City Council Minutes 2011 12 20 - Laserfiche WebLink

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City Council Meeting Minutes • December 20, 2011 Page 14 of 18 Prospector system accepts returns from many libraries, some of which identify materials with barcodes, while others use RFID tags. The technology to handle both systems has become available in the past couple of years, which prompts the desire to move forward with the sorter, especially as the same number of staff are currently handling circulation levels, which has increased almost 40% over the past five years. Staff issued a Request for Qualifications to AMH vendors in July and received three responses. One of those companies did not meet our requirements and was eliminated. The two remaining firms, 3M and Bibliotheca, were asked to bid for a sorter, installation, and service (5-bin System). Company Annual Service 3M $12,630 Bibliotheca $29,439 The 3M bid offers other advantages. The RFID tags and self-check equipment is also provided by 3M, so there are no compatibility issues between vendors. 3M has provided excellent, timely service from their Denver service center for those components already in use since 2006. Estimates for the total costs of a 7-bin sorter from 3M and associated construction and demolition total $145,590. Ongoing costs for a service contract, set to begin in 2013, will • begin at$13,630, rising approximately 5% per year thereafter. The 2011 CIP budget provides a total of$203,900 from the Library Construction and Capital Projects Funds to install an AMH system. Thus, the system would be implemented significantly under budget. Staff recommends Council approval of the purchase of a 7-bin automated sorting system, with annual service contract, from 3M. Mayor Sisk requested public comment. There were none. COUNCIL COMMENTS Councilor Keany asked if the system is two-sided in order to read the tags in either direction. Library Director Barrett explained a monitor instructs patrons on how to return their library materials. The system is very similar to the current self-check program. Mayor Muckle noted this is a capital project, which has an ongoing operational expense. He stated his assumption that this system will be cost effective in the long run. Library Director Barrett confirmed it would save staff time and accurately shelf the books. Councilor Sackett stated the library is a City asset and well used by the public. He noted the project came in under budget and congratulated Library Director Barrett. MOTION: Councilor Yarnell moved to approve bid award to 3M for the Library • automated materials handling system, seconded by Councilor Loo. Roll call vote was taken. The motion carried by a vote of 5-0. Absent: Councilor Dalton.