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HomeMy WebLinkAboutLibrary Board-Agenda Packets-3/11/2013 (17) City of U Viikaa 1 15 'II I 1 111.1111111W- Texas PUBLIC NOTICE COLLEYVILLE LIBRARY BOARD AGENDA NOVEMBER 11, 2002 7:00 P.M. COLLEYVILLE COMMUNITY CENTER 5300 BLUEBONNET DRIVE I. Call to Order II. Approval of October 14, 2002 Minutes III. Discussion and Consideration of the Colleyville Public Library Integrated Library System (ILS) IV. Discussion and Consideration of the Development of Policies and Procedures V. Discussion and Consideration of Establishing Standing Committees VI. Friends of the Colleyville Public Library Report VII. Colleyville Public Library Foundation Report VIII. Colleyville Public Library Director Update IX. City Hall and Library Construction Project Update X. Suggested Items for Future Meetings XI. Adjournment I certify that this notice was posted on the bulletin boards at City Hall on Thursday, November 7,,2002, at 4:30 p.m. 3/4)1/GiArZ--.--/D—fr■_) Cynthia Singleton, T MC City Secretary P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 577-7575 COLLEYVILLE LIBRARY BOARD MINUTES October 14, 2002 CALL TO ORDER - The meeting of the Colleyville Library Board was called to order at 7:00 p.m. ROLL CALL - Members present: Chair Gary Taraba, Vice Chair Carol Wollin, Pat Jones, Nancy Eytcheson, Richard Roxburgh, Susan Barzelay and Mary Alice Rippe. Members absent: Caren Handleman and Mary Ann Nicholson. Ex-Officio Members absent: Dr. Kevin Singer, Dr. Larry Darlage, Steve Jacobs, Ret Stansberger, Steve Banta and Mayor Donna Arp. Council Liaisons present: Mayor Pro Tern Ginny Tigue Council Liaisons absent: Mayor Donna Arp Staff present: Dianne McWethy, Dixie Cawthorne and Cindy Martin. II. APPROVAL OF THE September 9, 2002 - A motion was made by Mary Alice Rippe, seconded by Pat Jones to approve the September 9, 2002 minutes. Motion approved. III. DISCUSSION AND CONSIDERATION OF THE COLLEYVILLE PUBLIC LIBRARY AGENDA Staff presented an overview of the agenda preparation process. The Board requested that the agenda be distributed to all Board members seven (7) days prior to preparing the agenda. The Chair or Vice Chair will provide a recommendation to staff regarding agenda items. IV. OVERVIEW OF TIMELINE FOR LIBRARY DIRECTOR City staff provided an overview of the Colleyville Public Library director calendar for hiring. Advertising began October 9, 2002. All resumes are due by November 29. Selection of applicant by December 30. • V. OVERVIEW OF THE COLLEYVILLE PUBLIC LIBRARY PROJECT Staff provided an overview of the RFP #03-001 Integrated Automated Library Systems and the RFQ for Integrated Automated Library Systems Professional Services. Staff will provide a hardhat tour for the Colleyville Public Library Board in January 2003. VI. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY UPDATE Carol Wollin President of the Colleyville Public Library gave an update of the next event scheduled on October 29 at the Colleyville Community Center. Also on November 2, 2002 the Friends of the Colleyville Public library will be hosting a Bargain Book Sale at the Village at Colleyville, 85 Village Lane. VII. COLLEYVILLE PUBLIC LIBRARY FOUNDATION UPDATE Ginny Tigue President of the Colleyville Public Library Foundation gave Foundation update. The Foundation has approved the Bylaws and the 501 3 C application has been sent. VIII. ESTABLISH REGULAR MEETING DATE AND TIME The Board established the regular meeting date to be the second Monday of each month at 7:00 PM. Next meeting November 11, 2002. IX. ADJOURN: A motion was made by Carol Wollin, seconded by Susan Barzelay to adjourn the meeting. Motion approved. The meeting of the Colleyville Library Board was adjourned at 8:25. MEMORANDUM DATE: November 7, 2002 TO: Colleyville Public Library Board FROM: Dixie Cawthorne, Communications Manager SUBJECT: Integrated Automated Library System Attached is RFP #03-001 Integrated Automated Library System for the City of Colleyville. On November 6, 2002, the City received proposals from the following vendors: Brodart, Sirsi, Innovative Interfaces, Follett, The Library Corporation and Epixtech. To ensure the success of choosing the correct vendor for the city, staff proposes developing a team of individuals to assist in the evaluation and recommendation of the Integrated Automated Library System. The recommended team members are an area library director, a member of the Colleyville Public Library Board, a member of the GCISD library system and City staff. The following individuals have volunteered their expertise in evaluating and recommending a vendor. ✓ JoAnn Rogers, Euless Public Library Director ✓ Susan Barzelay, Colleyville Public Library Board The City will be contacting Dr. Singer, GCISD Superintendent, to request that a GCISD Librarian serve on the team. The team will begin reviewing the proposals on November 12. Please let me know if you have any questions. THE CITY OF COLLEYVILLE Request for Proposal RFP #03-001 An Integrated Automated Library System for the City Of Colleyville Sealed proposals will be received at the City of Colleyville City Hall, 5400 Bransford Road, P.O. Box 185, Colleyville, TX 76034 until Wednesday, November 6, 2002 at 1:00 p.m. CST. Proposals received after 1:00 p.m. Wednesday, November 6, 2002 will be returned to the sender, unopened. All responses received by the due date and time will be publicly opened at Colleyville City Hall on Wednesday, November 6, 2002 at 1:00 p.m. CST. The envelope should be marked: RFP #03-001 An Integrated Automated Library System for the City Of Colleyville Attn: Dixie Cawthorne, Communications Manager City of Colleyville 5400 Bransford Road P.O. Box 185 Colleyville, Texas 76034 In submitting the attached proposal, including terms, conditions, instructions to bidders and specifications, the vendor agrees that acceptance of any or all bid items by the City of Colleyville, Texas within a reasonable period of time constitutes a contract. Bidder's Name: Bidder's Address: Bidder's Telephone Number: Bidder's Facsimile Number: Bidder's E-Mail Address: Authorized Signature: Printed Signature: An authorized representative of the proposing entity must sign all responses. The authorized representative must initial pages that include a space for the Vendor's initials. Such initials signify that the authorized representative has read and understands these pages. RFP #03-001 Page 1 of 20 Vendor's initials THE CITY OF COLLEYVILLE Request for Proposal RFP# 03-001 An Integrated Automated Library System for the City Of Colleyville I. Nature of Request The City of Colleyville invites qualified vendors to submit proposals to provide an integrated automated library system at the first Colleyville Public Library. This request for proposal is being submitted to library automation vendors for the City to collect sufficient information to determine the most suitable and cost-effective system to meet our needs. II. The Library's Plan for Selection of a Library Automation System The Colleyville Public Library will have a local area network (LAN) functions such as sharing data, staff email, print queues, and authentication that are handled by city systems. The library will have Internet connectivity and Internet security via a router and firewall. The library will be connected to the city network via another router. The City will also maintain a web presence for the library. The City requests the Vendor to propose an Integrated Library System that can provide a number of functions such as public access catalog, cataloging, acquisitions, serials control, circulation, inter-library loan, and user authentication. Other additional modules the City would be interested in reviewing are media booking, reserve room, electronic gateway, Z39.50, and remote patron authentication. Other Integrated Library System peripherals the city would be interested in viewing are portable scanners to check patron materials in and out. The portable scanners can also be used for processing new items. Receipt that printers print material due dates for patrons and a system printer that prints overdue notices. Related supplies include barcode labels, receipt printer paper and spine labels. III. Future Library The City of Colleyville has contracted with Brinkley Sargent Architects for design services for a new City Hall and Library. For design and construction purposes, the City Hall and Library are considered one project (see attached design schematic). The City Hall and Library will be located in the Village at Colleyville, which is located off Colleyville Boulevard (S.H. 26), north of the intersection of Glade Road and S.H. 26 (see attached map of City facilities). A construction contract for the City Hall and Library was approved on February 26, 2002 with Ratcliff Constructors. The estimated owner occupation of the buildings is October 2003. The Colleyville Public Library will be approximately 24,000 square feet (composed of two floors). Strategic Information Management Services worked with F&S Partners library design firm to develop a Technology Plan for the Library. The plan assumes that common local area RFP #03-001 Page 2 of 20 Vendor's initials network (LAN) functions such as data sharing, staff e-mail, print queues, and authentication are handled by the City's system. The plan calls for fast Internet capability with a throughput of a minimum of T1 with plans to move to T3 over time. The Library will be connected to the City network via another router. The first floor of the Library is proposed to have 33 network drops (voice and data) and 29 additional network drops (data only) on the first floor. The second floor of the building will not have any network drop locations; although plans for building include wiring whereby the City may add network drops in the