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HomeMy WebLinkAbout2021-12-14 - AGENDA REPORTS - AUTOMATED BOOK SORTERS FOR SCPLAgenda Item: 10 1. CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: 1 DATE: December 14, 2021 SUBJECT: AWARD CONTRACT TO PROCURE AUTOMATED BOOK SORTERS FOR THE SANTA CLARITA PUBLIC LIBRARY DEPARTMENT: Neighborhood Services PRESENTER: Yanira Sidon RECOMMENDED ACTION City Council: 1. Award a contract to EnvisionWare, Inc., for the purchase and installation of three automated book sorters, in the amount of $357,818. 2. Authorize the City Manager or designee to execute all contract documents, or modify the award in the event that issues of impossibility of performance arise, subject to City Attorney approval. BACKGROUND The Santa Clarita Public Library (SCPL) has automated book sorters that were purchased and installed over 10 years ago. SCPL has one sorter in each of the three of the branches: Old Town Newhall Library, Valencia Library, and the JoAnne Darcy Canyon Country Library. Automated book sorters are used to process library materials. Once a patron returns library materials, the items are placed in an automated book sorter. Each automated sorter confirms that the item was checked in, and sorts materials into different bins according to the item's next destination. The automated book sorters determine whether items need to be shelved, reserved for a library patron who has requested a hold, or routed to the item's home library branch. The automated sorters in use have experienced breakdowns, impacting staff productivity and the ability to quickly respond to patron needs. Staff has identified issues with the outdated machines, such as higher error rates when materials are being checked in. Over the past 10 years, more than 12 million library items were circulated and sorted. Each of the SCPL's three automated sorters processes an average of 409,209 library materials each year. There is extensive physical wear Page 1 Packet Pg. 55 and tear on the machines, and replacement parts are becoming extremely difficult to find. The existing automated book sorters have reached the end of their useful life, and new sorters that include updated technology and improved user experience are needed. The City conducted Request for Proposals (RFP) LIB-21-22-06 to solicit proposals from qualified vendors to replace the SCPL's automated book sorters. The proposals were reviewed and evaluated based on each company's ability to meet the specific needs of the SCPL. The RFP was advertised on the City's website on September 4, 2021, and notifications were sent to 247 suppliers. As a result, the RFP was downloaded by 11 companies and four proposals were received. Written proposals were scored according to four categories: • Contractor qualifications • Plan of study and scope of work • Project management: experience on similar projects, thoroughness of the proposal, approach to providing sound services, and the ability to provide services • Cost of materials and services provided A panel of five City staff members evaluated and scored all responsive proposals based on the selection criteria with the results below. Company Location RFP Score EnvisionWare, Inc. Duluth, GA 88.6 Bibliotheca Norcross, GA 86.0 Mk Solutions, Inc. York, PA 72.0 Invengo/FE Technologies Southlake, TX 58.2 Staff recommends the City Council award a contract to EnvisionWare, Inc., to provide SCPL with new automated book sorters. This will improve the user experience, allow the sorting process to be more efficient via multiple sorting capabilities, and allow City staff to track material usage and monitor the sorters remotely. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT This action has no impact to the General Fund. Funds were appropriated through the Fiscal Year 2021-22 budget process to expenditure account 3097100-520102 for the full cost of the project. ATTACHMENTS EnvisionWare Proposal (available in the City Clerk's Reading File) Library RFP-21-22-06 (available in the City Clerk's Reading File) Page 2 Packet Pg. 56 _ r P � r r r: 5 _r. { Prepared For: Jonathan Cosh Buyer City of Santa Clarita October 4, 2021 Request for Proposal Pe Prepared By: Ted D'Alessandro Sales Consultant, Circulation Solutions 678-382-6556 tdalessandro@envisionware.com �4 ENVIS' j NWARE0 I r 1-L .ii' 1: :_ ;f:d Out ENVISI , NWAREO October 4, 2021 Mr. Jonathan Cosh Buyer City of Santa Clarita 23920 Valencia Boulevard, Suite 290 Santa Clarita, CA 91355 Dear Mr. Cosh: One Sugarloaf Centre 1960 Satellite Boulevard, Suite 4100 Duluth, GA 30097-4127 United States 800 216 8370 US and Canada +1 678 382 6500 Voice +1 678 382 6501 Fax Thank you for inviting EnvisionWare to respond to the City of Santa Clarita's RFP No. LIB-21-22-06 Automated Book Sorters Project for the Santa Clarita Public Library (SCPL). In partnership with Lyngsoe, we are proposing the most efficient, most reliable, and best -in -the -market AMH system for the SCPL. The proposed solution is the most comprehensive system in the industry. In addition to the turnkey installation of the sorting systems proposed, all freight, training, and related services as well as the first -year warranty are included in the quoted prices. The proposal is a firm offer for a 120-day period, and the proposed work will be performed at the quoted price unless changes are made and agreed upon by the Library. Understanding that uptime, ease of use, and serviceability is an important concern for AMH systems, EnvisionWare includes a spare parts and tool kit with every system. The proposed sorters are remarkably easy to service — it takes only minutes to replace parts that require hours in other systems. With parts onsite, whether Library IT swaps a part or EnvisionWare dispatches a field engineer, there is no waiting for a fix. This means that even in the event of a rare service need, the Library's sorter can be restored to operation in as little as 10 minutes but never more than a day. EnvisionWare and Lyngsoe are committed to meeting the Library's time frame and each have a successful history of meeting implementation goals on time and on budget. If you have any questions after reviewing the enclosed recommendations, please contact your sales consultant, Ted D'Alessandro, at 678-382-6556 or tdalessandro@envisionware.com. Thank you again for considering EnvisionWare for this very important initiative. Warm regards, Michael . Monk CEO EnvisionWare, Inc. ENVISIfw'--NWARE0 TABLE OF CONTENTS FOR t. ll .fY O F SA fr` TA L LA R 110L, INTRODUCTION FOR CITY OF SANTA CLARITA..................................................................................... 4 Description of the Proposed Solution.................................................................................................... 6 SupplierResponsibilities................................................................................................................24 Deliverables................................................................................................................................... 29 Reportsand Meetings.................................................................................................................... 32 REFERENCES FOR CITY OF SANTA CLARITA....................................................................................... 36 PLAN OF STUDY/SCOPE OF WORK FOR CITY OF SANTA CLARITA........................................................... 40 SCHEDULE FOR CITY OF SANTA CLARITA.......................................................................................... 44 PROGRAM MANAGEMENT FOR CITY OF SANTA CLARITA..................................................................... 46 PERSONNEL, EQUIPMENT, AND FACILITIES FOR CITY OF SANTA CLARITA.................................................. 48 TheEnvisionWare Team.......................................................................................................................48 SUB -CONSULTANTS FOR CITY OF SANTA CLARITA.............................................................................. 53 TheLyngsoe Team................................................................................................................................ 53 EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISIOw'MWARE0 INTRODUCTION FOR CITY OF ZSAN i A L LA R 11J.,,. With local headquarters and global reach, EnvisionWare and Lyngsoe Systems have created a partnership to provide public libraries with cutting -edge logistics, self-service, and library -efficiency solutions. Serving over 12,000 libraries since 1998, EnvisionWare is the largest provider of self-service applications for public libraries. In 2007, EnvisionWare implemented the largest RFID and AMH project in North America at the Las Vegas -Clark County Library District. 2018 has started the next phase for Las Vegas -Clark County and with the Lyngsoe Partnership, we will be dramatically improving the reliability, usability, and speed of their systems with a system -wide AMH upgrade. Sharing a common dedication to strong customer service and long-lasting customer relations, EnvisionWare and Lyngsoe made their partnership official in 2017. Lyngsoe Systems is the global leader in designing and producing AMH solutions for libraries of all sizes. Specializing in custom tailored configurations based on the unique processes of each individual library, customer needs are at the core of every AMH installation. From single branch locations to large library systems requiring high -volume central sorters, each AMH system is designed with a deep understanding of current and future library processes. EnvisionWare was incorporated in the state of Georgia in 1998 and is headquartered in Duluth. Mike Monk — one of the two co-founders is the CEO. Monk, a former librarian who has a lifelong commitment to the industry, strives to make sure the company only serves one market: public libraries. With numerous employees that were (or still are) librarians, EnvisionWare began serving libraries at its very founding. Self -Checkout was introduced through a joint project with SirsiDynix, in which Sirsi acted in a project management capacity. Since then, the company has experienced rapid growth through successful ventures in RFID and new library innovations. The first RFID solution was introduced in late 2006, and by 2007 they were awarded the Las Vegas -Clark County contract that was mentioned above. At $9,000,000.00, it was the largest RFID and AMH systemwide expansion in the United States. Since then, hundreds of libraries have adopted the EnvisionWare/Lyngsoe approach. EnvisionWare has been innovating and creating solutions for library self-service and efficiency for twenty years. From the beginning, the company committed to developing one new solution each year while maintaining, upgrading or rewriting existing applications. This commitment was designed so customers could grow with EnvisionWare overtime. Lyngsoe Systems is a Maryland -based corporation that operates as a subsidiary of Lyngsoe Systems A/S. The corporate headquarters of Lyngsoe Systems (est. 1952) are in Denmark. The HQ facility is comprised of research & development, RFID test center, sales, hosting center, project and service facilities. As one of the world's leading library automation providers, Lyngsoe is home to world class software developers and systems integrators of logistics solutions for a wide range of complex automated materials handling (AMH) environments. With more than 2,700 installations in over 60 countries, the Lyngsoe team has demonstrated extensive experience in customer process knowledge, solution design, software development, integration, service and maintenance. Along with complete project management and consultancy services in regional and global implementations. Lyngsoe Systems has implemented tailor- EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI7't - NWARE`' made solutions for airports/airlines, manufacturing/supply chain and postal/logistics organizations. Each of these industries share a common denominator of facing extensive logistical challenges — and every company that Lyngsoe Systems has worked with was provided with a complete turnkey solution. These experiences have provided the organization with insight on how to approach each unique logistical challenge across different industries, which has been carried over and implemented in libraries. The first Lyngsoe library system was installed in 1995 in the Aarhus (Denmark) library, since then, they have installed over 350 systems worldwide (over 300 in North America). Similar to EnvisionWare's commitment to grow with their customers, Lyngsoe has developed a relationship -based consultation process that aids in the creation of new products and systems that stay ahead of the ever -changing library environment. The two companies share an understanding of delivering the best solutions to all types of libraries — regardless of size. This common goal has led to the development of evolving solutions in self-service, AMH, and Intelligent Material Management (IMMS). With a focus on innovation, the Companies are not only creating the best ergonomic solutions for today; we are creating systems that will constantly evolve and adapt with libraries around the globe. More information may be found on EnvisionWare's website - www.envisionware.com Key points of Envision Wore°s proposo > The proposed system is quiet, making deployment in a staff or even public areas acceptable. A critical measure of a new sorter implementation is accuracy. The solution is precision - engineered and delivers optimal reliability and performance at near flawless accuracy rates. The sorter is environmentally friendly -- modules only use power when moving an item. This system consumes the lowest power of any sorter available. > The system delivers all of the following features: • RFID-enabled check -in and multi -bin sorting capacity. • Real-time integration with the Library's ILS. • A customer -friendly user interface. • Comprehensive reporting capabilities. • Significant productivity gains through reduction in key labor-intensive workflow processes, enhanced customer service, and reduced incidents of staff repetitive motion injuries. • A system that is optimized for use in the library environment in the space allocated to it, with the ability to be easily and quickly expanded. • Allows staff to access AMH software remotely to troubleshoot if necessary EnvisionWare is a twenty -one -year -old library technology company committed to public library services and innovation. The company is part of Volaris, which is a group within Constellation Software, a publicly traded company. Volaris and Constellation own companies forever and work to enhance the long-term viability of companies through organic growth and acquisition. EnvisionWare is managed by its co-founder and CEO, Mike Monk. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISINWARE' The Lyngsoe and Envisionwore teams have closely read and understand the desired functionality for the Automated Material Handling System for the City of Santa Clarita. This proposal meets and exceeds the critical requirements as identified by the Library. DESCRIPTION OF THE PROPOSED SOLUTION Description of The Patron Self Return (Internal) The Library MateT"° 1200 is the tried-and-true patron induction offering from the Lyngsoe Library MateT"° product line. This unit is wall mounted and has a very small form factor for use in high traffic areas. The patron self -return machine was designed specifically for libraries to be the centerpiece of the Library's self- service initiative. Check -ins using the self-service return provide secure transactions, assuring that the item presented to the RFID reader or optional barcode scanner is the item that is being returned. The patron simply places the material to be returned on the belt and the sorter completes the transaction. Utilizing sensors along the inside of the book Internal Patron Self -Return return, the item is tracked and scanned on the inside of the tunnel. When the check -in is complete the item is transferred to the sorter for sorting. With the capacity to handle over 1,100 items per hour, library users no longer have to wait in long lines to return items. The feed opening will accommodate up to 99% of all library materials. Benefits of the internal patron, self-serOrn return: Touchscreen for language selection or receipt options > Sturdy shelf for patron use Height of shelf and opening can be configured to different set heights to accommodate all patrons or varying backroom elevations Patron receipt printer Functional Description The system function is as follows: The default language in the initial screen picture is English, but other languages are available and can be selected via the screen. If no alternative language is selected, the dialog will continue in English. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI7't NWARE`' The user inserts the items one by one by inserting them into the system. When the return detects a new item in the opening, the system starts the conveyor belt automatically. Patron Instruction While the item passes through the system, the item ID is read from the RFID tag (or optional barcode reader), the item is checked in with the ILS, and the material security is activated before the item is sent to the sorter. If the item ID is not detected in the tunnel, the system can be configured to reject the item and return it to the patron, or it can be setup to accept an unread item and sort it to the exceptions bin. Check -in Confirmation 1 Once the machine is ready for the next item, the light in the opening changes from red to green. The above procedure is repeated until all items have been returned. When all items have been returned, the user finishes the procedure by pressing "End" on the screen. Subsequently a receipt is printed. The screen displays an animation of the receipt printing. If the user does not press "End" within a defined period, the receipt is printed automatically so that the machine can be ready for the next user. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI�. NWARE' Receipts may also be sent to the patron via email or text (optional). Offline mode If the connection between machine and library network is down, the machine continues in off-line mode and prints an off-line receipt stating the material IDs for the user. Information about the returned materials is stored in the machine control and transmitted to the ILS as soon as the connection to the library network has been re-established. onfiguration Screen Configuration of the system is very easy to perform. It can be monitored from any staff PC on the same network as the AMH system. The configuration is available at all times and does not require any system downtime to modify parameters on the system or change the active sort plan. The configuration is all drop -down menu based. _. LibMate - Conh}umton tool - MNNTA1NLR on LibmryMate Demonstration (MASTER) FEWY1 Lbruy oPe+.rin9 hours I Hdd Item I lk [ p# I T—t I Modules SYstz No read mode Never accept noreads Adept host,,je t ❑ump unlocked items 7,,tormalPrint dump diute holdslips Allow irc lktl sets Q On(OF Receipt Mode Check In Prompt session receipt Code table 3 active Configuration screen The sort table configuration allows for very general sort criteria or very specific criteria, which is very important on larger systems. All sort criteria are built using drop down menus, using data obtained from the ILS system using the SIP2 protocol. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI7'4 NWARE' Up to 10 separate sort plans can be programed and can easily be changed throughout the day. For example, in the morning the sorter can be set up to process materials to be distributed to branch libraries or consortium members. When complete, and a selection of a drop -down menu is chosen, a new sort plan can be selected for all returns that will be returned to shelf. —� LihMa1e - Configuration tool - ADMEN on L breryMate Demonstration (MASTER) ' O Daily I Special dwtes I DMaryopereng hours I Chute supervision Code mnvert Hold Item I Rerept I Tezt Modrdes system � Impwtrules... ®Eigwrt rules... ;OistrLdute rules Code table 3active Set mrrent mde We summary +'LT -Destination lotion' Equals'Corinne and ]ad Sweet Erandi Library' and'CV -Wert Type' Equals'09' Priority Chute ] Chin 14 Active 0 Add rJe Ci-Destination to®lion' Equals'Oayiliverside Erandi Lihary' and'CV - Remove rule Test n Field Type Value 1 Value 2 ci-Destination loration Equals Andersonfoothill grand uhrary Is not Range S ar4 with E ds with Contains Add a1Rre Remove vihxia Wert Type' Equals'DT 8 Chin 16 'LT -Destination to®lion' Equals'Dayiliverside Erandi Lihary' and'CV - Vert Type' Equals'04' 9 Chute 19 `❑J 'LT -Destination lomtiai Equals'sprague Brands Library' and'CV-Alert Type' Equals'DT 10 Chin 2➢ 0 'LT -Destination to®lion' Equals'Spague 6randi Library' and'CY-Wert Type' Equals'04' 11 Chin 22 Q Destination location Equals'Andersonfosthill 8randi Library'and'CV - Wert Type'Equals'02 12 Chute 29 Q � o d 'CR -Collection mde' Equals'NF' and'C8 -Call number' Is hetween'8' And'E' 19 Chin 1 0 'CR- Collection mde'Equals'NF'and'CE-Call numher'starts. with'? 1s Chu�3 0 'CR -Collection mde' Equals'NF' and'CE -Call number' Isbetween'5 And'5' lfi Chin E Q 'CR- Collection mde' Equals'NF' and'Cs -Call number' Is.behveen'0' Arxl'T 17 � 7 0 'CR -Collection mde Equals'LAN' 1H CFvte 1 Q Sort Table Configuration System configuW ,,.�. During the engineering phase of the project the Lyngsoe Project Manager will work with the Library to configure the machine with languages, sort schemes, receipt text, etc. Once the configuration is determined, Lyngsoe engineers will assure that the programming on the Library's machine meets all of the Library's expectations. The self-service check -in units and staff induction units communicate to the Library's ILS using the SIP2 protocol. Once the item has been checked -in, information about the item to be sorted is transferred through an Ethernet interface to the sorter control system and the item is sent to its proper destination. For effective remote support, a VPN connection must be established between the Hotline/Service department and the sorting system. This VPN connection will assure that our support technicians can gain direct access to the sorting system controls to quickly and efficiently diagnose any system issues. The drawing below shows the basic communication structure between the sorting system and the library system. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 • Patron EnvisionWare, Inc. www.EnvisionWare.com © 2021 EnvisionWare, Inc. m1 Integrated Library System (ILS) Server Library LAN SIP 2 ENVISI� , NWARE' Staff Ni Induction or Induction SortMate LibraryMate° LEthernetSortMate VPN Controls VPN t Support Access Basic Communication Structure City of Santa Clarita LIB-21-22-06 October 4, 2021 ENVISI�. NWARE' Description of the Sorter Lyngsoe's Sort Mate is a high-speed sorting system that is the brawn behind the proposed Automated Material Handling system. This sorter has been specifically designed for libraries and is the ideal solution for sorting a vast array of library materials. Items checked in using a patron or ErgoStaffT"^ staff return station are electronically tracked throughout the length of the sorter and sent to the proper discharge location. Sensors throughout the system assure that library material is accurately sent to the proper destination. Lyngsoe has optimized the system controls so that items never stop on the sorter while other items are diverting, which allows for continuous flow from the induction stations, higher throughputs, and longer life expectancy for the drive components. The low profile and whisper -quiet operation will blend into the Library's circulation room. The sorter features transport belts for item stability and unsurpassed durability. Between the transport belts are electrically actuated pop-up rollers that divert items to sort destinations on either side. Optional discharge configurations can accommodate auto leveling Ergo TrolleysTm as shown above, Ergo BoxTM, or inter -library bulk tote containers. Technical Specifications —Sort Mate` )1*� Sorting capacity: 2,500 material units per hour Material dimensions: Max: 400 x 300 x 100 mm (L x W x H) 15.8 x 11.8 x 4 inches (L x W x H) Min: 100 x 100 x 5mm (L x W x H) 2.6 x 2.6 x.1 inches (L x W x H) Weight Max weight: 5 kg Min weight:30 g Material types that can be Books, CD-ROMs, books with enclosures, talking processed in the system: books, video tapes, cassette tapes. Book -like material units containing cassette tapes / CDs. Requirements for materials: The bottom side of the item must be flat. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI�. NWARE' Technical Specifications —Sort Mate` - Floor level: The floor where the sorting system is installed must not vary more than +/- 5 mm. Sorter Design The sorter is a linear belt sorter consisting of a straight conveying section on which each piece of library material is transported. The conveying section consists of six (6) parallel belts conveying the material to the correct discharge. The round belts on the sorter provide reliable transport of soft materials such as newspapers, magazines, books without hard cover, etc. At each sorting system discharge, pop-up transverse rollers (diverters) are mounted which lift electrically when items pass over them. When the item is lifted, the rollers roll right or left, directing the items into the book carts placed on either side of the sorting system. SortMater' components Function The sorting system works as follows: ■ The patron inducts one item at a time into the check -in station. ■ The material ID is read from either the barcode or RFID tag on the item being returned and is checked with the information in the ILS. ■ If the material is accepted by the ILS, a "location" or classification for the material is returned to the sorter. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI ' NWARE ■ The material is automatically conveyed into the sorting system towards the correct discharge. ■ When the material reaches the correct discharge, it is automatically lifted by the transverse rollers, which then puts the item in the correct bin at one of the sorting system sides. ■ The patron continues this process until all their items are returned. ■ Once complete, a receipt has the option to print a receipt. Discharge of Reserved Items Normally the sorting system will include a special destination for reserved or "hold" items. If the library issues all reserved items with hold slips, the ticket printing can be linked to the sorting. Once the reserved item has been transferred from the sorter, the sorting system informs the library system and subsequently the hold slip is printed. Hold slip printing and discharge of the item reserved takes place simultaneously. Monitoring Remote supervision of the system via a web -based monitoring service is included. This utility allows the library staff to view the sorting system status from any PC in the library network. The following system information can be accessed via the web -interface: Communication failure with the library ILS system Library Mate TM is stopped Sorting system is stopped System sort configuration parameters Review error logs Change other system parameters During the sorting system commissioning a sorting table is configured that determines where items are to be discharged. The sorting system control system can store alternate sorting tables. Training selected staff members during implementation ensures that afterwards library staff will be able to make the following adjustments on their own: Backdating at the staff induction Edit the sorting table to determine which locations are to be sorted intowhich discharges View returns and sorting statistics from thesystem Choose alternative sorting tables, if an alternative or finer sorting is required Set up special chutes Change display text on patron screen or receipts EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI ' NWARE Description of the Ergo StaffTM 1200 Staff Induction The Ergo Staff automates and optimizes material processing for library staff. The staff induction quickly becomes the workhorse of the Library's circulation room by rapidly and efficiently checking in branch transfers, new material, and any items that need to be sorted and returned to shelf. With the capacity of up to 2000+ items per hour; library staff will not have to perform time-consuming and repetitive check -in processes; library materials will be on the shelf quicker and back into the hands of SCPL patrons. Library staff will interface with the staff induction via a user-friendly touch screen with a graphical interface. RFID tags or optional barcodes are read quickly and communicated with SCPL's Integrated Library System, RFID security is enabled, backdating and hold slip printing can all happen automatically, and check -in statistics can be monitored remotely. The Ergo Staff work surface is height adjustable between 32" and 38", ensuring an ergonomic work environment standing or sitting. Ergo Staff' 1200 Staff Induction Ergo Staff FUNCTIONAL DESCRIPTION The machine function is as follows: ■ The default language in the staff screen is English, but other languages are available and can be retrieved via the configuration menu. ■ The staff member initiates use of the machine by either pressing the start button on the conveyor or the start button on the touchscreen ■ The staff member places an item on the belt. Once the RFIDtag or the barcode is read, the belt will automatically induct the item onto the SortMateT`" AMHsystem for sorting. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI7't NWARE`' ■ The item ID is read from the barcode or RFID tag; the item is checked in with the ILS and the material protection (EM optional) is activated before the item is sent to the sorter. Staff Induction Screen EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISKNWARE0 Check in confirmations ■ Once the machine is ready for the next item, the belt will stop, and the screen will display a "ready next item" message. ■ The above procedure must be repeated until all items have been processed. ■ When all items have been returned, the user finishes the procedure by pressing "Stop" on the screen. Backdating To enable backdating, simply select a date from the on -screen calendar and all items will be processed utilizing the selected date. Offline mode If the connection between machine and library network is down the staff induction will be out of order until the library network is reconnected. Description of Hold Slip Printing Normally the sorting system will include a special sort destination for reserved or "hold" items. If the Library issues all reserved items with hold slips, hold slip printing can be linked to the sorting operation. Once the reserved item has been identified, the sorting system communicates with the library system and subsequently the hold slip is printed. In this situation, hold slip and discharge of the item reserved takes place simultaneously. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI7'4',, NWARE`� ■ Hold slips can be turned on or off as needed. ■ Hold Slips can be customized to the Library's format; this should be done during the project management phase. ■ Hold slips can be applied automatically for an optional fee. It has not been recommended in this design due to cost and space requirements combined with the total circulation volume. It is not cost effective for this design. A price can be tendered if the Library wishes to add this option. Description of the Lyngsoe Sort Controller (LSC)TM The LSC is a user- friendly software that allows library staff to monitor and customize their Lyngsoe Automated Materials Handling Sorter from any PC with access to the Library Network. LSC provides granular data in an easily digestible format via graphs and tables that are also easily exported to Excel, CSV or PDF. Optimizing workflows becomes easier with more data. LSC also has several search functions to see every item that has been sorted, when it was sorted, and the logic behind why it was sorted to a chute. A full 32-page User Guide is available upon request. The LSC is a user-friendly software that allows library staff to monitor and customize their Lyngsoe Automated Materials Handling Sorter. LSC provides granular data in an easily digestible format via graphs and tables that are also easily exported to Excel, CSV or PDF. Optimizing workflows becomes easier with more data. LSC also has several search functions to see every item that has been sorted, when it was sorted, and the logic behind why it was sorted to a chute. Web -based, multi -device monitoring and control The Lyngsoe Sorter Controller is a web -based management and operation software for controlling Lyngsoe Sort MateTM 2000 sorters. The single interface allows for central monitoring, remote sorter control, and instant updates from any linked device. Simple to program Establish sort rules based on standard SIP2 response from the ILS/LMS. The Lyngsoe Sorter Controller operates on logical arguments to direct materials to the intended destination — set the priority quickly and easily with up/down arrows. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI - NWARE' Program each rule according to the type of receptacle, whether an Ergo Cart", Ergo TrolleyTr, , a library - specific tote, or other custom solution. Set up with Waterfall or Round Robin sort modes to maximize efficiency. i Fyn soe Henrik Kjeldgaard ■ e systems A basbboard9* Configuration D Supervision r Rule iqiqll oeatpnatian Summary Priority lJp Down Edit Copy C�elete EQUALS ErgoCart EQUALS Master Simpler to use Keep separate sort tables for weekends and holidays — switch the active table with one click of the b symbol. Daily - Normal sorting C Weekend - RoundRobin (Excl DUMP) 0 E± FZ 'title I Identifier Use the Material Event Search to find an item as soon as it is scanned. Find which destination it was sorted to, locate Patron Holds more quickly, and fine tune the sort table specifications. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI ' NWARE Continuous Operation Set up real time alerts for full bins and unread items — staff can respond immediately and keep books sorting without pause. The Sorter Controller allows staff to set the number of items allowed in a container and the fill level at which alerts are sent out. These alerts can pop up in the Controller User Interface or be sent as emails to the emails of sort room staff. 7Ne e w Logicall Destination A Strategy WATERFALL Type NORMAL Chutes CH2 ErgoBin Chute 1 - ErgoCart CH4 CD1 Master Chute 6 - Ergo Box NY Configuring the system v Nearlyfullwarning Sort table Weekend - RoundRobin (Excl DUMP) Container CH2 ErgoBin I All Containers ErgoTrolley (200) © 75% 0 CH4 CD1 Master I All CD Container (50) 75% 0 Containers )ibrary-platform-test@lyngsoesystems.com Chute 3 - Plastkasse is full re 3 - Plastkasse s `uil - end - During the engineering phase of the project, the Lyngsoe Project Manager will work with the Library to configure the machine with languages, sort schemes, receipt text, etc. Once we have the configuration, our engineers will assure that the programming on your machine meets all your expectations. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI7't NWARE`' Statistics The Sort Mate TrI provides a variety of reports and sorting statistics for the library to use including check in time, chute distribution, and a full complement of SIP2 transaction logs and sort logs. M 2016 December 12017jaruary 23 1 24 1 25 1 26 Items Sorted Items Inducted MY Ch6 ErgoBox CH3 ToteCh 600 CH2 ErgoBln 600 DUMP Chl ErgoCart 400 CH4 CD Master Ch7 ErgoTralley 200 ChS CD1 Slave 0 0 200 40" .. 800 1000 L!" .. ES1zoo LM2 - UA1200 Reports can be easily drawn for a given range of time, tracking how many items were sorted through each induction and how many went to which sort destination. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Proposed Equipment for the Old Town Newhall Library ■ 10-13in RFID Sorting System ■ 1 Internal Patron Inlet ■ 1 Staff Inlet ■ Hold Slip Printing ■ Sort Controller Old Town Newhall Library AMH Drawing 6'-6' Medium Bin 14'-3" a �r SortMate 2000 ti D-braryMate 1200 ENVISI� , NWARE' option 1x LMI200 Indoor Return Ix ES12OO Stall` Return 10 Bin Sorter wj Medium Bias The ErgoStaff 1200 can be placed on either side of the sorter EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Proposed Equipment for the Jo Anne Darcy Library ■ 10-Bin RFID Sorting System ■ 1 Internal Patron Inlet ■ 1 Staff Inlet ■ Hold Slip Printing ■ Sort Controller Jo Anne Darcy Library AMH Drawing ErgoStaff 1200 Circuit I Ix I20VAC 20A Circuit (50-60 Hz) I Quad Receptacle 4x Ethernet Outlets Wall Mounted Per Local Coc' 1200 ENVISI� , NWARE' Option 1 x LM1200 indoor Return Ix E91200 Staff Return 10 Sin Sorter w/ Medium Bins The ErgoStaff 1200 can be placed on either side of the sorter EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Proposed Equipment for the Valencia Library ■ 10-Bin RFID Sorting System ■ 1 Internal Patron Inlet ■ 1 Staff Inlet ■ Hold Slip Printing ■ Sort Controller Valencia Library AMH Drawing ErgoStaff 1200 Circuit I Ix I20VAC 20A Circuit (50-60 Hz) I Quad Receptacle 4x Ethernet Outlets Wall Mounted Per Local Coc' 1200 ENVISI� , NWARE' Option 1 x LM1200 indoor Return Ix E91200 Staff Return 10 Sin Sorter w/ Medium Bins The ErgoStaff 1200 can be placed on either side of the sorter EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI�. NWARE' Supplier Responsibilities Proposers must provide detailed pricing for the cost of each AMHS, shipping, delivery, taxes, all labor, and installation for selected AMHS. Understood and agreed. Detailed pricing is included in the quotations attached to the Cost File. Proposers must provide a detailed timeline of the entire project. EnvisionWare/Lyngsoe expects it to take approximately 6 months from the time of purchase order to the time of project completion. Proposers must assign a dedicated Project Manager, and within the proposal, indicate the Project Manager's experience with similar projects or scopes of work. Shaun Kendle of Lyngsoe Systems will be the Project Manager. He has 18 years of experience in the design and implementation of complex machinery, with 9 years of experience in the Library market. Proposers must provide information relating to the possible disposal or recycling of the SCPL's existing AMHS. Proposers must also provide information on possible credits for disposing and recycling current AMHS. The system is recyclable and the amount of what can be recycled is determined by the local area. With the manufacturer being a Scandinavian based company, there remains a focus on utilizing energy efficient planet friendly materials. Buy back plans and system upgrade plans are an option. Proposers must provide all insurance documents required for any work done at each individual site. Understood and agreed. A sample insurance certificate is located in the Attachments section of this proposal. All equipment and parts identified by the proposal must be new. Understood and agreed. System must not require use of proprietary bins/totes. Understood and agreed. Noise levels for the proposed AMHS must meet OSHA Time Weighted Average of 85 decibels for an 8- hour shift and provide a stand-by mode when no library materials are being returned. The AMH system operates under a 55db sound output. The sort units are efficient in that they only activate while transporting an item. If an item is going to go to the 3rd sort unit, the 4th unit will not turn on. This saves not only energy but also noise. Proposed AMHS must provide safety for staff and guests for fingers, ties, loose clothing etc. The system has been designed with many features to maintain a safe work environment for SCPL . The sorter and conveyor bodies fit in very close tolerance to minimize the possibility of items getting caught in transition areas. The strip belts used on the sorter and conveyor are embedded in the slide plates minimizing jams and assure proper tracking. There are no protruding uprights that cause the types of jams seen in legacy designs. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI�. NWARE' All Sort Mate" systems include emergency stop buttons located along the sorter. The system is shut down simply by depressing one of the E-Stop buttons located along the sorter. When the E-Stop is activated, power is immediately removed from the motors on the system. The E- Stops will be strategically located around the sorter in locations for easy access. AMHS design must fit within the current architectural design of each SCPL site. No additional building modifications are proposed in conjunction with this RFP. Any structural work needed must be included in proposal with detailed specifications and plans. Understood and agreed. Proposers must provide an AMHS that requires no more than one staff member to operate. "he proposed system ram be staffed with as little as one person- It is very common for one staff person to operate the central sorter. Only when additional speed is required, will adding additional staff become necessary. Sorting machine must be completely visible to staff in order to detect any undetected jams or overflows. Understood and agreed. The sorter is designed to have a compact footprint and visible sort belts in order to prevent clutter in the circulation room. Should there be unexpected items or jams on the system, the patron returns system will first enter an error recovery mode and attempt to clear the jam mechanically. Unexpected items and jams that mechanically cleared will deposit items into the exceptions bin for inspection. If the system cannot clear the jam, notifications can be sent to an on -call staff member. This proposal also provides pricing for an interlocking manual book drop. In the event the system goes down or loses power, the manual book drop will unlock and be available for use. This manual book drop is locked during regular operation and will encourage the utilization of the AMH system, while allowing for a backup solution to be available in the event of a problem. Electrical requirements of proposed AMHS must comply with current building design. Understood and agreed. The proposed AMHS must have real-time integration with the SCPL's ILS. The sorting system communicates with the ILS through a SIP2 (Standard Interchange Protocol) message. Within the check in response message (SIP2) Polaris will give the sorter all the real time data about the item, and the sorter will sort according to this information. The proposed system must interface with the SCPL's ILS using SIP2 connection. EnvisionWare pioneered the development of Enhanced SIP2 starting in 2000 and has continued to lead that effort directly with major ILS vendors and with NISO committees. Through direct and committee relationships, EnvisionWare has established open lines of communication with product managers and developers that use all of the major platforms including Innovative. SCPL can be EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI' NWARE assured that EnvisionWare has tested all proposed systems and is prepared to quickly resolve any future issues that might arise as a result of ILS development. The proposed system must allow for backdating of checked items. Staff may backdate check -ins at the staff induction. The proposed system must allow for items to be checked into the circulation system in real time. While the item passes through the machine, the item ID is read from the RFID tag, the item is checked in with the ILS in real time, and the material security is activated before the item is sent to the sorter. Vendor must provide details of any off line options. If the connection between the AMH, Library MateT`" Systems, and Polaris goes down, the machine continues in off-line mode and prints an off-line receipt stating the material IDs for the user. Information about the returned materials is stored in the machine control and transmitted to the library database as soon as the connection to the library network has been re-established. Systems that solely have staff inductions will immediately indicate if the ILS connection is down alerting staff to the condition and pause operation until connection is reestablished. All items will be sorted to the exceptions bin since no SIP2 information will be coming from the ILS. The Patron will not see anything different in terms of operation. The item will be checked in when the ILS comes back online. All items will be checked in but will be in the exceptions bin. Items should be reprocessed in the AMH so that Holds can be separated from "to be shelved" items. Each AMHS must be able to accept and process books, DVDs, CDs, magazines, periodicals, oversized books, and book kits. Understood and agreed. The proposed AMHS must include the return/sort process, that security bits be reactivated. The material security is activated before the item is sent to the sorter. The proposed AMHS must include integration with RFID tags. AMHS must be compatible and work with Danish AR Proposal. EnvisionWare was one of only two US RFID companies involved in creating the US Data Profile for the ISO standard, which is ISO-28560-2. EnvisionWare supports these open standards: Danish Data Model ISO-28560-2 ISO-28560-3 And the following proprietary data models: EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 ENVISI� , NWARE' > 3M (multiple models) > Bibliotheca (multiple models) > Checkpoint ISO > ITG (multiple models) > Libramation > PV Supa > ST LogiTrack > Tech Logic (multiple models) > VTLS > ID Prefix Remap model EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 27 ENVISI' NWARE The system automatically reads and interprets all of the above without configuration. The included Tag Query application can read an RFID tag and identify which model is encoded on the tag and all of the data elements and contents as well as the AFI security value. In support of libraries that may be migrating from a legacy solution to a standard system, each of the models supports custom AFI security attributes. The proposed AMHS must have RFID tag -based enable check -in and multi-bin/totes sorting capacity. Understood and agreed. The proposed AMHS must be or have the ability to be programmable to randomly distribute in transit items into bins/totes. Programming should provide for an item location exception list, where items going to set location would not be randomly distributed. For Libraries with floating collections, the AMH possesses the ability to distribute floating items to destinations based on a configuration table. In addition, a file can be loaded to the sorter capturing special items and sending them to a special chute for processing. The proposed AMHS must have a staff induction station available with RFID reading capability. The Ergo Staff m is equipped with RFID scanning and is capable of adding top scanning for a hybrid system. The proposed system must provide a wide range of statistical reports as requested by the SCPL, with the ability to customize individual reports. The Sort Mate TM provides a variety of reports and sorting statistics for the library to use including check in time, chute distribution, and a full complement of SIP2 transaction logs and sort logs. Reports can be easily filtered for a given range of time, tracking how many items were sorted through each induction station and how many items went to which sort destination. Report data is available in PDF and CSV formats. EnvisionWare customers will benefit from additional enterprise reporting that is in development. For customers purchasing Lyngsoe sorters from EnvisionWare and are licensed for EnvisionWare Enterprise Reporter, new reports and dashboards will permit Library staff to create unique reports per branch or other criteria and combine the information with self -checkout, giving the Library a global view of patron self-service circulation. The proposed system must be easily reconfigured for additional or modified sorting arrangement. Sorting software must be capable of providing multiple sort schemes that can be implemented in less than five minutes. Configuration of the Sort Mate TM sorting matrix is very easy to accomplish, and minor changes can be made in a matter of seconds. All configuration settings are menu driven and are activated on the sorter by a button press. The proposed system must have statistics that are available via remote access. Understood and agreed. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 28 ENVISI7't - NWARE' The proposed system must have a sorter that is accessible by staff and the vendor from a remote location using remote control software. During the project phase, a PTP VPN connection with the library for remote troubleshooting and support by 24-hour hotline engineers will be initiated. The proposed systems also includes the LSC (Lyngsoe Sorter Controller T"°). LSC is a user-friendly software that allows staff to monitor and customize the sorter from any PC with access to the library network. Deliverables The selected proposer must provide a dedicated project manager for the duration of the project until all library staff have been trained. Understood and agreed. Shaun Kendle of Lyngsoe Systems will be the Project Manager. He has 18 years of experience in the design and implementation of complex machinery, with 9 years of experience in the Library market. The selected proposer shall provide on -site training using the installed equipment. Understood and agreed. EnvisionWare offers packages that will ensure all Customer operators and maintenance personnel have the skills needed to efficiently keep the system in optimal running order. An annual maintenance and operators training is recommended each year to help with any ongoing customer questions. The EnvisionWare installation team will train library staff in three different training sessions: Operator training, Maintenance training, and Administrator training. The level of administrative and support training can be as extensive or as minimalistic as desired by the Library. There is no limit to the number of participants. Any staff training required will be performed as each new system is installed. Training Topics: • Parts Identification Starting/Stopping Sorter • Emergency Stops • Patron use of LibraryMates • Staff use of LibraryMates and Staff Induction • Status of Chutes • Resetting system errors • Web Interface • Troubleshooting • Critical vs. Non -critical issues • Intro to MyLyngsoe.com EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 29 ENVISI xNWAREP • Ordering Replacements for Spare Parts Inventory • Overall Review • Emergency services Maintenance contracts System upgrades Training • Warranty administration The selected proposer shall provide system administration and technical training to SCPL designated staff during and after installation. Understood and agreed. The selected proposer must provide information on support management system and process. City of Santa Clarita staff can use five methods of requesting support: rlstnmpr Center — Online Portal/Email The EnvisionWare Customer Center is a comprehensive self-service portal into the Library's customer relationship. Billing, maintenance records, project status, knowledge base, enhancements, support cases, library marketing kits and more services are available from the online system. To log a support case, log into the Customer Center and select Contact Support. A form opens to facilitate entry of information about the issue. The person entering the Case will receive an email confirmation. Support will engage by email and telephone until a resolution is achieved. Support cases can be linked to enhancement and defect Issues. Customers can view linked Issues from a choice on the menu. This application is installed with every EnvisionWare software component. It provides the ability to configure products, submit automated diagnostics, open and update support cases and inventory all EnvisionWare applications. Call the direct toll -free number, 888-409-0888 to reach technical support. 95% of all incoming calls are answered directly by a technician. The Service Level Agreement defines the maximum time for a response. LIVE telephone support is available 240. LiveChat From any computer, log into LiveChat from the Customer Center to discuss a support issue with a support technician during standard business hours. The Library also has access to mylyngsoe.com, a portal containing ah AMH documentation. A VPN connection is maintained between sorters and Support to facilitate rapid diagnostics and updates. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 30 ENVISI7't - NWARE' For non -automated materials handlings requests, EnvisionWare is the one -stop service to call for everything, from software and hardware support to transaction questions for eCommerce. For AMH, if escalation to engineering is required, support technicians will engage Lyngsoe engineers as needed. Lyngsoe engineers will be dispatched for required onsite services. EnvisionWare ensures that all communication is managed in a manner that provides clear ownership, optimal efficiency, and the appropriate resource to remedy an issue. Support operates LIVE 24x7x365. At any hour SCPL staff can call toll free 888-409-0888 to speak directly with a technician. The Service Level Agreement defines the maximum time for a response. Standard, Platinum -level maintenance covers parts and remote or on -site labor with stringent Service Level Agreement stipulations icluding a penalty for failure to comply with the .SLA. Customers are expected to perform upgrades, which consist of downloading an update when one includes desired new features or updates and running the installer. This process is fast and easy and training is included as part of the installation process. There is one (1) included onsite preventative maintenance or 'wellness' activities per sorter in this program. For preventative maintenance services, managed remote or onsite services, or additional training programs, City of Santa Clarita can engage Professional Services on a per project basis. The Library may directly contact Support to obtain a quotation. Hourly rates and fixed travel expense prices are included in all contracts. Libraries under maintenance receive specially discounted rates. This approach, as opposed to incorporating these services, allows libraries to adapt services to the specific needs. For example, if updates are unnecessary in any given year and the systems are operating normally there is no need to increase the fixed cost of services. For larger libraries with multiple EnvisionWare systems including AMH and/or 24-Hour Libraries, a PlatinumPlus program is available. This program provides a resident technician assigned to the Library for a fixed number of hours per week; a dedicated 240 telephone number; proactive updating and routine maintenance. This option is quoted on request. Without AMH and/or 24- Hour Libraries, which include preventative maintenance programs, the cost of Platinum Plus services is generally cost prohibitive. The selected proposer must provide a contract with the cost for the first five years of the AMHS maintenance. Cost cannot exceed the Consumer Price Index (CPI). Understood and agreed. The cost for the first five years of maintenance is included in the quotations attached to the Cost File. The selected proposer will provide required and suggested preventative maintenance schedules for all hardware to cover conveyors, belts, rollers, stands, carts, sensors, and all other equipment and parts related to the conveyance of materials. The recommended maintenance for the AMH system will be detailed during the training sessions on site. Primary daily and weekly maintenance will consist of simply keeping control components clean. Sensors with dirt and dust can lead to tracking errors on the sorter. A systematic vacuuming of the sensors bi-weekly or monthly, depending on usage, will keep the system operating in optimal condition. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 31 ENVISI7'4 NWARE' EnvisionWare performs an annual preventative maintenance visit for all sorters just prior to the support anniversary date. A warranty for a minimum of one year after each phase of the project is completed is required. The warranty must include coverage for all services including labor, parts, materials, and preventative maintenance. A one-year parts warranty is included on all equipment. Further Service Agreements can be supplied and quoted upon request. System issues deemed not mechanical, or software related (i.e.: vandalism, damage due to neglect, or unauthorized modifications) will be subject to a service charge TBD. The warranty is defined as proposer fully absorbing the cost of parts, labor, travel and/or transportation to repair or replacement of any defective part(s) in the system, including all hardware, software, cables, etc., and maintaining the system in an operating condition for a minimum of one year. All repairs must be completed in a timely manner. Understood and agreed. The warranty is provided in the EnvisionWare End User License Agreement — http://system.envisionware.com/eula Preventive maintenance shall include checking for mechanical and electrical safety, lubrication, functional testing, and adjusting for optimal performance. The service representative shall observe and record all operating parameters in complete service reports signed by the assigned library management team representative. Copies of all service reports shall be provided to SCPL staff upon completion of all service calls. Understood and agreed. When the service technician is on site performing the included preventative maintenance visit, they will perform a full system audit, including mechanical and electrical safety, functional testing, and adjustment for optimum performance. If components require replacement, the technician will utilize the onsite spare parts kit, and request replacement from the spare parts depot in Frederick MD. The technician will detail their visit in a report. This report will be provided to the SCPL staff. Reports and Meetings Selected proposer must work with library to develop reports and statistics needed for library reporting. The Sort Mate TM provides a variety of reports and sorting statistics for the library to use including check in time, chute distribution, and a full complement of SIP2 transaction logs and sort logs. Reports can be easily filtered for a given range of time, tracking how many items were sorted through each induction station and how many items went to which sort destination. Report data is available in PDF and CSV formats. EnvisionWare customers will benefit from additional enterprise reporting that is in development. For customers purchasing Lyngsoe sorters from EnvisionWare and are licensed for EnvisionWare Enterprise Reporter, new reports and dashboards will permit Library staff to create unique reports EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 32 ENVISI7't NWARE`' per branch or other criteria and combine the information with self -checkout, giving the Library a global view of patron self-service circulation. Proposer must provide a schedule of staff training for library management team and library staff. EnvisionWare offers packages that will ensure all Customer operators and maintenance personnel have the skills needed to efficiently keep the system in optimal running order. An annual maintenance and operators training is recommended each year to help with any ongoing customer questions. The EnvisionWare installation team will train library staff in three different training sessions once the sorter is set up: Operator training, Maintenance training, and Administrator training. The level of administrative and support training can be as extensive or as minimalistic as desired by the Library. There is no limit to the number of participants. Any staff training required will be performed as each new system is installed. Training Topics: l)DF[?AT0 D TRAININ(. • Parts Identification Starting/Stopping Sorter • Emergency Stops • Patron use of LibraryMates • Staff use of LibraryMates and Staff Induction • Status of Chutes • Resetting system errors > SUPERVIS(,iiTRAINING • Web Interface • Troubleshooting • Critical vs. Non -critical issues • Intro to MyLyngsoe.com • Ordering Replacements for Spare Parts Inventory MAINi ENANCE iRAININ6 • Overall Review • Emergency services Maintenance contracts System upgrades Training • Warranty administration EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 33 ENVISI ' NWARE Why EnvisionWare #1: SERVICE -- The primary Company goal is to be regarded as the premier provider of service in the public library market. #2: COMPREHENSIVE SOLUTION -- EnvisionWare is the only company that provides RFID, self - checkout, financial payment, computer booking, print and copy management, and other applications from a single company that creates and services the complete solution. #3: CONTROL OVER THE COMPLETE EXPERIENCE -- EnvisionWare is the only company that actually controls the development of software and the manufacture of the hardware. Most vendors, including EnvisionWare until 2017, outsource the manufacture of their RFID gates, readers, and kiosks to third -party companies, some of whom will OEM or private label the products. But EnvisionWare actually manages the manufacture of gates, readers, media case controllers, self - checkout platforms, and other products in a factory managed by EnvisionWare. This ensures complete control over the creation, delivery, and ongoing support of the products. In addition, EnvisionWare does not outsource installation or support - EnvisionWare consultants manage the project and install the products. This end -to -end direct control also translates to the next topic. #4: COMPETITIVE -- Because there are no third parties manufacturing most products, EnvisionWare can better control costs and provide those savings to customers. #5: PARTNERSHIPS -- EnvisionWare is a strategic partner with all of the major ILS vendors, most of whom resell EnvisionWare solutions and all of whom co -develop integrations that improve self- service integration. And the partnership with Lyngsoe brings the leading AM provider into partnership with the leading self-service provider to offer premier turnkey solutions and stellar service. #6: COMPREHENSIVE APPROACH -- With EnvisionWare, it is not simply a matter of selling products but rather an experience focused on Library goals. The project commences with a tour of the most comprehensive self-service portal in the industry and then leads to the Library Marketing Kits, which are tools to aid in the promotion of change to staff and the introduction of new services to the public. Aside from deploying self -checkout, EnvisionWare provides the tools for success. Many customers are achieving 90-95% self -checkout, thanks to a program that focuses on the STRATEGY of deploying self-service solutions designed to free staff for other public services while offering the public the freedom and privacy to do things for themselves. #7: A FUTURE -- EnvisionWare is an innovator. Each year EnvisionWare brings a new solution to the market, designed to address the emerging needs of public libraries. Thus, the investment in a vendor partnership means that the relationship can continue to evolve. Many EnvisionWare customers have been customers for over 20 years. #8: PREDICTABILITY -- EnvisionWare is part of Volaris, a group within Constellation Software, a publicly traded company committed to owning its companies forever and fostering continued growth. EnvisionWare CEO and co-founder, Mike Monk, manages the Company, which means that the past is a predictor of the future. EnvisionWare's CEO has the freedom to do what is right for every customer just as he has for over 20 years. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 34 ENVISI " NWARE #9: KNOWLEDGE -- EnvisionWare employs several librarians as well as staff that worked in libraries. The partnerships with ILS companies and leading vendors brings a wealth of knowledge to bear for EnvisionWare's customers. EnvisionWare frequently helps customers solve problems for issues unrelated to the products and services offered by the Company. #10: DESIRE -- We want you as our customer and we are dedicated to ensuring your complete satisfaction. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 35 ENVISI0w'-.--NWARE0 REFERENCES FOR CITY OF SAfr`VTA L LA R 1-D.,,. The proposed sorters are designed for the North American market, seamlessly integrated with ILS systems developed and supported in North America, utilize standard US power systems, and are deployed in hundreds of libraries across the continent. What follows is a sampling of customer installations representative of the solution proposed to City of Santa Clarita. Every vendor will hand pick a selection of customers that will offer positive feedback. Where possible EnvisionWare attempts to list customers that have experience with multiple vendors, or which have a long experience with the Company. But how can anyone get an unfiltered perspective of a vendor? The answer from EnvisionWare is direct, unfiltered access to customers. One or more staff members of SCPL may be granted access to the EnvisionWare Customer Center where they may join the EnvisionWare Customer Forum. The Forum provides direct access to the global community of users. EnvisionWare believes that any vendor that delivers high levels of service should be willing to provide evidence to back up these assertions. In addition to customer references, EnvisionWare and Polaris/Innovative have been collaborating on development initiatives and promotion and sale of EnvisionWare solutions to mutual customers. All reference sites were installed by EnvisionWare implementation consultants. All were turnkey projects. All were on time and on budget. Details are included in each reference. From an overview perspective, the following references are included: Pioneer Library System Rangeview Library District San Diego County Library EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 36 ENVISI. NWARE' PIONEER LIBRARY SYSTEM Contact: Lisa Wells Executive Director for Library Services Phone: 405-801-4502 Email: (wells@pioneerlibrarysystem.org 225 North Webster Norman, OK 73069 About Pioneer Library System Service Population: 359,703 Collection Size: 640,249 Annual Circulation: 2,276,593 Branches: 12 ILS: SirsiDynix [Symphony] Norman East Lnvisionvvare boiutions anui services used by Pioneer > EnvisionWare Suite TM PC Reservation° computer access management > LPT: One TM print management MobilePrint ServiceTM EnvisionWare's Launch Command TM software EnvisionWare° eCommerce ServicesTM self- service solutions Library Document Station TM public scanning system > EnvisionWare Modular Sorter TM Authentication and Accounting Module (AAM)TM EnvisionWare Branch ManagerTM alert and email software EnvisionWare Central Management 24-Hour LibraryTM free-standing self-service library branch Interactive Voice Response (IVR PC Reservation Service) Sorting systems — 6 Sorter EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 37 RANGEVIEW LIBRARY DISTRICT Contact: Logan Macdonald Executive Director for Library Services Phone: 303-405-3293 Email: Iacdonald@anythinklibraries.org 5877 E. 120th Ave Thornton, CO 80602 Aoout Rangeview Library District Service Population: 381,525 Collection Size: Not published Annual Circulation: Not published ILS: OCLC [Wise] Branches: 7 EnvisionWare boiutions and Services used bj Rangeview EnvisionWare's Launch CommandTM software Launch CommandTM customizable kiosk menu EnvisionWare° eCommerce ServicesTM self-service solutions EnvisionWare° eCommerce ServicesTM Staff Register (STS)TM BarcodePlus°; Copy Payment Manager account -based copy payment OneStopTM self-service circulation software and kiosks ENVISI�. NWARE' Bennett, Co Branch RFID Software Suite RFID software for circulation, encoding, tag query Authentication and Accounting Module (AAM)TM EnvisionWare Branch Manager TM alert and email software SIP2SSLTM SIP2 encryption service Sorting systems — 4 EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 38 SAN DIEGO COUNTY LIBRARY Contac` Contact: Ryan Ibarra, IT Principal Phone: 858-694-2452 Email: ryan.ibarra@sdcounty.ca.gov 5560 Overland Ave., Suite 110 San Diego, CA 92123 About San Diego County Librar¢' > Service Population: 1,048,860 > Collection Size: 1,472,951 > Annual Circulation: 11,515,560 > Branches:37 > ILS: Innovative Interfaces, Inc. [Millennium] ENVISI�. NWARE' Fallbrook Branch Library About San Diego County > EnvisionWare Suite"' > PC Reservation° computer access management > LPT: One TM print management > MobilePrint Service TM > EnvisionWare's Launch Command TM software > RFID Software Suite RFID software for circulation, encoding, tag query > EnvisionWare Modular Sorter TM > 24-Hour LibraryTM -4 > Sorting systems — 4 EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 39 ENVISI0w'-.--NWARE0 PLAN OF STUDY/SCOPE OF WORK FOR CITY OF SANTA LLAR1-G An AMH project begins with an introductory call in which all library staff and the AMH technical staff are introduced. If part of a larger RFID project, the orientation to the Customer Center will be provided as part of that introduction, otherwise, support will provide the orientation for a stand-alone AMH project. The Lyngsoe Project Manager will introduce the process in detail and outline each of the steps from engineering site assessment to a release to the factory for production of the system. Every step is carefully managed to ensure the optimal outcome. Once the installation date is agreed upon, the Lyngsoe Project Manager will inform the library project manager about the steps involved in deployment. A Lyngsoe field engineer will be onsite to receive the equipment and place it in the sorting area. Once the equipment is properly assembled and wired, a commissioning process begins in which the software is loaded and optimized for the Library's ILS and library requirements. Next an acceptance process ensues in which the system is thoroughly exercised through repetitive tests to ensure optimal performance and adherence to the sorting rules established during planning. Library staff is provided with operational and basic service training. Upon acceptance of the system, the project transitions to Support. More comprehensive details are delivered as part of the collaborative planning process. If removal of an existing system has been ordered, the Project Manager will make the appropriate accommodations for removal of the system just prior to moving the new system into place, after which he will coordinate the responsible disposal of the old system. Contract Signature/Letter of Authorization - EnvisionWore's End User License Agreement (EULA) Y-a st be included as part of any contract and can be found here: (system. envision wore.com/eulo) Final Submittal Library Review Notification of Recommendation Project Start Project Kickoff with Library Library Project Design review System design approved by library Final Review Project Order EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 40 ENVISKNWARE0 Manufacturing Shipping Start of Installation On Site Installation Old Town Newhall Building Modifications complete Sorter(s) installation Staff induction installation System Wiring Commissioning Old Town Newhall Internal 1/0 testing (LVL 5) Component functional testing (LVL 4) System testing (LVL 3) Integration testing (LVL 2) Acceptance testing (LVL 1) Training and Standby Support Go Live Installation Jo Anne Darcy Building Modifications complete Sorter(s) installation Staff induction installation System Wiring Commissioning Jo Anne Darcy Internal 1/0 testing (LVL 5) Component functional testing (LVL 4) System testing (LVL 3) Integration testing (LVL 2) Acceptance testing (LVL 1) Training and Standby Support Go Live EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 41 ENVISI�. NWARE' Installation Valencia Building Modifications complete Sorter(s) installation Staff induction installation System Wiring 0.25 days Commissioning Valencia Internal 1/0 testing (LVL 5) Component functional testing (LVL 4) System testing (LVL 3) Integration testing (LVL 2) Acceptance testing (LVL 1) Training and Standby Support Go Live The Library is responsible for providing the following: > Any necessary permits and/or licenses > Power to a location near the sorter and coordinated points near the conveyor route (within 10 feet) 120V single phase > Two network drops per Library Mate TM or Ergo StaffTm and one for each sorter for communication and support One SIP license for each check -in station Allow for site -to -site VPN (IPSEC) for commissioning and ongoing hotline support. Additional details contained in Lyngsoe's Remote Customer Support document A clear path for access the installation site for personnel and equipment A secure, dry, and convenient location for storing the equipment, tools and materials used on site Adequate working space for the installation crew Provide lighting for installation at the location where the work is to be performed y Provide parking and restroom facilities Access to a ramp door in the event that special lift equipment is required On site security > Install area to be broom swept by other contractors prior to the start of installation EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 42 ENVISI ' NWARE A no later than the scheduled start of installation date, the installation site free and clear and ready for Lyngsoe Systems to begin installation. Lyngsoe Systems acknowledges that some degree of facility construction may be underway during installation. The Purchaser acknowledges its responsibility to minimize possible resulting disruptions to Lyngsoe Systems' installation process. A no later than start of installation date, all civil work and necessary removal or modifications of existing equipment or buildings. For instance, the building modifications required for the installation of the Library MatesTM in exterior or interior walls, and penetration points through walls required by the conveyor run. Architectural finishing of penetration points after installation of Library MatesTM if required. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 43 ENVISI0w'-.--NWARE0 SCHEDULE FOR CITY OF SAfr`VTA t.LA R1-G EnvisionWare/Lyngsoe expects it to take approximately 6 months from the time of purchase order to the time of project completion. A typical project schedule is below Contract Signature/Letter of Authorization: Receipt of PO Drawings Approved: 1 weeks At Receipt of Order (ARO) Shipment: 11 weeks ARO Start Installation: 17 weeks ARO Installation Completed: 19 weeks ARO Final Acceptance (Start of Warranty): 19 weeks ARO Task Name Duration Start Final Submittal 0 days Mon 10/4/21 Library Review 3 days Tue 10/5/21 Finish Mon 10/4/21 Fri 10/8/21 Notification of Recommendation 0 days Mon 11/8/21 Mon 11/8/21 Project Start 0 days Mon 11/8/21 Mon 11/8/21 Project Kickoff with Library 1 day Wed 11/10/21 Wed 11/10/21 Library Project 18.6 weeks Wed 11/10/21 Mon 3/21/22 Design review 1 day Wed 11/10/21 Thu 11/11/21 System design approved by library 0 days Thu 11/11/21 Thu 11/11/21 Final Review 2 days Thu 11/11/21 Mon 11/15/21 Project Order 0 days Mon 11/15/21 Mon 11/15/21 Manufacturing 8 weeks Tue 11/16/21 Tue 1/11/22 Shipping 6 weeks Tue 1/11/22 Tue 2/22/22 Start of Installation 0 days Tue 2/22/22 Tue 2/22/22 On Site 1.29 weeks Tue 2/22/22 Wed 3/2/22 Installation Old Town Newhall 0.76 weeks Tue 2/22/22 Sat 2/26/22 Building Modifications complete 0 days Tue 2/22/22 Tue 2/22/22 Sorter(s) installation 3 days Tue 2/22/22 Thu 2/24/22 Staff induction installation 1 day Fri 2/25/22 Fri 2/25/22 System Wiring 0.25 days Sat 2/26/22 Sat 2/26/22 Commissioning Old Town Newhall 0.54 weeks Sat 2/26/22 Wed 3/2/22 Internal 1/0 testing (LVL 5) 1 day Sat 2/26/22 Mon 2/28/22 Component functional testing (LVL 4) 0.25 days Mon 2/28/22 Mon 2/28/22 System testing (LVL 3) 0.25 days Mon 2/28/22 Tue 3/1/22 Integration testing (LVL 2) 0.25 days Tue 3/1/22 Tue 3/1/22 Acceptance testing (LVL 1) 0.25 days Tue 3/1/22 Tue 3/1/22 Training and Standby Support 1 day Tue 3/1/22 Wed 3/2/22 EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 44 ENVISI + NWAR E' Task Name Duration Go Live 0 days Installation Jo Anne Darcy 0.76 weeks Start Finish Wed 3/2/22 Wed 3/2/22 Wed 3/2/22 Tue 3/8/22 Building Modifications complete 0 days Wed 3/2/22 Wed 3/2/22 Sorter(s) installation 3 days Wed 3/2/22 Mon 3/7/22 Staff induction installation 1 day Mon 3/7/22 Tue 3/8/22 System Wiring 0.25 days Tue 3/8/22 Tue 3/8/22 Commissioning JoAnne Darcy 0.54 weeks Tue 3/8/22 Fri 3/11/22 Internal 1/0 testing (LVL 5) 1 day Tue 3/8/22 Wed 3/9/22 Component functional testing (LVL 4) 0.25 days Wed 3/9/22 Wed 3/9/22 System testing (LVL 3) 0.25 days Wed 3/9/22 Wed 3/9/22 Integration testing (LVL 2) 0.25 days Wed 3/9/22 Thu 3/10/22 Acceptance testing (LVL 1) 0.25 days Thu 3/10/22 Thu 3/10/22 Training and Standby Support 1 day Thu 3/10/22 Fri 3/11/22 Go Live 0 days Fri 3/11/22 Fri 3/11/22 Installation Valencia 0.76 weeks Fri 3/11/22 Wed 3/16/22 Building Modifications complete 0 days Fri 3/11/22 Fri 3/11/22 Sorter(s) installation 3 days Fri 3/11/22 Tue 3/15/22 Staff induction installation 1 day Tue 3/15/22 Wed 3/16/22 System Wiring 0.25 days Wed 3/16/22 Wed 3/16/22 Commissioning Valencia 0.54 weeks Wed 3/16/22 Mon 3/21/22 Internal 1/0 testing (LVL 5) 1 day Wed 3/16/22 Thu 3/17/22 Component functional testing (LVL 4) 0.25 days Thu 3/17/22 Fri 3/18/22 System testing (LVL 3) 0.25 days Fri 3/18/22 Fri 3/18/22 Integration testing (LVL 2) 0.25 days Fri 3/18/22 Fri 3/18/22 Acceptance testing (LVL 1) 0.25 days Fri 3/18/22 Fri 3/18/22 Training and Standby Support 1 day Fri 3/18/22 Mon 3/21/22 Go Live 0 days Mon 3/21/22 Mon 3/21/22 EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 45 ENVISI0w'-.--NWARE0 PROGRAM MANAGEMENT FOR t, ll .fY O F SA NTA L LA R 1-G Indicate which method of program management will be used to internally manage and direct this project. Provide the proposed project schedule on a timeline chart according to the selected system. An AMH project begins with an introductory call in which all library staff and the AMH technical staff are introduced. If part of a larger RFID project, the orientation to the Customer Center will be provided as part of that introduction, otherwise, support will provide the orientation for a stand- alone AMH project. The Lyngsoe Project Manager will introduce the process in detail and outline each of the steps from engineering site assessment to a release to the factory for production of the system. Every step is carefully managed to ensure the optimal outcome. Once the installation date is agreed upon, the Lyngsoe Project Manager will inform the library project manager about the steps involved in deployment. A Lyngsoe field engineer will be onsite to receive the equipment and place it in the sorting area. Once the equipment is properly assembled and wired, a commissioning process begins in which the software is loaded and optimized for the Library's ILS and library requirements. Next an acceptance process ensues in which the system is thoroughly exercised through repetitive tests to ensure optimal performance and adherence to the sorting rules established during planning. Library staff is provided with operational and basic service training. Upon acceptance of the system, the project transitions to Support. More comprehensive details are delivered as part of the collaborative planning process. If removal of an existing system has been ordered, the Project Manager will make the appropriate accommodations for removal of the system just prior to moving the new system into place, after which he will coordinate the responsible disposal of the old system. A successful project depends upon good communication. The entire team remains available as needed. The implementation Consultant is not limited by the time spent with any customer in a turnkey project. The only requirement is to schedule time to ensure availability and focus on SCPL's needs. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 46 ENVISI�, NWARE0 c - 1 -. u Ll n .V.- 1L4YJ11 - Yarl4uLr71� irLr F ir* f K rr.LaddMaLM rr.r ," ............ Y............ LLV I�QICI EnvisionWare, Inc. www.EnvisionWare.com © 2021 EnvisionWare, Inc. i City of Santa Clarita LIB-21-22-06 October 4, 2021 Page 47 ENVISI��NWARE" PERSONNEL, EQUIPMENT, AND FACILITIES FOR CITY OF SANTA L LA R I-D.,,. THE ENVISIONWARE TEAM More than sixty-five people at EnvisionWare back the delivery and ongoing support of the proposed system. ENVISI 1 NWARE° Michael (Mike) Monk - Chief Executive Officer Mike Monk and Rob Walsh founded the Company in 1998. Since inception Mike has directed operational and sales activities and focused on developing the vision for the organization, product strategy and customer and vendor relationships. Operational responsibilities and execution of daily business is under the direction of Scott Fothergill, the COO. Mike is directly involved in the RFP process to ensure delivering responsive solutions and to assert his commitment to customer requirements. Mike was the first person in Florida to graduate high school with library science credit. Due to his technical emphasis, he was involved in broadcast technology for several years, culminating that portion of his career with the design and installation of The Weather Channel. As technology use grew in libraries, he changed his career focus to his lifelong love of libraries. Mr. Monk visits libraries around the world to learn and share and bring insight to customers. He visits worldwide library conferences and has been a consistent participant at ALA and PLA conferences for over twenty years. As the Chief Executive, Mike is one of the global management participants in the Customer Satisfaction Response System, a link provided to customers for direct escalation of issues to management. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 C 2021 EnvisionWare, Inc. October 4, 2021 Page 48 ENVISI�. NWARE' Scott Fothergill — Chief Operating Officer 7 _0 Scott joined EnvisionWare after serving forth irty years as the Chief Information Officer al at a Hennen #1 Library System, the Columbus Metropolitan Library System in Ohio. During his tenure on the Columbus executive team, he created a unique and powerful ILS called Discovery Place and collaboratively managed the implementation of leading self-service and library efficiency strategies. He has invested heavily in business management and executive coaching education during his career. As a former library executive, he understands the needs of libraries and the day-to-day challenges libraries face. Empathy, communication, customer focus, and efficiency are the hallmarks of his vision in guiding our Company operational and development efforts. Scott keeps the Company Five Year Plan and Trinity Goals in the forefront of the management team thinking. The pinnacle of the Goals is a focus on delivering the best customer service experience in the library industry. Jo-Afiile �)id'W — Mdna&f, ASYa rdCifk, After a successful career at Dynix, EnvisionWare's original distributor for Asia Pacific, and a subsequent tenure at SirsiDynix, Jo joined p 9 EnvisionWare to open the Asia -Pacific Centre. Based in Adelaide, South Australia, Jo is a librarian who still has a passion for working with library users. Her experience in libraries melds with her experience with library vendors to guarantee that she understands the varied needs of patrons, the demands on staff made by service requirements and how technology can be used to meet both goals. As part of her role with library vendors she has worked with libraries in a variety of countries in the Asia -Pacific region, bringing an excellent understanding of how different libraries and different cultures approach library services. Her personal customer service focus is intrinsic to the processes and the services that her team offer to their customers. Jo has also worked as a Human Resources advisor, with some focus on process management, and she strives to ensure that EnvisionWare processes are clearly documented, reliable and under constant review. Jo's team attained ISO 9001 quality assurance. Jodi isein igef — uireciof of .,usiuiner support anu �otrategrc initiatives Jodi Bellinger leads our North American Support team and helps guide our business through large projects that enable us to provide the highest -level service possible to our customers. She has passionately served the Public Library Market for over 20 years. While she has worn a myriad of hats over that time, the common theme to her career has always been centered around customer care. As VP of Customer Operations Polaris Library Systems, and later VP of III Customer Support, her genuine enthusiasm and compassion always shined through as she led over 100 people and supported thousands of customers. Jodi joined EnvisionWare in 2015 as our Director of Strategic Projects and moved into support leadership in September of 2017. In her spare time, Jodi focuses on her children, is a Wish Granter for the Make -a -Wish foundation, and always enjoys a visit to the local library wherever she and her family travels. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 49 ENV IS NWARE' Candice Oliver, MLIS — Sales Representative, Self-service solutions — North Central — and Contracts Manager Candice joined EnvisionWare in 2017 following a distinguished career as a librarian in several capacities as well as working as a vendor to the library 17 eR` community. In libraries, Candice was the Director of Library Services in Missouri, a Regional Branch Administrator, and a Systems Librarian at a consortium. From the vendor world, Ms. Oliver was a trainer for Sirsi, an Account/Product Manager at Bibliotheca, and a Director of Library Development at Innovative Interfaces. Candice brings a wealth of technical, policy, and service knowledge to EnvisionWare. Candice manages all aspects of the contract review and contracting process in addition to her responsibilities of working with the customers in the North Central region of the US. Her extensive connections in the library community are used to seek input from library leaders to help EnvisionWare develop solutions that meet and exceed the needs of all sizes of libraries. Amy Amy managed the deployment of 100 EnvisionWare self -checkout systems throughout her former library system, achieving self-service rates as high as 95%. pill Joining EnvisionWare in 2016, Amy has worked in several key areas of the Company, mostly focused in Product Management. Amy assumed responsibility for training customers on the deployment and use of the 24-Hour Library, creating unique training materials, and developing a multi -stage program aimed at different segments of the library's staff. In July 2016 Amy began developing a new RFID Orientation and Encoding Program. Amy's knowledge of library operations coupled with her technical expertise and helpful, engaging style of presentation have been instrumental in the success of many RFID deployments across North America. Kathryn Spier -Miller — Marketing Manager Kathryn oversees all marketing activities, material development, branding and promotional activities for and with customers. Kathryn works with BRaa'P customers to develop promotional materials and to produce information about exciting new activities at libraries. As a librarian with years of experience, first at Polaris as their head of marketing and now at EnvisionWare, Kathryn brings a wealth of knowledge about the impact of change. She oversees the continual development of the Library Marketing Kits, which are tools to aid in change management for staff and promotion of new services to the public. Monica Beck — Pr000sal Writer and Documentation SneclalW Monica joined EnvisionWare in 2019 following a career in the United States Air Force where she worked as a computer network technician. Monica's attention to detail, technical knowledge, and process -oriented background are practically applied through the creation and delivery of proposals designed to address the priorities of libraries across North America. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 50 ENVISI ' NWARE Ted D'Alessandro —Sales Consultant, Circulation Solutions Tel has been with EnvisionWare for nine years as a Circulation Sales Consultant for the Western region of the United States. In this capacity, Ted manages and develops relationships with customers and prospective customers throughout the region. Ted brings over 20 years of experience in technology sales, including serving as Senior Account Manager for Checkpoint Systems, a provider of RFID and print management software for the public and school library markets. All roles throughout his career have focused on providing quality support and a superior customer experience. Project Manager l Implementation Consultant(s) EnvisionWare has a large team of skilled Implementation Consultants. The combined team has implemented self-service solutions at thousands of libraries. All Consultants are fully trained in the products they are implementing, and only experienced professionals are assigned a new project. At least one Implementation Consultant will act as the Project Manager, Installer, and Trainer. A project may include one or more Consultants depending upon scope. It may also include a trainer for specific types of technologies. The Consultant will collaborate with SCPL in the development of a Statement of Work that defines the desired outcomes, establishes the acceptance criteria, and identifies all customer responsibilities. The Consultant is assigned upon the receipt of an order or contract. For privacy purposes, EnvisionWare does not divulge individual employee names in a public tender. If additional information is required for evaluation, Ted D'Alessandro can be contacted. Project Support iPersonnei EnvisionWare provides all installation and training services by full-time experienced staff Implementation Consultants, not by third norty outsourced Provider . Each person has experience in the deployment of self-service systems at hundreds of libraries. Collectively, EnvisionWare systems have been deployed at over 12,000 libraries. A total of 18 technical resources are on staff to assist with the deployment and support of systems. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 51 ENVISI7't NWARE`' The Implementation Consultant(s) for each product is/are assigned upon execution of a contract. A Consultant is selected based upon expertise required and the ability to meet the Library's schedule. In consideration of employee privacy EnvisionWare does not share personal staff directory information in a public bid. The Company affirms that only a skilled, well experienced professional that has successfully deployed RFID systems at 100 or more libraries will be assigned to lead on the Library's project. L --------------- r� EnvisionWare Global Organization Chart O 0 0 EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 52 E N V I S I NWARE.: SUB -CONSULTANTS FOR t.11 .fY O F SA NTA L LA R 11-D.,, THE LYNGSOE TEAM •. Cory served our county as a United States Marine for 10 years. After his career in the armed forces, he found his way into the Material Handling industry managing } T' multi -million -dollar contracts for some of North Americas most recognizable retail �...r names. After a visit to the Aarhus Library project near HQ in Denmark, he quickly AAA,, realized that US libraries could dramatically benefit from the high-tech automated material handling industry. Founding the North American Library business within Lyngsoe (FKI Logistex), his vision has been to manufacture and implement the best products, while focusing on the needs of the customer. Neil Gillott BSME- Sr. Bids and Contracts Manager, Lvnesoe Neil has over 25 years of experience in the design, implementation and management of complex material handling systems, with 17 years of experience in the Library market. Neil has managed the implementation of distribution centers for King County PL, Carnegie Library, and Cincinnati PL, and consulted in the implementation of the New York PL sort center, in addition to dozens of branch sortation projects. Shaun Kendle AAS- Project Manager, Lyngsoe Shaun offers 15 years of system and product design experience of Library projects. Shaun has designed and managed projects for a variety of branch library applications at Palm Beach County Florida, King County Library System, City of Hillsboro Public Library, City of Beaverton Public Library, Henrico County, and has 04iv played an integral role in the implementation of over 40 sorting systems for Queens Borough Public Library. Laura Lorbin MEng IMECHE -- Service Director, Lyngsoe Laura is a detail -oriented leader with over 18 years of experience in design, implementation, and management of complex engineering solutions, including over 14 years in the library space. She currently manages over 100 service r contracts for Lyngsoe Library Systems all over North America. L A EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 53 ENVISI�. NWARE' Greg Barnes - Project Engineer Greg is a key member of Lyngsoe's engineering staff and is responsible for the programming for the sorters implemented in North America. He is responsible for west coast hotline response and service coordination. Greg has been with Lyngsoe since 2013. Project Support Personnel EnvisionWare and Lyngsoe team to provide comprehensive support services. The Library benefits from the combined technical and documentation resources made available to support the system. In no case is any customer precluded from seeking assistance from either EnvisionWare or Lyngsoe. EnvisionWare will quickly and efficiently execute any agreement requested by the Library or form an amendment to an existing agreement. Upon completion of an agreement or receipt of a purchase order, the Director of Professional Services at EnvisionWare will contact the Project Manager at Lyngsoe to commence the project. At this point Shaun Kendle takes control to manage the project from start to finish. Once the system is fully deployed, EnvisionWare and Lyngsoe stand ready to provide comprehensive services. A total of 18 technical resources are available to assist with the support of systems. The Library can communicate directly with Lyngsoe as needed. EnvisionWare's team complements Lyngsoe's team to offer the most comprehensive support network in North America. EnvisionWare, Inc. City of Santa Clarita www.EnvisionWare.com LIB-21-22-06 © 2021 EnvisionWare, Inc. October 4, 2021 Page 54 ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clorito, California By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts in its entirety, all Scope of Work for the Automated Book Sorters Project. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established Scope of Work throughout the length of the contract. *Supervisor's Signature:OZ / C Date: 09/30/2021 *Estimator's Signature: 7Z:Z/, ��,c9 Date: 09/30/2021 *Owner's Signature: *All three signatures required • 09/30/2021 NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clorito, California 1. SUMMARY OF CONTRACT REQUIREMENTS a. A contract is required for any service performed on behalf of the City. Contract language will be negotiated upon acceptance of proposal and prior to commencement of work. Work cannot begin until the contract has been fully executed by both parties. 2. SUMMARY OF INSURANCE REQUIREMENTS a. These are the Insurance Requirements for Contractors providing services or supplies to the City. By agreeing to perform the work or submitting a proposal, you verify that you comply with and agree to be bound by these requirements. When Contract documents are executed, the actual Contract language and Insurance Requirements may include additional provisions as deemed appropriate by City's Risk Manager. b. You should check with your Insurance advisors to verify compliance and determine if additional coverage or limits may be needed to adequately insure your obligations under this agreement. These are the minimum required and do not in any way represent or imply that such coverage is sufficient to adequately cover the Contractor's liability under this agreement. The full coverage and limits afforded under Contractor's policies of Insurance shall be available to Buyer and these Insurance Requirements shall not in any way act to reduce coverage that is broader or includes higher limits than those required. The Insurance obligations under this agreement shall be: 1—all the Insurance coverage and limits carried by or available to the Contractor; or 2—the minimum Insurance requirements shown in this agreement, whichever is greater. Any insurance proceeds in excess of the specified minimum limits and coverage required, which are applicable to a given loss, shall be available to City. c. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. City reserves the right to require full -certified copies of all Insurance coverage and endorsements. 3. INSURANCE a. General Insurance Requirements i. All insurance shall be primary insurance and shall name City of Santa Clarita as an additional insured. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under the policy if not named as an additional insured, and an additional insured shall not be held liable for any premium or expense of any nature on the policy or any extension thereof solely because they are an additional insured thereon. If the operation under this Agreement results in an increased or decreased risk in the opinion of the City's Risk Manager, then Consultant agrees that the minimum limits hereinabove designated shall be changed accordingly upon written request by the Risk Manager. iii. Consultant agrees that provisions of this Section as to maintenance of insurance shall not be construed as limiting in any way the extent to which Consultant may be held responsible for the payment of damages to persons or property resulting from Consultant's activities, the activities of its subconsultants, or the activities of any person or persons for which Consultant is otherwise responsible. iv. A Certificate of Insurance, and an additional insured endorsement (for general and automobile liability), evidencing the above insurance coverage with a company acceptable to the City's Risk Manager shall be submitted to City prior to execution of this Agreement on behalf of the City. v. The terms of the insurance policy or policies issued to provide the above insurance coverage shall provide that said insurance may not be amended or canceled by the carrier, for nonpayment of premiums otherwise, without 30 days prior written notice of amendment or cancellation to City. In the event the said insurance is canceled, Consultant shall, prior to the cancellation date, submit new evidence of insurance in the amounts heretofore established. vi. All required insurance must be in effect prior to awarding this Agreement, and it or a successor policy must be in effect for the duration of this Agreement. Maintenance of proper insurance coverage is a material requirement of this Agreement, and the failure to maintain and renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract. If Consultant, at any time during the term of this Agreement, should fail to secure or maintain any insurance required under this Agreement, City shall be permitted to obtain such insurance in Consultant's name at Consultant's sole cost and expense, or may terminate this Agreement for material breach. vii. Without limiting any other Consultant obligation regarding insurance, should Consultant's insurance required by this Agreement be cancelled at any point prior to expiration of the policy, Consultant must notify City within 24 hours of receipt of notice of cancellation. Furthermore, Consultant must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. Consultant must ensure that there is no lapse in coverage. b. General Liability and Property Damage Insurance i. Consultant agrees to procure and maintain general liability and property damage insurance at its sole expense to protect against loss from liability imposed by law for damages on account of bodily injury, including death therefrom, and property damage, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly from any act or activities of Consultant, its subconsultants, or any person acting for Consultant or under its control or direction, and also to protect against loss from liability imposed by law for damages to any property of any person caused directly or indirectly by or from acts or activities of Consultant, or its subconsultants, or any person acting for Consultant, or under its control or direction. Such public liability and property damage insurance shall also provide for and protect City against incurring any legal cost in defending claims for alleged loss. Such general liability and property damage insurance shall be maintained in the following minimum limits: A combined single -limit policy with coverage limits in the amount of $1,000,000 per occurrence will be considered equivalent to the required minimum limits. c. Automotive Insurance i. Consultant shall procure and maintain public liability and property damage insurance coverage for automotive equipment with coverage limits of not less than $1,000,000 combined single limit. If Consultant does not use automobiles in performing its work under this Agreement, Consultant shall provide a waiver releasing City from all liability resulting from Consultant's use of personal vehicles under this Agreement. d. Worker's Compensation Insurance i. Consultant shall procure and maintain Worker's Compensation Insurance in the amount of $1,000,000 per occurrence or as will fully comply with the laws of the State of California and which shall indemnify, insure, and provide legal defense for both Consultant and City against any loss, claim, or damage arising from any injuries or occupational diseases happening to any worker employed by Consultant in the course of carrying out this Agreement. ii. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against City, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the workers compensation policy which arise from work performed by Consultant for City. Questions and requests for modification of these terms must be negotiated and approved prior to contract execution and are at the full discretion of the City. I have read and understand the above requirements and agree to be bound by them for any work performed for the City. Authorized Signature: Date: 09/30/20201 Printed Name: Michael J. Monk, CEO CONTRACT NOTES EnvisionWare requests the following revisions: The solicitation, vendor response, and the Purchase Order (and/or Contract for services) constitute the entire agreement between the vendor and the City of Santa Clarita (City) covering the goods (including services) described herein (the "goods"). Time is Af the Envision Wore requests the "Time is of the essence" clause be remo► —4 9011 .. , iiiiiiiiiiiiiiiiiiiiiillillillillillillilliillillillillillillilliillillillilliillillillillillillilliillillilillilim - - - -- -- -- -- - - - NOUN -- -- - - - - - - MIMI I MI MINI • the prupuieu solutlu►► ►s nor u wutk jvr rare. veriuui retains all cupyrryrPr aira intellectual property ownership of all software, product manuals, and configuration guides. - -- ---- -- -- - ------ -- -- - -- - -- - --- Envision Ware requests the language be edited as follows: The vendor is required to indemnify and hold the City harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of any THIRD -PARTY CLAIMS ARISING UNDER THIS agreement entered into between the parties. Should the City be named in any suit, or should any claim be brought against it by suit or otherwise, whether the some be groundless or not, arising out of VENDOR'S PERFORMANCE UNDER this Agreement, or its performance, the vendor must defend the City (at the City's request and with counsel REASONABLY satisfactory to the City) and indemnify the City for any judgment rendered against it or any sums paid out in settlement or otherwise TO THE EXTENT RESULTING FROM VENDOR'S BREACH OF THIS AGREEMENT. > EnvisionWore's End User License Agreement (EULA) must be included as part of any contract and can be found here: (system. envision wore.com/eulo) DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clorito, California Listed below are the names and locations of the places of business of each subcontractor, supplier, and vendor who will perform work or labor or render service in excess of/: of 1 percent, or $10,000 (whichever is greater) of the prime contractor's total bid: DBE status, age of firm and annual gross receipts are required if sub -contractor is participating as a DBE. If no Subcontractors will be used fill out the form with NA. Please add additional sheets if needed. Subcontractor Lyngsoe Systems DIR Registration No. 1000037934 Dollar Value of Work �r 13g�YeS P1e Location and Place of Business 7450 New Technology Way Suite B, Frederick, MD 21703 Bid Schedule Item No's: Automated Materials Handler Description of Work Manufacture and install AMH License No. Exp. Date: / / 06/30/2022 Phone ( ) (646) 693-8850 Subcontractor DIR Registration No. Dollar Value of Work Age ermmr. ./A Location and Place of Business Bid Schedule Item No's: De iption o License No. Exp. Date: / / Phone ( ) Subcontractor DIR Registration No. Dollar Value of Work Age mmr. Location and Place of Business Nto Mr Bid Schedule Item No's: Des License No. Exp. Date: / / Phone ( ) NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a proposal that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded. LIB-21-22-06 - Automated Book Sorters Project Addendum No: 1 (Published) Thank you for your interest in doing business with the City of Santa Clarita. We encourage you to review all specifications carefully and comply with all the necessary requirements as we welcome your bid response. Addendum Description Additional categories added. Notice Modifications Notice Information No entries Category Modifications Added Categories 525 52540 208 20859 Removed Categories No Categories Removed From Value To Value LIBRARY AND ARCHIVAL EQUIPMENT, MACHINES, AND SUPPLIES Book Security Systems, Equipment, and Supplies Book Security Systems, Equipment, and Supplies COMPUTER SOFTWARE FOR MICROCOMPUTERS, SYSTEMS, INCLUDING CLOUD -BASED (PREPROGRAMMED) Library Information Management Software Library Information Management Software 09/30/2021 Contractor's Representative Date EnvisionWare, Inc. Company Name 09/09/2021 08:06 AM EDT Page 1 of 1 ti�!SANTACL�rl 9 OGryQFO �66ECEM0EF �a1 Addendum No. 2 PROPOSAL # LIB-21-22-06 Automated Book Sorters Project Addendum No.2 September 22, 2021 This addendum must be acknowledged via BidNet and should be included with the proposal response. The purpose of this addendum is to address the following for this Request for Proposals (RFP): I. BIDNET QUESTIONS AND ANSWERS Q1) Could you provide more detail about the goals of requirement 4.23, the ability to randomly distribute in -transit items into binds/totes? Al) The new AMH should be able to sort in -transit items into the correct bin (i.e. in -transit items destined for Newhall Library should be sorted into the Newhall Library bin). Q2) Can you please provide drawings of the room layout for each location? A2) Layouts attached. Q3) Can you provide the annual or monthly circulation by branch? A3 ) FY20-21 FY19-20 FY18-19 cc 113,371 198,182 285,332 OTN 109,086 177,867 249,322 VAL 171,965 296,225 443,561 Q4) Does the system have a floating collection? A4) The library system does not have a floating collection. Items can be checked out and returned to any branch, but must be returned to their home location. All items are assigned a home location. Q5) Can you provide room drawing of each library and photos of each location? A5) Layouts attached. Q6) Please provide your desired bin sizes A6) The library system does not have a current desired bin size. Q7) Is there an AMH at each location? if not, which locations have an AMH currently? How old are your current AM H's? a NA 9910 W3I10%W140911 U ! SNNTA OG prY 4 aGti �� NFU is oECEM&��, Addendum No.2 September 22, 2021 A7) Each branch of the Santa Clarita Public Library has an AMH. The current AMH's are around 10 years old. Q8) 4.5. on page 12 states, 'Proposers must provide all insurance documents required for any work done at each individual site.' However, on page 9, it states only the awardee is to provide insurance documents. Please confirm. A8) Only the AWARDEE is to provide insurance documents. Q9) For the form entitled ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK, can all three signatures be the same? Typically, these three roles (management) are not distinguishable, and the proposal would be signed off on from exec/upper management. A9) Yes, all three signatures can be the same. Q10) On page, the RFP seems to indicate that proposals should be mailed in as hard copy ('Addenda must be digitally acknowledged via BidNet in addition to a printed and signed version submitted with the proposal response.'). Please confirm that responses are acceptable being submitted online via BidNet. A10) The responses are to be submitted online via BidNet. Q11) Please confirm the correct tax rate to be applied to the bidder's quotes. A11) Santa Clarita sales tax rate is 9.5% Q12) Can the City of Santa Clarita share the floor layouts where the sorting systems will go in DWG files, photos of the space, and/or provide measurements? Al2) See attached layouts. Q13) To confirm, the Library does not require either exterior or interior patron returns? A13) The library does not require exterior returns, but does offer patrons an interior return option at each of the branch locations. Q14) Please confirm that the RFP is looking for staff inductions only and does not want patron return options. A14) The library does not require exterior returns, but does offer patrons an interior return option at each of the branch locations. Q15) Building on Q11 that we asked, we note that occasionally hardware is taxed but services and software are not. Please clarify. A15) Yes, labor and software are generally exempt from sales tax in California. Q16) Please confirm that the RFP is looking for staff inductions only and does not want patron return options. aNA9i10U.,AI1:3RiVaSell ti�jSANTACL�rl 9 OGryQFO �66ECEM0EF �a1 Addendum No.2 September 22, 2021 A16) The library does not require exterior returns, but does offer patrons an interior return option at each of the branch locations. II. ATTACHMENT a. Library Plan Layouts END OF ADDENDUM This addendum must be acknowledged via BidNet and should be included with the response. 09/30/2021 Contractor's Representative Date EnvisionWare, Inc. Company Name :z•� 1•�ya �¢� � ra►� d��•ra REFERENCES PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clorito, California The following are the names, addresses, and telephone numbers of three public agencies for which proposer has performed work of a similar scope and size within the past 3 years. If the instructions on this form conflict with the references requested in the scope of work, the scope of work shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your proposal. 1, Pioneer Library System, 225 North Webster, Norman, OK 73069 Name and Address of Owner / Agency Lisa Wells, 405-801-4502 Name and Telephone Number of Person Familiar with Project $3,000,000.00 Contract Amount RFID, 24-Hour Library, AMH 2O15 Type of Work Date Completed 2. Rangeview Library District, 5877 E. 120th Ave., Thornton, CO 80602 Name and Address of Owner / Agency Logan MacDonald, 303-405-3293 Name and Telephone Number of Person Familiar with Project $400,000.00 Contract Amount RFID, AMH Type of Work 2020 Date Completed 3. San Diego County Library, 5560 Overland Ave. Ste. 110, San Diego, CA 92123 Name and Address of Owner / Agency Ryan Ibarra, 858-694-2452 Name and Telephone Number of Person Familiar with Project $1,400,000.00 RFID, 24-Hour Library, AMH 2O21 Contract Amount Type of Work Date Completed The following are the names, addresses, and telephone numbers of all brokers and sureties from whom Proposer intends to procure insurance bonds: Diversified Insurance Industries, 307 International Circle Suite 610, Hunt Valley, MD 21030 ,_m_ww" . �■%� .. � � ��� ` }�� $ , Automated Book Sorters Project PROPOS L#LB21-220 TABLE OF CONTENTS PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clarita, California SECTION A NOTICE INVITING PROPOSALS PROPOSAL INSTRUCTIONS DOCUMENT CHECKLIST SECTION B SCOPE OF WORK RESPONSE FORMAT AND SELECTION CRITERIA SECTION C PROPOSAL FORM NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS REFERENCES ACKNOWLEDGEMENT AND ACCEPTANCE OF SCOPE OF WORK SECTION D SAMPLE MAINTENANCE AGREEMENT SECTION A RFP Information & Instructions CITY OF SANTA CLARITA NOTICE INVITING PROPOSALS Project Name: Automated Book Sorters Project Proposal #: LIB-21-22-06 Proposal Closing: October 4, 2021 at 11:00 AM PST Last Day for Questions: September 23, 2021 at 11:00 AM PST Estimated Contract Value: $360,000 License(s) Required: n/a Project Description: The SCPL is seeking bids to purchase, install, and enable the management of three, 9-10 bin system with a staff induction, Automated Materials Handling Systems, one for each of the three SCPL branches, to work in conjunction with the existing Integrated Library System (ILS), Polaris Integrated Library Systems (Innovative Interfaces). Pre -Proposal Meeting: There is no Pre -Proposal meeting. Prevailing Wage: Yes Required Contractor Only bids submitted by bidders (along with all listed subcontractors) that are & Subcontractor currently registering and qualified to perform public work pursuant to Labor Registration: Code Section 1725.5. Bond Requirements: No Contact Information: Jonathan Cosh, Buyer; Phone: 661-286-4187; Email: jcosh@santa-clarita.com Specifications for this request for proposals (RFP) may be downloaded from the City's Purchasing website at: www.bidnetdirect.com//cityofsantaclarita. Please refer to specifications for complete details and RFP requirements. The specifications in this notice shall be considered a part of any contract made pursuant thereto. A paper copy of the RFP documents is available upon request in the City Clerk's office, suite 120. RFP Questions must be submitted electronically via the BidNet "Question and Answer" tab. Addenda, if issued by the CITY, will be transmitted on BidNet. Addenda must be digitally acknowledged via BidNet in addition to a printed and signed version submitted with the proposal response. If addenda are not signed and submitted with the proposal response, the submission may be deemed non- responsive and rejected. Dates Published: September 4, 2021 PROPOSAL INSTRUCTIONS PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clarita, California 1. SUBMITTING PROPOSALS. 1.1. The response must be submitted on this form and include all forms provided or information requested or required by the scope of work or specifications, (uploaded via BidNet). 1.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be submitted to support the total proposed price. 1.3. Proposals/corrections received after the closing time will not be accepted. The City will not be responsible for proposals not properly or timely, uploaded. Upon award, all submissions become a matter of public record. 2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is the vendor's responsibility to monitor BidNet for release of the addenda prior to submission of the quote to make certain the package is complete and all required addenda are included. This information will be available via BidNet. Vendors are cautioned against relying on verbal information in the preparation of proposal responses. All official information and guidance will be provided as part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed version submitted with the proposal. If addenda are not signed and submitted with the proposal response, the proposal may be deemed non -responsive and rejected. 3. AWARDS. 3.1. The City reserves the right to waive any informality in any proposal. 3.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the preparation of the proposal. The City reserves the right to accept or reject all proposals received as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, price, or other revisions of the proposal as may result from negotiations. The City reserves the right to extend the time allotted for the proposal, and to request a best and final offer, should it be in its best interest to do so. 3.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to award elements of the work, independently, and to do portions "in-house." Additionally, the City reserves the right to award subsequent work on this project based on information presented in this proposal, without recourse to a separate or subsequent RFP process, should it be in its best interest to do so. 3.4. The City may make an award based on partial items unless the proposal submitted is marked "All or none." Where detailed specifications and/or standards are provided the City considers them to be material and may accept or reject deviations. The list of proposals submitted will be posted on BidNet, normally within 24 hours. 4. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS. 4.1. The use of the name of a manufacturer, or any specific brand or make, in describing any item contained in the solicitation document does not restrict vendors to the manufacturer or specific article, this means is being used simply to indicate a quality and utility of the article desired; but the goods on which bids/quotes/proposals are submitted must in all cases be equal in quality and utility to those referred to. This exception applies solely to the material items in question and does not supersede any other specifications or requirements cited. Materials differing from stated specifications may be considered, provided such differences are clearly noted and described, and provided further that such articles are considered by a City official to be in all essential respects in compliance with the specifications. 4.2. If you plan on bidding/quoting/submitting a proposal with an alternative or equivalent product please provide the cut sheet/spec sheet or detailed product description for the proposed product via the BidNet Q&A section. For each product proposed documentation provided must include a description reflecting the characteristics and level of quality that will satisfy the salient physical, functional, or performance characteristics of "equal" products specified in the solicitation. The proposal must also clearly identify the item by brand name (if any), and make/model number. In addition, the proposal may include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the City, and clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Staff will provide an answer via BidNet if the proposed product will be considered. 4.3. Any alternatives or equivalent product proposals must be made prior to the last day for questions. The City has the option of accepting or rejecting any alternative or equivalent product. Exception is made on those items wherein identical supply has been determined a necessity and the notation NO SUBSTITUTE has been used in the specification section. 5. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this clause in vendor's response will be considered agreement. However, the City is not an agent of, partner to or representative of these outside agencies and is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggy -back" procurements. 6. DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order. 