November 1, 2022
Library and Community Services
DATE: November 1, 2022
TO: Mayor Butt and Members of the City Council
FROM:
Diana Lopez, Deputy Director of Community Services –
Library
Christopher Larsen, Librarian II
SUBJECT:
Authorize the Purchase of 35 Refurbished Laptops from
Tech Exchange for Library Patron Use, in Partial
Fulfillment of a Federal Communications Commission
Emergency Connectivity Fund Award.
FINANCIAL IMPACT: There is no impact to the General Fund. The computer purchases will be reimbursed from the grant award.
Account String: 10545055-400601-24G11
PREVIOUS COUNCIL
ACTION:
June 7, 2022
STATEMENT OF THE
ISSUE:
The Richmond Public Library applied for and was
awarded funding from the Federal Communications
Commission Emergency Connectivity Fund for the
purchase of 35 laptops for patron use. Tech Exchange
submitted a quote for 35 refurbished devices that was
within the grant budget. City staff seeks approval for the purchase of these laptops.
RECOMMENDED ACTION:
APPROVE the purchase of 35 Dell Latitude e5470
laptops from Tech Exchange, for a total purchase price of $12,492.70 – Library and Community Services
Department (Diana Lopez/Christopher Larsen 510-620-
5524).
AGENDA
REPORT
November 1, 2022
DISCUSSION:
In August 2021, the Richmond Public Library (Library) applied for Federal Communications Commission (FCC) Emergency Connectivity Fund (ECF) monies to purchase additional Internet-connectivity devices for patron use. On June 7, 2022, the City Council approved a resolution to accept and appropriate any ECF monies awarded, and subsequently, the FCC notified the Library of awarded amounts, which included $12,500 for the purchase of 35 laptops.
City staff have worked to identify a vendor able to supply 35 devices within the budgeted amount of $350 per device. Tech Exchange provided a quote for 35 refurbished Dell Latitude e5470 laptops for a total cost of $12,492.70 (Attachment 1).
This was the lowest quote received and the only within budget. The City’s Information Technology (IT) Department approved an IT Authorization Form for the purchase (Attachment 2).
For this service, and by the terms of the ECF grant, these devices are for circulation outside of Library buildings. Due to the characteristics of circulation outside the Library, and the observed pattern of use of the existing five laptops, these additional laptops are expected to have a relatively short service life, likely requiring replacement after one to two years. Dell has provided quotes for refurbished laptops in excess of $600 per device and new laptops of $776 - $1,054 per device ($27,160 - $36,890). In purchasing refurbished laptops from Tech Exchange, the Library endeavors to provide patrons with suitably advanced computers at a fiscally responsible cost. Given the expected use of the devices, regulating the cost-per-device relative to the rated performance of the computer will allow the Library to replace devices as needed while maintaining a sustainable lending program. Tech Exchange provides the laptops with a one-year warranty on hardware and a three-month warranty on the battery.
The Library will separately purchase licenses for software for these computers, an expense that is excluded from the ECF grant. At minimum, Library laptops are supplied with Microsoft Office, antivirus software, and software that maintains the hard drive for multiple users.
Tech Exchange is a fiscally-sponsored project of the Oakland Public Education Fund, a 501(c)3 nonprofit. In 2020, City staff worked with Tech Exchange to arrange the donation of five laptops for lending to Library patrons. Tech Exchange has distributed refurbished laptops to Richmond Promise participants at the Main Library.
DOCUMENTS ATTACHED:
Attachment 1 – Quote
Attachment 2 – IT Authorization