This proposal has been developed specifically for the Garfield County Public Library District and may or may not be the same as previous or future solicitations for this type of service. Therefore, all responders are urged to review these instructions in detail before submitting their proposals.
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Introduction
The Garfield County Public Library District (GCPLD) is soliciting written proposals from qualified firms for the procurement of RFID self-checkout stations that are compatible with multiple format RFID tags and are compatible with Innovative Interfaces’s Sierra software through SIP 2. To be considered responsive, all responders must submit complete documents as required in this request for proposals (RFP).
The scope of work, proposal requirements, responder selection process and costs for purchase and support are contained in the body of the RFP. Proposals must be received electronically at ashelley@gcpld.org
no later than 4pm Tuesday September 1, 2015.
1. Scope of Work:
GCPLD has six libraries located in Garfield County, Colorado that together circulate a total of approximately 750,000 items per year. Additionally, GCPLD is a member of the Marmot Library Network and Prospector consortia and circulates items for numerous other libraries, each with their own RFID and barcode configurations. GCPLD is seeking to purchase eleven RFID self-check stations to replace existing Integrated Technology Group (ITG) RFID self-checks. This RFP includes delivery, installation, staff training, full warranty and post-warranty maintenance, support and service updates for both hardware and software. GCPLD uses 135 RFID tags and Codabar 13 digit barcodes. Self-check equipment will need to be able to scan barcodes and read multiple formats of RFID tags. Self-checks would need to read a wide variety of RFID tag types from other libraries.
Currently the library uses III’s Sierra integrated library management system (ILS) that is managed by
Marmot Library Network, Inc. Barcodes are used for patron’s library cards and are used as a back-up on each circulating item. GCPLD does not use RFID for security. Any system selected must be compatible with both Sierra and other ILS systems in the event of a migration.
Proposal should include:
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Seven (7) stand-alone self-check kiosks
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Four (4) table top self-checks compatible with existing furniture
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Touch screen patron interface
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Integrated receipt printers
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Built-in barcode scanners (easy to use and reach)
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Patron payment options
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All software and hardware
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Staff station notification for errors and warnings
2. Interested Parties: All interested companies are invited to submit a proposal in accordance with the terms, conditions, and specifications contained herein.
3. Sole Point of Contact: Questions and requests for clarifications regarding this RFP must be addressed, in writing or email, to Amelia Shelley, Executive Director at ashelley@gcpld.org
. Questions and requests for clarifications may be sent via email, provided that the RFP number, title, and the words
“question” and/or “clarification” are identified in the subject area of the email. Questions and requests without this subject identification may be considered routine emails, and may not get properly addressed. No communication from any other source shall be considered by the proposer(s) as valid information with regard to these terms, conditions, and specifications.
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All questions and requests for clarification will be responded to either in writing or by email to all proposers. Any responses by GCPLD that are considered to be a change in the terms, conditions, and specifications of this RFP will be sent by written addendum. No communications of any kind may be considered a change to the terms, conditions, and specifications in this RFP unless received by the proposers via formal written addenda.
4. Tax Exemption: GCPLD, as a local government entity, is exempt from sales and use taxes. Bidders shall inform all prospective subcontractors and suppliers, as necessary, from whom they expect to obtain services or supplies of the tax-exempt status of GCPLD. Following the contract award, an exemption certificate will be furnished by GCPLD if the contractor requests.
5. Expenses: The GCPLD assumes no liability for payment of expenses incurred by proposers in the preparation and submission of proposals in response to this invitation.
6. Conflict of Interest: Any contractual relationship with any GCPLD personnel in the twelve (12) months preceding the distribution of their RFP, or any similar or potential conflicts of interest, may, at the sole discretion of the GCPLD, be grounds for rejection of the proposal and/or termination of any contract awarded.
7. Non-Discrimination: The Contractor agrees not to refuse to hire, discharge, promote, or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability.
8. Governing Law: The laws of the State of Colorado shall govern any contract executed between the successful proposer and GCPLD. Further, the place of performance and transaction of business shall be deemed to be in the County of Garfield, State of Colorado, and in the event of litigation, the exclusive venue and place of jurisdiction shall be the State of Colorado, and more specifically, Garfield County,
Colorado.
9. RFP Schedule:
RFP Specifications Released August 7, 2015
RFP due at 4pm September 1, 2015
Review process begins September, 2015
Demonstrations, as needed, TBD September-October, 2015
Vendor selected, November 2015
10. Tentative Purchasing Schedule:
Board of Trustees Approval of Vendor Selection - November 2015
Contract Signed -November 2015
Begin delivery, installation and conversion - January 2016
Delivery, installation and conversion completion – January 2016
11. Proposal Preparation: a) Substantive proposals: By submitting a proposal, the proposer guarantees that (a) its proposal is genuine and is not made in the interest of, or on behalf of, any undisclosed person, firm, or corporation; (b) it has not directly or indirectly induced or solicited any other respondent to put in a false bid; (c) it has not solicited or induced any other person, firm, or corporation from
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proposing; and (d) it has not sought by collusion to obtain for itself any advantage over any other proposer or over GCPLD. b) Insurance Requirements: The successful proposer shall have and provide evidence of Workers’
Compensation Insurance and Liability Insurance. c) Indemnification: The proposer agrees to, and shall, defend, release, and indemnify, and save and hold harmless GCPLD, its officer, agents, and employees from and against any and all damages to property or injuries to or death of any person or persons, including property and officers, employees, and agents of GCPLD, and further agrees to, and shall, defend, indemnify, and save and hold harmless GCPLD, its officers, agents, and employees, from and against any and all claims, costs, demands, liabilities, suits, actions, causes of action, and other legal or equitable proceedings of any kind or nature whatsoever, of or by anyone whomsoever, including, but not limited to claims arising out of and/or predicated upon negligence, breach of contract, tort, or strict liability, in any way resulting from, connected with, or arising out of the contractor’s operations or performance in connection herewith. d) Date Schedule: By submitting a proposal, the proposer guarantees that it will be able to comply with the overall elements of the purchasing/leasing and services calendar. e) Submission Information and Documents:
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To be complete, a vendor response to this RFP must have:
Vendor’s response to RFP functional specifications
Vendor’s pricing, timeline and references
Vendor’s cover document verifying the pricing
Vendors may optionally provide:
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Vendor Standard Contract
Vendor Supplementary Materials f) Withdrawal of Proposal: A vendor may withdraw its own proposal at any time prior to the proposal due date and time as identified herein. After that date and time, no vendor may withdraw its proposal for any reason. All proposals shall be valid for a period not less than 90 calendar days after the proposal due date and pricing may not increase from the award of the contract(s) to the installation of all products and services. g) Confidentiality: All Materials submitted in response to this RFP become the property of the
GCPLD, upon delivery, and are to be appended to any formal documentation that would further define or expand any resulting contract. Proposals are public information. If proprietary information is needed to support your proposal, it must be packaged separately and labeled
“CONFIDENTIAL.” Such labeled items will be returned at the end of the selection period.
12. Selection: a) Vendor Selection: It is the intent of GCPLD to select only responsible and responsive firms.
GCPLD may select one vendor for all components of RFID, or it may select two or more vendors, at its sole discretion. This RFP does not constitute a commitment to procure any of the products and services proposed.
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b) Right of Acceptance and Rejection: GCPLD reserves the right to accept or reject any or all proposals and to waive any formalities, informalities, and deviations, which, in its opinion, best serve the interests of GCPLD. GCPLD is not bound to accept the lowest priced proposal. c) Negotiation: Subsequent to the proposal due date, GCPLD reserves the right to negotiate terms and conditions with vendors. GCPLD reserves the right to negotiate modifications to a proposal with a single vendor without obligation to negotiate similar modifications with other vendors.
GCPLD reserves the right to award its total requirements to one vendor or a portion of its requirements among as many vendors as GCPLD may deem to be in its best interest.
Negotiations may or may not be conducted with vendors. It is expected that your proposal will include your most favorable terms and conditions. d) Basis of Award: An evaluation team will judge the merit of proposals received in accordance with the general criteria defined within this RFP. The recommendations of this committee will be forwarded to the Board of Trustees for approval and execution. The following criteria will be taken into consideration when making evaluations of proposals. This list is not intended to be exhaustive: a.
Completeness of Proposal - Were all items in the RFP addressed with all information requirements supplied? b.
References - Quality of provided references, similarity to GCPLD and the information they provide about the vendor, vendor relationship and quality of service and products received. Also their satisfaction with the system they have, its reliability and patron satisfaction and overall capabilities. c.
Background and Experience - The vendor and any other sub-vendors' business experience in this field. d.
Pricing - GCPLD is looking for the best-value proposal that meets the needs of the district to include all cost aspects of service. e) Scoring and vendor selection - All proposals will be given thorough review. Selection will be based on weighted results from the online RFP, onsite demonstrations showing the ability to perform tasks, or meet performance and technical requirements. These include but are not limited to:
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Price for equipment
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Quality of references
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Ability to perform tasks (checkout materials/renew/pay fines)
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Customizable patron interface
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Operating expenses, including expected maintenance costs
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Operate within III/Sierra and Marmot ILS parameters
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Ability to read all other RFID tags used by other libraries
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Ease of use and learning for patrons and staff
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Interoperability of tags, barcodes and self-checks
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Provide receipt for patrons with due date(s) and item title
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Options for printing/not printing and emailing receipts
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Error messaging
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Interactive interface for staff to "see" and "fix" errors from remote locations
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Onscreen and verbal (if capable) prompts and foreign language capabilities
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Ability to use our existing barcode locations and RFID tags
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Ability to not harm magnetic media
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Ability to provide reports as needed
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Ability to provide situational overrides (i.e. item on hold for another patron, or item not
(discharged)
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Other options that might be considered positively: payment options, warranty, etc. f.
Quality of Service (installation, training, warranty, maintenance contract) as compared to competitors and references either provided or discovered. g. h.
Any other items deemed in the best interests of GCPLD.
Failure to follow directions or provide all requested information may cause your proposal to be rejected.
13. General Provisions: a) Acceptance Not Waiver
GCPLD approval of the services furnished hereunder shall not in any way relieve VENDOR of the responsibility for the quality and completeness of the services. GCPLD approval or acceptance of, or payment for, any of the services shall not be construed to operate as waiver of any rights under the agreement or of any cause of action arising out of the performance of the agreement. b) Assignment
Neither the agreement, nor any rights or obligations hereunder shall be assigned or delegated by a party without prior written consent of the other party. Vendor’s duties may not be subcontracted to another entity. c) Invalidity
If any provision of the agreement is held invalid or unenforceable by any court of competent jurisdiction, or if GCPLD is advised of such an actual or potential invalidity or unenforceability, such holding or advice shall not invalidate or render unenforceable any other provision hereof. It is the express intent of the parties that the provisions of the Agreement are fully severable. d) Contingencies
Vendor certifies and warrants no gratuities, kickbacks or contingency fees were paid in connection with the agreement, nor were any fees, commissions, gifts or other considerations made contingent upon the award of the agreement. e) Discrimination
All parties agree they will not discriminate against any person who performs work under the terms and conditions of the agreement because of race, color, gender, creed, handicapping condition, or national origin. f) ADA Compliance
All parties agree they will not discriminate against a qualified individual with disability, pursuant to a law set forth in the Americans with Disabilities Act, P.L. 101-336, 42 U.S.C. 12101, et. seq ., and/or
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any properly promulgated rules and regulations relating thereto. g) Colorado Immigration Law
VENDOR certifies that it shall comply with the provisions of CRS 8-17.5-101, et seq. Vendor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to Vendor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the public contract for services. Vendor has participated or has attempted to participate in the basic pilot program in order to confirm the employment eligibility of all employees who are newly hired for employment in the
United States. Vendor represents, warrants, and agrees that it has confirmed or attempted to confirm the employment eligibility of all employees newly hired for employment in the United
States through participation in the basic pilot program and, if Vendor is not accepted into the basic pilot program prior to entering into a public contract for services, that Vendor shall apply to participate in the basic pilot program every three months until Vendor is accepted or the public contract for services has been completed, whichever is earlier. Vendor shall comply under all reasonable requests made in the course of an investigation by the Colorado Department of Labor and Employment. Vendor represents, warrants, and agrees that it is prohibited from using basic pilot program procedures to undertake pre-employment screening of job applicants while the public contract for services is being performed. Vendor represents, warrants, and agrees that if
Vendor obtains actual knowledge that a subcontractor performing work under the public contract for services knowingly employs or contracts with an illegal alien. Vendor shall be required to:
Notify the subcontractor and GCPLD within three days that Vendor has actual knowledge that a subcontractor is employing or contracting with an illegal alien; and
Terminate the subcontract with the subcontractor if within three days of receiving the notice required the subcontractor does not stop employing or contracting with the illegal alien; except that Vendor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien.
If Vendor fails to comply with any requirement of this provision CRS 8-17.5-101, et seq., GCPLD may terminate this contract for breach of contract, and Vendor shall be liable for actual and consequential damages to the GCPLD. h) Conflict of Interest
Vendor and GCPLD affirm, to their knowledge, no employee of the firm has any personal beneficial interest whatsoever in the agreement described herein. No staff member of GCPLD, compensated either partially or wholly, with funds from the agreement, shall engage in any conduct or activity, which would constitute a conflict of interest relative to the agreement. i) Force Majeure
Neither party shall be liable to perform under the agreement if such failure arises out of causes beyond control, and without the fault or the negligence of said party. Such causes may include, but are not restricted to, Act of God or the public enemy, fires, floods, epidemics, quarantine restrictions, freight embargoes, and unusually severe weather. In every case, however, a failure to perform must be beyond the control and without fault or the negligence of said party. j) Limitation on Payment
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GCPLD’s payment obligation is conditioned upon the availability of funds, which are appropriated and allocated for the payment of this obligation. If funds are not allocated and available for the continuance of the services and equipment provided by Vendor the agreement may be terminated by the GCPLD at the end of the period for which funds are available. GCPLD shall notify Vendor at the earliest possible time of the services, which will or may be affected by the shortage of funds. At the earliest possible time means at least thirty (30) days before the shortage will affect the payment of claims, if the GCPLD knows of the shortage at least thirty (30) days in advance. No penalty shall accrue to the GCPLD in the event this provision is exercised, and the GCPLD shall not be obligated or liable for any future payments due or for any damages as a result of termination under this provision. This provision shall not be interpreted or construed to permit the GCPLD to terminate the agreement in order to acquire similar services from another party. k) Compliance with Laws
Vendor shall comply with all applicable laws, regulations and ordinances, whether federal, state or local to the best of Vendor’s knowledge or within normal industry standards of care.
PROPOSAL FORMS
The undersigned agrees to furnish a proposal for materials handling and self check-out utilizing RFID to
GCPLD in compliance with this Request for Proposal.
By submission of this proposal, the responder certifies:
No federal, state, county or municipal taxes have been included in the quoted prices and none will be added.
Prices in this RFP have been arrived at independently, without consultation, communication or agreement for the purpose of restricting competition. Prices in this RFP have not knowingly been disclosed by the manufacturer and will not be prior to award to any other supplier.
No attempt has been made nor will be by the manufacturer to induce any other person or firm to submit an RFP for the purpose of restricting competition.
The individual signing this RFP certifies that he/she is a legal agent of the manufacturer, authorized to represent the manufacturer and is legally responsible for the decision as to the prices and supporting documentation provided.
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