03.07 Library Purchase of AMH Sorter �°���* AGENDA ITEM
�'�'� October 9 2018
'���,�;,� �
�
Reviewed/Verifie
City Mana r
TO: Honorable Mayor and Finance D' ector �
Members of the City Council To Be Presen ed By:
THRU' R1Ck Otto X Cons Calendar _ City Mgr Rpts
• Clty ManageT Council Reports _ Legal Affairs
Boards/Cmtes Public Hrgs
FROM: DaVe Curtis � Admin Reports Plan/Environ
Library Services Director
1. SUBJECT
Authorize the first amendment to Agreement 6270 with Bibliotheca for purchase of a
replacement sorter and associated maintenance for the sorter and all Radio Frequency
Identification(RFID) equipment for the Orange Public Library&History Center.
2. SUMMARY
This provides for upgrade and replacement of the existing Automated Materials Handling
(AMH) sorter for Orange Public Library & History Center which has reached end-of-life.
Purchasing the sorter from Bibliotheca, our current vendor ensures compatibility with the
existing RFID self-service equipment, security gates, software, and the RFID tags that are affixed
to every item in the collection.
3. RECOMMENDATION
1. Authorize sole source upgrade and purchase of a replacement AMH sorter from Bibliotheca
for an amount not to exceed$183,580 (plus tax), and;
2. Authorize renewal of annual maintenance service for all RFID equipment through FY 23/24,
and;
3. Authorize Mayor and City Clerk to execute the First Amendment to Agreement(AGR) 6270
on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this amendment is $216,165 and will be funded in RFID sorter
Replacement(20267)through Library Facility Fees(573).
ITEM 3 •� . 1 10/9/18
5. STRATEGIC PLAN GOAL(S)
4. Provide outstanding public service.
c. Enhance technology to improve public accessibility to information and services.
6. GENERAL PLAN IMPLEMENTATION
5.0 Meet the educational, cultural, civic, information, recreation, business, and life-long learning
needs of residents through the provision of library resources.
5.1 Continue to expand, coordinate and modernize the City's public library system, ensuring that
it becomes the premier information and learning resource for the City to meet the needs of
Orange's growing and diverse population.
7. DISCUSSION and BACKGROUND
In 2005, the Library conducted a competitive process for RFID self-service checkout equipment
and an AMH sorter. Integrated Technology Group (ITG) ranked as the first choice and
Bibliotheca ranked second from a field of seven bid responses. In April 2011, ITG and
Bibliotheca merged as "Bibliotheca" and has since become the global leader of RFID for
libraries.
The Bibliotheca RFID equipment has been integral to the Library providing a high level of
customer service to patrons despite staffing vacancies realized during the last economic
downturn. The self-service checkout equipment processes more than half of the daily checkouts
at the Orange Public Library & History Center (OPL & HC), and the sorter checks-in and
presorts ninety-five percent of the daily returns.
Staff planned for the eventual replacement of the self-service equipment and the AMH sorter
through two capital improvement projects approved by City Council during the budget process.
RFID Self-Service Replacement OPL & HC (20240) was approved for FY 15/16, and RFID
Sorter Replacement(20267)was approved for FY 17/18.
In 2015, the City executed AGR 6270 with Bibliotheca to upgrade the RFID self-service
checkout machines and security gates at the OPL & HC based on similar discounted pricing
extended through the Carlsbad City Library agreement with Bibliotheca. Staff completed that
project in August 2017, and it was well received by library patrons who love the updated features
of the new self-service equipment.
ITEM 2 10/9/18
ovtions
With completion of the above project, the sorter is twelve years old and has reached end-of-life. �
Staff considered three options with regard to the legacy sorter: 1) issue a Request for Proposals
(RFP) for 'a new sorter and conduct a competitive bid process, 2) upgrade to the latest sorter
model with current vendor Bibliotheca, and 3) do not replace the sorter. The consultant-led RFP
process in 2005 spanned nine months and cost $30,000. Stringent requirements to guarantee
interoperability between a new sorter and the recently purchased RFID self-service equipment
would likely narrow the field of bid responses. Staff considered the option of not replacing the
sorter, but since its e�ciencies compensate for staff vacancies this option is not recommended.
Staff concluded that upgrading with the current vendor eliminates the time and expense
.associated with an RFP, provides a savings on hardware, software and annual maintenance costs,
and guarantees compatibility and interoperability between the new sorter and existing RFID
equipment and tags.
Library staff has met with Bibliotheca numerous times over the last several months to discuss
options, vet questions, and review configurations for a proposed replacement to the Flex AMH
sorter. Staff made a site visit to Solana Beach Library(San Diego County) in Apri12018 to meet
with their staff and see the recently installed Flex AMH sorter in a live setting.
The County of San Diego issued an RFQ in 2017 for an AMH sorter for the Solana Beach
Library and they received responses from four vendors, including Bibliotheca. Following their
selection process, a purchase agreement was executed with Bibliotheca in May 2017. San Diego
County Contract #555957 is attached for reference. The configuration of the AMH sorter for
Orange Public Library (OPL) is twice the capacity of the Solana Beach system, i.e., ten-bin
system vs, five-bin system. Other variances include additional sorter tables, bins, and ten
additional segments of smart conveyance. Bibliotheca is extending similar pricing for base
components including patron and staff induction, sorter functionality, and software.
Staff Recommendation
Staff is recommending the City Council authorize this first amendment to AGR 6270 to upgrade
and replace the existing AMH sorter, and provide annual maintenance service for the sorter and
all RFID equipment. Maintaining the partnership with Bibliotheca ensures compatibility
between the new sorter, the recently installed RFID self-service equipment, and RFID tags
affixed to the Library's collection. Bibliotheca is extending pricing similar to County of San
Diego's competitively bid pricing, and is discounting annual maintenance for all RFID hardware
and software. �
ITEM 3 10/9/18
Over the last 12 years Bibliotheca staff has been accessible and easy to work with, and their
products have performed exceptionally well through their stated lifespan. Bibliotheca provides a
single software interface, libraryConnect, which monitors the "health" status of all compatible
RFID products and facilitates the diagnosis and reporting of hardware and software issues.
Bibliotheca is a SirsiDynix Preferred Partner, and all Bibliotheca RFID equipment is compatible
with the Library's SirsiDynix integrated library system. Bibliotheca is the chosen RFID vendor
for other libraries in Orange County including: Huntington Beach,Newport Beach, Fullerton, and
Placentia.
Project Cost
Flex AMH Sorter $183,580
Tax (7.75%) 14,227
Project Contingency* (10%) 18,358
TOTAL $216,165
*Contingency is budgeted to cover costs such as installation of dedicated electrical circuits, data
cabling, and purchase of a camera and display monitor for patron viewing of returned items.
8. ATTACHMENTS
• Bibliotheca& Orange Public Library Amendment 1 —Attachment A
• County Contract 555957 Agreement with Bibliotheca for an AMH Sorter—County
of San Diego (Solana Beach)—Attachment B
ITEM 4 10/9/18
Attachment A
111 blbllOthec�i
'rransformir�r libraries
Bibliotheca & Orange Public Library - Amendment 1
Effective: August 17, 2018
CONFIDENTIAL, City of Orange and Bibliotheca use only
�ll bibliothecc�
tiansiormu�g libraries
Amendment
THIS AMENDMENT TO AGREEMENT 6270 is made and entered into this day of
, 2018, by Bibliotheca, LLC, a corporation in the State of Delaware, USA, with
offices at 3169 Holcomb Bridge Rd., Ste. 200, Norcross, Georgia 30071 and 403 Hayward Ave.
North, Oakdale, Minnesota 55128 (hereinafter referred to as "Bibliotheca") and City of Orange,a
municipal corporation, located at 300 East Chapman Avenue, Orange, California 92866
(hereinafter referred to as "Customer" or OPL).
RECITALS
WHEREAS, Customer desires to amend the Agreement 6270 ("Original Agreement") dated
October 30,2015 to include additional equipment and service; and
WHEREAS, Bibliotheca is willing to provide such products and services that together comprise the
system(s) listed above and is willing to provide such products and services pursuant to all the terms
and conditions in the Original Agreement;and
WHEREAS, Bibliotheca is willing to amend the term for an additional 5 years ending 4/29/24.
NOW THEREFORE,in consideration of the mutual covenants of the Parfies ("Parties"or"Party"shall
be defined as Bibliotheca and Customer), and other good and valuable consideration, the
receipt and sufficiency of which are hereby acknowledged, Bibliotheca and Customer have
agreed and do hereby enter into this Agreement according to the provisions set forth herein:
WITNESSETH: In the event of conflicting provisions, all documents shall be construed according to
the following priorities:
l. Any properly executed amendment or change order to the Original Agreement (most
recent with first priority), and
2. The Original Agreement, and
3. Any attachments or exhibits included with the Original Agreement.
TERM AND TERMINATION
Term
The effective date of this Agreement shall be the date indicated above and shall extend until
4/29/24. unless terminated earlier under one of the termination provisions contained in the
Original Agreement.The first-year warranty shall begin on the ship date.
Products and Service Pricinc�
Support and maintenance for previously purchased products shall be paid in advanced of
renewal date. (see Exhibit 1)
Purchase of Automated Materials Handling System will be$183,579.69 (plus any applicable taxes).
The pricing includes removai and recycling of existing sorter. Supporf and maintenance for new
Automated Materials Handling System shall be paid in 12-month installments in advance and shall
auto-renew on an annual basis of the ship date.Subsequent years of support and maintenance
and subscriptions fees are to be paid annually in advance on the anniversary of the ship date.
Following the first year of system operation, support and maintenance will be subject to annual
increases. (See Exhibit 1 and Exhibit 2)
. . . - . . ...-
►ll bibliotheca
transtorniina librarics
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first hereinabove
written.Signature below indicates agreement to all written terms in this document and its exhibits:
BIBLIOTHECA, LLC DBA BIBLIOTHECA CITY OF ORANGE
���
Signature: r Signature:
Name: Matthew Bellamy Name:
Title: President Americas
���� `�� Title:
Date: �
Date:
ATTEST:
Mary E. Murphy, City Clerk
APPROVED AS TO FORM:
Gary A. Sheatz
Senior Assistant City Attorney
. . . - . . ...-
�!i bibliotheco,
trans�cm�ir��Iih��arles
Exhibit 1
Service Renewal RFID-6/25/18-4/30/19
� . -. . -.
... -.
. .- �. - . �. - . �
Comprise Smart Terminal 234170300064 . 6/25/2018 4/30/2019 $599.00 $599.00 $508.74
Comprise Smart Terminal 234170300065 ' 6/25/2018 4/30/2019 . $599.00 $599.00 $508.74
Comprise Smart Terminal 234170300066 6/25/2018 4/30/2019 $599.00 $599.00 $508.74
Comprise Smart Terminal 234170300067 6/25/2018 4/30/2019 $599.00 $599.00 $508.74
Comprise Smart Terminal 234170300068 6/25/2018 4/30/2019 $599.00 $599.00 $508.74
selfCheck 1000D 0103946 6/25/2018 4/30/2019 $1,499.00 $1 ,199.00 $1,018.33
selfCheck 1000D 0103957 6/25/2018 4/30/2019 $1,499.00 $1 ,199.00 $1,018.33
selfCheck 1000D 0103959 6/25/2018 4L30/2019 $1,499.00 $1 ,199.00 $1,018.33
selfCheck 1000D . 0103695 6/25/2018 4/30/2019 $1,499.00 $1 ,199.00 $1,018.33
selfCheck 1000 0083514 6/25/2018 4/30/2019 $1,499.00 $1 ,199.00 $1,018.33
IibraryConnect Individual License License 6/25/2018 4/30/2019 $249.00 $99.00 $84.08
IibraryConnect Individual License. License 6/25/201 S 4/30/2019 $249.00 . $99.00 $84.08
IibraryConnect Individual License License 6/25/2018 4/30/2019 $249.00 $99.00 $84.08
IibraryConnect Individual License License � 6/25/2018 4/30/2019 $249.00 $99.00 $84.08
lib[aryConnect Individual License License 6/25/2018 4/30/2019 $249.00 $99.00 $84.08
IibraryConnect Individual License License 6/25/2018 4/30/2019 $249.00 $99.00 $84.08
IibraryConnect Individual License License 6/25/2018 4/30/2019 $249.00 $99.00 $84.08
� $12,233.00 $9,783:00 $8,308.85
Service Renewal Pricing RFID 5/1/19-4/30/24
.
... -. i
. .- . � � � � � �
FlexCheck Staff
Station bib018005 $199.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
RFID gateT^"
400 Tri le Aisle bib018009 $1,499.00 $825.00 $825.00 $849.75 $875.24 $901.50 $928.54
RFID gateT""
400 Tri le Aisle bib018011 $1,499.00 $825.00 $825.00 $849.75 $875.24 $901.50 $928.54
RFID
Workstation
Shielded USB bib018012 $199.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
RFID
Workstation
Shielded USB bib018013 $199.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
RFID
Workstation '
Shielded USB bib018014 $199.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
RFID
Workstation
Shielded USB bib018016 $199.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
RFID
Workstation
Shielded USB bib018017 $199.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
RFID
Woricstation
Shielded USB bib018015 $199.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
RFID
Workstation
Shielded USB bib018018 $199.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
. . . - . . •..- �
►el bibliotheca
� transfor��iing libranez
RFID
Workstation
Shielded USB bib018019 $199.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
RFID
' Workstation
Shielded USB 6249574 $199.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
RFID. •
Workstation
Shielded USB 6249573 $199.00 $99.00 $99.00 $101.97 $905.03 $108.18 $111.43
smartstock 110
(Power Reader
, Inventory
Wand bib018008 $799.00 $799.00 $799.00 . $822.97 $847.66 $873.09 $899.28
Comprise Smart 23417030
Terminal 0064 $599.00 $599.00 $599.00 $616.97 $635.48 $654.54 $674.18
Comprise Smart 23417030
Terminal 0065 $599.00 $599.00 $599.00 $616.97 $635.48 $654.54 $674.18
Comprise Smart 23417030
Terminal 0066 $599.00 $599.00 $599.00 $616.97 $635.48 $654.54 $674.18
Comprise Smart 23417030 -
Terminal 0067 $599.00 $599.00 $599.00 $616.97 $635.48 $654.54 $674.18
Comprise Smart 23417030
Terminal 0068 $599.00 $599.00 $599.00 $616.97 $635.48 $654.54 $674.18
selfCheck .
1000D Desktop
Kiosk 0103946 $1,499.00 $1,199.00 $1,199.00 $1,234.97 $1,272.02 $1,310.18 $1,349.49
selfCheck �
1000D Desktop
Kiosk 0103957 $1,499.00 $1,199.00 $1,199.00 $1,234.97 $1,272.02 $1,310.18 $1,349.49
selfCheck
1000D Desktop
Kiosk 0103959 $1,499.00 $1,199.00 $1,199.00 $1,234.97 $1,272.02 $1,310.18 $1,349.49
selfCheck
1000D Desktop
Kiosk 0103695 $1,499.00 $1,199.00 $1,199.00 $1,234.97 $1,272.02 $1,310.18 $1,349.49
selfCheck
1000D
Freestanding '
Kiosk 0083514 $1,499.00 $1,299.00 $1,299.00 $1,337.97 $1,378.11 $1,419.45 $1,462.04
IibraryConnect
Individual
License-For
selfCheck License $249.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
IibraryConnect
Individual
License-For
selfCheck License $249.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
IibraryConnect
Individual
License-For
Selfcheck License $249.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
IibraryConnect
, Individual
License-For
selfCheck License $249.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
IibraryConnect
Individual
License-For
selfCheck License $249.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
. . . - . . ...-
�ll bibliothec�
Iransfomrng lii�rories
IibraryConnect
Individual
License—For
Securit Gates License $249.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
IibraryConnect
Individual
License—For
Securit Gates License $249.00 $99.00 $99.00 $101.97 $105.03 $108.18 $111.43
$18,219.00 $13,321.00 $13,321.00 $13,720.63 $14,132.25 $14,556.22 $14,992.90
Service Renewal Pricing flexAMH System (year 2 to begin 1 year affer installation)
. . - .-
flexAMH 10 bin
sorter with 1 �
induction and
conve ance TBD $16,376.73 $17,195.56 $18,055.34 $18,958.11
. . . - . . ...- .
►llbibliothecc�
transfor�7�ing libraries
403 Hayward Ave N
Oakdale, MN 55128
3169 Nolcomb Bridge Rd., Ste.200
Norcross, GA 30071
www.bibliotheca.com
info-usQbibliotheca.com
Attachment B
COiTNTY CONTRACT NUMBER 555957 __ __
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS FIANDLER SORTER,
INSTALLATION,SI�PPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
50FTWARE
This Agreement ("AgreemenY') is made and entered into on the date shown on the signature page ("Effective Date") by and
between the County of San Diego,a political subdivision of the State of Califomia("Count}�')and Contractor Bibliotheca,LLC
located at 3169 Holcomb Bridge Road,Suite 200("Contractor"),with reference to the following facts:
RECITALS
A. Pursuant to Administrative Code section 401, the County's Duector of the Departrnent of Purchasing and Contracting is
authorized to award this Contract to provide an automated materials handler, installation, shipping, training, and
maintenance agreement of hazdwaze and softwaze.
B. Contractor is specially trained and possesses certain skills, experience, educadon and competency to perform these
services.
C. The Chief Administrative OfFicer made a determination that Contractor can perform the services more economically and
efficiently than the County,pursuant to Secrion 703.10 of the County Charter.
D. The Agreement shall consist of this document, Exhibit A Statement of Work, Exhibit A-1 Contractor's Quote, E�chibit B
Insurance Requirements and Eachibit C,Pricing Schedule. In the event that any provision of the Agreement or its Exhibits,
A,B or C,conflicts with any other term or condition,precedence shall be:First(lst)the Agreement; Second(2nd)Exhibit
B;Third(3rd)Exhibit A;Fourth(4th)Exhibit C;Fifth(5`�)Exhibit A-1.
NOW THEREFORE,for valuable consideration,the receipt and sufficiency of which is hereby acknowledged,the parties agree
as follows:
ARTICLE 1
PERFORMANCE OF WORK
1.1 Standard of Performance. Contractor shall, in good and workmanlike manner and in accordance with the highest
professional standards, at its own cost and eacpense, furnish all of the labor, technical, administrative,professional and all
other personnel, all supplies and materials, equipment, printing, transportation, facilities, and all other means whatsoever,
except as herein otherwise expressly specified to be fumished by County,necessary or proper to perform and complete the
work and provide the services required of Contractor by this Agreement.
1.2 Contractor's Representative. The person identified on the signature page("Contractor's Representative") shall ensure that
Contractor's duties under tlus Agreement shall be performed on behalf of the Contractor by qualified personnel;Contractor
represents and wanants that(1)Contractor has fulfilled all applicable requirements of the laws of the State of Califomia to
perform the services under this Agreement and (2) Contractor's Representative has full authority to act for Contractor
hereunder. Contractor and County recognize.that the services to be provided by Contractor's Representative pursuant to
this Agreement are unique: accordingly, Contractor's Representative shall not be changed during the Term of the
Agreement without County's written consent. County reserves the right to terminate this Agreement pursuant to Clause 7.1
"Termination for DefaulY', if Contractor's Representative should leave Contractor's employ, or if, in County's judgment,
the work hereunder is not being performed by Contractor's Representative.
13 Contractor as Independent Contractor. Contractor is, for all purposes of this Agreement, an independent Contractor, and
neither Contractor nor Contractor's employees or subcontractors shall be deemed to be employees of the County.
Contractor shall perform its obligations under this Agreement according to the Conh�actor's own means and methods of
work which shall be in the exclusive chazge and under the control of the Contractor, and which shall not be subject to
control or supervision by County except as to the results of the work. Neither Contractor nor Contractor's employees or
subcontractors shall be entitled to any benefits to which County employees aze entitled, including without limitation,
overtime,rerirement benefits,workers' compensation benefits and injury leave.
1.4 Contractor's Asents and Emnlovees or Subcontractors. Contractor shall obtain, at Contractor's expense, all agents,
employees and subcontractors required for Contractor to perform its duries under this Agreement,and all such services shall
be performed by Contractor's Representative, or under Contractor's Representatives' supervision,by persons authorized by
law to perform such services. Retention by Contractor of any agent,employee or subcontractor shall be at Contractor's sole
cost and expense, and County shall have no obligation to pay Contractor's agents, employees or subcontractors; to support
any such person's or entity's claim against the Contractor;or to defend Contractor against any such claim.
Any subcontract or consultant agreement, which is in excess of fifty thousand dollazs ($50,000) or twenty five percent
(25%)of the value of the contract,whichever is less,or a combination of subcontracts or consultant agreements to the same
individual or firm for the Agreement period, or any subcontract or consultant agreement for professional medical or mental
health services, regardless of value, must have prior concurrence of the Contracring Officer's Representative ("COR").
Contractor shall provide Contracting Officer Representative with copies of all other subcontracts relating to this Agreement
entered into by Contractor within 30 days after the effective date of the subcontract. Such subcontractors of Contractor shall
� Services Template Page 1 of 19 rev 10/24/2014 v4 f
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
be notified of Contractor's relationship to County. "Subcontractor" means any entity, other than County, that furnishes to
Contractor services or supplies relevant to this Agreement other than standard commercial supplies, office space, and
printing services.
1.4.1 Contractor Responsibilitv. In the event any subcontractor is utilized by Contractor for any portion of the project,
Contractor retains the prime responsibility for cazrying out all the terms of this Agreement,including the responsi-
bility for performance and insuring the availability and retention of records of subcontractors in accordance with
this Agreement. No subcontract utilizing funds from this Agreement shall be entered into which has a term
extending beyond the ending date of this Agreement.
1.4.2 Mandated Clause. All subcontracts shall include the Standard Terms and Conditions required of Contractor
Articles 3,7,8,9, 10, 11, 12, 13, 14 and 16 herein.
1.43 County Approval. As idendfied above,all subcontracts under this Agreement shall have prior written approval of
the Contracdng Officer Representative. ,
ARTICLE 2
SCOPE OF WORK
2.1 Statement of Work. Contractor shall perform the work described in the "Statement of Work" attached as Exhibit"A"to
' this Agreement, and by this reference incorporated herein, except for any work therein designated to be performed by �
County.
2.2 Right To Acquire Equipment and Services. Nothing in this Agreement shall prohibit the County from acquiring the same
type or equivalent equipment and/or service from other sources,when deemed by the County to be in its best interest.
23 Responsibility For Equipment. For cost reimbursement Agreements, County shall not be responsible nor be held liable for
any damage to persons or property consequent upon the use,misuse,or failure of any equipment used by Contractor or any
of Contractor's employees,even though such equipment may be fiunished,rented,or loaned to Contractor by County. The
acceptance or use of any such equipment by Contractor or Contractor's employees shall be construed to mean that
Contractor accepts full responsibility for and agrees to exonerate, indemnify and hold harmless County from and against
any and all claims for any damage whatsoever resulting from the use, misuse, or failure of such equipment, whether such
damage be to the employee or property of Contractor, other Contractors, County, or other persons. Equipment includes,
but is not limited to material,computer hazdwaze and software,tools,or other things. '
2.3.1 Contractor shall repair or replace, at Contractor's expense all County equipment or fixed assets that are damaged
or lost as a result of Contractor negligence.
2.4 Non-Expendable Property Acquisirion. County retains tifle to all non-expendable property provided to contractor by
county, or which Contractor may acquire with fuuds from this Agreement if payment is on a cost reimbursement basis,
including property acquired by lease purchase Agreement. Contractor may not expend funds under this Agreement for the
acquisition of non-expendable properry having a unit cost of$5,000 or more and a normal life expectancy of more than one
year without the prior written approval of Conh�acting Officer Representative. Contractor shall maintain an inventory of
non-expendable equipment, including dates of purchase and disposition. Inventory records on non-expendable equipment
shall be retained, and shall be made available to the County upon request, for at least three yeazs following date of
disposition.Non-expendable properly that has value at the end of a contract(e.g.has not been depreciated so that its value'
is zero), and which the County may retain title under this pazagraph, shall be disposed of at the end of the Agreement as
follows: At County's option, it may: 1) have Contractor deliver to another County contractor or have another County
contractor pick up the non-expendable property;2)allow the contractor to retain the non-expendable property provided that
the con�actor submits to the County a written statement in the format directed by the County of how the non-expendable
property will be used for the public good;or 3)d'uect the Contractor to rehun to the County the non-expendable property.
ARTICLE 3
DISENTANGLEMENT
3.1 GeneralObligarions .
At County's discrerion, Contractor shall accomplish a complete transition of the services as set forth in Exhibit A to this
Agreement (for purposes of this Article 3.1, these shall be referred to as the "Disentangled Services") being ternunated
from Contractor and the Subconiractors to County, or to any replacement provider designated by County, without any
interruprion of or adverse impact on the Disentangled Services or any other services provided by third parties. This process
, shall be referred to as the Disentanglement. Contractor shall fully�cooperate with County and any new service provider and
Services Template Page 2 of 19 rev 10/24/2014 v4 �
COUNTY CONTRACT NUMBER 555957
AGREEMENT WI'I'H BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS I3ANDLER SORTER,
INSTALLATION,SffiPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
otherwise promptly take all steps, including, but not limited to providing to County or any new service provider all
requested information or documentation, required to assist County in effecting a complete Disentanglement. Contractor
shall provide all information or documentation regarding the Disentangled Services or as otherwise needed for
Disentanglement,including,but not limited to,data conversion,client files,interface specifications,training staff assuming
responsibility,and related professional services. Contractor shall provide for the prompt and orderly conclusion of all work
required under the Agreement, as County may direct, including completion or partial completion of projects,
documentation of work in process,and other measures to assure an orderly transition to County or the County's designee of
the Disentangled Services. All Contractor work done as part of the Disentanglement shall be performed by Contractor and
will be reimbursed by the County at no more than Contractor's costs,up to the total amount of this Agreement. Contractor
shall not receive any additional or different compensation for the work otherwise required by the Agreement. Contractor's
obligation to provide the Services shall not cease until the earlier of the following: 1)The Disentanglement is satisfactory
to County, including the performance by Contractor of all asset-transfers and other obligations of Contractor provided in
this Paragraph, has been completed to the County's reasonable satisfaction or 2) hvelve (12) months after the Expuation
Date of the Agreement.
3.2 Disentanglement Process
The Disentanglement process shall begin on any of the following dates: (i)the date County notifies Contractor that no
funds or insufficient funds have been appropriated so that the Term shall be terminated pursuant to the Agreement,.Article
7; (ii)the date designated by County not eazlier than sixty (60) days prior to the end of any initial or extended term that
County has not elected to extend pursuant to the AgreemenYs, Signattue Page, Contract Term; or (iii)the date any
Termination Notice is delivered,if County elects to terminate any or all of the Services pursuant to the Agreement,Article
7. Subject to Exhibit A Contractor's obligatiori to perform Disentangled Services, and County's obligation to pay for
Disentangled Services, shall expire: (A)when funds appropriated for payment under this Agreement aze exhausted, as
provided in this Agreement,Article 7; (B)at the end of the inirial or extended term set forth in this Agreement's,Signature
Page, Contract Term; or (C)on the Termination Date,pursuant to this Agreement, Article 7 (with the applicable date on
which Contractor's obligation to perform the Services expires being referred to herein as the "Expiration Date").
Contractor and County shall discuss in good faith a plan for determining the nature and extent of Contractor's
Disentanglement obligations and for the transfer of the Disentangled Services in process provided, however, that
Contractor's obligation under this Agreement to provide all Disentangled Services shall not be lessened in any respect.
33 Snecific Obli a� rions
The Disentanglement shall include the performance of the following specific obligations:
3.3.1 No Interruption or Adverse Impact
Contractor shall cooperate with County and all of the County's other service providers to ensure a smooth ttansition
at the time of Disentanglement, with no interruption of Disentangled Services or other work required under the
Agreement, no adverse impact on the provision of Disentangled Services or other work required under the
Agreement or County's activities,no interruption of any services provided by third parties, and no adverse impact
on the provision of services provided by third parties.
3.3.2 Third-Party Authorizations
Without limiting the obligarions of Contractor pursuant to any other clause in Ea�hibit A herein, Contractor shall,
subject to the terms of any third-patty contracts, procure at no charge to County any third-party authorizations
necessary to grant County the use and benefit of any third-party contracts between Contractor and third-party
contractors used to provide the Disentangled Services,pending their assignment to County. Similarly, at County's
direction,Contractor shall obtain all legally necessary client consents or authorizations legally necessary to transfer
client data to County or any new service provider.
3.33 Licenses to Prourietary Softwaze
For any soflwaze programs developed for use under County's contract, Coniractor shall provide a nonexclusive,
nontransferable, fully-paid, perpetual, irrevocable, royalty-free worldwide license to the County (or other service
provider, as the case may be), at no chazge to County,to use, copy, and modify, all Contractor Underlying Works
and Contractor Derivarives that would be needed in order to allow County to continue to perform for itself, or
obtain from other providers,the Services as the same might exist at the time of Disentanglement. Contractor shall
also provide County with a copy of each such program,in such media as requested by County,together with object
code, source code, and appropriate documentation. Contractor shall also offer to County the right to receive
maintenance (including all enhancements and upgrades) and support with respect to such Contractor Underlying
Works and Contractor Derivarives for so long as County requires, at the best rates Contractor is offering to other
major customers for services of a similar nature and scope.
Services Template Page 3 of 19 rev 10/24/2014 v4 �
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
3.3.4 Return.Transfer and Removal of Assets
33.4.1 Contractor shall return to County all County assets in Contractor's possession,pursuant to Pazagraph 2.4
of the Agreement.
' 3.3.4.2 County shall be entitled to purchase at net book value those Contractor assets used for the provision of
Disentangled Services to or for County,other than those assets expressly idenrified by the Parties as not
being subject to this provision. Contractor shall promptly remove from County's premises,or the site of
the work being performed by Contractor for County, any Contractor assets that County, or its designee,
chooses not to purchase under this provision.
3.3.5 Transfer of Leases.Licenses,and Contracts
Contractor, at its expense, shall convey or assign to County or its designee such fully-paid leases, licenses, and
other contracts used by Contractor, County, or any other Person in commecrion with the Disentangled Services, as
County may select, when such leases, licenses, and other contracts have no other use 6y Contractor. Contractor's
obligation described herein, shall include Contractor's performance of all obligations under such leases, licenses,
and other contracts to be performed by it with respect to periods prior to the date of conveyance or assignment and
Contractor shall reimburse County for any losses resulring from any claim that Contractor did not perform any such
obligations. , .
33.6 Delivery of Documentation
Contractor shall deliver to County or its designee, at County's request, all documentation and data related to
County, including, but not limited to, the County Data and client files, held by Contractor, and Contractor shall
destroy all copies thereof not turned over to County, all at no chazge to County. Notwithstanding the foregoing,
Contractor may retain one(1)copy of the documentation and data,excluding County Data,for archival purposes or
warranty support.
3.4 Findings Confidential. Any reports, informarion, data, etc., given to or prepazed or assembled by Contractor under this
Agreement which the County requests to be kept as confidential shall not be made available to any individual or
organizarion by the Contractor without the prior written approval of the County.
3.5 Publication.Reproducrion or Use of Materials. No material produced, in whole or in part,under this Agreement shall be
subject to copyright in the United States or in any other country. The County shall have unrestricted authority to publish,
disclose, distribute and otherwise use, in whole or in part, any reports, data or other matecials prepared under this
Agreement. All reports, data and other materials prepared under this Agreement shall be the property of the County upon
completion of this Agreement.
ARTICLE 4
COMPENSATION
The Payment Schedule, and/or budget aze in Exlubit C and the compensarion is on the Signature page. County will pay
Contractor the agreed upon price(s),pursuant to Exhibit C for the work specified in E�chibit A, Statement of Work. The County
is precluded from maldng payments prior to receipt of services (advance payments). Contractor shall provide and maintain an
accounting and financial support system to monitor and control costs to assure the Agreements completion. Invoices are subject
to the requirements below.
4.1 Fiscal for Fixed Pricin�.
4.1.1 General Principles. Conh�actor shall comply with generally accepted accounting principles and good business
pracrices, including all applicable cost principles published by the Federal Office of Management and Budget,
which can be viewed at http://www.whitehouse.gov/omb/circulars. Contractor shall comply with all Federal, State
and other funding source requirements. Contractor shall, at its own expense, fumish all cost items associated with
this Agreement except as herein othenvise specified in the budget or elsewhere to be fiunished by County.
4.1.2 Invoices. Payment for the services performed under this Agreement shall be in accordance with Exhibit C,unless
other payment methodologies are negotiated and agreed to by both Contractor and County. Contractor shall submit
approved invoices monthly to the Contracting Officer's Representative ("COR") for work performed in the
monthly period,accordingly. Contractor's monthly invoices shall be completed and submitted in accordance with
written COR instructions and shall include a statement certifying whether it is in compliance with Paragraph 8.15
of this Agreement
Services Template Page 4 of 19 rev 10/24/2014 v4
�
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
4.1.3 Pavments. County agrees to pay Contractor in arreazs only after receipt and approval by COR of properly
submitted, detailed and itemized original invoice referencing the Agreement number pursuant to Exhibit C.
Payment shall be NET 30 days from receipt and approval of invoice unless otherwise stated.
4.1.4 Full Compensation. Pending any adjustments by the COR, each invoice approved and paid shall constitute full and
complete compensation to the Contractor for all work completed during the billing period pursuant to Exlubit A
and Exhibit C. Contractor shall be entitled only to compensation, benefits, reimbursements or ancillary services
specified in this Agreement. Payment shall be NET 30 days from receipt and approval of invoice unless othenvise
stated.
4.1.5 Prompt Payment for Vendors and Subcontractors
4.1.5.1 Prompt payment for vendors and subcontractors.
4.1.5.1.1. Unless otherwise set forth in this paragraph, Contractor shall promptly pay its vendors and
subcontractor(s)for satisfactory performance under its subcontract(s)to this Agreement. Such
prompt payment shall be no later than thirty (30) days after Contractor receives payment for
such services from County and shall be paid out of such amounts as aze paid to Contractor
under this Agreement.
4.1.5.1.2 ,Contractor shall include a payment clause conforming to the standards set forth in Pazagraph
4.1.5.23 of this Agreement in each of its subcontracts, and shall require each of its
subcontractors to include such a clause in their subcontracts with each lower-tier subcontractor
or supplier.
4.1.5.2 If Contractor,after submitting a claim for payment to County but before making a payment to a vendor or
subcontractor for the goods or performance covered by the claim, discovers that all or a portion of the
payment otherwise due such vendor or subcontractor is subject to withholding from the vendor or
subcontractor in accordance with the vendor or subcontract agreement,then the Contractor shall:
4.1.5.2.1 Furnish to the vendor or subcontractor and the COR within three (3) business days of
withholding funds from its vendor or subcontractor a notice stating the amount to be withheld,
the specific causes for the withholding under the terms of the subcontract or vendor agreement;
and the remedial acrions to be taken by the vendor or subcontractor in order to receive payment
of the amounts withheld.
4.1.5.2.2 Contractor shall reduce the subcontractor's progress payment by an amount not to exceed the
amount specified in the notice of withholding furnished under paragraph 4.1.5.2.1 of this
Agreement and Contractor may not claim from the County this amount until its subcontractor
has cured the cause of Contractor withholding funds;
4.1.5.23 Upon the vendor's or subcontractor's cure of the cause of withholding funds, Contractor shall ,
pay the vendor or subcontractor as soon as practicable, and in no circumstances later than ten
(10)days after the Contractor claims and receives such funds from County.
4.1.5.3 Contractor shall not claim from County all of or that portion of a payment otherwise due to a vendor or
subcontractor that Contractor is withholding from the vendor or subcontractor in accordance with the
subcontract agreement where Contractor withholds the money before submitting a claim to County.
Contractor shall provide its vendor or subcontractor and the COR with the notice set forth in Paragraph
4.1.5.2.1 of this Agreement and shall follow Paragraph 4.1.5.23 of this Agreement when vendor or
subcontractor cures the cause of Contractor withholding its vendors or subcontractor's funds.
4.1.5.4 Overpayments. If Contractor becomes awaze of a duplicate contract financing or invoice payment or that
County has otherwise overpaid on a contract financing or invoice payment, Contractor shall immediately
notify the COR and request instntctions for disposirion of the overpayment.
4.1.6 Conditions Prerequisite To Payments. County may elect not to make a particular payment if any of the following
exists:
4.1.6.1 Misrepresentation. Contractor,with or without lrnowledge,made any misrepresentation of substantial and
material nahue with respect to any information fiimished to County.
4.1.6.2 Unauthorized Actions by Contractor. Contractor took any action pertaining to this Agreement, which
required County approval,without having first received said County approval.
4.1.63 Default. Contractor was in default under any terms and conditions of this Agreement.
Services Template Page 5 of 19 rev 10/24/2014 v4 /
5
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTAECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
4.1.7 Withholdin�yment. County may withhold payment until reports, data, audits or other informarion required
for Agreement administration or to meet County or State reporting or auditing requirements are received and
approved by COR or designee. The County may also withhold payment if,in the County's opinion,Contractor is in
non-compliance with this Agreement.
4.1.8 Availability of Funding. The County's obligation for paytnent of any Agreement beyond the current fiscal year is
conringent upon the availability of funding from which payment can be made. No legal liability on the part of the
County shall arise for payment beyond June 30 of the calendaz year unless funds aze designated by the County and
are made available for such performance.
County shall, in its sole discretion,have the right to terminate or suspend Agreement or reduce compensation and
service levels proportionately upon thirty(30) days'written notice to Contractor in the event that Federal, State or
County funding for this Agreement ceases or is reduced prior to the ordinary expiration of the term of this Agree-
ment. In the event of reduction of funding for the Agreement, County and Contractor shall meet within ten (10)
days of written notice to renegotiate this Agreement based upon the modified level of funding. In ttris case if no
agreement is reached between County and Contractor within 10 days of the fust meering,either party shall have the
right to terminate this Agreement within ten(10)days written notice of termination.
In the event of terminarion of this Agreement in accordance with the terms of this Secrion, Contractor shall be
entitled to retain all sums paid as of the effective date of such termination, subject to any payment offset to which
County may be enritled,for damages or otherwise,under the terms of this Agreement. In the event of termination
of this Agreement pursuant to this Section, in no event shall Contractor be entitled to any loss of profits on the
portion of this Agreement so terminated, or to other compensation, benefits, reimbursements or ancillary services
otherthan as herein expressly provided.
4.1.9 Disallowance. In the event the Contractor receives payment for services under this Agreement which is later
disallowed by the County, Contractor shall promptly refund the disallowed amount to County on request, or at its
option,County may offset the amount disallowed from any payment due or to become due to Contractor under any
Agreement with the County.
4.1.10 Maximum Price. During the performance period of this Agreement, the maximum price for the same or similar
items and/or services shall not exceed the lowest price at wluch Contractor then offers the items and/or services to
its most favored customer.
AR'I'ICLE 5
AGREEMENT ADMINISTRATION
5.1 County's Agreement Administrator. The D'uector of Purchasing and Contracting is designated as the Contracring officer
("Contracting Officer")and is the only County official authorized to make any Changes to this Agreement.The County has
designated the individual identified on the signature page as the Contracting Officer's Representative("COR")
5.1.1 County's COR will chair Contractor progress meetings and will coordinate County's Agreement administrative
functions. The COR is designated to receive and approve Contractor invoices for payment, audit and inspect
records,inspect Contractor services,and provide other technical guidance as required. The COR is not authorized to
change any terms and conditions of this Agreement. Only the Contracring Officer,by issuing a properly executed
amendment to this Agreement,may make changes to the scope of work or total price.
5.1.2 Notwithstanding any provision of this Agreement to the contrary, County's COR may make Administrative
Adjustments("AA")to the Agreement, such as line item budget changes or adjustments to the service requirements,
which do not change the purpose or intent of the Statement of Work, the Terms and Conditions, the Agreement
period or the total Agreement price. Each AA shall be in wriring and signed by COR and Contractor. All inquiries
about such AA will be referred d'uectly to the COR.
5.2 Aereement Progress Meetin� The COR and other County personnel, as appropriate, will meet periodically with the
Contractor to review the Agreement performance. At these meetings the COR will apprise the Conh�actor of how the County
views the Contractor's performance and the Contractor will apprise the County of problems, if any, being experienced The
Contractor shall also notify the Contracting Officer (in writing) of any work being performed, if any, that the Contractor
considers being over and above the requirements of the Agreement. Appropriate acrion shall be taken to resolve outstanding
issues. The minutes of these meetings will be reduced to writing and signed by the COR and the Contractor. Should the
Contractor not conc�r with the minutes,the Contractor shall set out in writing any azea of disagreement.Appropriate acfion will
be taken to resolve any azeas of disagreement.
Services Template Page 6 of 19 rev 10/24/2014 v4 �
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
ARTICLE 6
CHANGES
6.1 ContractinQ Officer. The Contracting Officer may at any time, by a written order, make changes ("Changes"), within the
general scope of this Agreement,in the definirion of services to be performed,and the time(i.e.)hours of the day,days of the
week, etc. and place of performance thereof. If any such Change causes an increase or decrease in the cost of, or the time
required for,the performance of any part of the work under this Agreement,whether changed or not changed by such an order,
an equitable adjustment shall be made in the Agreement price or delivery schedule, or both, and the Agreement shall be
modified in writing accordingly. Such changes may require Boazd of Supervisors approval.
6.2 Claims. Contractor must assert any claim for adjushnent under this clause within thirty(30)days from the date of receipt by the
Contractor of the notification of Change;provided,however,that the Conhacting Officer,if he decides that the facts justify such
action,may receive and act upon any such claim asserted at any time prior to final payment under this Agreement. Where the
cost of pmperty made obsolete or excess as a result of a change is included in the Contractor's claim for adjustment, the
Contracting Oflicer shall have the right to prescribe the manner of disposition of such property. Failure to agree to any
adjustment shall be a dispute concerning a question of fact within the meaning of the clause of this Agreement entitled
"Disputes" (Article 15). Aowever,nothing in this clause shall excuse the Contractor from proceeding with this Agreement as
changed.
� ARTICLE 7 �
SUSPENSION,DELAY AND TERMINATION
7.1 Ternunation For Default. Upon Contractor's breach of this Agreement, County shall have the right to terminate ttris
Agreement,in whole or part. Prior to termination for default,County will send Contractor written notice specifying the cause.
The norice will give Contractor ten(10)days from the date the notice is issued to cure the default or make progress satisfactory
to County in curing the default,unless a different time is given in the notice. If County determines that We default contributes to
the curtailment of an essential service or poses an immediate threat to life, health or property, County may terminate this
Agreement immediately upon issuing oral or written notice to the Contractor without any prior notice or opportunity to cure. In
the event of termination under this Article, all finished or unfinished documents, and other materials,prepared by Contractor
under this Agreement shall become the sole and exclusive property of County.
In the event of such termination, the County may purchase or obtain the supplies or services elsewhere, and Contractor
shall be liable for the difference between the prices set forth in the terminated order and the actual cost thereof to the
County. The prevailing mazket price shall be considered the fair repurchase price. Notwithstanding the above, Contractor
shall not be relieved of liability to County for damages sustained by County by virtue of any breach of this Agreement by
Contractor, and County may withhold any reimbursement to Contractor for the purpose of off-setting until such rime as the
exact amount of damages due County from Contractor is determined.
If, after norice of termination of this Agreement under the provisions of this clause,it is determined for any reason that the
Contractor was not in default under the provisions of this clause, the rights and obligarions of the parties shall, if tlus
Agreement contains a clause providing for termination for convenience of the County, be the same as if the notice of
termination had been issued pursuant to such clause.
7.2 Damages For Delay. If Conh�actor refuses or fails to prosecute the work,or any sepazable part thereof,with such diligence
as shall ensure its completion within the time specified in this Agreement, or any extension thereof, or fails to complete
said work within such time,County will be entitled to the resulting damages caused by the delay. Damages will be the cost
to County incurred as a result of continuing the current level and type of service over that cost that would be incurred had
the Agreement segments been completed by the time frame stipulated and any other damages suffered by County.
7.3 Countv Exemntion From Liabilitv. In the event there is a reduction of funds made available by County to Contractor under
this or subsequent Agreements, the County of San Diego and its Deparhnents, officers and employees shall incur no
liability to Contractor and shall be held harmless from any and all claims,demands,losses, damages,injuries, or liabilities
azising directly or from such action.
7.4 Full Cost Recovery Of Invesrigation And Audit Costs. Contractor shall reimburse County of San Diego for all d'uect and
indirect expenditures incurred in conducring an audibinvesrigarion when Contractor is found in violation(material breach)
of the terms of the Agreement. Reimbursement for such costs shall be withheld from any amounts due to Contractor
pursuant to the payment terms of the Agreement,or from any other amounts due to Contractor from County.
7.5 Termination For Convenience. The County may, by written notice stating the extent and effective date terminate this
Agreement for convenience in whole or in part,at any time. The County shall pay the Contractor as full compensarion for
work performed in accordance with the terms of this Contract until such terminarion:
Services Template Page 7 of 19 rev 10/24/2014 v4 �
COUNT'Y CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SffiPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
7.5.1 The unit or pro rata price for any delivered and accepted portion of the work.
7.5.2 A reasonable amount, as costs of termination, not otherwise recoverable from other sources by the Contractor as
approved by the County,with respect to the undelivered or unaccepted portion of the order,provided compensation
hereunder shall in no event exceed the total price.
7.53 In no event shall the County be liable for any loss of profits on the resulting order or portion thereof so terminated.
7.5.4 County's termivation of this Agreement for convenience shall not preclude County from taldng any action in law or
equity against Contractor for:
7.5.4.1 Improperly submitted claims,or
7.5.4.2 Any failure to perform the work in accordance with the Statement of Work,or
7.5.4.3 Any breach of any term or condition of the Agreement,or
7.5.4.4 Any actions under any warranty,express or implied,or
7.5.4.5 Any claim of professional negligence,or
7.5.4.6 Any other.matter arising from or related to this Agreement, whether known, l�owable or unknown
before,during or after the date of termination.
7.6 County reserves the right to temunate and/or prolubit, without prior notice, contractor and contractor's employees, •
subcontractors, or consultants from accessing County data systems, County owned software applicarions, including
websites,domain names,platforms,physical files,and/or treating patients/clients.
7.7 Suspension Of Work. The Contracting Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or
any part of the work of this contract for the period of time that the Contracting Officer determines appropriate for the
convenience of the Govemment.
7.8 Remedies Not Exclusive. The rights and remedies of County provided in this article shall not be exclusive and are in
addition to any other rights and remedies provided by law or under resulting order.
ARTICLE 8 �
COMPLIANCE WITH LAWS AND REGULATIONS
8.1 Compliance with Laws and Regularions. Contractor shall at all rimes perform its obligarions hereunder in compliance with
all applicable Federal, State, County, and local laws, rules, and regulations, current and hereinafter enacted, including
facility and professional licensing and/or certification laws and keep in effect any and all licenses, pernuts, notices and
certificates as are required. Contractor shall further comply with all laws applicable to wages and hours of employment,
occupational safety,and to fire safety,health and sanitation.
8.2 Contractor Permits and License. Contractor certifies that it possesses and shall continue to maintain or shall cause to be
obtained and maintained, at no cost to the County, all approvals, pemussions, pemuts, licenses, and other forms of
documentarion required for it and its employees to comply with all existing foreign or domestic statutes, ordinances, and
regulations, or other laws,that may be applicable to performance of services hereunder. The County reserves the right to
reasonably request and review all such applications, permits, and licenses prior to the commencement of any services
hereunder.
83 Eaual Onportunitv. Contractor shall comply with the provisions of Title VII of the Civil Riehts Act of 1964 in that it will
not discriminate against any individual with respect to his or her compensarion, terms, conditions, or privileges of
employment nor shall Contractor discriminate in any way that would deprive or intend to deprive any individual of
employment opportunities or otherwise adversely affect lus or her status as an employee because of such individual's race,
color,religion,sex,national origin,age,handicap,medical condirion,sexual orientarion or marital status.
