Item D22 D.22
J �� BOARD OF COUNTY COMMISSIONERS
County of Monroe ire �f �r�l � � Mayor Heather Carruthers,District 3
The Florida.Keys Mayor Pro Tem Michelle Coldiron,District 2
Craig Cates,District I
David Rice,District 4
Sylvia J.Murphy,District 5
County Commission Meeting
April 15, 2020
Agenda Item Number: D.22
Agenda Item Summary #6692
BULK ITEM: Yes DEPARTMENT: Public Libraries
TIME APPROXIMATE: STAFF CONTACT: Norma Kula (305) 853-7349
None
AGENDA ITEM WORDING: Approval to purchase 1 year subscription to Userful Desktop
software and hardware for public access computers at the Monroe County Libraries from Userful
Corporation as shown on attached Quote 4 EST11556. Total subscription renewal cost is
$18,957.25 for a one year period beginning March 18, 2020.
ITEM BACKGROUND: Monroe County Libraries currently use approximately 65 Windows XP
desktop PC's to provide public access to internet for the use of library patrons. Since 2015, Monroe
County Libraries have been successfully utilizing the Userful Desktop system to access our data
catalog. This one-year subscription renewal will extend our agreement period with the current
vendor.
PREVIOUS RELEVANT BOCC ACTION: Approved by BOCC 1/21/2015, Contract EST988
Userful Corporation.
CONTRACT/AGREEMENT CHANGES:
Dates
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
scanl585
FINANCIAL IMPACT:
Effective Date: 03/18/2020
Expiration Date: 03/31/2021
Total Dollar Value of Contract: $18,957.25
Total Cost to County: $18,957.25
Current Year Portion: $18,957.25
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D.22
Budgeted: Yes
Source of Funds: Library Admin Support
CPI: No
Indirect Costs: No
Estimated Ongoing Costs Not Included in above dollar amounts: -0-
Revenue Producing: -0- If yes, amount: N/A
Grant: No
County Match: No
Insurance Required: No
Additional Details: No
03/18/20 001-62023 - LIBRARIES ADMIN SUPPORT $18,957.25
Userful Desktop software system
REVIEWED BY:
Norma Kula Completed 03/03/2020 4:00 PM
Sheryl Graham Skipped 03/03/2020 3:53 PM
Pedro Mercado Completed 03/03/2020 4:12 PM
Budget and Finance Completed 03/03/2020 4:14 PM
Maria Slavik Completed 03/04/2020 8:44 AM
Kathy Peters Completed 03/04/2020 9:23 AM
Board of County Commissioners Completed 03/18/2020 9:00 AM
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D22.a
MONROE COUNTY OFFICE OF BUDGET&FINANCE
PURCHASrNG DEPARTMENT
PH:305-292 6 FAX:305-292-44 5
my minis ra or
Mg-U-E-ST-TO PURCHASE
To: urc .asi DeDftrtment Date: 02/2 / 0 Ll j�
From De t. : Libr Purchasin � roval: t
Name. Valerie Moore
Phone/E t® 5 66 Account: 001-6 023-530-520
ty® —ITn i Prod.# Description tip cv
Jnit ot i mst t�cet« CD
Cost
5 a —
Pre-look Cloud Support 799.00 3795.25
.2-
Maintenance I ear
70 P;a Crossover Office Subscription -Per 29.00 19 .50
Station.
7® Pa New Desktop&Public Use l 99.00 I3233.50
Workstations 1 ear subscri tion
1 Year Renewal—Ori,-inal BOCC
A roved 01/21/15 See attached Eco
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Total l
Items needed y: t
Vendor e: serfj Vendor 96222
Remarks/Recommendations:
Administrative nstructions-
Reviewed ( ) y.
Date;
Purchasing rce nse �
Reviewed ( ) By;
Date:
E'Om MCP B3 RViscd WD3:07
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D.22.a
Userful Corporation
tul
300,736 8th Avenue SW
- userCalgary,AB T2P IH4
Canada
Account Manager
Robert Brinley
QUOTE 5
Bill To Ship To Issue Date
2020-02-25
Monroe County Public Library System(FL) Monroe County Public Library System(FL) Valid until
700 FLEMING STREET
Key West,FL 2020-03-25
United States Payment Terms
Due on Receipt
Purchase Order
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Line# Quantity Part Dumber Description Unit Price Total
.2
1 5.00 UD-PBK-CLD-1Y Pre-Book Cloud Support+Maintenance-1 Year $799.00 $3,795.25 N
R Userful Pre-Book Cloud Reservation System.Covers
licensing,support and hosting(1 Year).
