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HomeMy WebLinkAbout4/18/2012 - STAFF REPORTS - 2B Board of Trustees Palm Springs Public Library System 300 South Sunrise Way, Palm Springs, CA 92264 Wednesday, April 18, 2012 To: Mayor Steve Pougnet, Mayor pro tem Ginny Foat, Councilmember Rick Hutcheson, Councilmember Paul Lewin, and Councilmember Chris Mills From: David L. Gray, President pro tem Board of Trustees of the Palm Springs Public Library System Re: 2.11. AGREEMENT WITH MK SORTING SYSTEMS FOR THE PURCHASE AND INSTALLATION OF AN AUTOMATED MATERIALS HANDLING SYSTEM AND COMPLETION OF THE RADIO FREQUENCY IDENTIFICATION SYSTEM FOR ALL LIBRARY MATERIALS. Good Evening. My name is David Gray, and I am here as President pro tem of the Board of Trustees of the Palm Springs Public Library, and want to ask that you Approve the Agreement with MK Sorting Systems for the purchase and installation of an automated materials handling system and installation of a radio frequency material identification system for the Palm Springs Public Library and to authorize the City Manager to execute all necessary documents. Libraries have continued to look for ways to maintain and upgrade their services; among them, the handling and sorting of the thousands of books, CDs, DVDs and other items that go in and out of a library. In Palm Springs more than �/18�2012 2•� 400,000 items a year, need to be handled up to eight times b} a person before an item gets from the book drop back onto the shelf With this new automated sorting system this process will be greatly reduced. In addition, by upgrading the library to a Radio Frequency Identification System, the c eck in and check out process will be greatly improved for the general public, as well as the library staff itself. We want to thank the City Librarian and staff who have spe a considerable amount of time to look at a number of these systems. We bel eve, along with them, that the NM System will make the process of sorting and checking in thousands of materials easier, better protect materials, as wel as free up library staff. With this in mind, the Board of Trustees voted unanimously o fund this project in its entirety from the Library Trust Fund, and we urge your approval of this expenditure. Thank you. 40�pPLMsp� iy W V N • R + a S � C'0<1FORN% CITY COUNCIL STAFF REPORT DATE: April 18, 2012 CONSENT AGENDA SUBJECT: APPROVE CONTRACT WITH MK SORTING SYSTEMS FOR THE PURCHASE AND INSTALLATION OF AN AUTOMATED MATERIALS HANDLING SYSTEM AND COMPLETION OF THE RADIO FREQUENCY IDENTIFICATION SYSTEM FOR ALL LIBRARY MATERIALS FROM: David H. Ready, City Manager BY: Barbara Roberts, Director of Library Services SUMMARY As part of the Library's plan to improve staff efficiencies and provide better service to the public, the installation of an automated materials handling system is recommended which will reduce the handling of returned materials from 8 steps to 2, and provide immediate materials check-in for the public. RECOMMENDATION: 1. Approve the contract with MK Sorting Systems, Simsbury, CT, in the amount of $359,201.19, for the purchase and installation of an Automated Materials Handling System and the completion of the Radio Frequency Material Identification System. STAFF ANALYSIS: The Library circulates over 400,000 items per year. When items are returned, staff currently handles each one 8 times before it is back on the shelves. This totals 3,200,000 hand movements during the year. The current system also damages the items, since they drop onto the floor or into a bin when returned. The public also has no proof of having returned an item. If the Library is short staffed, it may take nearly a week to process all the items and return them to the shelves. Recently, libraries have increasingly turned to Radio Frequency Identification Systems for accurate collection identification and ease of check-out and check-in for the public. Automated Material Handling Systems provide quiet, seamless, automated handling of all materials checked-out and checked-in. ITEM NO. City Council Staff Report April 18, 2012—Page 2 Automated Materials Handling System The proposed Automated Materials Handling System and Radio Frequency identification of all materials will reduce the current staff intensive nature of the materials circulation function, provide the ability for staff to give better customer service, and provide a more accurate record of customer transactions. A comprehensive Request for Proposals process was conducted and six firms responded. After careful review, two firms were short-listed for presentations and interviews. MK Sorting Systems was selected by the evaluation committee and after extensive negotiations, site visits, and final system configuration, staff is recommending award of the contract. FISCAL IMPACT: The Library Board of Trustees has voted to approve and expenditure for the total cost of $359,201.19 from the Library EndowmentlTrust fund. No General Fund dollars would be required. Q I ara Roberts Thomas Wilson Director of Library Services Assistant City anager _ r David H. Ready, City M 02 Library Automated Materials Handling System THIS CONTRACT SERVICES AGREEMENT ( "Agreement') is entered into, and effective on 201. between the CITY OF PALM SPRINGS, a California charter city and municipal corporation, ("City") and mK Sorting Systems,Inc. ("Contractor"). City and Contractor are individually referred to as"Party"and are collectively referred to as the"Parties". RECITALS A. City has determined that there is a need for a new Automated Materials Handling System at the Library Center("Project"). B. Contractor has submitted to City a proposal to provide a new Automated Materials Handling System to City for the Project under the terms of this Agreement. C. Contractor is qualified by virtue of its experience, training, education,reputation,and expertise to provide these services and has agreed to provide such services as provided in this Agreement. D. City desires to retain Contractor to provide such contract services. In consideration of these promises and mutual obligations, covenants, and conditions, the Parties agree as follows: AGREEMENT 1. SERVICES OF CONTRACTOR 1.1 Scooe of Services. In compliance with all terms and conditions of this Agreement, Contractor agrees to perform the contract services set forth in the Scope of Services described in Exhibit"A" (the "Services" or "Work"), which is attached and incorporated by reference. As a material inducement to the City entering into this Agreement,Contractor represents and warrants that Contractor is a provider of first class work and contract services and that Contractor is experienced in performing the Work and Services contemplated and,in light of such status and experience, Contractor covenants that it shall follow the highest contract standards in performing the Work and Services required in this Agreement. For purposes of this Agreement, the phrase "highest contract standards" shall mean those standards of practice recognized as high quality among well-qualified and experienced contracts performing similar work under similar circumstances. 1.2 Contract Documents. The Agreement between the Parties shall consist of the following: (1)this Agreement;(2)the Scope of Services;(3)the City's Request for Proposals;and,(4)the Contractor's signed,original proposal submitted to the City ("Contractor's Proposal"), (collectively referred to as the "Contract Documents"). The City's Request for Proposals and the Contractor's Proposal, which are both attached as Exhibits "B" and"C", respectively, are incorporated by reference and are made a part of this Agreement. The Scope of Services shall include the Contractor's Proposal. All provisions of the Scope of Services, the City's Request for Proposals and the Contractor's Proposal shall be binding on the Parties. Should any conflict or inconsistency exist in the Contract Documents,the conflict or inconsistency shall be resolved by applying the provisions in the highest priority document, which shall be determined in the following order of priority: (1')the provisions of the Scope of Services(Exhibit"A"),- (2°d)the provisions of the City's Request for Proposal(Exhibit"B"); (3rd) the terms of this Agreement;and,(4d')the provisions of the Contractor's Proposal (Exhibit"C"). 1.3 Comoliance with Law. Contractor warrants that all Services rendered shall be performed in accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders, rules, and regulations. 1.4 Licenses,Permits,Fees.and Assessments. Contractor represents and warrants to City that it has obtained all licenses,permits,qualifications,and approvals of whatever nature that are legally required to practice its profession and perform the Work and Services required by this Agreement. Contractor represents and warrants to 03 1 City that Contractor shall,at its sole cost and expense,keep in effect at all times during the term of this Agreement, any license, permit, qualification, or approval that is legally required for Contractor to perform the Work and Services under this Agreement. Contractor shall have the sole obligation to pay for any fees,assessments,and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor's performance of the Work and Services required by this Agreement. Contractor shall indemnify,defend, and hold harmless City against any such fees, assessments, taxes penalties, or interest levied, assessed, or imposed against City to the fullest extent permitted by law. 1.5 Familiarity with Work. By executing this Agreement, Contractor warrants that Contractor (a) has thoroughly investigated and considered the Scope of Services to be performed,(b)has carefully considered how the Services should be performed, and (c) fully understands the facilities, difficulties, and restrictions attending performance of the Services under this Agreement. If the Services involve work upon any site,Contractor warrants that Contractor has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of any Services. Should the Contractor discover any latent or unknown conditions that will materially affect the performance of the Services, Contractor shall immediately inform the City of such fact and shall not proceed except at Contractor's risk until written instructions are received from the City. 1.6 Care of Work. Contractor shall adopt reasonable methods during the term of the Agreement to furnish continuous protection to the Work and the equipment, materials, papers, documents, plans, studies, and/or other components to prevent losses or damages. Contractor shall be responsible for all such damages,to persons or property,until acceptance of the Work by the City,except such losses or damages as may be caused by City's own negligence. 1.7 Further Responsibilities of Parties. Parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Parties agree to act in good faith to execute all instruments,prepare all documents,and take all actions as may be reasonably necessary to carry out the purposes of this Agreement 1.8 Additional Services. City shall have the right at any time during the performance of the Services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to, or deducting from such Work No such extra work may be undertaken unless a written order is first given by the City to the Contractor, incorporating any adjustment in(i)the Maximum Contract Amount, as defined below, and/or(ii) the time to perform this Agreement Any adjustments must also be approved in writing by the Contractor. Any increase in compensation of up to twenty-five percent (25%) of the Maximum Contract Amount or$25,000,whichever is less,or in the time to perform of up to thirty(30)days,may be approved by the City Manager, or his designee, as may be needed to perform any extra work Any greater increases, occurring either separately or cumulatively, must be approved by the Palm Springs City Council. It is expressly understood by Contractor that the provisions of this section shall not apply to the services specifically set forth or reasonably contemplated within the Scope of Services. 2. COMPENSATION 2.1 Maximum Contract Amount. For the Services rendered under this Agreement, Contractor shall be compensated by City in accordance with the Schedule of Compensation, which is attached as Exhibit "D" and incorporated in this Agreement by reference. Compensation shall not exceed the maximum contract amount of Three Hundred Fifty Nine Thousand Two Hundred One Dollars and Nineteen Cents, ($359,201.19) ("Maximum Contract Amount"), plus $24,113 per year for ongoing support, maintenance and warranty commencing after the first year warranty expires and subject to a 2%annual increase, except as may be provided under Section 1.8. The method of compensation shall be as set forth in Exhibit "D." Compensation for necessary expenditures for reproduction costs, telephone expenses, and transportation expenses must be approved in advance by the Contract Officer designated under Section 4.2 and will only be approved if such expenses are also specified in the Schedule of Compensation. The Maximum Contract Amount shall include the attendance of Contractor at all Project meetings reasonably deemed necessary by the City. Contractor shall not be entitled to any increase in the Maximum Contract Amount for attending these meetings.Contractor accepts the risk that the services identified in the Scope of Services may be more costly and/or time-consuming than Contractor anticipates,that Contractor shall not be entitled to additional compensation,and that the provisions of Section 1.8 shall not be applicable to the services identified in . 04 2 the Scope of Services. The maximum amount of cty's payment obligation under this section is the amount specified in this Agreement. If the City's maximum payment obligation is reached before the Contractor's Services under this Agreement are completed, Contractor shall complete the Work and City shall not be liable for payment beyond the Maximum Contract Amount. 2.2. Method of Payment. Unless another method of payment is specified in the Schedule of Compensation(Exhibit"D"), in any month in which Contractor wishes to receive payment, Contractor shall submit to the City an invoice for services rendered prior to the date of the invoice. The invoice shall be in a form approved by the City's Finance Director and must be submitted no later than the tenth(10)working day of such month. Such requests shall be based upon the amount and value of the services performed by Contractor and accompanied by such reporting data including an itemized breakdown of all costs incurred and tasks performed during the period covered by the invoice, as may be required by the City. City shall use reasonable efforts to make payments to Contractor within forty-five (45) days after receipt of the invoice or as soon as is reasonably practical. There shall be a maximum of one payment per month. 2.3 Changes in Scope. In the event any change or changes in the Scope of Services is requested by City, Parties shall execute a written amendment to this Agreement, specifying all proposed amendments, including, but not limited to,any additional fees. An amendment may be entered into: A. To provide for revisions or modifications to documents, work product, or work, when required by the enactment or revision of any subsequent law;or B. To provide for additional services not included in this Agreement or not customarily furnished in accordance with generally accepted practice in Contractor's profession. 2.4 Appropriations. This Agreement is subject to and contingent upon funds being appropriated by the City Council for each fiscal year covered by the Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the City. 3. SCHEDULE OF PERFORMANCE 3.1 Time of Essence. Time is of the essence in the performance of this Agreement. The time for completion of the services to be performed by Contractor is an essential condition of this Agreement. Contractor shall prosecute regularly and diligently the Work of this Agreement according to the agreed upon attached Schedule of Performance(Exhibit"E"),incorporated by reference. 3.2 Schedule of Performance. Contractor shall commence the Services under this Agreement upon receipt of a written notice to proceed and shall perform all Services within the time period(s) established in the Schedule of Performance. When requested by Contractor,extensions to the time period(s)specified in the Schedule of Performance may be approved in writing by the Contract Officer, but such extensions shall not exceed one hundred eighty(180)days cumulatively;however,the City shall not be obligated to grant such an extension. 3.3 Force Maieure. The time period(s) specified in the Schedule of Performance for performance of the Services rendered under this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Contractor(financial inability excepted)if Contractor, within ten(10)days of the commencement of such delay,notifies the Contract Officer in writing of the causes of the delay. Unforeseeable causes include, but are not limited to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions,riots, strikes, freight embargoes, wars,and/or acts of any governmental agency, including the City. The City Manager shall ascertain the facts and the extent of delay, and extend the time for performing the Services for the period of the enforced delay when and if in the judgment of the City Manager such delay is justified. The City Manager's determination shall be final and conclusive upon the Parties to this Agreement. In no event shall Contractor be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Contractor's sole remedy being extension of the Agreement under this section. 3.4 Term. Unless earlier terminated under this Agreement,this Agreement shall commence upon the ®5 3 effective date of this Agreement and continue in full force and effect until completion of the Services. However,the tern shall not exceed six (6) years (inclusive of first year under warranty plus 5 years of on-going system support and maintenance) from the commencement date, except as otherwise provided in the Schedule of Performance described in Section 3.2 above. Any extension must be through mutual written agreement of the Parties. 3.5 Termination Prior to Expiration of Term. City may terminate this Agreement for its convenience at any time,without cause, in whole or in part,upon giving Contractor thirty(30) days written notice. Where termination is due to the fault of Contractor and constitutes an immediate danger to health, safety, and general welfare,the period of notice shall be such shorter time as may be determined by the City. Upon such notice, City shall pay Contractor for Services performed through the date of termination. Upon receipt of such notice, Contractor shall immediately cease all work under this Agreement, unless stated otherwise in the notice or by written authorization of the Contract Officer. After such notice, Contractor shall have no further claims against the City under this Agreement. Upon termination of the Agreement under this section, Contractor shall submit to the City an invoice for work and services performed prior to the date of termination. Contractor may terminate this Agreement, with or without cause,upon sixty(60) days written notice to the City, except that where termination is due to material default by the City,the period of notice may be such shorter time as the Contractor may determine. 4. COORDINATION OF WORK 4.1 Representative of Contractor. The following principal of Contractor is designated as being the principal and representative of Contractor authorized to act in its behalf and make all decisions with respect to the Services to be performed under this Agreement: Kristin Vogel,Vice President Sales and Business Development. It is expressly understood that the experience, knowledge, education, capability, expertise, and reputation of the foregoing principal is a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principal shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services performed hereunder. The foregoing principal may not be changed by Contractor without prior written approval of the Contract Officer. 4.2 Contract Officer. The Contract Officer shall be the City Manager or his/her designee("Contract Officer"). Contractor shall be responsible for keeping the Contract Officer fully informed of the progress of the performance of the services. Contractor shall refer any decisions that must be made by City to the Contract Officer. Unless otherwise specified,any approval of City shall mean the approval of the Contract Officer. 4.3 Prohibition Against Subcontracting or Assignments. The experience, knowledge, capability, expertise,and reputation of Contractor,its principals and employees,were a substantial inducement for City to enter into this Agreement. Therefore, Contractor shall not assign full or partial performance of this Agreement, nor any monies due, voluntarily or by operation of law, without the prior written consent of City. Contractor shall not contract with any other entity to perform the Services required under this Agreement without the prior written consent of City. If Contractor is permitted to subcontract any part of this Agreement by City, Contractor shall be responsible to City for the acts and omissions of its subcontractor(s)in the same manner as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the Work will be considered employees of Contractor. City will deal directly with and will make all payments to Contractor. In addition,neither this Agreement nor any interest in this Agreement may be transferred,assigned,conveyed,hypothecated,or encumbered voluntarily or by operation of law,whether for the benefit of creditors or otherwise, without the prior written consent of City. Transfers restricted in this Agreement shall include the transfer to any person or group of persons acting in concert of more than twenty five percent(25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release Contractor or any surety of Contractor from any liability under this Agreement without the express written consent of City. 4.4 Independent Contractor. The legal relationship between the Parties is that of an independent contractor,and nothing shall be deemed to make Contractor a City employee. A. During the performance of this Agreement, Contractor and its officers, employees, and agents shall act in an independent capacity and shall not act or represent themselves as City officers or employees. 06 4 The personnel performing the Services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Contractor or any of its officers, employees, or agents, except as set forth in this Agreement. Contractor, its officers, employees, or agents shall not maintain an office or any other type of fixed business location at City's offices. City shall have no voice in the selection, discharge, supervision, or control of Contractor's employees, servants, representatives, or agents, or in fixing their number, compensation, or hours of service. Contractor shall pay all wages, salaries, and other amounts due its employees in connection with this Agreement and shall be responsible for all reports and obligations respecting them, including but not limited to social security income tax withholding, unemployment compensation, workers' compensation, and other similar matters. City shall not in any way or for any purpose be deemed to be a partner of Contractor in its business or otherwise a joint venturer or a member of any joint enterprise with Contractor. B. Contractor shall not have any authority to bind City in any manner. This includes the power to incur any debt,obligation,or liability against City. C. No City benefits shall be available to Contractor, its officers, employees, or agents in connection with any performance under this Agreement. Except for contract fees paid to Contractor as provided for in this Agreement, City shall not pay salaries, wages, or other compensation to Contractor for the performance of Services under this Agreement. City shall not be liable for compensation or indemnification to Contractor, its officers, employees,or agents,for injury or sickness arising out of performing Services. If for any reason any court or governmental agency determines that the City has financial obligations, other than under Section 2 and Subsection 1.8 in this Agreement, of any nature relating to salary, taxes, or benefits of Contractor's officers, employees,servants,representatives,subcontractors,or agents,Contractor shall indemnify City for all such financial obligations. 5. INSURANCE 5.1 Types of Insurance. Contractor shall procure and maintain, at its sole cost and expense, the insurance described below. The insurance shall be for the duration of this Agreement and includes any extensions, unless otherwise specified in this Agreement. The insurance shall be procured in a form and content satisfactory to City. The insurance shall apply against claims which may arise from the Contractor's performance of Work under this Agreement, including Contractor's agents, representatives, or employees. In the event the City Manager determines that the Work or Services to be performed under this Agreement creates an increased or decreased risk of loss to the City,the Contractor agrees that the minimum limits of the insurance policies may be changed accordingly upon receipt of written notice from the City Manager or his designee. Contractor shall immediately substitute any insurer whose A.M. Best rating drops below the levels specified in this Agreement. Except as otherwise authorized below for contract liability (errors and omissions) insurance, all insurance provided under this Agreement shall be on an occurrence basis. The minimum amount of insurance required shall be as follows: A. Errors and Omissions Insurance. Waived Gentfaeter shall obtain and maintain in basis,tvm millien dollars($2,000,000.00)aHmial aggregate,in aesefdariee with the pFe-Asieffi of this seetient. any eeatfaet liability claims nwAe against Gefftraeter and is uamvffe ef say faets whieh may lead te siasli a PlAim eentraot liability insum an eadersement pmN4diag that the required liniks of the pokey shall apply separwely to claims arising fFem eFrafs and omissions in the-mm—ditiAn Af ges4es under this AgFeement-. the pehey "I be this pefied, Geturaeter slmll obtain eentiffaing iins�e eewmge fer the prier- sets er emissieffs ef Centraete 07 5 subjeet a the .el by the G ty ..nagen , ..- T.f pFev id d f in his Agreement,nt ...1 iehe.., is l.a.... in the event of te....inat: e f the...hey this period, B. Workers' Compensation Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, workers' compensation insurance in at least the minimum statutory amounts, and in compliance with all other statutory requirements, as required by the State of California. Contractor agrees to waive and obtain endorsements from its workers' compensation insurer waiving subrogation rights under its workers' compensation insurance policy against the City and to require each of its subcontractors, if any, to do likewise under their workers' compensation insurance policies. If Contractor has no employees, Contractor shall complete the City's Request for Waiver of Workers' Compensation Insurance Requirement form. C. Commercial General Liability Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement,a policy of commercial general liability insurance written on a per occurrence basis with a combined single limit of at least one million dollars ($1,000,000.00) and two million dollars($2,000,000.00)general aggregate for bodily injury and property damage including coverages for contractual liability,personal injury,independent contractors,broad form property damage,products and completed operations. D. Business Automobile Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of business automobile liability insurance written on a per occurrence basis with a single limit liability in the amount of one million dollars($1,000,000.00) bodily injury and property damage. The policy shall include coverage for owned,non-owned,leased,and hired cars. E. Employer Liability Insurance. Contractor shall obtain and maintain, in full force and effect throughout the term of this Agreement, a policy of employer liability insurance written on a per occurrence basis with a policy limit of at least one million dollars($1,000,000.00)for bodily injury or disease. 5.2 Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City Manager or his/her designee prior to commencing any work or services under this Agreement. Contractor guarantees payment of all deductibles and self-insured retentions. City reserves the right to reject deductibles or self-insured retentions in excess of$10,000, and the City Manager or his/her designee may require evidence of pending claims and claims history as well as evidence of Contractor's ability to pay claims for all deductible amounts and self-insured retentions proposed in excess of$10,000. 5.3 Other Insurance Requirements. The following provisions shall apply to the insurance policies required of Contractor under this Agreement: 5.3.1 For any claims related to this Agreement, Contractor's coverage shall be primary insurance with respect to the City and its officers,council members,officials,employees, agents, and volunteers. Any insurance or self-insurance maintained by the City and its officers, council members, officials, employees,agents, and volunteers shall be in excess of Contractor's insurance and shall not contribute with it. 5.3.2 Any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to City and its officers,council members,officials,employees,agents,and volunteers. 5.3.3 All insurance coverage and limits provided by Contractor and available or applicable to this Agreement are intended to apply to each insured, including additional insureds, against whom a claim is made or suit is brought to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations 6 shall limit the application of such insurance coverage. 5.3.4 No required insurance coverages may include any limiting endorsement which substantially impairs the coverages set forth in this Agreement (e.g., elimination of contractual liability or reduction of discovery period), unless the endorsement has first been submitted to the City Manager and approved in writing. 5.3.5 Contractor agrees to require its insurer to modify insurance endorsements to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will "endeavor" (as opposed to being required) to comply with the requirements of the endorsements. Certificates of insurance will not be accepted in lieu of required endorsements, and submittal of certificates without required endorsements may delay commencement of the Project. It is Contractor's obligation to ensure timely compliance with all insurance submittal requirements as provided in this Agreement. 5.3.6 Contractor agrees to ensure that subcontractors, and any other parties involved with the Project who are brought onto or involved in the Project by Contractor, provide the same minimum insurance coverage required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Contractor agrees that upon request, all agreements with subcontractors and others engaged in the Project will be submitted to the City for review. 5.3.7 Contractor acknowledges and agrees that any actual or alleged failure on the part of the City to inform Contractor of non-compliance with any insurance requirement in no way imposes any additional obligations on the City nor does it waive any rights in this or any other regard. 5.3.8 Contractor shall provide proof that policies of insurance required in this Agreement, expiring during the term of this Agreement, have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. Endorsements as required in this Agreement applicable to the renewing or new coverage shall be provided to City no later than ten (10)days prior to expiration of the lapsing coverage. 5.3.9 Requirements of specific insurance coverage features or limits contained in this section are not intended as limitations on coverage, limits, or other requirements, or as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue,and is not intended by any party or insured to be limiting or all-inclusive. 5.3.10 The requirements in this section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impair the provisions of this section. 5.3.11 Contractor agrees to provide immediate notice to City of any claim or loss against Contractor arising out of the Work performed under this Agreement and for any other claim or loss which may reduce the insurance available to pay claims arising out of this Agreement. City assumes no obligation or liability by such notice,but has the right(but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City,or to reduce or dilute insurance available for payment of potential claims. 5.3.12 Contractor agrees that the provisions of this section shall not be construed as limiting in any way the extent to which the Contractor may be held responsible for the payment of damages resulting from the Contractor's activities or the activities of any person or 09 7 person for which the Contractor is otherwise responsible. 5.4 Sufficiency of Insurers. Insurance required in this Agreement shall be provided by authorized insurers in good standing with the State of California. Coverage shall be provided by insurers admitted in the State of California with an A.M. Best's Key Rating of B++, Class VII,or better,unless such requirements are waived in writing by the City Manager or his designee due to unique circumstances. 5.5 Verification of Coverage. Contractor shall famish City with both certificates of insurance and endorsements,including additional insured endorsements,affecting all of the coverages required by this Agreement. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All proof of insurance is to be received and approved by the City before work commences. City reserves the right to require Contractor's insurers to provide complete, certified copies of all required insurance policies at any time. Additional insured endorsements are not required for Errors and Omissions and Workers' Compensation policies. Verification of Insurance coverage may be provided by: (1) an approved General and/or Auto Liability Endorsement Form for the City of Palm Springs or (2) an acceptable Certificate of Liability Insurance Coverage with an approved Additional Insured Endorsement with the following endorsements stated on the certificate: 1. "The City of Palm Springs, its officials, employees, and agents are named as an additional insured..."("as respects City of Palm Springs Contract Na"or 'for any and all work performed with the City" may be included in this statement). 2. "This insurance is primary and non-contributory over any insurance or self-insurance the City may have... ("as respects City of Palm Springs Contract No. or'for any and all workperformed with the City" may be included in this statement). 3. "Should any of the above described policies be canceled before the expiration date thereof, the issuing company will mail 30 days written notice to the Certificate Holder named."Language such as,"endeavor to" mail and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representative"is not acceptable and must be crossed out. 4. Both the Workers' Compensation and Employers' Liability policies shall contain the insurer's waiver of subrogation in favor of City,its elected officials,officers,employees,agents,and volunteers. In addition to the endorsements listed above, the City of Palm Springs shall be named the certificate holder on the policies. All certificates of insurance and endorsements are to be received and approved by the City before work commences. All certificates of insurance must be authorized by a person with authority to bind coverage,whether that is the authorized agent/broker or insurance underwriter. Failure to obtain the required documents prior to the commencement of work shall not waive the Contractor's obligation to provide them. 8 6. INDEMNIFICATION 6.1 Indemnification and Reimbursement. To the fullest extent permitted by law, Contractor shall defend(at Contractor's sole cost and expense),indemnify,protect,and hold harmless City,its elected officials, officers, employees, agents, and volunteers (collectively the "Indemnified Parties"), from and against any and all liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards, settlements, damages, demands, orders,penalties, and expenses including legal costs and attorney fees (collectively"Claims"), including but not limited to Claims arising from injuries to or death of persons(Contractor's employees included),for damage to property, including property owned by City, from any violation of any federal, state, or local law or ordinance, and from errors and omissions committed by Contractor, its officers, employees, representatives, and agents, that arise out of or relate to Contractor's performance under this Agreement. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the City,its elected officials, officers,employees, agents, and volunteers. Under no circumstances shall the insurance requirements and limits set forth in this Agreement be construed to limit Contractor's indemnification obligation or other liability under this Agreement. Contractor's indemnification obligation shall survive the expiration or earlier termination of this Agreement until all actions against the Indemnified Parties for such matters indemnified are fully and finally barred by the applicable statute of limitations or, if an action is timely filed, until such action is final. This provision is intended for the benefit of third party Indemnified Parties not otherwise a party to this Agreement. 6.2 Design Contract Services Indemnification and Reimbursement. Waived. if the AgFeement is Code Seetien . A. To the fullest extent pefinitted by li�w, Gentmeter shall iadeimiif�� defend Gentraeter-2s sole eest and expense), pfeteet and hold harmless City and its eleeted effleials, effleefs, empleyees, "Indemnified u.....:es!') against anyand all liabilities,elaims,judgments, L , r and ..e �na ..., ree eefiye afillly "Glai _./> l dib L netrlimited te Cl frem: death e r !. \ r �/ Y'1 l included) d daflWe to Y Y Je hi agents, employees, er subeemmoters, er arise fFem Geatmeter's negligent, Feeldess er A411M peifefmanee of o failure to perfi3Fm any term, pfe,.isien3 eovenant er eenditionof this Agreement r«r a is a Claims"), L ft,;y for Indemnified Claims shell be redueed to the eK4erA sueh ClaimsfFem L li b S 13 The Ger _ ..hall fequire all n designL eammters, used or L Indemnifiratien Agreement adopting the indemmity pFe,.xisioas in L seefien 6.1 in fwver ef - - In addition,Ceff"eter shall require all non design eentraet sub eentmeters,used er sub eentreeted by Gemraeter te peifeFm theSepvieesrequAgreement, te obtain ifed under this _nee _fft is _ t with the . reement, as well as any ether insueanee that may be requiFed by Gentrae Offieen. 7. REPORTS AND RECORDS 7.1 Accounting Records. Contractor shall keep complete,accurate,and detailed accounts of all time, costs, expenses, and expenditures pertaining in any way to this Agreement. Contractor shall keep such books and records as shall be necessary to properly perform the Services required by this Agreement and to enable the Contract Officer to evaluate the performance of such Services. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records. 7.2 Reports. Contractor shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the Services required by this Agreement, or as the Contract Officer shall require. Contractor acknowledges that the City is greatly concerned about the cost of the Work and Services to be performed under this Agreement. For this reason, Contractor agrees that Contractor shall promptly notify the Contract Officer 9 the estimated increased or decreased cost if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the contemplated Work or Services. If Contractor is providing design services, Contractor shall promptly notify the Contract Officer the estimated increased or decreased cost for the project being designed if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the design services. 7.3 Ownership of Documents. All drawings, specifications, reports, records, documents, memoranda, correspondence, computations, and other materials prepared by Contractor, its employees, subcontractors,and agents in the performance of this Agreement shall be the property of City and shall be promptly delivered to City upon request of the Contract Officer or upon the termination of this Agreement. Contractor shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership of the documents and materials. Any use of such completed documents for other projects and/or use of incomplete documents without specific written authorization by the Contractor will be at the City's sole risk and without liability to Contractor, and the City shall indemnify the Contractor for all resulting damages. Contractor may retain copies of such documents for their own use. Contractor shall have an unrestricted right to use the concepts embodied tin this Agreement. Contractor shall ensure that all its subcontractors shall provide for assignment to City of any documents or materials prepared by them. In the event Contractor fails to secure such assignment,Contractor shall indemnify City for all resulting damages. 7.4 Release of Documents. All drawings, specifications, reports, records, documents, and other materials prepared by Contractor in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer. All information gained by Contractor in the performance of this Agreement shall be considered confidential and shall not be released by Contractor without City's prior written authorization. 7.5 Audit and Inspection of Records. After receipt of reasonable notice and during the regular business hours of City, Contractor shall provide City, or other agents of City, such access to Contractor's books, records, payroll documents, and facilities as City deems necessary to examine, copy, audit, and inspect all accounting books, records, work data, documents, and activities directly related to Contractor's performance under this Agreement. Contractor shall maintain such books, records, data, and documents in accordance with generally accepted accounting principles and shall clearly identify and make such items readily accessible to such parties during the term of this Agreement and for a period of three (3) years from the date of final payment by City hereunder. 8. ENFORCEMENT OF AGREEMENT 8.1 California Law and Venue. This Agreement shall be construed and interpreted both as to validity and as to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such County, and Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 8.2 Interpretation. This Agreement shall be construed as a whole according to its fair language and common meaning to achieve the objectives and purposes of the Parties. The terms of this Agreement are contractual and the result of negotiation between the Parties. Accordingly, any rule of construction of contracts (including, without limitation, California Civil Code Section 1654) that ambiguities are to be construed against the drafting party, shall not be employed in the interpretation of this Agreement. The caption headings of the various sections and paragraphs of this Agreement are for convenience and identification purposes only and shall not be deemed to limit,expand,or define the contents of the respective sections or paragraphs. 8.3 Default of Contractor. Contractor's failure to comply with any provision of this Agreement shall constitute a default. A. If the City Manager, or his designee, determines that Contractor is in default in the performance of any of the terms or conditions of this Agreement, he/she shall notify Contractor in writing of such default. Contractor shall have ten (10) days, or such longer period as City may designate, to cure the default by 10 12 rendering satisfactory performance. In the event Contractor fails to cure its default within such period of time, City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice of any remedy to which City may be entitled at law, in equity, or under this Agreement. Contractor shall be liable for all reasonable costs incurred by City as a result of such default. Compliance with the provisions of this section shall not constitute a waiver of any City right to take legal action in the event that the dispute is not cured, provided that nothing shall limit City's right to terminate this Agreement without cause under Section 3.5. B. If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 8.3A, take over the work and prosecute the same to completion by contract or otherwise. The Contractor shall be liable to the extent that the total cost for completion of the Services required hereunder exceeds the Maximum Contract Amount(provided that the City shall use reasonable efforts to mitigate such damages). The City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated. The withholding or failure to withhold payments to Contractor shall not limit Contractor's liability for completion of the Services as provided in this Agreement. 8.4 Waiver. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. Any waiver by the Parties of any default or breach of any covenant,condition,or term contained in this Agreement,shall not be construed to be a waiver of any subsequent or other default or breach, nor shall failure by the Parties to require exact, full, and complete compliance with any of the covenants, conditions, or terms contained in this Agreement be construed as changing the terms of this Agreement in any manner or preventing the Parties from enforcing the full provisions. 8.5 Rights and Remedies Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement,the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times,of any other rights or remedies for the same default or any other default by the other Party. 8.6 Legal Action. In addition to any other rights or remedies, either Party may take legal action, in law or in equity,to cure,correct,remedy or recover damages for any default,to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. 8.7 Attorney Fees. In the event any dispute between the Parties with respect to this Agreement results in litigation or any non judicial proceeding, the prevailing Party shall be entitled, in addition to such other relief as may be granted,to recover from the non-prevailing Party all reasonable costs and expenses. These include but are not limited to reasonable attorney fees, expert contractor fees, court costs and all fees, costs, and expenses incurred in any appeal or in collection of any judgment entered in such proceeding. To the extent authorized by law, in the event of a dismissal by the plaintiff or petitioner of the litigation or non judicial proceeding within thirty(30) days of the date set for trial or hearing,the other Party shall be deemed to be the prevailing Party in such litigation or proceeding. $3 11 9. CITY OFFICERS AND EMPLOYEES:NON-DISCRIMINATION 9.1 Non-liability of City Officers and Employees. No officer or employee of the City shall be personally liable to the Contractor, or any successor-in-interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach of any obligation of the terms of this Agreement 9.2 Conflict of Interest. No officer or employee of the City shall have any direct or indirect financial interest in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which effects their financial interest or the financial interest of any corporation, partnership, or association in which he/she is, directly or indirectly, interested in violation of any state statute or regulation. Contractor warrants that Contractor has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement. 9.3 Covenant Against Discrimination. In connection with its performance under this Agreement, Contractor shall not discriminate against any employee or applicant for employment because of race,religion,color, sex, age, marital status, ancestry, or national origin. Contractor shall ensure that applicants are employed, and that employees are treated during their employment,without regard to their race,religion, color,sex,age,marital status, ancestry, or national origin. Such actions shall include,but not be limited to,the following:employment,upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation;and selection for training,including apprenticeship. 10. MISCELLANEOUS PROVISIONS 10.1 Patent and Conyriaht Infringement. To the fullest extent permissible under law, and in lieu of any other warranty by City or Contractor against patent or copyright infringement,statutory or otherwise: A. It is agreed that Contractor shall defend at its expense any claim or suit against City on account of any allegation that any item famished under this Agreement, or the normal use or sale arising out of the performance of this Agreement,infringes upon any presently existing U.S.letters patent or copyright and Contractor shall pay all costs and damages finally awarded in any such suit or claim, provided that Contractor is promptly notified in writing of the suit or claim and given authority, information and assistance at Contractor's expense for the defense of same, and provided such suit or claim arises out of, pertains to, or is related to the negligence, recklessness or willful misconduct of Contractor. However, Contractor will not indemnify City if the suit or claim results from: (1) Citys alteration of a deliverable, such that City's alteration of such deliverable created the infringement upon any presently existing U.S. letters patent or copyright; or (2) the use of a deliverable in combination with other material not provided by Contractor when it is such use in combination which infringes upon an existing U.S. letters patent or copyright. B. Contractor shall have sole control of the defense of any such claim or suit and all negotiations for settlement in the event City fails to cooperate in the defense of any suit or claim,provided,however, that such defense shall be at Contractor's expense. Contractor shall not be obligated to indemnify City under any settlement that is made without Contractor's consent,which shall not be unreasonably withheld. If the use or sale of such item is enjoined as a result of the suit or claim,Contractor,at no expense to City,shall obtain for City the right to use and sell the item,or shall substitute an equivalent item acceptable to City and extend this patent and copyright indemnity thereto. 10.2 Notice. Any notice, demand, request, consent, approval, or communication that either party desires, or is required to give to the other party or any other person shall be in writing. All notices shall be personally delivered, sent by pre-paid First Class U.S. Mail, registered or certified mail, postage prepaid, return receipt requested, or delivered or sent by facsimile with attached evidence of completed transmission. All notices shall be deemed received upon the earlier of(i) the date of delivery to the address of the person to receive such notice if delivered personally or by messenger or overnight courier; (ii) five (5) business days 14 12 after the date of posting by the United States Post Office if by mail; or(iii) when sent if given by facsimile. Any notice, request, demand, direction, or other communication sent by facsimile must be confirmed within forty-eight (48) hours by letter mailed or delivered. Other forms of electronic transmission such as e-mails, text messages, and instant messages are not acceptable manners of notice required hereunder. Notices or other communications shall be addressed as follows: To Ci City of Palm springs Attention: City Manager&City Clerk 3200 E.Tahquitz Canyon Way Palm springs,California 92262 Telephone: (760)323-8204 Facsimile: (760)323-8332 To Contractor: mK Sorting Systems,Inc. Attention:Kristin Vogel,VP Sales&Business Development 17 Herman Drive,Suite C Simsbury,CT 06070 Telephone: 860-760-0438 Facsimile: 860-760-0448 10.3 Integrated Agreement. This Agreement constitutes the entire agreement between the Parties and supersedes all prior negotiations,arrangements,agreements,representations,and understandings, if any,made by or among the Parties with respect to the subject matter in this Agreement. 10.4 Amendment. No amendments or other modifications of this Agreement shall be binding unless through written agreement by all Parties. 10.5 Severability. Whenever possible, each provision of this Agreement shall be interpreted in such a manner as to be effective and valid under applicable law. If any provision of this Agreement shall be determined to be invalid by a final judgment or decree of a court of competent jurisdiction,such provision shall be ineffective only to the extent of such prohibition or invalidity, without invalidating the reminder of that provision,or the remaining provisions of this Agreement unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless. 10.5 Successors in Interest. This Agreement shall be binding upon and inure to the benefit of the Parties' successors and assignees. 10.6 Third Party Beneficiary. Except as may be expressly provided for in this Agreement, nothing contained in this Agreement is intended to confer,nor shall this Agreement be construed as conferring, any rights, including, without limitation, any rights as a third-party beneficiary or otherwise, upon any entity or person not a party to this Agreement. 10.7 Recitals. The above-referenced Recitals are hereby incorporated into the Agreement as though fully set forth in this Agreement and each Party acknowledges and agrees that such Party is bound, for purposes of this Agreement,by the same. 10.8. Corporate Authority. Each of the undersigned represents and warrants that (i) the Party for which he or she is executing this Agreement is duly authorized and existing, (ii) he or she is duly authorized to execute and deliver this Agreement on behalf of the Party for which he or she is signing, (iii)by so executing this Agreement,the Party for which he or she is signing is formally bound to the provisions of this Agreement,and(iv) the entering into this Agreement does not violate any provision of any other Agreement to which the Party for which he or she is signing is bound. 15 13 IN WITNESS WHEREOF,the Parties have executed this Agreement as of the dates stated below. "CITY" City of Palm Springs Date: By: David H.Ready City Manager APPROVED AS TO FORM: ATTEST By. By: Douglas C.Holland, James Thompson, City Attorney City Clerk APPROVED BY CITY COUNCIL: Date: Agreement No. Corporations require two notarized signatures. One signature must be from Chairman of Board,President,or any Vice President. The second signature must be from the Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Financial Officer. CONTRACTOR NAME: Check one_Individual_Partnership_Corporation Address By By Signature(Notarized) Signature(Notarized) 1� 14 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT State of Caiitomia County of On before core, Wlo eaeem NaneWTAk aI ox personally appeared paJ of sgaCetxl who proved to me on the basis of satisfactory evidence to be the person(s) whose names) Ware subscribed to the within instrument and acknowledged to me that tadsheMey executed the same in hisMerOihelr authorized capacity(es),and that by fisArrxRhelr sig iWe(s)on the Instrument the person(s), or the entity upon behalf of which the person(s)ailed,executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph Is true and correct. WITNESS my hand and official seal. Signa6are spaaaMawWqruW OPTIONAL Through ate kniburnGon babes isnor mq~by law:a nW Grove m u ith;topenroin milift on nine doaiirtxM end r»e,�prevenrlrauddent rrrnovel end reatradnnent of 85is norm m arrollrardoaprnarlt Description of Attacfted Document Thle or Type of Document: Document Date: Plumber of Pages; Signers)Other Than Named Above: Capaclty(les)Claimed by Slgner(s) Signer's Name Signer's Name; Individual ❑Individual Corporate Officer—Titte(s); ❑Corporate Officer—Thile(s): * Partner—R Limited O General ©Partner—O Limited 0 General Attemey in Fad � 13 ruomey in Fact • C7 Tiv T.P of tlxanp r stee ❑Trt�teE Top of ftm*hate • Guardian or Conservator. ❑Guardian or Conservator a Other: ❑Droner; Sigh is Represening: Signer Is Representing: 1 . alawr tYtla�alNOWyAn.6ffiOm Son Aw.,PD.eix2aa2.n`Fe��vN,Ck aSIS®6ffi.wvw.thGpiaCloYrrda har�D7 ikader.CNTdFhm fH0Oa93E&^'! 17 15 EXHIBIT"A" SCOPE OF SERVICES SCOPE OF WORK, REQUIREMENTS, SPECIFICIATIONS AND SERVICES: Generally, the scope of work consists of, but is not limited to, all materials, equipment, and labor necessary to design, deliver, install, train staff, warranty and maintain a new turn-key Automated Materials Handling System in the main Library Center per the Technical and Service Requirements as set forth below, inclusive of RFID conversion, Warranty, and on-going system maintenance and support: SPACE AVAILABLE: The space is currently a book drop "room" under a sloping concrete wall. From the area immediately under the book drop a door opens into the room currently being used for checking in and sorting materials. A 90 degree angle turn may be needed from the book drop induction point(s) into the sorting area. IMPORTANT NOTE: The successful vendor shall be fully responsible for verifying and measuring the entire space and confirming all dimensions and space requirements necessary to house the new system prior to execution of the contract or commencement of any work. The dimensions provided herein are for reference only and the City does not represent or take any responsibility for their accuracy. TECHNICAL REQUIREMENTS: 1. The system and all of its components must be entirely compatible with, and in no manner interfere with, the Polaris integrated library system, its computer clients, or other components. 2. The system must be compatible with 3M security and ID Recall self-check. 3. The system must be able to migrate to Radio Frequency Identification (RFID). 4. The proposed system must provide application-specific software to incorporate all hardware proposed. 5. The system must be capable of supporting 2-3 different induction units. 6. The system must interface with the Library's existing Polaris automated library system using the SIP, SIP2, SIP2 plus extensions or NCIP protocol. 7. The system must not use a proprietary ILS connection. 8. The system must not interfere with other equipment, automated library system clients or PCs that may be nearby. 9. The system must be able to connect through the Library's Ethernet network via an RJ-45 connector and/or secured wireless network. 10. If RFID is/will be used in the system, the system must be ISO 15693 18000-3 Mode 1 compliant and must use Reader Talks First (RTF)Architecture. 16 113 11. The system must provide an intuitive user interface. 12. The AMH system must provide a touch screen user interface that guides users through the return process. 13. The user interface must not require patrons to have to place items in the drop in any special way or one item at a time. 14. Based upon a configurable option, the display should provide user feedback when the AMH rejects an item. 15. Each induction point in the system must have its own user interface with a "staff mode" or"staff mode switch" accessible from the rear of that particular device. 16. Sorter conveyor must be designed to prohibit materials from becoming stuck in the belt or falling off the side of the belt. 17. In the staff mode, the user may access, upload, and print statistics for each induction point and the sorter or modify configuration for that device. 18. The system must provide a configurable option so that the borrowers can select to print a receipt. 19. The system must have an option that supports a user-selected Spanish language option. 20. The default language is to be English. 21. The system must provide an emergency stop button. 22. The system must support email messaging to alert staff or administration when the system requires attention. 23. The system must provide a built-in receipt printer with high capacity paper. Please list specific length of paper roll. 24. The receipt must be configurable so that the library can easily determine content. The content must support item number, title, library name and location, time and date formatted according to the operating system and a customized footer. 25. The library staff shall be able to easily edit, update and otherwise control the content of the printed receipts without vendor intervention. 26. The receipt print must provide an auto-cut capability. 27. The system must have the ability to print out a cumulative receipt with customer and library information as determined by the library. 28.The system must provide the ability to identify items not found in the Library's catalog and print them as "Material not owned by this Library', or similar, on the patron receipt and screen. 29. The system shall provide library staff with the ability to print an exception receipt for items that are holds or are an exception. 19 17 30. The system must support SIP, SIP2, SIP2 plus extensions or NCIP connections to Polaris ILS for check in and holds. 31. To ensure future interoperability the system must support socket connections. 32. The system must read item-specific identification numbers, communicate to the host circulation system to update the library's inventory, turn on the security feature, retrieve sorting criteria and dispatch items to the proper route and receptacle on the system. 33. System must include a staff Windows based workstation and PC with master controller, ethernet switch, touch screen display and master shutdown switch. 34. The system must be able to be dual function —capable of processing RFID tags and the item bar codes in the same transactions, to prepare for the Library's eventual migration to RFID. 35. The system must be able to read barcodes in multiple locations both on top and bottom of item. 36. The system must provide real-time check-in of all items returned. 37. The system must be capable of enabling Electromagnetic and/or RFID security. 38. The system must automatically store transactions during offline situations and when connection is restored automatically forward all transactions. 39. The system must turn on the security feature to allow secure Library operations during offline situations. 40.The system shall be configurable to accept all items. 41. The system shall be able to handle sets of items with RFID tags in the future. 42. The system shall identify location codes, item types, transit locations, holds, request status or by one or more combinations of the above and sort items accordingly. 43. The system shall provide the option to sort unknown items into an exception bin. 44. The system shall have the ability to notify the staff when a bin is full or missing. 45. The system shall have the ability to notify the staff when receipt printer is out of paper. 46. The system shall have the ability to notify the staff when the system is out of service. 47. The system shall be capable of being expanded to incorporate up to nine sort locations. 48. The system must be capable of sequential sorting. 49. The system must provide for environmentally protected external patron returns and/or internal patron returns, ADA compliant and installed so all ages may access it. 50. The external returns must be of stainless material in order to blend with any decor and retain its appearance with age. 18 21 51. The external patron return must have a secure door and/or photo eye that automatically starts the conveyor by user interaction. 52. The system shall be able to be mounted on an external or interior wall of the library. 53. The system must accommodate items as small as .21 inches thick by 2 inches by 2 inches. 54. The system must accommodate items as large as 4.0 inches thick by 18 inches by 24.0 inches. 55. The system must be capable of operating in staff and public areas without causing interference to normal library operations. 56. The system must operate with quiet, sealed electric motors, not air compressors, to control noise and to eliminate introduction of pneumatic hoses and devices in a public space. 57. The system must operate below normal conversation levels. 58. System should operate only when it senses materials being returned. 59. The system must not require any special wiring. 60. All sorter components must operate using standard 110V or 220V power. 61. The maximum power required for sorter should not exceed the normal power available from a standard 110V 1 P 60 HZ electrical outlet or 220V 1 P 50 Hz electrical outlet SERVICE REQUIREMENTS Hardware/Software Technical Support Toll-free telephone assistance on system use and troubleshooting available between 7:00 AM and 6 PM Pacific Time, Tuesday through Saturday. Installation Requirements 1. The proposed system must be installed according to a schedule determined in coordination with Library staff to minimize disruption and prevent Library closure at any time during the installation process. 2. Vendor must also be available for consultation on placement of hardware to accommodate network infrastructure, power and ventilation requirements, building restrictions, etc., and to maximize the workflow, staffing and patron convenience issues. 3. The Contractor shall provide training for the Library staff. This training shall include all aspects of the Automated Materials Handling system and shall be scheduled with the Director of Library Services to accommodate the shift schedules of the library employees. The scope of the training shall be sufficient to teach the proper operation of the system and the cost for all training is to be included in the total Cost Proposal. Vendor will be required to provide the Library two (2) completely printed and bound copies of an Operations Manual for the system installed. 19 4. Final acceptance/commissioning by the City will not be granted until the system has been delivered, installed, all functions tested and properly operating, staff trained, workmanship is inspected, and approved by the City of Palm Springs Director of Library Services. Warranty and Service Requirements 1. If providing RFID conversion now or in the future, the circulation RFID tags must be guaranteed to be effective for the life of the item to which they are originally affixed and, if found to be defective, they must be replaced at no cost to the Library. he successful vendor warrants all products, including all equipment, hardware, and software, for a period of one (1) year from the date of acceptance of the project by the City. The warranty shall include all parts and all labor. Any equipment found to be defective shall be replaced by vendor free of charge, including labor and any inbound or outbound shipping costs. Defective equipment is defined as any equipment that requires three (3) or more repairs or service calls within a one (1) year period. 3. Software warranty: Software patches and service pack releases must be supplied for all equipment under warranty or service agreement at no additional charge to the Library. 4. Service technicians must be fully trained, factory authorized and certified by the manufacturer to perform Service. 5. The bidder must have fully factory-trained technicians stationed on the West Coast of the United States for onsite hardware support and service. 6. Technicians shall be centrally dispatched. 7. The Library shall be able to request service on a 24-hour basis using a toll free 800 number. 8. Technical software phone support will be provided via an 800 number. 9. Service technicians will be equipped with parts normally required to service the equipment and reduce downtime. 10.Average response time must be 8 hours or less. 11. Failure of vendor to meet specified standards may result in termination of service contract. 12. The Service Agreement must be renewable on an annual basis. 13. The Service Agreement must include remote maintenance for expert technical consultation and software support. 14. Warranty and Service requirements must apply to both Standard and Optional system components. At the end of the initial original one (1) year warranty period the vendor shall provide five (5) years of ongoing on-site service and support for the Automated Materials Handling system. The cost for such on-site service and support shall be at the prices set forth in the Cost Proposal, Exhibit C, for next business day service; emergency/after-hours service, weekends. 20 22 EXHIBIT"B" CITY'S REQUEST FOR PROPOSALS CITY OF PALM SPRINGS, CA REQUEST FOR PROPOSALS (RFP) #02-12 Library Automated Materials Handling System Requests for Proposals (RFP #02-12), for a Library Automated Materials Handling System for the City of Palm Springs, CA, (hereinafter the "RFP") will be received at the Office of Procurement & Contracting, 3200 East Tahquitz Canyon Way, Palm Springs, California, until 3:00 P.M. LOCAL TIME, SEPTEMBER 8, 2011. It is the responsibility of the respondent to see that any proposal sent through the mail, or by any other delivery method, shall have sufficient time to be received by this specified date and time. The receiving time in the Procurement Office will be the governing time for acceptability of RFP proposals. Telegraphic, telephonic, faxed or emailed RFP proposals will not be accepted. Late RFP proposals will be returned unopened. Failure to register as a Proposer to this RFP process per the instructions in the Notice Inviting Requests for Proposals (under "Obtaining RFP Documents") may result in not receiving Addenda or other important information pertaining to this process. Failure to acknowledge Addenda may render a proposal as being non-responsive. We strongly advise that interested firms officially register per the instructions. 1. PURPOSE AND SCHEDULE: The City of Palm Springs is requesting proposals from qualified firms to provide the City with a Library Automated Materials Handling System (hereinafter the "Project'). Since 2008 the Palm Springs Public Library, like so many libraries across the nation, has experienced reductions in staff and funding. However, the use of the Library remains high, averaging 20,000 visits and circulation of 32,000 items per month. Staff has been reduced from 30 FTE to 14.45 FTE, resulting in insufficient numbers of staff to interact directly with the public. An AMH system will relieve at least 2 FTE from the repetitive, assembly line, behind-the-scenes process of materials check-in so that they can be deployed to direct customer service. In addition an automated check-in is the natural partner to the Library's 100% self-checkout function. It is expected that an AMH will increase staff efficiency, reduce repetitive motion disorders, and increase customer satisfaction by providing immediate, visual, and tangible proof of items returned. The estimated budget for this project is not to exceed $350,000. SCHEDULE: Notice requesting Proposals posted and issued ...................................................August 4, 2011 Deadline for receipt of Questions................................. Tuesday, August 30, 2011, 3:00 P.M. Deadline for receipt of Proposals............................Thursday, September 8, 2011, 3:00 P.M. Short List/ Interviews/, *if desired by City ......................................................... to be determined Contract awarded by City Council..................................................................... to be determined NOTE. There will NOT be a pre proposal conference for this procurement. *Dates above are subject to change. "KEY" TO RFP ATTACHMENTS: ATTACHMENT "A"- Signature Authorization Form, including Addenda acknowledgment. *Must be completed and included with Technical Proposal envelope. ATTACHMENT "B" — Non Collusion Affidavit Form. *Must be completed and included with Technical Proposal envelope. ATTACHMENT "C" — Cost Proposal Form. *Must be completed and included in a separately sealed envelope—do NOT include this with your Technical Proposal. ATTACHMENT"D"— 21 23 ATTACHMENT "E" — Sample boilerplate Contract Services Agreement (for reference only) 2. BACKGROUND: Palm Springs lies on the western edge of the Coachella Valley in central Riverside County approximately 107 miles east of Los Angeles. It is within the ecological area known as the Colorado Desert and is 487 feet above sea level. Rising behind the downtown is the impressive Mt. San Jacinto, elevation 10,831 feet. Palm Springs covers a geographical area of 96 square miles with well-established neighborhoods. Recently there has been a fascination with mid-century modern architecture - something Palm Springs is proud to have as part of its mix of eclectic design styles. Because it is only a two-hour drive from Los Angeles, Orange and San Diego counties, there are a large number of second homes in Palm Springs. The permanent population is 44,552 as of 2010, with another 32,000 seasonal winter residents, bringing the total population to approximately 76,000 during "season" in the winter months. Recent estimates for build out resident population for Palm Springs is 70,000 around 2020. The 32,000 sq. ft. Library Center opened in 1975. The primary architect was William Cody, considered one of the southwest's leading architects. While Cody died soon after the project began, his associate, Patrick Sheehy, completed the design which included sixty-degree sloping walls, a floating ceiling, clerestory windows, and initially, a fountain in the center of the building. The Library is currently facing space issues and lack of sufficient electrical and cabling outlets due to the age of the building. Renovation of the basic systems may take place within the next year or two. Thus any system installed must be capable of being moved if necessary in the future. Collection Statistics Total number of materials — 130,000 Average monthly circulation —32,000 (print and media almost even split) Average monthly visitors—20,000 Total annual circulation approximately 400,000 items Average daily returns — 1500—2,000 Library is closed Sundays and Mondays, so book bins would need to be able to hold two (2) days worth of returns. 3. SCOPE OF WORK, REQUIREMENTS, SPECIFICIATIONS AND SERVICES: Generally, the scope of work consists of, but is not limited to, all materials, equipment, and labor necessary to design, deliver, install, train staff, warranty and maintain a new turn-key Automated Materials Handling System in the main Library Center per the Technical and Service Requirements as set forth below. SPACE AVAILABLE: The space is currently a book drop "room" under a sloping concrete wall. From the area immediately under the book drop a door opens into the room currently being used for checking in and sorting materials. A 90 degree angle turn may be needed from the book drop induction point(s) into the sorting area. (See photos and diagram as provided on the website where this RFP document is posted and referenced herein as Attachment "D"). IMPORTANT NOTE: The successful vendor shall be fully responsible for verifying and measuring the entire space and confirming all dimensions and space requirements necessary to house the new system prior to execution of the contract or commencement of any work. The 22 24 dimensions provided herein are for reference only and the City does not represent or take any responsibility for their accuracy. TECHNICAL REQUIREMENTS: 62. The system and all of its components must be entirely compatible with, and in no manner interfere with, the Polaris integrated library system, its computer clients, or other components. 63. The system must be compatible with 3M security and ID Recall self-check. 64. The system must be able to migrate to Radio Frequency Identification (RFID). 65. The proposed system must provide application-specific software to incorporate all hardware proposed. 66. The system must be capable of supporting 2-3 different induction units. 67. The system must interface with the Library's existing Polaris automated library system using the SIP, SIP2, SIP2 plus extensions or NCIP protocol. 68. The system must not use a proprietary ILS connection. 69. The system must not interfere with other equipment, automated library system clients or PCs that may be nearby. 70. The system must be able to connect through the Library's Ethernet network via an RJ-45 connector and/or secured wireless network. 71. If RFID is/will be used in the system, the system must be ISO 15693 18000-3 Mode 1 compliant and must use Reader Talks First (RTF)Architecture. 72. The system must provide an intuitive user interface. 73. The AMH system must provide a touch screen user interface that guides users through the return process. 74. The user interface must not require patrons to have to place items in the drop in any special way or one item at a time. 75. Based upon a configurable option, the display should provide user feedback when the AMH rejects an item. 76. Each induction point in the system must have its own user interface with a "staff mode" or"staff mode switch" accessible from the rear of that particular device. 77. Sorter conveyor must be designed to prohibit materials from becoming stuck in the belt or falling off the side of the belt. 78. In the staff mode, the user may access, upload, and print statistics for each induction point and the sorter or modify configuration for that device. 79. The system must provide a configurable option so that the borrowers can select to print a receipt. 23 25 80. The system must have an option that supports a user-selected Spanish language option. 81. The default language is to be English. 82. The system must provide an emergency stop button. 83. The system must support email messaging to alert staff or administration when the system requires attention. 84. The system must provide a built-in receipt printer with high capacity paper. Please list specific length of paper roll. 85. The receipt must be configurable so that the library can easily determine content. The content must support item number, title, library name and location, time and date formatted according to the operating system and a customized footer. 86. The library staff shall be able to easily edit, update and otherwise control the content of the printed receipts without vendor intervention. 87. The receipt print must provide an auto-cut capability. 88. The system must have the ability to print out a cumulative receipt with customer and library information as determined by the library. 89. The system must provide the ability to identify items not found in the Library's catalog and print them as "Material not owned by this Library", or similar, on the patron receipt and screen. 90. The system shall provide library staff with the ability to print an exception receipt for items that are holds or are an exception. 91. The system must support SIP, SIP2, SIP2 plus extensions or NCIP connections to Polaris ILS for check in and holds. 92. To ensure future interoperability the system must support socket connections. 93. The system must read item-specific identification numbers, communicate to the host circulation system to update the library's inventory, turn on the security feature, retrieve sorting criteria and dispatch items to the proper route and receptacle on the system. 94. System must include a staff Windows based workstation and PC with master controller, ethernet switch, touch screen display and master shutdown switch. 95. The system must be able to be dual function —capable of processing RFID tags and the item bar codes in the same transactions, to prepare for the Library's eventual migration to RFID. 96. The system must be able to read barcodes in multiple locations both on top and bottom of item. 97. The system must provide real-time check-in of all items returned. 98. The system must be capable of enabling Electromagnetic and/or RFID security. 24 26 99. The system must automatically store transactions during offline situations and when connection is restored automatically forward all transactions. 100. The system must turn on the security feature to allow secure Library operations during offline situations. 101. The system shall be configurable to accept all items. 102. The system shall be able to handle sets of items with RFID tags in the future. 103. The system shall identify location codes, item types, transit locations, holds, request status or by one or more combinations of the above and sort items accordingly. 104. The system shall provide the option to sort unknown items into an exception bin. 105. The system shall have the ability to notify the staff when a bin is full or missing. 106. The system shall have the ability to notify the staff when receipt printer is out of paper. 107. The system shall have the ability to notify the staff when the system is out of service. 108. The system shall be capable of being expanded to incorporate up to nine sort locations. 109. The system must be capable of sequential sorting. 110. The system must provide for environmentally protected external patron returns and/or internal patron returns, ADA compliant and installed so all ages may access it. 111. The external returns must be of stainless material in order to blend with any decor and retain its appearance with age. 112. The external patron return must have a secure door and/or photo eye that automatically starts the conveyor by user interaction. 113. The system shall be able to be mounted on an external or interior wall of the library. 114. The system must accommodate items as small as .21 inches thick by 2 inches by 2 inches. 115. The system must accommodate items as large as 4.0 inches thick by 18 inches by 24.0 inches. 116. The system must be capable of operating in staff and public areas without causing interference to normal library operations. 117. The system must operate with quiet, sealed electric motors, not air compressors, to control noise and to eliminate introduction of pneumatic hoses and devices in a public space. 118. The system must operate below normal conversation levels. 25 27 119. System should operate only when it senses materials being returned. 120. The system must not require any special wiring. 121. All sorter components must operate using standard 110V or 220V power. 122. The maximum power required for sorter should not exceed the normal power available from a standard 110V 1P 60 HZ electrical outlet or 220V 1P 50 Hz electrical outlet SERVICE REQUIREMENTS Hardware/Software Technical Support Toll-free telephone assistance on system use and troubleshooting available between 7:00 AM and 6 PM Pacific Time, Tuesday through Saturday. Installation Requirements 5. The proposed system must be installed according to a schedule determined in coordination with Library staff to minimize disruption and prevent Library closure at any time during the installation process. 6. Vendor must also be available for consultation on placement of hardware to accommodate network infrastructure, power and ventilation requirements, building restrictions, etc., and to maximize the workflow, staffing and patron convenience issues. 7. The Contractor shall provide training for the Library staff. This training shall include all aspects of the Automated Materials Handling system and shall be scheduled with the Director of Library Services to accommodate the shift schedules of the library employees. The scope of the training shall be sufficient to teach the proper operation of the system and the cost for all training is to be included in the total Cost Proposal. Vendor will be required to provide the Library two (2) completely printed and bound copies of an Operations Manual for the system installed. 8. Final acceptance/commissioning by the City will not be granted until the system has been delivered, installed, all functions tested and properly operating, staff trained, workmanship is inspected, and approved by the City of Palm Springs Director of Library Services. Warranty and Service Requirements 15. If providing RFID conversion now or in the future, the circulation RFID tags must be guaranteed to be effective for the life of the item to which they are originally affixed and, if found to be defective, they must be replaced at no cost to the Library. he successful vendor warrants all products, including all equipment, hardware, and software, for a period of one (1) year from the date of acceptance of the project by the City. The warranty shall include all parts and all labor. Any equipment found to be defective shall be replaced by vendor free of charge, including labor and any inbound or outbound shipping costs. Defective equipment is defined as any equipment that requires three (3) or more repairs or service calls within a one (1) year period. 26 213 17. Software warranty: Software patches and service pack releases must be supplied for all equipment under warranty or service agreement at no additional charge to the Library. 18. Service technicians must be fully trained, factory authorized and certified by the manufacturer to perform Service. 19. The bidder must have fully factory-trained technicians stationed on the West Coast of the United States for onsite hardware support and service. 20. Technicians shall be centrally dispatched. 21. The Library shall be able to request service on a 24-hour basis using a toll free 800 number. 22. Technical software phone support will be provided via an 800 number. 23. Service technicians will be equipped with parts normally required to service the equipment and reduce downtime. 24.Average response time must be 8 hours or less. 25. Failure of vendor to meet specified standards may result in termination of service contract. 26. The Service Agreement must be renewable on an annual basis. 27. The Service Agreement must include remote maintenance for expert technical consultation and software support. 28. Warranty and Service requirements must apply to both Standard and Optional system components. 29. At the end of the initial original one (1) year warranty period the vendor shall provide five (5) years of ongoing on-site service and support for the Automated Materials Handling system. The cost for such on-site service and support shall be at the prices set forth in the Cost Proposal, Exhibit C, for next business day service; emergency/after-hours service, weekends. 4. PROPOSAL REQUIREMENTS: The firm's proposal should describe the methodology to be used to accomplish each of the project tasks. The proposal should also describe the work which shall be necessary in order to satisfactorily complete the task requirements. Please note: this RFP cannot identify each specific, individual task required to successfully and completely implement this project. The City of Palm Springs relies on the professionalism and competence of the selected firm to be knowledgeable of the general areas identified in the scope of work and to include in its proposal all required tasks and subtasks, personnel commitments, man-hours, direct and indirect costs, etc. The City of Palm Springs will not approve addenda to the selected firm's agreement which do not involve a substantial change from the general scope of work identified in this RFP. 27 5. SELECTION PROCESS: This solicitation has been developed in the Request for Proposals (RFP) format. Accordingly, proposers should take note that multiple factors as identified in the RFP will be considered by the Evaluation Committee to determine which proposal best meets the requirements set forth in the RFP document. PRICE ALONE WILL NOT BE THE SOLE DETERMINING CRITERIA. The City shall review the proposals submitted in reply to this RFP, and a limited number of firms may be invited to make a formal presentation at a future date if desired by the City. The format, selection criteria and date of the presentation will be established at the time of short listing, if conducted. 6. PROPOSAL EVALUATION CRITERIA: An Evaluation Committee, using the following evaluation criteria for this RFP, will evaluate all responsive proposals to this RFP. Firms are requested to submit their proposals so that they correspond to and are identified with the following specific evaluation criteria (100 total points possible): A. Firm / Staff / Team Qualifications and experience in providing similar services and equipment as defined in the RFP, including References (15 POINTS) B. Proposal Organization, conformance with the RFP instructions, and demonstrated Understanding of the overall project and requested Scope of Work and Requirements (5 POINTS) C. Work Proposal, including detailed proposed design, methodology and approach, inclusive of all necessary materials, equipment and labor necessary to design, deliver, install, train, warranty and maintain a new turn-key solution for the requested Scope of Work (30 POINTS) D. Detailed Project Schedule, including equipment lead-time, installation, testing and system commissioning (15 POINTS) E. Local Preference: (5 POINTS) Firms that qualify as a Local Business, or employ local sub- consultants, and submit a valid business license as more fully set forth in Section F.1 below, pursuant to the City of Palm Springs Local Preference Ordinance 1756). The full local preference, five (5) points, may be awarded to those that qualify as a Local Business. Two (2) points may be awarded to a non-local business that employs or retains local residents and/or firms for this project. Non-local firms that do not employ or retain any local residents and/or firms for this project shall earn zero (0) points for this criteria. F. Cost Proposal (30 POINTS) PRIOR CITY WORK If your firm has prior experience working with the City DO NOT assume this prior work is known to the evaluation committee. All firms are evaluated solely on the information contained in their proposal, information obtained from references, and presentations if requested. All proposals must be prepared as if the evaluation committee has no knowledge of the firm, their qualifications or past projects. 7. PROPOSAL CONTENTS: Firms are requested to format their proposals so that responses correspond directly to, and are identified with, the specific evaluation criteria stated in Section 6 above. The proposals must be in an 8 '/z X 11 format, may be no more than a total of thirty (30) sheets of nailer (double sided is OK ), including a cover letter. NOTE: Dividers, Attachments included in this RFP that are to be submitted with the proposal, Addenda acknowledgments and the separately sealed Cost Proposal do NOT count toward the page limit. Interested firms shall submit SIX (6) copies (one marked "Original' plus five (5) copies) of its proposal by the deadline. 28 30 All proposals shall be sealed within one package and be clearly marked, "RFP #02-12, REQUESTS FOR PROPOSALS FOR LIBRARY AUTOMATED MATERIALS HANDLING SYSTEM. Within the sealed proposal package, the Cost Proposal shall be separately sealed from the Technical/Work Proposal. Proposals not meeting the above criteria may be found to be non-responsive. EACH PROPOSAL PACKAGE MUST INCLUDE TWO (2) SEPARATELY SEALED ENVELOPES: Envelope #1, clearly marked "Technical/Work Proposal", shall include the following items: • Completed Signature authorization and Addenda Acknowledgment(see Attachment A) • If applicable, your specific request for Local Preference (see Attachment A) and a copy of a valid business license from a jurisdiction in the Coachella Valley. • Completed, and notarized, Affidavit of Non-Collusion (see Attachment B) In addition to the items above, at a minimum, firms must provide the information identified below. All such information shall be presented in a format that directly corresponds to the numbering scheme identified here. TECHNICAL/WORK PROPOSAL; The Technical/Work Proposal (Envelope #1) shall be clearly marked and shall include the Sections A, B, C, D and E below: SECTION A: FIRM, STAFF, TEAM QUALIFICATIONS AND EXPERIENCE, INCLUDING REFERENCES A.1 Follow the instructions and properly complete and execute both Attachment "A" and Attachment "B" that are provided in the RFP and include them here in your proposal. If applicable, your specific request for Local Preference (reference Attachment A) and a copy of a valid business license from a jurisdiction in the Coachella Valley is to also be included here. A.2 Describe the firm's background and qualifications in the type of effort that this project will require, specifically identifying experience with relevant projects successfully completed of similar size and scope. A.3 Indicate the name of any sub-contractor firms or contractors that will be utilized to make up your team. Describe each sub-contractor's qualifications, background and specific expertise that they bring to the Project. AA List the name and qualifications of the key staff/team members that will be assigned to the Project. Provide detailed qualifications of the Project Manager that will be assigned to the Project. A.5 Include a minimum of three (3) references of recent customers for who your firm has provided similar Library Automated Materials Handling systems, preferably those that used barcodes, as contemplated herein. You must include the name of a contact person, their title, and a current phone number, fax number, email address and business address along with a brief description of the scope of work and cost for each successfully completed referenced project. SECTION B: PROPOSAL ORGANIZATION, CONFORMANCE WITH RFP INSTRUCTIONS, AND DEMONSTRATED UNDERSTANDING OF THE OVERALL PROJECT AND REQUESTED SCOPE OF WORK AND REQUIREMENTS B.1 Carefully review and verify that your proposal is well organized and follows ALL OF THE INSTRUCTIONS on proper organization, format, order, and conformance with all requirements, 29 31 including any and all required signatures, attachments, acknowledgements, or other documents that are required to be submitted. Failure to follow the instructions may result in your proposal being non-responsive and rejected from consideration. B.2 Without reciting the information regarding the Project verbatim as contained in this RFP, convey your overall understanding of the Project and an understanding of the City's expectations upon implementation of the Project. B.3 Based on the firms prior experiences and or the space available for the system installation, please identify any "key" or"critical" issues that you believe may be encountered on the Project; and provide steps to be taken to ensure the issues identified do not affect the successful delivery of the Project. SECTION C: WORK PROPOSAL C.1 Proposer should refine and/or expand the Scope of Work to reflect their understanding of the project and include a detailed technical work proposal, including proposed design plan, methodology and technical approach, inclusive of all materials, detailed proposed equipment list, and all labor (work plan) necessary to fully install, train Library Staff, and maintain a new turn-key Library Automated Materials Handling system as requested in the scope of work. Identify all tasks and sub-tasks required to successfully implement all phases of the project. C.2 Critical functionality issues that must be addressed in this section are: 1) Compliance with all of the requirements as set forth in the RFP under Technical Requirements and Service Requirements; 2) Ease of self-service; 3) Flexibility to be relocated if current library space is remodeled; 4)Ability to convert to RFID; and 5) Vendor support. SECTION D: PROJECT SCHEDULE OF PERFORMANCE D.1 Proposer shall provide a detailed Project Schedule of Performance, including all tasks and sub-tasks, as well as equipment lead-time, installation, staff training, testing and system commissioning. D.2 Discuss lines of communication necessary to maintain the project schedule. Discuss the key issues that could impact the schedule and ways to minimize or eliminate them. D.3 Discuss your quality control methods to ensure consistent and accurate final results. SECTION E: LOCAL PREFERENCE E.1 Pursuant to the City of Palm Springs Local Preference Ordinance 1756, in awarding contracts for services, including consultant services, preference to a Local Business shall be given whenever practicable and to the extent consistent with the law and interests of the public. The term "Local Business" is defined as a vendor, contractor, or consultant who has a valid physical business address located within the Coachella Valley, at least six months prior to bid or proposal opening date, from which the vendor, contractor, or consultant operates or performs business on a day-to-day basis, and holds a valid business license by a jurisdiction located in the Coachella Valley. "Coachella Valley' is defined as the area between the Salton Sea on the south, the San Jacinto and Santa Rosa Mountains on the west, and the Little San Bernardino Mountains on the east and north. For the purposes of this definition, "Coachella Valley" includes the cities of Beaumont and Banning and the unincorporated areas between Banning 30 32 and the City of Palm Springs. Post office boxes are not verifiable and shall not be used for the purpose of establishing such physical address. The consultant will also, to the extent legally possible, solicit applications for employment and proposals for subcontractors and subconsultants for work associated with the proposed contract from local residents and firms as opportunities occur and hire qualified local residents and firms whenever feasible. In order for a business to be eligible to claim the preference, the business MUST request the preference in the Solicitation response (see Attachment A) and provide a copy of its current business license (or of those it employs for this project) from a jurisdiction in the Coachella Valley. A non-local business that requests the preference based on employing local residents must provide proof of full-time primary residency from a jurisdiction in the Coachella Valley with the proposal. The City reserves the right to determine eligibility. E.2 List all team members with local expertise. Clearly define their role in the overall project. COST PROPOSAL; The Cost Proposal (Envelope #2) shall be clearly marked in a separately sealed envelope and shall include Section F below: SECTION F: COST PROPOSAL (*see instructions in Section 6 above and Attachment "C") F.1 The cost proposal (in a separate sealed envelope) shall be a not-to-exceed all inclusive Lump Sum total for all materials, equipment, and labor necessary to design, deliver, install, train staff, warranty and maintain a new turn-key Library Automated Materials Handling System. Cost shall include all applicable taxes, shipping and delivery fees to the Palm Springs Library Center. PROPOSERS MUST USE THE COST PROPOSAL FORM, ATTACHMENT "C", PROVIDED BY THE CITY IN THE RFP DOCUMENTS. Failure to use the Cost Proposal form Attachment "C" provided by the City WILL be cause for rejection of a proposal. Do NOT include Attachment "A" or Attachment "B" in the Cost Proposal, Envelope #2,. Attachments "A" and "B" are to be included in Envelope#1, "TechnicalMork Proposal". 8. GENERAL AND SPECIAL CONDITIONS: DEADLINE FOR SUBMISSION OF PROPOSALS: Proposals will be received in the City of Palm Springs, Office of Procurement and Contracting until 3:00 P.M., LOCAL TIME, THURSDAY, SEPTEMBER 8, 2011. Proof of receipt before the deadline is a City of Palm Springs, Office of Procurement and Contracting time/date stamp. It is the responsibility of the firms replying to this RFP to see that any proposal sent through the mail, or via any other delivery method, shall have sufficient time to be received by the Procurement Office promo the proposal due date and time. Late proposals will be returned to the firm unopened. Proposals shall be clearly marked and identified and must be submitted to: City of Palm Springs Division of Procurement and Contracting 3200 E. Tahquitz Canyon Way Palm Springs, CA 92262 Attn: Craig Gladders, C.P.M., Procurement & Contracting Manager QUESTIONS: Firms, their representatives, agents or anyone else acting on their behalf are specifically directed NOT to contact any city employee, commission member, committee member, council member, or other agency employee or associate for any purpose related to 31 33 this RFP other than as directed below. Contact with anyone other than as directed below WILL be cause for rejection of a proposal. Any questions, technical or otherwise, pertaining to this RFP must be submitted IN WRITING and directed ONLY to: Craig Gladders, C.P.M. Procurement & Contracting Manager 3200 East Tahquitz Canyon Way Palm Springs, CA 92262 via FAX (760) 323-8238 or via EMAIL: Craig.Gladderst�palmspringsca.gov Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFP. The deadline for all questions is 3:00 P.M., Local Time, TUESDAY, AUGUST 30, 2011. Questions received after this date and time may not be answered. Only questions that have been resolved by formal written Addenda via the Division of Procurement and Contracting will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect. FORM OF AGREEMENT: The selected firm will be required to enter into a contractual agreement, inclusive of insurance requirements, with the City of Palm Springs in accordance with the standard Contract Services Agreement (see Attachment "E"). Please note that the Exhibits are intentionally not complete in the attached sample standard document. These exhibits will be negotiated with the selected firm, and will appear in the final Contract Services Agreement executed between the parties. The term of the agreement that is awarded as a result of this RFP shall be in effect for six (6) years, including the first year warranty and the 5 year ongoing maintenance. Failure or refusal to enter into an Agreement as herein provided or to conform to any of the stipulated requirements in connection therewith shall be just cause for an annulment of the award. If the highest ranked Proposer refuses or fails to execute the Agreement, or negotiations are not successful, or the agreement is terminated, the City may, at its sole discretion, enter negotiations with and award the Contract to the second highest ranked Proposer, and so on. AWARD OF CONTRACT: It is the City's intent to award a contract to the firm that can provide all of the scope of work, equipment and services identified in the RFP document. However, the City reserves the right to award a contract, or to make no award, whichever is in the best interest of the City. It is anticipated that award of the contract will occur at the next regularly scheduled City Council meeting after the evaluation committee has made its final selection of the firm to be recommended for award and a contract has been negotiated and agendized for consideration. The decision of the City Council will be final. RIGHT TO ACCEPT OR REJECT PROPOSALS: The City of Palm Springs reserves the right to waive any informality or technical defect in a proposal and to accept or reject, in whole or in part, any or all proposals and to cancel all or part of this RFP and seek new proposals, as best serves the interests of the City. The City furthermore reserves the right to contract separately with others certain tasks if deemed in the best interest of the City. INSURANCE: Insurance provisions are contained in the Standard Contract Services sample agreement included in the RFP. The successful Proposer will be required to comply with these provisions. It is recommended that Proposers have their insurance provider review the insurance provisions BEFORE they submit their proposal. 32 34 RESPONSIBILITY OF PROPOSER: All firms responding to this RFP shall be responsible. If it is found that a firm is irresponsible (e.g., has not paid taxes, is not a legal entity, submitted an RFP without an authorized signature, falsified any information in the proposal package, etc.), the proposal shall be rejected. PUBLIC RECORD: All documents submitted in response to this solicitation will become the property of the City of Palm Springs and are subject to the California Code Section 6250 et seq., commonly known as the Public Records Act. Information contained in the documents, or any other materials associated with the solicitation, may be made public after award of contract to a specific firm, if any, by the City Council. COST RELATED TO PROPOSAL PREPARATION: The City will NOT be responsible for any costs incurred by any firm responding to this RFP in the preparation of their proposal or participation in any presentation if requested, or any other aspects of the entire RFP process. BUSINESS LICENSE: The selected firm will be required to be licensed in accordance with the City of Palm Springs Business License Ordinance, Municipal Code Chapter 3.40 through 3.96, entitled "Business Tax". INVESTIGATIONS: The City reserves the right to make such investigations as it deems necessary to determine the ability of the firms responding to this RFP to perform the Work and the firm shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any proposal if the evidence submitted by or investigation of such firm fails to satisfy the City that such firm is properly qualified to carry out the obligations of the Contract and to complete the Work contemplated therein. NONCOLLUSION: The undersigned, by submission of this Proposal Form, hereby declares that this Proposal is made without collusion with any other business making any other Proposal, or which otherwise would make a Proposal. Proposer must execute an Affidavit of Non- Collusion provided as Attachment "B" in the RFP and include it with their proposal. PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their proposal shall be valid for a period of 120 calendar days from the due date of proposals. SIGNED PROPOSAL AND EXCEPTIONS: Submission of a signed proposal will be interpreted to mean that the firm responding to this RFP has hereby agreed to all the terms and conditions set forth in all of the sheets which make up this Request for Proposals, and any attached sample agreement. Exceptions to any of the language in either the RFP documents or attached sample agreement, including the insurance requirements, must be included in the proposal and clearly defined. Exceptions to the City's RFP document or standard boilerplate language, insurance requirements, terms or conditions may be considered in the evaluation process; however, the City makes no guarantee that any exceptions will be approved. 33 35 f } a k` r f, L e . y � n k i k 43k'. "e A P '�'3:' q .rutsykWk9 P •^2i f r s v 41 3 h a a r iiZ i21 5 3 r a y S �K A IN i9E � ��� .� U � f s � F ��� ar« �., • z ^- sv � . . �` f'"' ;� �_ � . . � �. _.�,n .. � . «,�. . : \\�� : ��� »«� »,�: : � » > < � � �� �y . «y ° . , , a2 � yww . :«� . .�c :�.w �°y ����» � :m ���&� � ��l� �� _�} . : � , _ ��\ . . � � �\ % . � - . : � . . w» . . w.y� . «2 » . �y � � � < < . �2 : � � :��\ \ 2 a > , . . . . �ƒ: � »�� ` ° Uw y Al � r • f v F i ro x t 5 S 1 — OW Mi ' A• iD tb �eT a C„ zi S � � g a �1 + P S S i C i ° s r pp r Y r n ll S i x v 3a � x { kJm y y -yi s M ' f M' pMPI e titY k F � � t try �''. 'i•� ce�s'kkr'" �« � �+ nr.'� �: ,3'°y'2 '` p r ' +: i� � �+ 4 #�4f.',� ��' d 3, {tt r M, ry op 7" k '16�h ti v i3S � t i �; p µ c s � t+, f b • e•+. i a g. t ( f 2��.A:t vrog ,v? 1�51 � Y i q*✓ t ; ."'. •�'tck S � � i i � ru � r s .a ;r ,o f io " P f 3� .I �S q ter,. —;y c i �'MM w. r g ` f r, k KAV � r d7 r� w ur {bn�x ? X 4 HMO x �� i e \ 1 Y � pflp , aka 3 , [ Se rr'}}t s p3sy xr M2 V by xisiF r � Y+- § e r `S i� Q � � .�S .• E r�yt�`r s -� tv� � y 4. y ,;. ���� I p+P.y+�Yl. t �--' n'�-fir h +� au k d.. w ¢i_+ k1 .��� � � . y� \:yy . . .�� 2 ^ © . ~ 2 \ � \ : \ � 2 . 2a : . 2 \ »�/ � : � , _ � .� : ` ^ v 21 � < � � a�> ! » , �� » m«����? ��� : . � . \ 7�\ / ©�/ � \ ! : . } \ } \ / ,~� � � \\ �\�� � ^ REQUEST FOR PROPOSAL (RFP 02-12) FOR Library Automated Materials Handling Systems ADDENDUM NO. 1 This Addendum is being issued for the following changes and informational items: THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT AND INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. The City has received the following questions and is hereby providing answers thereto: Q 1.The RFP mentions that material barcodes are located on both the top and bottom of items. Can you provide more details on where they are positioned? Inside/Outside cover, front or back flyleaf, centered or on the left or right side? A 1: Throughout the Library's history, different processing has put barcodes in different locations. The majority of the barcodes now are: Books: outside back cover in upper right hand corner CDs, Books on CD and DVDs—outside front cover lower right hand corner Kits— Outside front in upper left third of the plastic bag container Q 2: Question 34 indicates that you are looking for a dual functioning, Hybrid system, capable of handling both RFID and EM security. Are you currently using any form of RFID technology? If not, would you prefer to be quoted a dual functioning system, or a barcode/EM system that has the capability to be upgraded to RFID technology at a later date as a more cost efficient option? A 2: The Library does not currently use any RFID technology, but will ultimately be converting. The quote should be for a system that has the capability to be upgraded to RFID. Q 3: Question 47 indicates that the system should be expandable to 9 sorting locations, but does not indicate how many sorting destinations are preferred for the initial installation. What is the requested number of sorting? A 3:Initially, if space permits, we would like to begin with 6 sorting bins. Q 4: The RFP also indicates that the system should be able to handle multiple induction stations. Based on the drawing provided, the location of the current book drop is visible. Would this point be where you require the patron interface to the sorting system? Can the door to the book drop room be removed? How many other locations you would ideally like patron interfaces placed? Where are these locations? Are they located on the interior or exterior of the library? A 4: The Library will be undergoing a remodel within the next two years. We hope for a double entry in which a second induction point would be located inside the entry. However, initially there will be one exterior induction point where the current wall book drop is now located. The system should have the ability to seamlessly add an induction point in the future remodel. The door to the current book drop room can be removed, but fire protection would need to be provided. Q 5: As well, the dimensions of the room are not clearly indicated on the drawing. Understanding that finalized and accurate measurements prior to completing the project are the vendors responsibility, can you provide more complete dimensions for the sorting room in order for us to provide an accurate quotation? 47 34 A 5:Please see below. Q 6: 1 have included a rendition of the drawing provided. Would it be possible to indicate the preferred location of the return interfaces and the dimensions of the area that are noted? A 6: Preferred location is the current exterior book drop location. Dimensions of the current book drop area are: Book drop wall. 4' 11.5" From book drop wall to door of book drop room: 15.5" Width of book drop door into sorting room: 35 36" In sorting room, from door to book drop room to other door at the end of the same wall. 15'5" Wall dividing sorting room from current staff lounge (standing in staff lounge looking toward sorting room): to left of door 3' 1.5';to right of door 6' 11 314" Long wall in staff lounge 16' Book trucks lined up against these walls take up a depth of 3'into the staff lounge. The rest of the area marked is a portion of the staff lounge and currently not part of the check-in and sorting function. We simply use the two walls to line up book carts. The dimensions of the entire staff lounge should be on the floor plan submitted. The photos included in the RFP clearly show the staff lounge and the use of only two of its walls. Note: space in the staff lounge may or may not be used with a sorting system. This is up to the vendor. Q 7: The provided drawing also includes a drawn in portion that is labeled as 'Sorting', is this where you intend to have the sort system? Or do you intend to have the sorter in the room labeled "Check-in and Sorting"? A 7: The labels refer to the functions that are currently performed in those spaces. "Check-in and sorting" is where it is likely the sort system will be located and where staff currently checks in all materials and manually sorts to book trucks. The "Sorting°area is an overflow area within the staff lounge where other book trucks for sorting materials are located, due to lack of room in the main check-in and sorting area. if necessary, the new sorting system could bleed into a portion of the staff lounge. Q 8: Question 15 states% Each induction point in the system must have its own user interface with a"staff mode" or "staff mode switch" accessible from the rear of that particular device. Can you clarify what is wanted for this requirement? Is the library asking to have the ability to turn each patron return interface into a staff induction station as required? A 8: This request is based upon the predication that each patron induction point may need to have a staff mode in order to override, clear jams, or deal with problems with the patron return. This may or may not apply to particular systems. It is assumed that there will be a staff workstation within the sorting room area and perhaps this would also be able to serve the same purpose. This request is up to each vendor's system. Q 9: Under Technical Requirements, points 35 and 37- — is the system required to have a barcode reader, RFID antenna/reader and the ability to enable Electromagnetic security? Or, if the system includes RFID antenna/reader is Electromagnetic security enabling not a requirement? Point 35. The System must be able to read barcodes in multiple locations both on top and bottom of the item. Point 37. The system must be capable of enabling Electromagnetic and/or RFID security 48 35 A 9: The Library currently uses barcodes ONLY. Depending on material type the barcode may be on the front or back covers, thus the electromagnetic security and bar code scanner for check-in must be capable of reading from the top or bottom of the item. We do not now need a RFID antenna/reader. However the Library hopes to convert in the future to RFID and the system must be capable of switching over or being able to do either now. Point 35. The System must be able to read barcodes in multiple locations both on top and bottom of the item. Point 37. The system must be capable of enabling Electromagnetic and/or RFID security Q 10: Is the wall between the book drop room and the check-in and sorting area load-bearing? If the exterior return were to be located in the same place as it is currently is the expectation that the conveyor will turn 90 degrees and travel through the existing doorway into the check-in and sorting room? It appears there is an electrical panel adjacent to the doorway—will this panel remain or can it be moved to accommodate a larger opening? Is the sorter to be located in the check-in and sorting room? A 10: The wall between the book drop room and check-in sorting IS LOAD BEARING. If the vendor recommends the exterior return to remain in the same location the expectation is that there would need to be a conveyor turn of probably 90 degrees unless another method is suggested. At this time, I cannot answer the question about relocating the electrical panel, that would be a question for an electrician. Certainly any vendor can make a recommendation or present more than one option for that panel in their response. BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA Craig L. Gladders, C.P.M. Procurement&Contracting Manager DATE: August 16, 2011 REQUEST FOR PROPOSAL (RFP 02-12) FOR Library Automated Materials Handling Systems ADDENDUM NO.2 This Addendum is being issued for the following changes and informational items: THE FOLLOWING REVISIONS AND/OR ADDITIONS TO THE RFP DOCUMENT AND INSTRUCTIONS ARE TO BE INCLUDED AND SHALL TAKE PRECEDENCE OVER ANYTHING CONTRARY ON THE PREVIOUSLY ISSUED SPECIFICATIONS AND INSTRUCTIONS AND SHALL BE REFERRED TO HEREINAFTER AS PART OF THE CONTRACT DOCUMENTS. The City has received the following questions and is hereby providing answers thereto: Q 1: You stated in the RFP that the barcodes are located in various places. Can you please confirm if they are picket fence or ladder and inside or outside the book? A 1: The bar codes are picket fence outside the book. 49 36 Q 2: Please clarify requirement pp.4 Q 13. If EM is used, the strips must be oriented in order to re- sensitize properly. If bar code is used, the bar code must be visible and fed one at a time. Does the Library really not want to feed items one at a time? A 2: The Library currently uses EM. We would prefer that customers not have to feed items one at a time and have to orient each item, in order to prevent aline at the return intake location. Also the Library currently does not have the staff to train customers how to orient each material type before feeding it into the intake. Q 3: In regards to requirement pp. 5 Q 19, is Spanish the only additional language desired? A 3: Yes Q 4: Can the Library clarify what the purpose of the cumulative receipt is in requirement pp. 5 Q 27? Are you looking for a single header/footer with a composite of the transactions or an exact duplicate of the patron receipts?Only for a day or able to specify date range? A 4: The Library would like each customer to receive a receipt listing the items returned during the day's transaction. Single header/footer is fine. Q 5: Does the Library want both holds receipts and a specific receipt for exceptions ( pp. 5 Q 29)? For the exceptions, what is the Library looking for on the receipt? A 5: Any hold receipts would be for staff purposes only. There does not need to be any exception receipt. Both of these functions are back of the house and do not have anything to do with the return receipt requested for the customer. Q 6: On page 4#2, you state that you want us to be compatible with the 3M system and ID recall self check. Normally, the return stations are independent of the self checks and communicate directly with the ILS. If we are supplying an AMH system with return stations, can you clarify the reason for why or how the AMH system needs to be compatible with the self check (i.e. any certain features you would like to have that are similar to the self check)? A 6: This request was made in case any vendor had a system that had to be compatible with a particular check-out system. The primary requirement, is of course, that the system be compatible with the Library's ILS system Polaris. Q 7: Would it be possible to receive a copy of the RFP in Word format? A 7, No, l am sorry, but formal RFP documents are made available via PDF file only. BY ORDER OF THE CITY OF PALM SPRINGS, CALIFORNIA Craig L. Gladders, C.P.M. Procurement&Contracting Manager DATE: August 30, 2011 50 37 EXHIBIT"C" CONTRACTOR'S PROPOSAL on the following pages The final negotiated 6 page Proposal (Summary) dated March 21,2012 is provided first,followed by the contractor's original RFP submittal 51 38 fflk Proposal Palm Springs Public Library Your contact: Kristin Vogel Ms. Barbara Roberts Tel: +1 410 377 0897 300 S. Sunrise Way Fax: +1 860 760 0448 Palm Springs, CA 92262 kristin.vogel@mk-sorting-systems.com www.mk-sorting-systems.com mk Sorting Systems Inc. 17 Herman Drive, Suite C This proposal consists of 6 pages. Simsbury, CT 06070 Proposal no.: Rev Our Reference Date QUO-01475-NDQSJD- REV2-LSSIREV5 KV/KC/MF March 21, 2012 Thank you for your interest in our library solutions. According to our general sales conditions we would like to make the following offer: Please find below the final configuration and pricing for the automated materials handling system and RFID solution including complete conversion. 52 B& Page 2/6. Proposal No. QUO-01475-NDQSJD- 0 Pricing: Automated Materials Handling System Please note this quote is based on Final Drawing 1-3.329-11 71 7-Bin Sorting System 6 bins : 700x700mm 1 bin : 900x700 removed to right side Item Identification: RFID only Item Security: RFID Included Patron Card Identification: Barcode Exterior Return Station: One Staff Return Station: One, height adjustable Mere Conveyors: Two 1 Hold Slip Printer, located at staff return Included 1 Shipping Included 1 Installation Included 1 Training (takes place during Installation) Included SubTotal $196,450 Options 1 Trespa Countertop (counter made of $850 stainless steel w/Trespa material) Placement of Screen Vertical (not slanted) $3,500 Manual Book Drop (as backup) Lockable flap will only be unlocked when the 1 exterior return station is not in use $6,500 Includes One Book Bin 700x700 mm 2 Spare Book Bin (size 700x700) $1,360.00 $2,720 1 Spare Book Bin (size 900x700) $1,360 Total Turnkey System $211,380 GOLD maintenance level starts after 12 ° 10% purchase 1 month warranty—FULL coverage and 100% $21,138 arts—four year contract- price per year Silver option available at 8% and library pays 50% of cost for replacement parts *lease note service contract rate increases by 2% each year** 53 MK Page 3/6• Proposal No. QUO-01475-NDQSJD - 0 Pricinq: RFID System Solution: RFID Book Tags, white with high performance SLI-X chip, 108,000 ISO 15693, ISO 18000, $0.16 $17,280 2" x 3" tags 1,500 per roll and 2 rolls per box per roll RFID StingRay Tags, transparent with high performance SLI-X chip, 20,000 ISO 15693, ISO 18000, $0.69 $13,800 Tags 0108 mm /4.25" 1,000 Cer box on one roll RFIDSelfCheck SC3—TableTop Software: mk Lib Soft Library Cards: Barcode Item Identification: RFID and Barcode 3 Item Security: RFID $5,550 $16,650 Counter Design: Wide Audio Support: No Color Style: white, gray counter, others to be selected mk StaffStation Kit Connected to existing staff workstation, 3 Shielded RFID Antenna w/ USB Reader/ $1,225 $3,675 Writer, power supply and USB cable, Software linked to ILS including tag conversion capability SG7 Clear- Dual aisle Technology: RFID 1 People counter: Yes mk GateTracker software $9,400 $9,400 People counter Yes Item identifier Yes mk LibManager 1 Web-based administration tool to manage Included Included and maintain all mk products including statistics 1 Training (takes place during installation) Included 1 Shipping and Installation $8,900 1 Total for RFID Solution $69,705 54 Page 4/6 . Proposal No. QUO-01475-NDQSJD -0 RFID Conversion— LSSI (subcontractor) Provided by LSSI- staff of LSSI will coordinate the hiring of tagging staff and tagging of all items in the library—estimated time is 7 1 weeks—coordinated by mk Sorting Systems— $53,300 includes all necessary tagging equipment (except tags) and full conversion of 125,000 items ***mk will oversee this portion of project with LSSI as the sub-contractor Total for Conversion & RFID $123,005 Implementation Service GOLD contract for RFID portion level starts after 12 month warranty—FULL $2,975 coverage and 100% parts—four year contract **please note service contract rate increases by 2% each vear** Total for AMH and RFID (including conversion by LSSI): $334,385 8.75% Tax on taxable items: $23,816.19 DDU Total: $1,000 GRAND TOTAL $359,201.19 Service total after the first year of warranty for both systems: $24,113 **please note service contract rate increases by 2% each year** 55 Page 5/6 9 Proposal No. QUO-01475-NDQSJD -0 Notes: Pricing is based on complete order. Delivery and installation are planned to occur at one time. • Library is responsible for providing the ILS SIP2 license for the proposed equipment if this requires the communication to the library's ILS via SIP2. • mk products will be tested at the factory prior to shipment to ensure a smooth installation on site. Representative sample materials tagged and programmed if RFID or bar coded with EM security strips of each type of item need to be sent to mk's office for use during system pre-shipment testing. • A remote connection (such as VPN or Teamviewer) for remote maintenance has to be available and tested before installation. mk will provide required forms which needs to filled out by the library. • Library is responsible for providing power connections as well as a standard Ethernet port connection close to the equipment for some installations. • Library is responsible for all associated building changes and wall or floor finishes if required. Pricing of building modifications—if required- such as wall openings and fire shutters are considered architectural changes to be provided by the Library's building contractor and are not included as part of this proposal. mk will provide sizing requirements and mounting specifications in the final acceptance layout. • Depending on the product, mk will provide a drawing showing exact or recommended power and data connection. This drawing must be signed off by the library before any manufacturing can begin. • The proposed equipment will be delivered either in completed units or in modules, depending on the type of equipment. The library must provide enough space to bring the goods from the unloading zone outside the library to the installation area inside the library. Please do not hesitate to contact us for clarification on any of these requirements. 56 Page 6/6. Proposal No. QUO-01475-NDQSJD-0 Terms of delivery and payment Terms of delivery Approximately 2-3 weeks for tags and staff stations, 4-5 weeks for tagging stations, 5-7 weeks for gates, self checks and 15-17 weeks for sorting system. All ship dates determined after receipt of the order in writing and agreement of all technical and commercial details, as well as all parties holding to the project time schedule in dependence of the responsibilities contained therein. Delivery F.O.B. Destination, DDU delivered duty paid Terms of payment 30 % of order value payable after receipt of order confirmation 40 % of order value with delivery and installation 30 % of order value 30 days after final acceptance but not later than 1 month after delivery - mk Sorting systems is not responsible for installation delays beyond our control - Pricing listed above include local, state/provincial or federal taxes. - All payments due on receipt of invoice net. Validity of prices 3 months after date of this proposal. Warranty 12 months according to legal rules and our terms of delivery and payment. General This offer is confidential and is only intended for internal use. The sharing of technical information or pricing is prohibited without the expressed, written permission of mk Sorting Systems. mk understands that this proposal is subject to the Public Records Act. Prior to completion of manufacturing, we reserve the right to make design changes to improve the equipment or exceed the design specifications for any or all systems without prior approval. After the system has been installed, we retain the same right, but agree to notify the library in advance of any changes. The library may elect to decline an upgrade except in the case of changes to correct/limit manufacturer liability exposure. Orders will not be processed until Contract Services Agreement is received and signed by both parties at mk Sorting Systems. Please review our proposal carefully. We assure you of timely processing of your order. Respectfully, mk Sorting Systems Kristin Vogel 57 . mk Sorting Systems Inc. SORTING SYSTEMS 17 Herman Drive,Suite C Simsbury,CT 06070 trrfo@mk-sorting-systems.com 0 MK www.mk-sorting4ydems.com September 6, 2011 Cheryl Martin City of Palm Springs Procurement and Contracting Office 3200 E. Tahquitz Canyon Way Palm Springs, CA 92262 Dear Ms. Martin and selection committee, mk Sorting Systems Inc. is pleased to submit a response to the City of Palm Springs' AMH Request for Proposal for a turnkey system that includes the manufacturing, delivery, installation, training and support of an AMH library automation system for the library. mk has a strong history of experience with RFIDJBarcode/EM technology, self-service enablement and circulation workflow automation because we focus our research and development exclusively on library specific software and hardware solutions. All products purchased from mk Sorting Systems will be custom manufactured by our experienced team and tailored to meet your specific needs. Each product is engineered and © tested in our facilities, by our employees and customized to your specific requirements to exceed your expectations. mk Sorting Systems will collaborate with the library to ensure there is a solid implementation plan in place and the infrastructure to support it. In addition, ongoing maintenance and service will be available to provide you confidence in our products. In addition, all products provided will include the web-based mk UbManager software that allows staff to monitor and configure all products from their desktop PC and provides statuses and statistical data at the click of a button. You can be confident that all products and services will be manufactured and provided from ONE source when you choose mk Sorting Systems which allows us to have complete control of your project from start to finish. We look forward to partnering with the City of Palm Springs in implementing a long-term and patron friendly AMH solution for your library. As a partner, we are committed to the success and excellence of this project. Please call if we can provide additional inforrnation, an onsite demonstration or if I can otherwise be of help in any way. Sincerely yours, Tom Pinkin Sales & Business Development Manager mk Sorting Systems tom.oinkin(o)m k-sorting-systems.com • (860) 760-0438 58 o SORTING SlF TEM$ COVER LETTER TABLE OF CONTENTS 1. SECTION A: FIRM, STAFF, TEAM QUALIFICATIONS AND EXPERIENCE, INCLUDING REFERENCES 2. SECTION B:PROPOSAL ORGANIZATION, CONFORMANCE WITH RFP INSTRUCTIONS, AND DEMONSTRATED UNDERSTANDING OF THE OVERALL PROJECT AND REQUESTED SCOPE OF WORK AND O REQUIREMENTS 3. SECTION C: WORK PROPOSAL 4. SECTION D: PROJECT SCHEDULE OF PERFORMANCE 5. SECTION E: LOCAL PREFERENCE ADDITIONAL INFORMATION 6. PRODUCT SHEETS, TECHNICAL SUPPORT AND WARRANTY AND TRAINING AND PRODUCT DOCUMENTATION 'COST-PROPOSAL IS CONTAINED IN A SEPARATE SEALED ENVELOPE. 59 *THIS fORM MUST BE COMPLETED AND SUMTTED VATH YOUR TECHNICALANORK PROPOSAL (Envelope 01)* U13RARY AUTOMATED MATERIALS HANDING SYSTEM SIGNATURE AUTHOR17ATION NAME OF COMPANY(PROPOSER): "SO • c A. I bereby cerft that I have the auftwity to mA)n*:this Proposal lo the CJty of Palm SprkVs for the above ire.-.• : si Y. o! or company. cartify thatthe aftx*to bind myseftilsFt. pan conbact shouldbe successful in my proposal. • u Plnkon e • • u 1 u . e : • • •• e SIGNATURE ;e DATE S. The • ',X bWormation > : .:. to the [,t Y• '4 Ah+Y :a. _t above, h e ,G. an individual or a sP. i' F Y' B 1 ff successful, the cor*act WrVuage should rdw to me/my company as: An ii tl Y company; corporation• :t1'.i 1 corporation, •i t b _i the sUft F I) Local C i the :: jo 'R of the Coachella Copy of cumud business Manse Is required to be attached to V*document 2. My tax identification nuntw is: 61-1573837 ADDENDA AC1KNOWLEDGMENT. --A&noWedWw9 o RsoW ofanyAddenda +:,, :.• by On s{ for a t.: ' FP Is required Yinch',r.s Y t aditnowledgment with youris-ti•. Fakireto admoMedgethe Addenda • may result in yourproposal • : • deemed e• •' :`i i *7M FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR TECHNICALMORK AFRDAVIT TO : EMUTIJD BY STATE OF • ' COUNTYOF The undersigned, being first duty sworn, deposes and says that he or she Is 11 Pinkon of 11 . Sorting SyAtems Inc. + -0 party malcing the Wagoing Proposal. That the lNuposal Is not macle In the Interests of, or on ft of, any • .- n' nn.e• panw. 4gi '.n ♦•. • association, organization, B oorporstions dW the Proposal Is qm%Wns and not ookolve or sham #*the Proposer has not directly or Incilrectly induced or solicited any otlw Roposer to piA in a false, or sharn Proposal. and has not directly or Indirectly oo&xW, conspired, connhoed, or agreed with any Proposer or anyone else to poA in a stiarn PmpoeaL or V* arryone 9W reftain from Proposing, #W dw ♦n 1 ::. fdwithanyoneto If the Proposal Y ♦:: •'f f « '• •• .. or n'i Propow, I. to } arty overtisad proft or cost slarnect of the Proposal pets or of ftse of arty o#w Propow, or to secure ;Wadvantage agakW the public body swarding'the =*ad a anyone interested In the Proposw tos not directly or Indirectly, submilled his or her Proposal Price or any breakdown timad or the:contentsftred, ori.:..• Intiorrnation orY•;I " :::et Owed,:.I or • : :iand t' not Yany fee to any corpmfio •r. 1 .:'• ♦n. n : association, organization, depository, or ottwnmnberor 1 to - Fi Ya : colsive or sharn proposal, a : Subscribed :. • sworn -before• 1 'c this .I day at jveoea' . i.ii .dgd 21 C. SOMMARUGA NOTARYCONNECTICUT MY COMMISSION EXPIRES 16 SEPT.30,2013 ■ SORTING SYSTEMS M City of Palm Springs: RFP 1102-12 0 Section A: Firm, Staff, Team Qualifications and Experience, Including References mk Sorting Systems, Inc. mk Sorting Systems provides high quality library RFID and Automated Materials Handling Solutions. mk Sorting is a division of mk Technology Group, who has been providing high level technical equipment for over 40 years. This experience bodes well for libraries, as it provides an excellent basis on which to build a technical solution for RFID circulation. mk Sorting has taken a fresh approach to the RFID solution compared to our competitors. We are very proud of our ability to customize products and services to meet our customers' needs. All equipment and software is designed to meet ISO and other published standards and has no proprietary features giving libraries the confidence that our systems will be long lasting. One of mk Sorting Systems many strengths is our ability to develop personal relationships with our customers. Because of the size of our company, we have the ability to focus on libraries as they are going through the transition and provide the personal service they require. All of our systems are designed with the goal of interoperability between vendors. mk Sorting Systems has an invested interest in ensuring that your project is successful. As plans for your libraries develop and implementation begins, it is important that mk Sorting Systems stays in contact with the project manager and key staff from the library. Working to help the library incorporate our equipment and systems into the library is paramount to the success of not only the project, but of the library itself. mk Sorting Systems will collaborate with the library to ensure there is a solid implementation plan in place and the infrastructure t4 © support it. We have learned that a successful implementation involves the completion of a set of easily identified steps to be completed by both mk Sorting Systems and the library. We.are eager to finalize a Project Plan that meets each of your objectives. We are committed to making your project a success. Company History and Experience In 2005, mk Technology Group, a leading supplier of aluminum profile based components and modules for factury automation, created mk Sorting Systems as a division to specialize in library automation solutions. After an increase of market acceptance and over 30 installations in libraries woridwide, it was decided that mk Sorting Systems should become its own company. In February of 2008, mk Sorting Systems GmbH was established as a subsidiary of Maschinenbau Kitz and was able to focus exclusively on the development and sales of high- quality library RFID solutions and automated materials handling systems. By November, the success of mk Sorting Systems GmbH allowed for the company to expand into the emerging U.S. market, creating a subsidiary corporation, mk Sorting Systems Inc., which is headquartered in Connecticut. Today, mk Sorting Systems continues to improve products with the latest technological advancements and will provide our customer's with the attention and dedication needed to ensure the system will exceed every library's expectations. • 62 Copyright 0 2011 Page 1 of 10 ITING SYNTEMS City of Palm Springs:RFP f/02-12 mk Sorting Systems, Inc. Type of Company: Corporation Date: Incorporated Nov. 2008—Delaware Company mk Sorting Systems GmbH Established 2006—Germany Holding Company Maschinenbau Kitz GmbH Established 1966 Experience 44 Years—Automated Materials Handling 6 Years— Library RFID Headquarters USA: mk Sorting Systems Inc. Address: 17 Herman Drive, Suite C Simsbury, Connecticut 06070 Toll-Free 1-868-484-5056 Phone: 860-760-0438 Fax: 860-760-0448 Contact: Tom.Pinkin & Kristin Vogel Germany.mk Sorting Systems GmbH O Address: Glockenstrasse 80 53844 Troisdorf, Germany Phone: + 49 228 4598-123 Fax: +49 228 4598-125 Website: www.mk-sorting-systems.com Director: Markus Flory Holding Company Germany: Maschinenbau Kitz GmbH Address: GlockenstraBe 84 53844 Troisdorf, Germany Phone: + 49 228 4598-0 Fax: + 49 228 4531-45 Website: www.mk-group.00m Commercial Register. Siegburg HRB 2107 Directors: Doris Kitz, Hans Josef Kitz, Stephan Kitz, Jurgen Kitz 63 Copyright®2011 Page 2 of 10 ■ SORTING SYSTEMS MKCity of Palm Springs: RFP 00212 0 Advantages of Working with mk Sorting Systems, Inc. History-Our proven history in automation allows us to create systems that are innovative and unique to the library community. Design Customization-Every installation is custom designed and manufactured with continuous consultation with the library. We strongly feel that libraries do not benefit from a "cookie cutter"solution as each installation has special requirements. With multiple styles available, more than 290 extrusion shapes and over 2000 system components, mk offers the most comprehensive"modular building kit"available. Flexibility- Even a fully installed system has the flexibility to have functionality added or changed. Every system has the ability to grow without requiring the entire system to be replaced. Quality- 100% inspection and quality control on every product shipped Value-Lean manufacturing principles ensure cost-effective products. Reliability-World class on-time delivery Support-Our customer service group and great network of distribution partners and sales representatives are available to provide you with the highest level of service and application support. ® Personal attention-One of mk Sorting Systems key strengths is our ability to develop personal relationships with our customers. Because of the size of our company, we have the ability to focus on libraries as they are going through transition and provide the personal service they require. We are also very proud of our ability to customize products and services to meet our customers' needs. mk Sorting Systems has been able to draw on mk Automation's 40 years of materials handling experience to provide a completely fresh approach to the design and implementation of patron self-service and library materials sorting systems. Our highly specialized design and engineering team develop each design and ensure that it meets extremely high industry standards. The system is designed with a high degree of attention to detail, reliability and safety. Relationships with ILS vendors-mk has a history of strong relationships with ILS vendors worldwide. Our background with automated materials handling leading into RFID systems has allowed us to grow and build solid relationships with many ILS vendors to ensure that our systems are compatible with all ILS software requirements and features. Companies such as - Innovative Interfaces, SirsiDynix, Polaris, Infor, Ex Libris, HKA, Biber, KRZN, DD€libra and several other ILS providers have worked with mk products worldwide to provide a complete RFID solution. This relationship ensures that the entire process from installation to implementation will be a smooth transition. The mk system communicates seamlessly via SIP or NCIP in order to provide and reference information from your ILS. 64 Copyright®2011 Page 3 of 10 City of Palm Springs:RFP fl02-12 Subcontractors U Installation of your system will.be conducted by mk factory trained service technicians. We have a mk service technician located in the city of San Francisco who is available for service calls when needed. This guarantees that any questions or issues that may occur will be answered quickly and effectively by our team. We will first attempt to servioe your products via remote access. If the problem cannot be resolved remotely, our local technician will be dispatched to the site. mk Sorting Systems contracts with Compact Power Services to ensure that the necessary staff are available when on-site service visit is necessary. CPS Technicians are located in your area area and are fully trained in our equipment and will be involved with the installation and implementation of the system. Should the library experience a serious issue and our technical support technician is unable to solve an issue remotely with the assistance of library staff, mk Sorting Systems will issue a service call to CPS, our maintenance service provider. CPS technicians are available during regular business hours and are fully trained in all maintenance and repair requirements of our AMH solutions. Onsite calls are scheduled by our Technical Support Department. All costs for any services provided to your library by CPS technicians are included in mk's service and maintenance pricing. O 65 Copyright®2011 Page 4 of 110 MCity of Palm Springs:RFP ff02-12 O Vendor Profile / Project Team Qualifications / Skills / Experience Kristin Vogel Vice President, Sales & Business Development 17 Herman Drive, Suite C Simsbury, CT 0.6070 (410)377-0897 phone (860) 760-0448 fax (314)422-7864 mobile kristin.vooelgb-mk-sortin"vstems.com Tom Pinkin Sales and Business Development Manager 17 Herman Drive, Suite C Simsbury, CT 06070 (860) 760-0438 phone (860) 760-0448 fax (860)906-4235 mobile tom.oinkin(&-mk-sortinsa-systems.com Working with mk Sorting Systems The success of every project is dependent on excellent communication between the library and mk Sorting Systems staff. Working together to ensure that your installation is efficient and a p smooth transition, mk will do everything they can to help the library reach Its goals. One of mk Sorting Systems many strengths is our ability to develop personal relationships with our customers. mk Sorting Systems has,a dedicated crow of professionals who strive to deliver top quality products, service and support to our customers, regardless of where they may be located. Their diverse backgrounds allow each of them to contribute to the continuing success of the company. • 66 Copyright 0 2011 Page 5 of 10 SORTING SYSTEMS MKCity of Palm Springs:RFP#02-12 Project Management Team Markus Flory— President Markus Flory has been with mk Technology Group for over nineteen years. Markus founded mk Sorting Systems, GmbH in Germany as well as mk Sorting Systems, Inc. headquartered in Simsbury, Connecticut . Markus and his team have developed all mk products and spearheaded mk's growth into North America. He provides strategic vision and leadership for all library customers. Markus will have ultimate responsibility for the project implementation and execution. He is responsible for relationships with our partners and customers in over twenty five countries. His background includes experience in mechanical engineering, project management, sales, marketing and business development. markus.florv(a)mk-sorting-sustems.com Kristin Vogel—Vice President, Sales & Business Development Kristin Vogel joined mk Sorting Systems in May 2010. Kristin has over six years of experience working with libraries in North America and a proven track record of developing strategies and products that meet clients' long term needs. She has created and maintained strong working relationships within academic, public, and school libraries. Kristin will be a point of contact for any questions during the proposal, evaluation, and implementation of library systems. Working from our Baltimore, Maryland office, she will also be a contact for any concerns and will assist the library in creating a successful implementation. kristin.vogei(a)mk-sorting-systems.com O Tom Pinkin—Sales & Business Development Manager Tom Pinkin brings to the table considerable project coordination experience and expertise. Tom has over thirty years experience in the material handling industry serving a wide variety of user markets. His focus over the past seven years has been on automation for the domestic and international library market. He has a wide range of skills in direct sales, business development and strategic marketing and is past chairman of the Conveyor Products Section of the Material Handling Industry of America. Tom has a Bachelor's degree in Architectural Environmental Design and a Masters of Business Administration in Marketing. Tom is based in the Simsbury, Connecticut office. tom.pinkin(o)mk-sorting-systems.com Rebecca Linton—Sales & Business Development Manager Rebecca Linton joined mk Sorting Systems in 2011, bringing over seventeen years of sales and marketing experience in a broad range of industries including education, non-profit, financial _- services, associations, and technical services. A customer service-oriented sales professional with extensive experience in strategic planning, Rebecca has worked with clients through all project stages, successfully fulfilling objectives and meeting deadlines while staying within budgetary constraints. Rebecca is based in our Baltimore, Maryland office. rebecca.linton(a)mk-sorting-systems.com 67 Copyright C 2011 Page 6 of 10 ■ MCity of Palm Springs:RFP#02-12 OAndy Sorensen— Service and Project Coordinator, North America Andy Sorensen is the primary Service and Project Coordinator for North America from our operating location in San Francisco, Califomia. Andy is the first point of contact for the service needs of all North American clients, working:in conjunction with our headquarters in Germany to provide clients timely and effective solutions to any system error. Andy has over five years of experience in facilitating the installation of electrical devices, conducting preventive maintenance and remote troubleshooting. He communicates with all customers on a daily or weekly basis as well as conduct site visits to verify all mk equipment is working properly. andv.sorensen(o)mk-sorting-systems.com Kelly Conover—Sales and Marketing Coordinator Kelly Conover joined mk Sorting Systems in 2010. Kelly is responsible for communicating with the library throughout the entire implementation—including the receipt of order and responses to any post-installation service inquiries. She will coordinate all deliveries and installations to ensure the library s specified project start and completion dates have been met. With a background and degree in Marketing Communication, Kelly will be an additional point of contact for any questions during the proposal evaluation. Kelly is located at our headquarters in Simsbury, Connecticut. kelly.conoverng.mk-sorting-systems.com Oliver Lammerich, Technical & Project Manager Oliver Lammerich has been with mk Technology for over 15 years and is a professional Mechanical Engineer. Oliver is the Technical & Project Manager for all of our installations. He will be taking on the responsibility of ensuring that the project moves forward, stays on schedule and within the allocated budget. Oliver will be supervising the manufacturing team ensuring the equipment is built to the library's requirements. He will also be assisting with the testing and quality control of the systems prior to installation and will coordinate the on-site installation team. Oliver is involved with coordinating the entire projectfrom start to finish. oliver.lammerichOmk-sorting-systems.com 68 Copyright®2011 Page 7 of 10 ■ SMKCity of Palm Springs:RFP#02-12 References `me: San Mateo County Libra Innovative Interfaces Mil ennium to ftvi`ded: Automated Materials Handling-BaWode/EM (currently upgrading to RFID) Foster City 2:Exterior Returns 1 Staff Return 9 Way Sorter 1 Manual Book Drop Belmont 1 Exterior Return 1 Staff Return 7 Way Sorter San Carlos 1 Exterior Return with Bin 1 Interior Return 1 Staff Return 7 Way Sorter Millbrae 1 Exterior Return 1 Staff Return 7 Way Sorter O #e: j December 2009—April 2010 j 13 branches t 51 Greg Bodin Library Services Manager tea: 12 Lessin is Court Cfie: San Mateo, CA 94402 -lil j 650-312-5276 bodin smci.o ■ Exterior Return—San Carlos Staff Return—San Carlos 7 way Sorter—San Carlos 69 Copyright®2011 Page 8 of 10 ■ SOR City of Palm Springs:RFP#02=12 oUniversi . of Toronto-Robarts Ubmry Sirsi im,3 h A#Omatatl Weddle ManclUng Baroode/EM (option for RFID upgrade In future) 2 Interior Returns 2 Staff Station 1 Hold Slip Printer 9-way Sorter December 2010 Led Langford Head, Access & Information 130 St. Geo. e Street Toronto, ON MSS 1A 416-978-2898 lards rd utoronto. %hIx O v� 70 Copyright O 2011 Page 9 of 10 WRTiRG.B iEMB minim City of Palm Springs:RFP#02-12 (( ll untain View Public L ry �J Innovative Interlaoss/MlIftriniurn Alutbmatood Materials Handft—1RFID 1 Interior Return 1 Exterior Return 1 Drive-up Return in Parking Garage 1 Staff Return 11 Way Sorter February 2008 1 Library 18 Paul Sims Library Services Manager 585 Franklin St. Mountain View CA 650 4 a ou nviaw. ov RIB i � O 71 Copyright 0 2011 Page 10 of 10 ■ SORVNG SYSTEMS City of Palm Springs:RFP#02-42 O SECTION B: PROPOSAL ORGANIZATION, CONFORMANCE WITH RFP INSTRUCTIONS, AND DEMONSTRAr ED UNDERSTANDING OF THE OVERALL PROJECT AND REQUESTED SCOPE OF WORK AND REQUIREMENTS B.2 Without reciting the information regarding the Project verbatim as contained in this RFP, convey your overall understanding of the Project and an understanding of the City's expectations upon implementation of the Project. Palm Springs, like many libraries across the country, faces the struggle of keeping up with demanding circulation increases but has pressure to hold or reduce operating expenses. The only way to accomplish this without adding additional staff is to automate the library workflow. Implementing anautomated material handling system will relieve staff of the everyday task of returns handling which is a common cause of repetitive motion and lifting injuries in libraries. Implementing this system will shift the returns function from the circulation desk to the AMH system. It will also immediately check items in for patrons with improved accuracy and reduces the time required to get materials back in circulation,thus improving service to patrons. In addition, the sorting system can continue to work after library hours improving circulation workflow. With the addition of the AMH, the library will be able to shift staff to fill other © understaffed areas as well as directly assist patrons researching various topics. Over the life of the system, the library wants the flexibility to be able to adapt the system should circulation continue to grow and be able to keep up with emerging technology.With the planned future renovation, the library also wants to be able to adapt to building modifications with minimal additional investment in the AMH system. From the city s standpoint, they want to ensure that the system is installed and commissioned without problems and will then continue to operate with minimal interruption or expense. They also want the best performance, best value and the most flexibility of a system. This means that the vendor must have a proven track record of timeliness with delivery and installation, cost- effective as well as timely responses when any service issues arise. mk can address all of these demands. 72 Copyright®2011 Page 1 of 2 _ _ium MCity of Palm Springs:r2FP#02-12 B,3 Based on the firms prior experiences and or the space available for the system 1 installation,pleipe iyi�antify any"key" or"critical" issues that,you believe may be �J encountered on the Project; and p►ovitje steps to be taken to ensure the issyes Identified do not affect the successful delivery of the Project. Key issues- 1. Compliance with local fire codes-to prevent delays with the installation and commissioning of the system,confirm with fire marshal the requirements for a fire shutter or fire suppression on the automated returns. 2. If the library prefers to use the,layout with the automated return in the existing book return room, determine if the existing electrical control panel can be relocated to allow the conveyor to penetrate the interior wall 3. Determine if the door in the existing book return room can be relocated to still allow the room to be used for storage. 4. If the library prefers the layout with the entire system outside of the existing book return room, can the return be located in the area of the existing`desertsoape"at the entrance to the library. 5. With the requirement to have extremely high accuracy and the limited space in the circulation workroom, the technical requirement to allow patrons to drop multiple items at tirne Into the return is not possible or practical. In order to insure high accuracy, patrons would need to feed one item at.a time. Given the throughput capacity of the return,this will not cause major lines to occur. O 73 Copyright®2011 Page 2 of 2 ■ SORTING SYSTEMS MCity of Palm Springs:RFP#02-12 O SECTION C: WORK PROPOSAL C.1 Proposer should refine and/or expand the Scope of Work to reflect their understanding of the project and include a detailed technical work proposal, including proposed design plan, methodology and technical approach, inclusive of all materials, detailed proposed equipment list, and all labor(work,plan) necessary to fully install, train Library Staff, and maintain a new turn-key Library Automated Materials Handling system as requested in the scope of work. Identify all tasks and sub-tasks required to successfully implement all phases of the project. mk Sorting Systems' submittal is based on a turnkey implementation. As an ISO certified manufacturer, we follow specific procedures for administration,engineering and manufacturing of an order. The library should assign a single individual to be the point of contact between our project manager, the library and building contractor. Upon receipt of order, we will reconfirm all information and specifications relative to the system design, building modifications and ILS interface. An approval layout will be submitted that must be approved and signed off by the library before manufacturing can begin. The layout drawing will also show size and location of building modifications to be provided by the library or building contractor. The library will also be responsible for submitting samples of check-in materials and sample patron cards for factory testing. Prior to shipping, we will test the system components and verify connections to the ILS via a test port provided by the library. Once testing is complete, the equipment will be shipped to the site. All library building modifications must be completed'prior to the start of installation. Our service technicians will arrive on site at the same time the equipment arrives to direct unloading © and uncrating of equipment. Our shipper will remove crating materials from the delivery point. Once all equipment is in the building, installation will begin. At the completion of installation, our technicians will do on-site pre-acceptance training, then move on to final acceptance testing that is witnessed and signed off on by a library staff member. Training usually occurs immediately after acceptance testing, but is done with the input of the library and according to the availability of library staff. All work after acceptance is coordinated with our Service Support group according the warranty or Preventive Maintenance contract provisions. For post acceptance system modifications and relocation, mk will quote the work necessary to complete the upgrade/relocation upon clarification from the library and availability of staff. All mk AMH systems are built using a true modular design. The system can be easily dis-assembled, modified and re-assembled to fit the librarys requirements and done in a minimal amount of time with a minimal amount of components. We also use common components as frequently as possible to minimize the amount of spare parts required and allow parts to be easily swapped out in other parts of the system when required. 74 Copyright*2011 Page 1 of 2 i_ BB PT N City of Palm Springs:RFP A02-13 C.2 Critical functionality issues that must be addressed in this section are: 1) ( 1 Compliance with all of the requirements as set forth in the RFP under Technical LJ Requirements and Service Requirements; 2) lase of self-service; 3) Flexibiflty to be relocated If current library space is remodeled; 4)Ability to convert to RFID; and 5) Vendor suppoi°t:' (1) Refer to the individual responses in *Response to Technical RegGfremerlts"mk complies with all items except the ability to feed multiple items at a time. In order to insure the high rate of sort reliability and accurate reading of barcodes,,items must be fed one-a-time. (2) It is possible for the properly trained library staff to perform basic maintenance on the equipment using the service documentation provided upon the completion of installation. Staff can access additional help from our online service hotline when necessary to correct issues. If that is insuffcient, a service technician,can be dispatched to the site to correct the problem. (3) Once the library,is remodeled, the system can be altered or moved very easily. Depending upon the scope of the move, the system can be.moved In major modules after minor, disassembly and removal of anchor bolls. Ones in its final position, the system can be expanded,and/or lofted back together,realigned and re-commissioned. Many, if not all, parts and modules can be reused without having to discard any part of the system. (4)The system will be provided with the ability to convert to RFID simply by reoonfigurtng the controls.A RFID reader/antenna wiW already be installed in each return. The configuration settings will be modified and items tested by our technician at the time of conversion to ensure everything works without issues. O (5)Refer to the sections titled"Technical Support and Warranty." 75 Copyright®2011 Page 2 of 2 • fi-Bin Sorting(optional 9-Bin Sorting) Ix Exterior Return Exterior Return tx Staff Return Walk up Bin 700000 ,no.-ml B 6351IN•-N'1 L 0 _ Mtt-e3rr1 Bin 700000 Staff Return 2'-3 1/2"x 2'-3 1/2" Lill lqcq NNIP-a9 0 _ yh / Y H i ` M " __ NN kr1 � 1MV-N F E Ell m(AD r PNN Spilgs 10-L.� 0 00-00 6-Bin Sorting(optional 9-Bin Sorting) ^ 1x Exterior Return Staff Return Exterior Return 1x Staff Return Walk up 1x Book Drop w,n ml Bin 700000 e 71; cc r• y— �� e c FM Book Drop H ELi rnlr-rl D rw.f rW fx Eq D _ HM1163•IayXM iMSMig. _ r NUIRi•Ifgn 5w14 rs.uM 3 f H qw-57 E awlr-n Bin 700000 E � 2'-3 1/2 "x 2'-3 1/2" ZL II II II. 4 c Pp H Pflw SpWpn M-G.01 a f000-OE 6-Bin Sorting(optional 9-Bin Sorting) Bin 700000 Exterior Return 1x Exterior Return 2`-3 1/2 " x 2'-31/2" Staff Return Walk up 1x Interior Return(optional) asBTsrl x Staff Return 1x Book Drop aik Bin 700x700 � B i a ssrc-a vrl Book Drop n:xvrt Am B 4 B -- 0 6}BBIIY3'Iy1M+/i�SylM E �13816'.-116M Sw1Fy . wslT•TI __ {� 7-f—M any Interior Return e - j II II IIII � F BI —` - nIIIY-n Lln Wlyd Lrl IF r f IN[ I _lk ^ - LL-- W MM4e Mhim CO.*PtluM n1 N naeltt-6•I n OU Pdm Sp1i p 10-L.013-0R o a City of Palm Springs:RFP f02-12 SECTION c: woIRK PROPOSAL C.2 TECHNICAL REWIREMENTS Requirement Response Comment(s) 1. The system and all of its components shall be entirety compatible with and in no oy manner interfere with, the Polaris integrated library system, its computer clients, or other com o 2. The s tam must be atible with 3M securi and ID Recall elf-check. Y 3. The s stem must be able to mi rate to Radio Fre uenc Identification RFID . Y 4. The proposed system must provide application spec software to incorporate all Y hardware ro sad. 5. The s stem must be oa able of su ortin 2� different induction units. Y 6. The system shall;interface with the Library's existing Polaris automated its. Y system usingthe SIP SIP2 or S1P2 plus extensions or NCIP : toc to 7. The system must not use a proprietary ILS connection. Y U. The system must not interfere with other equipment,automated library system clients Y or PCs that may be nearby 9. The system shall be able to connect through the Library's Ethernet network via an Y RJ-45 connector and/or secured wireless network. 10.'If RFID is/will be used in the system, the system must be ISO 15693 18000-3 Mode Y 1 compliant and t use header Talks First RTF Architecture. 11.The system must provide an intuitive user interrace. Y All products include the mk LbManager—please see Section 6 for more 12. The AMH system must provide a touch screen user interface that guides users Y information. through the return process: 13. The user interface must not require patrons to have to place items in the drop in any N Exception - Patrons must special way or one item at a time feed one*Wwat a time to maintain sort accuracy and ability to reject items for any 14. Based upon a configurable option, the display should provide user feedback when Y is reasons the AMH rejects an item. 15. Each induction point in the system must have its own user interface with a "staff Y The mk LibMana er co Cctpy h—t a 2011 Page 1 of 6 wk Cpy of Palm Springs:RFP#02-12 mode"or"staff mode switch" accessible from the rear of that particular device. provides staff access to all Induction points and ability to access the points in staff 16. Sorter conveyor must be designed to prohibit materials from becoming stuck in the Y Guarding is provided where belt or failing off the side of the belt ever necessary and practical to 17. In the staff mode, the user may a jams. ccess, upload, and print statistics for each Y See mk LtbManager product induction oint and the sorter or modillfy configuration for that device. sheet in Section 6. 18. The system must provide a configurable option so that the borrowers can select to Y Via mkLibManager tint a receipt. 19.The system must have an option that supports a user-selected Spanish language Y option. 20. The default longua a is to be English. Y 21.The system shall provide an emergeng stop button. Y 22. The system shalt support email messaging to alert staff or administration when the Y tem utres attention. 23.The system shalt provide a built-in receipt printer with high capacity paper. Please Y The length of each paper roll Itst s ecific le of roll. is 885 feet. 24.The receipt shall be configurable so that the library can easily determine content. Y The content must support item number, title, library name and location, time and date formatted according to the operating tem and a customized footer. 25. The library staff shall be able to easily edit, update and otherwise control the content Y of the printed race` is without vendor intervention. 26. The receipt print shallprovide an auto-cut capability. Y 27. The system shall have the ability to print out a cumulative receipt with customer Y library Information as determined by the library. 28. The system must provide the ability to identify items not found in the Library's Y Yes, these items will be catalog and print them as"Material not owned by library", or similar, on the patron listed and highlighted on the receipt and screen. receipt and screen 29. The system shall provide library staff with the ability to print an exception receipt for Y items that are on hold or are an exce tion 30. The system must support SIP, SIP2, SIP2 plus extensions or NCIP connections to Y Polaris ILS for check in and holds. 31.To ensure future inter operability the system must support socket connections. Y ao 32. The system must read:ttem-s c identification numbers,communicate to the host Y 0 Co l�2011 0 Page V 8b City of Palm Springs:RFP 40912 circulation system to update the library's inventory, turn on the security feature, retrieve sorting criteria and dispatch items to the proper route and receptacle on the system. 33. System must include a staff Windows based workstation and PC with master Y controller, ethernet switch touch screen display and master shutdown switch 34.The system shall be dual function—capable of processing RFID tags and the item Y bar codes in the same transactions, to prepare for the Library's eventual migration to RFID. 35. The system shall'be able to read barcodes in multiple locations both on top and Y Top& bottom scanners bottom of item. included36.The s tem shall pro de real-time check-in of all items returned. y 37. The system shall be capable of enabling Bectrom netic and/or RFID securi Y 38. The system must automatically store transactions during offline situations and when Y The system will store all connection is restored automaticafly forward all transactions. transactions and continue to atteMt to c0mran*mtswith the ILS to transfer the infbmiadw,CMQ%tha system i&QnMWa@aiAa dalla wAl thert be sent to the 39.The system shall turn on the security feature to allow secure Library operations Y ILS during offline situations. 40. The system shall'be configurable to accept all items. Y When configured as such, any items that cannot be identified will be directed to 41. The system shall be able to handle sets of items with RFID to sin the future. Y the exception bin. 42.The system shall identify location codes, item types, transit locations, holds, Y Sort points can be collection code, request status or by one or more combinations of the above and sort determined by the library items accordingly. and can be easily changed at anv time. 43.The system shall provide the option to sort unknown items into an exception bin. Y 44. The system shall have the ability to notify the staff when a bin is full or missing. Y 45. The system shall have the ability to notify the staff when receipt printer is out of Y r. 46.The system shall have the ability to notify the staff when the system is out of service. Y 00 r Copyright m 2011 Page 3 of 6 kT City of Palm Springs:RFP#02-12 47. The system shall be capable of being expanded to incorporate up to nine sort Y locations. Our system is easily expandable at any time in 48. The s stem must be capable of sequential sorting. the future. 49. The system must provide for environmental) Y y protected external patron returns Y and/or internal Datron returns ADA compliant and installed so an ages may access it. 50. The external returns must be of stainless material in order to blend with any decor Y and retain its apiptarance with age. 51. The external patron return must have a secure door and/or photo eye that Y automati: starts the aonve or by user interaction. 52. The sysL.,I 1 shalt be able to be mounted on an external or interior wall of the fibra . Y 53. The system must accommodate items as small as.21 inches thick by 2 inches by 2 Y inches. 54. The system must accommodate items as large as 4.0 inches thick by 18 inches by N Exception—mk maximum 24.0inches. allowable item is 3.9"H x 55. The system must be capable of operating in staff and publi 15.8" Lx11.8"W c areas without causing Y Our system is completely interference to normal library operations eneWeed to enswe-,% ty for ypur.patrons: .ltas aim one of the ; elms on the maW OW am be placed in:,public areas with no distradion to patrons or 56. The system must operate with quiet, sealed electric motors,not air co staff. compressors, to Y control noise and to eliminate introduction of pneumatic hoses and devices in a public space. 57. The system must o erate below normal conversation levels Y 58. S stem should operate only when it senses materials being returned Y 59, The system must not re uire any special wirin . Y 60. All sorter components must operate using standard 110V or 220V power Y 61. The maximum power required for sorter should not exceed the normal power Y available from a standard 110V 1P 60 HZ electrical outlet or 220V 1P 50 Hz electrical outlet SERVICE REQUIREMENTS colotozoll Page dk City of Palm Springs:RFP 002-12 Ftardware/So are F chnicai,support Requirement Response Comment(s) 1. Toll-fr N. to p 00 assistance on system use and troubleshooting available between o 7:00 AN. to Y 6;Oa P.M. Pacific.Time,Tuesday through Saturday. fhstaliatidn wements Requirement Response Comments) 1. The proposed system must be installed according to a schedule determined in ct lV coordination with Library staff to minimize disruption and prevent Library closure at any time during the installation process. 2. Vendor must also be available for consultation on placement of hardware to Y accommodate network infrastructure, power and ventilation requirements, building restrictions, etc.,;and to maximize the worddlow, staffing and patron convenience issues 3. The Contractor shall provide training for the Library staff. This training shall include Y Electronic 7ofall aspects of the Automated Materials Handling system and shall be scheduled withthe Director of Library Services to accommodate the shift schedules of the libra manual areemployees. The scope of the training shelf be sufficient to teach the ro er Refer to SeP P Training Do operation of the system and the cost for all training is to be it ud in the total Cost Proposal.Vendor will be required to provide the Library two(2)completely printed and bound copies of an Operations Manual for the installed. 4. Final acceptancelcommissioning by the City will not be granted until the system has Y been delivered, installed,all functions tested and property.opomfing, staff trained, workmanship is inspected, and approved by the City of Palm Springs Director of Library Services. warranty and Service Requirements Refer fo Section 6 for Technical Su rt and Warranty Requirement Response Comment(s) 1. If providing RFID conversion now or r N i future, the cfroulation RFID tags must be o n the Y Industry definition of item life guaranteed to be effective for the Iffe of the item to which they are originally affixed is 10 years from date of tag and, if found to be defective, they must be replaced at no cost to the Library. receipt as long as tags are stora�t .to . CO car Copyright 02011 Page 5 of 6 City of Palm Springs: RFP#02-12 ManufacturervoWelirm for 2. The successful vendor warrants all roduets, includin all heat and humid .. p g equipment, hardware, and Y software, for a period of one (1)year from the date of acceptance of the project by the City.The warranty shall include all parts and all labor. Any equipment found to be defective shall be replaced by vendor free of charge, including labor and any inbound or outbound shipping costs. Defective equipment is defined as any equipment that requires three (3)or more repairs or service calls within a one (1) fear eriod. 3. Software warranty: Software patches and service pack releases must be supplied for Y all equipment under warranty or service agreement at no additional charge to the Library. 4. Service technicians must be fully trained, factory authorized and certified by the Y manufacturer to perform Service. 5. The bidder must have fully factory-trained technicians stationed on the West Coast of Y the United States for onsite hardware support and service. 6. Technicians shall be'Centrally dispatched. Y 7. The Library shall be able to request service on a 24-hour basis using a toil free 800 Y number. 8. Technical software hone s p2rt will be provided via an 800 number. Y 9. Service technicians will be equipped with parts normally required to service the Y equipment and reduce downtime. 10.Average response time must be 8 hours or less. Y 11. Failure of vendor to meet specified standards may result in termination of service Y contract: 12.The Service Aoreemant must be renewable on an annual basis. Y 13. The Service Agreement must include remote maintenance for expert technical Y consultation and software support. 14.Warranty and Service requirements apply to both Standard and Optional system Y components. 15.At the end of the initial original one(1)year warranty period the vendor shall provide Y See Section 6. five (5)years of ongoing on-site service and support for the Automated Materials Handling system. The cost for such on-site service and support shall be at the prices set forth in the Cost Proposal, Exhibit C, for next business day service; emergency/after-hours service weekends. ao Co t®2011 pap � ■ BMK City of Palm Springs:RFP q02-12 O Project Implementation Plan mk Sorting Systems will help to implement your system with full attention and support from start to finish. Each step of the process we will be available for questions, consultation and support to make this transition to automated materials handling as smooth as possible. mk Sorting Systems is responsible for the manufacturing, delivery, installation, training and support, and promises to communicate with your library as each step in the implementation process is approached and completed. mk manufactures all of our products and systems, we have complete control of all steps in the manufacturing process and do not have to deal with third party companies that may create delays or incompatibilities. This ensures that we will deliver as promised for every deadline during the installation process. After mk receives the library's order, a member of our Sales team will process the order and coordinate with our headquarters in Germany to ensure the project remains on schedule, including the manufacturing and shipment of materials. A I order confirmation and shipping documents will be sent to the library as soon as they are available. In addition, there will be a site visit conducted by our Sales and Project Management team. This visit will confine the location, measurements, layouts and design of your automated materials handling system. Once the layout and design of the automated materials handling system are finalized, a final layout will be submitted to the library for approval. Once approved, the manufacturing of the equipment will begin. All mk products include the mk LibManager software. mk LibManager is a web-based program that allows staff members to monitor, control, edit, customize and maintain all mk equipment. The mk LibManager software allows staff to easily obtain and interpret information from the system to provide statistical data and reports. Andy Sorensen, our Service and Project Coordinator, will demonstrate how this easy-to-use monitoring software will benefit the library and how the staff can utilize various customization options and set up notifications of any system activity. After the manufacturing of your sorting system is completed, we will conduct a one week test in our manufacturing facility with the sample patron cards and library items provided by the library. This run-off will occur to make sure all components of the system are running efficiently before shipment. The system is then shipped directly to your library and installed by our factory trained service technicians (this process will take approximately one week). All AMH system training will occur after the acceptance test is completed at the end of installation. During every stage of this process, our skilled team of sales, project management, IT, service technicians and staff will help to provide a smooth installation, answer any questions and provide quality service and training to your library. 85 Copyright®2011 Page 1 of 1 Project Implementation Plan for: Palm Springs Library Center Palm Springs Ubrary Center AMH Implementation Plan Activity rAwnswity lReselve Notice of Award I Daft- ■ =Installation sites—mx:iomng Vista 51 Palm Springs/rat 41/18120111 —tlon Of Order/Signed Contract reuelved by mls PaImSprings/m S E4* ©J ©0000mmm®m® I opal Weeks ll Responsibility Week- space requirement$and Installation specifications Is complete,accurate Palm Springs/mkSS and understood by both parties .�Complete layout ergineering mkSS submit approval layoubs,approval of layouts Palm Springs I mkSSIt ®�1��� ......�........................ Was Manufacturing of equipment 2���������111 ��Customer develo fling 2-12 Ps an Breferences(tals Palm Springs 8 Customer ships test materials to mk for factory testing—books,OVID with current RRD top Palm Springs mk fully tests system prior to shipping mkSS 1' 4 -- .....Hardware delivered to library 10-12 mkSS .............�������1.�����������E ■ City of Palm Springs:RFP#02-12 O Section E: Local Reference mk Sorting Systems is headquartered in Simsbury, CT, therefore would not be considered a local business for Palm Springs, CA. mk Sorting Systems does, however, have a remote office location in San Francisco, CA where our Service Technician is located. He will be available to assist the library in any service issues or repairs. Please see the Technical Support and Warranty sections (Section 6)for additional information on our Service support. 8� Copyright 0 2011 Page 1 of 1 MediaMk • a • Our solutions • Y 4 Benefi 1.. • your Y.0 Y Benefits • i Handles even ft Nnnest of malarlele Irutuding, The aluminum pnWIle wn*ucdon allows I Extremely,quiet mid does no axwed 58 db so work areas 10 • Safely M • .ntm , ,:1 Materials conveyed • .• Reduces book Y. ♦ 1. - and single Increases evallability of Ban*for patrone 0 Special puWw system,developed and Patenled nvew belt 1. tac ExtremelyOW 9Wwe notdisturbed Every InstallWon Is custornY.,'9 e1 to I he library'sellIc N Full system design consultationensures reliability Technical Details: 0 Remote VPN connection atIm"for remote system mw**V and 1 • i;: .•' Basic 1 r. la_ 10 adept i t 4 Y Hybdd i i :� to i'i'• • Dimensions: 0: i•.. 1 visualization, to • i (L 2750 x W 1500 x H 1000 mm) system operation and fault conditions ow0nent boom Complete ci\ _• and electrical • 230Volt IPandnahvork1 protection bins layouts Safety interlocked book bins • Extension modules destinstions •' 41. ftyaNury, CT •rl 1 s• mk Book Bing The quickest way to the right place Benefits for your library: Book Bin: ■ Book bits are MOOMINNOWY located in place ■ Hkt floor raises and lowers aomft whw sofW I nxlMng and Mnroyed when tuA ant rsduetion of WHMg by staff usiig pushbutton MW adsq+aooess key a Ergonomic handle with various ac 1e height ■ Sensors d0011dw a bb i fuk Mart beacon acdva0ed h O"'on to wp tg a Available stets and capacity: city: sebme■ Easy tD-mcve Celle wM stall r kikerns120-140 kernsL 27.6 x W 27.6 x W 31.5 In. O casters.Available for ussae c@rW or held (L 700 x W'M x H 800 mm,) floodng 180.200 L 27.6 x W 31.5 x W 31.5 In.. ■ PossIA9 to use our drama kinds of bins in (L 700 x W 600 x H SW mm) ow sorting System Tote Bin: Technical Detalis: is handle"w'vano"s adiustable height options • Easy to move with 4 heavy duty mitating a Available tote bit sizes:L x W x H casters 27.6 x 27.6 x 31.5 kt.(700 x 7W x 800 rmn)or • Casters avalable for use on osrpst or hard 27.6 x 31.5 x 31.5 in.(700 x OW x 600 mm) flooring or bdit MM Avaaable sizes and capacity totes: • Colors and finish dstab op onal and (20-26 Items)(4LS Liar)23.6 x 15.8 x.8.7 in. adaptMe to the Mmy (SW x 400 x 220-rest). (2545 it M)(63.7 LZMr)23.6 x 15:8 x 12.61t. (OW x 400 x320 ash ■ Available with or without cover — Stacking Cwt- a Ergonornic after easy harx fang ■ Sbddng bre t:27.6 M430-60.Items). St f*V Systerns Inc. Phone:+18i01110OM 0 peom n Dom Suite C war *"*my,CT 00070-USA mn mk Interior Return Flexible, simple and modem meft.rAWn 3 Benefits for your patron: Benefits for your library: ■ Ergonomic as well as providing access to ■ Stainless steel front, anodized aluminum frame patrons with physical disabillies ■ Talbred to your individual wishes, various ■ User-friendly operation with simple menu materials and color options prompts for patron and staff ■ Soft conveyor bad for gentle material handling ■ Return process started by placing#ern on the ■ items automalloallyd' veck in with seams belt status resat Q ■ Instructional animations, Clear error massages . For Items tagged as a set,will reject If item is • Fee stag,widh integrated payrrwnt syliem missing • Multiple languages available • Rewrote troubleshooting via secure VPN • Option for paper reoelK e-mail receipt, text connection message or opt out of transaction ■ Less than 58 decibel levels • Long waiting lines are avoided Technical Details: • Media capaw ■ RFID, Baroode or Hybrid(RRD/Baroode) min. 2.9 x 23 x 0.07 In. (100 x 60 x 2 mm) max. 15.8 x 11.8 x 3.9 in. (400 x 300 x 100 ■ SIP2 or NCIP communication mm) ■ Standard return: L 37.4 x W 34.9 x H 40.2.in. • Weight medls: Min. 1.1oz (30g) Max 1.1lb (L 949 x W887 x H045 mm) (`fig) (counter 12.4 inJ315 mm) • Scratch resistant 17•touch screen Optional: • 1104230 Volt 1P 3 bin sorter . integrated EM re.sensilizing 208l440 Volt 312 4+bin sorter ■ Aud(o feedback ■ CE and UL listed ■ Uninterrupted power supply ■ UbManager will be your standard supervisor ■ Account information and Renewal software tick Sorting.Systems Inc. Phone.;1 860 7W 043e M k 17 Herman Drhm, Suite C wo WA*-6or*q .gyskeme.com Shnsbury,CT 05070-USA k .corn Flexibility�mk Staff Return andefficlencyfor your Kr "sstaff Benefits for your library: General Features- returna The Staff Return unit Is a sp$cW t 4C oo or station,connected to the sorter, ruseby h h J lihr ;Ili; ehh . sft for '•1': with greedya Them units can harKft by staff and madmto the ar 1; •_ 0 MuA:. uef user means caMdty of Y • p Systemon workstation Sobvers Is can**"wilth most Integrate 0 Staff Cl • d • C. MS)via SIP-2 or NCIP Remote % ! 1; • tmaintenance system • I i • bl • full analysis • • p, .rt f conditions Custombuilt tomost INIXUry :p with choice of materials&W color Details.Technical Optional: pp Y G or !1 r o (Hybrid): a integrated 'h'• k printer • Height adjustable workstation counter • ' p W*mounted monitor sormare tt*sading Systems Inc. e it Piamm A. ¢. _ x 6910101y,CT MM-LISA 1—1 —Ir4ovow " MI o rnk Exterior Return 24 hours a day - independent from opening hours Benefits for your patron: Benefits for your library: ■ Return items 24 hours a day,Independent from ■ Stainless steel.hurt YAM securlky window to protect opening hours system from weather and vwxh tam ■ "User friendly operation with simple tr ww ■ Specialized climate control prevents clouding or prompts for patron and sty freezing of the window. . Fee status,with.integrated paynt system ■ integrated touch screen and receipt Printer Q ■ Multiple languages avallabte ■ Item automatically checked In, with security status ■ Ergonomic and handicap accessl* reset ■ Access window opened by patron egret or gbrary ■ Soft conveyor belt for gentle material handing media(barcode or RFID) ■ Full system mcnitorkV and.agnostics Option for paper receipt,a-omit receipt, text ■ Remote maintenance vw secure VPN connection message or opt out of transaction Technical Details: a Weight media: Min 1.1oz(30g)- Max 1:tlb (5 kg) ■ RFID, Barcode or Hybrid (RFID/Bar ode) ■ UUCE system cartilied ■ SIP2 or NCIP communication ■ UbManager will be your standard supervisor ■ Standard return: L 37.4 x W 34;9 x H 41.2 in: software (L 949 x W 887 x H 1045 mm) Optional: (counter 12.4 inJ315 mm) ■ Integrated EM re-sensitizing • Scratch resistant 1 r touchscreen ■ Audio feedback ■ 1101230 Volt 1 P 3 bin sorter ■ Uninterrupted power supply • 2081440 Volt 3P 4+ bin sorter ■ Hold slip printer(see product sheet) Media capacity: ■ Account infommOon and Renewal Min. 3.9 x 2.3 x 0.7 in. (100 x 60 x 2 mrn) ■ Fire detection and suppression Max. 15.8 x 11.8 x 3.9 in. (400 x 300 x 100 mm) rnk Sorting Systems Inc. Phorw-+1 SW 780 0438 soR 1NG s1f T 17 tsbury, T 06 0- C rN00rA ms aom 84rrsbu►Y, CF t1BQ70- USA blrntfrosystems:cam mk LibManagr Your standard supervisor software Nil NONE Beneflts for your library- • One-stop management tool to manage and :f , m(naorlWWy and equipment Oftm from muldple branches Wig, layout settings, suatics, help • Con�on and system charees for all hmeft s and sWpW tidceffi inMaNed melt indtrdIg: Soff-C adc, • Stolftsooloc td for dFolilabgn and Staff stwon, "Brim and EXarfOr Redxn, revervoonsas avil as failure reporting Sorft Systems, Minf-Sorun, Security (e.g. failed dwdc in) 0 Gates, Payment Stations and LkANspenser Print and export function(e.g.to MS • System changes or new oo figurations can ) be distributed to single stations or multiple stations • Complete activity overview. Powerful monitoring and stattstical evaaration of your automation products • Simple access via an Internet browser with login fund divided Into user groups. (adman; supervisor, state) Technical Details: • Access from any staff worltstation ■ Uses standard infsmet browsers ink Sorting Systems Inc. Phons:M O M 0438 8o TiNti T 17 t bury, OrPoa.Spa www,CT OQ070-USS A mk Holds Slip Printer Circulation of your holds faster than ever before Benefits for your library • Check-in identifies a hold,sands Item and patron idenHficatlon via the ILS to the told slip printer. ■ Hold slips contain: ID numbedidentMer, patron number, Book ID and item tgta. Outstwft fines, library name-and address, request dale O for the hold and a due date can WeD appear on SUP. • Printer prinffi each latter In a succession as Rem are sorted to the assigned holds bin partially perforates the slip. • When the bin fuii sensor is triggered,the printer will shop. ■ Last in,first out: Staff can match the two as they empty the tin without hav6tg to search for and match items. • The printing process starts again when the bin Is changed and the host hold Ism is sorted Into the tan. Technical Details: ■ Printer integrated in sorter's control network • Epson TM88 _ ink Sorting Systems Inc. Rhwe: +1 860 760 0438 St3RFtN S S 17 Berman Drive, Suite C www ntlk ccm SWAxny.CT OW70-USA irf amk SORTING ■ MK City of Palm Springs:RFP#02-12 0 Technical Support Installation of your system will be conducted by factory trained service technicians. We have a local mk service technician located in the city of San Francisco who is available for service calls when needed. This guarantees that any questions or issues that may occur will be answered quickly and effectively by our team.. We will first attempt to service your products via remote access. If the problem cannot be resolved remotely, our local technician will be dispatched to the respective branch. Regular Support Hour—Toll-Free, E-mail and Fax Support The AMH system comes fully equipped with our Control Panel Visualization Software and has video cameras installed inside the AMH equipment providing library and technical support staff full diagnostic tools to evaluate the system remotely as well as the ability to evaluate the system at any moment from any location. The use of this software allows us to solve over 95% of service issues with a simple phone call. Regular Support Hours • Monday— Friday 7:30 a.m. — 10:00 p.m. EST • Saturday 10:00 a.m. —8:00 p.m. • Sunday 12:00 p.m. —8:00 p.m. • 24 Hour Toll-Free Emergency Hotline Support Hourly Costs • Telephone Support—The cost of contacting Technical Support is included at no Oadditional charge in the initial warranty and then as an extra option in the extended warranty pricing. • On-site Support--The cost of having a technician on-site is included at no additional charge in the initial warranty and then as an option in the extended warranty pricing. Technical Support Contact Protocol Initial contact is made to our Technical Support Department. These staff members will draw on their experience to solve the problem using the diagnostics available in the software, accessing workstations remotely and with the assistance of library staff. Technical Support staff will consult with mk Sorting Systems' development team and our system hardware engineers should escalation be required. If an on-site visit is required because Technical Support has either been unable to determine the problem, or because it is a hardware issue that requires on-site attention, mk Sorting Systems will issue a work order for a Technical Support Analyst. In the event that the technician is unable to solve the issue, staff will be flown to the library from one of our sales and service locations for further troubleshooting. Response Time We respond to telephone, fax and e-mail requests for assistance within a four-hour time frame. In the event that mk Sorting Systems Technical Support is unable to solve the problem remotely, an equipment-trained technician will be available to provide on-site support. In emergency cases, a service technician can be there within 24 hours. All of the technicians are fully trained in all our systems, and will be involved in the installation and implementation of the initial systems. • 95 Copyright®2011 Page 1 of 2 WIN City of Palm Springs: RFP#02-12 Warranty Standard Warranty Equipment, Software and Components mk Sorting Systems offers a full 12 month parts and labor warranty from date of customer acceptance on all hardware and software. Please note that damage caused by vandalism, negligence or work performed by a third party other than a mk service representative Is not covered under this warranty. Satisfaction Guarantee All equipment purchased is covered by a 12 month maintenance/service agreement.We offer a 12 month 100% money-back satisfaction guarantee on all equipment purchased. Extended Warranty mk Sorting Systems offers an Extended Warranty on the Automated Materials Handling Equipment. Extended warranties are available and are renewable annually. Option 1: Annual Preventive Maintenance Inspection ■ mk Sorting Systems provides one scheduled annual maintenance visit. • The Library pays 100% deductible on hardware replacement. The preventive maintenance includes a check of all hardware and making any adjustments required. ■ Additional service calls during the year arising from any problems will be charged O separately according to our general terms and conditions. Option 2: Annual Warranty Extension Gold ■ The Library pays no deductible on hardware replacement and includes two scheduled "custodial"visits per year. OR Silver ■ The Library pays a 50%deductible on hardware replacement and includes two scheduled "custodial visits per year. Annual Maintenance/Custodial Visits Two annual maintenance/custodial visits are included with the silver and gold warranty to make any necessary adjustments and-to confine that all mechanical parts are functioning properly. In addition a full system cleaning, and PC cleaning will be conducted. The technician will check an belts, components and confirm the alignment of the system. The visit includes a check of all hardware, software and any adjustments that might be needed. Spare Parts Spare parts are located in our Simsbury, CT office. In the event that there are hardware challenges and replacement parts are required, they will be sent by overnight courier. The library also has the option of purchasing a spare part package as part of the Preventive Maintenance and Service Contract after the first year of warranty operation. 96 Copyright®2011 Page 2 of 2 ■ MCity of Palm Springs;RFP f102-12 0 Training mk Sorting System feels that training is a key factor in the success of the implementation of the system. Training is included in the purchase price of the system. Customer Centered Training All training provided by mk Sorting Systems is customized to meet the needs of the library. When implementing new technology, training library staff in the use of the equipment is pivotal to the success of the project. In order for library staff to get the most out of training, we coordinate with library training staff to customize the training specific to your library. All subsequent lesson plans and handouts are customized for your library. Library staff who will be responsible for training receive these documents in an editable form so that they can be updated as needed. Training Models The type and training of library staff is dependent on the number of staff requiring training, the size of the library and library system, and the policies and philosophy of the library system. These training models can be adapted to best meet the needs of the library. 1. Direct Training in a Central Location—mk Sorting Systems training staff will tram all library staff in the library system in a centralized location. This training will be customized based on job requirements for the library staff. 2. Direct Training in Multiple Locations—Library systems that have installations in multiple branches may prefer to have the trainer provide training sessions in each branch on the O installed equipment or provide centralized training, requiring trainees to travel a short distance. 3. Train the Trainer—This type of training ensures that key staff members are trained in the system use and are also instructed in how to share this information with other staff. Designated staff trainers are given a copy of the lesson plan as well as the handouts so that they may train other library staff on the equipment. This method ensures that staff members are able to provide training to either new library staff or library staff that have taken on new responsibilities. Training Outlines Automated Materials Handling Basic Operator Training— 1-2 hours This training is for all staff responsible for the basic operations of the Patron Self Return Unit and the Automated Materials Handling Unit. 1. General Introduction—This provides an overview of the unit, including the parts of the system, configuration files and other salient points. 2. General Operation of return stations—This demonstrates how the interior and exterior Patron Self-Return Stations work . The session covers placement of materials and patron cards, how to ensure RFID tags are being read correctly, and how to use the LibSoft software. 3. Changing receipt printer paper 4. Staff Induction Unit(if purchased)-A full demonstration of the Staff Induction Unit is • included. This includes adjusting the workstation so that the library staff is working under ideal ergonomic conditions. 97 Copyright®2011 Page 1 of 6 8 f City of Palm Springs:RFP ft02-12 5. Removal of Bins from the Sorting Unit and care of the bins. ( 1 6. General Care—Covers regular cleaning and care of the system to insure optimal �J performance. 7. Coaching patrons during initial startup—Best practices for getting patrons adjusted to using self-check returns during the first weeks of operation. Automated Materiels Handling Suoervisurj'Staff-4 hours This session is designed for the"Super Users"of the Automated Materials Handling Unit. The programming of the unit.(e.g. setup of sorting profiles, touch screen design etc.), startup and shutdown procedures, emergency procedures and basic troubleshooting skills are , demonstrated. Attendees of this session should complete the basic operator training prior to this session. Automated Materials Handling Technical Support Staff-1 day This session is designed for individuals who will be responsible for the onsite system care and maintenance of the Automated Materials Handling Unit: This individual should have basic mechanical aptitude and be.computer literate. Topics to be covered include periodic maintenance, cleaning, equipment adjustments, basic troubleshooting and spare parts replacement: O • 98 Copyright 0 2011 Page 2 of 6 ■ SO8Y8� City of Palm Springs:RFP#02-12 O Product Documentation All systems include a complete electronic set of documentation for all levels of operation — Operator, Maintenance and Troubleshooting. Updates are not scheduled, but are provided whenever changes occur that affect the accuracy of the documentation. The library will be immediately notified when any changes do occur and the documentation will be updated as well. The following is an example of an excerpt from a product manual: Introduction Dear patron, we thank you for the trust that you have placed in us by purchasing our product. These operating instructions will help you get to know the return and sorting system from mk Sorting Systems. They contain important suggestions for operating the system safely, properly, and economically. These operating instructions also help prevent dangers, minimize repair costs and downtimes, and increase the reliability and life span of the sorting system. In addition to the information in these operating instructions, the operator of this return and sorting system has some additional obligations. These obligations are also a component of these operating instructions. Organization of these operating instructions O These operating instructions contain the necessary information for all of this system's user groups. For patrons who are returning librarys material, it is sufficient to be aware of the information in the section "Return of library's material" or be instructed In the activities that are described in that section. For this, it is enough to post this section near the return stations or hand it out when distributing library's material to the patron. For legal protection, it is recommended that the patrons document that they have taken note of the information. Set-up, removal and disposal Qualified technicians from mk Sorting Systems will install and set up the system to make it ready for use on the site of operation. The system must be property uninstalled and removed by trained technicians (e.g. by mechanics and electricians). The applicable safety instructions and recognized installation rules must be followed. The individual components of the system must be disposed of according to the applicable _.. regulations in an environmentally-responsible manner: Operator duties Before putting the system into operation, a "person responsible for system operation" must be appointed. • The name of this person must be documented in writing. 99 Copyright®2011 Page 3 of 6 ■ mKCity of Palm Springs:RFP f/02-12 The person responsible for the operation of the system ("responsible person")should be able, "`1 based on his position and experience, to detect possible dangers and risks related to working 0 with the system. He must be authorized to train all other people who work with the system. The responsible person will be trained in the functions and safe operation of the system from mk Sorting Systems. He will then be entitled to select and train additional people to work with the system (library staff and people returning the library's material). The responsibilities, the permissible activities and the obligations of the responsible person will be described below. Responsibilities • Knowledge of how to use computers running on Microsoft Windows. • Authorized to train all other people working with the system. Permissible activities • Return library's material. • Start the sorting system. • Perform maintenance and service work. • Simple troubleshooting. Obligations • Read, understand, and follow these operating instructions. • Select the library staff according to the directions in these operating instructions. • Train the library staff. O • Regularly check the suitability of the library staff • "Demands on staff working on the system," see page 5. • Ensure that the section "Return of library's material" is read, understood, and followed by everyone returning library's material. It is sufficient to post this section near the return stations or hand it out when distributing library's material to patrons. For legal protection, it is recommended that patrons document that they are aware of the information. • Instigate and check general service work(according to maintenance plan). • Instigate the maintenance and service work. • Monitor and regularly check all activities associated with the system and processes by using the display on the visualization PC. • Check that the system is working properly. • Regularly check the operation of the safety equipment(daily and before each startup). • Ensure that everyone who is assigned to perform tasks on products by mk Sorting Systems such as operation (including set-up), troubleshooting the workflow, overcoming production standstills, maintenance, disposal of operating media and servicing (inspection, repairs, - -- maintenance)and transport is informed about the dangers associates)with-the system,,as well as the type and location of the safety equipment(for the emergency stop switch, see page 10). The responsible person must provide appropriate training. This can be in the form of training documents, informational material or by oral instruction. The responsible person must ensure that all operating steps and safety guidelines are received and understood. • 100 Copyright®2011 Page 4 of 6 ■ 80_-- TEM8 City of Palm Springs:RFP#0242 O Ensure that the operators are aware of all safety instructions for mounted and peripheral parts which are not directly part of the system. • Create a work permission system for the library staff. • Create operating instructions that delineate the responsibilities for startup, operation, and maintenance. • Regularly make sure that the library staff. • Identify hazardous areas (through clear and easy-to-understand signs). Safety Safe and correct use of the system The system has been built in accordance with the state of the art and the applicable technical rules and regulations. Nonetheless, this system may be hazardous to persons and property if. • it is not used as intended. • it is operated by untrained staff. • it is operated by staff whose physical and mental abilities are impaired (by overtiredness, alcohoi,drugs, etc.). • it is not serviced in keeping with the instructions in regular intervals. • it is improperly changed or modified. • the safety and monitoring equipment is disabled or removed. • the safety instructions are not observed. • these operating instructions are not read and observed. The responsible person must ensure that the operators are familiar with all safety instructions for mounted and peripheral parts which are not part of the mk return and sorting system © according to the order. The responsible person must ensure that all safety equipment near the return and sorting system (barriers, identification of danger areas, escape routes, first-aid equipment, etc.) are known to the operators. While the system is operating, at least one person must be present who has been trained in first aid. The applicable fire prevention measures must be coordinated with the responsible bodies (building inspector, fire department) before startup. Proper Uses of the system The mk return and sorting system is intended solely for conveying and sorting library s material (books, CDs, newspapers, and DVDs). The permissible library's material are listed in the technical data. Any other use such as the transport of people, inappropriate parts or other products is considered improper. mk Sorting Systems is not liable for damage resulting from improper use. The operator alone bears the risk. Proper use also includes adherence to the operating instructions and observance of the inspection and maintenance intervals. The system has been constructed specifically fora single purpose and has been adapted to the conditions at the installation site. These basic conditions have been specified in writing in the purchasing contract. Every modification of the system or individual components without the approval of mk Sorting Systems is impermissible and may lead to unforeseeable dangers and damagel Copyright®2011 Page 5 of 6 SQP.III1prpr1!'! ■ *1, City of Palm Springs:RFP#02-12 Demands on staff working with the system O Modifications and changes to the system For safety reasons, unauthorized changes to the system are not allowed. Modifications of the layout, the number of modules as well as the operating process and functions must be coordinated with the manufacturer. Nonobservace will void warranty claims and may lead to unforeseeable dangers to persons and equipment. Furthermore, unauthorized modifications and additions to the system will generally void compliance with the applicable standards, permits or declaration of conformity. In the case of repair work, only OEM parts (of mk Sorting Systems or the assembly manufacturer)may be used to replace components and wearing parts. 0 0 102 Copyright 0 2011 Page 6 of 6 EXHEBIT"D" SCHEDULE OF COMPENSATION As stated in the ink Sorting Systems Inc.final proposal dated March 20,2012(see Exhibit"C"),the Grand Total cost for the new AMH system and RFII) conversion, inclusive of delivery, labor and all applicable taxes and duty,is $359,201.19. The fist year maintenance and warranty support is included in this cost. However, after the first year of warranty expires, mkSorting Systems Inc. will continue to provide ongoing maintenance and support under their extended warranty at an annual cost of$24,113 per year, subject to a 2% annual increase commencing with the second year of the extended maintenance warranty program. The schedule of payments shall be as follows (mkSorting Systems shall provide a valid Invoice for each milestone so that the City may process payment in a timely manner): • 30% ($107,760.35)is payable within 30 days of Purchase Order confirmation by mkSorting Systems and receipt of a valid invoice. • 40% ($143,680.47)is payable within 30 days of Delivery and Installation of the system at the Library Center and receipt of a valid invoice. • 30% (107,760.37) is payable within 30 days of Final Acceptance by the City but not later than 1 month after delivery and receipt of a valid invoice, under the condition that the system is operating properly. mkSorting Systems is not responsible for installation delays caused by the City, or that are beyond their control. Extended Gold Maintenance Support Warranty: $24,113 per year after the fast year warranty period ends (which is included in the initial purchase price). The annual support is subject to a 2% increase commencing in the second year of the Extended Gold Maintenance Support program. Annual support fee is due and payable in full within 30 days of a valid invoice from mkSorting Systems. mkSorting Systems cannot invoice the City for annual support until the warranty anniversarydate. 103 39 UMMIT`°E" SCHEDULE OF PERFORMANCE is provided on the next page 104 40 Project Implementation Plan for: Palm Springs Library Center Palm Springs Sorting System and RFID Implementation All dates are estimates atthis time and are not guaranteed-exact dates can be provided when receipt of order is confirmed Schedule r Activity Responsibilit Week' A" Schedule krd. j information about existing customer automation, Responsibility Week• ,space requirements and installation specifications is ,accurate and understood by both parties Palm Springs/mkSS completed nfirmation Palm Springs/mk 55 1 Order Confirmation mplementation Schedule and Plan Palm Springs/mkSS 1 Palm S ri / kSReview Implementation Schedule and Plan Palm 5 rings/mkSS 1 la out engineerin mkSS 1-2 RFID to arrivespproval la outs,approvalofla outs Tagging Stations arrive mkSS z3 turing of equipment mkSS 2-3 mkSS 3-15 Ta hi project begins mkSS/LSSI 4-9 Customer develo ssorting references/table/script Palm Sprin s 3 SeH Checks,Staff stations and Gates arrive Customer ships test materials to mk for factory testing—books, 6-8 Palms Springs Installation of Self Checks,Staff Stations and Gates CDs,DVD with current RFID tags p gs 3 mkSS 9-10 mk fully tests system prior to shipping mkSS 14-15 Test Hardware/software Hardware delivered to libraryPalm Sprin s/mkSS 9100 mkSS 18 Libra receives required trainingmanuals Palm Sprin s/mkSS SO Install hardware mkSS 18 Libra Staff Training Test Hardware/software mk55 10 Palm S rin $/mkSS 18 System acceptance and system goes"live" Palm Sprin s/mkSS 10 Library receives re aired training manuals Palm S rin s/mk55 18 Libra StaffTraining mkSS 18 Additional Activities Responsibility Timeline' Additional Activities Res nsibil Pre-warranty Cln-Site regular maintenance—afterlyear of pc RY Timeline' mkSS Syearafter Pre-warranty On-Site regular maintenance—after l year of eaear after o erasion acce tance o ratbn mkSS acceptance H CA Page loft 2/29/2012