Agenda - 11-08-2012 - 5e - Laserfiche WebLink

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1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date:November 8, 2012 Action Agenda Item No.5-e SUBJECT: Request for Proposals (RFP)Awards–LibraryAutomation DEPARTMENT:PUBLICHEARING: (Y/N)No Library & Financial Services ATTACHMENT(S):INFORMATION CONTACT: List of FirmsLucinda Munger,919-245-2528 Clarence Grier,919-245-2453 Annette Moore, 919-245-2317 PURPOSE: To consider awarding two RFP’s for the following: Radio Frequency Identification System(RFID) fromBibliotheca, Inc. of Norcross, Georgia; and Integrated Library System (ILS) from Innovative Interfaces, Inc. ofEmeryville, California. BACKGROUND: North Carolina General Statute 143-129.8 allows for the use of the Request for Proposals (RFP) process for technology acquisitions such as these that allow for an award to be made to the “best overall” proposal. Financial Services’ Purchasing staff and Library staff developed the RFPs that would not only address current needs, but also provide systems that will serve the County into the future. While the Library issued two concurrent RFPs, the new RFID and ILS systems will be implemented together as a comprehensive library automation solution.The RFID provides improved security for materials and facilitates self-service check out, whileILS provides automated collection and circulation management. The RFPs wereadvertised in both the local newspaper and onthe County website. Twelve companies receivedRFID RFP 367-5186, and thirteencompanies receivedILS RFP 367-5187. Alist of those companiesis attached.Three companies responded to the RFP for RFID, and five companies respondedto the RFP forILS.After athorough evaluation of the RFPs, a committee consisting of Library staff chose to invite all three of the RFID respondents and the top three respondents from the ILS firms for extensive hands-on demonstrations. The firms invited for demonstrations are highlighted on the attached list. Once the demonstrations were completed, the committee unanimously agreedthat theRadio Frequency Identification System(RFID) from Bibliotheca, Inc. of Norcross, Georgia be recommended for award; and the Integrated Library System (ILS) from Innovative Interface, Inc. ofEmeryville, Californiabe recommended for award.The first year cost for the RFID system is $58,220.69 with annual maintenance of $4,189.33 for years two through five.The first year cost for the ILS system is $138,505with annual maintenance of $57,118 for years two through five.