Request for Proposal (RFP) Radio Frequency Identification (RFID) Library System Issued by Topeka & Shawnee County Public Library Bid Receiving Date: September 27, 2013 Place: Menninger Room, Room 206 (second floor), Topeka & Shawnee County Public Library, 1515 SW 10th Avenue, Topeka, Kansas Attendance at the bid receiving is not required. Those who do not attend shall ensure the bid is received by the Topeka & Shawnee County Public Library prior to 4:00pm CDT

Topeka and Shawnee County Public Library 1515 SW Tenth Avenue Topeka, Kansas 66604 785.580.4400 FAX: 785.233.2055

Contact: Paul Brennan 785-580-4420 [email protected]

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Table of Contents General Information ............................................................................................................................ 4 Timeline........................................................................................................................................... 4 Statement of Purpose ...................................................................................................................... 4 Project Background.......................................................................................................................... 4 The Library ................................................................................................................................... 4 Facilities....................................................................................................................................... 6 Current Collection Information .................................................................................................... 6 Existing Self-Service and Security ................................................................................................. 6 Critical Requirements ...................................................................................................................... 7 Scope of Project ............................................................................................................................... 7 Selection Criteria ............................................................................................................................. 8 Proposal Submission............................................................................................................................ 9 Quantities, Appropriation, and Delivery ........................................................................................... 9 Liability ............................................................................................................................................ 9 Installation..................................................................................................................................... 10 Responses to the RFP ..................................................................................................................... 10 Exceptions ..................................................................................................................................... 10 Guarantees and Warranties ........................................................................................................... 10 Negotiation.................................................................................................................................... 11 Contract Documents ...................................................................................................................... 11 Prices............................................................................................................................................. 11 Project Schedule ............................................................................................................................ 11 Bidder Demonstrations .................................................................................................................. 12 Proposal Format ................................................................................................................................ 13 Cover Letter ................................................................................................................................... 13 Executive Summary ....................................................................................................................... 13 Description of the Proposed Solution ............................................................................................. 13 General and Technical Requirements ............................................................................................. 13 General ...................................................................................................................................... 14 RFID Tags ................................................................................................................................... 14 Conversion Station(s) ................................................................................................................. 15 2|P a ge

Circulation Staff Workstations.................................................................................................... 16 Technical Services Staff Workstations ........................................................................................ 18 Self-Checkout Stations ............................................................................................................... 20 Fines & Fees............................................................................................................................... 23 Reporting, Management, & Configuration Tools: ....................................................................... 24 Security Gates and Detection System ......................................................................................... 25 Portable Inventory Device .......................................................................................................... 26 Multipurpose Handheld Device .................................................................................................. 28 Health and Safety .......................................................................................................................... 31 Bidder Experience & Capability ...................................................................................................... 31 References..................................................................................................................................... 32 Project Implementation ................................................................................................................. 32 Project Personnel & Qualifications ................................................................................................. 32 Training & Documentation ............................................................................................................. 33 Project Support & Maintenance ..................................................................................................... 33 Guarantees & Warranties .............................................................................................................. 34 System Pricing ............................................................................................................................... 36 Cost Proposal ................................................................................................................................. 37 Return on Investment .................................................................................................................... 38 Appendices .................................................................................................................................... 38 Declaration and Signature.............................................................................................................. 39

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General Information Timeline The timeline supplied is the Library’s best estimate and is not binding on the Library. • • • • • • •

RFP Issued: August 16, 2013 DEADLINE FOR VENDOR QUESTIONS: August 30, 2013, 5pm CDT BID RECEIVING DATE: September 27, 2013, 4pm CDT Selection for Bidder Demonstrations: October 11, 2013 Bidder Demo: November 12-14, 2013 Library Decision: December 20, 2013 Project Start: February 1, 2014

The deadline for questions is August 30, 2013 at 5pm CDT. All questions must be emailed and directed to Paul Brennan, Director of Collections, [email protected]. Responses to all questions will be posted at http://tscpl.org/about/request-for-proposals/. Statement of Purpose This Request for Proposal, issued by Topeka & Shawnee County Public Library (Library) is for the supply, installation, and training of a Radio Frequency Identification (RFID) system, which shall work in conjunction with the Library’s integrated library system (ILS), Polaris. Among other benefits, the proposed RFID system should provide: • • • • •

Significant productivity gains through reduction in labor-intensive workflow processes; Enhanced customer experience; Streamlined patron self-checkout; Higher levels of customer self-service; Improved inventory and shelf-accuracy.

The RFID system must be optimized for use in a library environment and provide significant workflow improvements for both staff and patrons. Project Background Library is seeking proposals for the provision of the hardware, software, and support services necessary to install and enable the management of an integrated Radio Frequency Identification (RFID) solution capable of increasing self-check use by patrons to 90%, improving circulation and stock management efficiency, and providing the platform for offering additional services to patrons. The Library The Topeka and Shawnee County Public Library is a 21st-century, landmark library, and features the Alice C. Sabatini Gallery, the Millennium Café, Chandler Booktique (used bookstore), free meeting rooms, computer training and Internet access. Located in the heart of Shawnee County, the Library has 4|P a ge

a collection of more than 450,000 items and serves more than 95,000 registered borrowers. About 3,000 people walk through our doors daily. Bookmobiles make about 30 stops six days a week traveling across the county and the Library provides services to 55 senior living facilities and 85 homebound individuals. The Digital Branch Library, www.tscpl.org, serves customers’ needs 24/7. In May, 2012 the Library migrated from Horizon 7.5 to Polaris 4.1.545. In addition, the Library uses OCLC ILLiad 8.4.01 for interlibrary loan. The Library offers state-of-the art technology, youth programs that encourage learning and reading, accessibility services addressing the needs of older readers and persons with disabilities, and reference and research tools. Plus, the Library is a great meeting venue for community groups and is a cultural hub for art, music and literature. Library hours are 9:00 a.m. to 9:00 p.m. Monday-Friday; 9:00 a.m. to 6:00 p.m. Saturday and noon to 9:00 p.m. Sundays. Public computers are available for reservation (online and in the Library) using Comprise Technologies’ SAM (Smart Access Manager). Printers and copiers are also available for patrons to use. Photocopies and color prints require payment. All payments are made through the Comprise SAM system which communicates with Polaris via SIP2. Patrons may deposit money to their Comprise accounts in three ways: • • •

Cash deposits (coins and bills) are made via the Automatic Payment Machine (APM) located in the Copy Center Online credit card payments accepted through Comprise Smart Pay Point of Sale payments are accepted at service desks throughout the Library using Comprise Smart Money Manager. Patrons can pay with cash, credit cards, debit cards, or check.

