BABASAHEB BHIMRAO AMBEDKAR UNIVERSITY (A CENTRAL … · 17. The bidder shall submit an overall installation plan RFID, EM, KOHA and Retrospective Conversion of Library Documents with

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BABASAHEB BHIMRAO AMBEDKAR UNIVERSITY (A CENTRAL UNIVERSITY)

VIDYA VIHAR, RAEBARELI ROAD, LUCKNOW-226025

Email: [email protected]

The Babasaheb Bhimrao Ambedkar University (BBAU), Lucknow invites sealed

Tender from eligible bidders for the following:

TENDER DOCUMENT FOR SUPPLY, TESTING, INSTALLATION, MAINTENANCE

AND TRAINING OF RADIO FREQUENCY IDENTIFICATION (RFID) DEVICES, RFID

TAGS, ELECTROMAGNETIC (EM) SYSTEM & STRIPS, INTEGRATED LIBRARY

MANAGEMENT SOFTWARE (ILMS) i.e. KOHA Open Source, latest version (KOHA ILMS),

INTEGRATION OF RFID SYSTEM WITH ILMS Using SIP2/NISO NCIP AND

RETROSPECTIVE CONVERSION OF LIBRARY DOCUMENTS.

SECTION I

GENERAL TERMS AND CONDITIONS

1. TENDER NOTICE NO.:- 01/07/2

2. DATED: - 10/06//2016

3. LAST DATE FOR RECEIPT OF TENDER: - 11/07/2016

4. DATE & TIME OF PRE-BID CONFERENCE:-24/06/2016

5. DATE & TIME OF OPENING TECHNICAL BID: - Will be displayed on university Website.

6. NAME AND ADDRESS OF TENDERER:-

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…………………………………………………

7. COST OF TENDER DOCUMENTS:-

The Tender document can be downloaded from the University Website: www.bbau.ac.in by

paying Rs.1000/- in the form of Demand Draft of in favor of ―Finance Officer, Babasaheb

Bhimrao Ambedkar University” Payable at Lucknow without which the tender will be

rejected.

Demand Draft No.__________________ Dated __________ Bank ___________________

Branch ____________________________ Amount of Rs. ___________________________

mailto:[email protected]

http://www.bbau.ac.in/

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8. EARNEST MONEY DEPOSITE (EMD):- The interested firms/bidder will have to submit Rs.160000/- as Earnest money (EMD) in the

form of DD (Demand Draft) in favor of “Finance Officer, Babasaheb Bhimrao Ambedkar

University” Payable at Lucknow valid for 90 days and Tender Documents should be

completed in all respects without which the tender will be rejected. Earnest money DD should

be enclosed with ‗Technical Bid‘ and clearly indicated on envelop.

9. VALIDITY OF TENDER: - 180 days from the date of opening.

10. PRICES SHOULD BE F.O.R. BBAU, Lucknow Basis: - The installation with material of

RFID peripherals, Integrated Library Management Software should be provided at the Gautam

Buddha Library (GBL), BBAU free of cost. The retrospective conversion of Library

Document work will be done at the GBL and Departmental Libraries in the BBAU Campus.

The additional charges such as transportation, etc. will not be paid by the BBAU.

11. All t he R F ID & E M components and peripherals chosen for complete solution must

conform to the NISO guidelines for use of RFID & EM in libraries ISO15693, ISO28560,

ISO18000-3 in accordance with equipments listed below. The bidders shall be expected to

provide the following equipments as per the technical specifications given in Technical

Bid:

I. RFID Tags and BBAU Logo - 60,000 Nos each, (including CD tags one thousand

in numbers)

II. EM Security Strips-60,000 Nos (including CD Strip one thousand in numbers)

III. Staff work Station for RFID- (One/Two) (Optional)

IV. Staff work Station for EM- (One/Two) (Optional)

V. Staff work Station Hybrid/Combined for EM and RFID – (One/Two) (Optional)

[Note: The Library will purchase either Hybrid staff work station or separate

staff work station for EM and RFID]

VI. Combined Self Check-In and Check-out Units (The unit should work for EM,

RFID and Barcode)- (One)

VII. Library Security Gate i.e. 3 EAS (Electronic Article Surveillance) pedestals Gates

compatible with RFID Tags complete in all respect with necessary accessories

(Optional four pedestal) – (One) (optional).

VIII. Library Security Gate i.e. 3 EAS pedestals Gates for EM Strip complete in all

respect with necessary accessories (Optional four pedestal) -(One)

IX. Shelf Management System/Portable Handheld RFID Reader with Antenna –

(Two)

X. Book Drop Box (Self Check-In with return slip printer)- (Two)

XI. RFID Card Printer (One) (optional)

XII. RFID Member smart cards (500) (optional)

XIII. Spine labels for 60000 document and barcode labels for 35000 documents (two

barcodes to be pasted on each document). It is informed that barcodes are already

pasted on about 25000 documents.

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SECTION II

INSTRUCTIONS TO THE BIDDERS

A. ELIGIBILITY CRITERIA FOR PARTICIPATING IN THE TENDER

1. The bidder must have presence in India for the last 5 years.

2. The bidder must have the requisite domain expertise with regard to supply, installation and

post-scale service of the items they are quoting as per technical specifications.

3. The bidder must have supplied, installed, implemented, integrated and commissioned

complete RFID system, EM system, KOHA Integrated Library Management System

(ILMS) including other ILMS and Retrospective conversion work in at least 5 Govt.

University/ institutions‘ libraries in India. Out of these Libraries, at least two of the

libraries must have one lakh record collection. (Documentary proof must be attached with

work order and satisfactory certificate for completion execution of these projects). A

complete system shall include supply and installation of KOHA ILMS, LINUX, RFID &

EM components and Retrospective conversion related items/work; integration,

development and operationalization of hardware & software components, retrospective

conversion and RFID consumables in an integrated manner. The bidders shall attach

copies of purchase order and certificates of work completion of RFID & EM

implementation under ISO-18000/15693 NCIP/SIP-2, ILMS implementation in LINUX

operating system and Retrospective conversion of documents in MARC-21. In no case

third party certificate shall be accepted. The BBAU reserves the right to enquire about the

authenticity of information provided.

4. The bidder shall not be under a declaration of ineligibility of corrupt and fraud land

practices by the bank.

5. The bidder must be an Original Equipment Manufacturer (OEM) of RFID & EM hardware

components or an authorized distributor of OEM of RFID hardware components having

experience of implementing RFID & EM in libraries. The bidder shall submit certificate of

authorization from the principal manufacturing company or self declaration in case OEM is

participating in the tender.

6. The bidder must have experience in the field of KOHA conceptualization, design,

development, installation, customization and maintenance in the higher education

institutions/ Government organizations.

7. The bidder should be ISO9001:2000 certified company.

8. The bidder shall ensure that the RFID system proposed by bidder is compatible with

ISO28560, ISO15693, ISO14443A for smart card integration.

9. Necessary documents, certificates, brochures, leaflets in support of the eligibility criteria

should be attached with the technical bid.

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10. All equipment must be FCC/CE (Federal Communications Commission) compliant.

Certificate from OEM shall be provided to that effect.

11. The registration No. of firm along with the CST No. allotted by the sales Tax Authority

must be given in the tender bid. (Please enclose necessary documents).

12. The bidder should have average annual turnover of at least Rs. 1 crore during previous

three financial years. Enclose a proof of the audited balance sheets during last 3 Years.

13. The selected vendor will be required to furnish Bank Guarantee for 10% value of order for

a period of 3 years after installation and commissioning before releasing the payment.

14. The responsibility and requirement if any from University side must be mentioned clearly.

15. The successful bidder shall have to run a pilot project/ demonstration for at least 2

weeks for 500 active books before the order is placed.

16. The BBAU reserves all rights to amend/cancel/withdraw any of the terms and conditions

contained in tender document or to reject any or all the tenders at any time without any

notice or assigning any reason.

17. The hardware quoted should be from reputed brands only.

18. Preferably, the bidder should have local support in Lucknow.

19. A declaration on part of bidder about terms and condition of the tender documents should

be submitted.

20. Canvassing in connection with the tendering process is strictly prohibited and tender

submitted by the vendors who resort to such canvassing will be liable for rejection.

21. All equipment must meet the EU RoHS (Reduction of Hazardous Substance) Directive.

RoHS prohibits lead, mercury, cadmium, hexavalent chromium, polybrominated biphenyls

(PBB) and polybrominated diphenyl ethers (PBDE) above certain maximum concentration

levels for those substances. Certificate from OEM must be provided to that effect.

22. All equipment must meet the EU WEEE (Waste Electrical and Electronic Equipment)

Directive which addresses the return at end-of-life, and recyclability/ recoverability/

reusability of waste electrical and electronic equipment. Certificate from OEM Should be

provided to that Effect.

23. The decision of BBAU, Lucknow in this regards shall be final and binding on all the

concerned. All the disputes subject to Lucknow jurisdiction and will be interpreted under

Indian Laws.

B. TERMS AND CONDITIONS

1. The bidder shall bear all expenses of packaging, forwarding, freight, insurance in connection

with delivery, repairs and replacements made within the warranty, period.

2. The bidder shall be responsible for any loss, damage, breakage etc in transit site.

3. The bidder shall bear the expenses which may incur while unloading of items, deployment of

unskilled labour during installation of RFID and EM.

4. The bidder shall undertake installation, integration, implementation, commissioning and

training of the proposed system within 60 days of receiving the confirmed order.

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5. The warranty period shall be effective from the date of having completed successful

installation, integration, implementation and training on the system/solution in the Library.

6. The bidder shall be fully responsible for the performance of all components of the KOHA

ILMS, Retrospective conversion data, RFID & EM materials and any defective material shall

be replaced by the bidder free of cost during the warranty period, i.e. three years.

7. The bidder shall customize and personalize all aspects of the proposed system as per the

requirements in order to ensure smooth implementation and functioning of the system.

8. The bidder shall clearly specify their service option during the warranty and maintenance

contract period to ensure that the functioning of the proposed RFID & EM system and KOHA is

not interrupted after installation.

9. BBAU shall have the liberty to terminate the maintenance period in case it is not satisfied with

the services/maintenance provided by the successful bidder.

10. The successful bidder shall be responsible for coordination and integration of the proposed

system with KOHA latest version and resolve any RFID & EM and functionality problems with

the support.

11. The quantity of the required items may defer subject to the requirements of the Library.

12. All components shall be compatible with ISO 28560 standards and NISO recommendations

adopted globally for implementation of RFID & EM systems in libraries.

13. The bidder shall submit proposal of Hardware & Software which should be open in terms of

modularity, expandability and upgradeability in future.

14. The KOHA system shall have remote monitoring which must include instant e- mail

notification, SMS Notification, monitoring of Check-in and out rates, web based trouble

shooting and the ability to obtain statistics for each machine from any location.

15. The supplied hardware shall have the provision to upgrade their firmware online.

16. The bidders shall clearly mention the responsibility and requirements from the Library staff.

17. The bidder shall submit an overall installation plan RFID, EM, KOHA and Retrospective

Conversion of Library Documents with regard to placement of hardware, physical

infrastructure, power and ventilation requirements so as to maximize the workflow without

disrupting the normal duties and services.

