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Item C20 C.20 i�` County of Monroe �y,4 ' ?, "tr, BOARD OF COUNTY COMMISSIONERS Mayor Michelle Coldiron,District 2 �1 `_ll Mayor Pro Tem David Rice,District 4 -Ile Florida.Keys �� Craig Cates,District 1 Eddie Martinez,District 3 w Mike Forster,District 5 County Commission Meeting December 9, 2020 Agenda Item Number: C.20 Agenda Item Summary #7640 BULK ITEM: Yes DEPARTMENT: Public Libraries TIME APPROXIMATE: STAFF CONTACT: Kimberly Matthews (305) 292-4540 NA AGENDA ITEM WORDING: Approval of an Agreement with International Library Services, Inc. in the amount of $94,249 for a Library Media Box, including all necessary hardware, installation, and service for the new Marathon Branch Library and authorization for the Mayor to execute any required Agreement, after review by the County Attorney's Office. Funding is from Library Impact Fees. ITEM BACKGROUND: An essential component of a 21st Century Library is technology. Monroe County Public Library is integrating the best technology and services into our newest location, the Marathon branch. Additionally, the Library seeks to make the most of the limited space in the facility. DVDs are one of the most popular and circulated formats in the library system. Unfortunately, they also require significant shelf space to store an adequate collection for the community. After much research, it has been determined that housing and circulating our DVDs from a dispensing device (a "Redbox" for libraries) is the solution that will offer both space savings and dynamic customer service. A DVD dispensing device is a free-standing unit that can be placed in various locations and used by the library patrons via self-service and without the need for staff assistance (though always available). A dispensing device is capable of holding DVD, Blu-ray, Games, and CDs and mimics the "RedBox" experience. It allows patrons to browse the devices inventory directly on the machine's monitor or remotely from any PC, tablet, or mobile device. Patrons can place holds on an item in advance and merely scan their library card to obtain the material from the device. There is only one device and company that offers a product that meets all of our needs. The Library Media Box manufactured, installed, and supported by International Library Services, Inc. of Potomac, Maryland, is the ideal solution for our needs. This product meets all of the various needs of the Monroe County Public Library as enumerated in the Sole Source Memo of the Library Director, Kimberly Matthews, an attached document for this item. The Library Media Box is the only product designed specifically for libraries and supports our integrated library system (IL,S), POLARIS VERSION 6.0.214 and its OPAC via DSL, cable or wireless modes, and is SIP2 compliant. The Library Media Box is capable of holding, dispensing, and receiving returns of a minimum of 750 to 3000 CD/DVD's/GAMESBLU-RAYS with the capability to denote each Media type when Packet Pg.728 C.20 browsing. The Library Media Box is user-friendly and ADA compliant with software for custom screen graphics with the Library's logo, County Seal, and other required graphics. The Library Media Box software allows customers/patrons to review the Machine's Inventory on-line from any pc, whether in the library or outside of the Library, in order to make a selection and place a hold on materials that are in the machine for later pick up. The Library Media Box offers the above compliment of features/services, in addition to others, that are all necessary to meet the Library's needs. After significant research, conferring with library colleagues and attendance at the 2019 American Library Association Mid-Winter conference in Philadelphia, the Library is confident that the Library Media Box is the only device of its kind that meets these specifications and that International Library Services Inc. is the only vendor that sells the device. Indeed, International Library Services was the only vendor, from among 3000, offering a Library Media Box at the American Library Association Annual Conference in Washington D.0 in June 2019. The same is true for the American Library Association Midwinter Meeting in Seattle, Washington in January of 2019, the ALA Midwinter Meeting in Philadelphia, PA in January of 2020, and the most recent Public Library Association Convention in Nashville, TN, in March of 2020. Further, the existence of any device meeting these same parameters is not possible due to patents and copyrights for the required software held by third party software vendors, which have been combined and integrated into the Library Media BoxTM by International Library Services, Inc. or its suppliers. PREVIOUS RELEVANT BOCC ACTION: None. CONTRACT/AGREEMENT CHANGES: NA STAFF RECOMMENDATION: Approval DOCUMENTATION: Monroe County PL FL Quote 1 11-23-20 Sole Source Justification-LMB -MONROE Pubic Library FL 5-18-2020 Media Box Sole Source Confirmation Memo - Kimberly Matthews A Brochure LMB Model 1500 Model 150OG New Main Library Frankfort KY-picture FINANCIAL IMPACT: Effective Date: 12/9/2020 Expiration Date: NA Total Dollar Value of Contract: $94,249 Total Cost to County: $94,249 Current Year Portion: $94,249 Budgeted: Yes Source of Funds: 132-30000 CTYWIDE LIBRARY PROJECTS Packet Pg.729 C.20 CPI: NA Indirect Costs: None Estimated Ongoing Costs Not Included in above dollar amounts: None Revenue Producing: No If yes, amount: Grant: No County Match: None Insurance Required: NA Additional Details: 12/14/20 132-30000 CTYWIDE LIBRARY PROJECTS ($94,249.00) Library Impact Fees REVIEWED BY: Norma Kula Skipped 11/23/2020 4:44 PM Kimberly Matthews Completed 11/24/2020 12:07 PM Patricia Eables Completed 11/24/2020 3:00 PM Purchasing Completed 11/24/2020 3:03 PM Budget and Finance Completed 11/24/2020 3:43 PM Maria Slavik Completed 11/24/2020 4:16 PM Liz Yongue Completed 11/24/2020 4:22 PM Board of County Commissioners Pending 12/09/2020 9:00 AM Packet Pg.730 C.20.a International Library Services,Inc. 8205 Killean Way Potomac, MD 20854 Fka Public Information Kiosk, Inc. P 301-916-1181 0 Confidential Quote Library Media Box Model 150OG Pricing for Monroe County Public Library, FL DISC DISPENSING SYSTEM November 23, 2020 Library Media Box Model 1500G) : $90,999 y Freight and Installation : Monroe County , FL S3,250 Furnished and installed Total $ 94,249 LN Inclusions : Library Media Box Machine, customized configuration for material types, i.e. DVDs, CDs, Games and Blue-Ray. Complete system integration with ILS; Screens customized E with library name and/or logo and exterior vinyl graphics for front side and header panel. Holds Module to provide access for patrons remote from the Library. Also includes 1500 custom snap case and two wall Touchpac Monitors. 0 Quote valid for 60 days for US pricing. Pricing does not include applicable taxes. N P.O. and 50% of total cost to be submitted at time of order 0 Authorized Signatures: For International Library Services, Inc. For Monroe County Florida kC4 a— Fred E. Goodman Name President/CEO Title November 23, 2020 Date E Packet Pg.731 C.20.b International Library Services,Inc. 8205 Killean Way y .� 5111117 , Potomac, MD 20854 Fka Public Information Kiosk, Inc. P 301-916-1181 SOLE SOURCE JUSTIFICATION The Library Media Box Manufactured,Installed and Supported by International Library Services,Inc. of Potomac, Maryland is the only Machine that has been manufactured exclusively for Libraries to provide a free-standing DVD r Dispenser which can be placed in various locations and used by the Library Patrons,without the need to Librarian 2 Intervention. The Library Media Box is the only DVD,Blu-ray,Games and CD dispenser which has been designed to mimic the"RedBox"experience,thereby allowing Library Patrons to browse the Media Box Inventory directly on the machines monitor or remotely from any PC either in the Library, at Home or Office,place a hold on an item and merely scan their Library Card to obtain the Material Selected. The Monroe County Public Library requires a Media Dispensing machine which must be able to communicate with our current IL,S system, POLARIS VERSION 6.0.214 and its OPAC via DSL, cable or U wireless modes and be SIP2 compliant. N co N It also must have the following specifications: LO • Machine must abide by all IL,S rules. U_ LN • Unit must verify the eligibility of the card to circulate the specific item in question, using the circulation parameters built into our system. • In cases in which the circulation cannot take place, whether it's through excessive fines on the card, the card has expired, or the card is blocked for another reason, the unit must provide the message that is sent e by the POLARIS IL,S to the Monitor • Machine must produce a receipt for both checkout and return of materials and provide an option for email receipts or no receipt. • Unit must check items out using the same parameters as are used on items for circulation through our 2 check out stations in our buildings. • Machine must be capable of holding and dispensing and receiving returns of a minimum of 750 to 3000 CD/DVD's/GAMESBLU-RAYS with the capability to denote each Media type when browsing. • Machine must be capable of checking out and returning all items via a single user interface and be integrated into the IL,S in order to confirm customer status,permit issuance of materials, disallow issuance of materials, and release customer obligations by checking in, once material is returned into the UO) machine. mc • Machine must be capable of checking items out and checking items back in internally thru a single slot with no need for external check