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REQUEST FOR PROPOSALS

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REQUEST FOR PROPOSALS Powered By Docstoc
					                 REQUEST FOR PROPOSALS
                                                       For
                                 RFP No. P09-9873
                     Multnomah County Library
               Radio-Frequency Identification Tags and
               RFID Circulation and Security Equipment

PROPOSALS DUE:                    NOT LATER THAN 4:00 PM, Wednesday, May 20, 2009
                                  LATE PROPOSALS SHALL NOT BE CONSIDERED

Submit Proposals to:                       ATTN: Gerald E. Jelusich, CPPB
                                           Multnomah County Procurement # P09-9873
                                           Central Procurement & Contract Administration
                                           501 SE Hawthorne Blvd Ste 400
                                           Portland OR 97214

Refer Questions to:                        Gerald E. Jelusich, CPPB
                                           Lead Procurement Analyst Senior
                                           Phone: (503) 988.5111, Ext 24961
                                           Email: gerald.e.jelusich@co.multnomah.or.us

Pre-Proposal Conference:                   There will be a pre-proposal conference for this
                                           Solicitation on Tuesday, May 5, 2009, 1:30-3:00 p.m. at Central
                                           Library, 801 SW 10th Ave, Portland, OR 97205, 5th floor,
                                           Conference Room C. Attendance at the pre-proposal
                                           conference is Optional

  Electronic copies of this RFP and attachments, if any, can be obtained from the Multnomah County Purchasing
  Website at: http://www.multcopurch.org

  All Proposal documents shall be submitted in hard copy. Electronic or facsimile submissions shall be rejected




                                            RFP P09-9873
                                                          1
Multnomah County Library: Radio Frequency Identification Tags and RFID
                Circulation and Security Equipment
                    TABLE OF CONTENTS

    PART       TITLE                                                      PAGE
                                                                            #
    PART 1     Overview
Section 1.1    Purpose and Overview                                        4
Section 1.2    Joint Proposals                                             5
Section 1.3    Contract Award                                              5
Section 1.4    Contract Negotiation                                        5
Section 1.5    Contract Term                                               6
Section 1.6    Funding                                                     6
Section 1.7    Pre-Proposal Conference                                     6
Section 1.8    Minimum Requirements                                        6
Section 1.9    Timelines                                                   7

    PART 2     Scope of Services and Programmatic Requirements
Section 2.1    Introduction and Program History                            8
Section 2.2    Goals, Values and Other Important Considerations            10
Section 2.3    Scope of Services                                           10
Section 2.4    Proposed Schedule                                           22

    PART 3     Proposal Requirements & Evaluation Criteria
Section 3.1    Proposal Formatting Instructions                            24
Section 3.2    Proposal Submission                                         25
Section 3.3    Evaluation Process for Written Response and Product         26
               Demonstration
Section 3.4    Proposal Questions, Instructions and Evaluation Criteria    28
Section 3.5    Demonstration Evaluation                                    44

    PART 4     General Multnomah County Procurement Procedure
               Requirements
Section 4.1    Procurement Procedure Requirements                          47

    PART 5     Contract Terms
Section 5.1    Multnomah County Services Contract                          50
Section 5.2    Insurance Requirements                                      50
Section 5.3    Intergovernmental Agreement                                 50
Section 5.4    EEO Certification Requirement                               51
Section 5.5    Payment Invoices                                            51
Section 5.6    Local Purchase Preference                                   51
                           SOLICIATION ATTACHMENTS
Attachment 1   Offeror Representations and Certifications Form             52
Attachment 2   Sample Multnomah County Services Contract                   53
Attachment 3   Electronic Attachment Reference – Multnomah County
               Library Materials Handling and Collection Management        61
                                         2
               Study – January 13, 2009
Attachment 4   On-Site Demonstration Script   62
Attachment 5   No Bid/Comment Form            71




                                        3
                                        Multnomah County Library
                                              RFP P09-9873

            Multnomah County Library: Radio Frequency Identification Tags and RFID
                            Circulation and Security Equipment

                                                PART 1
                                               OVERVIEW



1.1        PURPOSE AND OVERVIEW

The intent of this Request for Proposal is to obtain firm proposals from qualified Providers to:
          Assist the County with planning the RFID system conversion;
          Supply RFID tags for the existing library collection;
          Supply RFID tags for new library materials purchased in Fiscal Year 2009/10; and,
          Supply, deliver, and install security gates (or some other RFID-based security technology)
           and RFID staff workstations (check-in and check-out) at all Library outlets, including the
           Central Library and 18 branches. Staff equipment is also required at the Library
           Administration Building.
The intent of this Request for Proposal and resulting contract is to obtain firm proposals from qualified
Providers to supply RFID tags for the existing library collection and for new library materials
purchased in Fiscal Year 2009/10; to assist with planning the RFID conversion; and to supply,
deliver, and install security gates (or some other RFID-based security system) and RFID staff
workstations (check-in and check-out) at all Library outlets.
A solicitation for RFID self check-out stations may follow in a separate request. The intention is to
install self check-out units simultaneous with the conversion of staff workstations at all library
locations. The library may choose to build its own self-check units. The RFID conversion and first
equipment installations will take place at the Central Library, with equipment installed in early fall
2009 and the RFID conversion of the collection complete at Central Library by March 31, 2010.
The Library is also preparing to open two new branches, Kenton and Troutdale. Opening day
collections for these two branches will be processed with RFID tags purchased through this
solicitation. Equipment for Kenton will be installed in December 2009. The Troutdale schedule is
not yet firm, but we expect to be installing equipment in early 2010,
The current plan is to complete the RFID conversion of the entire library collection by December 31,
2010. The schedule for additional branch equipment installations will be firmed up as funding is
secured. We expect to complete the entire project by December 31, 2011 at the latest.
Please note that the goal of the Library is to select the best product for each Library application
therefore there is no guarantee that the Provider or Providers selected to provide RFID tags and
security system would also be the same Provider or Providers selected to provide the staff or inventory
equipment.


P09-9873
                                                        4
Regardless of whether a single vendor or multiple vendors are selected, it is the library’s intention to
fast-track a separate contract for the purchase of the RFID tags. The selected vendor for tags will be
expected to deliver the tags no later than June 30, 2009, to allow for payment from the 2009 budget.

1.1.1 Follow-on Solicitations.
Related Projects. The implementation of RFID and an RFID-based security system is one of several
related projects. The order in which the related projects will be pursued depends on the availability
of funding and other library priorities. The RFID conversion and the equipment for Central Library,
Kenton and Troutdale are funded in the current County budget. Request for funding for the
additional equipment is pending in the FY 10 budget process.

After completing the projects outlined in this RFP and the self-check implementation, the following
projects will be pursued as budget and priorities allow:

 Move the centralized sort operation and Technical Services department from the library
  administration building to a new building. The new building will contain offices as well as an off-site
  storage system with an automated storage and retrieval system (ASRS). The ASRS system will be
  integrated with an automated sorting system for interlibrary delivery;
 Where space allows, install self check-in machines as well as automated materials handling
  equipment at Central Library and selected branches.


1.2        JOINT PROPOSALS

The County will consider joint proposals from existing providers. Joint proposals may take the form
of partnerships, general contractor/subcontractor arrangements or entities formed by existing
providers. If any such arrangement is proposed, a written memorandum of understanding between
the parties must be submitted with the Proposal setting forth the business and service delivery
agreements between the parties.


1.3        CONTRACT AWARD

Through this RFP process, the County is seeking to award at least two contracts to one or more
Providers. One contract will be for the RFID tags; additional contracts will be for the security, staff
and inventory equipment.

Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned,
and Emerging Small Businesses and Organizations in providing these services.


1.4        CONTRACT NEGOTIATION

The County will initiate contract negotiations with the responsive and responsible Proposer(s) with
the combined highest scoring written proposal and demonstration in the following categories: RFID
tags, security equipment, staff check-in/check-out equipment, and hand-held inventory device.
Multnomah County may, at its option, elect to negotiate general contract terms and conditions,
services, pricing, implementation schedules, and such other terms as the County determines are in
P09-9873
                                                    5
the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to
terminate the negotiations and initiate contract negotiations with the next highest scoring responsive
and responsible Proposer. This process may continue until a contract agreement is reached.


1.5        CONTRACT TERM

The contract term shall be through December 31, 2011. The County shall have the option to renew
this contract for up to two additional years, or portion there of, as determined appropriate and
necessary.


1.6        FUNDING

The first phase of the project will be funded with $1.365 million allocated in the library’s FY09
budget, plus additional funding from the Kenton and Troutdale branch budgets. A request for an
additional $2.5 million is pending in the FY10 budget. The library will identify and secure other
funding as necessary to complete the project.


1.7        PRE-PROPOSAL CONFERENCE

An optional pre-proposal conference will be held on May 5, 2009 from 1:30-3:00 p.m. in conference
room 5C of the Central Library, at 801 SW 10th, Portland OR 97215. This meeting is designed to
clarify the information that is contained in this solicitation and provide an opportunity for questions
and answers. Attendance at the pre-proposal conference is strongly recommended. Proposers who
cannot attend in person may attend by conference call.


1.8        MINIMUM REQUIREMENTS

At the time of proposal submission, Proposers must meet the following minimum requirements.
Failure to provide any of the required documents or meet any of the below requirements shall result
in rejection of the proposal

1. Proposal responses must be received by the Multnomah County Central Procurement and
   Contract Administration (CPCA) office and be time stamped by CPCA no later than 4:00 P.M. on
   May 20, 2009.

2.     Proposal responses must include a signed Offeror Representations and Certifications form,
      which is attached to this RFP as Solicitation Attachment 1. Attach a signed and completed copy
      of the form to your proposal and label as Proposal Attachment 1. This form does not count
      against your page count.

3. If Proposer is submitting a proposal as a lead agency providing services through a consortium or
   other arrangement, a draft copy of the working agreement or Memorandum of Understanding
   MOU between the Proposer and all the participating members of the consortium must be
   included with the proposal. The MOU does not count against page limitations. Attach to your
   proposal as Proposal Attachment 2. If you do not intend to submit a proposal as a lead agency,
P09-9873
                                                    6
      then do not submit a Proposal Attachment 2.

4. Proposers must submit three (3) letters of reference from recent customers providing evidence of
   previous experience similar to that described in this RFP. Letters must be attached to the
   proposal and do not count against the page limitation. Attach to your proposal as Proposal
   Attachment 3.

5. The County intends to hold Demonstrations June 4-5, 2009, in Portland OR. Proposer with the
   highest score will set up at 1 P.M. on Friday, June 5, with demonstration from 2-6 p.m. Proposer
   with second highest score will set up at 7 a.m. on Friday June 5, with demonstration from 8 a.m.
   to 12 noon.       Proposer with third highest score (if the library chooses to hold three
   demonstrations) will set up at 1 p.m. on Thursday, June 4, with demonstration from 2-6 p.m.
   Proposers must certify they will attend this session, if selected. Failure to show as scheduled will
   automatically result in the assignment of a score of “0” for the Demonstration portion of the
   Evaluation. Place a statement in your proposal as follows: “I certify that if selected, we will
   attend the oral interviews to be held during the week of June 4-5, 2009. Attach to your proposal
   as Proposal Attachment 4.

At the time of Contracting, Proposers must meet the following minimum requirements. Failure to
provide any of the required documents or meet any of the below requirements shall result in
rejection of the proposal.

1. Proposers must be legal entities, currently registered to do business in the State of Oregon (per
   ORS 60.701).

2. Proposer must be able to comply with County contracting requirements, which include insurance
   limits, and all other federal, state and local laws and regulations governing services purchased
   through the resulting contract.



1.9        TIMELINES*
Friday, April 24, 2009               Copies of RFP available from Multnomah County CPCA
8:00 AM - 4:30 PM                    Copies will be mailed upon request.
Tuesday, May 5, 2009                 OPTIONAL Pre-Proposal Conference – See cover for
1:30 PM – 3:00 PM                    details
Wednesday, May 13, 2009              Questions/protests on RFP contents due to
No Later Than 4:00 PM                Multnomah County CPCA
Wednesday, May 20, 2009              Responses are due to Multnomah County CPCA
No Later Than 4:00 PM                LATE PROPOSALS SHALL NOT BE CONSIDERED
May 21-27, 2009                      Proposal Evaluation Process

Thursday, May 28, 2009               Requests for Demonstrations sent to selected Providers
June 4-5, 2009                       Product Demonstrations at Central Library

On or after Monday, June 8,          Multnomah County CPCA mails written notice to
2009                                 Proposers regarding their status/score. Negotiations
                                     commence.
                            *(Multnomah County reserves the right to deviate from this schedule)
P09-9873
                                                           7
                                          MULTNOMAH COUNTY

                           MULTNOMAH COUNTY LIBRARY
                                       P09-9873
   Radio Frequency Identification Tags and RFID Circulation and Security Equipment

                                       PART 2
                 SCOPE OF SERVICES AND PROGRAMMATIC REQUIREMENTS


2.1        INTRODUCTION AND PROGRAM HISTORY

2.1.1 Demographics.
      Multnomah County Library (MCL) serves a population of 701,545, including the cities of Portland,
      Gresham, Troutdale, Fairview, Maywood Park, Wood Village and the unincorporated areas of
      Oregon’s most populous county. MCL is composed of a Central Library and 16 neighborhood
      libraries. Two new libraries in leased facilities are currently in development. Library material moves
      among all of the libraries. Approximately 50,000 items are moved each weekday via the interlibrary
      delivery system.
      The Library’s integrated library system (ILS) is Millennium from Innovative Interfaces. There are
      431,000 card holders in the system. In fiscal year 2008, the Library circulated 20.4 million items.
      Two new libraries are in the development process and are expected to open between December
      2009 and February 2010. The opening collections will be RFID tagged prior to delivery to the new
      libraries. Relevant statistics for the two new branches are:
      2.1.1.2 Troutdale
          Opening day collection: 13,000 print items (not including periodicals)
          Opening day media items: 7,000 items
      2.1.1.3 Kenton
          Opening day collection: 13,000 print items (not including periodicals)
          Opening day media items: 7,000 items


2.1.2 Library Collection.
      As of 6/30/08, the Library’s collection is composed of the following:
          1,638,249 print items currently contained in the collection (not including periodicals)
       146,880 print items projected to be removed from the collection in 2008/9 (not including
        periodicals)
          21,200 print items projected to be added to the collection each month in 2008/9 (not including
           periodicals
           44,000 bound periodical volumes plus 6,000 individual issues are currently contained in the
           collection at the Central Library and 10,000 more individual issues are contained in collections at
           the various branches
          6,000 periodicals projected to be added to the collection each month

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                                                         8
          254,130 media (CDs, DVDs, MP3s) items currently contained in the collection
          8,100 media items projected to be added to the collection each month

2.1.3 Relevant Outlet Information.
Outlet         Square    Average   Annual      Annual        Annual       Width     Collecti   #of Staff   # of Staff
                Feet      Daily     Door     Circulation   Checkouts        of      on Size    Stations*   Stations**
Bold =                    Door     Count                   (first circ−   Inner                   * in         in
Regional                  Count                                 not       Lobby                 Public     Backroom
Library                                                    renewals)       Exit                Areas for
                                                                                                Check-
                                                                                                  out

                          2634     937,596   1,614,277     1,138,024      148”      778,869       5           65
Central*       125,000

Gresham*       20,000     1042     371,000    814,917       625,280        13’      129,520       5            9


Hillsdale      12,000     882      313,876    665,968       505,703        72”      87,043        4            8


Hollywood      13,000     1141     406,161   1,186,228      793,973        72”      122,390       3            6


Midland*       25,000     1056     376,066    956,426       698,376       7’ 1/3”   158,183       6            4


Albina          3500      590      209,945    561,413       347,022        36”      42,003        2            3


Belmont         5954      910      323,915    871,968       652,504        36”      75,411         4           5


Capitol Hill    6060      414      147,411    330,185       233,011        72”      46,989        3            5

Fairview-
                4000      346      123,206    214,603       149,337        36”      29,419        2            2
Columbia
Gregory                                                                             50,691
                5997      420      149,347    322,688       243,548       72.5”                   4            2
Heights

Holgate         6060      578      205,841    388,363       287,046        75”      51,434        2            5

                                                                                                               12
North                                                                                                      (includes
Portland        9500      570      202,974    457,205       297,621        72”      59,998        4
                                                                                                            training
                                                                                                              lab)
Northwest       5000      488      173,795    318,298       231,356        36”      39,103        4            4

Rockwood        6435      498      177,180    247,378       176,284        72”      43,852         2           3

Sellwood-
Moreland        4375      399      141,877    379,700       266,154        72”      45,168         3           3

St. Johns       6381      482      171,735    356,223       253,689       71.5”     45,363        4            4

Woodstock       7500      665      236,752    581,464       431,046        40”      68,091        4            7

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                                                           9
Outlet          Square     Average    Annual       Annual        Annual       Width   Collecti   #of Staff   # of Staff
                 Feet       Daily      Door      Circulation   Checkouts        of    on Size    Stations*   Stations**
Bold =                      Door      Count                    (first circ−   Inner                 * in         in
Regional                    Count                                   not       Lobby               Public     Backroom
Library                                                        renewals)       Exit              Areas for
                                                                                                  Check-
                                                                                                    out
Kenton
(estimated)      6000        400      147,000     330,000       233,000        72     20,000        3            5

Troutdale
(estimated)      6000        400      147,000     330,000       233,000        72     20,000        3            5

                                                                                                             Tech-4
Admin             NA         NA         NA        154,036        74,154        NA      7285        NA         TW-1
                                                                                                             Otrch-3
Sort                                                                NA
Center            NA         NA         NA          NA                         NA       NA         NA            4

           *Width currently secured by security gates at these three locations. Old gates to be removed. In other locations,
           the measurement is either the exterior door or the width of a lobby opening.
           **Staff station data is current number of stations with barcode scanners.
           Number of RFID stations required may vary.



2.2        GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS

The Library plans to implement a RFID-based security system primarily to achieve the following
goals:
          Achieve capacity for high levels of customer self-service;
          Free up staff from current repetitive and routine tasks;
          Reduce the risk of potential repetitive motion injuries;
          Significantly reduce material losses;
          Improve circulation efficiency and shelf accuracy; and,
          Maximize service to the community


2.3        SCOPE OF SERVICES

2.3.1 Project Management
      The proposal shall include a project manager to oversee the project to ensure that it meets
      the requirements of the library and to be the key contact for the entire installation. The project
      manager should be in attendance at the demo and provide the overall introduction and
      explanation of the Provider’s proposed solution.

2.3.2 Health and Safety
      To ensure the safety of the system, for both operators and the public, the following
      requirements must be met for any proposed system:


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                                                               10
                The complete system components, including monitors, computers scanners must meet
                 worldwide safety requirements including UL (USA), cUL (Canada), CE (Europe), and CB
                 Scheme certification (Europe and Asia).
                All equipment must be UL approved for adequate fire and safety compliance. That
                 compliance must be for complete units (i.e. security gates, conversion stations, etc) in a
                 system, and not for individual electrical components or pieces. Bidders shall provide
                 documentation and certification listing numbers of UL approval.
                 All equipment must be FCC Compliant.
                 The UL, cUL, CE and C-tick marks shall be displayed on the serial plate of the system.
                System must be in compliance with ADA guideline 4.15.4 for wheel chair clearance and
                 ADA guideline 4.34.3 reach range standards.
                Detection and security corridors must be in compliance with relevant ADA requirements
                All products must comply with internationally recognized standards for RFID-based Library
                 self-service systems.
                All equipment must meet the EU RoHS (Reduction of Hazardous Substance) Directive.
                 RoHS prohibits lead, mercury, cadmium, hexavalent chromium, polybrominated biphenyls
                 (PBB) and polybrominated diphenyl ethers (PBDE) above certain maximum concentration
                 levels for those substances.
                All equipment must meet the EU WEEE (Waste Electrical and Electronic Equipment)
                 Directive which addresses the return at end-of-life, and recyclability/ recoverability
                 /reusability of waste electrical and electronic equipment.

2.3.3 Place of Manufacture
      To ensure ready availability of components, parts, and supplies, all major elements of the
      system must be warehoused in U.S.A. or the bidder must demonstrate the ability to have
      these items available within 24 hours of request.

2.3.4 Overall Requirements and Substitutions
      The Library has identified numerous requirements and/or preferences for the current project
      below. In your proposal, indicate whether the solution/equipment and/or services you are
      proposing comply with the following requirements and/or preferences. For those elements
      where your proposed system does not meet the requirement/preference, you will be expected to
      provide an explanation of why it can not meet that requirement/specification and what level of
      performance it can deliver or offer. Proposers will also have the opportunity to offer and fully
      explain substitutions that the Proposer believes can meet a requirement in all material ways.

           2.3.4.1 System
           The overall system requirements are shown below and the columns on the right indicate
           whether the specific requirements are required (Rqd), highly desired (HD) or preferred (Pref).

                                                                             Rqd   HD Pref
            a.     All system components are UL, CE, and FCC Part 15-        X
                   Certified; SIP2, RS-232, TCP/IP Ethernet 10/100,
                   802.11b (wireless) compliant; and meet the EU RoHS
                   and WEEE Directives.




P09-9873
                                                        11
                                                                             Rqd   HD Pref
           b.    The proposed system and all of its components are           X
                 entirely compatible with, and in no manner interfere
                 with the integrated library system (currently
                 Millennium), its computer clients, or other components.

            c.   The proposed system provides application-specific           X
                 software to incorporate all hardware (detection
                 systems, staff station readers, cataloging stations,
                 inventory wand), the circulation RFID tags and any
                 other RFID-related hardware into the system.

            d    The proposed system must interface with the Library’s       X
                 existing integrated library system, Millennium, using the
                 SIP, SIP2, NCIP, or NCIP2 protocol.


            e    The proposed system must not interfere with other           X
                 equipment, integrated library system, clients or PCs
                 that may be nearby.

            f    The proposed system must be able to connect through         X
                 the Library’s Ethernet network via an RJ-45 connector
                 and/or secured wireless network.

            g    The RFID system must be ISO 15693 18000-3 Mode 1            X
                 Compliant (all mandatory elements)

            h    Provider must be willing to work with the integrated        X
                 library system Provider, Innovative Interfaces, to
                 resolve any RFID-ILS functionality problem



           2.3.4.2 RFID Tags
           The RFID Tag requirements are shown below and the columns on the right indicate
           whether the specific requirements are required or preferred.

                                                                             Rqd   HD Pref
           a.    Tags must be ISO 18000-3 Mode 1 and ISO 15693-3             X
                 Compliant (all mandatory elements).

           b.    The proposed system provides tags with a range of                 X
                 memory options from 256 to 2048 bits that can be used
                 simultaneously in the library.

           c.    Tags are 13.56 MHz.                                         X

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                                                       12
                                                                            Rqd   HD Pref
           d.   All data on the re-writable RFID tag, including the item          X
                identifier field, must be fully rewriteable.

           e.   The proposed system tags must enable the AFI                      X
                security status to be stored directly on the tag and must
                trigger an immediate alarm if an item not charged is
                read by the detection systems.

           f.   Tags are available in blank, generic library or library-    X
                customized versions.


           g.   Tags must provide both security and inventory control       X
                functionality.

           h.   Tags use an anti-collision algorithm that does not limit    X
                the number of tags which can be simultaneously
                identified and read.

           i.   Tags are adhesive-backed and one piece (tag and label       X
                integrated into one piece) to adhere to library materials
                without addition of an adhesive cover label.

           j.   Tags can be easily applied in one step, with no need for    X
                mouse clicks, keyboard input, or touch screen entries
                for most item conversions.

           k.   The proposed tags feature a flip-chip bond using Z-axis           X
                adhesive between the antenna and chip for high
                durability. Include any guarantees you will make
                concerning the tag adhesive (especially tags provided
                for use in CDs and DVDs).

           l.   The proposed system tags must use a low acid, or            X
                neutral pH, adhesive.

           m.   Tags are compliant with ISO 18000-3 Mode 1 and ISO                X
                15693-3 (all optional components as well as all
                mandatory components).

           n.   Provider agrees to guarantee that tags will be compliant    X
                and rewriteable within one year of the balloting and
                adoption of the ISO/NISO Library RFID Data Model
                Standard.



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                                                       13
                                                                               Rqd   HD Pref
           o.   Provider agrees to replace all Provider-supplied RFID                X
                tags with standard compliant tags (within one year of the
                adoption of the ISO/NISO Library RFID data model
                standard) if the tags are not rewriteable to that standard
                on-the-fly (using standard staff workstation equipment).
                In addition, the Provider agrees to reimburse the library
                for replaced tag to compensate for the labor costs
                associated with replacing non-compliant tags.

           p.   Provider provides RFID tags that work with all material        X
                types including books, periodicals, DVDs, VCR videos,
                CDs, books on CD, books on cassette, MP3 discs and
                sheet music.

           q.   Provider provides recommendations and instructions for               X
                tagging media and multi-part sets. Provide
                recommendations for how best to secure items with
                media (e.g. CDs, DVDs) and multi-part sets (e.g. Books
                on CD, TV series DVDs) in a way that is the least time-
                consuming for staff while providing required security.

           r.   Provider provides a combined RFID tag/cover label for          X
                purchase.

           s.   The proposed system tag must be guaranteed for the             X
                life of the item to which it is originally affixed. Provider
                agrees to replace, at no cost to the library, all tags that
                fail or which cease to be readable at 99% accuracy by
                security system. The Provider must also show upon
                request the data of the accelerated age testing of the
                tags and read range as well as methodology for testing.

           t.   Tags are performance-tested before shipment by a                     X
                third party and defective tags are marked.
                Performance test results average less than 1 defective
                tag per 10,000. Describe your procedures for reliability
                testing and provide statistics for average number of
                defective tags per 10,000.

           u.   Tags can be deactivated by a means other than cutting                X
                the tag.

           v.   Provider has experience providing RFID tags to material              X
                Providers including Ingram, Midwest Tape, and
                Recorded Books who then provide preprocessed
                material (including Providers encoded tags) to their
                library customers
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                                                       14
                                                                              Rqd   HD Pref

           w.   Provider tags protect patron privacy. Describe what           X
                information is stored on each tag, the encryption system
                used, and how data is prevented from being read by
                unauthorized readers.

           x.   Provider provides a list of types and quantites of tags       X
                recommended for conversion and for new acquisitions
                (for the year following conversion), including unit pricing
                for each different product.



           2.3.4.3 RFID Staff Workstation Equipment
           The RFID Staff Workstation equipment requirements are shown below and the columns
           on the right indicate whether the specific requirements are required or preferred.

                                                                              Rqd   HD   Pref
           a.   Staff check-out units reliably (99.9%) check in/out a               X
                minimum of 10 RFID tagged items simultaneously.

           b.   Staff workstation can function in offline mode                      X

           c.   Staff workstation equipment is capable of processing          X
                RFID tags or bar codes in the same circulation
                transaction. Provide a detailed staff scenario of a
                checkout session that includes some items that are RFID
                tagged and others that are only bar-coded.

           d.   Staff stations can easily read library cards and material     X
                barcodes in a variety of formats (codabar and non-
                codabar) and locations on the item.

           e.   Staff stations are designed ergonomically.                    X

           f.   The proposed system has a thin (less than ½”) reader          X
                pad that provides easy installation.

           g.   Staff workstation equipment is compatible with Library’s                  X
                standard circulation desk computers, barcode
                scanners, and receipt printers.

           h.   Staff workstation equipment can be mounted in, on, or         X
                under the work surface of a circulation station.



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                                                        15
                                                                             Rqd   HD   Pref
           i.   Staff workstation equipment can function when                      X
                positioned under existing Library slate, granite, wooden
                or laminate-topped desks.

           j.   Staff workstation equipment has an RFID read range of        X
                8 inches minimum for book tags.

           k.   Staff workstation equipment is able to read tags and         X
                display the information contained on the tag.

           l.   Staff workstation equipment provides a displayed count       X
                of the number of items processed simultaneously to
                ensure complete check-in/out transaction processing.

           m.   The proposed system uses an anti-collision algorithm               X
                that does not limit the number of tags which can be
                simultaneously identified and read up to 8 inches high
                with a book tag.

           n.   Staff workstation equipment has the ability to read,         X
                program, and reprogram RFID tags during a standard
                circulation transaction (on-the-fly).

           o.   Staff workstation equipment does not require mouse           X
                activations to process most items. (Exceptions made
                for configuration changes, error handling, or tag
                reprogramming situations.)

           p.   The proposed system must allow configuration of item                      X
                identifier parameters to automatically prevent
                programming of partially scanned or incorrectly
                scanned barcodes.

           q.   All transmitted data is secured via password protection or         X
                encryption, or some other means to prevent tampering.
                Please explain.

           r.   All staff equipment provides clean and efficient cable                    X
                management options.

           s.   All staff station equipment comes with a minimum one (1)     X
                year warranty.

           t.   Staff workstations are equipped to modify tags from one      X
                data model to another during normal check-in operations
                (on-the-fly).

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                                                       16
                                                                                Rqd   HD   Pref

            u.   Existing staff workstations will require no or minimal                X
                 modifications to incorporate RFID capability. Please
                 describe the “least cost” options (equipment cost and
                 installation cost) for adding RFID staff equipment at
                 existing staff workstations

           v.    Provider provides a list of staff station equipment             X
                 recommended, including unit pricing for each different
                 product.



           2.3.4.4        RFID Conversion Equipment
           The RFID Conversion Equipment requirements are shown below and the columns on the
           right indicate whether the specific requirements are required or preferred.

                                                                                Rqd   HD   Pref
           a.    Provider provides RFID conversion equipment for lease.                X

           b.    Provider provides RFID conversion equipment for sale.          X

           c.    Provider conversion equipment is capable of encoding           X
                 new items at the rate of 300 items per hour.

           d.    Provider is able to provide recommendations to                              X
                 optimize the conversion of the library collection.

           e.    Provider provides schedule for tagging of the entire                        X
                 collection (2.5 million items) within the designated project
                 duration.

           f.    RFID conversion can be done in offline mode (with no           X
                 connection to Millennium).

           g.    Conversion equipment recommended is compact, easy                    X
                 to move around, and equipped with efficient cable
                 management options and/or battery operated.

           h.    Conversion equipment performs automatic verification of              X
                 tags (read-back of tag) when they are written to or
                 modified and provides option of audible and/or visual
                 alerts when the read-back fails.

           i.    Provider provides a minimum one (1) year warranty for          X
                 all purchased conversion equipment

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                                                         17
                                                                              Rqd   HD   Pref

            j.   Provider provides a listing of all necessary conversion       X
                 system equipment recommended including the unit price
                 of each item provided and the total price per conversion
                 team.



           2.3.4.5      RFID Inventory Equipment and/or Handheld Reader
           The RFID Inventory Equipment and/or Handheld Reader requirements are shown below and
           the columns on the right indicate whether the specific requirements are required or preferred.

                                                                              Rqd   HD   Pref
            a.   Provider provides an ergonomically designed inventory        X
                 device which aids the user in reading shelves at all
                 levels, is easy to use, and is relatively non-stressful to
                 wrist, arm, shoulder and elbow. Provide results of any
                 third-party ergonomics testing.

            b.   Provider’s inventory product is able to transfer data                    X
                 between the inventory device and Millennium database
                 wirelessly in real-time.

            c.   Provider offers an inventory device and/or handheld                      X
                 reader which has been successfully used by other
                 Millennium libraries to locate lost items or items marked
                 missing which were misshelved. Describe how inventory
                 and missing lists from Millennium are loaded into the
                 device.

            d.   In addition to reading RFID tags, the inventory device       X
                 and/or handheld reader can easily read barcodes in a
                 variety of formats (codabar and non-codabar) and
                 locations on the material.

            e.   Any handheld device recommended by Provider is less                X
                 than 28 ounces.

            f.   Inventory and handheld equipment uses an anti-collision      X
                 algorithm that does not limit the number of tags which
                 can be simultaneously identified and read.

            g,   The inventory and handheld equipment comes with                          X
                 efficient cable management options (or operates
                 wirelessly).


P09-9873
                                                        18
                                                                              Rqd        HD         Pref
           h.   Inventory and handheld equipment comes with a                  X
                minimum one (1) year warranty.

           i.   Provider offers a portable handheld reader that                          X
                accommodates data collection simultaneously with
                other functions including shelf reading (identifying
                misshelved items), identifying items on search lists, and
                identifying items with incorrect security.

           j.   The battery life of Provider’s handheld unit allows the                              X
                user to work for at least 4 hours before charging or
                changing batteries.

           k.   Provider can provide a listing of all recommended               X
                inventory and handheld equipment including the unit
                price of each item provided.



           2.3.4.6 RFID Security System Equipment
           The RFID Security System Equipment requirements are shown below and the columns on
           the right indicate whether the specific requirements are required or preferred.

                                                                          Rqd       HD       Pref
           a.   No more than two security gates are required at each                           X
                location based on the information provided in the
                Relevant Outlet Information provided above

           b.   No additional servers are required at the library         X
                outlets.

           c.   Security system supports standard TCP/IP network                    X
                connectivity and 802.11n for wireless
                communication.

           d.   The security system can read tags on 25 tagged                      X
                books and periodicals being carried through the
                security system with 99% accuracy.

           e.   Security system’s false alarms do not exceed 1 per                  X
                1000 when 25 items are carried out by a customer at
                a time.

           f.   The detection system is shielded from external                      X
                interference from light fixtures, elevator motors, etc.

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                                                                         Rqd   HD   Pref

           g.   Provider can provide architectural requirements
                (e.g. proximity to metal and electronics) that affect    X
                the gate efficiency

           h.   Security system (e.g. gates) includes secured                  X
                hardware that prevents physical tampering.

           i.   Security system provides offline transaction             X
                functionality (provides item security even when the
                Library’s integrated library system or network is off-
                line or not functioning).

           j.   All transmitted data is secured via password             X
                protection or encryption or other means to prevent
                tampering.

           k.   The system offers multiple install options, including          X
                (but not necessarily limited to) direct mount w/ ADA
                compatible threshold plate, base plate (only minor
                floor modification required for installation), buried
                cables (recessed conduit under finished floor), and
                the dual aisle exit detection systems must create an
                opening of at least 36 inches.

           l.   Provider’s security system includes clean and                         X
                efficient cable management options.

           m.   Provider security system equipment includes a            X
                minimum one (1) year warranty.

           n.   System is easy to turn off or disable, and when the                   X
                unit is off (or disabled), it is not obvious to the
                customer.

           o.   Self-diagnostics will insure that the system is                X
                operating correctly.

           p.   The system has a centralized management
                interface and is ale to issue visible and audible              X
                warnings (configurable at each outlet).

           q.   System provides specific information (e.g. title,              X
                format of item, barcode number) to staff
                workstations and/or portable devices about items
                triggering alarm.
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                                                      20
                                                                         Rqd   HD   Pref

           r.   Provider provides a listing of all necessary security     X
                system equipment required at each location including
                the unit price of each item provided and the total
                price per outlet.




           2.3.4.7 Company, Service and Support Requirements
           The Company, Service and Support requirements are shown below and the columns on
           the right indicate whether the specific requirements are required or preferred.
                                                                         Rqd HD Pref
            a. Introductory train-the-trainer training shall be                          X
                  provided at no charge.

           b.   Provider provides live phone support Monday through      X
                Friday, 9-5 PST.

           c.   Provider provides on-call support services 24/7 with a   X
                guaranteed response time of two hours.

           d.   Provider provides 24 hour or better turnaround for       X
                onsite support calls during business hours and 48
                hour turnaround on the weekends.

           e.   Provider does not partner or subcontract with another                 X
                company for support.

           f.   Provider has support offices within 50 miles of                       X
                Library.

           g.   Provider will provide an optional yearly maintenance           X
                or service contract for all equipment provided.

           h.   Maintenance/service agreement must be renewable                       X
                on an annual basis.

           j.   Provider offers a 12-month 100% money-back               X
                performance guarantee on all equipment purchased
                and covered by 12-month warranty or service
                agreement.




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                                                      21
           2.3.4.8      Delivery, Installation, Cost and Setup Requirements
           The Delivery, Installation, Cost and Setup requirements are shown below and the
           columns on the right indicate whether the specific requirements are required or
           preferred.


                                                                              Rqt   HD   Pref
           a.   All units will be delivered, installed and fully functional   X
                based upon the Library’s implementation schedule as
                agreed upon with Provider.

           b.   Provider will accommodate the Library’s RFID                        X
                implementation schedule as described above.

           c.   Provider will detail site requirements for all equipment            X
                no later than 30 days before delivery is scheduled.

           d.   Provider will arrange unpacking and placement of all                      X
                equipment which it furnishes and removal of all debris
                generated by the installation of the equipment.

           e.   Provider will certify in writing when each installation is    X
                complete and ready for use by the public.

           f.   Provider provides a detailed project timetable for the                    X
                RFID tag, staff workstation and security system
                implementation.



2.4        PROPOSED SCHEDULE

           The chart below indicates a draft schedule. The Library will seek Provider input in
           identifying necessary changes to the schedule in order to show an attainable timetable
           for accomplishing the agreed upon program objectives and milestones.

           Period           Tasks to be Performed               Responsibility
                                                                (Provider or Library)
           June 30,         Deliver RFID tags to MCL            Provider
           2009
           July 2009        Plan for tagging new material       Library, Provider and
                                                                Materials Vendors
            August 2009     Plan for tagging library            Library and Provider
                            collection
                            Plan security gate and staff        Library and Provider
                            equipment installations,
                            beginning with Central,
                            Kenton and Troutdale
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                                                         22
                          Purchase/lease conversion        Library
                          equipment
                          Begin getting new material
                          pre-tagged with Provider tags
           September      Begin RFID conversion at         Library
           2009           Central
                          Purchase security and staff      Library
                          equipment for Central,
                          Kenton and Troutdale
           October 2009   Continue RFID Conversion         Library
                          Install Central Library
                          equipment
           December       Install equipment at Kenton      Provider
           2009
           January 2010   Install equipment at             Provider
                          Troutdale
           March 2010     Central collection tagging       Library and Provider
                          complete and all staff and
                          security equipment in place
           December       Entire collection tagged and     Library and Provider
           31, 2011       security system [and self
                          check] in place at all outlets




P09-9873
                                                     23
                                    MULTNOMAH COUNTY
                                       RFP P09-9873

   Radio Frequency Identification Tags and RFID Circulation and Security Equipment
                                 PART 3
               PROPOSAL REQUIREMENTS AND EVALUATION CRITERIA




3.1 PROPOSAL FORMATTING INSTRUCTIONS

Failure to comply with these instructions may result in the rejection of the proposal.

3.1.1 Proposals must be printed, computer generated or typewritten, single spaced, space-and-a-
      half or double-spaced, on 8.5” x 11” paper, using both sides of the paper. All pages must be
      numbered. Margins must be at least ½ inch on all sides. Font size can be no smaller than
      10. Proposals using smaller font sizes or smaller margins may be rejected.

3.1.2 In support of the County’s sustainability goals regarding environmental impact and the
       disposal of paper, it is the County’s preference that proposals be printed on both sides of the
       paper, rather than on one side only. When proposal format instructions limit the number of
       pages to be submitted, the page count is based on the quantity of numbered pages.
       Example: The RFP proposal response to the program question is limited to a page count of
       not more than 12 pages. This equates to not more than 6 sheets of paper that are printed on
       each side.

3.1.3 Maximum page limits are specified for each section of the proposal. The total number of
      pages, excluding attachments and required forms, must not exceed 14 pages. Attachments
      and supporting documents not specifically required by the RFP will not be evaluated.
      Supporting materials submitted with the proposal, if any, will not be returned. Pages in
      excess of the page limitation will not be evaluated.

3.1.4 Proposers must respond to all the questions listed under Part Three, Section 3.5 – Proposal
      Questions and Evaluation Criteria. For each item, restate the question and use the same
      numbering and letter sequence as found in the RFP and then provide your response.
      Responses must be on the forms provided for by Multnomah County where applicable.

3.1.5 All Proposers are to submit a SIGNED Offeror Representations and Certifications [Solicitation
      Attachment 1], and it will not count against the total page limitation. Failure to sign a
      completed Offeror Representations and Certifications form shall result in rejection of the
      proposal.

3.1.6 Proposals must be stapled in the left upper corner. Do not use spiral bindings, glue, place in
      notebooks or use other methods of binding the proposal. If the document is too thick to be
      held with a single staple, secure the document with a metal clip which can be easily removed
      for storage and copying purposes.

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                                                  24
3.2          PROPOSAL SUBMISSION

Proposers must submit one 1 original and 8 complete copies of the proposal to: Multnomah County
Central Procurement and Contract Administration (CPCA), 501 SE Hawthorne Blvd, Suite 400,
Portland, OR 97214, no later than 4:00 p.m. Wednesday, May 27, 2009. PROPOSALS MUST BE
TIME STAMPED AT THE CPCA BID DESK BY THE STATED DEADLINE. LATE PROPOSALS
WILL NOT BE CONSIDERED.

Proposals shall be submitted in a sealed envelope appropriately marked with the Proposal title, RFP
number, and the name and address of the Proposer. If the requested copies do not fit into an
envelope, enclose all copies in a box, seal it and attach a sheet of paper with the following
information to the top of the box: (1) Proposal title, (2) RFP number, and (3) the name and address
of the Proposer. Please use the minimum amount of tape necessary to seal the box.


3.3        EVALUATION PROCESS FOR WRITTEN RESPONSE AND PRODUCT
           DEMONSTRATION

3.3.1 General Evaluation Process.

      There will be a two-step evaluation process for this RFP. First, each evaluator shall
      independently assign a score to each evaluation criterion based on the written proposals. Then
      the evaluators shall meet at a Proposal Evaluation Session and share their key findings from
      each proposal. After sharing their findings, each evaluator shall be given an independent
      opportunity to revise their draft scores and to finalize them. Final scoring by each evaluator will
      then be summed. The three Proposers with the highest scores on the written proposals will be
      invited to a product demonstration. The County reserves the right to adjust the number of
      Proposers invited to the product demonstration either upward or downward, to allow only those
      Providers with a reasonable chance of success to move into the demonstration phase. Inclusion
      into the Demonstration portion of the evaluation will be solely based on score and the
      determination of the number of Providers invited will not be subject to protest.

      In the second part of the evaluation process, those Proposers invited to the Demonstration
      Phase will be asked to give a product demonstration. See Part 3, Section 3.3.2 below for a more
      complete discussion of the product demonstration. No additions, deletions or substitutions may
      be made to written proposals during the product demonstrations. Each evaluator shall
      independently assign a score to each evaluation criterion based on the scripted demonstration.

      The written evaluation scores and the scripted demonstration scores will then be summed
      resulting in a final score. The award will be made to the Proposer having the highest final score.

3.3.2 On-Site Demonstration.

      Providers with the top three (3) scoring written proposals (or other number as determined
      appropriate by the County) will be invited to attend an on-site demonstration. The purpose of the
      on-site demonstration will be to test their proposed equipment in trials with a mixture of media to
P09-9873
                                                     25
    determine the success/failure rate of the proposed configuration. Scheduling of on-site
    demonstrations will be by rank with the lowest scoring Proposer scheduled first – see 1.8.5.
    Additional instructions will be provided to those Proposers participating in the on-site
    demonstration at the time of scheduling. Failure to attend the scheduled on-site demonstration
    will result in the assignment of a score of “0 for the on-site demonstration portion of the
    evaluation, unless a Provider can demonstrate that their non-attendance was due solely to
    circumstances completely outside of the control of the Provider (i.e. acts of war, closure of
    airports, failure of airlines, national security ordered flight disruption, natural weather events,
    etc.). Determination of acts outside of the control of the Provider will be made by the County and
    is not subject to Protest.

    Attendees at the on-site Demonstration may include, besides the evaluation team, library staff
    members, technical experts, telecommunications and information technology staff, and others as
    designed by the CPCA representative.

    Providers may be required to demonstrate the following (or other) capabilities of their proposed
    system:

    Tagging processing, modification, and rate

              Demonstrate recommended process of tagging multimedia material (CDs, DVDs) that
               provides desired security while minimizing processing costs and staff workload;

              Demonstrate process of tagging each type of library item: CD, DVD, books, periodicals,
               MP3 discs, books on CD, videos and sheet music; and,

              Ability to encode new items at the rate of 300 items per hour.

    Ease of Use and Effectiveness of Staff Equipment

              Ability to convert typical library staff workstation to RFID with minimal cost and
               modifications while providing ergonomic benefits to staff performing check-in and check-
               out operations;

              Ability to check-in a mixture of RFID-tagged and barcode-only material at a staff
               workstation;

              Ability to check-in and check-out a stack of 5-10 RFID tagged items (up to 8 inches tall)
               simultaneously (system should display the number of items that have been checked
               in/out);

              Ability to modify tag from one data model to another during normal check-in operations;




P09-9873
                                                       26
              Ergonomic features of equipment; and,

              Network management and diagnostic features of equipment.

    Accuracy and Effectiveness of Security System

            Ability of security system to accurately identify items that have not been checked out with
               99% accuracy (including a combination of 25 books, CDs, DVDs and periodicals) – in
               online and offline mode;

              Ability of security system to accurately identify items that have been checked out with
               99.9% detection accuracy (including a combination of 25 books, CDs, DVDs and
               periodicals) and no more than 1 per 1000 false alarms – in online and offline mode;

              Ability of system to transmit useful information to staff workstations and/or portable
               devices about items triggering alarm;

              Effectiveness and configurability of system’s alert system;

              Ability to centrally manage the security system;

              Ability to disable security system, re-enable system, and system’s ability to perform self-
               diagnostics; and,

              Ability of system to provide accurate door counts and provide useful statistical data.

    Ease of use and effectiveness of inventory/portable equipment

              Ability to inventory bottom, middle, and top shelves with portable inventory device with
               99.9% accuracy;

              Ability to load records from Millennium into portable device and identify misshelved
               material using portable device;

              Ability to load paging lists into device and identify items on hold; and,

              Effectiveness of system diagnostics and statistical reporting functions.

    Operation and Maintenance

              Required and recommended daily, weekly, and/or monthly maintenance procedures.

    The Library will contact Providers whose RFP responses have not been rejected to schedule any
    required demonstrations no later than May 28, 2009. Demonstrations will be conducted June 4
    and 5 at the Central Library in Portland at days and times convenient for the staff. See Section
    3.5 for a more detailed discussion of the Demonstration Evaluation.




P09-9873
                                                        27
3.4        PROPOSAL QUESTIONS, INSTRUCTIONS, AND EVALUATION CRITERIA

Basic Service Qualifications: All Proposers must complete the questions under 3.4.1.
Proposers failing to achieve 70% of the total points will not be considered further for an award
under this procurement.

3.4.1 PROPOSAL RESPONSE AND EVALUATION CRITERIA: Proposals must provide
      responses and documentation as requested referencing the following in sequence
      indicating the Provider has met the minimum Provider Qualification requirements. Any
      proposal that does not meet the minimum Provider Qualifications by providing all
      required documentation may be considered non-responsive, and may be rejected.
      Providers must earn 70% of the total points available to meet the minimum qualification
      standard. This evaluation will be split into four major areas:

                 Provider General Qualifications        ( 68 Points)
                 Provider Technical Capability          (402 Points)
                 Provider Cost/Schedule                 (130 Points)
                 Provider References                    (100 Points)

           Total Points Available: 700 Points

3.4.2 Provider General Qualifications (68 Points)
              Page limitation – 5 Pages
      Provide the following information:
      a. A brief, descriptive statement indicating the Provider’s credentials to deliver the
         products and services sought under this RFP.
      b. Form of ownership of Provider company;
      c. Number of years in business under the current name;
      d. Location of offices;
      e. Providers most recent annual financial statement filed with the SEC. If the company
         does not provide any annual financial statements to the SEC, please provide the
         most current independently audited financial statement available (not included in
         page count);
      f. Corporations shall provide the year and state of incorporation;
      g. Partnerships shall provide the names of the partners, and the length of its existence;
      h. Experience and type of relationship with any ILS (including MULTNOMAH
         COUNTY’s current ILS, Millennium) or other Provider where interoperability of
         bidder’s equipment will be necessary for successful operation;
      i. State if the Provider is presently negotiating a sale, acquisition or merger that would
         alter the Bidder’s existing structure
      j. A statement as to whether there is any pending litigation against the Provider; and if
         such litigation exists, attach an opinion of counsel as to whether the pending
         litigation will impair the Provider’s ability to perform in a contract under this RFP
         (opinion does not count against page count);
      k. A statement as to whether, in the last ten years, the Provider has filed (or had filed
         against it) any bankruptcy or insolvency proceeding, whether voluntary or
         involuntary, or undergone the appointment of a receiver, trustee, or assignee for the
         benefit of creditors. If so, submit an explanation providing relevant details;

P09-9873
                                                    28
           l.  An organizational chart highlighting the key people who would be assigned to
              accomplish the work required by this RFP (limit – 1 page of the 5 total).
           m. Any other information that demonstrates the Provider’s experience, ability and
              capacity to produce the required outcomes requested in this RFP.

Evaluation Criteria:
Provider submits all of the required documentation and information indicted in a – m above.
Financial filings or independent audit demonstrate a fiscally sound organization with
reasonable prospects to continue business during the term of the proposed contract. The
submitted Organization Chart is complete and shows adequate resources that could be
expected to successfully support and/or manage a project of this complexity. Provider offers
information that demonstrates experience, capacity and ability to execute the proposed project
on time and successfully meeting project requirements.


3.4.3 Technical Capability No Page Limit (402 Possible Points)

Provider will complete the attached charts, indicating whether or not they are capable of
providing or meeting the attached requirements by indicating either yes or no. Points will be
earned as follows:
               For each “Yes” for a required item:            5 points
               For each “No” for a required item:             0 Points
               For each “Yes” for a highly desirable item:    3 points
               For each “No” for a highly desirable item:     0 Points
               For each “Yes” for a Preferred item:           1 Point
               For each “No” for a Preferred item:            0 Points

CAUTION: Providers are put on notice that the attached charts will be incorporated into any
resulting contract without modification and will constitute a part of the final statement of work
that must be completed within the fixed price offered by the Provider. Do NOT indicate “Yes”
for an item you do not intend to offer or can not provide as your responses will be considered
binding within the Price offered by the Provider in your cost proposal.

3.4.3.1         Overall Requirements and Substitutions

Complete the attached form (word version is available on the CPCA Website:

                                            www.multcopurch.org

and click under “Current Bids and Proposal Opportunities”) by indicating either “Yes” or “No”. If
you indicate no, include brief explanatory information in the Details line. Note that some of the
requirements ask for additional attachments, etc – these will NOT count against your page
limitation but do not include attachments that were not specifically asked for – these will be
removed before your proposal is submitted to evaluators for review. Requirements that are
required are in bold – Preferred requirements are not bolded.

The Provider may take full credit for an element if they elect to provide a substitution and the
substitution meets the requirement in all material ways. A full description of the substitution and
why it meets the requirement must be presented in the details section provided. All substitutions
P09-9873
                                                         29
will be reviewed by the Program and claimed points will be reduced if the substitution does not
materially meet the requirement as stated in details section or there is conflicting information
about whether or not a claim of equality is valid.

                                                                       Yes    No
                All system components are UL, CE, and FCC Part
                15-Certified; SIP2, RS-232, TCP/IP Ethernet 10/100,
                802.11b (wireless) compliant; and meet the EU
                RoHS and WEEE Directives.
                Details:
                The proposed system and all of its components are
                entirely compatible with, and in no manner interfere
                with, the integrated library system (currently
                Millennium), its computer clients, or other
                components.
                Details:
                The proposed system provides application-specific
                software to incorporate all hardware (detection
                systems, staff station readers, cataloging stations,
                inventory wand), the circulation RFID tags and any
                other RFID-related hardware into the system.
                Details:
                The proposed system must interface with the
                Library’s existing integrated library system,
                Millennium, using the SIP, SIP2, NCIP, or NCIP2
                protocol.
                Details:
                The proposed system must not interfere with other
                equipment, integrated library system, clients or
                PCs that may be nearby.
                Details:
                The proposed system must be able to connect
                through the Library’s Ethernet network via an RJ-45
                connector and/or secured wireless network.
                Details:
                The RFID system must be ISO 15693 18000-3 Mode
                1 Compliant
                Details:
                Vendor must be willing to work with the integrated
                library system vendor, Innovative Interfaces, to
                resolve any RFID-ILS functionality problem
                Details:

3.4.3.2         RFID Tags

                                                                        Yes    No
           a.    Tags are ISO 15693 18000-3 Mode 1 compliant. (all
                 mandatory elements)
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                Details:
           b.   The proposed system provides tags with a range of
                memory options from 256 to 2048 bits that can be used
                simultaneously in the library.
                Details:
           c.   Tags are 13.56 MHz.
                Details:
           d.   All data on the re-writable RFID tag, including the item
                identifier field, must be fully rewriteable.
                Details:
           e.   The proposed system tags must enable the AFI
                security status to be stored directly on the tag and must
                trigger an immediate alarm if an item not charged is
                read by the detection systems.
                Details:
           f.   Tags are available in blank, generic library or
                library- customized versions.
                Details:
           g.   Tags must provide both security and inventory
                control functionality.
                Details:
           h.   Tags use an anti-collision algorithm that does not
                limit the number of tags which can be
                simultaneously identified and read.
                Details:
           i.   Tags are adhesive-backed and one piece (tag and
                label integrated into one piece) to adhere to library
                materials without addition of an adhesive cover
                label.
                Details:
           j.   Tags can be easily applied in one step, with no
                need for mouse clicks, keyboard input, or touch
                screen entries for most item conversions.
                Details:
           k.   The proposed tags feature a flip-chip bond using Z-axis
                adhesive between the antenna and chip for high
                durability. Include any guarantees you will make
                concerning the tag adhesive (especially tags provided
                for use in CDs and DVDs).
                Details:
           l.   The proposed system tags must use a low acid, or
                neutral pH, adhesive.
                Details:
           m.   Tags are compliant with ISO 18000-3 Mode 1 and ISO
                15693-3 (all optional and mandatory components).
                Details:
           n.   Provider agrees to guarantee that tags will be

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                                                      31
                compliant and rewriteable within one year of the
                balloting and adoption of the ISO/NISO Library RFID
                Data Model Standard.
                Details:
           o.   Vendor agrees to replace all vendor-supplied RFID tags
                with standard compliant tags (within one year of the
                adoption of the ISO/NISO Library RFID data model
                standard) if the tags are not rewriteable to that standard
                on-the-fly (using standard staff workstation equipment).
                In addition, the Vendor agrees to reimburse the library for
                replaced tag to compensate for the labor costs
                associated with replacing non-compliant tags.
                Details:
           p.   Vendor provides RFID tags that work with all material
                types including books, periodicals, DVDs, VCR
                videos, CDs, books on CD, books on cassette, MP3
                discs and sheet music.
                Details:
           q.   Vendor provides recommendations and instructions for
                tagging media and multi-part sets. Provide
                recommendations for how best to secure items with
                media (e.g. CDs, DVDs) and multi-part sets (e.g. Books
                on CD, TV series DVDs) in a way that is the least time-
                consuming for staff while providing required security.
                Details:
           r.   Vendor provides a combined RFID tag/cover label for
                purchase.
                Details:
           s.   The proposed system tag must be guaranteed for
                the life of the item to which it is originally
                affixed. Vendor agrees to replace, at not cost to the
                library, all tags that fail or which cease to be
                readable at 99% accuracy by security system. The
                vendor must also show upon request the data of
                the accelerated age testing of the tags and read
                range as well as methodology for testing.
                Details:
           t.   Tags are performance-tested before shipment by a third
                party and defective tags are marked. Performance test
                results average less than 1 defective tags per 10,000.
                Describe your procedures for reliability testing and
                provide statistics for average number of defective tags
                per 10,000.
                Details:
           u.   Tags can be deactivated by a means other than cutting
                the tag. Explain the options for deactivating tags.
                Details:
           v.   Vendor has experience providing RFID tags to material
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                                                       32
                  vendors including Ingram, Midwest Tape, and Recorded
                  Books who then provide preprocessed material
                  (including Vendors encoded tags) to their library
                  customers. Include a list of library customers for each
                  material vendor list above.
                  Details:
           w.     Vendor tags protect patron privacy. Describe what
                  information is stored on each tag, the encryption
                  system used, and how data is prevented from being
                  read by unauthorized readers.
           x.     Vendor provides a list of tags recommended for
                  conversion and for new acquisitions (for the year
                  following conversion), including unit pricing for each
                  different product. Attach as Appendix A.


3.4.3.3         RFID Staff Workstation Equipment

                                                                             Yes   No
           a.     Staff check-out units reliably (99.9%) check in/out a
                  minimum of 10 RFID tagged items simultaneously.
                  Details:
           b.     Staff workstation can function in offline mode. Describe
                  how this is accomplished.
                  Details:
           c.     Staff workstation equipment is capable of
                  processing RFID tags or bar codes in the same
                  circulation transaction. Provide a detailed staff
                  scenario of a checkout session that includes some
                  items that are RFID tagged and others that are only
                  bar-coded.
                  Details:
           d.     Staff stations can easily read library cards and
                  material barcodes in a variety of formats (codabar
                  and non-codabar) and locations on the item.
                  Details:
           e.     Staff stations are designed ergonomically. Describe
                  how the recommended staff equipment minimizes
                  repetitive motions and allows flexibility for staff of
                  different heights?
                  Details:
           f.     The proposed system has a thin (less than ½‖)
                  reader pad that provides easy installation.
                  Details:
           g.     Staff workstation equipment is compatible with Library’s
                  standard circulation desk computers, barcode
                  scanners, and receipt printers.

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                                                        33
                Details:
           h.   Staff workstation equipment can be mounted in, on,
                or under the work surface of a circulation station.
                Details:
           i.   Staff workstation equipments can function when
                positioned under existing Library slate, granite, wooden
                or laminate-topped desks.
                Details:
           j.   Staff workstation equipment has an RFID read
                range of 8 inches minimum for book tags.
                Details:
           k.   Staff workstation equipment is able to read tags
                and display the information contained on the tag.
                Details:
           l.   Staff workstation equipment provides a displayed
                count of the number of items processed
                simultaneously to ensure complete check-in/out
                transaction processing.
                Details:
           m.   The proposed system uses an anti-collision algorithm
                that does not limit the number of tags which can be
                simultaneously identified and read up to 8 inches high
                with a book tag.
                Details:
           n.   Staff workstation equipment has the ability to read,
                program, and reprogram RFID tags during a
                standard circulation transaction (on-the-fly).
                Details:
           o.   Staff workstation equipment does not require
                mouse activations to process most items.
                (Exceptions made for configuration changes, error
                handling, or tag reprogramming situations.)
                Details:
           p.   The proposed system must allow configuration of item
                identifier parameters to automatically prevent
                programming of partially scanned or incorrectly
                scanned barcodes.
                Details:
           q.   All transmitted data is secured via password protection or
                encryption, or some other means to prevent tampering.
                Please explain.
                Details:
           r.   All staff equipment provides clean and efficient cable
                management options. Please provide diagrams and/or
                photos.
                Details:
           s.   All staff station equipment comes with a minimum
                one (1) year warranty.
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                                                      34
                  Details:
           t.     Staff workstations are equipped to modify tags from
                  one data model to another during normal check-in
                  operations (on-the-fly).
                  Details:
           u.     Existing staff workstations will require no or minimal
                  modifications to incorporate RFID capability. Please
                  describe the “least cost” options (equipment cost and
                  installation cost) for adding RFID staff equipment at
                  existing staff workstation
                  Details:
           v.     Vendor provides a list of staff station equipment
                  recommended, including unit pricing for each
                  different product. Attach as Appendix B.
                  Details:

3.4.3.4         RFID Conversion Equipment

                                                                                 Yes   No
           a.     Vendor provides RFID conversion equipment for lease.
                  Describe the equipment available for leasing during the
                  initial RFID conversion process including the unit price
                  per month.
                  Details:
           b.     Vendor provides RFID conversion equipment for
                  sale. Describe the equipment available for purchase
                  during the initial RFID conversion process including
                  the unit price.
                  Details:
           c.     Vendor conversion equipment is capable of
                  encoding new items at the rate of 300 items per hour.
                  Details:
           d.     Vendor provides recommendations for optimizing the
                  conversion of the library collection. Describe the
                  process, number of people per team, and equipment you
                  recommend for converting the Library’s collection to
                  RFID.
                  Details:
           e.     Vendor provides schedule for tagging of the entire
                  collection (2.5 million items) within the designated project
                  duration. Please describe how many teams (as you’ve
                  defined above), and what the working schedule
                  (assuming teams work five days per week) will need to
                  be in order to RFID tag the collection within the project
                  duration. Use the Schedule and Cost Tables below.
                  Details:
           f.     RFID conversion can be done in offline mode (with
                  no connection to Millennium).
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                                                         35
                  Details:
           g.     Conversion equipment recommended is compact, easy
                  to move around, and equipped with efficient cable
                  management options and/or battery operated. Please
                  provide diagrams and/or photos.
                  Details:
           h.     Conversion equipment performs automatic verification of
                  tags (read-back of tag) when they are written to or
                  modified and provides option of audible and/or visual
                  alerts when the read-back fails.
                  Details:
           i.     Vendor provides a minimum one (1) year warranty
                  for all purchased conversion equipment?
                  Details:
           j.     Vendor provides a listing of all necessary conversion
                  system equipment recommended including the unit
                  price of each item provided and the total price per
                  conversion team. Attach as Appendix C.
                  Details:

3.4.3.5         RFID Inventory Equipment and/or Handheld Reader

                                                                                Yes   No
           a.     Vendor provides an ergonomically designed
                  inventory device which aids the user in reading
                  shelves at all levels, is easy to use, and is relatively
                  non-stressful to wrist, arm, shoulder and elbow.
                  Provide ergonomic design specifications. Provide
                  results of third party testing.
                  Details:
           b.     Vendor’s inventory product is able to upload data (at
                  least 1 million records) from the inventory device into the
                  Millennium database wirelessly in real-time. Describe in
                  detail how the inventory unit communicates with the
                  database.
                  Details:
           c.     Vendor offers an inventory device and/or handheld
                  reader which has been successfully used by other
                  Millennium libraries to locate lost items or items marked
                  missing which were misshelved. Describe any such
                  uses of the device and provide the names of the libraries
                  reporting these uses.
                  Details:
           d.     In addition to reading RFID tags, inventory device
                  and handheld reader can easily read barcodes in a
                  variety of formats (codabar and non-codabar) and
                  locations on the material.
                  Details:
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                                                         36
           e.     Any handheld device recommended by Vendor is less
                  than 28 ounces. Provide size and weight information and
                  describe how it is carried while being operated (including
                  battery, RFID reader, antenna, display and computing
                  unit, and any other components that must be carried by
                  the user.)
                  Details:
           f.     Inventory and handheld equipment uses an anti-
                  collision algorithm that does not limit the number
                  of tags which can be simultaneously identified and
                  read.
                  Details:
           g,     The inventory and handheld equipment comes with
                  efficient cable management options (or operates
                  wirelessly). Please provide diagrams and/or photos.
                  Details:
           h.     Inventory and handheld equipment comes with a
                  minimum one (1) year warranty.
                  Details:
           i.     Vendor offers a portable handheld reader that
                  accommodates data collection simultaneously with
                  other functions including shelf reading, identifying items
                  on search lists, and identifying items with incorrect
                  security.
                  Details:
           j.     The battery life of Vendor’s handheld unit allows the
                  user to work for at least 4 hours before charging or
                  changing batteries.
                  Details:
           k.     Vendor provides a listing of all recommended
                  inventory and handheld equipment including the unit
                  price of each item provided.
                  Details:

3.4.3.6         RFID Security System Equipment

                                                                               Yes   No
           a.        No more than two security gates are required at each
                     location based on the information provided in the
                     Relevant Outlet Information provided above. Describe
                     the gates (or other security system recommended) that
                     are required at each outlet.
                     Details:
           b.        No additional servers are required at the library
                     outlets. If servers are required, describe any
                     additional servers, hardware, and wiring needed for
                     each secured exit using the proposed security
                     system.
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                                                        37
                 Details:
           c.    Security system supports standard TCP/IP network
                 connectivity and 802.11n for wireless communication.
                 Describe how the security system communicates with
                 the server and other network devices.
                 Details:
           d.    The security system can read tags on 25 tagged books
                 and periodicals being carried through the security system
                 with 99% accuracy. If not, state how many items you will
                 guarantee can be read simultaneously? Do you have
                 suggestions for providing a convenient way for
                 customers to pass through the security system with more
                 items than can be read at once? How does this number
                 change if CDs or DVDs are among the items being
                 carried? How do you recommend we address CDs,
                 DVDs, and sheet music? Note: You will be asked to
                 demonstrate your product’s detection accuracy for a
                 wide range of item types.
                 Details:
           e.    Security system’s false alarms do not exceed 1 per 1000
                 when 25 items are carried out by a customer at a time.
                 You will be asked to demonstrate your product’s false
                 alarm rate.
                 Details:
           f.    The detection system is shielded from external
                 interference from light fixtures, elevator motors, etc.
                 Details:
           g.    Provide architectural requirements (e.g. proximity to
                 metal and electronics) that affect the gate efficacy.
                 Details:
           h..   Security system (e.g. gates) includes secured hardware
                 that prevents physical tampering. Please explain using
                 documentation and/or diagrams.
                 Details:
           i.    Security system provides offline transaction
                 functionality (provides item security even when the
                 Library’s integrated library system or network is
                 off-line or not functioning). Describe how this is
                 accomplished
                 Details:
           j.    All transmitted data is secured via password
                 protection or encryption or other means to prevent
                 tampering. Please explain using documentation
                 and/or diagrams.
                 Details:
           k.    The system offers multiple install options, including (but
                 not necessarily limited to) direct mount w/ ADA
                 compatible threshold plate, base plate (only minor floor
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                                                   38
                     modification required for installation), buried cables
                     (recessed conduit under finished floor), and the dual
                     aisle exit detection systems must create an opening of
                     at least 36 inches.
                     Details:
           l.        Vendor’s security system includes clean and efficient
                     cable management options. Please provide diagrams
                     and/or photos.
                     Details:
           m.        Vendor security system equipment includes a
                     minimum one (1) year warranty.
                     Details:
           n.        System is easy to turn off or disable, and when the unit is
                     off (or disabled), it is not obvious to the customer. Please
                     describe how staff could easily disable or turn off the
                     security system without making it obvious to customers
                     that there is no security system activated (.e.g. if it needs
                     to be off while waiting for repair).
                     Details:
           o.        Self-diagnostics will insure that the system is operating
                     correctly.
                     Details:
                     The system has a centralized management interface
           p.        and is able to issue visible and audible warnings
                     (configurable for each outlet).
                     Details:
           .q.       The system provides specific information (e.g. title,
                     format of item, barcode number) to staff workstations
                     and/or portable devices about items triggering alarm.
                     Details:
           r.        Vendor provides a listing of all necessary security
                     system equipment required at each location
                     including the unit price of each item provided and
                     the total price per outlet. Attach as Appendix E.
                     Details:

