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REQUEST FOR PROPOSALS
PATRON COMPUTER ACCESS
AND/OR
PRINT MANAGEMENT SOLUTIONS
LIVINGSTON PARISH LIBRARY SYSTEM
Deadline for submission of proposal:
Wednesday, July 16, 2014
2:00 PM CST
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REQUEST FOR PROPOSALS
For
“Patron Computer Access and
Print Services Management Solution”
Proposals for Patron Computer Access and Print Services
Management Solution, will be received at the Administrative
Office of the Livingston Parish Library, 13986 Florida Blvd,
Livingston, Louisiana 70754 until 2:00 p.m., July 16, 2014.
Proposals will be opened and publicly read.
The Livingston Parish Library, Livingston, Louisiana is
accepting proposals from qualified professional firms to
provide costs to install and configure a Patron Computer
Access and Print Services Management system, and to train
staff in its operation, in accordance with the specifications
contained in the Request For Proposals (RFP).
The RFP, including the Specifications, may be obtained at the
Administrative Office of the Livingston Parish Library, 13986
Florida Blvd., Livingston, Louisiana, 70754 or online at
Livingston Parish Library website www.mylpl.info/rfp
The acceptance of any proposal made pursuant to this
invitation shall not be binding upon the Library until an
agreement has been executed.
Giovanni J. Tairov, Library Director
Issued on 06/10/2014
Publication Dates: 06/10/2014, 06/11/2014
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A. INTRODUCTION
Livingston Parish Library (“LPL”) is seeking proposals from firms specializing in an integrated
solution designed to manage the use of patron accessible computers, Internet access, and
multifunction printers / copiers by the public. The patron computer access solution must be
compatible with the library’s current circulation software TLC Library.Solution 4.2.X. The software
should recognize and authenticate patrons with valid and unrestricted accounts without staff
involvement, and enable patrons to enter their patron information into a public computer
workstation, thereby giving them time-limited access to that computer. This software will allow
patrons to access public computers and be capable of assessing the patron a charge for
documents printed on library multifunction printers / digital copiers. The software should also
allow patrons with mobiles devices to submit print jobs from their laptops, smartphones or
tablets from inside the library network or remotely. The product should be compatible with the
library’s current multifunction printers / copiers (Xerox), should offer an embedded print release
and copy controller capable interacting with the patron database.
Due to space constraints at the branches, it is preferred that the system does not rely on print
release stations. Users should be able to scan or enter their library card number at the
multifunction printer/digital copier, and be able to release their print jobs or enable copy
functions using the touchscreen on the multifunction printer/digital copiers itself.
It is preferable that the product not require a separate validation card for registered
library patrons in addition to or instead of the library card currently in use, and that the database
containing patron information (which the software uses for Internet access authentication) reside
on a library local area network server.
The Patron Computer Access and Print Services Management Solution should have an
integrated guest card dispenser where library guests can purchase a card to allow use of the
library’s computers and print/copy offerings. A receipt printer must be able to issue a receipt for
every transaction.
The patron computer access and print management solution must be dependable and user
friendly for both library staff and patrons. It should follow best industry and library practices. The
software and hardware must be manageable, expandable, and flexible in order to meet the needs of
this growing organization. The prospective vendor(s) must have a proven record of providing its
services to public libraries on a timely basis. Finally, the company’s support staff must possess the
expertise to elicit knowledgeable responses relating to patron access and/or print management
issues. These factors: dependability, ease of use, excellent support, and an outstanding reputation
among public libraries will weigh heavily in Livingston Parish Library Board of Control’s decision.
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B. Library Overview
Livingston Parish Library is located in Livingston Parish, Louisiana. The system has an
administrative building and five (5) branches. Livingston Parish Library is governed by the Board of
Control. The Board consists of seven members appointed by the Livingston Parish Council. The
library is funded by a 10 mill property tax. Livingston Parish Library has a Board-approved system-
wide Internet Usage Policy.
Currently, LPL has approximately 62,000 registered library cardholders. The patron
computer access and print management system is needed at 4 (four) branch locations. The 4 (four)
branches affected by this project have the following number of PC’s:
Branch Name Number of PC’s Number of Servers
Albany-Springfield Branch 19 2
Denham Springs-Walker Branch 30 2
Main Branch 17 2
Watson Branch 22 2
C. Proposal Criteria
Livingston Parish Library Director and Board of Control request that vendors submit
written proposals which present the vendor’s qualifications and understanding of the work
performed. The vendor’s proposal should be prepared simply and economically and should provide
all information which it considers pertinent to its qualifications for the project which must at least
include the following sections:
1. Cover letter. This introductory letter will include the name and address of the firm
submitting the proposal along with the name, address, and telephone number of the
person(s) authorized to represent the firm during contracting.
2. Profile. A brief description of the company’s background including organization, staff,
and experience should be included, in accordance with Section II. The company should
demonstrate financial stability and describe any outstanding litigation. Proof of
insurance should be included here.
3. Installation. Vendor should describe the installation aspects of the proposed system.
Vendor should indicate if additional electrical outlets, LAN drops, or, PC’s are required.
4. Client List. All vendors must submit a list of a minimum of three (3) clients of public
libraries currently installed and operating with the system proposed or similar projects
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only. Reference must include name and address, name and phone number of contact
person. The Library Board reserves the right to contact references other than, and/or in
addition to, those furnished by a vendor.
5. Implementation Schedule. Vendor is to provide a schedule for system installation
outlining what will take place and the responsibilities of the contractor and the Library,
in accordance with Section 4.
6. Training. The company is to describe its training approach. In this section, the
vendor should outline when and where training will occur. Also to be included is the
number of personnel to be trained.
7. Warranty, Maintenance and Support. In this section the vendor is to describe
warranty and maintenance policies for these solutions. Include information about
support policies especially concerning free help lines, hours of operation, and
emergency service, in accordance with section 3 (p.21).
8. Configurations and cost. This section must include a complete breakdown of all costs
associated with the proposed system. This includes print management system
hardware, installation, freight, training, and maintenance agreements. This list should
also include a comprehensive 5-year schedule of all maintenance support cost
associated with its product. Such maintenance shall include all product software upgrades
and specify the level of customer support to be provided. The schedule of maintenance
costs shall be incorporated into the final contract between LPL and the vendor, in
accordance with section 5 (p. 21). The corporation’s prices shall be firm, F.O.B., with
inside delivery to the Administration Building of Livingston Parish Library. The delivery
address is: 13986 Florida Blvd, Livingston, LA 70754. Finally, charges should also include
the removal of all debris.
9. Performance Bond. A performance bond for the total cost of the system shall be
required prior to the award of the contract. This performance bond shall cover all
functional and performance requirements described in this RFP and the vendor’s
proposal. The performance bond will be discharged 6 months after completion of pilot
operation.
10. Field Test Prior to Contract Vendor response must include a provision for field-testing its
product at a site (or sites) within Livingston Parish Library System to ensure that all
specifications in this RFP can be met. Such field test shall be conducted prior to the
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finalization of a contract between the vendor and LPL. The field test will be conducted at
no cost to Livingston Parish Library. The length and conditions of such field-test shall be
specified in the vendor response to this RFP. LPL shall be the sole judge as to ability of the
product to meet the required specifications at the conclusion of the field-test. In the
event that the field-test proves to be unsuccessful, LPL may reject the vendor’s proposal
and shall have the right to secure a product from a competing vendor. In such case, the
unsuccessful vendor shall remove all hardware and software involved in the field test and
shall have no right to recover any costs incurred in the field test.
In preparing the proposal, the vendor should fully respond to the specifications set forth in
sections of this Request for Proposal (RFP). The proposal should meet or exceed the specifications
and requirements as outlined in Section I of this document. The vendor should clearly state
whether or not the specifications could be met. All exceptions should be noted and documented or
LPL will assume that the system will meet all the specifications as written in this RFP document.
All qualifying and valid proposals shall be reviewed and evaluated by the Livingston Parish
Library Board of Control, Livingston Parish Library Director, and the Head of Information Technology
Department. The Livingston Parish Library attorney will also evaluate the proposals. Proposals may
be held by the Library during the evaluation period not to exceed ninety (90) days. The Livingston
Parish Library Director, Head of Information Technology Department, and/or Board of Control
reserve the right to reject any proposal for just cause.
Any proposal must include the Signature Sheet (see addendum) which has been signed by
an individual authorized to bind the offer. All proposals submitted without such signature may be
deemed non-responsive.
