HOSTING AGREEMENT
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Integrated Library System
HOSTING AGREEMENT
NOVEMBER 8, 2007
Clearwater Public Library,
Clearwater, FL
Polaris Library Systems
PO BOX 4903 . SYRACUSE, NY 13221-4903
1-800-272-3414 . FAX 1-315-457-5883 . http;l/www.polarislibrary.com
11/8/07
Clearwater Public Library Hosted Services Contract Page 1 of 10
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POlARIS
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THIS AGREEMENT (hereinafter referred to as the "HOSTING AGREEMENT") is made between GIS Information
Systems., Inc. doing business as Polaris Library Systems (a qualified Subchapter S subsidiary of The Croydon
Company, Inc.,) a corporation organized under the laws of the State of New York, with its principal place of
business at 103 Commerce Boulevard, Liverpool, New York (herein after referred to as "Polaris"), and the
Clearwater Public Library, 100 North Osceola Avenue, Clearwater, FL 33755 (hereinafter referred to as
"LIBRARY").
WITNESSETH:
WHEREAS the Clearwater Public Library is a member of the Pinellas Public Library Cooperative (the
"COOPERATIVE"), and
WHEREAS the COOPERATIVE has entered into an Agreement for Hosted Services with Polaris on behalf of the
members, and
WHEREAS Polaris has developed a computerized system (hereinafter referred to as "POLARIS ILS"@) consisting
of hardware and software and related services and provided as a hosted service;
NOW, THEREFORE the parties mutually agree as follows:
1. Polaris will provide the services listed and set forth herein ("Hosted Services" )and which, upon the mutual
agreement of the LIBRARY and Polaris, may be modified, added to, or replaced during the term of this
Hosting Agreement.
2. This HOSTING AGREEMENT is hereby incorporated by reference into the MASTER AGREEMENT
between the Cooperative and Polaris as if set forth in full.
3. This Agreement is effective upon latest date of signature below and for an initial term ending one (1) year
from the Operational Date, as defined in the Master Agreement. It shall then be renewed automatically for
one-year periods unless the LIBRARY notifies Polaris of its intention not to renew at least ninety (90) days
prior to the expiration of the original or any extended term.
4. Services to be provided are specified in Schedules B through D of this Hosting Agreement and the Master
Agreement. One-time and ongoing annual costs are itemized in Schedules B through D of this Hosting
Agreement and are summarized in Schedule E herein. Payment for all services and deliverables shall be
made in accordance with the terms set forth in Schedule E herein. Payment in full on all invoices is due
according to. the terms of this contract or within 30 days of the invoice date, whichever date is later.
Notwithstanding the terms of this Article, the LIBRARY is bound by the Florida Prompt Payment Act,
which shall have precedence over this Article in the event of a conflict.
5. Following the initial term of this Agreement, and upon receipt of notification of any such change in the
Software Maintenance fee and Hosted Services fee, the LIBRARY may, with ninety (90) days prior written
notice, terminate this Agreement upon the effective date of such increase. Otherwise the new fees will
become effective upon the date specified in the notice.
6. This Agreement shall be subject to all applicable laws of the Federal Government of the United States of
America and to the laws of the State of Florida. The applicable law for any legal disputes arising out of this
Agreement shall be the law of the State of Florida. The prevailing party in any action brought under this
Agreement shall be entitled to reasonable attorney fees and costs as awarded by the court including any
action at the appellate level.
7. At the written request of the LIBRARY, Polaris agrees to provide continued access to software and data by
placing software source code and system design documents into an escrow account, access to which willbe
provided to the LIBRARY at the option of the LIBRARY should POLARIS cease to support and/ or maintain
the software licensed to the LIBRARY. Terms and conditions of the source code escrow agreement will be
made available to the LIBRARY upon request by the LIBRARY. The LIBRARY will maintain an active
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POlARIS
subscription to the escrow agreement by paying the annual fee shown under Optional Services, Schedule D.
IN WITNESS WHEREOF the parties have duly executed and delivered this Agreement, which shall inure
to the benefit of and be binding upon the successors of the respective parties, as of the last date indicated
below.
By:
see below
ACCEPTED FOR THE LIBRARY
Title:
Date:
CIT~Y OF LEARWATER, FLORIDA
BY:_~ /.2..;/1 ~ - .- r:n:::
~ By:
Wllliam B. Horne II, City Manager
ATTEST:
Title: Man
Camilo A. Soto, Assistant City Attorney
11/8/07
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1.
2.
3.
4.
5.
POlARIS
!IF{
Schedule A
Librar Statistics
Estimated Number of Patrons
Estimated Number of Items
Estimated Number of Titles
Estimated Number of Authority Records
Items Issued Annually
6.1 Staff Client Licenses:
6.2 Dedicated PAC workstations:
#1
x 85
x 32 (Unlimited licenses) ,
.
200,000
600,000
400,000
NjA
1,100,000
Clearwater Public Library Hosted Services Contract Page 4 of 10
POlARIS
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Schedule B
Database Services
1. Data Migration
Number of MARC Records:
Number of Item Records:
Number of Patron Records:
400,000
600,000
200,000
Source: Polaris
Bibliographic and Authority Record Migration /Load - 400,000 records
Item Record Migration/Load - 600,000 records
Patron Record Migration/Load - 200,000 records
Circulation Transaction Migration/Load (includes reserves and patron
account information)
Sub-Total: Data Migration
Total Cost
$1,000
$1,000
$1,000
$6,000
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$9,000
2. Merge and de-duplication
Merge and de-duplication of bibliographic, item and patron records
Sub-Total: Merge and De-duplication
Total Cost
$4,000
$4,000
.
Cost for Merge and De-duplication assumes that the LIBRARY's records will be merged and de-
duplicated with those of the other libraries participating as part of the Group 1 implementation; cost
quoted above is the LIBRARY's share of the overall cost for Merge and De-Duplication with the
records from these libraries.
1 Total - Database Services $13,000.1
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POlARIS
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Schedule C
POLARI~ ILS SoftwareLicens~s
Co
Subject to the terms and conditions of the MASTER AGREEMENT, Polaris will grant non-transferable and non-
exclusive licenses for the following Software for use by the LIBRARY.
1.
POLARIS ILS Software - Server
Includes: POLARIS ILS Database, 239.50 Server, SMTP for email notification,
Remote Patron Authentication, System Administration, System Reports.
2.
Client Software
Includes: Find Tool, Acquisitions, Serials, Cataloging, Circulation,239.50 Client, PowerPAC.
Total Staff Licenses: 85
Unlimited PowerP ACjIntemet access licenses
3.
Simply Reports (up to 50 concurrent users across the consortium)
4.
Spanish language interface to PAC
5.
Self-Check interface x 1 unit
6.
Phone Notification - Outbound only x 4 lines
7.
Collection Agency Interface to Unique Management Systems
8.
E*vanced - Room Reservation and Events
9.
ED! Setup - B & T, Ingram, Midwest (service already performed)
7.
POLARIS ILS Software Materials-
Complete set of Polaris ILS documentation on CD + one set of User Guides
lJ;'otal"(P€).LJ\RI$.ILS~of~areLic~nses..
11/8/07
Total Cost
NjC
NjC
NjC
$1,200
NjC
NjC
NjC
NjC
NjC
NjC
NjC
$1,200
Clearwater Public Library Hosted Services Contract Page 6 of 10
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POlARIS
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Schedule D
Services
Implementation Services
Profile Development and Setup:
PAC Branding
Initial Project Consultation
Follow-up Project Consultation
Policy File Creation, Data Migration, Project Planning
Implementation Process, Staff Client System Administration
Implementation
$3,135
POLARIS ILS Application Training/Consultation: Not Required
7 Days on-site training covering the following subsystems (including expenses)
(To occur after system installation and initial database load)
Up to ten (10) trainees allowed per session.
. PAC
. Patron Services
. Cataloging
. Acquisitions
. Serials
. Workflow
Total,: Implemetlt~tiQJ.lSery~~es
(includes all.Polarisperso~elie'!iP:'llSes);
Installation Services.