3.4.3.7         Company, Service and Support Requirements

                                                                                Yes   No
           a.     Introductory train-the-trainer training shall be provided
                  at no charge.
                  Details:
           b.     Vendor provides live phone support Monday through
                  Friday, 9-5 PST.
                  Details:
           c.     Vendor provides on-call support services 24/7 with a
                  guaranteed response time of two hours.
                  Details:
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                                                         39
           d.     Vendor provides 24 hour or better turnaround for
                  onsite support calls during business hours and 48
                  hour turnaround on the weekends.
                  Details:
           e.     Vendor does not partner or subcontract with another
                  company for support. If so, explain who the Library will
                  contact for support.
                  Details:
           f.     Vendor has support offices within 50 miles of Library.
                  Provide addresses for nearest support offices.
                  Details:
           g.     Vendor will provide an optional yearly maintenance or
                  service contract for all equipment provided.
                  Details:
           h.     Maintenance/service agreement must be renewable on
                  an annual basis.
                  Details:
           j.     Vendor offers a 12-month 100% money-back
                  performance guarantee on all equipment purchased
                  and covered by 12-month warranty or service
                  agreement.
                  Details:

3.4.3.8         Delivery, Installation, Cost and Setup Requirements
                                                                               Yes   No
           a.      All units will be delivered, installed and fully
                   functional based upon the Library’s implementation
                   schedule as agreed upon with Vendor.
                   Details:
           b.      Vendor will accommodate the Library’s RFID
                   implementation schedule as described above.
                   Details:
           c.      Vendor will detail site requirements for all equipment no
                   later than 30 days before delivery is scheduled.
                   Details:
           d.      Vendor will arrange unpacking and placement of all
                   equipment which it furnishes and removal of all debris
                   generated by the installation of the equipment.
                   Details:
           e.      Vendor will certify in writing when each installation is
                   complete and ready for use by the public.
                   Details:
           f.      Vendor provides a detailed project timetable (including
                   costs for equipment purchases) for the RFID tag, staff
                   workstation and security system implementation using
                   the Schedule and Cost Form (in the next section).
                   Details:

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                                                        40
3.4.4         References (100 Points / 33 per Reference)
                Page Limit – 2 pages each reference, a total of 6 pages.

Provider shall submit a list of three references from within the past three years for work similar in
size and scope to this RFP. The services provided to these clients must have characteristics as
similar as possible to those requested in this RFP. Information provided for each client must include
the following:

          Client’s name
          Integrated library system (ILS) used by the client
          Brief explanation of what the contract covered
          Time period of the project or contract
          Size of the reference (number of outlets, annual circulation, collection size)
          Number of employees
          Contact person
          Title
          Address
          Phone number
          E-mail address
          Best time to contact

Failure to provide the above information for three references may result in the Bidder being
disqualified and its proposal not considered. MULTNOMAH COUNTY reserves the right to contact
any and all references to obtain, without limitation, information regardless of the Bidder’s
performance on the listed jobs. References who refuse to provide the requested information or can
not be contacted after three attempts, shall be scored as “0” for that particular reference. Proposers
are highly encouraged to contact potential references to ensure they are willing to participate in this
survey and aware of the ongoing solicitation.

A representative of Multnomah County will interview references by telephone regarding the
Proposer and the proposed Solution and will forward a record of each interview to the evaluation
panel for scoring. The interviewer will ask the following questions and request that references rate
their overall satisfaction with Proposer and Proposer’s Solution on a scale of 0-10 with 0 indicating
“no satisfaction” and 10 indicating “high satisfaction”, requesting specific comments on each:

          How would you rate the firm’s efforts in providing equipment/materials as requested in this
           RFP?
          How would you rate the overall knowledge and skills of the team in the requirements of the
           project?
          How satisfied were you with the equipment and materials provided?
          How satisfied were you with the service provided by this company. Were you satisfied with
           this company’s assumption of responsibility and their ability to work with other Providers in
           the library (ILS)? How satisfied where you with compatibility with your existing systems?
          Would you purchase equipment/materials again in the future from this Provider?

Value: 100 points per reference.

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                                                       41
Multnomah County reserves the right to ask clarifying questions of individual references in addition
to those listed above. Multnomah County also reserves the right to ask questions beyond those
required for clarification but, in the event that it does so, shall ask all references those questions.

Evaluation Criteria:

          References provided meet the criteria in the RFP, with a RFID system similar to the one
           proposed for this project.

          References rate high satisfaction with Proposer and Solution, providing specific comments
           that support Proposer’s overall commitment to excellence in product and service. Reference
           ratings and comments demonstrate Proposer has a clear and realistic understanding of the
           complex requirements a RFID-based system and understand the critical project elements.

3.4.5      COST AND SCHEDULE             3 page narrative                              130 Points
The form below (word version is available on the CPCA Website at: www.multcopurch.org)
and click under “Current Bids and Proposal Opportunities”) begins a rough outline of the schedule,
which you must complete. The Library seeks your suggestions as to a reasonable timetable for
accomplishing the objectives. You may add tasks, move tasks, and add detail that will be necessary
to accomplish each task. Attached to the schedule (no page limit), include up to 3 pages of
additional cost narrative explaining your price proposal, including any assumptions. Include your
assessment of the most challenging elements of the schedule and major cost drivers.

The schedule is not a commitment but rather a first draft of a project plan designed to assist the
Library with planning and budgeting. Providers will be evaluated on the completeness of their
submittal, reasonableness of their assumptions and any identified cost/schedule trades and
important schedule challenges/cost drivers (30 Points of the 130 available)

                                   PROPOSED TASK SCHEDULE

           Period          Tasks to be Performed                 Responsibility (Provider
                                                                 or Library)
           June 30,        Deliver RFID tags                     Provider
           2009
           July 2009       Plan for RFID tagging new material    Library, Provider and
                                                                 Materials Providers
           August 2009     Plan for tagging library collection
                           Plan security gate and staff          Library and Provider
                           equipment installations, beginning
                           with Central, Tech Services, Sort
                           Center, Kenton andTroutdale
                           Purchase/lease conversion             Library
                           equipment
                            Begin getting new material pre-      Library
                           tagged with provider tags
           September       Begin RFID conversion at Central      Library
           2009
                           Purchase security and staff           Library
                           equipment for Central, Kenton and
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                                                     42
                          Troutdale
           October 2009   Continue RFID Conversion                 Library
                          Install Tech Services, Central
                          Library and Sort Center equipment
           December       Install equipment at Kenton              Provider
           2009
           January 2010   Install equipment at Troutdale           Provider
           March 2010     Central collection tagging complete      Library and Provider
                          and all staff and security equipment
                          in place
           December       Entire collection tagged and
           31, 2011       security system [and self check] in
                          place at all outlets

In the following table, libraries are listed in likely priority order for collection conversion and
equipment installation. Please complete the table (word version is available on the CPCA Website at:
www.multcopurch.org) showing equipment recommended (and cost) for each location.

Provider is expected to take into account the products and services they are recommending and
should make the assumption that the Library will provide the personnel recommended (e.g. project
planning personnel, purchasing personnel, conversion teams), etc.

Refer to the table in 2.1.3 for information about each location.

Library         Security    Staff              Staff                Inventory   Other       Hours for
                Gates       workstations--     workstations—        device      (Describe   recommended
                (Quantity   provided by        equipment to         (quantity   and         team to
                and         Provider           convert              and cost    provide     convert
                cost)       (quantity and      current library                  cost)       collection
                            cost)              stations
                                               (quantity and
                                               cost)
Central
Library
Admin
(Tech
Services
and Sort
Center)
Kenton
Troutdale
Belmont
Hollywood
North
Portland
Gresham
Holgate
Midland
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                                                    43
Woodstock
Sellwood
Albina
Hillsdale
St Johns
Gregory
Heights
Nothwest
Rockwood
Capitol Hill
Fairview
Library
Admin
(Outreach)

Cost Point Assignment: Multnomah County will utilize a Difference in Cost method to assign 100 of
the 130 available cost/schedule points. The vendor with the lowest total cost proposal will receive
all 100 available points. Based on the difference between the lowest cost vendor and the costs
offered by any other vendor, a percentage will be determined that reduces the 100 point score.

Example:

Vendor A is the low cost vendor with a proposed price of $250,000. They receive all 100 points.
Vendor B is the new lowest cost vender with a proposed price of $275,000.

Formula: Max points – [ (Proposal cost – lowest proposal cost) divided by lowest proposal cost
                          times 100]

Calculation: 100 points – [(275,000-250,000)/250,000) x 100] = 100 -10 = 90 Points earned

Evaluation Criteria: Provider has completed the schedule and has met all or most of the date
milestones indicated. Completion is within three months of the County desired completion date.
Provider added elements are logical and explained in the calendar narrative. Assumptions made by
the Provider are consistent with good business practice in the industry and reasonable, with support
for them in the narrative. Provider identifies all costs, primary cost drivers and schedule challenges
and fully explains them in the attached narrative, suggesting a depth and breath of experience with
similar projects of equal or near-equal complexity and length. Provider identifies potential cost and
schedule trades that the Program may wish to consider and points out the relative advantages and
disadvantages of each in the attached narrative.



3.5        DEMONSTRATION EVALUATION

Providers with the top three (3) scoring written proposals (or other number as determined
appropriate by the County) will be invited to attend an on-site demonstration (demo). The purpose
of the on-site demonstration will be to test their proposed solutions by submitting them to realistic
test environment controlled by Multnomah County.

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                                                  44
3.5.1 On-Site Scripted Demo Instructions

Attendees at the on-site Demonstration may include, besides the evaluation team, library staff
members, technical experts, telecommunications and information technology staff, and others as
designed by the CPCA representative to observe the on-site demo and provide input to the
evaluation panel. Scheduling of on-site demonstrations will be by rank with the Proposer with the
lowest scoring written proposal scheduled first. Additional instructions will be provided to those
Proposers participating in the on-site demonstration at the time of scheduling by the Multnomah
County CPCA representative.

3.5.2      On-Site Scripted Demo Evaluation Process

Multnomah County reserves the right to create audio and video recordings of the on-site scripted
demos.

Each member of the evaluation panel shall score each on-site scripted demo based on the criteria
provided and add the scripted product demonstration score to the evaluator’s previous total score
for each Proposer. The scores of the evaluators for each Proposer shall then be added together.

3.5.3      On-site Scripted Demo Scoring Summary

                                                              Points
        Category
                                                             Possible
        Project Management, System Description and
                                                                100
        Maintenance Requirements
        Accuracy and Effectiveness of Security System           300
        Ease of Use and Effectiveness of Staff
                                                                300
        Equipment
        Ease of Use and Effectiveness of
                                                                150
        Inventory/Portable equipment
        Tagging processing, modification and rate              150
        TOTAL SCORE POSSIBLE:                                  1000

3.5.4 On-site Scripted Demo Scoring Summary

Please construct your on-site scripted demonstration using the script provided at Solicitation
Attachment 4. Proposers must confirm their attendance at the demo as scheduled, by emailing
Gerald E. Jelusich, CPPB at (gerald.e.jelusich@co.multnomah.or.us) the Senior Procurement
Analyst assigned as the single point-of-contact for this RFP. The confirmation should also include a
list of any equipment or specific room set-up requirements the County should be prepared to provide
for the demo.

Failure to attend the scheduled on-site demonstration will result in the assignment of a score of “0”
for the on-site demonstration portion of the evaluation, unless a Provider can demonstrate that their
non-attendance was due solely to circumstances completely outside of the control of the Provider
(i.e. acts of war, closure of airports, failure of airlines, national security ordered flight disruption,
natural weather events, etc.). Determination of acts outside of the control of the Provider will be
made by the County and is not subject to Protest.


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                                                   45
All portions of the demo must be conducted on-site at Multnomah County. The specific time and
dates will be provided at the time of scheduling. For purposes of planning, please anticipate
scheduling for a four (4) hour demo, with one break of no less than 15 minutes. One hour will be
allotted prior to the start time for each Provider to set up and test the equipment before the demo.
One half hour will be allotted to each Provider to remove their equipment from the test site.
Providers may not remain in the area to observe other Providers preparing for their demonstrations.

In addition to your demonstration of the scripted items, the following areas must also be covered
during your presentation:

   Concerns or areas of potential technological challenge
   Cost saving ideas
   Planned system upgrades, if any, for your solution

Evaluation Criteria:
Provider has offered a system that is easily described and offers ease of use by staff of the
proposed system. The proposed solution demonstrates high accuracy in detecting checked out
material, including mix media in several varieties and combinations simultaneously, and in varying
numbers of items as well as detecting checked out material under the same varying conditions of
media type and numbers. The proposed solution features relatively easy installation, operation and
has developed maintenance schedules for daily, weekly and monthly system operation. The extent
of operator training to operate the proposed solution is limited and operation of the system is
straightforward with logical sequencing and troubleshooting options.




P09-9873
                                                 46
                                     Multnomah County Library
                                      P09-9873
   Radio-Frequency Identification Tags and RFID Circulation and Security Equipment

                                               PART 4

             GENERAL MULTNOMAH COUNTY PROCUREMENT REQUIREMENTS

4.1        PROCUREMENT PROCEDURE REQUIREMENTS

      4.1.1 CLARIFICATION OR PROTEST OF SPECIFICATIONS

      Any Proposer requiring clarification of the provisions of this RFP or protesting any provision
      herein, must submit specific questions or protests in writing to:
                                     ATTN: Gerald E. Jelusich, CPPB
                                        Multnomah County CPCA
                                      501 SE Hawthorne, Suite 400
                                           Portland, OR 97214
                       Phone: (503) 988-5111, Ext 24961 – Fax: (503) 988-3252
                             E-Mail: gerald.e.jelusich@co.multnomah.or.us

      The deadline for submitting questions or protests is 4:00 p.m. on Wednesday, May 13, 2009.
      Questions may also be presented verbally at the pre-proposal conference. If Multnomah County
      determines that additional information or clarification is necessary, such information or
      clarification will be supplied in addenda that will be sent by facsimile transmission, mail or e-mail
      to all persons or firms that have received this Request for Proposal from CPCA, registered on the
      CPCA website for this solicitation or who attended the pre-proposal conference. All such
      addenda shall have the same binding effect as though contained in the main body of the Request
      for Proposals. Oral instructions or information concerning the specifications from County
      managers, employees or agents to prospective Proposers shall not bind Multnomah County.
      The CPCA Manager shall issue all Addenda not less than five (5) calendar days prior to the
      proposal deadline.

      After closing, Multnomah County reserves the right to issue Addenda to all Proposers who
      submitted proposals, or those Proposers invited to the Product Demonstration, if applicable, in
      order to communicate program requirements and arrangements and other information as
      determined necessary by the County.

      4.1.2 COST OF PREPARATION OF RESPONSE

      Costs incurred by any Proposer in preparation of a response to this Request for Proposal shall
      be the responsibility of the Proposer.

      4.1.3 PROTESTS

      The following procedure applies to Proposers who wish to protest a disqualification of proposal or
P09-9873
                                                      47
    award of contract:

    1. All protests must be in writing and physically received by the CPCA Manager no later than
       4:00 p.m. on the fifth (5th) working day after the postmarked notice of intent to award or
       disqualification.
                                         Address protests to:

                PROTEST OF AWARD OR DISQUALIFICATION TO RFP No. P09-9873
                                  ATTN CPCA Manager
                                 Multnomah County CPCA
                             501 SE Hawthorne Blvd Suite 400
                                   Portland OR 97214

    2. Proposers may protest only deviations from laws, rules, regulations, or procedures. Protests
       must specify the grounds for the protest including the specific citation of law, rule, regulation,
       or procedure upon which the protest is based. The judgment used in scoring by individual
       evaluators is not grounds for protest. Disagreement with the scoring by evaluators may
       not be protested.

    3. Protests not filed within the time specified in paragraph 1, above, or which fail to cite the
       specific law, rule, regulation, or procedure upon which the protest is based shall be
       dismissed.

    4.1.4      CONFIDENTIALITY

    Multnomah County is required to disclose non-exempt public documents pursuant to ORS
    192.410-192.505). ORS 192.502(4) exempts the County from disclosing information submitted
    in response to a solicitation where the information is such that it “should reasonably be
    considered confidential.”

    A Proposer who determines that information within a proposal meets the statutory requirement
    and desires that such information remain confidential shall mark the pages containing such
    information with the word “CONFIDENTIAL.”

    If a Proposer marks every page of a proposal as “CONFIDENTIAL” the statutory requirement is
    not met; any proposal so marked will not be deemed to have been submitted in confidence and,
    upon request, the entire proposal will be disclosed.

    The County will keep properly marked information confidential unless ordered to release the
    information and materials by the District Attorney pursuant to ORS 192.460.

    After award, the contract executed by the County and the successful Proposer will be a public
    document subject to disclosure. No part of the contract can be designated as confidential.

    4.1.5     CANCELLATION

    Multnomah County reserves the right to cancel this solicitation any time before execution of a
    resulting contract by both parties if cancellation is deemed to be in Multnomah County's best
    interest. In no event shall Multnomah County have any liability for the cancellation of this
P09-9873
                                                    48
    solicitation.

    4.1.6      REJECTION OF PROPOSALS

    Multnomah County reserves the right to reject any or all responses to this Request for Proposal if
    deemed in the best interest of the County.

    4.1.7      DISPUTES

    In case of any doubt or differences of opinions as to the items or service to be furnished
    hereunder, or the interpretation of the provisions of the RFP, the decision of Multnomah County
    shall be final and binding upon all parties.

    4.1.8      CLARIFICATION OF RESPONSES

    Multnomah County reserves the right to request clarification of any item in a Proposer's proposal
    or to request additional information prior to evaluation necessary to properly evaluate a particular
    proposal. All requests for clarification and responses shall be in writing and issued through the
    assigned Procurement Analyst from Central Procurement and Contract Administration. Except
    for requests and responses related to a clarification necessary to evaluate whether a proposal
    has met minimum requirements, all requests for clarification and responses shall be provided to
    each evaluator.

    4.1.9      REFERENCES
    The County reserves the right to investigate references including customers other than those
    listed in the Proposer’s submission. Investigation may include past performance of any Proposer
    with respect to its successful performance of similar projects, compliance with specifications and
    contractual obligations, its completion or delivery of a project on schedule, and its lawful payment
    of employees and workers or any other criteria as determined by Multnomah County.

    4.1.10     PUBLICITY

    Any publicity giving reference to this project, whether in the form of press releases, brochures,
    photographic coverage, or verbal announcement, shall be done only after prior approval of
    Multnomah County Central Procurement and Contract Administration and the Public Affairs
    Office.

    4.1.11     COLLUSION

    A Proposer, submitting a proposal hereby certifies that no officer, agent, or employee of
    Multnomah County has a financial interest in this proposal; that the proposal is made in good
    faith without fraud, collusion, or connection of any kind with any other Proposer and that the
    Proposer is competing solely on its own behalf without connection or obligation to any
    undisclosed person or firm.




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                                                   49
                                       Multnomah County Library
                                     P09-9873
  Radio-Frequency Identification Tags and RFID Circulation and Security Equipment
                                             PART 5
                                         CONTRACT TERMS




    5.1 MULTNOMAH COUNTY SERVICES CONTRACT

    The Proposer awarded a Contract under this RFP will be required to execute a Multnomah
    County Services Contract, a sample of which is attached to this RFP as Solicitation Attachment
    2. If Proposer has any exceptions to the contract terms and conditions, they must be stated in
    the proposal, as Proposal Attachment 5 to the proposal (will not count against page limitation). If
    the Proposer has no objections to the contract terms and conditions, then do not submit
    Proposal Attachment 5.


    5.2 INSURANCE REQUIREMENTS

    Exhibit 2 of the attached Sample Contract reflects the minimum insurance required of a
    Contractor to provide this service. Additional insurance coverage may be required depending on
    the key features of service delivery chosen by the Contractor. Final insurance requirements will
    be subject to negotiation between and mutual agreement of the parties prior to contract
    execution but will not be less than provided for here.

    Minimum insurance requirements:

           Type of Insurance             Required?         Per Occurrence           Aggregate

           Professional Liability      ___NO____           ____N/A____             ____N/A____

           Commercial Gen Liability       Yes              $1,000,000              $2,000,000

           Commercial Auto Liability      Yes_             $1,000,000

           Workers Compensation        Required


    5.3 INTERGOVERNMENTAL AGREEMENT

    Other public agencies may establish contracts or price agreements directly with the awarded
    Contractor under the terms, conditions and prices of the original contract Pursuant to ORS
    279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices
    of the original Contract.
P09-9873
                                                      50
     5.4 EEO CERTIFICATION REQUIREMENT

    Contracts in excess of $75,000 which originate from this RFPQ are subject to the County’s Equal
    Employment Opportunity (EEO) requirements, and will include Provider certification as indicated in Exhibit
    5 of the Sample Multnomah County Contract attached to this RFPQ. Contractors must be certified before
    a contract is executed.


    5.5    PAYMENT INVOICES

    All invoices shall be prepared on Contractor's letterhead or standard invoice form and shall
    include:
        1) Contractor's name and address and a phone number for questions about the invoice,
        2) Contractor's invoice number
        3) Invoice date
        4) Multnomah County contract number, and
        5) Any additional information required in Exhibit 1.

    County shall pay the invoice by one of several payment methods including but not limited to
    check, electronic payment (aka ACH-Automated Clearing House) or Procurement Card, within
    30 calendar days unless otherwise provided in Exhibit 1 of the final contract.


    5.6 LOCAL PURCHASING PREFERENCE

    Multnomah County desires to employ local businesses in the purchase or lease of any personal
    property, public improvements or services to support the local economy in the State of Oregon
    so that residents benefit from local employment opportunities that are generated. Therefore,
    Multnomah County shall prefer goods or services that have been manufactured or produced by
    an Oregon business if price, fitness, availability, and quality are otherwise identical.




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                                                      51
                                                           Solicitation ATTACHMENT 1

                                    OFFEROR REPRESENTATIONS AND CERTIFICATIONS

            FAILURE OF THE OFFEROR TO COMPLETE AND SIGN THIS FORM SHALL RESULT IN REJECTION OF THE OFFER

The undersigned, having full knowledge of the specifications for the goods or services specified herein, offers to furnish any and/or all goods or
services as described herein at the prices offered and within the time specified and agrees that this offer shall be irrevocable for 30 calendar
days after the date offers are due or for such longer period as may be specified in this solicitation.

OFFEROR NAME:

ADDRESS:

TELEPHONE NUMBER:                                         FAX NUMBER:                               WEB SITE:

TAXPAYER ID NUMBER:                                       DATE/STATE OF INCORPORATION:

BUSINESS DESIGNATION:                Corporation                    Sole Proprietor               Partnership
                                     S Corporation                  Non-Profit                    Government
                                     Other
MWESB CERTIFICATION: Number                               Minority Owned  Woman Owned                         Emerging, Small  N/A
OFFEROR IS EEO CERTIFIED:]      No __                     Yes Expiration Date__________
ASSURANCES - The Offeror attests that:
1.   The person signing this offer has the authority to submit an offer and to represent Offeror in all phases of this procurement process;
2.   The information provided herein is true and accurate;
3.   The Offeror is a resident bidder, as described in ORS 279A.120, of the State of ______________, [insert State] and has not discriminated against any
     minority, women, or emerging small business enterprises in obtaining any required subcontracts, in accordance with ORS 279A.110;
     "Resident bidder" means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding
     submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a "resident bidder". ORS 279A.120 (1) (]b);
4.   Any false statement may disqualify this offer from further consideration or be cause of contract termination; and
5.   The Offeror will notify the CPCA Procurement Analyst immediately of any change in the information provided on this form.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS - The Offeror certifies
to the best of its knowledge and belief that neither it nor any of its principals:
1. Are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from submitting bids or proposals by any federal,
     state or local entity, department or agency;
2. Have within a five-year period preceding the date of this certification been convicted of fraud or any other criminal offense in connection with obtaining,
     attempting to obtain, or performing a public (federal, state, or local) contract, embezzlement, theft, forgery, bribery, falsification or destruction of records,
     making false statements, or receiving stolen property;
3.   Are presently indicted for or otherwise criminally charged with commission of any of the offenses enumerated in paragraph 2. of this certification;
4.   Have, within a five-year period preceding the date of this certification had a judgment entered against contractor or its principals arising out of the
     performance of a public or private contract;
5.   Have pending in any state or federal court any litigation in which there is a claim against contractor or any of its principals arising out of the performance of a
     public or private contract; and
6.   Have within a five-year period preceding the date of this certification had one or more public contracts (federal, state, or local) terminated for any reason
     related to contract performance.
Where Offeror is unable to certify to any of the statements in this certification, Offeror shall attach an explanation to its offer. The
inability to certify to all of the statements may not necessarily preclude Offeror from award of a contract under this procurement.
SIGNATURE OF AUTHORIZED PERSON
Signature                                                                                Date

Print Name & Title

Contact Person for this procurement:

Phone                                                                                               Email

     P09-9873
                                                                                 52
                                       Solicitation ATTACHMENT 2
                             SAMPLE MULTNOMAH COUNTY SERVICES CONTRACT
                                           CONTRACT NO. [Insert Contract Number]


This Contract is between MULTNOMAH COUNTY (County) and [Insert Contractor Name]([Contractor.

The parties agree as follows:

Effective Date and Termination Date. The effective date of this contract shall be [Insert Date] or the date on which each party has
signed this Contract, whichever is later. Unless earlier terminated as provided below, the termination date shall be [Insert Date].

Statement of Work. Contractor shall perform the work described in Exhibit 1.

Payment for Work. County agrees to pay Contractor in accordance with Exhibit 1.

Contract Documents. This Contract includes Exhibits 1, 2, 3, and [Insert additional references or attachments].



STANDARD TERMS AND CONDITIONS

1.         Time is of the Essence. Time is of the essence in the performance of this Contract.

2.         Subcontracts and Assignment. Contractor shall not subcontract any of the work required by this Contract or assign or
           transfer any of its interest in this Contract, without the prior written consent of County.

3.         No Third Party Beneficiaries. County and Contractor are the only parties to this Contract and are the only parties entitled
           to enforce its terms. Nothing in this Contract gives or provides any benefit or right, whether directly, indirectly, or otherwise,
           to third persons unless such third persons are individually identified by name in this Contract and expressly described as
           intended beneficiaries of this Contract.

4.         Successors in Interest. The provisions of this Contract shall be binding upon and inure to the benefit of the parties and
           their successors and approved assigns, if any.

5.         Early Termination. This Contract may be terminated as follows:

           a.       County and Contractor, by mutual written agreement, may terminate this Contract at any time.
           b.       County in its sole discretion may terminate this Contract for any reason on 30 days written notice to Contractor.
           c.       Either County or Contractor may terminate this Contract in the event of a breach of the Contract by the other. Prior
                    to such termination the party seeking termination shall give to the other party written notice of the breach and intent
                    to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the
                    notice, then the party giving the notice may terminate the Contract at any time thereafter by giving a written notice
                    of termination.
           d.       Notwithstanding paragraph 5(c),] County may terminate this Contract immediately by written notice to Contractor
                    upon denial, suspension, revocation or non-renewal of any license, permit or certificate that Contractor must hold to
                    provide services under this Contract.

6.         Payment on Early Termination. Upon termination pursuant to paragraph 5, payment shall be made as follows:

           a.       If terminated under 5(a) or 5(b) for the convenience of the County, the County shall pay Contractor for work
                    performed prior to the termination date if such work was performed in accordance with the Contract.
                    County shall not be liable for direct, indirect or consequential damages. Termination shall not result in a waiver of
                    any other claim County may have against Contractor.
           b.       If terminated under 5(c) by the Contractor due to a breach by the County, then the County shall pay the Contractor
                    for work performed prior to the termination date if such work was performed in accordance with the Contract.
           c.       If terminated under 5(c) or 5(d) by the County due to a breach by the Contractor, then the County shall pay the
                    Contractor for work performed prior to the termination date provided such work was performed in accordance with
                    the Contract less any setoff to which the County is entitled.

7.         Remedies. In the event of breach of this Contract the parties shall have the following remedies:


P09-9873
                                                                       53
           a.       If terminated under 5(c) by the County due to a breach by the Contractor, the County may complete the work either
                    itself, by agreement with another Contractor, or by a combination thereof. If the cost of completing the work
                    exceeds the remaining unpaid balance of the total compensation provided under this Contract, then the Contractor
                    shall pay to the County the amount of the reasonable excess.

           b.       In addition to the remedies in paragraphs 5 and 7 for a breach by the Contractor, the County also shall be entitled to
                    any other equitable and legal remedies that are available.

           c.       If the County breaches this Contract, Contractor’s remedy shall be limited to termination of the Contract and receipt
                    of Contract payments to which Contractor is entitled.

8.         Access to Records. Contractor shall maintain fiscal records and all other records pertinent to this Contract. All fiscal
           records shall be maintained pursuant to generally accepted accounting standards, and other records shall be maintained to
           the extent necessary to clearly reflect actions taken. All such records shall be retained and kept accessible for at least three
           years following final payment. County’s authorized representatives shall have the right to direct access to all of Contractor’s
           books, documents, papers and records related to this Contract for the purpose of conducting audits and examinations and
           making copies, excerpts and transcripts. County shall reimburse Contractor for Contractor’s cost of preparing copies.

9.         Ownership of Work. All work products created by the Contractor as part of Contractor’s performance of this Contract shall
           be the exclusive property of the County. If any such work products contain intellectual property of the Contractor that is or
           could be protected by federal copyright, patent, or trademark laws, Contractor hereby grants County a perpetual, royalty-
           free, fully paid-up, non-exclusive and irrevocable license to copy, reproduce, deliver, publish, perform, dispose of, use, re-
           use, in whole or in part, and to authorize others to do so, all such work products. County shall have no rights in any pre-
           existing work product of Contractor provided to County by Contractor in the performance of this contract except to copy, use
           and re-use any such work product for County use only. If this Contract is terminated prior to completion, and the County is
           not in default, County, in addition to any other rights provided by this Contract, may require the Contractor to transfer and
           deliver all partially completed work products, reports or documentation that the Contractor has specifically developed or
           specifically acquired for the performance of this Contract.

10.        Compliance with Applicable Law. Contractor shall comply with all federal, state, and local laws applicable to the work
           under this Contract, and all regulations and administrative rules established pursuant to those laws, including, without
           limitation ORS 279.312, 279.314, 279.316, 279.320 and 279.334.

11.        Indemnity. Contractor shall defend, save, hold harmless, and indemnify County and its officers, employees and agents from
           and against all claims, suits, actions, losses, damages, liabilities, costs and expenses of any nature whatsoever, including
           attorneys fees, resulting from, arising out of, or relating to the activities of Contractor or its officers, employees,
           subcontractors, or agents under this Contract. Contractor shall have control of the defense and settlement of any claim that
           is subject to this paragraph. However, neither Contractor nor any attorney engaged by Contractor shall defend the claim in
           the name of County or any department of County, nor purport to act as legal representative of County or any of its
           departments, without first receiving from the Multnomah County Attorney’s Office, authority to act as legal counsel for
           County, nor shall Contractor settle any claim on behalf of County without the approval of the Multnomah County Attorney’s
           Office. County may, at its election and expense, assume its own defense and settlement.

12.        Insurance. Contractor shall provide insurance in accordance with Exhibit 2.

13.        Waiver. Waiver of any default under this Contract by County shall not be deemed to be a waiver of any subsequent default
           or a modification of the provisions of this Contract.

14.        Governing Law. The provisions of this Contract shall be construed in accordance with the laws of the State of Oregon and
           ordinances of Multnomah County, Oregon. Any legal action involving any question arising under this Contract must be
           brought in Multnomah County, Oregon. If the claim must be brought in a federal forum, then it shall be brought and
           conducted in the United States District Court for the District of Oregon.

15.        Severability. If any term or provision of this Contract is declared by a court of competent jurisdiction to be illegal or in
           conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of
           the parties shall be construed and enforced as if the Contract did not contain the particular term or provision held invalid.

16.        Merger Clause. This Contract and the attached exhibits constitute the entire agreement between the parties. All
           understandings and agreements between the parties and representations by either party concerning this Contract are
           contained in this Contract. No waiver, consent, modification or change in the terms of this Contract shall bind either party
           unless in writing signed by both parties. Any written waiver, consent, modification or change shall be effective only in the
           specific instance and for the specific purpose given.

17.        Anti-discrimination Clause. Contractor shall not discriminate based on race, religion, color, sex, marital status, familial
           status, national origin, age, mental or physical disability, sexual orientation, gender identity, source of income, or political
           affiliation in programs, activities, services, benefits or employment. Contractor shall not discriminate against minority-owned,
P09-9873
                                                                      54
           women-owned or emerging small businesses. Contractor shall include a provision in each sub-contract requiring
           subcontractors to comply with the requirements of this clause.

18.        Non-appropriation Clause. If payment for work under this Contract extends into the County's next fiscal year, County’s
           obligation to pay for such work is subject to approval of future appropriations to fund this Contract by the Board of County
           Commissioners of Multnomah County, Oregon.



CONTRACTOR DATA AND SIGNATURE

Contractor Name: [Insert Contractor Name]
Contractor Address: [Insert Address]
Federal Tax ID# or Social Security #: [Insert Federal ID No.]
Business Designation (check one):]            Sole Proprietorship               Partnership
                                              Corporation-for profit            Corporation-non-profit
                                              Other (describe here):] [Insert other information]

Federal tax ID numbers or Social Security numbers are required pursuant to ORS 305.385 and will be used for the
administration of state, federal and local laws. Payment information will be reported to the Internal Revenue Service
under the name and Federal tax ID number or, if none, the Social Security number provided above.

I have read this Contract including the attached Exhibits. I understand the Contract and agree to be bound by its terms.




Signature                                                                Title


Name (please print)                                                      Date
NOTE: Contractor must also sign Exhibit 3 and [if attached) Exhibit 4.
                                              MULTNOMAH COUNTY SIGNATURE
                             (This contract is not binding on the County until signed by the Chair or the Chair’s designee)



County Chair or Designee**                                               Date


** Department Director signs here for Class 1 Contracts (unless retroactive).] For all other contracts, Chair or Chair’s designee signs here.
                                      Department and County Attorney Approval and Review

Approved:                                                                Reviewed:

                                                                         AGNES SOWLE, COUNTY ATTORNEY
                                                                         FOR MULTNOMAH COUNTY, OREGON

                                                                         By:
Department Director or Designee                    Date                        Assistant County Attorney                       Date




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                                                                            55
                                         EXHIBIT 1
                         SAMPLE MULTNOMAH COUNTY SERVICES CONTRACT
Contract No. [Insert Contract Number]

STATEMENT OF WORK, COMPENSATION,
                                               PAYMENT and RENEWAL TERMS

1.   Contractor shall perform the following work:
[Enter information]

2.  The maximum payment under this Contract, including expenses, is $
[Enter information]

3.   County shall pay Contractor on the following basis:
[Enter information]

4.   Contractor will bill County for the work as follows:**
[Enter information]

5.  County will pay expenses on the following terms and conditions:
[Enter information]

6.  This contract may be renewed on the following basis:
[Enter information]



**County shall have the right to withhold from payments due Contractor such sums as are necessary in County’s sole
opinion to protect County from any loss, damage, or claim which may result from Contractor’s failure to perform in
accordance with the terms of the Contract or failure to make proper payment to suppliers or subcontractors.




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                                                              56
                                                              EXHIBIT 2
                                  MULTNOMAH COUNTY SERVICES CONTRACT
                                             Contract No. [Insert Contract Number]
                                                INSURANCE REQUIREMENTS

Contractor shall at all times maintain in force at Contractor’s expense, each insurance noted below: **


Workers Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide workers’
compensation coverage in accordance with ORS Chapter 656 for all subject workers. Contractor and all subcontractors of
Contractor with one or more employees must have this insurance unless exempt under ORS 656.027 (See Exhibit 4). Employer’s
Liability Insurance with coverage limits of not less than $500,000 must be included.


THIS COVERAGE IS REQUIRED. Attach Certificate of Insurance. If Contractor does not have coverage and claims to be
exempt, attach Exhibit 4 in lieu of Certificate.

Professional Liability insurance with a combined single limit of not less than $1,000,000 each claim, incident, or occurrence, with an
annual aggregate limit of $2,000,000. This is to cover damages caused by error, omission, or negligent acts related to professional
services provided under this Contract. The policy must provide extended reporting period coverage for claims made within two years
after this Contract is completed.

   Required by County          Not required by County (Needs Risk Manager’s Approval)

Commercial General Liability insurance, on an occurrence basis, with a combined single limit of not less than $1,000,000 each
occurrence for Bodily Injury and Property Damage, with an annual aggregate limit of $2,000,000. This insurance must include
contractual liability coverage.

   Required by County          Not required by County (Needs Risk Manager’s Approval)

Commercial Automobile Liability insurance with a combined single limit, or the equivalent of not less than $1,000,000 each
occurrence for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles.

   Required by County          Not required by County (Needs Risk Manager’s Approval)

Additional Requirements. Coverage must be provided by an insurance company authorized to do business in Oregon or rated A- or
better by Best’s Insurance Rating. Contractor shall pay all deductibles and retentions. A cross-liability clause or separation of
insureds condition must be included in all commercial general liability policies required by this Contract. Contractor’s coverage will be
primary in the event of loss.

Certificate of Insurance Required. Contractor shall furnish a current Certificate of Insurance to the County. The Certificate shall
provide that there shall be no cancellation, termination, material change, or reduction of limits of the insurance coverage without 30
days written notice from the Contractor’s insurer to the County. The Certificate shall also state the deductible or retention level. For
commercial general liability the Certificate shall also provide that the County, its agents, officers, directors, officials, and employees
are Additional Insureds with respect to Contractor’s services to be provided under this Contract. If requested, complete copies of
insurance policies shall be provided to the County. All additional insured and cancellation extensions will be physically endorsed to
the applicable insurance policies. All additional insured provisions will include coverage that is primary and non-contributory, and such
coverage will specifically include products and completed operations coverage. Copies of all such endorsements shall be attached to
the certificates of insurance required by this contract.


                                              Completed by:___________________
                                                                  Contract Originator
**Note to Contract Originator: For certain types of contracts additional insurance may be required. Refer to the
Contract Insurance and Indemnification Manual or contact Risk Management/ Property & Liability Programs.




P09-9873
                                                                    57
                                                  Multnomah County
                          SAMPLE Service Contract No. [Insert Contract Number]
             Exhibit 3 – Certification Statement for Corporation or Independent Contractor


NOTE: Contractor Must Complete A or B below:

A. CONTRACTOR IS A CORPORATION, LIMITED LIABILITY COMPANY OR A PARTNERSHIP.
I certify under penalty of perjury that Contractor is a (check one):
         Corporation             Limited Liability Company         Partnership  Non-Profit Corporation
         authorized to do business in the State of Oregon.



      Signature                                         Title                                          Date


B. CONTRACTOR IS A SOLE PROPRIETOR WORKING AS AN INDEPENDENT CONTRACTOR.
Contractor certifies under penalty of perjury that the following statements are true:

1. If CONTRACTOR is providing services under this Contract for which registration is required under ORS Chapter 671
    (architects and landscape contractors) or 701 (construction contractors), CONTRACTOR has registered as required
    by law.

2. CONTRACTOR is free to determine and exercise control over the means and manner of providing the service,
   subject to the right of the County to specify the desired results.

3. CONTRACTOR is responsible for obtaining all licenses or certificates necessary to provide the services.

4. CONTRACTOR is customarily engaged in providing services as an independent business. CONTRACTOR is
   customarily engaged as an independent contractor if at least three of the following statements are true. NOTE:
   Check all that apply. You must check at least three (3) to establish that you are an Independent Contractor.

    ____ A.     CONTRACTOR’s services are primarily carried out at a location that is separate from CONTRACTOR’s
                residence or primarily carried out in a specific portion of the residence which is set aside as the location
                of the business.

    ____ B.     CONTRACTOR bears the risk of loss related to the services provided under this Contract.

    ____ C.     CONTRACTOR provides services to two or more persons within a 12-month period or Contractor routinely
                engages in business advertising solicitation or other marketing efforts reasonably calculated to obtain new
                contracts for similar services.

    ____ D.     CONTRACTOR makes a significant financial investment in the business.

    ____ E.     CONTRACTOR has authority to hire additional persons to provide the services and has authority to fire
                such persons.



           Contractor Signature                                                                 Date


P09-9873
                                                                58
                                                EXHIBIT 4
                              SAMPLE MULTNOMAH COUNTY SERVICES CONTRACT
                                 Workers’ Compensation Exemption Certificate
              (To be used only when Contractor claims to be exempt from Workers’ Compensation coverage requirements)

           Contractor is exempt from the requirement to obtain workers’ compensation insurance under ORS Chapter
           656 for the following reason (check the appropriate box):

           ___ SOLE PROPRIETOR
                  Contractor is a sole proprietor, and
                  Contractor has no employees, and
                  Contractor will not hire employees to perform this contract.

           ___ CORPORATION - FOR PROFIT
                  Contractor’s business is incorporated, and
                  All employees of the corporation are officers and directors and have a substantial ownership
                   interest* in the corporation, and
                  All work will be performed by the officers and directors; Contractor will not hire other employees to
                   perform this contract.

           ___ CORPORATION - NONPROFIT
                  Contractor’s business is incorporated as a nonprofit corporation, and
                  Contractor has no employees; all work is performed by volunteers, and
                  Contractor will not hire employees to perform this contract.

           ___ PARTNERSHIP
                  Contractor is a partnership, and
                  Contractor has no employees, and
                  All work will be performed by the partners; Contractor will not hire employees to perform this
                    contract, and
                  Contractor is not engaged in work performed in direct connection with the construction, alteration,
                    repair, improvement, moving or demolition of an improvement to real property or appurtenances
                    thereto.**

           ___ LIMITED LIABILITY COMPANY
                   Contractor is a limited liability company, and
                   Contractor has no employees, and
                   All work will be performed by the members; Contractor will not hire employees to perform this
                     contract, and
                   If Contractor has more than one member, Contractor is not engaged in work performed in direct
                     connection with the construction, alteration, repair, improvement, moving or demolition of an
                     improvement to real property or appurtenances thereto.**

           *NOTE: Under OAR436-50-050 a shareholder has a “substantial ownership” interest if the shareholder owns
           10% of the corporation, or if less than 10% is owned, the shareholder has ownership that is at least equal to or
           greater than the average percentage of ownership of all shareholders.

           **NOTE: Under certain circumstances partnerships and limited liability companies can claim an exemption even
           when performing construction work. The requirements for this exemption are complicated. Consult with County
           Counsel before an exemption request is accepted from a contractor who will perform construction work.


           Contractor Printed Name                                    Contractor Signature

           Contractor Title                                           Date

P09-9873
                                                                59
       Sample Contract Exhibit 5 –Equal Employment Opportunity Certification Statement

       Every Contractor executing a contract for more than $75,000 must complete this Exhibit.

       Equal Employment Opportunity (EEO) means eliminating barriers to ensure that all employees are
       considered for the employment of their choice and have the chance to perform to their maximum
       potential. EEO practices include, but are not limited to, fairness at work, hiring based on merit and
       promotion based on talent. It concerns all aspects of employment including recruitment, pay and other
       rewards, career development and work conditions.

       All County Contractors signing new contracts with the County must complete this form. A Contractor who
       signs Part 1 and later adds employees during the period of performance of any County Contract must
       immediately notify the County of the change in status and submit an updated form with Part 2 signed.
       Failure to submit an updated form may result in termination of all existing contracts.


                                                       CERTIFICATION

I certify under penalty of perjury that [check Part 1 or Part 2]:

□ PART 1. Contractor has no employees. Should Contractor hire employees at a later date during
                          the term of the contract Contractor will immediately notify the Department that issued the
                                  contract and submit an updated Certification with Part 2 completed.

                                                             --or--
□ PART 2. Contractor has employees. Contractor, as an Equal Opportunity Contractor, does not:
    (1) Discriminate against employees or applicants based on race, color, religion, sex, familial status, national origin,
    age, mental or physical disability, sexual orientation, gender identity, or source of income;

    (2)     Solicit or consider employment recommendations based on factors other than personal
                     knowledge or records of job-related abilities or characteristics;

    (3)     Coerce the political activity of any person;

    (4)     Deceive or willfully obstruct anyone from competing for employment;

    (5) Influence anyone to withdraw from competition for any position so as to improve or injure the
                employment prospects of any other person;

    (6)     Give an improper preference or advantage to anyone so as to improve or injure the
                    employment prospects of that person or any other employee or applicant.

           CONTRACTORS SIGNATURE:


                                    Company Name: _________________________________

                                           Signature: __________________________________

                                                  Title: _________________________________

                                                 Date: _________________________________
P09-9873
                                                                60
                              Solicitation ATTACHMENT 3
                         ELECTRONIC ATTACHMENT REFERENCE



                                 Multnomah County Library
                              Materials Handling and Collection
                                     Management Study

                                      January 13, 2009


     NOTE: Due to size considerations, this attachment is available for downloading. A
     FULL COPY OF THIS DOCUMENT IS AVAILABLE ELECTRONICALLY FROM CPCA –
      See the CPCA website at www.multcopurch.org and click on the ―Current Bid and
          Proposal Opportunities‖ heading – scroll down to Procurement P09-9873

                  Printed copies may also be obtained upon request to the
                               assigned Procurement Analyst
                             Request your copy by contacting:

                   Senior Procurement Analyst Gerald E. Jelusich, CPPB
                              503.988.5111, Extension 24961
                          gerald.e.jelusich@co.multnomah.or.us




P09-9873
                                             61
                                             Solicitation Attachment 4 – On Site Demonstration Script
           Script     Scripted
           Activity   Demo
           ID         Topics          Demonstrate                     Activity                                        Evaluation Criteria
           1.1        Tagging         Demonstrate recommended         Library will provide the following items for     Cost of tags recommended
                      processing,     process of tagging              vendor to tag:                                   Ease of application of tags
                      modification,   multimedia material that                                                         Appearance of tags on material
                      and rate        provides desired security       1 book on CD
                                      while minimizing processing     1 multi-part set (book with CD)
                                      costs and staff workload.       1 mp3 disc
                                                                      4 CDs
                                                                      3 DVDs
           1.2        Tagging         Demonstrate process of          Library will provide the following additional      Cost of tags recommended
                      processing      tagging each type of library    items for vendor to tag:                           Ease of application of tags
                      modification    item.                                                                              Appearance of tags on material
                      and rate                                        1 volume of bound periodicals                      Additional requirements
                                                                      2 periodicals                                       (folders, covers, etc)
                                                                      2 pieces of sheet music
           1.3        Tagging         Ability to encode new items     Library will provide the following items for       Cost of tags recommended
                      processing      at the rate of 300 items per    vendor to tag in under two minutes:                Ease of application of tags
                      modification    hour.                                                                              Appearance of tags on material
                      and rate                                        6 picture books                                    Speed of tagging process
                                                                      4 adult books

           2.1        Ease of Use     Ability to convert typical      Vendor must be prepared to bring any               Cost of equipment required for
                      and             library staff workstation to    necessary equipment for converting a                conversion
                      Effectiveness   RFID with minimal cost and      standard backroom staff workstation to             Cost of modifying existing
                      of Staff        modifications while providing   RFID. Library will provide the staff                Library equipment
                      Equipment       ergonomic benefits to staff     workstation equipped with desk PC with             Cost of moving staff workstation
                                      performing check-in and         network connectivity and Millennium staff           locations to ensure RFID
                                      check-out operations.           circulation software loaded, and one hand-          readers do not interfere with
                                                                      held bar code scanner.                              one another
                                                                                                                         Ergonomic features of required
                                                                      Vendor is also allowed to bring their own           equipment
                                                                      workstation to demonstrate the advantages          Cost of Vendor-provided
                                                                      of using the Vendor-provided workstation            workstation
                                                                      versus the converted Library workstation.          Appearance of staff
                                                                                                                          workstations




P09-9873
                                                                                 62
           2.2   Ease of Use     Ability to check-in a mixture    Using the workstation that has been                 Ease of use of converted
                 and             of RFID-tagged and barcode-      converted by Vendor, demonstrate the                 workstation
                 Effectiveness   only material at a staff         ability to check-in a stack of five items that      Ease of use of Vendor-provided
                 of Staff        workstation.                     have been tagged by Vendor as well as five           workstation
                 Equipment                                        items that have not been tagged by Vendor           Effectiveness of check-in and
                                                                  (and are bar-coded). Bar–coded items will            check-out operations with 100%
                                                                  be provided by Library.                              RFID tagged material
                                                                                                                      Effectiveness of check-in and
                                                                  Vendor is also allowed to bring their own            check-out operations with 100%
                                                                  workstation to demonstrate the advantages            bar-coded material
                                                                  of using the Vendor-provided workstation            Effectiveness of check-in and
                                                                  versus the converted Library workstation.            check-out operations with
                                                                                                                       mixed RFID tagged and bar-
                                                                                                                       coded material
                                                                                                                      Criteria will be rated for the
                                                                                                                       converted MCL workstation and
                                                                                                                       the vendor workstation (if
                                                                                                                       applicable).
           2.3   Ease of Use     Ability to check-in and check-   Library will choose a selection of items from       Effectiveness of check-in and
                 and             out a stack of 5-10 RFID         among the 25 RFID-tagged items used in               check-out operations with stack
                 Effectiveness   tagged items (up to 8 inches     earlier part of the demo to verify that any          of material (8 inches tall)
                 of Staff        tall) simultaneously (system     combination of these items can be stacked            including 100% RFID tagged
                 Equipment       should display the number of     and checked in at once, as long as the               material and multiple format
                                 items that have been             height of the stack does not exceed 8                types
                                 checked in/out).                 inches.                                             Effectiveness of check-in and
                                                                                                                       check-out operations with stack
                                                                  Demonstrate on both the converted MCL                of material (8 inches tall)
                                                                  station and the vendor’s own workstation (if         including 100% bar-coded
                                                                  applicable).                                         material and multiple format
                                                                                                                       types
                                                                                                                      Effectiveness of check-in and
                                                                                                                       check-out operations with stack
                                                                                                                       of material (8 inches tall)
                                                                                                                       consisting of RFID tagged and
                                                                                                                       bar-coded material in multiple
                                                                                                                       format types
                                                                                                                      Criteria will be rated for the
                                                                                                                       converted MCL workstation and
                                                                                                                       the vendor workstation (if
                                                                                                                       applicable).



P09-9873
                                                                             63
           2.4   Ease of Use     Ability to modify tag from one   Vendor should be prepared to bring 5 items         Ability to demonstrate data
                 and             data model to another during     that have been encoded using a data model           model in use at each point
                 Effectiveness   normal check-in operations.      different from what they are using to encode       Ability to convert to a different
                 of Staff                                         material during the demo.                           data model on the fly (e.g.
                 Equipment                                                                                            using standard staff equipment)
                                                                  Library staff must be able to verify the data      Ability to convert back to the
                                                                  model is different in the vendor provided           original data model on the fly
                                                                  material.                                          Speed of conversion between
                                                                                                                      data models
                                                                  Each of the 5 items must be converted to           Cost of data model conversion
                                                                  the data model to be used with vendor’s             software/hardware
                                                                  system during a standard staff check-in            Flexibility of system for
                                                                  transaction.                                        converting from one data model
                                                                                                                      to another
                                                                  Demonstrate on both the converted MCL              Criteria will be rated for the
                                                                  station and the vendor’s own workstation (if        converted MCL workstation and
                                                                  applicable).                                        the vendor workstation (if
                                                                                                                      applicable).
           2.5   Ease of Use     Ergonomic features of            Vendor should provide information about the        Ability for multiple operators to
                 and             equipment.                       ergonomic features of the staff equipment as        use workstation equally
                 Effectiveness                                    well as any information that is available           comfortably
                                                                                                                  
                                                                                                                                  rd
                 of Staff                                         about ergonomic testing that has been               Proof of 3 party ergonomic
                 Equipment                                        performed.                                          testing of Vendor equipment
                                                                                                                     Weight of any items that must
                                                                  Library will have the opportunity to test all       be handheld
                                                                  Vendor-provided equipment at the test              How much lifting of library
                                                                  workstation by performing several check-in          material is reduced/required
                                                                  and check-out transactions using the items          using Vendor equipment during
                                                                  tagged for the demo.                                typical check-in and check-out
                                                                                                                      transactions
                                                                  Demonstrate on both the converted MCL              Criteria will be rated for the
                                                                  station and the vendor’s own workstation (if        converted MCL workstation and
                                                                  applicable).                                        the vendor workstation (if
                                                                                                                      applicable).




P09-9873
                                                                             64
           2.6   Ease of Use     Network management and           Vendor should be prepared to demonstrate             Ability to centrally diagnose and
                 and             diagnostic features of           central or network management and/or                  track transactions of staff
                 Effectiveness   equipment.                       statistical capabilities of the staff equipment       equipment over the network
                 of Staff                                         plus any diagnostic features.                        Diagnostic capabilities of
                 Equipment                                                                                              equipment
                                                                  Demonstrate on both the converted MCL                Record-keeping/logging
                                                                  station and the vendor’s own workstation (if          capabilities of equipment
                                                                  applicable).                                         Criteria will be rated for the
                                                                                                                        converted MCL workstation and
                                                                                                                        the vendor workstation (if
                                                                                                                        applicable).

           3.1   Accuracy and     Ability of security system to   Using the 25 items tagged by Vendor and              Ability of security system to
                 Effectiveness   accurately identify items that   the Vendor-modified workstation, Library              accurately read tags including
                 of Security     have been checked out with       staff will check-out (some may be                     material that has been properly
                 System          99% accuracy (including a        purposefully skipped during check-out)                checked-out as well as items
                                 combination of 25 books,         some combination of the 25 items and                  not checked-out
                                 CDs, DVDs and periodicals)       attempt to pass through the security gates.          Distance between gates (if
                                 – in online and offline mode.    Items will be checked in again after passing          applicable) that is required for
                                                                  through the gates once.                               optimum performance
                                                                                                                       Cost of equipment required at
                                                                  This process will be repeated until staff have        each library outlet to achieve
                                                                  walked through the gates with 100 items. At           optimum performance
                                                                  least 25 of the 100 items tested will be
                                                                  tested while the security system is in off-line
                                                                  mode.

                                                                  To achieve 99% accuracy, no more than
                                                                  one of the 100 items passing through the
                                                                  gate can be mis-detected (e.g. alarm doesn’t
                                                                  go off when it should, wrong item displayed
                                                                  as checked out).




P09-9873
                                                                              65
           3.2   Accuracy and     Ability of security system to   To achieve 99.9% accuracy, none of the              Ability of security system to
                 Effectiveness   accurately identify items that   properly checked out items should have set           accurately read tags on material
                 of Security     have been checked out with       off the security gates in the earlier accuracy       that has been checked-out
                 System          99.9% detection accuracy         test.                                               Distance between gates (if
                                 (including a combination of                                                           applicable) that is required for
                                 25 books, CDs, DVDs and          The Library reserves the right to test another       optimum performance
                                 periodicals) and no more         100 check-outs (using the same tagged               Cost of equipment required at
                                 than 1 per 1000 false alarms     material with staff performing the check-out         each library outlet to achieve
                                 – in online and offline mode.    and check-in transactions).                          optimum performance

           3.3   Accuracy and    Ability of system to transmit    Vendor should be prepared to demonstrate            Ability to capture data about
                 Effectiveness   useful information to staff      all of the options for transmitting useful           items triggering alerts
                 of Security     workstations and/or portable     information about items triggering the alarm        Options available for
                 System          devices about items              system and demonstrate that these                    transmitting information to staff
                                 triggering alarm.                transmissions that can be sent to staff              workstation and/or transmitting
                                                                  workstations or other portable devices               information to specific handheld
                                                                  (Vendor provided).                                   devices (Vendor provided)
                                                                                                                      Ability to manage transmission
                                                                                                                       of useful information (what
                                                                                                                       information and where it goes)
                                                                                                                       locally (at the outlet where the
                                                                                                                       security system is installed)
                                                                                                                      Ability to customize the data
                                                                                                                       that is captured when an alert is
                                                                                                                       triggered
           3.4   Accuracy and    Effectiveness and                Vendor should be prepared to demonstrate            Options available for managing
                 Effectiveness   configurability of system’s      the options for configuring audible and visual       alerts (audible, visual) at each
                 of Security     alert system.                    alerts at the local outlet.                          outlet
                 System                                                                                               Ability to manage alert system
                                                                  The management interface for making these            at local outlet
                                                                  configuration changes must be                       Effectiveness of alert system
                                                                  demonstrated using demo system.                     Ability to customize alert
                                                                                                                       messages




P09-9873
                                                                             66
           3.5   Accuracy and    Ability to centrally manage   If the system has a central management                Ability to manage alert system
                 Effectiveness   the security system.          interface for controlling and tracking                 centrally
                 of Security                                   activities and security controls throughout           Ability to manage transmission
                 System                                        the system, this interface must be                     of useful information (what
                                                               demonstrated using demo system.                        information and where it goes)
                                                                                                                      centrally (for all outlets)
                                                                                                                     Ability to perform all security
                                                                                                                      system management (e.g.
                                                                                                                      alerts, data capturing, statistics
                                                                                                                      recording) and customization
                                                                                                                      (e.g. modifying messages)
                                                                                                                      functions centrally as effectively
                                                                                                                      as locally (at each outlet)

           3.6   Accuracy and    Ability to disable security   Vendor must demonstrate turning off the               How easy it is to turn off the
                 Effectiveness   system, re-enable system,     security system at a single exit, verify that it       security system
                 of Security     and system’s ability to       is off by taking material through the gates           How easy it is to turn on the
                 System          perform self-diagnostics.     that should trigger an alert, and then turn the        security system
                                                               security system back on, and verify that it is        Ability of staff to turn security
                                                               back on.                                               system on/off without leaving
                                                                                                                      their work area
                                                               Any system diagnostics automatically                  Ability of system to quickly
                                                               performed during these offline/online                  perform self-diagnostics at
                                                               transitions should be demonstrated.                    power-up to verify it is fully
                                                                                                                      operational
                                                               Any other diagnostics processes that are              Ability of system to perform self-
                                                               performed automatically or which can be                diagnostics at regular intervals
                                                               performed manually should be                           to verify that it is fully
                                                               demonstrated.                                          operational
                                                                                                                     Ease of use and ability of staff
                                                                                                                      to perform diagnostics
                                                                                                                      procedures to verify that
                                                                                                                      security system is fully
                                                                                                                      operational
                                                                                                                     Ability of system to correct
                                                                                                                      problems, transmit useful
                                                                                                                      messages if self-diagnostics
                                                                                                                      report problems
                                                                                                                     Options available to staff for
                                                                                                                      taking action when security
                                                                                                                      system is reporting problems or
                                                                                                                      staff is experiencing options

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                                                                           67
           3.7   Accuracy and    Ability of system to provide   Vendor should be prepared to show the door             Ability to capture door counts
                 Effectiveness   accurate door counts and       count at zero before starting the demo and              and statistical data about items
                 of Security     provide useful statistical     demonstrate how door counts are                         passing through security
                 System          data.                          incrementing throughout the demo period.                system
                                                                All options for manually and automatically             Ability to manage storage of
                                                                zeroing out door counts should be                       statistical information
                                                                demonstrated.                                          Ability to customize the capture
                                                                To the extent that other useful statistics are          of statistical data including door
                                                                captured (e.g. number of items passing                  counts
                                                                through system each hour, summary of door              Ease of use of management
                                                                counts by day, total number of items passing            interface
                                                                through system by format type each day)
                                                                these should be demonstrated and/or
                                                                described.
           4.1   Ease of use     Ability to inventory bottom,   Library will provide a demo shelf unit that is         Ease of use of inventory device
                 and             middle, and top shelves with   no taller than seven feet. The demo shelf               for library staff of different sizes,
                 effectiveness   portable device with 99.9%     unit will be used to demonstrate the use of             ages, and physical abilities
                 of inventory    accuracy.                      the inventory device.                                  Proof that design of device is
                 and/or                                                                                                 based on (or has been
                                                                                                                                          rd
                 portable                                       The 25 tagged items will be shelved on the              reviewed) by 3 party
                 equipment                                      top shelf and Library staff will inventory all of       ergonomic specialists
                                                                the items on the top shelf.                            Effectiveness of device to
                                                                                                                        accurately record all items that
                                                                Next, the 25 tagged items will be shelved on            are on the shelves and the
                                                                the middle shelf and Library staff will                 order in which they are shelved
                                                                inventory all of the items on the top shelf.           Ability to upload inventory
                                                                                                                        information to Millennium for
                                                                Next, the 25 tagged items will be shelved on            analysis
                                                                the bottom shelf and Library staff will                Usefulness of inventory
                                                                inventory all of the items on the top shelf.            interface for performing
                                                                                                                        inventories with Millennium
                                                                                                                       Ability of inventory device to
                                                                                                                        transmit inventory information to
                                                                                                                        Millennium in real-time




P09-9873
                                                                            68
           4.2   Ease of use     Ability to load records from        Using the staff workstation, Vendor must           Ease of use of portable device
                 and             Millennium into portable            demonstrate loading the records from the            for library staff of different sizes,
                 effectiveness   device and identify                 Library’s ILS (Millennium) that are                 ages, and physical abilities
                 of inventory    misshelved material using           associated with the 25 tagged items.               Proof that design of device is
                 and/or          portable device.                                                                        based on (or has been
                 portable                                            Using the Vendor’s portable device, Vendor                            rd
                                                                                                                         reviewed) by 3 party
                 equipment                                           should demonstrate how device is used to            ergonomic specialists
                                                                     alert staff of the following conditions:           Effectiveness of device to
                                                                                                                         accurately identify items that
                                                                         1. items are shelved out of order               are out of order
                                                                         2. items are missing                           Effectiveness of device to
                                                                         3. items are on shelf that do not belong        accurately identify items that
                                                                                                                         are missing
                                                                                                                        Ability of device to find items
                                                                                                                         that are on the wrong shelf (not
                                                                                                                         just out of order)
                                                                                                                        Maximum number of item
                                                                                                                         records that can be stored on
                                                                                                                         the portable device and
                                                                                                                         identified effectively

           4.3   Ease of use     Ability to load paging lists into   Using the staff workstation, Vendor must           Ability to easily convert
                 and             device and identify items on        demonstrate loading paging list items from          Millennium paging lists to an
                 effectiveness   hold.                               the Library’s ILS (Millennium). Some of the         uploadable format usable by
                 of inventory                                        25 tagged items will be among the items on          Vendor portable device
                 and/or                                              the paging list. If necessary, Vendor may          Ability of device to accurately
                 portable                                            provide instructions to Library in advance of       identify items on the uploaded
                 equipment                                           demo about how the paging list is generated         paging list
                                                                     for this purpose.                                  Options available for alert staff
                                                                                                                         that an item has been located
                                                                     Using the Vendor’s portable device, Vendor         Distance from item required for
                                                                     should demonstrate how device is used to            alert to go
                                                                     identify items that are on the paging list.        How fast items can be passed
                                                                                                                         over with portable device and
                                                                                                                         still have them found




P09-9873
                                                                                69
           4.4   Ease of use     Effectiveness of system         Any diagnostics processes that are              Ability of system to operate for
                 and             overall including operation,    performed automatically or which can be          at least 4 hours without being
                 effectiveness   diagnostics and statistical     performed manually should be                     plugged in
                 of inventory    reporting functions.            demonstrated.                                   Ease of use of charging system
                 and/or                                                                                          Ability of system to quickly
                 portable                                                                                         perform self-diagnostics at
                 equipment                                                                                        power-up to verify it is fully
                                                                                                                  operational
                                                                                                                 Capacity of system for storing
                                                                                                                  data to be uploaded to
                                                                                                                  Millennium
                                                                                                                 Ease of upload and download
                                                                                                                  process
                                                                                                                 Ability of system to
                                                                                                                  communicate with Millennium
                                                                                                                  wirelessly
                                                                                                                 Flexibility of data collection and
                                                                                                                  communication options
                                                                                                                 Ease of use of management
                                                                                                                  interface

           5.1   Operation       Required and recommended        All routine maintenance procedures to be        Cost and/or time required for
                 and             daily, weekly, and/or monthly   performed on any of the Vendor provided          conducting routine maintenance
                 Maintenance     maintenance procedures.         equipment on a daily, weekly or monthly         Ability of circulation staff to
                                                                 basis in order to ensure optimal operation       perform routine maintenance
                                                                 must be demonstrated.

                                                                 Annual maintenance requirements must be
                                                                 described and cost of performing such
                                                                 maintenance (if done by vendor) must be
                                                                 included.




P09-9873
                                                                            70
                                             SOLICITATION ATTACHMENT 5

                                             NO BID / COMMENT FORM
Solicitation #: P09-9873

Solicitation Name:          Multnomah County Library: Radio-Frequency Identification Tags and RFID
                            Circulation and Security Equipment


Prospective Bidder or Proposer:

If you determine not to submit a bid or proposal in response to this solicitation, or have comments to provide
regarding our solicitation process, please complete and return this form for our records so that we may
consider your response.

“My firm has declined to submit a response for the following reason(s) (please check all reasons applicable
that apply and explain below):

           We do not offer this commodity and/or service or an equivalent
           Insufficient time to respond to the solicitation
           Too busy / our schedule would not permit us to perform
           Project’s budget estimate is too low / inadequate
           Bid Pages/evaluation questions too complicated (please indicate specific issues below)
           Instructions not clear (please indicate specific issues below)
           Other (please explain)


Remarks: _________________________________________________________________ ____
______________________________________________________________________________
_________________________________________________________________________ ____
______________________________________________________________________________
______________________________________________________________________________
Attach additional page(s) if necessary

Company Name:

Optional: Would you like us to contact you regarding this form? If so, please provide:

Contact Name: _________________________ Phone #: _________________________

Thank you for your assistance. Please send this form via email, mail or fax to:

                                                 Multnomah County CPCA
                                                  Attn: (G. Jelusich, CPPB)
                                            501 SE Hawthorne Blvd., Suite 400
                                                     Portland OR 97214
                                                     Fax: 503-988-3252
                                        Email: gerald.e.jelusich@co.multnomah.or.us

P09-9873
                                                                71

				
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