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San Mateo Public Library Automated Handling System RFP

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RFP Corrections | Vendor Questions

This Request for Proposal (RFP), issued by San Mateo Public (Library) is for the replacement of the Library’s automated materials handling system which shall work in conjunction with the Library’s integrated library system (ILS), Sierra.

The scope of the project includes removing the existing system and the removal (or possibly modification) of the existing conveyance, installing a new system, and providing support and maintenance of the system for the next ten years.

All questions must be emailed and directed to Monica Schultz, Schultz@plsinfo.org




Correction #1: Page 5, Section 1.4.3. second paragraph should read: The manufacturer of the system, Tech-Logic provided quarterly preventative maintenance visits from installation through 2009. Starting in 2009, Tech-Logic contracted with BancTek (a local company) to provide the preventative maintenance visits; however, the service provided by BancTek was deemed to be unsatisfactory by the Library so this contract was terminated 6/30/2011.

Correction #2: Page 6. Section 1.4.3. fourth paragraph should read: The Library is seeking proposals for two different AMH designs. One design is based on a simple 100% high capacity bin strategy (AMH Design #1) and the other design includes configuring each sort destination with one or more types of bins, carts or other receptacles (AMH Design #2). Both AMH Designs are further described in Appendix B.

Correction #3 Section 2.10 Project Schedule should read

2.10. Project Schedule

The proposal shall include a detailed project schedule for the entire project from final design, and demolition to installation, configuration, and training.

The proposal shall include a project manager to oversee the project to ensure that it meets the requirements of the Library and to be the key contact for the entire installation.  The proposal should include key milestones and dependencies and clearly indicate who is responsible for each task.

Correction #4.  The AMH Worksheets state that the drive-up patron return be provided with no interface; however, this is not required.  The Library does not object to some kind of screen at the drive-up return as long as the return can be configured to accept all material (such as donations or material with no RFID tag).

And to clarify, the walk-up returns MUST have a patron interface (touchscreen) and must have two possible modes.  One mode would accept all items even if they are not recognized (e.g. no RFID tag).  Another mode would cause the items to be returned to the person trying to induct them with a Library-customized message telling the patron why the item is being returned and what to do.  Switching between these two modes must be easy for staff and, ideally, could be configured to switch from one mode to another on a pre-defined schedule.




Vendor Questions

Q: Are there any labor restrictions, or requirements that might be pushed down from  the City (e.g., Davis Bacon Act, prevailing wage requirements, etc.)?
A: City requires contractors to pay prevailing wage
Q: During our site visit meeting last week, we could not see what power service is available in certain areas of the building to power the conveyor system that is currently employed. For instance, we know that there is one or possibly two power boxes located in closets where the inside book drops are located. Can you provide updated drawings showing where these powers sources are located and the voltage and amp supply is made available?
A: According to Thomas Egan (Bldg. Maintenance worker who has troubleshooted problems), the current book sorter was installed as the building was being commissioned and that there are no “as built” electrical drawings. He also noted that the book sorter has a large electrical demand, so much so that power has been drawn from several electrical panels on all floors. You do not see many electrical connections as they are probably under the raised floor.
Q: Will the city accept the selected vendor’s subcontractors (e.g. electricians who may need to install electrical boxes).
A: As long as they are CA licensed electrical contractors and install per local electrical codes, we will be good with them (CA licensed, DIR registered, fully insured, with a good safety record).
Q: Who at the City can assist the project with regard to informing the selected vendor of permits and inspections of their work?
A: The project manager (Monica Schultz) will work with Community Development Dept. to arrange for permits and inspections