REQUEST FOR PROPOSALS

PATRON COMPUTER ACCESS

AND/OR

PRINT MANAGEMENT SOLUTIONS

LIVINGSTON PARISH LIBRARY SYSTEM

Deadline for submission of proposal:

Wednesday, July 16, 2014

2:00 PM CST

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REQUEST FOR PROPOSALS

For

“Patron Computer Access and

Print Services Management Solution”

Proposals for Patron Computer Access and Print Services

Management Solution, will be received at the Administrative

Office of the Livingston Parish Library, 13986 Florida Blvd,

Livingston, Louisiana 70754 until 2:00 p.m., July 16, 2014.

Proposals will be opened and publicly read.

The Livingston Parish Library, Livingston, Louisiana is

accepting proposals from qualified professional firms to

provide costs to install and configure a Patron Computer

Access and Print Services Management system, and to train

staff in its operation, in accordance with the specifications

contained in the Request For Proposals (RFP).

The RFP, including the Specifications, may be obtained at the

Administrative Office of the Livingston Parish Library, 13986

Florida Blvd., Livingston, Louisiana, 70754 or online at

Livingston Parish Library website www.mylpl.info/rfp

The acceptance of any proposal made pursuant to this

invitation shall not be binding upon the Library until an

agreement has been executed.

Giovanni J. Tairov, Library Director

Issued on 06/10/2014

Publication Dates: 06/10/2014, 06/11/2014

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A. INTRODUCTION

Livingston Parish Library (“LPL”) is seeking proposals from firms specializing in an integrated

solution designed to manage the use of patron accessible computers, Internet access, and

multifunction printers / copiers by the public. The patron computer access solution must be

compatible with the library’s current circulation software TLC Library.Solution 4.2.X. The software

should recognize and authenticate patrons with valid and unrestricted accounts without staff

involvement, and enable patrons to enter their patron information into a public computer

workstation, thereby giving them time-limited access to that computer. This software will allow

patrons to access public computers and be capable of assessing the patron a charge for

documents printed on library multifunction printers / digital copiers. The software should also

allow patrons with mobiles devices to submit print jobs from their laptops, smartphones or

tablets from inside the library network or remotely. The product should be compatible with the

library’s current multifunction printers / copiers (Xerox), should offer an embedded print release

and copy controller capable interacting with the patron database.

Due to space constraints at the branches, it is preferred that the system does not rely on print

release stations. Users should be able to scan or enter their library card number at the

multifunction printer/digital copier, and be able to release their print jobs or enable copy

functions using the touchscreen on the multifunction printer/digital copiers itself.

It is preferable that the product not require a separate validation card for registered

library patrons in addition to or instead of the library card currently in use, and that the database

containing patron information (which the software uses for Internet access authentication) reside

on a library local area network server.

The Patron Computer Access and Print Services Management Solution should have an

integrated guest card dispenser where library guests can purchase a card to allow use of the

library’s computers and print/copy offerings. A receipt printer must be able to issue a receipt for

every transaction.

The patron computer access and print management solution must be dependable and user

friendly for both library staff and patrons. It should follow best industry and library practices. The

software and hardware must be manageable, expandable, and flexible in order to meet the needs of

this growing organization. The prospective vendor(s) must have a proven record of providing its

services to public libraries on a timely basis. Finally, the company’s support staff must possess the

expertise to elicit knowledgeable responses relating to patron access and/or print management

issues. These factors: dependability, ease of use, excellent support, and an outstanding reputation

among public libraries will weigh heavily in Livingston Parish Library Board of Control’s decision.

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B. Library Overview

Livingston Parish Library is located in Livingston Parish, Louisiana. The system has an

administrative building and five (5) branches. Livingston Parish Library is governed by the Board of

Control. The Board consists of seven members appointed by the Livingston Parish Council. The

library is funded by a 10 mill property tax. Livingston Parish Library has a Board-approved system-

wide Internet Usage Policy.

Currently, LPL has approximately 62,000 registered library cardholders. The patron

computer access and print management system is needed at 4 (four) branch locations. The 4 (four)

branches affected by this project have the following number of PC’s:

Branch Name Number of PC’s Number of Servers

Albany-Springfield Branch 19 2

Denham Springs-Walker Branch 30 2

Main Branch 17 2

Watson Branch 22 2

C. Proposal Criteria

Livingston Parish Library Director and Board of Control request that vendors submit

written proposals which present the vendor’s qualifications and understanding of the work

performed. The vendor’s proposal should be prepared simply and economically and should provide

all information which it considers pertinent to its qualifications for the project which must at least

include the following sections:

1. Cover letter. This introductory letter will include the name and address of the firm

submitting the proposal along with the name, address, and telephone number of the

person(s) authorized to represent the firm during contracting.

2. Profile. A brief description of the company’s background including organization, staff,

and experience should be included, in accordance with Section II. The company should

demonstrate financial stability and describe any outstanding litigation. Proof of

insurance should be included here.

3. Installation. Vendor should describe the installation aspects of the proposed system.

Vendor should indicate if additional electrical outlets, LAN drops, or, PC’s are required.

4. Client List. All vendors must submit a list of a minimum of three (3) clients of public

libraries currently installed and operating with the system proposed or similar projects

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only. Reference must include name and address, name and phone number of contact

person. The Library Board reserves the right to contact references other than, and/or in

addition to, those furnished by a vendor.

5. Implementation Schedule. Vendor is to provide a schedule for system installation

outlining what will take place and the responsibilities of the contractor and the Library,

in accordance with Section 4.

6. Training. The company is to describe its training approach. In this section, the

vendor should outline when and where training will occur. Also to be included is the

number of personnel to be trained.

7. Warranty, Maintenance and Support. In this section the vendor is to describe

warranty and maintenance policies for these solutions. Include information about

support policies especially concerning free help lines, hours of operation, and

emergency service, in accordance with section 3 (p.21).

8. Configurations and cost. This section must include a complete breakdown of all costs

associated with the proposed system. This includes print management system

hardware, installation, freight, training, and maintenance agreements. This list should

also include a comprehensive 5-year schedule of all maintenance support cost

associated with its product. Such maintenance shall include all product software upgrades

and specify the level of customer support to be provided. The schedule of maintenance

costs shall be incorporated into the final contract between LPL and the vendor, in

accordance with section 5 (p. 21). The corporation’s prices shall be firm, F.O.B., with

inside delivery to the Administration Building of Livingston Parish Library. The delivery

address is: 13986 Florida Blvd, Livingston, LA 70754. Finally, charges should also include

the removal of all debris.

9. Performance Bond. A performance bond for the total cost of the system shall be

required prior to the award of the contract. This performance bond shall cover all

functional and performance requirements described in this RFP and the vendor’s

proposal. The performance bond will be discharged 6 months after completion of pilot

operation.

10. Field Test Prior to Contract Vendor response must include a provision for field-testing its

product at a site (or sites) within Livingston Parish Library System to ensure that all

specifications in this RFP can be met. Such field test shall be conducted prior to the

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finalization of a contract between the vendor and LPL. The field test will be conducted at

no cost to Livingston Parish Library. The length and conditions of such field-test shall be

specified in the vendor response to this RFP. LPL shall be the sole judge as to ability of the

product to meet the required specifications at the conclusion of the field-test. In the

event that the field-test proves to be unsuccessful, LPL may reject the vendor’s proposal

and shall have the right to secure a product from a competing vendor. In such case, the

unsuccessful vendor shall remove all hardware and software involved in the field test and

shall have no right to recover any costs incurred in the field test.

In preparing the proposal, the vendor should fully respond to the specifications set forth in

sections of this Request for Proposal (RFP). The proposal should meet or exceed the specifications

and requirements as outlined in Section I of this document. The vendor should clearly state

whether or not the specifications could be met. All exceptions should be noted and documented or

LPL will assume that the system will meet all the specifications as written in this RFP document.

All qualifying and valid proposals shall be reviewed and evaluated by the Livingston Parish

Library Board of Control, Livingston Parish Library Director, and the Head of Information Technology

Department. The Livingston Parish Library attorney will also evaluate the proposals. Proposals may

be held by the Library during the evaluation period not to exceed ninety (90) days. The Livingston

Parish Library Director, Head of Information Technology Department, and/or Board of Control

reserve the right to reject any proposal for just cause.

Any proposal must include the Signature Sheet (see addendum) which has been signed by

an individual authorized to bind the offer. All proposals submitted without such signature may be

deemed non-responsive.