Two copies of the vendor’s proposal must be submitted by hand delivery or commercial delivery to:
Giovanni J. Tairov, Director
Livingston Parish Library
13986 Florida Blvd / PO Box 397
Livingston, LA 70754
Proposals are due: Wednesday, July 16, 2014
2:00 p.m., CST
No oral, fax, telegraphic, or telephonic proposals or modifications of submitted proposals
will be considered. Proposals received after this deadline will not be accepted and will be returned
to the vendor unopened. Proposals shall be clearly identified on the outside of the package by the
following note:
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PATRON COMPUTER ACCESS AND PRINT MANAGEMENT SOLUTION
Vendor’s Name
E. Evaluation/Selection
These criteria are to be utilized in the evaluation of qualifications for development of the
shortlist of those vendors to be considered. Vendors are required to address each evaluation criteria
and to be specific in presenting their qualifications. Evaluation criteria include:
experience in performing proposed services for other similar clients
client satisfaction
capabilities, features, etc. of the proposed services and the degree to which the
proposed system meets the need of the library system
evidence that vendor can provide services with a high level of quality
compliance with proposed conditions
cost
whether subcontractors will be utilized
time necessary to complete the project / implementation
Livingston Parish Library reserves the right to obtain clarifying documentation and
information from any vendor after responses have been submitted to assist in interpretation and
evaluation of vendor proposals.
Once the proposal is awarded to the vendor in wiriting, authorized personnel from the
vendor company must show proof of insurance within ten (10) days. Except as otherwise provided
by law, the proposer and its subcontractors shall maintain such insurance as will protect them from
claims under Workman’s Compensation Acts. Also, such insurance will protect them, Livingston
Parish Government, and Livingston Parish Library employees and officers from any claims for
damages for personal injury, including death.
The successful company and its subcontractors shall maintain comprehensive general
liability insurance that will protect Livingston Parish Government and Livingston Library employees
against necessary repairs to the library locations as a result of work done by the vendor or damage
done by employees connected with the vendor.
F. Selection Procedure
Selection shall be made of the vendor deemed to be fully qualified and best suited among
those submitting proposals, on the basis of the factors involved in the Request for Proposal,
including price. The Library Board shall select the vendor which, in its opinion, has made the best
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proposal. A written contract may be awarded to that vendor. If it is deemed that a sole vendor
cannot offer a satisfactory integrated patron computer access and print management solution in
one package, then the second vendor will be selected.
G. Basis of Award
The Library shall have a period of ninety (90) days after opening of bids in which to award
the contract. Information and/or factors from the evaluation criteria, gathered during the review
and any reference checks, and any other information or factors deemed relevant by the Library
Board, shall be utilized in the final award. Price is not the only determining factor in the decision to
award the contract, however it is a consideration. Livingston Parish Library reserves the right to
choose the proposal which is most suitable for its patron computer access and/or print management
needs; including suitability for the purpose for which the system will be used, digital copier
computability, effective staff training, product quality, customer service, and support. Other
considerations are bidder creditability, delivery date, viability and past performance.
Livingston Parish Library reserves the right to reject any or all proposals and to enter into
negotiations with one or more bidders.
H. Contact Person
Questions and comments regarding technical and functional issues in this RFP must be
submitted in writing by: Wednesday, July 16, 2014. All questions will be answered as an addendum
to this RFP. All questions should be addressed to the following contact person:
Giovanni J. Tairov, Director
Livingston Parish Library
13986 Florida Blvd / PO Box 397
Livingston, LA 70754
Phone: (225) 686-2489
FAX: (225) 686-7424
I. Taxes
Livingston Parish Library is exempt from paying excise, federal, or sales tax. For that reason,
the bid price shall not include any tax.
SECTION I
Product Requirements for an Integrated Patron Computer Access and
Print Management Solution
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1.1 Scope of Services
All proposals must either meet or exceed the requirements contained herein. Vendor product must meet the following requirements:
1.1 General product requirements: 1.1.1 Must support, and not interfere with existing LPL Internet policy 1.1.2 Must not require additional library staffing. 1.1.3 Must interface with the library’s existing ILS System/circulation software (TLC
Library.Solution 4.2.X) and also circulation software offered by major vendors in the library automation marketplace.
1.1.4 Must function with existing library cards, 14 digit, CODABAR
1.1.5 Must not require additional hardware for computer workstations. 1.1.6 Must work with existing computer workstations and printers. Must be able to
handle 4 locations, 100 PCs, and daily usage of 100% from 9AM to 9PM. 1.1.7 Must provide a wireless printing solution for customer owned devices. 1.1.8 Must provide an integrated/embedded copier interface for printing and copying
1.2 User Authentication Product Requirements:
1.2.1 System must authenticate users and seamlessly interface with the library’s
automation system, LS2 4.2.X, using the SIP protocol or equivalent. Must use a
separate (internal) database to authenticate users. User access time limitations,
application rights, and print entitlements should be established at the patron
record level.
