CITY OF GADSDEN, ALABAMA PURCHASING DEPARTMENT. Addendum - Bid # 3178 Issued September 6, 2011 RFID Based Library Management System

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1 PURCHASING DEPARTMENT Addendum - Bid # 3178 Issued September 6, 2011 Important: Please read carefully and consider the following changes: Item #3 Conversion Station Rental for 2 months - Quantity changed from 1 to 2 All specified items - identified either by a 3M Brand item number, description or both. (Equal alternatives or modifications of equal performance will be accepted). The City of Gadsden, Alabama is soliciting sealed bids for the above project (purpose) as described in the attached Special Terms and Conditions, and bid specifications. Bids will be received by the City of Gadsden, Alabama in the City Clerk s office, ATTN: Iva Nelson, Room th Floor, 90 Broad Street (City Hall), Gadsden, Alabama until; Bids for this purpose shall be received by the City of Gadsden, Alabama City Clerk s Office until Tuesday, September 13, 2011 (2:00 P.M. Central Standard Time - CST) Bids will be opened on the Fourth Floor, Room 411, City Hall, 90 Broad Street, Gadsden, Alabama at the above stated time and date. Bids received after the deadline will not be considered. All bid envelopes must be sealed and clearly labeled with bid number & purpose. Bids submitted prior to the bid opening, either in person or by mail, must be directed to the following location: City Clerk s Office Room th Floor ATTN: Iva Nelson, City Clerk 90 Broad Street (City Hall) P.O. Box 267, Gadsden, AL Prospective bidders are instructed to read the General Terms and Conditions, Special Terms and Conditions, and bid specifications very carefully. Questions may be directed to: Terms & Conditions: Sharon McNair, Asst Purchasing Agent City of Gadsden, Purchasing Dept Specifications: Amanda Buckner Jackson, Director Gadsden Public Library Phone: Phone: smcnair@cityofgadsden.com amanda@gadsdenlibrary.org Sharon McNair, Asst. Purchasing Agent

2 Gadsden Public Library SPECIFICATIONS Purpose: Bid Number: 3178 SCOPE: The purpose of this bid is to secure a RFID (Radio Frequency Identification) inventory / checkout system for the following Gadsden Public Library locations. Equal alternatives or modifications of equal performance will be accepted. Gadsden Public Library - Main Branch 254 College Street Gadsden, Alabama Gadsden Public Library - Hoyt Warsham Alabama City Branch 2700 West Meighan Boulevard Gadsden, Alabama Gadsden Public Library - East Gadsden Branch 921 Wilson Avenue Gadsden, Alabama Management System Required Products / SPECIFICATIONS: Items 3M Brand or Equal 150,000 RFID Book Tags ISO RFID Tag - 52mm x 52mm 6000 RFID Complete Coverage DVD / CD Tags X-Range Single Coil RFID Tag 2 - Conversion Station Rentals for 2 months Model (Rental) 2 - Desktop Self Check Stations (No bill pay methods included) 1 - Handheld Inventory System R-Series Desktop/ Table Top Components Model 803 Digital Library Assistant w/ Digital Data Manager 9 - Staff Workstations Model 895 Pad Staff Workstation 1 2 Aisles Security Gate 2 1 Aisle Security Gate 2 Year Maintenance Agreement with Renewal Options (Computer equipment and security gates) Model 9102 Detection System, Dual 36 Corridors, Direct Mount Model 9101 Detection System, Single Corridor, Direct Mount List separately any additional software required to run workstations, inventory system and security gates. Proposal must include detailed breakdown of general components list, item numbers and pricing required to complete system. 6