8.4 Affirmative Action. Each Contractor of services and supplies employing fifteen (15) or more full-time permanent
employees, shall comply with the Affirmative Action Program for Vendors as set forth in Article IIIk (commencin�at
Section 84)of the San Diego County Administrative Code,which program is incorporated herein by reference. A copy of
this Affirmarive Action Program will be fiuvished upon request by COR or from the County of San Diego Internet web-site
(www.co.san-diego.ca.us).
8.5 Non Discriminarion. Contractor shall ensure that services and faciliries aze provided without regazd to ethnic group
identificarion, race, color, nation origin, creed, religion, age, sex, or physical, mental disability, political affiliation and
marital status in accordance with Title IX of the Education Amendments of 1972;Title VII of the Civil Riehts Act of 1964
(42 U.S.C. 2000-d),the Age Discrimination of 1975 (42 U.S.C. 6101), Article 9.5, Chapter 1, Part 1, Division 2, Title 2
Services Template Page 8 of 19 rev 10l24/2014 v4 �
� COUNTY CONTRACT NUMBER 555957
AGREEMENT R'ITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SI�PPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
(Section 11135,et seq)of the Califomia Govemment Code,Title 9,Chapter 4,Subchapter 6(Section 10800,et seq.l of the
CCR and California Dept of Social Services Manual of Policies and Procedures(CDSS MPPI Division 21.
8.6 AIDS Discrimination. Contractor shall not deny any person the full and equal enjoyment of, or impose less advantageous
terms, or restrict the availability of, the use of any County facility or participadon in any County funded or supported
service or program on the grounds that such person has Acquired Immune Deficiency Syndrome, AIDS-related complex
(ARC),or AIDS-related status(ARS),as those terms aze defined in Chapter 1,Section 32.1203,San Diego Countv Code of
ReQulatory Ordinances.
8.7 American With Disabilities Act(ADA) 1990. Contractor shall not discriminate against qualified people with disabilities in
employment,public services,transportation,public accommodations and telecommunications services in compliance with
the Americans with Disabiliries Act(ADA)and California Administrative Code Title 24.
8.8 Political Acriviries Prolubited. None of the funds, provided d'uectly or ind'uecfly, under this Agreement shall be used for
any political acrivities or to further the election or defeat of any candidate for public office. Contractor shall not utilize or
allow its name to be utilized in any endorsement of any candidate for elected office. Neither the Agreement nor any funds
provided thereunder shall be utilized in support of any partisan political activities,or acrivities for or against the election of
a candidate for an elected office.
8.9 Lobbvine. Contractor agrees to comply with the lobbying ordinances of the County and to assure that its officers and
� employees comply before any appearance before the County Boazd of Supervisors. Except as required by this Agreement,
none of the funds provided under this Agreement shall be used for publicity or propaganda purposes designed to support or
defeat any legislation pending before State and Federal Legislatures,the Board of Supervisors of the County,or before any
other local governmental entity.This provision shall not preclude Contractor from seeking necessary permits,licenses and
the like necessary for it to comply with the terms of this Agreement.
8.10 Reli�ious Activitv Prohibited. There shall be no religious worship, instructions or proselytization as part of or in connec-
tion with the performance of this Agreement.
8.11 Drug and Alcohol-Free Workplace. The County of San Diego, in recognition of individual rights to work in a safe,
healthful and productive work place, has adopted a requirement for a drug and alcohol free work place, County of San
Diego Drug and Alcohol Use Policy C-25. This policy provides that all County-employed Contractors and Contractor
employees shall assist in meeting this requuement.
8.11.1 As a material condition of this Agreement,the Contractor agrees that the Contractor and the Contractor employees,
while performing service for the County,on County property,or while using County equipment:
8.11.1.1 Shall not be in any way impaired because of being under the influence of alcohol or a drug.
8.11.1.2 Shall not possess an open container of alcohol or consume alcohol or possess or be under the influence of
an illegal drug.
8.11.1.3 Shall not sell, offer, or provide alcohol or an illegal drug to another person; provided, however, that the
foregoing restriction shall not be applicable to a Contractor or Contractor employee who as part of the
performance of normal job duties and responsibilities prescribes or administers medically prescribed
drugs.
8.11.2 Contractor shall inform all employees who are perfomung service for the County on County property or using
County equipment of the County objective of a safe, healthful and productive work place and the prohibition of
drug or alcohol use or impairment from same while performing such service for the County.
8.11.3 The County may ternunate for default or breach this Agreement,and any other Agreement the Contractor has with
the County, if the Contractor, or Contractor employees aze determined by the Contracting Officer not to be in
compliance with the conditions listed herein.
8.12 Board of Supervisors' Policies. Contractor represents that it is familiaz, and shall use its best efforts to comply, with the
following policies of the Board of Supervisors:
8.12.1 Board Policy B-67, which encourages the County's Contractors to ofFer products made with recycled materials,
reusable products, and products designed to be recycled to the County in response to the County's requirements;
and
8.12.2 Board Policies B-53 and B-39a, which encourage the participarion of small and disabled veterans' business
enterprises in County procurements;and
Services Template Page 9 of 19 rev 10/24/2014 v4 �
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
8.12.3 Zero Tolerance For Fraudulent Conduct In County Services. Contractor shall comply with County of San Diego
Board of Supervisors Policy A-120 "Zero Tolerance for Fraudulent Conduct in County Services." There shall be
"Zero Tolerance" for&aud committed by Contractors in the administrarion of County programs and the provision
of County services. Upon proven instances of fraud committed by independent Contractors in connection with
their performance under the Agreement,said Agreement shall be terminated;and
8.12.4 Interlocking Directorate. In recognirion of County Policy A-79, not-for-profit Contractors shall not subcontract
with related for-profit subcontractors for which an intetlocking relationship exist unless specifically authorized in
wriring by the Boazd of Supervisors;and
8.12.5 Zero Tolerance In CoachinQ Medi-Cal Or Welfaze Clients (Including Undocumented Immigrants). The County of
San Diego in recognition of its unique geographical location and the utilization of Welfare and Medi-Cal system by
foreign nationals who aze not legal residents of this county or country, has adopted a Zero Tolerance policy and
shall aggressively prosecute employees and Contractors who coach Medi-Cal or Welfare clients (including un-
documented immigrants),to obtain services for which they are not otherwise enritled.
As a material condition of this Agreement,Contractor agrees that the Contractor and Contractor's employees,while
perfornring service for the County,on County property or while using County equipment shall not:
(a) in any way coach, instruct, advise, or guide any Medi-Cal or Welfare clients or prospective clients who are
undocumented immigrants on ways to obtain or qualify for Medi-Cal assistance, for which' they are not
otherwise entitled.
(b) support or provide funds to any organization engaged directly or ind'uectly in advising undocumented
immigrants on ways to obtain or qualify for Medi-Cal assistance,for which they are not otherwise enritled.
Contractor shall inform all employees that are performing service for the County on County properiy or using
County equipment of County's Zero Tolerance Policy as referenced herein.
County may terminate for default or breach this Agreement and any other Agreement Contractor has with County,
if Contractor or Contractor employees are determined not to be in compliance with the conditions stated herein.
8.13 Cartwri h�Act. Following receipt of final payment under the Agceement, Confractor assigns to the County all rights,title
and interest in and to all causes of acrion it may have under Section 4 of the Clayton Act(15 U.S.C. Sec. 151 or under the
Cartwright act (Chapter 1�(commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions
Code arising from purchases of goods, materials, or services by the Contractor for sale to the County under this
Agreement.
8.14 Hazazdous Materials. Contractor shall comply with all Environmental Laws and all other laws, rules, regulations, and
requirements regarding Hazardous Materials, health and safety, notices, and training. Contractor agrees that it will not
store any Hazardous Materials at any County Facility for periods in excess of ninety(90) days or in violation of the
applicable site storage limitations imposed by Envuonmental Law. Contractor agrees to take, at its expense, all actions
necessary to protect third parties,including,without limitation,employees and agents of the County,from any exposure to
Hazardous Materials generated or urilized in its performance under this Agreement. Contractor agrees to report to the
appropriate govemmental agencies all dischazges, releases, and spills of Hazazdous Materials that are required to be
reported by any Environmental Law and to immediately notify the County of it. Contractor shall not be liable to the
County for the County's failure to comply with,or violarion of,any Environmental Law. As used in this section,the term
"Environmental Laws" means any and all federal, state or local laws or ordinances, rules, decrees, orders, regularions or
court decisions (including the so-called "common law"), including, but not limited to, the Resource Conservarion and
Recovery Act, relating to hazazdous substances, hazardous materials, hazardous waste, toxic substances, environmental
conditions or other similar substances or conditions. As used in this section the term "Hazardous Materials" means any
chemical, compound, material, substance or other matter that: (a) is a flammable, explosive, asbestos, radioactive nuclear
medicine, vaccine, bacteria, virus, hazazdous waste, toxic, overtly injurious or potenrially injurious material, whether
injurious or potentially injurious by itself or in combination with other materials;(b)is controlled,referred to,designated in
or governed by any Environmental Laws; (c) gives rise to any reporting, notice or publication requirements under any
Environmental Laws, or(d) is any other material or substance giving rise to any liability,responsibility or duty upon the
County or Lessee with respect to any third person under any Environmental Laws.
8.15 Debarment And Suspension. As a sub-grantee of federal funds under flris Agreement, Contractor certifies that it, its
principals,its employees and its subcontractors: ,
8.15.1 Are not presently debazred, suspended, proposed for debazment, declazed ineligible or voluntarily excluded from
covered transactions by any Federal Department or agency;
Services Template Page 10 of 19 rev 10/24/2014 v4
'O
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
8.15.2 Have not within a 3-yeaz period preceding tlus Agreement been convicted of or had a civil or administrarive
judgment rendered against them for the commission of fraud or a criminal offense or civil acrion in connection with
obtaining,attempting to obtain,or performing a public(Federal, State,or local)transaction;violarion of Federal or
State anti-trust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destrucrion of
records,making false statements,receiving stolen property;physical, financial or sexual abuse or misconduct with
a parient or client,or medical negligence or malpractice;
8.153 Are not presently indicted or othenvise criminally, civilly or administratively charged by a govemment entity
(Federal,State,or local)with commission of any of the offenses enumerated in the pazagraph above;and
8.15.4 Have not within a 3-yeaz period preceding this Agreement had one or more public transaction (Federal, State, or
local)terminated for cause or default.
8.16 Display of Fraud Hotline Poster(s). As a material term and condirion of this contract,Contractor shall:
8.16.1 Prominently display in common work areas within all business segments performing work under tius contract
County of San Diego Office of Ethics and Compliance Ethics Hotline posters;
8.16.2 Posters may be downloaded from the County O�ce of Ethics and Compliance
http://www.sdcountv.ca.gov/cao/oia.html
8.163 Addirionally, if Contractor maintains.a company website as a method of providing information to employees, the
Contractor shall display an electronic version of the poster(s)at the website
8.16.4 If the Contcactor has implemented a business ethics and conduct awareness program, including a reporting
mechanism,the Contractor need not display the County poster;
8.16.5 In the event Contractor subcontracts any of the work performed under this contract, Contractor include this clause
in the subcontract(s)and shall take appropriate steps to ensure compliance by the subcontractor(s).
8.17 False Claims Acts: Contractor and all Subcontractors shall provide information on the Federal and State Claims Acts
information annually to their employees providing services under this contract. The minimum acceptable information may
be found at www.cosdcompliance.org
ARTICLE 9
CONFLICTS OF INTEREST:CONTRACTOR'S CONDUCT
9.1 Conflicts of Interest. Contractor presently has no interest, including but not limited to other projects or independent
Agreements, and shall not acquire any such interest, direct or indirect,which would conflict in any manner or degree with
the performance of services required to be performed under this Agreement. The Contractor shall not employ any person
having any such interest in the performance of this Agreement. Contractor shall not hire County's employees to perform any
portion of the work or services provided for herein including secretarial,clerical and similaz incidental services except upon
the written approval of County. Without such written approval,performance of services under this Agreement by associates
or employees of County shall not relieve Contractor from any responsibility under this Agreement.
9.1.1 California Political Reform Act and Government Code Secrion 1090 Et Seq. Con�actor aclmowledges that the
Califomia Political Reform Act("AcY'), Govemment Code section 81000 et seq., provides that Contractors hued
by a public agency, such as County, may be deemed to be a"public official" subject to the Act if the Contractor
advises the agency on decisions or actions to be taken by the agency. The Act requires such public officials to
disqualify themselves from participating in any way in such decisions if they have any one of several specified
"conflicts of interesY'relaring to the decision. To the extent the Act applies to Contractor,Contractor shall abide by
the Act. In addition, Contractor aclmowledges and shall abide by the conflict of interest restricrions imposed on
public officials by Government Code section 1090 et seq.
9.2 Conduct of Contractor;Confidenrial Information.
9.2.1 Contractor shall inform the County of all the Contractor's interests, if any, which aze or wluch the Contractor
believes to be incompatible with any interests of the County.
9.2.2 The Contractor shall not, under cucumstances that might reasonably be interpreted as an attempt to influence the
recipient in the conduct of his duties, accept any grahrity or special favor from individuals or organizations with
whom the Contractor is doing business or proposing to do business, in accomplishing the work under this
Agreement.
9.23 Coniractor shall not use for personal gain or make other improper use of confidential information, which is
acquired in connection with his employment. In this connection, the term"confidential information" includes,but
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II
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMAT'ED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
is not limited to,unpublished information relaring to technological and scientific development;medical,personnel,
or security records of the individuals; anticipated materials requirements or pricing actions; and lmowledge of
selections of Contractors or subcontractors in advance of official announcement.
9.2.4 The Contractor, or employees thereof, shall not offer directly or indirectly gifts, gratuity, favors, entertainment, or
other items of monetary value to an employee or official of the County.
9.2.5 Referrals. Contractor fiuther covenants that no refeaals of clients through Contractor's intake or referral process
shall be made to the private practice of any person(s)employed by the Contractor.
9.3 Prohibited Agreements. As required by Section 67 of the San Diego County Administrarive Code,Contractor certifies that
it is not in violation of the provisions of Section 67, and that Contractor is not, and will not subcontract with, any of the
following:
9.3.1. Persons employed by County or of public agencies for which the Boazd of Supervisors is the goveming body;
9.3.2. Profit-making firms or businesses in which employees described in sub-section 9.3.1, above, serve as officers,
principals,partners,or major shareholders;
933. Persons who, within the immediately preceding rivelve (12)months came within the provisions of the above sub-
sections and who(1)were employed in positions of substantial responsibility in the area of service to be performed
by the Agreement,or(2)participated in any way in developing the Agreement or its service specifications;and
9.3.4. Profit-making firms or businesses, in which the former employees described in sub-section 933 above, serve as
officers,principals,partners,or major shareholders.
9.4 Limitarion Of Future AQ,reements Or Grants. It is agreed by the parties to the Agreement that Contractor shall be restricted
in its future Contracting with the County to the manner described below. Except as specifically provided in this clause,
Contractor shall be&ee to compete for business on an equal basis with other companies.
9.4.1 If Contractor,under the terms of the Agreement,or through the performance of tasks pursuant to this Agreement,is
required to develop specifications or statements of work and such specifications or statements of work aze to be
incorporated into a solicitarion,Contractor shall be ineligible to perform the work described within that solicitation
as a prime or subcontractor under an ensuing County Agreement. It is furthec agreed, however, that County will
not, as additional work,unilaterally require Contractor to prepaze such specifications or statements of work under
this Agreement.
9.4.2 Contractor may not apply for nor accept additional payments for the same services contained in the Statement of
Work.
ARTICLE 10
INDEMNITY AND INSURANCE
10.1 Indemni . County shall not be liable for,and Contractor shall defend and indemnify County and the employees and agents
of County (collecrively "County Parties"), against any and all claims, demands, liability, judgments, awazds, fines,
mechanics' liens or other liens, labor disputes, losses, damages, expenses, charges or costs of any kind or chazacter,
including attomeys' fees and court costs(hereinafter collecrively referred to as "Claims"),related to this Agreement or the
work covered by this Agreement and arising either directly or indirectly from any act, error, omission or negligence of
Contractor or its Contractors,licensees,agents, servants or employees,including,without limitation,Claims caused by the
sole passive negligent act or the concurrent negligent act, error or omission, whether active or passive, of County
Parties. Confractor shall have no obligarion, however, to defend or indemnify County Parties from a Claim if it is
determined by a court of competent jurisdicrion that such Claim was caused by the sole negligence or willful misconduct of
County Parties.
10.2 Insurance. Prior to execution of this Agreement,Contractor must obtain at its own cost and expense,and keep in force and
effect during the term of this Agreement, including all extensions, the insurance specified in Exhibit "B," "Insurance
Requirements,"attached hereto.
ARTICLE 11
AUDIT AND INSPECTION OF RECORDS
The County shall have the audit and inspection rights described in this section.
11.1 Audit And Inspection. Contractor agrees to maintain and/or make available wittun San Diego County accurate books and
accounting records relative to all its acrivities under this Agreement. Authorized Federal, State or County representatives
shall have the right to monitor, assess, or�evaluate Contractor's performance pursuant to this Agreement, said monitoring,
Services Template Page 12 of 19 rev 10/24/2014 v4 '�
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS IiANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
assessments, or evaluations to include but not limited to audits, inspection of premises,reports, and interviews of project
staff and participants.
At any rime during normal business hours and as often as County may deem necessary, Conh�actor shall make available to
County, State or Federal officials for examination all of its records with respect to all matters covered by this Agreement
and will permit County, State or Federal officials to audit,examine and make excerpts or transcripts from such records,and
to make audits of all invoices, materials, payrolls, records of personnel, informarion regarding clients receiving services,
and other data relating to all matters covered by this Agreement. If an audit is conducted, it will be done in accordance
with generally accepted government auditing standazds as described in "Govemment Auditing Standards," published for
the United States General Accountability Office or the insritute of Internal Auditors Intemational Standazds for the
Professional Pracrice of Internal Auditing.
If any services performed hereunder aze not in conformity with the specifications and requirements of this Agreement,
County shall have the right to require the Contractor to perform the services in conformity with said specificarions and
requirements at no additional increase in total Agreement amount. When the services to be performed aze of such nature
that the difference cannot be corrected, County shall have the right to (1) require Contractor immediately to take all
necessary steps to ensure future performance of the services in confornuty with requirements of the Agreement, and (2) �
reduce the Agreement price to reflect the reduced value of the services performed. In the event Contractor fails to perform
the services promptly or.to take necessary steps to ensure fuhue performance of the service in conformity with the specif-
ications and requirements of the Agreement, County shall have the right to either(1)by Agreement or to otherwise have
the services performed in conformity with the Agreement specifications and chazge to Contractor any cost occasioned to
County that is d'uectly related to the performance of such services,or(2)temunate this Agreement for default as provided
in the Termination clause.
11.2 External Audits. [Note: Health and Human Services Agency (E�ISA) Contractors shall advise and provide the electronic
audit copies to Agency Contract Support(ACS)at ACS.HHSA@sdcounty.ca.gov.] All other contractors will provide the
following to their COR:
11.2.1 COR shall be advised of all pending audits by Federal or State representatives regarding Contracted services
idenrified in this Agreement within seventy-two(72)hours of the Contractor receiving norice of the audit.
11.2.2 Contractor shall provide COR with a copy of the dra8 and final State or Federal audit reports within twenty four
(24)hours of receiving them.
11.2.3 Contractor shall provide COR a copy of the contractor's response to the draft and final State or Federal audit
reports at the same time as response provided to the State or Federal representatives.
11.2.4 Contractor shall provide COR a copy of the State or Federal audit's representative's response to the contractors'
response within forty-eight(48) hours of receiving it. This will continue until the State or Federal auditors have
accepted and closed the audit.
113 Cost or Pricing Data. If the Contractor submitted cost or pricing data in connection with the pricing of tlus Agreement or
any change or modification thereto, unless such pricing was based on adequate price competition, established catalog or
mazket prices of commercial items sold in substantial quanriries of the general public,or prices set by law or regularion,the
Contracting Officer or his representatives who are employees of the County or its agent shall have the right to examine all
books, records, documents and other data of the Contractor related to the negotiation pricing or performance of such
Agreement, change or modification, for the purpose of evaluating the accuracy, completeness and currency of the cost or
pricing data submitted.
11.4 Availabilitv. The materials described above shall be made available at the office of the Contractor, at all reasonable times,
for inspection, audit or reproduction, unril the expiration of three (3) years from the date of final payment under this
Agreement,or by section I 1.4.1 and 11.4.2,below:
11.4.1 If this Agreement is completely or partially terminated,the records relaring to the work temvnated shall be made
available for a period of three(3)yeazs from the date of any resulting final settlement.
11.4.2 Record wluch relate to appeals under the"Disputes" clause of tlus Agreement, or litigation or the settlement of
claims arising out of the performance of this Agreement,•shall be made available until such appeals,litigation, or
claims have been disposed of,or three years after Agreement completion,whichever is longer. County shall keep
the materials described above confidential unless otherwise required by law.
11.5 Subcontract. The Contractor shall insert a clause containing all the provisions of this Article 11 in all subcontract
hereunder except altered as necessary for proper identification of the Contracting parties and the Contracting officer under
the County's prime Agreement.
Services Template Page 13 of 19 rev 10/24/2014 v4 '�
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
ARTICLE 12
INSPECTION OF SERVICE
12.1 Subject to Inspecrion. All performance(including services, materials, supplies and equipment furnished or utilized in the
performance of this Agreement,and worlananship in the performance of services)shall be subject to inspection and test by
the County at all rimes during the term of this Agreement. Contractor shall cooperate with any inspector assigned by the
County to permit the inspector to determine whether Contractor's performance conforms to the requirements of this
Agreement. County shall perform such inspection in a manner as not to unduly interfere with Contractor's performance.
12.2 Snecification and Requirements. If any services performed by Contractor do not conform to the specifications and
requirements of this Agreement, County may require Contractor to re-perform the services until they conform to said
specifications and requirements,at no additional cost,and County may withhold payment for such services until Contractor
correctly performs them. When the services to be performed aze of such a nature that Contractor's cannot correct its
performance,the County shall have the right to(1)require the Contractor to immediately take all necessary steps to ensure
future performance of services conforms to the requirements of this Agreement, and (2) reduce the Agreement price to
reflect the reduced value of the services received by County. In the event Contractor fails to promptly re-perform the
services or to take necessary steps to ensure that future performance of the service conforms to the specifications and
requirements of this Agreement,the County shall have the right to either(1)without terminating this Agreement,have the
services performed, by Agreement or othenvise, in conformance with the specificarions of this Agreement, and charge
Contractor, and/or withhold from payments due to Contractor, any costs incurred by County that aze directly related to the
performance of such services,or(2)terminate this Agreement for default.
ARTICLE 13
USE OF DOCUMENTS AND REPORTS
13.1 Findings Confidenrial. Any reports, information, data, etc., given to or prepazed or assembled by Contractor under this
Agreement which the County requests to be kept as confidenrial shall not be made available to any individual or
organization by the Contractor without the prior written approval of the County.
13.2 Ownership. Publicarion. Reproducrion And Use Of Material. All reports, studies, inforniation, data, staristics, forcns,
designs,plans,procedures, systems, and any other material or properties produced under this Agreement shall be the sole
and exclusive property of County. No such materials or properties produced in whole or in part under this Agreement shall
be subject to private use, copyright or patent right by Contractor in the United States or in any other country without the
express written consent of County. County shall have unrestricted authority to publish, disclose, distribute and otherwise
use,copyright or patent,in whole or in part,any such reports,studies,data,statistics,forms or other materials or properties
produced under this Agreement.
133 Confidentialitv. County and Contractor agree to maintain the confidentiality of and take industry appropriate and legally
required measures to prevent the unlawful disclosure of any information that is legally required to be kept confidential.
Except as otherwise allowed by local, State or federal law or regulation and pursuant to this Section 13.3, County and
Contractor agree to only disclose confidenrial records where the holder of the privilege,whether the County,the Contractor
or a third party,provides written permission authorizing the disclosure. Contractor understands that County must disclose
certain records pursuant to the Califomia Public Records Act("the AcY'). If Contractor demands that County not disclose
requested records Contractor believes qualify for exception or exemption from disclosure pursuant to the Act, County will
comply with Contractor's demand if Contractor identifies those records and the applicable exception(s)or exemption(s),in
writing,within five(5)business days from receipt of County's notice to Contractor of the request for disclosure of records.
If Contractor doe"s not identify the records and reason(s)that it deems some or all of the records to be confidenrial, County
may disclose those records at its sole discretion.Contractor agrees that its defense and indemnification obligations set forth
in Section 10.1 of this Agreement extend to any Claim(as defined in Section 10.1)against the County Parties(as defined in
Section 10.1) for records the County withholds from disclosure at Contractor's direcrion. This Section 133 shall not
prevent the County or its agents or any other govemmental enrity from accessing the confidential records for the purpose of
audits or program reviews if that access is legally permissible under the applicable local, State or federal laws or
regulations. Similazly,County or its agent or designee may take possession of the record(s)where legally authorized to do
so.
County may identify, for purposes of clarification, certain laws and regulations that aze specifically applicable to
Contractor's work under ttris Agreement. Those laws and regulations may be set forth in Exhibit A—Statement of Work.
County, however, is under no obligation to identify all applicable laws and regulations and assumes no liability for
idenrifying confidentiality laws and regulations,if any,applicable to the work under this Agreement.
Services Template Page 14 of 19 rev 10/24/2014 v4 '�
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS FIANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
13.4 Maintenance Of Records. Contractor shall maintain all records and make them available within San Diego County for a
minimum of three (3) years from the ending date of this Agreement unless County agrees in writing to an eazlier
disposirion or longer where legally required or while under dispute. Contractor shall provide any requested records to
County within 48-hours of the request.
13.5 Custodv Of Records. County,at its oprion,may take custody of Contractor's client records upon Agreement termination or
at such other time as County may deem necessary. County agrees that such custody will conform to applicable confiden-
tiality provisions of State and Federal law. Said records shall be kept by County in an accessible location within San Diego
County and shall be available to Contractor for examination and inspection.
13.6 Audit Requirement. Contractor shall annually engage a Licensed Certified Public Accountant to conduct an annual audit of
their agency's operations. Contractors that expend $500,000 or more of federal grant funds per year shall also have an
audit conducted in compliance with Government Audiring Standards, which includes Sin¢le Audit Act Amendments,
Public Law 104-156,and OMB Circular A-133 and 45 CFR part 74.26.Contractors that aze commercial organizations(for-
profit)are requued to have a non-Federal audit if, during its fiscal year,it expended a total of$500,000 or more under one
or more HHS awazds. 45 CFR part 74.26(d)incorporates the threshold and deadlines of OMB Cuculaz A-133 but provides
for-profit organizations two oprions regazding the type of audit that will satisfy the audit requirements. Contractor shall
include a clause in any Agreement or Agreement Contractor enters into with an audit firm to provide access by the County,
State, Federal Government to the working papers of the independent auditor who prepare the audit for Contractor.
Contractor shall submit two(2)copies of the annual audit report,the audit performed in accordance with OMB Circular A-
133, and the management letter to the County fifteen (15) days after receipt from the independent Certified Public
Accountant but no later than nine(9)months after the Contractor's fiscal year end.
13.7 Reports. Contractor shall submit reports required in Exhibit A and additional reports as may be requested by the COR and
agreed to by the Contractor. Format for the content of such reports may be developed by County. The timely submission
of these reports is a necessary and material term and condition of this Agreement and Contractor agrees that failure to meet
specified deadlines will be sufficient cause to withhold payment. Conh�actor shall submit to County within thirty(30)days
of the temunarion of this Agreement a report detailing all work done pursuant to this Agreement by Contractor.
13.8 Evaluation Studies. Contractor shall participate as requested by the County in reseazch and/or evaluative studies designed
to show the effectiveness and/or efficiency of Contractor services or to provide information about Contractor's project.
ARTICLE 14
(RESERVED)
ARTICLE 15
DISPUTES
Notwithstanding any provision of this Agreement to the contrary, the Contracting Officer shall decide any dispute concerning a
question of fact arising out of this Agreement that is not otherwise disposed of by the parties within a reasonable period of time.
The decision of the Contracting Officer shall be final and conclusive unless determined by a court of competent jurisdiction to
have been fraudulent, capricious, azbitrary or so grossly erroneous as necessarily to imply bad faith. Contractor shall proceed
diligently with its performance hereunder pending resolution by the Contracting Officer of any such dispute. Nothing herein shall
be construed as granting the Contracring Officer or any other administrarive official, representative or board authority to decide
questions of law, or issues regarding the medical necessity of treatment or to pre-empt any medical practitioners' judgment
regarding the medical necessity of treatment of patients in their care. The foregoing does not change the County's ability to refuse
to pay for services rendered if County disputes the medical necessity of caze.
ARTICLE 16
GENERAL PROVISIONS
16.1 Assignment and Subcontracting. Contractor shall not assign any interest in this Agreement, and shall not transfer any
interest in the same (whether by assignment or novation), without the prior written consent of the County; County's
consent shall not be unreasonably withheld. The Contractor shall make no Agreement with any party for furnishing any of
the work or services herein contained without the prior written consent of the COR,pursuant to Paragraph 1.4.
16.2 Contin e� ncv. This Agreement shall bind the County only following its approval by the Board of Supervisors or when
signed by the Purchasing and Contracting D'uector.
16.3 Entire Aereement. This Agreement,together with all Exhibits attached hereto and other agreements expressly referred to
herein, constitute the entire agreement between the parties with respect to the subject matter contained herein. All prior or
Services Template Page 15 of 19 rev 10/24/2014 v4 I�
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMAT'ED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
contemporaneous agreements, understandings, representations, wananties and statements, oral or written, including any
,proposals from Contractor and requests for proposals from County,are superseded.
16.4 Sections and Exhibits. All sections and exhibits referred to herein are attached hereto and incorporated by reference.
16.5 Further Assurances. Parties agree to perform such further acts and to execute and deliver such additional documents and
instruments as may be reasonably requued in order to carry out the provisions of this Agreement and the intentions of the
parties.
16.6 Governing Law. This Agreement shall be govemed,interpreted,construed and enforced in accordance with the laws of the
State of Califomia.
16.7 Headines. The Article captions, Clause and Section headings used in this Agreement aze inserted for convenience of
reference only and aze not intended to define, limit or affect the construction or interpretation of any term or provision
hereof.
16.8 Modification Waiver. Except as otherwise provided in Article 6, "Changes,"above,no modification,waiver, amendment
or discharge of this Agreement shall be valid unless the same is in writing and signed by both parties.
16.9 Neither Party Considered Drafter. Despite the possibility that one party may have prepared the initial draft of this
' Agreement or played the greater role in the physical prepararion of subsequent drafts, neither party shall be deemed the '
drafter of this Agreement and that, in construing this Agreement in case of any claim that any provision hereof may be
ambiguous,no such provision shall be construed in favor of one party on the ground that such provision was drafted by the
other. �
16.10 No Other Inducement. The making,execution and delivery of this Agreement by the parties hereto has been induced by no
representations,statements,warranties or agreements other than those expressed herein.
16.11 Notices. Notice to either party shall be in writing and either personally delivered or sent by certified mail,postage prepaid,
rehun receipt requested, addressed to the party to be notified at the address specified herein. Any such notice shall be
deemed received on the date of personal delivery to the party (or such party's authorized representative) or three (3)
business days after deposit in the U.S. Mail or by email, as the case may be to the COR and Contractor's Representative
identified on the signature page.
16.12 Severabilitv. If any term, provision, covenant or condition of this Agreement is held to be invalid, void or otherwise
. unenforceable,to any extent,by any court of competent jurisdiction,the remainder of this Agreement shall not be affected
thereby, and each term, provision, covenant or condition of this Ageement shall be valid and enforceable to the fullest
extent permitted by law.
16.13 Successors. Subject to the limitarions on assignment set forth in Clause 16.1 above, all terms of this Agreement shall be
binding upon, inure to the benefit of, and be enforceable by the parties hereto and their respective heirs, legal
representatives,successors,and assigns.
16.14 Time. Time is of the essence of each provision of this Agreement.
16.15 Time Period Computation. All periods of rime referred to in this Agreement shall include all Sahudays,Sundays and state
or narional holidays,unless the period of time specifies business days,provided that if the date or last date to perform any
act or give any norice or approval shall fall on a Saturday, Sunday or State or narional holiday, such act or notice may be
timely performed or given on the next succeeding day which is not a Sahuday,Sunday or State or national holiday.
16.16 Waiver. The waiver by one party of the performance of any term,provision,covenant or condition shall not invalidate this
Agreement,nor shall it be considered as a waiver by such party of any other term,provision,covenant or condition. Delay
by any party in pursuing any remedy or in insisting upon full perfortnance for any breach or failure of any term,provision,
covenant or condition shall not prevent such party from later pursuing remedies or insisting upon full performance for the
same or any similar breach or failure.
16.17 Third Partv Beneficiaries Excluded. This agreement is intended solely for the benefit of the County and its Contractor.
Any benefit to any third party is incidental and does not confer on any third party to this Agreement any rights whatsoever
regarding the performance of this Agreement. Any attempt to enforce provisions of this Agreement by third parties is
specifically prohibited.
16.18 Publicity Announcements and Materials. All public announcements, including those issued on Contractor lettezhead, and
materials distributed to the community shall identify the County of San Diego as the funding source for Contracted
programs idenrified in this Agreement. Copies of publicity materials related to Contracted programs identified in this
Services Template Page 16 of 19 rev 10/24/Z014 v4 I�
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
Agreement shall be filed with the COR. County shall be advised at least riventy four(24)hours in advance of all locally
generated press releases and media events regarding Contracted services identified in this Agreement. Alcohol and Drug
Prevention Services Contractors shall notify COR or designee at least five (5)business days in advance of all Contractor
generated media releases and media events regarding Contracted services identified in this Agreement.
16.19 Critical Incidents. Contractor shall have written plans or protocols and provide employee training for handling critical
incidents involving instances of violence or threat of violence directed toward staff or clients, breach of confidenriality,
fraud,unethical conduct, or instances of staff or client drug and/or alcohol use at the program. Contractor shall report all
such incidents to the COR within one work day of their occurrence. However, if this contract includes Article 14,
Contractor must adhere to timelines contained in Article 14.
16.20 Responsiveness to Communitv Concems. Contractor shall notify County within forty eight (48) hours of receipt of any
material complaints including but not limited to complaints referring to issues of abuse or quality of caze, submitted to
Contractor verbally or in writing, regazding the operation of Contractor's program or facility under this
agreement. Contractor shall take appropriate steps to aclmowledge receipt of said complaint(s) from individuals or
organizations. Contractor shall take appropriate steps to urilize appropriate forums to address or resolve any such
complaints received. Nothing in this provision shall be interpreted to preclude Contractor from engaging in any legally
authorized use of its facility,property or business as approved,permitted or licensed by the applicable authority.
16.21 Criminal Back�ound Check Requirements. Contractor shall ensure that criminal background checks are required and
completed prior to employtnent or placement of contractor staff and volunteers in compliance with any licensing,
certification, or funding requirements, which may be higher than the minimum standard described herein. At a minimum,
background checks shall be in compliance with Board of Supervisors policy C-28 and aze required for any contractor staff
or volunteer assigned to sensitive positions funded by this conh�act. Sensitive positions are those that: (1) physically
supervise minors or vulnerable adults; (2)have unsupervised physical contact with minors or vulnerable adults; and/or(3)
have a fiduciary responsibility to any CounTy client, or d'uect access to, or conhol over, bank accounts or accounts with
financial institurions of any client. However, if this contract includes Article 14, Contractor must adhere to requirements
contained in Article 14.
16.21.1 Criminal Background Check. Contractor shall have a documented process to review criminal history of
candidates for employment or volunteers under this Agreement that will be in sensitive posirions as defined in
paragraph 16.21.4. At a minimum, Contractor shall check the California criminal history records, or state of
residence for out-of-state candidates. Contractor shall review the information and determine if criminal history
demonstrates behavior that could create an increased risk of harm to clients. Contractor shall document review of
criminal background findings and consideration of criminal history in the selection of a candidate. (Example:
Documented consideration of factors such as:If there is a convicrion in the criminal history,how long ago did it
occur? What were the charges? What was the individual convicted of and what was the level of conviction7 If
selected,where would the individual work and is the conviction relevant to the position?).
16.21.2 Contractor shall either utilize a subsequent arrest notification service during employee or volunteers' tenure or
perform criminal history annually.
16.213 Contractor shall keep the documentation of their review and consideration of the individual's criminal history on
file in accordance with paragraph 13.4"Maintenance of Records."
� 16.21.4 Definitions
A. Acrivities of Daily Living: The basic tasks of everyday life,such as eating,bathing,dressing,toilering,and
transfeiring.
B. Minor: Individuals under the age of eighteen(18)years old.
C. Sensitive Position: A job with responsibilities that can be criminally abused at great harm to the contract or
the clients served. All positions that (1) physically supervise minors or vulnerable adults, (2) have
unsupervised physical contact with minors or vulnerable adults, or (3) have fiduciary responsibility to a
County client or direct access to,or control over client bank accounts,or serve in a financial capacity to the
County client.
D. Vulnerable Adult: (1)Individuals age eighteen(18)years or older,who require assistance with activiries of
daily living and who may be put at risk of abuse during service provision; (2)Individuals age eighteen(18)
years or older who have a permanent or temporary limited physical and/or mental capacity that which may
put them at risk of abuse during service provision because it renders them: unable to make decisions for
Services Template Page 17 of 19 rev 10/24/2014 v4 �
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
themselves,unable to physically defend themselves, or unawaze of physical abuse or other harm that could
be perpetrated against them.
E. Volunteer: A person who performs a service willingly and without pay.
Services Template Page 18 of 19 rev 10/24/2014 v4 ��
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATEA MATERIALS HANDLER SORTER,
INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND
SOFTWARE
SIGNATURE PAGE
AGREEMENT TERM. This Agreement shall be effective this day of May 1,2017("Effective Date") and end on August 5,
2018("Initial Term")for a total Agreement period of one year,three months and eight days.
OPTION TO EXTEND. The County's option to extend is for nine increments of one year each for a total of nine years beyond
the expiration of the Initial Term, not to exceed August 5, 2027, pursuant to Exhibit C Payment Schedule. Unless County
notifies Contractor in writing, not less than thirty (30) days prior to the expiration date that they do not intend to renew.the
Agreement;the Agreement will be automatically renewed for another year.
COMPENSATION: Pursuant to Exhibit C, County agrees to pay Contractor a sum of sixty-seven thousand nine
hundred sixty-seven dollars and thirty-one cents ($67,967.31) for the purchase of one automated materials handler
sorter,installation,shipping,training,and Year 1 —maintenance for hardware and software,five thousand six hundred
fifty-eight dollars and twenty-nine cents($5,658.29)for Year 2-maintenance for hardware and softwa�•e,five thousand
nine hundred forty-one dollars and twenty cents ($5,941.20) for Year 3 -maintenance for hardware and software,six
thousand two hundred thirty-eight and twenty-six cents ($6,238.26) for Year 4 - maintenance for hardware and
software,six thousand five hundred fifty dollars and seventeen cents($6,550.17)for Year 5-maintenance for hardware
and software, six thousand eight hundred seventy-seven dollars and sixty-eight cents ($6,877.68) for Year 6 -
� maintenance for hardware and software,seven thousand two hundred twenty-one dollars and fifty-six cents($7,221.56)
for Year 7 - maintenance for hardware and software, seven thousand five hundred eighty-two dollars and sixty-four
cents($7,582.64)for Year 8 -maintenance for hardware and software,seven thousand nine hundred sixty-one dollars
and seventy-seven cents($7,961.77)for Year 9-maintenance for hardware and software,eight thousand three hundred
fifty-nine dollars and eighty-six cents($8,359.86)for Year 10-maintenance for hardware and software,for a maximum
Agreement amount of one hundred thirty thousand three hundred fifty-eight dollars and seventy-four cents
($130,358.74), in accordance with the method of payment stipulated in Article 4. It is understood that the parties will
meet and confer on the contract price if adjustments are made to the scope of work for an extension of the term or terms.
These discussions shall not obligate either party to make a requested adjustment to the scope of work or price except as
otherwise set forth in this Agreement,nor shall it relieve either party of its obligations under the Agreement.
COR The County has designated the following individual as the Contracting Officer's Representative("COR") �
Steven Alberto,Admin.Analyst II
5560 Overland Avenue
San Diego,CA 92123
Phone(858)694-9434 and email: Steven.Alberto cr sdcounty.ca.gov
CONTRACTOR'S REPRESENTATIVE. The Contractor has designated the following individual as the Contractor's
Representative.
Joseph A1 Coalla,Director .
3169 Holcomb Bridge Road,Suite 200
Norcross,GA 30071
Phone(877)207-3127 and email:a.coalla@bibliotheca.com
IN WITNESS WHEREOF,County and Contractor have executed this Agreement effective as of the date first set forth above
COUNTY F SAN DIE O Bibliotheca,LLC
By: BY: ._....
� . E LEG IN , irector Josep alla,Director
Depai tment of Purchasi and Conh•acting
Date: 0 Date: May 3,2017
Services Template Page 19 of 19 rev 10l24/2014 v4
�9
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER
SORTER,INSTALLATION,SHIPPING,TRAI1vING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
EXHIBIT A—STATEMENT OF WORK
1. Scope of Work/Pumose
The San Diego County Library(SDCL) Solana Beach branch is located at 157 Stevens Avenue
on the campus of the Earl Warren Middle School.The San Diego County Library would like to
procure an automated materials handling(AMH)sorter with internal staff facing inlet and
exterior public facing inlet which meets the business needs and requirements of the Solana Beach
branch.This AMH system must fully integrate into any Integrated Library System(ILS),
currently Innovative Interfaces Millenniuxn,including all feahues and functions.The AMH
system must be fully compatible with any ILS product adhering to or utilizing the SIP2 protocol
or industry standard protocol compatible with SDCL's ILS and nerivork infrastructure.
2. Background Information
The San Diego County Library Solana Beach branch opened on the campus of the Earl Warren
Middle School in 2001 as the first"shazed-use"facility within the SDCL's 33-branch library
system.The�10,770-square-foot building located at 157 Stevens Avenue h�olds a collection of
68,349 items and a staff of 6.75 full-time employees.The branch is open 63-hours per week
during the school year, and 53hours per week during the summer.In light of its heavy use,the
building is due for expansion,maintenance and renovation in 2016-2017.The Solana Beach
branch serves over 13,000 residents across 3.6 square miles.The Solana Beach branch has a
floating collection and receives shelf-ready library materials that generate an annual circulation of
326,432 items per year(roughly 27,203 items per month).With this volume of physical
circulation of materials,the Solana Beach branch requires the implementation of an automated
materials handling(AMH)system with a total of(4) sort bin locations(sort criteria to be
determined by SDCL)plus(1) additional spare bin for overflow purposes,(1)24-hour access
public facing exterior inlet with fire suppression capabilities,and(1)staff facing interior inlet in
order to quickly and efficiently check-in and sort library materials utilized by customers and
SDCL staff.
3. Goals and Outcomes
3.1. Goals: Contractor shall provide the services described herein to accomplish the following goals:
The San Diego County Library(Solana Beach branch)circulates 326,432 items annually. SDCL
would like an AMH sorter with the following requirements:
• AMH sorter must be equipped with(4)sort locations and must include a total of 5-
bins(i.e. 1 for each sort location& 1 extra for overflow). The AMH shall include
internal staff facing inlet and one 24-hour access public facing inlet with RFID
capability(optional barcode reader)for the purpose of checking in and sorting library
materials.
• AMH system software must have the capability to successfully integrate and
communicate with any integrated library system(II,S)using industry standard
protocols(i.e. SIP2).The AMH system software must be updated by the vendor as
updates are released by the system software manufacturer for the life of the system at
no additional cost to the SDCL.
• AMH must have the ability for sorting Link+and Circuit materials that are not
owned by SDCL.
1
�0
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER
SORTER,INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
EXH�IT A—STATEMENT OF WORK
• Provide a one year warranty,included in the purchase price,to cover all software and
hardwaze repair,maintenance, and upgrades to include applicable service coverage but
not limited to: Service Level Agreements(SLA),preventative maintenance schedule,
hardware replacemendrepair,softwaze updates,anti-virus sofiware, OS windows
updates and CPU/desktop PC(IT)equipment refresh cycle per County of San Diego
(CoSD)standards. Labor must be included at no additional charge.
• Provide a 1-year repair and maintenance agreement to cover all hazdware and software
repair,upgrades, and scheduled preventative maintenance to be included in the price
of AMH.Labor to be included at no additional charge. SDCL shall have an option to
renew maintenance on an annual basis to cover all hardware and softwaze repairs for
the life spam of the AMH or up to 9 additional years.Agreement to be effective after
the expiration of the one-year warranty. Must provide full details of what is included
in the maintenance and repair services for software and hardware:
• AMH will provide the option/ability for growth and the ability to change the layout if
the system needs to be moved,modified,and/or reconfigured.
• Ability to provide remote support of the AMH system using web-based remote
assistance tools that utilize common network ports (i.e. 80 or 443).
• AMH receptacles which have ability to accepdsupport various bins for flexibility.
• AMFi must fit within an azea of 10 feet-10 1/8 inches x 7 feet 10 11/16 inches
and com ly with Califomia ADA s ace re uirements.
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• Return bins must be ergonomic.(example:bin lowers as materials are deposited for
damage-free returns and bin rises as materials are removed)
2
�'
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER
SORTER,INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
EXHIBIT A—STATEMENT OF WORK
• If selected,must be able to provide an azchitectural drawing of the sorter placement
to include technical specifications,if requested.
3.2. Outcome Objectives: Contractor shall achieve the following outcome objectives at minimum:
• Contractor to deliver and perform complete system installation of automated
materials handling sorter with:
■ Total of 4-sorting bin locations to include a total of 5-bins; (4)bins for each
sort location plus(1)extra bin for overflow purposes
■ (1)interior staff facing sorting inlet with RFID scanning, and backdating
capabilities
■ (1)24-hour public facing exterior access inlet with fire suppression,RFID
scanning,optional barcode reader/s and backdating capabilities.
■ Staff facing inlet receipt printer with ability to print hold,transit,etc slips
' per SDCL specifications '
■ Public facing inlet receipt printer with ability to print customer receipts for
items returned per SDCL specifications
• Contractor shall configure sort rules to accommodate the business requirements and
needs of SDCL.
• Contractor will need to ensure AMH system is secure.Having such a device
potentially fall on something or someone is a major safety concem in the event of
natural disaster such as an earthquake or any other unforeseen circumstance. Secure
method should meet any State of California standards or requirements.
• Contractor shall provide thorough training of system to SDCL-TT and library branch
staff after successful completion of system delivery,configuration,and installation.
Training must be included at no additional charge.
• The Solana Beach branch should realize a 50%increase minimum in materials
check-in and sorting efficiency in comparison to the current manual process which
utilizes(2)or more personnel at a time.
• First yeaz of support and maintenance of AMH shall be at no additional cost to SDCL
which includes parts and labor from successful installation and project sign off date.
3.3. Process Objectives: Contractor shall achieve the following process objectives:
• Contractor shall successfully deliver and install an Automated Materials Handling system
with(1)interior staff inlet and(1)24-hour access exterior public facing inlet with RFID
scanning and fire suppression capabilities.
• Contractor shall ensure 99%uptime of AMH system.
• Contractor shall provide an AMH system that operates with the following minimum
requirements:
3
��
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER
50RTER,INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
EXFIIBIT A—STATEMENT OF WORK
a. 60db or less during operation.
b. Operate on standard 120V(SDCL to provide dedicated circuit).
c. Operate on standard RJ45 network connections using CatSe cabling at a
minimum and static IP/s(SDCL-IT to provide data connection/s and IP
information).
d. AMH system must adhere to County of San Diego operating system standards for
life of AMH system(*Currently Windows 7 ProfessionaUEnterprise 64-bit)
e. Configuration of Windows operating system to perform scheduled Critical
system updates to meet CoSD CTO standazds
£ Configure Anti-Virus system software to perform scheduled updates to meet
CoSD CTO standards
• Contractor shall have replacement parts and equipment for their intetnal vendor support
personnel in order to reduce system downtime for SDCL.
• The Contractor must have a ready supply of parts and products wazehoused in North
America for quick shipment to intemal vendor support personnel or to the SDCL in case
of repair or replacement.
• Contractor shall provide inclusion of CPU operating system upgrades and CPU hardware
upgrades as needed or requested by the County of San Diego at no additional cost.
• Contractor shall provide preventative maintenance on a bi-annual basis at a minimum at no
additional cost to SDCL during the warranty period of the AMH system and during the
repair and maintenance agreement.
• Contractor shall work closely with SDCL Information Technology(SDCL-TT)personnel,
ILS vendor and other 3rd party enrities to troubleshoot and resolve technical issues as
needed by SDCL.By third party,we are referring to any ITO partners that work with the
County of San Diego.For example,if a materials sorter is not functioning or not at
optimum performance, SDCL expects the vendor to work with SDCL-TT staff and the
ITO partner to determine root cause and take appropriate actions to resolve.Third party
members could be HPE and AT&T.
• Contractor shall allow transfer of contract to County of San Diego Information
Technology Outsourcing Partner at no additional cost should SDCL decide this is in the
County's best interest.
4. Definitions
SDCL: San Diego County Library
SDCL-IT: San Diego County Library Information Technology
ITO: Information Technology Outsourcing
CoSD: County of San Diego
CTO: County Technology Office
AMH:Automated Materials Handling
ILS: Integrated Library System
SLA: Service Level Agreement
4
� �3
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER
SORTER,INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
EI�IIBIT A—STATEMENT OF WORK
OS: Operaring System
PM: Preventive Maintenance
BFS:Business Finance Services
LINK+:A consortium of academic and public libraries within California and Nevada that
provides a single searchable catalog and user-initiated borrowing service.
Circuit:A consortium of the libraries of California State Universities with the goal of sharing
library resources.
5. Specific Requirements for Service Delivery
• Successful delivery and installation of AMH system with(1)interior staff facing inlet
and(1)24-hour access exterior public facing inlet with fue suppression capabilities,
RFID scanning, optional barcode readers, and receipt printers comparible with
SDCL's barcode and RFID tagged materials for check-in and sorting processes.
. Provide project manager professional services for implementation of an automated
materials handling system to include but not limited to: shipping,physical
installation,configuration,and end-user training.
• Provide a service level agreement(SLA)that fits within SDCL's needs/requirements
of 99%uptime.
. Provide professional support staff with inventory of replacemendspare parts to
minimize downtime and maintain 99%uptime of AMH.
• Support personnel to successfully complete County of San Diego background
verification process in order to work as a County of San Diego contractor or as
required by the County of San Diego.
. Provide inclusion and configurarion of CPU operating system(currently Windows 7
Pro 32-bit or 64-bit),Anti-Virus Protection software and CPU hardware upgrades as
needed or requested by the SDCL as part of maintenance agreement to meet County
of San Diego IT requirements at no addirional cost to SDCL or TTO.
. Provide highly detailed documentation of AMA use and basic troubleshooring
methods for SDCL staff use
• Provide SDCL with a support phone line and online system which allows but not
limited to: opening of support cases, documentation of support cases, support case
status and ability to extract data to Excel and PDF formats
• Frequency of services:
Break/Fix Support:Daily or on an as needed basis by SDCL.
6. Data Collection and Reporting Requirements
. Data collection and statistical reporting shall be performed using the reporting functions
through the ILS which includes check-in of all materials being sorted through the AMH
system.
5
��
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS IiANDLER
SORTER,INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
E�IT A—STATEMENT OF WORK
. For troubleshooting purposes,contractor may be required to run network monitoring software
such as but not limited to Wireshazk to assist in troubleshooting potential network latency
issues that may be affecting the AMH and have locallog files available for additional
troubleshooting purposes.
7. Invoice Requuements
• Invoice shall be submitted to the County Library after installation and testing have been
deemed sarisfactory by County Library Personnel to include but not limited to SDCL-IT
and BFS staff.
• Invoice shall be Net-30.
8. Delivery Timeline
The bibliotheca flex AMH powered by quickConnect AMH software,which interfaces with ILS
via a SIP2 connection.
AMH Delivery within 12 weeks of receiving signed contract
Installation within a week of AMH being delivered
Installation will take a maximum of 4 days
Year 1 —Maintenance Agreement for hardware and software will take in effect after the
installation of AMH.
6
�y
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER
SORTER,INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
EXHIBIT A-1 CONTRACTOR'S QUOTE
�6
County of San Diego Date Issued: Mazch 10,2017
REQUEST FOR QUOTATION
THIS IS NOT AN ORDER
QUOTATION DUE DATE: March 24,2017 FOR INFORMATION,PLEASE CONTACT
RFQ No. 7885 Martha F. Trevejo
SUBMIT COMPLETED FORM WITH YOUR BiJl'NET Phone:(858)505-6527
RESPONSE, or MAIL,FAX,EMAIL OR DELIVER TO: Fax:(858)715-6453
County of San Diego Martha.Trevejo @sdcounty.ca.gov
Department of Purchasing and Contracting
5560 Overland Avenue,Suite 270 AWARD: Will be based on:
San Diego,CA 92123-1204
❑ EACH ITEM ❑ EACH LOT
Quotations must be received in BuyNet or at the above address ❑ TOTAL PRICE
on or before 5:00 p.m. on the due date. If mailed, the above � OTHER(PRICING AND OTHER FACTORS)
RFQ No.must be included on the front of the envelope.
. .. , ..
. :. . . - :DESCRIPTION.�_� : _ �
THE COUNTY OF SAN DIEGO(COUNTI�LIBRARY HAS A REQUIREMENT FOR AN AUTOMATED MATERIALS
HANDLER(AMH).
QUESTIONS AND REQLTESTS.FOR CLARIFICATION RELATED TO DEFINI'ITON OR IN'TERPRETATION OF THIS RFQ
SHALL BE REQUESTED IN WRITING PRIOR TO THE CLOSE OF BUSINESS MARCH 15. THOSE RECEIVED AFTER THIS
DATE MAY NOT BE ANSWERED AT THE DISCRETION OF THE COUNTY.
PLEASE ENTER YOUR QUOTATION PRICING ON BUYNET OR BY EMAIL AND PROVIDE ATTACFIMENTS TO
CONTRACTING OFFICER THROUGH BUYNET OR BY EMAIL BY THE DATE AND TIME STATED ABOVE.
THE SUCCESSFUL OFFEROR WILL BE REQUIItED TO SIGN THE COUNTY'S SERVICE AGREEMENT. A SAMPLE OF THE
SERVICE AGREEMENT IS ATTACHED.
Offeror aclmowledges Addendum No. � 1 �]2 ❑X 3 ❑4 ❑5
' -. : BELOW TO BE COMPLETED-BY OFFEROR : _. �
. ..:�: . . .
; . . . . . .: . . .
.
PAYMENT TERMS ARE NET 30 UNLESS OTHERWISE INDICATED: % da s
NAME AND ADDRESS OF OFFEROR(Type or Print) NAME,TITLE&CONTACT INFORMATION OF PERSON
AUTHORIZED TO SIGN OFFER(Type or Print)
Bibliotheca.LLC 7osenh Al Coalla
Offeror/Company Name Name of Authorized Representative
3169 Holcomb Brid�e Road,Suite 200 Director
Address Title of Authorized Representative
Norcross,GA 30071 a.coallana bibliotheca.com
City, State,Zip Email Address
�s�� � zo�-3iz� � s�� ) 207-3127 ext. 121
Telephone Number Telephone Number of Authorized Representative
www.bibliotheca.com ���—
Website Address Signature of Authorized Representative
( 8�� ) 689-2269 March 30,2017
Fax Number Date
Evaluation and Award. Quotations aze subject.to acceptance at any time within 60 days after opening of same,unless otherwisestipulated by the County.This REQ is an
infocmal negotiated.procurement process.Lowest price may not always be the sole criteria for awazd of an RFQ.The County reserves the right to waive a variation in
specification if,in the opinion of the County,such vazia6on does not materially change the item or its performance within parameters acceptable to the County.The County '
reseryes the right to reject any or,iall quatarions and to'accept:or reject any item(s)thereon,or waive any informaliry.in the quotatian.'The County reserves the right to
peiFoiin a.pre-awazd_survey of the offeror to detemvne capability,to perform,including bnt not limited to facilities;fivancial responsibility;materials/supplies,and'past
perFormance..The dete:mination of thc County as to the offcror's prospcctivc ability to perfomi the contiact shall bc conclusive.Any order resulting fram this solicita6on is
subjcct to thc County's Tcrms and Condirions of Purchase. . .
SUBMIT TIIIS COMPLETED FORM WITH YOUR QUOTE
�7
County of San Diego
Department of Purchasing and Contracting
REPRESENTATIONS AND CERTIFICATIONS
_ . - - - - - - -. _
TFie following representations and certifications are to be completed,signed and retu�ned with the offer(the term"offer" includes'bids�:
proposdls,quotes or any;other,submission to pro.v,ide goods and%or:services)._ _ : _��, ,.,_ _ : „_. :". ,
1. BUSINESS TYPE 4.2.2 Have within a three (3) year period preceding this
� For-profit❑ Non-profit ❑Govemment agreement had one or more public transactions (federal,
Attach proof of status for Non-profit. state or local)terminated for cause or default;
2. INTERLOCKING DIRECTORATE 4.2.3 Are presently the target or subject of any investigation,
In accordance with Board of Supervisors Policy A-79, if Offeror is accusation or charges by any federal, state or local law
a non-profit as indicated in paragraph 1 above, Offeror is required enforcement,licensing or certification body.
to identify any related for-profit subcontractors in which an 4.2.4 If Offeror is unable to certify any of the facts set forth in
interlocking directorate, management or ownership relationship Sections 4.2.1, 4.2.2 or 4.2.3, it certifies that is has listed
exists. If Offeror is a non-profit and will be subcontracting with a on a separate sheet(s) attached to this Representations
related for-profit entity, Offeror must list all such entity(ies) on an and Certifications each fact that it cannot certify and the
attached separate sheet, and authorization must be sought from reason it cannot do so. That information must include the
Board of Supervisors. If Offeror is a non-profit and does not specific relevant facts (date(s), contract(s) and
submit such a list, Offeror certifies it has no and will not enter into individual(s) involved, status of action(s), and any other
a subcontract relationship with a related for-profit entity. relevant information) that prevent it from making the
3. BUSINESS REPRESENTATION requested certifications. The County reserves the right to
Offeror represents as a part of this offer the following information disqualify an Offeror based upon information disclosed.
regarding the ownership,operation, and control of its business: 4.3 Offeror has a continuing duty to disclose information until.
3.7. Are you a local business with a physical address within contract award/execution and shall report in writing to the County
the County of San Diego? ❑Yes ❑■ No Department of Purchasing and Contracting within five business
3.2. Are you certified by the State of California as a: days of knowing or have any reason to know any change in
❑ Disabled Veteran Business Enterprise(DVBE) status as certified•in the preceding paragraphs 4.1 and 4.2.
Certification#: 4.4 If Offeror or any of its subcontractors, agents or consultants,
have previously contracted with the County to pertorm related
❑Small Business Enterprise(SBE) work on this project(e.g. preparing components of the statement
Certification#: of work ar plans and specifications for this project), Offeror shall
3.3. Are you certified by the U.S.Dept Of Veterans'Affairs as: identify those previous agreement(s) and submit that list along
❑Veteran Owned Small Business(VOSB) with the proposal. Other than as may be submitted on said list,
Certification# Offeror certifies to the best of its knowledge that it and its
❑ Service Disabled Veteran Owned Small Business proposed subcontractors, agents and consultants have not
(SDVOSB) previously contracted with the County to perform work on or
Certification# related to this project.
3.4. Estimated percentage of work in this offer to be 5. CURRENT COST OR PRICING
performed or fulfilled locally(within the geographic Offeror certifies to the best of its knowledge that cost and/or pricing
boundaries of the County of San Diego): �s °/a data submitted with this offer,or specifically identified by reference
4. DEBARMENT,SUSPENSION AND RELATED MATTERS if actual submission of the data is impracticable, are accurate,
4.7. Offeror hereby certifies to the best of its knowledge that complete,and current as of the date signed below.
neither it nor any of its officers: 6. INDEPENDENT PRICING
4.1.1. Are presently debarred, suspended, proposed for Offeror certifies that in relation to this procurement:
debarment, declared ineligible, or voluntarily 6.1.The prices in this offer have been arrived at independently,
excluded from covered transactions by any federal without consuitation, communication, or agreement, for the
department or agency. purpose of restricting competition, as to any matter relating to
4.1.2. Have within a three (3) year period preceding this such prices with other offerars, with any competitors, or with
agreement been convicted of or had a civil judgment any County employee(s) or consultant(s) involved in this or
rendered against them for commission of fraud or related procurements;
criminal offense in connection with obtaining, 6.2. Unless othervvise required by law, the prices that have been
attempting to obtain, or perfortning a public (federal, quoted in this offer have not been knowingly disclosed by the
state, or local)transaction or contract under a public Offeror and will not knowingly be disclosed by the Offeror prior
transaction; violation of federal or state antitrust to opening, in the case of a bid, or prior to award, in the case
statutes or commission of embezzlement, theft, of a proposal, directly or indirectly to any other Offeror or to
forgery, bribery, falsification or destruction of any competitor;and
records, making false statements,or receiving stolen 6.3. No attempt has been made or will be made by the Offeror to
property; induce any other person or firtn to submit or not to submit an
4.2. Except as allowed for in Section 4.2.4, Offeror hereby offer for the purpose of restricting competition.
certifies to the best of its knowledge that neither it nor any of 7. TAX INFORMATION
its officers: The Offeror understands that prior to receiving a contract award
4.2.1 Are presently indicted for or otherwise criminally or fram the County, the Offeror must submit a completed IRS W-9
civilly charged by a govemment entity(federal,state, form to provide a Federal Tax ID number, or if not available, to
or local)with the commission of any of the offenses provide a Social Security Number(SSN).
enumerated in paragraph 4.1.2 of this certification;
... .. --. .. - - -- - - - --
. ._ _. . _ _.. __ .
. . . '.. . ... . : . ..CERTIFICATION : . .. : : '
The information furnished in Paragraphs 1 through 7 and in the accompanying offer is certified to be factual and correct as of the date submitted
and this certification is made under penalty of perjury under the laws of the State of Califomia.
N8R12: Joseph AI Coalla Signature: �
TItIe: Dlrectar Date: nna«n 30,zo,�
Company/Organization: e�erome�,��c
. .-.-. . . . - . .. . . . .. .�
: SUBMIT,THIS FORM AS_DIRECTED IN THE;REQUEST FOR SOLICITATION.DOCUMENTS OR,WITH THE OFFER..:�_ , _.��
Revised 01-15-16 '
REQUEST FOR QUOTE(RFQ)7885
SAN DIEGO COUNTY LIBRARY
INDEMNIFICATION AGREEMENT�
NONDiSC:LOSURE INDEV1iVICI(:ATION AGRF,E11�iF,NT
IF OPTT:ROR SUII�IITS I:XIIIIIIT CONPIDLNTIAL/PROPRIGI'ARY, TIiE POLLO�VING NONDiSCLOSiJRE
NDGMNIPiCATION AGRGEbfENT MUST BF CO�iPLETGD,S[GNL•D AND RETURNED NITII TIiE OFI'ER
'Iliis indemniYication agreemrnt("AgreemenP')is nulde and entered into Uy and bem�een tUe County of San Diego
("Counly")and Ofleror Compcmy/Organization Name: Bibliotheca,LLC
("OfCeror")�vith reference to the following lacts: �
��'HEREAS d�e County may receive a request lor dixlosure oF Ofleror's submission imder ihe California Public Records
Act,Gocemmenl Code Section 6?50,et seq.;:u�d
�'VHEREAS, Offeror l�ns included in its sub�nission.m eshibit entitled"E,YHIBIT—CO:VFIDEA?'LdL/PRUPIUE7:�tRN'
containing records tha[Ofleror has delennined to constitute trnde secrets or other proprietary information exempt from
disclosure under the Calilomia Public RecorJs Act;and
\VHEREAS [he County requires defense anJ indecmiity from Offeror lor the County's ongoing non-clisclosure of
OYteror's GL7777JIT-COR'FIDL�'TI.9L/PROPRIET.iRY;
NOW,1'HEREFOI2E,for good anJ valuable considention and the muh�al promises coutained herein,Ihe parties agree to
•the follo�ving: •
L "I7�e above recitals are incocpor.rted l�erein by this referrnce.
2. Excep[ as otl�envise pro��iJed herein, the County i��ill not release Oflecor's EYHl81T=
CONFlDENTl.d11PROPRIET�lRY based on Offeror's representation tl�at Aie records contained therein are
proprieluy and e�empt frqm disclosure unJer lhr Ca(ifornia l'nblic Records Act an�Vor am trade secmts as tliat
renn is defined in Govenunent Code Section G250,et seq.Noh��ithstanding the Yoregoing, lio�vever,the Counry
may release Offeror's El'fI1B17'CUNFIDLYTI.�IL/PROPRIET�iRY in die e�•ent of any of the follotving:
a. OY�erorfails to comply n�idi tlie tenus and cundi[ions of this Agreement:or
b. OFferor provides tlie County�vidi���ri[ten notice that some or all of tl�e records may Ue released;or
c. A court of compztent jurisdic[ion orders die Counry to release die records and die Counry lias esl�austed or
waived its appcal rights.
3. To tl�e fiillest estent allowed by law,[lie County shall not be liable for,and Ofteror shall defend:uid indenutify
County and its Board of Supen•isors, npicers,directors,employccs and agents of County(eollcctivcly"Coumy
Parlie.s"),agains[any ancl all claims,demands,liability,judgmcnts,a�vards,fines,mechanics liens or other liens,
labor disputes, losses, dnma�cs, exp��ises, chugcs or costs ol'any kind or chur�ctcr, including attomeys' fecs
(«�hcthcr incuircd by Coimry nttorncys or attorncys employcd by County)and court costs(hcreinattcr collcctivcly
referred to as"Claitns"),related to Ot7eror's�1%i!Bl7=CONFIDENT/.-IUPXDYRIE7:�IRY.
4. Offeror�elives any nnd nll clain�s in Imv or equity and hereby releases tlie Counry I'arties from any attd all claims,
deductiUles,self-insured cetentions,dzmands,liability,judgments,��vnrds,fines,mecl�anics' liens or other liens,
labor disputes,losses,damnges,espense,,cUarges or costs of vty kind or cUaracter,including attorneys'fees and
cour[ costs, wliich arise out of or are iu any �vay connected to Offecor's E,YHIBI'f-
CONFIUEN7IdUPX OPRIET�1KY.
•TO BE COMPLETED BY AN AUTHORIZED REPAESEN'CATIVE.OF THE QFFEROR '
Oftcror Coropany/Organi��tion Namc: Bibliotheca,LLC
Audiorized Representatiae NatttC: Joseph AI Coalla
Autl�otized Representative Tide:
�
Signan�re: ��^— Date: _Mazch3D,2Q17
SUBMIT THIS COMPLETED FORM
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San Diego County Library
RFQ No. 7885, Automated Materials Handling System
Submittal date: March 30, 2017
bibliotheca + 3M
The best of both worlds
�
bibliotheca + 3M
the best of both worlds
Table of Contents
Executive Summary.............. ................ 6
........................................................................................
EvaluationCrite�ia.......:..................................:......................:......................................................8
Price..........................................................................:.......................:.................................................8
Automated Materials Handling (AMH) features...........................................................................8
Maintenanceand Support............................................................:.....:.:...:............................:........8
Deliveryand Installation.................................................................................................................10
ProjectGoals...................................................................................................................................10
OutcomeObjectives ....................................................................:......::.....:..................................14
ProcessObjectives.........................................................................................................................17
Specific Requirements for Service Delivery.................................................................................19
Rolesand Responsibilities...............................................................................................................19
Data Collection and Reporting Requirements...........................................................................25
Invoice Requirements ....................................................................................................................26
Additionalinformation...............................................................................................................27
Company Background and Experience.............................................................:.......................27
Ourbusiness at a glance...............................................................................................................27
Parfnerships...................................................................................................:..................................28
Facilities............................................................................................................................................28
CompanyLeadership...........................................:..............................:......................................29
bibliotheca Project Team..........................:...................:...............................................................30
References ..................................................................................................................................31
Reference..........:..:::....................................................................................................................32
31
. . . - . .
bibliotheca + 3M
the best of both worlds
ProposedSolutions ...............:........:.......:....::..............................................................................33
bibliotheca quickConnect AMH?"".........................................................:.:....................................35
bibliotheca IibraryConriect'"'........::.......::.:::.................:........:.......................................................36
bibliotheca quickConnect�"'system manager...:.......................................................................37
flex AMHr"" by bibliotheca.............................................:......:.:.:.:...................................................38
Project Implementation...................................................................:::.....:.................................40
AcceptanceTests......................................................................::...................................................40
Installation Responsibilities............................................................ ...........................41
Timeline & Approach .............................................................:....:.....................::...:.......................42
Client Account Management...................................................................:...:..........................45
Pricing.....................................................................................................::.::.................................46
Appendix.......................................................................................................:.............................48
Confidenftality and limited use.The confent of this propospl!is.strictly canfidenfial and i;nof to be passed to,or iransferted by any means,in
whole or in parf,to any third parly without the express a�d.prior written authority of bitiliotheca.
Accuracy of RFP and wavanties.The information contained in this document represents bibliotheca's curreni view of the planned RFID '
� � deployment.The.RFID industry is parficularly dynamic,and biblioiheca's proposal must consiantly be updated to refleci changing market
conditions,technologies,ond standards.This document must�not be interpreted as a commitment on the port of bibliotheco,ond bibliotheca
���cannot guarantee}he accUracy of any information contained in ihis report after the date of its publication.
, This document isinfended for informational purposes only,and bibliothew�offers and makes no warranties,express or implied,in fhis documeni,
unless clearly�stated.Products,logos,and company names contained within this report may be the frademarks of their respective owners,and
� where fhis is the case.ihese are acknowledaed.All riahfs reserved:bibliotheea.LLC DBA b(bliotheea.2017
32
. . . - . .
bibliotheca + 3M
ihe best of both worlds
March 30,2017
Martha F.Trevejo, Procurement Contracting Officer
County of San Diego-Department of Purchasing and Contracting
5560 Overland Ave,Suite 270,MS-032
San Diego, CA 92123
Email: martha.treveio@sdcounty.ca.qov
Phone: (858) 505-6527
Dear Martha:
We appreciate you taking the time to read through our proposal and learning more about the
AMH solution that will best suit the Solana Beach Branch.
I wanted to give you a brief overview of what I have learned from meeting with your library staff
and administration.A team member and I had the opportunity to meet with Migell Acosta, Donna
Ohr, and Ryan Ibarra in the past month to speak about some of the pains their library staff face
when handling circulated materials and what they hope to achieve with their new AMH solution:
l. One of the most pressing issues staff face is after your Fine Free Fridays, when the
mountain of returned books stack up and require "all hands on deck" to "throw
books". Migell and others explained how the library has to recruit staff from all corners
of the facility to help sorf books.
2. The second issue is the lack of having an interconnected library system,to be able to
completely monitor system status and pull reports easily from one location.
3. Last but not least, I heard how much all of your libraries rely on their sorters once
implemented and how many issues a nonfunctional sorter causes if down for even half
a day.
Our AMH solution is the only solution that can directly fix all of thes� current problems at Solana
Beach Branch. Our solution will handle the large volume of books returned on Friday's, provide a
monitoring software that shows the status of the complete AMH system, and will be serviced by
local technicians that will arrive quickly to service your AMH system, if an error has occurred. Our
proposed system also fulfills all of the system requirements that are posed in your RFP.
In our proposal, we will show you how Bibliotheca's flex AMHT'" solution, along with the
accompanying IibraryConnectT'" software and local, trained technicians available, showcases
the solution that your library requires.
33
bibliotheca + 3M
ihe best of both worlds
� Our commitment to excellence ensures your staff, patrons and community receives the best
products and services in the library industry.
The following are just a few of the many benefits to choosing bibliotheca as your AMH partner:
QConnect. Provide a connection between the library and its patrons,wherever
� . they happen to be, and expand its reach and role within the community.
� � Engage. Encourage patron interaction with the library that drives participation
and enhances its overall importance.
Evolve. Empower libraries to reinvent their offering and encourage lifelong
� leprning today and well into the future. '
We look forward to building on our partnership with the San Diego County Library system for all its
current and future automation needs. If you have any questions, please contact me.
Sincerely,
��l ' ti�
� '
l�� : ��, . ,
��
Business Development Manager
651-808-4002 � m.humphrey@bibliotheca.com
3�F
bibliotheca + 3M
the best of both worlds
Executive Summary
San Diego County Library (SDCL) is a
�Qsandiegocountylibrary massive library system in southern California,
�� composed of 33 branches. This complex
� , system also includes Bookmobiles and 24/7
self-serve kiosks to serve patron needs.
The Solana Beach branch is located at 157 Stevens Avenue, on the campus of Earl Warren
Middle School.This branch is the first shared-use facility within this library system.Solana Beach
has an impressive footprint, with an individual collection of almost 70,000 items and 6.75 full-
time employees. Solana Beach serves more than 13,000 residents, and it shows. This one
branch circulates�326,432 items annually, with approximately 27,000 items circulated every
month.
With only 6.75 full-time employees, this branch desperately needs an automated materials
handling system.
This RFQ is requesting an AMH system that has a total of four sorting locations, and an
additional bin for overflow, one exterior patron induction with fire suppression capabilities,
and one interior staff induction.
We believe in libraries because thev
� III \\\ � �
Organize and preserve Promote literacy Provide education Provide relevant
knowledge made without opportunities to help services for their
accessible to all discrimination people grow communities
�
'� IIII , �
Continually extend their Transform lives and Support public library's
services to meet the fuel lifelong learning core mission of patron
changing needs of engagement
patrons
_ _
35
. . . - . . .
bibliotheca + 3M
the best of both worlds
Crafting a distinct library experience.That is what bibliotheca brings to the table. As libraries
around the world know, our proposed solution is easy to use and efficient - and one that
supports your library's mission. Unique benefits to selecting us as your library technology
partner include:
Strategic Vision.Mason Humphrey,your bibliotheca 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 footprint and staff needs.The result
is a detailed roadmap that includes the best location and configuration of your products.
Outstanding Service. You can trust our technicians to be onsite quickly to keep your AMH
system running at peak performance. We have technicians trained on our bibliotheca
products in and around your area, and carry the most commonly used parts in their service
vehicles. This ensures prompt repairs. In addition, we have an in-house help desk to answer
any of your questions.
Easing the Transition. We specialize in change management services. Our dedicated, onsite
team takes the time to ensure your staff is comfortable with its new AMH system. We help
guide your team members as roles expand so they can assist patrons with the services they
value most. Our team's job is not done until your staff is completely satisfied.
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Evaluation Criteria
Price
a. Our pricing for our proposed system is valid for 90 days after the closing date of the
RFQ. Please see the pricing provided later in the Pricing section of this proposal.
b. Maintenance Fees: all costs are bundled into one cost, as this cost covers your entire
AMH system and all associated maintenance and support costs.
Automated Materials Handlinca (AMH)features
a. Please see the narrative of the features of our proposed AMH system throughout the
following sections of this proposal, and full product descriptions in the Additional
� Information section. �
b. Please see the below narrative of our organization's proposed approach in
accomplishing identified requirements and bibliotheca's ability to provide the
required equipment,features,and services described in Exhibit A of the County's RFQ.
Maintenance and Support
a. Provide a narrative detailing the specifics of the following and how it meets or exceeds
the requirements described in Exhibit A of the County's RFQ:
1. Are you able to provide, at a minimum, a 1-year warranty to fully cover software
(including upgrades, patches), hardware, and labor at no additional costs?
Yes X No_
Please describe the details of your warranty.
bibliotheca is proud to include a one year warranty that fully covers all AMH software
and hardware (including software and hardware patches, parts, etc.) and labor at
no additional cost to the San Diego County Library.
Please see the sample Sales Agreement included in the Appendix of this proposal for
full details on the included one year warranty.
2. Are you able to provide an annual Contractual repair and maintenance agreement
up to 10 years, after the expiration of the 1-year warranty, to fully cover software
(including upgrades, patches), hardware, and labor?
Yes X No_
With renewable option years? Yes X No_
� 37
. . . . . :
bibliotheca + 3M
the best of both worlds
If yes, how many? However manv vears the library desires years
Please describe the details of your repair and maintenance contract.
Please see the sample Sales Agreement included in the Appendix of this proposal for
full details on the repair and maintenance contract.
3. Describe your replacement parts and equipment availability. Are your parts and
products warehoused in North America?Yes X No_
All replacement parts and AMH equipment for your flex AMHT"'are warehoused right
here in the United States. In addition, our trained field technicians carry commonly-
used replacement parfs in their vans.
4. Describe your remote support capabllities.
All bibliotheca systems are designed to utilize remote support techniques. If your
system has an issue,our in-house support team will remotely access your system,fixing
any software issues that they encounter.
5. Describe your ability to work closely with Information Technology staff or related
experience.
Our Installation team,field technicians, and in-house support team have worked with
Information Technology staff at almost every single project implementation, which
numbers in the tens of thousands. In specific instances, our staff have collaborated
with ILS companies, IT library staff, and librarians during project implementations to
communicate issues during an installation, SIP communication with the ILS, etc. Our
staff work incredibly well with parfner companies in ensuring a project implementation
is a success for your library.
6. Will you provide inclusion of CPU operating system upgrades and CPU hardware
upgrades as needed or requested by the County of San Diego at no additional cost?
Yes X No_
38
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bibliotheca + 3M
the best of both worlds
Delivery and Installation
a. Provide a short narrative on your company's ability to meet delivery and installation
deadlines as described in Exhibit A of this RFQ.
Yes. We have provided a general overview of how bibliotheca kicks off and
implements our projects, complete with project responsibilities, timelines, and
deadlines in the Project Implementation section of this proposal. As a brief overview:
We take a simple,clear approach to project management.To aid in a quick,seamless
implementation, bibliotheca provides engineers trained in library technology for all
project installations.This ensures that installation is kept on track. We recommend that
each library undergo a site survey to assess security requirements and suggested
methods of installation. This site survey will identify the best location and space for
product operation and servicing.
b. Provide a short narrative on your company's ability to provide an architectural
drawing of the sorter placement, if requested,as described in Exhibit A of this RFQ.
We have provided drawings of our proposed AMH system, both in the Appendix and
Project Goals section of this proposal. We will provide full architectural drawings,fit for
construction use, after being awarded the contract and beginning the project.
Proiect Goals
Solana Beach is requesting an AMH system that will fulfill the following requirements: .
• AMH sorter must be equipped with (4)sorf locations and must include a total of 5-bins
(i.e. 1 for each sort locafion 8. 1 extra for overflow).The AMH shall include internal staff
facing inlet and one 24-hour access public facing inlet with RFID capability(optional
barcode reader)for the purpose of checking in and sorting library materials.
bibliotheca is proposing our flex AMHT"' system with four sorting locations and one
overflow bin,complete with an intemal staff induction and one exterior patron retum.
We designed our system to be placed near the already-cut section in the exterior-
facing wall, but it will need to be recut to accommodate our system. Also of note is
that our system is ADA-compliant.
We included four sorting locations with an overflow bin, as requested by the library.
There is also an intemal staff-facing induction complete with a monitor,and a 24-hour
accessible exterior patron return.
39
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bibliotheca + 3�W
the best of both worlds
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• AMH system software must have the capability to successfully integrate and
communicate with any integrated library system (ILS) using industry standard
proto,cols (i.e. SIP2). The AMH system soNware must be updated by the vendor as
updates are released by the system soffware manufacturer for the life of the system at
no additional cost to the SDCL. �
The bibliotheca flex AMHT"" is powered by quickConnectT"' AMH software, which will
interface with your (or any) ILS via a SIP2 connection. Our software is periodically
updated with important features,which your library will receive automatically for the
life of your AMH system, at no additionai cost.This feature is covered standard by your
Support and Maintenance Agreement.
• AMH must have the ability for sorting Link+ cnd Circuit materials that are not owned
by SDCL.
bibliotheca is proud to be the vendor of choice for many different libraries that are
members of Link+. Our flex AMHT"'system can sort Link+ ond Circuit materials, or other
outside ILS items.
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bibliotheca + 3M
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• Provide a one year warranty,included in the purchase price,to cover all soffware and
hardware repair,maintenance,and upgrades to include applicable service coverage
but not limited to: Service Level Agreements (SLA), preventative maintenance
schedule, hardware replacement/repair, software updates, anti-virus software, OS
windows updates and CPU/desktop PC(IT)equipment refresh cycle per County of San
Diego (CoSD)standards. Labor must be included at no additional charge.
Yes, a one year warranty and one year of software and hardware support is included
standard. Please see the sample Service Level Agreement (SLA) in the Appendix of
this proposal for more details.
• Provide a 1-year repair and maintenance agreement to cover all hardware and
software repair, upgrades, and scheduled preventative maintenance. Labor to be
included at no additional charge. SDCL shall have an option to renew maintenance
on an annual basis to cover all hardware and software repairs for the life spam of the
AMH or up to 10 years. Agreement to be effective after the expiration of the one-year
warranty. Must provide full details of what is included in the maintenance and repair
services for software and hardware.
Yes, this is covered under our one year warranty. The first year of service and
maintenance costs is included in the purchase price of your flex AMHT"' system. The
library can choose to renew their Support and Maintenance Agreement for each
year, but we can offer lower rates if your library chooses a 5-year or 10-year
agreement. Please see the Pricing section for more details, and the sample SLA in the
Appendix.
. AMH will provide the option/ability for growth and the ability to change the layout if
the system needs to be moved, modified,and/or reconfigured.
Yes. Our.flex AMHT"'system is completely modular. Components can be added on or
taken away in the future, dependent on the library's needs.
• Ability to provide remote support of the AMH system using web-based remote
assistance tools that utilize common network ports(i.e. 80 or 443).
Yes. A critical aspect of bibliotheca solutions is having the ability to remotely
troubleshoot potential problems, before sending field technicians to service your
equipment.This saves your library staff and Bibliotheca time and money.
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bibliotheca + 3M
the best of both worlds
• AMH receptacles which have ability to accept/support various bins for flexibility.
Yes; however we recommend using our proposed bins,�as they are designed to
exactly fit our AMH system.
• AMH must fit within an area of 10 feet-10 1/8 inches x 7 feet 10 11/16 inches and
comply with California ADA space requirements.
Yes, our proposed flex AMHT"'system fits in the required area given.
• Return bins must be ergonomic.(example: bin lowers as materials are deposited for
damage-free returns and bin rises as materials are removed) .
Yes. Our proposed bins are spring-loaded; this means that if a staff inember is
unloading a bin, the bottom of the bin will raise higher as items are removed from it.
• If selected, must be able to provide an architectural drawing of the sorter placement
to include technical speci�cations,if requested.
Yes; in fact, we have included these drawings in this proposal. Please see the
applicable sections for more information.
Outcome Obiectives
• Contractor to deliver and perform complete system installation of automated
materials handling sorter with:
a. Total of 4-sorting bin locations to include a total of 5-bins; (4) bins for each sort
locafion plus (1) extra bin for overflow purposes
b. (1) interior staff facing sorting inlet with RFID scanning, and backdating
capabilities �
c. (1) 24-hour public facing exterior access inlet with fire suppression, RFID
scanning, optional barcode reader/s and backdating capabilities.
d. Staff facing inlet receipt printer with ability to print hold, transit, etc slips per
• SDCL specifications
e. Public facing inlet receipt printer with ability to print customer receipts for items
returned per SDCL specifications
Yes.Our proposed system fulfilis all of these objectives. It has a total of five bins;
an interior staff-facing return complete with an RFID scanner and backdating
capabilities (the latter is a software feature);an exterior patron return complete
with fire suppression capabilities, RFID scanner, receipt printer, and optional
barcode scanner.
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• Contractor shall confgure sort rules to accommodate the business requirements and
needs of SDCL.
Yes. This will be accomplished during project implementation and installation. Your
AMH system wiil be configured by the installers to accommodate the library's desired
sorting needs.
• Contractor will need to ensure AMH system is secure. Having such a device potentially
fall on something or someone is a major safety concern in the event of natural disaster
such as an earthquake or any other unforeseen circumstance. Secure method should
meet any State of California standards or requirements.
Yes. Our AMH systems are secure and have an extremely low chance of tipping over
if an earthquake were to occur. While our systems are lower than 48" (the required
height for securing items in California for earfhquakes), the library can ultimately
choose what is best in securing the AMH system.
• Contractor shall provide thorough haining of system to SDCL-IT and library branch staff
affer successful completion of system delivery,configuration,and installation.Training
must be included at no additional charge.
Yes. bibliotheca provides training for the initial implementation free of charge. We
provide customized staff and technical training, scheduled in consultation with the
library. Training plans and documentation are developed in detail with the customer
project teams. Training is provided during installation by a combination of specialists,
and is typically delivered on-site to groups of 6-8 people,with sessions lasting between
30 minutes to 2 hours depending on the level of training. We provide training on every
single aspect of our AMH solution.
Training is provided for all library staff, from those in technical departments to those
that oversee the circulation and reference desks. It is important that ali of your staff
are comfortable and confident in using and managing the system.
We help our customers prepare for their go-live date when they will introduce the new
services to patrons. bibliotheca advises using staff as greeters, helping patrons
approach and use the products. Patrons will see how simple the solution is to use and
gain trust in using self-service.
Technical Training
It is recommended that technical training be performed prior to staff training. This will allow
all systems to be configured to suit specific needs and address workflow related questions
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the best of both worlds
prior to working with staff.These training sessions may loosely follow the outline shown below,
dependent on staff needs. This will be determined during the kick-off ineeting, led by your
Project Manager.Training topics include:
� Daily, monthly and yearly maintenance on the sorter
� Troubleshooting
� Changing receipt paper �
� Customizing and configuring software
� Bin alerfs
� Sort criteria
� Questions and answers
Staff Training �
� Daily, monthly and yearly maintenance on the sorter
� Troubleshooting
� Changing receipt paper
� Customizing and configuring software
� Bin alerts
� Sort criteria
� Questions and answers
When training is completed, all library staff will be able to:
� Perform all system operator functions and supervisory override functions
� Know common causes of system failure and their remedies
� Follow instructions given by our staff over the phone for correction of system problems
� Identify and perform preventive maintenance not routinely performed by bibliotheca
� Provide additional internal training without our assistance
Additional training courses are available,for both standard and custom courses (on-
site ($1,500) orweb ($750)).
• The Solana Beach branch should realize a 50%increase minimum in materials check-
in and sorting efficiency in.comparison to the current manual process which utilizes
(2) or more personnel at a time.
Yes. For a majority of bibliotheca AMH customers,at least an 80%increase in materials
check-in are realized by the library.
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• Pirst year of support and maintenance of AMH shall be at no additional cost to SDCL
which includes parts and labor from successful installation and project sign off date.
Yes.
• Automated Materials Handler shall be delivered,installed,and fully functional by May
31, 2017. Date may be extended with the approval of SDCL.
Our AMH solutions are custom-made for each of our customers. As such, our AMH
solutions generally take as little as 12-16 weeks lead time. If bibliotheca received a
purchase order at the end of April 2017,we could have your AMH solution delivered
and installed by approximately June,-July 2017. We recommend beginning the AMH
implementation process as soon as possible,so that all project goals are fulfilled.
Process Objectives
Contractor shall achieve the following process objectives:
• Contractor shall successfully deliver and install an Automated Materials Handling
system with (1) interior staff inlet and (1) 24-hour access exterior public facing inlet
with RFID scanning and fire suppression capabilities.
Yes.
• Contractor shall ensure 99%uptime of AMH system.
Yes.
• Contractor shall provide an AMH system that operates with the following minimum
requirements:
a. 60db or less during operation.
b. Operate on standard 120V (SDCL to provide dedicated circuit).
c. Operate on standard RJ45 network connections using CatSe cabling at a
minimum and static IP/s (SDCL-IT to provide data connection/s and IP
information).
d. AMH system must adhere to County of San Diego operating system standards
for life of AMH system ('Currently Windows 7 Professional/Enterprise 64-bit)
e. Configuration of Windows operating system to perform scheduled Critical
system updates to meet CoSD CTO standards
f. Configure Anti-Virus system software to perform scheduled updates to meet
CoSD CTO standards
Yes.
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• Contractor shall have replacement parts and equipment for their internal vendor
support personnel in order to reduce system downtime for SDCL.
Yes. �
• The Contractor must have a ready supply of parts and products warehoused in North
America for quick shipment to internal vendor support personnel or to the SDCL in case
of repair or replacement.
Yes.
• Contractor shall provide inclusion of CPU operating system upgrades and CPU
hardware upgrades as needed or requested by the County of San Diego at no
additional cost.
Yes.
• Contractor shall provide preventative maintenance on a bi-annual basis at a
minimum at no additional cost to SDCL during the warranty period of the AMH system
and during the repair and maintenance agreement.
Yes.
• Contractor shall work closely with SDCL Information Technology (SDCL-IT) personnel,
ILS vendor and other 3rd party entities to troubleshoot and resolve technical issues as
needed by SDCL. By third party,we are referring to any ITO partners that work with the
County of San Diego. For example, if a materials sorter is not functioning or not at
optimum performance,SDCL expects the vendor to work with SDCL-IT staff and the ITO
partner to determine root cause and take appropriate actions to resolve. Third party
members could be HPE and AT8�T.
Yes.
• Contractor shall allow transfer of contract to County of San Diego Information
Technology Outsourcing Partner at no additional cost should SDCL decide this is in the
County's best interest.
Yes.
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Specific Reauirements for Service Delivery
• Successful delivery and installation of AMH system with(1)interior staff facing inlet and
(1) 24-hour access exterior public facing inlet with fire suppression capabilities, RFID
scanning, optional barcode readers, and receipt printers compatibie with SDCL's
barcode and RFID tagged materials for check-in and sorting processes.
Yes.
• Provide project manager professional services for implementation of an automated
materials handling system to include but not limited to: shipping, physical installation,
configuration, and end-user training.
Yes. bibliotheca offers a consultative approach for project implementation. Your
designated Project Manager gathers input from your Client Account Manager and
other departments, such as Project Management, Software, Engineering, and
Support,where each team contributes to ensure bibliotheca delivers your project on
time and within budget. Our philosophy is to provide integrated end-to-end service,
which is why we have qualified staff assisting at every step, committed to meeting
project objectives.
Roles and Responsibilities: The roles and responsibilities of the Project Manager are
shown below,with further information provided under each heading.
General
� Day-to-day operational responsibility and accountability
� Establishment of communications channels
� Production and update of a project plan
� Agreement of reporting procedures
� Exception planning, risk identification, and assessment
� Site survey organization '
� AMH project management
� Provision of documentation
Solution Set-Up
� Gather information to establish system configurations
� Establish arrangements to undertake system set-up and testing
� Confirm sign-off of all implemented solutions
� Supervise configuration of software
� Establish change control mechanisms
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Delivery and Installation
� Arrange delivery and staff training
� Resource coordination and mobilization
� Installation, commissioning and sign off acceptance
Formulating the Project Plan:Our Project Managers formulate detailed plans to deliver
the project. The process begins early, and considers all solutions, configuration
requirements, and any other needs. All hardware requirements will be confirmed,
including non-standard finishes or other customizations. The Project Manager
coordinates technical planning, including site survey confirmation, software
configuration and testing, and equipment installation. .
Managing Personnel: The Project Manager's main responsibility is to oversee
bibliotheca involvement. The Project Manager creates a plan of communication to
ensure all roles and responsibilities are defined and managed. The Project Manager
also works with library staff, including IT and ILS personnel. This cooperation ensures a
successful installation.
Relationship Building: The Project Manager fosters a strong relationship with your
library.This contributes to the overall understanding and staff buy-in,and planning and
implementation of rollout.
Risk and Contingency ARangements: The Project Manager manages risk and
contingency concems. A detailed risk log is maintained and reviewed by the entire
project team. A formal escalation route is defined so that if and when a risk element
comes into scope, contingency arrangements can be put into action.
Responding to Change:The attention our Project Managers provide includes resource
allocation time and investment at all levels,from attending board meetings to liaising
with staff. bibliotheca addresses and determines customer support and involvement
at the kick-off meeting, when a thorough, detailed schedule of requirements is
determined. The level of internal resource depends upon implementation size and
complexity.
Optionally, we offer on-site support during go-live dates, particularly during
deployments in the early phase. This provides reassurance to your staff that any
problems are handled quickly and without impact. A table of our typical lead times
can be found below. Piease note these are standard details, and each project
implementation is slightly different. We would like to highlight the necessity for
commitment on the main aspects that affect lead times and, ultimately, installation
of the system as specified by the library. The project team's experience ensures that
any adjustment to planning may be made without disruption to implementation.
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• Provide a service level agreement (SLA) that fits within SDCL's needs/requirements of
99� uptime.
Yes. Please see the Appendix of this proposal for tfiis document.
• Provide professional support staff with inventory of replacement/spare parts to
minimize downtime and maintain 99� uptime of AMH.
Yes.Bibliotheca has the talent and scale to handle our customers' most pressing issues.
We have developed an in-house support team that is the largest in the industry. In
fact, most of our support calls are resolved and closed the first time a customer calls.
If an issue requires more in-depth assistance,our support technicians can remote-in to
assist with software, and they will dispatch onsite technicians for hardware help that
can't be resolved over the phone-it's that simple.
Bibliotheca-trained onsite technicians
Our team of 120-plus trained field representatives arrive in bibliotheca vans that are
stocked with parts that solve the most common problems. We get you back up and
running in no time!
bibliotheca technicians are required to complete weeks of training for each product
before being certified to work on it. Many of our customers have been working with
their bibliotheca tech for years. Our customers appreciate the consistency and
compliment us on the high level of confidence that they have in their technicians.
Many of our in-house support and onsite technicians have been working with these
products for five-plus years on average.Some are 20-year veterans.
Fixes at your fingertips
We also provide supporf via our reporting and monitoring software, IibraryConnectr"',
which you can access using any web browser.You can set up alerfs and notifications
for your staff so you can fix problems before your patrons notice that you have one.
You can view current assets and see all of your locations, log new support cases,view
help desk notes, and more. IibraryConnectT"''s custom area is the place to download
the latest software updates and user guides related to your products.
Preserving your investment
By maintaining a current support agreement, your library is guaranteeing that your
products will be operational at peak levels, always ready for patrons. You are also
protecting your original investment. Here's more information about our hardware and
software service and support levels.
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bibliotheca + 3M
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Other vendors service and support � bibliotheca service and supporf
Say they'll send out an onsite supporf technician Oniine Support Portal 24-7. This website is your �
who must book a flight-and it may take a week or dashboard for all of your bibliotheca products.
' two for him or her to get there.
- - - _ - - - --------- --------____ - - - - - -- --- - -- � ----- -- ----
�
' Are slow to send parts or say everything will be fixed ; In-house support.Hotline 24-7 and soffware support ;
remotely. hours: 8AM -7PM EST, 7AM-6PM CST, 5AM -4PM '
' PST
May send an unqualified "smart hand" who has ! On-site support.Trained and certified technicians in ,
i never seen your equipment. Other vendors can i local service area, service vans stocked with spare ,
i leave you and your patrons hanging! parts,4-hour call back and 8-hour on-site
• Suppoit personnel to successfully complete County of �San Diego background
verification process in order to work as a County of San Diego contractor or as required
by the County of San Diego.
Yes.
• Provide inclusion and configuration of CPU operating system (currently Windows 7 Pro
32-bit or 64-bit),Anti-Virus Protection software and CPU hardware upgrades as needed
or requested by the SDCL as part of maintenance agreement to meet County of San
Diego IT requirements at no additional cost to SDCL or ITO.
Yes.
