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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.
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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
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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
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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
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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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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
P09-9873
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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:
P09-9873
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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
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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
P09-9873
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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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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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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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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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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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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).
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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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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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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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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
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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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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
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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;
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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.
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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;
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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
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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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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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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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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.
P09-9873
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).
P09-9873
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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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.
P09-9873
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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
P09-9873
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:
P09-9873
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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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.
P09-9873
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
P09-9873
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
P09-9873
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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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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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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
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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
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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.
P09-9873
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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.
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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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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
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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:
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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,
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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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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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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.
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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
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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
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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: _________________________________
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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
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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
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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).
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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).
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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).
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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
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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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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
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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
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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.
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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
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