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Home My WebLink About2018-10-09 - AGENDA REPORTS - PUBLIC LIBRARY SELF-CHECK KIOSK REPLACEMENT (2)Agenda Item: 6 DATE: October 9, 2018 SUBJECT: PUBLIC LIBRARY SELF -CHECK KIOSK REPLACEMENT DEPARTMENT: Administrative Services PRESENTER: Benny Ives RECOMMENDED ACTION City Council: 1. Award a five-year contract to EnvisionWare, Inc., in the amount of $127,313 plus a 10 percent contingency in the amount of $12,731, for a total amount not to exceed $140,044 for public library self -check kiosks inclusive of delivery, installation, and five -years of support. 2. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval. BACKGROUND The City of Santa Clarita Public Library (SCPL) utilizes self -check kiosks across all three branches to provide patrons the ability to facilitate the checkout of books and other materials, as well as pay fines, thereby reducing the need for additional staff resources. The existing self - check kiosks are very popular with library patrons and were purchased during SCPL's inception in 2011. Now, more than seven years old, they have reached the end of their useful life because support, maintenance, and security updates are no longer available. As they fail, repairs are difficult or impossible due to their age and lack of support. In addition, they do not support chip - enabled credit card transactions, which are required for Europay, Mastercard, and Visa (EMV) compliance. Replacement of these kiosks is integral to maintain SCPL's high level of customer service, and the new models will better integrate with current library systems. In addition to material checkout, these kiosks will include functionality new to SCPL such as reservation of computers, addition of funds to a patron's print account with cash or credit card, checkout of digital media, advertisement of upcoming SCPL events, and chip -enabled credit card transactions that meet EMV compliance. Page 1 In researching self -check kiosk solutions, Technology Services viewed solutions and obtained quotes from three vendors: BayScan Technologies, Bibliotheca, LLC, and EnvisionWare, Inc. Factors researched and compared among vendors were cost, features, compatibility with existing infrastructure, and support. All three vendors were asked to provide a quote that included 15 self - check kiosks, secure credit card acceptance, coin and bill acceptance, accessories, delivery, setup and configuration, and five years of support. The results of the cost comparison are shown below. Company Location Quote Amount EnvisionWare, Inc. Duluth, GA $127,312.79 BayScan Technologies Columbia Station, OH $184,805.00 Bibliotheca, LLC. Norcross, GA $319,443.50 In all categories, EnvisionWare Inc.'s self -check kiosk solution provided the greatest benefit to SCPL at the lowest cost. Additionally, SCPL has a successful history with EnvisionWare, Inc., as it currently provides the suite of applications that patrons use to reserve public computers and print documents. ALTERNATIVE ACTION 1. Do not approve contract with EnvisionWare, Inc. 2. Other action as determined by the City Council. FISCAL IMPACT Adequate funds are available in expenditure accounts 12050-5201.002 and 12050-5161.001 to fund the recommended action. ATTACHMENTS EnvisionWare Self -Check Quote Page 2 ENV"1S,1wr#jWArr%&E' J ).tac.e+ 'J m jrvim ni,side ,', e,;rr I, f 1[7t EnvislonWare, Inc. 2B55 iIreru°niere Iparkw&ay !; uibo A, DuLuth, (SA 13X1 7r 52r.)I ToIJ Fme 11 (,80II),) x"1..637r.;) D, roc t t1 (6793) 382 650(l Bill To Accounts Payable City of Santa Clarita 23920 Valencia Boulevard Suite 290 Santa Clarita CA 91355 United States Federal EIN Currency 58-2424595 US Dollar Quotation Title 15 X-1 1's w/ 5 years total maintenance Qty Item / Description TOTAL Terms *50%DepIBa1-301 Services -Accept Memo 12 SSC -X1 1 -CPTS#-BK-BK *MX915 X11 Countertop - Portrait Display Software Included 21.5" Touch Screen Display Windows 10 Pro Integrated Receipt Printer ID/2D Smartphone-ready barcode scanner DeskPad RFID Reader/Antenna 10 ft Ethernet Cable / 6 ft Power Cord OneStop software RFID Software Suite Uerifone MX915 Credit Card Terminal Mount 3 SSC -X1 1 -KVTS#-BK-BK (**USD) 3T MX915 X11 Vending Kiosk - Software Included w/Terminal Mount 21.5" Touch Screen Display Windows 10 Pro