DRAFT_AMH_RFP.docx

DRAFT

BEAUFORT COUNTY LIBRARY SYSTEM

AUTOMATED MATERIALS HANDLING SYSTEM REPLACEMENT

RFP SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS

(Potential vendors are expected to perform the following service in order to submit documents and to be awarded a contract.)

Proposals shall address each of the following requirements described below by giving specific procedures and explanations to each requirement.

The Beaufort County Library System is seeking proposals for leasing new RFID automated materials handlers (AMH), replacement RFID returns, and new self-service checkout kiosks to serve multiple library branch locations. The new systems must coordinate and integrate with all of the library’s current software, equipment, antennas, bar code standards, RFID tags, ILS, and any other related systems or equipment. Lease agreement must include parts and labor maintenance provisions for the full term of the lease and end-of-lease/lease exit requirement to include equipment removal, data migration, transition assistance, costs at lease expiration, buyout options, and renewal options.

Systems must check in/out the materials and sort returned materials into a minimum of 5 different bins and have at least 1 induction point per location. Offerors must demonstrate qualifications by providing references for similar projects. They must also comply with local conditions and possess adequate manpower and resources to fulfill lease contract requirements. The tentative project schedule includes replacing these systems by the end of calendar year 2026.

Hardware devices are as follows:

Proposals should include:

Section 1: Automated Materials Handling System General Requirements

1.1 - Describe how your system minimizes the impact on staff/maximizes efficiency for sorting returned materials/Interlibrary Loans/Interbranch Loans

1.2 - List equipment manufacturers, models numbers and specifications

1.3 - Include dimensional drawings of all equipment

1.4 - Include a network diagram

1.5 - Integration and compatibility statements for all existing library software, equipment, antennas, barcode standards, RFID tags, and ILS

1.6 - Definition and terms for: purchase, lease, warranty, all additional one time and recurring costs, and annual service and support agreement

1.7 - Include an inventory or a product catalog of additional library specific equipment offered by your company, i.e., RFID antennas, security gates, etc.

1.8 - Provide minimum and maximum size and weights of items that can be deposited through returns, at staff induction point and processed on the AMH

1.9 - Provide system sorting accuracy rate for books and non-book materials

1.10 - Provide system check-in accuracy rate for books and non-book materials

1.11 - Provide estimated time for an item to be deposited at induction point, checked-in the circulation system, separated and sorted into designated bin

1.12 - Provide noise levels when the AMH is operating and resting, measured at multiple distances

1.13 - Describe vendor provided staff training for operating, accessing, monitoring and troubleshooting system. Include number of sessions and topics

1.14 - The vendor must supply at least three (3) references for similar work it has undertaken over the past five years, referencing customers who are using comparable solutions to those proposed and (preferably) are using SirsiDynix Symphony ILS in their environment.

1.15 - The AMH system will be considered complete when all hardware, software, and system functions have been performed and installed in accordance with the Bid specifications and to the satisfaction of the library

1.16 - The proposed solutions must be able to connect through the library’s local area network via an Ethernet connection and/or secured wireless network

1.17 - Upon detection of RFID tag, the system must immediately check items into the circulation system, communicating in real time with the ILS via SIP2

1.18 - System must sort returned items into designated bins according to ILS data and library configurations. Describe this interface and workflow between the AMH and the ILS

1.19 - System must print hold tickets for items processed that are on an active holds list

1.20 - System handles multi-part items. Explain what happens when a part is missing

1.21 - The system must allow for backdating of checked-in items

1.22 - The system must be easily programmed by library staff and have multiple sorting profiles to accommodate the library’s sort rules and sort exceptions i.e. times of day, new promotional items, different material sorts

1.23 - The system must alert when there are conveyor or bin issues

1.24 - Provide an estimate of time needed for the system to become fully operational after a restart

1.25 - Authorized staff must be able to access, monitor and configure system

1.26 - Authorized staff must be able to generate reports

1.27 - Software patches and new releases must be supplied at no additional charge during the warranty or service maintenance agreement period. All software upgrades that impact system performance shall be performed, with advanced notice and when the library is not open to the public in order to minimize service interruptions to customers and staff

1.28 – Provide detailed information for warranty and maintenance option for the full term of the lease

1.29 – Provide maximum items per hour, sustained throughput rate, and peak throughput performance.

Section 2: Self-Check Hardware and Software System General Requirements

2.1 - Software Requirements BCL has the following requirements for the software on the self-checkout kiosks

- Centralized management for configuration and reporting

- Digital signage option when kiosk is not in use for displaying events, etc.

- Patron options:

· Onscreen keyboard for manual card and pin entry

· Check materials out

· Check materials in

· Renew materials

· Receipt options, none/email/print

· Payment of fines, fees, and bills

2.2 - Hardware Requirements BCL has the following requirements for the hardware on the self-checkout kiosks

- Different color or lighting options to distinguish units

- Touchscreen monitor for patron input

- Barcode scanner

- RFID scanner

- Receipt printer

- Compatible credit/debit card terminal

- Integrated invoicing for cash payment at circulation desk

2.3 - Integration and compatibility statements for all existing library software, equipment, antennas, barcode standards, RFID tags, and ILS

2.4 - Authorized staff must be able to access, monitor and configure system

2.5 - Accessibility (ADA)

· ADA-compliant kiosk height and reach ranges (Adjustable)

· Wheelchair accessibility

· Screen-reader compatibility

· Adjustable text size

· High-contrast mode

· Multiple language support

· Audio assistance/headphone jack

· Compliance with WCAG 2.1 AA standards where applicable

2.6 – Integrated support for:

· Multiple items at once

· RFID stack reading

· Mobile library cards

· Email receipts

· SMS receipts

· Touchless/self-service workflows

EVALUATION CRITERIA

- Seamless communication with your existing catalog system

- The system's ability to handle the specific number of sort locations and induction points required.

- How well the physical sorting unit and ergonomic bins fit within your specific logistics floor plan.

- Device discovery/monitoring supports segmented networks using County-approved methods.

- Management platform supports centralized administration of distributed devices across multiple sites.

(30% of Total)

- Success rate with similar public library automation projects of comparable size.

- Quality and feedback from current client references regarding system reliability.

- Financial health and proven longevity in the library tech sector.

- Provide three (3) public sector references from the last five (5) years.

- Provide staffing plan escalation path, local service coverage, and parts/labor availability details.

(25% of Total)

- Realism of the deployment timeline, milestones, and risk mitigation strategies.

- Quality of staff training, documentation, and technical support availability (e.g., 24/7 support).

- Clearly articulated lease terms and conditions.

- Maintenance support plan options and availability.

(30% of Total)

- Fully itemized lease rate for the term of lease, per location, device, and service.

- Provide a sample invoice showing device charges, usage charges, maintenance charges, repair charges, and service credits.

(15% of Total)