3 PURCHASING DEPARTMENT REQUEST FOR BID August 19, 2011 Bid Number The City of Gadsden, Alabama is soliciting sealed bids for the above project (purpose) as described in the attached Special Terms and Conditions, and bid specifications. Bids will be received by the City of Gadsden, Alabama in the City Clerk s office, ATTN: Iva Nelson, Room th Floor, 90 Broad Street (City Hall), Gadsden, Alabama until; Bids for this purpose shall be received by the City of Gadsden, Alabama City Clerk s Office until Tuesday, September 13, 2011 (2:00 P.M. Central Standard Time - CST) Bids will be opened on the Fourth Floor, Room 411, City Hall, 90 Broad Street, Gadsden, Alabama at the above stated time and date. Bids received after the deadline will not be considered. All bid envelopes must be sealed and clearly labeled with bid number & purpose. Bids submitted prior to the bid opening, either in person or by mail, must be directed to the following location: City Clerk s Office Room th Floor ATTN: Iva Nelson, City Clerk 90 Broad Street (City Hall) P.O. Box 267, Gadsden, AL Prospective bidders are instructed to read the General Terms and Conditions, Special Terms and Conditions, and bid specifications very carefully. Questions may be directed to: Terms & Conditions: Sharon McNair, Asst Purchasing Agent City of Gadsden, Purchasing Dept Specifications: Amanda Buckner Jackson, Director Gadsden Public Library Phone: Phone: smcnair@cityofgadsden.com amanda@gadsdenlibrary.org Sharon McNair, Asst. Purchasing Agent

4 GENERAL TERMS AND CONDITIONS PLEASE READ 1. All bid openings and any scheduled pre-bid conferences will be held in the City Council conference room located on the fourth floor, room 411, City Hall, 90 Broad Street, Gadsden, Alabama. A pre-bid conference may be requested to review and answer any pertinent questions concerning the bid and the specifications. 2. Each bid must be submitted in a separate sealed envelope and received by the City of Gadsden, Alabama in the City Clerk s office, 90 Broad Street, P.O. Box 267, Gadsden, Alabama, All bidders must use our bid form and show on the envelope the bid number, name of project (purpose), and opening date. Any bid received after the opening date and time will not be considered. If it becomes necessary to revise any part of this bid, a written addendum will be provided to all bidders. 3. The City of Gadsden encourages utilization of minority business enterprise in our procurement activities. The City of Gadsden provides equal opportunities for all businesses and does not discriminate against any vendor regardless of race, color, creed, sex, national origin, disability, religion or age in consideration for an award. 4. The attached specifications are being provided to potential bidders as guidelines, which describe the type and quality of equipment, supply, and/or service the City of Gadsden is seeking to purchase. The bidder must indicate compliance or list exceptions to each specification item for consideration. Failure to comply with this provision could be cause for rejection of the bid. 5. The name of a certain brand, make, manufacturer, or definite specification is to denote the quality standard of the article desired but does not restrict the bidder to the specified brand, make, manufacturer or specification names. It is set forth to convey the general style, type, character, and quality of the article desired by the City of Gadsden. Whenever the words "or approved equal" appear in the specifications, they shall be interpreted to mean an item of material or equipment similar to that named, and which is suited to the same use as that named and which is approved by the Purchasing Department. Vendor shall incur all cost involved in obtaining an independent analysis if the City of Gadsden deems it necessary to determine the suitability of items as being approved equal. 6. It will be assumed that all bids are based upon the specifications unless the bidder stipulates to the contrary on the proposal form; in which case, the bidder shall point out in detail any and all deviations from the specifications. Bidders having items, which do not meet the specifications may offer the same on an optional basis. Minor exceptions from the specifications may be considered if they do not alter the performance for the intended purpose. 7. All bids shall be typewritten or printed in ink on the form(s) prepared by the City. Bids prepared in pencil will not be accepted. All proposals must be signed by officials of the corporation or company duly authorized to sign bids. Any bid submitted without being signed will automatically be rejected. 8. All corrections or erasures shall be initialed and dated by the person authorized to sign bids. If there are discrepancies between unit prices quoted and extensions, the unit price will prevail. 9. Prices quoted shall be delivered prices, exclusive of all federal or state excise, sales, and manufacturer's taxes. The City will assume no transportation or handling charges other than specified in this bid. The City of Gadsden is exempted from sales and use tax by (11) and (15), Alabama Code (1975). 2

