request for proposals - yarra plenty regional...

Request for Proposals

Print Management & PC Booking System

Closing Date: Friday, 17th November 2017

Closing Time: 4:00pm (AEST Daylight saving time)

Online at: [email protected]

mailto:[email protected]

Yarra Plenty Regional Library RFP for Print Management & Booking System

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Table of Contents

Table of Contents ..................................................................................... 2

Part 1. Introduction .................................................................................. 3 Background Information ........................................................................................................... 3 Introduction to the Request for Proposal ................................................................................ 3

Part 2. Print Management & Booking System Requirements ............... 5

Part 3. Conditions of Proposal ................................................................ 7 Presentation Requirements ....................................................................................................... 7 Proposal Submissions ................................................................................................................ 7 Acknowledgement by Respondent ............................................................................................ 7 Post RFP Response Submissions .............................................................................................. 7 Validity Period of Proposal ....................................................................................................... 7 Disclosure of RFP Information ................................................................................................. 8 Respondents to inform themselves ........................................................................................... 8 Ownership of proposal Documentation ................................................................................... 8 Variation to the RFP .................................................................................................................. 8 Other Rights ............................................................................................................................... 8 Clarification of proposal ............................................................................................................ 9 Enquiries of referees and others ............................................................................................... 9 Evaluation Methodology ........................................................................................................... 9

Part 4 - Information to be provided....................................................... 10 Schedule 1. Form of Proposal ................................................................................................. 11 Schedule 2. Proposal Summary .............................................................................................. 13 Schedule 3. Profile of Responding Organisation ................................................................... 13 Schedule 4. Indicative Pricing Schedule................................................................................. 13


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Part 1. Introduction

Background Information

Yarra Plenty Regional Library service (YPRL) (ABN 20 240 549 119) is a co-operative venture of three northern Melbourne metropolitan Councils – Banyule, Nillumbik, and Whittlesea. Together the three municipalities cover a large geographic area of northern Melbourne.

There is a diverse range of communities with a combined population of more than 350,000 people. Some areas are of suburban density with commercial and retail being the predominant activities while there are also areas that encompass rural and remote communities.

YPRL is one of the leading public library services in Victoria, serving its population of users through 9 branches and 2 mobile libraries. Free Internet access is provided to library users at all service points and copy / print / scan services are provided on a cost-recovery basis.

Introduction to the Request for Proposal

This Request for Proposal (RFP) document is to obtain responses for solutions for YPRL’s Print Management & Booking System requirements for the next three to five years.

The following table lists the service points where the Print Management & Booking System will need to be employed.

Municipality Service point

Nillumbik Diamond Valley branch

Eltham branch

Banyule

Ivanhoe branch

Rosanna branch

Watsonia branch

Whittlesea

Lalor branch

Mill Park branch

Thomastown branch

Whittlesea branch

While not in any way being bound by this RFP document, YPRL’s intention is to use this RFP and an evaluation process, to determine a supplier or suppliers to provide an appropriate Print Management & Booking System.

Respondents should ensure that their responses to this RFP document are sufficiently detailed and comprehensive so as to facilitate this process. Supplementary material may be attached if desired, as may detail of any other benefits offered but not specifically requested in the specification.


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Disclaimers:

YPRL is not committed contractually in any way to respondents to this RFP.

The issuing of this RFP does not commit or otherwise oblige YPRL to proceed with any phase or part of the supply of equipment described herein.

YPRL may choose one or more suppliers for its Print Management & Booking System requirements.

The information contained within this document is indicative only and is supplied as a guide to prospective respondents and as such no warranty of accuracy is given.


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Part 2. Print Management & Booking System Requirements

The Library currently makes use of an EnvisionWare Print Management & Booking System which provides the following services:

Mobile and remote print management.

PC reservation and session management.

Adding of funds to a user’s account by means of cash or credit cards within the branch and by credit cards via the Internet.

Integration with YPRL’s Sharp multifunction devices to allow users to pay for print and photocopying jobs.

Ability to use YPRL’s existing membership cards for user identification.

Online staff utility for system management and statistical reporting.

Payment of library fines through an e-commerce portal.

Integration with YPRL’s library management system (Symphony) for user authentication via SIP2.

YPRL would like to replace the currently installed system which is scheduled for replacement and at the same time to realise improvements in a number of areas. These include:

The reliability of the overall Print Management & Booking service provision.

The ease of operation for library users.

The amount of time ICT staff spend supporting the system (supplier provided on-site support would be desirable).

The privacy offered by the solution when users release print jobs.

Improved integration between the Print Management & Booking System and YPRL’s new fleet of MFD’s that are about to be rolled out (Sharp MX3560N, MX4060N & Lexmark M3150).

Improved and more efficient reporting tools.

More accurate reconciliation from cash acceptors.

Greater physical security for cash acceptors.

