Item 4I4I - 1
[Type text]
M E M O R A N D U M
November 8, 2011
To: Shana Yelverton, City Manager
From: Kerry McGeath, Deputy Director of Community Services
Approve contract with 3M Library Systems for the Southlake
Subject:
Library Radio Frequency Identification Device (RFID) upgrade
in the amount of $48,847
Action
Requested
: City Council approve contract with 3M Library Systems in the
amount of $48,847 for the purchase of an upgrade tothe Library’s
security system.
Background
Information
: An identification system is necessary to check items in and out, and
forsecurity and inventory purposes in the Southlake Library. The
present system, installed in 1999, willnot be supported by the
Vendor and willbecome non-functional within two years;the
proposed upgrade for the Library’sRadio Frequency Identification
Device (RFID) system, a proprietary system exclusively available
through 3M Library Systems for libraries. It includes software and
hardware that allows us to read the tags, and updated security
gates.RFID utilizes circuitry tags that allow the library automation
system to identify, check in and check-out items from the Library.
The technology is used in libraries as well as in commercial
businesses.During the past year, the Library checked out 364,000
items and the new system will vastly improve the process for
citizens and library staff. The proposed upgrade for the RFID
system is compatible withPolaristhe Library’s operating software
system.
3M Library Systems is the sole source for the RFID system
therefore the usual State bidding procedure was not required.
The RFIDsystem was budgeted in the amount of $50,000 for
software and hardware upgrades inthe FY2011-12 budget. It was
reviewed by the IT Governance committee and was one of the top
priorities for this year’sprojects.
City of Southlake Values:
Integrity
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Shana Yelverton, City Manager
City Council Meeting Date – November 15, 2011
Page 2
The RFID tags that are used with this upgraded system are
considerably less expensive to purchase then the outdated ones
that are currently in use. The current tags are priced .81 cents per
tag. The new tags come in at .25 cents per tag because they are
currently in production through 3M. Maintenance issues with the
current system will also add to staff efficiency.
Financial
Considerations
: Funding of $50,000 for the purchase of the RFID system is
provided in the FY2011-12 operating budget of the Library division.
Strategic Link:
This project is aligned with the Strategic Focus Area ofSafety and
Securityand meets the Corporate Objectives to Provide high
quality customer service andEstablish and maintain effective
internal controls.
Citizen Input/
Board Review
: City Council consideration at the November 15, 2011 meeting.
Legal Review:
State bidding procedures not required for sole source purchase.
Contract documents and specifications standard format previously
reviewed by City Attorney.
Alternatives:
Alternatives may include:
City Councilapproval as presented
City Council approval withmodifications
City Councildecision not to approve
Supporting
Documents:
Sole Source document from 3M Library System
Quote from 3M Library Systems
Staff
Recommendation:
City Council approvecontract with 3M Library Systems for Library
RFID upgrade in the amount of $48,847.
City of Southlake Values:
Integrity Commitment to Excellence
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Library Systems Quotation
Direct
Library Systems
Today's Date:
11/01/11
Expiration Date:
P.O. Box 3368201/30/12
St. Paul, MN 55133-3682
Quotations are good for 90 days. All dates are
Office (800)328-0067 ext. 2
based on ship dates. Order must ship within the
90 day window. After 90 days, quotation expires.
Fax (800)223-5563
Contact 3M for a New Quotation.
Ship to: (Destination of Goods)Bill to: (Agency to Invoice)
Library NameName
Southlake Public Library
AddressAddress
1400 Main Street
City, State, ZipCity, State, Zip
Southlake, Texas 76092
Contact NameContact Name
Kerry McGeath
E:Mail AddressE:Mail Address
kmcgeath@ci.southlake.tx.us
Phone #Phone #
817-748-8384
Fax #Fax #
P.O. # and Signature (signature required if customer is using this form as an order)Requested Delivery and Install Dates
DescriptionUnit PriceExtended Price
Quantity
RFID Proposal - Contract Number PR251593Good Through: 01/30/12
810003M ISO RFID Tag - plain white$0.25$20,250.00
$0.00$0.00
53M Model 896 RFID Staff Workstation$2,000.00$10,000.00
$0.00$0.00
13M Model 9102 Two Aisle RFID Detection System - Direct Mount with $10,442.00$10,442.00
$0.00$0.00
13M Command Center for Model 9100$0.00$0.00
13M Model 803 Digital Library Assistant (includes Model 747 DDM)$5,580.00$5,580.00
$0.00$0.00
13M Model 812 RFID Conversion Station - Three Month rental$0.00$0.00
***Model 812 Rental is included free of charge as part of the upgrade promotion.$0.00$0.00
$0.00$0.00
NOTE - Items above include 12 month warranty. $0.00$0.00
1Installation for the items above$1,995.00$1,995.00
$0.00$0.00
Subtotal $48,267.00
Shipping & Handling Fee $580.40
Total *$48,847.40
* Applicable Sales Tax will be applied
3M Sales Consultant3M Sales Consultant Phone #3M Customer Service Representative3M Customer Service Representative Phone #
Shawn Brumley(800)328-0067, ext. 3, code 28Joe Hill(800) 328-0067 ext. 2
Mail or Fax purchase order to the address above.
Terms are NET 30 Days from Date of Invoice
Invoice is generated at the time of Shipment
Comments:
One Tag System or Two Tag