Department
Library
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
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Request approval to award a contract without competition - Fulton County Library System 25SSREQ1429839B-RT, Automated Handling Systems in an amount not to exceed $1,100,000.00 with Bibliotheca, Inc. (Norcross, GA) to replace the current units for the phase one libraries. Effective upon BOC approval. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-384, after conducting a good faith review, and the Purchasing Department has determined there is only one source available for the required supply, service, or construction item, the request shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item
Arts and Libraries
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: The current smartSort 100 AMH Systems were installed in 2014-2015. Despite the vendor being able to provide service and maintenance, the cost of repairs is steadily increasing, and parts are becoming scarce. The price to purchase the units is also increasing due to potential tariffs. The quote used for this purpose does not include a tariff markup. The impacted branches are the Metropolitan, Milton, Northwest, South Fulton, Wolf Creek and Alpharetta library. The price quoted for the units is $961,838 but the library is requesting $1,100,000 to ensure the library has enough funding for the purchase if potential tariffs impact vendor pricing. AMH Systems is the book drop and sorting system which saves a tremendous amount of time when considering staff hours. The use of this unit limits the need for additional staffing at the library due to the sorting capabilities and the reduction of workload. The library has two bin sorters which range in size from 5 to 7 sorters.
In accordance with Purchasing Code Section 102-384, this request meets the following category permitted as a basis for conditions allowing the award of contract without competition:
(4) When necessary to maintain compatibility with existing equipment or systems, only specified makes and models of technical equipment, software, and parts will satisfy the county’s needs for additional units or replacement items, and only one source is available.
Scope of Work: The library will purchase six (6) AMH Systems for various library branches. These systems include a FLEX AMH and Book drop and the standard warranty. Work will begin upon approval of the BOC. This includes installation and training for staff. Ongoing maintenance will be processed through library’s operational budget on an annual basis.
Community Impact: The AMH systems creates savings in man hours as it pertains to checkouts and returns. If these sorters were out of service for repairs staff has to manually perform time consuming tasks that would bring staff off of the front line.
Department Recommendation: The library system recommends purchase of the units.
Project Implications: The cost of maintenance will continue to increase overtime and the system runs the risk of having units down for extended periods of time due to scarcity of parts.
Community Issues/Concerns: There are no Community Issues/Concerns.
Department Issues/Concerns: There are no Department Issues/Concerns.
Contract Modification: This is a new request.
Contract & Compliance Information
Not Applicable
Exhibits Attached
Exhibit 1: Justification & Proposal Forms with attachments
Exhibit 2: Performance Evaluation
Contact Information
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Jamar Parker, Financial Systems Manager 404-771-7578
Contract Attached
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No
Previous Contracts
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No
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$1,100,000.00 |
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TOTAL: |
$1,100,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
572-650-6500-1410: Capital Fund, Library, Equipment
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Key Contract Terms |
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Start Date: Upon BOC approval |
End Date: Upon execution |
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Cost Adjustment: |
Renewal/Extension Terms: No Extension/No Renewals |
Overall Contractor Performance Rating: 100%
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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8/1/2024 |
4/1/2024 |