HomeMy WebLinkAboutRFP - 7296 AUTOMATED MATERIALS HANDLING SORTERCityof
Financial Services
`'
Fort
Purchasing Division
215 N. Mason St. 2"" Floor
Collins
PO Box 580
Fort Collins, CO 80522
970.221.6775
P u rch a s i n 9
970.221.6707
fcgov.com/purchasing
REQUEST FOR PROPOSAL
7296 AUTOMATED MATERIALS HANDLING/SORTER
The City of Fort Collins on behalf of the Poudre River Public Library District is
requesting proposals from qualified firms for automated materials handling
systems/sorters (hereinafter "sorters") for the Poudre River Public Library District
libraries. The City of Fort Collins is acting as the purchasing agent for the Poudre River
Public Library District.
Written proposals, five (5) copies, will be received at the City of Fort Collins' Purchasing
Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524 and referenced
as Proposal No. 7296. Proposals will be received before 3:00 p.m. (our clock), on
October 28, 2011. If delivered, they are to be sent to 215 North Mason Street, 2nd
Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort
Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager,
Jeff Barnes at (970) 221-6674 or ibarnes cDpoudrelibraries.org.
Questions regarding bid submittal or process should be directed to David Carey, CPPB,
Buyer, at (970) 416-2191 or dcarey(@fcqov.com.
A copy of the Proposal may be obtained as follows:
Download the Proposal/Bid from the BuySpeed Webpage,
www.fcqov.com/eprocurement
The City of Fort Collins is subject to public information laws, which permit access to
most records and documents. Proprietary information in your response must be clearly
identified and will be protected to the extent legally permissible. Proposals may not be
marked 'Proprietary' in their entirety. Information considered proprietary is limited to
material treated as confidential in the normal conduct of business, trade secrets,
discount information, and individual product or service pricing. Summary price
information may not be designated as proprietary as such information may be carried
forward into other public documents. All provisions of any contract resulting from this
request for proposal will be public information.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council,
shall have a financial interest in the sale to the City of any real or personal property,
equipment, material, supplies or services where such officer or employee exercises
directly or indirectly any decision -making authority concerning such sale or any
supervisory authority over the services to be rendered. This rule also applies to
subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment,
RFP 7296 Automated Materials Handler/Sorter Page 1 of 34
REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the
basis for review of the written proposals and optional interview session. At discretion of
either the City or the Library, interviews of top rated firms may be held.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average
rating, and 5 being an outstanding rating.
WEIGHTING
QUALIFICATION
STANDARD
FACTOR
Does the proposal show an understanding of
2.0
Scope of Proposal
the project objective, methodology to be used
and results that are desired from the project?
Do the persons who will be working on the
2.0
Assigned
project have the necessary skills? Are
Personnel
sufficient people of the requisite skills assigned
to the project?
Can the work be completed in the necessary
time? Can the target start and completion
dates be met? Are other qualified personnel
1.0
Availability
available to assist in meeting the project
schedule if required? Is the project team
available to attend meetings as required by the
Scope of Work?
1.0
Motivation
Is the firm interested and are they capable of
doing the work in the required time frame?
Do the proposed cost and work hours compare
Cost and
favorably with the project Manager's estimate?
2.0
Are the work hours presented reasonable for
Work Hours
the effort required in each project task or
phase?
Does the firm have the support capabilities the
2.0
Firm Capability
assigned personnel require? Has the firm
done previous projects of this type and scope?
RFP 7296 Automated Materials Handler/Sorter Page 10 of 34
REFERENCE EVALUATION (TOP RATED FIRM)
The Project Manager will check references using the following criteria. The evaluation
rankings will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required by this project?
Timetable
Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Was the Professional responsive to client needs;
Completeness
did the Professional anticipate problems? Were
problems solved quickly and effectively?
Budget
Was the original Scope of Work completed
within the project budget?
a) If a study, did it meet the Scope of Work?
b) If Professional administered a construction
Job Knowledge
contract, was the project functional upon
completion and did it operate properly?
Were problems corrected quickly and
effectively?
RFP 7296 Automated Materials Handler/Sorter Page 11 of 34
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:
Business Address:
Business Telephone:
Business E-Mail:
Contact Person:
Date Bid Submitted:
Business Fax:
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.
Authorized Signature of Vendor:
Printed Name:
Company Name:
Date:
RFP 7296 Automated Materials Handler/Sorter Page 12 of 34
EXHIBIT A — TECHNICAL REQUIREMENTS WORKSHEET
In filling out the following form under "Response", please use one of the following:
Meets Requirements, Meets with Modification, or Does not Meet. The comments
column should be used to detail the reasoning for the particular response.
Item # item DescriptionlRequest Response Comments
Reliability/Performance
System must have an accuracy rating.for RFID tag reading of
at least 99.9%
2. System must have an up -time rate of at least 98%.
System must reliable during operational hours after
3. installation, andd for or a period no -less than the full warranty
period.
4 System must have an average discharge rate (from RFID
reader) of one second per item at least 95 percent of the time.
Systems must.be sized to handle 90-95% of returned
materials, based on material types and sizes, speed of
equipment and expected circulation. "
6 Specify the number of items that can be checked in and sorted
per hour using the proposed system.