18. The bidders shall respond to the technical specifications in the format given in Annexure I

19. The bidders shall quote amount in the format as given in Annexure II of Tender document.

20. The bidder shall sign all the pages of the bid.

21. The technical bids will be opened by a committee on ---------------- at 3:00 p.m. The financial

bids of the technical bidders will be opened on a later date and will be intimated, in the presence

of parties whose technical bids are found suitable or acceptable.

22. The officer inviting tender shall not be held liable for any delay due to system failure beyond

his control. The officer will attempt to notify the bidder of any bid updates, the employer shall

not be liable for any information not received by the bidder. It is the bidder‘s responsibility to

verify the website for the latest information related to the tender.

23. The entire work to be handled as single Turn-key project and the total cost of the project will be

computed as single value. Hence the bidder should quote for all the items mentioned in the

tender. Otherwise the tender will be rejected.

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24. The BBAU reserves right to place order partially/fully to the firm/firms quoted for bid

depending upon the cost/advanced technology/special features of specific item(s) of RFID

system, EM system, KOHA implementation & maintenance, retro-conversion work etc.

25. The BBAU reserves rights to adapt advanced specifications technology for the required items

and software in the tender.

26. BBAU reserves the right to negotiate any alterations to bid specifications due to oversight or

error.

27. Specifications of the hardware items given in this bid document are the minimum requirements.

The bidder may offer items with higher specifications. However, no price advantage for such

specifications shall be given.

28. The rates must be quoted both in figures and words and over-writing must be avoided.

29. The bid should be given for the items in the same order as is given in the Tender document.

30. Schedule of delivery of items/job work, etc. should be clearly mentioned.

31. If the supplier/firm is manufacturer/authorized dealer/sole distributor/authorized agent of any

item, the certificate to this effect should be attached.

32. The quantity shown against each item is approximate and may vary as per the demand of

BBAU at the time of placing order.

33. BBAU reserves the right to accept/reject any bid wholly or partly.

34. The bidder should have their own bank account in the name of the registered agency.

35. Earnest Money Deposited liable to be forfeited and bid is liable to be rejected if the tenderer

withdraws or amend, impairs or derogates from the tender in any respect within the period of

validity of the tender.

36. The Earnest Money of all unsuccessful Bidder/ tenderers will be returned as early as possible

after the expiration of the period of the bid validity. No interest will be paid by BBAU on the

Earnest Money Deposit.

37. BBAU may switch over to any other Library Management Software (i.e. open source or

commercial system), integration shall be the sole responsibility of the bidder during warranty

period.

38. KOHA ILMS will be customized by the bidder according to the requirement of GBL, BBAU.

All the programs, technical details and documentation regarding KOHA customization will be

provided to GBL, BBAU, Lucknow in writing as well as in softcopy for future use.

39. Bidder will be fully responsible for standard integration using NCIP/SIP -2 protocol with

KOHA and the performance of all component of the RFID & EM equipments and materials and

other equipments being supplied and installed and any malfunction/defective materials should

be replaced free of cost during the warranty and maintenance period. The entire system should

be compatible with ILMS. It would be responsibility of bidder to demonstrate functioning of

entire RFID system, EM and other equipments on KOHA.

40. The bidder shall do local customization and personalization on all aspects of the proposed

system during the implementation and warranty period to ensure a smooth functioning and user

friendly environment.

41. The bidders shall quote rates inclusive of all taxes and duties, packaging, forwarding, freight,

insurance, Maintenance / extended onsite Warranty/Guarantee and technical support w i th

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m at e r i a l / s p a re p a r t s , l abo r & s e rv i ce for 3 years from date of putting system

operating on supplied hardware and software, their spare parts, upgrades etc. and till that time

the bank Guarantee shall remain with the University. The selected firm for the supply of

tendered item will have to provide free up-gradation of software and firmware (all update &

upgrades) upto 3 years from the date of satisfactory installation. In case, these are charged

additionally, these shall be clearly specified.

42. During the execution of the project the bidder shall initially provide onsite technical support

personnel who are fully trained company authorized and certified by the bidder to reduce

downtime. Onsite support should be provided free of cost during the warranty/extended

warranty for three years period with least minimum down time of 05 hours. The remote support

via e- mail and telephone shall be provided as and when needed, free of cost.

43. BBAU is entitled for Custom Duty/Excise Exemption. Price quoted should be at F.O.R. GBL,

BBAU, Lucknow or CIF (for imported item) basis. This shall be inclusive of all taxes and

summary cost of total implementation including freight & insurance should be indicated. Inter-

state transit Way Bill (Form-50), Excise Duty Exemption Certificate, Customs Duty Exemption

Certificate as per DSIR Notification No. NO.10/97-CENTRAL EXCISE DATED 1st MARCH,

1997 and No.51/96-Customs dated 23.07.96 respectively will be issued, if required, only in

favour of the bidder and address as mentioned in the Purchase Order. For imported Hardware,

order to be placed on the overseas vendor and customs clearance will be done by the bidder.

This condition should be strictly adhered to, failing which their offer will be summarily

rejected.

44. All system components must be UL, CE, and FCC Part 15-Certified; SIP2, RS-232, TCP/IP

Ethernet 10/100, 802.11b (wireless) compliant; and meet the EU RoHS and WEEE Directives.

45. The UL, cUL, CE and C-tick marks shall be displayed on the serial plate of the System.

46. System must be in compliance with ADA guideline 4.15.4 for wheel chair clearance and ADA

guideline 4.34.3 reach range standards.

47. Bidder shall demonstrate that the resources (infrastructure) exist which are required to provide

robust pre- and post-sales support to RFID and Electromagnetic Materials Flow Management

System.

48. RFID Tags must have Life Time Guarantee. Certificate from OEM must be provided to that

effect in Tender Document.

49. EM Security Strips must have Life Time Guarantee. Certificate from OEM must be provided to

that effect in Tender Document.

50. Single Workstation and Self Check must handle processing of RFID Tags, Bar-code and EM

Security Strips.

51. There will be pre-bid tender conference regarding the technical bid of the tender.

52. The proposed system must not interfere with other equipment, automated library system clients

or PCs that may be nearby.

53. The proposed system must be able to connect through the Library‘s Ethernet network via an RJ-

45 connector and/or secured wireless network.

54. All system components must be compatible with the ERP Solution to be procured by the

University in future.

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55. The guidelines / conditions mentioned in this document are merely minimum. The supplier /

bidder have to ensure the full functionality of RFID, EM, automation, etc. irrespective of all the

applicable hardware and software.

56. The tender should be submitted to:

Assistant Registrar (S & P)

Babasaheb Bhimrao Ambedkar University (A Central University)

Vidya Vihar, Raebareli Road

Lucknow, Uttar Pradesh - 226025

57. Payment: No advance payment will be made in this regard. The payment shall be made in

following parts for RFID System, EM System and Retrospective Conversion work.

RFID Hardware, EM Hardware & Software and KOHA ILMS

I. 60% payment of the cost of Hardware and Software will be made after satisfactorily

installation and commissioning of the hardware and software including KOHA (At least

2000 documents will be checked and verified).

II. 30% payment of cost of hardware and software will be made after 6 month successful

running of the system and customization of KOHA according the requirement of the GBL.

III. 10% of overall payment will be made after 3 years of successfully running the complete

System.

IV. Final settlement of the account will be made only when the ILMS database and RFID is

made operational/functional in all respect.

RFID Tagging, EM strip pasting and Retrospective conversion

I. Payment will be made after data entry completion / validation and tagging (i.e. RFID tagging,

EM strip pasting, Bar-coding, Call number labeling, etc) of 10000 records/ documents. The bill

should be submitted for payment on the completion of retrospective conversion of records/

documents after proper inspection of the job and tagging by the Library authority. Payment will

be made after proper training, testing of software and hardware, report generation and onsite

trouble free issues/return transaction for two months.

II. An amount of 10% shall be retained as performance security BBAU, Lucknow in the form of

deduction from each bill and shall be released, without any accrued interest, on completion of 3

years of successfully running the complete System.

III. Final settlement of the account will be made only when the Library database, KOHA, EM and

RFID are made operational/functional in all respect.

IV. If the work is not to the satisfaction of the awarding authority, the competent authority has the

right to deduct the payment depending upon the work, which is unsatisfactory. If it is found that

the work in process is not up to the mark, the awarding authority reserves the right to cancel the

contract by making the payment only for the approved/finished portion of the work.

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C. BID REJECTION CRITERIA

The bid(s) will be rejected in case of any one or more of the following conditions:

1. Bids which are not substantially responsive to the Tender Document.

2. Bids not made in compliance with the procedure mentioned in this document or not

substantively responsive.

3. Failure on part of the Bidder to provide appropriate information as required in the bid

proposal or any additional information as requested by BBAU, including any supporting

document.

4. Incomplete or conditional bids or bids that do not fulfill all or any of the conditions as

specified in this document.

5. Bids without earnest money deposit.

6. The submission of more than one bid under different names by one Bidder. If the same is found

at any stage, all the bids by that bidder will be rejected.

7. Material inconsistencies in the information submitted.

8. Misrepresentations in the bid proposal or any supporting documentation.

9. Bid proposal received after the last date and time specified in this document.

10. Bids found in unsealed cover, unsigned bids, bids signed by unauthorized person and

unsigned corrections in the bids.

11. Bids containing erasures or overwriting except as necessary to correct errors made by the

Bidder, in which case such corrections shall be authenticated by the person signing the bid.

12. Bidder should have 5 year experience of providing & commissioning, integration and

installation of RFID & EM Based Library Circulation, Inventory control System,

Implementation of ILMS, Retrospective Conversion of Library documents in atleast 5 (Five)

projects. Documentary evidence for above has to be submitted with the Bid, failing which, their

offer will be rejected.

13. Bid(s) not complying with Delivery, installation & commissioning, warranty, penalty, and

Three years maintenance clauses will be rejected.

14. The bidder should quote for all the items mentioned in the tender, failing which, their offer will

be rejected.

15. The Bidder has to be OEM/Joint Venture of OEM/Subsidiary of OEM/Authorized Dealer of

OEM. Joint Venture companies, subsidiaries and authorized dealers must submit Authorisation

certificate (in original) from OEM, as per Technical Specification attached herewith, stating that

the OEM will provide support directly or through the particular dealer during the warranty

period including replacement of spares and the validity of the certificate should be for a

minimum period of 36 months from the date of submission of offers/bids, failing which, their

offer will be rejected.

16. The Bidder should provide an Undertaking of authenticity of IT Hardware and Software

supplies,(in original), from OEM, should be attached, stating that no refurbished/ duplicate/

second hand components, parts, assembly, software shall be used, failing which their offer will

be rejected.

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D. TIME FRAME OF PROJECT EXECUTION: Project Execution and completion Schedule

will be within 360 days.