future. The technology plan includes the use of an Integrated Library System (ILS) to enable the staff to manage and share resources and allow patrons to easily find and access electronic resources. The basic ILS modules are cataloging, circulation, public access, and reporting. Other modules include acquisition, inter-library loan, media booking, reserve room, and remote patron authentication. The plan assumes purchasing a separate NT or UNIX server plus operating system. The Library will also use a number of peripherals. For opening day, the Library will utilize fifteen (15) microcomputers (5 staff PCs and 10 public access PCs). The technology plan calls for the use of thirty-eight (38) microcomputers for the finish-out of the building in the future (14 staff PCs and 24 public PCs). Additionally, the Library will utilize three (3) workgroup printers (HP Laserjet 4100N equivalent), three (3) color printers (HP Deskjet 952C equivalent), two (2) scanners (Epson Expression 1600 equivalent), and two (2) zip drives (lomega 250 MB equivalent). The microcomputers will utilize software including the appropriate Windows and Office packages, Symantec Ghost, WinZip, and security software such as CybraryN and Clean It. IV. Library Statistics The following projected statistics shall be used to size the system. In all instances when determining the transaction capacity of the system, err on the generous side. Opening Day Opening Day + 5 years Titles Volumes 33,000 50,000 Circulation 72,600 110,000 Patron Records 3,000 19,000 Serials Records PAC 10 24 Workstations Staff 5 14 Workstations V. Materials Developed by the Library RFP #03-001 Page 3 of 20 Vendor's initials All software developed by the Library acting without the Vendor shall be the exclusive property of the Library. VI. Hardware Purchases The Library reserves the right to obtain computer hardware and peripherals from whatever source it chooses. The Vendor will please comment on the maintenance of such hardware and peripherals obtained from other sources. VII. Scope of Services Proposals in response to this request should include: A. Public Access Catalog Please provide a detailed description of your system's Patron Access Catalog (PAC) module. 1. Standards and Environment 2. Indexing 3. Search in 4. Advanced Searching, Sorting and Limiting 5. Display 6. Patron Empowerment 7. Miscellaneous B. Cataloging Module Please provide a detailed description of your system's Cataloging module. 1. Standards and Environment 2. Cataloging Features 3. Database Architecture 4. Editing 5. Importing and Exporting 6. Authorities 7. Miscellaneous C. Circulation Module Please provide a detailed description of your system's Circulation module. 1. Checkout 2. Loan Periods 3. Check in 4. Blocks 5. Renewals RFP #03-001 Page 4 of 20 Vendor's initials 6. Fines 7. Over dues 8. Holds 9. Borrower Information 10.Miscellaneous D. Acquisitions Please provide a detailed description of your system's Acquisitions module. 1. Standards and Environment 2. General Acquisitions Functions 3. Fund Accounting 4. Ordering 5. Receiving 6. Vendor File 7. Claiming 8. Miscellaneous E. Serials Please provide detailed descriptions of your system's Serials module. 1. Standards and Environment 2. General Functionality 3. Serials Control 4. Check in 5. Routing 6. Prediction 7. Summary of Holdings 8. Claiming 9. Bindery 10.Miscellaneous F. Reserve Book Room Please provide a detailed description of your system's ability to reserve books. 1. Standards and Environment 2. General Functionality G. Interlibrary Loan Please provide a detailed description of your system's ability to perform interlibrary loans. RFP #03-001 Page 5 of 20 Vendor's initials 1. Standards and Environment 2. Functionality H. Media Scheduling Please provide a detailed description of your system's ability to perform media scheduling. I. Inventory and Backup Circulation Please provide a detailed description of your system's ability to perform inventories and circulation backup. J. Please provide detailed information regarding other additional modules, peripherals, etc. that your company offers that may not have been mentioned in this RFP. VIII. Special Requirements and Qualifications 1. Final resolution of all contract issues, language, and terminology will be made at the time of the final LibraryNendor negotiations. The library requests the Vendor include a sample contract. 2. The Vendor shall provide detailed information describing the installation and training procedures provided for each module purchased and the costs for such training must be listed on the costs sheet as a separate line item. 3. The Vendor will describe its maintenance/support program in detail. The library expects this to include: number of hours customer service is available, provisions for a toll-free support number, description of customer service on the World Wide Web, options for different support plans, how often enhancements to the software are expected, description of any user groups and listservs, and any other data the Vendor feels is relevant to maintenance and support. 