Department
Library
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to increase spending authority - Library, 24SSREQ1339341B-RT, Tablet Stations with EnvisionWare, Inc. in an amount not to exceed $9,404.24 for the purchase of eight (8) additional Hublet Tablet Stations to be distributed throughout the library system. Effective upon BOC approval. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract and necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract 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: On December 18, 2024, the BOC approved the initial request using 100% of grant funds in the amount of $106,195.76. The library has decided to purchase additional units using General Fund funding. This additional funding request will ensure that the library can purchase the tablet stations and distribute tablet stations to all library branches within this funding cycle.
Scope of Work: 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.
Community Impact: Approval of this item will provide patrons with the opportunity to use the latest technology.
Department Recommendation: The department recommends approval of this item.
Project Implications: There are no project implications.
Community Issues/Concerns: There are not community issues or concerns.
Department Issues/Concerns: There are no departmental issues or concerns.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
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Original Award Amount |
24-0881 |
12/18/2024 |
$106,195.76 |
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Amendment No. 1 |
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$9,404.24 |
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Total Revised Amount |
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$115,600.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Not Applicable
Exhibits Attached
Exhibit 1: Contractor Performance Memo
Contact Information
title
Jamar Parker, Financial Systems Manager, Library System 404-771-7578
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$106,195.76 |
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Previous Adjustments: |
0.00 |
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This Request: |
$9,404.24 |
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TOTAL: |
$115,600.00 |
Grant Information Summary
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Amount Requested: |
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Cash |
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Match Required: |
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In-Kind |
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Start Date: |
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Approval to Award |
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End Date: |
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Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
100-650-6565-1410: General Fund, Library, Equipment
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Key Contract Terms |
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Start Date: Upon BOC Approval |
End Date: Click here to enter a date. |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: No renewal options |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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1/1/2025 |
4/30/2025 |