CITY OF DALLAS
Request for Sealed Competitive Proposal (RFCSP) FOR
LIBRARY SCANNING SYSTEM DALLAS PUBLIC LIBRARY BHZ1505 DEADLINE 1/21/15
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City of Dallas Library Department RFCSP Library Scanning System GENERAL The City of Dallas (City) is soliciting proposals from entities to provide a turnkey Library Scanning System for implementation in 28 Library facilities, for a total of 32 kiosks, to include installation, user training, technical support, software and operating system upgrades and minimum 36 month maintenance agreement. The scanning system will be made available to the general public for the purpose of providing customers with the ability to scan Library specific and various other document types into a digitized format and/or print duplicate copies.
PURPOSE The purpose of the Library Scanning System is to provide customers of the Dallas Public Library with the ability to scan Library specific and various other document types into a digitized format and/or print duplicate copies.
EQUIPMENT SPECIFICATIONS SCAN /PRINT/COPY/FAX SYSTEM INCLUDES: - Color Flatbed Book Edge Scanner : o Scans and copies without hurting book spines o Automatic alignment of scanned document o Light Source: Light emitting diode, white (L.E.D) o Large format scanning bed (A3; 11.8” x 17” scan area) o Ultra‐high‐speed color scanning, B&W, grayscale o Scans at up to 600 dpi optical resolution and optical character recognition o Minimum 5,000 page daily scanning volume - All-in-one PC & LCD touch screen o 15”-22” Touch Screen LCD Monitor o Minimum 6 high speed USB 2.0 interface ports o Minimum 2 RS 232 ports o Minimum Intel Core i3 3.3 GHz i3-3220 processor o Minimum 2GB 1333Mhz DDR3 RAM o Minimum 320GB hard disk drive o Minimum one (1) Gigabit Ethernet port o Minimum Windows 7 Professional o Wireless kit (802.11b/g/n) o Anti-Virus Software - Application software interface for easy scanner control - Supports saving/sending images wirelessly, SSL/https and URL encrypted to: o Print compatibility with existing Library print management system (EnvisionWare’s LPT:One) Page 2 of 14 Rev. 1 - 07/30/14 Doc#BDPS-FRM-135
USB Email Smartphone (iOS, Android, Windows) Tablet (e.g. Android, iOS, etc.) Cloud storage providers (e.g. Google Drive, OneDrive, Dropbox, etc.) Library network folder (accessible by staff only) Fax (without the use of an isolated telephone line and new/individual contract for faxing service) Output formats: PDF, Searchable PDF, JPEG, PNG, Rich Text Format (RTF), DOC, TIF o PDF formats to include: PDF/A, PDF/MRC, Encrypted PDF Real‐time image editing with option to revert to original (e.g. crop, enlarge, adjust exposure, rotate, modify/split scan into separate page) Automatic border recognition and removal Ability to interface with existing Library PC print control software m (EnvisionWare’s LPT:One) Supports copy card reader systems and coin machines with existing ITC, Jamex and EnvisionWare software Scan progress indicator with scanner interactive display screen Multilingual, optical character recognition software must be comparable to specifications of industry leading providers (e.g. ABBYY, OmniPage, etc.). Software licenses, remote software updates for all systems and all software packages will be the responsibility of selected vendor Operating system updates will be the responsibility of selected vendor o o o o o o o
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SYSTEM CUSTOMIZATION REQUIREMENTS: - Touch screen interface should include customizable layout, design, icons, text (interchangeable size and multilingual) - Administrative level access to a web-based reporting tool for the collection and manipulation of data based on usage of scanning system(s). Automatic usage reports generated at specified intervals. - Ability to configure payment options and charges per desired image destination - Rated life of the scanner must be disclosed. - Shipping & Handling included in final proposed cost SECURITY: - Scan/copy/print/fax(ed) documents/images, credentials (customer information) should not be stored in system for more than 24 hours - Password/PIN (encrypted) capability to secure primary functionality settings/features and log-in as administrator - Disabled USB/external keyboard recognition SUPPORT: - Hardware setup/assembly/installation, instruction guide, operation manuals. Software user’s manuals. - Standard web/phone assisted installation and training. A technical support number should be listed in the documentation. - Vendor should be able to remote in to assist with set-up, maintenance and troubleshooting.
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MAINTENANCE REQUIREMENTS Vendor must provide a maintenance agreement, covering all equipment and software purchased; to be initiated after vendor receives notice to proceed and continue up to two (2) years (unless specifically noted in the below requirements) after all system parts and stages of integration have been deemed by City as fully operational. The maintenance agreement must include, but not limited to, the following: -
One (1) year complete warrant on equipment and parts Training for all applicable Library staff upon implementation/installation Two (2) year equipment replacement if determined to be inoperable or cannot be repaired onsite by vendor technician (vendor will pay all shipping costs) Two (2) year replacement of other faulty and warranty parts (e.g. scanner bulb, keyboard, mouse, etc.) Five (5) year software, operating system and documentation updates, including major releases deployed by selected vendor Two (2) year on‐site equipment repair as needed Two (2) year remote technical support via the internet to diagnose technical issues. If the equipment cannot be fixed remotely, on‐site service within 24‐72 hours must be performed. Must be able to provide replacement equipment within 24‐48 hours after remote diagnosis. Two (2) year M-F, 8:00am- 5:00pm telephone technical support Firmware (Hardware) updates in order to fix certain hardware functions must be included along with the assistance of appropriate technical personnel to perform the updates
ALTERNATES The following alternates may be included and listed separately for consideration in the final proposal. -
Color Coordinated Custom Cabinet Scanner with automatic document feeder; price per available option Separate pricing for a three (3), four (4) and five (5) year on‐site equipment repair as needed Separate pricing for a three (3), four (4) and five (5) year replacement of other faulty and warranty parts (e.g. scanner bulb, keyboard, mouse, etc.) Separate pricing for six (6) year and lifetime software and documentation updates, including major releases Separate pricing for a three (3), four (4) and five (5) year M-F, 8:00am- 5:00pm telephone technical support Separate pricing for a three (3), four (4) and five (5) year on‐site equipment repair as needed Any additional features/software required, including price per addition, for system to integrate with OCLC Article Exchange, ILLiad ILL and Odyssey ILL
ADDITIONAL/SUPPORTING DOCUMENTATION A detailed workflow demonstration may be requested to include illustration in document and electronic to include screen-shots of beginning and ending process (es); both formats must include save and print release feature in demonstration. More information regarding Page 4 of 14 Rev. 1 - 07/30/14 Doc#BDPS-FRM-135
presentation opportunities can be found in Section XIII of this RFP.
CONTRACT TERM The selected vendor will be required to execute contract documentation. The contract period will be for 36 months, beginning on or after the date of the award. Initial installation, implementation and integration of equipment and software must be complete and fully operational (including testing period) within 60 days of the executed of the contract. Funding for initial cost of equipment, installation, year one (1) of maintenance agreement will be provided after the date of the award and installation and training are complete. Funding for year two (2) of maintenance agreement will be provided upon receipt of invoice from selected vendor on the anniversary of award. The option for three (3), one (1) year contract renewals will be available. Funding is available after contract execution. Contracts shall be signed by the City Manager or designee and final approval by the city attorney.
CONTRACT REQUIREMENTS 1. Insurance Requirements The awarded vendor must provide a certificate of insurance evidencing proof of insurance coverage listed in the Insurance Attachment Requirement within 15 days of award. The City of Dallas will be provided a Waiver of Subrogation waiving Rights of Recovery against City of Dallas on the Workers’ Compensation/Employers Liability policy. The City will be shown as the certificate holder. This insurance must stay in force for the duration of the contract.
ADMINISTRATIVE REQUIREMENTS 1.
Monthly Reports The City will pay the vendor upon the submission of a monthly invoice accompanied by required documentation as stated in the Contract. The selected vendor understands that the successful vendor will be reimbursed under the contract with general funds and agrees to comply with all applicable city, state, and federal laws. Advances are not allowed.
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COMMUNICATION In order to provide the customer service required, proposer(s) shall respond quickly and clearly, this is essential for the City. Proposer shall answer written correspondence from the City within three (3) working days; proposer shall have a company employee (no answering machine or service) answering the phone during normal business hours or provide either a mobile phone or pager number. Phone messages left with personnel must be returned within two (2) hours.
PROPOSAL All proposals shall be submitted in a sealed envelope clearly marked with BHZ1505 Library Scanning System All proposals shall be received at the address below no later than 2:00 p.m. on the due date, All Proposals shall be addressed to: RFCSP# BHZ1505 Library Scanning System Attn: Judy Levin-Simmons 1500 Marilla St., Suite 3FN Dallas, TX 75201 Any proposals received after 2:00 p.m. on the due date will be considered late and nonresponsive and returned to the applicant unopened. The City reserves the right to reject any and/or all proposals or waive irregularities.
PROPOSAL SUBMITTAL GUIDELINES 1. No modifications or addenda will be accepted after the proposal submission date and time unless requested by the City. 2. Proposals received after the due date and time will not be accepted and will be returned to the proposer unopened. 3. Each firm’s proposal shall be typed and submitted as: a. One (1) Original – clearly marked “ORIGINAL” on the front. b. Eight (8) legible hard Copies – each clearly marked “COPY” on the front. c. Five (5) electronic copies on flash drives of the entire submittal with the firm name, solicitation number and submittal name on the front. 4. All shall be submitted in a sealed package. Faxed or emailed responses are not acceptable. 5. The original proposal shall be clearly marked "ORIGINAL” and signed in blue ink, by hand, in the space marked Authorized Signature. 6. The exterior of the sealed package shall reference the RFCSP name and number. The City of Dallas is not responsible for submissions not properly identified. Page 6 of 14 Rev. 1 - 07/30/14 Doc#BDPS-FRM-135
Proposals should be prepared in accordance with these instructions. The proposal package shall include the following information and documents, preferably, in the following order. Qualifications, Staffing and Licensing State the qualifications of staff members who will carry out the technical support of the system, including both remote and field staff. State whether any State and/or local licenses or permits are required for project staff and/or the agency to operate. If so, do you have the required license(s) or permit? (If applicable, please provide a copy of the required license or permit.) Work Plan Submit a work plan for the system that addresses each of the criteria listed below numbering them as indicated.
Tab A: Cover/Transmittal Letter, no more than one page, including the consulting firm’s name, address and telephone number and the names, addresses, and telephone numbers of any other person(s) authorized to represent the Firm. Tab B: Executive Summary of the highlights of the proposal, which conveys the consultant’s understanding of the purpose and expected outcomes of the project Tab C: A list of key personnel who would be involved in the process and their expertise/experience Tab D: A summary of the consultant’s qualifications and experience. Experience in the administration of libraries is desirable. Successful firms and their subcontractors will have demonstrated expertise in library operations, technology and facilities. Evidence of successful experience in planning is crucial to the selection. Tab E: A list of 5 references and contact information Tab F: A work plan that includes a description of the methodology, tasks, timeline, and estimated amount of time that would be spent on the project Tab G: A schedule of costs for product and implementation (Bid Response Sheet) Tab H: Provide two examples of successful implementation and integration of same or similar system in other public libraries, along with professional references currently utilizing the same/similar systems Tab I: RFCSP Signature Page, Instructions, General Condition (BDPS-FRM-116) Tab J: Business Information Statement Tab K: Other Information
RFCSP INQUIRES During the Solicitation process, all inquiries and requests for information regarding this RFCSP shall be submitted in writing to:
[email protected] All requests for information shall be submitted prior to the established RFCSP cutoff date and time. The cut off time for questions is no later than two days following the Pre-Proposal Conference. Requests for information will not be honored beyond the established timeframe to allow sufficient time for distribution of the requested information to proposers. Responses Page 7 of 14 Rev. 1 - 07/30/14 Doc#BDPS-FRM-135
provided will be written and will be issued via Addendum. Addenda will be made available electronically on the City’s procurement website: www.bids.dallascityhall.org. No proposal negotiations, decisions or actions initiated by any proposers as a result of any verbal discussion with any City employee shall be binding upon the City of Dallas. Only proposers will be notified of any communications after the proposal closing. All inquiries shall be directed to the buyer assigned to this procurement. Inquiries are not to be directed to any consultant of the City or City staff member. Such action may disqualify proposers from further consideration of this RFCSP. During the initial review of the RFCSP and preparation of proposals, proposer(s) may discover certain errors, omissions or ambiguities. If this is the case, or if the meaning of any part of this RFCSP is unclear, proposer(s) shall submit written questions to the buyer in time to allow the City to answer the questions and distribute written responses to all proposers before the RFCSP due date and time. The Business Development and Procurement Services Department will make all necessary arrangements for direct contact with other City departments, if required.
PRE-PROPOSAL CONFERENCE The City shall hold a pre-proposal conference for potential Proposers concerning the City’s requirements. The pre-proposal conference will be held at 10:00 a.m. on January 12th, 2015 at Dallas City Hall, 1500 Marilla St., Conference room B located on L1FN, Dallas, Texas 75201. This will be the only opportunity for prospective Proposers to talk directly with representatives of the user department. If information of a significant nature is identified in the pre-qualification conference, it will be posted as an addendum online for all potential Proposers to view. This RFCSP shall only be modified by written addendum. Verbal agreements or statements are not official and are non-binding on the City.
OPENING OF PROPOSALS Proposals will be opened by the City at 2:00 p.m. the day following the due date so as to avoid disclosure of contents to competing proposers. Proposer names will be publicly read. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process.
SELECTION OF BEST QUALIFIED PROPOSALS An evaluation committee will review the proposals submitted by all proposers. On the basis of the evaluation criteria, the City will determine which proposal(s) are best qualified for the award of the contract. The City may at any time, investigate a proposer's ability to perform work. The City may ask for additional information about a company and its work on previous contracts. Proposers may choose not to submit such information in response to City of Dallas' request; however, if failure to submit such information does not clarify the City's questions concerning the ability to perform, the City may discontinue further consideration of a particular proposal. Page 8 of 14 Rev. 1 - 07/30/14 Doc#BDPS-FRM-135
Please be aware that the City of Dallas may use sources of information not supplied by the proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City of Dallas. The City of Dallas or its representative reserves the right to cancel this agreement anytime if the services are deemed unsatisfactory.
DISSCUSION WITH REASONABLY QUALIFIED PROPOSERS The City reserves the right to engage in discussions or conduct interviews, either oral or written, with the respondents determined by the evaluation criteria to be reasonably viable to being selected for award. If discussions or interviews are held, the buyer may request best and final offers. The request for best and final offers may include: Notice that this is the opportunity to submit written best and final offers.
Notice of the date and time for submission of the best and final offer.
Notice that if any modification is submitted, it shall be received by the date and time specified or it may not be considered.
Following evaluation of the best and final offers, purchasing may select for negotiations the offer that is most advantageous to the Communication & Information Service Department, considering price or cost and the evaluation factors in the RFCSP. After the most advantageous proposer(s) has been identified, contract negotiations may commence. If at any time contract negotiation activities are judged to be ineffective, Purchasing will cease all activities with the respondent and begin contract negotiations with the next highest ranked respondent. This process may continue until either both the respondent and Business Development and Procurement Services executes a completed contract or Business Development and Procurement Services determines that no acceptable alternative proposal exists. The City reserves the right to reject any or all proposals received or to award, without discussions or clarifications. Therefore, each proposal should contain the Respondent’s best terms from a price and technical standpoint.
REJECTION OR ACCEPTANCE OF POPOSALS This RFCSP does not commit the City to award any contract. The City reserves the right to reject any or all proposals, to waive technicalities or irregularities, and to accept any proposal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any company responding to this RFCSP. The City will require the recommended proposer to sign the necessary contract documents prepared by the City Attorney's Office. A sample contract is included as an attachment.
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LATE & WITHDRAWN PROPOSALS Proposals offered to the City after the time and date will not be accepted. Any proposal may be withdrawn prior to the scheduled due date.
CONFIDENTILITY Respondents are advised that materials contained in proposals are subject to open records after the contract award, and may be viewed and copied by any member of the public, including news outlets and competitors. The Attorney General may make the final determination as to whether documents are releasable.
DISQUALIFICATIONS OF PROPOSERS Proposers may be disqualified for any of the following reasons, but not limited to: Reason to believe collusion exists among the proposers.
The proposer is involved in any litigation against the City of Dallas.
The proposer is in arrears on an existing contract or has failed to perform on a previous contract with the City of Dallas within the past five years.
METHOD OF AWARD The City reserves the right to award by the method deemed most advantageous to the City. The City will require the selected proposers(s) to execute a contract in substantially the same form as the sample attachment. The agreement will commence with the signing of contracts by the successful proposers and the City of Dallas. City staff may elect to request the awarded vendor provide a live demonstration of the system to ensure the desired end result is obtained.
No work shall commence until the contract document(s) are signed; and proposer has provided necessary evidence of insurance as required.
In the event the parties cannot negotiate and execute a contract within the time specified, the City reserves the right to terminate negotiations with the selected proposers and commence negotiations with another proposer.
If selected to provide the services, responses to the proposal will be considered as part of the firm's contractual responsibilities.
Misrepresentation of the proposers’ ability to perform as stated in the proposal may result in cancellation of the contract award.
The City of Dallas reserves the right to withdraw or reduce the amount of an award, or to cancel the contract resulting from this procurement if adequate funding is not available. Page 10 of 14
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The City of Dallas will require the Contractor to sign the necessary contract documents prepared by the City Attorney’s Office. Contract documents are not binding on City until approved by the City Attorney and executed by the City Manager or appointee.
Contract award will be subject to approval by the Dallas City Council. The City of Dallas will require the awarded vendor Contractor to sign the necessary contract documents prepared by the City Attorney’s Office prior to going to Council.
Proposers understand and agrees that if selected, it and persons designated by it to provide services in connection with a contract(s), is and shall be deemed to be an independent contractor of the City, responsible for its respective acts or omissions; and the City shall in no way be responsible for proposers actions.
CITY’S RESPONSIBILITY For services performed, the City shall pay the successful proposers an amount not to exceed the successful proposal amount.
CONTRACTOR’S RESPONSIBILITY A.
In order for a proposal to be considered for funding, proposers must comply with the requirements as specified, and provide requested information and attachments.
B.
Contractor will assume complete responsibility for all tasks detailed in the "Scope of Services."
C.
Any task not specifically detailed in the specified work program as the responsibility of the City will be the responsibility of the contractor.
METHOD OF SELECTION All Proposals received by the above referenced due date will be reviewed by an Evaluation Committee as part of a two-step selection process. The first part of this process, proposal review, may result in the creation of a short list to consist of those solution providers that are to be invited to demonstrate their solution. The second part of this process is to evaluate and rank the proposer’s demonstration(s). The City will initiate a Best and Final Offer (BAFO) process with the Proposers who are ranked highest. A recommendation for award of a contract will be made to the proposer(s) that offer the solution that best meets the needs of the City.
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EVALUATION PROCEDURE & CRITERIA The Selection Committee will consist of City technical, management, and end-user personnel and others designated by the City. This committee will evaluate the proposals based on criteria listed below: 30% - Cost to install, implement/integrate equipment and software
25% - Ability to meet equipment specifications and deadline 15% - Background, professional qualifications and length of time working in their capacity, other resources, including total number of employees, number of offices and affiliated companies
15% - Experience and Capability with public entity clients, especially large municipalities, with relevant and positive experience in implementation and integration of same/similar systems
15% - Business Inclusion and Development Plan Demonstrated inclusion and commitment to and understanding of the City’s Business Inclusion and Development (BID) Plan – It is the policy of the City of Dallas to involve Minority and Women Business Enterprises (M/WBE) to the greatest extent feasible on the City’s construction, procurement and professional services contracts.
The following information shall be submitted with the proposal and shall include: 1. Submission of an Affirmative Action Plan or Policy – 1% 2. Submission of the Ethnic Workforce Composition Report (BDPS-FRM-204) – 1% 3. Submission of the RFCSP/RFQ Contractors Affidavit History of M/WBE Utilization Form (BDPS-FRM-205) documenting the history of M/WBE utilization on previous contracts – 4% 4. Submission of the RFCSP/RFQ Contractors Affidavit Type of Work by Prime and Sub-consultant Form (BDPS-FRM-206) which includes a significant number of diverse M/WBE firms in meaningful roles on the project – 7% a. The name, address and telephone number of each M/WBE b. The description of the work to be performed by each M/WBE; and c. The approximate dollar amount/percentage of the participation 5. Submission of the Business Inclusion and Development Affidavit (BDPS-FRM-203) which demonstrates the intent to comply with the policy and evidence of M/WBE inclusion to meet the BID goal for the project. The BID Affidavit exhibits evidence of acknowledgement of the City of Dallas’ BID Plan – 2%
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As part of the evaluation process, the City may interview Proposers regarding specific areas of their proposals as well as their references.
BUSINESS INCLUSION AND DEVELOPMENT The City encourages Proposers to consider utilization of subcontractors and to provide Minority Business Enterprise and Women Business Enterprise (MBE/WBE) subcontractors with a full and fair opportunity to submit proposals to participate on this contract. Proposers are encouraged to use the suggested voluntary outreach efforts by contacting the Buyer to obtain the necessary forms and instructions. All proposers will complete and submit the Business Inclusion and Development (BID) forms attached to this RFCSP. The BID packet also include an overview of the City's program and participation goals established by the Dallas City Council. Help in preparing the forms may be obtained by contacting a member of the ResourceLink team: Richard Carrizales 214-671-5010
[email protected]
INVOICE REQUIREMENTS Invoices submitted for payment must include the following information: 1. 2. 3. 4. 5. 6. 7.
Name and address of the department where product(s) were delivered Date of delivery Delivery order number that authorized the purchase City of Dallas encumbrance number Manufacturer’s part number and a detail description of each item delivered. Unit cost and extended cost of each item Total cost of the order
Invoices submitted without this information will be returned to the supplier, and payment will not be made until required information is provided on the invoice.
PAYMENT Payment will be made within thirty (30) days of receipt and approval of shipment, and receipt of accurate invoice. No payments will be made from statements. Successful Proposers will ensure that the correct mailing and remittance addresses are on file with the City of Dallas. Payment for all five (5) years of service up front will not be made. Payment will coincide with the renewal term accordingly for each year of service.
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TERMINATION The City may terminate this agreement in whole or in part by giving thirty (30) days written notice thereof to Proposer. The City will compensate Proposer in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such notice.
ERROR AND OMISSION Proposers shall not be allowed to take advantage of any error or omission in these specifications. The vendor is required to review these specifications carefully and notify the City Business Development & Procurement Services Department if errors are found.
SUPPLEMENTAL INFORMATION The City reserves the right to request additional information from individual proposers, or to request all proposers to submit supplemental materials in fulfillment of the content requirements of this RFCSP, or to meet additional information needs of the City.
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