2 70.00 US-CRO-SUB-1 Crossover Office Subscription-Per Station $29.00 $1,928.50 uO
00
YR CrossOver license and support per station.Enables LO
compatibility for Microsoft Office on Userful 9+.Does
not include Microsoft Office licenses.(1 year)
3 70.00 US-BAS-SUB-1Y New Desktop&Public Use Workstations(1-year $199.00 $13,233.50
R Subscription)
Userful for locked-down public computing. 1-year
subscription
Includes basic print management,time management,
web filtering,
centralized management,complete desktop with 40+
applications,
prebook(ILS integration and prebook server required
to use)and support&maintenance.
4 Volume Discount
1/2
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Grand Total
Currency: USD Subtotal: $19,955.00
Tax Rate: 0.00% Tax:
.Shipping: $0.00
Total $1 , 57.25
This Proposal and all€nClwR-)d conten, rc C.O N ID N"H ' and'or use.on y by ffie,i,en,,dect� r, at.,°i a �,a��and Cucit3 ae r s q a negWiatea
_x ILA , c;a r httPs-dAu8Qrtul.com cgrrtrac$ta re snersfs-a u€
A 5`">Late Fee tAl!be ch i)e:i on fl 3ntfo f.e s tl'das exceet sixty a.iys r due,
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CD
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T ILA OF OFFER AND APPLICABLE AGREEMENT DOCUMENTATION �
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Prices in this Order Form are valid only through to 2020-03-25.
The following terms and conditions apply to this Order Form (including Exhibit 1) together forming the Agreement., Each applicable 75
document forming the Agreement is available at the website referenced below.
Agreement ocu rtts cn
Appendix A:Terms and Conditions-Customer htt u$erfuj,cQinj rrntra�It a ppndix-, `"-
Appendix B: Fair Contract Commitment iysz 11saraL�n0LO
Appendix C: Service Level Terms 00
Appendix D: Support Terms €tt .J1, f5zrr7Larrt_rr1 ix-tt
Appendix E: End User License Agreement
Appendix F: Privacy&Data Processing Terms �(
ntb? :LCp4rngntrrt r y
per� ix-f-f
2/2
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BOARD 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 cv
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.
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PREVIOUS RELEVANT BOCC ACTION:N/A
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval.
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TOTAL COST: $70,814.00 INDIRECT COST: $0.00 BUDGETED: Yes X No
0
-- y
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 0 B/Purchasing t Risk Management
DOCUMENTATION: Included X _ Not Required
DISPOSITION: AGENDA ITEM#
Revised 7/09
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MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Userful Corporation Contract#- EST988
Effective Date: 1/21/15
Expiration Date: 1/20/20
Contract Purpose/Description:
Five Year subscription to Userful Desktop services for public access terminals in the
Monroe County Library system including installation maintenance and support for these
terminals and associated hardware
Contract Manager: Bob Ward 8792 Information Technology#26
(Name) (Ext.) (Department/Stop#)
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for BOCC meetina on 01/21/15 Agenda Deadline: 01/06/15bg
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CONTRACT COSTS .2-
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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 LO
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Estimated Ongoing Costs: $0/yr For: Library Public Access Terminals LO
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of included in dollar value above a ,maintenance,utilities,'anitorial,salaries,etc.
CONTRACT REVIEW
Changes Date Out
Den Needed e1v r
Division Director �/ Yes❑ No f % :
Risk Management Q°• p°1 Yes[:]No • t
O.M.B./Purchasing ( '� C Yes® No❑"f ;
County Attorney . Yes❑ Noul
Comments:
OMB Form Revised 2/27/01 MCP#2
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D.ZZ.a
Moore-Valerie
From: Kula-Norma
Sent: Tuesday, February 25, 2020 4:58 PM
To: Moore-Valerie
Subject: FW: FW: Userful Annual Extension
Attachments: Userful_Renewal_2020_-_Monroe_County_Public_Libra ry_System_FL_Quote.pdf
Valerie--
Here's an updated Userful quote with the proper dates for the extension.
Norrna
From: MacEachern-Alan
Sent: Tuesday, February 25, 2020 3:54 PM
Kula-Norma
Subject: FW: FW: Userful Annual Extension CD
Norma,
0
Let me know if you need any assistance.This is approximately what I was expecting based on the last interaction with
Userful that I had....
