Item C26BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 1/21/15 Division: County Administration
Bulk Item: Yes X _ No Department: Information Technology
Staff Contact Person/Phone #: Bob Ward 453-8792
AGENDA ITEM WORDING:
Approval to purchase a 5-year subscription to Userful Desktop software and hardware for
public access computers at the Monroe County Libraries from Userful Corporation as shown on
quote EST988. Total contract cost is $70,814.00 for five years.
ITEM BACKGROUND: Monroe County Libraries currently use approximately 65 Windows XP
desktop PC's to provide Microsoft Office and Internet access to library patrons for their use.
Microsoft has discontinued support for the Windows XP platform in early 2014. The computers used
by the libraries were purchased on a Gates grant more than 6 years ago. Information Technology
compared the cost of providing a Windows 7 solution vs. a thin -client solution and has determined that
the Userful solution offers significant savings in installation, operation, maintenance and support costs
over a Windows 7 solution. A copy of the conclusions of the analysis is included in the backup.
Several librarians have had a chance to use the system and find it to be a good solution for their needs.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: $ 70.8,14.00 INDIRECT COST: $0.00 BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: $70,814.00 SOURCE OF FUNDS: Primarily Ad Valorem
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH $0 Year $0
APPROVED BY: County Atty' 1B/PurchasingDisk Management
DOCUMENTATION: Included —.,-X _ Not Required
DISPOSITION: AGENDA ITEM #
Revised 7/09
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Userful Corporation
Contract Purpose/Description:
Five Year subscription to Userful
Monroe Coun Libra s stem incli
terminals and associated hardware
Contract Manager: Bob Ward
(Name)
for BOCC meetina on 01/21/15
Contract # __ mm EST988
Effective Date: 1/21/15
Expiration Date: 1/20/20
services for public access terminals in the
allation_ maintenance and sunnort for these
8792 Information Technology #26
(Ext.) (Department/Stop #)
aenda Deadline: 01/06/15
CONTRACT COSTS
Total Dollar Value of Contract: $ 70,814.00 Current Year Portion: $ 70,814.00
Budgeted? Yes® No ❑ Account Codes: 001-05003-530-340-
Grant: $ 158-62038-530-340-
County Match: $ - - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $0/yr For: Library Public Access Terminals
{Not included in dollar value above) u lities, °anntorial, salaries, etc.)
CONTRACT REVIEW
Changes
Dt e ti Needed f eviewr
r
Division Director � � �",f Yes❑ No f ' �
Risk Management 30A Yes❑ No
O.M.B /Purcliasing .... �` 'es❑ NoEl" l �L Ary J
1,
County Attorney 'Yes❑ NoIT
Comments:
OMB Form Revised 2/27/01 MCP #2
Date Out
�P
A
userfoum
Userful Corporation
Suite 200, 1011 -1 Street SW
Calgary Alberta T2R U2
Canada
Phone: 403-289-2177
Fax: 403-206-7010
Website: www,userful.com
Customer Nome
Monroe County Public Library System
(FL)
Issued Date: 12-11-2014
Valid Date: 15-12-2014
Billing Addrea
700 FLEMING STREET
Key West
SWApin 9 Address
700 FLEMING STREET
Key West
Product Code Product Name Quantity
Price
Discount
Tax
Total
Userful Desktop Userful Desktop Subscription (3 59
995.00
23,482.00
0.00
35,223.00
Subscription (3 Year)
(40%)
(0%)
Year)
Userful Desktop (UD) Standard
Subscription (5 Years)
Userful Desktop Userful Desktop (UD) Subscription 11
495.00
2,178.00
0.00
3,267.00
(UD) Subscription (Kiosk) (3 years
(40%)
(0%)
(Kiosk
Userful Desktop (UD) Kiosk
Subscription (Full Screen Browser
Mode) (5 Years)
Crossover Office Crossover Office Subscription (3 8
295.00
0.00
0.00
2,360.00
Year)
(0%)
(0%)
Per -tower fee for Crossover Office
software to enable compatibility with
Microsoft Office on Userful systems
(5 Years).
HP ProDesk 600 i7 Multiseat 8
1,239.00
0.00
0.00
9,912.00
Computer
(0%)
(0%)
Userful Multiseat SFF Computer
enhanced for up to 20 seats. Intel
Core i7-4770 Quad -Core Processor
with Hyper -Threading @ 3.4 GHz;
32GB DDR3 1333 MHz RAM;
CD/DVD-R; 128GB
High -Performance SSD. Includes
keyboard and mouse for one station
and 3-year onsite warranty.
Other Other 8
109.00
0.00
0.00
872.00
(0%)
(0%)
userful
Userful Corporation
Suite 200, 1011 -1 Street SW
Calgary Alberta T2R 1J2
Canada
Phone: 403-289-2177
Fax: 403-206-7010
Website: www.userful.com
CWWiAorNanie
Monroe County Public Library System
(FL)
Issued Date: 12-11-2014
Valid Date: 15-12-2014
TProduct Code
Product Name
Quantity
Price
Discount
Tax
Total
HP oD
Extended warranty for HP ProDeskj
600 - 5 Years Total
ThinNetworks Zero Client w/
70
129.00
0.00
0.00
9,030.00
Keyboard and Mouse
(0%)
(0%)
ThinNetworks Minipoint
Ethernet/USB Zero Client, including
power adapter (North America) and
USB keyboard and mouse. I year
warranty. Requires gigabit Ethernet
for network deployments.
UD Authentication
UD Authentication + Integration
1
750.00
0.00
0.00
750.00
+ Integration Setup
Setup Fee
(0%)
(0%)
Fe
LTD End User Authentication -
Database Integration Programming -
One Time Integration Fee (may
require LDAP, SIP or similar
protocol)
MS Office
Microsoft Office One -Time Setup
1
0.00
0.00
0.00
0.00
One -Time Setup
Fee
(0%)
(0%)
Fee
One-time installation and
configuration fee for Microsoft
Office on Userful Desktop systems.
Set Up + Training
Set Up + Training (Remote)
1
750.00
0.00
0.00
750.00
(Remote)
(0%)
(0%)
Remote Set Up with web based
training
Pre -Book Server
Pre -Book Server Support +
5
2,500.00
5,000.00
0.00
7,500.00
Support +
Maintenance (3 Years)
(40%)
(0%)
Maintenance
-2-
TV
Ub Uful
Usedul Corporation
Suite 200, 1011 -1 Street SW
Calgary Alberta T2R U2
Canada
Phone: 403-289-2177
Fax: 403-206-7010
Website: www.usedul,com
, Cwtomer Name
Monroe County Public Library System
(FL)
Issued Date: 12-11-2014
Valid Date: 15-12-2014
700 FLEMING STREET
Key West
$b1pping Ad&e"
700 FLEMING STREET
Key West
. .................... . . ..........
Product Code Product Name Quantity Price Discount Tax Total
Pre -Book (Queuing) Server Support
+ Maintenance - Per Site for (5
Years)
Net Total 69,664.00
Discount(0.00%) 0.00
Shipping & Handling Charges 1,150.00
Shipping & Handling Tax:(O%) 0.00
Adjustment 0.00
Grand Total: (in $) 70,814.00
-3.
10% Non -Profit Discount**
18% Volume Discount **
12% 5 Year Tenn Discount**
Complimentary Office Install **
This proposal and all included content are CONFIDENTIAL and for use only by the intended recipient. Customers have read and
agreed to the license terms and conditions posted at http://www.userful.com/eula. Customer is responsible for any and all customs,
duties, tariffs, and state or provincial taxes etc, if applicable. Valid for 30 days unless otherwise stated.
-4-
Information Technology
January 21, 2015
Item Background
Introduction
The Monroe County Library provides Internet access to its patrons. This service is
available at each library. A patron is allowed to use several PC's at each library at no cost
for 30 minutes. As a result, the software on each of these PC's must be "locked down" so
that they are immune to viruses and each patron starts with a clean session.
The current means of providing this service uses Microsoft's Windows XP operating
system as it includes a free tool to lock down the computers call Microsoft's Zero
Administration Kit for Windows XP. However, Microsoft has discontinued support for
the Windows XP operating systems. Furthermore the computers used by the Library are
more than 6 years old and need to be replaced.
At first, IT looked at replacing the PC's and purchasing third -party software to provide
the locked down functionality required. However, there was an alternative solution that
offered a thin client that greatly reduces the amount of time and effort to configure and
support the library computers.
Cost Comparision
Windows Userful
$ 54,275 for PCs $ 9,030 for Thin Clients
$ 49,907 for Lock Down & Printing Software $61,784 for Userful Software
$104,632 Total $70,814 Total
The resulting savings is $33,818 over the five years for hard costs. Soft costs include the
installation, maintenance and support costs as well as the costs of power and cooling for
each PC. Over the five-year term of this contract, Userful could also save Monroe County
up to $75,000 in soft costs such as installation and support time.
Installing Userful could save us 30 hours of IT time in the installation process. Setup time
for the Windows computers is expected to take an hour per computer, whereas the
Userful system is expected to take about 30 minutes per station. At $30/hour, this is about
a $900 savings.
According to our work order system, Information Technology spends approximately 500
hours per year on supporting and maintaining the Library computers. Data provided by
Userful suggests that their system will reduce the amount of support time by 80%,
amounting to a savings of 2000 hours over the five-year term of ownership. At an
average of $30/hour, this is a savings of $60,000. Furthermore, the low power draw of the
Userful zero clients could also save Monroe County $150042000 annually in power
costs, or $7500-$10,000 over the five year ownership period.
Sole Sourcing
Userful is the only software solution that directly integrates with the Library's URL
filtering system, which is used to guard against improper surfing, particularly on the
computers in the Children's areas.
Conclusion
The five-year cost of Userful will certainly save the County $33,818 in hard costs and
may also achieve a savings of nearly $75,000 in soft costs over the five-year contract
term over the standard Windows solution. Staff recommends approval.