Request for Proposal (RFP) Automated Library …...the Automated Materials Handling system. All...

Request for Proposal (RFP)

Automated Library Materials

Handling System for Hamilton East

Public Library (HEPL)

Issue Date: December 15, 2016

Due Date: January 30, 2017, 5:00 p.m. EST

Contact: Kathryn Lorton Deputy Director – Noblesville Library

Hamilton East Public Library [email protected] (317) 770-3226

mailto:[email protected]

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Table of Contents 1. General Information ....................................................................................... 4

1.1 Timeline ................................................................................................... 4

1.2 Statement of Purpose .................................................................................... 4

1.3 Library & Project Background ...................................................................... 5

1.4 Proposal Evaluation ...................................................................................... 6

1.5 Selection Criteria ......................................................................................... 7

2. Description of Requirements ................................................................................ 8

2.1 Critical Requirements .................................................................................... 8

2.2 Design A .................................................................................................... 8

2.3 Design B .................................................................................................... 9

2.4 Noblesville Library & Fishers Library .................................................................. 9

3. Proposal Submission Guidelines ........................................................................... 10

3.1 Quantities, Appropriation, and Delivery ............................................................. 10

3.2 Liability ................................................................................................... 11

3.3 Installation ............................................................................................... 11

3.4 Responses to the RFP ................................................................................... 11

3.5 Exceptions ................................................................................................ 12

3.6 Guarantees and Warranties ............................................................................ 12

3.7 Negotiation ............................................................................................... 12

3.8 Contract Documents .................................................................................... 12

3.9 Prices ...................................................................................................... 13

3.10 Project Schedule ....................................................................................... 13

4. Proposal Format ............................................................................................. 14

4.1 Cover Letter .............................................................................................. 14

4.2 Table of Contents ....................................................................................... 14

4.3 Executive Summary ..................................................................................... 14

4.4 Description of the Proposed Solution ................................................................ 15

4.4.1 Technical Requirements........................................................................... 15

4.4.2 General Questions .................................................................................. 16

4.4.3 Design Specifications .............................................................................. 17

4.5 Vendor Experience & Credentials ..................................................................... 22

4.5.1 Corporate History .................................................................................. 22

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4.5.2 Commitment to Standards & Interoperability ................................................. 22

4.5.3 References .......................................................................................... 22

4.6 Project Implementation ................................................................................ 23

4.6.1 Project Personnel & Qualifications .............................................................. 23

4.6.2 Project Implementation Plan & Schedule ...................................................... 23

4.6.3 Health & Safety Certification .................................................................... 23

4.6.4 Training & Documentation ........................................................................ 23

4.7 Service, Support & Warranties ........................................................................ 24

4.7.1 Proposed Support and Maintenance Program .................................................. 24

4.7.2 Service Level Agreements ......................................................................... 24

4.7.3 Support Options .................................................................................... 25

4.7.4 Software Maintenance ............................................................................. 25

4.7.5 Guarantees & Warranties ......................................................................... 25

4.8 Cost Worksheets ......................................................................................... 27

4.8.1 NOBLESVILLE Design A ............................................................................. 27

4.8.2 FISHERS Design A ................................................................................... 29

4.8.3 NOBLESVILLE Design B ............................................................................. 31

4.8.4 FISHERS Design B ................................................................................... 33

4.9 Declaration and Signature ............................................................................. 35

5. Attachments .................................................................................................. 36

A: Noblesville Library Schematic – Workroom & Materials Returns .....................................

B: Fishers Library Schematic – Workroom & Materials Returns ..........................................

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1. General Information

1.1 Timeline The timeline supplied is HEPL’s best estimate and is not binding on the Library.

All questions must be emailed and directed to Kathryn Lorton, [email protected]

A complete listing of all Vendor questions relating to this RFP along with HEPL responses will be

provided to each Vendor via written addendum.

1.2 Statement of Purpose This Request for Proposal (RFP), issued by the Board of Trustees of Hamilton East Public

Library (hereby referred to as “HEPL”) is for the supply, installation, and training of an

Automated Materials Handling Solution for each of HEPL’s two library locations (Noblesville

and Fishers.) The solution shall work in conjunction with HEPL’s Integrated Library System

(ILS), SirsiDynix Symphony, and with HEPL’s RFID tags.

RFP Issued Thursday, December 15th, 2016

OPTIONAL SITE VISITS Noblesville Library 1 Library Plaza Noblesville, IN 46060 Fishers Library 5 Municipal Drive Fishers, IN 46038

Monday, January 9th – Friday, January 13th, 2017

contact Kathryn Lorton to schedule, no less than 3 business days in advance

DEADLINE FOR VENDOR QUESTIONS Wednesday, January 18th, 2017

5:00 p.m. EST

PROPOSAL DUE Monday, January 30th, 2017

5:00 p.m. EST

Selection of Vendors for Meeting/Demonstration Friday, February 3rd 2017

Library provides Demo Expectations to short-listed Vendors

Monday, February 6th, 2017

Vendor Demonstrations Due February 13th & 14th, 2016

Library Decision and Recommendation to Library Board of Trustees

Thursday, February 23rd, 2016

Selected Vendor Notification Monday, February 27th

Estimated Project Start On or after May 1st, 2016

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1.3 Library & Project Background Hamilton East Public Library (HEPL) is located in Hamilton County in central Indiana

approximately 25 miles north of downtown Indianapolis. The district covers 150 square miles, or

about one-third of the total area in Hamilton County, including Delaware, Fall Creek, Noblesville,

and Wayne Townships, the City of Noblesville, and the Town of Fishers. Hamilton County has

experienced tremendous growth in the past few decades. Between the 2000 and 2010 census, the

library district population grew from 82,296 to 140,680.