The time frame of completion of the project that is Installation of all the Hardware, Software,

Tagging, bar-coding, spine labeling, Testing, Training, Customization, Reporting, retrospective

conversion of 60000 documents in MARC-21, completion of the project etc within a period of 12

months from the date of offer of Contract as follows:

Phase –I (To be completed within 60 days of Supply Order):

1. The bidder should ensure to Import the Hardware, installation, civil work related to

Hardware in the premises of the GBL, BBAU.

2. Installation of ILMS i.e. KOHA latest version on Linux platform under Networking

environment, Integration of SIP2/NISO protocol and Testing of Software with ILMS.

3. Atleast 2000 books/documents to be RFID tagged, bar-coding and retrospective conversion

in IMLS database for 100 Users card transaction.

Phase-II (To be completed within 285 days after the Phase I):

1. The bidders should deploy suitable number of trained manpower to tag the books at each

floor.

2. It should be noted no chaos or noise produced because of more manpower.

3. Approximately 60000 collection/all the documents should be picked from the shelf

cautiously and RFID tagged, EM strip pasted, retrospective conversion of bibliographic

data in MARC-21 in KOHA ILMS database, printed spine labeling & barcode labeling at

the desired location and re-shelved with as per call number.

4. Barcode labeling of approximately 35000 collection/ all the documents to be done within

the phase-II.

5. Stock verification of all the tagged items with the hand held device from the shelves.

6. Regular issue/return of books using RFID Solution implemented.

7. Training of Library Personnels for RFID System.

8. Training of Library Personnels for KOHA ILMS System in all the in-house activity of the

library.

9. KOHA customization as per the requirement of the GBL.

10. Training of Library Personnels for administration of KOHA ILMS server including

LINUX basic administration.

11. Training of Library Personnels for administration RFID system/server.

12. Any other work related to the project.

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Phase-III (To be completed within last 15 days):

1. Generation of various kinds of reports like

Number of books available in the Library

Number of foot falls in a day, week etc. in RFID/EM

Number of Books issued in a day, in a week, in a month, in a year etc.

Number of SMS/e-mail sent to users

Fine collection report etc

2. Any other report/job assigned to completion of the job

Note: The bidder should strictly follow the project schedule. All the trained manpower

deployed should be well mannered, disciplined and responsible.

E. PERFORMANCE GUARANTEE

The successful bidder will have to provide Performance Bank Guarantee of 10% of total cost of all the

Hardware, Software for a period of 3 years. The performance Bank Guarantee period will be effective

from the date of final installation/functional of the compete integrate system. Performance Security

should remain valid for a period of sixty days beyond the date of completion of all contractual

obligations of the supplier including warranty obligations.

F. BID EVALUATION CRITERIA

The bids conforming to the technical specifications, terms and conditions stipulated in the tender and

considered to be responsive after subjecting to the Bid Rejection Criteria as well as verification of

original of any or all documents/ documentary evidences pertaining to BRC, will be considered for

further evaluation as per the Technical Bid/Specification.

Queries and Clarification: The queries and clarification in this document must be addressed to

Librarian, GBL, BBAU, Lucknow and the same must be sent through conventional mail as well as e-

mail ([email protected]), in the format mentioned below:

S.No. Clause No as per BBAU Tender

Document No --------------

Your Understanding

/Interpretation

Clarification Sought

G. PENALTY CLAUSE

Penalties for Delay: In case of delay attributed solely to the negligence of the bidder in the execution

penalties at the following rates shall be imposed. The delay shall be based on the agreed

implementation schedule as per the supply of equipments and job work service level agreement:

I. 2% of the total cost of the project for delays of per months.

mailto:[email protected]

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H. OTHER CONDITIONS

1. Confidentiality: The Bidder / Tenderer and their personnel shall not, either during the term or

after expiration of this Purchase order and work order, disclose any proprietary or confidential

information relating to the services, agreement or BBAU business or operations without the

prior written consent.

2. Force Majeure: During the pendency of the Licensee, Supply and Service Agreement if the

performance in whole or part thereof, by either party is prevented/delayed by causes arising due

to any war, hostilities, civil commotion, act of public enemy, sabotage, fire, floods, explosion,

epidemics, non-availability of raw material, and other consumables, or any other causes

including breakdown of equipment beyond their reasonable control. Neither of the two parties

shall be made liable for loss or damage due to delay or failure to perform the contract during the

pendency of forced conditions provided that the happenings are notified in writing within 7

days from the date of occurrence. The work shall be resumed under the contract as soon as

possible after the restoration of normalcy.

3. Termination of Purchase Order and Work Order: BBAU may, without prejudice to any

other remedy for breach of agreement, may terminate the work order in whole or in part, by

written notice of default sent to the Bidder, and the performance guarantee shall stand forfeited

if,

i. The Bidder fails to deliver /supply any or all of the obligations within the time period(s)

specified in the Purchase Order and work order/agreement, or any extension thereof granted by

BBAU.

ii. The Bidder fails to perform any other obligation(s) under the Purchase order and work

order/agreement and fails to rectify it within the notice period for the rectification of the same.

iii. Information submitted in technical proposal is found to be misrepresented, incorrect or false,

accidentally, unwittingly or otherwise, at any time during the processing of the contract (no

matter at what stage) or during the tenure of the contract including the extension period if any.

4. Termination for Insolvency : BBAU may at any time terminate the Purchase order and work

order by giving written notice to the Bidder without compensation, if the Bidder becomes

bankrupt/insolvent, provided that such termination shall not prejudice or affect any right of

action or remedy which has accrued thereafter to BBAU.

5. Periodic monitoring and review: The Supply of equipment required software ,work and

progress of the work shall be periodically monitored and reviewed by a committee constituted

by BBAU for this purpose.

6. Suspension: BBAU may by a written notice of suspension to the Bidder / Tenderer, suspend all

payments to the Bidder under the Purchase order and work order, if the Bidder fails to perform

any of its obligations under this work order/agreement, (including the carrying out of the supply

and services).

7. Arbitration: All disputes, differences, claims and demands arising under or pursuant to or

touching the agreement shall be referred to the sole arbitrator to be appointed by BBAU. The

15

Annexure-I

TECHNICAL BID

TECHNICAL SPECIFICATIONS OF THE RFID & EM SOLUTION,

RETROCONVERSION OF LIBRARY DOCUEMTS AND IMPLEMENTATION

OF KOHA ILMS NEEDED BY GBL, BBAU, LUCKNOW

All the components chosen for complete solution must conform to ISO 15693/ISO18000-3 and

should be compatible with the ERP solution to be procured by the University in future.

The Proposed system must be compatible with KOHA latest version and other international

standard ILMS using SIP 2 or NCIP protocol code. No deviation will be accepted.

Sl. No Specifications of RFID Equipments

Specificati

on of the

product

quoted

Proposed

Make/Mod

el No and

country of

origin

Specifications

complied

yes/No

(If No, attach

Deviation

statement)

I. RFID Tag for books/ document Identification and Security,

integrated with KOHA latest version (Requirement:

Approximately 60000 tags and 60000 BBAU logo) and

Tagging of RFID Tags on all the documents & Shielding of

BBAU Logo on RFID Tags.

Specifications/features:

1. Passive re-writable RFID tags consisting microchip and

antenna a low acid free good quality self-adhesive RFID tags

having 4096 bits memory, 13.56 MHz frequency and built in

anti-theft control bit with lifetime guarantee.

2. The RFID chip used in the tag have three sections

i. Lockable section—for item identification

ii. Re-writable section for library specific use

iii. Security function (EAS) for item anti-theft

3. Tags should be ISO standards fully compliant with ISO

18000-3 Mode 1 and include both mandatory and optional

commands specified in ISO 15693-3

4. Dimensions: Tag size minimum 50 mm x 50 mm (l x W), (+/-

10%) 2000 per rolls (6000 per case)

5. Distance for detection from pedestal should be minimum of 36

inches and as per ISO18000-3

6. Data rate- Tag to Reader: 26kbps minimum, Reader to Tag: 26

kbps minimum.

7. A single tag for Identification and Anti-theft must be read even

m

a

n

d

s

s

p

e

c

i

f

i

e

d

i

n

I

S

O

16

if not visible and must read in any orientation. It must tamper

proof RFID and should support NCIP/SIP2 complied with

KOHA latest version and other international standard ILMS.

8. The proposed system tag must be guaranteed for the life of the

item on which it is originally affixed.

9. All data other than the SID on the re-writable RFID tag,

including the item identifier field, must be fully re-writeable.

10. The proposed system tags must enable the AFI security status

to be stored directly on the tag and must trigger an immediate

alarm if an item not charged is read by the detection system.

11. The vendor must provide the option of custom printing blank

tags with a barcode or library logo during converting

materials.

12. The vendor must provide the option of factory printed tags

using the Library‘s custom artwork.

13. The proposed RFID System must offer the option of punched

tags feature to mark those that are inoperative.

14. The proposed RFID tags must offer the option of opaque black

flood coat to hide antenna.

15. The proposed system tags must provide both security and

inventory control functionality.

16. The proposed system tags must use an anti-collision algorithm

that does not limit the number of tags which can be

simultaneously identified and read.

17. The proposed system tags must be adhesive-backed and one

piece (tag and label integrated into one piece) to adhere to

library materials without addition of an adhesive cover label.

18. The proposed system tags must use a low acid, or neutral pH,

adhesive.

19. The proposed system tags must be a one-step application, with

no need to apply a cover label over the tag inlay.

20. Recognizing that there is no library RFID tag or tag map

standard today, the library wants to go as far as is reasonably

possible to try to enhance its chances for interoperability in the

future. The proposed system shall be fully compliant with

ISO 18000-3 Mode 1, and include both mandatory and

optional commands specified in ISO 15693-3.

21. The vendor must offer a portfolio of tag options that will give

the choice of tag memory bit size.

22. The proposed RFID tags must have an operating range of -

25°C to +70°C approximately.

23. The proposed system must offer RFID Tags that utilize the

RTF(Reader Talks First) Architecture.

24. The vendor must test tags for long term reliability using

accelerated aging testing and show the data.

17

25. Security function (EAS) for item anti-theft (which can be

activated and deactivated).

26. The vendor must demonstrate the data in both graphical and

numerical formats.

27. The RFID system must offer a clear migration path to the ISO

tag data format standard when it is announced.

28. The RFID system must provide a product that can read

multiple published tag data formats at the same time.

29. The system must be able to simultaneously read country

specific (Danish, Dutch, Finnish, French) and selected RFID

vendor tag data formats.

30. The RFID vendor must attach their tag data format in the bid

response.

31. The RFID system must allow for simultaneous reading of

existing vendor supplied tag data format as well as the new

ISO tag data standard when it is announced so the library can

migrate their system to the new ISO tag data standard.

32. The vendor must show participation on the U.S. NISO

working group for library RFID standards. The vendor must

give the name of participants and number of meetings

attended.

33. The vendor must be able to demonstrate, upon request, how

they can read and write to multiple tag data formats.

34. All the tags must be covered with university logo. The printing

of logo with material will also be done at the end of bidder‘s

cost only.

II. Electromagnetic (EM) Security (Requirement: Approximately

60000 Strips) and Fixing of EM Strips on Library documents.

Specifications/features:

1. The Size of the Security Strip should be minimum

160MM X 3 MM for Hardbound and paperbound books and

periodicals.

