HomeMy WebLinkAboutOrdinance No. 506 CITY OF THE COLONY, TEXAS
O iN CE NO.
AN ORDINANCE OF THE CITY OF THE
COLONY, TEXAS, AUTHORIZING THE
CITY MANAGER ?O ENTER INTO A
CONTRACT WITH~ ~
IN THE AMOUNT OF
FOR THE PURCHASE OF
ATTACHING TH~~ APPROVED FO~ OF
CONTRACT AS EXHIBIT "A"; AND
PROVIDING ~ EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
THE COLONY, TEXAS:
SECTION 1. That the City Manager of the City
of The Colony, Texas is hereby authorized to
execute on behalf of the City a contract with
the amount of ~ for the purchase of
Atrr~R~ ~t~ao~T~ ~¥a1~3~' The approved form
of such contract is attached hereto as Exhibit "A",
and made a part hereof for such purposes.
SECTION 2. This Ordinance shall take effect
immediately from and after its passage by the City
Council of the City of The Colony, Texas.
DULY PASSED AND APPROVED by the City Council
of the City of The Colony, Texas, on this the
day of _~. , 19
APPROVED:
Don ~mick, M~or' - x
ATTEST:
Patti A. HickS,City Secretary
~.I.~ PROPOSAL8
BID NUMBER 8?-01LAS
ITEM # 8TOCK NUMBEB DESCRIPTION QUANTITY UNIT I EXTENDED
PRICE I TOTAL
I
1. Host CPU or LAN Flleserver and I $.7,295.1 $ 7,295.
Operating System I
I
2. Workstations 4 1,395.1 5,580.
~, Hard Disk Storage as epeci~ied 1 3,598.1 3,598.
4. Barcode Reader ~ 495.1 1,485.
~. Barcode Labsls 7~,000 30./100~ 2,250.
6. Mmmm Storage Backup Unit I 995. 995.
7. Media for Backup Unit 6 44. 264.
8. Powmr Backup Unit I 799. 799.
9. Applicmtion~ 8o~tware to meet
Bid
Circulation i 2,450.: 2,450.
Catalog 1 2,450.[ 2,450.
Online MA~O DowntoadeM 1 995.[ 995.
10. 0n-Site Training (Per Day) i~ 350.[ 700.
11. Annual Software Maintenance 1 1,250.l 1,250.
12. Printer 1
1~. Installation 1
ALTERNATES:
1. Annual Hardware Mmintenmnce i
2. A~ditionml Work~tmtlonm 1
** (Includee network card) **
TOTAE8
........... ~_ . ~ $30,960.
W, quote the a~oY~ ~.o,~. The Tolony, Texam. Shipmsot can be made ~ '--~5.__ dmys from
receipt of order. Terms ........ ~-~D3-~ ............... net l~ not otherwise
In submitt~og the above Oid, the vendor agremm that acceptaoc~ o~ aoy or all b~d items by the
C~ty o~ Tbs ~olony~ Texm% w~thl~ a reasonable period o~ t~me con~titutem a contract.
Date Septe~r 11, 1987 DATA T~, I~.
.............................................. B~dder
TI%l~ ~rt C. ~yer, Sales ~presenta~ive
...... ~ ............................ 8~n~t
~ I~VITATION
Page 1 I BID NUMBER 87-.01LA8
O~{ice o~ The City Secretary I Library Automation System
City o~ The Colony
~1~1 N. Colony ~lvd. I Sealed bid proposals will be received until
The Colony~ Texas 7~0~b-121~ I Sept. 15, 1~87 at ~:00 p.m. at the o~ice
I the City Secretary o~ The City o~ the Colony.
1-214-~70-175~
Hetro 24S-4~41 [ City o~ The Colony
I ~1~I N. Colony Blvd.
I The Colony, Texas '?~O~b--121~
For addi~ionel in~or~a~io~
~oan L. Sveinsson~ Library Director
ph. (214) ~70~1~00
INSTRUCTIONS TO BIDDERS
1. Sealed bid propoeale ~ust bs clearly ~arked "$~L~D BIDS" and received prior to
openin9 date and ~lme to be considered. Late proposals ~ill be returned unopened.
2. Bids shall be plainly marked as to the bid number~ na~le o~ ~he bid~ and bid opening
date on the o~ltside o~ a completely sealed e~velope~ and addreseed ~o the O~ice o~ the
City Secretary~ ~l~l ~. Colony Blvd.~ The Colony~ Texas 750~~121Y.
