Automated Material Handling (AMH) System for The Urbana Free Library (Illinois Public Library)

The City of Urbana is requesting proposals for an Automated Material Handling (AMH) system for the Urbana Free Library, with proposals due July 10, 2026 at 5:00 p.m., and questions due July 6, 2026. The system must be installed in a newly renovated first-floor staff workroom measuring approximately 170 inches by 216 inches, equipped with four Ethernet jacks (1GB networking and Power over Ethernet) and six 120V outlets.

The scope requires RFID-enabled high-speed sorters capable of sorting by format and destination, modular configuration, conveyor systems for all material types, multiple sorting profiles, integration with the Polaris ILS, multiple bins and totes, and patron and staff-facing induction units. Vendors must provide three applicable references from similar-sized libraries or institutions for services delivered within the past five years and submit a complete project plan addressing design reasoning, recommendations, potential issues, and benefits. Training must cover daily operations, administration, and in-house IT maintenance. Ongoing support requires four-hour response times for hardware and software issues and a minimum five-year extended warranty.

The Library has arranged five-year financing and requires vendors to provide flexible financing terms with all costs itemized, including labor, materials, support, maintenance, warranty, licenses, training, and financing fees. Pricing proposals must be submitted in digital spreadsheet format with cost breakdowns for equipment, professional services, one-time fees, disposal, ongoing fees, and optional add-ons.

Insurance requirements include Commercial General Liability of $1 million per occurrence and $2 million aggregate, Workers' Compensation with statutory benefits, Automobile Liability of $1 million, Umbrella/Excess Liability of $5 million, and Cyber Liability of $3 million per claim. A bid bond or proposal security equal to 5% of total proposal value is required at submission. Vendors must submit W-9 forms, subcontractor information if applicable, and confirmations of compliance with prevailing wage, workers' compensation, and nondiscrimination requirements. Award is anticipated within 90 days of the submission deadline based on best overall value, with possible subsequent interviews. No pre-submittal meeting is required. Submissions are due via the City's e-Procurement Portal.