PC_Reservation,_E-Commerce,_Self-Checkout_and_Wireless_Printing_Services_(Addendum_#2_Revision).pdf

COUNTY OF ORANGE

OC COMMUNITY RESOURCES

REQUEST FOR PROPOSAL (RFP)

FOR

PC RESERVATION, E-COMMERCE, SELF-CHECKOUT AND

WIRELESS PRINTING SERVICES

RFP NO. RFP-012-2636101-DV

County of Orange RFP

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County of Orange

OC Community Resources

Procurement Services

601 N Ross Street

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date August 21, 2024

Question Submission Deadline September 4, 2024, 2:00pm

Proposal Submission Deadline September 27, 2024, 2:00pm

**This is a proposed schedule that is subject to change. Any changes to the schedule for the RFP process will be issued to all Respondents via addenda on the County’s online bidding system https://procurement.opengov.com/portal/ocgov **

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Friday, September 27, 2024

2:00 pm https://procurement.opengov.com/portal/ocgov

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SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. SCOPE OF WORK

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

SECTION 4. PRICING AND COMPENSATION

SECTION 5. PRICING PROPOSAL

SECTION 6. PROPOSAL RESPONSE REQUIREMENTS

Attachments:

A - Model Contract

B - Model Contract V2

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SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange, OC Community Resources (hereinafter referred to as “County”), is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) for software, maintenance, and support services in the branches of the OC Public Library system for the following services: Public Access Computer Reservation System, Print Management and Mobile

Printing, Patron self-check and eCommerce. Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work herein.

1.2 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Proposals are to be uploaded via the County's Online Bidding System at https://procurement.opengov.com/portal/ocgov

Note: This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this

Request for Proposals is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Purchasing Agent (DPA) via the County’s online bidding system under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s online bidding system. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s online bidding system to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

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DV Page 4 of 42 proposers must acknowledge the addendum via the County’s eProcurement Portal.

All questions or requests for interpretations must be received on Wednesday, September 4, 2024, before 2:00 pm as specified in the solicitation. Respondents are not to contact other

County personnel with any questions or clarifications concerning this RFP.

The DPA will provide all official communication concerning this RFP. Any County response relevant to this RFP other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

D. Each Respondent must submit their proposal electronically via the County’s eProcurement

Portal.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the Proposal Response

Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposal so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 6250 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the Proposals submitted.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

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G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in Proposal. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this RFP. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a Proposal, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this RFP and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Proposal Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems

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DV Page 6 of 42 reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Cost/Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this RFP;

b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

L. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a

Proposal nonresponsive.

M. Where two or more Respondents desire to submit a single Proposal in response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture.

The County intends to contract with a single firm that may subcontract with multiple firms

(team) but not with multiple firms doing business as a joint venture.

N. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

O. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your proposal/bid submission response.

P. If applicable, the County requires a valid UEI number prior to Contract Award. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your proposal submission response.

Q. County reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this RFP in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this

RFP); c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP; and/or e) request Best and

Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

Therefore, Proposals submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any

Respondent.

http://www.dnb.com/ http://www.usfcr.com/

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1.3 PROTEST PROCEDURES:

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor.

B. The signature of the protestor or the protestor’s representative.

C. The solicitation or contract number.

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

F. Protest of Bid/Proposal Specifications: All protests related to proposal specifications must be submitted to the Deputy Purchasing Agent no later than five (5) business days prior to the RFP Closing Date for proposals. Protests received after the five (5) business-day deadline will not be considered by the County.

In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in this RFP.

G. Protest of Award of Contract: In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of intent to award is provided by the DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

H. Protest Process

1. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA renders a decision on the protest.

2. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

3. The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protestor’s right to the protest procedures outlined herein.

4. If the protestor disagrees with the decision of the, DPA the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

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I. Appeal Process

1. If the protestor wishes to appeal the decision of the Deputy Purchasing Agent/DPA, the protestor must submit, within three (3) business days from receipt of the Deputy

Purchasing Agent’s/DPA’s decision, a written appeal to the Office of the County

Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ocgov.com

2. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the grievance, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

3. The decision of the County Procurement Officer will be final and there shall be no right to any administrative appeals of this decision.

