HomeMy WebLinkAbout32339
-1-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
A G R E E M E N T
THIS AGREEMENT (“Agreement”) is made and entered into this day of
___________, 2016 (hereinafter the “Effective Date”), by and between the COUNTY OF
FRESNO, a political subdivision of the State of California, hereinafter referred to as "COUNTY",
and Tech Logic Corporation whose address is 181 Buerkle Road, White Bear Lake, Minnesota,
55110, hereinafter referred to as "CONTRACTOR".
W I T N E S S E T H:
WHEREAS, COUNTY desires to retain a qualified firm to provide a suitable delivery
platform to sustain the use of the Fresno County Public Library’s radio frequency identification
enabled self-check, collection management, and security system (hereinafter referred to as
“RFID”) at its branch library locations currently using the RFID system, and expand the use of
said system to other existing and new branch locations as determined by the COUNTY; and
WHEREAS, COUNTY issued Request for Proposal No. 208 -5362 dated June 4, 2015
and Addendum No. One (1) dated June 29, 2015, (collectively, the “RFP”) seeking bids from
qualified firms to provide such a system; and
WHEREAS, CONTRACTOR submitted a Response to the RFP (“CONTRACTOR’s
Response”), wherein CONTRACTOR represented that it possessed the skill, experience,
knowledge and qualifications to design, develop, implement, and install the Tech Logic System
(hereinafter referred to as “TLS”) based on RFID technology to perform circulation, collection
management, and security at COUNTY’s branch library locations currently using RFID, as well
as at other branch library locations to be determined by the COUNTY with each branch library
location being considered a separate installation site pursuant to the RFP.
NOW, THEREFORE, the Parties, for good and valuable consideration, do hereby agree
as follows:
1. OBLIGATIONS OF THE CONTRACTOR
A. CONTRACTOR shall perform such specialized services to facilitate the
-2-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
expedient and economical design, construction and installation of the TLS, all as specified in the
RFP and CONTRACTOR’s Response, attached hereto as Exhibits A and B, respectively, and
incorporated herein by this reference,, including, but not limited to, RFID or bar code check-in and
check-out systems with security and inventory features, book drops and delivery systems, storage
systems, sorting systems, branch distribution system, patron reserve systems, and computer
systems designed, manufactured or otherwise developed for the library industry for the branch
locations to be determined by the Fresno County Public Library.
Also attached hereto and made a part of this Agreement are the following additional
exhibits:
Definition of Terms (Exhibit C);
Description of Functionality (Exhibit D);
Pricing Schedule (Exhibit E);
Form of Notice Of Completion And Acknowledgment (Exhibit F);
Form of Notice Of Corrections (Exhibit G);
Software License Agreement (Exhibit H); and
Self-Dealing Transaction Disclosure Form (Exhibit I).
B. CONTRACTOR shall design the TLS after consultation with COUNTY and in
accordance with the mutually agreed upon plans and specifications. The work shall be performed
in a workmanlike and commercially reasonable manner.
C. CONTRACTOR will provide hardware, software, material processing
supplies, design, construction, installation, testing, training, and support of the TLS.
D. CONTRACTOR shall assemble and test the TLS at its corporate
headquarters located in White Bear Lake, Minnesota, prior to shipment to the COUNTY. The
COUNTY may elect to attend each system test at the COUNTY’s expense.
E. CONTRACTOR shall designate a Project Manager within ten (10) days of the
Effective Date. Project Manager means the individual designated as such by CONTRACTOR,
having substantial knowledge and experience with respect to all aspects of the Tech Logic
System development, manufacture, installation and testing, including but not limited to the
-3-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
machinery, software, engineering, hardware and related theories utilized in the design,
development, installation, testing and operation of the TLS.
F. The Project Manager shall be accountable and accessible to the COUNTY at
all times regarding performance, progress and completion of all phases of work during the
development, manufacturing, installation and testing of the TLS. The Project Manager shall
supervise the work of CONTRACTOR’s personnel and those of CONTRACTOR’s
subcontractors, if any.
G. In addition to the Project Manager, CONTRACTOR shall engage, at its own
expense and discretion, such other persons as may be necessary in CONTRACTOR’s
judgment to fulfill the obligations of CONTRACTOR herein. CONTRACTOR agrees that all
individuals so engaged shall be properly trained, competent, and qualified to perform assigned
tasks. CONTRACTOR may replace any person so engaged provided that such substitute
person possesses the qualifications above specified.
H. CONTRACTOR shall invite only those persons performing tasks for
CONTRACTOR to come upon the COUNTY’s premises. CONTRACTOR shall not bring any
property, other than what is required pursuant to the services herein specified, onto any
COUNTY premises.
I. CONTRACTOR shall not use, suffer or permit the use of the space provided
by the COUNTY to CONTRACTOR hereunder, nor any part thereof, in any manner or for any
purpose, nor permit anything to be done, brought or kept thereon (including, but not limited to,
the installation or operation of any electrical, electronic, or other equipment) which, in the
reasonable judgment of the COUNTY would:
1) Impair or interfere in any way with the delivery by the COUNTY of services, or
the proper and economic heating, air-conditioning, cleaning, or other services of the COUNTY by,
or occasion discomfort, inconvenience, or annoyance to, any of the occupants of the COUNTY or
impair the appearance of the COUNTY.
2) Be prejudicial to the business of the COUNTY or reflect unfavorably on the
COUNTY.
-4-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
3) Confuse or mislead the public as to any connection or relationship between
the COUNTY and CONTRACTOR.
4) Except as agreed in advance between CONTRACTOR and the COUNTY,
perform or fail to perform any action that results in the impairment of any work being performed
by the COUNTY's other agents, consultants, or contractors.
J. CONTRACTOR shall permit representatives of the COUNTY, at reasonable
times, to have access to and inspect CONTRACTOR’s installation work of the TLS.
K. CONTRACTOR shall at all times keep the COUNTY free from accumulations of
waste material or rubbish caused by its employees, agents, or contractors or their work; and at
completion of the work CONTRACTOR shall remove all its tools, equipment, and waste, leaving
the work area broom clean. No rubbish, dirt, tools, or other articles, items, or things shall be put in
the public areas of the COUNTY by CONTRACTOR, its officers, employees, agents, invitees,
partners, or contractors. CONTRACTOR shall conduct the work in a safe and orderly manner and
shall take every reasonable precaution so as not to allow injury to any person or damage to the
COUNTY.
L. Upon termination of this Agreement, whether by completion of all work or
otherwise, CONTRACTOR shall remove all of its property from the COUNTY premises. Any
property of CONTRACTOR, its agents, or subcontractors, which remains on COUNTY premises
more than thirty (30) days after the completion or termination of this Agreement shall be deemed
to have been abandoned and may either be retained by the COUNTY as its property or disposed
of in such manner as the COUNTY deems appropriate.
M. CONTRACTOR shall observe and comply with any reasonable rules which the
COUNTY has made or may make and communicate hereafter to an extent not inconsistent with
this Agreement, at any time in writing, to CONTRACTOR.
N. CONTRACTOR shall cause its employees to cooperate with all directions of the
COUNTY's designated Project Coordinator (“Project Coordinator”) while at the COUNTY.
O. CONTRACTOR shall provide a recommended project schedule for each
installation working backwards from the targeted date when the system is to be fully operational
-5-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
and identify milestones.
P. Upon execution by CONTRACTOR of a NOTICE OF COMPLETION AND
ACKNOWLEDGEMENT form (Exhibit F) and delivery of same to the COUNTY, CONTRACTOR
shall provide COUNTY with all information and operation manuals.
Q. CONTRACTOR shall not delay delivery and installation of any part of the TLS
without prior written consent of COUNTY, which consent will not be unreasonably withheld.
R. CONTRACTOR shall assist the COUNTY in any technical conversations with
the Library Automation Vendor (LAV) regarding the interface of the TLS with the Automated
Circulation System (ACS).
2. OBLIGATIONS OF THE COUNTY
A. COUNTY will designate a Project Coordinator as a single point of contact for
communication between COUNTY and CONTRACTOR.
B. COUNTY will make payments in accordance with Section 5. COMPENSATION
/ INVOICING of this Agreement.
C. COUNTY shall hire, at its own expense, an electrical and mechanical
contractor to wire power to the TLS as required.
D. COUNTY shall be responsible for the electrical and data cabling required by
the TLS.
E. COUNTY shall fully cooperate with CONTRACTOR in all installation, testing
and training activities.
F. COUNTY shall make its best effort to assist CONTRACTOR with the
identification of any statutes, rules, codes, licensing, regulations, and other standards which
may affect this Agreement and work performed hereunder. Each TLS is generally designed in
conformity with the National Electrical Code (NEC) and other standards. However, due to
unique designs and observance of various OSHA safety concerns for guards and the like, some
deviations from the NEC and other standards may be necessary.
G. If required by the TLS, COUNTY shall be responsible for purchasing and/or
contracting with COUNTY’s LAV for a connection that will allow the TLS software to interface
-6-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
with the ACS.
H. COUNTY will provide CONTRACTOR with access to its ACS as necessary for
the proper operation of the TLS in accordance with CONTRACTOR’s schedule for installation.
I. COUNTY shall provide adequate work space and storage space to facilitate
the performance of services by CONTRACTOR during the installation of the TLS for up to four
(4) of CONTRACTOR’s personnel. If available, COUNTY shall provide one (1) telephone for the
use of CONTRACTOR carrying out its obligations hereunder. CONTRACTOR shall use its own
long distance provider to make any long distance calls.
J. Once COUNTY has received the TLS components for a specific branch
installation, COUNTY shall provide safe enclosed storage of all such components of the TLS.
Should storage of the TLS at such site be unavailable, the components of the TLS shall be
delivered to a storage space designated by COUNTY, and COUNTY shall be both physically
and financially responsible for delivery of all components of the TLS from such storage space to
such site for installation.
K. COUNTY shall give CONTRACTOR’s personnel continuously free and
unobstructed access to all areas in which TLS components are to be installed. Before
installation begins, COUNTY and CONTRACTOR shall agree on what constitutes an
obstruction.
3. TERM: This Agreement shall commence on the Effective Date and shall be
effective for an initial term of three (3) years, with a maximum of two (2) additional one (1) year
extension periods upon written approval of COUNTY’s Librarian or her designee. COUNTY’s
Librarian or her designee is hereby authorized to execute such written approval on behalf of
COUNTY.
4. TERMINATION:
A. Non-Allocation of Funds - The terms of this Agreement, and the services to be
provided there under, are contingent on the approval of funds by the appropriating government
agency. Should sufficient funds not be allocated, the services provided may be modified, or this
Agreement terminated, at any time by giving the CONTRACTOR thirty (30) days advance written
-7-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
notice.
B. Breach of Contract - The COUNTY may immediately suspend or terminate this
Agreement in whole or in part, where in the determination of the COUNTY there is:
1) An illegal or improper use of funds;
2) A failure to comply with any term of this Agreement;
3) A substantially incorrect or incomplete report submitted to the COUNTY;
4) Improperly performed service.
In no event shall any payment by the COUNTY constitute a waiver by the COUNTY
of any breach of this Agreement or any default which may then exist on the part of the
CONTRACTOR; neither shall such payment impair or prejudice any remedy available to the
COUNTY with respect to the breach or default.
The COUNTY shall have the right to demand of the CONTRACTOR the repayment
to the COUNTY of any funds disbursed to the CONTRACTOR under this Agreement, which in the
judgment of the COUNTY were not expended in accordance with the terms of this Agreement.
The CONTRACTOR shall promptly refund any such funds upon demand.
C. Without Cause - Under circumstances other than those set forth above, this
Agreement may be terminated by COUNTY upon the giving of thirty (30) days advance written
notice of an intention to terminate to CONTRACTOR.
D. Action Upon Termination – Upon termination of this Agreement prior to
expiration by the COUNTY, CONTRACTOR shall be entitled to payment for work performed
prior to the date of termination.
5. COMPENSATION/INVOICING: COUNTY agrees to pay CONTRACTOR and
CONTRACTOR agrees to receive compensation as follows: as set forth in the PRICING
SCHEDULE (Exhibit E). Any change (increase or decrease) in these prices after the first year of
the Agreement must be submitted by CONTRACTOR with 60 days prior written notice with
appropriate documentation stating the reason(s) for the change (i.e. excha nge rates, labor
rates, etc.)
COUNTY shall have the right, but shall not be obligated, to purchase system
-8-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
components at any time, or from time to time, for the duration of this Agreement.
In no event shall services performed under this Agreement be in excess of three
hundred fifty thousand dollars ($350,000) during the entire potential 5 year term of this Agreement.
It is understood that all expenses incidental to CONTRACTOR's performance of services under
this Agreement shall be borne by CONTRACTOR.
CONTRACTOR shall submit invoices in triplicate to the County of Fresno, Fresno
County Public Library, 2420 Mariposa Street, Fresno, California, 93721. The COUNTY will make
payment to CONTRACTOR on submitted invoices within forty-five (45) days after approval of
invoice. It is understood that as to this Agreement, any and all applicable California and local sales
taxes upon the materials and CONTRACTOR’s performance of services and delivery of products
under this Agreement shall be included in the invoice by CONTRACTOR. Under this Agreement
CONTRACTOR will invoice COUNTY for cost of materials including applicable freight.
6. SCHEDULE: The parties shall agree on the schedule for manufacture, delivery
and installation of all purchases.
7. INSTALLATION AND TESTING:
A. CONTRACTOR will conduct a pre-installation evaluation of each site as
appropriate. CONTRACTOR shall certify the site as ready and, if it is not, the CONTRACTOR
shall provide the COUNTY with a detailed list of additional site preparation requirements.
B. Following the installation of the TLS at the site, CONTRACTOR shall notify
COUNTY that the TLS is installed at such site and running under permanent power by delivering
to the COUNTY NOTICE OF COMPLETION AND ACKNOWLEDGEMENT form (Exhibit F)
executed by CONTRACTOR. COUNTY’s acceptance of the TLS at such site will be based on
satisfaction of the following criteria at COUNTY’S reasonable discretion:
1) Functions. Successful tests of all required and proposed functions;
2) Demonstration. Successful demonstration that the TLS performance at
such site is as required and proposed;
3) Training. Successful completion of all required training; and
4) Documentation. Delivery of complete documentation to the COUNTY.
-9-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
C. When COUNTY determines the TLS is operational at a site in accordan ce with
specifications, COUNTY shall execute and deliver to CONTRACTOR, a NOTICE OF
COMPLETION AND ACKNOWLEDGEMENT form (Exhibit F) executed by COUNTY,
acknowledging that all TLS components at that site and for that part of the system are installed
at the COUNTY, running under permanent power, and are fully operational.
D. If the TLS at such site does not meet the COUNTY’s satisfaction and needs to
be repaired, replaced, adjusted, reprogrammed or otherwise made correct in response to
CONTRACTOR’s Notice of Completion, the COUNTY shall execute and deliver to
CONTRACTOR, a NOTICE OF CORRECTIONS form (Exhibit G) advising of such needed
corrections.
E. After completion of corrections by CONTRACTOR at such site, COUNTY shall
execute a NOTICE OF COMPLETION AND ACKNOWLEDGMENT form (Exhibit F) after it
determines that the TLS at such site has been operational in accordance with specifications for
a thirty (30) day trouble-free period. Execution of the Acknowledgment by COUNTY shall not be
unreasonably withheld.
8. LICENSES AND PROPRIETARY RIGHTS:
A. Manuals and Software. CONTRACTOR's operating manuals and software
licenses reflect designs and programs, as well as other components, which comprise the TLS
as identified herein, and which have been developed by CONTRACTOR. The TLS and its
related designs, programs, components, and operating systems contain proprietary and/or
trade secret information owned by CONTRACTOR and third party vendors who have entered
into licensing agreements with CONTRACTOR. Use of the software and the operating manuals
in a manner not related to the COUNTY's use of the TLS is prohibited.
B. Licenses. CONTRACTOR hereby grants the COUNTY a perpetual, non -
exclusive license to use all software that CONTRACTOR has developed. CONTRACTOR shall
also provide COUNTY with all third-party software licenses, if any, necessary to grant the
COUNTY the right to own and operate the TLS as provided in this Agreement. COUNTY ’s
rights to own and operate the TLS shall be subject to the provisions of the SOFTWARE
-10-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
LICENSE AGREEMENT (Exhibit H).
C. Use of TLS. All items comprising the TLS are deemed to be for COUNTY as a
single user, and may not be resold by COUNTY, or its successors in interest, without the
express written consent of CONTRACTOR. CONTRACTOR does not by this Agree ment
transfer the right to use any of its proprietary technology, including software and mechanical
devices, by COUNTY, except for its use in the TLS.
D. CONTRACTOR's Assurances. CONTRACTOR represents and warrants that
it has the right to enter into this Agreement and grant to the COUNTY the right to own and use
all software, hardware, machinery, systems and manuals hereunder provided. CONTRACTOR
has not transferred to the COUNTY, or its successors in interest, the right to sell or convey the
proprietary technology that comprises the TLS and its operations to a third party; provided,
however, the COUNTY shall have the right to modify, enhance or relocate the TLS to other
COUNTY uses and facilities.
If the COUNTY modifies, enhances or relocates the TLS to other COUNTY uses
and facilities, and such modifications, enhancements or relocations are not performed by
CONTRACTOR personnel as provided in Section 10. WARRANTY hereinbelow, all warranties
by CONTRACTOR under this Agreement shall terminate, and CONTRACTOR shall have no
further obligations to the COUNTY with respect to any warranty claim by the COUNTY with
respect to such modification, enhancement or relocation.
E. Intellectual Property Rights. CONTRACTOR (or its licensors) retains
ownership of all intellectual and industrial property rights (including, without limitation, patents,
copyrights, trade secrets, trademarks and designs) in and relating to the TLS and all
enhancements, modifications and updates thereof made by CONTRACTOR. Except for the
limited license rights expressly granted in this Agreement, nothing in this Agreement shall be
construed as granting to the COUNTY or implying the grant of any other rights, by license,
assignment, transfer or otherwise, under any intellectual and/or industrial property rights in or
relating to the TLS or information provided by CONTRACTOR. The COUNTY shall not make
any copies, reverse engineer, disassemble, or decompile any software or part thereof, except
-11-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
as may expressly be set forth in this Agreement.
F. Modifications to Software Functionality Outside the Scope of the Bid
Specifications. The COUNTY may modify any component of CircIT software that it deems
necessary to meet its needs without the approval or consent of CONTRACTOR, as set forth
below. It is understood and agreed that the COUNTY will not sell or divulge the CirclT software
to any third parties. It is further understood by the parties that:
1) Modify Patron Screens. The COUNTY shall have the right and ability to
modify Patron Screens and similar items at its sole discretion.
2) Technical Support. The COUNTY will seek CONTRACTOR's technical
support for all software modifications and changes to the software, other than modifications to
Patron Screens, and shall pay additional labor fees for those services. These fees are set forth
in the PRICING SCHEDULE (Exhibit E) of this Agreement.
3) No Modification. The COUNTY will not modify any other programming in
any manner beyond what is designed to be configured by the end user.
9. TRAINING: CONTRACTOR shall provide personnel onsite at the COUNTY to
train staff in all aspects of the operation and maintenance of the TLS at no additional charge.
Such training shall be appropriate for both public service staff and technical support staff.
CONTRACTOR shall perform the training services in a timely and professional
manner via capable and qualified trainers. The COUNTY shall incur no additional costs from
CONTRACTOR for any delays in technical implementation and training services within the
control of CONTRACTOR.
CONTRACTOR and COUNTY’s Project Coordinator shall negotiate a mutually
agreeable training period.
CONTRACTOR shall provide COUNTY with training materials in both paper and
electronic versions to assist with the training.Upon COUNTY’s written request, additional
training will be provided at a rate of $1,450.00 per day, plus reasonable travel expenses . It is
understood and agreed by the COUNTY there will a minimum charge of eight (8) hours per day
per CONTRACTOR personnel for training done on COUNTY premises or at such other location
-12-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
designated by the COUNTY, for training anywhere other than the corporate headquarters of
CONTRACTOR in White Bear Lake, Minnesota. Additional training includes personalized
instructions of the administration and customization capabilities of TLS software. This training
can be done remotely or on-site.
10. WARRANTY: During the twelve (12) months following installation of the TLS,
CONTRACTOR warrants that the system will be free of material defects and perform
substantially as described in CONTRACTOR's operating manuals. Warranty coverage includes
replacement of defective parts, software support and updates, labor, and travel and expenses
for on-site required service calls. CONTRACTOR reserves the right to determine when an on-
site service call is required.
A. Condition to Warranty. COUNTY shall notify CONTRACTOR within five (5)
business days of any defects or malfunctions in the TLS of which it learns from any source.
Failure to do so will void the warranty against that defect.
B. Warranty Action. Correction of defects of the TLS shall be accomplished by
CONTRACTOR in a timely and expeditious manner, according to the following procedure:
1) Telephone Assistance. CONTRACTOR may attempt to address
COUNTY's warranty complaint by telephone assistance or by written or electronic messaging
communication before taking further action.
2) Further Action. If CONTRACTOR determines that the problem with the
TLS is not merely due to COUNTY's incorrect operation, or if a system manager or team leader
having qualifications is unable to correct the problem with telephonic or other assistance within
two (2) COUNTY Open Days, CONTRACTOR shall provide all further assistance required to
correct the problem, including labor and materials. If the problem is not one covered by
warranty, CONTRACTOR shall notify COUNTY and gain approval for any corrections and
COUNTY shall pay for all approved costs of labor and materials at CONTRACTOR's standard
rate for additional labor of $200.00 per hour per CONTRACTOR personnel ($1,600 per day),
plus any associated travel expenses incurred by CONTRACTOR. Such payments for additional
labor shall be due and paid by COUNTY in accordance with Section 5. COMPENSATION /
-13-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
INVOICING of this Agreement.
3) Post Warranty Action. Unless a service contract has been entered into
by the parties in a separately executed agreement, after all warranties have been exhausted or
for service to be performed outside of warranty coverage, CONTRACTOR shall provide service
at its standard rate for additional labor of $200.00 per hour per CONTRACTOR personnel, or
$1,600.00 per day per CONTRACTOR personnel, plus any associated travel expenses incurred
by CONTRACTOR. Such payments for additional labor shall be due and paid by COUNTY in
accordance with Section 5. COMPENSATION / INVOICING of this Agreement.
4) Post warranty, it is understood and agreed that the COUNTY must pay
the annual maintenance fee in order to receive upgrades and telephone support. Costs for
annual maintenance are described in the PRICING SCHEDULE (Exhibit E).
5) Further Limitation. All warranties given by CONTRACTOR are limited
to replacement or repair of defective components including hardware and computer software.
CONTRACTOR shall determine whether the components should be replaced or repaired.
11. CUSTOMER SUPPORT: Customer support shall be as stated with regards to
warranties under Section 10. WARRANTY. CONTRACTOR's customer support is given with
the understanding that COUNTY will provide adequately trained personnel to run the TLS,
including the following:
A. System Manager or Team Leader. A broad base of computer skills is required
as well as a background and understanding of Microsoft SQLServer 2005, 2008 and 2012,
Microsoft Windows 7, Microsoft Windows 7 Professional and version 8.0 software for running
the TLS. Knowledge of MS Internet Explorer 7.0 SP1 and all updated versions. Net framework
version 3.5 to current, Microsoft Message Queuing (MSMQ) and Adobe Flash Player 8.0 to
current industry version. An understanding that as time progresses, the Library will al so
continue to upgrade to newer software on servers and related machines. The System Manager
or Team Leader should be versed in newer and changing software requirements as needed. A
knowledge of COUNTY operations is equally important. In addition, this person should have
good personnel skills and experience in supervision. This person will be required to schedule
-14-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
personnel and provide back-up and training for the people on this team. This person shall be
the principal contact with CONTRACTOR for operation and maintenance of the TLS. Further,
this person shall possess, in addition to computer and software literacy, mechanical
troubleshooting skills.
B. System Operators. TLS operators shall be capable of running basic Microsoft
Windows software applications such as Microsoft SQL Server 2005, 2008 and 2012, Microsoft
Windows 7, Microsoft Windows 2007 Professional and versions 8. Knowledge of MS Internet
Explorer 7.0 SP1 and all updated versions. Net framework version 3.5 to current, Microsoft
Message Queuing (MSMQ) and Adobe Flash Player 8.0 to current industry version. A general
familiarity with personal computers is necessary for this position. Additionally, the system
operators shall be capable of taking readable notes and have the skills to train and pass on
their knowledge to other system operators.
C. System Maintenance Personnel. COUNTY's System Maintenance Personnel
shall have experience in building and facilities maintenance which shall include heating and
ventilating systems, power distribution systems and generalized personal computer operation.
Further, COUNTY's System Maintenance Personnel shall also particularly possess a working
knowledge of pneumatics, control wiring, and 3-phase electronics. In general, such personnel
shall be willing and able to help trouble shoot system mechanical problems when other
COUNTY staff members need assistance.
12. DOCUMENTATION: CONTRACTOR shall provide COUNTY with clear and
complete user and technical documentation for all hardware and software supplied , which
details all operations necessary for use of the TLS. Operation manuals shall include
mechanical, electrical and program design documentation to adequately test, troubleshoot and
maintain the TLS. Both paper and electronic versions of all documentation will be include d and
delivered with the TLS following each subsequent release.
COUNTY may duplicate (print or electronic) all user and technical documentation for
internal use only without restriction as to numbers and without charge.
13. SOFTWARE UPGRADES: CONTRACTOR will provide software repairs through
-15-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
updates to software and software patches to rectify flaws in the software within seven (7) days
of notification of problem. CONTRACTOR agrees to provide all upgrades and changes in the
software desired by the COUNTY or issued by CONTRACTOR as follows:
A. Operating System. Upgrades and changes in the Operating System that
require updates to the TLS application code shall be completed by CONTRACTOR.
B. TLS Application Code. CONTRACTOR will provide the COUNTY with all
updates.
C. Patron Screens/Front End Application. The COUNTY may make changes as
needed.
D. File Transfer Protocol. Maintain version control from CONTRACTOR's File
Transfer Protocol (FTP) site.
E. Integration Standards. CONTRACTOR shall make necessary software
upgrades to ensure that the TLS is compliant with SIP1, SIP2 and all SIP enhancements; and
the RFID Tags and TLS confirm to open architecture to fully interface with all SIP compliant
Integrated COUNTY System (ILS) vendors.
14. SHIPMENT: Shipment of the components shall be FOB Destination.
CONTRACTOR retains title to goods after delivery to carrier and owns goods in transit.
CONTRACTOR files claims for damaged goods, if any. CONTRACTOR shall prepay freight
charges and add freight charges to COUNTY’s invoice. Delivery of all TLS components shall be
made to the Fresno County Public Library at 2420 Mariposa Street, Fresno, California, 93721,
unless another location is mutually agreed to by the parties in advance.
15. FORCE MAJEURE: CONTRACTOR will not be liable for any failure to perform, or
the delay in the performance of, any services, nor will the same constitute an event of default, if
and to the extent the failure or delay is caused, directly or indirectly, by wars, terrorism, acts of
public enemies, strikes, fires, floods, acts of God, or any other act not within the reasonable control
of CONTRACTOR. CONTRACTOR will not be liable for any failure to perform, or the delay in the
performance of, any services, nor will the same constitute an event of default, if and to the extent
the failure or delay is caused, directly or indirectly, by the failure or delay by COUNTY. In any such
-16-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
event, CONTRACTOR will be excused from further performance or observance of the
obligations(s) so affected for as long as such circumstances prevail, provided that CONTRACTOR
shall use reasonable commercial efforts to commence performance whenever possible without
delay. Notwithstanding the foregoing, CONTRACTOR agrees to bear all risk of loss, injury or
destruction to goods and materials ordered herein prior to delivery to COUNTY.
16. INDEPENDENT CONTRACTOR: In performance of the work, duties and obligations
assumed by CONTRACTOR under this Agreement, it is mutually understood and agreed that
CONTRACTOR, including any and all of the CONTRACTOR'S officers, agents, and employees
will at all times be acting and performing as an independent contractor, and shall act in an
independent capacity and not as an officer, agent, servant, employee, joint venturer, partner, or
associate of the COUNTY. Furthermore, COUNTY shall have no right to control or supervise or
direct the manner or method by which CONTRACTOR shall perform its work and function.
However, COUNTY shall retain the right to administer this Agreement so as to verify that
CONTRACTOR is performing its obligations in accordance with the terms and conditions thereof.
CONTRACTOR and COUNTY shall comply with all applicable provisions of law and the
rules and regulations, if any, of governmental authorities having jurisdiction over matters the
subject thereof.
Because of its status as an independent contractor, CONTRACTOR, including its
officers, agents, and employees, shall have absolutely no right to employment rights and benefits
available to COUNTY employees. CONTRACTOR shall be solely liable and responsible for
providing to, or on behalf of, its employees all legally-required employee benefits. In addition,
CONTRACTOR shall be solely responsible and save COUNTY harmless from all matters relating
to payment of CONTRACTOR'S employees, including but not limited to, compliance with Social
Security withholding and all other regulations governing such matters. It is acknowledged that
during the term of this Agreement, CONTRACTOR may be providing services to others unrelated
to the COUNTY or to this Agreement.
17. MODIFICATION: This Agreement may only be modified or amended in writing,
which writing shall be signed by both parties hereto. Such modification or amendment shall not
-17-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
affect those terms not specifically modified or amended thereby.
18. NON-ASSIGNMENT: Neither party shall assign, transfer or sub-contract this
Agreement nor their rights or duties under this Agreement without the prior written consent of the
other party.
19. HOLD HARMLESS: CONTRACTOR agrees to indemnify, save, hold harmless, and
at COUNTY'S request, defend the COUNTY, its officers, agents, and employees from any and all
costs and expenses, damages, liabilities, claims, and losses occurring or resulting to COUNTY in
connection with the performance, or failure to perform, by CONTRACTOR, its officers, agents, or
employees under this Agreement, and from any and all costs and expenses, damages, liabilities,
claims, and losses occurring or resulting to any person, firm, or corporation who may be injured
or damaged by the performance, or failure to perform, of CONTRACTOR, its officers, agents, or
employees under this Agreement.
