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KANSAS CITY KANSAS PUBLIC LIBRARY

KANSAS CITY KANSAS PUBLIC SCHOOLS / USD 500 PURCHASING OFFICE | 2010 N. 59TH STREET | ROOM 370 \ KANSAS CITY, KS 66104

WEB SITE: WWW.KCKPS.ORG/PURCHASING

REQUEST FOR PROPOSALS

SELF-CHECK HARDWARE REFRESH

HARDWARE, SOFTWARE & SUPPORT

RFP NO: 19-023 ISSUE DATE: JULY 10, 2019

Kansas City Kansas Public Library will receive sealed bids, on this form at the Purchasing Office, 2010 N. 59th Street, Room 370, Kansas City, KS 66104 until 2:00 PM., August 1, 2019, at which time bids received will be publicly opened and read, all in accordance with bid instructions, specifications and/or bid conditions attached hereto or as shown below. Contact/Technical Contact: Wayne C. Correll, Purchasing Manager | (913) 279-2270 | eMail: [email protected]

BID INSTRUCTIONS: FAXED BIDS WILL NOT BE ACCEPTED / EMAILED BIDS WILL NOT BE ACCEPTED.

Per attached specifications listed in this invitation to bid. Bidders must specify manufacturer/model

number/delivery days, and unit price on each item or bid may be determined to be non-responsive.

• Pricing shall be FOB Kansas City, KS (freight, fuel, transportation expenses included).

• Award will be to ONE vendor.

• The Library reserves the right to reject any or all proposals, to waive any informalities, irregularities or

technical defects in proposals, and unless otherwise specified by the Library to accept any item or

groups of items in the proposal, as may be in the best interest of the Library.

• Time (days, weeks, etc.) required for delivery is a significant consideration with respect to this award

process. The time required for delivery must be indicated in the space provided or your proposal may

be found non-responsive and may not be considered.

• Proposals shall include copies of pertinent warranty information pertaining to the product offered.

Respondent agrees that equipment furnished under any resultant purchase order issued by Kansas City

Kansas Public Library shall be covered by commercial warranties the contractor gives to any customer

for such supplies. All warranty information and certificates shall be furnished and become the property

of the Library upon delivery and acceptance of said items and/or the contractor must honor services

and all rights and remedies stated in the warranties.

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http://www.kckps.org/purchasing

mailto:[email protected]

• All items are new manufacture unless otherwise specifically stated in this solicitation.

• All products must have passed the first line quality standard as set by the manufacturer and no seconds,

blemished articles or items having defective workmanship are included.

• Respondents shall notify the Library immediately of any changes to specifications made by the

manufacturer for the equipment listed.

• Responses may not be considered if a service charge, minimum dollar or minimum quantity order is

applied.

• Any costs incurred in preparation of a submitted response, presentation, discussion or negotiations

related to this solicitation will be the sole responsibility of the offeror.

• The outcome of this solicitation will be posted on the Kansas City Kansas Public School Purchasing site

www.kckps.org/purchasing under Awards Section and will include a bid tabulation/summary.

• Respondents shall acknowledge all addenda for this bid and include the form acknowledgements with

their bid.

See Attachment A for Additional Terms & Conditions

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I. The Kansas City Kansas Public LibraryThe Kansas City, Kansas Public Library (KCKPL) serves a population of 165,288 and has 95,295registered card-holders. The library is open 68 hours a week, Sunday – Saturday. DuringFY2016, KCKPL saw 626,562 visitors and a total circulation of 904,160 items. The library’scollection consists of nearly 538,657 items of which 114,833 are non-book types (DVDs, CDs,audio books, etc.). Currently, the library uses RFID tags for all materials and security gates inits facilities. KCKPL is a full member of the Kansas State Library System, The Northeast KansasLibrary System (NEKLS) and the Resource Sharing Alliance (RSA). The library’s ILS is a sharedsystem via RSA and is currently using SirsiDynix Symphony WorkFlows version 3.5.1.1

II. Schedule of EventsThe following schedule is based upon the best estimate of the Library, and is subject tochange:

RFP Issued: ................................................................................ July 09, 2019 Deadline for vendor questions: ............................. July 19, 2019 Addend(um)(a) Issued: ......................................................... July 24, 2019 Proposals Due/Opened: ...................................................... August 1, 2019 by 2PM (Central) Library Decision: ...................................................... August 23, 2019 Board Review/Approval ........................................................ August 27, 2019 Project Start: ............................................................................. c. September 1, 2019

The deadline for questions is July 19 at 5:00 PM Central. Questions submitted after this time will receive no response. Questions may be submitted by mail, fax or email (preferred):

ATTN: Wayne C. Correll, Director of Purchasing RFP No. 19-023 Self-Check Equipment Refresh 2010 N. 59th Street, Room 370 Kansas City, KS 66104 Phone: (913) 279-2270 Fax: (913) 551-3253 Email: [email protected]

Questions received after this time will may not be answered. Answers to questions will be posted on the Kansas City Kansas Public School’s website in the form of an addendum http://www.kckps.org/index.php/request-for-proposal.

Responding firms are prohibited from communicating in any other manner about this project with any other Library employee from the date of issuance of this proposal until the final selection. Other means of communications or contact may disqualify the submitting firm.

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mailto:[email protected]

III. General Information

Introduction The Kansas City Kansas, Public Library (KCKPL) is seeking proposals for provision of the hardware, software, and support services necessary to refresh and install new self-check machines. Vendor will facilitate de-installation and removal of current circulation hardware.

Critical Requirements The vender of the RFID system proposed should be in a position to meet the following critical requirements by the date proposals are due. The vendor should have available for review and be in a position to refer to an operational site or sites to showcase the following functionality: • Real-time interface to KCKPL’s SirsiDynix automated library system • Durable, ISO 28560 compliant RFID tags that easily affix to the item, regardless of its

medium • Patron self-service (desktop or kiosk) with the ability to collect fines and fees (both in

cash and card), to print receipts, and give change in bills • Activity statistics compilation and display that includes comprehensive reporting

capabilities • Self-service machines should be ADA compliant • Self-service machines should be compatible with Feig Electronic ID ISC.ANT1710/690-A

Security gates • Ability to seamlessly interface with SirsiDynix Mobile Circ app installed on an iOS device

to allow mobile RFID read functionality on an iOS device (this functionality may be in development if available within a time period deemed suitable by the Kansas City Kansas Public Library and must be deemed an adequate interface solution by the Kansas City Kansas Public Library)

• Easy to use self-check kiosks that are customizable to match the library’s existing interior colors and that support the application of magnetic or other skins for marketing purposes

• Any printed receipt should be easily visible to the patron and accessible by staff • Self-service machines should have a digital scanner that can read both physical and

digital barcodes off a screen on smartphones and/or tablets

Third party solutions will NOT be considered as meeting critical requirements. All documents, including proposals, submitted to KCKPL become the property of KCKPL.

