HomeMy WebLinkAboutItem 24 - Radio Frequency Identitification System at the Library Library
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Item # 24
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 16, 2021
TOPIC: Radio Frequency Identification System at the Library
AGENDA TITLE:
Approve an agreement with Invengo American Corp for a Radio Frequency Identification
system at Main and Newhope Branch Library for a total amount not to exceed $82,284.94
(General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Invengo American Corp for a
term of March 16, 2021 to March 15, 2024 for an Radio Frequency Identification (RFID)
system to include a tagging project of all library materials and for the purchase of two self-
checkout kiosks, eight Circulation Assistant pads, and four security gates at the Main and
Newhope Branch Libraries for $72,280.54, a two-year software and hardware service
support plan for $7,016, and a contingency fund for additional RFID tags or any
services/equipment needs for $2,988.40, for a total amount not to exceed $82,284.94 to
be funded by the General Fund, subject to non-substantive changes approved by the City
Manager and City Attorney.
DISCUSSION
The Library currently uses a barcode and electromagnetic (EM) system in all library
materials and equipment. This system relies on outdated sensitizing and desensitizing
stations along with electromagnetic sensing security gates for inventory control. The
Library’s existing EM-Based equipment is antiquated, inefficient and out of warranty. It is
expensive to repair due to poor condition, age, and the lack of a service contract. The
new standard for modern public libraries utilizes a Radio Frequency Identification (RFID)
system.
The advancements of RFID provide significant opportunities for the Library to improve
services by offering self-service options for patrons, especially during COVID-19. RFID
also greatly improves customer service to Santa Ana residents by reducing checkout
times at public service counters, and provides more accurate statistics relating to patron
usage. RFID has also proven to be the industry standard in providing inventory control
for libraries by acting as a “smart” barcode that can be programmed to hold more
information than a regular barcode, including detailed data about library materials and
Agreement with Invengo American Corp for a Radio Frequency Identification System
March 16, 2021
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their usage. RFID tags also act as a security chip that can be activated/deactivated when
items are checked out/checked in.
The current RFID project consists of adding tags (in essence computer chips) to all
existing library materials such as books and audiovisual materials. These tags work in
conjunction with the new security gates to allow the Library to track statistics relating to
circulation of materials, foot traffic, along with monitoring the occupancy inside the
buildings in real time. The self-checkout kiosks provide residents with a contactless
service experience, while reducing the number of staff members involved in patron
transactions. Additionally, the Circulation Assistant pads will allow staff to check out
multiple items in one single transaction, without scanning individual item barcodes. This
saves considerable staff time to focus on providing other services or programs to the
community.
Santa Ana City Ordinance No. NS-2312 authorizes the City to purchase against contracts
from any public agency utilizing a competitive bid process. The City of San Leandro’s
contract with Invengo American Corp for RFID conversation project, self-checkout kiosks,
and gates was awarded as a result of open, competitive bidding, and meets the City’s
requirement.
FISCAL IMPACT
Funds are available and budgeted 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-Contractual
Services-Professional
$7,016
FY 20-21 01111190-
66400
General
Fund
Library-Machinery &
Equipment
$75,268.94
EXHIBIT(S)
1. Agreement
Submitted By:
Lisa Rudloff, Executive Director of Parks, Recreation and
Community Services
Approved By: Kristine Ridge, City Manager
1
AGREEMENT WITH INVENGO AMERICA CORPORATION DOING BUSINESS AS
FE TECHNOLOGIES FOR RFID CONVERSION FOR THE SANTA ANA PUBLIC
LIBRARY
THIS AGREEMENT is made and entered into this 16th day of March, 2021 by and
between Invengo America Corporation, a Texas corporation doing business as FE Technologies.
(“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”). City and Consultant
are also collectively referred to herein as “the Parties.”
RECITALS
A.City desires to hire a Consultant to convert the Library circulation system to RFID
technology. In addition, the City is looking to purchase hardware needed to operate the
system including two (2) self-check-out kiosks, eight (8) circulation assistant pads, and
four (4) security gates. The conversion would also include training and support for the new
system.
B.Consultant submitted a proposal for RFID conversion in response to a Request for Proposal
(“RFP”) issued by the City of San Leandro (“San Leandro.”) City is piggybacking on San
Leandro’s RFP process as authorized by Santa Ana Municipal Code Section 2-807(d).
C.In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1.SCOPE OF SERVICES
a.Consultant shall perform the services that are described in Exhibit A including
RFID conversion of the Library system with two (2) self-check-out kiosks, eight
(8)circulation assistant pads, installation of four (4) security gates, and training and
technical support as outlined in Consultant’s proposal dated February 10, 2021 and
incorporated by reference as though fully set forth herein.
b.Consultant’s terms and conditions in Exhibit B are incorporated by reference with
the exception of items #c, d and g, wherein the City has 45 days to pay all
invoices instead of 30 days. Where this Agreement contradicts any term or
condition in Exhibit B, this Agreement shall be controlling.
2.COMPENSATION
a.City agrees to pay, and Consultant agrees to accept as total payment for its services for
City, the rates and charges identified in Exhibit C. The total amount authorized during
Exhibit 1
2
the term of this Agreement shall not exceed $82,284.94 consisting of the RFID
conversion and equipment to utilize the new technology of $72,280.54; two (2) year
software and hardware service support plan for $7,016 for the last two years of the
Agreement; and a contingency for additional RFID tags and unexpected occurrences
of $2,988.40 to be used at the City’s sole discretion.
b. City shall pay 50% of the conversion and equipment costs prior to the start of the
conversion upon receipt of a proper invoice and shall pay the remaining 50% of the
conversion and equipment costs within forty-five (45) days of the date that the Parties
agree that the conversion process is complete and hardware installed and upon City’s
receipt of a proper invoice for the balance. City will be invoiced separately for the
software and hardware service support plan and any use of contingency funds.
c. Payment by City shall be made within 45 days (forty-five) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work, which fails to meet the standards of performance
set forth in the Recitals, which may reasonably be expected by City.
3. TERM
This Agreement shall commence on March 16, 2021 for a three (3) year term until March
15, 2024, unless terminated earlier in accordance with Section 15, below.
4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer-employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. RESERVED
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives as additional insured(s) and shall include, but not be
limited to protection against claims arising from bodily and personal injury,
including death resulting therefrom and damage to property, resulting from any act
Exhibit 1
3
or occurrence arising out of Consultant’s operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of
insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $2,000,000 per occurrence, with $4,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
and representatives as additional insured(s); (b) be primary and not contributory
with respect to insurance or self-insurance programs maintained by the City; and
(c) contain standard separation of insureds provisions.
b.Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include
coverage for owned, hired and non-owned automobiles.
c.Worker’s Compensation Insurance. In accordance with the provisions of Section
3700 of the Labor Code, Consultant, if Consultant has any employees, i s required
to be insured against liability for worker’s compensation or to undertake self-
insurance. Prior to commencing the performance of the work under this
Agreement, Consultant agrees to obtain and maintain any employer’s liability
insurance with limits not less than $1,000,000 per accident.
d.If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit
of not less than $1,000,000 per claim with $2,000,000 in the aggregate.
e.The following requirements apply to the insurance to be provided by Consultant
pursuant to this section:
i.Consultant shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
ii.Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
iii.Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty
(30) days prior written notice to the City.
iv.Consultant shall supply City with a fully executed additional insured
endorsement.
f.If Consultant fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has
been procured and is in force and paid for, the City shall have the right, at the City’s
election, to forthwith terminate this Agreement. Such termination shall not affect
Consultant’s right to be paid for its time and materials expended prior to notification
of termination. Consultant waives the right to receive compensation and agrees to
indemnify the City for any work performed prior to approval of insurance by the
City.
Exhibit 1
4
7. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Consultant, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arisi ng from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, re garding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States’
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
Exhibit 1
5
10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. “Confidential Information” shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Consultant without reference to information disclosed by the
City.
11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12. DISCRIMINATION
Provider shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under this
Agreement. Provider affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
Exhibit 1
6
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City’s ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other consultants retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the fact that payment need not be made for work, which fails to meet the
standard of performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
Exhibit 1
7
19.MISCELLANEOUS PROVISIONS
a.Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney’s fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b.This Agreement may be signed in counter parts and by electronic signatures.
c.All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
20.NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Library Services Agency
Attention: Executive Director
City of Santa Ana
20 Civic Center Plaza (M-75)
P.O. Box 1988
Santa Ana, California 92702
Sonia R. Carvalho
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714- 647-6515
To Consultant:
Invengo America Corp. dba FE Technologies
536 Silicon Drive, Suite 100
Southlake, TX 76092
Melanie@fetechgroup.com
Exhibit 1
8
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) d ays after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST: CITY OF SANTA ANA
Daisy Gomez, CMC Kristine Ridge
Clerk of the Council City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO CONSULTANT:
City Attorney
By:
Laura A. Rossini
Chief Assistant City Attorney (title)
RECOMMENDED FOR APPROVAL:
Brian Sternberg
Executive Director
Library Services
By: Scotty Gage
Title: VP of Sales-US
Exhibit 1
EXHIBIT A
SCOPE OF SERVICES
Exhibit 1
EXHIBIT A: SCOPE OF SERVICES
RFID Conversion Service
Invengo American Corp will provide the following equipment and supplies:
RFID Tags
187,000 RFID Book Tags
19,000 RFID AV Tags
Mobile Retrospective Encoders (Trolley)
2 (two) Mobile Retrospective Encoders rented during the 3-month conversion process.
Santa Ana Public Library will manage all aspects of staffing for the RFID conversion service,
including hiring, training, scheduling supervising, and quality control of the work product. The
Invengo American Corp RFID Project Manager will provide the Santa Ana Public Library a
tagging and conversion plan covering the 2 (two) library facilities including the hours, days, and
dates when the conversation will occur at least 60 days prior to the start of the conversion
process. The conversion plan will include training for weekly quality control checks on the
conversion work product. The tagging and conversion process will require up to 90 days.
Hardware Specifications:
The Invengo American Corp Installation Team (i.e., Technical Support Officers) is responsible for
installing and commissioning the RFID equipment on site.
Staff Workstations, “Circulation Assistants”
All Circulation Assistants will be the “Shielded Standard Kit”, a high-powered, shielded
device for multiple item processing in as small area at either Circulation/Service Desks
or at a Technical Services/Circulation Staff Workstation.
“Designer Clear” Security Gates
o Main Library – 2 (two) Security Gates.
o Branch Library – 2 (two) Security Gates.
V5 Self Check Machines
Desk Top Machines
o Main Library – 1 (one) V5
o Branch – 1 (one) V5
Exhibit 1
Application Software
The Invengo American Corp Installation Team (i.e., Technical Support Officers) is responsible for
installing and commissioning the RFID equipment on site. The installer is responsible for the
software installation and integration with Santa Ana Public Library’s ILS, TLC utilizing SIP2
including the following:
All equipment comes with its own specially designed software to incorporate all
hardware (detection systems, staff station readers, patron self-check stations, portable
handheld readers), RFID tags, and any other RFID-related hardware into the system.
Circulation Assistant Software
o Sufficient licenses to cover all appropriate hardware described in the “Hardware
Specifications” section above.
The Management Console software used to configure the RFID equipment, including:
o Management Console Reports
o Library Live Reports
o Sufficient licenses to cover all appropriate hardware described in the “Hardware
Specifications” section above.
RFID Tag Encoding Software:
Invengo American Corp will supply it’s RFID Tag Encoding software to vendors which provide
material, print and audio visual, to the Santa Ana Public Library for the purpose of allowing these
companies to present new books to Santa Ana Public Library with encoded (and printed if
required) RFID tags.
All software will be tested by Invengo American Corp’s Software Installers with Invengo
American Corp’s own ILS response testing software to ensure each ILS message is translated
appropriately by the software. Hardware is delivered and installed by Invengo American Corp’s
Installation Team, which includes RFID experts, familiar with RFID-specific exclusion zones and
placement guidelines, and qualified electricians. Software is tested by Invengo American Corp’s
Software Installers with FE Technologies’ own ILS response testing software to ensure each ILS
message is translated appropriately by the software.
