Prosjektet har fra Trondheim folkebibliotek fått noen spørsmål knyttet til status for kommunesammenslåing i Sør-Trøndelag, særlig da relatert til Trondheim. Vi har fra Trondheim folkebibliotek også fått spørsmål om bibliotekenes IT-avtaler ved evt. sammenslåinger. Dette er aktuelt i og med at avtaler innenfor databaser, tilganger, lisenser, biblioteksystem kan være basert på folketall og/eller antall samtidige brukere. Videre fordi kommuner som skal slå seg sammen kan ha ulike biblioteksystemer. Systemene kan være delvis integrert og avhengige av hverandre, f.eks. når det gjelder e-brev-løsning, SMS-tjeneste, automater, sorteringsanlegg, alarmportaler, ERP-system for fakturaproduksjon og kreditering, publikumsmaskiner, trådløst nett, meråpent bibliotek og e-bokløsning. En annen mulig utfordring er at Trondheim folkebibliotek driver biblioteksystemet for drøyt 50 grunnskoler i kommunen, hvor tilgangene er basert på en kombinasjon av antall databaser/skoler og samtidige bruksretter.
Trondheim folkebibliotek sier videre: “Som kjent kan ikke eksisterende avtaler/kontrakter normalt videreføres ved kommunesammenslåinger. Oppsigelse av avtaler og anbudsrunder er sannsynlige konsekvenser som det bør arbeides med på et så tidlig tidspunkt som mulig, for å ha god tid til å få på plass nye løsninger og avtaler.” Videre at leasingavtaler er spesielt rigide og kostbare å kjøpe seg ut av. Ettersom maskinvare og programvare henger sammen, kan f.eks. programvare være installert i miljø på leaset utstyr (servere, PCer, MF-maskiner), hvor endringer i avtalen på programvaren påvirker avtalene på utstyret det er installert på.
Spørsmålene omfatter også den evt. sammenslåing av Nord- og Sør-Trøndelag fylker, og om dette kan ha betydning for biblioteksystemene ved fylkesbibliotekene. Videre: “… det blir spennende å se hva som kommer først: Kommunesammenslåing, fylkessammenslåing eller nytt biblioteksystem, eller alle tre samtidig. Vi må trolig ta høyde for at alle tre kan og bør komme samtidig.”
Svar fra prosjektet: Vårt inntrykk, merk inntrykk, etter å ha fulgt lokalavisene utover høsten, er at Klæbu er den av kommunene rundt Trondheim som har vist størst interesse for sammenslåing. Nyvalgt ordfører i Klæbu skriver i oktober 15 dette til ordfører i Tr.heim : «Formannskapet i Klæbu – som er styringsgruppe for arbeidet med kommunereformen – drøftet i sitt siste møte status for reformarbeidet, og konkluderte med at det nå foreslås å opprette kontakter på politisk nivå, med formål å undersøke hvordan politisk ledelse i Trondheim ser på prosess og tidsplan videre med kommunereformen i Trondheimsregionen.» Vi har ikke sett tilsvarende innstilling fra andre nabokommuner. Rent generelt: Diskusjonene og vurderingene om sammenslåing går fortløpende i de fleste kommunene – de som sitter i kommunene er de nærmeste til å vite noe om prosessene i egen kommune.
Når det gjelder It-avtaler tenker vi at det mest naturlige er at allerede eksisterende avtaler videreføres i en overgangsperiode, men at de tilpasses i den grad det er nødvendig og mulig. Altså at tilbyder og kjøper blir enige om tilpasninger, uten at dette er brudd på anbudsreglene. Dette kan selvsagt være en utfordring. Full oversikt over eksisterende avtaler, og konsekvenser ved endring / overgangsordninger, opphør, nye anbud er svært viktig. Faktorer til vurdering: Økonomi / tekniske begrensninger og muligheter, antall brukere og samtidige brukere, brukervennlighet mm. I noen tilfeller er det kanskje ikke mulig å tilpasse en avtale til å omfatte større enheter / andre systemer.
Ved vurdering av tilpasninger av eksisterende avtale/r kontra nytt anbud, må en ha med seg at anbud vil medføre etableringskostnader som man kan unngå ved reforhandling. Det kan selvsagt også komme på kostnader ved reforhandlinger. Prismodellene går gjerne på antall brukere/innbyggere eller på samtidige brukere og det er sannsynlig at kommunene kan få på plass rimeligere avtaler som større enheter. Sentraldriftkostnadene bør også gå ned. Samtidig: Flere lisenser synes naturlig, og det koster. Om det blir en total prisøkning pga flere innbyggere, altså som overstiger prisen per kommune nå, er vanskelig å si generelt. Da må en gå inn på hver avtale, se på omfang og regne på hva det vil koste ut fra eventuell kommune en skal slås sammen med. Og – det er jo langt fra klart.
For å sikre at bibliotekets samlinger og ressurser er mest og best mulig tilgjengelig gjennom hele prosessen, må bibliotekleder i hver kommune sette seg godt inn i «sine» avtaler, se de tekniske utfordringene og mulighetene, vurdere økonomi, nytte, viktige punkter og praksis ved reforhandlinger / oppsigelse av avtale. De må altså legge en plan for hvordan biblioteket skal agere ved evt. sammenslåing – både når det gjelder biblioteksystem og tilganger, og øvrige tjenester. Det er generelt god kontakt mellom bibliotekene i fylket, det skulle borge for gode samtaler og god planlegging mellom de sannsynlige partnerne.Hvis en velger / kan vente med nytt anbud til det kommer iflg naturlig syklus, er det viktig å være ute i god tid. Dette for å sikre at alle faktorer og behov i ny kommunestruktur blir med.
Når det gjelder spørsmål knyttet til eksisterende avtaler/kontrakter og muligheten for videreføring ved kommunesammenslåinger, vil vi tro at det for mange leverandører vil være mest forutsigbart å videreføre avtalene inntil oppsigelsestiden. Alt skjer ikke fra en dag til den neste ved kommunesammenslåinger, videreføring og evt. overgangsordninger / tilpasninger innen eksisterende avtaler høres naturlig ut. Igjen, en må gå inn i hver enkelt avtale for å se hvilke muligheter og begrensinger som ligger der. Vi vil tro at mange leverandører også er interessert i å komme fram til midlertidige ordninger / endring av avtale, framfor oppsigelse og ny anbudsrunde før naturlig syklus.
Når det gjelder en eventuell fylkessammenslåing, har ikke lenger Nord-Trøndelag operative oppgaver i et fysisk bibliotek. Slik har de heller ikke lenger et biblioteksystem. Dette blir altså ikke en faktor ved en evt. sammenslåing av fylkene.
Når det gjelder spørsmålsstillers tanker rundt hva som kommer først, kommunesammenslåing, fylkessammenslåing eller nytt biblioteksystem, eller alle tre samtidig, mener vi at harmonisering av kommunesammenslåing, fylkessammenslåing og nytt biblioteksystem ikke virker sannsynlig. Og heller ikke naturlig.
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