20. INSURANCE: Without limiting the COUNTY's right to obtain indemnification from
CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full
force and effect, the following insurance policies or a program of self-insurance, including but not
limited to, an insurance pooling arrangement or Joint Powers Agreement (JPA) throughout the
term of the Agreement:
A. Commercial General Liability: Commercial General Liability Insurance with limits
of not less than One Million Dollars ($1,000,000) per occurrence and an annual aggregate of Two
Million Dollars ($2,000,000). This policy shall be issued on a per occurrence basis. COUNTY
may require specific coverages including completed operations, products liability, contractual
liability, Explosion-Collapse-Underground, fire legal liability or any other liability insurance deemed
necessary because of the nature of this Agreement.
B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits for
bodily injury of not less than Two Hundred Fifty Thousand Dollars ($250,000.00) per person, Five
Hundred Thousand Dollars ($500,000.00) per accident and for property damages of not less than
Fifty Thousand Dollars ($50,000.00), or such coverage with a combined single limit of Five
Hundred Thousand Dollars ($500,000.00). Coverage should include owned and non-owned
-18-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
vehicles used in connection with this Agreement.
C. Professional Liability: If CONTRACTOR employs licensed professional staff,
(e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with
limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars
($3,000,000.00) annual aggregate.
D. Worker's Compensation: A policy of Worker's Compensation insurance as may
be required by the California Labor Code.
CONTRACTOR shall obtain endorsements to the Commercial General Liability
insurance naming the County of Fresno, its officers, agents, and employees, individually and
collectively, as additional insured, but only insofar as the operations under this Agreement are
concerned. Such coverage for additional insured shall apply as primary insurance and any other
insurance, or self-insurance, maintained by COUNTY, its officers, agents and employees shall be
excess only and not contributing with insurance provided under CONTRACTOR's policies herein.
This insurance shall not be cancelled or changed without a minimum of thirty (30) days advance
written notice given to COUNTY.
Within Thirty (30) days from the date CONTRACTOR signs and executes this
Agreement, CONTRACTOR shall provide certificates of insurance and endorsement as stated
above for all of the foregoing policies, as required herein, to the County of Fresno, (Public Library
Attention: Contract Analyst, 2420 Mariposa Street, Fresno CA 93721 the official who will
administer the contract), stating that such insurance coverages have been obtained and are in full
force; that the County of Fresno, its officers, agents and employees will not be responsible for any
premiums on the policies; that such Commercial General Liability insurance names the County of
Fresno, its officers, agents and employees, individually and collectively, as additional insured, but
only insofar as the operations under this Agreement are concerned; that such coverage for
additional insured shall apply as primary insurance and any other insurance, or self-insurance,
maintained by COUNTY, its officers, agents and employees, shall be excess only and not
contributing with insurance provided under CONTRACTOR's policies herein; and that this
insurance shall not be cancelled or changed without a minimum of thirty (30) days advance,
-19-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
written notice given to COUNTY.
In the event CONTRACTOR fails to keep in effect at all times insurance coverage as
herein provided, the COUNTY may, in addition to other remedies it may have, suspend or
terminate this Agreement upon the occurrence of such event.
All policies shall be with admitted insurers licensed to do business in the State of
California. Insurance purchased shall be purchased from companies possessing a current A.M.
Best, Inc. rating of A FSC VII or better.
21. AUDITS AND INSPECTIONS:
The CONTRACTOR shall at any time during business hours, and as often as the
COUNTY may deem necessary, make available to the COUNTY for examination all of its records
and data with respect to the matters covered by this Agreement. The CONTRACTOR shall, upon
request by the COUNTY, permit the COUNTY to audit and inspect all of such records and data
necessary to ensure CONTRACTOR'S compliance with the terms of this Agreement.
If this Agreement exceeds ten thousand dollars ($10,000.00), CONTRACTOR shall be
subject to the examination and audit of the Auditor General for a period of three (3) years after
final payment under contract (Government Code Section 8546.7).
22. NOTICES: The persons and their addresses having authority to give and receive
notices under this Agreement include the following:
COUNTY CONTRACTOR
COUNTY OF FRESNO Tech Logic Corporation
County Librarian Gary Kirk, President
2420 Mariposa Street 1818 Buerkle Road
Fresno, CA 93721 White Bear Lake, MN 55110
Any and all notices between the COUNTY and the CONTRACTOR provided for or
permitted under this Agreement or by law shall be in writing and shall be deemed duly served
when personally delivered to one of the parties, or in lieu of such personal services, when
deposited in the United States Mail, postage prepaid, addressed to such party.
23. GOVERNING LAW:
-20-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
Venue for any action arising out of or related to this Agreement shall only be in Fresno
County, California.
The rights and obligations of the parties and all interpretation and performance of this
Agreement shall be governed in all respects by the laws of the State of California.
24. DISCLOSURE OF SELF-DEALING TRANSACTIONS
This provision is only applicable if the CONTRACTOR is operating as a corporation (a
for-profit or non-profit corporation) or if during the term of the agreement, the CONTRACTOR
changes its status to operate as a corporation.
Members of the CONTRACTOR’s Board of Directors shall disclose any self-dealing
transactions that they are a party to while CONTRACTOR is providing goods or performing
services under this agreement. A self-dealing transaction shall mean a transaction to which the
CONTRACTOR is a party and in which one or more of its directors has a material financial
interest. Members of the Board of Directors shall disclose any self-dealing transactions that they
are a party to by completing and signing a Self-Dealing Transaction Disclosure Form, attached
hereto as Exhibit I and incorporated herein by reference, and submitting it to the COUNTY prior to
commencing with the self-dealing transaction or immediately thereafter.
25. ENTIRE AGREEMENT:
This Agreement constitutes the entire agreement between the CONTRACTOR and
COUNTY with respect to the subject matter hereof and supersedes all previous Agreement
negotiations, proposals, commitments, writings, advertisements, publications, and understandings
of any nature whatsoever unless expressly included in this Agreement. In the event of any
inconsistency in interpreting the documents which constitute this Agreement, the inconsistency
shall be resolved by giving precedence in the following order of priority:
(1) The text of this Agreement excluding all exhibits;
(2) The text of this Agreement (including Exhibits C through I; but excluding: Exhibits
A and Exhibit B); and
(3) Exhibit A; and
(4) Exhibit B.
1 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and
2 year first hereinabove written.
3
4
51~=z~~~==~--------
6
7
8
9
10
11
12
~~~~~~~~~~~~~~--
I~Ynia~~~~~~~~~~~
13 DATE.· ~. '\ "" ..-Ve"Cti'M,l!!e{L ,..... \1 nt'fll'=>
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
ATTEST:
BERNICE E. SEIDEL, Clerk
Board of Supervisors
By _<iu~ ~Shef>
Deputy
COUNTY OF FRESNO:
~~~
-21-
Ernest Buddy Mendes
Chairman, Board of Supervisors
DATE:
REVIEWED & RECOMMENDED FOR
APPROVAL
APPROVED AS TO LEGAL FORM
Vicki Crow, C.P.A.
Auditor-Controllerrrreasurer-Tax Collector
FOR ACCOUNTING USE ONLY:
Fund No.: 01 07
Subclass No.: 10000
ORG No.: 75110100,75110700
Account No.: 7205,7385,7400,8300,
7295
PD-040 (05/2015)
COUNTY OF FRESNO
REQUEST FOR PROPOSAL
NUMBER: 208-5362
RADIO FREQUENCY IDENTIFICATION SOFTWARE
Issue Date: June 4, 2015
Closing Date: JULY 9, 2015
Proposal will be considered LATE when the official Purchasing time clock reads 2:00 P.M.
Questions regarding this RFP should be directed to: Shannon W. Kirby,
phone (559) 600-7116 or e-mail countypurchasing@co.fresno.ca.us.
Check County of Fresno Purchasing’s Open Solicitations
website at https://www2.co.fresno.ca.us/0440/Bids/BidsHome.aspx
for RFP documents and changes.
Please submit all Proposals to:
County of Fresno - Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702-4599
BIDDER TO COMPLETE
UNDERSIGNED AGREES TO FURNISH THE COMMODITY OR SERVICE STIPULATED IN THE ATTACHED PROPOSAL
SCHEDULE AT THE PRICES AND TERMS STATED, SUBJECT TO THE “COUNTY OF FRESNO PURCHASING STANDARD
INSTRUCTIONS AND CONDITIONS FOR REQUEST FOR PROPOSALS (RFP’S)” ATTACHED.
COMPANY
ADDRESS
CITY STATE ZIP CODE
( ) ( )
TELEPHONE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS
SIGNED BY
PRINT NAME TITLE
Proposal No. 208-5362
1A
CCOOUUNNTTYY OOFF FFRREESSNNOO PPUURRCCHHAASSIINNGG
STANDARD INSTRUCTIONS AND CONDITIONS FOR
REQUESTS FOR PROPOSALS (RFP'S) AND REQUESTS FOR QUOTATIONS (RFQ'S)
Note: the reference to “bids” in the following paragraphs applies to RFP's and RFQ's
GENERAL CONDITIONS
By submitting a bid the bidder agrees to the following conditions. These conditions will apply to all subsequent purchases based on this bid.
1. BID PREPARATION:
A) All prices and notations must be typed or written in ink. No erasures
permitted. Errors may be crossed out, initialed and corrections printed
in ink by person signing bid.
B) Brand Names: Brand names and numbers when given are for
reference. Equal items will be considered, provided the offer clearly
describes the article and how it differs from that specified. In the
absence of such information it shall be understood the offering is
exactly as specified.
C) State brand or make of each item. If bidding on other than specified,
state make, model and brand being bid and attach supporting
literature/specifications to the bid.
D) Bid on each item separately. Prices should be stated in units specified
herein. All applicable charges must be quoted; charges on invoice not
quoted herein will be disallowed.
E) Time of delivery is a part of the consideration and must be stated in
definite terms and must be adhered to. F.O.B. Point shall be
destination or freight charges must be stated.
F) All bids must be dated and signed with the firm’s name and by an
authorized officer or employee.
G) Unless otherwise noted, prices shall be firm for one hundred eighty
(180) days after closing date of bid.
2. SUBMITTING BIDS:
A) Each bid must be submitted on forms provided in a sealed
envelope/package with bid number and closing date and time on the
outside of the envelope/package.
B) Interpretation: Should any discrepancies or omissions be found in the
bid specifications or doubt as to their meaning, the bidder shall notify
the Buyer in writing at once. The County shall not be held responsible
for verbal interpretations. Questions regarding the bid must be
received by Purchasing stated within this document. All addenda
issued shall be in writing, duly issued by Purchasing and incorporated
into the contract.
C) ISSUING AGENT/AUTHORIZED CONTACT: This RFP/RFQ has been
issued by County of Fresno, Purchasing. Purchasing shall be the
vendor’s sole point of contact with regard to the RFP/RFQ, its content,
and all issues concerning it.
All communication regarding this RFP/RFQ shall be directed to an
authorized representative of County Purchasing. The specific buyer
managing this RFP/RFQ is identified on the cover page, along with his
or her telephone number, and he or she should be the primary point of
contact for discussions or information pertaining to the RFP/RFQ.
Contact with any other County representative, including elected
officials, for the purpose of discussing this RFP/RFQ, its content, or
any other issue concerning it, is prohibited unless authorized by
Purchasing. Violation of this clause, by the vendor having unauthorized
contact (verbally or in writing) with such other County representatives,
may constitute grounds for rejection by Purchasing of the vendor’s
quotation.
The above stated restriction on vendor contact with County
representatives shall apply until the County has awarded a purchase
order or contract to a vendor or vendors, except as follows. First, in the
event that a vendor initiates a formal protest against the RFP/RFQ,
such vendor may contact the appropriate individual, or individuals who
are managing that protest as outlined in the County’s established
protest procedures. All such contact must be in accordance with the
sequence set forth under the protest procedures. Second, in the event
a public hearing is scheduled before the Board of Supervisors to hear
testimony prior to its approval of a purchase order or contract, any
vendor may address the Board.
D) Bids received after the closing time will NOT be considered.
E) Bidders are to bid what is specified or requested first. If unable to or
unwilling to, bidder may bid alternative or option, indicating all
advantages, disadvantages and their associated cost.
3. FAILURE TO BID:
A) If not bidding, return bid sheet and state reason for no bid or your name
may be removed from mailing list.
4. TAXES, CHARGES AND EXTRAS:
A) County of Fresno is subject to California sales and/or use tax
(8.225%). Please indicate as a separate line item if applicable.
B) DO NOT include Federal Excise Tax. County is exempt under
Registration No. 94-73-03401-K.
C) County is exempt from Federal Transportation Tax. Exemption
certificate is not required where shipping papers show consignee as
County of Fresno.
D) Charges for transportation, containers, packing, etc. will not be paid
unless specified in bid.
Proposal No. 208-5362
1B
5. W-9 – REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND
CERTIFICATION & CALIFORNIA FORM 590 WITHHOLDING EXEMPTION
CERTIFICATE:
Upon award of bid, the vendor shall submit to County Purchasing, a
completed IRS Form W-9 - Request for Taxpayer Identification Number and
Certification and a California Form 590 Withholding Exemption Certificate if
not currently a County of Fresno approved vendor.
6. AWARDS:
A) Award(s) will be made to the most responsive responsible bidder;
however, the Fresno County Local Vendor Preference and/or the
Disabled Veteran Business Enterprise Preference shall take
precedence when applicable. Said Preferences apply only to Request
for Quotations for materials, equipment and/or supplies only (no
services); the preference do not apply to Request for Proposals. RFQ
evaluations will include such things as life-cycle cost, availability,
delivery costs and whose product and/or service is deemed to be in the
best interest of the County. The County shall be the sole judge in
making such determination.
B) Unless bidder gives notice of all-or-none award in bid, County may
accept any item, group of items or on the basis of total bid.
C) The County reserves the right to reject any and all bids and to waive
informalities or irregularities in bids.
D) Award Notices are tentative: Acceptance of an offer made in response
to this RFP/RFQ shall occur only upon execution of an agreement by
both parties or issuance of a valid written Purchase Order by Fresno
County Purchasing.
E) After award, all bids shall be open to public inspection. The County
assumes no responsibility for the confidentiality of information offered
in a bid.
7. TIE BIDS:
All other factors being equal, the contract shall be awarded to the Fresno
County vendor or, if neither or both are Fresno County vendors, it may be
awarded by the flip of a coin in the presence of witnesses or the entire bid
may be rejected and re-bid. If the General Requirements of the RFQ state
that they are applicable, the provisions of the Fresno County Local Vendor
Preference shall take priority over this paragraph.
8. PATENT INDEMNITY:
The vendor shall hold the County, its officers, agents and employees,
harmless from liability of any nature or kind, including costs and expenses,
for infringement or use of any copyrighted or un-copyrighted composition,
secret process, patented or unpatented invention, article or appliance
furnished or used in connection with this bid.
9. SAMPLES:
Samples, when required, must be furnished and delivered free and, if not
destroyed by tests, will upon written request (within thirty (30) days of bid
closing date) be returned at the bidder's expense. In the absence of such
notification, County shall have the right to dispose of the samples in
whatever manner it deems appropriate.
10. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT:
A) In case of default by vendor, the County may procure the articles or
service from another source and may recover the cost difference and
related expenses occasioned thereby from any unpaid balance due the
vendor or by proceeding against performance bond of the vendor, if
any, or by suit against the vendor. The prices paid by the County shall
be considered the prevailing market price at the time such purchase is
made.
B) Articles or services, which upon delivery inspection do not meet
specifications, will be rejected and the vendor will be considered in
default. Vendor shall reimburse County for expenses related to delivery
of non-specified goods or services.
C) Regardless of F.O.B. point, vendor agrees to bear all risks of loss,
injury or destruction to goods and materials ordered herein which occur
prior to delivery and such loss, injury or destruction shall not release
vendor from any obligation hereunder.
11. DISCOUNTS:
Terms of less than fifteen (15) days for cash payment will be considered as
net in evaluating this bid. A discount for payment within fifteen (15) days or
more will be considered in determining the award of bid. Discount period will
commence either the later of delivery or receipt of invoice by the County.
Standard terms are Net forty-five (45) days.
12. SPECIAL CONDITIONS IN BID SCHEDULE SUPERSEDE GENERAL
CONDITIONS:
The “General Conditions” provisions of this RFP/RFQ shall be superseded if
in conflict with any other section of this bid, to the extent of any such conflict.
13. SPECIAL REQUIREMENT:
With the invoice or within twenty-five (25) days of delivery, the seller must
provide to the County a Material Safety Data Sheet for each product, which
contains any substance on “The List of 800 Hazardous Substances”,
published by the State Director of Industrial Relations. (See Hazardous
Substances Information and Training Act, California State Labor Code
Sections 6360 through 6399.7.)
14. RECYCLED PRODUCTS/MATERIALS:
Vendors are encouraged to provide and quote (with documentation) recycled
or recyclable products/materials which meet stated specifications.
15. YEAR COMPLIANCE WARRANTY:
Vendor warrants that any product furnished pursuant to this Agreement/order
shall support a four-digit year format and be able to accurately process date
and time data from, into and between the twentieth and twenty-first
centuries, as well as leap year calculations. "Product" shall include, without
limitation, any piece or component of equipment, hardware, firmware,
middleware, custom or commercial software, or internal components or
subroutines therein. This warranty shall survive termination or expiration of
this Agreement.
In the event of any decrease in product functionality or accuracy related to
time and/or date data related codes and/or internal subroutines that impede
the product from operating correctly using dates beyond December 31, 1999,
vendor shall restore or repair the product to the same level of functionality as
warranted herein, so as to minimize interruption to County's ongoing
business process, time being of the essence. In the event that such warranty
compliance requires the acquisition of additional programs, the expense for
any such associated or additional acquisitions, which may be required,
including, without limitation, data conversion tools, shall be borne exclusively
by vendor. Nothing in this warranty shall be construed to limit any rights or
remedies the County may otherwise have under this Agreement with respect
to defects other than year performance.
Proposal No. 208-5362
1C
16. PARTICIPATION:
Bidder may agree to extend the terms of the resulting contract to other
political subdivision, municipalities and tax-supported agencies.
Such participating Governmental bodies shall make purchases in their own
name, make payment directly to bidder, and be liable directly to the bidder,
holding the County of Fresno harmless.
17. CONFIDENTIALITY:
All services performed by vendor shall be in strict conformance with all
applicable Federal, State of California and/or local laws and regulations
relating to confidentiality, including but not limited to, California Civil Code,
California Welfare and Institutions Code, Health and Safety Code, California
Code of Regulations, Code of Federal Regulations.
Vendor shall submit to County’s monitoring of said compliance.
Vendor may be a business associate of County, as that term is defined in the
“Privacy Rule” enacted by the Health Insurance Portability and Accountability
Act of 1996 (HIPAA). As a HIPAA Business Associate, vendor may use or
disclose protected health information (“PHI”) to perform functions, activities
or services for or on behalf of County as specified by the County, provided
that such use or disclosure shall not violate HIPAA and its implementing
regulations. The uses and disclosures if PHI may not be more expansive
than those applicable to County, as the “Covered Entity” under HIPAA’s
Privacy Rule, except as authorized for management, administrative or legal
responsibilities of the Business Associate.
Vendor shall not use or further disclose PHI other than as permitted or
required by the County, or as required by law without written notice to the
County.
Vendor shall ensure that any agent, including any subcontractor, to which
vendor provides PHI received from, or created or received by the vendor on
behalf of County, shall comply with the same restrictions and conditions with
respect to such information.
18. APPEALS:
Appeals must be submitted in writing within seven (7) working days after
notification of proposed recommendations for award. A “Notice of Award” is
not an indication of County’s acceptance of an offer made in response to this
RFP/RFQ. Appeals should be submitted to County of Fresno Purchasing,
4525 E. Hamilton Avenue, Fresno, California 93702-4599. Appeals should
address only areas regarding RFP contradictions, procurement errors,
quotation rating discrepancies, legality of procurement context, conflict of
interest, and inappropriate or unfair competitive procurement grievance
regarding the RFP/RFQ process.
Purchasing will provide a written response to the complainant within seven
(7) working days unless the complainant is notified more time is required.
If the protesting bidder is not satisfied with the decision of Purchasing,
he/she shall have the right to appeal to the Purchasing Agent/CAO within
seven (7) working days after Purchasing’s notification; except if, notified to
appeal directly to the Board of Supervisors at the scheduled date and time.
If the protesting bidder is not satisfied with Purchasing Agent/CAO’s
decision, the final appeal is with the Board of Supervisors.
19. OBLIGATIONS OF CONTRACTOR:
A) CONTRACTOR shall perform as required by the ensuing contract.
CONTRACTOR also warrants on behalf of itself and all subcontractors
engaged for the performance of the ensuing contract that only persons
authorized to work in the United States pursuant to the Immigration
Reform and Control Act of 1986 and other applicable laws shall be
employed in the performance of the work hereunder.
B) CONTRACTOR shall obey all Federal, State, local and special district
laws, ordinances and regulations.
20. AUDITS & RETENTION:
The Contractor shall maintain in good and legible condition all books,
documents, papers, data files and other records related to its performance
under this contract. Such records shall be complete and available to Fresno
County, the State of California, the federal government or their duly
authorized representatives for the purpose of audit, examination, or copying
during the term of the contract and for a period of at least three (3) years
following the County's final payment under the contract or until conclusion of
any pending matter (e.g., litigation or audit), whichever is later. Such records
must be retained in the manner described above until all pending matters are
closed.
21. DISCLOSURE – CRIMINAL HISTORY & CIVIL ACTIONS:
Applies to Request for Proposal (RFP); does not apply to Request for
Quotation (RFQ) unless specifically stated elsewhere in the RFQ document.
In their proposal, the bidder is required to disclose if any of the following
conditions apply to them, their owners, officers, corporate managers and
partners (hereinafter collectively referred to as “Bidder”):
• Within the three-year period preceding the proposal, they have been
convicted of, or had a civil judgment rendered against them for:
o fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state,
or local) transaction or contract under a public transaction;
o violation of a federal or state antitrust statute;
o embezzlement, theft, forgery, bribery, falsification, or
destruction of records; or
o false statements or receipt of stolen property
Within a three-year period preceding their proposal, they have had a public
transaction (federal, state, or local) terminated for cause or default.
22. DATA SECURITY:
Individuals and/or agencies that enter into a contractual relationship with the
COUNTY for the purpose of providing services must employ adequate
controls and data security measures, both internally and externally to ensure
and protect the confidential information and/or data provided to contractor by
the COUNTY, preventing the potential loss, misappropriation or inadvertent
access, viewing, use or disclosure of COUNTY data including sensitive or
personal client information; abuse of COUNTY resources; and/or disruption
to COUNTY operations.
Individuals and/or agencies may not connect to or use COUNTY
networks/systems via personally owned mobile, wireless or handheld
devices unless authorized by COUNTY for telecommuting purposes and
provide a secure connection; up to date virus protection and mobile devices
must have the remote wipe feature enabled. Computers or computer
peripherals including mobile storage devices may not be used (COUNTY or
Contractor device) or brought in for use into the COUNTY’s system(s)
without prior authorization from COUNTY’s Chief Information Officer and/or
designee(s).
Proposal No. 208-5362
1D
No storage of COUNTY’s private, confidential or sensitive data on any hard-
disk drive, portable storage device or remote storage installation unless
encrypted according to advance encryption standards (AES of 128 bit or
higher).
The COUNTY will immediately be notified of any violations, breaches or
potential breaches of security related to COUNTY’s confidential information,
data and/or data processing equipment which stores or processes COUNTY
data, internally or externally.
COUNTY shall provide oversight to Contractor’s response to all incidents
arising from a possible breach of security related to COUNTY’s confidential
client information. Contractor will be responsible to issue any notification to
affected individuals as required by law or as deemed necessary by COUNTY
in its sole discretion. Contractor will be responsible for all costs incurred as
a result of providing the required notification.
23. PURCHASING LOCATION & HOURS:
Fresno County Purchasing is located at 4525 E. Hamilton Avenue (second
floor), Fresno, CA 93702. Non-holiday hours of operation are Monday
through Friday, 8:00 A.M. to 12:00 Noon and 1:00 P.M. to 5:00 P.M. PST;
Purchasing is closed daily from 12:00 Noon to 1:00 P.M. The following
holiday office closure schedule is observed:
January 1* New Year's Day
Third Monday in January Martin Luther King, Jr.’s Birthday
Third Monday in February Washington - Lincoln Day
March 31* Cesar Chavez’ Birthday
Last Monday in May Memorial Day
July 4* Independence Day
First Monday in September Labor Day
November 11* Veteran's Day
Fourth Thursday in November Thanksgiving Day
Friday following Thanksgiving
December 25* Christmas
* When this date falls on a Saturday, the holiday is observed the
preceding Friday. If the date falls on a Sunday, the holiday is observed
the following Monday.
24. FRESNO COUNTY BOARD OF SUPERVISORS ADMINISTRATIVE
POLICIES:
ADMINISTRATIVE POLICY NUMBER 5
Contract Salary Limitation Fresno
County Administrative Policy No. 5 provides that in contracts with non-
profit organizations that primarily serve Fresno County and professional
service contracts where Fresno County is the sole client, the contractors
must agree to the following contract language: “The contractor agrees to limit
administrative cost to a maximum of 15% of the total program budget and to
limit employee benefits to a maximum of 20% of total salaries for those
employees working under this agreement during the term of the agreement.
Failure to conform to this provision will be grounds for contract termination at
the option of the County of Fresno.” Any bidder that wishes an exemption
from this contract requirements must set forth the request for exemption, as
well as a complete explanation of why the exemption should be granted, in
the bidder’s response to the RFP. Only the Board of Supervisors can
approve such exemption.
Policy Statement: Contractors shall be limited to a maximum 15%
administrative cost as compared to the total program budget and employee
benefits shall be limited to a maximum of 20% of salaries.
The following language will be included in each applicable contract:
"The contractor agrees to limit administrative cost to a maximum of 15% of
the total program budget and to limit employee benefits to a maximum of
20% of total salaries for those employees working under this agreement
during the term of this agreement. Failure to conform to this provision will be
grounds for contract termination at the option of the County of Fresno."
The above provision shall be applied to renewal or multi-year contracts with
non-profit organizations which primarily serve Fresno County and
professional services contracts where
Fresno County is the sole client, such as:
• Community based organization service contracts related to social
services, health services, or probation services.
• Cultural art program contracts.
• Professional services contracts.
This policy will not apply to contracts between the County and the Federal or
State governments; or one-time contracts. The Board of Supervisors will
consider exemptions to this policy only upon the recommendation of the
County Administrative Office.
Management Responsibility: It shall be the responsibility of any County
official authorized by the Board of Supervisors to execute contracts or enter
into agreements on behalf of the County to review all applicable contracts to
insure that this policy is fully enforced.
It shall be the responsibility of the County Administrative Officer to review
requests for exemptions to this policy and to make recommendations to the
Board of Supervisors on such requests for exemption.
ADMINISTRATIVE POLICY NUMBER 34
Competitive Bids and Requests for Proposals
Fresno County Administrative Policy No. 34 provides that no person, firm
or subsidiary thereof who has been awarded a consulting services contract
by the County, may submit a bid for, or be awarded a contract for, the
provision of services, procurement of goods or supplies, or any other related
action which is required, suggested, or otherwise deemed appropriate in the
end product of the consulting services contract. Any bidder that wishes an
exemption from this contract limitation must set forth the request for
exemption, as well as a complete explanation of why the exemption should
be granted, in the bidder’s response to the RFP. Only the Board of
Supervisors, on a four-fifths (4/5) vote finding that such waiver is in the best
interests of the County, can waive this policy.
Definitions: Purchasing Authority and Responsibility – In accordance with
the State of California Government Code Section 25500 et seq., and the
Fresno County Ordinance Code Chapter 2.56, the Board of Supervisors has
established a County Purchasing Agent. The Board has designated the
County Administrative Officer as the Purchasing Agent. Unless otherwise
restricted, all necessary authority and responsibility has been delegated to
the Purchasing Agent to satisfy the acquisition requirements of the County.
Proposal No. 208-5362
1E
The Purchasing Agent may defer day-to-day acquisition management to the
Purchasing Manager as appropriate.
Policy Statement: Competitive bids or requests for proposals shall be
secured for all contracts for goods or services which are proposed to be
acquired by the County except when in unusual or extraordinary
circumstances, a department head, requests an exception to competitive
bidding. All such requests must be documented by the department head
including a detailed description of the facts justifying the exception. The
request must receive concurrence of the procurement authority who will sign
that particular contract i.e. the Board of Supervisors or Purchasing
Agent/Purchasing Manager. The following circumstances are examples
which constitute “Suspension of Competition”:
• In an emergency when goods or services are immediately necessary
for the preservation of the public health, welfare, or safety, or for the
protection of County property.
• When the contract is with a federal, state, or local governmental
agency.
• When the department head, with the concurrence of the Purchasing
Agent, finds that the cost of preparing and administering a competitive
bidding process in a particular case will equal or exceed the estimated
contract amount or $1,000 whichever is more.
• When a contract provides only for payment of per diem and travel
expenses and there is to be no payment for services rendered.
• When obtaining the services of expert witnesses for litigation or special
counsel to assist the County.
• When in unusual or extraordinary circumstances, the Board of
Supervisors or the Purchasing Agent/Purchasing Manager determines
that the best interests of the County would be served by not securing
competitive bids or issuing a request for proposal.
Contracts for services should not usually cover a period of more than one
year although a longer period may be approved in unusual circumstances.
Multiple year contracts must include provisions for early termination and
must be contingent on available funding. Unless exempted as provided for
above, no contract for service shall extend, either by original contract or by
extension, beyond three years unless competitive bids have been sought or
a Request for Proposal has been processed.