2. Strips must be guaranteed to perform for Life Time of the

object in which they a placed.

3. Strips once applied on material should be hidden in Nature.

4. The security strips shall be one-piece, flexible, thin, non-

rusting metallic alloy coated with an adhesive film. The film

shall not discolor or lose its adhesive or cohesive strength with

age. The strips shall require no moisture, heat or additional

glue, or adhesive for affixing to library materials.

5. The strip shall not be shielded by the human body or by items

held back-to-back or cover-to-cover, or concealed in

briefcases or backpacks.

6. The strips shall be virtually unaffected by simple shielding

materials such as gum or cigarette wrappers.

18

7. Manufacturer shall warrant that the strips will be free of

defects in materials and manufacture for the lifetime of the

strip.

III. Staff work Station for RFID- One/Two (Optional): (A RFID

workstation will be used at the circulation counter of the library

for reactivating & deactivating RFID security (EAS-bit, setting

and resetting along with ID identification) and bar-coded issue

return system

Basically a Reader and Antenna with applications software with

following features, specifications and function:

Reader Specifications:

Operating frequency :13.56 MHz

Chip compatibility : ISO 15693/ISO 18000-3

RF Channels: 1

RF Output Power: 1 w

General Purpose Input/ Output (IO): 1 input and 1 output

Power Supply : 12 volts DC/ 240v±10%/50Hz./rechargeable

battery

Reading/Writing Range : 0-30 cm or more @ 81 mm x 49 mm

tag

Communication :Built - in TCP/IP

Interface : Standard Interface Protocol2 (SIP2)

Light weight

Communication Interface: RS232, RS485, USB

Antenna Specifications:

Operating Frequency Reader Compatibility: 13.56 MHz

RF Input Power : 1-1.2 w

Operating Temperature : 0° to 55° C (32° to 131°F)

Storage Temperature: Upto to 60°c

Read/write: 12‖ or more

Client Software should perform functions like tagging, check-out,

check-in, renewal, label monitoring, sorting etc should support

NCIP/SIP2 complied KOHA including other international

standard ILMS.

Other Features, specifications and function of work station:

1. Must be able to default scanning the barcode of the item if

RFID tag is not detected in the item.

2. Tagging/ Re-tagging after proper online validation of the title/

member records in ILMS database.

3. Tag monitoring by accessing item record from ILMS database.

4. Sorting by accessing Title record from ILMS.

5. Must allow for check-in, check-out and renewal of single and

19

multiple items if each item has an RFID tag.

6. The proposed system hardware must be attractive and

contemporary and be able to mount in or on the work surface

of a circulation station of the library.

7. The proposed system must provide dual function: capable of

processing RFID tabs and/or barcodes in the same circulation

transaction.

8. The proposed system must be able to read tags and display the

information contained on the RFID tag.

9. The proposed system must be provide a displayed count of the

number of items processed simultaneously to ensure complete

check-in/out transitions processing.

10. The proposed system must have the ability to read, program

and reprogram RFID tags.

11. The proposed system must not allow configuration of item

identifier parameters to automatically prevent programming of

partially scanned or incorrectly scanned barcodes.

12. The proposed system must have ‗Hot key‘ feature that can be

set up to mimic the ILMS F - key setup so there is only one

key stroke to change the system from check-out to check-in

module.

13. The system must provide visible indication if the system is

down.

14. The proposed system must use an anti-collision algorithm that

does not limit the number of tags which can be simultaneously

identified and read.

15. The proposed system must provide an RFID case set feature

that identifies with RFID if an item from the set is missing.

16. Provision for display of member photograph along with

member details while doing the transactions.

17. Personalize membership cards further.

18. Provision for display of reservations done by a member along

with sequence and date of collection.

19. Provision of enquiry of checkouts against a member and its

due date. This facility should be available on all transaction

screens for reducing response time while presenting the details

before the member.

20. Provision for details of fine against a member along with fine

receiving functionality.

21. Provision of slip printing containing the details of a

transaction.

22. Reserved titles get highlighted while check-in.

23. The RFID system must offer a clear migration path to the ISO

tag data format standard when it is announced.

24. The RFID system must provide a product that can read

20

multiple published tag data formats at the same time.

25. The system must be able to simultaneously read country

specific (Danish, Dutch, Finnish, French) and selected RFID

vendor tag data formats.

26. The RFID vendor must attach their tag data format in the bid

response.

27. The RFID system must allow for simultaneous reading of

existing vendor supplied tag data format as well as the new

ISO tag data standard when it is announced so the library can

migrate their system to the new ISO tag data standard.

28. The vendor must show participation on the U.S. NISO

working group for library RFID standards. The vendor must

give the name of participants and number of meetings

attended.

29. The vendor must be able to demonstrate, upon request, how

they can read and write to multiple tag data formats.

30. The proposed system must read the barcode and RFID Smart

Card currently used in the library i.e. MF1 ICS 7001 4Kbyte

contactless smart card IC designed for card IC coils following

mifare card IC coil design and is qualified to work properlyin

NXP reader environment which is built according to NXP

specification currently in the library. For further specifications

please browse the link http://pdf1.alldatasheet.com/datasheet-

pdf/view/228053/PHILIPS/MF1ICS7001.html.

http://pdf1.alldatasheet.com/datasheet-pdf/view/228053/PHILIPS/MF1ICS7001.html


21

IV. Staff work Station for EM – (One/Two) (Optional)

1. MUST be 100% compatible with the Library‘s

Electromagnetic Security Strips and Detection System and be

able to sensitize and desensitize the magnetic security strips.

2. System hardware must be attractive and contemporary, and be

able to be integrated into Library‘s own furniture.

3. The proposed system must be able to mount in or on the work

surface of a circulation station.

4. Must allow for check-in and checkout of multiple items.

5. Must have visual and audible cues to prompt the library staff

during the conversion process.


processing bar codes and EM in the same circulation

transaction.

7. The proposed system must be able to be used for charge and

discharge of library materials.

8. The proposed system must provide a displayed count of the


check-in/out transaction processing.

9. The proposed system must recognize that an item is magnetic

media. It must transfer magnetic media ID to the circculation

system and automatically turn off the desensitizer, so it does

not destroy the magnetic media.

10. The proposed system must not require mouse activations to

process most items (Exceptions made for configuration

changes, error handling situations).

11. The proposed system must allow configuration of item



12. The proposed system must have a ―hot key‖ feature that can

be set up to mimic the Integrated Library System (ILS) F –

Key setup so there is only one key stroke to change the system

from check-out to check-in module.


down.




15. The proposed system must provide a verifier light which

confirms the presence of a sensitized Electromagnetic Security

strip.




22








23

V. Staff work Station Hybrid/Combined for EM and RFID

– (One/Two) (Optional)

(A Combined RFID and EM workstation will be used at the

circulation counter of the library for reactivating & deactivating

RFID and EM security (EAS-bit, setting and resetting along

with ID identification) and bar-coded issue return system).

Specifications:

The combined system should include all the specifications

provided in Staff work Station for RFID at Sl. No. III with the

following additional Specifications:

1. Must be able to default to scanning the barcode of the item if

RFID tag & EM strip are not detected in the item. MUST be

100% compatible with the Library‘s EM Security Strips and

Detection System and be able to sensitize and desensitize the

magnetic security strips.

2. System hardware must be attractive and contemporary, and be

able to be integrated into Library‘s own furniture.

3. The proposed system must be able to mount in or on the work

surface of a circulation station.

4. Must allow for check-in and checkout of multiple items, if

each item has an RFID Tag and EM strip.

5. Must have visual and audible cues to prompt the library staff

during the conversion process.


processing RFID tags and EM with bar-codes scanning in the

same circulation transaction.

7. The proposed system readers must be able to read tags and

display the information contained on the RFID tag.

8. The proposed system must be able to be used for charge and

discharge of library materials.

9. The proposed system must provide a displayed count of the


check-in/out transaction processing.

10. The proposed system with RFID must recognize that an item

is magnetic media. It must transfer magnetic media ID to the

circ system and automatically turn off the desensitizer, so it

does not destroy the magnetic media.

11. The proposed system must have the ability to read, program,

and reprogram RFID tags.

12. The proposed system must not require mouse activations to

process most items (Exceptions made for configuration

changes, error handling, or tag reprogramming situations).

13. The proposed system must allow configuration of item


24


14. Must combine the reading of an RFID tag and the sensitizing

and desensitizing of existing security strips into one operation.

15. The proposed system must have a ―hot key‖ feature that can

be set up to mimic the Integrated Library System (ILS) F –

Key setup so there is only one key stroke to change the system

from check-out to check-in module.


down.




18. The proposed system must provide a verifier light which

confirms the presence of a sensitized Electromagnetic Security

strip.

19. The proposed system must provide an RFID case set feature

that identifies with RFID if an item from the set is missing.









VI. Combined Self Check-In and Check-out Units (The unit

should work for both EM and RFID)- (One)

It should work for self issue and return of multiple documents to

the library users simultaneously through RFID, EM and barcodes.

Specifications:

• Long range RFID Reader and Antenna with multiple

Read/Write facility

• Customizable Kiosk Shell to suit the library decor

• High Speed Thermal Kiosk slip Printer

• LED flat Touch Screen Monitor (Capacitive Technology,

minimum 20" or higher)

• High resolution display

• Branded/Reputed Small Factor CPU

• Multi protocol firmware ISO 15693 and ISO 18000

compliant

• Communication interface — USB

• Client Software should perform functions like tagging,



25

check-out, check-in, renewal, label monitoring, sorting etc

should support NCIP/SIP2 complied with KOHA latest

version and other international standard ILMS.

• The client software should interface with the ILMS Software.

Other Specifications:

1. The proposed system‘s Electromagnetic Security with RFID

self-checkout units must be able to read item-specific

identification numbers, communicate to the host circulation

system to update the Library‘s inventory, and turn the security

status off.

2. The purposed system must have self-issue, self-return and

self-renewal functionality.

3. The proposed system must be dual function-capable of

processing, Electromagnetic Security Strips, RFID tags item

as well as bar codes in the same transaction.



identified and read up to eight inches high.

5. The proposed system must have the ability to be built into

existing circulation desks, with touch screen monitors that

display instructions for use.

6. The proposed system must be touch screen.

7. Printer‘s minimum dimension should be 8.5‖d x 5.6‖h x 6.2‖

w.

8. The proposed system must have the ability to print out all

information for a patron check-out or check-in transaction on a

single receipt. Such receipt should be customizable to

incorporate library identity, hours etc.

9. The proposed system must have the ability to perform check-

in and check-out functions using RFID tags and

Electromagnetic Security Strips.

10. The proposed system should have the ability to protect book

from falling.

11. The system should alarm when it is 80 per cent and 100 per

cent full.

12. The system should be of such design that items cannot be

retrieved back once deposited.

13. The proposed system must simultaneously process multiple

RFID-tagged items and Electromagnetic Secured Items during

check-out.

14. The proposed system must have the facility for the customer to

perform item renewals with physically present the document

and without physically present the document. The GBL can

26

choose any system. The facility can restrict number of renewal

and reserved items to renewal.