7. System must provide real-time check -in of all items returned.' 00
General Functionality
System must be compatible with floating collection
8.
functionality. 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 check -in without having to
walk to the book chute using an internal induction point.
The Library's RFID tags are on 13.56 MHz frequency and
10.
.meet the ISO 15693 standard, and are written to'Bibliotheca
data model 12. Confirm compatibility.
System must accept all item types. If any item types are not
11. accepted, they must be listed as exceptions in the response to
this item.
System must accommodate any items thatfit in a standard
12
book•retum slot with an opening size of 3'/z" high x 14 7/8"
wide. Please specify any size limitations for your system
beyond this standard size.
System must not interfere with other equipment, including, but
13. not limited to, PCs, automated library system clients, wireless
laptops, and RFID stations.
System must operate at a noise level below normal
14.
conversation levels. The maximum sound level should not be
louder than 60 d6 at 3-5' from source.
15. System must include sealed electric motors, not air
RFP 7296 Automated Materials Handler/Sorter Page 13 of 34
compressors, to control noise and eliminate introduction of
pneumatic hoses and devices in public spaces.
System must provide an emergency stop button. Please
16.
indicate where any emergency stop buttons are located on
base unit and on any expansion modules or remote locations.
17 System must include an option for a checkin receipt for the
patron.
18 System must provide a touch screen for patron use at all
induction points.
19. System must provide a built-in, non-proprietary receipt printer
with high capacity paper. Please list length of pa er roll.
20. The receipt printer must provide an auto -cut capability.
Downtime Operations
System must have capability to capture information when
21.
connection to the ILS is lost, and then relay the information to
the ILS server after connection is restored.
RFID Services
Vendor must be able to demonstrate, upon request, how the
system can read and write to multiple tag data formats and
22.
allow for maximum interoperability. The Library's tags are on
13.56 MHz frequency and meet the ISO 15693 standard, and
are written to Bibliotheca data model 12.
System must reactivate the RFID security bit. Please indicate
23. in your response any impact that this function will have on the
performance (speed) of the system.
24 System must not interfere with other Library systems RFID
tags (interlibrary loans, neighboring libraries, Prospector, etc.).
If selected vendor is NOT able to read/write Bibliotheca's tags,
it MUST be willing to sign a non -disclosure agreement with
25. 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 Library's existing ILS, which is
from Innovative Interfaces, Inc.
Sorter must accommodate SIP2 protocol to connect to our ILS
27. 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 ILS connection or operating
system.
29 To ensure interoperability with other ILS systems, sorter must
also provide support for socket and telnet systems.
RFP 7296 Automated Materials Handler/Sorter Page 14 of 34
In the event that the Library moves to a different ILS platform,
Vendor must provide compatibility with other ILS systems.
30. Please identify, configuration changes and potential costs
should the Library change ILS platforms. List the different ILS
platforms currently supported.
Vendor must agree to provide NCIP (National Information
Standards Organization Circulation Interchange Protocol
standard that defines messaging between circulation systems)
31
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.
32 Identify the database structure used by the software;
specifically identify what data is stored on the system.
Identify any information stored n the system, including patron
33.
l
and item information, and how long such data is retained on
the system.
Sorter must enable returned item to be identified in the ILS as
34. having been returned and update the patron account in real
time.
System must be compatible with Innovative's Sorter API. It
35. should be 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. ' 00
Remote Interface
37 Sorter must be accessible by staff and Vendor from a remote
location using VNC or other remote control software.
38 Does the system allow monitoring of the system over the �_
network through SNMP or other management protocols?
Do sorter settings allow for sorter to be managed on -site to
39. view user screens, change some configuration settings, and
run reports?
Do sorter settings allow for sorter to be managed online to
40. change administrative -level configuration settings and push
software updates to each sorter via web browser interface?
Sorting Functionality
41 State electrical power requirements for sorter base unit and
additional power requirements per expansion unit.
Sorter must have 3 induction points— 1 staff, 1 internal public, 1
external public. Please diagram how your proposed system
42 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.
RFP 7296 Automated Materials Handler/Sorter Page 15 of 34
Automated sorting equipment must be able to check in all formats
of 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
43. 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 sorting equipment require more
than one staff member to supervise and operate?
45. Sorter must be able to automatically feed materials from book
returns without staff intervention.
Automated sorting equipment must be capable of distributing
46. returned items into separate bins according to criteria established
by the Library.
Sorter must be able to provide multiple, customizable sorting
profiles at a click of a button. Please describe in detail the user
47. 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.
How much customization is available in the software sorting
48
profile? How many and which fields can the system sort on with
one pass through the sorter? In other words, how many fields or
criteria can the sorter use in determining an initial sort?
49 Sorter must be able to separate items that have no or damaged
RFID tags from other items.
50.
System must be modular, allowing for expansion to a virtually
��
unlimited number of bins.
System must provide bin -full notification, and disable sorting to
51. that bin until resolved. Please indicate whether a special bin type
is required in order to provide this functionality.
System must have the option to provide bin -missing notification,
52 and disable sorting to that bin until resolved. Please indicate
whether a special bin type is required in order to provide this
functionality.
System must provide audible alert when the sorter requires
53. staff attention; such audible alert must be able to be disabled by
on -site library staff should such an option be desired.
54. Sorter conveyor must be designed to prohibit materials from
becoming stuck in the belt or falling off the side of the belt.