HEPL has two locations open 69 hours per week, and serves approximately 87,000 cardholders.

The 95,000 square foot Fishers Library and the 102,000 square foot Noblesville Library were

expanded and remodeled in 2005 to anticipate the needs of these growing communities. In 2015,

HEPL circulated a combined 2.1 million items between its two library locations, for an average of

600 circulations per open hour.

The Fishers Library is located in the Fishers Municipal Plaza, in close proximity to City Hall and

public safety departments, and within walking distance of several new downtown development

projects. In 2015, the Fishers Library circulated approximately 1.2 million items, for an average

of 355 circulations per open hour.

The Noblesville Library is located off of Cumberland Road, near the intersection of State Roads

32 and 27 in the county seat of Noblesville, also in close proximity to local schools. In 2015, the

Noblesville Library circulated approximately 850,000 items, for an average of 245 circulations per

open hour.

Both libraries are currently undergoing a renovation projects which will result in a shift in service

model. As part of this renovation, the libraries are removing their large, centralized service

desks in favor of smaller service points distributed around the library. Replacing the large

circulation desks at each library will be an interactive tech wall, featuring vibrant design, digital

signage, as well as materials drop off points that feed into the Automated Materials Handling

System. The design includes a glass wall, so that patrons can view the AMH System as they

return materials.

See the attached schematic drawings and design renderings of the renovated circulation areas

and desired location for the AMH system in both libraries.

The circulation areas at both libraries currently offer indoor and exterior (drive-up) materials

drop off points. Based on HEPL’s data, the volume of materials returned indoors and outdoors is

fairly balanced. However, the interior and exterior drop off points are situated with significant

distance between them – while structural and budgetary restrictions limit HEPL from making

significant changes to the locations of these drop off points.

As such, HEPL is seeking proposals for two different AMH designs. One design should include both

interior and exterior induction points and should provide an automated solution for checking in

and full sort of 95%+ of returned materials. The second design should represent an alternate,

cost-efficient solution that may or may not incorporate both interior and exterior induction

points and which may or may not require some staff intervention.

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More detailed descriptions of each desired AMH design are included in Section 2 (Description of

Requirements.)

In preparation for this project, HEPL is currently completing the process of retrospectively

converting their collection to RFID. All new acquisitions have been processed with RFID tags

since 2013. HEPL is on target to complete tagging of the collection prior to implementation of

the Automated Materials Handling system.

All pre-processed library materials come with 3M Compatible ISO Model #75470032147 RFID tags.

For other materials that library staff tag in-house, we use SmartTrac Block Lite HF RFID tags (SKU

3002138.) Both models of tags are compliant with ISO 15693 Standard.

HEPL uses barcode-only encoding for all RFID tags. Additionally, all of our materials (including

multiple disc sets and other multi-item materials) are tagged with a single RFID tag – located on

either the book cover or AV case. We intend to continue the process of visual examination for

multi-item materials rather than identifying “sets” in the RFID/AMH system. Finally, HEPL does

not currently have or intend to purchase a security system for use with our RFID tags.

As to any remaining untagged items (e.g. long overdue materials, special items) the plan is to

sort these items to an exceptions bin.

1.4 Proposal Evaluation An Evaluation Committee shall review all proposals to determine which Vendors have qualified

for consideration. Only those proposals that meet or exceed the intent of the mandatory

requirements will be further evaluated. Evaluation of functionality, customer reference

checks, customer support ratings, third-party product integration, development history, and

cost will be included in the preliminary selection process. HEPL reserves the right to select the

Vendor deemed most suitable, which may or may not be the lowest cost Vendor.

Based on the above evaluation, HEPL plans to develop a short list of Vendors. These Vendors

will be invited to an in-person meeting during the week stated in Section 1.1 Timeline. During

the in-person meeting, Vendors will be asked to present a demonstration of their proposed

solution. HEPL will provide a script/outline describing the components to be included in the

presentation. The presentation shall include aspects of the patron return experience, the staff

induction experience, unloading bins, and AMH maintenance. HEPL will provide the

demonstration script shortly after notifying short listed Vendors that they have been selected.

Vendors will have at least one week to prepare their presentation based on the provided

script. See Section 1.1 Timeline for exact dates.

HEPL reserves the right, at its sole discretion, to request clarifications of proposals or to

conduct discussions for the purpose of clarification with any or all Vendors. The purpose of any

such discussions shall be to ensure full understanding of the proposal. If clarifications are made

as a result of such discussion, the Vendor shall put such clarifications in writing.

