HomeMy WebLinkAbout2005-09-27; City Council; 18291; Radio Frequency ID & Self-Check Library SystemsAB# 18.291
MTG. 9/27/05
DEPT. Libraw
CITY OF CARLSBAD - - AGENDA BILL - TITLE:
APPROVAL OF AGREEMENT FOR RADIO FREQUENCY
WITH VERNON LIBRARY SUPPLIES, INC. DBA
INTEGRATED TECHNOLOGY GROUP
IDENTIFICATION AND SELF-CHECK LIBRARY SYSTEMS CITY ATTY.W
CITY MGR w
RECOMMENDED ACTION:
Adopt Resolution No. 2005- 289 authorizing the approval of an Agreement for Radio
Frequency Identification (RFID) and Self-check Library Systems with Vernon Library
Supplies, Inc. d/b/a Integrated Technology Group.
ITEM EXPLANATION:
Over the past two years, the Library has been exploring technologies that enable customers
to control their own library use and that improve the Library’s efficiency in handling the 2.1
million items it checks out and checks in annually. A self-check unit purchased in 1999
allows customers to scan their Library card, and then check out their own materials. This
self-check unit introduced Library customers to early self-directed library service that is
much the same as many grocery stores or home improvement stores currently offer. The
primary drawbacks to this unit are the need to precisely pass each item under a laser to
read the barcode and its inability to accept materials that are magnetic, such as video and
audio tapes. The process can be inaccurate and is not user-friendly. Despite this,
customers have demonstrated their comfort in using this self-check option, often bypassing
the Circulation Desk to check out their own materials.
Radio frequency identification (RFID) technology has been around for many years and has
been used in various ways including: container tracking, vehicle identification, luggage
tagging, and hazardous materials handling. Most recently libraries have taken advantage of
this technology in order to improve customer service and operational performance. The use
of RFlD readers in self-check units and for staff handling of library materials enables items
to be checked out and checked in far more rapidly than using barcode technology. In
addition, RFlD technology will allow accurate tracking of each item for security purposes.
For Carlsbad, there are three main benefits to implementing an RFID system:
1.
2.
Improved Customer Service. With the public sector having to continue to deliver high
quality service at consistent levels, in spite of increasing demand and flat or reduced
budgets, many libraries have invested in RFlD to augment or maintain customer
service. The system allows Library customers to check out their own materials,
alleviating the long lines that can accumulate at the circulation counter. It also
speeds up the process of checking in materials and finding requested items on the
shelves.
Increased Efficiency and Staff Utilization. Customer self-check allows the Library to
redeploy staff on the floor to answer questions, directly assist customers and more
rapidly reshelve books. In addition, the Library becomes more efficient, in that
monotonous, repetitive tasks such as checking materials in and out are performed
PAGE 2 OF AGENDA BILL NO. 18.291
virtually automatically and much faster than manually. As Carlsbad continues to
grow, it is anticipated that RFID technology will help absorb the increased Library
patronage with reduced staffing.
3. Reliable Collection Security. The RFlD system works on an “on-off’ security basis,
which means that once the items are checked out, the security portion of the tag
(contained on the item) will be turned off. When the customer walks through the
security gates, the system will not detect the tag. If the tag isn’t turned off, the system
will read a “live” tag and set off an alarm.
Much has been learned from libraries that have already evaluated and/or purchased and
implemented RFlD equipment such as the public libraries of San Francisco, Seattle, and
Santa Clara. Public concerns about privacy, health and expense of the systems have been
carefully examined and addressed.
* The privacy issue is a concern that libraries have consistently overcome by utilizing
processes and procedures to ensure that customers’ checkout history is not retained.
The RFlD tags will only contain the number that is currently held in the barcode on
the item. This number is a meaningless series of digits that can only be interpreted
by the Library’s automated system once it has been read. The tag does not contain
any of the customer’s data, nor does it hold the title or author of the book or item.
* From a health perspective, discussion has been generated about radio frequency
radiation and its potential health impacts. The frequency of the RFlD system is 13.56
MHz, which is significantly less than the highest level that is deemed safe by the FFA
(80 MHz). As a point of reference, a baby monitor emits 49 MHz, and a cell phone
emits about 824 MHz. The other important factor to consider is the length of
exposure to the radio frequency, which for the RFlD system is very limited.
* The last concern is cost. RFlD systems and their equipment are not inexpensive.
However, the Library sees this as an investment in the future. RFlD technology will
help Carlsbad to manage its growth and continue to deliver top quality services. The
public will expect self-service options in other Library activities. This initial investment
will quickly pay dividends, as the Library becomes more efficient and effective.
To investigate RFID, staff provided information in November 2004 to the Information
Technology Governance Committee (ITGC) and received approval to issue an RFP.
Responses to the RFP were received on February 18,2005.
Upon review of the RFP responses, staff identified questions and concerns about the
information submitted. At the request of Library staff, three finalist vendors attended
meetings held at the City to provide system demonstrations, answer questions and clarify
information. As a result of the meetings and the subsequent reference calls, the selection
team selected Integrated Technologies as the vendor of choice for the following reasons:
* One of the vendors has a limited presence in the United States and is trying to break
into the market
+ Another vendor has a proprietary technology and requires a server that would render
the Library vulnerable to that vendor’s pricing and peripherals and to a server outage
that would virtually halt all circulation activities
3
PAGE 3 OF AGENDA BILL NO. 18,291
* Integrated employs technology that complies with expected IS0 standards * Integrated’s system will meet the requirements of the Library for RFlD and self-check
and includes the use of a conveyodsorter system that was previously cost-prohibitive * The Library can realize the most benefits and cost savings by selecting Integrated
Technologies
On June 28, 2005, the Library presented a recommendation to the ITGC to award the
contract to Vernon Library Supplies Inc. d/b/a Integrated Technology Group. The ITGC
accepted that recommendation and took that recommendation to the Leadership Team
(LT). The LT approved negotiating a contract for Radio Frequency Identification (RFID) and
Self-check Library Systems with Vernon Library Supplies, Inc. d/b/a Integrated Technology
Group on June 29,2005.
FISCAL IMPACT:
During RFlD implementation, the bulk of preparation time will be devoted to tagging the
entire Library collection of materials. Each staff member will tag items for two hours, to
become familiar with the system. The other time needed to tag the items will be divided
among volunteers, either youth groups or others willing to contribute their time. With
approximately 350,000 items and at two minutes on average to place and program the tag,
it will take an estimated 11,700 hours. Using this approach, it will take approximately six
months to tag the entire collection.
RFlD implementation will effect operational changes resulting in significant savings of staff
time. Most of the savings occurs in the circulation area. We are assuming that 75% of the
current circulation will be done by patrons using the self-check machines, so that only 25%
of materials checked out will be performed by Library staff. Cost savings for sorting and
check-in will primarily be realized at the Dove Library, via the automated conveyor and
sorter. A total of 8 Full-Time Equivalent (FTE) positions will be decreased within the Library.
The approximate cost of purchasing and implementing the RFlD system is $685,000. The
estimated savings achieved from implementation is approximately $600,000 annually. A
return on investment is realized in less than one and one-half years.
The purchase price of RFlD equipment, installation and first-year maintenance is
$461,336.25 plus tax (where applicable) to be funded from the Library’s general fund block
budget. Subsequent years’ support and maintenance costs are estimated at $40,000
annually, to be funded from the Library’s general fund block budget.
EXHIBITS:
1. Resolution No. 2005- 289 authorizing the approval of an Agreement for Radio
Frequency Identification (RFID) and Self-check Library Systems with Vernon Library
Supplies, Inc. d/b/a Integrated Technology Group.
2.
Inc. dba Integrated Technology Group.
Agreement for RFID and Self-Check Library Systems with Vernon Library Supplies,
DEPARTMENT CONTACT: Cheryl Mast, (760) 602-20 14, camast@ci.carlsbad .ca. us,
Heather Pizzuto, (760) 602-2056, hpizz@ci.carlsbad.ca.us.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
EXHIBIT #I
RESOLUTION NO. 2005-289
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE APPROVAL OF
AGREEMENT FOR RADIO FREQUENCY IDENTIFICATION AND
SUPPLIES, INC. D/B/A INTEGRATED TECHNOLOGY GROUP
SELF-CHECK LIBRARY SYSTEMS WITH VERNON LIBRARY
WHEREAS, the City Council of the City of Carlsbad, California, considers it necessary
and in the City and public’s best interest to approve the Agreement for Radio Frequency
dentification and Self-check Library Systems with Vernon Library Supplies, Inc. d/b/a Integrated
rechnology Group; and
WHEREAS, funding is available in the Library’s General Fund block budget.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
2alifornia, as follows:
1. That the above recitations are true and correct.
2. That Agreement for Radio Frequency Identification and Self-check Library
Systems with Vernon Library Supplies, Inc. d/b/a Integrated Technology Group is hereby
ipproved and the Mayor is authorized and directed to execute said agreement.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
ield on the 27th day Of September , 2005 by the following vote, to
vit:
AYES: Council Members Lewis, Hall, Kulchin, Packard, Sigafoose
4TTEST w+,- -0RRAINE M. WOm, City Clerk
(SEAL)
AGREEMENT FOR RADIO FREQUENCY IDENTIFICATION
VERNON LIBRARY SUPPLIES, INC., DBA INTEGRATED TECHNOLOGY GROUP
AND SELF-CHECK LIBRARY SYSTEMS
THIS AGREEMENT is made and entered into as of the 27th day of
September ,20 05, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and VERNON LIBRARY SUPPLIES, INC., DBA INTEGRATED
TECHNOLOGY CORPORATION ("Contractor").
RECITALS
A.
B.
C.
D.
such work.
City requires the professional services of a vendor that is experienced in delivering radio frequency
Contractor has the necessary experience in providing professional services and equipment related
Selection of Contractor is expected to achieve the desired results in an expedited fashion.
Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform
identification and self-check equipment and implementation services to public libraries.
to the services described above.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and
Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined
in attached Exhibit A, Integrated Technology Group's proposal, dated February IS, 2005, which is incorporated by
this reference in accordance with this Agreement's terms and conditions. Should there be any inconsistencies
between provisions of this agreement and any attachment or exhibit, the provisions of this agreement shall control
over any in conflict.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill customarily
exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area,
and will use reasonable diligence and best judgment while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of 12 months from the date first above written. If an
extension is needed, the terms of this contract will be continue, based upon a satisfactory review of Contractor's
performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written
amendment indicating the effective date and length of the extended Agreement.
4.
Time is of the essence for each and every provision of this Agreement.
TIME IS OF THE ESSENCE
5. COMPENSATION
The total fee payable for the Services and Equipment to be provided during the initial Agreement term will be Four
Hundred Sixty-One Thousand, Three Hundred Thirty-Six dollars and Twenty-Five cents ($46 1,336.25)This does
not include sales tax, which is the City's sole responsibility. This amount includes the first year's maintenance fees as
defined in Exhibit B. No other compensation for the Services will be allowed except for items covered by subsequent
amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention until City has
accepted the work andor Services specified in Exhibit "A".
City will pay Contractor for equipment and services when received and accepted, as defined in Section 6 of this
Agreement.
1
6. SYSTEM ACCEPTANCE
6.1 Preliminarv Test of Software, Hardware and Interfaces
After Contractor’s completion of the delivery and installation of the hardware and software components, the
City will have sixty (60) days to identify system, hardware and interface defects. The purpose of the preliminary test
is to test the software’s functionality and performance to determine whether the software meets the requirements
established in the City’s RFP (Exhibit T’). Each component will be individually evaluated, accepted and paid for
as it is delivered and accepted.
During the preliminary test period, the City will provide the Contractor with written notice of any system,
hardware and/or interface defects. Upon receiving notice, the Contractor will: 1) act diligently and make best efforts
to correct the identified defect(s) within seven (7) days, and (2) immediately upon completing the correction, provide
the City with written documentation that the identified defect has been corrected. While the identified defect is being
corrected, the City, at its election, may continue to test and use the system.
Upon the City’s receipt of the documentation of correction, the sixty (60) day preliminary testing period will
resume. The testing, correction, and retesting process will continue until all identified defects are corrected. In the
event the City determines the number or extent of the defects to be significant, the City may initiate additional tests
the City deems necessary in order to fully determine the extent of the problems and whether the curative action by
the Contractor has resulted in a successful repair. If, during the course of correcting the defects, the Contractor
determines it must provide on-site support to correct the defects, it will be at no additional cost to the City. If it is
determined that the defect was caused by the City, the City will reimburse the Contractor for all additional costs,
including travel expenses.
6.2 AcceDtance
Sixty (60) days after entering into a production environment, which means that the system is being used by
the Library staff and patrons to check in and check out materials will constitute acceptance of the project.
7. ANNUAL MAINTENANCE AND SUPPORT
7. I Support. Contract will provide City with maintenance and support on all hardware and software included in
Exhibit B, Price Sheet, on an annual basis subject to the payment of the annual Product Support Fee through the life
cycle of the products. The following maintenance services will be provided during the Period as described below.
7.1.1. All Hardware Product components (excluding RFlD tags), with the exception of consumable parts
(e.g., print heads, ribbons, etc.), which fail, shall be replaced free of charge unless such failure is caused by City, as
determined by both parties. All replacement parts, be they new or parts of equal quality, will be provided on an
exchange basis.
7.1.2. In the event that City reports any materials bugs or defects in the Software, Contractor shall correct
or replace the Software or provide the services necessary within 24 hours to remedy any programming error
attributable to Contractor and that significantly affects the functionality of the Software.
7.1.3. Contractor shall provide one point of contact for City to report all Product problems, failures and
defects. City shall designate specific employees who will be directly trained by Contractor in troubleshooting aspects
of the products.
7.1.4. Contractor support shall be available during all regular operating hours of the library, and Monday
through Friday beginning at 7:30 a.m. Pacific Time. Contractor shall respond within one hour to determine the nature
of the error or defect in the product. Contractor shall provide the maintenance and support services during the service
period by telephone, facsimile, email, modem, on site visit or any other means which is deemed appropriate by City
and Contractor, to adequately provide those services seeking restoration of complete service within six (6) hours.
2
7.1.5. Contractor shall support City without charge any and all updates, improvements, modifications and
releases to the Licensed Programs that Contractor makes available to its licensees without charge, provided that
Contractor reserves the right to charge separately for new options or new applications that, as mutually agreed upon
by City and Contractor, constitute a new software product.
7. I .6. Maintenance services to be provided by Contractor under this Agreement do not include:
7. I .6. I. Correction of errors arising from changes, alterations, additions or modification by
persons other than the employees or agents of Contractor or caused by the operation of the Product other than in
accordance with the operating specifications
7.1.6.2. Correction of errors arising from the fault, neglect, misuse or omission of the City or its
agents, contractors or invitees or any other person whether or not that person is under control or discretion of the
City.
7.1.6.3. Rectification of errors or defects caused by the incorrect or unauthorized use,
modification, revision, variation or translation of the software by the City or its agents, contractors or invitees.
7.1.6.4. Repair of damage arising from the failure or surge of electrical power, fusion, fire, air
conditioning malfunction, damage caused in transportation by anyone other than Contractor, or any other
environmental factor or cause other than a cause arising from normal use of the Product.
7.1.6.5. Correction of errors caused by the use of computer programs not licensed by Contractor
for use by the City.
7.2. Assignment of Warranties on Hardware Products. In addition to Contractor’s obligations under the
Maintenance Agreement, Contractor hereby assigns to City all rights of Contractor under any manufacturer’s
warranties applicable to Hardware Products purchased under this Agreement to the extent such assignment is
permitted under such warranties. Such assignment will be effective upon payment of the Total Purchase Price (less
any applicable damages) and all other charges invoiced for the shipment of the Products. Except as provided
hereunder or pursuant to an executed Maintenance Agreement, Contractor shall have no obligation to provide
maintenance support or other services for Hardware Products purchased under this Agreement.
7.3. Limitation on Services. Notwithstanding the above, in the event that City or any third party enhances,
modifies, alters or otherwise makes any changes to the Products without the prior express written consent of
Contractor, Contractor shall have no obligation whatsoever to provide maintenance or support of such Products at
any time after such enhancement, modification, alteration or change.
7.4. Upgrades. The information technology industry is very dynamic and marked by frequent product
replacement and upgrades. With respect to third party software and hardware not supported by Contractor as part of
this Agreement, City retains the responsibility for the costs of purchase and installation of upgrades necessary to
maintain the functionality of the system.
7.5. City ObliPations. During the term of this Agreement, City shall do the following:
7.5.1. City shall provide Contractor with sufficient documentation, information, assistance, support and
test time on City’s computer system as scheduled and approved by City, to duplicate any reported problems, certify
that the problem is with the Products, and certify that the problem has been corrected.
7.5.2. City shall provide Contractor’s Maintenance personnel with proper and safe access to the
equipment and software at all requisite times and scheduled and approved by the City for the purpose of providing
maintenance services.
7.5.3. City will provide Contractor with three (3) days written notice of the City’s intention to move the
equipment to a location other than the premises.
3
7
8. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of
Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to
the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which
Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents,
employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment
contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within
thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or
workers' compensation payment which City may be required to make on behalf of Contractor or any agent,
employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may
deduct the indemnification amount from any balance owing to Contractor.
9. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor
subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of
Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as
Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this
Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor
will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor
of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the
contrary in the subcontract and approved in writing by City.
10. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
11. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from
and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the
work described herein caused in whole or in part by any willful misconduct or negligent act or omission of the
Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any
of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of
an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost
for the purposes of this section, and that this section will survive the expiration or early termination of this
Agreement.
12. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against
claims for injuries to persons or damage to property which may arise out of or in connection with performance of the
services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be
obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-:VI'.
12.1 Coverages and Limits.
Contractor will maintain the types of coverages and minimum limits indicated below, unless City Attorney or City
Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap
on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no
representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are
adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor
will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense.
12.1.1 Commercial General Liability Insurance. $1,000,000 combined single-limit per
occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits,
4
general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be
twice the required per occurrence limit.
12.1.2 Automobile Liability (if the use of an automobile is involved for Contractor’s work for
City). $1,000,000 combined single-limit per accident for bodily injury and property damage.
12.1.3 Workers’ Compensation and Employer’s Liability. Workers’ Compensation limits as
required by the California Labor Code and Employer’s Liability limits of $1,000,000 per accident for bodily injury.
Workers’ Compensation and Employer’s Liability insurance will not be required if Contractor has no employees and
provides, to City’s satisfaction, a declaration stating this.
12.1.4 Professional Liabilitv. Errors and omissions liability appropriate to Contractor’s
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years
following the date of completion of the work.
12.2.
contain, or are endorsed to contain, the following provisions:
Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement
12.2.1 The City will be named as an additional insured on General Liability.
12.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will
be written as claims-made coverage.
12.2.3 This insurance will be in force during the life of the Agreement and any extensions of it
and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the
Notice provisions of this Agreement.
12.3.
Contractor will furnish certificates of insurance and endorsements to City.
Providing Certificates of Insurance and Endorsements. Prior to City’s execution of this Agreement,
12.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City
will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums
that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any
payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or
deduct the amount paid from any sums due Contractor under this Agreement.
12.5
copies of any or all required insurance policies and endorsements.
Submission of Insurance Policies. City reserves the right to require, at anytime, complete and certified
13. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be
amended from time-to-time.
14. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All
records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to
examine, audit, and make transcripts or copies of records and any other documents created pursuant to this
Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the
Agreement for a period of three (3) years from the date of final payment under this Agreement.
15. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is
the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its
agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will
have the right to make one (1) copy of the work product for Contractor’s records.
5
16. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all
claims to the copyrights in favor of City.
17. NOTICES
The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and
on behalf of Contractor under this Agreement.
For City: For Contractor:
Name Heather Pizzuto Name Shai Robkin
Title -Libraw Director
Department Carlsbad City Library
Address 1775 Dove Lane
Carlsbad CA 920 1 1-
Phone No. -760-602-201 1
Title President
Address 285 1 Cole Ct.
Norcross. GA 3007 1
Phone No. 877-207-3 127
Each party will notify the other immediately of any changes of address that would require any notice or delivery to
be directed to another address.
18. CONFLICT OF INTEREST
City will evaluate Contractor’s duties pursuant to this Agreement to determine whether disclosure under the Political
Reform Act and City’s Conflict of Interest Code is required of Contractor or any of Contractor’s employees, agents,
or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor’s affected employees,
agents, or subcontractors will complete and file with the City Clerk those schedules specified by City and contained
in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of Contractor’s agents, employees, subcontractors and consultants warrants
that by execution of this Agreement, that they have no interest, present or contemplated, in the projects affected by
this Agreement. Contractor further warrants that neither Contractor, nor Contractor’s agents, employees,
subcontractors and consultants have any ancillary real property, business interests or income that will be affected by
this Agreement or, alternatively, that Contractor will file with the City an affidavit disclosing this interest.
19. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any
manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor.
Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible
for the compliance of Contractor’s services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply
with those requirements, including, but not limited to, verifying the eligibility for employment of all agents,
employees, subcontractors and consultants that the services required by this Agreement.
20. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination
and harassment.
21. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve
any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of
Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented
dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be
of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved
6
party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts
and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the
action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit
the parties from seeking remedies available to them at law.
22. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this
Agreement for nonperformance by notifLing Contractor by certified mail of the termination. If City decides to
abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this
Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days
to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City
will make a determination of fact based upon the work product delivered to City and of the percentage of work that
Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that
finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this
event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and
closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total
will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the
portions of tasks completed and the compensation to be made.
23. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide
employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to
pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift,
or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or
violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to
deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
24. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of
the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with
litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code
sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a
person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate
ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to
recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's
fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or
improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
25. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided
for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of
California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any
other county.
26. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their
respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be
assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld.
7
27. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along with the purchase
order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties
relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order.
Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a
writing signed by both parties.
28.
The
and
of tl
AUTHORITY
individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent
warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions
iis Agreement.
CONTRACTOR
*By:g /$#c-
(sign here)
Shai Robkin , Pf't'fidint
(print name/title)
/ (sigrhere)
Judy Robkin , -Z?cV!%.acr-.
(print nameititle)
ATTEST:
8
If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Coruoration,
Agreement must be signed by one corporate oMicer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice- President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate
seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
By:
9
April 14,2003
\3
EXHIBIT A
i
,/
I
I
I \ \, I 1
Request for Proposal
Radio Frequency Identification and Self-check System
City of Carlsbad, California
February 18,2005
2851 Cole Court Atlanta, GA 30071
1-877-207-31 27 www.integratedtek.com
A Division of Vernon Library Supplies, Inc.
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
City of Carlsbad, California
Request for Proposal
Library radio Frequency Identification and Self-check System
Table of Contents
Section I Pages 1-2
General Vendor Information - Attachment A
Section II Pages 3-4
References - Attachment B
Section Ill Pages 5-37
Solution Specifications - Attachment C
Section IV Pages 38-41
Implementation Methodology - Apex RFID Implementation Timeline
Sections V and VI
Experience
Pages 42-43
Section VI1 Pages 44-46
Support and Maintenance Terms
Section Vlll Pages 47-82
Additional Information
Apex RFlD Vendor Profile 48-49
System Overview 50-52
Apex RFlD FAQs 53-69
Apex XpressCheck FAQs 70-73
Apex RFlD Components 74-82
Please see enclosed CD for Planner's Guides, Power Point Presentation,
and video
Section IX Pages 83-88
Cost Breakdown
Attachment D 83-86
Itemized Spreadsheet 87-88
Sections X and XI
Billing, Payment and Agreement
Pages 89-95
Attachment A - GENERAL VENDOR INFORMATION
Please provide the following information about your organization and application software: - 1.
2.
3.
4.
5.
6.
7.
8.
9.
IO.
11.
12.
13.
14.
15.
Company name.
Vernon Library Supplies, Inc. d.b.a Integrated Technology Group
Corporate address.
2851 Cole Ct., Norcross, GA 30071
Number of years in operation.
32
Annual revenue.
$5,000,000
Emdovees:
Total: 25
Development Staff 4
Salesstaff 3
Training Staff: 2
Other: 16
San Diego area support (location/times/number of employees).
Pomona, CA/7:00 AM - 6:OO PM PST/l
Other available support (location/times/number of employees).
Norcross, GA/7:00 AM - l2:OO AM EST/4
Application name(s).
Apex RFlD
Application modules available.
OneCheckm Staff Station
FlexCheckm Staff Station
Apex XpressCheckm Self Service Station
Burst Busterm Security System
PowerReadeP Shelf Maintenance System
Returns and Sorting Systems
Type of user interface (Client/server, Web browser, etc):
ClienVServer (some amlications are standalone)
Hardware (list all needed for solution)
See "Apex RFlD Components" document in Section VIII.
Server hardware/operating system options.
No separate server required.
Client hardware/operating system options.
Windows 98 or higher
Database options.
NA
Reporting tool options.
Crty of Carlsbad
Library Radio Frequency Identification & Self-Check System Page 14
16.
17.
18.
19.
-
-
20.
21.
22.
-
-
23.
24.
25.
26.
27.
28.
-
See Attachment C, Question 14
Date proposed application first .written.
7/2002
Frequency of major upgrades/releases.
Approximately twice per year.
Date of last major upgrade/release and release number.
12/2004 2.0.1
Estimated next release and significant improvements.
6/2004 SIP interface from security gates to 11s to produce titles of items that have set off
security alarm.
Languages used, by percent (Le., 25% Cobol, 25% C, 50% SQL).
Visual Studio.net
Total current similarly sized organizations as customers.
3
Total current installations, including a complete list of customers and their corresponding
integrated library systems.
See attachment B.
Typical implementation time.
See Attachment C, Question 104
Typical hours required to implement (city staff time and vendor or implementation partner
staff time).
See Attachment C, Question 104
Typical training plan for both technical and library staff.
See Attachment C, Question 97
If no, list any third party organizations qualified to implement your system that you feel
would be appropriate for this project. Include contact name and number.
Do you provide implementation services? Yes: { X } No: { 1
Typical installation size (number of users, etc.).
Installations vary greatly depending on the library and the community.
Describe any new versions currently under development.
SIP interface from security gates to ILS to produce titles of items that have set off security
alarm.
City of Carlsbad
Library Radio Frequency Identification & Self-check System Page 15
I I
>- I >- >-
Y t-
0 0 0 s rl
m 0 0 cu &
m 0 0 cu ;u\
c E w cn
c 0 c m 0
C al
.-
!E
2
c
I I
+
* 3 3 N ;;.
I I I
d
285 1 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
I Attachment C - Solution Specifications I
For the following section, please describe how the solution you are proposing addresses each of
the components.
General Requirements
1. Integration/compatibility with Sirsi, the Library’s automated library system
Apex RFlD integrates fully and seamlessly with Sirsi, communicating either directly with
the Sirsi database or through SlP2. Staff stations offer both options while self checkout
and automated checkin/sorting communicate exclusively through SIP2.
Conformance with all applicable standards and regulatory requirements, including
those of Americans with Disabilities Act, local fire codes, SIP2, RS-232, and TCP/IP
Ethernet 10/100.
Apex RFlD fully conforms with all applicable standards and regulatory requirements.
Not harmful to persons or library materials, including patrons with hearing aids or
pacemakers and audiovisual materials.
Apex RFlD applr’cations present no health hazards to patrons or staff.
2.
3.
Technology r
4. Describe and explain the purpose of all hardware components your solution needs in
order for it to function in our environment and specify which components are included
in your proposal. Include the following where applicable:
0 Brand and model information
0 Capabilities
User interface
Equipment labeling
0 Equipment accessories
0 Equipment capabilities and features
0 Space, setup and energy/resource requirements
Please see documents entitled “Apex RFlD Components” and Planner’s Guides in
Section VIII.
Describe and explain the purpose of all software components your solution needs in
order for it to function in our environment and specify which ones are included in your
proposal. (Include any workstation application requirements, Le.; client software, Java,
Applets, etc. Also identify any database options that may be available with your
solution.)
Please see document entitled “Apex RFlD Components” in Section VIII.
Describe the security features and capabilities of your solution including: user signa
and access, groupings of security designations, levels and types of access options, and
terminal inactivity/session end options.
5.
6. -
285 1 Cole Court Atlanfa, GA 3097 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Our software solutions have only one user setting for operation. There are
administrative settings which require a password which can be customized by the
library. All of our solutions can be readily incorporated into an existing network’s
security policies. Because our applications are primarily designed to communicate with
RFID hardware or with a SIP server through TCP/IP, it can fit well with almost any
existing security infrastructure.
Specifically describe any minimum workstation and sewer requirements for your
solution (i.e. applications required, which ports are used etc.)
P Cs must be capable of running Windows98SE (Second Edition) or higher with the
Microsoft .NET framework 1.1 or later. PCs should have a minimum of 50MB free hard
drive space and 64MB RAM. Please see Planner’s Guides in Section VI11 for specific
requirement for each application. There are no server requirements, except if using
SIP, a SIP server must be available.
Specifically describe WAN/LAN issues including protocol utilized and/or supported;
performance across a WAN vs. a LAN; remote management capabilities either built
into your system or provided separately, and more specifically whether your system!
supports ZenWorks for remote management.
Typically, our only network communication is for communicating with a SIP server via
TCP/IP. There are no special WAN/LAN issues except for standard computer
networking configuration. For remote management we have a remote administration
configuration utility (for an additional charge) which utilizes network shares for
configuring Apex XpressChecks only. In general, our computers and applications are
compatible with Novel1 Zen Works.
List the software environments with which your system is compatible, and be able to
provide examples of locations where it is currently functioning. Also, specifically list
any known compatibility challenges with our current technology environment.
PCs must be capable of running Windows98SE (Second Edition) or higher with the
Microsoft .NET framework 1.1 or later. Currently there are no provisions for running our
software on Linux computers. However, standard TCP/IP communication with Linux
servers or other platform servers is easily accomplished (e.g. SIP communications).
Describe vendor remote support capabilities, i.e.; ability to access the City’s network
via a Citrix ICA Client or through an intermediate Secure Shell; and ability to provide
remote support to any sewers or workstations.
Currently, we offer remote support capabilities through Webex
(httm//integratedtek.webex.com). We do not currently use any Citrix ICA clients. With
our product line, there is never a reason for ITG to remotely support any servers.
Integrated routinely supports workstations successfully utilizing our remote support
capabilities.
7.
8.
9.
IO.
11. Address the following areas in your response:
-c Tools included which aid in maintaining the system environment
For remote management for configuring Apex XpressChecks, we have a remote
administration configuration utility (for an additional charge) which utilizes network
,f-
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
shares. Workstations running our other applications accessed via products such as
Microsoff Remote DesMopflerminal Services, PC Anywhere, VNC, etc. Security
products such as firewalls, antivirus, and OS security patch management are the
responsibility of the City’s network administrators.
What redundancy is built into your system
Redundancy is not applicable in Apex RFlD applications.
What open source options are available
None currently.
If your solution is scalable
Since our solutions require a one to one relationship with the RFlD hardware, it
should not really be considered scalable in a traditional sense.
Method of user authentication and whether the City’s current environment for
authentication could be utilized
The City’s current environment for authentication should be sufficient.
12. Describe your solution’s capability of integrating with Sirsi’s Unicorn Library
Management System and what functions it performs as a result of that interface.
The Apex RFID consists of the following applications:
Tag Programmhg - No interface with Sirsi is required. Bar code number is extracted
directly from the bar code label that already is on the item or on the RFID tag protective
overlay (for new materials). The Tag Programming software application is included in
both the OneCheck and flexcheck Staff Stations.
DIrectReader - Interface for staff operated checkout and checkin is accomplished in
exactly the same fashion as is currently accomplished using a bar code scanner. Item
identification (bar code) number is sent directly to the field in the Workflows screen
where the cursor is located. At the same time, the tag’s security bit is turned off or on,
depending on whether the item is being checked out or checked in. Direct Reader
software application is included in both the OneCheck and FlexCheck Staff Stations.
MultlReader - Interface for staff operated checkout checkin is accomplished by
communicating with Sirsi through SIP2. This application allows for multiple items to be
processed simultaneously. MultfReader software application is included in the
FlexCheck Staff Station.
Manual Assist Sorting - No interface with Sirsi is required. This application assists
staff in manually sorting items for reshelving based on information stored in the tag.
Manual Assist Sorting application is included in both the OneCheck and Flexcheck Staff
Stations.
XpressCheck - Apex self service application communicates with Sirsi through SIP2,
receiving and sending detailed information concerning both patrons and library
materials. Various options are also available that will allow patrons to pay fines directly
at the self check.
Automated Returns and Sorting - Communication is accomplished through SIP2 for
the purpose of checking items back into the database and determining to which bin,
including holds, they should be directed if an automated sorting unit is implemented.
c
,-
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Shelf Readlng - Information is uploaded and downloaded directly from Sirsi for the
purpose of collecting inventory information, searching for an item or a group of items,
and determining if items are misshelved.
Burst Buster Security - No interface to Sirsi is required since the system detects only
whether an item’s security bit has been deactivated and records the ID number of that
item. In development is an application that communicates the ID information for those
items that set off the gates alarm to the Sirsi system so as to receive back title
information.
Describe the data that can be collected and stored in your solution/system and
accessed for reports.
The Apex XpressCheck collects the following information in Access tables:
Date
Day
Week (Calendar)
Hour
Valid Patron
Invalid Patron
Item accepted (allowed)
Item not-accepted (not allowed)
Language selected
I f8ch!nfr POUP
13.
From the information created in Access tables, some examples of queries that can be
used to generate reports are listed below. More queries are possible and can be
generated by the library or by Integrated for an additional programming charge. Time
ranges for queries can be by hour (on a 24 hour basis), day, week, month, or specific
date range.
Total sessions per given time range
Total number of items checked out per given time range
Total number of valid patrons per given time range
Total number of blocked patrons per given time range
Percent of valid patrons per given time range
Percent of blocked patrons per given time range
Percent of items allowed to be checked out per given time range
Percent of items not allowed to be checked out per given time range
Avg. number of blocked patrons per given time range
Avg. number of valid patrons per given time range
Avg. number of items checked out per session per given time range
Avg. number of items not allowed to be checked out per session per given time range
Day summary report (for quick tally of previous days statistics)
Total number of each language chosen per given time range (still in development)
Percent of sessions using each language chosen per given time range (still in
development)
63
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatediek.com
A Division of Vernon Library Supplies, Inc.
Conversion Stations
Staff Workstation
Apex XpressCheck statistics are not kept at the individual patron detail and specific
information on a particular patron number is not available. Because circulation
systems vary in their approach to handling blocked items, statistics do not include any
detailed information regarding the reason for unsuccessful sessions. However, this
information is available in the detailed history log files continuously running while the
machine is active.
2 1
1 1 1
Data and reports similar to those shown above for Apex XpressCheck may also be
generated from the MultiReader Staff Station application, the Automated Returns and
Sorting applications. Security gates have a built-in patron counter. The security system
also stores data on items that have alarmed the gates.
Provide a list of standard reports that are included with your solution, the type of
reporting tool that is included, and any third party tool or software that is required to
access your solution/system for reporting purposes.
The Apex XpressCheck software keeps statistics as shown above in a standard Access
Database format, which can be manipulated through our included utility or directly with
any application which can utilize Access Database files (.mdb). Many of our
applications utilize text files for keeping detailed history logs for support purposes.
Additionally, SIP Servers typically keep statistics for transactions processed through
SIP. However, this will vary according to the Library’s ILS software.
14.
Patron Countertop Station
Patron Standalone Station
Exit Sensors
Hardware
2 3 1
3 1
5 4 2
15. Please include the following hardware/equipment in your proposal, using Attachment
E and with detailed information on:
a. Cost per piece
b. Quantity price breaks
c. Model name and number
d. Annual maintenance costs
Include any other required equipment or peripherals proposed in your solution. Include
photos and data sheets for all proposed hardware that provide dimensions and
functionality.
Bookdrop Readers
Outside, standalone bookdroD stations
1 EauiDment I Dove Libraw 1 Cole Library I Centro I
4 4
2 1
Inventory wands/readers
ODtional-
1 1
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Tags
16.
17.
18.
19.
20. /I
21.
22.
23.
24.
/c 25.
I Conveyor/Sorter I1 I1
Sorting Bins 13 13
See Attachment E for costs and the Planner’s Guides in Section VI11 for product
specifications.
What is the frequency of the tag? Will it interfere with a wireless network?
The Tagsys Folio 320 is an ISO18000-3 compliant read/write passive tag operating at
13.56 MHz. Tags will not interfere with a wireless network.
What is the minimum memory of the tags?
It has a 256 bit memory organized into four data blocks, each of which can be
independently locked.
Can the tags be preprogrammed with an identification number that cannot be altered,
as well as programmable at the library so information can be added and modified?
Yes. However, because of the programming of tags is so fast, easy and foolproof, we
recommend that they be programmed at the library.
Is network access required to read the tag?
No.
Can someone at the circulation desk still turn the tag off and read the bit if the network
is down?
Yes.
Does climate impact the functionality/effectiveness of the tag?
Optimal operating temperature is between 32F - 158F.
What is the tag life? What things would shorten the tag life?
Tagsys tags have proven their durability over many years of use and have been tested
with over 100,000 read/write cycles. Tags are guaranteed for the life of the items to
which they are applied. Direct abuse, such as cutting or bending the tag, could shorten
the tag’s life. The recommended protective tag overlay is very effective at preventing
any incidental damage.
Will the tags be compatible with updated software and hardware, Le., how will you
ensure that this isn’t a wasted investment?
Both Tagsys and ITG are committed to backward and forward compatibility of all tags,
hardware and software. Tagsys and ITG are committed to standards, such as the only
existing standard for RFID, ISO18000-3.
Are the tags encrypted?
No. However, in a sense, because no bibliographic information is programmed into the
tag, a form of encryption is automatically present. The item identification number is
random and it is only through access to the library’s database that bibliographic
information is known. Encryption is also non desirable from an intersystem
interoperability perspective.
Do the tags have a security bit?
Yes. When library materials are checked out, either at staff or self check-out stations,
the tags’ security bits are disarmed. The security bit is, however, different from any
a5
2851 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
26.
27.
28.
29.
30.
rc 31.
32.
other bits on the tag. This unique Tagsys tag feature uses a dedicated €AS (Electronic
Article Surveillance) burst at 106 KHz. This €AS burst is issued only if the EAS bit is set
to the on position (which it would be unless it has been turned off during a checkout). It
does not require a wake-up signal and is therefore a "Tag Talks First" (7?F) type of
modulation. The functional effect of this is that the security gates only detect security
bits in the "on" position; they do not attempt to read each tag to determine if the bit is
on or off. This keeps the detection rate of the Tagsys system at consistently above 95%
regardless of the number of items that are in the field. All other RFlD systems are
based on "Reader Talks First" (RTF) type of modulation. The security gates are
attempting to read every tag in the field in order to determine if the designated security
bit is either "on" or "off" (3M, Bibliotheca, Libramation) or to read the entire item
identification number (Checkpoint). In this scenario, one can easily see why
performance will suffer as there are more tags in the field. This degradation may not
be readily apparent when there are only one or two tags in the field, but when there are
five or more, the drop is considerable (down to the 70% range or even below).
What is the durability of the sticker that holds the tag? How often do they have to be
replaced?
The RFlD tag itself is wedded to a durable substrate with an aggressive pressure
sensitive adhesive. They should never require replacing. Protective vinyl overlays,
slightly larger than the RFlD stickers themselves, feature a super aggressive adhesive
and are very effective at preventing damage to the tag and ensuring adherence to
library materiasl.
Will the tags work with any material format, e.g., print, audiotape, videotape, CD/CD
ROM and DVD?
Tags may be applied directly to all material formats with the exception of audiocassette
tapes. In those cases, tags should be placed on cases or audiobooks.
Can a logo or barcode be printed on the tags or on the cover sticker?
Yes. We recommend cover stickers (protective overlays) and have included them in the
price quotation.
How do you deal with electronic media, e.g., CDs and DVDs?
The CD/DVD "donut" tag may be directly affixed to disks that have no metallic content
in their inner circles (where no data is stored). This hub tag works effectively for
circulation purposes but does not perform as well as the standard tags for security gate
detection. Standard tags should be affixed to cases for those CDs and DVDs that have
metallic content in their hubs..
Are there limitations with the type of book cover or binding materials, e.g., metal or
foil?
RFlD tags should not be placed inside of metallic materials. Metallic bookjacket
covers should be avoided. In those cases, the library may choose to make a photocopy
of the original cover. Where this is not possible (paperbacks), the RFlD tag may be
placed on the outside of the cover.
Who is your tag manufacturer?
Tagsys.
Are the tags standardscompliant?
2851 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Yes, IS01800(r3. Tagsys believes in standards and is pleased to be a member and
major contributor to the IS0 (International Standards Organization) 18000-3 standard,
the very first to address RFID. ISO-18000-3 defines a standard set of communication
guidelines for 13.56MHz RND tags. (NOTE: Some companies have tried to promote an
earlier standard, /SO-15693, as an RFID standard. While the ”prior art” of /SO-15693
was incorporated into /SO-18000-3, unlike ISO-18000-3, it is not an RFID standard.
/SO-15693 was developed for contact-less access control cards, which, though similar
in certain aspects to RFID, does not contain precise guidelines for several RFID
features). While ISO-18000-3 establishes a standard for RFID, it is a general
technology standard, not an application standard specifically designed for libraries. In
theory, this means that all tag and reader manufacturers that adhere to the standard
will be capable of reading each other’s tags. In practice, however, it is important to
remember that tags and readers are designed to work together within a matched
component system and that full functionality is dependent on this appropriate match.
As a manufacturer of both tags and readers, Tagsys is particularly well suited to ensure
this match.
Can any other vendor’s equipment read your tags?
Any equipment-that is designed to read ISO18000-3 compliant tags can read Tagsys
tags.
Tagsys equipment can read any ISO18000-3 compliant tag.
33.
/c 34. Will your equipment read any standard tag?
Conversion-Programming Workstatlons
35.
36.
37.
38.
,- 39.
Can we wirelessly connect to Sirsi to program the RFlD tags and relate them to the
item record?
This process does NOT require communication with the library’s ILS. It therefore can be
done as quickly as the staff person is capable of placing an item on the reader,
scanning the bar code and checking a field on the monitor to see if the conversion was
successful. During the retrospective conversion process, the library may choose to
place a computer workstation or laptop on a mobile cart that may be wheeled through
the aisles. Programming can be done using the OneCheck Staff Station, the Flexcheck
Staff Station or the FastFOLlO programmer/dispenser.
Can the workstations read, program and reprogram RFID tags?
Yes.
Can the workstations print a barcode or library logo on the RFlD label or label cover?
No. We recommend that the library purchase preprinted label covers. This will provide
the library with the most cost effective and quality solution.
Do the workstations interface with the automated library system or are they
standalone?
Standalone.
Is a mobile model available for use in the stacks?
Both the standard staff stations and the FastFolio Programmer/Dispenser are designed
to placed on a mobile cart along with laptop computer and bar code scanner.
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
40. Can conversion stations also function as checkout workstations?
Yes. The tag programming software module is included in both the Onecheck" and
FlexChecP staff stations. In addition to the tag programming software module, staff
stations include software for check-out, check-in and manually assisted sorting. The
FastFOLlO Programmer/Dispenser is designed for tag programming only.
Staff Workstations
41. How will they be set up?
The hardware provided for the FlexCheck Staff Station consists of the Aero LI pad
antenna and the Media" LlOO reader (also referred to as a coupler) designed to
read/write multiple tags at a time. The antenna is powered by the coupler. The
FlexCheckm RFID pad antenna may be placed on a desktop or mounted under a
counter top. Staff rarely need to handle materials being checked out at all; patrons
simply place their items on the designated area on the counter and if no special
handling is required, the staff person need only scan the patron card or key tag and
hand the patron his receipt. The coupler requires external electrical power and is
connected into a 9-pin serial port of a library supplied Windows98 or higher computer
that is connected to the library's circulation database when used for circulation
transactions. (lust like the OneCheck" Station, tag programming does not require a
connection to the library's database.) For the purpose of scanning patron cards at the
circulation desk or bar codes during tag programming, the library must also supply a
bar code scanner (available separately from 1TG). Software licenses may be transferred
between computers. For example, the tagging software module may be initially used
on a laptop when first converting the collection, then transferred to a standard
workstation for the programming of tags for new materials as they arrive in the library.
The Onecheck Staff Station is designed primarily for the programming of RFlD tags but
it can also be used with a single item at a time to charge/discharge items and
deactivate/reactivate security bits using the DirectReadeP software module and to
facilitate the reshelving of returned materials using the Manual Assistm sorting
software module. The hardware provided for this station consists of the L-PS1 RFlD pad
with built-in antenna and coupler designed to read and/or write one tag at a time. The
pad should be placed on desktops (not under, as with the Flexcheck). The reading
detection area is narrower and the reading time slightly slower than that of the
FlexCheckm Staff Station.. The Onecheck" RFlD pad is connected into a 9-pin serial
port of a library supplied Windows98 or higher computer or laptop (need not be
dedicated). Like a bar code scanner, the RFlD pad is powered by the computer. Library
must supply a bar code scanner (also available separately from 1TG) for tag
programming. Software licenses may be transferred between computers. For example,
the tagging software module may be initially used on a laptop when first converting the
collection, then transferred to a standard workstation for the programming of tags for
new materials as they arrive in the library.
How will it interact with Sirsi, e.g., antenna? 42.
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
43.
44.
45.
46.
47.
/c
Two staff station options are available. The OneCheckTM Station includes the
programming software, the Manual AssistTM sorting software and the DirectReaderm
check out/in software for the processing of a single item at a time. The FIexChecP
Station includes all of the software included with the OneCheckTM Station plus the
MultiReaderTM software for checking out/in a stack of items all at the same time. The
DirectReadeP module is a non-SIP based application that allows staff to keep the ILS
circulation screen in view and operating at all times. Staff continue to see and
manipulate data from the library’s circulation system as it has in the past; a small
window in the computer screen will indicate when security bits have been turned off or
on (turning color and sounding an audible alert). When operating in DirectReadeP
mode during the check in process, the window will also show the sorting information
programmed into the tag so as to facilitate re-shelving. The FlexCheckm Station allows
users to move back and forth between DirectReaderm and the SIP-based MultiReaderm
modes with just the click of a mouse Most find the processing of a stack of items
simultaneously to be particularly advantageous during the check-in process. The user
may choose to operate in “blind” mode, looking at the screen only when receiving an
audible alert indicating when an item requiring special handling is detected. It is
recommended that CDs and DVDs be checked out and in one at a time. In all cases, as
items are checked out, the security bits in the RFlD tags are deactivated. As items are
checked in, the security bits in the RFlD tags are reactivated.
What peripherals are required?
Apex RFlD staff stations are designed to allow libraries to continue using their existing
bar code scanners and Windows 98 or higher computers. If the library chooses to issue
receipts to its patrons, a receipt printer is required.
Can we continue to use our own Sirsi Workflows program for transactions?
Yes, when the staff station is operating in DirectReaderTM mode. The DirectReadeP
module is a non-SIP based application that allows staff to keep the ILS circulation
screen in view and operating at all times. Staff continue to see and manipulate data
from the library’s circulation system as it has in the past; a small window in the
computer screen will indicate when security bits have been turned off or on (turning
color and sounding an audible alert). When operating in DirectReadeP mode during
the check in process, the window will also show the sorting information programmed
into the tag so as to facilitate re-shelving.
Will the system be able to read both RFlD tags and barcodes?
Yes. A bar code scanner may operate along with an RFlD reader on the same PC.
DirectReadeP and MultiReadeP software applications accept scanned bar code input
in addition to RFID input. Most libraries continue using bar coded patron cards and
some libraries may choose not to place RFlD tags in all items. In most cases, the
library needs to be able to process materials that come from other libraries that do not
have RFID tags, thereby necessitating a bar code scanner.
Can the unit at the staff workstations program new tags and check items in and out?
Yes
How does the system identify held items?
24
2851 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
As noted above, the DirectReadeP operates within the library’s own 1fS circulation
software. Therefore, staff are alerted to holds through the ILS software (in short, no
change from existing procedures). The MultiReadeP software module is used in place
of the library’s circulation program. When the lfS, communicating through SIP to the
MultiReaderm program, identifies a hold item, a message appears on screen, an audio
alert is activated (saying “hold”) and a hold ticket is automatically printed.
Can the workstations read tags and display the information on the tags on screen?
Yes
What is the read range?
The FlexCheckm Station has a range of approximately 6”. The OneCheckm Station has
a range of approximately 3”.
How many tags can be read at one time? How many types of media?
Over 20 tags can be read at one time. We recommend, however, that CDs and DVDs be
processed one at a time.
Can the workstation sit on a current circulation countertop and/or can they be
recessed?
The FlexCheckm RFlD pad antenna may be placed on a desktop or mounted under a
counter top. The OneCheckm RFlD pad antenna should be placed on desktop.
How does the station deactivate the theft or security bit on the materials?
Security bits are automatically deactivated as part of the check out process. No extra
steps are necessary. When operating in DirectReadeP mode, security bits may be
deactivated or reactivated independent of the check out/in process.
48.
49.
50.
51.
52.
F
Patron selfchecking Stations
53. How does it check out materials?
The Apex RFlD XpressCheckm software includes modules for checking out a stack of
items simultaneously as well as one item at a time. As with all lntegrated Apex
XpressCheckm systems, patrons are first authenticated through the presentation of
their library cards or key tags. In multiple item mode, the library may choose to rely on
patrons checking to see if total number and item titles listed on screen and shown on
their receipts match the items that they are attempting to check out. The
recommended methodologyl however, requires the patron to indicate the number of
items he/she has placed on the reader by touching the appropriate button on screen.
The system requires that there be a match between the number of items the patron has
specified and the number of tags that the readers have detected. If the system detects
more tags than the number of items the patron has specified, it will notify the patron
and request a recount. If the system detects fewer tags than the number of items
specified, the system will first request that the patron rotate and spread the items
across the reading area. If the system still fails to detect all items, it will revert
automatically to ‘one at a time mode” and the patron is then requested to check out
each item separately. The one at a time process may be set up so that if the RFlD
reader fails to detect an RFID tag, it then instructs the user to scan the item‘s bar code
label. Up to six XpressCheckm stations may be monitored at one time by a staff person
/-
2851 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
at a remote location (similar to what is done in self service at many supermarkets).
Apex XpressCheckTM requires SIP2, a software module that the library needs to
purchase from its ILS vendor.
What is the user interface: video, menu, etc.?
The system communicates with the patron using a variety of mediums: text, graphics,
animated graphics, and audio messages.
Does your product function as a touch screen?
Yes
How many tags can be read at one time? How many types of media?
While the anti-collision features of the tag and the system would allow over 20 items to
be processed simultaneously, tests have indicated that people start making counting
mistakes when they go above five and certainly ten. Therefore, we recommend that the
system be configured to allow for no more than 10 in a stack and generally advise that
it be limited to 5. Other than a total book limit imposed by the library itself, there is no
limit to the number of stacks that a user may check out during a single transaction. In
many cases, there is no problem in reading multiple CD and DVD tags, even when the
disks are stacked. However, we recommend that patrons be instructed to process CDs
and DVDs one at a time.
Can the self-check stations function wirelessly?
Yes
Can the station read a barcode, magnetic stripe, RFlD tag and smart card?
Yes. The station comes standard with the ability to read barcode and RFlD cards.
There is an additional charge for the magnetic stripe and smart card readers ($150
each).
Can the station stand alone with a base or be placed on a countertop?
Both options are available. A stand alone system is created by using the base designed
specifically to hold the countertop unit.
Will the system be able to read both RFlD tags and barcodes?
Yes
Will the system identify held items that haven't yet been pulled from the shelf?
Yes, and the system will not allow checkout of an item to a patron for whom the item is
not being held.
How does the patron know that a tag has not been read or that no tag is on one or
more items?
The recommended methodology, requires the patron to indicate the number of items
he/she has placed on the reader by touching the appropriate button on screen. The
system requires that there be a match between the number of items the patron has
specified and the number of tags that the readers have detected. If the system detects
more tags than the number of items the patron has specified, it will notify the patron
and request a recount. If the system detects fewer tags than the number of items
specified, the system will first request that the patron rotate and spread the items
across the reading area. If the system still fails to detect all items, it will revert
automatically to "one at a time mode" and the patron is then requested to check out
each item separately. The one at a time process may be set up so that if the RFID
54.
55.
56.
57.
58.
P
59.
60.
61.
62.
2851 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
63.
64.
reader fails to detect an RFlD tag, it then instructs the user to scan the item's bar code
label.
How does the station deactivate the theft or security bit on the materials?
The system verifies that all items in the RFlD field have been checked out and then
sends a signal to deactivate the security bits of the items in the field. If any item in the
field has not been checked out, the patron is instructed to remove it and the system will
not deactivate any items until that item has been removed.
Has your company worked with a library to develop or be part of a multifunction service
point that includes check-in/checkout capabilities, fine/fee/vend payment options
(cash, credit, debit), PC reservation? If not, have you considered it or are you designing
something similar?
1TG has developed per Sirsi's specifications a self service station that has the capability
of doing all functions noted above and act as a print release station as well. 1TG is
currently working with Comprise in development of a similar system for its SAM system.
Exit Sensors
65. Are they outsourced?
Security pedestals are manufactured by Tagsys.
When library materials are checked out, either at staff or self check-out stations, the
tags' security bits are disarmed. The security bit is, however, different from any other
bits on the tag. This unique Tagsys tag feature uses a dedicated €AS (Electronic Article
Surveillance) burst at 106 KHz. This €AS burst is issued only if the EAS bit is set to the
on position (which it would be unless it has been turned off during a checkout). It does
not require a wake-up signal and is therefore a 'Tag Talks First" (TTF) type of
modulation. The functional effect of this is that the security gates only detect security
bits in the "on" position; they do not attempt to read each tag to determine if the bit is
on or off. This keeps the detection rate of the Tagsys system at consistently above 95%
regardless of the number of items that are in the field. All other RFlD systems are
based on "Reader Talks First" (RTF) type of modulation. The security gates are
attempting to read every tag in the field in order to determine if the designated security
bit is either "on" or "off" (3M, Bibliotheca, Libramation) or to read the entire item
identification number (Checkpoint). In this scenario, one can easily see why
performance will suffer as there are more tags in the field. This degradation may not
be readily apparent when there are only one or two tags in the field, but when there are
five or more, the drop is considerable (down to the 70% range or even below).
What is the read range?
The transmission radius is 18" to each side of each pedestal. Two pedestals, therefore,
create an aisle measuring an ADA compliant width of 36". This means that there is
detection not only between the gates but outside of them (to prevent the pass-around
move). The system detects up to 65" above the floor.
How many items can a security gate detect?
,- 66. How will they interact with the RFlD tag?
67.
-
68.
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Because the system is only looking for an "on" security bit, there is no limit to the
number of items that can pass through the gates at any one time.
What is the maximum number of items the security gate can detect?
Because the system is only looking for an "on" security bit, there is no limit to the
number of items that can pass through the gates at any one time.
Do your sensors comply with ADA regulations?
Yes
Is the sensor alarm both audible and visible?
Yes
Will the exit sensors transmit the information on the tags to the ALS so the library will
know what has been taken?
This is an available option (additional cost will apply). When the security gates detect
an "on" security bit, they will also record the item ID number of that same tag. This
information may be uploaded periodically in batch mode to a computer. Alternatively, a
computer can be connected permanently to the security system so that staff can see in
real time the item number of the tag that has alarmed the security gate. The "item ID"
security gates are more expensive than the standard gates equipped with the ability to
detect the "bursting security bit" only. Please note, however, when multiple items are
within the reading field, the item identification performance may not match the
performance of the security bit detection. The detection of the bursting security bit will
remain at 95% or above regardless of the number of items but if multiple items are in
the field, the system may not successfully read 95% of the item IDS. It will, however,
read IDS at a level consistent with the performance of the security systems of the
competitor systems described in the question above.
Is there anything that the sensors should be shielded from because they will interfere
with their effectiveness?
No
What is the minimum distance recommended for installation away from other systems
or PCs to assure noninterference?
Gates should be at least two feet away from metal door frames and eight feet away
from computers.
What information is relayed to the staff workstation in the case of an attempted theft?
The ID numbers of those items that have set off the alarm can be relayed to a staff
station. ITG is currently working on a SIP interface that will communicate with the
library's database so that staff also see the item titles.
69.
70.
71.
72.
73.
74.
75.
Bookdrop Readers
76.
77.
Can the bookdrop reader turn the bit on, check in the item and identify holds?
Yes
Does your system have an outside bookdrop and if so, how does it work? What is
required (power, network connectivity, etc.)? Does it have weather considerations?
A freestanding bookdrop can be configured for RND. However, due to weather
considerations, this is not recommended unless the coupler can be inside of the library.
-
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Because the coupler can be as far a 8 feet away from the RFlD antenna reader, if the
bookdrop is right outside of the library, this may be doable. The current configuration
of bookdrops is not recommended.
Can the bookdrop reader function wirelessly?
It does require electrical power but it can communicate with the network wirelessly.
78.
Portable Inventory Readers
79.
80.
Can the scanner read tags on metal shelves?
Yes
What twe of scanner or wand will be used? I TR-HR1 Handheld Antenna (wand)
Mechanical
Size: 27% x 3% x 1% in (692 x 88 x 42 mm)
Weight: 1% Ibs (57 kg)
Electrical
- Frequency: 13.56 MHz
Certifications
FCC: 47 CFR Sections 15.105(b), 15.21,15.203
The wand is to be used with LlOO Coupler below, which can be borrowed from the
Flexcheck staff station.
Tagsys Mediom LlOO Coupler
Mec ha n ical
Size (W x L x H): 12 x 10 x 3 inches (310 x 260 x
80mm)
Weight: 11 Ibs (5 kg)
Communication Interface: Serial - RS232 / RS485 / RS422, Parallel - bidirectional and
enhanced
Communication Speed: Serial - up to 38.4 Kbits, Parallel: up to 200 Kbits/s (test and
debug)
Input/Output: 4 1/0 ports (independently configurable)
Mechanical Interface: Rubber feet (desktop), or mounting plate with screws (for under
/c counter)
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Elect rlca I
Frequency: 13.56 MHz
Power Supply: 85 to 265 VAC / 50-60 Hz
Power Consumption: Up to 50 W
Application Software: 512 Kb Flash memory
Chip Compatibility: TAGSYS (C210, C240 and C220 chips) as well as all IS0 15693 chips
RF Outputs: 4 RF outputs
Upgradeable Firmware: Yes
Environmental
Operating Temperature 0 to 55 O C (32 to 131 OF)
Storage Temperature -20 to 70 O C (-4 to 158 OF)
Certifications
CE, FCC part 1%, EN300-330, ETS300-683 European Radio
81.
rc
82.
83.
84.
85.
86.
87.
88. .-
Can a handheld device (pocket PC or Palm) be used with the inventory wand or
scanner?
Yes, but it is not recommended. A laptop is much faster and has a larger memory.
At what distance can the tags be scanned?
Reader’s antenna will detect tags up to a distance of approximately 6”.
What is the weight of each reader?
How many items can be scanned and held in memory before having to upload
information to server?
The capacity of the inventory reader is limited by the memory of the device to which it
is connected. For example, if connected to a laptop with 256MB of memory and a 10
GB hard drive, the capacity is more than enough to hold the collection of the largest
libraries. If, however, a PDA device is used, there may be more limitations
(approximately 50 thousand items without exporting data and clearing the data file).
l-l/4 Ibs.
Can an item be programmed into the reader in order to be located?
Yes
Can the entire collection be scanned with one reader?
Yes
Can we scan wirelessly to Sirsi?
Yes. However, the reader’s speed is very fast and users will find that it is best to work
in batch mode and upload to Sirsi later.
What happens if we miss a book when we’re doing inventory and it’s out of order? Can
the person go back and scan it?
By uploading the collection in shelf order, the shelf reading module can be set up so
that at the same time inventory is being taken, an alarm will sound if a misshelved item
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
is detected (within a range of about 10 items). When an out of order item is detected,
the reader stops working until the user indicates that he/she has taken appropriate
action.
Can you scan out of order or go from shelf to shelf and pick up the other items later?
Can the inventory program combine the files and then sort to produce a total inventory
report?
For the purpose of collecting inventory information, it makes no difference in what
order the items are scanned. The reader will not read the same item twice. files may
be appended to one another to create a total report.
Does the inventory unit display the scanned items?
inventory unit will always display item ID numbers.
uploaded to the laptop to which the reader is connected, titles will also display?
If there is an error, does that stop the inventory process?
Yes. Please see response to question 88.
Does your system provide its own inventory database? If not, will that information be
imported to or exported from Sirsi?
System does not have its own inventory database. Database information is imported
from Sirsi and inventory data is uploaded into the Sirsi inventory module.
What is the accuracy rate of the readers?
The PowerReader is over 99.5% accurate on books at least l/8n thick scanning at a
rate of over 20 items per second.
89.
90.
If the collection database is
91.
92.
93.
F
Conveyors and Sorters
94. Describe the available conveyors and sorters.
The sorter shown below is configured to work with a standard in wall book drop.
Libraries that want to provide patrons the ability to see that their materials have been
checked in and to receive a receipt should opt for the LibraryMate? LibraryMateN can
be configured to read bar codes in addition to RFlD tags. instead of dropping items into
a book return chute, patrons are instructed to place items one at a time on a flat
conveyor belt. Should the system fail to detect a tag, the belt's direction is reversed
and the item is returned to the patron. The LibraryMatem may be configured so that
only authorized users are allowed to access the system. LibraryMatem offers different
configuration options for external and internal installations. it costs significantly more
than the Book Drop model and installation requirements are also greater.
Conveyor and Sorter Description:
In addition to checking in materials, the sorter reactivates their security bits and separates items into
different bins according to criteria defined by the library (within the constraints of the library database
structure). This allows items to be sorted by type, section, even holds, etc. Software and all computer
hardware are provided, including a receipt printer that automatically prints a ticket when an "on-hold" item is
returned to the holds bin. r
,P
Integrated Provides
Conveyor assembly components complete with belts, alr-
compressor and accessory hardware
Multiple-Tag RFlD Readers
PC Computer, monitor, keyboard and mouse
Thermal receipt printer
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Customer Provides
Installation of in-wall section of bookdrop, faceplate and
chute (and weather-hood, If used)
Electrical and network connections
SIP2.0 (from automation vendor)
Computer workstation furniture, or suitable counter
The system is designed to work in conjunction with a standard bookdrop chute (available for purchase
separately). Components include an incline roller (non-powered), incline belt (powered), QuikSortTM Conveyor
(with integrated air-compressor), RFlD readers, computer hardware, software and thermal receipt printer.
Book bins and computer furniture are not included (to be provided by library).
D1a-m 1 - Convevor Assemblv
List of Components
Convevor Assembly RFID/PC ComDonents
Incline Roller (non powered)
Incline belt (powered)
QuikSortTM Conveyor with:
Aero LI RFlD Antennae (Qty. 3)
Tag LlOO RFlD Coupler- standard (Qty. 1)
TagLlOO RFlD Coupler - continuous (Qty. 1)
PC Commnents
PC Workstation (qty. 2) with Microsoft@
Windows@ XP Professional, monitor, keyboard
and mouse
Thermal receipt printer (qty. 1)
Pneumatic dual diverters (qty. 2)
Integrated air-compressor (qty. 1)
Light-triggered sensors (qty. 2)
Proximity sensors (qty. 5)
Light beacons (qty. 4)
Provisions
The equipment and services provided by Integrated, or are otherwise required to be provided by the library,
are outlined below:
I space for placing computer components and printer I Book bins (one per sort-bin) Software for automatic check-ln, sorting and tag-reactivation
Signage
Installation and trainlne I
,-
Pre-installation
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Installation Requirements
The in-wall book drop chute should be installed by the library prior to the installation of the RFID700. To
meet ADA requirements, the front elevation (distance from the outside floor to the drop-chute opening)
should not be greater than 48". And the rear elevation (distance from the inside floor to the bottom lip of the
drop-chute) should be between 30" and 36" (recommended 34" - see drawing below).
LDEyahl
Diagram 2 - Drop-Chute Elevation
Placement and Orientation
1.
2.
3.
The three components of the conveyor assembly -
the incline roller, powered incline belt and
QuikSortTM conveyor - must be installed directly in-
line with each other, allowing a zero degree angle-
of-travel along the length of the assembly. But the
actual angle of the conveyor assembly itself can
vary from 0 degrees to 90 degrees of the dropchute
itself (see diagram 3).
The QuikSortTM conveyor requires a minimum
distance of 3 feet from the wall (to allow placement
and removal of book bins).
The RFID700 system must be anchored to floor
within a climate-controlled area, and must be in
direct proximity to dropchute. The installation area
must be large enough for the assembled unit plus
50% staging area (see dimension of system, below - overall length may vary according to actual
number of sorting bins purchased).
Diagram 3 - Placement and Orientation
(0 to 90 degree angles shown)
,/-
Other Installation Requirements
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
1.
2.
3.
Power should be available to the installation area. The system requires a minimum of four (4) llOV
power connections (2 outlets total), equaling 30 amps, and must be properly conditioned and fused.
PC components require close proximity to the powered inclinebelt section of the conveyor assembly (no
greater than 4 feet), and must have access to a standard 120-volt power outlet (also no greater than 4
feet), and be within cable reach of a network connection. Ideally, computer workstation furniture
provided by the library can be placed directly next to the powered belt roller and the computer
components placed upon it.
Library must purchase SIP2.0 from its automation vendor (required for use of the automated check-in
software).
Tech n ica I Specifications
Conveyor Assembly Components
1 Incline Roller (non- I
I powered) I
Mechanlcal
Size (W x L): 21” x 3’ 6” (variable height)
Weight: 30 Ibs.
Mechanical Interface: Anchored to floor
Electrlcal
Non-applicable
Envlronrnental
Non-applicable
F
I Belt Roller (powered) I
Mechanlcal
Size (W x L): 23” x 4’ (variable height)
Weight: 50 Ibs.
Mechanical Interface: Anchored to floor
Speed: 80 feet per minute
Electrical
Power Supply: 120 volts AC
Output: 24 volts DC
Environmental
Operating Temperature: -4 to 140 degrees F
Mechanical
Size (W x L x H): 21" x 8 ft. x 3 ft. 3 13/16w (variable
Weight: 400 Ibs
Communication Interface: Serial DB9S connector
Mechanical Interface: Anchored to floor
Speed: 98 feet per minute
Electrlcal
Power Supply: 120 volts AC
Output: 24 volts DC
Power Consumption: 240mA (max.)
Envlronrnental
Operating Temperature: -4 to 140 degrees F
PC Components
height)
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
QuikSortTM Conveyor
PC Workstation
-
Model: HP/Compaq or Dell Business Desktop (small - factor)
(desktop standards are as follows - actual system may vary)
Monitor: Standard 15 in. CRT monitor (models may vary)
Processor: Intel8 Pentiurn@ 4 processor @ 2.66 GHz (or
better)
Chipset: Intel@ 8656 chipset (or better)
Memory: 512MB base memory (2x256mb)
Hard drive: 40GB Ultra ATA 100 (7200rpm)
Floppy disk drive: 1.44MB Floppy Disk Drive Example shown: HP/Compaq dc5000
Optical drive: 48X Max CD-ROM drive
Audio: Integrated Intel@ audio
Network card: 10/100 Mbps Ethernet (wireless solution also available - pricing may vary)
Graphics controller: Integrated I ntel@ Ext rerne graph ics2 (64MB equivalent)
Keyboard/Mouse: Easy Access Keyboard (PS/2), Two-button Scroll Mouse (PS/2)
Operating system: Microsoft@ Windows@ XP Professional (SPI)
Dimensions: 4 x 13 544 x 15 inches (H x W x D)
Weight: Approx. 21 Ibs.
Power Supply: 150-Watt power supply - PFC (115v/230v line switch)
Regulatory Approvals UL, CSA, FCC, CE Mark, TUV, TUV GS, VCCl, BCIQ, GTick
The above system is Energy Star compliant as per EPA standards
Receipt Printer
rc-
Type: Thermal line printer
2851 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Weight: Approx. 3.96 Ibs
Overall dimensions: 5 5/8 x 7 5/8 x 5 YE inches (W x D x H)
Power: 24 VDC f 7%
Power Consumption: Approx. 1.8A (mean)
Print speed (max.): 150 mm (5.9 in.), 47 Ibs., 1/8" conversion
Paper Dimensions: Roll paper: 79.5 f 0.5 (W) x diameter 83.0mm (3.13 f 0.02 x
Paper thickness: 0.06 to 0.07mm (0.0024 to 0.0028")
EMC standards: VCCl class A, FCC class A, CE marking, AS/NZS 3548 class B
Safety standards: UL, CSA, TUV (EN60950)
diameter 3.27")
RFlD components
I Tagsys MedioTM LlOO Reader I
F Weight: 11 Ibs (5 kg)
Communication Interface: Serial - RS232 / RS485 / RS422, Parallel - bidirectional and
Communication Speed: Serial - up to 38.4 Kbits, Parallel: up to 200 Kbits/s (test and
Input/Output: 4 I/O ports (independently configurable)
Mechanical Interface: Rubber feet (desktop), or mounting plate with screws (for under
enhanced
debug)
cou n te r)
Elect rica I
Frequency: 13.56 MHz
Power Supply: 85 to 265 VAC / 50-60
Hz to 131 "F)
Power Consumption: Up to 50 W
Application Software: 512 Kb Flash to158 "F)
Upgradeable Firmware: Yes
Environmental
Operating Temperature 0 to 55 "C (32
Storage Temperature -20 to 70 "C (-4
memory Certifications
Chip Compatibility: TAGSYS (C210,
C240 and C220 chips) as well as all
IS0 15693 chips
CE, FCC part 1%, EN300-330, ET'S300-
683 European Radio
RF Outputs: 4 RF outputs
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Aero LI antenna
Mechanical
Size: (L x W x H): 11% x 10Y4 x 3/4 inches (288 x 263 x
17 mm)
Weight: 4% Ibs (2 kg)
Reading Distance: 7 inches (18 cm)
Writing Distance: 5% inches (14 cm)
Cable Type: RG 58,50R
Cable length: 4 ft. 11 inches (1.5 meters)
Communication Speed: Serial - Up to 38.4 Kbps, Parallel - Up to 200 Kbps
Communication Interface: Serial - RS-232, RS-485 and RS-422, Parallel - Bi-
directional and enhanced
Mechanical Interface: Rubber pads (desktop) or metal mounting plate (for under
counter installation)
Electrical
Frequency: 13.56 MHz
Impedance: 50R f 5R and 0" f 5"
Power Supply: 4 to 6 Volt
Power Consumption: Up to 40 W
RF Power Output: Up to 4 W
Chip Compatibility: Tagsys (C210, C240,
C220), Philips I-Codem, TI Tag-ltm RFlD
chips as well as all IS015693 RFlD
chips and future IS018000 RFlD chips
Upgradeable Software: Yes
Environmental
Operating Temperature: 32 to 131 "F
Storage Temperature: -4 to 158 OF (-20
(0 to 55 "C)
to 70 "C)
Certifications
FCC part 15 (for typical configurations),
CE, EN 300-330, ETS 300-683
(European Radio)
Schematic Drawings
Conveyor Assembly
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Diagram 4 - Conveyor Assembly (side view)
Diagram 5 - Conveyor Assembly (overhead view)
1
2851 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
95. How is the sorting station different from a bookdrop reader?
Two options are available for patrons to use when returning items into a drop. The
library may choose to install an RFlD configured standard style in-wall book drop return
manufactured by the Kingsley or Birchard companies. Alternatively, the library may opt
for the LibraryMatem system manufactured by Crisplant/FKl Logistic. In either case, as
items pass through the system, they are automatically checked into the library’s
database. The security bits on the 320 tags will also be reactivated at this same time.
The automated returns system may be configured to generate a receipt for the patron.
As an item on reserve is returned, an audio alarm is sounded so that staff in the area
may immediately pull it for special handling. A report showing all items on reserve that
have been checked in may be generated or, if desired, a separate ticket may be
generated for each returned item with a hold status, thereby alerting staff to special
and immediate handling needs. Automated check-in requires SlP2.
When using a standard book drop, no change in patron behavior is required; patrons
may continue to return items as they always have in the past. Multiple items may be
dropped simultaneously. The Book Drop style return is relatively inexpensive and
installation requirements are minimal. In some cases, the library’s existing book drop
can be retrofitted to accommodate the RFID reader. The same style drop may be used
for external (exterior wall) and internal (interior wall) installations. It is not
recommended to be configured to provide receipts for patrons since items that do not
have an RFlD tag or whose RFID tag may have been damaged will not be detected.
Libraries that want to provide patrons the ability to see that their materials have been
checked in and to receive a receipt should opt for the LibraryMate? LibraryMateN can
be configured to read bar codes in addition to RFlD tags. lnstead of dropping items into
a book return chute, patrons are instructed to place items one at a time on a flat
conveyor belt. Should the system fail to detect a tag, the belt’s direction is reversed
and the item is returned to the patron. The LibraryMatem may be configured so that
only authorized users are allowed to access the system. LibraryMateTM offers different
configuration options for external and internal installations. It costs significantly more
than the Book Drop model and installation requirements are also greater.
In both the Book Drop and LibraryMateTM automated sorting systems, items are
checked into the ILS, their security bits are reactivated and then items are separated
into various bins according to librarydefined criteria. In the simplest three-bin system,
for example, items would most likely be sorted by holds (this bin would have a receipt
printer attached that produces a ticket with information about the patron waiting for
that item), in-branch items to be re-shelved and exceptions. Automatic sorting requires
SlP2. Some sorting capabilities may require the SIP2 sorting extension. To the extent
that the library does not require re-shelving classifications beyond those programmed
285 1 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
SUBJECT
Tag-Progra m m ing
Training
into the tag, the SIP extension is not necessary. There is virtually no limit to the number
of sorting locations that can be created.
AUDIENCE TIME TOPICS COVERED
Tag-Programming Team, 30 Min. 1) General Use
Circulation Staff, General Staff 2) Programming Procedures and
Issue Avoidance
3) Questions and Answers
So, in short, in a returns system that has no sorting attached, the RFlD reader is built
into the returns chute. In a returns system that uses sorting, a standard bookdrop can
be used and the RFlD reader is built into the conveyor.
SUBJECT AUDIENCE
Staff Station Training Circulation Staff
96. What is the maximum number of bins?
The configuration as shown can handle up to 9 bins. However, there is virtually no limit
to the number of bins that can be used with the proper motors and conveyors.
TIME TOPICS COVERED
1 - 1.5 1) Generaluse
Hour(s) 2) Software Use Procedures and Issue-
Avoidance
3) Problem Determination and Resolution
4) Security (If Applicable)
5) Questions and Answers
Training
SUBJECT
Staff Training
97. Describe your training program.
AUDIENCE TIME
Circulation Staff 45 Min.
General Staff
Training
General Staff 30 Min. 1) General Use and Security Overview
2) Patron Assistance (How To Approach Patrons)
3) Questions and Answers
Technical Training Technical 1-1.5 I Support Staff Hour(s)
TOPICS COVERED
1) General Use
2) Regular Maintenance
3) Patron Assistance (Day-To-Day Questions, Frequent
User Issues and Their Resolution)
4) Security (If Applicable)
5) Questions and Answers
1) General Use
2) System Configuration and Customization
EAS SECURITY SYSTEM I SUBJECT I AUDIENCE I TIME I TOPICS COVERED
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Technical Training Tech nica I 30 Min. 1) General Use
Support Staff 2) System Configuration
SHELF READER I SUBJECT I AUDIENCE I TIME 1 TOPICSCOVERED
Staff Training Circulation/Returns 1 Hour 1) General Use
Staff 2) Data Collection
3) Searching for specific items
4) Questions and Answers
Training Overview (cont.)
