Title
Report regarding a resolution approving an amendment to an existing purchasing contract with Lyngsoe Systems for the Library | Parks & Recreation facility (pf2103), in the amount not to exceed $7,000.00 and authorizing the City Manager to execute the amendment. (Jacob Gilchrist, Director of Capital Projects)
label
RECOMMENDATION
Recommendation
Staff recommends City Council adopt a resolution approving an amendment to an existing purchasing contract with Lyngsoe Systems for the Library | Parks & Recreation facility (pf2103), in the amount not to exceed $7,000.00.
Body
BACKGROUND
The automated materials handling system (AMH) is a mechanical materials sorting system that is to be installed on the first floor of the new Library | Parks & Recreation Center. Lyngsoe Systems was awarded the contract because as a member of the Peninsula Library System (PLS) and 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 materials handling equipment and software that is consistent with standards established by PLS and the Lyngsoe system meets the current PLS standards.
On November 9, 2022 City Council approved the purchase of the AMH for an amount not to exceed $307,846.00 in compliance with the Peninsula Library Automated Network (PLAN) Joint Powers Authority (JPA).
The proposed contract amendment enables the equipment to be shipped by airfreight, decreasing shipping time from 12 weeks to 2 weeks and accelerating coordination with the overall construction project, ensuring that this essential equipment is in place and operational before the facility opens.
FISCAL IMPACT
The contract amendment increases the purchase cost by $7,000, bringing the total costs to $314,846. This 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 project aligns with Priority #2, Quality of Life, in the City’s Strategic Plan: Build the Civic Campus, a New Library, Parks and Recreation Facility and a public park.
CONCLUSION
In conclusion, staff recommends City Council approve an amendment to an existing purchasing contract with Lyngsoe Systems for the Library | Parks & Recreation facility (pf2103), in the amount not to exceed $7,000.00, bringing the total contract obligation to $314,846, and authorizing the City Manager to execute the amendment.