**IMPORTANT NOTICE**

  • The format of this RFPhas been simplified.
  • Only the following pages require signatures:
  1. Exhibit A – Bid Response Packet, Bidder Information and Acceptancepage
  2. Must be signed by Bidder
  3. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
  4. Must be signed by Bidder
  5. Must be signed by SLEB Partnerif subcontracting to a SLEB

Please read EXHIBIT A – Bid Response Packet carefully,INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No.901331

for

Automated Materials Handling System

For complete information regarding this project, see RFPposted ator contact the County representative listed below. Thank you for your interest!
Contact Person: Sabrina Teixeira, Procurement & Contracts Specialist
Phone Number: (510) 208-9624
E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

April 24, 2015

at

Alameda County, GSA-Procurement & Support Services

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

Alameda County is committed to reducing environmental impacts across our entire supply chain.

If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 901331

SPECIFICATIONS, TERMS & CONDITIONS

for

Automated Materials Handling System

TABLE OF CONTENTS

Page

I.STATEMENT OF WORK

A.INTENT

B.SCOPE

C.BACKGROUND

D.BIDDER QUALIFICATIONS

E.SPECIFIC REQUIREMENTS

F.DELIVERABLES / REPORTS

II.CALENDAR OF EVENTS

G.NETWORKING / BIDDERS CONFERENCES

III.COUNTY PROCEDURES, TERMS, AND CONDITIONS

H.EVALUATION CRITERIA / SELECTION COMMITTEE

I.CONTRACT EVALUATION AND ASSESSMENT

J.NOTICE OF RECOMMENDATION TO AWARD

K.TERM / TERMINATION / RENEWAL

L.BRAND NAMES AND APPROVED EQUIVALENTS

M.QUANTITIES

N.PRICING

O.AWARD

P.METHOD OF ORDERING

Q.WARRANTY

R.INVOICING

S.LIQUIDATED DAMAGES

T.PERFORMANCE BOND

U.PERFORMANCE REQUIREMENTS

V.ACCOUNT MANAGER / SUPPORT STAFF

IV.INSTRUCTIONS TO BIDDERS

W.COUNTY CONTACTS

X.SUBMITTAL OF BIDS

Y.RESPONSE FORMAT

ATTACHMENTS

EXHIBIT A -BID RESPONSE PACKET

EXHIBIT B - INSURANCE REQUIREMENTS

EXHIBIT C - VENDOR BID LIST

EXHIBIT D – SORTING ROOM DIMS

Specifications, Terms & Conditions

for Automated Materials Handling System

I.STATEMENT OF WORK

A.INTENT

It is the intent of these specifications, terms and conditions to describe the Automated Materials Handling System (AMHS) for library materials being requested by Alameda County. The County intends to install an AMHS at the new San Lorenzo Library which is currently under construction. The County requires that a turnkey solution be provided in which the vendor delivers, installs, and passes an acceptance test on a total AMHS package, which will include equipment, hardware, software, training, documentation, and maintenance services.

The County intends to award a three-year contract (with option to renew) to the bidder(s) selected as the most responsible bidder(s) whose response conforms to the RFP and meets the County’s requirements.

It is the intent of these specifications, terms and conditions to procure the most environmentally preferable products with equivalent or higher performance and at equal or lower cost than traditional products.

B.SCOPE

The Alameda County Library (ACL) plans to implement the AMHS in conjunction with the opening of the new San Lorenzo Library in the summer of 2015. The AMHS must provide a user friendly and convenient return of materials to the library by patrons as well as a fast and accurate sorting of materials. The AMHS must be sized to handle an annual circulation of 500,000 materials in the new San Lorenzo Library at an estimated rate of 600 check-ins per hour.

The overall goal of the AMHS is to free up staff time for the provision of Library programs and services. This goal will be realized via the following major objectives:

•Reduce staff time spent on routine circulation transactions.

•Provide better service to customers at self-checkout stations.

•Reduce the physical handling of Library materials by staff members.

•Reduce the incidence of repetitive stress injuries in staff members.

The objective of this RFP is to make an award to a vendor that delivers the best overall value to the County. A turnkey approach, in which the vendor delivers, installs and passes an acceptance test on a total package, including equipment and hardware, software, training and documentation, and ongoing service is required.

1.The AMHS must reduce manual labor associated with check-in and sorting of library materials by 75%.

2.The AMHS must be able to check-in and sort materials into the following categories:

  1. Returned materials destined to be re-shelved at that location;
  2. Returned materials that are trapped to fill holds;
  3. Returned materials owned by other ACL libraries; and
  4. Returned materials not owned by ACL.

3.The AMHS must be sized to handle the annual circulation of 500,000 in the new San Lorenzo Library.

4.The AMHS must be sized to handle 600 check-ins per hour and/or 90-95% of the returned materials checked in.

5.The AMHS must be sized to handle returns coming from external book drops and the staff induction unit.

6.The AMHS must be sized to fit in the staff sorting and returns workroom. The dimensions and specifications of the work room and the induction points for the AMHS are exhibited in Exhibit D herewith.

C.BACKGROUND

San Lorenzo, California, is an unincorporated area of Alameda County. The San Lorenzo Library space located at 395 Paseo Grande, San Lorenzo is undergoing an expansion currently. When the expansion is completed, the new San Lorenzo Library space will be an expanded single story 19,585 square foot space made up of 8,560 square feet of existing space and 11,005 square feet of newly constructed space. To allow for the expansion of the Library space, the Library moved its operations out of the 395 Paseo Grande, San Lorenzo, location in January 2014 to a 7,000 square foot store front at 16032 Hesperian Boulevard, San Lorenzo. The operations of the Library will return to the 395 Paseo Grande, San Lorenzo, location at the completion of the expansion project.

The target service area of the new San Lorenzo Library will be the unincorporated areas of San Lorenzo, Ashland, and Cherryland. The 2012 United States census bureau has stated the population of San Lorenzo at 23,937 and the population of the new San Lorenzo Library target service area as 61,214. Figures from calendar year 2013 show that approximately 600 people visit the Library on a typical day. Currently, there are 28,093 registered Library card holders. This number is expected to grow to 29,000 by the time the new library opens, and to 30,000 one year from that date.

As of June 2013, the collection size was approximately 96,471 items. Books totaled about 80,025with 51% being adult books, 42% being children’s books, and 7% being teen books. Approximately 16,446 items are media with about 70% of that being DVD, 21% being CDs and the rest being CD books. The collection size was reduced when the Library moved its operations to the temporary location. As of June 2014, the total collection size was approximately 73,000. It is anticipated that the collection size will go up to 85,000 by the opening date. It is also expected that the collection size will grow to the June 2013 level within two years of the Library opening.

Library materials management functions are currently handled by an Innovative Interfaces, Inc. Sierra (ILS) using barcodes. The Library currently uses 3M Tattle-Tape security strips and 3M security gates. These will be installed at the public entrance to the new Library. There will be at least three 3M self-checkout stations using barcodes. Customers checked out approximately 89% of their items on the self-checkout stations in 2013. With the anticipated increase in circulation in a new building, Alameda County Library is now seeking to streamline its materials management process. The solution must be compatible with the Library's ILS system and 3M security.

The AMHS will be installed in the staff sorting and returns work room. It must provide a user friendly, convenient return of materials to the library by customers, and a fast and accurate sorting of returned materials.

The Alameda County Library’s IT unit provides technical support for the Library's personal computers(PCs) and network. The Library IT Manager and Facilities Manager will oversee the installation of the AMHS.

Barcode labels are 14-digit Codabar barcode. The Library's ILS server is an IBM x3650 M4 with Red Hat Enterprise-Linux. ILS bundle 1.2.2_6 software is currently installed. It is possible that a newer version will be installed if available by the time the new library opens.

D.BIDDER QUALIFICATIONS

1.BIDDER Minimum Qualifications

a.Bidder shall be regularly and continuously engaged in the business of providing AMHS for libraries for a minimum of three (3) years.

b.Bidder must be able to demonstrate in their response, success in the installation and servicing of AMHS units at facilities of similar or equal size to the Alameda County Library system which will be specified. Installation and service experience must be presented in the response and supported by accompanying references.

c.Bidder must be an AMHS manufacturer or dealer.

d.Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFP.

