MK Solutions ~ 32500086
CITY OF TIGARD - CONTRACT SUMMARY & ROUTING FORM
Contract Overview
Contract/Amendment Number: 32500086
Contract Start Date: 5/27/2025 Contract End Date: 12/31/2035 (see comments below)
Contract Title: AMH Replacement Project
Contractor Name: mk Solutions
Contract Manager: Stephen Hughes
Department: Library
Contract Costs
Original Contract Amount: $398,156.07
Total All Previous Amendments: n/a
Total of this Amendment: n/a
Total Contract Amount: $398,156.07
Procurement Authority
Contract Type: Purchase Agreement, SLA, SSA
Procurement Type: Formal RFP >$150K
Solicitation Number: 2024-07
LCRB Date: 5/27/2025
Account String: Fund-Division-Account Work Order – Activity Type Amount
FY 26 $270,715.00
FY 27 $3,587.50
FY 28-35 $14,177.19 plus 2.5% annually
Contracts & Purchasing Approval
Purchasing Signature:
Comments: AMH Install by 12/31/25, SLA initial 48-month term will begin upon acceptance of install –
then, automatic annual renewal unless terminated 6 months before end date. SSA auto renewal until
terminated.
6052310-56004
1005300-54001
1005300-54001
DocuSign Routing
Route for Signature Name Email Address
Contractor Michael Weiss Michael.weiss@mksolutions.com
City of Tigard Brent Stockwell Brent.Stockwell@tigard-or.gov
Final Distribution
Contractor Markus Flory Markus.flory@mksolutions.com
Project Manager Stephen Hughes stephenhu@tigard-or.gov
Project Manager
Buyer Rosie McGown Rosie.mcgown@tigard-or.gov
CITY OF TIGARD, OREGON
PURCHASE AGREEMENT
AMH REPLACEMENT PROJECT
THIS AGREEMENT, made and entered into this 27th of May, 2025 by and between the City of Tigard, a
municipal corporation of the State of Oregon, hereinafter called City, and mk Solutions, Inc, hereinafter called
Seller, collectively hereinafter called the “Parties.”
RECITALS
WHEREAS, Seller has submitted a bid or proposal to City for the sale of certain goods; and
WHEREAS, Seller is in the business of selling certain goods and is aware of the purposes for which City will
use the goods; and
WHEREAS, City and Seller wish to enter into a contract under which City will purchase the goods described
in Seller’s bid or proposal;
THEREFORE, The Parties agree as follows:
1. GOODS TO BE PROVIDED
City will purchase an Automated Materials Handling System, installation, maintenance services, and
associated Software from Seller in accordance with:
A. The specifications (including any addenda) attached hereto as Exhibit A and incorporated
herein by this reference; and
B. The Seller’s final negotiated bid dated May 13, 2025 and proposal dated February 6, 2025,
which was accepted by the City on May 27, 2025, is attached hereto as Exhibit B and
incorporated by this reference;
2. EFFECTIVE DATE AND DURATION
This Agreement will become effective upon the date of execution and will expire, unless otherwise
terminated or extended, on December 31, 2025. All goods under this Agreement will be delivered and
installed prior to the expiration of this Agreement. Maintenance services will follow the terms as
outlined in Exhibit C: Service Level Agreement. Software subscription will follow the terms and
Exhibit D: Software Subscription Agreement.
3. COMPENSATION
A. City hereby agrees to pay Seller Two Hundred Seventy Thousand Seven Hundred Fifteen and
No/100 Dollars ($270,715.00) for the goods, including shipping and handling, installation,
maintenance years one and two, and associated software year one. The total purchase price
will be considered payment for all Sellers’ obligations described in this Agreement. Seller will
invoice City the purchase price upon the delivery and installation of the goods. City will have
thirty (30) days after receipt of invoice in which to make payment. Seller will be responsible
for the payment of all taxes associated with the sale of the goods. City is exempt from the
payment of Federal Excise Tax.
Contract Number 32500086
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B. Payment by City releases City from any further obligation for payment to Seller for services
performed or expenses incurred as of the date of the invoice. Payment may not be considered
acceptance or approval of any work or waiver of any defects therein.
C. Seller must make payments promptly, as due, to all persons supplying labor or materials for
the performance of the work provided for in this Agreement (ORS 279B.220).
D. Seller may not permit any lien or claim to be filed or prosecuted against the City on any account
of any labor or material furnished (ORS 279B.220).
E. Seller will pay to the Department of Revenue all sums withheld from employees pursuant to
ORS 316.167 (ORS 279B.220).
F. Seller will pay all contributions or amounts due the Industrial Accident Fund from the Seller
or any subcontractor (ORS 279B.220).
G. If Seller fails, neglects, or refuses to make prompt payment of any claim for labor or services
furnished to Seller or a subcontractor by any person as such claim becomes due, City’s Finance
Director may pay such claim and charge the amount of the payment against funds due or to
become due the Seller. The payment of the claim in this manner does not relieve Seller or their
surety from obligation with respect to any unpaid claims.
H. Seller must obtain, prior to the execution of any performance under this Agreement, a City of
Tigard Business License. The Tigard Business License is based on a calendar year with a
December 31st expiration date. New businesses operating in Tigard after June 30th of the
current year will pay a pro-rated fee though the end of the calendar year.
I. The City certifies that sufficient funds are available and authorized for this Agreement during
the current fiscal year. Funding during future fiscal years is subject to budget approval by
Tigard’s City Council.
4. DELIVERY
Seller will deliver and store the goods in coordination with City project manager as specified in Exhibit
A. All deliveries are F.O.B. destination with all transportation and handling charge paid by the Seller,
unless specified otherwise in the Solicitation Documents or Exhibit A. Responsibility and liability for loss
or damage remain with the Seller until final inspection and acceptance, when responsibility passes to the
City except as to latent defects, fraud and Seller’s warranty obligations.
5. INSPECTIONS
Within 14 days following delivery and installation, City will inspect the goods and will notify Seller
immediately of any damaged items.
Goods furnished under this Agreement are subject to inspection and test by the City at times and places
determined by the City. If the City finds goods furnished to be incomplete or not in compliance with the
Contract, the City, at its sole discretion, may either reject the goods, require Contractor to correct any
defects without charge, or negotiate with Contractor to sell the goods to the City at a reduced price,
whichever the City deems appropriate under the circumstances. If Contractor is unable or refuses to cure
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any defects within a time deemed reasonable by the City, the City may reject the goods and terminate the
Contract in whole or in part. Nothing in this section is to in any way affect or limit the City’s rights as a
buyer, including the rights and remedies relating to rejection under ORS 72.6020 and revocation of
acceptance under ORS 72.6080
6. INSTALLATION AND DISPOSAL
Seller is to install the goods and remove and dispose of existing City system as specified in Exhibit A.
Installation will be complete by time and date to be agreed upon by City and Seller upon execution of
Agreement, but no later than December 31, 2025. Any installation by Seller will be in accordance with
the provision of this agreement, including all Exhibits.
7. TESTING AND ACCEPTANCE
Seller will test the goods upon installation. Seller's tests will determine whether the goods meet Seller's
specifications and are fit for the purpose intended. Acceptance or rejection of the goods purchased
will occur 14 days after delivery, installation, and inspection by City. Failure to inspect and accept or
reject goods will neither relieve Seller from responsibility for such goods, which do not meet the
requirements in this Agreement nor impose liability on City.
8. ASSIGNMENT/DELEGATION
Neither party may assign, sublet or transfer any interest in or duty under this Agreement without the
written consent of the other and no assignment has any force or effect unless and until the other party
has consented. If City agrees to assignment of tasks to a subcontract, Seller is fully responsible for the
acts or omissions of any subcontractors and of all persons employed by them. Neither the approval
by City of any subcontractor nor anything contained herein creates any contractual relation between
the subcontractor and City. The provisions of this Agreement are binding upon and will inure to the
benefit of the parties to the Agreement and their respective successors and assigns.
9. INDEMNITY, RESPONSIBLTY FOR DAMAGES
A. Seller will be responsible for all damage to property, injury to persons, and loss, expense,
inconvenience, and delay which may be caused by, or result from, any willful or negligent act or
omission of Seller, its subcontractors, or employees under this Agreement. Seller will save, defend,
indemnify, and hold harmless the City, and its officers, directors, agents, members, and employees
from all claims, suits, and actions resulting from or arising out of the willful or negligent acts or
omissions of Seller or its subcontractors, officers, agents, or employees acting under this
Agreement.
B. Without limiting the generality of this section 9, Seller expressly agrees to defend, indemnify, and
hold the City, its officers, directors, agents, members, and employees harmless from any and all
claims, suits, actions, losses, liabilities, costs, expenses and damages arising out of or related to any
claims that the services or any other tangible or intangible goods delivered to the City by Seller
that may be the subject of protection under any state or federal intellectual property law or
doctrine, or the City's use thereof infringes any patent, copyright, trade secret, trademark, trade
dress, mask work, utility design, or other proprietary right of any third party; provided, that the
City will provide Seller with prompt written notice of any infringement claim.
C. Seller has control of the defense and settlement of any claim that is subject to subsection A. or B.;
however, neither Seller nor any attorney engaged by Seller will defend the claim in the name of
the City, nor purport to act as legal representative of the City or any of its officers, directors,
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agents, members, and employees, without first receiving from the City Attorney, in a form and
manner determined appropriate by the City Attorney, authority to act as legal counsel for the City,
nor will Seller settle any claim on behalf of the City without the approval of the City Attorney.
The City may, at its election and expense, assume its own defense and settlement in the event that
the City determines that Seller is prohibited from defending the City, or is not adequately
defending the City's interests, or that an important governmental principle is at issue and the City
desires to assume its own defense.
10. INSURANCE
Seller and its subcontractors must maintain insurance acceptable to City in full force and effect
throughout the term of this Agreement. Such insurance will cover all risks arising directly or indirectly
out of Seller's activities or work hereunder, including the operations of its subcontractors of any tier.
The policy or policies of insurance maintained by the Seller and its subcontractor will provide at least
the following limits and coverages:
A. Commercial General Liability Insurance
Seller will obtain, at Seller’s expense, and keep in effect during the term of this contract,
Comprehensive General Liability Insurance covering Bodily Injury and Property Damage on an
“occurrence” form (CG 2010 1185 or equivalent). This coverage must include Contractual
Liability insurance for the indemnity provided under this contract. The following insurance will
be carried:
Coverage Limit
General Aggregate $3,000,000
Products-Completed Operations Aggregate $2,000,000
Each Occurrence $2,000,000
B. Commercial Automobile Insurance
Seller must also obtain, at Seller’s expense, and keep in effect during the term of the Agreement,
Commercial Automobile Liability coverage including coverage for all owned, hired, and non-
owned vehicles on an “occurrence” form. The Combined Single Limit per occurrence may not be
less than $2,000,000.
If Seller uses a personally-owned vehicle for business use under this Agreement, the Seller will
obtain, at Seller’s expense, and keep in effect during the term of the Agreement, business
automobile liability coverage for all owned vehicles on an “occurrence” form. The Combined
Single Limit per occurrence may not be less than $2,000,000.
C. Workers’ Compensation Insurance
The Seller, its subcontractors, if any, and all employers providing work, labor, or materials under
this Contract that are subject employers under the Oregon Workers' Compensation Law must
comply with ORS 656.017, which requires them to provide workers' compensation coverage that
satisfies Oregon law for all their subject workers. Out-of-state employers must provide Oregon
workers' compensation coverage for their workers who work at a single location within Oregon
for more than 30 days in a calendar year. Sellers who perform work without the assistance or labor
of any employee need not obtain workers’ compensation coverage. All non-exempt employers
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must provide Employer's Liability Insurance with coverage limits of not less than $1,000,000 each
accident.
D. Additional Insured Provision
All required insurance policies, other than Workers’ Compensation and Professional Liability,
must name the City its officers, employees, agents, and representatives as additional insureds with
respect to this Agreement.
E. Insurance Carrier Rating
Coverages provided by the Seller must be underwritten by an insurance company deemed
acceptable by the City. All policies of insurance must be written by companies having an A.M.
Best rating of "A-VII" or better, or equivalent. The City reserves the right to reject all or any
insurance carrier(s) with an unacceptable financial rating.
F. Self-Insurance
The City understands that some Sellers may self-insure for business risks and the City will consider
whether such self-insurance is acceptable if it meets the minimum insurance requirements for the
type of coverage required. If Seller is self-insured for commercial general liability or automobile
liability insurance, Seller must provide evidence of such self-insurance. Seller must provide a
Certificate of Insurance showing evidence of the coverage amounts on a form acceptable to the
City. The City reserves the right in its sole discretion to determine whether self-insurance is
adequate.
G. Certificates of Insurance
As evidence of the insurance coverage required by the contract, Seller will furnish a Certificate of
Insurance to the City. No contract is effective until the required Certificates of Insurance have
been received and approved by the City. The certificate will specify and document all provisions
within this contract and include a copy of Additional Insured Endorsement. A renewal certificate
will be sent to the below address prior to coverage expiration.
H. Primary Coverage Clarification
The parties agree that Seller’s coverage is primary to the extent permitted by law. The parties
further agree that other insurance maintained by the City is excess and not contributory insurance
with the insurance required in this section.
I. Cross-Liability Clause
A cross-liability clause or separation of insureds clause will be included in all general liability
policies required by this Agreement.
A certificate in form satisfactory to the City certifying to the issuance of such insurance will be
forwarded to:
City of Tigard Contracts and Purchasing Office
contractspurchasing@tigard-or.gov
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At the discretion of the City, a copy of each insurance policy, certified as a true copy by an
authorized representative of the issuing insurance company, may be required to be forwarded to
the above address.
Such policies or certificates must be delivered prior to commencement of the work. The procuring
of such required insurance will not be construed to limit Seller’s liability hereunder.
Notwithstanding said insurance, Seller is obligated for the total amount of any damage, injury, or
loss caused by negligence or neglect connected with this Agreement.
11. METHOD & PLACE OF SUBMITTING NOTICE, BILLS AND PAYMENTS
All notices and bills will be made in writing and may be given by personal delivery, mail or fax.
Payments may be made by personal delivery, mail, or electronic transfer. The following addresses will
be used to transmit notices, bills, payments, and other information:
CITY OF TIGARD MK SOLUTIONS INC.
Attn: Stephen Hughes Attn: Markus Flory
Address: 13125 SW Hall Blvd
Tigard, OR 97223
Address: 75 Acco Drive, Suite A-3
York, PA 17402
Phone: (503) 718-2525 Phone: (860) 760-0438
Email: StephenHu@tigard-or.gov Email: markus.flory@mksolutions.com
Notice will be deemed given upon deposit in the United States mail, postage prepaid, or when so
faxed, upon successful fax. In all other instances, notices, bills and payments will be deemed given at
the time of actual delivery. Changes may be made in the names and addresses of the person to who
notices, bills, and payments are to be given by giving written notice pursuant to this paragraph.
12. SURVIVAL
The terms, conditions, representations, and warranties contained in this Agreement survive the
termination or expiration of this Agreement.
13. MERGER
This writing is intended both as a final expression of the Agreement between the parties with respect
to the included terms and as a complete and exclusive statement of the terms of the Agreement. No
modification of this Agreement will be effective unless and until it is made in writing and signed by
both parties.
14. TERMINATION WITHOUT CAUSE
At any time and without cause, City has the right in its sole discretion to terminate this Agreement by
giving notice to Seller. If City terminates this Agreement pursuant to this paragraph, City will pay
Seller for services rendered to the date of termination.
15. TERMINATION WITH CAUSE
A. The City may terminate this Agreement effective upon delivery of written notice to Seller, or at
such later date as may be established by City, under any of the following conditions:
i. If City funding from federal, state, local, or other sources is not obtained and continued at
levels sufficient to allow for the purchase of the indicated quantity of services. This Agreement
may be modified to accommodate a reduction in funds.
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ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this Agreement.
iii. If any license or certificate required by law or regulation to be held by Seller, its subcontractors,
agents, and employees to provide the services required by this Agreement is for any reason
denied, revoked, or not renewed.
iv. If Seller becomes insolvent, if voluntary or involuntary petition in bankruptcy is filed by or
against Seller, if a receiver or trustee is appointed for Seller, or if there is an assignment for the
benefit of creditors of Seller.
Any such termination of this Agreement under paragraph (a) will be without prejudice to any
obligations or liabilities of either party already accrued prior to such termination.
B. The City by written notice of default (including breach of contract) to Seller, may terminate the
whole or any part of this Agreement:
i. If Seller fails to provide services called for by this Agreement within the time specified, or
ii. If Seller fails to perform any of the other provisions of this Agreement or fails to pursue the
work as to endanger performance of this Agreement in accordance with its terms, and after
receipt of written notice from the City, fails to correct such failures within ten (10) days of
such other period as the City may authorize.
The rights and remedies of the City provided above relate to defaults (including breach of contract)
by Seller are not exclusive and are in addition to any other rights and remedies provided by law or
under this Agreement.
If the City terminated this Agreement under paragraph (b), Seller will be entitled to receive as full
payment for all services satisfactorily rendered and expenses incurred, provided, that the City may
deduct the amount of damages, if any, sustained by the City dues to breach of contract by Seller.
Damages for breach of contract include those allowed by Oregon law, reasonable and necessary
attorney fees, and other costs of litigation at trial and upon appeal.
16. HAZARDOUS MATERIALS
Seller will comply with all federal Occupational Safety and Health Administration (OSHA)
requirements and all Oregon safety and health requirements. In accordance with OSHA and Oregon
OSHA Hazard Communication Rules, if any goods or services provided under this Agreement may
release, or otherwise result in an exposure to, a hazardous chemical under normal conditions of use
(for example, employees of a construction contractor working on-site), it is the responsibility of Seller
to provide the City with the following information: all applicable Safety Data Sheets, the identity of
the chemical/s, how Seller will inform employees about any precautions necessary, an explanation of
any labeling system, and the safe work practices to prevent exposure. In addition, Seller must label,
tag, or mark such goods.
17. FORCE MAJEURE
Neither City nor Seller will be considered in default because of any delays in completion and
responsibilities hereunder due to causes beyond the control and without fault or negligence on the
part of the parties so disenabled, including but not restricted to, an act of God or of a public enemy,
civil unrest, volcano, earthquake, fire, flood, epidemic, quarantine restriction, area-wide strike, freight
embargo, unusually severe weather or delay of subcontractor or supplies due to such cause; provided
that the parties so disenabled will within ten (10) days from the beginning of such delay, notify the
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other party in writing of the cause of delay and its probable extent. Such notification will not be the
basis for a claim for additional compensation. Each party will, however, make all reasonable efforts to
remove or eliminate such a cause of delay or default and will, upon cessation of the cause, diligently
pursue performance of its obligation under the Agreement.
18. NON-WAIVER
The failure of City to insist upon or enforce strict performance by Seller of any of the terms of this
Agreement or to exercise any rights hereunder should not be construed as a waiver or relinquishment
to any extent of its rights to assert or rely upon such terms or rights on any future occasion.
19. NON-DISCRIMINATION
Seller will comply with all federal, state, and local laws, codes, regulations, and ordinances applicable
to the provision of services under this Agreement, including, without limitation:
A. Title VI of the Civil Rights Act of 1964;
B. Section V of the Rehabilitation Act of 1973;
C. The Americans with Disabilities Act of 1990, as amended by the ADA Amendments Act
(ADAAA) of 2008 (Pub L No 101- 336); and
D. ORS 659A.142, including all amendments of and regulations and administrative rules, and all other
applicable requirements of federal and state civil rights and rehabilitation statutes, rules and
regulations.
20. ERRORS
Seller will perform such additional work as may be necessary to correct errors in the work required
under this Agreement without undue delays and without additional cost.
21. EXTRA (CHANGES) WORK
Only the City’s Project Manager for this Agreement may change or authorize additional work. Failure
of Seller to secure authorization for extra work constitutes a waiver of all right to adjust the contract
price or contract time due to such unauthorized extra work and Seller will not be entitled to
compensation for the performance of unauthorized work.
22. WARRANTY AGAINST DEFECTS
Seller warrants that the goods will remain free of defects in material and workmanship for a period of
one (1) year commencing the date of City's acceptance. Such defects will include any failure of the
goods to meet Seller's specifications or the description contained in Seller's product literature. If within
the warranty period City discovers such a defect, Seller will repair or replace the defective item or
component free of charge. If after three attempts Seller is unable to eliminate a defect, or if Seller does
not commence the warranty work within the time allowed in this paragraph, City will have the right
to return the defective item or component and, at City's option, either obtain a full refund of the
purchase price of the goods or obtain a refund, in an amount to be agreed upon by the parties, of the
portion of the purchase price of the goods that is allocable to the defective item or component. Seller
will commence all warranty work within 48 hours of receiving notice of the warranty claim. All
warranty work will be performed at City's facilities unless otherwise agreed by the parties. If warranty
work is performed at Seller's facilities, Seller will pay all shipping costs, including the cost of return
shipment. This warranty will apply to all repair parts furnished by Seller and all repairs performed by
Seller.
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23. INTELLECTUAL PROPERTY WARRANTY
Seller warrants that none of the goods, the use thereof or any of the applications, processes or designs
employed in the manufacture thereof infringes the valid claims of any letter patent, patent application,
copyright, trade secret or any other property right of any third party. If as a result of any suit or
proceeding alleging an infringement of any of the foregoing property rights City's use of the equipment
is enjoined, Seller will at no cost to City either obtain for City a license to use the goods or modify the
goods so as to avoid the infringement without any degradation in performance. If Seller cannot obtain
such a license and cannot so modify the equipment, Seller will promptly refund to City the purchase
price, less a reasonable amount for depreciation.
24. MAINTENANCE SERVICES
Unless otherwise provided in the Specifications (Exhibit A) or the Bid or Proposal (Exhibit B), the
City will have the right to maintain the goods purchased under this Agreement. Repairs or replacement
of parts by the City or its agents or maintenance contractors will not alter or void any warranties for
equipment or goods purchased under this contract.
As provided for in the Service Level Agreement (Exhibit C), Seller will provide maintenance services
for up to a 10-year period commencing on the date of delivery under the guidelines established in the
Specifications (Exhibit A). All maintenance services will be performed on City's premises, unless
otherwise agreed by the parties. City may terminate Seller’s maintenance services at any time without
cause upon the delivery of written notice. In the event of such termination, Seller’s other obligations
under this Agreement will remain unchanged and Seller will promptly refund to City all amounts
prepaid for maintenance services and unused.
25. ASSIGNMENT OF MANUFACTURER’S WARRANTIES
Seller hereby assigns all warranties of the manufacturers of components of the goods to City to the
extent such warranties are assignable. In the event Seller must obtain the consent of the manufacturer
or take other action before any such warranties are assignable, Seller will do so prior to delivery.
26. ATTORNEY’S FEES
In the event an action, suit of proceeding, including appeal, is brought for failure to observe any of
the terms of this Agreement, each party is responsible for that party’s own attorney fees, expenses,
costs and disbursements for the action, suit, proceeding, or appeal.
27. CHOICE OF LAW, VENUE
The provisions of this Agreement are governed by Oregon law. Venue will be the State of Oregon
Circuit Court in Washington County or the U.S. District Court for Oregon, Portland.
28. COMPLIANCE WITH STATE AND FEDERAL LAWS/RULES
Seller will comply with all applicable federal, state and local laws, rules and regulations applicable to
the work in this Agreement.
29. CONFLICT BETWEEN TERMS
In the event of a conflict between the terms of this Agreement and Seller’s bid or proposal, this
Agreement will control. Any inconsistency in this Agreement shall be resolved by giving precedence
in the following order:
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AMH Replacement Project 32500086 Page 10
Purchase Agreement
Exhibit A: Specifications/Scope of Work
Exhibit B: Seller’s Proposal and Final Cost Proposal
Exhibit C: Service Level Agreement
Exhibit D: Software Subscription Agreement
30. AUDIT
Seller will maintain records for a period of three (3) years from the date of final delivery to assure
conformance with the terms and conditions of this Agreement and to assure adequate performance
and accurate expenditures within the contract period. Seller agrees to permit City, the State of Oregon,
the federal government, or their duly authorized representatives to audit all records pertaining to this
Agreement to assure the accurate expenditure of funds.
31. SEVERABILITY
In the event any provision or portion of this Agreement is held to be unenforceable or invalid by any
court of competent jurisdiction, the validity of the remaining terms and provisions will not be impaired
unless the illegal or unenforceable provision affects a significant right or responsibility, in which case
the adversely affected party may request renegotiation of the Agreement and, if negotiations fail, may
terminate the Agreement.
32. COMPLIANCE WITH TAX LAWS
Seller represents and warrants that Seller is, to the best of the undersigned’s knowledge, not in violation
of any Oregon tax laws including but not limited to ORS 305.620 and ORS Chapters 316, 317, and
318. Seller’s failure to comply with the tax laws of this state or a political subdivision of this state
before the Seller executed this Agreement or during the term of this Agreement is a default for which
the City may terminate this Agreement and seek damages and other relief available under the terms of
this Agreement or applicable law.
IN WITNESS WHEREOF, City and Seller have caused this Agreement to be executed by its duly
authorized officials. Awarded by Tigard’s Local Contract Review Board at their May 27, 2025 business
meeting.
CITY OF TIGARD SELLER
By: __________________________________
By: __________________________________
Name: _______________________________
Name: _______________________________
Title: ________________________________
Title: ________________________________
Date: ________________________________
Date: ________________________________
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6/4/2025
Michael Weiss
President/CEO
6/5/2025
City Manager
Brent Stockwell
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EXHIBIT A
SPECIFICATIONS/RFP
(including any addenda)
See following pages.