Server and server Software - Installation and Integration:
Polaris Servers
$300
I Total: Installation Servers & Server Software
$300
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Clearwater Public Library Hosted Services Contract Page 7 of 10
POLARIS
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Schedule D
Services - Continued
Support Services:
Total: HostedServices ,.. I:n.itialFeeY earl
(Comm.en<:ingon.theOperatio:n.al. Date)
Software Maintenance and System Su-pport
Software Maintenance Fees:
POLARIS ILS server Software
POLARIS ILS client Software
Simply Reports
Spanish language interface to PAC
Self-Check interface
Phone Notification
E*vanced Room Reservation and Events
Collection Agency Interface
EDI - 3 Vendors
Annual
$3,600
$10,530
$300
$40
$90
$1,260
$1,440
$525
$750
total:SQ(tware Maintenancea:n.dSystem Support Fee
(Cqmmencil'lgone(l)ye.arft'dmthe Operational Date)
$l8,535
Optional Services
additional days follow-up training/consultation: to address workflow efficiencies, new functionality,
outstanding questions @1,650 per day inc. expenses.
Live-Day assistance at $1,650 a day inc. expenses
Source Code Escrow Agreement Subscription:
Annual Deposit Account Fee $700
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POIARIS
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Schedule E
Cost Summary & Payment Schedule
System Costs
Purchase Price
Database Services (Schedule B)
$13,000
POLARIS ILS Software Licenses (Schedule C)
$1,200
Services (Schedule D)
Implementation Services: Profile Development and Setup
Implementation Services: Training
Installation
Hosted Services - Year 1
$3,135
N/A
$300
$11,321
Sub..1otal: Syete11l Cost
Les~Discount (!O%)
'f()t~l: System~;Cost
$28;9S6
($5i791!) ..
$23~l()5
1. Payment on Delivery
1.1 Services (Schedule D)
Less Discount
Total Costs
$14,756
($5,791)
$8,965
2. Payment for Database Services
2.1 Total Cost (Schedule B)
Payment for this cost to be made as follows:
50% upon completion of test load
50% upon completion of final load
$13,000
$6,500
$6,500
3. Payment for Software
3.1 Sub-Total Costs (Schedule C)
$1,200
Payment for these costs to be made as follows:-
33% upon signing the Agreement $396
33% upon completion of Hardware/Software delivery $396
11/8/07 Clearwater Public Library Hosted Services Contract Page 9 of 11
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34% upon Operational Date
$408
4. Annual Payments to Commence One (1) Year from the Operational Date
4.1. Software Maintenance and System Support (Schedule D)
4.2. Hosted Services (Schedule D)
$18,535
$5,460
11/8/07
Clearwater Public Library Hosted Services Contract Page 10 of 11
POLARIS
Schedule C
POLARIS Its Software Licenses
Subject to the terms and conditions of the MASTER AGREEMENT, Polaris will grant non-transferable and non-
exclusive licenses for the following Software for use by the LIBRARY.
Total Cost
1. POLARIS ILS Software - Server NjC
Includes: POLARIS ILS Database, 239.50 Server, SMTP for email notification,
Remote Patron Authentication, System Administration, System Reports.
2. Client Software N j C
Includes: Find Tool, Acquisitions, Serials, Cataloging, Circulation,239.50 Client, PowerPAC.
