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Home My WebLink AboutSR - AGR-4384.A.2 - SECOND AMENDMENT MIGRATION TO UNICORN SOFTWAREAGENDA ITEM 1. SUBJECT Second Amendment to SirsiDynix Migration to Unicorn Software License and Purchase Agreement (AGR #4384) for maintenance and support of SirsiDynix online library catalog software. 2. SUMMARY In 2003, the City Council authorized an agreement with SirsiDynix for online library catalog software licensing and annual maintenance and support. In 2014, the City Council authorized the first amendment to this agreement which capped the annual increase on maintenance and support through June 30, 2019. This second amendment adds a Software as a Service (SaaS) subscription to address critical operating system and database end -of -life issues, as well as Windows 8.1 incompatibility. Costs are $13,300 for one -time data migration and $9,524 for annual maintenance for SaaS subscription, for a total expenditure of $22,824. 3. RECOMMENDATION Approve the amendment and authorize the Mayor and City Clerk to execute on behalf of the City. 4. FISCAL IMPACT Funds are available in the following accounts: 100.2004.51670.19302 - Other Professional & Consulting 100.2004.51423.19302 - Maintenance Contracts TOTAL ITEM 1 $13,300 $9,524 $22,824 6/9/15 ITEM: 5' 1 DATE OF MEETING: l0 / L 1 /15 5. STRATEGIC PLAN GOAL(S) 4c. Enhance technology to improve public accessibility to information and services. 6. GENERAL PLAN IMPLEMENTATION 7771 Cultural Resources Element Goal 5.0 Meet the educational, cultural, civic, information, recreation, business, and life -long learning needs of residents through the provision of library resources. Policy 5. 1 - : Continue to expand, coordinate and modernize the City's public library system, ensuring that it becomes the premier information and learning resource for the City to meet the needs of Orange's growing and diverse population. 7. DISCUSSION and BACKGROUND The City entered into a Migration to Unicorn Software License and Purchase Agreement with SirsiDynix in November 2003, at a cost of $335,000 for an online catalog system that enables automated checkout of library materials to residents. The Library pays annually for support and maintenance of the software. In June 2014, the City authorized an amendment to this agreement thru June 30, 2019 that capped annual maintenance cost increases at 2.9 %. The current software continues to operate effectively and remains viable due to the software updates and annual maintenance program provided by SirsiDynix. However, the recent city -wide upgrade to Windows 8.1, and the upcoming July 2015 end -of -life notification for Microsoft Windows 2003 server have presented infrastructure challenges. These challenges need to be resolved as soon as possible to ensure the viability of our library catalog system. The Library must upgrade to the latest SirsiDynix software version, which is available at no charge through the annual maintenance agreement, in order to be Windows 8.1 compliant. Unfortunately, that is not possible because the new software version is not compatible with the underlying Windows 2003 Server operating system which has reached the end of its lifespan and needs to be upgraded. Based on a thorough analysis of the immediate and future infrastructure needs for the online catalog system, Staff has therefore determined that the underlying database management system (DBMS) needs to be replaced. In addition, the software and server operating system must be ITEM 2 6/9/15 upgraded or the DBMS will not support all future SirsiDynix software upgrades and new development. Proposed Options Two options are available to resolve the infrastructure challenges. Option one would leave the software, data, hardware maintenance, operating system, and DBMS onsite to be managed by City IT. Option two would move everything offsite to be managed by SirsiDynix through a Software as a Service (SaaS) subscription. Option 1: Cost and Summary Option one leaves the SirsiDynix software and the library's data onsite to be managed by City IT and utilizes Microsoft SQL as the DBMS. City IT is very familiar with SQL and uses a SQL Enterprise server to centrally manage data from multiple departments, which saves money on consolidated (Enterprise) vs. individual server licensing fees. However, the SirsiDynix applications require that the software and data be physically located on the same server, and this means that the Library cannot utilize the City's SQL Enterprise licensing and must purchase separate SQL licensing for each library server. ITEM 3 6/9/15 FY FY FY FY 4 -Year Option 1- Onsite City IT 15 -16 16 -17 17 -18 18 -19 TOTAL Current Software Maintenance Fees 36,850 37,919 39,018 40,150 153,937 Production/Remote Web Migration & 17,110 - - - 