City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: FEBRUARY 21, 2023 FROM: RIVERSIDE PUBLIC LIBRARY WARDS: ALL
SUBJECT: AMERICAN RESCUE PLAN ACT SUBRECIPIENT AGREEMENT WITH JAVA CONNECTIONS DBA LAPTOPSANYTIME FOR SIX AUTOMATED LAPTOP 12-BAY KIOSK CHECKOUT MACHINES IN THE AMOUNT OF $301,183.13 ISSUES:
Approval of the American Rescue Plan Act Subrecipient Agreement with Java Connections DBA LaptopsAnytime for six automated laptop 12-bay kiosk checkout machines in the amount of $301,183.13.
RECOMMENDATIONS:
That the City Council:
Approve the American Rescue Plan Act Subrecipient Agreement with Java Connections DBA LaptopsAnytime for six automated laptop 12-bay kiosk checkout machines in the amount of $301,183.13; and Authorize, the City Manager, or designee, to execute all documents including making minor and non-substantive changes.
BACKGROUND:
On November 9, 2021, the City Council approved the American Rescue Plan Act funding expenditure plan for the first allocation of $36,767,594. As part of the expenditure plan, the Riverside Public Library program called Career Connection Program was approved under the expenditure categories for Services to Disproportionately Impacted Communities and Education Assistance. The total expenditure authorized for the Career Connection Program is in the amount of $500,000.
DISCUSSION:
The Library is currently equipped with two 12-bay laptop kiosks and two 18-bay companion stations at the Main Library and one 12-bay kiosk at the La Sierra Library. Through the purchase of six additional 12-bay laptop kiosks, all library locations will have this latest technology.
The table below itemizes the costs:
Item Description
Total Cost
Quantity (6) 12 Bay Host (LaptopsAnytime) Laptop Kiosk
$143,700
Quantity (6) Annual Hardware Service Agreement 5-year
$64,650
Quantity (6) Annual Software License Agreement
$54,000
Quantity (6) Custom Kiosk Graphics
$6,000
Deep Freeze Software License – Fee Waived
No Charge
On-Site Assistance
$2,000
Crate, Shipping and Tax
$30,833.13
Total
$301,183.13
Library staff consulted with the City’s Innovation and Technology team, a requirement for procurements that connect to the City network. Library Technicians and the City’s Innovation Technology team have thoroughly reviewed the equipment’s features, functionality, durability, and ability to interface with existing technology. Additionally, Library Technicians and the City’s Innovation Technology Department, which manage and conduct maintenance of hardware and network systems in the Library Department and across City facilities, will be responsible for interfacing with the LaptopsAnytime team for procurement and installation.
Per Purchasing Resolution, Section 702 (d) which states that, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(d) When the Procurement can only be obtained timely from a single source and the Manager is satisfied that the best price, terms and conditions for the Procurement thereof have been negotiated”.
The Chief Innovation Officer concurs with the recommendation in this report.
The Purchasing Manager concurs with these recommendations in accordance with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
The item presented in this report contribute to the following Strategic Priority No. 1 Arts, Culture and Recreation and Goal No. 1.5 – Support the development, literacy, health, and education of children and youth throughout the community.
The item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – The procurement of this item complies with Purchasing Resolution No. 23914, Section 702 (d) and the competitive procurement process.
Equity - This item aligns with equity by facilitating equitable access and distribution of library services and resources to every member of the community.
Fiscal Responsibility – American Recovery Plan Act funding aligns with fiscal responsibility as the community would benefit by not having financial implications to the City.
Innovation - Laptop kiosks are an innovative method for customers of the library to access information.
Sustainability & Resiliency - This item aligns with sustainability & resiliency by providing convenience for customers in accessing information.
FISCAL IMPACT:
The total fiscal impact of this recommendation is $301,183.13. Sufficient funds are budgeted and available in the Grants & Restricted Programs Fund, Library-Neighborhood Services, Federal Operating Grants account number 8812300-440110.
Prepared by: Erin Christmas, Library Director
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager Chief Financial Officer / City Treasurer
Approved by: Rafael Guzman, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
American Rescue Plan Act Subrecipient Agreement
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ARPA Career Connection LaptopsAnytime ● Page 3