city of baton rouge

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INVITATION TO BID

CITY OF BATON ROUGE PARISH OF EAST BATON ROUGE PURCHASING DIVISION

Supply & Installation of a 3M RFID System for the East Baton Rouge Parish Library

BID DUE DATE & TIME Date 10/17/13 11:00 AM

TITLE:

RETURN BID TO: PURCHASING DIVISION PO BOX 1471 100 ST. FERDINAND STREET ROOM 309 BATON ROUGE, LA 70802

FILE NO. 05487-13 RQ035039 Annual Contract: A13-93948 RFID TAGS & HANDHELD DEVICES

Purchasing Analyst – Tasha Ferguson Telephone – 225-389-3259 x 314 Email: [email protected]

CONTRACT PERIOD:

ONE YEAR FROM DATE OF AWARD Ad Dates: 9/23 & 9/30

VENDOR NAME

MAILING ADDRESS

REMIT TO ADDRESS

CITY, STATE, ZIP

TELEPHONE NO.

FEDERAL NUMBER

TAX

FAX NO.

ID

OR

SOCIAL

E-MAIL

SECURITY TITLE

AUTHORIZED SIGNATURE

PRINTED NAME

ENUMERATE ADDENDA RECEIVED (if any) _________________________ DELIVERY _________DAYS MAXIMUM AFTER RECEIPT OF ORDER F.O.B.: DESTINATION

-

TERMS: NET 30

ALL BLANKS ON THIS PAGE SHOULD BE COMPLETED TO AVOID REJECTION OF BID

The above signature on this document certifies that bidder has carefully examined the instructions to bidders, terms and specifications applicable to, and made a part of this solicitation. Bidder further certifies that the prices shown are in full compliance with the conditions, terms and specifications of this solicitation. No alterations, changes or additions are allowed on this solicitation, and no additional information, clarifications or other documents are to be included unless specifically required by the specification. Any errors in extensions of prices will be resolved in favor of unit prices submitted. 1

Pricing Sheet

The purpose of this bid is to purchase a RFID System complete with all equipment, software and installation for the East Baton Rouge Parish Library. This sealed bid will also establish a 1 year Annual Contract for the purchase of the supply items in section 2 labels listed on line one with an option to renew for an additional two (2), one year terms, not to exceed 36 months.  All items must be new and unused. No refurbished product will be accepted.  All prices for items shall include any shipping and handling.  These items will be an Annual Contract so they may be repurchased at the boxed quantity throughout the contract period. ***THIS HAS BEEN DEEMED AND APPROVED AS A PROPRIETARY BID. *** **ALL ITEMS BID MUST BE THE BRAND AND MODEL NUMBER SHOWN. ***

Items on Annual Contract:

These items will be an Annual Contract and may be repurchased at any boxed quantity throughout the contract period. Ref#

Description

Qty

Unit of Measure

Unit Price

Extended Price

1

3M ISO RFID Tag. Includes tags for multimedia cases.

900,000

EA

$ ___________

$_____________

1

EA

$ ___________

$_____________

1

EA

$ ___________

$_____________

Quantity Per Box ______________ 2

3M™ ISO Full Disc RFID Tag Quantity Per Box ______________

3

3M™ ISO Hub Marker Quantity Per Box ______________

4

3M™ Model 920 Mobile Staff Workstation

1

EA

$ ___________

$_____________

5

Model 804 DLA Digital Library Assistant (Handheld Inventory Device)

7

EA

$ ___________

$_____________

Section 1 Total Price

2

$ _____________

One Time Purchase Items Ref#

Description

Qty

Unit of Measure

Unit Price

Extended Price

6

3M Conversion Kits, Model 815, Includes pad and software.

10

EA

$ ___________

$_____________

7

3M R-Series Self-check, Model 8420 - Kiosk

20

EA

$ ___________

$_____________

8

3M Fines And Fees Basic. For payment of fines and fees Visa Debit Or Credit Card

23

EA

$ ___________

$_____________

9

3M Staff Workstation Model 895

95

EA

$ ___________

$_____________

10

3M RFID Detection System Model 9101, Direct Mount

2

EA

$ ___________

$_____________

11

3M RFID Detection System, Model 9102, Direct Mount

9

EA

$ ___________

$_____________

12

3M RFID Detection System, Model 9103, Direct Mount

2

EA

$ ___________

$_____________

13

3M RFID Detection System, Model 9104, Direct Mount

3

EA

$ ___________

$_____________

14

3M Model 1230 Disc Media Unlocker

23

EA

$ ___________

$_____________

15

3M Self-check System IRSS Check-in Model 2820 Plus For indoor use with receipt printer and LCD monitor

1

EA

$ ___________

$_____________

16

3M Self-check System IRSS Check-in Model 2822 Plus For outdoor use with receipt printer and LCD Monitor

1

EA

$ ___________

$_____________

17

3M Self-check System IRSS Staff Check-in Model 2830

3

EA

$ ___________

$_____________

18

Installation

EA

$ ___________

$_____________

Section 1 Total Price 3

$ __________

INSTRUCTIONS TO BIDDERS - SEALED BIDS Bidders are urged to promptly review the requirements of this specification and submit questions for resolution as early as possible during the bid period. Questions or concerns must be submitted in writing to the purchasing division during the bid period. Otherwise, this will be construed as acceptance by the bidders that the intent of the specifications is clear and that competitive bids may be obtained as specified herein. Protests with regard to the specification documents will not be considered after bids are opened. 1.

Read the entire bid, including all terms and conditions and specifications.

2.

