BA 2016-07-13 CRDC City of Coppell, Texas 255 Parkway Boulevard
_....�...�... ___ � Coppell,Texas
CI 75019-9478
OFFELL
' A Meeting Agenda
Coppell Recreation Development Corporation
Wednesday,July 13,2016 6:30 PM 255 Parkway Blvd.
Mark Tepper Karen Hunt
President
Biju Mathew Larry Jones
Vice President
Mahbuba Khan
Secretary
Marvin Franklin
Notice is hereby given that the Coppell Recreation Development Corporation of the City of
Coppell, Texas,will meet in the 2nd Floor Conference Room at 255 E. Parkway Boulevard.
As authorized by Section 551.071(2) of the Texas Government Code, this meeting may be
convened into closed Executive Session for the purpose of seeking confidential legal advice
from the City Attorney on any agenda item listed herein.
The purpose of this meeting is to consider the following items:
Regular Session (Open to the Public)
1. Call To Order
2. Citizens' Forum
3. Approval of the Minutes: April 6, 2016
Attachments: April 6,2016 Minutes.pdf
4. Financial Report
Attachments: 07.13.16 Financial Report.pdf
5. Consider and approve the FY 16-17 Proposed Budget and 2015 Annual
Report.
City of Coppell,Texas Page 1 Printed on 7/8/2016
Coppe| Recreation Development Meeting Agenda July 13.2O16
Corporation
Attachments: 07.13.16 Bud
07.13.16 Proposed Budget FY 16-17.pdf
07.13.16 Annual R
6. Consider approval of entering into an agreement with Bib|iotheoa. LLC
for the installation of Automated Materials Handling (AW1H) and Radio
Frequency Identification (RF|O) for the CozbyLibrary and Community
Connnnona, in the amount of$170,362 as budgeted for in the library
expansion project; and authorizing the CROC President to sign any
necessary documents.
Attachments:
7. Consider approval for the purchase offurniture, fixtures and equipment
for the Cozby Library and Community Connnnona, in the amount of
$O33.583.88aarequested; and authorizing the CROCPresident tosign
any necessary documents.
Attachments: Staff Memo- FurnitureCRQC
Furniture Overview
FURNITURE PLAN
O. Project Updates
3. Board President and Committee Report
Adjournment
The City of Coppell acknowledges its responsibility to comply with the Americans with
Disabilities Act mf 1330. Thuo, in order to assist individuals with disabilities who require
special services (i.e. sign interpretative services, a|ternativeaudim/vioua| deviceo, and
amanuenses)for participation in or access to the City of Coppell-sponsored public programs,
services and/or meetings, the City requests that individuals make requests for these services
forty-eight(48) hours ahead of the scheduled program, service and/or meeting. To make
arrangements, contact Vivyon V. Bowman, ADA Coordinator, or other designated official at
(372) 3O4'3G33. mrTDD 1'OOO'RELAYTX, (1'OOO'73S'23O3).
This agenda was posted mnthe City mfCmppe|| bulletin board atTown Center mnthis
_________
day of 20 at by
City of Coppell,Texas Page 2 Printed on 71812016
City of Coppell Texas 2pp Parkway Boulevard
Co ell,Texas 75019-9478
Fip E L L
x
-vs Minutes
Coppell Recreation Development Corporation
Wednesday,April 6, 2016 6:30 PM 255 Parkway Blvd.
Mark Tepper Marvin Franklin
President
Biju Mathew Larry Jones
Vice President
Mahbuba Khan Karen Hunt
Secretary
Notice is hereby given that the Coppell Recreation Development Corporation of the
City of Coppell, Texas, will meet in the 2nd Floor Conference Room at 255 E. Parkway
Boulevard.
As authorized by Section 551.071(2) of the Texas Government Code, this meeting may
be convened into closed Executive Session for the purpose of seeking confidential
legal advice from the City Attorney on any agenda item listed herein.
The purpose of this meeting is to consider the following items:
Regular Session (Open to the Public)
1. Call To Order
President Tepper called the meeting to order at 6:30 PM.
Present were: Board Member Jones, Board Member Hunt, Secretary Khan,
Vice President Mathew, and President Tepper.
Staff included: Mike Land, Deputy City Manager; George Marshall, Civil
Engineer; and Amy Swaim,Administrative Assistant to the City Manager.
2. Citizens' Forum
There was no one present to speak during the Citizens' Forum.
3. Approval of the Minutes: February 10, 2016
Motion by Board Member Hunt,second by Board Member Jones to approve the
City of Coppell,Texas Page 1
Coppell Recreation Development Minutes April 6, 2016
Corporation
February 10,2016, minutes as presented. The motion carried unanimously.
4. Financial Report
Mike summarized the financial report.
5. Consider approval of change orders to the Denton Tap and Sandy
Lake
Streetscape Project in the total amount of$269,532.33; $175,306.25
to Pavecon, Ltd., $24,312.08 to Oncor Electric, $54,418.00 to J.B.
Electric and $15,496.00 to Trastar; as budgeted; and authorizing the
CRDC President to sign any necessary documents.
George Marshall summarized the request. He explained the design of the light
poles and fixtures. He indicated the request is to add 23 more light fixtures on
West Sandy Lake Road.
Motion by Board Member Hunt,second by Board Member Mathew to approve
the item as presented. The motion carried unanimously.
6. Project Updates
Mike Land provided various project updates.
7. Board President and Committee Reports
President Tepper reminded Board Members of the upcoming volunteer
appreciation dinner.
8. Adjournment
President Tepper adjourned the meeting at 7:08 PM.
City of Coppell,Texas Page 2
Coppell Recreation Development Minutes April 6, 2016
Corporation
-------------------
Mark Tepper, President
ATTEST:
Amy Swaim, Administrative Assistant to the City Manager
City of Coppell,Texas Page 3
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COPPELL RECREATION DEVELOPMENT CORPORATION
SALES TAX REVENUE BONDS
SERIES 2014-$29,025,000
AS OF MARCH 31,2016
DEPT AMOUNT OTHER TOTAL AMOUNT PAID AMOUNT AVAILABLE
PROJECT NO ISSUED REVENUES FUNDS TO DATE ENCUMBERED FUNDS
--------------------------------- ---------------------------------- -- ----------------------------------------------- ------------------------------------------------------------------
CRDC-SALES TAX 632
COST OF ISSUANCE $178,867.04 $ 178,867.04 $ 178,867.04 $0.00 $0.00
COST OF INSURANCE $32,555.41 $ 32,555.41 $ 32,555,41 0.00 0.00
INTEREST INCOME/PREMIUM $ 1,109,733.43 A 1,109,733.43 0.00 0.00 1,109,733,43
ANDY BROWN PARK $ 15,000,000.00 600,000.00 15,600,000.00 651,408.32 20,732,401.68 (5,783,810.00)
LIFE SAFETY PARK 3,025,000.00 810,609.00 3,835,609.00 1,041,156.92 4,492,688.53 (1,698,236.45)
DRAINAGE-WOODRIDGE 2,200,000.00 0.00 2,200,000.00 0.00 0.00 2,200,000.00
STREETSCAPE 4,800,000.00 400,000.00 5,200,000.00 1,089,126.47 3,323,010.11 787,863.42
TRAILS 4,000,000,00 0.00 4,000,000.00 373,952.26 27,580.99 3,598,466.75