Installation:
Invengo American Corp will perform all installation and testing work related to the RIFD
equipment, and all maintenance and support work ongoing. The Invengo American Corp Project
Manager/Installer will conduct a site audit of all Santa Ana Library facilities: the Main Library, the
Branch Library. The Invengo American Corp Project Manager will identify and document any
installation issues and special requirements for the Invengo American Corp Installation team,
including Hardware and Software installers. The Invengo American Corp Project Manager will
complete all pre- Installation paperwork and checklists to document and ensure that the
necessary IT configuration is conducted, and that power and data points are adequate and tested
at all Santa Ana Library facilities.
Exhibit 1
Invengo American Corp will conduct the delivery and installation of the RFID equipment.
Hardware will be delivered, installed, tested, and commissioned by the Invengo American Corp
Installation Team, which includes RFID experts and qualified electricians who are familiar with
RFID-specific exclusion zones and placement guidelines. Invengo American Corp will manage all
delivery logistics including delivering and placing all RFID equipment right into installation sites:
The Main Library and the Branch Library
The Invengo American Corp Installation Team will be responsible for the software installation
and integration via SIP2 with the Santa Ana Public Library’s ILS: TLC
The Invengo American Corp Software Installers will test all software with their own ILS response
testing software to ensure each ILS message is translated appropriately by the software.
Invengo American Corp will also provide the following services during the installation
process:
Pre-Install Testing Demo Self Loan Station
o A self-loan station will be set up in the Main Library a month before the go live
date. This allows the Santa Ana Library to test all the different permutations to
find any weaknesses of the system and business processes. It also allows the
SIP2 to be set up ahead of time and to ensure any ‘unfriendly’ message from
the ILS can either be corrected at the ILS or on the translation tables on the
self-loan station.
Placing a Software Support Person on standby on Go Live Date
o In the event of there being any last-minute changes that were missed during
the testing period Invengo American Corp will place a software support team
member either onsite or on standby remotely (with remote access to all
equipment) that allows Invengo American Corp to make any changes as fast as
possible to ensure the go live is a good experience.
Training
Training on the hardware and software will be conducted before the Santa Ana Library goes
live and after the equipment has been installed with relevant staff at the library, aimed at
maximizing usage of the equipment, reducing staff “touches” of items, ensuring staff and
public safety, and coaching staff on how to encourage patron use of the system.
The training will be conducted after hardware installation, on “live” equipment to give staff a real
understanding of the functions of each product. Training will be hands-on with staff given the
opportunity to use all equipment and try all different functions including:
Self-Loan Station – This session covers the steps that patrons take to conduct a
transaction, and includes a run-through of all available transactions, error messages,
Exhibit 1
receipt options, payment options (if applicable) and DVD unlocking method. This session
also covers the administration functions of the Self Loan Station which are accessed via
a staff administrator’s card, and includes encoding tags, tag info viewer, machine
restart/shutdown, receipt paper changing and reprint receipt. A troubleshooting session
is included, and this covers when and how to lodge a Work Ticket for support/assistance
from Invengo Technology Corp.
Circulation Assistant – This session covers all the functions of the Circulation Assistant –
multiple item check in and check out, exception handling, how to synchronize the
application, encoding tags, checking tags, pinning or hiding the application and trouble-
shooting.
Security Gates – An explanation of how the security gates work, emphasizing their
effectiveness and the fact that the Invengo American Corp system does not produce
“false alarms” in order to give confidence to staff that when the alarm sounds, it is
because an item has been removed that has not first been checked out. This session covers the
data logger and how to view items that have alarmed the gates, along with people counter
functionality and a brief overview of the people counter reports.
The Invengo American Corp trainer will conduct staff training sessions for staff in group sizes
convenient to the library, ensuring that staff coverage is always sufficient in other areas of the
library.
Detailed, easy to follow training manuals will be provided for each product. The manuals are free
and are downloadable in PDF format via the Invengo American Corp User Group Website.
They contain informative and instructive diagrams, screenshots, and photos, and are designed
so that staff can refer to items when required when working with the new equipment.
Invengo American Corp will provide Technical Training specifically designated for the
Information Technology Division staff. Invengo American Corp will also provide Technical
Training on the Management console, intended for staff from both the Library and Information
Technology Division who will act as system administrations, to include the following topics:
User access levels
Dashboard and monitoring the status of the equipment.
Designing groups of equipment, branches, etc.
