LAPTOP VENDING SOLUTION

expired opportunity(Expired)
From: Pueblo county library district(County)
7-2021

Basic Details

started - 15 Sep, 2021 (about 2 years ago)

Start Date

15 Sep, 2021 (about 2 years ago)
due - 30 Sep, 2021 (about 2 years ago)

Due Date

30 Sep, 2021 (about 2 years ago)
Bid Notification

Type

Bid Notification
7-2021

Identifier

7-2021
Pueblo County Library District

Customer / Agency

Pueblo County Library District
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REQUEST FOR PROPOSAL LAPTOP VENDING SOLUTION REQUEST FOR PROPOSAL DATE: August 27, 2021 PROPOSALS DUE NLT: September 30, 2021 RFP # 7-2021 RFP# Number NAME Page 1 of 9 1. General Information: A. Overview: The Pueblo City-County Library District, herein after (PCCLD) is soliciting proposals from qualified vendors to provide 48 laptop bays in three separate locations including 12 in a youth-focused area, 12 in a teen-focused area, and 24 in an adult-focused area. In addition to the four kiosks, PCCLD is seeking the cost for a five year service agreement to include annual licensing, support, and maintenance. Laptop vending solutions would minimize the staffing resources needed to manage a laptop borrowing program and would empower customers to self-manage computer use at the library. B. RFP Schedule: RFP issued: August 27, 2021 On-Site Visits and Questions Due by 3:00 pm: September 17, 2021 Proposals due by 3:00 pm: September 30, 2021 Anticipated Contract Award Date October 29, 2021
Anticipated installation March 1, 2021 C. RFP Submittal: Proposals are to be submitted via email, clearly identified with the RFP number and RFP title plus the word Submittal or "Proposal" in the email subject field, with all attachments, no later than 3:00 pm local time on September 30th to: Alexandria Romero, Director of Finance Pueblo City-County Library District Email: alexandria.romero@pueblolibrary.org Submittals without this subject identification may be considered routine emails, and may not be properly addressed. Each complete proposal should include a scanned copy of the signed original with all required attachments. All proposals are to be created using a recent version of Microsoft Office Word and/or .pdf file. Proposals received after the above required date and time will be received, but will not be considered and will be rejected for lateness. D. All proposals submitted will become property of the PCCLD and will be considered a public document under applicable Colorado State law. E. Points of Contact: Questions and requests for clarification regarding this RFP must be addressed via US mail or email by 3 pm September 17, 2021 to: Pueblo City-County Library District ATTN: Jill Kleven 100 E. Abriendo Avenue Pueblo, CO 81004 Email: jill.kleven@pueblolibrary.org RFP# Number NAME Page 2 of 9 mailto:alexandria.romero@pueblolibrary.org Questions and requests for clarifications may be sent via email, provided that the RFP number, Title, and the words question and/or clarification are identified in the subject area of the email. Questions and requests without this subject identification may be considered routine emails, and may not get properly addressed. All questions and requests for clarification will be responded to on PCCLDs web site http://www.pueblolibrary.org/about/requests (click on request for bids) to all respondents by September 24, 2021 Any responses by the PCCLD that are considered to be a change in the terms, conditions, and specifications of this RFP will be posted on the web site as an addendum. No communications of any kind may be considered a change to the terms, conditions, and specifications in this RFP unless posted as an official addendum on the web site. Communication from any other source, other than the above, should be considered as invalid with regard to this RFP. 2. General Terms & Conditions: A. Interested Parties: All interested vendors are invited to submit a proposal in accordance with the terms, conditions, and specifications contained herein. B. Tax Exemption: PCCLD, as a local government entity, is exempt from sales and use taxes. Bidders shall inform all prospective subcontractors and suppliers from whom they expect to obtain services or supplies of the tax-exempt status of PCCLD. Following the contract award, an exemption certificate will be furnished by PCCLD if the vendor requests. C. Expenses: PCCLD assumes no liability for payment of expenses incurred by vendors in the preparation and submission of proposals in response to this invitation. D. Non-Discrimination: The vendor agrees not to refuse to hire, discharge, promote, or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. E. Governing Law: The laws of the State of Colorado shall govern any contract executed between the successful vendor and PCCLD. Further, the place of performance and transaction of business shall be deemed to be in the County of Pueblo, State of Colorado, and in the event of litigation, the exclusive venue and place of jurisdiction shall be Pueblo County in the State of Colorado. F. Confidentiality: Proposal submitted to PCCLD for consideration shall be subject to Colorado Open