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1.5 Selection Criteria The selection of the winning proposals will be based on a numerical scoring system. All

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:

Suitability of the proposed solution 5%

Ability to meet technical requirements 45%

Vendor experience and capability 10%

Service, support, and warranties provided to HEPL 25%

Affordability of the proposed system 10%

Clarity and completeness of the submitted proposal 5%

HEPL reserves the right to select the Vendor deemed most suitable, which may or may not be

the lowest cost solution.

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2. Description of Requirements

2.1 Critical Requirements Among other benefits, the proposed system must provide:

• Significant productivity gains through improved workflow processes

• Fast and efficient induction and sorting of staff inducted library material

• Trouble-free operation and easy maintenance for staff for ten years or more

• Cost-effective materials handling from all patron returns

• 99.5% check-in and sorting accuracy

• Improved turnaround time for patron returns and enhanced customer experience

• Flexible and robust sorter capable of handling high volume of returns yet support improved

return-to-shelf workflows

• Windows 10 compatible

2.2 Design A Design A, representing HEPL’s ideal solution, should include both interior and exterior (drive-up)

induction points and should provide an automated solution for check-in and sortation of 95%+ of

returned materials.

An ideal design for this solution should include:

1 full sortation system with a conveyor system bringing materials from both interior, exterior,

and staff induction points

1 exterior materials return point

o Drive-up

o Smart “drop & go” with de-shingler is preferred

o Use of pre-existing materials return point as much as possible, with minimal

construction to exterior wall is preferred

o Must allow patrons to still drop off materials even if the system is offline

2 adjacent interior materials return points

o 1 smart “drop & go” with de-shingler, and 1 intelligent return/self-service check in is

preferred

o Optional barcode scan for self-service check in is desirable

Flexible design that would allow for expansion to a third induction point in the future

1 intelligent return style staff induction point

8-9 sortation bins

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2.3 Design B Design B should represent an alternate, cost-efficient solution – not to exceed a total project cost of

$450,000 for both libraries. This design should incorporate as many features of Design A as possible,

and supplemented with alternative features described below.

1 full sortation system for interior materials returns, PLUS

o a “mini” sortation system for exterior materials returns

OR

o An updated “dumb” conveyor belt, utilizing the current exterior drop point; does not

feed into the sortation system; would require staff induction

2 adjacent interior return points

o One or both may be “smart returns” (either intelligent return OR drop & go)

o One may utilize our existing materials return point for “dumb” returns requiring staff

induction

No less than 5 sortation bins

2.4 Noblesville Library & Fishers Library Because HEPL is a two-library system, proposals should include four designs:

Design A (Noblesville Library)

Design A (Fishers Library)

Design B (Noblesville Library)

Design B (Fishers Library)

Each design need not be 100% identical for the Noblesville and Fishers Libraries, but the end-user

experience for patrons should have a consistent feel between each library, and the design must be

similar enough such that library staff can easily operate and troubleshoot equipment at both libraries.

The Fishers Library circulates approximately 45% more materials each year than the Noblesville

Library, so there is a greater need for a high degree of automation in Fishers – while Noblesville could

incorporate more cost-saving alternate design elements.

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3. Proposal Submission Guidelines Proposals are due on the date and time indicated in Section 1.1

Prior to proposal submissions, Vendors may schedule an Optional Site Visit during the week indicated

in Section 1.1. HEPL invites Vendors to schedule a site visit in order to better understand the

workroom space where the AMH systems will be installed. To schedule a site visit, the Vendor should

contact Kathryn Lorton no less than three business days in advance of the day they wish to visit.

Visits must be scheduled between 9:00 a.m. and 5:00 p.m. EST. Visits will include both the

Noblesville Library and the Fishers Library, approximately a 15 minute drive away. Vendors should

plan for at least 2 hours for the visit in order to include both libraries.

Four (4) copies of the entire proposal must be delivered in a sealed envelope or package and clearly

marked as HEPL AMH PROPOSAL. One copy shall be marked as “Original” and must contain an original

signature and an electronic version of the entire proposal on a CD or USB drive.

Proposals may be delivered by hand, U.S. Mail, or courier service. Proposals received beyond the

deadline (date and time) will be returned, unopened. Proposals submitted by facsimile transmission or

e-mail will be rejected.

Proposals should be addressed to:

Kathryn Lorton

Deputy Director – Noblesville Library

Hamilton East Public Library

1 Library Plaza

Noblesville, IN 46060

Responses shall follow the format laid out in Section 4: Proposal Format.

Proposals should include all necessary information on hardware, software, shipping, installation,

training, and purchase, maintenance and support costs associated with the purchase of the proposed

system. Costs must be provided using the provided Cost Worksheets with a breakdown of costs (in

dollars, not percentages) as shown in each Cost Worksheet.

Proposals should include the minimum specifications for existing PCs and networking requirements to

operate in conjunction with the Vendor’s software.

Any costs associated with the preparation and delivery of this proposal will be borne solely by the

Vendor.

3.1 Quantities, Appropriation, and Delivery Unless otherwise stated, quantities listed are estimates only, and HEPL 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.

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3.2 Liability Any contract for services shall include the following indemnification language. Vendors acknowledge

that submitting a proposal indicates their willingness and ability to contract with HEPL under these

terms:

Contractor agrees to indemnify and hold harmless Hamilton East Public Library and its officers,

officials, employees and volunteers from and against all claims, damages, losses and expenses

including attorney’s fees arising out of the performance of the work described herein caused by any

negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly

or indirectly employed by any of them or anyone for whose acts any of them may be liable.

The parties expressly agree that any payment, attorney’s fee, costs or expense HEPL incurs or makes

to or on behalf of an injured employee under HEPL’s self-administered workers’ compensation is

included as a loss, expense or cost for the purposes of this section, and that this section will survive

the expiration or early termination of this Agreement.

3.3 Installation Vendor 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.

3.4 Responses to the RFP Proposals will only be accepted from a single firm, not from joint ventures. When two or more

Vendors desire to submit a single proposal, they shall do so as prime/subcontractor(s). Vendors are

invited to visit HEPL to assist in the preparation of their responses.

Vendors may not use omissions or errors in the Specifications or other contract documents to their

advantage. HEPL reserves the right to issue new instructions correcting any such errors or omissions,

which new instructions shall be treated as if originally included.

HEPL may make any investigation it deems necessary to determine the ability of the Vendor to

perform the work. Vendors shall furnish information for this purpose to HEPL upon request. HEPL

reserves the right to reject any bid if the evidence submitted by, or other investigation of, the Vendor

fails to satisfy HEPL that the Vendor 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.

A Vendor may withdraw a bid in writing to Library prior to deadline for bid receiving.

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3.5 Exceptions If the Vendor’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, Vendors are invited to propose, and

HEPL will consider, any system that is the functional equivalent, or better, system than called out in

this RFP.

3.6 Guarantees and Warranties All guarantees and warranties should be stated in writing and submitted as part of the proposal. The

Vendor 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 Vendor maintenance.

3.7 Negotiation The Vendor acknowledges HEPL's right to reject any and all bids and to waive any formality or

irregularity in any bid received. The Vendor recognizes HEPL’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 Vendor is not required.

Library reserves the right to enter into negotiation with one or more Vendors. 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.

3.8 Contract Documents Each Vendor shall examine the bidding documents carefully. Any interpretation or correction will be

issued as an Addendum by HEPL. 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, HEPL will send any Addenda to each Vendor in writing.

The successful responder will be expected to enter into a contract with Library pursuant to the

documents that include the RFP, the Vendor’s proposal, the summary of negotiation, and any and all

other additional materials submitted by the Vendor. The selected Vendor may be requested to submit

copies of their applicable standard contract forms.

The only official answer or position of Library will be the one stated in writing.

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3.9 Prices Vendor will also provide a detailed quote sheet using the forms provided in Section 4.8. Prices

reflected in the proposal shall include any discounts. Annual maintenance and support costs shall be

included showing actual costs of proposed solution over ten years.

For each designed solution, the Vendor is required to submit a separate Cost Worksheet as described

in the Proposal Format Section 4. Specifically, see sections:

• 4.8.1 NOBLESVILLE DESIGN A COST WORKSHEET

• 4.8.2 FISHERS DESIGN A COST WORKSHEET

• 4.8.3 NOBLESVILLE DESIGN B COST WORKSHEET

• 4.8.4 FISHERS DESIGN B COST WORKSHEET

Unit and extended prices must be quoted in U.S. Dollars for each line item specified on the Cost

Worksheets.

Unit and extended prices must be quoted in U.S. Dollars for any additional and necessary or

recommended components.

Use the Options Cost Worksheet to describe any discounts that would be available if quantities were

varied or for any other reason.

No Vendor will be allowed to modify or resubmit its proposal, for any reason whatsoever, after the

proposals have been opened. Proposals will not be opened until the specified due date.

3.10 Project Schedule The proposal shall include a detailed project schedule for the entire project from final design, and

demolition to installation, configuration, and training.

The proposal shall include a project manager to oversee the project to ensure that it meets the

requirements of HEPL and to be the key contact for the entire installation.

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4. Proposal Format Proposals must be structured, presented, and labeled a described in this section.

Failure to follow the specified format, to label the responses correctly, or to address all of the

subsections may, at HEPL’s sole discretion, result in the rejection of the Proposal.

Proposals should be prepared on standard 8 1/2" x 11" paper and printed on two (2) sides. All proposal

pages should be numbered.

4.1 Cover Letter The proposal must include a cover letter that provides the following:

1. Vendor’s legal name and corporate structure;

2. Vendor’s primary contact to include name, address, phone, and email;

3. Identification of any subcontractors and scope of work to be performed by subcontractors;

4. Identification of any pending litigation against the Vendor;

5. Disclosure of any bankruptcy or insolvency proceedings in last ten (10) years;

6. Statement of the Vendor’s credentials to deliver the services sought under the RFP;

7. Statement indicating the proposal remains valid for at least 180 days;

8. Statement that the Vendor or any individual who will perform work for the Vendor is free of

any conflict of interest

10. Signature of a company officer empowered to bind the Vendor to the provisions of this RFP

and any contract awarded pursuant to it.

11. The proposal cover letter should be concise and brief and not exceed two (2) pages.

4.2 Table of Contents All pages are to be numbered and figures, tables, charts, etc. must be assigned index numbers and

identified in the Table of Contents.

4.3 Executive Summary Provide a brief and concise synopsis of the proposal and a description of the Vendor’s credentials to

deliver the services sought under the RFP.

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4.4 Description of the Proposed Solution Describe the products and systems which comprise your proposed solutions. Description to include:

1. How its offerings will benefit HEPL in the areas of faster turnaround time for returns,

improved materials handling for staff, support for patron self-service, and staff ergonomics

2. How Vendor will assist HEPL in the installation of a state-of-the-art system in as efficient and

least disruptive manner as possible

3. How Vendor will assist HEPL in its goal to speed up turnaround time of library returns while

reducing staff workload

4. How Vendor will offer ongoing support and maintenance and ensure the system will continue

to operate with 99.5% check-in and sortation accuracy for at least ten years

5. Other opportunities for leveraging the Vendor’s products

4.4.1 Technical Requirements Respond to each requirement contained in the Technical Requirements section of the RFP using the

criteria specified below:

YES – Feature, function, product or service is available as requested and is fully operational using the

version proposed at one or both 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 HEPL will incur any additional costs for the

product or service once it becomes available.

YES / NO / PLANNED

The proposed system is capable of reading RFID tags that are compliant

with the ISO 15693 standard.

The proposed system and all of its components is entirely compatible

with, and will in no manner interfere with, the SirsiDynix Symphony

Integrated Library System, its computer clients or other components

The Vendor is willing to work with SirsiDynix if necessary to resolve any

integration issues

The sortation software will interface with the library’s database through

SIP, NCIP or LCF in order to separate holds from other items and to sort

materials for shelving

The Vendor is willing to work with Kimberly Bolan and Associates, LLC

(renovation space planning consultants) and LWC (renovation architects)

to coordinate installation of proposed solution, as well as any necessary

construction

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The Vendor offers a 12-month 100% money-back performance guarantee

on all equipment purchased and covered by a 12-month warranty or

service agreement

The system software is capable of running on Windows 10

The system as described (including all patron returns, plus the sorter) is

capable of fully functioning 24/7/365

The system is able to identify non-standard RFID tags and/or untagged

material and sort it to the Exceptions bin for retagging or discard

The system is able to accept and sort items even when the ILS

connection is lost.

All patron returns are capable of supporting 99.5% check in and sorting

accuracy of RFID-tagged items.

Each patron return can be uniquely configurable as it relates to

accepting or rejecting returns (e.g. outside drive-up can be set to

accept all returns, including donations or untagged items, during closed

hours while interior returns can be set to only accept items when a

library RFID tag is identified)

All patron returns are capable of offering patrons either:

Email or SMS notification that materials have been checked in

OR

A paper receipt at the time of return & check in

Interior patron returns featuring intelligent return/self-service check in

include a shelf for patrons to place their items on while using the return

The system is able to automatically print Hold Slips when items are

returned that trigger a hold

In order to save energy and reduce noise, the sorting system provides

for a stand-by mode when no items are being inducted.

Sorter supports multiple, configurable, and selectable sort programs

that can be used for different periods (e.g. after hours, open hours, long

weekends, etc.)

System is capable of adding additional sort destinations and bins at a

later time

System will provide alerts when error conditions are encountered (e.g.

“bin full,” “jam” etc.)

The management system of the AMH systems are remotely accessible

over the library network using a standard web browser.

The system provides for an easy-to-use Emergency Stop system

4.4.2 General Questions 1. Describe how the Vendor will support and service the AMH system, including information about

locally available technicians, remote or dial-in support, spare parts, etc.

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2. Please provide proposed language for an Uptime Guarantee that the Vendor would be willing to

include in the contract.

3. Please provide documentation showing how you have verified your system’s accuracy rate.

4. Describe the ways that the proposed system keeps energy levels and noise to a minimum. Include

the decibel levels of the system while in operation.

5. Describe any repairs or routine maintenance that library staff would be expected to perform,

including frequency.

4.4.3 Design Specifications Complete the included worksheets for Design A (Noblesville & Fishers Libraries) and Design B

(Noblesville & Fishers Libraries.)

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4.4.3.1 Design A Worksheet (total automation) *describe variations between Noblesville and Fishers designs as necessary

1. Describe the proposed Design A solution(s) for the Noblesville and Fishers Libraries. Please include:

Number and type/description of induction points

Number and type of sortation bins

Description of conveyor belt technology & manufacturer

Description of computer hardware and software

2. Using Attachments A & B, which show the available space in the Circulation Workrooms and the

proposed wall locations for interior induction points, please provide a drawing of each of your

proposed systems as they would be installed, including:

Dimensions and required clearances

Electrical requirements

Needed staging areas for extra bins, carts, etc.

3. Describe how the system works, including specifying:

The point at which the RFID tag is read

The point at which the item is checked in

How the system keeps track of where each item is as it moves along the conveyor system

4. Describe the “Maximum Throughput Per Hour” for each system as proposed.

Maximum Throughput Per Hour is defined as the number of items that can be accurately

(99.5% accurate) in one hour, assuming all items are RFID tagged and are being inserted into

all inductions as fast as possible for the entire hour.