Configuration – changing the GUI, changing the workflows (transactions steps), changing
advertisement screens, changing the SIP2 translations, individual product configuration,
data and encoding standards, etc.
Reporting – how to produce reports, the different reports available, how to
configure a reporting timeframe.
Troubleshooting, including when and how to lodge a Work Ticket for Invengo
American Corp Support.
A Training Survey is distributed to all participants in both training sessions at the end which is a
quality assurance check and will be used to identify any gaps or issues with the training described
Exhibit 1
above and to fill in any gaps in training for Santa Ana Library staff and the City of Santa Ana IT staff
with additional training.
Service & Support
Santa Ana Public Library shall be able to request service using a toll-free number and a web-
based customer service portal provided by Invengo American Corp. Work Tickets are logged
and are allocated a level of urgency. Work Tickets will be acknowledged within 1 (one) hour of
logging. A Technical Support Officer (TSO) will either acknowledge an online ticket in the ticket
itself or will telephone the Library directly. If a machine is experiencing downtime, it will be
escalated to the top tier of urgency.
because an item has been removed that has not first been checked out. This session covers the
data logger and how to view items that have alarmed the gates, along with people counter
functionality and a brief overview of the people counter reports.
The Invengo American Corp trainer will conduct staff training sessions for staff in group sizes
convenient to the library, ensuring that staff coverage is always sufficient in other areas of the
library.
Detailed, easy to follow training manuals will be provided for each product. The manuals are free
and are downloadable in PDF format via the Invengo American Corp User Group Website.
They contain informative and instructive diagrams, screenshots, and photos, and are designed
so that staff can refer to items when required when working with the new equipment.
Invengo American Corp will provide Technical Training specifically designated for the
Information Technology Division staff. Invengo American Corp will also provide Technical
Training on the Management console, intended for staff from both the Library and
Information Technology Division who will act as system administrations, to include the
following topics:
User access levels
Dashboard and monitoring the status of the equipment.
Designing groups of equipment, branches, etc.
Configuration – changing the GUI, changing the workflows (transactions steps), changing
advertisement screens, changing the SIP2 translations, individual product configuration,
data and encoding standards, etc.
Reporting – how to produce reports, the different reports available, how to
configure a reporting timeframe.
Troubleshooting, including when and how to lodge a Work Ticket for Invengo
American Corp Support.
A Training Survey is distributed to all participants in both training sessions at the end which is a
Exhibit 1
quality assurance check and will be used to identify any gaps or issues with the training described
above and to fill in any gaps in training for Santa Ana Library staff and the City of Santa Ana IT staff
with additional training.
Exhibit 1
Following the acknowledgement of a logged issue ticket, the Technical Support Team will then
have 8 (eight) business hours, from 0900 to 1700 PST, seven days a week, to analyze the issue
and attempt to resolve it. If the problem cannot be resolved by telephone, the Technical
Support Officer will access the equipment via a remote access program, ‘GoToAssist’ or a City
of Santa Ana approved method. If the problem has been classified as involving downtime to a
machine Invengo American Corp’s Technical Support Team will remote into the machine within
4 (four) hours of the problem being logged. Otherwise, Invengo Technology Corp’s Technical
Support Team will remote in within 8 hours of the problem being logged.
If the Technical Support Team determines that the problem is hardware related, Invengo
American Corp will arrange for the parts to be delivered to the Library ASAP by a delivery service or
by Invengo American Corp’s support partner Fujitsu in the instance of a part swap-out required
with an onsite visit. If a technician is required to install the part, an Invengo American Corp
Technician will be onsite within 8 (eight) working hours, from 0900 to 1700 PST, seven days a week,
from the determination that an onsite visit is required and the part is available through Invengo
American Corp’s support partner Fujitsu OR within 8 working hours, from 0900 to 1700 PST, seven
days a week, from the determination that an onsite visit is required and the Library
acknowledging that the part(s) have been received via a delivery service from Invengo American
Corp.
Problems that are not resolved within the timeframes described above will be escalated to the
Support Manager for resolution.
The cost of support is included in Invengo American Corp’s Warranty and Support Agreement
and is free of charge for the first year. Weekend onsite support is charged at an additional 40%
of the quoted Extended Warranty.