Two copies of the vendor’s proposal must be submitted by hand delivery or commercial delivery to:

Giovanni J. Tairov, Director

Livingston Parish Library

13986 Florida Blvd / PO Box 397

Livingston, LA 70754

Proposals are due: Wednesday, July 16, 2014

2:00 p.m., CST

No oral, fax, telegraphic, or telephonic proposals or modifications of submitted proposals

will be considered. Proposals received after this deadline will not be accepted and will be returned

to the vendor unopened. Proposals shall be clearly identified on the outside of the package by the

following note:

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PATRON COMPUTER ACCESS AND PRINT MANAGEMENT SOLUTION

Vendor’s Name

E. Evaluation/Selection

These criteria are to be utilized in the evaluation of qualifications for development of the

shortlist of those vendors to be considered. Vendors are required to address each evaluation criteria

and to be specific in presenting their qualifications. Evaluation criteria include:

experience in performing proposed services for other similar clients

client satisfaction

capabilities, features, etc. of the proposed services and the degree to which the

proposed system meets the need of the library system

evidence that vendor can provide services with a high level of quality

compliance with proposed conditions

cost

whether subcontractors will be utilized

time necessary to complete the project / implementation

Livingston Parish Library reserves the right to obtain clarifying documentation and

information from any vendor after responses have been submitted to assist in interpretation and

evaluation of vendor proposals.

Once the proposal is awarded to the vendor in wiriting, authorized personnel from the

vendor company must show proof of insurance within ten (10) days. Except as otherwise provided

by law, the proposer and its subcontractors shall maintain such insurance as will protect them from

claims under Workman’s Compensation Acts. Also, such insurance will protect them, Livingston

Parish Government, and Livingston Parish Library employees and officers from any claims for

damages for personal injury, including death.

The successful company and its subcontractors shall maintain comprehensive general

liability insurance that will protect Livingston Parish Government and Livingston Library employees

against necessary repairs to the library locations as a result of work done by the vendor or damage

done by employees connected with the vendor.

F. Selection Procedure

Selection shall be made of the vendor deemed to be fully qualified and best suited among

those submitting proposals, on the basis of the factors involved in the Request for Proposal,

including price. The Library Board shall select the vendor which, in its opinion, has made the best

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proposal. A written contract may be awarded to that vendor. If it is deemed that a sole vendor

cannot offer a satisfactory integrated patron computer access and print management solution in

one package, then the second vendor will be selected.

G. Basis of Award

The Library shall have a period of ninety (90) days after opening of bids in which to award

the contract. Information and/or factors from the evaluation criteria, gathered during the review

and any reference checks, and any other information or factors deemed relevant by the Library

Board, shall be utilized in the final award. Price is not the only determining factor in the decision to

award the contract, however it is a consideration. Livingston Parish Library reserves the right to

choose the proposal which is most suitable for its patron computer access and/or print management

needs; including suitability for the purpose for which the system will be used, digital copier

computability, effective staff training, product quality, customer service, and support. Other

considerations are bidder creditability, delivery date, viability and past performance.

Livingston Parish Library reserves the right to reject any or all proposals and to enter into

negotiations with one or more bidders.

H. Contact Person

Questions and comments regarding technical and functional issues in this RFP must be

submitted in writing by: Wednesday, July 16, 2014. All questions will be answered as an addendum

to this RFP. All questions should be addressed to the following contact person:

Giovanni J. Tairov, Director

Livingston Parish Library

13986 Florida Blvd / PO Box 397

Livingston, LA 70754

Phone: (225) 686-2489

FAX: (225) 686-7424

director@mylpl.info

I. Taxes

Livingston Parish Library is exempt from paying excise, federal, or sales tax. For that reason,

the bid price shall not include any tax.

SECTION I

Product Requirements for an Integrated Patron Computer Access and

Print Management Solution

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1.1 Scope of Services

All proposals must either meet or exceed the requirements contained herein. Vendor product must meet the following requirements:

1.1 General product requirements: 1.1.1 Must support, and not interfere with existing LPL Internet policy 1.1.2 Must not require additional library staffing. 1.1.3 Must interface with the library’s existing ILS System/circulation software (TLC

Library.Solution 4.2.X) and also circulation software offered by major vendors in the library automation marketplace.

1.1.4 Must function with existing library cards, 14 digit, CODABAR

1.1.5 Must not require additional hardware for computer workstations. 1.1.6 Must work with existing computer workstations and printers. Must be able to

handle 4 locations, 100 PCs, and daily usage of 100% from 9AM to 9PM. 1.1.7 Must provide a wireless printing solution for customer owned devices. 1.1.8 Must provide an integrated/embedded copier interface for printing and copying

1.2 User Authentication Product Requirements:

1.2.1 System must authenticate users and seamlessly interface with the library’s

automation system, LS2 4.2.X, using the SIP protocol or equivalent. Must use a

separate (internal) database to authenticate users. User access time limitations,

application rights, and print entitlements should be established at the patron

record level.

1.2.2 Must automatically and without staff involvement, accommodate visiting patrons

according to specific limitations, rights and print entitlements established by the

library for that patron category.

1.2.3 Patron database must be constructed without library staff involvement. Vendors

should explain how their product meets this requirement.

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1.2.4 System must be able to authenticate with other Currently Available ILS systems

for maximum flexibility in the future.

1.2.5 System must be accessible from the PCs in all library locations so that, at library

option, system-global rules can be enforced with real time information.

1.2.6 SIP integration must continue to function without issue when the ILS SIP software

is upgraded with new fields.

1.2.7 User database must be populated without library staff involvement.

1.2.8 User access rights, time limitations and print entitlements must be able to be

established at a predefined user group level, computer type level, or customer

record level.

1.2.9 Must include the option for real-time interface between the circulation customer

database and the access management database so that computer/Internet

entitlement is determined by the most current information in the circulation

customer record.

1.2.10 Must easily accommodate visitors according to specific access rights and print

entitlements established by the library within a predefined visitor group.

1.2.11 Must be able to generate visitor cards for non-cardholders on demand for a fee

and without staff intervention for access to the public computers.

1.2.12 Should function without the need for additional or replacement library cards, nor

additional hardware at patron workstations.

1.3 User Grouping Product Requirements

1.3.1 Must provide the capability to easily group users, both customer and visitor,

according to Library definable criteria.

1.3.2 Must enable the library to centrally manage access, time and print parameters

separately for each user group.

1.4 Session Management Product Requirements

1.4.1 Must provide each individual library or branch location with the ability to enforce its

own specific time and session limitation policies.

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1.4.2 Must provide the ability to establish user access, session time limits, and print

settings for a collection of computers that would override a user’s predefined group

parameters. For example, only filtered access is allowed on computers in the

Children’s area no matter the user preference and only children’s cards may be used

with those PCs.

1.4.3 Must accommodate designated purpose computers such as Express, E-Mail only, or

printing only with and without requiring user logon, at library option. The Library

must be able to change the configuration of these machines from a central location

without having to touch the particular computer.

1.4.4 Must automatically monitor and enforce a total customer daily time allocation,

individual session time limit, and inactive time limit as established by each individual

library and across the library system as a whole.

1.4.5 Must automatically allow the extension of session length to the maximum daily

allowed determined by the library without staff involvement at times when a

percentage of public PCs are available.

1.4.6 Must automatically monitor overall computer usage so that the library has the

option to not enforce session time rules at times when there are computers not in

use.

1.4.7 Must notify users when starting or stopping the enforcement of the session time.

1.4.8 Must provide customers with the ability to enter a barcode with a PIN at any public-

use computer workstation, which will activate the product and grant or deny user

access.

1.4.9 Must allow customers to logon to any available computer and limit session time

without requiring the customer to first sign-up for the use of the computer.

1.4.10 Must require that the customer and/or visitor click to access the individual library’s

computer/internet user policy prior to gaining access to the internet.

1.4.11 Must allow customer to lock their current computer session in order to walk away

from the computer momentarily without having another user access the computer.

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Session timers must continue to decrement when a computer is locked.

1.4.12 Must provide customers with the ability to track their own usage time.

1.4.13 Must have the ability to provide on-screen messages informing customers of

approaching end of session time and inactivity time. These messages must be able

to be modified by the library.

1.4.14 Must automatically notify users before their session ends. Staff must be able to

refresh user time without leaving the staff desk.

1.4.15 Must automatically log-off and/or shutdown public-user computers prior to closing

times established by each library location.

1.4.16 Must automatically log out of a computer session and return to a user login screen

after a period of inactivity (keyboard or mouse) or at the end of a customer session.

1.4.17 Must automatically and permanently clear and erase historical user information

from the internet browser and PC after a customer has ended his or her session.

This process must NOT require a re-boot.

1.4.18 Must allow a log off script when the customer logs off the user session so additional

tasks determined by the library may be run.

1.4.19 Must protect against the ability of customers to get around time limits on the client

computers.

1.4.20 Must allow customization of the logon screen.

1.4.21 Customers must not be able to make any use of the PC prior to logging in via the PC

management system.

1.5 Computer Reservations & Scheduling Product Requirements

1.5.1 Must, at the library’s option, allow customers or visitors to reserve their own

computers.

1.5.2 Must provide the option to reserve and schedule computer time from within the

library.

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1.5.3 Must allow each library to determine how many computers reservations a customer

can make on any given day, how far into the future reservations can be made, the

length of time reservations can be made for, as well as which computers are reserve

able vs. true queuing vs walk up only.

1.5.4 Must provide a library-controllable grace period (amount of time a customer can

show up late) for reservations. Once the grace period has elapsed, the reservation

must be automatically deleted and the computer made available again for public

use.

1.5.5 Must provide, at library option, the ability to implement either a Reservation

system, a first available signup system, or walk up only system.

1.5.6 The Reservation System must allow library staff to make, modify and delete

reservations. The system must also allow staff to make block reservations for

classes or training session purposes. The block reservations must be able to be

made for a set time and time period defined by the staff member.

1.5.7 The First Available Sign-Up system must be a self-service system for PCs assigned on

the next available basis without any staff involvement. The system must notify users

that there is no wait if there are available PCs. If PCs are available, the system must

NOT require users to register themselves at a sign-up station when PC sessions are

currently available.. As soon as all PCs are in use, the system must automatically

switch control mode to require that users sign-up for a PC.

1.5.8 When users are required to sign themselves up at the First Available station, they

must be able to enter their card number and PIN. When users enter their card

numbers, the system must place them on a queue (waiting list) and provide them

with or allow them to create anonymous identifiers and the estimated wait time.

1.5.9 When a PC becomes available, the Sign-Up System automatically assigns the

computer to the next person in the queue. To indicate this condition, the pending

identifier must be displayed on the station.

1.5.10 PCs must remain assigned for the duration of the Grace Period defined by the

library. If a user fails to log on during the grace period, their position is lost and the

PC will automatically be assigned to the next person in line.

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1.6 Print Control Product Requirements

1.6.1 Must offer flexibility in the control of print costs. Specifically, the product must be

able to: a) Notify customers of print charges before they are incurred, b) Assess

different print charges by printer

1.6.2 Must provide library with Pre-Paid Deposit accounted for in the product database.

This method requires that customers deposit money into a print account that is

based upon their current bar code library card. Payment for print is automatically

charged against the customer account balance.

1.6.3 Must enable the library to centrally manage print parameters separately for each

user group.

1.6.4 Print release station must be an integrated feature and work with the library’s Xerox

printer/copier equipment.

1.7 Value Add Stations

1.7.1 Must provide for self-service "value-add" pay stations where both customers and

visitors can either deposit money onto their accounts or pay for individual print jobs

without staff involvement using the library's existing bar code library card. Stations

to accept bills and coins and print transaction receipts.

1.7.2 The "value-add" stations must provide real-time reporting on all financial

transactions.

1.7.3 Must quote equipment connected to a standard PC/Monitor.

1.8 Wireless Printing Requirements

1.8.1 Must allow customers to print for their own devices to existing library printers.

1.8.2 Must be compatible with Windows, Mac OS X, iOS, and Android devices.

1.8.3 Must not require customers to install any executable software on their device.

1.8.4 Must not require library card authentication at time of “printing” from device.

1.9 Reporting Product Requirements

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1.9.1 Must have the capacity to produce reports from a centralized report generation

module for any of the connected machines, appliances or peripherals. Reports will

be date-range driven and able to be run for either the entire system or individual

branch locations.

1.9.2 Must provide the library's financial officer with a real time view of any/all funds

deposited/spent/remaining for any user, location, or device.

1.9.3 Must provide the library with the ability to determine what field level information is

retained in the database and for how long it is retained. The library's decision not to

retain specific data must not degrade statistical reporting capabilities.

1.9.4 Reports must include but should not be limited to:

Customer Reports

Location/Group Reports

Usage Reports

Reservation Reports

Print Reports

Financial Reports

1.9.5 Must allow staff to track printing fees owed and paid.

1.9.6 Must allow authorized staff to produce reports detailing individual computer

workstation use and other management information as needed.

1.10 Staff Administration Product Requirements

1.10.1 Must provide for central, as well as distributed (branch level) multi-level

administration by both admin and staff level users.

1.10.2 Must include a staff payment option interface that enables staff to accept cash

for prepayment from customers or visitors.

1.10.3 Must allow staff to change customer information in real time.

1.10.4 Must allow staff to make global changes to customer records.

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1.10.5 Must allow staff to efficiently control customer usage time i.e. to easily extend

time for a customer while at the Public Service desks.

1.10.6 Must allow staff to remotely control public PCs from staff desk i.e. logon users,

logoff users, send messages, shutdown PCs, etc.

1.10.7 Must allow staff to search customer records using bar code number, customer

name.

1.10.8 Must allow staff to automatically generate unique visitor card numbers and PINs

for visitor computer access.

1.10.9 Must allow staff to schedule customer 's computer sessions.

1.10.10 Must allow staff to view the current PC activity (in use, reserved or available)

either within their library location or for any other library location within the

system.

1.10.11 Must allow staff to disable or inactivate customer access to the computers at

any time.

1.10.12 Must have the capability for staff to remove money from an account if more

money that intended has been inadvertently added.

1.11 Technical and System Product Requirements

1.11.1 Must not noticeably degrade current Internet response times.

1.11.2 Must be capable of operating on the library's area network.

1.11.3 Must be capable of operating within a Microsoft Active Directory Domain using

Group Policy.

1.11.4 Must integrate with the library's automation software (TLC LS2 4.2.x)

1.11.5 Must run using standard Internet browsers such as Internet Explorer, Chrome or

Mozilla Firefox.

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1.11.6 Any necessary peripheral devices must operate with existing library computer

equipment.

1.11.7 Must be capable of operating over a Fiber connection to the Internet.

1.11.8 Must be capable of operating with any Internet Service Provider.

1.11.9 Must be capable of running in Windows 8 and 8.1 Professional Operating

Systems.

1.11.10 Must be compatible with Postscript and standard PCL6 printer drivers and be

adaptable to upgraded versions.

1.11.11 System must be compatible with Windows Server 2008 and above in a

virtualized environment.

1.11.12 Software must be compatible with the SmartShield product from Centurion

Technologies.

1.11.13 If a database is required, it must be compatible with Microsoft SQL Server.

1.11.14 Must work well with all monitors sizes and display resolutions.

1.11.15 Must provide the ability for the management of customer information to be

hosted on a server locally at the library data center.

1.11.16 System must feature complete and tested modules that are not considered to

be “under development” at the time of deployment.

1.11.17 Software must be stable and have a reliable uptime.

1.12 Implementation and Support Requirements

1.12.1 Must successfully test all hardware and software, both centrally and at library

branches.

1.12.2 Must provide comprehensive training sessions and materials to library staff.

1.12.3 Must provide updates to training and documentation as the product is

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enhanced.

1.12.4 Must provide telephone and electronic access to central customer support

Monday –Friday between 7AM and 5PM MST. Preference will be given for 24/7

support.

1.12.5 Must provide a method of updating client computers with patches and/or

scheduled upgrades.

1.12.6 Vendor must assist in migration of data from the current PC Management

system. The primary area of concern being credit on customer accounts.

1.12.7 Quote must include first year of maintenance for the product(s).

1.13 Additional Desired Features

1.13.1 Staff interface should be available through a web browser or via mobile device

apps.

1.13.2 Should allow public access even if the computer workstation lost connection to

the access management server.

1.13.3 System should integrate with 3rd party scanners and scanning software for print

cost recovery.

1.13.4 Internet restrictions should be able to be set according to a borrower type in the

ILS system.

1.13.5 The customer interface, including display of queue, upcoming reservations, etc.,

should be visually appealing.

1.13.6 Credit card payment network must be PCI compliant.

1.13.7 Should be able to provide a customer/visitor with a reconciliation of payments

made into and applied by the system.

1.13.8 Support should be 24hours/7 days a week.

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1.13.9 Can have customer ability to store some information (such as bookmarks) at the

library and have them load at logon.

1.13.10 Must be compatible with the Apple iOS

1.13.11 Customer credit on the ILS can be applied to the customer’s printing account.

Also, the reverse could be true.

1.13.12 System can integrate with copiers for customer account charging.

1.13.13 Can work well with a touch screen interface for both public and staff.

1.13.14 Can work with existing cash boxes or include the cost of new units as part of the

response.

1.13.15 Wireless release station can be combined with the value added station.

1.13.16 The value added station should have the ability to take credit/debit card

payments.The value added station can also have an option for a standalone

integrated kiosk. If available, please quote this as an alternative to the standard

station.

1.14 Add Value Station

1.14.1 Add value station hardware must be modular; additional components like credit

card scanner can be added later is desired.

1.14.2 Add value station must be able to dispense visitor cards

1.14.3 Displays the current value of card upon barcode scanning and after each completed

transaction.