15. The proposed system must be capable of reading item

barcodes located in various locations, including inside or

outside, top or bottom of the front or back cover, or inside on

the top or bottom of the front or back fly page.

16. The proposed system‘s self-checkout units should have

customizable messages based on patron and item status.

17. The proposed system should be able to reject the improper

book to return.

18. The proposed system must display ILS system information

relating to the patron or item status.

19. The proposed system must provide visual and audible

feedback during the transaction.

20. The proposed system must have the ability to display select

information from patron record, such as number of items

checked out, number of items on hold, outstanding fine

information without compromising patron privacy.

21. The proposed system must have customizable instructions.

22. The proposed system must currently display multiple language

options on self-check unit banners, instructions and messages.

Bidder must offer a wide variety of languages to meet the

current and future needs of our community and demonstrate

this by providing a list of the languages we can currently

choose from. The system must allow the library to select 4

languages to be used on one self-checkout system.

23. The proposed system stations must deactivate the theft or

security status on the materials when checked out.

24. The proposed system must have the ability to perform off-line

transactions and maintain records of all barcodes checked out

when the ILS is offline, and then upload transactions when the

ILS is back online.

25. The proposed system must turn on/off the security feature on

Electromagnetic Security Strips and RFID tags to allow secure

Library operation during offline situations.

26. The proposed system must provide performance statistics that

can be accessed through the web. Data must be broken down

by day of the week and hour of the day. Data to include:

Number of transactions, type of transaction, and number of

successful and unsuccessful transactions.

27. The proposed system must offer the patron the option of

email, paper receipt or no receipt.

28. The proposed system must offer web-based remote monitoring

and diagnostics which must include instant email notification,

monitoring of check-in and out rates, web-based

27

troubleshooting, and the ability to obtain statistics for each

machine from any location.

29. The proposed self-checkout system must provide at least

100% first time user success for the library customers.

30. The proposed system must offer the option of a stand alone

kiosk or the ability to build into a RFID Friendly counter.

31. The proposed system kiosk must be available with both

laminate and solid surface option.

32. The proposed system must provide Customer/Staff selectable

check-out and in software feature.

33. The proposed system must provide UL listing number and

FCC certification numbers for complete self-checkout system.

34. The proposed system must only provide one screen for

increased usage of self-checkout system.

35. The proposed system must allow multiple item check-outs

without first choosing the number of items that you want to

check-out.

36. The fines and fees system shall be integrated into a self-

service check-out system.

37. The fines and fees system shall utilize a seamless user

interface that is integrated into the self-service process.

38. The fines and fees system must provide both audible and

visual feedback when responding to the interaction with the

user interface.

39. The fines and fees system shall offer the library the ability to

set the fine and/or fee thresholds that will trigger a message

and block the customer‘s check-out privileges if they exceed

the maximum threshold.

40. The fines and fees system will allow for minimum, partial, or

full payment of the fines or fees as determined by the library.









42. The fines and fees system shall print a receipt separate from

the check-out receipt.

43. The fines and fees payment method accepted at the system

will include cash. However, the generated fee/fine (cash) will

be deposited at the issue-return counter of GBL and the system

should generate payment receipt.



28

VII. Library Security Gate i.e. 3 EAS (Electronic Article

Surveillance) pedestals Gates compatible with RFID

Tags complete in all respect with necessary accessories

(Optional four pedestal) – (One) (optional).

Library security gate for RFID along with Dome Camera & DVR

integrated with EAS Gates Security. gate should include three

theft detection pedestals, which are interdependent of each other

and also have overlapping protection zones providing additional

security. We plan to install these pedestals at one location in the

library i.e. Entrance of the Library. The system should have

suitable number of I/O ports for Standard electronic counter, web

cam trigger, CCTV, Locking gates, etc. The offer must complete

in all respects and must include all the components required for

the functionality of the system.

Operating Frequency: 13.56 MHz

Chip Compatibility: ISO 15693/18000-3. Can be configured to

detect different chip types simultaneously.

Detection Range: Upto 100 (cm) on either side between two

pedestal (application dependent). Specific version includes

Ethernet interface. If EAS on detected, chip type, ID number, date

and time are stored.

Pedestal including 1 antenna set (3 antennas) for large detection

field and 1 electronic unit (Controller) integrated into the pedestal

bottom

Security Mode Alarms: EAS & AFI (Application Family

Identifier) Lights and Buzzer located at the top of the pedestal.

Dome Camera (Color)

Gate Synchronization: RF Protocols

People Counter: Counts in/out traffic located at the bottom

embedded of the pedestal. 9.DVR Recorder with 17‖ LCD/LED;

500 GB HDD & Recording software including cabling; etc.

Communication Interface: RS 232/RS 422/RS 485 or Ethernet

Pedestal Spacing: 36‖ between pedestal

Power Supply: 85 to 265 V AC/ 240v±10%/ 50-60Hz/AC

Casing : High quality plastic KYDEX UL 94 V. in two tone gray

Dimension : Approximately 620x80x1779 mm (24.4x3.1x70 in)

Weight : 2.5 kg (55 lb)

Operating Temperature: 0° to 55°c (32 to 131 F)

Powerful DSP (Digital Signal Processor)

Library security gate should also have following specifications as

mentioned below:

29

1. The Detection Panel Height should be approximately 75

inches in height, 44 inches width and 26 inches depth.

2. Must be able to detect Print Materials, CD, Single sided DVD,

Audio Cassettes and Video Cassettes.

3. Optional CCTV Alarm system and voice alarm system must

be available.

4. Upgradeable facility from Single to Dual Corridor should be

there.

5. The system shall interrogate "look for" library materials only

when activated by exiting patrons.

6. The library detection system will be microprocessor controlled

and software driven for the most reliable electronic

surveillance of exiting patrons.

7. The system should have Photocell Activation.

8. The system will contain a built-in, highly accurate patron

counter.

9. The system must provide both an audible and visible alarm

when responding to an active tag in the corridor.

10. The entire system shall be designed to meet federal and state

fire codes, and be in compliance with ADA (Automatic

Detection Antenna).

11. The alert over wrongful exit of an RFID tagged

book/document must be to the Security In-charge/ Circulation

In-charge through mobile phone.

VIII. Library Security Gate i.e. 3 EAS pedestals Gates for EM

Strip complete in all respect with necessary accessories

(Optional four pedestal) -(One)

Security gate should include three theft detection pedestals,

which are interdependent of each other and also have overlapping

protection zones providing additional security. We plan to install

these pedestals at one location in the library i.e. Entrance of the

Library. The system should have suitable number of I/O ports for

Standard electronic counter, web cam trigger, CCTV, Locking

gates, etc. The offer must complete in all respects and must

include all the components required for the functionality of the

system.

Security Mode Alarms: EAS & AFI (Application Family

Identifier) Lights and Buzzer located at the top of the pedestal.

Dome Camera (Color)

Gate Synchronization: RF Protocols

People Counter: Counts in/out traffic located at the bottom

embedded of the pedestal. 9.DVR Recorder with 17‖ LCD/LED;

500 GB HDD & Recording software including cabling; etc.

30

Pedestal Spacing: 36‖ between pedestal

Power Supply: 85 to 265 V AC/ 240v±10%/ 50-60Hz/AC

Casing : High quality plastic KYDEX UL 94 V. in two tone gray

Dimension : Approximately 620x80x1779 mm (24.4x3.1x70 in)

Weight : 2.5 kg (55 lb) approx.

Operating Temperature: 0° to 55°c (32 to 131 F)

Powerful DSP (Digital Signal Processor)

Library security gate should also have following specifications as

mentioned below:

1. Systems shall use Electromagnetic Detection Principles.

2. The Detection Panel Height should be approximately 75

inches in height, 44 inches width and 26 inches depth.

3. Must be able to detect Print Materials, CD, Single sided DVD,

Audio Cassettes and Video Cassettes.

4. Optional CCTV and Voice alarms System must be available.

5. Upgradeable facility from Single to Dual Corridor should be

there.

6. The system shall interrogate "look for" library materials only

when activated by exiting patrons.

7. The library detection system will be microprocessor controlled

and software driven for the most reliable electronic

surveillance of exiting patrons.

8. The system should have Photocell Activation.

9. The system will contain a built-in, highly accurate patron

counter.

10. The system must provide both an audible and visible alarm

when responding to an active strip in the corridor.

11. The entire system shall be designed to meet federal and state

fire codes, and be in compliance with ADA.

IX. Shelf Management System/Portable Handheld RFID Reader

with Antenna (Two)

Features/specifications

1. WiFi Portable Library Inventory Reader with two units of

rechargeable NiMH batteries along with one reputed/ branded

Pocket PC with 64 MB and One reputed/branded Notebook

Software.

2. Chip Compliance- ISO 15693/18000-3

3. Frequency -13.56 MHz

4. Maximum Input – 1W

5. Memory card: 256 MB or more

6. Tag Reading Speed-15 books/sec minimum or more.

31

7. Software: Client software for Pocket PC/Notebook to perform

functions like tagging, check-out, check-in, renewal, label

monitoring, sorting, searching, etc. Should support NCIP/SIP2

complied with KOHA latest version and other international

standard ILMS.

8. The portable handheld reader and any accessories needed to

meet all the specifications in this section and must be a

cordless, one-piece design, to be held in one hand.

9. The total weight of the portable handheld reader must weigh

less than 28 ounces, including battery, RFID reader, antenna,

display and computing unit, and any other components that

must be carried by the user.

10. The proposed portable handheld reader must accommodate

data collection simultaneously with other functions. These

other functions must include shelf reading, inventory,

identifying items on search lists, and items with incorrect

security.


Shelf order checking: to locate items that are out of place on

the shelves. This capability must be sensitive enough to locate

items that are out of place by as little as 5 inches.

12. The proposed system must accommodate Searching: to

identify items on multiple, user defined search lists, (e.g.

Missing, Claims Returned, Billed and Paid, lost, weed, etc).

13. The proposed system must accommodate secure status

checking: to allow a user to identify individual items which

have not been properly checked out and have caused an alarm

of the detection system.

14. Secure status checking capability must also allow the user to

scan items on library carts or shelves to identify individual

items which have not been properly checked in, before re-

shelving.

15. The proposed portable handheld reader must have the ability

to upload barcodes to the Library‘s circulation system in

various text file formats that can be customized to match the

circulation system requirements.

16. The proposed system must accommodate Finding: to allow a

user to quickly enter search criteria directly into the device,

then search for items which meet that criteria. Must allow

display of the title of item on the device.

17. The proposed system must accommodate Sorting: to assist a

user with sorting items on a shelf or cart.

18. The proposed system must accommodate Pulling: to assist the

user with finding items on hold (reserve) or weed lists, or

other user-defined lists available from the circulation system.

32

19. The proposed system must accommodate Shelving: to assist a

user with shelving an item.

20. The portable handheld reader must feature a color touch

screen display and use a removable memory card.

21. The portable handheld reader must be easily set down on a

library shelf or cart when necessary to free the user‘s hands.

22. The portable handheld reader must incorporate an ergonomic

design, to aid user in reading shelves at all levels easy to use

and be relatively non-stressful to wrist, arm, shoulder and

elbow.

