Automated Materials Handling System for Northside Library

The City of Santa Clara is seeking proposals for an Automated Materials Handling System (AMHS) for the Northside Branch Library, located in Rivermark Village. The solicitation covers comprehensive design, manufacturing, shipping, installation, training, support, and maintenance for a new library materials handling system with specific technical requirements. The AMHS must feature three induction points capable of sorting up to 1,500 items per hour with 99.9% RFID accuracy, accommodate 5-8 sorting bins, and integrate with the Clarivate/Sierra Integrated Library System. The system must handle various material types including books, magazines, DVDs, and other media, with user-friendly features like touchscreen interfaces and multiple language options. The Request for Proposals (RFP) #25-26-08 was released on August 27, 2025, with proposals due on October 1, 2025, at 3:00 pm PST. A non-mandatory pre-proposal conference is scheduled for September 8, 2025, at 1:00 pm. The evaluation will be based on a weighted scoring system: Qualifications and Experience (30%), AMHS Capabilities & Project Methodology (40%), Maintenance and Support Services (10%), and Cost/Fee Proposal (20%).

The procurement does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The City requires proposers to have at least five years of experience and provide all services in-house without subcontractors. The existing library facility is a 15,000-square-foot location with over 60,000 items in its collection, and the current AMHS has reached end of life. The initial contract term is a minimum of 5 years, with potential extension up to ten years to ensure continuity of maintenance and support services. The City reserves the right to purchase additional AMHS systems within five years of the contract closing. While specific budget ranges are not explicitly stated, the contract will include comprehensive requirements for maintenance, including a minimum one-year warranty, 24/7 hotline support, on-site technical assistance within 24 hours, and routine software updates. The system must guarantee a minimum 95% uptime and be UL Certified, with the contractor responsible for resolving any issues during acceptance testing.