1.14.4 Must have anti-fraud features

1.14.5 Must be a self-contained/self-service unit that both dispenses and revalues cards.

1.14.6 Provide details and price on Add-value Stations

1.14.7 Must be simple, quick, easy to use, and a reliable resource that dispenses and

revalues cards to patrons

1.14.8 Has easy to use step-by-step instructions in English

1.14.9 Has easy to understand LCD readable prompts

1.14.10 Accepts $1, $5, $10 and $20 bill (old and new bill formats)

1.14.11 High security metal cabinet; secured keyed access; multiple point latching preferred

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1.15 Print / Copy Control Management Configuration

1.15.1 The vendor must provide an embedded solution which will allow patrons to release

print and copy jobs directly from the printer/copier.

1.15.2 Embedded solution must be compatible with the library’s XEROX WorkCentre 7225

and Xerox WorkCentre 5335

1.15.3 The vendor must notify the Library if a print release station is needed for the

print/copy management solution to function. The vendor will need to specify, and

provide pricing for, any additional hardware and software required that allows the

patron to pay and release print jobs from the print release station using their patron

cash card. Describe in detail the steps required to print using your products

proposed configuration. Provide pricing for the print station configuration as

outlined below.

1.15.4 Desired Flow of Printer Cost Recovery

1. The patron will submit print job/s from workstation to printer as

normal.

2. If applicable, the patron is prompted for a job name and options

3. The print job is sent to the hold queue on an existing Windows server

4. The patron will then go to digital copier/printer and scan his/her card

5. The patron will be prompted for unique ID (workstation ID, user-

selected name) on the print release station.

6. The patron selects the job/s to be printed, deletes any unwanted jobs

and selects print.

7. Software must be able to disable the user delete feature

8. The job will not be released if there are insufficient funds.

9. The card must be debited first with the appropriate amount of

cash/units before the print job is released.

10. The print job is released from the hold queue.

11. The print job is then sent to print

12. Unattended print jobs will be purged after a configurable amount of

time.

1.15.5 Software must be secure from tampering in a public environment.

1.15.6 Must be able to charge different rates for different printers.

1.15.7 Must be able to charge different rates for different printing options on a single

printer.

1.15.8 Must have the ability to enable "free printing."

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1.15.9 Must be able to handle unit cards for staff and cash cards for patrons.

1.15.10 Staff must be able to print directly to printers used by release stations without

having to release their job.

1.15.11 Patrons should be able to select multiple jobs to be printed or deleted at one time.

1.15.12 The printer cost recovery software must be compatible with the following printer

models: XEROX WorkCentre 7225 and Xerox WorkCentre 5335

1.15.13 Must work with network printers connected directly to the network via TCP/IP.

1.16 Workstation/Client Computer Configuration

1.16.1 If the print management solution requires workstation/client software, the software

should perform the following actions:

1.16.2 Inform the patron of the print job cost before the print job is sent to the release

station.

1.16.3 Allow patrons to cancel the print job before the print job is sent to the release

station.

1.16.4 The default name of the job is the document's file name.

1.16.5 Patrons can specify the name of the print job if they desire.

1.16.6 Patrons can specify a password for the print job if they desire.

1.16.7 Workstations share domain logon names; as a result, jobs must be identified by

workstation name, filename or user-selected name, but not domain logon name.

1.16.8 Client software must not interfere with existing security model.

1.16.9 Documentation must be included.

1.17 Printer and Copier Control

1.17.1 Livingston Parish Library prefers an embedded solution, where print/copy controls

and the transaction can be performed directly from the copier interface.

1.17.2 Patrons must be able to use either a library card or a print card to pay for prints and

copies.

Section II

2.0 VENDOR PROFILE QUESTIONNAIRE

2.1 Did your company develop the software being proposed for Print Management? If

no, describe your company's relationship with software, developer. Include how

long you have been selling the proposed product and how support and upgrades are

handled?

2.2 Do you manufacture all the hardware? If no, describe your company's relationship

with the hardware manufacturer and related support and repair channel.

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2.3 Please provide information about your company, including the following:

2.3.1 History

2.3.2 Staff

2.3.3 Experience, especially with public libraries

2.3.4 State three References

2.4 Please include pictures of all bid items and screenshots of software that

demonstrates user interfaces.

3.0 WARRANTY, EXTENDED WARRANTY AND MAINTENANCE

3.1 Describe in detail the warranty of each product.

3.2 Describe in detail any extended software warranty plans available and include

pricing as an optional item.

3.3 Is there an annual maintenance contract on the hardware? If so, what is the cost

and how is it calculated. Describe in detail the, benefits, allowances and conditions

of the maintenance contract.

3.4 When products are out of warranty and not on an extended warranty or

maintenance plan, describe the procedures and cost associated with support and

repair.

3.5 Please indicate if there are additional charges for upgrades or if upgrades are

included in the maintenance contract.

4.0 SCHEDULING AND DEADLINES

4.1 Project, including installation and training, must be completed by September 26,

2014

5.0 COSTS, BILLING AND PAYMENT

5.1 Any and all costs must be included in the bid, including but not limited to the

following:

5.1.1 Provide shipping & handling costs in the bid.

5.1.2 Provide installation and training costs in the bid.

5.1.3 Provide any additional fees the bid.

6.0 KEY EVENTS/DATES

Event Date Time

RFP Release June 9, 2014

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Publication dates June 9 and June 11, 2014

Closing Date for Inquiries June 30, 2014

Deadline for

submission of proposal July 16, 2014 2PM

Vendor Selection August 4, 2014

7.0 SPECIAL TERMS AND CONDITIONS

7.1 ATTACHMENTS

The Vendor’s attention is directed to the RFP’s attachments, which shall be part of the

contract. The Vendor shall be responsible for adhering to all requirements of the

attachments.

7.2 STANDARD CLAUSES FOR ALL SCLS CONTRACTS

During the performance of the contract, the Vendor agrees to the terms outlined in

“Attachment B” attached hereto and hereby incorporated by reference and made

part hereto as fully as if it were set forth at length herein.

7.3 PRICE STABILITY

If for any reason, the Vendor reduces the pricing for similar services to a similarly

situated entity prior to contact execution, Livingston Parish Library shall receive an

equivalent reduction in pricing for the services or products.

7.4 PRICE ESCALATION

The Vendor may not increase monthly and installation costs quoted in the original

bid for the term of the contract.

7.5 EXCEPTIONS

Any deviation from the terms and conditions of this RFP will not be considered

unless specifically identified in the Exceptions section of the Response Format.

8.0 ADMINISTRATIVE

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8.1 If using a commercial delivery company (i.e., UPS, Federal Express, etc.),

which requires that you use their shipping package or envelope, proposal should be

placed within a second sealed envelope labeled as detailed above. This will ensure

that proposal is not prematurely opened.

8.2 Proposals not received by the time and date shown in Section II.6 will not

be opened. Vendors using commercial delivery companies are encouraged to ship

early. If one of these companies is late delivering a proposal, it will be considered

late.

8.3 LIVINGSTON PARISH LIBRARY PROCUREMENT RIGHTS

Livingston Parish Library reserves the right to:

A. Utilize any and all ideas submitted in the proposals received.

C. Adopt all or any part of a Vendor's proposal in selecting the optimum

configuration.

D. Negotiate with Vendors responding to this RFP within the RFP

requirements to serve the best interests of the Library.

E. Should the Livingston Parish Library be unsuccessful in negotiating a

contract with the selected Vendor within 10 days, the Library may

begin contract negotiations with another competing Vendor in order

to serve the best interest of the Livingston Parish Library.

F. Select and award the contract to other than the lowest Vendor in the

event of unsuccessful negotiations or, optionally, in other specified

circumstances as detailed in the RFP requirements.

8.5 NOTIFICATION OF AWARD

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A. The Successful Vendor will be advised by Livingston Parish Library in

writing and a contract between the successful Vendor and the Library

will be developed.

B. Public announcements or news releases pertaining to this contract will

not be made without prior permission of Livingston Parish Library.

C. Letter will be sent out to notify unsuccessful Vendors.

Signature Page

Name of Business:

Please print or type

Address:

City:

State:

Zip Code:

Phone No.:

25

Fax No.:

Federal Tax ID:

Signature:

Printed Name:

E-Mail

Title:

Date:

Proposer Acknowledge Receipt of the Following Addenda:

Addendum #

Date

1.

2.

3.

The above signed proposes to provide services in accordance with the specifications for RFP “Patron Computer Access and Print Services Management Solution” and to bind themselves, on the acceptance of this proposal, to enter into and execute a contract, of which this proposal, terms and conditions, and specifications will be part. The above signed acknowledges the rights reserved by the Livingston Parish Library to accept or reject any or all proposals as may appear to be in the best interest of the said Library. The undersigned further agrees, if awarded a contract, to execute and deliver the same to the Livingston Parish Library within five (5) working days after receipt of an executed contract and to submit there with all required insurance certificates.