Request for Proposal (RFP) Automated Library Materials Handling System for Hamilton East Public Library (HEPL)

Transcription

1 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 (317)

2 Table of Contents 1. General Information Timeline Statement of Purpose Library & Project Background Proposal Evaluation Selection Criteria Description of Requirements Critical Requirements Design A Design B Noblesville Library & Fishers Library Proposal Submission Guidelines Quantities, Appropriation, and Delivery Liability Installation Responses to the RFP Exceptions Guarantees and Warranties Negotiation Contract Documents Prices Project Schedule Proposal Format Cover Letter Table of Contents Executive Summary Description of the Proposed Solution Technical Requirements General Questions Design Specifications Vendor Experience & Credentials Corporate History P a g e

3 4.5.2 Commitment to Standards & Interoperability References Project Implementation Project Personnel & Qualifications Project Implementation Plan & Schedule Health & Safety Certification Training & Documentation Service, Support & Warranties Proposed Support and Maintenance Program Service Level Agreements Support Options Software Maintenance Guarantees & Warranties Cost Worksheets NOBLESVILLE Design A FISHERS Design A NOBLESVILLE Design B FISHERS Design B Declaration and Signature Attachments A: Noblesville Library Schematic Workroom & Materials Returns... B: Fishers Library Schematic Workroom & Materials Returns... 3 P a g e

4 1. General Information 1.1 Timeline The timeline supplied is HEPL s best estimate and is not binding on the Library. RFP Issued Thursday, December 15 th, 2016 OPTIONAL SITE VISITS Noblesville Library 1 Library Plaza Noblesville, IN Fishers Library 5 Municipal Drive Fishers, IN Monday, January 9 th Friday, January 13 th, 2017 contact Kathryn Lorton to schedule, no less than 3 business days in advance DEADLINE FOR VENDOR QUESTIONS Wednesday, January 18 th, :00 p.m. EST PROPOSAL DUE Monday, January 30 th, :00 p.m. EST Selection of Vendors for Meeting/Demonstration Friday, February 3 rd 2017 Library provides Demo Expectations to short-listed Vendors Monday, February 6 th, 2017 Vendor Demonstrations Due February 13 th & 14 th, 2016 Library Decision and Recommendation to Library Board of Trustees Thursday, February 23 rd, 2016 Selected Vendor Notification Monday, February 27th Estimated Project Start On or after May 1 st, 2016 All questions must be ed and directed to Kathryn Lorton, lortonk@hepl.lib.in.us 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. 4 P a g e

5 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. 5 P a g e

6 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 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 # RFID tags. For other materials that library staff tag in-house, we use SmartTrac Block Lite HF RFID tags (SKU ) Both models of tags are compliant with ISO 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. 6 P a g e

7 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. 7 P a g e

8 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 8 P a g e

9 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. 9 P a g e

10 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 will be rejected. Proposals should be addressed to: Kathryn Lorton Deputy Director Noblesville Library Hamilton East Public Library 1 Library Plaza Noblesville, IN 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. 10 P a g e

11 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. 11 P a g e

12 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. 12 P a g e

13 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: NOBLESVILLE DESIGN A COST WORKSHEET FISHERS DESIGN A COST WORKSHEET NOBLESVILLE DESIGN B COST WORKSHEET 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 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. 13 P a g e

14 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 ; 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. 14 P a g e

15 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 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. The proposed system is capable of reading RFID tags that are compliant with the ISO 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 YES / NO / PLANNED 15 P a g e

16 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: 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 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. 16 P a g e

17 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 Design Specifications Complete the included worksheets for Design A (Noblesville & Fishers Libraries) and Design B (Noblesville & Fishers Libraries.) 17 P a g e

18 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: 18 P a g e

19 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. 19 P a g e

20 Design B Worksheet (alternate) 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. 20 P a g e

21 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. 21 P a g e

22 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 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 nonperformance 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 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 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); 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. 22 P a g e

23 4.6 Project Implementation 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 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 1 st, 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 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 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 Training will be performed by the Vendor and will take place at HEPL. 23 P a g e

24 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 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 Service Level Agreements Describe your Service Level Agreements as they pertain to the following: % 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) 24 P a g e

25 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) 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 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 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 25 P a g e

26 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 tollfree 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. 26 P a g e

27 4.8 Cost Worksheets 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 smart drop & go technology allowing patrons to 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 27 P a g e

28 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 Annual Maintenance Cost Year 3 Annual Maintenance Cost Year 4 Annual Maintenance Cost Year 5 Annual Maintenance Cost Year 6 Annual Maintenance Cost Year 7 Annual Maintenance Cost Year 8 Annual Maintenance Cost Year 9 Annual Maintenance Cost Year 10 TOTAL COST OVER TEN YEARS: $ 28 P a g e

29 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 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 smart drop & go technology allowing patrons to 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 29 P a g e

30 4.8.2 FISHERS 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 Annual Maintenance Cost Year 3 Annual Maintenance Cost Year 4 Annual Maintenance Cost Year 5 Annual Maintenance Cost Year 6 Annual Maintenance Cost Year 7 Annual Maintenance Cost Year 8 Annual Maintenance Cost Year 9 Annual Maintenance Cost Year 10 TOTAL COST OVER TEN YEARS: $ 30 P a g e

31 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 configured for high-capacity bins (show cost of sorter only and break out other costs below) TBD solution for exterior return points (RFID based or non-rfid based) Minimum of high-capacity bins One (1) internal patron return (RFID only) featuring intelligent return OR drop & go technology One (1) internal patron return (RFID based or non-rfid based) Conveyance between internal patron returns and sorter One staff Induction (barcode and RFID) Printer configured to automatically print hold slips Cost of removal/replacement of existing conveyance (if applicable) Other (please add lines as needed) TOTAL INITIAL EQUIPMENT COST 31 P a g e