To:       CUWL

 

From:  Valerie Malzacher, Chair

            Electronic Resource Management Task Force

 

Date:    December 19, 2003

 

RE:       Final Report and Figures for MetaLib and SFX software

 

 

At the November 7^th conference call, CUWL approved entering into contractual negotiations with ExLibris.  On Thursday, December 5^th and Friday, December 12^th, Lori Voss, Paul Moriarty, and Lorie Docken met with David Stout, our ExLibris account executive, and Russell McDonald, ExLibris’ Vice President of Sales, to discuss the terms and conditions of a potential ExLibris/UW System contract.  The discussions have been quite productive, and while there are some minor contractual issues that require resolution, the UWSA team is confident that those issues can be addressed and a contract signed, should CUWL and UW System approve this direction. 

 

Cost projections for the SFX/MetaLib implementation and maintenance were shared with CUWL earlier in November.  Of course, there have been further revisions to the November projections as the attached spreadsheet reflects.  First of all, the SFX/MetaLib and KnowledgeBase software maintenance costs for years 2 through 5 are firm, but in recognition that UW libraries will be implementing SFX and MetaLib in phases during the spring and summer of 2004, ExLibris agreed in contract negotiations that there will be no maintenance payment for SFX/Metalib until January 2005.  However, as KnowledgeBase is as on-going service, KnowledgeBase maintenance will commence three months after contract signing.  UW System will fund the 2004 KnowledgeBase maintenance and the 2005 (year 2) SFX/MetaLib/KnowledgeBase maintenance payments.  

 

Obviously, the hardware platform and hosting service are the other significant cost components.  Lorie and Paul have been working with UW-Madison DoIT and library staff, and ExLibris technical consultants on refining the hardware configuration.  Lorie and Paul report that a potential hardware configuration has been determined at an estimated cost of $80,000.  UW System will be purchasing the hardware.  The hardware maintenance for this platform is approximately $6,000 per year with a generously estimated 10% annual increase.  The attached spreadsheet shows the allocation of this maintenance to the campuses in years two through five of the project. 

 

Over the past month, there have also been numerous meetings and conversations between UW-Madison DoIT and library staff, Lorie, and Paul to discuss the hosting of SFX and MetaLib software environment.  While we certainly have a better understanding of DoIT’s preliminary hosting estimates, quite honestly, the numbers are still considered estimates.  Providing hosting for SFX/MetaLib is not a commodity or service that can be pulled off a DoIT price list; negotiating the service level and corresponding cost is an iterative process.  At this time, DoIT has provided a preliminary estimate for implementation and maintenance for years two through five.  In year one, UW System will cover the hosting costs, estimated at $80,000.  UW campuses will be responsible for hosting costs in years two through five of the project.  DoIT preliminary estimate for years two through five is $42,500 per year, plus an assessment for fringe benefits.  For discussion and planning purposes, it seems reasonable to anticipate the actual costs in the range of $50,000 to $60,000 per year.  The attached spreadsheet shows a cost allocation at the high end of the range, $60,000.  Again, DoIT has clearly stated that these are preliminary estimates, subject to change, but the end-goal for UW System and DoIT is to arrive at a cost effective and successful service level agreement and hosting platform for UW libraries.    

 

ACTION ITEM: 

At this time, the ERM Task Force is seeking CUWL’s approval of:

•  The attached cost plan

•  The execution of a contract with ExLibris for SFX and MetaLib software no later than January 9, 2004. 

 

Please email your response to me by Monday, January 5, 2004. 

 

UW System staff will continue to negotiate with UW-Madison DoIT staff on hosting costs, and a service level agreement.  As the service level terms and conditions take shape, those drafts will be shared with CUWL.  Meanwhile, should you have any questions, please do not hesitate to contact me.