HomeMy WebLinkAboutStaff Report 1439City of Palo Alto (ID # 1439)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/11/2011
April 11, 2011 Page 1 of 4
(ID # 1439)
Summary Title: Library RFID Implementation
Title: Approval of Contract with Bibliotheca, Inc. for Provision of a Radio
Frequency Identification System (RFID) for the Palo Alto City Library -
Capital Improvement Program Project TE-06001
From:City Manager
Lead Department: Library
Recommendation
Staff recommends that Council authorize the City Manager or his designee to execute a
contract with Bibliotheca, Inc. for the purchase of a Radio Frequency Identification
(RFID) system for the Palo Alto City Library. This contract would be executed for fiscal
year 2011 in an amount not to exceed $100,000 with further purchases to be made in
fiscal year 2012 not to exceed $100,000.
Background
A feasibility study and implementation plan for RFID and Automated Materials Handling
(AMH) systems was completed in 2006. The Palo Alto City Library Technology Plan,
2009-2013, included a detailed analysis, evaluation and recommendation for materials
handling and RFID systems for the Palo Alto City Library. The most recent report from
2009 recommends implementation of such systems in conjunction with the upcoming
building projects. Specifically, the report recommends that RFID be implemented at all
five locations and AMH be implemented at the three busiest branches in a phased
approach to coincide with construction and renovations. The Library issued a request for
proposal (RFP) in August 2010 to solicit bids from vendors for RFID & AMH systems
and, after a lengthy evaluation process of the six respondents, selected Bibliotheca for
the RFID portion of the project. The AMH portion of the project was evaluated
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separately since the purchase of AMH systems for Mitchell Park Library and Main Library
come under the building construction contracts.
The Library plans to implement RFID & AMH systems primarily to achieve the following
goals:
·Achieve capacity for high levels of customer service;
·Free up staff from current repetitive and routine tasks;
·Reduce the risk of potential repetitive motion injuries;
·Reduce material losses;
·Improve circulation efficiency and shelf accuracy; and,
·Manage an increasing circulation workload without additional staffing
Discussion
A request for proposal (RFP) for the provision of RFID and AMH systems was issued in
August 2010. An evaluation team of staff from the Library Department evaluated six
proposals. The criteria used were cost considerations; company viability and references;
support and maintenance agreements; and expertise in providing the required service.
Staff checked references from other libraries that currently use the respondents’ services
and found that when taking into consideration all criteria, Bibliotheca was found to have
the best products to meet the needs of the Library for the RFID portion of the project.
Evaluation and award of the AMH portion of the project will proceed as part of the
construction contract using another vendor.
RESOURCE IMPACT
Funds for this contract have been identified in the Capital Improvement Program (CIP)
budget CIP Project TE-06001 which has an existing appropriation of $427,414 in FY
2011. The RFID aspect of the project is expected to be completed with the opening of
the new Mitchell Park Library in the summer of 2012 (FY 2013), when all items in the
collection will be equipped with RFID tags and the self-check machines upgraded to use
these tags instead of barcodes for circulation. Maintenance costs incurred after the CIP
budget is closed, approximately $2700 per year, will become part of the ongoing
operational costs for the Library, included in the City’s IT budget. Installation of RFID
and security gates will greatly decrease the amount of stolen materials, estimated at
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$7400 annually for Downtown library. The annual cost for RFID tags for new library
materials is estimated at $21,000, which will be absorbed in the Collection Development
budget, as are other processing costs. The Library expects reduced repetitive stress
injuries resulting from check-in using RFID and will be analyzing staff resources for
possible savings.
POLICY IMPLICATIONS
An implementation of an RFID system specifically responds to City Council direction to
employ technology solutions in the Library and the City Auditor’s recommendation in the
July 2007 Audit of Library Operations to expedite an RFID implementation.
ENVIRONMENTAL REVIEW
This project is categorically exempt from CEQA.
ATTACHMENTS
PREPARED BY: ___________________________________
MARTHA WALTERS
Business Analyst, Library
APPROVED BY:_______________________________
NED HIMMEL
Interim Library Director
CITY MANAGER APPROVAL: ________________________________
JAMES KEENE
City Manager
April 11, 2011 Page 4 of 4
(ID # 1439)
Attachments:
·Biblioteca System Sales Contract (PDF)
Prepared By:Evelyn Cheng, Administrative Assistant
Department Head:Ned Himmel,
City Manager Approval: James Keene, City Manager