1.2.2 Must automatically and without staff involvement, accommodate visiting patrons
according to specific limitations, rights and print entitlements established by the
library for that patron category.
1.2.3 Patron database must be constructed without library staff involvement. Vendors
should explain how their product meets this requirement.
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1.2.4 System must be able to authenticate with other Currently Available ILS systems
for maximum flexibility in the future.
1.2.5 System must be accessible from the PCs in all library locations so that, at library
option, system-global rules can be enforced with real time information.
1.2.6 SIP integration must continue to function without issue when the ILS SIP software
is upgraded with new fields.
1.2.7 User database must be populated without library staff involvement.
1.2.8 User access rights, time limitations and print entitlements must be able to be
established at a predefined user group level, computer type level, or customer
record level.
1.2.9 Must include the option for real-time interface between the circulation customer
database and the access management database so that computer/Internet
entitlement is determined by the most current information in the circulation
customer record.
1.2.10 Must easily accommodate visitors according to specific access rights and print
entitlements established by the library within a predefined visitor group.
1.2.11 Must be able to generate visitor cards for non-cardholders on demand for a fee
and without staff intervention for access to the public computers.
1.2.12 Should function without the need for additional or replacement library cards, nor
additional hardware at patron workstations.
1.3 User Grouping Product Requirements
1.3.1 Must provide the capability to easily group users, both customer and visitor,
according to Library definable criteria.
1.3.2 Must enable the library to centrally manage access, time and print parameters
separately for each user group.
1.4 Session Management Product Requirements
1.4.1 Must provide each individual library or branch location with the ability to enforce its
own specific time and session limitation policies.
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1.4.2 Must provide the ability to establish user access, session time limits, and print
settings for a collection of computers that would override a user’s predefined group
parameters. For example, only filtered access is allowed on computers in the
Children’s area no matter the user preference and only children’s cards may be used
with those PCs.
1.4.3 Must accommodate designated purpose computers such as Express, E-Mail only, or
printing only with and without requiring user logon, at library option. The Library
must be able to change the configuration of these machines from a central location
without having to touch the particular computer.
1.4.4 Must automatically monitor and enforce a total customer daily time allocation,
individual session time limit, and inactive time limit as established by each individual
library and across the library system as a whole.
1.4.5 Must automatically allow the extension of session length to the maximum daily
allowed determined by the library without staff involvement at times when a
percentage of public PCs are available.
1.4.6 Must automatically monitor overall computer usage so that the library has the
option to not enforce session time rules at times when there are computers not in
use.
1.4.7 Must notify users when starting or stopping the enforcement of the session time.
1.4.8 Must provide customers with the ability to enter a barcode with a PIN at any public-
use computer workstation, which will activate the product and grant or deny user
access.
1.4.9 Must allow customers to logon to any available computer and limit session time
without requiring the customer to first sign-up for the use of the computer.
1.4.10 Must require that the customer and/or visitor click to access the individual library’s
computer/internet user policy prior to gaining access to the internet.
1.4.11 Must allow customer to lock their current computer session in order to walk away
from the computer momentarily without having another user access the computer.
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Session timers must continue to decrement when a computer is locked.
1.4.12 Must provide customers with the ability to track their own usage time.
1.4.13 Must have the ability to provide on-screen messages informing customers of
approaching end of session time and inactivity time. These messages must be able
to be modified by the library.
1.4.14 Must automatically notify users before their session ends. Staff must be able to
refresh user time without leaving the staff desk.
1.4.15 Must automatically log-off and/or shutdown public-user computers prior to closing
times established by each library location.
1.4.16 Must automatically log out of a computer session and return to a user login screen
after a period of inactivity (keyboard or mouse) or at the end of a customer session.
1.4.17 Must automatically and permanently clear and erase historical user information
from the internet browser and PC after a customer has ended his or her session.
This process must NOT require a re-boot.
1.4.18 Must allow a log off script when the customer logs off the user session so additional
tasks determined by the library may be run.
1.4.19 Must protect against the ability of customers to get around time limits on the client
computers.
1.4.20 Must allow customization of the logon screen.
1.4.21 Customers must not be able to make any use of the PC prior to logging in via the PC
management system.
1.5 Computer Reservations & Scheduling Product Requirements
1.5.1 Must, at the library’s option, allow customers or visitors to reserve their own
computers.
1.5.2 Must provide the option to reserve and schedule computer time from within the
library.
