5-RFP-06-Evaluation Factors and Scope of Services.docx

CITY OF FORT WORTH - PURCHASING DIVISION AUTHORIZED SIGNATURE AND CONTACT DETAILS

RFP Title:_________________________________________________________

CITY OF FORT WORTH - PURCHASING DIVISION EVALUATION FACTORS AND SCOPE OF SERVICES

RFP Title: Library Materials Dispenser

EVALUATION FACTORS

For the Proposer’s response to be evaluated, the Proposer must provide a complete Proposal submitted within the stated deadline and per the Proposal requirements. Proposer shall include in the Proposal documents/details that are required for evaluating the Proposal.

If the Proposal meets the above requirements, selection will be based on the qualified Proposer(s) that is determined to be the most advantageous to the City considering the relative importance of the evaluation factors listed below:

Note: A bidder may be disqualified if they do not meet at least 50% of the evaluation points available (excluding cost).

i. Cost – up to 20 points available

ii. Qualifications, Experience, References – up to 20 points available

iii. Approach to Perform services – up to 30 points available

iv. Ability to Meet the City’s Needs- up to 30 points available

SCOPE OF SERVICES

The City of Fort Worth (City) is requesting proposals from qualified firms to establish a contract for a library materials dispenser for the Library Department per descriptions and specifications listed in this RFP.

1.0 PROPOSER REQUIREMENTS IN ORDER TO BE RESPONSIVE- Proposer shall:

1.1 Submit for consideration a unit that interfaces with Polaris 7.2 or higher. Units that do not interface with Polaris 7.2 and higher will not be considered.

1.2 Have a minimum of 3 (three) years of experience performing services similar or related to the Scope of Services.

1.3 Have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

2.0 TRAINING Awarded Vendor shall:

2.1 Provide detailed training to Library staff in the stocking and electronic interface of the unit.

2.2 Provide detailed training in the customer experience in order that Library staff may assist patrons if needed.

3.0 SPECIFICATIONS

3.1 Physical Specifications

3.1.1 Dimensions

3.1.1.1 Height – Up to 90 inches

3.1.1.2 Width – Up to 110 inches

3.1.1.3 Depth – Up to 50 inches

3.1.2 Weight

3.1.2.1 Empty – approximately 3300 Pounds

3.1.2.2 Loaded – approximately 4300 Pounds

3.1.3 Power Requirements

3.1.3.1 110V or 120V AC, 60 Hz, 20A

3.1.3.2 Must include surge protection

3.1.4 Physical Placement

3.1.4.1 Vendor shall deliver unit to the Fort Worth City Hall, 100 Fort Worth Trail, Fort Worth TX, 76102. Exact location in City Hall to be determined.

3.1.4.2 The unit will be placed indoors.

3.1.4.3 The installation environment will be controlled by the building facilities. Sunlight, temperature, and humidity are not expected to be factors affecting the operation of the unit.

3.1.5 Noise Level

3.1.5.1 Shall not exceed 50 decibels (Db).

3.2 Capabilities, Unit Should:

3.2.1 Be Americans with Disabilities Act Compliant.

3.2.2 Offer assistive technology, such as text-to-speech.

3.2.3 Have multi-lingual support.

3.2.3.1 Must offer English and Spanish options at a minimum.

3.2.4 Have a customizable user interface that allows Library to write its own instructions, use its own terminology, and change graphics options including images and colors.

3.2.5 Have ability to print due date receipts.

3.2.6 Have ability to print return / check-in receipts.

3.2.7 Have immediate item check with return receipt for patrons itemizing returned items and the date.

3.2.8 Have ability to provide access to library online catalog so patrons can check their library account, search for items, renew items, and place holds.

3.2.9 Have immediate item check in with return receipt for patrons itemizing returned items and the date of return.

3.2.10 Have ability to accept and dispense items that are held for patrons.

3.2.11 Have internal capacity of 150 – 250 items for holds and items available for checkout without expansion units.

3.2.12 Have ability to optionally expand machine item capacity, both checkout and holds.

3.2.13 Have ability to accept a variety of material formats (trade hardback, trade paperback, mass market paperback, DVD, Blu-Ray, etc.).

3.2.14 Have ability to accommodate items up to 32cm x 24cm x8cm.

3.2.15 Have ability to check out and check in materials via Radio Frequency Identifier (RFID) tags. Communicate with RFID tags using International Standards Organization (ISO) 18000-3 mode 1 and ISO 15693 air interface protocols. Existing RFID tags use Smart Label Integrated (SLI) SLI-1 and SLI-2 chips for data storage as defined in the industry standard ISO 28560 format.

3.2.16 Have ability to retrieve items via robotic arm or conveyor.

3.2.17 Have ability to automatically check in returned materials by reading the RFID tag. Items that cannot be checked in should be separated for manual processing.

3.3 Data and Authentication unit shall have:

3.3.1 Barcode scanner that enables patrons to check out and return items by scanning their library Codabar barcodes. Library cards do not use RFID.

3.3.2 Ability to check out and return by entering library card number and PIN on a physical or emulated keypad

3.3.3 User authentication methods, unit should:

3.3.3.1 Allow patrons to authenticate by scanning the barcode on their library card, or manually providing their library card number on a digital keypad on the touchscreen.

3.3.3.2 Be able to read 14-digit Codabar barcodes for both library cards and materials.

3.4 Touchscreen

3.4.1 Size: 22” to 30” when measured diagonally inside the bezel

3.4.2 Resolution: at least 1920 horizontal pixels by 1200 vertical pixels.

3.4.3 Durability. The pre-calibrated touch screen should have an anticipated life of no fewer than 5 years.

3.5 Staff processes:

3.5.1 Shall not require a dedicated items collection. Different materials can be put into the machine each time it is re-stocked.

3.5.2 Shall have easy staff access to re-stock materials and receipt paper.

3.5.3 Ability to monitor and manage the unit remotely.

3.5.3.1 Status of unit including automated notification of malfunctions

3.5.3.2 Items in stock

3.5.3.3 Number of items in the unit

3.5.3.4 Reporting capability

3.6 Maintenance and support

3.6.1 Unit shall have a minimum of one-year full warranty support with options for extended Service Level Agreement support.

4.0 BRAND NAME OR EQUAL

4.1 Where specific brands and/or models of dispenser are referenced in these specifications, on Bid Table BT-49CN, and/or Document RFP-07-Questionnaire and Requirements this is for example and comparison only.

4.1.1 We will consider any brands/models that are equal in nature and can perform all of the functions as outlined in these specifications.

4.1.2 We will consider minor variations in dimensions and physical characteristics.

4.1.3 Exception: All units must be compatible with Polaris ILS 7.2 or above.

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