
applications:roftware for Lie lIbrary system. Also included an: applicaLion port licenses.
Item Eslimated Cl>SI
Uni,.= license, % rts $475 ____ $45,780
Catalo in and Circulation. 2@$8.000---------+----:$"1"6"'000C""---1
PAC S12,OOO
Serial. and A< uisitions. 2 @ 515.000 $30,000
Communi Resourees 55;000
EX-isting applications suc:h as T elxon, No Charge N Ie
A Iication user license. 93 $ 450 _______________ f-_--'S4':::l",S50""''-__ -I
Taxes 8.25 % $7 531
Ccntin en at 5 % $7_908'
Total $166,069
Table. 2
lWbJle I>y1ID; has acot induded Illy OOWD@atC)' amCJuotli ig their price proposal, the oonsullaDr added them to
i:ad1c:ate the pote'1IfIU r&D.!t {)f addilio.aa.l expetlSeS. Some pote1lllJ.i addItional C'xpellSt'$ might i~-ludl; hardware
veador ~1 rom dwiQl C\lIOVCT from Uhioate to a new e.:mputet. These OOClbllgency n&lJre5 are BQ(
hId,IUke! ill lbe IWIMW'}' expense (otah. in subseqaeur tables.
"As widl hardw&re:. a .5!l co:It1C,GC1IC)' figure is ioclllded in thls uble ud DOt carried fOlW.ard ill ~ueJll WIld;.
JosEPH FORD AND ASSOCLA TES. INC NO\'EMBE..11 i I, 1993
•
9'ALO Ai..l'O CITY USRARV: TING PROJECT REPORT P"GE21
This table includes Dynix and third-pan)' charges for inS[allin,g the system and convert:ng from
the Uh.imal.e compuler to. Unix-based computer. This entire c::ost. section rep~~sents new
ei'Cpen.sc:s not payable to Dynill: tinderthe current contract te.rms .
.---------------~-------------------~~~~~ Item Estima!ed Cost
$600
$4.580
Automation skill s ma.:i ntenance 51,000,
Tape drive rental I Taxes @ 8.25%
__________________ ' ____ = __ ~S~I.~OOO7_~
J 4.429
Total $58,109
Tobld
4. Discounts Onertd
This tabI~ includes discounts proposed by Dynix, lnr. to ~ompensate for existing customer
stahls. :md by the hardware vendor as an incentive to acquire their computer.
Item Estimated Coot
Exlsrin eben!: software discounl to be deducted froro stem cosO $57,120
Vendor hardware discount to be deducted fro=m=,-,s",le",m,-"co",st",)~ ____ -+_ -cS2:;o.;O",,34:::.!.I_-l
Total $71.461
Table 4
5. GroJtd TOUJI for System Replacemem
TIUs table states one-time replacement costs as proposed by Dynix, not including any
contingencies, estimated by the consultant at S I I .668.
r-----------------------------------------~~~~~ Item Estimated Cool
Toial hardware and software costs 5318.621
Total disoount to be deducted from s: stem cO'S!:) S71,461
Total $241.160
Table 5
B. RECURRING MA/IVTENANCE AND OPERATIONS COSTS:
1. Almlltd ~ntraJ Ho.,.dwQri 11laintenance Costs
This. item is stalc.d at S13,:)43 for «ntnI site equipment. This figure is based on f>JTI mainten;mce. and
emergency repair sen.-·ice for aIJ central hardware only.
JosE.PtJ fORD AND ASSOC[ATES, INC. NOVEMBER: 11~ 1993
PALO ALTO CIT"" UJUtARY: C ',< liNG PROJI:C'T REPORT .PAGE 22
Z. M,",ai Saftw:Ut MQinten.an~t Costs
These. charges. are st$.ted itt S l L933, This figure is based or. fuil maintenance and cmcrgenc)'
repair service for all 5yslem and application.-;; software, iU'.d represen[S charges cu.rr-ently paid by
PACL on an a.'"\1lual basis.
This item is stated at IQ'; of Ihe System Integration Servic~s dement in A. J. Sen:jces COSH
above. or $3.900. This flgUTe is an entirely new servtce cost catek!:ory. See the explanation in
A. J. &r.iccs Costs above .
.,. ToUJI Anruud ~nlroJ Hardware find Si;flware .lfabt.tenance and Services Costs
This table sums all stated Dyoix maintenance c'osts for cemral sjte r,,!uipment. software. and
services for the flrst year.
Ilem Estimaled Cos!
t-'So=ft",ware=~me:.,,,,·ru,,,·,,,M=an,,,,,,,,",,-,ann=,,"a1,,,-_______________ --+ .. __ ~.!,-l,,,,9,,,,33"-_-1
Services ~nterumce. annoal $3,900
Tocal $29,176
T_6
This table projects all swed Dynjx maintenance casts for caltral site «l.uipment, software. and
servlccs. for a fivt-year perioo. A..'l annual cost increase of 6.5% for years 2 through 5 is.
included in the. five-year figures.
Item Estimated Cost
Hard~ maintenance. iIlnnuaI $75,970
$61,942
Sc.rvicu maintmance. annual $22,205
Total 5166.117
Table 7
6.l'ro,je<te4 flu·Yeal o,st of awlle/'$.hip
This table projects. all stated Dynix initial purchase and five year maintenance costs. for central
site equipmenl:. software, atld services. An annual cost increase of 6.5% for years 2 througb 5
is included in the. fiv~-year flgu.r(.$ .
.IOSEPH FoRo AN D AssOCI" TES, INC. NOVEMBER ll, 1993
PALO ALTO CITY L,IBRAR¥: C~LTING PROJECT REroR"r ('., " .'
Item
Initial SYstem "pure hf\Se and ins!all atiOfl
.~~."'.'
-... ~;c
.'",~
PAGE 23
EstimAted C05t
I ~241,160
Maintenance for harowaT(, software, and sc:rvl..:es for five years (lJroiecred) j $166,1 !7
Toto1 S4i17,lTI
Tllhle 8
F'mancial Implications of Leasing and LeaselPurchase
PACL wishes to have infonnatlon and ~commendatjoos. regarding leasing the bard~'<il"e md
software ne:ed:ed to replace the Ultimate computer. The following LabJe providt:.s an es:im2tW
iease cost usin£ tiltse assumptions.
• Fir.ancing tbe le.as.e is at a percentage rate of 8.50%.
The tenn of the lease is 5 years.
• Only the capital coSl:s are leasable, and all maintenam.:e and recurring charscJ. continue
as ii the replacement were an outright purchase.
Leas;n~ Cost Proiect ..... roc a 6O-Montb Lease
Item Estimated Cost
HMdware Ieat<:. 60 month. (purchase .mou1\l -SS6,1~) $106,183
Sofuvare license lease (purchase amount $158.161) 5194.694
Ha.rd~ maintcM.nce $75,970-
Software maintenance S67,942
Service maintenance $12.205
Conversion services S53.680
Less Discount ($71,461)
Total 5443,813
TableS
The five-year costs of a lease versus a pl:rcna.se are more than 20~ greater with a lca.se~ and
t!IlI! 20% i. highly dependent on a favorable 1= rue, Every ,5% ofkase rate adds $4.000 to
the five-year-Jease cost The: projections .shown m Table 9 aho assume tbat a fnorabIe
discount is available. and any reducticm in t."fle arnouru of the discount woul.d add to the cog of
the leased system,
Lease/purchase arrangeme.'"lts normally require §.Orne balloon payment at the end of the lease
period. A 1% payme.f1t is nor uncommon, and if it were added to the cost of the lease itself,
would make tota11easefpurchase costs equal $448,251.
Neither leasing nor iease/purcltase is itoanciany attractive if outright purcli!l..'iC' is possible.
losEPH FORD AN D ASSOC1ATEi. l!lle. NOVEMBEA I :, 1993
PAW At.70CrrV l.JBRARY: PROJECT REPOltT PACE 24
Noles on F'<Mocial Projection.
1. The system confLgurntion identitied in these tables has 96 ports a.'1d license fees .sel at the
96-port level. This ron number is greater than th.~ current PACL port cDUnL and gi\les
!nme potential gro'Wth capability.
2. In preparing this section of tbe report and providing 5-yeH COi50t projections, the consultant
is not specifically recommending that PACL w~1! need no more Iha., 96 pons. In fact. the
system could expand tl) 144 ports .
.losEPH: FORD AND ASSOCL" TE$, INC. NOVEMBER 11. 1993
p"'''U) ALTO CITY LlBR/.RY: C0lTlt'lG PROI:::CT REroFT " ).. I
PAGE 25
Phase 2: Begin PACL Network Development
Pha.!.e 2 of the automation plan invoh'es providing substantia! upgrndcs in tWQ separate areas:
network developme,nt, and information sen'lces content. The conlenl upgrade will make at
least one database of periodical indexing. similar to Read~r's G~ide but in an electronic fonn.
available on the new computer being acquired in Phase 1. Patrons at terminals in any brdJlcn
of the library. or dialing in from home or offtce, wm be able to se:an::h for magazine articles
usins ,~powerfuL access and retrie ... ·a1 capability of the new computer system.
Some of the feat1.lres that l,I,'ould benefIt patrons and st.aff, in additwn to the oovious one of
having fully computer-.!teaTched indexes, include the follo......:1ng.
Abiliry 10 monitor te-trni . .,al :.Jsz:ge and n<:ed and therefore develop knowledge of
addilional termlr:al reGuir~ment.:i,
Low l.mit costs to hnng innovati .. re service to Palo Alto'! citizens.
