HomeMy WebLinkAboutItem 09 - Amendments to an Agreement for Delhi and Newhope Libraries Laptop KiosksLibrary
www.santa-ana.org/library
Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 16, 2024
TOPIC: Delhi and Newhope Libraries Laptop Kiosks
AGENDA TITLE
Amendments to an Agreement with Java Connections, LLC dba LaptopsAnytime for the
Purchase and Installation of a New Laptop Dispenser Kiosk at the Future Delhi Library
Branch, along with Hardware Support and Software Licensing for the Delhi Kiosk and
Existing Newhope Library Kiosk (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute two amendments to an agreement with Java
Connections, LLC, dba LaptopsAnytime for the purchase and installation of a laptop
dispenser kiosk at the future Delhi Branch Library, hardware support, and software
licensing through September 30, 2026 for the Delhi and Newhope kiosks, increasing
compensation by $48,924.39, for a total not -to -exceed amount of $76,548.25
(Agreement No. A-2024-XXX and A-2024-XXX)
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On December 1, 2020, the City Council approved the purchase of two six -bay laptop
dispenser kiosks for the Main Library and Newhope Branch Library. On May 30, 2023,
the City Council approved an agreement to upgrade the existing six -bay kiosk at the
Main Library to a 12-bay kiosk due to public demand.
The Library now needs to amend the agreement to purchase a 12-bay laptop dispenser
kiosk for the new Delhi Branch Library, which is expected to be complete in early 2025.
Additionally, the amendment will include kiosk hardware support and software licensing
for the Delhi kiosk and the existing Newhope Library kiosk through September 30,
2026.
Having laptops available will provide Santa Ana youth and their families more
opportunities to access the Internet on an electronic device inside the Library. With the
self-service kiosks, library patrons are able to borrow laptops for in-house use to work
on homework assignments, access the Library's electronic resources, conduct
research over the Internet, or use other software such as Microsoft Office.
Delhi and Newhope Library Kiosks
July 16, 2024
Page 2
Upon checkout, the kiosks are able to authenticate patrons' library accounts through
the Library's integrated library system (ILS) as well as take a photo of the patron using
a built-in webcam for security purposes. Once a patron returns the laptop to the kiosk,
the system automatically checks in the device, wipes any modifications or information
saved by the patron using a software called Deep Freeze, and charges the device so it
can be ready for the next checkout.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available in the current Fiscal Year 2024-2025 as shown below. Any
remaining balances not expended at the end of the fiscal year will be presented to City
Council for approval of carryovers to FY 2025-26.
Fiscal Year
Accounting
Fund
Accounting Unit -
Amount
Unit -Account #
Description
Account Description
FY 2024-2025
01111110-63001
General Fund
Library Admin — Misc.
$48,924.39
Operating Expenses
EXHIBIT(S)
1. First Amendment to Kiosk Support Agreement
2. First Amendment to End -User License Agreement
Submitted By: Brian Sternberg, Executive Director of Library Services
Approved By: Alvaro Nunez, Acting City Manager
FIRST AMENDMENT TO KIOSK SUPPORT AGREEMENT WITH
JAVA CONNECTIONS LLC DBA LAPTOPSANYTIME
LAPTOP RENTAL KIOSKS FOR THE SANTA ANA LIBRARY
THIS FIRST AMENDMENT to the above -referenced agreement is entered into on July 16,
2024, by and between Java Connections LLC, a Texas corporation dba LaptopsAnytime
("Contractor"), 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-2020-249AA ("Kiosk Support Agreement")
dated July 1, 2023, for Contractor to provide laptop rental kiosks and related software
support services for City Library locations.
B. The Agreement was executed on July 1, 2023 for a term of two (2) years, however, due to
initial delays, the parties agreed to an expiration date of September 30, 2026. Therefore,
the agreement is in full force and effect until September 30, 2026.
C. Because the City's Library is expanding to another location at the Delhi Center, the parties
now wish to amend the Agreement to expand the scope and increase compensation.