4. The vendor must provide a summary of your system's capabilities, including screen shots. 5. The vendor shall describe your system's architecture, specifically addressing the issues of client/server, scalability and network compatibility. 6. The Vendor must describe the security features available in all modules of the proposed system. The Library expects this to include security of each module and specific functions within each module. 7. The Vendor must indicate how the system guards against data loss and/or corruption. Vendor should explain routine system backup procedures. The Vendor RFP #03-001 Page 6 of 20 Vendor's initials should describe whether the system must be down during backup or performed after hours. 8. The Vendor must describe the report generator and provide sample reports. 9. Ability and willingness to accept a work order and/or purchase order for services rendered, with invoiced costs payable within contracted terms; 10.Vendor must provide a detailed profile of the vendor's organization, including: • the number of employees in applicable levels or divisions of the organization • the number of years the organization has been in related line of business • the organization's home office location and/or primary place of business • résumés of key management staff, and • résumés of staff responsible for servicing the City's account; 11. A description of estimated costs the City will be expected to pay for the proposed services in the initial year of a contract resulting from any proposal; 12. Proof of State of Texas Qualified Information Systems Vendor (QISV) Certification; 13. References from three (3) current clients, preferably municipalities in the Dallas/Fort Worth Metroplex area, including: business name, address, phone number, contact person, and years as a client; and 14. References from three (3) former clients, where products and/or services offered are no longer in use, preferably municipalities in the Dallas/Fort Worth Metroplex area, including: business name, address, phone number, contact person, and years as a client. IX. Special Needs 1. During the construction of the Colleyville Public Library the City needs to analyze alternative methods for housing the Integrated Library System and preparation of the opening day collection of books at an off-site location. Please provide options for housing the Integrated Library System at the offsite location or using a dial up connections so staff can have all books prepared prior to the move to the new Colleyville Public Library when construction is complete. a. House opening day collections at an off-site location for approximately nine months (9). b. Prepare all books at the off-site location. c. Off-site location will have dialup Internet capabilities. d. Move into new public library October 2003. RFP #03-001 Page 7 of 20 Vendor's initials , e. Vendors propose additional alternatives related to special needs. X. Selection Criteria (Need to decide our Selection Criteria) The criteria for selection of finalists will include, but is not limited to the following: 1. The company's specific experience, technical competence, and years of experience in the areas stated in the proposal (16%); 2. Qualifications and experience of personnel to be assigned work related to this project, including ability to work with network administrator (11%); 3. The capacity for expanding and upgrading to more advanced levels of technology (12%); 4. Review of vendor references (11%); 5. Cost for each element of the proposal (14%); 6. Compatibility with area library systems (12%) 7. The vendor's ability to meet the special needs of the Colleyville Public Library (reference section IX of the RFP #03-001) (12%) 8. Based on the vendor's description of the Integrated Library System, how well does the vendor's system fit the needs of the Colleyville Public Library (12%) XI. Response Packages Responses to this request should include the following: 1. A signed copy of this request for proposal. An authorized representative of the proposing entity must sign all responses. Pages that include a space for the Vendor's initials must be initialed by the authorized representative. Such initials signify that the authorized representative has read and understands these pages. 2. A brief description of recent projects completed by your company (or ongoing support contracts) which are comparable to the proposed Colleyville scope of services. For each project, provide a brief description of the project, its location, completion date and cost. Also provide the name, address, and telephone number of a contact person for each project listed. 