During any competitive bidding procedure, all bids shall be opened publicly
and the dollar amount of each bid shall be read aloud. Under no
circumstance shall a bid which is received at the designated place of
opening after the closing time be opened or considered.
Contracts for goods or services shall not be effective until approved by the
Board of Supervisors or, if appropriate, the Purchasing Agent/Purchasing
Manager. Contractors and vendors shall be advised by the responsible
department head that performance under the contract may not commence
prior to such approval.
Medical Professional Contracts
The competitive recruitment process, annual performance evaluation, and
periodic salary surveys are equivalent to competitive bids for independent
physicians contracting with the County on a fee for service basis.
A salary survey for physician services shall be conducted every two years.
Contracts for physician services shall not extend, either by original contract
or by extension, beyond five years unless competitive bids have been sought
or unless exempted as provided above.
Contracts for Legal Services
The competitive recruitment process, annual performance evaluation, and
periodic salary surveys are equivalent to competitive bids for independent
law firms and attorneys contracting with the County on a fee for service
basis.
A salary survey for legal services shall be conducted every two years.
The selection of and contracting with firms to provide legal services shall be
coordinated through the County Counsel's Office. The County Counsel shall
assist in securing a law firm with the requisite legal expertise and price
structure that would provide the best service to the County. County Counsel
shall be involved throughout the process of selecting a firm, developing a
contract, and monitoring the billing and services provided throughout the
contract period.
Prohibited Bids Concerning End Product of Consulting Contracts
No person, firm, or subsidiary thereof who has been awarded a consulting
services contract by the County, shall be awarded a contract for the
provision of services, procurement of goods or supplies, or any other related
action which is required, suggested, or otherwise deemed appropriate in the
end product of the consulting services contract. This policy may be waived
by the Board of Supervisors on a four-fifths (4/5) vote finding that such
waiver is in the best interests of the County.
Management Responsibility: The County Administrative Officer is
responsible for preparing and issuing written procedures to assure
compliance with this policy by all County officials and departments.
ADMINISTRATIVE POLICY NUMBER 71
Prohibiting the Use of Public Funds for Political Advocacy
Fresno County Administrative Policy No. 71 provides that no County
assets, including money, shall be used for political campaigns of any type.
Political campaigns are defined as political advocacy for or opposition to a
matter or person that has qualified for the ballot. No contract entered into by
the County shall provide for use of County monies for political campaigns.
Policy Statement: Government assets, including money, grant funds, paid
staff time, equipment and supplies, facilities or any other government asset
shall not be used for political campaigns of any type. Political campaigns are
defined as political advocacy for or opposition to a matter or person that has
qualified for the ballot.
Management Responsibility: Department Heads shall be held responsible
for ensuring that government assets within their control are not used to
advocate for or against any matter or person that has qualified for the ballot.
This section does not prohibit the expenditure of government assets to
create and provide informational or educational materials regarding a matter
that has qualified for the ballot. Such information or educational materials
shall provide a fair, accurate and impartial presentation of relevant
information relating to the matter that has qualified for the ballot. However,
government assets shall not be expended to create and provide such
informational or educational materials in the 90 days prior to the election
unless specifically authorized by the Board of Supervisors or required by the
Public Records Act or other law.
Proposal No. 208-5362 Page 2
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
TABLE OF CONTENTS
PAGE
OVERVIEW ..................................................................................................................... 3
KEY DATES .................................................................................................................... 3
TRADE SECRET ACKNOWLEDGEMENT ..................................................................... 4
DISCLOSURE – CRIMINAL HISTORY & CIVIL ACTIONS ............................................. 6
REFERENCE LIST ......................................................................................................... 9
PARTICIPATION ........................................................................................................... 10
GENERAL REQUIREMENTS ....................................................................................... 11
SPECIFIC BIDDING INSTRUCTIONS AND REQUIREMENTS ................................... 18
SCOPE OF WORK ....................................................................................................... 21
REQUESTED ITEMS .................................................................................................... 21
SPECIFICATIONS FOR HARDWARE/SOFTWARE .................................................... 23
SPECIFICATIONS FOR TAGS ..................................................................................... 33
COST PROPOSAL ....................................................................................................... 37
PROPOSAL CONTENT REQUIREMENTS .................................................................. 38
AWARD CRITERIA ....................................................................................................... 41
CHECK LIST ................................................................................................................. 42
APPENDIX A – BRANCH INFORMATION.................................................................... 43
Proposal No. 208-5362 Page 3
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
OVERVIEW
The purpose of this RFP is to solicit information for the purpose of finding a suitable delivery
platform to sustain the use of the Fresno County Public Library’s existing radio frequency
identification (RFID) enabled self-check, collection management, and security system. The
ideal solution will be easy to implement and use by staff and patrons, and will seamlessly
integrate these functions.
The items that may be purchased under this contract include but are not limited to the items
listed below. Please include these items in your price list/quote:
1. Circulation Stations (For both patron self-check and staff circulation functions)
2. Staff Workstations (For circulation and tagging functions)
3. Security/Detection System
4. Portable Handheld Readers
5. Installation and Training
6. Hardware / Software Technical Support
7. Warranty and Service
8. RFID Tags
KEY DATES
RFP Issue Date: June 4, 2015
Vendor Conference: June 18, 2015 at 10:00 A.M.
Vendors are to contact Shannon W.
Kirby at (559) 600-7116 if planning to
attend vendor conference.
County of Fresno Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702
Deadline for Written Requests for
Interpretations or Corrections of RFP:
June 26, 2015 at 10:00 A.M.
E-Mail: CountyPurchasing@co.fresno.ca.us
RFP Closing Date: July 9, 2015 at 2:00 P.M.
County of Fresno Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702
Proposal No. 208-5362 Page 4
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
TRADE SECRET ACKNOWLEDGEMENT
All proposals received by the County shall be considered "Public Record" as defined by Section
6252 of the California Government Code. This definition reads as follows:
"...Public records" includes any writing containing information relating to the conduct of the
public's business prepared, owned, used or retained by any state or local agency regardless of
physical form or characteristics "Public records" in the custody of, or maintained by, the
Governor's office means any writing prepared on or after January 6, 1975."
Each proposal submitted is Public record and is therefore subject to inspection by the public per
Section 6253 of the California Government Code. This section states that "every person has a
right to inspect any public record".
The County will not exclude any proposal or portion of a proposal from treatment as a public
record except in the instance that it is submitted as a trade secret as defined by the California
Government Code. Information submitted as proprietary, confidential or under any other such
terms that might suggest restricted public access will not be excluded from treatment as public
record.
"Trade secrets" as defined by Section 6254.7 of the California Government Code are deemed
not to be public record. This section defines trade secrets as:
"...Trade secrets," as used in this section, may include, but are not limited to, any
formula, plan, pattern, process, tool, mechanism, compound, procedure, production data
or compilation of information that is not patented, which is known only to certain
individuals within a commercial concern who are using it to fabricate, produce, or
compound an article of trade or a service having commercial value and which gives its
user an opportunity to obtain a business advantage over competitors who do not know or
use it."
Information identified by bidder as "trade secret" will be reviewed by County of Fresno's legal
counsel to determine conformance or non-conformance to this definition. Such material should
be submitted in a separate binder marked "Trade Secret". Examples of material not considered
to be trade secrets are pricing, cover letter, promotional materials, etc.
INFORMATION THAT IS PROPERLY IDENTIFIED AS TRADE SECRET AND CONFORMS TO
THE ABOVE DEFINITION WILL NOT BECOME PUBLIC RECORD. COUNTY WILL
SAFEGUARD THIS INFORMATION IN AN APPROPRIATE MANNER.
Information identified by bidder as trade secret and determined not to be in conformance with
the California Government Code definition shall be excluded from the proposal. Such
information will be returned to the bidder at bidder's expense upon written request.
Trade secrets must be submitted in a separate binder that is plainly marked "Trade Secrets."
The County shall not in any way be liable or responsible for the disclosure of any proposals or
portions thereof, if they are not (1) submitted in a separate binder that is plainly marked "Trade
Secret" on the outside; and (2) if disclosure is required or allowed under the provision of law or
by order of Court.
Vendors are advised that the County does not wish to receive trade secrets and that vendors are
not to supply trade secrets unless they are absolutely necessary.
Proposal No. 208-5362 Page 5
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
TRADE SECRET ACKNOWLEDGEMENT
I have read and understand the above "Trade Secret Acknowledgement."
I understand that the County of Fresno has no responsibility for protecting information submitted
as a trade secret if it is not delivered in a separate binder plainly marked "Trade Secret." I also
understand that all information my company submits, except for that information submitted in a
separate binder plainly marked “Trade Secret,” are public records subject to inspection by the
public. This is true no matter whether my company identified the information as proprietary,
confidential or under any other such terms that might suggest restricted public access.
Enter company name on appropriate line:
Has submitted information identified as Trade
Secrets in a separate marked binder.** (Company Name)
Has not submitted information identified as Trade
Secrets. Information submitted as proprietary
confidential or under any other such terms that
might suggest restricted public access will not be
excluded from treatment as public record.
(Company Name)
ACKNOWLEDGED BY:
( )
Signature Telephone
Print Name and Title Date
Address
City State Zip
**Bidders brief statement that clearly sets out the reasons for confidentiality in conforming with
the California Government Code definition.
Proposal No. 208-5362 Page 6
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
DISCLOSURE – CRIMINAL HISTORY &
CIVIL ACTIONS
In their proposal, the bidder is required to disclose if any of the following conditions apply to
them, their owners, officers, corporate managers and partners (hereinafter collectively referred
to as “Bidder”):
• Within the three-year period preceding the proposal, they have been convicted of, or had
a civil judgment rendered against them for:
o fraud or a criminal offense in connection with obtaining, attempting to obtain, or
performing a public (federal, state, or local) transaction or contract under a public
transaction;
o violation of a federal or state antitrust statute;
o embezzlement, theft, forgery, bribery, falsification, or destruction of records; or
o false statements or receipt of stolen property
• Within a three-year period preceding their proposal, they have had a public transaction
(federal, state, or local) terminated for cause or default.
Disclosure of the above information will not automatically eliminate a Bidder from consideration.
The information will be considered as part of the determination of whether to award the contract
and any additional information or explanation that a Bidder elects to submit with the disclosed
information will be considered. If it is later determined that the Bidder failed to disclose required
information, any contract awarded to such Bidder may be immediately voided and terminated for
material failure to comply with the terms and conditions of the award.
Any Bidder who is awarded a contract must sign an appropriate Certification Regarding
Debarment, Suspension, and Other Responsibility Matters. Additionally, the Bidder awarded the
contract must immediately advise the County in writing if, during the term of the agreement: (1)
Bidder becomes suspended, debarred, excluded or ineligible for participation in federal or state
funded programs or from receiving federal funds as listed in the excluded parties list system
(http://www.epls.gov); or (2) any of the above listed conditions become applicable to Bidder. The
Bidder will indemnify, defend and hold the County harmless for any loss or damage resulting
from a conviction, debarment, exclusion, ineligibility or other matter listed in the signed
Certification Regarding Debarment, Suspension, and Other Responsibility Matters.
Proposal No. 208-5362 Page 7
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS--PRIMARY COVERED TRANSACTIONS
INSTRUCTIONS FOR CERTIFICATION
1. By signing and submitting this proposal, the prospective primary participant is providing
the certification set out below.
2. The inability of a person to provide the certification required below will not necessarily
result in denial of participation in this covered transaction. The prospective participant
shall submit an explanation of why it cannot provide the certification set out below. The
certification or explanation will be considered in connection with the department or
agency's determination whether to enter into this transaction. However, failure of the
prospective primary participant to furnish a certification or an explanation shall disqualify
such person from participation in this transaction.
3. The certification in this clause is a material representation of fact upon which reliance
was placed when the department or agency determined to enter into this transaction. If it
is later determined that the prospective primary participant knowingly rendered an
erroneous certification, in addition to other remedies available to the Federal
Government, the department or agency may terminate this transaction for cause or
default.
4. The prospective primary participant shall provide immediate written notice to the
department or agency to which this proposal is submitted if at any time the prospective
primary participant learns that its certification was erroneous when submitted or has
become erroneous by reason of changed circumstances.
5. The terms covered transaction, debarred, suspended, ineligible, participant, person,
primary covered transaction, principal, proposal, and voluntarily excluded, as used in this
clause, have the meanings set out in the Definitions and Coverage sections of the rules
implementing Executive Order 12549. You may contact the department or agency to
which this proposal is being submitted for assistance in obtaining a copy of those
regulations.
6. Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render in good faith the certification required by this clause.
The knowledge and information of a participant is not required to exceed that which is
normally possessed by a prudent person in the ordinary course of business dealings.
Proposal No. 208-5362 Page 8
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
CERTIFICATION
(1) The prospective primary participant certifies to the best of its knowledge and belief, that it, its
owners, officers, corporate managers and partners:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded by any Federal department or agency;
(b) Have not within a three-year period preceding this proposal been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (Federal, State or
local) transaction or contract under a public transaction; violation of Federal or State
antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
(c) Have not within a three-year period preceding this application/proposal had one or more
public transactions (Federal, State or local) terminated for cause or default.
(2) Where the prospective primary participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal.
Signature: Date:
(Printed Name & Title) (Name of Agency or Company)
Proposal No. 208-5362 Page 9
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR PROPOSAL
Firm:
REFERENCE LIST
Provide a list of at least five (5) customers for whom you have recently provided similar services.
Be sure to include all requested information.
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Failure to provide a list of at least five (5) customers may be cause for rejection of
this RFP.
Proposal No. 208-5362 Page 10
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
PARTICIPATION
The County of Fresno is a member of the Central Valley Purchasing Group. This group consists
of Fresno, Kern, Kings, and Tulare Counties and all governmental, tax supported agencies
within these counties.
Whenever possible, these and other tax supported agencies co-op (piggyback) on contracts put
in place by one of the other agencies.
Any agency choosing to avail itself of this opportunity, will make purchases in their own name,
make payment directly to the contractor, be liable to the contractor and vice versa, per the terms
of the original contract, all the while holding the County of Fresno harmless. If awarded this
contract, please indicate whether you would extend the same terms and conditions to all tax
supported agencies within this group as you are proposing to extend to Fresno County.
Yes, we will extend contract terms and conditions to all qualified agencies within the
Central Valley Purchasing Group and other tax supported agencies.
No, we will not extend contract terms to any agency other than the County of Fresno.
(Authorized Signature)
Title
* Note: This form/information is not rated or ranked in evaluating proposal.
Proposal No. 208-5362 Page 11
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
GENERAL REQUIREMENTS
DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used interchangeably
and refer to that person, partnership, corporation, organization, agency, etc. which is offering the
proposal.
RFP CLARIFICATION AND REVISIONS: Any revisions to the RFP will be issued and
distributed as written addenda.
FIRM PROPOSAL: All proposals shall remain firm for at least one hundred eighty (180) days.
PROPOSAL PREPARATION: Proposals should be submitted in the formats shown under
"PROPOSAL CONTENT REQUIREMENTS" section of this RFP.
County of Fresno will not be held liable or any cost incurred by bidders responding to RFP.
Bidders are to bid what is specified or requested first. If unable to or unwilling to, bidder may bid
alternative or option, indicating all advantages, disadvantages and their associated cost.
SUPPORTIVE MATERIAL: Additional material may be submitted with the proposal as
appendices. Any additional descriptive material that is used in support of any information in your
proposal must be referenced by the appropriate paragraph(s) and page number(s).
Bidders are asked to submit their proposals in a binder (one that allows for easy removal of
pages) with index tabs separating the sections identified in the Table of Contents. Pages must
be numbered on the bottom of each page.
Any proposal attachments, documents, letters and materials submitted by the vendor shall be
binding and included as a part of the final contract should your bid be selected.
TAXES: The quoted amount must include all applicable taxes. If taxes are not specifically
identified in the proposal it will be assumed that they are included in the total quoted.
SALES TAX: Fresno County pays California State Sales Tax in the amount of 8.225%
regardless of vendor's place of doing business.
RETENTION: County of Fresno reserves the right to retain all proposals, excluding proprietary
documentation submitted per the instructions of this RFP, regardless of which response is
selected.
ORAL PRESENTATIONS: Each finalist may be required to make an oral presentation in Fresno
County and answer questions from County personnel.
AWARD/REJECTION: The award will be made to the vendor offering the overall proposal
deemed to be to the best advantage of the County. The County shall be the sole judge in
making such determination. The County reserves the right to reject any and all proposals. The
lowest bidders are not arbitrarily the vendors whose proposals will be selected. Award Notices
are tentative: Acceptance of an offer made in response to this RFP shall occur only upon
execution of an agreement by both parties or issuance of a valid written Purchase Order by
Fresno County Purchasing.
County Purchasing will chair or co-chair all award, evaluation and contract negotiation
committees.
Proposal No. 208-5362 Page 12
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Award may require approval by the County of Fresno Board of Supervisors.
WAIVERS: The County reserves the right to waive any informalities or irregularities and any
technical or clerical errors in any quote as the interest of the County may require.
TERMINATION: The County reserves the right to terminate any resulting contract upon written
notice.
MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the
prescribed terms, conditions and requirements with the selected vendor.
PROPOSAL REJECTION: Failure to respond to all questions or not to supply the requested
information could result in rejection of your proposal.
ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign
any payment or portions of payments without prior written consent of the County of Fresno.
BIDDERS LIABILITIES: County of Fresno will not be held liable for any cost incurred by vendors
in responding to the RFP.
CONFIDENTIALITY: Bidders shall not disclose information about the County's business or
business practices and safeguard confidential data which vendor staff may have access to in the
course of system implementation.
DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the State of
California.
Any claim which cannot be amicably settled without court action will be litigated in the U. S.
District Court for the Eastern District of California in Fresno, CA or in a state court for Fresno
County.
NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information
to any third party about this RFP or the vendor's quotation without prior written approval from the
County of Fresno.
BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of
each proposer/bidder which may include collection of appropriate criminal history information,
contractual and business associations and practices, employment histories and reputation in the
business community. By submitting a proposal/bid to the County, the vendor consents to such
an inquiry and agrees to make available to the County such books and records the County
deems necessary to conduct the inquiry.
PERFORMANCE BOND: The successful bidders may be required to furnish a faithful
performance bond. Bidders are to quote a separate price for a performance bond.
ACQUISITIONS: The County reserves the right to obtain the whole system/services/goods as
proposed or only a portion of the system/services/goods, or to make no acquisition at all.
OWNERSHIP: The successful vendor will be required to provide to the County of Fresno
documented proof of ownership by the vendor, or its designated subcontractor, upon request of
the proposed programs/services/goods.
Proposal No. 208-5362 Page 13
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
EXCEPTIONS: Identify with explanation, any terms, conditions, or stipulations of the RFP with
which you CAN NOT or WILL NOT comply.
ADDENDA: In the event that it becomes necessary to revise any part of this RFP, addenda will
be provided to all agencies and organizations that receive the basic RFP.
SUBCONTRACTORS: If a subcontractor is proposed, complete identification of the
subcontractor and his tasks should be provided. The primary contractor is not relieved of any
responsibility by virtue of using a subcontractor.
CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or
proposal submitted by the persons or entities specified below, unless the Board of Supervisors
finds that special circumstances exist which justify the approval of such contract:
1. Employees of the County or public agencies for which the Board of Supervisors is the
governing body.
2. Profit-making firms or businesses in which employees described in Subsection (1) serve as
officers, principals, partners or major shareholders.
3. Persons who, within the immediately preceding twelve (12) months, came within the
provisions of Subsection (1), and who were employees in positions of substantial
responsibility in the area of service to be performed by the contract, or participated in any
way in developing the contract or its service specifications.
4. Profit-making firms or businesses in which the former employees described in Subsection (3)
serve as officers, principals, partners or major shareholders.
5. No County employee, whose position in the County enables him to influence the selection of
a contractor for this RFP, or any competing RFP, and no spouse or economic dependent of
such employee, shall be employees in any capacity by a bidder, or have any other direct or
indirect financial interest in the selection of a contractor.
6. In addition, no County employee will be employed by the selected vendor to fulfill the
vendor’s contractual obligations to the County.
ORDINANCE 3.08.130 – POST-SEPARATION EMPLOYMENT PROHIBITED
No officer or employee of the County who separates from County service shall for a period of
one year after separation enter into any employment, contract, or other compensation
arrangement with any County consultant, vendor, or other County provider of goods, materials,
or services, where the officer or employee participated in any part of the decision making
process that led to the County relationship with the consultant, vendor or other County provider
of goods, materials or services.
Pursuant to Government Code section 25132(a), a violation of the ordinance may be enjoined by
an injunction in a civil lawsuit, or prosecuted as a criminal misdemeanor.
EVALUATION CRITERIA: Respondents will be evaluated on the basis of their responses to all
questions and requirements in this RFP and product cost. The County shall be the sole judge in
the ranking process and reserves the right to reject any or all bids. False, incomplete or
unresponsive statements in connection with this proposal may be sufficient cause for its
rejection.
SELECTION PROCESS: All proposals will be evaluated by a team consisting of representatives
from appropriate County Department(s), and Purchasing. It will be their responsibility to make
Proposal No. 208-5362 Page 14
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
the final recommendations. Purchasing will chair or co-chair the evaluation or evaluation
process.
Organizations that submit a proposal may be required to make an oral presentation to the
Selection Committee. These presentations provide an opportunity for the individual, agency, or
organization to clarify its proposal to ensure thorough, mutual understanding.
INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed
by Contractor under any ensuing Agreement, it is mutually understood and agreed that
Contractor, including any and all of Contractor's officers, agents, and employees will at all times
be acting and performing as an independent contractor, and shall act in an independent capacity
and not as an officer, agent, servant, employee, joint venture, partner, or associate of the
County. Furthermore, County shall have no right to control, supervise, or direct the manner or
method by which Contractor shall perform its work and function. However, County shall retain
the right to administer this Agreement so as to verify that Contractor is performing its obligations
in accordance with the terms and conditions thereof. Contractor and County shall comply with
all applicable provisions of law and the rules and regulations, if any, of governmental authorities
having jurisdiction over matters the subject thereof.
Because of its status as an independent contractor, Contractor shall have absolutely no right to
employment rights and benefits available to County employees. Contractor shall be solely liable
and responsible for providing to, or on behalf of, its employees all legally required employee
benefits. In addition, Contractor shall be solely responsible and save County harmless from all
matters relating to payment of Contractor's employees, including compliance with Social
Security, withholding, and all other regulations governing such matters. It is acknowledged that
during the term of the Agreement, Contractor may be providing services to others unrelated to
the COUNTY or to the Agreement.
HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at
County's request, defend the County, its officers, agents and employees, from any and all costs
and expenses, damages, liabilities, claims and losses occurring or resulting to County in
connection with the performance, or failure to perform, by Contractor, its officers, agents or
employees under this Agreement and from any and all costs and expenses, damages, liabilities,
claims and losses occurring or resulting to any person, firm or corporation who may be injured or
damaged by the performance, or failure to perform, of Contractor, its officers, agents or
employees under this Agreement.
SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a
corporation (a for-profit or non-profit corporation), or if during the term of the agreement the
Contractor changes its status to operate as a corporation, members of the Contractor’s Board of
Directors shall disclose any self-dealing transactions that they are a party to while Contractor is
providing goods or performing services under the agreement with the County. A self-dealing
transaction shall mean a transaction to which the Contractor is a party and in which one or more
of its directors has a material financial interest. Members of the Board of Directors shall disclose
any self-dealing transactions that they are a party to by completing and signing a Fresno County
Self-Dealing Transaction Disclosure Form and submitting it to the County prior to commencing
with the self-dealing transaction or immediately thereafter.
PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for
all services and activities offered in the proposal, whether or not they are provided directly.
Further, the County of Fresno will consider the selected vendor to be the sole point of contact
with regard to contractual matters, including payment of any and all charges resulting from the
contract. The contractor may not subcontract or transfer the contract, or any right or obligation
Proposal No. 208-5362 Page 15
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
arising out of the contract, without first having obtained the express written consent of the
County.
ADDRESSES AND TELEPHONE NUMBERS: The vendor will provide the business address
and mailing address, if different, as well as the telephone number of the individual signing the
contract.
ASSURANCES: Any contract awarded under this RFP must be carried out in full compliance
with The Civil Rights Act of 1964, The Americans With Disabilities Act of 1990, their subsequent
amendments, and any and all other laws protecting the rights of individuals and agencies. The
County of Fresno has a zero tolerance for discrimination, implied or expressed, and wants to
ensure that policy continues under this RFP. The contractor must also guarantee that services,
or workmanship, provided will be performed in compliance with all applicable local, state, or
federal laws and regulations pertinent to the types of services, or project, of the nature required
under this RFP. In addition, the contractor may be required to provide evidence substantiating
that their employees have the necessary skills and training to perform the required services or
work.
INSURANCE: Without limiting the COUNTY's right to obtain indemnification from
CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full
force and effect, the following insurance policies or a program of self-insurance, including but not
limited to, an insurance pooling arrangement or Joint Powers Agreement (JPA) throughout the
term of the Agreement:
A. Commercial General Liability
Commercial General Liability Insurance with limits of not less than One Million Dollars
($1,000,000) per occurrence and an annual aggregate of Two Million Dollars ($2,000,000).
This policy shall be issued on a per occurrence basis. COUNTY may require specific
coverages including completed operations, products liability, contractual liability, Explosion-
Collapse-Underground, fire legal liability or any other liability insurance deemed necessary
because of the nature of this contract.
B. Automobile Liability
Comprehensive Automobile Liability Insurance with limits for bodily injury of not less than
Two Hundred Fifty Thousand Dollars ($250,000.00) per person, Five Hundred Thousand
Dollars ($500,000.00) per accident and for property damages of not less than Fifty Thousand
Dollars ($50,000.00), or such coverage with a combined single limit of Five Hundred
Thousand Dollars ($500,000.00). Coverage should include owned and non-owned vehicles
used in connection with this Agreement.
C. Professional Liability
If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W.,
M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than
One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)
annual aggregate.
This coverage shall be issued on a per claim basis. Contractor agrees that it shall maintain,
at its sole expense, in full force and effect for a period of three (3) years following the
termination of this Agreement, one or more policies of professional liability insurance with
limits of coverage as specified herein.
Proposal No. 208-5362 Page 16
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
D. Worker's Compensation
A policy of Worker's Compensation insurance as may be required by the California Labor
Code.
Contractor shall obtain endorsements to the Commercial General Liability insurance naming the
County of Fresno, its officers, agents, and employees, individually and collectively, as additional
insured, but only insofar as the operations under this Agreement are concerned. Such coverage
for additional insured shall apply as primary insurance and any other insurance, or
self-insurance, maintained by County, its officers, agents and employees shall be excess only
and not contributing with insurance provided under Contractor's policies herein. This insurance
shall not be cancelled or changed without a minimum of thirty (30) days advance written notice
given to County.
Within thirty (30) days from the date Contractor executes this Agreement, Contractor shall
provide certificates of insurance and endorsement as stated above for all of the foregoing
policies, as required herein, to the County of Fresno, Library Business Manager, 2420 Mariposa
Street, Fresno, CA 93721, stating that such insurance coverage have been obtained and are in
full force; that the County of Fresno, its officers, agents and employees will not be responsible
for any premiums on the policies; that such Commercial General Liability insurance names the
County of Fresno, its officers, agents and employees, individually and collectively, as additional
insured, but only insofar as the operations under this Agreement are concerned; that such
coverage for additional insured shall apply as primary insurance and any other insurance, or
self-insurance, maintained by County, its officers, agents and employees, shall be excess only
and not contributing with insurance provided under Contractor's policies herein; and that this
insurance shall not be cancelled or changed without a minimum of thirty (30) days advance,
written notice given to County.
In the event Contractor fails to keep in effect at all times insurance coverage as herein provided,
the County may, in addition to other remedies it may have, suspend or terminate this Agreement
upon the occurrence of such event.
All policies shall be with admitted insurers licensed to do business in the State of California.
Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc.
rating of A FSC VII or better.
AUDIT AND RETENTION: The Contractor shall maintain in good and legible condition all books,
documents, papers, data files and other records related to its performance under this contract.
Such records shall be complete and available to Fresno County, the State of California, the
federal government or their duly authorized representatives for the purpose of audit,
examination, or copying during the term of the contract and for a period of at least three years
following the County's final payment under the contract or until conclusion of any pending matter
(e.g., litigation or audit), whichever is later. Such records must be retained in the manner
described above until all pending matters are closed.
DEFAULT: In case of default by the selected bidder, the County may procure materials and
services from another source and may recover the loss occasioned thereby from any unpaid
balance due the selected bidder, or by any other legal means available to the County.
BREACH OF CONTRACT: In the event of breach of contract by either party, the other party
shall be relieved of its obligations under this agreement and may pursue any legal remedies.
Proposal No. 208-5362 Page 17
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
CONFIDENTIALITY
All services performed by vendor shall be in strict conformance with all applicable Federal, State
of California and/or local laws and regulations relating to confidentiality, including but not limited
to, California Civil Code, California Welfare and Institutions Code, Health and Safety Code,
California Code of Regulations, Code of Federal Regulations.
Vendor shall submit to County’s monitoring of said compliance.
Vendor may be a Business associate of County, as that term is defined in the “Privacy Rule”
enacted by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). As a
HIPAA Business Associate, vendor may use or disclose protected health information (“PHI”) to
perform functions, activities or services for or on behalf of County, as specified by the County,
provided that such use or disclosure shall not violate HIPAA and its implementing regulations.
The uses and disclosures of PHI may not be more expansive than those applicable to County,
as the “Covered Entity” under HIPAA’s Privacy Rule, except as authorized for management,
administrative or legal responsibilities of the Business Associate.
Vendor shall not use or further disclose PHI other than as permitted or required by the County,
or as required by law without written notice to the County.
Vendor shall ensure that any agent, including any subcontractor, to which vendor provides PHI
received from, or created or received by the vendor on behalf of County, shall comply with the
same restrictions and conditions with respect to such information.
APPEALS
Appeals must be submitted in writing within *seven (7) working days after notification of
proposed recommendations for award. A “Notice of Award” is not an indication of County’s
acceptance of an offer made in response to this RFP. Appeals shall be submitted to County of
Fresno Purchasing, 4525 E. Hamilton Avenue 2nd Floor, Fresno, California 93702-4599.
Appeals should address only areas regarding RFP contradictions, procurement errors, proposal
rating discrepancies, legality of procurement context, conflict of interest, and inappropriate or
unfair competitive procurement grievance regarding the RFP process.
Purchasing will provide a written response to the complainant within *seven (7) working days
unless the complainant is notified more time is required.
If the protesting bidder is not satisfied with the decision of Purchasing, he/she shall have the
right to appeal to the Purchasing Agent/CAO within seven (7) working days after Purchasing’s
notification; except, if notified to appeal directly to the Board of Supervisors at the scheduled
date and time.
If the protesting bidder is not satisfied with Purchasing Agent/CAO’s decision, the final appeal is
with the Board of Supervisors.
*The seven (7) working day period shall commence and be computed by excluding the first day and including the
last day upon the date that the notification is issued by the County.
RIGHTS OF OWNERSHIP
The County shall maintain all rights of ownership and use to all materials designed, created or
constructed associated with this service/project/program.
Proposal No. 208-5362 Page 18
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
SPECIFIC BIDDING INSTRUCTIONS AND
REQUIREMENTS
ISSUING AGENT: This RFP has been issued by County of Fresno, Purchasing. Purchasing
shall be the vendor’s sole point of contact with regard to the RFP, its content, and all issues
concerning it.
AUTHORIZED CONTACT: All communication regarding this RFP shall be directed to an
authorized representative of County Purchasing. The specific buyer managing this RFP is
identified on the cover page, along with his or her telephone number, and he or she should be
the primary point of contact for discussions or information pertaining to the RFP. Contact with
any other County representative, including elected officials, for the purpose of discussing this
RFP, it content, or any other issue concerning it, is prohibited unless authorized by Purchasing.
Violation of this clause, by the vendor having unauthorized contact (verbally or in writing) with
such other County representatives, may constitute grounds for rejection by Purchasing of the
vendor’s quotation.
The above stated restriction on vendor contact with County representatives shall apply until the
County has awarded a purchase order or contract to a vendor or vendors, except as follows.
First, in the event that a vendor initiates a formal protest against the RFP, such vendor may
contact the appropriate individual, or individuals who are managing that protest as outlined in the
County’s established protest procedures. All such contact must be in accordance with the
sequence set forth under the protest procedures. Second, in the event a public hearing is
scheduled before the Board of Supervisors to hear testimony prior to its approval of a purchase
order or contract, any vendor may address the Board.
VENDOR CONFERENCE: On June 18, 2015 at 10:00 A.M., a vendor's conference will be
held in which the scope of the project and proposal requirements will be explained. The
meeting will be held at the office of County of Fresno Purchasing, 4525 E. Hamilton
(between Cedar and Maple), 2nd Floor, Fresno, California. Addendum will be prepared and
distributed to all bidders only if necessary to clarify substantive items raised during the bidders'
conference.
Bidders are to contact Shannon W. Kirby at County of Fresno Purchasing, (559) 600-7116, if
they are planning to attend the conference.
NUMBER OF COPIES: Submit one (1) original, with two (2) *reproducible compact discs
and eight (8) copies of your proposal no later than the proposal closing date and time as stated
on the front of this document to County of Fresno Purchasing. Each copy to be identical to the
original, include all supporting documentation (e.g. literature, brochures, reports, schedules
etc.). The cover page of each quotation is to be appropriately marked “Original” or “Copy”.
*Bidder shall submit two (2) reproducible compact discs (e.g.: PDF file) containing the
complete proposal excluding trade secrets. Compact discs should accompany the
original binder and should be either attached to the inside cover of the binder or inserted
in an attached sleeve or envelope in the front of the binder to insure the discs are not
misplaced.
INTERPRETATION OF RFP: Vendors must make careful examination of the requirements,
specifications and conditions expressed in the RFP and fully inform themselves as to the quality
and character of services required. If any person planning to submit a proposal finds
Proposal No. 208-5362 Page 19
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
discrepancies in or omissions from the RFP or has any doubt as to the true meaning or
interpretation, correction thereof may be requested at the scheduled Vendor Conference (see
above). Any change in the RFP will be made only by written addendum, duly issued by the
County. The County will not be responsible for any other explanations or interpretations.
Questions may be submitted subsequent to the Vendor Conference, subject to the following
conditions:
a. Such questions are submitted in writing to the County Purchasing not later than June 26,
2015 at 10:00 a.m. Questions must be directed to the attention of Shannon W. Kirby,
Purchasing Analyst.
b. Such questions are submitted with the understanding that County can respond only to
questions it considers material in nature.
c. Questions shall be e-mailed to CountyPurchasing@co.fresno.ca.us.
NOTE: The bidder is encouraged to submit all questions at the Vendor Conference. Time
limitations can prevent a response to questions submitted after the conference.
SELECTION COMMITTEE: All proposals will be evaluated by a team co-chaired by Purchasing.
All proposals will be evaluated by a review committee that may consist of County of Fresno
Purchasing, department staff, community representatives from advisory boards and other
members as appropriate.
The proposals will be evaluated in a multi-stage selection process. Some bids may be
eliminated or set aside after an initial review. If a proposal does not respond adequately to the
RFP or the bidder is deemed unsuitable or incapable of delivering services, the proposal may be
eliminated from consideration. It will be the selection committee’s responsibility to make the final
recommendation to the Department Head.
CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of three
(3) years with the option to renew for up to two (2) additional one (1) year periods based on
mutual written consent. County will retain the right to terminate the Agreement upon giving thirty
(30) days advance written notification to the Contractor.
PAYMENT: The County of Fresno, if appropriate, may use Procurement Card to place and make
payment for orders under the ensuing contract.
AUDITED FINANCIAL STATEMENTS: Copies of the audited Financial Statements for the last
three (3) years for the business, agency or program that will be providing the service(s)
proposed. If audited statements are not available, complied or reviewed statements will be
accepted with copies of three years of corresponding federal tax returns. This information is to
be provided after the RFP closes, if requested. Do not provide with your proposal.
CONTRACT NEGOTIATION: The County will prepare and negotiate its own contract with the
selected vendor, giving due consideration to standard contracts and associated legal documents
submitted as a part of bidder’s response to the RFP. The tentative award of the contract is
based on successful negotiation pending formal recommendation of award. Bidder is to include
in response the names and titles of officials authorized to conduct such negotiations.
NOTICES: All notices, payments, invoices, insurance and endorsement certificates, etc. need to
be submitted as follows: referencing contract/purchase order number, department, position, title
and address of administering official.
Proposal No. 208-5362 Page 20
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
EPAYMENT OPTION: The County of Fresno provides an Epay Program which involves
payment of invoices by a secure Visa account number assigned to the supplier after award of
contract. Notification of payments and required invoice information are issued to the supplier's
designated Accounts Receivable contact by e-mail remittance advice at time of payment. To
learn more about the benefits of an Epay Program, how it works, and obtain answers to
frequently asked questions, click or copy and paste the following URL into your browser:
www.bankofamerica.com/epayablesvendors or call Fresno County Accounts Payable, 559-600-
3609.
LOCAL VENDOR PREFERENCE: The Local Vendor Preference does not apply to this
Request for Proposal.
Proposal No. 208-5362 Page 21
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
SCOPE OF WORK
The County of Fresno on behalf of the Fresno County Public Library (FCPL) is requesting
proposals from qualified vendors to provide the following minimum requirements, specifications
and conditions which the proposer must comply with. Bidders are to use this section to describe
the essence of their proposal. This section should be formatted as follows:
A. A general discussion of your understanding of the project, the scope of work proposed
and a summary of the features of your proposal.
B. A detailed description of your proposal as it relates to each item listed under the
“Scope of W ork” section of this RFP. Bidder’s response should be stated in the same
order as the “Scope of Work” items. Each description should begin with a restatement
of the “Scope of Work” item that it addresses. Bidders must explain how their approach
and method accomplishes or satisfies each of listed items.
REQUESTED ITEMS
The purpose of this RFQ is to solicit information for the purpose of finding a suitable delivery
platform to sustain the use of the Fresno County Public Library’s existing radio frequency
identification (RFID) enabled self-check, collection management, and security system. The
ideal solution will be easy to implement and use by staff and patrons, and will seamlessly
integrate these functions.
The items that may be purchased under this contract include but are not limited to the items
listed below. Please include these items in your price list/quote:
1. Circulation Stations (For both patron self-check and staff circulation functions)
2. Staff Workstations (For circulation and tagging functions)
3. Security/Detection System
4. Portable Handheld Readers
5. Installation and Training
6. Hardware / Software Technical Support
7. Warranty and Service
INTRODUCTION and BACKGROUND
Library System
The Fresno County Public Library has 37 locations including large urban, medium city/suburban
and isolated rural libraries spread across 5,000 square miles with a population of 966,000. It is a
member of the San Joaquin Valley Library System (SJVLS) which is comprised of 10 library
jurisdictions and 108 individual library locations across the San Joaquin Valley. All the members
share a single SirsiDynix Horizon (7.5.2 ) integrated library system (ILS) managed by System
staff in Fresno. The system is planning to migrate to Evergreen, an open source ILS in March
2016. There is a high level of interlibrary borrowing between members. All library branches are
Proposal No. 208-5362 Page 22
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
on the SJVLS telecommunications network which has its hub in Fresno and computers are on a
single Windows 2012 network.
As of this date, SLVJS members use a variety of RFID systems from the following vendors; 3M,
Bibliotheca, TechLogic, Envisionware. Because SJVLS members share a single ILS, we
routinely share materials with one another and all RFID systems must be compatible.
Library Collection
The Library’s circulating collection includes hard cover and paperback books, DVDs, music CDs,
books on CD, digital audio books, and children’s books, and book/CD combinations. The Library
typically adds 63,115 books and 36,861 audio visual items to its collection every year. As of
June 2014, the library held 872,877 books, 102,314 audio materials and 121,503 video
materials.
Circulation Statistics
Over 4.2 million items were checked out from the Fresno County Public Library during the 13-14
fiscal year. Total patron count is approximately 306,507. Circulation is expected to increase by 3
% by end of the 14/15 fiscal year.
Existing and Future Use of RFID
The Library implemented RFID for circulation and security beginning in 2005. Materials at 15 of
its 37 locations are tagged and these locations use RFID for self-check and security. An
additional seven locations use the same RFID software installed to enable self-check using the
barcode only – no RFID tags, antennas or security gates. This allows the branch to reap some of
the benefits of self-check while waiting to convert to the RFID self-check system. These 22
existing self-check locations accounted for approximately 90% of 4.2 million items checked out
last year. See Appendix XXX for a list of the Library’s branches showing their circulation,
physical size and collection size.
The Library has always used RFID tags that are compliant with the ISO 15693 standard for
libraries, programmable by Feig MR-101 model library readers/antennas to the data model
established by the Library’s RFID equipment vendor, Tech Logic, Inc. All RFID hardware and
software under this RFQ must be compatible with existing RFID tags and equipment.
As of this date, SLVJS members use a variety of RFID systems from the following vendors; 3M,
Bibliotheca, TechLogic, Envisionware. Our current RFID system is capable of checking in and
out materials with 3M, Bibliotheca, and Techlogic tags and activating/deactivating the security
bit. Because of the high volume of interlibrary borrowing within SJVLS members, it is imperative
the RFID system is capable of reading materials that contain tags from other vendors as well as
materials with only barcode identification in a way that is simple and direct for all users. The
Library places a high priority on this functionality.
The Library’s current RFID system provides the flexibility to install “stand-alone” self-check units
away from the circulation desk, as well as convert any existing circulation stations into self-check
stations. The latter configuration allows staff to easily access other ILS functions as needed
during the self-check transaction and eliminate the need for the customer to seek assistance at
another service point. The Library places a high priority on this flexibility / functionality.
Proposal No. 208-5362 Page 23
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
SPECIFICATIONS FOR HARDWARE/SOFTWARE
Indicate if you can comply with the specifications below:
Comply
Not Comply
A. Overall Requirements
1. All hardware and software under this RFQ must be compatible with
existing RFID system which uses Feig MR-101 model library
readers/antennas and Feig ID ASC.ANT1400/700 (Type A & B)
security gates.
2. The system shall be compatible with Library’s standard computers
used for circulation, barcode scanners, and receipt printers.
3. The system must use 13.56 MHz ISO 15693-3 and ISO 18000-3 mode
1 RFID technology and follow NISO 2008 recommendations for library
RFID.
4. All system components must be UL and FCC Part 15-Certified, SIP2,
RS-232, TCP/IP Ethernet 10/100 and 802.11b (wireless) compliant.
5. The system must provide application-specific software to incorporate
all hardware (security/detection systems, staff station readers, tagging
stations, patron self-check stations, portable hand-held readers, etc.),
the RFID tags and any other RFID related hardware into the system.
6. The system must interface with the Library’s existing automated library
system (ILS) using the SIP 2 or Enhanced SIP Protocol (ESP) protocol
7. The system must not interfere with other equipment, automated library
system clients or PCs that may be nearby.
8. Software functionality is not affected by computer security, specifically
use of Windows group policies.
9. The system and all of its components must be entirely compatible with,
and in no manner interfere with, the ILS, its computer clients, or other
components.
10. The system must be able to connect through the Library’s Ethernet
network via an RJ-45 connector and/or secured wireless network.
11. To ensure ready availability of components, parts, and supplies, all
major elements of the system should be warehoused in U.S.A.
Proposal No. 208-5362 Page 24
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Comply
Not Comply
12. Health & Safety
a. The system, or any of its components, must not be harmful to, or
interfere with, the health and well being of patrons and staff, i.e.
heart pacemakers, hearing aids, etc.
b. The system, or any of its components, must not be harmful to, or
interfere with, any materials in the Library collection, such as audio
and videotapes, CDs and DVDs.
c. Detection and security corridors must be in compliance with
relevant ADA requirements.
13. The system must be able to read the following types of item barcodes:
10-digit Codabar symbology (check digit Model 10-Type 0) and 14-digit
Codabar symbology.
14. The system must be able to read patron library cards with 10-digit
Codabar symbology (check digit Modulus 10). Indicate if any other card
types are capable of being read.
B. Circulation Stations – These specifications apply to stations used by
patrons as well as staff for circulation.
1. The proposed system must be able to mount in, on, or under the work
surface of a circulation station.
a. State the dimensions (l x w x h) of the reader pad. ____x____x____ ______
2. The proposed system must have a minimum RFID read range of 7 – 12
inches.
3. The system’s RFID self-check units must be able to read item-specific
identification numbers, communicate with the ILS to reduce the
Library’s inventory, and turn the security bit off.
4. The system must process multiple RFID-tagged items for both check in
and check out functions.
5. The system must be dual function – capable of processing RFID tags
or item bar codes in the same transaction.
6. The proposed system must provide a displayed count of the number of
items processed simultaneously to ensure complete check in and
check out transaction processing.
7. The proposed system readers must be able to read tags and display
the information thereon.
Proposal No. 208-5362 Page 25
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Comply
Not Comply
8. The system must use an anti-collision algorithm that does not limit the
number of tags which can be simultaneously identified and read.
9. The system must be operable by touch screen for patron self check.
10. The system must have the ability to print out cumulative receipts with
custom library information as determined by the Library.
11. The system stations must check out all print and non-print material
types without damage.
12. The system must be capable of reading item barcodes located in
various locations, including inside or outside, top or bottom of the front
or back cover, or inside on the top or bottom of the front or back fly
page.
13. The system must have customizable messages based on patron and
item status.
14. The system must display ILS system information relating to the patron
or item status.
15. The system must provide visual and audible feedback during the
transaction.
16. The system must have the ability to display select information from
patron record, such as number of items checked out, number of items
on hold and outstanding fine information.
17. The system must have customizable animations and instructions.
18. The system must have the capability to display self-check unit banners,
and instructions in multiple languages, including but not limited to
English and Spanish. Indicate what other languages are supported.
19. The system must deactivate the theft or security bits on the materials
when checked out.
20. The system must deactivate the theft or security bits within one second
of discharging the item.
C. Reporting
1. The system must provide performance statistics that can be exported in
a format that can be analyzed using standard office productivity
software.
Proposal No. 208-5362 Page 26
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Comply
Not Comply
2. Data must be broken down by location, day of the week and hour of the
day. Data to include: Number of transactions, type of transaction, and
number of successful and unsuccessful transactions.
3. Reports can be run locally or from a central location.
D. Staff Workstations – These stations are used primarily for tagging
and check in away from the circulation desk.
1. The system must have the ability to read, program, and reprogram
RFID tags.
2. The system must be able to be used for check in and check out of
library materials and activate/deactivate the security bit accordingly.
3. System hardware must be able to be integrated into Library’s own
furniture.
4. The system must have on or in counter installation options.
5. The system must be dual function: capable of processing RFID tags or
barcodes.
6. The system readers must be able to read tags and display the
information thereon.
7. The system must not require mouse activations to process most items.
(Exceptions made for configuration changes, error handling, or tag
reprogramming situations.)
8. The system must be capable of reading item barcodes located in
various locations, including inside or outside, top or bottom of the front
or back cover, or inside on the top or bottom of the front or back fly
page.
9. The system must have a minimum RFID read range of 7 – 12 inches.
10. The system must allow configuration of item identifier parameters to
automatically prevent programming of partially scanned or incorrectly
scanned barcodes.
11. The system must simultaneously process multiple RFID-tagged items
for check in and check out.
12. The system must use an anti-collision algorithm that does not limit the
number of tags, which can be simultaneously identified and read.
Proposal No. 208-5362 Page 27
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Comply
Not Comply
13. The system must provide a displayed count of the number of items
processed simultaneously to ensure complete check-in/out transaction
processing.
14. Check in can be performed within the Library’s ILS using the
reader/antenna to read the tags and deactivate the security bit.
15. The system must provide the option to program tags as either locked or
unlocked.
16. The system must allow the user to program tags in standalone mode,
not requiring a connection with the Library’s ILS.
17. The system must provide the ability to print/dispense tags as they are
programmed. Include specifications for any special equipment needed
to print the tags.
18. State the typical conversion rate (# items per hour) for programming
and adhering tags. Include rate for pre-printed tags and if different, the
rate for printing tags in house.
E. Detection System
1. The system must have a read range of at least eighteen inches (18”) in
either direction of each gate.
2. The system must provide a false alarm rate of less than 0.1%.
3. The system must offer multiple install options, including:
a. Direct mount w/ ADA compatible threshold plate
b. Base plate, only minor floor modification (e.g. drilling -required for
installation)
c. Buried cables (recessed conduit under finished floor or saw cut in
finished floor)
4. The dual aisle exit system/detection systems must create an opening of
at least 36 inches.
5. The security/detection systems must be come in different colors or
styles to fit in with the Library’s décor.
6. The system must be able to issue visible and audible warnings.
7. Tags with theft or security bits that are “on” must immediately trigger an
alarm.
Proposal No. 208-5362 Page 28
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Comply
Not Comply
8. Staff working at the circulation desk must be able to determine what
item has triggered an alarm.
9. The system must provide item security even when the Library’s
integrated library system (ILS) host system or network is off-line or not
functioning.
10. The security/detection systems must be shielded from external
interference from light fixtures, elevator motors, etc.
11. The system must alarm on “active” tags in library materials only when
activated by exiting patrons. Describe any limits on the proximity of
tagged materials to the security/detection system.
12. The system must contain a built-in, patron counter which may be easy
read and reset by Library staff.
F. Portable Handheld Reader
1. The portable handheld reader must be a cordless, one-piece design, to
be held in one hand.
2. The portable handheld reader must feature a touch screen display and
use a removable memory card.
3. The total weight of the portable handheld reader must weigh less than
30 ounces, including battery, RFID reader, antenna, display and
computing unit, and any other components that must be carried by the
user
4. The portable handheld reader must be easily set down on a library
shelf or cart when necessary to free the user’s hands.
5. The portable handheld reader must incorporate an ergonomic design,
to aid user in reading shelves at all levels easy to use and be relatively
non-stressful to wrist, arm, shoulder and elbow.
6. The portable handheld reader battery life must allow the user to work
for at least 4 hours before charging or changing batteries is required
7. The portable handheld reader must have built-in diagnostics for
troubleshooting.
8. The portable handheld reader must use an anti-collision algorithm that
does not limit the number of tags which can be simultaneously
identified and read.
Proposal No. 208-5362 Page 29
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Comply
Not Comply
9. The portable handheld reader must have the capacity to download at
least 500,000 items from Library’s automation system onto the portable
handheld reader memory medium.
10. The portable handheld reader must have the capacity to read multi-line,
fixed-length-field, or delimited-field records from an electronic file
containing shelf or search lists and create a portable database for use
in a portable handheld RFID reader.
11. The proposed portable handheld reader must accommodate data
collection simultaneously with other functions
12. The handheld reader must direct the user to items on such lists and
provide a way to keep track of which items have been found and which
have not been found.
13. The portable handheld reader must be multi-functional to provide
efficient collection management including:
a. The proposed portable handheld reader must accommodate Shelf
order checking: to locate items that are out of place on the shelves.
This capability must be sensitive enough to locate items that are
out of place by as little as 5 inches.
b. The proposed portable handheld reader must accommodate Data
collection: to collect and store identifiers of items scanned, and
store those items in user-defined categories for upload. This
capability must allow storage of up to 1 million items prior to upload.
c. The proposed system must accommodate Sorting: to assist a user
with sorting items on a shelf or cart.
d. The proposed system must accommodate Shelving: to assist a user
with shelving an item.
e. The proposed system must accommodate Searching: to identify
items on multiple, user defined search lists, (e.g. Missing, Claims
Returned, Billed and Paid, inventory, shelf order, item searches,
etc.
f. The search capability must be active during order checking, data
collection, sorting, pulling, and finding functions, with option to turn
it off if desired.
g. The proposed system must accommodate Pulling: to assist the user
with finding items on hold (reserve) or weed lists, or other user-
defined lists available from the circulation system.
Proposal No. 208-5362 Page 30
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Comply
Not Comply
h. The proposed system must accommodate Finding: to allow a user
to quickly enter search criteria directly into the device, then search
for items which meet that criteria.
i. The proposed system must accommodate secure status checking:
to allow a user to identify individual items which have not been
properly checked out and have caused an alarm of the
security/detection system. This capability must allow display of the
title of item on the device.
j. Secure status checking capability must also allow the user to scan
items on library carts or counters to identify individual items which
have not been properly checked in, before re-shelving.
14. The portable inventory reader must be programmable to search for
items individually, as well as in batches of multiple items.
15. The proposed system must validate item identifier (barcode) data from
input lists and provide a log of errors found.
16. The proposed system must allow specification of categories for
collection of data from RFID tags. Examples of categories include In
House Use, New Item Processing, etc.
17. The proposed system must process results of data collection sessions
or pull sessions, reading these results from the memory card and
creating PC files containing lists of collected data, lists of items pulled,
and lists of items not pulled.
18. The proposed portable handheld reader must have the ability to
download barcodes to the Library’s circulation system.
19. The proposed portable handheld reader must have an audible tone and
visible indicators to verify item has been identified. The audible tones
shall be adjustable by the user.
20. The proposed portable handheld reader must be able to read RFID
tags from a four-inch (4”) range.
G. Installation and Training
1. The initial installation training will be performed by vendor staff and
take place at the Fresno County Public Library.
2. After installation and management training at one location, local library
technicians should be able to install the solution at the remaining sites
using vendor-supplied documentation and with telephone/WebEx
assistance.
Proposal No. 208-5362 Page 31
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Comply
Not Comply
3. The Library requires technical manuals and user manuals, plus any
other materials that are typically distributed during training. Operation
manuals must be provided with the equipment.
4. The Library requires that manuals also be available on electronic
format with unlimited distribution within the Library, and shall be
supplied free of charge.
5. The Library requires interaction with the vendor sales staff and
technical support staff during installation planning, the installation
phase and follow-up immediately after such installation.
6. Vendor must also be available for consultation on placement of
hardware to accommodate network infrastructure, power and
ventilation requirements, building restrictions, etc., and to maximize the
workflow, staffing and patron convenience issues
7. Any introductory operator / user / staff training shall be provided at no
charge.
H. Hardware and Software Technical Support
1. Provide access to live technical support between 8am and 5pm
ST/PDT Monday-Friday.
2. Provide an online system to report and track support requests.
I. Warranty And Service Requirements
1. The vendor must provide an all-inclusive 12-month warranty on
equipment, software, and components and offer additional options for
extending the warranty period.
Please provide a narrative response to the following questions:
1. Describe the minimum and recommended hardware required for your solutions and
compatible operating systems.
2. Describe the network topology of your solution in both the branch and the broader
system context. Include the W AN bandwidth required and the sensitivity to latency in
network
3. Describe how your system will authenticate users against the Horizon borrower
database. What access controls are available to limit access by some users?
4. Describe the system’s ability to allow patrons to pay fines at a self check station
without staff intervention including additional equipment required beyond the self check
station itself.
Proposal No. 208-5362 Page 32
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
5. Describe the system’s ability to perform off-line transactions and maintain records of all
barcodes checked out when the ILS is offline. Include information about turning on/off
the security feature on RFID tags to allow secure Library operation during offline
situations and uploading transactions when the ILS is back online.
6. The Fresno Central Library is the only location which uses 3M™ Tattletale™ security
strips and corresponding security gates. Describe the system’s ability to use self check
in this situation until the branch can be converted to RFID for circulation and security.
7. Describe the system’s ability to open locked audiovisual security cases after successful
check outs including specific security case models required.
8. Describe options available for a portable tagging station that can be used in the book
stacks at the branch.
9. Describe the reporting options available for your system.
10. Describe your support operations, including hours of availability, methods of contact,
and number of dedicated support desk personnel.
11. Describe options for leasing equipment.
12. Describe options and pricing for additional staff training periods and topics beyond the
required introductory training.
13. Describe options for extending the warranty period on parts and labor beyond the
required 12-month period.
Proposal No. 208-5362 Page 33
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
SPECIFICATIONS FOR TAGS
The library has always used RFID tags that are compliant with the ISO 15693 standard for
libraries, programmable by Feig MR-100 model library readers to the data model established
by the library’s current RFID equipment vendor, Tech Logic, Inc. All RFID Tags under this
RFQ must be compatible with existing RFID tags and equipment.
Indicate if you can comply with the specifications below. If compliance differs based on the
type/size/shape/functionality of the tag, provide specs for each type separately.
Comply or
Not Comply
SPECIFICATIONS:
A. Tags are compatible with the current RFID system in place at the library as
described above.
B. Vendor can offer tags from multiple manufacturers.
1. List the available manufacturers below:
C. Availability
1. To ensure ready availability, tags/supplies are warehoused in the U.S.
2. List the standard turn around time (in weeks) once tags are ordered:
a. Blank
b. Pre-Printed
c. Pre-Programmed / Pre-Printed
d. Other:____________________________
D. Tags are compliant with 13.56 MHz ISO 15693-3 and ISO 18000-3 mode 1
RFID technology and follow NISO 2008 recommendations for library RFID.
E. Tags use the NXP ICODE SLI chip.
F. Memory
Proposal No. 208-5362 Page 34
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Comply or
Not Comply
1. Tags have memory capable of holding additional information including
item type, multi-part set identifier, branch ownership, and sorting
location.
2. The proposed system must provide tags with a range of memory
options that can be used simultaneously in the library.
a. List the minimum and maximum memory capacity of tags.
• Minimum _______________________
• Maximum _______________________
G. Tag must possess anti-collision capabilities.
1. State the collision rate / # of tags that can be read simultaneously.
___________________________
H. Tag’s data model provides for multiple functions, e.g., security, inventory
control, self-service, based on the library’s parameters specifying data to
save on the tag.
I. Read Range
1. What is the effective read range of the tags? ________________
J. Tags have a read/write design.
1. RFID tag is fully re-writeable for all data including the item identifier
field.
2. Tag has portions of memory that can be locked (for item number) and
portions that can be re-programmed (branch and/or shelving location
code).
3. Each memory portion must be able to be locked independently of other
portions.
K. Tags can be ordered preprogrammed based on a range of sequential
barcodes supplied by the library with an imprint of the physical barcode on
the tag which can be read by the library’s scanners.
L. Tag uses a low acid or neutral pH adhesive.
M. Tags are available that fit all standard types of library materials: books,
magazines, CD/DVDs, audio books, etc.
N. CD/DVD Tags
Proposal No. 208-5362 Page 35
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Comply or
Not Comply
1. Tag may be placed directly on a disc of SINGLE sided DVD so as not
to cover any area on which data is stored.
2. Tag may be placed directly on a disc of a DOUBLE sided DVD so as
not to cover any area on which data is stored.
3. Does the CD/DVD tag require additional materials be applied in
conjunction with the tag, (i.e. boosters, overlays, etc.)
Yes / No
4. Is there an “all-in-one” CD/DVD tag available that eliminates the need
for additional boosters, overlays, etc. while maintaining the same or
higher read range?
Yes / No
O. Tag Imprint
1. RFID tags can be customized by overprinting of the Library's name,
logo and other identification.
2. Offered with the following options
a. Blank
b. 1-color
c. 4-color
3. Is this imprinted directly on the tag or on a separate label that is applied
over the tag?
imprinted directly on the tag; or
separate label
P. Tag Failure Rate
1. What is the failure rate of the tags?
2. Inoperative tags must be clearly marked by the manufacturer.
Q. Tag Life / Warranty
1. RFID tag is guaranteed for the life of the item on which it is originally
affixed.
2. Tag is warranted for defects and if defective will be replaced at no cost
to the Library.
