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HomeMy WebLinkAboutMINUTES - 01042005 - C100 : .. Contra TO: BOARD OF SUPERVISORS r FROM: Anne Cain, County Librarian Costa �6 DATE: January 11, 2005 `O ra` ----- `� County SUBJECT: Authorize the Purchasing Manager to Issue a Request for Proposals to Study Radio Frequency Identification(RFID) Technology and Automated Materials Handling for the Library SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION Authorize the Purchasing Manager to issue a Request for Proposals seeking a consultant or firm to investigate the appropriateness and cost of Radio Frequency Identification (RFID) technology and automated materials handling for the library. FINANCIAL IMPACT The library has budgeted funds in its 2004/05 budget to conduct this study. The actual funding amount will be determined after bids are received. BACKGROUND In the late 1990s, libraries began replacing their electro-magnetic and bar code systems, currently used by the Contra Costa County Library, with Radio Frequency Identification (RFID) systems. In the last year or so an increasing number of public libraries are looking at RFID technology as a way to save staff time, reduce personnel costs, reduce staff injuries and improve security and inventory control. In addition to these benefits of RFID technology, it is important for the Contra Costa County Library to study this technology now because of the many libraries currently being planned, designed and constructed to be branches of the Contra Costa County Library. RFID technology and automated materials handling systems have significant design and space requirements. Most of the new libraries in the Bay area that have opened in the last year or so (i.e. Livermore, Santa Clara City, etc.) are utilizing some combination of RFID technology and automated materials handling. It is critical that the library be able to advise the cities and their architects as to our long-term plans for library technology. f°x CONTINUED ON ATTACHMENT: N YES SIGNATURE: D RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE aAPPROVE MOTHER SIGNATURE(S)., ACTION OF BON N € s-{ E S APPROVED AS RECOMMENDED �' OVER a. VOTE OF SUPERVISORS: 1 HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF UNANIMOUS(ABSENT ._.3 :--- ) AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD AYES: NOES: OF SUPERVISORS ON THE DATE SHOWN. ABSENT: ABSTAIN: x 2r Contact: ATTESTED J, N SWEETEN,C RK OFT E BOARD OF cc: County Library Jt�PERVISOR$AND COUNTY ADMINISTRATOR County Administrator lr ; County Auditor Tom Whittington,Dept,of information Technology,313-1305 By t`-.' F _ 2 ` Deputy Ed Woo,Department of Information Technology,313-1227 Kevin Dickey,Department of Information Technology,313-1226 Danielle R.Merida,County Counsel,313-1800 Kevin Berenson,County Purchasing Manager,313-7300 O:\bos\rBd.doc Authorize the Purchasing Manager to Issue a Request for Proposals to Study Radio Frequency Identification (RFID)Technology and Automated Materials Handling for the Library Page 2 At the same time, self-check systems have become very popular with both patrons and library staff. The Contra Costa County Library currently has self-check systems at 18 of its 23 libraries. Self-check systems have allowed the library to handle its increasing circulation without additional staff. Moving to RFID self-check out would allow patrons to check in or check out several,rather than just one, item at a time. The San Francisco, Berkeley and Santa Clara City libraries all report that reduction of repetitive stress injuries is one of the reasons they have implemented, or are considering implementing, RFID systems. In addition, with RFID, inventory-related tasks can be done in a fraction of the time as with bar code readers. A whole shelf of books can be read by the RFID reader with one sweep of the portable reader that then reports which books are missing or miss-shelved. Security is another aspect of library operations that may be greatly improved with RFID-based security systems. As patrons leave the library, the RFID tags are read to ensure that all items have been checked out. Automated sorting systems are also available and sorting can be accomplished automatically with RFID. As books are dropped into the book drop, the reader reads the tag and uses the automated sorting system to return the book back to the shelves or elsewhere. Libraries have traditionally acted to protect the privacy of their patrons and it is important, if the Contra Costa County Library moves towards using RFID technology, that the technology be developed in concert with established privacy principles and that the library identify and follow best practices guidelines. The library is seeking a consultant to study this issue and to develop options and costs to move to RFID technology, if appropriate. The library will return to the Board of Supervisors with the results of the study once it is completed. The library is grateful to the following people for reviewing the Request for Proposals and providing helpful suggestions and guidance: Tom Whittington, Department of Information Technology Fd Woo, Department of Information Technology Kevin Dickey, Department of Information Technology Danielle R. Merida, Deputy County Counsel Kevin Berenson, County Purchasing Manager C O N T R A C O S T A C O U N T Y L I B R A R Y Radio Frequency Identification (RFID) and Automated Materials Handling Planning Request for Proposals Contra Costa County requests proposals from qualified individuals or firms to investigate the appropriateness and cost of RFID technology and automated materials handling for the Contra Costa County Library. If a decision is made to move forward with RFID technology and automated materials handling, the consultant will be asked to create an implementation plan. This is a two-part proposal. A library consultant or consultant firm responding to the RFP should possess demonstrated skills and experience in technology planning and implementation. Firms and consultants with recent relevant experience are encouraged to apply. RFP Issue Date January 12, 2005 RFP Submittal deadline February 7, 2005 5 p.m. Contra Costa County Library Contact: Susan Caldwell, Administrative Services Officer Contra Costa County Library 1750 Oak Park Boulevard Pleasant Hill, CA 94523 Telephone: (925) 646-6423 email: scaldwel@ccclib.org Fax: (925) 646-6461 January ti,2005 Page 1 o:�oswaamwiao-r,�i .d« Radia Frequency Identification (RFID) Implementation Project Contra Costa County Library January, 2005 I. Summary Contra Costa County is seeking an independent evaluation of radio frequency identification (RFID) technology and automated materials handling and the creation of an implementation plan, if appropriate, that will integrate RFID technology into the twenty-three branch locations of the Contra Costa County Library and two branch libraries that are currently under construction and automated materials handling in new library facilities, if appropriate, as they are planned. Contra Costa County is issuing this Request for Proposal and will work with the County Library to prepare and execute the agreement with the consultant. A management team consisting of staff of the County Library, the Department of Information Technology and others will recommend the selection of the consultant to the Board of Supervisors and will oversee the project. II. Scope of Project Part 1. Evaluating RFID Technology and automated materials handling for Contra Costa County Library Contra Costa County Library (CCCL) currently has twenty-three branch locations with two new branches under construction. In Contra Costa County, local communities are responsible for financing and constructing library facilities. At the request of the City, the libraries are operated as community libraries as part of the Contra Costa County Library. Several additional cities or communities within Contra Costa County are planning new libraries that will either replace existing library facilities or will be a first-time library. Library staff is involved in planning these new libraries. One of the library's responsibilities, working with others, is to advise cities about current and future library technology and space needs for library technology. As new libraries are opened, Contra Costa County Library anticipates increased usage of collections without a corresponding increase in staffing. To meet increased service goals and maximize the use of limited resources, the Library has introduced several technology applications to enhance patron self-service, which permits patrons to checkout materials without the assistance of library personnel. The purpose of this RFP is to investigate RFID technology and automated materials handling. The consultant will conduct an independent evaluation of Contra Costa County Library's circulation procedures and technology and issue a report detailing whether the use of radio frequency identification and automated materials handling systems are appropriate to adopt as an alternative technology for the current barcoding system. The report will address the following in assessing RFID's major applications: • Will RFID and Automated Materials Handling reduce the amount of time required to perform operations such as circulation, inventory control, and shipments between libraries as compared to our current system? [e.g., staff productivity]. January 11,2005 Page 2 O:\BOS\rfid consultant-final rfp.doc Radio Frequency Identification (RFID) Implementation Project Contra Costa County Library January, 2005 • Is it sensible, logical and cost effective to purchase and use an Automated Materials Handling System without RFID implementation? • What is the cost benefit/analysis or return-on-investment for both RFID and Automated Materials Handling for the Contra Costa County Library and individual community libraries? What is the cost to convert a library and its collection to RED technology? • Are there recommended ratios for number of self-check machines and size of collections or circulation? Are there recommended ratios for automated materials handling systems and size of collection or circulation? • Do RFID systems provide security for library materials? How is security provided with some libraries using RFID technology and others using Barcodes? How is security provided for materials checked out in a library using RFID technology and returned to a library using barcode technology? How strong is the security against"hacking"? • What is the impact on self-service options for the public [e.g., patron convenience]? How will the self-checkout process be different with RFID technology from the patron's perspective? Do the library's existing self-checkout machines work with both bar code and RFID technology for all formats of material? • What is the reliability of the technology and the benefits of a higher rate of reliability [e.g., security of materials]? • What is the inventory capability and the benefits of an RFID automated inventory system [e.g., facilitate electronic inventorying and shelf-reading]? • What are the ergonomic benefits for a staff work environment? Are there any disadvantages? • What are the privacy issues associated with RFID technology and what steps should the library take to ensure the confidentiality and privacy of circulation practices (i.e. data elements to be stored and not stored)? • How much staff training will be required? • Will additional staff be needed to administrate the system? • What type of continued Vendor service and support will be needed and available? • Will the RFID system provide daily,weekly, monthly, etc. reporting? • What are the capacity planning, upgrades, recovery issues (alternatives to system failures including the mean time between failure of any new RFID integrated system)? • Proprietarily versus open source; what are the options? • Does the RFID system maintain audit logs on (un)authorized accesses and what is the capacity and overhead considerations for auditing functions? • Will the system proposed be able to maintain individual user accounts and passwords for non- repudiation purposes? • Will the system proposed be able to use discretionary 'need to know' access controls for super user(sysadmin), system and database accesses? • What are the system and data recovery considerations? Will this require additional human and technical resources than are currently in place? January 11,2005 Page 3 o AsQSVfld ,—hx� ,fuW dp.a« Radio Frequency Identification (RFID) Implementation Project Contra Costa County Library January,2005 Part 2: RFID Implementation Project If the Library decides to implement RFID technology, it will do so in phases. The selected bidder, hereafter referred to as the consultant, working with the library management team, will create this phased implementation plan. The RFID system must co-exist with current configuration of barcoding and security equipment, creating what is called a hybrid system. The Library now uses a barcoding system with 3M self- check workstations, including the following: 18 3M self-check workstations at 15 locations 20 3M Tattle Tape security systems at 20 locations The implementation plan will include, but not be limited to: • Recommended options, including cost, for a hybrid approach with new libraries planned for RFID technology and existing libraries utilizing bar code technology. Recommendations should be provided for all relevant functions, including acquisitions, vendor provided preprocessing, and intra-library delivery in addition to circulation functions. • Recommended best practices for ensuring that the hybrid approach is invisible to library customers, enhances the library's self-service goals, provides security for library materials and enhances the flow of material among the 23-+-community libraries. • Recommended options, including costs, for a phased implementation to move existing libraries to RFID technology, if appropriate. • Recommended timeline for implementation • A plan to introduce RFID technology to the public and identify the issues associated with the use of both bar code and RFID from the perspective of library customers • An analysis of ongoing costs to maintain and support RFID technology and automated materials handling systems. Consultant may be asked to assist with the development of a Request for Proposals for an RFID vendor. IIL Participants The consultant will be expected to work with a staff task team that will have general oversight responsibilities for the project. IV. Project Timeline January 12, 2005 Issue RFP February 7, 2005 Proposals due February 2005 Consultant selection process March 2005 Consultant begins work on Phase 1 April 2005 Consultant issues report and preliminary recommendations, Phase I May 2005 hoard of Supervisors review of recommendations, Phase I June 2005 Consultant begins work on Phase 11 July 2005 Consultant issues report and preliminary recommendations, Phase II August 2005 Consultant completes final report and recommendations, Phase 11 January 11,2005 Page 4 0 OS\maco Itant-nwlrfp,a« Radio Frequency Identification (RFID) Implementation Project Contra Costa County Library January, 2005 V. Project Deliverables The consultant shall provide the deliverables as outlined in Parts 1 and 2 of this RFP and in accordance with the agreement between the County and the consultant. The County must approve any deviation from the approved scope of work in advance in writing. VL Consultant Selection Process and Evaluation Criteria Selection Process Of primary importance in the selection of a consultant will be the overall quality of the proposal as evidenced by previous accomplishments and a demonstrated willingness to work with County officials, staff, and the public. Consultants interested in providing these services to the Contra Costa County Library will prepare a proposal that adheres to the following format: Table of Contents Cover letter: Firm name, address, phone number and contact person regarding the proposal, brief firm history including the consultant's current permanent staff size. Firm qualifications: Areas of expertise, scope of services provided, relevant experience including description of each project, role of professional for that project and date completed. Key personnel Proposed project management structure, including the project consultant and individuals that will be assigned to the project. Project workplan: Describe the project understanding, detailed project approach and methodology. List specific tasks. Project schedule: A timeline for completing the project including start date, milestones and target completion dates. Costs: Cost of project, including the total hours and hour rates by staff classification, and the resulting all-inclusive fee for which the requested work will be done for each Phase. Fees must include all anticipated costs, including travel,per diem, out of pocket expenses and taxes. References: Five references from clients with similar projects must be submitted along with the names and telephone numbers of contact persons. January EI,2005 Page 5 OABOSvfld-1WI-sW fp d- Radio Frequency Identification (RFID) Implementation Project Contra 'Costa County Library January,2005 Evaluation Criteria The consultant will have extensive experience in the area of library technology planning and implementation plus a proven ability to work with public agencies, library staff, and the community. Bidders may be asked to appear for an oral interview. Proposals will be evaluated and ranked according to the following criteria by a team selected by the County: 1. Consultant qualifications and recent relevant experience: • Qualifications of the firm and resume of project consultant • Recent experience with comparable projects, including a list of all contracts for similar services • An understanding of current and future library technology • Quality of references from previous projects • Feedback from list references 2. Demonstrated understanding of project requirements: • Content and thoroughness of the proposal which demonstrates the consultant's understanding of the task and familiarity with the types of issues applicable to the project • Understanding of the scope of the work 3. Project approach, work program, and quality assurance program • Technical approach including how the consultant will conduct the work required, necessary site visits, information collection, progress reports, etc. • Detailed approach to completing the project • Overall quality and responsiveness/completeness of proposal 4. Ability to complete project in a timely manner and costs • Proposed project schedule, including major tasks and completion dates • Description of resources, including personnel, to conduct each phase of the project • Current workload of firm and consultant • Cost of the project with the total hours and hourly rates by staff classification and the resulting all-inclusive fee for which the requested work will be done for each phase. Fee must include all anticipated costs, including travel, per diem, out of pocket expenses, and taxes. The County reserves the right to reject any and all proposals. Proposals may be rejected if they show any alterations of form or contain conditional bids or incomplete bids. The County also reserves the right, in its sole discretion, to waive any alterations. Nothing in this Request for Proposal is intended to or shall be interpreted to require acceptance of the lowest-priced proposal, and the County reserves the right to accept any proposal that best meets the County's needs, regardless of price. Bidders may be asked to appear for oral interviews. January 11,2005 Page 6 0:00svram d1xn rv,.1,fp d.c Radio Frequency Identification (RFID) Implementation Project Contra Costa County Library January, 2005 Additional Provisions Consultant agrees that it is an independent contractor and that its officers and employees do not become employees of the County nor are they entitled to any employee benefits as County employees as a result of executing an agreement with the County. This RFP or any resulting contract shall not be construed to create the relationship of agent, partnership, joint venture or association. Consultant may not assign or transfer its interest in any agreement with the County, any interest therein or claim thereunder, without prior written approval of the Board of Supervisors. The County may terminate any agreement resulting from this RFP at any time by giving the selected consultant a thirty (30) day written notice of such termination. County may terminate any agreement at any time, upon 24 hours written notice, upon a material breach of any term of any agreement by the consultant. Time is of the essence in each and all the provisions of this RFP and any resulting agreement. V11. General Requirements Five(5),copies of the proposal must be received by 5 p.m. on February 7, 2005 at: Contra Costa County Purchasing 1220 Morello Avenue, Suite 210 Martinez,California 94553 Proposals received after the deadline will not be considered. Questions concerning this RFP and the project should be directed to: Devin Berenson, County Purchasing Manager 1220 Morello Avenue, Suite 210 Martinez,California 94553 Telephone: (925) 313-7300 Fax. (925)313-7319 E-mail: kbere a7gsd.co.eontra-costa.ca.us Ianuary 11,2005 Page 7 W80Sw.a m w ua-rnul rfp,dW