Presenter/Contact
Presenter
Gretchen Pruett, Library Director
Contact Info
(830) 221-4322 - gpruett@nbtexas.org
Subject Header
SUBJECT:
Title
Approval of a purchase from EnvisionWare, Inc. for a Radio Frequency Identification system for the New Braunfels Public Library at a cost of $39,203.
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BACKGROUND / RATIONALE:
The FY2018-19 budget approved $35,000 for the acquisition of a self-check out/check-in standalone kiosk for the main library. After discussion with three vendors who supply this equipment, Library Staff learned that pricing for Radio Frequency Identification (RFID) systems has decreased substantially, and it will be possible to convert all library materials to RFID as well as provide the equipment to upgrade all self-checkout systems to RFID and also purchase the self check-in/check-out kiosk.
Based upon quotes received from multiple vendors, the Library Department is recommending the EnvisionWare system at a cost of $39,204. This is $4,200 more than the original budget amount which will be supported by the library operating budget.
The RFID system will allow the library customers to quickly and accurately check in their own library materials, as well as save library staff check in time by a factor of 5 times the current check in rate. The system also provides increased accuracy, ease of use and decreased time on material checkouts for staff and customers. The system will also enable customers to pay library charges either at the self check-out terminal or online without staff assistance.
The annual maintenance costs for the equipment is $1,382, annual software maintenance cost is $674 and the annual fee for the credit card collection software is $3,026 - totaling $5,082. If approved, these costs will be included in the 2019-20 proposed budget.
ADDRESSES A NEED/ISSUE IN A CITY PLAN OR COUNCIL PRIORITY:
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Yes |
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Maintain Fiscal Stability of City Operations |
FISCAL IMPACT:
Funding for $35,000 of the contract described above was incorporated into the Library Department Budget and the Library Operating Budget will support the $4,200 difference. Therefore, sufficient funds are available for the recommended contract.
Recommendation
STAFF RECOMMENDATION:
Staff recommends approval of the purchase from EnvisionWare, Inc. of a RFID System for the New Braunfels Public Library in the amount of $39,204.