Proposal No. 208-5362 Page 36
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
Tag Samples, Dimensions and Pricing
The Library requests that samples of available tags be included with an attachment detailing
specifications of physical dimensions of all tags including inner and outer diameters and
thickness as appropriate and pricing for each tag type.
Please provide a narrative response to the following questions:
1. Describe how the manufacturer marks tags that are inoperative.
2. If the CD/DVD tag requires additional materials be applied in conjunction with the tag, (i.e.
boosters, overlays, etc.), describe the supplies and workflow required.
Proposal No. 208-5362 Page 37
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
COST PROPOSAL
Reminder: The quoted amount must include all applicable taxes. If taxes are not specifically
identified in the proposal it will be assumed that they are included in the total quoted. Fresno
County pays California State Sales Tax regardless of vendor's place of doing business.
A. Unit cost shall be provided for all system components separately including hardware,
software, RFID tags and other supplies. If a price break is available for a larger number of
units, quote the next price tier.
B. Cost of hardware maintenance for first year as follows:
a. Normal business hours
b. 24 hours/day – seven days a week
C. Cost of optional hardware maintenance for additional years.
D. Cost of software maintenance for first year as follows:
a. Normal business hours
b. 24 hours/day – seven days a week
E. Cost of optional software maintenance for additional years.
F. Cost of optional custom programming as an hourly rate with minimum time.
Proposal No. 208-5362 Page 38
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
PROPOSAL CONTENT REQUIREMENTS
It is important that the vendor submit his/her proposal in accordance with the format and
instructions provided under this section. Doing so will facilitate the evaluation of the
proposal. It will limit the possibility of a poor rating due to the omission or mis-
categorization of the requested information. Responding in the requested format will
enhance the evaluation team’s item by item comparison of each proposal item. The
vendor’s proposal may be placed at a disadvantage if submitted in a format other than
that identified below.
Bidders are requested to submit their proposals in a binder (one that allows for easy removal of
pages) with index tabs separating the sections identified. Each page should be numbered.
Each binder is to be clearly marked on the cover w ith the proposal name, number, closing
date, “Original” or “Copy”, and bidder’s name.
Merely offering to meet the specifications is insufficient and will not be accepted. Each bidder
shall submit a complete proposal with all information requested. Supportive material may be
attached as appendices. All pages, including the appendices, must be numbered.
Vendors are instructed not to submit confidential, proprietary and related information
within the request for proposal. If you are submitting trade secrets, it must be submitted
in a separate binder clearly marked “TRADE SECRETS”, see Trade Secret
Acknowledgement section.
The content and sequence of the proposals will be as follows:
I. RFP PAGE 1 AND ADDENDUM(S) PAGE 1 (IF APPLICABLE) completed and signed by
participating individual or agency.
II. COVER LETTER: A one-page cover letter and introduction including the company name
and address of the bidder and the name, address and telephone number of the person
or persons to be used for contact and who will be authorized to make representations for
the bidder.
A. Whether the bidder is an individual, partnership or corporation shall also be stated. It
will be signed by the individual, partner, or an officer or agent of the corporation
authorized to bind the corporation, depending upon the legal nature of the bidder. A
corporation submitting a proposal may be required before the contract is finally
awarded to furnish a certificate as to its corporate existence, and satisfactory
evidence as to the officer or officers authorized to execute the contract on behalf of
the corporation.
III. TABLE OF CONTENTS
IV. CONFLICT OF INTEREST STATEMENT: The Contractor may become involved in
situations where conflict of interest could occur due to individual or organizational
activities that occur within the County. In this section the bidder should address the
potential, if any, for conflict of interest and indicate plans, if applicable, to address
potential conflict of interest. This section will be reviewed by County Counsel for
compliance with conflict of interest as part of the review process. The Contractor shall
comply with all federal, state and local conflict of interest laws, statutes and regulations.
Proposal No. 208-5362 Page 39
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
V. TRADE SECRET:
A. Sign where required.
VI. CERTIFICATION – DISCLOSURE – CRIMINAL HISTORY & CIVIL ACTIONS
VII. REFERENCES
VIII. PARTICIPATION
IX. EXCEPTIONS: This portion of the proposal will note any exceptions to the requirements
and conditions taken by the bidder. If exceptions are not noted, the County will assume
that the bidder's proposals meet those requirements. The exceptions shall be noted as
follows:
A. Exceptions to General Conditions.
B. Exceptions to General Requirements.
C. Exceptions to Specific Terms and Conditions.
D. Exceptions to Scope of Work.
E. Exceptions to Proposal Content Requirements.
F. Exceptions to any other part of this RFP.
X. VENDOR COMPANY DATA: This section should include:
A. A narrative which demonstrates the vendor’s basic familiarity or experience with
problems associated with this service/project.
B. Descriptions of any similar or related contracts under which the bidder has provided
services.
C. Descriptions of the qualifications of the individual(s) providing the services.
D. Any material (including letters of support or endorsement) indicative of the bidder's
capability.
E. A brief description of the bidder's current operations, and ability to provide the
services.
F. Copies of the audited Financial Statements for the last three (3) years for the agency
or program that will be providing the service(s) proposed. If audited statements are
not available, compiled or reviewed statements will be accepted with copies of three
years of corresponding federal tax returns. This information is to be provided after
the RFP closes, if requested. Do not provide with your proposal.
G. Describe all contracts that have been terminated before completion within the last
five (5) years:
1. Agency contract with
2. Date of original contract
Proposal No. 208-5362 Page 40
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
3. Reason for termination
4. Contact person and telephone number for agency
H. Describe all lawsuit(s) or legal action(s) that are currently pending; and any lawsuit(s)
or legal action(s) that have been resolved within the last five (5) years:
1. Location filed, name of court and docket number
2. Nature of the lawsuit or legal action
I. Describe any payment problems that you have had with the County within the past
three (3) years:
1. Funding source
2. Date(s) and amount(s)
3. Resolution
4. Impact to financial viability of organization.
XI. SCOPE OF WORK:
A. Bidders are to use this section to describe the essence of their proposal.
B. This section should be formatted as follows:
1. A general discussion of your understanding of the project, the Scope of Work
proposed and a summary of the features of your proposal.
2. A detailed description of your proposal as it relates to each item listed under the
"Scope of Work" section of this RFP. Bidder's response should be stated in the
same order as are the "Scope of Work" items. Each description should begin
with a restatement of the "Scope of Work" item that it is addressing. Bidders
must explain their approach and method of satisfying each of the listed items.
C. When reports or other documentation are to be a part of the proposal a sample of
each must be submitted. Reports should be referenced in this section and submitted
in a separate section entitled "REPORTS."
D. A complete description of any alternative solutions or approaches to accomplishing
the desired results.
XII. COST PROPOSAL: Quotations may be prepared in any manner to best demonstrate the
worthiness of your proposal. Include details and rates/fees for all services, materials,
equipment, etc. to be provided or optional under the proposal.
XIII. CHECK LIST
Proposal No. 208-5362 Page 41
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
AWARD CRITERIA
COST
A. As submitted under the "COST PROPOSAL" section.
CAPABILITY AND QUALIFICATIONS
A. Do the service descriptions address all the areas identified in the RFP? Will the proposed
services satisfy County's needs and to what degree?
B. Does the bidder demonstrate knowledge or awareness of the problems associated with
providing the services proposed and knowledge of laws, regulations, statutes and effective
operating principles required to provide this service?
C. The amount of demonstrated experience in providing the services desired in a California
County.
MANAGEMENT PLAN
A. Is the organizational plan and management structure adequate and appropriate for
overseeing the proposed services?
Proposal No. 208-5362 Page 42
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
CHECK LIST
This Checklist is provided to assist vendors in the preparation of their RFP response. Included
in this list, are important requirements and is the responsibility of the bidder to submit with the
RFP package in order to make the RFP compliant. Because this checklist is just a guideline, the
bidder must read and comply with the RFP in its entirety.
Check off each of the following:
1. The Request for Proposal (RFP) has been signed and completed.
2. Addenda, if any, have been completed, signed and included in the bid package.
3. One (1) original plus Eight (8) copies of the RFP have been provided.
4. Two (2) *reproducible compact discs of the RFP have been provided.
5. The completed Trade Secret Form as provided with this RFP (Confidential/Trade
Secret Information, if provided must be in a separate binder).
6. The completed Criminal History Disclosure Form as provided with this RFP.
7. The completed Participation Form as provided with this RFP.
8. The completed Reference List as provided with this RFP.
9. Indicate all of bidder exceptions to the County’s requirements, conditions and
specifications as stated within this RFP.
10. Lastly, on the LOWER LEFT HAND CORNER of the sealed envelope, box, etc.
transmitting your bid include the following information:
County of Fresno RFP No. 208-5362
Closing Date: July 9, 2015
Closing Time: 2:00 P.M.
Commodity or Service: Radio Frequency Identification Software
Return Checklist with your RFP response.
Proposal No. 208-5362 Page 43
G:\Public\RFP\FY 2014-15\208-5362 Radio Frequency Identification Software\208-5362 Radio Frequency Identification Software.doc
APPENDIX A – BRANCH INFORMATION
2013-2014
Branch / Office
Size of
Location
(Square Ft)
Circulation # Books Held # Audio
Visual Held
Auberry Branch ++ 5,024 77,321 24,861 2,967
Bear Mountain Branch++ 7,510 41,886 19,578 2,737
Big Creek Branch 375 3,718 4,021 472
Biola Branch 1,008 4,648 1,623 275
Caruthers Branch++ 6,050 33,893 17,009 1,707
Cedar Clinton Branch* 7,500 210,153 40,083 5,851
Clovis Regional Library* 8,627 514,358 79,940 11,315
Easton Branch 3,120 18,539 16,689 2,116
Fig Garden Regional Library* 10,218 400,152 61,715 10,230
Firebaugh Branch 1,581 23,304 9,083 1,119
Fowler Branch* 8,100 47,536 21,573 2,062
Fresno Central Library* 82,716 319,868 261,665 7,497
Gillis Branch* 6,263 242,037 36,222 6,869
Kerman Branch++ 4,380 82,544 21,225 2,315
Kingsburg Branch++ 4,500 90,447 29,403 3,791
Laton Branch 1,563 7,098 7,005 799
Mendota Branch* 12,576 23,030 21,527 1,919
Mosqueda Branch++ 2,156 38,747 18,242 2,637
Orange Cove Branch* 10,000 47,423 19,167 1,831
Parlier Branch 3,778 17,204 17,324 1,962
Piedra Branch 1,800 4,852 4,033 1,152
Pinedale Branch 1,274 22,986 11,122 1,298
Politi Branch* 5,000 235,328 42,543 5,635
Reedley Branch* 5,000 129,077 28,724 3,863
Riverdale Branch 2,190 23,275 16,2235 1,276
San Joaquin Branch 2,996 26,469 12,631 1,450
Sanger Branch* 8,994 126,409 36,817 3,430
Selma Branch++ 7,272 102,079 30,564 3,070
Senior Resource Center 795 10,940 4,167 1,164
Shaver Lake Branch 1,000 4,197 4,761 980
Sunnyside Regional Library* 11,653 245,271 52,087 6,358
Teague Branch 700 69 462 191
Tranquillity Branch* 3,400 9,434 7,875 824
West Fresno Branch* 7,000 58,788 19,818 2,376
Woodward Park Regional
Library* 22,050 597,856 87,801 10,632
Literacy Services Center 1,170 Special Services
Talking Book Library 2,640 Special Services
*Location already using RFID self check / security
++Location using barcode-only self check. No RFID or security.
G:\PUBLIC\RFP\FY 2014-15\208-5362 RADIO FREQUENCY IDENTIFICATION SOFTWARE\208-5362 ADD 1.DOC (04/2015)
COUNTY OF FRESNO
ADDENDUM NUMBER: ONE (1)
RFP NUMBER: 208-5362
RADIO FREQUENCY IDENTIFICATION SOFTWARE
June 29, 2015
PPUURRCCHHAASSIINNGG UUSSEE G:\PUBLIC\RFP\FY 2014-15\208-5362 RADIO FREQUENCY
IDENTIFICATION SOFTWARE\208-5362 ADD 1.DOC ssj
IMPORTANT: SUBMIT PROPOSAL IN SEALED PACKAGE WITH PROPOSAL NUMBER, CLOSING DATE AND BUYER’S NAME
MARKED CLEARLY ON THE OUTSIDE TO:
COUNTY OF FRESNO, Purchasing
4525 EAST HAMILTON AVENUE, 2nd Floor
FRESNO, CA 93702-4599
CLOSING DATE OF PROPOSAL WILL BE AT 2:00 P.M., ON JULY 9, 2015.
PROPOSALS WILL BE CONSIDERED LATE WHEN THE OFFICIAL PURCHASING TIME CLOCK READS 2:00 P.M.
All proposal information will be available for review after contract award.
Clarification of specifications is to be directed to: Shannon W. Kirby, phone (559) 600-7110, e-mail CountyPurchasing@co.fresno.ca.us.
NOTE THE ATTACHED ADDITIONS, DELETIONS AND/OR CHANGES TO THE REQUIREMENTS OF
REQUEST FOR PROPOSAL NUMBER: 208-5362 AND INCLUDE THEM IN YOUR RESPONSE. PLEASE
SIGN AND RETURN THIS ADDENDUM WITH YOUR PROPOSAL.
ACKNOWLEDGMENT OF ADDENDUM NUMBER ONE (1) TO RFP 208-5362
COMPANY NAME:
(PRINT)
SIGNATURE:
NAME & TITLE:
(PRINT)
ADDENDUM NO. One (1) Page 2
REQUEST FOR PROPOSAL NUMBER: 208-5362
June 29, 2015
G:\PUBLIC\RFP\FY 2014-15\208-5362 RADIO FREQUENCY IDENTIFICATION SOFTWARE\208-5362 ADD 1.DOC
QUESTIONS AND ANSWERS
Q1. Please provide the quantity of all required software licenses, RFID tags and
hardware components. This includes but is not limited to:
a. Software:
i. Patron Self-Checkout software licenses
i. software for self-check stations:
o seat licenses for backroom, staff use – approximately 30
o seat licenses for circ desk and stand-alone public use – approximately 55
ii. Staff management licenses
ii. FCPL has one server license to manage licenses
b. Hardware for patron/staff stations. Clarify if the library intends to utilize existing
hardware or procure new hardware as part of this purchase.
b. Yes, FCPL intends to utilize existing hardware.
i. Is any of the existing hardware components at “end of life” and in need of
replacement?
i. FCPL currently follows a 5year replacement plan for CPUs, so not more than 20%
are due for replacement in any one year.
ii. Hardware components may include but are not limited to:
CPU/Computers required
o not purchased thru RFID vendor
Touchscreen monitors
o not purchased thru RFID vendor
Regular monitors
o not purchased thru RFID vendor
Credit card readers
o not purchased thru RFID vendor
Barcode readers
o not purchased thru RFID vendor
RFID antennas/readers
o 66 – purchased thru RFID vendor
RFID security gates
o 45 pedestals – purchased thru RFID vendor
Inventory management device (Wands)
o purchased thru RFID vendor
ADDENDUM NO. One (1) Page 3
REQUEST FOR PROPOSAL NUMBER: 208-5362
June 29, 2015
G:\PUBLIC\RFP\FY 2014-15\208-5362 RADIO FREQUENCY IDENTIFICATION SOFTWARE\208-5362 ADD 1.DOC
c. RFID Tags
i. Book/monograph tags
i. 55,000 book tags per year
ii. Media/DVD tags
For media tags, do you prefer hub (doughnut) or Stingray (surface)
tags?
o FCPL uses Stingray tags for media and will need 20,000 stingrays per year
Q2. The RFP does not reference any quantities for staff antennas, security pedestals or
other components. Can you provide direction on the quantity of each product at
each branch that currently does not have RFID or barcode checkout?
A2. FCPL’s current plans are not to expand our self-check to the smallest branches. The
Library is planning to expand RFID checkout to new branch buildings when they are
constructed – at this time FCPL has one branch moving to a new building; with plans for
two additional relocations in the next two-three years.
Q3. Can you provide a list of the number of barcode self-service and staff stations at
each of the branches with barcode checkout and identify if you would like more or
less RFID stations at any branch where they will not be replaced one for one?
A3. FCPL plans to replace one for one when we migrate
Q4. Would you consider a turnkey solution for self-check that would include hardware
and software?
A4. No, not at this time, FCPL has not budgeted to replace existing infrastructure
Q5. Would the library like to consider a display of “Recommended Reads and Library
Promotions” at Self Check?
A5. Yes, this feature can be included for consideration
Q6. Does the library currently subscribe to “Novelist Select”, “Library Thing” or
“Evanced Solutions”
A6. No, FCPL does not have the Novelist Select or Library Thing services; the Library uses
the room booking and management features of Evanced Solutions. We are using an
older version, the newer version 2.0 is known as Sign-Up and Spaces. We will be
migrating to the newer version in the coming months. We do not subscribe to any of their
other offered products.
Q7. Will the “back to back” self-check / Staff station units be a requirement.
Specifically, will you require staff and patrons to be able to see the same
transaction simultaneously on separate monitors?
A7. Yes
Q8. Does the library desire local service support? (factory trained technicians within 3
driving hours or your libraries)
A8. Offer solution and detail costs.
ADDENDUM NO. One (1) Page 4
REQUEST FOR PROPOSAL NUMBER: 208-5362
June 29, 2015
G:\PUBLIC\RFP\FY 2014-15\208-5362 RADIO FREQUENCY IDENTIFICATION SOFTWARE\208-5362 ADD 1.DOC
Q9. Can you tell us when these products would be required for implementation?
A9. FCPL plans to transition to the new software as soon as the contract is approved
Q10. Reference: Page 30, G. Installation and Training, Item 2. Can you expand on this
item? Are you requiring that your library technicians become trained on how to
install all equipment then the county would be responsible for all installation?
A10. FCPL techs have been trained to install software, RFID readers/antennas; library techs
have not been trained to install security gates.
Q11. Does the library wish to provide payment options to patrons and Self-Checkout
stations? If so, does the library want to accept credit card, cash/coin or both.
Which payment types will be accepted at the stand-alone Self-Checkout Stations
and which will be accepted at the Self-Checkout stations located at the circulation
desk?
A11. FCPL will consider solutions that offer payment options to patrons. Please describe,
including the system’s ability to allow patrons to pay fines without staff intervention,
including additional equipment required beyond the self-check station itself.
Q12. What percentage of materials in the 7 branch libraries have RFID tags?
A12. Approximately 60%
Q13. Does the library wish to continue to offer both barcode and RFID readers at the 7
barcode branch locations?
A13. Yes, FCPL requires a solution that offers barcode readers, even at RFID branches
Q14. Will the library require the performance bond at the time of the proposal or at the
time the contract is awarded?
A14. A performance bond may not be required.
Q15. The RFP indicates that you use Techlogic for your RFID data-model. Have you
made a decision to continue on that model or to upgrade to ISO 28560-2? If so,
what is that decision?
A15. FCPL plans to upgrade as long as the new standard is backwards compatible with the
ISO 15693-3 and ISO 18000-3 mode 1, RFID standards we currently have in place.
Q16. The RFP indicates that you use Techlogic at your largest sites that represent the
bulk of your circulation. Will you migrate these branches to the vendor/solution
selected through this RFP?
A16. Yes
Q17. Will this migration occur in the next 18 months?
A17. Yes
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 1
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 2
COUNT Y O F F R ESN O
REQUEST FOR PROPOSAL
NUMBER: 208-5362
RADIO FREQUENCY IDENTIFICATION SOFTWARE
Issue Date: June 4, 2015
Closing Date: JULY 9, 2015
Proposal w ill be considered LATE w hen the official Purchasing time clock reads 2:00 P.M.
Questions regarding this RFP should be directed to: Shannon W. Kirby,
phone (559) 600-7116 or e-mail countypurchasing@co.fresno.ca.us.
Check County of Fresno Purchasing’s Open Solicitations w ebsite
at https://www2.co.fresno.ca.us/0440/Bids/BidsHome.aspx for RFP
documents and changes.
Please submit all Proposals to:
County of Fresno - Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702-4599
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 3
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 4
July 6, 2015
Shannon W. Kirby
County of Fresno - Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702-4599
Dear Mr. Kirby and Library Selection Committee:
Tech Logic Corporation is pleased to submit this proposal in response to RFP 208-5362 for the
Fresno County Public Library RFID Software. We want to convey our enthusiasm for
continuing our partnership with Fresno County Public Library to provide state-of-the art
technology to your patrons and library staff.
As your current RFID solutions provider, you already know that Tech Logic leads the industry in
working with libraries on projects of this size and complexity. Your current Tech Logic
implementation offers the most sophisticated, robust, flexible and expandable solution available.
Moving forward with your Tech Logic services will certainly be the easiest solution to
implement because it is already up, running and familiar to your patrons and staff. The only
financial requirement is the annual software support and license fees.
The Tech Logic contact person during the Proposal review process is me and I may be
reached by telephone at 801-319-2848 or by email at ssmith@tech-logic.com. As your
Solutions Specialist, I will continue in my role as your advocate and ensure your ongoing
success and satisfaction. Further, I frequently travel to California and will be available at
your convenience to participate in demonstrations of our new products and innovations.
Our corporate motto is “People First” and our primary focus is supporting you and the library
patrons you serve. We will continue to do this by creating products and delivering services that
make people more successful.
Everyone at Tech Logic is committed to our continued collaboration with Fresno County Public
Library. As you review our proposal, bear in mind that all things are negotiable and we are eager
to answer any questions you may have. We will do everything in our power to continue to
provide you with long-term solutions and a durable partnership going forward.
Best,
Stan Smith
Senior Solutions Specialist
Tech Logic Corporation
1818 Buerkle Road, White Bear Lake, MN 55110
TF: 800-494-9330 Mobile: 801-319-2848
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 5
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 6
Tech Logic agrees that it does not have any public or private interest, and shall not acquire any
such interest in connection with the proposed project, whether directly or indirectly, that would
conflict or appear to conflict in any manner with the performance of its services under this
Contract. Tech Logic further agrees that if a conflict of interest should arise, it will immediately
inform the County, or any such represntative that the county should designate.
Kathryn K. Smith
Sherrill Law Offices, PPLC
4765 Banning Avenue, Suite 212
White Bear Lake, MN 55110
Phone: 651-426-2400
Fac: 651-426-2322
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 7
I have read and understand the above "Trade Secret Acknowledgement."
I understand that the County of Fresno has no responsibility for protecting information submitted as a
trade secret if it is not delivered in a separate binder plainly marked "Trade Secret." I also understand
that all information my company submits, except for that information submitted in a separate binder
plainly marked “Trade Secret,” are public records subject to inspection by the public. This is true no
matter whether my company identified the information as proprietary, confidential or under any other
such terms that might suggest restricted public access.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 8
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 9
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 10
The County of Fresno is a member of the Central Valley Purchasing Group. This group consists of
Fresno, Kern, Kings, and T ulare Counties and all governmental, tax supported agencies
within these counties.
W henever possible, these and other tax supported agencies co-op (piggyback) on contracts put in place
by one of the other agencies.
Any agenc y choosing to avail itself of this opportunity, will make purchases in their own name, make
payment directly to the contractor, be liable to the contractor and vice versa, per the terms of the original
contract, all the while holding the County of Fresno harmless. If awarded this contract, please indicate
whether you would extend the same terms and conditions to all tax supported agencies within this group
as you are proposing to extend to Fresno County.
Yes, we will extend contract terms and conditions to all qualified agencies within the
Central Valley Purchasing Group and other tax supported agencies.
No, we will not extend contract terms to any agency other than the County of Fresno.
(Authorized
Signature)
Senior Solutions Specialist
Title
* Note: This form/information is not rated or ranked in evaluating proposal.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 11
No Exceptions.
No Exceptions.
No Exceptions.
No Exceptions.
No Exceptions.
No Exceptions.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 12
A. The Tech Logic RFID/Self-Checkout solution is easily installed and centrally managed. We
employ a scalable solution that is “just right” for your needs. While Southern Pines Public
Library has less than 5 Self-Checkout stations deployed at just one location, Toronto Public
Library has over 750 Tech Logic Self-Checkout stations at over 80 branches (they expect to
have almost 1000 at all 99 locations soon). Both systems utilize both the “Combo Station”
approach where the Self-Checkout station is installed at the circulation desk and the “Kiosk”
style.
We know from experience that each library has different needs but all wish to get the highest
percentage of successful use from the self-check systems they purchase. Therefore, will work
with you to design and configure a solution that creates an optimized and streamlined work-
flow.
Our staff has a broad skill set which allows us to be a valuable partner in the hectic rush to
finish an RFID project, bring up a new system and go live. You will not have to work with
resellers, third parties, foreign manufactures or middlemen to install the solution. You will
have one company responsible for everything. In fact, our customers will tell you that our
experience with projects such as yours was a major factor in their decision to partner with
Tech Logic.
Our Self-Checkout system, CircIT is like no other. It is a database controlled application that
utilizes a server to run all Self-Checkout stations. It can be centrally installed at the library or
City IT headquarters or at the library, allowing your staff to monitor/control the interface, roll
out updates, and make changes from a central location. There will be no need to go to every
terminal to obtain statistics or troubleshoot; all functions can be done from the central server
location.
Although one size does not fit all, our customers do share a common “customer service”
mentality. We have built our business around that very important ideal and by utilizing a
flexible and scalable architecture and implementation approach; our customers always get the
very best price, performance and service!
While other companies have struggled or re-shuffled because of this economic downturn,
Tech Logic has strengthened its standing in the library market. The company has done so by
increasing its customer base and profitability with sales in the U.S., Canada, and overseas.
Tech Logic is not only profitable; we are growing ….and doing so in a very challenging
economic environment.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 13
Our success is the result of the following:
A “people first” philosophy that starts with you and extends to all of your patrons. For you,
it means that our relationship is personal; it is a partnership where we work together to create
the best solutions to satisfy your needs. It means that you and your library become part of
the Tech Logic family. And it means that as a member of our family, you receive the kind of
service and support that you would expect from family. As a family owned and operated
business, you will never be just another customer number and you won't be another notch on
the belt of wins by a multinational, faceless organization, owned by equity investors.
A corporate philosophy to only serve libraries. This focus enables us to learn exactly what
libraries need and to provide those products and services that help them deliver the highest
degree of customer service to library-patrons.
A “long-haul” approach to our business. You don’t have to worry that Tech Logic will decide
to “get out” of the RFID Self-Check or AMH business or be sold to another company that
may not have the same “library-first” approach.
Tech Logic was an early provider of RFID technology for libraries, and is the creator of
CircIT self-checkout software and Ultra Sort systems. Tech Logic also holds patents on self-
checkout products, including the CircIT Combo Station Self-Checkout System, which resides
at the circulation desk for easy staff assistance.
Tech Logic designs, manufacturers, installs, and services what we sell. Design and
manufacturing are done by the Tech Logic team, at the company’s facility in White Bear
Lake, Minnesota. This allows the company to develop new systems and build products that
can be customized for each library.
We offer extremely flexible solutions that are based on your specific needs. We approach
every project “holistically” and know that each new customer has a very specific and special
set of needs that require focus and flexibility on our part.
Tech Logic takes customer service seriously and will provide the most modern and
comprehensive online support and tracking capability….as well as necessary onsite
maintenance and human-to-human communication available today.
Our products are constantly being enhanced as a result of feedback from our customers.
Although we recognize that we cannot “be and do everything”, we know that to survive in a
competitive market we must continue to strive to be the best at what we do
With so much time and effort expended to make the library a visually pleasing and
welcoming environment, we think furniture decisions should be made locally and not by
Tech Logic. We are pleased that we will be able to help configure a more perfect functional
and visual fit.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 14
B. Sarasota , F lorida is home to a stunning nine-library system. Library staff at these
high-volume branches strive to meet and exceed the high-quality service expectations of
this affluent community. The system is continuously renovating its existing facilities,
while adding new buildings and branches.
Sarasota County Public Libraries has always had a desire for efficiency, ease of use and
excellent patron service, so they had purchased an RFID system from another company
-VTLS -who installed self-checkout systems and RFID security in the existing branches.
Suddenly, VTLS closed their RFID business. Sarasota began to evaluate new vendors, and
after a rigorous RFP process, chose to work with Tech Logic based on three things:
expected long-term value proposition, quick adaptation for staff and patrons, requiring
little ramp-up time, and because they wanted to partner with a company who specialized
in working with libraries.
Tech Logic engineers tackled Sarasota’s legacy site, and created a custom solution to
convert their existing technology using our patented CircIT® self-checkout software. At
the same time, Tech Logic evaluated options for AMH systems, designing solutions that
include the UltraSort, Self -Checkout, and Throw & Go technology.
Sarasota County Library System R.O.I.
Long-term value
Integration to existing equipment
Quick adaptation for staff and patron
Low patron/staff effort expectations
Specialization in working with libraries
Virginia Beach Public Library has a unique relationship with Tidewater
Community College presented a unique problem of its own. Six years ago,
the institutions were approached by their governing bodies with a proposal —to build a
joint-use library at Tidewater Community College’s Virginia Beach Campus. Staff imme-
diately recognized that they were about to do something no library had done before —
keep two respective library systems while connecting them.
The organizations originally approached Tech Logic for direction in how this problem
could be solved. They then designed and built a spectacular new library in the heart of
downtown Virginia Beach, and counted on Tech Logic to develop a working product to
connect the two.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 15
Tech Logic software engineers wrote custom software to connect the database, RFID
information, and check-in and checkout equipment, in addition to installing AMH that
features our patented Loader/Unloaders to transport materials between libraries. Now,
all staff and patron transactions are completed in real time through this system — affec-
tionately called “the connector” — even though they maintain separate ILS’s, TWCC-
ExLibris and VBPL-Sirsi-Dynix.
Virginia Beach Public Library/Tide Water Community College R.O.I.
