Request for Proposals Project Objectives and Scope:

Traverse Area District Library

Request for Proposals RFID and Self-Checkout Technology RFID Tagging Service Issued December 19 2011 Deadline for Proposals: January 13, 2012, at 2:00 PM

Project Objectives and Scope:  1. The Traverse Area District Library (TADL) wishes to partner with an organization capable of supplying the necessary services, supplies and equipment to introduce selfcheckout capability and RFID technology for a collection of approximately 414,000 print and 57,000 media items. RFID capability will be applied to the collections at six different locations in Grand Traverse County, MI. Five self-checkout stations and an RFID enabled security gate are only required at the TADL main facility in Traverse City, MI. TADL hopes to achieve 80% self service checkout within one year of implementation. Although self checkout machines are not planned for branch or member installations at initial implementation, it is hoped branch installation can be achieved once implementation is successful at the Woodmere facility. 2. TADL also wishes to receive proposals for RFID tagging services, with a goal of completing a conversion over a four month time period or less. Tagging will be performed at each of the six TADL libraries: The collection count provided in #1 above includes collections for all six of these libraries. Tag Requirements: 414,000 – Print RFID Tags 57,000 – CD/DVD Tags* * media security cases are not required for these items Equipment Requirements: 18 – Staff RFID Workstations 5 – RFID enabled Self Checkout Stations 1 – RFID enabled Security Gate Equipment preferred works with commodity, Windows or Mac OS X based computers and equipment, rather than proprietary appliances. Implementation Equipment Requirements: If in addition to the above equipment additional dedicated equipment is needed to aid in the conversion process, we would need to be able to rent or borrow said equipment for up to a four month period. RFID Conversion Services: If responders to this bid offer RFID conversion services, TADL would like quotes for said service with the a goal of completing a conversion over a four month time period or less. Conversion would need to occur after public services hours, on-site at each of the district’s six locations. Woodmere Lobby Renovations Impact Self Checkout Implementation The library is preparing to renovate its Woodmere facility lobby area in order to maximize utilization of self service circulation with hold shelf access. This will involve transition from Traverse Area District Library RFID and Self Checkout Request for Proposals

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traditional circulation desk to self service islands or counter tops. Selected self checkout equipment vendor will need to coordinate with the facility designer.

Details and Requirements Deadline for Receipt: Proposals must be received January 13, 2012, by 2:00 PM Delivery: ● Proposals must be delivered electronically to Scott Morey, Assistant Director for Technology, at the following email address: [email protected] ● Show the following words in the email subject line:

“TADL RFID/Self-Checkout Proposal” and/or “TADL RFID Tagging Proposal” Intention to Respond ● Please indicate your intention to respond to this RFP by sending an e-mail message to Scott Morey, Assistant Director for Technology, at the following email address: [email protected] ● This will assure you will receive copies of answers to inquiries by all proposing vendors and all responses. Inquiries and Requests for Clarification Inquiries will only be received and answered by email and should be addressed to Scott Morey, Assistant Director for Technology, Traverse Area District Library [email protected]. “TADL RFID/Self-Checkout RFP Inquiry” should appear in the subject line. Telephone or in person inquiries or requests for clarification will not be addressed. Responses will be provided to all who received a copy of the RFP and declare their intention to respond. Library Requirements 1. The Traverse Area District Library intends to award the project to the firm that best satisfies the needs of the Library. 2. The resulting contract for equipment and services will define a not to exceed fee. Your fee proposal must therefore include all services and all incidental costs including printing and travel costs, if any. 3. The contract for service will include and reference the accepted proposal. 4. The Library reserves the right to reject any or all responses to this Request for Proposal. 5. The Library reserves the right to cancel the award of contract any time before the execution of the contract by both parties. 6. Respondents bear sole risk and responsibility for costs incurred in the preparation of the proposal. 7. The Library reserves the right to ask for clarification of information in the proposal if the need arises. 8. Under the Michigan Freedom of Information Act, responses to this RFP and any resulting documented agreements are subject to public disclosure. 9. Under the Michigan Freedom of Information Act, access to individual borrowing records and identification of individual TADL patrons are subject to disclosure only with a court order. The successful bidder will be required to honor court orders for this information only after consultation with TADL and in compliance with applicable law. Evaluation Process Responses to this Request will be evaluated by the Assistant Director for Technology who will present them with his recommendations to Library Director and ultimately to the TADL Board of Trustees. Finalist may be asked to provide a presentation or a webinar on their proposal to the library’s leadership group and/or board of trustees. Traverse Area District Library RFID and Self Checkout Request for Proposals

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Criteria for Acceptance TADL will evaluate proposals for clarity and completeness with respect to costs, the equipment and supplies required to complete installation, services provided and the timetable for complete implementation. TADL is looking for firms that can demonstrate an established reputation for ● quality of product ● adherence to budget ● adherence to expected timetable ● service to public libraries

TADL Background: Traverse Area District Library (TADL) serves a community of 86,000 residents in Grand Traverse County. It is funded by a district library millage that funds 86% of the $4.7 million budget. A magnet library for residents and visitors in this region, circulation has reached nearly 1.2 million transactions in the last 12 months district wide. TADL provides service from six facilities: Interlochen, Kingsley, Fife Lake, East Bay Township, Peninsula Township and its flagship facility on Woodmere Avenue in Traverse City. TADL uses Evergreen, an open source ILS for all circulation and cataloging processes. Security is currently accomplished via 3-M magnetic tape and supported by security gates that have been in place since the Woodmere facility opened in 1999. There are no security gates in the other five facilities.

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RFID & Self Checkout Proposal and Bid Format Please include the following information in the following order: 1. Responding Company Name, a. Addresses and Contact information b. Name of primary contact for purposes of this proposal 2. A brief description of the firm, including how long you have been in this business 3. Names of Individuals who would be leading the project under this contract a. Credentials for these individuals. b. Similar projects these individuals have managed. c. How long they have been with your company 4. Implementation Timeline to include: a. when your company could begin work, if selected b. how long components of the project could be expected to take, c. Tag preparation and production d. RFID tagging and conversion e. selection and installation of required equipment 5. Equipment and Supplies Proposed: a. Cost for each component of equipment b. RFID tags description and cost: book, CD, DVD, other c. Warranties d. Annual Service requirements and fees 6. Contract proposed for work for TADL ( reference and include your proposal and this RFP) 7. At least three (3) References for comparable work performed for comparable libraries. Provide: Library names, contact names and contact information. 8. A Public Library client list to include a. Michigan clients, if any b. Evergreen clients, if any RFID Tagging and Conversion Proposal and Bid Format Please include the following information in the following order: All of the above, but include: 1. Costs a. hourly rate b. Cost (not to exceed) for the job 2. Timetable required for tagging a. time per item b. time for the job 3. Description of tagging process, supervision and quality assurance

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