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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ 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.