TO: Honorable Mayor and Members of the City Council
THRU: Rick Otto, City Manager
FROM: Dave Curtis, Library Services Director
1. Subject
title
Agreements with Comprise Technologies, Inc. for the purchase of new automated payment machines used for print cost recovery at the branch libraries, and for Smart Access Manager End User License and Maintenance.
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2. Summary
The Library is seeking to replace two legacy automated payment machines with new payment equipment from Comprise Technologies, Inc., and in conjunction, to execute a new year-to-year license and maintenance agreement.
3. Recommended Action
recommendation
1. Approve agreement with Comprise Technologies, Inc. in the amount of $16,281 for automated payment equipment and associated hardware and software; and authorize the Mayor and City Clerk to execute on behalf of the City.
2. Approve agreement with Comprise Technologies, Inc. in the initial annual amount of $17,521 for the Smart Access Manager End User License and Maintenance; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The total expenditure for this agreement is $32,631 and will be funded in:
General Fund (100) Automated Systems (19302) $17,521
Library Facility Fees (573) APM Self Serv. Additions (20404) $16,281
5. Strategic Plan Goals
4. Provide outstanding public service
c. Enhance technology to improve public accessibility to information and services.
6. Discussion and Background
In 2003, the City Council authorized the purchase of Smart Access Manager (SAM) Internet sign-up software and executed the SAM End User License and Maintenance Agreement with Comprise Technologies, Inc. (Comprise). In 2007, as part of the Main Library Expansion Project, automated payment machines (APMs) were purchased for cost recovery of public printing. In 2017, the Main Library Branch replaced the legacy APMs with the next generation of APM equipment from Comprise, and executed a new year-to-year license and maintenance agreement. The Library is now seeking to replace the legacy APMs at both the El Modena Branch Library and the Taft Branch Library, and to execute a new year-to-year license and maintenance agreement.
Because it is necessary to maintain compatibility with the existing investment in SAM Internet sign-up software and other hardware components, staff recommends the new payment machines be purchased from Comprise. The first year of the license and maintenance agreement, which commences February 5, 2022, is $17,521 and is renewable on an annual basis. Historically, the annual cost increases have been minimal to none. Funds are budgeted and available for this expense in the General Fund (100). An additional $16,281 in funding for APM equipment is available in the Fiscal Year 2020-2021 Capital Improvement Project budget in Library Facility Fees (573) - APM Self Service Additions (20404).
Comprise has maintained an excellent relationship with the Library over the last eighteen years. They have continued to enhance the functionality of their products, and provide timely support and maintenance. The new payment machines will offer credit/debit card functionality, and the associated software will enable residents to print via Wi-Fi from their mobile devices
7. ATTACHMENTS
• SAM End User License and Maintenance Agreement
• Comprise Technologies Additional Product Endorsement and Cost Proposal