----------------------- ---------------•----------------------------- ------------------------- -------------------------------------------------
$29,025,000.00 $3,131,764.88 $32,156,764,88 $3,367,066.42 $28,575,681.31 $214,017.15
COPPELL RECREATION DEVELOPMENT CORPORATION
SALES TAX REVENUE BONDS
SERIES 2014-$29,025,000
AS OF MARCH 31,2016
FOOTNOTE A AMOUNT OF INTEREST/SURPLUS EARNED $ 1,109,733.43
FOOTNOTE B TRAILS
GRAPEVINE CREEK TRAIL $ 214,300.00
S.COPPELL TRAIL 187,233.25
401,533.25
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COPPELL RECREATION DEVELOPMENT CORPORATION
SALES TAX REVENUE BONDS
SERIES 2014-$29,025,000
AS OF APRIL 30,2016
DEPT AMOUNT OTHER TOTAL AMOUNT PAID AMOUNT AVAILABLE
PROJECT NO ISSUED REVENUES FUNDS TO DATE ENCUMBERED FUNDS
------------------•----------------------------- --------------------------- -.......------------------------------------------. .. -------------------------------------------------------------------
CRDC-SALES TAX 632
COST OF ISSUANCE $178,867,04 $ 178,867.04 $ 178,867.04 $0.00 $0.00
COST OF INSURANCE $32,555.41 $ 32,555.41 $ 32,555.41 0.00 0.00
INTEREST INCOMEIPREMIUM $ 1,913,224.32 A 1,913,224.32 0.00 0.00 1,113,224.32
ANDY BROWN PARK $ 15,000,000.00 600,000.00 15,600,000,00 1,510,333.12 19,873,476.88 (5,783,810.00)
UFE SAFETY PARK 3,025,000.00 810,609.00 3,835,609.00 1,301,683.29 4,232,162.16 (1,698,236.45)
DRAINAGE-WOODMDGE 2,200,000.00 0.00 2,200,000.00 0.00 0.00 2,200,000.00
STREETSCAPE 4,800,000.00 400,000.00 5,200,000.00 1,790,339.06 2,797,103.77 612,557.17
TRAILS 4,000,000.00 0,00 4,000,000.00 375,142,51 26,390.74 3,598,466.75
-------------- ------------------------------------...-..------ ---- ----------------------------------------------- ------
$29,025,000.00 $3,135,255.77 $32,160,255.77 $5,188,920.43 $26,929,133.55 $42,201.79
COPPELL RECREATION DEVELOPMENT CORPORATION
SALES TAX REVENUE BONDS
SERIES 2014-$29,025,000
AS OF APRIL 30,2016
FOOTNOTE A AMOUNT OF INTEREST/SURPLUS EARNED $ 1,113,224.32
FOOTNOTE B TRAfLS
GRAPEVINE CREEK TRAIL $ 214,300.00
S.COPPELL TRAIL 187,233.25
401,533.25
T H E • C I T Y • O F
COFFELL
X A g 1 $ 0
MEMORANDUM
To: CRDC Board Members
From: Mike Land, Deputy City Manager
Date: July 13, 2016
Reference: CRDC FY 2016-2017 Proposed Annual Budget and Report
2030: Community Wellness and Enrichment
Attached please find a copy of the proposed CRDC Budget for FY 2016-2017. Please note that
CRDC 1, CRDC 2 and Debt Summary constitute the entire CRDC Budget. After this coming
fiscal year it is my understanding that CRDC 1 will no longer be in existence and beginning in
Fiscal Year 2017-2018 everything will be referred to just as CRDC. Jennifer Miller, Finance
Director for the City of Coppell will be present Wednesday night July 13 to present the proposed
budget and answer any questions.
Additionally, attached please find a summary/annual report of actions taken between January 1,
2015 and December 31, 2015. Recall that CRDC actions are only taken after the Coppell City
Council has approved the project and forwarded it on to the CRDC for final approval and
funding. This report will be provided to the City Council as part of their overall 2016-2017
budget approval process.
City of Coppel[
Recreation Development Corporation#1 Special Revenue Fund
Summary
The Coppell Recreation Development Corporation#1 special revenue fund is restricted for improvements and
maintenance to specific recreation facilities. Revenues came from the%%sales tax until voters authorized to
expand the uses and the CRDC#2 was started, There are no budgeted expenditures for FY2017.
Actual Adopted FY 16 Budget FY 17 Budget
Description 2014-15 2015-16 Amended Proposed
Sales Tax $ 83,232 $ 0 $ 0 $ 0
Sales Tax Recovery 0 0 0 0
Contributions 0 0 0 0
Interest Income 2,901 1,000 1,000 0
Total Revenue $ 86,133 $ 1,000 $ 1,000 $ 0
Supplies $ 6,152 $ 0 $ 0 $ 0
Maintenance 0 0 0 0
Services 462,727 0 81,400 0
Capital Outlay 2,492,895 0 410,953 0
Cransfer Out 0 0 0
Proposed Amendment 0 0 57,404 0
Total Expenditure $ 2,961,774 $ 0 $ 549,757 $ 0
Fund Balance
Beginning Balance $ 3,447,467 $ 571,826 $ 571,826 $ 23,069
Ending Balance $ 571,826 $ 572,826 $ 23,069 $ 23,069
2016-17 Revenues 2016-17 Expenditures
No budgeted revenues for No budgeted expenditures for
FY 16-17 FY 16-17
City of Coppell
Recreation Development Corporation#2 Special Revenue Fund
Summary
The Coppell Recreation Development Corporation#2 special revenue fund is restricted for improvements and
maintenance to specific recreation facilities,trails, drainage,and streetscapes. Revenues come from the
expanded%%sales tax authorized by voters in 2013. The Life Safety Park Manager originally budgeted in this
fund is now budgeted in the General Fund. The only budgeted expenditure in FY2017 is for the transfer to the
General Fund.
Actual Adopted FY 16 Budget FY 17 Budget
Description 2014-15 2015-16 Amended Proposed
Sales Tax $ 6,519,572 $ 6,811,934 $ 6,811,934 $ 7,565,481
Sales Tax Recovery 20,008 0 0 0
Contributions 0 0 0 0
Interest Income 621 500 500 2,500
Proposed Amendment 0 711,402 0
Total Revenue $ 6,540,201 $ 6,812,434 $ 7,S23,836 $ 7,567,981
Salary& Benefits $ 0 $ 45,905 $ 49,905 $ 0
Maintenance 0 0 0 0
Services 1,700,182 0 1,075,906 0
Capital Outlay 1,739,375 0 6,359,264 0
Transfer Out 2,317,984 2,384,177 2,384,177 2,647,918
Proposed Amendment 0 0 288,864 0
Total Expenditure $ 5,757,541 $ 2,430,082 $ 10,158,116 $ 2,647,918
Net 782,660 4,382,352 (2,634,280) 4,920,063
Fund Balance
Beginning Balance $ 920,630 $ 1,703,290 $ 1,703,290 $ (930,990)
Ending Balance $ 1,703,290 $ 6,085,642 $ (930,990) $ 3,989,073
2016-17 Revenues 2016-17 Revenues
Transfer
Sales Tax Out
99.971 100.00%
00 411im
Interest
Income
0.03%
City of Coppell
Recreation Development Corporation Debt Service Fund
Summary
The Coppell Recreation Development Corporation Debt Service Fund is to account for the payment of principal
and interest on the City's CRDC debt. Revenues are from the CRDC%%sales tax and only the minimum
necessary to pay the debt obligations. Expenditures for FY2017 are only the scheduled debt payments.
Actual Adopted FY 16 Budget FY 17 Budget
Description 2014-15 2015-16 Amended Proposed
Bond Proceeds $ 2,888,137 $ 0 $ 0 $ 0
Sales Tax 1,953,359 1,949,725 1,949,725 1,954,719
Interest Income 248 50 50 500
Total Revenue $ 4,841,744 $ 1,949,775 $ 1,949,775 $ 1,955,219
Services $ 4,841,496 $ 1,949,719 $ 1,949,719 $ 1,954,719
Total Expenditure $ 4,841,496 $ 1,949,719 $ 1,949,719 $ 1,954,719
Net 248 56 55 5061,
Fund Balance
Beginning Balance $ 77,133 $ 77,381 $ 77,381 $ 77,437
Ending Balance $ 77,381 $ 77,437 $ 77,437 $ 77,937
2015-16 Revenues 2015-16 Expenditures
Interest
Income
0.03%
Ow 400
Sales Tax Services
99.97% 100.009/.
Coppell Recreation Development Corporation
2015 Annual Report
The following projects were funded and awarded in 2015
1/6/2015 Approved Erosion Control at Wagon Wheel Tennis Center—RLM Earthco, Inc -
$168,781.25
Status—Complete
2/17/2015 Approved Denton Creek Bridge @ AB East—Core Construction -$2,455,315.00
Status—Complete
6/2/2015 Approved South Coppell Rd. Connector Trail—Apex Construction -$179,308.00
Status—Complete
8/4/2015 Approved 2015-2016 CRDC Annual Budget
Approved Library movers and storage—Premier Install and Movers—$110,268.22
Status—Initial move and storage completed(50%)
Approved Hike and Bike Trail/Freeport Parkway—Tiseo Paving -$213,080
Status—Complete
Approved Sandy Lake/Denton Tap streetscape enhancements—Pavecon, Ltd. -
$3,873,105.47
Status—50%
9/23/2015 Approved Guaranteed Maximum Price for Cozby Library and Community Commons -
Thos. S. Bryne, Ltd -$5,898,580
Status—68%complete as of lune 20, 2016
11/11/2015 Approved Guaranteed Maximum Price for Life Safety Park—EMJ -$5,402,869.00
Status—41%complete as of June 20, 2016
Approved audio visual equipment for Cozby Library and Community Commons—Lantek
Communications -$138,525.94
Status—linked to Cozby Library and Community Commons project completion
Approved installation of audio visual equipment for Cozby Library and Community
Commons—NEMA 3 Electric-$58,225.15
Status—linked to Cozby Library and Community Commons Project
T H E , C 1 T Y • 6 F
COPPELL
T � u
E h'r q
MEMORANDUM
To: Coppell Recreation Development Corporation
From: Vicki Chiavetta, Director of Library Services
Date: July 6, 2016
Reference: Consider approval of entering into an agreement with Bibliotheca, LLC for the
installation of Automated Materials Handling (AMH) and Radio Frequency
Identification(RFID)for the Cozby Library and Community Commons, in the amount
of $170,362 as budgeted for in the library expansion project; and authorizing the
CRDC President to sign any necessary documents.
2030: Sustainable City Government: Excellent City Services with High Level of Customer
Satisfaction
Community Wellness and Enrichment: Community Gathering Places, Community
Education Programs and Support of Top Quality Schools
Introduction:
An Automated Materials Handling (AMH) and Radio Frequency Identification (RFID) system has
been part of the library's Five Year Plan since FY12/13 and was included in the technology fund as
part of the overall project budget for the expansion of the library. Following a Request for Proposal
process,the library evaluated the respondents and recommends Bibliotheca,LLC as the vendor whose
product will meet the needs of the library.
Analysis:
In 2010 the library began researching technology designed to increase efficiencies in collection
management workflow as circulation continued to increase while staffing levels remained the same.
RFID and AMH systems were beginning to be utilized by libraries to achieve improvements in
reducing the time it takes to check materials in and out,increasing accuracy of check in, sorting items
to speed their return to the shelves, and enhancing inventory management.At the time,this technology
was still very expensive and was only gradually being adopted by libraries. A cost estimate at that
time for the Coppell Library was over $450,000. In addition, the library facility did not have the
optimal space requirements for the equipment necessary for AMH.
1
In 2012, the library conducted a strategic plan process that resulted in several goals related to
technology,including RFID. These goals are:
• Evaluate and implement emerging technologies for patrons and staff
• Build and maintain technology infrastructure to provide quality library services
including an RFID inventory management system
• Flexibility throughout the facility
In FY12/13, the library included RFID in the Five Year Plan in conjunction with an expansion of the
library. By this time, more libraries were beginning in install RFID/AMH systems to improve
workflows and the cost of the systems was gradually becoming more affordable with a higher return
on investment.
In 2014, when planning for the library expansion project began, staff surveyed area libraries to
determine who was using RFID/AMH and learn about the pros and cons of this technology. Costs
had come down significantly by then,making the inclusion of RFID in the project more economically
viable. As a result,the library was designed to include the space needed to implement an RFID/AMH
system.
This technology provides the library and the community with the ability to check in materials from
the drive up book return, activate security, and sort items, ultimately reducing the time it takes to
return books to the shelves. RFID self-check machines benefit patrons by speeding up check out,
reducing long lines during peak business hours, and protecting privacy during checkout. Staff
workload reductions include processing more items in a shorter period of time with less handling,
accurate multi-item self-check circulation in the patron's preferred language, book returns that
automatically check-in items and remove them from patron accounts within seconds, and automatic
sorting that distributes material to multiple bins in a fine sort for re-shelving and shorter "return to
shelf' periods. Circulation staff can be re-deployed to the public floor to provide direct customer
service to patrons. Utilizing this technology also builds capacity for future growth in circulation for
years to come by stabilizing staffing needs.
Legal Review:
Agenda item was reviewed by Julie Dosher on June 29, 2016.
Fiscal Impact:
The Radio Frequency Identification/Automated Materials Handling system is included in a
technology fund of $225,000, which is part of the overall expansion project budget. Funds will be
provided by the 1/2% CRDC Sales Tax and the General Fund designated Fund Balance. Beginning in
2018, ongoing annual maintenance costs will be approximately $18,990.
Recommendation:
The Library Department recommends approval of this item. Approval of this item by the City Council
will be requested during their meeting scheduled for July 12, 2016.
2
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Proposal for Cozby Library and
Community Commons RFID Conversion
Submittal date: April 26, 2016
bibliothecd + 3M
the best of bath worlds
Table of Contents
ExecutiveSummary...................................................................................................................... 6
StrategicVision..................................................................................................................................6
OutstandingService.........................................................................................................................6
Easingthe Transition .........................................................................................................................6
Maximize Digital Collection.............................................................................................................6
6. Training and Service Requirements ..................................................................................... 50
7. Installation Requirements ...................................................................................................... 51
8. Warranty and Service Requirements................................................................................... 51
PricingTable................................................................................................................................ 54
MaintenanceCosts.................................................................................................................... 55
Appendix..................................................................................................................................... 56
Company Background and Experience................................................................................. 57
Financial....................................................................................................................................... 57
Facilities........................................................................................................................................ 57
Legal............................................................................................................................................. 57
TechnologyExpertise ................................................................................................................. 57
Location of Manufacturer......................................................................................................... 58
CompanyLeadership................................................................................................................ 59
Bibliotheca Project Team .......................................................................................................... 60
References .................................................................................................................................. 61
ProposedSolutions ..................................................................................................................... 63
smartlabelTmRFID Tags...................................................................................................................63
PAD Staff Workstation Model 895/896..........................................................................................68
Mobile Conversion Station Model 812.........................................................................................70
USB-Conversion Station Kit Model 815..........................................................................................71
Detection System Model 9100 Series ...........................................................................................73
CommandCenter..........................................................................................................................74
SelfCheckR-Series...........................................................................................................................75
DigitalLibrary Assistant...................................................................................................................77
CommandCenter..........................................................................................................................82
Implementation .......................................................................................................................... 83
Management of System Implementations............................................................................. 83
Considerations ................................................................................................................................83
Installation Responsibilities.............................................................................................................84
AcceptanceTests...........................................................................................................................84
Timeline & Approach .....................................................................................................................85
Customer Account Management........................................................................................... 89
Concerns and support issues ........................................................................................................89
Reporting on the quality of services.............................................................................................89
ProjectManagement ................................................................................................................ 90
Roles and Responsibilities:..............................................................................................................90
General............................................................................................................................................90
SolutionSet-Up ................................................................................................................................90
Deliveryand Installation.................................................................................................................90
Formulating the Project Plan.........................................................................................................90
Training.........................................................................................................................................93
TechnicalTraining...........................................................................................................................94
StaffTraining................................................................................................................................ 95
Documentation .......................................................................................................................... 96
Service & Support....................................................................................................................... 97
WebSupport Portal.................................................................................................................... 97
HelpDesk..................................................................................................................................... 97
AMHDrawings............................................................................................................................. 99
SampleSLA................................................................................................................................ 100
Confidentiality and limited use
The content of this proposal is strictly confidential and is not to be passed to,or transferred by any
means, in whole or in part, to any third party without the express and prior written authority of
Bibliotheca.
Accuracy of RFP and warranties
The information contained in this document represents Bibliotheca's current view of the planned
RFID deployment. The RFID industry is particularly dynamic, and Bibliotheca's proposal must
constantly be updated to reflect changing market conditions,technologies,and standards.This
document must not be interpreted as a commitment on the part of Bibliotheca,and Bibliotheca
cannot guarantee the accuracy of any information contained in this report after the date of its
publication.This document is intended for informational purposes only,and Bibliotheca offers and
makes no warranties,express or implied, in this document, unless clearly stated. Products, logos,
and company names contained within this report may be the trademarks of their respective
owners,and where this is the case,these are acknowledged.
