INVITATION TO BID. Invitation issued by: City of Spring Hill, Spring Hill, Tennessee Kedron Parkway Spring Hill, Tennessee 37174

Transcription

1 INVITATION TO BID Invitation issued by: City of Spring Hill, Spring Hill, Tennessee In behalf of: Spring Hill Public Library Spring Hill, Tennessee INVITATION TO BID FOR: LIBRARY MATERIAL BARCODE SELF-CHECK SYSTEM WITH DESKTOP HANDHELD OPTICAL CCD SCANNER AND EASY TO CONFIGURE ABILITIES THAT CAN COMPLETELY AND SEEMLESSLY WORK WITH A POLARIS CIRCULATION SYSTEM DESIGNED FOR THE CIRCULATION OF LIBRARY MATERIALS The City of Spring Hill ( City ) invites sealed bids from qualified firms to provide equipment as set forth in description below. Bids shall be accepted until 2:00 pm CST, on August 28, At that time, bids will be publicly opened and read aloud. No electronic or facsimile bids will be accepted. Use of UPS, Federal Express, or in-person deliveries are the recommended method of submittal. Please note that U.S. Postal Service mail may be unreliable for timely delivery. The City will receive sealed bids from qualified firms address to: April Goad, CMFO, CMC City Recorder/Treasurer City of Spring Hill Spring Hill, TN Phone: (931) , ext. 206 Mailed or hand delivered bid proposals submitted after this time shall not be accepted.

2 BID FORMAT Any statement in this document that contains the word will, must or shall means that compliance with the intent of the statement is mandatory, and failure by the bidder to satisfy that intent will cause the bid to be rejected. All bid pricing must be United States dollars and cents. Bids will only be accepted in the English language. COST All charges should be included on the Official Bid Price Sheet(s) which includes all associated costs (including but not limited to delivery, freight etc.) for the goods or services being bid. Do not include sales taxes in unit prices. Bid pricing should be valid for 30 days following opening to allow sufficient time to tabulate and evaluate bid responses. SCOPE of MATERIALS SOUGHT The City of Spring Hill on behalf of the Spring Hill Public Library seeks a bid on TWO (2) units of the equipment as described following. Self Check-Out System for Library Materials with: Works with the library s Polaris circulation system Barcode readable functions w RFID compatibility included Hand-Held optical CCD scanner Easy to configure software with a recommended reads feature and help line service provided at least 10 hours daily Check-Out receipts available to patron via or print out Counter top unit for easy placement Portable so as to allow relocation of unit(s) per library need Real time notice if unit goes off-line Self contained statistics count for number of check-outs (can run reports) Cloud Library Integration (provides better backup of server) Landscape visual screen Ability to take credit card payments (compatibility with library s presently owned SAM/Comprise smart pay system which allows patrons to prepay their individual account using such $ to cover both fees and fines via a CREDIT CARD system working in conjunction with the library s present circulation system (can be converted for Apple Pay and Android Pay) Can handle ebook and eaudiobook content Can provide data as to utilization of materials Smart terminal to coordinate workflow

3 AWARD CRITERIA AND RESPONSIBILITY Bids must meet or exceed all defined specifications. Bids must meet all terms and conditions of this Competitive Bid and the laws of the State of Tennessee. DELIVERY: FOB DESTINATION Agency Name: Spring Hill Public Library City, State ZIP: Spring Hill, Tennessee The agency requests delivery within 30 calendar days after receipt of the order. If this delivery schedule cannot be met, the bidder must state the number of days required to place the commodity in the ordering agency s designated location. Failure to state the delivery time obligates the bidder to complete delivery by the agency s requested date. PAYMENT AND INVOICE PROVISIONS All invoices shall be forwarded to the: Spring Hill Public Library Spring Hill, Tennessee Payment will be made in accordance with applicable accounting procedures upon acceptance by the City. Payment will be made only after the contractor has successfully satisfied the agency as to the goods and/or services purchased. SPECIAL NOTE To be considered, a vendor / supplier must submit a final bid with any necessary supporting materials deemed needed to provide a reasonable and accurate assessment of the bid made. CONSIDERATIONS The City reserves the right to reject any or all Proposals regarding the Barcode Self- Checkout System to waive irregularities and/or informalities in any Proposal, and to make an award in any manner, consistent with law, deemed in the best interest of the City. TITLE VI POLICY The City of Spring Hill will not discriminate in the purchase of all goods and services on the basis of race, color, religion, sex, national origin, age, disability or any other lawfully protected classification.

4 BID FORM BID FORM BID FORM BID FORM BID FORM BID FORM BID FORM BID FORM Vendor / Supplier Name Address City, State ZIP NOTE: May be printed on agency letterhead COMPETITIVE BID (CB) Bid Number: *Bid Opening Date: August 28, 2017 Commodity Description: 2 Library Materials Self Check-Out Units *Bid Opening Time: 2:00 Central Name: Fax: VENDOR / SUPPLIER'S CONTACT INFORMATION Phone: Instructions: Bids should be submitted by the time and date specified above. Faxed bids are NOT acceptable. The vendor should provide the information below. Company Name: Name (type or print): City: Telephone Number: VENDOR INFORMATION Title: State: Fax Number : ZIP Code:

5 Description of Material offered in Bid: Cost for TWO (2) Units: Signature: