County of Alameda, General Services Agency – Purchasing
RFQ No. 900655, Addendum No. 3
Page 6 of 6
April 6, 2010
COUNTY OF ALAMEDA
GENERAL SERVICES AGENCY-PURCHASING
ADDENDUM No. 3
to
RFQ No. 900655
for
SELF-CHECK KIOSKS
Specification Clarification/Modification and Recap of the Networking/Bidders Conferences
Held on February 23, 2010 and February 24, 2010
______
Notice to Bidders
This County of Alameda, General Services Agency (GSA), RFQ Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFQ Addendum will also be posted on the General Services Agency (GSA) Contracting Opportunities website located at http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportunities.jsp.
The following Sections have been modified to read as shown below. Changes made to the original RFQ document are in bold print and highlighted, and deletions made have a strike through.
Please refer to C. Specific Requirements/Vendor Qualifications, Paragraph 2, Page 6 of 24, “System must offer a Multiple Book Detection option, to prevent borrower from intentionally or unintentionally desensitizing multiple books, DVDs, CDs, etc. when reading a single barcode.”
Responses to Written Questions
Q1) Will there be a new software management program intended to be loaded on the kiosks or is there a current system being used to manage the books or the database information for the current cataloging system?
A1) The Alameda County Library (ACL) utilizes 3M kiosks that come with their own proprietary software. The only Innovative Interfaces, Inc. software included is the SIP2 connection (Millennium 2009A 1.1).
Q2) Does the Alameda County Library (ACL) intend to keep the software included in the existing self-check kiosk systems and add new software on top, or will this new software be completely independent?
A2) The Alameda County Library (ACL) will notbe changing any software in the existing self-check machines. The only software which will be added is anti-virus software and a way for the Alameda County Library (ACL) to connect via PCAnywhere or VNC.
Q3) Does the Alameda County Library (ACL) System currently use 1d or 2d bar code? 1d is like a UPC code.
A3) Alameda County Library (ACL) uses Code 39 barcode labels. Code 39 (also known as "USS Code 39", "Code 3/9", "Code 3 of 9", "USD-3", "Alpha39", "Type 39", "Code 93") is a linear barcode symbology (1d – 1 dimensional). Please see an example of the labels in use below.
Q4) Would the Alameda County Library (ACL) prefer the user to scan their library card first and then scan the book to return? Or would the Alameda County Library (ACL) prefer the user to scan the book and the self-check kiosk system automatically knows who checked out the item?
A4) The Alameda County Library (ACL) would prefer the user scan the book and the system automatically knows who checked out the item.
Q5) Does the Alameda County Library (ACL) currently use AV locking cases, and if so which brand?
A5) The Alameda County Library (ACL) does not use locking AV cases.
Q6) Does the Alameda County Library (ACL) currently use an electromagnetic security system?
A6) Yes. Please see below photo images of the security gates in use at some ACL branches.
Q7) Do the self-check kiosk systems in this bid include hardware and software?
A7) Yes.
Responses to Verbal Questions
Q8) What are the County requirements for subcontracting as it pertains to this bid?
A8) If the bidder recommended for contract award is not certified as a Small Local Emerging Business (SLEB), the bidder would need to subcontract a minimum of twenty percent (20%) of the contract award to one or more Small Local Emerging Business (SLEB) certified firms for a cumulative total of not less than the twenty (20%) stipulated.
Q9) Will the Alameda County Library (ACL) consider radio frequency identification technology (RFID)?
A9) Currently, the Alameda County Library (ACL) only uses barcodes. The Alameda County Library (ACL) has considered using RFID technology. Equipment quoted for this RFQ must be barcode based with the possibility of upgrading to RFID.
Q10) Will the Alameda County Library (ACL) be purchasing floor mounted or table-top self-check kiosk systems?
A10) Please refer to the revised Exhibit B.
Q11) Does the Alameda County Library (ACL) use a hub and spoke type of arrangement?
A11) Yes.
Q12) Are there any issues with VPN access into the system as it relates to sound checks only?
A12) The Alameda County Library (ACL) uses Sonic wall pro 2040 for VPN, the only restriction is that the Vendor must install VPN client at their end (support site not the self-check), VPN client is not Microsoft Vista compatible but can be used on XP. It will not limit the OS on self-check out units. Self-check out units can still use XP, Vista or Windows 7, as required.
Q13) Is it likely the Alameda County Library (ACL) will order multiple self-check kiosk systems at one (1) time?
A13) Yes, the Alameda County Library (ACL) intends to order most of the systems in the first (1) year of the contract.
Q14) What patron cards is the Alameda County Library (ACL) currently using?
A14) The Alameda County Library (ACL) currently uses barcode based patron identification cards.
Q15) Is the Alameda County Library (ACL) currently using magnetic strips or RFID on the patron cards?
A15) The Alameda County Library (ACL) is currently using magnetic strips on the patron cards.
Q16) Is the Alameda County Library (ACL) currently using 3M tattle tape?
A16) Yes.
Q17) Are the Alameda County Library (ACL) systems currently positioned on countertops?
A17) Yes.
Q18) How many languages would the Alameda County Library (ACL) require at one time?
A18) Four (4).
Q19) Does the Alameda County Library (ACL) use all 44 of the languages requested?
A19) The Alameda County Library (ACL) may not currently use all 44 of the languages requested, but it may in the future.
Q20) What software version of Innovative Interfaces, Inc. is the Alameda County Library (ACL) currently using?
A20) The Alameda County Library (ACL) is currently using 2009A 1.1.
