Title
Automated Materials Handling System for Burton Barr Library - Requirements Contract - RFP 18-040 (Ordinance S-44912)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with EnvisionWare, Inc. to purchase an Automated Materials Handling System for the Burton Barr Library. Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value shall not exceed $758,406.09 over a five-year period.
Report
Summary
The Burton Barr Central Library is a 280,000 square foot building which houses over 1.5 million physical circulation items. A manual process to check in library materials is currently being used. This process requires staff to do a 9 to 21-step process for each item returned. The purchase of an Automated Materials Handling (AMH) System would streamline the materials check-in process, offer external inductions (material returns), and maintain the internal inductions (material returns). The AMH system would allow return items to be checked in immediately, allowing patrons to check out additional materials. It will also provide a receipt upon return of materials. The system will automate the check-in and sorting of library circulation materials, which includes books in various sizes, magazines, CDs, DVDs, etc. The system is also ADA compliant.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
A Request for Proposal, RFP 18-040, for an AMH system for the Burton Barr Library was conducted in accordance with Administrative Regulation 3.10. The acquisition consisted of the purchase, installation and on-going maintenance services of an AMH system for the Burton Barr Library. The solicitation was issued to 289 vendors and was posted on the City's website on March 2, 2018. A non-mandatory Pre-Offer Conference was held March 1, 2018. Four offers were received by the Procurement Division on April 24, 2018. The proposals were scored by an evaluation panel based on the following criteria:
- Project Approach/Methodology and Functionality/Attributes Table Responses: 400 Points.
- Cost: 200 Points.
- Firm Experience and Personnel Qualifications: 150 Points.
- Project Schedule, Training and On-Going Support: 150 Points.
- Security Policy, Warranty and References: 100 Points.
A summary of the highest scored offers are below:
- EnvisionWare, Inc.: 836 Points.
- P.V. Supa North America, Inc.: 618 Points.
- Tech Logic Corporation: 616 Points.
- Bibliotheca: 500 Points.
The Deputy Finance Director recommends the offer from EnvisionWare, Inc. be accepted as the highest scored, responsive and responsible offeror.
Contract Term
The five-year contract term shall begin on or about Sept. 1, 2018.
Financial Impact
The expenditures for this contract shall not exceed the aggregate amount of $758,406.09. Funds are available in the Library Department's budget.
Concurrence/Previous Council Action
This item was recommended for approval at the Parks, Arts, Education and Equality Subcommittee on April 26, 2017 by a vote of 3-0. On May 31, 2017, the City Council approved the issuance of RFP 18-040.
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Library and Finance departments.