HomeMy WebLinkAboutItem #11 Approval to Modify an Agreement with Vermont Systems, Inc., to Add the Purchase and Installation of an Additional RecTec Module for the Parks & Recreation Department oc_oee
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AGENDA ITEM COVER SHEET
Meeting Date: April 5, 2016
Item # 1
Reviewed By: / /
Contact Name: Al Butler, Support Services Department Director: %' /,
Contact Number: 407-554-7063 City Manager:
Subject: Authorization to modify an agreement with Vermont Systems, Inc., to add the
purchase and installation of an additional RecTec module for the Parks & Recreation
Department.
Background Summary:
The City Commission approved the purchase of RecTrac from Vermont Systems, Inc. (Essex
Junction, VT), which is a desktop and online mechanism to manage the process of renting city-
owned facilities and allowing users to sign up for city recreational activities. The city has been
using a product called ProCare to manage daycare and similar activities conducted at the Beech
Center. Recently, staff began to use the biometric capabilities of this product to provide an
added degree of safety in the release of children to their parents and other persons authorized
to pick them up.
Staff has determined that this feature needs to be added to RecTrac when the Activity Module is
deployed at the Beech Center and other locations as part of Phase 3 of this product's
implementation, which is expected to occur in the second half of Calendar Year 2016. The
Activity Module is used to post, sell, and manage participation in city activities, including those
presently aided by ProCare. Biometric capabilities are supplied by the Pass Management ID
Integration Module at cost for software and installation of $12,169, which includes the software
licenses, biometric hardware, photo ID camera, and tripod, along with two days of staff training
and system installation services. This price also includes the first year of software maintenance.
Staff may find it useful to acquire additional hardware, depending on customer requirements, to
reduce check-in and check-out wait times.
Issue:
The city needs to acquire an effective package of biometric equipment and software to enhance
child safety while they are attending city activities at the Beech Center and other Ocoee facilities
used by the Parks & Recreation Department.
1
Recommendations
Biometric readers and other security measures are a vital component of protecting juvenile
participants in city programs from being picked up by unauthorized persons. Biometric readers
also provide a secure way to manage participation for all persons using city facilities without
requiring people to possess cards and other devices that are easily lost or left behind. Staff
recommends that the City Commission authorize the extension of an existing agreement with
Vermont Systems, Inc. by $12,169.00 in order to acquire Pass Management ID Integration
software, related software, and biometric hardware. Integrating this capability in a single
platform (RecTrac) will simply program operations.
Staff additionally recommends that the City Commission authorize staff to expend up to $7,500
for other products and services related to the 3-phase deployment of RecTrac. Possible
purchases include additional or replacement check-in/check-out equipment, supplemental
software, additional checkout mechanisms, and other peripherals.
Attachment:
• Price proposal from Vermont Systems, Inc.
Financial Impact:
This capital procurement is accommodated by the Adopted FY 2016 Budget. The proposed
purchase of RecTrac Pass ID Management Module is a capital expenditure that will be
implemented by increasing the amount of the existing purchase order. Supporting expenditures,
if any, may be accomplished through the issuance of additional purchase orders or an increase
in an existing purchase order in accordance with the city's Purchasing Rules & Regulations.
The proposed budget allocation includes the first year of software maintenance and technical
support services.
Type of Item: (please mark with an "x)
Public Hearing For Clerk's Dept Use:
Ordinance First Reading X Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
X Commission Approval
Discussion&Direction
Original Document/Contract Attached for Execution by City Clerk
Reviewed by Parks & c t N/A
Recreation Dept. gakk- �,GtD
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
2
Viermont ID Systems Workgroup Multi-User Software
Pass Management Photo/Plastic Photo ID Card System
ISystems VSI Quote Number: 55346
Please Review Notes on Last Page
Recreation (5.: Porkc Software Software Pricing Is Valid For 120 Days
Hardware Pricing Is Subject to Change
Description: Pass Management with Biometrics
Prepared For: City of Ocoee, Ocoee, FL
Contact Name: Adriana Pierce, Operations Supervisor Phone Number: (407)554-7066
Contact Email: apierce @ci.ocoee.fl.us Fax Number: (407)905-3155
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 03/10/2016
Unit Extended Estimated Annual
Qty Unit Description Price Price Shipping* Maint/Svs
Application Software
1 Each Pass Mgmt ID Integration-Photo ID Card/Biometric (V-RT-MU-PMI) $1,080.00 $1.080.00 $0.00 $190.00
1 Each Pass Management (V-RT-MU-PM) $2.750.00 $2.750.00 $0.00 $490.00 1
Total Application Software: $3,830.00 $0.00 $680.00
Progress OpenEdge Software
1 Each OpenEdge Workgroup Appl Server&RDBMS (T-PG-MU-OE) $766.00 $766.00 $0.00 $136.00 2
Total Progress OpenEdge Software: $766.00 $0.00 $136.00
Key Fobs
Other Available Products of Interest
Key Fob,2 or 3UP,Teslin,Preprinted,Qty 5000 Price: $0.58
Biometric Scanners
2 Each Bio-Plugin Software PC Licence 1-9 PCs (T-M2-ACC-06) $42.00 $84.00 $0.00 $17.00 3
1 Each Bio-Plugin Software Sery Lic 4999 Users 1:N Ident (T-M2-ACC-02) $1,520.00 $1,520.00 $11.00 $304.00 4
2 Each M2-Finger Vein Reader,2-Year Warranty (H-ACC-M2-02) $460.00 $920.00 $14.00 $0.00 5
Total Biometric Scanners: $2,524.00 $25.00 $321.00
Digital Cameras
1 Each Logitech C920 Webcam,HD 1920x1080p,AutoFocus (H-PID-LT-01) S105.00 $105.00 $12.00 $0.00 6
1 Each Adjustable Tripod Stand,LifeCam Camera (H-PID-MS-01-ST) S30.00 $30.00 $5.00 $0.00
Total Digital Cameras: $135.00 $17.00 $0.00
Support Services - Training & Expenses
2 Day(s) Installation/Training, Municipal,On-Site/Day (X-S-TNG-01) $750.00 $1,500.00 $0.00 $0.00
1 Day(s) Travel Time-N/A if combined with Phase 3 (X-S-TNG-09) $375.00 $375.00 $0.00 $0.00
2 Each Travel Expenses-per day(estimated) (X-X-EXP) $330.00 $660.00 $0.00 $0.00 7
1 Each Expense Airfare-N/A if combined with Phase 3 (X-X-AIR) $1,200.00 $1,200.00 $0.00 $0.00
Total Support Services-Training&Expenses: $3,735.00 $0.00 $0.00
Total Software,Hardware and Support Services $10,990.00 $42.00 $1,137.00
Grand Total - ID Systems: $12,169.00
'NOTE: Shipping is FOB-Origin (Plus Tax Where Applicable/Includes Shipping FOB-Origin)
Airfare and Travel Day will not apply if this is combined with Phase 3 trip.
12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#1
V errriont Proposal Summary Pricing
VSI Quote Number: 55346
SystemsPlease See Detail Breakdown
Recreation & Parks Softwo'e on Following Pages
Description: Pass Management with Biometrics
Prepared For: City of Ocoee, Ocoee, FL
Contact Name: Adriana Pierce, Operations Supervisor Phone Number: (407)554-7066
Contact Email: apierce @ci.ocoee.fl.us Fax Number: (407)905-3155
Approved By: Amy Havreluk(amyh @vermontsystems.com) Quote Date: 03/10/2016
1 Standard PMP software enables(optional)capture of photo image during registration,and display of photo during Visit Check-In.
You can also add the PMP ID software interface to print multi-color plastic photo ID cards.
2 VSI uses Progress OpenEdge software to develop and deploy its software applications,and also embeds the required Progress
OpenEdge Enterprise or Workgroup RDBMS(Relational Database Management Software)with its applications.
3 Each installation requires one Bio-Plugin Software PC License. Select one per computer workstation.
4 Each installation requires one Bio-Plugin Server License to store finger/vein scans. Select appropriate total number needed.
5 M2-Finger Vein USB Reader is XP,W7,W8 compatible,but not Vista compatible,and has a 1-Year Warranty.
M2-Fingervein Reader is used to enroll(capture&store)the finger scan prior to using the VSI patron visit check-in,employee
check-in/out,and access control systems,and also can be used for other functions,such as RecTrac login.
Biometric finger vein readers are able to read a very high percentage of vein scans,but the percentage for one fingerprint readers is
lower. The M2-TwoPrint two-finger reader reads a higher percentage than the M2-S single finger reader,so is comparable to the
vein reader.Depending on the type reader that you are installing,please consider a secondary option for those customers whose
fingers won't read,such as a low cost 10key keypad with display that is connected to the PC and placed next to the fingerscan
reader. As customers enter,they enter a PIN instead of scanning a finger and the display indicates a valid/invalid PIN entry and
Pass#. Or assign a key fob to those customers whose fingers will not read. Then swipe in using the bar code scanner that is
placed next to the fingerscan unit.A container of Scantastic Hygienic Prescan pads is added with each purchase.
6 Logitech C920 HD Pro Webcam, HD 1080p up to 1920x1080,HD 720p up to 1280x720p,Wide 78"View,Glass Autofocus Lens,
USB 2.0/USB 3.0 Ready,Windows 7/8, UVC H.264 Compliant,Tripod Mountable,2-Year Warranty.
7 The included expenses are ESTIMATED for airfare,lodging, meals,parking,tolls,and rental vehicle(for non-flying trips,car rental
can be more due to tolls and gasoline usage). Actual expenses are billed after each trip. For states with Cashless Tolls,there may
be a delay in billing these charges as we sometimes don't get these bills from the car rental companies until weeks after a trip is
complete.
12 Market Place,Essex Junction,VT. 05452 877-883-8757 www.vermontsystems.com Page#2