RFP Boilerplate

Finance DepartmentGeneral Services Division

REQUEST FOR PROPOSALS (RFP)Specification No. 10-10501

FOR SELF-CHECK, MATERIALS SECURITY AND AUTOMATED MATERIALS HANDLING SYSTEMS

FOR THE LIBRARYPROPOSALS WILL NOT BE OPENED AND READ PUBLICLY

Dear Proposer:

The City of Berkeley is soliciting written proposals from qualified firms or individuals to provide Library Self-check, Materials Security and Automated Materials Handling Systems for all locations of the Berkeley Public Library. As a Request for Proposal (RFP) this is not an invitation to bid and although price is very important, other factors will be taken into consideration.

The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached). Proposals must be received no later than 2:00 pm, on Thursday, March 11, 2010. All responses must be in a sealed envelope and have “SELF-CHECK, MATERIALS SECURITY AND AUTOMATED MATERIALS HANDLING SYSTEMS” and Specification No. 10-10501 clearly marked on the outer most mailing envelope. Please submit one original and 5 copies of the proposal as follows:

Mail or Hand Deliver To:City of Berkeley

Finance Department/General Services Division2180 Milvia Street, 3rd Floor

Berkeley, CA 94704

Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the City to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The City retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions.

For questions concerning the anticipated work, or scope of the project, please contact Donna Corbeil, Director of Library Services, via email at [email protected] no later than Friday, February 26, 2010. An optional walk-through of the Main Library and staff operations’ areas has been scheduled for Thursday, February 18, 2010 at 10:00 A.M., in the community meeting room, third floor, Main Library, 2090 Kittredge Street, Berkeley, CA 94704. Please RSVP to [email protected] by

2180 Milvia Street, Berkeley, CA 94704 Tel: 510.981.7320 TDD: 510.981.6903 Fax: 510.981.7390

E-mail: [email protected] Website: http://www.ci.berkeley.ca.us/finance

mailto:[email protected]



City of Berkeley Specification No. 10-10501 Page 2 of 37Self-Check, Materials Security And Automated Materials Handling Systems Release Date 02/08/2010

Friday, February, 12, 2010, if you will attend. Attendance is not required. It is the vendor’s responsibility to check for answers to questions or any addenda on the City of Berkeley’s website at http://www.cityofberkeley.info/ContentDisplay.aspx?id=7128 . For general questions concerning the submittal process, contact Purchasing at 510-981-7320.

We look forward to receiving and reviewing your proposal.

Sincerely,

Sharon ThygesenGeneral Services Manager

Revised 01/05/10

http://www.cityofberkeley.info/ContentDisplay.aspx?id=7128


BACKGROUND

The Berkeley Public Library is seeking a vendor to provide services, software and hardware related to the provision of a self-check technology system, staff assisted circulation functions (check-in and check-out), materials security and automated materials handling system to be implemented at all five locations.

Vendors are invited to submit a proposal for one or more of these services, software and equipment or a complete system that will replace the current Checkpoint/3M library system.

In 2008, 3M Library Systems became the exclusive reseller and maintenance provider for the CheckPoint “Intelligent Library System.” Because 3M will not submit the required City of Berkeley “Nuclear Free Disclosure Form,” the Library must seek an alternate vendor who is compliant with all City of Berkeley contract requirements. The Library has received a 2-year waiver from the City of Berkeley to continue working with 3M while seeking an alternative. In 2009, the Library began exploring options for continuing to maintain the existing system with a different vendor, but has not found this to be a viable option.

Usage Statistics

Library Facilities (5): Main (downtown Berkeley), Claremont, North Berkeley, South Berkeley, West Berkeley. Figures represent fiscal year 2007/2008

Main ClaremontNorth Berkeley

South Berkeley

West Berkeley Totals

Annual Circulation

1,075,962 259,245 307,694 160,772 147,359 1,951,032

Collection Size

325,116 64,606 50,167 35,671 45,138 520,698

Media Collection

58,012 8,038 5,717 5,109 6,538 83,414

Holds filled: Approximately 18,000 per monthItems in transit between branches: 5,000 – 6,500 on any given dayCirculation and security technology in use: CheckPoint Intelligent Library SystemTags, barcodes, EM strips

All items in the collection have barcodes (usually on the front cover) and CheckPoint “Red Dot” tags for circulation and security. Items processed before 2006 have EM strips. (Approximately 120,000 items in the collection therefore do not have EM strips.)

Integrated Library SystemInnovative Interfaces Incorporated (III) Millennium

Current System and Conditions

Berkeley Public Library is a mid-sized urban library, serving a population of approximately 107,000 people in Berkeley, CA. With five locations spread over 10 square miles, the Library maintains over 500,000 circulating items. As of the 2008 reporting year, the Library held 483,749 books, 42,000 music CDs and audio-books on CD, 28,000 movies on DVD, 5,400 on VHS and 1,418 periodical subscriptions. In 2007 – 2008 the Library’s circulation was 1,745,605 items.

In 2005 the Library converted from a magnetic strip and barcode materials security and self-check system to the currently installed RFID-based “Intelligent Library System” from CheckPoint Systems Inc. All circulating materials, including books, magazines, CDs, DVDs and VHS are tagged with CheckPoint’s proprietary “Circulation Circuit” RFID tag (13.56 MHz, “Red Dot”). CDs and DVDs, are stored in locking CheckPoint “DiscMate” security cases (manufactured by ClearVu) and unlocked either by staff with a compatible de-coupler or by patrons at a self-check unit with the CheckPoint “DiscMate” unlocking device.

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The Library maintains 12 functioning self-check units over the entire system, including two units at the Claremont, North and West branches, one unit at the South branch, four at the Main Library and one in the Children’s Library at Main. Each self-check has an attached DiscMate media unlocker.

In the 2005 – 2006 reporting year, the first year the system was live, the annual circulation of materials was 1,545,578. In 2006 – 2007 that number increased by 4% to 1,609,726 and in 2007 – 2008 the number increased again by 8.4% to 1,747,605 items circulated. While circulation has increased consistently the past three years, self-check rates have fluctuated. In 2007 – 2008, 60% of all check-outs were self-check, while in 2008 – 2009 self-check fell to 53%. Media (CDs & DVDs) account for 37% of the Library’s circulation for the past two years.

Since the transition to the current system, the Library has realized some workflow efficiencies such as faster check-in and check-out of materials. This is primarily due to a reduction in the number of steps needed to check items in and out. The current system allows one step check-out for books and VHS by simply passing the item over the RFID antenna. For media check-out, a second step is needed: swipe the case through a simple desktop “de-coupling” device to unlock.

With the previous magnetic strip based system the following actions were necessary:

Align barcode with laser scanner to read barcode and send check-out message to circulation system. Swipe material on demagnetizer to turn off alarm signal so the material will not alarm the security gates. For media, unlock and remove security case to check-out, and apply and lock security case to check-in.

In addition to time efficiencies, the current system has also made the repetitive tasks related to checking materials in and out more ergonomically efficient for staff. This is primarily due to:

The elimination of the polycarbonate Kwik Case media security cases which were part of the magnetic strip based system. These cases required repetitive wrist flexing and pulling motions to unlock and release the contents. Additionally, the cases were heavy and bulky and had to be stored in boxes beneath circulation desks, taking up valuable space.

The elimination of the swiping motions needed to de-magnetize and re-magnetize materials. With 50-60% of all materials checked out by the public at self-check stations, staff has cumulatively fewer

check-out transactions.

Additionally, the current system’s ClearVu cases require less area to store media, and the public appears to prefer handling and viewing the media in these cases because their view of the media sleeves is unobstructed by a second case. The Library expects to retain all of the efficiencies described above with the implementation of a new system.

Since 37% of all check-outs include either CDs or DVDs, media self-check is a key component of the system. However, the current CheckPoint DiscMate has not been a satisfactory self-check solution for the Library. This is primarily due to frequent equipment failure. The DiscMate must regularly be serviced. When a DiscMate unit is not working the entire self-check station is considered out-of-service since so many transactions include media check-out. Patrons who have a problem with the DiscMate may be less likely to use self-check again, which may be one explanation for the decrease in self-check statistics for the most recent period.

Additionally, in the Berkeley Public Library’s experience, CheckPoint’s RFID hub or, "donut" tags which are used to circulate DVD/CD media have also proven to be problematic. These tags, affixed to the central hub of the disc, sometimes came loose in patron's media players. Because of the width of the tags as well as a noticeable bump where the tag antennae are located, the discs they were affixed to would frequently not play in more sensitive players. Finally, the tags attached to the media case and the disc sometimes appeared to interfere with each other, resulting in sub-optimal read rates at check-in and check-out. Faced with these issues, staff made the decision to discontinue the use of the hub tags. Media are currently circulated with a tag in the case only, and each item must be inspected by hand on return to verify that the correct media is in the case.

