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HomeMy WebLinkAbout02-99 RESOLUTION••• • 0 RESOLUTION NO. 2 - 9 9 A RESOLUTION AWARDING BID NO. 98-95 TO CHECKPOINT SYSTEMS, INC. FOR A BOOK DETECTION SYSTEM IN THE FAYETTEVILLE PUBLIC LIBRARY. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1 That the City Council awards Bid No. 98-95 to Checkpoint Systems, Inc. for a book detection system in the Fayetteville Public Library in an amount not to exceed $36,000. A copy of the bid tabulation is attached hereto marked Exhibit "A" and made a part hereof. = s t t PASSED AND APPROVED this 5thday of January , 1999. Ll ` APPROVE ca di ; Fred Hanna, Mayor �. •. ATTEST: By. By: .'l, l/ Heather Woodruff, City Lierk NAME OF FILE: • 99 CROSS REFERENCE: • C// cK PD r,v r yg-CM , Iii Date Contents of File Initials 1-05-1f K E-5. /-q9 &-�� 18 r T " 4 t.z.A ql«R 7 I Al 1-05-99 -ST4kt /i1I.-E1A-) /2Am Ll '/IM Awn. r Czvx,4e s V 6--,01 BA 67 g-i8f -e 71^i) 0 1t2Eb ij4060/91 71/)/o�c' r INVITATION TO BID BID # 98-95 DATE ISSUED: December 8, 1998 ,11111. 411001 r DATE AND TIME OF OPENING: December 24, 1998, at 2:30 p.m. BUYER: DATE REQUIRED: of Fayetteville, AR As scheduled by Project Manager F. O. B. I BUYER'S PHONE # GUARANTEED DELIVERY DATE: Fayetteville AR L(501) 575-8289 4 - 8 Weeks n R o ( see required Fir # ESCRIPTION QUANTlTTY UNIT PRICE TOTAL J PER ATTACHED SPECIFICATION • 1 Electronic Library Material Theft 1 $39,307.63 $39,307.63 Detection System as specified. date SUBCQLITEACTORSy 100% Performance & Payment Bond required on contracts of $10,000 or more before notice to proceed is given. Project Manager to contact for site visit is Ms. Louise Schaper at 442-2242 5% BID BOND REQUIRED WITH BIDS SUBMITTED OVER $2 ,000. CONTRACTOR'S LICENSE# 0048601-76-001 Mandatory on bids $20,000 or more. PLEASE SUB IT ITEMIZED PRI ING FOR EQUIPMENT I VOLVED. RESTRICTIONS OR EXCEPTIONS TO THE BIDI MUST BE NOTED: 1 �� EXECUTION OF BID Upon signing this Bid, the bidder certifies that they have read and agree to the requirements set forth in this bid proposal, including specifications, terms and standard conditions, and pertinent information regarding the articles being bid on, and agree to furnish these articles at the prices stated. UNSIGNED NAME OF FIRM: PHONE: FEDERAL ID# BIDS Checkpoint Systems Inc 800-257-5540 22-1895850 WILL BE BUSINESS ADDRESS: CITY AND STATE: ZIP: REJECTED 101 Wolfff11Drive Thorofare N.J. 08086 AUTH 5 Z'D SIGNATURE: TITLE: DATE: Executive Vice Presiden112/18/98 s � z L/14i (�) I. .� INVITATION TO BID BID # 98-95 DATE ISSUED: ` December 8, 1998 DATE AND TIME OF OPENING: December 24, 1998, at 2:30 p.m. BUYER: City of Fayetteville, AR DATE REQUIRED: As scheduled by Project Mana•er F. O. B. Fayetteville, AR BUYER'S PHONE # , (501) 575-8289 GUARANTEED DELIVERY DATE: 4 - 8 weeks A R o ( see required dj ITEM # DESCRIPTION QUANTITY UNIT PRICE TOTAL 1 PER ATTACHED SPECIFICATIONS: Electronic Library Material Theft 1 $39,307.63 $39,307.63 Detection System as specified. SUBCONTRACTQRS: • 100% Performance & Payment Bond required on contracts of $10,000 or more before notice to proceed is given. Project Manager to contact for site visit is Ms. Louise Schaper at 442-2242 5% BID BOND REQUIRED WITH BIDS SUBMITTED OVER $20,000. CONTRACTOR'S LICENSE# 0048601-76-001 PLEASE SUBMIT ITEMIZED PRICING EQUIPMENT INVOLVED. FOR Mandatory on bids $20,000 or more. RESTRICTIONS OR EXCEPTIONS TO THE BID MUST BE NOTED: I EXECUTION OF BID Upon signing this Bid, the bidder certifies that they have read and agree to the requirements set forth in this bid proposal, including specifications, terms and standard conditions, and pertinent information regarding the articles being bid on, and agree to furnish these articles at the prices stated. UNT-GNED NAME OF FIRM: BIDS Checkpoint Systems Inc WILL BE BUSINESS ADDRESS: REJECTED 101 wolf40rive ,- AUTH.O IZED SIGNATURE: PHONE: 800-257-5540 FEDERAL ID# 22-1895850 CITY AND STATE: I ZIP: Thorofare N.J. I 08086 TITLE: 'DATE: Executive vice Presidefnt12/18/98 e) Checkpoint • 1 Pricing for Fayetteville Library Bid #98-95 LOITIPMENT PRICE LNSTALLATIOV FREIGHT 3 QS4000X'1', single aisle S 16,050 $ 1,520 S 265 I post & 1-4' theater cord 155 2 5 l �, 2 Portable Verifiers 640 3 Micro Detaches 405 2 Dare Due Printer Dispensers 1,820 130.000 DATE DUE labels 6,890 20,000 Reference labels 1,060 1.000 Barcode labels 53 3,000 Be Kind labels 159 1,000 Cover-up labels 55 700.000 Date Due Tabs 3,500 2,000 Video CHECKcards 340 8 Cartons CD Safers (800) 1,200 1 Carton Double CD Safers (140) 285 Totals $ 32,612 $ 1.545. S 275 .04625 Sales"! ax 4 S 50 00 a $ 1.558. Grand Total 5 35.990. ✓ Checypoi'it • • CHECKPOINT SYSTEMS INC. WARRANTY LIMITED WARRANTY. Checkpoint warrants for a period of One (I) Year after installation that any system (s) purchased under this agreement will be fret from defects in workmanship and materials, provided that installation and service on such system during such period has been performed only by Checkpoints authorized rcpresentatives.Checkpoint's sole obligation under this limited warranty shall be to repair or replace the defective system, or parts thereof. During such period, Checkpoint will, at its own expense, service and maintain any system(s) purchased under this Agreement. EXCLUSION OF OTHER WARRANTIES AND LIABILITIES. EXCEPT FOR PATENT MATTERS WHICH ARE COVERED IN PARAGRAPH 4, THE LIMITED WARRANTY STATED IN PARAGRAPH I SHALL BE IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. ON ANY SYSTEM. TAGS, ACCESSORIES. AND OTHER GOODS OR SERVICES PURCHASED UNDER THIS AGREEMENT. IN NO EVENT. INCLUDING IN THE CASE OF A CLAIM FOR NEGLIGENCE. SHALL CHECKPOINT BE LIABLE FOR INCIDENTAL. SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES FROM WHATEVER CAUSE, AND INCLUDING BUT NOT LIMITED TO LOSS OF PROPERTY OR INCOME. DEFINITION OF WARRANTY TERMS. For the purpose of Paragraphs I and 2, the term System(s) shall refer only to that collection of electronic equipment (antenna(s), power. supply, electronic circuitry, connecting cables and the like) which collectively performs either the function of detecting tags being carried past the antenna(s), or of detecting and deactivating tags so that they can be carried past the antenna(s) without there being detected. Accessories. such as detachers, point -of --sale detectors and the like, tags themselves, or other goods and services are not included within the term System(s) as used in Paragraphs 1 and 2. PATENTS. Checkpoint warrants that goods purchased hereunder will, when installed. be free of any claim of infringement of a United States Patent issued prior to the commencement date of this warranty. If promptly notified in writing, and given authority, information and assistance by the Customer, Checkpoint will defend or may settle at its expense any suit against the Customer based on such claim of infringement and pay any damages awarded as a result. Checkpoint may also replace the accused goods with ones which arc non -infringing, or as a last resort remove these goods. The foregoing states Checkpoint's entire obligation regarding patents. However, Checkpoint shall have no such obligation at all for any goods specified or designed by the Customer. or for any use different from that for which the goods are normally intended, or for any use in combination with other goods not furnished by Checkpoint. In such instances, the Customer assumes the patent liability and will hold Checkpoint harmless against any infringement claim. CUSTOMER RESPONSIBILITY FOR USE. It is expressly understood and agreed that the Customer will have sole control over the manner in which the goods purchased under this warranty are used in the course of the Customer's activities. Therefore, the Customer hereby assumes full responsibility for such use and shall indemnify and hold harmless Checkpoint. its agents and representatives, from and against any and all losses. damages, claims or expenses. including legal fees and expenses, arising out of such use. Any training program or literature provided by Checkpoint concerning the use of the goods is understood to be purely advisory and does not detract from the Customers responsibility for such use, as set forth in this paragraph. It is also expressly understood and agreed that possible false, phantom. or other unintentional alarms, or failures to remove or deactivate tags. all from whatever cause. shall be regarded as part of the use of the goods and also governed by this paragraph. INSTALLATION. Installation of Systems purchased under this agreement shall be made only by Checkpoint's authorized representatives. Checkpoint shall have no liability for disruption to premises end existing structures resulting from installation, nor for installation made in accordance with instructions. plans or designs provided by the Customer. • • SPECIFICATIONS For an electronic library material theft detection system to be installed in the Fayetteville Public Library, located at 217 E. Dickson Street, Fayetteville, Arkansas. DESCRIPTION OF WORK: The Fayetteville Public Library circulates over 300,000 items per year and has a collection of over 130,000 items (including genealogy). In 1998 a study was completed that indicated a 6% shrinkage of library inventory had occurred from mid-1997 to mid-1998. This represents an approximately $55,000 loss in inventory in a one-year period. Therefore, an electronic library material theft detection system specifically designed for libraries and capable