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HomeMy WebLinkAboutRESPONSE - RFP - 7296 AUTOMATED MATERIALS HANDLING SORTER3M Library Systems r r � r Libraries Automated Materials Handling/Sorter Proposal for City of Fort Collins Proposal No 7296 October 28, 2011 3M Library Systems 3M Center, Bldg. 225-4N-14 St. Paul, MN 55144 Contact: Shawn Brumley Phone:940-367-9738 Fax:651-736-0030 Email: scbrumley(a)mmm.com • METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Exhibit A — Technical Requirements Worksheet Item # Item Description/Request Response Comments Reliability/Performance 1 System must have an accuracy rating Meets for RFID tag reading of at least Requirements 99.9% 2 System must have an up -time rate of Meets Included in the service contract for the at least 98%. Requirements 3M IRSS is two preventative maintenance service calls annually to assure system reliability and a high up time rate. 3 System must be 98% reliable during Meets operational hours after installation, Requirements and for a period no less than the full warranty period. 4 System must have an average Meets discharge rate (from RFID reader) of Requirements one second per item at least 95 percent of the time. 5 Systems must be sized to handle 90- Meets 95% of returned materials, based on Requirements material types and sizes, speed of equipment and expected circulation. 6 Specify the number of items that can Meets The 3M'" Intelligent Re rn�atron and be checked in and sorted per hour Requirements staff units can hand 1200 items per using the proposed system. hour. The Sorter system can handle 2700 items per hour. 7 System must provide real-time Meets check -in of all items returned. Requirements General Functionality 8 System must be compatible with Meets floating collection functionality. Requirements Specifically, the system needs to identify the correct location code by which to sort each item. 9 Staff must be able to add items for Meets • check -in without having to walk to Requirements the book chute using an internal induction point. 3M Library Systems METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response 10 The Library's RFID tags are on 13.56 Meets MHz frequency and meet the ISO Requirements 15693 standard, and are written to Bibliotheca data model 12. Confirm compatibility. Comments 11 System must accept all item types. If Meets any item types are not accepted, they Requirements must be listed as exceptions in the response to this item. 12 System must accommodate any Meets with Minimum 0.21"H x 4.5"W x 4.5% items that fit in a standard book Modification Maximum 3.0"H x 12.5"W x 13% return slot with an opening size of 3 W high x 14 7/8" wide. Please specify any size limitations for your system beyond this standard size. 13 System must not interfere with other Meets equipment, including, but not limited Requirements to, PCs, automated library system clients, wireless laptops, and RFID • stations. 14 System must operate at a noise level Meets The 3M Intelligent Return and Sorter below normal conversation levels. Requirements has been measured to be less than 55 The maximum sound level should dB with both the induction and sorter not be louder than 60 dB at 3-5' from belts running one meter from the source. source. 15 System must include sealed electric Meets motors, not air compressors, to Requirements control noise and eliminate introduction of pneumatic hoses and devices in public spaces. 16 System must provide an emergency Meets Emergency stop buttons are located stop button. Please indicate where Requirements within easy reach on top of the first any emergency stop buttons are sort unit, with additional stop buttons located on base unit and on any placed on every other sort unit. A 9 bin expansion modules or remote sorter will have 5 stop buttons place on locations. every other sort unit. 17 System must include an option for a Meets checkin receipt for the patron. Requirements 18 System must provide a touch screen Meets with The 3M Intelligent Return Plus interior for patron use at all induction points. Modification model has an LCD touch screen . interface, and the exterior model has an LCD screen with a 4 button interface. 3M Library Systems AW I SoILltlorl ioi City of Fort CCllins METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN • Item # Item Description/Request Response Comments 19 System must provide a built-in, non- Meets Receipt paper: proprietary receipt printer with high Requirements Width: 3.15 inches [80 mm] capacity paper. Please list length of paper roll. Diameter: 8.0 inches [203 mm] Length: 1,750 ft. [533.4 m] per roll 20 The receipt printer must provide an Meets auto -cut capability. Requirements Downtime Operations 21 System must have capability to Meets The 3M Intelligent Returns have a Store capture information when Requirements and Forward feature that will capture connection to the ILS is lost, and information when connection to the ILS then relay the information to the ILS is lost. The system can be configured to server after connection is restored. store and forward item information automatically when the connection to the ILS is lost and restored. RFID Services 22 Vendor must be able to demonstrate, Meets The 3M System Architecture includes a upon request, how the system can Requirements Tag Data Manager feature that • read and write to multiple tag data currently provides support for most tag formats and allow for maximum data formats (data models) in use today interoperability. The Library's tags including the 3M format, the ISO 28560 are on 13.56 MHz frequency and part two and part three formats, the meet the ISO 15693 standard, and Danish format, Finnish format, French, are written to Bibliotheca data Dutch, and many vendor specific model 12. formats including the Bibliotheca data model 12. The 3M Tag Data Manager supports reading multiple tag data formats simultaneously. • 23 System must reactivate the RFID Meets The 3M Intelligent Return and Sorter security bit. Please indicate in your Requirements System will reactivate the AFI security response any impact that this byte when the item has been checked in function will have on the and verified. This step has no impact performance (speed) of the system. on the speed or throughput of the system. 24 System must not interfere with Meets other Library systems RFID tags Requirements (interlibrary loans, neighboring libraries, Prospector, etc.). 3M Library Systems HMH Solution for City of Foil Collins I • METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response 25 If selected vendor is NOT able to Meets read/write Bibliotheca's tags, it Requirements MUST be willing to sign a non- disclosure agreement with Bibliotheca to obtain the software code necessary to read/write to the tags. Bibliotheca has indicated that they are amenable to this. ILS Interface 26 System must interface with the Meets Library's existing ILS, which is from Requirements Innovative Interfaces, Inc. 27 Sorter must accommodate SIP2 Meets protocol to connect to our ILS Requirements system to perform all functions. All short-listed vendors will be expected to perform a SIP2 compatibility test with our ILS. 28 System must not use a proprietary Meets ILS connection or operating system. Requirements 29 To ensure interoperability with Meets other ILS systems, sorter must also Requirements provide support for socket and telnet systems. 30 In the event that the Library moves to a different ILS platform, Vendor must provide compatibility with other ILS systems. Please identify configuration changes and potential costs should the Library change ILS platforms. List the different ILS platforms currently supported. Comments The 3M System Architecture includes a Tag Data Manager feature that currently supports the Bibliotheca data model 12. Meets The 3M Intelligent Return and Sorter Requirements System interfaces with other ILS systems via SIP, SIP2, or NCIP. We have successfully interfaced with all major ILS systems that support the SIP protocol. 3M Library Systems AMH Solution for City of Fort Collins 10 0 i • METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response 31 Vendor must agree to provide NCIP Meets (National Information Standards Requirements Organization Circulation Interchange Protocol standard that defines messaging between circulation systems) or a possible new SIP standard interface within 120 days after our ILS vendor provides documentation about their implementation of either of these protocols applicable to sorting. State the cost, if any, to provide the future capability should it be required. Comments The 3M Intelligent Return and Sorter System interfaces currently support for NCIP and we will support the new SIP standard interface in the future. 32 Identify the database structure used Meets For statistical reporting, the system will by the software; specifically identify Requirements store only item information. Item ID, what data is stored on the system. Item type, Bin, date/time stamp, session id. This data will be used for the following types of reports. • Items by bin by Day of Week • Items by Day of Week • Items by type by Hour • Items by Hour • Sessions by Day of Week • Sessions by Hour 33 Identify any information stored on Meets No patron information is stored. The the system, including patron and Requirements item information is described above item information, and how long such and will stay on the system indefinitely data is retained on the system. until the library wishes to remove. 34 Sorter must enable returned item to Meets be identified in the ILS as having Requirements been returned and update the patron account in real time. Log files are also kept on the system showing SIP communications with the ILS. These files are temporary and overwritten periodically (weekly) depending on the amount of traffic generated. 3M Library Systems tyMi 10olution foi City of Fort CoilinS "I'I • METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response 35 System must be compatible with Meets Innovative's Sorter API. It should be Requirements able to use the API to clear status at checkin. For example, an item on "m" status must automatically be changed to "-" status upon checkin. 36 Sorter must allow back -dating. Meets Requirements Remote Interface 37 Sorter must be accessible by staff Meets and Vendor from a remote location Requirements using VNC or other remote control software. Comments The 3M Intelligent Return System Manager is a web -based management and configuration utility that is included with each Intelligent Return unit allowing remote access for configuration and management of system. The sorter controller is accessible by staff and Vendor remotely using a remote monitoring tool called Kaseya that can be used by library staff or 3M. 38 Does the system allow monitoring of Meets The 3M Intelligent Return System the system over the network Requirements Manager can be configured to alert staff through SNMP or other management for various conditions via e-mail. protocols? 39 Do sorter settings allow for sorter to Meets Each Intelligent Return unit has a staff be managed on -site to view user Requirements interface for on -site access to view user screens, change some configuration screens, change configuration settings, settings, and run reports? and run reports. 40 Do sorter settings allow for sorter to be managed online to change administrative -level configuration settings and push software updates to each sorter via web browser interface? Sorting Functionality Meets The 3M Intelligent Return System Requirements Manager is a web -based management and configuration utility that is included with each Intelligent Return unit allowing remote access for configuration and management of system. Configuration settings can be saved and pushed to each induction unit. The optional 3M Command Center Software is a centralized configuration management tool that can also be used to aggregate reports and manage configuration settings for deployment to multiple units. 3M Library Systems APvlhI Solution for City 0 F ort Gollins i2 METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN • Item # Item Description/Request Response Comments 41 State electrical power requirements Meets Each sorter unit, each induction unit, for sorter base unit and additional Requirements and each conveyor module requires power requirements per expansion 100-120 VAC 60 Hz, 1.5 amps or 200- unit. 240 VAC 60 Hz, .8 amps. The 3M Intelligent Return and Sorter System FX Architect/Contractor's Package has detailed electrical requirements. 42 Sorter must have 3 induction points Meets Please see attached layout included in - 1 staff, 1 internal public, 1 external Requirements the Attachment Section. public. Please diagram how your proposed system might accommodate these needs, given the layout of existing book returns and the space available. Include in your diagram any required workstations, electrical, network and other structural or mechanical components required for successful operation. 43 Automated sorting equipment must Meets • be able to check in all formats of Requirements materials (any items that fit in a standard book return) including, but not limited to, hardcover books, paperback books, magazines, folio/oversized books, children's and other slim books, board books, kits in plastic bags, audio books, DVDs, and CDs. Please indicate in your response the standard materials sizes supported by the sorter without staff intervention under normal operation. Identify special materials sizes or types that may require staff intervention under normal operation. 44 Does the proposed automated Meets Less than 1 person is required to sorting equipment require more Requirements supervise and operate the 3M than one staff member to supervise Intelligent Return and Sorter System. and operate? 45 Sorter must be able to automatically Meets The 3M Intelligent Return units feed materials from book returns Requirements automatically feed materials to the without staff intervention. sorter after they are inserted by the • patron. 3M Library Systems METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN • Item # Item Description/Request 46 Automated sorting equipment must be capable of distributing returned items into separate bins according to criteria established by the Library. 47 Sorter must be able to provide multiple, customizable sorting profiles at a click of a button. Please describe in detail the user level security profiles allowed. Specifically, can some options be designated "administrator level" and others "user level" and if so, which options are at each level. 0 is Response Comments Meets Requirements Meets System Manager has three levels of Requirements security: No password is required to access the System Manager's Home page, which provides basic system information and usage statistics. The absence of password protection makes it easy for staff to use these features. Basic password enables the staff to change a limited number of settings and view system and support information. Advanced password enables an administrator to change all operating parameters accessible in System Manager. 3M Library Systems - iwlri Soluuon for crn/ of ;- ul; , Nliw, 14 METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response Comments 48 How much customization is Meets There are two ways to configure your available in the software sorting Requirements system for sorting. profile? How many and which fields 1-Sorting can be done using a sort file: can the system sort on with one pass through the sorter? In other words, Using the sort file requires your ILS to how many fields or criteria can the provide a list of item identifiers, media sorter use in determining an initial type, and sort location. This sort file is sort? dynamically loaded into the Intelligent Return. 2-Sorting can be done using information about the item from the SIP return message: The ILS returns data in the checkin response through NCIP and SIP protocols. The available fields for sorting are: sort bin, destination location, permanent location, alert type, magnetic media, media type, call #, and collection code. The sort matrix can be configured using • these sorting fields returned by SIP and NCIP to determine where the item should be routed. There is no practical limit to the number of sort fields and sort criteria that can be used to assure items will be sorted properly in one pass. Example: You can program the sort matrix so that when an item is checked in, the check -in response returns the alert type field set to a hold type (hold for Interlibrary loan, hold for this library, hold for other branch. The item is then sorted to the exception bin and a staff receipt can be printed to identify the item and the type of alert. This same behavior can be achieved using NCIP fields. 49 Sorter must be able to separate Meets items that have no or damaged RFID Requirements tags from other items. 50 System must be modular, allowing Meets • for expansion to a virtually Requirements unlimited number of bins. 3M Library Systems r E METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request 51 System must provide bin -full notification, and disable sorting to that bin until resolved. Please indicate whether a special bin type is required in order to provide this functionality. 52 System must have the option to provide bin -missing notification, and disable sorting to that bin until resolved. Please indicate whether a special bin type is required in order to provide this functionality. 53 System must provide an audible alert when the sorter requires staff attention; such audible alert must be able to be disabled by on -site library staff should such an option be desired. Response Comments Meets No special bin type is needed for this Requirements functionality. Meets No special bin type is needed for this Requirements functionality. Meets Audible alerts and voice alerts are Requirements available. 54 Sorter conveyor must be designed to Meets • prohibit materials from becoming Requirements stuck in the belt or falling off the side of the belt. • 55 In the staff mode, the user may Meets access, upload, and print statistics Requirements for each induction point and the sorter bins. This information will be useful for deciding how to adjust the sorter configuration to improve staff workflow. 56 System must operate only when it Meets senses materials being returned. Requirements Outputs 3M Library Systems AMH Sold on for City of Fort Collins 16 October 25, 2011 City of Fort Collins Purchasing 215 North Mason Street, 2nd Floor Fort Collins, CO 80524 Subject: Request for Proposal 7296, Automated Materials Handling/Sorter Dear Members of the Selection Committee, We are pleased to respond to your request for proposals. At 3M Library Systems we have been providing libraries with innovative productivity and security solutions for over forty years. This experience helped us create the 3M Intelligent Return and Sorter System (IRSS), which we designed specifically for the needs of libraries. By implementing this automated materials Handling (AMH) system, we can provide your patrons with a return option that they will enthusiastically use, provide immediate check -in of their returned items, and thanks to its high accuracy and reliability will pre-sort nearly all returned items. Reasons for choosing us as your partner for this project include: • Usability. Our Intelligent Returns include LCD displays that provide patrons with visual prompts that make it easy for them to quickly return items on their own and have them immediately checked in. These returns also include receipt printers giving your patrons the option to print receipts. • • Effectiveness. Thanks to our system's use of positive check -in, it provides highly accurate sorting of returned materials - virtually eliminating the need for your staff to manually resort materials. Our ISO 9001 registered design and manufacturing processes help ensure the high quality and reliability. • Modularity. The 3M IRSS is a completely modular AMH system. This makes it easy for us to expand your system as your needs grow by adding more sort locations and improves its reliability. • RFID Compatibility. Our system is also able to process items that use ISO -compliant RFID tags, and do so using nearly any tag data format including published proprietary formats from Bibliotheca. • ILS Compatibility. You can be confident that our system will work seamlessly with the Millennium ILS. We are an Innovative Interfaces partner and have experience implementing systems within Millennium environments. Furthermore, we created the SIP2 protocols specified in your RFP. • Vendor Support. We are committed to achieving your goals, which is why our solution includes services such as sit�lannine training, and on -site service provided by our trained field -service technicians, three of whom are based in Denver. We also offer a 100% performance guarantee, 60- which comes from a financially healthy company with a long history of supporting our customers. Based on experience with libraries like High Plains Library District, our team is confident that we can ,ems implement an AMH solution that will enable you to successfully address the challenge of how to handle large increases in circulation that you have been experiencing. We appreciate your consideration of our proposal and our account representative, Shawn Brumley would be pleased to answer any questions that you have. You can contact Shawn by phone at (940) 367-9738, or by e-mail at: scbrumleyPmmm.com. Si/nswly„ • Sebastian, nager Bids and Contracts 3M Library Systems METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response Comments 57 Detail the system print options for Meets When an item is checked in with the ILS items with holds and checked in Requirements the system, the check -in response items. should return the alert type field set to a hold type (hold for Interlibrary loan, hold for this library, hold for other branch. The item is then sorted to the exception bin and a staff receipt can be printed to identify the item and the type of alert. This same behavior can be achieved using NCIP fields. See below for some of the options available Staff Slip Language Language: English (United States) Staff Configure Staff Slip... Select Staff Slipsto print: r Hold for this library • r Hold for transit r Hold for inter -library loan ry Transit ry Unknown Save settings Sratl Slip hdotmatlon to pilot ❑✓ Header ten n Header image ❑ Destination R AJed type R Hold expiration date Days Until hold expires: 7 ❑Hold patron's name Leftmost characters to show 5 (set to 0 to show whole name) ❑ Hold patron's ID Leftmost characters to show '$ (set to 0 to shay whole ID) 2 hem title R hem ID 0 Transaction dateltime • n Footer text U Footer image 3M Library Systems AMH Solution for City of Fort Collins 17 0 0 METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request 58 Indicate if system supports e-mail messaging to alert staff or administration when the system requires attention or is out of order. Response Comments Meets Requirements 59 Does system support email Meets Yes, email alerts can be sent to staff messaging to alert staff when receipt Requirements when the receipt printer is out of paper. printer, where attached, is out of paper? 60 Provide samples of reports the Meets Please see attached sample reports system is capable of producing, Requirements included in our Attachment Section. including check -ins, sorts and errors. Patron Interaction 61 System must provide an intuitive Meets user system for patrons. Requirements 62 User interface for all materials Meets returns must provide simple visual Requirements guidance that can easily be understood by all users. Please include photos or cut sheets to demonstrate what the typical user interface for your proposed system would look like to a patron at an exterior book return and at an interior book return. 63 System must not require patrons to Meets identify themselves or interface with Requirements the library's ILS in order to place the item in the book drop. 64 System must allow items to be Meets returned in any orientation. Requirements Photos of our user interface are included in our Attachment Section. 65 System must clearly indicate if it is Meets If multiple items are returned, the not ready to accept the next item. Requirements system will not accept them, and show Describe sequence if multiple items a message asking the patron to place are returned simultaneously. one item at a time. 66 System must be able to process Meets library materials without danger of Requirements damaging or erasing media (e.g. video cassettes) or RFID tags. 3M Library Systems E • • METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response Comments 67 The external and internal patron Meets returns must provide an attractive Requirements d6cor and retain appearance with age. 68 Sorter exterior returns must have a Meets door or overhang to protect contents Requirements from weather; such door must be configured to open or provide access without presentation of a library card. Please provide a photo or cut sheet showing proposed materials returns for both interior and exterior materials returns. 69 The system must have an option that Meets supports a user -selected Spanish Requirements language interface. 70 System should have video capability Does not meet with camera resolution capable of requirements identifying user in event of vandalism or foreign object return. 71 The external patron return must Meets have a secure door and/or photo eye Requirements that automatically starts the conveyor by user interaction. Space Allocation/Facility Impacts 72 System must be made to adapt to Meets corners, obstacles and varying Requirements heights as required for library situation. 73 System must be installed in such a way that staff will still have safe passage into and around all parts in order to service both the sorter/conveyor and optional manual/emergency book returns. Meets Requirements The 3M Intelligent Return and Sorter System comes standard with a high resolution video camera normally used for monitoring the system operation. Some libraries have purchased commercially available video equipment for monitoring the exterior areas of the building such as book drops. 3M Library Systems ANIIH ;)')IW1011 101 Cry of Font Collins 19 METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN • Item # Item Description/Request 74 Sorting equipment must integrate seamlessly with a standard book drop. Indicate third -party book drops that are compatible with the sorter. 75 The location described in RFP Section C. "Location Details" and given the descriptions and drawings attached, please describe 1) where you might place a sorter within the Circulation Workroom, 2) how you would recommend that internal and external book returns be accommodated and/or connected to the sorter without impacting flow through the space, 3) required clearances at all equipment, 4) the dimensions of proposed sorter to include expansion modules, and 5) what facility modifications we might • anticipate in order to accommodate the proposed system. Include structural as well as mechanical and/or electrical modifications. 76 Describe the operating cost impact the Library might anticipate (in kWh) for the proposed base system and for any expansion modules, assuming 24 hour/ 7 day operation. Include a description of any supplemental heating or cooling that may be required due to the operation of the system Legal/Code 77 Each Vendor must attach a copy of its standard contract for the proposed systems. The Library will forward the contract of the selected Vendor to its attorney for development of a Contract for the project. Include with the contract draft a copy of all warranties and proposed service contracts. Response Comments Does not meet The 3M Intelligent Return and Sorter System uses a 3M patron return unit designed specifically to interface with the 3M sorter system. Meets Please see drawing included in our Requirements Attachment Section. Meets The impact on the heating and cooling Requirements required is minimal. Supplemental heating or cooling should not be required. Meets A copy of our standard contract is Requirements included in our Attachment Section. 3M Library Systems • • 11 METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response Comments 78 System must be FCC Part 15 Meets certified. Requirements 79 Patron and staff interfaces must meet ADA requirements or any other requirements mandated by the State of Colorado, Larimer County or local code entity including: - ADA requirements for visually impaired users; - ADA requirements for height and reach; - Section 508 technical standards and performance criteria 80 All parts of system must meet building and code requirements applicable to unmonitored materials returns. In particular, the Library is interested in knowing what modifications might be required to convert its existing book drop returns to an open arrangement to allow the sorter/conveyor to operate 24 hours/ 7 days per week even in unstaffed situations. 81 The complete system and all components, including monitors, computer component, sorter/conveyor parts and equipment must meet worldwide safety requirements including UL (USA). All equipment must be UL approved for adequate fire and safety compliance. Meets with 3M takes significant consideration for Modifications ADA requirements when designing all products. These requirements include but are not limited to considerations for maximum reach distance and wheel chair access. Examples of this can be seen on our user interface where touch screen buttons are located below the maximum reach height to ensure easy access. We utilize both on screen graphical instructions, human readable text, and positive and negative audible tone instruction to ensure our product is as simple to use as possible. Meets The 3M Intelligent Return and Sorter Requirements System can be used 24/7 in unstaffed situations. We have several installations in operation in the northern Colorado area that operate 24/7. An optional bar-code scanner can be added to the external induction unit requiring patron authentication before the system will accept items. Meets with Our patron and staff return units are Modification UL certified, our sorter is ETL certified. 3M Library Systems AMi I S,OILtion for City of Fort Collins 21 • METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request 82 The Library would look favorably on equipment that is Energy Star certified, has met standards for reduced energy usage and heat gain or other demonstrable progress toward sustainability goals. Please indicate in your response any equipment that would contribute toward reduced energy usage or sustainability goals and cost difference to standard systems. Installation 83 Provide a detailed project plan outlining full installation of the system for the Main Library. Detail tasks the library needs to have completed before installation of the system and tasks the Vendor needs to have completed before installation of the system. 84 Provide a proposed timeline for installation at the Main Library from contract execution date. Include any milestones that must be met. Please note that it is the Library's goal to implement the installation and operation at the Main Library in the April/May 2012 timeframe. 85 The Library acknowledges that some level of disruption to the normal workflow of the library is likely during the installation of the System. Vendor will be expected to work closely with the library's Project Manager in formulating an installation plan. Please provide detail to describe how you minimize disruptions to the normal, ongoing circulation processes and general work flow at the library during installation and testing of the system and typical durations. Response Comments Does not Meet Our system is not Energy Star certified at this time. Meets Requirements Meets Requirements Meets Requirements 86 All hardware supplied by Vendor Meets must be new and under warranty. Requirements 3M Library Systems AMH Solution for City of Fort Collins 22 • • METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response 87 The sorter will have a separate post- Meets installation acceptance test with Requirements three components: 1) A review to determine that all specified features are present; 2) a measurement of response times, and 3) a measurement of reliability following Vendor's written certification that the system is fully installed and operational. The Contract negotiated between the parties will contain specific timelines for testing and for corrective action. Support/Maintenance/Training 88 Describe technical support options and ongoing maintenance agreements. Provide sample documentation of the support and maintenance options available. Comments See acceptance test document in attachment section Meets Our service agreement is included in Requirements our standard contract which in included in our Attachment Section.. 89 Describe 1 year (required) and Meets multi -year (additive) warranty and Requirements maintenance options, specifying which elements of the system are covered and under what terms. The Library will select the maintenance option it feels is most appropriate for its needs. 90 The Library is highly interested in self -performing some level of maintenance. Provide detailed information about training that will be included to Library maintenance staff with regard to installation and maintenance of equipment component pieces without warranty implications. See our standard contract. Meets Training is done on site by the installing Requirements technician and can be for as many staff members as required. Training will take one to two hours depending on number of staff. Additional training can also be provided by our Software Support team or Technical Service group on a remote web conference as needed. The training materials used are the 3M Sorter System FX Owner's Manual, the 3M intelligent Return Owner's Manual, and the 3M Intelligent Return Administrator's Guide. These manuals are supplied electronically with the equipment and can also be downloaded from the 3M web site. 3M Library Systems AMH Solution f0l City of Fort Collins 23 0 U METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response Comments TRAINING OUTLINE • Intelligent Return controls and components • Check -in buttons • Receipt printer (optional with Classic models) • Patron monitor (Plus only) • Staff monitor • Optional 375 resensitizer • Power connection • Network connection • Power on/off switch • Location of RFID and barcode readers • Staff Model components • Sorter System FX controls and components • System Controller components and controls • Touch screen • Keyboard • Camera • On screen Start/Stop buttons • Lift gate operation • E-Stops • Bin full and bin missing sensors • Power connectors • Network connector • Operational procedures • How to check in an item using the RFID reader • How to check in an item using the optional barcode scanner • Intelligent Return power on/off M Library Systems AMH SOIUtIUn for City of Fort Collins 24 METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN • Item # Item Description/Request Response Comments procedure • Intelligent Return shutdown from the staff monitor • Intelligent Return shutdown from the administration screen • Receipt printer paper loading • Staff printer paper loading • Cleaning Intelligent Return components • Sorter System FX startup procedures • Sorter System FX Shutdown procedures • Sorter System FX emergency stop procedures • Intelligent Return jam clearing • procedure • Sorter System FX jam clearing procedure • Cleaning Sorter System components • Where to find Sorter System information • Procedures for Administrative and IT staff • Overview of the sorting system • How to access the Intelligent Return System Manager • Introduction to the Intelligent Return System Manager • How to generate common System Manager reports • How to configure common System Manager functions • Introduction to the Sorter System • FX administration • How to modify sort routes 3M Library Systems AMH Solution for City of Font Collins 25 METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN • Item # Item Description/Request Response Comments 91 For a system not under maintenance Meets While the 3M hardware components contract please provide average 1st, Requirements are selected specifically for quality and 2nd and 3rd year costs for parts and durability, proper maintenance and any labor that must be performed by support is critical to ensure success. In Vendor. Include maintenance designing the AMH system, multiple required for wear and tear, based on usage scenarios were anticipated and projected circulation, for the Main tested, including environmental Library. Provide information on time variables. As a result the components of and material, including hourly the 3M RFID system have a very high service call charges to include travel. up -time rate. Software releases and service packs are usually available every six months or as required and are included as part of 3M's maintenance contracts. Updates and Upgrades can be purchased for systems not under maintenance contracts. The price of these updates/upgrades will vary depending on the release and associated features. 