23. The portable handheld reader battery life must allow the user

to work for at least 4 hours before charging or changing

batteries is required.

24. The portable handheld reader must have built-in diagnostics

for troubleshooting.

25. The portable handheld reader must use an anti-collision

algorithm that does not limit the number of tags which can be

simultaneously identified and read.

26. The portable handheld reader must have the capacity to

download at least 1 million items from Library‘s automation

system onto the portable handheld reader memory medium.

27. The portable handheld reader system must have the capacity to

read multi-line, fixed-length-field, or delimited-field records

from an electronic file containing shelf or search lists and

create a portable database for use in a portable handheld RFID

reader.

28. The handheld reader must direct the user to items on ―pull‖

lists and provide a method to keep track of which items have

been found and which have not been found.

29. The portable handheld reader must be multi-functional to

provide efficient collection management.


data collection to collect and store identifiers of items scanned,

and store those items in user-defined categories for upload.

This capability must allow storage of up to 1 million items

prior to upload.

31. The search capability must be active during order checking,

data collection, sorting, pulling, and finding functions, with

option to turn it off if desired.

32. The proposed system must validate item identifier (barcode)

data from input lists and provide a log of errors found.

33. The proposed system must process results of data collection

sessions or pull sessions, reading these results from the

memory card and creating PC files containing lists of collected

data, lists of items pulled, and lists of items not pulled.

33

34. The proposed portable handheld reader must have an audible

tone and visible indicators to verify item has been identified.

The audible tones shall be adjustable by the user.

35. The proposed portable handheld reader must be cordless.

36. Must provide UL listing number and FCC listing for complete

portable handheld reader.

X. Book Drop Box (One Unit) (Optional two unit)

Hardware: RFID Reader + Antenna + Book Drop Box with:

1. Branded/Reputed Steel Enclosure from the firm which has

national/global presence

2. Check In RFID Reader (Ethernet): 13.56 MHz, ISO 15693

and ISO 18000 compliant

3. 250 Books Receiving Cart X 2 No (Branded/Reputed, having

national/global presence)

4. Ethernet High Speed Thermal Slip Printer (Reputed/Branded)

5. Client software for checking-in facility and communicating

with ILMS Software with provision for E-mail/SMS

Confirmation

6. Magnetic Flap lock

7. Book Full Sensor

8. Book Bin full indicator to the counter station

9. Fire and water proof

10. Light weight

11. Multi protocol firmware ISO 15693 and ISO 18000 compliant

12. Should support NCIP/CIP2 complied with KOHA latest

version and other international standard ILMS USB

Communication interface.

Software layer for check-in facility and communicating with

KOHA latest version and other international standard ILMS.

XI. Printer for printing RFID tag based Library Membership

Card (One ) (optional)

Single Side Card Printer

Print Method Dye-sublimation / resin thermal transfer

Resolution 300 dpi (11.8 dots/mm) continuous tone

Colours Up to 16.7 million / 256 shades per pixel

Print Speed** 6 seconds per card (K*); 8 seconds per card

(KO*); 16 seconds per card (YMCKO*); 24 seconds per card

(YMCKOK*)

Accepted Standard Card Sizes CR-80 (3.375˝L x 2.125˝W /

85.6 mm L x 54 mm W); CR-79 adhesive back (3.313˝L x

2.063˝W / 84.1 mm L x 52.4 mm W)

Print Area CR-80 edge-to-edge (3.36˝L x 2.11˝W / 85.3 mm L

x 53.7 mm W); CR-79 (3.3˝L x 2.04˝W / 83.8 mm L x 51.8

mm W)

34

Accepted Card Thickness .009˝ - .040˝ / 9 mil - 40 mil / .229

mm - 1.016 mm

Accepted Card Types PVC or polyester cards with polished

PVC finish; monochrome resin required for100% polyester

cards;

Input Hopper Card Capacity 100 cards (.030˝ / .762 mm)

Memory 32 MB RAM

Software Drivers Windows® XP, Server 2003 & 2008,

Windows® 7, Windows® 8 (32 bit & 64 bit), Linux should

include print head also.

Interface USB 2.0, optional Ethernet with internal print server

Supply Voltage 100-240Vac, 50-60Hz, 1.6 Amps max

XII. RFID Smart Card (Optional).

RFID Smart Cards [Smart Cards for 500 Patrons]ISO

15693/18000-3 with minimum of 4096 Bits Memory]. Smart

card should follow the mifare card IC coil design guide.

Specifications :

Dimensions : 86mm x 54mm x 0.9mm (App.)

Unique Serial No. : 64 bit ID

Antenna size : 45x76mm

Frequency : 13.56 MHz

Memory : 4096 bit

Operating distance : 1.20 mts or more

Material : PVC ISO Hard Plastic

(Direct Print)

Standard : ISO

Credit Cards, white

printable surface

Printing : Colour

XIII. Spine labels for 60000 document and barcode labels for 35000

documents (two barcodes to be pasted on each document). It

is informed that barcodes are already pasted on about 25000

documents.

*XIV. Retrospective conversion of about 60000 Library Books/

documents in MARC-21 with bar coding and spine labeling of

documents.

**XV Open Source Integrated Library Management Software

(ILMS) i.e. KOHA latest version with Linux Operating

System (Multiple User and Branch library handling) and

SIP2/NCIP protocol integrated with KOHA - (One)

XVI. Project management and Implementation (i.e. Installation,

commissioning etc).

35

*XIV. Technical Specifications & Special conditions for doing the jobs of Retrospective conversion

of about 60000 Library Books/ documents in MARC-21 database with bar-coding and spine

labeling of documents at GBL, BBAU, Lucknow.

The GBL has collection of about 600000 books/documents. The retrospective conversion of library

books/ documents will be done at GBL directly from documents according to fields/data sheet provided by GBL.

The job of Spine labeling with printed call number, bar-code labeling (at two places) to be done for each

document. Documents will be re-shelving at proper places after data entry, bar-coding, spine labeling etc. All the

barcodes and labels should be covered by good quality transparent cello tape. Other specifications, conditions etc.

for retrospective conversion of GBL documents are given below:

1. Place of work will be Gautam Buddha Library (GBL), BBAU, Lucknow.

2. The GBL will use International Standard Web-based ILMS KOHA latest version or any international

standard ILMS on LINUX platform.

3. Arrangement of computers and other peripherals required for converting the data in machine-readable form

will be the responsibility of the agency.

4. The agency once allocated the work will be given fifteen working days to start the work.

5. GBL, BBAU, Lucknow will supply the data input sheets format for inputting data in MARC-21, which the

agency may duplicate as per their requirements.

6. Before switching over to enter the data directly from the documents, the agency has to fill at least 500

records to satisfy GBL about the correctness of the data cataloging and MARC-21 format.

7. Sources of the data entry will be from the original books/documents. Book Data Sheet for

books/copies/multivolume will be prepared from the original document.

8. Taking out and restoration of books will be the responsibility of the concerned agency. Books will be fully

prepared before restoration. Books have to be restored in the same location without affecting the existing

sequence.

9. Stationary such spine labels, barcode labels etc for preparation of documents/books will be provided by the

Bidder with the consent of GBL.

10. Cataloguing has to be done according to Anglo-American Cataloguing Rules, edition II (AACR-II).

Rendering of Author, Title and other bibliographical data elements should adhere to this code standard.

11. Allocation of subject headings (minimum four depending upon the subject) will have to be allocated

according to either Library of Congress Subject Heading List (LCSH) / Sears List of Subject Heading

(SLHS), which will have to give on the backside of the documents and enter in the database.

12. Generation of authority files for uncontrolled vocabulary such as subject headings, authors etc. has also to be

done by the agency.

13. Editing of the data of hard copy/input sheets or of electronic worksheets will be the responsibility of the

agency and will have to correct the data after checking free of charge.

36

14. All Input sheets prepared in the course of work shall be subject to check by GBL to ensure the accuracy of

the information. Printed data sheet should be provided to GBL for checking online or otherwise. The

Bidder shall rectify all errors and omissions detected during the checking.

15. Agency will print and affix printed barcode on the documents at two places. Barcodes are already pasted on

about 25000 documents at GBL.

16. Bibliographic information of minimum 6000 documents should be converted in MARC-21 on monthly basis

by the agency. The quality and standard of the data entry should be the sole responsibility of the agency, for

quality control the agency should have necessary infrastructure and professionally qualified team of

personals.

17. The agency will supply one printed copy of each record to the GBL for online validation of the data.

18. Weekly progress report to be submitted for monitoring the progress of work.

19. Payment will be made after completion/ validation of 10000 records. The bill should be submitted for

payment on the completion of retrospective conversion of 10000 records after proper inspection of the job by

the Assistant Librarian/Librarian. No advance payment will be made in this regard.

20. An amount of 10% shall be retained as performance security by BBAU, in the form of deduction from each

bill and shall be released, without any accrued interest, on completion of work. Final settlement of the

account will be made only when the database is made operational/functional in all respect.

21. If the work is not to the satisfaction of the awarding authority, the competent authority has the right to deduct

the payment depending upon the work, which is unsatisfactory. If it is found that the work process is not up

to the mark, the awarding authority reserves the right to cancel the contract by making the payment only for

the approved/finished portion of the work.

22. Copyright of the Bibliographic Database created by the agency shall rest with GBL and the agency shall

have no claim on this, whatsoever.

23. The agency should quote clearly the rate of retrospective conversion of documents in figure and words on

per record basis as mentioned in the financial bid.

24. The agency has to hand over the online databases ready in all respects for use in the library.

25. A contract Agreement shall be signed with all the parties offered, the job indicating the performance

schedules, the defect liability, the date of completion, the method of payment and other relevant factors, etc.

26. Competent authority reserves the right to call the agency for corrections if detected even at a later stage.

27. The languages of documents to be entered should be specified clearly, if any discrepancy the rates quoted for

English shall be considered final.

28. The successful bidder shall appoint a Project Manager on site, as mentioned in the technical manpower

shall be responsible to coordinate all aspects of the work. The name of the Project Manager will be subject

to approval of GBL. The Project Manager shall be available in the GBL premises during the entire period of

the project.

37

29. The successful bidder shall also deploy Two Senior Library Professionals on site with the approval of the

GBL who will ensure that strict professional standards are maintained while undertaking the work.

30. For data entry vendors have to provide persons having at least BLIS (Bachelor of Library and Information

Science) Degree.

31. Vendors should have to submit two names as Supervisors one for verifying data entry and another one for

verifying Data Sheet along with their designation, qualification and experiences.

32. The work must be start within 21 days after issuing of the work order from our end.

33. Copy of the Balance Sheet and Audited Accounts for the last three years (as mentioned) should be enclosed.

34. The bidder may use separate sheets, if needed.

35. The bidder shall not Sub-contract, transfer or assign the work under any circumsta nces. GBL shall have

the r ight to cancel the Contract and forfeit any amount due if this clause is violated by the bidder.

