Financial Stewardship Institute
Capstone Presentation 2014
Really Fabulously Intelligent Ducks
Angie Donahue
Jackie Etchison
Turi Holte
Lynn Egli
Lisa Knox
Pam Palanuk
Our Purpose
Our team was tasked with making a
recommendation for the procurement and
maintenance of a Radio Frequency Identification
(RFID) tracking system for bedroom and lounge
furniture used in residence halls. This system
will be used to track and maintain furniture
inventory used in individual bedrooms and
common areas such as lounges, classrooms, and
study spaces.
What’s In a Residence Hall?
Room configuration (example)
What is Data Capture? What is RFID?
Case Study: AeroScout System,
Oregon State University Disability Access Services
System Overview: Real-time tracking of 460 pieces of high value
equipment, tags are battery powered and utilize the OSU Wi-Fi
network.
System Expenses: Initial implementation costs $78K, breakdown below.
- $50K purchase price of system
- Tags $25 each (500*25 = $12,500)
- Annual maintenance of the system is $15,700
- IT involvement is necessary for both implementation and
management of the system. This additional cost was not factored in the
total.
Case Study: AeroScout System,
Oregon State University Disability Access Services
•
Cost Benefit Analysis
While the system has all of the
features Housing would like in
an RFID system, to be
considered, the system must
cost under $100K. Wi-Fi tags, at
$25 each, are too expensive for
this to be a feasible solution.
a) Tag cost would need to stay
under $1.75 tag, as 20,000 tags
are needed
b) 20,000*$1.75 = $35K
c) System $50K, Support $15K,
Tags $35K = $100K Threshold
Sacred Heart Medical Center - RiverBend
System Overview: Real-time tracking of hundreds of IV pumps, valued at $3K each, and a
scarce critical resource. Tags are battery powered and utilize the secure Versus
network, not Wi-Fi, but the technology is very similar.
System Expense: Tags are approximately $25 each. No additional RFID system costs
obtained, as tag costs alone make system unaffordable for Housing.
Cost Benefit Analysis: This solution will also not meet the needs of Housing due to high
cost.
Case Study: UO College of Arts and Sciences
QR Code Optical Read & Database Option
System Overview: QR ("Quick Response") Code is a barcode that contains data that can be read
by a phone's camera, once a reader application has been downloaded. The phone's camera
acts like a scanner, allowing it to "read" the barcode, and then directly link the user to a
website. In this particular application, once the QR is scanned, the barcode will take you to
that specific item’s information, which is pulled from a database and posted on the web via
Drupal, an open sourced software package.
Case Study: UO College of Arts and Sciences
QR Code Optical Read & Database Option
Possible Solution for UO Housing?
Pros:
• The cost to implement would be low, requiring only a programmer to
change the data fields currently being used to new categories and a hand
held smart phone/tablet/etc.
• Complete online inventory system, with the ability to have a count of all
items and sort by specific categories by exporting data into Excel.
Cons:
• Optical system would require “line of sight” (close proximity) scanning.
• Labor would be required to input the data into the database. Fields can
come pre-populated to assist in the data entry process.
• High risk of user error.
Checkpoint with Housing
Scoring Solution Alternatives
Optical Solution similar to UO-developed College of Arts
and Sciences application
Did not meet Housing’s requirements due to need for “line
of sight, close proximity scanning”
Very affordable system with minimal support costs
Paper tags may not last 5-10 years
Optical Quick
Reader (QR)
Solution / Evaluation
Criteria
Locate and read chip info
without entering the students
dorm room
Optical
Green
Meets criteria
Yellow
Unknown
Red
Does not meet criteria
Affordable System
Useful Life 5-10
years
Minimal Support
Cost
Checkpoint with Housing
Scoring Solution Alternatives
Close proximity radio frequency read 1-3 inches does not
meet UO Housing requirements
Unknown cost
RFID Passive
Low Frequency
Solution / Evaluation
Criteria
Locate and read chip info
without entering the students
dorm room
Optical
RFID passive LF
Green
Meets criteria
Yellow
Unknown
Red
Does not meet criteria
Affordable System
Useful Life 5-10
years
Minimal Support
Cost
Checkpoint with Housing
Scoring Solution Alternatives
Very capable long-distance (up to 30 feet) solution
Links to UO WIFI network
Very expense at $25/tag
Does not meet affordability criteria
RFID Active
Solution / Evaluation
Criteria
Locate and read chip info
without entering the students
dorm room
Optical
RFID passive LF
RFID Active
Green
Meets criteria
Yellow
Unknown
Red
Does not meet criteria
Affordable System
Useful Life 5-10
years
Minimal Support
Cost
Checkpoint with Housing
Scoring Solution Alternatives
Possible solution in RFID Passive UHF (unknown)
RFID Passive
Ultra-high
Frequency (UHF)
Solution / Evaluation
Criteria
No experts on RFID in housing or on FSI team
Housing Procurement recommendation to proceed with
Request for Information (RFI)
Locate and read chip info
without entering the students
dorm room
Optical
RFID passive LF
RFID Active
RFID Passive UHF
Green
Meets criteria
Yellow
Unknown
Red
Does not meet criteria
Affordable System
Useful Life 5-10
years
Minimal Support
Cost
Checkpoint with Housing
Interim Report: Options
1.
2.
3.
4.
Explore optical solution instead of radio frequency
identification (RFID)
Hire consultant
Post UO Request for Information
Cancel project
Procurement Process Options
• Purchase Order
– Standard UO terms, $25K or less in five year period
• Request for Information
–
–
–
–
Exploratory. Posted publically with Description of Use and University Questions
No quotes obtained. Only publically available information
On-site presentations optional
No obligation to move to procurement of any kind
• Request for Quote (Informal Procurement)
–
–
–
–
–
Generally custom terms and conditions
$25-$150K over 5 year period
Advertised at least 5 business days, at least 3 quotes, MWESB
Obtain quotes with description of product/services
Score submissions
• Request for Proposal (Formal Procurement)
–
–
–
–
Generally custom terms and conditions
>$150K over 5 year period
Significant statutory procurement requirements
On-site presentations normally required
Current State of the Project
• A special thank you to Cathey Susman and
Allie O’Conner in PCS for providing a special
training to our team for procurement options.
• RFI generated multiple responses.
• Request for Proposals
Questions?