AMH Bid Specification - aplts / FrontPageaplts.pbworks.com/f/RFP+Template+.docx · Web viewThe...

Request for Proposal for

RFID System

for Your Library

RFP #xxxxxxx-xx-xxx

Due

Month Day 2009

Model Specifications for Library RFID Systems

Table of Contents

I. Schedule of Events_______________________________________________________4II. General Information______________________________________________________5

II.1 Introduction______________________________________________________5II.2 Critical Requirements______________________________________________5II.3 Scope of the Project________________________________________________5II.4 Role of the RFP___________________________________________________6II.5 Responses to the RFP______________________________________________6II.6 Exceptions_______________________________________________________6II.7 Proposal Submission_______________________________________________6II.8 Quantities, Appropriation, and Delivery________________________________7II.9 Pricing__________________________________________________________7II.10 Project Schedule__________________________________________________7II.11 Guarantees and Warranties__________________________________________8II.12 Installation_______________________________________________________8II.13 Award of Contract_________________________________________________8II.14 Selection Criteria__________________________________________________8II.15 Demonstrations___________________________________________________9II.16 Negotiation______________________________________________________9II.17 Contract Documents_______________________________________________9

III. Company______________________________________________________________10III.1 Corporate Experience and Capacity__________________________________10III.2 Client References for Similar Work Performed_________________________11III.3 Health and Safety_________________________________________________12III.4 Place of Manufacture______________________________________________13

IV. Response to Specifications________________________________________________14V. Technical Requirements__________________________________________________14

V.1 General Requirements_____________________________________________14V.2 Self-Checkout Units_______________________________________________15V.3 Optional software functionality______________________________________17

V.3.1 General____________________________________________________17V.3.2 Reporting Features___________________________________________18V.3.3 Hardware Status Reporting Feature______________________________18V.3.4 Self-checkout System Configuration Feature_______________________19

V.4 Fines/Fees______________________________________________________19V.5 Disc Media Security______________________________________________20V.6 Circulation Staff Workstations______________________________________21V.7 Detection System_________________________________________________22V.8 RFID Tags______________________________________________________23V.9 ISO RFID Tag Format Data Compliance______________________________25

5/9/2023 Suggested RFID Library Specifications 2 of 37

V.10 Portable Handheld Reader__________________________________________26V.11 Conversion Station________________________________________________28V.12 Print Conversion Station___________________________________________29V.13 RFID Book Drop_________________________________________________31V.14 Automated Material Handling_______________________________________32

VI. Training and Service Requirements________________________________________33VI.1 Hardware / Software Technical Support_______________________________34VI.2 Installation Requirements__________________________________________34VI.3 Warranty and Service Requirements__________________________________34

VII. Product Configurations and Pricing________________________________________36VII.1 Quantity Required________________________________________________36VII.2 Pricing_________________________________________________________36VII.3 Other Costs (Please list in detail) _____________________37VII.4 Total Project Cost (Not including maintenance) ) ___________________37VII.5 Annual Maintenance Costs _____________________37


I. Schedule of Events

Event: RFP Release Date:

Time:

Deadline for Vendor Questions: Date, Time

Release of Addendum: Date, Time (Department Response to Vendor Questions)

RFP Opening Date and Time (Deadline for vendor submissions):

All inquiries and submissions must be sent to: Your Library Mary Smith, Issuing Agent 100 Main Street Your Library, USA 99999E-mail: [email protected] Telephone: (XXX) 123-1457 FAX: (XXX) 123-2345

The Your Library (YL) seeks to obtain a proposal on the hardware, software and

support services necessary to install and enable the management of an RFID

enabled self-checkout, collection management, and security system.


II. General Information

II.1 Introduction

This procurement for an RFID tracking system is being made by the Your

Library.

II.2 Critical Requirements

The vendor of the RFID system proposed should be in a position to meet the

following critical requirements by the date proposals are due. The vendor

should have available for review and be in a position to refer to an operational

site or sites to showcase the functionality listed below.

All information submitted by bidders will be made a matter of public record.

No confidential or proprietary information is to be submitted, nor will it be

considered for evaluation in this bid.

Conversion from barcode to RFID tag regardless of medium of the item

Tagging of a newly acquired item regardless of medium of the item

Real-time interface to automated library system’s circulation module

Staff workstation for check-in/check-out

Patron self-service

Inventorying with portable RFID appliance

Shelf reading with portable RFID appliance

Activity statistics compilation and display

Sortation of materials

II.3 Scope of the Project

Proposals are sought for hardware, software, shipping, installation, training,

project management, and ongoing maintenance--in other words, the proposal

is to be for a "turnkey" system. While proposals are sought for all


components, this RFP differentiates between those components to be

included as a base solution and components to be offered as options.

While the proposal is to include only RFID-based hardware, the proposal

must include minimum specifications for PCs and LAN (local area network)

that may be required in conjunction with the operation of the system.

II.4 Role of the RFP

The RFP represents the functional capabilities, performance characteristics,

and hardware minimum desired. The requirements are intended for the

protection of the library and vendors by reducing the possibility of

misinterpretation of the library’s needs.

