PIERCE COUNTY LIBRARY SYSTEM. REQUEST FOR PROPOSAL (RFP) for PRINT MANAGEMENT SYSTEM FOR PUBLIC COMPUTERS

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1 PIERCE COUNTY LIBRARY SYSTEM REQUEST FOR PROPOSAL (RFP) for PRINT MANAGEMENT SYSTEM FOR PUBLIC COMPUTERS TABLE OF CONTENTS Part 1: Introduction & RFP Timeline... 1 Part 2: General Instructions and Conditions; Supporting Documents... 2 Part 3: Requirements... 4 Part 4: Form of Proposal... 5 Part 5: Evaluation... 8 Part 6: References... 9 Part 7: Declaration PART 1: INTRODUCTION & RFP TIMELINE This Request for Proposal (RFP) documents Pierce County Library System s (PCLS, or Library) requirements for service providers to provide a Print Management System for its public access computers (PAC) and wireless devices., complying with all terms and conditions described in this document. ESTIMATED TIMELINE December 5, 2012 December 12, 2012, 5PM December 13, 2012, noon December 17, 2012, 3 PM December 17, 2012, by 5 PM December 18, 2012 December 31, 2012 RFP Announcement Deadline for Submission of Written Questions Question Responses posted to PCLS Web site Submissions due at Library RFP opening (non-public opening) Projected date to select vendor Purchase and implementation More information about the Pierce County Library System, including its history, locations, services, programs, and budget may be found on our website at 1

2 PART 2: GENERAL INSTRUCTIONS AND CONDITIONS; SUPPORTING DOCUMENTS a) Submission: To be considered for selection, Proposers must provide THREE (3) copies of their sealed submission along with a cover letter and summary. Submission must be addressed as follows: Pierce County Library System Attn: Kerry Nielan, IT Director th Street East Tacoma WA Sealed Response for: Print Management System b) Submission Format: All submissions must be in print. Electronic versions may be included along with the printed submission. Proposers are recommended to use Microsoft Word or a compatible word processor to edit this RFP document with answers to questions and sections. Signatures are required. c) Questions about the RFP: Questions about this RFP should be directed to Kerry Nielan, IT Director, by at Fax (253) , or in writing to Pierce County Library System, Attn: Kerry Nielan, IT Director, th Street East, Tacoma, WA In the event that Kerry Nielan is unavailable, questions should be directed to Clifford Jo, Director of Finance & IT, at (253) or in writing at the address listed. The Library may delegate someone to answer submitted questions or queries. The Library reserves the right to share answers publicly and with other Proposers as deemed appropriate and necessary. Questions and answers may be posted periodically on the Library s website at d) Date of Submission: Sealed responses must be submitted to the Pierce County Library System at th Street East, Tacoma, WA , no later than 3 PM Pacific Time, Monday, December 17, Submissions received late may be deemed not responsive and may not be considered, at the Library s discretion. The Library reserves the right, without penalty, to extend the date of submission and will provide due notice of such date extension, including an updated RFP schedule. e) Signatures: A corporate official who has been authorized to make such commitments must sign the submission (see Declaration in Part 7) in order for the submission to be considered. f) Withdrawal or Modification of RFP Submission: The Proposer may, without prejudice to itself, modify or withdraw its submission by written request, provided that the submission and any request is received by the Library prior to the due date of submission above. Following the withdrawal of its submission the Proposer may submit a new response provided it is received by the Library at the address and by the date as shown in the above Date of Submission. g) Modification of RFP: The Library reserves the right, without penalty, to add, remove, modify, or otherwise update the RFP, in any way the Library sees fit, provided that such modifications shall be submitted with due notice prior to the deadline for submission. h) Submission Procedures and Forms: All Proposers must comply with the specification and requirements within. Proposers may only submit one submission for consideration. Proposers may submit additional information with their submission as desired. i) RFP Takes Precedence: The contents of the submission and accompanying response of the selected Proposer, specifically including those parts that deal with contractual requirements and official published specifications may become contractual obligations, and may be made part of the final contract. Failure of the selected Proposer to accept these obligations in a purchase agreement, purchase order, delivery, or similar acquisition instrument may result in cancellation of the award. j) Rejection of Proposals: The Library reserves the right to reject any and all submissions without penalty. Any and all submissions may be rejected for any cause. Further, the Library reserves the right to cancel the project with or without reason. k) Award of Contract: The contract shall be awarded to the responsive, responsible Proposer who best meets the Library s need and interests that match requirements in Part 3 and answers in Parts 4 and 6. Only one award 2

