Agenda Report
Fullerton City Council
MEETING DATE: FEBRUARY 6, 2024
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: JUDY BOOTH, LIBRARY DIRECTOR
PREPARED BY: BETHANY WEINBERG, SENIOR LIBRARIAN
SUBJECT: PURCHASE ORDER TO TECH LOGIC FOR LIBRARY AUTOMATED MATERIALS HANDLER SYSTEM REPLACEMENT
SUMMARY
The Library requests approval to purchase a new Automated Materials Handler (AMH) system to automatically and immediately check-in items placed in the Library book drop, prepare new materials for checkout and assist with other library activities which speed service to the public and increase staff productivity.
PROPOSED MOTION
Authorize Director of Administrative Services, or designee, to issue $290,117.19 purchase order to Tech Logic to replace Library Automated Materials Handler system.
Approve the following budget appropriations and transfers:
Transfer $100,000.00 from Project 55062 Library Elevator Replacement to Project 56024 Library Material Sorter Replacement in the Capital Projects Fund (Fund 74) Transfer $50,000 Library Foundation funds from Library Fund (Fund 13) to Project 56024 Library Material Sorter Replacement in the Capital Projects Fund (Fund 74).
ALTERNATIVE OPTIONS
Approve Proposed Motion
Reject bid and provide direction to consider alternative vendors that may meet Library needs Reject bid and direct staff to prepare staffing plan adding six to eight additional nonregular Clerks and Pages (approximately 5,000 nonregular hours annually), committing to funding the positions for an anticipated 10 to 15 years lifespan of the Automated Materials Handling system to perform Library sorting services and hold budget discussion for the proposed personnel increase Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGER REMARKS
City Manager recommends proposed action.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Fiscal and Organizational Stability
Infrastructure and City Assets.
FISCAL IMPACT
Purchasing a new Automated Materials Handling system to replace the existing system would cost $290,117.19. The FY 2023-24 Capital Improvements Program (CIP) Budget includes $100,000 Infrastructure Funds (Fund 11) in Project 56024 Library Material Sorter Replacement in the CIP Fund (Fund 74). The Library requests a $100,000 budget transfer from the Library Elevator Project to the Library Sorter Replacement Project. The Library Board also approved $50,000 in Library Foundation funds to support the balance of the project and requests a budget transfer from the Library Fund (Fund 13) to this project. This item has no General Fund impact.
BACKGROUND AND DISCUSSION
Background
The Library acquired an Automated Materials Handler system that automatically checks in materials, sorts materials, activates RFID tags on new items and donations and other activities over a decade ago. The automation provides on-demand service through the book drop that would take several additional staff members to replicate. This system has become antiquated and broken down multiple times in the last few months, necessitating replacement. Library staff have determined replacing the current AMH with a new AMH system would best serve the public and prioritize limited staff time.
Discussion
Library staff considered and communicated with all potential vendors currently supporting Orange County library systems. Library staff met with and toured local libraries that used AMH systems from each of those vendors. All vendors offer products that provide the following benefits:
On-demand check-in service
Efficiently clearing patron records to enable subsequent checkouts Efficient materials sorting to decrease time between return and availability for checkout Efficient RFID tag activation on new and/or donated items Proper cataloging confirmation
Efficient holds availability notification
Increased system reliability
Reduced system noise pollution
Ability to return multiple items at the same time.
However, only one vendor, Tech Logic, offered the following benefits:
Saturday support for service and maintenance during Library peak attendance Ergonomic features to decrease repetitive stress injuries to staff Local control to adapt the system to changing Library and community needs Reduced time for system service and maintenance due to locally available parts Responsive vendor relations.
The Library cannot continue using the current antiquated system due to its unreliability. Replacing the AMH with additional staff would considerably increase costs. Alternative vendors do not provide service to the Library service area or do not include benefits that support Library and community needs.
The City procures and purchases materials, equipment and/or services utilizing the Open Market process with a formal bid (formal notice inviting bids) or informal bid process (obtaining three written quotes) when possible. However, the City of Fullerton Purchasing Policy, Administrative Policy 4.1.2, Section IV.B allows an exemption to the Open Market process when a single supplier or vendor is the sole distributor or manufacturer of a product or service or no acceptable substitute exists in a geographical area (i.e. Southern California or California).
Staff identified two firms that could manufacture the Library Sorter due to specialized equipment and the need for custom specifications of the Library AMH system. Staff solicited quotes from each firm and selected Tech Logic as they offered the only option with Saturday service and other significant advantages. Staff found the cost proposal acceptable. Staff requests City Council approve a purchase order with Tech Logic as this item exceeds the City Manager $100,000 purchasing authority.
Staff would order the AMH system, if approved, with delivery anticipated in June or July 2024.
Attachments:
Attachment 1 – Library Board of Trustees Item
Attachment 2 – Tech Logic Quote
Attachment 3 – Comparison
cc: City Manager Eric J. Levitt
Library Automated Materials Handler System Replacement
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