Other desirable aspects of the proposed Print Management & Booking system include:

Ability for users to scan a membership barcode on their smartphone as well as YPRL borrower card mag stripe, borrower card barcode number and manual entry via on-screen keyboard.

Improved integration & process for mobile printing.

Ability to charge for document printing from a USB device plugged directly into the Sharp MFD.


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Potential to integrate payment system with Bibliotheca RFID self-service kiosks for the purpose of paying fines by library users.

Options for cashless payments.

Submitted pricing must include the installation and configuration of the Print Management & Booking System at each of the service points.


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Part 3. Conditions of Proposal

Presentation Requirements

Respondents may be required to present their proposal to YPRL staff and include equipment demonstrations at either the Library Support Services location in South Morang or a mutually convenient venue if it allows for easier equipment and system demonstration.

YPRL will contact respondents if a demonstration is required.

For further information please call Alan Butters on 03 9088 3460.

Proposal Submissions

Documentation must be submitted by the closing time and date of 4:00 pm Friday 17th November 2017.

Documentation should be submitted electronically to [email protected].

Documentation received by any other means, or received late may not be considered.

All vendors will be informed regarding the outcome of their proposal at the conclusion of the process.

Acknowledgement by Respondent

The respondent acknowledges that:

YPRL is not required to accept any response.

YPRL is not required or bound to accept the lowest priced response.

YPRL may require the respondent to supply further information.

YPRL may issue additional information, which add to, supplement, amend, vary or clarify the provisions of the RFP.

A respondent is not permitted to adjust, alter or withdraw in any way, its response after the closing time for the RFP.

Upon lodgement of the response by the closing time for RFP responses, ownership of the response passes to YPRL.

The RFP evaluation panel and/or YPRL may undertake due diligence checks as part of the evaluation process.

Post RFP Response Submissions

Notwithstanding any other requirements of the RFP Documents, YPRL may require a respondent to submit additional information concerning its response before any response is accepted. Should a respondent fail to submit the additional information so required by the date and time stipulated by YPRL, its response may not be further considered

Validity Period of Proposal

For each proposal submitted, the respondent shall maintain a Validity Period of 90 days from the proposal closing date.

mailto:[email protected]


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Disclosure of RFP Information

The Freedom of Information Act 1982 provides the documents containing information of a business, commercial or financial nature is exempt from disclosure under the Act. Respondents should note that it is the YPRL’s decision that all RFP respondents lodged with it qualify for exemption from disclosure under the Act.

Respondents to inform themselves

By responding to this RFP, a respondent will be deemed to have acknowledged and agreed that it has done so on the basis that it has:

i. the necessary skills, knowledge and experience to provide the goods and/or services sought

ii. fully examined the RFP (including all documents the RFP refers to) and any other information made available by YPRL to respondents for the purpose of this RFP

iii. made its own reasonable enquiries (including inspections) to fully inform itself of all the risks, contingencies and other circumstances which may impact on the proposal and the proper performance of the respondent’s obligations under the proposal

iv. not relied upon any warranty or representation (whether oral or in writing or by conduct) made on behalf of YPRL except where such warranty or representation is contained in this RFP or made through the processes specified by these conditions of proposal

v. satisfied itself as to the accuracy and sufficiency of the proposal (including the proposal’s prices) to achieve the due and proper performance and completion of the respondent’s obligations under the proposal.

Ownership of proposal Documentation

By submitting a proposal, the respondent:

i. licenses YPRL to reproduce for its own purposes, the whole or any portion of the proposal notwithstanding any copyright or other Intellectual Property Right that may subsist in those documents; and

ii. acknowledges that the proposal and all other documentation submitted with it shall not be returned to the respondent.

YPRL acknowledges that, subject to paragraph (i) above, the Intellectual Property Rights in the proposal documentation remains vested in the respondent concerned.

Variation to the RFP

YPRL reserves the right to vary or amend the terms and conditions of this RFP at any time before the Proposal closing time and shall only do so by giving respondents timely written notice of such variations or amendment.

Other Rights

YPRL reserves the right to suspend, terminate or abandon this RFP, or any section of it at any time before or after the proposal closing time.


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Clarification of proposal

At any stage during the evaluation phase, YPRL may request: clarification of any proposal in respect of specific issues contained in that proposal; interviews with respondents; respondents to provide additional information in writing; a site inspection or a presentation of the respondents facilities and equipment to clarify any part of the proposal and to examine the capabilities of such facilities and equipment. The respondent shall not unreasonably deny such request. Failure to comply with any such request may result in the proposal being excluded from further consideration.

The respondent shall provide such clarification, additional information, presentation or site inspection at no cost to YPRL.

Enquiries of referees and others

Respondents should note that YPRL may make enquiries of any person, company or organisation to ascertain the suitability of the proposal and the supplier. This may include, but is not limited to, the confirmation of any information provided in the proposal.