In the staff mode, the user may access, upload, and print
55.
statistics 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 senses materials being
returned.
RFP 7296 Automated Materials Handler/Sorter Page 16 of 34
Outputs
57
Detail the system print options for items,with holds and checked
in items.
IL
11
Indicate if system supports e-mail messaging to alert staff or
58. administration when the system requires attention or is out of
order.
Does system support email; messaging�to_�alertstaff when receipt
59' printer, where attached, is out of paper?
60. Provide samples of reports the system is capable of producing,
including check -ins, sorts and errors.
Patron Interaction
61. System must provide an intuitive user system for patrons.
User interface for'all materials returns, must provide, simple visual
guidance that can easily, be understood by all users. Please
62.
include photos or cut sheets -to demonstrate4thatthe typical user
interface for your proposedsystem would look like:to a "patron at
an exterior book return and 'at.an interior book'return. -'
System must not require patrons to identify themselves or
63. interface with the library's ILS in order to place the item in the
book drop.
64. System must allow items to be returned'in anyorientation. 00
System must clearly indicate if it is not ready to accept the next
65. item. Describe sequence if multiple items are returned
simultaneously.
System mustbe,abie to process library' materials without danger
66:
of damaging or erasing media (e.g: video cassettes),or'RFID
tags.
67 The external and internal patron returns must provide an
attractive decor and retain appearance with aqe.
Sorter exterior returns must'have a door or overhang to protect
contents from weather;. such door must be configured to open or
68.
provide access without presentation of a library'caed: `.Please ',
provide.a photo or cut sheetshowing,proposed,materials returns
for both interior and exterior materials returns.-
69 The system must have an option that supports a.user-selected
Spanish language interface.
70.•
System should have video capability with camera resolution
capable of identifying user in event of vandalism or foreign object
return.
71'
The external :patron return must have•a secure door.and/or photo
eye that automatically starts,the conve'yorby'user interaction.
Space Allocation/Facility Impacts
72
System must be made to adapt to corners, Obstacles and varying
heights as required for librarysituation.
ir—�
RFP 7296 Automated Materials Handler/Sorter Page 17 of 34
System must be installed in such a way that staff will still have
73 safe passage into and around all parts in order to service both
the sorter/conveyor and optional manual/emergency book
returns.
Sorting equipment must integrate seamlessly with a standard
74. book drop. Indicate third -party book drops that are compatible
with the sorter.
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
75.
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/orelectrical
modifications.
Describe the operating cost impact the Library might anticipate
(in kWh) for the proposed base system and for any expansion
76. 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
Each Vendor must attach a copy of its standard contract for the
proposed systems. The Library will forward the contract of the
77. 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.
78. System must be FCC Part 15 certified. 00
Patron and staff interfaces must meet ADA requirements or any
other requirements mandated by the State of Colorado, Larimer
79 County or local code entity including:
- ADA requirements for visually impaired users;
- ADA requirements for height and reach;
- Section 508 technical standards and performance crjteria
All parts of system must meet building and code requirements
applicable to unmonitoredr materials returns. In particular, the .
80
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.
The complete system and all components, including monitors,
computer component, sorter/conveyor parts and equipment must
81. meet worldwide safety requirements including UL (USA). All
equipment must be UL approved for adequate fire and safety
compliance.
82. 1 The Library would look favorably on equipment that is Energy 00
RFP 7296 Automated Materials Handler/Sorter Page 18 of 34
Star certified, has met standards for reduced energy usage and
heat gain or other demonstrable progress toward sustainability
goals. Please indicate in yourresponse any equipment that
would contribute toward reduced energy usage or sustainability:
goals and cost difference to standard systems.
Installation
Provide a detailed project plan outlining full installation of the
system for the Main Library. Detail tasks the library needs to
83.
have completed before installation of the system and tasks the
Vendor needs to have completed before installation of the
system.
Provide a proposed timeline for installation at the Main Library
from contract execution date. Include any milestones that must
84. 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.
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
85 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.
86 All hardware supplied by Vendor must be new and under
warranty.
The sorter will have a separate post -installation acceptance test
with three components: 1) A review to determine that all
specified features are present; 2) a measurement of response
87. 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
Describe technical support.options and ongoing maintenance
88. agreements. Provide sample documentation of the support and
maintenance options available.
Describe 1 year (required) and multi -year (additive) warranty and
89 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.
The1ibrary is highly interested in self -performing some level of
maintenance. Provide detailed information about training that will
90. be included to Library maintenance staff with regard to
installation and maintenance of equipment component pieces
without warranty implications. .
RFP 7296 Automated Materials Handler/Sorter Page 19 of 34
kickback or any items of monetary value from any person who has or is seeking to do
business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal
will be rejected and reported to authorities as such. Your authorized signature of this
proposal assures that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive
any irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
RFP 7296 Automated Materials Handler/Sorter Page 2 of 34
For a system not under maintenance contract please provide
average 1 s` 2nd and 3`d year costs for parts and any labor that
91 must be performed by Vendor. Include maintenance required for
wear and tear, based on projected circulation, for the Main
Library. Provide information on time and material, including
hourly service call charges to include travel.
Identify component parts and their average replacement cycle for
92"
parts and maintenance that can be performed by the Library.