Q21) Does the Alameda County Library (ACL) require audio feedback on the self-check systems?
A21) No, the Alameda County Library (ACL) does not require audio feedback on the systems it purchases.
Q22) Please clarify what is meant by references from current and former customers in Exhibit D of the RFQ.
A22) The County is seeking references from current customers, and former customers would be customers with whom the bidder is no longer doing business.
Q23) When does the Alameda County Library (ACL) anticipate testing proposed equipment?
A23) Testing will be scheduled at the Alameda County Libraries (ACL’s) discretion. Please refer to Section I. Submittal of Bids, Paragraph 13, Page 15 of 24, “The County reserves the right to independently test bidder’s equipment prior to awarding any contract to verify vendor claims in bidder’s RFQ response.”
Q24) How many systems does the Alameda County Library (ACL) anticipate purchasing?
A24) According to Exhibit B, Page 1 of 2, the County Library intends to purchase twelve (12) systems, possibly all at one time. Please refer to Section O. Quantities, Paragraph 1, and Page 17 of 24, “Quantities listed herein are estimates and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.”
Q25) Is this bid a sole source?
A25) No, this bid is not a sole source.
Q26) Is there a component within the self-check systems the Alameda County Library (ACL) is purchasing that is exclusive to one (1) vendor?
A26) It is not the intention this RFQ to be brand exclusive. Please refer to Section C. Specific Requirements/Vendor Qualifications, Paragraph 2, Page 6 of 24, “3M V2 Self-check or equivalent - Kiosk or Table Top. Cabinet with Laminate Top, including 12 months service.” Also, please refer to Section N. Brand Names and Approved Equivalents.
Q27) What is the origin of the list of 44 languages?
A27) We obtained this list from machines currently in use within the Alameda County Library (ACL) system (3M self-checkout machines).
Q28) May a bid be submitted with a capacity for less than 44 languages?
A28) Yes.
Q29) Could you provide which languages are currently being used on Self-Checks?
A29) English, Spanish, Chinese, Vietnamese, Korean, and Russian.
Q30) Does the County require twenty percent (20%) of the contract value be subcontracted to a County certified Small Local Emerging Business?
A30) Yes. Please refer to Section T. County Provisions, Paragraph 2, B, Page 20 of 24, “Bidders not meeting the small or emerging local business requirements set forth above do not qualify for a bid preference and must subcontract with one or more County certified small and/or emerging local businesses for at least twenty percent (20%) of Bidder’s total bid amount in order to be considered for the contract award. Bidder, in its bid response, must submit written documentation evidencing a firm contractual commitment to meeting this minimum local participation requirement. Participation of a small and/or emerging local business must be maintained for the term of any contract resulting from this RFQ.”
The following participants attended the Bidders’ Conferences:
Company Name / Representative / Contact Informationmk Sorting Systems
105 Highland Park Drive
Bloomfield, CT 06002-1396 / Tom Pinkin / Phone: (860) 906-4235
E-Mail:
Prime Contractor: Yes
Subcontractor: No
Certified SLEB: No
Integrated Technology Group
5000 Miller Ct E
Norcross, GA 30071 / Ron Birchard / Phone: (877) 207-3127 x140
E-Mail:
Prime Contractor: Yes
Subcontractor: No
Certified SLEB: No
Image Sales
1401 Willow Pass Rd.
Concord, CA 94520 / Keith George / Phone: (925) 822-7791
E-Mail:
Prime Contractor: No
Subcontractor: Yes
Certified SLEB: Yes
3M Company
3M Center
Bldg. 225-04-N-14
St. Paul, MN 55144-1000 / Konrad Siefkar / Phone: (916) 529-3827
E-Mail:
Prime Contractor: Yes
Subcontractor: No
Certified SLEB: No
Phone:
E-Mail:
Prime Contractor:
Subcontractor:
Certified SLEB:
COUNTY OF ALAMEDA, GENERAL SERVICES AGENCY-PURCHASING EXHIBIT A – BID ACKNOWLEDGEMENT
RFQ No. 900655, Addendum No. 3
The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the above referenced RFQ number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response. Obligations assumed by such signature must be fulfilled.
1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFQ. No alterations or changes or any kind shall be permitted to Exhibit B, Bid Form. Responses that do not comply shall be subject to rejection in total.
2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid Acknowledgement and state the reason you are not bidding.
3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFQ, the prices quoted herein do not include Sales, Use or other taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c) Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the exempt character of the shipment. (d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate.
4. Award: (a) Unless otherwise specified by the bidder or the RFQ gives notice of an all-or-none award, the County may accept any item or group of items of any bid. (b) Bids are subject to acceptance at any time within thirty (30) days of opening, unless otherwise specified in the RFQ. (c) A valid, written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance specified results in a binding contract without further action by either party. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of California.
5. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.
6. Samples: Samples of items, when required, shall be furnished free of expense to the County and if not destroyed by test may upon request (made when the sample is furnished), be returned at the bidder’s expense.
7. Rights and remedies of County for default: (a) In the event any item furnished by vendor in the performance of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by vendor with its bid, the County may reject the same, and it shall thereupon become the duty of vendor to reclaim and remove the same forthwith, without expense to the County, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should vendor fail, neglect or refuse so to do the County shall thereupon have the right purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any moneys due or that may there after come due to vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the County. In the event that vendor fails to make prompt delivery as specified for any item, the same conditions as to the rights of the County to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the government. (b)Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the vendor. (c) The rights and remedies of the County provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.