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Home My WebLink AboutItem 14 - Purchase Order Contract for Two Book Dispenser Kiosks Library https://www.santa-ana.org/library Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 6, 2021 TOPIC: Purchase Order Contract for Two Book Dispenser Kiosks AGENDA TITLE: Award a Purchase Order Contract to Bibliotheca, LLC to Provide and Install Two Full Turn-Key Book Dispenser Remote Lockers at the Santa Ana Regional Transportation Center and Police Athletic & Activity League (PAAL) Center for $59,109.74 and a Two- Year Extended Warranty with Hardware and Software Maintenance for $10,260, for a Total Amount Not to Exceed $69,369.74 (Specification No. 21-037) (General Fund) RECOMMENDED ACTION Award a purchase order contract to Bibliotheca, LLC to provide and install two full turn- key book dispenser remote lockers at the Santa Ana Regional Transportation Center and Police Athletic & Activity League (PAAL) Center for $59,109.74 and a two-year extended warranty with hardware and software maintenance for $10,260 for a total amount not to exceed $69.369.74, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Santa Ana Public Library (SAPL) is committed to providing high-quality learning experiences through a variety of programs, services and collections. SAPL currently has a collection size of 204,262 and an annual circulation of more than 200,000. The Library has recently placed a strong emphasis on innovative youth programs and services that help bridge the digital divide through new technologies that focus on underserved residents within the city. The City of Santa Ana has a population of approximately 335,000 people over 27.35 square miles and currently operates two public libraries. Given the population density and geographic size of the City, the Library’s two locations do not currently meet the needs of the community in terms of physical size or population. Data reported by the California State Library shows the total square footage per capita for the Santa Ana Public Library at approximately 0.1593, which is among the lowest in California. To address this issue, SAPL is proposing to expand its physical footprint by placing a RemoteLocker at the Santa Ana Regional Transportation Center and the Police Athletic & Activity League (PAAL) Center. Bibliotheca’s RemoteLocker kiosks are designed to extend access to underserved residents and bridge the digital divide by offering a cost- Purchase order contract for two book dispenser kiosks April 6, 2021 Page 2 5 8 9 effective method of providing Library patrons convenient access to collections with self- service holds pick-up, browsing, and returns capability. In addition to physical books, videos and music, the RemoteLocker will also allow the Library to add a variety of popular "Take It & Make It" kits that expand community access to interactive and educational programs for the entire family. The RemoteLocker kiosks provide an easy-to-use, self-service experience for library patrons. Once items are reserved online or over the phone, residents can retrieve library materials on their way to work or school at the Santa Ana Regional Transportation Center or while participating in activities at the PAAL Center. Most importantly, this can all be done by simply scanning the user’s free library card at the kiosk. Because the modular system is customizable, the Library also has the flexibility to add modules in the future that expand kiosk capacity and address the changing educational and entertainment interests of Santa Ana youth and residents of all ages. Bibliotheca is the leading vendor to provide book kiosks for libraries in Orange County. Bibliotheca will provide two full turn-key RemoteLockers (Book Kiosks), including manufacturing, shipping, on-site installation, remote training, and service/support. Santa Ana City Ordinance No. NS-2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The Washington County’s contract with Bibliotheca for book dispenser kiosks was awarded as a result of open, competitive bidding, and meets the City’s requirement. FISCAL IMPACT Funds are budgeted and made available in the following accounts for the specified year: Fiscal Year Accounting Unit- Account # Fund Description Accounting Unit, Account Description Amount FY 20-21 01111190-62300 General Fund Library-Tech & Support, Contractual Services- Professional $10,260.00 FY 20-21 01111190-66400 General Fund Library-Tech & Support, Machinery & Equipment $59,109.74 EXHIBIT(S) 1. Quote Submitted By: Brian Sternberg, Executive Director of Library Services Approved By: Kristine Ridge, City Manager Customer Official System Quote Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 877-207-3127 Fax No - 1-877 689 2269 www.bibliotheca.com Page 1 of 2 Quote Date: 03/02/2021 Quote Number: QUO-154746-X6F4, Rev: 0 Customer Bill To: Santa Ana Public Library Lynn Nguyen 26 Civic Center Plaza Santa Ana CA 92701-4010 United States of America lnguyen@santa-ana.org Tel: 1 7146475259 Quote Details (2) 18bin remoteLocker Holds Pickup, Lucky Day Borrow, & Return *** West Slope Contract Pricing *** Location Information: Santa Ana Public Library - Santa Ana Public Library Lynn Nguyen 26 Civic Center Plaza Santa Ana CA 92701-4010 United States of America Sales Contact: Mason Humphrey Sales Phone: 877-207-3127 ext. 312 Sales Email: m.humphrey@bibliotheca.com Prices are in US Dollars Quote expires (90) days from Quote Date above. The hardware and software includes 12-month warranty, set-up and configuration Item ID Item Type Quantity Sale Price Sub Total SUP000001-000-US PRE-PAID SUPPORT & MAINTENANCE 24 months service agreement for both lockers after warranty 1 $10,260.000 $10,260.00 EDU020011-000-US Introduction to remoteLocker Training Course 1 $599.000 $599.00 RML000002-000-US remoteLocker 100 v3 central tower inc. RFID (wrap) 2 $11,299.000 $22,598.00 RML000009-000-US remoteLocker 105R v3 4 locker tower with returns (wrap) 2 $5,798.000 $11,596.00 RML000035-000-US remoteLocker 110T v3 10 clear locker tower (wrap) 2 $6,198.000 $12,396.00 RML000043-000-US remoteLocker v3 smart controller 2 $699.000 $1,398.00 SLR001050-000-US remoteLocker™ - Side covers 2 $299.000 $598.00 SWR000004-000-US libraryConnect™ Devices subscription - 1 license / device 2 $125.000 $250.00 SHP000001-000-US Freight Standard Service Shipping is estimated on two receiving locations, unless otherwise noted, and on current rates and proposal. 1 $4,140.000 $4,140.00 Total (Less Sales Tax): $63,835.00 Estimated Sales Tax (9.25%): Estimated Total: $5,534.74 $69,369.74 Customer Official System Quote Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 877-207-3127 Fax No - 1-877 689 2269 www.bibliotheca.com Page 2 of 2 Additional Details All prices including Service and Maintenance do not include any applicable sales tax. If tax exempt, A copy of Tax Exemption Certificate is required with purchase order for all tax-exempt customers. Terms are NET 30 Days from Date of Invoice. Invoice is generated at the time of Shipment. Quotations are good for 90 days. All dates are based on ship dates. Order must ship within the 90-day window. After 60 days, quotation expires. Contact Bibliotheca for a New Quotation. A 20% restocking fee, in addition to in-bound and out-bound shipping, will be charged for all returns. GST/HST N° 859257321RT0001 Submit Purchase Order by fax to 877-689-2269 or by email to orders-us@bibliotheca.com. Accepted By: ____________________________________________________________ Accepted Date: __________________________________________________________ Customer Purchase Order Number: _________________________________________