Money stored on patrons’ Comprise accounts can be redeemed for cash at the APM or at the Check-out Desk. In addition to the main Library facility, services are provided in numerous locations around the county. We provide 16 book-drop locations for materials return. The Library operates computer training facilities in a number of local Community Centers. We deliver requested materials to customers at selected businesses through our library-at-work service. The Library plans to deploy material pick-up lockers and dispensers in the near future. The Library was an early adopter of AMH technology. We use a 19-bin Tech-Logic sorter with 4 loader/unloader units. We operate two return lines that feed into the system. One hands-free drop is located in our lobby area and the other drop is a hands-free drive-up unit in our parking lot. The Library collection is composed of books, CDs, DVDs, journals and magazines as well as laptops, video games, Playaways, realia, and iPads – all of which are circulated. The Library uses magnetic security strips and electronic magnetic security gates to protect the collection, and looks to replace this equipment with RFID security. Most of the Library’s media collection is kept in locked cases and stored 5|P a ge

on open shelves except for approximately 800 popular DVDs which are secured in a DVD Dispenser (“Mediabank”). The primary reason for implementing RFID is to allow the Library to redeploy staff out into the community and to expand the service offerings beyond the Library walls. The expectation is that this will be accomplished by providing patrons with an easy-to-use self-service check-out experience (that includes fines and fees payment) thereby improving the patron experience while reducing the number of staff involved in these transactions. The Library wishes to provide a consistent, attractive, and intuitive self-service solution for their patrons. The goal is to achieve 90% self-service by deploying self-service stations in several key locations inside the Library including in the current circulation area, the children’s room, the adult reading room, and at the New Books/Media Room. All the self-service stations will work the same and offer the same range of options: check-out, renewal, holds and account management, fines and fees payment with cash or credit/debit cards. In 2015, the Library plans to remodel the current circulation area (as possibly other areas inside the Library) to further support the self-service initiative. The Library seeks a solution that can accommodate both the current environment (with the large circulation desk remaining in place) as well as future scenarios which likely will not include the circulation desk. Facilities Outlet Main Library Bookmobile

Collection Size 378,316 44,268

Current Collection Information Item Type Bib records Item records Books Single disc CD/DVD sets Multi disc CD/DVD sets Circulating periodicals Other circulating material

Annual Circulation 2,236,855 Included in Main Lib #

Currently Held 307,896 389,520 261,739 14,623 6,064 8,607 2,527

Added in 2012 40,294 57,735 33,247 2,993 1,333 4,584 869

Existing Self-Service and Security The Library currently uses three 3M 6210 self-check machines. Two are located in the circulation area and one by the self-service holds pick-up area. Approximately 20% of all check-outs are done at the self-check machines. All DVDs and music CDS are kept in Gressco locking cases and are available on open shelves except the items in the DVD dispenser. The locking cases are unlocked at the staffed circulation desk. The Library uses 3M security gates. There are currently gates at the main Library entrance (3M Model 3801 BC), at the Art Gallery entrance (3M Model 3803 B) as well as at the entrance of the special 6|P a ge

collections/genealogy room (3M Model 3501 BC). EM strips are no longer applied to media items; however, some older audiobooks and some CDs that accompany a printed book or manual may have an EM strip applied to the disc. These are a very small percentage of the media collection. All fines and fees must be paid online or at a staffed service desk. Critical Requirements The Library is seeking RFID solutions that will include tags, hardware, software, installation, project management, staff training, and on-going support and maintenance. 1. Bidders must be able to demonstrate a proven ability to provide and implement the following: a. Integration with the Library’s ILS that streamlines staff and patron workflows; b. All tags and devices writing to the tags must conform to ISO 28560-2 per NISO RP-62012. c. Durable, ISO compliant RFID tags that easily affix to all circulating library items regardless of format and which are guaranteed for the lifetime of the item to which they are affixed; d. Intuitive, customizable, and attractive self-checkout kiosks or desktop units with the ability to collect fees and fines using cash or credit/debit cards, print receipts, and manage patron accounts. e. RFID pads and staff workstation upgrades that enable staff to use either barcode scanners or RFID pads to input barcodes in all ILS modules; f. Shelf-reading and inventory tools that are easy to use and make it a viable option to inventory the entire collection once per year; g. ADA-compliant, effective, and attractive security gates; h. Easily maneuverable mobile tagging stations (or components) for loan, lease, or purchase. i. Security options, other than locking cases, for audio-visual materials that provide effective theft-deterrence while reducing library handling requirements; 2. To ensure ready availability of components, parts, and supplies, all major elements of the system must be warehoused in U.S.A. or the bidder must demonstrate the ability to have these items available within 24 hours of request. Scope of Project The Library wishes to acquire the following system components: • • • •

ISO 28560-2 compliant RFID book tags for all circulating library material (360,000); ISO 28560-2 compliant RFID, full-coverage media tags (21,000); RFID security gates (2 single aisle and 1 triple aisle for main entrance, and 1 single aisle for Topeka Room); RFID staff workstations (20);

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•

• •

Multi-purpose self-service stations (11) that allow patrons to check-out material, pay fines and fees with cash or credit/debit cards, get receipts, renew items, manage holds and perform other account management functions; Mobile devices for inventory, shelf-reading, and locating material (1). Handheld device for inventory, shelf-reading, checking out patrons, and locating material (2).

Our preliminary analysis suggests that approximately 360,000 book tags will be required and 21,000 full coverage media tags. The current plan is to eliminate locking cases and use standard media cases, which will also be tagged. One disc per case will be tagged with a full coverage tag. The Library plans to deploy up to 11 self-service stations around the Library including four in the current Circulation area, two at the New Books/Media Room, two in the Children’s Department, one in the Reference Room and two in the self-service Holds Pick-up area. All existing security gates will be replaced with RFID-enabled gates. Up to three mobile devices will be considered depending on how effective they are: one for inventory and stock management functions, and two multipurpose devices that also include the ability to checkout patrons. Bidders’ proposals should provide solutions as consistent with the above stated descriptions and quantities as possible. Any optional components, configurations, or equipment that bidders would like to propose may be included as an appendix to the primary proposal response. Each option should clearly delineate all costs associated with that option and include an explanation of the benefits over the proposal provided in bidder’s primary response. Selection Criteria Evaluation of functionality, customer reference checks, customer support ratings, third-party product integration, development history, cost, and possible bidder demonstrations or discussions will be included in the selection process. Library reserves the right to select the bidder deemed most suitable, which may or may not be the low bidder. The selection of the winning proposals will be based on a numerical scoring system. The proposals will be assigned a score for each item/category as outlined in the following table. Upon receipt of the proposals, an evaluation team will determine the proposals most qualified based on the following criteria: Bidder reputation, experience, and qualifications in the library RFID field Response of bidder’s references for similar projects Design, functionality, and suitability of the proposed solution Service, support, and warranties provided to the Library Clarity and completeness of the submitted proposal Ability to deliver requested products in accordance with the Library’s timeline

10% 10% 40% 15% 5% 5% 8|P a ge

Affordability of the proposed system with clearly defined annual costs and return on investment

15%

Proposals scoring 85% or higher will be asked to demonstrate their systems during the Demo Week (November 12-14, 2013). If more than three proposals score 85% or higher, the top three will be invited to Demo Week.

