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HomeMy WebLinkAbout19- RFP - Bozeman Public Library Automated Material Handling System Page 1 of 10 CITY OF BOZEMAN, MONTANA Request for Proposals BOZEMAN PUBLIC LIBRARY AUTOMATED MATERIAL HANDLING SYSTEM Proposals must be received no later than: Wednesday, September 25th, 2019 at 3:00 PM MST Deliver hard copies of the proposal to: Robin Crough, City Clerk PO Box 1230 121 North Rouse Ave, Suite 200 Bozeman, MT 59771 Page 2 of 10 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms qualified to provide an Automated Material Handling system for the Bozeman Public Library at 626 E. Main St. Copies of the Request for Proposals are available on the City’s website at https://www.bozeman.net/government/city-clerk/bids-rfps-rfqs. All proposals must be in the format specified, enclosed in a sealed envelope, and clearly identified with RFP title, company name, and due date and transmitted via hard copy. Deliver proposals to the City Clerk by Wednesday, September 25th, 2019 at 3:00 p.m. MST. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time as late submittals will not be accepted and will be returned unopened. The physical address is: City Clerk’s Office, Suite 200, (upstairs) City Hall, 121 N. Rouse Avenue, Bozeman, Montana The mailing address is: City Clerk’s Office, City Hall, P.O. Box 1230, Bozeman, Montana, 59771 (USPS only, deliveries via shipping companies should be addressed to the physical address) NON-DISCRIMINATION The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFP on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. Failure to comply with the above may be cause for the City to deem the submittal non-responsive. Any administrative questions regarding proposal procedures should be directed to: Robin Crough, City Clerk (406) 582-2321, agenda@bozeman.net Page 3 of 10 Questions relating to scope of services and project management should be directed to: Kit Stephenson, Bozeman Public Library, kstephenson@bozeman.net. DATED at Bozeman, Montana, this 4th day of September, 2019. Robin Crough City Clerk City of Bozeman For publication on: Sunday, September 8, 2019 Sunday, September 15, 2019 Page 4 of 10 1. BACKGROUND In 2006, the Bozeman Public Library moved into a newly built 53,000 sq. ft. space. It is a LEED silver level certified building. When designing the building, consideration was put into a space for an Automated Material Handling system. The design included a room specifically for this equipment. However, funding was limited for this technology, thus Library administration postponed the purchase of this equipment. Thirteen years later, Bozeman is experiencing the highest annual growth rate of any other micropolitan city in the US. The Library has had increased daily visits and approximately 700,000 items check out annually. This increases the demands on our public library staff and the Library is planning to purchase an AMH system to better serve the public and staff. An Automated Material Handling (AMH) system will be requested. This RFP is issued by the City of Bozeman for the purpose of obtaining information and pricing regarding an Automated Material Handling System. A space was built with an AMH system in mind and the room is 11.2 ft. x 18.2 ft. This space is now used for book drops from outside and the lobby. The Library seeks to implement a solution developed by a company with experience in the design and installation of AMH systems used in libraries. It is the intent of the Bozeman Public Library to review and assess the RFP responses to determine if the response from solicited suppliers can meet the needs of the Bozeman Public Library. The successful respondent may present and/or review with the Library multiple possible technical meeting solutions to meet the need of the proposal. Vendors are expected to provide their best and most competitive proposal. 2. SCOPE OF SERVICES The Scope of Services for the proposed contract is an automated materials handling (AMH) system for the Bozeman Public Library to improve workflow and efficiencies. Proposals will address fitting an AMH system into the available space of 11.2 ft. x 18.2 ft. (see Attachment 2). Proposals must offer a complete turnkey solution, including purchase of all products and services necessary to meet the requirements of this RFP. Related services may include but are not limited to design, manufacture, shipment, installation, configuration, remote training, on-site training and ongoing maintenance and support. Page 5 of 10 3. PROPOSAL REQUIREMENTS Firms interested in providing the services described above are requested to submit the following information. Responses to each item should appear in the same order as in this RFP and should designate by heading and paragraph the item to which the responses applies. 3.1 Company Information and Executive Summary Please provide the following information: • Vendor’s full company or corporate name • The company’s office location responsible for performance under a contract with Bozeman Public Library • The URL for the Vendor’s website Each proposal should be accompanied by an executive summary not exceeding two pages which summarizes key points of the proposal and which is signed by an officer of the firm who is responsible for committing the firm’s resources. 3.2 Description of Proposed Solution Please describe and illustrate the products and systems comprising the Vendor’s proposed AMH solution. 3.3 General and Technical Requirements Please indicate whether the proposed solution includes the following features/functionality: 1. Interoperability with SirsiDynix Symphony via SIP2, encrypted SIP2 or API connection 2. AMH design must fit within the current architectural design. No additional building modifications are being required. 3. Must be a flexible design that would allow for future growth and the addition of bins. 4. Allows staff to choose between two or more sorting strategies, depending on need 5. Operating system and other applications included in the Vendor’s solution are kept up- to-date at no cost to Bozeman Public Library 3.4 Affirmation of nondiscrimination (see Attachment 1) Non-completion of the Affirmation of non-discrimination is cause for disqualification of firms. Page 6 of 10 3.5 Project Plan Please detail the Vendor’s anticipated project plan, including design, manufacture, delivery, installation, testing and training. Please include how long installation would take if selected. 3.6 Training Please describe library staff training offered by the Vendor. Include whether training is virtual or on-site. 3.7 Maintenance and Support Bozeman Public Library prefers that Vendor support be available during most library open hours with a response time of four hours or less for critical hardware and software issues. Bozeman Public Library also prefers to contact Vendor via telephone or a web/email based system for support requests. Please describe ongoing maintenance and support offered by the Vendor, including availability of telephone or web-based email support response times. Also please include warranty information. Please describe any preventive maintenance plans for the proposed solution the Vendor recommends. 3.8 References Please provide name and contact information for at least three references for projects completed in the last two years. 3.9 Pricing Please provide detailed pricing for design, manufacture and installation of the proposed solution, including shipping charges, training fees and any other non-recurring costs. Please provide detailed pricing for ongoing maintenance, support, licensing and any other monthly or yearly recurring costs. Page 7 of 10 4. REQUEST FOR PROPOSALS SCHEDULE EVENT DATE/TIME Publication dates of RFP Sunday, September 8, 2019 Sunday, September 15, 2019 Deadline for receipt of proposals Thursday, September 25, 2019 – 3:00 PM Evaluation of proposals TBD Interviews (if necessary) and Selection of consultants TBD 5. CONTACTS Any administrative questions regarding proposal procedures should be directed to: Robin Crough, City Clerk, (406) 582-2321, agenda@bozeman.net Questions relating to scope of services and project management should be directed to: Kit Stephenson, Assistant Library Director, (406) 582-2417, kstephenson@bozeman.net 6. SELECTION PROCESS AND RANKING CRITERIA A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and may arrange interviews with the finalist(s) prior to selection. Selection may be made directly based on the written RFP submission. If interviews occur, the selection of finalists to be interviewed will be made by a selection committee representing the City of Bozeman. The selection of interview candidates will be based on an evaluation of the written responses to the RFPs. All submitted proposals must be complete and contain the information required as stated in the "Request for Proposals.” 7. SELECTION CRITERIA Proposals will be evaluated based on the following criteria: • [5 points] Executive Summary • [45 points] Qualifications of the Firm for Scope of Services; Cost • [30 points] Proposal Requirements • [5 points] Service and Warranty • [5 points] Related Experience with Similar Projects Page 8 of 10 8. RESERVATION OF RIGHTS; LIABILITY WAIVER All proposals submitted in response to this RFP become the property of the City and public records and, as such, may be subject to public review. The City reserves the right to accept or reject any and all proposals; to add or delete items and/or quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the RFP; to extend the deadline for submitting proposals; to postpone award for up to 30 days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards or phases are determined by the City to be in the public interest; and to reject, without liability therefore, any and all proposals upon finding that doing so is in the public interest. The City of Bozeman reserves the right to reject the proposal of any person/firm who previously failed to perform properly to the satisfaction of the City of Bozeman, or complete on time agreements of similar nature, or to reject the proposal of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City of Bozeman. The City of Bozeman reserves the right to determine the best qualified Contractor and negotiate a final scope of service and cost, negotiate a contract with another Contractor if an agreement cannot be reached with the first selected Contractor, or reject all proposals. The professional services contract between the City of Bozeman and the successful Contractor will incorporate the Contractor's scope of service and work schedule as part of the agreement (see Attachment 2 for form of professional services agreement. The professional services agreement presented to the Contractor may differ from this form as appropriate for the scope of services). This RFP does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by firms in responding to this request for proposals or request for interviews, additional data, or other information with respect to the selection process, prior to the issuance of an agreement, contract or purchase order. The Contractor, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises this RFP, all Contractors who submitted proposals will be notified using email. Projects under any contract are subject to the availability of funds. 9. CONFIDENTIALITY AND DISCLOSURE OF INFORMATION Upon completion of negotiations or a determination that no proposals will be pursued, one copy of each submitted proposal shall be retained for the official files of the City and will be considered a public record. Page 9 of 10 10. NO PARTNERSHIP/BUSINESS ORGANIZATION Nothing in this RFP or in any subsequent agreement, or any other contract entered into as a result of this RFP, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the City and respondent. 11. EMPLOYMENT RESTRICTION AND INDEMNITY No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. 12. ACCESSIBILITY Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301. 13. GOVERNING LAW This RFP and any disputes arising hereunder or under any future agreement for the sale and purchase of shares, interests, or rights shall be governed hereafter and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. 14. MISCELLANEOUS No conversations or agreements with any officer, employee, or agent of the City shall affect or modify any term of this RFP. Oral communications or any written/email communication between any person and the designated contact City staff shall not be considered binding. Page 10 of 10 Statement of Non-Discrimination – Attachment 1 ____________________________________(name of entity submitting) hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. ______________________________________ Name and title of person authorized to sign on behalf of submitter