Questions about the requirements in the RFP should be submitted by e-mail

to (name), (position). All those receiving the RFP will be sent copies of

responses to questions.

II.5 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).

II.6 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.

II.7 Proposal Submission

The entire proposal must be delivered in a sealed envelope or package and

clearly marked as LIBRARY RFID/MATERIALS HANDLING PROPOSAL and


the RFP number that appears on the cover sheet of the RFP. One copy shall

be marked as “Original” and must contain an original signature. Proposals are

due (date) by (time) p.m. PT and shall be delivered in a sealed package to:

Your Library Address

Proposals may be delivered by hand, U.S. Mail, or overnight courier service.

Proposals received beyond the deadline will be returned, unopened.

II.8 Quantities, Appropriation, and Delivery

Unless otherwise stated, quantities listed are estimates only, and the library

does not guarantee to purchase the quantities specified. The quantities

purchased will be limited to the amount of monies budgeted and appropriated

for it. Transportation shall be F.O.B. Origin, Prepaid and charged back with

delivery to the central site and/or the facilities where they are to be installed.

II.9 Pricing

The prices shall be written in the proposal and also stated in figures. Prices

reflected in the proposal shall include any discounts extended. Unit prices

shall be quoted for all components, hardware, software, installation and

service. Vendor must indicate whether or not shipping is included. Vendor

must include prices of all equipment and any options needed to meet

specifications.

No vendor will be allowed to withdraw and resubmit its proposal, for any

reason whatsoever, after the proposals have been opened.

II.10 Project Schedule

The proposal shall include an example project schedule from a previous

project of the same size and scope as XXXX library for the first phase of the


implementation: installation of hardware and loading of software, and

appropriate supplies.

The proposal shall include a project manager to oversee the project to ensure

that it meets the requirements of the library and to be the key contact for the

entire installation.

II.11 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.

II.12 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.

II.13 Award of Contract

The <City, County, etc…> shall have a period of 90 calendar days after

opening of the proposals in which to award the contract, a period during

which the prices shall remain firm. The <City, County, etc…> reserves the

right to waive any immaterial informalities as may be permitted by law.

II.14 Selection Criteria

The criteria which will be used in evaluating proposals include:

(1) Responsiveness to the functional requirements 25%

(2) Flexibility of software 5%


(3) Conformity to standards and interfacing requirements 10%

(4) Financial viability of vendor 20%

(5) Past performance of vendor as per customers 5%

(6) Five-year cost of the system (purchase price plus

maintenance

20%

(7) Suitability of hardware platform 5%

(8) Delivery date 5%

(9) Total applied tag cost (cost of tag plus speed of conversion) 5%

II.15 Demonstrations

A vendor whose offer has not been rejected may be required to demonstrate

its RFID system at the library at no additional cost to the library.

II.16 Negotiation

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

vendors.

II.17 Contract Documents

The documents that shall constitute the contract between the parties shall

include the RFP, the vendor's response, the summary of negotiation, and any

and all other additional materials submitted by the vendor.

Contractors must clearly understand that the only official answer or position of

the Your Library will be the one stated in writing.


III. Company

III.1 Corporate Experience and Capacity

Bidder shall provide information that documents their firm’s experience and

capacity to produce the required outcomes. Bidder is defined as the

company, entity, or partnership that is submitting a proposal under this RFP,

not individual companies in a partnership of joint venture. This information

shall include:

Form of ownership.

Number of years the Bidder has been in business under its current

name.

Describe the length and nature of the Bidder’s experience in providing

the products and services requested in this RFP. Bidder should be

specific in detailing length of time supplying types of equipment as

specified in this bid, and over that period, the source of said

equipment.

Audited financial statements for the past two years, which confirm that

the firm is a going concern.

Demonstration of the financial strength and stability of the firm by

confirming that they have a D&B Credit Class score of a 1 or 2.

Corporations shall provide the year and state of incorporation.

Names of all partners and how long each has been in existence.

Experience and type of relationship with any ILS or other vendor where

interoperability of bidder’s equipment will be necessary for successful

operation.

State if the Bidder is presently negotiating a sale, acquisition or merger

that would alter the Bidder’s existing structure.

Any other information that demonstrates the Bidder’s experience,

ability and capacity to produce the required outcomes requested in this

RFP.


III.2 Client References for Similar Work Performed

Bidders shall submit a list of at least two references for whom they have done

work similar to that described in the scope of this RFP. The services provided

to these clients must have characteristics as similar as possible to those

requested in this RFP. Information provided for each client must include the

following:

o Client’s name,

o Brief explanation of what the contract covered,

o Size of the reference,

o Contact person,

o Title,

o Address,

o Phone number,

o E-mail address,

Failure to provide the above information may result in the Bidder being

disqualified and its proposal not considered. YOUR LIBRARY reserves the

right to contact any and all references to obtain, without limitation, information

regardless of the Bidder’s performance on the listed jobs.

YOUR LIBRARY reserves the right to contact any and all references to

obtain, without limitation, ratings for the following performance indicators:

o How would you rate the firm’s efforts in providing equipment/materials

as requested in this RFP?

o How would you rate the overall knowledge and skills of the team in the

requirements of the project?

o How satisfied were you with the equipment and materials?

o How satisfied were you with the service provided by this company.

Were you satisfied with this company’s assumption of responsibility


and their ability to work with other vendors in the library (ILS) How

satisfied where you with compatibility with your existing systems?

o Would you purchase equipment/materials again in the future?

o What percentages of your items are checked out using the self-service

system?

o Does your library utilize the hand held wand for inventory and shelf

reading?

o How effective is the RFID bookdrop?

o Were you satisfied with the tools provided to facilitate a quick

conversion?

o Are you satisfied with the adhesive on the RFID tags?

o Does your staff find the staff workstation easy to use?

o Do your customers find the RFID self-service stations easy to use?

A uniform sample of references will be checked for each Bidder. Bidders will

be scored on a scale of 1 to 10, with higher scores being given to positive

references from customers whose RFID projects were most similar to ours

(i.e. size of Library, ILS, etc.)

III.3 Health and Safety

All equipment must be ETL or UL approved for adequate fire and

safety compliance. That compliance must be for complete units in the

system and not for individual electrical components or pieces. Bidders

shall provide documentation and certification listing numbers of the UL

or ETL approval.

All equipment must be FCC compliant.

The UL/cUL or ETL/cETL and the CE and C-tick marks shall be

displayed on the serial plate of the system.

The system must be in compliance with ADA guidline 4.15.4 for wheel

chair clearance and ADA guidline 4.34.3 for reach range standards.


Detection or security corridors must be in compliance with relevant

ADA requirements.

All products must comply with internationally recognized standards for

RFID-based library self-service systems.

All equipment must meet the EU WEEE (Waste Electrical and

Electronic Equipment) Directive. RoHS prohibits lead, mercury,

cadmium, hexavalent chromium, polybrominated biphenyls (PBB) and

polybrominated diphenyl ethers (PBDE) above certain maximum

concentration levels for those substances.

All equipment must meet EU WEEE (Waste Electrical and Electronic

Equipment) Directive which addresses the return at end-of-life, and

recyclability/recoverability/reusability of waste electrical and electronic

equipment.

III.4 Place of Manufacture

To ensure ready availability of components, parts, and supplies, all major

elements the system must be warehoused in the U.S.A. or the bidder must

demonstrate the ability to have parts available within 24 hours of request.


IV. Response to Specifications

Vendors must respond to every requirement contained in the Technical

Requirements and Training and Service sections (V and VI) of the RFP using

the following criteria specified below:

Y YES. Feature, function, product, or service is available as requested and is

fully operational using the version proposed at one or more Library sites.

N NO. Feature, function, product, or service is not available.

V. Technical Requirements

V.1 General Requirements

1. All system components must be ETL or UL, and FCC Part 15-Certified; SIP2, RS-232, TCP/IP Ethernet 10/100, 802.11n (wireless) compliant; and meet the EU RoHS and WEEE Directives.

2. The proposed system and all of its components must be entirely compatible with, and in no manner interfere with, the integrated library system, its computer clients, or other components.

3. The proposed system must provide application-specific software to incorporate all hardware (detection systems, staff station readers, cataloging stations, patron self-check stations, portable handheld reader and book return system), the circulation RFID tags and any other RFID-related hardware into the system.

4. The proposed system must interface with the Library’s existing automated library system using the SIP, SIP2, or NCIP protocol. This must not use a proprietary ILS connection.

5. The proposed system must not interfere with other equipment, automated library system clients or PCs that may be nearby.

6. The proposed system must be able to connect through the Library’s Ethernet network via an RJ-45 connector and/or secured wireless network.


7. The RFID system must be ISO 15693 18000-3 Mode 1 Compliant and must use Reader Talks First (RTF) Architecture.

8. Vendor must be willing to work with the integrated library system vendor to resolve any RFID-ILS functionality problem.

9. The vendor must offer a 12-month 100% money-back performance guarantee on all equipment purchased and covered by 12-month warranty or service agreement.

V.2 Self-Checkout Units

1. The proposed system’s RFID self-checkout units must be able to read item-specific identification numbers, communicate to the host circulation system to update the Library’s inventory, and turn the RFID security feature off.

2. The proposed system must be dual function – capable of processing RFID tags or item bar codes in the same transaction.

3. The proposed system must use an anti-collision algorithm that does not limit the number of tags which can be simultaneously identified and read up to eight inches high.

4. The proposed system must read the type of barcode patron cards currently in the library.

5. The proposed system must have the ability to be built into existing circulation desks with touch screen monitors that display instructions for use.

6. The proposed system must utilize a touch screen.

7. The proposed system must have the ability to print out all information for a patron check-out or check-in transaction on a single receipt. Such receipt should be customizable to incorporate library identity, hours etc.

8. The proposed system must have the ability to perform check-in and check-out functions using RFID tags or barcodes without reconfiguration.

9. The proposed system must allow the customer to perform item renewals without being required to have the item physically present.


10.The proposed system must be capable of reading item barcodes located in various locations, including inside or outside, top or bottom of the front or back cover, or inside on the top or bottom of the front or back fly page.

11.The proposed system’s self-checkout units should have customizable messages based on patron and item status.

12.The proposed system must display ILS system information relating to the patron or item status.

13.The proposed system must provide visual and audible feedback during the transaction.

14.The proposed system must have the ability to display select information from the patron record, such as number of items checked out, number of items on hold, outstanding fine information without compromising patron privacy.

15.The proposed system must have customizable instructions.

16.The proposed system must currently display multiple language options on self-check unit banners, instructions and messages. Bidder must offer a wide variety of languages to meet the current and future needs of our community and demonstrate this by providing a list of the languages we can currently choose from. The system must allow the library to select 4 languages to be used on one self-checkout system.

17.The proposed system stations must deactivate the theft or security status on the materials when checked out.

18.The proposed system must have the ability to perform off-line transactions and maintain records of all items checked out when the ILS is offline, and then upload transactions when the ILS is back online.

19.The proposed system must turn on/off the security to allow secure Library operation during offline situations.

20.The proposed system must provide performance statistics that can be accessed through the web. Data must be broken down by day of the week and hour of the day. Data to include: Number of transactions, type of transaction, and number of successful and unsuccessful transactions.


21.The proposed system must offer the patron the option of email, paper receipt or no receipt.

22.The proposed system must offer web-based remote monitoring and diagnostics which must include instant email notification, monitoring of check-in and out rates, web-based troubleshooting, and the ability to obtain statistics for each machine from any location.

23.The proposed self-checkout system must provide at least 90% first time user success for the library customers.

24.The proposed system must offer the option of a stand alone kiosk or the ability to build into a RFID Friendly counter.

25.The proposed system kiosk must be available with both laminate and solid surface option.

26.The proposed system must provide Customer/Staff selectable check-out and in software feature.

27.The proposed system must provide UL listing number and FCC certification numbers for complete self-checkout system. Include a copy of the UL certificate as an attachment.

28.The proposed system must be capable of checking out or checking in all types of print and non-print media.

29.The proposed system must only provide one screen for increased usage of self-checkout system

30.The proposed system must allow multiple item check-outs without first choosing the number of items that you want to check-out.

V.3 Optional software functionality

Vendors must be able to provide screen shots, sample reports, and/or online demonstrations of all optional software features.

The vendor must provide the option for the library to purchase additional software providing the following functionalities:

V.3.1 General

1. All optional software features must be internet browser-based.


2. All optional software features must include installation wizards to facilitate quick installation for library staff.

3. The library administrator must be able to determine the access levels varying by individual permissions based on location and feature.

4. All optional software features must be password protected.

V.3.2 Reporting Features

1. Item level self-checkout transactions by day of the week across all self-checkout devices and across multiple locations.

2. Item level self-checkout transactions by hour of day across all self-checkout devices across multiple locations.

3. Item count by item type for all self-checkout devices across multiple locations.

4. Item count by item status for all self-checkout devices across multiple locations.

5. Total item counts across each and every self-checkout device across multiple locations.

6. Patron level transactions by hour of day for all self-checkout devices across multiple locations.

7. Patron level transactions by day of the week for all self-checkout devices across multiple locations.

8. Fines/fees transactions for all self-checkout devices across multiple locations.

9. Total cash transactions for all self-checkout devices across multiple locations.

10.Total credit transactions for all self-checkout devices across multiple locations.

11.All transactions data for all self-checkout devices across multiple locations.


V.3.3 Hardware Status Reporting Feature

1. Real-time detailed monitoring for the following components:SIP Connection, Printer, Bar Code Scanner, Touch Screen Monitor, RFID, Coil (EM).

2. Real-time monitoring must work with multiple self-checkout devices at a single location.

3. Real-time monitoring must allow for additional self-checkout devices to be added to the network in the future.

4. The hardware component monitoring must communicate performance changes to library personnel through both a web-based dashboard display that intuitively communicates status changes in real-time, and also through email notification.

5. Hardware status reporting must allow other library networked devices to be connected to the server and must validate this connection.

V.3.4 Self-checkout System Configuration Feature

1. The software configuration feature must allow library staff to copy a configuration from a self-checkout device to multiple self-checkout devices at the same location or at different sites.

2. The software configuration feature must allow library staff to perform the copying of a configuration from a self-checkout device to other self-checkout devices across any networked locations remotely.

3. Configuration copying software features should have a user interface that allows library staff to ‘cut and paste’ configurations quickly from any remote location that has network access.

V.4 Fines/Fees

1. The fines and fees system shall be integrated into a self-checkout system.

2. The fines and fees system shall utilize a seamless user interface that is integrated into the self service process.

3. The fines and fees system must provide both audible and visual feedback when responding to the interaction with the user interface.


4. Library staff must be able to set the fine and/or fee thresholds that will trigger a message and block the patron’s checkout privileges if they exceed the maximum threshold.

5. The fines and fees system shall allow the library to determine minimum, partial, or full payment of the fines or fees.

6. The fines and fees system shall accommodate cash, credit and/or debit card payment methods.

7. The fines and fees system shall print a credit/debit card receipt separate from the checkout receipt.

8. The fines and fees system shall print a cash receipt separate from the checkout receipt.

9. The fines and fees system shall have the capability to provide the patron with change if cash funds tendered are greater than the outstanding fines and/or fees balance.

V.5 Disc Media Security

1. The system must be electronically integrated into the self-checkout by an RS-232 connection.

2. The system must ensure that the item id of the item checked out is the same as the item id of the item that is unlocked so that items cannot be switched or replaced during the unlocking process.

3. The automated unlocking solution will automatically draw the security case into the unlocker once the RFID tag of a properly checked out item is detected.

4. The automated unlocker must utilize an HF RFID reader to read and validate the disc media id.

5. The unlocking solution will be automated so that patrons are not required to put force on the security case during the unlocking process.

6. The disc media security solution will include both a manual (staff use) and automated unlocking solution (patron use).

7. The disc media security case will not have any parts that are removed during the unlocking process that would require an additional storage bin or additional re-shelving time.


8. The disc media security case will be approximately the same size as the original packaging of the disc media so that shelf space of the library is not impacted.

9. The disc media security solution will not limit browsing of the collection to a computer terminal or catalog.

10.The user interface on the computer terminal will communicate to the patron with both audio and visual feedback that the disc media case should be unlocked.

11.The user interface on the computer terminal will communicate to the patron whether or not the disc media case has been properly unlocked.

V.6 Circulation Staff Workstations

1. The proposed system must have a thin (less than 5/8”) reader pad that provides easy installation.

2. The proposed system shall be compatible with Library’s standard circulation desk computers, barcode scanners, and receipt printers.

3. System hardware must be attractive and contemporary, and be able to be integrated into Library’s own furniture.

4. The proposed system must be able to mount in, on, or under the work surface of a circulation station.

5. The proposed system readers must function when positioned under existing Library slate, granite, wooden or laminate-topped desks.

6. The proposed system must have an RFID read range of 8 inches minimum for book tags.

7. The proposed system must provide dual function: capable of processing RFID tags or bar codes in the same circulation transaction.

8. The proposed system readers must be able to read tags and display the information contained on the tag.

9. The proposed system must be able to be used for charge and discharge of library materials.

10.The proposed system must simultaneously process multiple RFID-tagged items for check-in/out.


11.The proposed system must provide a displayed count of the number of items processed simultaneously to ensure complete check-in/out transaction processing.

12.The proposed system must use an anti-collision algorithm that does not limit the number of tags which can be simultaneously identified and read up to 8 inches high with a book tag.

13.The proposed system must have the ability to read, program, and reprogram RFID tags.

14.The proposed system must not require mouse activations to process most items. (Exceptions made for configuration changes, error handling, or tag reprogramming situations.)

15.The proposed system must allow configuration of item identifier parameters to automatically prevent programming of partially scanned or incorrectly scanned barcodes.

16.The proposed system must be able to work with a weed list (a list of items to be removed from the Library), to automatically alert staff to weed an item upon scanning the barcode, before applying an RFID tag on Conversion.

17.The proposed system must have a “hot key” feature that can be set up to mimic the Integrated Library System (ILS) F – Key setup so there is only one key stroke to change the system from check-out to check-in module

18.Vendor must provide UL listing number for complete staff workstation.

V.7 Detection System

1. The proposed system should be approved by UL for safety to library patrons and staff. The entire system (not various components) shall be approved. As verification of UL certification of the entire device, the UL mark shall be displayed on the serial plate of the equipment. Bidder shall provide a copy of the UL certificate for the complete detection system.

2. The proposed system must have a read range of at least eighteen inches (18”) in either direction of each gate.

3. The proposed system must use 13.56 MHz ISO 15693-3/ISO 18000-3 mode 1 RFID technology.


4. The detection systems must be shielded from external interference from light fixtures, elevator motors, etc.

5. The proposed detection system must include a patron counter which can be reset by library staff.

6. The proposed system must be able to issue visible and audible warnings.

7. Tags with theft or a security status that is “on” must immediately trigger an alarm.

8. The proposed system must provide item security even the when the Library’s integrated library system (ILS) host system or network is off-line or not functioning.

9. The proposed system must offer multiple install options, including: Direct mount w/ ADA compatible threshold plate Base plate, only minor floor modification (e.g. drilling -required for

installation) Buried cables (recessed conduit under finished floor)

10.The successful bidder should offer a 100% performance guarantee. If the detection system does not perform to the level of performance specified 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 the library.

11.System must have multiple finish options available to better match the décor of the library.

12.System must have the same finish options as the self check system that would be used in conjunction with it.

13.The proposed system must use ISO 15693-3 Standard RTF (Reader Talks First) Architecture.

14.Must provide UL listing number and FCC listing for complete detection system. Include a copy of the UL certificate as an attachment.

V.8 RFID Tags

1. The proposed system tag must be guaranteed for the life of the item on which it is originally affixed.


2. The proposed system must provide tags that are operate at a frequency of 13.56 MHz.

3. The proposed system must provide a portfolio of tags with a range of memory options from 1024 to 2,048 bits that can be used simultaneously in the library.

4. All data other than the SID on the re-writable RFID tag, including the item identifier field, must be fully rewriteable.

5. The proposed system tags must enable the AFI 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.

6. The vendor must provide the option of custom printing blank tags with a barcode or library logo during converting materials.

7. The vendor must provide the option of factory printed tags using the Library’s custom artwork.

8. The proposed RFID System must offer the option of a punched tags feature to mark those that are inoperative.

9. The proposed RFID tags must offer the option of opaque black flood coat to hide antenna.

10.The proposed system tags must provide both security and inventory control functionality.

11.The proposed system tags must use an anti-collision algorithm that does not limit the number of tags which can be simultaneously identified and read.

12.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.

13.The proposed system tags must use a low acid, or neutral pH, adhesive.

14.The proposed system tags must be a one-step application, with no need to apply a cover label over the tag inlay.

15.Recognizing that there is no library RFID tag or tag map standard today, the library wants to go as far as is reasonably possible to try to


enhance its chances for interoperability in the future. The proposed system shall be fully compliant with ISO 18000-3 Mode 1, and include both mandatory and optional commands specified in ISO 15693-3.

16.The proposed system tags must be easily applied in one step, with no need for mouse clicks, keyboard input, or touch screen entries for most item conversion.

17.The proposed RFID tags must have an operating range of -25°C to 70°C (-13°F to 158°F).

18.The proposed system must offer RFID Tags that utilize the RTF(Reader Talks First) Architecture. The proposed Tag must also be compatible with use of the AFI Security Model.

19.The vendor must test tags for long term reliability using accelerated aging testing and show the data.

20.The vendor must show the test methods used to test RFID tags for long term reliability.

21.The vendor must show 15 weeks of accelerated aging test data for the RFID tag being proposed.

22.The vendor must demonstrate the data in both graphical and numerical formats.

23.The proposed system shall not lock the data on the tag.

V.9 ISO RFID Tag Format Data Compliance

1. The RFID system must offer a clear migration path to the ISO tag data format standard when it is announced.

2. The RFID system must provide a product that can read multiple published tag data formats at the same time.

3. The system must be able to simultaneously read country specific (Danish, Dutch, Finnish, French) and selected RFID vendor tag data formats.

4. The RFID vendor must attach their tag data format in the bid response.

5. The RFID system must allow for simultaneous reading of existing vendor supplied tag data format as well as the new ISO tag data


standard when it is announced so the library can migrate their system to the new ISO tag data standard.

6. The vendor must show participation on the U.S. NISO working group for library RFID standards. The vendor must give the name of participants and number of meetings attended.

7. The vendor must be able to demonstrate, upon request, how they can read and write to multiple tag data formats.

V.10 Portable Handheld Reader

1. 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.

2. The total weight of the portable handheld reader must weigh less than 28 ounces, including battery, RFID reader, antenna, display and computing unit, and any other components that must be carried by the user.

3. The proposed portable handheld reader must accommodate data collection simultaneously with other functions. These other functions must include shelf reading, inventory, identifying items on search lists, and items with incorrect security.

4. 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.

5. 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…)

6. 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.

7. 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.


8. 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 system requirements.

9. 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.

10.The proposed system must accommodate Sorting: to assist a user with sorting items on a shelf or cart.

11.The proposed system must accommodate Pulling: to assist the user with finding items on hold (reserve) or weed lists, or other user-defined lists available from the circulation system.

12.The proposed system must accommodate Shelving: to assist a user with shelving an item.

13.The portable handheld reader must feature a color touch screen display and use a removable memory card.

14.The portable handheld reader must be easily set down on a library shelf or cart when necessary to free the user’s hands.

15.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.

16.The portable handheld reader battery life must allow the user to work for at least 4 hours before charging or changing batteries is required.

17.The portable handheld reader must have built-in diagnostics for troubleshooting.

18.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.

19.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.

20.The portable handheld reader system must have the capacity to read multi-line, fixed-length-field, or delimited-field records from an


electronic file containing shelf or search lists and create a portable database for use in a portable handheld RFID reader.

21.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 and which have not been found.

22.The portable handheld reader must be multi-functional to provide efficient collection management.

23.The proposed portable handheld reader must accommodate Data collection to collect and store identifiers of items scanned, and store those items in user-defined categories for upload. This capability must allow storage of up to 1 million items prior to upload.

24.The search capability must be active during order checking, data collection, sorting, pulling, and finding functions, with option to turn it off if desired.

25.The proposed system must validate item identifier (barcode) data from input lists and provide a log of errors found.

26.The proposed system must process results of data collection sessions or pull sessions, reading these results from the memory card and creating PC files containing lists of collected data, lists of items pulled, and lists of items not pulled.

27.The proposed portable handheld reader must have an audible tone and visible indicators to verify item has been identified. The audible tones shall be adjustable by the user.

28.The proposed portable handheld reader must be cordless.

29.The vendor must provide UL listing number and FCC listing for complete portable handheld reader. Include a copy of the UL certificate as an attachment.

V.11 Conversion Station

1. The proposed system must include a touch-sensitive screen and an optical bar code reader.

2. The proposed system must be integrally designed on a compact cart with wheels for easy conversion in the narrow library aisles. The narrow dimension of the cart shall not exceed 18” wide at any point in its profile.


3. The proposed system must able to automatically dispense tags.

4. The proposed system must function in standalone mode, not requiring an interface with the integrated library system.

5. The proposed system must be easy to use and able to convert book tags at a rate of at least 500 items per hour.

6. List accounts where these rates have been achieved and sustained for a multiple week period.

7. The proposed system must have a visible scan line to facilitate correct placement of material on the conversion station.

8. The proposed system must be able to handle varying bar code locations and orientations.

9. The proposed system must allow configuration of item identifier parameters to automatically prevent programming of partially scanned or incorrectly scanned barcodes.

10.The proposed system must be able to convert items from a list (when an optical bar code is unavailable or unreliable).

11.The proposed system must be able to work with a weed list (a list of items to be removed from the Library), to automatically alert staff to weed an item upon scanning the barcode, rather than applying an RFID tag.

12.Must provide UL listing number and FCC listing for complete conversion system. Include a copy of the UL certificate as an attachment.

13.The proposed system must be able to program a tag in less than one second.

14.The proposed system software should have two sets of counters showing the number of items converted. One level is used for staff to show the count for the session, and one level is for administration to show the overall count that the system has converted.

15.The proposed system must provide visual and audile feedback when the tag has been successfully programmed.


16.The proposed system software must keep a log file of all converted items by date and item ID.

V.12 Print Conversion Station

1. The proposed system must able to automatically print and dispense tags simultaneously.

2. The proposed system must function in standalone mode, not requiring an interface with the integrated library system.

3. The proposed system must be easy to use and able to convert at a rate of at least 500 items per hour.

4. The proposed system must be able to handle varying bar code locations and orientations.

5. The proposed system must allow configuration of item identifier parameters to automatically prevent programming of partially scanned or incorrectly scanned barcodes.

6. The proposed system must be able to convert items from a list (when an optical bar code is unavailable or unreliable).

7. The proposed system must be able to work with a weed list (a list of items to be removed from the Library), to automatically alert staff to weed an item upon scanning the barcode, rather than applying an RFID tag.

8. The proposed system must have a thin (less than ½”) reader pad that provides easy installation.

9. The proposed system shall be compatible with Library’s standard circulation desk computers, and barcode scanners.

10.The proposed system must be able to mount in, on, or under the work surface of a circulation station.

11.The proposed system readers must function when positioned under existing Library slate, granite, wooden or laminate-topped desks.

12.The proposed system must have an RFID read range of 8 inches minimum for book tags.

13.The proposed system readers must be able to read tags and display the information contained on the tag.


14.The proposed system must have the ability to read, program, and reprogram RFID tags.

15.The proposed system must give the library to option to print both the library barcode and logo on the RFID Tag.

16.The system must be able to program the following country tag data standards (Danish, Dutch, Finnish, and French) and selected RFID vendor tag data formats.

17.System must be able to print Item Identifier in addition to the barcode.

18.System must be able to print text on tag.

19.Must provide UL listing number and FCC listing for complete print conversion system. Include a copy of the UL certificate as an attachment.

V.13 RFID Book Drop

1. The proposed system must have the ability to quickly download exceptions from the RFID book drop for pulling holds, transits and other exceptions to the RFID handheld wand.

2. The proposed system must include flash memory drive and software to transfer data to the RFID handheld RFID reader via removable memory card.

3. The proposed system must have data to prove at least 96% accuracy when items are placed in the RFID book drop one at a time.

4. The proposed system must provide remote monitoring and diagnostics to monitor the return rate, troubleshoot and obtain usage statistics from any location.

5. The proposed system must include a touch screen monitor and staff printer.

6. The proposed system must have the ability to connect to a full size printer.

7. The proposed system must offer automatic staff hold slips.

8. The proposed system must offer a gravity fed RFID book drop that provides real – time check – in.


9. The proposed system must automatically go into store mode to store the check-in data when the system goes offline due to ILS being in backup mode or the network being down.

10.The proposed system must provide email notification when the bin is full. Email notification must be configurable by staff including number of items that the system will count before sending the bin full notification.

11.Must provide UL listing number and FCC listing for complete gravity fed book drop. Include a copy of the UL certificate as an attachment.

V.14 Automated Material Handling

1. The AMH system shall incorporate three sorting locations.

2. The AMH system must turn on the security feature on RFID tags to allow secure library operation during offline situations.

3. The proposed AMH system must be dual function-capable of processing RFID tags or item bar codes in the same transaction.

4. The AMH system must read item-specific identification numbers, communicate to the host circulation system to update the library’s inventory, and turn the security feature on (through software) all in one easy step.

5. The system shall provide real-time check-in of all items returned.

6. The system shall be configurable to accept all items.

7. System shall identify location codes, item types, transit locations, hold request status, or by one or more combinations of the above, and sort and distribute items accordingly.

8. Please describe how the materials handling equipment you have proposed will be customized for use by LIBRARY such as the use of parameters, material types or codes, location identification, etc.

9. The library will be able to determine the content of printed receipts, and will be able to edit, update and otherwise control the content of printed receipts without vendor intervention.


10.The system shall provide users with receipts. Or: All RFID self-service stations must have the ability to print out cumulative receipts with custom Library information as determined by the Library.

11.The system shall provide library staff with the ability to print an exception receipt for items that are on holds or are an exception.

12.The system shall be able to handle sets of items.

13.The system shall be able to be mounted on an external or interior wall of the library.

14.The system shall provide an intuitive User Interface…90% first time user success.

15.The system shall be able to read barcodes in multiple locations.

16.The system must be able to simultaneously read country specific (Danish, Dutch, Finnish, French) and selected RFID vendor tag data formats.

17.The AMH system must provide the ability to identify items not found in the libraries catalogue and print them as unknown on the patron receipt and screen.

18.The system shall provide the option to sort unknown items into an exceptions bin.

VI. Training and Service Requirements

The Library seeks to train key circulation, technical services, system administrator and public services staff in the use of all equipment. Total number of staff to be trained is approximately xxx.

1. Training will be performed by vendor and will take place at the Your Library.

2. The Library requires user manuals, plus any other materials that are typically distributed during training.

3. The Library requires that manuals be available in electronic format with unlimited distribution within the Library, and shall be supplied free of charge.


4. The Library requires interaction with the vendor sales staff and technical support staff during installation planning, the installation phase and follow-up immediately after such installation.

5. Introductory operator / user / staff training shall be provided at no charge.

6. Indicate options and pricing for additional staff training periods and topics.

VI.1 Hardware / Software Technical Support

1. Toll-free telephone assistance on system use and troubleshooting available between 7:00 A.M. to 6:00 P.M. CST. Monday through Friday.

VI.2 Installation Requirements

1. The proposed system must be installed according to a schedule determined in coordination with Library staff to minimize disruption

2. Vendors should recommend an installation plan. The Library anticipates starting the retrospective conversion-tagging project in Month 20xx.

3. Vendor must also be available for consultation on placement of hardware to accommodate network infrastructure, power and ventilation requirements, building restrictions, etc., and to maximize the workflow, staffing and patron convenience issues.

VI.3 Warranty and Service Requirements

1. The circulation RFID tags must be guaranteed to be effective for the life of the item to which they are originally affixed and, if found to be defective, they must be replaced at no cost to the Library.

2. 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 the Library.

3. The vendor must offer a 12-month 100% money-back performance guarantee on all equipment purchased and covered by 12-month extended warranty or service agreement

4. Software warranty: Software patches and service pack releases must be supplied at no additional charge to the Library.


5. Service technicians must be fully trained, factory authorized and certified by the manufacturer to perform Service.

6. The bidder must have fully factory-trained technicians stationed throughout the country for onsite hardware support and service.

7. Technicians shall be centrally dispatched.

8. The Library shall be able to request service on a 24-hour basis using a toll free 800 number.

9. Technical software phone support will be provided via an 800 number.

10.Service technicians will be equipped with parts normally required to service the equipment and reduce downtime.

11.Average response time must be no longer than stated below for service zones. Zones 1 2 3 4 5Working Hours 8hrs 10 hrs 13 hrs 16 hrs 19 hrs

12.Service Agreements to extend the warranty period on parts and labor must be available for a period of 12, 24, 36, or 48 months.

13.Failure of vendor to meet specified standards may result in termination of service contract.

14.The vendor must provide, upon request, the results of an annual customer service satisfaction survey that demonstrates the offered service meets satisfaction by a minimum of 90% of respondents

15.The Service Agreement must be renewable on an annual basis.

16.The Service Agreement must include remote maintenance for expert technical consultation and software support.

17.Warranty and Service requirements apply to both Standard and Optional system components.


VII. Product Configurations and Pricing

VII.1 Quantity Required

Equipment is expected to include, but is not limited to, the following:

Reg

ular

Ta

gs

CD

/DVD

Ta

gs

Self-

Che

ckou

ts

Staf

f W

orks

tatio

n

Han

dhel

d U

nits

Det

ectio

n Sy

stem

Con

vers

ion

Stat

ion

Sort

ing

Syst

em

Central Library Branch 1

Branch 2

Branch 3

Branch 4

Branch 5

Total Units

VII.2 Pricing

Note: Prices below should include installation, but exclude service/maintenance and delivery.

Products: Number Required:

Price Per Unit:

Total Price:

Regular RFID TagsRFID Tags for CD’s & DVD’sConversion Station (Lease)Conversion Station (Purchase)Self-Checkout SystemStaff Workstations Check-In SolutionHandheld Inventory ToolSorting System


Total for RFID Solution $___________________________

(Excluding service)

VII.3 Other Costs (Please list in detail) ____________

VII.4 Total Project Cost (Not including maintenance) ) _____

VII.5 Annual Maintenance Costs ____________

(Includes: parts, labor and travel for maintenance)

Year 1 is included in pricing.

Year 2 _________- after 12-month warranty period






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