REPORT TO COUNCIL
SUBJECT
Title
Action to Authorize the City Manager to Negotiate and Execute an Agreement with Lyngsoe Systems, Inc. for an Automated Materials Handling System and Related Services, Authorize the Use of City Public Works Forces at the Northside Branch Library for System Installation Improvements, and Approve Related Budget Amendments
Report
BACKGROUND
The Northside Branch Library (Northside Library) maintains a collection of over 60,000 items, including books, audiovisual materials, and digital media, and processed approximately 134,000 returned items in FY 2024/25. To support operations at this scale, libraries commonly utilize Automated Materials Handling Systems (AMHS) to automate the check-in and sorting of returned materials. These systems typically consist of patron self-return kiosks, a staff-operated induction station for manual processing, a conveyor system, and multiple sortation pathways to streamline material handling and reshelving.
Northside Library's existing AMHS, which is approximately 13 years old, has reached the end of its useful life and requires frequent and costly repairs. In addition, the current system's configuration extends through a narrow room with induction points located at opposite ends, resulting in inefficient use of space and significantly limiting staff workspace, particularly along the south side of the room, which is largely inaccessible. The system also generates substantial operational noise, contributing to a disruptive work environment. Due to these factors, the City identified the need to replace the existing AMHS at Northside Library. A new system is expected to improve operational efficiency, reduce staff labor associated with material handling, and provide a more functional and ergonomic workspace.
To implement this replacement, the City initiated a formal procurement process in accordance with Section 2.105.140(c) of the Santa Clara City Code (City Code). A Request for Proposal (RFP) was condu...
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