in or check out stations. E • Machine must be capable of interacting with additional user interfaces for patron browsing and selection of item(s). Packet Pg.732 C.20.b • Machine must be capable of presenting detailed item descriptions, including, but not limited to, title, artist(s), director(s), genre(s), rating(s), synopsis, and image(s) on 17" Touchscreen from either the IL,S or service provided with the machine. • Machine must allow for browsing and selecting from optional Touchscreen monitors which can be attached to the machine for multiple browsing at one time or placed thru-out the Library for access to the Machines Inventory. • Machine must protect materials through the use of custom snap cases which must be provided with the machine. • The Slimline cases provided must have a die cut hole in them so that the RFID or 2D barcode can be LN read. • Machine must be capable of identifying material either via RFID label or 2-Dimensional barcode label. 76 c • RFID Chip or 2D barcode must be capable of being placed on the DVD/CD material E • Each basic Module may not be more than 24 inches deep in size X 48 inch wide. • Machine must have a pleasant design on its outside surface, customizable in color and graphics specified by the Library with Library Logo's custom wording provided by the Library and applied by the vendor including a customized header panel and side panels. 0 U • Machine software must be user-friendly and follow standard conventions for human interaction. N • Machine must be ADA compliant CO • Machine software must be provided with custom screen graphics with the Libraries Logos and other LO required graphics. U_ LN • Machine robotics must be designed to minimize service outages. 2 j • Machine must allow for rapid restocking of inventory from the front of the machine only by Library Staff to minimize labor(bulk-load operation)with the option of returning the items directly into the e machine by the customer. W • Machine must be capable of reading library cards with linear barcodes, magnetic stripes, or RFID. • Machine must be capable of requesting a user PIN to authorize a checkout. • Machine must allow rapid retrieval of on-hold materials. • Machine must be capable of unsupervised, 24-hour per day operation. • Machine must provide mounting points for semi-permanent installation. 2 • Machine must be capable of operation in a remote location via wired or wireless network connection. v) • Software must be provided as an option, which allows customers/patrons to review the Machines 2 Inventory on-Line from any pc, whether in the library or outside of the Library, in order to make a U) selection and place a hold on materials that are in the machine for later pick up. E • Machine must follow the rules of the IL,S re: pick up time requirements and return dates. Packet Pg.733 C.20.b • Machine must have separate easy Touchscreen custom designed buttons which are clearly marked for customers to retrieve the materials which they have placed on hold in the machine. • Machine must be capable of accepting all media types including DVD's; Blu-Rays; Games; and CD's 2 and have the selection/browsing of each of those types clearly denoted with separate buttons on the Monitor browsing screen so that patrons clearly know which type they are browsing and retrieving. 0 • System provided must provide statistics which are accessible by Library Staff on line via the web at any time which denotes: Hourly trends; for 1, 7, 30 day and 90 days; Daily circ in and circ out stats for 7, 14, 30, 60 and 90 days and weeding and new inventory levels for 7, 14, 30, 60 and 90 days. • System must allow for weeding from librarian's remote desktop via the web and must be capable of dispensing the weeded selections without staff having to know where the items are located in the machine. • Machine must be made of durable steel construction. c E • Machine must be manufactured in the USA and be supported with parts made in the USA 2 • lst years software and hardware Maintenance and support must include Hardware parts and on-site labor must be included. The Library Media Box as manufactured by International Library Services,Inc. is the only product engineered and S manufactured exclusively for Library use which meets or exceeds the aforementioned requirements. It is delivered U with proprietary software that is fully integrated and compatible with the POLARIS Integrated Library Systems used 2 by the Monroe County Public Library. co The Library Media Box Uses proprietary and copyrighted software and designs which have been successful and reliable in the distribution of All types of Library Media. U_ LN International Library Services Inc. is the only vendor that exhibited a Library Media Box Kiosk at the recent American Library Association Annual Conference in Washington D.0 in June 2019 , the