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The proprietary CheckPoint architecture utilizes a centralized system of processing circulation transactions with the result that in our III Millennium Integrated Library System, all self-checks appear to be from one location instead of being attributed via SIP2 connections to the correct location of each transaction. Another disadvantage is the inability of the self-check units to read material barcodes when an RFID tag fails to be read at check-out. Finally, because of the proprietary nature of the CheckPoint system, the cost of the tags and the CD/DVD cases are not competitive with other standards-based systems. This is because the Berkeley Public Library is only able to purchase the tags from a single source.

The Library wishes to correct these deficiencies with the implementation of a new system. Vendors may propose solutions that are for an RFID tag inventory/security option or a barcode inventory/security strip security option. The advantages and disadvantages of each will be considered during the evaluation of proposals. Key considerations will include, but are not limited to cost, transition plan, workload impact, interoperability and patron usability. The replacement system should maintain the level of efficiencies in place and strive to address the deficiencies outlined.

II. SCOPE OF SERVICES

The selected vendor(s) will provide an integrated, standards-based, best-of-breed software and hardware solution for patron self-checkout, staff assisted check-out, check-in, materials security and materials handling. All components of the system will be fully compatible with the Library’s Innovative Interfaces Millennium Integrated Library System. Minimum requirements of the system are, but are not limited to:

• An easily used, intuitive self-service check-out interface which includes the ability to circulate media (DVDs and CDs);

• Staff circulation and security equipment which seamlessly integrates with existing staff check-out equipment and procedures;

• A reliable and strong materials security system which will secure all items in the circulating collections including media;

• Automated materials handling and sorting systems which are configurable to the various Library locations in which they would be placed and which result in more efficient staff workflows;

• A proven record of reliability, continuous product development, and a strong service, support and maintenance program;

• Security media (e.g., RFID tags or Electromagnetic Strips) and media cases which are readily available at competitive pricing from third party suppliers.

SYSTEM FUNCTIONAL & TECHNICAL REQUIREMENTS

The following section of this RFP contains the technical and functional requirement questions detailing the needs of the Berkeley Public Library. The vendor must include and name all necessary software required to fulfill the vendor’s responses. The vendor is encouraged to include any additional comments on a separate page, wherever the vendor believes this will help the Berkeley Public Library understand the vendor’s responses.

The Berkeley Public Library will evaluate submitted proposals for completeness. To ensure your proposal is complete, include a copy of the entire “System Functional & Technical Requirements” section of this RFP in your submittal immediately following the documentation described in the “Submission Requirements” section of this document. Be sure to:

1. Specify the system type that you are proposing. If you are only proposing a software module and will not include hardware in your proposal, check the “Software Only” box.

2. Specify the system components included in your proposal. This is key, as the appropriate subsequent sections of the system requirements you must respond to are based on this.

3. Each section of the functional and technical requirements includes a list of features, functions and requirements which the vendor must respond to as: available (Y), in development (D), planned (P), not available (N). For any requirements where D or P are indicated, please use the additional comments section to note the date of planned availability and whether the feature is currently in testing with any live installations.

Revised 01/05/10


4. At the end of each list of Functional Requirements are two additional sections that must be completed: A. A comments section in which the vendor can note any important information about a specific feature and B. Additional questions that must be answered for each component that the vendor is proposing.

See Attachment A for a complete checklist of submittals required for a complete proposal.

A. Specify System Type

The Library is accepting responses on systems based either on barcodes (for circulation) and EM technology (for security), or RFID technology (for both). It is expected that all items in the Library will continue to be tagged with barcodes and that these barcodes must be readable by any system.

Check applicable box:

This response is for a circulation and security system using:

Barcode and EM strip technologyRFID technologyHybrid (System supports both RFID & EM strips)Software only response

B. Specify Components Included in Response

The Library takes a modular view of the circulation, security, and materials handling components. Vendors may provide their response to all or a sub-set of these components, as presented below. Responses must provide separate pricing for components where those components can be purchased separately from the vendor.

The following chart lists the sections of the System Technical & Functional Requirements (Section C) that are relevant to each component. Indicate here the components covered by this response, and complete the sections listed:

Revised 01/05/10


X System Components Sections to completeSelf-check System—Software Only 1. General Requirements

2.A Self-check System Software9. Service & Support10. Maintenance & Warranties11. Delivery, Installation and Implementation

Self-check System—Software & Hardware 1. General Requirements 2.B Self-check System Hardware9. Service & Support10. Maintenance & Warranties11. Delivery, Installation and Implementation

Staff Workstations 2.A Self-check System Software1. General Requirements3. Staff Workstations & Devices9. Service & Support10. Maintenance & Warranties11. Delivery, Installation and Implementation

Materials Security System 1. General Requirements4. Security Supplies (Tags, Labels, EM Strips)5. Security System Equipment9. Service & Support10. Maintenance & Warranties11. Delivery, Installation and Implementation

Security Supplies 1. General Requirements2. Security Supplies (Tags, Labels, EM Strips)10. Maintenance & Warranties11. Delivery, Installation and Implementation

Media Circulation and Security 1. General Requirements6. Media-Self-check7. Media-Security9. Service & Support10. Maintenance & Warranties11. Delivery, Installation and Implementation

Automated Materials Handling 1. General Requirements8. Automated Materials Handling (Check-in & Sorting)9. Service & Support10. Maintenance & Warranties11. Delivery, Installation and Implementation

Transition Project Management & Conversion Services

12. Transition Project Management and Conversion Services

Vendor Financing 13. Supply Financing terms, conditions & rate (if available)

C. Technical & Functional Requirements for each System Component

Vendor must respond to the relevant specifications in this section as indicated by your answer in section B above. The Library has coded each requirement as either:

M – Mandatory; system must meet these requirements to be consideredD – Desirable; features that the Library would like to see in a systemI – Informational; features that are not required but are of interest to the Library, possibly for future implementation

Revised 01/05/10


For each section for which the vendor is responding, items must be coded as one of the following:

Y – Yes; the feature or function is currently available, fully tested, and preferably installed at one or more library sitesD – In development; the feature is currently being developed. For each “D” response, provide in the comments section the expected date of deploymentP – Planned; the feature is not currently being developed but is planned for a future release. For each “P” response, provide in the comments section the expected date of deploymentN – No; this feature is not available and vendor does not plan to make it available

For any requirements where D or P are indicated, please use the additional comments section to note the date of planned availability and whether the feature is currently in testing with any live installations. Additional detailed comments can be included for any numbered item or section. When referring to a numbered item, precede the comment with the item reference number, e.g., “A1: “comment text.”

1. General Requirements of All Components

General System Requirements

These statements apply generally to all supplied equipment and software and to any relevant industry standards for software used in the circulation and security of library materials.

Ref # M,D,I Requirements Y,D,P,NA1 M All hardware must be UL, CE, and FCC Part 15-Certified; SIP2, RS-232, TCP/IP

Ethernet 10/100, 802.11b (wireless) compliant.A2 M The proposed system and all of its components must be entirely compatible with, and

in no manner interfere with, the III Millennium integrated library system.A3 M The proposed system must not interfere with other equipment, automated library

system clients or PCs that may be nearby.A4 M The proposed system must be able to connect through the Library’s Ethernet network

via an RJ-45 connector and/or secured wireless network.A5 M Is compliant with SIPA6MIs compliant with SIP2A7DIs compliant with NCIPA8DIs

compliant with NCIP2

Comments related to the above requirements (use Ref # in response):

Additional Questions:

1. List any other software standards that are relevant.

2. Self-check System

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A. Software

This section covers the self-check software that interfaces with the library catalog and the self-check functionality.

Ref # M,D,I Requirements Y,D,P,NB1 M The circulation software is fully compatible with III MillenniumB2 M Vendor is willing to work with the integrated library system vendor to resolve any

RFID-ILS functionality problemB3 D The user interface can email receipts and other reports to users in lieu of printing themB4 D Interface screens are customizable with library brandingB5 D Messages are customizableB6 D Printed and emailed reports are customizableB7 M These languages are available as interface languages by selection: English, SpanishB8 D Software can run on standard, non-proprietary hardwareB9 M Software works with all circulation and security hardware (e.g. self-check barcode

scanners, self-check RFID antennae or EM magnetizer/demagnetizers, credit card swipe machines, III Millennium catalog)

B10 D System provided can also be used for check-in when an automated materials handling system is installed

B11 D Messages and reports are customizableB12 D Users can manage and view holds at self-check stationB13 D Users can choose either printed receipts, emailed receipts, or no receiptB14 D Users can review their accounts at the self-check station after logging inB15 I Access to user accounts at the self-check station requires a passwordB16 D Users can renew items at the self-check station, with or without the item in handB17 D Users can pay fines at the self-check station with cash or credit/debit cardsB18 D Self-check software has an offline mode that is available during ILS downtime, caching

transactions for later transmittal to the ILSB19 D Self-check statistics are sent to the III Millennium system via SIP or SIP2 connectionB20 D Software allows self-checks to be configured individually to provide various levels or

types of service and functionality (e.g. express check, payment of fines & access to other account features)

B21 D System has web-based statistics reporting module B22 D Software provides a prompt for unlocking of mediaB23 D Software includes the option of including a video demonstrating self-check usage

instructions


Additional questions:

1. What messages to the patron can be customized?2. What messages to the patron cannot be customized?3. In addition to English and Spanish, what other languages are currently available?4. Is fines-payment a built-in feature of the software, or is it only available at an additional cost (If so,

indicate cost on Price Proposal)?

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B. Hardware

This section covers self-check workstations designed for public use. Self-check must be easy to use for a wide range of users; and the need for staff intervention in self-check transactions should be minimal. Reliability of workstations is essential.

Ref # M,D,I Requirements Y,D,P,NC1 M The self-check function uses a touch screen and does not require the use of a mouseC2 M The self-check equipment can be adjusted to ADA compliant physical specificationsC3 D Each station can read barcodes as well as RFID tagsC4 M Workstations are able to read the type of barcode patron cards currently in use by the

Berkeley Public LibraryC5 D Proposed system readers function when positioned under slate, granite, wooden, or

laminate-topped desksC6 D Self-check stations can notify staff of errors or outagesC7 D Stations allow remote administration by staffC8 D Self-check stations can notify staff when printer is out of paper or jammedC9 D System can be configured to print a single patron receipt with all desired information

(e.g. check-out, due dates, fines paid)C10 D System provided can also be used for check-in when an automated materials handling

system is installedC11 D Self-check reading devices/antenna pads can be interchanged with staff reading

devices/padsC12 D Receipt printers are serviceable by staffC13 D Receipt printer paper and ink can be procured from a variety of suppliers



1. Describe minimum and maximum space/footprint needed for a self-check workstation.2. What is the number of books (and/or height of the book stack) that can be scanned at one time?3. Describe how the patron presents their library card for reading.4. If payment of fines requires an added hardware component, please indicate?

3. Staff Workstations and Devices

This section covers the workstations that will be used by staff.

There are 3 different staff functions which require an appropriately designed workstation: Circulation desk staff, which need to perform all of the possible functions relating to circulation, user service

(record lookup, payment of fines), tag assignment or correction. Check-in staff, who need to check-in books, assign or correct tags, determine branch ownership of item, be

alerted to non-Library items, be altered to hold status of item. Conversion staff, who will be working on the bulk conversion of the collection to the new tags, and on new

materials.

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Ref # M,D,I Requirements Y,D,P,ND1 D Staff workstation equipment does not require mouse activations to process most itemsD2 M Staff workstation equipment is capable of processing RFID tags or bar codes in the

same circulation transactionD3 M Staff workstation must be able to read the type of barcode patron cards currently in use

in the LibraryD4 M Staff workstation can read item barcodes located in various locations, including inside

or outside, top or bottom of the front or back cover, or inside on the top or bottom of the front or back fly page

D5 M All staff workstations can perform both check-in and check-outD6 D All staff workstations can write tags at time of check-in or check-outD7 D All staff workstations can read and write tagsD8 M All staff workstations can activate or de-activate the security “bit” on the tagD9 D Staff is able to use III Millennium as the sole visible interface during circulation

activityD10 D Proposed system readers function when positioned under slate, granite, wooden, or

laminate-topped desksD11 D System must be able to mount in, on, or under the work surface of a circulation stationD12 D Staff workstation has an offline mode that is available during ILS downtime, caching

transactions for later transmittal to the ILSD13 D The system can interface with the Library’s existing receipt printers (Epson TM-

T88IV) & barcode scanners (Symbol LS9208)D14 I System requires staff to use a vendor supplied interface in addition to the III

Millennium circulation screen for check-in & check-outD15 I Vendor has rental program for conversion equipment

Comments related to the above requirements (use Ref# in response):


1. Provide the specifications for the RF pad (size, thickness, materials range) and the mounting capabilities, such as on or under the current circulation desk.

2. Describe the features and functionality of the RFID tagging software that will be used by staff to associate barcodes with RFID tags.

3. How many items per hour, on average, can be tagged utilizing the tagging software & hardware?4. What is the expected number of items that can be read in one stack (by number and/or by the height of the

stack)?5. Provide a detailed staff scenario of a check-out session that includes some items that are RFID tagged and

others that are only bar-coded.6. What levels of log-on privileges are available at staff stations?7. Describe your equipment warranty if different from your general warranty on all equipment.8. If you provide handheld devices, please briefly describe their functionality?

4. Security Supplies (Tags, Labels, EM Strips)

This section gathers data about any supplies that will be furnished by the vendor. This section could be responded to separately or together with other equipment and services.

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EM Strips

This section applies to EM strip supplies.

Ref #

M,D,I Requirements Y,D,P,N

E1 M Compatible with standard desensitization equipment

E2 I Choice of length, size and rangeE3 D Easy to insert in a variety of materials



1. Describe the insertion method for your EM strips.2. Describe a solution that you can provide for non-book media, in particular CDs and DVDs.

RFID Tags

This section applies to RFID tags as supplies.

Ref # M,D,I Requirements Y,D,P,NF1 M RFID tags are ISO 18000-3 Mode 1 compliantF2 M RFID tags are ISO 15693-3 compliantF3 I Tags are compliant with ISO 28560 parts 1-3F4 I Tags use AFI (Application Family Identifier)F5 M RFID tags are re-writableF6 M The security status is encoded on the writable RFID tag, and is used to trigger alarms at

exit gatesF7 D Tags use an anti-collision algorithm that does not limit the number of tags which can be

simultaneously identified and read up to eight inches in heightF8 D Tags will not interfere with the tags already in the Library’s books (Red Dot tags)F9 I Data on tags can be encrypted or unencryptedF10 I Tags are adhesive-backed and one piece (tag and label integrated into one piece) to

adhere to library materials without addition of an adhesive cover labelF11 I Tags can be printed with Library’s chosen design and textF12 I Tags can include the “barcode” number printed on them at the time the tag is created

and affixedF13 I The proposed system tags use a low acid, or neutral pH, adhesiveF14 D All data other than the SID on the re-writable RFID tag, including the item identifier

field, are re-writableF15 D The vendor publishes their tag format



1. Describe what information is stored on each tag, any encryption system used, and how data is prevented from being read by unauthorized readers.

2. Describe any guarantees you will make concerning the tag adhesive (especially tags provided for use on CDs and DVDs).

3. What is your estimated percentage of bad tags during initial tagging of collection?4. What are your warranties for replacement of bad tags?

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5. What, if any, information do you have on tag longevity?6. List book jobbers and other vendors who are able to write tags to materials using your tag technology.7. Are there multiple sources for the tags used by your system? If so, what are the pricing “units” (e.g.

numbers of tags that result in a change in price)?

5. Security System Equipment

This section covers security gates and their functionality.

Ref # M,D,I Requirements Y,D,P,NG1 M Gates communicate on standard network (Ethernet or WiFi)G2 D Gates provide both visual and audio alarmsG3 D Gates have “people counter” capability, and counter can be reset by Library staffG4 D Gates have a read range of at least eighteen inches (18”) in either direction of each gateG5 M The proposed system must use 13.56 MHz ISO 15693-3/ISO 18000-3 mode 1 RFID

technologyG6 M The detection systems must be shielded from external interference from light fixtures,

elevator motors, etc.G7 M For RFID systems, gates respond to security bit setting on RFID tag of items passing

through the gatesG8 M For EM security systems, gates respond to EM strips of items passing through the gatesG9 I The system provides item security even when the Library’s ILS is offline or

unavailableG10 D Gates can be installed against interior walls of various materials including concrete and

wood without eroding capability of gates to read security tags

Comments related to the above requirements (use Ref# in response):


1. Specify minimum and maximum dimensions of gates, and maximum distance between gates, based on read range.

2. Provide specifications for architectural requirements space needed for gates, square footage, distance from walls), power, and networking.

3. What are the power requirements for gates?4. What designs/finishes are available for gates?5. What is the number of items that gates can detect at one time?6. When gates are alarmed, what information is immediately available to staff? Explain how alarm messages

can indicate which items are not checked out.7. Describe all features involving self-diagnostics, self-tuning and self-maintenance functions of gates.8. What maintenance actions are available to local staff?

6. Media Self-check

This section covers the ability of library users to check out media without intervention by staff.

Ref # M,D,I Requirements Y,D,P,NH1 M Media can be circulated in containers with one or more disks per containerH2 I Media circulation requires tagging of disks with “donut” or full disk tagsH3 I Media circulation will work with standard One-Time caseH4 D Media circulation will work with current CheckPoint DiscMate DVD and CD cases,

manufactured by Clear-Vu. (Sample will be provided on request)H5 D If used, media case unlocks after check-out without intervention of staff memberH6 M Users can only unlock case after item is checked out

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Comments related to the above requirements (use Ref # in response):Additional Questions:

1. Describe vendor’s preferred media circulation solution, including supplies (cases, tags).2. If vendor proposes stand-alone media circulation units, include unit pricing in Pricing Proposal.

7. Media Security

This section covers the prevention of media from being removed from the Library without being checked out. System must prevent theft with minimum impact on Library staff.

Ref # M,D,I Requirements Y,D,P,NI1 D Media security will work with current CheckPoint DiscMate DVD and CD cases,

manufactured by Clear-Vu. (Sample will be provided on request)I2 I Solution requires tagging of physical media (CD or DVD)I3 D Solution can be used without tags on physical media (CD or DVD)I4 D Vendor provides an unlocking device for self-check users



1. Briefly describe vendor’s proposal for solutions to secure media items (CDs and DVDs), multi-part sets (such as books on multiple CDs, TV series on multiple DVDs). Explain how this method is the least time-consuming for staff while providing the required materials security.

8. Automated Materials Handling (Check-in and Sorting)

The section covers AMH Systems requirements.

The Library’s branch libraries are from 6,000-8,000 square feet. Approximately 200 square feet can be dedicated to Automated Materials Handling. The Main Library also has about 200 square feet in its primary return area. The Library seeks a small footprint yet high capacity solution in this area.

Ref # M,D,I Requirements Y,D,P,NJ1 M AMH system is compatible with III Millennium for circulationJ2 D Return slot can be indoors or outdoors, and weather-proofed when outdoorsJ3 D When problems occur, system notifies staff through the software interfaceJ4 D System includes patron check-in capabilityJ5 I Check-in can accept more than one item at a timeJ6 D System gives notification when staff intervention is requiredJ7 I System is compatible with RFID circulationJ8 D System is compatible with barcode circulationJ9 M AMH system is interoperable with circulation and security technology from other

vendorsJ10 D System has a modular design for adding bins easily to an existing configurationJ11 D The system can check-in items even when the Library’s ILS is offline or unavailable,

storing transactions for later synchronization with ILSJ12 D AMH system provides remote monitoring and diagnostics to troubleshoot problemsJ13 D AMH system provides usage statistics from each locationJ14 M The system can be connected to a printer, and can automatically print hold slipsJ15 I Ability to sort by any identifying factors, as defined by the ILS (e.g. media type,

location)

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J16 D System includes an audible and/or visual indicator when sorting bins reach capacityJ17 M System includes an emergency stop button



1. What is the minimum number of bins in the basic system configuration?2. Describe the space requirements for the minimum equipment configuration, including the staff station.3. Describe power requirements.4. Describe how the system handles an overflow situation (e.g. on holidays and weekends when staff is not

available to empty bins).5. Describe at least one possible solution for a situation where the book drop and sorting area are physically

separated.

9. Service & Support

This section covers vendor service and support guarantees.

Assumptions:

1. The vendor is required to provide comprehensive systems documentation in printed and digital formats, such that front-line and technical staff within the Library may efficiently access the latter.

2. The vendor is required to recommend and provide adequate training to equip Berkeley Public Library staff to efficiently utilize and support the proposed solution.

Ref # M,D,I Requirements Y,D,P,NK1 M Provides live phone support Monday through Friday, 9AM-5PM PSTK2 D Provides on-call support services 24/7 with a guaranteed response time of two hoursK3 M Provides 24-hour or better turnaround for onsite support calls during business hours

and 48-hour turnaround on the weekendsK4 D Has local Bay Area maintenance and technical support personnel availableK5 D Can ship or deliver replacement parts within 48 hours during the work weekK6 M Provides staff with initial maintenance training, at no extra costK7 M Detailed support documentation is provided with equipmentK8 D Has regular upgrade cyclesK9 D Upgrades are included in the maintenance contractK10 D Vendor maintains a Web-based support portal where customer can enter and track

service and support requests



1. Describe the update cycle used by the provider, and a typical upgrade work flow, from provider through library completion.

2. Document the history of software product version upgrades and point releases, with dates and major new features provided.

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10. Maintenance & Warranties

This section covers service, support and maintenance agreements available from the vendor.

Assumptions:

1. The vendor is required to uphold warranties and support services provided under the basic software license fee and any additional agreements entered into with the Library.

Ref # M,D,I RequirementsY,D,P,NL1 D Provides an optional yearly maintenance or service contract for all equipmentL2 D Maintenance/service agreement is renewable on an annual basisL3 D Offers a 12-month 100% money-back performance guarantee on all equipment purchased and

covered by 12-month warranty or service agreementL4 M Software patches and service pack releases must be supplied at no additional charge on a

permanent basisL5 D Vendor documents and tracks enhancement requestsL6 D Vendor implements customer initiated enhancement requestsL7 D Vendor maintains a Web based customer extranet or portal where customer can get information

about upcoming product releases, software upgrades and download software, patches and service packs



1. State the default warranty period on equipment and software, and any extended warranties available.2. State any multi-year discounts that are available.3. Provide a 3-5 year projection of maintenance costs, preferably based on an actual contract with a

comparable library.4. How does the vendor inform the customer of upcoming product releases, patches and upgrades?5. Is there a cost associated with vendor initiated upgrades?6. Describe any customer initiated enhancements vendor has made to products.

11. Delivery, Installation, & Implementation

This section covers vendor delivery, installation and testing of delivered hardware and software.

Assumptions:

1. The Library will provide a project manager/single point of contact for the vendor.2. Likewise, the vendor is expected to provide a project manager/single point of contact responsible for

adherence to all timetables, facilitation of efficient and effective communication, and coordination of all activities included in this project.

3. Responses to this RFP must outline a project timeline allowing for all elements of this Scope of Services, including systems integration, training, testing and implementation.

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Ref # M,D,I Requirements Y,D,P,NM1 M Develops and provides a detailed timetable for equipment delivery, system

implementation and testingM2 M Provides detailed site requirements at least 30-days before scheduled deliveryM3 M Unpacks and installs all equipment that it furnishes, and removes debris generated by

installation activitiesM4 M Conducts tests of all installed equipment and software and certifies readiness when all

tests have been passedM5 M Provides training to equip Berkeley Public Library staff to efficiently utilize and

support the proposed solutionM6 M Provides comprehensive systems documentation in printed and digital formats, such

that front-line and technical staff within the Library may efficiently access the latter.



1. Provide a detailed summary of a typical delivery, installation and implementation scenario for a library of similar size and characteristics to the Berkeley Public Library.

2. Provide a detailed proposed timeline for the delivery, installation and implementation process for the system components for which you are proposing.

12. Transition Project Management and Conversion Services

This section covers a vendor specific plan to implement an integrated self-check, staff assisted check-in and check-out, materials security and Automated Materials Handling system in an integrated fashion as well as optionally offering materials conversion services. The vendor will provide a comprehensive implementation plan to manage the implementation of the selected system components in an integrated manner at all five Library locations and/or the conversion of the collection to the new security medium. Activities related to this component of the project are expected to occur during the early phase of the project and will require a detailed plan and timeline appropriate to the scope of the transition and in accordance with Library requirements.

Ref # M,D,I Requirements Y,D,P,NN1 M Provides a plan for conversion from current circulation and security to proposed systemN2 M Provided plan includes detailed workflow for any re-tagging that is required, and

proposed staffing and timelineN3 D Provides recommendations for handling media, and in particular multi-part media setsN4 D Is able to provide full conversion service for one or more offered solutions.



1. Describe how vendor would work with other third party vendors if vendor is not selected for all system components.

2. Describe the Project Management Methodology (Model) vendor would use and how it will be applied to this project.

3. Describe a similar project for which you have acted as the Project Manager. Include skills and responsibilities of the Project Team, Individual Staff Experience, Project Organization, Project Understanding and Approach, Quality Control / Quality Assurance (QC/QA), and Ability to Meet Budget.

4. If conversion services are being offered please answer either a. or b. below, depending on the system being proposed:

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a. If vendor's proposal is for EM/Barcode security: propose one or more possible scenarios for the transition to a new Electromagnetic & Barcode based security system for all materials. Address how vendor would approach tagging those items in the collection without existing EM strips.

b. If vendor's proposal is for RFID based security: propose one or more possible scenarios for the transition to the RFID system proposed. Address whether existing CheckPoint tags can remain on books, or must be removed.

5. Provide a detailed proposed timeline for the services and stages of this project.

13. Financing

The Berkeley Public Library is interested in learning about any equipment purchase financing options that the vendor may offer. There is no “Requirements” table for this section.


1. Can you provide financing for the equipment? Specify the rate, terms and conditions, and period of time for which financing is offered.

III. SUBMISSION REQUIREMENTS

All proposals shall include the following information, organized as separate sections of the proposal.

1. Letter of Interest: Provide a “letter of interest” outlining interest in the project, unique qualifications, interview availability and availability of the vendor to begin work. Include the title and signature of the firm’s contact person for this procurement. This signatory shall be a person with the official authority to bind the company.

2. Contractor Identification: Provide the name of the firm, the firm's principal place of business, the name and telephone number of the contact person and company tax identification number.

3. Quality Control / Quality Assurance (QC/QA): This section should address any QC/QA program the proposer has established or proposes to establish and utilize throughout this project. All work must be performed under the direct supervision of a Registered Architect and Registered Engineers in their respective discipline.

4. Contract Terminations: If your organization has had a contract terminated in the last five years, describe such incident. Termination for default is defined as notice to stop performance due to the vendor’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the vendor, or (b) litigated and such litigation determined that the vendor was in default.

Submit full details of the terms for default including the other party’s name, address, and phone number. Present the vendor’s position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience.

If the firm has not experienced any such termination for default or early termination in the past five years, so indicate.

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IV. SELECTION CRITERIA

It is the intent of Library to select only responsible and responsive firms. The Library may select one vendor for all components, or it may select two or more vendors, at its sole discretion. This RFP does not constitute a commitment to procure any of the products and services proposed.

The following criteria will be considered, although not exclusively, in determining which proposal is selected. A selection panel will be convened of staff to evaluate proposals that meet submission requirements. Each proposal will be evaluated in the areas below and given a relative ranking. The selection process may include post-bid interviews and on-site demonstrations of those respondents achieving the highest scores in the initial bid evaluation process.

Proposals will be judged on the following criteria:

1. System functionality, ease of use and interoperability with other systems. (40%)2. Quality of Service (installation, training, warranty. maintenance contract) as compared to competitors and

supported by references either provided or discovered (20%)3. Implementation and transition plan (5%)4. Qualifications, stability and expertise of vendor (15%)5. Price (20%)

A selection panel will be convened of staff.

V. PAYMENT

Invoices: Invoices must be fully itemized, and provide sufficient information for approving payment and audit. Invoices must be accompanied by receipt for services in order for payment to be processed. Mail invoices to the Finance Manager and reference the contract number.

Berkeley Public LibraryFinance Manager

2090 Kittredge Street, 3rd FloorBerkeley, CA 94704

Payments: The Library will make payment to the vendor within 30-days of receipt of a correct and complete invoice.

VI. CITY REQUIREMENTS

A. Non-Discrimination Requirements :

Ordinance No. 5876-N.S. codified in B.M.C. Chapter 13.26 states that, for contracts worth more than $3,000 bids for supplies or bids or proposals for services shall include a completed Workforce Composition Form. Businesses with fewer than five employees are exempt from submitting this form. (See B.M.C. 13.26.030)

Under B.M.C. section 13.26.060, the City may require any bidder or vendor it believes may have discriminated to submit a Non-Discrimination Program. The Contract Compliance Officer will make this determination. This applies to all contracts and all consultants (contractors). Berkeley Municipal Code section 13.26.070 requires that all contracts with the City contain a non-discrimination clause, in which the contractor agrees not to discriminate and allows the City access to records necessary to monitor compliance. This section also applies to all contracts and all consultants. Bidders must submit the attached Non-Discrimination Disclosure Form with their proposal

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B. Nuclear Free Berkeley Disclosure Form :

Berkeley Municipal Code section 12.90.070 prohibits the City from granting contracts to companies that knowingly engage in work for nuclear weapons. This contracting prohibition may be waived if the City Council determines that no reasonable alternative exists to doing business with a company that engages in nuclear weapons work. If your company engages in work for nuclear weapons, explain on the Disclosure Form the nature of such work. Bidders must submit the attached Nuclear Free Disclosure Form with their proposal.

C. Oppressive States :

The City of Berkeley prohibits granting of contracts to firms that knowingly provide personal services to specified Countries. This contracting prohibition may be waived if the City Council determines that no reasonable alternative exists to doing business with a company that is covered by City Council Resolution No. 59,853-N.S. If your company or any subsidiary is covered, explain on the Disclosure Form the nature of such work. Bidders must submit the attached Oppressive States Disclosure Form with their proposal.

D. Conflict of Interest :

In the sole judgment of the City, any and all proposals are subject to disqualification on the basis of a conflict of interest. The City may not contract with a vendor if the vendor or an employee, officer or director of the proposer's firm, or any immediate family member of the preceding, has served as an elected official, employee, board or commission member of the City who influences the making of the contract.

Furthermore, the City may not contract with any vendor whose income, investment, or real property interest may be affected by the contract. The City, at its sole option, may disqualify any proposal on the basis of such a conflict of interest. Please identify any person associated with the firm that has a potential conflict of interest.

E. Berkeley Living Wage Ordinance :

Chapter 13.27 of the Berkeley Municipal Code requires that contractors offer all eligible employees with City mandated minimum compensation during the term of any contract that may be awarded by the City. If the Contractor is not currently subject to the Living Wage Ordinance, cumulative contracts with the City within a one-year period may subject Contractor to the requirements under B.M.C. Chapter 13.27. A certification of compliance with this ordinance will be required upon execution of a contract. The Living Wage rate is currently $12.20 (if medical benefits are provided) or $14.23 (if medical benefits are not provided). The Living Wage rate is adjusted automatically effective June 30th of each year commensurate with the corresponding increase in the Consumer Price Index published in April of each year. If the Living Wage rate is adjusted during the term of your agreement, you must pay the new adjusted rate to all eligible employees, regardless of what the rate was when the contract was executed.

F. Berkeley Equal Benefits Ordinance :

Chapter 13.29 of the Berkeley Municipal Code requires that contractors offer domestic partners the same access to benefits that are available to spouses. A certification of compliance with this ordinance will be required upon execution of a contract.

G. Statement of Economic Interest:

The City’s Conflict of Interest Code designates “consultants” as a category of persons who must complete Form 700, Statement of Economic Interest, at the beginning of the contract period and again at the termination of the contract. The selected contractor will be required to complete the Form 700 before work may begin.

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VII. OTHER REQUIREMENTS

A. Insurance

The selected contractor will be required to maintain general liability insurance in the minimum amount of $1,000,000, automobile liability insurance in the minimum amount of $500,000 and a professional liability insurance policy in the amount of $1,000,000 to cover any claims arising out of the performance of the contract. The general liability and automobile insurance must name the City, its officers, agents, volunteers and employees as additional insureds.

B. Worker’s Compensation Insurance:

A selected contractor who employs any person shall maintain workers' compensation insurance in accordance with state requirements. Sole proprietors with no employees are not required to carry Worker’s Compensation Insurance.

(Worker’s Compensation Insurance cannot be waived for any person who employs others.)

C. Business License

Virtually every contractor that does business with the City must obtain a City business license as mandated by B.M.C. Ch. 9.04. The business license requirement applies whether or not the contractor has an office within the City limits. However, a "casual" or "isolated" business transaction (B.M.C. section 9.04.010) does not subject the contractor to the license tax. The infirm, warehousing businesses and charitable organizations are the only entities specifically exempted in the code from the license requirement (see B.M.C. sections 9.04.290, 9.04.295 and 9.04.300). Non-profit organizations are granted partial exemptions (see B.M.C. section 9.04.305).

Vendor must apply for a City business license and show proof of application to Purchasing Manager within seven days of being selected as intended contractor.

The Customer Service Division of the Finance Department located at 1947 Center Street, Berkeley, CA 94704, issues business licenses. Contractors should contact this division for questions and/or information on obtaining a City business license, in person, or by calling 510-981-7200.

D. Recycled Paper

All reports to the City shall be on recycled paper that contains at least 50% recycled product when such paper is available at a cost of not greater than ten percent more than the cost of virgin paper, and when such paper is available at the time it is required. If recycled paper is not available the Contractor shall use white paper. Written reports or studies shall be printed on both sides of the page whenever practical.

VIII. SCHEDULE (dates are subject to change)

Issue RFP to potential bidders: February 5, 2010

On-site meeting for vendors February 18, 2010

Questions due February 26, 2010

Proposals due from potential bidders March 11, 2010

Evaluate and rank proposals March/April, 2010

Interview finalists Week of April 12, 2010

Final report and recommendation to Board May, 2010

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Thank you for your interest in working with the City of Berkeley for this service. We look forward to receiving your proposal.

Attachments:

Check List of Required items for Submittal Attachment A Non-Discrimination/Workforce Composition Form Attachment B Nuclear Free Disclosure Form Attachment C Oppressive States Form Attachment D Living Wage Form Attachment E Equal Benefits Certification of Compliance Attachment F Right to Audit Form Attachment G Insurance Endorsement Attachment H Company Information Attachment I Client References Attachment J Costs Proposal By System Software, Hardware, Attachment K

Equipment, Supplies, Type Of Service

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ATTACHMENT A

CHECKLIST

Proposal describing service (one original and 5 copies)

Contractor Identification and Company Information (Attachment I)

Client References (Attachment J)

Letter of Interest

Responses to all applicable sections of the Technical and Functional Specifications of the RFP.

Costs proposal by system software, hardware, equipment, supplies, type of service (Attachment K)

Agreement for Consulting Services (Attachment L)

Personal Services Contract (Attachment M)

The following forms, completed and signed in blue ink (attached):

o Non-Discrimination/Workforce Composition Form Attachment B

o Nuclear Free Disclosure Form Attachment C

o Oppressive States Form Attachment D

o Living Wage Form (may be optional) Attachment E

o Equal Benefits Ordinance Certification of Compliance (EBO-1) Attachment F

ADDITIONAL SUBMITTALS REQUIRED FROM SELECTED VENDOR AFTER COUNCIL APPROVAL TO AWARD CONTRACT.

Provide original-signed in blue ink Evidence of Insurance

o Autoo Liabilityo Worker’s Compensation

Right to Audit FormAttachment G

Commercial General & Automobile Liability Endorsement Form Attachment H

Berkeley Business License

For informational purposes only: Sample of Professional Services Contract Exhibit A Sample of Personal Services Contract Exhibit B

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NON-DISCRIMINATION/WORKFORCE COMPOSITION FORM FOR NON-CONSTRUCTION CONTRACTS

To assist the City of Berkeley in implementing its Non-Discrimination policy, it is requested that you furnish information regarding your personnel as requested below and return it to the City Department handling your contract: Organization: _____________________________________________________________________________________ Address: _______________________________________________________________ Business Lic. #: ___________

Occupational Category: __________________________ (See reverse side for explanation of terms)

Total Employees

White Employees

Black Employees

Asian Employees

Hispanic Employees

Other Employees

Female Male Female Male Female Male Female Male Female Male Female Male

Official/Administrators

Professionals

Technicians

Protective Service Workers

Para-Professionals

Office/Clerical

Skilled Craft Workers

Service/Maintenance

Other (specify)

Totals:

Is your business MBE/WBE/DBE certified? Yes _____ No _____ If yes, by what agency? _______________________

If yes, please specify: Male: _____ Female: _____ Indicate ethnic identifications: ___________________________

Do you have a Non-Discrimination policy? Yes: _____ No: _____

Signed: ________________________________________________________________ Date: __________________

Verified by: _____________________________________________________________ Date: __________________City of Berkeley Contract Compliance Officer

Attachment B

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Occupational Categories

Officials and Administrators - Occupations in which employees set broad policies, exercise overall responsibility for execution of these policies, or provide specialized consultation on a regional, district or area basis. Includes: department heads, bureau chiefs, division chiefs, directors, deputy superintendents, unit supervisors and kindred workers.

Professionals - Occupations that require specialized and theoretical knowledge that is usually acquired through college training or through work experience and other training that provides comparable knowledge. Includes: personnel and labor relations workers, social workers, doctors, psychologists, registered nurses, economists, dietitians, lawyers, systems analysts, accountants, engineers, employment and vocational rehabilitation counselors, teachers or instructors, and kindred workers.

Technicians - Occupations that require a combination of basic scientific or technical knowledge and manual skill that can be obtained through specialized post-secondary school education or through equivalent on-the-job training. Includes: computer programmers and operators, technical illustrators, highway technicians, technicians (medical, dental, electronic, physical sciences) and kindred workers.

Protective Service Workers - Occupations in which workers are entrusted with public safety, security and protection from destructive forces. Includes: police officers, fire fighters, guards, sheriffs, bailiffs, correctional officers, detectives, marshals, harbor patrol officers, and kindred workers.

Para-Professionals - Occupations in which workers perform some of the duties of a professional or technician in a supportive role, which usually requires less formal training and/or experience normally required for professional or technical status. Such positions may fall within an identified pattern of a staff development and promotion under a "New Transporters" concept. Includes: library assistants, research assistants, medical aides, child support workers, police auxiliary, welfare service aides, recreation assistants, homemaker aides, home health aides, and kindred workers.

Office and Clerical - Occupations in which workers are responsible for internal and external communication, recording and retrieval of data and/or information and other paperwork required in an office. Includes: bookkeepers, messengers, office machine operators, clerk-typists, stenographers, court transcribers, hearings reporters, statistical clerks, dispatchers, license distributors, payroll clerks, and kindred workers.

Skilled Craft Workers - Occupations in which workers perform jobs which require special manual skill and a thorough and comprehensive knowledge of the processes involved in the work which is acquired through on-the-job training and experience or through apprenticeship or other formal training programs. Includes: mechanics and repairpersons, electricians, heavy equipment operators, stationary engineers, skilled machining occupations, carpenters, compositors and typesetters, and kindred workers.

Service/Maintenance - Occupations in which workers perform duties which result in or contribute to the comfort, convenience, hygiene or safety of the general public or which contribute to the upkeep and care of buildings, facilities or grounds of public property. Workers in this group may operate machinery. Includes: chauffeurs, laundry and dry cleaning operatives, truck drivers, bus drivers, garage laborers, custodial personnel, gardeners and groundskeepers, refuse collectors, and construction laborers.

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CITY OF BERKELEYNuclear Free Zone Disclosure Form

I (we) certify that:

1. I am (we are) fully cognizant of any and all contracts held, products made or otherwise handled by this business entity, and of any such that are anticipated to be entered into, produced or handled for the duration of its contract(s) with the City of Berkeley. (To this end, more than one individual may sign this disclosure form, if a description of which type of contracts each individual is cognizant is attached.)

2. I (we) understand that Section 12.90.070 of the Nuclear Free Berkeley Act (Berkeley Municipal Code Ch. 12.90; Ordinance No. 5784-N.S.) prohibits the City of Berkeley from contracting with any person or business that knowingly engages in work for nuclear weapons.

3. I (we) understand the meaning of the following terms as set forth in Berkeley Municipal Code Section 12.90.130:

"Work for nuclear weapons" is any work the purpose of which is the development, testing, production, maintenance or storage of nuclear weapons or the components of nuclear weapons; or any secret or classified research or evaluation of nuclear weapons; or any operation, management or administration of such work.

"Nuclear weapon" is any device, the intended explosion of which results from the energy released by reactions involving atomic nuclei, either fission or fusion or both. This definition of nuclear weapons includes the means of transporting, guiding, propelling or triggering the weapon if and only if such means is destroyed or rendered useless in the normal propelling, triggering, or detonation of the weapon.

"Component of a nuclear weapon" is any device, radioactive or non-radioactive, the primary intended function of which is to contribute to the operation of a nuclear weapon (or be a part of a nuclear weapon).

4. Neither this business entity nor its parent nor any of its subsidiaries engages in work for nuclear weapons or anticipates entering into such work for the duration of its contract(s) with the City of Berkeley.

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Printed Name: ___________________________________Title:______________________________________

Signature: _______________________________________Date:_____________________________________

Business Entity: ___________________________________________________________________________

Contract Description/Specification No: Self-Check, Materials Security And Automated Materials Handling Systems / 10-10501

Attachment C

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CITY OF BERKELEYOppressive States Compliance Statement

The undersigned, an authorized agent of__________________________________________________(hereafter "Vendor"), has had an opportunity to review the requirements of Berkeley City Council Resolution No. 59,853-N.S. (hereafter "Resolution"). Vendor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with those Business Entities which maintain business relationships with morally repugnant regimes. Vendor understands the meaning of the following terms used in the Resolution:

"Business Entity" means "any individual, firm, partnership, corporation, association or any other commercialorganization, including parent-entities and wholly-owned subsidiaries" (to the extent that their operations arerelated to the purpose of the contract with the City).

"Oppressive State" means: Tibet Autonomous Region and the Provinces of Ado, Kham and U-Tsang

“Personal Services” means “the performance of any work or labor and shall also include acting as an independent contractor or providing any consulting advice or assistance, or otherwise acting as an agent pursuant to a contractual relationship.”

Contractor understands that it is not eligible to receive or retain a City contract if at the time the contract is executed, or at any time during the term of the contract it provides Personal Services to:

a. The governing regime in any Oppressive State.b. Any business or corporation organized under the authority of the governing regime of any Oppressive State.c. Any person for the express purpose of assisting in business operations or trading with any public or private entity

located in any Oppressive State.

Vendor further understands and agrees that Vendor's failure to comply with the Resolution shall constitute a default of the contract and the City Manager may terminate the contract and bar Vendor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination.

The undersigned is familiar with, or has made a reasonable effort to become familiar with, Vendor's business structure and the geographic extent of its operations. By executing the Statement, Vendor certifies that it complies with the requirements of the Resolution and that if any time during the term of the contract it ceases to comply, Vendor will promptly notify the City Manager in writing.

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Printed Name: ___________________________________Title:________________________________________

Signature: _______________________________________ Date:_______________________________________

Business Entity: ______________________________________________________________________________

Contract Description/Specification No.: Self-Check, Materials Security And Automated Materials Handling Systems / 10-10501

I am unable to execute this Statement; however, Vendor is exempt under Section VII of the Resolution. I have attached a separate statement explaining the reason(s) Vendor cannot comply and the basis for any requested exemption.

Signature: _______________________________________ Date:_______________________________________

Attachment D

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CITY OF BERKELEY Living Wage Certification for Providers of Services

TO BE COMPLETED BY ALL PERSONS OR ENTITIES ENGAGING IN A CONTRACT FOR PERSONAL SERVICES WITH THE CITY OF BERKELEY.

The Berkeley Municipal Code Chapter 13.27, Berkeley's Living Wage Ordinance (LWO), provides that contractors who engage in a specified amount of business with the City (except where specifically exempted) under contracts which furnish services to or for the City in any twelve (12) month period of time shall comply with all provisions of this Ordinance. The LWO requires a City contractor to provide City mandated minimum compensation to all eligible employees, as defined in the Ordinance. In order to determine whether this contract is subject to the terms of the LWO, please respond to the questions below. Please note that the LWO applies to those contracts where the contractor has achieved a cumulative dollar contracting amount with the City. Therefore, even if the LWO is inapplicable to this contract, subsequent contracts may be subject to compliance with the LWO. Furthermore, the contract may become subject to the LWO if the status of the Contractor's employees change (i.e. additional employees are hired) so that Contractor falls within the scope of the Ordinance.

Section I.

1. IF YOU ARE A FOR-PROFIT BUSINESS, PLEASE ANSWER THE FOLLOWING QUESTIONS

a. During the previous twelve (12) months, have you entered into contracts, including the present contract, bid, or proposal, with the City of Berkeley for a cumulative amount of $25,000.00 or more? YES ____ NO ____

If no, this contract is NOT subject to the requirements of the LWO, and you may continue to Section II. If yes, please continue to question 1(b).

b. Do you have six (6) or more employees, including part-time and stipend workers? YES ____ NO ____

If you have answered, “YES” to questions 1(a) and 1(b) this contract IS subject to the LWO. If you responded "NO" to 1(b) this contract IS NOT subject to the LWO. Please continue to Section II.

2. IF YOU ARE A NON-PROFIT BUSINESS, AS DEFINED BY SECTION 501(C) OF THE INTERNAL REVENUE CODE OF 1954, PLEASE ANSWER THE FOLLOWING QUESTIONS.

a. During the previous twelve (12) months, have you entered into contracts, including the present contract, bid or proposal, with the City of Berkeley for a cumulative amount of $100,000.00 or more?YES ____ NO ____

If no, this Contract is NOT subject to the requirements of the LWO, and you may continue to Section II. If yes, please continue to question 2(b).

b. Do you have six (6) or more employees, including part-time and stipend workers? YES ____ NO ____

If you have answered, “YES” to questions 2(a) and 2(b) this contract IS subject to the LWO. If you responded "NO" to 2(b) this contract IS NOT subject to the LWO. Please continue to Section II.

Section II

Please read, complete, and sign the following:

THIS CONTRACT IS SUBJECT TO THE LIVING WAGE ORDINANCE.

THIS CONTRACT IS NOT SUBJECT TO THE LIVING WAGE ORDINANCE.Attachment E

Revised 01/05/10


The undersigned, on behalf of himself or herself individually and on behalf of his or her business or organization, hereby certifies that he or she is fully aware of Berkeley's Living Wage Ordinance, and the applicability of the Living Wage Ordinance, and the applicability of the subject contract, as determined herein. The undersigned further agrees to be bound by all of the terms of the Living Wage Ordinance, as mandated in the Berkeley Municipal Code, Chapter 13.27. If, at any time during the term of the contract, the answers to the questions posed herein change so that Contractor would be subject to the LWO, Contractor will promptly notify the City Manager in writing. Contractor further understands and agrees that the failure to comply with the LWO, this certification, or the terms of the Contract as it applies to the LWO, shall constitute a default of the Contract and the City Manager may terminate the contract and bar Contractor from future contracts with the City for five (5) years from the effective date of the Contract termination. If the contractor is a for-profit business and the LWO is applicable to this contract, the contractor must pay a living wage to all employees who spend 25% or more or their compensated time engaged in work directly related to the contract with the City. If the contractor is a non-profit business and the LWO is applicable to this contract, the contractor must pay a living wage to all employees who spend 50% or more or their compensated time engaged in work directly related to the contract with the City.

These statements are made under penalty of perjury under the laws of the state of California.

Printed Name: ___________________________________Title:________________________________________

Signature: _______________________________________ Date:_______________________________________

Business Entity: ______________________________________________________________________________


Section III__________________________________________________________________________________________________

* * FOR ADMINISTRATIVE USE ONLY -- PLEASE PRINT CLEARLY * * *

I have reviewed this Living Wage Certification form, in addition to verifying Contractor's total dollar amount contract commitments with the City in the past twelve (12) months, and determined that this Contract IS / IS NOT (circle one) subject to Berkeley's Living Wage Ordinance.

_________________________________ _________________________________________Department Name Department Representative

Attachment E (page 2)

Revised 01/05/10


Form EBO-1CITY OF BERKELEY

CERTIFICATION OF COMPLIANCE WITH EQUAL BENEFITS ORDINANCEIf you are a contractor, return this form to the originating department/project manager. If you are a vendor (supplier of goods), return this form to the Purchasing Division of the Finance Dept.

SECTION 1. CONTRACTOR/VENDOR INFORMATIONName: Vendor No.:Address: City: State: ZIP:Contact Person: Telephone: E-mail Address: Fax No.:

SECTION 2. COMPLIANCE QUESTIONS

A. The EBO is inapplicable to this contract because the contractor/vendor has no employees. Yes No (If “Yes,” proceed to Section 5; if “No”, continue to the next question.)

B. Does your company provide (or make available at the employees’ expense) any employee benefits? Yes No

If “Yes,” continue to Question C.If “No,” proceed to Section 5. (The EBO is not applicable to you.)

C. Does your company provide (or make available at the employees’ expense) any benefits to the spouse of an employee?........................................................................................ Yes No

D. Does your company provide (or make available at the employees’ expense) any benefits to the domestic partner of an employee?......................................................................... Yes No

If you answered “No” to both Questions C and D, proceed to Section 5. (The EBO is not applicable to this contract.) If you answered “Yes” to both Questions C and D, please continue to Question E. If you answered “Yes” to Question C and “No” to Question D, please continue to Section 3.

E. Are the benefits that are available to the spouse of an employee identical to the benefits that are available to the domestic partner of the employee?............................................... Yes No

If you answered “Yes,” proceed to Section 4. (You are in compliance with the EBO.)If you answered “No,” continue to Section 3.

SECTION 3. PROVISIONAL COMPLIANCE

A. Contractor/vendor is not in compliance with the EBO now but will comply by the following date:

By the first effective date after the first open enrollment process following the contract start date, not to exceed two years, if the Contractor submits evidence of taking reasonable measures to comply with the EBO; or

At such time that administrative steps can be taken to incorporate nondiscrimination in benefits in the Contractor’s infrastructure, not to exceed three months; or

Upon expiration of the contractor’s current collective bargaining agreement(s).

Revised 01/05/10

To be completed byContractor/Vendor


B. If you have taken all reasonable measures to comply with the EBO but are unable to do so, do you agree to provide employees with a cash equivalent?* ..................................... Yes No

* The cash equivalent is the amount of money your company pays for spousal benefits that are unavailable for domestic partners.

SECTION 4. REQUIRED DOCUMENTATION

At time of issuance of purchase order or contract award, you may be required by the City to provide documentation (copy of employee handbook, eligibility statement from your plans, insurance provider statements, etc.) to verify that you do not discriminate in the provision of benefits.

SECTION 5. CERTIFICATION

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that I am authorized to bind this entity contractually. By signing this certification, I further agree to comply with all additional obligations of the Equal Benefits Ordinance that are set forth in the Berkeley Municipal Code and in the terms of the contract or purchase order with the City.

Executed this _______day of _________________, in the year __________, at __________________, ________ (City)

(State)

_____________________________________ ______________________________________Name (please print) Signature

_____________________________________ ______________________________________Title Federal ID or Social Security Number

FOR CITY OF BERKELEY USE ONLY

Non-Compliant (The City may not do business with this contractor/vendor)

One-Person Contractor/Vendor Full Compliance Reasonable Measures

Provisional Compliance Category, Full Compliance by Date: _________________________________________

Staff Name(Sign and Print): _____________________________________Date: ____________ ________________

Attachment F

Revised 01/05/10


CITY OF BERKELEYRight to Audit Form

The contractor agrees that pursuant to Section 61 of the Berkeley City Charter, the City Auditor’s office may conduct an audit of Contractor’s financial, performance and compliance records maintained in connection with the operations and services performed under this contract.

In the event of such audit, Contractor agrees to provide the Auditor with reasonable access to Contractor’s employees and make all such financial, performance and compliance records available to the Auditor’s office. City agrees to provide Contractor an opportunity to discuss and respond to/any findings before a final audit report is filed.

Signed:______________________________________ Date:__________________

Print Name & Title:_______________________________________________________

Company:_______________________________________________________________


Please direct questions regarding this form to the Auditor's Office, at (510) 981-6750.

Attachment G

Revised 01/05/10


CITY OF BERKELEYCommercial General and Automobile Liability Endorsement

The attached Certificates of Insurance are hereby certified to be a part of the following policies having the following expiration dates:

Policy No. Company Providing Policy Expir. Date_______________ __________________________ ________________________ __________________________ ________________________ __________________________ ________________________ __________________________ _________

The scope of the insurance afforded by the policies designated in the attached certificates is not less than that which is afforded by the Insurance Service Organization's or other "Standard Provisions" forms in use by the insurance company in the territory in which coverage is afforded.

Such Policies provide for or are hereby amended to provide for the following:

1. The named insured is ________________________________________.

2. CITY OF BERKELEY ("City") is hereby included as an additional insured with respect to liability arising out of the hazards or operations under or in connection with the following agreement:_______________________________________________________.

The insurance provided applies as though separate policies are in effect for both the named insured and City, but does not increase the limits of liability set forth in said policies.

3. The limits of liability under the policies are not less than those shown on the certificate to which this endorsement is attached.

4. Cancellation or material reduction of this coverage will not be effective until thirty (30) days following written notice to __________________________________, Department of ___________________________, Berkeley, CA.

5. This insurance is primary and insurer is not entitled to any contribution from insurance in effect for City.

The term "City" includes successors and assigns of City and the officers, employees, agents and volunteers.

_______________________________________Insurance Company

Date: _____________ By: ______________________________________Signature of Underwriter'sAuthorized Representative


Attachment H

Revised 01/05/10


ATTACHMENT I

COMPANY INFORMATION

All vendors must submit this information in their proposal

Corporate Experience and Capacity

Vendor shall provide information that documents their firm’s experience and capacity to produce the required outcomes. Vendor is defined as the company, entity, or partnership that is submitting a proposal under this RFP, not individual companies in a partnership of joint venture. This information shall include:

1. Form of ownership2. Number of years the vendor has been in business under its current name3. State any previous company names, and years in business as such4. Describe the length and nature of the vendor’s experience in providing the products and services

requested in this RFP. Vendor should be specific in detailing length of time supplying types of equipment as specified in this response, and over that period, the source of said equipment.

5. Vendor’s financial strength6. Corporations shall provide the year and state of incorporation7. Partnerships shall provide the names of the partners, and the length of its existence8. Experience and type of relationship with any ILS or other vendor where interoperability of

vendors equipment will be necessary for successful operation9. State if the vendor is presently negotiating a sale, acquisition or merger that would alter the

vendor’s existing structure10. Any other information that demonstrates the vendor’s experience, ability and capacity to produce

the required outcomes requested in this RFP.

Revised 01/05/10


ATTACHMENT J

CLIENT REFERENCES

Vendor shall submit a complete listing of all previous customers during the past three years for all work similar in size and scope to this RFP. The services provided to these clients must have characteristics as similar as possible to those requested in this RFP. Information provided for each client must include the following:

1. Client’s name

2. Brief explanation of what the contract covered

3. Time period of the project or contract

4. Size of the reference

5. Number of employees

6. Contact person

7. Title

8. Address

9. Phone number

10. E-mail address

Failure to provide the above information may result in the vendor being disqualified and its proposal not considered. Berkeley Public Library reserves the right to contact any and all references to obtain, without limitation, information regardless of the vendor’s performance on the listed jobs.Berkeley Public Library reserves the right to contact any and all references to obtain, without limitation, ratings for the following performance indicators:

How would you rate the firm’s efforts in providing equipment/materials as requested in this RFP? How would you rate the overall knowledge and skills of the team in the requirements of the project? How satisfied were you with the equipment and materials? How satisfied were you with the service provided by this company. Were you satisfied with this

company’s assumption of responsibility and their ability to work with other vendors in the library (ILS) How satisfied where you with compatibility with your existing systems?

Would you purchase equipment/materials again in the future?

Revised 01/05/10


ATTACHMENT K

PRICE PROPOSAL

The following charts provide the numbers of items that are to be included in the proposal for specific components. This is not an all-inclusive list of pricing you should supply. Please provide pricing for all System Components and Services for which you are submitting a proposal. Also indicate at what levels, tiers or number of units discounts are available.

Gates and stationsMain Claremon

tNorth South West Total

Security gates (pairs) 3 1 2 2 1 9Self-check stations 6 3 3 3 3 18Unlocking stations for media 6 3 3 3 3 18Staff stations 8 3 3 3 3 20Tag programming stations 4 1 1 1 1 8

Self-checkItem NumberSoftware 1

Seats 18

SIP licenses Indicate number required:

____

Media Self-checkSupplies NumberCD – single cases 40,000

CD – double cases 4,500

DVD – single cases 7,000

DVD – double cases 800

Automated Materials HandlingUnit NumberBase sorting unit (Main Library) 1

Base sorting unit (Branch) 4

Cost per additional sorting bin 1

Cost per additional expansion unit 1

Revised 01/05/10


ATTACHMENT K (continued)

Security Supplies

Provide pricing for tags at the following levels. Also indicate at what levels discounts are available. Provide pricing for all types of tags available.

Book tags Increments of 25,000Increments of 50,000Increments of 100,000

Media tags Increments of 25,000Increments of 50,000Increments of 100,000

Maintenance

Include pricing for different tiers of maintenance if available.

Maintenance AgreementInitial maintenance agreement

Annual maintenance agreement renewal

Multi-year maintenance agreement option

Revised 01/05/10

RFP Boilerplate

Documents

library systems

main library

director of library

materials security

proposal rfp

main downtown berkeley

midsized urban library

city liable