HomeMy WebLinkAbout2011-04-26 - AGENDA REPORTS - LIBRARY RFID SYSTEM (2)NEW BUSINESS
DATE:
Agenda Item: 41
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval
Item to be presented by:
April 26, 2011
Darren Hernandez
SUBJECT: ACQUISITION OF RADIO FREQUENCY IDENTIFICATION
(RFID) SYSTEM AND RELATED SOFTWARE FOR THE SANTA
CLARITA PUBLIC LIBRARY
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
City Council:
Award a contract to Integrated Tech Group (ITG) in the amount of $312,112 for the purchase,
installation, and integration of a new Radio Frequency Identification (RFID) check-out and
security system; authorize a contingency of 10% in the amount of $31,211 for a total contract not
to exceed $343,323, and appropriate in account 12050-5201.013.
Appropriate $45,000 for the purchase of a Public Computer (PC) Reservation System required to
manage the availability of computer work stations utilized by public library patrons in account
12050-5111.009.
Approve a loan of $388,323 for the purchase of the RFID and PC Reservation Systems from the
General Fund Capital Projects Reserve to the Public Library Fund (Fund 309) at an interest rate
equal to the rate of return on investments of the City's cash and investment portfolio and to be
repaid at such time as possible by Fund 309 anticipated to be within seven to ten years.
Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the awards in the event that issues of impossibility of performance arise, subject to City
Attorney approval.
A-PPROVED -,
BACKGROUND
As part of planning efforts to coordinate the transition of public library services to the City of
Santa Clarita, staff anticipated start-up and service enhancement costs inclusive of the purchase
of additional library materials, furniture, fixtures, equipment, and technology -related hardware
and software. One of the most significant service enhancements for managing library operations
identified early in the City's transition planning was the acquisition of a Radio Frequency
Identification (RFID) check-out and security system.
RFID is the primary method for tracking, check-out/check-in, inventory, management, and
security of library items such as books, CD's, DVD's, and other media. The system primarily
consists of readers, tags, and security gates. All library materials available for lending will have
a small RFID tag, which consists of a small antenna that will store information about the book
and its location. Readers are hardware devices that recognize a tag and are used to check library
items in and out. Security gates are RFID readers that perform theft -protection by producing an
audible and/or visual alert when a library item passes through the gates without being properly
checked out. The RFID system enables library items to be tracked throughout the entire library
system. It also allows users to self -check items and expedites the process for tracking whether
library items have been returned or not.
RFID tags represent a significant service enhancement over the bar code system utilized by the
Los Angeles County Library System. RFID tags allow for the rapid self -check-out of up to six
library items at one time. Unlike the bar code system currently in place, RFID tags have
read -and -write capabilities which allow data stored on these tags to be changed, updated, and.
locked. RFID technology is also a very useful tool and will allow City Library staff to generate
real-time reports identifying which materials are most frequently checked out by patrons.
The City facilitated a competitive Request for Proposal (RFP) process to identify and select a
RFID vendor, with Technology Services taking the lead on developing the RFP specifications.
The RFP was advertised for four weeks, circulated locally to the Santa Clarita Chamber of
Commerce and Valley Industrial Association, and was downloaded by more than 50 vendors.
The City responded to numerous vendor questions and also conducted site walks of the Valencia
and Canyon Country Libraries.
On April 12, 2011, the following five firms submitted proposals:
Ranking Company
1 Integrated Tech Group (ITG)
2 EnvisionWare
3 Tech Logic
4 SirsiDynix
5 MK Sorting Systems
Location Cost
Norcross, GA
$312,111.64
Duluth, GA
$309,057.16
White Bear Lake, MN
$311,529.00
Provo, UT
$355,944.81
San Mateo CA
$347,560.50
Following a thorough evaluation of the responses by the City's Technology Services Division,
staff is recommending award of contract to Integrated Tech Group (ITG). In evaluating the
responses, staff weighed seven different criteria including: total cost of ownership over five
years, functionality/ability to meet RFP goals, technical merit, customer support,
thoroughness/responsiveness to RFP, vendor's reputation, and references. Total cost comprised
25 percent of the total weight, with no other criteria weighing more than 15 percent.
After a thorough analysis of the solutions proposed, ITG's overall score was ranked the highest.
While the total cost of ITG's solution exceeds the lowest response by less than one percent, staff
believes ITG is best suited to meet the specific goals and objectives identified in the RFP.
Overall, ITG provides the most complete solution inclusive of key RFID components such as
self -check station features, security, and integration. ITG provides RFID hardware and software
solutions to library systems across the country, including the public library systems in Long
Beach, City of Orange, Redding, and Sunnyvale.
The other anticipated technology system is the Public Computer Reservation System. Staff is
also requesting an appropriation of $45,000 for procurement of a PC Reservation System for
deployment and use at all Santa Clarita Public Library facilities. PC Reservation Systems are
widely used at most libraries and manage the availability of computer work stations utilized by
library patrons. This system allows residents to reserve and access public computers in the
libraries to search for available materials, do research, or simply access the internet.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Funds of $388,323 will be loaned from the General Fund Capital Projects Reserve to the Public
Library Fund (Fund 309). The funds will incur interest and be repaid in the future by Fund 309.
Appropriate funds in the amount of $388,323 as follows: $343,323 in account 12050-5201.013
for the purchase of the RFID System; and $45,000 in account 12050-5111.009 for the purchase
of a Public Computer (PC) Reservation System.
-3 -