Beaufort County Library System Automated Materials Handling and Self-checkout Replacement

The Beaufort County Library System is soliciting proposals for leased RFID automated materials handling systems, RFID returns equipment, and self-service checkout kiosks across six branch locations, with proposals due August 4, 2026 at 3:00 p.m. EST and a non-mandatory pre-proposal meeting scheduled for July 22, 2026 at 2:00 p.m. EST via Microsoft Teams.

The scope encompasses two AMH systems with minimum five-bin sorting capability and at least one induction point per location at Beaufort and Bluffton; RFID returns at Beaufort, St. Helena, Bluffton, and Hilton Head; and 15 self-checkout kiosks distributed across all six locations. All systems must integrate with the library's existing software, RFID tags, barcode standards, and integrated library system (specifically SirsiDynix Symphony where applicable). Self-checkout kiosks must be ADA-compliant. The lease agreement must include parts and labor maintenance for the full term, equipment removal, data migration, transition assistance, end-of-lease cost specification, buyout options, and renewal options. Tentative project completion is December 31, 2026.

Vendors must submit a minimum of three references from public sector projects completed within the past five years, preferably using SirsiDynix Symphony ILS, and demonstrate adequate manpower and resources. Required insurance includes workers' compensation, commercial general liability of $1,000,000 each occurrence / $2,000,000 aggregate, comprehensive automobile liability of $500,000 combined single limit, umbrella liability of $2,000,000, and professional liability of $1,000,000 per occurrence.

Evaluation criteria allocate 30 points to technical compliance, 25 points to vendor qualification, 30 points to implementation and support plan, and 15 points to cost. Proposals must not exceed 15 double-sided pages and must include system integration details, staff training, technical support availability, system performance specifications, dimensional drawings, network diagrams, noise measurements, and warranty and maintenance options. Pricing proposals must provide fully itemized lease rates per location and device with sample invoices showing all charges, usage fees, maintenance costs, and repair charges. Top-ranked firms may be required to provide oral presentations. Beaufort County reserves the right to reject any or all proposals and cancel the solicitation.