Bibliotheca Signed Contract RFP 24-15
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PROFESSIONAL SERVICES AGREEMENT
With BIBLIOTHECA, LLC
for Automated Library Materials Handlers
This Professional Services Agreement ("Agreement") is entered into and effective between CITY OF GLENDALE,
an Arizona municipal corporation ("City") and BIBLIOTHECA, LLC, a Delaware limited liability company,
authorized to do business in the State of Arizona, ("Consultant") as of the day of , 2024
(“Effective Date”).
RECITALS
A. City intends to undertake a project for the benefit of the public and with public funds that is more fully set
forth in Exhibit A, Scope of Work (the "SOW");
B. City desires to retain the professional services of Consultant to develop, create, make, generate, supply, deliver,
provide and/or perform the specific benefits, services, tasks, activities, expertise, etc. as set forth in the Scope
of Work; and
C. City and Consultant desire to memorialize their agreement with this document.
AGREEMENT
The parties hereby agree as follows:
1. Key Personnel; Other Consultants and Subcontractors.
1.1 Professional Services. Consultant will provide all Services necessary to assure all portions, tasks,
activities and specifications of the SOW (the “Services”) are completed timely and efficiently
consistent with the SOW’s requirements, including, but not limited to, working in close interaction
and interfacing with City and its designated employees, and working closely with others, including
other consultants or contractors, retained by City.
1.2 Project Team.
a. Project Manager.
(1) Consultant will designate an employee as Project Manager with sufficient training,
knowledge, and experience to, in the City's opinion, complete the project and handle
all aspects of the SOW such that the work produced by Consultant is consistent
with applicable standards as detailed in this Agreement; and
(2) The City must approve the designated Project Manager.
b. Project Team.
63) The Project Manager and all other employees assigned to the perform the SOW by
Consultant will comprise the "Project Team."
(2) Project Manager will have responsibility for and will supervise all other employees
assigned to the perform the SOW by Consultant.
c Discharge, Reassign, Replacement.
(1) Consultant acknowledges the Project Team is comprised of the same petsons and
roles for each as may have been identified in Exhibit A.
(2) Consultant will not discharge, reassign, replace or diminish the responsibilities of
any of the employees assigned to perform the SOW who have been approved by
City without City's prior written consent unless that person leaves the employment
of Consultant, in which event the substitute must first be approved in writing by
City.
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(3) Consultant will change any of the members of the Project Team at the City's request
if an employee's performance does not equal or exceed the level of competence that
the City may reasonably expect of a person performing those duties, or if the acts
ot omissions of that person are detrimental to the completion of the SOW.
Subcontractors.
(1) Consultant may engage specific technical contractors (each a "Subcontractor") to
furnish certain Service.
(2) Consultant will remain fully responsible for Subcontractor's Services.
(3) Subcontractors must be approved by the City.
(4) Consultant will certify by letter that all contracts with Subcontractors have been
executed incorporating requitements and standards as set forth in this Agreement.
Schedule. The Services will be undertaken in a manner that ensures the SOW is completed on time and in
a cost- efficient manner. The Services, including any interim milestones, shall be completed in accordance
with the schedule contained in Exhibit A.
Consultant’s Work.
3.1
3.2
3.3
3.4
Standard. Consultant must perform Services in accordance with the standards of due diligence, care,
and quality prevailing among consultants having substantial experience with the successful furnishing
of Services for projects that are equivalent in size, scope, quality, and other criteria under the SOW
and identified in this Agreement.
Licensing. Consultant warrants that:
a.
Consultant and its Subconsultants or Subcontractors will hold all appropriate and required
licenses, registrations and other approvals necessary for the lawful furnishing of Services
("Approvals"); and
Neither Consultant nor any Subconsultant or Subcontractor has been debarred or otherwise
legally excluded from contracting with any federal, state, or local governmental entity
("Debarment").
(4) City is under no obligation to ascertain or confirm the existence or issuance of any
Approvals or Debarments, or to examine Consultant's contracting ability.
(2) Consultant must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration. The failure of the Consultant to notify City as
required will constitute a material default under the Agreement.
Compliance.
a.
Services will be furnished in compliance with applicable federal, state, county and local
statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards
and criteria designated by City.
Consultant must not discriminate against any employee or applicant for employment on the
basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender
identity or expression, genetic characteristics, familial status, U.S. military veteran status or
any disability. Consultant will require any Sub-contractor to be bound to the same
requirements as stated within this section. Consultant, and on behalf of any subcontractors,
watrants compliance with this section.
Coordination; Interaction.
a.
For projects that the City believes requires the coordination of various professional services,
Consultant will work in close consultation with City to proactively interact with any other
professionals retained by City ("Coordinating Professionals").
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4.
3.5
Compensation.
4.1
4.2
4.3
Consultant will meet to review the Services to be provided in the SOW, Schedule and in-
progtess work with Coordinating Professionals and City as often and for durations as City
reasonably considers necessary in order to ensure the timely work delivery and SOW
completion.
For projects not involving Coordinating Professionals, Consultant will proactively interact
with any other contractors when directed by City to obtain or disseminate timely information
for the proper execution of the SOW.
Work Product.
a.
Ownership. Upon receipt of payment for Services furnished, Consultant grants to City, and
will cause its Subconsultants or Subconttactors to grant to the City, the exclusive ownership
of and all copyrights, if any, to evaluations, reports, drawings, specifications, project manuals,
surveys, estimates, reviews, minutes, all "architectural work" as defined in the United States
Copyright Act, 17 U.S.C § 101, ef seg., and other intellectual work product as may be
applicable ("Work Product").
(1) This grant is effective whether the Work Product is on paper (e.g., a "hard copy"),
in electronic format, or in some other form.
(2) Consultant warrants, and agtees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.
Delivery. Consultant will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.
City Use.
(1) City may reuse the Work Product at its sole discretion.
(2) In the event the Work Product is used for another project without further
consultations with Consultant, the City agrees to indemnify and hold Consultant
harmless from any claim arising out of the Work Product.
(3) In such case, City will also remove any seal and title block from the Work Product.
Compensation. Consultant's compensation for the Services, including those furnished by its
Subconsultants or Subcontractors will not exceed $251,034 as specifically detailed in Exhibit B
("Compensation").
Change in Scope of Work. The Compensation may be equitably adjusted if the original SOW is
significantly modified, but only as provided below.
a.
Adjustments to the SOW, including adding any additional Services or any change in the
amount of Compensation available hereunder, require a written amendment to this
Agreement and may require City Council approval.
Additional services which are outside the scope of the original SOW contained in this
Agreement may not be performed by the Consultant without prior written authorization
from the City.
Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in the
Exhibits and accompanying attachments, the provisions of this Agreement shall take priority
and govern the conduct of the patties.
Expenses. City will reimburse Consultant for certain out-of-pocket expenses necessarily incurred by
Consultant in connection with this Agreement, without mark-up (the “Reimbursable Expenses”),
including, but not limited to, document reproduction, materials for book preparation, postage,
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courier and overnight delivery costs incurred with Federal Express or similar carriers, travel and car
mileage, subject to the following:
a. Mileage, airfare, lodging and other travel expenses will be reimbursable only to the extent
these would, if incurred, be reimbursed to City of Glendale personnel under its policies and
procedures for business travel expense reimbursement made available to Consultant for
teview ptiot to the Agreement’s execution, and which policies and procedures will be
furnished to Consultant;
b. The Reimbursable Expenses in this section are approved in advance by City in writing; and
c. The total of all Reimbursable Expenses paid to Consultant in connection with this
Agreement will not exceed the “not to exceed” amount identified in Section 4.1 above.
5. Billings and Payment.
5.1 Applications. Consultant will submit invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated as follows:
a. Fifty percent (50%) at Purchase Order.
b. Forty percent (40%) after shipping.
c. Ten percent (10%) after approval by the Project Manager.
5.2 Payment. After a full and complete Payment Application is received, City will process and remit
payment within 30 days.
5.3 Review and Withholding. City's Project Manager will timely review and certify Payment Applications.
a. If the Payment Application is rejected, the Project Manager will issue a written explanation.
b. City may withhold an amount sufficient to pay expenses that City reasonably expects to incur
in correcting any deficiencies.
6. Termination.
6.1 For Convenience. City may terminate this Agreement for convenience, without cause, by delivering
a written termination notice stating the effective termination date, which may not be less than 15
days following the date of delivery.
a. Consultant will be equitably compensated for Services furnished prior to receipt of the
termination notice and for reasonable costs incutred.
b. Consultant will also be similarly compensated for any approved effort expended, and
approved costs incurred, that ate directly associated with Project closeout and delivery of the
required items to the City.
6.2 For Cause. City may terminate this Agreement for cause if Consultant fails to cure any breach of this
Agreement within seven days after receipt of written notice specifying the breach.
a. Consultant will not be entitled to further payment until after City has determined its damages.
If City's damages resulting from the breach, as determined by City, are less than the equitable
amount due but not paid Consultant for Services furnished, City will pay the amount due to
Consultant, less City's damages, in accordance with the provision of Sec. 5.
b. If City's direct damages exceed amounts otherwise due to Consultant, Consultant must pay
the difference to City immediately upon demand; however, Consultant will not be subject to
consequential damages more than $1,000,000 or the amount of this Agreement, whichever
is greater.
7. Conflict. Consultant acknowledges this Agreement is subject to A-R.S. § 38-511, which allows for
cancellation of this Agreement in the event any person who is significantly involved in initiating, negotiating,
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securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or consultant of any
other party to this Agreement.
Insurance. For the duration of the term of this Agreement, Consultant shall procure and maintain insurance
against claims for injuries to persons or damages to property which may arise from or in connection with the
performance of all tasks or work necessary to complete the Project as herein defined. Such insurance shall
cover Consultant, its agent(s), representative(s), employee(s) and any subcontractors.
8.1
8.2
8.3
Minimum Scope and Limit of Insurance. Coverage must be at least as broad as:
a.
Commercial General Liability (CGL). Insurance Services Office Form CG 00 01, including
products and completed operations, with limits of no less than $1,000,000 per occurrence
for bodily injury, personal injury, and property damage. If a general aggregate limit applies,
either the general aggregate limit shall apply separately to this project/location or the general
agoregate limit shall be twice the required occurrence limit.
Automobile Liability. Insurance Services Office Form Number CA 0001 covering Code 1
(any auto), with limits no less than $1,000,000 per accident for bodily injury and property
damage.
Professional Liability. Consultant must maintain a Professional Liability insurance covering
errors and omissions arising out of the work or services performed by Consultant, or anyone
employed by Consultant, or anyone for whose acts, mistakes, errors and omissions
Consultant is legally liability, with a liability insurance limit of $1,000,000 for each claim and
a $1,000,000 annual aggregate limit.
Worket’s Compensation. Insurance as required by the State of Arizona, with Statutory
Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per
accident for bodily injury or disease.
Indemnification.
a.
To the fullest extent permitted by law, Consultant must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (each, an "Indemnified
Party," collectively, the "Indemnified Parties") for, from, and against any and all claims,
demands, actions, damages, judgments, settlements, personal injury (including sickness,
disease, death, and bodily harm), property damage (including loss of use), infringement,
governmental action and all other losses and expenses, including attorneys' fees and litigation
expenses (each, a "Demand or Expense" collectively "Demands or Expenses") asserted by a
third-party (ie. a person or entity other than City or Consultant) and that arises out of or
results from the breach of this Agreement by the Consultant or the Consultant’s negligent
actions, errors or omissions (including any Subconsultant or Subcontractor or other person
ot firm employed by Consultant), whether sustained before or after completion of the SOW
and/or Services.
This indemnity and hold harmless provision applies even if a Demand or Expense is in part
due to the Indemnified Party's negligence or breach of a responsibility under this Agreement,
but in that event, Consultant will be liable only to the extent the Demand or Expense results
from the negligence or breach of a responsibility of Consultant or of any person or entity
for whom Consultant is responsible.
Consultant is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.
Other Insurance Provisions. The insurance policies required by the Section above must contain, or
be endorsed to contain the following insurance provisions:
a.
The City, its officers, officials, employees and volunteers are to be covered as
additional insureds of the CGL and automobile policies for any liability arising from or in
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8.4
8.5
8.6
8.7
8.8
connection with the performance of all tasks or work necessary to complete the Services as
herein defined. Such liability may arise, but is not limited to, liability for materials, parts or
equipment furnished in connection with any tasks, or work performed by Consultant or on
its behalf and for liability arising from automobiles owned, leased, hired or borrowed on
behalf of the Consultant. General liability coverage can be provided in the form of an
endorsement to the Consultant’s existing insurance policies, provided such endorsement is
at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 23 37, if later
revisions ate used.
b. For any claims related to the SOW and/or Setvices, the Consultant’s insurance coverage
shall be primary insurance with respect to the City, its officers, officials, employees, and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
employees or volunteers shall be in excess of the Consultant’s insurance and shall not
contribute with it.
c. Each insurance policy required by this Section shall provide that coverage shall not be
canceled, except after providing notice to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of
no less than A: VII, unless the Consultant has obtained prior approval from the City stating that a
non-conforming insurer is acceptable to the City.
Waiver of Subrogation. Consultant hereby agrees to waive its rights of subrogation which any
insurer may acquite from Consultant by virtue of the payment of any loss. Consultant agrees to
obtain any endorsement that may be necessary to effect this waiver of subrogation. The Workers’
Compensation Policy shall be endorsed with a waiver of subrogation in favor of the City for all work
performed by the Consultant, its employees, agent(s) and subcontractor(s).
Verification of Coverage. Within 15 days of the Effective Date of this Agreement, Consultant shall
furnish the City with original certificates and amendatory endorsements, or copies of any applicable
insurance language making the coverage required by this Agreement effective. All certificates and
endorsements must be received and approved by the City before work commences. Failure to obtain,
submit or secure the City’s approval of the required insurance policies, certificates or endorsements
prior to the City’s agreement that work may commence shall not waive the Consultant’s obligations
to obtain and verify insurance coverage as otherwise provided in this Section. The City reserves the
right to require complete, certified copies of all required insurance policies, including any
endorsements or amendments, required by this Agreement at any time during the Term stated herein.
Consultant’s failure to obtain, submit or secure the City’s approval of the required insurance policies,
certificates or endorsements shall not be considered a Force Majeure or defense for any failure by
the Consultant to comply with the terms and conditions of the Agreement, including any schedule
for performance or completion of the Project.
Subcontractors. Consultant shall require and shall verify that all subcontractors maintain insurance
meeting all requirements of this Agreement.
Special Risk or Circumstances. The City reserves the right to modify these insurance requirements,
including any limits of coverage, based on the nature of the risk, prior experience, insurer, coverage
or other circumstances unique to the Consultant, the Project or the insurer.
E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Consultant warrants
their compliance and that of its subconsultants with all federal immigration laws and regulations that relate to
their employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The Consultant or
subconsultant’s breach of this warranty shall be deemed a material breach of the Agreement and may result
in the termination of the Agreement by the City under the terms of this Agreement. The City retains the legal
right to randomly inspect the papers and records of the other party to ensure that the other party is complying
with the above-mentioned warranty. The Consultant and subconsultant warrant to keep their respective
papers and records open for random inspection during normal business hours by the other party. The parties
shall cooperate with the City’s random inspections, including granting the inspecting party entry tights onto
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10.
11.
12.
their respective properties to perform the random inspections and waiving their respective rights to keep such
papers and records confidential.
No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in, a
boycott of goods or services from Israel, as that term is defined in ARS § 35-393.
Uyghur Forced Labor Prevention Act (UFLPA). Consultant certifies that it does not currently, and during
the term of this Agreement, will not use:
a. the forced labor of ethnic Uyghurs in the People’s Republic of China;
b. any goods or setvices produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; and
c. any contractors, subcontractors or suppliers that use the forced labor or any goods or
services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.
Attestation of PCI Compliance. When applicable, the Consultant will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Consultant with oversight responsibility.
Notices.
13.1. A notice, request or other communication that is required or permitted under this Agreement (each
a Notice") will be effective only if:
a. The Notice is in writing; and
b. Delivered in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested).
c. Notice will be deemed to have been delivered to the person to whom it ts addressed as of
the date of receipt, if:
(4) Received on a business day before 5:00 p.m. at the address for Notices identified
for the Party in this Agreement by U.S. Mail, hand delivery, or overnight courier
service; ot
(2) As of the next business day after receipt, if received after 5:00 p.m.
d. The burden of proof of the place and time of delivery is upon the Party giving the Notice.
e Digitalized signatures and copies of signatures will have the same effect as original signatures.
13.2 Representatives.
a. Consultant. Consultant's representative (the "Consultant's Representative") authorized to
act on Consultant's behalf with respect to the SOW and/or Services, and his or her address
for Notice delivery is:
BIBLIOTHECA, LLC
c/o Matthew Bellamy, President
3169 Holcomb Bridge Road, Suite 206
Norcross, Georgia 30071
877-328-0067 x301
bids-na@bibliotheca.com
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14.
15.
City. City's representative ("City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:
City of Glendale
c/o Michael Beck, Chief Librarian
5959 W. Brown
Glendale, Arizona 85301
With required copy to:
City Manager City Attorney
City of Glendale City of Glendale
5850 West Glendale Avenue 5850 West Glendale Avenue
Glendale, Arizona 85301 Glendale, Arizona 85301
Concurrent Notices.
(1) All notices to City's representative must be given concutrently to City Manager and
City Attorney.
(2) A notice will not be deemed to have been received by City's representative until the
time that it has also been received by the City Manager and the City Attorney.
(3) City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Consultant identifying the designee(s) and their
respective addresses for notices.
Changes. Consultant or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change.
Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non-profit
corporation or other entity whose primary purpose is to own or manage the SOW or Services.
Entire Agreement; Survival; Counterparts; Signatures.
15.1
15.2
15.3
Integration. This Agreement contains, except as stated below, the entire agreement between City
and Consultant and supersedes all prior conversations and negotiations between the parties regarding
the SOW or this Agreement.
a.
Neither Party has made any representations, warranties or agreements as to any matters
concerning the Agreement's subject matter.
Representations, statements, conditions, ot warranties not contained in this Agreement will
not be binding on the parties.
Inconsistencies between the solicitation, any addenda attached to the solicitation, the
response or any excerpts attached as Exhibit A, and this Agreement, will be resolved by the
terms and conditions stated in this Agreement.
Interpretation.
a.
c.
The parties fairly negotiated the Agreement's provisions to the extent they believed necessary
and with the legal representation they deemed appropriate.
‘The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.
The Agreement will be interpreted in accordance with the laws of the State of Arizona.
Survival. Except as specifically provided otherwise in this Agreement, each warranty, representation,
indemnification and hold harmless provision, insurance requitement, and every other right, remedy
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16.
17.
18.
19.
and responsibility of a Party, will survive completion of the SOW, or the earlier termination of this
Agreement.
15.4 Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Electronic signature blocks do not constitute execution for purposes of this Agreement.
Any amendment may be subject to City Council approval.
15.5 Remedies. All tights and remedies provided in this Agreement are cumulative and the exercise of
any one or more right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.
15.6 Severability. If any provision of this Agreement is voided or found unenforceable, that determination
will not affect the validity of the other provisions, and the voided or unenforceable provision will be
reformed to conform with applicable law.
15.7 Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.
Term.
16.1 Extensions. The term of this Agreement commences upon the effective date and continues for a
one (1) yeat initial period. The City may, at its option and with the approval of the Consultant, extend
the term of this Agreement an additional three (3) years, on an annual basis. Consultant will be
notified in writing by the City of its intent to extend the Agreement period at least thirty (30) calendar
days prior to the expiration of the original or any extension period. Price adjustments will only be
reviewed during the Agreement extension period and will be a determining factor for any extension.
There are no automatic extensions or renewals of this Agreement.
16.2 Extension for Procurement Process. Upon the expiration of the Term of this Agreement, including
the initial term and any extensions, at the City’s sole discretion, this Agreement may be extended on
a month-to-month basis for a maximum of six (6) months to allow for the City to complete its
procurement ptocess to select a vendor to provide the services/materials similar to those provided
under this Agreement. The City will notify the Contractor in writing of its intent to extend the
Agreement at least thirty (30) calendar days prior to the expiration of the Term. Any extension
provided under this subsection will continue under the same terms and conditions as in effect
immediately prior to the expiration of the then-current term.
Dispute Resolution. Any controversy ot claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof.
Cooperative Use of Contract. This agreement may be extended for use by other governmental agencies
and political subdivisions of the State. Any such usage by other entities must be in accord with the ordinances,
charter, rules and regulations of the respective entity and the approval of the Contractor and City. For a list
of SAVE members, click on the following link:
http://www.mesaaz.gov/business/purchasing/save
Exhibits. The following exhibits, with reference to the term in which they are first referenced, are
incorporated by this reference.
Exhibit A Scope of Work
Exhibit B Compensation
The parties enter into this Agreement effective as of the date shown above.
City of Glendale,
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ATTEST:
Julie K. Bower (SEAL)
City Clerk
APPROVED AS TO FORM:
Michael D. Bailey
City Attorney
10
an Arizona municipal corporation
By: Kevin R. Phelps
Its: City Manager
BIBLIOTHECA,
a Delaware Limited Liability Company
Villar Bll ag
By: Matthew Bellamy
Its: President
10/05/2023
EXHIBIT A
Professional Services Agreement
SCOPE OF WORK
Attached RFP 24-15 and RFP 24-15 Response Workbook.
ot.
G
Glendale
ARIZONA
SOLICITATION NUMBER:
ONLINE BID NUMBER:
TITLE:
PUBLISHED DATE:
PRE-OFFER CONFERENCE:
SITE VISIT:
OFFER DUE:
CONTACT:
CITY OF GLENDALE
PROCUREMENT DIVISION
REQUEST FOR PROPOSAL
RFP 24-15
42400012
AUTOMATED LIBRARY MATERIALS HANDLERS
OCTOBER 18, 2023 |
October 31, 2023, 10:30 AM Local Time
An ONLINE pre-offer conference will be held on October 31, 2023, at
10:30 AM local time. To join the meeting from your computer, tablet
or smartphone, Click here to join the meeting
Meeting ID: 286 692 550 307
Passcode: JBwhMf
Download Teams | Join on the web
Or call in (audio only)
+1 480-500-1194.,268547697# United States, Phoenix
Phone Conference ID: 268 547 697#
Attendance is NOT required but strongly encouraged
November 1, 2023, AM Local Time
Offerors are invited to view the spaces at the following times:
Foothills Library —- Anytime between 9:00 AM and 10:30 AM
19055 N. 57** Avenue, Glendale, AZ
Main Glendale Library — Anytime between 1:00 PM and 2:30 PM
5959 W. Brown Street, Glendale, AZ
Please check in at the front desk upon your arrival. Attendance is NOT
required but strongly encouraged.
November 16, 2023, 2:00 PM Local Time
Offer Submission Through Vendor Self-Service (VSS) Online Bid System.
NOTE: This is a sealed proposal process requiring proposals to be
submitted before the date/time shown above. If errors occur when
submitting through VSS, email or call using contact information below.
Charlene Carpenter, Procurement Officer
Purchasing-Procurement Division
623-930-2865
ccarpenter@glendaleaz.com
Proposals shall be opened using the City’s electronic bidding system on the specified due time and
date identified herein. All information contained in the proposals shall be confidential to avoid
disclosure of contents prejudicial to competing Offerors.
OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION
The Vendor Self-Service - New and Existing Vendor Registration Guide provides detailed instructions for
registration for both new and existing vendors.
7 City of Glendale Procurement Division
© Solicitation Number: RFP 24-15 / 42400012 5850 West Glendale Avenue,
Glendale AUTOMATED LIBRARY MATERIALS HANDLERS Gl Sulte 317
ARIZONA jlendale, Arizona 85301
Table of Contents:
RFP Package
. INTRODUCTION cesvavavsssscscssessseseccnsasenesavavesesesesesecacasseasacscaeavarsessseansesseetetsseseseessassensneseensets 3
BACKGROUND... ecceeeseesessesesesseaevereeeseavesesscsesnsssssceseocseeseensssscseatensnnsneerensenenensnaes
OTHER INFORMATION
WORK TASKS. .....eessoees
OPTION TO EXTEND :
: HOW WE CHOOSE........ 19
10. SUBMISSION CHECKLIST......
11. SUBMISSION REQUIREMENTS............
EXHIBIT 1: SPECIAL NOTICES... ccsscscsessseesessneessesseesssssnsecsseanessuecsueseennecsssarecsuscecssecsusesnstsecssenssssssenacaneenecensessy 15
EXHIBIT 2: SPECIAL TERMS AND CONDITIONS wou.cccccssssessessessessescssessseenseenesanenecsneeanenneearensiessesiteareeneesnrcess 19
EXHIBIT 3: INSURANCE REQUIREMENTS. ....cccsesssecssecssesesesseessessessecsnecsneenersneseerassrsearsesessssssssaeesateestiecsavanes 27
OCHONAARWNE
Required Submittal Documents
1. Response Workbook — To be completed by Offeror and submitted as their response.
2. Pricing Workbook — To be completed by Offeror and submitted as their response.
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= |
City of Glendale CITY OF GLENDALE |
oe ivisi
© Solicitation Number: RFP 24-15 / 42400012 sso West Glendale Avenue,
Glendale | AUTOMATED LIBRARY MATERIALS HANDLERS Suite 317
Glendale, Arizona 85301
1. INTRODUCTION
This request is to purchase automatic materials handlers at Main and Foothills Branch
libraries. This new technology added to the two largest libraries will help bring in a better
patron experience for our community, along with opening more staff time to take care of
patrons. Therefore, the Library requests a purchase of automatic materials handlers in
order to provide the best service to our community.
The City of Glendale is seeking proposals for an AMH (Automated Materials Handling)
system. The AMH checks in and sorts returned library materials and immediately provides
updates to patron accounts utilizing RFID (Radio Frequency Identification) tags. Proposals
are to be obtained from qualified system integrators in support of the Library
requirements. The proposal should include:
AMH equipment, hardware, software to support two main induction sites. AMH staff
induction site with holds and in-transit receipt printer, barcode scanning capability, and
touchscreen interface. Patron induction site with touchscreen interface, patron shelf and
receipt printer.
Ability to communicate with Polaris operating system and multiple RFID tag types. Sorter
and bin destination configuration that meets the needs of space provided, ergo bins, tote
shelf and professional services including shipping, removal of current system,
installation, implementation, project management, training, standard warranty and
ongoing support/maintenance.
2. BACKGROUND
Glendale Library is always looking to improve upon our current practices. The next stage
for circulation benefits is to purchase an automatic materials handler (AMH) to help sort
materials and check them in at book drops as they are returned by patrons. The two
AMH machines would be placed at Main and Foothills Branch libraries and could benefit
the staff and patrons. These two branches have the largest circulation rates in the
system, with nearly 900,000 items circulating in the fiscal year 2021-2022. When a
patron returns an item, the AMH will check the item back in and then sort it to the
appropriate bin for easily handling by staff. The improvements will quickly be seen in
circulation time, customer services, and account accuracy. Our patrons and community
will have an overall better experience with Glendale from our staff and the AMH.
3. OTHER INFORMATION
The chosen vendor will work with Library, IT, and Field Operations staff to implement the
equipment within the Library space and then the technology to work with the Library’s
integrated library system.
12.11.2020
| City of Glendale | CITY OF GLENDALE
© Solicitation Number: RFP 24-15 / 42400012 —_s8s0 West Glendale Avenue,
Glendale | AUTOMATED LIBRARY MATERIALS HANDLERS grat 317
| lendale, Arizona 85301
ARIZONA
4. WORK TASKS
1. STATEMENT OF WORK
The City of Glendale is seeking the services of a qualified Contractor to furnish and
install an Automated Materials Book Sorter Handling System to include “tote lifters,”
related Installation, Training and Support Services. The Contractor shall provide all
insurance, management, supervision, labor, components, materials, tools,
accessories, warranty and debris removal (as appropriate). The equipment shall be
installed at the Main Library and Foothills Branch Libraries.
The Glendale Public Library (GPL) continues to experience increased patronage.
Physical circulation in FY 23 was 379,178 at the Main Library and 410,793 at the
Foothills Branch Library. If approved, the machines would provide staff relief which
would enable staff time to be repurposed for higher duties such as public service
desk time, collection development or programming development.
2. GENERAL AND TECHNICAL REQUIREMENTS AND SPECIFICATIONS
A. The proposed system shall include the following features/functionality
requirements:
Interoperability with Polaris ILS.
Sorter software must be agnostic to the ILS regardless of ILS vendor.
Automated printing and application of hold and transit slips.
Allows staff to choose between two (2) or more sorting strategies.
Availability of ILS-based or other software-based tool to sort or distribute
materials based on branch need and capacity to support GPL’s floating
collection.
e Automated and manual unloading of bins, totes or cartons.
e Automated de-stacking of materials.
e Operating system and other applications included in the Contractor's solution
shall be kept up to date at no cost to GPL.
* Able to sort varying sized, fragile, irregular shaped items that can be difficult
to transport on other types of sortation conveyors.
* Provides soft impact sortation.
* Onsite training at conclusion of installation.
B. The proposed solution shall meet the following specifications:
One (1) automated materials handler (“sorter”) for each branch location.
One (1) staff induction check-in station for each sorter.
Seven (7) destination bins with the ability to expand to ten (10) bins.
One (1) emergency stop.
4 rev
12.11.2020
a City of Glendale | ,CAYOF QLENDALE |
© Solicitation Number: RFP 24-15 / 42400012 |
5850 West Glendale Avenue,
Glendale AUTOMATED LIBRARY MATERIALS HANDLERS Suite 317 |
| Glendale, Arizona 85301
* Self-contained UPS to allow gradual shutdown of the sorter and to minimize sorter
downtime during a building-wide power outage or surge.
