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12-09-2008 CC Rpt A08COUNCIL AGENDA STAFF REPORT pec.1, ZADT Meeting Date: Public Hearing: 0 it Discussion Item: 0 Consent Item ®' November 18, 2008 CITY CLERK USE ONLY 2888 DEC -3 AN 7: 5,t: u"iNO HILLS!-:.t,n Cynthia Winslow Assistant City Clerk TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: AUTHORIZE PURCHASE OF COMPUTER HARDWARE, SOFTWARE, AND DATA NETWORK COMMUNICATONS EQUIPMENT FOR THE JAMES S. THALMAN LIBRARY RECOMMENDATION: Authorize a purchase order for Sarcom in the amount of $95,973.36 for computer hardware and software for the James S. Thalman Library. 2. Authorize a purchase order for En Pointe Technologies in the amount of $30,211.86 for data network communications equipment for the James S. Thalman Library. BACKGROUND/ANALYSIS: This item was continued for further discussion from the November 25th Council Meeting. The City is constructing the 28,000 s.f. James S. Thalman Library at the Chino Hills Government Center. The City has funded the $10,000,000 construction and $700,000 furniture costs from Community Facilities District and General Facilities Fees. The San Bernardino County Library has budgeted $250,000 to purchase new books for the Library, $116,000 for an automated book check in/out system, and $30,000 for cabling to provide wireless network service to Library patrons. Staff assumed that the Library would be providing computers while the Library assumed those would be provided by the City. Cities provided computers for the last three Libraries constructed in the County. We have been in negotiations with Library staff to resolve this issue. Staff did not bring this forward to the Council before establishing that there is sufficient money in the Furniture, Fixtures, and Equipment budget to purchase some or all of the computers. While we have not purchased all of the furniture, the majority of furniture has been priced. We are in the process of identifying additional furniture requests and we are confident that we will be $100,000 under budget. The County has bid the computer AGENDA DATE: November 25, 2008 PAGE TWO SUBJECT: AUTHORIZE PURCHASE OF COMPUTER HARDWARE, SOFTWARE, AND DATA NETWORK COMMUNICATIONS EQUIPMENT FOR THE JAMES S. THALMAN LIBRARY purchase and our IT Division has reviewed the equipment that was specified and the bid prices. Bids came in at approximately $110,000, $95,973 for public and staff computers with software, and $13,800 for six early learning computers. Following their bid process, the County selected Sarcom based on price and maintenance cost over the life cycle of the equipment. The quote provided to the County by Sarcom included computers manufactured by Hewlett Packard. The County currently has many Hewlett Packard (HP) machines in place and standardizing with HP will ease their installation and maintenance of the equipment. We have also reviewed the computers at the existing Library with the idea of moving them, rather than replacing them. The County has requested that the City purchase 97 computers. The current Library has only 11 public computers and 6 staff computers and they are very old and outdated. At the November 25th meeting the Council questioned the necessity for the dramatic increase in computers. According to the Librarian, this is a typical reflection of the changes in Library operations over the past 10 to 15 years. City and Library staff spent a great deal of time with LPA during the program development portion of this project. We both agreed to include a computer training room that could be utilized by the City and the Library. Based on our current Library usage and the size and character of our community, LPA developed a design that included 97 computers. The Library does not want to open without computers. To expedite the purchase and accommodate a January 24th opening, the City will purchase all of the computers. FISCAL IMPACT: Sufficient funding remains in the Chino Hills Branch Library Project budget for Furniture, Fixtures, and Equipment. If this item is approved, the City would be responsible for computer related expenditures up to $100,000. The County of San Bernardino would reimburse the City for computer related expenditures above $100,000. espectfully submitted p ou as N. La Belle, City Manager DNL:KG:mm Recommended by: Kathy Gotch, Assistant City Manager SAN BERNARDINO COUNTY LIBRARY 'Nest Fourth Street • San Bernardino, CA 92415.0035 • (909) 387-5720 Fax (909) 387-5724 December 2, 2008 Gwenn Norton Perry, Council Member City of Chino Hills 14000 City Center Drive Chino Hills, CA 91709 Gwenn; COUNTY OF SAN BERNARDINO PUBLIC AND SUPPORT SAN 02RNARDINO SERVICES GROUP m; g:; — i' CD KIFCZYKOWSKI County Librarian 2000 DP-- r - l.; Pri ?; 18 Per our conversation of November 26`h, I am listing the proposed contributions for technology for the new Chino Hills Branch Library: RFID equipment $ 116,000 Cisco Communications Equipment 30,212 97 Computers, software, etc 95,973 6 early learning computers 13,800 Tota! $ 255;985 City proposed share $ 100,000 (39%) County share $ 155,985(61%) In addition the library has purchased RFID tags at a cost of $25,000 and will assume all costs necessary for the set up of all equipment and computers. I have discussed the issue with the Fourth District as well as the CAD's office and they concur that the cost sharing is equitable, especially in light of the technology contributions of other Cities toward their new Library facilities. I have listed below the specific questions you asked me to research during our conversation: What is the Cost factor to maintain a computer and what is the life expectancy of a computer? The County Library estimates the cost at $122 per month per computer in the current fiscal year. This includes maintaining all services associated with the use of the computers, such as Internet service, e- mail etc. Also included is access to the County's Network as well as services provided by private telecommunications vendors. Four years is considered to be the approximate Life expectancy of a new computer. Cont'd on page 2 COUNTY OF SAN BERNARDINO SAN BERNARDINO COUNTY LIBRARY PUBLIC AND SUPPORT ov ry SERVICES GROUP 'lest Fourth Street • San Bernardino, CA 92415.0035 • (909) 387-5720 ED KIECZYKOWSKI Fax (909) 387-5724 County Librarian When was the issue of purchasing computers first discussed with the City, and can you provide any correspondence? In developing a mutual responsibility spreadsheet for the new building, the issue was brought to light in the fall of 07 (see attached spreadsheet). While no definitive decision was reached — the City and the County both agreed to work toward a mutual responsibility of purchasing the necessary equipment, based on the availability of project funding and availability of county funding. With the opening of the new library tentatively scheduled for late January, the City and County met on November 171h, to finalize the purchase of the computers and related equipment. The City agreed to recommend that the Council allocate $100,000 of project funds and the County agreed to provide the remainder of the equipment needs - estimated to be $156,000 plus any other miscellaneous expenses relating to the installation. What is the status of the operating agreement, for operating the new Facility by the County? Wording for the new agreement is in place and being reviewed by respective Counsels. It should be forthcoming in January. Can you provide me with any information regarding the use of the Chino Hills Library by Diamond Bar residents? For the month of November, 1641 distinct library patrons utilized the Chino Hills Library, with 61 patrons having Diamond Bar addresses. I anticipate being in attendance at your next council meeting to answer any further questions you may have. If you would like additional information prior to the meeting, please do not hesitate to contact me. Sincerely Ed Kieczy ski, County Librarian cc Gary Ovitt, Fourth District Supervisor Mark Kirk, Chief of Staff— Fourth District Mark Uffer, CAO Keith Lee, AAO, PSSG Doug Labelle, Chino Hills City Manager Issue AV system Book return Computers Copiers, office equip Custodial Services Data --cabling, rel. equip Data--circ system; Internet Fire extinguishers Furnishings Intrusion/fire alarm systems Maintenance --Building Maintenance --Grounds Materials --books, etc meeting room Phones--VOIP system RFID/ self checkout system Security signage Tech support Trash/recycling Utilities vending machines 30 oct 07 New Chino Hills Library Proposed areas of Responsibility County city Comments x x J City will purchase; County will maintain x x x - - x x x x plumbing, structure, HVAC, lighting, vandalism x landscaping, parking lot - - - - x x County to schedule use x Training provided by City x x radio freq identification system x x x x ,Iefectricity, water (interior only), sewer; City responsible for grounds water x