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Agenda Item
ASR
Control 20-000547 |
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MEETING DATE: |
09/15/20 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
OC Community Resources (Approved) |
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Department contact
person(s): |
Dylan Wright (714) 480-2788 |
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Julie Quillman (714) 566-3086 |
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Subject: Agreement with Java
Connections, LLC
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$600,000 |
Annual Cost:
FY 2021/22 $326,249 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: N/A
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RECOMMENDED ACTION(S):
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1. |
Approve and authorize the County Procurement Officer or authorized Deputy to execute sole source contract with Java Connections, LLC dba LaptopsAnytime for library laptop kiosks, chargers, components and related services and licenses for the term of September 15, 2020, through September 14, 2025, for a five-year cumulative contract amount not to exceed $1,904,993. |
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2. |
Pursuant to County Contract Policy Manual Section 3.3-113, authorize the OC Community Resources Director or designee to exercise a contingency contract cost increase, not to exceed a total of 10 percent of the contract amount for the first year of the contract, for the entire term of the contract, including renewals and within the scope of work set forth in the contract. The use of this contingency contract cost increase is subject to approval requirements established by the County Procurement Officer. |
SUMMARY:
Authorization to establish the contract with Java Connections, LLC dba LaptopsAnytime will help OC Public Libraries provide self-dispensing laptop kiosk stations to efficiently serve patrons' internet access and laptop needs for applying for benefits, applying for jobs and distance learning.
BACKGROUND INFORMATION:
Java Connections, LLC dba LaptopsAnytime (Java Connections) is the sole provider and distributor of its copyrighted LaptopsAnytime’s Automated Laptop Checkout Kiosks. Using Java Connections’ services, OC Public Libraries will be able to provide patrons more opportunities to access the internet on an electronic device within the library. In addition, when libraries re-open in the COVID-19 situation, having laptops for patron use will provide more internet access as laptop tables can be spaced to allow for physical distancing.
LaptopsAnytime’s Automated Laptop Checkout Kiosks allow for self-service checkout of laptops from the automated checkout kiosks. The kiosks provide 12-bay hosting systems to circulate laptops as well as other electronic devices. The kiosks can synchronize with OC Public Libraries’ Integrated Library System, Sirsi, so checkouts can occur within the parameters of OC Public Libraries’ circulation policies. In 2019, patrons connected to OC Public Libraries’ WiFi using their own devices for 1,140,096 wireless sessions, logging 1,838,644 hours of wireless usage. In addition, patrons connected to OC Public Libraries’ personal computer stations for 445,125 sessions, which accounted for 421,193 hours of computer use. Adding laptops for patron use contributes to the library by providing easy to use, up-to-date technology and opportunities to use laptops on patios and by the windows, creating a more enjoyable patron experience. The laptop kiosks allow the patron experience to be self-service, which frees library staff to help patrons and conduct programs and community outreach. The laptop kiosks will also allow the library to have less hardwired workstations and frees up space for patrons to work, read and collaborate. Access to self-service kiosks and electronic devices will provide safe, portable and efficient access to the internet and its resources.
On May 25, 2018, OC Public Libraries established a Contract with Java Connections for LaptopsAnytime's Automated Checkout Kiosks and related services for the term of June 1, 2018, through May 31, 2020. The Contractor's performance has been confirmed as satisfactory. OC Public Libraries has verified there are no concerns with respect to Contractor’s ownership/name, litigation status or conflicts with County interests.
In September 2019, an Invitation for Bids (IFB) solicitation was created. In February 2020, notification was sent out in BidSync that no contract was awarded and the IFB solicitation was cancelled. In reviewing the responses to the IFB, it became apparent that the project scope would benefit from more stringent cybersecurity provisions, additional requirements related to the Americans with Disabilities Act (ADA) and prioritization of patron ease of usability. As a result, the IFB solicitation was canceled and it was determined that a sole source procurement would be the most prudent means of securing the project requirements.
No other vendors offer the same format and compatibility with current OC Public Libraries' database configurations as Java Connections does. No other vendor offers their unique self-service hardware, back-end software dispensing or monitoring services. Java Connections’ competitors have automated checkout kiosks; however, their systems do not provide direct auto-dock technology. Other vendors' solutions require laptops and electronic devices to be manually unplugged from charging units and removed from docking stations upon checkout, as well as manually returned and plugged in. In addition, all bays and screen buttons within LaptopsAnytime’s Automated Laptop Checkout Kiosks are ADA-Compliant and accessible for all users.
Under the Contract, the County will purchase library laptop kiosks, chargers, components and related software and services, at the rate of five per year, placed throughout the library system. This Contract will also enable OC Public Libraries to service and maintain current kiosks provided by Java Connections in addition to the additional units purchased for extended availability throughout OC Public Libraries. This will allow OC Public Libraries to provide additional free internet access and use of electronic devices within the library to its community members, fulfilling its mission of equitable access. This Contract is a sole source contract and a completed Sole Source form is attached as Attachment A. This contract does not currently include subcontractors or pass through to other providers. See Attachment E for Contract Summary Form.
The contract includes non-standard terms that have been approved by Risk Management.
FINANCIAL IMPACT:
Appropriations for this Contract are included in the OC Public Libraries/Budget Control 120 FY 2020-21 Budget and will be included in the budgeting process for future years.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Sole Source Request Form
Attachment B - BidSync Sole Source Approval
Attachment C - Java Connection Contract
Attachment D - Risk Assessment Form
Attachment E - Contract Summary Form