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Scope of the Project Proposals are sought for hardware, software, shipping, installation, training, project management, disposal of existing hardware and ongoing maintenance. The proposal is to be for a turn-key system.

While the proposal is to include only RFID-based hardware, the proposal must include minimum specifications for PCs and LAN (local area network) that may be required in conjunction with the operation of the system.

Role of the RFP The RFP represents the functional capabilities, performance characteristics, and hardware minimum desired. The requirements are intended for the protection of the library and vendors by reducing the possibility of misinterpretation of KCKPL’s needs.

Responses to the RFP Proposals will only be accepted from a single firm, not joint ventures. When two or more vendors desire to submit a single proposal, they shall do so as prime/subcontractor(s). Vendors are invited to come to the library for a site visit to assist in the preparation of their responses. To set up a site visit, please contact: Sam Moore, Information Technology Manager, Kansas City Kansas Public Library at (913) 295-8250 X6320.

Exceptions If the vendor’s specifications for furnishing products or equipment are in any respect not the equivalent of the requirements in the RFP, this discrepancy must specifically be called out in the proposal.

Notwithstanding anything to the contrary in this RFP, vendors are invited to propose, and KCKPL will consider, any system that is the functional equivalent, or better, system than called out in this RFP.

Proposal Submission The entire proposal must be delivered in a sealed envelope or package and clearly marked as RFID Proposal and must include the RFP number that appears on the cover sheet of the RFP (RFP 19-023). One copy shall be marked as “Original” and must contain an original signature. five additional copies and one electronic copy in PDF format on a flash drive must be included. Proposals will be printed on 8.5”x11” paper, with sections numbered as presented in the RFP. Pages will be numbered. Please avoid use of Loose-Leaf Notebook Binders. Proposals are due August 1, 2019 by 2 PM Central and shall be delivered to:

ATTN: Wayne C. Correll, Director of Purchasing RFP No. 19-023 Self-Check Equipment Refresh 2010 N. 59th Street, Room 370 Kansas City, KS 66104

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Proposals may be delivered by hand, mail, or courier service. Proposals received beyond the deadline or that do not meet the required specifications indicated in this RFP will not be considered. Proposals will be opened publicly, and only the names of the offerors will be read aloud.

Quantities, Appropriation, and Delivery Unless otherwise states, quantities listed are estimates only, and KCKPL does not guarantee to purchase the quantities specified. The quantities purchased will be limited to the funds budgeted and appropriated. Transportation shall be F.O.B. Destination (freight and fuel included). If otherwise, it shall be called out in the proposal.

Pricing Prices reflected in the proposal shall include any discounts extended. Unit prices shall be quoted for all components and costs for hardware, software, installation, and service. Vendor must indicate whether or not shipping is included. Vendor must include prices of all equipment and any options needed to meet specifications.

The Kansas City Kansas Public Library is a tax-exempt organization. Vendors are requested to indicate on the proposal if they will extend the pricing, terms, and conditions of current contracts with Kansas governmental entities to KCKPL. No vendor will be allowed to withdraw and resubmit its proposal, for any reason whatsoever, after the proposals have been opened, without permission of KCKPL.

Project Schedule The proposal shall include an example project schedule for the first phase of the implementation: installation of hardware and loading of software, and appropriate supplies. The proposal shall include a project manager to oversee the project to ensure that it meets the requirements of the library and to be the key contact for the entire installation.

Guarantees and Warranties All guarantees and warranties should be stated in writing and submitted as part of the proposal.

The vendor shall warrant that the system will meet the reliability and performance requirements set forth in the RFP and will continue to do so as long as the system remains under vendor maintenance. The vendor provides a one-year money-back guarantee on all equipment purchased by the library should the system fail to meet the specifications set forth in this RFP.

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Liability Vendor agrees to indemnify and hold harmless the library from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused by the vendor’s conduct, acts, errors, or omissions. The library agrees to indemnify and hold harmless the vendor from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused by the library’s conduct, acts, errors, or omissions. In the event such claims, losses, damages, or expenses are caused by the joint or concurrent conduct, acts, errors, or omissions of the vendor and the library they shall be borne by each party in proportion to its own conduct, acts, errors, or omissions. The selected vendor shall secure the insurance specified below. All insurance secured by the vendor under the provisions of this section shall be issued by insurance companies acceptable to the Library. Certificates of all required insurance, with the Library named as a primary insured, shall be provided to the Library upon execution of the agreement. • Workers’ compensation insurance – $1,000,000 each accident, $1,000,000 disease–policy

limits. The required limit may be met by excess liability (umbrella) coverage. • Commercial general liability insurance with limits of at least $1,000,000 per occurrence,

$2,000,000 general aggregate, and $2,000,000 aggregate products and completed operations. The required limit may include excess liability (umbrella) coverage.

• Automobile liability insurance with limits of not less than $1,000,000 combined single limit each occurrence. The required limit may include excess liability (umbrella) coverage.

The vendor will provide the Library with at least 30 days’ written notice of an insurer’s intent to cancel or not renew any of the insurance coverage. The vendor agrees to hold the Library harmless from any liability, including additional premium due because of the vendor’s failure to maintain the coverage limits required.

Installation Vendor shall install the system as specified in the RFP, by manufacturer-trained technicians subject to exceptions made in the response and agreed upon in writing.

Prevailing Wage is NOT required for this project.

Award of Contract KCKPL shall have a period of 60 calendar days after the submission deadline in which to award the contract, a period during which the prices shall remain firm.

Selection Criteria Evaluation of functionality, customer reference checks, customer support ratings, third-party product integration, development history, cost, and possible vendor demonstrations or discussions will be included in the selection process. The selection process will determine the lowest responsible bidder meeting specifications.

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The library reserves the right to reject any and all bids or to waive any technicalities in bids when it determines it is in the library's best interest. The District will evaluate the proposals based upon the following criteria, and apply a score to the Proposals received and their responsiveness to the requirements and criteria of the solicitation. Upon completion of evaluation of proposals, The District shall negotiate with the responsible Offeror that submits the most responsive proposal. Agreement award is contingent upon the District and the selected Offeror reaching mutually agreeable terms. Other respondents that have submitted proposals will be notified when negotiations have been completed. The District reserves the right to:

A) Waive any irregularities or informalities in proposals. B) In the best interest of The District, accept or reject any and all proposals or portions

thereof, select the next most responsive proposal, or if necessary issue a new RFP. The District will take actions as deemed appropriate.

Demonstrations A vendor whose offer has not been rejected may be required to demonstrate its RFID system at the library at no additional cost to KCKPL.

Negotiation KCKPL reserves the right to enter into negotiation with one or more vendors. KCKPL reserves the right to waive any informality as may be permitted by law. KCKPL reserves the right to award multiple contracts for different portions of the work or commodities, or to reject all proposals.

