564 State Street

Hammond Indiana 46320

(219)931-5100

hpl@hammond.lib.in.us

 

 

HPL RFP for RFID

RFID Equipment, Software, and Installation - Issued February 24, 2020

Respondent Questions & Answers

May 15, 2020

(Answers are in bold print)

(A PDF copy of the Questions and Answers along with all Attachments can be found here)

 

Vendor: D-Tech

 

1. Please could you forward the floor plans for the gate locations indicated on Page 5

Attachment A of the proposal?

 

a. Please see Attachment A

 

2. Also, the proposal indicates that HPL is looking for the vendor to supply RFID

self-checks, however I can not see any technical specifications on the Self checks

required just the quantity on the pricing information on Page 19?

 

a. The self-check stations will need to be compatible with Windows 10 and

our ILS (TLC Library Solutions), and ethernet ready.

 

Vendor: Murphy Security Solutions (D-Tech partner)

 

1. What are door configurations that you are looking to put RFID gates at? Are they

standard 6 ft. double doors or just standard 3ft. single doors? Is there a basement or

lower level underneath door entrances.

 

a. Our gates are not right next to our doors, please see Attachment B for

photos of the current gates. The gates are currently two 3 feet openings,

7.5 feet wide total, with the possible use area of 11.1 feet. There is lower

level access, please see Attachment A for the floor plans.

 

2. What type of RFID self-checks will you be looking for? Are looking for RFID desk-top

self-checks, of RFID free-standing kiosk self-checks?

 

a. At the moment, we do not have a preference, but will need comparable

options.

 

3. Are looking to have fines/fee payment options on the self-checks of your choice?

 

a. Yes, we currently have an authorize.net account that patrons pay online

through their library account.

 

4. Can floor plan be provided of the library?

 

a. Please see Attachment A

 

Vendor: PV Supa

 

1. It appears you need to convert from tattle tape to RFID, but I did not find a price sheet

for that, is there one? Should we give you a price for the RFID tags as well as the labor

to convert them at your library?

 

a. The library prefers the vendor to come into the library to tag and convert

the current materials. However, this may be listed as an extra option. We

need pricing for RFID book and media tags.

 

Vendor: Bibliotheca

 

1. Page 5 notes floor plans for the location of the security gates is available upon request.

May we please request these?

 

a. Please see Attachment A

 

2. Page 7, VI. Statement of Purpose: “…and includes converting all the library items from

tattle tape to RFID.” Will HPL be performing their own tagging and converting of

materials to RFID? If so, do you want us to provide pricing for RFID book and media tags

and an RFID conversion cart?

 

a. The library prefers the vendor to come into the library to tag and convert

the current materials. However, this may be listed as an extra option. We

need pricing for RFID book and media tags.

 

3. Page 11, IX. Process Specifications, Item 8: Please clarify your definition of

“enterprise-wide reporting”?

 

a. The RFID gates shall log and display in real time on a staff workstation the

(a) library item barcode numbers, (b) the title of items that set off alarms

and (c) the affected gate location. The system should generate on-demand

and daily a report of items that alerted each gate.

 

4. Page 16, XII. Required Proposal Format, Proposal Submittal Instructions, indicates nine

(9) print copies. However, on page 23 only One (1) Original and One (1) Electronic is

requested on the Checklist. Can you please clarify how many copies you would like

submitted?

 

a. HPL needs One (1) original, nine (9) print copies, and one (1) electronic

copy (searchable PDF format).

 

5. Page 16, XII. Required Proposal Format, Specific Proposal Format and Content, Item 9:

“Vendor may provide any other information within the maximum page limit that it believes

may add to its Proposal.” Is there a page limit for the proposal response?

 

a. Proposals are limited to 30 pages.

 

6. Page 19, Attachment B. A quantity of four (4) “Integrated Self-Checks” are indicated.

There does not appear to be any specifications for this equipment in the RFP. Can you

please clarify what self-check equipment you are looking for us to propose: desktop,

freestanding kiosk, height-adjustable, etc? And your definition for “integrated”?

 

a. The self-check stations will need to be compatible with Windows 10 and

our ILS (TLC Library Solutions), and ethernet ready. At the moment, we do

not have a preference on desktop or freestanding kiosk, but will need

comparable options.

 

7. Page 21 indicates that a Vendor registration deadline is April 3. Please let us know the

process for registering .

 

a. Registering is a simple email response to our HPL Contact. Biblioteca has

been registered.

 

Vendor: Tech-Logic

 

1. Is HPL interested in an optional quote for outsourcing its tagging project?

 

a. The library prefers the vendor to come into the library to tag and convert

the current materials. However, this may be listed as an extra option.

 

2. Could you provide the floorplan or measurements of the entrances for the security

gates?

 

a. Please see Attachment A.

 

3. Asking for clarification on References section b.) – How many references would HPL

like? In reference to “closed” contracts, does this just mean current customers?

 

a. We need a minimum of three references. Closed contracts do mean current

customers.

 

4. Staff Station Hardware – Would the library like all equipment to be quoted for the RFID

staff stations? Or would the library like to repurpose any of its existing hardware

(windows 10 computers, barcode scanner, receipt printer) and have just RFID pads and

software quoted?

 

a. HPL only needs a quote on RFID pads and software. HPL will be using

current staff workstations that include Windows 10 computers, barcode

scanners, and receipt printers.

 

5. Will the library like full overlay tags for media? If current items have tattle tape on the

actual disc, book tags would be the recommended option?

 

a. Our media does not have tattle tape. We currently use security cases on

our movies and CDs. HPL wants media RFID tags.

 

6. Could you clarify the amount of copies that should be submitted – (1) original, (9) copies,

and (1) USB.

 

a. HPL needs One (1) original, nine (9) print copies, and one (1) electronic

copy (searchable PDF format).

 

7. Which numbered section of the vendor’s proposal should contain vendor answers to

questions/requirements from VII. Required Services; VII. Technical Specifications; and

IX. Process Specifications?

 

a. The vendor’s proposal may combine any sections together, as long as all

questions have been answered.

 

8. How many existing pedestals (or aisles) does the library need to have removed and

disposed (current security gates)?

 

a. HPL has eight (8) current security gates. The library has two (2) entrances

with four (4) gates divided into two (2) aisles at each entrance.

 

9. What is the material makeup of the floor upon which the gates will be installed? (e.g.

concrete, marble, tile?)

 

a. Slate tile

 

10. What installation method has been utilized for the existing gates (e.g. conduit, trench,

threshold)? Does the Library plan to adopt this same installation method for the new

gates?

 

a. There are ethernet jacks at both gates. The library would like the option to

have only one set of gates at each entrance.

 

11. Does the library desire to outsource the tagging process to the vendor or conduct the

tagging process themselves using leased equipment?

 

a. The library wants the vendor to tag and convert the current materials.

 

12. If using book tags for both print and AV items, how many book tags would the library like

to have quoted in the proposal? If using book tags for print items and AV tags for AV

Respondent Questions & Answers 4

items, how many book tags and AV tags would the library like quoted in the proposal? (If

current AV items have tattle tape on the actual disc, book tags on AV cases would be

the recommended option for AV materials)

 

a. For current print items: 160,000, For current AV items: 15,000; For future

print items: 10,000, For future AV items: 4,000; Total book tags: 170,000,

Total AV tags: 19,000

 

13. Hammond County requires a 30-page limit for vendors’ proposals. Could HPL please

specify whether the required financial statements will count toward these 30 pages? If

so, could HPL please provide guidance on which pages of audited financial statements

should be submitted?

 

a. Proposals are limited to 30 pages. Your financial statements do not count

towards your proposal page numbers.

 

14. Requirement 4 under Security Gates says that the proposed RFID gates shall not

require any special wiring. Can the library please further clarify what they mean by

special wiring?

 

a. We currently have CAT6 ethernet jacks and outlets with 120 voltage. If more

voltage is required for the security gates, then this needs to be included in

the proposal.

 

CHANGE TO ATTACHMENT C OF THE RFP: REQUEST FOR PROPOSAL SCHEDULE:

Due to the library being closed during the original vendor site visits, the library is allowing site

visits by appointment only from May 18 - June 18, 2020 .. Vendors may schedule site visits with

RFP Contact, Jenny Bean by email ( beanj@hammond.lib.in.us ) or by phone (219) 931-5100

ext. 329. Note that these are site visits to look at the building and floor plans. There will be no

presentations or demos given during this time. If vendor questions arise that have not been

answered in this Q&A document, then the question and answer will be shared with all registered

vendors.

 

Hammond Public Library

Phone: (219) 931-5100

Email: hpl@hammond.lib.in.us

Hours: Monday-Thursday 9am-9pm

            Friday-Saturday 9am-5pm

            Sunday-Closed

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