of providing the library with a durable, functional and reliable means of stopping unauthorized removal of books, periodicals and AN materials is to be procured and installed as soon as possible in early 1999. Three single aisle 9.5Mhz radio frequency security systems are to be installed. One system will be installed at the interior north entrance to the main library. The second system will be installed at the interior south entrance to the main library. The third system will be installed at the interior entrance to the children's library. At one main library entrance system and at the children's library system, theater rope will be installed to prevent patron bypass of the system. Louise Schaper, Director or Cathy Rew, Finance Manager at (501) 442-2242 may be contacted to answer questions or set up appointments for inspecting the areas where systems will be installed. The project consists of installing the three single aisle systems, peripheral equipment as listed below, and training all management and staff in its use. GENERAL REQUIREMENTS: • Must be a 9.5Mhz radio frequency system; allow up to 5 foot aisle width; and require no more than 1 foot clearance from metal. it must be equivalent in size, style, and supplies and peripherals to Checkpoint's QS4000 XT. Equivalent system bids must meet or exceed specifications of the Checkpoint QS4000 XT system and system labels must be compatible with existing labels in the collection and those available from Baker and Taylor, Inc. The City of Fayetteville will be the sole judge of whether equivalent system bids meets specifications. • Each bidder must provide bids for their most current models, supply information regarding the systems area of detection, size of all components and power requirements of all components. • The detection system must not be harmful to, or interfere with the health or well- being of our staff and community of users, or any prosthetic device they may be using, e.g. hearing aids, pacemakers. • A letter of certification guaranteeing compliance with these stipulations must be • • submitted with this bid by all bidders. • The entire system shall be designed and installed in compliance with all A.D.A. standards and requirements for the handicapped. • The detection system shall not false alarm due to commonly carried or used items, such as three ring binders, loose leaf binders, wire -bound notebooks, backpacks, belt buckles, keys, etc. • The detection system must detect treated items that have not been properly checked out. The system will detect these items hidden under clothing, in backpacks, briefcases, etc. • If the bidding company uses a disclaimer (terms and condition of sale) on any brochures, literature, product or contracts, a copy of this disclaimer shall be included with this bid, accompanied with an explanation of why there is a need for such a disclaimer. COMPONENTS A. Sensing monitors: 1. Radio frequency technology—detection system must be compatible with existing labels in the library collection. 2. Overall dimensions: 63.5"H x 21.5"D x 3.5"W 3. Material—charcoal and white colored, ABS plastic 4. Floor mounted with two (2)1/2" cement lag bolts per monitor 5. Each monitor equipped with red alarm lights to provide visual and sounder for audible alarm. 6. Aisle width expandable up to 60 in. 7. Weight – 22 lbs. per monitor. B. Control module: 1. Housing 9"H x 5 3/8"D x 3 112" W 2. Weight 6 lbs. 3. Power on indicator light. 4. Primary power requires 110v. 50/60 HZ (grounded outlet) DETECTION LABELS Flexible, programmed tag laminated on one side with paper stock, pressure sensitive adhesive coating on reversed side with siliconized release paper. Adhesive film coating requires no moisture, heat or other preparation prior to or after application to clean dry surfaces; will not discolor or lose adhesive or cohesive strength due to age. its design precludes loss of sensivity due to normal causes and phenomena. Available in several standard printed formats or custom printing is available. • The following quantities of detection devices are specified: • 130,000 Date Due detection devices (2"x2") • 20,000 Reference printed detection devices (2"x2") • 1000 Bar code printed detection devices (1.5"x1.6") for CDs, periodicals, equipment. • 3000 "Be Kind Please Rewind" detection devices (1.5" x 1.6") for videos • • OTHER LABELS AND SUPPLIES • The following quantities of other labels and supplies are specified: • 1000 "cover-up" labels to cover-up the detection circuit from view on CDs. • 700,000 Date Due mini -tabs tabs to alter transmission characteristics of previously sensitized items during circulation transactions. Upon removal during the return transaction, protected items maintain their normal state of