Proposal Submission Proposals are due by September 27, 2013, 4:00pm CDT, and shall be delivered in a sealed package to: 1515 SW Tenth Avenue Topeka, Kansas 66604 Six (6) copies of the entire proposal must be delivered in a sealed envelope or package and clearly marked as LIBRARY RFID PROPOSAL and one copy shall be marked as “Original” and must contain an original signature. Proposals may be delivered by hand, U.S. Mail, or overnight courier service. Proposals received beyond the deadline will be returned, unopened. Proposals submitted by facsimile transmission or e-mail will be rejected. Responses shall follow the format laid out in the Proposal Format section of this document, joined together with a cover letter signed by a representative authorized to bind the company in contractual agreements, along with any relevant data sheets, drawings, and details. Proposals should include all necessary information on hardware, software, shipping, installation, training, and on-going maintenance associated with the purchase of the RFID system. Proposals should include the minimum specifications for existing PCs and the Local Area Network (LAN) to operate in conjunction with the bidder’s software. Any costs associated with the preparation and delivery of this proposal will be borne solely by the bidder. Quantities, Appropriation, and Delivery Unless otherwise stated, quantities listed are estimates only, and the Library does not guarantee to purchase the quantities specified. The quantities purchased will be limited to the amount of monies budgeted and appropriated for it. Delivery shall be F.O.B. to the central site and/or the facilities where they are to be installed. Liability Bidder agrees to indemnify and hold harmless the Library from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused by the bidder’s conduct, acts, errors, or omissions. The Library agrees to indemnify and hold harmless the bidder from and against legal liability for all claims, losses, damages, and expenses to the extent such 9|P a ge

claims, losses, damages, or expenses are caused by the Library’s conduct, acts, errors, or omissions. In the event such claims, losses, damages, or expenses are caused by the joint or concurrent conduct, acts, errors, or omissions of the bidder and the Library, they shall be borne by each party in proportion to its own conduct, acts, errors, or omissions. The bidder shall have at least $500,000 per occurrence for general liability insurance, and $1,000,000 for all occurrences. Proof of insurance should be available upon request. Installation Bidder shall install the system as specified in the RFP, by manufacturer-trained technicians subject to exceptions made in the response and agreed upon in writing Responses to the RFP Proposals will only be accepted from a single firm, not from joint ventures. When two or more bidders desire to submit a single proposal, they shall do so as prime/subcontractor(s). Bidders are invited to come to the Library for a site visit to assist in the preparation of their responses. To set up a site visit, please contact Paul Brennan via email at [email protected] no later than August 30, 2013 at 4pm CDT. Bidders may not use omissions or errors in the Specifications or other contract documents to their advantage. The Library reserves the right to issue new instructions correcting any such errors or omissions, which new instructions shall be treated as if originally included. The Library may make any investigation it deems necessary to determine the ability of the bidder to perform the work. Bidders shall furnish information for this purpose to the Library upon request. The Library reserves the right to reject any bid if the evidence submitted by, or other investigation of, the Bidder fails to satisfy the Library that the bidder has the proper qualifications, experience, equipment, manpower, or financial and managerial capability to carry out the obligations of the contract agreement or to perform the work as specified. The Library will receive and publicly open and read bid proposal forms at the time and place indicated on the cover page. A bidder may withdraw a bid in writing to Library prior to deadline for bid receiving. Exceptions If the bidder’s specifications for furnishing products or equipment are in any respect not the equivalent of the requirements in the RFP, this discrepancy must specifically be called out in the proposal. Notwithstanding anything to the contrary in this RFP, bidders are invited to propose, and the Library will consider, any system that is the functional equivalent, or better, system than called out in this RFP. Guarantees and Warranties All guarantees and warranties should be stated in writing and submitted as part of the proposal.

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The bidder shall warrant that the system will meet the reliability and performance requirements set forth in the RFP and will continue to do so as long as the system remains under bidder maintenance. Negotiation The bidder acknowledges the Library's right to reject any and all bids and to waive any formality or irregularity in any bid received. The bidder recognizes the Library’s right to reject any bid which fails to submit the data required by the bidding documents or is in any way incomplete or irregular. An award to the lowest bidder is not required. Library reserves the right to enter into negotiation with one or more bidders. Library reserves the right to waive any informality as may be permitted by law. Library reserves the right to award multiple contracts for different portions of the work or commodities, or to reject all proposals. Contract Documents Each bidder shall examine the bidding documents carefully. Any interpretation or correction will be issued as an Addendum by the Library. Only a written interpretation or correction by Addendum shall be binding. Addenda are written or graphic instruments issued prior to bid receiving which modify or interpret the bidding documents, including specifications, additions, deletions, clarifications or corrections. Prior to bid receiving, Addenda will be posted on the Library’s website and notification given to each bidder recorded by the Library as having received the bidding documents. The successful responder will be expected to enter into a contract with Library pursuant to the documents that include the RFP, the bidder’s proposal, the summary of negotiation, and any and all other additional materials submitted by the bidder. The only official answer or position of Library will be the one stated in writing. Prices Bidder will also provide a detailed quote sheet. Prices reflected in the proposal shall include any discounts. Annual maintenance and support costs shall be included showing actual costs of proposed solution over five years. Unit prices will be quoted for all components, hardware, software, installation, and service. Indicate any volume discounts that would be available if quantities ordered were modified. Bidder must include prices of all equipment and any options needed to meet specifications. No bidder will be allowed to withdraw and resubmit its proposal, for any reason whatsoever, after the proposals have been opened. Project Schedule The proposal shall include a detailed project schedule for the entire project from conversion to installation, configuration, and training. The proposal shall include a project manager to oversee the project to ensure that it meets the requirements of the Library and to be the key contact for the entire installation. 11 | P a g e

Bidder Demonstrations Prior to contract award, short-listed bidders will be required to demonstrate its solution to the selection committee at no cost to the Library. The bidder Demonstrations will occur November 12-14, 2013. Each invited bidder will have one full day for demonstrations which will include a scripted portion as well as an opportunity for bidder to demonstrate products not otherwise called out in the scripted portion. Time will be allocated the night before and the morning of the demonstration for set-up.

