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STAFF REPORT
Library and Museum Services Department
DATE: May 20, 2014
TO: Honorable Mayor and City Council
FROM: Mary Beth Hayes, Library and Museum Services Director
Prepared by Roger Hiles, Library Services Manager
SUBJECT: PURCHASE THREE V- SERIES SELF -CHECK SYSTEMS FROM THE
CALIFA LIBRARY GROUP FOR A TOTAL COST OF $36,015.78
Recommendation: Approve
SUMMARY
It is recommended that the City Council authorize and direct the City Manager to
purchase three (3) V- Series Self -Check Systems from the Califa Library Group for a
total cost of $36,015.78.
BACKGROUND
The Arcadia Public Library currently operates three (3) 3M Model 6210 self -check
systems purchased in 2002 and 2003. These self- service devices allow patrons to
check out items without the assistance of staff. Currently, they account for about half of
the library's total annual circulation of 775,000. As the machines have aged,
maintenance costs have increased greatly due to wear, as well as the scarcity of
replacement parts. In addition, support for the Microsoft Windows 2000 operating
system used in the devices ended in 2010, essentially ending opportunities for product
enhancements from the vendor.
DISCUSSION
Since the Model 6210 self- checks were last manufactured in 2006, when parts break,
they are now often replaced with refurbished used parts, which do not last as long as
new parts, necessitating more frequent repairs and greatly increasing maintenance and
support costs. In addition, the Library has been unable to take advantage of advances
in self- service technology because the current systems are not expandable or
upgradable.
Purchase of Three Library Self -Check Systems
May 20, 2013
Page 2 of 2
The Library depends on the reliable operation of self -check devices to support our
current staffing levels at the Circulation Desk. Should one or more of the machines
break and prove to be irreparable, it would result in a significant increase in the
workload of the Circulation staff, resulting in decreased levels of customer service.
With these facts in mind, the Library requested equipment replacement funds this year
to purchase new self -check systems. As the Library uses 3M book security technology,
which the new systems must support, an RFP was developed and sent to vendors of
3M- compatible self -check systems. The three resulting bids received were evaluated
by a review panel comprised of staff from the Library and Information Services.
Bidder Location Amount
Califa Library Group Monrovia, CA $36,015.78
Minitex Minneapolis, MN $40,652.64
3M Library Systems St. Paul, MN $46,210.95
The best rated proposal, both for the equipment selected and for the total cost, came
from the Califa Library Group, a non - profit membership cooperative that specializes in
low -cost group purchases for libraries.
The model of the self -check system proposed was the 3M V- Series. This system is fully
compatible with the Library's book security technology, and includes a much improved
user interface for the public (with multiple language support). It is also expandable to
include additional customer - service features and modules as well as support for more
advanced types of inventory - control technology.
FISCAL IMPACT
This is a one -time purchase using Library Equipment Replacement funds approved for
this purpose in the Fiscal Year 2013 -14 Budget. Since the new equipment will be under
warranty for the first year, it is anticipated that there will be a significant reduction in
maintenance costs for the next fiscal year and throughout the useful life of the new
equipment.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
purchase three V- Series Self -Check Systems from the Califa Library Group for a total
cost of $36,015.78.
Approved:
Dominic Lazzare�t
City Manager