|
Item 1.C.
|
| City Council Regular | |
| Date: | 09/25/2023 |
| Title: | Library Automated Materials Handler System (AMH) and Conveyance |
| Presented by: | Kelsie Rubich, Assistant Library Director |
| Department: | Library |
| Presentation: | No |
| Legal Review: | No |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends that City Council award a contract for library automated materials handler (AMH) and conveyance to Lyngsoe Systems for $360,680.00.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
The current conveyance transports library materials returned via the interior book drop through a tunnel spanning a distance of over 95’ to the circulation workroom. Items are then manually placed into the RFID sorter through the staff induction unit. The equipment checks in and transfers items to designated storage containers for shelving within the library. This system is original to the building, and has been operating for approximately 21,060 hours over the last nine years. Due to the age of the system and frequency of use, both the conveyance and the sorter experience frequent malfunctions, including many requiring staff to crawl into the conveyance tunnel to clear trapped materials.
Replacing the current system with a new conveyance and library automated materials handler will make the return process more efficient, reduce equipment downtime and equipment noise, feature ergonomic return bins, and utilize technology that eliminates the need for library staff to feed materials into the sorter manually. A singulator will separate materials at the end of the conveyance leading to the RFID materials handler. Its primary function is to enable a smooth transition for library items, allowing them to make a turn on the conveyance and enter the sorting process without the need for manual intervention from staff.
The RFP for a new library automated materials handler and conveyance to replace the current system was advertised on August 4 and August 11, 2023 on the City’s website. Lyngsoe Systems submitted a proposal that met all of the library’s requirements. The company has specialized in AMH equipment for the last 20 years. They have over 600 systems installed worldwide, including two large Montana public libraries.
Replacing the current system with a new conveyance and library automated materials handler will make the return process more efficient, reduce equipment downtime and equipment noise, feature ergonomic return bins, and utilize technology that eliminates the need for library staff to feed materials into the sorter manually. A singulator will separate materials at the end of the conveyance leading to the RFID materials handler. Its primary function is to enable a smooth transition for library items, allowing them to make a turn on the conveyance and enter the sorting process without the need for manual intervention from staff.
The RFP for a new library automated materials handler and conveyance to replace the current system was advertised on August 4 and August 11, 2023 on the City’s website. Lyngsoe Systems submitted a proposal that met all of the library’s requirements. The company has specialized in AMH equipment for the last 20 years. They have over 600 systems installed worldwide, including two large Montana public libraries.
ALTERNATIVES
City Council may:
- Approve; or,
- Not Approve
FISCAL EFFECTS
The original Fiscal Year 2024 budget for this project was $425,000. Of that total, $345,000 is budgeted in the TRP and $80,000 is from library reserves. The recommended proposal comes in below that initial estimate at $360,680. With an investment in a superior product, the library will be running a more efficient system with an estimated life span of 15+ years.