3M Library Systems will work with the Library IT staff to insure the impact to the library • is minimal. 3M Library Systems recommends two preventative maintenance visits each year at a cost of $1200 per visit. Estimated chargeable part costs are approximately $2000 per year. Any additional emergency calls would be an additional service charge based on time and materials rate. All of these expenses are generally covered under our maintenance contracts. is 3M Library Systems 0 TABLE OF CONTENTS Executive Summary ................................................................................... Section 1 Methodology / Solution / Scope / Project Plan ........................................ Section 2 • Exhibit A —Technical Requirements Worksheet Vendor Profile / Project Team Qualifications / Skills / Experience........ Section 3 PriceProposal............................................................................................ Section 4 Certification................................................................................................ Section 5 • Attachments............................................................................................... Section 6 3M Library Systems METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response Comments 92 Identify component parts and their Meets Maintenance on the system may only be average replacement cycle for parts Requirements completed by trained 3M service and maintenance that can be technicians. Basic cleaning of the belts, performed by the Library. Include sensors, and general system is the only average 1st, 2nd and 3rd year costs self -maintenance that can be done on for repairs we can anticipate as a the system. User maintenance part of self -maintenance. instructions are outlined below. Cleaning system monitors Use pre -moistened towelettes that are sold specifically for monitor cleaning. If these are not available, you can use a non -solvent based cleaner to dampen a soft cloth, but use it very sparingly. Cleaning outdoor components Use only approved cleaning products for faceplate components (metal, plastic, glass) exposed to outdoor environments. Cleaning component exteriors • System components can become dirty with normal use and may require cleaning. To clean component exteriors, dampen a soft cloth with water or a mild cleaning solution and gently wipe away dirt from the affected areas. 93 Include in your proposal a list of Meets with 3M Library Systems views service as an office locations for physical Modification integral part of our business. We have maintenance support (parts and a multi -level approach which will labor). Service personnel residences provide a comprehensive and do not meet this requirement. responsive service plan to support Fort Collins Public Library. Our levels of support are described below: On -site field based service technicians 3M Service has nationwide coverage. DecisionOne is the authorized service provider for 3M Library Systems in the • U.S. Calls for service are dispatched from the St. Paul, in Minnesota. We have three Field Service Technicians located in Denver. They carry the most 3M Library Systenis METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN 0 Item # Item Description/Request 0 Response Comments common service parts with them in their van stock. Other parts are warehoused in the U. S. and can be shipped overnight as necessary. All Field Service Technicians are 3M factory trained and certified. Over 80% of all service requests are resolved during the first visit. Software Support Team The 3M Software Support help desk team is located at 3M in Saint Paul, Minnesota and is available from 7:00 A.M. to 6:00 P.M. CST, Monday through Friday, via toll free number. The 3M Software support team has experienced technicians available immediately to answer calls for remote assistance with hardware or software. They can assign a help desk ticket number and request an on -site service call if required. The 3M Software Support Team uses a powerful remote management software tool called Kaseya. This tool allows our software support team to remotely deliver software updates, and identify, diagnose and repair problems. Technical Service Engineering Team 3M also has a staff of Technical Service Engineers in Saint Paul, Minnesota who are product experts and are not only involved in supporting our products, but have participated as key members of product development teams. They also have direct access to the product developers, who are located in the same building. The Technical Service Team is a resource for your staff, as well as the Field Technicians, and Software Support Team. 3M Library Systems METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response 94 Vendor must be able to provide 24 x Meets with 7 technical support for critical Modification outages, including any system inoperability. Please detail technical support options for critical and routine operations including costs. Identify options for onsite, telephone and/or remote support for critical and routine events. 95 Describe the number of software updates, type of updates provided and historical update frequency. Describe which updates are free of charge. For any updates for which there is a fee please provide estimated and/or historical cost information. Comments See answer for question 93 above for standard support coverage. Extended 24 x 7 coverage can be provided at an additional cost. Meets Software updates are provided every Requirements six months on average, and will be provided at no extra charge for systems under service contract. 96 Vendor must be available in person Meets for first full day of patron operation Requirements to train, troubleshoot, and ensure seamless operation and build patron confidence. 97 Describe in detail the level and type Meets See answer to question 90 above of training provided to Requirements user/operators of the system and the number of users that will be trained. 98 Describe in detail the level and type Meets See answer to question 90 above. of training provided for IT staff Requirements during and after installation and the number of users that will be trained. 3M Library Systems AMH Solution for City of Fort Collins 29 0 E METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response 99 Detail the written documentation Meets that will be provided about Requirements operating, trouble -shooting and maintaining the system. Warranty 100 A copy of Vendor's warranties for the proposed system is requested elsewhere in this document. Please be sure to itemize operational hours for warranty service, which hardware, software and labor is included, whether preventive maintenance is included and for what period. Comments The following documents are supplied with the system: 3M" Intelligent Return Administrator's Guide - System and sort matrix configuration and Troubleshooting 3MTM Sorter System FX Owner's Manual - Operation and general maintenance 3M' Sorter System FX Administrator's Guide - Staff Procedures, Administrative Procedures, Troubleshooting. Meets A copy of our service agreement is Requirements included with our sample contract. 101 Manufacturer warranties for Meets equipment and software shall pass Requirements through to the Library at no additional cost to the Library. 102 The vendor must also indicate in its Meets proposal any manufacturer and/or Requirements vendor warranty options and their associated costs to the Library. 103 Indicate any "product return" or Meets "customer dissatisfaction return" Requirements policies that are offered with your system. When you buy any 3M Library Systems product with a one-year Service Agreement, you have one full year from the date of installation to decide whether you're satisfied with the product's performance. Performance means that the product meets the published specifications. Please see our warranty for additional information. 3M Library Systems AMH Solution for City of Fort Collins 30 i METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response 104 Describe your standard for assuring Meets backward compatibility of your Requirements system as new releases become available. How long do you continue to support an installed system, to include qualified labor and local supply of replacement parts? 105 Vendor will agree to provide service Meets from the latest manufacturer's Requirements software version and notify the Library at least thirty (30) days prior to any software upgrades. 106 All software upgrades which impact Meets system performance must be done Requirements during a period when the library is not open to the public in order to minimize service interruption to patrons and staff. Vendor Qualifications 107 State how long Vendor has been in Meets the business of installing sorters in a Requirements library environment. Comments Software service releases are planned for every 6 months or as needed. As part of our warranty and service agreements, we provide any new service releases of the software for our equipment at no additional cost and assure backward compatibility. Any software upgrades not included as part of a maintenance agreement will be communicated to the library when available. 3M has no current end of life plans for the equipment specified. 3M has traditionally supported its Library Systems equipment well beyond the industry standard of 7 years after last date of manufacture. 3M Library Systems has been serving the productivity and security needs of libraries for over forty years. We introduced self-service systems to libraries back in 1992 and began full commercialization of RFID products for libraries in 1999. We have used this extensive experience in library self- service and RFID technologies to help us engineer our family of Intelligent Return and Sorting Systems for AMH which we fully commercialized in 2009. 3M Library Systems 0 L� METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response 108 Provide a listing of at least five Meets references in order to demonstrate Requirements experience providing automated materials handling systems for public library projects since 2008, preferably running the Millennium ILS. Include contact name, e-mail and phone number as well as type of equipment installed. The Library intends to contact references in order to gain information about experience with both the Vendor and the equipment. 109 Short-listed Vendors will be expected to provide the Library with the name and contact information for an experienced project manager, supervisor or superintendent ("Project Superintendent") who shall be on site and actively supervising the Work conducted by Vendor and/or its subcontractors during project implementation. Vendor will be expected to work in close coordination with the Library Project Manager in scheduling and implementing work in order to ensure timely completion of Vendor's high -quality scope, including all inspections. Equipment and Storage Comments Please see our references included in the Attachment Section. Meets with The 3M Intelligent Return and Sorter is Modification a modular prefabricated unit designed for minimal disruption to the library and ease of installation. To insure meeting project goals and time lines, two pre site visits will be conducted at the site. A fully trained technician as well as the account representative will be on site during installation. 3M Library Systems AMH Solution for City of Fort Collins 32 E • METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Item # Item Description/Request Response 110 The vendor shall provide all Meets with equipment and materials needed to Modification complete Vendor's Scope of Work. Storage of these items is the responsibility of Vendor and cannot occur on site without prior arrangement. The Vendor is required to furnish all labor, tools, materials, equipment, supplies, quality control and supervision necessary to provide high quality Services per the specifications and terms and conditions identified herein and by Contract documents. The Work shall meet the Library's needs in a timely, responsive and flexible manner and follow Occupational Health and Safety Administration (OSHA) safety standards and all applicable code. The response shall include a description of the various types of supplies that will be used at the Library. MSDS for any chemicals, paint products to be applied in the library or other emitting products must be posted at the Library and a copy sent to the Library Project Manager. Equipment must be operated with all safeties intact. Comments The 3M Intelligent Return and Sorter is manufactured off site and shipped to the customer at time of installation. Library will be notified of delivery. Products will be stored at the site until installation which will be scheduled as soon as possible following delivery. Installation technicians arrive equipped with tools and materials necessary to install the system. 3M Library Systems AMH Solution for City of Fort Collins 33 VENDOR PROFILE / PROJECT TEAM QUALIFICATIONS / SKILLS / EXPERIENCE Project Team Some companies may simply provide you with their entire organization chart and say that this is the "team" that will support your project. 3M Library Systems takes a more thoughtful approach and we have taken the time to identify the specific members of our organization who will be working with your member libraries throughout the course of this project. The diagram below depicts the project team we are proposing for your project. Brief descriptions follow that describe the role of each of the three sub - teams. Project Team — Overview Account Representative and Project Liaison The Account Representative and the Project Liaison have overall responsibility to manage the project. The account representative will be your on -site resource to assist in site assessments, training and any assistance needed. The Project Liaison is a 3M Library Systems Project Manager who works extensively with the Account Representative to refine the solution and implementation plan. In addition, she coordinates the activities of the sub -teams to ensure your goals are achieved, and achieved on -time. Technical Team Supports implementation by making sure the solution we develop for the customer performs according to specifications and operates seamlessly within their environment. After implementation, the Software Support team provides ongoing service. Service Team This team is responsible for installation of the equipment within customer's environment and provides ongoing service and support. This includes local field service technicians. In addition, there will be a • customer representative assigned to your account that will be familiar with the contract and process the orders that you submit. 31A Library Systems 1�;, • VENDOR PROFILE / PROJECT TEAM QUALIFICATIONS / SKILLS / EXPERIENCE In addition to the core project team described above, the implementation team has the ability to call upon the entire 3M Library Systems organization for support when needed. For example, if we encounter an unforeseen challenge or your needs change over the course of the project our software developers and hardware engineers can quickly work with you and the implementation team to deliver a solution. This is one of the great benefits of working with an original equipment manufacturer that designs equipment specifically for libraries rather than a simple reseller of automated materials handling equipment. Project Team — Members Shawn Brumley Account Representative Education Experience Mr. Brumley received a Bachelor of Business Mr. Brumleyjoined 3M in January 2000. He has spent the past Administration in Marketing at the University of eleven years with Library Systems. Throughout his career, Mr. North Texas. Brumley has held various sales positions with Library Systems and has covered sixteen different states. Relevant Projects San Antonio Public Library San Antonio, Texas Arlington Public Library Arlington, Texas Austin Public Library Austin, Texas Mary Zilles Contract and Project Manager Education Mr. Brumley's membership within the Texas Library Association allows him to interact with high level Library Directors and state representatives. He assists with the TLA legislative day to help lobby for library funding in Texas. Shawn worked with San Antonio and developed a roadmap for installing RFID in their 24 locations. The result of the three year proiect has freed up staff time, reduced lines and allowed staff to become more productive. Experience Ms. Zilles has achieved a BA degree in Ms. Zilles has worked at 3M for over twenty-one years. Since Organizational Management and 2006, she has been a part of the Library Systems team where Leadership from Concordia University, she has been involved with proposals, contracts, and the Saint Paul, Minnesota. implementation of RFID solutions. Certifications / Affiliations Project Management Institute Member Certified Six Sigma Green Belt • Advanced Certified Government Contract Administrator In her role as the Library Systems in Contract and Project Manager, Ms. Zilles is responsible for ensuring that your project is completed on time, within budget, and most importantly achieves your goals. Ms. Zilles works with your team to develop a detailed implementation plan for the project that identifies key tasks, who is responsible for each task, and when each task will be completed. 