1.4 EVALUATION PROCESS AND CRITERIA

Proposals deemed to meet all minimum RFP requirements will be scored based on the established criteria and will be assigned points that measure the responsiveness to each identified criterion.

The total number of points earned will be tallied for each Proposal, based upon the Respondent(s) submitted written materials.

Proposals shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the Proposal, including information about the Respondent, Contractors and sub-contractors. The County reserves the right to seek publicly available information about the Respondents.

The scoring is based on evaluation of the Proposal as measured against the Scoring Criteria.

Proposals will be evaluated from the most advantageous to the least advantageous to the County.

*Please note: These minimum qualifications must be verified for the Proposal to be deemed responsive. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP.

mailto:CPOAppeals@ocgov.com

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Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process:

Proposer must meet the following minimum requirements listed below:

A. The Respondent must have the ability to do business in Orange County, California.

B. The Respondent must have conducted similar work as is being requested in their proposal.

C. The Respondent shall complete all required sections of the RFP; provide all required information and complete all required Exhibits.

D. The Respondent must have an existing, fully functioning, product and provide County with a thirty (30) day demo to ensure proper functionality.

1.5 SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to DPA. Final award determination shall be subject to reference checks and past performance and may be subject to approval(s) by the County Board of

Supervisors. In addition, County reserves the right to verify and validate any information prior to the Contract Award and during the entire term of the Contract.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

Exceptions to the terms and conditions of the proposed Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in the Section below titled: "PROPOSAL RESPONSE REQUIREMENTS" subsection titled: “Statement of Compliance”.

1.6 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964

(78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all Respondents that it

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DV Page 10 of 42 will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.7 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide Accounting and Personnel System (CAPS) as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

1.8 COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED

VETERAN BUSINESS ENTERPRISE (DVBE) PREFERENCE POLICIES:

A. OCLSB: Effective January 1, 2020, the Orange County Board of Supervisors adopted the

OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet

(1) and (2) below:

1. Local Business requirements:

a. Maintains their principal center of operations (i.e. headquarters) within Orange

County, and;

b. Has:

i. a business address located in the County of Orange that is not a post office box, or

ii. a valid business license or certificate of occupancy issued by the County of

Orange or by an Orange County city, or other documentation acceptable to the

County of Orange.

2. Small Business Requirements:

a. Must be certified as a Small Business by the State of California Department of

General Services (DGS); and,

b. DGS Small Business requirements must be valid at the time of bid/proposal submittal.

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B. DVBE: Effective January 1, 2021, County of Orange Board of Supervisors adopted the

DVBE Preference policy. The DVBE Preference policy supports local business opportunity, economy and the development of the County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet (1) and (2) below:

1. Must be certified as a DVBE by the State of California Department of General

Services (DGS); and,

2. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in

EXHIBIT Titled - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION

REQUIREMENTS.

SECTION 2. SCOPE OF WORK

2.1 GENERAL INFORMATION:

The County of Orange is comprised of 22 Departments and over 18,000 employees located throughout the

County. The County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services, and aviation.

OC Public Libraries (OCPL) is a network of community libraries located in Orange County, California. Our 34 branches provide library services to residents throughout the county at public library locations in 24 cities and unincorporated areas, a mobile library branch, and a branch for residents of Orangewood Children's Home.

OCPL provides safe and easy access to libraries for the community, offers a broad spectrum of materials in multiple formats, and provides knowledgeable, friendly, and experienced staff to support the information needs of the community.

2.2 SCOPE OF WORK

OCPL seeks software, maintenance, and support services in the branches of the OCPL system for the following services:

A. Public Access Computer Reservation System: This software controls patron access to public access computers. It will need to accept patron library cards to reserve desktop computers as well as laptops from a kiosk dispenser. This software controls time and waitlist management.

B. Print Management and Mobile Printing: This software controls the printing mechanisms which provide patrons the ability to print materials from the public computers in the branch as well as printing wirelessly through mobile devices (i.e. smart phones, laptops, tablets, etc.) to the library’s fee-based printers.

C. Patron self-check: This software allows patrons to check out circulating library materials on their own without staff intervention.

