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HomeMy WebLinkAboutSole Source purchase of new Automated Materials Handling (AM (2) Dept.ID LS-15-002 Page 1 of 2 Meeting Date:2117=15 CITY OF HUNTINGTON BEACH REQUEST FOR. CITY COUNCIL ACTION MEETING DATE: 2/17/2015 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Stephanie Beverage, Director of Library Services SUBJECT: Approve Sole Source purchase of new Automated Materials Handling (AMH) Solution for the Huntington Beach Central Library from SirsiDynix, in partnership with Bibliotheca Statement of Issue: The. Huntington Beach Central Library circulates nearly a million items a year, and a new Automated Materials Handling ("AMH") System needs to be purchased, to improve the return of books and other library materials. The previous system failed and a new system that integrates with the Library's SirsiDynix Horizon and SirsiDynix/Bibliotheca RFID systems is needed. Horizon is a proprietary library software program for managing check out and cardholder database and only certain companies can provide an AMH, system that will seamlessly integrate with Horizon. SirsiDynix, in partnership with Bibliotheca, provides the nine-bin sorting system that will seamlessly integrate with Horizon, improve book returns, and streamline the handling of materials. Financial Impact: The project is budgeted through the CIP for 2014/15. The new system will cost $176,414.76. The total budget for the project is$278,000.00. Recommended Action: Approve the sole source justification and authorize the Library to purchase a new Bibliotheca 9 bin sorter Automated Materials Handling System from SirsiDynix for$176,414.76. Alternative Action(s): Do not approve the sole source purchase Analysis: In 1994, the Library was one of the first public libraries to implement an automated book sorting and return system. This original system has failed and needs to be replaced. Automated Materials Handling systems enhance client service by getting materials into the hands of patrons faster by speeding the return of materials to the shelf. This system will connect to the Library's Integrated Library Checkout system through a software interface and utilize RFID technology. SirsiDynix; the. Library's system vendor, can connect seamlessly only with systems from authorized partners. The Library's Horizon system has been configured to use Bibliotheca's RFID software, which seamlessly integrates with the Bibliotheca AMH system. The sole source purchase of the requested system from SirsiDynix will save staff time and money in the implementation and maintenance of the system and prevent costly potential software fixes if a non authorized partnered system is used. HB -57r Item 5. - 1 Dept. ID LS-15-002 Page 2 of 2 Meeting Date:2/17/2015 Ultimately, implementation of a new Automated Materials Handling System will save patrons time, improve the turnaround of library materials, and is in line with advancing the use of technology at the Library. Books will be returned to the shelf faster and holds will be filled faster, improving our overall level of service and reducing staff costs. Library purchasing the new system from SirsiDynix will make implementation and maintenance of the system fast and easy, saving staff time and resources both in the Library and the Information Services department. Sole Source Justification In 2005, the Library entered a new era of technology with the implementation of the Horizon Integrated Library System. This system, in part, set the stage for increased efficiencies and management in library material handling. As a continuation of this effort, in 2014, the Library worked with a recognized leading consultant in the area of RFID and Automated Materials Handling systems. Horizon is a proprietary product of SirsiDynix and therefore the ability to integrate additional elements into the automated system is limited to its authorized partners. The benefit of utilizing an authorized partner is that system integration is guaranteed and new elements are simply added to the backbone system. This prevents either the whole scale replacement of an integrated library system or implementing costly technology interfaces to ensure that different systems are compatible with each other in order to operate efficiently. The Library, working with SirsiDynix, had already implemented RFID technology from Bibliotheca, one of SirsiDynix's preferred strategic partners. The proposed purchase of a Bibliotheca Automated Materials Handling 9 bin sorter with two intake units will seamlessly integrate with