Sacramento Public Library Authority

Transcription

1 April 24, 2014 Agenda Item 13.0: Second Amendment to Contract with EnvisionWare, Inc. TO: FROM: RE: Sacramento Public Library Authority Board Gerry Calderón, Information Technology Manager Second Amendment to Contract with EnvisionWare, Inc. (2/3 vote required) RECOMMENDED ACTION(S): Adopt Resolution 14-13, approving the sole-source procurement of automated materials handling systems (AMHS) and Radio Frequency Identification (RFID) products and equipment, and related maintenance and support services from EnvisionWare, Inc., and approving the Second Amendment to the non-professional services agreements with EnvisionWare, Inc., extending the term of the agreements through April 1, 2017, and approving a total contract amount not to exceed $450,000 for AMHS and RFID maintenance and support services. REASON FOR RECOMMENDATION At its July 24, 2008, meeting, the Authority Board adopted Resolution 08-44, approving a contract with EnvisionWare, Inc., for purchase of Automated Materials Handling Systems (AMHS) as funding was available. In October 2008, the Library entered into a non-professional services agreement with EnvisionWare, Inc., for PC Management equipment (RFID) and maintenance services. On February 23, 2012, the Authority Board approved Resolution 12-05, amending the agreements to extend the term by two years and establishing a reduced rate (10% discount) for maintenance services from EnvisionWare, Inc., in exchange for the Library's promise to purchase, on an exclusive basis, all of the Library's requirements for AMHS and RFID equipment and services from EnvisionWare, Inc. Currently, there are three AMHS systems in operation at the Elk Grove, North Natomas and Rancho Cordova libraries. Radio Frequency Identification (RFID) components are being installed at all remaining branch libraries to improve efficiencies in material lending and processing of returns. Annual maintenance support cost for the AMHS and RFID systems is approximately $145,000. Staff is seeking to extend the agreements with EnvisionWare, Inc., for three years, through April 1, 2017, to preserve the discounted rate for maintenance of the AMHS and RFID systems. In accordance with the Library s Contracts and Procurement Policy, the Library Director has made a finding that the sole-source purchase is warranted and justified. FISCAL IMPACT The AMHS and RFID maintenance support cost is approximately $145,000, and is included in the FY Proposed Final Budged adopted by the Board on Sept. 26, The Second Amendment to the existing contract continues with the established 10% discount to the total annual maintenance and support services amount. ATTACHMENT(S): Resolution 14-13, approving the Second Amendment to the 2008 Non-Professional Services Contract with EnvisionWare, Inc., for a term of three years, with maintenance and support service costs not to exceed $450,000

2 RESOLUTION NO Adopted by the Governing Board of the Sacramento Public Library Authority on the date of: April 24, 2014 APPROVING THE SECOND AMENDMENT TO THE NONPROFESSIONAL SERVICES AGREEMENTS DATED JULY 24, 2008, AND OCTOBER 15, 2008, WITH ENVISIONWARE, INC., FOR AUTOMATED MATERIALS HANDLING SYSTEMS, RADIO FREQUENCY EQUIPMENT PURCHASES, AND RELATED MAINTENANCE AND SUPPORT SERVICES FOR A TOTAL AMOUNT NOT TO EXCEED $450,000 BE IT HEREBY RESOLVED BY THE GOVERNING BOARD OF THE SACRAMENTO PUBLIC LIBRARY AUTHORITY AS FOLLOWS: 1. Renewal of the non-professional service agreements with EnvisionWare, Inc., as the sole source for purchase of automated materials handling systems, radio frequency identification equipment, and related maintenance and support services for a term of three years is approved. 2. The Second Amendment to the 2008 non-professional services agreements with EnvisionWare, Inc., for automated materials handling systems, radio frequency identification equipment, and related maintenance and support services for a three-year term, with the total maintenance and support service costs not to exceed $450,000, is approved. 3. The Library Director is authorized to sign all documents related to this contract within the approved terms and consistent with the requirements of the Authority s Contracts and Procurement Policy. Angelique Ashby, Chair Jeff Slowey, Vice-Chair ATTEST: Rivkah K. Sass, Secretary By: Linda J. Beymer, Assistant Secretary

3 ATTACHMENT(S): Exhibit A: Second Amendment to non-professional services agreement with Envisionware, Inc., signed by the vendor.

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