Web Support:
o The City of Santa Ana will have access to Invengo American Corp’s Service
Portal including access to:
Tiered access to lodge work tickets instantly. Administrator level has
access to all Work Tickets for all branches; standard access gives library
staff access to their branch only.
Ability to classify severity of problem (experiencing downtime, for
example).
Ability to upload files, screenshots, reports, images etc.
Knowledge-base – online access to User Guides, issue resolution tips
and guidelines, common issues, etc.
Authorized Service Technicians
o In the instance of a part swap-out required with an onsite visit, Invengo
American Corp’s support partner Fujitsu will attend the site.
Exhibit 1
o Invengo American Corp’s support partner Fujitsu has several staff dedicated to
working with Invengo American Corp customers in the region. Hot swappable
spares are kept with Fujitsu to ensure immediate availability of vital parts.
o Invengo American Corp will measure and monitor Fujitsu’s performance
against their Service Level Agreement (SLA) and ensure that the response
times described above are adhered to by Fujitsu.
Warranty and Support Agreement
Introduction
o Invengo American Corp provides a comprehensive warranty against defects in
materials and workmanship for all Invengo American Corp Library RFID
equipment and software. Should any equipment or software supplied as part of
the Library RFID system develop a fault, Invengo American Corp or its contracted
field service agent/s will repair or replace the equipment or software via remote
access or onsite visit. The warranty covers only those defects that arise during
the normal use of the equipment or software. It does not cover the misuse,
deliberately or otherwise of the equipment, or unauthorized modification of the
hardware or software.
Definition
o The term “technician” refers to an Invengo American Corp Technical Support
Officer or third-party agent.
Warranty Commencement Date
o The commencement of the warranty period is no more than 120 days after
delivery to the installation site. The standard warranty period is 12 months from
the commencement date. There is no cost for the standard warranty.
Extended Warranty
o Extended warranty for the equipment is available for a period of 2 years following
the standard warranty period (total warranty period being 3 years). The City of
Santa Ana’s acceptance of the Extended Warranty is automatic upon the signing
of this contract. Cancellation of the Extended Warranty can be requested in
writing to Invengo American Corp in the month prior to the warranty
anniversary. Requests for cancellations part way through the annual warranty
period will not be refunded. At the conclusion of the extended warranty period,
the contract will be automatically rolled over into an annual warranty contract
subject to an annual
Exhibit 1
DocuSign Envelope ID: 8FF7EC42-DB1C-4919-AAA5-730971DF2BF2
price and terms negotiated between the City of Santa Ana and Invengo American
Corp. The terms and price of this negotiation will be agreed upon at a minimum
of sixty days prior to end of the extended warranty period. If the City of Santa
Ana and Invengo American Corp cannot reach an agreement on the annual price
and terms of the annual contract, then either party may cancel the annual
warranty contract effective at the end of the extended warranty period.
Non-Warranty Support
o At the expiration of the extended warranty period where further agreement is
not entered, request for support will be charged at the current Invengo American
Corp’s Time and Materials rate.
Software Warranty
o Invengo American Corp’s development cycle is based on Agile Systems – it is a
continuous cycle of improvement that relies on customer feedback and ideas, as
well as quality assurance testing in the lab and onsite. Invengo American Corp
performs monthly “sprints” which included software improvements and
Invengo American Corp release a new software version every 10-12 weeks,
which is provided to all customers on the Warranty and Support Agreement free
of charge. Version releases may contain a combination of new features, new
products, bug fixes and enhancements. The release notes are published via
Invengo American Corp’s User group Website and are also available free of
charge directly from Invengo American Corp. The Santa Ana Library may choose
to upgrade to a new version release at any stage. Upgrades are not compulsory,
and Invengo American Corp supports all software version releases for a period
of at least 2 years. Invengo American Corp will perform this work.
RFID Tags
o The tags are guaranteed for the life of the item on which they are affixed.