* Delivered system to be fully compatible with Polaris Integrated Library System
(ILS) and other ILS’s via SIP2 connection, Windows OS, Mac iOS and leading
proprietary and open-source ILS and the Library's barcoded collection.
* Delivered system to provide transaction logs and detailed statistics reporting.
* Delivered system to be easily reconfigured for additional or modified sorting
arrangements.
* On-site spare parts kit to be included.
* Documentation that the system noise levels shall not exceed 70 dB(A).
* All new equipment to include connection hardware such as power and Ethernet
cables.
* At least two (2) copies of operation manuals for all equipment, supplied free of
charge.
C. SITE VISIT WALK-THROUGH
A non-mandatory site visit/walk through to view the space(s) will be available on
November 1, 2023, at the times and locations shown on page 1 of this document.
Please check in with the front desk upon arrival during the times listed.
5. PRICING
Prices reflected in the proposal shall include any discounts extended. Unit prices shall
be quoted for all components and costs for hardware, software, and disposal of
current AMH, installation, and service. Vendor must include shipping, prices of all
equipment and any options (as well as any one time and/or repetitive license fees)
needed to meet all specifications within the pricing of proposal.
6. OTHER CONSIDERATIONS
General
1. The proposed system and all components should be entirely compatible with,
and in no manner interfere with, the Library’s current ILS (Polaris), its computer
clients, or other components.
2. The proposed system is compliant with the latest ISO standards and compatible
with current RFID tags in use by the Glendale Public Library as well as other
libraries in the shared system.
3. Bidder has the experience and expertise to work with Polaris to resolve any
integration issues. Vendor is willing to work with the Library’s ILS vendor to
resolve any RFID equipment related functionality problem.
4. The proposed system can function on either wired or wireless TCP/IP networks at
speeds of up to 1 GBs wired and up to 50 MBs wireless to the off-site ILS
database.
5. The proposed system, at a minimum, provides performance statistics that can be
accessed through the Library network. Data must be broken down by year,
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12.11.2020
= City of Glendale Procurement Division
C7 Solicitation Number: RFP 24-15 / 42400012 —_sa50 West Glendale Avenue,
Glendale | AUTOMATED LIBRARY MATERIALS HANDLERS Gienga ct asa01
month, day and hour. Data to include, but not limited to: number of
transactions, type of transaction, and number of successful and unsuccessful
transactions.
6. The entire software including its GUI (graphic user interface) is 100% web-
browser-based.
7. The software can run within a web-browser and run on ALL operating systems
(Mac, Windows, Linux, Android, etc.), including Windows 10 or newer.
8. The Library administrator is able to determine the access levels varying by
individual permissions based on location and feature.
9. The proposed system can provide application-specific software to incorporate all
hardware and any other RFID-related hardware into the system. This includes
the ability to support and successfully process both single and double RFID-
tagged materials.
AMH Functionality
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
12.11.2020
The system provides an intuitive user interface.
If the connection between the Library network and AMH has been interrupted,
the AMH must have the ability to continue in offline mode and transmit stored
information to the Library database when connection has been re-established.
Ability to backdate materials with custom dates for book drop return and Library
closures.
Barcode scanner that will allow for check-in at patron induction for nontagged or
exception items.
Ability to print hold slips and in-transit slips in a manner that will enhance
efficiency.
Access to help line during all hours of business regardless of time zone.
Sorter has multiple functionalities that allow for weeding and/or other report/list
applications.
Configuration of Windows operating system to perform scheduled critical
updates to meet system standards for life of the AMH.
Handling of both barcode and RFID tagged items.
Easy to use patron return that is customizable to match the Library’s existing
interior colors, branding and furnishings.
Patron return must be self-containing with a built-in shelf for patrons to place
items and does not inhibit the check-in process.
Patron return must have the ability to allow one item at a time and have a return
speed of 2 seconds or less per item.
Patron return must have items returned list view on screen.
Patron return prints receipts and has receipt information options.
Receipt paper is a standard size and is easily purchased.
Ability to change screen information into multiple languages.
Ability to check-in items with high percentage of accuracy.
Ability to plug into a standard 120-volt outlet.
Energy efficient, low power components.
System shall operate below normal conversation levels.
6 rev.
i | CITY OF GLENDALE | |
7 City of Glendale Procurement Division
© Solicitation Number: RFP 24-15 / 42400012 5850 West Glendale Avenue, |
Glendale AUTOMATED LIBRARY MATERIALS HANDLERS al Suite 317
| endale, Arizona 85301
ARIZONA
21.Maximum power required for sorter shall not exceed the normal power available.
22.Public induction inlet must include anti-theft, vandalism, or fire-resistant
suppression safety features.
Service and Delivery
1. Successful delivery and installation of AMH system with (1) interior staff facing
inlet and (1) patron access inlet, RFID scanning, optional barcode readers, and
receipt printers compatible with GPL barcodes and RFID tagged materials for
check-in and sorting process for each branch location.
2. Provide professional services for implementation of an AMH system to include,
but not limited to shipping, physical installation, configuration, and end-user
training.
3. Ability to install the proposed system according to a schedule determined in
coordination with Library staff to minimize disruption.
4. Vendors must recommend and provide an implementation plan.
5. 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.
6. Provide clear and detailed information regarding AMH installation requirements
and Library’s responsibilities.
Training and Service
1. Includes complete and adequate staff training on proper operation and
maintenance procedures.
2. The Library seeks to train key circulation, technical services, system
administration, and public services staff in the use of all equipment.
3. Training can be performed by the vendor and will take place at the Library.
4. The Library requires user manuals, plus any other materials that are typically
distributed during training.
5. 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.
6. Indicate options and pricing for additional staff training periods and topics.
Indicate the cost for refresher training (separate in remote and onsite).
Hardware/Software Technical Support
1. Inclusion of CPU operating systems hardware upgrades as needed or requested
at no additional cost.
2. Provide preventative maintenance on an annual basis at no cost during the
warranty period of the AMH system.
7 Tev
12.11.2020
j CITY OF
GLENDALE
City of Glendale Procurement Division
Solicitation Number: RFP 24-15 / 42400012 | 5850 West Glendale Avenue,
le AUTOMATED LIBRARY MATERIALS HANDLERS | Giendile fiona 85301
No
Work closely with Glendale Public Library IT and Facilities personnel, ILS vendor
and other third-party entities to troubleshoot and resolve technical issues as
needed.
Provide online support portal for service requests.
Provide highly detailed documentation of AMH use and basic troubleshooting
methods for GPL staff use.
Break/fix support on an as-needed basis.
Maintenance and repairs completed by technicians that are fully trained,
qualified, and certified by the manufacturer to perform service.
Reporting, Management, & Configuration
1.
2.
7.
8.
ol
10.
11.
The proposed system can provide real-time detailed monitoring of key
components.
The proposed system can provide real-time monitoring with the ability to
monitor operational functionality of AMH system at source or remotely devices
at a single or multiple location(s).
Audible alerts from the AMH to alert staff of any operational malfunction or
when attention is needed at any part of AMH unit.
The proposed system can provide monitoring that communicate performance
changes to Library personnel through a web-based dashboard display that
intuitively communicates status changes in real time.
The proposed system provides hardware status reporting allowing other library-
networked devices to be connected to the server, and validates this connection.
Ability to report to staff remotely, through email or other web based notification
software, if operational malfunction or attention is needed at any part of the
AMH unit.
Alerts staff onsite or remote when a communication failure with ILS system has
occurred.
Alerts staff when AMH has stopped or has encountered an error.
Alerts staff when configuration or system parameters have changed.
Data collection and statistical reporting shall be performed using the reporting
functions through the ILS which included check-in of materials being sorted
through the AMH systems.
System provides data security and encryption for data at rest and in transit.
12.Ability for staff to view and obtain statistical information in a user-friendly format
with in-depth and accurate details of sorting data. Preferably, staff will have
direct SOL access to the application database for connecting to business
intelligence tools and dashboards.
Warranty and Service Requirements
1.
2.
12.11.2020
Software warranty: Software patches and service pack releases supplied by
vendor at no additional cost.
Average on-site response time provided in a timely manner allowing for least
amount of downtime with minimal affect to patrons and normal daily operations.
8 rev
~ City of Glendale CITY OF GLENDALE
oS Solicitation Number: RFP 24-15 / 42400012 5850 West Glendale Avenue,
Glendale AUTOMATED LIBRARY MATERIALS HANDLERS | gjnastt@327
lendale, Arizona 85301
3. The service agreement includes remote maintenance for expert technical
consultation and software support.
4. Service technicians must be fully trained, factory authorized and certified by the
manufacturer to perform service.
7. TERM
The term of the resultant contract shall be for a one (1) year initial term.
8. OPTION TO EXTEND
Based on satisfactory Bidder performance, the City, may at its option and upon
mutual agreement with the Bidder, extend the term of this agreement for an
additional three (3) years renewable on an annual basis. Bidder shall be notified in
writing by the City Materials Manager of the City's intention to extend the contract
period at least ninety (90) calendar days prior to the expiration of the original
contract period.
9. HOW WE CHOOSE
1. Scoring Responses
The evaluation criteria are weighted in accordance with the Submission
Requirements. Your response will be rated as follows:
25% Firm and Proposed Staff Experience and Qualifications
20% Technical Approach
20% Project Plan
10% Maintenance and Support
o 25% Price
2. Type of Award
The City reserves the right to make multiple awards or to award by group of line
items, or to make an aggregate award, whichever is deemed most advantageous
to the City. If the City determines that an aggregate award to one bidder is not in
the City's best interest, "all or none" Bids shall be rejected.
3. Length of Contract
The City will award for an initial one (1) year with three (3) additional one-year
renewal options.
ooo°0
4. Evaluation Panel
Submittals will be evaluated by a panel based on the stated criteria and are
responsible for selecting the proposal that is most advantageous to the City.
5. Panel Contact
Offerors shall have no exclusive meetings, conversations or communications with
an individual evaluation panel member on any aspect of the RFP, after
submittal.
6. Interviews
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