The Parties therefore agree:
1. Section 1.3, Service Plan, is hereby amended to also include Exhibit A-1 of this First
Amendment. The compensation for the additional products and services provided is
increased by $48,924.39 for a total not to exceed amount of $76,548.25.
2. Except as modified by this First Amendment, all terms and conditions of the
Agreement shall remain in full force and effect.
[signature page follows]
Page 1 of 2
SIGNATURE PAGE FOR
FIRST AMENDMENT TO KIOSK SUPPORT AGREEMENT WITH
JAVA CONNECTIONS LLC DBA LAPTOPSANYTIME
LAPTOP RENTAL KIOSKS FOR THE SANTA ANA LIBRARY
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the
Agreement on the date and year first written above.
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM
SONIA R. CARVALHO, City Attorney
By:
Bra Salvatierra
Deputy City Attorney
Brian Sternber 1, 2024 09:55 PDT)
Brain Sternberg
Executive Director
Library Services Agency
Alvaro Nunez
Acting City Manager
CONTRACTOR
I'm,
Mvffl�
Name: Jonathan Ruttenberg
Title:
VP
Page 2 of 2
EXHIBIT A-1
LAPTOPSAMME"
Automated Checkout Kiosk
Quote
ADDRESS
Lynn Nguyen
City of Santa Ana - Santa Ana
Public Library
26 Civic Center Plaza
Santa Ana, CA 92701
SALES REP
NC
Java Connections, LLC dba LaptopsAnytime
17304 Preston Road, Suite 800
Dallas, TX 75252
(614) 579-3057
abigail@laptopsanytime.com
www.laptopsanytime.com
SHIP TO
Lynn Nguyen
City of Santa Ana - Santa Ana
Public Library
26 Civic Center Plaza
Santa Ana, CA 92701
QUOTE # 4644
DATE 05/13/2024
EXPIRATION DATE 08/16/2024
ACTIVITY QTY RATE AMOUNT
Kiosk - 12 Bay Host 1 24,950.00 24,950.00T
12-Bay Host Station 30"w x 29"d x 60"h set for compatible laptops (to
be specified at time of order placement). RFID 4.0 Technology. Includes
Web Camera to take photo of every person checking out device.
Touchscreen Monitor. Bar Code or Swipe Card Reader (to be specified at
time of order placement). Note: devices furnished by customer.
Annual Hardware Svc Agreement Platinum Plus 21 311.88 6,549.48T
Annual Hardware Service Agreement. Cost based on total hardware
purchase. Platinum Plus - 15%. (Platinum Plus provides Free SMART
Bay Upgrades Once Every 3 Years). Price: $3,742.50/yr. $311.88/mos.
This line -item is pro -rated from January 1, 2025 through September 30,
2026.
Ann Software Lic Agreement
21
150.00
3,150.00T
Annual Software Licensing Agreement per Host Station ($1000 per each
Host of 6 or fewer devices plus $800 for each additional 6 devices).
$1,800.00 (One (1) - 12-Bay Kiosk).Price: $1,800.00/yr. $150.00/mos.
This line -item is pro -rated from January 1, 2025 through September 30,
2026.
Deep Freeze Software License
12
0.00
O.00T
Faronics Deep Freeze Licenses. Cost up to $50/license. Waived. Up to 12
licenses.
On -Site Installation
1
1,500.00
1,500.00T
On -Site Assistance with Installation and Training. $1,500. This is for the
Delhi Branch.
Crate
1
0.00
O.00T
Custom Wooden Crate (1 per Kiosk). $700/Crate. Price Waived for
Platinum Plus.
Shipping
1
0.00
O.00T
Prepay and Add Shipping (1 per Crate). $800/Crate. Price Waived for
Platinum Plus.
Renewal Annual Hardware Svc Agreement Platinum Plus
28
174.38
4,882.64T
Renewal Annual Hardware Service Agreement. Cost based on total
Thank you for your business.
ACTIVITY
QTY RATE AMOUNT
hardware purchase. Platinum Plus - 15%. (Platinum Plus provides Free
SMART Bay Upgrades Once Every 3 Years). Unit 1 (6-Bay) Price:
$2,092.50/yr. $174.38/month. This Kiosk is currently paid through May
31, 2024. This line -item will be pro -rated June 1, 2024 through
September 30, 2026
Renewal Ann Software License Agreement
Renewal Annual Software Licensing Agreement per Host Station ($1000
per each Host of 6 or fewer devices plus $800 for each additional 6
devices). Unit 1 (6-Bay) Price: $1,000.00/yr. $83.33/month. This Kiosk
is currently paid through May 31, 2024. This line -item will be pro -rated
June 1, 2024 through September 30, 2026. Note: Since this Kiosk will be
out of operation from December 2024-June 2025, the Annual Software
License Fee will be waived for these seven (7) months.
On -Site Assistance
On -Site Assistance with re -installing Kiosks at the Main and New Hope
Libraries, respectively.
Note: This 12-Bay Kiosk is scheduled to be at the Delhi Branch Library.
Note: With the payment of this Quote and in turn Invoice, the Annual
Software and Hardware Maintenance will be on the same cycle as the
existing 6-Bay and 12-Bay already at Santa Ana. In summer 2026, a
renewal for the Annual Software and Hardware Maintenance will be sent
for all of the Kiosks.
Note: The existing 12-Bay Kiosk at the Main Library is scheduled to be
out of operation from July 2024 through April 2026 due to upcoming
renovations. This Kiosk is currently paid through September 30, 2026. In
fall 2026, when the Annual Software and Hardware Maintenance is sent
out for all three (3) Kiosks, a credit will be given for the Annual
Software amount for Main Kiosk. The Annual Hardware Maintenance
amount will remain the same.
* At time of PO, we request 50% Down -Payment with the
remaining balance paid Net 30.
* Please ship one device and all power bricks to our facility in
Hayward, CA to facilitate Kiosk Set-up prior to shipping.
Accepted By
21 83.33 1,749.93T
SUBTOTAL
TAX (9.25%)
TOTAL
Accepted Date
1,000.00 2,000.00T
T
T
T
44,782.05
4,142.34
$48,924.39
Thank you for your business.
JAVA CONNECTIONS LLC DBA LAPTOPS
ANYTIME -First Amendment to Kiosk Support
Agreement signature required
Final Audit Report 2024-07-01
Created: 2024-07-01
By: Ella Sepulveda (msepulveda@santa-ana.org)
Status: Signed
Transaction ID: CBJCHBCAABAAGoSoHsh-OlSbuoNzSmrxSLczumlACvWx
"JAVA CONNECTIONS LLC DBA LAPTOPS ANYTIME First A
mendment to Kiosk Support Agreement signature required" Hist
ory
Document created by Ella Sepulveda (msepulveda@santa-ana.org)
2024-07-01 - 5:19:13 PM GMT
Document emailed to Abigail Ruttenberg Qonathan@laptopsanytime.com) for signature
2024-07-01 - 5:19:18 PM GMT
Email viewed by Abigail Ruttenberg Qonathan@laptopsanytime.com)
2024-07-01 - 5:33:09 PM GMT
Signer Abigail Ruttenberg (Jonathan@laptopsanytime.com) entered name at signing as Jonathan Ruttenberg
2024-07-01 - 5:33:28 PM GMT
,�p Document e-signed by Jonathan Ruttenberg (Jonathan@laptopsanytime.com)
Signature Date: 2024-07-01 - 5:33:30 PM GMT - Time Source: server
Q Agreement completed.
2024-07-01 - 5:33:30 PM GMT
a Adobe Acrobat Sign
FIRST AMENDMENT TO END -USER LICENSE AGREEMENT WITH
JAVA CONNECTIONS LLC DBA LAPTOPSANYTIME
LAPTOP RENTAL KIOSKS FOR THE SANTA ANA LIBRARY
THIS FIRST AMENDMENT to the above -referenced agreement is entered into on July 16,
2024, by and between Java Connections LLC, a Texas corporation dba LaptopsAnytime
("Contractor"), 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-2020-249BB ("End -User License Agreement")
dated July 1, 2023, for Contractor to provide laptop rental kiosks and related software
support services for City Library locations.
B. The Agreement is in full force and effect so long as City operates Contractor's kiosk(s).
C. Because the City's Library is expanding to another location at the Delhi Center, the parties
now wish to amend the Agreement to expand the scope.
The Parties therefore agree:
Section 1.1, Scope of Use, is hereby amended to also include Exhibit A-1 of this First
Amendment.
2. Except as modified by this First Amendment, all terms and conditions of the
Agreement shall remain in full force and effect.
[signature page follows]
Page 1 of 2
SIGNATURE PAGE FOR
FIRST AMENDMENT TO END -USER LICENSE AGREEMENT WITH
JAVA CONNECTIONS LLC DBA LAPTOPSANYTIME
LAPTOP RENTAL KIOSKS FOR THE SANTA ANA LIBRARY
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the
Agreement on the date and year first written above.
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM
SONIA R. CARVALHO, City Attorney
By:
Br n Salvatierra
Deputy City Attorney
Brian Stern ber 1,202409:55PDT)
Brain Sternberg
Executive Director
Library Services Agency
Alvaro Nunez
Acting City Manager
CONTRACTOR
;7oyatkah �r t2Hbe�a
Jonathan R,tte,berR(Jul1,202410:32P '
Name: Jonathan Ruttenberg
Title:
VP
Page 2 of 2
EXHIBIT A-1
LAPTOPSAMME"
Automated Checkout Kiosk
Quote
ADDRESS
Lynn Nguyen
City of Santa Ana - Santa Ana
Public Library
26 Civic Center Plaza
Santa Ana, CA 92701
SALES REP
NC
Java Connections, LLC dba LaptopsAnytime
17304 Preston Road, Suite 800
Dallas, TX 75252
(614) 579-3057
abigail@laptopsanytime.com
www.laptopsanytime.com
SHIP TO
Lynn Nguyen
City of Santa Ana - Santa Ana
Public Library
26 Civic Center Plaza
Santa Ana, CA 92701
QUOTE # 4644
DATE 05/13/2024
EXPIRATION DATE 08/16/2024
ACTIVITY QTY RATE AMOUNT
Kiosk - 12 Bay Host 1 24,950.00 24,950.00T
12-Bay Host Station 30"w x 29"d x 60"h set for compatible laptops (to
be specified at time of order placement). RFID 4.0 Technology. Includes
Web Camera to take photo of every person checking out device.
Touchscreen Monitor. Bar Code or Swipe Card Reader (to be specified at
time of order placement). Note: devices furnished by customer.
Annual Hardware Svc Agreement Platinum Plus 21 311.88 6,549.48T
Annual Hardware Service Agreement. Cost based on total hardware
purchase. Platinum Plus - 15%. (Platinum Plus provides Free SMART
Bay Upgrades Once Every 3 Years). Price: $3,742.50/yr. $311.88/mos.
This line -item is pro -rated from January 1, 2025 through September 30,
2026.
Ann Software Lic Agreement
21
150.00
3,150.00T
Annual Software Licensing Agreement per Host Station ($1000 per each
Host of 6 or fewer devices plus $800 for each additional 6 devices).
$1,800.00 (One (1) - 12-Bay Kiosk).Price: $1,800.00/yr. $150.00/mos.
This line -item is pro -rated from January 1, 2025 through September 30,
2026.
Deep Freeze Software License
12
0.00
O.00T
Faronics Deep Freeze Licenses. Cost up to $50/license. Waived. Up to 12
licenses.
On -Site Installation
1
1,500.00
1,500.00T
On -Site Assistance with Installation and Training. $1,500. This is for the
Delhi Branch.
Crate
1
0.00
O.00T
Custom Wooden Crate (1 per Kiosk). $700/Crate. Price Waived for
Platinum Plus.