the existing system, making installation, support and ongoing maintenance easier, more cost effective and manageable, while significantly enhancing service to the public. Library staff reviewed the costs of alternative systems, to include those that would require replacement of other portions of the Integrated Library System, and found that the proposed purchase was the most cost effective solution available. Environmental Status: Not applicable. Strategic Plan Goal: Enhance quality of life Attachment(s): 1. SirsiDynix/Bibliotheca Strategic Partnership letter 2. Technical Drawings of the 9 bin sorting system from SirsiDynix/Bibliotheca 3. Draft conceptual floor plan for AMH system installation 4. Sole Source Justification for SirsiDynix/Bibliotheca AMH Purchase Item 5. - 2 HB - - Z"U"c-theca Sft-sl-Dynix Dec. 5, 2014 Stephanie Beverage Library Director Huntington Beach Public Library stephanie.beverage@surfcity-hb.org Ms. Beverage: This letter is to confirm that the partnership of SirsiDynix and Bibliotheca provides certain products and services which are unique to the RFID Library market. • SirsiDynix Enhanced SIP2: Our proprietary SIP2 interface is required for any RFID system to access the Huntington Horizon database. This proprietary license is not available on the open market, but rather, it.can only be obtained. from SirsiDynix, Inc. While pricing for this interface ranges between $2,500 and $5,000, it is provided to our customers at no.charge when they purchase their. discounted Bibliotheca RFID products from SirsiDynix. As our RFID Strategic Partner, we engage in joint development with Bibliotheca as we continue to increase the functionality and features of our SIP2 interface. Hence, by selecting Bibliotheca RFID, HBPL,can be assured that there will always be transparent integration between your SirsiDynix Horizon ILS and your RFID products. • SirsiDynix / Bibliotheca Partnership: SirsiDynix selected Bibliotheca as their Strategic Partner over 9 years ago. This means that Bibliotheca is an authorized subcontractor of SirsiDynix and all of their RFID/Self Check products and services have been vetted and sanctioned for purchase through our company. ® SirsiDynix Technology Library: Bibliotheca RFID and Self Checks have been installed in our corporate development library. Bibliotheca hardware and software are used exclusively by our developers as they devise tools and features for the integration of RFID and self checks into our Horizon ILS: • Annual RFID Maintenance: This close business relationship is exemplified by the fact that your annual Bibliotheca maintenance is bundled with all of your SirsiDynix annual maintenance in a single invoice for your convenience. This is RB - - Item 5 - 3 unique. We do not offer this combined service for any other RFID vendor in the market. Please feel free to contact me with any questions you may have or for any additional - information you may need.. Sincerely, David B. Tuttle, MLS Senior Marketing Consultant: RFID & Self Check SirsiDynW Office: 800-288-8020 ext. 5410 Cell: 801-691-8318 Email: david.tuttle0sirsidynix.com Item. 5 - 4 H - - )onceptual Drawing Only Bin size 7-11 7/16"x 1'-11 5/8" Bin size 7-3 9/16"x 1'-11 5(8" )T FOR CONSTRUCTION z„ 5 7/8 ' § CD p 2'-7 1/8" i70 Inlat 730VAC/i6A Wow active'or I IWAC/40A � "slow active" "• Pow onncumption 1,44 KVA The main cable and the connection into the°pdp"mint be supplied by the local electrician. t"from the gmur,w_ 13'-11 50 cable-tanght-2m` R1111ill cysts c � qp - 3,,, - 4 3/W' CID ea r j/ •!a '/ % ( �� % N Cry \\ //c, a Z� IN RZ / 10/1 '' .......... . ......... ........ N CV rrtart "' Example drawing 1_9 R,Schlaepfer theqL;U t c„ 16 January 2013 h V x i_,n: 2.0 #-tom(.. 1 1. 11 10 J 1l8 (31 .78 c .) r, ook or r a� • I � � s t \ CD ;.5 rs. YE .Yr <> _ F. 65/16 e (198.86 cm.) a_ „ � • OHun6ngton Beach n INTER-DEPARTMENT ED HUNTINGTON BEACH 2015 TO: Jim Siabojan, Lori Ann Farrell, Ken Do er FROM: Stephanie Beverage hector of Libra Services SUBJECT: Sole Source Justi ation approval and signature for;C1P Project ATE: .January s, 2015 Attached is a sQ e source justification for a 20 41 o C1P project for the Library The project is budgeted, and we reed approval and signatures to take this to City Council. Please feel free to call me if you have any questions about the project or the justification, Thank you RB -63- Item 5. - 7 CITY OF HUNTINGTON BEACH 4 Sole-Source Justification (For use on all goods and services acquisitions.) This justification document consists of two(2)pages. All information must be provided and all questions must be answered. The"Required Approvals"section moist include a date for each signature,as appropriate for the transaction,_ Requesting.',leis ar'm6nt Information Gate: December 15, 2014 q ante Beverage D`r I Re uestor Name: Stephanie g vision Manager:, Mary ilson (Type names. Do not sign) Department; Library Services Department Head: Stephanie Beverage (lype names, Do not sign. Must be same as si nature below. _777777De artment Confect Irforrnatcan, V' Contact Name: Mary Wilson Street Address: 7111 Tale .