• Ability to "scale up~ sc:r.'j~es, witn additional databases a .... ailable for loading as time.
computer rescun;cs. ilnd budgets pennit.
One service operation at a central s:te-installing Dynix~s Journal Citation module and
loading an inde"m~ database-would provide access at an PACL locations and to diaI
irl users.
Rationale for the PACL Network
The network develo,:lment component of Phase 2 will begin preparing the library (Qr use of
modem network technology in information delivery. By using the City', broadband utility
ooaxial cable co link che branches 10 the Main Llbraty. PACL can upgrade che operuional
speed arxl capacity of cite PACL "",,,,"ork Co make it provide substantially greater capability. In
effect~ PACL will provid.! access to existing resources such as the online catal08. and new
resources 00( now in use in PACL
Pato Alto City Library has for more than 14 years operated analog data networks that link
compL'ter tenninais to the LibrMY·s computers. These anaJog networks have been cost
e.rfectivc access mechanisms. bm they suffer in many regards in comparison to more modern,
robust. and higher-capacity networks.
The older analog network; employ voice· grade telephone circuits. limited b)' design ro
approximately 9,600 data bi!s per second (9,600 bps), and unable 10 support the
protocols or standards developerl for digital computer networks.
• Such circuits and the equipment a.ttached to them la.ck the .. robustness~" Of" seif
correcting futures of more modem netwvrks. Hence PACL's recurring. problems with
circuit failu res and' the down-time needed for manual repai rs to the networks.
JosEPH FORD A}oI D ASSOC1A TES. INC. NOVEMBER 11. 1993
"_.,
PALO ALTO CITY UBRAAY: C~~.· liNG PP.OJECT REPORT PAGE '26
The older netwoTks cannot suppon: the International standard for computer networks
known as Etbernet l , making: them the absolute block to any of the subsequent propose.d
de~elopmc:nts or e:nh<-.ncemems to fururc-PACL services.
By contrast, Ethernet. also known by its r nstitute of BectJ:;ca] 2Jld eectronlC's
En,gineen standard desi,gna::ion. (IEEE &02.3). is at the-core of at least 75 % of the h; gh
speed data communications in use world-wide:.
o Ethernet would ~rmit the expansion of net .... orked access to remote sites, and ",,'ould
also jJrovide the lil"'.kages n~ed 10 network CD-ROM services.
Ethernet will almo_q: certainty be a primary standard used or incorpor.ned inro emerging
regional and national networks. The world-wide. Internet, for eumpie, inwrporaces
Ethetn<t technology.
• The long-term future, within three to eight }'cars. of vLrtually all computer a.TId
information sen.'ices ~ ... ill involve what is being called "clienl-server 2Ichitecture."
Essentia!ly, dient-server means. that all user devices ("clients") such as computers will
have dleir own legi.c and processing capahilitie-i, and they wiU be linked to inforrnaboo
resource rroYide~ ("servers"). Most library systems vcr-dOl's are actively deve-loping
client-server capabilities., and have begun pt(lvidmg some client-server-capability
already. Ethernet is very well adap1ed to client-server services.
• For all these reasons, the COI".5ultaru is; recommending Ethernel to PACL
Construction of the Network and Network Service Issues
In order for the Palo Alto City Library to openlte high-speed services. the capacity
n:quirements between the Main Library and the other branches mus:: be able to support mu~b
g;reater transmission speeds than are currently in place. Cur~nt Ethernet traJ'I..smiSiiion. the:
international standard fOf' high"'\."'apacity nefVt,'OOO of the type PACL will ev-entually employ,
operates up to 10 million dara bits per second (10 MBPS). The City of Palo Alto ope"""
precisely such a network: resource in the form of the City's broadba.od Ethernet.
D:scussions wi!.h Dianah Neff. Director of lnformacion Resource.s IiOd the source of substantial
and valuable information in the preparation of this report. verified that the City's network h25
sufficier.J capacit:) to provide transmission between the library service points.in the rtetwork.
The construction and servi<:e implications for PACL are 2.S follows.
• Long-tcrra growth in and demand for servi('.es will likely require PACL to pro\'ide
high·speed access from its branch sites. to a centl1l1 J.oc.ation for imerconTJC'ction to other
computer and network resources. The City already operates precisely tf'1..e type of
faciUty PACL will need to delIver services: in the mid-to lale·l99Ck.
lAs IUllatef'a!lllg Uddi.ght. E!bcmet W&.1 developed ill PzJo Al,o If tbc: Xerox Palo Alto ~ enler.
Jo5EPH FOR:O ~D ASSOClATES. INC NOVEMBI"ll 11. 1993
, -.. <1";.'
,-.
P"ALO ALTO CITY tJ9RARY: C ./" L TING PROJECT REPORT PAGE 27
• PACL should acquire Digilal Equipment Corporation (DEC) network communic!ltions
equipment, already selected by the Ciry for u.se in precisely the type of environment
that PACt would use.
PACL should seek the cooperaLion of the Ciry's Public Works and Information
Resourc-cs staff to t'ltend the utility coaxial cable imo each library branch, (';xcc:pl for
Conege Terrace, w~ich is. located too far from ex.i:sting Cit)' utiliry cables [0 make Ihis
cost effe...'tive, For this ~attej' branch, PACL s.hould t:ooperate with the Cable Co-op to
use Cable Co-op cabling for the necessary extension.
• For approx.irna!ely $140,(X)(), PACL could link the Main Library and all tbe branches.
• The scI"\li~ benef:ts wooid 'be substantial.
More reliabJe PACL network.
Much higher speed ortwork, able to tr..nsmit more data.
Ability to pr(wide access to other information servi<::cs and mtet public rleeds.
Initiating Local Area Network Seni'" Within Tec:hnical Services
Much of the benefit of Ethernet az,d its I inking fearuT't's is that a variety of infannarion
services. so long as they a.-e Hnked to an EtbeJ1lCt service::, flo\\' over the same cables as other
services. simultaneously. For example. CD-ROM databases and remote servi.ces and the PACL
cataI08 can all ,"ocxist in the same network. EventuaTiy. PACL and vit't'.Jally all libraries wiT!
install and OiXf3!e their own Local Area Networks (lANs)~ making a variety of services
available through a linked se( of network cables. computers. and remote access drnces..
F(K' F'ACL, the appropriate location to begin installing a LAN is in the Main Library·s
Technical SeMces section, and the time to iruuguratC' such OJ. LAN is in Phas.e 2, when the
:E.the.rT'Ct capability can provide substantial benefits.
• [mprovcd staff efficiency for accessing [he PACL system, and bibliographic utilities
.such as RUN and OCLC, which no."... require separate terminals. With a LAN and
Edtemet, one computer can be the interface device for virtually an information
services.
• Reduced time to conduct routine library cataJoging. editing, and odler tecbnical
sep.'ic.es .operations.
• Slal1s development for the staff in a low-ri.sl, relativ~ly limited setting.
The _ .... ltanI i. proposing the ",;e of. highly-regarded LAN NetWork Oper.lt1r.g Sy6lem
(LANfNOS) for apprc,urrnu:cly 12 to 20 inidal users. with ellparuion capability in Phase 3.
JosEPlf FoRD AND AsSOCIATES. INC. NOVEMBER 11. 1993
.-:
PALO ALTO CITy LIBRARY: C ,",," TJNG PROJECT REfORT
Estimated Costs for Phase 2 Recommendations
This section provides estimates for r.:apitaJ and operational elCpens.e:s np.eded tI) mc-et Phase 2
recommerniations.
Estima1ed Capital Construction and Network E:c:u"l "m"'""n"t:....:oC"'ost~s'-__ -:::-::-_:-:-::,-c-o
Item £sIim.ted Cost
Main Library facilitY Cable service (estimated maximum) _____ + __ -.eS:::I"O:":;.OOO:::' ::---1
Cable service to Children's Library (e~limi:1ted maximum) ______ + _____ $23,000
I-"Cab::::;I:::e..:se="'c:i=ce:..t"o:..T:..e=nnan==P:~a:::r:::k..:L:::J:::b.:.;ra1)::.!"-,(,,,e:::st"im"a:::,:::e.d"",m"ax=im=""n,,' ',-______ + ____ 55,000
cable service to Mitchell Park: Library (eslimated ma.x.imum) $1.000
I-OCab~"'le"-'CQ5I~C!.'-. -"fo=rc,.:=:xO!t::.!!ns",i"o"n-,i"n"to:...::L"ib""~-,b"u"i,,i d"m""s,-,( estimiUe~)
Conting,n @ 15%
Total
Table 10
SiC,500
525, ()()()6
545,000'
$1.500 __
518.450'
5141,450
Incremental Annual Maintenance and 0 rations Ex mes ror Phao;e 2: Network
Item Est imated Coot
Maintenance for DEC Brid os, @S!,IOO $6,600
loosin 00<lS for Coli •• TemlC< branch (See Footnote 6 below) S3,OOO
Contin en @ 15% $1.440
Total $11,040
Tabic 11
The foUowing table Pr(W ides es,.'i mated CCSlS for a. single database to be brought up 011 me
Dyni;:;. -computer. Because no specific datab~ file is identified:. the report iUSUmes some
,generic costs for database !albscri.IXions, and further, assumes that a rela6'11ely small data file,
requiring no more tha.'1 1.0 billion characters of data stol3ge would be added to the system f-or
storing the. file. Th.:: costs and file storage requirements for this example would correlaJ::: well
for a service such as P~riodio;U Abstract:;, fer cxamp:e, published by U~!I, foc.
fooJ'be, CoDege Tena...-e Libtn}' Lies too dl.s:.\ol f1Nn ex..imnr; a.ble facilities lO make an extec:.s.ioll us.i:!lfi City cabtL:I,B
ecoaomicaIly £e;ubte, The reooma!le~ stra1ef)" for providing servke to ().)nege T e~e U to ~ ooaxiaJ.
cablt from the CaJ;k~. C-c»ts for ~cb it-..uiD.E are specul.at..i1/C
'The equ.ipmenl: proposed ~ the Di,giuJ Equlpmenl Corp:tnli::lll (DEC) LI\NCiry bridge, u.<.iug RF tTa:Sulissio.o
aa POO Alto's I·Ner bad:bo.oe. Cost estimates are based (Ill DECs propos.allo Palo Alt') dateJUDt 29, 199). T.oe
proposed ~ iuclude a bridGe Uld tnlfI'iCe~.eI at each library kx.atlO"CI.