Solicitations are mailed only as a courtesy. The City - Parish does not assume responsibility for failure of bidders to receive solicitations. Bidders should rely only on advertisements in the local newspaper, and should personally pick up solicitations and specifications. Full information may be obtained, or any questions answered, by contacting the Purchasing Division, Room 309, Municipal Building, 100 St. Ferdinand or by telephoning (225) 389-3259.

3.

The solicitation number, bidder's name, address and bid opening date should be clearly printed or typed on the outside of the bid envelope. Only one bid will be accepted from each bidder for the same job. Alternates will not be accepted unless specifically requested in the proposal. Submission of more than one bid or alternates not requested may be grounds for rejection of all bids by the bidder.

4.

The method of delivery of bids is the responsibility of the bidder. All bids must be received by the Purchasing Division, Room 309, Municipal Building, 100 St. Ferdinand St., Baton Rouge, Louisiana 70802 on or before the specified bid opening date and time. Late bids will not be accepted under any circumstances. The US Postal Service does not deliver to 100 St. Ferdinand St.

5.

After opening, bids may not be withdrawn for a period of sixty (60) days.

6.

The City Parish specifically reserves the right to evaluate bids and award items separately, grouped or on an all or none basis, to accept the bid which is in the best interest of the City parish, and to reject all proposals if that is in the best interest of the City Parish.

7.

Except for bids submitted through the www.bidx.com on-line bidding site, bids shall be accepted only on bid forms furnished by the City of Baton Rouge and Parish of East Baton Rouge Purchasing Division. Altered or incomplete bids (including non-acknowledgement of addenda issued, if any) , or the use of substitute forms or documents, shall render the bid non-responsive and subject to rejection.

8.

All bids must be typed or written in ink. Any erasures, strikeover and/or changes to prices should be initialed by the bidder. Failure to initial may be cause for rejection of the bid as non-responsive.

9.

All bids must be signed. Failure to do so shall cause the bid to be rejected as non-responsive.

10.

Where one or more vendor’s exact products or typical workmanship is designated as the level of quality desired or equivalent, the Purchasing Division reserves the right to determine the acceptability of any equivalent offered.

11.

Detailed factory specifications, illustrative literature and any deviations should be submitted with bid as required by the specifications or on the bid form. Representative samples shall be submitted upon request, if appropriate. Bidders proposing an equivalent brand or model should submit with the bid information (such as illustrations, descriptive literature, and technical data) sufficient for the City to evaluate quality, suitability, and compliance with the specifications in the solicitation.

12.

Written addenda issued prior to bid opening which modifies the bid shall become a part of the bid, and shall be incorporated within the purchase order and/or contract. Only a written interpretation or correction by Addendum shall be binding. Bidders shall not rely upon any interpretation or correction given by any other method. Failure to acknowledge receipt of addenda (if any) shall render the bid non- responsive and subject to rejection. 4

13.

For Printing proposals, artwork, dies and/or molds shall become the property of the City-Parish Government and must be returned to the Purchasing Division, Room 309, Municipal Building, 100 St. Ferdinand St., P. O. Box 1471, Baton Rouge, Louisiana 70821, upon completion of the order.

14.

All applicable chemicals, herbicides, pesticides and hazardous materials must be registered for sale in Louisiana by the Department of Agriculture, State of Louisiana, registered with the EPA and must meet all requirements of Louisiana State Laws. Bidders must submit product label, material safety data sheet and EPA registry number with bid. This information will be required on any subsequent deliveries if there is a change in chemical content or a different product is being supplied. Failure to submit this data may be cause for the bid to be rejected or the contract canceled.

15.

Delivery of items must be made on time to City - Parish final destinations within East Baton Rouge Parish. All freight charges shall be prepaid by vendor. Late deliveries or unsatisfactory performance may be cause to cancel the Purchase Order or contract.

16.

All bidders should submit with their bid, or have on file with the Purchasing Division, a City - Parish Business Profile Data Form. The Business Profile Data Form is available at the Purchasing Department section of the City of Baton Rouge website, www.brgov.com, or by calling the Purchasing Department at 225-389-3259.

17.

The State of Louisiana Code of Governmental Ethics places restrictions on awarding contracts or purchase orders to persons who are employed by any agency of the City - Parish Government, or any business of which he or his spouse has more than a twenty-five percent (25%) interest. The Code also prescribes other restrictions against conflict of interest and establishes guidelines to assure that appropriate ethical standards are followed. If any question exists regarding potential violation of the Code of Ethics, bidders should contact the Purchasing Division prior to submission of the bid. Any violation of the Code of Ethics shall be grounds for disqualification of bid or cancellation of contract.

18.

City - Parish purchases are excluded from state and local taxes.

19.

Acceptance of award by vendor, either in writing or by shipment of any article described herein, shall effectuate a contract between City - Parish and vendor for the materials described herein, and no additional conditions or amendments shall have any effect unless approved in writing by City - Parish.

20.

Bidders may attend the bid opening, but no information or opinions concerning the ultimate contract award will be given at the bid opening or during the evaluation process. Bids may be examined within 72 hours after bid opening. Information pertaining to completed files may be secured by visiting the EBR City Parish Purchasing office during normal working hours.

21.

The City - Parish is an equal opportunity employer, and does not discriminate against anyone on the basis of race, sex, creed, color, religion, national origin, ancestry, reprisal, disability, sexual orientation, marital status or political affiliation.

22.

In accordance with Louisiana Revised Statutes, a preference may be allowed for equivalent products produced, manufactured or grown in Louisiana and/or firms doing business in the State of Louisiana. Do you claim this preference if allowed? YES NO____. If this preference is claimed, attach substantiating information to the proposal to show the basis for the claim.

