AddendumDATE
TO:
FROM:
MEETING DATE: 11/17/15
ITEM NO: 5
ADDENDUM
COUNCIL AGENDA REPORT
NOVEMBER 16, 2015
MAYOR AND TOWN COUNCIL 4d 60
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LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTOMATED MATERIALS HANDLING SYSTEM
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT
WITH BIBLIOTECA, LLC IN THE AMOUNT OF $134,025 FOR AN
AUTOMATED MATERIALS HANDLING SYSTEM FOR THE LOS GATOS
LIBRARY
B. AUTHORIZE A BUDGET ADJUSTMENT WITHIN THE CLELLES NESS
TRUST FUND IN THE AMOUNT OF $59,025
REMARKS:
After the initial staff report was distributed on November 12, 2015, staff received an inquiry
from a Council Member which is addressed below.
Question: What was the amount of the bid from the other three vendors?
Answer: The responses to the Request for Proposal (RFP) for the Automated Materials
Handling System (AMH) at the Library were evaluated on multiple factors, with cost accounting
for 25%. Unlike most construction bids, through an RFP process the Town may select a
company based on considerations other than the lowest bid. The RFP process allows for the
review of the full proposal to determine the best overall solution.
The four bids that the Library received varied in price based upon the technology and the
configuration. There were no identical systems proposed therefore price comparisons are not
comparing identical solutions. The table below shows price points for the three other proposals:
PREPARED BY: ( Heidi Murphy
/ Library Director
Reviewed by: _ Assistant Town Manager Wown Attorney Finance
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: AUTOMATED MATERIALS HANDLING SYSTEM
NOVEMBER 16, 2015
Company
Solution Price
Annual
Notes
Maintenance/Support
Biblioteca
$134,025
$11,747
Lyngsoe
$129,777.90
Approx. $.12,500.00
One sorting
location less than
other proposals
P.V. Supa
$89,867.00
Approx. $7,500
Tax not
included/No Staff
Station/Double-
sided System
TechLogic
$107,526.56
Approx. $8,000 to
Double -sided
$12,500
System
The Town's preference for the AMH system was a single -sided system utilizing the book drop
closest to the parking lot. A single -sided system maximizes the layout of the room, which was
originally designed to accommodate a single -sided system, and the utilization of the book drop
closest to the parking lot will maximize use of the AMH system as this is the most frequently
used book drop. This is the solution that was proposed by Biblioteca and is being recommended
by Town staff.
Both TechLogic and P.V. Supa provided bids for double -sided systems which would utilize the
book drop farthest from the parking lot. Given the Library's facility layout, a double -sided
system would need to be modified to achieve the same efficiency as that proposed by
Biblioteca's single -sided system including the purchase of additional sorting locations at a cost
ranging from $39,000 to $60,000 above the proposed amounts.
Annual maintenance fees would also increase accordingly. Lyngsoe and P.V. Supa are both a
roller/band technology to move the materials along the sorter. At the site visits to view the
systems, the largest complaint about this technology was that small items get stuck and also
damaged by this system. In contrast, the selected system proposed by Biblioteca is a conveyer
belt system with sweeper arms that received high praise from current users.