Jackson/Hinds Library System invites proposals from qualified Commercial Insurance Carriers to provide insurance coverage for the library system for the fiscal year beginning 10/01/2022 – 09/20/2023, per the summary of insurance coverage needed as follows:
Summary of Insurance Coverage Needs:
- Business Auto Policy
- Management Liability Policy
- Commercial Umbrella Liability Policy
- HUB Commercial Package Policy
- Workers Compensation Insurance Policy.
All proposals must be submitted electronically to fcouncil@jhlibrary.org with Insurance RFP Response in the subject line. Late or improperly addressed bids will be disqualified. The bid opening will be conducted in the Meeting Room of the Willie Morris Library on June 30, 2022 at 2:00pm and will be open to the public. After opening the bids, bids will be taken into consideration, and the lowest and best bid that meets the operational needs of the System will be chosen by the Administrative Board of Trustees. All proposals become the property of the Jackson/Hinds Library System without obligation.
Questions may be directed by email to Floyd Council, Executive Director, at fcouncil@jhlibrary.org. All questions and answers about the bid proposal and this announcement are on www.jhlibrary.org. Bid Open: June 1, 2022 Bid Closed: June 30, 2022 (10:00am)
************************************************************************************************************************************************************
Jackson/Hinds Library System invites qualified vendors to submit proposals to provide multifunction color copiers/ printers, coin-ops, and service contracts for selected library locations per the terms and conditions of this Request for Proposal. The RFP is to seek costs and information related to the installation and operation of MFDs and requests a detailed response from all prospective vendors, including pricing, service description, and configuration. Cost options must include a lease with three-, four-, and five-year options of color MFDs with a Service/Maintenance Plan. Additionally, a service contract on the color copiers to include on-site service and OEM toner is needed. ALL COSTS SHALL BE INCLUDED AND ITEMIZED IN THE PROPOSAL WITH NO HIDDEN COSTS.
All MFDs and products listed will need to meet the required hardware specifications listed by JHLS. All MFDs shall be newly manufactured with no used or refurbished parts and include the capability for scanning, mobile printing, and emailing. Integration with Envisionware’s LPTOne print release terminals is required. Any third-party software configuration must be with a SIP2 connection to authenticate with JHLS’s ILS system. It is the vendors’ responsibility to provide equipment, technical specifications, and support for any third-party software. Each location’s needs will determine the final equipment configuration of each copier. The OEM shall provide specification sheets listing all accessories, features, functions, and technical requirements of each model. Proposals that deviate from these specifications will be considered, provided the vendor indicates why its proposed alternative specifications meet the needs and intent of the System.
All proposals must be submitted electronically to fcouncil@jhlibrary.org with JHLS Copier RFP Response in the subject line. Late or improperly addressed bids will be disqualified. The bid opening will be conducted in the Meeting Room of the Willie Morris Library on June 30, 2022, at 2:00 pm and will be open to the public. After opening the bids, bids will be taken into consideration, and the lowest and best bid that meets the operational needs of the System will be chosen by the Administrative Board of Trustees. All proposals become the property of the Jackson/Hinds Library System without obligation.
Coverage for the System includes the areas listed below.
- Sixteen (16) MFDs’ Copying, Printing, Mobile Printing, and Scanning
- 25-30ppm minimum
- Color and Monochrome
- Letter, Legal, Ledger, and bypass tray
- Paper drawers (letter & legal size)
- Duplex options
- Secured Printing options
- Built-in / unified Address book for email
- Coin-Op for all fourteen Copiers/MFDs
- Accepts both dollars and coins
- Dispenses coins as change
- Accepts Credit Cards
- All PCI Compliance and Transaction Fees detailed
Questions may be directed by email to Floyd Council, Executive Director, at fcouncil@jhlibrary.org. All questions and answers about the bid proposal and this announcement are on www.jhlibrary.org. Bid Open: June 1, 2022 Bid Closed: June 30, 2022 (10:00am)
Questions and Answers
- Integration with Envisionware’s LPTOne print release terminals is required – What type of print release stations on these? LPTOne is a mobility print solution. Please describe the pay for print terminals.
LPTOne is a print management solution for libraries. It can be configured for staff management or patron self-printing. All locations are configured for staff management, and two sites have patron self-printing.
With staff management, a patron goes to the circulation desk, pays, and staff release the print job.
With patron self-printing, a patron goes to a computer connected to a coin-op, scans their library card, enters the money into the coin-op, and their print job is released.
We do not have Envisionware’s mobility printing solution in our libraries.
- Any third-party software configuration must be with a SIP2 connection to authenticate with JHLS’s ILS system – Are all libraries under a single ILS system across 14 locations?
Yes, we have one ILS for all locations.
- Are all patron cards the same format?
All cards are fourteen digits with a four-digit pin. Guest passes are two letters followed by ten numbers.
- Are barcode readers required at all devices to read patron library cards?
We want a solution that is easy and efficient for our patrons.
- Coin-Op for all fourteen Copiers/MFDs – Are you replacing all the Envisionware print release terminals?
We want the MFDs to be the printer for the LPTOne staff management and patron self-printing.
- Built-in / unified Address book for email – Please elaborate on this requirement. Is this only required for the two staff devices? This is a non-standard feature that is typically not available when using MFDs for pay for print/copy services.
The address book is for the two MFDs that will be for staff.
- Sixteen (16) MFDs’ Copying, Printing, Mobile Printing, and Scanning – Coin-Op for all fourteen Copiers/MFDs – Please clarify. Are 14 or 16 devices required?
We are requesting sixteen (16) MFDs. Fourteen (14) are for patron use. Two (2) are for staff.
- Please explain how you are currently supporting this solution today.
Currently, we have fourteen (14) MFDs with cash-only coin-ops for public use. That is only configured for patrons to make copies. We have two (2) MFDs that are for staff use. They are used for copying, scanning, and printing.
Public printing is completed on printers that the library purchases and maintains. Payments are made at the circulation desk and can be cash or credit card. Patron self-printing is cash only.
We do not have a scanning or mobile printing solution for our patrons.
- How are users currently adding funds to their accounts?
We don’t have patron payment accounts available.
- How are users currently using pay-as-you-go services?
Patrons pay cash when using our coin-ops and have the option to pay with cash or card at the circulation desks.
- How are users currently authenticating at the print device?
LPTOne prompts patrons to enter an identifier for their print job. Patrons enter their computer numbers in locations that only have staff-managed print releases. Patrons enter their library card numbers at the sites with patron self-printing.
- How are users currently receiving cash refunds?
We don’t usually give refunds for printing.
- PCI Compliance and Transaction Fees are with the credit card transaction company. Is there a company you already have an account with that can be leveraged?
No.