~. ~ny sub~i~ted article devia~in~ ~ro~ the specifications ~us~ have ~ull descriptive data
acco~panying eame, or it ~ill not be coneidered.
~. ~11 ~aterials are to be quoted ~.o.b. The Colony, Texas.
~. The City o~ The Colony~ Te~as~ re~ervee the right to accept eeparate i~eme in a bid
unless this right is denied by the bidder.
~. In caee o~ default a~ter bid aoceptance~ the City o~ The Colony~ Te×as~ may~ at it~
op~ion~ hold the ~ccepted bidder or con~ractor liable ~or ~ny and all rseul~ant
increaeed cost~ aa penalty ~or euch
7. The City o~ The Colony reserves the rl~h~ ~o re~ec~ any ~nd ~11 bide~ ~o ~lve ~11
in~ormali~ies~ and require that submitted bide remain in ~orce ~or a eixty t~O> d~y
period~ a~er openin9 or until a~ard is ~sde] ~hichever :o~ee ~lret.
S. The quantities sho~n ara approximate and m~y vary according to the requiremente o~ the
City o~ The Colony throughout the contract period.
~. ~I1 equipment ahall be ne~ and o~ the manufacturer's latest design.
10. ~11 equipment shall comply ~ith current FCC rules and regulations.
Il. In order to be :onsidered~ the vendor ~ust also inol~lde a re~erence liet
installations similar in size and scope to this project. ~e~erence in~ormation
include company name~ ~ddress, contact person~ telephone number~ ~ype o~ eyetem
ins[ailed, and approximate installatien date.
12. The vendor ~ust provide detailed in~or~ation ~lth regard to the organization o~ its
co~pany. The ~ost recent ~inancial statement o~ ~he co~pany ~ust be included in the
proposal.
1~. It is ~lnderstood that by ~he act o~ proposing a syste~ ~he vendor g~larantees
propoeal to meet the coneiderations herein outlined. ~11 requirements to the bid that
cannot be met ~ust be eo identified. I~ no e~ceptions ~re specifically identi~ied~ it
ehall be understood that all lte~s~ ~ea~ures~ and ooets have bean included. Vendor
sub,it bids on ~ore than one (1> ~odel~ bu~ all bids ehould con~or~ to the ~ini~u~
specifications.
14, The vendor must describe the training that ~ill be provided to the City o{ The Colony
~or attendants and station users, Detail mny initial or poet-cutover costs. Also
describe training o~ maintenance personnel along ~ith associated charges to the City
The Colony. · .
tnstruciions to Bidders:
Page 2
10. It is required that the system be completely essemblsd~ adjueted~ all equipment
inetallsd~ and made ready for continuous operations before payment,
15. Vendor must include a complete hardware and software specification,
17. The bid must reflect the fully-installed cable and wiring costs. Exposed cabling will
not be allowed except in those areas agreed to by the City. It will be the vendor'e
responsibility to comply with all applicable electrical and building codee.
18. Each vendor's response will be evaluated on the basis of the following informatlonl
~ Conformance to the Technical Specifications
~ Suitability of System Design
~ Modularity and Flexibility
~ Feature Availability
~ Mmnufacturer Experience and F{eputation for System Design
~ Vendor Experience and Reputation for Services
~ Ability to meet the City of The Colony's speciml requirements
~ Cost
Vendor is to indicate interval from contract signing to system cutover,
20. Vendor will include unit pricing for add-on equipment, Pre- and Poet- cutover prices
should be listed. Installation charges should be lndenti~ied eepmrately.
21. Vendor must include response time for Emergency Service mhd Normal Service.
22. Vendor must provide a statemmnt of acceptance criteria and teats~ or of the methodology
for developing them.
Vendor must provide a statement of the provided maintenance and costa for ongoing
support in the form of program update and enhanoement~ error correction, and program
modification services. A minimum~ initial one (Il year guarantee for the system to be
operational mhd bug-free is preferred,
24. Vendor must provide a de~inition of governing legal terms and conditions of contracts.
25. The City of The Colony is exempt from all sales and excise taxes.
25. Final approval ~or the award o~ bid rests with the City Council of the City of The
Colony,
BID NUMBER Purchasing Department Page 1
87-01LA8 The Oolony, Texas
~lbrmr¥ Automation
These specifications are designed to establish essential minimum requirements for a complete
"turnkey" integrated library system. A single contractor~ with no subcontractors, ia to
furnish hardware and software, deliver~ lnstell~ and train personnel in the use o~ the
system in accordance with the stated specifications.
Bid must include the necessary hardware, software, networking equipment (If applicable),
supplies, installation, and training to provide the following:
A 4-workstation system to mutomate the Library's circulation and catalog functions,
described below~ for a minimum collection of ~0,000 volumes and 1~,000 patrone~
1 - Host CPU or Fileservsr and network
i - Adequate dynamic maes storage
4 - Workstations
I - Printer
~ - Barcode Readers
7~,000 - Barcode Labels (2 sets for each item, I for each patron)
I - Mass media backup unit (e.g. streaming tape drive unit and tape cartridges)
i - Power Backup Unit with surge protection capability
~ - Qperating System 8oftware
~ - Application Boftware to meet specifications
16 - Hours of on-site training (minimum)
~ - All related documentation, users guides, and technical data; inclusion of
source code preferred. Two~ copies of documentation and user's guides
preferred.
Vendor's system shall provide the following minimum list of features or their equivalent;
A. SYSTEM $OFTWARF: MS-DOS, CP/M~ UNIX -- or equivalent
Vendor must supply mil software accompanied by complete, thorough, and accurate
documentation and user guides.
B'I'D NUMBER Puro,~a~ing' Department Page
87-01 LAS
APPLICATIQN~ ~OFTWARE
Vendor must supply all software accompanied by complsts~ thorough~ and accurate
documentation and user guides. Inclusion of source code preferred.
1. General Specifications
a. The system should store and retrieve records involved in Public Library
management (to be described in detail) and provide meaningful, varted~
user-defined reports. The system should offer a certain amount of
flexibility to provide the capability of'tailoring the system to fit the
individual needs of the Library.
b. 8oftware must be menu-driven; with online "help" me a feature of each
module. It must be user-friendly enough to be operated by clerical or
line personnel without the assistance of computer operators or
programmers,
o, Security should be provided on the system as a whole and should allow
for changing passwords as well as system lock-out of some workstations or
remote access terminals from all or part of the system.
d, Modules must be capable of being operated in:
1) a stand-alone mode
2) in combinations
5) in a totally integrated system.
e. Performance criteria:
1) The response time should not exceed 2 4 seconds for a
check-out/check-in transaction~ nor exceed 10 seconds for the storage
of a data-entry traneaction~ regardless of the workstation load or
number of workstations in use~ up to a minimum total of 8
workstations.
2) The time required to move between modules should net exceed ~ seconds.
Vendor mmy be required to demonstrate application software before the bid
is awarded.
2. Required Modules
a. Card Datalog Oirculation Module -~ or equivalent; minimum featurssl
1) Handle patron registration and item record entry.
2) Check items in and out through the use of a barcode reader.
Handle reserves and renewals.
4) Allow for a variety of standard due dates keye~ to material and
patron types.
Provide the following borrower "trape"~ alerting the operator with
an audible signal each time a trap is encountered; traps can be
overridden by the operator through application of s changable
password;
BED NUMBER Punchmsi~g Department Page
87-01LAS
a) Overdue ItemeJ the system will provide an audible signal if the.
borrower ham overdue items and will allow the operator to list
the overdue items.
b) Exceeded Maximum Number of ItemeJ the system will provide an
audible signal and will display the number of items currently
checked out by the borrower and the limit.
c) Expired Card: the system will provide an audible signal and
will allow the operator to update the borrower's record~
renewing the borrower's card and assigning a new expiration
date.
d) Outstanding Fines: the system will provide an audible signal,
will display a list o~ the borrower's outstanding fines~ and
will allow the borrower to make payments on fines.
e) Borrower Not Found in Database: the system will allow new
borrowers to be entered during check-out, without changing to
the borrower submenu,
Miskeyed Borrower Name~ i~ the name is not found, the system
will displmy similar names found in the database.
g) Item Qn Reserve: the system will provide an audible signal and
will allow the operator to print a listing of borrowers on
reserve for that item. The operator can then print a reserve
notice or continue to check the item out. The borrower will
automatically be removed from the reserve list upon check-out.
h) Item Not Found in Databses~ the system will allow new items to
be entered during check-out; the item can be removed from the
database when it ie checked back in.
i) Item Checked Out Already: the system will display the item's
current borrower and allow the operator to check the item in~
then check it out to the next patron.
Item Not a Circulating ItemJ the system will alert the operator
that the item is not intended to be a circulating item.