detectability. • 2000 Video Check cards used for due dates and deactivation of detection label on videocassette. • Two printer dispensers with key pads used to print "due date" on date due tabs. • Three programmable voice alarms—wall-mounted, external alarm, programmable to repeat a personalized message to return to the circulation desk when the system has been alarmed by an unauthorized removal. • Two portable verifiers—lightweight hand-held electronic scanner used to pinpoint location of concealed RF security targets causing system to alarm. Powered by two 9 volt batteries that produce an audible tone when active RF label is within 7 inches. • Three micro detachers for opening the safer boxes. • Eight (8) cartons of CD safer boxes (total 800 plastic reusable security boxes). • One carton of double CD safer boxes (total 140 plastic reusable security boxes). • Theater cord: 1 post and one four foot section of cord WARRANTY: A warranty with at least one-year all-inclusive parts and labor from date of installation must be included. A maintenance/service agreement must be available following the warranty period. Installation and service will be performed by company trained employees only. Local security companies that do not have experience in installing and servicing the system that is being bid will not be accepted. Service calls will have a maximum forty-eight hour response time and an 800 number will be available if service is required. INSTALLATION AND TRAINING: The Fayetteville Public Library will accept only turnkey installations, therefore all traffic control items (i.e. post, railing, theater cord etc.) that are needed to insure proper traffic flow will be listed, included in the bid price and installed by the bidding company. The Library will provide standard 110 volt AC convenience outlet (non -dedicated) for the detection equipment. The cost of any other special wiring required by the system must be included in the bid. If additional items such as transformers etc. are required for satisfactory performance of the system, the bidding company must list and include these items and installation of these items in their bid price. Installation and training must be at the convenience of the library staff. The successful bidder must provide a written public relations program, training manual, product catalog and provide personal training for key personnel in system operation, use and procedures at the time of installation or within five working days of installation. • • In addition to the above specifications, the following terms and conditions shall apply: 1. Scheduling: The project must be completed by February 15,1998. 2. Insurance: The successful bidder shall, during the term of the installation, maintain statutory limits of workmens' compensation insurance, and public liability insurance providing coverage for personal injury, death or property damage in at least the minimum amounts of $50,0001$100,0001$100,000. Contractor shall provide evidence of such coverage within 15 days of the bid award. Bids totaling $20,000 or over require a bidder to have a contractors license. A performance bond equaling the total amount of any bid exceeding $10,000 must be provided for any contract for the repair, alteration or erection of any public building, public structure or public improvement (pursuant to Act 351 of 1953 as amended by Act 539 of 1979). 3. Bids shall be good and firm for a period of 60 days from date of bid opening. 4. Sales tax shall be included in the bid and paid by the bidder. 5. The Library Director shall inspect the work and shall be the sole judge of whether it meets specifications and has been properly installed. 6. Progress payments will be made after approval and acceptance of work and submission of invoice. Payments will be made approximately 30 days after receipt of invoice. 7. All parts of the bid must be completed. Bids must be submitted on forms provided by the City. Bids must be submitted in a sealed envelope clearly marked on the outside of the envelope Bid No. #98-95. 8. All bid prices shall be FOB, 113 West Mountain Street, Fayetteville, Arkansas. 9. The City reserves the right to accept or reject any or all bids, waive informalities in the bidding and make a bid award deemed to be in the best interest of the City. 10. Bids will be received in Room 306, 3rd Floor, 113 W. Mountain, Fayetteville, AR 72701, until 2:30 p.m. December 24, 1998. Bids received after this date and time will not be accepted. • • CITY OF FAYETTEVILLE, ARKANSAS Terms and Conditions 1. All bids shall be submitted in a sealed envelope and must be submitted on forms provided by the City. 2. The item bid and the bid number shall be stated on the face of the sealed bid envelope. 