Title
Lyngsoe Systems Inc. Exterior Lockers Contract - EXC 22 - 137 - Request for Award (Ordinance S-49575)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Lyngsoe Systems Inc., to provide exterior locker systems allowing 24 hour, seven day a week access for customers to pick up and return items for the Library Department. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $1,171,171.
Report
Summary
This contract will provide for the installation of exterior lockers and configuration services at the direction of the Library Department. The exterior smart lockers provide 24-hour contactless access for customers to retrieve reserved items at their convenience by simply presenting their patron card to the built-in reader. The lockers can also be used to return items to the Library. For Library staff, a staff interface will allow for a quick and easy process of retrieving items and loading the exterior smart lockers with new items. This system will integrate directly with the Library Department's library system, Polaris, ensuring ease of use and current information updates.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition. Lyngsoe Systems Inc. is able to directly integrate with the Library Department's primary business application, Polaris, which will govern the use of the exterior smart lockers. The built-in communication compatibility between Lyngsoe Systems Inc. and Polaris will allow for uninterrupted seamless customer service by the Library Department. The Library Department will be using American Rescue Plan Act (ARPA) funds, which requires the use of those funds by the end of the fiscal year.
Contract Term
The contract will begin on or about April 19, 2023, for a five-year term with no options to extend.
Financial Impact
The total contract value will not exceed $1,171,171. Of the total contract value, $865,000 will be provided by ARPA funds and $306,171 will be provided by operating funds available in the Public Library Department's budget in the out years for software maintenance.
Department
Responsible Department
This item is submitted by Deputy City Manager Inger Erickson and the Library Department.