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Home My WebLink AboutItem 22 - Library Radio Frequency Identification (RFID) ProjectLibrary www.santa-ana.org/library Item # 22 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 5, 2022 TOPIC: Library Radio Frequency Identification (RFID) Project AGENDA TITLE: Approve First Amendment to Agreement with Invengo America Corporation Doing Business as Fe Technologies to Add Additional Equipment, Maintenance Support, and Contingency Fund Related to the Library's Radio Frequency Identification (RFID) Project (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an amendment to the agreement with Invengo America Corporation doing business as FE Technologies to increase the total compensation from $82,284.94 to $101,401.34 to provide two live scanning wands, seven circulation assistant pads, RFID tags, second -year maintenance support, and a contingency fund, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION On March 16, 2021, the City Council approved an agreement with Invengo America Corporation in the amount of $82,284.94 for the Radio Frequency Identification (RFID) project of embedding library materials with RFID tags and purchasing equipment to work with the new RFID system. With RFID technology, the Library can speed up the process of book borrowing, renewing, returning, and tracking accurate data, thus improving the workflows and customer service. The circulation assistant pads at the Circulation Desks can detect multiple RFID-tagged items in a single transaction. The live scanning wands connect to the Library's Integrated Library System (ILS), allowing Library staff to conduct inventory and claim returned items in real-time with efficacy. Using a handheld wand and tablet, Library staff can scan Library items and update the ILS instantly without the need for uploading or downloading data. The Library wishes to amend the agreement to increase the total compensation by $19,116.40, for a total of $101,401.34, to purchase additional equipment and RFID tags, and add a contingency fund for future needs. Amend Agreement regarding Library Agency's Radio Frequency Identification (RFID) Project April 5, 2022 Page 2 ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are budgeted and available in the following account for the specified year. Fiscal Accounting Unit- Fund Accounting Unit - Amount Year Account # Description Account Description FY 21-22 01111190-62300- General Fund Library Technology & $19,116.40 21150505901 Support Services — Contract Services EXHIBIT(S) 1. Agreement Submitted By: Brian Sternberg, Executive Director of Library Services Approved By: Kristine Ridge, City Manager FIRST AMENDMENT TO AGREEMENT WITH INVENGO AMERICA CORPORATION DOING BUSINESS AS FE TECHNOLOGIES FOR RFID CONVERSION FOR THE SANTA ANA PUBLIC LIBRARY THIS FIRST AMENDMENT to the above -referenced agreement is entered into April 5, 2022, by and between Invengo America Corp, a Texas corporation dba FE Technology ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2021-033 ("Agreement") dated March 16, 2021, to retain Consultant to convert the City's Library circulation system to RFID technology, which included the purchase of specific hardware including two (2) self -check-out kiosks, eight (8) circulation assistant pads, and four (4) security gates. As well .as training and support for the new system. B. The Agreement is current and in -effect through March 15, 2024, C. The parties now wish to amend the Agreement to expand the scope and increase compensation. The Parties therefore agree: 1. Section 1, Scope of Work, is hereby amended to include the addition of two (2) live scanning wands, seven (7) additional circulation assistant pads, 18,000 RFID book tags, and second year maintenance support as further detailed in Exhibit A-1 to this First Amendment, attached hereto. 2. Section 2, Compensation, is hereby amended to increase the total sum to be expended under this Agreement from $82,284.94 to $101,401.34. 3. Except as modified by this First Amendment, all terms and conditions of the Agreement, shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA DAISY GOMEZ KRISTINE RIDGE Clerk of the Council City Manager [signatures continued on next page] Page 1 of 2 APPROVED AS TO FORM SONIA R. CARVALHO City Attorney radon Salvatierra Deputy City Attorney RECOMMENDED FOR APPROVAL dam' r Brian Sternberg Library Services Director Library Services INVENGO AMERICA CORPORATION DBA FE TECHNOLOGIES Scotty Gag 022 10:37 CST) Name: Scatty Gage Title: vPofsaie5-us Page 2 of 2 EXHIBIT A-1 www.fetechgroui).com FE Technologies - RFID Your Way LIBRARY RFID 4W*440 W" 0, PROPOSAL FE Technologies RHO your way Sialle'-Aa Ana flublic 1.1'brary For: Lynn Nguyen Prepared by: Melanie McRee Email: melanie.mcree@fetechgroup.com Mobile 18178180253 Date: 14-Feb-2022 Technologies www.fetechgroup,com LIVE SCANNING WAND FE Technologies - RFID Your Way Using a handheld wand and a tablet staff can scan items and update the ILS live without the need for uploading or downloading data. The Live Scanning Wand (LSW) connects live with the ILS via Wi Fi. The live item status is collected from the ILS as the inventory is conducted. If a status is being tracked the library r) ) a the library can select to process that status automatically via R� aLl ,�,!� requesting a check in of that item or processing it manually. The library can configure the LSW to track any status from .�� the Integrated Library System; for example claim returns, holds, weed items etc. The Live Scanning Wand is set to the branch in which the inventory is being conducted. LIVE ILS INTERACTION Automatic Check -In process - The library can select to automatically perform a check in request for any class of status. A good example would be automatically checking in claimed returns or automatically checking in transits to correct the branch locations. Manual Process - If a status such as hold/reservation or weeded item that cannot be processed automatically and requires a physical process such as collecting the holds and placing them onto a trolley; a manual acknowledgement can be set for this process. It can also link with web based ILS workflows and will take the user from an exception alert to a pop-up that gives them options that will immediately update the ILS. The user can also select to go straight to the ILS to open the item if required. The Live Scanning Wand also keeps an inventory file on the device that can downloaded for further processing. The wand can stock take 18000 items an hour, has a battery life of 8 hours and the wand weighs only less than 1 pound. The speed is achieved as FE Technologies use our RFID accelerate software. BENEFITS FOR THE LIBRARY The Live Scanning Wand lookups up item information directly from the ILS in real time. The Tablet will immediately indicate if there is an exception. Jt will also automatically update the necessaryfield, such as 'last seen date". For exceptions it calls up the corresponding web ILS workflow on the tablet. 4W FE Technologies www.fetechgroup.ccom FIE Technologies - RFID Your Way CIRCULATION ASSISTANT - STANDARD The FE Technologies Circulation Assistant converts an existing library terminal into a RFID enabled terminal for circulation functions, The Standard model is designed for multiple item processing, for example during check in and check out. The RFID pad is used as a reading device and connects directly into the ILS. The Circulation Assistant can integrate via either a keyboard wedge or an API; the options are ILS dependent. Note that the Circulation Assistant can be integrated with the Sort Assistant software. EXCEPTION TRAPPING Exception trapping in a multi item environment is configurable according to the ILS set up. This is possible using the keyboard wedge with our LMS Pop Up monitoring functionality and is completely seamless when using an API. BENEFITS FOR THE LIBRARY Multiple item processing Seamless integration with the ILS Manages exceptions •`+'•!•'•�� Technologies www,fetechgroup.com FE Technologies - RFID Your Way Pricing Quotation Addtional Items + Contingent Fund LIB-127.2-US LIVE Scanning Wand 2 $3,214 $80 $0 $0 $6,428.00 $496 LIB-012-US Circulation Assistant - Standard 7 $657 $280 $0 $0 $4,599.00 $357 Credit Card Tags (contingent — TBD $2000.00 non taxable] Contingent Library Contingent Fund for 1 $3000 $0 $0 $0 $3000.00 Fund Tags and other Equipment Remote Install Fee $500 $500.00 Delivery Fee $360.00 $360M Sub Total $360.00 $0.00 $14,887.00 $853.00 Tax $0.00 $1,297.50 $78.90 Price quoted above includes sales tax of 9.25% Warranty & Support Levels: GOLD - 9am-5pm weekday support. Parts and onsite included. Phone, onsite support and remote support are included in the package. FE Technologies www.fetechgroup.com FE Technologies - RFID Your Way On acceptance of this quotation, the following payment terms will apply: - a. Prices are excluding Sales Tax. b. Prices are valid for 30 days from the date of this quotation. This is due to the volatility of exchange rates. C. Delivery charges in the quote is estimated and is subject to change d. Payment of 50% of the total quoted costing is required prior to the commencement of the RFID project {excluding any applicable annual maintenance fees} and is due 7 days from invoice issue date. e. The remaining 50% will be invoiced within 7 days of the scheduled completion date and is due 30 days from invoice issue date. If the agreed installation timeframes in the contract cannot be met by the library, payment of this invoice is still required to FE Technologies on the date that the delivery originally planned. f. In the event that a delay is made by the library then FE Technologies reserve the right to charge for the warehousing of the equipment. Library also accepts to pay the full balance of the equipment if this happens. g. Any ad hoc items will require a separate purchase order, and payment is due 7 days from invoice issue date. h. The final payment of any product is due 30 days from final delivery. i. Non-standard security gate installation will incur an additional cost of $1,750.00 A standard gate installation is a gate with a Standard Floor Ramp. See Smart Library"" Security Gate System - Architect Information Pack. j. The payment for book sorters shall be 50% deposit on order, 40% payable when it is due for shipping from overseas (i.e. when it leaves the overseas factory) and 10% 7 days after installation. k. Hardware delivery: 10-12 weeks from date of order (Note: Freight prices are based on standard door-to-door delivery. Extra freight charges may apply if delivery is difficult due to complex unloading conditions.) I. Some products have options and variations available — their codes (listed in the pricelist above) are as follows (multiple combinations of the below options can be purchased): i. Self Loan Station -- LIB-101-XXX ii. Self Loan Station with DVD Unlocker— LIB-101-DXX iii. Self Loan Station with Chip & Pin — LIB-101-XEX iv. Self Loan Station with Coin Acceptor— LIB-101-XXC m. If you wish to accept this quotation, a formal FE Technologies contract will be sent to you for signing. n. In the case of building sites, if a second installation visit is required by FE Technologies the library will be required to pay an additional installation fee. o. FE Technologies normal project plan provides for a technician who will complete the entire hardware and software installation in one trip. In the instance where a second trip is required due to a direct request from the customer or their nominated agent (building contractor), a charge of $1000 will be added to recover the additional travel and accommodation costs. p. Any building works required for the installation of equipment is not included. Refer to the libraries responsibilities as described in the architect packs supplied for each product. q. Mobile Retrospective Encoders are provided forthe agreed period without a rental charge. Any extension to the agreed period shall be charged at $600 per month per Mobile Retrospective Encoder r. Library hold the responsibility to look after the Mobile Retrospective Encoder crate when it is at library premise. An additional cost of $600.00 will incur if the crate is damaged or lost. s. 51 Self Loan Station is based on a standard architectural laminates from https://www.polytec.com.au/ Customisation fee applied. t Self -loan station with Chip & Pin payment does not include the Chip & Pin machine which the library orders directly with their bank. u. In the event that the library has under estimated the library collection size for outsourced conversion and tagging, the library will be required to pay for any additional outsourced conversion and tagging costs at the rate quoted in the Proposal. Signature & Title +' ►—� FE Technologies Date www.fetechgroup.com FE Technologies - RFID Your Way Maintenance for all of FE Technologies' RFID products including hardware and software is provided free of charge for the first 12 months with our Warranty and Support Agreement. FE Technologies Customer Care Centre is staffed by experienced Technical Support Officers who are supported by a large research and development team and a quality assurance process that is audited annually for compliance with quality standard IS09001:2008. FE TECHNOLOGIES IS RENOWNED FOR ITS SUPPORT SERVICES. IN FACT, OUR SUPPORT TEAM IS FAR GREATER THAN THAT OF ANY OF OUR COMPETITORS AND ASSISTED BY A DAILY OPEN WORK TICKETS REPORT AND A GRAPH SHOWING OUR CURRENT CUSTOMER SATISFACTION RATING. ALL OUR STAFF HAVE A VESTED INTEREST IN SEEING OUR CUSTOMERS HAPPY! TWO WAYS OF LOGGING SUPPORT TICKETS Local dedicated call center SALES: TEL +1-888-278-1824 OPTION 1 SUPPORT: TEL +1-888-278-1824 OPTION 2 Online Support Portal: TICKETS. FETECHGROUP.COM L;lm FE .... Welcorr�e 7echnoiogies rw w.msM �gvlwes4a to the FE Service Portal -..ZM str!cry. FE Technologies �r . www.fetechgrou p.com QUESTIONS? IDEAS? CLARIFICATION? CONTACT US TODAY: FE Technologies FE Technologies - RFID Your Way s 536 Silicon Dri►►e, Suite 100 Southlake Texas 76092 ' +1-888-278-1824 enquiries0fetechgroup.com Awk www www.fetechgroup.com •��'•FE Technologies ��i