23.

Right To Audit Clause: The Contractor shall permit the authorized representative of the City-Parish to periodically inspect and audit all data and records of the Contractor relating to his performance under this contract.

24.

Terms and Conditions: This solicitation contains all terms and conditions with respect to the purchase of the goods and/or services specified herein. Submittal of any contrary terms and conditions may cause your bid to be rejected. By signing and submitting a bid, vendor agrees that contrary terms and conditions which may be included in their bid are nullified; and agrees that this contract shall be construed in accordance with this solicitation and governed by the laws of the State of Louisiana as required by Louisiana Law.

5

25.

In accordance with the provisions of LA. R.S. 38:2212.9, in awarding contracts after August 15, 2010, any public entity is authorized to reject the lowest bid from, or not award the contract to, a business in which any individual with an ownership interest of five percent or more has been convicted of, or has entered a plea of guilty or nolo contendere to any state felony crime or equivalent federal felony crime committed in the solicitation or execution of a contract or bid awarded under the laws governing public contracts under the provisions of Chapter 10 of this Title, professional, personal, consulting, and social services procurement under the provisions of Chapter 16 of Title 39 of the Louisiana Revised Statutes of 1950, or the Louisiana Procurement Code under the provisions of Chapter 17 of Title 39 of the Louisiana Revised Statutes of 1950.

26.

Certification of no suspension or debarment. By signing and submitting any bid for $25,000 or more, the bidder certifies that their company, any subcontractors, or principals are not suspended or debarred by the general services administration (GSA) in accordance with the requirements in OMB circular a-133. A list of parties who have been suspended or debarred can be viewed via the internet at http://www.epls.gov

FEDERAL CLAUSES, IF APPLICABLE. Anti-kickback clause. The contractor hereby agrees to adhere to the mandate dictated by the Copeland "anti-kickback" act Which provides that each contractor or subgrantee shall be prohibited from inducing, by any means, any person employed in the Completion of work, to give up any part of the compensation to which he is otherwise entitled. Clean air act. The contractor hereby agrees to adhere to the provisions which require compliance with all applicable Standards, orders or requirements issued under section 306 of the clean air act which prohibits the use under non-exempt Federal contracts, grants or loans of facilities included on the EPA list of violating facilities. Energy policy and conservation act. The contractor hereby recognizes the mandatory standards and policies relating to energy Efficiency which is contained in the state energy conservation plan issued in compliance with the energy policy and Conservation act (P.L. 94-163). Clean water act. The contractor hereby agrees to adhere to the provisions which require compliance with all applicable Standards, orders, or requirements issued under section 508 of the clean water act which prohibits the use under non-exempt Federal contracts, grants or loans of facilities included on the EPA list of violating facilities. Anti-lobbying and debarment act. The contractor will be expected to comply with federal statutes required in the anti-lobbying Act and the debarment act.

6

For Line Item 1-5 INSTRUCTIONS TO BIDDERS FOR ANNUAL CONTRACTS Bidders are urged to promptly review the requirements of these specification, terms and conditions and submit questions for resolution as early as possible during the bid period. Questions or concerns must be submitted in writing to the purchasing division during the bid period. Otherwise, this will be construed as acceptance by the bidders that the intent of the specifications, terms and conditions are clear and that competitive bids may be obtained as specified herein. Protests with regard to the specification, terms and conditions documents will not be considered after bids are opened. 1. Read the entire bid, including all terms and conditions and specifications. 2. This proposal is to establish firm prices for materials supplies and services for the contract period shown. Delivery shall be made or services provided as needed throughout the contract period, or as required by the specification. 2.

Quantities, if shown, are estimated only. Smaller or larger quantities may be purchased based upon the needs of the City-Parish. There is no guaranteed minimum quantity.

3.

The contract shall be firm through the period indicated on the cover sheet. Upon agreement of both the contractor and the City - Parish, the contract may be extended a second or a third year or other shortened specified time periods. Extension of the contract into the second or third time periods shall be made by letter on or before the expiration of the contract. Extension is only possible if all prices and conditions remain the same.

4.

Proposals are mailed only as a courtesy. The City - Parish does not assume responsibility for failure of bidders to receive proposals. Bidders should rely only on advertisements in the local newspaper, and should personally pick up proposals and specifications. Full information may be obtained, or any questions answered, by contacting the Purchasing Division, Room 309, Municipal Building, 100 St. Ferdinand or by calling (225) 3893259.

5.

The contract title, bidder's name, address and bid opening date should be clearly printed or typed on the outside of the bid envelope. Only one bid will be accepted from each bidder for the same job. Alternates will not be accepted unless specifically requested in the proposal. Submission of more than one bid or alternates not requested may be grounds for rejection of all bids by the bidder.

6.

The method of delivery of bids is the responsibility of the bidder. All bids must be received by the Purchasing Division, Room 309, Municipal Building, 100 St. Ferdinand, Baton Rouge, Louisiana on or before the specified bid opening date and time. Late bids will not be accepted under any circumstances.

7.

After opening, bids may not be withdrawn for a period of sixty (60) days.

8.

Bids shall be accepted only on proposal forms furnished by the City of Baton Rouge and Parish of East Baton Rouge Purchasing Division. The City - Parish will only accept bids from those bidders in whose names the proposal forms and/or specifications were issued. Altered or incomplete proposals, or the use of substitute forms or documents, shall render the bid non-responsive and subject to rejection. The entire proposal package, including the specifications and copies of any addenda issued shall be submitted to the Purchasing Division as the bid.

