HomeMy WebLinkAboutAgenda - 11-08-2012 - 5e
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ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date:November 8, 2012
Action Agenda
Item No.5-e
SUBJECT:
Request for Proposals (RFP)Awards–LibraryAutomation
DEPARTMENT:PUBLICHEARING: (Y/N)No
Library & Financial Services
ATTACHMENT(S):INFORMATION CONTACT:
List of FirmsLucinda Munger,919-245-2528
Clarence Grier,919-245-2453
Annette Moore, 919-245-2317
PURPOSE:
To consider awarding two RFP’s for the following:
Radio Frequency Identification System(RFID) fromBibliotheca, Inc. of Norcross,
Georgia; and
Integrated Library System (ILS) from Innovative Interfaces, Inc. ofEmeryville, California.
BACKGROUND:
North Carolina General Statute 143-129.8 allows for the use of the Request
for Proposals (RFP) process for technology acquisitions such as these that allow for an award
to be made to the “best overall” proposal. Financial Services’ Purchasing staff and Library staff
developed the RFPs that would not only address current needs, but also provide systems that
will serve the County into the future.
While the Library issued two concurrent RFPs, the new RFID and ILS systems will be
implemented together as a comprehensive library automation solution.The RFID provides
improved security for materials and facilitates self-service check out, whileILS provides
automated collection and circulation management.
The RFPs wereadvertised in both the local newspaper and onthe County website. Twelve
companies receivedRFID RFP 367-5186, and thirteencompanies receivedILS RFP 367-5187.
Alist of those companiesis attached.Three companies responded to the RFP for RFID, and
five companies respondedto the RFP forILS.After athorough evaluation of the RFPs, a
committee consisting of Library staff chose to invite all three of the RFID respondents and the
top three respondents from the ILS firms for extensive hands-on demonstrations. The firms
invited for demonstrations are highlighted on the attached list.
Once the demonstrations were completed, the committee unanimously agreedthat theRadio
Frequency Identification System(RFID) from Bibliotheca, Inc. of Norcross, Georgia be
recommended for award; and the Integrated Library System (ILS) from Innovative Interface, Inc.
ofEmeryville, Californiabe recommended for award.The first year cost for the RFID system is
$58,220.69 with annual maintenance of $4,189.33 for years two through five.The first year
cost for the ILS system is $138,505with annual maintenance of $57,118 for years two through
five.
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Staff isrecommending Bibliotheca, Inc. and Innovative Interfaces, Inc. because the solutions
presented by thesecompaniesdemonstrated the following strengths:
ComprehensiveFunctionality
– The solutionsoffercomprehensive functionality that
supportscurrentoperational needsand prepares the library for future growth.
UnifiedCustomer Experience
– Innovative Interface’s public catalog allows customers to
search the library’s print collections, digital collectionsand programs through a single
platform.
Ease of Use
– The software offered attractive, easy to use interfaces for both the public
and the staff.
Statistical Reporting
– The solutions offer comprehensive, up to the minutereporting
tools that promote data-driven planning and decision making.
Quality Support
– Both companies presented thorough implementation plans and on-
going support services, confirmed through client references.
Interoperability was one of many criteria considered when evaluating the proposals. The
Town of Chapel Hill Library utilizes both of the recommended vendors for itslibrary
automation.
FINANCIAL IMPACT:
The purchase of the RFID and ILS are $58,220.69 and $138,505 from
the recommended firms respectively. Sufficient funds were allocated in the adopted FY 2012-
2013 Capital Budget to cover the expenditures.
RECOMMENDATION(S):
The Manager recommends that the Board:
Award RFP 367-5186 for a Radio Frequency Identification System(RFID) toBibliotheca,
Inc. ofNorcross, Georgiaat a cost of $58,220.69;
Award RFP 367-5187 for Integrated Library System (ILS) to Innovative Interfaces, Inc.of
Emeryville, Californiaat a cost of $138,505;
Authorize the Managerto sign the contracts on behalf of the Board subject tofinal review
by staff and the County Attorney;
Authorize the Financial and Administrative ServicesDirector to execute the necessary
paperwork; and
Authorize the Manager to sign future renewals as outlined in the approved contract.
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List of Firms for RFP 367-5186 – RFID
3M, St. Paul, MN **
Backstage Library Works, Provo, Utah
Bibliotecha, Inc., Norcross, Georgia **
Burrellesluce, Presque Isle , ME
CJIS GROUP Corporate & Research Facility, Crawfordville, FL
Envisionware, Duluth, GA**
Intelletto Technologies Inc.,Markham, Ontario
Mass Group, Chatsworth, CA
National Laminating, Riverside,RI
Reltronics Technologies, Rochester NY
Sentry Technology, Ronkonkoma, NY
TechLogic, White Bear Lake, MN
** Submitted a proposal
The following Firms were invited for demonstrations
1.3M, St. Paul, MN **
2.Bibliotecha, Norcross Georgia **
3.Envisionware, Duluth, GA **
List of Firms for RFP 367-5187 – Integrated Library System
Backstage Library Works, Provo, Utah
Education Intelligence, Inc.,
EOS International , Carlsbad, CA
Equinox Software, Inc., Duluth, GA
Follett Software Company, McHenry, Il
Infor, Toronto, ON **
Innovative Interfaces, Inc., Emeryville, California **
Insignia Software, Edmonton, Alberta Canada
Mandarin Library Automation, Boca Raton, FL
Marcive, San Antonio, TX
Polaris Library Systems, Liverpool, NY **
Sirsidynix, Lehi, UT **
The Library Corporation, Inwood, WV **
** Submitted a proposal
The following Firms were invited for demonstrations
1.Innovative Interfaces, Emeryville, California **
2.Polaris Library Systems, Liverpool **
3.The Library Corporation, Inwood, WV**