SR - AGR-6270 - RADIO FREQUENCY IDENTIFICATION SELF SERVICE EQUIPMENT & SECURITY GATESAGENDA ITEM
October 13, 2015
TO: Honorable Mayor and
Members of the City Council
THRU: Rick Otto
City Manager
FROM: Yolanda Moreno j &,q
Library Services Director
ReviewedNerified
City Mana
Finance Di ctor
To Be Presented By:
X Cons Calendar
_ City Mgr Rpts
Council Reports
_ Legal Affairs
Boards /Crates
_ Public Hrgs
Admin Reports
Plan/Environ
1. SUBJECT
Authorize purchase of Radio Frequency Identification (RFID) self - service equipment and
security gates for the Orange Public Library & History Center (Main Library) from Bibliotheca.
2. SUMMARY
This provides for the replacement of existing self -check units, security gates, and associated staff
equipment for the Orange Public Library & History Center, which were included in this year's
Capital Improvement Program. This equipment has been in service for 8.5 years and has reached
end -of -life. This is a sole source purchase to maintain backwards compatibility with the
automated materials handling system (sorter) that is not being replaced at this time, and the RFID
tags that are affixed to every item in the collection.
3. RECOMMENDATION
1. Authorize a sole source purchase of self -check units, security gates and RFID tags from
Bibliotheca for an amount not to exceed $150,387 and authorize Mayor to execute the
Agreement on behalf of the City, and
2. Authorize the appropriation of $37,907 from the Library Facility Fee (573) unreserved
fund balance to expenditure account number 573.2004.56032.20240 — RFID
Replacement.
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4. FISCAL IMPACT
Upon appropriation, funds will be available to cover the cost of the RFID equipment replacement
as follows:
573.2004.56032.20240 — RFID Replacement — $157,907
5. STRATEGIC PLAN GOAL(S)
4c. Enhance technology to improve public accessibility to information and services.
6. GENERAL PLAN IMPLEMENTATION
Cultural Resources Element Goal 5.0 Meet the educational, cultural, civic, information,
recreation, business, and life -long learning needs of residents through the provision of library
resources.
Policy 5.1 Continue to expand, coordinate and modernize the City's public library system,
ensuring that it becomes the premier information and learning resource for the City to meet the
needs of Orange's growing and diverse population.
7. DISCUSSION and BACKGROUND
In 2005, a consultant was hired to lead staff through a rigorous RFP and selection process for
RFID self - service equipment. The outcome of that process determined that Vernon Library
Supplies, dba Integrated Technology Group (ITG), was the vendor that would best meet current
and future needs, and provide the equipment at the lowest price point. Council authorized AGR#
4775 with ITG in late 2005 for purchase of self -check machines, security gates and an automated
materials handling system (sorter) for the soon to be re- opened Orange Public Library & History
Center (Main Library). In April 2011, ITG merged with world -wide RFID industry leader,
Bibliotheca. The company name became Bibliotheca -ITG and was later shortened to
Bibliotheca. Bibliotheca has provided excellent maintenance, service and support for the
equipment.
The Library first offered RFID self - service technologies to residents at the Orange Public Library
& History Center when it re- opened following the expansion in April 2007. Library patrons use
the self -check machines to scan their library cards, check out their own materials and pay
overdue fines with cash. These RFID technologies have reduced labor costs and allowed for the
redeployment of staff to provide direct customer service, which was critical to the new service
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delivery model and expansion of service hours in July 2012 despite numerous vacancies. Patrons
have demonstrated their comfort in using RFID technology, with nearly sixty percent of annual
checkouts taking place at the self -check units.
The self -check machines and security gates have reached end -of -life and require replacement.
The new self -check machines are even more user - friendly and will allow patrons to pay fines and
fees using either cash or debit/credit card. The debit/credit card payment solution complies with
the latest Payment Card Industry (PCI) requirements and standards.
This Capital Improvement Project was budgeted over two years, $120,000 in FY 15 -16 and
$50,000 in FY 16 -17 - for a project total of $170,000. The replacement of the self -check
machines was planned for FY 15 -16. The replacement of the security gates was originally
planned for FY 16 -17. However, the security gates have reached end -of -life sooner than
anticipated. The automated materials handling system (sorter) has not reached end -of -life and is
projected to remain in service for another two years, and thus will be replaced at a later date.
Staff Recommendation
Staff is recommending that the City Council authorize this sole source agreement with
Bibliotheca in the interest of maintaining backwards compatibility with the existing automated
materials handling system (sorter) and the RFID tags that are affixed to every item in the
collection. Additionally, the Carlsbad City Library (an ITG/Bibliotheca customer since 2003)
recently hired a consultant, conducted a competitive RFP process and negotiated discounted
pricing as an existing customer. In July 2015, the Carlsbad City Council authorized an
agreement between the Carlsbad City Library and Bibliotheca, and Bibliotheca is extending
identical pricing to the Orange Public Library. The Carlsbad documentation is attached for
reference.
Bibliotheca is a SirsiDynix Stategic Partner and all RFID equipment is fully compatible with our
SirsiDynix integrated library system. Bibliotheca is also the RFID vendor for Huntington Beach,
Newport Beach, Fullerton, and Placentia libraries.
Proiect Cost
Self -check machines associated equipment (includes tax) $114,550
Security Gates (includes install, software & tax) $ 35,837
Project Contingency* (5 %) $ 7,520
TOTAL $157,907
*Contingency is budgeted to cover the following costs: electrician, modifications to existing
cabinetry, and replacement of tile and carpet squares as necessary.
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As the FY 15 -16 CIP budget includes an appropriation of $120,000, staff is also recommending
an additional appropriation of $37,900 from 573 Library Facility Fee in order to replace all end -
of -life RFID equipment at one time and receive the reduced pricing that was offered to the City
of Carlsbad.
8. ATTACHMENTS
Bibliotheca & Orange Public Library Sales Agreement — Attachment A
City of Carlsbad RFP for Library Materials Handling and RFID System —
Attachment B
City of Carlsbad Agenda Bill and Sales Agreement — Attachment C
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