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Proposal Format All submissions shall use the Proposal Format specified in this section. Cover Letter The bidder shall provide the name and address of the primary contact person, along with a telephone number and email address. The bidder should also acknowledge receipt of any addenda. Furthermore, the bidder shall summarize its understanding of the project, and provide a statement indicating its ability to provide services and equipment described herein and meet the requirements detailed in this RFP. The cover letter must be signed by an authorized representative of the company. Bids that are not signed will be disqualified. Executive Summary Provide a one to two page summary of the benefits that the bidder will be providing to the Library as part of its RFID solution. In this section, please list any exceptions the bidder may have to the stated specifications. Description of the Proposed Solution The bidder shall fully describe and illustrate the products and systems which comprise its RFID solution. Description to include: • • • •

How its RFID offerings will benefit the Library in the areas of staff circulation, patron self-service, collection management, staff ergonomics, improved patron services, and item security; How bidder will assist the Library in its transition to RFID technology including moving from an EM-based security system to an RFID-based security system; How bidder will offer on-going support and maintenance and ensure Library staff acceptance of new technology through effective, hands-on training; Other opportunities for leveraging the bidder’s products.

General and Technical Requirements Bidder must respond to every requirement contained in the General and Technical Requirements sections of the RFP using the following criteria specified below: YES. Feature, function, product, or service is available as requested and is fully operational using the version proposed at one or more Library sites. NO. Feature, function, product, or service is not available, in development or planned. PLANNED. Feature, function, product, or service is planned or in development. Provide implementation dates or estimates. Indicate whether the Library will incur any additional costs for the product or service once it becomes available. The Library reserves the right to evaluate all proposals solely on the basis of currently existing features, functions, products, or services meeting the specifications as stated. 13 | P a g e

General 1. The proposed system shall be fully compliant with ISO 28560-2 per NISO RP-6-2012 which specifies ISO 18000-3 Mode 1 RFID tags. System must support inclusion of both mandatory and optional commands, and all tags and devices writing to the tags must conform to ISO 28560-2 as defined in NISO RP6-2012. 2. Bidder must demonstrate experience working with 28560-2 in libraries. 3. All RFID components must be FCC Part 15Certified. Attach copies of all pertinent certifications as an appendix. 4. The proposed system and all of its components must be entirely compatible with, and in no manner interfere with, the Polaris Integrated Library System, its computer clients, or other components. 5. Bidder must be willing to work with Polaris to resolve any RFID-ILS functionality problem. 6. The proposed system must not interfere with other equipment, automated library system clients, or PCs that may be nearby. 7. The proposed system must be able to function on both wired and wireless TCP/IP networks. 8. The bidder must offer a 12-month, 100% money-back performance guarantee on all equipment purchased and covered by a 12month warranty or service agreement. RFID Tags 1. Tags must be tested for over 100,000 read/write cycles and be guaranteed for the life of the items to which they are affixed. Provide documentation as an appendix. 2. Bidder will name its tag bidder and any quality assurance guarantees. 3. The proposed system must provide tags with a minimum memory of 1,024 bits. 4. All data on the RFID tag, including the item identifier field, must be fully rewriteable. 5. Tags must support the option to lock and/or password-protect selected fields on the tag (e.g. bar code number). Describe locking and password protection options.

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6. Tags must enable the AFI setting to be stored directly on the tag as defined in ISO 28560-2. 7. Bidder must provide custom printing option for tags to be imprinted with a bar code or the Library’s logo as well as blank tags. Conversion Station(s) 1. Bidder will describe its tagging software and the process for converting library material (both books and AV). 2. Bidder can provide components of a conversion station for use with Library-provided carts and/or laptops. Describe options. 3. Conversion of an existing collection must require no more than a computer, bar code scanner, and RFID reader/antenna in addition to software, all of which can be placed on a mobile cart, so that the complete operation can be performed in the stacks. 4. Bidder can provide a mobile conversion station integrally designed on a compact cart with wheels to support easy conversion in the narrow library aisles. The mobile conversion station shall be available for lease or purchase. Describe. 5. The mobile conversion station must be battery operated and should not require an AC connection to operate. 6. The mobile conversion station must function in standalone mode, not requiring an interface with the integrated library system. 7. The mobile system must be easy to use and able to convert at a rate of at least 350 items per hour with two people per conversion station. Please provide an example of a library in which this number was achieved, with contact information. 8. During tagging process, any conversion system must automatically interrupt if bar code scanner fails to scan all digits in the bar code. 9. Tag programming application should perform an immediate confirmation read of a programmed tag to ensure that the tag has been written exactly as intended.

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10. Tag programming application must be able to perform a confirmation read of tags in one-ata-time or multiple mode, so the staff can see all data programmed onto tags. 11. When tag programming errors occur, the system must react in real-time using optional sound and/or visual alerts. 12. Any proposed system must be able to convert items from a list (when an optical bar code is unavailable or unreliable). 13. Any proposed system must be able to weed items by uploading and reading a weed list (a list of items to be removed from the Library) during the conversion process, to automatically alert staff to weed an item upon scanning the bar code, rather than applying an RFID tag. 14. Any proposed system must include the ability to log all items that have been programmed by an ID number. The system must have the option to save a cumulative list of all item IDs written to RFID tags in a file. 15. Any proposed system must have a visible scan line to facilitate correct placement of material on the conversion station. 16. Any proposed system must be able to handle varying barcode locations and orientations. 17. Bidders must provide CSA or UL listing number and FCC listing for the mobile conversion system. Circulation Staff Workstations 1. The proposed system must be able to mount in, on, or under the work surface of a circulation station even when positioned under existing library slate, granite, wooden or laminatetopped desks 2. Proposed system should provide for multiple installation options such as antennas with sideshielding, full shielding, and/or extra-large antennas with full shielding. Describe. 3. The proposed system must include readers with a read range of 8 inches minimum for book tags and the read range. Provide information about warranties as it pertains to read range of workstation readers.

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4. The proposed system must be capable of processing RFID tags or bar codes in the same circulation transaction. 5. A bar code reader must be able to operate concurrently with an RFID reader. 6. The proposed system readers must be able to read tags and display (on the staff screen) the information on the tags including any or all of the programmed data elements. Describe how this works with Polaris. 7. The proposed system must support efficient staff processing of both check-in and check-out transactions as well as modifying patron records and item records. Describe the workflow at a typical staff circulation workstation that performs both check-in and check-out of library materials including describing any function keys required, and indicators on the staff screen that alert staff items have been checked-in (and out) and the security setting applied properly. 8. The proposed system must secure item within one second of checking-in the item. 9. The proposed system must unlock item within one second of checking-out the item. 10. The proposed system must support efficient handling of holds. Describe what happens when an item being checked-in triggers a hold. 11. The proposed system must have the ability to read, program, and reprogram RFID tags without changing screens or modules. Describe how tags can be reprogrammed during a typical staff check-in or check-out transaction. 12. The proposed system must not require mouse activations to process most items. Describe any situations where mouse activations are required. 13. RFID client software must be capable of running in Windows 7 or higher, 64-bit, at a nonadministrative level. 14. The proposed system must be able to process sets and provide a notification if a missing part is detected. 15. The proposed system must be able to block and/or prompt the user on sets with missing parts prior to sending data to the ILS. This capability must be configurable.