36. The applicable duties/taxes/levies or any other charges should be mentioned separately.

37. The university reserves the right to cancel any or all tenders without assigning any reason.

38. Essential Data entry fields/Tags of MARC-21 are given below. It will be revised/modified and added more

fields according to the requirement of the GBL at any time during the project execution & maintenance

period of the project. Main filed tags are provided and all the subfields will be entered in the subfield

code of MARC-21.

i. Essential MARC21 Tags for Books

S.No. Tags Description Remarks

1. 000 Leader

2. 008 Fixed length Data Elements general Information

3. 020 International Standard Book Number (ISBN)

4. 022 International Standard Serial Number (ISSN)

5. 082 Dewey Decimal Classification Number

$a Classification number

$b Item number

$b DDC number‐ ‐ abridged NST version

$2 Edition number

6. 100 $a Main Entry Personal Name

38

$b Numeration

$c Titles and other words associated with a name

$d Dates associated with a name

$e Relator term

$f Date of a work

$1 Language of a work

$t Title of a work

7. 110 Main Entry- Corporate Name

$a Corporate name or jurisdiction name as entry element

$b Subordinate unit

$c Location of meeting

$d Date of meeting or treaty signing

$g Miscellaneous information

8. 111 Main Entry- Meeting Name

$a Meeting name or jurisdiction name as entry element


$d Date of meeting

$e Subordinate unit

$f Date of work

$k Form subheading

$1 Language of a work

$n Number of part/section of a work

$p Name of part/section of a work

$t Title of a work

9. 245 Title Statement

39

$a Title

$c Statement of responsibility, etc.

$f Inclusive dates

$g Bulk dates

$h Medium

$n Number of part/section of a work

$p Name of part/section of a work

10. 250 Edition Statement

$a Edition statement

$b Remainder of edition statement

11. 260 Publication, Distribution, Etc. (Imprint)

$a Place of publication, distribution, etc.

$b Name of publisher, distributor, etc.

$c Date of publication, distribution, etc.

$e Place of manufacture

$f Manufacturer

$g Date of manufacturer

12. 300 Physical Description

$a Extent

$b Other physical details

$c Dimensions

13. 365 Trade Price

$a Price type code

$b Price amount

$c Currency code

40

$d Unit of pricing

$e Price note

14. 500 General Note

$a General Note

15. 504 Bibliography, Etc. Note

$a Bibliography

16. 520 Summary, Etc.

$a Summary

17. 546 $a Language Note

18. 600 Subject Added Entry‐ Personal Name

$a Personal Name

$b Numeration



19. 610 Subject Added Entry‐ Corporate Name




20. 611 Subject Added Entry‐ Meeting Name




21. 630 Subject Added Entry‐ Uniform Title

$a Uniform title

$d Date of treaty signing

41

$f Date of a work

22. 648 Subject Added Entry‐ Chronological Term

$a Chronological term

23. 650 Subject Added Entry Topical Term

$a Topical term or geographic name as entry element

$c Location of event

24. 651 Subject Added Entry‐ Geographic Name

$a Geographic name

25. 700 Added Entry- Personal Name

$a Personal name

$b Numeration



26. 710 Added Entry- Corporate Name


$b Subordinate unit


$f Date of a work

27. 711 Added Entry- Meeting Name



$d Date of meeting

$f Date of a work


28. 852 $a Location

42

$b Sublocation or collection

$c Shelving location

$t Copy number

$z Public note

29. 856 Electronic Location and Access URL

ii. Essential MARC21 Tags for Serials


1. 000 Leader

2. 008 Fixed length Data Elements general Information

3. 020 International Standard Book Number (ISBN)

4. 022 $a International Standard Serial Number (ISSN)

5. 030 $a CODEN Designation

6. 082 Dewey Decimal Classification Number

7. 100 Main Entry Personal Name

8. 110 Main Entry- Corporate Name

9. 111 Main Entry- Meeting Name

10. 222 $a Key Title

11. 245 Title Statement

12. 250 Edition Statement

13. 260 Publication, Distribution, Etc. (Imprint)

14. 300 Physical Description

15. 310 Current Publication Frequency

$a Current publication frequency

$b Date of current publication frequency

43

16. 321 Former Publication Frequency

$a Former publication frequency

$b Dates of former publication frequency

17. 365 Trade Price

18. 500 General Note

19. 504 Bibliography, Etc. Note

20. 515 Numbering Peculiarities Note

$a Numbering peculiarities note

$z Source of note information

21. 520 Summary, Etc.

22. 546 Language Note

23. 600 Subject Added Entry‐ Personal Name

24. 610 Subject Added Entry‐ Corporate Name

25. 611 Subject Added Entry‐ Meeting Name

26. 630 Subject Added Entry‐ Uniform Title

27. 648 Subject Added Entry‐ Chronological Term

28. 650 Subject Added Entry Topical Term

29. 651 Subject Added Entry‐ Geographic Name

30. 700 Added Entry- Personal Name

31. 710 Added Entry- Corporate Name

32. 711 Added Entry- Meeting Name

33. 852 Location

34. 856 Electronic Location and Access URL

44

iii. Essential MARC21 Tags for Thesis/Dissertations*


1. 502 DISSERTATION NOTE

$a Dissertation note

$b Degree type

$c Name of granting institution

$d Year of degree granted


$o Dissertation identifier

$6 Linkage

$8 Field link and sequence number

iv. Essential MARC21 Tags for CDs/DVDs & Other Audio Visual Files


1. 007 Electronic Resource

2. 256 $a Computer File Characteristics

3. 306 Playing Time

4. 307 Hours, Etc.

5. 508 Creation/Production Credits Note

6. 516 Type of Computer File or Data Note

**XV. Technical Specifications & Special conditions for Open Source Integrated Library Management

Software (ILMS) i.e. KOHA latest version with Linux Operating System (Multiple User and Branch library

handling) and SIP2/NCIP protocol integrated with KOHA.

Standard Open source KOHA latest version with all the features should be installed on LINUX operating

system like Ubuntu LTS/CentOS latest version. The operating system will also be installed and

maintain/managed by the bidder.

45

Installation and implementation of KOHA for library housekeeping operations with training (including

KOHA administration training) of library staff with three years onsite maintenance of the system/

solution.

LINUX installation and basic administration training of LINUX.

Customization of KOHA according to the requirement of the GBL, BBAU.

Other specifications are given bellow. These specifications will be updated, customized and modified according

to the requirement of the library by the bidder during the maintenance period i.e. 3 years.

S.

No

Requirement Specifications

GENERAL REQUIREMENTS

1. KOHA ILMS

Functions/Modules

The LIBRARY SOFTWARE should support all the major library housekeeping functions listed below

Acquisition, Cataloguing, Authority control

Circulation, Web OPAC, Serials control

Import/export of records, Reporting

Systems management, Inventory, Multimedia, etc.

2.

Customization KOHA ILMS need to be customized according to local requirement of the

GBL, BBAU, Lucknow at the time of installation and during the period of

three years of maintenance. The GBL may implement Rental and Book

Bank System so the KOHA ILMS should be customized according the

requirement of the GBL for circulation of Rental and Book Bank books.

Circulation module should have the facility to scan member photo on

membership card and online reservation, Email and SMS

issue/return/overdue notice with features to check the status and history of

each member online.

3.

Standards

Must be an open architecture system and should support various

international standards. The system should also support the following Internet standards TCP/IP, SMTP, MIME, HTTP, SSL. Interactions with

external systems need to support the following standards:

ANSI/ISO Z39.50 (ISO 23950) on both server and client Record syntaxes: MARC21, UNIMARC, USMARC

NCIP and SIP2 for RFID Integration

ISO 2709

4.

Multilingual

Capability The System should be capable of maintaining multiple languages using

UNICODE.

5. RFID Support

The System should have support for NCIP/SIP2 protocol for RFID

Transactions & compatibility with more than two LMSs

6. Barcodes

The system must be able to handle barcodes in different formats like EAN-13, SICI/SISAC, Coda bar. And able to customized as per local needs of Library.

GENERAL HARDWARE REQUIREMENTS

7. Hardware Platform The Server should run on the latest UNIX/LINUX/Windows Platforms

46

8.

Backup and recovery

Hot Backup should be possible, i.e. It should be possible to do backup with the system in full operation

9.

Security

Verification of users should be done in a secure manner and it should be

possible to set different security setting for users and staff

10. Support

Problem reports must be logged on the help desk database.

And live update of the support has to be provided.

APPLICATION SOFTWARE

11.

Architecture

The system must be web-based. The application should not require any

proprietary software licenses.

12. Database

The backend database must be robust using either Microsoft SQL or Oracle

13. Client Software The client operations must be web-based (platform independent).

14. Librarian interface Librarian interface (client software) must be web-based. The Librarian

interface should allow searching Z39.50 servers.

15. Interface

The main OPAC interface for the users outside the library must be a web Browser, such as Internet Explorer/Firefox/Chrome.

16.

Import & Export of Data

The system must support the import and export of records from different type of data media such as tape, CD-ROM, hard disk, and diskette.

17.

Import/ Export Standard

The system should support online import and conversion of records from Z39.50 compliant databases.

18.

Reports & Statistics

Library system must support exhaustive management of statistics and reporting functions allowing the library to be able to create their own reports.

WEB OPAC ACCESS

19.

OPAC access Links

It must be possible to allow access to Web-based services both from within the staff client as well as from the Web OPAC using the 856 link tag in a MARC record.

20.

OPAC searches

There must be provisions for different search levels (e.g., simple, Boolean and advanced) in the OPAC with Bulletin Board.

21.

Indexing

All indexes and record displays must be updated in real-time. All fields and sub-fields should be available to be keyword and/or string indexed with a flexibility in defining indexes.

22.

Searchable data

It should be possible to:

Search a record as a whole (any field) Specify any variable

field to be searched Boolean search

Searching should be possible by, including but not limited to:

Author Title Subject Publisher Call number

Standard number (e.g., ISBN, ISSN, etc.) Barcode number/Accession

No.

Search refinement should be possible by:

Author Series Topics Item type

Location/branches

Place of publication Availability

23.

WEB OPAC

Customization

The WebOPAC should support templates so that it can be customized by the library as per locale needs.

47

Circulation System

24.

Circulation System

The following functions must be included in the circulation system: check-out (charges), renewals

check-in (discharges) reservations fines and fees statistics and reports

25.

Patron Record

The patron record should be in a MARC-like format & The patron record must include fields for the following information:

Name Member card number

Patron category Telephone numbers

E-mail address Alternate contact person Date of joining Date of expiry

Notes, etc.

26.

Barcode Generator

The system must include a utility which can be used to print barcode labels for the library items.

Cataloguing

27.

Import of

bibliographical

records

The system must be able to import records in the USMARC/MARC21

formats, online through a Z39.50 client which is integrated with the

cataloguing (and acquisition) module.

The system should have a reservoir for managing imported MARC

records so that it can be checked before loading into database.

28.

Authority Control

It must be possible to create and maintain authority control for the following search elements:

personal and corporate names conferences uniform titles series titles subjects

name/title combinations publishers

29.

Data entry

The system must have full screen data entry and editing ("empty screen" with MARC header) for cataloguing as well as a number of predefined data entry screens (templates). It must support hidden fields which can be seen in MARC editor but not in the OPAC. Able to generate Catalogue Cards as per AACR-II standard.