Include average 1st, 2nd and 3`d year costs for repairs we can
anticipate as a part of self -maintenance.
Include in your proposal a list of office locations for physical
93. maintenance support (parts and labor). Service personnel
residences do not meet this requirement.
Vendor must be able to provide 24 x 7 technical support for
critical outages, including any system inoperability. Please detail.
94.
technical support options for critical and routine operations
including costs. Identify options for onsite, telephone and/or
remote support for critical and routine events.
Describe the number of software updates, type of updates
95 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.
Vendor must train,
available in person for first full day of patron
96. operation to train, troubleshoot, and ensure seamless operation
and build patron confidence.
Describe in detail the level and type of training provided I�
97. user/operators of the system and the number of users that will be
trained.
Describe in detail the level and type of training provided for IT
98. staff during and after installation and the number of users that will
be trained.
Detail the written documentation that will be provided about
99' operating, trouble -shooting and maintaining the system. EI
Warranty
A copy of Vendor's warranties for the proposed system is
requested elsewhere in this document. Please be sure to itemize
100.
operational hours for warranty service, which hardware, software
and labor is included, whether preventive maintenance is
included and for what period.
101. Manufacturer warranties for equipment and software shall pass
through to the Library at no additional cost to the Library.
❑The vendor must also indicate in its proposal any manufacturer
102. and/or vendor warranty options and their associated costs to the
Library.
103. Indicate any "product return" or "customer dissatisfaction return"
policies that are offered with your system.
104. Describe your standard for assuring backward compatibility of 0
RFP 7296 Automated Materials Handler/Sorter Page 20 of 34
your 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?
Vendor will agree to provide service from the latest
105. manufacturer's software version and notify the Library at least
thirty (30) days prior to any software upgrades.
All software upgrades which impact system performance must be
106.
done 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 the business of installing
sorters in a library environment.
Provide a listing of at least five references in order to
demonstrate experience providing automated materials handling
systems for public library projects since 2008, preferably running
108. 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.
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
109. 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 highL-quality scope, including all inspections.
Equipment and Storage
The vendor shall provide all equipment and materials needed to
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
RFP 7296 Automated Materials Handler/Sorter Page 21 of 34
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EXHIBIT E — EXAMPLE SERVICES AGREEMENT
SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, on behalf of
the Poudre River Public Library District, hereinafter referred to as the "City" and "District", and
, hereinafter referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in
accordance with the scope of services attached hereto as Exhibit "A", consisting of pages
and incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as
Exhibit "B", consisting of ( ) pages, and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be
performed pursuant to this Agreement shall be initiated within ( ) days following
execution of this Agreement. Services shall be completed no later than . Time is of the
essence. Any extensions of the time limit set forth above must be agreed upon in a writing
signed by the parties.
4. Contract Period. [Option 1] This Agreement shall commence upon the date of
execution shown on the signature page of this Agreement and shall continue in full force and
effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of
RFP 7296 Automated Materials Handler/Sorter
the City, the Agreement may be extended for an additional period of one (1) year at the rates
provided with written notice to the Professional mailed no later than ninety (90) days prior to
contract end.
4. Contract Period. [Option 21 This Agreement shall commence 200
and shall continue in full force and effect until 200 , unless sooner terminated as
herein provided. In addition, at the option of the City, the Agreement may be extended for
additional one year periods not to exceed ( ) additional one year periods. Renewals
and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder
Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a
guide. Written notice of renewal shall be provided to the Service Provider and mailed no later
than ninety (90) days prior to contract end.
5. Delay. If either party is prevented in whole or in part from performing its
obligations by unforeseeable causes beyond its reasonable control and without its fault or
negligence, then the party so prevented shall be excused from whatever performance is
prevented by such cause. To the extent that the performance is actually prevented, the Service
Provider must provide written notice to the City of such condition within fifteen (15) days from
the onset of such condition. [Early Termination clause here as an option
6. Early Termination by City/Notice. Notwithstanding the time periods contained
herein, the City or District may terminate this Agreement at any time without cause by providing
written notice of termination to the Service Provider. Such notice shall be delivered at least
fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed
in writing by the parties. All notices provided under this Agreement shall be effective when
mailed, postage prepaid and sent to the following addresses:
RFP 7296 Automated Materials Handler/Sorter
City:
Copy to:
Service Provider:
City of Fort Collins
City of Fort Collins.
Attn: Purchasing
Attn:
PO Box 580
PO Box 580
Fort Collins, CO 80522
Fort Collins, CO 80522
In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the Service
Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole
right and remedy for such termination.
7. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, per the attached Exhibit "A",
consisting of pages, and incorporated herein by this reference.
8. City Representative. The City will designate, prior to commencement of the
work, its representative who shall make, within the scope of his or her authority, all necessary
and proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
9. Independent Service provider. The services to be performed by Service Provider
are those of an independent service provider and not of an employee of the City of Fort Collins.
The City shall not be responsible for withholding any portion of Service Provider's compensation
hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for
any other purpose.
10. Personal Services. It is understood that the City enters into the Agreement
based on the special abilities of the Service Provider and that this Agreement shall be
considered as an agreement for personal services. Accordingly, the Service Provider shall
neither assign any responsibilities nor delegate any duties arising under the Agreement without
the prior written consent of the City.