Contract Documents The successful respondent(s) will be expected to enter into a contract with KCKPL pursuant to the documents that include the RFP, the vendor’s proposal, the summary of negotiation, and any and all other additional materials submitted by the vendor. The only official answer or position of the KCKPL will be the one stated in writing. Respondents will include their proposed agreement as an attachment to their proposal.

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IV. Company

Corporate Experience and Capacity The proposer shall provide information that documents its firm’s experience and capacity to produce the required outcomes. The proposer is defined as the company, entity, or partnership that is submitting a proposal under this RFP, not individual companies in a partnership of joint venture. This information shall include:

• A brief history of the company, including incorporation and ownership, and experience installing the products and services requested in this RFP, especially at libraries using the SirsiDynix ILS.

• Details of any parent company, partners, and suppliers, as well as the nature of the vendor’s relationship to them.

• Details of any sale, acquisition, or merger anticipated by the vendor. • Details of any litigation instigated against the vendor or cancellation of contract for non-

performance of the vendor in the past five (5) years. • Demonstrable financial viability of the vendor. • Any other information regarding the vendor’s experience that will assist the library in

evaluating the proposal and making a decision. • Whether any of the vendor’s RFID customers have changed to another Self-Check

vendor.

Client References for Similar Work Performed Proposers shall summarize the number and type of their library customers and identify select public library customer references. The services provided to these clients must have characteristics as similar as possible to those requested in this RFP, and preferably have similar population, circulation, and holdings. Information provided for each customer reference must include the following:

• Client’s name

• Contact info (telephone number & email)

• Years with vendor

• Brief description of services provided Failure to provide the above information may result in the proposer being disqualified and its proposal not considered. KCKPL reserves the right to contact any and all references to obtain information without limitation and regardless of the proposer’s performance on the listed jobs. A uniform sample of references will be checked for each proposer.

Health and Safety • All equipment must be CSA or UL or ETL approved for adequate fire and safety

compliance. That compliance must be for complete units in the system and not for individual electrical components or pieces.

• Proposers shall provide documentation and certification listing numbers of the CSA, UL, or ETL approval.

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• All equipment must be FCC compliant. • The CSA or UL/cUL or ETL/cETL and the CE and C-tick marks shall be displayed on the

serial plate of the system. • The system must be in compliance with ADA guidelines for wheelchair clearance and for

reach range standards. • Detection or security corridors must be in compliance with relevant ADA requirements. • All products must comply with internationally recognized standards for RFID-based

library self-service systems. • Equipment should meet the EU WEEE (Waste Electrical and Electronic Equipment)

Directive. RoHS prohibits lead, mercury, cadmium, hexavalent chromium, polybrominated biphenyls (PBB), and polybrominated diphenyl ethers (PBDE) above certain maximum concentration levels for those substances.

Place of Manufacture To ensure ready availability of components, parts, and supplies, all major elements of the system must be warehoused in North America, or the proposer must demonstrate the ability to have parts available within 24 hours of request.

V. Response to Specifications Vendors must respond to every requirement contained in the Technical Requirements and Training and Service Requirements sections (VI and VII) of the RFP using the criteria specified below. • Y (YES)—Feature, function, product, or service is available as requested and is fully

operational using the version proposed. • N (NO)—Feature, function, product, or service is not available. • P (PLANNED)—Feature, function, product, or service is under development or planned

for the future. Provide implementation dates or estimates. Please also elaborate on whether the library will incur any additional costs for the product or service once it becomes available, either as a direct cost or because the product or service will serve as a replacement or addition.

Vendors are advised that the library is interested in receiving proposals that discuss a proven RFID system. Proposals for systems in an Alpha or Beta phase of development will not be considered.

VI. Technical Requirements

General Requirements 1. All system components must be CSA or UL or ETL, and FCC Part 15-Certified; SIP2, RS-

232, TCP/IP Ethernet 10/100/1000, 802.11g/n (wireless) compliant, and meet the EU RoHS and WEEE Directives (or latest standards).

2. The proposed system and all of its components must be entirely compatible with, and in no manner interfere with, the SirsiDynix Integrated Library System, its computer clients, or other components.

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3. The proposed system must provide application-specific software to incorporate all hardware (detection systems, staff station readers, cataloging stations, patron self-check stations, portable handheld readers), the circulation RFID tags, and any other RFID-related hardware into the system.

4. The proposed system must interface with the library’s existing ILS. 5. The proposed system must not interfere with other equipment, automated library system

clients, or PCs that may be nearby. 6. The proposed system must be able to function on both wired or wireless TCP/IP networks

at speeds of up to 1 Gbit/s internally and up to 50 Mbit/s externally to the off-site ILS database.

7. The RFID system must be compliant with the latest ISO standards and must use Reader Talks First (RTF) architecture.

8. Vendor must be willing to work with the ILS vendor SirsiDynix to resolve any RFID-ILS functionality problem.

9. RFID system must be upgradeable for changes in technology such as, but not limited to, tag size and function.

10. The proposed system must provide performance statistics that can be accessed through the Web or internal library server. Data must be broken down by day of the week and hour of the day. Data to include: number of transactions, type of transaction, number of successful and unsuccessful transactions, patron count, and an exit alarm data log.

11. The vendor must offer a 12-month, 100% money-back performance guarantee on all equipment purchased and covered by a 12-month warranty or service agreement.

Self-Checkout Units 1. The proposed system should have the ability to function with all major ILS, including

open source. 2. The proposed system’s RFID self-checkout units (minimum four) must be able to read

item-specific identification numbers, communicate to the host circulation system to update the library’s inventory, and deactivate the theft or security status on the materials when checked out.

3. The proposed system must be dual function – capable of processing RFID tags or item barcodes in the same transaction and without reconfiguration.

4. The proposed system must use an anti-collision algorithm that does not limit the number of tags that can be simultaneously identified and read up to six inches (6”) high.

5. The proposed system must read the type of barcode patron cards currently in the library and read barcodes from various library systems cards.

6. The proposed system must offer the option of a repositionable stand-alone kiosk, tabletop model, or the ability to build into the existing circulation desk with touch screen monitors that display instructions for use.

7. The proposed system must have the ability to print out all information for a patron checkout or check-in transaction on a single receipt. Such receipt should be customizable to incorporate library identity, hours, and so forth. Staff members must be able to make these changes easily without going back to the vendor.

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8. The proposed system’s self-checkout units should have customizable messages based on patron and item status. Staff members must be able to make these changes easily without going back to the vendor.

9. The proposed system’s self-checkout units should have a customizable banner or promotional carousel for programming or reader’s advisory. Staff members must be able to make these changes easily without going back to the vendor.

10. The proposed system must display ILS system information relating to the patron or item status. Option must be available to notify a staff person whenever a patron is blocked in any part of the transaction. Notification should be in the form of a pop-up window that appears on a staff computer screen in real time.

11. The proposed system must provide visual and audible feedback during the transaction. 12. Self-checkout system software and hardware must meet ADA guidelines and be patron

friendly, and include features such as a large touch-screen interface, user-selectable high-contrast interface, adjustable angled screen for shorter or wheelchair bound patrons and large type size.

13. The proposed system must have the ability to display select information from the patron record, such as number of items checked out, number of items on hold, and outstanding fine information, without compromising patron privacy.

14. The proposed system must have customizable instructions and error messages. Staff members must be able to make these changes easily without going back to the vendor.

15. The proposed system must be able to display multiple language options on self-check unit banners, instructions, and messages. Proposer must offer a wide variety of languages to meet the current and future needs of our community and provide a list of the languages currently available. The system must allow the library to select at least three languages to be used on one self-checkout system.

16. The proposed system must allow remote access to self-check machines from staff workstations.

17. The proposed system must turn on/off the security to allow secure library operation during offline situations.

18. The proposed system must automatically disable transactions when secure connection to ILS is offline and enable transactions when secure connection to ILS is online

19. The proposed system must offer the patron the option of email, paper receipt, or no receipt. Paper receipts must be printed in an area that is easily accessible and visible to the patrons

20. The proposed system must offer Web-based remote monitoring and diagnostics, which must include instant email notification, monitoring of check-in and checkout rates, Web-based troubleshooting, configuration, and the ability to obtain statistics for each machine from any location. These features should be standard. Specify the back-end hardware and software requirements necessary to perform these functions.

21. The proposed self-checkout system must provide a high percentage of first-time user success for the library’s patrons. Please provide data and detail of analysis to support claim.

22. The proposed system must provide patron/staff selectable checkout and check-in software feature using a reader pad, not a handheld scanner.

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23. The proposed system must provide CSA or UL listing number and FCC certification numbers for the complete self-checkout system.

24. The proposed system must be capable of checking out or checking in all types of print and non-print media.

25. The proposed system must allow multiple item checkouts without first choosing the number of items that you want to check out.

26. Credit card processing for the proposed system must interface to the library’s approved credit card vendor, ProPay, and must use encrypted card swipes and be PCI compliant.

27. Describe options for paying fines and fees at the self-checkout stations. What type of hardware/software is offered? Please describe the process for paying any fines at the self-checkout station. Are the self-checkout stations configured to accept US dollars? How and in what increments are physical bills accepted?

Software Functionality Vendors must be able to provide screen shots, sample reports, and/or online demonstrations of all optional software features.

The vendor must provide the option for the library to purchase additional software providing the following functionalities:

General 1. All optional software features must be Internet browser-based. 2. All optional software features must include installation wizards to facilitate quick

installation for library staff. 3. The library administrator must be able to determine the access levels varying by

individual permissions based on location and feature.

4. All optional software features must be password protected.

Reporting Features 1. Item-level self-checkout transactions by day of the week across all devices. 2. Item-level self-checkout transactions by hour of day across all devices. 3. Item count by item type for all devices. 4. Total item counts across each and every device. 5. Patron-level transactions by hour of day for all devices. 6. Patron-level transactions by day of the week for all devices. 7. Fine/fee transactions for all self-checkout devices. 8. Total cash transactions for all self-checkout devices. 9. Total credit transactions for all self-checkout devices. 10. All transactions data for all devices.

Hardware Status Reporting Feature

1. Real-time detailed monitoring key components. 2. Real-time monitoring must work with multiple self-checkout devices at a single location.

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3. Real-time monitoring must allow for additional self-checkout devices to be added to the network in the future.

4. The hardware component monitoring must communicate performance changes to library personnel through a Web-based dashboard display that intuitively communicates status changes in real time.

5. Hardware status reporting must allow other library-networked devices to be connected to the server, and must validate this connection.

Fines/Fees Please include a payment system option for self-checkout system. Include pricing for systems with and without a payment system separately. 1. The fines and fees system shall be integrated into a self-checkout system. 2. Fine and fees system MUST be able to process payment through ProPay 3. The fines and fees system shall utilize a seamless user interface that is integrated into the

self-service process. 4. The fines and fees system must provide both audible and visual feedback when

responding to the interaction with the user interface. 5. The fines and fees system shall allow the library to determine minimum, partial, or full

payment of the fines or fees. 6. The fines and fees system shall accommodate cash, credit, and/or debit card payment

methods. 7. The fines and fees system shall print a credit/debit card receipt separate from the

checkout receipt. 8. The fines and fees system shall print a cash receipt separate from the checkout receipt. 9. The fines and fees system shall have the capability to provide the patron with change if

cash funds tendered are greater than the outstanding fines and/or fees balance. 10. The fines and fees system shall have the capability to provide the patron with change

both as bills or as coins

VII. Training and Service Requirements The Kansas City Kansas Public Library seeks to train key circulation, technical services, system administration, and public services staff in the use of all equipment. Total number of staff to be trained is approximately 20. 1. Training will be performed by the vendor and will take place at KCKPL. 2. The library requires user manuals, plus any other materials that are typically distributed

during training. 3. The library requires that manuals be available in electronic format with unlimited

distribution within the library, and shall be supplied free of charge. 4. The library requires unlimited interaction with the vendor sales staff and technical

support staff during installation planning, the installation phase, and follow-up immediately after such installation.

5. Introductory operator/user/staff training shall be provided at no charge. 6. Indicate options and pricing for additional staff training periods and topics.

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7. Indicate the cost for refresher training.

Hardware/Software Technical Support Specify normal operating hours for tech support, and describe procedures for obtaining assistance during off hours.

Installation Requirements 1. The proposed system must be installed according to a schedule determined in

coordination with library staff to minimize disruption. 2. Vendors must recommend an installation plan. The library anticipates starting the

retrospective conversion-tagging project as soon as a proposal is accepted. 3. Vendor must also be available for consultation on placement of hardware to

accommodate network infrastructure, power and ventilation requirements, building restrictions, etc., and to maximize workflow, staffing, and patron convenience issues.

Warranty and Service Requirements 1. The vendor must provide an all-inclusive, 12-month extended warranty on equipment,

software, and components and offer a maintenance/service contract thereafter. All proposed maintenance/service contracts are subject to negotiation by the library.

2. The vendor must offer a 12-month, 100% money-back performance guarantee on all equipment purchased and covered by a 12-month extended warranty or service agreement. If the detection system does not perform to the level of performance outlined in the specification document for this product, the vendor must either make the system meet the specified performance level or refund the entire purchase price and remove the system at no charge to the library.

3. Software warranty: Software patches and service pack releases must be supplied 4. The library shall be able to request service on a 24-hour basis using a toll-free 800

number. 5. Technical software phone support will be provided via a toll-free 800 number. 6. Service technicians will be equipped with parts normally required to service the

equipment and reduce downtime. 7. Average on-site response time must be no longer than eight hours. 8. Service agreements to extend the warranty period on parts and labor must be available

for a period of 12, 24, 36, or 48 months. 9. Vendor must provide a recurring fee structure. 10. Failure of vendor to meet specified standards may result in termination of the service

contract. 11. The service agreement must be renewable on an annual basis. 12. The service agreement must include remote maintenance for expert technical

consultation and software support. 13. Warranty and service requirements apply to both standard and optional system

components. 14. The vendor shall provide sample sales, software, and support agreements.

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15. The Contractor shall dispose of previous Shelf Checkout no later than—7 Days from installation of new Shelf Checkout machines

16. Unless the Library determines otherwise, the Contractor need not identify or report production scrap on inventory disposal schedules, and may process and dispose of production scrap in accordance with its own internal scrap procedures. The processing and disposal of other types of Government-owned scrap will be conducted in accordance with the terms and conditions of the contract.

17. Removal and disposal of previous machines price should be integrated into final submitted RPFs price.

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VIII. Quantity and Pricing

Please complete the table below with pricing information. Prices should be F.O.B. Destination, and include training, installation, and any other items necessary for complete system operation.

Products Quantity Unit Price Extended Price

Freestanding Self-Checkout 19 $ $

Fines & Fees Functionality – Credit/Debit 19 $ $

Fines & Fees Functionality – Cash 19 $ $

Removal/Disposal of Existing (19) Self-Check Equipment (6 Each @ 3 Locations; 1 @ Branch)

$

Installation $

Shipping $

Training $

First Year Hardware and Software Maintenance

$

Other (Specify): $

TOTAL RFID SOLUTION $

Five Year Cost of Solution – Per Contract Year Year 1 Year 2 Year 3 Year 4 Year 5 Total Over 5

Years

$ $ $ $ $ $

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IX. Annual Hardware and Software Maintenance Costs

BID FORM 1 – ANNUAL HARDWARE AND SOFTWARE MAINTENANCE PRICING

INSTRUCTIONS: Pricing shall include the furnishing of all material, labor, supervision, tools, supplies, and other expenses necessary to provide

full service maintenance services, and repairs of every description, including inspections, adjustments, test and replacement parts, etc…

Service hours are 8:00 am - 10:00 pm, Monday through Friday.

Service hours listed shall be taken into consideration when Contractor is calculating Net Monthly Charge. No overtime will be allowed within designated service hours unless repair hours exceed 40 hours during a business week (M-F).

Locations may be added or removed during the life of the contract.

LOCATION

ANNUAL CHARGE FOR HARDWARE &

SOFTWARE MAINTENANCE

PARTS COST MARK-UP % ADDITIONAL INFORMATION

$

BID FORM 2 – REPAIR PRICING INSTRUCTIONS:

Pricing shall include the furnishing of all material, labor, supervision, tools, supplies, and other expenses necessary to provide full service and preventive maintenance services, and repairs of every description, including inspections, adjustments, test and replacement parts, etc…

Service hours are 8:00 am - 10:00 pm, Monday through Friday.

Service hours listed shall be taken into consideration when Contractor is calculating Net Monthly Charge. No overtime will be allowed within designated service hours, unless repair hours exceed 40 hours during a business week (M-F).

Locations may be added or removed during the life of the contract.

Hourly Rates

1. Provide hourly labor rates to repair for all equipment identified in the solicitation. a. NORMAL HOURS: 8:00 AM to 10:00 PM Local Time b. OVERTIME HOURS: Monday – Friday (Outside of Normal Working Hours) c. SUNDAYS/HOLIDAYS: Sundays and Industry recognized holidays

Certified Technician Technician’s Helper

Normal Hours Overtime Sundays/ Holidays

Normal Hours Overtime Sundays/ Holidays

$ /HR $ /HR $ /HR $ /HR $ /HR $ /HR

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RENEWALS

Maximum Price Increase for Renewal Years 2 - 5 (Not to Exceed 5%) Labor Materials

2nd Year (1st year base x %) % %

3rd Year (2nd year base x %) % %

4th Year (3rd year base x %) % %

5th Year (4th year base x %) % %

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ATTACHMENT A – USD 500 STANDARD TERMS AND CONDITIONS

1. SCOPE: The following terms and conditions shall prevail unless otherwise modified by U.S.D. 500 within this bid document. U.S.D. 500 reserves the

right to reject any bid which takes exception to these terms and conditions.

2. DEFINITIONS AS USED HEREIN:

a. The term “bid request” means a solicitation of a formal sealed bid.

b. The term “bid” means the price offered by the bidder.

c. The term “bidder” means the offeror or Contractor.

d. The term “U.S.D. 500” means Unified School District No. 500.

e. The term “Board of Education” or “BOE” means the governing body of Unified School District No.500

3. COMPLETING BID: Bids must be submitted ONLY on the form provided in this bid document. All information must be legible. Any and all corrections and /or erasures must be initialed. Each bid sheet must be signed by the authorized bidder and required information must be provided.

4. CONFIDENTIALITY OF BID INFORMATION: Each bid must be sealed and submitted in or under cover of the enclosed envelope to provide confidentiality of the bid information prior to the bid opening. Supporting documents and/or descriptive literature may be submitted with the bid or in a separate envelope marked “Literature for Bid (Number).” Do NOT indicate bid prices on literature. All bids and supporting bid documents become public information after the bid opening and are available for inspection by the general public in accordance with the Kansas Open Records Act.

5. ACCURACY OF BID: Each bid is publicly opened and is made part of the public record of U.S.D. 500. Therefore, it is necessary that any and all information presented is accurate and/or will be that by which the bidder will complete the contract. If there is a discrepancy between the unit price and extended total, the unit price will prevail.

6. SUBMISSION OF BID: Bids are to be sealed and submitted to the Purchasing Department Office, 2010 North 59th Street, Room 370, Kansas City, Kansas, 66104, prior to the date and time indicated on the cover sheet.

7. ADDENDA: All changes in connection with this bid will be issued by the Purchasing Office in the form of a written addendum. Signed acknowledgement of receipt of each addendum must be submitted with the bid.

8. LATE BIDS AND MODIFICATION OR WITHDRAWALS: Bids received after the deadline designated in this bid document shall not be considered and shall be returned unopened.

9. BIDS BINDING: All bids submitted shall be binding upon the bidder if accepted by U.S.D. 500 within sixty (60) calendar days after the bid opening. 10. EQUIVALENT BIDS: When brand or trade names are used in the bid invitation, it is for the purpose of item identification and to establish standards

for quality, style and features. Bids on equivalent items of substantially the same quality, style and features are invited unless items are marked “No Substitute.” Equivalent bids must be accompanied by descriptive literature and/ or samples may be required and shall be supplied at no charge to the school district.

11. NEW MATERIALS, SUPPLIES AND EQUIPMENT: Unless otherwise specified, all materials, supplies or equipment offered by a bidder shall be new, unused, of recent manufacture, first class in every respect, and suitable for their intended purpose. All equipment shall be assembled and fully serviced, ready for operation when delivered.

12. WARRANTY: Supplies or services furnished as a result of this bid shall be covered by the most favorable commercial warranties, expressed or implied, that the bidder and/or manufacturer gives to any customer. The rights and remedies provided herein are in addition to and do not limit any rights afforded to U.S.D. 500 by any other clause of this bid reserves the right to request from bidders a separate manufacturer certification of all statements made in the Proposal.

13. METHOD OF AWARD AND NOTIFICATION: Bids will be analyzed and the award made to the lowest and best, responsive and responsible bidder(s) whose bid conforms to the specifications and whose bid is considered to be the best value in the opinion of U.S.D. 500.

14. U.S.D. 500 reserves the right to reject any or all bids and any part of a bid: to waive informalities, technical defects, and minor irregularities in bids received: and to award the bid on an item by item basis by specified groups of items or to consider bids submitted on an “all or nothing “basis if the bid is clearly designed as such or when it is determined to be in the best interest of U.S.D. 500.

15. The signed bid shall be considered an offer on the part of the bidder: such offer shall be deemed accepted upon the issuance by U.S.D. 500 of a Purchase Order or other contractual document.

16. DELIVERY TERMS: All deliveries shall be F.O.B. Destination and all freight charges shall be included in the bid price. 17. DAMAGED AND/OR LATE SHIPMENTS: U.S.D 500 has no obligation to accept damaged shipments and reserves the right to return at the Contractor’s

expense damaged merchandise even though the damage was not apparent or discovered until after receipt of the items. The Contractor is responsible to notify U.S.D. 500 Purchasing Office of any late or delayed shipments. U.S.D. 500 reserves the right to cancel all or any part of an order if the shipment is not made as promised.

18. CREDIT TERMS: Bidder shall indicate all discounts for full and/or prompt payment. Discounts shall be considered as a cost factor in the determination of award, except discounts offered for payment within less than ten (10) calendar days. Discounts offered shall be computed from date of receipt of correct invoice or receipt and acceptance of products, whichever is later.

19. SELLER'S INVOICE: Invoices shall be prepared and submitted in duplicate to address shown on the Purchase Order. Invoices shall contain the following information: Purchase Order number, contract number, item number, description of supplies or services, sizes, unit of measure, quantity, unit price and extended totals.

20. TAX EXEMPT: U.S.D. 500 is exempt from Federal, State and local taxes by KS-FZLEKBLQ. Sites of all transactions under the order(s) that shall be derived from this bid request shall be deemed to have been accomplished within the State of Kansas.

21. SAFETY: All practices, materials, supplies and equipment shall comply with the federal Occupational Safety and Health Act, as well as any pertinent Federal, State and/or local safety or environmental codes.

22. DISCLAIMER OR LIABILITY: U.S.D. 500 will not hold harmless or indemnify any bidder for any liability whatsoever. 23. TERMINATION RIGHTS: KCKPS shall have the right to terminate/cancel the Agreement for its convenience and without penalty upon thirty (30) days

prior written notice to the Contractor.

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24. HOLD HARMLESS: The Contractor agrees to protect, defend, indemnify and hold the Board of Education, its officers, employees and agents fee and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities or every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings or causes of action of every kind and character in connection with or arising directly or indirectly out of this agreement and/or the performance hereof. Without limiting the generality of the foregoing, any and all such claims, etc., relating to personal injury, infringement of any patent trademark, copyright (or application for any thereof) or of any other tangible or intangible personal or property right, or actual or alleged violation of any applicable statute, ordinance, administrative order, rule or regulation, or decree of any court, shall be included in the indemnity hereunder. The Contractor further agrees to investigate, handle, respond to, provide defense for and defend any such claims, etc., at his/her sole expense and agrees to bear all other costs and expenses related thereto, even if such claim is groundless, false or fraudulent. NO MUTUAL INDEMNIFICATION: K.S.A.72-8201a: Contracts; indemnification or hold harmless provisions, void.

(a) It is the public policy of the state of Kansas that all contracts entered into by the board of education of a school district, or any officers or employees thereof acting on behalf of the board, provide that the school district and board of education shall be responsible solely for the district's or board's actions or failure to act under a contract.

(b) The board of education of a school district or any officers or employees thereof acting on behalf of the board shall not have the authority to enter into a contract under which the school district or board agrees to, or is required to, indemnify or hold harmless against damages, injury or death resulting from the actions or failure to act on the part of any party to a contract other than the board or district.

(c) The provisions of any contract entered into in violation of this section shall be contrary to the public policy of the state of Kansas and shall be void and unenforceable.

25. INSURANCE: Upon receipt of award, Contractor shall provide Certificate of Insurance as required within three (3) days after notification issued by the Purchasing Department. A. The following general insurance requirements apply to any and all work under this contract by all Contractors and subcontractors of any tier.

(1) Any and all insurance required by this contract with each and any and all insurance required by this contract shall be maintained during

the entire length of this contract, including any extensions thereto, and until all work has been completed to the satisfaction of the Kansas

City Kansas Public Schools. Any and all insurance must be on an occurrence basis.

(2) No Contractor or subcontractor shall commence work under a contract until all insurance requirements contained within the solicitation

have been complied with and until evidence of all insurance requirements in each and every contract with each and every subcontractor

of any tier and shall require the same to comply with all such requirements.

(3) The Kansas City Kansas Public Schools shall be covered as an Additional Insured under any and all insurance required by this contract.

Confirmation of this shall appear on all certificates of insurance and on any and all applicable policies. The title of the awarded contract

shall also appear on any and all applicable policies.

(4) The Kansas City Kansas Public Schools shall be given no less than thirty (30) days’ written notice of cancellation. The Kansas City Kansas

Public Schools shall be given not less than thirty (30) days’ prior written notice of material changes of any insurance required under this

contract. The Kansas City Kansas Public Schools shall be given written notice of renewal of coverage not less than thirty (30) days prior

to the expiration of any particular policy.

(5) Each and every agent shall warrant when signing the certificate of insurance that he is acting as an authorized representative on behalf of

the companies affording insurance coverage under the contract and that he is licensed by the State of Kansas to conduct insurance

business in the State of Kansas and that the companies affording insurance coverage are currently licensed by the State of Kansas and are

currently in good standing with the Commissioner of Insurance for the State of Kansas.

(6) Any and all companies providing insurance required by this contract shall meet the minimum financial security requirements as set forth

below. The rating for each company must be indicated on the certificate of insurance.

For all contracts, regardless of risk, companies providing insurance under this contract must have a current: (a) Best’s Rating not less than A, and

(b) Best’s Financial Size Category not less than Class VII

(7) In the event the Contractor neglects, refuses, or fails to provide insurance required by the contract documents, or if such insurance is

canceled for any reason, Kansas City Kansas Public Schools shall have the right, but not the duty, to procure the same, and the cost thereof

shall be deducted from monies then due or thereafter to become due to the Contractor or Kansas City Kansas Public Schools shall have

the right to cancel the contract.

B. Worker’s Compensation and Employer’s Liability Insurance The Contractor shall procure and maintain Worker’s Compensation and Employer’s Liability Insurance in the following limits. Such insurance is to cover each and every employee who is or may be engaged in work under this contract. Worker’s Compensation.....................................................................................................................................Statutory Employer’s Liability

Bodily Injury by Accident .........................................................................................................................$1,000,000 each accident Bodily Injury by Disease ...........................................................................................................................$1,000,000 each employee Bodily Injury by Disease ...........................................................................................................................$1,000,000 policy limit

C. Comprehensive General Liability Insurance The Contractor shall procure and maintain Comprehensive Insurance in an amount not less than $1,000,000 for bodily injury and property damage combined single limit. The following specific extensions of coverage shall be provided and indicated on the certificate of insurance: (1) Comprehensive Form (2) Contractual Insurance (3) Personal Injury

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(4) Broad Form Property Damage (5) Premises – Operations (6) Completed Operations This coverage shall cover the use of all equipment, hoists, and vehicles on the site(s) not covered by Automobile Liability under this contract. Policy coverage must be on an occurrence basis.

D. Automobile Liability Insurance The Contractor shall procure and maintain Automobile Liability Insurance in an amount not less than $1,000,000 for bodily injury and property damage combined single limit. The following extensions of coverage shall be provided and indicated on the certificate of insurance. (1) Comprehensive Form

(2) Owned, Hired, Leased and non-owned vehicles

If the Contractor does not own any vehicles in the corporate name, non-owned vehicles coverage shall apply and must be endorsed on either the Contractor’s personal automobile policy or the Comprehensive General Liability coverage required under this contract.

E. Commercial Crime insurance (when applicable) The Contractor shall procure and maintain Commercial Crime/Fidelity insurance in an amount not less than $1,000,000.00, including coverage for theft or loss of KCKPS property.

26. LAW GOVERNING: All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas. 27. ANTI-DISCRIMINATION CLAUSE: No bidder on this request shall in any way, directly or indirectly, discriminate against any person because of age,

race, color handicap, sex, national origin, or religious creed. 28. BID BOND/PERFORMANCE BOND (Applicable to Construction/Remodel/Repair Projects, Unless Waived by the District) NOT REQUIRED FOR THIS

SOLICITATION. A. Each proposal must be accompanied by a certified or cashier’s check, or a bid bond in the amount of five percent (5%) of the Contractor’s total

bid.

B. A Performance Bond and a Material and Labor Payment Bond in amounts equal to one hundred percent (100%) of the contract price shall be

furnished by the successful bidder. Bonds shall be issued by a surety acceptable to the Board.

29. DISQUALIFICATION: A. The Director of Purchasing may, at her/his sole discretion, disqualify a bidder for one or any combination of the following reasons:

1. Bidder’s product does not meet the specifications or bid conditions of the solicitation;

2. Bidder’s tendered bid is not received on the District’s bid form;

3. Bidder’s tendered bid is not signed;

4. Required bid bond is not furnished at time of bid opening;

5. Failure to comply with bid instructions, terms and conditions that are judged to be essential to the competitive process and in the best

interests of the District.

B. Disqualification of bidders on future bids may be considered for any one or combination of the following reasons:

1. Refusal of the bidder to complete a contract or bid;

2. Bidder’s past history of late deliveries or partial/incomplete shipments,

3. Bidder’s products or services have proven unreliable, unworkable or have not accomplished the result requested in the District’s

specifications.

30. SUPPLIER DIVERSITY: The Kansas City Kansas Public Schools encourages supplier diversity and participation of MBE/WBE/DBE designated

businesses. However, such participation will not result in any selection or scoring advantage in the bid evaluation process.

31. The Provisions found in Contractual Provisions Attachment (Form DA-146a, Rev. 06-12), which is attached hereto, are hereby incorporated in this

contract and made a part thereof."

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32. CONTRACTUAL PROVISIONS ATTACHMENT

Important: This form contains mandatory contract provisions and must be attached to or incorporated in all copies of any contractual agreement. If it is attached to

the vendor/contractor's standard contract form, then that form must be altered to contain the following provision: "The Provisions found in Contractual Provisions Attachment (Form DA-146a, Rev. 06-12), which is attached hereto, are hereby incorporated in this contract and made a part thereof."

The parties agree that the following provisions are hereby incorporated into the contract to which it is attached and made a part thereof, said contract being the day of , 20 .

1. Terms Herein Controlling Provisions: It is expressly agreed that the terms of each and every provision in this attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated. Any terms that conflict or could be interpreted to conflict with this attachment are nullified.

2. Kansas Law and Venue: This contract shall be subject to, governed by, and construed according to the laws of the State of Kansas, and jurisdiction and venue of any suit in connection with this contract shall reside only in courts located in the State of Kansas.

3. Termination Due to Lack of Funding Appropriation: If, in the judgment of the Director of Accounts and Reports, Department of Administration, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, State may terminate this agreement at the end of its current fiscal year. State agrees to give written notice of termination to contractor at least thirty (30) days prior to the end of its current fiscal year, and shall give such notice for a greater period prior to the end of such fiscal year as may be provided in this contract, except that such notice shall not be required prior to ninety (90) days before the end of such fiscal year. Contractor shall have the right, at the end of such fiscal year, to take possession of any equipment provided State under the contract. State will pay to the contractor all regular contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any such equipment. Upon termination of the agreement by State, title to any such equipment shall revert to contractor at the end of the State's current fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the agency or the contractor.

4. Disclaimer of Liability: No provision of this contract will be given effect that attempts to require the State of Kansas or its agencies to defend, hold harmless, or indemnify any contractor or third party for any acts or omissions. The liability of the State of Kansas is defined under the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.).

5. Anti-Discrimination Clause: The contractor agrees: (a) to comply with the Kansas Act Against Discrimination (K.S.A. 44-1001 et seq.) and the Kansas Age Discrimination in Employment Act (K.S.A. 44-1111 et seq.) and the applicable provisions of the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) (ADA) and to not discriminate against any person because of race, religion, color, sex, disability, national origin or ancestry, or age in the admission or access to, or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer"; (c) to comply with the reporting requirements set out at K.S.A. 44-1031 and K.S.A. 44-1116; (d) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor; (e) that a failure to comply with the reporting requirements of (c) above or if the contractor is found guilty of any violation of such acts by the Kansas Human Rights Commission, such violation shall constitute a breach of contract and the contract may be cancelled, terminated or suspended, in whole or in part, by the contracting state agency or the Kansas Department of Administration; (f) if it is determined that the contractor has violated applicable provisions of ADA, such violation shall constitute a breach of contract and the contract may be cancelled, terminated or suspended, in whole or in part, by the contracting state agency or the Kansas Department of Administration.

