KERALA AGRICULTURAL UNIVERSITY (KAU) PROCUREMENT AND IMPLEMENTATION OF RFID SOLUTIONS AT KAU, CENTRAL LIBRARY, VELLANIKKARA, THRISSUR

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1 KERALA AGRICULTURAL UNIVERSITY (KAU) PROCUREMENT AND IMPLEMENTATION OF RFID SOLUTIONS AT KAU, CENTRAL LIBRARY, VELLANIKKARA, THRISSUR Government Procurement (e-gp) NOTICE INVITING e-tender KAU Vellanikkara invites E - tenders for the supply, installation, implementation and customization of RFID (Radio Frequency Identification) components and software and Digitization and Digital archiving of documents at Central Library, Kerala Agricultural University. Details given below: Supply, installation, implementation and 1 Name of Work customization of RFID components, software (complete solution of RFID implementation, RFID Tags, Antenna, Shelf check, three panel gate, server, integration up gradation of Koha Library Management Software (LMS)), RFID Tagging of Books, and Staff training etc. at Central Library KAU. 2 Estimate Amount INR 15,00000/- 3 Earnest Money Deposit (EMD) INR 15,000/- 4 Tender Submission Fee INR 2250/- 5 Period of Completion One Month 6 Classification of Bidder Other 7 Tender Documents Can be download from e GP Website 8 Tender publishing date 27/02/ Tender Submission Start date 10 Last date and time of submission by online 11 Date and time of technical Bid opening 27/02/ /03/ pm 07/03/ pm The following conditions are to be satisfied failing which the commercial offer will not be considered. Documents should be supplied with the tender in proof thereof.

2 1. The bidder should be an Original Equipment Manufacturer (OEM) and have minimum ten years of experience in the field of RFID solutions in manufacturing, installation and implementation at the time of bid opening in the same name and style. 2. The firm quoting should have experience of supplying, installation, implementation and maintenance of RFID hardware, software solutions in National. International and Government Organizations which have at least more than 50,000 books collections. The token of proof to be attached. 3. The bidding firm should submit a copy of order from at least five customers in India for the supply, installation, integration with Library Management Software the last five years. 4. Maximum downtime permitted will be for not more than 24 hours, OEM will take care of the maintenance of the solutions. 5. Compliance statement duly filled in and signed. 6. Brochure, pamphlets, workflow diagram of all items quoted. Printouts of the web pages are also acceptable. 7. The bidder shall quote their rates in the standard Bill of Qualities (BOQ) provided indicating the breakup details. 8. The offer remains valid for acceptance for a period of 180 days from the date of opening of bids. 9. Guarantee: The supplier shall guarantee to repair/replace without any extra cost, the items supplied or part thereof, if found defective due to bad designing, workmanship or substandard material after installation within 36/60 months from the date of commissioning till the end of warranty. The entire expenditure towards replacement/repair in this regard shall be borne by the supplier. An installation certificate should be provided. 10. Earnest Money Deposit (Bid Security): a) The bidder shall furnish, as part of its bid, Earnest Money Deposit (EMD) for the amount as specified in the invitation for bid through ONLINE NEFT TRANSACTION as indicated in the E-tender notice. The EMD is required to protect the university against the risk of bidder s conduct, which would warrant the security s forfeiture. b) The securities of the unsuccessful bidders shall be refunded as promptly as possible, but not later than 30 days after the expiry of the period of bid validity as prescribed in these documents through ONLINE TRANSACTION. c) No interest shall be paid by university on the Earnest Money Deposit (EMD) furnished by the bidder. d) EMD may be forfeited: If the bidder withdraws its bid during the period of bid validity specified by the Bidder on the Bid form: or In the case of successful