RFP 7296 Automated Materials Handler/Sorter
11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for
any of the services shall not be construed to operate as a waiver of any rights or benefits
provided to the City under this Agreement or cause of action arising out of performance of this
Agreement.
12. Warranty.
a. Service Provider warrants that all work performed hereunder shall be
performed with the highest degree of competence and care in accordance with accepted
standards for work of a similar nature.
b. Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the most suitable grade of
their respective kinds for their intended use, and all workmanship shall be acceptable to City.
C. Service Provider warrants all equipment, materials, labor and other work,
provided under this Agreement, except City -furnished materials, equipment and labor, against
defects and nonconformances in design, materials and workmanship/workwomanship for a
period beginning with the start of the work and ending twelve (12) months from and after final
acceptance under the Agreement, regardless whether the same were furnished or performed by
Service Provider or by any of its subcontractors of any tier. Upon receipt of written. notice from
City of any such defect or nonconformances, the affected item or part thereof shall be
redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to
City.
13. Default. Each and every term and condition hereof shall be deemed to be a
material element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default thereof.
14. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party declaring default may elect to (a) terminate the
RFP 7296 Automated Materials Handler/Sorter
Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting parry
commences legal or equitable actions against the defaulting party, the defaulting party shall be
liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and
costs incurred because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
16. Indemnity/Insurance.
a. The Service Provider agrees to indemnify and save harmless the City and
District, their officers, agents and employees against and from any and all actions, suits, claims,
demands or liability of any character whatsoever brought or asserted for injuries to or death of
any person or persons, or damages to property arising out of, result from or occurring in
connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the
work hereunder to prevent injury to persons and property. .
c. Without limiting any of the Service Provider's obligations hereunder, the
Service Provider shall provide and maintain insurance coverage naming the City as an
additional insured under this Agreement of the type and with the limits specified within Exhibit B,
consisting of one (1) page, attached hereto and incorporated herein by this reference. The
Service Provider before commencing services hereunder, shall deliver to the City's Director of
Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a
certificate evidencing the insurance coverage required from an insurance company acceptable
to the City.
RFP 7296 Automated Materials Handler/Sorter
7296 AUTOMATED MATERIALS HANDLER/SORTER
SCOPE OF WORK
A) GENERAL INFORMATION
The City of Fort Collins on behalf of the Poudre River Public Library District (hereinafter
"the Library") has released its Request for Proposal (RFP) with regard to automated
materials handling systems/sorters (hereinafter "sorters") for its libraries. It is the Library's
intent to purchase and install one sorter at the Main Library, 201 Peterson Street, Fort
Collins, CO.
The Library requires its contractors to perform to the highest standards of professional
services. The Library will consider responses submitted by experienced and qualified
companies having specific experience, resources and qualifications for the proposed
Services.
The Poudre River Public Library District is seeking a Vendor who will provide Services
as identified herein. "Vendor", "Contractor" or "Proponent' hereinafter shall have the
same meaning and shall be construed to mean the same.
1) Mandatory Qualifications and Requirements
a. The Vendor must be licensed to operate within Larimer County and the State
of Colorado and be in good standing with the Secretary of State;
b. The Vendor shall provide proof of insurance in the amounts required by City
of Fort Collins Risk Management at the time of contracting;
c. The Vendor must provide proof of Workers Compensation insurance at the
time of contracting;
d. The Vendor must provide specific references as indicated later in this
document to demonstrate the desired level of experience and expertise.
2) Administrative Information
a. RFP Acknowledgement Form: Interested vendors are to complete and
return the attached RFP Acknowledgment Form as soon as possible to David
Carey, Buyer at purchasing@fcgov.com. Any changes, new information and
answers to Vendor questions will be sent only to those Vendors who return
this form.
b. Authorized Representative: Responses must be signed by a person
authorized to bind the Vendor to its provisions for the period identified herein.
Electronically- conveyed signatures are acceptable. Any prices identified
herein shall be stated as "not to exceed" amounts and shall be good for the
full term of the Award Timeline indicated above and for the Contract period.
c. Due Date: To be considered, written proposals, five (5) copies must be
received by 3:00 PM (our clock) on October 28, 2011.
d. Submission Process: Responses must be e-mailed the City of Fort Collins at
purchasing0ftoov.com and referenced as Proposal No. 7296. If you should have
trouble submitting your RFP you may contact David Carey on or before the
deadline date anytime to request confirmation of receipt for your response.
RFP 7296 Automated Materials Handler/Sorter Page 3 of 34
17. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
18. Law/Severability. The laws of the State of Colorado shall govern the construction
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
19. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101,
C.R.S., et. seq., Service Provider represents and agrees that:
a. As of the date of this Agreement:
1. Service Provider does"not knowingly employ or contract with an illegal
alien who will perform work under this Agreement; and
2. Service Provider will participate in either the e-Verify program created
In
Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of Homeland Security
(the "e-Verify Program") or the Department Program (the "Department Program"), an
employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in
order to confirm the employment eligibility of all newly hired employees to perform work under
this Agreement.
b. Service Provider shall not knowingly employ or contract with an illegal alien to
perform work under this Agreement or knowingly enter into a contract with a subcontractor that
knowingly employs or contracts with an illegal alien to perform work under this Agreement.
c. Service Provider is prohibited from using the e-Verify Program or Department
Program procedures to undertake pre -employment screening of job applicants while this
Agreement is being performed.