9.

All bids must be typed or written in ink. Any erasures, strikeover and/or changes to prices should be initialed by the bidder. Failure to initial may be cause for rejection of the bid as non-responsive.

10. All proposals must be signed. Failure to do so shall cause the bid to be rejected as non-responsive. 11. Where one or more vendor's exact products or typical workmanship is designated as the level of quality desired or equivalent, the Purchasing Division reserves the right to determine the acceptability of any equivalent offered. 12. If bidding other than specified, sufficient information should be enclosed with the bid in order to determine quality, suitability, and compliance with the specifications. Failure to comply with this request may eliminate your bid from consideration. If requested, literature and/or specifications must be submitted within seven (7) days.

7

13. Written addenda issued prior to bid opening which modifies the proposal shall become a part of the proposal for bid, and shall be incorporated within the purchase order and/or contract. Only a written interpretation or correction by Addendum shall be binding. Bidders shall not rely upon any interpretation or correction given by any other method. 14. For Printing solicitations, artwork, dies and/or molds shall become the property of the City - Parish Government and must be returned to the Purchasing Division, Room 309, Municipal Building, 100 St. Ferdinand, P. O. Box 1471, Baton Rouge, Louisiana 70821, upon completion of the order. 15. All applicable chemicals, herbicides, pesticides and hazardous materials must be registered for sale in Louisiana by the Department of Agriculture, State of Louisiana, registered with the EPA and must meet all requirements of Louisiana State Laws. Bidders must submit product label, material safety data sheet and EPA registry number with bid. This information will be required on any subsequent deliveries if there is a change in chemical content or a different product is being supplied. Failure to submit this data may be cause for the bid to be rejected or the contract canceled. 16. Delivery of items must be made on time to City - Parish final destinations within East Baton Rouge Parish. All freight charges shall be prepaid by vendor. 17. The City - Parish reserves the right to award items separately, grouped or on an all-or-none basis and to reject any or all bids and waive any informalities. 18. All bidders should submit with their bid, or have on file with the Purchasing Division, a City - Parish Business Profile Data Form. The Business Profile Data Form is available at the Purchasing Department section of the City of Baton Rouge website, www.brgov.com, or by calling the Purchasing Department at 225-389-3259. 19. The State of Louisiana Code of Governmental Ethics places restrictions on awarding contracts or purchase orders to persons who are employed by any agency of the City - Parish Government, or any business of which he or his spouse has more than a twenty-five percent (25%) interest. The Code also prescribes other restrictions against conflict of interest and establishes guidelines to assure that appropriate ethical standards are followed. If any question exists regarding potential violation of the Code of Ethics, bidders should contact the Purchasing Division prior to submission of the bid. Any violation of the Code of Ethics shall be grounds for disqualification of bid or cancellation of contract. 20. City - Parish purchases are exempt from state and local taxes. 21. The City - Parish reserves the right to terminate this contract prior to the end of the contract period on twenty-four (24) hours written notice for unsatisfactory performance. Termination under this paragraph shall not relieve either party of any obligation or liability that may have occurred prior to the effective date of termination. 22. The City - Parish is an equal opportunity employer. 23. In accordance with Louisiana Revised Statutes, a preference may be allowed for equivalent products produced, manufactured or grown in Louisiana and/or firms doing business in the State of Louisiana. Do you claim this preference if allowed? YES NO the claim.

. If this preference is claimed, attach substantiating information to the proposal to show the basis for

24. Right To Audit Clause: The Contractor shall permit the authorized representative of the City-Parish to periodically inspect and audit all data and records of the Contractor relating to his performance under this contract.

25. In accordance with the provisions of LA. R.S. 38:2212.9, in awarding contracts after August 15, 2010, any public entity is authorized to reject the lowest bid from, or not award the contract to, a business in which any individual with an ownership interest of five percent or more has been convicted of, or has entered a plea of guilty or nolo contendere to any state felony crime or equivalent federal felony crime committed in the solicitation or execution of a contract or bid awarded under the laws governing public contracts under the provisions of Chapter 10 of this Title, professional, personal, consulting, and social services procurement under the provisions of Chapter 16 of Title 39 of the Louisiana Revised Statutes of 1950, or the Louisiana Procurement Code under the provisions of Chapter 17 of Title 39 of the Louisiana Revised Statutes of 1950. 8

26. Certification of no suspension or debarment. By signing and submitting any bid for $25,000 or more, the bidder certifies that their company, any subcontractors, or principals are not suspended or debarred by the general services administration (GSA) in accordance with the requirements in OMB circular a-133. A list of parties who have been suspended or debarred can be viewed via the internet at http://www.epls.gov

FEDERAL CLAUSES, IF APPLICABLE. Anti-kickback clause. The contractor hereby agrees to adhere to the mandate dictated by the Copeland "anti-kickback" act Which provides that each contractor or subgrantee shall be prohibited from inducing, by any means, any person employed in the Completion of work, to give up any part of the compensation to which he is otherwise entitled. Clean air act. The contractor hereby agrees to adhere to the provisions which require compliance with all applicable Standards, orders or requirements issued under section 306 of the clean air act which prohibits the use under non-exempt Federal contracts, grants or loans of facilities included on the EPA list of violating facilities. Energy policy and conservation act. The contractor hereby recognizes the mandatory standards and policies relating to energy Efficiency which is contained in the state energy conservation plan issued in compliance with the energy policy and Conservation act (P.L. 94-163). Clean water act. The contractor hereby agrees to adhere to the provisions which require compliance with all applicable Standards, orders, or requirements issued under section 508 of the clean water act which prohibits the use under nonexempt Federal contracts, grants or loans of facilities included on the EPA list of violating facilities. Anti-lobbying and debarment act. The contractor will be expected to comply with federal statutes required in the antilobbying Act and the debarment act.