Record Law, Section 24-72-201, et seq., C.R.S., after award is made. RFP# Number NAME Page 3 of 9 G. Termination of Contract: PCCLD may, by written notice to the successful vendor, terminate the contract if the vendor has failed to perform its service in a manner satisfactory to PCCLD per specifications defined in the contract and/or RFP. The date of termination shall be stated in the notice. PCCLD may cancel the contract upon thirty days written notice for any reason other than cause. This may include, but is not limited to PCCLDs inability to continue with the contract due to the elimination or reduction in funding. H. Non-Appropriation: PCCLD presently intends to carry out and perform all of the terms and conditions of an awarded contract, and reasonably believes that funds in amounts sufficient to pay all amounts payable hereunder can legally be provided and made available for that purpose, and PCCLD shall include in its annual budget request amounts sufficient to pay all sums payable pursuant to an awarded contract. Notwithstanding the foregoing, the parties hereto recognize that it is possible that in any given fiscal year of the PCCLD funds might not be available. PCCLD shall have the right to cancel any awarded contract at the end of any calendar year during the term hereof that governmental funding from Pueblo County, Colorado is not granted for the subsequent calendar year. PCCLD shall advise vendor of its intention to cancel the awarded contract due to lack of funds on or before the end of any such calendar year and submit therewith to vendor satisfactory evidence showing PCCLDs inability to obtain the required revenues for the coming calendar year. Upon such cancellation PCCLD shall be released from all further liability under any awarded contract. The right granted to PCCLD by this provision may only be exercised for the express reason stated and for no other reason. I. Confidentiality of Information: The vendor acknowledges that the vendor will, or may, be making use of, acquiring or adding to information about certain matters and things which are confidential to PCCLD and which information is the exclusive property of PCCLD, including, but not limited to: Internal personnel and financial information, vendor names and other vendor information (including vendor characteristics, services and agreements), purchasing and internal cost information, internal services and operational manuals, and the manner and methods of conducting PCCLDs business. 3. Proposal Preparation: A. Exceptions and Deviations: Any exceptions to or deviations from these Terms & Conditions must be identified, in writing, on an attachment to the proposal submission. PCCLD reserves the right to accept or reject, at its sole discretion, any exceptions or deviations by the vendor. B. Substantive Proposals: By submitting a proposal, the vendor guarantees that (1) its proposal is genuine and is not made in the interest of, or on behalf of, any undisclosed person, firm, or corporation; (2) it has not directly or indirectly induced or solicited any other respondent to put in a false or sham RFP# Number NAME Page 4 of 9 bid; (3) it has not solicited or induced any other person, firm, or corporation from proposing; and (d) it has not sought by collusion to obtain for itself any advantage over any other vendor or over PCCLD. C. Minimum Qualifications: To be considered for selection, vendors must meet at least the following minimum qualifications: (1) Established Business. Vendor must have been engaged for ten years of business prior to the release date of this RFP. (2) Customer Satisfaction, Financial Resources and Ability to Perform. Vendor must be able to show proof that they have an established satisfactory record and have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the services to be performed per this RFP. (3) Legal Compliance. Vendor must be in compliance with all applicable laws, rules, regulations, and ordinances of the City of Pueblo, the State of Colorado and the United States. (4) Insurance: The vendor shall not commence work until it has procured, maintains, and provides proof of the policies of insurances and liabilities listed below. The vendor will not be relieved of any liability, claims, or other obligations in conjunction with the signed agreement with the Library by reason of its failure to procure or maintain the necessary insurance and liabilities. Failure on the part of the vendor to obtain such insurance and liabilities prior to, and during the term of the contact, will constitute a breach of contract in which the Library has the right and may immediately terminate the signed agreement. The Library reserves the right to request and receive a copy of any policy related to services provided to the Library. (a) Commercial General Liability: The vendor shall secure and maintain, during the term of agreed contract and for such additional time for service being performed, Commercial General Liability Insurance issued to and covering the liability of the vendor with respect to all work performed by vendor and its third party vendors under the contract, to be written on