3M Library Systems AMH Solution for City of Fort Collins 35 E u VENDOR PROFILE / PROJECT TEAM QUALIFICATIONS I SKILLS / EXPERIENCE Relevant Projects Howard County Public Library Columbia, Maryland Peninsula Library System San Mateo, California Dakota County Library System Eagan, Minnesota Jerre Lee Technical Support Specialist Education Mr. Lee received his Engineering Degree from DeVry Institute of Technology in Chicago, Illinois. Certifications / Affiliations Six Sigma Green Belt Certified Relevant Projects San Antonio Public Library San Antonio, Texas High Plains Library District Greely, Colorado Phoenix Public Library Phoenix, Arizona John Lehman Service Manager Education Mr. Lehman received his Bachelor Degree in Organizational Management and Communications with a focus on Information Technology Systems and Support from Concordia College in Saint Paul, Minnesota. Certifications / Affiliations During the project she coordinates and schedules training, as well as equipment shipment and installation. As Ms. Zilles is also responsible for contract administration, she maintains complete understanding of your account. Experience Mr. Lee has worked at 3M for over twenty-three years and joined the 3M Library Systems team six years ago. As a Technical Support Specialist, he conducts customer and sales training for 3M RFID products and provides direct sales support through sales calls, trade shows, bid responses and technical presentations. Mr. Lee has worked with dozens of libraries supervising equipment installations, providing onsite training and has prepared technical responses to customer request for proposals. He has worked effectively with cross - functional teams on all phases of product development and deployment. Mr. Lee is known for his keen technical product knowledge and his ability to articulate the technical aspects of the 3M RFID System in a way that is easily understood by customers. Experience Mr. Lehman has worked in 3M Library Systems Department since 2002. Prior to joining the 3M Library Systems team, he worked in 3M's Central Information Technology Department as a Systems Consultant where he led numerous technical projects and support teams. As Service Manager for 3M Library Systems Department, Mr. Lehman leads Technical Service, Field Service and Software Support activities and programs designed to 3M Library Systems AMH Solution for City of Fort Collins 36 • EXECUTIVE SUMMARY We are pleased to respond to your request for Library Automated Materials Handling (AMH) System proposals. Our solution provides your library with the 3M Model FX Intelligent Return and Sorting System (IRSS) - the newest model in our family of modular AMH systems designed specifically for libraries. In addition, our solution includes critical pre and post -implementation services like training that will help make your project a success. Based upon our experience, we are confident that we can implement an AMH solution for you that will deliver two major benefits. Your patrons will enthusiastically embrace our system because it enables them Increased Patron to quickly return items on their own, is easy to use, and immediately checks -in Satisfaction any returned items. However, patron satisfaction may benefit most of all because our system frees your staff to focus on the services that patrons value the most. Our system can handle 2,700 items per hour and uses real-time communication with your Millennium ILS to immediately check -in returned items. The system Improved Staff then sorts items into bins with a high degree of accuracy thanks to its use of Efficiency positive check -in. These features significantly improve your staffs efficiency because they will spend far less time processing returned materials and can largely avoid manually resorting materials that were improperly sorted. . Our system also offers several unique features. Its modular design enables us to easily expand the system as your circulation grows. While its soft sweeu technoloev enables our system to accurately sort all sizes of library materials, provides quiet operation, and minimizes wear and tear on the returned materials Other reasons we are qualified for this project include the following: • Experience • Quality • Compatibility • Vendor Support and Reliability Experience At 3M Library Systems, we have been providing libraries with innovative productivity and security solutions for over forty years. This includes twenty years of experience designing self-service systems for libraries, and twelve years of experience with RFID. We have used this experience to help us engineer our new family of 3M Intelligent Return and Sorting Systems (IRSS). These systems are being successfully used by dozens of libraries, including some in your area, such as the High Plains Library District. Compatibility Our system provides the highest degree of interoperability, based on the following: • ILS Compatibility. Our company has extensive experience implementing systems in Millennium environments is an Innovative Interfaces partner. Furthermore, we created the SIP2 protocol. • • ISO RFID Standards. Our AMH equipment cq_mj2hes with the ISO 18000-3 Mode 1 and ISO 15693-3 standards, which provide for interoperability between RFID Tags and RFID readers. 3M Library Systems AMH Solution for City of Fort Collins 1 VENDOR PROFILE / PROJECT TEAM QUALIFICATIONS / SKILLS / EXPERIENCE Six Sigma Green Belt Certified meet and exceed customers' expectations. He has not only crafted a service model that is designed specifically Relevant Projects to meet the needs of libraries, Mr. Lehman also provides Peninsula Library System input on technical responses to customer request for San Mateo County, California proposals, participates in product demonstrations and periodic onsite customer visits to ensure customer San Antonio Public Library expectations are clearly understood and met. Mr. San Antonio, Texas Lehman is known for his ability to lead the multiple aspects that encompass technical support while ensuring Miami -Dade Public Library System customers are satisfied with the service they receive. Miami, Florida Dwight Schoenherr Technical Service Specialist Education Experience Mr. Schoenherr received his Bachelor Mr. Schoenherr joined 3M in 2005 after 20 plus years in Degree in Management Information the Telecommunications Industry. He came to the 3M Systems from Metropolitan State Library Systems team six years ago as a Senior Technical University of Minnesota and also holds Specialist. Mr. Schoenherr is responsible for the • degrees in Electrical Engineering worldwide technical support of Library Systems Technology and Liberal Arts. equipment with primary responsibility and project leadership for 3M library sortation systems. Relevant Projects Mr. Schoenherr is the primary support for all generations Marathon Library of 3M Library Sortation Systems. Additionally, he is a part Wausau, Wisconsin of the core development team that produced the European Skokie Public Library mid -range sorter and the current sortation system now Skokie, Illinois available from 3M Library Systems. Mr. Schoenherr has provided support and training to numerous libraries Ela Area Public Library across the nation. His experience and in depth knowledge Lake Zurich, Illinois of the 3M sortation System and library circulation processes enable him to deliver the support and system training that libraries expect. • 3M Library Systems AMH Solution for City of Fort Collins 37 • • PRICE PROPOSAL Below is the pricing to purchase the equipment configuration that we are recommending for your library. These prices include installation, project management, training and a twelve month warranty/license. Quantity Item Description Unit Price Total 1 each 3M Intelligent Return and Sorter System FX $197,795 $197,795 including: • 1 - Intelligent Return, Plus - interior wall mounted • 1 - Intelligent Return, Plus - exterior wall mounted • 1 - Staff Return • 1 - 3M Sorter FX with nine sort locations • 5 - Individual Conveyor Modules • 9 - Bins • 1 - Hold/Exception Printer • 2 - Pre -installation Site Visits and Consultations 1 lot Installation $ Included $ Included 1 lot 12-Month Warranty $ Included $ Included SUBTOTAL - ALL ABOVE ITEMS $197,795 1 lot Shipping and Handling $1,540 $1,540 TOTAL $199,335 Plus any applicable state or local taxes Ongoing Costs Our annual service contracts are optional and cover parts, labor, travel, and software support. As an alternative to purchasing an annual service contract, you can choose to have us service your equipment on a time and materials basis. A small number of our products do require the payment of an annual licensing fee and these are identified with an asterisk. Annual Item Description Ongoing Service Costs 3M Intelligent Return and Sorter System FX with 9-bin sorter $22,180 Plus any applicable state or local taxes 3M Library Systems • PRICE PROPOSAL Optional Products This section includes pricing for additional items that may be of interest to the library based upon your RFP and goals for this project. Shipping and handling are to be determined based upon quantities purchased. Item Description Unit Price Barcode Scanner for the Intelligent Return Unit $1,190 ea Barcode Scanner for the Staff Return Unit $1,695 ea Plus any applicable state or local taxes 3M Library Systems AMFI ';olution for City of Fort Collins 39 40 • • CERTIFICATION RFP Certification The undersigned declares that they have carefully examined the RFP Response Documents for the Automated Materials Handling/Sorter RFP issued by the City of Fort Collins on behalf of the Poudre River Public Library District. Signature acknowledges understanding and ability to comply with all items in the total RFP Response. If there are any differences concerning the specifications, those differences will be resolved in favor of the Library. Vendor Name: 3M Library Systems Business Address: 3M Center, Bldg. 225-4N-14. St. Paul. MN 55144 Business Telephone: (940) 367-9738 Business Fax: (651) 736-0030 Business E-Mail: scbrumleyOmmm.com Contact Person: Shawn Brumley Date Bid Submitted: 10/27/11 I. VENDOR'S AUTHORIZED SIGNATURE The undersigned, having carefully read and considered the terms and conditions of the Request for Information (RFP) for Automated Materials Handling/Sorter does hereby offer to provide such items and perform services on behalf of the Library, of the type and quality and in the manner described, and subject to and in accordance with the terms and conditions set forth in the RFP at the rates hereinafter set forth. A A n /1 n Authorized Sig► Printed Name: Company Name: 3M Library Systems Date: October 27, 2011 3M Library Systems /AM11i Solution 'tor City of Foil '_ollins 40 • ATTACHMENTS • • Index of Attachments Catalog cut, 3M Intelligent Return and Sorter System FX Drawing of Proposed System Layout Pre -Installation Site Visit Document References Sample Reports User Interface Photos Acceptance Testing Document Sample Contract 3M Library Systems AMH Solution for City of Fort Collins 41 � 3M"' Intelligent Return and Sorter System FX • • The future of efficiency With the intuitive 3M"' Intelligent Return and Sorter System FK dealing with the check -in and sorting of materials becomes more efficient and virtually effortless. Materials can be returned to the shelf quicker, maximizing the use and convenience of available resources. The process of identifying holds and reserves can be less time consuming. Also, fewer items are missed during check -in, helping to ensure a more precise system and accurate records. Checked in items are immediately removed from the customer's records, reducing the wait for checking out more items. And, your staff can spend more time developing and providing additional programs for your customers. Reliable Check -in • Items are instantly checked in and removed from the customer's record • Improves accuracy • Customers can immediately check-out items with limits Modular System • Up to 4 induction points including staff induction • Up to 15 unique sort locations • Expandable • Sweep technology Flexible Options • Indoor/outdoor returns and staff returns • Rarcode and/or RFID identification • Electm-magnetic and/or RFID security • Customer receipt printer and staff printer • Configurable sort matrix • Customizable screens 3M Tag Data Manager • Freedom to move to ISO Tag Data Standard in the future • Empowers the 3M RFID System to read country specific data formats (Danish. Dutch. Finnish and French) Dimensions • Intelligent Return Classic 42" L x 20''W x 36''H H 066.8 mm x 508 mm x 914.4 mm) Facia: 31.25'' x 31.75" • Intelligent Return Plus 42"L x 20W x 36"H (1066-3 m m x 508 m m x 914.4 m m) Facia: 21 25' x 31 75' • Intelligent Return Staff 61.5 Lx22.5 Wx36 H (156 cm x 57 cm x 9 1 cnli Energy Profile 100-12()or200-240VAC 60 or 50 Hz Shipping Weight (Approximate) • Intelligent Return Classic 275 Ibs (124.7 kg) • Intelligent Return Plus 308 Ibs (139.7 kg) • Intelligent Return Staff 320 Ibs i145 kg) - 3M Intelligent Return Classic Push button user interface - 3M Intelligent Return Plus Graphlcnluserinterface 3M Intelligent Return Staff Graphical User Interface - 3M Sorter System FX Sweep technology Module Up to 15 bins 'picture shown represents the 3M Intelligent Retnui and Sorter System FX Designed, developed and manufactured by 3M 3M'Intelligent Return and Sorter System FX Just a few examples of how the system can be configured: 5 Bin System 7 Bin System KL 3M Library Systems 3M Center, Bldg. 225-4N-14 St. Paul, MN 55144-1000 USA 1-800-328-0067 www.3M,com/us/library 13 Feet 22 Feet Please recycle. Printed in USA. © 3M 2010. All rights reserved. 3M, SeItCheck and Tattle -Tape are trademarks of 3M. 11 Bin System LL CO 15 Bin System 26 Feet 30 Feet • N 2aBB 2eee 28N -- J O W O ® Go N m to OD N N co J eJ V co N co 04 N m '11�151 4�� a 3�3 �N W E • Sorter System FX Pre -installation site visits Introduction Before a 3M Sorter System FX is installed, a technician makes two site visits. This checklist describes what is to be accomplished at each visit. Sign off authority 3M service technicians are not authorized to approve customer design plans. Please forward customer plans to 3M Technical Service. How to use this document Use this document ( 78-8129-4229-6A ) to guide your site inspections and to record information that requires evaluation by 3M Technical Service. Here's how to record information: 1. Make sure you are using either the full Adobe Acrobat product or version 8.0 or later of the free Adobe Reader. 2. Save this document with a new name, using some form of the library name in the file name so that the document can be easily linked to the correct library. 3. Use the Acrobat sticky note feature to record issues to bring to the attention of 3M Technical Service. 4. Save the document with your comments before closing it. 5. Email the document to Is-amh@mmm.com. 78-81294229-6A Copyright C 2010 3M. All rights reserved. 10 Pre -installation site visit 2 0 Objective Use this visit to verify that the site is ready for installation. Required documentation Ensure that you have a copy of the System Layout Plan. Site attributes to inspect Check to ensure that: ❑ Issues identified during the first site visit have been addressed ❑ Electrical outlets for each patron induction system, staff induction system, controller and system modules meet the requirements in Electrical requirements on page 5 ❑ The location of the network drop complies with the information provided in Network requirements on page 5 ❑ The surround is installed flush with the wall and is weather proofed (if applicable). ❑ The distance from floor and pavement to the installed surround meets the requirements in Surround installation requirements on page 7 ❑ The thickness of each wall opening is consistent with the System Layout Plan ❑ The placement of wall openings for each induction system complies with the System Layout Plan. For more information, see: — Wall opening placement: single unit on page 8 — Wall opening placement: parallel openings on page 8 — Wall opening placement: perpendicular openings on page 9 78_8129-4229_6A Copyright 0 2010 3M. All rights reserved. 3 n u EXECUTIVE SUMMARY • RFID Tag Data Formats. Our system can read and write data using a wide variety of formats, including the new ISO format and proprietary standards that vendors like Bibliotheca have used. This not only enables our system to handle virtually any format that you choose to use, but even enables it to process materials loaned from other libraries that use a different tag data format. Quality Our team is committed to delivering high quality products. This is why 3M Library Systems has implemented a rigorous quality management system. These efforts have enabled us to earn ISO 9001 quality registration after having our system independently audited. We also use a process called "design for six sigma' to confirm that the products we are designing will perform as intended and operate reliably even under heavy use. This process has resulted in us developing features like our sweep technology, which accurately and gently sorts library materials while using fewer moving parts - reducing the likelihood of mechanical failure. We also apply six -sigma techniques to the manufacturing of our products in a drive to eliminate manufacturing defects and improve the quality of the systems we deliver. These efforts are why we feel confident offering our library customers a 100% performance guarantee - giving you confidence that our system will perform as promised. Vendor Support and Reliability • Our solution includes a range of services. Before installing the system, our team meets with you to understand the specific goals that you want to achieve. Then we discuss what materials drive circulation at your library and where these items are shelved, in order to help you optimize how the system will sort your materials. Our account manager then acts as the "quarterback" for the project. - coordinating the equipment delivery and installation, as well as the on -site training of your staff. We then back our solution with strong support. This includes a toll free number that your staff can use to reach one of our live representatives 24 hours a day, seven days a week, 365 days a year. These representatives immediately log your problem and use this information to connect you to the right person on our Minnesota based software and technical support team. In the event that on -site service is needed, we can quickly dispatch a field -service technician to your site. Our national network of technicians includes three who are based in Denver. Once our technician arrives at your site they can quickly get your equipment back into service. This is because they are not simply local computer repair technicians, but personnel who we have trained to service our equipment and they arrive in a van that contains spare parts. Furthermore, since we manufacture our AMH systems here in the United States, we can quickly deliver any additional parts needed to your site. All of this means that we can rapidly get your RFID system up and running again in the rare event that there is a problem. Finally, we support you with our 100% performance guarantee. When you invest in our systems you have a full year from installation to decide whether you are satisfied with our product's performance'. This guarantee comes from a company that has been committed to serving the library community for over forty years. Furthermore, we are proud to be a part of 3M. A company that is financially sound as demonstrated by our audited financial statements, and our strong credit ratings from agencies like D&B. I Periotmance means that the product meets published specifications 3M Library Systems AMH Solution for City of Fort Collins 2 • • • *"'Four foot [1,2 m] minimum applies to all 895 pad units and SelfCheck' units without a cabinet. For SelfCheck" units enclosed in a cabinet, there are no distance restrictions. i Measurement is from the RFID reader in patron (Model 2810, 2812, 2820 or 2822) and staff (Model 2830) Intelligent Return units. Network requirements The 3M Intelligent Return and Sorter System communicates with the circulation system over a wired Ethernet connection. The Ethernet cable must: • Meet as a minimum the CAT-5e standard and be terminated with an RJ45 modular plug • Belong enough to extend from the jack to the FX System Controller Model 2855 with at least two feet (61 cm) of slack • Be routed away from all traffic areas Electrical requirements The structure that houses the 3M Intelligent Return and Sorter System must meet the following electrical requirements. Component Specification • Intelligent Return Classic Model 2810 These models require the following: • Intelligent Return Classic Model 2812 • Noise -free and reliable power that conforms to the specifications below. • Intelligent Return Plus Model 2820 • Intelligent Return Plus Model 2822 • A single AC power outlet located in the same room as the staff side (not the outside or side accessible to the public) of the Intelligent • Intelligent Return Staff Model 2830 Return and within 6 feet [1.82 m] of the Intelligent Return. • Service that conforms to the following specifications: - 100-120 VAC, 1-phase, 60 Hz, 2.5 amps, - 200-240 VAC, I -phase, 50Hz, 1.5 amps, - 15-20 amp line. • FX System Controller Model 2855 The FX System Controller Model 2855 requires the following: • A single AC power outlet within 6 feet [1.82 m] of the unit, • Service that conforms to the following specifications: - 100-120 VAC, l-phase, 60 Hz, 2 amps, - 200-240 VAC, 1 phase, 50Hz, 1 amp, - 15-20 amp line, with dedicated, isolated ground circuit described in the following note. 78-8129-4229-6A Copyright © 2010 3M. All rights reserved. 5 0 E Surround installation requirements Inspect the surround installation to ensure that both patron side and staff side distances from the floor or pavement are within specifications. Patron side measurement Staff side measurement ] Max. ] Min. 78-8129-4229-6A Copyright cis 2010 3M. All rights reserved. 0 Wall opening placement: perpendicular openings 0 Use this section to ensure the correct placement of perpendicular wall openings. 1. Locate the point in the room where the two openings are at right angles (called "Reference point" in the illustration). • Use the laser level for this purpose. • Take the measurements through the center line of each surround and from the outside (patron side) of the openings. 2. Mark the right angle intersection point (reference point) on the floor with tape. 3. Measure the distances from the patron side of each opening to the reference point. • Be sure that the measurement is from the outside (patron side) of the opening and through the center line of the surround. • Remember: precision is critical. Tolerance is 1/8 inch [3,175 mm]. 4. Compare your results to the measurements listed in the System Layout Plan. Perpendicular opening measurements 78-8129-4229-6A Copyright (0 2010 3M. All rights reserved. 9 o REFERENCES Gail Borden Public Library RFID and Automated Materials Handling Project Library Overview The Gail Borden Public Library, located in Elgin, Illinois, serves approximately 115,000 residents. Integrated Library System Millennium Circulation / Collection Size 1,500,000 Annual Circulation 404,000 Item Collection Contact(s) Carole Medal, Library Director (847) 429-4699 cmedal gailborden.info Project Description Gail Borden Public Library held a capital budget to build a new library branch, but was faced with no operational funding to staff the new location. The library was challenged to adopt a full self service model at both their main and new branch locations. The main branch utilizes 3M Tattle -Tape TM security and V-Series SelfCheck'" units that were retrofitted into the circulation desk in an effort to streamline circulation and drive higher self checkout usage. In 2008, the library selected 3M to provide RFID and a comprehensive SelfCheck'" solution to ensure they could operate the new branch with minimal staff. We worked with the architect and contractors to configure the new library to accommodate four R-Series SelfCheck'" units. The library has also implemented the 3M Intelligent Return and Sorter System SL (three -Bin). Utilizing 3M's SelfCheck'" solutions, the library has been able to free ❑p their circulation staff and empowered patrons to process their own items. Since the upgrade and new branch, they have achieved 97% SelfCheck'" usage system wide. Because of these results, the library is in the process of converting their main library to RFID to achieve consistency and improve self service check in. 3M Library Systems e REFERENCES Waukegan Public Library RFID and Automated Materials Handling Project Library Overview The Waukegan Public Library is located on Lake Michigan and serves a population of approximately 91,000. Integrated Library System Millennium Circulation / Collection Size 650,000 Annual Circulation 238,871 Item Collection Contact Pam Skittino, Integrated Library System Manager (847) 623-2041 ext. 233 namskittino(a)waukeganpl.info Project Description The Waukegan Public Library was facing a large increase in circulation without enough funding to meet the staffing needs. Improving circulation efficiency coupled with high customer self-service was an important goal to reach in maximizing service to the community. In 2009 3M successfully installed a complete RFID solution including four 3M SelfCheck'" units, 3M Detection Gates and 3M Digital Library Assistant for collection management. WPL found improved efficiency including self checkout usage at over 80%. Following the successfully implementation of the RFID system, WPL implemented a 3M Intelligent Return and Sorter System FX with a seven bin sorter including one patron and one staff return. This addition added to their goals as over 90% of all returns are automated. 3M Library Systems REFERENCES Murrieta Public Library RFID and Automated Materials Handling Project Library Overview The Murrieta Public Library is located in south eastern California and serves a population of approximately 100,000. Integrated Library System Horizon • Circulation / Collection Size 500,000 Annual Circulation 80,000 Item Collection • Contact Lorreta McKinney, Library Director (951) 461-6130 Imckinney@murrieta.org Project Description The Murrieta Public Library (MPL) selected 3M RFID for their new library which opened in March of 2007. 3M staff developed an implementation plan to meet library objectives and provided factory trained technicians who installed; 3M Detection System Model 8802, seven 3M Staff Stations, three 3M R-Series SelfCheckT" systems and a 3M Digital Library Assistant for collection Management. In February 2010, MPL installed the 3M Intelligent Return and Sorter System that included 13 bins of sorting, a patron and staff induction point. 3M has helped the Murrieta Public Library address library efficiencies with 3M RFID and Automated Materials Handling. Today over 70% of check-out is accomplished by patrons at 3M R-Series SelfCheck systems. The 3M Tag Data Manager Software allows the MPL to read competitive ISO Standard tags from member libraries in the Inland Consortium, streamlining the interlibrary loan process. The 3M Intelligent Return and Sorter System FX has delivered positive results. The AMH system improved the library's workflow by reducing the number of touches on returned items. Demoralizing backlogs of unshelved items was almost immediately eliminated. Turnaround in returned items resulted in items being checked back in and available to patrons within 24 hours improving patron satisfaction. Following the installation of the 3M Intelligent Return and Sorter System, the backlog was eliminated, injuries are down, and patron satisfaction is up. "31W has helped us keep up with increased demands on the library while improving patron service." - Loretta McKinney, Murrieta Public Library Director 3M Library Systems • REFERENCES Madison Library District RFID and Automated Materials Handling Project Library Overview The Madison Library District is a Public Library located in Rexburg, Idaho and serves a population of 32,000 residents. Integrated Library System Horizon Circulation / Collection Size 528, 000 Annual Circulation 75,000 Item Collection Contact(s) Judith Dewey, Library Director (208)356-3461 jdeweyC�madisonlib.org Project Description The Madison Library District has been a longtime 3M customer utilizing 3M electromagnetic products for over 20 years. The Madison Library District began investigating RFID in the pursuit of increasing patron services while maintaining operating costs. After this investigation, the District selected 3M Library Systems as having the best RFID solution to meet their needs and began implementing 3M RFID in 2007. The library converted their collection to RFID using three 3M Mobile Conversion Stations and twelve staff members in six days while the library was temporarily closed. The implementation of 3M RFID equipment soon followed which included; Detection Systems, R-Series SelfCheckT" units of which two includes 3M Self Pay Fines and Fees, Digital Library Assistants for collection management and Model 895 Staff Pad Workstations. Additionally in 2010, the library purchased and installed the 3M Intelligent Return and Sorter System where all items returned to the library are checked in automatically sorted into one of eleven dedicated bins. Today, the majority of items checked out circulate using 3M SelfCheckTM Systems. The Madison Library District has been very pleased with the efficiency gains in the circulation process and service that 3M has provided. The library has been able to maintain staff levels despite a sharp increase in population and circulation growth. 3M Library Systems 0 • REFERENCES ELA Area Public Library District RFID and AMH Project Library Overview ELA Area Public Library District is located in Lake Zurich, Illinois and serves an area population of 35,000. Integrated Library System Horizon Circulation / Collection Size 1,000,000 Annual Circulation 225,000 Item Collection Contact Patti Paige, Circulation (847) 438-0765 extension 126 ppaige@eapl.org Marcy Rodriguez, Technical Services (847) 438-0765 extension 153 mrodriguezOeapl.org " -dyer hin'big a rI ficrochip RFID ,1b.sreru since 2005, ive dithO really .cr-e W/411 RFID could du, uruil 11 C' replaced i1 wah a 3A4 Libyan RFID Si:crrm. -1larli, Beih Campe l ' 2010 (Dirrecnn• cn rinac u/ insv rllallonl Project Description In 2009, ELA Area Public Library District began investigating microchip RFID replacement in the pursuit of increasing patron services while maintaining operating costs. After this investigation, the District selected 3M Library Systems as having the best RFID solution to meet their needs. We then began the library's transition from microchip to the 3M RFID ISO System in 2010. The Library used a local company to deactivate the microchip tags and tagged their collection using the 3M Conversion Station in seven weeks. The implementation of 3M RFID equipment soon followed with installation that included; Detection Systems, R-Series SelfCheck�" units for patron self -checkout, Digital Library Assistants for collection management, Staff Pad Work Stations, and the Intelligent Return Sorter System units for real time patron self -check -in and material sorting. ELA area Public Library District is very satisfied with their new system and has recognized several benefits since the installation including a 43% increase in Patron SelfCheck'" usage. Through the utilization of their Intelligent Return and Sorter System for item returns and sorting the library has been able to leverage real-time check in and quicker item shelving. Their bank of 3M SelfCheck'"^ units has increased patron self -checkout and enabled the library to reduce their circulation desk. In addition, library staff are experiencing greater efficiencies and have been able to increase patron services without additional funding. 3M Library Systems I• 3M Intelligent Return and Sorter System Sample Reports .EMI Intelligent Return System Manager Horne I Repurtng system asinine: Al— Intesgent Realm Set SeaClneek system IP address: 1 127001 Home l RePorft System name: JI.'— Intelligent Return 3111 SetfCheck System IP address: 1 127 0 0.1 Delete Statistics Delete data older than 12/09/2008 -1 1 delete ` Deletion of data is permanent. There are no archives. Usage Reports Report range. Today Item Day Of Week hem Hour Of Day • Items Returned Report . Items Returned Report Type Reporl . Type Rem • Bin Report • Bin Report • General Graph . General Graph • Type Graph . Type Gray • in Graph . Sin Graph Session Day Of Week Session Hour of Day • Session Report a Session Report . Session Grap_F . Session Graph Fxoort Seairwa Import Sealnes Locoul Shutdownlltestart Delete Statistics Delete data older than: 12/09/2008 .J 1_ Delete Deletion of data is permanent There are no archives. Usage Reports Report range. Today Yesterday Item Day Of WO Current Month hem Hour Of Day Previous Month . Items Re Current Year I e hems Returned Report . -TypeRe Previous Year . Tvce Report Bin Re Custom . Bin Report General _ ray . General Graph . Type Graph . Tvce Graph • in Graph . Bin Graph Session Day Of Week Session Hour of Day . Session Report . Session Report . Session Graph . Session Graph Export Settings Import seal Logout shutdovAiMestart Cbxo Close 3M Intelligent Return System Manager Close Nome l Reponng i usage Reon i i I of ! : A 5eiea a format IN9 Items By Day Of The Week (By Bin) Date Range 3112009 - 3072009 1 Machine 3M-2UA.8191CXC 3M Intelligent Return System Manager romel ReWrtin'- Ufege Report 50"t a fv-mat . j RIER H Items By Day Of The Week Date Range 112009 - 3,172009 1 Machine 3M-2UA8191CXC Monday M Tuesday �I J METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN 0 Expectations Fort Collins is looking to improve staff efficiency and improving patron satisfaction. Our proposed solution includes two patron returns and one staff to handle the increasing circulation that is projected. Staff productivity would improve creating more time for staff to spend on value added tasks such as improved patron service. The 3MT" Intelligent Return and Sorter System FX is a modular system designed for libraries interested in automating their check -in and sorting process. Your staff or patrons can quickly self return items with "real-time check -in". With this feature, they can be assured items are instantly checked in upon return. This allows them to check out items without exceeding loan limits in the same visit. As our solution is modular our proposed solution will meet both current goals as well as flexibility to add additional sort locations if needed. The system can be used for return only or it can accommodate up to four induction points and a sorter with up to fifteen sort locations with a sort matrix configured to best meet your library's needs. The sweep technology utilized by the sorter for directing items into the bins helps ensure items are sorted properly while reducing damage to items. The 3M Intelligent Return and Sorter System also offers an intuitive user interface which makes it easy for your customers and staff to use, including administrative tasks such as configuring receipts, generating statistics and system diagnostics. The Intelligent Return and Sorter System helps decrease the time it takes for an item to get back to the shelf, helping to increase staff productivity while enhancing customer satisfaction. • Scope of Work Developing a thorough understanding of your project provides a strong foundation for its success. This is why when you select 3M as your partner we begin the project by scheduling meetings between our implementation team and the library. The main purpose of these initial meetings is to understand the specific goals you want to achieve by implementing the automated materials handling equipment for this project as well as any constraints associated with the library's structure and wiring that we need to consider. From this we refine our drawings and plans. Please see the attachment section for drawings for our proposed solution as well as an alternative. Once the layout of the AMH has been agreed upon, we have steps in our process that ensure the success of the implementation. These steps as well as roles and responsibilities are out lined in "Communications Roles and Responsibilities" section below. Our approach is to provide a system based on your requirements that exceed your expectations. We have a process in place that includes two site visits to ensure everyone understands the details and expectations and the requirements for any building modifications such as data drops are met. The surround is shipped to be installed by your contractor before system arrives. Once the system arrives a technician will install all components. Once installation is complete, training will be done on site and sign off on acceptance of the system. We are committed to making your AMH implementation a success and our ongoing support is an important part of this. Our support begins with a toll -free number that we answer 24 hours a day, 36S days a year. When you call this number our service representative will take your information including the nature of the problem and create a support ticket for you. This will then be directed to a software or • hardware specialist for resolution. As part of your warranty and any out year service agreement with 3M, we will provide you with on -site support as needed. We provide this support though our national network of factory -trained service 3M Library Systems AMI I Soluiicn roi City of Foil Collins 3 DUI Intelligent Return System Manager Momel Reponn9i Uaageaeccrt NEEND U 1 of 1 Items By Day Of The Week (By Type) 17 2 009 Date Range 312009-11P2009 1 Machine 3M2UA8191CXC Book Other Undefined Magnetic Undefined Non -Magnetic EME Video Tape FYI Intelligent Return System Manager [bee is name I Rapenery I wage Report t , t of 1 . i seleC a fc-mat - , AI Items By Day Of The Week (By Type) 1172009 Dale Range 3,12009.3AT-2009 I Machine 3M2UA8191CLC E u 0 Book t• Other Undefined Magnetic Undefined Non -Magnetic t• Video Tape 3M Intelligent Return System Manager "..I Renonn, i Ussae Report e hnp Iccalhc,t ieeChe 1, pages ie. Pepon.a:r, .... �' '40Use9e F.Poa CAM Intelligent Return System Manager MPmsl Fapaanpl Uaps ReOsn I I of : . , I 5deR a foals; . -4 3: 1?:2009 Sessions By Day Of The Week Date Range 3+1,2009 - 3/17/2009 1 Machine 31d-2UA8191CRC � Monday � Tuesday Intelligent Return System Manager 11 1 of 11 select. fe,et Items By Day Of the Week (By Bin) Date Range 11,2009 - 3,17'2009 1 Machine 3M-2UA8191CXC _ J99 1 2 3 TOW Idonaa122 3 129 Tuesaa, ffi J 9 15 7011111 13T 4 3 144 031A 1%9-200B. Ap Ryels Reserve0 Close • �•( _ © A!n . Page _ Tools Close 0 • a.iN Intelligent Return System Manager close ... s. wept Report Usage Report - 3M SeKteeck System Menage . \_, • r htt,. lo.elhca senCne.rpnge�-:. p.rort.asc -•f .. P oe Usage Report le - [i Page - Tcoh . 3N Intelligent Return System Manager Close Hone I Raiment, Usage Report I t 1 of I . I Sler a fcrmm Items By Hour Of The Day (By Bin) 3n' 2009 Dale Range 3 1 2009-317'2009 1 Rlachme 3M-2UA8191CXC 1 2 3 Tot91 1200 3 0 0 3 13 OD 8 0 0 B 1400 4 G1 1 4 18 DO 29 1 34 19 JO 93 0 .. 95 Total 137 4 3 144 3N Intelligent Return System Manager Cloee Nome I Rep met, Ueepe Awn 4 of! v : J seler, n fc' met 3 Items By Day Of the Week (By Type) 3'11'2D 19 Date Range 3 12009 3 172009 1 Machine 31.1 21JA8191C,,C Book 00w Undefined Undefined Video Tape Total e.1agnene Uon Magnetic I.lonca, Tuesda: 13 L' TOY 99 34 2 7 2 144 0 3M 1999-2008. <e R Vft Resmed. 40 3Vl Intelligent Return System Manager Close • bore v- Usage Rqw it lkage PApwt-3M Whick Sys Menage _ 0�+ • C http, 'Icca,huP SeVhed page- ', P.epen.a.p. _ _ -•) ., - P 3: Q Usege Repad !j © - - Page - j T9.01s 3N Intelligent Return System Manager C,Oae Heae : aeaonng I Usage &yart 1 i of : . + Sele; a tc.m at . - j Items Returned By Hour Of The Day Date Range 3 12009 - 3172009 1 Machine 31A-2UA8191C:<C 3 1? 2UG? MdgeY 1:00 ? 13 00 5 1400 18 00 .8 19 o0 TOW "s 3N Intelligent Return System Manager oae Hong I RaparW a i ~ R<aen t 1 f 0( 1✓ 11 SeleR a fannst � i. +1: - 14 Items Returned By Day Of the Week Date Range 342009 .3;172009 1 Machine 3M.2UA8191CRC ?'17009 NalwaleC Idonaa+ ?° Tuesaa• 13 TOW "B 03Y taW OU MWft ROMMtl. 0 3M Intelligent Return System Manager Close none=-r.....,. Jsa4e Report 4, 4-hhp✓4ecalhestSelfCheck page.".9ewRepcit.aspx -F.—tI at II.r:e 7. P f-... �'.-Ng,'T I. ..: 9J 'Usage Report I I 'a � �-' - - 3M Intelligent Return System Manager Close M.I Repvr 91 Usage Repen i i of I :1 Selec a fc:mat Sessions By Day Of the Week Date Range 3 12009 . 3•'172009 I Machine 3M-2UA8191CXC 3'17'009 Count I.lonca 49 Tues,a 8 TOW 57 3M Intelligent Return System Manager Close Usage Report- 3M'SeKheck5yseem Manager �� - I=. hUp:- localhest TelfCheck�page.Nie..Aeport.aspx - 4t A .. _... P L: W 4 Usage Report �a - Q -� - ' Page - Tccls - 3M Intelligent Return System Manager oae none l Reportmp Jaa9e Rayon . S d oft �J Selec[ a icmtnt _ ej Session By Hour Of The Day 317'2009 Date Range 3-1:2009 - 3'17f2009 1 Machine 3M-2UA8191CXC 1200 C IM 3 1'D0 3 1. 00 2 18.OD 18 19ro0 31 TOW 57 0 Intelligent Return Patron Interaction Screen and Themes Select language to begin check -in --- Initial screen for an indoor Intelligent Return Plus with alternative language selections. -s4Wr Press START button to begin check -in... Initial screen for an outdoor Intelligent Return Plus without alternate language selection. f l [ Librmy name goes here I ]� t Slide item slowly into opening. Cancel This screen follows after the patron presses the Start button for the Outdoor Plus model. PI Library name goes here �` 1l ; Slide item slowly into opening. 78496302801906 Print Receipt M No Receipt The screen provides feedback to inform the patron as each returned item is checked in. i E r Library name goes here l i Slide item slowly into opening. 78496302801858 Print Receipt = No Receipt As additional items are checked in, they are added to the list at right. When the patron is finished checking items in, if the system is configured to print receipts, they may request a printed receipt. 0 Library name goes here Items checked in: 2 Thank you for using the 3M' Intelligent Return. Printing Receipt... When patron interaction is complete, the system displays the total number of items checked in and • thanks the patron for using the system. If a receipt is being printed, the "Printing Receipt..." message displays. All previous examples used the "Standard with people" theme. u There is also a Standard theme without people. I* Fra" °-T,4:.- botian rc ccy n crzc, in There is an Academic theme. rWd:yo.t as " Press START button to begin check -in... And there is also a fun "Kids" theme. • o METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN • technicians and this network includes three technicians who are already based in your region with an inventory of commonly used spare parts. This means we already have the infrastructure in place to provide you with responsive, on -site support. These are the same technicians who, for years, have been servicing the numerous libraries in the area. This is in marked contrast with some other vendors who make promises to develop an adequate support infrastructure, but only after you award them your business. The key deliverables for this project include site assessment, defining roles and responsibilities, agreed upon implementation plan, site visits, delivery of one six bin sorter, installation, and training. We founded 3M Library Systems nearly forty years ago to be the leading provider of productivity and security solutions for libraries. Our team pursues this vision by providing libraries with reliable, easy to use solutions for managing and securing their collections. These solutions help your staff become more efficient, enabling them to spend more time providing the services that patrons value the most and also help reduce the number of lost items - reducing the need and expense of replacing missing items. Because of this you can also feel confident that we can meet any deadlines that we commit to and have the resources to provide these services. Critical Issues Projects can incur challenges. Examples of the issues we find frequently with automated materials handling projects are: • • Changes in the customer's schedule either pulled forward or delayed that are not communicated. Communication meetings with status updates help to elevate this issue. • Site is not ready for installation. We try to elevate this by having the meeting with the customer they have thorough understanding of the customers responsibilities are by communication meetings and providing planning guides and architect packages. • Dimensions given by customer of the space are not accurate. This is one of the reasons we have two on -site site reviews. At these site reviews, the customer, contractor and 3M are involved to ensure we can meet the deliverables. Communications and Roles and Responsibilities In order to help you prepare for the installation of the 3M Intelligent Return and Sorter System the following table lists the tasks required to implement the system and identifies the party responsible for completing each task. A copy of this chart is included with the Architect/Contractor Package, which is included in the attachment section of this proposal. In the attachment section you will also find a Pre - Installation Site -Visit document. This describes what each site visit entails in more detail. 3M Library Supply library with latest version of Architect/Contractor's package Before beginning planning activities. • Library Prepare the room required to house the 3M Intelligent Return and Before scheduling Sorter System. This includes the following: installation with 3M. 3M Library Systems ALIH Soiuticn tci City cf Foil Collins 4 AMH ACCEPTANCE FORM Library Branch Review and Acceptance Sign off (Complete for each system ordered) Library: AMH System (indicate # of components ordered 3M Intelligent Return Systems: 3M Sorter SL: 3M Sorter FX: (provide layout) 3M Bins List component serial numbers: ❑ Equipment delivered Date(s) of delivery: ❑ Equipment installed and configured Date completed: ❑ Equipment validated to be operational Date: ❑ Training completed for branch staff Date(s) of training: Notes: This document is to confirm that a review of the equipment and services for this branch have been completed and reviewed as per the contract. Library representative: 3M representative: Date: LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND •THIS SALES AGREEMENT ("Agreement") is made and effective as of the _ day of 2011 between 3M Company, a Delaware corporation, [insert full address] St. Paul, MN 55144 (" 3M"), and with a place of business at (" "). and 3M are individually referred to herein as a "Party" and collectively referred to herein as the "Parties". Terms and Conditions: 1. Definition. The definitions below shall have the same meaning throughout the Agreement and the attached Exhibits. A. "Agreement" means this 3M Purchase Agreement and the following attachments: Exhibit A — Equipment, Services and Pricing Exhibit B — Software License Agreement(s): Exhibit C — Sample Service Agreement Exhibit D— Product Warranty B. "System" means all software, hardware, tags and related supplies as set forth in Exhibit A. Installation 3M will provide installation. Site preparation to be provided by the customer prior to installation to include the following: electrical power, data drop, conduit runs, hole drilling, and moving of existing fixtures that may be required. 3. Term. This Agreement shall be in effect from the date it is fully executed through 200_ 4. Software. Software included in the Equipment listed above is licensed to Customer pursuant to the applicable license agreements which are attached hereto as Exhibit B. In no event will Customer permit concurrent use by more than the • number of users for which applicable license fees have been paid. A breach of the applicable license agreement shall be considered a breach of this Agreement. 5. Software Ownership. The Software is and shall remain at all times the personal property of 3M (or its suppliers), irrespective of how the Software may be installed or used by Customer. 3M (or its suppliers) retains all ownership rights in the Software and Customer recognizes and agrees that it does not acquire, by this Agreement, any ownership rights, including copyright rights in the Software. 6. Support. Support obligations are as set forth in Exhibit C — Service Agreement. 7. Purchase Orders. Buyer shall place POs for all component purchases under this Agreement. The only terms in such POs that will bind 3M will be the Buyer's name and address, dates, quantities, and description of components, provided that such terms do not conflict with nor add to the terms of this Agreement. 8. Pricing. Prices include installation, a twelve (12) month Service Agreement and Product Warranty as set forth in Exhibits C and D. 9. Payment. All payments due under the Agreement shall be made net 30 days from date on invoice. Invoice is generated at time of shipment. 10. Title and Risk of Loss. 3M retains sole ownership and Customer is solely responsible for any damage or loss, of the System until Customer makes full payment therefore or until 3M receives possession of the System. Title to the System, other than Software, will transfer to Customer upon 31VI's receipt of full payment therefore. 11. Taxes. Prices do not include applicable taxes which shall be paid by Customer. 12. Non -Disclosure Obligations. Customer acknowledges that the System contains valuable trade secrets and proprietary • information owned by 3M or those claiming through 3M. Proprietary and confidential information directly and indirectly related to the System (" 3M Confidential Information") will be disclosed by 3M to Customer during the term of this Agreement. The relationship created under this Agreement and the existence of this Agreement and any of its terms and conditions, including but not limited to pricing, are also considered 3M Confidential Information. Customer agrees not to disclose 3M Confidential Information to any third parties and agrees to use the same efforts to prevent its 3M 9364690 LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND disclosure as is used to protect its own confidential information, with no less than a reasonable standard of care. Confidential Information does not include information that (a) was in Customer's possession before receipt from 3M, provided that the information is not known to Customer to be subject to another confidentiality agreement with or other obligation of secrecy to 3M; (b) is or becomes generally available to the public through no fault of Customer; (c) is received in good faith by Customer from a third party and is not subject to an obligation of confidentiality owed to 3M or a third party; or (d) is independently developed by Customer without reference to 3M Confidential Information received hereunder. The obligations contained in this paragraph shall survive termination of this Agreement. 13. Credit. 3M may, at its sole discretion, change or limit the amount or duration of credit to be allowed to Customer. 3M may cancel any accepted order or delay the shipment of the order, if Customer fails to meet payment schedules or other credit or financial requirements established by 3M. 14. Force Majeure. Neither party shall be responsible for any delay or failure of performance hereunder due to, including, but not limited to, strikes, lockout, shortage of labor or other labor disturbances, riots, invasion, war, fire, explosion, sabotage, storm, flood, earthquake, inability to obtain suitable material, fuel, power, or transportation, or any other causes whatsoever beyond the reasonable control of the parties. 15. Relationship of the Parties. Nothing contained in this Agreement shall be construed as creating a joint venture, partnership, agent, or employment relationship between the parties. Neither party shall have the authority to obligate or otherwise act as a representative of, or agent for, the other party for any purpose, and neither party shall make any representations or hold itself out as having such authority. 16. Limitation of Liability. 3M SHALL NOT BE LIABLE TO THE OTHER PARTY, ITS SUCCESSORS, OR ASSIGNS FOR INCIDENTAL, INDIRECT, SPECIAL, CONSEQUENTIAL, EXEMPLARY OR PUNITIVE DAMAGES, OR LOSS OF LABOR, OVERHEAD, BUSINESS OPPORTUNITY, DATA, INCOME, PROFIT, REVENUE OR SAVINGS OF ANY PARTY, INCLUDING THIRD PARTIES, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, REGARDLESS OF THE LEGAL THEORY ASSERTED, INCLUDING BREACH OF WARRANTY, BREACH OF CONTRACT, NEGLIGENCE, INTENDED CONDUCT, STRICT LIABILITY IN TORT, EQUITY OR ANY OTHER LEGAL THEORY. IN NO EVENT SHALL 3M'S MAXIMUM LIABILITY EXCEED THE PRICE PAID TO 3M FOR THE DELIVERABLE(S) OR SERVICE(S) TO WHICH THE LIABILITY RELATES. 17. Disputes. Any questions, claims, disputes or litigation arising from or related to the making, performance or alleged breach of this Agreement, or to any available remedies (a "Dispute"), shall be governed by the laws as set forth in Sec. 18 below, and shall be resolved as follows: (i) upon written notice of Dispute (the "Notice"), by in -person negotiation between business representatives of the parties who have authority to fully resolve the Dispute; (ii) if within sixty (60) days of the Notice the Dispute has not been fully resolved, the parties shall conduct a confidential non -binding mediation using a location, mediator, and rules acceptable to both parties (with the costs of mediation shared equally); (iii) if the Dispute is not then resolved, and as a last resort only, either party may commence litigation; provided that any lawsuit must be filed and maintained in accordance with Section 20 below. Northing herein shall preclude either party from taking whatever actions it deems necessary to prevent immediate, irreparable harm to its interests. 18. Applicable Law and Venue. This Agreement shall be governed by the laws of the State of Minnesota, without regard to its principles of conflicts of law. Any lawsuit commenced by a party to this Agreement must be commenced in a federal or state court of competent jurisdiction in Ramsey County, Minnesota. 19. Assignment. No party to this Agreement may assign, transfer, sublicense, or delegate this Agreement or any of its rights, duties, obligations, or interests under this Agreement without 3M's prior written approval. This Agreement will not be considered a transferable asset. 3M expressly reserves the right to terminate this Agreement on: (i) the sale of all or substantially all of the stock of any party to this Agreement, (ii) the sale or transfer of the entire business or substantially all the assets of any party to this Agreement, or (iii) any significant change in the management or control of any party to this Agreement. Any assignment, transfer, or delegation of this Agreement or any interest in this Agreement, without 3M's prior written consent, is voidable at 3M's option and cause for termination of this Agreement. Nothing in this Agreement will be construed to grant any person or entity not a party to this Agreement any rights or • powers whatsoever. No person or entity will be a third party beneficiary of this Agreement. 20. Waiver. The waiver or failure of either party to exercise in any respect any rights provided for in this Agreement shall not be deemed a waiver of any further right by such party under this Agreement. 3M 9364690 LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND 1021. Severability. If a court or tribunal of competent jurisdiction will for any reason, hold any provision of this Agreement invalid, illegal, or unenforceable, the provision will be deemed severable and the invalidity, illegality, or unenforceability will not affect any other provision of this Agreement which must be enforced in accordance with the intent of this Agreement, however, a party adversely affected by such holding may terminate this Agreement effective immediately, without penalty, upon notice thereof to the other party. 22. Acceptance. This Agreement is not binding on 3M until it has been accepted in writing by Security Systems Division at 3M Center, St. Paul, MN. This is the sole and exclusive manner of acceptance. Any other promise or act, including a promise to ship or shipment, does not constitute acceptance by 3M of this Agreement. Once signed, please deliver this Agreement to 3M by fax or mail: 3M SSD Customer Service Fax 1-800-223-5563 or 3M Company, PO Box 33682, St. Paul, MN 55113-3682. For questions, call Customer Service 1-800-328-0067. Fed ID# 41-041-7775. 23. Entire Agreement and Amendments. This Agreement and its Exhibits are intended to be the final, complete and exclusive statement of all terms and conditions of the agreement between the parties relating to the matters covered and supersedes all prior agreements, whether written or oral, all other communications between the parties relating to the subject matter of this Agreement and any course of dealing or usage of trade. Each party agrees that it has not relied on any representation or warranty not expressly stated in this Agreement. This Agreement can be amended only by a writing signed by both parties. No oral modification is possible. A course of performance does not effect a modification or a waiver unless ratified in writing by the party to be bound. Accepted and Agreed to: 3M Company Customer Name: By: By: is Print Name: Print Name: Title: Title: Date: Date: 3M 9364690 LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND Exhibit A Equipment, Services and Pricing Customer Name: Installation Site(s): 0 Equipment (includes _ months of service and Installation, shipping and handling) Quantity Unit Price Total Optional Equipment Net Unit Price Net Unit Price Attachment B-1 3M SELFCHECK SYSTEM SOFTWARE LICENSE • 3M 9364690 LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND USE OF THE 3MT^I SELFCHECKT^I SYSTEM SOFTWARE IS GOVERNED SOLELY BY THE TERMS OF THIS LICENSE. THE SOFTWARE MAY BE USED BY CUSTOMER AND ITS EMPLOYEES AND AGENTS ONLY FOR CUSTOMER'S BENEFIT AND IN ACCORDANCE WITH THE LICENSE SET FORTH BELOW: 1.3M SelfCheck System Software. As used in this License, "Software" means the proprietary 3M SelfCheck System Software licensed to Customer (initial below): 3M Intelligent Return and Sortor Software including but not limited to any updates (e.g., maintenance releases, modifications to existing functionality or new functionality) that may be provided to Customer by 3M, at 3M's option, during the term of this License. 3M is under no obligation to issue updates. 2. License. During the term of this License, 3M grants Customer the nonexclusive, nontransferable right to use the Software solely for Customer's internal business purposes, and only in combination with 3M Self -Check system hardware, with the exception of the Model 895 Software which may be installed on a single personal computer at the Customer's location. Except as provided above, Customer may not use the Software with scanning equipment or similar hardware supplied by any other party. The parties acknowledge that the Software is the sole and exclusive property of 3M or its licensors. Portions of the Software provided by 3M's licensors may be subject to additional license terms made available to Customer either as part of the license terms below or referenced by 3M and contained in a separate attachment, and Customer hereby assents to those terms in consideration for its use of the Software. Certain features of the Software may be provided on a time limited basis or subject to other conditions, as referred to in the exhibits to the Sales Agreement between 3M and the Customer, or other addendum to this License. 3M's grant of a license is expressly conditioned upon Licensee's use of the Software pursuant to this License; any other use shall be considered unlicensed and shall subject Licensee to any and all remedies available to 3M at law or equity, including but not limited to claims of copyright infringement. 3. Prohibitions. Customer may not, without 3M's prior written consent (i) sublicense, lease, lend or transfer the Software to any third party; (ii) use, or permit the use of, the Software for the benefit of, or by, any third party, such as use of the software as a service bureau; (iii) make copies of the Software except in the normal course of use or for archival purposes; (iv) use the Software at any location other than the Site; or (v) disassemble, reverse engineer or create derivative works of the Software except as permitted by law. Customer agrees to reproduce all copyright and proprietary rights notices included in the Software on copies that it is authorized to make. 4. Operating Results. Customer is solely responsible for the use it makes of the Software, including, but not limited to, monitoring and verifying the input to and output from the Software. 3M makes no warranties whatsoever about the results to be obtained by Customer's use of the Software. 5. LIMITED WARRANTY AND DISCLAIMER. 3M warrants to Customer that, for a ninety (90) day period following delivery of the Software, the then -current version of the Software will perform in substantial accordance with the corresponding documentation when used as instructed. If the Software fails to meet this warranty, 3M's sole obligation and Customer's sole remedy will be, at 3M's option, replacement or correction of the Software to perform as warranted or refund of the applicable separate license fee paid. This warranty is void if the Software is modified or used with software or equipment for which it was not intended. EXCEPT FOR THIS LIMITED WARRANTY, 3M AND ITS LICENSORS DISCLAIM ANY AND ALL WARRANTIES, WHETHER EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON -INFRINGEMENT AND TITLE AND THOSE ALLEGEDLY ARISING FROM TRADE USAGE OR COURSE OF DEALING. 3M DOES NOT WARRANT THAT THE SOFTWARE IS FREE FROM ALL BUGS, ERRORS OR OMISSIONS. 6. Limitation of Liability. 3M and its licensors will not be liable to Customer for any loss or damage resulting from lost data or information. Further, except for personal injury, 3M and its licensors will not be liable for any indirect, special, incidental or isconsequential damages or economic loss based upon breach of warranty, breach of contract, negligence, strict liability in tort or any other legal theory, even if 3M has been advised of the possibility of such damages. THE PARTIES AGREE THAT 3M'S AND ITS LICENSORS' MAXIMUM CUMULATIVE LIABILITY FOR ACTUAL DAMAGES FOR ALL MATTERS ARISING OUT OF OR RELATING TO THIS LICENSE SHALL NOT EXCEED TEN THOUSAND DOLLARS ($10,000) IN THE AGGREGATE. 3M 936469vt LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND Some states or countries may have laws that require liability rights different from those stated above. In such states or countries, the minimum required liability terms shall apply. 7. Term and Termination. This License will terminate if (i) a party materially breaches a provision of this License and fails to cure such breach within thirty (30) days after receiving a written notice of breach from the nonbreaching party; or (ii) Customer discontinues use of the Software. Upon termination of this License for any reason, Customer shall cease all further use of the Software and, at 3M's option, destroy or return to 3M all copies then in Customer's possession or control. At 3M's request, Customer will certify to 3M in writing that it is in full compliance with the requirements of this paragraph. 8. U.S. Government End Users. This provision applies to all acquisitions of this Software by or for the Federal Government or by any prime contractor or subcontractor (at any tier) for the Federal Government under any contract, grant, cooperative agreement, other transaction, or other agreement with the Federal Government. By accepting delivery of this Software, the Federal Government hereby agrees that this Software qualifies as "commercial" computer software within the meaning of the acquisition or financial assistance regulations applicable to this procurement. The terms and conditions of this License shall apply to the Government's use and disclosure of this Software and shall supersede any conflicting contract terms and conditions. If this License fails to meet the Government's needs or is inconsistent with federal law, the Federal Government agrees to return this Software, unused, to 3M. The following additional statement applies only to acquisitions governed by DFARS Subpart 227.4 (October 1988): "Restricted Rights — Use, duplication and disclosure by the Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013 (OCT. 1988)." 9. Export Law Assurances. The laws and regulations of the United States restrict the export and re-export of commodities and technical data of United States origin, including the Software. Customer agrees that it will not export or re-export the Software in any form without the appropriate United States Government and foreign government licenses. Customer agrees that its obligations under this paragraph survive and continue after any termination or expiration of rights under this License. 10. General Provisions. This License constitutes the entire agreement between 3M and Customer with respect to use of the Software. This License is governed by and construed under Minnesota law, excluding its conflicts of law provisions. The parties agrees that, in the event of any disputes arising between the parties, jurisdiction and venue for resolving such disputes shall reside exclusively in the state and federal courts in Ramsey County, Minnesota., USA. This License, or any of the rights granted herein, may not be amended, assigned, sublicensed or transferred by Customer without 3M's prior written consent. Failure of 3M to enforce any provision will not constitute a waiver of such provision or of the right to enforce such provision. If any provision of this License is held to be unenforceable by a court, the validity and enforceability of the other provisions will not be affected. The provisions of paragraphs 5, 6, 7, 8 and 9 will survive any termination or expiration of rights under this License. This software contains Adobe® Flash© Player. Copyright © 1996 - 2008 Adobe Systems Incorporated. All Rights Reserved. Adobe and Flash are either trademarks or registered trademarks in the United States and/or other countries. This Software contains Adobe® Shockwave® Player. Copyright © 1996 - 2008 Adobe Systems Incorporated. All Rights Reserved. Adobe and Shockwave are either trademarks or registered trademarks in the United States and/or other countries. Apache License Version 2.0, January 2004 http://www.apache.org/licenses/ TERMS AND CONDITIONS FOR USE, REPRODUCTION, AND DISTRIBUTION 1. Definitions. "License" shall mean the terms and conditions for use, reproduction, and distribution as defined by Sections I through 9 of this • document. "Licensor" shall mean the copyright owner or entity authorized by the copyright owner that is granting the License. 3M 9364690 LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND "Legal Entity" shall mean the union of the acting entity and all other entities that control, are controlled by, or are under common control with that entity. For the purposes of this definition, "control" means (i) the power, direct or indirect, to cause the direction or management of such entity, whether by contract or otherwise, or (ii) ownership of fifty percent (50%) or more of the outstanding shares, or (iii) beneficial ownership of such entity. "You" (or "Your") shall mean an individual or Legal Entity exercising permissions granted by this License. "Source" form shall mean the preferred form for making modifications, including but not limited to software source code, documentation source, and configuration files. "Object" form shall mean any form resulting from mechanical transformation or translation of a Source form, including but not limited to compiled object code, generated documentation, and conversions to other media types. "Work" shall mean the work of authorship, whether in Source or Object form, made available under the License, as indicated by a copyright notice that is included in or attached to the work (an example is provided in the Appendix below). "Derivative Works" shall mean any work, whether in Source or Object form, that is based on (or derived from) the Work and for which the editorial revisions, annotations, elaborations, or other modifications represent, as a whole, an original work of authorship. For the purposes of this License, Derivative Works shall not include works that remain separable from, or merely link (or bind by name) to the interfaces of, the Work and Derivative Works thereof. "Contribution" shall mean any work of authorship, including the original version of the Work and any modifications or additions to that Work or Derivative Works thereof, that is intentionally submitted to Licensor for inclusion in the Work by the copyright owner or by an individual or Legal Entity authorized to submit on behalf of the copyright owner. For the purposes of this definition, "submitted" means any form of electronic, verbal, or written communication sent to the Licensor or its representatives, including but not limited to communication on electronic mailing lists, source code control systems, and issue tracking systems that are managed by, or on behalf of, the Licensor for the purpose of discussing and improving the Work, but excluding communication that is conspicuously marked or otherwise designated in writing by the copyright owner as "Not a Contribution." "Contributor" shall mean Licensor and any individual or Legal Entity on behalf of whom a Contribution has been received by Licensor and subsequently incorporated within the Work. 2. Grant of Copyright License. Subject to the terms and conditions of this License, each Contributor hereby grants to You a perpetual, worldwide, non-exclusive, no -charge, royalty -free, irrevocable copyright license to reproduce, prepare Derivative Works of, publicly display, publicly perform, sublicense, and distribute the Work and such Derivative Works in Source or Object form. 3. Grant of Patent License. Subject to the terms and conditions of this License, each Contributor hereby grants to You a perpetual, worldwide, non-exclusive, no -charge, royalty -free, irrevocable (except as stated in this section) patent license to make, have made, use, offer to sell, sell, import, and otherwise transfer the Work, where such license applies only to those patent claims licensable by such Contributor that are necessarily infringed by their Contribution(s) alone or by combination of their Contribution(s) with the Work to which such Contribution(s) was submitted. If You institute patent litigation against any entity (including a cross -claim or counterclaim in a lawsuit) alleging that the Work or a Contribution incorporated within the Work constitutes direct or contributory patent infringement, then any patent licenses granted to You under this License for that Work shall terminate as of the date such litigation is filed. 4. Redistribution. You may reproduce and distribute copies of the Work or Derivative Works thereof in any medium, with or without modifications, and in Source or Object form, provided that You meet the following conditions: a. You must give any other recipients of the Work or Derivative Works a copy of this License; and b. You must cause any modified files to carry prominent notices stating that You changed the files; and c. You must retain, in the Source form of any Derivative Works that You distribute, all copyright, patent, trademark, and attribution notices from the Source form of the Work, excluding those notices that do not pertain to any part of the Derivative Works; and d. If the Work includes a "NOTICE" text file as part of its distribution, then any Derivative Works that You distribute must include a readable copy of the attribution notices contained within such NOTICE file, excluding those notices that do not pertain to any part of the Derivative Works, in at least one of the following places: within a NOTICE text file distributed as 3M 936469v1 LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND part of the Derivative Works; within the Source form or documentation, if provided along with the Derivative Works; or, • within a display generated by the Derivative Works, if and wherever such third -party notices normally appear. The contents of the NOTICE file are for informational purposes only and do not modify the License. You may add Your own attribution notices within Derivative Works that You distribute, alongside or as an addendum to the NOTICE text from the Work, provided that such additional attribution notices cannot be construed as modifying the License. You may add Your own copyright statement to Your modifications and may provide additional or different license terms and conditions for use, reproduction, or distribution of Your modifications, or for any such Derivative Works as a whole, provided Your use, reproduction, and distribution of the Work otherwise complies with the conditions stated in this License. 5. Submission of Contributions. Unless You explicitly state otherwise, any Contribution intentionally submitted for inclusion in the Work by You to the Licensor shall be under the terms and conditions of this License, without any additional terms or conditions. Notwithstanding the above, nothing herein shall supersede or modify the terms of any separate license agreement you may have executed with Licensor regarding such Contributions. 6. Trademarks. This License does not grant permission to use the trade names, trademarks, service marks, or product names of the Licensor, except as required for reasonable and customary use in describing the origin of the Work and reproducing the content of the NOTICE file. 7. Disclaimer of Warranty. Unless required by applicable law or agreed to in writing, Licensor provides the Work (and each Contributor provides its Contributions) on an "AS IS" BASIS, WITHOUT WARRANTIES OR CONDITIONS OF ANY KIND, either express or implied, including, without limitation, any warranties or conditions of TITLE, NON -INFRINGEMENT, MERCHANTABILITY, or FITNESS FOR A PARTICULAR PURPOSE. You are solely responsible for determining the appropriateness of using or redistributing the Work and assume any risks associated with Your exercise of permissions under this License. 8. Limitation of Liability. In no event and under no legal theory, whether in tort (including negligence), contract, or otherwise, unless• required by applicable law (such as deliberate and grossly negligent acts) or agreed to in writing, shall any Contributor be liable to You for damages, including any direct, indirect, special, incidental, or consequential damages of any character arising as a result of this License or out of the use or inability to use the Work (including but not limited to damages for loss of goodwill, work stoppage, computer failure or malfunction, or any and all other commercial damages or losses), even if such Contributor has been advised of the possibility of such damages. 9. Accepting Warranty or Additional Liability. While redistributing the Work or Derivative Works thereof, You may choose to offer, and charge a fee for, acceptance of support, warranty, indemnity, or other liability obligations and/or rights consistent with this License. However, in accepting such obligations, You may act only on Your own behalf and on Your sole responsibility, not on behalf of any other Contributor, and only if You agree to indemnify, defend, and hold each Contributor harmless for any liability incurred by, or claims asserted against, such Contributor by reason of your accepting any such warranty or additional liability. END OF TERMS AND CONDITIONS 3M 936469vt • 3M • Service Agreement Library Systems Agreement Issued To: LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND Sample Service Agreement This Service Agreement covers the Equipment listed below for the period shown. (Please see reverse side for important terms and conditions.) Model Number Serial Number Annual Fee Zone Fee Exhibit C When You Need Service: Call 1-800-328-0067 and select option #1 to place a service call. You'll need to give your Model and Serial Number when requesting service. Service Agreement Number: Service Agreement Effective Period: Begins: OUR PLEDGE Ends: We are a worldwide team of professional men and women 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. 3M 9364690 • METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Responsible • Installing electrical service that meets applicable building and electrical codes and the requirements listed in Electrical requirements on page 9 of Architect/Contractor's package • Ensuring compliance with the environmental requirements listed in Environmental requirements on page 11 of Architect/Contractor's package. • Installing the networking infrastructure required for communication with circulation system. See Network requirements on page 11 of Architect/Contractor's package • Providing sufficient space to house the system. See Module dimensions on page 12 and sample configurations on page 26 of Architect/Contractor's package. • Preparing a wall for system installation that complies with the information provided in the following sections: - Wall construction: Models 2810 and 2812 on page 19 - Wall construction: Models 2820 and 2822 on page 21 • Providing suitable hallways and doorways from the staging area to the installation area so system components can be moved efficiently to where the system will be installed. See Minimum access requirements on page 24 of Architect Contractor's package. Library • Move system components to a staging area near the installation Before the scheduled location. The staging area must be on the same floor as the room in installation date which the unit will be installed. • Supply a pallet jack to enable the 3M technician to safely move system modules from the staging area to the installation location. • Install the surround. See Install the surround on page 25 of Architect Contractor' acka e. 3M technician Install, configure, and test the 3M Intelligent Return and Sorter During installation System. Library Complete wall finishing, such as touch-up repair of minor surface After installation damage, drywall taping and sanding, paint or wallpaper, baseboard, etc., after system installation is complete. Project Schedule You can feel confident that we can meet any deadlines that we commit to in this plan. All of the equipment we are proposing is designed by 3M and made by us in U.S. manufacturing facilities. This gives us much greater control over our product quality and supply chain than other vendors who simply resell automate materials handling equipment from other and overseas suppliers. As a result, our project team can simply pick up a phone and talk to our supply chain and our plant managers and precisely determine the delivery dates for your equipment and if it is ever needed request the expedition of your order. • The timeline below is an example using the standard lead time of 8 weeks after first site visit for shipment. 3M project team will work with the library to define a plan to achieve the library's timeline goals. 3M Library Systems LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND Service Agreement Terms and Conditions • WHAT WE WILL DO: Hardware: In consideration of payment of the agreement price, 3M will furnish labor and replacement parts necessary to maintain the Equipment specified in this agreement in proper operating condition during the term of this agreement, provided that the Equipment is installed by an authorized 3M Service Provider and used as directed. This Service Agreement covers Equipment failure during normal usage. 3M agrees to provide: • On -site remedial maintenance during On -Site Coverage Hours When 3M is notified that the Equipment is not in good working order. 3M will provide a toll -free telephone number for Customer to place, and 3M will receive, Equipment maintenance service calls twenty-four (24) hours per day, seven (7) days per Week. • All labor, service parts and Equipment modifications 3M deems necessary to maintain the Equipment in good working order. All service parts will be furnished on an exchange basis and will be new parts or parts of equal quality. For certain Equipment, 3M reserves the right to replace the entire unit with new equipment or equipment of equal quality when 3M determines that replacement is more economical than on -site repair. All Equipment and service parts removed for replacement become the property of 3M. Software: In consideration of payment of the agreement price, 3M will furnish over -the -phone software support and remote troubleshooting of the 3M Software specified in this agreement as well as updates necessary to maintain the 3M Software specified in this agreement in proper operating condition during the term of this agreement, provided that the 3M Software is installed and used as directed. 3M agrees to provide: • All software configuration modifications 3M deems necessary to maintain the 3M Software in good working order • 3M Software updates • Internet Filter list updates (as applicable) • A toll -free telephone number for Customer to place, and 3M to receive, software support calls. Over -the -phone software support • calls may be placed twenty-four (24) hours per day, seven (7) days per week. Calls will be addressed during 3M Software Support Coverage Hours in the order they were received. WHAT IS NOT COVERED: The basic maintenance fee does not include, and 3M is not obligated to provide or perform repair of damage or increase in service time caused by (i) failure of Customer to provide continually a proper operating environment and supply of power as prescribed by the Equipment manufacturer; (ii) accident; (iii) Acts of God, including but not limited to fire, flood, water, wind and lightning; (iv) neglect, abuse or misuse; (v) failure of Customer to follow 3M's published operating instructions; (vi) modification, service or repair of the Equipment by other than 3M authorized personnel; (vii) use of Equipment for purposes other than for which designed; (viii) painting or refinishing the equipment; (ix) relocation of the equipment; (x) replacement of broken or damaged cabinetry; to include items such as lattices, base covers, book check covers, etc.; (xi) electrical work external to the Equipment; (xii) cosmetic restoration (e.g., filling of holes in floor or walls, plugging or wire run openings, removal of tape residue, etc.) after removal or relocation of equipment for any reason; (xiii) restoration of Equipment performance when it has been degraded by placement of unauthorized interference sources within the affected range of said equipment; (xiv) service requests related to use of markers (strips) other than those manufactured by 3M or its authorized distributor(s), (xv) modification, or repair of the 3M Software by other than 3M authorized personnel; (xvi) use of the 3M Software for purposes other than for which designed; (xvii) virus / hacker activity; (xviii) Non-3M Software related updates and upgrades including, but not limited to, Operation System, Anti -Virus, Intrusion Detection RENEWAL: This agreement is NOT automatically renewable. If a renewal agreement is offered by 3M, the agreement price quoted will reflect the age of the product and the service costs at the time of renewal. ENTIRE AGREEMENT: This instrument sets forth the entire agreement between the parties, and no representation, promise or condition not contained herein shall modify these terms whether made prior to or subsequent to the execution of this agreement. • 3M 936469v1 LIBRARY SYSTEMS SALES AGREEMENT BETWEEN 3M AND • Exhibit D T&TS — Library Systems Product Performance Guarantee and Standard Warranty One Year Library Systems Product Performance Guarantee: Subject to the Limitation of Liability below, 3M guarantees your satisfaction with the performance of any 3M Library System Product for 12 months from the date of installation provided that a) you are the original purchaser: b) you have executed a one (1) year 3M Service Agreement for maintenance of the Library System product: and c) the product has not been subiected to abuse, misuse, accident or neglect. Performance means the product meets 3M published product specifications. If you are not completely satisfied with the performance of your Library System Product, you may return the Library System product for a prompt refund. 3M will pay all reasonable de -installation and shipping charges to return the product to 3M. Note that all claims under this guarantee must be submitted to 3M within 12 months from the date of installation of the 3M Library Systems Product. Failure to submit a claim within this time frame will invalidate this guarantee. IMPORTANT: Consumables and non-3M branded products are excluded from this Guarantee. Warrantv and Limited Remedv for Non -Software Library Svstems Products Not Covered by Performance Guarantee: Unless stated otherwise in 3M product literature or packaging, 3M warrants that each 3M Library Systems Product meets the applicable specifications for a period of ninety (90) days from the date of shipment (or, in the case of hardware installed by 3M, from the date of installation). Any warranties related to 3M software are contained in separate 3M software licenses. Consumables and non-3M branded products are excluded from this Warranty and Limited Remedy. 3M MAKES NO OTHER GUARANTEES, WARRANTIES OR CONDITIONS, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTY OR CONDITION OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE OR ANY IMPLIED WARRANTY OR CONDITION ARISING OUT OF A COURSE OF DEALING, CUSTOM OR USAGE OF TRADE. You are responsible for determining whether the 3M product is fit for a particular purpose and suitable for your application. If the 3M product is defective within the warranty period and provided that a) the product has not been subjected to abuse, misuse, accident or neglect and b) you have notified 3M within thirty •(30) days after the defect was discovered, your exclusive remedy and 3M's and seller's sole obligation will be, at 3M's option, to replace or repair the defective 3M product. Limitation of Liability: EXCEPT WHERE PROHIBITED BY LAW, 3M AND SELLER WILL NOT BE LIABLE FOR ANY LOSS OR DAMAGE ARISING FROM 3M LIBRARY SYSTEM, WHETHER DIRECT, INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL, REGARDLESS OF THE LEGAL THEORY ASSERTED, INCLUDING WARRANTY, CONTRACT, NEGLIGENCE OR STRICT LIABILITY. Guarantee and Warranty Claims: For guarantee and warranty claims, and for service, call 1-800-328-0067. 3M 9364690 0 • • METHODOLOGY / SOLUTION / SCOPE / PROJECT PLAN Duration 3M AMH Implementation Start date Completion Notes Contract Awarded 2/1/2012 4 2/5/2012 Establish team members, roles, 2/1/2012 2 2/3/2012 responsibility and timeline PRPLD submits purchase order to 2/1/2012 1 2/2/2012 Order can be faxed or emailed 3M Customer Service along with copy of drawing with customer signature and date Customer Service receives and 2/2/2012 1 2/3/2012 enters purchase order Meeting scheduled with PRPLD 2/2/2012 2 2/4/2012 Contractor/architect and 3M team First Site Visit 2/7/2012 1 2/7/2012 Meeting includes discussion on Library meeting held with 3M on install, configuration, building site, site with contractor and library. contractor package. Any issues are PRPLD signs off - Confirm to resolved PRPLD expected ship date Site visit complete and plan 2/8/2012 1 2/8/2012 approved 3M communicates with PRPLD 2/1S/2012 14 2/29/2012 when holes should be cut re- iterating that customer installs the surround. SURROUND SHIPS 3/1/2012 7 3/7/2012 PRPLD coordinates install with their contractor PRPLD contractor installs 3/12/2012 3 3/15/2012 surround 3M confirms surround is 3/15/2012 1 12/15/2012 installed. 3M re -confirms with PRPLD the expected install date. 3M arranges and performs 3/16/2012 3 3/16/2012 3M to inspect hole & approve Second Site Visit installation of surround, elevation of opening, electrical/network requirements are all met Site visit results are 3/19/2012 1 3/20/2012 communicated System ships 3/30/2012 7 4/6/2012 Equipment arrives at Library 4/6/2012 1 4/6/2012 PRPLD notifies 3M when equipment arrives 3M Installs equipment 4/9/2012 2 4/10/2012 Training is completed 4/10/2012 1 4/10/2012 On -going support to PRPLD from 2/1/2012 - Through warranty period 3M 3M Library Systems AMH Solution for City of Fort Collins 6