Custom software programming capabilities
Seamless integration between two library systems
Patented Loader/Unloader for easy transport
Ability to plan for and accommodate high volume circulation
Salt Lake County Library System was struggling to keep up with increasing circulation
and the promise of two new branches planned to open in the next year. Gretchen, who has
spent over 25 years applying technology to the work of libraries, knew it was clear they
needed ways to cope with the increase in circulation without depending on increases in
staffing, and turned to Tech Logic with several goals : to streamline self-checkout, reduce
staff repetitive motions, and streamline the inventory process.
The system of 18 libraries was circulating over 12 million items a year without the ben-
efit of Self-Check-out capabilities. Tech Logic implemented RFID tags for self-checkout
at a test branch, and as the process for patrons was simplified and material handling was
reduced in the backroom, Salt La ke gained the confidence to use RFID tags for inventory,
security, and to locate materials at the shelves.
Today, Salt La ke County Library System has embraced Tech Logic Self-Checkout software
for both RFID and barcodes. They have trained over 400 staff members on SCO systems in
12 libraries, have RFID-tagged three complete collections of 50,000, 60,000, and
80,000 items, and another of 200,000 items.
UltraSort technology has allowed Salt La ke to increase circulation and provide exception - al
service without increasing staff size. As one of their sorter libraries puts it, “‘We love Lucy,’
our sorter, and treat her like a staff member with her own way of doing work. She works
best when we adjust our workflow to take advantage of what she can do for us.
We could never keep up with our workload without Lucy on our staff.”
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 16
Salt Lake County Library System R.O.I.
Excellent balance of customer service and customer experience
80,000 items tagged with RFID in eight days
93% of check-outs done at Self-Checkout stations with 1-2 staff members
Ability to design own SCO screens
In one branch circulation increase for 26,000 items per month to 70,000 without added
staff
Sorting and Self-Check-out streamlined and standardized system –wide
Increase staff morale
Increased public perception
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 17
C. Annette Harwood Murphy - CEO
Annette Harwood Murphy is the CEO of Tech Logic. She is also co-founder, President/CEO,
and Chairman of the Board of The Library Corporation in West Virginia, which holds majority
stock shares in Tech Logic. Mrs. Murphy has guided The Library Corporation’s strategic
planning, fiscal operations, and administration since 1975. Under her stewardship, The Library
Corporation (TLC) has become an international company serving thousands of libraries
worldwide with an array of technologically advanced automation solutions. In addition to Tech
Logic, TLC’s corporate family includes CARL Corporation in Denver, Colorado (acquired in
2000). TLC is built on the principles of honesty and integrity, and values its relationships with its
library customers. This tradition will continue with Tech Logic as it partners with and creates
long-term relationships with the library community. Mrs. Murphy’s professional background is
in finance, software development, and systems analysis. She worked as a systems analyst and
consultant in the development of accounting and office procedures. Mrs. Murphy pursued studies
at the University of Georgia in Atlanta and DeKalb College in Decatur, Georgia, in systems
analysis. Mrs. Murphy serves as a member of the Board of Directors of the Old Charles Town
Library and a member of the Board of Directors of the Shepherd University Foundation.
Gary Kirk - President
Gary Kirk assumed executive responsibility for Tech Logic in April 2005 after holding several
senior management roles at TLC. His leadership of Tech Logic has resulted in a drastic increase
of sales, improvements to manufacturing quality control, multiple new products and services and
a world-class level of customer care. Prior to his service at Tech Logic, he joined TLC in 1986
and served for 19 years, managing the company’s General Operations, Sales and Marketing
efforts while serving as Senior Vice President. He also served as Director of TLC’s Denver
operations. Mr. Kirk majored in Business Administration and Marketing at Georgia State
University and Auburn University
Eric Meyer – Chief Operations Officer
Mr. Meyer has twenty-three years leading companies in early stage and new market initiatives,
business to business development, channels and executive leadership advisory. Since 2009, Mr.
Meyer has served as an advisor to numerous organizations specializing in developing new or
extended initiatives for high risk, climate/culture, K-16 mobile and e-learning, school
turnaround/transformation verticals. In conjunction with the North American Family Institute,
one of the largest youth social service organizations in the US, Mr. Meyer has led a major market
development program to serve the K-12 climate/culture social/emotional and safe school
learning imperative. As ongoing advisor to Avenet/MNSCU, Mr. Meyer contributes to market
strategies for the award winning eFolio platform. In addition to public sector expertise, Mr.
Meyer has served in executive advisory level for e-commerce media segments including digital
offers, advertising and news. In 2009, Mr. Meyer contributed to a mobile and instructional
learning initiative by Gaggle.net, the nation’s largest K-12 safe digital tools provider. From
2000-2005 Mr. Meyer was President and CEO for TurnLeaf Solutions, leading development of
the Achievement Management System. TurnLeaf was acquired by McGraw-Hill Companies in
2005. Mr. Meyer began his work in K-12 education/technology as a senior executive for JDL
Technologies, a major IT and market development firm, bringing integration services to schools
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 18
via partnerships with large IT manufacturers. From 1986-1990, Mr. Meyer worked in advertising
and local merchants. Mr. Meyer received his B.S. from St. Cloud State University in Journalism
with an emphasis on Public Relations & Advertising.
Larry Kopacek - Vice President of Manufacturing
Larry Kopacek joined Tech Logic as Manufacturing Manager in 2005, overseeing the
manufacturing end of Tech Logic’s AMH systems and other products. He has over 27 years in
manufacturing management, with a focus on promoting quality and productivity. Mr. Kopacek
brings a wealth of experience to Tech Logic, with not only management experience, but high-
level skills in machining, assembly, and inventor y control.
Greig Eichhorst - Vice President of Facilities and Finance
Mr. Eichhorst joined Tech logic in 2007 and has over 25 years of experience in manufacturing
environments. Having degrees in Finance, IT, and Accounting with a specialty in Cost
Accounting, he is using all the skills he has training in. Mr. Eichhorst received his degrees from
the Minnesota State University- Mankato and is responsible for general accounting, cost
accounting, IT and facilities.
Stan Smith – Senior Solutions Specialist
Stan Smith has worked in the library industry since 1996 and joined Tech Logic in August of
2014 as the Western Senior Sales Specialist. His experience includes sales and marketing for
leading library automation and content companies. Through his career, Stan has built strong and
long lasting relationships with librarians across the United States at all types of libraries. He is a
familiar face in the industry as he has delivered numerous presentations at conferences and
workshops. Stan earned a BA in Communications from Brigham Young University and a MS in
Marketing from Northwestern University.
Jon Callahan – Project Manager
Jon Callahan joined Tech Logic in 2014. He had spent the previous 14 years in distribution
management, project management and IT where he was responsible for project implementation
and all aspects of IT integration. Throughout his career in both the military and civilian work
force, Jon has been a strong leader who builds lasting relationships with both customers and
staff. Jon brings a strong technical and managerial aspect to the project management position
where he is involved in automated sorting system installations as well as all aspects of self-
checkout and gate installations. Through this position he manages the overall project by
planning, coordinating and implementing all aspects of library projects. His focus is on assuring
that the project meets the needs and desires of each library. Jon has a BA from the University of
Iowa.
Customer Care Team
The Customer Care Team at Tech Logic consists of project management, installation/service,
and technical support members. Our team members have a minimum of three years’ experience
with the Tech Logic organization and work closely with our customers from the time of order
entry through ongoing support of products and services. After intent of award has been
established, the library will be assigned a Project & Account Manager.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 19
Nancy Pelosi, Tech Logic to Honor Enoch Pratt Free Library
June 26, 2015 (American Libraries)
http://americanlibrariesmagazine.org/blogs/the-scoop/nancy-pelosi-tech-
logic-to-honor-enoch-pratt-free-library/
Clinton-Macomb Public Library
Clinton-Macomb has seen the power of CircIT™ for resolving customer problems. Screens clearly
communicate with patrons during self-checkout, while empowering staff to easily implement branding
initiatives.
Location: Clinton, Michigan
Juliane Morian, Associate Director
Tech Logic Products Installed:
RFID Self-Checkout
CircIT™ Desktop
Personal Payment System
“I love that [CircIT] software is completely customizable. Libraries today are getting savvy with their
brand, and the fact that we can completely change the look and feel of the software is very
empowering. Our marketing department was able to take graphics from our webpage and apply
them to our Self-Check-out interface.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 20
I am also impressed by the ease of use of CircIT. Since implementing Self-Check-out at our three
branches in 2003, we’ve learned to measure a product not by how well it helps a customer check-out
an item, but how it helps a customer resolve a problem. CircIT’s screen messages clearly
communicate any check-out problems and help our patrons resolve issues at the point of Self-
Check-out, not forcing them to wait in another line to speak with a staff member.”
Florida library selects TLC, Tech Logic Automation
INWOOD, W.Va. (Oct. 14, 2014) — West Florida Public Library System is getting a major
performance boost by implementing automation and material handling solutions from The Library
Corporation and Tech Logic. The Pensacola-based library is upgrading to TLC’s Library•Solution®
integrated library system and adding an UltraSort NXT automated material handling system from
Tech Logic.
Library•Solution’s features and functionality are designed for libraries of any size, from single-site
installations to multi-location consortia. Its accompanying suite of LS2 enhancements – LS2 PAC,
Kids, Staff, and Reports – is included at no extra charge to provide the highest level of service to
borrowers with a powerful, efficient software package for staff. More than 4,500 libraries worldwide
use TLC’s Library•Solution.
“We had our previous ILS for 10 years and thought it was time for a change,” West Florida Public
Library System Senior Librarian Melissa Thacker Davis said. “We were impressed with TLC’s PAC
interface. We like the carousel feature for promoting materials and the search limiters. Our patrons
like it, too!”
Davis said she was equally impressed with Tech Logic’s UltraSort NXT automated material handling
system. “We wanted an AMH that would be easy for patrons and staff to use that would work with
our current book drop and work stations,” she said. “Tech Logic’s fit the bill.”
The UltraSort NXT is designed so libraries of any size can benefit from a fully automated and reliable
system that handles all aspects of item returns. Adaptable to almost any existing book drop, the
UltraSort NXT automatically reads and separates items returned by borrowers, requiring no handling
by staff. West Florida Public Library’s custom-built system is scheduled to be installed by Tech Logic
in 2015.
Tech Logic will also be providing its award-winning RFID-based, Self-Check solution “CircIT” across
the West Florida Library System. CircIT employs an easy-to-use, easy-to-manage interface
transforming the library into a modern self-service model while keeping the best of what librarians do
for their patrons.
Tech Logic, based in White Bear Lake, MN., is TLC’s sister company. Founded in 1997, it pioneered
automated material handling systems for libraries that work with any ILS to promote efficiency and
patron self-service. TLC is based in Inwood, W.Va., and has provided premier library automation and
cataloging solutions since 1974. Additional information about the companies can be found at
TLCdelivers.com and Tech-Logic.com.
West Florida Public Library was established in 1938 and has adapted to meet the changing
information needs of Escambia County. From only 3,300 books stored in Old Christ Church, WFPL
has grown to fill seven locations with almost 300,000 books and audio-visual materials. To learn
more, visit mywfpl.com.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 21
Tech Logic "Expect More Speaker Series"
Tech Logic "Expect More Speaker Series" to launch at ALA Midwinter in Chicago this Saturday,
January 30th @ 10am
Tech Logic will launch an interactive Speaker Series titled, the “Expect More Speaker Series”
including topics surrounding “How is Your Library
Navigating New Waters” and the philosophy of putting “People First”, this Saturday, January 31st
from 10am -‐ noon at the ALA Midwinter Conference in Chicago, Illinois. The series will feature
keynote speaker David R. Lankes, renowned author and library scholar along with industry experts,
Lori Ayre of The Galecia Group and Cheryl Gould of Fully Engaged Libraries. The guest practitioner
at this event will be Juliane Morian of the Clinton-‐Macomb Public Library.
For more information, please visit http://www.tech-logic.com/expect-more/.
The cities that the “Expect More Speakers Series” will visit are as follows:
1.) Chicago, Illinois, January 31st, 2015 (10am-‐Noon)
2.) Ontario, California, March 3rd, 2015 (2-5pm)
3.) Austin, Texas, April 14th, 2015 (2-5pm)
4.) Worchester, Massachusetts, May 5th, 2015 (8:30am – noon)
5.) Orlando, Florida, May 12th, 2015 (1-5pm)
To register attendance, please visit http://www.tech-logic.com/expect-more/ and click on the register
now button:
Additional Series Event Dates, Locations & Times To Be Announced…
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 22
Halifax Central Library – Grand Opening
(December 13, 2014) – Halifax officially opened the doors today to their new central library, A
129,000-square-foot facility that offers a larger collection of books, DVD’s and e-books, additional
meeting space and study rooms, a 300-seat auditorium, and technology including a Tech Logic 15-
Bin automated material handling system with interior and exterior bookdrops, ceiling and vertical
conveyance.
Welcome to the Tech Logic family!
See photos of the grand opening here: http://halifaxcentrallibrary.ca/galleries/photo-gallery/grand-
opening.html
Tech Logic Introduces CircIT Kiosk
(November 14th, 2014)
Tech Logic Corporation has released its latest innovation, the CircIT Kiosk.
The cleverly designed Self-Checkout Kiosks are Tech Logic’s reliable problem solvers, helping
patrons resolve potential issues through the self-checkout process.
Kiosk comes with a number of option sets and is highly customizable; barcode, RFID, printer, credit
card payment, etc.
In addition, choose one of our stock vinyl-wrapped exterior designs, or custom-design your own to
match your library’s decór.
Founded in 1997, Tech Logic exclusively serves libraries with patented automated material handling
systems that promote efficiency and patron self-service. For further information about Tech Logic’s
products and services, visit www.tech-logic.com or call 800-494-9330.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 23
Gretchen Freeman Joins Tech Logic as Principal Librarian/Strategist
ST. PAUL, Mn., June 23, 2015 - Tech Logic Corporation, a leader in
library materials handling solutions, announces the addition of Gretchen
Freeman, MLS, MA to their team. Freeman will serve in the newly-created
role of Principal Librarian/Strategist, aiding the company with technology
application strategy.
Freeman has over thirty years of experience implementing technology
solutions for libraries - resulting in improved workflow and freeing staff
from repetitive, time-consuming tasks. She was most recently the Associate
Director for Technology at the Salt Lake County urban library system
in Utah for 11 years, directing technology strategy, implementation and
operations for its 21 libraries.
Tech Logic brought Freeman on at a critical growth point for the company,
leveraging her first-hand experience in Salt Lake County and previously, as
vice president for Dynix, Inc.(now SirsiDynix), where she was responsible
for the support of more than 1,500 North American libraries. Her first-hand
knowledge of the benefits derived from Tech-Logic's family of products
such as RFID, self-checkout, automated sorting systems, handheld scanners
and more, will help deliver the convenience staff and patrons crave
most.
"There's nothing I enjoy more than helping libraries solve problems with
workflow, handling processes, or staffing levels to make sure that technologies
deliver the best return on investment. Tech Logic has helped me
and hundreds of libraries learn how to succeed with RFID, sorting and
self-checkout so I'm excited to pay that knowledge forward," she said.
Freeman holds an MLS and an MA (Music History/Theory) from the
University of Missouri-Columbia, as well as a master's in Communication
(MPC) from Westminster College in Salt Lake City, with an emphasis in
online marketing.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 24
Since its founding and incorporation in the State if Wisconsin in 1997, Tech Logic has
focused exclusively on serving libraries, transforming the tedium associated with material
handling and patron self-service into streamlined, cost-effective processes. These processes,
using patented, intelligent machinery and RFID capabilities, enable your staff to focus on library
work, instead of library labor. Tech Logic products and systems also empower your patrons and
your staff by allowing patrons to reserve, check in, and checkout items easily, without requiring
assistance.
Tech Logic has grown rapidly since its founding and has earned a reputation for the ingenuity of
the products and services it designs and constructs. We think our customer base is our best
Statement of Qualifications.
In order to provide our clients with the ultimate experience, we dedicate ourselves to our core
values: We recognize that our customers are our most important asset and are willing to take
risks for the sake of innovation. We embrace change and focus on attention to detail. And with
empowered employees, we continually redefine the expertise that is leading our industr y today.
The single greatest attribute of Tech Logic is “we only work with libraries”. All of our products
and services are designed to meet the needs of libraries and their patrons. Tech Logic has been
able to translate library questions and problems in material management into automated
technology that makes sense.
Tech Logic provides barcode and RFID check in and checkout systems, book drops, Automated
Sorting Technology (AMH) systems, inter-library distribution systems, and patron reserve
systems. We design, manufacture, deliver, install, maintain, and service all of our systems.
Tech Logic is headquartered in a 67,500 square foot manufacturing facility near St. Paul,
Minnesota.
All of our systems and services have been designed exclusively for the library market. This
allows Tech Logic to focus on the needs of libraries and how to make the handling of materials
more efficient for both library staff and patrons.
The Library Corporation (TLC) acquired majority stock shares of Tech Logic in the spring of
2005. TLC is owned and operated by the same family that founded the company over 30 years
ago.
F. Tech Logic Complies.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 25
G.
1. Agency: Seattle Public Library
Date of Original Contract: 2005
Reason for Termination: The library decided after 10 years to offer a new product to
their patrons and decided on a different vendor to move forward with.
Contact Person: Jim Loter – 206-386-4662
2. Agency: Denver Public Library
Date of Original Contract: 2008
Reason for Termination: The library decided to utilize their native ILS checkout and
checkin capabilities thus saving the cost of additional license renewal fees.
Contact Person: Michelle Jeske – 720-865-2005
H. Not Applicable
I. Not Applicable
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 26
1. Circulation Stations (For both patron self-check and staff circulation functions)
FCPL currently implements Tech Logic’s unique, patented Combo Station that is designed for
patron self-checkout convenience and simplicity. Combo Stations are currently on existing
circulation desks—the familiar place patrons already use to check out materials. Behind the
circulation desk, library staff easily monitor 3-5 self-checkout sessions at once and quickly step
up to assist patrons as needed.
This self-checkout model has specifically been requested in this RFP and consists of:
CircIT self-checkout software running on a Windows PC
Patron-facing touchscreen monitor, RFID antenna (or barcode scanner), and device options to
scan library cards, accept payment and print receipts
Staff-facing second monitor and keyboard
Software switch allowing staff to guide the checkout session for the patron.
In some circulation locations FCPL uses Tech Logic’s compact CircIT Desktop that is placed on
furnishings of the library’s choosing. Some of these self-checkout models are located in the
lobby areas, holds pick-up areas, children’s areas etc.
Tech Logic recently introduced cleverly designed self-checkout kiosks that are attractive,
customizable, self-contained and cost effective. These kiosks feature all of the features of our
Combo Station and Desktop CircIT models bundled in a complete package with:
Attractive graphics (stock or customized)
Omni-directional barcode scanning
RFID tag reader to scan multiple items at once
Printed or e-mailed receipts
Built-in credit/debit card reader (with future chip-and-PIN card option)
Large 21.5” touch screen with patron-friendly instructions
Proven CircIT™ self-checkout software
Integration with any SIP2-compliant ILS
Painless installation requiring only power and network connections
As FCPL builds new branches, remodels existing buildings or expands self-checkout in current
libraries, Tech Logic will provide the self-checkout model of FCPL’s choosing. And, as new
products are developed, Tech Logic will inform FCPL of the new options available that will
enhance the patron experience.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 27
2. Staff Workstations (For circulation and tagging functions)
FCPL currently uses Tech Logic’s staff workstations to circulate materials, tag new
materials and check-in materials. The CircIT software accommodates all of this
functionality with easy function key toggles. Staff located at the circulation desk can
quickly perform circulation transactions. Staff can also complete “back-office”
functions where ever the CircIT software is installed.
3. Security/Detection System
FCPL currently utilizes Tech Logic’s Theft Detection Security Gates. As these gates become fully
depreciated, Tech Logic will work with FCPL to replace gates. Tech Logic provides many models that
have attractive designs, are eco-friendly and easy to install. The clear pedestals provide unobstructed
views and both audio and visual alerts. The gates feature high-level read performance with 3D detection
of up to 50 items per second. Gates also provide reports and people counting statistics.
4. Portable Handheld Readers
Inventory management will help FCPL to keep the public access catalog up to date and save patron
frustration and wasted staff effort. Tech Logic’s unique Shelf Management Wand saves countless hours
of staff time checking printed reports to try and locate materials that show up in the catalog as lost,
missing, trace, claim returned, missing in transit, or other exception statuses used in your ILS. Harness the
built-in power of RFID to help with shelf management of your collection. Every scan of the shelves will
turn up materials in exception statuses or materials that should have been checked in, placed in transit, or
set aside to fill a patron hold request.
Our portable, ergonomically-engineered RFID wand interfaces wirelessly with your ILS to check real-
time item status information of what is on the shelf. No more fruitless searches for materials that should
be on the shelf—and no more shelving mistakes that cause unhappy patrons and wasted staff effort.
Of course, the Shelf Management Wand can also serve as an RFID inventory device to streamline your
periodic inventory process. You have full control over search parameters and with new search parameters
as they are updated by your ILS.
5. Installation and Training
Tech Logic prepares for the installation with a detailed site survey. Site information is collected on a
survey form. Tech Logic takes a thoughtful and systematic approach to assigning the most qualified and
knowledgeable Project Manager to your account. He/She will be assigned to your account as your
Project Manager and main point of contact for all project related items. He/She will continue to work with
you throughout the course of this project each step of the way thru implementation and training of the
system(s) within your library.
He/She has the overall responsibility for managing your project from start to fi nish, working closely with
you to refine solutions and implementation plans to meet the libraries ever changing needs and
unexpected challenges. In addition, will coordinate the activities of the sub-teams within the Tech Logic
organization to ensure your goals are not only achieved, but achieved correctly and most importantly on
time.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 28
SPECIFICATIONS FOR HARDWARE/SOFTWARE
Comply
Not Comply
A. O verall Requirements
1. All hardware and software under this RFQ must be compatible with
existing RFID system which uses Feig MR-101 model library
readers/antennas and Feig ID ASC.ANT 1400/700 (T ype A & B)
security gates.
Comply
2. T he system shall be compatible with Library’s standard computers
used f or circulation, barcode scanners, and receipt printers.
Comply
3. T he system must use 13.56 MHz ISO 15693-3 and ISO 18000-3 mode
1 RFID technology and f ollow NISO 2008 recommendations f or library
RFID.
Comply
4. All system components must be UL and FCC Part 15-Certified, SIP2,
RS-232, T CP/IP Ethernet 10/100 and 802.11b (wireless) compliant.
Comply
5. T he system must provide application-specif ic software to incorporate
all hardware (security/detection systems, staff station readers, tagging
stations, patron self-check stations, portable hand-held readers, etc.),
the RFID tags and any other RFID related hardware into the system.
Comply
6. T he system must interf ace with the Library’s existing automated library
system (ILS) using the SIP 2 or Enhanced SIP Protocol (ESP) protocol
Comply
7. T he system must not interf ere with other equipment, automated library
system clients or PCs that may be nearby.
Comply
8. Sof tware f unctionality is not aff ected by computer security, specifically
use of W indows group policies.
Comply
Self-Checkout
software
requires trust
of MSMQ
ActiveX
control.
Staff station
software
requires
elevation to
Admin token.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 29
9. T he system and all of its components must be entirely compatible with,
and in no manner interf ere with, the ILS, its computer clients, or other
components.
Comply
10. T he system must be able to connect through the Library’s Ethernet
network via an RJ-45 connector and/or secured wireless network.
Comply
11. T o ensure ready availability of components, parts, and supplies, all
major elements of the system should be warehoused in U.S.A.
Comply
Comply
Not Comply
12. Health & Saf ety
a. T he system, or any of its components, must not be harmful to,
or interfere with, the health and well being of patrons and staff,
i.e. heart pacemakers, hearing aids, etc.
Comply
b. T he system, or any of its components, must not be harmful to, or
interf ere with, any materials in the Library collection, such as
audio and videotapes, CDs and DVDs.
Comply
c. Detection and security corridors must be in compliance
with relevant ADA requirements.
Comply
13. T he system must be able to read the f ollowing types of item barcodes:
10-digit Codabar symbology (check digit Model 10-T ype 0) and 14-digit
Codabar symbology.
Comply
14. T he system must be able to read patron library cards with 10-digit
Codabar symbology (check digit Modulus 10). Indicate if any other
card types are capable of being read.
Comply
B. Circulation Stations – These specifications apply to stations used
by patrons as w ell as staff for circulation.
1. T he proposed system must be able to mount in, on, or under the
work surf ace of a circulation station.
Comply
a. State the dimensions (l x w x h) of the reader pad. 13 x 9 x 8mm Comply
2. T he proposed system must have a minimum RFID read range of 7 –
12 inches.
Comply
3. T he system’s RFID self -check units must be able to read item-
specif ic identif ication numbers, communicate with the ILS to reduce
the Library’s inventory, and turn the security bit off.
Comply
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 30
4. T he system must process multiple RFID-tagged items for both check
in and check out functions.
Comply
5. T he system must be dual f unction – capable of processing RFID
tags or item bar codes in the same transaction.
Comply
6. T he proposed system must provide a displayed count of the number
of items processed simultaneously to ensure complete check in and
check out transaction processing.
Comply
7. T he proposed system readers must be able to read tags and
display the inf ormation thereon.
Comply
Comply
Not Comply
8. T he s ystem must use an anti-collision algorithm that does not lim it the
number of tags which can be s imultaneousl y identif ied and read.
Comply
9. T he s ystem must be operable b y touch screen for patron Self-Check. Comply
10. T he s ystem must have the abilit y to print out cumulative receipts with
custom library inf ormation as determ ined b y the Library.
Comply
11. T he s ystem stations must check out all print and non-print material t ypes
without damage.
Comply
12. T he s ystem must be capable of reading item barcodes located in various
locations, including inside or outside, top or bottom of the f ront or back
cover, or inside on the top or bottom of the f ront or back fly page.
Comply
13. T he s ystem must have customizable messages based on patron and item
status.
Comply
14. T he s ystem must display ILS s ystem information relating to the patron or
item status.
Comply
15. T he s ystem must provide visual and audible f eedback during the
transaction.
Comply
16. T he s ystem must have the abilit y to display select inf ormation from patron
record, such as number of items checked out, number of items on hold and
outstanding fine information.
Comply
17. T he s ystem must have customizable animations and instructions. Comply
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 31
18. T he s ystem must have the capability to display self -check unit banners, and
instructions in multiple languages, including but not lim ited to English and
Spanish. Indicate what other languages are supported.
Comply
Tech Logic’s
software can
accommodate
up to eight
languages of
the libraries'
choosing to be
implemented.
19. T he s ystem must deactivate the thef t or securit y bits on the materials when
checked out.
Comply
20. T he s ystem must deactivate the thef t or securit y bits within one second of
discharging the item.
Comply
C. Reporting
1. T he s ystem must provide performance statistics that can be exported in a
format that can be anal yzed using standard office productivity sof tware.
Comply
Comply
Not Comply
2. Data must be broken down by location, day of the week and hour of the
day. Data to include: Number of transactions, type of transaction, and
number of successf ul and unsuccessf ul transactions.
Comply
3. Reports can be run locally or from a central location. Comply
D. Staff Workstations – These stations are used primarily for tagging
and check in aw ay from the circulation desk.
1. T he system must have the ability to read, program, and reprogram
RFID tags.
Comply
2. T he system must be able to be used f or check in and check out of
library materials and activate/deactivate the security bit accordingly.
Comply
3. System hardware must be able to be integrated into Library’s own
furniture.
Comply
4. T he system must have on or in counter installation options. Comply
5. T he system must be dual f unction: capable of processing RFID tags or
barcodes.
Comply
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 32
6. T he system readers must be able to read tags and display the
inf ormation thereon.
Comply
7. T he system must not require mouse activations to process most items.
(Exceptions made f or conf iguration changes, error handling, or tag
reprogramming situations.)
Comply
8. T he system must be capable of reading item barcodes located in
various locations, including inside or outside, top or bottom of the front
or back cover, or inside on the top or bottom of the front or back fly
page.
Comply
9. T he system must have a minimum RFID read range of 7 – 12 inches. Comply
10. T he system must allow conf iguration of item identifier parameters to
automatically prevent programming of partially scanned or incorrectly
scanned barcodes.
Comply
11. T he system must simultaneously process multiple RFID-tagged items
for check in and check out.
Comply
12. T he system must use an anti-collision algorithm that does not limit the
number of tags, which can be simultaneously identified and read.
Comply
Comply
Not Comply
13. T he system must provide a displayed count of the number of items
processed simultaneously to ensure complete check -in/out transaction
processing.
Comply
14. Check in can be performed within the Library’s ILS using the
reader/antenna to read the tags and deactivate the security bit.
Comply
15. T he system must provide the option to program tags as either locked or
unlocked.
Comply
16. T he system must allow the user to program tags in standalone mode,
not requiring a connection with the Library’s ILS.
Comply
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 33
17. T he system must provide the ability to print/dispense tags as they are
programmed. Include specif ications for any special equipment needed
to print the tags.
Not Comply
To provide a
better value to
our customers
Tech Logic
offers tag
printing prior
to shipment for
programming.
Fresno County
has utilized this
service on
several
occasions.
18. State the typical conversion rate (# items per hour) for programming
and adhering tags. Include rate for pre-printed tags and if different, the
rate f or printing tags in house.
Typical
Conversion
rate is
approximately
2.5 items per
minute/per
person for pre-
printed tags.
E. Detection System
1. T he system must have a read range of at least eighteen inches (18”) in
either direction of each gate.
Comply
2. T he system must provide a f alse alarm rate of less than 0.1%. Comply
3. T he system must offer multiple install options, including: Comply
a. Direct mount w/ ADA compatible threshold plate Comply
b. Base plate, only minor floor modif ication (e.g. drilling -required for
installation)
Comply
c. Buried cables (recessed conduit under f inished f loor or saw cut in
finished f loor)
Comply
4. T he dual aisle exit system/detection systems must create an opening of
at least 36 inches.