RFP 7296 Automated Materials Handler/Sorter
d. If Service Provider obtains actual knowledge that a subcontractor performing
work under this Agreement knowingly employs or contracts with an illegal alien, Service
Provider shall:
1. Notify such subcontractor and the City within three days that Service Provider
has actual knowledge that the subcontractor is employing or contracting with an illegal alien;
and
2. Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor does not cease
employing or contracting with the illegal alien; except that Service Provider shall not terminate
the contract with the subcontractor if during such three days the subcontractor provides
information to establish that the subcontractor has not knowingly employed or contracted with
an illegal alien.
e. Service Provider shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the "Department') made in the course of an
investigation that the Department undertakes or is undertaking pursuant to the authority
established in Subsection 8-17.5-102 (5), C.R.S.
f. If Service Provider violates any provision of this Agreement pertaining to the
duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this
Agreement is so terminated, Service Provider shall be liable for actual and consequential
damages to the City arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Service Provider
violates this provision of this Agreement and the City terminates the Agreement for such breach.
RFP 7296 Automated Materials Handler/Sorter
20. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit " ", consisting
of ( ) pages, attached hereto and incorporated herein by this reference.
RFP 7296 Automated Materials Handler/Sorter
POUDRE RIVER PUBLIC
LIBRARY DISTRICT
By:
BOARD PRESIDENT
POUDRE RIVER PUBLIC LIBRARY
DISTRICT ACTING THROUGH ITS AGENT,
THE CITY OF FORT COLLINS, COLORADO,
A municipal corporation
By: ,
JAMES B. O'NEILL II, CPPO, FNIGP
DIRECTOR OF PURCHASING
AND RISK MANAGEMENT
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
CORPORATE SECRETARY
(Corporate Sea])
RFP 7296 Automated Materials Handler/Sorter
EXHIBIT " "
INSURANCE REQUIREMENTS
1. The Service Provider will provide, from insurance companies acceptable to the City and
District, the insurance coverage designated hereinafter and pay all costs. Before commencing
work under this bid, the Service Provider shall furnish the City with certificates of insurance
showing the type, amount, class of operations covered, effective dates and date of expiration of
policies, and containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered,
except after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City or District, at its
option, may take out and maintain, at the expense of the Service Provider, such insurance as
the City or district may deem proper and may deduct the cost of such insurance from any
monies which, may be due or become due the Service Provider under this Agreement. The City
and District, its officers, agents and employees shall be named as additional insureds on the
Service Provider's general liability and automobile liability insurance policies for any claims
arising out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this Agreement for all of the Service Provider's employees
engaged in work performed under this agreement:
Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain
during the life of this Agreement such commercial general liability and automobile liability
insurance as will provide coverage for damage claims of personal injury, including
accidental death, as well as for claims for property damage, which may arise directly or
indirectly from the performance of work under this Agreement. Coverage for property
damage shall be on a "broad form" basis. The amount of insurance for each coverage,
Commercial General and Vehicle, shall not be less than $500,000 combined single limits
for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed under
this Agreement by a subcontractor, which liability is not covered by the subcontractor's
insurance.
RFP 7296 Automated Materials Handler/Sorter Page 34 of 34
e. Evaluation Process: A selection committee will review and evaluate all
replies/proposals for content. The committee may request follow-up interviews,
oral presentations and/or clarifications from finalists. Short-listed vendors will be
expected to make site visits in order to prepare detailed plans and to perform a
SIP2 compatibility test and other communication effectiveness evaluations with
our Integrated Library System. The recommendations of this committee will be
forwarded to the Library's Executive Director for approval and execution.
f. Award Timeline: Installation of AMH will occur in April -May 2012.
g. No Guarantee: This RFP does not represent a "guarantee" of any contract
utilization. Any awarded contract does not constitute a "guarantee' of any
contract utilization.
h. Vendor/Contractor shall operate within all governing laws at all times.
B) EXECUTIVE SUMMARY
1) Poudre River Public Library District serves a diverse population of 160,000
County residents over a geographic area of 1,780 square miles along with
significant numbers of patrons.from neighboring counties. The Library has a
collection of 450,000 items and a database of 130,000 registered borrowers.
Circulation has grown steadily over the past 10 years from 1.7 million items in
2001 to 3.3 million items in 2010 and is expected to continue to rise. .
2) The Library consists of 3 full -service libraries - Main, Harmony, and Council Tree.
The Library also participates in state-wide (Prospector system) and national
(interlibrary loan) resource sharing arrangements which significantly contribute to
movement of materials.
3) Poudre River Public Library District operates as a 95% "shared collection", which
means that materials returned to a library location remain at that location unless
they are requested elsewhere. The automated materials handling system must
accommodate those arrangements.
4) The Library has implemented self-service options in its libraries to include self -
check out, self-service holds and self-service printing.
5) The Library's automated software system used is from Innovative Interfaces, Inc.,
Millennium 2009B version 1.2 and its RFID tag system used is from Bibliotheca,
13.56 MHz frequency, ISO standard 15693 tags written to Bibliotheca data model
12. The self checkout software is Millennium Express Lane, an integrated
module with the Library's automated software system. The Library also uses
Codabar ASCII barcodes throughout the system.
