Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: March 16, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their designee, to execute a contract with Bibliotheca, LLC, for the
purchase of Radio Frequency Identification Hardware and Software including self-check kiosks with
unlockers, automated return systems, staff equipment, and security gates at all Denton Public Library
facilities; providing for the expenditure of funds therefor; and providing an effective date (RFP 7450 –
awarded to Bibliotheca, LLC, for five (5) years, with the option for two (2) additional one (1) year
extensions, in the total seven (7) year not-to-exceed amount of $330,939.00).
INFORMATION/BACKGROUND
Radio Frequency Identification System (RFID) technology was introduced at the library in 2009, and self-
check kiosks were updated from retrofitted kiosks to full RFID kiosks in FY14/15. RFID tags are affixed
to all circulating and reference materials. Around 55% of all physical materials checked out at the library
are checked out via the self-check kiosks. In FY18/19, 369,574 items were checked out at the self-check
kiosks, or over 1,040 items per day checked out through the self-check kiosks. All 752,760 physical
materials returned to the library in FY18/19 were checked in via the self-return chutes which automatically
check-in materials as patrons put them through the internal and external chutes. The library currently utilizes
the following RFID technology:
• 6 self-check machines (2 per branch)
• 6 AV case unlocking machines (2 per branch at self-check machines)
• 3 internal self-return chutes (1 per branch)
• 3 external self-return chutes (1 per branch)
• 3 security gates with people counters (5 pedestals at North Branch; 3 pedestals at South Branch and
Emily Fowler Central Library)
• 18 RFID pads
• RFID software
• Annual maintenance for software upgrades and repair as needed
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
The library’s current RFID equipment and software have reached the end of life and need to be replaced:
• The security gate model is retired and no longer being produced. An equipment repair that was done
earlier this year kept the South Branch security gates down for over two weeks because it was so
difficult to find a replacement part.
• Self-return chute computers are still running Windows XP with no upgrade path available. This is a
security risk as no Windows XP updates have been available from Microsoft for years.
• The self-check model is retired and no longer being produced. Computers are still running Windows
7, which is a security risk as no Windows 7 updates are available from Microsoft.
• AV case unlockers have a design flaw with the power cable. It disconnects with any movement of
the box and must be reconnected multiple times each day. The design is also not user-friendly,
causing patrons to become frustrated, lose trust in the RFID technology, and seek to check out
assistance at the staffed service desk.
• Command Center reporting and security software is an older version designed to only work with
current equipment. When upgrading the equipment new software will be needed.
Regular equipment outages will increase the need for additional staffing at circulation desks, back up
material handling, increase customer service wait times, and reduce accessibility to library materials as they
take longer and longer to re-shelved.
Requests for Proposals was sent to 26 prospective suppliers of this item. In addition, specifications were
placed on the Materials Management website for prospective suppliers to download and advertised in the
local newspaper. Four (4) proposals were received, references were checked, and proposals evaluated based
upon published criteria including delivery, compliance with specifications, probable performance, and
price. Based upon this evaluation, Bibliotheca, LLC was ranked the highest and determined to be the best
value for the City.
NIGP Code Used for Solicitation: 525 - Library and Archival
Equipment, Machines, and Supplies
Notifications sent for Solicitation sent in IonWave: 26
Number of Suppliers that viewed Solicitation in IonWave: 6
HUB-Historically Underutilized Business Invitations sent out: 1
SBE-Small Business Enterprise Invitations sent out: 6
Responses from Solicitation: 4
RECOMMENDATION
Award a contract with Bibliotheca, LLC, for the purchase of Radio Frequency Identification Hardware and
Software including self-check kiosks with unlockers, automated return systems, staff equipment, and
security gates at all Denton Public Library facilities, in a five (5) year, with the option for two (2) additional
one (1) year extensions, in the total seven (7) year not-to-exceed amount of $330,939.
Category FY 20-21 FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27 Total
Equipment 145,393 - - - - - - 145,393
Installation - - - - - - - -
Training - - - - - - - -
Shipping 9,858 - - - - - - 9,858
Support & Maintenance on Existing Equipment 7,800 7,800 7,800 7,800 7,800 7,800 7,800 54,600
Support & Maintenance on New Equipment - 14,740 15,182 15,638 16,420 19,704 23,645 61,980
Sub Total 163,051$ 22,540$ 22,982$ 23,438$ 24,220$ 27,504$ 31,445$ 315,180$
5% Contingency 8,153 1,127 1,149 1,172 1,211 1,375 1,572 15,759
Total 171,204$ 23,667$ 24,131$ 24,610$ 25,431$ 28,879$ 33,017$ 330,939$
PRINCIPAL PLACE OF BUSINESS
Bibliotheca, LLC
Norcross, GA
ESTIMATED SCHEDULE OF PROJECT
This is an initial five (5) year contract with options to extend the contract for two (2) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These items and services will be funded from General Government Project and Operating Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Jennifer Bekker, 940-349-8753.
Legal point of contact: Marcella Lunn at 940-349-8333.