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Home My WebLink About3. Acquisition of Envisionware Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Lois Dissly, Head of Library Technical & Automated Services Susan Gregory, Library Director SUBJECT: Approve Acquisition of Envisionware hardware, software, and services for PC and Print Management, for Bozeman Public Library. MEETING DATE: October 6, 2014 AGENDA ITEM TYPE: Consent RECOMMENDATION: Authorize the City Manager to sign. BACKGROUND: The Library’s current PC management system was purchased nearly ten years ago. It requires constant staff intervention for assisting users in locating available computers and also with printing services and payments. The proposed system will help library staff to effectively and fairly manage the public computers and automate the process of retrieving and paying for printing. A new public computer reservation and print management system will also address current challenges associated with the growing number of Library public computers and users, as well as the need for patron privacy when retrieving print jobs and the increasing demand for wireless services. ALTERNATIVES: As suggested by the City Commission. FISCAL EFFECTS: The total cost of the project is $15,447.53. First year maintenance included. Second year maintenance is $2,577.96. Attachments: Quote Report compiled on: 9/29/14 20 Quote 72375 for: Montana Shared Catalog Third Party - EnvisionWare for Bozeman Public Library Prepared by: Bill Routt Sales Market Consultant, Central Region SirsiDynix Quote Date: July 30, 2014 Quote Valid Until: October 28, 2014 This quote is hereby fully incorporated into the Master Agreement. SirsiDynix Copyright 2014 - All Rights Reserved 21 Quote for Montana Shared Catalog Reference number 72375 This quote is hereby fully incorporated into the Master Agreement. SirsiDynix Copyright 2014 – All Rights Reserved. Page 2 of 9 Quote Information General ES-ENT Building Bundle [1st] ENVISIONWARE SUITE FIRST BUILDING BUNDLE - Time and Print Management Suite - Incorporates PC Reservation and LPT:One Building Bundles for the first building in your system.** PC Reservation (PCR) First Building License ** LPT:One (LPT) First Building License ** Central Management $1,995 ES-ENT Clinet Bundle (025) ENVISIONWARE SUITE CLIENT PACKAGE - TIER 25 - 49 Time and Print Management component for public computers. Incorporates all of the functionality of PC Reservation and LPT:One Clients. ** LPT:ONE ENT Client - Print management software installed on each public computer that counts pages, calculates costs, discards unwanted print jobs locally (saves network bandwidth), displays information to the user** PCR-ENT Client - PC Reservation Client Licenses are installed on each public computer. Clients control access, manage time, issue warnings, and perform other tasks at the Client according to instructions sent from the Management Console. 42 at $78.30 $3,288.60 CBA-V-U *USD 3T PC ENVISIONWARE SERIES V COIN & BILL ACCEPTOR - Use with Print Management, eCommerce , and AAM Revalue. ** Accepts Coins: $0.05, $0.10, $0.25, $1.00 ($1 coin is accepted but not returned.) ** Accepts Bills: $1, $5, $10, and $20 (user-defined acceptance). ** USB Cable pre-installed and secured within protective housing. ** Power Supply ** Advance Replacement Support -- OPTIONS --++ Integrated stored value card reader 2 at $2,565 $5,130 AAM-SLE Bundle ENVISIONWARE AUTHENTICATION AND ACCOUNTING MODULE (AAM) SMALL LIBRARY EDITION BUNDLE - Package includes:** AAM SMALL LIBRARY EDITION LICENSE (Licensed for a single building only - not applicable for multi-location systems) - A collection of added services that extend the functionality of many EnvisionWare products with the use of an external datasource. ** AAM Web Query - A suite of PHP scripts that provide web-based reporting, cash reconciliation, and staff and user query of balances and other online AAM data. ** Central Management $1,995 PS-PM-BLDG 22 Quote for Montana Shared Catalog Reference number 72375 This quote is hereby fully incorporated into the Master Agreement. SirsiDynix Copyright 2014 – All Rights Reserved. Page 3 of 9 Quote Information ENVISIONWARE COLLABORATIVE PROJECT SERVICES -- PER BUILDING An EnvisionWare Implementation Consultant will collaborate with you and your team on the development of a strategy that ensures optimal use of your EnvisionWare technology investment. ** Price includes installation of all products ordered or guidance to install all items that are ordered as part of a single project/trip on a per building basis. EnvisionWare experts work in concert with one or more members of your team. EnvisionWare generally installs management or host components and trains customers in the deployment of Client modules. ** The Project begins with a Launch Webinar to introduce representatives from your team and ours. In the Launch discussion we will collaborate on project goals, schedule, and milestones. ** A Statement of Work (SOW) will be developed collaboratively which defines the responsibilities of EnvisionWare and your staff and which establishes the criteria that define your acceptance of the solution. ** The Implementation Consultant will provide training as defined in your Statement of Work (SOW). ** The Consultant will assist you in a transition from implementation to Support. For new customers, training will be provided on use of the EnvisionWare Customer Center. ** You will be asked to perform an online acceptance according to the criteria jointly outlined in the SOW. ** A Post Installation Review will be delivered electronically that summarizes the accomplishments and any outstanding issues. ++ This price does not include any of the fixed travel costs (Continental US) or billed expenses (Outside USA) items when onsite services are requested. $1,000 PS-EXPFF-U 1st Day ENVISIONWARE PROFESSIONAL SERVICES - FLAT FEE FOR EXPENSES - First of Every Five Days Onsite. No partial days. $975 PS-EXPFF-U Additional Day ENVISIONWARE PROFESSIONAL SERVICES - FLAT FEE FOR EXPENSES - Additional Days After First. Maximum (4) additional days before an additional First day is required. $250 LPT-MPS-1YR-U SUBSCRIPTION (1-Year Prepaid) MobilePrint Service(tm) - Print from virtually any 23 Quote for Montana Shared Catalog Reference number 72375 This quote is hereby fully incorporated into the Master Agreement. SirsiDynix Copyright 2014 – All Rights Reserved. Page 4 of 9 Quote Information patron device via App, Email or Custom Web Portal. Pick up at LPT:One Print Release Terminals. No additional hardware required.