3. Identification and résumés of your firm's key personnel who would have direct responsibility for fulfilling the requirements of the bid for the project. Please comment on the ability of your firm to sustain loss of key personnel. RFP #03-001 Page 8 of 20 Vendor's initials 4. A detailed profile of the vendor's organization, including: • the number of employees in applicable levels or divisions of the organization • the number of years the organization has been in related line of business • the organization's home office location and/or primary place of business • résumés of key management staff XII. Proposal Form The undersigned proposes to furnish the City of Colleyville an Integrated Library System in accordance with the specifications and the response attached to include all software, hardware, peripherals, supplies and services, shipping and installation, database load, training in the amount of Dollars ($ ) The break down of which is as follows: Item Item Quantity Cost Maintenance Description Pricing Software Hardware Peripherals Supplies / Services Shipping / Installation Database Load Training Less Discount (if applicable) Vendor must include with submitted proposal a detailed schedule of all software and hardware components offered with unit prices attached. Delivery and installation shall be made with days from receipt of order. Maintenance of software and hardware for the first year (12 months) after final system acceptance is $ , subject to annual increases not exceeding _ percent for each of the next six years, for a total of seven years. XIII. Cost Sheet Requirement RFP #03-001 Page 9 of 20 Vendor's initials There should be no hidden fees or costs. All costs should be included in the cost of this proposal. The Vendor is required to include a cost section detailing the software, hardware, peripherals, supplies and services it is providing. This should include quantity, item description, total cost and maintenance pricing. The Vendor is invited to provide optional products and services labeled as such. RFP #03-001 Page 10 of 20 Vendor's initials S EXCEPTIONS TO SPECIFICATIONS RFP #03-001 Page 11 of 20 Vendor's initials Submit six (6) copies (1 original and 5 photocopies) of your response in a sealed envelope by 1:00 p.m. (CST), Wednesday, November 6, 2002 to: RFP #03-001, An Integrated Automated Library System for the City Of Colleyville Attn: Dixie Cawthorne, Communications Manager City of Colleyville 5400 Bransford Road P.O. Box 185 Colleyville, Texas 76034 Address general questions regarding the proposal to Dixie Cawthorne, Communications Manager, City of Colleyville, at (817) 577-7589, extension 221. Sealed proposals will be received at the City of Colleyville City Hall, 5400 Bransford Road, P.O. Box 185, Colleyville, TX 76034 until Wednesday, November 6, 2002 at 1:00 p.m. CST. Proposals received after 1:00 p.m. Wednesday, November 6, 2002 will be returned to the sender, unopened. All responses received by the due date and time will be publicly opened at Colleyville City Hall on Wednesday, November 6, 2002 at 1:00 p.m. CST. The City plans to make the selection of vendor(s) by Friday, November 22, 2002 through staff recommendation and City Council action. RFP #03-001 Page 12 of 20 Vendor's initials TERMS AND CONDITIONS 1. DEFAULT - In case of default after bid acceptance, the City of Colleyville, Texas ("City") may exercise any and all rights it may have in compliance with the law. The vendor shall be in default under this agreement upon the happening of any of the following events and the continuation of such event for 10 business days following written notice of said default by the City to the vendor: (1) default by the vendor in performance of any obligation, covenant, or liability contained in the agreement; (2) any warranty, representation, or statement made or furnished to the City by or on behalf of the vendor proves to have been false; (3) loss, theft, damage, destruction, or attempted sale of any of the City's property or equipment; (4) vendor's dissolution, termination of, existence, discontinuance of business, insolvency, or business failure; or the appointment of a receiver of any part of, the assignment for the benefit of creditors by, or the commencement of any proceeding under any bankruptcy, reorganization, or arrangement laws by or against the vendor. 2. PRICES HELD FIRM - The City reserves the right to require that submitted proposals remain in force for a forty-five day (45) period after opening. 3. RESOURCE CONTACT - General questions pertaining to this bid shall be directed to Collin Boothe, Financial Analyst at (817) 577-7589 ext. 254. It is the responsibility of the bidder to seek clarification of any uncertain terms. Clarification may be sent by US Mail or email to all packet holders as an addendum to the specification packet. 4. TAX EXEMPT - The City of Colleyville is exempt from all sales and excise taxes. A tax exemption certificate is available upon request. 