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1.5.3 Must allow each library to determine how many computers reservations a customer
can make on any given day, how far into the future reservations can be made, the
length of time reservations can be made for, as well as which computers are reserve
able vs. true queuing vs walk up only.
1.5.4 Must provide a library-controllable grace period (amount of time a customer can
show up late) for reservations. Once the grace period has elapsed, the reservation
must be automatically deleted and the computer made available again for public
use.
1.5.5 Must provide, at library option, the ability to implement either a Reservation
system, a first available signup system, or walk up only system.
1.5.6 The Reservation System must allow library staff to make, modify and delete
reservations. The system must also allow staff to make block reservations for
classes or training session purposes. The block reservations must be able to be
made for a set time and time period defined by the staff member.
1.5.7 The First Available Sign-Up system must be a self-service system for PCs assigned on
the next available basis without any staff involvement. The system must notify users
that there is no wait if there are available PCs. If PCs are available, the system must
NOT require users to register themselves at a sign-up station when PC sessions are
currently available.. As soon as all PCs are in use, the system must automatically
switch control mode to require that users sign-up for a PC.
1.5.8 When users are required to sign themselves up at the First Available station, they
must be able to enter their card number and PIN. When users enter their card
numbers, the system must place them on a queue (waiting list) and provide them
with or allow them to create anonymous identifiers and the estimated wait time.
1.5.9 When a PC becomes available, the Sign-Up System automatically assigns the
computer to the next person in the queue. To indicate this condition, the pending
identifier must be displayed on the station.
1.5.10 PCs must remain assigned for the duration of the Grace Period defined by the
library. If a user fails to log on during the grace period, their position is lost and the
PC will automatically be assigned to the next person in line.
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1.6 Print Control Product Requirements
1.6.1 Must offer flexibility in the control of print costs. Specifically, the product must be
able to: a) Notify customers of print charges before they are incurred, b) Assess
different print charges by printer
1.6.2 Must provide library with Pre-Paid Deposit accounted for in the product database.
This method requires that customers deposit money into a print account that is
based upon their current bar code library card. Payment for print is automatically
charged against the customer account balance.
1.6.3 Must enable the library to centrally manage print parameters separately for each
user group.
1.6.4 Print release station must be an integrated feature and work with the library’s Xerox
printer/copier equipment.
1.7 Value Add Stations
1.7.1 Must provide for self-service "value-add" pay stations where both customers and
visitors can either deposit money onto their accounts or pay for individual print jobs
without staff involvement using the library's existing bar code library card. Stations
to accept bills and coins and print transaction receipts.
1.7.2 The "value-add" stations must provide real-time reporting on all financial
transactions.
1.7.3 Must quote equipment connected to a standard PC/Monitor.
1.8 Wireless Printing Requirements
1.8.1 Must allow customers to print for their own devices to existing library printers.
1.8.2 Must be compatible with Windows, Mac OS X, iOS, and Android devices.
1.8.3 Must not require customers to install any executable software on their device.
1.8.4 Must not require library card authentication at time of “printing” from device.
1.9 Reporting Product Requirements
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1.9.1 Must have the capacity to produce reports from a centralized report generation
module for any of the connected machines, appliances or peripherals. Reports will
be date-range driven and able to be run for either the entire system or individual
branch locations.
1.9.2 Must provide the library's financial officer with a real time view of any/all funds
deposited/spent/remaining for any user, location, or device.
1.9.3 Must provide the library with the ability to determine what field level information is
retained in the database and for how long it is retained. The library's decision not to
retain specific data must not degrade statistical reporting capabilities.
1.9.4 Reports must include but should not be limited to:
Customer Reports
Location/Group Reports
Usage Reports
Reservation Reports
Print Reports
Financial Reports
1.9.5 Must allow staff to track printing fees owed and paid.
1.9.6 Must allow authorized staff to produce reports detailing individual computer
workstation use and other management information as needed.
1.10 Staff Administration Product Requirements
1.10.1 Must provide for central, as well as distributed (branch level) multi-level
administration by both admin and staff level users.
1.10.2 Must include a staff payment option interface that enables staff to accept cash
for prepayment from customers or visitors.
1.10.3 Must allow staff to change customer information in real time.
1.10.4 Must allow staff to make global changes to customer records.
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1.10.5 Must allow staff to efficiently control customer usage time i.e. to easily extend
time for a customer while at the Public Service desks.
1.10.6 Must allow staff to remotely control public PCs from staff desk i.e. logon users,
logoff users, send messages, shutdown PCs, etc.
1.10.7 Must allow staff to search customer records using bar code number, customer
name.
1.10.8 Must allow staff to automatically generate unique visitor card numbers and PINs
for visitor computer access.
1.10.9 Must allow staff to schedule customer 's computer sessions.
1.10.10 Must allow staff to view the current PC activity (in use, reserved or available)
either within their library location or for any other library location within the
system.
1.10.11 Must allow staff to disable or inactivate customer access to the computers at
any time.
1.10.12 Must have the capability for staff to remove money from an account if more
money that intended has been inadvertently added.
1.11 Technical and System Product Requirements
1.11.1 Must not noticeably degrade current Internet response times.
1.11.2 Must be capable of operating on the library's area network.
1.11.3 Must be capable of operating within a Microsoft Active Directory Domain using
Group Policy.
1.11.4 Must integrate with the library's automation software (TLC LS2 4.2.x)
1.11.5 Must run using standard Internet browsers such as Internet Explorer, Chrome or
Mozilla Firefox.
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1.11.6 Any necessary peripheral devices must operate with existing library computer
equipment.
1.11.7 Must be capable of operating over a Fiber connection to the Internet.
1.11.8 Must be capable of operating with any Internet Service Provider.
1.11.9 Must be capable of running in Windows 8 and 8.1 Professional Operating
Systems.
1.11.10 Must be compatible with Postscript and standard PCL6 printer drivers and be
adaptable to upgraded versions.
1.11.11 System must be compatible with Windows Server 2008 and above in a
virtualized environment.
1.11.12 Software must be compatible with the SmartShield product from Centurion
Technologies.
1.11.13 If a database is required, it must be compatible with Microsoft SQL Server.
1.11.14 Must work well with all monitors sizes and display resolutions.
1.11.15 Must provide the ability for the management of customer information to be
hosted on a server locally at the library data center.
1.11.16 System must feature complete and tested modules that are not considered to
be “under development” at the time of deployment.
1.11.17 Software must be stable and have a reliable uptime.
1.12 Implementation and Support Requirements
1.12.1 Must successfully test all hardware and software, both centrally and at library
branches.
1.12.2 Must provide comprehensive training sessions and materials to library staff.
1.12.3 Must provide updates to training and documentation as the product is
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enhanced.
1.12.4 Must provide telephone and electronic access to central customer support
Monday –Friday between 7AM and 5PM MST. Preference will be given for 24/7
support.
1.12.5 Must provide a method of updating client computers with patches and/or
scheduled upgrades.
1.12.6 Vendor must assist in migration of data from the current PC Management
system. The primary area of concern being credit on customer accounts.
1.12.7 Quote must include first year of maintenance for the product(s).
1.13 Additional Desired Features
1.13.1 Staff interface should be available through a web browser or via mobile device
apps.
1.13.2 Should allow public access even if the computer workstation lost connection to
the access management server.
1.13.3 System should integrate with 3rd party scanners and scanning software for print
cost recovery.
1.13.4 Internet restrictions should be able to be set according to a borrower type in the
ILS system.
1.13.5 The customer interface, including display of queue, upcoming reservations, etc.,
should be visually appealing.
1.13.6 Credit card payment network must be PCI compliant.
1.13.7 Should be able to provide a customer/visitor with a reconciliation of payments
made into and applied by the system.
1.13.8 Support should be 24hours/7 days a week.
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1.13.9 Can have customer ability to store some information (such as bookmarks) at the
library and have them load at logon.
1.13.10 Must be compatible with the Apple iOS
1.13.11 Customer credit on the ILS can be applied to the customer’s printing account.
Also, the reverse could be true.
1.13.12 System can integrate with copiers for customer account charging.
1.13.13 Can work well with a touch screen interface for both public and staff.
1.13.14 Can work with existing cash boxes or include the cost of new units as part of the
response.
1.13.15 Wireless release station can be combined with the value added station.
1.13.16 The value added station should have the ability to take credit/debit card
payments.The value added station can also have an option for a standalone
integrated kiosk. If available, please quote this as an alternative to the standard
station.
1.14 Add Value Station
1.14.1 Add value station hardware must be modular; additional components like credit
card scanner can be added later is desired.
1.14.2 Add value station must be able to dispense visitor cards
1.14.3 Displays the current value of card upon barcode scanning and after each completed
transaction.
1.14.4 Must have anti-fraud features
1.14.5 Must be a self-contained/self-service unit that both dispenses and revalues cards.
1.14.6 Provide details and price on Add-value Stations
1.14.7 Must be simple, quick, easy to use, and a reliable resource that dispenses and
revalues cards to patrons
1.14.8 Has easy to use step-by-step instructions in English
1.14.9 Has easy to understand LCD readable prompts
1.14.10 Accepts $1, $5, $10 and $20 bill (old and new bill formats)
1.14.11 High security metal cabinet; secured keyed access; multiple point latching preferred
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1.15 Print / Copy Control Management Configuration
1.15.1 The vendor must provide an embedded solution which will allow patrons to release
print and copy jobs directly from the printer/copier.
1.15.2 Embedded solution must be compatible with the library’s XEROX WorkCentre 7225
and Xerox WorkCentre 5335
1.15.3 The vendor must notify the Library if a print release station is needed for the
print/copy management solution to function. The vendor will need to specify, and
provide pricing for, any additional hardware and software required that allows the
patron to pay and release print jobs from the print release station using their patron
cash card. Describe in detail the steps required to print using your products
proposed configuration. Provide pricing for the print station configuration as
outlined below.
1.15.4 Desired Flow of Printer Cost Recovery
1. The patron will submit print job/s from workstation to printer as
normal.
2. If applicable, the patron is prompted for a job name and options
3. The print job is sent to the hold queue on an existing Windows server
4. The patron will then go to digital copier/printer and scan his/her card
5. The patron will be prompted for unique ID (workstation ID, user-
selected name) on the print release station.
6. The patron selects the job/s to be printed, deletes any unwanted jobs
and selects print.
7. Software must be able to disable the user delete feature
8. The job will not be released if there are insufficient funds.
9. The card must be debited first with the appropriate amount of
cash/units before the print job is released.
10. The print job is released from the hold queue.
11. The print job is then sent to print
12. Unattended print jobs will be purged after a configurable amount of
time.
1.15.5 Software must be secure from tampering in a public environment.
1.15.6 Must be able to charge different rates for different printers.
1.15.7 Must be able to charge different rates for different printing options on a single
printer.
1.15.8 Must have the ability to enable "free printing."
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1.15.9 Must be able to handle unit cards for staff and cash cards for patrons.
1.15.10 Staff must be able to print directly to printers used by release stations without
having to release their job.
1.15.11 Patrons should be able to select multiple jobs to be printed or deleted at one time.
1.15.12 The printer cost recovery software must be compatible with the following printer
models: XEROX WorkCentre 7225 and Xerox WorkCentre 5335
1.15.13 Must work with network printers connected directly to the network via TCP/IP.
1.16 Workstation/Client Computer Configuration
1.16.1 If the print management solution requires workstation/client software, the software
should perform the following actions:
1.16.2 Inform the patron of the print job cost before the print job is sent to the release
station.
1.16.3 Allow patrons to cancel the print job before the print job is sent to the release
station.
1.16.4 The default name of the job is the document's file name.
1.16.5 Patrons can specify the name of the print job if they desire.
1.16.6 Patrons can specify a password for the print job if they desire.
1.16.7 Workstations share domain logon names; as a result, jobs must be identified by
workstation name, filename or user-selected name, but not domain logon name.
1.16.8 Client software must not interfere with existing security model.
1.16.9 Documentation must be included.
1.17 Printer and Copier Control
1.17.1 Livingston Parish Library prefers an embedded solution, where print/copy controls
and the transaction can be performed directly from the copier interface.
1.17.2 Patrons must be able to use either a library card or a print card to pay for prints and
copies.
Section II
2.0 VENDOR PROFILE QUESTIONNAIRE
2.1 Did your company develop the software being proposed for Print Management? If
no, describe your company's relationship with software, developer. Include how
long you have been selling the proposed product and how support and upgrades are
handled?
2.2 Do you manufacture all the hardware? If no, describe your company's relationship
with the hardware manufacturer and related support and repair channel.
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2.3 Please provide information about your company, including the following:
2.3.1 History
2.3.2 Staff
2.3.3 Experience, especially with public libraries
2.3.4 State three References
2.4 Please include pictures of all bid items and screenshots of software that
demonstrates user interfaces.
3.0 WARRANTY, EXTENDED WARRANTY AND MAINTENANCE
3.1 Describe in detail the warranty of each product.
3.2 Describe in detail any extended software warranty plans available and include
pricing as an optional item.
3.3 Is there an annual maintenance contract on the hardware? If so, what is the cost
and how is it calculated. Describe in detail the, benefits, allowances and conditions
of the maintenance contract.
3.4 When products are out of warranty and not on an extended warranty or
maintenance plan, describe the procedures and cost associated with support and
repair.
3.5 Please indicate if there are additional charges for upgrades or if upgrades are
included in the maintenance contract.
4.0 SCHEDULING AND DEADLINES
4.1 Project, including installation and training, must be completed by September 26,
2014
5.0 COSTS, BILLING AND PAYMENT
5.1 Any and all costs must be included in the bid, including but not limited to the
following:
5.1.1 Provide shipping & handling costs in the bid.
5.1.2 Provide installation and training costs in the bid.
5.1.3 Provide any additional fees the bid.
6.0 KEY EVENTS/DATES
Event Date Time
RFP Release June 9, 2014
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Publication dates June 9 and June 11, 2014
Closing Date for Inquiries June 30, 2014
Deadline for
submission of proposal July 16, 2014 2PM
Vendor Selection August 4, 2014
7.0 SPECIAL TERMS AND CONDITIONS
7.1 ATTACHMENTS
The Vendor’s attention is directed to the RFP’s attachments, which shall be part of the
contract. The Vendor shall be responsible for adhering to all requirements of the
attachments.
7.2 STANDARD CLAUSES FOR ALL SCLS CONTRACTS
During the performance of the contract, the Vendor agrees to the terms outlined in
“Attachment B” attached hereto and hereby incorporated by reference and made
part hereto as fully as if it were set forth at length herein.
7.3 PRICE STABILITY
If for any reason, the Vendor reduces the pricing for similar services to a similarly
situated entity prior to contact execution, Livingston Parish Library shall receive an
equivalent reduction in pricing for the services or products.
7.4 PRICE ESCALATION
The Vendor may not increase monthly and installation costs quoted in the original
bid for the term of the contract.
7.5 EXCEPTIONS
Any deviation from the terms and conditions of this RFP will not be considered
unless specifically identified in the Exceptions section of the Response Format.
8.0 ADMINISTRATIVE
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8.1 If using a commercial delivery company (i.e., UPS, Federal Express, etc.),
which requires that you use their shipping package or envelope, proposal should be
placed within a second sealed envelope labeled as detailed above. This will ensure
that proposal is not prematurely opened.
8.2 Proposals not received by the time and date shown in Section II.6 will not
be opened. Vendors using commercial delivery companies are encouraged to ship
early. If one of these companies is late delivering a proposal, it will be considered
late.
8.3 LIVINGSTON PARISH LIBRARY PROCUREMENT RIGHTS
Livingston Parish Library reserves the right to:
A. Utilize any and all ideas submitted in the proposals received.
C. Adopt all or any part of a Vendor's proposal in selecting the optimum
configuration.
D. Negotiate with Vendors responding to this RFP within the RFP
requirements to serve the best interests of the Library.
E. Should the Livingston Parish Library be unsuccessful in negotiating a
contract with the selected Vendor within 10 days, the Library may
begin contract negotiations with another competing Vendor in order
to serve the best interest of the Livingston Parish Library.
F. Select and award the contract to other than the lowest Vendor in the
event of unsuccessful negotiations or, optionally, in other specified
circumstances as detailed in the RFP requirements.
8.5 NOTIFICATION OF AWARD
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A. The Successful Vendor will be advised by Livingston Parish Library in
writing and a contract between the successful Vendor and the Library
will be developed.
B. Public announcements or news releases pertaining to this contract will
not be made without prior permission of Livingston Parish Library.
C. Letter will be sent out to notify unsuccessful Vendors.
Signature Page
Name of Business:
Please print or type
Address:
City:
State:
Zip Code:
Phone No.:
25
Fax No.:
Federal Tax ID:
Signature:
Printed Name:
Title:
Date:
Proposer Acknowledge Receipt of the Following Addenda:
Addendum #
Date
1.
2.
3.
The above signed proposes to provide services in accordance with the specifications for RFP “Patron Computer Access and Print Services Management Solution” and to bind themselves, on the acceptance of this proposal, to enter into and execute a contract, of which this proposal, terms and conditions, and specifications will be part. The above signed acknowledges the rights reserved by the Livingston Parish Library to accept or reject any or all proposals as may appear to be in the best interest of the said Library. The undersigned further agrees, if awarded a contract, to execute and deliver the same to the Livingston Parish Library within five (5) working days after receipt of an executed contract and to submit there with all required insurance certificates.