Total Staff Licenses: 85
Unlimited PowerPACjInternet access licenses NjC
3. SimplyReports (up to 50 concurrent users across the consortium) NjC
4. Spanish language interface to PAC N j C
5. Self-Check interface x 1 unit NjC
6. Phone Notification - Outbound/Inbound x 4 lines $450
7. Collection Agency Interface to Unique Management Systems NjC
8. E*vanced - Room Reservation and Events NjC
9. ED! Setup - B & T, Ingram, Midwest (service already performed) NjC
10. POLARIS ILS Software Materials - NjC
Complete set of Polaris ILS documentation on CD + one set of User Guides
I. Tqtal-POLARIS ILS. Sof~~~~~icenses
$4:5Q
Schedule C Amended 1/22/08
11/8/07
Clearwater Public Library Hosted Services Contract Page 6 of 10
POLARIS
Schedule D
Services - Continued
Support Services:
Tot'al.: Hdsted'Services - Initiall~~~Y ear 1
(C()mmendngon the Operational Date)
$11,321
Software Maintenance and System Support
Software Maintenance Fees:
POLARIS ILS server Software
POLARIS ILS client Software
Simply Reports
Spanish language interface to PAC
Self-Check interface
Phone Notification
E*vanced Room Reservation and Events
Collection Agency Interface
EDI - 3 Vendors
Annual
$3,600
$10,530
$300
$40
$90
$1,341
$1,440
$525
$750
T~ta~;Sdftwatei~ai~t~naft~~,anA::~;ystem Support Fee
(Copllnel'lcing (me (!lyearf!~mthe Operational Date)
$18,616
Optional Services
additional days follow-up training/ consultation: to address workflow efficiencies, new functionality,
outstanding questions @1,650 per day inc. expenses.
Live-Day assistance at $1,650 a day inc. expenses
Source Code Escrow Agreement Subscription:
Annual Deposit Account Fee
$700
Schedule D Amended 1/22/08
11/8/07
Clearwater Public Library Hosted Services Contract Page 8 of 10
POlARIS
Schedule D
Services - Continued
Subscription Service to Syndetic Solutions
Polaris is a reseller for Syndetic Solutions, which offers enriched content for display in the PAC,
including tables of contents, first chapters, full color cover images, reviews, etc. Pricing for Syndetic
Solutions is an annual subscription, based on annual circulation statistics. Price increases may occur
on an annual basis, at the time of subscription renewal. The Library's reported annual circulation is
1,022,432. Based on this figure, the first-year annual subscription will be as follows (the Library may
de-select elements as required to the minimum annual fee of $550):
Component
Table of Contents
Annual Cost
Find Similar Titles (must also buy Fiction
Profile)
Series Information
$429
$376
$376
Fiction Profile
Awards
Not Selected
Not Selected
Cover Images
First Chapters/Excerpts
Author Notes
PW Review (includes Criticas Review)
LJ Review
SLJ Review
Choice Review
$322
$569
$322
$107
Summaries
Spanish
German
N at Selected
Not Selected
Not Selected
Not Selected
Not Selected
Not Selected
Not Selected
Not Selected
Not Selected
Not Selected
Booklist Review
Horn Book Review
Kirkus Review
Video & Music 1
Total Annual Subscription Fee
$2,501
Schedule D Amended 1/22/08
11/8/07
Clearwater Public Library Hosted Services Contract Page 9 of 10
POlARIS
Schedule E
Cost Sumlllary & Payment Schedule
System Costs
Purchase Price
Database Services (Schedule B)
$13,000
POLARIS ILS Software Licenses (Schedule C)
$450
Services (Schedule D)
Implementation Services: Profile Development and Setup
Implementation Services: Training
Installation
Hosted Services - Year 1
Enhanced Data Content for PAC Subscription Service
$3,135
N/A
$300
$11,321
$2,501
S1.ib;'Total:'5:)yste~ Cost
Less BiscOUllt
'fot'fl1:SystemCost
1. Payment on Delivery
1.1 Services (Schedule D)
Less Discount
Total Costs
$17,257
($5,791)
$11,466
2. Payment for Database Services
2.1 Total Cost (Schedule B)
Payment for this cost to be made as follows:
50% upon completion of test load
50% upon completion of final load
$13,000
$6,500
$6,500
3. Payment for Software
3.1 Sub-Total Costs (Schedule C)
$450
Payment for these costs to be made as follows:-
33% upon signing the Agreement
33% upon completion of Hardware/Software delivery
34% upon Operational Date
$148.50
$148.50
$153.00
4. Annual Payments to Commence One (1) Year from the Operational Date
4.1. Software Maintenance and System Support (Schedule D)
4.2. Hosted Services (Schedule D)
4.3 Enhanced Data Content for PAC Subscription Service (Schedule D)
$18,616
$5,460
$2,501
Schedule E Amended 1/22/08
11/8/07
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