Shipping
1
0.00
O.00T
Prepay and Add Shipping (1 per Crate). $800/Crate. Price Waived for
Platinum Plus.
Renewal Annual Hardware Svc Agreement Platinum Plus
28
174.38
4,882.64T
Renewal Annual Hardware Service Agreement. Cost based on total
Thank you for your business.
ACTIVITY
QTY RATE AMOUNT
hardware purchase. Platinum Plus - 15%. (Platinum Plus provides Free
SMART Bay Upgrades Once Every 3 Years). Unit 1 (6-Bay) Price:
$2,092.50/yr. $174.38/month. This Kiosk is currently paid through May
31, 2024. This line -item will be pro -rated June 1, 2024 through
September 30, 2026
Renewal Ann Software License Agreement
Renewal Annual Software Licensing Agreement per Host Station ($1000
per each Host of 6 or fewer devices plus $800 for each additional 6
devices). Unit 1 (6-Bay) Price: $1,000.00/yr. $83.33/month. This Kiosk
is currently paid through May 31, 2024. This line -item will be pro -rated
June 1, 2024 through September 30, 2026. Note: Since this Kiosk will be
out of operation from December 2024-June 2025, the Annual Software
License Fee will be waived for these seven (7) months.
On -Site Assistance
On -Site Assistance with re -installing Kiosks at the Main and New Hope
Libraries, respectively.
Note: This 12-Bay Kiosk is scheduled to be at the Delhi Branch Library.
Note: With the payment of this Quote and in turn Invoice, the Annual
Software and Hardware Maintenance will be on the same cycle as the
existing 6-Bay and 12-Bay already at Santa Ana. In summer 2026, a
renewal for the Annual Software and Hardware Maintenance will be sent
for all of the Kiosks.
Note: The existing 12-Bay Kiosk at the Main Library is scheduled to be
out of operation from July 2024 through April 2026 due to upcoming
renovations. This Kiosk is currently paid through September 30, 2026. In
fall 2026, when the Annual Software and Hardware Maintenance is sent
out for all three (3) Kiosks, a credit will be given for the Annual
Software amount for Main Kiosk. The Annual Hardware Maintenance
amount will remain the same.
* At time of PO, we request 50% Down -Payment with the
remaining balance paid Net 30.
* Please ship one device and all power bricks to our facility in
Hayward, CA to facilitate Kiosk Set-up prior to shipping.
Accepted By
21 83.33 1,749.93T
SUBTOTAL
TAX (9.25%)
TOTAL
Accepted Date
1,000.00 2,000.00T
T
T
T
44,782.05
4,142.34
$48,924.39
Thank you for your business.
JAVA CONNECTIONS LLC DBA LAPTOPS
ANYTIME -First Amendment to EULA_signature
required
Final Audit Report
Created: 2024-07-01
By: Ella Sepulveda (msepulveda@santa-ana.org)
Status: Signed
Transaction ID: CBJCHBCAABAAuFWDurFRLu3Qb63HzB7eEApNfm1-U6bD
2024-07-01
"JAVA CONNECTIONS LLC DBA LAPTOPS ANYTIME First A
mendment to EULA_signature required" History
Document created by Ella Sepulveda (msepulveda@santa-ana.org)
2024-07-01 - 5:17:52 PM GMT
Document emailed to Abigail Ruttenberg Qonathan@laptopsanytime.com) for signature
2024-07-01 - 5:17:58 PM GMT
Email viewed by Abigail Ruttenberg Qonathan@laptopsanytime.com)
2024-07-01 - 5:31:58 PM GMT
&Q Signer Abigail Ruttenberg (Jonathan@laptopsanytime.com) entered name at signing as Jonathan Ruttenberg
2024-07-01 - 5:32:49 PM GMT
04 Document e-signed by Jonathan Ruttenberg Qonathan@laptopsanytime.com)
Signature Date: 2024-07-01 - 5:32:51 PM GMT - Time Source: server
Agreement completed.
2024-07-01 - 5:32:51 PM GMT
a Adobe Acrobat Sign