Exhibit 1
EXHIBIT B
Consultant’s Terms and Conditions
Exhibit 1
4 FE TECHNOLOGIES www.fetechgroup.com
On acceptance of this quotation, the following payment terms will apply: -
a. Prices are ex-GST.
b. Prices are valid for 3 months from the date of this quotation.
c. 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 30 days from invoice issue
date.
d. The remaining 50% will be invoiced within 30 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.
e. 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.
f. Any ad hoc items will require a separate purchase order, and payment is due 30 days from invoice issue date.
g. The final payment of any product is due 30 days from final delivery.
h. 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.
i. The payment for book sorters shall be 30% deposit on order, 60% payable when it is due for shipping from overseas (i.e. when it leaves the overseas factory) and 10% 30 days after installation.
j. 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.)
k. 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 EFTPOS – LIB-101-XEX
iv. Self Loan Station with Coin Acceptor – LIB-101-XXC
l. If you wish to accept this quotation, a formal FE Technologies contract will be sent to you for signing.
m. Libraries can opt out of the Warranty and Support Agreement at any time. Please refer to document “FE Technologies Standard Maintenance and Support Charges” available from FE Technologies.
Note that once Warranty and Support has been paid for the year, this will not be refunded by FE Technologies.
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 for the agreed period without a rental charge. Any extension to the agreed period shall be charged at $600 per month per Mobile Retrospective Encoder.
r. S1 Self Loan Station is based on a standard architectural timber option of Beech Wood. For the choice of Oak, Mahogany, White Wax or Ash there is a customisation fee of $850.00 per self-loan
station.
s. Self-loan station with EFTPOS payment does not include the EFTPOS machine which the library orders directly with their bank.
X____________________________________ ___________________________
Signature and Title Date
THE FINAL SPECIFICATIONS
TERMS & CONDITIONS
Exhibit 1
EXHIBIT C
COMPENSATION
Order Form
Exhibit 1
Library RFID Proposal
3
PRICES LISTED ARE EXCLUSIVE OF GST AND QUOTED IN US DOLLARS.
Shipping is an estimate, total will be calculated upon delivery ; logistical preference and parameters apply.
X____________________________________ ___________________________
Signature and Title Date
Product Code Component Price Per Unit Quantity Total Price Maintenance Per
Annum* Year 2
Library Live Per
Annum** Year 2
Maintenance
Per Annum*
Year 3
Library Live Per
Annum** Year 3 Grand Total
03545 RFID Tags (Credit Card Sized)$0.110 187,000 $20,570.00 $0.00 $0.00 $0.00 $0.00
03962 Large Disc Tags (12cm diameter)$0.520 19,000 $9,880.00 $0.00 $0.00 $0.00 $0.00
LIB-101.3-XXX V5 SELF LOAN STATION $4,505.00 2 $9,010.00 $1,340.00 $96.00 $1,340.00 $96.00
03524 V5 FREESTANDING KIOSK FOOTPLATE $0.00 2 $0.00 $0.00 $0.00 $0.00 $0.00
LIB-075 Circulation Assistant - Standard Shielded $516.00 8 $4,128.00 $240.00 $0.00 $240.00 $0.00
LIB-180-PIX DESIGNER Clear Security Gates 2 Column Bi-
directional people counter + Custom Install $4,045.00 4 $16,180.00 $1,520.00 $192.00 $1,520.00 $192.00
Mobile Trolley Retrospective Converter - Rental
Extension Per Month $700.00 2 $0.00 $120.00 $0.00 $120.00 $0.00
Mobile Trolley Retrospective Converter - Hire -
Units (Delivery)$0.00 2 $0.00 $0.00 $0.00 $0.00 $0.00
TRAINING RFID Onsite Training - Tagging (per Session)$737.00 1 $737.00 $0.00 $0.00 $0.00 $0.00
TRAINING RFID Onsite Training - Equipment (per Session)$737.00 1 $737.00 $0.00 $0.00 $0.00 $0.00
Delivery $3,510.00 1 $3,510.00 $0.00 $0.00 $0.00 $0.00
Installation $2,000.00 1 $2,000.00 $0.00 $0.00
State Sales Tax State Sales Tax - CA Sales Tax 9.25%$5,528.54
Contingency Fund RFID tags or any services/equipment $2,988.40
TOTAL - -$75,268.94 $3,220.00 $288.00 $3,220.00 $288.00 $82,284.94
*Maintenance is provided free for the first year after installation.
** Library Live is included for the first year after installation.
Price quoted exclude GST.
NECESSARY FINANCIAL SPECIFICATIONS
PROJECT BREAKDOWN
Exhibit 1