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16. Proposed system must provide full functionality in bookmobiles and/or satellite library locations where the connectivity to the ILS is provided and the Polaris staff client is running. 17. Bidder must provide CSA or UL listing number for complete circulation staff workstation. Technical Services Staff Workstations 1. The proposed system must be able to mount in, on, or under the work surface of a Tech Services work station even when positioned under existing library slate, granite, wooden or laminate-topped desks. 2. Proposed system should provide for multiple installation options such as antennas with sideshielding, full shielding, and/or extra-large antennas with full shielding. Describe. 3. The proposed system must include readers with a read range of 8 inches minimum for book tags and the read range. Provide information about warranties as it pertains to read range of workstation readers. 4. The proposed system must be capable of processing RFID tags or bar codes in the same circulation transaction. 5. A bar code reader must be able to operate concurrently with an RFID reader. 6. The proposed system readers must be able to read tags and display the information on the tags including any or all of the programmed data elements. 7. The proposed system must secure item within one second of checking-in the item. 8. The proposed system must secure item within one second of checking-out the item. 9. The proposed system must support efficient staff processing of material. Describe the workflow at a typical staff technical services workstation. 10. The proposed system must support efficient handling of holds. Describe what happens when an item being checked-in triggers a hold.

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11. The proposed system must have the ability to read, program, and reprogram RFID tags without changing screens or modules. Describe how tags can be reprogrammed using the technical services staff workstation. 12. The proposed system must not require mouse activations to process most items. Describe any situations where mouse activations are required. 13. RFID client software must be capable of running in Windows 7 or higher, 64-bit, at a nonadministrative level. 14. The proposed system must be able to process sets and provide a notification if a missing part is detected. 15. The proposed system must be able to block or prompt the user on sets with missing parts prior to sending data to the ILS. This capability must be configurable. 16. The proposed system must permit the operator to access commands to set or reset tag security independent of the ILS. 17. The proposed system must be able to read multiple tag data formats without impacting performance. 18. The proposed system must able to print and dispense tags automatically and simultaneously. 19. The proposed system must be easy to use and able to tag at a rate of at least 200 items per hour. 20. The proposed system must be able to handle varying barcode locations and orientations. 21. The proposed system must allow configuration of item identifier parameters to automatically prevent programming of partially scanned or incorrectly scanned barcodes. 22. The proposed system must be able to tag items from a list (when an optical barcode is unavailable or unreliable). 23. The proposed system must be able to work with a weed list (a list of items to be removed from the Library), to automatically alert staff to weed an item upon scanning the barcode, rather than applying an RFID tag.

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24. Proposed system must be fully compatible with OCLC ILLiad. Describe how the RFID reader would be used during ILL transactions involving ILLiad. 25. The proposed system must have ability to read, program, reprogram, and lock RFID tags. 26. The proposed system must give the Library the option to print both the library barcode and logo on the RFID tag. 27. Bidder must provide CSA or UL listing number for complete technical services staff workstation. Self-Checkout Stations 1. Check-out station must be able to check out multiple items in a stack and support efficient workflows for patrons. Describe how the checkout process works from the patron’s point of view when checking out multiple items of various types (e.g. books, DVDs, periodicals) simultaneously. Provide screen shots. 2. Minimally, the proposed system’s RFID selfcheckout units must be able to read itemspecific identification numbers (barcodes), communicate with the ILS to update the Library’s inventory, and turn security off. 3. The proposed system must interface with the Library’s existing automated library system using the SIP2, NCIP or BIC Library Communications Framework (BLCF) protocol. Please describe this interface and any standards that are involved in this communication. 4. The proposed system must be able to connect through the Library’s local area network via an Ethernet connection and/or secured wireless network. 5. The proposed system must be capable of processing RFID tags or item bar codes in the same transaction. 6. After being unable to detect an RFID tag in an item, station must automatically request that the patron scans the item’s bar code, allowing checkout even if the tag is missing or damaged.

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7. The proposed system must read the current type of library card used by the Library which is a 30 mil Teslin card/keytag combo with Codabar barcode with a Mod 10 check digit, and should be able to facilitate a migration to other technologies under consideration by the Library (e.g. RFID or NFC based patron cards). Describe library card types with which your system is compatible. 8. Bidder has multiple self-checkout form factors available, including build-in, freestanding kiosk, countertop, and height adjustable for ADA requirements. Describe options. 9. The proposed system must have the ability to print out all information for a patron checkout or check-in transaction on a single receipt. Such receipt should be customizable to incorporate library identity, hours, and so forth. Staff members must be able to make these changes easily without going back to the bidder. Describe the ways the receipt may be customized by the Library and how this is accomplished. 10. Self-checkout unit must be able to be remotely monitored. Describe the options for remotely monitoring each check-out station. 11. Patrons can renew items at the self-checkout stations without having the items in hand. 12. The proposed system must be capable of reading item bar codes located in various locations. 13. The proposed system must display ILS system information relating to the patron or item status. Describe. 14. The proposed system’s self-checkout units should have customizable messages based on patron and item status. Staff members must be able to make these changes easily without going back to the bidder. Describe how the Library can modify these customizable messages. 15. Option must be available to enter patron username, PINs, and barcode numbers on the touch screen in addition to scanning library cards. 16. The proposed system must be able to process sets and provide a notification to patron, before completing the check-in transaction, if a missing part is detected. 21 | P a g e

17. Self-checkout system software and hardware must meet ADA guidelines, and include features, such as a large touch screen interface, userselectable high-contrast interface, and large type size. Describe all attributes that address ADA requirements. 18. The proposed system must have customizable instructions and graphics that can be configured by library staff without going back to the bidder. Describe how the Library can modify these instructions and graphics. 19. Patrons can choose and alternate between a number of themes and options to enhance selfcheckout usage. Themes also include easy-touse steps for children. Describe options. 20. Station must block both patrons and items that are blocked by the Library’s ILS. Describe how the patron and staff are notified when a patron encounters a block. 21. Each self-check unit must be able to display at least three languages on banners, instructions, messages, and receipts. Please list languages currently available and how these can be configured on each self-check machine. 22. Patrons must have the option to print a receipt, print no receipt, or have the receipt emailed. 23. The proposed system must have the ability to perform offline transactions and maintain records of all bar codes checked out when the ILS is offline, and then upload transactions when the ILS is back online. 24. The proposed system must turn on/off the security feature on RFID tags to allow secure library operation during offline situations. 25. Self-checkout stations can be customized with a large number of colors or other options. Please elaborate on whether or not this is available and the cost associated with each option. 26. The proposed system must provide an attractive and effective solution for the current environment (pre-remodel) and be adaptable to a more stream-lined self-service oriented circulation area (post-remodel). 27. The proposed system must provide CSA or UL listing number and FCC certification numbers for the complete self-checkout system.

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Fines & Fees 1. Describe options for paying fines and fees, including partial payments, at the check-out stations and what type of hardware/software is offered. Describe the process for making payments at the self-checkout station. 2. Credit/debit card processing for fines and fees payment must interface to the Library’s approved credit/debit card bidder which is Heartland Payment Systems. 3. Credit/debit card payment system is deemed PCI compliant by the PCI Security Standards Council. Provide documentation attesting to this fact. 4. Fines and fees capability is integrated into the check-out unit. Describe. 5. Cash payment of fines and fees is integrated into the check-out unit. Describe. 6. Cash management must be easy for staff to manage. Describe the cash storage and changemaking capabilities of the system. 7. Fines and fees systems (cash and credit/debit card) provide alerts to staff when they require attention (e.g. empty bins, add coins, replace receipt paper roll, paper jam). Describe which alerts are available and how staff are notified. 8. The Library is able to set fines and fees thresholds, which will block a patron attempting to check out items once the maximum threshold has been exceeded. 9. The fines and fees system has the option to print a separate credit/debit card and/or cash receipt from the checkout receipt. 10. The fines and fees payment system provides the option to integrate with the Library’s existing Comprise solution. Describe. 11. System must reconcile daily fines and fees received with Polaris patron accounts. Describe.

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Reporting, Management, & Configuration Tools: 1. Bidder offers comprehensive messaging and monitoring solution that allows staff to receive alerts including: a. Real-time activity at self check-out stations and security gates b. Real-time monitoring of SIP connection and ILS connectivity for all connected devices c. Ability to control personalized alerts for pertinent staff 2. Solution will provide customer and item transactions by day of the week, customer and item transactions by hour of day, item count by item type, item count by item status, total item counts across each and every unit, and fines/fees transactions (whether by card or cash) at all selfcheckouts, whether in one location or across a system. 3. The proposed system must provide performance statistics. Describe available reporting features and the statistics that can be seen. 4. Staff must be able to monitor the status of individual or multiple self-checkout stations and security gates within a site or system-wide, and will be alerted to the status of each station, including if patron requires assistance, receipt paper is running low, station has gone offline, etc. Staff must be able to perform this function by logging in to a web interface on any computer with internet access. 5. An administrator must be able to set up alerts for selected staff associated with devices within their area of responsibility. Describe options for distributing management and alerts for multiple users. 6. Authorized staff must be able to configure individual or multiple network attached devices within a site or system-wide by logging in to a web interface on any staff station, with these changes being pushed to all units across a system or a branch. 7. Authorized staff must be able to run and view diagnostic logs for each network attached device to ensure they are operating properly by logging in to a web interface on any staff station. 8. Describe how staff is able to generate reports without having to contact bidder. Describe.

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Security Gates and Detection System 1. The proposed system must have a read range of no less than eighteen inches (18”) in either direction of each gate. 2. Proposed system should provide the option for detecting unchecked out items on one or both sides of the security pedestals. 3. The proposed system must have the option to only trigger an alarm when a patron is exiting the Library. 4. Security system must perform bi-directional patron counting. 5. The proposed system should be approved by CSA or UL for safety to Library patrons and staff. The entire system (not various components) shall be approved. As verification of CSA or UL certification of the entire device, the CSA/UL mark shall be displayed on the serial plate of the equipment. 6. The detection systems must be shielded from external interference from light fixtures, elevator motors, etc. 7. Security system must not damage or erase magnetic material. 8. The proposed detection system must include a patron counter which can be reset by Library staff. Explain how the counter is reset. 9. The proposed system must be able to issue visible and audible warnings. Describe options. 10. The proposed system must provide software alerts for staff, in real-time, indicating the reason gates are alarming. Describe where these alerts may be displayed and what information can be displayed (e.g. title of book?). 11. The proposed system gate software must provide comprehensive reporting tools. Please describe. 12. The proposed system must provide item security even when the Library’s ILS or network is off-line or not functioning. It should not require contact with the ILS to verify every item passing through the gate is properly checked out.

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13. In order for the Library to conserve energy when the gates are not in use, the gate systems must have a standby mode for energy savings. The gate systems must activate to full power when a person enters the detection zone. 14. The proposed system must offer multiple installation options. Describe. 15. Provide the distances at which the security gates must be installed from other RFID or electronic items and/or metal shelving so as not to incur interference. 16. The proposed system must display that it is functioning correctly and, if not, be easy for staff members to tune/calibrate without calling bidder or a technician. 17. The proposed system should only require a single data connection for multiple pedestals. 18. The proposed system must have an on/off key switch accessible to staff. 19. The proposed system must accurately identify items that have been checked out with 97% accuracy (including a combination of 25 books, CDs, DVDs and periodicals). State the proposed system’s guaranteed detection level. 20. The proposed systems accurately identify items that have not been checked out with 99% detection accuracy (including a combination of 25 books, CDs, DVDs and periodicals) and no more than 1 per 1000 false alarms. Portable Inventory Device 1. The portable inventory device must be able to scan shelves without having to stop and/or handle each item. 2. The portable inventory device must feature an easy-to-use, generously sized touch screen display. Describe the display of the unit (include screen shots). 3. The portable inventory device must incorporate an ergonomic design, to aid user in reading shelves at all levels, be easy to use and be relatively non-stressful to wrist, arm, shoulder, and elbow. Describe the unit including how it is carried (or worn) and how much it weighs.

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4. The portable inventory device battery life must allow the user to work for several hours before charging or changing batteries is required. State number of hours of operation before recharging is required (and how long it takes to fully recharge once depleted). 5. The portable inventory device must be capable of reading no fewer than ten items of a thickness of ⅛” thick or more per second with 99% accuracy. 6. The portable inventory device must have the capacity to read multi-line, fixed-length-field, or delimited-field records from an electronic file containing shelf or search lists exported from the ILS for use in a portable handheld RFID reader. Describe. 7. The portable inventory device must accommodate data collection simultaneously with other functions. Describe. 8. The portable inventory device must direct the user to items on “pull” lists and provide a method to keep track of which items have been found and which have not been found. 9. The portable inventory device must accommodate data collection of up to one million items to collect and store identifiers of items scanned and store those items in userdefined categories for upload. Describe options for categories and how lists are uploaded to ILS or other systems (e.g. spreadsheet). 10. The portable inventory device must be able to save data about found items and easily upload the data into the Polaris inventory module. Describe. 11. The portable inventory device must provide an easy way to upload information to the Library’s collection management module. 12. The portable inventory device must assist a user with sorting items on a shelf or cart. Describe. 13. The portable inventory device must assist a user with item searches. Describe. 14. The portable inventory device must identify items on multiple user-defined search lists (e.g. missing, claims returned, billed, lost and paid, weed lists, pull lists, inventory). Describe. 27 | P a g e

15. The search capability must be active during data collection, sorting, pulling, and finding functions, with option to turn it off if desired. 16. The portable inventory device must allow a user to identify individual items that have not been properly checked out on library carts or shelves. 17. The portable inventory device must validate item identifier (bar code) data from input lists and provide a log of errors found. 18. The portable inventory device must create uploadable files containing lists of collected data, lists of items pulled, and lists of items not pulled. Describe options for uploading including wirelessly over the Library’s WiFi network, Bluetooth, memory card, etc. 19. The portable inventory device must have an audible tone and visible indicators to verify item has been identified. The audible tones shall be optional and volume adjustable by the user. 20. The portable inventory device must have builtin diagnostics for troubleshooting. Describe. 21. To be able to read items that may not be tagged with RFID, the portable handheld reader must support barcode scanning.