3. Bidders shall include all applicable local, state, and federal sales tax in bid. The responsibility of payment shall remain with the successful bidder. 4. Bids received after the date and time set for receiving bids will not be considered. 5. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding and make a bid award deemed to be in the best interest of the City. The City shall be able to purchase more or less than the quantity indicated subject to availability of funds. 6. The bid price shall remain good and firm until project is completed. 7. All products delivered shall comply with applicable standards of quality. 8. Any exceptions to the requirements of the City of Fayetteville must be noted on the Bid Form. 9. Prices shall include all labor, materials, overhead, profit, insurance, etc., to cover the furnishing of the items bid. 10. Each bidder shall state on the face of the bid form the anticipated number of days from the date of receipt of an order for delivery of equipment and installation to the City of Fayetteville. 11. Copy of the warranty shall accompany the bid, and any exceptions to the warranty shall be clearly noted on the bid form. 12. Bidders must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder. 13. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. 14. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation of bid. • . 15. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at (501) 575-8289 to insure receipt of their bid documents prior to opening time and date listed on the bid form. 16. If products and/or components other than those described in this bid document are proposed, the bidder must include complete descriptive literature and technical specifications. All requests for additional information must be received within five working days following the request. 17. Bids must be hand delivered or received by mail in the Purchasing Office, Room 306, 113 W. Mountain St. Fayetteville, AR 72701, on or before the time of closing listed on the face of the bid. *18. Public improvement bids with a total of $20,000 or more shall submit certificates of insurance within 10 days of notice of bid award. Certificates of insurance are to be addressed to the City of Fayetteville, showing that the contractor carries the following insurance which shall be maintained throughout the term of the bid. Any work sublet, the contractor shall require the subcontractor similarly to provide the same insurance coverage. In case any employee engaged in work on the project is not protected under Workers' Compensation, the Contractor shall provide, and shall cause each subcontractor to provide, adequate employer's liability insurance for the protection of such of his employees as are not otherwise protected. Workers' Compensation: Comprehensive General & Automotive Liability: Property Damage Liability: Statutory Amount $250,000 each person. $500,000 aggregate. $100,000 aggregate. *19. Public improvement bids with a total of $10,000 or more require a 5% bid bond and if awarded, a 100% performance and payment bond to be submitted before notice to proceed is given. *20. Public improvement bids exceeding $20,000 or more require a contractor's license. *21. The City shall pay Contractor based on unit prices indicated in contractor's bid proposal. Progress payments will be made after approval and acceptance of work and submission of invoice. Payments will be made approximately 30 days after receipt of invoice. *22. Contractor shall not assign his duties under the terms of this agreement. All work shall be coordinated directly with the Project Manager, or their designee. *Applies to construction public improvement projects only, unless otherwise noted. • • Bid 98-95 III.C.3 INVITATION TO BID BID # 98-95 DATE ISSUED: , December 8, 1998 DATE AND TIME OF OPENING: December 24, 1998, at 2:30 p.m. BUYER: DATE REQUIRED: n City of Fayetteville, AR As scheduled by Project Manager 1 F. O. B. Fayetteville, AR BUYER'S PHONE # 1501) 575-8289 GUARANTEED DELIVERY DATE: ITEM # DESCRIPTION 1 QUANTITY UNIT PRICE TOTAL 1 PER ATTACHED SPECIFICATIONS: Electronic Library Material Theft 1 Detection System as specified. SUBCONTRACTORS: 100% Performance & Payment Bond required on contracts of $10,000 or more before notice to proceed is given. Project Manager to contact for site visit is Ms. Louise Schaper at 442-2242 5% BID BOND REQUIRED WITH BIDS SUBMITTED OVER $20,000. CONTRACTOR'S LICENSE# PLEASE SUBMIT ITEMIZED PRICING EQUIPMENT INVOLVED. FOR Mandatory on bids S20,000 RESTRICTIONS OR EXCEPTIONS TO THE BID MUST BE or more. NOTED: EXECUTION OF BID Upon signing this Bid, the bidder certifies that they have read and agree to the requirements set forth in this bid proposal, including specifications, terms