3 will be made. The Library reserves the right to waive all technicalities, irregularities and deviations of submissions from the RFP, and to be the final judge as to which submission is accepted. Award is anticipated no later than thirty (30) days of RFP closing. l) Proposer s Cost to Develop Submission: Costs for developing and presenting submissions in response to this RFP are entirely the obligation of the Proposer and shall not be chargeable in any manner to the Library. m) Contract Negotiation: The finalist will be expected to enter negotiations for pricing and other contractual terms. Failure to complete negotiations will result in disqualification of the Proposer. Upon conclusion of negotiations, the Library and Proposer may enter into a mutually agreed contractual agreement. n) Public Disclosure of Award: All proposals will be treated with confidentiality prior to award. After award of the submission, the submission will fall under the requirement by Washington State law (Chapter RCW) that obligates the Library to make the document available for public inspection, if requested. o) Insurance: Upon request, the winning Proposer shall provide a current Certificate of Insurance to the Library prior to the project s commencement date. Such Certificate shall include limits for liability, automobile, errors/omissions. The winning Proposer shall name the Library as additional insured. p) Permits: The winning Proposer shall obtain and pay for any permits and licenses required for the performance of the work, post all notices required by law, and comply with all laws, ordinances and regulations bearing on the conduct of the work, as specified herein. On any work that requires an inspection certificate issued by local authorities, National Board of Fire Underwriters, or any other governing body, such inspection certificate(s) shall be obtained by and paid for by the Proposer. Proposer shall procure all required certificates of acceptance or of completions issued by the state, municipal or other authorities and must deliver these to the PCLS. q) Damage to Premises: The successful vendor is liable and responsible for any damage to the premises (e.g., floor, walls, etc.) caused by vendor personnel or equipment during installation and is responsible for the removal of all project-related debris. r) Vendor Responsibility: Unless otherwise stipulated, vendor shall provide, and pay for, all materials, labor, tools, equipment, transportation, and other facilities necessary for the performance and completion of the work. Vendor shall verify conditions at the building, particularly door openings and passages. Any pieces too bulky for existing facilities shall be hoisted and otherwise handled with apparatus as required. s) Other Vendors: Proposer understands that a successful contract does not preclude the Library from soliciting proposals for other products or services that may assist in the implementation or support of the final system. t) Evaluation Criteria: Price of hardware, software, installation, maintenance and other services shall not constitute the primary, central, or overriding reason for award of contract. After receipt of each proposal and prior to signing any contract, PCLS reserves the right to modify the system requirements by adding or deleting specific equipment or optional features and services. PCLS reserves the right to award a bid to the most qualified and responsible Proposer using objective criteria based on a number of factors to be used in the evaluation process. u) References: Proposer must submit three reference customers. Reference information must include company name, contact, telephone number and approximate size of installed system at each reference site. See Part 6. v) Delivery of products: Delivery must be guaranteed within 10 calendar days of purchase issuance or by delivery schedule stipulated by PCLS. If delivery cannot be made within agreement or by reasonable timeframe, the Library may elect to cancel the purchase and choose the next qualified vendor(s) for any or all remaining purchases. 3

4 PART 3: REQUIREMENTS The Pierce County Library System (PCLS) is seeking a flexible Print Management System for its public access computers (PAC) and wireless devices. PCLS maintains approximately 425 public access computers. PCLS will evaluate quotes for both a standalone print management system that will integrate with the Library s existing PAC management system and an integrated software suite to manage computers and printing. Pricing for all software and annual maintenance should be included. Your bid should meet the following requirements (please note any exceptions): Print System should: Ability to choose from a variety of print options including HP Laserjet Printers and Ricoh/Savin Multi-function copier/printers (which also serve as copiers). Ability for a staff to override payment requirements (and control who has that ability) Ability to allow patron to select between black & white or color and to select between 8 ½ x 11 and 8 ½ x 14 and 11 x 17 size. Allow the ability to differentiate pricing based on size and color/b&w. Ability to offer free printing from specific computers while charging for printing from other computers. Support the capability to have a system based on the ability to pay for prints at the time of printing and also a system that has the ability to load money onto an account and use those funds at the time of printing. The capability to store money in PCLS Polaris ILS System would be highly desirable but not required. Print Release Stations/ Account loading station Specify if your system allows patrons to release prints from their PC if we chose a stored funds account and they have money on account. Print Release Stations/ Account loading station must work with PCLS existing Jamex JPC Controllers which are also used by copiers Must accept coin, bill, credit, and debit Should run on Window s based (Win7, Win 8) touch screen computer Highly desirable to have the ability to utilize the existing Polaris Self Check Out stations to release and pay for prints. WiFi printing system should allow printing from: Window s based laptops Mac based laptops Highly desirable to print from Smart Phones (including Iphone, Android, and Windows based) Highly desirable to print from Tablet Computers (including IPad, Android, and Windows based) PC Reservation System: 4