5 10. Prices quoted to the City of Gadsden shall remain firm for a minimum of 90 days from the date of opening of the bid, unless so stated differently in the bid. 11. The delivery schedule must be entered in the appropriate space in order for the bid to be considered. If all items cannot be delivered on the same schedule, please note variances. 12. The bidder shall assume full responsibility for warranty of all components of the equipment. A statement shall be attached with the proposal setting out the conditions of the warranty. The manufacturer's standard warranty shall be furnished. 13. A Bid Bond is required in the amount of 5% of the total for bids exceeding $10,000 unless a specific amount is stated or the option to waive a bond is noted in the Special Terms & Conditions of the bid. When a bond is required, the Bid Bond/Deposit shall be in the form of a firm commitment, such as an original Bid Bond, postal money order, certified check, cashiers check, or irrevocable letter of credit. A Bid Bond shall be retained by the City until such time a contract is executed, a purchase order is issued, or in some cases, materials and or equipment received. 14. The City reserves the right to request a demonstration of any and all items bid before making the award. 15. The City reserves the right to accept or reject any or all items covered in the request, or any portion(s) thereof, waive formalities, re-advertise and/or take such other steps deemed necessary and in the best interest the City. 16. All bids will be awarded to the lowest responsive and responsible bidder. This determination may involve all or some of the following factors: price, conformity to specifications, financial ability to meet the contract, previous performance, facilities and equipment, availability of repair parts, experience, delivery promise, terms of payments, compatibility as required, other costs, and other objective and accountable factors which are reasonable. When bids are equal, local vendors shall be favored. 17. Unless Special Terms and Conditions of the bid specify otherwise, the City of Gadsden reserves the right to make an award in whole or part to one or more bidders whenever deemed necessary and in the best interest of the City. 18. The successful bidder agrees, by entering into this contract, to defend, indemnify, and hold the City of Gadsden harmless from any and all causes of action or claims of damages arising out of or related to bidder's performance under this contract. 19. All items bid will be inspected by a representative of the City of Gadsden upon delivery to ascertain compliance with the specifications. Items not in compliance with the specifications will be rejected until proper remedial measures are taken to assure compliance. 20. Bidders may be disqualified and bid proposals may be rejected for any of (but not limited to) the following causes: a. Failure to use the bid forms furnished by the City of Gadsden. b. Lack of signature by an authorized representative on the bid form. c. Failure to properly complete the bid form. d. Evidence of collusion among bidders. e. Unauthorized alteration of the bid form. 21. The City of Gadsden assumes no legal liability to purchase items or services under any contract unless funds are appropriated for that particular fiscal year. 3

6 22. The City reserves the right to terminate, without cause, any award made as a result of this bid solicitation by providing a thirty (30) day letter of cancellation notification to the successful bidder. Failure on the part of the successful bidder to comply with all terms and conditions of this bid shall give cause for the City of Gadsden to terminate the award immediately, and to relieve the City of any and all legal obligations associated with the award. In the event the bidder cannot comply with the terms and conditions of a bid on a particular item or transaction the City reserves the right to obtain the particular item from other vendors. 23. The City of Gadsden is to be protected against any increase above the price in the bid. Any bid containing an "Escalator Clause" will not be considered unless so stipulated in the Special Terms and Conditions. 24. In accordance with the Alabama Competitive Bid Law, as amended, the City of Gadsden may enter into multi-year leases, purchase, and lease purchase contracts for the acquisition of goods, supplies, materials and all other types of personal property, real property and services for a period not to exceed three years with the following provisions: a) Prices quoted shall be effective for (1) year beginning from the date of award, unless otherwise stipulated, with the option to renew for two additional one-year periods. Renewals will require mutual agreement with both the City and the award vendor with the bid price remaining the same. b) Contracts may provide for automatic renewal unless positive action is taken by the City of Gadsden to terminate such contract, and the nature of such actions shall be determined by the City of Gadsden and specified in the contract. 25. The City of Gadsden will not be responsible in the event the U.S. Postal Service or any other courier system fails to deliver the proposal to the City of Gadsden, office of the City Clerk, by the deadline stated in the bid request. 26. The vendor/bidder/contractor agrees to comply fully with the Americans With Disabilities Act and will indemnify and hold harmless the City of Gadsden from all costs, including but not limited to damages as well as attorney's fees and staff time, in any action or proceeding brought alleging a violation of the American With Disabilities Act. 27. City Ordinances mandate that anyone who transacts business within the city limits of Gadsden by one or all of the following situations is subject to obtain a City of Gadsden business license. 1. A physical location within the City. 2. A representative of your company calls on customers or solicits business within the City. 3. Merchandise is delivered into the City on a vehicle other than by common carrier. UPON SUBMISSION OF A PROPOSAL, I HEREBY CERTIFY THAT I HAVE READ AND UNDERSTAND THESE INSTRUCTIONS AND AFFIRM THAT I HAVE NOT BEEN IN ANY AGREEMENT OR COLLUSION AMONG BIDDERS OR PROSPECTIVE BIDDERS IN RESTRAINT OF FREEDOM OF COMPETITION. UPON AWARD OF THIS BID, I WILL NOT SUBSTITUTE ANY ITEM ON THIS BID UNDER ANY CIRCUMSTANCES. I ALSO UNDERSTAND THAT THE GENERAL TERMS & CONDITIONS ARE STANDARD AND THAT ANY CONTRADICTING REQUIREMENTS OF THE SPECIAL TERMS AND CONDITIONS OR REQUEST FOR BIDS SUPERSEDE THESE GENERAL TERMS & CONDITIONS. 4

7 Purchasing Department SPECIAL TERMS AND CONDITIONS Bid Number Purpose: Bid Number: 3178 Bid Documentation: From the left menu choose: (City Departments / Purchasing / Bids). Click bid number for Bid Request. Bid Bond: A Bid Bond in the amount of $1000 has been set for this bid. (Reference: Item 13. General Terms and Conditions.) All bonds presented in the form of a postal money order, certified check or cashiers check shall be returned after the award vendor has been named and accepted by the proper approval authority (generally within 30 days of bid award). Bid Notification: Request for Bid notifications were mailed on a standard size post card and notification sent to the current address on file. Please forward all address changes or corrections to smcnair@cityofgadsden.com. Vendor applications are available on our website, From the left menu choose: City Departments / Purchasing / Forms. Contact Information: Questions regarding the Request for Bid proposal and internet access should be directed to the City of Gadsden, Purchasing Department, Attn: Sharon McNair. For prompt attention and response to your questions, please requests to smcnair@cityofgadsden.com. Contact Information / Specifications: Questions regarding bid specifications should be directed to the Gadsden Public Library, Amanda Buckner Jackson, Director. For prompt attention and response to your questions, please requests to. amanda@gadsdenlibrary.org Contract Period: The contract will be awarded and commence on or after October 1, Bid pricing shall remain in effect until project completion. Proposal Schedule: To be considered, bid proposals must arrive prior to the bid opening either in person or by mail and directed to the City Clerk s office as stated in the cover page of the bid document. Maintenance Renewal: Requirement 2-year maintenance agreement with annual renewal options must be offered. Notice of Award: Proposals received will be evaluated and the lowest responsible bid determined by the City. Written notification will be forwarded to the respective single award vendor. Taxes: The City of Gadsden is exempt from sales tax. 5

8 Gadsden Public Library SPECIFICATIONS Purpose: Bid Number: 3178 SCOPE: The purpose of this bid is to secure a RFID (Radio Frequency Identification) inventory / checkout system for the following Gadsden Public Library locations. Equal alternatives or modifications of equal performance will be accepted. Gadsden Public Library - Main Branch 254 College Street Gadsden, Alabama Gadsden Public Library - Hoyt Warsham Alabama City Branch 2700 West Meighan Boulevard Gadsden, Alabama Gadsden Public Library - East Gadsden Branch 921 Wilson Avenue Gadsden, Alabama Management System Required Products / SPECIFICATIONS: 150,000 RFID Book Tags 6000 RFID Complete Coverage DVD / CD Tags 1 Conversion Station Rentals for 2 months 2 - Desktop Self Check Stations (No bill pay methods included) 1 - Handheld Inventory System 9 - Staff Workstations 1 2 Aisles Security Gate 2 1 Aisle Security Gate 2 Year Maintenance Agreement with Renewal Options (Computer equipment and security gates) List separately any additional software required to run workstations, inventory system and security gates. Proposal must include detailed breakdown of general components list, item numbers and pricing required to complete system. 6

9 Bid Number Additional Provisions Special Terms and Conditions for this bid include the following additional provisions: Delivery / Installation Schedule We anticipate bid award October 1, 2011 and product delivery by November and complete installation no later than December Delivery Charges Component pricing shall include all delivery charges. No additional delivery or shipping charges shall apply. All orders shall be F.O.B delivered. Product References References or specifications to name brands, catalog numbers, etc. are for identification purposes and not intended to eliminate or discourage the offering of substitute items which are equal to or exceed the specifications. Where applicable, all alternates or modifications to the bid specifications are subject to approval of the Management Information Systems department. Warranty Unless otherwise indicated, items furnished under this request must be new and covered by the manufacturer s new product warranty. All warranty information shall be included with each item. ALL ITEMS MUST BE BID 7

10 Bid Number Vendor Requirements Ability to Perform / Business References References must be submitted with the bid proposal and shall include the name, address and contact information of three (3) companies in which this type service has been provided or is presently under contract. The City reserves the right to utilize any other references other than what is provided by the bidder (Vendor Reference sheet Page 10). Insurance The Vendor shall have in full force and effect a worker s compensation policy with statutory limitations and a comprehensive public liability and property damage policy insuring against loss, damage, or liability for personal injury, death, or damage to property arising out of or in connection with the Contractor s installation portion of this agreement, with minimum limits of liability of $1,000, for the personal injury to or death of each person, and $1,000, for personal injury to or death of two or more persons in each occurrence or event and a minimum limit of $1,000, for the damage to property resulting from each occurrence or event. Certification of Insurance must be included with proposal. Indemnify and Hold Harmless The Bidder shall indemnify and hold harmless the City of Gadsden or any subdivision thereof, its officers and employees, from all suits, actions, or claims of any character brought because of any injuries or damages received or sustained by any person, persons, or property on account of said Bidder, or because of any act or omission, neglect or misconduct of said Bidder; or because of any claims or amounts arising or recovered under the Workmen s Compensation Act or any other law, ordinance, order, or decree. Or any and all expenses related to claims or lawsuits resulting from the above, including court costs and attorney(s) fees, or any and all penalties and damages incurred by reason of contractor s failure to obtain any permit or license under, or comply with any applicable laws, ordinances, or regulations. Liens Because this is a public purchase, contractor shall hold the City harmless from any claimants supplying labor or materials to the contractor in the performance of the work required under this contract. Responsibility for materials & equipment stored on-site The Contractor shall be solely responsible for any loss of or damage to any of the Contractor s materials, supplies or equipment, which are placed or stored at the operations site. Damage to City Property The Contractor will be responsible for all damages or losses, caused by its employees, to all Cityowned property. All damages and losses shall be promptly corrected at no expense to the City. 8

