From
Amy Sprinkles
Title
Continuation of Maintenance Agreement with Envisionware for the annual maintenance of our library hardware and software systems, at an estimated annual cost of $29,367.07 for a total of $146,835.35 over a five-year period (this includes the library’s RFID tagging system, security and anti-theft gates, and our credit card payments and collections system) and authorize the City Manager to execute the 5 renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms; maintenance periods beyond the five specified will require additional City Council approval
Presenter
Amy Sprinkles, Marketing, Communications and Libraries Director
Recommended Action
Approve
Analysis
Envisionware provides the library’s RFID tagging system (Originally procured through RFB# 15021). An RFID system is commonly used in modern libraries for inventory security, management and control. It includes security tags for all materials, mobile tablets, self-check-out stations, locking cases for DVDs and CDs, security gates, portable inventory wand devices and management software.
With this system, staff can find lost items that are not in their correct location on the shelves; check customers out with mobile devices throughout library; allow customers to check themselves out; put DVDs and CDs back on the shelves in their locking cases rather than behind the customer service counter; alert staff when customers are leaving with an item they have not checked out; and quantify the number of customers coming to library by hour.
Envisionware provides our libraries a fines and fees credit card payment system, allowing customers to pay fines via credit card both in person and on-line.
The library’s Envisionware computer reservation system allows customers to reserve computer sessions via a guest pass or their library card. Print outs are managed by Envisionware’s LPT-1 software. This give customers the ability to retrieve their prints at a centralized station using either their guest pass or library card.
Council originally approved CC Item# 15-4576 in May of 2015 awarding the purchase and installation of the system as well as the first three (3) maintenance periods. Beginning in 2019 and extending through 2023 City Staff are requesting additional City Council approval for the continued maintenance these library systems require.
Financial Consideration
Funds are available in FY 2019/2020 IT software budget 151010 - 63165 and will be charged accordingly on orders through the end of the current fiscal year. Funding for future fiscal years will be paid from that year’s approved budgets.