Agenda Item: 5
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: September 13, 2022
SUBJECT: CONTRACT FOR SANTA CLARITA PUBLIC LIBRARY LAPTOP
KIOSK REPLACEMENT AND MAINTENANCE
DEPARTMENT: Administrative Services
PRESENTER: Robert Arreguin
RECOMMENDED ACTION
City Council:
1. Award a five-year maintenance contract to Java Connections, LLC, in the total amount not to exceed $68,010.45, for public library laptop kiosks, inclusive of delivery, installation, and five years of support and maintenance.
2. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita Public Library (SCPL) utilizes laptop kiosks at all three branches to dispense laptops for use by City patrons. The laptop kiosks allow patrons to check out laptops for use inside the libraries to complete homework, conduct research, apply for jobs, and other activities.
The existing kiosks are over eight years old and have reached the end of their useful life.
Support, maintenance, and security updates for the kiosks are no longer available. As they fail, repairs are difficult or impossible due to the kiosks’ age and lack of support from the manufacturer. Additionally, the laptops supported by the existing kiosks are no longer manufactured. Replacement of the kiosks is integral to maintaining SCPL’s high level of customer service and high-availability of computing resources for use by City residents.
In accordance with the City’s Purchasing Policy specific to technology procurement, staff reviewed competing solutions in the laptop kiosk marketplace to determine what solution(s) could support SCPL’s needs most effectively. City staff found the kiosks from Java Connections,
LLC, to be the most mature and available system for dispensing laptops and compatible with the City’s integrated library system (ILS). Other solutions could not offer the same level of compatibility sufficient for the City’s ILS. Factors researched included cost, features, compatibility with existing infrastructure, and support.
The new laptop kiosks from Java Connections, LLC, will integrate with the current ILS, support a more modern laptop, and add functionality allowing staff to centrally manage and dispense laptops from their desks. In addition to the purchase component of the contract, new software and five years of support and maintenance are included.
ALTERNATIVE ACTION
1. Do not approve contract with Java Connections, LLC.
2. Other action as determined by the City Council.
FISCAL IMPACT
Sufficient funds have been appropriated to Library Fund expenditure account 3098200-516101 to fund the recommended action.