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HomeMy WebLinkAbout2020-10-27 - AGENDA REPORTS - OTNL ELECTRONIC BOOK LOCKERS PROJ F2012 (2)Agenda Item: 10 P CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL:1 DATE: October 27, 2020 SUBJECT: OLD TOWN NEWHALL LIBRARY ELECTRONIC BOOK LOCKERS, PROJECT F2012 - APPROVE PLANS AND SPECIFICATIONS AND APPROPRIATE FUNDS FROM LIBRARY FUND DEPARTMENT: Public Works PRESENTER: Damon Letz RECOMMENDED ACTION City Council: 1. Approve the plans and specifications for the Old Town Newhall Library Electronic Book Lockers, Project F2012. 2. Amend the City's existing contract with D-Tech International USA to authorize an expenditure authority increase in the amount of $67,955, for a total contract amount not to exceed $220,195, and increase the scope of the contract to include a third locker system at the Old Town Newhall Library. 3. Appropriate $99,836 from the Library Fund (309) to the Old Town Newhall Library Electronic Book Lockers expenditure account F2012309-5161.001. 4. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND In striving to meet the community's needs amid the COVID-19 pandemic, the Santa Clarita Public Library (SCPL) conducted a competitive Request for Proposal (RFP) process for the purchase and installation of an outdoor, computer -operated locker solution that provides the public with access to library materials without requiring physical entry to a building. Such systems have been installed in libraries throughout the country as a means to create more convenience, attract new users, and most recently protect the community from the spread of Page 1 Packet Pg. 93 COVID-19. The RFP was posted to BidNet on April 13, 2020. Ten companies downloaded the RFP, and three proposals were received. D-Tech International USA received the highest score and entered into a contract with the City of Santa Clarita (City) on May 1, 2020, to manufacture and install a self-service book locker system at the Valencia Library. The City Council subsequently authorized the purchase of a second self-service book locker system at the Jo Anne Darcy Canyon Country Library on May 12, 2020. The two systems have been available for public use since June and July respectively, and have been widely utilized, with an average of over 7,000 books and media being checked out and renewed each month. To accommodate more check-out requests and offer this popular amenity across all three branch locations, staff recommends installing a third locker system at the Old Town Newhall Library. Unlike the Valencia and Canyon Country branch libraries which have ample overhead protection and a solid surface to situate the lockers, the Old Town Newhall Library requires capital improvements to properly prepare the area where the lockers are planned to be installed. The recommended action includes $67,955 for the purchase and installation of a central main unit with six additional lockers towers, $29,881 for the site preparation, and $2,000 for locker wrap services. The installation includes a fixed roof attached directly to the locker units to shade the proposed locker system and protect it from excessive heat and rain. This addition is included in the attached cost quote from D-Tech International USA. D-Tech International USA successfully installed the locker systems at both the Valencia Library and the Jo Anne Darcy Canyon Country Library. Adding the Old Town Newhall Library locker system to the existing contract provides continuity of equipment selection and installation service. This project will allow the public to access physical library materials at their convenience 24 hours a day at all three branch locations. It will also expand SCPL's ability to meet the community's demand for materials by providing an additional 83 individual locker spaces. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT There is no impact to the General Fund by the recommended action. Upon approval of the recommended action, funds in the amount of $99,836 will be available in the Library Fund for site preparation, purchase of the book lockers, and installation of the locker system. ATTACHMENTS Location Map Preliminary Cost Estimate D-Tech Locker Units Quote Page 2 Packet Pg. 94 I "r 1 10 "1 oll'buor "'ll 10110 It Nol wl,", OM11V VVW D I?J,:Fiyx 11,01hyApill MUMVIR"ll ip pil jlj��!Jll I 10.b Newhall Library New Book Lockers with Attached Roofing PRELIMINARY COST ESTIMATE ITEM NO. ITEM DESCRIPTION UNIT COST QUANTITY BID PRICE GENERAL 4Z6.173 Mobilization/Demobilization, Bonds and Insurance, Utility Coordination & 1 Coordination of the work by others under separate contract, Construction Site Fencing and Protection. Public Notification Signage 8% of Total 1 $6,173 HARDSCAPE 2 Demo Existing Sidewalk area at parking for new curb ramp $5.00 62 3 New ADA concrete curb ramp (labor and materials) $14.00 62 4 New 4'' thick concrete pad at lockers (labor and materials) $14.00 70 UTILITIES 5 Connect to existing power and data. Run underground conduit for Power and Data to Lockers and Canopy $1,840.00 1 6 Make final power and data connections to monitor at Lockers $1,360.00 1 7 Relocate/remove existing in -ground up light $380.00 1 IRRIGATION / LANDSCAPE 8 Remove existing landscape and irrigation lines - Clearing / Grubbing $7.00 70 9 Add new landscape where damaged $7.00 70 10 Rework irrigation $7.00 70 LOCKER UNITS 11 HoldlT secure main unit with a 19' touch screen $10,995.00 1 12 15 bay locker unit, white finish $8,495.00 6 13 HoldlT locker finishing side panels $250.00 2 14 Fixed roofing compatible with HoldlT units $670.00 7 15 Installation and training of all hardware and software $3,800.00 1 16 Existing customer discount -$3,000.00 1 17 Wrap services $2,000.00 1 TOTAL CONSTRUCTION COSTS CONTINGENCIES (LABOR & MATERIALS) PERMITS AND INSPECTIONS SOFT COSTS (CIP, BIDDING, CONSULTANTS PRELIMINARY ESTIMATE 15% 158 310 $1,840 $1,360 1,470 $490 $69,955 M $10,995 $50,970 U) UJ $500 $4,690 U $3,800 E $2,000 CIL $83,336 E $12,500.41 $1,000.00 $3,000.00 $99,836 Packet Pg. 96 1 October 6, 2020 City of Santa. Clarita Old Town Newhall Library branch Attn: Tracy Sullivan RE: Quotation for external D-Tech HoldITT"° with roofing Dear Tracy, Thank you for your continued interest in the D-Tech Hold IT'" product range. Please find below our pricing on the kiosks as requested. The HoldITT"° communicates via SIP2. I have quoted for an external unit, with D-Tech fixed roofing Library card scanning or electronic barcode on smartphone scanning for patron ID and manual input of ID number is also supplied as standard. If you have any question about the quotation, please do not hesitate to contact me. Sincerely yours, Michael Capetola S a14e s D-Tech International USA 1293 Hornet Road, Unit 5 Rio Grande, NJ 08242 D-Tech International USA 1293 Hornet Road, Unit 5 D-Tech International, Building 136 Bentwaters Parks Woodbridge, Suffolk, IP12 2TW Rio Grande, NJ 08242 D-Tech International, Building 136 Bentwaters Parks Woodbridge, Suffolk, IP122TWwww.d-techshop.com Follow us on twitter @Dtechdirect www.d-techinternational.com www.d-techshop.com Follow us on twitter @Dtechdirect HoldlTT"° Quotation external October 6 2020 Valid for 30 Days Item No Description Unit Total Price Total D- Hold ITT" secure main unit with a 19' touch screen, patron THOLDITM20- card barcode reader and receipt printer, 9 Lockers 1 $10,995.00 $10,995.00 external included reader (stock white finish) THOLDITM40- 15 bay locker unit. white finish 6 $8,495.00 $50,970.00 external DITM60E HoldIT T" Locker finishing side panels (stock white finish) 2 $250,.,00 $500.00 D Fixed roofing Compatible with HoIdIT­units THOLDITM70- Fixed to HoIdITT"" in manufacturing prior to install 7 $670.00 $4,690.00 external Installation and training of all hardware and software SERVICES to be carried out by qualified D-Tech engineers (Pricing 1 $3,800.00 $3,800.00 supplied on a 7-unit delivery) Discount existing customer discount 1 -$1000.00 Total $67,955.00 Item No Description of License, support and hardware mainte- Unit Total Price Total nance after the first 12 months D-Tech Services License, Support and Maintenance $4,040.00 (Applicable following your 12-month warranty). A Year 2 complete package to cover equipment listed above; includes license fees with software support over the phone and via remote access through TeamViewer as Year3 $4,040.00 well as on site help at the discretion of D-Tech when required. Includes all updates and upgrades relevant to Services the application used. If the hardware will breakdown $4,040.00 (accidental or deliberate damage precluded) D-Tech will Year 4 replace it or repair in proper running order within scope of the SLA. Current specified daytime 08:30 — 17:30 hours can be covered (Main screen unit and 6 x 15 locker Year 5 $4,040.00 unit) Terms and Conditions Prices exclude any taxes (if any apply) All prices are subject to confirmation prior to order Quotation valid for 30 days 12-months warranty on all equipment specified in quotation Payment must be made within 30 days of the date of invoice Power, data in location and SIP2 connection on ILS must be setup before installation day Warranty expires 12 months after installation, Installation must take place with 12 month of delivery date Full terms and conditions available on request 1293 Hornet Road, Unit 5 Bentwaters Parks www.d-techshop.com_.._............................ Rio Grande, NJ 08242 Woodbridge, Suffolk, IP12 2TW Follow us on twitter @Dtechdirect Newhall Library New Book Lockers with Attached Roofing PRELIMINARY COST ESTIMATE ITEM NO. ITEM DESCRIPTION UNIT COST QUANTITY BID PRICE GENERAL 4Z6.173 Mobilization/Demobilization, Bonds and Insurance, Utility Coordination & 1 Coordination of the work by others under separate contract, Construction Site Fencing and Protection. Public Notification Signage 8% of Total 1 $6,173 HARDSCAPE $2,158 2 Demo Existing Sidewalk area at parking for new curb ramp $5.00 62 $310 3 New ADA concrete curb ramp (labor and materials) $14.00 62 $868 4 New 4'' thick concrete pad at lockers (labor and materials) $14.00 70 $980 UTILITIES $3,580 5 Connect to existing power and data. Run underground conduit for Power and Data to Lockers and Canopy $1,840.00 1 $1,840 6 Make final power and data connections to monitor at Lockers $1,360.00 1 $1,360 7 Relocate/remove existing in -ground up light $380.00 1 $380 IRRIGATION / LANDSCAPE $1,470 8 1 Remove existing landscape and irrigation lines - Clearing / Grubbing $7.00 70 $490 9 Add new landscape where damaged $7.00 70 $490 10 1 Rework irrigation $7.00 70 $490 LOCKER UNITS $69,955 11 HoldlT secure main unit with a 19' touch screen $10,995.00 1 $10,995 12 15 bay locker unit, white finish $8,495.00 6 $50,970 13 HoldlT locker finishing side panels $250.00 2 $500 14 Fixed roofing compatible with HoldlT units $670.00 7 $4,690 15 Installation and training of all hardware and software $3,800.00 1 $3,800 16 Existing customer discount -$3,000.00 1 17 lWrap services $2,000.00 1 $2,000 TOTAL CONSTRUCTION COSTS CONTINGENCIES (LABOR & MATERIALS) PERMITS AND INSPECTIONS SOFT COSTS (CIP, BIDDING, CONSULTANTS PRELIMINARY ESTIMATE 15% $83,336 $12,500.41 $1,000.00 $3,000.00 $99,836 13 October 6, 2020 City of Santa Clarita Old Town Newhall Library branch Attn: Tracy Sullivan RE: Quotation for external D-Tech Hold ITT" with roofing Dear Tracy, Thank you for your continued interest in the D-Tech Hold ITTr' product range. Please find below our pricing on the kiosks as requested. The HoldIT'" communicates via SIP2. I have quoted for an external unit, with D-Tech fixed roofing Library card scanning or electronic barcode on smartphone scanning for patron ID and manual input of ID number is also supplied as standard. If you have any question about the quotation, please do not hesitate to contact me. Sincerely yours, Michaell taapetOa S" IIr ^a Rio Grande, NJ 08242 D-Tech International, Building 136 Bentwaters Parks Woodbridge, Suffolk, IP122TWwww.d-techshop.com Follow D-Tech International USA us on twitter @Dtechdirect 1293 Hornet Road, Unlit 5 D-Tech International USA D-Tech International, Building 136 www.d-techinternational.com 1293 Hornet Road, Unlit 5 Bentwaters Parks www.d-techshop.com Rio Grande, NJ 08242 Woodbridge, Suffolk, IP12 2TW Follow us on twitter @Dtechdirect • rr� ii����i��i��i��i��d@II➢\01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A01A\1 HoldITT" Quotation external October 6 2020 Valid for 30 Days Item No Description Unit Total, Price „Total , D- HoIdIT'"' secure main unit with a 19' touch screen, patron THOLDITM20- card barcode reader and receipt printer, 9 Lockers 1 $10,995.00 $10,995.00 external included reader (stock white finish) THOLDITM40- 15 bay locker unit. white finish 6 $8,495.00 $50,970.00 external D-Ti DITM60E HoldIT'" Locker finishing side panels (stock white finish) 2, $250.00 $500.00 D Fixed roofing Compatible with HoIdIT'"' units THOLDITM70- Fixed to HoIdIT'"' in manufacturing prior to install 7 $670.00 $4,690.00 external Installation and training of all hardware and software SERVICES to be carried out by qualified D-Tech engineers (Pricing 1 supplied on a 7-unit delivery) Discount existing customer discount 1, Total Item No Description of License, support and hardware mainte- nance after the first 12 months D-Tech Services License, Support and Maintenance (Applicable following your 12-month warranty). A Year 2 complete package to cover equipment listed above; includes license fees with software support over the phone and via remote access through TeamViewer as Year 3 well as on site help at the discretion of D-Tech when required. Includes all updates and upgrades relevant to Services the application used. If the hardware will breakdown (accidental or deliberate damage precluded) D-Tech will Year 4 replace it or repair in proper running order within scope of the SLA. Current specified daytime 08:30 —17:30 hours can be covered (Main screen unit and 6 x 15 locker Year 5 unit) Terms and Conditions $3,800.00 $3,800.00 -$3,000.00 $67,955.00 Prices exclude any taxes (if any apply) All prices are subject to confirmation prior to order Quotation valid for 30 days 12-months warranty on all equipment specified in quotation Payment must be made within 30 days of the date of invoice Power, data in location and SIP2 connection on ILS must be setup before installation day Warranty expires 12 months after installation, Installation must take place with 12 month of delivery date Full terms and conditions available on request �1"����"��""���E���t����Mfil"("�im�"�m"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"�����6��"�����"(�m�t"(1M���(��m����htM(h�(1h��"����"��"��"��"��"��"��"��"��"��"��"��"161G"5���"��fm��I"�6��"�M"(��St"A�"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��"��" 1293 Hornet Road, Unlit 5 Bentwaters Parks www.d-techshop.com Rio Grande, NJ 08242 Woodbridge, Suffolk, IP12 2TW Follow us on twitter @Dtechdirect "