7. INVOICES. Invoices will be forwarded to: City of Santa Clarita NS - Public Library Attn: Yanira Sidon 23920 Valencia Blvd. Ste. 295 Santa Clarita, CA 91355-2196 Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later. 8. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No proposer or subcontractor/subconsultant may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for proposal purposes only under Labor Code Section 1771.1(a)]. No proposer or subcontractor/subconsultant may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. 9. PREPARATION. All proposals and required forms must be uploaded as laid out in the Bid Net General Attachments Section. 10. REJECTION. The City reserves the right to reject any or all proposals and to waive any informality in any proposal. The City may reject the proposal of any vendor who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita. 11. RENEWAL AND PRICING ADJUSTMENT. Contracts entered into pursuant to this RFP may be renewed annually, one time, in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index - All Urban Consumers (not seasonally adjusted), Los Angeles Area -Riverside -Orange county area and prevailing wage rates, if applicable. The index level for the month preceding the month of solicitation advertisement will become the beginning index. The price adjustment limit will be the percentage change based on the difference between the beginning level or the adjustment level last used and the index level for the period 90 days prior to the award anniversary. The final adjusted amount will be determined by purchasing staff. If a price adjustment is not requested prior to the award anniversary date, the previous year's rates will apply. Proposer shall honor proposal prices for One -Hundred and Twenty Days (120 days) or for the stated contract period, whichever is longer. 12. PREVAILING WAGES. This contract is subject to the State prevailing wage requirements of the California Labor Code including, but not limited to, Sections 1770, 1771.5, 1773, 1776 and 1777.5. Contractor shall comply with California prevailing wage laws including, to the extent applicable, Labor Code Section 1720.9. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the county, or counties, in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. These wages are set forth in the General Prevailing Wage Rates for this project, available from the California Department of Industrial Relations' Internet web site at http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm. Future effective general prevailing wage rates which have been predetermined and are on file with the California Department of Industrial Relations are referenced but not printed in the general prevailing wage rates. A copy of the prevailing rate of per diem wages shall be posted at the job site. The Contractor is responsible for obtaining a current edition of all California statutes and regulations, and adhering to the latest editions of such. 13. SUBCONTRACTORS. For all projects, the vendor must list any subcontractors/subconsultants that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project. Each proposer must submit with their proposal the following: • The Full name of each subcontracting firm as required by Government Code, Sec. 4201, typed or legibly printed. • The address of each firm. • The telephone number at the place of business. • Work to be performed by each subcontracting firm. • Total approximate dollar amount of each subcontract. • If sub -contractor is participating as a Disadvantaged Business Enterprise (DBE), the following additional information is required on the "Designation of Subcontractors" form enclosed: ➢ Status as a DBE, age of the firm and the annual gross receipts. • Submit the "Designation of Subcontractors" form enclosed herewith. No Contract shall be considered unless such list is submitted as required. Copies of subcontracts will be provided to the City Engineer upon their request. 14. TERMINATION. The City may terminate any purchase, service or contract with or without cause either verbally or in writing at any time without penalty. The City of Santa Clarita's "Terms and Conditions" is found on a separate attachment in BidNet. DOCUMENTS CHECKLIST PROPOSAL# LIB-21-22-06 Automated Book Sorters Project City of Santa Clarita, California In addition to the items requested for the proposal the following documents are required to be completed and submitted by the proposer. The following documents must be provided by ALL proposers: Uploaded via BidNet (see Section C) ❑ Response File ❑ Cost File (to be submitted separately from Response File) ❑ Notice to Proposers Regarding Contractual Requirements ❑ Designation of Subcontractors/Subconsultants ❑ References ❑ Acknowledgement and Acceptance of Scope of Work ❑ All signed addendums (if any) — Digitally acknowledged on BidNet in addition to uploaded via BidNet The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Yanira Sidon ❑ Maintenance Agreement ❑ Insurance Required by Contract ❑ W-9 Form SECTION B Solicitation Information SCOPE OF WORK PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clarita, California EVENT Solicitation advertisement Last day for questions Return of proposals Evaluations of proposals Contract award 1. BACKGROUND DATE September 4, 2021 September 23, 2021 October 4, 2021 October 4 - 8, 2021 November 9, 2021 1.1.The City of Santa Clarita is a suburban community located north of the City of Los Angeles and is the third largest city within the County of Los Angeles. The City was incorporated in 1987, currently has a population of approximately 225,000 residents, and is comprised of approximately 71 square miles. The Santa Clarita Valley, including the City and the surrounding unincorporated areas, encompasses 520 square miles with a population of approximately 300,000 residents. As the community grows and the demographics and interests change, current and future needs of the community must be evaluated to ensure the City and County continue to meet the needs of the community. 1.2.The Santa Clarita Public Library (SCPL) consists of three library branches located throughout the City. The Old Town Newhall Library is located in Newhall, CA, the Jo Anne Darcy Library is located in Canyon Country, CA, and the Valencia Library is located in Valencia, CA. The mission of the Santa Clarita Public Library is to bring people, information, and ideas together to educate, inspire and enrich the quality of life in our diverse community. 2. OBJECTIVES 2.1.The SCPL is seeking bids to purchase, install, and enable the management of three, 9-10 bin system with a staff induction, Automated Materials Handling Systems, one for each of the three SCPL branches, to work in conjunction with the existing Integrated Library System (ILS), Polaris Integrated Library Systems (Innovative Interfaces). 2.2. A qualified supplier, for purposes to of this Request for Proposal (RFP), must be an authorized and certified distributer/reseller, business partner of the manufacturer, or the original equipment manufacturer. The estimated cost of the AMH must not exceed $120,000 each, including taxes, shipping, set up, installation, labor, and training. 3. DEFINITIONS 3.1. SCPL means the City of Santa Clarita Public Library. 3.2.AMHS means Automated Materials Handling Systems. 3.3.ILS means Integrated Library System. The SCPL's ILS is Polaris Integrated Library Systems (Innovative Interfaces). 3.4. RFID means radio frequency identification. 4. SUPPLIER RESPONSIBILITIES 4.1. Proposers must provide detailed pricing for the cost of each AMHS, shipping, delivery, taxes, all labor, and installation for selected AMHS. 4.2. Proposers must provide a detailed timeline of the entire project. 4.3. Proposers must assign a dedicated Project Manager, and within the proposal, indicate the Project Manager's experience with similar projects or scopes of work. 4.4. Proposers must provide information relating to the possible disposal or recycling of the SCPL's existing AMHS. Proposers must also provide information on possible credits for disposing and recycling current AMHS. 4.5. Proposers must provide all insurance documents required for any work done at each individual site. 4.6. All equipment and parts identified by the proposal must be new. 4.7. System must not require use of proprietary bins/totes. 4.8. Noise levels for the proposed AMHS must meet OSHA Time Weighted Average of 85 decibels for an 8-hour shift, and provide a stand-by mode when no library materials are being returned. 4.9. Proposed AMHS must provide safety for staff and guests for fingers, ties, loose clothing etc. 4.10.AMHS design must fit within the current architectural design of each SCPL site. No additional building modifications are proposed in conjunction with this RFP. Any structural work needed must be included in proposal with detailed specifications and plans. 4.11.Proposers must provide an AMHS that requires no more than one staff member to operate. 4.12.Sorting machine must be completely visible to staff in order to detect any undetected jams or overflows. 4.13.Electrical requirements of proposed AMHS must comply with current building design. 4.14.The proposed AMHS must have real-time integration with the SCPL's ILS. 4.15.The proposed system must interface with the SCPL's ILS using SIP2 connection. 4.16.The proposed system must allow for backdating of checked items. 4.17.The proposed system must allow for items to be checked into the circulation system in real time. 4.18.Vendor must provide details of any offline options. 4.19.Each AMHS must be able to accept and process books, DVDs, CDs, magazines, periodicals, oversized books, and book kits. 4.20.The proposed AMHS must include the return/sort process, that security bits be reactivated. 4.21.The proposed AMHS must include integration with RFID tags. AMHS must be compatible and work with Danish AFI Proposal. 4.22.The proposed AMHS must have RFID tag -based enable check -in and multi-bin/totes sorting capacity. 4.23.The proposed AMHS must be or have the ability to be programmable to randomly distribute in - transit items into bins/totes. Programming should provide for an item location exception list, where items going to set location would not be randomly distributed. 4.24.The proposed AMHS must have a staff induction station available with RFID reading capability. 4.25.The proposed system must provide a wide range of statistical reports as requested by the SCPL, with the ability to customize individual reports. 4.26.The proposed system must be easily reconfigured for additional or modified sorting arrangement. Sorting software must be capable of providing multiple sort schemes that can be implemented in less than five minutes. 4.27.The proposed system must have statistics that are available via remote access. 4.28.The proposed system must have a sorter that is accessible by staff and the vendor from a remote location using remote control software. 5. DELIVERABLES 5.1. The selected proposer must provide a dedicated project manager for the duration of the project until all library staff have been trained. 5.2.The selected proposer shall provide on -site training using the installed equipment. 5.3.The selected proposer shall provide system administration and technical training to SCPL- designated staff during and after installation. 5.4.The selected proposer must provide information on support management system and process. 5.5. The selected proposer must provide a contract with the cost for the first five years of the AMHS maintenance. Cost cannot exceed the Consumer Price Index (CPI). 5.6.The selected proposer will provide required and suggested preventative maintenance schedules for all hardware to cover conveyors, belts, rollers, stands, carts, sensors, and all other equipment and parts related to the conveyance of materials. 5.7. A warranty for a minimum of one year after each phase of the project is completed is required. The warranty must include coverage for all services including labor, parts, materials, and preventative maintenance. 5.8.The warranty is defined as proposer fully absorbing the cost of parts, labor, travel and/or transportation to repair or replacement of any defective part(s) in the system, including all hardware, software, cables, etc., and maintaining the system in an operating condition for a minimum of one year. All repairs must be completed in a timely manner. 5.9. Preventive maintenance shall include checking for mechanical and electrical safety, lubrication, functional testing, and adjusting for optimal performance. The service representative shall observe and record all operating parameters in complete service reports signed by the assigned library management team representative. Copies of all service reports shall be provided to SCPL staff upon completion of all service calls. 6. REPORTS AND MEETINGS 6.1.Selected proposer must work with library to develop reports and statistics needed for library reporting. 6.2. Proposer must provide a schedule of staff training for library management team and library staff. 7. CITY RESPONSIBILITIES 7.1.The City is responsible for providing any City -owned document that the supplier needs to obtain background information for the AMHS. 7.2.The City is responsible for providing access to each SCPL location to allow the selected vendor to obtain background information in preparation for the AMHS. 8. ATTACHMENTS (This section is recommended whenever there are attachments referenced in the scope of work.) 8.1. List each attachment to the scope of work including the number, title, and what information is contained. RESPONSE FORMAT AND SELECTION CRITERIA PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clarita, California 1. RESPONSE FORMAT - The organization of the response and cost files is described in this section of the RFP. All potential vendors must follow this format. 1.1. RESPONSE FILE: 1.1.1.Introduction -A general introduction and description of the proposal shall be provided. The format of the introduction is at the discretion of the consultant. 1.1.2.References - The consultant shall provide a brief summary of any relevant experience on similar projects. 1.1.3.Plan of Study/Scope of Work - Describe the work program. Explain the proposed technical approach that addresses the specific issues identified in this RFP. Provide a description of the relationships between these activities. Include an explanation of any division of work proposed between the consultant and the City. The organization of the plan of study should be as follows: 1.1.3.1. TASK - A one or two sentence overview of a related group of subtasks or activities. 1.1.3.2. SUB -TASK - A detailed description of the work, including the methodology to be performed. Generally one to ten paragraphs depending upon the complexity of the activities described in the subtask. 1.1.3.3. OUTPUT - A one or two sentence description of the result of this particular activity or sub -task. 1.1.3.4. The task, sub -task, and output format should be repeated throughout the plan of study until all proposed work has been described. 1.1.4.Schedule - Describe the time schedule for each proposed task and subtask described in Section B above. Proposed work periods and completion dates, as well as the anticipated meeting dates, should also be identified. 1.1.5.Program Management - Indicate which method of program management will be used to internally manage and direct this project. Provide the proposed project schedule on a time line chart according to the selected system. 1.1.6.Personnel, Equipment, and Facilities - Describe the activities of the designated Project Manager and lead/support personnel. Provide a resume for each person named, including their qualifications (education and experience), as well as their relationship and cost to the proposed project activities. 1.1.7.Sub-Consultants - List all sub -consultants proposed for this project and include their qualifications and specific responsibilities. 1.2. COST FILE — Statement of Offer and Signature - The proposal shall be signed by an individual authorized to bind the consultant, shall contain a statement to the effect that the proposal is a firm offer for a 120-day period, and shall contain a statement that the proposed work will be performed at the "not -to -exceed" price. This will include all deliverables and meeting attendance as laid out in the scope of work. 2. SELECTION CRITERIA - The overall criteria are listed below. As proposals are considered by the City to be more equal in their technical merit, the evaluated cost or price becomes more important so that when technical proposals are evaluated as essentially equal, cost or price may be the deciding factor. 2.1. SCORING CRITERIA: 2.1.1.Contractor qualifications, Plan of Study/Scope of Work, Program Management 2.1.2.Experience on similar projects 2.1.3.Thoroughness of proposal, approach to providing sound services, and ability to provide services to meet objectives and standards 2.1.4.Cost of materials and services provided as well as discounts offered 2.2. During the selection process, the evaluation panel may wish to interview bidders with scores above a natural break. Should an interview process take place, the results of the interview will carry greater weight in the selection process. The City reserves the right to make a selection solely on the basis of the proposals without further contact. SECTION C Forms NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clarita, California 1. SUMMARY OF CONTRACT REQUIREMENTS a. A contract is required for any service performed on behalf of the City. Contract language will be negotiated upon acceptance of proposal and prior to commencement of work. Work cannot begin until the contract has been fully executed by both parties. 2. SUMMARY OF INSURANCE REQUIREMENTS a. These are the Insurance Requirements for Contractors providing services or supplies to the City. By agreeing to perform the work or submitting a proposal, you verify that you comply with and agree to be bound by these requirements. When Contract documents are executed, the actual Contract language and Insurance Requirements may include additional provisions as deemed appropriate by City's Risk Manager. b. You should check with your Insurance advisors to verify compliance and determine if additional coverage or limits may be needed to adequately insure your obligations under this agreement. These are the minimum required and do not in any way represent or imply that such coverage is sufficient to adequately cover the Contractor's liability under this agreement. The full coverage and limits afforded under Contractor's policies of Insurance shall be available to Buyer and these Insurance Requirements shall not in any way act to reduce coverage that is broader or includes higher limits than those required. The Insurance obligations under this agreement shall be: 1—all the Insurance coverage and limits carried by or available to the Contractor; or 2—the minimum Insurance requirements shown in this agreement, whichever is greater. Any insurance proceeds in excess of the specified minimum limits and coverage required, which are applicable to a given loss, shall be available to City. c. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. City reserves the right to require full -certified copies of all Insurance coverage and endorsements. 3. INSURANCE a. General Insurance Requirements i. All insurance shall be primary insurance and shall name City of Santa Clarita as an additional insured. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under the policy if not named as an additional insured, and an additional insured shall not be held liable for any premium or expense of any nature on the policy or any extension thereof solely because they are an additional insured thereon. ii. If the operation under this Agreement results in an increased or decreased risk in the opinion of the City's Risk Manager, then Consultant agrees that the minimum limits hereinabove designated shall be changed accordingly upon written request by the Risk Manager. iii. Consultant agrees that provisions of this Section as to maintenance of insurance shall not be construed as limiting in any way the extent to which Consultant may be held responsible for the payment of damages to persons or property resulting from Consultant's activities, the activities of its subconsultants, or the activities of any person or persons for which Consultant is otherwise responsible. iv. A Certificate of Insurance, and an additional insured endorsement (for general and automobile liability), evidencing the above insurance coverage with a company acceptable to the City's Risk Manager shall be submitted to City prior to execution of this Agreement on behalf of the City. v. The terms of the insurance policy or policies issued to provide the above insurance coverage shall provide that said insurance may not be amended or canceled by the carrier, for nonpayment of premiums otherwise, without 30 days prior written notice of amendment or cancellation to City. In the event the said insurance is canceled, Consultant shall, prior to the cancellation date, submit new evidence of insurance in the amounts heretofore established. vi. All required insurance must be in effect prior to awarding this Agreement, and it or a successor policy must be in effect for the duration of this Agreement. Maintenance of proper insurance coverage is a material requirement of this Agreement, and the failure to maintain and renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract. If Consultant, at any time during the term of this Agreement, should fail to secure or maintain any insurance required under this Agreement, City shall be permitted to obtain such insurance in Consultant's name at Consultant's sole cost and expense, or may terminate this Agreement for material breach. vii. Without limiting any other Consultant obligation regarding insurance, should Consultant's insurance required by this Agreement be cancelled at any point prior to expiration of the policy, Consultant must notify City within 24 hours of receipt of notice of cancellation. Furthermore, Consultant must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. Consultant must ensure that there is no lapse in coverage. b. General Liability and Property Damage Insurance i. Consultant agrees to procure and maintain general liability and property damage insurance at its sole expense to protect against loss from liability imposed by law for damages on account of bodily injury, including death therefrom, and property damage, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly from any act or activities of Consultant, its subconsultants, or any person acting for Consultant or under its control or direction, and also to protect against loss from liability imposed by law for damages to any property of any person caused directly or indirectly by or from acts or activities of Consultant, or its subconsultants, or any person acting for Consultant, or under its control or direction. Such public liability and property damage insurance shall also provide for and protect City against incurring any legal cost in defending claims for alleged loss. Such general liability and property damage insurance shall be maintained in the following minimum limits: A combined single -limit policy with coverage limits in the amount of $1,000,000 per occurrence will be considered equivalent to the required minimum limits. c. Automotive Insurance i. Consultant shall procure and maintain public liability and property damage insurance coverage for automotive equipment with coverage limits of not less than $1,000,000 combined single limit. If Consultant does not use automobiles in performing its work under this Agreement, Consultant shall provide a waiver releasing City from all liability resulting from Consultant's use of personal vehicles under this Agreement. d. Worker's Compensation Insurance i. Consultant shall procure and maintain Worker's Compensation Insurance in the amount of $1,000,000 per occurrence or as will fully comply with the laws of the State of California and which shall indemnify, insure, and provide legal defense for both Consultant and City against any loss, claim, or damage arising from any injuries or occupational diseases happening to any worker employed by Consultant in the course of carrying out this Agreement. ii. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against City, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the workers compensation policy which arise from work performed by Consultant for City. Questions and requests for modification of these terms must be negotiated and approved prior to contract execution and are at the full discretion of the City. I have read and understand the above requirements and agree to be bound by them for any work performed for the City. Authorized Signature: Printed Name: Date: DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clarita, California Listed below are the names and locations of the places of business of each subcontractor, supplier, and vendor who will perform work or labor or render service in excess of % of 1 percent, or $10,000 (whichever is greater) of the prime contractor's total bid: DBE status, age of firm and annual gross receipts are required if sub -contractor is participating as a DBE. If no Subcontractors will be used fill out the form with NA. Please add additional sheets if needed. Subcontractor DIR Registration No. Dollar Value of Work Age "r xps IuA Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / Phone ( ) Subcontractor DIR Registration No. Dollar Value of Work �r �°QC�YeS Pie Location and Place of Business Bid Schedule Item No's: Description of Work License No, Exp. Date: / / Phone ( ) Subcontractor DIR Registration No. Dollar Value of Work �^r �QP1e Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / Phone ( ) NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a proposal that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded. REFERENCES PROPOSAL # LIB-21-22-06 Automated Book Sorters Project City of Santa Clarita, California The following are the names, addresses, and telephone numbers of three public agencies for which proposer has performed work of a similar scope and size within the past 3 years. If the instructions on this form conflict with the references requested in the scope of work, the scope of work shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your proposal. 1. Name and Address of Owner / Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed 2. Name and Address of Owner / Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed 3. Name and Address of Owner / Agency Name and Telephone Number of Person Familiar with Project Contract Amount Type of Work Date Completed The following are the names, addresses, and telephone numbers of all brokers and sureties from whom Proposer intends to procure insurance bonds: ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK PROPOSAL# LIB-21-22-06 Automated Book Sorters Project City of Santa Clarita, California By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts in its entirety, all Scope of Work for the Automated Book Sorters Project. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established Scope of Work throughout the length of the contract. *Supervisor's Signature: Date: *Estimator's Signature: Date: *Owner's Signature: Date: *All three signatures required SECTION D Sample Contract SAMPLE CONTRACT MAINTENANCE AGREEMENT BETWEEN THE CITY OF SANTA CLARITA AND FOR THIS MAINTENANCE AGREEMENT ("Agreement") is made by and between the CITY OF SANTA CLARITA, a general law city and municipal corporation ("CITY") and ("CONTRACTOR"). The Parties agree as follows: 1. CONSIDERATION. A. As partial consideration, CONTRACTOR agrees to perform the work listed in the SCOPE OF SERVICES, below; and B. As additional consideration, CONTRACTOR and CITY agree to abide by the terms and conditions contained in this Agreement; and C. As additional consideration, CITY agrees to pay CONTRACTOR an amount as set forth in the attached Exhibit " ," which is incorporated by reference, for CONTRACTOR's services. CITY will pay such amount promptly, but not later than thirty (30) days after receiving CONTRACTOR's invoice. 2. TERM. The term of this Agreement will be from , to The Agreement may be renewed upon mutual consent of the parties. 3. SCOPE OF SERVICES. A. CONTRACTOR will perform services listed in the attached Exhibit " " B. CONTRACTOR will, in a workmanlike manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONTRACTOR by this Agreement. C. CONTRACTOR guarantees each portion of the services as installed against defective materials and workmanship for a period of one (1) year from date of CITY's written acceptance of the work. Promptly upon CITY's request within that one (1) year period, CONTRACTOR agrees to correct by repair or replacement without charge to CITY any defects which may appear in the work or any portion thereof. Notwithstanding the foregoing, all guarantees and warranties obtained by CONTRACTOR from manufacturers and vendors of equipment used in the performance of the services shall be extended to CITY's benefit for the full limit of their terms. 4. PREVAILING WAGES. A. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code Section 1771.1(a)]. No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. B. PREVAILING WAGES. If this contract is subject to the State prevailing wage requirements of the California Labor Code including, but not limited to, Sections 1770, 1771.5, 1773, 1776 and 1777.5. Contractor shall comply with California prevailing wage laws including, to the extent applicable, Labor Code Section 1720.9. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the county, or counties, in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. These wages are set forth in the General Prevailing Wage Rates for this project, available from the California Department of Industrial Relations' Internet web site at http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm. Future effective general prevailing wage rates which have been predetermined and are on file with the California Department of Industrial Relations are referenced but not printed in the general prevailing wage rates. A copy of the prevailing rate of per diem wages shall be posted at the job site. The Contractor is responsible for obtaining a current edition of all California statutes and regulations, and adhering to the latest editions of such. C. FEDERAL PREVAILING WAGE. If this is a federally funded project and the Davis Bacon Act will be enforced. The current General Decision of wage determinations issued by the United States Department of Labor is set forth at the following website address: https://beta.sam.gov/. If there is a difference between the prevailing wage rate determined by the Department of Labor and the prevailing wage rate predetermined by the Director of Industrial Relations for similar classifications of labor, the Contractor and its Subcontractors shall pay not less than the higher prevailing wage rate. The Agency will not accept lower State prevailing wage rates not specifically included in the Federal prevailing wage determinations. This includes "helper" (or other classifications based on hours of experience) or any other classification not appearing in the Federal prevailing wage determinations. Where Federal prevailing wage determinations do not contain the State prevailing wage rate determination otherwise available for use by the Contractor and Subcontractors, the Contractor and Subcontractors shall pay not less than the Federal prevailing wage rate which most closely approximates the duties of the employee(s) in question. The prevailing wage rate for any classification not listed by the Department of Labor or the Director of Industrial Relations, but which may be required to execute the Contract, shall be in accord with specified rates for similar or comparable classifications or for those performing similar or comparable duties, within the Agency's determinations. D. Protection of Resident Workers The City of Santa Clarita actively supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. 5. FANHLIARITY WITH WORK. A. By executing this Agreement, CONTRACTOR represents that CONTRACTOR has: Thoroughly investigated and considered the scope of services to be performed; and ii. Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If services involve work upon any site, CONTRACTOR warrants that CONTRACTOR has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONTRACTOR discover any latent or unknown conditions that may materially affect the performance of the services, CONTRACTOR will immediately inform CITY of such fact and will not proceed except at CONTRACTOR's own risk until written instructions are received from CITY. C. CONTRACTOR represents that the CONTRACTOR agrees to comply with all applicable federal and state workplace and employment laws including those that relate to minimum hours and wages, occupational health and safety, workers compensation insurance and state, county and local orders. 6. INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONTRACTOR will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Commercial general liability: Business automobile liability Workers compensation Limits (combined single) $1,000,000 $1,000,000 Statutory requirement B. Commercial general liability insurance will meet or exceed the requirements of ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name City, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by City will be excess thereto. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to City. C. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 0106 92, including symbol 1 (Any Auto). D. CONTRACTOR will furnish to City duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by City from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A:VII." Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage. CONTRACTOR will require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice provisions. E. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the workers compensation policy which arise from work performed by CONTRACTOR for CITY. F. Should CONTRACTOR, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain such coverage at CONTRACTOR's expense and deduct the cost of such insurance from payments due to CONTRACTOR under this Agreement or terminate. In the alternative, should CONTRACTOR fail to meet any of the insurance requirements under this agreement, Ci . may cancel the Agreement immediately with no penalty. G. Should Contractor's insurance required by this Agreement be cancelled at any point prior to expiration of the policy, CONTRACTOR must notify City within 24 hours of receipt of notice of cancellation. Furthermore, CONTRACTOR must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONTRACTOR must ensure that there is no lapse in coverage. 7. TIME FOR PERFORMANCE. CONTRACTOR will not perform any work under this Agreement until: A. CONTRACTOR furnishes proof of insurance as required under Section 6 of this Agreement; and B. CITY gives CONTRACTOR a written Notice to Proceed. C. Should CONTRACTOR begin work in advance of receiving written authorization to proceed, any such professional services are at CONTRACTOR's own risk. 8. TERMINATION. A. CITY may terminate this Agreement at any time with or without cause. B. CONTRACTOR may terminate this Agreement upon providing written notice to CITY at least thirty (30) days before the effective termination date. C. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. D. By executing this document, CONTRACTOR waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. 9. INDEMNIFICATION. CONTRACTOR agrees to indemnify and hold CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of the performance of this agreement by CONTRACTOR. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, arising out of performance by CONTRACTOR of services rendered pursuant to this Agreement, CONTRACTOR will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or costs incurred in defense otherwise. 10. INDEPENDENT CONTRACTOR. CITY and CONTRACTOR agree that CONTRACTOR will act as an independent contractor and will have control of all work and the manner in which is it performed. CONTRACTOR will be free to contract for similar service to be performed for other employers while under contract with CITY. CONTRACTOR is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONTRACTOR as to the details of doing the work or to exercise a measure of control over the work means that CONTRACTOR will follow the direction of the CITY as to end results of the work only. 11. NOTICES. A. All notices given or required to be given pursuant to this Agreement will be in writing and may be given by personal delivery or by mail. Notice sent by mail will be addressed as follows: To CITY: City of Santa Clarita ATTN: Kenneth W. Striplin, City Manager 23920 Valencia Boulevard, Suite 300 Santa Clarita, CA 91355 To CONTRACTOR: B. When addressed in accordance with this paragraph, notices will be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices will be deemed given at the time of actual delivery. C. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 12. TAXPAYER IDENTIFICATION NUMBER. CONTRACTOR will provide CITY with a Taxpayer Identification Number. 13. WAIVER. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character, nor will it be deemed to constitute a continuing waiver. 14. CONSTRUCTION. The language of each part of this Agreement will be construed simply and according to its fair meaning, and this Agreement will never be construed either for or against either party. 15. SEVERABLE. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 16. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 17. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. 18. AUTHORITY/MODIFICATION. This Agreement may be subject to and conditioned upon approval and ratification by the Santa Clarita City Council. This Agreement is not binding upon CITY until executed by the City Manager. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written agreement. CITY's City Manager may execute any such amendment on behalf of CITY. 19. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by facsimile transmission. Such facsimile signature will be treated in all respects as having the same effect as an original signature. 20. EFFECT OF CONFLICT. In the event of any conflict, inconsistency, or incongruity between any provision of this Agreement, its attachments, the purchase order, or notice to proceed, the provisions of this Agreement will govern and control. 21. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, war, terrorist act, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties' control, then the Agreement will immediately terminate without obligation of either party to the other. 22. ENTIRE AGREEMENT. This Agreement and its one attachment constitutes the sole agreement between CONTRACTOR and CITY respecting maintenance. To the extent that there are additional terms and conditions contained in Exhibit " " that are not in conflict with this Agreement, those terms are incorporated as if fully set forth above. There are no other understandings, terms or other agreements expressed or implied, oral or written. 23. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's conflict of interest regulations. 24. ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. The Parties agree that this Agreement may be transmitted and signed by electronic mail by either/any or both/all Parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California Government Code section 16.5 and Civil Code section 1633.7. (SIGNATURES ON NEXT PAGE) IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of FOR CONTRACTOR: Print Name & Title Date: FOR CITY OF SANTA CLARITA: KENNETH W. STRIPLIN, CITY MANAGER IM City Manager Date: APPROVED AS TO FORM: JOSEPH M. MONTES, CITY ATTORNEY City Attorney Date: IF CORPORATION: By: Print Name & Title Date: