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Proposal Developed for Weld Library District

In response to RFID Request for Proposal

March 6, 2006

Submitted by 3M Library Systems

3 Innovation

3 Innovation

February 28, 2006

Susan StaplesWeld Library District1939 61st AvenueGreeley, CO 80634

Subject: Request for Proposal – RFID

Dear Ms. Staples:

3M is pleased to offer this proposal in response to your RFID Request for Proposal (RFP). Our proposal provides the Weld Library District a reliable and easy-to-use solution that enables its library staff to be more productive. In our offering you will see a detailed explanation of how our solution meets or exceeds each of the requirements set forth in your RFP. This proposal offers the Weld Library District a solution based on the 3M One-Tag RFID System and an FKI Logistex sortation system.

Our experience helping libraries transition to RFID provides unique insight into best practices that help your staff and patrons embrace this new technology. We have helped more than 120 libraries around the world make the transition to RFID and we have seen first-hand the strong positive staff and customer reaction to the efficiencies and benefits of RFID technology. Included in our experience is a significant understanding of library systems similar in size and other characteristics to Weld.

We think that the combination of our One-Tag System and the FKI Logistex sortation system is the best solution for meeting your needs. Our engineers designed the system for ease of use by both patrons and staff. This system also delivers high reliability because 3M designs and manufactures all the major components. This reliability helps ensure high patron satisfaction and means that your staff is not wasting time dealing with broken and malfunctioning equipment. Finally, our solution is backed by experience that comes with over 120 successful RFID installations. This means that we can help you redesign workflow processes and provide you with methodologies that maximize your return on investment.

3M is also committed to supporting the library industry and the safety of the library staff and patrons. Our commitment is evidenced by annual donations of over $1.5 million to the library industry and our investment in product safety. All 3M Library Systems have met the most stringent global product safety testing requirements and are Underwriters Laboratories (UL) and European CE mark certified. We include our certification for your review and ask you to verify other vendor’s ability to meet this important requirement.

Weld Library District: One-Tag RFID System 3 Innovation 3

We appreciate the opportunity to present this proposal in response to your RFP for RFID. Our representative in your area is Mr. John McCarthy and he would be pleased to discuss your needs further and answer any questions regarding this proposal. You can contact him by phone at 303-246-5280, or by e-mail at: [email protected].

Sincerely,

Catherine LeClairContract Coordinator, 3M Library Systems


mailto:[email protected]%20

Table of Contents

3M Contacts.......................................................................................................Part 1

Executive Summary..........................................................................................Part 2

System Overview..............................................................................................Part 3

Why Buy 3M RFID?...........................................................................................Part 4

Additional Comments/Clarifications...............................................................Part 5

References.........................................................................................................Part 6

Vendor Profile...................................................................................................Part 7

Pricing Information...........................................................................................Part 8

3M Training Program........................................................................................Part 9

Implementation Plan.......................................................................................Part 10

Attachments....................................................................................................Part 11


3M Contacts

3M staff members are ready to service your needs in a friendly and competent manner. Our main contact for you will be:

Mr. John McCarthySenior Sales Consultant3M Security Systems DivisionLibrary SystemsPO Box 33682St. Paul, MN 55133-3682

Telephone No. 800-328-0067 (opt. 3 ext. 35) orCell Phone No. 303-246-5280Office Fax No. 800-223-5563 orFax Right No. 651-732-7068E-mail: [email protected]

Additional 3M contacts for you include:

Ms. Melissa KeefeRegional Sales Manager

Telephone No. 800-949-3970Office Fax No. 714-970-6942E-mail: [email protected]

Mr. Todd SchwarzenbachMarketing Manager


Mr. Jerre LeeTechnical Sales Support Specialist



mailto:[email protected]




Executive Summary

We use our hardware and implementation expertise to ensure that you get the biggest improvements in productivity

3M is pleased to submit this response to the Weld Library District’s request for proposal (RFP) on an RFID system and related equipment and services. As described in the cover letter, this proposal is based on supplying a 3M One-Tag System and a sortation system from FKI Logistex. This is our best solution for collection management while still offering a appropriate level of security for your collection.

We think that a 3M One-tag system can be a cost-effective solution to meeting your needs. Our solution can prevent theft and improve the productivity of your staff. Implementation of a One-Tag system can help your library achieve its mission and vision and address some the challenges that you face.

Convenient and Easy for your customers . We designed the 3M One-Tag System for ease of use by patrons. The 3M One-Tag System enables you to improve collection security and more easily identify misplaced items, so that they are made available to patrons. We also strive to ensure the safety of your patron by making our system Underwriters Laboratories (UL) compliant. UL is the most recognized testing agency that verifies equipment is protected against fire and electrical shock hazards as well as mechanical dangers.

Having a Helping Staff . Your customers appreciate a staff that is both friendly and knowledgeable. Our system was designed not only to be easy for patrons to use, but for staff as well – including volunteers. The system also enables productivity improvements. All of this enables your staff to focus on serving patrons.

Staff Efficiency and Productivity . The components of our system enable productivity improvements. However, we complement our system with expertise in workflow design and knowledge of efficient processes that we have gained from over 120 RFID installations.

Furthermore, we think that there are several reasons why you should consider an RFID System from 3M. These include:

Experience

Flexibility

Commitment

Support


Executive Summary

3M will support you as you grow and your needs evolve – ensuring that you have access to the most innovative solutions

Experience3M has over 30 years of experience in delivering results to thousands of libraries around the world and integrating with all major ILS vendors. 3M is a pioneer in the use of RFID technology for library collection management and actively supports over 120 RFID sites with over 17.5 million RFID tags and 5,000 SelfCheck units installed. Our extensive library automation experience in a variety of settings gives us insights into best practices that ensure successful automation implementation. Some examples of that experience include:

Maricopa County Public Library System, AZ Douglas County Library District, CO Phoenix Public Library, AZ San Miguel County Public Library District, CO Windsor-Severence Library, CO Kent District Library, MI Independence Township, MI North Canton Public Library, OH Farmington Public Library, NM University of Nevada – Las Vegas, NV Arlington Public Library, TX

FlexibilityWe think that you need to select a vendor who will partner with you and provide a flexible solution that best meets your needs. 3M offers that flexibility as demonstrated by:

Technology . 3M has a diverse portfolio of technologies that can meet library needs, so we do not need to force you into a single, “one size fits all” solution. We can provide bar code, EM Security, RFID and bar-code collection management and security or a combination of these.

Partnering . Sometimes providing the best solution for you means we partner with other companies to bring you the “best in class”. An example of this is 3M’s work with FKI Logistics the world leader in sortation solutions. 3M has worked with FKI on several occasions to deliver our library customers the best total solution for their needs.

Commitment3M views is committed to partnering with you in order to ensure your continued success. There are several ways that we are willing to demonstrate this commitment:

Industry Commitment. 3M is committed to supporting the library industry and the safety of library staff and patrons. Our commitment is evidenced by donations of over $1.5 Million to the Library Community in 2005 and our investment in product safety and environmental stewardship. All 3M Library Systems products have met the most stringent global product safety requirement and are Underwriters Laboratories (UL) and European CE mark certified.

Performance Guarantee. We back-up this proposal with our unique


Executive Summary

WDL is making a long-term investment and you should have a partner that commits to supporting this

100% performance guarantee. If we do not meet your performance requirements, 3M will offer to refund your money during the first twelve months of use on all systems protected by a 3M Service Agreement.

SupportThe implementation of a collection management and security solution for your library represents a significant investment. A One-tag solution from 3M includes support to help ensure that the initial implementation of your solution is successful and that your investment provides a return to your customers for years to come. This support includes:

Training. Training is critical to the successful outcome of any library automation project. 3M’s core training is carried out at your site with a system that we configure to meet your requirements.


Systems Overview

We specifically designed the 3MTM One-Tag System to meet the needs of libraries.

3M System Overview

The 3M™ One-Tag RFID System provides the next dramatic step forward in 3M Materials Flow Management. Based on the radio frequency identification (RFID) technology, this solution opens up totally new ways in which a library may enhance self-service, optimize staff efficiency, lower the risk of repetitive motion injuries, reduce material losses, and increase service capacity.

A key component of the 3M™ One-Tag RFID System is the rewritable ISO 18000-3 Mode 1 compliant RFID tag, which features a tiny memory chip. The memory chip contains information that is unique to each item that is marked. The 3M™ One-Tag RFID System equipment can “read” this information and use it to facilitate a number of tasks, such as allowing items to be checked out of or into a library, ensuring that items are shelved correctly, securing the items at library exits, re-shelving items, weeding the collection, and finding lost or missing items. 3M RFID tags are guaranteed for the life of the item on which they are originally affixed. Integrated tag labels can be designed with an optional pre-printed logo.

The 3M™ One-Tag RFID System has been developed specifically for use in libraries rather than simply retrofitting existing RFID technology that has been used for years in other applications and industries. Throughout the research and development of the system, 3M not only analyzed RFID technology itself, but also just as importantly considered all the implications and applications it can and should bring to libraries.

Each component has been developed to meet the specific requirements of libraries all over the world and to work in concert with every other 3M product in the system to provide optimal performance and maximum benefit. Examples include long tag life; specific read ranges based on various library applications, and a tag data format that provides information unique to the items in a library.

Our rewritable,

3M One-Tag RFID System Components

3M RFID Tags

The 3M RFID Tags feature a tiny memory chip that contains unique information about the items they identify. These tags can be efficiently applied to library materials and can then be used to deliver the many benefits that are provided by the other components of the 3M™ One-Tag RFID System. 3M’s D7 or D8 RFID Tag requires no assembly, which expedites the application process and eliminates the possibility of losing tags that were improperly assembled. Tags and cover labels are integrated into a single piece, saving the time needed to apply a separate label.

The 3M RFID tag is ISO 15693-3 and 18000-3 Mode 1 compliant and contains 2,048 bits of memory, providing plenty of room for future applications. Selected portions of the memory can be “locked” to prevent accidental overwrites of critical information. Libraries can protect patron privacy by choosing to store minimal


Systems Overview

durable tags are designed to meet your changing needs

item identification information that can only be “read” in a meaningful way by dedicated library equipment.

3M Library Systems market research revealed that some librarians want to be able to change information contained on individual RFID tags. Thus, 3M developed a tag that is “rewriteable”, allowing for the change or addition of information on existing tags. This means that libraries do not have to replace the 3M RFID tag simply because they’re changing the item’s identification number or altering other data on the tag.

Quality and DurabilityThe 3M RFID tag is flip-chip bonded for high durability. Every 3M RFID tag is inspected for quality at the factory before shipping, to keep librarians from having to pay for, or struggle with, defective tags. All 3M RFID tags are guaranteed for the life of the item to which they are originally affixed.

State of the art technology that improves staff productivity

3M Conversion Station

The 3M Model 811 RFID Conversion Station is designed to facilitate the efficient application of the 3M RFID tags to library materials. The Model 811 is portable and can be used directly in the stacks, saving time and labor in transporting the materials to and from a central processing area. The station allows 3M RFID Tags to be applied to library materials using a simple process:

1. The optical barcode identifying the item is read by the barcode scanner.

2. A 3M Tag is dispensed and placed into the read/write zone by the operator. The item ID, media type, and other library specific information are automatically transferred into the tag memory.

3. The operator applies the tag near the spine of the book inside the back cover.

When switching to another media type, the operator uses the touch-screen interface to select the desired media type.

Market research has told us how critical fast and simple tag conversion is, especially during initial whole scale library conversion to RFID. The Model 811 is simple to use, making it easy to train staff or volunteers quickly. And, this powerful conversion station can be used to convert over 200 items per hour, resulting in an impressively low “applied tag cost.”

The Model 811 also offers the additional advantage of allowing the operator to weed during the conversion process. This saves the library the cost of placing a tag on an item they are planning to remove from their collection.

Performing the simultaneous functions of tagging and weeding is a cost savings to the library as well.


Systems Overview

3M Pad Staff Workstation

The 3M Model 895 Pad Staff Workstation is a multi-functional unit that provides dramatic productivity improvements and easier materials handling for both charge and discharge transactions. The Workstation is dual functional, processing both barcodes and RFID tags in the same circulation transaction, which will allow for gradual migration to RFID. The workstation will process multiple RFID tagged items simultaneously. The low profile (1/2” thick) reader pad can be installed on counter or in counter. The 3M Pad Staff Workstation works with the library’s own circulation desk computer, barcode scanner, and receipt printer. It can also be used as a tag conversion station and contains the full suite of application software to perform this very important, post-conversion function for all new acquisitions and any items not tagged during the initial conversion.

Ensuring your commitment to provide easy access to library patrons

3M SelfCheck System

The3M SelfCheck™ System R-Series emulates the same procedures to process materials that librarians use. When a patron places a library card in the system, a scanner is activated that reads the patron card and then authenticates the patron through the library’s patron database. If he or she is an approved borrower, graphics appear on the rugged 3M TouchSystems touch screen with easy to understand instructions that lead patrons through every step of the process. The system verifies that the item can circulate, checks the item out, changes the security status on the RFID tag, and prints out a date due slip – all in a matter of seconds.

If patrons are not approved borrowers or there is some other problem or information to convey, the screen simply displays the appropriate help message or asks them to go to the front desk.

The 3M SelfCheck™ System is dual functional, processing both barcodes and RFID tags in the same circulation transaction, which will allow for gradual migration to RFID. The 3M SelfCheck™ System will process multiple RFID tagged items simultaneously. Multiple languages are available for use on the system. The 3M SelfCheck™ System offers libraries flexible options: furniture (3M supplied or library’s own), can be deployed for checkout or check-in, can work when ILS system is down, and can process self-service fines and fees payments.

3M Library Assistant (DLA)

There are many valuable collection and shelf management tasks in libraries that are impractical or difficult to perform because of the tremendous labor involved. The Model 3M 803 Digital Library Assistant (DLA) is a lightweight, portable, cordless hand-held device, with an ergonomic design, that uses radio frequency identification technology to simplify some of these difficult tasks.


Systems Overview

Shelf-reading and shelving assistance help you make items more accessible to patrons

Feedback to the user is presented in multiple forms: A touch sensitive screen displays item information by title, call number, author, bar code number, circulation stats, publication date, or whatever information your circulation database can provide the DLA. The DLA also uses an audible tone and lights to alert the user to the status of various items.

The staff no longer has to read spine labels to complete any of the DLA tasks . . . all information can be presented by title, author, etc. And the DLA comes with an adjustable antenna to facilitate reading items on the top shelf, the bottom shelf, and all the shelves in between. This helps minimizes arm, shoulder, neck, and back strain due to bending over, standing on stools, or kneeling on the floor.

Identify Check-in/Checkout Status of Library MaterialsLibrary staff can use the DLA to identify individual items that have not been properly checked in our checked out. This is especially useful for identifying items that trigger the detection system to alarm, so that those items can be properly checked out. It is also useful for identifying items on library counters or carts that have not been properly checked in, before reshelving.

Shelf-ReadingLibrary staff can easily correct shelf order problems using the DLA’s Shelf-Reading function. A staff worker begins by “reading” tags attached to shelved items. When an item is “read” that is not in the correct location, the DLA provides immediate feedback to allow rapid retrieval and relocation of out-of-order items.

Shelving AssistanceRe-shelving items is a labor-intensive function that must be done quickly and accurately to keep items easily available for patrons. The 3M DLA provides a unique combination of visual and audible feedback to locate the exact positions to re-shelve library materials and to relocate items that are out of order.

SearchingThe 3M DLA can be used to look for specific items of interest, such as those reported missing from the library, items patrons claim to have returned, items that have not been discharged properly, etc. When an item of interest is identified, the staff member is notified immediately by both audible and visual cues. The item can then be processed as appropriate. Virtually any list of items that can be obtained from the library’s circulation system can be loaded onto the DLA and used to search the shelves.

Collection of DataThe 3M DLA can be used to record items as being present in inventory, being used internally in the library, or for other purposes using the Collect Data feature. Data collected using the DLA are used to update records on the library’s circulation system. Inventory data, the record of all the items


Systems Overview

“seen” by the DLA, can be collected as a background task to other functions of the DLA, requiring no specific actions by the user.

Pulling ItemsThe 3M DLA can be used to search for a list of items that the library wishes to collect from the stacks for a particular purpose, such as weeding, or to satisfy patron holds, etc. In this feature, the DLA can display the items of interest so the user can quickly navigate to the expected location of the items in the library. The DLA supports record keeping on which items were removed from the shelf and which items were not removed from the shelf. As in the search feature, any list of items that can be obtained from the library’s circulation system can be loaded on to the DLA and used to pull items from the shelves. The pull feature supports display of the list for the user.

Finding ItemsThe 3M DLA can be used to search for an item or items that meet search criteria entered into the DLA by the user via the DLA’s touch screen. This feature is useful for quickly searching for an item that a patron cannot locate, or for finding a recently returned item in the back room, etc.

Combining FunctionsThe power of the DLA system is further increased with the flexibility to combine functions to match the workflow needs of each library. For example, the Searching function may be combined with Shelf-Reading so that items of interest are found at the same time shelves are scanned for books out of order, all while the DLA collects inventory data. The Shelving Assistance function may be combined with Shelf-Reading to help re-shelve those items found to be out of order.

3M Digital Data Manager

This product consists of software that is loaded onto a PC in the library (any PC that can connect to the circulation system database) and a memory card reader/writer that connects to this PC. The software accepts information downloaded from the circulation database and formats that information so it can be written to a memory card. The memory card can then be loaded into a 3M Digital Library Assistant to provide real-time, accurate item information to perform shelf-reading, item searching, weeding, finding lost and missing items, etc. in the stacks of the library. Eliminated are the requirements of paper reports, running back and forth between a circ system terminal and the items in the stacks, and the need to set items aside for someone else to make the weeding decision. Now that decision can be made in real time right in the stacks, thus maximizing staff productivity and improving customer service. Item identifiers collected by the DLA are processed using the Digital Data Manager and the resulting files are uploaded as input to the inventory or other capabilities of the ILS.


Systems Overview

Protecting your investment

3M Detection Systems

The Model 8800 series of 3M RFID detection systems help to secure valuable library materials. 3M Detection Systems are safe for all media types, provide corridor-specific audible and visible alarms that identify offending patrons, and have integrated patron counters. Optional library-programmable video security systems are available for around-the-clock protection. The 3M Model 8800 series of RFID detection systems communicate directly with the security status stored on the 3M RFID tags. The 3M system requires no application server or connection to the library network. And what’s more, the 3M Detection System will work, even if the library ILS system is down.

A fast-return system that aids you as your planned circulation doubles

FKI Logistex Library Materials Handling System

FKI Logistex is a premier provider of self-service returns and sorting systems for libraries worldwide. FKI Logistex library solutions improve service for patrons and simplify work for library staff by automating material handling tasks such as sorting and return to shelf. By automating time-consuming return processes, the library staff members are available to accomplish more patron service-oriented tasks.

FKI Logistex automated systems can benefit any library, regardless of size, number of lendings or number of holdings. They are a cost-effective, ergonomic alternative to traditional, labor-intensive sorting and shelving technologies. FKI Logistex library solutions include the FKI Logistex Library Mate™, Ergo Carts™, the Compact Sorter, mini sorter, conveyor and automated storage and retrieval (AS/RS) equipment.

The latest FKI Logistex concept, the Library Mate, is a complete system for materials handling in libraries. The concept comprises systems for lending/returning library materials, sorting returned library materials, handling reserved library materials and automated storage solutions.

The advantages of the Library Mate system solution are:

The system can handle more than 99% of the circulating material flow

The system capacity fulfils the need in even the biggest libraries

The system is scaleable and can be adapted to libraries of all sizes

The system provides optimum ergonomics for the library staff that are thus released from repetitive strain injury and


Systems Overview

back problems.

Fast return of library materials

The complete system consists of a number of Library Mate self-service machines and a FKI Compact Sorter with from 20 up to several hundred destinations depending on the local needs.The Library Mate design ensures an optimum solution in terms of user-friendliness, functionality and ergonomics. The capacity is 600-900 materials per hour per Library Mate.

Gentle sortation protects the investment that your community has made in library materials

Automatic dischargeWhen patrons return the materials in Library Mate, the materials will automatically be directed to the Compact Sorter which with its capacity of more than 4500 materials per hour discharges the materials into one of the destinations automatically.

Direct communication with Library Management SystemLibrary Mate communicates directly with the ILS. When the patron returns the materials in Library Mate, the bar code or the RFID tag will be scanned and the data then sent to the ILS. Here the lending will be registered as completed and Library Mate prints out a receipt to the patron. Library Mate supports standard protocols to most library systems, such as SIP1, SIP2 or Z39.70.

Gentle and efficient sortationThe FKI Compact Sorter is the ideal solution for sorting different materials like books, videotapes, magazines cassettes, CDs, DVDs or other typical library materials. The unique cross-belt design ensures gentle handling of such delicate and very different materials. At the same time, the FKI Compact Sorter has a high sorting capacity of up to 4500 materials per hour.

Compact and flexibleThe FKI Compact Sorter is very flexible. It is extremely compact with small outer dimensions and requires a minimum footprint. It can be set up and installed within a few square meters and adapted to buildings and spaces with the most complex layouts. Materials can be conveyed at various levels: horizontally, vertically, or over and under. In addition, the flexible configuration can be floor, ceiling or wall mounted.


Why Buy 3M RFID?

Key 3M Company Advantages:

Trust and follow-through – 3M stands behind its brand and reputation, and has the infrastructure to deliver on its promises after the sale is made; this provides peace of mind that, in the long run, 3M installation, training, customer service, and technical service will produce fast, full, and successful RFID implementation.

Product quality/reliability – 3M products really do what we say they will do; products work right the first time; no reengineering, no surprises, no compromises.

Primary manufacturer – 3M manufactures its own systems and manages a reliable, ongoing supply of tags, parts, and components to reduce the risk of unplanned downtime, obsolescence, or downstream incompatibility.

Strong commitment to RFID – 3M is involved in RFID for the supply chain, product safety, pharmaceutical, file tracking, government, and library markets. Having multiple patents, and working with hardware and software in multiple RFID frequencies and protocols, 3M is in a position to bring the best of RFID to libraries.

Proven success in libraries – 3M has over 30 years of experience delivering results to thousands of libraries around the world, integrating with all major ILS vendors, and providing responsive, local service that maximizes uptime. Extensive RFID experience in all kinds of libraries has produced insights into best practices that ensure successful RFID implementation.

Money-back guarantee - unique to the industry; this guarantee demonstrates 3M’s confidence in earning your satisfaction, while reducing your risk; guarantees vendor accountability.

Key 3M RFID Product Advantages –

Conversion Station - fastest, easiest, portable conversion stations makes initial conversion quick and painless, and produces low “applied tag cost;” makes speedy RFID implementation possible; typically used to convert 200-400+ items per hour

RFID Tag – the solid “foundation” the rest of the system is built upon; durable Texas Instruments flip-chip inlay construction; tag comes fully assembled with label, saving time and reducing mistakes in the application process; quality inspection done at 3M factory, so libraries don’t have to apply bad tags; ISO 15693 and ISO 18000 compliant; chip on tag is low profile

SelfCheck System – high usability, 30+ languages to choose from, works with barcodes and/or RFID tags in same transaction, “store and forward” feature captures transactions when ILS system is down; can be used in check-in mode; flexible furniture options, including ability to build into library’s own furniture

Handheld Digital Library Assistant – lightweight, cordless ergonomic design; superior multi-tasker can do shelf-reading, searching (for items on up to 30 different lists), inventory - all at the same time; high accuracy rate reduces need for multiple “passes” to read shelf; can identify titles of items that were not properly checked out or in; can store up to 1 million items

Pad Staff Workstation – slim half inch profile fits in anywhere; software resides in small window, permitting continued view of ILS vendor messages

SmartCheck and SmartSorter – provides hands-free checkin and sorting; can process RFID and/or barcodes; can desensitize 3M TattleTape strips.


Why Buy 3M RFID?

General – o 3M system minimizes need for extra network or computer resources (requires no application

server architecture)o 3M security is instantly and reliably turned on/off at check-in/out – no “latency” periodo 3M system complies with ADA, FCC, UL and other safety and regulatory requirementso 3M system still functions when ILS vendor system or library network are downo 3M system supports true simultaneous barcode/RFID tag processing at check-in/out, making

RFID migration easy, and enabling immediate use of SelfCheck System and Staff Workstation, even before tagging is completed

o 3M system provides proven scalability to multi-branch libraries and consortia


Additional Comments

1. As an indication of the confidence 3M has in the performance and results of the 3M™ One-Tag RFID System, we will offer a money-back performance guarantee for the equipment as follows:

Performance Guarantee

For any new system purchased with an extended 12-month warranty or a service agreement, if during the first year after the date of installation you are unhappy with the performance of the product, we will remove it at no cost to you. After removal, we will reimburse you for 100% of the purchase price of the product.

2. The system should be designed and built with the operators’ and patrons’ safety in mind. The system’s components must be long lasting and not require frequent service. Therefore, all system components should be UL (Underwriters Laboratories) listed and FCC approved. 3M systems are UL listed and FCC approved. Equipment complying with UL standards and receiving approval will incorporate a visible UL label. A UL label is displayed on all 3M systems.

The system should be designed and built to support the protection of library patrons’ privacy. In order to respect the privacy rights of library customers, and to support librarians’ efforts to protect that privacy, 3M’s RFID Tags are typically used, by libraries, only to capture item identification number. The 3M RFID tag for libraries is a component of a “closed” RFID application over which the library has full control. The 3M RFID tag poses no inherent risk to library customers’ privacy rights.

3. REFERENCE: Project Goals – Achieve a 98% Accuracy Rate

While electromagnetic (EM) and conventional radio-frequency (RF) detection system technologies inherently include some propensity for false alarms, RFID technologies do not. EM and RF technologies constantly estimate the probability that the signals they receive form the environment represent a response from an active security marker, while RFID technology must receive a digital information stream from an active RFID tag to generate an alarm. The changes of an object in the environment or on a person’s body generating such an information stream are very, very small. In fact, in several years of installing RFID-based detection systems in libraries, 3M has not received any reports of false alarms.


Additional Comments

4. REFERENCE: Support Information – Product Failure Rates

3M RFID tags are guaranteed for the life of the item to which they are originally affixed. These tags are 100% tested in our factory in Columbia, Missouri. The test process maintains a count of any bad tags found, so that each roll purchased contains 1000 good tags, plus a few extras, in addition to any defective tags found. The tags are based on an inlay from Texas Instruments which utilizes a very durable z-axis adhesive bond between the chip and the antenna, resulting in a very reliable finished tag. The adhesives are papers chosen by 3M to complete the tag construction were selected to avoid damage to library materials and to avoid corrosion of the inlay itself. Laboratory accelerated aging tests have demonstrated this construction to have an expected lifetime significantly greater than the expected lifetime of items in a circulating library environment. Because of this durability, in approximately six years of installation of RFID tags in libraries, 3M customers have experienced negligible failure levels.

5. All major elements of the 3M Systems are manufactured and warehoused in the USA.

6. A 12-month service agreement for equipment, covering parts and labor, is available after the expiration of the initial warranty period. Our account representative, Mr. John McCarthy, can provide additional details, if desired.

7. All installation charges for work to be handled by the 3M Company is included in the line amount as indicated; however, any site preparation and electrical wiring changes that may be required as indicated in the specifications are to be provided by the library. The library is also to supply any additional traffic control hardware (rails, posts, etc.) if it is required.

8. The various features and components of our 3M Systems are shown and described in the attached information. Additional information and answers to any questions can be supplied, if requested, by our account representative, Mr. McCarthy.


References

3M has over five years of experience implementing RFID in over 120 libraries worldwide with its two RFID solutions. We have included references for both of our RFID solutions, 3M One-Tag RFID System and 3M Tattle-Tape System with RFID which relies on Tattle-Tape Security Strips to provide item security and RFID tags to enhance circulation productivity and shelf management.

The 3M One-Tag RFID System is fully or partially installed at the following libraries: Independence Township Library (MI), Phoenix Public Library (AZ), Orange County Library (FL), El Progreso Public Library (TX), North Canton Public Library (OH), Lamar Public Library (CO), Wilkinson Public Library (CO), Chattahoochee Valley Public Library (GA), Oklahoma State University Library (OK), London Borough of Sutton Library (UK), Ecole Polytechnique (France), and the Academie des Sciences (France).

SystemUsed

Library Name and Address Contact Name and Telephone Number

Library’s ILS

3M One-Tag RFID System

Independence Township Library, MI248-625-2212

Dynix

North Canton Public Library, OH Karen Sonderman330-499-4712 x15

Polaris

3M Tattle-Tape System with RFID

Maricopa County Library, AZ Vicki Terbovich602-506-2957

Polaris

Chandler Public Library, AZ Dan Lee480-782-2813

Unicorn

Mary Riley Stiles Public Library, VA Mary McMahon703-248-5030

GEAC

Farmington Public Library, NM Karen McPheeters505-599-1270

Sirsi

Additional References

Douglas County Libraries San Miguel County Public Library District100 S. Wilcox Street (Wilkinson Public Library)Castle Rock, CO 80104 100 W. Pacific AvenueContact: Robert Pasicznyuk Telluride, CO 81435Manager of Information Systems Contact: Barb Brattin, DirectorPhone: 303-688-7617 office Phone: 970-728-4519Phone: 720-272-6467 cell Email: [email protected] Email: [email protected] ILS: Innovative InterfacesILS: SirsiDynix Horizon

Phoenix Public LibraryWindsor-Severence Library 1221 North Central Avenue720 Third Street Phoenix, AZ 85004Windsor, CO 80550 Contact: Ross McLachlanContact: Carol Engle, Director Library Services AdministratorPhone 970-686-5603 Phone: 602-262-7036ILS: TLC Email: [email protected]

ILS: CARL





Vendor Profile

Company Name: 3M Company

Division Name: Security Systems DivisionLibrary Systems

History

Introduction - 3M is a diversified technology company, manufacturing and marketing more than 50,000 products and services for health care, safety, electronics, telecommunications, industrial, consumer and office, and other markets . . . an organization with over 67,000 dedicated men and women serving customers worldwide . . . a recognized leader in innovative management, corporate responsibility, diversified services and products and respect for optimum standards of product performance and service . . . founded in 1902, incorporated in Delaware June 25, 1929 . . . the company has operations in 60 countries - including manufacturing facilities in 42 nations and laboratories in 22 . . . among 3M products are some of the most familiar brand names in the world including Scotch Tape, Post-it Notes and 3M brand adhesives.

Operating Units

The essence of 3M is the market center and individual operating units. Managed largely as an independent business, it is the operating unit and market center that innovates, manufactures and markets the products and services using cross-functional teams that define 3M. Operating units work with customers in a continuous search for solutions. And they drive the business on a global basis, working in cooperation with 3M operations throughout the world.

Location and Background

3M General Offices3M CenterSt. Paul, MN 55144-1000

TIN: 41-0417775D and B Number: 00-617-3082SIC Code: 2641D and B Credit Rating: 5A1

Library Systems

3M Security Systems Division, 3M Library Systems

Our pledge: We are a worldwide team of professional women and men committed to providing innovative products and services that exceed customer expectations. By constantly consulting our customers and our competitors’ customers, we seek to be the business partner that inspires confidence and trust through market-directed research and product development.


Vendor Profile

Global leader in Materials Flow Management solutions (MFM) with systems in over 40 countries. Our MFM product line includes: security, collection management based on RFID technology and shared public resource management.

Provide materials flow management RFID solutions in more than 110 libraries worldwide.

Library materials in excess of 4 billion items protected by Tattle-Tape Security Strips and over 18 million RFID tags.

While other manufacturers have been in and out of the library market over the years, 3M has provided over thirty years of continuous service to the library community.

All strips, tags and equipment are manufactured in the United States under strict quality control only for 3M customers.

All 3M Library Systems equipment is covered by a one-year unconditional satisfaction guarantee with the purchase of an annual service agreement/subscription. This money-back guarantee is unique to the industry.


Pricing InformationINITIAL MATERIALS NEEDS ESTIMATES

Tags 3M D73M CD8

Pads 3M Model 895 Pad Staff Workstation

Conversion Station

3M Model 811 Conversion Station

Unit Price Total Unit Price Total Unit Price TotalBRANCHES –Required implementation

285,000 Book15,000 CD/DVD

$ 0.50$ 1.48

$142,500.00$ 22,200.00

1 – 3 (lease, buy? Depends on schedule)

$1,505.00 each(6 month rental)

Farr See branch 5 $3,065.00 $15,325.00Centennial Park

See branch 4 $3,065.00 $12,260.00

Lincoln Park See branch 4 $3,065.00 $12,260.00Carbon Valley (new – opens Dec 2007)

See branch 5 $3,065.00 $15,325.00

Erie (new – opens Dec 2007)

See branch 4 $3,065.00 $12,260.00

Bookmobile See branch 2 $3,065.00 $ 6,130.00Branch Subtotal

24 1 – 3

MEMBERS –Assessing implementation

198,000 Book2,000 CD/DVD

$ 0.50$ 1.48

$99,000.00$ 2,960.00

1 – 6 $1,505.00 each(6 month rental)

Johnstown See member # 2 $3,065.00 $6,130.00Ault See member # 1 $3,065.00 $3,065.00Hudson See member # 1 $3,065.00 $3,065.00Ft. Lupton See member # 2 $3,065.00 $6,130.00Platteville See member # 1 $3,065.00 $3,065.00Eaton See member # 2 $3,065.00 $6,130.00Member Subtotal

9 1 – 6

District Total 500,000 33 2 - 9



Self check 3M SelfCheck R-Series

Mobile Readers

3M Model 803 Digital Library Assistant

Security Gates

3M Model 8802 Detection System

Unit Price Total Unit Price Total Unit Price TotalBRANCHES –Required implementationFarr 4 $14,267.00 $57,068.00 2 $6,029.00 $12,058.00 Double $12,488.00 $12,488.00Centennial Park

2 $14,267.00 $28,534.00 2 $6,029.00 $12,058.00 Double $12,488.00 $12,488.00

Lincoln Park 2 $14,267.00 $28, 534.00 2 $6,029.00 $12,058.00 Double $12,488.00 $12,488.00Carbon Valley (new – opens Dec 2007)

4 $14,267.00 $57,068.00 2 $6,029.00 $12,058.00 Double $12,488.00 $12,488.00


3 $14,267.00 $42,801.00 2 $6,029.00 $12,058.00 Double $12,488.00 $12,488.00

BookmobileBranch Subtotal

15 10 5 Double

MEMBERS –Assessing implementationJohnstown 1 $14,267.00 $14,267.00 1 $6,029.00 $6,029.00 Single $10,129.00 $10,129.00Ault 1 $14,267.00 $14,267.00 1 $6,029.00 $6,029.00 Single $10,129.00 $10,129.00Hudson 1 $14,267.00 $14,267.00 1 $6,029.00 $6,029.00 Single $10,129.00 $10,129.00Ft. Lupton 1 $14,267.00 $14,267.00 1 $6,029.00 $6,029.00 Single $10,129.00 $10,129.00Platteville 1 $14,267.00 $14,267.00 1 $6,029.00 $6,029.00 Single $10,129.00 $10,129.00Eaton 1 $14,267.00 $14,267.00 1 $6,029.00 $6,029.00 Single $10,129.00 $10,129.00Member Subtotal

6 6 6 Single

District Total 21 16 11



Digital Data Manger

3M Model 747 Digital Data ManagerUnit Price Total

BRANCHES –Required implementationFarr 1 $1,287.00 $1,287.00Centennial Park

1 $1,287.00 $1,287.00

Lincoln Park 1 $1,287.00 $1,287.00Carbon Valley (new – opens Dec 2007)

1 $1,287.00 $1,287.00


1 $1,287.00 $1,287.00

BookmobileBranch Subtotal

5

MEMBERS –Assessing implementationJohnstown 1 $1,287.00 $1,287.00Ault 1 $1,287.00 $1,287.00Hudson 1 $1,287.00 $1,287.00Ft. Lupton 1 $1,287.00 $1,287.00Platteville 1 $1,287.00 $1,287.00Eaton 1 $1,287.00 $1,287.00Member Subtotal

6

District Total 11



Book Drop 3M SelfCheck C-Series

Sorter FKI Compact Sorter

Unit Price Total Unit Price TotalBRANCHES –Required implementationFarr 2 $9,100.00 $18,200.00Centennial Park 2 $9,100.00 $18,200.00Lincoln Park 1 $9,100.00 $ 9,100.00Carbon Valley (new – opens Dec 2007)

2 $9,100.00 $18,200.00 1 $138,176.00 $138,176.00


2 $9,100.00 $18,200.00 1 $138,176.00 $138,176.00

BookmobileBranch Subtotal 9 2

MEMBERS –Assessing implementationJohnstown 1 $9,100.00 $ 9,100.00Ault 1 $9,100.00 $ 9,100.00Hudson 1 $9,100.00 $ 9,100.00Ft. Lupton 1 $9,100.00 $ 9,100.00Platteville 1 $9,100.00 $ 9,100.00Eaton 1 $9,100.00 $ 9,100.00Member Subtotal 6

District Total 15 2


Pricing Information

This section includes information regarding equipment, supplies and service being offered by 3M Company. A breakdown of the 3M equipment and prices being offered is as follows:

1. RFID Tags

1.1 3M Model D7 and CD8 Tags

The 3M RFID Tags feature a tiny memory chip that contains unique information about the items they identify. These tags can be efficiently applied to library materials and can then be used to deliver the many benefits that are provided by the other components of the 3M™ One-Tag RFID System.

Rewriteability3M Library Systems market research revealed that some librarians want to be able to change information contained on individual RFID tags. Thus, 3M developed a tag that is “rewriteable”, allowing for the change or addition of information on existing tags. This means that libraries do not have to replace the 3M RFID tag simply because they’re changing the item’s identification number or altering other data on the tag.

Quantity Item Description Net Unit Price

1 rollor more

3M RFID Tag, No. D7; 1,000/roll – plain white $500.00 roll

1 rollor more

3M RFID Tag, No. D7; 1,000/roll – custom printed(minimum order of 10,000 tags)

$520.00 roll

1 rollor more

3M RFID Tag, No. CD8; 1,000/roll – plain white for use with CDs and DVDs

$1,480.00 roll

1 rollor more

3M RFID Tag, No. CD8; 1,000/roll – custom printed for use with CDs and DVDs(minimum order of 10,000 tags)

$1,500.00 roll

1 each Custom label processing fee(Fee waived for initial orders of 50,000 tags or more)

$500.00

Plus any applicable state or local taxes

2. Conversion Station

2.1 3M Model 811 Conversion Station

The 3M Model 811 RFID Conversion Station is designed to facilitate the efficient application of the 3M RFID tag to library materials. The Model 811 is portable and can be used directly in the stacks, saving time and labor in transporting the materials to and from a central processing area. The station allows 3M RFID Tags to be applied to library materials using a simple process:

1. The optical barcode identifying the item is read by the barcode scanner.2. A 3M Tag is dispensed and placed into the read/write zone by the operator. The item ID, media type,

and other library specific information are automatically transferred into the memory of the tag.3. The operator applies the tag near the spine of the book inside the back cover.


Pricing InformationWhen switching to another media type, the operator uses the touch-screen interface to select the desired media type.

2.1.1 Purchase


1 eachor more

3M Model 811 Conversion Station including installation, 90-day warranty, 12-month service agreement, shipping and handling, and staff training

$13,174.00 each


2.1.2 Rental


1 eachor more

3M Model 811 Conversion Station Rental

1 Month6 Months12 Months

$ 440.00 each$1,505.00 each$2,750.00 each

1 eachor more

Shipping and Handling for each unit (one-time charge)

$ 550.00 each


3. 3M Model 895 Pad Staff Workstation

The Model 3M 895 Pad Staff Workstation is a multi-functional unit that provides dramatic productivity improvements and easier materials handling for both charge and discharge transactions. The Workstation is dual functional, processing both barcodes and RFID tags in the same circulation transaction, which will allow for gradual migration to RFID. The workstation will process multiple RFID tagged items simultaneously. It can also be used as a tag conversion station and contains the full suite of application software to perform this very important, post-conversion, function for all new acquisitions and any items not tagged during the initial conversion. The low profile (1/2” thick) reader pad can be installed on counter or in counter. The 3M Pad Staff Workstation works with the library’s own circulation desk computer, barcode scanner, and receipt printer.


1 eachor more

3M Model 895 Pad Staff Workstation including installation, 90-day warranty, 12-month service agreement, shipping and handling and staff training

$3,065.00 each



Pricing Information4. 3M SelfCheck System R-Series

The3M RFID SelfCheck™ System R-Series emulates the same procedures to process materials that librarians use. When a patron places a library card in the system, a scanner is activated that reads the patron card and then authenticates the patron through the library’s patron database. If he or she is an approved borrower, graphics appear on the rugged 3M TouchSystems touch screen with easy to understand instructions that lead patrons through every step of the process. The system verifies that the item can circulate, checks the item out, changes the security status on the RFID tag, and prints out a date due slip – all in a matter of seconds.


1 eachor more

3M SelfCheck System R-Series including printer, two languages, fines and fees, shipping and handling, installation, 90-day warranty, lifetime software license, TCP/IP card and license, 12-month service agreement and staff training

$14,267.00 each


SelfCheck Notes1. The above price does not include any library automation vendor fees, as this is not part of the 3M

package. Software interface and interface maintenance is to be provided by the library automation vendor. They will advise their fees on a separate basis.

2. Furniture/cabinetry is available in a variety of colors to match any library décor. Please contact our area representative for details on color options.

3. Price assumes firewall access during service calls.

4.1 Optional 3M Supplied Kiosk

The 3M SelfCheck System R-Series is designed to be situated on an appropriate work surface. The library has the option of providing a suitable work surface based on recommendations to be provided by 3M or they can purchase furniture/cabinetry directly from 3M at the prices indicated below. Additional information and details can be provided by our area representative, if desired.


1 eachor more

Optional 3M supplied kiosk with laminate top $1,663.00 each

1 eachor more

Optional 3M supplied kiosk with solid surface top $2,730.00 each



Pricing Information4.2 Optional Software


1 eachor more

Optional Store & Forward Software $1,275.00 each

1 eachor more

Optional Patron Selectable Check in/out Software $3,400.00 each

1 eachor more

Additional Languages (up to 4 languages per SelfCheck unit) $ 650.00 each


5. 3M Model 803 Digital Library Assistant (DLA)

There are many valuable collection and shelf management tasks in libraries that are impractical or difficult to perform because of the tremendous labor involved. The Model 3M 803 Digital Library Assistant (DLA) is a lightweight, portable, cordless hand-held device, with an ergonomic design, that uses radio frequency identification technology to simplify some of these difficult tasks.

Feedback to the user is presented in multiple forms: A touch sensitive screen displays item information by title, call number, author, bar code number, circulation stats, publication date, or whatever information your circulation database can provide the DLA. The DLA also uses an audible tone and lights to alert the user to the status of various items.

The staff no longer has to read spine labels to complete any of the DLA tasks . . . all information can be presented by title, author, etc. And the DLA comes with an adjustable antenna to facilitate reading items on the top shelf, the bottom shelf, and all the shelves in between. This minimizes arm, shoulder, neck, and back strain due to bending over, standing on stools, or kneeling on the floor.


1 eachor more

3M Model 803 Digital Library Assistant (DLA) including 90-day warranty, 12-month service agreement shipping and handling, and staff training

$6,029.00 each


NOTE: 803 DLA includes: 1-DLA hand-held unit, 1-suite of application software, 2-32 MB memory cards, 2 batteries and 1-battery charger.

5.1 Digital Data Manager

This product consists of software that is loaded onto a PC in the library (any PC that can connect to the circulation system database) and a memory card reader/writer that connects to this PC. The software facilitates the downloading of item information from the circulation database and formats that information so it can be written to a memory card. The card can then be loaded into a 3M Digital Library Assistant to provide real-time accurate item information to perform shelf-reading, item searching, weeding, finding lost and missing items, etc., in the stacks of the library. All this can be accomplished without having to download information to the database, print out a report, and then return to the stacks a second time to search for the items once again.


Pricing InformationQuantity Item Description Net Unit Price

1 eachor more

Digital Data Manager including 90-day warranty, 12-month service agreement, shipping and handling and staff training

$1,287.00 each


6. Detection Equipment

6.1 3M brand 8800 Series Detection System


1 eachor more

3M brand Model 8801 Detection System (single 36” aisle, direct/floor mounted) including installation, 90-day warranty, 12-month service agreement shipping and handling and staff training

$10,129.00 each

1 eachor more

3M brand Model 8802 Detection System (dual 36” aisles, direct/floor mounted) including installation, 90-day warranty, 12-month service agreement, shipping and handling and staff training

$12,488.00 each

1 eachor more

3M brand Model 8803 Detection System (triple 36” aisles, direct/floor mounted) including installation, 90-day warranty, 12-month service agreement, shipping and handling and staff training

$15,413.00 each


6.2 Optional /Alternate Detection System Mounting


1 eachor more

Optional Base Plate Mounting (single corridor system) $656.00 each

1 eachor more

Optional Base Plate Mounting (dual corridor system) $855.00 each

1 eachor more

Optional Buried Cable Mounting (all system configurations i.e. single, dual, triple corridors)

$840.00 each



Pricing Information7. Optional Extended Service

An optional service agreement, which would be in effect after the expiration of the initial 12-month warranty period, is available as follows:

Quantity Item Description Estimated Price

1 eachor more

12-Month Service Agreement for each 3M Model 811 Conversion Station – Purchased Unit Only Year 2 – after installation $1,066.00 each*

1 eachor more

12-Month Service Agreement for each 3M Model 895 Pad Staff Workstation Year 2 – after installation $ 324.00 each*

1 eachor more

12-Month Service Agreement for each 3M SelfCheck System R-Series** Year 2 – after installation $1,895.00 each*

1 each or more

12-Month Service Agreement for each 3M Model 803 Digital Library Assistant (DLA) Year 2 – after installation $ 785.00 each*

1 eachor more

12-Month Service Agreement for each 3M Digital Data Manager Year 2 – after installation $ 197.00 each*

1 eachor more

12-Month Service Agreement for each 3M Model 8801 Detection System Year 2 – after installation $ 920.00 each*

1 eachor more

12-Month Service Agreement for each 3M Model 8802 Detection System Year 2 – after installation $1,255.00 each*

1 eachor more

12-Month Service Agreement for each 3M Model 8803 Detection System Year 2 – after installation $1,590.00 each*

*These amounts are approximate and actual billing will be based on scheduled charges in effect at the time of service agreement renewal. We will guarantee that any price increases will not exceed the amount indicated above (a total of 5% per annum) and if charges are lower than shown you will only be billed for the lower rates.

**Price assumes firewall access during service calls.


3M Training Program

Basic Operator Training1. Basic Operator Training is provided as part of a library’s 3M RFID equipment installation.

On-site training session is included as part of the original equipment installation. (To cover conversion station and tag application, staff workstation, SelfCheck System, and/or detection system).Operator training is included in the cost of the equipment.

2. The installing technician conducts product training at the time the equipment is installed.Free basic operator training is provided only at the time the equipment is installationThe installing technician will use a scripted PowerPoint presentation for the training, which will be left behind for the library to use.The library will be asked to sign off that training was completed.The library can request additional training sessions on a charge basis that are tailored to meet their needs and schedule.

3. Handheld Digital Library Assistant and Digital Data Manager TrainingOne free on-site training session is included as part of the original equipment installation.A 3M trainer (Technical Sales Support Specialist) conducts on-site training for the Digital Library Assistant ad Digital Data Manager when they are installed.Timing for the Digital Library Assistant (DLA) and Digital Data Manager (DDM) Training is usually when:

The library is ready to begin using the DLA. The DDM data formatting requirements must be completed (resolved) by the library before

successful/meaningful training can be accomplished. After the library has significant number of items tagged and is ready to begin actively using

the DLA. Training is premature otherwise. Typically DLA/DDM training does not occur at the time other RFID equipment is installed.

4. DLA/DDM Training SessionsUp to 2 days on-site training (including as part of the purchase price).Up to 4 people per session (includes “Champion”).Day ONE

The 3M trainer conducts up to two training and practice sessions during the first day.Day TWO

3M Trainer observes and coaches the library trainer or Champion for up to one half day while the library trainer conducts training for the library personnel.Time permitting, or by special request, the 3M trainer may assist with planning/conducting “patron training” on the SelfCheck System.

Additional On-Site Training (Optional)Optional on-site training provides additional in-depth training or retraining for new staff members, administrators and volunteers, on a charge basis.

WHATIn-depth training can be scheduled to meet the library’s changing needs and staff availability. Training may be planned to help deal with expansions, changes in library operation or organization.


3M Training ProgramThe library has the flexibility to schedule one day or multiple day training sessions that are tailored to their needs.

Library can include all staff members who require the training. We recommend up to four people per session.

Training is designed for a “Train the Trainer” environment.Timing is flexible for the “Train the Trainer” sessions.Mutually agreed to schedule (between Library and 3M).Predetermined cost for per day training (see below).Training will be more detailed and more individualized than can be provided at the time of installation

WHENAdditional Training or Retaining SessionsAdditional training & retraining sessions can be requested on a charge basis.Library can request additional training on specific equipment, as needed, to meet the changing needs of the library.

WHO DO WE TRAIN? “Champion”, or the key support/contact person for the libraryStaff and/or Administrator personnel “Ambassadors”, those who provide training to additional library branches, staff or volunteers as needs change.

AMBASSADOR TRAININGDevelop “Ambassador” concept within the library. “Ambassadors” are volunteers or library staff who learn about 3M RFID equipment and train others on the use of this equipment. “Ambassadors” trained by 3M trainer “Ambassadors” travel from branch to branch training the library staff and/or customers.

WHO DOES THE ON-SITE TRAINING?3M TRAINERA 3M trainer (Technical Sales Support Specialist) conducts on-site training for the products designated by the library.Specify training on which productsSpecify number of session per daySpecify number of participants per session

COSTLibrary can arrange training, as needed, on specific 3M One-Tag RFID System equipment:1 day minimumCost Structure (options)

1 day minimum $1500 for first daySubsequent days of training for the same trip $1000/day

Specify training on which productsSpecify number of sessions per daySpecify number of participants per session


Implementation Plan

3M will assist Weld Library District in all stages of the RFID implementation including finalizing the design and developing an overall RFID Implementation Plan. The first order of business would be to form an implementation team with members from 3M, Weld Library District, and other key members such as architect or contractor and create the overall RFID Implementation plan.

The purpose of the RFID Implementation Plan is to gather all information necessary to control the project. It is the top-level plan generated and used by the project managers to direct the implementation effort. It is meant to be a living document that is initially created by the project team to outline the overall project objectives and schedule requirements, and then used to control and report on milestones, tasks, and issues during implementation. For example, as part of the plan, there would be an overall approach with the following initial assumptions:

If Weld Library wishes to implement RFID at the branch locations first, the implementation team would prioritize each site, and create a schedule for each of the locations including Farr, Centennial Park, Lincoln Park, Carbon Valley (new), Erie (new).

To estimate the time involved to convert 300,000 items the following guideline could be used:Using 3 conversion stations, at an average rate of 200/hour each, on average 8000 items could be converted per 40 hour week per machine. If 3 conversion stations are fully utilized, about 24,000 items can be converted per week total. A conservative estimate would be to allow one month per branch and convert each branch in order of preference to be determined by the implementation team. All 4 existing branches (300,000 items) could easily be converted in 4-5 months, and the new branch would be converted whenever items are available so RFID is fully implemented for opening.

The member libraries would then be converted, and since the number of items per location is less, 2 sites could be converted per month if the 3 conversion stations are fully utilized. Overall the 6 member sites (200,000 items) could easily be converted in 3-4 months.

3M Pad Staff workstations could also be utilized to convert items, since they are not mobile and do not have an automated tag dispenser the conversion rate would be somewhat less than a conversion station.

Attached is an implementation plan template that would be used as a starting point by the implementation team.


Implementation Plan

3M

Weld Library District

Version <1.0>


Implementation Plan Version: <1.0>

Date: <dd/mmm/yy><document identifier>

Revision HistoryDate Version Description Author

<dd/mmm/yy> 1.0 Initial Document created




Table of Contents1. Introduction 41

1.1 Purpose 41

1.2 Scope 41

1.3 Definitions, Acronyms, and Abbreviations 41

1.4 References 42

2. Project Overview 42

2.1 Project Purpose, Scope, and Objectives 42

2.2 Project Deliverables 42

3. Project Organization 42

3.1 External Interfaces 42

3.2 Roles and Responsibilities 43

4. Management Process 44

4.1 Project Plan 44

4.2 Project Monitoring and Control 45

5. Planning Schedules 46

5.1 Implementation Schedule 46

5.2 Equipment Schedule 48

5.3 Training Schedule 49

6. Appendix 50

6.1 Appendix A (Project Issues Log) 50

6.2 Appendix B (RFID Conversion worksheet log) 50

6.3 Appendix C (RFID tag placement) 50

6.4 Appendix D 50




Introduction

PurposeThe purpose of the RFID Implementation Plan is to gather all information necessary to control the project. It is the top-level plan generated and used by managers to direct the implementation effort. It is meant to be a living document that is initially created by the project team to outline the overall project objectives and schedule requirements, and then used to control and report on milestones, tasks, and issues during implementation.

The following people use the RFID Implementation Plan:

The project manager uses it to plan the project schedule and resource needs, and to track progress against the schedule.

Project team members use it to understand what they need to do, when they need to do it, and what other activities they are dependent upon.

ScopeThis document describes an Implementation plan for Weld Library District for the installation of an RFID system, to include an overall conversion plan, and installation and training on the following:

3M Conversion System

3M Pad Staff Workstations

3M SelfCheck ‘R’ Series and ‘C’ Series book drops

3M Digital Library Assistant and 3M Digital Data Manager

3M Detection System

Sortation equipment

Definitions, Acronyms, and Abbreviations<See the Project Glossary.>




ReferencesFor the RFID Implementation Plan, the list of referenced artifacts includes:

Project Implementation Schedule (see section 5.1)

Equipment Schedule (see section 5.2)

Training Schedule (see section 5.3)

Project Issues Log (see appendix)

RFID Conversion worksheet log (see appendix)

RFID tag placement guidelines (see appendix)

Project OverviewProject Purpose, Scope, and ObjectivesThe purpose of this project is to install a complete RFID system district wide to improve staff efficiency, provide security, and enable staff to periodically perform inventory functions.

The overall project goals are:

Enable an efficient inventory process

90% of checkouts will be via self service by 2nd year of implementation

Realize a reduction in material theft/loss

Achieve a 98% accuracy rate of security gate alarms (minimize/eliminate false alarms)

Maintain a current technical solution set to assist in library operations

With two new facilities being opened late in 2007 it is desired to have RFID implemented district wide before this time to minimize the transition period.

Project DeliverablesDeliverables as specified in section 4.2.4 Project Schedule (link to Project Schedule).

Project OrganizationExternal Interfaces

Architect

<insert architect info here>

Contractor

<insert contractor info here>




Roles and Responsibilities The project team members and other important contact names will be identified and listed below.

IMPLEMENTATION PROJECT TEAM

Person Title Implementation Process Role

Organization Phone E-mail

Library Director Project Stakeholder WLD

Project coordinator WLD

Technical Sales Support

3M Project Coordinator

3M

Sales Consultant 3M Sales 3M

OTHER CONTACTSPerson Title Role Organization Phone E-mail

Government and IndustryRelations Manager

Project review and audit

3M

Regional Sales Manager

Project review and audit

3M

Customer Service

3M

Technical Service

3M




Management Process

Project PlanThe project plan is outlined in the implementation schedule, which will be used to drive the overall project.

The time estimates for each phase are typical estimates and must be reviewed and adjusted during the Sales Support Cycle and Planning steps.

The project is divided into the following 3 phases:

Pre-Implementation Phase

May 06

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Jan 07

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec 07

Contract awarded (project starts)

X

Sales Support Cycle X X

Planning X X X X

Delivery, Install, training on conversion equipment

X X

Conversion Phase

Convert Farr X

Centennial Park X

Lincoln Park X

Carbon Valley X

Erie X

Convert member sites X X X X X

Install and Implement RFID Phase

Install and train on all RFID equipment in existing Branches

X X X X X X

Install and train on all RFID equipment in new branches

X X

Install and train on all RFID equipment in Member sites

X X X X X X X




New Branch Grand opening

X

Project Monitoring and Control

Schedule Control

The project manager maintains a schedule showing the expected date of each milestone, and actual completion dates as they occur. Schedule will be reviewed on a weekly basis and distributed to team members. Changes or foreseeable delays in the schedule will be escalated to the project sponsors, who will then decide on action plan to preserve target completion dates.

Quality Control

Issues will be recorded and tracked in the Issues Log by the project manager. All issues related to the project should be brought to the attention of the project manager.(see Reporting and Measurement below).

All deliverables are required to go through the appropriate review process. The review is required to ensure that each deliverable is of acceptable quality, using guidelines described in the review guidelines and checklists.

Reporting and Measurement

-During the conversion process, summary reports will be generated showing progress and estimated completion dates on a weekly basis.

-Milestones reached

-Milestones missed or delayed and why

-Total issues open and closed .

Problem Resolution

On a weekly basis, all new and pending issues will be reviewed to determine action required.

All Medium and High level pending issues will be reported to project sponsors.

Project Closeout

After all deliverables are complete, a review meeting will be scheduled to document the overall process, major issues. What when right/wrong. What could be improved,..etc.




Planning SchedulesImplementation ScheduleProposed completion dates will be filled in by Implementation team during initial planning sessions. For a large multi branch library system such as Weld Library District a more sophisticated project planning tool such as Microsoft Project will be used.

Pre-Implementation Phase Proposed completion

Actual Completion

Sales Support CycleContract awardedAssign IP team and overall team leader (team members: Library Administrator, Library Coordinator, 3M sales rep, 3M Project Coordinator)Supply contractor packages and site prep documents to library and contractors. (3M sales rep or 3M project coordinator)Review project objectives and scope and modify Implementation plan as required (IP team)Review software licensing requirements with library ILS (IP team)Review physical layout of library, equipment placement, utilities, network, etc.. (IP team)Review purchase order for accuracy and completeness (IP team)Submit Purchase Order for tags and equipment,… Conversion systems, Pad Staff Workstations, SelfCheck systems, Security Gates, Digital Library Assistant, Digital Data Manager etc,... (Library purchasing)Generate equipment delivery and installation schedule (IP Team)

PlanningReview delivery and installation schedule for all equipment and adjust as necessary (IP team)Assign conversion coordinator (Library coordinator)Supply Data Manager file spec requirements to Library coordinator or IT. Create sample shelf order lists, search lists, weed lists to test extracts and Data Manager setup. (Library coordinator, 3M Project coordinator, Library IT)Determine weeding criteria and create weed list for conversion systems (Library coordinator, Conversion coordinator, 3M Project coordinator)




Develop tagging strategy for existing items, new acquisitions, and checkin items to include schedule, sequence, manpower, tagging instructions, statistics, etc. (IP Team)Develop plans for managing ‘change’ with staff (IP Team)

Installation and training of conversion equipInstall Conversion Stations and train admin personnel (3M installing technician or 3M trainer, library conversion coordinator, admin personnel)Install Pad Staff Workstations to be used for conversion and train admin personnel (3M installing technician, library conversion coordinator, admin personnel)Train staff on tagging process and strategy and monitor process to ensure proper tagging practice (library conversion coordinator)Phase 1 System acceptance

ConversionConversion process

Convert FarrConvert Centennial ParkConvert Lincoln Park…..All items taggedCreate shelf order and search lists for DLA. (library coordinator, library IT)Digital Library Assistant installation and training (3M trainer, library admin personnel and staff)Inventory at old location?

Library move and systems planningCreate a plan to move to new library(IP Team)

Install and Implement RFID EquipmentInstallation and training on Detection, Selfchecks, Book Drops, Sorters

Farr List each type of equipCentennial Park…Lincoln Park…Etc… …Phase II system acceptance




Library operationalGrand openingPost installation support (3M Project Coordinator, 3M Field Service, and 3M Software Support)

Equipment ScheduleEquipment installation schedule template

Model Serial Number

Install Location Ship Date Delivery Date

Install Date

Installer

RFID tags Qty XXXCD8 tags Qty XXX

811 Conversion Station 1811 Conversion Station 2811 Conversion Station 3

895 Staff Wkst 1895 Staff Wkst 2895 Staff Wkst 3895 Staff Wkst X

747 DDM803 DLA

8410 SelfCheck 18410 SelfCheck 2SelfCheck X




8800 Detection

Bookdrop 1Bookdrop 2

Sorter

Training ScheduleTraining schedule template

Model Trainee names Training Date

Trainer

811 Conversion (admin and staff)

895 Staff Wkst (admin and staff)

747 DDM (admin and staff)

803 DLA (admin and staff)

8410 SelfCheck Book Drops8800 DetectionSorter




AppendixAppendix A (Project Issues Log)

Project Issues Log

Appendix B (RFID Conversion worksheet log)RFID Conversion worksheet log

Appendix C (RFID tag placement)RFID tag placement guidelines

Appendix D


Attachments

Index of Attachments

Attachment A Catalog cut, 3M One-Tag RFID System

Attachment B Catalog cut, 3M SelfCheck System Furniture Color Choices

Attachment C Catalog cut, SelfCheck System C-Series

Attachment D Catalog cut, FKI Sorter

Attachment E Catalog cut, Service Agreement


3 Innovation

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