'ID order co provide ,Ii cu\hi(\D fer bud~ l'laDllIlI.,g purpose~. this CODungello..j' pe:!"cectalloe" is sc1: at 15 'I, which is
highly specul.3Lflo"t.
JosEPH FoRo AND ASSOCI" 15S. iNC. NOVEMBER 1] ~ 1993
.,'
.'
/
p"AJ 0 Al.TO crTY LIBRARY: C1f);,;e::...'L_T_'_N_G_l'R_O_"_CT_, _RE_PC_'_R_, ____ -...:C"-; .... ________ P_,A_,G_'_' _29_
E..ctlmated Ca ital Com cler E ui mcnt and Startu Costs Phase 2: Database
Item Estimated Cost
I-::J",,:::::.===-I "'C"'il.a:=.:t,io""::...:lnd=e,,x=-:::so,"""'w"'a::;r.::,-'f.:.ro:::;m=--'Dy:;<."'ni"'x'-_________ l ____ -'S;;5C',.::000::::::----j
File Loader (Est, ) SI ,5W
Additional diSk driv~ c.apac;it)'~ 1.0 GByte ~E.)"·,,,.)'__ __ , ______ t-__ -'$;C3~.,,5.;;OO;;-_--!
Additional memo module: for 8 MB (est.) ______ S,,5"',I"'JOO""-_--l
Database subscription f~r a single year of a generic file S~,(XX) __ _
Trainin $2.00:)
Miscellaneous costs (Travel. manuals, etc,) 52,000
Contingen @ 15 % and taxes @ 8,25 % $3.300"
Total $25,300
Tabt~ 12
Recurring costs for tbe second !l11d succeeding years would be Iimlt~ to 5uhSC'ription expenses
for the database, and maintenance: costs for the Journal Citation Index software and wmputer
hardware. The estimated year-two costs would be $4,000.
loc:remental Annual :Maintenance and 0 rations Ex nses ror Phase 2: Database
Item Estimated Cost
Subscri '00 Costs for database $3.000
Additional ul mcnt maintenance costs $1.200
Contin @ 15% $630
Total $4,830
Table 13
Effects of Adding Other Databases
Eventually, l'hase 2', success will be evident to staff and patron> or PACL, ... hen terminals to
access the system are in sucb high demand that PACL rr,USi add additional term:n.a1s to prevent
long delays and impaticnt patrons. The system replacement idcntifie-d in Phase 1 induded up to
16 computcr ports for simultaneous access, bu.t beyor.d that, additional cosu. Will accrue at the
rate of $475 per port at a mir.imum.
In addition to providing new services in Phase 2. PACL a1so anticipatts add~ng more computer
access devices? and replacing the oldcr PACL terminals tbat are worn out and not able to
operate effectively with Ethernet. The repiaccments will be a combination of PCs without hard
disk drives and regular PCs. PACL alsO anticipates adding specialized PCs with software
oriented to chlldre:n's u.seofcomputers. These so-called "Kid's Catalo,gs" will pennit cbildren
to ~ the computer more effectively tban is now poS$1.ble.
9Jrus exper:sc ile'!]". is 'pecuLativc, &.lid both the item and tM Cllpell5C fi,gu:c: m)' Dot appJy for some OODlmOU
cb1abue$. Its in.;ilJS.iou bere i$ for the f'lUt'J'lOSt of alC1til!lt P.A.CL thai dMabue loadlDg cmls ma~ apply in some
"""".
:C7his cc:oatill~~DC)' item is hilJhly speruwi .... e.
JosEPH fOIlD A.Jool D AsSOCI" TES, INC. NOVEMl!ER 11. 1993
"--........_----
,.
':-,
PALO ALTO CITY LWRARY: Co ING PROJECT REPORT PAGE 30
The replaccment process for older te:1Tlinals: wit! take place in Phases 2 and 3, a'i noted, with
aboo.Jt 40Cfo of the termtnals s.l3ted for replacement 'in Phase 2., and 60% in Pb!ase 3, The
terminals being replaced do not provide effectlvc access to networked services. particularly for
.services tlJat incorporate color, images. or that need Ethernet capability fo~' CD-ROM
networking. There is little to be ,gained from retaining equipment pASt :ts useful life, and
replacing equipment such as the central computer and peripheral de\riccs. should be part of a
regularly scheduled process occumng appro'-.imately every fj\'e years.
finally, the addition of computers, rather than tenninaIs, will improve 5t3ff eff~cic:ncies in
using the '-artcl), of automated services PACL staff employ to generate patron-oricntod
se·n:iccs. For example. the: use of terminals in the Main Library'S Te",hnicai Services section
means that, becausc;ll terminal cannot switch betwec:n computer.s., a PACL emptoy~ wbo
wishes to use one service for acquiring a book and anolner service for ~ataloging it mus.t
physically move from Orle location to another. Bringing these PCs into PACL W!l1 beJ1efLt
patrons and staff.
Estimated Ca Hal Local ' ui m<nt Costs for Phase 2
R lace 40% of terminals with disk:les~ work:::5t"a::ti"'o:::n"'s.'='2=:2'="@,-"$;::800= ___ -+ ___ -"S"1"'7".600:::::'-_~
Add 13 new PC,@ SI.85() an~ 5 Kids Catal. ,@52.5QO S36.550_
Add 16 new nix Its @ S4 75 57.600
Furniture. 14 tables @ $400 55.1\00
lacement dial-in ffiOOcrn for Dynt" maii\tenance + "3 new dial-in S3,9<X>
Network ntlin 5 stem Ii-cense for 20 users S2,500
Network Interface cards. ('.ach networke<! __ PC or work:.""Ulticn. @S!50 $7,200
Network hubs, 7 in all (1 r branch ex.cept 2 (or Main~ @ $7.M
Additiona1 com orec scre.:n rintel'5. 10 @ 5350 $3.500
Miscellaneous C05tS ~lnswJation, trainin ) S10,()O()!.'
Additiona1 tei hone hne, and installation 3 @ 5200 $600
Taxes @ 8.25% $8.419
Contin ency @ 15% 516.570
Total 5127.039
TablA> 14
Utimated Maintenance and 0 tions E" n.'W'S (or local u i ment
Item Est imaled Cost
AMU8l maintenance on PCs and other ui men! $S,OOO
Estimated costs for additional phone Iines:::...:f<.::u",c ;:d"ia,,! --'in::....:;m::;od=e;::m::s'-____ + ___ -=S2::.o.. :..:1 00;'::"_-1
Cooting~' @ 15% SI.Q65
Total $8.165
To!>l. ]j
liThe oeed for staff tIaillil!o! illLAN.s and olDt!" lecilcicaJ operatiollJ emerges in Phase 2 bud.!¢tli. This itelZl also
.iJx;hxlea estimaled COSl5 for i.nsuJ]atioD of L"-N anJ Ethcl'1Iet equtPll1et1L
.JosErH FORD AND ASSOCiATE-\;. INC. NOVEMBER 11. 1993
PALO AljOCtTy l.l~RA"'t: TiNG Pi-tOIECI REpORT PAGE 31
Recommendalions Regarding Phase 2
PACL illld its palrons will begin to enjoy the ben~tits of its inv~stment In new technology
fairly soon afler Pha.."t "2 begins, because the costs and efforts of bringing up the Journal
Citation Ifldex wl11 be rela.tively low. The issues of establishing a ne;r.' PACL network are more
chaHenging, but are critical to lhc: long-term development and delivery of libra.')' services in a
digital L'1formation age.
In order to provide effecti\'e libra!)' services in the mid and late 1990s, PACL must undertake
a "umber of steps.
1. Identify one 0:-I w{; popular indexes or databases whose size can be acx:ommodated OD
the new au1omalt'd s)-stt'm \It'ith a-;; littlt' additional computer hardware as pos.~Dle.
Databases wbicb COTTC:spond easily to familiar paper services are a recommended first choice:
for pub!ic uSC:. Some Ch(JICC5 are those from H. W. Wilson an<! Information Access Corporation.
2. Subscribe to lhe dalahao;;('Cs), aoequire DYl!ix's Journal Citation l\{odule, and install tbe
database se1ec1 ed in I hl' previous step.
34 :Monitor close]y thl! impact OD 1enninot usage and availabilily.
The probabilit), is VI!f)' hi,:h that adding additional databases win create demand for
terminals, with the degree of demand speculative. The consultant believes that the more
comprehensive the databasc-PuiodiCQ:l AbslrQ.c;ts or Reader's Guid~, for example-the
greater the amount of lime the average patron \1w;1l spend at the terminal.
Adding a. single rlatabase could increase peak terminal demand by 10%, or approximately g
termina1s total. but only experience ..... indicate how great the demand wm be and how
much eff"" PACL will need to fill that demand.
4. Inaugurate. project witb the appropriate City or Palo Alto divisious and staff, with
the spedrlC goal of e!<lending Ihe C-rty'. roaxial utility cable into each b ..... ch of lb.
Librar)' eAcept College Terrace.
S. For CoUege Terrace, arrange with the Cable Co-.op for cable capacity and enemioll
into the branch, just as w:ith the City's utility cab1e. Arrange rurtber for ~xtensJon
into Ihe Main Library.
The use of Cahle Co-op r.ciJitie, is the resu}, of the Colle&" Terrace Library lying too
distant from existing City utility coaxial cables to permit cost-effective cable exterWon.
6. Acquire and instaD DEC LANCity bridges, DOW available 00 • purchase <ootrad witb
the City or Palo Alto. Arter instaJlation and testing, cut the nt1work. O\"U rrom analog
'lIoic:e-grade senice to Ethe-met.
7. Mq:rat-e equipment, such 2S terwinalSfners located temporariJy in tbe Maio Library,
oot to brandles ,,'here tbey will be used 10 supporllerminals slill in place.
lOSVH FORD AND ASSOCIATES, 1HC. ~OVE.MBElt 11. 1993
PAtO ALTO CITv UBitARY: C .-.. ,[. ... 0 PROJECT REPORr
Phase 3: Expand PACL Network and CD-ROM, Install Internet
Access
Devetoping recommendations and ~robable costs in this phase of automated libra!)' s.er.;ices
development begins to e,.ceed the anlQUtU of information that is available for firm projections.
Specifically, beyond 18 months in the current computing and communicati·:ms markels. new
developments and new improvements in price and performance make forecasting a speculative
and risky undenaking_
Despite the degree of uncertalnty ~gardlng costs, u,e consultant is optimistic regardins: the
overall a:vailwihty of compute.r and cammunlcatlons equipment within the price ran,ges shown.
As PACL mo ... es to pro,,'ide high·speed at:cess to its existing services in Phase 3, a quick
review of those services and the implications of adding new ones is imponam:. Fol!owifl,g the
recommendations in to'lis report, by !ate 1994 or earty 1995, PACL 'l/rl<ill have the following
services ill operation.
Bibliogntphic access to its current catalog via an Ethernet oetwork.
At ieast olle d!t8oase added to its new computer, with the opportunity to add more.
FoUowi.ng the installation of a robust Cit),-Ethemet network {o all branch iihrary sites, PACL
should expand its: infonnation services in several key ways. using t"1e strategy of information
services being made available through exploitinl; new investments in technology.
Proposed New Services
With its branch network largely c(tmpl~ed in Phase 2, PACL is poised to take the next steps i-'l
the network development ~ services cnhaocement processes. The consultant !.s
recommending the two following thrusts for Phase 3.
Provide pew services using CD·ROM in a centrah.zed, LAN-ba.~ environment.
Pro\-ide rntemet access on a bmite<i basis via a Dynix-supported acc.ess arrangement.
with Dynilt~S Vista. ~rvicc provlding oome full-rex. and index access..
These recommendations are based on PACL's opport"o.Initieslo build incrementally on its
earli::r work. For clilample. PACL currently U$CS CD-ROM products that require s.eparale CD
drives and servers in each l...>eation where CD products are accessible to users.. In a robust
network environment, the CD produ ... 1:s could be centrnlized and maintained at lower costs and
Vrrith fewer subscriptions required to meet public needs.
The cost :;avings for centralized CD-ROM could be subSWlliaL For cumplc, CD-ROM drives
and computer servers, tile equipment needed to access and COnned: a CD-ROM service, can
cost $6,000 to SIO,()(X) or mOT::: for a multi--dri\o'(: configurdtlQn, the most common method for
.JosEPH Foal> AND ASSOCIATES, INC. NOVEM."" 11. 1993
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PALO At TO CITy LJBRARY: .L TiNO PROJECT REPORT PAGE 33
organizing library CD-ROM 5emces_ With six branches, attempt:ng to replicate alL servIces at
each brancb, including separare 5ubscnplions or pLlrclia5es of each CD· ROM product. c.."'Uld
easily cost .$100,000 in capitaf costs, and $i5.QC() or more in recurring exp:nses. Other factors
also infh.:ence the piar.lling p:-ocess, part)!;ularty the choice of acces.c, dell'lces.
As PACL mo\-es to centralize its delivery of ete.ctror.ic information. a new requirement
becomes apparent. Specifically, se·veral factors make the use of Pers.onal Computers as
replacements for terminals more necessary in Phase J and fo!lowing. for these reasons.
CD-ROM product!. almo~ all require PC logic in the display, processing, afld keyboard
dCvlCCS with which the Co.-ROM devices are con1lC',cted. As CD· ROM products
become more heavily usc.:! in PACL. the need for pes will expand.
• The software nee-Jed to access CD-ROM and other information r~,sources will almo~
certainly follow the current trends of other fonns of computing. which will push PACL
to -deal with these lssue.s:
Use of Grapbical User !nterfaces (GUn for the personal computers themselves.
aUI essentialiy means Microsoft Wir.dows for PCs, and most system and service
providers have: already begun vrvYiding Windows-based access software or have
announced intentions to do 5(J.
While omer fonns of wiJldowing software cx.iSl:s (and windows means many
different things but implies access to separate services simultaneously ~ each service
available ()r visible or. il separate "pane"" or "window" on the u~r~s compute!
screen), including X-Windows. Open Motif~ and others, the PACL environment for
the future wili d<:pend on Intel~ Inc. based' computeT chips, Mkro~ft DOS
operating sy5t~m. and if windowing is required. Microsoft Windows_
• For these reasons, PACL will need to continue replacing and augmenting its terminals
with user devices that contain more power and logic: than the relatively simple tennir.a.ls
now in use.
It may be possible to substitute 5O<.aned diskless workstatioru or Iower-capacity Pes at a
lower cost, and tbe proposed expenses for local eqUlpme-ut include a mil; of PCs aDd
diskless workstations.
Internal Network Considerat Horn
As PACL moves into Phase 3, it will begin to expand its multi-servi;;c: LA.~ from the Main
Library into individual branches. Within indiyicuiU buildings. the d.ata communications.
equipmeru (DEC LANCity bridges) will bave cable lemrinations TeqLliring an Ethernet
transceiver and distribution cabling ;0 ind i vidual hubs and Pes. The fonewing characteristics.
descnbe a recommended branch network strategy_
10SEPH FORD AND ASSOClATES. INC. NOVEMBER 1l ~ 1993
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PALO ALTOOTY LfSRARY: CcQ..T;NG PROJECT REPORT Q PAGE'34
PAct should replace all its existing terminals in an Ethernet-based LAN with pes or
workstations.
PACL should use Data Gr;lde u;\."el 5 UTP wiring for iil1king PC'S and lerminal
servcrs.
Chose higb-qualiry hub~, 0'1" devices thai link groups of PCs to the nelwork. These are
likely co be available on City contract at a cost of appro)l.imately $i50 per PC port.
E.~imated Local or Branch Network and
Item
Re lace :erminats with some diskless w-orkstations. 23 _@ 5800"-___ .1 ___ ::$::1 gO'.~4:::()()~-_l
la", rest with PCs. 15 @SI.gSO, plus port fee, S35.3SO
Add 16 new PC.@$1,85O, LAN licen", f~users @5100 530,800_
Add dial-in rts, 8@59?5formodems.DJusrt fees an,=d.L:.h::o"'n"e..!h"n::e.::.'+-__ ::$,,12"',c:4,,00"-_--I
TCPI1P software for some work,&ations, 32@ $400 ___ $1.::2",8"()["~:-_-l
~N::&w~o.::.~~I"n"te.::.~~.,c"e~c.::.~~s~.~e~.=c"h~ne~w~n=e~t:::.~'o~'k.::.ed~PC~~.~5~4~@~$~1~5~0~~~--~--___ $~,IOO_-
New De{work hubs, 2 in all (l at Main. 1 at busiest branch) @51,OOO $2,000
Miscella.'leQUs cos!> (lns\allatlon@$3,000,Train;n @ S5~_--j ___ -,$:;;8,-",,000==-'_'_-l
TOlIes@ 8:::'=.2 5,=%~=-__ 19,177
Contin encv @ 15 % $22 ,054
Total $169,081
Table 16
In addition to the costs foOr c.x.tendLng access in the branches, some other costs Rlate to
pro .... iding CD-ROM service from a ce.ntratized location, and for providing Internet access.
Estimated lnternE't Acass Bnd CD-ROM ui ment Costs
Item Estimaloo Cost
Channel ~rvice UI-Uts (CSU) for-data transmission. 2@ S1.000 $2,000
Ethernet tnruceiver $1,500
ROt.Iter (traffic management device), Cisco 4000 $7,500
Internet: netwo:-k access and ex sian fee, Ius nix Gateway Sl.5~OOO
~CE>~~Se:::N~~~,~1~6~d~n,,·v~e~s~~~7P~C~~~N~e~r-------------------------+--____ .9,~
Cablin and other technical ui ment $3,000
Miscellaneous costs (lrJstaUa:ion and materials) 55.000
T .... @ 8.25% $3,547
Contingency@ 15% $6,952
Total $46,547
Tobie 17
JosEJ'H FORD AND ASSOC!ATE.~, INC. NOVEMBER J I, 199)
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1"'''10 ALTO CIT¥ LISR"R Y: C ':;-:: I L T ING PROJ EC"i" REPO.iI;i r" PAGE "\5
In order to connect to Ihe Internet and operate effectively on it, some access a."T'angemen: IS
required. iypif;ally, an access fee or other recurring expense is associated with the servi!;c:s of
the so-called .. AherNel" sUPfJliers of lnlemet access.
Estimaled Recurring 1\lainlenanre and Operations Expenses for CD~ROM and Internet .
Item Est imaled Cost
Annual CD-ROM subscriptions I SS,()()()
lnternet access fee. and recu mng 5e rvices c"Ost! ____ 515,000"
Maintenance c:lI:pcnses for CD-ROM and Internet equipment S12,000
Vista service fees, dat2:base licens.es, and add itiona} ~n mairtter.a..,ce -535,000
Conting<ncy @ IS % $10,050
Toea! $77,050
T1ble 18
Recommendations Regarding Phase 3
PACL faces approximately 40% tess e~pense in under.aking Phase 3. L"an Phase 2. A'S. the
fmanciaI estimates indicate in this section of the report. installing the nGlwork will COg
approximatl!ly $100,000, and each branch will COst approximately $19.000 to outfit with the
networ:';-hardware, software, cabling, and pes needed to expa.'1.d access in at high-speed
environrM.nr:_
Despite these costs, if PACL is to remain ncaT the forefront of service deli · ... cry. it will face
unnvoidable capital expense. If the ex.penses do 00{ block -development of Phase ') > the
foDowing recommc:ndatiom. penain.
1.. Growth in demand ror access devices. as ooted jn the discussion on Section 2, will
likely increase in direct proportion 10 the number or services offered and the average
length or time users occupy temiinalslPCs for info:rmation services. Prepare for sha."']J
increases in demand for starr skills and experielK'e~
This. issue will force a sharp examination of stafrl11g and staffing skill levels throughout the
development: process outlined in this report. For the 5ake of clarity, this discussion occurs
in Phase 3 .. but it has ramifications throughout the proc-ess,
Specifically, PACL will need to add skills and experience to its staff that its staff do not
currently pos.sess. Virtually all libraries entering the digital information age have found that
they need to staff accordin£ly. Among the 'key ne:oeds are the following.
Personnel expencnced in or trained :n LAN. CD-ROM. and PC technology.
Personnel experienced or tralned in Internet use, operations, and acti vitics.
I~ QJoW; In' based on serv:ices aow bei!!~ pro .... ided by WLN, 11A. ID Seattle P\Jbtic Ubra.-y.
JosEPH fORD AND ASSOCIATES. INC. NOVEMBER II, 1993
•
PA.LOALTOCITY UBRARY: Co TtNG PROJECT RF.POR1
Library and City commitment to t.-aining and !kllls. development.
Recurring e"-lL'1lination of personnel requirements in jj&ht of changing net".ds.
l. Acquir< and !n<IaU CD·ROM sen""", based on ,.entraliud CD·RO:l!",,,er(s) in tbe
Maio Library.
3. Continue to replace older, obsolete ti.'rmlnals with Pes or dtskless .... orkstations. with
a goal 01 baving DO. "dumb" terminals at the conclusion of Phase 3.
4. Acq u£re and implement limned Internet: aCCESS via aD)' nn Vl.o;t:a sen-ice.
Vista itself is not a genc:ral ired Internet acce'Ss serv ice. but docs prm:ide a Dyni:lt
compatible. interface for a numb",r of ind~es. and would represent a rela.tive~y low-cffort
technique for introducing Intemet service in PACL.
5. Use Pbase 3 as tbe appropriate point to being prm'iding 8CCl'SS services to other City
or Palo Alto offJcts , and 10 the Palo Alto lInined School District 00 a d"trect access
basis.
los:EPH FoRD AND ASSOCIATES. INC. NOVEMBER 11. 1993
P'A! . ..o ALTO CITy LrBRARY~ G PR.OJ ECT REPO~ T PAGE)7
Phase 4: Expand Networking Access to Fulllntemet, Add Regional
Links
This phase continues the efforts initiated in Pha~ 3. and adds two speciflc services. as its
primary goals: generalized access to the Internet, and C'ol"'.nc\.."1ior. to regional or local networks.
The Internet may require s.ome introoucrioJ1., but its comph::x.i~y and Ti ch ness defy easy
description and are beyond the scope: of this projC(."L ft is sufficient to say that the 'Net, as i! is
sometimes called, is the progcrutcr of the .. Informa!il)o SuperhIghway" de~ribed by President
Clinton and Vice-President Gore. Scme statistica1 and service-relatCil far.ts about ~he In!e..~t
are as follows.
• The Internet is an iniernational network of computers, ""i.th more than 40,000
computers attached.
• By CSlimate, more than 1.5 million persons per day access and use the Internet.
• Traffic on the network is measured in "p:ickets" of information, and in mid-I992,
tho.se information packets grew at L~e rate of 25 % per month.
• The Ir.lemet provides se .. 'eraI basic .5eI¥'icc:s, including electroni c mail. remote 1Jgin
(Telnet), and full information trM"..sfer between computers (FfP).
• 'The lnternea is expected: to evolve into the National Research and Education Network
(NREN), I. cornerstone of Ine Administration·s High-Speed Computing and
Communications stntcg)'.
• Most institutional involvement in the In;emet has I:Jeen with higber education and
research and development organizatiom (Including Stanford University and the
Sranford Research Institute), but a growing number of public libraries are now offering
Internet acccs.s.
Phase-4 of the PACL plan would ma.lce Internet access availabte t" PACL patrons, whether in
one of the library brenches or not. Specifically, with tl1e appropri ate equipm~t!.t and
organizatior.al registration, PACL and its pauons a..'1d staff could all have Internet access
available to them at any PC connected to the PACL network, and potentiaHy at any terminal as
well.
Some Denefils of I nlernel Access
Cummtly, more than 300 libraries. primarily academic. make their cataiogs availab!e on the
internet. The long-term outlook is that most lihraries with automated sy~ems will eventually
link i1'..eir automated systems to the Internet, providing a host of benefits.
For PACL, which has as an interest the potentia! development of regiOnal library access and
resource~5h.a ... ing, the benefits might be as fellows.
JooePtf FoRD AHD ASSOCJATES, INC. NO\'EMBllJl 11. 1993
PALO Ai TO crtv USRAR):': COa T L~G PROJ ECT REPOR T Q
Access to lib!"3!)' catalogs in the Bay Area from terminals or pes in the PACL
branches.
Access, flJl1hermort. (Q library catalogs worldwide.
• Potential teSQ~rce-sh2.ring agreements for col!ection development and emphasis.
Use of an em::rging S1;mdarrl for bibllo~raphj.;: access, known a[ this time as Z39. SO, J4
which promises. a ".s.eamless" interfac.e for users of networked Jibra.ry systems.
Ac-ctss to L'le filiI range of commercial, academic. institutional. and illformational
services avaiiabJe on [he tnternet.
Making Full Internet Access a Reality
The ronsultant: assumes severallhings regarding the PACL Internet link and Internet services.
• PACL will a~uire the tsutk of the technical operations services from I supplier. rather
than uooertaldng chose operations. within PACL
• PACL win face a :substantial training and skills development cost when it makes Internet
service available on alJ computer de'lo1ces within PACL.
Patrons demands for training and assistance with rnt~ use will be astonishingly high,
For purposes of describing I. potential linkage for PACL, chI. .. 5eClion includes current
equipment designations and costs. It is important to note that, as with Pes, this area of
computing and comm: . .mications is evolving rapidly, and L"le types and costs 'Of equipmeru and
Internet service. in 1996 ouy be very different than in late 1993.
ll'1C remainder of this page is blank to keep Table 19 on a. single page.
UZ39 .50-1992 ~ dJe official desl,W"",D of a slandliid in develcprne-:ll by the Naliooal Information StAndato:h
OrgWutiOIl, N1SO, bd bei.DJ!: tested by a Ilolunber ur Iduuy .oy.stem veOOors and un;VersitleS. The-z....~.50
swwbrd: will i.tIcorponte the P[~ model of the Open Sy§tetlts InterronnecllQIl. a 5eW'II·layered s.eI of
c:oozpucer and coamn,uajcalion.s SUDdanl .. lha.t win eventually pt'1"llli1 • v.sc.r of any rype of compiler to ~ aDd
use.uoc:her type or IIl8lII.lJacn.rer"s computer ID l.seamless (asluOII. witOOlrt requiring previous browledlt of the
Ofber type of computer Of" IU cnmmaDds.
10sEPH f"ORD AND ASSOCI" TES. II'<C NOVEMBEA ll. 1993
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fALCALTOCITY LIBRARY: C/~\ UINCi PROJECT REPORT <.::.,'~
F.stimated Ca ital E. nses for U radin Phao;e 3 Intemrt Access 10 Hi ber Ca it .
Item E!itinl3ted Cost
CSUIDSlJ u $3.000"
Access lin\;: u rade ______ S 1,000
Additional TCPIlP softwa....--e for all user devices. 72 @ 400 _____ f-__ $2a.a~
Additional ~~ fees and licenses 57.600
Taxes @ &.25% $3.333
Contin eocy @ 15 % $6.560
Total
Table 19
Est imated Recurrin Majn~enance a!1d 0 rat ions E
Item
License fees. for electronic databases (Estimated)
Internet 1mka c: and :o.ccess fees
Data link and maintenance ex nSCS
Cantin ene @ 15%
Total
Table 20
Linking to Regional or Local N elworks
550.293
nses for Pha~ 4 U rade.
Est imalet! Cost
S1O,ooo
$12,~'6
SIO,ooo
$4,&00
$36.800
The final element in Phase 4 is the: development of linkages to local or regional networks such
as the Smart Valley Fiber Project. The bigh probabiUty exists tbal PACL wiD cooperat.
with other" libraries and with ofher branches or divisions of Palo Alto government, and
that mnc:b of the planning Bnd central' equipment issues will not requin-PACL to
undertake either the linkage planoiDl Oi"' expen..ces by itself.
The table describing costs is therefore highly spcctll<ative, but pro .... ides I pLanning point for !.ae
in projec.ting expense~.
The ~maindef of this page is blank to keep Table 21 intact on a single page.
Isna.e OOQ..OQJllUt bel)eve~ lh.!.t aD upgrade to PACL's Inte:net ~ clreWl may br. Deeded wbeD IJl.QSI de..,ires
"Vo"i1hlu PACL CD pWVllk lateroet Krvi~. The upgrade woold affect boc.b -equipmeeot ud the lioJ: il!lelf, .and
~d include improvillg the hnt's transmission nue from 56 Knps In 1.:5 Mhps
16-fbese fees are aD estllr.llt~ of the CO$ts (or bAving full LDten:.e! support.aDd ~s ~s:ed by a sc..rvK:e
providu .
.IoSEPH FORD AND ASSOCIATES, INC. NOVEMBER 11, 1993
PALO AL10 CITy LtSR"'RY: C
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. _1ING PROJECT REPORT
Estimated lL ionaJ Bac"kbone Costs ror Phase 4
hem Estimated Coo
·cal Tooter frJr connec;uon to fiber channels $12,000
ical-e\ectriC"al conve;r5ion e uipm~~_~ ____________ + __ -=$-,-\G"",ooo""'-_-1
Fiber OOmmUnlC81ions link to re ional or City poi!.!!..~..::_~_t1_-:e_ SIO,C()()
Construction ex nse:s ___ :525.000""-_--1
1m l~men!:ation and ~tut u.p fees $15.000
Pla..l1ling and manaoement costs $i5.000
Annual maintenance and 0 l'atio71.s. firs! year _$25,000 1-:':;"''''''''::'7::'::::====''-==-'-=-,------~T~u~~~@~&~,2~5=%~~---------------r_---$9,2W-
Contin ene)" @ 15% $18,186
Total 5139,426
Table '].1
Estimated Recurrin Maintenance and 0 nltions Ex IlSl'!'ii for R ionaJ Network Links
Item Est imated Cost
Annual user feei 55,000
Annual network access fee 510,000
Maintenance ex nses for COlli men[ $6,000
Contingency @ 15 % 53,150
Total 524,150
Table 22
Recommendations Regarding Phase 4
1. PACL should make generalized Internet sen-ice a\'31lab1e to its CrM!uts by late 1990, as
planned.
By I~e 1994.1ntern('t 5ervice in large public libraries will J:.ecome increasingly common,
as will service to indlvidual' 5 homes and places of business. For exarnple~ Seattle Publtc
Library inaugurated Internet access at most of its pcblic tennj:naIs in the summer of 1993,
and th<: trend among public libraries will acceil:'.fate in 1994.
2. Prior to making the commitment to IntttW& service, PACL should undertake a
thorough review of its access options and select an "'aiterna1h'e access provider" w
link PACL 10 lb. Internet backbone.
Cunmtly. many educ-ational orgaruzitions using or accessing the Internet do 50 through a."1
intermediary academic consortium which consvnia were part of the original deveiopcrs of
the Internet. Such £"o:uortia generally do rnx provide service to non-educatior.al users, and
a growing number of alternative providers are now pro\'irling "on-ramp" service: to the
Internet.
JosI::PH FORD AI'lD ASSOC[A. TES. IN C. NOVEMBER. 11. 1993
, i
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PAwALT0CTTy LrBR~.RY' TLNG PROJECT REPORT PAGE 41
3. Because much or the di'scussion of stn'k.-es will depend on PACL's resources and its
patrons' interests, PACL may elect to provide subsctoij; of Internet service, ratber than
the run rangp or Sf't"\-ic6. in part to limit \4'orkload on starr~
Providing th.: fun range of Internet .servi~e:s as a domain. with Domain Name Service, may
require more: co!'t and effort than PACL wj~hes to as"surnc-. As an alternative, PACL mi.ghl
contnlct for Domain Name Service: with another pnJvideT. PACL may aha wish to contract
with another provider to maintain accounts, provide electronic mailbox.es and directories.
for p2tt0n5 and staff, and even to manage the enti ... e Internet operation. Maintaining a full
Internet host operation by itself could have a substantial impact on PACL's staff.
The potential for the Cit), of Palo AlhJ to provide. whether dire.ctly or through a contracted
service from an alternative networ..: access supplier could be a nluabk .:ontnoution to
PACL's bternet se:ryicc_
Ex.pC'-et to pay fo ... access serVlces. domain servjces~ or other management services. whether
provided by a commercial suppitc:r or the Cay.
4. Fmally, the potentia] ror regionaJ oetwork linkages could make a substantial
corrtributloD to PACL. Such a link could bring gonrnmeDI intormation, dlrect access
to reg;oDal library catalogs, and a host or other services.
JosEPH fORD AND ASSOCI,\ TES, INC. NOViMBER 11, 1993
• illft
Q P"GEIl2
Phase 5: Deliver Information Services Directly
This phase of the development plan is high!y speo;-uiative in vLrtl.lally all regards, including its
technkal feasibility. its cost-effectivcne~s, and Lie ability of PACL to conduct w!1<l.t may be a
Caunting task.
~spile these caveal.,>. the cLirrent rapid growth in oq;:aniz:a!jonal capablliry fcor inno"o'a:ive
information servicesII' suggeSlS thaI the communh;:atioru indust.ry will provide ::he abihty to
transmit infomlation to and from the home in a high speed form. The lJ"aJ1!imissi>Jn medium
may lOse either the telephone c-.Jmpanies' "local loops," (th.! wiring that curreN!)' (,.'.ames voice
slgnotlS in.lo our homes), or televisioll cable, or some other cOiWtyance form.OlI hkely to be
based on fiber optics, but one of these three media willlikc-1y make two-way data transmission
po.sible by the end of the decade.
Potential New Services
Again, the consultant "",ishes to enlphasize the very speCUlative nattlre of this discussion, but
a1.so to note-that the specUlation is base-.d on professional experience dating from the rnid-1970s
fOl"¥r'ard, .and or. ~ clo~ fo!lowing of de ... etopments in the tetecommunication5 and data
transmissioo industries. If the specUlations regarding I1t;W cable-based ser.·ices are correct, the
PACL might be able [0 pro\'ide !he following services directly to users in their homes or
businesses.
ACcess to all library information services th.ar: employ or deliver electronic information.
Full-text of information for special patrons or shut-ins.
Bi-directional video, permiuin,g patrons ro seek reference services. from staff on a face
Io-face basis.
lrrJage ;md data trarumi ssion, perm [thne the staff [0 send the materials meeting the
patron's reference needs back to an information appliance ir. the patron's home or
business.
linkages from borne to library to the Internet or its successor. making the resources
aVallable in [he larger world dcli"erable directly to the end user,
• A host of other capabilities not yet described.
17 A tarJe body of evickcre SU.lUleslS [b;.U the ,EWlts ofL'te telerommunicatioll.~ tooustry .re J'OSliJocil1,g themM-l ... ~
for.s.ervice otferia8-' tW&:: would permit PACL In deliver library SCr...-lces. to the bolDt. Some of Ihe evideDCe
iud_ IhI: joiDl-vefltllt'(" partnerships between Tel, • major ~Ic eelcvisi{lll surpJif:r. lAd USWest, the regional
Ben ~, COrl1pLIIy i.o. dle upper Midwe'5ol ud the NortJ-.weJ!I; Ihe IIpp.ateJU buyow of Mce. ....
Tdec::omouJnicaIioflS. (joe of the DaIIOlJ;"S largest .cdlular tetepholle C'OO%pUles, by AT&T; aad the seveM leSt sites
fOr ~etac:tive cabSe iJtfonnatioc services sucb as GTE'.s Lm. Cerrilos Lest.
The trade liler.ature aDd lecilllical press i4 th.est-iDdL1Sl:rns is-replete ~Ib dl.scuWolU of the tecb.i;:al burdle:s ar.d
cbe DC!&1-frutit developmelll of staDdards ud pmtocols :needed 10 make a funY-Wlred illfo~ljon scNice opente
ar Ebt' IDWlicipal Of" corporate k ... :oj.
JosEP'H fORD AND ASSOCIA 1ES. INC. NOVEMBER II. 1993
PALO ALTO CITY LIBRARY. C(¥ln{NG PROJECT REPORT
Barriers to Success in Phase S
.. ', .. '
PAGE -43
The breve new world ofa wueJ c!ty. with the: libra.y as one of many information n'Jdes, is
not an impossible dream, but a ,c;.ignificam number of barriers ex.is~ to achieving the dr.:am,
• A need for nl!'W information devices-~information appliam;e" is iI: phrase gaining
acceptance-that do OOl yet ~xist, to permit accessing a.'1d us.ing cable-based
information servi.:e~ effl!ctively from the home or bu:siness.
• Substantia! support from the providers of cahle infomlation SCTVlces, induding the
ailocation of access c:hannels or time for PACt.
Substaruiai pl'.)bable expense to develop or acquire ,able-lransm ission CAiuipment and
software.
Probable substantial e",pense for liccnsing informa~i{)n set"\' ices to be delivered to
hundreds of users. simultaneously on a ,able·based system, as opposed to a few dozen
at a time ir. a networked environment.
Very high degree of involvement by staff to prepare themselves and their services for
access and use from homes and businesses,
• Potential competition from commercial information providers, who may resist the
notion of pubEc agencies offering services oompeting witil the private settor,
• Need for support from City administrative and political bodies as PACL moves to a
very new type of 5en'1C:C: delivery.
Overcoming these barrir-rs will be e task involving much more than PACL '5 efforts.. The many
organmuions with a stake in the development and implementation of home deli\lery will ail
want to comrnc:nr: on and influence the st~ps required. and PACL will have to negotiate wit.'1
such organizations to provide home lJelivery.
Probable Expenses Dillieu It to Estimate
Because of the wboUy 5p"'....c\Jlative nature of Phase 5. the consultant [){)(es that the following
e.stimate of costs for the phase cannot be used for planning or budgeting purposes.
]f developers of the equipment needed to provide home information delivery and suppliers of
services cannot create cost -effeeti ve access devices. then the services will not be profitable.
and prcfitabiljty will be a critical requirement. rt is Instructional to look. at the decline in costJi.
of complamg equipment and ct:lIular tele_phones in the last: two years. rt is likely that the same
economies of scale and forces of competition will make a wired com munity eooncmically
viable by earTy in the next century. ]f these speculations are correct~ and ~.t" P ACL continues to
piaya major role in filling the communiry's information needs. then Phase 5 will be a logical
nellt step.
JOSEPH FOR.D AND ASSOC"LATES. INC. NOVEMBER II. 1993
PALO ALTO Crr.,. l.JBRARY~ c¢ 1/.NG PROJECT R.EPORT
Estimated CB ital Home Deli\'f'n Costs ror Ph.a..c;e 5
ltem Es1imatffi Cost
Cc:ntrai network 2.c;;ess vidC'Q and vo;re c"n.:;:"::.fO::;I",I<"r __ .___ -L __ $~5"O" • .::OOO::':-_--1
Netwonc acce>s link ___ -=--=--=_1-1 __ 'C'$2c=5",.OOC~---I Interoo~cdon to home cable facilities I 525.000
Construction ex nse!i S2S,(X)()
~lm7.xp~le:::m~e:::n:::ta::;t7io:::n~.~n".d~&~an~u~"~'.::~::;'s~ ________________________ ~----~S~157.~COO~--~
Piannin and mana ement costs S15.0Cl0
Annual maintenance and 0 ra~_olis.!irst __ x.~~ ________________ +----...;$c=2:::5"."COO"'.'_-
Contingencv @ 15% $27.000
T otaf 5201.000
Table 23
Est imated Rccu nin Maintenance and 0 rations Ex nses ror Home Delh'e .
Item Estimated Co<!
Annual fiber cabte access f~ $.15,000
Annual usor foe SIO.ooo
f-::M;Unt~·7"e"nan"""..,:::..:e".'Sn:-:seO"!s..:fo::;r:...e<j::::t""ip~m=ent",-__________ S15.!XXJ
CoOlin en @ 15% S6.000
Total $46.000
Tah'e 24
Recommendations Regarding Phase 5
1.. PACL and the larger Pa!o Alto community will be aware of the opportunities berore
they caD be implemented, and will have time to asse5.'S the community's interest in
mo\'inJ!; to home Iklivery or information sen-ices. Sum an assessment is the fU'St step
in developing home deih-ery senice.
2~ If. large Dumber of successful alJiances and business arrangements wiu be necessary
heron any such servn can become reality. YACL and the City or Palo Alto wiD De«!
to eurnin.t t~ state of Of'ganiza1ionat preparation as 8 second J"e.1:IuiremeDt.
3. Maintaining pri\'acy and other civil and human rights issues will weigh beavily in the
equatlon, and aU parties must. be in agreement that the proposed senke will oot
-. a real-nre parody or 1984.
4. Cost and benerrt analyses would precede any such developmenl as a logical fourth
requirement.
S. When all the required preJiminary and planning sttps are oomplete and satisfactorily
resolved, PACL should move to offer information senices directly to the bome aDd to
bU~Dess.
JosEPH fORO AND AsSOCIATES. INC. NOVEMBER 11. 1993
PALO ALTO an UBRARY: .. ~_ lTH..:G PROJECT REI>(Jp'1 (,
6. The Library will nee.! 10 rt!visit its automation plan during Phase S. to 'ferU.)' D~'
direction and examinf' ils service deU\'ery plans in ligtl, of cunellt trc.hnolog}'.
Cone! usions
PAGE' 4.5
Palo Alto City libral') has the reql<isite combination of potential demand for services and
opportunity to provide lhrn:.e seIViccs in a sophisticated Silicon Valley 5oetti.n,g. Thl! plans
identWed in t.;is report emp1cy mein-strea.-n techflC]ogy. s::andards, a'ld technical planning for
automated 1 ibraT)' services.
The altf'matives to DOl undertaIJpg an automlltion development project of tbe type
descnbed in this report would graduany isolate and Muce PACL's cultural. social. and
educational roles in tbe community. which are e\'id£ntly much ,'aJufil by the citizens of
Palo Aho. Based on the usage rates of CU!T'e11t PACL services. and the comments of citizens
involved in library matters. rhe COn5tJ)tant believes that judicious implementation of a planned
and phased proje..."t as described in this report would rccei ve substantial patron support.
The project invol yes a logical progression of upgrading the obsolete PACL computer,
I..opgradin& the networ'" tying the compute r to branches and patron and staff terminais. and th::n
building on these key investments to provide additional information se",ices. Some of these
:servi~ are currently available, and some are waiting in the wingl for development to
conc1ude. All the scr ... ic:s Cescnbed in Phases j through 4 are in some state of deployment in a
1ibrary setting. and an are iikely candidates for expansion as sen-i.cc provider.s. 10 public
libraries.
By the-late 1990s. the environment descnOed in this report will almost certainTy be fairly
commonplace in hbraries. Many libraries serving larger populations have already begun the
tra."'1Sition outlined in this report, and P.",Cl.. will make thai t:ransition. as well.
A critical factor in the succes.s. of 3J!y such plan will be thc support given to Director, staf(
and patron~ of PACL. The consul tant emphasilel agil n the nc:e<! for skills development and
budgeted financial re.iOUTCes to make skills dcvelopment and staff experience a reality when
the tec...,nica1 pha!.e5 of the project are bunched.
Funher~ .since the: plan has a series of steps that invoh,'e making investments in technology that
will age over time, just as the current computer system hiLS aged, the consultant urges the
dt.vclopment of a depreciation fund. Such a fund would accumulate an amount budgeted each
year in anticipation of replacing major capital item s at the end of their useful llves.
Finally. PACL has been near the forefront of service delivery, and will remain there with
careful planning and impJemeotatiun of the project descn"OOd in this report.
Jo5EJ>H FO!w A."'D ASSOCI" TES, INC. NOVEMBER 11, 1993
,.' "~,'"
PALO ALTO CITY l.JBRARY: C.lTlNG PROJECT REPORT. APPENDt>.: A.c) PAGE Al
Appendix A. Graphical Presentations of the Five Phases
Following this page are slJC. graphical presentations, pottraying the r.:urrerH computing and
comm:.mications environm~nt at PACL, and ~h~n stepping through eacb of the five pi:mning
and de:::\lclopment phases.
In reviewing the content of the prescnta!]ons, several conventions are employed. as graphic)
"shorthand," M.d are described 25 follows. The stippled boxes occurring ir. each pre.!oentation
represent a branch or servIce location within PACL. Heavy black l:nes represent coaxial or
high capacity network cabling. The thin black hoes represent either serial cabJes or
"unshielded: twlste.d pair" (UTP) cables tha' link umninals znd Pes to networks. Tit;:
"ligh~enin,g. bolt" line. represents a leased tclephone line providing voice-grade 5enices
modified to transmit dig ital data.
Coaxial Cable SerlaIlL1TP Cab!. Leased Line
For plmning purposes, potential library service provide" such as .'0 Palo Al,o School. migbt
connect in Phase 2 or Phase 3. They would Hkely connect in a manner similar to a branch
library willUn PACL.
JosEPH FORD AN D ASS<X:"LA u.s, INC NOVEMBERll. 1993
,.
,~ 0
Current Environment: a
Analog Communications Using ... :.
Modems and Multiplexors .: .. . . ..-_._--.--.
Low-Speed
~ Analog Phone
¥ Lines (9,600
UN1)(
,-
Phase 1:
Unix Operating on Existing
Analog Circuits with Ethernet
.0.-.... ~ ._+ _~. " __ ._
low-Speed
/ Analog Phone
/ lines (9,600 bps)
,/
:;~
-~'.
"~~:l
,',C'"
PAGE A3
-.
o
Phase 2:
Unix and Ethernet Operating on
City Utility Coaxial Cable
Ethernet Cable
1
I'
,-"%14
""-'-
".~ "-....."
TI
!!
r ........
1 u MSPS Coaxial
Ufili1y Cable
PAGE A";
«\;l:
j .
Phase 3:
Unix, Ethernet, CD-ROM, with
Dynix.Provided Internet Link
" -,.'<-' ---. -_ ... , .• -
Ethernet Cable
!
. ------'----.--
g
R_
"""'"
H ?'
Te'ftINlStrwr ,
""-'odlo_ .....
."
\ , . . ' .-
PAGE A5
I
---il ==-c ____ j
o
Phase 4:
Unix, Ethernet, CD-ROM, F.ul! I
Internet, and Regional Li~~
... _~. ____ ~____ l! ... '
DEC LANCII:y
M.J"" L!b:iI,),
Brl<:l~
Tetmlr>il: s.t<"~
~"'SIo.a;-jl'
......."
Et.'>emet Cable
1
DSU;C su DIg~~ -
PAGE A6
Regional
NetworkS
'" .
"" ,~~, i\t.
___ r_ .. _._ Phase 5: I\lPAGE A7
Unix, Ethernet, CD-ROM, Full Internet, Regional Links, and Home Delivery
UN11,w,lh
Journal C!l~I;on
I"de~
OEC LANCIIy Main
libtary Bridge
Termlnll SIINlr
Mttll1glng Dilll·ln
t.1od'm~
Ii" -~ '-.: -;--;-,-'il
TIIaYl,iOO·nl'l
Con\follilt
Ethernet Cable 1 T~_
DEC 'ANelly
filmlll:.6"f'~h B,..,.
II
\J
T ermlnlj S61Y*r
Coowrt«l to Prlntl!
S_
High C.pacUy
FibfrOplic
Cable lor T.le\llslon
/~
'i'~/,"\::,;i:;?";" '." ",' \.
'.,,-
•
.~
I
, ~~" ,~,'
1
I
.--~-'~-
",'l'£NO.X ll; PM.Q ALTO CITY U!lRA1>.'i COST l\STIt.\ATE
PALO ALTO CITY LiBRARY: ESTIMAT£l) AUTOMATION EXPENSES, Phases I .4
Proj~too CBpltlIIand MamIMaJ)U and Opel'atlng C~
F,L ""ASK" ! -<I CAPITAL &rut 1\1 ok Q CD81'S SUMMARY
I. Ph....,. I •• : T.W C"I'io:aI Cq<t. ~4II.l%
PAGE III
1. """" ... I ·4: 'F&t1tl I",,_al M '" 0 eM!, 7.'S,YI? ""'~7 No~: C«mula!<'4 M 8; 0 Cost, illeluo. 6 5%
3. Ph ..... I • 4, T.ta1 C"I'io:aI_ M &. 0 C_ 1,711>,1B arrmml hlclea..~ in second and fanowin£: rcat!L
'B. J'UAS£S I • 4 CAPITAL COST.'S {It 'YEAR
\. Ph .... I Copi!.' <Ms..
2, PhAS'e 2 C'pS~~ C~
1991-94
24l.!b<)·
/
1~9MS 1995-96 I~~H' )'97·9B 1993.99T'1'Ola(]
241,160
;m;789
3. rn"". J Copi") COSfS 215'{;28
4. Pt. ... ." C'Ili«1 COSfS {Sprel>rl 0I\U.1l! 0'" j"o Y""t..L-94,860 94,860
S. Tatol Cftl'lW COSls • 241.160 Z'),1$9 215,628 94,Wl 94.~~~
./
[c INCREMENTAL M &. 0 cOt,'rii!iv ,(FAR'" 199.1-9.
1. Ph.", 1 Incremenm] M " () Cu..<t< list Y...,. IloId) 19,174
2, Ph ... 2 1""' ....... '.1 M &: () C<>SlS {lot y",. Iloldl
3_ Pha.", 3 In"""",.,,) M" () C""t. (1st Y_IloId)
1994-95
Jl,~n
Z4,1\35
1995-9~ 19%.97
33,092 35,2-43
25,597 27,261
17,\lSU 82,{);8
"1:11 A.7r;, 4. I'~",,~ 4 Im;",mom.! M " () Coo;, {hi '1' ... Bold; ."r ... d uver I ... ,.a,,) __ , ...
S. Tol8ll ............ laI M " 0 CD'" per Yeo, 29,176 5>,107 IlS.7J9 tlZt.1J.fl
1997·'~
.17,534
29,U3,1
S7,392
lQ,475
l8.; .. 34
293,789
215.6ZR
18'1,719
940.296
l"g.99 L'rOI"iJ
39, '17,' 20o,O~1
30,920 Ll6,R4i
r;3,073 .J)'l,57J
32,450 93,406
184,434 'l75,917
':"':'''-. //
',.I
I()04._0~ I~_OQ \1 In, ANNUAL CAPf'/'AL & INCREMENTAL COSTS 199J·'" 1994.95 199$·96 UN" ."" __ 199A.99T Total I
:~; 1. T.l8I Ann""l C_ 170,JJ4 l4Il,8'}l; lSI ,M? Z~9.~97 27-9 I Z94 184,4)4 1,116,7.1J
--.---~-~~
N(JVE'>1RER 11, 1993 ImEI'tll'rnm ... ''0 "'~lC!"'Tl'S, INC.
,. ,
"
;.r-
?~:>;~
, ("
-;
j.
"
,~~-""
"
'l'
. ",'
_._---------------.-----------
APPENDIX C: PALO ALTO CITY LIBRARY PROJECT PHASES PAGE CI
'''' -",;; i! ~ rlili~-I'" ~M--'lm-'-IMO * bh J!' N..... _, " 'Rill"" -, iliW.J/!tIi!/ik@JE!>w...:h~'. ~
, 1 Palo Alto City Library Auto ...... IIOQ !'Iannln8 Ph..... I ,I i II
2 _ i' I I
3 ~~!p~~",nt UlHmate ~~puter _.~_____ I
ti-t"", .. e 2: n~cln P~CL ~.t:Ol'k-::I~~e:~===--MBbaJ II
[%";-"I;;:] ~ I Phase..3'J'~I).nd!'~L.N.twor.k .nd-<:D-RO~ln.I.I'-!~I.',.netJ'
---._--,~-~.--------------~--------
9 1'h,,!,,_4' Expand Ne"'orkio'l!_~c~ __ . ___ .. "_ .. _ .... __
10
------~ .. ---------~----------... ---------... -
!~ ~ ... ~'.!l<'II~er!nronn.t10".IIlrecll~ 10 Ho",-~n<I,IIIJSi~es5<'!..i
CZ::--:-7~ _~J
[ ---
,
"-9\
ted' ! ;~ Automatlon Jmplementation Phases lind Timetlne
bPH FORD AND ASSoCIATES:,INC,
'1 ~:::::l(AI G4~ZZJ
, PtOlrflSS
J. \1'
I
.---.--.-.------,-~
Milestone •
jt.Ued Up
Summitry ~-==-----.-J NOVEMllER II. 199j
-.
,~.: ,
"
<~-,
Hardware, software,
supplies, se,rvices
5 year software and
hardware maintenance
GRAND TOTAL
12/29/93
RFP FOR LIBRARY HARDWARE SYSTEM AND RElATED SOFl'WARE
PROJECT 147853
(DYNIX SOFTWARE OPERATING ON VARIETY 01' COMPUTER EQUIPMENT)
DATA GENE&A1. m:c Ire
$193,025 5191,837 $188,248
ru:i..1J2 $147,640 $149770
$348.755 5339,477 $338,011
I.IS.MItiJ
$197,652
S~
~'1.677
~->.
',Cj
~
" " ~
o
•
<'
,
"J" . ".."
,~~~~~.~;.~. .~L_.
Appc:nrlix D
ORDINANCE NO~
ORDINANCE OF THE CCC~CIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL y~~ 1993-94
TO PROVIDE AN ADDITIONAL APPROPRIATION FOR
FUNDING AND CREATION OF CAPITAL I~~ROVEMENT PROJECT NO. 19413,
·LIB~~Y AUTOHhTION SERVrCESP
WHEREAS, pursuant to the provisions of Section 12 of ~rticle
III of the Charter of the City of Palo Alto, the council on June
21, 1993 did adopt a budget for fiscal year 1993-94; and
WHEREAS, Palo Alto hired. a ':::oi'lsultant to evaluate the life
expectancy and cost-effectiveness or the c\l!':rent ltIail'lfr-atce computer
used for virtually all library operations; and
WHEREAS, the con$ultant recommended immediate replacement of
the current Library computer due to its age~ lack of replacement
parts, and 9~owing maintenance difficulties; and
WHEREAS, the Palo Alto City Library concurs with the
consultant's recommendation;
now, THEREFORE,. the council of the City of Palo Alto does
ORDAIN ~s follows;
SECTION i~ Capital Improvement Project (CIP) Number
-Library Automation service~s· is hereby created~ The sum
Hundred Thousand Dollars ($200,000) is hereby appropriated
!1umber 19418, "'Library Automation Services ~ •
SECTION 2. This transaction will decrease the
Stabilization ~eserve f~om $11,314,370 to $11,114,370
December 3:, 1993.
19418,
of T-oIIIO
to eIP
eudget
as of
SECTTON 3~ As specified in Section ~.~8.08C(a) of the Palo
Alto Municipal Code, a two-tnirr:ls vote ot the City Council is
required to adopt this o~dinance.
SECT~ON 4. The Council of the City of Palo Alto hereby finds
that t~e enactment of this ordinance is not a project ur~er the
California Ellvironmentl11 Quality Act and, tt .. erefo:-e, no environIllcn
tal impact assessment is necessary~
SECTION 5.
Municipal Code,
3.doption.
As provided in Section 2.04~375 of the Palo Alto
this ordinance shall become effe~tive upon
INTRODUCED AND PASSED:
AYES:
....
NOES:
ABSTENTIONS:
ATTEST~
CTty Cl~e~r~k~--------------
APPF,OVEU AS T~ FO~~:
Sr. Asst~ty Attorney
APPROVED:
Clty Manager
D~recto~ of Finance
Director of community
Services
hl'PROVED:
Mayor
'".',