Title
Recommendation to Authorize the City Manager to Execute a Service Provider Agreement with Envisionware, Inc. to Purchase and Install an Automated Materials Handler System for the Library for a Total Agreement Compensation Not-to-Exceed $320,724.42. (Library 21052300)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Library requests approval to purchase a new Automated Materials Handler (AMH) book sorter system to streamline staff workflow and enhance the patron experience. The AMH will minimize repetitive motion for staff while maximizing accuracy and speed of the check-in process, enabling the Library staff to get materials in the hands of patrons faster. The installation and maintenance of the AMH is through Envisionware, and the total five-year compensation shall not exceed $320,724.42.
BACKGROUND
In the early 2000s, while designing the Main Library, there were plans to install an AMH to complement the Library’s Radio Frequency Identification (RFID) technology. Used extensively in public libraries, RFID technology allows items to be checked in more quickly and accurately as compared to barcode scanners. However, it was not financially feasible due to the high costs of sorters at the time of construction.
Since the opening of the Main Library, AMH technology has advanced significantly. The current systems feature sophisticated check-in and sorting capabilities, reducing the need for manual handling by staff and providing quicker check-in processes, shorter wait times, and improved overall efficiency of library operations. Further, technological advancements and manufacturing efficiencies have reduced installation and maintenance costs. As a result, the Library has revisited the installation of an AMH to modernize its processes and enhance the patron experience.
During the second half of 2023, Library staff researched the sorting machines available in the marketplace. Staff also visited and consulted with libraries in the region to evaluate the reliability and efficiency of their AMH systems. A Request for Quote (RFQ) was issued on October 31, 2023, with a due date of December 8, 2023.
DISCUSSION
The Library intends to implement an AMH that connects securely and seamlessly to the network, does not interfere with existing software or equipment, and works with the current RFID and security system. The AMH will:
• fit within the existing footprint of the room where materials are checked in and sorted at the Main Library;
• provide one automated material return on the exterior of the Main Library;
• provide one manual material return on the exterior of the Main Library;
• provide one automated material return inside the Main Library;
• provide one induction point for staff use; and
• provide a minimum of 9 sorting options.
The Library received RFQ responses from two manufacturers, Lyngsoe, and Tech Logic. After evaluating suitability, value, and price, the Library determined that the Lyngsoe Systems’ product was superior due to its design flexibility, product sustainability, and reliable equipment.
The Library chose Envisionware as the vendor to supply the Lyngsoe AMH. The company was selected because it was the most responsive to Library inquiries and proposed the most creative design to maximize organizational needs and usage of the existing space. Moreover, Envisionware submitted a competitive price and has an existing relationship with the Library.
The agreement includes the purchase and installation of the AMH as well as maintenance for five years.
ALTERNATIVES
• Authorize the City Manager to execute an Agreement with Envisionware, Inc. to purchase and install a Lyngsoe AMH System for the Library.
• Reject theAgreement and provide direction to consider alternative vendors that may meet Library needs.
FINANCIAL IMPACT
The total cost of the five-year Service Provider Agreement is $320,724.42. This includes the installation of the Lyngsoe Sortation System with nine sort trolleys, two Ergo Tote Shelf destinations, Sort Controller, Conveyence, System Delivery and Set Up, and five years of maintenance costs. The appropriation for this purchase is in the Measure O fund and no additional funding is requested.
|
Year 1 |
Installation and Annual Maintenance |
$234,554.08 |
|
Year 2 |
Annual Maintenance |
$19,992.54 |
|
Year 3 |
Annual Maintenance |
$20,992.17 |
|
Year 4 |
Annual Maintenance |
$22,041.77 |
|
Year 5 |
Annual Maintenance |
$23,143.86 |
|
|
Total |
$320,724.42 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action supports the City’s Fiscal Year 2023-26 Strategic Plan Priority to Enhance Community Safety and Services. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a service provider agreement with Envisionware, Inc. to purchase and install a Lyngsoe AMH book sorting System for a total agreement compensation not-to-exceed $320,724.42
Respectfully submitted,
Michael Eitner, Library Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Envisionware AMH Service Provider Agreement
2. Envisionware RFQ Response