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MOTION AUTHORIZING RELEASE OF REQUEST FOR PROPOSALS (RFP) FOR AN ONLINE PERIODICAL INDEX SYSTEM FOR THE STOCKT0N-SAN JOAQUIN COUNTY PUBLIC LIBRARY
RECOMMENDATION
It is recommended that the City Council adopt a motion authorizing a Request for Proposals (RFP) to provide an Online Periodical Index (also known as an online index of magazines and journals or online database) for the Stockton-San Joaquin County Public Library for a five year period.
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SUMMARY
The Library's current contract for online index services expires June 30, 2014. The Library is requesting authorization to issue a Request for Proposals (RFP) to enable it to continue an online index to magazines and journals, a service that is much valued by its customers. This core electronic research tool provides access for San Joaquin County residents to do their research around the clock from any location.
DISCUSSION
Background
Following a RFP process, the City awarded EBSCO Publishing of Ipswich, Massachusetts a contract for its database package for the five year period, July 1, 2008 through June 30, 2013. (Council Resolution No. 09-0102, adopted on April 14, 2009.) The EBSCO Publishing database package includes a rich variety of 27 databases on topics ranging from general interest to business, to consumer health, to legal information, to psychology, professional development, Literature, points of view, and company profiles.
The original contract with EBSCO expired in June, 2013 but included a provision for a one-year extension should both parties desire to extend the term of the contract. In June, 2013, the parties agreed to extend the contract term to June 30, 2014.
Present Situation
An online periodical index with full-text articles at the Library has greatly enhanced customer convenience by providing, on a self-serve basis, timely and efficient access to popular, business and trade, and academic magazines and journals. From any computer in the library, or from home, office, or school, library customers can search for a magazine or article by key term, author, or title. The index allows customers to email articles to themselves and also allows staff to email articles to customers who are unable to come into the Library.
The Library's current contract for online index services expires June 30, 2014. The Request for Proposal sets forth criteria that will continue many of the features of the current contract including availability from the customer's home or workplace over the Internet using customer authentication screening via their library card. The successful proposal will be an index that integrates with the Library's catalog of periodical holdings and search modules for easy customer interaction. Full text, breadth of coverage, and subject searching remain part of the required scope of services.
Selection Process
Proposals received by the City will be reviewed by a Committee made up of staff as deemed appropriate by the City Manager. The selection of the most qualified proposal will be made using a scoring grid that rates the proponents on the basis of subject coverage, backfile depth, ease of use, special features, relevance of results, speed and printing/email capabilities. Upon the Committee's final selection of a contractor, a recommendation will be forwarded to the City Council for approval.
Selection Timetable
· Advertisement: March 2014
· Proposals opened: April 2014
· Recommendation to Council: May 2014
FINANCIAL SUMMARY
The current contract will expire on June 30, 2014. The estimated annual cost for providing the service is $60,000. Funding commensurate with the estimate for the new contract will be a component of the 2014-15 SSJCPL proposed budget in the 041 Library Fund.