All rights reserved: Bibliotheca,LLC DBA Bibliotheca,2016
bibliothecca + 3M
the best of both worlds
April 26, 2016
Victoria Chiavetta
Director
William T. Cozby (Coppell) Public Library
500 Southwestern Boulevard
Coppell, Texas 75019
Re: RFP for Cozby Library and Community Commons RFID Conversion
Dear Victoria,
The Coppell Public Library wants to transition to RFID and reap its many benefits: self-checkout
for your patrons and increased efficient workflows for your staff. Another great feature of
transitioning to RFID and implementing our SelfChecl Kiosks is increasing visibility for your 3M
Cloud Library directly to your patrons. Your patrons will be able to check-out digital books from
the Cloud Library directly from our kiosks, increasing the Cloud Library usage rates.
Bibliotheca has a thorough understanding of the Coppell Public Library challenges. Based on
our understanding of your needs, we have designed an RFID and AMH solution that will
maximize self-service usage rates and enhance patron service.
With more than 45 years as a library-only vendor, we will provide the following:
• Increased Patronage. Our revolutionary SelfCheckTM QuickConnect Interface
allows you to better connect patrons with the Coppell Public Library and its
community. With the help of the Patron Promo tool, your patrons are more likely to
take advantage of library services and events.And, the Recommended Reads tool
helps your patrons' plan their next reads and visits to your library. Combined, these
tools help drive circulation. Our user interface is also configurable to leverage your
existing branding strategy for your community.
• Maximized Self-checkout Usage. With the help of the SelfCheckTM System, you will
achieve your strategic project goals. The intuitive user interface makes self-
checkout quick and simple for your patrons.This leads to satisfied patrons and return
visits. Maximizing patron self-service means your staff will have more time to assist
patrons with the services they value most.
• Quiet and Effective AMH. Our AMH system is noise level rated for library use -
providing your staff a quiet and comfortable working environment. The highly
accurate sorting of returned materials virtually eliminates the need for your staff to
manually resort materials.
• Guaranteed System. The Coppell Public Library can rest assured that our products
will efficiently and smoothly interact with your existing 3M equipment. In October
2015, OEP purchased 3M Library Systems, but the same products and people are
available to our patrons. If the Coppell Public Library is not completely satisfied with
the performance of our proposed RFID and AMH Systems within one year of
installation,you may return the systems for a complete refund. That is our guarantee
to you.
www.bibliotheca.com, page
bibliothecca + 3M
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Another great benefit of choosing Bibliotheca to be Coppell Public Library's RFID partner is
that we have worked on previous projects with the chosen Architect, Hidell Associates.
Bibliotheca has worked with Hidell Associates on the Farmington Public Library, in New
Mexico.
We look forward to building on our partnership with the Coppell Public Library for all its current
and future RFID and AMH needs. If you have any questions, please contact me.
Sincerely,
Shawn Brumley
Business Development Manager
877-207-3127 ext. 375
s.brumley@bibliotheca.com
www.bibliotheca.com, page
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the best of both worlds
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Executive Summary
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bibliothecca + 3M
the best of both worlds
Executive Summary
As libraries around the world know, our proposed RFID System is very easy to use and highly
efficient. Such benefits give your staff more time to work on your library system's new public
service activities. Additional benefits to choosing Bibliotheca as your RFID partner include:
Strategic Vision. Shawn Brumley, your Bibliotheca account representative, and our project
team will provide your staff with expert advice regarding your current and future library
technology needs. This includes a thorough assessment of your branch footprints and staff
needs. The result is a detailed roadmap that includes the best location and configuration of
your products- helping to increase product visibility to maximize usage by your patrons.
Outstandinq Service. You can trust our technicians to be onsite quickly to keep your RFID
equipment running at peak performance. We have technicians in and around your area that
are specifically trained on our RFID products. And, our technicians carry the most commonly
used parts in their service vehicles. This ensures prompt onsite repairs. In addition, we have a
24/7 hotline to answer any of your questions.
Unmatched Security. We offer high-performance, ISO-compliant RFID tags that reliably detect
items throughout your collection. And, our Detection System gates greatly enhance materials
security-minimizing unauthorized removal of print and multi-media items from your library.With
the addition of our Command Center software, your staff is alerted when unauthorized
materials are removed from your libraries.
Easinq the Transition. We specialize in change-management services. Our dedicated onsite
team takes the time to ensure your staff is comfortable with its new RFID System. And,we help
guide your team members as roles expand so they can help patrons with the services they
value most. Our team's job is not done until your staff is completely satisfied.
Maximize Digital Collection. Now there is yet another way to drive circulation of the Cloud
Library. The Recommend Reads tool on the QuickConnect Interface now lets patrons browse,
check out or put eBook and eAudiobook titles on hold - directly at the SelfCheckTM System
unit. And, your staff can easily promote any categories from the Cloud Library digital book
shelves, such as local authors, monthly best sellers, children's categories, etc.
Please see the following pages to see how our RFID solution
will revolutionize the Coppell Public Library, its patrons, and
staff.
bibliothecca + 3M
the best of both worlds
Model 895 Pad Staff Workstation
✓ "Plug-and-play" technology
✓ Staff use the same ILS screens they've
always used, with added integration of RFID
✓ Minimum 8 inch read range
✓ No additional mouse clicks required by staff
Digital Library Assistant
For inventory management, we recommend our Digital Library Assistant
✓ Lightweight, ergonomic design that packs a punch: can
read books as thin as 1/8th thick at a rate of ten per second
✓ Touchscreen with programmable keys
✓ Powerful battery that lasts seven hours, with only 4 hours
downtime to recharge at night
✓ Powerful software comesp re-installed, which allows staff
to upload multiple lists of desired items directly from your ILS
www.bibliotheca.com, page
bibliothecca + 3M
the best of both worlds
Security Gates
To protect your collection, we recommend our Model 9100 Security Gates.
✓ 18 to 20 inches bi-directional read range-one of
the most powerful in the market
✓ Attractive clear corridor design
✓ Several options for alarm lighting colors
✓ ADA-compliant
Variety of flexible mounting options for your
library's needs: direct mount, buried cable, or base plate
✓ All options are configured by staff, which include:
lighting options (including color and intensity), alarm level
noises, and alarm settings based on direction of travel
(in/out)
For self-checkout stations, we recommend our R-series. For Coppell Public Library, we
specifically our Tabletop version to integrate into the library's current design and furniture.
✓ The complete solution: integrated barcode
reader, RFID reader, 22" touchscreen monitor, and
payment solution with a receipt printer
0 Homp a
Hefp
Ff ✓ Easy-to-use interface, designed for library patrons
.� ✓ Frees up staff to complete other tasks
✓ Integrated payment
✓ Real-time integration with your ILS
www.bibliotheca.com, page
bibliothecca + 3M
the best of both worlds
RFID Tags
For RFID Books tags, we recommend the smartlabelT"' 100 RFID tags.
✓ Fully ISO compliant
✓ Guaranteed for the life of the item that it's affixed to
✓ Keeps every book or magazine in your collection safe and secured
✓ Only 2x2"
✓ Can be clear, or made with pH-neutral paper
For multimedia items, we recommend our Stingray tags.
✓ Fully ISO compliant
✓ Guaranteed for the life of the item that it's affixed to
y A ✓ Keeps every CD/DVD in your collection safe and secured
Mobile Conversion Station
For Conversion Stations, we recommend the Mobile Conversion Station. These carts are slim,
mobile carts that are designed for wireless tagging in the stacks. Hundreds of libraries across
the United States have used these carts and our conversion process to convert their entire
collections: big and small.
✓ Developed for fast mass conversions
✓ Battery with 8 hours of power
✓ Includes everything you need: tag dispensers, laptop,
loo N barcode scanner, and an RFID pad
✓ No ILS connection required
✓ Available for lease and purchase
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bibliothecca + 3M
the best of both worlds
All of these stellar products come backed with our support, professional project
management, and transitional training. Our solution for Coppell Public Library has many
facets that are not immediately obvious to patrons, or even to staff. But it's these facets that
set us apart from the competition: our support team, project management team and
implementation, and software solutions that keep our products running at peak efficiency.
• Real-time Interface to the ILS: When required,all of our products will integrate seamlessly
with your ILS, Polaris, via a SIP2 connection. This protocol ensures that all of our products
will connect with your ILS to ensure that all transactions are uploaded and automatically
your patrons' items, fines, holds, and more.
• Transition Training: Training is provided for the initial implementation at no charge.
Onsite installation and training will take place once Bibliotheca has delivered all
hardware and software. Trainers will not leave the premises until the library agrees that
staff is up and running.We aim to deliver a comprehensive training program to optimize
staff refocus to customer service.
