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Doing Business with the Library

Information for vendors and suppliers interested in doing work with the Library.

 

Request for Proposals (RFPs)

Self-Checkouts

Live Oak Public Libraries hereby solicits proposals from experienced firms and individuals for a library materials self-checkout solution, as further described in the RFP link below. LOPL intends to award the purchase to one firm proposer.

 

CALENDAR OF EVENTS

Issuance of RFP April 24, 2020
Deadline for Questions May 8, 2020
Proposal Due Date May 15, 2020
Interviews and/or Virtual Product Demonstrations TBD with Selected Proposers
Award At the conclusion of the RFP process

CONTACT INFORMATION

Any inquiries regarding this RFP must be in writing (email preferred) by the deadline May 8, 2020. LOPL will not respond to phone inquiries. Answers to questions as well as any amendments and clarifications will be posted on this webpage.  No other communication of questions and/or answers will be made.

Derek Kolb, I.T. Director
Live Oak Public Libraries
2002 Bull Street, Savannah, Georgia 31401
Phone: 912-652-3694 | Fax: 912-652-3636
Email: kolbd@liveoakpl.org


Self-Checkouts RFP Questions

Question 1
Page 10, 2.14: “Able to print a request receipt/wrapper. A request wrapper is a print out the first four letters of the patron’s last name, last four digit of the patron card number, the requested pull date and title of the book.” Could you please clarify the workflow at the patron self-check you are trying to achieve with this request?

Answer: This is not a patron self-check function. It would be a supplemental feature to support LOPL Circulation staff if they utilized the self-check to print request wrappers.

Question 2
Page 11, 4.5: “Print hold wrappers. Able to print “Hold” wrappers during check in for items that are available for pick up.” Could you please clarify the workflow at the patron self-check you are trying to achieve with this request?

Answer: This is not a patron self-check function. It would be a supplemental feature to support LOPL Circulation staff if they utilized the self-check to print hold wrappers.

Question 3
Page 14, 8.5: What is LOPL's current Payment Gateway?

Answer: LOPL utilizes STRIPE

Question 4
Page 14, 9.1: Please clarify what you mean by “items ready for pickup in the form of cards”. Is this a physical card? Could you please clarify the workflow at the patron self-check you are trying to achieve with this request?

Answer: No this is not a physical card. It is to print the information in a card versus a list format. This is a supplemental feature to print the complete list of requested items ready for pick up in single item grouping of information that includes:  
  Title/Author
  Pickup location
  Pickup expiration date.

Question 5
Page 19, C. Other: “LOPL’s General Terms and Conditions, Attachment 2”. This Attachment does not appear to be in this document. Please provide LOPL’s General Terms and Conditions.

Answer: For Section C, the term “terms and conditions” should be “PROPOSAL INSTRUCTIONS AND CONDITIONS, Section VIII”.

Question 6
According to Live Oaks Regional Board of Trustees meeting Minutes from 2/18/2020: "LOPL Self-Checkout System Update - The new Envisionware self-check upgrade project is expected to commence April, 2020 with an initial pilot at the Bull Street library.” Are the 17 self-checks requested in RFP # 2020-03 separate from this EnvisionWare upgrade project?

Answer: Due to the significant expansion of the self-check project's scope and the funding commitment, it was determined that the project should go through an RFP process to ensure that LOPL is able to make an informed decision with the selection of a self-checkout solution.

Question 7
In addition, according to your Finance Committee Packet from 4/7/2020 there is a line item in the budget for the replacement of 17 self-checks for $55,800, is this line item for the EnvisionWare upgrade project, or for the RFP # 2020-03 self-check replacement budget?

Answer: $55,800 is the projected budget estimate for RFP #2020-03.

Question 8
On page 8 of the RFP, it is noted that “Explanations, descriptions, and comments should be included in an appendix attached to this response form. When referring to a requirement in the appendix, please reference the relevant requirement number such as “1.5.” For the ease of readability, would you permit the inclusion of comments and descriptions integrated directly into the table on pages 8-15?

Answer: Yes that is fine.

Question 9
On pages 11-12 of the RFP there are no line items for 4.2, 4.3, 4.4, and 4.9. Are any items missing that we need to respond to?

Answer: No, there are not any missing items that need to be responded to in this section.

Question 10
On page 13 of the RFP there are no line items for 7.2, 7.3, and 7.4. Are any items missing that we need to respond to?

Answer: No, there are not any missing items that need to be responded to in this section.

Question 11
On page 14 of the RFP there are no line items for 8.8, 8.8.1, and 10.3.1. Are any items missing that we need to respond to?

Answer: No, there are not any missing items that need to be responded to in this section.

Question 12
Are STRIPE credit card terminals already deployed with LOPL’s existing self-checkout units?

Answer: No we do not have payment processing available at our existing self-check units. This is an optional feature we would like to have the capability to see if it makes sense to implement with the new self-check units or to be able to add at a future date.

Question 13
Could the library please confirm that vendors may choose whether to submit their proposal electronically via email or to submit their proposal via hard-copy delivery?

Answer: Yes. You can submit electronically by the deadline and send the two hard copies, which won’t be penalized if they don’t arrive by May 15th due to the current environment. However, if you do not send electronically, we would need the two hard copies to arrive by the May 15th deadline.
Per the RFP, One (1) electronic and/or two (2) hard copies of your technical and cost proposals and/or a flash drive or similar device that contains your proposals in either Microsoft Word or PDF format are due no later than 5:00 p.m. on May 15, 2020, via email and/or in a sealed package or packages.

Question 14
Are any bonds required for this project?

Answer: Yes, Under Exhibit B a Performance Bond is required if you're selected.

Question 15
Could the library please provide barcode sizes and symbology, and/or provide pictures with dimensions?

Answer: Codabar. See example picture below.

sample barcode

 

 

 

 

Question 16
Could the library provide pictures and/or schematics of the desired self-checkout locations?

Answer: Currently, all of the self-checks are desktop models either located at the Circulation Desk or nearby the Circulation Desk at the eight libraries. We are open to considering free-standing self-check kiosks.

Question 17
How many of the self-checkout units need to also provide staff with access to the ILS?

Answer: Optional. If possible, then we would want all of them to have that capability.

Question 18
How many of the self-checkout units need to provide credit/debit payment functionality?

Answer: Optional. Credit\Debit functionality should be an available option for all self-check units.

Question 19
Per requirement 1.5, does the library want patrons to be able to send an email with this information independently, apart from the email receipt that can send upon checkout?

Answer: Optional. This would be a nice feature to provide patrons. This would be separate from the emailing of the receipt process.

Question 20
Can the library please clarify the context and desired use case for requirement 7.5?

Answer: Optional. This is for informational messaging purposes to alert patrons that the item is overdue.

Question 21
Requirement 8.5 mentions integration "with the library's choice of payment gateway." Are Comprise or Verifone payment gateways suitable for credit/debit payment at LOPL's self-checkout stations?

Answer: LOPL utilizes STRIPE for payment processing.

Question 22
On page 17, LOPL states that the Management and Qualifications section has a 20-page limit, but then states that the two sub-sections within that section have a 2-page and 20-page limit, respectively. Could the library please confirm that the Management and Qualifications section has a 22-page limit?

Answer: Yes. It is a total of 22 pages.

Question 23
May the two most recent audited financial statements not be counted toward General Information section's 20-page limit, or may those statements be submitted in an appendix outside of the General Information section in order to keep that section under 20 pages?

Answer: Yes. The two most recent audited financial statements will not be counted toward the General Information section's 20-page limit.

Question 24
What is the library’s desired installation timeframe for this project?

Answer: The projected timeframe will be after the board’s approval of the selected vendor’s proposal and the current operating environment. At this moment, the June\July timeframe, if possible.

Question 25
Number 2 on page 19 mentions firms’ compliance with insurance requirements. Could LOPL please specify their insurance requirements?

Answer:
Commercial General Liability
  Each occurrence - $1M
  Damage to rented premises (ea occurrence) - $300K
  Med Exp (any one person) - $10K
  Personal & adv injury - $1M
  General Aggregate - $2M
  Products - Comp/OP Agg $2M
Automobile Liability - n/a
Umbrella Liability - n/a
Workers Comp
  E.L. each accident - $500K
  E.L. disease - $500K
  E.L. disease - policy limit - $500K

Question 26
We understand that you use STRIPE for your current Payment Gateway, does STRIPE use a specific processing platform, i.e. FDMS, Elavon etc.?

Answer: Per the Finance department, STRIPE is the payment gateway and the processing platform. They do not utilize a separate processing platform with STRIPE.

Question 27
Where are the barcodes located on the items both books and AV?

Answer: Since 2018, barcodes are placed for all materials on the backside on the upper left-hand corner for the books, and the back cover centered at the bottom for the AV materials.  Before that time, the barcodes were placed on the front of the materials in various locations.

Question 28
What barcode model are you using?

Answer: Codabar

Question 29
What are the types of patron cards and barcodes in use at the library?

Answer: LOPL utilizes GPLS’s Evergreen PINES ILS and uses their PINES card for patrons. See an example below.

library card

Question 30
Does LOPL plan to issue any addenda that would need to be acknowledged in the RFP response?

Answer: No, LOPL will not be issuing addenda in response to the questions. In the RFP, it specified that the questions asked would be posted along with the answers on the LOPL website’s RFP page to ensure that all RFP respondents had equal access to that information.