Consideration and Approval of Sole Source Contract:  Library Radio Frequency Identification (RFID) Project; Contract Number 1506849 with Tech Logic Corporation.

This RFID system will be used to convert the existing collection, at both the Downtown and the East Flagstaff Libraries, from barcode tags to RFID tags, replace the automated self-check-out kiosks to more current technology aligning with RFID, implement automated self-check-in/intelligent return, and procure RFID inventory readers. The advancement to RFID technology is synonymous with the library's move from a card catalog to an online catalog which will create a comparable community impact because of the timeliness and accuracy of the system.

Community benefits from using RFID:

• RFID system should result in shorter lines and speedier check-out with more powerful self-service options.
• RFID “smart gates” provide real-time security alarm data, creating a friendlier staff-patron interaction when handling security incidents.
• New self-check-out kiosks will be more accessible and ADA compliant for all patrons.
• RFID automation will reduce the number of staff hours spent checking-in and sorting returned library materials. Not only does this get library materials back on the shelf faster, this also reduces the potential for repetitive stress injuries.
• Those freed-up staff hours may be reallocated to other library services, including assistance to people seeking employment (computer skills/training, resume help, and finding job resources)
• Staff would spend more time enhancing outreach and educational initiatives (tourism, Job Help, STEM, etc.).

RFID technology will streamline process/workflow congestion in materials check-out and check-in mechanisms, which are cornerstones of library services. In part this means fewer people waiting in line at the circulation desk; it also means a faster turn-around time for checked-in materials to become available for the next person. RFID technology offers the library an opportunity to continue meeting the ever increasing demand for services while minimizing the need for additional staff hours. In addition to the circulation benefits, RFID also provides new opportunities in the areas of customer service, collection management, collection security, and risk management.

The library has been saving money for quite some time to do several projects at the libraries. We have created a master plan that includes three phases for enhancements we need at both libraries. The Phase one FY2017 budget (account 030-07-035-0140-5-4435) is $621,735. Of this budget, we budgeted $450,000 for the purchase of this Radio Frequency Identification (RFID) system.

Due to diligent negotiations with Tech Logic Corporation, we were able to reduce the original RFID sole source contract quote from an initial estimate of $625,000 to $450,000, basically including the Eastside library's system for free.

The FY2017 City's General Fund contribution for Phase one projects is $7,735.

No.

1. Approve the purchase agreement with Tech Logic Corporation for a library RFID system..

2. Approve RFID at the downtown library only.  In this case, we'd lose the excellent pricing we've garnered from intensive negotiations with Tech Logic Corporation.

3. Do not approve the Library RFID Project contract with Tech Logic Corporation.  In this case, the library would continue using the older, less efficient barcode technology to identify and track circulating materials

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