a comprehensive policy form. This insurance shall be written in amounts not less than $1 million for each occurrence and aggregate for personal injury including death and bodily injury and $1 million for each occurrence and aggregate for property damage. This policy of insurance shall name the Pueblo City-County Library District, its agents, officers and employees as additional insured. This policy shall have all necessary endorsements to provide coverage without exclusion for explosion and collapse hazards, underground property damage hazard, blanket contractual coverages, as well as Owners and vendors RFP# Number NAME Page 5 of 9 Protective Liability (OCP) coverage. The policy shall also provide coverage for contractual liability assumed by vendor under the provisions of the contract and Completed Operations and Projects Liability coverage. (b) Workers Compensation Insurance: The vendor shall procure and maintain Workers Compensation Insurance, fully complying with the provisions of the Workers Compensation Act of the State of Colorado, during the period of this contract and for such additional time as work on this project is being performed D. Submission Information and Documents: The following information and documents shall be included in the proposal submission: (1) Name of company, address, telephone number, facsimile number, email address, website URL, and contact persons name. (2) Vendor awarded the contract must submit a completed and signed IRS Form W9 to PCCLD before contract begins. E. Signatures: The proposal must be submitted in ink, signed by an officer or person qualified to bind the proposing company. F. Withdrawal of Proposal: A Vendor may withdraw its own proposal at any time prior to the proposal due date and time as identified herein. After that date and time, no vendor may withdraw its proposal for any reason. All proposals shall be valid for a period not less than 90 calendar days after the proposal due date. 4. Selection: A. Vendor Selection: No proposal will be considered unless it is complete. All proposals submitted will be first screened to determine minimum vendor qualifications as outlined in this RFP. The proposals will be ranked, based on total cost and the ability of the proposing vendor to provide the required services effectively. Proposals that do not meet these minimum requirements will automatically be rejected and shall not undergo further evaluation. B. Right of Acceptance and Rejection: PCCLD reserves the right to accept or reject any or all proposals and to waive any formalities, informalities, and deviations, which, in its opinion, best serve the interests of PCCLD. PCCLD is not bound to accept the lowest priced proposal, but will select the proposal that represents the best value for PCCLD. C. Negotiation: Subsequent to the Proposal due date, PCCLD reserves the right to negotiate terms and conditions with vendors. PCCLD reserves the right to negotiate modifications to a proposal with a single vendor without obligation to negotiate similar modifications with other vendors. RFP# Number NAME Page 6 of 9 5. Key Personnel: PCCLD prefers a single account relationship manager. In the vendors proposal, list names, titles and locations of the primary and backup employees who will be assigned to PCCLDs account. Also include certifications, education, experience and qualifications of personnel. The vendor must establish one person to serve as project manager and liaison to the PCCLD project manager. PCCLD looks to the vendor to inform the needs of the project, maintain a cohesive schedule, and coordinate, oversee and manage work produced. Therefore, the vendor must establish a work schedule for all parties to ensure timely completion of the project. In addition to the start and completion of various construction stages, the schedule shall also show percentages of work to be completed at any given time, as well as significant dates that will serve as check points to determine compliance with approved schedule. 6. Competitive Position: Describe what differentiates the vendors service from that of other competitors. Include in the discussion how the vendor keeps abreast of current and future trends. Discuss the vendors approach to communication. 7. Customer References: Provide references from at least three (3) customers to which the vendor has provided the services required under this RFP. These should be recent customers with needs comparable to those of PCCLD. Select a mix of long-standing and new customers. Library or other governmental references are preferred. References should include a contact name and phone number and address of reference. 