- Licensed by the number of Buildings or Job Queue Engines, whichever is greater.++ REQUIRES LPT:One EnvisionWare Print Management v4.9+ $725 TOTAL $15,358.60 Shipping $88.93 TOTAL $15,447.53 First year maintenance included. Second year maintenance is $2,577.96 24 Quote for Montana Shared Catalog Reference number 72375 This quote is hereby fully incorporated into the Master Agreement SirsiDynix Copyright 2014 – All Rights Reserved. Page 5 of 9 Purchase Details All prices are in U.S. dollars ($) and are exclusive of taxes unless otherwise noted. Component Year 1 Other Third Party Products 15,447.53 Total 15,447.53 Customer's usage is subject to limitations that can be found in the Terms and Conditions section at the end of the Quote. The above price increase cap covers all Customer's active Products. However, SirsiDynix reserves the right to adjust Initial Term pricing for Third Party/integrated products/services if a Third Party vendor increases pricing for Third Party/integrated products/services by more than 10% in a given calendar year. Any applicable discount shall be applied on final payment. Any and all pre-printed terms and conditions on Customer's Purchase Order(s) submitted to SirsiDynix are hereby rejected and shall be superseded by the current Master Agreement, unless such additional terms are statutorily required of the Customer. This Purchase Details section may not include pre-existing obligations for ongoing Products not listed in the Quote. 25 Quote for Montana Shared Catalog Reference number 72375 Detailed Pricing All prices are in U.S. dollars ($) and are exclusive of taxes unless otherwise noted. Component Price Other Third Party Products EnvisionWare Hardware as per quote 5,130 EnvisionWare Services as per quote 2,225 EnvisionWare Software as per quote 7,278.60 EnvisionWare Services as per quote 725 Shipping charges for EnvisionWare products 88.93 Total Other Third Party Products 15,447.53 QUOTE TOTAL 15,447.53 This quote is hereby fully incorporated into the Master Agreement and Schedules SirsiDynix Copyright 2014 – All Rights Reserved. Page 6 of 9 26 Quote for Montana Shared Catalog Reference number 72375 Page 7 of 9 Component Descriptions Other Third Party Products EnvisionWare Hardware as per quote (Maintenance billed by EnvisionWare on anniversary of purchase.) EnvisionWare Services as per quote EnvisionWare Software as per quote (Maintenance billed by EnvisionWare on anniversary of purchase.) EnvisionWare Services as per quote Subscription. 1 year prepaid for MobilePrint Service Shipping charges for EnvisionWare products This quote is hereby fully incorporated into the Master Agreement. SirsiDynix Copyright 2014 – All Rights Reserved. 27 Quote for Montana Shared Catalog Reference number 72375 This quote is hereby fully incorporated into the Master Agreement SirsiDynix Copyright 2014 – All Rights Reserved. Page 8 of 9 Terms and Conditions Other Terms SirsiDynix may add and/or substitute equivalent products for any third party items in the event of product unavailability, Software requirements and/or model number changes. Customer shall not integrate products offered by third parties into Software, Subscriptions or Subscription Software without additional license from SirsiDynix. SirsiDynix shall have the right to aggregate and retain non-personally identifiable data. Payment Terms The term of any quoted products is for no less than one (1) year and shall automatically renew for the length of the Initial Term, unless Customer terminates at least 30 days prior to the end of the annual term in writting. Subsequent years' Maintenance and Subscription fees are to be paid annually in advance. Following the first year of System operation, Maintenance and Subscription fees will be subject to annual increases. Any discounts that may be listed on this quote will be applied to the final invoice. Unless otherwise specifically stated in writing, products and/or services purchased at promotional prices or with promotional discounts do not qualify for such discounts or limitations on price increases for subsequent years. Third Party Products/Software license fees • 100% due upon installation of third party products/software on Customer's system **Fees and Payment Terms which do not reflect the services and/or products purchased by the Customer are non-applicable. Any reference to license metrics and/or licensed amounts included in this quote shall be applicable only to the Products and/or services mentioned in this quote. This document and any software or professional services associated with this document are hereby fully incorporated into the current Agreement executed between SirsiDynix and Customer. If there is no current agreement between the parties, the terms and conditions of the current SirsiDynix Master Software License and Services Agreement shall be deemed the controlling Agreement between the parties, a copy of which shall be furnished upon Customer's request. Any and all pre-printed terms and conditions on Customer's Purchase Order(s) submitted to SirsiDynix are hereby rejected and shall be superseded by the current Agreement, unless such additional terms are statutorily required of the Customer. In the event of a conflict, the terms, payment terms, discounts, product lists and/or statement of work contained within this document shall take precedence over the current Agreement between the parties. In the event Customer desires or requires updated terms and conditions for the continuing business relationship with SirsiDynix, please contact your regional Sales Representative. 28 Quote for Montana Shared Catalog Reference number 72375 This quote is hereby fully incorporated into the Master Agreement SirsiDynix Copyright 2014 – All Rights Reserved. Page 9 of 9 Terms and Conditions Customer Signature: Montana Shared Catalog By: (Authorized Signature) Name: (Printed) Job Title: Date: Billing Address: Bozeman Public Library 220 East Lamme Bozeman Montana 59715 United States 29