3 Bidder, if the Bidder fails. i) To sign the contract ii) To furnish performance security. 11. Agreement: The successful bidder has to execute an agreement within 15 days of receipt of the order. 12. Liquidated damage clause: In case the delivery of items is not made within the stipulated period, the supplier shall pay liquidated 1% (one percent) per week of the order value, subject to a maximum of 10% of the order value. 13. EMD: - if you are eligible for exemption, necessary documents supporting your claim should be provided. 14. Bids without EMD shall be rejected with exemption as mentioned at 15. Warranty: - Period of comprehensive warranty for RFID hardware and software solution should be minimum of 3 years and most desirable in 5 years. 16. Income Tax if any will be deducted as per Government rules from the Invoice amount % if the total value of the supply order should be submitted as performance security for the period of 3/5 years from the date of installation, depending on the warranty provided. 18. The RFID Solutions (Software and Hardware model) supplied will be of the latest model being manufactured at the time of order receipt. 19. The manufacturer should guarantee, the availability of spare parts for the components and units for a period of least ten years from the date of supply. 20. The bidder should submit the work flow diagram. Financial Details 1. 70% of the total payment will be paid after the installation, implementation and successful running. 2. After successful implementation, error free operation and two months operational stability of the system balance 30% will be paid. 3. The price quoted shall be inclusive of all expense that is all taxes, duties, freight installation, commissioning charges, training to the staff etc. The prices should be mentioned separately. The price quoted shall be valid for at least 180 days. The sale tax number and income tax number of the firm must be mentioned in the quotation. 4. The details of AMC charges for the complete system after the warranty period shall be quoted as a percentage of the basic price of the system. 5. A copy of the complete tender documents duly signed on all pages has to be submitted along with the bid. 6. Delivery: Items shall be delivered at the following address within one month from the date of receipt of order. However early delivery period will be appreciated. 7. Address: THE UNIVERSITY LIBRARIAN, KAU Central Library, KERALA AGRICULTURAL UNIVERSITY, VELLANIKKARA, THRISSUR

4 8. Location: items have to be supplied, installed and tested at the University Central Library, Kerala Agricultural University, Vellanikkara, Thrissur TECHNICAL SPECIFICATIONS RFID Hardware Specifications Library HF RFID Hardware Sl.No. Specification of RFID Equipment s Specificat ion of the product quoted 1. HF RFID ICODE2 TAGS for document Identification and Security. The RFID chip used in the tag have three sections. Lockable section for item identification. Re-writable section for library specific use. Security function (EAS) for item antitheft. Tags should be ISO standard ISO/IEC 15693/ compliance. The proposed system tag must be guaranteed for the life of the item on which it is originally affixed. The proposed system must provide tags that are operative at a frequency of MHz. The proposed system must provide tags with a range of memory options from 1024 to 2048 bits that can be used simultaneously in the library. Tag size, 50mm x 50mm (+/-10%) Distance for detection from pedestal should be minimum of 25 to 36 CM. The proposed system tags must enable the EAS security status to be stored directly on the tag and must trigger an immediate alarm if an item not charged is read by the detection system. The vendor must provide the option of factory printed tags using the Library s functionality. The proposed system tags must use an anti-collision algorithm that does not limit the number of tags which can be Specificatio ns complied Yes/No (If No, attach Deviation statement) Quantity of the items 50,000

5 simultaneously identified and read. The proposed system tags must be adhesive-backed and one piece (tag and label integrated into one piece) to adhere to library materials without addition of an adhesive cover label. The proposed system tags must use A low acid, or neutral PH, adhesive. The proposed system tags must be a onestep application. With no need to apply a cover label over the tag inlay. The proposed RFID tags must have an operating range of -25 C to 70 C approximately. The vendor must show the test methods used to test RFID tags for long term reliability. The vendor must show 15 weeks of accelerated aging test data for the RFID tag being proposed. The vendor must demonstrate the data in both graphical and numerical formats. 2 HF RFID Staff Station Reader with applications software with following features and function. Reader Specifications Chip compatibility: ISO/IEC 15693/ RF Channels: 1 RF Output power: 4 watts. General Purpose I/O: 1 input and 1 output Power Supply: 24 volts Reading/Writing Range: x50 sq tag. Communication: Built-in TCP/IP or RS232 Interface: Standard Interface Protocol v2 (SIP2) HF Antena specification Operating Frequency Reader Compatibility: MHz RF Input Power : 4 watts Operating Temperature: 0 to 55 C (32 to F) Storage Temperature: Upto to 60 C Client Software should support following features and is to be integrated with existing KOHA LMS Tagging/Retagging after proper online validation of the title/member records in

6 ILMS database. Tag monitoring by accessing item record from ILMS database Sorting by accessing Title record from ILMS. Check out/check in/renewal Provision for display of member photograph along with member details while doing the transactions Personalize membership cards further Provision for display of reservations done by a member along with sequence and date of collection Provision of enquiry of checkouts against a member and its due date. This facility is available on all transaction screens for reducing response time while presenting the details before the member Provision for details of fine against a member along with fine receiving functionality Provision of slip printing containing the details of a transaction. Reserved titles get highlighted while check-in. The RFID system must offer a clear migration path to the ISO tag data format standard when it is announced. The RFID system must provide a product that can read multiple published tag data formats at the same time. The system must be able to simultaneously read country specific and selected RFID vendor tag data formats. The RFID system must allow for simultaneous reading of other vendor supplied tag data format. The vendor must be able to demonstrate upon request, how they can read and write to multiple tag data formats. 3 HF EAS security gate EAS Gate The EAS Gate 3 Pedestal/Panel (two ways in and out) Security gate should include three theft detection pedestals, which are interdependent of each other and also have overlapping protection zones providing additional security. The system should

7 have suitable number of In/Out ports for Standard electronic counter, etc. The offer must complete in all respects and must include all the components required for the functionality of the system. Library security gate would have following specifications as mentioned below: The Detection Panel height should be at least 1750mm. Power: 240V 50/60HZ (120V) Operation Temperature: 10⁰C to 35⁰C Operating Humidity: 0%-95% max noncondensing. Frequency Support: 13.56MHz Reading Range: tag Sounding device: Controllable Visual device: Strobe light Counting device: Alarm count and visitor ship count & Camera Must be able to detect Print Materials, CD, Single sided DVD, Audio Cassettes and Video Cassettes. Upgradeable facility from Single to Dual Corridor should be there. The system shall interrogate look for library materials only when activated by exiting patrons. The library detection system will be microprocessor controlled and software driven for the most reliable electronic surveillance of existing patrons. The system will contain a built-in, highly accurate patron counter. The system must provide both an audible and visible alarm when responding to an active tag in the corridor. Chip Compatibility: ISO 15693/ Can be configured to detect different chip types simultaneously. Detection Range: up to 100 (cm) between two pedestal (application dependent). Security Mode Alarms: EAS Lights and Buzzer located at the top of the pedestal. Dome Camera (Color). Communication Interface: RS 232/RS 422/RS 485 or Ethernet

8 4 Shelf Management system (SMS)/Handheld RFID Reader Wi-Fi and Bluetooth enable technology. Portable Library Inventory Reader with two units of rechargeable NiMH batteries along with One reputed/branded Notebook Software Components: Client software for Pocket PC/Notebook. (1unit) Inventory for shelf Management (handled reader) batteries, Bluetooth and controller) Features: The portable handheld reader and any accessories needed to meet all the specifications in this section and must be a cordless, one-piece design, to be held in one hand. The proposed portable handheld reader must accommodate data collection simultaneously with other functions must include shelf reading, inventory, identifying items on search lists, and items with incorrect security. The proposed portable handheld reader must accommodate Shelf order checking: to locate items that are out of place on the shelves. This capability must be sensitive enough to locate items that are out of place by as little as 5 inches. The proposed system must accommodate Searching; to identify items on multiple, user defined search lists, (e.g. Missing, Claims Returned, Billed and Paid, lost, weed, etc.) The proposed system must accommodate secure status checking; to allow a user to identify individual items which have not been properly checked out and have caused an alarm of the detection system. Secure status checking capability must also allow the user to scan items on library carts or shelves to identify individual items which have not been properly checked in, before re-shelving. The proposed portable handheld reader must have the ability to upload barcodes to the Library s circulation system in various text file formats that can be customized to match the circulation