5. For each type of induction point, describe how many items a patron can induct in 15 seconds,

assuming no excessive delays from the ILS and no other induction activity

6. Describe how many items staff can induct in 15 seconds, assuming no excessive delays from the ILS

and no other induction activity

7. Describe how the proposed system ensures items are sorted individually and avoids problems that

may occur when items become stacked, or are inducted in a stack (e.g. de-shingling)

8. Describe the smallest and largest objects that can be inserted into the patron return slots.

9. Describe how your system and your training will help HEPL achieve the goal of 95% self-service

returns.

10. Please provide images of the patron interface for intelligent return/self-service check in, if

included.

11. Describe the process by which patrons receive confirmation that their materials have been

successfully returned & checked-in.

12. Describe the exterior drive up return, including:

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Height of induction slot from the ground

How items are inducted by the patron

Weather proofing

13. Describe bin capacity for proposed bins. Also describe any additional bins/carts that are available

but which are not included in this design.

14. The proposed system should be able to accommodate the average maximum daily returns for each

library location even when the library is closed. Please describe the proposed system’s maximum

capacity.

15. Describe what happens when the connection to the ILS is lost – both from the patron and staff

point of view.

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4.4.3.2 Design B Worksheet (alternate) 1. 1. Describe the proposed Design B solution(s) for the Noblesville and Fishers Libraries. Please

include:

Number and type/description of induction points

Number and type of sortation bins

Description of conveyor belt technology & manufacturer

Description of computer hardware and software

Cost-savings alternatives to Design A

2. Using Attachments A & B, which show the available space in the Circulation Workrooms and the

proposed wall locations for interior induction points, please provide a drawing of each of your

proposed systems as they would be installed, including:

Dimensions and required clearances

Electrical requirements

Needed staging areas for extra bins, carts, etc.

3. Describe how the system works, including specifying:

The point at which the RFID tag is read

The point at which the item is checked in

How the system keeps track of where each item is as it moves along the conveyor system

4. Describe the “Maximum Throughput Per Hour” for each system as proposed.

Maximum Throughput Per Hour is defined as the number of items that can be accurately

(99.5% accurate) in one hour, assuming all items are RFID tagged and are being inserted into

all inductions as fast as possible for the entire hour.

5. For each type of induction point, describe how many items a patron can induct in 15 seconds,

assuming no excessive delays from the ILS and no other induction activity

6. Describe how many items staff can induct in 15 seconds, assuming no excessive delays from the ILS

and no other induction activity

7. Describe how the proposed system ensures items are sorted individually and avoids problems that

may occur when items become stacked, or are inducted in a stack (e.g. de-shingling)

8. Describe the smallest and largest objects that can be inserted into the patron return slots.

9. How much staff induction will be required in order to sort all materials returned at the library?

What percentage of returns to each library (Noblesville and Fishers) you estimate your proposed

system(s) will automate without staff intervention?

10. Please provide images of the patron interface for intelligent return/self-service check in, if

included.

11. Describe the process by which patrons receive confirmation that their materials have been

successfully returned & checked-in.

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12. Describe bin capacity for proposed bins. Also describe any additional bins/carts that are available

but which are not included in this design.

13. Please describe the proposed system’s maximum capacity.

14. Describe what happens when the connection to the ILS is lost – both from the patron and staff

point of view.

15. Please describe any other relevant design information not addressed in the questions above.

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4.5 Vendor Experience & Credentials The Vendor shall provide information on its experience and qualifications, which enable it to provide

a suitable solution for HEPL, including, but not limited to, the following items:

1. Number of AMH installations in the U.S. and globally

2. Number of AMH installations within 300 miles of Indianapolis, Indiana

3. Any other information regarding the Vendor’s experience, which will assist HEPL in evaluating

the proposal and making an ultimate decision.

4.5.1 Corporate History Provide a 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 Vendor only comment

on the history and experiences of its library division for the purposes of this RFP.

Also include the following:

• Details of any parent company, partners, and suppliers as well as the nature of the Vendor’s

relationship to them.

• Details of any sale, acquisition, or merger anticipated by the Vendor.

• Details of any litigation instigated against the Vendor or cancellation of contract for non-

performance of the Vendor in the past five years.

• Details of any litigation with another Vendor, supplier, or manufacturer in the industry.

• Demonstrable financial viability of Vendor.

4.5.2 Commitment to Standards & Interoperability If you provide any APIs to your customers, please list them and state whether they are publicly

available to non-customers as well.

4.5.3 References The Vendor must supply three references for similar work it has undertaken over the past five years,

preferably within a library using a SirsiDynix ILS (Horizon or Symphony.)

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 Vendor 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 Vendor’s performance on the listed jobs. A

uniform sample of references will be checked for each Vendor.

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4.6 Project Implementation

4.6.1 Project Personnel & Qualifications Provide descriptions of the team that will be involved in the proposed project.

1. 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.

2. Include a list of relevant and successfully completed projects by these team members.

3. Provide the name of the person who will direct the overall project throughout the duration of

the contract and key responsibilities. Include any subcontractors.

4. Include an organizational chart for the proposed project team, identifying the team leader,

and all roles and areas of responsibility.