American Library Association Midwinter Meeting in Seattle Washington in January of 2019, the ALA Midwinter Meeting in Philadelphia PA in January of 2020 and the most recent Public Library Association Convention in Nashville TN in w March of 2020; with all the capability required by the Monroe Public Library. W z Over 3,000 exhibitors who sell to Libraries throughout the United States were present in June 2019. Approximately , 20,000 librarians attended the conferences from almost every city, state and county in the country. It is not likely that any other vendor who has a Library Media Box designed exclusively for libraries to provide access to Media library materials with the attributes and requirements of the Library Media Box by International Library Services, .5 Inc. would miss exhibiting at this conference. Calls to the American Library Association in Chicago confirm that they know of no other vendor that provides a DVD Distribution system with the aforementioned Requirements that the Monroe Public Library needs. 2 As a result of this information,we believe that the Counties requirements for Sole Source Procurements have been :5 met for the following reasons: U) m 0 There is only one source that meets all of the Libraries Requirements. The Compatibility of equipment with our existing systems is apparent. The Equipment is made in the USA(WEST PALM BEACH FLORIDA)and its support from International Library Services, Inc. has been highly recommended by Libraries thru-out the US. Packet Pg.734 C.20.b The Library Media Box is the only Library Media Distribution machine that will fit into the space available to the 0) Library for installation. The time necessary to competitively bid this product will add additional costs and time delays to the project and will result in this Company being the only qualified bidder. Competition is precluded due to patents and copyrights for the required software held by third party software vendors which have been combined and integrated into the Library Media BoxTM by International Library Services, w2 Inc. or its suppliers. c E 0 U cv CO LN cv CU c 2 0 0 Packet Pg.735 C.20.c W 11/23/2020 Ch FROM: Kimberly Matthews, Senior Director of Strategic Planning and Libraries RE: Support of Sole Source Procurement of a Library Media Box o 0 Monroe County Public Library is integrating the best technology and services into our newest location, y the Marathon branch. Additionally, the library seeks to make the most of the limited space in the facility. DVDs are one of the most popular and circulated formats in the library system. Unfortunately, they also require significant shelf space to store and adequate collection for the community. After much research, it has been determined that housing and circulating our DVDs from a dispensing device (a "Redbox" for libraries) is the solution that will offer both space savings and dynamic customer service. There is only one device and company that offers a product that meets all of our needs. The Library 76 Media Box manufactured, installed and supported by International Library Services, Inc. of Potomac, Maryland is the ideal solution for our needs. Why? 1) The Library Media Box is the only product designed specially for libraries and supports our integrated library system (ILS), POLARIS VERSION 6.0.214 and its OPAC via DSL, cable or wireless modes and is SIP2 compliant. 2) The Library Media Box can verify the eligibility of the card to circulate the specific item in question, using the circulation parameters built into our system. In cases in which the circulation cannot take place, whether it's through excessive fines on the card, the card has expired, or the card is blocked for another reason, the device provides the message that is sent by the POLARIS ILS. The device can check items out using the same parameters as are used on items for circulation through our check out stations in our buildings. 3) International Library Services, Inc. provides remote or on-site and on-going technical support. 4) The Library Media Box is capable of holding, dispensing and receiving returns of a minimum of 750 to 3000 CD/DVD's/GAMES/BLU-RAYS with the capability to denote each Media type when _ browsing. 5) The Library Media Box is capable of presenting detailed item descriptions, including, but not o limited to, title, artist(s), director(s), genre(s), rating(s), synopsis, and image(s) on 17" Touchscreen from either the ILS or service provided with the machine. 6) The Library Media Box allows for browsing and selecting from Touchscreen monitors which can be attached to the machine for multiple browsing at one time or placed throughout the Library for access to the Machines Inventory. 7) The Library Media Box is user-friendly and ADA compliant with software for custom screen 2 graphics with the Library's logo, County Seal and other required graphics. 8) The Library Media Box allows for rapid restocking of inventory from the front of the machine only by library staff to minimize labor (bulk-load operation)with the option of returning the items directly into the machine by the customer. ca 12 9) The Library Media Box software allows customers/patrons to review the Machines Inventory on- line from any pc,whether in the library or outside of the Library, in order to make a selection and place a hold on materials that are in the machine for later pick up. Packet Pg.736 C.20.c W 10) The space allotted for the Library Media Box dictates a limited size. The size of this device meets the space limitation requirements of no more than 24 inches deep in size X 48 inches wide. 0 11) The device software provides statistics which are accessible by library staff on line via the web at any time which denotes: Hourly trends for 1, 7, 30 day and 90 days; Daily circ in and circ out y stats for 7, 14, 30, 60 and 90 days and weeding and new inventory levels for 7, 14, 30, 60 and 90 days. System must allow for collection maintenance from librarian's remote desktop via the web and must be capable of dispensing the weeded selections without staff having to know where the items are located in the machine. LN 12) The Library Media Box is capable of identifying material either via RFID label or 2-Dimensional barcode label placed on the DVD/CD material. The device is also capable of reading library cards with linear barcodes, magnetic stripes, or RFID and will request a user PIN to authorize a checkout. The Library Media Box offers the above compliment of features/services that are all necessary to meet the Library's needs. After significant only research, conferring with library colleagues and my attendance at the 2019 American Library Association Mid-Winter conference in Philadelphia, I am confident that the Library Media Box is the only device of its kind that meets these specifications and that International Library Services Inc. is the only vendor that sells the device. Indeed, International Library Services was _ the only vendor,from among 3000, offering a Library Media Box at the American Library Association Annual Conference in Washington D.0 in June 2019. The same is true for the American Library m Association Midwinter Meeting in Seattle, Washington in January of 2019, the ALA Midwinter Meeting in Philadelphia, PA in January of 2020 and the most recent Public Library Association Convention in Nashville,TN in March of 2020. Further, the existence of any device meeting these same parameters is not possible due to patents and copyrights for the required software held by third party software vendors which have been combined and integrated into the Library Media BoxT" by International Library Services, Inc. or its suppliers. o 1,therefore, request that we procure the Library Media Box from International Library Services Inc. through a sole source purchase. Respectfully, E Kimberly Digitally signed by Kimberly Matthews Matthews Date:2020.11.24 12:01:23-05'00' Kimberly Matthews 2 0 m 0 x 0 ca Packet Pg.737 ... ...... .. ........ ,. _ ........: ........: ....... ii �o«r� �'��„��,�;:i€�aA))�'�� "�'�t��'?�t�� t' �� IIII�� l'i I �� }' �� -:...\`; �t>, li,,, t4��, P �i�11� �.t.. ��...t�, �.t.. t.� Ct. �,,,r: �� V11:...`, �rt lit��, a.. ��...t�, ass 0 Manage your library's niedia with ease This unique dispensing machine holds up to 3,000 CD/DVD/GAMES's and AUDIO BOOKS in specially designed and furnished slim-line cases. The Media Box provides security for your materials since a library card is ,o necessary before the DV 's are The system is connect ire directly to your ILS via SIP2efordlibrary and authentgat on ed to 0 ca The Library Media Box has a touch screen that makes it easy for browsing the libraries' collection with a user-friendly menu. Optional browsing/reservation touch screens can be added on side panels for multiple users. , 2s LAN Basic configuration ARY 0 The LibraryMedia Box features one console for browsing,reserving,receiving g, g, g, � and returning the CD/DVD's OR AUDIO BOOKS.The Library Media Box ��= ft; W inventory can be viewed from any PC when integrated into the library's website. trig) Once a hold has been placed on a CD/DVD,the customer merely scans their �� ' library card on the Library Media Box to retrieve their hold. 2 1 r .ww.i.i ��.� ��: 1 r ;. ne i i .y i is t .i tion b e dl dle dlF i o/- t o M,:)d 5 C 1 t LO � 11 fps ant t �� Rai ' ,._ F BOOKS rr ty ip to � f D,1 DV[ r;o its /e dl il- w .ice'- kw1WI ltr1. 't ..tiw '0r , hti 1.1. 4 International Library Services Inc. 8205 Killean Way Potomac, MD 20854, USA 301-916-1500 ext 256 Packet Pg.738 } 11 s �'� ri3{)U ftil11 li�yfi a 5CO t dill, €t - �}(} h,V {k TuO 11 } t y6 I� f Iq� All r, 32 } L is CD CD LO � f } Packet Pg. 739