17,110 Install Fees Microsoft SQL ($1,190 per Processor) 4,760 2,120 2,181 2,245 11,306 (4) Microsoft SQL Software Assurance 1,200 - - - 1,200 ($330 x 4) Test Server Migration & Install Fees 2,300 - - - 2,300 Microsoft SQL ($1,190 per Processor) 4,760 2,120 2,181 2,245 11,306 (4) Microsoft SQL Software Assurance 1,200 - - - 1,200 ($330 x 4) Datastream, API, Mentor Subscriptions 20,661 21,260 21,877 22,511 86,309 Other Server- related Costs & Salaries 1,000 1,000 1,000 1,000 4,000 TOTAL 89,841 64,419 66,257 68,151 288,668 Option one leaves the SirsiDynix software and the library's data onsite to be managed by City IT and utilizes Microsoft SQL as the DBMS. City IT is very familiar with SQL and uses a SQL Enterprise server to centrally manage data from multiple departments, which saves money on consolidated (Enterprise) vs. individual server licensing fees. However, the SirsiDynix applications require that the software and data be physically located on the same server, and this means that the Library cannot utilize the City's SQL Enterprise licensing and must purchase separate SQL licensing for each library server. ITEM 3 6/9/15 Option 2: Cost and Summary Option 2 - SaaS (Software as a Service) SaaS Subscription SaaS Migration Services BLUECIoud Analytics Install and Training (Subscription $5,760 waived) Datastream, API, Mentor Subscriptions FY FY FY FY 4 -Year 15 -16 16 -17 17 -18 18 -19 TOTAL 46,373 46,373 46,373 46,373 185,492 11,160 - - - 11,160 2,140 - - - 2,140 20,661 21,260 21,877 22,511 86,309 67,633 68,250 68,884 285,101 Option two moves the SirsiDynix software and the library's data to servers located offsite and managed by SirsiDynix through Software as a Service (SaaS). SirsiDynix uses Oracle DBMS for their SaaS environment, and it is their preferred database for software development. The City would no longer need to invest in hardware, or operating system and DBMS licensing for SirsiDynix applications because this is covered under the SaaS subscription. In addition, SirsiDynix would provide daily backups and operating system and DBMS upgrades, as well as manage upgrades of their software. Since SirsiDynix will have access to the servers 24/7, upgrades can be performed after hours which minimizes the impact to library patrons. Lastly, SirsiDynix knows their software and they are the authority for configuring and maintaining it. SirsiDynix is very interested in retaining the Orange Public Library as a valued customer and therefore has included a customer loyalty discount of $8,900 over their normal pricing structure for SaaS. As additional incentive, they are including BLUECIoud Analytics report writing at zero annual subscription cost through June 30, 2019. This represents a savings of $5,760 annually, and a total savings of $23,040 through the remainder of the agreement. Cost and Services Analysis After evaluating costs and services, the 4 -year cost of Option two is less expensive than Option one, and it provides the best overall service for the Library. Both options necessitate a data migration for the operating system and DBMS. In addition, both options drive a similar sustained increase to the Maintenance Contracts line allocation starting with $9,524 in FY 15 -16, for a total cost increase of approximately $40,000 over the 4 -year term (cost based on Option 2). ITEM 4 6/9/15 Cost Comparison: Option 1 vs. Option 2 Cost Comparison FY FY FY FY 4 -Year Option 1 vs. Option 2 15 -16 16 -17 17 -18 18 -19 TOTAL Option 1— Onsite 89,841 64,419 66,257 68,151 288,668 Option 2 — SaaS 80,334 67,633 68,250 68,884 285,101 Cost Savings (Option 2 -9,507 3,214 1,993 733 -3,567 Staff Recommendation Following evaluation of the two proposed options and discussions with City IT and the Interim City Manager, staff is recommending that the Library move forward with Option two, which is the SirsiDynix's Software as a Service (SaaS). SaaS will resolve the immediate infrastructure challenges, as well as prepare the Library to receive future software enhancements that rely on a state -of -the -art DBMS. Since a long term agreement already exists between the City and SirsiDynix, the Library would move forward once the Council approves the second amendment which adds the SaaS subscription. SirsiDynix is the sole source for maintenance and support of its software. This software is key to on -going operation of the Library's current online cataloging system. Staff is recommending approval of this Second Amendment to the existing agreement. 8. ATTACHMENTS • Second Amendment to Migration to Unicorn Software License and Purchase Agreement with City of Orange Public Library • Appendix A - Long Term Agreement between City of Orange Public Library and SirsiDynix and Quote 78510 City of Orange Public Library SaaS w/BLUECIoud Analytics ITEM 5 6/9/15