REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to the Service Agreement with Lyngsoe Systems, Inc. for Repair, Maintenance, and Subscription Services for the Automated Materials Handling System at Central Park Library
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
On November 21, 2017, Council approved the execution of the agreement with Lyngsoe Systems, Inc. (Lyngsoe) (Attachment 2) to provide an automated materials handling system (AMHS) for the Central Park Library. The AMHS is a specialized system that automates the sorting and check-in of library materials and includes two self-return kiosks for patrons, a staff-operated induction station for manually inputting items into the system, a conveyor system, and nine automated sorters. The agreement also covered software subscriptions, as-needed equipment repairs, and maintenance services to support the system.
The agreement with Lyngsoe resulted from staff leveraging a competitive Request for Proposals (RFP) process conducted in 2016 by the Sacramento Public Library. This procurement was authorized under Santa Clara City Code Section 2.105.290 (Purchase from public agencies), which has since been amended and renumbered to Section 2.105.270.
The purchase and installation of the AMHS were funded as part of a Capital Improvement Program (CIP) project, and included an agreement for five years of service and maintenance.
The service agreement for the AMHS expired on June 30, 2023. The initial term of the agreement included a one-year warranty term after equipment installation, which was subsequently followed by a five-year maintenance period that ended on June 23, 2024.
DISCUSSION
Staff is seeking City Council authorization to execute Amendment No. 1 to the agreement with Lyngsoe. This amendment will retroactively align the term with the initial warranty and maintenance period and extend the term by an additional five years through June 23, ...
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