REQUEST FOR PROPOSAL RFID AND SELF-CHECK PROJECT...

REQUEST FOR PROPOSAL

PROJECT MANUAL FOR RFID AND SELF-CHECK PROJECT

MILWAUKEE PUBLIC LIBRARY814 WEST WISCONSIN AVENUEMILWAUKEE, WISCONSIN 53233

MPL # 09-0003

June 15, 2009

This Project Manual contains the Request for Proposal, Scope of Services, Standard Terms and Conditions, and related documents. The contents of this Project Manual any Addenda constitute the Bidding Documents for this Project.

TC-1

TABLE OF CONTENTSMPL – RFID and Self-Check Project

MPL #09-0003

Section TitleTitle PageTable of ContentsInvitation to BidRequest for ProposalScope of Services

I. General InformationII. Library RFID GoalsIII. RFP ProcessIV. Award of ContractV. Term of ContractVI. Scope of Services

A. Tags-Non MediaB. Tags – MediaC. Self-Check HardwareD. Staff StationsE. RFID SoftwareF. Security GatesG. Inventory Control Units/Portable ReadersH. Automated Materials Handling/Book dropsI. Project ManagementJ. Hybrid SolutionsAttachment A Library Locations and Statistics

Attachment 1 Standard Terms and ConditionsAttachment 2 Living Wage FormsAttachment 3 InsuranceAttachment 4 Designation of Confidentiality

of 4

Return by Friday, July 24, 2009 To: Milwaukee Public Library Request for Proposal

Business Office #MPL 09-0003814 W. Wisconsin Avenue Dated: June 15, 2009 Milwaukee, Wisconsin 53233 Due: July 24, 2009

REQUEST FOR PROPOSAL FORRFID Project

for theMilwaukee Public Library System

The City of Milwaukee (City), acting through the Board of Trustees of the Milwaukee Public Library (Board) seeks proposals from qualified vendors for an integrated RFID System, to be in accordance with the attached Scope of Services and Standard Terms and Conditions.

I. Evaluation and Award

Proposals will be reviewed and ranked according to the following criteria:

1. Proposed solution’s effectiveness 50% Understanding of library needs Quality of equipment Meeting library goals Simplicity of solution Design Plan Quality Plan Training Plan Timeline Interoperability with MCFLS member libraries

2. Pricing 30% Initial cost to Library Per-unit rates Ongoing maintenance and support

3. Qualifications of vendor 20% Certifications, licenses Staffing and facilities Past performance, references List of clients, previous projects Financial stability Responsiveness Support services

4. Proposal meets Minimum Requirements Pass/Fail

The highest ranked proposers will be required to demonstrate their technology on-site at the Central Library, 814 W. Wisconsin, Milwaukee, WI 53233 between August 24 and August 28, 2009. Demonstrations are to be conducted at vendors cost.

MPL RFP RFID

Page 2 of 4

Vendors should be prepared to conduct a demonstration of those portions of the following items that their proposal included. Vendors will not be required to bring exit sensors, book drop readers or sorters on-site for demonstration purposes. Vendors may use videotaped demonstrations of these functions. RFID tagging and item conversion of all material types; Staff interface for checkout and check-in, including demonstration of the RFID

antenna/reader; Self-service checkout interface for all material types; Staff interface for problem resolution of self checkout; Portable inventory device scanning a shelf of materials.

The contract(s) will be awarded to the Vendor(s) that best meet the needs of the Library as defined in the RFP and Scope of Services. The Board reserves the right to accept or reject all or part of any proposal and to accept such proposal(s) deemed to be in the best interests of the Library; reject all proposals; request clarification regarding any proposal; make a partial award; or not make an award.

The Library may, at its sole option, open negotiations with the highest ranked proposer(s) after the proposal closing date and prior to award. The Library also reserves the right to open negotiations with the second highest ranked proposer if negotiations with thehighest ranked proposer are not successful.

The successful responder(s) agrees to enter into a contract on the form prepared by the Milwaukee Public Library, a copy of which will be on file in the Business Office of the Milwaukee Public Library. In no event is the responder to submit its own standard terms and conditions as a response to the RFP.

Only the successful responder(s) is (are) required to provide an original signed copy of their insurance certificate and Affidavit of No Interest that complies with the City of Milwaukee’s standard insurance requirements and those detailed in the Standard Terms and Conditions. The Certificate of Insurance and Affidavit of No Interest must be approved by the City Attorney prior to commencement of any work. These forms are herein referenced and incorporated as part of any contract which is awarded as part of this RFP.

Once awarded, the Contract may not be altered, changed or amended except by mutual agreement, in writing, in the form of a contract amendment.

II. Proposal Signature

The undersigned responder, by its authorized person signing below, proposes to furnish the materials and services described herein, in accordance with the terms and conditions as set forth in the Request for Proposal, the Scope of Services, the Standard Terms and Conditions, and the contract. If its proposal is accepted the Responder agrees to all provisions set forth herein which will become binding as part of a contract. Responder further assures that, if the Responder’s performance is contingent upon the acts of another party, the Responder has the necessary commitment to complete the contract. Responder agrees that all of the services required hereunder will be performed by the Responder or under his/her supervision and all personnel engaged in the services shall be qualified and shall be authorized or permitted under State and local law to perform such services.

MPL RFP RFID

Page 3 of 4

PROJECT: MILWAUKEE PUBLIC LIBRARY RFID PROJECT

1. We (a corporation, a partnership, an individual – cross out inapplicable)

Hereby agree to execute the proposed contract and to provide proof of insurance in the amount specified in the Standard Terms and Conditions within 10 days of offering and to provide all labor and material necessary in accordance with the Contract Documents.

2. The undersigned hereby submits the following proposal for the RFID project.

Signature of Person Authorized to Legally Bind Firm Date

Name (Print or Type) Title (Print or Type)

3. Firm’s Name

4. Address

5. Date Firm was Established

6. Specify Principals of Firm:

Name Firm Status

7. I/We acknowledge receipt of addenda numbered through .

8. Please mark all sections that you are including in your proposal. Please note that responders must provide a response to the Hybrid Solutions Section.

Tags Sec. 5A

Media tags Sec. 5AI

Self-check hardware Sec. 5B

Staff station hardware Sec. 5C

RFID software Sec. 5D

Gates Sec. 5E

Inventory control units (a.k.a. “wands”) Sec. 5F

Automated Materials Handling Sec. 5G

Conversion methods Sec. 5H

Project Management, Installation, and Training Sec. 5I

MPL RFP RFID

Page 4 of 4

III. Instructions to Proposers

Respondent shall submit one (1) original, signed in ink, and 7 (seven) copies of the Proposal, in a sealed package, clearly marked on the front of the package Radio Frequency Identification Devices (RFID) for the Milwaukee Public Library and the RFP number. Proposals sent by fax or email will not be accepted.

All provisions in Respondent’s proposal, including any estimated or projected costs, shall remain valid for a minimum of one hundred twenty (120) days following the deadline date for submissions.

Each proposal shall be typewritten. Each page shall be numbered. Electronic files, websites, or URLs shall not be included as part of the proposal; compact disks and/or computer disks submitted as part of the proposal shall not be considered. Each proposal must include the sections and attachments in the sequence listed for System Elements identified in Section VI Scope of Services. Failure to meet the above conditions may result in disqualification of the proposal.

Proposals sections should follow the sequence shown in Section VI Scope of Services for System Elements. Vendors must list all attachments they have included in their proposal by each section included in their proposal. Failure to meet the above conditions may result in disqualification of the proposal.

Proposers are required to follow the outline below when preparing their proposals:

- Letter of Transmittal- Table of Contents- Completed and Signed RFP, Living Wage Provision and Designation of Confidential

and Proprietary Information document.- Contractor’s Proposal (Proposal shall be structured to follow the same sequence as

System Elements in the Scope of Services detailed in Sections ____ through ___.

MPL 09-0003 RFID Scope of Services

Page 1 of 28

SCOPE OF SERVICESREQUEST FOR PROPOSAL FOR

RFID PROJECTMILWUAKEE PUBLIC LIBRARY

I. General InformationThe City of Milwaukee, acting through the Board of Trustees of the Milwaukee Public Library is seeking proposals from qualified firms for delivery and installation of an RFID System.

VisionThe Milwaukee Public Library, hereafter referred to as “MPL” or the “Library,” is every person's gateway to an expanding world of information. Providing the best in library service, the staff guides Milwaukeeans in their pursuit of knowledge, enjoyment and lifelong learning, ultimately enriching individual lives and the community as a whole.

MissionThe Milwaukee Public Library provides materials, services and facilities for all citizens of Milwaukee and others in order to meet present and future informational needs and raise the level of civilization in Milwaukee.

The Library dates to 1878, and is a department of the City of Milwaukee. The Library Director, who is the department head, is appointed by the Mayor and sits on the Mayor's cabinet. A 12-member Library Board of Trustees oversees library expenditures, buildings, lands, and collections, and establishes policies for the effective operation of the library and access to library services.

The Library is a member of the Milwaukee County Federated Library System (MCFLS), as are the other 14 public libraries in the County. Financed by state funds, the federated system coordinates specific joint services, such as the computer system which stores bibliographic information on books and other materials, records circulation transactions and keeps information on library card users.

2008 STATISTICS 2,848,244 Materials in Collection 2,880,443 Items Checked Out

Technology 2,340,394 Web Site Visits 522,933 Hours of In-library Public Computer Use 567 Computer Class Sessions 4,316 Computer Class Attendance

The Library uses a Wide Area Network to connect its 13 locations, with Central Library serving as the hub. The Library network was replaced in 2009 and is now an Ethernet based 100Mbps network. The network uses Windows 2003 and soon will upgrade to Windows 2008, and uses the Active Directory Domain. All libraries have fiber connections to the wide area network. There are more than 880 workstations throughout the libraries, and more than 200 printers.


Page 2 of 28

The Library uses the Innovative Interfaces (hereafter referred to as III) Millennium integrated library system (ILS), locally referred to as “CountyCat,” for circulation, cataloging, web OPAC, acquisitions and serials work. The III server resides in the MCFLS offices, which are housed in the Central Library at 814 W. Wisconsin Avenue. Wireless internet access, both for public and staff, is available at all locations.

II. Library RFID GoalsMPL is soliciting proposals from qualified vendors for an integrated RFID system that includes tags, conversion stations, circulation readers, patron self-service checkout stations, security gates, book drop readers, Automated Materials Handling (AMH) units, and portable inventory readers.

To meet these goals, the Library will consider both proposals from one vendor for all parts of an RFID and Self-Check system as well as hybrid solutions, in which, for instance, tags may be provided by one vendor and the RFID hardware by a different one.

Vendors are encouraged to look at MPL libraries before submitting bids in different areas. Library locations are included in Attachment A.

In the response, the Library is looking for a vendor or vendors who most fully understand the Library’s needs and offer creative, economic, long-lasting, and practical solutions. Proposals should be written to meet and exceed the Library’s goals.

A complete RFID system performs the following functions and will work with the existing or future computer environment: Item tagging and conversion for all material formats; Theft detection for all material formats; Self-service checkout and receipt for customers; Item check-in by staff, patron and/or by automated scanning device; Materials handling system; Shelf reading; Processing holds pull lists and other exception conditions; Inventory data collection.

The library’s goals for a complete RFID and self-check system include: Allow self-check out for all circulating library materials, recognizing RFID tags

and barcodes. Prevent self-check for reference items and for invalid or “blocked” library cards. Employ a self-check system that is fool-proof for patron use, such that more than

80% of circulation can be through self-check within two years of introduction. Self-check stations that are attractive, cost-efficient, durable, and well-designed

for public use. Self-check stations with Spanish and English language options for all formats,

including video and audio tape, DVD, book, and CD. Staff circulation stations that recognize both RFID and barcode labels. Allowing the public to renew items and pay library fines at self-check stations. Maintaining collection security—particularly in relation to media items.


Page 3 of 28

System must not be a “pass-around” one, where staff hands patrons checked out items after patron passes through the security gates, but a “pass-through” system, where items are read as checked out and do not trigger an alarm.

Employing hand-held inventory devices to store, identify, and forward lists of item IDs to CountyCat for multiple purposes

Make full use of RFID capabilities with inventory control, particularly through the use of hand-held tools for on-shelf item identification.

Work seamlessly with Innovative Interfaces Millennium ILS system, either through well-integrated RFID software and/or through the use of III’s “Express Lane” self-check product.

Use tags meeting current ISO, NISO, and other library-specific standards. Ideally, self-check units would be interoperable with other MCFLS library

systems, which include standard barcode systems, and both 3M and Checkpoint RFID systems.

Software and hardware must be well-designed, durable, and easy to use in all cases.

Where space and budget allows, Automated Materials Handling systems should be employed to pre-sort returned materials.

If Automated Materials Handling systems are not selected, RFID-enabled book returns should be equipped to check in returned items. Ideally, book returns should check in MPL RFID and other barcoded items.

Security gates should be attractive and well-calibrated to correctly identify items that have not been checked out. Error rates (under- or over-reading) should be less than five percent.

The system must conform to all applicable standards and regulatory requirements, including those of Underwriters laboratories, Americans with Disabilities Act, local fire codes, SIP2, RS-232, and TCP/IP Ethernet 10/100.

The product(s) must have demonstrated prior successful installations, preferablyat other multi-branch public library.

III. RFP Process

A. Proposal Due DateThe response to the RFP, in its entirety, must be received in the Business Office of the Milwaukee Public Library no later than 3:00 p.m. on the date specified in the Invitation to Bid and the RFP. All proposals and accompanying documentation will become the property of the Milwaukee Public Library and will not be returned. Late proposals will not be accepted.

The Milwaukee Public Library will require demonstrations from the highest ranked proposer(s). Proposers should be prepared to meet with Library personnel between August 24 and August 28.

B. Questions, Contact and Site InspectionsThe Milwaukee Public Library will consider Vendor questions regarding the meaning or intent of the RFP or contract documents. All questions must be submitted in writing to Ms. Taj Schoening, Library Business Operations Manager by the date specified in the Invitation to Bid. Replies shall be issued by Addenda, faxed, e-mailed or mailed, to all parties have received the Request for Proposal.


Page 4 of 28

Proposers are specifically directed not to contact any Milwaukee Public Library staff for meetings, conferences or technical discussions related to the RFP. Unauthorized contact of Library personnel is a cause for rejection of the vendor’s proposal.

Vendors are encouraged to conduct site inspections prior to preparation of their proposals. Please contact Ms. Taj Schoening at 414-286-3024 or Mr. Bruce Gay at 414-286-3289 to schedule a site inspection.

C. Proprietary Proposal MaterialAny information contained in the proposal that is proprietary must be clearly designated. Marking the entire proposal as proprietary will be neither accepted nor honored. If any information marked as proprietary in the proposal, such information will not be made public.

D. Project RFP TimelineRFP Issue Date June 17, 2009Pre-Submittal Questions Due July 10, 2009Proposal Due Date July 24, 2009Demonstrations August 24-August 28, 2009

E. Proposal SubmittalEach proposal shall be typewritten. Each page shall be numbered. Electronic files, websites, or URLs shall not be included as part of the proposal; compact disks and/or computer disks submitted as part of the proposal shall not be considered. Proposal sections should follow the sequence shown in Section VI Scope of Services for System Elements. Vendors must list all attachments they have included in their proposal by each section included in their proposal. Failure to meet the above conditions may result in disqualification of the proposal.

All provisions in Respondent’s proposal, including any estimated or projected costs, shall remain valid for one hundred twenty (120) days following the RFP due date or, if a proposal is accepted, throughout the entire term of the contract.

Proposers are required to follow the outline below when preparing their proposals:

- Letter of Transmittal- Table of Contents (Listing all attachments included) - Completed and Signed RFP, Affidavit of Compliance with Living Wage Provision

and Designation of Confidential and Proprietary Information.- Contractor’s Proposal (Proposal shall be structured to follow the same sequence

as System Elements in the Scope of Services Section VI.

Your proposal must address/include the following for each System Element:

1. Narrative Responses and Pricing by System ElementFor each section you are bidding on, refer to the Scope of Services and answer questions under “Response,” “Pricing,” and “Attachments.” All bidders must complete Hybrid Solutions, Sec. 5J.


Page 5 of 28

2. Brochures and Attachments:Include brochures and other relevant information about you that you would likethe Milwaukee Public Library to consider in its selection.

3. Experience, Qualifications and ReferencesDescribe Respondent’s experience relevant to the scope of services contemplated by this RFP. List and describe relevant projects of similar size and scope performed over the past four years. Include the associated results or impacts of the project/work performed and identify personnel assigned to each project and their role.

Describe Respondent’s specific experience with public entities clients, especially large municipalities. If Respondent has provided services for the City in the past, identify the name of the project and the department for which Respondent provided those services.

List other resources, including total number of employees, number and location of offices, number and types of equipment available to support this project.

State the number and professional qualifications (to include licenses, certifications, associations) of staff to be assigned to the project and relevant experience on projects of similar size and scope. Include resumes of key personnel.

Provide three (3) references, for whom Respondent has provided similar services. Include current phone number and e-mail address for each reference.

IV. Award of ContractThe contract(s) will be awarded to the Vendor(s) that best meet the needs of the Library as defined in the RFP and Scope of Services. The Board reserves the right to accept or reject all or part of any proposal and to accept such proposal(s) deemed to be in the best interests of the Library; reject all proposals; request clarification regarding any proposal; make a partial award; negotiate final contract; or not make an award.

In the event the parties cannot negotiate and execute a contract within the time specified, Library reserves the right to terminate negotiations with the selected Respondent and commence negotiations with second highest ranked Respondent.

The successful Vendor(s) agrees to enter into contract on the form prepared by the City and to provide an original signed copy of their insurance certificate and Affidavit of No Interest that complies with the City of Milwaukee’s standard insurance requirements and those detailed in the Standard Terms and Conditions.

Once awarded, the Contract may not be altered, changed or amended except by mutual agreement, in writing, in the form of a contract amendment.

Patents and Trade SecretsUpon receipt of notification that a third party claims that the program(s), hardware or both the program(s) and the hardware infringe upon any United States patent or copyright, Respondent will immediately:


Page 6 of 28

Either:a) obtain, at Respondent 's sole expense, the necessary license(s) or rights that

would allow the City to continue using the programs, hardware, or both the programs and hardware, as the case may be, or,

b) alter the programs, hardware, or both the programs and hardware so that the alleged infringement is eliminated, and

c) reimburse the City for any expenses incurred by the City to implement emergency backup measures if the City is prevented from using the programs, hardware, or both the programs and hardware while the dispute is pending.

V. Term of ContractContract completion date shall be determined by the final contract agreed upon and the Library implementation schedule, although it will be no more than two years.

Any maintenance agreement awarded in response to this RFP will be for a three (3) year period with an option to extend for two additional two-year periods.

VI. Scope of ServicesThe Milwaukee Public Library is seeking proposals to provide a Radio Frequency Identification (RFID) system for inventory, circulation, and security control for all library resources, including books, serials, compact discs, DVDs, recorded books (compact disks and cassettes), videocassettes, cassettes, and mixed media. Using RFID technology, this system must provide a means for the Library to: inventory library materials, circulate (checkout and check-in) materials; secure materials from theft; and provide a method for library customers to self-check materials. This system must be state of the art using the most current hardware and software available. All components must be off-the-shelf without the need for modification or alteration by the Library.

Following are complete descriptions by System Elements:

A. Tags – Non media

1. DescriptionThe Library seeks a tag that is cost effective, durable, and meets all current national and international standards. The Library will use a standard data model, and prefers AFI security. Because many MCFLS member libraries will continue to use barcode for item check-in and checkout, MPL will continue to barcode items after the conversion to RFID.

2. Minimum Requirementsa) Tags must be ISO 15693 and ISO 18000 compliant.b) Tags must be guaranteed for the life of the item.c) Tags must be available on rolls.d) Respondent must agree to detail RFID tag data model. Data model should

be based on current national or international standardse) Tags must have locked portions of memory for item identification information

and portions that are reprogrammable.


Page 7 of 28

f) Tags must store security status directly on tag and be able to trigger an immediate alarm if item is not checked out when passing through detection system.

g) Tags should have an initial failure rate lower than 1% (one percent).h) Single tags must be used for both security and circulation.i) Tags are one piece without the need for cover labels for attachment or

printing.j) Tags may be printed with a library logo.k) All system components must be new and the most recent manufacturer’s

version.l) All proposed system components must be compatible with Innovative

Interfaces, Inc. (III) Millennium integrated library system’s latest software version.

m) The first year of maintenance costs for all hardware and software shall be included and based on each individual component’s installation date.

n) Contractor must provide information on conformance with the appropriate national and international standards (such as ISO standards) to include a listing of such standards by equipment types as recommended by the contractor.

o) Proposals must include complete description of any training needed for a successful implementation, including copies of training documents.

3. Preferred Optionsa) Tags that can be read by other vendors’ equipment.b) Read/Write tags.c) RFID tags combined with and pre-programmed to a barcode.d) Application Family Identifier (AFI) security.

4. Proposal Narrative Please fully describe your RFID tag solution. Include all available types, the manufacturer, specifications, and attach a sample of each of your tags. Address the questions and concerns listed below.a) What is the memory of your tags? b) Have you worked with III to allow your tags to be read directly with III Express

Lane product? If so, please describe this work. If not, would you consider doing this?

c) What is your failure rate of tags? How do you replace defective tags? Describe this process.

d) State your options for printing onto RFID tags or for using labels to cover RFID tags.

e) What security methods will work with your tags? AFI and EAS? Please describe.

f) Do you offer RFID tags pre-programmed with a standard barcode?g) Can your tags be read by different vendor equipment? What would the

library need to do to enable this?h) What information do you recommend should be written to the tags?i) Describe your guarantee of tag performance.


Page 8 of 28

5. Pricing

Standard book tags—Quantity 2,000,000 Price per unit:

Number of tags per unit:

Describe all available quantity discount levels and pricing.

Other costs (Provide description of other costs.):

Total initial cost:

B. Media Tags

1. DescriptionThe library plans to continue using its current security cases with RFID and self-check, and install openers for patron use beyond the security gates. Ideally, media items such as CDs and DVDs will have two linked RFID tags—one on the disc and one on the case, allowing easier check in by quickly identifying items with the wrong disc in a case. The Library is seeking solutions that provide good security, and efficient and effective patron check out and automated check in.

2. Minimum Requirementsa) All requirements listed for Tags, above, are included here.

3. Preferred Optionsa) All options listed for Tags, above, are included here.

4. Proposal NarrativeDescribe your recommendations concerning the handling of compact discs and DVDs. Include a discussion of any additional measures, such as booster tags or locking devices. In your response, please address the questions below:a) What are your recommendations for handling multipart sets of CDs and

DVDs?b) Describe your preferred media tag solution. c) What are your recommendations for handling mixed media sets?d) What is the effective range of your media tags? e) Describe any warranty or guaranty for media tags.

5. PricingDescribe all media tag options you offer (collar, full disk), including effectiveness, and provide pricing for each option. Describe all available quantity discount levels and pricing.


Total initial cost:


Page 9 of 28

C. Self-check Hardware

1. DescriptionThe Library is seeking attractive and efficient self-check stations for all its locations, in sufficient number to allow the great majority of circulation through self-check. Self-check stations need to be present in enough quantities to allow 80% or more self-check.

2. Minimum Requirementsa) Self-check stations must identify both Milwaukee Public Library RFID tags

and barcodes. b) Self-check stations must have capability to allow patrons to input information

for PIN (may be alphanumeric), online fine payment, and renewing items. c) The stations must be designed to allow stacking room on both sides of the

RFID pad and barcode reader, so patrons can put unchecked items on the left, check out on the pad, and stack checked out items on the right.

d) Each self-check station should be equipped with a self-cutting thermal receipt printer.

e) Each library in the system must have at least one ADA-compliant self-check station.

f) All system components must be new and the most recent manufacturer’s version.

g) All proposed system components must be compatible with Innovative Interfaces, Inc. (III) Millennium integrated library system’s latest software version.

h) The first year of maintenance costs for all hardware and software shall be included and based on each individual component’s installation date.

i) Contractor must provide information on conformance with the appropriate national and international standards (such as ISO standards) to include a listing of such standards by equipment types as recommended by the contractor.

j) All cabinets, cabling, devices and specialized tools necessary for the operation and maintenance of the system must be provided.

k) Manufacturer’s literature describing the environmental requirements for the successful installation and operation of the system must be provided with RFP response.

l) Costs associated with on site training and initial technical assistance must be included in the initial purchase price. All on site training will be conducted at a Milwaukee Public Library location.

m) The contractor must allow changes in system setup, configurations and system messages to be easily implemented by library staff with minimal interaction with contractor staff.

n) The proposal must guarantee that the installation of any equipment will be in full compliance with all current federal, state, and local government building and fire statutes, codes, regulations and industry standards.

o) Proposed solution must operate in MPL’s current technical environment.p) Proposals must include complete description of any training needed for a

successful implementation, including copies of training documents.q) Vendor must provide a guaranteed maintenance call response time and

guaranteed maintenance repair or replacement of malfunctioning equipment time.


Page 10 of 28

r) Installation and delivery to final site must be included.

3. Preferred Optionsa) MPL self-check stations will read other MCFLS member library RFID tag

systems. b) Touch screen monitors. c) Audio capability to signal patrons during the self-check process.d) Customizable printing options to include the Library logo and other

information. e) Standard computer hardware.

4. Proposal NarrativeDescribe your self-check station hardware. Address the questions below in your response.a) Self-check stations should fit in with the Library’s décor. Please provide

information and photographs for all available color and style options.b) Will your self-check stations process both RFID tags and item bar codes in

the same transaction? c) Will your company sell standard components for modular self-check in

addition to stand-alone self-check units? For instance, will you sell RFID pads for a self check station created from previously owned library computers, scanners, and printers?

d) The successful proposer must provide training to ensure that the MPL staff is sufficiently familiar in the use and care of all software and equipment.

e) The proposer shall provide a training plan to ensure that this requirement is satisfied.

f) Training documentation and related materials must be provided for reference, as well as to enable future staff training.

g) Samples of training documentation must be included in responses.h) Describe your maintenance plan for this equipment.i) Describe any service plans you offer for this equipment.

5. PricingProvide a complete description of a self-check station, including all hardware and included software.

45 Self-check stations Price per unit:

Total Cost:

Total Installation Costs:

Total delivery costs to destination library:


Total initial cost:


Page 11 of 28

Describe available maintenance plans and all associated costs.

Annual maintenance and support costs:

D. Staff Stations

1. DescriptionStaff stations should fit in easily with the current library décor and desks. Ideally, staff stations will be configured simply by the addition of an RFID pad at the circulation desk. Additionally, the Library will require conversion stations to convert already held material to RFID. The Library wants to complete conversion in the open shelves as quickly as possible and therefore will require portable conversion units

2. Minimum Requirementsa) Stations should allow check out and check in, item conversion to RFID, and

any other regular circulation function. b) Staff circulation stations will continue to utilize barcode scanners (already in

place) for MCFLS items without RFID. c) Staff stations should be modular for ease of service and low-cost

replacement of parts. d) Respondent must agree to detail RFID tag data model. Data model should

be based on current national or international standardse) Stations should run on Microsoft Windows and be easily upgradeable. f) RFID pads should be able to check out and perform other circulation

functions for stacked items. g) All RFID hardware must connect to library computers with standard

connection methods (USB, serial).h) Countertop pads will be used in Technical Services and non-public circulation

areas. i) Conversion stations must be available for rent.j) Conversion stations must be portable.k) If battery operated, conversion stations should provide power for at least four

hours before recharging is necessary and should have extra batteries available and easily installed.

l) If a conversion cart is provided, it should be easy to maneuver through library aisles.

m) All system components must be new and the most recent manufacturer’s version.

n) All proposed system components must be compatible with Innovative Interfaces, Inc. (III) Millennium integrated library system’s latest software version.

o) The first year of maintenance costs for all hardware and software shall be included and based on each individual component’s installation date.

p) Vendor must provide information on conformance with the appropriate national and international standards (such as ISO standards) to include a listing of such standards by equipment types as recommended by the contractor.

q) All cabinets, cabling, devices and specialized tools necessary for the operation and maintenance of the system must be provided.


Page 12 of 28

r) Manufacturer’s literature describing the environmental requirements for the successful installation and operation of the system must be provided with RFP response.

s) Costs associated with on site training and initial technical assistance must be included in the initial purchase price. All on site training will be conducted at a Milwaukee Public Library location.

t) The vendor must allow changes in system setup, configurations and system messages to be easily implemented by library staff with minimal interaction with contractor staff.

u) The proposal must guarantee that the installation of any equipment will be in full compliance with all current federal, state, and local government building and fire statutes, codes, regulations and industry standards.

v) Proposed solution must operate in MPL’s current technical environment.w) Proposals must include complete description of any training needed for a

successful implementation, including copies of training documents.x) Vendor must provide a guaranteed maintenance call response time and


y) Installation and delivery to final site must be included.

3. Preferred Optionsa) Staff stations will check out other MCFLS RFID systems currently in place. b) Pads mounted underneath the circulation desk for a clean look. c) Conversion stations with space for storing items designated for discard or

other reason. d) Stations with a direct connection to its III Millennium system for staff

interactions for ease of use.

4. Proposal NarrativeDescribe your staff RFID stations, fully addressing the questions below:a) What are the dimensions of your RFID pads? Do you offer different size

pads for different library areas or applications?b) What is needed to connect RFID reader pads to library computers? c) Fully describe your process for staff checkout. Include the hardware and

software required for these functions, how they would interface with the Millennium system, and when security would be discharged.

d) Fully describe your process for staff check-in (in the event that the Library does not initially purchase an RFID enabled book return or an AMH system.) Include the hardware and software required for these functions, and when security would be reactivated.

e) How many items may be simultaneously processed during checkout and check-in?

f) What is the read range of your RFID pad? Describe options for pad installation.

g) Do these workstations have the ability to read, program, and reprogram RFID tags?

h) Will staff workstations process both RFID tags and item bar codes in the same transaction?

i) Describe the software that staff will use to check out and check in library materials.


Page 13 of 28

j) Do you offer different staff hardware configurations for Technical Services or other behind-the-scenes staff work? Please fully describe these.

k) Fully describe conversion stations you have available. Please be sure to detail all pieces of a conversion station, the power needs, and any software used to convert items to RFID.

l) Can your pads and other mechanicals be configured to allow a direct connection to the MCFLS Millennium system? Please describe any configuration needed.

m) Has your system ever been configured to work directly with III? Please give specific examples.

n) For a conversion station, what is the average conversion rate per hour?o) Does the conversion process require an interface with the Library’s ILS?p) Describe other uses for your conversion station when the conversion project

is complete.q) Can your conversion station be loaded with a weed list to allow weeding

during conversion?r) Describe the workflow for tagging new items on a conversion station and a

regular staff workstation.s) Describe the process for handling the RFID tags for library materials to be

withdrawn from the Library’s collection using your equipment.t) Describe the workflow for conversion, stating how workflow varies with the

different types of conversion products. For example, outline the conversion process for using a portable conversion station and outline a separate conversion process for using a staff workstation.

u) Describe the recommended workflow for adding new items to the collection in Technical Services.

v) Samples of training documentation must be included in responses.w) Describe your warranty on equipment, software, and all components of the

RFID system.x) Describe service agreements.

5. PricingProvide a complete description of the options listed below.

40 under-the-counter staff workstations Price Per Unit:

Total Cost:

20 countertop staff pads Price Per Unit:

Total Cost:

15 conversion stations, one year rental Price Per Unit:

Total Cost:

2 conversion stations, purchased Price Per Unit:

Total Cost:


Page 14 of 28

Total Installation Costs:

Total delivery costs to destination library:


Total initial cost:

Describe available maintenance plans and all associated costs.


E. RFID Software

1. DescriptionThis section is asking for a complete description of vendor-supplied software, including software for: patron self-check stations staff circulation functions system management

The Library will consider two models for providing self-check to patrons: a vendor-supplied self-check solution or III’s Millennium Express Lane Self-check product. By way of a Web Service, Express Lane allows the Millennium system to communicate directly with RFID tags for self-check, staff checkout, staff check-in, and item security updates.

The Library seeks a quick and efficient conversion process. It is very likely that not all items will initially be converted to RFID, particularly items stored in the underground levels at Central library. Conversion operations, therefore, will be ongoing for old and newly acquired materials.

2. Minimum Requirementsa) Stations must allow check out and check in, item conversion to RFID, and

any other regular circulation function. b) Respondent must agree to detail RFID tag data model. Data model should

be based on current national or international standardsc) Staff circulation stations will continue to utilize barcode scanners (already in

place) for MCFLS items without RFID. d) Stations should run on Microsoft Windows and be easily upgradeable. e) RFID pads should be able to check out and perform other circulation

functions for stacked items. f) All system components must be new and the most recent manufacturer’s

version.g) All proposed system components must be compatible with Innovative


h) The first year of software maintenance costs shall be included and based on each individual component’s installation date.


Page 15 of 28

i) Vendor must provide information on conformance with the appropriate national and international standards (such as ISO standards) to include a listing of such standards by equipment types as recommended by the vendor.

j) Costs associated with on site training and initial technical assistance must be included in the initial purchase price. All on site training will be conducted at a Milwaukee Public Library location.

k) The vendor must allow changes in system setup, configurations and system messages to be easily implemented by library staff with minimal interaction with contractor staff.

l) Proposed solution must operate in MPL’s current technical environment.m) Vendor must provide a guaranteed maintenance call response time and


n) Installation and delivery to final site must be included.

3. Preferred Optionsa) Software will recognize and work with other MCFLS RFID systems currently

in place. b) Software with a direct connection to its III Millennium system for staff

interactions for ease of use.

4. Proposal NarrativeFully describe your process for self-check, including how self-check interfaces with the Library’s ILS and the point at which security is discharged.a) Fully describe the various software required, including any software and

amounts needed for a connection to the ILS. b) Is your self-check capable of processing multiple items in a stack?c) How does your software handle situations where one item of a stack may not

be checked out? Describe what the patron at a self-check station and the staff at a circulation station would experience in such a situation.

d) How does your software handle situations where one item of a stack is not read? Describe what the patron at a self-check station and the staff at a circulation station would experience in such a situation.

e) Describe any factors that could cause your system to fail to detect a tag.f) How would your system handle a situation where a patron walks away

without exiting from their account?g) Can your system require patrons to enter their Innovative PIN?h) How does your system handle a patron who has no PIN and is trying to check

out at a self-check station, if the PIN is required? i) Can your system offer optional receipts as a patron choice?j) Does your self-check display information from a patron record, such as the

number of items checked out, the number of items on hold, or outstanding fine information? If so, how does the Library determine the information to be displayed?

k) Will your self-check stations process both RFID tags and item bar codes in the same transaction? Describe what the patron would experience in such a situation.

l) Does your system have remote monitoring capabilities? If so, describe in detail how this feature would function.


Page 16 of 28

m) During checkout, staff may need to perform a variety of tasks, such as editing patron records and clearing fines. With this in mind, describe basic circulation tasks that cannot be performed in the RFID application and list the steps staff will follow to switch from the RFID application to the Library’s Millennium ILS (if this switch is necessary.)

n) Does your self-check software operate if the Library’s ILS is not functioning?o) Describe the standard multilingual package that is provided with your self-

check.p) Describe all statistical information provided by your system. What is the

process for obtaining and managing these statistics.q) Will your self-check software run on standard computer components and

peripherals? If so, please include the minimum specifications for components and peripherals required for self-check.

r) Describe the possibilities for customizing screen displays and prompts, help screens, and printed receipts. Is it possible for staff to make customization after the initial installation? If so, include the skills and training that Library staff will need to be able to make these customizations.

s) Would your company be able and willing to work with Innovative to enable the use of Millennium Express Lane?

t) Has your company worked with Express Lane previously in a similar type of project? If so, describe the circumstances.

u) Have you worked with Innovative previously? If so, describe the circumstances.

v) What is the average conversion rate per hour using your software?w) Does the conversion process require an interface with the Library’s ILS?x) Can your software use library-created lists of items to weed during the

conversion process? Please describe this function.y) What are your recommendations for tagging a large multi-location collection?z) Describe the workflow for tagging new items purchased by the library.aa) Describe the process for handling the RFID tags for library materials to be

withdrawn from the Library’s collection using your software.bb) Describe the workflow for conversion.cc) Describe the recommended workflow for adding new items to the collection in

Technical Services. dd) Indicate how pricing for self-check would vary with the use of Express Lane

as opposed to a completely vendor-supplied self-check solution. Include any additional items that would be required under such a model.

ee) Samples of training documentation must be included in responses.ff) How are software upgrades handled? Please describe the process.gg) Describe all warranties for the software.

5. Pricing

a) Vendor-supplied self-check software

Software costs:


Total initial cost:


Page 17 of 28

Describe maintenance plan and all associated costs.


b) Millennium Express Lane Self-Check Software

Additional Software Costs: (Do not include Express Lane Costs)


Total initial cost:



F Security Gates

1. DescriptionThe Library will use RFID security gates at all locations for item security. Preferably the gates should only need power and will not require Ethernet connections. RFID gates will replace currently installed Checkpoint RF security gates.

2. Minimum Requirementsa) Security gates must meet ADA requirements.b) Gates must provide a clear audio signal when items not checked out are

passed through.c) Gates must not read current library security (Checkpoint RF) or 3M EM tags.d) Gates must be 95% or greater in accuracy.e) Gates should operate when the Library’s Millennium system is down.f) Gates must have a focused signal so that items greater than three feet from

gate are not read.g) All system components must be new and the most recent manufacturer’s

version.h) All proposed system components must be compatible with Innovative


i) The first year of maintenance costs for all hardware and software shall be included and based on each individual component’s installation date.

j) All cabinets, cabling, devices and specialized tools necessary for the operation and maintenance of the system must be provided.

k) Manufacturer’s literature describing the environmental requirements for the successful installation and operation of the system must be provided with RFP response.

l) Costs associated with on site training and initial technical assistance must be included in the initial purchase price. All on site training will be conducted at a Milwaukee Public Library location.


Page 18 of 28

m) The proposal must guarantee that the installation of any equipment will be in full compliance with all current federal, state, and local government building and fire statutes, codes, regulations and industry standards.

n) Proposed solution must operate in MPL’s current technical environment.o) Vendor must provide information on conformance with the appropriate

national and international standards (such as ISO standards) to include a listing of such standards by equipment types as recommended by the vendor.

p) Vendor must provide a guaranteed maintenance call response time and guaranteed maintenance repair or replacement of malfunctioning equipment time.

q) Installation and delivery to final site must be included.

3. Preferred Optionsa) Gates that read different MCFLS RFID systems. b) Gates that use AFI for security.c) Gates that provide statistical measures, including hourly, daily, monthly, and

annual patron counts. d) Gates that can identify by title and barcode items passed through that have

not been checked out.e) Gates with a visual signal for items passed through that are not checked out.f) Gates with remote monitoring features for staff to easily identify malfunctions.

4. Proposal NarrativeDescription: Fully describe how your security system operates. Include the read

range of the security gates. In your response, please address the following questions:

a. What is the tag detection rate for standard library materials? What is the tag detection rate when multiple items are present in the gates’ field?

b. With tags attached to discs, what is the tag detection rate for CDs and DVDs? c. What is the tag detection rate when multiple discs pass through the gates?

Multiple discs should be considered as either multiple tags on a single item, such as books on CD, or many CDs each with a single tag.

d. What is the minimum tag detection rate for discs that you will guarantee? What can the library expect if you do not meet this guarantee?

e. Describe any potential for false alarms and all possible sources of interference regarding your security gates.

f. Will your security system read other vendors’ tags? If so, what would be required on the part of the Library or the other vendor to enable this ability?

g. How does your system identify items that are taken through the gates without being checked out?

h. Describe what happens when an item is taken through the gates without being checked out. Do you have audio and visual alarms?

i. How does your system provide item security if the Library’s ILS is not functioning?

j. Describe any customization available, such as volume control, reader sensitivity, etc.

k. Security gates should fit in with the Library’s décor. Please provide information and photographs for all available color and style options.

l. What power and data connections are required?m. Please describe any two- three- and other lane gate systems you offer.


Page 19 of 28

n. Do your security gates include an attendance counter? Can statistics be counted on an hourly basis? Describe any statistics that can be gathered from attendance counters. How is this information collected?

o. Samples of training documentation must be included in responses.p. Describe your maintenance plan for this equipment.q. Describe any service plans you offer for this equipment.

5. Pricing

18 double gates (two lanes) Price Per Unit:

Total Cost:

5 triple gates, if available (three lanes) Price Per Unit:

Total Cost:


Total initial cost:



G. Inventory Control Units/Portable Readers

1. DescriptionThe Library will acquire inventory control units for staff use to perform various functions throughout all locations. The units will be used to search for and identify items in many different user-defined statuses, including missing, in-transit, claims returned, and on hold. Additionally, the Library wishes to use a portable reader to conduct inventories, check shelf order, and perform searches for specific items. Readers will either have a direct connection to the library catalog or will have downloaded lists for these purposes.

2. Minimum Requirementsa) Units must be lightweight, ergonomic, and have a comfortable grip for staff

use and should reach top and bottom shelves easily. b) If battery operated, readers must operate for a minimum of four hours before

needing recharging, and come with extra batteries. c) Units must be user-friendly to ensure cost effectiveness.d) Units must be able to store more than 100,000 records at any one time.e) Units must have an easy process to load records from the catalog.f) Units must be able to identify item status, barcode, call number, and location.g) Units must be able to shelf-read and identify specific items by title and

barcode that are shelved incorrectly.h) Screens must be easy to read in indoor lighting situations.i) Units must have audio signaling capabilities, and volume control.


Page 20 of 28

j) All system components must be new and the most recent manufacturer’s version.

k) All proposed system components must be compatible with Innovative Interfaces, Inc. (III) Millennium integrated library system’s latest software version.

l) The first year of maintenance costs for all hardware and software shall be included and based on each individual component’s installation date.

m) Vendor must provide information on conformance with the appropriate national and international standards (such as ISO standards) to include a listing of such standards by equipment types as recommended by the vendor.

n) All cabinets, cabling, devices and specialized tools necessary for the operation and maintenance of the system must be provided.

o) Costs associated with on site training and initial technical assistance must be included in the initial purchase price. All on site training will be conducted at a Milwaukee Public Library location.

p) The contractor must allow changes in system setup, configurations and system messages to be easily implemented by library staff with minimal interaction with contractor staff.

q) Proposed solution must operate in MPL’s current technical environment.r) Vendor must provide a guaranteed maintenance call response time and


s) Installation and delivery to final site must be included.

3. Preferred Optionsa) The units may be either single hand held pieces or readers connected to

laptops. b) Wireless operation.c) Units that can operate with either a direct connection to the library catalog or

through downloaded lists of records.

4. Proposal NarrativeFully describe your portable reader. Include all components, physical characteristics, specifications, and attach photographs.a) Is your portable reader currently in use? If so, provide references.b) Will it read CDs and DVDs?c) Describe how your portable reader interacts with the Library’s ILS. Include

the process for transferring information from the Library’s ILS to the reader and the process for exporting information from the reader.

d) Please provide a description of the read response rate for shelf reading items, that is, how quickly can a shelf be read?

e) What is its maximum storage capacity?f) How does the unit indicate an item has been located?g) How does it keep track of items that have been located?h) What is its read range? i) What is its range for detecting items that are out of shelf order?j) What is its accuracy rate when materials are kept on metal shelves and metal

end pieces?k) What are the minimum read and accuracy rates that you will guarantee?

What will your company do in the event that the Library does not, in fact, see this guaranteed performance?


Page 21 of 28

l) Does it have wireless capabilities?m) Samples of training documentation must be included in responses.n) How is it powered? Include information concerning battery life.o) Describe your maintenance plan for this equipment.p) Describe any service plans you offer for this equipment.

5. PricingProvide a complete description of what is included in pricing.

14 Inventory Control Units/ Price Per Unit:Portable Readers

Total Cost:


Total initial cost:



H. Automated Materials Handling/Book drops

1. DescriptionBudget permitting, the Library plans to implement Automated Materials Handling (AMH) systems to check in materials and convey them to designated sorting bins. Ideally, AMH systems will be purchased and implemented along with the RFID system for circulation, self-check, security, and inventory. The Library may purchase and implement AMH systems at a later date as a phase two component of an RFID system. MPL would like to implement AMH systems at neighborhood libraries and Central. Neighborhood systems would sort into three or five bins. A Central library AMH should be able to sort for all MPL locations as well as different areas at Central, which suggests as many as 30 bins. Depending on budgetary needs, the Library may instead install only RFID-enabled book drops for patron check in. Book drops may be installed with either inside or outside openings and should be able to read materials stacked as they are slid into a bin.

2. Minimum Requirementsa) Automated Materials Handling (AMH) System

i. AMH must receive items quickly enough to allow a natural speed for patrons putting items in—approximately one item per second.

ii. Bins into which items are dropped must be depressible for item safety and staff ease of use.

iii. AMH must be able to check in items in real time on the library catalog and reactivate security.

iv. AMH must have a staff induction point inside the circulation area.v. AMH must be able to sort by hold status, other status codes, location, and

item type.vi. AMH must be quiet.


Page 22 of 28

vii. AMH must have method to identify non-library material and ensure safety of system and library if dangerous materials are inserted (flammable, etc).

viii. Library staff must be able to easily reconfigure AMH for different sort streams.

ix. AMH must have a method by which it alerts staff if there are system problems.

x. Proposals must include complete description of any training needed for a successful implementation, including copies of training documents

xi. Vendor must provide a guaranteed maintenance call response time and guaranteed maintenance repair or replacement of malfunctioning equipment time.

xii. All cabinets, cabling, devices and specialized tools necessary for the operation and maintenance of the system must be provided.

xiii. Manufacturer’s literature describing the environmental requirements for the successful installation and operation of the system must be provided with RFP response.

xiv. Describe temperature minimums and maximums under which the unit can operate.

xv. Costs associated with on site training and initial technical assistance must be included in the initial purchase price. All on site training will be conducted at a Milwaukee Public Library location.

xvi. The contractor must allow changes in system setup, configurations and system messages to be easily implemented by library staff with minimal interaction with contractor staff.

xvii. The proposal must guarantee that the installation of any equipment will be in full compliance with all current federal, state, and local government building and fire statutes, codes, regulations and industry standards.

xviii. Proposed solution must operate in MPL’s current technical environment.xix. All system components must be new and the most recent manufacturer’s

version.xx. All proposed system components must be compatible with Innovative


xxi. The first year of maintenance costs for all hardware and software shall be included and based on each individual component’s installation date.

xxii. Vendor must provide information on conformance with the appropriate national and international standards (such as ISO standards) to include a listing of such standards by equipment types as recommended by the vendor.

xxiii. Installation and delivery to final site must be included.

b) RFID-enabled book dropsi. Units must have a method to identify both items checked in ready to

shelve and checked in on hold, for later staff sorting.ii. Book drops must be able to read multiple items at once.iii. Book drops must be able to check in items in real time into the library

catalog and reactivate security.iv. Book drops must be able to identify “paired” tag items, such as CDs with

RFID tags on the case and on the disk, in order to identify mis-paired or singles-without-the-pair items.

v. Units must be operational with outdoor induction point.


Page 23 of 28

vi. Proposals must include complete description of any training needed for a successful implementation, including copies of training documents

vii. Vendor must provide a guaranteed maintenance call response time and guaranteed maintenance repair or replacement of malfunctioning equipment time.

viii. All system components must be new and the most recent manufacturer’s version.

ix. All proposed system components must be compatible with Innovative Interfaces, Inc. (III) Millennium integrated library system’s latest software version.

x. All cabinets, cabling, devices and specialized tools necessary for theoperation and maintenance of the system must be provided.

xi. Manufacturer’s literature describing the environmental requirements for the successful installation and operation of the system must be provided with RFP response.

xii. Costs associated with on site training and initial technical assistance must be included in the initial purchase price. All on site training will be conducted at a Milwaukee Public Library location.

xiii. The contractor must allow changes in system setup, configurations and system messages to be easily implemented by library staff with minimal interaction with contractor staff.

xiv. The proposal must guarantee that the installation of any equipment will be in full compliance with all current federal, state, and local government building and fire statutes, codes, regulations and industry standards.

xv. Proposed solution must operate in MPL’s current technical environment.xvi. The first year of maintenance costs for all hardware and software shall be

included and based on each individual component’s installation date. xvii. Vendor must provide information on conformance with the appropriate

national and international standards (such as ISO standards) to include a listing of such standards by equipment types as recommended by the vendor.

xviii. Installation and delivery to final site must be included.

3. Preferred Options a) AMH systems

i. AMH system will read MPL RFID, existing MCFLS RFID, and barcodes.ii. Printing of hold slips for items being sorted as holds.iii. Multiple induction points, including outdoor induction.iv. Expandable AMH to add more bins as resources allow.v. Receipts should be a patron-option.vi. AMH can check in stacks of items, not just one by one sorting.vii. AMH should have method to alert staff when a bin is full.

b) RFID enabled book dropsi. Upgradeable units that allow later additions of AMH systems.ii. Units that print receipts for patrons checking items in.iii. Units that print hold notices for staff use.


Page 24 of 28

4. Proposal NarrativeAMH Systems response: Fully describe your AMH system. Include functionality,

physical characteristics, and a discussion of how the system interacts with the Library’s ILS. Provide photographs for all available color and style options for book return units.

a) Does your company partner with another company to provide an AMH system? If so, describe how this arrangement would affect the Library. Who would be our main contact for installation, training, service, and technical support? Who would be ultimately responsible for resolving issues and guaranteeing operational satisfaction?

b) The Library plans to install an AMH system in a common work area that is used by circulation staff. With these factors in mind, would it be necessary to enclose your unit for soundproofing or other reasons? Please describe the noise level in decibels from your unit.

c) What is the minimum amount of square footage needed for your unit? Please describe the minimum and recommended square footage needed for a three bin, a five bin, and any larger size units.

d) Describe the types and levels of monitoring and/or staffing that your AMH system requires.

e) Describe routine maintenance the Library may expect to perform on a daily, weekly, monthly, and annual basis. Include the skills and training library staff will need to acquire to perform this maintenance, as well as the average time to perform these tasks for three-bin, five-bin, and seven-bin systems.

f) May patrons return multiple items simultaneously? In any orientation?g) Does your system check in barcode only items? Items with other vendor

RFID tags? If so, please describe what the library would do to make this happen.

h) If your system will not check in other RFID tagged items or items with only barcodes, how does the system sort these items?

i) At what point are items checked in and when is security reactivated?j) Does your system check in and update the patron account in real time?k) What are the accuracy rates for the check in of standard library materials?l) What are the accuracy rates for the check in of CDs and DVDs? What is the

accuracy rate for CDs and DVDs with paired tags (one on the case and one on the disk)?

m) Is your system modular so that bins may be added in the future? If so, what would the Library have to do to add bins to the AMH system?

n) How does the library designate criteria for sorting? Describe how the library staff would program the sort criteria and make changes to it.

o) Does your system sort items that have no RFID tags and/or damaged RFID tags into a separate bin?

p) What happens when a bin is full and the library is closed, with no staff to monitor it?

q) What are the power and data needs for an AMH?r) Can an AMH be transferred from one location to another, should the library

make a decision to do so, in the case where a building may be replaced by another library? Please describe this process.

s) What does the AMH do when dangerous non-library items are placed into it, to ensure the safety of the building and system?

t) What statistical information does the AMH provide? Describe the process for obtaining and managing these statistics.


Page 25 of 28

u) Does your system provide receipts to patrons? Can patrons choose not to receive a receipt?

v) For a larger AMH, such as envisioned at Central Library, how much space would be required (30 bins or more)?

w) Please fully describe the process that would be used to design and install an AMH at Central Library.

x) Have you designed and installed a large AMH system such as described for Central Library? Please describe any such installation.

y) If the Library implements an automated materials handling system in a second phase, would you be willing to guarantee a price for the AMH system for a period of time not to exceed 24 months from the signing of the initial contract?

z) The successful proposer must provide training to ensure that the MPL staff is sufficiently familiar in the use and care of all software and equipment.

aa) The proposers shall provide a training plan to ensure that this requirement is satisfied.

bb) Training documentation and related materials must be provided for reference, as well as to enable future staff training.

cc) Samples of training documentation must be included in responses.dd) Describe your warranty on all equipment.

RFID-enabled book drop response. Fully describe your RFID-enabled book drop. Include functionality, physical characteristics, and a discussion of how the system interacts with the Library’s ILS. Provide photographs for all available color and style options for book return units.

a) Does your book return unit integrate with an AMH system to be installed at a later date?

b) Does it provide receipts to patrons? c) Does your system respond to non-tagged items in any way? Describe.d) Describe how staff would be able to quickly identify holds, items checked in,

and items needing manual check-in.e) Can your book drop be used with an indoor or outdoor opening? Describe

differences between units intended for indoor versus outdoor induction points, and list any environmental limits on units.

f) Can your book drop check in multiple items at one time? What is the accuracy rate for the book drop?

g) Does your book drop work with other RFID systems? Describe what the library would do to make it work with other systems.

h) What is the size of the book drop? Can the book drop be configured to work with existing library book drops?

i) What are the power and data requirements for the book drops?j) Can your book drop both check in and activate security for returned items?k) The successful proposer must provide training to ensure that the MPL staff is

sufficiently familiar in the use and care of all software and equipment. l) The proposers shall provide a training plan to ensure that this requirement is

satisfied. m) Training documentation and related materials must be provided for reference,

as well as to enable future staff training. n) Samples of training documentation must be included in responses.o) Describe your warranty on all equipment.


Page 26 of 28

5. Pricing

a) Automated Materials Handling (AMH) Units

1) 2- or 3-bin sort AMH Price Per Unit:

Total Cost:




2) 5-bin sort AMH Price Per Unit:

Total Cost:




3) 30 bin sort AMH Price Per Unit: (Do not include installation cost.)

Total Cost:




b) Book-drop RFID units

14 Book-drop RFID readers Price Per Unit:

Total Cost:





Page 27 of 28

I. Project Management

1. DescriptionThe Library seeks bids that show a complete understanding of the complexities of a comprehensive RFID/Self Check system. An important part of a successful bid is a complete project implementation plan, showing steps needed from contract award to final handoff. The Library seeks bids from vendors who have shown the ability to successfully implement large-scale RFID/Self Check systems both on time and on budget. Working with Library staff, the successful vendor will develop a complete project plan clearly delineating all steps in the project. This work may involve the successful vendor working with other vendors. It is expected that this work will be coordinated so that there is no delay in the overall implementation.

2. Minimum Requirementsa) The project plan must include timelines and milestones.b) Project stakeholders and a communication plan must be identified for all

stages of the project.c) The installation plan must make clear vendor and library responsibilities and

should, if possible, work around library open hours. d) The plan must include all necessary resources needed, including number of

vendor staff involved, materials, and other components of the system.e) The vendor must include information on how it manages risk for this project.f) The Library must work with a single project leader through whom all

communication can be coordinated.g) The vendor will provide a work breakdown structure showing the steps

included in the project. h) Any previous knowledge gained by the vendor from previous projects must

be used to assist the libraryi) The vendor must meet regularly with library staff to manage the project.j) The proposed system must be installed according to a schedule determined

in coordination with Library staff.

3. Proposal NarrativeFrom your understanding of RFID and Self check systems and of the specific goals of the Milwaukee Public Library, please describe how you would work with library staff and develop a project implementation plan.a) Please fully describe other projects of similar size and scope your company

has completed. Discuss tools and techniques used to keep the project on schedule and on target. Discuss managing delays and unexpected issues.

b) Taking into account relevant factors such as the number of libraries in the system, the size of the collection, the number of staff, public demand, and current technology suggest a “best solution” for the Library.

c) Describe an installation process for all components of the system. Include a recommended project schedule with timeline.

4. PricingProvide a complete description of what is included in project management.

Project Management Total Cost:


Page 28 of 28

J. Hybrid Solutions

1. DescriptionAs described above, the Library will consider a hybrid system that would enable us to select from among the most suitable and compatible system components for an RFID system. With this in mind, please respond to the following questions.

2. Proposal Narrativea) Has your company participated in a project where you worked with another

RFID vendor to furnish an RFID system? For example, a scenario in which your company provided tags and self-check stations, while another companyprovided the security gates? If so, please describe. If not, would your company consider such a project?

b) Would you be willing to work with other vendors to enable system functionality and interoperability?

c) Are there components of your system that must be purchased as a set in order to function properly? Conversely, which components will interact with equipment purchased through a second company?

d) Under this scenario, what would be required of the Library? What would be required of the other vendor?

e) Describe any potential technical limitations and/or problems with working under such a scenario to provide a RFID system.

f) Indicate how pricing for RFID components would vary when purchased separately. Include any additional costs required for operating under such a model.

3. Pricing Indicate how pricing for any section of the bid might change based on changes needed due to a hybrid solution being employed.

Library Locations and Statistics Attachment A

Library

Central

Atkinson

Bay View

Capitol

Center Street

East

Forest Home

Martin Luther King

Mill Road

Tippecanoe

Villard Avenue

Washington Park

Zablocki

Address814 W. Wisconsin532331960 W. Atkinson Ave.532092566 S. Kinnickinnic Ave532073969 N. 74th St532162727 W. Fond du Lac Ave532101910E. North Ave532021432 W. Forest Home Ave5320431 OW. Locust St.532126431 N. 76th St532233912 W. villard Ave.532093310W. Villard Ave532092121 N. Sherman Blvd.532083501 W. Oklahoma Ave.53215

SizeSquare Feet

457,919

11,548

15,000

12,777

16,150

13,800

12,680

14,941

15,061

16,905

14,842

20,540

14,739

CollectionSize

1,736,288

65,673

90,051

108,774

75,411

81,937

86,984

77,216

96,094

94,517

80,386

80,438

99,021

Circulation2008

577,864

88,380

263,074

214,568

63,100

248,102

157,941

86,192

165,101

184,803

94,893

144,065

317,106

Patrons,2008

551,183

109,066

167,893

174,937

135,088

199,367

164,743

111,925

152,999

133,287

99,858

222,961

213,904

DVDs

12,307

3,217

4,402

3,568

1,609

4,594

3,315

3,768

3,424

2,655

3,440

4,149

4,334

CDs

28,882

2,348

5,563

4,379

2,374

3,839

2,416

2,599

3,564

4,155

2,765

3,033

5,425

CircBooks

833,175

53,937

70,787

89,727

60,376

66,035

73,212

62,864

78,143

75,929

63,506

64,473

80,496

ReferenceCollection

341,484

523

367

603

1,202

226

681

1,181

738

491

459

571

388

of 9

CITY OF MILWAUKEE

BOARD OF TRUSTEES

MILWAUKEE PUBLIC LIBRARY

REQUEST FOR PROPOSALVENDOR SERVICES

STANDARD TERMS AND CONDITIONS

February 25, 2005

Amended May 12, 2006 January 2, 2008

of 9

TABLE OF CONTENTS

PART 1 – INSTRUCTIONS TO RESPOND TO RFP Page

1.1 Contracting Officer 31.2 Interpretations 31.3 Response Date and Location 31.4 Submission 31.4.1 Fees and Expenses 31.4.2 Responder Signatures 3 - 41.5 Modification of Proposals 41.6 Opening of Proposals 41.7 Responses to Remain Open 41.8 Acceptance or Rejection of Proposals 41.9 Subcontracting 4

PART 2 – GENERAL CONDITIONS

2.1 Rates and Expenses 42.1.1 Rates 42.2 Personnel and Staffing 52.3 Emerging Business Enterprise Provisions 52.4 Discrimination in Employment 52.5 Insurance Requirements 52.6 Permits, Licenses and Regulations 62.7 Time for Completion 62.8 Revision of Plans 62.9 Authority for Altered Work 62.10 Decisions of the City Librarian 62.11 Standards of Performance 62.12 Harmonious Relations 6

PART 3 – LEGAL RELATIONS

3.1 Laws and Regulations 63.2 Assignment and Subletting 73.3 Patents and Trade Secrets 73.4 Liens and Taxes 73.5 Sales Tax 73.6 Indemnification 73.7 Defense of Suits 73.8 Conflict of Interest 73.9 Ownership of Documents 83.10 Collusive Agreements Prohibited 83.11 Termination of Contract for Cause 83.12 Termination for Convenience 83.13 Records 83.14 Progress Payments 93.15 Final Payment 93.16 Prompt Payment Provision 93.17 Consultant-Milwaukee Public Library Relationship 93.18 Definitions 93.19 Waiver 103.20 Enforcement of Contract 10

of 9

STANDARD TERMS AND CONDITIONSREQUEST FOR PROPOSAL - VENDOR SERVICES

Milwaukee Public Library

PART 1 - INSTRUCTIONS TO RESPOND TO RFP

1.1 Contracting OfficerThe contracting officer shall be the Secretary (Library Director) of the Board of Trustees, Milwaukee Public Library, hereinafter referred to as the “Library Director” and “Board” respectively, representing the City of Milwaukee, a municipal corporation, hereinafter referred to as the “City”.

1.2 InterpretationsAll questions about the meaning or intent of the Request for Proposal (RFP) terms and conditions or contract documents shall be submitted to the Library Director, or designee, in writing as indicated in the Invitation to Bid/Official Notice. Replies shall be issued by Addenda, faxed, mailed or delivered, to all parties recorded by the Library Director as having received the RFP. Questions received after the date identified in the Invitation to Bid/Official Notice will not be answered. Only questions answered by formal written Addenda shall be binding. Oral and other interpretations or clarifications shall be without legal effect.

1.3 Response Date and LocationProposals must be delivered to the Library Director at the place and no later than the date and time stated in the Official Notice/Invitation to Bid. Proposals received later than the date and time specified will be rejected.

1.4 SubmissionVendors must propose to execute all phases of the work identified in the Scope of Services in a single proposal. The requirements for this proposal are stated in the RFP and/or Scope of Services. Any proposal which does not respond to the items requested shall be considered non-responsive and may not be considered for award.

Proposers shall submit three copies of written proposal, which must include the forms provided in the RFP. Attachments of conditions contrary to the Library’s may invalidate your proposal. Failure on the part of the responder to comply with all of the instructions and terms of the Standard Terms and Conditions may result in proposal rejection by the Library Director.

The proposal shall contain an acknowledgement of receipt of all Addenda, if any, the numbers of which shall be filled in on the proposal form. All proposals shall be typed or completed in ink and all names shall be typed or printed below the signature.

1.4.1 Fees and Expenses• Where applicable, all fees and hourly rates must be stated in words and numerals; in case

of a conflict, words shall take precedence.

• If requested in the RFP, proposal response should indicate total fee and hourly billing rates for each of vendor’s employees performing work under this contract.

1.4.2 Responder Signatures• Proposals submitted by an individual shall be signed by the responder or by an authorized

agent.

• Proposals submitted by a corporation shall be executed in the corporate name by the president or vice president (or other authorized corporate officer accompanied by evidence of authority to sign). The corporate address and state of incorporation shall be shown below the signature.

Attachment 1: RFP-ConsultantStandard Terms and Conditions

Page 4 of 9

• Proposals by partnerships shall be executed in the partnership name and signed by a partner; the partner’s title must appear under the signature, and the official address of the partnership must be shown below the signature.

• Proposals signed by an attorney-in-fact for individuals, firms, partnerships, or joint-ventures shall have attached thereto a power of attorney evidencing authority to sign the bid.

1.5 Modification of ProposalsAfter a Proposal has been filed with the Library Director, and before the due date and time for the proposals, the responder may file an amendment fully identified with the original proposal submitted with proposal number and/or service.

1.6 Opening of ProposalsProposals will not be opened publicly unless specified in the Invitation to Bid/Official Notice. Proposals will be made available for review only after a contract has been executed.

1.7 Responses to Remain OpenAfter proposals are opened, proposals will be deemed open and subject to acceptance until awarding of the RFP is finalized or a minimum of forty-five (45) days after the scheduled time of opening.

1.8 Acceptance or Rejection of ProposalsAn award will be made to the responder whose proposal best meets the needs of the Milwaukee Public Library based on the evaluation criteria set forth in the Request for Proposal. If the actual cost of a contract exceeds $30,000, the Board of Trustees of the Milwaukee Public Library shall have the final award authority. Milwaukee Public Library reserves the right to accept or reject all or part of any proposal and accept such proposal deemed to be in the best interests of the Library; reject any or all proposals; request clarification regarding any proposal; make a partial award; or not make any award.

The successful responder agrees to enter into contract on the form prepared by the City, a copy of which will be on file in the Business Office of the Milwaukee Public Library. In no event is responder to submit its own standard contract terms and conditions as a response to this RFP.

1.9 SubcontractingThe Library Director may request any responder, within seven days after the day of the proposal opening, to submit a list of all subcontractors and principle suppliers proposed for the project. If the Library Director, after due investigation, has reasonable objection to any proposed subcontractor, the Library Director may, before making final award, request the highest ranked responder to submit an acceptable substitution.

PART 2 - GENERAL CONDITIONS

2.1 Rates and Expenses

2.1.1 RatesThe hourly billing rates for each of vendor’s employees with respect to the services performed under this contract shall be set forth in the Fee Schedule, which will be attached to and made a part of this contract. Any overtime work (greater than 40 hours in a week) shall be authorized in writing by the Secretary in advance of performing the overtime work.


Page 5 of 9

2.2 Personnel and Staffing All personnel provided by the vendor to perform services under this contract shall be identified in the “Fee Schedule” and/or proposal. The proposal shall include a description of the type of work to be performed and each individual identified. The proposal shall also identify the Project Manager for the services to be provided under this contract.

If the vendor’s personnel or subconsultants change for this project, the Owner must review and approve the replacement personnel, in advance. The replacement personnel shall have, at minimum, equivalent qualifications as the original personnel.

2.3 Emerging Business Enterprise Provisions. Chapter 360 of the Milwaukee Code of Ordinances established an Emerging Business Enterprise Program (EBE) which is implemented through establishment of percentages of participation in all contracting activities. The City has established for itself an overall goal of 18% Emerging Business Enterprise participation for contracts. The percentages required for this proposal are stated in the Invitation to Bid/Official Notice. If applicable, required forms must be submitted by responders as part of the proposal. Failure to comply with these requirements may result in rejection of the proposal.