Comply
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 34
5. T he security/detection systems must be come in different colors or
styles to fit in with the Library’s décor.
Comply
Tech Logic
offers a couple
different styles
of security
gates to our
customers.
6. T he system must be able to issue visible and audible warnings. Comply
7. T ags with thef t or security bits that are “on” must immediately trigger an
alarm.
Comply
8. Staff working at the circulation desk must be able to determine what
item has triggered an alarm.
Comply
9. T he system must provide item security even when the Library’s
integrated library system (ILS) host system or network is off-line or not
functioning.
Comply
10. T he security/detection systems must be shielded from external
interf erence f rom light f ixtures, elevator motors, etc.
Comply
11. T he system must alarm on “active” tags in library materials only when
activated by exiting patrons. Describe any limits on the proximity of
tagged materials to the security/detection system.
Comply
Please find
recommended
gate distances
on page 76.
12. T he system must contain a built-in, patron counter which may be easy
read and reset by Library staff.
Comply
F. Portable Handheld Reader
1. T he portable handheld reader must be a cordless, one-piece design, to
be held in one hand.
Comply
2. T he portable handheld reader must f eature a touch screen display and
use a removable memory card.
Comply
3. T he total weight of the portable handheld reader must weigh less than
30 ounces, including battery, RFID reader, antenna, display and
computing unit, and any other components that must be carried by the
user
Comply
4. T he portable handheld reader must be easily set down on a library
shelf or cart when necessary to f ree the user’s hands.
Comply
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 35
5. T he portable handheld reader must incorporate an ergonomic design,
to aid user in reading shelves at all levels easy to use and be relatively
non-stressf ul to wrist, arm, shoulder and elbow.
Comply
6. T he portable handheld reader battery lif e must allow the user to work
for at least 4 hours bef ore charging or changing batteries is required
Comply
7. T he portable handheld reader must have built-in diagnostics for
troubleshooting.
Comply
Application
logging is
available.
8. T he portable handheld reader must use an anti-collision algorithm that
does not limit the number of tags which can be simultaneously
identif ied and read.
Comply
9. T he portable handheld reader must have the capacity to download at
least 500,000 items from Library’s automation system onto the portable
handheld reader memory medium.
Comply
10. T he portable handheld reader must have the capacity to read multi-line,
fixed-length-f ield, or delimited-field records from an electronic file
containing shelf or search lists and create a portable database for use
in a portable handheld RFID reader.
Comply
11. T he proposed portable handheld reader must accommodate data
collection simultaneously with other f unctions
Comply
12. T he handheld reader must direct the user to items on such lists and
provide a way to keep track of which items have been found and which
have not been f ound.
Comply
13. T he portable handheld reader must be multi-functional to provide
efficient collection management including:
Comply
a. T he proposed portable handheld reader must accommodate Shelf
order checking: to locate items that are out of place on the shelves.
T his capability must be sensitive enough to locate items that are
out of place by as little as 5 inches.
Comply
b. T he proposed portable handheld reader must accommodate Data
collection: to collect and store identif iers of items scanned, and
store those items in user-def ined categories for upload. T his
capability must allow storage of up to 1 million items prior to upload.
Comply
c. T he proposed system must accommodate Sorting: to assist a user
with sorting items on a shelf or cart.
Comply
d. T he proposed system must accommodate Shelving: to assist a user
with shelving an item.
Comply
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 36
e. T he proposed system must accommodate Searching: to identify
items on multiple, user def ined search lists, (e.g. Missing, Claims
Returned, Billed and Paid, inventory, shelf order, item searches,
etc.
Comply
f. T he search capability must be active during order checking, data
collection, sorting, pulling, and finding functions, with option to turn
it of f if desired.
Comply
g. T he proposed system must accommodate Pulling: to assist the user
with f inding items on hold (reserve) or weed lists, or other user-
def ined lists available f rom the circulation system.
Comply
h. The proposed system must accommodate Finding: to allow a user
to quickly enter search criteria directly into the device, then search
for items which meet that criteria.
Comply
i. T he proposed system must accommodate secure status checking:
to allow a user to identify individual items which have not been
properly checked out and have caused an alarm of the
security/detection system. T his capability must allow display of the
title of item on the device.
Comply
j. Secure status checking capability must also allow the user to scan
items on library carts or counters to identif y individual items which
have not been properly checked in, bef ore re-shelving.
Comply
14. T he portable inventory reader must be programmable to search f or
items individually, as well as in batches of multiple items.
Comply
15. T he proposed system must validate item identif ier (barcode) data from
input lists and provide a log of errors f ound.
Comply
16. T he proposed system must allow specif ication of categories for
collection of data from RFID tags. Examples of categories include In
House Use, New Item Processing, etc.
Comply
The data
elements utilized
are the item ID
and the AFI
value.
17. T he proposed system must process results of data collection sessions
or pull sessions, reading these results f rom the memory card and
creating PC f iles containing lists of collected data, lists of items pulled,
and lists of items not pulled.
Comply
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 37
18. T he proposed portable handheld reader must have the ability to
download barcodes to the Library’s circulation system.
Comply
Item ID lists are
output as flat
files. The library
will need to
import the data
files into the
library’s
circulation
system.
19. T he proposed portable handheld reader must have an audible tone and
visible indicators to verif y item has been identified. T he audible tones
shall be adjustable by the user.
Comply
20. T he proposed portable handheld reader must be able to read RFID
tags from a f our-inch (4”) range.
Comply
G. Installation and Training
1. T he initial installation training will be perf ormed by vendor staff and
take place at the Fresno County Public Library.
Comply
2. Af ter installation and management training at one location, local library
technicians should be able to install the solution at the remaining sites
using vendor-supplied documentation and with telephone/W ebEx
assistance.
Comply
All gate
installation will
require a
certified Tech
Logic
technician to
perform the
installation. All
Self-Checkout
software and
hardware can
be installed as
described.
3. T he Librar y requires technical manuals and user manuals, plus any other
materials that are typically distributed during training. Operation manua ls
must be provided with the equipment.
Comply
4. T he Librar y requires that manuals also be available on electronic format
with unlim ited distribution within the Library, and shall be supplied free
of charge.
Comply
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 38
5. T he Librar y requires interaction with the vendor sales staf f and technical
support staff during installation planning, the installation phase and
follow-up immediately af ter such installation.
Comply
6. Vendor must also be available f or consultation on placement of
hardware to accommodate network infrastructure, power and
ventilation requirements, building restrictions, etc., and to maximize the
workflow, staffing and patron convenience issues
Comply
7. An y introductor y operator / user / staf f training shall be provided at no
charge.
Comply
H. Hardw are and Softw are Technical Support
1. Provide access to live technical support between 8am and 5pm
ST /PDT Monday-Friday.
Comply
2. Provide an online s ystem to report and track support requests. Comply
I. Warrant y And Service Requirements
1. T he vendor must provide an all-inclusive 12-month warrant y on equipment,
software, and components and offer additional options f or extending the
warranty period.
Comply
Please p rovide a narrative response to the follow ing questions:
1. Describe the minimum and recommended hardware required for your solutions
and compatible operating systems. Please see Minimum Requirement Document
of page 60.
2. Describe the network topology of your solution in both the branch and the
broader system context. Include the W AN bandwidth required and the
sensitivity to latency in network Please see CircIT Software data sheet on pages
51 & 52 for network topology information. .
3. Describe how your system will authenticate users against the Horizon
borrower database. W hat access controls are available to limit access by
some users? Tech Logic authenticates users via SIP2 protocol. Checkout is
not allowed if incorrect PIN is entered (if applicable) or the patron is
flagged by Horizon’s block from checkout. This can include the following
conditions, overdue books, fines, limit constraints etc…
4. Describe the system’s ability to allow patrons to pay fines at a Self-Check station
without staff intervention including additional equipment required beyond the Self-
Check station itself . Tech Logic has a couple of options available for payment at
the self-check station(s). Our first option is our Personal Payment System with
imager (PPSI) that integrates directly into the libraries’ circulation desk, this unit
accepts bills, coin and credit card, and it also comes with a no credit card option.
Our second option is a credit card swipe that is integrated into the side of the
patron touch screen monitor for credit card only fine payment. Please see PPSI
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 39
data sheet on page 68 for additional information.
5. Describe the s ystem’s ability to perf orm off-line transactions and maintain records of all
barcodes chec ked out when the ILS is offline. Include inf ormation about turning on/off the
securit y feature on RFID tags to allow secure Library operation during offline situations and
uploading transactions when the ILS is back online. Tech Logic has carefully scrutinized
all possible workflow scenarios associated with “off-line” or “ILS server-down” and
has also obtained input from many of our larger library systems. Although we have
an “offline self-checkout” capability included with our Self-Check software (CircIT),
we only recommend utilizing the ILS’s offline interface in conjunction with our CircIT
staff connection. Our CircIT-Staff interface used in conjunction with the ILS native
“server-down” mode allows this functionality and has the added benefit of staff
monitoring each transaction.
Workflow: When the ILS is down or the server is otherwise unavailable from the self-
checkout station, library staff will use our CircIT-Staff interface with the ILS’s
“native server-down” interface so that any items checked out are appropriately
discharged. Staff validates the transaction to assure all items being checked out are
appropriate for that patron (example: reference items). Staff also is assured that the
security is turned off (or on) correctly so that security gates do not alarm.
When the ILS is back online, staff simply follows the ILS’s restart directions. This
avoids the situation where library staff has to upload these off-line transactions from
both the self-check stations and the ILS staff stations. Because of these and other
reasons, our libraries have indicated that it is always very problematic to allow
patrons to perform “self-checkout” during those very infrequent times when the ILS
is down.
So called “Off-line Patron Self-Checkout” without this validation is equivalent to
turning off the security system. It also expects too much patron initiative and self
direction during a time that needs staff intervention.
Also, as many of our libraries utilize the same furniture and PC for self-check and
staff-checkout/in, the transition to this workflow option is easy. It also easily
maintains data and security.
6. T he Fresno Central Library is the only location which uses 3M™ T attletale™ securit y
strips and corresponding securit y gates. Describe the system’s ability to use Self-Check in
this situation until the branch can be converted to RFID for circulation and security. Not
Applicable per the Pre-Bid Question and Answer Addendum.
7. Describe the s ystem’s ability to open locked audiovisual security cases after successf ul
check outs including specif ic security cas e models required. Tech Logic has designed
and implemented into our product line our MediaPassport this unlocks media
from any OneTime or KwikCa se locking device in conjunction with the patron
checkout. Please see MediaPassport data sheet on page 64 for additional
information.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 40
8. Describe options available for a portable tagging station that can be used in the book
stacks at the branch. Tech Logic offers a portable tagging solution for tagging in
the stacks. Please see the UTagIT data sheet on page 77 for additional
information.
9. Describe the reporting options available f or your system. Tech Logic’s CircIT
software standard reports are available from the system, which include the following
statistics: Number of users within a specific time period or range of dates, number
and reason of unsuccessful sessions, number of items checked out per session,
number of RFID tags with security bit set incorrectly, number of Patrons counted,
number of Gate alarms, number of returned items On Hold, number of fines detected,
Cash/Credit received, Cash dispensed, number of fines paid, number of cash
transactions, number of credit card transactions, number of debit card transactions,
items in transit between branches, number of patrons choosing other languages.
CircIT's ad-hoc reporting can capture any internal CircIT variable and create
reports.
10. Describe your support operations, including hours of availability, methods of contact,
and number of dedicated support desk personnel.
Tech Logic offers comprehensive service and technical support to maximize product
reliability and performance. When you call our toll free number (1-866-880-9981) you
are immediately connected with the Customer Care Team. The Customer Care Specialist
will analyze the issue and propose the course of resolution. The Customer Care Specialist
will work with the library to secure a timeline for completion based on the degree of the
issue. In addition, as part of our standard service and support agreements, we provide
remote troubleshooting to save your library time.
Should the issue require escalation; the Customer Care Specialist will contact the
Customer Care Manager immediately for the next course of action. The Management
Team will contact the library to set the expectation for resolution within two hours.
Should the issue not be resolved to the library’s satisfaction, the Director of Operations
will be notified to assist in resolution. Tech Logic also offers its customers 24 hour access
to our online customer care portal for submitting issues and to follow the progress of the
resolution.
First tier support is offered through our main headquarters in Minnesota. Our
expectation is the majority of customer issues are relatively minor and are best resolved
through first tier support. When a problem is escalated to our second tier support, a
highly trained service technician is dispatched to be on site within 24 hours. Depending
on the time a service call is requested, and because of the locality of most of our support
people, on-site service can generally be provided same day.
Training for technicians includes computer based training (CBT) and hands on training
with Tech Logic’s actual equipment. Each technician goes through a certification process
on all of the equipment they are responsible for supporting. When equipment is delivered
into an area, which previously the technician hasn’t worked on, training is done prior to
the delivery of this equipment and the technician is involved in the installation of the
actual equipment they will be supporting.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 41
Tech Logic also offers:
Web-based ticket entry system that provides 24/7 online access, saving you
time on the phone
Toll free phone support, available as a standard service
Access to our online Knowledge Base (KB). The KB is a handy compilation of
documents by our software developers, account managers, and engineers.
Scheduled updates of self-check software, automatically included with your
software license.
11. Describe options for leasing equipment. Tech Logic offers rental rates on our
UTagIT tag conversion station as well as has partnered with Keystone Financial to
offer leasing options to all customer’s wishing to engage in a payment plan for
purchase and implementation of all Tech Logic products totaling over $5,000.00
cumulatively. Please find leasing information on page 49 of the detailed cost
proposal.
12. Describe options and pricing f or additional staff training periods and topics beyond the
required introductory training. Tech Logic offers your staff that want to learn more
about the administration and customization capabilities of our software personalized
training. This training can be done remotely or on-site. Our installers/trainers have
the necessary skills to teach and demonstrate first-hand knowledge of our RFID
library solutions products to library staff. Each of our trainers has a minimum of 1
year of customer service, installation, and product training experience with all RFID
product solutions. Each trainer is skilled at designing and delivering programs. A
number of flexible options can be arranged to meet our customer’s needs from onsite
training to electronic/web based training.
13. Describe options for extending the warranty period on parts and labor beyond
the required 12-month period. Tech Logic offers Self-Checkout Extended
Limited Warranty Programs to all customers. Hardware warranty is an
optional program that can be purchased at the ti me of the original order at
a discounted price or toward the end of year one at regular price. You will
find both options listed on page 48 of the detailed cost proposal. Please see
the Terms and Conditions information sheet on page 49 for additional
information.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 42
SPECIFICATIONS FOR TAGS
T he librar y has alwa ys used RFID tags that are compliant with the ISO 15693 standard for
libraries, programmable by Feig MR-100 model library readers to the data model established b y
the librar y’s current RFID equipment vendor, T ech Logic, Inc. All RFID Tags under this RFQ
must be compatible w ith existing RFID tags and equipment.
Comply or
Not Comply
SPECIFICATIONS:
A. T ags are compatible with the current RFID system in place at the library as
described above.
Comply
B. Vendor can offer tags from multiple manuf acturers. Comply
1. List the available manuf acturers below: SmartTrac
Technology
Group
IDentive RFID
Tags
C. Availability
1. T o ensure ready availability, tags/supplies are warehoused in the U.S. Comply
2. List the standard turn around time (in weeks) once tags are ordered:
a. Blank Less than 1
week
b. Pre-Printed 4-6 weeks
c. Pre-Programmed / Pre-Printed 4-6 weeks
d. Other:____________________________
D. T ags are compliant with 13.56 MHz ISO 15693-3 and ISO 18000-3 mode 1
RFID technology and f ollow NISO 2008 recommendations for library RFID.
Comply
E. T ags use the NXP ICODE SLI chip. Comply
F. Memory 1024 Bits
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 43
Comply or
Not Comply
1. T ags have memory capable of holding additional inf ormation including
item type, multi-part set identif ier, branch ownership, and sorting
location.
Comply
2. T he proposed system must provide tags with a range of memory
options that can be used simultaneously in the library.
Comply
a. List the minimum and maximum memory capacity of tags.
• Minimum ______896 Bits_________________
• Maximum _____1024 Bits__________________
G. T ag must possess anti-collision capabilities. Comply
1. State the collision rate / # of tags that can be read simultaneously.
16 transponders can be inventoried in approximately 600 milliseconds.
Each item thus takes ≈ 40ms.
H. Tag’s data model provides f or multiple f unctions, e.g., security, inventory
control, self-service, based on the library’s parameters specif ying data to
save on the tag.
Comply
I. Read Range
1. W hat is the effective read range of the tags? Approximately
18”
J. T ags have a read/write design.
1. RFID tag is f ully re-writeable f or all data including the item identifier
field.
Comply
2. T ag has portions of memory that can be locked (for item number) and
portions that can be re-programmed (branch and/or shelving location
code).
Comply
3. Each memory portion must be able to be locked independently of other
portions.
Not Comply
K. T ags can be ordered preprogrammed based on a range of sequential
barcodes supplied by the library with an imprint of the physical barcode on
the tag which can be read by the library’s scanners.
Comply
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 44
L. T ag uses a low acid or neutral pH adhesive. Comply
M. T ags are available that fit all standard types of library materials: books,
magazines, CD/DVDs, audio books, etc.
Comply
N. CD/DVD T ags Comply
Comply or
Not Comply
1. T ag may be placed directly on a disc of SINGLE sided DVD so as not
to cover any area on which data is stored.
Comply
2. T ag may be placed directly on a disc of a DOUBLE sided DVD so as
not to cover any area on which data is stored.
Comply
Does not
include
Stingray this
would require
a hub tag.
3. Does the CD/DVD tag require additional materials be applied in
conjunction with the tag, (i.e. boosters, overlays, etc.)
Yes / No
4. Is there an “all-in-one” CD/DVD tag available that eliminates the need
for additional boosters, overlays, etc. while maintaining the same or
higher read range?
Yes / No
O. T ag Imprint
1. RFID tags can be customized by overprinting of the Library's name,
logo and other identif ication.
Comply
2. Offered with the f ollowing options
a. Blank
Comply
b. 1-color Comply
c. 4-color Comply
3. Is this imprinted directly on the tag or on a separate label that is applied
over the tag?
imprinted directly on the tag; or
separate label
Logo is
imprinted
directly onto the
tag.
P. T ag Failure Rate
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 45
1. W hat is the f ailure rate of the tags? Performance
tests on shipped
tags result in
less than 1
defective tag of
10,000 shipped.
2. Inoperative tags must be clearly marked by the manuf acturer. Comply
Q. T ag Lif e / W arranty
1. RFID tag is guaranteed f or the lif e of the item on which it is originally
affixed.
Comply
2. T ag is warranted for def ects and if def ective will be replaced at no cost
to the Library.
Comply
Tag Samples, Dimensions and Pricing
T he Libr ary r equests that samples of available tags be included with an attachment detailing
specifications of physical dimensions of all tags including inner and outer diameters and thickness
as appropriate and pricing for each tag type.
Please p rovide a narrative response to the follow ing questions:
1. Describe how the manu f acturer marks tags that are inoperative.
The manufacturer marks all bad tags with a black mark. The marks are kept track of as the roll is
being produced and the number of “defective” tags that are detected are then added onto the end
of the roll always ensuring the proper amount of “functional” tags are on each roll.
Example: There are 2,000 tags on a roll, during production 37 “defective” tags are found. The roll
will arrive with 2, 037 “functional” tags on it. The customer is never charged for “defective” tags.
2. If the CD/DVD tag requires additional m aterials be applied in conjunction with the tag, (i.e. boosters,
overla ys, etc.), describe the supplies and workflow required. While our system does not require
booster tags, it is recommended that libraries use booster tags on CD/DVDs to provide a higher read
rate for the RFID tags. CD/DVDs can be read when stacked. The error rate is less than 1%. For jewel
boxes containing multiple disks, a book tag placed on the case or a hub tag placed on one of the
CDs/DVDs is the simplest solution. Tech Logic also offers X-Range tags, which offer a greatly
increased read range over conventional hub tags.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 46
CO ST PROPOSAL – HARDWARE
(when needed for replacement or additional site implementation)
A. Unit cost shall be provided f or all system components separately including hardware,
sof tware, RFID tags and other supplies. If a price break is available f or a larger number
of units, quote the next price tier.
B. Cost of hardware maintenance f or f irst year as follows: Tech Logic includes hardware
maintenance for 1 full year from the date of installation.
a. Normal business hours: Monday – Friday 8:00 am – 5:00 pm CST
b. 24 hours/day – seven days a week: Tech Logic offers a Web -based ticket entry
system that provides 24/7 online access to our world class customer care team to
assist after hours at night as well as on weekends.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 47
C. Cost of optional har dware maintenance f or additional years.
D. Cost of sof tware maintenance for f irst year as f ollows: Tech Logic includes software maintenance
for 1 full year from the date of installation.
a. Normal business hours: Monday – Friday 8:00 am – 5:00 pm CST
b. 24 hours/day – seven days a week: Tech Logic offers a Web -based ticket entry system
that provides 24/7 online access to our world class customer care team to assist after
hours at night as well as on weekends.
E. Cost of optional software maintenance for additional years. Tech Logic requires Annual
Software License Renewal fee(s).
F. Cost of optional custom programming as an hourly rate with minimum time. Tech Logic offers
custom programming to our customers on at a rate of $150.00 per hour with a minimum 2
hour time frame.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 48
CO ST PROPOSAL – TAGS
† Software support is required starting in year two.
†† Shipping charges estimated on all quoted products shipping at the same time F.O.B. originating facility. Shipping is
estimated and calculated using today’s rates to one receiving location, unless otherwise noted. Additional shipping charges
may apply. Multiple shipments may result in increased charges.
Payment of all applicable duties and taxes are the responsibility of the purchasing entity. All prices including Service
and Maintenance do not include any applicable sales tax. If tax exempt, please provide Tax Exempt Certificate.
Standard Tech Logic Terms and Conditions apply to all sales
Prices quoted above include a standard Tech Logic one year warranty. Refer to Tech Logic warranty info rmation for
additional terms and conditions.
Any required SIP configuration or ILS renewal fees are not covered by the Tech Logic first year warranty.
Payment Terms, SCO Equipment: The net amount of each invoice is due in full, within thirty (30) days of date of invoice.
A payment of 50% of order due upon execution of order confirmation 50% payment due net 30 at shipping,
Payment Terms, RFID Tags: The net amount of each invoice is due in full, within thirty (30) days of date of invoice.
Interest Charges: If any payments due from Library to Tech Logic are deemed to be, in the sole discretion of Tech Logic,
overdue, then interest charges thereon shall be paid by Library to Tech Logic at a rate of one and one -half percent (1.5%)
per month
Credit, Debit, or P-Card Payments are not acceptable forms of payment.
Software and Hardware Support:
Annual Support/Software License and Maintenance program costs are in addition to the item(s) quoted above. The
Support/Software License(s) are required for the duration th at the equipment is in use and is billed annually.
Hardware Support is Optional.
Annual Support/Software and Maintenance Programs automatically increase 4% per year after the initial first
year of paid annual support. Customer may qualify for savings with a multi-year pre-payment plan.
Order submission confirms your understand of above stated policy.
Phone Support-Service Calls
The minimum charge for service calls is a 2 hour minimum.
Notes:
1) SIP2 is required. Please ensure that the SIP & ILS implementations are of the latest versions.
2) The SIP interface which integrates Self-Check systems with ILS software is provided by the ILS vendor.
3) If the library is providing computers for CircIT self-check software, verify computers meet minimum
specifications.
4) CircIT Credit Card Payment works only in conjunction with VeriFone
5) Payment Processing is the responsibility of the Library. Please contact VeriFone to secure the purchase of
PayWare Connect service that is integrated in CircIT.
Your contact is Victoria Hartless. Identify yourselves as a Tech Logic customer
Phone 727-288-9553 or email Victoria_H1@VeriFone.com
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 49
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 50
CHECK LIST
T his Checklist is provided to assist vendors in the preparation of their RFP response. Included in this
list, are im portant requirements and is the responsibility of the bidder to submit with the RFP package
in order to make the RFP compliant. Because this checklist is just a guideline, the bidder must read
and comply with the RFP in its entirety.
Check off each of the following:
1. ___X___ The Request for Proposal (RFP) has been signed and completed.
2.
___X___ Addenda, if any, have been completed, signed and included in the bid package.
3.
___X___ One (1) original plus Eight (8) copies of the RFP have been provided.
4.
___X__ Tw o (2) USBs of the RFP have been provided.
5.
___X___ The completed Trade Secret Form as provided with this RFP (Confidential/Trade
Secret Information, if provided must be in a separate binder).
6. ___X___ The completed Criminal History Disclosure Form as provided with this RFP.
7.
___X___ The completed Participation Form as provided with this RFP.
8.
___X___ The completed Reference List as provided with this RFP.
9.
___X___ Indicate all of bidder exceptions to the County’s requirements, conditions and
Specifications stated within this RFP.
10. ___X___ Lastly, on the LOWER LEFT HAND CORNER of the sealed envelope, box, etc.
transmitting your bid include the following information:
County of Fresno RFP No. 208-5362
Closing Date: July 9, 2015
Closing Tim e: 2:00 P.M .
Commodity or Service: Radio Frequency Identification Software
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 51
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 52
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 53
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 54
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 55
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 56
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 57
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 58
•
•
•
•
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 59
•
•
•
•
•
•
•
•
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 60
These are the minimum requirements for Library supplied computers to be used in conjunction with Tech
Logic Corporation Check-In/Out systems using CircIT. These are listed as a guideline for new PC’s. Your
existing PC’s may work, please check with your account manager on this. The hardware and software
requirements for CircIT are provided as general guidelines. There are many factors that can affect
these requirements, including but not limited to the following items:
• The number of client applications the CircIT implementation supports.
• Performance of the network connection between the clients and the application server.
• Dependency of CircIT on Microsoft SQL Server 2005 ®/2008®/2012® with Advanced Services
and with the latest updates.
• The number and configuration of application servers involved.
• Performance of the servers and network.
• Performance of the SIP server.
Important! The PC must contain a dual video card to handle the combo station dual monitors!
CircIT Combo Station/Branch Host or Terminal Station Requirements
Component Requirement
Computer/processor Quad Core or greater processor(s)
Memory (RAM) 4 GB+
Hard disk 500 GB+ of space needed depending on images used and whether it is
used as a desktop server. Not including space for other requirements.
Operating System Windows 7 Professional (32-bit or 64-bit)
Windows 8 Professional (32-bit or 64-bit)
Database
Management
System
Microsoft® SQL Server™ 2005 (with advanced services) /2008 (with
advanced services) /2012 Express Edition (with tools) (For Combo
Station/Branch Host only)
Note for SQL 2012 Express: SQL 2012 Express will not work on Windows XP or
Windows Server 2003!
Additional Software
Components
.Net framework version 3.5
MS Internet Explorer 7.0 SP1 or later
Microsoft Message Queuing (MSMQ)
Adobe Flash Player Software version 8.0 or later
Number of
Terminals
The recommended number of terminals per combo station/branch host
station is a maximum of five.
Networking TCP/IP connectivity to SIP2 server and terminals if it is set up as a branch
host
Hardware Epson receipt printers are the only printers to be thoroughly tested as fully
functional in CircIT. TCP/IP connectivity to the SIP II server and terminals
using a dedicated T1 line.
Note: Other receipt printers may work, but Tech Logic cannot guarantee another make of
printer to work.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 61
CircIT Client Application System Requirements
Component Requirement
Computer/Process
or
Dual Core or greater processor(s)
Memory (RAM) 2 GB+
Hard Disk 50 MB of space needed. Not including space for other requirements.
Operating System Windows 7 Professional 32-bit or 64-bit, Windows 8 Professional 32-bit or 64-
bit.
Additional Software
Components
.NET framework version 3.5, MS Internet Explorer 6.0 SP1 or later Microsoft
Message Queuing (MSMQ) Adobe Flash Player Software version 8.0 or later
Networking TCP/IP connectivity
CircIT Server Requirements
Component Requirement
Computer/process
or
Quad core or greater processor(s).
Memory (RAM) 4 GB+
Hard disk 500 GB+ of space needed depending on images used. Not including space for
other requirements.
Operating System Windows Server 2008 (32-bit or 64-bit)
Windows Server 2012 Standard or Datacenter (with a GUI) x64
Important: Windows 2012 installation MUST have GUI installed. Server Core
installation is not supported.
Database
Management
System
Microsoft® SQL Server™ 2005 (with advanced services)
Microsoft® SQL Server™ 2008 (with advanced services)
Microsoft® SQL Server™ 2012 (with tools)
Note for SQL 2012: SQL 2012 will not work on Windows XP or Windows Server 2003!
Additional
Software
Components
.NET framework version 2.0 with latest service packs
Microsoft IIS 6.1 (included with Windows XP) or later
Networking TCP/IP connectivity to the SIP II server and terminals using a dedicated T1 line.
Additional requirements:
For installations larger than 20 clients it is recommended that the most robust server be
purchased to handle the incoming and outgoing traffic related to running a web application.
Tech Logic to install CircIT and related drivers (for ELO, Feig, printers, etc.)
Tech Logic to setup Administrative Settings in CircIT
ILS Connection to the library must be tested and operational prior to TL technician ’s arrival
Any hardware that has not been purchased from Tech Logic must be unpackaged, set up, and
operational prior to the TL technician’s arrival at the library.
