AgdaPkt 2011-09-12 - Laserfiche WebLink

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6. 1. E. - Page 1 REPORT To the Honorable Mayor and City Council From the City Manager September 12, 2011 SUBJECT Authorization payment to the Peninsula Library System for Library Materials Handling Upgrade RECOMMENDATION Approve payment to the Peninsula Library System in the amount of $178,961.63 for work completed to date for the Library Materials Handling project. BACKGROUND All Peninsula Library System (PLS) libraries have approved an upgrade to our materials handling systems. As part of our JPA agreement for PLS, we share a central database and software, therefore this was a system decision as approved by all library directors in the county. This project will streamline the workflow functions of processing the over 1,500,000 items that are checked in and out annually, saving on -going operational costs. Other advantages are inventory control, better security for the collection, enhanced customer service and a decrease in staff repetitive motion injuries. The project scope includes converting all library materials from barcodes to RFID tags, replacing all check -out and check -in hardware and software, installing new security gates, adding customer self- service payment options and implementing automated check -in and material sorting systems. This expenditure was approved by City Council in the 2010 -2011 and the 2011 -2012 Capital Improvement Project budgets in the total amount of $325,000. An additional $375,000 is projected for the 2012 -2014 Capital budgets as each phase is completed. PLS, as our contracting authority and project manager, and through a competitive bid process, negotiated the contracts for the project and has been implementing in stages over the next few years. They also negotiated a steep discount for all libraries. This authorization pays for completed work to date, including RFID tagging of materials at all libraries, new security gates, new check -out machines and check -in hardware and software for the Redwood Shores and Downtown Libraries.