2.4 Discrimination in EmploymentIn performing in accordance with the terms of the contract, the responder agrees not to discriminate against any qualified employee or qualified applicant for employment because of race, color, religion, sex, sexual orientation, age, disability, national origin or ancestry, lawful source of income, marital status, or familial status as defined in Section 109-9 of the Milwaukee Code of Ordinances. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, lay-off or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The responder further agrees to comply with all applicable requirements of the Americans With Disabilities Act of 1990, 42 U.S.C. э 12101, et seq. and to take affirmative action to insure equal employment opportunities for persons with disabilities.

The responder shall include or cause to be included in each subcontract covering any of the work covered by this Contract a provision similar to the above paragraph, together with a clause requiring such insertion in further subcontracts that may in turn be made.

2.5 Insurance RequirementsThe successful responder agrees to comply with all insurance requirements indicated and shall, prior to commencement of work, provide an original signed copy of their insurance certificate and Affidavit of No Interest that complies with the City’s standard insurance requirements. The successful responder agrees to take out and maintain in full force a fully paid policy insuring against professional liability including Errors and Omissions for the performance of its services hereunder, which insurance shall provide coverage in the amount of $1,000,000 limits. Further, vendor shall maintain statutory worker’s compensation and employer’s liability insurance covering all employees of consulting firm. Further vendor shall maintain comprehensive liability and property damage liability insurance with combined single limits of not less than:

General Liability: $1,000,000/$1,000,000Bodily Injury$1,000,000/$1,000,000Property Damage

Auto Liability: $1,000,000/$1,000,000 (per person)$1,000,000 per Accident/Property Damage

Umbrella Liability: $5,000,000 or a specific endorsement designating this coverage


Page 6 of 9

2.6 Permits, Licenses and RegulationsThe responder shall procure any and all necessary permits and licenses required to perform the work specified, pay all charges and fees, and furnish proof of such licensing authorization and permits prior to commencement of work.

2.7 Time for CompletionThe time specified for the completion of the work is of the essence of this contract, and the Vendor shall not be entitled to claim performance of this contract unless the work is satisfactorily completed in every respect within the time herein specified. The contract term is set forth in the Scope of Services and shall be a part of the contract.

2.8 Revision of PlansThe Library Director may deem it advisable or necessary from time to time to change the scope of work such that the work will increase or diminish the expense of the work. The Vendor shall take those actions necessary to make the changes. The difference in cost of the work so altered shall be added to or deducted from the amount otherwise due the Vendor. The method of determining the basis of payment or credit arising from such changes shall be by the hourly billing rate named in the Proposal or by a Lump Sum Price submitted by the Vendor and accepted by the Library Director.

2.9 Authority for Altered WorkNo alteration in work under the Contract shall be made without a written order from the Library Director. No verbal suggestion or order of any employee of the Milwaukee Public Library or of any other person shall be construed as authorizing any claims on the part of the Consultant for extra compensation for labor, materials, or other items pertaining to such work, or for damages or any other expenses because of the Vendor’s compliance therewith. Contract can only be modified by written amendment issued by the Library Director and signed by both parties.

2.10 Decisions of the Library Director. All work to be performed must be in accordance with the contract documents and subject to the supervision, approval and acceptance of the Library Director. The Library Director shall decide all questions which shall arise as to the quality and acceptability of materials furnished, work performed, manner of performance, extensions of time, rate of progress of the work, interpretation of the plans and specifications, acceptable fulfillment of the contract, compensation, disputes, and mutual rights between Consultants under the Specifications. All questions as to the meaning of the contract documents and all questions as to the interpretation of any orders or directives which may have been issued in connection with the work shall be decided by the Library Director whose decision shall be considered final and conclusive between the parties hereto and binding upon them.

2.11 Standards of Performance. All work performed by the consultant under this contract shall be performed by competent, qualified persons who will carry out their assignments in an efficient manner, and in accordance with the state of the art relevant to their work. Vendor shall complete the performance of all work on or prior to the dates (if any) for such completion set forth in the Scope of Services and Project Specifications.

2.12 Harmonious RelationsVendor shall work in harmony with other contractors or with utility or City forces engaged in collateral work. Vendor’s operations shall be arranged to prevent interference or damage to the work of others. In case of dispute, the decision of the Library Director shall be final and binding upon the parties affected.

PART 3 - LEGAL RELATIONS

3.1 Laws and Regulations. Vendor agrees to comply with all of the requirements of federal, state and local laws, rules and regulations, statutes, codes, and ordinances related thereto. The Vendor shall protect and save harmless the Board and the City, its officers and representatives, against any claim or liability arising from the violation of any such law, ordinance, code, rule, regulation, or order by Vendor, Vendor’s agents and employees.


Page 7 of 9

3.2 Assignment and Subletting. The Vendor shall not subsequently assign this contract or any interest therein, nor subcontract the work or any part thereof, without written consent of the Library Director having first been obtained. If the Vendor shall so assign or subcontract without such consent the Library Director shall have the right to rescind this contract and to declare the same null and void or to relet the work to some other competent party, thereupon adjusting and determining the damages to the Milwaukee Public Library arising thereby, and the Vendor shall be liable to the Milwaukee Public Library for such damages as the Library Director shall so adjust and determine.

3.3 Patents and Trade Secrets. The Vendor shall hold and save the Board and City and its officers, agents, servants, and employees harmless from liability of any nature or kind, including cost and expenses for or on account of any violation or infringement on any patent, copyright, trademark, trade secret or other proprietary right of any third party in the performance of the contract, including its use by the City, unless otherwise specifically stipulated in the contract documents.

3.4 Liens and TaxesAny and all taxes and license or permit fees imposed by the Federal, State, and local municipalities are the sole responsibility of the Vendor. The Vendor warrants that the Vendor has good title to all materials and supplies used in the work, free from all liens, claims, or encumbrances. The Vendorcovenants and agrees to promptly pay all claims for labor performed and materials furnished, used, or consumed in the performance of this contract.

3.5 Sales TaxThe City and the Milwaukee Public Library are exempt from Wisconsin Use and Sales Tax. Responder shall not add sales tax to their proposals but shall include in their lump sum bids only the same tax they will be required to pay directly as a consumer, when obtaining materials, etc., to fulfill the contract requirements.

3.6 IndemnificationNotwithstanding any references to the contrary in the contract documents, Vendor assumes full liability for all of its acts in the performance of this contract. Vendor covenants and agrees that Vendor will save and indemnify and keep harmless the City and Board against all liability, judgments, costs, and expenses, which may be claimed against the City and/or Board in consequence of the granting of this contract, or which may result from the carelessness or neglect of the Vendor or the Vendor’s agents, employees, or workers in any respect whatever. If judgment is recovered, whether in suits of law or in equity, against the City and/or Board by reason of the carelessness, negligence, or by acts of commission of the Vendor, such persons, firms or corporations carrying out the provisions of the contract for the Vendor, the Vendor assumes full liability for such judgment not only as to the amount of damages, but also the cost, attorneys fees or other expenses resulting therefrom.

3.7 Defense of SuitsIn case any action in court or proceeding before an administrative agency is brought against the Board, the City or any of its officers, agents, or employees for the failure or neglect of the Vendor in whole or in part to perform any of the covenants, acts, matters, or things by this contract undertaken, or for injury or damage caused by the alleged negligence of the Vendor, its officers, agents or employees, the Vendorshall indemnify and keep harmless the Board, the City and its officers, agents and employees from all losses, damages, costs, expenses, judgments, or decrees arising out of such action. The City shall tender the defense of any claim or action at law or in equity to the Vendor or Vendor’s insurer, and upon such tender it shall be the duty of the Consultant and Consultant’s insurer to defend such claim or action without cost or expense to the City or its officers, agents, or employees. The Vendor shall be solely responsible for the conduct and performance of the services required under the terms and conditions of this Contract and for the results therefrom.

3.8 Conflict of InterestVendor covenants that no officer, employee or agent of the city who exercises any functions or responsibilities in connection with the carrying out of any services or requirements to which this Contract pertains, shall have any personal interest, direct or indirect, in this Contract. Vendor further covenants


Page 8 of 9

that no member of the governing body of the locality and no other public official of such locality who exercises any functions or responsibilities in the review or approval of the carrying out of this Contract, shall have any personal interest, direct or indirect, in this Contract.

Vendor covenants that s/he has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of her/his services hereunder and that no person having any conflicting interest shall be employed.

3.9 Ownership of DocumentsVendor agrees that the Board shall own all graphics, plans, manuals, reports, and other documents prepared hereunder for the Board by Vendor, including all intellectual property rights herein, and that all elements of work prepared by the Vendor for the Board pursuant to this Contract shall be works for hire. To the extent such works are not deemed works for hire, Vendor hereby assigns and transfers to the Board all of its intellectual property rights, including copyright, in and to such works.

The Vendor reserves the right to use materials for project records, promotion, and marketing purposes. Pre-existing work of the Vendor shall remain the property of the Vendor. This includes processes, source code, and proprietary information. The Vendor shall maintain the copyright and shall be able to reuse pre-existing work in future work.

3.10 Collusive Agreements ProhibitedThe responder covenants and agrees that as a proposer, responder is the only one interested in this Contract; that no person or corporation other than named has any interest in the proposal or in the contract. Responder covenants and agrees that: the proposal was made without any understanding, agreement, or connection with any person, firm or corporation making a bid for the same; and the proposal is in all respects fair and without collusion or fraud.

3.11 Termination of Contract for CauseIf, through any cause, the Vendor shall fail to fulfill in timely and proper manner its obligations under this contract, or if the Vendor shall violate any of the covenants, agreements, or stipulations of this contract, the Library Director shall have the right to terminate this contract by giving written notice to the Vendorof such termination, specifying the effective date thereof, at least five (5) days before the effective date of such termination. In such event, all finished or unfinished work accomplished by Vendor under this contract shall, at the option of the Library Director become its property and the Vendor shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder.

Notwithstanding the above, the Vendor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the Contract by the Vendor, and the City may withhold any payments to the Vendor for the purpose of set-off until such time as the exact amount of damages due to the City from the Vendor is determined.

3.12 Termination for ConvenienceThe Board may terminate this contract at any time for any reason by giving at least fifteen (15) days notice in writing to the Vendor. If the contract is terminated by the Board as provided herein, the Vendorwill be paid an amount which bears the same ratio to the total compensation as the work actually performed bears to the total work of the Vendor covered by this contract, less payments of compensation previously made.

3.13 RecordsRecords shall be maintained in accordance with requirements prescribed by the City with respect to all matters covered by this Contract. The City, Board of Trustees, Milwaukee Public Library and Vendorshall comply with public records laws of Wisconsin and Vendor will assist the City and Board in conforming to the law. Except as otherwise authorized, such records shall be maintained for a period of three (3) years after receipt of the final payment under this Contract.All costs shall be supported by properly executed payrolls, time records, invoices, contracts or vouchers, or other official documentation evidencing in proper detail the nature and propriety of other accounting documents pertaining in whole or in part to this Contract and shall be clearly identified and readily accessible.


Page 9 of 9

3.14 Progress Payments The Vendor may submit periodic progress payment requests based upon the percentage of work completed. Each payment request shall identify the time period to which the invoice relates, and the name of each employee who performed services for the Board during this time period, the dates and hours worked by such employee and the billing rate of such employee. Each payment request shall also identify all authorized expenses incurred during the time period, and shall be accompanied by supporting documentation. Said payment requests are subject to review and approval by the Library Director or designated representative prior to eligibility for payment.

For contracts in excess of $10,000 but less than $100,000 the City reserves the right to make direct payment to subcontractors or suppliers or to make checks that are payable to both the Vendor and one or more subcontractor and/or supplier, conditioned on payment to every person, including every subcontractor or supplier, of all claims that are entitled to payment for labor performed and materials furnished for the purpose of making the improvements as provided in the contract..

3.15 Final PaymentUpon completion of the work by the Vendor pursuant to the terms of this contract and after the acceptance of the work by the Library Director, the City shall pay the Vendor, subject to any retainer or guarantee provisions in the contract documents, any balance then remaining due and payable by the terms of this contract.

All monies paid or owed by the City to the Vendor shall be and constitute a trust fund, in the hands of the Vendor only, to the amount of all claims due and to become due or owing from the Vendor for lienable labor and materials until all such claims have been paid. The acceptance by the Vendor of the “Final Payment” provided for in the contract shall operate as, and shall be, a release to the City and its representatives from all claims by the Vendor for anything done or furnished for or relating to the work or for any act or neglect of the City or of any person relating to or affecting the work.

3.16 Prompt Payment Provision. In accordance with Common Council File 900859, adopted October 16, 1990, the provisions of §66.286 Stats., relative to prompt payment are modified as follows: The City of Milwaukee as a matter of policy shall strive to pay all invoices within thirty (30) days. Payment to the Vendor will be deemed timely if the payment is mailed, delivered or transferred within 60 calendar days after receipt of a properly completed invoice or receipt and acceptance of the property or service. If the City does not make payment by the 60th calendar day, the City shall pay simple interest beginning with the 31st calendar day at the rate of one percent per month, unless the City disputes the amount of the invoice. No interest will be paid on final payments of 10% of the Contract, or $1,000, whichever is greater.

3.17 Vendor-Milwaukee Public Library RelationshipThe relation of the Vendor to the City and the Milwaukee Public Library is and shall be that of an independent Vendor and not of employee-employer. Vendor shall not receive nor be eligible for any fringe benefits or any other benefits to which City salaried employees are entitled to or are receiving.

3.18 DefinitionsThe word “Vendor” or “Contractor” means a person or entity, whether public or private, that enters into a contract with the City and/or the Board of Trustees of the Milwaukee Public Library.

3.19 WaiverThe failure or delay of either party to enforce any of its rights under this Contract shall not constitute a waiver of such rights, any other rights, or any future rights arising hereunder.

3.20 Enforcement of ContractThe laws of the state of Wisconsin shall govern the validity, performance and enforcement of this Contract.

NOTICE

HOURLY RATE FOR EMPLOYEES WORKING ON CITY

OF MILWAUKEE CONTRACTS SHALL NOT BE LOWER THAN

REFERENCE MILWAUKEE CODE OF ORDINANCES 310-13

RATE EFFECTIVE 3/1/09

PER SECTION 310-13, MILWAUKEE CODE OF ORDINANCESCITY OF MILWAUKEE

$8.80 PER HOUR

LIVING WAGE COMPLIANCE REPORT

CONTRACT NUMBER:_____________________________________________ DATE:____________________________

AUTHORIZED SIGNATURE:___________________________________________________________________________

PRINT NAME:______________________________________________________________________________________

COMPANY NAME:___________________________________________________________________________________

FINAL REPORT? ( ) YES ( ) NO 3 MONTH REPORT? ( ) YES ( ) NO

NOTE: IF FINAL REPORT, PLEASE COMPLETE THE BOTTOM PORTION OF THIS FORM.

In order to audit your compliance with the Living Wage Ordinance, please complete the following report and submit to the Milwaukee Public Library, 814 W. Wisconsin Avenue, Business Office, Milwaukee, Wisconsin 53233. This report is to be submitted within 10 days following the expiration of the contract, or every three (3) months, whichever occurs first.

TIME PERIOD EMPLOYEE NAME ADDRESS WORK PERFORMED TOTAL HOURS

HOURLY WAGE RATE

GROSS EARNINGS

VACATION, WELFARE,

TRUST CONTRIBU-

TION

Personally came before me on this day of , 20 (he/she) , who acknowledges that he/she executed the foregoing document for the purpose therein contained for and on behalf of said company, IN WITNESS WHEREOF, I have hereunto set my hand and official seal.

(SEAL) My commission expires Signature

Print Name

CITY OF MILWAUKEE – MILWAUKEE PUBLIC LIBRARY

AFFIDAVIT OF COMPLIANCE - LIVING WAGE PROVISION

BID/RFP NUMBER: __________ DATE:

The undersigned hereby agrees to pay all workers employed by the Contractor in the performance of this contract, whether on a full-time or part-time basis, a base wage of not less than $8.80 per hour. The undersigned agrees to make a sworn report within 10 days following the completion of the contract, or every 3 months, whichever occurs first, and to procure and submit a like sworn report from every subcontractor employed by the contractor, to the DOA-Procurement Services Division. Such report shall include, but not be limited to, for the specified time period, the person's name, address, type of work performed, total hours worked on the service contract, hourly wage rate, gross earnings, and employer's contribution to vacation, welfare and trust funds. Said reports or affidavits shall be accompanied by a statement that each and every employee has been paid in full the amount of not less than $8.80 per hour, and that there has not been, nor is to be, any rebate or refund of any part of said wages by the employee to the employer. ALL OF OUR EMPLOYEES RECEIVE AN HOURLY WAGE THAT IS GREATER

THAN $8.80/HOUR. NOTE: REPORTS AS STATED ABOVE ARE STILL REQUIRED.

I/We hereby state that we will comply Section 310-13 of the City of Milwaukee Code of Ordinances as stated above:

AUTHORIZED SIGNATURE:

PRINTED NAME:

COMPANY NAME:

Personally came before me on this day of , 20

(he/she) who acknowledges that he/she executed theforegoing document for the purpose therein contained for and on behalf of said company. IN WITNESS WHEREOF, I have hereunto set my hand and official seal.

NOTARY PUBLIC SIGNATURE

(SEAL)

PRINT NAME

My commission expires:

Attachment 3

COVERAGE AMOUNT

Worker’s Compensation Statutory Limits

Comprehensive General Liability Bodily Injury: $500,000 per occurrence$1,000,000 aggregate

Property Damage: $500,000 per occurrence $500,000 aggregate

Automobile Liability Bodily Injury: $500,000 per occurrence$1,000,000 aggregate

Property Damage: $500,000 per occurrenceProfessional Liability(when applicable)

$1,000,000 per occurrence

The City of Milwaukee and the Board of Trustees of the Milwaukee Public Library shall be named as additional insured with respect to liability coverages other than professional liability and will be given 30 days notice in advance of cancellation, non-renewal, or material change in any coverage. A certificate of insurance evidencing such coverage shall be approved by the City Attorney and placed on file with the City of Milwaukee prior to commencement of work under this contract.

INSURANCE REQUIREMENTS

A. The “City of Milwaukee” and the “Board of Trustees of the Milwaukee Public Library” must be named as additional insured.

B. The insurance certificate must be issued by companies licensed to do business in the State of Wisconsin or signed by an agent licensed by the State of Wisconsin.

C. The cancellation clause must be amended to read as follows: “Should any of the above - described policies be canceled before the expiration date thereof, the issuing company will mail 30 days written notice to the certificate holder named to the left.” (See attached sample)

D. The insurance certificate must be accompanied by an “Affidavit of No Interest” setting forth that: No City Official or employee has or will received anything of value in connection with the issuance of the contract.

1. The affidavit must be notarized and signed by the same Wisconsin Agent or Surplus Lines Intermediary who signed the insurance certificate.

E. The corresponding Milwaukee Public Library bid, contract and/or purchase order numbers must be referenced on the insurance certificate.

F. The certificate holder shall be noted as:City of MilwaukeeBoard of Trustees, Milwaukee Public Library814 West Wisconsin AvenueMilwaukee, Wisconsin 53233

CERTIFICATE OF INSURANCE REQUIREMENTS

To comply with the requirements as issued by Risk Manager, Office of City Attorney, the CANCELLATION CLAUSE on the certificate MUST be modified and revised as shown below.

If this CANCELLATION CLAUSE is not modified according to the sample below, the Certificate of Insurance will be rejected by the City and will cause delay in the commencement of your Contractor’s activities.

Please forward this information to your Insurance Company.

REQUIRED CANCELLATION LANGUAGE

“SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT. BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES.”

NOTE: THE CITY OF MILWAUKEE AND THE MILWAUKEE PUBLIC LIBRARYMUST BE NAMED AS ADDITIONAL INSURED ON THE CERTIFICATE OF INSURANCE.

Contract No. _____________________

AFFIDAVIT OF NO INTEREST

STATE OF WISCONSIN )) ss

MILWAUKEE COUNTY )

_______________________________________, being first duly sworn, on oath deposes and(Insurance Agent)

says that he/she is the agent of the

_____________________________________, insurer, on the attached certificate issued(Insurance Company Name)

to _____________________________________(Name of Insured/Contractor)

Affiant further deposes and says that no officer, official or employee of the City of Milwaukee has any interest, directly or indirectly, or is receiving any premium, commission, fee or other thing of value on account of the sale or furnishing of said insurance certificate.

__________________________________________________(Agent’s Signature)

Subscribed and sworn to before me this _________ day of ____________________, 20____

_____________________________________________________, Notary Public

My Commission expires: _____________________________________________

NOTE: THIS “AFFIDAVIT OF NO INTEREST” MUST BE COMPLETEDAND

SIGNED BY THE PERSON WHO EXECUTED THE CERTIFICATE OF INSURANCE, AND SUBMITTED WITH YOUR CERTIFICATE OF INSURANCE.

Attachment 4

DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

Material submitted in response to the Milwaukee Public Library’s Request for Proposal No. includes proprietary and confidential information which qualifies as a trade secret, as provided in Section 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, the proposer asks that certain pages, as indicated below, of this proposal be treated as confidential material and not released without the proposer’s written approval. Therefore, I am providing the following information with the express understanding that it is being submitted to the Milwaukee Public Library under a pledge of confidentiality. I would not have submitted this information had the Milwaukee Public Library not pledged to keep it confidential.* and request that the following pages not be released:

*NOTE: Proposers are cautioned that the ENTIRE PROPOSAL MAY NOT FALL WITHIN THE CONFINES OF THE PLEDGE OF CONFIDENTIALITY.

IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLGENGED, THE UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF CONFIDENTIALITY.

Failure to include this designation in the proposal response may mean that all information provided as part of the proposal response will be open to examination and copying.

REQUEST FOR PROPOSAL RFID AND SELF-CHECK PROJECT...

Documents

Transcript of REQUEST FOR PROPOSAL RFID AND SELF-CHECK PROJECT...