8. Scope of Work: The scope of this proposal requires 48 bays to be provided in three different areas- 12 in a childrens focused area, 12 in a teen focused area, and 24 in an adult focused area. This proposal should also include the cost of a five year service agreement to include licensing, support, and maintenance per kiosk after the first year.The vending systems must interface with the Librarys current ILS, Koha. Koha will provide a Standard Interchange Protocol 2 (SIP2) connection, which will allow the vending system to interface with the ILS. Please describe how the checkout from the machine will work with Koha via SIP2. PCCLD will provide the laptops housed in the vending machines. Vendor should provide a description of devices and software that is supported. Vendor should also specify their means for ensuring laptops are secured both physically and the software is returned to a preset state after it is used by the patron. A. Service Requirements: In addition to furnishing the vending kiosks themselves, the vendor must maintain the kiosks for an initial period of one (1) year. The Library requests that vendors provide a maintenance program quote for an additional four (4) years of operation as an alternate cost. B. Warranty and Maintenance: The vendor must provide a full service warranty and maintenance program for the system for the first year of operation RFP# Number NAME Page 7 of 9 beginning on the date of final system acceptance. Warranty will include all service including labor, parts, materials, and preventive maintenance for operational hours. Warranty is defined as Contractor fully absorbing the costs of parts, labor, travel, and/or transportation to repair or replace any defective vending system parts, including all hardware, software, bays, etc. and maintaining the system in operating condition for a minimum of one year. Warranty shall include preventive maintenance visits per year as recommended by manufacturer. The service representative shall observe and record all operating parameters in complete service reports signed by a Library representative. Copies of all service reports shall be provided to Library staff upon completion of all service calls. Also included during warranty is full documentation provided in a format acceptable to Library of all service activities including, but not limited to, corrective and preventative maintenance during the warranty period. 1. Service technicians must be fully trained, factory authorized, and certified by the manufacturer to perform service. 2. Contractors service technicians are expected to carry parts required to service the equipment in the usual course of operation in order to reduce downtime. If needed, Library can store commonly used spare parts onsite. 3. The service agreement will include remote technical troubleshooting and software support. 4. Warranty and service requirements apply to both standard and optional system components. 5. Failure of Vendor to meet specified service call response times may be deemed grounds for termination. 6. Manufacturer warranties for equipment and software shall pass through to the Library and at no additional cost to Library. 7. Bidders must indicate in their proposals any manufacturer and/or vendor warranty options and their associated costs. 8. Maintenance technicians of Vendor shall provide personal and physical support services within a reasonable amount of time to the Librarys location in Pueblo, Colorado. Bidders shall note office locations of eligible service providers. C. Performance 1. General: a. The Library shall be able to request service on a 24hour basis using a toll free 800 number or equivalent Internet or phonebased system. b. Technical software phone support will be provided via a toll free 800 number or equivalent Internet or phonebased system. 2. Training: a. Contractor shall provide onsite training for Library staff, manuals and operator guides, as well as written instructions for cleaning RFP# Number NAME Page 8 of 9 b. Contractor shall provide system administration and technical training to Library staff during and after installation of the AMH system. D. Miscellaneous 1. Vendor shall provide monthly usage reports to designated PCCLD staff member. 2. Vendor shall provide custom kiosk graphics with PCCLDs logo. 3. Vendor shall provide deep freeze software. 9. Proposal Requirements A. Describe your qualifications and experience in providing three laptop vending solutions for similar institutions and similar circumstances. B. Describe your firms approach to providing services to PCCLD as described in the Scope of Work and elsewhere in this RFP. C. Provide a sample engagement document to include costs to PCCLD for the services as proposed. 10. Evaluation and Selection PCCLD will review proposals submitted by the RFP deadline and selecting a winning firm. PCCLD reserves the right to interview a short list of proposing firms. PCCLD will negotiate a contract with the selected firm. PCCLD will select the proposed services and terms that are most advantageous to it. 11. Right of Acceptance and Rejection PCCLD reserves the right to accept or reject any or all proposals and to waive any formalities, informalities, and deviations, which, in its opinion, best serve the interests of PCCLD. PCCLD is not bound to accept the lowest priced proposal, but will select the proposal that represents the best value for PCCLD. RFP# Number NAME Page 9 of 9

100 E Abriendo Ave., Pueblo, CO 81004Location

Address: 100 E Abriendo Ave., Pueblo, CO 81004

Country : United StatesState : Colorado

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