30.

Output

It must be possible to export the bibliographic records in standard

MARC communications format (ISO2709).

Acquisitions

31

Order Initiation

For titles indented

Check for duplication of titles from ‗on order‘, received and Web OPAC, Recommendations of books.

All data entered at acquisition section be used throughout system

Option to download bibliographic data from CD-ROMs,

International databases or vendor supplied electronic catalogues.

32.

Approval

Flexibility in including specific titles in an approval list Amendments in approval list prior to its printing

Budget and expenditure analysis

Budget allocation among different units & its maintenance

48

33.

Placing Orders

Firm orders for titles, including for materials received Purchase orders printing/ (e)mailing

Title / publisher/ vendor wise order generation

Amendment/ cancellation of order Incorporation of special delivery statements/ conditions

Standing orders for annual publications Proposal for prepaid orders, Cancellation, claims, etc.

34.

Receipt of Order Procedure to record/ editing the details of items received

35.

Invoice Processing

Includes accessioning of items Permits more than one invoice for an order

Allows changes in units‘ price, variable discount, exchange rate

etc.

Maintains exchange rates of various user defined currencies

Accession number can either be generated automatically by the

system or it can be a user defined number Keep up to date order status with relation to titles ordered,

received, accessioned. Updated funds accounts online

Barcode generation

36.

Order Follow Up

Periodic overdue notices/ reminders

Online printing of follow up notices

37.

Online Queries

Acquisition related queries includes-

Maintain the statistical details of Vendors/ Publishers Titles in the process of acquisition

Pending orders, overdue orders and, for the specific order, details

of titles ordered, title received, pending titles, its invoices. List of invoices with the library and invoices with the Finance

Section and, for a specific invoice, details of items accessioned

against it and payment details, if any.

List of vendors, giving titles received ‗on approval‘, pending titles against firm orders, orders placed, invoices received.

Budget analysis of titles in the acquisition process

Order details by accession number/ supply order number

38.

Standard &

customized Reports

System should be robust enough to generate following requests- Approval request form

Purchase order

Overdue/ Follow up notice

Budget and expenditure analysis (periodic/daily)

Payment requisition report

Payments cheque delivery notices

List of titles on order

Accession register

Bill register

List of recent arrivals, etc.

Periodicals

49

39.

Subscription

New serials initiated, go through the approval process and ordering.

Duplicate checking.

Prints approval lists updation of 'Approved' or 'Rejected' titles.

Prints Purchase Orders for single or package subscription.

Print purchase order by department/ publisher/ vendor wise.

Print order for single and package subscription.

40.

Subscription

Renewal

Renewal Order Printing either by Department / publisher/ vendor

/Centre or Library, based on subscription expiry date.

Separate orders for renewals and additional serials.

Cancel supply order of single or all titles from particular order.

41.

Subscription

Extension

Resulting from claims on missing issues and numbers.

Extension specified as a) period extended up to, or b) number of

issues not received, or c) last volume/issue number.

42.

Invoice Processing

Both for new subscription and subscription renewal.

Allows more than one invoice for an order.

Allows changes in subscription, period, volumes, issue nos.,

frequencies etc.

Accepts supplementary invoices for any title.

Accepts and updates subscriptions details.

43.

Receiving Issues

Well designed screens requiring entry of minimum possible data

Recording of issues by volume/issue number or date and barcode.

Facility to record receipt of regular issues, various indexes,

special issues and additional issues, supplement, etc.

44.

Customized

Claims Monitoring

Makes possible timely follow-up of ‘not received', (missing issues and

supply not started) overdue and damaged journal numbers

Provision of claims for each title of package or bundle

subscription.

Claim for payment of non- receiving items.

45.

Binding Control The ILMS should have facility for Bindery control.

46.

Routing and

Circulation

User-defined routing of issues registered, along with circulation of bound

volumes and loose issues.

Routing of an issue immediately on arrival may be defined,

before it is displayed or circulated.

Integrated with the circulation module

Overdue reminders

47.

Cataloguing

Provision of catalogue generation for current journals and serials holdings

according to MARC21, CCF, AACRII.

50

48.

Customized Online Queries

Serials-related queries are:

Titles in bindery

Recent arrivals

49.

Standards &

Customized

Reports

Reports generated by the Serial System include:

Order form

List of completed volumes

Bindery order

Accession register (for bound volume collection)

Current arrivals

Classified and specialized indexes and lists of serials, as required.

Budget & Expenditure analysis

Indexing of articles available

Missing issues list

List of duplicate issues

Notices for 'not received', 'overdue', 'soiled/damaged' issues

Subscription renewal order

New subscription order

Claim letters for missing and non-supply.

List of current subscription- Alphabetical, Department wise,

Publisher wise, vendor wise.

List of new titles added and deleted titles for particular year.

Other General Specification that a ILMS should have

1. Support data of 10 lakhs plus

2. LAN, WAN and Wi Fi enabled client/ web server interface.

3. Multi-user, user friendly and multilingual

4. ANSI Z39.50 /SIP2 and NCIP Code Compliant

5. Import present data from Excel to KOHA or any ILMS

6. Full data transfer from present software including Indian language data.

7. Extraction of record in any MARC-21 format.

8. Imports/Export facility in ISO/2709 format

9. RDA support

10. Acquisition module with facility to show book/ journals (either purchase/complimentary/ exchange)

11. Circulation module with facility to scan member photo on membership card and online reservation, Email

and SMS overdue notice with features to check the status and history of each member online.

12. Serial Control with SDI and CAS service with back volume maintenance

13. Union Catalogue with multiple access points.

14. Multi-tasking with online help facility

15. Provision for customization of reports.

16. Financial management with different budget heads.

17. Security of Access control as per categorization.

18. Articles indexing and scanning of articles

51

19. Should support image and multimedia files

20. Automatic currency conversion as per University Policy/ GOC

21. Duplicate record check

22. Binding record management

23. RSS feed if Applicable for University

24. Hyper linking of books

25. Status of user‘s account from OPAC with bulletin board information

26. Metadata (MARC21/Dublin Core)

27. E-resource management

28. Use of preferred RDBMS such as Oracle/SQL Server/ MySQL / Progress SQL for databases and should be

open, not locked to further generate any required report.

29. Centralized acquisition by Central Library, BBAU.

30. Report on order/ budget status department wise.

31. XML based interface for reports.

32. Windows TM based, client server application

33. Unicode TM standard

34. Flexibility to move from one language to another in all subsystems.

35. Multiple search options available in OPAC

36. Multimedia access

37. Backup/ Restore/Recovery of complete database.

38. Comprehensive set of parameters to customize the software to meet the library‘s operational environment.

39. Completely web/ browser based (works on internet/ intranet)

40. Supports windows / Windows NT/ Linux/ Unix

41. Finger print device

52

Information about Bidder

S.NO Required Details

1 Name of the Bidder/Party/Agency

2 Address of the bidder

3 Contact no

4 Fax no

5 Mobile No

6 Email

7 Name of the Authorised signatory

8 Sales Tax/CST No.

9 Income Tax No./PAN

10 Yearly Turnover for the last three

years

11 Year of Establishment

12 Name and address of Bank

13 List of Client libraries in India

Date: Name and signature of bidder ------------------------------

53

CHECKLIST

1. Sales Tax/CST No.

2. Income Tax No./PAN

3. Copies of Income Tax Clearance Certificate

4. Yearly Turnover for the last three years (ITR)

5.

Certificate of authorization from the principal

manufacturing company or self declaration in

case OEM .

6.

Name and address of Bank

6. List of 5 Client libraries in India where the

bidder must have supplied, installed,

implemented, integrated and commissioned a

complete RFID system.Copies of purchase

order and certificates of work completion

7. Cost of Tender (Rs. 1000/- ) in favour of

―Finance Officer, BBAU, Lucknow from any

Nationalized Bank

8. EMD (Rs. 160000) in favour of Finance

Officer, BBAU, Lucknow

9. Documentary proof of ISO9001:2000 certified

company with more than 50 employees on its

roll.

10. Compliance Certificate of FCC/CE from

OEM

11. Affidavit that the firm has not been black

listed in the past by any University/

Institution

12. Affidavit that the firm has no vigilance case

CBI/FEMA case pending against

him/supplier (Principal)

13. Affidavit that the firm is not supplying the

same item at the lower rate quoted in the

tender to any Govt. organization or any

other Institute.

14. Copy of product literature, for which the

prices have been quoted.

54

ANNEXURE-II

FINANCIAL BID

FINANCIAL BID OF THE RFID & EM SOLUTION, RETROCONVERSION OF

LIBRARY DOCUEMTS and KOHA ILMS FOR GBL, BBAU, LUCKNOW

Sl.

N.

(1)

Item Details

(2)

Qty

(3)

*Unit Cost with

custom duty

exemption and

without tax

(4)

Total Cost

5=(3)x(4)

Sales

Tax/Ser

vice

Tax

(6)

Cost

inclusiv

e of Tax

7=(5)+(

6)

Mainten

ance

charges

for three

years,

if any

**Origina

l Currency INR **Origina

l Currency INR

I.

RFID Tag for books/

document and BBAU

Logo and Tagging of

RFID Tags on all the

documents & Shielding

of BBAU Logo on

RFID Tags.

60,000

each

II.

EM Security Strips and

Fixing of EM Strips on

Books/ documents.

60,000

III. Staff work Station for

RFID

One/Two

(Optional)

IV. Staff work Station for

EM

One/Two

(Optional)

V.

Staff work Station

Hybrid/Combined for

EM and RFID

One/Two

(Optional)

VI.

Combined Self Check-

In and Check-out Units

(The unit should work

for RFID, EM and

Barcode)

One

VII.

Library Security Gate

i.e. 3 EAS (Electronic

Article Surveillance)

pedestals Gates

compatible with RFID

Tags complete in all

respect with necessary

accessories (Optional

four pedestal)

One/Two

(Optional)

VIII. Library Security Gate

i.e. 3 EAS pedestals

One/Two

(Optional)

55

Gates for EM Strip

complete in all respect

with necessary

accessories (Optional

four pedestal)

IX.

Shelf Management

System/Portable

Handheld RFID Reader

with Antenna

Cordless Digital Library

Assistant(for shelf

reading, sorting, search

in, inventory etc)

Two

X.

Book Drop (Self Check-

In with return slip

printer)

One/Two

XI. RFID Card Printer ONE

(optional)

XII. RFID Member smart

cards

500

(optional)

XIII.

Spine labels for 60000

document and barcode

labels for 35000

documents (two

barcodes to be pasted on

each document). It is

informed that barcodes

are already pasted on

about 25000 documents.

-

XIV.

Retrospective

conversion of about

60000 Library Books/

documents in MARC-21

with bar coding and

spine labeling of

documents. Please also

quote rate for following

individual item wise:

Books/document titles

English/Hindi

Books/document

copies

Bound Volumes

(Journals)

XV.

Open Source Integrated

Library Management

Software (ILMS) i.e.

KOHA latest version

with Linux Operating

System (Multiple User

and Branch library

One