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 vis...
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