5. PRICE FIXING - In submitting a bid response to this request, the Bidder thereby certifies that the Bidder has not participated in nor been party to any collusion, price fixing, or any other agreements with any company, firm, or person concerning the pricing on the enclosed. 6. GRATUITIES - The City may, by written notice to the successful Bidder, cancel this contract without liability to the successful Bidder if it is determined by the City that gratuities in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or any agent or representative of the successful Bidder, to any officer or employee of the City with a view toward securing or amending, or the making of any determinations with respect to the performance of such a contract. 7. FORCE MAJEURE - Neither party shall be required to perform any term, condition, or covenant in this contract so long as such performances are delayed or prevented by Force Majeure, which shall mean acts of God, strikes, lockouts, material or labor restrictions by any governmental authority, civil riots, floods, and any other cause not reasonably within the control of the party required to perform and which by the exercise of due diligence said party is unable, wholly or in part, to prevent or overcome. RFP #03-001 Page 13 of 20 Vendor's initials 8. APPLICABLE LAW - This agreement shall be governed by the Uniform Commercial Code. Wherever the term "Uniform Commercial Code" is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas as effective and in force on the date of this agreement. 9. TAXES, UNEMPLOYMENT BENEFITS, ETC. - The successful Bidder hereby accepts exclusive liability for, and agrees to indemnify the City against liability for the payment of any and all contributions or taxes for unemployment insurance, old age pensions or annuities or other purposes now or hereafter imposed by the government of the United States and/or by the government of any state of the United States, which are in whole or in part measured by and/or based upon the wages, salaries, or other remuneration paid to persons employed by the successful Bidder on work in connection with this order. 10. ANTI-DISCRIMINATION - The successful Bidder, in performing the work required hereunder, shall comply with the provisions of Executive Order Number 11246, and shall not discriminate against any employee or applicant for employment because of religion, race, color, sex, age or national origin. 11. INVOICING AND PAYMENTS - Invoicing is to be provided to the City of Colleyville, Attn: Accounts Payable, P.O. Box 185, Colleyville, Texas, 76034. Invoices must include a brief description of the task performed and the amount of time taken to complete the task. Vendors will not be able to invoice for travel time. Travel time is defined as the amount of time it takes to travel from the Vendor's office to a City location. Payments are processed weekly. The payment terms are net 30 days. Net 30 days means payment must be postmarked by the City no later than 30 days after receipt of correct invoicing or receipt of ordered items, whichever occurs later. 12. FAIR LABOR STANDARDS ACT - The successful Bidder warrants that the materials covered by this order have been produced in compliance with the requirements of the Fair Labor Standards Act of 1938, as amended. 13. OPENING PLACE, TIME, AND DATE - The City will conduct a public bid opening at the location, time, and date as specified on an above page of the request. Bidders are encouraged to attend. A tabulation of the bid responses received at the time and date of the opening will be made available to all Bidders at a later date. 14. PATENT INDEMNITY - The successful Bidder hereby warrants that the use or sale of the products and materials hereunder (including software) will not infringe claims of any patent or copyright covering such materials, and the successful Bidder agrees to indemnify and hold harmless the City for any and all costs, expenses, judgments, and damages which the City may have to pay or incur. 15. WITHDRAWAL - The City reserves the right to withdraw the request for proposal for any reason prior to the opening time and date without Bidder's claims. RFP #03-001 Page 14 of 20 Vendor's initials 16. FACSIMILE - The City will not accept a proposal response or alterations to a proposal via facsimile machine. The facsimile machine is available for informational inquiries only. No proposal responses received via facsimile machine will be considered. 17. CHANGE ORDERS - No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the City Manager or his designee. 18. REJECT PROPOSALS - The City reserves the right to reject any or all proposals or parts of proposals and to waive informalities in the proposing process. 19. RETURN FORMS - Bidders are required to return all pages of the enclosed forms. It is recommended that Bidders retain a copy of the proposal response for reference purposes. 20. VENUE - This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Tarrant County, Texas. 