6) Provide production of a variety of usage and borrower reports~
including~
a) Usage report by ID Number - usage greater than 0.
b) Usage report by ID Number - usage equals O.
c) Usage report by Call Number range.
d) Usage figures on individual materials.
e) Current week and month usage figures.
f) Monthly usage figures.
g) Total usage to date.
h) Usage by item type.
i) Usage by account.
J) Usage by borrower type.
7) Provide production of overdue reports and noticee~ listing title~
cost and due date for items out to any particular patron or patrons.
Notices must be capable o{ being customized by the Library.
8) The link between the borrower and the item should be broken when the
item is checked in. In the case o~ items returned past due or
damaged~ only the borrower's record will contain'Information re~ the
items and this information will be deleted automatically when the
fine is cleared.
~) Provide production o~ barcode labels.
10) Include Boolean searching capability.
Bi.D NUMBER Put, chasing Department Page
87-O1LAS '
11) Handle inventory.
12) Integrate with Catalog module.
b. Card Qatalog Catalog Module -- or equivalent; minimum featureel
1) Provide access to the collection~ through the on-line catalog,
a) Call number
b) Title
c) Author
d) Subject
e) Series
f) Added Entry
2) Generate completely croes-re~erenced printed catalogs by the
above-listed fields,
~) Generate new book lists by user-defined dates.
4) Provide bibliographic semrching through Boolean logic statements on
any element in the database.
5) Allow for user-assignable fields.
6) Generate catalog card and spine label printing.
7) Include shelf list ~sature and printing of shelf list.
8) Provide cross-reference capability.
9) Provide eubJect~ author~ and added entry authority control.
10> Integrate with Circulation module.
c. Qatmbridge Online MARC Downloader Module or equivalent; minimum
features:
1) Take MARC records or online screen dumps from a MARC database (such
am OCLC, MARCIVE~ or from CD-ROM products like BiblloFlle)~ and
directly load the catalog information into the Catalog Module.
2) Allow use of MARC records to create order letters to vendors or
basic records for circulation purposes,
HARDWARE
1. System should be capable of operating continuously error-free under a hormel
office environment
2. Host CPU of Local Area Network File Server (e.g. Novell Advanced
NetWare/RX-Net "286" Network) -- or equivalent~
a) CPU capability and all dmta transfer rates must be adequate to support
expansion to a minimum total of 8 workstations.
b) Memory~ peripheral equipment, and connection capability must be capable
of being easily expanded~ on site~ to support a minimum total of 8
workstations.
c) Specification o~ full system capability is required.
d) Qata partition sizes should not be limited~ ae the file sizes increase,
they should be allocsted to more of the available hard disk space.
~IQ NUMBER Purchasing Department Page
87-01LA~
The PO (or equivalent) workstetions should be instelled with their own
interface cerds (or equivalent), connecting them to the Host OPU end/or
File Server with industry standard cable. All workstations should be
able to share the hard disk storage and the software, both of which
should be controlled by the Host CPU end/or File Server. Any ne:essery
items to allow for four workstetions (not counting the Host CPU end/or
File 8erver)~ such as an active network hub, should be. included.
Other system feetures should lncludel l) Print Spooling
2) Pessword Security
Oompatibility to the Operating System
4) Workstation expendability
§) Remote eccess capability.
Dynamic Hard Disk Storage
Minimum features:
a) Must include ~0% free space (for Operating System)
b) Must also include an additionel 20 MB for non-librery system functions.
4. DTI-PO Network Workstations -- or equivelent
If the workstations are PC-baeed~ they must include these minimum feetures per
workstation:
a) 640K ~AM
b) ~OK floppy drive (preferred -- minimum of one on the system le required)
c) keyboerd
d) monitor
e) 8 expansion slots (preferred)
a perallel printer port.
g) an asynchronous seriel communications interfere port (~82~2) (preferred
eech workstation -- minimum of one on the system is required)
5. Printerel
Minimum features~
a) Resolution equivalent to a 9 x ~ dot matrix printer <prefer better
resolution)
b) Provide both dreft end neet-letter quality print modes
c) 8K (minimum) deta buffer
d) Logic seeking~ bidirectional printing
e) Built-in tractor feed unit, allowing pin or friction feed <e,g. from
either the top or the bottom of the unit) ;
f) Allow printing of library cerds, labels, catelog cards, barcodes,
reports, end overdue notices. Sraphics cepabllity preferred,
BID NUN~ER Pur~ha~in~ Department Page
87-01LAS
a) Single-board; PC-compatible wand (or equivalent)
b) Automatically discriminate between all five major barcode symbologtes.
c) Plug directly into any of the workstations
Communicate directly to the proceseor
e) Byetem should be transparent to the user by allowing elmultaneoue input
from both the wand and the keyboard.
f) 99.9% repeatability/reliability; while allowing for wide varisbility in
operatore/users.