Integrated High Capacity Receipt Printer 1D/2D Smartphone-ready barcode scanner DeskPad RFID Reader/Antenna Next Generation Vending Control System - Copy Payment -ready Coin Acceptor Bill Validator 10 ft Ethernet Cable / 6 ft Power Cord OneStop Self Service Circulation Software RFID Software Suite Uerifone MX915 Credit Card Terminal Mount Sales Rep D'Alessandro, Ted Ship To Shipping 9•• • 15 ECS-SelfServT915-Y Shipping SUBSCRIPTION (Annual) PAYware GATEWAY Transactions, Interface, and TERMINAL for unlimited transactions / month for 12 months on POINT platform ** Subscription term: 3 year commitment. Full balance of term payable for early termination. ** ** Lead Time: 10 weeks This information is confidential and proprietary to EnvisionWare, Inc. 111HIM IIIIIIIIIIIII I II III III US -42541 Quotation US -42541 8/1/2018 $127,312.79 Quote Expires: 11/1/2018 Maintenance Expires 3/31/2019 Unit Price Amount $4,500.00 $54,000.00 $8,550.00 $25,650.00 $504.00 $7,560.00 1 a� 0 0 C'1 v a� t U a� U) 2! M 0 W a� E t v ca b ENV"1S,1wr#jWArr%&E' f,,.�,"tJ ,T,J Us Fi .f ,1, J JI'a': J m Z'Gim ni,'si,d , e,zr, I, C, EnvislonWare, Inc. 2B55 IIreru°niere Iparkw&ay !; uibo A, DuLuth, (SA 13X1 7r 52r.)I Tc': IJ Fme 11 (,80II),) x"1..637r.;) D, roc t t1 (6793) 382 650(l Qty Item / Description Quotation US -42541 8/1/2018 Ship To Unit Price Amount 1 EBM-ENT SW Shipping ENVISIONWARE BRANCH MANAGER (EBM) - ENTERPRISE EDITION - Gate alerts, people counts for gate radar module, email OneStop receipts and more. + REQUIRED: (1) SIP2 Connection Subtotal Subtotal for all software and hardware Discount: *EnvisionWare Products or Services DISCOUNT for EnvisionWare Products or Services 1 PS -PM -BLDG ENVISIONWARE COLLABORATIVE PROJECT SERVICES -- PER BUILDING * Includes installation of all products ordered or guidance to install items as part of a single project/trip on a per building basis. EnvisionWare generally installs management or host components and trains customers in the deployment of Client modules. * A Statement of Work (SOW) will be developed collaboratively which defines the responsibilities of EnvisionWare and your staff and includes consulting services, planning, installation, training and acceptance criteria. ++ This price does not include any of the fixed travel costs (Continental US) or billed expenses (Outside USA) items when onsite services are requested. 1 PS-EXPFF-U 1st Day ENVISIONWARE PROFESSIONAL SERVICES - FLAT FEE FOR EXPENSES - First of Every Five Days Onsite. No partial days. 4 PS-EXPFF-U Additional Day ENVISIONWARE PROFESSIONAL SERVICES - FLAT FEE FOR EXPENSES - Additional Days After First. Maximum (4) additional days before an additional First day is required. Subtotal Subtotal for hardware, software, and installation 48 WM-SSC-X11-CPS#-U Shipping 1 YR MAINTENANCE: X11 Countertop - Portrait Display Software Included 12 WM-SSC-X11-KVTS#-U Shipping 1 YR MAINTENANCE: X11 Vending Kiosk - Software Included w/ Terminal Mount 4 WM-EBM-ENT SW Shipping 1 YR MAINTENANCE: EnvisionWare Branch Manager (EBM) - Enterprise Edition Subtotal This information is confidential and proprietary to EnvisionWare, Inc. 1111111111111111111111111 III III US -42541 $995.00 $88,205.00 ($5,000.00) ($5,000.00) $1,000.00 $1,000.00 $975.00 $975.00 $250.00 $1,000.00 $2,975.00 $450.00 $21,600.00 $855.00 $10,260.00 $200.00 $800.00 $32,660.00 2 b ENV"1S,1wimWArRE9 Quotation US -42541 EnvislonWare, Inc. 2B55 IIrerniere Parkway !;uibo A, DuLuth, (SA 310097-52r. . )1 8/1/2018 ToIJ Fme 11 (,801)) 216-837r.) Drest t1 (679371 382 650(1 Qty Item I Description Ship To Unit Price Amount Discount: Maintenance - Advance -10% ($3,266.00) DISCOUNT for Advance Purchase of Envision Ware Annual Maintenance Services for 4 additional years (Payment must be made at time of original purchase.) Subtotal $29,394.00 $29,394 is for 4 years of additional maintenance on all hardware and software, starting after the first year which is free. Subtotal $115,574.00 Freight charges are estimated. Freight $3,785.00 Send your purchase order or email confirmation to: Total Tax $7,953.79 EMAIL: orders@envisionware.com I FAX: +1 678.382.6501 PST -CA only Total $127,312.79 0 rn 2 W E b, This information is confidential and proprietary to EnvisionWare, Inc. 3 111 HIM 1111111111111111111111 US -42541 Packet Pa