6) The Library seeks an automated materials handling/sorter system that can
be installed as a minimum 9-bin sorter configuration and expanded in
modules as desired. The system should be fully compatible with existing
Poudre River Public Library District (PRPLD) technology, including servers,
network, library automation software, RFID technology and delivery practices. It
must fit spatially within the available footprint in our building.
7) The goals of the automated materials handling/sorter system project are to:
a. Provide an automated return option for all patrons
b. Provide patrons with an immediate check -in of their returned items
c. Provide patrons with an option to print a return receipt
RFP 7296 Automated Materials Handler/Sorter Page 4 of 34
d. Reduce the opportunity for errors at check -in
e. Presort the majority of checked in items
f. Allow staff to focus attention on items that need special handling like holds
and exceptions
g. Provide an automated self check -in system that is used as enthusiastically
as our current self checkout stations.
8) The selected Vendor will work closely with designated Library personnel to
deliver, install, implement, train, warrant and support a total package. It is the
Library's intent to establish a mutually beneficial relationship with the
selected Vendor.
C. LOCATION DETAILS
Main Library. Main Library will be a 40,400 square foot facility at 201 Peterson
Street in Fort Collins, Colorado to be completed by June 2012. The facility
houses an on -shelf collection of approximately 200,000 volumes. Circulation
based on total check -ins for full year 2010 was 900,000 items.
The two-story Main Library is in the process of a phased addition/remodel of the
building including expanding the Circulation Checkin Room to include more
circulation related activities. The newly designed Circulation Workroom will
include check in, gross and fine sorting of all materials to shelving -ready book
trucks and processing of holds and all in -transit materials from and to other
locations. This will be the only room in the building for these activities.
The current Check -in Room has no internal and 3 external public book return
slots (See Exhibit B - Existing Conditions):
The 3 external book return slots feed into depressible bins in a Checkin
Room. The volume of returns is sufficient that the 3 depressible bins
frequently fill to capacity several times a day. On holiday and snow days
staff remove the depressible bins and items fall to the floor.
The new Circulation Workroom, to be available by April 23, 2012, will have
(see Exhibit C - New Circulation Room and Exhibit D - New Circulation Room
Furniture Concept):
1) AMH induction points
. 1 internal, publicly accessible
• 1 external, publicly accessible
. 1 staff
2) Manual book return slot
1 external, publicly accessible, will feed into depressible bin
3) Roughly 31'-3" by 19'-9" with an open design. All furniture will be free-
standing.
RFP 7296 Automated Materials Handler/Sorter Page 5 of 34
D. TECHNICAL REQUIREMENTS
All technical requirements are itemized in Exhibit A - RFP Technical Requirements
Worksheet. All respondents should use this worksheet to respond to each item and
to provide any comment or detail required where exceptions occur. For any items
that specify a requirement rather than a specific response, please affirm that your
system meets the requirements. For responses requiring an attachment please
label attachments to correspond to the item number.
E. EXAMINATION OF RFP DOCUMENTS AND SITE
1) Vendors are expected to examine the specifications, drawings and all
instructions; failure to do so will be at the Vendor's risk. Before submitting a bid
proposal, each bidder shall carefully examine the Documents, fully inform
themselves of existing conditions and limitations of the building and/or site and
include in their proposal all sums sufficient to provide all items required for this
project.
2) Site visits are not anticipated in this preliminary stage. Should'Vendors require
more information in order to assess facility conditions, requests for
specific information may be sent by e-mail to Jeff Barnes at
jbarnes@poudrelibraries.org by no later than 3:00 PM (our clock) on
October 14, 2011. Responses will be shared with all Vendors who have returned
the RFP Acknowledgment form.
3) After the close of the RFP, no allowances will be made for changes in the project
scope and/or price due to items which should have been apparent by
examination of RFP Documents and the drawings.
F. EVALUATION CRITERIA/AWARD
1) If a Vendor expects to use sub -contractors, you will be required to submit a list of
potential subcontractors at the RFP submittal. The Vendor is solely responsible
for all aspects of subcontractor performance.
2) There will be no formal public response opening. The Library will complete the
evaluation of all responses to this RFP and contact short-listed Vendors by e-
mail for follow-up within approximately 2 weeks. Once the selection process
is complete and necessary approvals achieved, a written Contract will be
provided by Library and, on execution, a written Purchase Order will be issued as
notice to proceed.
3) Evaluation of the responses to this RFP is based on a weighted -scale
representing those criteria most critical to the Library.
This RFP will close at 3:00 PM (our clock) on October 28, 2011. All responses to
this RFP must be delivered to City of Fort Collins' Purchasing Division referenced
with the subject line "Proposal No. 7296".
The Library reserves the right to reject any and or all responses, to further negotiate
with the successful Vendor, to waive informalities and minor irregularities in responses
received, to accept any portion of the response if deemed to be in the best interest of
RFP 7296 Automated Materials Handler/Sorter Page 6 of 34
the Library to do so, and to cancel this project at any time prior to the signing of a
contract.
AWARD OF A CONTRACT IN RESPONSE TO THIS RFP IS NOT BASED SOLELY
ON LOW BID.
The Vendor's response to this RFP will be constructed and submitted as per
instructions identified herein.
ALL INFORMATION SUBMITTED BY THE VENDOR IN RESPONSE TO THIS RFP IS
CONSIDERED PUBLIC INFORMATION. ANY MARKINGS, STATEMENTS OR
OTHER AS DELINEATED ON THE VENDOR'S RESPONSE TO THIS RFP TO
OTHERWISE IDENTIFY ANY INFORMATION AS ANYTHING BUT PUBLIC
INFORMATION WILL BE DEEMED AS AN ERRONEOUS MARKING AND NOT
ADHERED TO IN ANY INSTANCE.
IN NO INSTANCE SHALL PRICING BE INCREASED WITHOUT AN EXPRESSED
WRITTEN DOCUMENT SIGNED BY BOTH PARTIES.
G. GENERAL TERMS
1) The RFP and the Vendor's response to RFP and any negotiations reduced to
writing shall be made a part of the Contract Documents ("the Contract");
2) All portions of/or contents and materials that make up the Contract are
considered as public information and not confidential information and copies may
be released by the Library to anyone at any time, after the RFP due date, at the
sole discretion of the Library;
3) The Vendor will protect the Library from claims involving infringement of patent
and or copyright;
4) The Library reserves the right to enforce the performance of the Contract in any
manner prescribed by law or deemed to be in the best interest of the Library in
the event of breach or default by the Vendor.
H. VENDOR'S RFP RESPONSE
The following format should be followed when preparing the proposal response.
This format will make it easier for the selection committee to evaluate proposals.
Please indicate whether your proposal is providing a product or service or a
combination of both. A turnkey installation is required. Ensure you promptly
return via email the RFP Acknowledgement Form, stating your intentions to
respond (or not to respond) with a proposal.
1) Title Page. Show the RFP name, contract or file number, submission closing
date, Vendor name, address, telephone number, facsimile number, Email
address, and the name of the Vendor contact person.
2) Letter of Introduction. One page, introducing the firm and their relevant
experience/expertise relative to the proposal, signed by the person(s) authorized
RFP 7296 Automated Materials Handler/Sorter Page 7 of 34
to sign on behalf of and bind the firm / proponent to statements made in the
proposal.
3) Table of Contents. Show the page numbers of all major headings.
4) Executive Summary. Summarize in no more than two pages the key features
of the proposal.
5) Methodology / Solution / Scope / Project Plan. In Appendix A, RFP
Technical Requirements Worksheet, and any attachments (numbered to
correspond with the worksheet item number), indicate your understanding of the
key requirements of the project and the methodology you will use in undertaking
the project. Be sure to address all of the requirements and specifications
contained in the RFP, including:
a. Scope of the project and client expectations / objectives
b. Provide a sorting system designed to meet the maximum number of bins
and sorts as well as the minimum number of bins and sorts to be effective;
include pricing, installed.
c. A description of the project structure / organization and methodology -
including specific activities / tasks / resources / staffing
d. Include a response to each point requested. For any items that specify a
requirement rather than a specific response, please affirm that your
system meets the requirements. For responses requiring an attachment
please label attachments to correspond to the item number.
e. Include a set of facts and assumptions, rationale and decisions where
appropriate.
f. Indicate timelines, milestones and products and services to be delivered;
include detailed schedule from contract date to completion date
g. Include project management, including problem identification and
resolution
h. Resource management - inputs / resources to be provided by both client
and contractor and infrastructure needs (technology and electrical)
i. Safety features
j. Performance measurement, quality assurance and testing / certification
criteria
k. Monitoring strategy
I. Operations, maintenance and at least 3-year warranties
m. Reporting procedures including communication strategy / process
6) Vendor Profile / Project Team Qualifications / Skills / Experience.
a. Indicate the Vendor's / project team's qualifications and capabilities for the
project, including at least three (3) past projects having similar
requirements to the one being proposed
b. Include resumes, summarizing the qualifications and experience of the
project manager, on -site leader, project team members and
subcontractors (1 page maximum per person)
c. Specify how these staff will be organized and supervised on the project.
7) Price Proposal (total project cost and specific breakdown).
a. Indicate how the price should be stated (e.g. fixed price / lump sum;
variable / unit pricing; hourly / per diem)
RFP 7296 Automated Materials Handler/Sorter Page 8 of 34
b. Estimated expenses,,whether included or excluded, should be provided
and explained and provide a "not to exceed" price. All expenses will need
backup for approval.
c. The proposal should provide a breakdown of the proposed project budget.
d. The price proposal shall be made in accordance with the.requirements of
the RFP.
8) Certification. Attach a copy of the RFP Certification on the following page,
signed by a person authorized to bind the Vendor. Electronic signature or
scanned copy of handwritten signature is acceptable.
9) Proposal Length. Proposal clarity, including brevity and format, may be
evaluated and awarded points accordingly.
10)Attachments. Attach any additional information such as company brochures, a
list of previous projects undertaken by the firm / proponent, personnel resumes,
etc.
NOTE: The Vendor is reminded that the most advantageous response evaluation can
only occur when the Vendor/Contractor provides the correct and adequate information
to the above. Missing information and incorrect information may result in a lower
evaluated score. The Vendor may add any information to the bid response where the
Vendor believes that the information is necessary for a complete evaluation. Please do
not include sales information with your Response.
RFP 7296 Automated Materials Handler/Sorter Page 9 of 34