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Home My WebLink AboutAgenda - 09-01-2015 - 6j 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 1, 2015 Action Agenda Item No. 6-j SUBJECT: Bid Award - Cedar Grove Community Center Library Kiosk DEPARTMENT: Library & Asset Management PUBLIC HEARING: (Y/N) No Services ATTACHMENT(S): INFORMATION CONTACT: 1) Sample Kiosk Illustratives Lucinda Munger, 919-245-2528 2) mk Solutions Sole Source Letter Jeff Thompson 919-245-2658 PURPOSE: To consider awarding a bid to mk Solutions in the amount of $179,540 for the purchase and installation of the "LibDispenser' library services kiosk to be located at the Cedar Grove Community Center. BACKGROUND: On June 16, 2015 the Board of Orange County Commissioners appropriated funds to purchase and install an innovative and interactive library kiosk to allow for the dispensing and return of library materials at the site of the Cedar Grove Community Center and Park. North Carolina General Statute 143-129(e)(g) allows for purchases of apparatus, supplies, materials, or equipment using a sole-source exception when: (1) performance or price competition for a product are not available; (2) a needed product is available from only one source of supply; or (3) standardization or compatibility is the overriding consideration. Staff has selected mk Solutions as the provider of this advanced kiosk (for a general visual description, see Attachment 1, "Sample Kiosk Illustratives") as a sole source provider for this system through an exception to the North Carolina Statutory requirement for competitive bidding. Staff has completed a thorough investigation of the marketplace and determined that the mk LibDispenser kiosk meets this sole source exception because it is the only system that: 1) provides seamless 24 hour electronic access for self-check in and check out of materials to customers compatible with the Orange County Library radio frequency identification ("RFID") system; 2) provides modular expansion capability should the demand for kiosk services grow in the future; and 2 3) allows immediate material availability for check-out once items are returned to the kiosk. This dispenser, designed like a vending machine, allows customers the opportunity to browse items in the machine and select for immediate check-out, using their active library card. The kiosk will have available popular books, CDs, DVDs and children's books. (Operational limitations will apply to oversized and heavy books.) In addition, this model can be used as a `branch' for pick-up of items on hold. This product differs from other current products by the ability to be interactive. Other products available are repository pick-up only, like a post office box for items on hold. Overdue fines will be handled identically as they are addressed with items obtained at library branches. Items overdue will be charged the published fine per item per day, with a maximum fine of $5 dollars. These fines can be paid at one of the branches or through the County library website using the online payment feature. Fines will not be payable at the kiosk. Attachment 2, "mk Solutions Sole Source Letter", provides context to its exclusive features. Should the BOCC approve the bid award, the kiosk is anticipated to be operational in the spring of 2016 in coordination of the opening of the Cedar Grove Community Center. FINANCIAL IMPACT: The purchase price of the kiosk along with recommended options, shipping and installation is $179,540. Sufficient funds ($180,000) were appropriated in the adopted FY 2015-16 Capital Investment Plan to purchase the equipment. SOCIAL JUSTICE IMPACT: The Cedar Grove Community Center library kiosk will provide more convenient and accessible access to Orange County Library services and will further the Library's mission to support and enrich the residents in northern Orange County. The installation of the kiosk meets the following three Orange County Social Justice Goals: • GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND INEQUITY The fair treatment and meaningful involvement of all people regardless of race or color; religious or philosophical beliefs; sex, gender or sexual orientation; national origin or ethnic background; age; military service; disability; and familial, residential or economic status. • GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of infrastructure, policies, programs and funding necessary for residents to provide shelter, food, clothing and medical care for themselves and their • GOAL: ENABLE FULL CIVIC PARTICIPATION Ensure that Orange County residents are able to engage government through voting and volunteering by eliminating disparities in participation and barriers to participation. RECOMMENDATION(S): The Manager recommends that the Board award the bid to mk Solutions in the amount of $179,540 for the purchase and installation of the "LibDispenser' library services kiosk to be located at the Cedar Grove Community Center. Attachment 1 3 mk LibDispenser " Your 24/7 Library! � M Y. Benefits for your