9

Additional Requirements for this Bid Termination for Cause: The City-Parish may terminate this Contract for default by giving the contractor written notice thereof, specifying with particularity each such default. After the first such notice of default, Contractor shall have ten (10) days after receipt of notice to cure or take reasonable steps to cure the default. If the contractor fails to cure or take reasonable steps to cure the default within such ten-day period, the CityParish may declare this Contract, as appropriate, terminated. In the event of a second notice of default, whether for the same or a different infraction of contractual obligations, the contractor will be given five (5) days to cure the default. If a third notice of default should become necessary, the contract may be terminated upon notification of said default. Termination for Convenience: thirty (30) days written notice.

The City-Parish may terminate this Agreement at any time by giving

Termination for Non-Appropriation Clause: Should the Invitation to Bid result in a multi-year contract, a non-appropriation clause shall be made a part of the contract terms as required by state statutes, allowing the City-Parish to terminate the contract for lack of appropriated funds on the date of the beginning of the first fiscal year for which funds are not appropriated.

 All items must be new and unused. No refurbished product will be accepted.  All prices for items shall include any shipping and handling.  These items will be an Annual Contract so they may be repurchased at the boxed quantity throughout the contract period.

10

CONTRACTOR'S AND SUB CONTRACTOR'S INSURANCE Contractor and any subcontractor shall carry and maintain at least the minimum insurance as specified below until completion and acceptance of the work. Contractor shall not commence work under this contract until certificates of insurance have been approved by the City-Parish Purchasing Division. Insurance companies listed on certificates must have industry rating of A-, Class VI or higher, according to Best's Key Rating Guide. Contractor is responsible for assuring that its subcontractors meet these insurance requirements. A

Commercial General Liability on an occurrence basis as follows: General Aggregate Products-Comp/Op Agg Personal & Adv Injury Each Occurrence Fire Damage (Any one fire) Med Exp

B.

Business Auto Policy Any Auto, or Owned, Non-Owned & Mired

$2,000,000 $ 1,000,000 $ 1,000,000 $ 1,000,000 $ 50,000 $ 5,000

Combined Single Limit $300,000

C.

Standard Workers Compensation - Full statutory liability for State of Louisiana with Employer's Liability Coverage.

D.

The City of Baton Rouge and Parish of East Baton Rouge must be named as additional insured on all general liability policies described above.

E.

Waiver of subrogation in favor of City of Baton Rouge and Parish of East Baton Rouge, is required from Workers Compensation Insurer.

F.

Certificates must provide for thirty (30) days written notice to Certificate Holder prior to cancellation or change.

G.

The Certificate Holder should be shown as: City of Baton Rouge and Parish of East Baton Rouge Attn: Purchasing Division Post Office Box 1471 Baton Rouge, Louisiana 70821

11

MANDATORY PRE-BID JOB SITE VISIT Interested bidders must inspect the job sites prior to bidding. The mandatory site visit time is scheduled for either: Date: Time: Contact:

Thursday, October 3, 2013 9:00 A.M. Mary Stein

Or Date: Time: Contact:

Monday, October 7th 2013 2:00 P.M. Mary Stein

Bidders only have to attend one of the Pre-bid Job Site Visit meetings scheduled above. Bidders are to meet at the Main Library located at 7711 Goodwood Blvd, Baton Rouge, in the boardroom on the second floor. Questions regarding the site visit may be directed to Tasha Ferguson 225-389-3259 Ext. 314.

Bidders must enclose this signed statement page with their quote.

This signed statement certifies that the vendor named below has visited the job site and is familiar with all conditions surrounding fulfillment of the specifications for this project.

__________________________________

EBRP Library Representative

Vendor’s Company Name

__________________________________

_____________________________

Vendor’s Signature

Mary Stein

12

____________ Date

AGREEMENT (sample) THIS AGREEMENT, made and entered into at Baton Rouge, Louisiana, effective this ________________, 20

day of

, by and between the City of Baton Rouge and Parish of East Baton Rouge

(hereinafter called "Owner") and __________________________________ (hereinafter called "Contractor"). The Contractor shall perform all work required by the Contract Documents for the following services: Supply All Equipment, Installation, Insurance and Training for A RFID Materials Tracking System. Annual Contract Number: Line Item 1-5 A13-93948 RFID TAGS AND HANDHELD DEVICES Contract Period One year from the date of the award. 1.

The following Contract Documents are all hereby made a part of this Agreement to the same extent as if incorporated herein in full: A. The Contractor's Proposal with all attachments. B. The Specifications and C. The following enumerated addenda:

2.

No amendment to this Contract shall be made except upon the written consent of the parties.

3.

Insurance and Indemnity requirements shall conform to those stated in the specifications.

4.

Contractor shall be paid an amount based on the following: Unit prices will be included and attached at award of contract in an EXHIBIT A

5.

RIGHT TO AUDIT: The contractor shall permit the authorized representative of the City-Parish to Periodically inspect and audit all data and records of the Contractor relating to his performance under this contract.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement effective as of the date first written above.

CITY OF BATON ROUGE

WITNESS:

AND PARISH OF EAST BATON ROUGE Owner

By Patti J. Wallace CPPB Title:

Director of Purchasing CONTRACTOR

WITNESS: By_________________________________ (Typed Name and Title) 13

Annual Contract Items BRAND ALLOWED: In accordance with RS 38:2212.F1, this specification has been approved as proprietary and only the brand(s) number(s) specified will be considered for award and no other brands are allowed.

