Providing stable and efficient availability of library materials is a key goal of Hennepin County Library that is supported by this resolution and whereas the provision and equitable distribution of library materials strongly contributes to Residents achieving success and having access to opportunities for life-long learning and supports the County-wide disparity reduction work in education, serving both youth in county systems and lifelong adult learners.   

Hennepin County currently owns eight Ultra-Sort Automatic Materials Handling Machines (AMH) manufactured by Tech Logic Corporation in White Bear Lake, MN. The Ultra-Sorts are large conveyance and sorting machines that assist the Libraries in managing the nearly 18 million items circulating through the system annually. 

Funding for this contract is available through the Library Equipment Capital Project (LECP) fund (Fund 52, project 1002169) which you have already approved. Facilities Services, our lead/partner in all Capital Projects work has been consulted and approves of this use of the LECP fund.

The purchase of this AMH system for Southdale is a replacement purchase. The current machine is 20 years old with limited sort capabilities and utilizes pneumatic parts which are largely being phased out and break down more frequently. The Southdale Regional Library was most recently approved for a new building in 2017, a project start date of 2018, with an anticipated completion date of 2021. The Southdale AMH was scheduled to be replaced as part of that Capital Project.  However, with the project on hold, we are faced with an outdated, under-performing AMH which creates excessive manual work for the staff who handle the large volume of returned materials. Staff are required to empty large collection bins by hand and sort the items onto carts, then move them upstairs where the materials are shelved. The new AMH system will eliminate the need to sort the materials before moving them upstairs. Returns for other libraries are sorted directly into delivery totes, eliminating all physical handling by staff.

We have researched replacement options that provide a stand-alone machine, utilizing the existing conveyance and book drop opening. However, this machine has been designed with an eye towards flexibility and can be relocated and adjusted to a new building at a later date if the Capital Project moves ahead.

In addition to the eight large Ultrasort AMH sort systems HCL has fifteen smaller AMH systems throughout the library system. They are similar mechanically and operationally, with interchangeable Smart bins that we move throughout the library system transporting materials. Staff that operate these systems can work at any location and feel competent operating them. It makes training, operating and safety easier and consistent. Additionally, we have several full-time technical staff trained to service and maintain these machines. The software running the AMH systems allows us to monitor and control all the machines from one main central site. The sole source nature of this purchase has been vetted and approved by the Hennepin County Purchasing Department.