• Provide highly detailed documentation of AMH use and basic troubleshooting
methods for SDCL staff use
Y,es. Documentation is provided free of charge in electronic and print formats for all
products and for each release of software and/or hardware. All documentation is
available via our IibraryConnectT"'software.
Documentation consists of patron guides, configuration and set up guides, and, in
some cases, installation guides. Staff can request additional copies or have the
documentation sent via email.Staff will be able to configure (as necessary), operate,
and, if needed, diagnose products. All manuals feature clear, instructional images
and step-by-step guidelines.
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• Provide SDCL with a support phone line and online system which allows but not limited
to: opening of support cases, documentation of support cases, support case status
and ability to exiract data to Excel and PDF formats
Yes. By maintaining a current support agreement, your library is guaranteeing that
your products wiil be operational at peak levels, aiways ready for patrons. You are
also protecting your original investment. Below we outline more information regarding
our hardware and software service and support levels.
At bibliotheca, we start by building robust, reliable products. We have more than
30,000 customers using a variety of bibliotheca solutions. We design and build
products so that they can easily be fixed, and then we provide Your Library with the
. best support and service in the industry. .
- - - - - - - - - - - - - - - - - - - - - -- -- -- ------ - - - - _
� Other vendors service and support � bibliotheca service and support
_.. - --- - -- -- - ----- -- - -- ._._.. . - - -- --- - -- - - -- -- - ---------- ---_ ..
' Say they'll send out an onsite support technician { Online Support Portal 24-7. This website is your
who must book a flight-and it may take a week or ; dashboard for qll of your bibliotheca products.
two for him or her to get there
Are slow to send parts or say everything will be fixed In-house support.Hotline 24-7 and software support
remotely. i hours: SAM- 7PM EST, 7AM- 6PM CST, 5AM -4PM
: PST
May send an unqualified "smart hand" who has � On-site support.Trained and cerfified technicians in
never seen your equipment. Other vendors can local service area,service vans stocked with spare
leave you and your patrons hanging! parts,4-hour call back and 8-hour on-site
Our approach
bibliotheca has the talent and scale to handle our customers' most pressing issues. We've
developed an in-house support team that is the largest in the industry. In fact, most of our
support calls are resolved and closed the first time a customer calis.
If an issue requires more in-depth assistance, our supporf technicians can remote-in to assist
with software, and they will dispatch onsite technicians for hardware help that can't be
resolved over the phone-it's that simple.
bibliotheca-trained onsite technicians
Our team of 120-plus trained field representatives arrive in bibliotheca vans that are stocked
with parfs that solve the most common problems. We get you back up and running in no
time!
��
• • • - . •
bibliotheca + 31u1
the best of both worlds
bibliotheca technicians are required to complete weeks of training for each product before
being certified to work on it.Many of our customers have been working with their bibliotheca
tech for years. Our customers appreciate the consistency and compliment us on the high
level of confidence that they have in their technicians. Many of our in-house support and
onsite technicians have been working with these products for five-plus years on average.
Some are 20-year veterans.
Fixes at your fingertips
- . --. .:� .-= --•-._ __ . __r.___,_�° We also provide support via our
d°'°'"a`°'�' � � ^ reporting and monitoring software,
IibraryConnectT"', which you can
, �,� ._ _. ; access using any web browser. You .
"""' � "�"�' can set up alerts and notifications for
� � � � your staff so you can fix problems
� � � before your patrons notice that you
� � � have one. You can view current
l��y��� assets and see all of your locations,
log new support cases, view help
�, : � desk notes, and more.
----------�-- - ' IibraryConnectT"''s custom area is the
� :_ t
place to download the latest
'�� software updates and user guides
� ^ � J� J related to your products.
• Frequency of services: Break/Fix Support: Daily or on an as needed basis by SDCL.
Yes. All issues will be handled according to the proper procedures by our support team.
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bibliotheca + 3M
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Data Collection and Reoorting Requirements
• Data collection and statistical reporting shall be performed using the reporting
functions through the ILS which includes check-in of all materials being sorted through
the AMH system.
Yes. IibraryConnectT"' is the only place you need to go to manage your entire suite of
bibliotheca solutions.This one-stop portal allows you to access more information,have
full transparency on all your products and connect with other like-minded libraries.
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- ��'_'— �ew status and reports on your library
- - � , �III self-service devices
_ . . . . . . . .. . . . . . . . :
;= . ... . . . . . . . . . . . . . . O
��" ' '' ' ' ' ' ' ' ' ' � � � = � � Configure and manage flex AMHT"^
. .. . . . . . , . . .
. . .. . . . . . . . . . . . . . � �+
'= ' '' ' ' ' ' ' ' ' ' ' ' ' ' ' ' ' with integrated visualizer
�__:�=• . . .. , . . . . . . . . , ,
_.�_.=�. �
`..._._._,.__._..._..w_..__._..�
detailed statistics O Share ideas with other bibliotheca
� customers through an online forum
;: �W����nnnn
— � � Access a weaith of self-help training materials,
� includin p g
' 1==11`IUUUU, 0 g videos and atron uides
�
°'�" " � _ � O Access online customer support porfal
�,�°--- .
flex visualizerT"' �
��
• • • - • •
bibliotheca + 3M
the best of both worlds
• For troubleshooting purposes, contractor may be required to run network monitoring
software such as but not limited to Wireshark to assist in troubleshooting potential
network latency issues that may be affecting the AMH and have local log files
available for additional troubleshooting purposes. .
Yes. These conditions will be dealt with by our support team. While they do use their
own network monitoring software, this particular software agreement can be
incorporated into the support contract between bibliotheca and the library.
Invoice Requirements
• Invoice shall be submitFed to the County Library after installation and testing.have
been deemed satisfactory by County Library Personnel to include but not limited to
SDCL-IT and BFS staff.
Yes.
• Invoice shall be Net-30.
Yes.
��
• . . - . .
bibliotheca + 31VI
the best of both worlds
Additional Information
Companv Background and Experience
Our solutions help libraries connect with their patrons,engage their communities,and evolve
their offerings so they can transform into indispensable,equitable community hubs that inspire
creativity, collaboration and life-long leaming.
bibliotheca was formed in the spring of 2011 when the three leading independent companies
of bibliotheca, Intellident and Integrated Technology Group merged to create a single,
global entity. In January of 2012,the Group was extended furfher with the acquisition of Trion
AG, and more recently, in October 2015, the Group was extended further when their
shareholders (OEP) acquired in fuli the 3M Library Systems business.
bibliotheca is dedicated to the development of solutions that help sustain and grow libraries
around the worid.Our products are designed to provide a welcoming,intuitive and seamless
environment for those that use the library-wherever they choose to use it-be that at home,
on the move or within the foundation of the library itself.
We have direct operational offices on all major continents, together with dedicated
distributors who offer our solutions across a further 70 countries. We are proud to have over
30,000 unique libraries as part of our family, with a deployed equipment range in excess of
10,000 individual self-service units, 6,000 security systems and over 650 automated materials
handling (sorter) systems. In addition, our digital platform features content from over 1,000
publishers and is available through almost 3,000 libraries.
Our business at a qlance
bibliotheca is a large,stable company with a long history of serving the library community.
� Direct sales and support offices in 11 countries
� An extended partner network of over 70 organizations
� Over 75 million new items tagged every year
� Over 350 directly employed staff,dedicated to libraries
� In excess of 30,000 individuai customers globally
� Over 50,000 unique pieces of equipment supported in the field
� Operating performance,one of the shongest in the industry
� Increased our operating margins and profitability for three consecutive years
��
• • • - • •
bibliotheca + 3N1
the best of both worlds
Partnerships
As a major technology provider for libraries across the United States and Canada,we partner
with other vendors that provide different solutions in the library industry. By forming these
meaningful relationships,we align our products to workwith other systems to make integration
as seamless as possible for our customers.
��
� SirsiDyniX iii i n novative Exl�b��s�
a ProQ�est Comparry
Evanced �� ■��
� � ,; i,..r._n.A �■ Lyngsoe
,
p����� G� i�, ■� Sy►stems ,
Solullans that Dellve�
elevatin9loqistics �
Nov��ist I : • LibraryThing P. r°��,
Empow¢�IngLlbnrlani.En9agingR¢edttf V�hat's on your bookshel{?
Financial
bibliotheca is a large,stable company with a long history of serving the library community.
� Operating performance is one of the strongest in the industry, and we have
increased our operating margins and profitability for five consecutive years.
� Financial results are audited annually, and we continue to receive clean audit
opinions. bibliotheca's cash flow from operations in 2016 was eight-figures large.
� Solid credit report, with on-time payables, no liens or judgments, and a low
financial stress score.
� To ensure you are protected, bibliotheca is pleased to offer source code escrow
through Iron Mountain for a nominal fee.
Facilities
bibliotheca has two US offices: one in Atlanta, Georgia and the other in St. Paul, Minnesota.
We have direct operational offices on all major continents, together with dedicated
distributors who offer our solutions across a further 70 countries. We are proud to have more
than 30,000 unique libraries as part of our family,with a deployed equipment range in excess
of 10,000 individual self-service units,6,000 security systems and over 650 automated materials
handling (sorter) systems. In addition, our digital platform features content from over 1,000
publishers and is available through almost 3,000 libraries. ��
•~�4�
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bibliotheca + 3M
the best of both worlds
Company Leadership
-------------- .__,
� Mike Levine,President,Americas
i
�i Mike is a proven entrepreneur and business buiider with over 25 years
'1 of Executive Leadership,Marketing, Business Development and Direct
�µ' � & Channel Sales experience in the software industry. Throughout his
� career, Mike has been a self-starter and a dynamic leader with a
'" proven traek record of success in building high performing customer
centered teams.
�
AI Coalla,President of Sales
� 4 AI has worked in sales and technical supporf management as well as
�
account & product development and library service companies for
more than 22 years. AI has served as President, Norfh America for
bibliotheca since October 2012.3ince taking the reins,AI realigned the
North American organization by growing the Support and Project
Delivery teams, doubling the Sales team, and creating a Customer
Account Management team.
� John Lehman,President of Operations
Beforejoining bibliotheca in 2015,John served as the Service Manager
� j at 3M Library Systems since 2002. He was responsible for leading
� technical services,field services,and software supporf programs.John
received his Bachelors in Organizational Management and
�. ^�. ,_ Communications,with a focus in Information Technology Systems and
Support from Concordia College in St. Paul, MN. John also holds a Six
Sigma Green Belt Certification.
� Bryan Pasteryk,�ce President of Sales
,o <-, ,, , i
Bryan has been in technology sales for over 20 years, and library
technology since 2003. He started as Business Development Manager
/� � �,' i�;�`�,�'I.��a ' for bibliotheca before being promoted to Vice President, West in
J� i ' � � October 2012, and eventually Vice President of Sales in January 2015.
�,`._ � 1.�.�._..�_L�
In this position, Bryan oversees sales in the US and Canada. Bryan is
based in Frisco,Texas where he lives with his wife and daughters.
Dave Noll,Sales Manager, West
As,.�.
-{;�;;;, Dave brings over 20 years' experience working in high technology,
c}� where he has held sales, marketing, and management positions in
� ' ; both the software and hardware segments. During his career, he has
' � assisted large, progressive libraries on the West Coast in selecting
technology for the future.Dave joined bibliotheca after working in the
ILS sector. Dave received a Bachelor of 5cience in Management from
Purdue University.
��
• • • - • • •
bibliotheca + 31u1
the best of both worlds
bibllotheca ProJectTeam
��u Mason Humphrey,Business Development Manager
� 877-207-3127 ext.312 � m.humphreyQbibliotheca.com
�M .
Mason got his start in the library industry when hejoined 3M Library Systems in 2014,
�, �,, ''' and became a Business Development Managerwhen the company merged with
' Bibliotheca in October 2015. Some of his most notable accounts include Los
Angeles Public Library, San Diego State University, and Boise Public Library. He
graduated from the University of Wisconsin, StoUt with a Bachelor of Science in
Business and Sales.
- Virginia Phillips,Client Account Manager
�,_�, � 877-207-3127 ext. 122 � v.phillips@bibliotheca.com
,�.-� '�1 Virginia joined Bibliotheca in 2012, and immersed herself in every aspect of our
��� business, beginning as a Customer Experience Specialist. Now serving as a
�` Customer Account Manager, Virginip is responsible for ensuring that the
l
customers in her territory receive the best support from Bibliotheca. �rginia has
over 22 years in sales experience, gathered from a variety of industries.She lives
in Atlanta with her husband and six children.
�� James Beaver,AMH Sales Specialist
877-207-3127 ext. 150 � i.beaver@bibliotheca.com
`�`� 1 James joined Bibliotheca in 2008, bringing with him a diverse background in
f customer service&support,field service,installation,and training.James is also a
_��%� ;
�I Navy veteran. He holds p cerfification in Information Technology, and has an
Associate's Degree in Electronics. While at Bibliotheca, James has served in
various positions and possesses a well-rounded knowledge of the company's
operations as a whole. Currently, James works as an AMH Sales Specialist where
he assists in creating customized automated materials handling systems for
libraries in the US and Canada.
� Katie Maddox,Proposal Writer
� ��
877-207-3127 ext. 116 � k.maddox@bibliotheca.com
'�.� � Katie joined Bibliotheca in 2015 as a Proposal Writer. Our bid team grew after
joining ranks with 3M Library Systems.Along with her teammates,Katie coordinates
: �_. assigned proposals from starf to finish, ensuring that the library receives the best
response to its RFP. Katie earned her Bachelor of Arfs in English, Professionai
. Communications from Armstrong State University in Savannah,GA.
�
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References -�
Carisbad City Library
I LS Products
SirsiDynix Symphony 300 AMH with 16 bins, one patron
return, and 5 RFID staff workstation
1775 Dove Lane
Carlsbad, CA 92011-4948 �� `'
��RLS���► ���
Annual Circulation Collection �
�ITY LIBR�,RY
1,354,453 279,752
Devin Castel, IT Manager
Devin.castel@carlsbadca.gov � 760-602-2065
Installation Years
2009-present
�
• • • - • •
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Reference
Murrieta Public Library
I LS Products
Polaris 1 FX AMH with additional
inductions,2 returns
8 Town Square
Murrieta, CA 92562-7291
Annual Circulation Collection
446,422 89,835
Elise Malkowski
emalkowski@murrietaca.aov � 951-461-6135
Installation Years
2009- present
61
. . . - . .
bibliotheca + �I
ihe best of both worlds
Proposed Solutions
The San Diego County Library- Solana Beach Branch wishes to free staff from the labor-
intensive tasks of materials sorfing.Thus,it is critical to implement an intuitive, easy-to-use self-
service model. With bibliotheca,increasing productivity via AMH technology has never been
easier.We propose a solution that is incredibly easy to use-allowing staff at your library more
time to tend to services that their patrons value most.
The following pages outline the AMH solution we recommend. Please refer to the Appendix
at the end of our proposal response for more in-depth product, software and service
information regarding our proposed solution.
An interconnected approach
is the key to success.
We enhance all areas of your library
with our interconnected solutions
�
�
��.a.v_____.r_�F_�_ _�;_�.__�_���«�_�.��.m.�._�_�
. �
Strategic Goals Self-Service Staff Efficiency Digital Presence
6�
. . . - . .
bibliotheca + 3M
the best of both worlds
The following diagram demonstrates the value our flex AMHT"'system provides to your staff:
Before Check-in Automation:
� �t� ���
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Figure 1: Pre-automation. Without the help of an automated check-in solution, there
can be eight hands-on, repetitive steps. Such repetition requires San Diego County
Library-Solana Beach Branch staff to handle the same item up to 12 times during the
typical 5-7 day re-shelving period.
After Check=in Automation:
_ °` '" '-'� :"°� y �� �
_._ � °
.� _�
�— ' o
Figure 2: Post-automation. wth the help of a flex AMHT'" system, San Diego County
Library-Solana Beach Branch staff will drastically reduce the number of staff touches
and time involved in the check-in process. Our product solution minimizes the check-
in process to only four steps in which your staff handles items only 1-2 times -
streamlining productivity to 24 hours.
63
. . . - . . .
bibliotheca + 31w
the best of both worlds
bibliotheca auickConnect AMH""
Return and sorting is only epsy if i#'s flexible. Our innovative AMH software was designed to
easily accommodate unique library needs. quickConnect�" AMH delivers an engaging
patron experience for all types of return and sorting interactions. Whether a patron is
renewing an item or simply returning a stack of books, quickConnectT"" AMH saves time for
library patrons and staff.
---------------.----- .__.._..._-.------.___.______.._.___.
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account summary accessibility
OFlexible workflow and media (�� Convenient and accessible receipt
handling via configuration l�y printing
OMultiple time-based sort O Easily customized patron intertace
���� strategies and operation modes 0 themes and templates
OAbility to configure multiple ILS O Multi-language support with 22
'`� connections � default languages
��
• • • - • •
bibliotheca + 3N1
ihe best of both worlds
bibliotheca IibrarvConnect�"
Everything you need in one place. IibraryConnectT"'is the only place you need to go to
manage your entire suite of bibliotheca solutions. This one-stop porfal allows you to access
more information, have full transparency on all your products and connect with other like-
minded libraries.
i�� ._____..__________, �
i ; , ry
; -_ T_;` i ��_-�.�:■�.i�`_0
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�---""�"-----`---- -+�—"-�' � Configure devices remotely and
live reports O synchronize settings
i===`�==�:`o'---��--�-�'--� � View status and reporfs on your library
�•- - - - - i �III self-service devices
1= �
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' ._-�.-1_.,._1_._'__'._,,�.. ' O Configure and manage flex AMHT"'
�_- = �=: � �; : �� � � � � � J� `�' with integrated visualizer
detailed statistics �, Share ideas with other bibliotheca
� customers through an online forum
� �,I�Ilylnn(�n, f _ ` ', Access a wealth of self-help training materiais,
I � ►
; 1-11.=1UUUU ; � including videos and patron guides
i,
,:��'" � �s � O Access online customer support portal
flexvisualizeP"'`�v , �
65
. . . - . . .
bibliotheca + 3M
the best of both worlds
bibliotheca auickConnecf�" system manaqer
Simple back-end mariagement. Behind the intuitive patron-facing side of quickConnectT"'
lives an extremely powerful staff management tool that gives you access to a range of
information and statistics,while also letting you control features on the front end.Accessible
through IibraryConnectT"',you can change the fonts,font sizes,colors and themes, as well as
make changes to the workflow-configuring if, and when, certain dialogue boxes or options '
should be presented.
OControl your library theme � _ ' "�
Choose from dozens of customizable templates �
and themes to design an experience that reflects : I:��.,,�; G
. �_
you�library 4� ___=_-- ;
Data-driven success ' !.��U_ _ �
III� _
Use powerful reporfing tools to monitor your self- home
service and see how your patrons are interacting
with your library promotions .,,.�,�
O Features at your fingertips =-- ,_
+}^,',
Display avpilable features or choose the ones that -
work best for your library --
appearance
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flex AMHT'" bv bibliotheca
Flexible return and sorting system. Create the perfect return and sorting solution that is
configured to fit your space and budget, providing you with the best overall value. We
simplify the materials handling process, so you can evolve your service and deliver the best
overall library experience for your community.
�� Completely customized for you ,1 Move items across multiple floors
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Our ful�y modular design allows us to B By automating the collection of materials
create any type of solution to fit your from many return points, you can simplify
specific space. the complexity of getting items back on
the shelf fast. .
ORFID, EM and barcode based � Select from many types of bins
There is no need to converf your We have a smaller, more square bin, a
collection to a specific format in order to large rectangular bin, and our autoBin""
start taking advantages of efficient even senses the level of books in the bin
return&sorfing processes at your library. and brings them all to the top for you.
Return multiple items at once Sort items into stacking carts
�� II IlI
Easily integrate the flex AMHT"' system For the ultimate ergonomic solution, we
with any standard book drop.This allows offer the flex stackingCart"", where books
patrons to quickly return multiple items are sorted with their spines in an outward
and carry on with their day. facing direction and stacked neatly.-
6�
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bibliotheca + 3�uf
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flex AMHT"' flex bulkSeparatorT"' flex autoBinT"'
works with your technology return multiple items at once always keep items at the top
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move items across multiple fioors sort into large,spacious bins sort into neatly organized stacks
bibliotheca + 3M
ihe best of both worlds
Project Implementation
We take a simpie, clear approach to project management. To aid in a quick, seamless
implementation, bibliotheca provides engineers trained in library technology for all project
installations. This ensures that installation is kept on track. We recommend that each library
undergo a site survey to assess security requirements and suggested methods of installation.
This site survey will identify the best location and space for product operation and servicing.
�� ' �
:_
1. Ensure scope is clear 2.Manage the past 3.Initiate and manage
and agreed order detail your project
�°' �� I I
4.Deliver and install 5.Provide on-going 6. Ensure ROI and
your solution service and support ongoing success
Acceptance Tests
All bibliotheca projects are implemented by our experienced installation teams. These
installers check system connectivity, define configuration and test functionality, particularly
in relation to conducting testing with the ILS.After this, software will be tested and approved
by our installation team. Any soflware changes are identified and addressed as soon as
possible and returned to the library for further testing and sign off.
By using this industry-proven method, we are able to ensure that all soffware is fully
operational early in the project, and any installation delays and issues are minimized. For
hardware, all testing and training is performed on-site with staff.Some of these tests are:
� Connection to SIP2 server � Rehieving charge details and making
� Patron and item information lookup payments
� Patron information lookup with PIN number � Retrieving reservation details
� eorrowing item that works/fails � Returning an item that can be re-shelved,
� Renewing item that works/fails needs attention,and cannot be returned
69
. . . - . . -�
bibliotheca + 3M
the best of both worlds
Installation Responsibilities
- . . . - . . .
� I
i General !
.---_----.-—.----------------__.__._._-------,--____..__-____--____ _.__.__�__
_ r___-______________..�._____�
', Project kick-off ineeting ✓ � �
� - - -- --- -.._ _.._.____ , ..._ ,_. .�- - - - --. __. . ,.- -- _ __._.__ .. -- ---__.. ._. .__ __. _.__
' Day-to-day operational responsibility and accountability � ✓ �
� Establish communication channels and agree on reporting procedures, ' �
: including reporting frequency �
; Produce and update project plan to include a11 steps ✓ '
� Review and agree on installation plan,including change control ✓ . ✓
Exception planning/risk identification and assessment ✓
r ...._..... ._. ._. __ __..._ '.---�- -.._ _ ._ __..._,.__-._ ._._-' .- - - ' -- - -.._ __.. _ . -.-.. .__._..._ . .._.,__.._ ._. - .
Organize site surveys � ✓
� Manage item tagging ✓ � �
Provide documentation (patron guides and manuals) ✓
; Solution Set-Up
Arrange installation of power and network access points for solutions and �
, conduits as defined by the site survey
' Construction/electrical considerations, hole drilling, wall cut outs, etc. and , , � ,
' procurement of SIP2 licenses. � ' �
Gather information to establish software configurations, kiosk configuration, ,
; gate set-up, tagging software, confirming data model and installation of ; ✓ ✓
� monitoring software for back and front office operations
, .. - - - ---- - ---- - ._- --- - _ _-- - - ------ -- .._ _. _ _-- . -. . ..,.._ ___ .. . _ :� ---_...--_ . .
;
Establish qrrangements with the library, !T, and stakeholders to undertake ; � �
! system set-up and testing
' Confirm sign-off for installation of implemented solutions ✓ ✓
Supervise configuration of software solutions �
Delivery and Installation
Arrange delivery of consumables and equipment ✓
� Resource coordination/mobilization ✓ '
� Establish installatioNsign off acceptance procedures � ✓ � �
; Deliver staff training to agreed schedules � ✓ ' � '
��
. .�. • � • �- • •u
bibliotheca + 3M
the best of both worlds
Timeline & Approach
The San Diego County Library-Solana Beach Branch wishes to begin its AMH project as soon
as possible and have implementation completed on or near the end of April. Project
management is clearly defined at the kickoff ineeting,where bibliotheca outlines roles and
responsibilities for project personnel; project monitoring and review; escalation; change
management; and frequency and reporting method for status meetings.