Thanks,
Alan MacEachern LO
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IT Director LO
Monroe County BOCC Information Technology
0
102050 Overseas Highway, MM 102. cn
Key Largo, FL 33037
Office : ( 05)453-87 2 0
Cell : (305) 363-9109
Email : rnaceachern-elan onroecount, -fl. ov
Please note- Florida has a very broadpublic records law. Most written communications to or from the County
regarding County business are public record,available to the public and media upon request. Your e-mail
communication maY be subject to public disclosure.
From: Robert Brinley<roert.brinleyuserful.com>
Sent:Tuesday, February 25, 2020 11:35 AM
To: acEachern-Alan < acEachern-Alan onroeCounty-F .Gov>
c: Kula-Norma < ula-Norma@ onroeCounty-FL. ov>
Subject: Re: FW: Userful Annual Extension
CAUTION: This email originated from outside of'the County. Whether you know the sender or not, do not
click links or open attachments you were not expecting.
z
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Hi Alan,
Please find a new quote as requested for your upcoming Userful renewal.
Best regards,
Robert
n 220- 2-21 1:22 .m., acEace -Alan wrote:
Robert,
Could you please refresh this quote.
Thanks,
Alan MacEachern
IT Director
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Monroe County BOCC Information Technology
102050 overseas Highway, MM 102,5
Key Largo, FL 3037 .
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Office : (305)453- 792
Cell : (305) 363-9109
Email maceachern afar rnonroecount
Please note: Florida has a very broad public records law. Most written communications to or from the LO
co
County regarding County business are public record,available to the public and media upon LO
request. Your e-mail communication ay be subject u lic disclosure.
From: Robert Brinley<robert.brinley user Ul.co :>
Sent: Friday, March 15, 2019 1:50 PM E
To: acEac ern-Alan< acEachern-Alan i onroeCounty-FE.Cov>
Cc: Mike Jackson:rm keJackson@userful.corn>; Kula-Norma< <Kul , orrna� oraroeCount -FL. oer>°
Smith-Dou Srnitlt®Dou W,lonroeo:anfi -FL.,Cov> .......
Subject: Re: Userful Annual Extension
Hi Alan,
Apologies for the delayed reply, I am only just receiving your original email just now!
Please find attached a Userful quote as requested for your upcoming renewal of March 2020,
multi-year discounts available @ 15% /year for a 3-year term. We also have a 5-year ter
available for 20%/year should you wish to save by purchasing the longer term.
Let me know if you have questions, or if you require amulti-year quote.
Regards,
2
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D22.a
Robert
On 3/15/2019 10:18 AM, Mike Jackson wrote:
Hi Alan,
Greg isn't involved with the library side of things any longer. I have taken over
for the tech side of Libraries.
Robert Briley (CC'd here) is the one you would need to talk with for renewals.
Robert, Can you get Alan a quote for 70 stations, 59 with crossover.
Mike Jackson
Public Computing Manager
Userful Corporation
Direct Toll-Free: 1-866-873-0091 ext 28
Local Phone: 403-538-7767 ext 248
Support Toll-Free: 1-866-873-9119
#300 - 736 8th Ave SW Calgary, AB T2P IH4 Canada
Trainin ideo's for Libraries .
atch o� latest videos on Youtube
Book your Userful Desktop to Userful 9 Migration here.
Visit us atjittp://wwwuserfLil.com a,
or follow us o .Facebook
LO
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***This email and any attached documentation are confidential and intended forLO
the individual to whom it is addressed.
If you are not the named addressee please notify the sender immediately and do
not distribute or copy the e ail's contents***
Can 2019-03-14 8:43 a.m., acEache -AIwrote:
Mike/Greg,
Assuming that Monroe County extends our Userful contract:on an
annual basis when it expires in March of 2020, could you please provide
a budget quote for us to use in preparing the 2020 budget. I hate to
pressure you, but budgets are due tomorrow so if you could get that
back later today it would be very helpful.
Thanks and have a great day,
Alan Mac achern
IT Director
Monroe County BOCC Information Technology
102050 Overseas highway, MM 102.5
Key Largo, Ft.33037
Office : ( 05) 5 - 79
Cell : (305) 3 -9109
3
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Email :a aceach rn-aian rnonrges a y-flm ov
Pleasenote: Florida has a very broad public records law. Most written
communications to or from the County regarding County business are
public record,available t the public and media upon request. Your e-
mail communication ay be subject to public disclosure.
Robe, Brinley
F
Account Manager-Northwest&Midwest USA
Office: +1.866.873.9010
eeting with me any time
userful
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Robert Brinley
Account Manager-Northwest&Midwest USA
Din'�rAto +1.866.873.9010
Email: robeii,s7riifleyd:t�Ls L ij,I.i.,{nsi'1
Book a tin ith
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