Patron: Benefits for your Library: • Convenient library extension in public high ■ Provide library services to areas where a access areas such as train stations, branch is reducing hours or adds additional airports, hospitals, malls, universities, etc. capacity for space strapped branch. • Uses familiar Online Catalog (OPAC) data ■ Affordable service alternative in from your ILS. neighborhoods that can't support a physical • Handles all types of library materials building. (books, CDs, DVDs, magazines, games). m Base model maximum capacity of 796 • Checks items out and in. Returned items dynamic horizontal storage positions. are immediately available for the next Actual capacity depends on the thickness patron. per item. • Item identification and security via RFID. ' Expansion modules with 378 dynamic • Library card identification via barcode, horizontal storage positions available in each unit. RFID (i.e. Mifare), magnetic strips. • Simple and intuitive touch screen user- ' Smaller configuration available. interface. • Web-based monitoring and administrative • Optional Fine and Fee Payment via software (mk LibManager). debit/credit cards. • The patron takes only the item, just like a Available Options: normal library— No extra boxes or cases 0 Free-standing indoor or outdoor version. that need to be returned to the same 0 Indoor version with outdoor (through wall) location. retrieval station (check-in/check-out • Can be configured to accept any library station). return item the same as other branches. 0 Separate browsing station(s), located beside the retrieval station or standalone browsing kiosk. ■ Audio support. mk Solutions Inc. 105 Highland Park Drive Bloomfield,CT 06002-USA www.mk-solutions.com info@mk-solutions.com n Phone +1 860 760 0438 I\ Toll Free +1 888 484 5056 Fax +1 860 760 0448 SOLUTIONS 4 mk LibDispenserao Your 24/7 Library! ryll� 13M 130 Please select your next stop 00 130 m 00 ao 00 lao BBB Technical Information: • Base module for up to 796 storage ' Network requirements: positions. 0 Ethernet RJ45. • Each expansion module adds up to 378 0 Power requirements: storage positions. 0 120V, 1 Phase, 25Amp, 60Hz. • Maximum size of items per tray: 0 Communication to ILS via SIP2 or NCIP. 12.6" x 8.7" x 3.5" 0 Standards Certifications: UL and CE. • Dynamically sizes item height and maps 0 RFID Frequency 13.56 MHz for items. storage space accordingly. Base module: Uninterrupted Power Supply (UPS) • included to protect against voltage swings Indoor Unit: 94.9" x 47.6" x 83.2" or interruptions. Weight: 1836 lb net. 0 mk LibManager will be your standard Outdoor Unit: 97.3" x 51" x 85.1" supervisor software. Weight: 1940 lb net. • Expansion module: Get a book in 3 Steps... Indoor Unit: 31.5" x 47.6" x 83.2" 1. Browse and select your item. Weight: 306 lb net. Outdoor Unit: 31.5" x 51" x 85.1" 2. Scan your library card. Weight: 284 lb net. 3. Get your item and enjoy. mk Solutions Inc. 105 Highland Park Drive Bloomfield,CT 06002-USA www.mk-solutions.com info@mk-solutions.com n Phone +1 860 760 0438 I\ Toll Free +1 888 484 5056 Fax +1 860 760 0448 SOLUTIONS Sample Library Kiosk Illustrative 5 Pr -�v yl '1�� v 1 d r ♦ � r, . A.fir A - , M — � I.of 11 el I IX(Y�Jpb A`n" 4§ , IS I 1 # Depicted kiosk is for illustrative purposes only. Actual kiosk appearance will be consistent with Orange County Library colors and messaging graphics 1ti `r 1 I. IM 1 in=50 feet 1 0 20 MEME=Feet 4 +. Orange County Planning and Inspections •- Brian Carson(8/18/2015) Attachment 2 6 mk Solutions Inc. 105 Highland Park Drive Bloomfield,CT 06002-USA Phone +1 860 760 0438 A Toll Free +1 888 484 5056 I\ Fax +1 860 760 0448 SOLUTIONS info mk-solutions com www.mk-solutions.com September 18, 2014 To Whom It May Concern: This letter is to confirm that the mk LibDispenser° is a sole source product, manufactured, sold, and distributed exclusively by mk Solutions. Currently, there are no other companies that make a similar or competing product with all of the features as the mk LibDispensere. This product must be purchased directly by institutions from mk Solutions at the address listed above or via an authorized mk Solutions partner. mk Solutions, Inc. warrants that no other items or products on the market are available for purchase that would serve all of the same purposes and/or functions as the mk LibDispenser°. There is only one price for the above-named product because of exclusive distribution and marketing rights. The following combined are mk LibDispenser° exclusive features: • LibDispenser reads both barcode and RFID • Completely returns and shelves items for immediate availability for the next patrons • Is modular and can be expanded upon demand and in addition to future needs • Uses a dynamic storage concept for most efficient use of space and shelving. If you desire additional information, don't hesitate to contact us at (860) 760-0438, via info(d)-mk-solutions.com, or visit our website at www.mk-Solutions.com. Thank you for your interest in our products. Sincerely, Rachel Davis mk Solutions, Sales Manager