Item C23 C.23'
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CountCounty ��Monroe. ,y, ? "tr, BOARD OF COUNTY COMMISSIONERS
y lrl ' T� \��ka� Mayor David Rice,District 4
�1 1 Mayor Pro Tem CraigCates,District 1
The Florida Keys ��� `� � Michelle Coldiron,District 2
Eddie Martinez,District 3
w � Holly Merrill Raschein,District 5
County Commission Meeting
December 3, 2021
Agenda Item Number: C.23
Agenda Item Summary #9995
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 $326,180 for four Library Media Boxes, including all necessary hardware,
installation, and service for the Key Largo, Islamorada, Big Pine Key and Key West Branch
libraries. Funding source is the DLIS ARPA Grant.
ITEM BACKGROUND: An essential component of a 21st Century Library is technology. Monroe
County Public Library integrated the best technology and services into our newest location, the
Marathon branch. The Library has been awarded a grant for $975,469 to expand those technologies
and services to all branches. This agenda item is for the purchase of four additional Media Boxes
from International Library Services, Inc. to be placed into services at the Key Largo, Islamorada, Big
Pine Key and Key West Branch libraries.
Why a Media Box? 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 was 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.
Why this media box? 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
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type when 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:
BOCC Agenda item #9905-1111712021 Acceptance of DLIS ARPA grant award agreement
BOCC Agenda item 7640- 121912020 Approval of the purchase of a Media Box from International
Library Services, Inc.for the new Marathon Branch library using sole source procurement.
CONTRACT/AGREEMENT CHANGES:
NA
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
ILS Monroe County Fl. Quote 4 model 1500G's 10-29-21
Media Box Sole Source Confirmation Letter KM
Sole Source Justification-LMB -MONROE Pubic Library FL 5-18-2020
A Brochure LMB Model 1500
Media Box 1500 in Marathon Branch
FINANCIAL IMPACT:
Effective Date: 12/8/2021
Expiration Date: NA
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Total Dollar Value of Contract: $326,180
Total Cost to County: $326,180
Current Year Portion: $326,180
Budgeted: Yes
Source of Funds: 125-62041 DLIS Florida ARPA Grant funds
CPI: NA
Indirect Costs: None
Estimated Ongoing Costs Not Included in above dollar amounts: None
Revenue Producing: No If yes, amount:
Grant: Yes
County Match: None
Insurance Required: NA
Additional Details:
12/09/21 125-62041 DLIS Florida ARPA Grant ($326,180.00)
DLIS ARPA Grant
REVIEWED BY:
Norma Kula Skipped 11/22/2021 9:23 AM
Kimberly Matthews Completed 11/22/2021 5:09 PM
Jim Molenaar Completed 11/23/2021 9:50 AM
Purchasing Completed 11/23/2021 10:36 AM
Budget and Finance Completed 11/23/2021 10:36 AM
Maria Slavik Completed 11/23/2021 1:09 PM
Liz Yongue Completed 11/23/2021 1:19 PM
Board of County Commissioners Pending 12/08/2021 9:00 AM
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• PUBLIC INFORMATION KIOSK, INC.
8205 Killean Way
lip
Potomac, MD 20854
301-916-1500 ext 256
www.pikinc.net
Confidential Quote :
Library Media Box Model 150OG :
Pricing for Monroe County Public Library, FL
DISC DISPENSING SYSTEM
October 29, 2021
Quantity of 4 Library Media Box Model 1500G)
Freight and Installation : Monroe County, FL
Furnished and installed Quantity of Four
Installed at One Time Total
(savings over $50,000 for Purchasing 4 at one time)
Inclusions : Library Media Box Machine, Firstyear maintenance fee (parts and labor),
customized configuration for material types, i.e. DVDs, CDs, Games and Blue-Ray.
Complete system integration with ILS; Screens customized with library name and/or logo
and exterior vinyl graphics for front side and header panel. Holds Module to provide N
access for patrons remote from the Library. Also includes 1500 custom snap cases And N
two additional browsing Reservation Touch Screens y
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Quote valid for 60 days for US pricing.
Pricing does not include applicable taxes
P.O. and 50% of total cost to be submitted at time of order
For more information contact:
Fred E. Goodman
P: 1.866.883.0300, ext. 256
fredg@pikinc.net
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11/22/2021
FROM: Kimberly Matthews, Senior Director of Strategic Planning and Libraries
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RE: Support of Sole Source Procurement of a Library Media Box
Monroe County Public Library has integrated the best technology and services into our newest location,
the Marathon branch. The recently awarded ARPA grant from the Florida Department of Library and
Information Services provides the funding to expand those exact products and services to our other four
branches.
0
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 was been determined that housing and circulating our DVDs from a dispensing device (a
"Redbox" for libraries) is the solution that offers both space savings and dynamic customer service.
There is only one device and company that offers a product that met all of our needs a year ago for the
new Marathon branch and this remains true one year later. The Library Media Box manufactured, LN
installed and supported by International Library Services, Inc. of Potomac, Maryland is the ideal solution _
for our needs. Why?
76
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
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 thru-out the Library for
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access to the Machines Inventory. )
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7) The Library Media Box is user-friendly and ADA compliant with software for custom screen
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graphics with the Library's logo, County Seal and other required graphics. o
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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.
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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.
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 inch wide.
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
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 y
the items are located in the machine.
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 LN
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 online research, conferring with library colleagues and my E
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 specification 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 BoxT" by International Library
Services, Inc. or its suppliers.
I therefore request that we procure four additional Library Media Boxes from International Library
Services Inc. through sole source.
Respectfully, 2
Digitally signed by Kimberly
Kimberly Matthews Matthews
Date:2021.11.22 09:51:37-05'00' 2
Kimberly Matthews )
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International Library Services,Inc.
8205 Killean Way y
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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.
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It also must have the following specifications:
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• Machine must abide by all IL,S rules. U_
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• 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).
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• 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
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• RFID Chip or 2D barcode must be capable of being placed on the DVD/CD material
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• 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.
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• Machine software must be user-friendly and follow standard conventions for human interaction.
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• Machine must be ADA compliant
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• Machine software must be provided with custom screen graphics with the Libraries Logos and other LO
required graphics. U_
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• Machine robotics must be designed to minimize service outages. 2
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• 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.
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• 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.
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• Machine must be capable of operation in a remote location via wired or wireless network connection.
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• 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.
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• Machine must follow the rules of the IL,S re: pick up time requirements and return dates.
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• 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
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• 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.
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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_
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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
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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.
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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)
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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.
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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.
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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 DVD's are dispensed.The system is programmed to '
connect directly to your ILS via SIP2 for library card authentication. ca
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libraries' collection with a user-friendly menu. Optional browsing/reservation t }
touch screens can be added on side panels for multiple users. ;
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8205 Killean Way
Potomac, MD 20854, USA
301-916-1500 ext 256
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