RFID tags and equipment are a core technology in automating the check-out/check-in process and providing a system of securing library materials.  Since adopting the technology in 2003, the Library has affixed RFID tags on all circulating materials.  These tags are read by electronic tag readers and the information is immediately relayed to the in-house RFID server which communicates with the Library security gates.  Patrons who have completed the check-out process are allowed to pass through the gates without activating an audible beep.

RFID technology speeds up check-out, check-in, inventory, provides security and reduces some repetitive movements and associated health problems.

Since the Library’s 2003 installation, the International Organization for Standardization has put in place new standards for RFID tags.  Vendors developed hardware and software applications based on the new standards.   The Library’s machinery is aging.  When break-downs occur in the Library’s equipment, the vendor must locate refurbished legacy equipment and apply extensive software bridges.   Turn-around time for this process can be as long as 2 weeks.  Maintenance of the aging equipment has become an ever-increasing obstacle to our core circulation technology. 

Migrating to the new ISO RFID tag and equipment is planned to be accomplished in 2 phases.
Phase 1. Re-tag circulating materials with new ISO tags (260,000 items), replacing tag readers at all 13 processing/check-out/check-in stations and replacing 2 security gates, this year in the current building  Some equipment can be replaced via provisions in the TRP such as 2 self-check machines, RFID server, Tag Linking Station and Inventory wands. 
Phase 2. Additional self-check units, security gates and automatic materials sorter planned to be installed in the new Library building.These components will be installed in the new Library in FY 14, contingent on budget authority.
The Library recently prepared a Request for Proposals (RFP) to provide standard RFID tags and compliant equipment.  The scope of the RFP included both phases of the project to ensure that equipment in the second phase is compatible with that of the first phase.  The RFP was advertised in the Billings Times on September 27 and October 4, 2012.  Four companies were also sent copies of the RFP via e-mail.

The selection committee consisted of City staff:  Kathy Robins, Mary Murphrey, Lynne Puckett, Dave Shearer and Liz Kampa-Weatherwax.

Four proposals were received by the October 19th deadline from 3M Library Systems, EnvisionWare, RFID Library Solutions and SirsiDynix.  The response from RFID Library Solutions was deemed non-responsive.  The other three responses were thoroughly reviewed by the committee.  3M Library Systems was unanimously chosen as the vendor.  Only the 3M Library Systems pricing matrix was opened. The pricing proposal was within the Library’s stated budget.  

City Council may
• Approve the agreement with 3M Library Systems or
• Not approve the agreement with 3M Library Systems.

The cost of Phase I of the RFID Conversion is $119,765. The Library has sufficient funds in the FY 13 budget to cover the cost of the conversion. Not approving the upgrade will result in continued inefficiencies in working with an outdated, increasingly difficult to service system, as well as the costs of staff repetitive motion injuries.

Staff recommends that Council approve the agreement with 3M Library Systems in the amount of $119,765 for Phase 1 of the RFID Conversion and Upgrade project.