Department
Library
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to award without competition, Library, 24SSREQ1339341B-RT, Envisionware, in the amount not to exceed $106,195.76 for the purchase of six Envisionware (Samsung) Tablet Stations model base systems to be distributed throughout the library system. Effective upon BOC approval. 100% grant funded. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-384, after conducting a good faith review, and the Purchasing Department has determined that there is only one source available for the required supply, service, or construction item, the request shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Arts and Libraries
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background
The Library System currently has 15 EnvisionWare tablet base stations. With the purchase of these units, the library also purchased the Saas Cloud Management subscription. This subscription provides maintenance for all units along with additional features exclusive to Envisionware. The tablet stations are powered by Hublet and provides unique enhanced online access and user experiences. The tablet stations provide accessibility to digital content for all library users. The units have the versatility to be used in various ways such as access to magazines to powering and operating robots in makerspaces. Each device supports multiple profiles, allowing access to age and other user group appropriate content across the library’s patron base. Our tablets are designed to work exclusively within predefined WiFi networks, ensuring secure and controlled usage. The units also provide unique usage benefits such as borrowing, return, content updates, and data wiping which assist with optimizing privacy protections. Additionally, each tablet is securely locked to the charging station, requiring library card authentication for access. The tablets come with predefined applications, files and desktop views which prevents users from installing unauthorized applications or altering device settings ensuring a safe environment and usage for patrons. Lastly, the library system can provide usage reports, providing insights into loan statistics and tablet usage.
Scope of Work: The library system will use grant funding to purchase the Envisionware Tablet Stations. The tablet base Station with Pedestal, software, (6) x 200 Samsung Galaxy TAB A8 10.5” Tablet with covers Enclosures, first year NextGen SaaS Cloud Management Subscription and hardware warranty. These units will be distributed throughout the library system to have a tablet checkout station available at each library location.
In accordance with Purchasing Code Section 102-384, this request meets the following category permitted as a basis for conditions allowing the award of contract without competition:
(4) When necessary to maintain compatibility with existing equipment or systems, only specified makes and models of technical equipment, software, and parts will satisfy the county’s needs for additional units or replacement items, and only one source is available
Community Impact: Citizens will have the option to check out tablets as an alternative for magazines, periodicals and other forms of media.
Department Recommendation: The Library recommends approval of this purchase.
Project Implications: If not approved, the system will not have enough tablet stations for each library location.
Community Issues/Concerns: There are no community concerns
Department Issues/Concerns: There are no departmental concerns.
Contract Modification: This is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Not Applicable
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Sole Source Justification Form
Exhibit 2: Contract Performance memo
Contact Information (Type Name, Title, Agency and Phone)
title
Jamar Parker, Financial Systems Manager, Library System 404-771-7578
Contract Attached
title
No
Previous Contracts
title
No
Total Contract Value
|
Original Approved Amount: |
$0.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$106,195.76 |
|
TOTAL: |
$106,195.76 |
Grant Information Summary
|
Amount Requested: |
$106,195.76 |
☐ |
Cash |
|
Match Required: |
N/A |
☐ |
In-Kind |
|
Start Date: |
Upon Approval |
☐ |
Approval to Award |
|
End Date: |
04/30/2025 |
☐ |
Apply & Accept |
|
Match Account $: |
N/A |
|
|
Fiscal Impact / Funding Source
Funding Line 1:
461-650-LT24-1410: Grant, Library, Equipment
|
Key Contract Terms |
|
Start Date: Upon Approval |
End Date: 4/30/2025 |
|
Cost Adjustment: N/A |
Renewal/Extension Terms: No Renewal Options |
Overall Contractor Performance Rating: N/A
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
10/1/2023 |
4/30/2024 |