5 Ability for patrons to reserve a computer from outside the library up to 48 hours in advance via a web browser Ability for staff to move a patron reservation to another pc Ability to support CIPA based filtering o Restrict a pc to only filtered access o Restrict children to filtered access only o Allow adults the choice for filtered or unfiltered if no other restrictions apply Ability for a patron to extend the computer time if available Ability for staff to extend the computer time if available Have the ability at a staff computer to review the status of all computers at the location Have the current status of the computer displayed at the computer Work for both Windows and MAC computers Hardware required for the Print and PC reservation System Detail the type and quantity of servers required to support 18 branch libraries for both the Print System as well as the combined Print System & PC Reservation system if applicable. General Requirements The Proposer shall provide a response that demonstrates their ability, technical knowledge and experience in the design and implementation for the proposed equipment and services as outlined in Part 5, Evaluation. Contract This RFP will result in either the award of a single contract to a single service provider or no award; there will not be multiple awards made under this RFP. PART 4: FORM OF PROPOSAL Proposers are expected to raise any questions, or additions they have concerning the RFP document as soon as they become aware of them. Any questions or requests for clarifications must be directed in written to Kerry Nielan at Any additional information or clarifications that are provided to one proposer will be provided to all proposers in the form of an addendum posted to the PCLS web site at: Proposers are responsible for checking this site for any addenda that may be issued. The evaluation and selection of a vendor will be based on the information submitted in the vendor s response. Elaborate proposals (i.e. expensive artwork) beyond that sufficient to present a complete and effective response are neither necessary nor desired. Include documentation to verify proposer s capacity of adequate financial support, assets, and organization to provide the products and services required in this RFP. Provide all pertinent Product and Company Literature. 5

6 Proposer Qualifications (if Proposer is not the manufacturer) Provide a brief description of the vendor, including history; number of years the vendor has been in business; type of services provided; and legal status of vendor organization, i.e. corporation, partnership, etc. Include additional pages as needed. Past Projects Describe successful projects or experiences comparable to the equipment/services requested in this RFP and in environments comparable or greater in size to PCLS. Include additional pages as needed. Proposal Describe how you propose to meet or exceed the scope of equipment/service set forth in Part 3, Requirements. This section should also describe any information that PCLS must supply and/or any other resources PCLS must supply in order for the vendor to complete the required deliverables. Include additional pages as needed. 6

7 Price Proposal All prices are subject to final selection and negotiation of products, services, options, warranties, and other costs necessary to successfully implement the most responsive system to PCLS needs. Respondents should clearly state their firm's pricing structure either below or on a Cost Proposal Worksheet. All fees, charges, billing rates, etc. should be explained in detail. Include all non-recurring & installation charges (as applicable), purchase costs, and recurring costs as identified in the requirements. Charges must be tied to deliverables, which must be identified. Include additional pages as needed. Cite whether pricing is based on purchasing contracts with public entities, such as Washington State Contract or E&I Cooperative. 7

8 PART 5: EVALUATION PCLS will evaluate each proposer s responses to each of the RFP requirements. Proposals should be complete. However, after opening of responses, PCLS reserves the right to waive irregularities in any proposal and/ or, to request clarifying information it deems appropriate from one or more respondents. Proposals will be evaluated based on the following criteria: Factors Weight A. Clarity, completeness, and relevance of vendor s response 30% B. Price 40% C. Experience in providing requested products/services to 30% similar entities. Total Criteria Weight 100% Each quote will be independently evaluated on factors A, B, and C. PCLS reserves the right to determine which vendor in its sole judgment best meets the Library s needs. Winning Proposer will be notified of intent to award. 8

9 PART 6: REFERENCES Provide a list of three (3) similar projects your company has provided to clients within the last 3 years. Include names, addresses, and phone numbers of clients for whom work was done, placing particular emphasis on services provided to libraries or public sector organizations. Company: Address: Contact: Phone: Project Size of System: Web site link: Company: Address: Contact: Phone: Project Size of System: Web site link: Company: Address: Contact: Phone: Project Size of System: Web site link: 9

10 PART 7: DECLARATION Company Name: Authorized Representative: Title: Address: Phone Number: Fax Number: Address: Website Address: The undersigned Proposer declares to have read and fully understand the request for qualifications and agrees to all of the terms, conditions, and provisions contained therein; and proposes and agrees that if this proposal as submitted is accepted, Proposer will contract to perform in accordance with the specifications and proposals. Signature of Authorized Representative Date 10

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