Heidi Burnett, Director of Library and Cultural Services

Danielle Alfonso, Library Manager

Issue Statement:  Since 2000, the Ethel M. Gordon Oakland Park Library has utilized SirsiDynix software to provide circulation, cataloging, public computer network sign-in/printing management functions, and the catalog that the public views to see library materials and negotiate online services. Once an on-premise solution in the City, the Library switched to the current Software as a Service (SaaS) solution in 2013.

 As various changes have occurred since entering into the original Master Services Agreement with SirsiDynix, including the addition of new product licenses and offerings, a new Master Services Agreement and quote that provides for a 7-year engagement with a limited-growth pricing structure is recommended.

Recommended Action: The City Commission adopt a resolution authorizing the appropriate City officials to execute a 7-year agreement with SirsiDynix, effective upon adoption. 

On February 6, 2013, the City Commission approved Resolution R-2013-013 authorizing the City to enter into an agreement with SirsiDynix for a Software as a Service (SaaS) Integrated Library System (ILS).   The 2013 agreement was for an initial seven-year term with automatic annual renewals thereafter.

Many technological advances have been made since 2013, and the Library has appropriately adapted and implemented changes to ensure it continues to offer the most current materials.  Additional licenses have allowed us to provide programs like Mango Languages, Freegal Music, Biblioboard, Overdrive ebooks, SEFLIN Palace, as well as Enterprise webpage hosting, remote printing, and serials subscriptions. 

Staff is satisfied with the software application and the SirsiDynix hosting and support activities that are provided. The 2013 agreement remains valid, but the existing agreement does not reflect the full range of services available and the shift to annual automatic renewals does not secure defined pricing for future years.  The City has requested a new master services agreement from the vendor to better reflect the services being provided and to lock in pricing.  The proposed agreement covers all the functions of the ILS, along with the necessary SIP licenses to support the various functions at up to 15 workstations in the Library. 

The proposed agreement replaces the existing agreement approved by the City Commission in 2013 and secures a defined pricing structure over the next 7-years.  As shown in the attached memorandum, the new agreement is considered to be an exception to competitive procurement in accordance with Sec. 2-198(4)o of the Oakland Park Code of Ordinances.

As shown in the attached SirsiDynix quote, the year-one and year-two renewal costs will remain fixed at $48,562.15 annually.  Years three through seven include a fixed increase of just 1.9% annually. The adopted FY23 budget of the Library and Cultural Services Department includes sufficient funds for this purpose.  The proposed expenditure is as follows:

Staff recommends that City Commission adopt a resolution authorizing the appropriate City officials to execute a 7-year agreement with SirsiDynix.