From
Amy Sprinkles
Title
Ordinance amending the FY 2014/2015 Capital Lending and Reserve Fund; Authorize the City Manager to enter into contract with Envisionware for the purchase and installation of a RFID (Radio Frequency IDentification) system in the libraries, and purchase of ancillary equipment needed for the system in the amount of $205,991.28, plus $15,000 for the one-time purchase of locking DVD and CD cases; plus 5% contingency of $10,300, for a total project cost of $231,291.28
Presenter
Amy Sprinkles, Library Director
Recommended Action
Approve
Analysis
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; and quantify the number of customers coming to library by hour.
In November 2014 staff released RFP #15021. Five proposals were received and evaluated by staff based on the following criteria:
Functional 30 points
Proven Success 30 points
Cost 25 points
Quality Assurance 15 points
Envisionware was selected as the winning firm based on the evaluation of proposals and is recommended for award.
Based on preliminary estimates, the city budgeted $157,500 in the CIP for 2015 for RFID. The actual bid is $205,991.28, plus $15,000 for the one-time purchase of locking DVD and CD cases; plus 5% contingency of $10,300, for a total project cost of $231,292 (rounding). The increase between estimate and bid is due to our preference to purchase the vendor's efficient all-in-one self check stations, rather than the city providing computers on tables for this purpose, as well as the cost of additional security gates at Shotwell and Main, and locking DVD cases.
Financial Consideration
Funding for the RFID (Radio Frequency IDentification) system in the libraries for a total cost of $231,292 is available as follows:
1. $157,500 in the Library Capital Projects Fund (402093), WO #01501703 (Convert Library collection to RFID) 68410 (Data Processing Equipment);
2. $73,792 by approving an ordinance transferring and appropriating from the unobligated fund balance in the Capital Lending and Reserve Fund (402690) to the Library Capital Projects Fund (402093), WO #01501703 (Convert Library collection to RFID) 68410 (Data Processing Equipment).
Body
AN ORDINANCE OF THE CITY OF GRAND PRAIRIE, TEXAS AMENDING THE FY 2014/2015 CAPITAL LENDING AND RESERVE FUND (402690) BY TRANSFERRING AND APPROPRIATING $73,792 TO THE LIBRARY CAPITAL PROJECTS FUND (402093) TO WO #1501703 (CONVERT LIBRARY COLLECT TO RFID)
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS;
SECTION 1. THAT THE FY 2014/2015 Capital Lending and Reserve Fund (402690) be amended by transferring and appropriating $73,792 from the unobligated fund balance in the Capital Lending and Reserve Fund (402690) to the Library Capital Projects Fund (402093), WO #01501703 (Convert Library collection to RFID) 68410 (Data Processing Equipment).
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS, ON THIS THE 5TH DAY OF MAY, 2015.