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DATE <br />TO: <br />FROM: <br />MEETING DATE: 11/17/15 <br />ITEM NO: 5 <br />ADDENDUM <br />COUNCIL AGENDA REPORT <br />NOVEMBER 16, 2015 <br />MAYOR AND TOWN COUNCIL 4d 60 <br />gwie*• <br />LAUREL PREVETTI, TOWN MANAGER <br />SUBJECT: AUTOMATED MATERIALS HANDLING SYSTEM <br />A. AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT <br />WITH BIBLIOTECA, LLC IN THE AMOUNT OF $134,025 FOR AN <br />AUTOMATED MATERIALS HANDLING SYSTEM FOR THE LOS GATOS <br />LIBRARY <br />B. AUTHORIZE A BUDGET ADJUSTMENT WITHIN THE CLELLES NESS <br />TRUST FUND IN THE AMOUNT OF $59,025 <br />REMARKS: <br />After the initial staff report was distributed on November 12, 2015, staff received an inquiry <br />from a Council Member which is addressed below. <br />Question: What was the amount of the bid from the other three vendors? <br />Answer: The responses to the Request for Proposal (RFP) for the Automated Materials <br />Handling System (AMH) at the Library were evaluated on multiple factors, with cost accounting <br />for 25%. Unlike most construction bids, through an RFP process the Town may select a <br />company based on considerations other than the lowest bid. The RFP process allows for the <br />review of the full proposal to determine the best overall solution. <br />The four bids that the Library received varied in price based upon the technology and the <br />configuration. There were no identical systems proposed therefore price comparisons are not <br />comparing identical solutions. The table below shows price points for the three other proposals: <br />PREPARED BY: ( Heidi Murphy <br />/ Library Director <br />Reviewed by: _ Assistant Town Manager Wown Attorney Finance <br />