 All items must be new and unused. No refurbished product will be accepted.  All prices for items shall include any shipping and handling.  These items will be an Annual Contract so they may be repurchased at the boxed quantity throughout the contract period. Item 1

ISO RFID Tags

The 3M ISO RFID tag is a 50mm x50mm pressure sensitive label on a silicone paper liner ISO 15693-3 and 18000-3 Mode 1 compliant tag that has a 1,024 bit memory chip that can contain unique information about the items they identify. These tags can be efficiently applied to library materials and enable the many benefits that are provided by the other components of the 3M RFID System.. The tags are wound on a single tag width roll. Tags form the foundation of our RFID system. When the RF signal emitted by an RF tag passes through an object its frequency can be altered, negatively Features: impacting the tag's performance. The tags’ antenna should perform well • Optimized for Library use when placed inside of typical library materials, such as hardcover books. • High performance They should be optimized and outperform those primarily designed for • Options for Disc Media non-library applications - even larger T x 3" tags. Manufacturer should perform testing to ensure that the tags we source will provide strong performance even after years of service.

Item 2

3M™ ISO Full Disc RFID Tag

Single Coil RFID Tag: 4.57” OD x 1.6” ID x 0.016” Thick (116mm OD x 41mm ID x 0.4mm) pressure sensitive label on a silicone paper liner. The integrated circuit is a 13.56 MHz 1024 bit memory design that is ISO 15 693, ISO 18 000-3 Mode 1 compliant

Item 3

3M™ ISO Hub Marker

Round marker is provided as circular pressure sensitive label on a silicon paper liner and is applied to hub of a CD or a DVD disk. The integrated circuit is a 13.56 MHz 1024 bit memory design that is ISO 15 693, ISO 18 000-3 Mode 1 compliant

14

Item 4

3M™ Model 920 Mobile Staff Workstation

The 3M™ Mobile Staff Workstation allows your staff to separate from the circulation desk and assist customers anywhere inside the library and even outside the library within reach of your wireless network. Additionally, this unit can be easily used to confirm a security status of an item that may have set off the detection alarm. The Mobile Staff Workstation allows your staff to be completely mobile and provide better service to customers. Other features of the Mobile Staff Workstation include: Store and forward transactions Process both barcode and RFID items Connect via SIP over the wireless network

Item 5

DLA Digital Library Assistant Model 804 (Handheld Inventory Device)

The Model 804 Digital Library Assistant (DLA) is a cordless, lightweight, hand-held RFID reader that simplifies many valuable collection and shelf management tasks. It has features that make it effective in real-world settings. The antenna of the DLA, gives it the ability to reliably read items that are four to five inches away enabling Library staff to perform collection management tasks while slowly walking by a shelf of materials. Using the DLA our staff could slowly walk by a shelf of materials and be notified through audio and visual cues whenever the device detects an item that is out of place or that needs to be removed for weeding. The ability of the DLA to easily perform several tasks simultaneously means that we can now perform tasks that might otherwise be too difficult or time consuming to do because of the tremendous labor involved. Tasks that can be accomplished while using the DLA include: Identify Status of Library Materials Collection of Data Shelf-Reading Pulling Items Shelving Finding Items Assistance Searching The Digital Data Manager comes with the DLA. This software and a memory card reader that accepts information downloaded from our circulation database and writes it to a memory card, which the user loads into the DLA. This enables our staff to perform shelf-reading, item searching, weeding, and other tasks in the stacks without the need for a live connection to our ILS. This eliminates paper reports, running back and forth between a circulation system terminal and problems caused by poor wireless connections - maximizing staff productivity.

15

Specifications:

One Time Purchase Items BRAND ALLOWED: In accordance with RS 38:2212.F1, this specification has been approved as proprietary and only the brand(s) number(s) specified will be considered for award and no other brands are allowed.

 All items must be new and unused. No refurbished product will be accepted.  All prices for items shall include any shipping and handling.  All items should include initial Training and 12 month service agreement. Item 6

R-Series Self-check, Model 8420 - Kiosk

The 3M R-Series SelfCheck™ emulates the procedures that librarians use to process materials. Customers interact with the system using a 3M TouchSystems™ LCD touch screen, which displays easy to understand instructions. Audible and visual feedback then leads customers through every step of the process. 90% of customers who use a 3M SelfCheck™ for the first time are able to successfully checkout items on their own - without the need for any staff intervention

Features: • Delivers high usage • Contemporary design • Flexible configuration

3M R-Series SelfCheck™ Systems come in a variety of form factors and provide a variety options that help us to optimize the system for use in our library. Examples of this flexibility include the ability to: • Process items with barcodes and RFID tags in the same circulation transaction • Simultaneously process multiple RFID-tagged items • Customize graphics, text, and receipts • Print or email receipts • Use up to four different languages, out of 44 that are available • Work when your ILS, or network is down • Be deployed for checkout or check-in • Use 3M supplied furniture or the Library's own 3M SelfCheck™ Systems run on the new 3M™ SelfCheck™ QuickConnect Interface which offers numerous new onscreen features that encourage customer discovery and increase circulation. The new interface walks the customer through the checkout process step by step via easy-to-understand graphics, prompts and instructions. And, the QuickConnect Interface was designed to be self evident and very easy to use (for both staff and customers) with a similar user interface to a smartphone or tablet. The 3M™ System™ QuickConnect Interface has a 19" screen that comes standard with all of the SelfCheck™ System units. Touch screen technology allows customers to truly interact with the self-checkout system via easy-to-see icons, prompts, and addition visual and audible cues. Customers can open various icons with a light touch, instead of having to continuously tap hard on the monitor for icons to open. 16

Specifications: Item 7

Conversion Kits, Model 815, Includes pad and software.

For converting to a library RFID system is the 3M™ USB-Powered Conversion Station Kit Model 815. This system is easy to use, can be placed on a cart for portability, and also is USB powered making it convenient for almost any location.

Item 8

Fines And Fees Basic. For payment of fines and fees Visa Debit Or Credit Card

Fines and fees self-service processing is an important element to obtaining high usage rates, as well as reducing the amount of time staff spends on item processing. Fines and Fees are an integrated payment system that utilizes the intuitive user interface of the 3M SelfCheck™ System. This user interface was developed in conjunction with the 3M Human Factors Engineering Department to maximize first-time user success. And, the system doesn't require the customer to initiate a separate session to complete a payment transaction. The Basic Fines and Fees option gives our customer the ability to pay fines and fees using credit card or debit card at the SelfCheck™ System unit. System should also include a credit card reader and merchant bank connectivity software with this option. The Flexible Fines and Fees option gives our customer the ability to pay fines and fees using cash at the SelfCheck ™ System unit. This option is to include a Jamex Cash Box and software.

17

Specifications: Item 9

Staff Workstation Model 895

The 3M 896 Enhanced Pad Staff Workstation is a staff workstation that can also be leveraged as a tag conversion station because it comes equipped with the full suite of application software needed to perform both processes. The conversion software that comes with this unit allows tagging of over 200 items per hour enabling you to easily tag new acquisitions and any items not tagged during the initial conversion -enabling us to avoid the expense of having to purchase dedicated conversion stations for ongoing use. The workstation is dual functional, capable of processing barcodes and RFID tags in the same circulation transaction, which allow the user to gradually migrate to RFID. The hardware features a unique, slightly curved pad design that improves ergonomics enabling our staff to easily slide materials on and off the pad for processing.

Features: • Ergonomic design • Includes conversion software at no extra cost

18

Specifications: Item 10 - 13 The 3M RFID Detection System Model 9100 utilizes the latest RFID technology to provide enhanced detection performance to help secure valuable library materials that have been marked with 3M RFID tags. The system features a contemporary, clear design and it is the newest addition to 3M's family of RFID detection systems. Features of the Model 9100 include: •

•

Ability to be placed in closer proximity to metal (such as metal doorframes) than other high-performance RFID security gate designs Can configure system to alarm only when customers are exiting the Library with materials that have not been checked out, reducing false alarms

•

Adjustable audio alarms and visual alarms that can display a range of colors

• •

Ability to operate even when your ILS or network is down Ability to identify those items that have been removed from your Library without having been properly checked out

•

Directional customer counters that provide accurate counts of customer visits

Item 10

RFID Detection System Model 9101, Direct Mount Single Isle Detection system

Item 11

RFID Detection System, Model 9102, Direct Mount Double Isle Detection system

Item 12

RFID Detection System, Model 9103, Direct Mount Triple Isle Detection system

Item 13

RFID Detection System, Model 9104, Direct Mount Four Isle Detection system

19

Specifications: Item 14

Disc Media Unlocker IDMU Model 1230

The new 3M™ Model 1230 Disc Media Unlocker is fast and easy to use. It allows our customers to unlock materials protected in locking cases without the need for staff assistance. Customers view simple instructions on the 3M SelfCheck™ System unit display screen that guides them through the checkout process. If any checked-out items are secured in a locking case, the system prompts the customer to insert these items into the integrated unlocker. Our intelligent unlocker quickly verifies that the item inserted is successfully checked out. The devise then unlocks the item and returns it to the customer.

Item 15

Self-check System IRSS Check-in Model 2820 Plus For indoor use with receipt printer and LCD monitor Product includes scanner, cables, brackets, system and user interface software.

20

Specifications: Item 16

Self-check System IRSS Check-in Model 2822 Plus For outdoor use with receipt printer and LCD Monitor Product includes scanner, cables, brackets, system and user interface software.

Item 17

Self-check System IRSS Staff Check-in Model 2830

Product includes scanner, cables, brackets, system and user interface software. The Intelligent Return Staff workstation is used by staff to check-in items in the staff work area. This system checks items in quickly, has a reversible belt that allows libraries to reject items based on predetermined criteria,

Item 18 Installation  Vendor must include all installation, project management and any preinstallation charges to insure this is a turnkey project.  Vendor shall leave the installation area clean and is responsible for the removal of all packing materials.  Staff shall be trained on the use of all equipment.  The vendor will be responsible for getting the equipment to the correct location for installation.  The chart below details where each piece of equipment should be installed.

21

Specifications: Products to be delivered and installed as shown on the chart below: East Baton Rouge Parish Library Delivery Instructions for RFID Equipment Handheld

Conversion

3M

Staff

Media

Fines &

Workstation

Detection

Detection

Detection

Detection

Unlocker

Tags

Inventory

Kits

SelfCheck

ISO RFID

804

815

8420

Fees

895

Sys 9101

Sys 9102

Sys 9103

Sys 9104

Item

Item

Item

Item

Item

Item

Item

Item

Item

1

5

6

7

8

9

10

11

12

900,000

7

10

3

22

1

1

4

3

3

8

1

1

5

1230

IRSS 2820 Plus

IRSS 2822 Plus

IRSS Staff 2830

Item

Item

Item

Item

Item

13

14

15

16

17

3

1

1

3

Location:

Main Library 7711 Goodwood Blvd. Baton Rouge, LA 70806 Contact: Mary Stein (225) 231-3710

Baker Branch

2

1

3501 Groom Road Baker, LA 70714 Contact: Ashley Broussard (225) 778-5950

Bluebonnet Regional

1

3

9200 Bluebonnet Blvd. Baton Rouge, LA 70810 Contact: Melinda Newman (225) 763-2280 Carver Branch 720 Terrace St. Baton Rouge, LA 70802 Contact: Brandon Reilly (225) 389-7440

22

2

1

Specifications: Products to be delivered and installed as shown on the chart below: East Baton Rouge Parish Library Delivery Instructions for RFID Equipment Handheld

Conversion

3M

Staff

Media

Fines &

Workstation

Detection

Detection

Detection

Detection

Unlocker

Tags

Inventory

Kits

SelfCheck

ISO RFID

804

815

8420

Fees

895

Sys 9101

Sys 9102

Sys 9103

Sys 9104

Item

Item

Item

Item

Item

Item

Item

Item

Item

1

5

6

7

8

9

10

11

12

2

2

5

1

1

5

1

1

5

1

1

6

1230

IRSS 2820 Plus

IRSS 2822 Plus

IRSS Staff 2830

Item

Item

Item

Item

Item

13

14

15

16

17

Location:

Central Branch

1

2

11260 Joor Road Baton Rouge, LA 70818 Contact: Heather Harrison (225) 262-2640 Delmont Gardens Branch

1

1

3351 Lorraine Street Baton Rouge, LA 70805 Contact: Melissa Bradley (225) 354-7040 Eden Park Branch

1

1

5131 Greenwell Springs Rd. Baton Rouge, LA 70814 Contact: Dorothy Thomas (225) 231-3240 Fairwood Branch Library 12910 Old Hammond Hwy Baton Rouge, LA 70816 Contact: Lauren Tomlin (225) 924-9380

23

1

Specifications: Products to be delivered and installed as shown on the chart below: East Baton Rouge Parish Library Delivery Instructions for RFID Equipment Handheld

Conversion

3M

Staff

Media

Fines &

Workstation

Detection

Detection

Detection

Detection

Unlocker

Tags

Inventory

Kits

SelfCheck

ISO RFID

804

815

8420

Fees

895

Sys 9101

Sys 9102

Sys 9103

Sys 9104

Item

Item

Item

Item

Item

Item

Item

Item

Item

1

5

6

7

8

9

10

11

12

2

2

8

3

3

7

1

1

4

1

1

5

1230

IRSS 2820 Plus

IRSS 2822 Plus

IRSS Staff 2830

Item

Item

Item

Item

Item

13

14

15

16

17

Location: Greenwell Springs Road Regional 11300 Greenwell Springs Road

2

2

Baton Rouge, LA 70814 Contact: Geralyn Davis (225) 274-4480 Jones Creek Regional

1

3

6222 Jones Creek Road Baton Rouge, LA 70817 Contact: Yvonne Hull (225) 756-1145 Pride/Chaneyville Branch

1

1

13600 Pride Port Hudson Pride, LA 70770 Contact: Jeanne Mixson (225) 658-1580 River Center Branch 120 St. Louis Street Baton Rouge, LA 70802 Contact: Allison Cooper (225) 389-4967

24

2

1

Specifications: Products to be delivered and installed as shown on the chart below: East Baton Rouge Parish Library Delivery Instructions for RFID Equipment Handheld

Conversion

3M

Staff

Media

Fines &

Workstation

Detection

Detection

Detection

Detection

Unlocker

Tags

Inventory

Kits

SelfCheck

ISO RFID

804

815

8420

Fees

895

Sys 9101

Sys 9102

Sys 9103

Sys 9104

Item

Item

Item

Item

Item

Item

Item

Item

Item

1

5

6

7

8

9

10

11

12

1

1

5

1

1

2

2

6

1

2

20

23

95

1230

IRSS 2820 Plus

IRSS 2822 Plus

IRSS Staff 2830

Item

Item

Item

Item

Item

13

14

15

16

17

1

1

3

Location:

Scotlandville Branch 7373 Scenic Highway Baton Rouge, LA 70807 Contact: Kelley Young (225) 354-7580 Zachary Branch 1900 Church Street Zachary, LA 70791 Contact: Veronica Lindsey (225) 658-1840

Total Quantity

900,000

7

10

25

2

9

2

3

23

AFFIDAVIT

STATE OF LOUISIANA PARISH OF EAST BATON ROUGE BEFORE ME, the undersigned authority, personally came and appeared

who, being duly sworn did depose and say: That he is a duly authorized representative of ___________________________________________ receiving value for services rendered in connection with the Supply all equipment, installation and training of a RFID materials tracking system. a public project of the City of Baton Rouge, Parish of East Baton Rouge, Louisiana: that he has employed no person, corporation, firm, association, or other organization, either directly or indirectly, to secure the public contract under which he received payment, other than persons regularly employed by him whose services in connection with the construction, alteration, or demolition of the public building or project or in securing the public contract were in the regular course of their duties for him; and that no part of the contract price received by him was paid or will be paid to any person, corporation, firm, association, or other organization for soliciting the contract, other than the payment of their normal compensation to persons regularly employed by him whose services in connection with the construction of the public building or project were in the regular course of their duties for him. This affidavit is executed in compliance with the provisions of LA R.S. 38:2224.

Affiant's Signature

SWORN TO AND SUBSCRIBED before me, on this _________ day of _______________ 2013. Baton Rouge, Louisiana.

NOTARY PUBLIC

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