7. Barcode Labels; preprintedf
a) Laminated and photo-composed
b) Containing the Library'e name
c) Oompatible with hardware and eoftware.
8. Mase Storage Backup Unit and Media~
Minimum features~
a) Compatible with all system equipment installed
b) Backup procmes must be quick and easy to initiate and operate 1) Prefer daily backup procedure to not exceed ~0 minutes
2) Prefer complete (100%) backup procedure to not exceed two houre
c) Media must be removable
d> Media should be cost e~fective mhd mvailable through locel suppliere
e) Vendor must indicate quantity of media required for each ~ncremental and
complete backup.
9. Power Backup Unit:
Minimum features:
a) Compatible with all system equipment installed
b) Providing all system power when in backup mode
c) Takes over whenever a spike; brownout; or blackout occurs; protecting
the system and the data from damage or loss.
c c t:c I:j-ek
Office of the City Secretary
City of The Colony
5151 Nor th Colony Blvd.
The Colony, Texas 75056-1219
RE: BID ~87-01LAS, LIBRARY AUTOMATION SYSTEM
To Whom It May Concern:
This package constitutes the response of Data Trek, Inc. of
Encinitas, California to City of The Colony Bid %87-01LAS
(Library Automation System).
In accordance with Instruction to Bidders #16, I am enclosing a
complete hardware and software specification which, together with
this cover letter and three enclosed sample contracts, respond to
each of the other 25 Vendor Instructions. The system proposed is
the Card Datalog Library System, provided exclusively by Data
Trek, Incorporated.
~ ~tate~ent and ~
Data Trek, Inc. is a privately-owned company which has been
specializing in library automation software since 1981. The
company has approximately 20 full-time employees including
hardware and software technicians, programmers, salesmen,
librarians, marketing specialists, and others. DTI has been
profitable every year since 1983, with sales exceeding $1 million
for the last fiscal year. In this current fiscal year, sales are
approximately 60% ahead of last year. Further details of DTI's
financial records are available upon request.
Data Trek has about 550 customers in 15 countries, with about 10
new libraries purchasing our Card Datalog software every month.
Our clientele includes special libraries, public libraries,
government libraries, academic libraries, school libraries, and
medical and law libraries. Approximately 100 of our customers
have purchased turnkey systems (hardware and/or networking in
addition to our software) from us directly.
Our reputation is that of a service-oriented company which puts
the customer first. Some of the current users of our software
are listed in our product literature, specifically the
"Librarian's Wish List" (enclosed). As requested, some customers
using our system are provided below. All but the first two have
been using DTI software for more than one year.
DATA 621 ENCINITAS
TREK SECOND CALIFORNIA TELEPHONE
INC. STREET 92024 619-436-5055
BID ~ 87-01LAS
September 15, 1987
Page C
S~ecifications
All specifications (listed on the numbered pages which follow)
conform with, meet, or exceed all of the instructions and
requirements stated in the Bid Invitation, with these exceptions:
* Instruction #17: Data Trek's insurance prohibits our
technicians from installing cables or wires between walls
and/or between floors of a building. If this type of elec-
trical work was required, it would probably be best to have
it performed by City of The Colony electricians.
* General Specification Ble(2): On a single PC workstation,
the time required to move between modules may exceed 15
seconds in some cases. ~owever, in the proposed network
environment, where stations are set up to handle different
modules at the same time, users can be in multiple modules
simultaneously, reducing the need to "move between modules."
* Circulation Specification B2a(5): Although "traps" and
alerts listed in (5a-d) and (5g) are now part of the DTI
software, audible signals are not standard on some of them.
* Circulation Specification B2a(8): If information is stored
in the Comments field of the Sorrower record, the clearing
of fines will not automatically eliminate that information.
It must be done manually. (This is to ensure that pertinent
Borrower information does not get deleted by mistake.)
Data Trek, Inc. can deliver the completely functioning system as
proposed within 45 days of the receipt of a written City of The
Colony purchase order. The net invoiced amount would be due 30
days from the final day of installation. If required, these
thirty days could constitute an "acceptance period" during which
the City could withhold payment while identifying and bringing to
the attention of Data Trek any outstanding problem which would
keep them from accepting the system as specified herein and
installed. Following correction of the problem (in the opinion
of DTI technicians), the entire invoiced amount would be due and
payable within an additional thirty days.
I look forward to hearing from you as this important decision is
finalized. Thank you for the opportunity to propose this system.
ely,
Robert C. Hoyer ~/
RC H/ml ~
Enclosures
BID 987-01LAS
September 15, 1987
Page B
REFERENCES
Mary Anne Schmidt Karen Strege
First Baptist Church East Bonner County Library
Dallas, Texas Sandpoint, Idaho
214-969-0111, x223 208-263-8023
CAT, CIRC on standalone ATS CAT, CIRC on Novell network
Deborah Kane Barbara Neztley
Dallas Area Rapid Transit Southern California Edison
Dallas, Texas Rosemead, California
214-658-6411 818-302-2320
CAT, CIRC, SER, DATABRIDGE CAT, CIRC, SER, ACQ
on AT (barcode from DTI) on Novell network (DTI)
Bob Slaney Anita Scism
College of the Mainland RJ Reynolds, Inc.
Texas City, Texas Winston-Salem, No. Carolina
409-938-1211 919-777-5597
CAT, CIRC on Novell network (DTI) CAT, CIR, SER, ACQ on XT
Bruce Frost Marlene Ogg
Chicago Mercantile Exchange Oak Park Public Library
Chicago, Illinois Oak Park, Illinois
312-930-8239 312-383-8200
CAT, CIRC, SER, ACQ on PC SERIALS
Martha Dexter Mary Holland
Office of Technology Assessment National Semiconductor
Washington, DC Santa Clara, California
202-228-6150 - 408-721-5255
CAT, CIRC, SER, ACQ CAT, CIR, SER, ACQ
LIBRARY' AUTOMATION PROPOSAL FOR CIT~ OF THE COLONY
SOFTWARE
DTI specializes in library systems applications, both software
and hardware. The software, the Card Datalog, operates under
the MS-DOS (TM) operating system. The four modules of the Card
Datalog system, Catalog, Circulation, Serials, and Acquisitions
are simple to use because they are menu-driven and user-friendly.
Online "Help" is a Standard feature in all of the DTI modules.
These modules can be operated in a stand-alone mode, in combina-
tions of two or three, or all four can be integrated to create
the highest level of microcomputer automation possible for your
library. The modules which you plan to use are described below:
The Catalog Module provides instant access to your collection by
Call Number, Title, Author, Subject, Series, and Added Entry
through the Online Catalog. Completely cross-referenced printed
catalogs by these same six fields, and new book lists by user-
defined dates give you and your patrons hard-copy access to your
collection as well. Bibliographic searching through Boolean
logic statements can be done on any element in the database.
User-assignable fields, a shelf list, and catalog card/spine
label printing are also standard features of this powerful module.
The Circulation Module facilitates fast and simple check-in,
check-out, hold, and renewal. A large number of standard due
dates keyed to material and patron types, plus a variety of bor-
rower "traps" give you added advantages in the check-in/check-out
process. Overdue reports and notices are generated along with
borrower reports listing title, cost, and due date for holdings
out to any particular patron or patrons. Usage reports, item
reports, and an inventory system are standard features. The use
of a barcode reader and label ~ are popular options.
S~DDor t ~_Q~: ~
As a special part of the Card Data]og family of library software,
Data Trek has created an online MARC record downloader called
DataBridge. DataBridge is able to take MARC records, or online
screen dumps from a MARC database (such as OCLC, MARCIVE, or
even the CD-ROM products like BiblioFile), and directly load the
catalog information into the Catalog module.
By downloading from these MARC databases, DataBridge eliminates
the need for original cataloging. It also allows you to use
these MARC records to create order letters to your vendors, or
basic records for circulation purposes. DataBridge can save time
and money by reducing your library's ongoing cataloging work.
1
SOFTWARE S~PPORT CONTRACTS
Data Trek Card Datalog software is warrantied for 90 days. Soft-
ware Support Contracts (copy enclosed), which take effect after
the warranty period expires, are strongly recommended and are
available for $500.00 per module per year. The DataBridge
Support Contract is available for $250.00 per year.
These contracts provide 15 hours of phone support per module for
technical issues relating to the use of DTI software. More im-
portantly, they also include any and all updates and enhancements
to the software.
~AI~DWARE
Novell ~ N W -N "286" Network
Data Trek is proposing the IBM PC/AT-based Novell Advanced Net-
ware "286" Network for your library. This latest version of
Novell's ArcNet network is a high-performance local area network
(LAN) that uses a host computer based on the AT's Intel 80286
processor. Partition sizes are not limited as in other systems:
as file sizes increase, they are simply allocated to more of the
available hard disk space. These and other features allow the
Novell "286" system to meet your long-range needs with flexi-
bility and expandability. It is a step above the older ArcNet
system in that the AT is ~_~dic_~tecl to serving the network and
therefore the speed and performance between and among worksta-
tions is increased. However, the AT cannot, therefore, be used
as a workstation itself.
The start-up configuration connects three personal computers in a
linear network configuration. One computer, a DTI-AT Network
File Server, acts as the network headquarters, while DTI-XTs act
as workstations. The XTs are installed with their own Network
Interface Module (NIM) cards which connect them to the DTI-AT
with coaxial cable. All workstations may share the hard disk
storage and the software, both of which are controlled by the AT.
Two additional NIM cards ($395 each) will be required for the
third and fourth workstations in your network. Any other XTs
which you wish to add later will require their own NIM card.
Since you have more than three workstations, you will also need
an active network hub ($595) as well. An active hub can handle
up to seven XT workstations, and active hubs can be linked
together to expand your LAN further.
Novell "286" Network Summary:
* 80286 Performance * MS-DOS Compatibility
* Print Spooling * Workstation Expandability
* Password Security * Remote Access Capability
DTI-AT Network File Server
For a host computer to serve as the library "headquarters," Data
Trek recommends the DTI-AT. This low-cost, IBM AT-compatible
computer gives you all of the features of the more expensive IBM
AT at an affordable cost. Without sacrificing speed or quality,
the DTI-AT offers you the best in a host computer.
The DTI-AT Network File Server uses the latest state-of-the-art
microcomputer technology. It comes complete with an 80286 pro-
cessor, 640K RAM, a 1.2-Mb floppy disk drive, a keyboard, a
monochrome monitor, 8 expansion slots, and a parallel port.
Because it must be dedicated to serving the network, it cannot be
used as a workstation.
Priam Hard Disk
The 130-Mb internal hard disk recommended by DTI is dependable
and fast. With an 18-ms access time, these hard disks work
exceptionally fast for searching your collection and for pro-
cessing reports. In a library application where the number of
records is significant, the speed of the hard disk is critical.
The size of the hard disk has been determined by the number of
records in your library, the number of patrons in your circula-
tion files, the modules you will be using, and projections for
your library's growth.
DTI-XT Network ~
For a network workstation to link to your DTI-AT File Server, DTI
recommends the DTI-XT. This low-cost, IBM XT-compatible computer
is the ideal network workstation. It gives you all of the fea-
tures of the more expensive IBM XT at'a modest cost.
The DTI-XT uses the latest state-of-the-art microcomputer tech-
nology. It comes with 640K RAM, a 360K floppy drive, a keyboard,
a monochrome monitor, 8 expansion slots, and a parallel port.
One of the XTs will be equipped with a serial port as requested.
You will need to begin with four DTI-XTs for the five-station
network called for in the proposal. You can add additional XTs
at any time.
Okidata 193 P--~JAr~ Botto[~-Feed ~
DTI recommends a bottom-feed printer for your library. It is a
200-character per second, 9X9 dot matrix printer that offers you
draft as well as near-letter quality print modes. Some of the
other state-of-the-art features are an 8K data buffer, logic
seeking, bidirectional printing, and a built-in tractor feed unit
which allows pin or friction feed from either the top or the
bottom of the unit. This latter feature is especially helpful in
printing both library cards and labels.
Aedex ~ ~ ~
The Barcode Reader is a single-board, PC-compatible wand which
automatically d/scrim/nates between all five major barcode sym-
bologies. This barcode reader plugs directly into one of the
DTI-XT workstations, communicates directly to the processor, and
requires no external cabling through the keyboard plug. The
system is transparent to the user by allowing simultaneous input
from both the wand and the keyboard. Three readers are proposed.
Pre-printed barcode labels are available from Data Trek for a
cost of $30 per thousand labels. These labels are laminated and
photo-composed, contain your library's name, and measure 5/8 inch
by 2 inches.
For a set of 75,000 single labels, the cost will be $2,250. This
includes 30,000 book labels (double set) and 15,000 patron
labels.
~__Bl.e~K~q~ Tape ~ ~
With the large databases that your library will generate, Data
Trek recommends the purchase of a Tape Backup Unit. The backup
process is the library's insurance policy against data loss and
must be quick and easy to accomplish to assure its routine execu-
tion. The streaming tape backup unit proposed is used commonly
with standalone DTI-ATs or with Novell networks, and will be able
to back up 60 megabytes of information per tape from the DTI-AT's
hard disk. You should begin with six streaming tape cartridges.
In order for many hardware warranties to apply, some form of
power conditioning is required for the system to be considered as
"installed within specifications.- For this purpose, DTI recom-
mends a reliable Backup Power Unit. This unit is designed to
work with the DTI personal computers and Novell networks, pro-
viding 500 watts of power when in backup mode. Whenever a surge,
spike, brownout, or blackout occurs, the backup unit will take
over, protecting your system and your data from damage or loss.
4
~I~DWARE SERVICE CONTRACTS
Data Trek has normally not recommended that the end user purchase
hardware service contracts, since the hardware which we have
recommended has a proven record of reliability. Also, DTI tech-
nicians are always available to respond to any question related
to any aspect of the turnkey system purchased from us.
Most of the hardware is warrantied for one year (parts) by the
manufacturer. Some customers prefer to have Data Trek service
the hardware with a guaranteed turnaround time on shipment of
replacement parts. In this case, an annual service contract for
both parts and labor is available from DTI at 18% of the total
hardware costs (sample enclosed).
INSTALLATION AND TRAINING
Ail hardware purchased from DTI is brought in-house here, set up,
tested, installed with all software purchased from DTI, tested
again, and prepared for shipment to your location prior to the
final installation at your library. On-site installation is
generally scheduled with on-site training.
Although Data Trek software comes with complete documentation
designed to walk through the various software options in a learn-
by-doing method, our on-site training familiarizes you with
recommended input procedures, reporting options, and program
flow. Training sessions involve demonstrations and explanations
pertinent to your library's situation, as well as hand won time
for the library staff. City maintenance personnel can observe
the training on the hardware/networking portion of the system if
you so desire.
On-site installation of all software, hardware, and networking
purchased from Data Trek is available for a flat rate of $100.00.
This is usually done in conjunction with the on-site training of
the library's staff. Training costs are $350.00 per day plus
travel expenses. We always try to combine training and
installation trips in the same area so that travel expenses may
be shared.
DTI recommends two days of on-site training for the City of The
Colony Library. When combined with on-site installation, the
total for the two days will be $800.00, plus travel expenses.
** ** ** ** ** **
LIBRARY AUTOMATION PROPOSAL FOR CITY OF THE COLONY LIBRARY
TOTAL SYSTEM PR/CE
Card Datalog Catalog Module $ 2,450.00
Circulation Module 2,450.00
Software Support Contracts (2) 1,000.00
DataBridge Online MARC Downloader 995.00
DataBridge Support Contract 250.00
MS-DOS Operating System 85.00
SOFTWARE TOTAL $ 7,230.00
Novell "286" Network Starter Kit $ 3,330.00
Active Network Hub 595.00
Extra Network (NIM) Cards (2) 790.00
DTI-AT Network File Server 2,495.00
(With 640K RAM, monitor, keyboard,
one 1.2-Mb floppy drive, etc.)
Priam 130-Mb ~ard Disk 3,598.00
DTI-XT Workstation s (4) 5,580.00
(With 640K RAM, monitor, keybrd,
one 360K floppy drive, parallel
port; 1 of 4 will have serial port)
Okidata 193 Dot-Matrix Printer 749.00
Aedex BCS-150 Barcode Readers (3) 1,485.00
Barcode Labels (75,000) 2,250.00
Emerald Tape Back-up Unit 995.00
- Streaming tape cartridges (6) 264.00
PTI AT-500 Power Back-up Unit 799.00
HARDWARE/NETWORKI NG TOTAL $ 22 , 930 . 00
~ AND ~ (2 Days) 800.00
TOTAL SYSTEM PR/CE J $30,960.00 I
(Four Workstations) I============1
TERMS
DTI's standard terms are Net 30. Prices include shipping and are
quoted F.O.B. The Colony as requested. They do not include
separate retrospective conversion or record downloading services,
ex~a ?abling, or tr. avel expenses for installation/training.
Robert C. Boyer Date--