• Professional Project Management: Bibliotheca will assign a project manager, who will
consult with the library to ensure that the perfect product mix is decided upon,
installation is seamless, training is effective, and ongoing support remains a priority. Our
project manager will meet with your staff to develop a plan that enables you not only
to have a smooth transition to RFID, but also to take advantage of the capabilities that
RFID offers. Our team will review floor plans to better understand how to work within your
space. This site plan help determine implementation recommendations.
• Product Support: The solution will be maintainable throughout the life of the equipment
while the Library has a support contract. Bibliotheca can offer a number of options,
including annual maintenance with no signed contract, annual maintenance with a
signed contract, and even prepaid maintenance, with discounts of up to 200.
• Support and Maintenance: Our products are backed with installation and training,
project management, and support, provided through our help desk. With our
telephone and web-based support, should a library ever experience a problem,
technicians are able to provide knowledge and guidance.
• Best Warranty in the Industry: Bibliotheca is offering a two year warranty at no additional
cost, with the hope that this will eliminate any perceived risk the library might have in
selecting Bibliotheca as its technology partner.
• 1007o System Performance Guarantee: Should you decide that our solutions do not
meet your expectations, we will refund the purchase price of the system. In addition,
please note that the first year of maintenance and support is included in the purchase
price of the system.
www.bibilotheca.com, page 10
bibliothecd+ =
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Specifications
bibliothecca + 3M
the best of both worlds
Section Requirement Vendor Code and Notes
General (C, D, DV, P, N)
Requirements
5.3.1 All system C
components must
be UL, CE, and
FCC Part 15-
Certified; SIP2, RS-
232 TCP/IP
Ethernet
10/100/1000 and
802.11 b/n
(wireless)
compliant.
5.3.2 The proposed C
system and all its
components must Our products integrate with your ILS via a SIP2
be entirely connection.
compatible with,
and in no manner
interfere with, the
integrated library
system, its
computer clients,
reporting criteria,
day end
processes, back
up process or
other
components.
5.3.3 Proposed system C
must provide
application- Our proposed products each have its own
specific software specific software, and can be monitored in our
to incorporate all Command Center Software.
hardware
(detection
systems, staff
station readers,
cataloging
stations, patron
self-check
stations, inventory
wand and book
return system), the
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circulation RFID
tags and any
other RFID related
hardware into the
system.
5.3.4 Proposed system C
must interface
with the Library's
existing
automated library
system using SIP2
protocol.
5.3.5 Proposed system C
must not interfere Our products will not interfere with any other
with other equipment.
equipment,
automated library
system clients or
PCs that may be
nearby.
5.3.6 Proposed system C
must be able to
connect through
Library's Ethernet
network via wired
connector and/or
secured wireless
network.
5.3.7 RFID system must C
be upgradeable
for changes in We are compliant with all of the current ISO
technology, such standards.
as, but not limited
to; tag size and
function.
5.3.8 Vendor must work C
with the
integrated library
system vendor to
resolve any RFID-
ILS functionality
problems.
5.3.9 Proposed system C
must be capable
of working with
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the latest version
of Polaris.
5.3.10 RFID system must C
be ISO 28560-1
and ISO 28560-2,
18000-3 Mode 1
complaint
5.4 Vendor
Information
5.4.1 Provide a brief Bibliotheca has two offices in the United States,
description of and more throughout the world, originating in
your company Switzerland. Our US operations were incorporated
including the in Delaware in 2011 . We have over 45 years of
name(s) of its experience creating and perfecting RFID and
owners and/or AMH solutions for libraries. Our current proposed
principal officers, products have been in US libraries for
date of origin approximately the last 10 years, with hundreds of
and/or satisfied customers in every state.
incorporation,
length of time in
the library
automation field,
and length of
time supporting
the System being
bid in response to
this RFP.
5.4.2 How many FTEs In our two US offices, approximately 150 fulltime
work for your employees.
company?
5.4.3 What is the Approximately 25% make up our sales team; 25%
percentage l 25%support; and 25% in other various areas.
breakdown of
staff among sales,
R&D, support, and
other vendor
functions?
5.4.4 Identify the We will have at least three people who will be a
number and point of contact at all times for your various needs
location of sales for project fulfillment. They will be located out of
and support our Atlanta or Minneapolis office.
personnel
accessible to The
Library.
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5.4.5 If your company is
currently for sale
or involved in any Bibliotheca is not currently for sale or involved in
transactions to any transactions to be acquired by another
expand or to be company. However, bibliotheca has recently
acquired by expanded to include the former company 3M
another Library Systems. For more information, please see
organization, our answer below.
explain.
5.4.6 If your company In October 2015, 3M Library Systems was acquired
has been by One Equity Partners, which heads up the
involved in a Bibliotheca Group. The new Bibliotheca Group will
reorganization, combine the best assets of each company to
acquisition, or help libraries captivate their communities,
merger in the last providing innovative library-focused products.
three (3) years, Each company brings unique services to the
explain. market, which combined will provide libraries with
an unparalleled portfolio of solutions to help them
serve their community at home, at the library and
on the go. Between the four companies, we
share nearly a century of experience providing
self-service solutions to libraries.
5.4.7 If your company Our company has not been involved in any
has been litigation procedures within the last three years.
involved in the
last three (3) years
in public litigation
with a client or a
third-party vendor
related to the
System that is
being bid in
response to this
RFP, explain.
5.4.8 Describe your We have installed, maintained and supports
firm's experience hundreds of AMH products across the United
in providing States. We have found many solutions for our
automation customers, whether it's a 3-bin system or a 20 bin,
services to mid- multi-branch solution.
sized public
libraries. Be
specific.
5.4.9 Describe your With our two product line offerings, no other
position in the company can offer the full suite of RFID products
RFID marketplace. for libraries that bibliotheca can.
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5.4.10 How many years For more than 45 years.
has your
company worked
within the library
automation
industry?
5.4.1 1 Describe your Bibliotheca is constantly evaluating our current
company's product offering, to determine what needs the
commitment to library market currently possesses. Because we
product can offer more RFID, AMH, and digital products
development in for libraries, more than any other company in the
the last three market, we have evaluated what we can offer to
years. our potential and current customers. With our
newest product line addition, we continued 3M
Library Systems vision and goals with products like
3M Cloud Library.
5.4.12 How long has the For more than 10 years.
System that you
are bidding in
response to this
RFP been actively
marketed?
5.4.13 How does your Bibliotheca actively participates in the
company actively development and use of industry standards in
participate in the many ways. We utilize SIP to connect our RFID
development and products with a library's ILS; we are compliant
use of industry with every ISO standard
standards?
5.4.14 Name the System We are proposing several different products;
that you will bid in please see the Executive Summary in our proposal
response to this for product descriptions and to see how
RFP and describe bibliotheca will solve problems for Coppell Public
it in several Library.
succinct
paragraphs.
5.4.15 State the dates C
and general
content of the last From the last major update to Iiberrm software,
three general dated 29 May 2015: the main feature for that
releases or major release was an added option to disable manual
upgrades of that typing of patron barcode.
System. Our revolutionary smartlocker-rm received an
overhaul with lots of product upgrades, such as
having the RFID antenna directly in the aperture
instead of using a separate smartserveTm 400;
another huge update to ours stem is of course
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the introduction of the 3M Cloud Library. Adding
Cloud functionality to our products is an on-going
project.
5.4.16 How many We have hundreds of happy customers across
customers are the United States who are currently utilizing all or a
currently running mixture of our proposed system for Coppell Public
production Library.
versions (not
experimental or
test versions) of
the System that is
being
5.4.17 List libraries of C
similar size and
characteristics to For references, please see the Reference section
Purchaser that in our proposal.
are currently using
the System.
Identify a central
contact person
for each,
including name,
address,
telephone
number, and
email address.
5.4.18 If customized N/A
code is required,
this source code No such customized code is required.
must be included
in future upgrades
of the software
and must be fully
documented by
the vendor.
5.5 Self-
Check Units
5.5.1 Proposed system's C
RFID self-check
units must be able
to read item
specific
identification
numbers,
communicate to
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the host
circulation system
to update the
Library's
inventory, and
turn the security
bit off.
5.5.2 Option must be C
available to notify
a staff person
whenever a
patron is blocked
in any part of the
transaction.
Notification
should be done in
the form of a
pop-up window
that appears on a
designated staff
computer.
5.5.3 Proposed system C
must be dual
function -
capable of
processing RFID
tags or item bar
codes in the
same transaction.
5.5.4 Proposed system C
must read the
type of library
cards currently in
the library, and
should be able to
facilitate a
migration to other
technologies
under
consideration by
the library. The
library currently
uses a MOD-10
barcode.
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5.5.5 Proposed system C
must have the
ability to be built For Coppell Public Library, we recommend our R-
into circulation Series SelfCheckTm Kiosk, Tabletop version. This
desks, with kiosk has all of the components of our full free-
touchscreen standing model, but can be installed on top of
monitors that your counters.
display
instructions for
use.
5.5.6 Proposed system C
must be touch
screen.
5.5.7 Proposed system C
must have the
ability to print out Your staff can customize your receipts in
all information for Command Center, our reporting and monitoring
a patron software.
transaction on a
single receipt.
Such receipt
should be
customizable to
incorporate
library identity,
hours etc.
5.5.8 Proposed system C
must have the
ability to perform
check in and
check out
functions using
RFID tags
5.5.9 Proposed system C
must
simultaneously
process multiple
RFID-tagged items
up to 30cm (1
foot) from reader.
5.5.10 Proposed system C
must be capable
of reading item
Barcodes located
in various
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positions,
including inside or
outside, top or
bottom of the
front or back
cover, or inside on
the top or bottom
of the front or
back fly page
5.5.1 1 Proposed system's C
self-check units
should have
customizable
messages based
on patron and
item status.
5.5.12 Proposed system C
must display ILS
system
information
relating to patron
or item status.
5.5.13 Proposed system C
must provide
visual and audible
feedback during
the transaction.
5.5.14 Proposed system C
must have the
ability to display
select information
from patron
record, such as
number of items
checked out,
number of items
on hold,
outstanding
fine/fee
information
without
compromising
patron privacy
5.5.15 Proposed system C
must have
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customizable
instructions.
5.5.16 Proposed system C
must currently
display multiple We currently offer approximately 60 different
language options languages.
on self-check unit
banners,
instructions and
messages. They
must be available
in languages,
including but not
limited to English
and Spanish.
5.5.17 Proposed system C
stations must
deactivate the When a patron checks out an RFID-tagged item,
theft or security the SelfCheckTm kiosk or staff workstation will turn
bits on the the security setting in the RFID tag to 'off'.
materials when
checked out.
5.5.18 Proposed system C
must have the
ability to perform Both our SelfCheckTm Kiosks and staff workstations
off-line utilize the same Store and Forward TM function. If
transactions and communication with your ILS is lost, these system
maintain records components will store any transaction information
of all barcodes on those local components, and then forward
checked out them to the ILS when communication is restored.
when the ILS is
offline, and then
upload
transactions when
the ILS is back
online
5.5.19 Proposed system C
must provide
performance Reports showing this type of data is available
statistics that can through our Command Center software. It's
be accessed accessible through a web browser. Staff can view
through the web. and save all performance statistics reports.
Data must be
broken down by
day of the week
bibliothecca + 3M
the best of both worlds
and hour of the
day. Data to
include: Number
of transactions,
type of
transaction, and
number of
successful and
unsuccessful
transactions.
5.5.20 Proposed system C
must offer the
patron the option
of either email or
paper receipt.
5.5.21 Proposed system C
must offer web-
based remote All of these features are available through
monitoring which Command Center.
must include
instant email
notification,
monitoring of
check-in and out
rates, web-based
troubleshooting,
and the ability to
obtain statistics
for each machine
from any location
5.5.22 Proposed self- C
checkout system
must provide at
least 90% first time
user success for
the library
customers.
5.5.23 Proposed system C
must offer the
option of a stand- For Coppell Public Library, we are recommending
alone kiosk or the the Tabletop version of our R-Series SelfCheckTM
ability to build into Kiosk. This version sits on top of any surface that
a RFID friendly the library chooses.
counter.
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5.5.24 Proposed system C
must allow
remote access to Using Command Center, staff can change
self- check certain settings on different selfcheck kiosks
machines from remotely.
staff stations.
5.5.25 Self-checkout C
system must have
the ability to pay
fines/fees with a
credit and debit
card.
5.6 Staff
Workstations
5.6.1 Proposed system C
must have a thin
(less than I ") Our proposed product, the Model 895 Staff Pad
reader pad that Workstation, is only .6 inches thin.
provides easy
installation.
5.6.2 Proposed system C
shall be
compatible with Our solution is a "plug-and-play" product: your
Library's standard staff member plugs it into the staff computer via
circulation desk its USB cable, and it's ready to go.
computers,
barcode
scanners, and
receipt printers.
5.6.3 System hardware C
must be attractive
and
contemporary
and be able to
be integrated into
Library's own
furniture.
5.6.4 Proposed system C
must be able to
mount in, on, or
under the work
surface of a
circulation station
5.6.5 Proposed system C
readers must
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function when
positioned under
existing Library
slate, granite,
wood or
laminate-topped
desks.
5.6.6 Proposed system C
must have an
RFID read range
of 8 inches
minimum for book
tags.
5.6.7 Proposed system C
must provide dual
function: capable
of processing RFID
tags or bar codes
in the same
circulation
transaction
5.6.8 Proposed system C
readers must be
able to read tags
and display the
information
thereon
5.6.9 Proposed system C
must be able to
be used for
checkout and
checkin of library
materials
5.6.10 Proposed system C
must
simultaneously
process multiple
RFID-tagged items
for check-in/out
5.6.1 1 Proposed system C
must provide a
displayed count
of the number of
items processed
simultaneously to
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ensure complete
check-in/out
transaction
processing.
5.6.12 Proposed system C
must have the
ability to read,
program, and
reprogram RFID
tags.
5.6.13 Proposed system C
must allow
configuration of
item identifier
parameters to
automatically
prevent
programming of
partially scanned
or incorrectly
scanned
Barcodes.
5.6.14 Proposed system C
must be able to
work with a weed
list (a list of items
to be removed
from the Library),
to automatically
alert staff to weed
an item upon
scanning the
barcode, before
applying an RFID
tag on
conversion.
5.6.15 Proposed system C
must have a "hot
key" feature that
can be set up to
mimic the
Integrated Library
System (ILS) F -
Key setup so there
is only one key
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stroke to change
the system from
check-out to
check-in module.
5.7 Security
(Detection)
System
5.7.1 Proposed system D
must have a read
range of at least Our proposed product, the Model 9100 Security
twenty-four inches Gate System, has a read range of 18-20" of read
(24") in either range of either side.
direction of each Due to how RFID works and current standards in
gate. place, it is actually not possible for a security gate
to have this wide of a read range.
5.7.2 Detection systems C
must be shielded
from external
interference from
light fixtures,
elevator motors,
etc.
5.7.3 Proposed C
detection system
must include a The patron counter for all of our security gates is
patron counter integrated into the gate itself.
which can be
reset by library
staff.
5.7.4 Proposed system C
must be able to
issue visible and
audible warnings
5.7.5 Tags with theft or C
security bits that
are "on" must
immediately
triaaer an alarm.
5.7.6 Proposed system C
must provide item
security even Our Security Gates do not require a connection
when the Library's to your library's ILS to operate.
integrated library
system (ILS) host
system or network
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is off-line or not
functioning
5.7.7 Self-diagnostics C
will insure that the
system is
operating
correctly.
5.7.8 Proposed system C
must offer multiple
install options, We offer all of these installation options.
including: a. For requirement d.: our gates are ADA compliant.
Direct mount
w/ADA
compatible
threshold plate b.
Base plate, only
minor floor
modification e.g.
drilling required
for installation. c.
Buried cables
(recessed conduit
under finished
floor) d. Dual aisle
exit detection
systems must
create an
opening of at
least 36 inches.
5.7.9 Proposed system C
must provide tags
that are 13.56
MHz to allow for
wider security
gates
5.7.10 Proposed system C
shall be fully
compliant with
ISO 18000-3 Mode
2, and include
both mandatory
and optional
commands
specified in ISO
28560-1/58560-2.
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5.8 RFID Tags
5.8.1 Proposed system C
tag must be
guaranteed for
the life of the item
on which it is
originally affixed
5.8.2 Proposed system C
must provide tags
that are 13.56
MHz to allow for
wider security
gates
5.8.3 Proposed system C
must provide tags
with a range of
memory options
from 256 to 2048
bits that can be
used
simultaneously in
the library
5.8.4 All data on the C
RFID tag,
including the item
identifier field,
must be fully
rewriteable.
5.8.5 Proposed system C
tags must enable
the security status
to be stored
directly on the
tag and must
trigger an
immediate alarm
if an item not
charged is read
by the detection
systems.
5.8.6 Proposed system C
must offer tags in
blank, generic
library or library
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customized
versions.
5.8.7 Proposed system C
tags must provide
both security and
inventory control
functionality
5.8.8 Proposed system C
tags must use an
anti-collision
algorithm that
does not limit the
number of tags
which can be
simultaneously
identified and
read.
5.8.9 Proposed system C
tags must be
adhesive-backed
and one piece
(tag and label
integrated into
one piece) to
adhere to library
materials without
addition of an
adhesive cover
label.
5.8.10 Proposed system C
tags must use a
low acid, or
neutral pH,
adhesive
5.8.1 1 Proposed system C
tags must be
easily applied in
one step, with no
need for mouse
clicks, keyboard
input or touch
screen entries for
most item
conversion
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5.8.12 Vendor must offer C
a portfolio of tag
options that will
give the choice of
tag memory bit
size.
5.8.13 Proposed RFID C
tags must offer
opaque black
flood coat to hide
antenna
5.8.14 Proposed RFID C
system must offer
punched tags Instead of physically "punching" tags, we mark
feature to mark incorrectly working tags with a mark or sticker.
those that are
inoperative
5.8.15 Proposed system C
must offer RFID
tags that utilize
the RTF (Reader
Talks First)
architecture.
5.9 RFID Tag
Standards
5.9.1 System must offer C
a clear migration
path to ISO Bibliotheca stays involved in meetings that discuss
recommended currently-used ISO standards, so that we can
standards when anticipate any changes.
they are
announced.
5.9.2 System must C
provide a product
that can read
multiple published
tag data formats
at the same time
5.9.3 Vendor must C
publish their tag
data format
5.9.4 System must allow C
for reading of
existing tag data
standard as well
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as a new ISO tag
data standard
when it is
announced.
5.9.5 Vendor must C
show
participation on
the U.S. NISO
working group for
library RFID
standards.
5.10 RFI D Tag
Quality
5.10.1 Vendor must test C
tags for long term
reliability using
accelerated
aging testing and
show the data.
5.10.2 Vendor must C
show the test
methods used. To ensure longevity and serviceability, tags are
quality checked at the production line. Defective
tags are replaced with working tags. Each tag is
provided with a performance guarantee and
capability to provide over 100,000 read/write
operations (or an approximately ten year
lifespan). This assumes tags have been applied to
items kept within conditions between 15-25° of 40-
60% humidity.
rnpacS an road sa e[n ons dunnC iPG Ren
F.nwed.
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IS Lai ial
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ae
:a
a
d
i r i a a a s a io u iz ss u ss
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5.10.3 Vendor must C
show tag quality
test data for a Please see the above image.
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period greater
than 10 weeks for
the tag being
proposed.
5.10.4 Vendor must C
demonstrate the
data in both
graphical and
numeric formats.
5.10.5 Vendor should C
demonstrate that
the read range We guarantee our RFID tags for over 100,000
on the RFID tag read/write operation (or an approximately ten
will not decrease year lifespan).
more than 50%
over 10+ years
5.11 Portable
Handheld
Reader
5.11.1 Portable C
handheld reader
must be a
cordless, one-
piece design, to
be held in one
hand
5.11.2 Portable C
handheld reader
must feature a
touch screen
display and may
use a removable
memory card.
5.11.3 Total weight of D
the portable
handheld reader There is no portable handheld reader on the
must weigh less market today that weighs less than 10 ounces.
than 10 ounces, Our proposed solution, the Digital Library Assistant,
including battery, is the lightest product on the market, and only
RFID reader, weighs 1 .4 pounds, or 22.4 ounces.
antenna, display
and computing
unit, and any
other
components that
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must be carried
by the user
(except receipt
printer)
5.11.4 Portable C
handheld reader
must be easily set
down on a library
shelf or cart when
necessary to free
the user's hands.
5.11.5 Portable C
handheld reader
must incorporate
an ergonomic
design, to aid user
in reading shelves
at all levels, be
easy to use and
be relatively non-
stressful to wrist,
arm, shoulder and
elbow.
5.11.6 Portable C
handheld reader
battery life must The batter on our DLA allows a staff member to
allow the user to work for 6-8 hours at a time.
work for at least 4
hours before
charging or
changing
batteries is
required.
5.11.7 Portable D
handheld reader
must be able to
perform basic
circulation
functions
including
checkout, check-
in, access patron
account
information,
accept payment
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for fines and fees,
search item and
bibliographic
information, and
remove/enable
item security.
5.11.8 Must be C
compatible with
RFID and the
Polaris ILSs stem
5.11.9 Must have a print NP
receipt option
either built in or as
an additional
portable unit
5.11.10 Portable C
handheld reader
must have built-in
diagnostics for
troubleshooting.
5.11.11 Portable C
handheld reader
must use an anti-
collision algorithm
that does not limit
the number of
tags which can
be simultaneously
identified and
read.
5.11.12 Portable C
handheld reader
must have the Our DLA can store up to three million items'
capacity to information from your library's ILS.
download at least
100,000 items from
Library's
automation
system onto the
portable
handheld reader
memory medium
5.11.13 Portable C
handheld reader
system must have
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the capacity to
read multi-line,
fixed-length-field,
or delimited-field
records from an
electronic file
containing shelf or
search lists and
create a portable
database for use
in a portable
handheld RFID
reader
5.11.14 Proposed C
portable
handheld reader Our DLA can accomplish the following functions:
must Shelf Order-Allows staff to scan shelves and easily
accommodate identify items that are miss-shelved, on a search list,
data collection unsecured, not in the database, or spine label
simultaneously error, etc.
with other Collect Data - Allows staff to save collected Item
functions. These IDs to a memory card which can be import to a PC
other functions as formatted text files. You can use these text files
must include shelf to update the data in your circulation system (for
reading, example, inventory reporting, or in-house use).
inventory, claim Sort and Shelf - Allows staff to pre-sort a group of
library items, allowing easier re-shelving.
returned and Search for Items - Will alert staff when an item is
weeding. found on any of the active search lists, such as lost,
missing, claims return, weed, etc.
Shelf Item - Designed to help staff shelf an item in
its correct location.
Pull Items - Designed to help staff locate and pull
items from a list such as a holds, or paging lists.
Find Items - Provides a quick way to use the DLA
to find items without having to create a pull list or
search list. This function uses a simple user-defined
search function (Specify Find Criteria) to find any
item on a shelf-order list that is on the DLA's
memory card.
5.11.15 Handheld reader C
must direct the
user to items on
"pull" lists and
provide a method
to keep track of
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which items have
been found and
which have not
beenfound
5.11 .16 Portable C
handheld reader
must be multi-
functional to
provide efficient
collection
management
5.11.17 Proposed C
portable
handheld reader Shelf Order-Allows staff to scan shelves and
must easily identify items that are miss-shelved, on a
accommodate search list, unsecured, not in the database, or
shelf order spine label error, etc.
checking to
locate items that
are out of place
on the shelves. For
duplicate items,
the barcode (or
order entry into
the system)
should not be
accounted for.
This capability
must be sensitive
enough to locate
items that are out
of place by as
much as 5 inches.
5.11.18 Proposed C
portable
handheld reader
must
accommodate
data collection to
collect and store
identifiers of items
scanned, and
store those items
in user-defined
categories for
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upload. This
capability must
allow storage of
up to 100,000
items prior to
upload.
5.11.19 Proposed system C
must
accommodate Sort and Shelf-Allows staff to pre-sort a group of
Sorting: to assist a library items, allowing easier re-shelving.
user with sorting
items on a shelf or
cart.
5.11.20 Proposed system C
must
accommodate Please see our answer to the previous question.
Shelving: to assist
a user with
shelving an item.
5.11.21 Proposed system C
must
accommodate
Searching: to
identify items on
multiple, user
defined search
lists, (e.g. Missing,
Claims Returned,
Billed, Lost and
Paid, inventory,
shelf check
5.11.22 The Search C
capability must
be active during
order checking,
data collection,
sorting, pulling,
and finding
functions, with
option to turn it
off if desired.
5.11.23 Proposed system C
must
accommodate
Pulling: to assist
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the user with
finding items on
hold (reserve) or
weed lists, or
other user-
defined lists
available from the
circulation system
5.11.24 Proposed system C
must
accommodate Find Items - Provides a quick way to use the DLA
Finding: to allow a to find items without having to create a pull list or
user to quickly search list. This function uses a simple user-defined
enter search search function (Specify Find Criteria) to find any
criteria directly item on a shelf-order list that is on the DLA's
into the device, memory card.
then search for
items that meet
that criteria. Must
allow display of
the title of item on
the device.
5.11.25 Proposed system D
must
accommodate Our DLA can change the security status of an
Secure Status item, allowing a staff member to scan a patron's
Checking: to items to see which item set off the alarm.
allow a user to
identify individual
items that have
not been properly
checked out and
have caused an
alarm of the
detection system.
5.11.26 Secure Status C
checking
capability must
also allow the user
to scan items on
library carts or
shelves to identify
individual items
that have not
been properly
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checked in and
sensitized, before
re-shelving
5.11.27 Proposed system C
must validate
item identifier
(barcode) data
from input lists
and provide a log
of errors found.
5.11.28 Proposed system C
must process
results of data
collection sessions
or pull sessions,
reading these
results from the
memory card and
creating PC files
containing lists of
collected data,
lists of items
pulled, and lists of
items not pulled.
5.11.29 Proposed C
portable
handheld reader
must have the
ability to upload
Barcodes to the
Library's
circulation system
5.11.30 Proposed C
portable
handheld reader
must have an
audible tone and
visible indicators
to verify item has
been identified.
The audible tones
shall be
adjustable by the
user
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5.12
Conversion
Station
5.12.1 Proposed system C
must include a
touch-sensitive
screen and an
optical bar code
reader.
5.12.2 Proposed system C
must be integrally
designed on a
compact cart
with wheels for
easy conversion in
the narrow library
aisles.
5.12.3 Proposed system C
must be able to
automatically
dispense tags as
they are
programmed.
5.12.4 Proposed system C
must function in
standalone
mode, not
requiring an
interface with the
integrated library
system
5.12.5 Proposed system C
must be easy to
use and able to
convert at a rate
of at least 200
items per hour.
5.12.6 Proposed system C
must have a
visible scan line to
facilitate correct
placement of
material on the
conversion
station.
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5.12.7 Proposed system C
must be able to
handle varying
barcode
locations and
orientations
5.12.8 Proposed system C
must allow
configuration of
item identifier
parameters to
automatically
prevent
programming of
partially scanned
or incorrectly
scanned
Barcodes.
5.12.9 Proposed system C
must be able to
convert items
from a list (when
an optical bar
code is
unavailable or
unreliable).
5.12.10 Proposed system C
must be able to
work with a weed
list (a list of items
to be removed
from the Library),
to automatically
alert staff to weed
an item upon
scanning the
barcode, rather
than applying an
RFID tag.
RFID Book
Drop and
Automatic
Material
Handler
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5.13.1 Proposed system C
must read an
individual RFID To read barcoded items, an optional barcode
tag on an item, scanner can be added to our RFID AMH solution.
identify location Re-sensitizing EM security from other libraries is
and destination available, by adding one optional EM Kit at each
codes, sort and return point.
distribute an item
by home location,
item type, transit
location, hold to
fill a request, offer
automatic hold
receipts and an
audio tone when
materials with
holds are
checked in or any
combination of
the above. As an
option, read
barcode labels
and desensitize
items from other
libraries
5.13.2 Proposed system C
must allow staff to
manually add We have included an option for a Staff Return
materials to the Induction, which would include its own barcode
sorter and sort scanner.
process without
using the public
kiosks and without
negatively
affecting the
automatic
conveyance
operation. This
staff insertion
point must have a
barcode scanner.
5.13.3 Proposed system Our AMH solution automatically uploads all data
must include flash from processing returned items to your ILS. If staff
memory drive need to download information to our Digital
and software to Library Assistant, this info can be uploaded to the
memory card on the DLA.
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transfer data to
the RFID
handheld wand.
5.13.4 Proposed system C
must provide
remote Our monitoring and reporting software,
monitoring and Command Center, can be used to monitor your
diagnostics to AMH solution.
monitor the return
rate, troubleshoot
and obtain usage
statistics from any
location
5.13.5 Proposed system C
must have the
ability to connect
to a full size
printer.
5.13.6 Proposed system C
must have data
to prove at least The 3M Intelligent Returns utilize two RFID readers
96% accuracy and multiple sensors to identify and track each
when items are item throughout the system for optimal accuracy
placed in the RFID and speed. The Intelligent Return requires the
book drop one at patron to enter one item at a time so that it can
a time. validate the item, and return it to the patron if the
item cannot be identified. The Intelligent Return
can also be configured to accept all items and
send those it cannot identify to the exceptions
bin. Therefore accuracy is close to 100%.
5.13.7 Proposed system C
must offer a
gravity fed RFID
book drop that
provides real-time
check-in
5.13.8 Proposed system C
must offer a red,
yellow, green light
at patron insertion
point.
5.13.9 Proposed system's C
public material
return kiosks must Our solution includes a touchscreen monitor,
accept all receipt printer, clear operating instructions, and
materials, even
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those that cannot visual and audible cues to aid the patron with
be read or returning their items.
identified
immediately. It
should include a
touch screen
monitor, receipt
printer, clear
operating
instructions as to
when to insert
materials, to wait
to insert items,
how many items
to insert at one
time, when to
wait, and when to
continue to insert
items. The public
should be able to
insert an item
every 2 seconds.
As an option, a
red, yellow and
green light system
as visual clues to
assist the public in
when to insert
items, and a
patron option to
print a receipt or
not.
5.13.10 Proposed system C
must handle a
minimum of 600 Our Intelligent Return patron and staff units can
items per hour at handle 1200 items per hour, and our sorter unit
the public kiosks, can process 2700 items per hour. Our proposed
1,000 items per bins have a maximum capacity of 250 items, with
hour at the staff an average capacity of 215 items.
insertion point
and total
capacity for the
sorter and
conveyer system
should be 2,300
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items per hour.
The bins/material
storage container
should have a
minimum
capacity of 200
items
5.13.1 1 Proposed system C
should operate at
a noise level of 65 Our proposed system operated at 55 dB or less.
decibels or less
5.13.12 Proposed system C
should use a
standard 120 volt
outlet
5.13.13 Proposed system C
should give the
library the ability When reconfiguring any system components, we
to expand or highly recommend involving our AMH team, in
reconfigure the order for optimum efficiency and troubleshooting.
system with
minimum effort,
with no vendor
intervention
required, and the
ability to reuse
pieces already
purchased.
5.13.14 State whether Bibliotheca manufactures our own equipment,
your company via reputable, industry-leading fabricators. We
manufactures assemble, install, and service all of our products
materials sorting and service offerings.
equipment. If not,
who is the
manufacturer of
the equipment?
5.13.15 Installation of C
materials sorting
equipment must bibliotheca installs our own equipment.
be included. If the
installation is
subcontracted or
outsourced, the
company doing
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the installation
must be named.
5.13.16 Describe the C
maintenance and
support plans and For more information about the details of our
costs for the support and maintenance plans, please see the
material sorting Support section in the appendix of this proposal.
equipment. Policies for replacing parts and equipment are
Include policies included in all of our service offerings.
for replacement Bibliotheca manufactures our own equipment,
of part and via reputable, industry-leading fabricators. We
equipment. If you assemble, install, and service all of our products
are not the and service offerings.
manufacturer of We offer a one year warranty on every part of our
the materials solution for Coppell Public Library. For information
about our phone and live support, please see the
sorting and
handling Support section in the appendix of this proposal.
equipment,
identify the
manufacturer.
Describe the
warranty and any
phone or live
support included.
5.13.17 Describe how If chosen, one staff member will be designated as
much staff (in the routine maintenance and troubleshooting
FTE), the Cozby point of contact.
Library and If this method is chosen as a part of our support
Community offering,
Commons will
need for system
implementation,
management,
operation, routine
maintenance and
troubleshooting.
Describe the level
of experience
staff will need to
work directly with
the system.
5.13.18 Describe how the Our proposed AMH solution is a customized
proposed system offering. Small details, such as receipts and
will be screens that your patrons see can be customized
customizable. I as well in Command Center.
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