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D. eCommerce: This software allows patrons to pay library fees for materials or printing. Software must accept both cash and card payments.

Services may be offered in-part, or in whole and must be compatible with OCPL’s Integrated Library System

(SirsiDynix Workflows) and/or Discovery System (SirsiDynix Enterprise).

Solutions should be cloud-based with the ability to be centrally maintained by Orange County IT (OCIT).

OCPL currently has 391 patron desktop computers, 180 kiosk laptops, 83 self-check stations, and 43 computer reservation/print release stations. This is subject to change.

2.3 GENERAL SPECIFICATIONS FOR EACH SERVICE

A. Public Access Computer Reservation System

• Cloud based software that can be managed and updated remotely by OCIT staff.

• SIP2 authentication with ILS using patron’s library card number and password.

• Flexibility to adjust settings for one branch individually and globally for all branches using the system.

• OCPL uses 2 domains, service should be available through both domains.

• Ability to communicate with both hardwired desktop computers and laptops via wifi.

• Ability to reserve computer stations with both patron facing software and staff software.

• Recognize cards that are barred, expired or lost in ILS, and not allow these cards to log in.

• Limit access or type of reservation based on library card profiles.

• Ability to change computer session length.

• Ability to send messages to individual computer as well as entire group.

• All display screens at workstations are customizable, including font size and wording, and can be modified by library staff without vendor intervention.

• Support for library-configured click-through agreement at start of each computer session, with failure to agree ending the session.

• Track an enforced total time allowed per day per customer by location or group of locations.

• Provide receipt of patron reservation with time, and name of PC.

• Ability to print a receipt when reserving a PC or when being added to a wait list.

• Grace period to sign-on to reserved session before becoming available to the next user.

• Built-in patron privacy system, such as Sign-up station does not display personal identification information such as full name or complete barcode number.

• On screen timer accurately reflects session time remaining. Timer should be visible but not interfere with use of computer.

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• Ability for the user to “lock” the computer session briefly and resume the session.

• Allows patrons to temporarily download files. All downloads will be automatically deleted when computer resets between users.

B. Print Management & Wireless Printing

• Cloud based software that can be managed and updated remotely by OCIT staff.

• SIP2 authentication with ILS using patron’s library card number and password.

• Deploy remotely or use the installer (no local printer installation and configuration)

• Flexibility to adjust settings for one branch individually and globally for all branches using the system.

• Work with Library-owned computers operating on various operating systems.

• Ability to communicate with both hardwires desktop computers and laptops via wifi.

• Compatible with a broad array of printers, including inkjets.

• Works with wired or wireless computers, including patron laptops and MacBooks.

• Print from virtually any device and any location.

• Works with print release terminals, auto-release or mix models.

• Work seamlessly with a print management system.

• Wireless Printing upload available via iOS and Android application, website and email.

• Ability to upload multiple file formats for printing (PDF, JPEG, PNG, DOC/DOCX, XLS).

• Ability to use print preview before releasing print jobs for the printer queue and to delete print jobs before they are released.

• Integrate eCommerce or other capability to add money by credit card.

• Ability to store print funds in a database or ILS.

• Pay with coin-ops, stored value cards, over-the-counter, and online accounts, including ILS /library deposit accounts and credit cards.

• Ability to handle multiple print jobs with a single payment transaction on both the user and staff side

• User is given an accurate page count and cost for the print job and agrees to the charges prior to submission.

• Built-in patron privacy system, such as Sign-up station does not display personal identification information such as full name or complete barcode number.

• Provide a printing bypass procedure for library staff to use at the branches.

• Supports multiple languages.

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C. Patron Self-Check

• Cloud based software that can be managed and updated remotely by OCIT staff.

• SIP2 authentication with ILS using patron’s library card number and password (passwords are not case sensitive)

• Integrate eCommerce or other capability to add money to account by credit card through the self-check station.

• Ability to call on external applications.

• Must be able to run on commodity hardware (OCPL supplied hardware)

• Barcode compatible.

• Support multiple languages including Chinese (Traditional and Mandarin), Korean, Spanish, Vietnamese, with ability to add others.

• Describe what the software maintenance agreement covers.

• Provide patron with option of paper receipt or email receipt.

• All transactions will reflect on the patron’s library card account in real time.

• Email receipts will automatically send to the email address on patron’s account, without the need for manual entry.

• One-touch ability to change interface language.

• Option to print paper receipt, email receipt, or no receipt.

• Compatible with touchscreen.

• Ability to reset PIN or authenticate using other means on their Workflow account to verify user such as send a text or email.

• Provide access to patron’s account to view current checkouts, view due dates, enable renewals, available/unavailable holds and bills.

• Ability for patron to self-verify contact information to renew privileges on expired library cards and immediately update card expiration date in ILS.

• Ability to pay bill with credit/debit card or monies in printing account.

• Follow Circulation Rules established in Sirsi such as item type limits, bill threshold, etc.

D. eCommerce

• PCIMA Compliant

• Include software and hardware necessary for library’s ecommerce transactions.

• Include a web portal or site that allows patrons to pay for fines and fees remotely.

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• Must accept credit and debit transactions. Desired but not required for cash transactions to be accepted.

• Able to accept major credit and debit card providers including but not limited to Visa, MasterCard, American Express, and Discover.

• Offer mobile payment options such as Apple Pay and Google Pay.

• All transactions will reflect on the patron’s library card account in real time.

• Allow patrons to log in to their account from library website using library card number and PIN to authenticate.

• Provide a list of card reader hardware compatible with eCommerce software.

• Provide a list of self-service payment access points for patron use, including credit card and cash payments.

• Communicate with ILS to add funds to library card.

• Provide patron with option for paper receipt or email receipt.

• Email receipts will automatically send to the email address on patron’s account, without the need for manual entry.

2.4 CONTRACTOR REQUIREMENTS:

Contractor must:

1. Provide OCPL unlimited remote access to software, maintenance and services.

2. Provide patrons unlimited remoted access to patron-facing software and services.

3. Notify OCPL of updates, changes or enhancement in the software, maintenance and services.

4. Be able to provide statistical database usage reports online.

5. Provide a designated customer service representative and a back-up customer service representative, or immediate supervisor, to attend to the resultant contract awarded from this bid solicitation.

a. Contact information should include toll-free telephone service and email information, plus hours of availability for each person.

6. Provide Support to OCPL by responding to emails and phone calls

a. Contractor shall make reasonable attempt to respond to all customer support issues during normal business days and time.

b. Must have local support for issues requiring in-person support.

c. Expectation is 99% uptime.

7. Issue thirty (30) days advance written notice of any changes to the company name, address, phone number(s), email addresses, or customer service representative(s).

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8. Have the capability to communicate electronically (via email) to provide order confirmation, order status, invoice information, and payment information.

9. Explain your warranty and replacement coverage.

2.5 REFUND:

Overpayment shall be refunded on any excess paid or invoiced above the negotiated rates of this Contract.

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Qualification and Related

Experience/Technical Expertise

This section of the Proposal will establish the ability of Respondent to satisfactorily perform the required work by reasons of experience in performing services of a similar nature, demonstrated competence in the services to be provided, strength and stability of the team, staffing capability, workload, record of meeting schedules on similar projects, and supportive client reference. As part of its response to the following, Respondent should justify how the minimum qualifications/requirements of

Scope of Services have been satisfied.

A. Respondent shall provide:

A. A brief profile of your firm, including the name, a brief history, description of your firm, types of services offered.

1. The year founded.

2. Form of the organization

(corporation, partnership, sole proprietorship)

3. Number of employees

4. Size and location of offices

5. Staff and technical capabilities and the type of services that the

Respondent is qualified to perform, including any discipline where the Respondent has special expertise.

6. Describe the Respondent’s experience in performing work of a similar nature to that solicited in this RFP.

7. Describe Respondent’s availability to perform requested services on County projects.

Include experience with other governmental agencies in

California.

8. Provide a general description of the Respondent’s financial condition and identify any conditions (e.g., bankruptcy, Points Based 100 (10% of Total)

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B. Limit each example to one (1) page.

Describe at least three (3) types of services examples completed in

Southern California that demonstrate the Respondent’s qualifications and experience which best illustrate proposed firm’s qualifications for the services noted in Attachment A

(Scope of Work). If the service includes sub-contractor(s), include projects examples that demonstrate qualifications and experience.

Examples may include, but are not limited to the following:

1. Firms/Key Personnel from

Attachment C of the Model

Contract involved with this example of service.

2. Scope, size, cost, principal elements and special features of the services provided.

3. Relevance of the example project to Services.

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2. Key Personnel/Proposed Staffing

This section of the Proposal should establish the qualifications of the proposed staff to provide the services noted in the Scope of Work.

Respondent shall:

1. Provide the names of key staff (including names, titles, and current staff who may be assigned to Services, including resumes, licenses and certifications held by those individuals, years of related experience, and length of time with the firm.

2. Identify subcontractors (if any) that will be assigned to perform services listed in the Scope of Services, by company name, address, contact person, telephone number and project function.

3. Include names, titles and current resumes of proposed key personnel detailing their technical expertise which qualifies them for proposed work, experience directly related to proposed work (identify similar projects), function and responsibility related to proposed work, qualifications licenses/certifications. This key personnel information shall be sufficient to provide confirmation to the County that the firm has adequate staff and the ability to assist in

Services as needed.

Points Based 50 (5% of Total)

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3. Work Plan/Approach

Respondent shall provide a brief narrative that addresses the Scope of Work and demonstrates the Respondent’s understanding of the County’s

PC Reservation, eCommerce, Self-Checkout and Wireless Printing Services.

Respondent shall:

A. Describe the approach to completing each required objective specified within the Scope of

Work. In addition, provide an approach structured to ensure the following:

1. Quality performance;

2. Cost control;

3. Responsiveness to County staff and service location(s) requirements; and,

4. Coordination between Respondent and

County staff.

5. Integration

B. Respondent may also propose efficiencies or procedural innovations to the Scope of Work that are in the best interest of the County.

C. Additional Information: Respondent shall describe additional relevant information concerning the services offered in this RFP that it considers important in evaluating its services.

Points Based 400 (40% of Total)

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4. Ability to Provide Commodity

Respondents who have the capability to provide all solutions will receive higher scoring than respondents who may only be able to provide portions of the requested software.

Respondents must provide County with a thirty

(30) day demo with full accessibility and functionality. Respondents shall be ready to provide full accessibility of the service(s) within five (5) calendar days of notification. Any inquiry to determine the responsibility of a

Respondent to this RFP may be conducted.

Respondent agrees that the submission of a

Proposal is permission by Respondent for

County to verify all information contained therein. If County believes it necessary, additional information may be requested from

Respondent. The County may also send written questions and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration. Respondents must be prepared to discuss all aspects of their proposal in detail, including technical questions.

Respondents will not be allowed to alter or amend their Proposal through the use of the demonstration process.

Points Based 150 (15% of Total)

5. Organization/Completeness of Response Points Based 150 (15% of Total)

6. Compliance with the County Model

Contract

*Note: Respondents submitting exceptions to the County Model Contract of this RFP, may receive a score of “0” for this criterion.

Points Based 50 (5% of Total)

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7. Cost Proposal

Respondent shall provide a sealed Cost Proposal for both Respondent and, if applicable, any subcontractors, at the time of interview. The

Cost Proposal will be evaluated as follows:

A. Lowest price receives the full score of

100 points.

B. Other scores are proportional to the lowest price.

If County elects not to conduct interviews for this solicitation, Deputy Purchasing Agent will contact Respondents to coordinate the submission of the Cost Proposal.

Points Based 100 (10% of Total)

SECTION 4. PRICING AND COMPENSATION

4.1 COMPENSATION:

This is a firm fixed fee Contract between County and Contractor to provide software, maintenance, and support services in the branches of the OC Public Library system for the following services:

Public Access Computer Reservation System, Print Management and Mobile Printing, Patron self-check and eCommerce as set forth in the Scope of Work Section.