E.SPECIFIC REQUIREMENTS

Bidder is required to address and describe their capabilities which will allow them to meet each of the technical requirements stated under the Description of Proposed Services. The responses should follow the exact sequential order and numbering of the items listed under this section.

  1. Physical
  1. The AMHS must be sized to handle an annual circulation of 500,000 in the new San Lorenzo Library, and be expandable to process a 10% annual growth in items circulated.
  2. The AMHS must be sized to handle 600 check-ins per hour and/or 90-95% of the check-in of returned materials.
  3. The AMHS must be sized to fit in the sorting and returns workroom. The dimensions and specifications of the work room and the induction points for the AMHS are described in Exhibit D.
  4. The AMHS must include a minimum of three material induction points. Two of the induction points (one outside the building and other inside the building) shall be for customers. The third induction point shall be for the use of staff and located in the staff sorting and returns work room.
  5. The customer induction points shall have full touch screen weather resistant interfaces. The customer check-ins shall provide animation to illustrate the proper way to insert materials.
  6. The customer induction points shall provide customers the options of printing paper receipts, receiving receipts by email, or both. The customer induction points shall use the customers’ email addresses on file for the purpose of sending email receipts. The customer induction point shall provide customers the option of entering their email addresses on the screen if there is no email on file for them.
  7. The staff induction point must allow the user to back-date item return dates.
  8. The AMHS must provide for a holds and exceptions printer to be connected adjacent to the staff induction station. The holds and exceptions printer must be capable of both USB and network interface in order to allow for increased placement flexibility.
  9. The display on the customer induction points shall provide user feedback when the AMHS rejects an item.
  10. The AMHS should be capable of automatic shutdown if a returned material becomes jammed in the system.
  11. The AMHS shall be able to connect through the Library’s Ethernet network via an RJ-45 connector.
  12. The AMHS shall provide an emergency stop button.
  13. AMHS must conform to all applicable standards and State and Federal regulatory requirements, including those of Underwriters Laboratories, FCC Part 15, Americans with Disabilities Act, local fire codes, SIP2, RS-232 and TCP/IP Ethernet 10/100. For SIP2 specify all commands. List the testing entities (Underwriters Laboratories; Canadian Standards Association; ETL, or other) that have given approval ratings to the electrically powered portions of the AMHS.
  14. Bidder must specify the manufacturer of the AMHS components, including:

1)Customerinduction stations;

2)Staff induction stations;

3)Sorting system equipment; and

4)Personal computers.

  1. Bidder must state the quantity, physical dimensions, power source and data requirements of all PCs used to manage the AMHS, and indicate the recommended location of these PCs on bidder’s proposed AMHS design. Additionally bidder must specify all applications running on PCs used to manage the AMHS. AMHS PCs must run Microsoft Windows 7 or higher operating system. Library IT will provide Microsoft Windows-based anti-virus software.
  2. Library IT staff shall have administration rights and access to the AMHS PCs and all applications running on the PCs.
  3. Bidder must describe the fire safety features of the external book return chute.
  4. The AMHS should be able to concurrently handle both barcode and RFID tagged materials. The RFID system shall be ISO 15693 18000-3 Mode 1 compliant and must use Reader Talks First (RTF) Architecture.
  1. Operation/Interface
  1. System shall require no more than one staff member to operate the AMHS.
  2. AMHS shall operate with a sound level within OSHA requirements. Bidder must demonstrate that the sound level produced by the mechanical conveyance system falls within OSHA requirements within open staff working areas.
  3. AMHS must be able to operate check-in stations and sort stations independently as well as simultaneously.
  4. Library IT staff must be able to manage the AMHS PCs remotely.
  5. AMHS must be capable of being managed remotely through a central web-based dashboard. Vendor must provide integration and testing services with the current ACL 3M Command Center or provide a comparative management system.
  6. AMHS must be capable of integrating and interfacing with the Innovative Integrated Library System.
  7. The AMHS vendor shall provide ILS software integration and testing services.
  8. The AMHS must be expandable so additional sorting bins can be added in the future.
  9. AMHS must be capable of providing continuous sorting operation for a minimum of 15 hours a day.
  1. Programming & Reports
  1. AMHS must be easily programmable by library staff with multiple sorting profiles to accommodate a variety of sorting requirements, including:

1)For operation when staff is present;

2)For overnight operation when staff is absent; and

3)For extended periods of Library closure.