Phase 1 � Initial Project Activities
In the initial phase,within five calendar days after contract award, the following steps occur:
--... ._ _____.. . _. -- --_ _ _ ---. _ _._...__. __.__.. ._-- -......__ _ __._._ . - -- __.-- -----��.---�
� 1 ; Review product mix to determine products and quantities to be ordered and implemented. �
, . _; --- --- - -- . __.__.. --_ . _. . _._...__._ ._... .... ... .: .--- .._ . -- -__ - .----- - __ ;
� 2 � Draft and sign agreements between Librory and bibliotheca.
I 3 � Set up billing/accounting between Library and bibliotheca.
� __._.�_ , _ ..._ ._. -- ._ _ __ _ _- - -----_.._ ._ - - -- - - - -. . _- -.. .-
�
' 4 ' bibliotheca briefs onsite Project Manager and rest of project team.
5 bibliotheca send new customer welcome packet to your Library.This packet includes
� � A Welcome Letter �
� Sales Order Confirmation ;
; I All required questionnaires
, � Support and Maintenance Agreement
� Service Level Agreement
� Lifecycle Policy document
6 ; Library assigns a Project Lead.
7 • Hold initial project management meeting between bibliotheca and Library to review,refine,and
update project plan. Project plan includes initial rollout schedule.
' 8 Hold kick-off ineeting:
( Review,refine,and approve overall project plan,including roliout schedule;
� ( Introduce all players/provide contact information; �
� Provide samples of all communications and tracking documents. �
In Phase 1, the processes required to monitor and guide project progress are designed and
put into place, including status reporfing, issue tracking/resolution, scope, and quality
assurance.
�'
. . . . . . ■- • •..
bibiiotheca + 3M
the best of both worlds
Phase 2 � Equipment Configuration
Within Phase 2, activities fall into two sub-phases: Library Project Set Up and AMH
configuration. bibliotheca will create a document that indicates the required configuration
for all equipment and software, as well as testing criteria for each. This document will be
deemed acceptable once the Library reviews and agrees all steps for set up and
configuration have been identified, and testing plans and criteria are acceptable.
Sub-Phase 1: Library Project Set Up
,
��
� Receive purchase order(POJ for Library.Final products set and agreed ' '� �
� upon. �
�
_.._._____._._.___--------- __----------------------...- ------ - —_ — ----- - --- ---._..t_--._..______ ___,
i .
Set up Library in bibliotheca system.bibiiotheca will validate PO and �
� accept order into system. '
Sub-Phase 2: Hardware Configuration & Confirmation
1 Finalize configuration preferences. �
2 Review outstanding planning and installation questions with staff. ✓
3 Request list of patron 8�item numbers (and test materials if required) �
from Library.
Compile list of sample patron and items numbers for use during �
4 testing.
5 Return completed questionnaire. �
6 Review questionnaire and verify that atl materials and information � �
have been obtained.
Review questionnaire with bibliotheca, noting any special
7 circumstances in the library and,if affecting installation,how they will ✓
be handled by the library.
8 Begin software configuration. ✓
7 Address final outstanding technical issues. ✓ �
10 Receive sample items from Library (if necessary). ✓
1 1 Follow up on technical issues and provide progress reporf. ✓
12 Verify software configuration and customization is complete. ✓
13 Test functionality and connectivity. ✓
14 Review test results,verify configuration. ✓ �
15 Make final corrections based on review. ✓
�
. .�. • • • �- • •u
bibliotheca + 3n�
the best of boih worlds
16 Provide progress report, and develop preliminary installation �
schedule.
17 Schedule installation of hardware. ✓ �
Phase 3 � Install and training librdry staff
Phase 3 includes AMH installation and all staff training. Within Phase 3, activities fall into two
sub-phases: Installation/Training and Go Live/System Acceptance.
Sub-Phase 1: Installation and Training
1 Refine and complete insfallation schedule. ✓ ✓
2 Provide installation and training schedule to Library. ✓
3 Schedule staff trqining and availability. ✓
4 Ship remaining equipment to Library. ✓
5 Schedule installer/trainer and make travel arrangements. ✓
b Receive and verify equipment. ✓
Ensure elements are in place for the installers' arrival (i.e.electrical
7 needs/wiring,holes are drilled,SIP2 licenses,wall cut-outs, ✓
construction,etc.)
8 Install AMH equipment and necessary software. ✓
9 Verify AMH installation is complete and operational. ✓ ✓
10 Install remainder of equipment. ✓
11 Hold training sessions. ✓ ✓
Sub•Phase 2: Go Live/System Acceptance
1 Operate as instructed by bibliotheca. ✓
2 Monitor library;make adjustments. ✓
3 Verify system is operational;complete acceptance test plan. ✓
Acceptance plan will be delivered and executed by bibliotheca and the Library.All items on
� the acceptance plan will be signed off on by the Library and bibliotheca.
y3
. ... . . . .- . ...
bibliotheca + 3M
the best of both worlds
Client Account Management
Your Client Account Manager is your library's main point of contact here at bibliotheca.They
will assist with any and all concems that your or your staff may have during and after project
implementation.Theywill continue to workwith your library,to ensure that your library is happy
with our provided solution, service, and continue to evaluate your library's needs to help
provide any future solutions.Some concems that your Client Account Manager will assist you
with include:
Product and support issues:your Client Account Manager wiil assist in dealing with
any concems and issues with your library's bibliotheca products and support issues.
From the first phone call, he or she will work with your library and proactively
.manage the process, ensuring that the relevant departments are involved and
acting to ensure any issues are resoived in a timely manner.
Reporting on the quality of services:your Client Account Manager ensures that your
library continues to receive high quality service, and will monitor and report back
on the quality of the services we provide.This will be achieved by a combination of
approaches,including face-to-face meetings, email,.and telephone calls.
A crucial element of a successful implementation is ensuring that our customers are happy
with the end product.More than that,afterthe actual installation itself,libraries need to know
that they will have a point of contact in regards to how they feel about the support they are
receiving. The Library's Client Account Manager ensures that your experience with
bibliotheca is meeting, and continues to meet, your highest expectations.
Your Client Account Manager lays the foundations for a successful and mutually beneficial
relationship between our two organizations. Regular contact enables us to gain valuable
feedback directly from our customers, ensuring any internal issues are addressed and that
overall performance targets and objectives set out by the Library are met. Your Client
Account Manager has a singular focus:to ensure that every interaction between your library
and our company demonstrates bibliotheca's commitment to customer satisfaction.�
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County of San Diego
EI�IIBIT C-PRICING SCHEDULE
ITEM DESCRIPTION .. ':�QUANTITY , - ;UOM UNIT,PRICE EX'TENDED
. . � �, . . . . ,._ , PRICE
1 Automated Materials 1 Each $ 67,967.31 $67,967.31
Handler Sorter
2 Installation 1 Dollar $ 0
3 Shipping 1 Dollaz $ 0
4 Training 1 Dollar '` $ 0
Total Price $ 67,967.31
MAINTENANCE FEE SCHEDULE
SDCL shall have an oprion to renew maintenance agreement on an annual basis to cover all hardwaze
&software repairs,to include labor and incidental expenses for up to 10 years.
�ITEM
�..� :DESCRIPTION- .. ' �` - QUANTTI'Y . .UO.M .'. . ' PRICE
1 Year 1 —Maintenance Agreement for 1 Annual $Included in total
Hardware system price
2 Year 1 —Maintenance Agreement for 1 Annual $ Included in total
. Soflware system price
3 Year 2—Maintenance Agreement for 1 Annual $
Hardware 5,658.29
4 Year 2—Maintenance Agreement for 1 Annual $ Included above
Sofrivare
5 Year 3—Maintenance Agreement for 1 Annual $ 5,941.20
Hardware
6 Year 3—Maintenance Agreement for 1 Annual $ Included above
Software
� Year 4—Maintenance Agreement for 1 Annual $ 6,238.26
Hardware
8 Year 4—Maintenance Agreement for 1 Annual $ Included above
Software
9 Year 5—Maintenance Agreement for 1 Annual $ 6,550.17
Hardware
10 Z'ear 5—Maintenance Agreement for 1 Annual $Included above
Software
11 Z'ear 6—Maintenance Agreement for 1 Annual $ 6,877.68
Hardware
lZ Year 6—Maintenance Agreement for 1 Annual $Included above
Softwaze
13 1'ear 7—Maintenance Agreement for 1 Annual $ 7,221.56
Hardware
14 Z'ear 7—Maintenance Agreement for 1 Annual $Included above
Softwaze
15 1'ear 8—Maintenance Agreement for 1 Annual $ 7,582.64
Hardware
16 Z'ear 8—Maintenance Agreement for 1 Annual $Included above
Softwaze
17 Year 9—Maintenance Agreement for 1 Annual $ 7,961.77
Hardware
1 g Year 9—Maintenance Agreement for 1 Annual $ Included above
Soflware
19 Year 10—Maintenance Agreement for 1 Annual $ 8,359.86
Hardwaze
20 Year 10—Maintenance Agreement for 1 Annual $Included above
Software
SUBMIT TffiS COMPLETED FORM WITH YOUR QUOTE 'S
bibliotheca + 3M
the best of both worlds
bibliotheca
403 Hayward Ave. N.
Oakdale, MN 55128
3169 Holcomb Bridge Rd., #200
Norcross, GA 30071
www.bibliotheca.com
info-usQbibliotheca.com
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COUNTY CONTRACT NUMBER 555957•
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER
SORTER,INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
EXI�BTT B—INSURANCE REQUIREMENTS
Without limiting Contractor's indemnification obligations to County, Contractor shall provide at its sole
expense and maintain.for the duration of this contract, or as may be further required herein, insurance
against claims for injuries to persons or damages to property which may arise from or in connection with
the performance of the work hereunder and the results of the work by the Contractor, his agents,
representatives,employees or subcontractors.
1.Minimum Scope of Insurance
Coverage shall be at least as broad as:
A. Commercial General Liability, Occurrence form,Insurance Services Office form CG0001.
B. Automobile Liability covering all owned, non owned, hired auto Insurance Services Office form
CA0001. ,
C. Workers' Compensation,as required by State of Califomia and Empioyer's Liability Insurance.
D. Technology Professional Liability (Errors & Omissions) appropriate to Contractor's type of IT
professional services. Coverage shall include contractual liability coverage. The coverage shall be
sufficiently broad to respond to the duties and obligation as undertaken by Contractor in this
Contract and shall include claims involving infringement of intellectual property, copyright,
trademark or trade dress, invasion of privacy violations, information theft, damage to or
destruction of electronic information, release of Private information, alteration of electronic
information,extortion and network security.The policy shall provide coverage for breach response
costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits
sufficient to respond to these obligations.
E. Property Insurance against all risk br special form perils, including Replacement Cost coverage,
without deduction for depreciation, for Contractor's merchandise, fixtures owned by Contractor,
any items identified in the Contract as improvements to the Premises constructed and owned by
Contractor, and the personal property of Contractor, its agents and employees. The policy shall
provide for the improvement, remodel, modification, alteration, conversion or adjustment to
existing buildings, structures, processes, machinery, and equipment and provide property damage
coverage for any building, structure, machinery or equipment damaged, impaired, broken, or
destroyed during the performance of the Work, including during transit, installation, and testing at
the County site.
2.Minimum Limits of Insurance
Contractor shall maintain limits no less than:
A. Commercial General Liability including Premises, Operations, Products and Completed
Operations, Contractual Liability, and Independent Contractors Liability: $2,000,000 per
occurrence for bodily injury, personal injury and property damage. The General Aggregate limit
shall be$4,000,000.
B. Automobile Liability: $1,000,000 each accident for bodily injury and property damage.
C. Employer's Liability: $1,000,000 each accident for bodily injury or disease. Coverage shall
include waiver of subrogation endorsement in favor of County of San Diego.
Rev.May 2016 1
��
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER
SORTER,INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
EXHIBIT B—INSURANCE REQUIREMENTS
D. Technology Professional Liability(Errors&Omissions): $2,000,000 per claim with an aggregate
limit of not less than$2,000,000.This coverage shall be maintained for a minimum of three years
following temunation or completion of Contractor's work pursuant to the Contract.
E. Property: Full replacement cost of all real and personal property with no coinsurance penalty
provision.
If the contractor maintains broader coverage andlor higher limits than the minimums shown above, the
County requires and shall be entitled to the broader coverage and/or higber limits maintained by the
Contractor. As a requirement of this contract, any available insurance proceeds in excess of the specified
minimum limits and coverage stated above,shall also be available to the County of San Diego.
3. Self-Insured Retentions
Any self-insured retention must be declared to and approved by County Risk Management.At the option
of the County,either:the insurer shall reduce or eliminate such self-insured retentions as respects the
County,the members of the Board of Supervisors of the County and the officers,agents,employees and
volunteers; or the Contractor shall provide a fmancial guarantee satisfactory to the County guaranteeing
payment of losses and related investigations,claim administration,and defense expenses.
4.Other Insurance Provisions
The insurance policies are to contain,or be endorsed to contain,the following provisions:
A. Additional Insured Endorsement
The County of San Diego, the members of the Board of Supervisors of the County and the
officers, agents, employees and volunteers of the County, individually and collectively are to be
covered as additional insureds on the General Liability policy with respect to liability arising out
of work or operations performed by or on behalf of the Le including materials,parts, or equipment
fiunished in connection with such work or operations and automobiles owned, leased, hired or
borrowed by or on behalf of the Contractor. General Liability coverage can be provided in the
form of an endorsement to the Contractor's insurance (at least as broad as ISO from CG 2010 11
85 or both CG 2010, CG 2026, CG 2033, or CG 2038; and CG 2037 forms if later revisions
used).
B. Primary Insurance Endorsement
For any claims related to this project, the Contractor's insurance coverage, including any excess
liability policies,shall be primary insurance at least as broad as ISO CG 2001 04 13 as respects the
County, the members of the Board of Supervisors of the County and the officers, agents,
employees and volunteers of the County, individually and collectively. Any insurance or self-
insurance maintained by the County, its officers, employees, or volunteers shall be excess of the
Contractor's insurance and shall not contribute with it.
C. Notice of Cancellation
Each insurance policy required above shall state that coverage shall not be canceled, except with
notice to the County.
D. Severability of Interest Clause
Coverage applies separately to each insured, except with respect to the limits of liability, and that
an act or omission by one of the named insureds shall not reduce or avoid coverage to the other
named insureds.
Rev.May 20]6 2
S6
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER
SORTER,INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
EXHIBIT B—INSURANCE REQUIREMENTS
General Provisions
5. Qualifying Insurers
All required policies of insurance shall be issued by companies which have been approved to do business
in the State of California by the State Deparhnent of Insurance, and which hold a current policy holder's
alphabetic and financial size category rating of not less than A, VII according to the current Best's Key
Raring guide, or a company of equal financial stability that is approved in writing by County Risk
Management.
6.Evidence of Insurance
Prior to commencement of this Contract, but in no event later than the effective date of the Contract,
Contractor shall furnish the County with a copy of the policy declaration and endorsement pages along
with the certificates of insurance and amendatory endorsements effecting coverage required by this
� clause. Policy declaration and endorsement pages shall be included with renewal certificates and '
amendatory endorsements submissions and shall be furnished to County within thirty days of the
expiration of the term of any required policy. Contractor shall permit County at all reasonable times to
inspect any required policies of insurance.
7.Failure to Obtain or Maintain Insurance; County's Remedies -
Contractor's failure to provide insurance specified or failure to furnish certificates of insurance and
amendatory endorsements or failure to make premium payments required by such insurance shall
constitute a material breach of the Contract, and County may, at its option,ternrinate the Contract for any
such default by Contractor. .
8.No Limitation of Obligations
The foregoing insurance requirements as to the types and limits of insurance coverage to be maintained
by Contractor, and any approval of said insurance by the County are not intended to and shall not in any
manner limit or qualify the liabilities and obligations otherwise assumed by Contractor pursuant to the
Contract,including,but not limited to,the provisions conceming indemnification.
9.Review of Coverage
County retains the right at any rime to review the coverage,form and amount of insurance required herein
and may require Contractor to obtain insurance reasonably sufficient in coverage, form and amount to
provide adequate protection against the kind and extent of risk which exists at the time a change in
insurance is required.
10. Self-Insurance
Contractor may, with the prior written consent of County Risk Management, fulfill some or all of the
insurance requirements contained in this Contract under a plan of self-insurance. Contractor shall only be
pemutted to urilize such self-insurance if in the opinion of County Risk Management, Contractor's (i)net
worth, and(ii) reserves for payment of claims of liability against Contractor, are sufficient to adequately
compensate for the lack of other insurance coverage required by this Contract. Contractor's utilization of
self-insurance shall not in any way limit liabiliries assumed by Contractor under the Contract.
11.Claims Made Coverage
If coverage is written on a "claims made" basis, the Certificate of Insurance shall clearly so state. In
addition to the coverage requirements specified above,such policy shall provide that:
Rev.May 2016 3
��
COUNTY CONTRACT NUMBER 555957
AGREEMENT WITH BIBLIOTHECA,LLC FOR AN AUTOMATED MATERIALS HANDLER
SORTER,INSTALLATION,SHIPPING,TRAINING,AND MAINTENANCE AGREEMENT OF
HARDWARE AND SOFTWARE
E��IT B—INSURANCE REQUIREMENTS
A. The policy retroactive date coincides with or precedes Contractor's commencement of work under
the Contract(including subsequent policies purchased as renewals or replacements).
B. Contractor will make every effort to maintain similar insurance during the required extended
period of coverage following expiration of the Contact.
C. If insurance is terminated for any reason, Contractor shall purchase an extended reporting
provision of at least three years to report claims arising in connection with the Contract.
D. The policy allows for reporting of circuxnstances or incidents that might give rise to future claims.
12. Subcontractors' Insurance
Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements
stated herein, and Contractor shall ensure that County is an addirional insured on insurance required from
� subcontractors. Such Additional Insured endorsement shall be attached to the certificate of insurance in �
order to be valid and on a form at least as broad as ISO from CG 2010 11 85 or both CG 2010, CG 2026,
CG 2033, or CG 2038; and CG 2037 forms if later revisions used. If any sub contractor's coverage does
not comply with the foregoing provisions, Contractor shall defend and indemnify the County from any
damage,loss,cost,or expense,including attorneys' fees,incurred by County as a result of subcontractor's
failure to maintain required coverage.
13.Waiver of Subrogation
Contractor hereby grants to County a waiver of their rights of subrogation which any insurer of
Contractor may acquire against County by virtue of the payment of any loss. Contractor agrees to obtain
any endorsement that may be necessary to affect this waiver of subrogation.The Workers' Compensation
policy shall be endorsed with a waiver of subrogation in favor of the County for all work performed by
the Contractor,its employees,agents and subcontractors.
Rev.May 2016 4
�
AGREEMENT WITH BIBLIOTf�CA,LLC FOR AN AUTOMATED MATERIALS HANDLER SORTER,INSTALLATION,SHIPPING,
TRAINING,AND MAINTENANCE AGREEMENT OF HARDWARE AND SOFTWARE
E��IT C-PRICING SCHEDULE
, . : EXTENDED
ITEM .D,ESCRIPTION : ; :QUANTITY 'UOM � UNIT PRTCE
. . ... , .� .., :. ,.. ; � _ , PRICE `� ,.. .
1 Automated Materials 1 Each $ 67,967.31
Handler Sorter $67,967.31
2 Installation 1 Dollar $ 0
3 Shipping 1 Dollar $ 0
4 Training 1 Dollar $ 0
Total Price $ 67,967.31
MAINTENANCE FEE SCHEDULE
SDCL shall have an option to renew maintenance agreement on an annual basis to cover all hardware
&software repairs,to include labor and incidental expenses for up to 10 years.
`ITEIGI'... . _. : . .. :DESCRIPTION ` =. � - ... . .. .. UANTITY.. ,
Q iJOM: : `: PRICE ,. '- .
1 Year 1 —Maintenance Agreement for 1 Annual $Included in total
Hardware system price
2 Year 1 —Maintenance Agreement for 1 Annual $ Inciuded in total
Software system price
3 Year 2—Maintenance Agreement for 1 Annual $
Hardware 5,658.29
4 Year 2—Maintenance Agreement for 1 Annual $ Included above
Software
5 Year 3—Maintenance Agreement for 1 Annual $ 5,941.20
Hardware
6 Year 3—Maintenance Agreement for 1 Annual $Included above
Software
� Year 4—Maintenance Agreement for 1 Annual $ 6,238.26
Hardware
g Year 4—Maintenance Agreement for 1 Annual $ Included above
Software
9 Year 5—Maintenance Agreement for 1 Annual $ 6,550.17
Hardware
10 Year 5—Maintenance Agreement for 1 Annual $Included above
Software
11 Z'ear 6—Maintenance Agreement for 1 Annual $ 6,877.68
Hazdware
12 Year 6—Maintenance Agreement for 1 Annual $Included above
Softwaze
13 Year 7—Maintenance Agreement for 1 Annual $ 7,221.56
Hardware
14 Z'eaz 7—Maintenance Agreement for 1 Annual $Included above
Softwaze
15 Z'ear 8—Maintenance Agreement for 1 Annual $ 7,582.64
Hardwaze
16 Year 8—Maintenance Agreement for 1 Annual $Included above
Software
17 Yeaz 9—Maintenance Agreement for 1 Annual $ 7,961.77
Hardware
18 Yeaz 9—Maintenance Agreement for 1 Annual $ Included above
Software
19 Year 10—Maintenance Agreement for 1 Annual $ 8,359.86
Hardware
20 Year 10—Maintenance Agreement for 1 Annual $Included above
Softwaze
, 1 89
CITY COUNCIL MINUTES OCTOBER 9, 2018
3. CONSENT CALENDAR(Continued)
3.3 Waive reading in full of all ordinances on the Agenda.
ACTION: Approved.
3.4 Submittal of annual financial reports for development impact fees for fiscal year
2017-18. (C2500.J.1.0.2)
ACTION: Received and filed.
3.5 First Amendment to Agreement No. 6323 with GKK WORKS, Inc. in the amount of
$87,000 for construction management services for the Shaffer Park Renovation
Project. (A2100.0; AGR-6323.1)
ACTION: 1) Authorized the appropriation of$87,000 from Fund 510 (Park Acquisition-
Infill) unreserved fund balance to expenditure account number 510.7022.56020.30042
(CIP — Shaffer Park Renovation); and 2) Approved the amendment with GKK WORKS,
Inc. in the amount of$87,000, and authorized the Mayor and City Clerk to execute the
Amendment on behalf of the City.
3.6 Agreement with Great Scott Tree Service,Inc. in the amount of$118,470 for tree and
brush clearance along a portion of Santiago Creek. (A2100.0; AGR-6656)
ACTION: 1)Authorized the appropriation of$118,470 from unreserved Fund 100 balance
• (General Fund) to expenditure account 100.7022.51700.00000 (Contractual Services);
2)Approved the agreement with Great Scott Tree Service,Inc. for tree and brush clearance
and Authorize the Mayor and the City Clerk to execute the agreement on behalf of the City;
and 3)Authorized City Staff to file a Notice of Exemption to the County of Orange for the
California Environmental Quality Act due to the minor nature of the project.
3.7 Authorize the first amendment to Agreement 6270 with Bibliotheca for purchase of a
replacement sorter and associated maintenance for the sorter and all Radio
Frequency Identification(RFID)equipment for the Orange Public Library&History
Center. (A2100.0; AGR-6270.1)
ACTION: 1) Authorized sole source upgrade and purchase of a replacement AMH sorter
from Bibliotheca for an amount not-to-exceed$183,580 (plus tax); 2)Authorized renewal
of annual maintenance service for all RFID equipment through FY 23/24; and 3)
Authorized Mayor and City Clerk to execute the Amendment on behalf of the City.
3.8 Second Amendment to Attorney Services Agreement with the law firm of Woodruff,
Spradlin & Smart to provide legal services related to litigation defense in the matter
of The Estate of Michael Perez v. City of Orange. (A2100.0; AGR-6569.2)
ACTION: Approved the Second Amendment to Attorney Services Agreement with
Woodruff, Spradlin& Smart in the amount of$90,000; and authorized the Mayor and City
Clerk to execute on behalf of the City.
PAGE 5