Evaluation Methodology

Responses will be evaluated using, but not limited to, the following criteria:

Mandatory

Completion of all required responses to the RFP

Service

Capabilities of respondent

Range of solutions available through the respondent

Extent of compliance with specification

Ability to conform to YPRL requirements

Experience

Successful provision of Print Management & Booking Systems with similar size and complex organisations

Penetration of Print Management & Booking System into the market

References / reputation

Commercial / financial

Company resources

Ability to provide appropriate support

Financial viability

Australian corporate presence

Appropriate insurances

Extent to which the organisation makes use of quality systems

Environmental record and “green” initiatives

Financial

Cost

General

Contribution toward the achievement of excellent customer service

Responses to market trends


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Part 4 - Information to be provided

Respondents are asked to submit any information for evaluation that they feel is relevant to this RFP and that might assist YPRL to understand the features and benefits of the Print Management & Booking System proposed in the response.

Respondents are required to complete the schedules as follows:

Schedule 1 – Form of Proposal Schedule 2 – Proposal Summary Schedule 3 – Profile of Responding Organisation Schedule 4 – Indicative Pricing schedule

While best and final pricing will be sought as part of the selection process following evaluation of the responses to this RFP, please include indicative pricing for the proposed Print Management & Booking System. All appropriate costs should be included such as:

Purchase price.

Annual costs for support or software licensing etc.

Installation cost if applicable

Any other costs not listed above

If the indicated price is subject to fluctuations, please specify the proposed method of managing fluctuations during the period of the contract.


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Schedule 1. Form of Proposal

RFP NO: 2017-001 Print Management & Booking system

PROPOSAL CLOSING TIME: 4.00pm (AEST) 17 November 2017

I/We the undersigned, being duly authorised to act on behalf of the respondent and having read the entire Request for Proposal documents, submit on behalf of the respondent the attached proposal. In submitting this proposal, the respondent is proposing that it will provide and perform the goods and services (including the provision and supply of all materials and labour) as named, shown, described and alluded to in this proposal response for:

The Provision of a Print Management & Booking System for Yarra Plenty Regional Library at the prices or rates set out in Schedule 4 and otherwise in accordance with the RFP and the attached proposal.

JOINT OFFER : This proposal is*/is not* submitted by two or more parties.

*delete whichever is not applicable

1 Contact details

1.1 Name of business

1.2 Name and title of contact person

1.3 ACN

1.4 ABN or ARBN

1.5 Registered Address

1.6 Principal Place of Business

1.7 Web address/URL

1.8 Telephone

1.9 Email


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Schedule 1. Form of Proposal (continued) SIGNED FOR AND ON BEHALF OF THE RESPONDENT

Signature

Print name

Position

Witnessed by: Signature

Print name

Date:

/ /

NOTE: Where the proposal is submitted by a single person or corporation, the following details must be provided:

i. if the respondent is a natural person, the full name and address of each such person must be specified together with their ABN;

ii. if the respondent is a body corporate - the full name of the body corporate, ABN, the ACN or ARBN number, the registered office and the principal place of business;

iii. if the respondent is a firm or partnership - the full name of the firm or partnership, ABN, ARBN number (if any), the principal place of business and the names of all principals or partners and their details as specified in paragraph (i) above.

iv. Where the proposal is submitted by two or more parties, the above details must be provided in respect of each party (depending on whether the party is a natural person, a body corporate or a firm or partnership).


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Schedule 2. Proposal Summary

Please provide an overview (in the fashion of an executive summary) of the Print Management & Booking System proposed, highlighting any unique service delivery options and particular features of the respondent’s overall service and organisation and making sure all aspects listed in Part 4 (Page 4) are included in the summary.

Schedule 3. Profile of Responding Organisation

Please provide additional details of the responding organisation including but not necessarily limited to:

Details of organisational representatives acting as contacts for this RFP

Details of company – structure, staff, locations, experience etc

Details of individuals proposed to be involved in the project

Details of similar Australian sites currently under contract with the Company for the provision of Print Management & Booking Systems

Particulars of any petition, claim, action or decision which would be likely to adversely affect the respondent’s capability to provide requirements

Individual shareholders holding twenty per cent or more of any issued share capital

Related companies within the meaning of the corporations law

Initiatives to reduce the respondent’s impact on the environment

Schedule 4. Indicative Pricing Schedule

Please include pricing for the proposed service solutions. Please note:

All prices quoted shall be in Australian currency

All prices must be submitted on the basis of the Australian tax legislation as of the date of this RFP.

All appropriate costs should be included such as:

Establishment costs and any annual recurring costs

Any additional documentation costs

Any additional pre-installation / installation / post installation costs

Any additional project management costs

Maintenance / support costs

Any other costs not listed above

If the indicated price is subject to any other external fluctuations, please specify these fluctuations and also the proposed method of managing such fluctuations during the period of the service agreement.


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End of Document