Contractor agrees to comply with all applicable state and federal anti-discrimination laws.

The provisions of this paragraph number 5 (with the exception of those provisions relating to the ADA) are not applicable to a contractor who employs fewer than four employees during the term of such contract or whose contracts with the contracting State agency cumulatively total $5,000 or less during the fiscal year of such agency.

6. Acceptance of Contract: This contract shall not be considered accepted, approved or otherwise effective until the statutorily required approvals and certifications have been given.

7. Arbitration, Damages, Warranties: Notwithstanding any language to the contrary, no interpretation of this contract shall find that the State or its agencies have agreed to binding arbitration, or the payment of damages or penalties. Further, the State of Kansas and its agencies do not agree to pay attorney fees, costs, or late payment charges beyond those available under the Kansas Prompt Payment Act (K.S.A. 75-6403), and no provision will be given effect that attempts to exclude, modify, disclaim or otherwise attempt to limit any damages available to the State of Kansas or its agencies at law, including but not limited to the implied warranties of merchantability and fitness for a particular purpose.

8. Representative's Authority to Contract: By signing this contract, the representative of the contractor thereby represents that such person is duly authorized by the contractor to execute this contract on behalf of the contractor and that the contractor agrees to be bound by the provisions thereof.

9. Responsibility for Taxes: The State of Kansas and its agencies shall not be responsible for, nor indemnify a contractor for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

10. Insurance: The State of Kansas and its agencies shall not be required to purchase any insurance against loss or damage to property or any other subject matter relating to this contract, nor shall this contract require them to establish a "self-insurance" fund to protect against any such loss or damage. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the contractor shall bear the risk of any loss or damage to any property in which the contractor holds title.

11. Information: No provision of this contract shall be construed as limiting the Legislative Division of Post Audit from having access to information pursuant to K.S.A. 46-1101 et seq.

12. The Eleventh Amendment: "The Eleventh Amendment is an inherent and incumbent protection with the State of Kansas and need not be reserved, but prudence requires the State to reiterate that nothing related to this contract shall be deemed a waiver of the Eleventh Amendment."

13. Campaign Contributions / Lobbying: Funds provided through a grant award or contract shall not be given or received in exchange for the making of a campaign contribution. No part of the funds provided through this contract shall be used to influence or attempt to influence an officer or employee of any State of Kansas agency or a member of the Legislature regarding any pending legislation or the awarding, extension, continuation, renewal, amendment or modification of any government contract, grant, loan, or cooperative agreement.

State of Kansas Department of Administration DA-146a (Rev. 06-12)

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ADDENDUM NUMBER 1

BID NUMBER RFP 19-023

RFID EQUIPMENT REFRESH

ISSUED: July 24, 2019

PURCHASING DEPARTMENT

UNIFIED SCHOOL DISTRICT 500

2010 N. 59th STREET, ROOM 370

KANSAS CITY, KANSAS 66104

(913) 551-3200

Note the following changes to the above-mentioned bid. This information is to be taken into consideration when

responding to the original bid document.

1. Schedule Change: The date proposals are due is hereby extended to August 8, 2018 at 2:00 PM. Sealed

proposals received will be publicly opened and read aloud on that date at that time.

2. No Other Changes: No other changes or modification are intended by this Addendum. All other terms and

conditions of the solicitation remain in effect.

WE HEREBY ACKNOWLEDGE AND UNDERSTAND THE ABOVE NOTED CHANGES TO THE ORIGINAL BID DOCUMENET

AND AGREE TO FURNISH THE ITEMS ON WHICH PRICES ARE QUOTED IN ACCORDANCE WITH ALL TERMS AND

CONDITIONS PREVIOUSLY LISTED AND ANY ATTACHED SPECIFICATIONS AND AMENDMENTS.

BY: DATE:

TITLE: PHONE:

FIRM

Page 1 of 1

ADDENDUM NUMBER 2

BID NUMBER: RFP 19-023

RFID EQUIPMENT REFRESH Kansas City Kansas Public Library

ISSUED: July 25, 2019

PURCHASING DEPARTMENT UNIFIED SCHOOL DISTRICT 500 2010 N. 59th STREET, ROOM 370 KANSAS CITY, KANSAS 66104

(913) 551-3200

Note the following changes to the above-mentioned bid. This information is to be taken into consideration when

responding to the original bid document.

1. Responses to Bidder Questions:

1 Page 10, Section IV. Company, Health and Safety: “Detection or security corridors must be in compliance with relevant ADA requirements.” Are you requesting detection gates as a part of this bid?

KCKPS No. We are not currently requesting detection gates as part of the bid.

2

Page 11, Section VI. Technical Requirements, Self-Checkout Units, 2. “The proposed system’s RFID self-checkout units (minimum four) must be able to read item-specific identification numbers, communicate to the host circulation system to update the library’s inventory, and deactivate the theft or security status on the materials when checked out.” Can you please clarify the quantity of self-check units you are requesting: 4 or 19?

KCKPS 19 Self-checks

3

Page 14, Section VI. Technical Requirements, Fines/Fees: “Please include a payment system option for self-checkout system. Include pricing for systems with and without a payment system separately.” Please clarify if you would like us to provide pricing with the payment system and additional pricing without the payment system.

KCKPS If the pricing system is not included as part of the self-check, but an additional cost to be added on than we would like them priced separately from the self-checks. If you are proposing a complete all in one solution than we would like that priced together.

4

Page 15, Section VII. Training and Service Requirements, Installation Requirement, 2. “Vendors must recommend an installation plan. The library anticipates starting the retrospective conversion-tagging project as soon as a proposal is accepted.” Is conversion and tagging a part of this RFP?

KCKPS Conversion and tagging will not be part of this RFP

2. No Other Changes: No other changes or modifications intended by this Addendum. All other terms and

conditions of the solicitation remain in effect.

Page 1 of 2

WE HEREBY ACKNOWLEDGE AND UNDERSTAND THE ABOVE NOTED CHANGES TO THE ORIGINAL BID DOCUMENET

AND AGREE TO FURNISH THE ITEMS ON WHICH PRICES ARE QUOTED IN ACCORDANCE WITH ALL TERMS AND

CONDITIONS PREVIOUSLY LISTED AND ANY ATTACHED SPECIFICATIONS AND AMENDMENTS.

BY: DATE:

TITLE: PHONE:

FIRM

Page 2 of 2