Title
Report regarding a resolution for the procurement of library equipment and authorizing the City Manager to execute a purchasing contract with Lyngsoe Systems for the Library | Parks & Recreation facility (pf2103), in the amount not to exceed $307,846.00. (Jacob Gilchrist, Director of Capital Projects)
label
RECOMMENDATION
Recommendation
Staff recommends City Council adopt a resolution authorizing staff to procure media handling equipment for the Civic Campus Phase II: Library | Parks & Recreation Center with Lyngsoe Systems for $307,846.
Body
BACKGROUND
As the Library | Parks & Recreation construction continues, staff is assembling purchasing agreements for the equipment and furnishings for the facility. As one of the first of these items to come before City Council, this report focuses on systems that assist Library staff with managing books and other media.
The automated materials handling system (AMH) is a mechanical materials sorting system that is to be installed on the first floor of LPR. The AMH enables the public to return items 24 hours a day and have those items immediately checked in without staff assistance. By automating the check in and sorting of books and other materials, staff are relieved of the need to complete a repetitive task for long periods of time and can focus on customer service tasks.
The AMH under consideration for purchase in this report is consistent with the standard equipment used by the Peninsula Library System (PLS). As a participant in the Peninsula Library Automated Network (PLAN) Joint Powers Authority (JPA), the City of South San Francisco is contractually obligated to purchase and use material handling equipment and software that is consistent with standards established by PLS. This includes participating in the use and operations of the automated system under the terms and conditions of the JPA, and acquiring and maintaining all remote terminals, modems, and communications equipment and telephone lines necessary to communicate with the central site, where all equipment purchased must comply fully with the JPA specifications. The PLAN purchasing instruction also states that all libraries must adhere to the standardized hardware that PLS has vetted. Thus, this purchase is necessary to procure equipment that is required to integrate into the countywide system and connect with the central site.
FISCAL IMPACT
The library equipment costs of $307,846 was included in the current total project budget of $103,000,000 for pf2103 presented to Council on November 9, 2020. No additional funding is required.
RELATIONSHIP TO STRATEGIC PLAN
This effort is included in the City’s Strategic Plan. It aligns with Priority #2 which is focused on enhancing quality of life.
CONCLUSION
In conclusion, staff recommends City Council adopt a resolution authorizing staff to procure media handling equipment for the Civic Campus Phase II: Library | Parks & Recreation Center with Lyngsoe Systems for $307,846 and approving the agreement to do so.