21. HOLD HARMLESS - The successful Bidder shall defend, indemnify and save harmless the City of Colleyville and its officers, agents, guests, consultants, and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any persons or property on account of any negligent act or fault of the successful Bidder, or any agent, employee, subcontractor, or supplier in the execution of, or performance under any contract which may result from bid award. The successful Bidder indemnifies and will indemnify and save harmless the City of Colleyville from liability, claim or demand on their part, agents, servants, customers and/or employees whether such liability, claim or demand arise from event or casualty happening or within the occupied premises themselves or happening upon or in any of the halls, elevators, entrances, stairways or approaches of or to the facilities within which the occupied premises are located. Successful Bidder shall pay any judgment with costs which may be obtained against the City of Colleyville growing out of such injury or damages. 22.PROPERTY LOSS LIABILITY - The successful bidder shall be liable for all losses or damages resulting from the intentional or negligent acts of the vendor or its employees. The City shall be liable for losses or damages resulting form the intentional or negligent acts of the City or its employees. In the event the loss or damage results jointly from the acts of the vendor and City, then each party shall be responsible for losses or damages in proportion to their percentage responsibility for the occurrence. 23. ENFORCEABILITY - If any part of this agreement is found to be unenforceable and void, it does not void other parts or sections of the agreement. RFP #03-001 Page 15 of 20 Vendor's initials 24. TERMINATION - Either the City or the vendor may terminate this agreement by giving 30 days' written notice and just cause for non-performance to the other party. In such event, the City shall pay the vendor in full for all work previously authorized and performed prior to effective date of termination. 25. INSURANCE REQUIREMENTS - Except as otherwise specified in this contract, the contractor and his/her subcontractors of any tier will be required at their own expense to maintain in effect at all times during the performance of the work, insurance coverage with limits not less than those set forth below with insurers and under forms of policies satisfactory to the City of Colleyville. It shall be the responsibility of the contractor and any subcontractors to maintain adequate insurance coverage and to assure that all subcontractors are adequately insured at all times. Failure of the contractor and his/her subcontractors to maintain adequate coverage shall not relieve him/her of any contractual responsibility or obligation. Policy documents shall clearly state that all applicable requirements have been satisfied including certification that policies are of the "occurrence" type. CERTIFICATES OF INSURANCE At the time of the execution of this contract and each subcontract, but in any event, prior to commencing work at the job site(s), the contractor and his/her subcontractors shall furnish the City with certificates of insurance as evidence that the policies providing the required coverage and limits of insurance are in full force and effect. The certificates of insurance shall name the City as an Additional Insured where applicable. The certificates shall provide that any company issuing an insurance policy for the work under his/her contract shall provide no less than 30 days notice in writing of cancellation, non-renewability or material change in the policy of insurance. In addition, the contractor shall immediately provide written notice to the City of Colleyville upon receipt of notice of cancellation of an insurance policy or a decision to terminate or alter an insurance policy. All certificates of insurance shall clearly state that all applicable requirements have been satisfied including certification that the policies are of the "occurrence" type. COMPREHENSIVE GENERAL LIABILITY This insurance shall be an occurrence type policy written in comprehensive form and shall protect the contractor and his/her subcontractors and the Additional Insured against all claims arising from bodily injury, sickness, disease, or death of any person, other than the contractor's employees, or damage to property of the City of Colleyville or others arising out of the act or omission of the contractor or his/her subcontractors or their agents, employees, or subcontractors. This policy shall also include protection against claims insured by usual personal injury liability coverage, endorsed to insure the contractual liability assumed by the contractor and his/her subcontractors under the articles entitled indemnification and completed operations, RFP #03-001 Page 16 of 20 Vendor's initials products liability, contractual liability, broad form property coverage, XCU, premise/operations, and independent contractors. Liability limits shall be: Bodily Injury $250,000 per person, $500,000 per occurrence. COMPREHENSIVE AUTOMOBILE LIABILITY This insurance shall be written in the comprehensive form and shall protect the contractor, his/her subcontractors and the Additional Insured against all claims for injuries to members of the public and damage to property of others, arising from the use of motor vehicles licensed for highway use, whether they are owned, non-owned, or hired. The liability shall not be less than: Bodily Injury $150,000 per person, $300,000 per occurrence; and Property Damage $100,000. WORKERS COMPENSATION AND EMPLOYERS' LIABILITY This insurance shall protect the contractor, his/her subcontractors and the Additional Insured against all claims under applicable state workers compensation laws. The insured shall also be protected against claims for injury, disease, or death of employees which, for any reason, may not fall within the provision of workers compensation laws. The liability shall not be less than the statutory limits. INDEMNIFICATION For the consideration included in the bid price, the contractor and his/her subcontractors shall pay, indemnify, and save harmless the City, its agents, guests, consultants, invitees and employees from all suits, actions, claims, demands, losses, expenses (including attorney's fees), costs and judgments of every kind and description to which the City, its agents, guests, consultants, invitees or employees may be subjected to, by reason of injury of death, persons or property damage resulting from or growing out of any act of commission, omission, negligence, or fault of the contractor and his/her subcontractor's performance hereof, or any work performed hereunder. The contractor and his/her subcontractors shall indemnify and save harmless the City, its agents, employees or consultants from and against all claims, demands, actions, suits, damages, losses, expenses, costs (including attorney's fees), and judgments of every kind and description arising from, and based upon, or growing out of the violation of any federal, state, county or city law, bylaw, ordinance or regulation by the contractor, its agents, trainees, invitees, servants, and employees. WAIVER OF SUBROGATION The contractor and his/her subcontractors shall require their insurance carrier, with respect to all insurance policies, to waive rights of subrogation against the City of Colleyville, its commissioners, partners, officials, agents, and employees and against all other contractors and subcontractors. RFP #03-001 Page 17 of 20 Vendor's initials SAFETY GENERAL: The contractor shall comply with all Occupational Safety and Health Act (OSHA) Standards and any other Federal, state or local rules and regulations applicable to construction and/or maintenance activities in the State of Texas. The contractors shall remain solely and exclusively responsible for compliance with all safety requirements and for the safety of all persons and property. The parties hereto expressly agree that the obligation to comply with applicable safety provisions is a material provision of this contract and a duty of the contractor. The contractor shall be responsible for the safety equipment to be used by its employees and/or all of its subcontractors working on the City's property. This equipment will include, but may not be limited to, hard hats, safety belts or harnesses, and eye, face, hand, ear and/or hearing protection. RFP #03-001 Page 18 of 20 Vendor's initials REFERENCES Doing Business With 1. Company Name Address Address Telephone Number Contact Name/Title Years of service 2. Company Name Address Address Telephone Number Contact Name/Title Years of service 3. Company Name Address Address Telephone Number Contact Name/Title Years of service RFP #03-001 Page 19 of 20 Vendor's initials No Longer Doing Business With 1. Company Name Address Address Telephone Number Contact Name/Title Years of service 2. Company Name Address Address Telephone Number Contact Name/Title Years of service 3. Company Name Address Address Telephone Number Contact Name/Title Years of service RFP #03-001 Page 20 of 20 Vendor's initials MEMORANDUM DATE: November 7, 2002 TO: Colleyville Public Library Board FROM: Dianne McWethy, Deputy City Manager s SUBJECT: Library Director The Library Director position has been advertised in the local media, North Texas Regional Library System (NTRLS) and area cities. In addition to these posting, it has also been advertised via the city's website, Texas Municipal League, Texas Library Association and America Library Association websites. To date, a total of nineteen (19) resumes have been received for the position. Of the nineteen applicants, seven (7) are in the Dallas/Fort Worth area. The deadlines for receipt of applications is November 29, 2002.