„ Talbert Ave,Ava Huntington Beach,,CA`- Tele hone: 71 -374- 35 92648 Fax: 714-37 -a'14fi Shipping Address: Sarre +Cellular hone: �w. . v. , Re` aired Contact Information Contractor/Supplier Name: SirsiG ni 113ibliotheca�� Contractor/Supplier Address ' SirsiDynix,SirsiDyn x Technology Centre,3300 North Ashton Blvd.Suite 600 i Contracto f u tier Cit /State/Zi Lehi, UT Original Contract Amount:* Amendment Amount:*(if applicable) New Contract Amount:* $176,414,76 $176,414.76 (Includes original contract and previously- 1 (Includes original contract and all amendments,,. a roved amendments *Current amendment on € includin currsnt amendment} Provide a brief de hor services the contractor willprovide: SmartSort 300 9-bin sorter,,including internal, external and staff induction stations, 9 sort locations, Srn rtReturn software;-- Patron facing return software, receipt printers and conveyor extensions. Installation and training on all of the above is included. Contract T e and Term Contract Type: Contract'Ter : What account number will be used to purchase's Select One: 171 Goods Begin. 2015 Busines's Unit, 10040314 0 Service ` ( ( Goods&Services ! End: 2017 Object Code* 82200 Required coevals Department Head - Fiscal Services ana rZ ector of Finance Assistant anal er pproved nied p�ra © edrov 0 enied pp ove, 0 Denied, ., - t signature Signature .Signature Arf' 8 g ova F ate {late' Date Date s (Transactions exceeding$50,600 1 must be approved by- sty council) Item 5 - 8 M- 4 CITY OF HUNTINGTON BEACH Sole Source Justification (For use on all goods and services acquisitions.) Complete responses must be provided for all of the following items. A. THE GOODISERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR.THE REASONS STATED' BELOW: . Why is the acquisition restricted to this goodsiserviceslsupplier? (Explain why the acquisition cannot be competitively bill) The Library's Integrated Library System,which is currently in place,'is proprietary and only strategic partners can integrate products into the system seamlessly, ensuring efficient customer s rvic and reducing costa for maintenance and support. 2. Provide the background of events leading to this acquisition. The Library had an early model custom built Library Materials Handling solution, installed in 1994.. The system has failed and i& no longer functional. New technology has improved enhanced materials handling to the point where we can replace the system for far less money than previously thought,and quickly increase efficiency and enhance Service with faster return and reshelving of materials.During 2013 and 2014,the Library installed,automated Self Service Units and Implemented a radio frequency It system to greatly assist in library organization and book handling.The proposed Inter rated Literary System completes this technology upgrade 3 describe the uniqueness of the acquisition(why was the goo ise icelsupplier chosen?). The Library's Integrated Library System, Horizon,is a product of the SirsiDynix Corporation. Sirsi ynix' has strategic partners that they wont with for RFID(Radio Frequency Technology)and Automated. Materials lHartding.of irsld nix referred aerate. already implemented The Library,� Diking with iisiD partners. The Biblithe;i:a Acitdtnate technology from Bibliotheca one g` p Materials Handling bin sorter with two intake units will seamlessly integrate i the exi tingIsystem, making Installation,support and ongoing maintenance easier,more cost effective and manageable,while significantly enhancing service to the public. . What are the consequences of not purchasing the cods/services dr contracting with,the proposed supplier If we do not replace our Automated Materials Handling system,the Library will not be able to pave the turnaround time on the return of Items,which means that items will not get into the hands of the next' person waiting for them as quickly. No system also means that staff are potentially at greater risk for repetitive_ motion injuries,as all items will have to be handled multiple times in check in and reshelvirig, which is an ongoing concern at all library locations: S. What market research was conducted to substantiate no competition, including evaluation of other items considered? {Provide a narrative of your efforts to identify other similar or appropriate_goods/services,including a summary of hove the department" concluded that such alternatives are either inappropriate or unavailable The names and addresses of suppliers contacted and the reasons for not_considering-them must be included OR an explanation of why the survey or effort,to identify other-goodsfserviees was not-performed j The Library market for Automated Materials Handling is fairly narrow,and with a proprietary Integrated Library System, any caption has to be compatible with the existing system. Seamus integration is essential to avoid costly customization,and 5irsiDynix has a strategic partnership with'Bibiiotheca;. resulting in discounts on purchase,installation and support that will make the system sustainable for the foreseeable future,without Increasing the workload for Information Services or Library staff.Other library locations,including the Grange Public Library and the Fullerton Public Library in Orange County have had sigrificant success with their implementation of the Bibilotheca RFIID and A H systems; HB -65- Item 5. - 9 B. PRICE ANALYSIS 1. Hew was the prig offered determined to be fair and reasonable? (Explain what the basis was for comparison and include cost analyses as applicable;) The Library worked with a Consultant in 2014,who is a recognized authority in the area of RFID and Automated Materials Handling systems for libraries.. The cost for the Bibliotheca 9 bin sorter was verified as being well below the`market rate for other comparable syste s. Installation of any alternative system would alsoectvequire r the City additional customization,costs, making the�Sirsi�Dynix/Bibliotheca solution the,most cost 2. Describe any cost savings reallzed or costs avoided by acquiring the goods/services from this supplier. The Library will eliminate the cost of any additional software custornization or programming by utilizing. the Bibliotheca Automated Materials Handling solution In partnership with SirsiDynix. Staff costs for trying to integrate another system into thecurrent Library system architecture will be avoided, and the installation and implementation of the system will be faster, Improving the customer experience while saving staff time over the course of the project and ongoing staff time during the life of the system due t increased efficiencies in material handling: Remit completed form to: City of Huntington Beach—Purchasing Division 2000 Main Street,Huntington Beach,CA 92648-2702` Item 5. - 10 HB -66- t tFiYn3xRttiars[-: Dec. sirsivynixt 5, 2014 Stephanie Beverage Library Director Huntington Beach ;Public Library, steohanieobevera egsurfi ity=hb erg s. Beverage. This letter is to confirm that the partnership of SirsiDynix and Bibliotheca, provides certain products and services which are unique to the RFID Library market. • SirsiDynix Enhanced SIR2: Our proprietary SIP2 interface is required for any RFID system to access the:Huntington Horizon database: This proprietary license is not,available on the open market, but rather, it can only be obtained from SirsiDynix, Inc. While pricing for this interface ranges_ between $2,500 and $5,000, it is provided to our customers at no charge when they purchase their discounted Bibliotheca RFID product from SirsiDynix, As our RFID Strategic Partner, we'entgageIin joint development with Bibliotheca as we continue to increase the functionality and features of our IP2 interface. Hence, by selecting Bibliotheca RFID, HBPL can be assured that there will always be transparent integration between your Sirsibynix Horizon.ILS and your RFID products. g SirsiDynix/ Bibliotheca Partnership; SirsiDynix selected Bibliotheca,as their Strategic Partner over 9 years ago.. This means that Bibliotheca is an authorized. subcontractor of SirsiDynix and all of their_RFID/Self Check products and services have.been vetted and sanctioned for purchase`through our company, • SirsiDynix Technology Library. _Bibliotheca RFID and Self Checks have been installed in our corporatedevelopment library. Bibliotheca hardware and software are used exelusively by our developers as they devise tools and features for the integration of RID and self checks into our Horizon ILS. ® Annual RFIDMaintenance:This chase business relationship is exemplified by the fact that your annual Bibliotheca, maintenance' is bundled with all of your SirsiDynix annual maintenance in a single'i'nvoice,for your convenience, This,is HB -67- Item 5. - 11 unique, We do not off r this combined service for any other RFIQ vender in the market. Please feel,f ree to contact me with any questions you may have or for any additional, information you may need, Sincerely, David,•B. Tuttle,.MLS Senior Marketing Consultant: RFID & Self Cheek. irsiDi � {office. 800-288- b2O ext. 5410 Cell: 801-6 1-8318 Email dayid.tutt e is sirsid nix oorr Item 5. - 12 �, OavidTat tie,ML5 ht �i ISirsilyniz SeniorMarketConsultant RF10SirsiDynix 0:800-288-8020 ext.5410 l�A,:801-541-9918 E:-datddaut;4e^,a�sirsidyn:x.carri QUOTE No.:HBPL ssort300 9bin 120214 °Huntington Beach Public Library Stephanie Beverage SrnartSf3rt_ 40 B11V ANiH System 7111 Talbert Ave., Huntfgton Beach;CA92648-1286 - " Quote Expiration: Monday Wa t; 02,2015- Account Manager- Dave Noll i 877-207-3127 ext.152 i d,noiiftibliotheca.com PRf}PRIETARY Today's Date Tuesday December 02,2014 &CONFIDENTIAL= \tu` i smartsort 300 9-Bin Sorter(includes;external,Internal and staff induction A(v1Fi000002-000 stations,9 sort locations,smartreturn software,.patron facing return software; receipt printers and conveyor,extens,tidns fc acco rrmodate exist'sng room $S&S,ODO,OQ 1 , 5' 128,472,400 $ i28472,000 configuration with removal of desk) z AMR200002-000 Standard Wheeled Return:Bin(35,5"L x 24"W x 34"D) $ 1,750,00 10 $ 1,195:000 $ 11,950,000 SVC000001-000 On-Site Installation and Training $ 5,000,001 1 $ 5,000:000 $ 5,000;00o SHP000001-000 Shipping and Handling $ 4,25fl:00 1 $ 4,250.000, ;$ 4,250:0100 GRANDTOTAL: $':, 149,672 00 flOfl000000=000 Second Year.Maintenance $ 13,675,Ofl0- SirsiDynix Terms and Conditions' The information contained,herein is proprietary and intended only for the individual named above.To place an order for the above products and/or services,please sign and date this Quote where noted below,then scan and attach to an email to, david.tuttle@sirsidyn ix.com OR Fax to:801-765-6 10 Customer will be invoiced,when SirsiDynix places Customer's order with third party Vendor. Invoices become past due 30 days after the invoice date,, SirsiDynix may add and/or substitute equivalent products for any third party products in the event of product unavailability:software requirements and/or model number changes. Customer will have the right to use the products in accordance with the Vendors';terms of end use which may accompany the productsTitle to Hardware identified-in this Quote shall pass to Customer on delivery of the Hardware to Customer_Thereafter Customer will be responsible forrisks of loss or damage,except-for loss,ordamage caused by SirsiDynix in process of installation-'SirsiDynix does not provide support for Hardware unless customer purchases any available maintenance associated-- with such Hardware.Such Hardware maintenance may be provided through a third party,Hardwarewarranties shall be governed by the manufacturer's warranty,which begin at the time:of installation, SirsiDynix warrants that it is an authorized diyxriE vtor of the Hardware and rnakes no other,warranties of anykind with respectto the Hardware.CUSTOMER'S SOLE REMEDY WITH RESPECT TO SUCH HARDWARE SHALL BE PURSUANTTO THE MANUFACTURER'S WARRANTY. The above document is hereby fully incorporated into the current Agreement executed between SirsiDynix and Customer.If there is no current agreement between the parties,the terms and conditions.of the current SirsiDynix Master Agreement shall be deemed the controlling Agreement_between the parties,a copy of which shall be furnished upori,Customer`s request-Anyand all pre-printed terms arid'conditions on Customer's Purchase Order(s)submitted to SirsiDynix are hereby rejected"and shall_ be superseded by the current Agreement,unless such additional terms are statutorilyrequired of the Customer,-In„the event a conflict,the terns,payment terms,,. discounts,product lists and/or statement of work contained within this document'shall take precedence over the current agreement between the"parties as relates to-the products'or services coveted by this quote Authorized Library 5ijanature- Printed Name: Title 1[late: _ ® Item 5. - 13 c� 4 b x S ,a� } "* '.: ' xg � ;• .. nab' --� ;i .wm MW 3 f.+w , g , _. M a j� r. q � a r l Q If , �-�+ B 62 Vi �tington BeachSS300 Extended 7-3t1-2014 vsd " V� ��: tU_ � �1" 1It1 IB 4 48 L4 Nut . r� _ 0nl N Y a�Enp Craig Chandler, - _, " ............... r� Ahec pare 7130/2Q14 NOT FOR CONSTRUCTION � .... u �' � � — _ __. -- _ 11, ........ w��o�: 1 00