Multipurpose Handheld Device 1. Handheld device must allow staff to check-out items while in the stacks using a patron’s library card (or library card number). 2. Handheld device must feature an easy-to-use, generously sized touch screen display. Describe the display of the unit (include screen shots). 3. The handheld device battery life must allow the user to work for several hours before charging or changing batteries is required. State number of hours of operation before recharging is required (and how long it takes to fully recharge once depleted).

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4. The handheld device must have the capacity to read multi-line, fixed-length-field, or delimitedfield records from an electronic file containing shelf or search lists exported from the ILS for use in a portable handheld RFID reader. Describe. 5. The handheld device must accommodate data collection simultaneously with other functions. Describe. 6. The handheld device must direct the user to items on “pull” lists and provide a method to keep track of which items have been found and which have not been found. 7. The handheld device must accommodate data collection of up to one million items to collect and store identifiers of items scanned and store those items in user-defined categories for upload. Describe options for creating categories, and how lists are uploaded to ILS or other computer systems ( e.g. wirelessly over the Library’s WiFi network, Bluetooth, memory card, etc..) 8. The handheld device must be able to save scanned item data for upload into the ILS’ inventory module. 9. The handheld device must assist a user with sorting items on a shelf or cart. Describe. 10. The handheld device must assist a user with item searches. Describe. 11. The handheld device must identify items on multiple user-defined search lists (e.g. missing, claims returned, billed, lost and paid, inventory, weed, on hold). Describe. 12. The search capability must be active during data collection, sorting, pulling, and finding functions, with option to turn it off if desired. 13. The proposed system must accommodate searching such that staff can quickly enter search criteria directly into the device, then search for items that meet those criteria. The system must allow display of the title of item on the device. 14. The handheld device must allow a user to identify individual items that have not been properly checked out on library carts or shelves.

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15. The handheld device must validate item identifier (bar code) data from input lists and provide a log of errors found. 16. The handheld device must create uploadable files containing lists of collected data, lists of items pulled, and lists of items not pulled. Describe. 17. The handheld device must have an audible tone and visible indicators to verify item has been identified. The audible tones shall be optional and volume adjustable by the user. 18. The handheld device must have built-in diagnostics for troubleshooting. Describe. 19. To be able to read items that may not be tagged with RFID, the portable handheld reader must support barcode scanning.

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Health and Safety The bidder shall provide information pertaining to the safety and accessibility of their equipment. Specifically: 1. All equipment must be CSA- or UL- or ETL-approved for adequate fire and safety compliance. That compliance must be for complete units in the system and not for individual electrical components or pieces. 2. Bidders shall provide documentation and certification listing numbers of the CSA, UL, or ETL approval. 3. All RFID equipment must be FCC compliant. Provide documentation. 4. The system must be in compliance with ADA guidelines for wheelchair clearance and for reach range standards. 5. Detection or security corridors must be in compliance with relevant ADA requirements. Bidder Experience & Capability The bidder shall provide information on its experience and qualifications, which enable it to provide a suitable solution for the Library, including, but not limited to, the following items: •

• • • • • • •

Brief history of the company, including incorporation and ownership, and experience installing the products and services requested in this RFP. It is desired that the bidder only comment on the history and experiences of its library division for the purposes of this RFP. Commitment to standards and interoperability in library systems including positions on any NISO bodies or participation in other national or international standards bodies. Details of any parent company, partners, and suppliers as well as the nature of the bidder’s relationship to them. Details of any sale, acquisition, or merger anticipated by the bidder. Details of any litigation instigated against the bidder or cancellation of contract for nonperformance of the bidder in the past five years. Details of any litigation with another bidder, supplier, or manufacturer in the industry. Demonstrable financial viability of bidder. Any other information regarding the bidder’s experience, which will assist the Library in evaluating the proposal and making an ultimate decision.

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References The bidder must supply three references for similar work it has undertaken over the past five years, preferably within a library using Polaris in an environment where EM security was being replaced with RFID security. Please provide the library name; the ILS in use; contact name(s); email address; telephone number; and a brief description of the work performed, including products provided and the installation year. Failure to provide the above information may result in the bidder being disqualified and its proposal not considered. Library reserves the right to contact any and all references to obtain information without limitation and regardless of the bidder’s performance on the listed jobs. A uniform sample of references will be checked for each bidder. Project Implementation The bidder shall provide a comprehensive project implementation plan. This plan will include: • • • •

Project management and technical support personnel, with a brief description of each person’s qualifications and experience; Project implementation timeline for each major part of the implementation, such as tagging or installation; Details of any materials that the library will be expected to provide which are outside the provisions of the bidder’s proposal; Information on training materials, topics covered, training approach, and training schedule.

Project Personnel & Qualifications • Provide experience, qualifications, and role for each person who will be participating in the project. That is, state the background of each team member, years of experience, length of employment with your firm, and experience providing the products requested in this document. • Include a list of relevant and successfully completed projects by these team members. • Provide the name of the person who will direct the overall project throughout the duration of the contract and key responsibilities. Include any subcontractors. • Include an organizational chart for the proposed project team, identifying the team leader, and all roles and areas of responsibility.

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Training & Documentation Bidder will supply adequate training free of charge to the Library as part of the implementation process. Adequate training is defined by the following: 1. Training key circulation, technical services, system administration, and public services staff in the use of all equipment. Total number of staff to be trained is approximately 25-35. 2. Training will be performed by the bidder and will take place at the Library. Additional training requirements include: 1. The Library requires user manuals, plus any other materials that are typically distributed during training. 2. The Library requires that manuals be available in electronic format with unlimited distribution within the Library, and shall be supplied free of charge. 3. The Library requires unlimited interaction with the bidder sales staff and technical support staff during installation planning, the installation phase, and follow-up immediately after such installation. 4. Introductory operator/user/staff training shall be provided at no charge. 5. Indicate options and pricing for additional staff training periods and topics.

Project Support & Maintenance The bidder shall provide details on its service and support and continued maintenance over the life of the system. Details will include: • • • • • • • • • •

Normal operating hours for tech support, and procedures for obtaining assistance during off hours; First year costs, if any, and subsequent years costs; Any sub-contractors with which the bidder works; Any warrantees and/or guarantees for the system and/or support and service; Guaranteed response times for both remote and on-site support; Locations of support technicians; System update and upgrade policy; Turnaround time guaranteed by bidder to acquire and install replacement parts; Qualifications of key support team personnel; Sample sales, software, and support agreements.

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Guarantees & Warranties Bidder shall provide details of all guarantees and warranties that accompany its solution. Bidders must respond to every requirement contained in the Guarantees and Warrantees section of the RFP using the following criteria specified below: STANDARD. Service is available as requested and is included for all customers at no additional charge. OPTIONAL. Service is available but there is an additional fee associated. Describe the exact terms of your service offering as well as any costs involved (Years 1-5). NO. Service is not available as requested. 1. Bidder provides an all-inclusive, 12-month extended warranty on equipment, software, and components and offers a maintenance/service contract thereafter. All proposed maintenance/service contracts are subject to negotiation by the Library. 2. Bidder offers a 12-month, 100% money-back performance guarantee on all equipment purchased and covered by a 12-month extended warranty or service agreement. If the detection system does not perform to the level of performance outlined in the specification document for this product (detection rate and false alarm rate), the bidder must either make the system meet the specified performance level or refund the entire purchase price and remove the system at no charge to the Library. 3. Software warranty: Software patches and service pack releases must be supplied at no additional charge to the Library and must be performed by the bidder. 4. Tag Guarantee. Bidder must warrant that provided tags have passed quality control inspection and any defective tags on a roll are clearly marked and replacement tags have been proactively provided. Describe the warranty available on RFID tags including replacement policy. 5. Tag Performance Guarantee. Bidder provides performance guarantee (e.g. read range) of provided tags and antennas and readers. Describe the terms of your performance guarantee for each component.

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6. Software patches and upgrades. Bidder must warrant that software patches and upgrades are supplied free of charge to the Library and are performed by the bidder’s trained technicians. Describe how often patches and upgrades are applied and how they are scheduled with Library. 7. Local Authorized Service Technicians. Bidder must warrant that service technicians will be stationed within 200 miles, are fully-trained and certified by the manufacturer to perform service on any related hardware or software. Specify location of nearest such service technician. 8. 24-Hour Support Line. Verify that the Library can request support 24 hours a day using a toll-free number. 9. On-Site Support. Bidders guarantees to be on-site within 24 hours of being notified that a unit (selfservice unit, security gate, workstation, handheld) is out-of-service 10. Phone Support. Bidders guarantees to be respond to all service calls within 4 open library hours (e.g. if the bidder gets a service call overnight, the Library should get a callback no later than 1pm the next afternoon.) Describe guaranteed remote support response time. 11. Parts. Local service technicians are equipped with parts normally required to service the equipment and reduce downtime. 12. Bidders agrees that failure of bidder to meet specified standards may result in termination of the service contract. 13. The service agreement must be renewable on an annual basis. 14. Warranty and service requirements apply to both standard and optional system components. 15. The bidder shall provide sample sales, software, and support agreements. 16. Describe any penalties that will be accessed should any of the above guarantees are not met.

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System Pricing In addition to the bidder’s own attached quote sheet, proposal responses should include detailed pricing information. Bidder shall supply amount needed, unit prices, and extended prices for the proposed solution, including all hardware, software, installation, shipping, and training. Provide pricing for any proposed options that have been included in the response as well. Shipping and any applicable taxes should be listed separately. Prices must be guaranteed for 120 days following proposal due date. It is also preferred that the bidder show any leasing options for the system.

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Cost Proposal Please complete the table below with pricing information. Prices should be F.O.B. Destination, and include training, installation, and any other items necessary for complete system operation. PRODUCTS ISO 28560-2 Compliant RFID Book Tags ISO 28560-2 Compliant Full Coverage RFID Disc/Media Tags Conversion Station – lease Conversion Station – purchase Conversion Station components (no cart) Circulation Staff Workstations Self-Checkout station Fines & Fees Functionality – credit/debit Fines & Fees Functionality – cash Single Aisle Security Gates Triple Aisle Security Gates Portable Inventory Device Portable Multipurpose Handheld

QUANTITY

PRICE PER UNIT

EXTENDED PRICE

300,000 21,000 12 months 1 1 20 11 11 11 3 1 1 2

Tax Installation Shipping Training Support Hardware and Software Maintenance TOTAL RFID SOLUTION:

$

Other costs (please list in detail):

$ _______________________________

Total project cost:

$ _______________________________

Annual service/maintenance costs (including parts, labor, and travel) Year Two:

$ ________________________________

Annual service/maintenance costs (including parts, labor, and travel) Year Three:

$ ________________________________

Annual service/maintenance costs (including parts, labor, and travel) Year Four:

$ ________________________________

Annual service/maintenance costs (including parts, labor, and travel) Year Five:

$ ___________________________________

TOTAL COST OF RFID SOLUTION OVER 5 YEARS:

$ ________________________________

Return on Investment As noted above, one of the critical requirements of the project is to allow the Library to redeploy staff out into the community and to expand the service offerings beyond the library walls by providing patrons with an easy-to-use self-service check-out (that includes fines and fees payment). Please provide metrics and a calculation of the Library’s return on investment based on what you have observed with other customers and what you know about Library. Appendices The Library has been fairly specific about the specific types of equipment desired, how many of each item and how the systems should work. However, we would like to hear from bidders about solutions we may not have considered or suggestions you might have to improve upon what we’ve envisioned. Any such recommendations or options that differ from what has been requested should be included in a separate appendix. Each option should clearly delineate all costs associated with that option and include an explanation of the benefits over the bidder’s primary proposal. Documentation requested in the General and Technical Requirements that should be provided as an appendix include: • • •

Tag testing documentation FCC Part 15 certificate showing compliance CSA or UL Listings for staff workstations, self-service machines, security gates, and portable devices

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Declaration and Signature ADDENDA: Receipt is acknowledged of Addenda numbers ______ OPTIONAL SITE VISIT: A representative chose to visit: YES ____ NO ___ TIME OF COMPLETION: The undersigned agrees to deliver the specified equipment within ______ calendar days from the date of the award of the contract. DECLARATION: The undersigned hereby declares the bid specifications have been carefully examined and this proposal is submitted in compliance therewith. The undersigned understands that competence and responsibility, time of completion, as well as other factors of interest to the Library may be a consideration in making the award. The Library reserves the right to reject any and all proposals, to accept or reject alternate proposals and unit prices, and waive technicalities concerning the bid proposals received as it may be in the Library’s best interest to do so. AUTHORIZED REPRESENTATIVE:

Authorized Representative’s Name

Title

Authorized Representative’s Signature

Date

Company

Telephone

Street Address

E-Mail

City/State/Zip

Fax

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