The Contractor agrees to accept the specified compensation as set forth in this Contract as full payment for performing all services and furnishing all staffing and materials required, for any reasonably unforeseen difficulties which may arise or be encountered in the execution of the services until acceptance, for risks connected with the services, and for performance by the

Contractor of all its duties and obligations hereunder. The Contractor shall only be compensated as set forth herein for work performed in accordance with the Scope of Work. The County shall have no obligation to pay any sum in excess of the Fixed Prices and Total Contract Amount specified herein unless authorized by amendment in accordance with the County Contract

Terms and Conditions, which may require approval by the County Board of Supervisors.

4.2 ADDITIONAL WORK:

Any additional services not listed in the Contract must be approved by County’s Project Manager or designee in accordance with this RFP and the attached contract.

4.3 BOARD OF SUPERVISORS APPROVAL:

Approval by the Board of Supervisors is required for all service contract contracts where for any year of the contract, the annual value to any one contractor exceeds $200,000

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Approval by the Board of Supervisors is required for all service contracts where the total contract value exceeds or is anticipated to exceed $1,000,000 when all contract years are taken into consideration for multi-year contracts

4.4 PRICE INCREASE/DECREASES:

No price increases will be permitted during the first year/term of the Contract. The County requires documented proof of cost increases on Contracts prior to any price adjustment. A minimum of 30 days advance notice in writing is required to secure such adjustment. No retroactive price adjustments will be considered. All price decreases will automatically be extended to the County of Orange. The County may enforce, negotiate, or cancel escalating price

Contracts or take any other action it deems appropriate, as it sees fit. The net dollar amount of profit will remain firm during the period of the Contract. Adjustments increasing the Contractor’s profit will not be allowed.

4.5 FIRM DISCOUNT AND PRICING STRUCTURE:

Contractor guarantees that prices quoted are equal to or less than prices quoted to any other local, State or Federal government entity for services of equal or lesser scope. The contractor agrees that no price increases shall be passed along to the County during the term of this Contract not otherwise specified and provided for within this Contract.

If the Contractor is unable to supply the services under the terms of the Contract, then the

Contractor shall provide proof of such disruption and a copy of the invoice for the services from the Contractor’s supplier(s). An additional profit margin as a result of supplying services during an emergency or a declared disaster shall not be permitted.

4.6 CONTRACTOR’S EXPENSE:

The Contractor will be responsible for all costs related to photocopying, telephone communications and fax communications while on County sites during the performance of work and services under this Contract.

4.7 PAYMENT TERMS:

Invoices are to be submitted annually in advance of services provided to the address specified below. Payment will be net thirty (30) days after receipt of an invoice in a format acceptable to the County of Orange. Invoices shall be verified and approved by the County and subject to routine processing requirements.

Should the Contract be terminated prior to the expiration date, Contractor shall promptly refund to

County one twelfth (1/12) of the Annual Maintenance Fees paid in advance for the terminated services for each month remaining in the Contract period which shall be computed based upon the date of written notice of termination.

Payments made by County shall not preclude the right of County from thereafter disputing any items or services involved or billed under this Contract and shall not be construed as acceptance of any part of the goods or services.

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4.8 PAYMENT – INVOICING INSTRUCTIONS:

Contractor will provide an invoice on the Contractor’s letterhead for services rendered. Each invoice will have a number and will include the following information:

A. Contractor’s name and address

B. Contractor’s remittance address, if different from A. above

C. Contractor’s Taxpayer ID Number

D. Name of County Agency/Department

E. Delivery/service address

F. Master Agreement (MA) or Purchase Order (PO) number

G. Agency/Department’s Account Number

H. Date of invoice

I. Product/service description, quantity, and prices

J. Sales tax, if applicable

K. Freight/delivery charges, if applicable

L. Total

Invoice and support documentation are to be forwarded to:

OC Community Resources: Accounts Payable

Attn: Accounts Payable

601 North Ross Street, 6th Floor

Santa Ana, CA 92701

Email: einvoice@occr.ocgov.com

4.9 ELECTRONIC FUNDS TRANSFER (EFT):

County of Orange offers Contractors the option of receiving payment directly to their bank account via an Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT will also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address will need to be provided to the County of Orange via an EFT Authorization Form. To request an EFT form, please contact the DPA.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

mailto:einvoice@occr.ocgov.com

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Board of Supervisors

Donald P. Wagner, Chairman, Third District

Andrew Do, Vice…