7-RFP-07-Questionnaire and Requirements.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

PROPRIETARY INFORMATION, QUALIFICATION

QUESTIONNAIRE, AND MANDATORY REQUIREMENTS

RFP Ref. #: 25-0195 Doc. Ref#: RFP-07 Page 1 of 6 RFP Title: Library Materials Dispenser

Legal Name of Proposer:

1.0 PROPRIETARY INFORMATION

i. All material submitted to the City becomes public property and is subject to the Texas Public Information Act upon receipt.

ii. If a Proposer does not desire information that it believes to be proprietary in the bid to be disclosed, the bidder must list each page number in the chart below and must clearly mark and identify each page by including the word “PROPRIETARY” in all caps and highlighted yellow on the bottom center of each page at the time of submittal. The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to the information that must be disclosed lies with the Texas Attorney General. Note: Pricing may not be marked proprietary and will be made publicly available in the form of a bid tab following evaluation of all bids. By submitting a proposal, Proposers agree that pricing is not proprietary and may be released.

iii. Failure to identify proprietary information, will result in all unmarked sections being deemed non-proprietary and available upon public request.

Pages with information believed to be Proprietary

Please indicate if only specific sections on the page are believed to be Proprietary

2.0 PROPOSER QUALIFICATION QUESTIONNAIRE

The information provided on this questionnaire and in the proposal will be used to determine the responsiveness of the proposer. Please answer each question thoroughly. Answers may be provided on a separate sheet as long

QUESTIONNAIRE, AND MANDATORY REQUIREMENTS

RFP Ref. #: 25-0195 Doc. Ref#: RFP-07 Page 2 of 6 as each response is labeled according to the question.

2.1 Will your unit interface with Polaris Integrated Library System (ILS) version 7.2 or higher? This is a must requirement.

☐ Yes ☐ No

2.2 Will the agreement be available for Cooperative Agreement use?

☐ Yes ☐ No

2.3 Prompt Payment Discount Terms: ____ Percent _______ Days (i.e.

3% Net 15, etc.) If no discount provided, fill in 0%.

2.4 Replacement parts will be offered at a discount of ________% off of list price. If no discount provided, fill in 0%.

2.5 How long has your company been in business? ________________

2.6 List any former names your organization has operated under and the timeframe(s)._____________________________________________

2.7 What are your business hours and days? _______________________

2.8 What is the time frame for delivery of your base unit upon receipt of a Purchase Order (PO)? _____________________________________

2.9 What are your standard warranty protections and terms?

QUESTIONNAIRE, AND MANDATORY REQUIREMENTS

RFP Ref. #: 25-0195 Doc. Ref#: RFP-07 Page 3 of 6

2.10 Do you offer extended Service Level Agreement options to extend the warranty?

☐ Yes ☐ No

2.11 Please detail your extended service agreements with

cost._____________________________________________________________

2.12 Please detail what the City’s responsibilities are in terms of providing electrical power source and network requirements.

2.13 On Bid Table BT-49CN (Bid Table) Please enter your model that best matches the specifications from Document RFP-06 Evaluation Factors and Scope of Service (Scope). If your base model needs upgrades to meet the stated specifications, bid the base model with modifications included.

2.14 Please provide all specifications and capabilities of the model you intend to offer for consideration. Refer to the Scope for detailed specifications and capability requirement information. Additional sheets or a detailed proposal document may be added or uploaded to the Other Required Documents folder in Bonfire.

QUESTIONNAIRE, AND MANDATORY REQUIREMENTS

RFP Ref. #: 25-0195 Doc. Ref#: RFP-07 Page 4 of 6

2.15 Please list any offered upgrades above the specifications as listed in the Scope.

2.16 Will your unit accommodate packages up to 32 centimeters (cm) x 24cm x 8cm? ☐ Yes ☐ No

2.17 If no, list the dimensions, in centimeters, of the largest package your unit can accommodate.

2.18 Please list the overall exterior dimensions of your unit.

2.19 Describe Radio Frequency Identifier (RFID) tag placement requirements and restrictions.

2.20 Please describe your security and access controls.

2.21 Please describe the training City of Fort Worth Library personnel will receive.

QUESTIONNAIRE, AND MANDATORY REQUIREMENTS

RFP Ref. #: 25-0195 Doc. Ref#: RFP-07 Page 5 of 6

2.22 Please describe the customer experience. What will they see and how will they interface with the unit to select and obtain items and to submit returns.

2.23 Please describe your maintenance and support services, including:

2.23.1 Contact information ______________________________

2.23.2 Available Hours _________________________________

2.23.3 Response times __________________________________

2.23.4 Remote support process ___________________________

2.23.5 Service Escalation _______________________________

2.23.6 Preventative Maintenance process and schedule

3.0 DOCUMENTS REQUIRED FOR PROPOSAL TO BE CONSIDERED

RESPONSIVE

The following documents and information are required to be submitted for your Proposal to be considered responsive:

3.1 Completed and Signed RFP-02-Form CIQ.

QUESTIONNAIRE, AND MANDATORY REQUIREMENTS

RFP Ref. #: 25-0195 Doc. Ref#: RFP-07 Page 6 of 6

3.2 Completed and Signed RFP-03-Authorized Signature and Contact Details.

3.3 Completed and Signed RFP-04-Reference Sheet with references from libraries using your dispenser(s) utilizing the Polaris 7.2 or higher interface.

3.4 Completed RFP-07 Questionnaire and Requirements.

3.5 Signed Addendum(s) acknowledging receipt. Note: If no addendum issued, please attach a page stating "No Addendum Issued".

3.6 Completed Bid Table BT-49CN

3.7 Completed Form W-9.

3.8 Any Other Required Documents. Proposers can include additional documentation in this section that may assist in the evaluation process. Documents should reference the section it pertains to.

3.9 RFP 25-0195 Exception Forms – Proposer shall indicate any and all exceptions to the RFP. The exceptions must be listed on an item-by-item basis and cross-referenced. If there are no exceptions, the Proposer must expressly state that no exceptions are taken.

Note: Failure to provide the documentation required from 3.1 to 3.9 may deem your firm’s proposal non-responsive.