4.6.2 Project Implementation Plan & Schedule Provide a comprehensive project implementation plan. This plan will include:

1. Assuming the contract is signed on March 1st, 2016 and the estimated start of the project is no

earlier than May 1st, 2016, provide a realistic project implementation timeline for each major

part of the implementation including demo and removal of legacy system removal, finalization

of new system design, manufacture of system, delivery, installation, testing, training.

2. For each item, indicate the responsible party including specific project personnel. Indicate

“HEPL” for all tasks for which HEPL is responsible.

4.6.3 Health & Safety Certification List the certifications you are able to provide for your system, and attach documentation and

certification listing numbers of the CSA, UL, or ETL approval for your system as Exhibit A to your

proposal.

4.6.4 Training & Documentation Vendor will supply adequate training free of charge to HEPL as part of the implementation process.

Adequate training is defined by the following:

1. Training key circulation staff, system administration staff and select Public Works staff in the

use of all equipment. Total number of staff to be trained is approximately 50.

2. Training will be performed by the Vendor and will take place at HEPL.

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Additional training requirements include:

HEPL requires user manuals, plus any other materials that are typically distributed during

training.

HEPL requires that manuals be available in electronic format with unlimited distribution

within the library, and shall be supplied free of charge.

HEPL requires unlimited interaction with the Vendor sales staff and technical support staff

during installation planning, the installation phase, and follow-up immediately after such

installation.

Vendor agrees to submit the following documents at the completion of the project as part of the sign

off phase. Digital format should be of a type that can be opened and read on any Windows based PC in

either MS Office or Adobe reader or other freely available program.

1. Complete As-Build drawings

2. Full User, Operator, Admin, and Maintenance manuals for system, both hardware and

software.

3. System configuration settings needed for optimal system performance.

4. Include Network settings, RFID settings, protocols, and data model used

5. All other settings or information what would be needed to bring the system back to optimal

system operation after a system failure

4.7 Service, Support & Warranties

4.7.1 Proposed Support and Maintenance Program HEPL wishes to ensure that the system is fully functional for ten years or more. Provide details of the

service and support program you recommend in order to achieve this objective.

Provide a sample support and maintenance agreements for your proposed support and maintenance

program with the corresponding Cost Worksheet.

4.7.2 Service Level Agreements Describe your Service Level Agreements as they pertain to the following:

1. 100% Functional System Uptime (ability to check-in and sort items inducted from all patron

and staff inductions to all locations on the sorter)

2. Drive-up Patron Return Uptime (ability to check-in and sort items returned to the drive-up

return)

3. Inside Walk-up Patron Return Uptime (ability to check-in and sort items returned to the inside

walk-up return)

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4. Staff Induction Uptime (ability to check-in and sort items inducted onto the system at the staff

induction)

5. Sorting (ability to use all sort destinations for sorting).

4.7.3 Support Options Describe your company’s support operation including:

1. Normal operating hours for tech support

2. Procedures for obtaining assistance during off hours

3. Any sub-contractors that will provide services

4. Guaranteed response times for both remote and on-site support

5. Locations of support technicians

6. Turnaround time guaranteed by Vendor to acquire and install replacement parts

7. Qualifications of key support team personnel

4.7.4 Software Maintenance Describe your software update and upgrade policy and how updates are applied. Specifically, provide:

1. How often software updates are provided

2. How software updates are applied and by whom

3. If the Vendor applies updates, describe the requirements for accessing the library’s system

HEPL requires that all software updates be pre-approved by HEPL before they are installed and

requires that the Vendor be responsible for testing all operating system updates before applying

them. State your willingness to comply with both of these requests.

4.7.5 Guarantees & Warranties Provide details of all guarantees and warranties that accompany your proposed solution.

Requirements include:

1. Warranty of Equipment. The Vendor must provide an all-inclusive, 12-month extended

warranty on equipment, software, and components and offer a maintenance/service contract

thereafter. All proposed maintenance/service contracts are subject to negotiation by HEPL.

Warranty and service requirements apply to both standard and optional system components.

2. Performance Guarantee. The Vendor must offer a 12-month, 100% money-back performance

guarantee on all equipment purchased and covered by a 12-month extended warranty or

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service agreement. If the detection system does not perform to the level of performance

outlined in the specification document for this product, the Vendor must either make the

system meet the specified performance level or refund the entire purchase price and remove

the system at no charge to HEPL.

3. Software Warranty. Software patches and upgrades are supplied free of charge to HEPL and

are performed by the Vendor’s trained technicians. Describe how often patches and upgrades

are applied and how they are scheduled with library.

4. On-Site Support Response Guarantee. Service technicians should readily available and be fully

trained, factory authorized, and certified by the manufacturer to perform service on any

related hardware or software. Describe guaranteed on-site support response time.

5. Phone Response Guarantee. Verify that HEPL can request support 24 hours a day using a toll-

free number and that HEPL will receive an acknowledgement of the ticket within 20 minutes.

Describe guaranteed phone support response time.

6. Remote Support. The service agreement must include remote maintenance for expert

technical consultation and software support. Describe which products can be supported

remotely and the library-side requirements for gaining access to the installed system.

7. Spare Parts. Describe commonly stocked spare items and where the parts likely needed for

this Library will be located.

8. Extended Support. The service agreement must be renewable on an annual basis. Describe

availability of extended support contracts and the annual cost of each option.

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4.8 Cost Worksheets

4.8.1 NOBLESVILLE Design A

Required Components

Vendor

Description/

Model Number

(Units)

Price Per

Unit (US$)

Extended

Price (US$)

Sorter with 8-9 sort destinations as described in

Section 2.2 (Design A) with all sort destinations

configured for high-capacity bins

(show cost of sorter only and break out other costs

below)

8-9 high-capacity bins

One (1) drive-up patron return (RFID only) featuring

“smart drop & go” technology allowing patrons to

quickly return materials & receive check-in

confirmation later

One (1) internal patron return (RFID only) featuring


quickly return materials and receive check-in

confirmation later

One (1) internal patron return with a touchscreen

interface, intelligent return/self-service check-in and

immediate confirmation that materials are checked in

Conveyance between drive-up patron return and sorter

Conveyance between internal patron returns and

sorter

One staff Induction (barcode and RFID)

Printer configured to automatically print hold slips

Cost of removal of existing conveyance (if applicable)

Other (please add lines as needed)

TOTAL INITIAL EQUIPMENT COST

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4.8.1 NOBLESVILLE Design A Cost Worksheet - CONTINUED Services Price Per

Unit (US$)

Extended

Price (US$)

First Year Hardware and Software maintenance

Demolition and removal of existing conveyor belts (if applicable)

Installation

Shipping

Training

Support

Tax

TOTAL YEAR ONE SERVICES COST

TOTAL YEAR ONE COSTS (EQUIPMENT AND SERVICES)

Annual Costs Price Per

Unit (US$)

Extended

Price (US$)

• Include a Hardware and Software Maintenance and Support plan

including sufficient Preventative Maintenance visits to ensure

system remains in good working order for 10 years.

• Attach a sample of the Maintenance and Support Plan corresponding

to this Cost Proposal.

Annual Maintenance Cost Year 2









TOTAL COST OVER TEN YEARS: $

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4.8.2 FISHERS Design A

Required Components

Vendor

Description/

Model Number

(Units)

Price Per

Unit (US$)

Extended

Price (US$)

Sorter with 8-9 sort destinations as described in

Section 2.2 (Design A) with all sort destinations



below)

8-9 high-capacity bins

One (1) drive-up patron return (RFID only) featuring


quickly return materials & receive check-in

confirmation later



quickly return materials and receive check-in

confirmation later

One (1) internal patron return with a touchscreen

interface, intelligent return/self-service check-in and

immediate confirmation that materials are checked in

Conveyance between drive-up patron return and sorter


sorter



Cost of removal of existing conveyance (if applicable)



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4.8.2 FISHERS Design A Cost Worksheet - CONTINUED Services Price Per

Unit (US$)

Extended

Price (US$)



Installation

Shipping

Training

Support

Tax




Unit (US$)

Extended

Price (US$)
















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4.8.3 NOBLESVILLE Design B

Required Components

Vendor

Description/

Model Number

(Units)

Price Per

Unit (US$)

Extended

Price (US$)

Sorter with minimum 5 sort destinations, with

conveyance from internal return points, as described

in Section 2.3 (Design 3) with all sort destinations



below)

TBD solution for exterior return points (RFID based or

non-RFID based)

(break out other costs for drive-up return if needed

below)

Minimum of high-capacity bins


intelligent return OR drop & go technology

One (1) internal patron return (RFID based or non-RFID

based)


sorter



Cost of removal/replacement of existing conveyance

(if applicable)



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4.8.3 NOBLESVILLE Design B Cost Worksheet - CONTINUED Services Price Per

Unit (US$)

Extended

Price (US$)



Installation

Shipping

Training

Support

Tax




Unit (US$)

Extended

Price (US$)
















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4.8.4 FISHERS Design B

Required Components

Vendor

Description/

Model Number

(Units)

Price Per

Unit (US$)

Extended

Price (US$)

Sorter with minimum 5 sort destinations, with

conveyance from internal return points, as described

in Section 2.3 (Design 3) with all sort destinations



below)

TBD solution for exterior return points (RFID based or

non-RFID based)

(break out other costs for drive-up return if needed

below)

Minimum of high-capacity bins


intelligent return OR drop & go technology

One (1) internal patron return (RFID based or non-RFID

based)


sorter



Cost of removal/replacement of existing conveyance

(if applicable)



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4.8.4 FISHERS Design B Cost Worksheet - CONTINUED Services Price Per

Unit (US$)

Extended

Price (US$)



Installation

Shipping

Training

Support

Tax




Unit (US$)

Extended

Price (US$)
















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4.9 Declaration and Signature OPTIONAL SITE VISIT: Representative that attended:_______________________________________

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 HEPL may be a

consideration in making the award. HEPL 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 HEPL’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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5. Attachments

A: Noblesville Library Schematic – Workroom & Materials Returns

(attached)

B: Fishers Library Schematic – Workroom & Materials Returns

(attached)

Request for Proposal (RFP) Automated Library …...the Automated Materials Handling system. All...

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