9 system requirements. The proposed system must accommodate Finding: to allow a user to quickly enter search criteria directly into the device, then search for items which meet that criteria. Must allow display of the title of item on the device. The proposed system must accommodate Sorting: to assist a user with sorting items on a shelf or cart. The proposed system must accommodate shelving: to assist a user with shelving an item. The portable handheld reader must be easily set down on a library shelf or cart when necessary to free the user s hands. The portable handheld reader must incorporate an ergonomic design, to aid user in reading shelves at all levels easy to use and be relatively non-stressful to wrist, arm, shoulder and elbow. The portable handheld reader battery life must allow the user to work for at least 4 hours before charging or changing batteries is required. The portable handheld reader must have built-in diagnostics for troubleshooting. The portable handheld reader must use an anti-collision algorithm that does not limit the number of tags which can be simultaneously identified and read. The portable handheld reader must have the capacity to download at least 1 million items from Library s automation system onto the portable handheld reader memory medium. The handheld reader must direct the user to items on pull lists and provide a method to keep track of which items have been found. The proposed portable handheld reader must accommodate data collection to collect and store identifiers of items scanned, and store those items in userdefined categories for upload. This capability must allow storage of up to 1 million items prior to upload. The search capability must be active during order checking, data collection, sorting, pulling, and finding functions,

10 with option to turn it off if desired. The proposed portable handheld reader must have an audible tones shall be adjustable by the user. The proposed portable handheld reader must be cordless. 5. Job Work Complete manual / guide /software for operating RFID equipment to be provided Timeline to complete the tagging of books and other existing material in library. Number of Books & Other Materials: (approximate) Software/ Hardware should allow realtime tracking of location of documents within different floors of library Integration with existing LMS (Koha) to show location on real time basis reflect in the WebOPAC Any other may please be added. This is for a comprehensive solution involving both RFID and security tagging. Qualified and experienced library professionals should be engaged the work. All requirements of power, space, accessories (including any electrical work) should be specified. List of Documents to be scanned and uploaded (Under Cover-1) within the period of bid submission:- i. Scanned copy of Bank account details. ii. Scanned copy of work experience. iii. Scanned copy of certificate of GST. iv. Scanned copy tender acceptance letter. v. Scanned copy of full Technical details of the product along with Manual (if any). vi. Scanned copy of technical compliance as given in tender document Terms and conditions:- Tender documents and tender Schedule may be downloaded free of cost from the e-gp Website bid submission fee and EMD shall be remitted online as per e-tendering process. All bid/tender documents are to be submitted online only and in the designated cover/envelop on the e-gp website. Technical bid shall be submitted in the designated online

11 cover. Tenders/bids shall be accepted only through online mode on the e-gp website and no manual submission of the same shall be entertained. Late tenders will not be accepted. Hard copies of all bid/tender documents (except financial bid) uploaded in the e-gpwebsite are to be filled and submitted to this office before bid opening. The EMD of those Contractors who were not submitted the hard copies of tender documents are liable to be forfeited and black listed. The bids shall be opened online at office of the LIBRARIAN, Kerala Agricultural University, in the presence of the Bidders/their representatives who wish to attend at the above address. If the tender opening date happens to be on holiday or non-working day due to any other valid reason, the tender opening process will be done on the next working day at same time and place. Kerala Agricultural University will not be responsible for any error like missing of schedule data while downloading by the bidder. Librarian Kerala Agricultural University Central Library Vellanikkara