11 City of Gadsden, Alabama Gadsden Public Library Mandatory Bid Form BID Number 3178 Project (Purpose): Bid Number: 3178 Item (Total from components list ) Bid Price Freight/Shipping Charges Installation Annual Service Agreement (24 mo/computer Equipment & gates) Bid Total BY SUBMITTING A BID PROPOSAL, I HEREBY CERTIFY THAT I HAVE READ AND UNDERSTAND THESE INSTRUCTIONS AND AFFIRM THAT I HAVE NOT BEEN IN ANY AGREEMENT OR COLLUSION AMONG BIDDERS OR PROSPECTIVE BIDDERS IN RESTRAINT OF FREEDOM OF COMPETITION. UPON AWARD OF THIS BID, I WILL NOT SUBSTITUTE ANY ITEM OR SERVICE ON THE BID UNDER ANY CIRCUMSTANCES. I ALSO UNDERSTAND THAT THE GENERAL TERMS AND CONDITIONS ARE STANDARD AND THAT ANY CONTRADICITING REQUIRMENTS OF THE SPECIAL TERMS AND CONDITIONS OR REQUEST FOR BIDS SUPERSEDE THE GENERAL TERMS AND CONDITIONS. Gadsden Public Library Bid Number 3178 Purpose / Bid Number Signature of Bidder Company Name Name of Bidder (typed or printed) Street Address Title of Bidder City, State, Zip Mailing Address Federal Tax ID Number Area Code & Telephone No Fax 9

12 City of Gadsden, Alabama Gadsden Public Library Bid Number 3178 Vendor References (Must be included with bid proposal) Name: Address: City / State: Point of Contact: Phone/Fax: Name: Address: City / State: Point of Contact: Phone/Fax: Name: Address: City / State: Point of Contact: Phone/Fax: 10

13 Gadsden Public Library Bid Number 3178 Proposal Check List Bid Bond Included ($1000) YES NO Verification of Insurance YES NO Components / Price List YES NO Equipment Delivery by November 2011 / Install by December 2011 YES NO 24mo Annual Service Agreement YES NO 11

14 Gadsden Public Library Bid Number Vendors Company Name Address State Zip Code Phone ENVISIONWARE INC 1566 SILO ROAD YARDLEY, PA INTEGRATED TECHNOLOGY GROUP 5000 MILLER COURT EAST NORCROSS, GA LIBRAMATION STREET NW EDMONTON, AB CANADA, CN T5L TECHLOGIC 1818 BUERKLE ROAD WHITE BEAR LAKE, MN M LIBRARY SYSTEM 3M CENTER BUILDING ST PAUL, MN

15 Bid Number 3178 Vendor Label Sheet Bid Vendor Class: M LIBRARY SYSTEM 3M CENTER BUILDING N 14 ATTN JEFF ALLEN ST PAUL, MN TECHLOGIC 1818 BUERKLE ROAD ATTN THOMAS LOY / BID DEPT WHITE BEAR LAKE, MN ENVISIONWARE INC 1566 SILO ROAD ATTN EMMETT ERWIN YARDLEY, PA INTEGRATED TECHNOLOGY GROUP 5000 MILLER COURT EAST ATTN JONATHAN SEITZ NORCROSS, GA LIBRAMATION STREET NW FRANK MUSSCHE / BIDS EDMONTON, CN T5L 1 H7 Bid 3178 RFID BASED LIBRARY MGMT SYSTEM OPEN Sept 13, 2011 USPS Inside VENDOR A A A A A NAME 3M LIBRARY SYSTEM ENVISIONWARE INC LIBRAMATION TECHLOGIC INTEGRATED TECHNOLOGY 13

16 City of Gadsden, Alabama The City of Gadsden, Alabama is currently accepting proposals for City of Gadsden Public Library Bid Number 3178 Bid responses will be accepted until Tuesday, September 13, :00 p.m. Central Standard Time (CST) Bid Instructions & Specifications are located on our website Left Menu: Click City Departments, Purchasing, Bids/Contracts Click on Bid Number for Document / Tabulations will be posted Questions? Contact the Purchasing Department Ph Mon - Fri 8:00 am - 4:30 pm