Return Handling Circulation/Returns 30 Min. 1) General Use
Staff 2) Processing Sorted Materials, "Holds" and
Exceptions
- 3) Questions and Answers I Technical Training I Technical Support I 2 I 1) Generaluse I
*- I Staff I Hours I 2) RegularMaintenance
Documentation
98. What type of documentation will be provided during training and implementation?
Printed training guides are provided for all applications. Some applications have video
training as well.
Will you provide all product literature?
Yes,
99.
Warranties
100. What hardware and software warranties are included in your proposal?
Hardware and software are carry complete warranties for a full year following
installation.
What is your guaranteed uptime?
There is no standard guaranteed uptime. ITG is prepared to negotiate terms of a
guaranteed uptime with the library.
101.
Vendor Support/Maintenance
102. Describe in detail the support and maintenance that will be provided by your company
as proposed by your solution, including: -
/--
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Software and hardware support access and hours, including holidays, evenings and
weekends
Software and hardware support is available during all regular operating hours of the
library.
Parts, labor, supplies for equipment
All parts and labor are included in the support and maintenance agreement. Please
note that all components of the Apex RFID system have been designed to facilitate
remote support and parts replacement where necessary by library staff. This
ensures that problems are resolved quickly and easily. On site servicing is
dispatched at ITG’s discretion, following remote diagnostics.
Help contact protocol to include all aspects of solution, and escalation procedures
Most common problems can be resolved through the support center on ITG’s web
site (integratedtek.com). Users are provided with password protected access. The
support center is designed so that users can quickly determine if a solution is to be
found. If not, customer may choose to email the support center or call the toll-free
support number. As noted above, if the problem can not be solved remotely, a local
technician will be dispatched.
0
How the Integrated Technology Group Automated Online Help Desk Works
______._._....... “_..... _._._.____-____-___-_.
me support team decides whether
to include the issue in a public
Customer submits a support
issue.
Support team immediately
reviews the submitted issue
and assigns a qualified
support representative.
me representatiue responds to
the issue by phone oremail.
addressing the customerr issue.
me customer updates hisiher issue
with additional information aner
reading representatives response.
Submission: A customer submits an issue from the online Help Desk and selects a category for the
issue. URL for the Integrated Help Desk: htto://www.intearatedtek.com/suDDoN helodesk/ Review: representatives assigned to that category are immediately notified by email that a new issue
has been submitted. After researching the issue and the customer’s profile, a representative will respond to
the customer by calling the telephone number submitted on the issue form, or by email.
customer or the support representative, are shown internally and to the issue submitter only at this point.
the representative, the issue status is manually changed to read resolved. At this point the issue may be
made public if beneficial to the support knowledgebase. An ernail is sent to notify the customer that the issue
has been resolved, together with a link to the issue.
Work with the Customer: (Responses/Updates) Further updates to the issue, provided by the
Resolved / Public Issue : Once the question has been resolved to the satisfaction of the customer and
rc
Benefits:
285 1 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Since all representatives are notified at once after the customer submits the issue, there is faster
resolution to all support issues. Additionally, it doesn‘t matter where a support representative is, or
whether he/she is on the phone with another customer. Just remember, when using our Help Desk, all of our support representatives are notified simultaneously!
If during review, or during the course of working with the client, an issue is determined to be outside the
realm of the support representative, or needs to be elevated to a higher-ranking representative, the
representative may instantly re-assign the issue to his supervisor (who will be automatically notified by
email.) This ensures that the most knowledgeable representative is working on the customer’s issue at all times.
Anytime a representative logs in, he/she can see how many new issues he/she has in the summary area.
The details of all issues are available, and the representative may respond from the site (with or without
having received an email.) So, even if helshe is temporarily without email access, support can still be
provided. This means support is available, wherever a support representative may be!
Aside from the information gathered by Help Desk, and offered by the customer, the representative has
access to his/her own and/or other representatives’ previously written solutions or drafts. The previous
solutions can then be applied to this answer. (This saves time and adds consistency to solutions.) When a customer uses our Help Desk as the primary avenue for support, the customer is assured that a standard procedure for resolution and documentation is in place for his/her support issues
e
If you contract with any third parties, and the identification of those third parties
ITG does not contract for third party service in the Carlsbad area. Company
employed on site service is dispatched, where necessary from the Los Angeles area.
There may, however, be occasion when a Tagsys technician may be deployed.
Tagsys is ITG’s RFlD partner and should not be considered a third party for these
purposes.
Delivery, Installation and Startup
103. During implementation, how will we run security and check items in and out with both
RFlD and tattle tape items?
Question disregarded per answer #13 to vendor questions.
Provide a typical implementation plan and timeline. 104.
Overview
ITG’s Apex RFlD solution is implemented in three (3) phases:
1. Tagginupre-Installation Phase
2. Installation Phase
3. Post-Installation Phase
The Tagginupre-Installation Phase begins once an approved purchase order is submitted to ITG and the
order is processed into our system. This phase continues throughout the period when the library collection is
being tagged, but the actual date when tagging begins is determined by you, the customer (see later section
on Tagging Timeframe). Tagging can begin in as little as three (3) weeks from order entry. The actual
timeframe for this phase will be determined by the amount of time required to tag your entire collection (or
any applicable deadlines).
The Installation Phase may begin at any time prior to the actual finish date of your tagging operations, but no
less than three weeks prior to the desired installation date. Some of the early activities included in the
Installation Phase actually occur during the final weeks of your tag-programming operations.
/--
/-
N
s
0
Y
p
The Post-Installation Phas
-- and verify that all neededjnfo has been obtained.
with ITG development team.
proof creatlon
software.
2) Review tag-programming configuration requirements
3) Receive artwork for overlays and submit to production for
1) ITG development team customizes tag-programming
2) Begin production of overlays.
3) Follow-up with customer, give progress report and
address any outstanding Issues (If needed).
b gins ce all RFlD quipm
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
nt is installed and the library staff is trained. In this
phase, ITG performs ongoing post-implementation activities as required, so there is no direct end-date
timeframe for this phase.
Tagginupre-Installation Phase
During the Tagginupre-Installation Phase, tagging requirements are determined and the tag-programming
software is configured to your library specifications. Then, all tags and tag-programming equipment are
shipped to the library to begin converting the library collection to RFID. The library staff is given instructions
and/or training on how to program RFlD tags and add them to the various items in the collection.
Subsequent tasks (building selfcheck systems, etc.) continue during the time that the library staff is tagging
their collection.
The length of time of the Tagginupre-Installation Phase varies according to the number of items in the
collection to be tagged, the number of programmingstations used to program tags and the number of
persons assigned to perform and assist with the tagging operation.
Timetable 1
The following matrix providesa general outline of activities that occur during the Tagginupre-Installation
Phase of your RFlD implementation. The timeline given outlines the preferable or "most likely" week of
/I occurrence, but should be considered as approximation:
.#
1) Signed purchase order received and is entered into
2) Check inventory for requested items, order any needed
3) Send Tag-programming Questionnaire to customer to
system.
components. Y
determine item identification (mandatory) and sorting
(optional) requirements.
4) Send copies of all materials/documents needed for I I 1) Review Tag-programming Questionnaire with customer
plannlng and installation to customer.
- I 4) Review training requirements with customer. I 1) Verify software readiness.
2) Verify overlay readiness.
3) Verify shipping info with customer and ship tag-
programming stations, training materials, tags and
overlays to customer.
4) Review training materials with customer
anlv.
1) Review the Tag-programming Questionnaire and begin
determining item identifier requirements and tag sorting
preferences (if requested).
2) Create and finalize artwork for vinyl tag overlays.
1) Return completed Tag-programming Questionnaire to ITG
2) Submit artwork for label overlays (send Image file to ITG).
(via fax or mail) and review with ITG support team.
1) Address any outstanding technical issues with ITG technical
support (if needed).
1) Receive equipment
2) Review training materials and review with ITG
3) Train staff
4) Begin tagging collection
s
u7 x Ql
# of Items in
collection 1 50,000 I 100,000 I 150,000 I 200,000
00
Y
Q) s
g
- Q,
Y
Q)
250,000
285 1 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
software configuration requirements and customer
preferences (tag sorting, etc.).
2) Review any outstanding planninglinstallation questions
with customer.
3) Request list of patron and item numbers (and test
materials, if required) from customer.
1) Review the SIP2 Questionnaire and sample/test
patron/item numbers with customer and verify that all
needed info has been obtained.
2) Review SIP2 configuration requirements with ITG RFlD
development team.
3) Submit order for VECO cabinet (include custom color
sample, if purchased).
1) ITG development team begins customization of software.
2) Verify remote accessibility (Telnet) to customer's SIP2
3) Receive sample items from library collection (if
4) Follow-up with customer, give progress report, address
1) Software completed and ready for testing.
2) Begin testing of VECO application functionality and
remote SIP2 connectivity.
3) Review test results with customer, address technical
issues (if any) and work to resolve.
4) Follow-up with customer, give progress report and
address any outstanding issues (if needed).
1) Target date for final resolution of any outstanding
connectivity/functionality issues.
2) Follow-up with customer, give progress report and
address any outstanding issues (if needed).
vendor/server.
requested).
any outstanding issues (if needed).
software configuration requirements and customer
preferences.
2) Compile list of sample patron and item numbers for use
during testing.
3) If custom color option for Self-check or EAS Security systems
was ordered, customer needs to send a wood/laminate color
sample(s) to ITG for color-matching.
1) Return completed SIP2 Questionnaire to ITG (via fax or e
mail) and review with ITG support team.
2) Arrange to allow ITG access to your SIP2 server (needed for
system testing).
3) Send list of sample patron and item numbers to ITG (for
testing).
4) IF REQUESTED by ITG, gather sample items from active
collection for testing and ship to ITG.
1) Address any outstanding technical issues with ITG technical
support (if needed).
1) Address any outstanding technical issues with ITG technical
support (if needed).
1) Address any outstanding technical issues with ITG technical
2) Schedule installation of EAS security system with library's
support (if needed).
preferred contractor/installer.
Rate of Tagging Operation
The general assumption is that your library should be able to program and tag items are the rate of 20,000
items per month, (approx. 5,000 items per week), per tag-programmingstation. This is only a rough
estimate, and assumes one person per tag-programming station, dedicated to full 8 hour work day dedicated
strictly to tag-programming. Of course, by assigning additional personnel to assist, the overall rate of tag-
programming can be increased considerably. Conversely, by reducing the hours per day/week dedicated to
tag-programming, the rate of completion will decrease.
Given a deadline. when should vou begin ta-g Your collection?
In order to estimate the time required as in order to complete tagging operations within a given deadline, use
the table below to determine how many tag-programming stations will be needed. Note that the following
table follows the assumptions of 5,000 items per week (20,000 items per month) per tag-programming
station, as noted in the previous section:
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27 www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
20
Using 1 station I 10weeks I weeks
10
Using 2 Stations I 5weeks I weeks
30 weeks 40 weeks 50 weeks
15 weeks 20 weeks 25 weeks
17 weeks 10weeks 1 ::L 1 12.5 1
7.5 weeks 10 weeks weeks
6weeks 8weeks 10weeks
Example: The Main Library has a collection of 150,000 items in their collection, and is given a deadline of 4
months (16 weeks) to have all items in the collection tagged. According to the table above, the library will
need to use at least two (2) tag-programming stations (with at least one person per station) in order to meet
the deadline.
Given the table above, you should be able to determine when to begin your tagging operation. Keep in.mind
that by dedicating additional staff to the tagging process you can increase the rate of items tagged in a given
time period.
Installation Phase
During the Installation Phase of your RFlD implementation, all RFlD Staff Stations, Return Stations, Self-
check Stations and Security Systems are installed and configured. The following matrix provides a general
outline of activities that occur during the Installation Phase. The timeline given is outlines the weeks
preceding the final installation date:
_-
Timetable
1) Discuss date/time of installation with customer and
2) Coordinate training schedule with customer.
3) Final eauiDment shlDDed to customer.
make travel arrangements accordingly.
1) Verify receipt of equipment.
2) Address any outstanding questions regarding
installation of EAS Security System with library's
preferred installer (if needed).
1) Develop training schedule for staff training on all RFlD
2) Coordinate with ITG regarding date/time of installation
1) Have EAS Security Systems installed by preferred
equipment.
and training schedule.
contractor/instalier.
1) Install and test remaining RFlD equipment (Self-check
2) Configure and test EAS Security System.
3) Conduct training In use and support of all RFlD systems
systems, staff stations, etc.).
installed.
1) Assist in staff trainlng (to address operations or procedural
questions, etc.).
Post-Installation Phase
During the post-installation phase, your ITG Technical Support representative will work with you to address
any outstanding questions or issues. Once your RFlD systems are fully implemented, we will be able to
advise you on how best to customize your RFlD solution to better suit specific operational needs as they are - addressed by your staff.
A sDecial note regarding the RFlD EAS Securitv Svstem:
285 1 Cole Court Atlanta, GA 3007 1
Tel. 1-877.207.31 27 www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
If your library will be purchasing ITG's RFlD security system, there is one important consideration to make
relating to the Post-Installation Phase of your RFlD implementation. Assuming that your tag-programming
phase has been ongoing for up to several months, and that you have followed ITG's recommendation that all
items are tagged with the security bit "ON", many (if not all) library items that are still checked out at the
time that your RFlD equipment is installed will be capable of triggering the security gates as the items are
returned. Of course, if your library has a return chute or return desk outside where the security gates are
installed, this is not an issue. However, if customers have to pass through the security gates in order to
return items, we recommend following one of the two methods in order to prevent unnecessary triggering of
the security system:
Method 1 - Assuming that the library staff starts using the RFlD staff stations to check items out (which
turns the security off) at the same time that the security gates are installed, we suggest leaving the security
gates turned "OFF" for the first two to three weeks after RFlD check-outs begin. Items that were previously
checked out (with the security still "ON") can then be returned without setting off the gates while, at the same
time, outgoing items are turned "OFF". The usual rate of circulation should allow you to turn the gates on
after two or three weeks and still keep the number of unnecessary alerts to a minimum.
Method 2 - Once approximately 75% of your library collection is tagged, the library staff could begin using
the RFlD Staff Stations for "Security OFF Only" mode (for check-outs) and "Security ON Only" mode (for check-
ins) prior to full implementation. Of course, these additional steps of turning the security on or off on each
transaction would slow down all transactions at the circulation desk. But this method would allow you to
activate your EAS Security System at the same time as your staff begins using RFlD Staff Stations and Return
Stations.
-
Prices
105. Is the Sirsi SIP2 capability included in the cost of the license?
No.
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Apex RFID Implementation Timeline
Scope
This document outlines the various phases and their approximate timefiames for implementing Apex RFID
solution(s) into a library or library system It is not intended as a “how-to” installation guide for these systems.
Detailed installation instructions are available by contacting the ITG technical support department.
This documentation covers only systems designed by Integrated Technology Group (ITG) using WID components
developed by Tagsys, Inc.
Contacting Us
For all questions and comments, please contact ITG’s technical support department. We also welcome your
feedback in order to help us improve this document.
Telephone: (877) 207-3 127 (xl12)
E-mail: support@,ITGtek.com
Fax: (800) 466-1 165
Overview
ITG’s Apex MID solution is implemented in three (3) phases:
1- 1. TaggingPre-Installation Phase
2. Installation Phase
3. Post-Installation Phase
The TaggingPre-Installation Phase begins once an approved purchase order is submitted to ITG and the order is
processed into ow system. This phase continues throughout the period when the library collection is being tagged,
but the actual date when tagging begins is determined by you, the customer (see later section on Tagging
Timefiame). Tagging can begin in as little as three (3) weeks from order entry. The actual timefiame for this phase
will be determined by the amount of time required to tag your entire collection (or any applicable deadlines).
The Installation Phase may begin at any time prior to the actual frnsh date of your tagging operations, but no less
than three weeks prior to the desired installation date. Some of the early activities included in the Installation Phase
actually occur during the final weeks of your tag-programming operations.
The Post-Installation Phase begins once all RFID equipment is installed and the library staff is trained. In tbss
phase, ITG performs ongoing post-implementation activities as required, so there is no direct end-date timefiame for
hs phase.
Tagging/Pre-Ins talla tion Phase
During the Taggincre-Installation Phase, tagging requirements are determined and the tag-programming software
is configured to your library specifications. Then, all tags and tag-programming equipment are shipped to the
library to begin converting the library collection to WID. The library staff is given instructions and/or training on
how to program RFID tags and add them to the various items in the collection. Subsequent tasks (building self-
check systems, etc.) continue during the time that the library staff is tagging their collection.
/I The length of time of the Tagginore-Installation Phase varies according to the number of items in the collection to
be tagged, the number of programming stations used to program tags and the number of persons assigned to perform
and assist with the tagging operation.
Page 1 of 4
RFID Implementation Timeline
Revision 1.0 43 February-2005
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.3127
www.inteclratedtek.com
A Division of Vernon Library Supplies, Inc.
N % 5
rn
$ g
d
$ 5
In
g
Timetable
The following matrix provides a general outline of activities that occur during the Tagginflre-Installation Phase of
your RFID implementation. The timeline given outlines the preferable or “most likely” week of occurrence, but
- and installation to customer.
verify that all needed info has been obtained.
ITG development team.
proof creation
software.
1) Review Tag-programming Questionnaire with customer and
2) Review tag-programming configuration requirements with
3) Receive artwork for overlays and submit to production for
1) ITG development team customizes tag-programming
2) Begin production of overlays.
3) Follow-up with customer, give progress report and address
4) Review training requirements with customer.
1) Verify software readiness.
2) Verify overlay readiness.
3) Verify shipping info with customer and ship tag-
any outstanding issues (if needed).
programming stations, training materials, tags and overlays
to customer.
4) Review training materials with customer
1) Send SIP2 Questionnaire to customer to determine software
configuration requirements and customer preferences (tag
sorting, etc.). 2) Review any outstanding planninghstallation questions with
customer. 3) Request list of patron and item numbers (and test materials,
2) Check inventory for requested items, order any needed
components.
3) Send Tag-programming Questionnaire to customer to determine item identification (mandatory) and sorting
(optional) requirements.
4) Send copies of all materials/documents needed for planning
\o 3 $
b 3 5
00 % $
m
$ g
numbers with customer and verify that all needed info has
been obtained.
development team.
sample, if purchased).
2) Review SIP2 configuration requirements with ITG WID
3) Submit order for VECO cabinet (include custom color
1) ITG development team begins customization of software.
2) Verify remote accessibility (Tehet) to customer’s SIP2
3) Receive sample items from library collection (if requested).
4) Follow-up with customer, give progress report, address any
1) Software completed and ready for testing.
2) Begin testing of VJXO application functionality and remote
3) Review test results with customer, address technical issues
4) Follow-up with customer, give progress report and address
1) Target date for final resolution of any outstanding
2) Follow-up with customer, give progress report and address
vendor/server.
outstanding issues (if needed).
SIP2 connectivity.
(if any) and work to resolve.
any outstanding issues (if needed).
connectivity/functionality issues.
any outstanding issues (if needed).
I if required) from customer. I 1) Review the SIP2 Questionnaire and sampldtest patronlitem
determining item identifier requirements and tag sorting
preferences (if requested).
2) Create and finalize artwork for vinyl tag overlays.
1) Return completed Tag-programming Questionnaire to ITG (via
2) Submit artwork for label overlays (send image file to ITG).
fax or e-mail) and review with ITG support team.
1) Address any outstanding technical issues with ITG technical
support (if needed).
1) Receive equipment
2) Review training materials and review with ITG
3) Train staff 4) Begin tagging collection
1) Review the SIP2 Questionnaire and begin determining software
configuration requirements and customer preferences.
2) Compile list of sample patron and item numbers for use during
testing.
3) If custom color option for Self-check or EAS Security systems
was ordered, customer needs to send a woodflaminate color
sample(s) to ITG for color-matching.
1) Return completed SIP2 Questionnaire to ITG (via fax or e-mail)
and review with ITG support team.
system testing). 2) Arrange to allow ITG access to your SIP2 server (needed for
3) Send list of sample patron and item numbers to ITG (for testing).
4) IF REQUESTED by ITG, gather sample items from active
1) Address any outstanding technical issues with ITG technical
collection for testing and ship to ITG.
support (if needed).
1) Address any outstanding technical issues with ITG technical
support (if needed).
1) Address any outstanding technical issues with ITG technical
2) Schedule installation of EAS security system with library’s
support (if needed).
preferred contractor/installer.
Page 2 of 4
WID Implementation Timeline
Revision 1 .O February-2005
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.3 127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
# of Items in collection
Using 1 station
Using 2 Stations
Using 3 Stations
Rate of Tagging Operation
The general assumption is that your library should be able to program and tag items are the rate of 20,000 items per
month, (approx. 5,000 items per week), per tag-programming station. This is only a rough estimate, and assumes
one person per tag-programming station, dedicated to full 8 hour work day dedicated strictly to tag-programming.
Of course, by assigning additional personnel to assist, the overall rate of tag-programming can be increased
considerably. Conversely, by reducing the hours per daylweek dedicated to tag-programming, the rate of
completion will decrease.
50,000 100,000 150,000 200,000 250,000
10 weeks 20 weeks 30 weeks 40 weeks 50 weeks
5 weeks 10 weeks 15 weeks 20 weeks 25 weeks
3.5 weeks 7 weeks 10 weeks 13.5 weeks 17 weeks
Given a deadline, when should you begin tagging your collection?
In order to estimate the time required as in order to complete tagging operations within a given deadline, use the
table below to determine how many tag-programming stations will be needed. Note that the following table follows
the assumptions of 5,000 items per week (20,000 items per month) per tag-programming station, as noted in the
previous section:
3 0 8 $ 'E tY
1) Verify receipt of equipment.
2) Address any outstanding questions regarding installation of
EAS Security System with library's preferred installer (if
needed).
1) Have EAS Security Systems installed by preferred
contractor/installer.
Example: The Main Library has a collection of 150,000 items in their collection, and is given a deadline of 4
months (1 6 weeks) to have all items in the collection tagged. According to the table above, the library will need to
use at least two (2) tag-programming stations (with at least one person per station) in order to meet the deadline.
7 3 .3 8 L& 3
Given the table above, you should be able to determine when to begin your tagging operation. Keep in mind that by
dedicating additional staff to the tagging process you can increase the rate of items tagged in a given time period.
1) Install and test remaining RFID equipment (Self-check
2) Configure and test EAS Security System.
3) Conduct training in use and support of all WID systems
1) Assist in staff training (to address operations or procedural
systems, staff stations, etc.). questions, etc.).
installed.
Installa tion Phase
During the Installation Phase of your RFID implementation, all WID Staff Stations, Return Stations, Self-check
Stations and Security Systems are installed and configured. The following matrix provides a general outline of
activities that occur during the Installation Phase. The timeline given is outlines the weeks preceding the final
installation date:
Timetable
1) Discuss datehime of installation with customer training schedule for staff training on all WID
equipment.
training schedule.
2) Coordinate with ITG regarding dateltime of installation and
travel arrangements accordingly.
2) Coordinate training schedule with customer.
3) Final equipment shipped to customer. m
WID Implementation Timeline
Revision 1.0 February-2005
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Pos t-lnstalla tion Phase
During the post-installation phase, your ITG Technical Support representative will work with you to address any
outstanding questions or issues. Once your WID systems are fully implemented, we will be able to advise you on
how best to customize your WID solution to better suit specific operational needs as they are addressed by your
staff.
A special note regarding the WID-400 EAS Securitv System:
If your library will be purchasing ITG’s RFID-400 security system, there is one important consideration to make
relating to the Post-Installation Phase of your RFID implementation. Assuming that your tag-programming phase
has been ongoing for up to several months, and that you have followed ITG’s recommendation that all items are
tagged with the security bit “ON”, many (if not all) library items that are still checked out at the time that your RFID
equipment is installed will be capable of triggering the security gates as the items are returned. Of course, if your
library has a return chute or return desk outside where the security gates are installed, this is not an issue. However,
if customers have to pass through the security gates in order to return items, we recommend following one of the
two methods in order to prevent unnecessary triggering of the security system:
Method 1 - Assuming that the library staff starts using the RFID staff stations to check items out (which tums the
security off) at the same time that the security gates are installed, we suggest leaving the security gates turned
“OFF” for the fnst two to three weeks after RFID check-outs begin. Items that were previously checked out (with
the security still “ON) can then be returned without setting off the gates while, at the same time, outgoing items are
turned “OFF”. The usual rate of circulation should allow you to turn the gates on after two or three weeks and still
keep the number of unnecessary alerts to a minimum.
Method 2 - Once approximately 75% of your library collection is tagged, the library staff could begin using the
RFID Staff Stations for “Security OFF Only” mode (for check-outs) and “Security ON Only” mode (for check-ins)
prior to full implementation. Of course, these additional steps of turning the security on or off on each transaction
would slow down all transactions at the circulation desk But this method would allow you to activate your EAS
Security System at the same time as your staff begins using WID Staff Stations and Return Stations.
“-
Page 4 of 4
FWD Implementation Timeline
Revision 1.0 9Q February-2005
f--
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3 127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Sections V and VI
The Integrated Technology Group (ITG ) is built upon Vernon Library Supplies’
decades of experience in bar coding, security and library circulation. The
company has provided North American libraries with self-service check-out
systems since 1997. The latest model, the Apex XpressCheckTM, is a third
generation machine that builds upon the technology developed for the two earlier
models and on years of experience examining patron/machine interactions. The
system is renowned for its superior reliability and incomparable modularity.
ITG began its migration to RFlD technology in February of 2002 with a thorough
investigation of existing library RFlD offerings and RFlD tag and hardware
manufacturers, focusing on products that would surpass all others in accuracy,
speed, economy and ease of use. This exhaustive investigation culminated in
July of 2002 with the signing of a partnership agreement with Tagsys, the world’s
leading manufacturer of RFlD tags and readers designed specifically for libraries.
ITG’s partnership decision was greatly influenced by the Tagsys total systems
approach that ensures problem-free interfaces between RFlD tags and RFlD
hardware.
ITG has experience working with library systems with multiple branches. The
Sequoyah Library System, ITG’s first customer, implemented Apex RFlD in one
branch in 2002, installed it for protection of a special collection in another branch
in 2004 and is about to “go live” in a brand new branch next month. ITG’s
customers have collections larger than Carlsbad’s as well as smaller than
Carlsbad’s. Apex RFlD has been chosen by three libraries using Sirsi: the
Warren-Newport Public Library (IL), the Speedway Public Library (IN) and the
Hattiesburg Public Library (MS).
,-
The Warren-Newport Public Library in Gurnee, IL is strikingly similar to Carlsbad
in terms of ILS, circulation, collection size, physical design, and hours of
operation. Like the Dove library, Warren-Newport had three in-wall book return
chutes in parallel as well as free standing book drops outside (the three chutes
were replaced by one RFlD book returnlsorter). Like Carlsbad, it also utilized 3M
TattleTape security prior to migrating to RFID. And like Carlsbad, Warren-
Newport understood the potential value that automated returns and sorting could
provide. For all of these reasons, the Warren-Newport experience can provide
Carlsbad with valuable input as it moves forward in migrating to RFID.
Warren-Newport’s tagging strategy was one that Carlsbad may also want to
emulate. The easy, mistake-proof Apex RFlD tagging system made the library
feel comfortable using the services of volunteers for converting its collection.
Most of the volunteers were elementary age children fulfilling their summer
-
37
2851 Cole Court Norcross, GA 30071 Tel. 1-877.207.31 27 www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
community service requirements. The library leased tagging kits from ITG in
addition to the OneCheck staff stations that it had purchased so that most of the
collection could be completed during the summer. While some staff did get
involved in the process, the library spent a total of just $1000 in additional labor
expense to tag its entire collection.
The RFlD system “went live” at the end of 2003 with the installation of two self
service Apex RFlD XpressChecksTM , staff check-out stations at the circulation
desk, a back-room check-in station and security gates. Warren-Newport has two
sets of security gates, one a dual aisle system installed directly into the floor and
the other a single aisle installed using an ITG supplied steel base plate. As a
result of the extensive pre-install configuration work done by ITG in cooperation
with the library’s staff, all components were ready to go to work as soon as they
were installed and wired.
In August 2004, ITG installed a 5-bin automated returns/sorting system at
Warren-Newport. There had previously been three book return slots into which
patrons were instructed to sort their returns: children’s, AV and everything else.
These were replaced with one chute. The sorting diagram included in this RFP
response packet shows the Warren-Newport configuration. One bin was
designated for holds (there is an audio alert and a holds ticket prints
automatically whenever an item is directed into this bin) and one for exceptions
(items without tags, etc,). ITG programmed the system to direct items into the
remaining three binds according to library defined criteria.
c
The impact of the retums/sorting system was instantaneous and dramatic.
Within just a day or two, a workroom that had been filled to the brim with
materials waiting to be reshelved was cleared out. The video included on the CD
was filmed by a local television station and tells the story best. As you can see
there, the library was so proud of the system that it decided to install a closed
circuit camera next to the sorter so that patrons would be able to see what is
happening after they drop their items into the returns slot. The library continues
to use a free standing outdoor book return. Each morning, and sometimes
during the day, a staff persons wheels the bin into the workroom and feeds
materials into the sorter. This procedure has proven to be quite efficient and
certainly cost effective.
Warren-Newport will soon be taking another step in the direction of self service
with a total reconfiguration of its circulation area that will include a total of four
Apex XpressChecks. This reflects the total confidence that the library has with
the Apex RFlD system and the ease with which both staff and patrons have
adapted.
r
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
ANNUAL MAINTENANCE AND SUPPORT FOR APEX RFID PRODUCTS
(a) Surmort. Integrated Technology Group (ITG) will provide Customer maintenance and
support services on an annual basis subject to payment of the annual Product Support Fee. The following
maintenance services will be provided during the Period as described below.
All Hardware Product components, with the exception of consumable parts (e.g.,
print heads, ribbons, etc.), which fail, shall be replaced fiee of charge unless such
failure is caused by Customer, as determined in ITG's sole discretion. All
replacement parts, be they new or parts of equal quality, will be provided on an
exchange basis.
In the event that Customer reports any material bugs or defects in the Software,
ITG shall use commercially reasonable efforts to correct or replace the Software or
provide the services necessary to remedy any programming error attributable to
ITG and that significantly affects the functionality of the Software.
ITG shall provide points of contact for Customer to report all Product problems,
failures and defects. Customer shall designate specific employees who will be
directly trained directly by ITG in all aspects of the products, including trouble
-shooting. These, and only these employees, may contact ITG for matters related
to this Agreement. For the purpose of product ITG is not obligated to respond to
any other employees except those specifically designated.
ITG support shall be available during all regular operating hours of the library.
ITG shall respond within 24 hours to determine the nature of the error or defect in
the product. ITG shall provide the maintenance and support services during the
service period by telephone, facsimile, email, modern, on site visit or any other
means which its deems appropriate, at its sole discretion, to adequately provide
those services.
ITG shall supply Customer without charge any and all updates, improvements,
modifications and releases to the Licensed Programs that ITG makes available to
its licensees generally without charge, provided that ITG reserves the right to
charge separately for new options or new applications that, in the mscretion of
ITG, constitute a new software product.
Maintenance services to be provided by ITG under this Agreement do not include:
Correction of errors arising fiom changes, alterations, additions or
modification by persons other than the employees or agents of ITG or caused
by the operation of the Product other than in accordance with the operating
specifications;
Correction of errors arising fiom the fault, neglect, misuse or omission of the
Customer or its servants, agents, contractors, or invitees, or any other person
whether or not that person is under the control or direction of the Customer;
Rectification of errors or defects caused by the incorrect or unauthorized use,
modification, revision, variation or translation of the software by the
Customer or its servants, agents, contractors or invitees;
Repair of damage arising fiom the failure or surge of electrical power, fusion,
fire, air conditioning malfunction, damage caused in transportation or any
59. ANNUAL MAINTENANCE AND SUPPORT FOR ITG APEX WID PRODUCT'S Page 1 of3
,- 2851 Cole Court Atlanta, GA 30071
Tel. 1 -877.207.3 127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
other environmental factor or cause other than a cause arising fi-om normal
use of the Product.
Correction of errors caused by the use of computer programs not licensed by
ITG for use by the Customer.
(b) Assignment of Warranties on Hardware Products. In addition to ITG’s obligations under
the Maintenance Agreement, ITG hereby assigns to Customer all rights of ITG under any manufacturer’s
warranties applicable to Hardware Products purchased under this Agreement to the extent such assignment is
permitted under such warranties. Such assignment will be effective upon payment of the Total Purchase Price
and all other charges invoiced for the shipment of the Products. Except as provided hereunder or pursuant to
an executed Maintenance Agreement, ITG shall have no obligation to provide maintenance support or other
services for Hardware Products purchased under this Agreement.
(c) Limitation on Services. Notwithstanding the above, in the event that Customer or any third
party enhances, modifies, alters or otherwise makes any change to the Products without the prior express
written consent of ITG, ITG shall have no obligation whatsoever to provide maintenance or support of such
Products at any time after such enhancement, moddication, alteration or change. Notwithstanding anydung
herein to the contrary, ITG’s obligation to provide maintenance and support for the Licensed Programs shall
extend only to the most recent version and the next most recent version of the Licensed Programs provided to
Customer. -
(d) Umrades. The information technology industry is very dynamic and marked by frequent
product replacement and upgrades. With respect to hardware and hd party software, Customer retains the
responsibility for the costs of purchase and installation of upgrades necessary to maintain the functionality
of system.
(e) Customer Obligations. During the term of this Agreement, Customer shall do the
following:
(i) Customer shall provide ITG with sufficient documentation, information,
assistance, support and test time on Customer’s computer system, to duplicate any reported problems, certify
that the problem is with the Products, and certify that the problem has been corrected.
(ii) Customer shall perform problem definition activities, and any remedial or
corrective actions, as described in the Licensed Programs customer manuals and other system documentation
provided to Customer by ITG, prior to seeking assistance fiom ITG.
(iii) Customer shall provide ITG’s Maintenance personnel with proper and safe
access to the equipment and software at all requisite times for the purpose of providing the maintenance
services.
(iv) Customer will provide ITG with at least 30 days written notice of the
Customer’s intention to move the equipment to a location other than the premises.
Total Annual Support Fee for Products Listed Below
Start Date: Termination Date:
Products covered under this contract:
cpo ANNUAL MAINTENANCE AND SUPPORT FOR ITG APEX RFID PRODUCTS Page 2 of 3
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Agreed upon on day of month,
Signature below indicates agreement to all written terms:
Vernon Library Supplies, Inc.
d.b.a. Integrated Technology Group
Customer:
Print name Title Print name Title
Signature Date Signature Date
2851 Cole Court
Norcross, GA 30071
Street:
City:
State: Zip:
Phone:
Fax:
E-mail:
,-
ANNUAL MAINTENANCE AND SUPPORT FOR ITG APEX WID PRODUCTS Page 3 of 3
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Section Vlll - Additional Information
The following documents are included in this section:
Apex RFlD Vendor Profile
What Makes Apex RFlD the Most Technologically Advanced and User Friendly
System in the World
Apex RFlD Answers to Frequently Asked Questions
Apex XpressCheckTM Answers to Frequently Asked Questions
Apex RFlD Components
In addition to the documents listed above, please see the enclosed CD for Apex
RFlD Planner’s Guides that specify in detail all components included in each
application.
2851 Cole Court Norcross, GA 30071 Tel. 1-877.207.31 27
wwwhtearatedt ek.com
A Division of Vernon Library Supplies, Inc.
Apex RFlD -Vendor Profile
The Integrated Technology Group (ITG) is a wholly owned division of Vernon
Library Supplies, Inc. ITG was established in October, 2004, to provide the
necessary infrastructure for the quickly growing technology sector of the parent
company. Vernon Library Supplies, Inc. was established in 1973 as a full service
library supplies, equipment and furniture provider, manufacturing much of what it
sells. The company has distinguished itself through its offerings of high quality
products at guaranteed low prices and its focus on providing cutting edge
technology to North American libraries.
The company is headquartered in Atlanta, GA. It was founded by Anthony
(Tony) Vernon, a pioneer in the library supplies business. Majority shares of the
company, an “’S” corporation, are held by a woman, Judy Robkin. Her husband,
Shai, is company president.
ITG is built upon Vernon’s decades of experience in bar coding, security and
library circulation. The company has proved North American libraries with self-
service check-out systems since 1997. The latest model, the Apex
XpressCheckTM, is a third generation machine that builds upon the technology
developed for the two earlier models and on years of experience examining
patrodmachine interactions. The system is renowned for its superior reliability
and incomparable modularity.
-
-
ITG began its migration to RFlD technology in February of 2002 with a thorough
investigation of existing library RFlD offerings and RFlD tag and hardware
manufacturers, focusing on products that would surpass all others in accuracy,
speed, economy and ease of use. This exhaustive investigation culminated in
July of 2002 with the signing of a partnership agreement with Tagsys, the world’s
leading manufacturer of RFlD tags and readers designed specifically for libraries.
ITG’s partnership decision was greatly influenced by the Tagsys total systems
approach that ensures problem-free interfaces between RFlQ tags and RFlD
hardware.
ITG’s vast experience in the area of library technology made the development of
Apex RFlD systems a natural extension of work previously done. Every aspect
of Apex RFlD has been designed with the Pareto Principle in mind. That
principle puts forth the theory that in almost every aspect of life, it is 20% of one’s
resources that account for 80% of the result (conversely, 80% of one’s resources
account for only 20% of the result). With Pareto in mind, ITG’s developers
closely scrutinize different approaches to solving the various problems that
libraries confront to ensure that maximum benefit is achieved from a minimum
investment in resources.
-
285 1 Cole Court Norcross, GA 3007 1
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
The Apex RFID project team is headed by two company veterans, Scott
Hackstadt, ITG’s director of technology, and David Denton, director of
software development. They have a combined total of close to 25 years working
with libraries and over 14 years experience with self check-out systems.
One size must definitely does not fit all. Apex RFlD and XpressCheckTM
solutions are therefore designed with flexibility and modularity in mind.
Recognizing the importance of an aesthetic fit within the library’s environment,
Apex components may be ordered with custom millwork. Apex XpressCheckTM
systems can be made to match the library’s decor and Apex RFlD security
pedestals can be covered with customized wood finishes.
Apex RFlD is second to none. In addition, Vernon’s RFlD Rewards Program
puts 20 cents of every dollar you spend on products from its catalog towards the
purchase of RFlD systems and support services from ITG (program effective
8/1/02).
Apex RFlD must beseen to be fully appreciated. An ITG representative would
be delighted to demonstrate the power of Apex RFlD in your library. Please call
to arrange for an on-site visit. rc-
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.31 27
www .intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Apex RFlD
What Makes Apex RFlD the Most Technologically Advanced and
User Friendly System in the World
While all of the information below is described in full in other documents
describing Apex RFID, we thought it might be useful to point out just a few of the
features that make it the most advanced and user friendly system in the world.
1) TAGS and TAGGING
A) Tag all materials directly, including CDs and DVDs
B) ISO-18000-3 compliant read/write tag
C) Choice of self adhesive preprinted tags or plain tags used with custom
D) Preprinted tag covers available with sequential bar coding
E) To program tag, just place item on RFlD reader and scan bar code.
Guaranteed fastest conversion process.
F) Programming station checks automatically to see if all digits in the bar
code have been scanned.
G) Security bit is automatically turned on and sorting information, if
applicable, is written to the tag.
H) No connection to library’s database needed
I) Availability of Programming Station Lease Kits J) Tagging stations double as staff circulation stations
K) Availability of electronic tag programming/dispensing unit for purchase or
preprinted protective covers
lease.
2) STAFF CIRCULATION STATIONS
A) Option of operation with or without SIP2
B) Security bit is automatically deactivated or reactivated as materials are
C) Library may choose to keep ILS circulation screen in view at all times.
D) Easy-to-use drop down menus to change from check in to check out
E) May continue to be used even when library’s server is down
F) Circulate one item at a time module or multiple items simultaneously in a
G) Can automatically show sorting information embedded within tag
H) Circulation staff may only rarely need to touch materials as they are being
checked out.
I) Mount RFlD reader out of sight under the circulation desk
checked out or checked in.
stack
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
3) PATRON EXPRESS SELF CHECK-OUT STATIONS
A) Check multiple items in a stack simultaneously or one at a time
B) Will handle bar coded as well as RFlD materials
C) Available in counter-top or free-standing models
D) Customized finishes to match library’s decor
E) Intuitive usage featuring step by step instructions with graphics, text
messages and audio messages, all of which are easily customizable by
library staff
F) Multiple language options
G) Security bit is automatically deactivated as materials are checked out
H) Receipt shows not only the items that the patron has checked out but also
those that he/she attempted to check out but was blocked from doing so.
I) Touch screen monitor, linear imager bar code scanner, and high-speed, non-jamming thermal receipt printer.
J) Remote messaging to staff indicating blocked patrons and blocked items K) True patron self service system - NOT a staff assisted self service system
4) SECURITY
A) Lowest false alarm rate of any system used in libraries today
B) Virtually no dead detection zones (highest detection rate of any security
C) No connection to a separate computer server
D) May be mounted to the floor or installed on portable base plates
E) Available in standard plastic or customized wood covers
F) Unique “bursting” security bit that does not require tags to be interrogated
G) Identify item numbers of those materials setting off security alarm
H) Built-in patron counter
system available to libraries)
individually by the security pedestals
5) AUTOMATED BOOK RETURN
A) Reads items instantaneously and updates database as they go through
B) Automatically reactivates security bits
C) Library users may continue to insert materials into book drops as they
D) Audio alert and printing of hold ticket when items on reserve come through
book chute
have in the past
the drop
rc
rc
2851 Cole Court Norcross, GA 3007 1 ’ @chmin&y Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc. E) Printed reports showing all items checked in or
llrwp
items on reserve that have been checked in
F) Option of providing receipts to customers
6) SORTING
A) Both Automatic and “Manual Assist’’ options
B) Library users may continue to insert materials into book drops as they
C) Modular design allows library to start with just a few bins, adding more as
D) Sorting based on information from library’s database or from the RFlD tag
have in the past
needed
7) SHELF READING
A) Inventory part or all of the library’s collection by waving ergonomically
B) May be used in either batch or real time wireless modes
C) Will search for a single or a specified group of items and alert user when
0) Can alert user when item has been mis-shelved (within a range specified
designed wand along the base of shelves
found
by the library)
8) GENERAL
A) One tag that does it all
B) Fast and friendly technical support
C) Modular and flexible product designs to facilitate servicing and upgrades
D) Use with any ILS
E) Competitive pricing
F) Unparalleled commitment to customer satisfaction
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Apex RFlD
Answers to Frequently Asked Questions
TAGS
1. What kind of tag does Apex RFlD use? The Tagsys Folio 320 is
an IS01 8000-3 compliant read/write passive tag operating at 13.56
MHz. It has a 256 bit memory organized into four data blocks, each
of which can be independently locked. In addition to the item
identification (bar code) and security bit, the Folio 320 may hold
additional information as defined by the user, such as item type (e.g.
“reference”) or multi-part set information (e.9. “Part 1 of 4 part set”). .
Bibliographic information should not be programmed into the tag; the
item identification (bar code) number can be used to effectively
access the item record in the database, which should be the single
repository of bibliographic information. Like its Folio 20 predecessor,
the Folio 320 utilizes a special bursting security bit that is detected by
the BurstBusterTM security gates unless it has been turned off. Tags
may be custom imprinted with the library’s name, logo, etc. The
standard tag, designed for use on books, videos, audio books and
bagged or boxed sets measures 1.7” x 1.96”. The CDlDVD “donut”
tag is approximately 1.56” in diameter. The maximum thickness of
any part of any of the tags is 18 mil (.018 inch). Tagsys tags have
proven their durability over many years of use and have been tested
with over 100,000 readlwrite cycles. Tags are guaranteed for the life
of the items to which they are applied.
2. Can the Tagsys tag be used with other RFlD readers and can the
readers used with Apex RFlD systems read other tags? Tagsys
believes in standards and is pleased to be a member and major
contributor to the IS0 (International Standards Organization) 18000-3
standard, the very first to address RFID. ISO-18000-3 defines a
standard set of communication guidelines for 13.56MHz RFlD tags.
(NOTE: Some companies have tried to promote an earlier standard,
ISO- 15693, as an RFlD standard. While the ‘prior art” of /SO-I 5693
was incorporated into /SO- 1 8000-3, unlike /SO- 18000-3, it is not an
RFlD standard. ISO-15693 was developed for contact-less access
control cards, which, though similar in certain aspects to RFID, does
not contain precise guidelines for several RFlD features). While ISO-
18000-3 establishes a standard for RFID, it is a general technology
standard, not an application standard specifically designed for
rc
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
libraries. In theory, this means that all tag and reader manufacturers
that adhere to the standard will be capable of reading each other’s
tags. In practice, however, it is important to remember that tags and
readers are designed to work together within a matched component
system and that full functionality is dependent on this appropriate
match. As a manufacturer of both tags and readers, Tagsys is
particularly well suited to ensure this match.
3.
4.
5.
6.
7.
What is the read range of the tag? While the security gates are
capable of reading information within the 36” aisle width, the other
readers used with the system can read from a distance of no more
than 6”. This range is large enough to provide valuable multiple tag
reading functionality while limiting the possibility of reading
extraneous tags.
Are preprogrammed tags available with an imprinted bar code
number available? Yes. However, Integrated strongly discourages
the use of preprogrammed tags. They are significantly more
expensive (approximately double the cost of standard tags) and will
not provide time savings since the Apex tag programming application
is so quick and easy to use. Following the initial conversion, the
library may want to order custom printed overlays that include a bar
code number.
Where on books and other print materials should tags be
affixed? It is generally recommended that tags be placed at the
bottom of the inside of the back cover as close to the spine as
possible. Actual height of the tag placement should be staggered in
approximately four different positions according to a template
provided by Integrated.
Should a protective cover be placed over each RFlD tag that is
placed in a book? Using protective covers is cost effective and
provides additional protection for the RFlD tag while camouflaging its
purpose. Integrated’s parent company, Vernon Library Supplies,
Inc., is a custom label printer capable of printing symbols and logos,
in addition to text, on these tag overlays. These overlays may also
be printed with sequential bar code numbers eliminating the need to
apply an additional bar code label to new items.
Where on CDs and DVDs should tags be affixed? The CD/DVD
“donut” tag may be directly affixed to disks that have no metallic
content in their inner circles (where no data is stored). Standard tags
should be affixed to cases for those CDs and DVDs that have
metallic content.
8.
9.
IO.
11.
12.
13.
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.31 27
www.integratedtek.com
A Division of Vernon Library Supplies, Inc.
Can the “donut” tag be stamped, written upon, or covered with
an identity label? Yes to all.
Where on videocassettes should tags be affixed? The standard
tag can be affixed directly to the face of the video, in most cases
covering one of the windows.
Where on audiocassettes should tags be affixed? RFlD tags are
not designed to be placed directly on audiocassettes (not an
attractive option from an economy standpoint). Standard RFID tags
should be placed on audiocassette cases and audio book albums.
Are there any materials to which an RFlD tag cannot be applied?
RFlD tags should not be placed inside of metallic materials. Metallic
book jacket covers should be avoided. In those cases, the library
may choose to make a photocopy of the original cover. Where this is
not possible (paperbacks), the RFlD tag may be placed on the
outside of the cover.
How are multi-part items tagged? The library may decide to use
only one RFlD tag per item, regardless of how many parts that item
may include. If it does so, it may tag the case or one of the parts.
(We recommend that the last part of a set be tagged since that is the
one most likely to be left in the patron’s player.) If individual item
parts are uniquely identified in the library’s circulation database, they
may be individually fagged and identified with their item identification
numbers. If the library’s circulation database is not set up to uniquely
identify the individual item parts, it still is possible to include
information in the tag indicating, for example, “part 1 of a 4 part set.”
Doing so secures each part independently and informs the library or
patron if all parts of a multi-part set are present at the time of check-
out and check-in.
How are tags deactivated, removed or replaced when they are
discarded from the collection? Cutting of a tag’s antenna circuitry
will render it inoperable. Should the library desire to remove the tag
from the item, it should use an adhesive or label remover such as
“u n-d u .’I
PROGRAMMING OF TAGS (CONVERSION)
/-“ 14. What is the Apex RFlD approach to retrospective conversion
(programming of tags)? The scanning of an item’s existing bar
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
code is all that is necessary to program the item ID number into the
tag and activate the tag’s security bit. If desired, the RFlD tag may
be placed on the item prior to programming (back inside cover at
bottom near spine for books and under the face label, over a window
or under the spine label of a video). It is best to program a CD and
DVD tag before applying it to the disk. The library may choose to
cover RFlD tags with custom printed protective overlays. If desired,
sorting information (branch ownership and shelving area), item type
information (e.9. “reference”) and multi-part set information may also
be written to the tag. It is anticipated that the conversion process will
be done on a section by section basis. Therefore, sorting and item
type information need not be individually set for each individual item
since that information will be the same for all items in any particular
section. Note that this process does NOT require communication
with the library’s ILS. It therefore can be done as quickly as the staff
person is capable of placing an item on the reader, scanning the bar
code and checking a field on the monitor to see if the conversion was
successful. During the retrospective conversion process, the library
may choose to place a computer workstation or laptop on a mobile
cart that may be wheeled through the aisles. Programming can be
done using the OneCheck Staff Station, the Flexcheck Staff Station
or the FastFOLlO programmer/dispenser.
15.
16.
17.
,-
Is the information in the tag encrypted? No. However, in a
sense, because no bibliographic information is programmed into the
tag, a form of encryption is automatically present. The item
identification number is random and it is only through access to the
library’s database that bibliographic information is known. Encryption
is also non desirable from an intersystem interoperability perspective.
How long does it take to program a tag? It only takes a second or
two to program the tag. Most of the time needed for collection
conversion consists of placing the tag and overlay on the item. A
single individual working at a steady pace can easily convert over
20,000 items a month (without overtime!). Use of the FastFOLlO
programmingldispenser system will speed the process up even
further.
Is there any verification process to ensure that tags are
programmed correctly? The programming station is configured so
as to ensure that all of the digits in the bar code are read from the bar
code label and written to the tag. Experience has shown that this
effectively eliminates programming error. If the library chooses, it
may allow the operator to verify the information on screen before
writing it to the tag.
18.
19.
20.
21.
22.
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.31 27
w.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Are any leasing options available to facilitate the initial
conversion process? To help expedite the conversion process,
Integrated offers a tag programming leasing program. The
FastFOLIO programmer/dispenser may be leased by itself or in a kit
that also includes a laptop computer and bar code scanner.
Alternatively, a less expensive programming kit is available that
includes an RFlD pad along with a laptop computer, bar code reader,
and software. Library may choose, however, to lease only those
components needed. A three month minimum lease is required.
Is there any reason that a tag should be placed on an item but
not programmed at the very same time? No. The programming of
the tag is so fast and easy that this option should not even be
considered. Furthermore, not programming a tag at the same time
as it is inserted into the item can easily lead to confusion.
Once a tag has been programmed, can it be reprogrammed at a
later tim-e? While an option does exist to allow the bar code on tags
to be reprogrammable, we strongly recommend that the
programming station be set so that once the bar code number has
been programmed into the tag, the number is “locked” and may not
be changed. Other information may, however, be changed easily at
any time.
Once the initial conversion is completed, how should the library
process new materials? We recommend that the library continue to
bar code its materials as usual or have bar code numbers printed on
tag overlays. From that point forward, the tagging process described
above should be followed. The library may choose to have books
processed with an RFlD tag by an outside vendor (Baker and Taylor,
Ingram, etc.). The library may decide to have the vendor program
the tag as well, but, if the library chooses to put sorting or item type
information into the tag, we recommend that the actual tag
programming (as opposed to tag insertion) be done by the library
itself.
Once the library is using RFID, will it be able to dispense with
putting bar code labels on items? For the foreseeable future,
libraries will continue to need bar codes for the purposes of
interlibrary loan. And since an eye-readable number is needed
should the library lose electrical power, it makes sense to have a bar
code backup as well. As noted above, following the initial
conversion, libraries may choose to have the bar code imprinted on
the tag overlay.
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
23. Can the RFlD reader used for tag programming stations be used
for any other purpose? The FastFOLlO programmer/dispenser is
designed for tag programming only. The tag programming software
module is included in both the OneCheckTM and FlexCheckTM staff
stations. In addition to the tag programming software module, staff
stations include software for check-out, check-in and manually
assisted sorting (see section on sorting).
STAFF OPERATED CIRCULATION STATIONS
24. What is the Apex RFlD approach to staff operated check-out and
check-in? Two staff station options are available. The OneCheckTM
Station includes the programming software described above, the
Manual AssistTM sorting software and the DirectReaderTM check
out/in software for the processing of a single item at a time. The
FlexCheckTM Station includes all of the software included with the
OneCheckTM Station plus the MultiReader” software for checking
ouffin a stack of items all at the same time. The DirectReaderm
module is a non-SIP based application that allows staff to keep the
ILS circulation screen in view and operating at all times. Staff
continue to see and manipulate data from the library’s circulation
system as it has in the past; a small window in the computer screen
will indicate when security bits have been turned off or on (turning
color and sounding an audible alert). When operating in
DirectReaderTM mode during the check in process, the window will
also show the sorting information programmed into the tag so as to
facilitate re-shelving. The FlexCheckTM Station allows users to move
back and forth between DirectReaderTM and SIP-based
MultiReaderTM modes with just the click of a mouse. The
FlexCheckTM RFlD pad reader may be mounted under a counter top
so that staff rarely need to handle materials being checked out at all;
patrons simply place their items on the designated area on the
counter and if no special handling is required, the staff person need
only scan the patron card or key tag and hand the patron his receipt.
Most find the processing of a stack of items simultaneously to be
particularly advantageous during the check-in process. The user
may choose to operate in “blind” mode, looking at the screen only
when receiving an audible alert indicating when an item requiring
special handling is detected. It is recommended that CDs and DVDs
be checked out and in one at a time. In all cases, as items are
r
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
c&aty2?ofl -hi
checked out, the security bits in the RFlD tags are deactivated. As
items are checked in, the security bits in the RFlD tags are
reactivated.
25. Can a bar code scanner be used concurrently with an RFlD
reader? A bar code scanner may operate along with an RFlD reader
on the same PC. DirectReaderTM and MultiReaderTM software
applications accept scanned bar code input in addition to RFlD input.
Most libraries continue using bar coded patron cards and some
libraries may choose not to place RFlD tags in all items. In most
cases, the library needs to be able to process materials that come
from other libraries that do not have RFlD tags, thereby necessitating
a bar code scanner.
26. Will the system alert staff if one or more parts are missing from
a kit or a set? The library may choose to utilize this option if it tags
each item individually as described in the question above concerning
multi-part tagging. If any one item of the set or kit is detected, the
system will look for all items in the set and will not proceed with the
transaction unless all are detected.
27. How are staff alerted to items on hold? As noted above, the
DirectReaderTM operates within the library’s own ILS circulation
software. Therefore, staff are alerted to holds through the ILS
software (in short, no change from existing procedures). The
MultiReader” software module is used in place of the library’s
circulation program. When the ILS, communicating through SIP to
the MultiReaderTM program, identifies a hold item, a message
appears on screen, a audio alert is activated (saying “hold”) and a
hold ticket is automatically printed.
28. What happens when the library’s server is down? Since staff
stations can operate independently of the library’s server using the
non-SIP based DirectReaderTM application, the RFlD reader can be
used as one would a portable bar code reader when the library’s
server is down using the ILS “server down’’ module. The RFlD
reader will continue to turn off or on the RFlD security bit and if
desired, send the item’s identification number to the computer. If the
library’s ILS does not have a ‘kerver down” module or should the
library prefer to process a stack of materials simultaneously, the
MultiReaderm may be placed in a “server down” setting. That
information may be uploaded to the server once it comes back up.
PATRON EXPRESS SELF CHECK-OUT
24
2851 Cole Court Norcross, GA 30071
Tei. 1-877.207.3127 CSd... www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
%
For additional information about self check-out, please see separate
documents describing Integrated’s Apex XpressCheckm .
29.
30.
31.
32.
What is the Apex RFlD approach to Self Check-out (Apex
XpressCheck”)? The Apex RFlD XpressCheckTM software
includes modules for checking out a stack of items simultaneously as
well as one item at a time. In multiple item mode, the library may
choose to rely on patrons checking to see if total number and item
titles listed on screen and shown on their receipts match the items
that they are attempting to check out. The recommended
methodology, however, requires the patron to indicate the number of
items he/she has placed on the reader by touching the appropriate
button on screen. The system requires that there be a match
between the number of items the patron has specified and the
number of tags that the readers have detected. If there is no match,
the system instructs the patron accordingly (see question that
follows). As with all Integrated Apex XpressCheckTM systems,
patrons are first authenticated through the presentation of their library
cards or-key tags. Up to six XpressCheckTM stations may be
monitored at one time by a staff person at a remote location (similar
to what is done in self service at many supermarkets). Apex
XpressCheckTM requires SIP2, a software module that the library
needs to purchase from its ILS vendor. For additional information
about self check-out, please see separate documents describing
Integrated’s Apex XpressCheck” .
In what situations would checking out items one at a time be
recommended? This is well suited to those situations where a
significant percentage of items available for check-out do not have
RFlD tags. The one at a time process may be set up so that if the
RFlD reader fails to detect an RFlD tag, it then instructs the user to
scan the item’s bar code label.
Is there any limit to the number of items that can be read in a
single stack? While the anti-collision features of the tag and the
system would allow over 20 items to be processed simultaneously,
tests have indicated that people start making counting mistakes when
they go above five and certainly ten. Therefore, we recommend that
the system be configured to allow for no more than 10 in a stack and
generally advise that it be limited to 5.
If a stack of items is being processed simultaneously, what
happens if an RFlD tag is absent from one or more items or if
one or more tags is not detected? The Apex RFlD XpressCheckTM
preferred method requires the patron to press a button indicating how
2851 Cole Court Norcross, GA 30071
Tel. 1 -877.207.3 127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
33.
34.
35.
36.
many items are in the stack that he has placed in the read area. If
the system detects more tags than the number of items the patron
has specified, it will notify the patron and request a recount. If the
system detects fewer tags than the number of items specified, the
system will first request that the patron rotate and spread the items
across the reading area. If the system still fails to detect all items, it
will revert automatically to “one at a time mode” and the patron is
then requested to check out each item separately. The one at a time
process may be set up so that if the RFlD reader fails to detect an
RFlD tag, it then instructs the user to scan the item’s bar code label.
If a stack of items is being processed simultaneously, what
happens if one or more items are not approved for checkout
(non-circulating item or item held for a different patron)? The
patron is instructed to remove any items not approved for checkout
before the checkout process can be completed.
Is there a limit to the number of stacks that the patron can check
out, one right after the other? Other than a total book limit
imposed-by the library itself, there is no limit to the number of stacks
that a user may check out during a single transaction.
Can CDs and DVDs also be placed in a stack? In many cases,
there is no problem in reading multiple CD and DVD tags, even when
the disks are stacked. However, we recommend that patrons be
instructed to process CDs and DVDs one at a time.
Will the system alert a patron if one or more parts are missing
from a kit or a set? The library may choose to utilize this option if it
tags each item individually as described in question above
concerning multi-part tagging. If any one item of the set or kit is
detected, the system will look for all items in the set and will not
proceed with the transaction unless all are detected. If all items are
not detected, the patron is instructed to alert staff. The challenge of
multi-tag reading presented by the metallic content of many CDs and
particularly DVDs makes the inclusion of this feature at self checkout
inadvisable at this time.
AUTOMATED CHECK-IN
37. What is the Apex RFlD approach to automated check-in? Two
options are available. The library may choose to install an RFlD
configured standard style in-wall book drop return manufactured by
the Kingsley or Birchard companies. Alternatively, the library may
r‘
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, lnc.
opt for the LibraryMateTM system manufactured by CrisplanVFKI
Logistic. In either case, as items pass through the system, they are
automatically checked into the library’s database. The security bits
on the 320 tags will also be reactivated at this same time.
automated returns system may be configured to generate a receipt
for the patron. As an item on reserve is returned, an audio alarm is
sounded so that staff in the area may immediately pull it for special
handling. A report showing all items on reserve that have been
checked in may be generated or, if desired, a separate ticket may be
generated for each returned item with a hold status, thereby alerting
staff to special and immediate handling needs. Automated check-in
requires SIP2.
The
38. What are the key advantages and disadvantages of the Book
Drop style? No change in patron behavior is required; patrons may
continue to return items as they always have in the past. Multiple
items may be dropped simultaneously. The Book Drop style return is
relatively inexpensive and installation requirements are minimal. In
some cases, the library’s existing book drop can be retrofitted to
accommodate the RFlD reader. The same style drop may be used
for external (exterior wall) and internal (interior wall) installations. It is
not recommended to be configured to provide receipts for patrons
since items that do not have an RFlD tag or whose RFlD tag may
have been damaged will not be detected.
39. What are the key advantages and disadvantages of the
LibraryMateTM style? Libraries that want to provide patrons the
ability to see that their materials have been checked in and to receive
a receipt should opt for the LibraryMatem. LibraryMateTM can be
configured to read bar codes in addition to RFlD tags. Instead of
dropping items into a book return chute, patrons are instructed to
place items one at a time on a flat conveyor belt. Should the system
fail to detect a tag, the belt’s direction is reversed and the item is
returned to the patron. The LibraryMateTM may be configured so that
only authorized users are allowed to access the system.
LibraryMateTM offers different configuration options for external and
internal installations. It costs significantly more than the Book Drop
model and installation requirements are also greater.
40. How do the returns and sorting systems communicate with the
library’s database? As noted above, communication is done
through SIP2 working over TCP/IP on a 10/100/1000 Base T
Ethernet network. While not recommended, wireless network
adapters may be used if necessary. Installation requires a valid IP
address configured locally or through DHCP. If the computer is on
_-
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
the same network segment as the SIP server, no gateway is
necessary.
41. What happens should the library’s server go down? Should, for
any reason, the returns system lose contact with the server, the
system will automatically store the item numbers in a separate file
that can be sent to the library’s database once the server is again
operating .
SORTING
42. What options does Apex RFlD provide for sorting return items
so as to facilitate re-shelving? Integrated offers three types of
sorting systems: the Manual Assistm system and two styles of
automated conveyor belt system: the Book Drop system and the
LibraryMateTM system.
43. How does the Apex RFlD Manual AssistTM system work? In the
Manual AssistTM sorting option, items checked in at a standard RFlD
configured book drop, as described above, would be taken to a staff
station consisting of an RFlD reader connected to a computer. Upon
placement of an item on the reader, the computer will indicate the
library shelving location and, if desired, a standard book truck
location upon which the item should be placed. This can be done
using the SIP2 sorting extension or without SIP using the sorting
information programmed into the tag (items on hold should have
already been removed). As noted above, the Manual Assist TM
sorting option may also be incorporated into the staff operated
DirectReaderTM check-in software when automated check-in is not
utilized.
44. How do automated conveyor belt sorting systems work? In both
the Book Drop and LibraryMateTM automated systems, items are
checked into the ILS, their security bits are reactivated and then
items are separated into various bins according to library-defined
criteria. In the simplest three-bin system, for example, items would
most likely be sorted by holds (this bin would have a receipt printer
attached that produces a ticket with information about the patron
waiting for that item), in-branch items to be re-shelved and
exceptions. Automatic sorting requires SIP2. Some sorting
capabilities may require the SIP2 sorting extension. To the extent
that the library does not require re-shelving classifications beyond
those programmed into the tag, the SIP extension is not necessary.
There is virtually no limit to the number of sorting locations that can
be created.
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.31 27
www.intearafedte k.com
A Division of Vernon Library Supplies, Inc.
45. How does the automated Book Drop sorting system work? As
described in the automated check-in section above, this system uses
a standard in-wall book return (one handed face plate is
recommended). Patrons are instructed to insert one item at a time
into the chute. After an item goes down the chute, it is directed to a
conveyor belt that moves it up and across RFlD readers that read the
tag and reactivate the security bit. Items are then sorted according to
library defined criteria as described above. In the automated sorting
process, items without RFlD tags are delivered to the exception bin.
46. How does the automated LibraryMateTM sorting system work?
The front end (patron interface) part of the system is the same as
described in the automated check-in section above. The system may
be configured to accept bar code input so that items without RFlD
tags or items with damaged tags may also be returned through the
system.
47. What if-non-RFID tagged items are returned to the library? The
Book Drop system will not check in items without RFlD tags: In the
automated sorting process, items without RFlD tags are delivered to
the exception bin. The LibraryMateTM system will not accept an item
that cannot be identified by either its RFlD tag or its bar code.
SECURITY
48. What is the recommended Apex RFlD BurstBusterTM approach
to security? When library materials are checked out, either at staff
or self check-out stations, the tags' security bits are disarmed. The
security bit is, however, different from any other bits on the tag. This
unique Tagsys tag feature uses a dedicated EAS (Electronic Article
Surveillance) burst at 106 KHz. This EAS burst is issued only if the
EAS bit is set to the on position (which it would be unless it has been
turned off during a checkout). It does not require a wake-up signal
and is therefore a "Tag Talks First" (TTF) type of modulation. The
functional effect of this is that the security gates only detect security
bits in the "on" position; they do not attempt to read each tag to
determine if the bit is on or off. This keeps the detection rate of the
Tagsys system at consistently above 95% regardless of the number
of items that are in the field. All other RFID systems are based on
"Reader Talks First" (RTF) type of modulation. The security gates
are attempting to read every tag in the field in order to determine if
the designated security bit is either "on" or "off" (3M, Bibliotheca,
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Libramation) or to read the entire item identification number
(Checkpoint). In this scenario, one can easily see why performance
will suffer as there are more tags in the field. This degradation may
not be readily apparent when there are only one or two tags in the
field, but when there are five or more, the drop is considerable (down
to the 70% range or even below).
c
49.
50.
51.
52.
53.
Is there an option available that will inform the library of items
that have passed through the security gates without their
security bits being disarmed? Yes. When the security gates
detect an “on” security bit, they will also record the item ID number of
that same tag. This information may be uploaded periodically in
batch mode to a computer. Alternatively, a computer can be
connected permanently to the security system so that staff can see in
real time the item number of the tag that has alarmed the security
gate. The “item ID” security gates are more expensive than the
standard gates equipped with the ability to detect the “bursting
security bit” only. Please note, however, when multiple items are
within the reading field, the item identification performance may not
match the performance of the security bit detection. The detection of
the bursting security bit will remain at 95% or above regardless of the
number of items but if multiple items are in the field, the system may
not successfully read 95% of the item IDS. It will, however, read IDS
at a level consistent with the performance of the security systems of
the competitor systems described in the question above.
What types of alerts are activated when an “on” security bit is
detected? As noted above, when library materials are checked out,
either at a self check-out station or by staff, the security bits in the
RFlD tags are automatically deactivated (no additional steps are
required). Should a non-deactivated item pass through the security
gates, an alarm will sound and lights will flash.
Can external devices be connected to the gates? Yes. CCTV
may be connected to the security gates as well as other external
alarm or recording devices that need to be activated by an electronic
impulse. This allows the library to record the image of anyone exiting
through the gates when the alarm sounds.
Does the security system require a separate server? No
separate server is required since the security system does not
interface with the ILS and, as such, there is no need to connect to it.
What is the security gates’ range of detection? The transmission
radius is 18” to each side of each pedestal. Two pedestals,
2851 Cole Court Norcross, GA 30071 Tel. 1 -87 7.207.3 1 27
www.intearatedtek.com
A Division of Vernon Library Sumlies. Inc.
54.
55.
56.
57.
58.
therefore, create an aisle measuring an ADA compliant width’of 36”.
This means that there is detection not only between the gates but
outside of them (to prevent the pass-around move). The system
detects up to 65” above the floor. Because the system is only looking
for an “on” security bit, there is no limit to the number of items that
can pass through the gates at any one time.
Do the security gates need to be located away from metal door
frames or computers? Gates should be at least two feet away from
metal door frames and eight feet away from computers.
What is the false alarm rate of the system? Under 1%. No
standard electronic devices are known to consistently set off the
alarm.
Are security pedestals wired directly into electrical outlets?
Yes. All pedestals operating at the same exit doors should be
operating on the same electrical circuit.
What design options are available for security gates? Standard
gates feature heavy duty plastic covers. The library may choose to
have the standard plastic covers replaced with customized wood
covers designed to match the library’s decor. Library has the option
of mounting gates into the floor or into portable base plates. The
latter option may also eliminate the need to drill into flooring for the
purpose of placing conduit.
Does Integrated install the security gates or is this done by
separate contractor hired by the library? While installation is
simple, we prefer that drilling into library floors and hardwiring into the
library’s electrical system be done by a contractor of the library’s
choosing. If possible, an Integrated technician will be on site to
supervise installation and in all cases, an Integrated technician will
come in to fine-tune the gates.
SHELF READING
59. What is the Apex RFlD approach to inventory maintenance? The
lightweight, ergonomically designed PowerReaderTM reads items as
the wand’s antenna is waved along the base of shelves. For optimal
performance, the wand should be connected to a laptop computer (a
PDA may be used but it is not recommended) that interfaces with the
library’s database in either a batch or real time wireless mode. The
wand’s antenna is designed to allow the user to easily access upper,
,-
I
2851 Cole Court Norcross, GA 30071 Tel. 1 -877.207.3 I27 www.intearaiedtek.com
A Division of Vernon Library Supplies, Inc.
60.
61.
62.
middle and lower shelves. The library’s database may be imported to
the laptop in shelf list order so as to detect items that have been
shelved outside of a predetermined range. Specific items may be
uploaded into the laptop from the database so that, when operating in
tag search mode, an alarm will sound when a designated item is
detected. When not being used for inventory or item searching, the
inventory reader becomes an invaluable everyday tool used to scan
reference books before they are returned to the shelves, thereby
collecting usage information.
In what format are files imported or exported from or to the
library’s ILS database? Standard comma delineated format.
Custom formats are available for a one-time programming charge.
What is the capacity of the inventory reader? The capacity of the
inventory reader is limited by the memory of the device to which it is
connected. For example, if connected to a laptop with 256MB of
memory and a 10 GB hard drive, the capacity is more than enough to
hold the collection of the largest libraries. If, however, a PDA device
is used,there may be more limitations (approximately 50 thousand
items without exporting data and clearing the data file).
Will the PowerReaderTM wand tell me if items are in EXACT shelf
order? No. It can, as explained above, alarm the user when an item
is outside of a designated range (approximately 20 books away from
where it should be). In practice, this is sufficient so that an individual
looking for a book will indeed find it. If the library seeks a practical,
easy and fast everyday approach to ensuring that books are in exact
shelf order, we recommend the ColorMarq color-coded spine labeling
system, featured in the Vernon Library Supplies catalog. This system
also makes the re-shelving process easier and faster. It makes good
sense for a library to implement the ColorMarq system at the same
time as it does its RFlD conversion since all items in the library must
be handled in any case.
GENERAL
63. Will Apex RFlD hardware interfere with other electronic devices
in the library? RFlD hardware will not create any interference with
current security systems, PCs, phones or other electronic devices.
64. Are there any health risks associated with RFID? No. The
system is not harmful to persons, including those with hearing aids or
pacemakers.
/-
technology group
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
65. Is the system in any way harmful to library materials, including
audio-visual materials? No.
66. Are there any issues of patron privacy affected by the
implementation of an RFlD system? No. As noted in the section
describing tags, we recommend that the tag contain only the
following information: (1 ) the item identification (bar code) number,
(2) the security theft bit, (3) variable memory that we recommend be
used for storing branch ownership information and shelving location
(optional), (4) item type, such as non-circulating reference material
(optional), and (5) multi-part set information, such as part 1 of a 4
part set (optional). We discourage the inclusion of author, title or call
number information. While the security gates are capable of reading
information within the 36” aisle width, the other readers used with the
system can read from a distance of no more than 6”. This applies not
only to tags affixed to books but also tags placed on or embedded
within patron cards.
67. Can Apex RFlD hardware work with any type of library card?
Staff stations are not affected by the RFlD application so that the
library can use whatever cards it chooses. The patron self check-out
can also be configured to work not only with bar coded patron cards
and key tags but also with magnetic stripe cards, smart cards and
RFlD cards.
68. How are Apex RFlD components affected when the library’s
server goes down? Staff stations and security gates are not server
dependent and therefore are not affected. Staff may continue to turn
RFlD security bits on and off and the gates will continue to operate
as usual. The RFlD reader may be used to upload circulated items
into a stand-alone database for further uploading to the server once
in operation.
69. Are Apex RFlD components FCC Part 15 certified? Yes.
70. Does Apex RFlD have any effect on magnetic media? RFlD
hardware will not affect magnetic media, including library cards,
credit cards, video cassettes, etc.
71. What are the Apex RFlD power requirements? All RFlD
equipment operates on standard 1 10-120 V or from a computer’s 5V
keyboard port. All security gates that are securing the same
entrance should operate from the same circuit.
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.31 27
www.inteuratedtek.com
A Division of Vernon Library Supplies, Inc.
72.
73.
74.
75.
What are the Apex RFlD PC requirements? PCs must be capable
of running Windows98 or higher. PCs should have a minimum of
50MB free hard drive space and 64MB RAM.
What bandwidth do Apex RFlD applications use? Apex RFlD
systems use minimal bandwidth, a maximum of 3 kilobits (Kbps) per
second for any single transaction.
Does Apex RFlD require a separate sewer(s)? No, and as noted
above, the security system works independently of the library’s
circulation database.
Describe training and product documentation available? Printed
as well as on-line documentation is provided for each application.
On-site staff training is provided at the time of installation of staff
station, self check stations, security gates, returns and sorting
systems. In addition to printed instructions, a tag programming
instructional video is provided.
,-
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Apex XpressCheckTM
Answers to Frequently Asked Questions
1. Will Apex XpressCheck work in a wireless environment? Yes. Where
no physical Ethernet connection is available, Integrated can easily integrate
wireless connectivity to your LAN. Integrated will work closely with your
network administrator to install and configure a wireless network adapter
fully compatible with your current wireless LAN standard. Pricing is based
on individual library’s requirements.
2. How does Apex XpressCheck communicate with the library’s
database? Communication is done through SIP2 working over TCP/IP on a
10/1 OO/lOOO Base T Ethernet network. Installation requires a valid IP
address configured locally or through DHCP. If the computer is on the
same network segment as the SIP server, no gateway is necessary.
I 3. Does Apex XpressCheck check patron information so as to conform to
library blocks and restrictions? Yes. All limitations that are placed by the
library in its circulation database apply at Apex XpressCheck as well.
4. Will Apex XpressCheck automatically time out in order prevent one
patron from checking out items against another patron’s account?
Yes. All screens have a time out, the length of which can be easily adjusted
by library staff.
5. Can Apex XpressCheck be configured to allow patrons to enter their
card number if they do not have their card? Yes.
6. Can Apex XpressCheck be configured so as to require patrons to enter
a PIN in addition to their library card? Yes. After the patron’s card has
been scanned, the touch screen displays the PIN instruction and keypad is
displayed. The patron then touches the number on screen and touches the
continue button when complete. Clear and backspace buttons are also
present for the correction of errors. However, we do not recommend this
requirement since it may limit usage of the system, particularly usage by
child ren .
7. What patron information is displayed? The library may choose to have
as much or as little information displayed for the patron as is available
through SIP. This may include name, number of items checked out, fines
owed, items on hold, etc.
-
2851 Cole Court Atlanta, GA 30071
Tei. 1-877.207.31 27
ww.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
8. Does Apex XpressCheck provide the ability to monitor self-checkout
from a staff station? Yes. The system can be set up so that a pop-up
box appears on the staff workstation whenever the patron encounters a
block. In addition, since Apex XpressCheck operates on Windows XP
Professional, remote assistance can be used to monitor the self check-out
from a staff station if that staff station has XP Professional. Additionally,
third party programs, such as VNC (freeware), PC Anywhere and NetOp
can be used for this purpose. The staff member could keep the remote
monitoring software active, but minimized when not in use. If required, the
staff member could then restore the program and see what is going on at
Apex XpressCheck kiosk.
9. Does Apex XpressCheck support self-service fines payment? This
option is available for an additional cost which will vary based on the
payment options the library wishes to include.
IO.
,-
Does Apex XpressCheck also allow for self-service returns? Yes, if
specifically requested by the library. This feature is not difficult to implement
from a technical standpoint. However, from a practical standpoint, it is likely
to create more confusion than generate benefit. First, there needs to be a
bin or a slot into which the patron inserts the items after he/she has checked
them in. There will always be doubt as to whether these items were
checked in correctly so the library inevitably will choose to check them in
again. Second, if an electromagnetic security system being used, there is a
high likelihood that the security strip will not be properly reactivated. Third,
this is not a good use of the resource since most patrons are generally
happy to simply drop their items into a slot. For those libraries using RFID,
an automated returns system that allows patrons to simply drop items into a
standard slot as they always have is a much better way to go.
11. What information is included on Apex XpressCheck receipts?
Receipts, shown both printed and on screen, can show as much information
about the patron as the library chooses. In addition to specifying the
materials that the patron has checked out along with their due dates, the
receipt also shows the items that patron attempted but was unsuccessful in
checking out. These would include non-circulating materials (reference
books) as well as materials that are on reserve for another patron. When
the RFID Apex XpressCheck security gates alarm, staff needs only to
examine the patron’s receipt to see what item set off the alarm. The same
scenario holds for reference books in an EM environment that have non-
deactivatable tags. In traditional RF environments, no detuning receipt is
issued for an item that has not been successfully checked out. In addition
to information about the patron and materials, the printed receipt may also
show standard information of the library’s choosing. These messages are
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc. easily changed so that the library may want to show future special events,
closings, or even sell advertising.
12. What kinds of statistical reports does Apex XpressCheck provide and
how does the library access them? Please see separate document on
Apex XpressCheck reports.
13.
rc
How is Apex XpressCheck service and maintenance performed?
Please see separate service and maintenance contract. Apex XpressCheck
features an open architectural “plug and play” design; the monitor, bar code
scanner, receipt printer and desensitizer (needed in electromagnetic units
only) are all mounted to the unit, not enclosed within a kiosk. Apex
XpressCheck RFlD readers are mounted inside shelves but are easily
accessible from the rear of the unit. In free standing units, the CPU,
keyboard and mouse are located in the base on pull out drawers. This
design has major servicing advantages. Since all components are easily
accessible, they can be easily replaced if necessary. And as newer
technology components become available, they can be easily introduced
into your existing system. Apex XpressCheck service is tailored to its
design. Most problems can be diagnosed remotely and in the case of
software, corrected by a programmer from our home office. If, in the course
of a telephone conversation with a Apex XpressCheck technician, a
hardware component is determined to be malfunctioning, a replacement
component is sent for arrival the following day. In those rare cases where
the nature of a problem cannot be diagnosed remotely, a local service
technician is brought in. Integrated’s many years of experience in self
check-out has allowed it to develop relationships with technicians around
the country. However, that same experience lead us to design a machine
that does not require their services.
14. How does Apex XpressCheck work with an electromagnetic security
system? Please see separate document entitled “How does Apex
XpressCheck work with a 3M or other electromagnetic security system.”
15. How does Apex XpressCheck work with a traditional radio frequency
(RF) security system? Please see separate document entitled “How does
Apex XpressCheck work with a Checkpoint or other radio frequency (RF)
security system .”
16. Is item bar code location critical to the proper functioning of Apex
XpressCheck? While consistent bar code location makes for an easier
user experience, it is not essential. In an electromagnetic security
environment, consistent and proper bar code location is required for One-
Step process. See separate document “How does Apex XpressCheck work
with an electromagnetic security system?” for more detailed information.
2851 Cole Court Atlanta, GA 30071
Tel. 1-877.207.31 27
www.intecrratedtek.com
A Division of Vernon Library Supplies, Inc.
17. Can patrons do renewals at Apex XpressCheck? Yes.
18. Is there an off-line option when the library’s server goes down? Yes.
However, we do not recommend this functionality since there is no way to
validate the patron or the item.
19. What languages are included andlor supported? Apex XpressCheck
supports up to four languages. In addition to English, Spanish is included if
the library desires. Library staff will be trained to install whatever other
languages are desired, including those with non-Roman characters.
20. Are all components housed on or within the XpressCheck unit? Apex
XpressCheck features an open architectural design; the monitor, bar code
scanner, receipt printer and desensitizer (needed in electromagnetic units
only) are all mounted to the unit, not enclosed within a kiosk. Apex
XpressCheck RFlD readers are mounted inside shelves but are easily
accessible from the rear of the unit. In free-standing units, the CPU,
keyboard and mouse are located in the key-locked base on pull out
drawers. Counter top units are designed to be placed on counters so that
the CPU, keyboard and mouse are located below in a well ventilated spot
that is not accessible to the public (for example, under the circulation desk).
21. Is Apex XpressCheck secure from tampering? The CPU, keyboard and
mouse are locked within the base of free-standing models. Counter top
models should be located so that the CPU, keyboard and base or located
beneath circulation desks or in a place otherwise inaccessible to the general
public. Each step in the self-service has a time-out feature that may be
adjusted by the library. This prevents items from being checked out by a
patron following usage by a previous patron.
22. Will Apex XpressCheck interfere with or be interfered by other
computers or electronic devices in the library? No.
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.31 27
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Apex RFlD Components
Each installation requires an individualized quotation based on the quantity and
configuration of the equipment desired. Quantity discounts may be available on
some products. Library is free to purchase only those products that it
requires, picking and choosing from those listed below and on the
following pages. Installation and staff training will vary based upon the total
size of the project.
TAGS AND OVERLAYS
#RFID320ST Standard Tags for use on Books, Videos, Audiobooks,
etc.
#RFID320CD CDlDVD “Donut” Tags
#RFID225 Custom Printed Standard Tag Vinyl Overlay
One color, minimum order 10,000
#RFID225BC Custom Printed Standard Tag Vinyl Overlay
With Sequentially Printed Bar Code Number
One color, minimum order 10,000
Custom Printed CDlDVD Tag Vinyl Overlay
Applicator is designed to facilitate the application of the
CD/DVD tags directly onto the disks.
/1
#RFID226
#RFIDCDAP CDlDVD Tag Applicator
#RFIDI 1 I
This motorized system programs and automatically dispenses standard tags,
obviating the need to manually pull them off of the paper release liner. The
hardware provided for this station consists of the FastFOLlO
programming/dispensing unit. The RFlD unit is connected into a 9-pin serial port
of a library supplied Windows98 or higher computer or laptop (need not be
dedicated). The dispenser is powered by standard electrical power. RFlD unit is
powered by the computer together with a bar code scanner. Programming can be
done in library stacks; no connection to the library’s database is required. The
system is also available for lease by itself on in a complete kit. Each kit contains
a laptop computer, linear imager bar code scanner, FastFOLlO unit and tagging
software. Minimum lease period is three months.
ITG Provides Customer Provides
FastFOLlO Programmer/
Dispenser Bar code scanner
Tag ProgramminglDispensing System
Window98 or higher computer/laptop
7 Tagging Software
.-
2851 Cole Court Norcross, GA 3007 1
Tel. 1-877.207.3 127
www.inteuraiedtek.com
A Division of Vernon Library Supplies, lnc.
STAFF STATIONS
#RFIDI 00 OneCheckTM Staff Station
This station is designed primarily for the programming of RFlD tags. It can also
be used with a single item at a time to charge/discharge items and
deactivateheactivate security bits using the DirectReaderTM software module and
to facilitate the reshelving of returned materials using the Manual AssistTM sorting
software module. The hardware provided for this station consists of the L-PSI
RFlD pad with built-in antenna and coupler designed to read and/or write one tag
at a time. The reading detection area is narrower and the reading time slightly
slower than that of the FlexCheckTM Staff Station described below. The
OneCheckTM RFlD pad is connected into a 9-pin serial port of a library supplied
Windows98 or higher computer or laptop (need not be dedicated). Like a bar
code scanner, the RFlD pad is powered by the computer. This means that RFlD
conversion can be done in the stacks without connection to an external power
supply. Library must also supply a bar code scanner (also available separately
from ITG) for tag programming. Software licenses may be transferred between
computers. For example, the tagging software module may be initially used on a
laptop when first converting the collection, then transferred to a standard
workstation for the programming of tags for new materials as they arrive in the
library.
ITG Provides Customer Provides
L-PSI Single Tag RFlD Pad
Reader Bar code scanner
Tagging Software
DirectReaderTM Software
Manual AssistTM Software
F
Window98 or higher computer/laptop
#RFIDLEA Tag Programming Lease Kit
In order to expedite the tagging process, ITG will make available up to three
lease kits. Each kit contains a laptop computer, linear imager bar code scanner,
L-PSI single tag RFlD reader and tagging software. Minimum lease period is
three months.
,-
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
STAFF STATIONS
#RFID210 Flexcheck" Staff Station
This station is designed primarily to be used by staff for the checking out/in of
multiple items in a stack using the SIP based MultiReaderTM software module. It
can also be used to process one item at a time using the non-SIP based
DirectReaderTM software, to facilitate sorting using the Manual AssistTM software
and to program tags using the tag programming software. The hardware
provided for this station consists of the Aero LI pad antenna and the MedioTM
LIOO reader (also referred to as a coupler) designed to read/write multiple tags at
a time. The antenna is powered by the coupler. The coupler requires external
electrical power and is connected into a 9-pin serial port of a library supplied
Windows98 or higher computer. Computer is connected to the library's
circulation database when used for circulation transactions. (Just like the
OneCheckTM Station, tag programming does not require a connection to the
library's database.) For the purpose of scanning patron cards at the circulation
desk or bar codes during tag programming, the library must also supply a bar
code scanner (available separately from ITG). Software licenses may be
transferred between computers. For example, the tagging software module may
be initially used on a laptop when first converting the collection, then transferred
to a standard workstation for the programming of tags for new materials as they
arrive in the library.
-
ITG Provides Customer Provides
Aero LI Pad Antenna
MedioTM LIOO Reader
Mu It i ReaderTM Software
DirectReaderTM Software
Manual AssistTM Software
Tag Programming Software
SIP2.0 (to process multiple items in a stack)
Windows98 or higher computer connected
to database network (in most cases, this will
be the library's existing staff station, so no
additional equipment is needed)
Bar code scanner
Receipt printer (optional)
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
SELF CHECK-OUT STATION
#RFID300
This kiosk is designed to allow patrons to check out library materials without staff
assistance. A stack of items may be processed simultaneously or, if the library
prefers, patrons may be instructed to check out one item at a time. The system
is designed to handle both RFlD tagged items as well as items that have a bar
code only. The kiosk, onto which is mounted the touch screen monitor, bar code
scanner, RFlD pad antenna and receipt printer, may be placed on the library's
circulation desk with the computer, keyboard, mouse and RFlD coupler kept
under the desk. The kiosk may be placed on the specially designed cabinet
described below to create a free standing self check-out station. Bar code
scanner that is provided for the scanning of patron cards may also be used check
out materials that do not have RFlD tags. Magnetic stripe readers, smart card
readers, wireless connectivity and payment acceptance capability (cash, credit
card, account debit, etc.) are optional. Library may choose from a variety of
standard wood finishes and laminates or, for a nominal extra charge, the kiosk
can be manufactured to match the library's decor. Library must purchase SIP2.0
from its automation vendor.
Apex XpressCheckTM Self Service Kiosk
P
ITG Provides
All Hardware
Cabinetry
Self Check-Out Software
Customer Provides
Electrical and Network Connection
SIP2 .O (from automation vendor)
#XCBASE
The Apex XpressCheckTM described above becomes a free standing unit when
mounted onto this attractive mobile wood cabinet designed specifically to hold
the computer, keyboard, mouse and RFlD coupler. Space is also available for
the storage of extra receipt paper rolls. Cabinet has collapsible convenience
shelves on each side for patrons to place their personal effects and materials
before they are checked out. Library may choose from a variety of standard
wood finishes and laminates or, for a nominal extra charge, the kiosk can be
manufactured to match the library's decor.
Mobile Cabinet for Apex XpressCheck"
#XCMC
The Apex XpressCheck Management Console allows system administrators to
configure multiple Apex XpressCheck systems quickly and simply. Changes can
be made to all machines simultaneously, or groups of machines selected by
easily readable "friendly" machine names. Utilizing folder shares, over the
customer's network, the Apex XpressCheck Management Console can update
configuration settings, image files, sound files, and distribute product patches or
Management Console for Remote Administration
/I
.-
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
updates. Integration into the existing configuration interface is virtually seamless.
The purchase price also includes one Apex XpressCheck license for the system
administrator’s computer to enhance remote configuration capabilities.
#VECOREMG Remote Monitoring Guest Software
This software, installed on a staff workstation, allows for the connection to and
monitoring of up to 6 Patron Self Service Kiosks simultaneously.
#VECOREMH Remote Monitoring Host Software
This software allows for Patron Self Service Kiosk to be monitored by a staff
person at a remote location. One software license must be purchased for each
kiosk.
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
SECURITY SYSTEM
#RFID410 BurstBusterTM Security Pedestal
Any item passing between two security pedestals (or to the outside of the
pedestal up to approximately 18”) will set off both visual and audible alarms
unless the RFlD tag’s security bit has been turned off. Pedestals have a built-in
patron counter and have the capability of recording the bar code numbers of
those items that have alarmed the gates (extra charges may apply for this
functionality). Pedestals may be connected to external devices, such as CCTV.
Pedestals are hard wired at their base into electrical power. A minimum of two
pedestals is required to create a single 3’ aisle through which library patrons
must exit. Up to eight pedestals may be utilized to create contiguous aisles
covering up to 21 feet across in total. The standard plastic pedestal cover may
be replaced with a custom designed wood pedestal cover for an extra charge.
ITG Provides
Security Pedestal
Customer Provides
Pedestal in-floor mounting
Electrical power points for each pedestal
Computer (if recording item ID numbers)
or connection to network
#RFID41 OCS
Sold as a set of two, one for each side of a security pedestal to replace standard
plastic cover.
Custom Designed Wood Security Pedestal Cover
#RFID400B
Security pedestals may be mounted into each side of this 40’W steel base plate,
thereby eliminating the need to mount pedestals into the floor.
Portable Steel Base Plate Initial
#RFID400BA
Use this base plate to create an additional contiguous aisle(s).
Portable Steel Base Plate Adder
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3 127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
PORTABLE SHELF READING WAND
#RFID500 PowerReaderTM Shelf Wand
The PowerReaderTM shelf wand is designed to read RFlD tags by waving the
wand along the spines of books. The reader may also be used to search for
specific items and to find items that have been mis-shelved, sounding an alarm
when a specific item is identified. Wand is connected to a MedioTM LlOO
coupler. In most cases, library will want to “borrow” the coupler from a
FlexCheckTM Staff Station. The coupler requires external electrical power and is
connected into a 9-pin serial port of a library supplied Windows98 or higher
computer or laptop. Ergonomically designed, the wand weighs only 1-114 Ibs.
and is over 27” long to facilitate access to upper and lower shelves. Software is
provided for data collection, item searching and shelf order maintenance. There
may, be additional costs if customization for the library’s automated circulation
system is required.
ITG Provides Customer Provides
TR-HR1 PowerReader TM Wand Circulation database inventory module
Basic Software for data collection, Laptop per ITG specifications
item searching and shelf MedioTM LlOO Coupler borrowed from
maintenance FlexCheckTM Staff Station (#RFID210)
Mobile cart (for placement of laptop and
coup I e r)
-
#RFID500WC PowerReaderTM Shelf Wand with Dedicated Coupler
#RFID500 PowerReaderTM as described above is provided with a dedicated
MedioTM LlOO Coupler.
ITG Provides Customer Provides
TR-HR1 PowerReader TM Wand
MedioTM LIOO Coupler Laptop per ITG specifications
Basic Software for data collection,
Circulation database inventory module
Mobile cart (for placement of laptop and
item searching and shelf coupler)
maintenance
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
BOOK RETURNS AND SORTERS
#RFID610 Built-in Internal or External Wall Book Drop Return
This return utilizes a standard in-wall book return chute that has been retrofitted
to hold an RFlD pad antenna. Library materials are automatically checked in and
security bits reactivated as they pass through the returns chute. An audible
alarm is sounded to alert staff whenever an item on hold is returned. Software
and all computer hardware are provided, including a receipt printer that
automatically prints a ticket when an item on hold is returned. Price does not
include installation of in-wall section of return. Library must purchase SlP2.0
from its automation vendor.
ITG Provides Customer Provides
RFlD Pad Antenna
MedioTM LlOO Reader
Return Chute w/Catch-all Tray
and RFlD reader bracket
Stainless Steel OnGHand Opening
PC Workstation
Computer Monitor
Thermal Receipt Printer
Check-in and Tag Reactivation Software
Electrical and network connections
SIP2.0 (from automation vendor)
Installation of in-wall section
Computer workstation furniture
/I In-Wall Faceplate
#RFID700-X
In addition to checking in materials and reactivating security bits, the sorter
separates items into different bins according to library defined criteria. Number
of sort locations is determined by budget, space, and sorting parameters (sorting
may be done based on information in the library’s database and/or information
programmed into the RFlD tag).
locations in the future. Bins may be supplied by the library or purchased
separately. Software and all computer hardware are provided, including a receipt
printer that automatically prints a ticket when an item on reserve is returned to
the holds bin. Indicator lights are located at each bin to indicate when the bin is
full. Library must purchase SIP2.0 from its automation vendor.
Built-in Internal or External Wall Book Drop Return with
Sorter
Modular design allows for additional sort
ITG Provides
All components included in #RFID610
Conveyor Belts and Accessory
Check-In, Sorting and Tag Reactivation
described above
Hardware
Software
-
Customer Provides
Electrical and network connections
SIP2.0 (from automation vendor)
Computer workstation furniture
Installation of in-wall section
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
BOOK RETURNS AND SORTERS
#RFID650 Library Mate@ Internal Return
Like the Book Drop return, the Library Mate@ checks materials in and reactivates
security bits. Library Mate8 can process bar code labeled items in addition to
those with RFlD tags. Any item without an appropriate RFlD tag or bar code
label is rejected by the system and returned to the user. Patron must place items
on the return conveyor belt one by one according to the instructions provided on
screen. Patrons are issued receipts for items returned. Patron may, in addition,
retrieve information about hidher account upon presentation of a patron card.
Library must purchase SIP2.0 from its automation vendor and have wall prepared
for installation according to specifications provided. Please see separate
document entitled “Library Mate@ Automatic” for a detailed list of components.
#RFID750-X
The Internal Library Mate@ described above delivers materials to a sorter that
separates items into different bins according to library defined criteria. Software
and all computer hardware are provided, including a receipt printer that
automatically prints a ticket when an item on hold is returned to the holds bin.
Please see separate document entitled “Library Mate@ Automatic” for a detailed
list of components.
Built-in Wall Library Mate@ Internal Return Sorter
-
#RFID660 Library Mate@ External Return
External Library Mate@ provides all of the features of the internal model
described above but has been specifically designed to mounted into an exterior
wall. Library must purchase SIP2.0 from its automation vendor and have wall
prepared for installation according to specifications provided. Please see
separate document entitled “Library Mate@ Automatic’’ for a detailed list of
components.
#RFID760-X
The External Library Mate@ described above delivers materials to a sorter that
separates items into different bins according to library defined criteria. Software
and all computer hardware are provided, including a receipt printer that
automatically prints a ticket when an item on hold is returned to the holds bin.
Please see separate document entitled “Library Mate@ Automatic” for a detailed
list of components.
Built-in Wall Library Mate@ External Return Sorter
II
1- -r
tn S 0
m
S 0
Q) > S 0 0
.- U
G
r! .-
m
i? 0
44
t
r m
.- 2 E 0
A division of Vernon Library Supplies, Inc.
2851 Cole Court
Norcross, Georgia 30071
sales@,inteqratedtek.com
www. inteqratedtek.com
Toll Free Phone: 1-877-207-3127 Fax: 1-877-207-3129
Name of Library: Carlsbad Public Library
Items below are as described in document entitled "Apex RFlD Components."
Item #
RFID320ST
RFID225
RFID225BC
RFID320CD
RFID226
RFIDCDAP
VERWA38PC
RFIDLEA
/c
RFlDl1 ILEA
RFlDl11 LEAK
RFlDl11
RFlDlOO
RFID210
RFID300
XCBASE
XCMC
VERCOREMG
VERCOREMH
Description
Standard Book Tag
Custom Printed Book Tag Overlay Label
Custom Printed Book Tag Overlay Label
w/Bar Code
CDlDVD Tag
Custom Printed CDlDVD Overlay Label
CD/DVD Tag Applicator
Linear Imager Bar Code Scanner
Tag Programming Lease Kit - $325/Month
3 Month Minimum - Price per month
Tag Prog/Dispensing System Lease
3 Month Minimum - Price per month
Tag Prog/Dispensing System Lease Kit
3 Month Minimum - Price per month
Tag Programming/Dispensing System
Onecheck" Staff Station
FlexCheckTM Staff Station
Apex XpressCheckm Self Service Kiosk
Apex XpressCheck" Mobile Cabinet
Management Console for Remote Admin.
Remote Monitoring Guest Software
Remote Monitoring Host Software
Quantity Unit Price Extended Price
3 14350 $0.50 Each $157,175.00
31 5 $21.25 Thou $6,693.75
Thou
20450 $1.05 Each $21,472.50
Thou
$30.00 Each
Each
$325.00 Each
$300.00 Each
$450.00 Each
$3,200.00 Each
3 $1,950.00 Each $5,850.00
3 $4,350.00 Each $13,050.00
10 $12,500.00 Each $125,000.00
$6,750.00 5 $1,350.00 Each
$1,250.00 Each
Each
Each
Quotation Form
I 03
Page 1 of 2
A division of Vernon Library Supplies, Inc.
2851 Cole Court
Norcross, Georgia 30077
sales@intenratedtek.com
www.intenratedtek.com
Item # Description Quantitv Unit Price Extended Price
RFID410 Security Pedestals 11 $4,950.00 Each $54,450.00
Toll Free Phone: 1-877-207-3127 Fax: 1-877-207-3129
I
RFID400B Security Pedestal Base Plate
RFID400BA
RFID410CS
Security Pedestal Base Plate Adder
Custom Wood Sides for Security Pedestal
RFID500 PowerReaderTM Shelf Wand
RFID500WC PowerReaderm Shelf Wand
(for use with coupler from RFID210)
with dedicated Coupler
$450.00 Each
$450.00 Each
$400.00 Set
2 $2,850.00 Each
$6,250.00 Each
RFID610 Built-in Wall Book Drop Return 8 $10,950.00 Each
RFID700-3 Built-in Wall Book Drop with 3-Bin Sorter 2 $89,000.00 Each
RFID650 Library Mate@ Internal Return Each
RFID750-X Built-in Wall Library Mate@ Internal Return Each
RFID660 Library Mate@ External Return w/Printer Each
RFID760-X Built-in Wall Library Mate@ External Return Each
ic
with - Bin Sorter
with - Bin Sorter
$5,700.00
$87,600.00
$1 78,000.00
Grand Total
$661,741.25
Grand Total includes $178,000.00 for sorting systems that are not part of the Turnkey solution.
Prices quoted above include:
A) Installation except where noted in the "Customer Provides" sections of
B) First year's support and maintenance
the document entitled "Apex RFlD Components"
Support and maintence following first year:
12% per year of prices quoted above with the exception of tags and overlays for which
support contract does not apply
Quotation Form Page 2 of 2 103
2851 Cole Court Norcross, GA 30071
Tel. 1-877.207.3127
www.intearatedtek.com
A Division of Vernon Library Supplies, Inc.
Sections X and XI
Section X - Billing and Payment Expectations
With the exception of sorting systems, all products are invoiced when shipped.
Terms are net 30. For sorting systems, payment of 50% is payable with order
placement, 25% immediately prior to shipping and 25% net 30 following
installation.
Section XI - Contractual Agreement
Vernon Library Supplies, Inc. d.b.a. the Integrated Technology Group (ITG) is
prepared to incorporate the terms and conditions as presented in Appendix 1.
With the understanding that the terms and conditions as presented in Appendix 1
supersede all other terms and conditions that are included in a final agreement,
and where there is no conflict between the terms and conditions stated in
Appendix 1 and those specified in the standard ITG Agreement that follows, the
terms and conditions in the standard ITG Agreement should be incorporated into
the final agreement..
AGREEMENT
THIS AGREEMENT is made and entered into this day of
by the Integrated Technology Group, a wholly owned division of Vernon Library
Supplies, Inc., a corporation in the State of Georgia, USA (hereinafter referred to as
“ITG”) and , located at (hereinafter referred to
as “Customer”).
Y 2002
RECITALS
WHEREAS, Customer desires to implement Radio Frequency Identification (RFID)
technology on its premises, and;
WHEREAS, ITG is willing to provide such products and services as are desired by the
Customer to implement RFID technology and is willing to provide such products and
services pursuant to all the terms and conditions in the Agreement;
NOW THEREFORE, in consideration of the mutual covenants of the parties, and other
good and valuable consideration, the receipt and sufficiency of which are hereby
acknowledged, ITG &d Customer have agreed and do hereby enter into this Agreement
according to the provisions set forth herein: F
WITNESSETH:
In the event of conflicting provisions, all documents shall be construed according to the
following priories:
1. any properly executed amendment or change order to this contract (most recent
with first priority), and
2. this contract, and
3. any attachments included with this contract.
TERM AND TERMINATION
Term
The Effective Date of commencement of this Agreement shall be the -day of -,
200-. The Term of this Agreement shall begin on the Effective Date and shall extend for
the full length of the period necessary to complete the project, unless terminated earlier
under one of the termination provisions contained in this Agreement.
.F
Termination
a. This Agreement may be terminated by Customer upon thirty (30) days written
notice to ITG should ITG fail to perform in accordance with all the terms of this
Agreement.
b. This Agreement may be terminated at any time by the mutual written agreement
of ITG and Customer.
<-
c. Regardless of reason for termination, Customer is responsible for payment for all
products and services delivered according to the terms and conditions of this
Agreement up until the date of termination of this Agreement.
DUTIES OF ITG
1. ITG agrees to provide the products and services (hereinafter collectively referred
to as the “Work”) as listed in its quotation (Attachment 1) and as such products
and services are described in document entitled “WID Components” (Attachment
2. Except where explicitly noted and agreed to by the Customer upon receipt of
proper waivers, ITG will comply with all local laws, ordinances and regulations
bearing on the performance of the Work.
3. ITG shall enforce good order and discipline among its employees and
subcontractors, if any, and shall keep work areas reasonably free from waste
materials and rubbish resulting fiom its operations.
4. ITG shall deliver products and perform its services as expeditiously as is
consistent with professional skill and care and the orderly progress of the Work.
5. ITG will compensate all company employees and subcontractors, if used, for all
work performed in the execution of the project.
6. ITG will have the authority to act on behalf of the Customer only to the extent
provided in this Agreement unless otherwise modified by written instrument.
7. ITG will supply Customer with written invoices following delivery of products as
they are delivered.
8. ITG agrees that title to all Work covered by an invoice for payment will pass to
the Customer upon receipt of such payment.
9. ITG warrants products in accordance with document entitled “ITG WID One
Year Limited Warranty” (Attachment 3).
10. ITG agrees to support and maintain products in accordance with document
entitled “Annual Maintenance and Support for ITG WID Products” (Attachment
11. Following the first year, ITG agrees to continue to support and maintain products
2).
4).
supplied under this agreement for a period of up to five years, on a year by year
basis, contingent upon the Customer’s payment in advance for such support and
maintenance as specified in Attachment 2.
12. ITG represents that in the performance of the work, duties and obligations
assumed by it under this Agreement that it is acting and performing as an
independent contractor and shall act in an independent capacity and not as an
officer, agent, servant, employee, joint venturer, partner, or associate of the
Customer.
13. ITG agrees to indemnify and hold harmless Customer fiom all claims and suits
for loss of or damage to property, including loss of the use thereof, or injuries
including death to persons, and from all judgments recovered therefore, and from
all expense in defending said claims or suits, including court costs, attorney fees
and other expenses, caused by an act or omission of ITG andor its subcontractors,
2
/-- their respective agents, servants and employees working on the project and not
caused by the fault or negligence of the Customer.
expense during the life of this Agreement Workman’s Compensation insurance as
mandated by law and comprehensive General Liability insurance in amounts no
less than:
14. Without limiting its liability under this Agreement, ITG will maintain at its
Bodily Injury Each Person - $1,000,000
Bodily Injury Each Occurrence - $2,000,000
Property Damage Each Occurrence - $1,000,000
Customer will be named as an additional insured and noted as such on each
policy.
1.
2.
3.
4.
5.
6.
7.
8.
9.
DUTIES OF CUSTOMER
Customer will inspect all products immediately upon delivery, noting damage
to external packaging andor contents on the delivery receipt or bill of lading.
Customer will immediately notify ITG of such damage. Customer
understands that failure to immediately report damage may result in the
inability to file claims with the shipper or insurance companies. Damages not
covered as a result of the Customer’s failure to examine or report are the full
responsibility of the Customer.
Customer will issue to ITG purchase orders in writing for the products and
services listed in Attachment 1, noting expected delivery dates that will not be
earlier than 60 days following receipt of the purchase order by ITG.
Unless noted otherwise on the purchase order, Customer will be prepared to
receive products fi-om the date of its purchase order.
Customer will accept delivery of products delivered to its dock during normal
business hours. If Customer can accept deliveries only during specified hours,
it must note such hours on its purchase order.
Customer will remit payment in U.S. Dollars to ITG in no more than 30 days
following receipt of invoice for products delivered according to the terms and
conditions set forth in Attachment 1.
Customer is responsible for supplying materials, equipment and services as
described in document entitled “WID Components” (Attachment 2).
Customer will designate a primary and secondary contact person for the
purpose of coordinating with ITG representatives all technical aspects and
implementation of the system.
Individuals designated above will promptly provide to ITG all information
needed by ITG for implementation of the system.
Customer warrants that the project is located on real property owned by the
Customer and that access to such real property will be furnished to ITG at
such times and on such dates as ITG may reasonably require in connection
with the execution and completion of the Work.
10. Customer understands that the proper performance of the system depends
upon a thorough understanding and implementation of the installation and
operating instructions provided by ITG. Customer is responsible for insuring
3
that all staff, volunteers and others who perform services at the Customer’s
behest are fully trained in the operation of the system components with which
they are working.
11. Customer will immediately report all system problems to ITG.
12. At ITG’s request, Customer will generate system reports as may be needed by
ITG and, if requested, maintain a log detailing all problems experienced with
the system.
first consulting with ITG.
unwritten, or any other form, provided it by ITG. Only such information as
may be necessary for Customer’s agents to perform their duties shall be
shared with such agents.
15. Customer represents that ITG WID software is the intellectual property of
ITG and is protected by law, including copyright laws and international
treaties. Copies of software may not be made without the expressed written
consent of a ITG representative authorized to legally obligate the company.
16. Customer shall take all reasonable steps to protect ITG’s intellectual property
13. Customer will not modify hardware or software or move equipment without
14. Customer will maintain the confidentiality of all information, be it in written,
rights.
MISCELLANEOUS
1. Force Majeure. The parties to this Agreement will not be liable for any delay or
failure to perform their obligations if that failure or delay is due to any cause or
condition beyond the control of that party and, in particular, without limitation,
any failure, damage or loss due to fire, flood, exposure or any act of God,
industrial disturbance, failure of electrical telecommunications networks, acts of
vandalism, sabotage, civil services, war, changes in legislation or regulations of
any government or governmental agency, refusal or revocation of any license or
consent by the government of any authority.
2. Assignment. The provisions of this Agreement shall inure to the benefit of and
be binding upon the respective successors and assignees of the parties hereto. A
party to this Agreement will not sell, transfer, assign, license, franchise or
otherwise part with possession or mortgage, charge or encumber any right or
obligation under this Agreement without the proposed assigned agreeing in
writing with the non-assigning party to observe and perform the terms, conditions
and restrictions on the part of the assigning party to this Agreement whether
express or implied as if the proposed assignee was an original contracting party to
this Agreement.
3. Severability. Should any court of competent jurisdiction declare any provision of
this Agreement invalid, then such provision shall be severed and shall not affect
the validity of the remaining provisions of this Agreement.
4. Choice of Law: Venue. The laws of the State of Georgia shall control the
validity, construction and effect of this Agreement and also any extensions andor
modifications of it. Any action, suit, or other proceeding concerning this
4
,-
5.
6.
7.
8.
9.
Agreement must be brought and maintained only in a court of competent
jurisdiction sitting in Gwinnett County, Georgia.
Costs and Expenses. Each party will pay its own costs and expenses in relation
to the negotiations leading up to and in relation to the preparation, execution and
carrying into effect of this Agreement and all other documents referred to in it. In
the event that either party deems it necessary to take legal action to enforce any
provisions of this Agreement, in the event that ITG prevails, the Customer shall
pay all expenses of such action including attorney fees and court costs at all stages
of litigation.
Notices.
a. Ifto ITG:
Integrated Technology Group
2851 Cole Court
Norcross, GA 30071
b. If to Customer:
Entire Agreement. The complete understanding "etween the parties is set out in
this Agreement and this Agreement supersedes and voids all prior and
contemporaneous understandings, proposals, letters, agreements or conditions
expressed or implied, oral or written, except as herein contained. Any
amendment, modification, waiver or discharge of any requirement of the
Agreement will not be effective unless in writing signed by the parties hereto or
by their authorized representatives.
Headings. The headings in this Agreement are for convenience and reference
and are not intended to define or limit the scope of any provision of this
Agreement.
Third Parties. Nothing contained in this Agreement shall create a contractual
relationship with or a cause of action in favor of a third party against the parties to
this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and
year first hereinabove written.
INTEGRATED TECHNOLY GROUP, A DIVISION OF VERNON LIBRARY
SUPPLIES, INC.
By:
Shai Robkin
President
2851 Cole Court
Norcross, GA 30071
r Taxpayer Federal I.D. #58-1605770
Date:
5
CUSTOMER
By:
Name
Title
Address
6
EXHIBIT B - PRICING SHEET
A division of Vernon Library Supplies, Inc.
2851 Cole Court
Norcross, Georgia 30071
salesOintearatedtek.com
www.intearatedtek.com
Toll Free Phone: 1-877-207-31 27 Fax: 1-877-207-31 29
Name of Library: Carlsbad Public Library
Date: 18-Jun-05
Items below are as described in document entitled "Apex RFlD Components."
Item #
RFID320ST
RFID225
RFID225BC
RFID320CD
RFID226
RFIDCDAP
VERWA38PC
RFIDLEA
RFlDl11 LEA
RFlDl11 LEAK
RFlDl I1
RFlDlOO
RFID210
RFID300
XCBASE
XCMC
VERCOREMG
VERCOREMH
Description
Standard Book Tag
Custom Printed Book Tag Overlay Label
Custom Printed Book Tag Overlay Label
w/Bar Code
CD/DVD Tag
Custom Printed CD/DVD Overlay Label
CD/DVD Tag Applicator
Linear Imager Bar Code Scanner
Tag Programming Lease Kit - $325/Month
3 Month Minimum - Price per month Tag Prog/Dispensing System Lease
3 Month Minimum - Price per month
Tag Prog/Dispensing System Lease Kit
3 Month Minimum - Price per month
Tag Programming/Dispensing System
OneCheckTM Staff Station
Flexcheck" Staff Station
Apex XpressCheckTM Self Service Kiosk
Apex XpressCheckTM Mobile Cabinet
Management Console for Remote Admin.
Remote Monitoring Guest Software
Remote Monitoring Host Software
Quantity Unit Price Extended Price
314350 $0.40 Each $125,740.00
31 5 $21.25 Thou $6,693.75
Thou
20450 $1.05 Each $21,472.50
Thou
$30.00 Each
Each
$325.00 Each
$300.00 Each
$450.00 Each
$3,200.00 Each
3 $1,950.00 Each $5,850.00
3 $4,350.00 Each $1 3,050.00
10 $12,500.00 Each $125,000.00
5 $1,350.00 Each $6,750.00
$1,250.00 Each
Each
Each
Quotation 071805.~1s tu Page 1 of 2
A division of Vernon Library Supplies, Inc.
2851 Cole Court
Norcross, Georgia 30071
sales@intearatedtek.com
www.inteclratedtek.com
Item # Description Quantity Unit Price Unit Extended Price
RFID410 Security Pedestals 11 $4,950.00 Each $54,450.00
Toll Free Phone: 1-877-207-3127 Fax: 1-877-207-3129
RFID400B Security Pedestal Base Plate
RFID400BA
RFID410CS
Security Pedestal Base Plate Adder
Custom Wood Sides for Security Pedestal
RFID500 PowerReaderTM Shelf Wand
RFID500WC PowerReaderTM Shelf Wand
(for use with coupler from RFID210)
with dedicated Coupler
$450.00 Each
$450.00 Each
$400.00 Set
2 $2,850.00 Each $5,700.00
$6,250.00 Each
RFID610 Built-in Wall Book Drop Return 3 $10,950.00 Each $32,850.00
RFID700-5 Built-in Wall Book Drop with 5-Bin Sorter 1 $55,000.00 Each $55,000.00
Includes book return face plate and chute, transition conveyor (max 4') as required, sorter,
RFlD hardware, all computer hardware, and software (bins not included)
Additional amount for turn in conveyor, if
needed 1 $5,000.00 Each $5,000.00
E214 Cart Bins for Conveyor/Sorter 6 $630.00 Each $3,780.00
Grand Total
$461,336.25
Prices quoted above do not include sales tax, if applicable.
A) Installation except where noted in the "Customer Provides" sections of
the document entitled "Apex RFlD Components" (in-floor installation of security gates
and in-wall installation of book returns)
B) First year's support and maintenance
Support and maintence following first year:
12% per year of prices quoted above with the exception of tags and overlays for which
support contract does not apply
Quoted by: Shai Robkin
Pricing for tags is contingent on the tag order being placed no later than September 30,2005.
Quotation 071805.~1s Page 2 of 2
Attachment C - Solution Specifications
For the following section, please describe how the solution you are proposing addresses each of the
components.
General Requirements
1.
2.
Integration/compatibility with Sirsi, the Library’s automated library system
Conformance with all applicable standards and regulatory requirements, including those
of Americans with Disabilities Act, local fire codes, SIP2, RS-232, and TCP/IP Ethernet
Not harmful to persons or library materials, including patrons with hearing aids or
pacemakers and audiovisual materials.
10/ 100.
3.
Technology
4.
5.
6.
7.
8.
9.
10.
Describe and explain the purpose of all hardware components your solution needs in
order for it to function in our environment and specify which components are included in
your proposal. Include the following where applicable:
0 Brand and model information
0 Capabilities
User interface
Equipment labeling
Equipment accessories
0 Equipment capabilities and features
Space, setup and energy/resource requirements
Describe and explain the purpose of all software components your solution needs in
order for it to function in our environment and specify which ones are included in your
proposal. (Include any workstation application requirements, i.e.; client software, Java,
Applets, etc. Also identify any database options that may be available with your
solution.)
Describe the security features and capabilities of your solution including: user sign-on
and access, groupings of security designations, levels and types of access options, and
terminal inactivity/session end options.
Specifically describe any minimum workstation and server requirements for your solution
(i.e. applications required, which ports are used etc.)
Specifically describe WAN/IAN issues including protocol utilized and/or supported;
performance across a WAN vs. a LAN; remote management capabilities either built into
your system or provided separately, and more specifically whether your system supports
ZenWorks for remote management.
List the software environments with which your system is compatible, and be able to
provide examples of locations where it is currently functioning. Also, specifically list any
known compatibility challenges with our current technology environment.
Describe vendor remote support capabilities, Le.; ability to access the City’s network via
a Citrix ICA Client or through an intermediate Secure Shell; and ability to provide remote
support to any servers or workstations.
City of Carbbad
Library Radio Frequency Identification & Self-check System 113 Page 17
11.
12.
13.
14.
Equipment
Conversion Stat ions
Address the following areas in your response:
0 Tools included which aid in maintaining the system environment
0 What redundancy is built into your system
0 What open source options are available
0 If your solution is scalable
0 Method of user authentication and whether the City’s current environment for
authentication could be utilized
Describe your solution’s capability of integrating with Sirsi’s Unicorn Library Management
System and what functions it performs as a result of that interface.
Describe the data that can be collected and stored in your solution/system and
accessed for reports.
Provide a list of standard reports that are included with your solution, the type of
reporting tool that is included, and any third party tool or software that is required to
access your solution/system for reporting purposes.
Dove Library I Cole Library Centro
2 I1
Hardware
Staff Workstation
Patron Countertop Station
Patron Standalone Station
Exit Sensors
BookdroD Readers
15. Please include the following hardware/equipment in your proposal, using Attachment E
and with detailed information on:
a. Cost per piece
b. Quantity price breaks
c. Model name and number
d. Annual maintenance costs
Include any other required equipment or peripherals proposed in your solution. Include
photos and data sheets for all proposed hardware that provide dimensions and
functionality.
1 1 1
2 3 1
3 1
5 4 2
4 4
Optional
Convevor/Sorter
~~
1 1
I I I
Outside, standalone bookdrop stations I 2 11
I lnventorv wandsheaders I1 I1 I I
I Sorting Bins 13 13
Tags
16.
17.
What is the frequency of the tag3 Will it interfere with a wireless network?
What is the minimum memory of the tags?
City of Carlsbad
Library Radio Frequency Identification & Self-check System llq Page 18
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
Can the tags be preprogrammed with an identification number that cannot be altered, as
well as programmable at the library so information can be added and modified?
Is network access required to read the tag?
Can someone at the circulation desk still turn the tag off and read the bit if the network
is down?
Does climate impact the functionality/effectiveness of the tag?
What is the tag life? What things would shorten the tag life?
Will the tags be compatible with updated software and hardware, Le., how will you
ensure that this isn’t a wasted investment?
Are the tags encrypted?
Do the tags have a security bit?
What is the durability of the sticker that holds the tag? How often do they have to be
replaced?
Will the tags work with any material format, e.g., print, audiotape, videotape, CD/CD-
ROM and DVD?
Can a logo or barcode be printed on the tags or on the cover sticker?
How do you deal with electronic media, e.g., CDs and DVDs?
Are there limitations with the type of book cover or binding materials, e.g., metal or foil?
Who is your tag manufacturer?
Are the tags standards-compliant?
Can any other vendor’s equipment read your tags?
Will your equipment read any standard tag?
Conversion-Programming Workstations
35.
36.
37.
38.
39.
40.
Can we wirelessly connect to Sirsi to program the RFlD tags and relate them to the item
record?
Can the workstations read, program and reprogram RFlD tags?
Can the workstations print a barcode or library logo on the RFlD label or label cover?
Do the workstations interface with the automated library system or are they standalone?
Is a mobile model available for use in the stacks?
Can conversion stations also function as checkout workstations?
Staff Workstations
41.
42.
43.
44.
45.
46.
47.
48.
49.
50.
51.
How will they be set up?
How will it interact with Sirsi, e.g., antenna?
What peripherals are required?
Can we continue to use our own Sirsi Workflows program for transactions?
Will the system be able to read both RFID tags and barcodes?
Can the unit at the staff workstations program new tags and check items in and out?
How does the system identify held items?
Can the workstations read tags and display the information on the tags on screen?
What is the read range?
How many tags can be read at one time? How many types of media?
Can the workstation sit on a current circulation countertop and/or can they be recessed?
City of Carlsbad
Library Radio Frequency Identification & Self-check System Page 19
\ 19
52.
Patron self-checking Stations
How does the station deactivate the theft or security bit on the materials?
53.
54.
55.
56.
57.
58.
59.
60.
61.
62.
63.
64.
How does it check out materials?
What is the user interface: video, menu, etc.?
Does your product function as a touch screen?
How many tags can be read at one time? How many types of media?
Can the self-check stations function wirelessly?
Can the station read a barcode, magnetic stripe, RFlD tag and smart card?
Can the station stand alone with a base or be placed on a countertop?
Will the system be able to read both RFlD tags and barcodes?
Will the system identify held items that haven’t yet been pulled from the shelf?
How does the patron know that a tag has not been read or that no tag is on one or more
items?
How does the station deactivate the theft or security bit on the materials?
Has your company worked with a library to develop or be part of a multifunction service
point that includes check-in/checkout capabilities, fine/fee/vend payment options
(cash, credit, debit), PC reservation? If not, have you considered it or are you designing
something similar?
Exit Sensors
65.
66.
67.
68.
69.
70.
7 1.
72.
73.
74.
75.
Are they outsourced?
How will they interact with the RFlD tag?
What is the read range?
How many items can a security gate detect?
What is the maximum number of items the security gate can detect?
Do your sensors comply with ADA regulations?
Is the sensor alarm both audible and visible?
Will the exit sensors transmit the information on the tags to the ALS so the library will
know what has been taken?
Is there anything that the sensors should be shielded from because they will interfere
with their effectiveness?
What is the minimum distance recommended for installation away from other systems or
PCs to assure noninterference?
What information is relayed to the staff workstation in the case of an attempted theft?
Bookdrop Readers
76.
77.
78.
Can the bookdrop reader turn the bit on, check in the item and identify holds?
Does your system have an outside bookdrop and if so, how does it work? What is
required (power, network connectivity, etc.)? Does it have weather considerations?
Can the bookdrop reader function wirelessly?
Portable Inventory Readers
City of Carlsbad
Libraty Radio Frequency Identification & Self-check System Page 20 Ilb
79.
80.
81.
82.
83.
84.
85.
86.
87.
88.
89.
90.
9 1.
92.
93.
Can the scanner read tags on metal shelves?
What type of scanner or wand will be used?
Can a handheld device (pocket PC or Palm) be used with the inventory wand or scanner?
At what distance can the tags be scanned?
What is the weight of each reader?
How many items can be scanned and held in memory before having to upload
information to server?
Can an item be programmed into the reader in order to be located?
Can the entire collection be scanned with one reader?
Can we scan wirelessly to Sirsi?
What happens if we miss a book when we’re doing inventory and it’s out of order? Can
the person go back and scan it?
Can you scan out of order or go from shelf to shelf and pick up the other items later?
Can the inventory program combine the files and then sort to produce a total inventory
report?
Does the inventory unit display the scanned items?
If there is an error, does that stop the inventory process?
Does your system provide its own inventory database? If not, will that information be
imported to or exported from Sirsi?
What is the accuracy rate of the readers?
Conveyors and Sorters
94.
95.
96.
Describe the available conveyors and sorters.
How is the sorting station different from a bookdrop reader?
What is the maximum number of bins?
Training
97. Describe your training program.
Documentation
98.
99.
What type of documentation will be provided during training and implementation?
Will you provide all product literature?
Warranties
100.
101.
What hardware and software warranties are included in your proposal?
What is your guaranteed uptime?
Vendor SuppowMaintenance
102. Describe in detail the support and maintenance that will be provided by your company as
proposed by your solution, including:
City of Carlsbad
Library Radio Frequency Identification & Self-check System I 17 Page 21
0
0
0
0
Software and hardware support access and hours, including holidays, evenings and
weekends
Parts, labor, supplies for equipment
Help contact protocol to include all aspects of solution, and escalation procedures
If you contract with any third parties, and the identification of those third parties
Delivery, Installation and Startup
103.
104.
During implementation, how will we run security and check items in and out with both
RFlD and tattle tape items?
Provide a typical implementation plan and timeline.
Prices
105. Is the Sirsi SIP2 capability included in the cost of the license?
City of Carlsbad
Library Radio Frequency Identification & Self-check System 118 Page 22
09/13/05 11:21 FAX 715 346 8195 SENTRY INS. C/L ,_ - --.---.- .- - 002
MXDDCESEX INSURANCE COMPANY STEVEN$ POINT WISCONSIN (A PARTICIPATf N6 STOCK LOMPANY 1 A HEflEER OF THE SENTRY FAMILY OF INSURANCE COMPANIES
, CERTIFICATE OF ENSURANCE ACCOUNT NUMBER 66-57010
L.'
This certificate In is.wad as a matter of infarmation only and confers no rights Upon the ct?rtificate holder., This certificate does not amend, extend or alter the coverage afforded by the policies below.
Name-and Address of
CITY OF CARLSBAD 1775 DOVE LN CARLSBADI CA 92011
Name and Aadress of the Insurocl
VERNON LIBRARY SUPPLIES INC 2851 COLE CT NORCROSS, GA 30071
This certificate is Issued on ~9-l2-2005 and ia effective untSl-03-25-2P06. It certifies that policies of ?nsuri(iitC listed btlpw have been issued to the rnsureU named IDOVe. Nnluttirstandinq any requirement, tarn or condition of any contrar.t ut' ather document Mith respect to whien this cortificate May be lssued or may oertainr the insurance afforded by th,o policaes descrlned herein is subject ta all the termsr exclusions, and canditions of such nulieies, Limits shown may have bean reduced by nai,.ri clams.
Bl.$ifl-RJisawnerslirbilitv 44-57fll.O-09 Each Occurrence 4 1,aoo Medical Emenst $ LU Includes1 Bodlly ZnjuPy Denaqt to Premises 9 100 rropsrty Damage General A gregato $ 3#U00 s 3,000 Personal Injury Products iggregate Advertising Iniury
.- -h i.le 44-57010-10 Each AccSclent
Includes; Bodily Injury and Property Damage Combined -Smecifically Describad Autos -Hired Autas -No# Owned Autos
s 500
Uorkers' Coupenfation and 44-57010-11 Statutory Ennlover's LiabUltV Each Accident P 50 0 Each Disease/Ernplovee b 50 0 Each Diseaso/Polity s 5uu
44-57010-12 Each occurrence $ 1,nnQ tunoral dggregate 11,000 Products Aooreaate 4 1,000
If.any of the listed paliclor are cancelled print- to their normal ex iration data, the insurer wlll w=nTf IIIJL~G~ to the certificate hoedor 10 days in. advance.
80-Cl035 (MECHI
VER 44-,5703.0 33-141003 09-12-2005 PAGE I. tno23)
02 932