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 62
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 63
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 64
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 65
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 66
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 67
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 68
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 69
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 70
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 71
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 72
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 73
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 74
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 75
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 76
Check that pedestals are at least:
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 77
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 78
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 79
Kiosk Weight 170 lb. (77.11 kg)
Kiosk Dimensions 53.25” H x 24.50” D x 23.125” W
Connections for Kiosk 120 VAC cord and Ethernet cable
Kiosk Power Supply AC: 120 VAC, 3 wire, single phase @5A DC: 24 VDC
Kiosk Power Consumption 600 Watts
Kiosk Circuit Breaker AC Mains 5 Amps
Kiosk Fuse on DC Circuit One 9 Amp Fuse, One 0.5 Amp Fuse
Protocol for ILS Sip 2
Kiosk Operating Temperature 32°F to 104°F (0°C to 40°C)
Kiosk Storage Temperature -4 to 140° F (-20 to 60°C)
Relative Humidity 5%-95%
Internal Components:
Antenna Dimensions* 337 mm x 237 mm x 8 mm
Antenna Weight 530 g
Antenna Protection Class IP 40
Antenna Temperature - Operation 0 °C up to 55 °C
Antenna Temperature - Storage –25 °C up to 85 °C
Antenna Air Humidity Levels 5…95 % (non-condensing)
Antenna Operating frequency 13.56 MHz
Antenna Maximum Transmitting Power 1.2 Watts
Antenna Connector RG58 Coaxial Cable with SMA Plug (50 Ω)
Antenna EMC EN 301 489
Antenna Electrical Safety EN 60950
Antenna Human Exposure EN 50364
Reader Dimensions* 85 mm x 145 mm x 27 mm
Reader Protection Class IP 30
Reader Weight 200 grams
Reader Power Supply Variant 12 – 24 VDC +/- 15% (external power supply)
Reader-Variant USB 12 – 24 VDC +/- 15% (external power supply)
Reader Power Consumption Approximately 8 VA
Reader operating Frequency 13.56 MHz
Reader Transmitting Power 1 Watt +/- 2dB (with external antenna)
Reader Modulation Factor 10%
Reader Connection SMA Plug (50 Ohm)
Reader Reading Distance Max 40 cm with ID ISC.ANT300/300 antenna
Reader Interfaces RS232 / RS485 (switchable) or USB
Reader Signal Generator 1 LED (multicolored; red/green)
Reader Processable Transponders ISO 15693, ISO 18000-3,: further tags
Reader Operating Temperature -25 °C to 60 °C
Reader Storage Temperature -25 °C to 70 °C
Reader FLASH via RS232 / RS485 and USB Interface
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 80
United States
Alabama
Houston-Love Memorial Library
Main Branch
Westgate Branch
Orange Beach Public Library
Thomas B. Norton Public
University of Alabama Birmingham
Arizona
Camp Verde Public Library
Chandler Public Library
Chino Valley Public Library
Cottonwood Public Library
Douglas Public Library
Prescott Public Library
Prescott Valley Public Library
Sedona Public Library
University of Arizona
Yavapai Community College
Yavapai County Library
Yavapai Library Consortia
Arkansas
Baxter County Library
Bentonville Public Library
Crawford County Public Library
Fayetteville Public Library
California
Beaumont Library District
California State University
Monterey Bay Library
Channel Islands
Camarillo Public Library
El Dorado County Library
Fresno County Public Library System
Auberry Library
Caruthers Library
Cedar-Clinton Branch Library
Clovis Regional Library
Fig Garden Regional Library
Fowler Branch Library
Fresno Central Library
Gillis Branch Library
Kerman Library
Kingsburg Branch Library
Mendota Branch Library
Mosqueda Library
Orange Cove Branch Library
Politi Branch Library
Reedley Library
Sanger Library
Selma Library
Sunnyside Regional Library
Tranquility Branch Library
West Fresno Branch Library
Woodward Park Library
Kings County Library
Livermore Public Library
Los Angeles Public Library
Central Library
Silver Lake Branch
Rancho Mirage Public Library
San Mateo Public Library
Main Library
Hillsdale Library
Marina Library
Santa Clara City Library
Santa Monica Public Library
Tulare Public Library
Ventura County Library
El Rio (Oxnard)
Fillmore Library
Oak Park Library
Oak View Library
Ojai Library
Meiners Oaks Library
Piru Library
Ray D. Preuter Library
Saticoy Library
Avenue Library
E.P. Foster Library
Museum of Ventura County Research
Library
Colorado
Denver Public Library
Central
Gonzales Branch
Green Valley Ranch
Schlessman Branch
Sam Gary Branch
University Hills
Douglas County Libraries
Castle Rock Library
Highlands Ranch Library
Parker Library
Westminster Public Library
Connecticut
Farmington Library
New Milford Public Library
District of Columbia
Wesley Theological Seminary
Florida
Delray Beach Public Library
Fort Myers Beach Public
Pasco County Public Library
Pinellas Park Public Library
Sarasota County Library
Elsie Quirk
Fruitville
North Port
Selby
West Florida Public Library
Georgia
Georgia Gwinnett College Library
Gwinnett County Public Library
Uncle Remus Regional Library
Idaho
Meridian Library District
Silverstone Branch
Illinois
Champaign Public Library
Eastern Illinois University
Follet Library
Fondulac District Library, East Peoria
Fox Lake District Library
Grayslake Area District Library
Helen Matthes Library
Lake Forest Academy Library
Mahomet Public Library
Oak Park Public Library
Pekin Public Library
Peoria Public Library
Lincoln Branch
McClure Branch
Roselle Public Library
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 81
Indiana
Allen County Public Library
Anderson Public Library
Indianapolis-Marion County Public
Jasper County Public Library
Jasper-Dubois County Contractual
Iowa
Carnegie Stout Public Library
Davenport Public Library
Eastern Branch
Fairmount Branch
Main Branch
Waukee Public Library
Kansas
Lawrence Public Library
Topeka and Shawnee County
Kentucky
Allen County Public Library
Daviess County Public Library
Lexington Public Library
Perry County Public Library
Pike County Public Library
Maryland
Charles County Public Library
Frederick County Public Libraries
Montgomery County Library
Prince Georges County Library
System
Southern Maryland Regional Library
Massachusetts
Dover Town Library
Michigan
Bloomfield Township Public Library
Capital Area District Library
Cheboygan Area Public Library
Clinton-Macomb Public Library
Main Branch
South Branch
Farmington Community Library
Novi Public Library
Pere Marquette District Library
Rochester Hills Library
University of Detroit Mercy
Minnesota
Anoka County Library
Mississippi Branch
Ramsey Branch
Rum River Branch
Dakota County Library System
Burnhaven Library
Galaxie Library
Heritage Library
Inver Glenn
Pleasant Hill Library
Robert Trail Library
Wentworth Library
Wescott Library
Great River Regional Library
St. Cloud Public Library
Hennepin County Public Library
Augsburg Park Library
Brookdale Library
Central
East Lake Library
Eden Prairie Library
Edina Library
Hopkins Library
Maple Grove Library
Minnetonka Library
Nokomis Library
Northeast Library
Oxboro Library
Penn Lake Library
Plymouth Library
Ridgedale Library
Southdale Library
St. Louis Park Library
Walker Library
Wayzata Library
Ramsey County Public Library
Maplewood Branch
Roseville Branch
Washington County Public Library
R.H. Stafford Branch
Missouri
Cape Girardeau Public Library
Joplin Public Library
Poplar Bluff Public Library
New Hampshire
YBP Library Services
New Jersey
Cherry Hill Public Library
Middletown Township Library
Monroe Township Library
Rahway Public Library
South Brunswick Public Library
Springfield Free Library
New Mexico
Mother Whiteside-City of Grants
New Mexico Junior College
New York
Haverstraw King’s Daughters Library
Queens Borough Public Library
Suffern Free Library
North Carolina
Alamance County Public
Asheville-Buncombe Library
Braswell Memorial Library
Cabarrus County Library
Cumberland County Public Library
Bordeaux Branch
Cliffdale Branch
Court Branch
East Regional Branch
Headquarters Branch
Hope Mills Branch
North Regional Branch
Spring Lake Branch
West Regional Branch
Greensboro Public Library
Central Library
Hemphill Branch Library
Kathleen Clay Edwards Branch
High Point Public Library
Neuse Regional Public Library
New Century Elementary School
Library
Onslow County Public Library
Charlotte & Mecklenburg County
Beatties Ford Road Regional
Cornelius
Davidson
Hickory Grove
ImaginOn Educational Library
Independence Regional
Main
Matthews
Mint Hill
Morrison Island
Mountain Island Branch
Myers Park
North County Regional
Plaza Midwood
Scaleybark
South County Regional
Steele Creek
Sugar Creek
University City Regional
West Boulevard
Sheppard Memorial Library
Request for Proposal No. 208-5362
Radio Frequency Identification Software
Page | 82
Southern Pines Public Library
Transylvania County Library
Wayne County Library
North Dakota
Fort Berthold Community College
Ohio
Cleveland Public Library
Cleveland Heights Public Library
Cuyahoga County Public Library
Elyria Public Library
Kent Free Library
Lane Public Library
Perry Public Library
Shaker Heights Library
Twinsburg Public Library
Willoughby-Eastlake Public Library
Youngstown & Mahoning County
Oklahoma
Chickasaw Regional Public Library
Donald W. Reynolds Community
Center
Metropolitan Library System
Pioneer Library System
Will Rogers Library
Oregon
Curry Public Library
Eugene Public Library
Pennsylvania
Adams County Library
Upper Dublin Public Library
South Carolina
Greenwood County Library
Oconee County Library
Tennessee
Clarksville-Montgomery County
Dickson County Public Library
Kingsport Public Library
Millard Oakley Public Library
Nashville Public Library
Bellevue Branch
Southeast Branch
White House Inn Library
Texas
Abilene Public Library
Bedford Public Library
Brownsville Public Library
Denison Public Library
Frisco Public Library
Houston Public Library
Kendall Branch
Klein Independent School District
Leander Public Library
McAllen Memorial Library
Midland County Public Library
Palestine Public Library
Richardson Public Library
Round Rock Public Library
Tom Greene County Library
University Park Library
Utah
Davis County Library
Orem Public Library
Park City
Salt Lake County Library System
Draper Library
Herriman Library
Magna
Millcreek
Sandy Library
South Jordan Library
West Jordan
Snow College
Springville
Uintah County Library
Wasatch County Library
Virginia
Appomattox Regional Library
Bedford Public Library System
Chesapeake Public Library System
Episcopal High School
Fairfax County Library System
Gloucester County Library
Handley Regional Library
L .E. Smoot Memorial Library
Loudoun Country Day School
Norfolk Public Library
Petersburg Public Library
Staunton Public Library
Tidewater Community College
Virginia Beach Public Library System
Bayside Branch
Central
Great Neck Branch
Kempsville Branch
Oceanfront Branch
Princess Ann Branch
Waynesboro Public Library
Washington
Seattle Public Library System
Stevens County Rural Library District
Timberland Regional Library System
Whatcom County Library System
Wisconsin
U.W. LaCrosse
Wyoming
Sweetwater County Library System
International
Australia
Brisbane Square Branch
Willoughby Civic Place Library
Melbourne City Library
Docklands Branch
Syme Branch
Canada
Norfolk Library, Ontario
North Vancouver City Library
North Vancouver District Library
Ottawa Public Library (main)
Toronto Public Library System
West Vancouver Memorial Library
Trinidad and Tobago
National Library and Information
System
EXHIBIT C
DEFINITION OF TERMS
For purposes of this Agreement and the services and hardware provided hereunder, the below-
listed terms shall be defined as follows:
ACS means the Library's automated circulation system used for asset tracking,
recording, accounting, lending and return software system of library materials.
CircIT Application is the TLC title for the Visual Basic.NET program that resides on the
System PC or Library’s PC and interfaces the Library’s LAV or ACS Software.
Book(s) shall refer to all materials including but not limited to books, tapes, CD’s, DVD’s,
magazines and all Library items that must generally be handled by the TLS within the Library
environment.
LAV refers to the Library’s Automation Vendor that has provided the Library with its
asset tracking software.
MS refers to licensed Microsoft Corporation software that resides on the TLS PC or the
Library’s PC. When a PC is purchased by the Library from TLC, the license is transferred to the
Library and is considered third party pass through licensing.
MS Software(s) refers to software that is purchased by Tech Logic Corporation from
Microsoft Corporation for use on the System PC. Such software is considered “Third Party” and
licenses are passed through to the Library at the time of Syst em installation and acceptance.
Open Day refers to any day the Library is open as published in its schedule of Library
Locations and Hours on its webpage at http://www.fresnolibrary.org.
Operating System refers to software that manages computer hardware and software
resources and provides common services for computer programs.
RFID means Radio Frequency Identification that is the method of identifying or detecting
data stored on a microchip with an antenna. RFID consists of three components; RFID Tag,
RFID antenna, and RFID Coupler. The antenna is for amplifying transmission to and from a
coupler via radio frequency technology. The coupler receives the data from the RFID Tag and
sends a raw data stream via RS-232 connection to a PC and is interpreted by the TLC Software
to identify the Library Item that the RFID tag is attached to.
Site refers to any single library branch location.
System Item(s) refers to numerated system components as described in Exhibit “D”.
System PC refers to one or more personnel computer “PC(s)” that control all aspects of
the System, including but not limited to all the machines within the System and all
communication software’s that interface with the Library’s host computer.
Tag Replication is the process of converting industry standard bar-codes into RFID
Tags.
TLC refers to Tech Logic Corporation.
TLC Code is programmed instructions written in various computer languages and run via
a compilation of various softwares that reside on the TLC’s System PC or the Library’s PC. TLC
Code is proprietary property of Tech Logic Corporation and licensed for use to the Library, all
as stated within the Software License Agreement.
TLC Suite refers to the underlying program modules that have been written and
developed by TLC to quickly and expeditiously assemble whole system top level programs.
TLS refers to the Tech Logic System which is the automated system including, but not
limited to, radio frequency identification check-in and check-out components which include
security and inventory features; book drops and delivery systems; storage systems; sorting
systems; branch distribution systems; patron reserve systems; and computer systems
designed, manufactured or otherwise developed for the library industry for purposes of
circulation, security, inventory and materials handling.
EXHIBIT D
DESCRIPTION OF FUNCTIONALITY
The Description of Functionality is commonly referred to as a “Sequence of Operations”
and describes how the RFID CHECK-IN/CHECK-OUT and Asset Management system works
from both a controls point of view and mechanical view. It further defines system specifications
that provide the Library with a good understanding of anticipated performance objectives.
Throughput rates, speeds of moving devices, and reaction times of the system are all best
guesses based on previous system performances. This is so because many variables such as
network speeds, automated circulation system response times, Library personnel variances in
performance and Library collection variables may all have an impact on system throughput
rates, speeds and reaction times.
Tech Logic’s modular “suite” of software programs is used throughout its systems. Each
system is unique and custom designed to fit the Library’s specific environment, yet the basic
underlying code is the same from system to system via the modular code. Tech Logic will pick
and choose from these modules and link them together into the systems final program. This
consistency in programming at the lower level program structure enables Tech Logic to easily
upgrade changes to the Library’s top level system program as time passes. It is important for
the reader to understand that deviations from Tech Logic’s standard module functions can
produce additional programming costs to the Library.
RFID CHECK-IN/CHECK-OUT SYSTEMS
TLC is a North American Partner of multiple RFID Vendors, all of which are world class
suppliers of RFID tags and hardware that reads the RFID tags. TLC buys, uses in its products
and has otherwise developed many innovative RFID Check-in and Check-out Library material
handling workstations using this technology. RFID’s advantage over industry bar-code
technology provides the Library with ergonomic, invisible and fast identification of Library items
along with anti-theft security.
TLC Uses RFID Technology along with TLC Software, Check-in and Check-out
workstations, Tag Replication workstations and Asset Management Software to increase the
efficiencies within the Library realm. Key to the implementation of the RFID technology into the
Library arena is TLC’s Software Suite and its interfaces with most LAV’s. Specifically, TLC uses
standard 3M SIP 1.0, 2.0 or 2.0 w/ TLC extensions to interface with the CircIT software. The
International Standards Organization (ISO) is very close to releasing the NISO standard which
will replace the 3M SIP protocol. Tech Logic will adopt this standard as each LAV releases it’s
version of NISO.
The Sequence of Operations for each Check-in and Check-out product is explained as
follows:
A. The Combo (Self or Assist) Check-Out Workstation is a unique Patented concept
that TLC has developed to eliminate the need for remote, common place “self-checkout”
workstations. Combo workstations incorporate dual, back to back, flat touch-screen monitors
that are placed along circulation and check-out counters within the Library. Along the side of
each dual touch screen is a “top of counter mounted” antenna that allows patrons the ab ility to
“self or assist” check-out stacks of Books within seconds. This method of check-out, under
ideal conditions, can be up to ten to fifteen times faster than conventional self or staff type
check-out workstations depending on the speed of the interface with CircIT. The Combo
workstation works as follows:
1. When the Patron walks up to the outside of the Combo workstation, he/she
sets a stack of books onto the RFID antenna area and scan their card with a barcode scanner.
The flat-touch screen monitor on the Patron’s side of the counter informs the Patron that their
account is ok and to press the check-out button. When the patron presses the ok button, all
books in the stack are checked out within seconds.
2. At check-out, each Book’s RFID tag has its theft bit disabled. The RFID
tag’s theft bit must be turned off before a Patron may leave the Library. Many Library exit doors
are retrofitted with a set of security pedestals. The Pedestals look for theft bits that are not
turned off. If a tag’s theft bit is still on, the security gate will sound an alarm informing the
Library staff that an item is being stolen.
3. The theft bit method of security is extremely fast due to the low overhead of
reading only one bit within the whole tag’s word. A typical set of pedestal security gates can
read up to fifty books per second.
4. If a Patron has a problem with their account when using the Combo station,
a Library staff member behind the counter can disable the Patron’s monitor, switch to the CircIT
software package and fix the Patron’s account u sing their normal CircIT Terminal Client
software.
5. When the Patron’s account has been fixed, the staff member merely
presses a function key that re-enables the Patron’s monitor.
6. The entire Combo workstation is intuitive for both the Patron and the
Library staff person. One staff person can monitor and manage up to 3, 4, or 5 Combo stations
along a typical circulation desk. This savings in labor benefits the Library by allowing the staff
to work with Patrons outside of the circulation desk.
B. The RFID Self-Checkout Workstation is similar to the Combo workstation and is
recommended for use in areas remotely located to the service or circulation work desk. Self-
checkout workstations are ideal for places where the Library feels that their Patrons can deal
with self-checkout conditions that arise, such as overdue books and other flags that may not
permit a Patron to fully transact a self-checkout. TLC believes that the Library is the best judge
as to whether or not their Patrons are willing to except the possibilities of personal account
problems. In such a case, the RFID Self-Checkout Workstation Software will ask the Patron to
seek help at the service or circulation desk.
C. The RFID Staff Workstation consists of a desktop antenna and coupler that allows
staff personnel the ability perform back room reading, writing and general collection
management duties. TLC Software Suite empowers staff personnel with the following RFID tag
and general collection maintenance features:
1. Writing and locking collection code ID’s to the tag
2. Reading collection code RFID tag ID’s
3. Checking-in or out Books using the TLC VB-LAV Interface Software
4. All other functions that normal back-room staff may be required to perform.
D. The RFID Label Workstation allows staff members to easily convert existing bar-
coded Books to RFID tagged Books. RFID Tag generation is a four-step process. It entails
scanning the bar code located on the book, grabbing the programmed tag from the printer, and
applying the label to the book. The workstation consists of a PC running TLC EZ tag software,
an RFID label printer, and bar code scanner. The following is the Tag Replication Sequence of
Operation:
1. The PC on the EZ tag cart is started. The EZ tag software is started which
allows the operator to specify what logo file they want to reference for the labeling. Once “Label
Mode” is selected, scanning of the barcodes can begin.
2. The operator finds the barcode on the book and scans the code using the
EZ Tag barcode scanner. The information scanned from the barcode label is displayed on the
operator screen of the PC.
3. The RFID tag is then printed and programmed simultaneously.
4. The operator can then pick the label from the printer and place the label
onto the book. The tags should be placed on the inside back cover of the book, being careful to
place the tag directly on the book and not on the book protector and within a 60mm square
area position of eight possible positions alternately at the lower left -hand corner.
ASSET MANAGEMENT SYSTEMS
The inventory management system consists of TLC CircTrak RFID shelf management
system with 10” tablet or laptop includes inventory management and comparison software that
utilizes the hand held inventory scanner for quick read ing of all Library RFID tags. The CircTrak
RFID Reader and tablet/laptop may be used for the following key functions:
A. Inventory: The typical scan rate of the CircTrak RFID Reader is approximately 10
books per second and can help to organize books on shelves in groups of logical/un-logical
Dewy or Author last name order. The shelf management system can hold up to 500,000
records.
B. Lost Items: The CircTrak RFID Reader, when loaded with a list of Item Numbers,
can quickly locate lost or misplaced books within the library’s collection. The shelf management
system can hold up to 500,000 records.
C. Hold Items: The CircTrak RFID Reader, when loaded with a list of Item Numbers,
can quickly locate hold items within the library’s collection. The shelf management system can
hold up to 500,000 records.
D. Transit Items: The CircTrak RFID Reader, when loaded with a list of Item
Numbers, can quickly locate transit items within the library’s collection. The shelf management
system can hold up to 500,000 records.
E. Security: The CircTrak RFID Reader can be used for theft protection detection
and body searches at security doors. The unique features of RFID tags with theft bit technology
allow the CircTrak RFID shelf management system to locate and detect items that have been
stolen.
F. Wireless Connectivity: The CircTrak RFID shelf management system interfaces
wirelessly with the ILS to provide real time status information on all items using industry
standard wireless communications.
EXHIBIT E
PRICING SCHEDULE
Product
Number
Products and Services Individual
item Cost
Qty 2-5
Discount
Qty 6-10
Discount
Qty 11-25
Discount
Qty 26+
Discount
Hardware
Combo Stations
25012817 22” Color, LCD Non Touch-
Screen, Flat Panel Monitor
$ 690.00 $ 690.00 $ 690.00 $ 680.00 $ 670.00
45006871 Tech Logic ABS Single Antenna with
Reader $2,000.00 $1,900.00 $1,800.00 $1,650.00 $1,500.00
25016534 Tech Logic NX Series Desktop
Antenna w/Reader
$695.00 $695.00 $695.00 $695.00 $695.00
25012265 Linear Images, Desk-Top Bar Code
Scanner with hands-Free Base
$ 280.00 $ 280.00 $ 260.00 $ 255.00 $ 250.00
25012426 Epson Desktop Receipt Printer $ 510.00 $ 510.00 $ 495.00 $ 485.00 $ 485.00
25012273 Epson 6 foot USB cable $ 15.00 $ 14.00 $ 13.00 $ 12.00 $ 10.00
Staff Stations
45006871 Tech Logic ABS Single Antenna with
Reader-
$ 2,000.00 $1,900.00 $1,800.00 $1,650.00 $1,500.00
25016534 Tech Logic NX Series Desktop
Antenna w/Reader
$695.00 $695.00 $695.00 $695.00 $695.00
25012265 Linear Images, Desk-Top Bar Code
Scanner with hands-Free Base
$280.00 $280.00 $260.00 $255.00 $250.00
Inventory Wands
45006895 CircTRAK rf Inventory Wand
with handheld computer
$ 4,995.00 $4,995.00 $4,995.00 $4,995.00 $4,995.00
Security Gates
45006064 Single Walk Way Clear Acrylic
Gates with People Counter -
NEDAP
$5,000.00 N/A N/A N/A N/A
45006065 Dual Walk Way Clear Acrylic
Gates with People Counter -
NEDAP
$7,500.00 N/A N/A N/A N/A
45006066 Triple Walk Way Clear Acrylic
Gates with People Counter -
NEDAP
$10,000.00 N/A N/A N/A N/A
Software
EXHIBIT E
Product
Number
Products and Services Individual
item Cost
Qty 2-5
Discount
Qty 6-10
Discount
Qty 11-25
Discount
Qty 26+
Discount
28000002 Software licenses, CircIT, new order
(per seat)
$ 499.00 $499.00 $499.00 $499.00 $499.00
28000007 Software licenses, CircIT Staff, new
order (per seat)
$ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00
Installation
Installation of Security Pedestals -
per pedestal
$925.00
Maintenance & Warranty
Yearly Software Support/License
Fee per seat (required in order for
continued support)-CircIT
Yearly Software Support/License
Fee per seat (required in order for
continued support)
$400.00 $400.00 $400.00 $400.00 $400.00
$220.00 $220.00 $220.00 $220.00 $220.00
2nd Year Warranty Extension 15% of Hardware Cost
Other Costs
Custom Programming (per hour; 8
hour minimum)
$275.00
Additional onsite training (per day) $1,450.00
Additional labor for problems not
covered by warranty
$200 per hour (up to $1,600 per day) per Contractor personnel
EXHIBIT F
NOTICE OF COMPLETION and ACKNOWLEDGMENT
Pursuant to Section 7. INSTALLATION AND TESTING of the Agreement, CONTRACTOR
herein notifies COUNTY that all or part of the TLS is installed and completed at the COUNTY
and running under permanent power.
Comments:
CONTRACTOR
Date: ______________________, 20____. By: ___________________________________
____________________________________
(Printed Name and Title)
ACKNOWLEDGMENT
Pursuant to Section 7. INSTALLATION AND TESTING of the Agreement, COUNTY hereby
acknowledges that (i) the TLS is installed and completed at the COUNTY, and running under
permanent power, or (ii) a Notice of Corrections had been issued and that completion of
corrections there under has been accomplished by Tech Logic.
COUNTY
Date: ______________________, 20____. By:___________________________________
___________________________________
(Printed Name and Title)
EXHIBIT G
NOTICE OF CORRECTIONS
Pursuant to Section 7. INSTALLATION AND TESTING of the Agreement, the COUNTY herein
notifies CONTRACTOR of the following items within the TLS that are not to the COUNTY’s
satisfaction and need to be repaired, replaced, adjusted, reprogrammed or otherwise made
correct in response to CONTRACTOR’s Notice of Completion. The following corrections need
to be made:
Item
No. Description TLC
COUNTY
Date: ______________________, 20____. By:___________________________________
___________________________________
(Printed Name and Title)
EXHIBIT H
SOFTWARE LICENSE AGREEMENT
1. License Grant.
A. License. Subject to the terms and conditions of this Agreement, CONTRACTOR
grants COUNTY a perpetual, nontransferable, nonexclusive license to use the
computer program and user documentation listed in EXHIBIT D (the 'Software') at
the Installation(s) set forth in the Agreement. COUNTY may install and use the
Software's computer program only on one machine at one time at the
Installation(s). If COUNTY desires additional copies of the Software's computer
program or user documentation, CONTRACTOR will provide such copies at the
rates set forth in EXHIBIT E.
B. Restrictions. COUNTY shall not (i) use the Software to provide services under
any name other than that of COUNTY; (ii) use the Software to process the data of
third parties without CONTRACTOR's prior written consent; (iii) use the Software
in the operation of a service bureau; (iv) modify or change the Software; or (v)
decompile, disassemble or otherwise reverse engineer the Software.
2. Deliverables.
A. Software. CONTRACTOR shall provide COUNTY one executable copy of the
Software's computer program and one copy of the Software's user
documentation. COUNTY shall not copy the Software (except for one archival
copy for back up purposes only).
B. Hardware. COUNTY shall arrange for the purchase or lease, installation, testing
and maintenance of adequate hardware. COUNTY shall be solely responsible for
hardware maintenance, including periodic inspections, adjustments, and repair.
3. Installation, Maintenance and Training: CONTRACTOR shall install and maintain the
Software and provide training to COUNTY's employees pursuant to the terms of the
Maintenance Agreement. COUNTY shall provide internet capability to allow
CONTRACTOR to access, review and modify the Software remotely.
4. Payments: COUNTY shall pay CONTRACTOR the Software license fees, in the
amounts and under the terms set forth in EXHIBIT E. All fees shall be payable upon
presentation of invoices. CONTRACTOR may change its license fees for additional
copies of the Software upon thirty (30) days prior written notice.
5. Confidentiality: COUNTY agrees that neither COUNTY, its agents, nor, its employees
shall in any manner use, disclose or otherwise communicate any information with
respect to the Software which might enable copying of all or any portion of the Software.
COUNTY agrees to take all necessary action to protect the confidential and proprietary
information included in the Software, including appropriate instructions and agreement
with its employees.
6. Title: COUNTY agrees that CONTRACTOR owns all copyright, trade secret, patent,
trademark and other proprietary rights in and to the Software, including all modifications
thereto.
7. Warranties: CONTRACTOR warrants that it has clear title to the Software.
CONTRACTOR further warrants that for a period of twelve (12) months after installation,
the Software, if used by COUNTY in accordance with the Software's user
documentation, will substantially perform the functions set forth in EXHIBIT D.
CONTRACTOR MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING WARRANTIES AS TO MERCHANTABILITY OR FITNESS FOR A
PARTICULAR PURPOSE.
EXHIBIT I
SELF-DEALING TRANSACTION DISCLOSURE FORM
In order to conduct business with the County of Fresno (hereinafter referred to as “County”),
members of a contractor’s board of directors (hereinafter referred to as “County Contractor”),
must disclose any self -dealing transactions that they are a party to while providing goods,
performing services, or both for the County. A self -dealing transaction is defined below:
“A self-dealing transaction means a transaction to which the corporation is a party and in
which one or more of its directors has a material financial interest”
The definition above wi ll be utilized for purposes of completing this disclosure form.
INSTRUCTIONS
(1) Enter board member’s name, job title (if applicable), and date this disclosure is being
made.
(2) Enter the board member’s company/agency name and address.
(3) Describe in detail the natu re of the self -dealing transaction that is being disclosed to
the County. At a minimum, include a description of the following:
a. The name of the agency/company with which the corporation has the
transaction; and
b. The nature of the material financial interest in the Corporation’s transaction that
the board member has.
(4) Describe in detail why the self -dealing transaction is appropriate based on applicable
provisions of the Corporations Code.
(5) Form must be signed by the board member that is involved in the self -dealing
transaction described in Sections (3) and (4).
(1) Company Board Member Information:
Name: Date:
Job Title:
(2) Company/Agency Name and Address:
(3) Disclosure (Please describe the nature of the self-dealing transaction you are
a party to):
(4) Explain why this self-dealing transaction is consistent with the requirements
of Corporations Code 5233 (a):
(5) Authorized Signature
Signature: Date: