Title
Automated Materials Handling System Contract - RFA 25-0045 Request for Award (Ordinance S-52305) - Districts 3 & 7
Description
Request to authorize the City Manager, or the City Manager's designee, to enter into a contract with Envisionware, Inc. to provide automated materials handling systems for the Burton Barr and Mesquite Libraries. Further request an exception to the indemnity and assumption of liability provisions of Phoenix City Code section 42-18. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $360,000.
Report
Summary
This contract will continue to provide the Library Department with two existing automated materials handling (AMH) systems located at the Burton Barr Central Library and the Mesquite Library. The AMH systems are hardware solutions that receive library materials from staff and the general public, check the materials into the Library Department's Integrated Library System (ILS), and sort the incoming materials into bins based on a configurable set of sorting rules. The AMH systems have significantly reduced the staff effort previously required to handle, check-in, and sort materials that had been borrowed from the libraries. This contract will provide for ongoing annual maintenance for this specialized vendor supported solution and may optionally provide pricing for professional services, goods, or licensing related to the AMH systems that the City of Phoenix may purchase at its discretion. These AMH systems were originally selected in a competitive process (RFP 18-040). These systems have not reached the end of their useful life and require ongoing maintenance. Envisionware Inc. is the only authorized partner Lyngsoe uses for ongoing support.
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. In 2018, the City of Phoenix Finance Department issued a Request for Proposal (RFP) 18-040 on the Library Department's behalf for an automated materials handler. At the conclusion of the competitive process, a five-year contract was awarded to Envisionware, Inc. for a Lyngsoe Systems AMH at the Burton Barr Central Library.
A replacement AMH for the Mesquite Library was also installed in 2024. Since October 2017, Envisionware, Inc. is the only authorized partner in the United States for distributing and supporting Lyngsoe's AMH systems.
Contract Term
The contract will begin on or about October 31, 2025, for a five-year term with no options to extend the term.
Financial Impact
The aggregate contract value will not exceed $360,000 for the five-year aggregate term. Funding is available in the Phoenix Library Department's operating budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Inger Erickson and the Phoenix Library Department.