Item Coversheet

Board Action Request
18-0307

Item Description:
Neg Agmt with Tech-Logic to design, construct and install Automatic Materials Handling systems at the Ridgedale and Eden Prairie libraries (CP1002169), NTE $1,875,960
Resolution:

BE IT RESOLVED, that the County Administrator be authorized to negotiate an Agreement with Tech-Logic for design, construction and installation of Automatic Materials Handling systems at Hennepin County Ridgedale and Eden Prairie libraries in an amount not to exceed $1,875,960; that following review and approval by the County Attorney's Office, the Chair of the Board be authorized to sign the Agreement on behalf of the County; and that the Controller be authorized to disburse funds as directed.

Background:

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 over 15 million items circulating through the system annually. The last large scale installation of an Ultra-Sort was to replace the Lyngsoe AMH at Minneapolis Central in 2014 and provided for a book drop at the entrance on Nicollet Mall.  

The current Ridgedale (1999), Eden Prairie (2004) machines are among the oldest devices in the HCL system and rely on pneumatic controls which are loud, prone to failure and no longer manufactured. Along with the 8 large newer Ultra-Sorts, the library system has fourteen (14) smaller AMHs, all on the same operating platform. The small AMH are similar mechanically and operationally, with interchangeable Smart Bins that can be used on all machines as materials are transported throughout the 41-location system. Use of a single operating platform makes training, operating and safety procedures easier and more consistent allowing staff who operate these systems to work at any location. Additionally, the Library employs two full time technical staff trained to service and maintain the machines. Finally, the software running the AMH systems allows monitoring and control of all machines from one central site.

The Hennepin County Purchasing Department has approved a sole source purchase of the machines for Ridgedale and Eden Prairie. HCL used the Request for Proposal process in 1999 when seeking an Automated Materials Handling system for the Ridgedale Regional Library. The only other bidder was determined to be non-responsive in discussions held following the bid opening.

Funding for this contract is available through the Library Equipment Replacement Project (1002169), which has already been approved by the County Board. Replacement of the machines will occur while the buildings are closed for renovation/construction to minimize disruption for staff and patrons.