  1. AMHS shall be capable of providing statistical reports of items checked in. Bidder must describe the statistical reporting capabilities of the AMHS.
  2. AMHS must be capable of storing and recalling up to four sorting profiles.
  3. AMHS must provide “store and forward” capability that will capture information when the ILS is down and relay the information after ILS service has been restored.
  4. AMHS must provide capacity for remote customization of AMHS receipts.
  5. AMHS must be programmable to automatically shut down and start up at specified schedules.
  1. Trouble Shooting

Bidder must:

  1. Describe system features that, for example, prevent materials from jamming and, system features that alert Library staff when destination bins are full;
  2. Describe an effective method of sorting returned items when the Library is closed to prevent bins from filling up and/or the AMHS from jamming;
  3. Describe the diagnostic tools available for Library staff to troubleshoot problems;
  4. Describe the AMHS backup system when there is an electrical power failure. Explain how checked in materials are handled when the sortation system is non-operational;
  5. Describe the backup system when the ILS is down; and
  6. Specify the recommended daily, weekly, and monthly maintenance tasks to ensure reliable AMHS operations and identify the level of staff appropriate for each task. Describe the typical maintenance regimen for the equipment proposed. Describe maintenance that is typically done by Library IT staff versus that done through a maintenance contract.
  1. Public Interface
  1. System must be user friendly, fast and incorporate a user interface that guides library users through the return process.
  2. System must be capable of displaying instructions in multiple languages. At a minimum, the system must be capable of displaying instructions in English, Spanish, Chinese, Japanese, and Russian.
  3. System must be able to accept, check in, and sort all materials in print and non-print formats (books, magazines, CDs, DVDs, CD-ROMs, video cassettes, audio cassettes, board books, paperback books, etc.).
  4. System shall identify returned items in the ILS as having been checked in and the patron record must be updated in real time.
  5. System shall allow shelf space on which materials can be placed prior to check in.
  6. System shall display available language choices for the customers at the beginning of the transaction, and allow the customers to make a language selection.
  7. System must be capable of providing feedback to customers indicating successful or unsuccessful check-in.
  8. System must be customizable to display reasons for rejecting materials.
  9. System shall display instructions to customers on how to clear the screen at the end of their transaction to protect their privacy. The AMHS shall automatically clear the screen after three minutes of inactivity.
  1. Installation

Bidder must provide a detailed installation and project completion plan, including the following details:

  1. Project roles for the Bidder and Library, including skills required;
  2. Project phases and tasks to be performed;
  3. Deliverables from the project and who is responsible for the deliverable;
  4. Project timeline and phases, include tasks and deliverables and Bidder’s capacity to implement the project;
  5. Assignment of roles to tasks, including estimated time;
  6. Resumes of Bidder’s project team;
  7. Describe the management plan the Bidder intends to employ for the project and an explanation of how it will support the project requirements and logically lead to the required deliverables. The description must include the organization of the project team, including accountability and lines of authority;
  8. Describe how the relationship between the Library and Bidder will be managed from an account and technical support perspective;
  9. Describe what is required of the Library to ensure the successful implementation of the system;
  10. State your delivery date in terms of calendar days after receipt of order (ARO); and
  11. Submit shop drawings and product data showing interfaces with the building components; e.g. framing for wall openings, etc.
  1. Documentation
  1. Bidder shall provide a detailed outline of all design, implementation, operational and training documentation to be delivered.
  2. Upon award, Contractor must provide design schematics, implementation plans, operational and training documentation.
  3. Contractor shall provide, upon delivery of each unit, a copy of the factory/OEM line sheet indicating parts identification particular to the delivered unit.
  4. Upon award, Contractor shall provide one (1) manual for each category upon delivery:

1)Operation Manual