and standard conditions, and pertinent information regarding the articles being bid on, and agree to furnish these articles at the prices stated. UNSIGNEDNAME BIDS OF FIRM: (PHONE: FEDERAL ID# WILL BE REJECTED BUSINESS ADDRESS: CITY AND STATE: I ZIP: AUTHORIZED SIGNATURE: (TITLE: 1DATE: Bid 98-95 111:C.4 • • SPECIFICATIONS For an electronic library material theft detection system to be installed in the Fayetteville Public Library, located at 217 E. Dickson Street, Fayetteville, Arkansas. DESCRIPTION OF WORK: The Fayetteville Public Library circulates over 300,000 items per year and has a collection of over 130,000 items (including genealogy). In 1998 a study was completed that indicated a 6% shrinkage of library inventory had occurred from mid-1997 to mid-1998. This represents an approximately $55,000 loss in inventory in a one-year period. Therefore, an electronic library material theft detection system specifically designed for libraries and capable of providing the library with a durable, functional and reliable means of stopping unauthorized removal of books, periodicals and AN materials is to be procured and installed as soon as possible in early 1999. Three single aisle 9.5Mhz radio frequency security systems are to be installed. One system will be installed at the interior north entrance to the main library. The second system will be installed at the interior south entrance to the main library. The third system will be installed at the interior entrance to the children's library. At one main library entrance system and at the children's library system, theater rope will be installed to prevent patron bypass of the system. Louise Schaper, Director or Cathy Rew, Finance Manager at (501) 442-2242 may be contacted to answer questions or set up appointments for inspecting the areas where systems will be installed. The project consists of installing the three single aisle systems, peripheral equipment as listed below, and training all management and staff in its use. GENERAL REQUIREMENTS: • Must be a 9.5Mhz radio frequency system; allow up to 5 foot aisle width; and require no more than 1 foot clearance from metal. It must be equivalent in size, style, and supplies and peripherals to Checkpoint's QS4000 XT. Equivalent system bids must meet or exceed specifications of the Checkpoint QS4000 XT system and system labels must be compatible with existing labels in the collection and those available from Baker and Taylor, Inc. The City of Fayetteville will be the sole judge of whether equivalent system bids meets specifications. • Each bidder must provide bids for their most current models, supply information regarding the systems area of detection, size of all components and power requirements of all components. • The detection system must not be harmful to, or interfere with the health or well- being of our staff and community of users, or any prosthetic device they may be using, e.g. hearing aids, pacemakers. • A letter of certification guaranteeing compliance with these stipulations must be • Bid 98-95 III.C.5 submitted with this bid by all bidders. • The entire system shall be designed and installed in compliance with all A.D.A. standards and requirements for the handicapped. • The detection system shall not false alarm due to commonly carried or used items, such as three ring binders, loose leaf binders, wire -bound notebooks, backpacks, belt buckles, keys, etc. • The detection system must detect treated items that have not been properly checked out. The system will detect these items hidden under clothing, in backpacks, briefcases, etc. • If the bidding company uses a disclaimer (terms and condition of sale) on any brochures, literature, product or contracts, a copy of this disclaimer shall be included with this bid, accompanied with an explanation of why there is a need for such a disclaimer. COMPONENTS A. Sensing monitors: 1. Radio frequency technology—detection system must be compatible with existing labels in the library collection. 2. Overall dimensions: 63.5"H x 21.5"D x 3.5"W 3. Material—charcoal and white colored, ABS plastic 4. Floor mounted with two (2)'/2" cement lag bolts per monitor 5. Each monitor equipped with red alarm lights to provide visual and sounder for audible alarm. 6. Aisle width expandable up to 60 in. 7. Weight – 22 lbs. per monitor. B. Control module: 1. Housing 9"H x 5 3/8"D x 3 1/2" W 2. Weight 6 lbs. 3. Power on indicator light. 4. Primary power requires 110v. 50/60 HZ (grounded outlet) DETECTION LABELS Flexible, programmed tag laminated on one side with paper stock, pressure sensitive adhesive coating on reversed side with siliconized release paper. Adhesive film coating requires no moisture, heat or other preparation prior to or after application to clean dry surfaces; will not discolor or lose adhesive or cohesive strength due to age. Its design precludes loss of sensivity due to normal causes and phenomena. Available in several standard printed formats or custom printing is available. • The following quantities of detection devices are specified: • 130,000 Date Due detection devices (2"x2") • 20,000 Reference printed detection devices (2"x2") • 1000 Bar code printed detection devices (1.5"x1.6") for CDs, periodicals, equipment. • 3000 "Be Kind Please Rewind" detection devices (1.5" x 1.6") for videos Bid 98-95 • 0 LILC.6 OTHER LABELS AND SUPPLIES • The following quantities of other labels and supplies are specified: • 1000 "cover-up" labels to cover-up the detection circuit from view on CDs. • 700,000 Date Due mini -tabs tabs to alter transmission characteristics of previously sensitized items during circulation transactions. Upon removal during the return transaction, protected items maintain their normal state of detectability. • 2000 Video Check cards used for due dates and deactivation of detection label on videocassette. • Two printer dispensers with key pads used to print "due date" on date due tabs. • Three programmable voice alarms--wall-mounted, external alarm, programmable to repeat a personalized message to return to the circulation desk when the system has been alarmed by an unauthorized removal. • Two portable verifiers—lightweight hand-held electronic scanner used to pinpoint location of concealed RF security targets causing system to alarm. Powered by two 9 volt batteries that produce an audible tone when active RF label is within 7 inches. • Three micro detachers for opening the safer boxes. • Eight (8) cartons of CD safer boxes (total 800 plastic reusable security boxes). • One carton of double CD safer boxes (total 140 plastic reusable security boxes). • Theater cord: 1 post and one four foot section of cord WARRANTY: A warranty with at least one-year all-inclusive parts and labor from date of installation must be included. A maintenance/service agreement must be available following the warranty period. Installation and service will be performed by company trained employees only. Local security companies that do not have experience in installing and servicing the system that is being bid will not be accepted. Service calls will have a maximum forty-eight hour response time and an 800 number will be available if service is required. INSTALLATION AND TRAINING: The Fayetteville Public Library will accept only turnkey installations, therefore all traffic control items (i.e. post, railing, theater cord etc.) that are needed to insure proper traffic flow will be listed, included in the bid price and installed by the bidding company. The Library will provide standard 110 volt AC convenience outlet (non -dedicated) for the detection equipment. The cost of any other special wiring required by the system must be included in the bid. If additional items such as transformers etc. are required for satisfactory performance of the system, the bidding company must list and include these items and installation of these items in their bid price. Installation and training must be at the convenience of the library staff. The successful bidder must provide a written public relations program, training manual, product catalog and provide personal training for key personnel in system operation, use and procedures at the time of installation or within five working days of installation. Bid 98-95 • 0 IILC.7 In addition to the above specifications, the following terms and conditions shall apply: 1. Scheduling: The project must be completed by February 15,1998. 2. Insurance: The successful bidder shall, during the term of the installation, maintain statutory limits of workmens' compensation insurance, and public liability insurance providing coverage for personal injury, death or property damage in at least the minimum amounts of $50,000/$100,000/$100,000. Contractor shall provide evidence of such coverage within 15 days of the bid award. Bids totaling $20,000 or over require a bidder to have a contractors license. A performance bond equaling the total amount of any bid exceeding $10,000 must be provided for any contract for the repair, alteration or erection of any public building, public structure or public improvement (pursuant to Act 351 of 1953 as amended by Act 539 of 1979). 3. Bids shall be good and firm for a period of 60 days from date of bid opening. 4. Sales tax shall be included in the bid and paid by the bidder. 5. The Library Director shall inspect the work and shall be the sole judge of whether it meets specifications and has been properly installed. 6. Progress payments will be made after approval and acceptance of work and submission of invoice. Payments will be made approximately 30 days after receipt of invoice. 7. AN parts of the bid must be completed. Bids must be submitted on forms provided by the City. Bids must be submitted in a sealed envelope clearly marked on the outside of the envelope Bid No. 498-95. 8. All bid prices shall be FOB, 113 West Mountain Street, Fayetteville, Arkansas. 9. The City reserves the right to accept or reject any or all bids, waive informalities in the bidding and make a bid award deemed to be in the best interest of the City. 10. Bids will be received in Room 306, 3rd Floor, 113 W. Mountain, Fayetteville, AR 72701, until 2:30 p.m. December 24, 1998. Bids received after this date and time will not be accepted. Bid 98-95 III.C.8 • • CITY OF FAYETTEVILLE, ARKANSAS Terms and Conditions 1. All bids shall be submitted in a sealed envelope and must be submitted on forms provided by the City. 2. The item bid and the bid number shall be stated on the face of the sealed bid envelope. 3. Bidders shall include all applicable local, state, and federal sales tax in bid. The responsibility of payment shall remain with the successful bidder. 4. Bids received after the date and time set for receiving bids will not be considered. 5. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding and make a bid award deemed to be in the best interest of the City. The City shall be able to purchase more or less than the quantity indicated subject to availability of funds. 6. The bid price shall remain good and firm until project is completed. 7. All products delivered shall comply with applicable standards of quality. 8. Any exceptions to the requirements of the City of Fayetteville must be noted on the Bid Form. 9. Prices shall include all labor, materials, overhead, profit, insurance, etc., to cover the furnishing of the items bid. 10. Each bidder shall state on the face of the bid form the anticipated number of days from the date of receipt of an order for delivery of equipment and installation to the City of Fayetteville. 11. Copy of the warranty shall accompany the bid, and any exceptions to the warranty shall be clearly noted on the bid form. 12. Bidders must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder. 13. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. 14. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation of bid. • . Bid 98-95 III.C.9 15. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at (501) 575-8289 to insure receipt of their bid documents prior to opening time and date listed on the bid form. 16. If products and/or components other than those described in this bid document are proposed, the bidder must include complete descriptive literature and technical specifications. All requests for additional information must be received within five working days following the request. 17. Bids must be hand delivered or received by mail in the Purchasing Office, Room 306, 113 W. Mountain St. Fayetteville, AR 72701, on or before the time of closing listed on the face of the bid. *18. Public improvement bids with a total of 520,000 or more shall submit certificates of insurance within 10 days of notice of bid award. Certificates of insurance are to be addressed to the City of Fayetteville, showing that the contractor carries the following insurance which shall be maintained throughout the term of the bid. Any work sublet, the contractor shall require the subcontractor similarly to provide the same insurance coverage. In case any employee engaged in work on the project is not protected under Workers' Compensation, the Contractor shall provide, and shall cause each subcontractor to provide, adequate employer's liability insurance for the protection of such of his employees as are not otherwise protected. Workers' Compensation: Comprehensive General & Automotive Liability: Property Damage Liability: Statutory Amount 5250,000 each person. $500,000 aggregate. $100,000 aggregate. *19. Public improvement bids with a total of $10,000 or more require a 5% bid bond and if awarded, a 100% performance and payment bond to be submitted before notice to proceed is given. *20. Public improvement bids exceeding $20,000 or more require a contractor's License. *21. The City shall pay Contractor based on unit prices indicated in contractor's bid proposal. Progress payments will be made after approval and acceptance of work and submission of invoice. Payments will be made approximately 30 days after receipt of invoice. *22. Contractor shall not assign his duties under the terms of this agreement. All work shall be coordinated directly with the Project Manager, or their designee. *Applies to construction public improvement projects only, unless otherwise noted.