Kansas Bids > Bid Detail

Library Patron Computer and Print Management Solutions

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Agency: County of Johnson
Level of Government: State & Local
Category:
  • 70 - General Purpose Information Technology Equipment (including software).
  • D - Automatic Data Processing and Telecommunication Services
Opps ID: NBD18090195103540215
Posted Date: Sep 18, 2023
Due Date:
Solicitation No: 2023-061 Addendum 2

Bid Information

Type Request for Proposal
Status Unsealed
Number 2023-061 Addendum 2 (Library Patron Computer and Print Management Solutions)
Issue Date & Time 8/17/2023 02:00:03 PM (CT)
Close Date & Time 9/18/2023 02:00:00 PM (CT)
Duration 1 month 1 day
Notes
This is a Request for Proposal for Library Patron Computer and Print Management Solutions for Johnson County, Kansas Libraries. Please review all the documents under the Attachments tab and upload the correct documents under the Response Attachments tab.
A Non-Mandatory Pre-Proposal Conference will be held via Zoom (link included under Activities tab) on Thursday, August 24th, 2023, at 9:00 AM Central Time.

All bids must be submitted through Johnson County’s electronic bidding system, Ionwave. For more information please access: jocogov.ionwave.net

Contact Information
Name Lisa Robbins
Address 111 S. Cherry, #2400
Olathe, KS 66061 USA
Phone (913) 715-0590
Fax
Email lisa.robbins@jocogov.org
Bid Documents
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Bid Invitation Acrobat / PDF
Public Question & Answer Acrobat / PDF
Bid Attachments
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RFP 2023-061 Library Patron Computer and Print Management Solutions - Final.pdf RFP 2023-061 Library Patron Computer and Print Management Solutions 1011 KB
Appendix A - Federal Terms and Conditions.pdf Appendix A - Federal Terms and Conditions 430 KB
How to do Business with Johnson County and Supplier Response Quick Tutorial.pdf How to do Business with Johnson County and Supplier Response Quick Tutorial 2.19 MB
RFP 2023-061 Addendum 1.pdf RFP 2023-061 Addendum 1 201 KB
Bid Questions
Question 7. Staff Experience:
a. Would you like solution to offer one simple browser based user interface for staff that includes management of PC/MAC, Printing, Mobile Printing, guest passes, reprints, PC reservations/time extensions, etc.?
b. Should the solution provide staff the ability to easily move a print job from a failed printer to another one without an additional print submission by the patron?
c. How would you like on-site training proposed versus remote training versus on-going training? For example:
• Training for all locations on-site?
• Training for 1 week on-site for a “train the trainer” and staff initially and then remote training for remaining staff?
• Remote or on site follow up training as each year is renewed?
• Other options or requirements for training?
Answer A - Yes

B - Yes

C - The Library is considering all training options.
Submitted 9/6/2023 10:57:56 AM (CT)
Question 6. For Point of Sale (POS)
a. Currently you offer remote payment for fees and fines on your website, do you want to continue this?
b. Do you want staff/patron facing POS with cash and/or credit card as well? If so, how many stations do you want to offer?
c. How many items are you selling?
d. Is there anything that you would like to change about the current POS system?
Answer A - The Library is open to considering options.

B - The Library is open to considering options. One per location is standard with a few variance.

C - Headphones only, at this time.

D - It is the Library's intent to reduce system errors, increase usability, improve management of agent accounts, etc...
Submitted 9/6/2023 10:57:34 AM (CT)
Question g. Would a significantly larger, less complex and easier patron/guest facing control panel solution help compared to a copier help?
h. Would it help if it doesn’t matter where a patron places an original on the glass and it will scan/copy/print properly?
i. Do you want the solution to offer scan to word, google drive, one drive, smartphone, etc.
j. Would translation Service to text and audio help your patrons/guests?
k. Do you want faxing to be self-serve and HIPPA compliant?
l. Do you want to eliminate fax/POTS lines?
Answer G - The Library would prefer to review all solutions.

H - The Library would prefer to review all solutions.

I - Yes, with controls; would want to eliminate risk of one patron logging into another patron's google/etc account

J - Yes

K - Yes

I - Yes
Submitted 9/6/2023 10:57:12 AM (CT)
Question 5. Patron/Guest Scan/Copy/Fax Experience
a. Is scanning/copying/printing an ID card important for patrons? Is it easy for patrons/guests (minimal steps) on your current copier now?
b. Do you want accessibility features for patrons/guests?
c. Would instructions in multiple languages help your patrons/guests?
d. Would you like an easier way to make Reduction/Enlargement for patrons with previews before a patron/guest pays for the copy job?
e. Would a patron having the ability to preview what they are going to pay for and/or make changes to a document and preview before they pay help?
f. Would you like to significantly reduce the number of times a patron asks for a refund?
g. Would a significantly larger, less complex and easier patron/guest facing control panel solution help compared to a copier help?
h. Would it help if it doesn’t matter where a patron places an original on the glass and it will scan/copy/print properly?
Answer A - Yes, scanning an ID is important for patrons. It is not an easy process currently.

B - Yes

C - Yes

D - Yes

E - Yes

F - Yes

G - Yes

H - Yes
Submitted 9/6/2023 10:56:53 AM (CT)
Question 4. Regarding Kiosks/Payment for Print/Copy:
a. Credit Card Payment
a. Would you like to offer your patrons the ability to pay for copy/print jobs with Cellular Based PCI Compliant Credit/Debit/Apple Pay/Google Wallet, etc.?
b. Are you open to a solution for Credit Card that is built specifically for microtransactions for printing and copying with a fixed rate regardless of amount of the transaction?
b. If cash is selected, do patrons want the ability to insert up to a $20 Bill and get $1 bills plus coins in change?
c. What type of auditing process is being done by staff for payments from patron from start to finish? Is auditing coin/bill towers important for staff?
d. Do you want print release that simplifies the process for patrons and guests by scanning a Library card, guest pass or cell phone to release print jobs?
Answer A - variety of payment options is desirable.

B - The Library would prefer to review all features.

B - The Library would prefer to review all options.

C - Auditing is done manually by employees currently. Auditing is important to the Library.

D - yes
Submitted 9/6/2023 10:56:22 AM (CT)
Question 3. Mobile Printing
a. Do you want the solution to allow patrons to submit multiple files/jobs and multiple/different amounts per file in a single session?
b. Do you want the solution to accommodate patrons/guests with accessibility options and multiple languages for Johnson County Libraries demographics to be able to submit a mobile printing job?
c. Would it help if the mobile printing solution communicated back with a patron once a print job is submitted via an email or text message to let them know it was successful?
d. Should the solution allow mobile print jobs to be submitted centrally and released at any location without selecting a specific location?
e. Would the ability for patrons to do mobile printing solution and allow patrons “XXX” value of free prints daily without staff intervention help?
b. Do you want to eliminate guests creating an account in order to use mobile printing?
Answer A - The Library would prefer to review all solutions.

B - The Library would prefer to review all features.

C - yes

D - yes

E - yes

B - The Library would prefer to review all features.
Submitted 9/6/2023 10:56:01 AM (CT)
Question 2. Print Management:
a. Regarding a central server management solution, is it a requirement for printing, just like PC management?
b. Should the solution provide “pull” printing to submit print jobs “centrally” and release at any release point at any branch location, without selecting specific branches and/or printers?
c. If possible, do you want the solution use a total of 2 standard universal print drivers for all locations (1) Color and (1) Black and White?
d. Should the solution have the capability to provide “XXX” amount value of FREE prints for each Patron, each day, regardless of location/branch from ALL formats including PC/MAC and Mobile Printing without staff intervention?
e. Do you want the solution to charge correctly for a mixed document that includes both black & white and color pages so it counts/charges correctly per page?
f. Do you want the solution to provide hardware alerts to staff for low paper, toner or hard failure of an output device?
Answer A - Yes, similar requirement is desirable.

B - Yes, central management is desirable.

C - The Library would prefer to review all solutions.

D - yes

E - yes

F - yes
Submitted 9/6/2023 10:55:33 AM (CT)
Question g. Regarding the central server managed solution, do you want the ability for staff (based on staff login), to see all PC/MAC’s at all locations from one browser based staff portal?
h. Should the solution allow guest passes for specific areas to log into a PC/MAC? For example:
i. Adult age greater than 18- Adult PC/MAC only
ii. Children age less than 13- Children PC/MAC only
iii. Teen age between 13 and 18- Teen PC/MAC only
i. Do you want the solution have the capability to offer different desktops for the age groups above for both patrons and guests?

j. Does staff want the ability to “batch” print multiple guest passes that do not expire at the end of the day if unused? (This means staff would not have to throw away unused ones daily and patrons would use them the next day).
Answer G - yes

H - yes

i & ii & iii - support for varying criteria is desirable though we do not current have specific criteria for guest passes

I - yes

J - yes
Submitted 9/6/2023 10:55:03 AM (CT)
Question PC Management:
a. What version/OS for MAC do you need compatibility for? Do you want MAC references provided from vendors for PC/Print Management?
b. Should the solution be compatible with Chromebooks?
c. Do you want the login process/steps and how a patron and guest are treated to be the same?
d. Should the solution allow patrons to have the ability to make a reservation from their mobile devices/home/anywhere for:
i. The next available PC/MAC?
ii. Reservations up to XX days in advance?
iii. Specific Computers?
e. Do you want the solution to provide the ability to auto detect when the ILS is down and automatically turn off authentication so patrons can still log in with their Library Card or Guest Pass?
f. Do you want the solution for PC management to offer multiple languages at login, that are specific to Johnson County Library patrons and guests for inclusivity?
Answer A - Macs - current and previous two versions of MacOS (support for M1 and M2 chips) References would be information and can be provided.

B - Not at this time, compatibility would be a plus for future projects, but no plans at this time.

C - This would be beneficial for support purposes and staff, similar usability features are beneficial to the Library.

D - compatibility with multiple types of devices and locations is desirable

i - yes

ii - yes

iii - yes

E - Yes, but would need to understand how data is stored before we enable this.

F - Yes, support for multiple languages is desirable.
Submitted 9/6/2023 10:54:39 AM (CT)
Question Is there only 1 point of sale terminal at each library location?
Answer No, some libraries have 2 point of sale terminals and the number could increase or decrease as the Library determines necessary.
Submitted 8/28/2023 02:48:05 PM (CT)
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8/24/2023 09:00:00 AM (CT) Pre-Proposal Conference Join Zoom Meeting
https://zoom.us/j/98030290618?pwd=RW9pSGVxSmlmYnJNWDlNaHcxQndlQT09
Meeting ID: 980 3029 0618
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9/18/2023 02:00:00 PM (CT) RFP Closing Join Zoom Meeting
https://zoom.us/j/94017459027?pwd=TG12VlUzbllLeDlwWWxxL3RnM1kyZz09
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9/6/2023 05:00:00 PM (CT) Clarification Deadline
We encourage you to submit questions up until the deadline date and time by selecting ‘Ask Question’ on the solicitation event.
To ensure open and fair competition for all potential respondents, all questions and contact concerning this RFP shall be submitted via IonWave.

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