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City of Tigard | 13125 SW Hall Blvd., Tigard, OR 97223 | (503) 639-4171 | www.tigard-or.gov
Request for Proposal (RFP)
AMH REPLACEMENT PROJECT
RFP 2025-07
Proposals Due: February 6th 2025– 10:00 a.m. local time
Pre-Proposal Meeting:
A mandatory On-Site walk through has been scheduled for Wednesday, Jan 22 nd, 2025 at 10:00 am, at
Tigard Public Library (TPL) located at 13500 SW Hall Blvd, Tigard, OR 97223
Proposer must submit one (1) electronic copy in portable document format (pdf).
Submit Proposals To: ContractsPurchasing@tigard-or.gov
Direct Questions To: Toni Riccardi
Contracts & Purchasing
Email: ContractsPurchasing@tigard-or.gov
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Page 2
PUBLIC NOTICE
REQUEST FOR PROPOSAL
AMH REPLACEMENT PROJECT
The City of Tigard is seeking proposals from qualified firms with demonstrated expertise in Automated
Material Handling Systems specifically designed for libraries to propose a turnkey solution for Tigard Public
Library. Proposals will be received until 10:00 AM local time, Thursday, February 6, 2025, at
ContractsPurchasing@tigard-or.gov.
Pre-Proposal Meetings:
A mandatory On-Site walk through has been scheduled for Wednesday, Jan 22 nd, 2025 at 10:00 am, at
Tigard Public Library (TPL) located at 13500 SW Hall Blvd, Tigard, OR 97223
No proposal will be considered unless fully completed in a manner provided in the RFP packet. Proposals
will be considered time-stamped and received by the City when they are received in the email inbox listed
above. Late proposals may not be considered, it is the City’s sole discretion to accept or reject a late
proposal.
RFP packets may be downloaded from https://www.tigard-or.gov/bids.
Proposers are required to certify non-discrimination in employment practices, and identify resident status as
defined in ORS 279A.120. Pre-qualification of proposers is not required. All proposers are required to
comply with the provisions of Oregon Revised Statutes (ORS) and Local Contract Review Board (LCRB)
Policy.
The City may reject any proposal not in compliance with all prescribed public bidding procedures and
requirements and may reject for good cause any or all proposals upon a finding of the City if it is in the
public interest to do so.
PUBLISHED: Daily Journal of Commerce
DATE: Friday, January 3, 2025
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GENERAL INSTRUCTIONS AND CONDITIONS
SPECIAL CONDITIONS – Where special conditions are
written in the Request for Proposal (“RFP”), these special
conditions will take precedence over any conditions listed
under the “General Instructions and Conditions".
COST OF PROPOSAL – This Request for Proposal does
not commit the City to pay any costs incurred by any
Proposer in the submission of a proposal or in making
necessary studies or designs for the preparation thereof, or
for procuring or contracting for the services to be furnished
under the RFP.
CANCELLATION – The City reserves the right to modify,
revise, or cancel this RFP. Receipt and evaluation of
proposals or the completion of interviews do not obligate the
City to award a contract.
REJECTION OF PROPOSALS – The City reserves the
right to reject any or all responses to the Request for Proposal
in whole or in part, if it is found to be in the City’s best
interest to do so.
MINOR INFORMALITIES – The City reserves the right
to waive any or all minor informalities that may arise in
relation to this proposal process if it is found to be in the
City’s best interest to do so.
AWARD OF CONTRACT(S) – The City Reserves the
right to award contracts for any or all parts of the services
solicited under this RFP.
CITY OF TIGARD BUSINESS
LICENSE/FEDERAL TAX ID REQUIRED –
The City of Tigard Business License is required (TMC 5.4).
Successful Proposer will obtain a City of Tigard Business
License prior to initiation of a contract and commencement
of work. Successful Proposer must present a completed W-9
form to the City at the time of contract execution.
CONFLICT OF INTEREST - A Proposer filing a
proposal hereby certifies that the proposal is made in good
faith without fraud, collusion or connection of any kind with
any other Proposer of the same request for proposals, that
the Proposer is competing solely on its own behalf without
connection or obligation to, any undisclosed person or firm,
that Proposer is not a City official/employee or a business
with which a City official/employee is associated, and that to
the best of its knowledge, Proposer, its employee(s), its
officer(s) or its director(s) is not a City official/employee or
a relative of any City official/employee who: i) has
responsibility in making decisions or ability to influence
decision-making on the contract or project to which this
proposal pertains; ii) has or will participate in evaluation,
award or management of the contract related to this
proposal; or iii) has or will have financial benefits in the
contract to which this proposal pertains. Proposer
understands that should it elect to employ any former City
official/employee during the solicitation period or the term
of the contract then the former City official/employee must
comply with applicable government ethics and conflicts of
interest provisions in ORS Chapter 244, including but not
limited to ORS 244.040(5) and/or ORS 244.047.
PUBLIC RECORDS – Any information provided to the
City pursuant to this RFP will be public record and subject
to public disclosure pursuant to Oregon public records laws
(ORS 192). Any portion of a proposal that the Proposer
claims as exempt from disclosure must meet the
requirements of ORS 192.345(2). The fact that a Proposer
marks and segregates certain information as exempt from
disclosure does not mean that the information is necessarily
exempt. The City will make an independent determination
regarding exemptions applicable to information that has been
properly marked and redacted. Information that has not
been properly marked and redacted may be disclosed in
response to a public records request. When exempt
information is mixed with nonexempt information, the
nonexempt information must be disclosed.
Prior to any disclosure requested under Public Records Law,
the City will give Proposer prompt written notice of such
request. Proposer will have seven (7) days from the date it
receives such notice to provide evidence of a statutory
exemption under applicable law sufficient to protect the
information or obtain a protective order or equivalent from
a court of competent jurisdiction. If information is disclosed
pursuant to public records request, the City will take
reasonable steps to limit any such provision to the specific
information requested. Proposer’s failure to timely respond
to the notice provided by the City may result in the disclosure
of the requested information. The Proposer further agrees to
hold harmless, defend, and indemnify the City for all costs,
expenses, and attorney fees that may be imposed on the City
as a result of appealing any decision regarding the Proposer’s
records.
INTERGOVERNMENTAL COOPERATIVE
PURCHASING – The successful Proposer submitting this
proposal agrees to extend identical prices and services under
the same terms and conditions to all public agencies.
Quantities stated in this RFP reflect the City of Tigard usage
only. Each participating agency will execute its own contract
with the successful Proposer. Any Proposer(s), by written
notification included with their proposal, may decline to
extend the prices and terms of this solicitations to any and/or
all other public agencies.
These “General Instructions and Conditions" are not to
be construed as exclusive remedies or as a limitation
upon rights or remedies that may be or may become
available under ORS Chapter 279.
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TABLE OF CONTENTS
Section Page
Section 1 – Overview 5
Section 2 – Proposer’s Special Instructions 5
Section 3 – Scope of Services 7
Section 4 – Proposal Content and Format 13
Section 5 – Proposal Evaluation and Contractor Selection 15
ATTACHMENTS
Attachment A – Proposal Certifications 16
Attachment B – Proposal Form 17
Attachment C – Vendor Response Matrix 18
Attachment D – City of Tigard Purchase Agreement 28
Available at https://www.tigard-or.gov/bids
Additional Resources: Site Drawings and Photos
New Book Portal – Tigard Library Dated: 04/18/2015
Tigard Public Library AMH Equipment Drawings Dated: 02/19/2015
Photos of Existing AMH Dated: December 2024
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SECTION 1 OVERVIEW
1.1 Introduction
With a diverse economy, strong schools and outstanding parks, Tigard is one of the most livable cities in Oregon.
Tigard has grown to become a desirable and affordable community in the Portland metro area where residents
enjoy access to more than 16 miles of paved trails and nearly 563 acres of parks and open spaces. The City of
Tigard is deeply committed to transparency and accountability and is guided by a strategic vision to create “an
equitable community that is walkable, healthy, and accessible for everyone.” The City has a well-balanced
economy that includes more than 3,500 firms employing more than 40,000 people from around the region.
Tigard Public Library (TPL) serves as a vital resource within this thriving community. In partnership with
Washington County Cooperative Library Services (WCCLS), TPL provides residents with access to shared
resources across the county’s library system, offering coordinated services, and access to a robust, shared
catalog. TPL circulates nearly 900,000 items annually, with over 2,000 items checked in daily. Patron-facing
inductions process approximately 40% of returns, while the remaining 60% are handled by staff, including
materials returned through a drive-up location that is not connected to the building’s current Automated
Material Handling (AMH) system.
Through this Request for Proposal (RFP), the City of Tigard is seeking qualified firms with demonstrated
expertise in Automated Material Handling Systems specifically designed for libraries to propose a turnkey
solution for TPL. This solution should improve material check-in and sorting, support future site changes, and
seamlessly integrate with WCCLS technology and TPL services.
1.2 Project Funding
The anticipated cost for the services described herein is Five hundred thousand dollars $500,000.00. The
Proposer’s proposal will include the Proposer’s bid cost to perform the work irrespective of the City’s
budgeted funds for this work.
SECTION 2 PROPOSER’S SPECIAL INSTRUCTIONS
2.1 Timeline for Selection
The following dates are proposed as a timeline for this project.
Pre-submittal meeting at 10:00 a.m. Wednesday, Jan 22nd, 2025
Submission of written proposals due at 10:00 a.m. PST Thursday, Feb 6 th, 2025
Interviews (if deemed necessary) Week of Feb 24 th, 2025
Contract Negotiation March 2025
Council Award of Contract Early-April, 2025
Notice to proceed – work begins Mid-April, 2025
The City reserves the right to modify this schedule as necessary.
2.2 Proposal Submittal
The proposal must be received no later than the date and time specified in item 2.1 above, to the email address
ContractsPurchasing@tigard-or.gov. Proposals will be limited to 30 pages, maximum, including responses in
Attachment C and cost proposal – Transmittal page, table of contents, Attachments A and B, and schematic of
proposed system will not count toward the page limit. The proposal response will be in a font size no smaller
than 11-point and will be brief but thorough.
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Proposals will be considered time stamped and received by the City when they are received in the email inbox
listed above. To assure that your Proposal receives priority treatment, please mark the email subject line as
follows:
RFP 2025-07– AMH Replacement Project
Proposer must include their name and address and contact information in the body of the email. It is the
Proposer’s responsibility to ensure that proposals are received prior to the stated submission deadline. Late
proposals may not be considered, it is the City’s sole discretion to accept or reject a late proposal.
2.3 Protest of Scope of Work or Terms
A Proposer who believes any details in the scope of work or terms detailed in the proposal packet and sample
contract are unnecessarily restrictive or limit competition may submit a protest in writing, to the Contracts and
Purchasing Office. A protest may be submitted via email. Any such protest must include the reasons for the
protest and must detail any proposed changes to the scope of work or terms. The City shall respond to any
protest and, if necessary, shall issue any appropriate revisions, substitutions, or clarification via addenda to all
interested Proposers.
To be considered, protests must be received at least seven (7) days before the proposal submission deadline.
The City shall not consider any protest against award due to the content of proposal scope of work or
contract terms submitted after the established protest deadline. All protests of scope of work or contract
terms should be directed to the attention of Toni Riccardi, at ContractsPurchasing@tigard-or.gov.
2.4 Interpretations and Addenda
Questions and requests for clarification regarding this Request for Proposal must be directed in writing, via
email to the person listed below. The deadline for submitting such questions/clarifications is seven (7)
days prior to the proposal due date. An addendum will be issued no later than 72 hours (or 48 hours in unique
circumstances) prior to the proposal due date to all recorded holders of the RFP if a substantive clarification is
in order.
Toni Riccardi
E-mail: ContractsPurchasing@tigard-or.gov
Only questions answered by formal written addenda will be binding. Oral and other interpretations or clarifications
will be without legal effect.
2.5 Proposal Validity Period
Each proposal shall be irrevocable for a period of sixty (60) days from the proposal submission deadline.
2.6 Form of Contract
A copy of the Purchase Agreement, which the City expects the successful firm or individual to execute, is
included as “Attachment D”. The agreement will incorporate the terms and conditions from this RFP document
and the successful Proposer’s response. Firms taking exception to any of the contract terms must submit a
protest or request for change in accordance with Section 2.3 “Protest of Scope of Work or Terms” or their
exceptions will be deemed immaterial and waived.
2.7 Term of Contract
Delivery and installation are expected to be completed by October 31 st, 2025. Annual maintenance terms will
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be effective and renewed for up to 10 years from date of original new AMH system installation accepted as
complete by the City.
2.8 Public Safety
Public safety may require limiting access to public work sites, public facilities, and public offices, sometimes
without advance notice. The Proposer needs to anticipate delays in such places and include the cost of such
delays in the proposed cost. The successful Proposer’s employees and agents must carry sufficient identification
to show by whom they are employed and display it upon request to security personnel. City project managers
have discretion to require the successful Proposer’s employees and agents to be escorted to and from any public
office, facility, or work site if national or local security appears to require it.
SECTION 3 SCOPE OF SERVICES
3.1 General Description
Proposals are sought for site evaluation, hardware, software, shipping, installation, training, project management,
and ongoing maintenance of an Automated Materials Handling (AMH) System – a complete turnkey system.
The City anticipates, at minimum, a sixteen (16) bin Automated Materials Handling System, two (2) public input
stations and two (2) staff input stations at TPL. Proposals will include detailed installation plans including any
electrical, communication, or building/structural modifications. Proposals will include an installation schedule
plan. Proposal includes the cost of furnishing new bins, describing the ergonomic and other features of the bin,
and potentially proposing upgraded bins with supplemental ergonomic or other features as available at an
additional alternative cost as part of the proposer’s proposal.
3.2 Scope of Work
A. TECHNICAL SPECIFICATIONS AND REQUIREMENTS OF SYSTEM
1) General Requirements
a. Software must interface with Polaris 7.4 Integrated Library System, be compatible with ISO
18000-3 Mode 1 data format standard compliant tags encoded with ISO 28560-2 data model as
described by the National Information Standards Organization Radio Frequency Identification
(NISO RFID) working group.
b. Software must interface with the Polaris Integrated Library System (ILS) in real-time. Polaris
utilizes SIP, SIP2. The interface with the Polaris ILS must provide functionality that will check-in
and effectively set security in RFID tags. The system must work with the Polaris ILS to identify
location codes, item types, transit (courier) locations, holds, collection codes, request status or by
one or more combinations of the above and sort returned items accordingly.
c. The AMH system is required to be scalable to accommodate future site modifications to the library
building and have the capability to add or remove features, enhancements, or improvements in
technology without significant interruption to the existing program(s) and without degradation in
its performance. Proposers must include the process, cost, and technical requirements for
installing or removing conveyors and sort units.
d. System compatibility with future Polaris updates should be obtainable with software updates.
e. Description of the training and documentation that will be provided to the TPL and City IT staff
for ongoing system support will be assessed during the proposal evaluation process.
f. A description of power consumption and other environmental impact mitigations considered in
the manufacture and use of the system will be assessed during the proposal evaluation process.
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g. Building/flooring modification: If any exterior or interior building component (walls, structural
components, power, communication, etc.) need to be modified to accommodate Proposer’s
system, detail what modifications need to be made, and how they will be made and any surface
feature restoration.
2) Induction Unit Requirements
a. Preferred to have ergonomic features such as a height adjustable pedestal and adjustable shelves
built into the design.
b. Ability to receive library materials without library user barcode verification.
c. Successfully work with the Polaris ILS to check-in RFID tagged materials and identify individual
items by categories defined by the library, such as collection code, material type, item type, item
status, holds, items belonging to other WCCLS libraries.
i. With the ability to set the functionality to accept or reject items not known to the Polaris
ILS.
d. Must update the library customer’s Polaris ILS account in real time.
e. Accept, check-in and sort RFID tagged items in all formats and sizes of materials including
hardcover books, paperbacks, board books, magazines, audio books, DVDs, Blu-rays, CDs, kits,
etc.
f. Induction unit slots allowing for items at minimum 12.0” wide, 4.0” high, 14.0” long.
g. AMH system should allow for handling items as small as 0.2” high X 4.5” wide X 4.5” long.
h. Print hold slip receipts for items trapped to fill patron requests at TPL.
i. Must be able to identify and sort items based on the information stored in the “Local Data A”
afield (Relative Object ID #15 as described in NISO standard RP 6 2012 RFID ) on the RFID tag.
WCCLS materials have a numeric value of "1" or a null value (not programmed) in the “Local
Data A” field.
j. Speed of check-in of 1,000 items per hour with an RFID accuracy read rate of 98% or better.
k. System components readily accessible for troubleshooting and maintenance.
l. Proposer needs to indicate if any exterior or interior building components will need to be modified
to accommodate the proposed AMH system.
m. AMH system must have four (4) induction units that feed into a single conveyor for check-in and
sorting.
i. One induction unit for patron access inside the building.
1. Public induction unit that allows users to change the user interface (UI) language,
at a minimum, from English to Spanish.
2. If it is available, the induction unit should have an e-mail receipt option.
ii. One induction for walk-up public access outside of the building.
1. Public induction unit that allows users to change the UI language on the screen at a
minimum from English to Spanish.
2. If it is available, the induction unit should have an e-mail receipt option.
3. Provide any ‘stress test’ data available on longevity and performance with exposure
to the elements, especially for long heat, inclement, and cold weather events.
iii. Two inductions for staff access in the circulation workroom.
1. Buyer prefers units that include:
a) Height adjustment
b) Receipt printer for holds receipts.
c) Touchscreen to operate induction functions.
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3) Sorting System Requirements
a. Receive material from library users and staff through induction and check-in and convey items into
the sorting system, sort accordingly and deposit into vendor supplied bins.
b. Depressible bins that are easily replaced, and spring tension easily adjusted.
c. Bins are open with no locking mechanism.
d. Bins with ~200 or more item capacity is preferred.
e. Proposers must specify what type of conveyors (e.g., belt, roller, flex-chain) the conveyance and
sorting systems utilize.
f. Material tracking not easily susceptible to bright light conditions (PECs blinded by sunlight) or to
debris blocking sensors.
g. Conveyor equipment designed in such a manner as to significantly reduce the possibility of
damaging returned materials, regardless of format and size.
h. Suitably sized motors able to convey heavy materials up to 10lbs. Provide performance
specifications and expected lifespan.
i. Require no more than one library staff member to operate the system.
j. Sorting system must have an error and full bin/tote monitoring system notifying staff of errors in
the system and when bins/totes are full.
k. Proposers must provide data on decibel volume at 2 ft. and 10 ft. from sorter units and conveyors,
if available.
i. Provide information on system attributes and designs to keep the conveyor and sorter system
noise volume manageable long-term.
l. Distribute sorted items directly into appropriate bin.
m. Ability for staff to easily program sort rules that can be modified quickly.
i. Ability to quickly switch between preprogrammed sort tables (or sorting rules templates).
n. System must be ETL or UL, CE, RS-232, TCP/IP, SIP2, Ethernet IEEE 802.3 compliant, as well
as meet any other current city, county, state and industry standards.
o. Easily identifiable and accessible emergency stop buttons.
p. Highly visible Fault Alert such as an elevated indicator light.
q. Proposers must provide data on their product’s operational reliability.
i. Proposers must state their proposed AMH system’s 24 hour, 7-day a week expected
operational reliability (in percentage of “uptime”), and how Proposer will be penalized if
operational reliability is not met. Also, what remedial measures might be employed to facilitate
meeting the operational reliability standard stated by the Proposer in their proposal.
4) Configuration Requirements
The successful Proposer will
a. Provide network diagrams that detail the cabling integration and connectivity to the libraries’
current networks (the Ethernet in the building, Polaris ILS, etc.)
b. Provide information on any Information Technology (IT) requirements TPL and City IT staff will
need to provide for the Network environment (system server, protocols, programming language
and or database management software.)
c. Provide documents that describe the following:
i. Diagnostic testing of new system.
ii. Process and methodology of software upgrades.
iii. Routine system maintenance needed.
iv. Recovery of unintentional loss of system programs and backup strategy.
v. Details needed by TPL and City IT staff for access and authorization.
d. Perform acceptance test of AMH software-hardware with WCCLS network and Polaris ILS.
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e. Provide all final “as built” system layout, network, technical and operational documentation and
drawings to the City for review prior to system acceptance.
f. AMH systems that support remote monitoring and diagnostics by TPL staff, City IT and vendor
support staff are preferred. The Proposer will describe the remote monitoring and diagnostics
capabilities of the AMH system being proposed and describe maintenance services and
troubleshooting services that will be provided after installation and how system malfunctions are
resolved.
5) Data Gathering and Reports
Systems with the ability to run, view, and print and customize reports are preferred. At a minimum,
reports will include:
a. Specific check-in statistics such as, but not limited to, number of check-ins, number of check-in
errors, number of non-WCCLS items, number of media, number of items not owned by TPL and
number of items in each bin.
b. Circulation data of items accepted and routed via the vendor equipment such as number of items
returned per hour, per day, per bin, etc.
c. Have the functionality to export report data directly to the most common PC applications
including Excel, Access, and Word, and ad hoc reporting capability with a third-party report writer
such as BI Launch Pad.
i. The Database used will be Open Database Compliant (ODBC) Compliant.
ii. Proposer will provide samples of system reports most commonly available to customers.
B. WARRANTY AND MAINTENANCE
Proposals must state that the system they are recommending comply with each of the following
requirements and describe how the requirements will be accomplished. Proposers must describe any
exceptions or limitations to the requirements.
1) Maintenance is planned to be covered for the life of the proposed system by formal annual warranty
and maintenance agreement(s) between the TPL and the successful proposer.
2) Cost of the annual maintenance agreement for the first (1) year of system operation will be
included in the Total Lump Sum Bid proposal. Subsequent years will be proposed as a separate
annual cost.
3) The proposed maintenance agreement will include all hardware and software maintenance
and service, repair, support, and upgrades associated with the proposed AMH system,
including labor, parts, materials, delivery, and any travel expenses.
4) The successful Proposer will be responsible for all equipment maintenance and vendor service
associated with the proposed system for a minimum of one (1) year from the date the installation is
fully operational and accepted for service by the City. The first year’s warranty service and
maintenance will be provided at no charge under warranty by the successful Proposer. This
warranty will include all service, labor, parts, materials, shipping, travel expenses, and preventive
maintenance as part of the AMH system lump sum bid price.
5) The proposed maintenance agreement will include Preventive Maintenance (PM) visits
conducted according to industry best practices and the manufacturer’s guidelines. During each
inspection, the Vendor will assess the condition of all system components, identify and replace
any parts that are showing signs of significant wear, deterioration, or impending failure. The
Vendor will replace or repair any such components to prevent system malfunctions. All
replacement parts must meet or exceed the original equipment manufacturer (OEM)
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specifications. PM visits will include cleaning and adjusting system components for optimal
performance to meet the established performance requirements.
6) Easy access to sorter internal components for periodic cleaning by City staff.
7) The frequency of maintenance and maintenance routines required by library staff, such as
cleaning equipment and replacing components, must be described.
8) The successful Proposer’s service technicians will observe and record service reports and
provide a copy of the service report to TPL staff at the completion of any service or
maintenance site visit.
9) Proposer will acknowledge by phone no more than 24 hours after receiving a service request call
from TPL staff for repair or service.
10) Physical installation of parts or repair by a technician is expected to occur within one day after the
part’s delivery.
11) Proposer shall describe expected typical time for shipment and delivery of parts from date of
ordering.
C. TRAINING AND DOCUMENTATION
Proposals must state that the recommended system comply with each of the following requirements
and describe how the requirements will be accomplished. Proposers must describe any exceptions or
limitations to the requirements.
1) Supplier must provide on-site core training of system to TPL staff, City IT, and City Facilities
support staff that will include but not be limited to:
a. internal and external configuration of public and staff induction, sorters, conveyors, and
patron check-in units.
b. programming the sort table using SIP protocols.
c. periodic maintenance, cleaning, troubleshooting and replacement of parts expected to be
performed by City personnel.
d. the operation of remote monitoring modules.
e. modifications of options and verbiage of the public UI and receipts.
2) Training will be scheduled by installation completion date.
3) Additional training will be required for any:
a. upgrades and configuration changes within a one (1) year period after system
implementation.
b. one additional training session 30 to 90 days after system implementation.
4) Training must include materials for front line staff and administrative user, including manuals
and operator guides to induction units, conveyors, and sorting systems.
D. CUSTOMER SUPPORT
1) Toll-free telephone assistance on system operations and troubleshooting available between 8:00
a.m. and 6:00 p.m. PST seven days a week. Supplier must provide contact information for
assistance for all days during normal business hours.
2) Urgent service calls responded to within four (4) hours and on-site service will be scheduled
within twenty-four (24) hours.
3) Software patches and service pack releases must be supplied at no additional charge to TPL.
Supplier must notify TPL staff of the installation of software patches and service pack releases.
4) Preference will be given to the Proposer that can offer the following:
a. Stateside help desk service available by phone 7 days a week.
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b. A dedicated representative assigned to TPL that TPL staff can reach out to coordinate
maintenance and repair service efforts.
c. Maintaining an on-site inventory of replacement components (e.g., belts, bands, rollers,
PLCs, etc.) and necessary tools to facilitate repair work and meet the performance
requirement for the AMH system
E. REMOVAL, REUSE, REPURPOSING, RECYLCING, AND/OR DISPOSAL OF
PREVIOUS AUTOMATED MATERIALS HANDLING SYSTEM COMPONENTS
1) Proposer will perform on-site assessment of previously installed system hardware, including:
a. Participating in a coordination meeting with City of Tigard Facilities and library staff that
includes a detailed description of the removal process including potential impacts to library
operations and the library work environment. Include planning for all new system components
and technicians be available and ready to deploy before deinstallation of old system to minimize
down time between systems.
2) Proposer will provide their workspace requirements to complete the project.
a. Proposer will protect adjacent library workspaces occupied by library staff from dust and debris
throughout the duration of the removal, delivery and installation, (e.g. potential curtaining off
the installation work area).
3) The successful proposer will remove and reuse, repurpose, recycle, or dispose the old AMH system
and remove all attachments to the floor/walls, etc., and patch the surface as needed.
4) The selected proposer will coordinate with contractor hired by the City to have the flooring
restored and cleaned prior to the installation of the new system. It is expected that the flooring
restoration and cleaning work will require one to seven days between the complete removal of the
old AMH system and the installation of the new AMH system.
F. DELIVERY & INSTALLATION
1) Successful proposer will be required to furnish, install, configure, and perform initial start-up and
training for new AMH system. Freight/delivery charges shall be included.
2) Removal of the existing AMH system, and the fabrication, delivery installation, start-up, training,
and project completion is expected to be accomplished within 180 days of the notice to proceed.
The proposer shall comment in proposal narrative and in the submitted projected project schedule
how this timeline can either be met or will be exceeded.
3) Proposer will procure and manage secure storage of all system components prior to date of
installation, as needed. Storage at TPL will not be facilitated.
4) New AMH system installation will be completed as quickly as possible, to minimize system
downtime. Itis expected that full system installation can be completed within 3 calendar days of
delivery.
5) Proposer will perform on-site assessment of building infrastructure, including participating in a
coordination meeting with City Facilities and TPL staff. After the coordination meeting the
successful proposer will provide detailed documentation of requirements and schedule needed from
the City for the proposer to successfully install and integrate system into workroom, network, etc.
6) Proposer will be required to coordinate with contractors hired by the City of Tigard on site work of
building modifications and repair to floors, walls, etc. caused by removal and installation. Proposer
will provide their workspace requirements to complete the project.
7) Proposer will protect adjacent library workspaces occupied by library staff from dust and debris
throughout the duration of the removal of the existing AMH system, and the delivery and
installation of the new AMH system. (e.g., curtaining off the installation work area, vacuuming, etc.)
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8) Proposer. Project completion and acceptance by the City will be determined by the TPL Project
Manager who will confirm that the full system and its components have been delivered, installed, are
fully functional, and that all required training and documentation has been completed as per the
contract for the Project.
G. SCHEDULE OF WORK
The City expects the Proposer selected for award of contract to start work as soon as a contract is
signed. The selected Proposer will provide a master project schedule for review and approval prior to
the start of work including the removal, delivery, and installation expectations outlined above. The City
expects that all work associated with this project will be completed by October 31, 2025. If the Proposer
cannot meet this project completion deadline, the Proposer should explain in project general narrative.
It is the goal of this project to minimize the amount of downtime the TPL AMH system experiences
from when the existing system is decommissioned and removed and the new AMH system is up and
functioning as per City expectations.
Precise delivery and installation dates will be subject to negotiation to fit within the timetables of other
capital improvement projects occurring at Tigard Public Library with all system components and
project work completed as soon as feasible, with all work completed (including training and
documentation completed no later than October 31, 2024.
The successful Proposer will prioritize completing deinstallation, delivery, installation, and floor repair
tasks that generate noise, dust, or debris outside of normal library operating hours.
The City has assigned Stephen Hughes as project manager to oversee the successful Proposer’s work
and provide support as needed. Proposers question during the RFP process must be submitted in
accordance with section 2.4 of this RFP. After contract award, questions and clarifications pertaining to
the Project must be directed to and responded to by the Project Manager, who will likely work with
other City staff to get the answers needed.
SECTION 4 PROPOSAL CONTENT AND FORMAT
4.1 Organization of Proposal
Proposers must provide all information as requested in this Request for Proposal. Proposals must follow the
format outlined in this RFP. Proposals should be organized in the following manner:
A. Transmittal Page
B. General Narrative
C. Completed Proposer Response Matrix – Attachment C
D. Completed Cost Proposal Matrix – Section 4.3
4.2 Transmittal Page
By submitting a proposal, the Proposer is accepting the General Instructions and Conditions of this Request
for Proposal (reference third page of the RFP), the stated insurance coverage and limitations, and the Standard
Contract Provisions of the Purchase Agreement.
The Transmittal Page must include the following:
A. RFP number and project title
B. Full legal name of proposing business entity
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C. Name(s) of the person(s) authorized to sign any contract that may result.
D. Contact person’s name, mailing or street addresses, phone, and email address.
A legal representative of the Proposer authorized to bind Proposer in contractual matters must sign
the Transmittal Page.
4.3 General Narrative
Proposer should provide a general narrative describing how the proposed system and its installation will
meet the Scope of Services described in Section 3 above. The narrative should be no longer than 3 pages
with a font size of no smaller than 11-point.
4.4 Proposer Response Matrix
Proposer must complete the Proposer Response Matrix. The Matrix is designed to provide the necessary
details for the following evaluation criteria:
A. System equipment and software
B. Warranty and maintenance
C. Customer Support, training, and documentation
D. Removal, Delivery, and Installation
4.5 Cost Proposal Matrix
Category Cost
Equipment and installation
This cost must include: 16 destination sorter, ergonomic bins,
conveyers, 2 staff inductions, 2 public inductions, modification
hardware for external or internal induction if needed, freight,
installation, start-up, training, and software.
Removal of all existing equipment. Include equipment trade-in credit
if applicable*.
Maintenance and Service agreement and/or warranty. Include 1-year
of maintenance and operation service from the date of system start-up.
Total Lump Sum for system replacement
Annual service agreement cost for years 2-10 including projected
inflationary cost factor.
Cost
Year 2
Year 3
Year 4
Year 5
Year 6
Year 7
Year 8
Year 9
Year 10
*Do not include any rebates on existing service agreements.
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SECTION 5 PROPOSAL EVALUATION AND CONTRACTOR SELECTION
5.1 Evaluation Process
A selection committee assembled by the City will review written proposals. After meeting the mandatory
requirements, the proposals will be evaluated on their technical and fee aspects. For the purpose of scoring
proposals, each committee member will evaluate each proposal in accordance with the criteria listed in Section
4. The committee may seek the assistance of outside expertise, including, but not limited to, technical advisors.
The City will evaluate and score the submitted proposals as follows:
0. Transmittal Page Pass/Fail
1. System Equipment and Software 40 Points
2. Warranty and Maintenance 15 Points
3. Customer Support, Training, and Documentation 25 Points
4. Removal, Delivery, and Installation 10 Points
5. Cost Proposal 10 Points
Total Evaluation Points 100 Points
5.2 Presentation/Interview
At the option of the City, the top scoring Proposers (based on the criteria points) may be asked to make a
presentation of their proposal. This will provide an opportunity to clarify or elaborate on the proposal, other
alternative components or considerations that may exceed the original specified system components, but will not,
in any way provide an opportunity to change any fee amount originally proposed. The City will schedule the
time and location of these presentations and notify the selected firms. If the City elects to conduct a
presentation/interview process, 25 Points will be assigned to the process and will be added to the participating
Proposer’s total points.
5.3 Clarification of Proposals
The City reserves the right to obtain clarification of any point regarding a proposal or to obtain additional
information necessary to properly evaluate a particular proposal. Failure of a Proposer to respond to such a
request for additional information or clarification could result in rejection of their proposal.
5.4 Contractor Selection
Following the selection committee’s final determination of the highest scored Proposer, the City will issue a
Notice of Intent to Award and begin contract negotiations. The City will attempt to reach a final agreement
with the highest scoring Proposer. However, the City may, in its sole discretion, terminate negotiations and
reject the proposal if it appears agreement cannot be reached. The City may then attempt to reach a final
agreement with the second highest scoring Proposer and may continue, in the same manner, with remaining
Proposers until an agreement is reached.
5.5 Protest of Contract Award
In accordance with Tigard Public Contracting Rule 30.135, any adversely affected Proposer has seven (7)
calendar days from the date of the written Notice of Intent to Award to file a written protest. In order to be
adversely affected, a Proposer must itself claim to be eligible for award of the contract and must be next in
line for award. The written protest must be timely and specify the grounds upon which the protest is based.
The City will not entertain a protest submitted after the time period established in this section.
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ATTACHMENT A
PROPOSAL CERTIFICATIONS
The Contractor agrees not to discriminate against any client, employee or applicant for employment or for
services, because of race, color, religion, sex, national origin, handicap or age with regard to, but not limited
to, the following: employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoffs
or termination; rates of pay or other forms of compensation; selection for training; rendition of services. It is
further understood that any Contractor who is in violation of this clause shall be barred from receiving awards
of any contract from the City, unless a satisfactory showing is made that discriminatory practices have
terminated and that a recurrence of such acts is unlikely.
Agreed by:
Contractor Name:
*****************************************
Resident Certificate
Please Check One:
Resident Contractor: Contractor has paid unemployment taxes and income taxes in this state during
the last twelve calendar months immediately preceding the submission of this proposal.
Or
Non-resident Contractor: Contractor does not qualify under requirement stated above.
(Please specify your state of residence: )
Officer’s signature:
Type or print officer’s name:
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ATTACHMENT B
PROPOSAL FORM
RFP 2024-07 – AMH Replacement Project
The Contractor named below submits this proposal in response to the Request for Proposals (RFP) for the
contract named above and warrants that the Contractor has carefully reviewed the RFP and that this proposal
represents the Contractor’s full response to the requirements described in the RFP.
The Contractor further warrants that if this proposal is accepted, the Contractor agrees to all terms and
conditions found in the sample contract (Attachment D), and will provide all necessary labor, materials,
equipment, and other means required to complete the work in accordance with the requirements of the RFP
and contract documents. The Contractor hereby acknowledges the requirement to carry or indicates the
ability to obtain the insurance required in the sample contract.
Indicate in the affirmative by initialing here: ______
The Contractor certifies that the proposal has been arrived at independently and has been submitted without
any collusion designed to limit competition.
The Contractor hereby acknowledges receipt of Addendum Nos. ___,___,___,___,___ to this RFP.
Name of Contractor:
Business Address:
Telephone Number:
Fax Number:
Email Address:
Authorized Signature:
Printed/Typed Name:
Title:
Date:
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ATTACHMENT C
PROPOSER RESPONSE MATRIX
General Instructions: Provide a brief but thorough response to each question. Do not include extraneous
information - responses must be relevant and specific to each question. Do not merely attach additional
documents to your response without also providing a substantive response. Do not leave answers blank;
respond “N/A” if the question does not apply to you (preferably with an explanation). Proposers may
request a word version of this matrix at contractspurchasing@tigard-or.gov.
Refer to section 3 for specific system and service requirements. A pre-proposal meeting will be held on
Wednesday, Jan 22nd, 2025 at 10:00am PST at Tigard Public Library (TPL).
General Requirements
System Compatibility
Question Response
1 Does the proposed AMH system interface with
Polaris 7.4 ILS in real-time and support SIP/SIP2 for
check-in and RFID security?
Yes/No
2 Explain how proposed AMH system manages sorting
based on location codes, item types, and other
relevant criteria. Provide examples if available.
Scalability
Question Response
3 Does the proposed AMH system allow for future
expansion or contraction, including the ability to add
or remove bins, conveyors, or other components.
Yes/No
4 If possible, provide the process for modifying the
AMH system to meet future needs. Include what
would be required to remove conveyors between the
sort table and the internal patron induction.
Software upgrades
Question Response
5 Confirm that any operating system and vendor
software updates will be made available to the buyer
at no additional cost for the duration of the service
contracts or 5 years from the date of City acceptance,
whichever is greater.
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Training and Documentation
Question Response
6 Outline the type of training provided at time of
installation and start-up.
7 Describe existing support documentation on the
operation of the equipment and system software,
including how to program the sort table, customize
settings, remote access, routine maintenance, etc.
Environmental Impact
Question Response
8 Describe the AMH system’s power consumption in
active and stand-by modes; and any environmental
impact mitigation features included in its design,
manufacture, or operation of the AMH system.
Induction Unit Requirements
Ergonomics
Question Response
9 Describe specific ergonomic features in the design of
the staff inductions.
10 Describe how accessibility has been incorporated into
the design of the public inductions.
Performance
Question Response
11 Describe how the induction units integrate with
Polaris ILS to check-in items, set security, and
manage holds in real-time. Include information on
speed and accuracy.
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Item Handling Capabilities
Question Response
12 Provide specifications on item size that can be
accepted, detailing the minimum and maximum
dimensions.
User Interface Options
Question Response
13 Confirm if the induction units offer language options
for public user interface (UI), such as switching
between English and Spanish, and if so, what
languages are available. Describe any customizable
features available in the UI.
Outdoor Induction Unit Durability
Question Response
14 Share any data on the system’s performance and
durability in extreme weather conditions including
operating temperature or moisture limitations,
particularly for the outdoor induction unit.
Sorting System Requirements
Conveyor and Bin Specifications
Question Response
15 Describe the type of conveyors used (e.g., belt, roller,
slat) and explain how they protect library materials
from potential damage during the conveyance and
sorting process.
16 Describe the system’s design features or mechanisms
that prevent stoppages due to debris or library items
becoming caught or “spillage” of items being
conveyed.
17 Specify maintenance requirements and service
intervals to reduce interruptions caused by
obstructions or equipment downtime.
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18 Describe the ergonomic features for each of the
systems components, including the table and the bins.
Noise
Question Response
19 State the decibel levels of the induction, conveyance,
and sorter units at 2 ft. and 10 ft. away. Describe any
noise reduction features in your system. Are noise
levels expected to remain consistent over the lifespan
of the equipment?
System Fault Alerts and Reliability
Question Response
20 Explain the fault alert and emergency stop
mechanisms in the proposed AMH system.
21 Describe the method of notification when there are
errors and alerts.
22 State what the proposed AMH system’s expected 24
hour, 7-day a week operational reliability (in
percentage of “uptime”). What penalty or remedial
measures might be employed to facilitate meeting
the operational reliability standard?
Configuration Requirements
Network Integration
Question Response
23 Provide network diagrams for system integration,
including information on protocols and software
required for City IT integration and support.
24 Describe any capabilities for the system to connect
to a network wirelessly.
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Remote Monitoring and Diagnostics
Question
25 Describe the system’s remote monitoring and
diagnostics capabilities. Is the system software
accessible from an off-site network?
Testing and System Backup
Question Response
26 In the event of a system outage, such as a building
power failure; outline routine system backup
protocols, including the frequency and storage
methods for backups. Describe the procedures for
system recovery, and verification testing. Explain
how the system maintains accurate network time
synchronization.
Data Gathering and Reports
Report Generation and Data Export
Question Response
27 Describe the types of reports the proposed AMH
system can generate. Include sample reports, if
possible, for check-in statistics and circulation data.
28 Explain how report data can be exported to
common PC applications such as Excel, or Access,
and detail any other third-party reporting
compatibility.
Warranty and Maintenance
Annual Maintenance Agreement
Question Response
29 Describe what is included in preventive maintenance
(PM) visits and the warranty terms.
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Maintenance Schedule
Question Response
30 Provide a recommended maintenance schedule and
describe any cleaning or routine maintenance tasks
required to be performed by City staff.
System Lifespan and Durability
Question Response
31 Based on regular preventive maintenance and
adherence to recommended service schedules, what
is the expected operational service life of the
proposed system. Provide information on factors
that may influence longevity, such as usage volume.
32 Describe typical maintenance/replacement schedule
over the stated design service life (e.g. belt, blower,
motor, bin replacement, etc.) Please specify the
typical timeframe before major components or the
entire system may require replacement or significant
upgrades.
Training and Documentation
Training Scope
Question Response
33 Describe training provided for the following levels:
Admin – such as software settings, customization,
programing the sort table.
User – such as basic functions, operating inductions
and other equipment, e-stop.
Maintenance – such as cleaning schedule and
equipment upkeep.
Troubleshooting – software and hardware.
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User Guides and Manuals
Question Response
34 Outline the types of documentation provided, such
as operator guides and training materials for both
front-line and administrative staff.
Customer Support
Support Hours and Contact Information
Question Response
35 TPL is open 7 days a week. Provide your support
availability and contact details, including support
outside normal business hours.
Service Response Times
Question Response
36 Confirm your service response times for urgent and
non-urgent calls. Describe the procedure for
handling emergency repairs and replacement parts.
Service Representative and Parts Availability
Question Response
37 To streamline operations, TPL requires one assigned
point person to manage, track, and communicate on
escalated service issues. Confirm that one can be
provided.
38 To ensure a 98% system uptime, some parts must be
available for immediate replacement. Provide a list of
replacement parts that will be provided as part of
initial system installation, and being stored on site.
Describe your process for ensuring an ongoing
accurate and complete inventory.
39 Provide estimated and experienced replacement part
timelines from the time of ordering to delivery at
TPL.
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Removal and Disposal of Previous AMH System
Removal Process
Question Response
40 Provide a detailed description of the removal
process, including any anticipated needs, such as
egress, space requirements, and vehicle access.
Include how you will protect adjacent workspaces
from dust and debris. Please estimate time needed
for system removal.
Coordination with TPL Staff
Question Response
41 Outline the coordination process with TPL staff to
schedule deinstallation, allow time for flooring and
any wall or other restoration work, and new system
fabrications/assembly/delivery to ensure new system
installation readiness prior to removal of the old
system.
Delivery and Installation
Delivery and Installation Timeline
Question Response
42 Confirm your ability to deliver and install the system
within 180 days of notice to proceed, while
accommodating other capital projects at TPL that
may require flexibility on the specific installation
date.
43 Provide a detailed installation plan for the proposed
system, including any required electrical, IT network,
or structural modifications to the TPL facility. If any
exterior or interior building component (walls,
structural components, power, communication, etc.)
need to be modified to accommodate system, detail
what modifications need to be made, how they will
be made, and any surface feature restoration. Specify
the timeline for completing each phase of the
installation process, from initial site preparation to
final system testing and acceptance. Include
information on how you will coordinate with TPL
staff to minimize disruptions to daily operations
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44 TPL has no facility to store equipment on site prior
to installation. All equipment must be delivered at
the time of installation. Confirm all storage and
freight management will be the sole responsibility of
the successful proposer.
45 Confirm the delivery and installation of the new
system will begin as soon as practical following
removal of the previous system to minimize
downtime between systems.
Site Work and Infrastructure Modifications
Question Response
46 Based on the measurement s provided in the plans
provided on the proposal site, can the external
induction be installed with no modifications to the
building with the use of kits or other successful
proposer provided “adaptions”.
Yes/No
47 Based on the measurements provided in the plans
provided on the proposal site, can the internal
induction be installed with no modifications to the
building or the furniture with the use of kits or other
vendor provided “fixes”.
Yes/No
48 Based on the measurements provided in the plans
provide on the proposal site can the conveyer be
installed through the existing passthrough with no
modifications to the building.
Yes/No
49 Based on the information on the plans and photos
provided on the proposal site can the system be
installed with no modifications to existing building
power sources.
Yes/No
50 Describe how you will manage minor repairs and
clean-up of the site caused by removal of the existing
equipment.
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References
References
Question Response
51 Describe similar projects completed, with particular
emphasis on libraries with organizational and
materials volume similarities to TPL. List the
jurisdiction or organization’s name, address, contact
person, and telephone number for a minimum of
three (3) such projects. References must be for
services provided within the last five (5) years and
have had your product in continuous operation for at
least three (3) years. List any contracts terminated for
cause within the same time period and include the
reason why.
Additional Documentation
Provide a schematic of proposed system including
dimensions of conveyors, sorters, inductions, etc.
Also detail the cabling integration to power and
network connections.
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City of Tigard
Request for Proposal (RFP)
ADDENDUM #1
AMH REPLACEMENT PROJECT
RFP 2025-07
Proposals Due: Thursday, February 6, 2025– 10:00 a.m.
Addendum Issue Date: Wednesday, January 15, 2025
Submit Proposals To: ContractsPurchasing@tigard-or.gov
Direct Questions To: Toni Riccardi
Phone: (503) 718-2418
Email: tonir@tigard-or.gov
Total Page of this Addendum: 3
This addendum is issued to clarify, add, delete, correct and/or change the proposal documents to the extent
indicated and is hereby made a part of the above noted RFP documents on which the contract will be based.
Any modifications/changes made by this addendum affect only the portions or paragraphs specifically
identified herein; all remaining portions of the proposal to remain in force. It is the responsibility of all
proposers to conform to this addendum.
Questions and Answers
1. Q: Can you define your current existing sort criteria for the 16 bins?
A: We currently have:
12 bins that are sorted by collection code.
2 bins for items transferred to other libraries.
o 1 for books, and 1 for A/V. These material types are separated to minimize damage.
1 bin to capture local holds.
1 bin as the ‘dump’ to capture misc. materials.
TPL uses this sort of configuration 24/7. However, we want the ability to program and easily swap
between multiple sort configurations as needed.
2. Q: How are items transferred between branches. For example, are items put into totes for
transportation? If totes are in use, can you provide the dimensions of the tote?
A: Materials are put into totes 10½”H x 13¾”W x 20½”L.
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3. Q: Does the library have a loading dock? Location of Loading dock relative to the AMH area?
A: There is no loading dock.
Immediately near the system is a 5’9”W corridor that leads to the exterior with a standard
36”W door.
The library also has a large double door for large deliveries. There is then a 41”W door and L
shaped hallway to get into the Circulation workroom.
If necessary, we can take delivery through the front entrance of the building, however we
would have to temporarily remove a security gate and the navigate around the circulation
desk which only has a 42” egress between fixtures.
4. Q: Does the library / consortium have a courier service for transporting ILL materials? If yes, is it a
daily route?
A: Yes, Washington County Cooperative Library Services (WCCLS) provides daily courier services to
all member libraries within Washington County. The courier collects both items returning to their
home libraries and materials fulfilling holds across the county. These items are taken to a central
sorting facility, where they are processed through WCCLS’s automated materials handling (AMH)
system which allows all outgoing materials to be intermingled.
5. Q: In the pictures provided to vendors, the front counter appears to have an internal patron induction.
There also appears to be 2 manual returns slots that drop into two bins. Can you tell us the purpose
of the two book return slots?
A: There is only 1 manual drop immediately to the left of the internal induction. It serves as an
alternative to patrons who do not want to wait in line for the automated return or do not want to
use it.
6. Q: Do the two manual book return slots account for the 60% of item returns that staff then have to
induct into the sorter?
A: The 60% figure stated in the RFP introduction captures all items that are fed into the system by staff.
This includes:
Returns from our external drive up return not connected to the building.
Returns from our internal drop adjacent to the internal induction.
Items delivered by our courier that returned to other libraries.
Item requests (Holds) that were pulled from our collection and processed through the AMH.
Item request (Holds) that were never collected by the patron and are going back into
circulation.
New items being added to our collection.
Miscellaneous items that are found out of place around the building.
7. Q: Do you want to induct multiple items at a time?
A: No
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8. Q: Are there any other areas for patrons to return items?
A: The only points of return are the external induction, the drive-up drop not connected to the building,
the internal induction, the adjacent internal drop. Patrons also return our materials to other
branches.
9. Q: Do you plan to re-use the existing bins?
A: No. We are seeking replacement.
10. Q: What is your process for taking materials off the sorter for reshelving at the Tigard Library?
A: Staff and volunteers manually remove materials from the bin and perform a rough sort, placing
items on a corresponding reshelving cart. Each bin is assigned its own reshelving cart. When a cart
becomes full, it is replaced with an empty cart stationed next to its corresponding bin.
11. Q: Will product references from Europe be acceptable?
A: Yes, but libraries similar Tigard Library in size, services, and local population demographics are
preferred.
12. Q: Will responses to these questions be answered as received?
A: Yes. We will reply as work capacity allows.
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City of Tigard
Request for Proposal (RFP)
ADDENDUM #2
AMH REPLACEMENT PROJECT
RFP 2025-07
Proposals Due: Thursday, February 6, 2025– 10:00 a.m.
Addendum Issue Date: Tuesday, January 21, 2025
Submit Proposals To: ContractsPurchasing@tigard-or.gov
Direct Questions To: Toni Riccardi
Phone: (503) 718-2418
Email: tonir@tigard-or.gov
Total Page of this Addendum: 1
This addendum is issued to clarify, add, delete, correct and/or change the proposal documents to the extent
indicated and is hereby made a part of the above noted RFP documents on which the contract will be based.
Any modifications/changes made by this addendum affect only the portions or paragraphs specifically
identified herein; all remaining portions of the proposal to remain in force. It is the responsibility of all
proposers to conform to this addendum.
Questions and Answers
1. Q: Will the bins be included as part of that disposal process, or just the AMH itself?
A: Yes, the bins will be part of the removal and disposal. Proposals should include replacement options
for the bins.
2. Q: What is the weight of the current Lyngsoe AMH that needs to be removed?
A: The current vendor provided an estimate of 5,000 lbs.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
City of Tigard
Request for Proposal (RFP)
ADDENDUM #3
AMH REPLACEMENT PROJECT
RFP 2025-07
Proposals Due: Thursday, February 6, 2025– 10:00 a.m.
Addendum Issue Date: Tuesday, January 28, 2025
Submit Proposals To: ContractsPurchasing@tigard-or.gov
Direct Questions To: Toni Riccardi
Phone: (503) 718-2418
Email: ContractsPurchasing@tigard-or.gov
Total Page of this Addendum: 3
This addendum is issued to clarify, add, delete, correct and/or change the proposal documents to the extent
indicated and is hereby made a part of the above noted RFP documents on which the contract will be based.
Any modifications/changes made by this addendum affect only the portions or paragraphs specifically
identified herein; all remaining portions of the proposal to remain in force. It is the responsibility of all
proposers to conform to this addendum.
RFP Clarifications:
1. 2.2 Proposal Submittal
The proposal must be received no later than the date and time specified in item 2.1 above, to the email
address ContractsPurchasing@tigard-or.gov. Proposals will be limited to 30 35 pages, maximum,
including responses in Attachment C and cost proposal – Transmittal page, table of contents,
Attachments A and B, and schematic of proposed system will not count toward the page limit. The
proposal response will be in a font size no smaller than 11-point and will be brief but thorough.
2. 3.2 Scope of Work
A. TECHNICAL SPECIFICATIONS AND REQUIREMENTS OF SYSTEM
2) Induction Unit Requirements
m. AMH system must have four (4) induction units that feed into a single conveyor for check-in
and sorting.
i. One induction unit for patron access inside the building.
1. Public induction unit, if user interface (UI) is available, that allows users to change
the user interface (UI) language, at a minimum, from English to Spanish.
2. If it is available, the induction unit should have an e-mail receipt option.
ii. One induction for walk-up public access outside of the building.
1. Public induction unit, if user interface (UI) is available, that allows users to change
the UI language on the screen at a minimum from English to Spanish.
2. If it is available, the induction unit should have an e-mail receipt option.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
2 | P a g e
3. Provide any ‘stress test’ data available on longevity and performance with exposure
to the elements, especially for long heat, inclement, and cold weather events.
3. 4.3 General Narrative
Proposer should provide a general narrative describing how the proposed system and its installation will
generally meet the overall goals and timeline of the project as Scope of Services described in Section 3
above. The narrative should be no longer than 3 pages with a font size of no smaller than 11-point.
Specific system requirements outlined in the Scope of Services should be addressed in responses to
questions in Attachment C.
4. ATTACHMNET C
Question 13: Confirm if the induction units offer language options for public user, if interface (UI) is
available, such as switching between English and Spanish, and if so, what languages are available.
Describe any customizable features available in the UI.
Questions and Answers
1. Q: How much space would be available in the circulation room to taper the conveyor to eliminate the turn
point?
A: A straight conveyor at an angle from the passthrough interior wall to the sort table is acceptable. The
floor space taken from the South wall to the outer edge of conveyor should be no more than 30” at
the passthrough interior wall and 50” near the sort table. See revised site drawing: “Tigard Library
AMH System FP” and corresponding .dwg file (AutoCAD 2108 drawing file), available on the RFP
website.
2. Q: The Scope of Services described in Section 3 is very extensive, would you please increase the
allowable limit for Section 3 to 30 pages and exclude it from the overall page count limit imposed in
section 2.2?
A: Please see section 4.1 for the organization of the proposal. Considerations stipulated in section 3 can
be addressed in responses to Attachment C “Proposer Response Matrix”. This addendum raises the
submittal limit from 30 pages to 35 pages and provides clarification for the requirements in 4.3
General Narrative.
3. Q: Does the library / consortium have a courier service for transporting ILL materials? If yes, is it a
daily route?
A: Yes, Washington County Cooperative Library Services (WCCLS) provides daily courier services to
all member libraries within Washington County. The courier collects both items returning to their
home libraries and materials fulfilling holds across the county. These items are taken to a central
sorting facility, where they are processed through WCCLS’s automated materials handling (AMH)
system which allows all outgoing materials to be intermingled.
4. Q: Can the Library provide DWG files of the room?
A: Attached with this addendum is a plan view .dwg file of the area in which the AMH system will be
installed, and where the one exterior wall penetration is located. It is the responsibility of the
successful proposer to verify all measurements in the City provided plan view drawing prior to
contract award/AMH system manufacture.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
3 | P a g e
5. Q: Are both exterior patron returns or is the one at the end of the long conveyor line an interior
station?
A: There is one interior public induction at the end of the long conveyor at the west end. There is one
exterior public induction on the south wall.
6. Q: Would the library like vendors to include sample warranty, support, and maintenance terms and
conditions (sample language for informational purposes only?
A: Sample language open to negotiation is acceptable. We want to know the typical level of support
being offered, and at what ongoing cost. Please respond to question 29 in Attachment C with an
overall description of what would be typically covered in the warranty and service agreement. An
additional submission of a “Sample warranty, support, and maintenance terms and conditions” may
be added without counting toward the 35-page limit.
7. Q: Configuration Requirements, it states that the successful proposer will provide certain documents?
Does this mean the Library would like to see these documents in advance or that they will only be
required of the winning proposer?
A: Please provide, at minimum, a general description of the systems network requirements and typical
testing protocols for confirm network integration. Provision of full network diagrams can be
discussed during contract negotiation.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
EXHIBIT B
SELLERS’S PROPOSAL
See following pages.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Proposal
Date
5/13/2025
Proposal #
51630
Name / Address
Tigard Public Library
13500 Southwest Blvd
Tigard, OR 97223
USA
Ship To
Tigard Public Library
13500 Southwest Blvd
Tigard, OR 97223
USA
mk Solutions, Inc.
75 Acco Drive, Suite A-3
York, PA 17402
Terms
Due on receipt
Valid Until
5/30/2025
Rep
MF
(860) 760-0438
sales.us@mksolutions.com
Item Description Qty.U/MPrice Each Amount
Revision 1
RFP 2025-07 AMH REPLACEMENT PROJECT
The library has chosen the sweeper-based system, which is fully enclosed to
ensure the utmost safety and includes bins for materials.
*** mk offers a 24 months full warranty ***
0.00
SE-SERVICE-GENE...Return and Sorting System per mk Drawing 1-009132 consisting of:
1 x RS6 Exterior Return Station including weather cover
1 x RS6 Interior Return Station
2 x Staff Induction Station (height adjustable, RFID encoding feature / hold
slip printer)
4 x Merge Conveyor & 1 offset module as angled roller conveyor
1 x 17-way Sorting System
Note: For Book Bins see separate line item
1 167,800.00 167,800.00
BOOK-BIN-E-BIN-62...mk eBin
Bottom: motorized, includes sensors, control panel
Charging: automatically when docked at AMHS
(17 at system, 2 spares)
19 ea 3,665.00 69,635.00
Page 1
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Proposal
Date
5/13/2025
Proposal #
51630
Name / Address
Tigard Public Library
13500 Southwest Blvd
Tigard, OR 97223
USA
Ship To
Tigard Public Library
13500 Southwest Blvd
Tigard, OR 97223
USA
mk Solutions, Inc.
75 Acco Drive, Suite A-3
York, PA 17402
Terms
Due on receipt
Valid Until
5/30/2025
Rep
MF
(860) 760-0438
sales.us@mksolutions.com
Item Description Qty.U/MPrice Each Amount
SE-SERVICE-GENE...55" TV for sorting room showing the entire system and its condition / status,
including wall mount
2 990.00 1,980.00
SE-SERVICE-GENE...mk Spare Parts package, stored at the library to ensure immediate availability.
Package includes most common parts
1 5,000.00 5,000.00
PROFESSIONAL SERVICES
0.00
SE-SERVICE-PROJE...Project Management 1 1,500.00 1,500.00
SHIPPING Packaging and Shipping 7,900.00 7,900.00
INSTALL-ONSITE On-Site Installation 1 ea 8,900.00 8,900.00
TRAINING-ONSITE On-Site Training (INCLUDED) 1 ea 0.00 0.00
SE-SERVICE-GENE...Removal and disposal of current equipment 1 2,800.00 2,800.00
SOFTWARE
0.00
SW-LIBSOFT Annual Subscription for mk LibSoft Plus Software (per return station)
Period: January to December
Annual price increase 2.5%
Support: included
4 ea 500.00 2,000.00
SET-UP-FEE-LIBSOFT One Time Set-Up Fee per LibSoft Software Subscription 4 ea 300.00 1,200.00
SW-GLOBALLIBMAN...Annual Subscription for mk Global LibManager (CLM) to manage multiple
library systems, hosted by mk on a HTTPS Google Server
Period: January to December
Annual price increase 2.5%
Support: included
1 ea 1,500.00 1,500.00
SET-UP-FEE-GOBAL...One Time Set-Up Fee for mk Global LibManager (CLM) Subscription 1 ea 500.00 500.00
Page 2
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Proposal
Date
5/13/2025
Proposal #
51630
Name / Address
Tigard Public Library
13500 Southwest Blvd
Tigard, OR 97223
USA
Ship To
Tigard Public Library
13500 Southwest Blvd
Tigard, OR 97223
USA
mk Solutions, Inc.
75 Acco Drive, Suite A-3
York, PA 17402
Terms
Due on receipt
Valid Until
5/30/2025
Rep
MF
(860) 760-0438
sales.us@mksolutions.com
Item Description Qty.U/MPrice Each Amount
860-SLA
SERVICE LEVEL AGREEMENT (SLA) OPTIONS
starting in year 3, year 1+2 are covered by mk's full warranty
0.00
SLA-3Gold Service Level Agreement: Gold Coverage
Period: January to December
Annual price increase 2.5%
0 10,500.00 0.00
TERMS
0.00
Payment Terms 60/3...60 % advance payment due on receipt of invoice
35 % of order value with delivery
5 % of order value after installation
For Software Solutions / Subscription invoicing takes place in advance for 1
year after installation. For Maintenance Contracts (SLA) invoicing takes place
after initial warranty and for 1 year in advance. To secure proposed SLA
pricing, receipt of order is required with system purchase. Batteries are not
covered by any SLA. Annual invoices are based on calendar year. Terms:
Automatic annual renewal if not terminated 6 months prior to the renewal date.
NOTE: Delivery times will be determined once the purchase order is received
and all technical details are clarified between the parties. Please review &
confirm the tax status of each line item.
Page 3
Signature & Date _____________________________________
For orders, please email purchase order or this signed proposal to sales.us@mksolutions.com
I select the follwoing SLA option to this order ________________________
_______ I want to pay via credit card. A 3.5% fee will be added
Total USD 270,715.00
Subtotal USD 270,715.00
Sales Tax (0.0%)USD 0.00
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
H
G
F
E
D
C
B
A
12111098765421
987654321
H
G
F
E
C
B
A
D
3
A1
Format
Material
1-009026.idw
1-009132
1
DIN ISO 1302
DIN ISO 2768-K
Name
Name
Initial Version
Index
Mi.Mu
1 /
Drawn
Checked
Modification
Date
Modification only in CAD Views
Methode
E-ISO R 128
Description
Date
Drawing No.
Article No.
Origin
Dimensions
Scale
Sheet
General Tol.
up to 3000±1,6
up to 1000±0,8
up to 100±0,3
up to 30±0,2
up to 6±0,1
mk Solutions GmbH owns the copyright of
this drawing. Without permission, this
drawing may not be copied nor submitted
nor handed over to rival firms and/or
third parties.
AMHS Tigard
1 : 50
A8195 mm / 322.6 in4446 mm / 175.0 in
1996 mm / 78.6 in 5072 mm / 199.7 in7763 mm / 305.6 in
1070 mm / 42.1 in
2092 mm / 82.4 in521 mm / 20.5 in19192 mm / 755.6 in
Customer Approval
Date: ________________________________
Name: ________________________________
Signature: _____________________________
mk Solutions is not responsible for incorrect information provided by the customer.
This drawing portrays a sample configuration.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
DUE DATE Thursday, February 06, 2025 at 10 AM PT
SUBMITTED BY mk Solutions, Inc.
75 Acco Drive, Ste. A-3
York, PA 17402
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
The proposal contains information that is confidential and proprietary to mk Solutions, Inc. Recipient may not distribute, copy, or
print information contained in this document outside of the RFP process and/or without having provided mk Solutions, Inc. with
sufficient notice and opportunity to redact sections of its proposal applicable under the law.
Table of Contents
A. Transmittal Page (4.2) ........................................................................................................... ii
B. General Narrative (4.3) ......................................................................................................... 1
C. Attachment C – Proposer Response Matrix (4.4) ................................................................ 4
General Requirements .......................................................................................................... 4
System Compatibility ......................................................................................................................... 4
Scalability ............................................................................................................................................. 4
Software upgrades ............................................................................................................................. 5
Training and Documentation ............................................................................................................. 5
Environmental Impact ........................................................................................................................ 6
Induction Unit Requirements ................................................................................................ 6
Ergonomics.......................................................................................................................................... 6
Performance ........................................................................................................................................ 7
Item Handling Capabilities ................................................................................................................. 7
User Interface Options ....................................................................................................................... 7
Outdoor Induction Unit Durability ..................................................................................................... 7
Sorting System Requirements .............................................................................................. 8
Conveyor and Bin Specifications ...................................................................................................... 8
Noise .................................................................................................................................................... 9
System Fault Alerts and Reliability .................................................................................................... 9
Configuration Requirements .............................................................................................. 11
Network Integration .......................................................................................................................... 11
Remote Monitoring and Diagnostics ............................................................................................... 11
Testing and System Backup ............................................................................................................ 11
Data Gathering and Reports ............................................................................................... 13
Report Generation and Data Export ............................................................................................... 13
Warranty and Maintenance ................................................................................................ 14
Annual Maintenance Agreement .................................................................................................... 14
Maintenance Schedule ..................................................................................................................... 14
System Lifespan and Durability ....................................................................................................... 14
Training and Documentation .............................................................................................. 15
Training Scope .................................................................................................................................. 15
User Guides and Manuals ................................................................................................................ 15
Customer Support .............................................................................................................. 16
Support Hours and Contact Information ........................................................................................ 16
Service Response Times ................................................................................................................. 17
Service Representative and Parts Availability ............................................................................... 18
Removal and Disposal of Previous AMH System ............................................................... 19
Removal Process .............................................................................................................................. 19
Coordination with TPL Staff ............................................................................................................. 19
Delivery and Installation ..................................................................................................... 20
Delivery and Installation Timeline ................................................................................................... 20
Site Work and Infrastructure Modifications .................................................................................... 24
References .......................................................................................................................... 25
Additional Documentation .................................................................................................. 26
E. Attachments A, B, and Solicitation Response Form .............................................. Attached
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
ii w w w . m k s o l u t i o n s . c o m
A. Transmittal Page (4.2)
A. RFP number and project title
2025-07 AMH Replacement Project
B. Full legal name of proposing business entity
mk Solutions, Inc.
C. Name(s) of the person(s) authorized to sign any contract that may result.
Markus Flory, General Manager
D. Contact person’s name, mailing or street addresses, phone, and email address.
Christen Hinderer, Library Solutions Consultant
75 Acco Drive, Ste. A-3
York, PA 17402
443-519-6405
bids.us@mksolutions.com
By submitting a proposal, the Proposer is accepting the General Instructions and Conditions of
this Request for Proposal (reference third page of the RFP), the stated insurance coverage and
limitations, and the Standard Contract Provisions of the Purchase Agreement.
_________________________________________
Rachel A. G. Davis, Senior Manager
Legal representative authorized to
bind Proposer in contractual matters
Proposers are required to:
Certify non-discrimination in employment practices:
It is the policy of mk Solutions, Inc. not to discriminate against any applicant for employment, or
any employee because of age, color, sex, disability, national origin, race, religion, or veteran
status. The policy applies to all employment practices and actions. It includes, but is not limited
to, recruitment, job application process, examination and testing, hiring, training, disciplinary
actions, rate of pay or other compensation, advancement, classification, transfer, reassignment
and promotions. To that end, we maintain and update an EQUAL EMPLOYMENT OPPORTUNITY
(EEO) / AFFIRMATIVE ACTION POLICY (AAP).
Identify resident status as defined in ORS 279A.120:
We are a non-resident bidder, incorporated in Delaware and based in Pennsylvania. We are
registered with the Oregon Secretary of State and our registry number is 1113502-94.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
1 w w w . m k s o l u t i o n s . c o m
B. General Narrative (4.3)
A. Technical Specifications and Requirements of System
1) General Requirements: Tigard Public Library has the option to select from two advanced
AMHS technologies (for the same price). The first is a sweeper-based system, which is fully
enclosed to ensure the utmost safety and includes bins for materials. The second is the pop-up
technology, offering a more compact design in terms of length.
Our proposal is for a 17-Bin Sorting System (enclosed sweeper) OR 16-Bin (pop-up) along with 1
RS6 Exterior Return Station including weather cover; 1 RS6 Interior Return Station; 2 Staff
Induction Stations (RFID encoding feature / hold slip printer); 4 Merge Conveyors & 1 offset
module; and 4 spare spring-loaded Book Bins.
Value Added Offerings: 1. mk offers a 24 months’ full warranty; 2. The patron return stations
(exterior/interior) can be installed without any building modification; 3. mk eBins are the perfect
answer to ergonomic / OSHA requirements for staff. The mk eBins charge automatically once
docked at the sorter (NO cables or plugs to handle); 4. We recommend a large screen (TV)
showing the system status/condition easily accessible for staff; 5. mk recommends a spare parts
package being stored at the library; and 6. Expansion options for the sorting system.
2) Induction Unit Requirements
PATRONS: With the RS6, materials are checked-in, and security
is activated. mk return stations (including those for staff) are UL-
listed, compliant with occupational safety requirements, and CE-
certified. A scratch-resistant, heavy duty 17" touchscreen offers
clear instructions and messaging in multiple languages, which
can be selected by the patron. Audio is optionally available.
Patrons are not required to scan their library cards to return
items; however, for full account access, patrons can enter their
patron number, where they are able to view item due dates and
renew items, for instance. Red and green lights visually display
when patrons should return materials.
TPL can enable/disable features including printing a receipt,
emailing a receipt, or declining a receipt during check-in.
Technical Data
Interior & Exterior Patron Return: 36" L x 24" W x 60" H | 140 lbs.
1st Interior/Exterior RS6: 1 x 120V or 240V + 2 x data; additional RS6: 1 x 120V or 240V + 1 x
data only
Software Subscription: A LibSoft subscription is required per return station.
STAFF: mk’s staff return/induction unit is connected to the
sorter for use by staff. The process starts when staff places
the item on the conveyor belt. This unit can also convert new
items to RFID, and/or handle hold items and slips differently.
Features include item back-dating; reserve slips/printed
receipts; access to circulation workflows/ILS; visualization
functionality, including system and item status, error
messages, and analysis during system fault or stop
conditions.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
2 w w w . m k s o l u t i o n s . c o m
Technical Data
1st Staff Return: 1 x 120V or 240V + 2 x data; each additional Staff Return: 1 x 120V or 240V
+ 1 x data only
Speed: up to 1,500 items/hour
Software Subscription: A LibSoft subscription is required per return station.
3) Sorting System Requirements: mk makes returns simple: the item is inserted into the slot
or at the staff induction, the RFID tag is read, and the item is sorted to the appropriate bin based
on the sorting criteria set by staff. If the tag cannot be read, the item is sent to the Exceptions bin.
● Modular The mk AMHS is modular, which allows for easy expansion to accommodate growth.
● Safe The mk AMHS is UL listed, CE certified, and built with our ISO 9001 registration in mind.
● Quiet Approx. 40 dBA in standby and approx. 56 dBA during operation.
● Fast Can sort up to 2,000 items/hour. mk return stations accept up to 1,500 items/hour.
Examples of Sweeper AMH Systems
Examples of Pop-Up Systems
Technical Data
Power & Network: 2 x DEDICATED 120V, 60Hz
Standard bins: mk offers industrial-grade bins with spring-
loaded bottoms, ergonomic handles, and brakes on the four
swiveling caster wheels. Bins electronically lock into the AMHS.
Level sensors prevent the bins from overflowing; when a bin is
full (sensor monitors), staff is alerted via a beacon light at the
system. The software allows the Library to continue receiving
items when a bin is removed for switching or when bins are full.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
3 w w w . m k s o l u t i o n s . c o m
mk’s optional eBin includes all the excellent features of the Premium Bins, plus industrial-grade
durable bins that have a motorized bottom, to reduce bending by staff; rechargeable battery; and
sensors are used to lower and raise the base to guarantee minimal dropping when docked at the
sorter as well as providing maximum height for staff during unloading.
4) Configuration Requirements; 5) Data
Gathering and Reports
The AMHS uses LibManager software, a web-
based administrative dashboard that provides
real-time statistics and monitors/manages the
system from anywhere (internally or externally
to the Library). Any error or message (e.g., bin
full, receipt paper out) is displayed both
textually and graphically to staff, e.g., via email,
SMS/text, and pop-up.
With the data provided by the system, staff can easily see how its mk equipment is performing.
Features include: Visualization Software, Sorting Criteria, Sorting Manifest (Optional), where
items get sorted into mk Smart bins/totes that include a plastic RFID tag and printed barcode with
the same identifier; once a bin/tote arrives at the designated library, only this single manifest’s
barcode is scanned, and all items in this bin/tote are automatically checked in at this location. This
prevents checking items in individually, Real-Time ILS Status View, Offline Feature, Status
Update & Errors, and Information Filtering.
Reports are attached to emails that are sent to staff. If a report contains multiple filters, for each
filter, a separate PDF is generated and attached to the email.
Using LibManager, staff can also create, manage, customize, and update on-screen messages,
layouts, themes, colors, logos, languages, receipts, sorting criteria/tables, SIP/NCIP settings, and
network/login settings – to enhance usability for staff and patrons.
LibManager offers a user-role-management system. LibManager has three User levels: Admin,
User, and Reports. The administrative tool is accessed via an https:// URL, and users are required
to authenticate using MFA before gaining access. Role-based access controls are implemented
to assign permissions based on user roles, limiting access to authorized functions and data.
B. Warranty and Maintenance
The system we are recommending complies with each of the requirements in this section and are
detailed in C. Attachment C – Proposer Response Matrix (4.4).
C. Training and Documentation
The system we are recommending complies with each of the requirements in this section and are
detailed in C. Attachment C – Proposer Response Matrix (4.4).
D. Customer Support
Refer to numbers 35-39 in the Customer Support section in Attachment C.
E. AMH Removal/Recycling/Disposal, F. Delivery & Installation, and G. Schedule of Work
Refer to numbers 40 & 41 in the Removal and Disposal of Previous AMH System section in
Attachment C;
Refer to numbers 42-50 in the Delivery and Installation section in Attachment C; and
Refer to number 43 in the sub-section called Delivery and Installation Timeline, specifically
within the Delivery and Installation section in Attachment C.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
4 w w w . m k s o l u t i o n s . c o m
C. Attachment C – Proposer Response Matrix (4.4)
General Requirements
System Compatibility
Question Response
1 Does the proposed AMH system
interface with Polaris 7.4 ILS in
real-time and support SIP/SIP2
for check-in and RFID security?
Yes
2 Explain how proposed AMH
system manages sorting based
on location codes, item types,
and other relevant criteria.
Provide examples if available.
The sorting system can sort based on any SIP field
information such as but not limited to circulation status,
collection code, location code, Dewey no, item or media
type, alert flags, etc. Furthermore, the system can also
sort based on information within the RFID tag.
Within mk LibManager, our administrative dashboard
tool, TPL can create sorting profiles. Different sorting
profiles can be selected within LibMananger, and
profiles are accessible from the Staff Induction
Station(s). For example, Bin 1 can be audiovisual items,
while Bin 2 can be adult print materials. Ultimately, what
is sorted where is pre-determined by staff using
LibManager (and can be based on branch/location, item
types, or as needed).
Scalability
Question Response
3 Does the proposed AMH system
allow for future expansion or
contraction, including the ability
to add or remove bins,
conveyors, or other
components.
Yes
4 If possible, provide the process
for modifying the AMH system to
meet future needs. Include what
would be required to remove
conveyors between the sort
table and the internal patron
induction.
Additional sorting modules can be added at any time
(typically requiring less than half a day of downtime).
The mk systems are highly modular, allowing libraries to
easily change the setup or configuration with simple
steps if preferences or the building layout change.
Return stations, conveyors, and sorting modules can be
individually combined and are connected via two cables
with plugs for power and communication. mk typically
supports libraries during the design change phase by
updating drawings and providing on-site service.
Reconfigurations typically require 0.5 to 1 day on-site
and involve removing conveyors or modules, installing
and possibly anchoring them to the floor, and testing the
entire system. Associated costs range from $500 to
$1,500, depending on the scope of work.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
5 w w w . m k s o l u t i o n s . c o m
Software upgrades
Question Response
5 Confirm that any operating
system and vendor software
updates will be made available to
the buyer at no additional cost
for the duration of the service
contracts or 5 years from the
date of City acceptance,
whichever is greater.
Yes – the two years of warranty are included with the
purchase price. Any ongoing updates are made
available with an SLA in place.
The level of service depends on the selected support
and maintenance program, detailed below.
SLAs are available for the lifetime of the system and are
renewed annually. TPL can select between Bronze,
Silver, or Gold SLA following the second year.
mk’s system policy includes updates and upgrades and
will be installed via LibManager’s auto deployment tool,
which can be optionally enabled to have either library IT
staff determine when updates are installed or be set to
auto-deploy and install upgrades automatically. mk
customers can receive upgrades and the latest versions
as part of any SLA.
Training and Documentation
Question Response
6 Outline the type of training
provided at time of installation
and start-up.
With regards to 3.2, A., 1) e., during initial system
implementation, we believe that mk’s ‘Train the Trainer’
approach is the most cost-effective method of training
as it allows the library to develop “project specialists.”
mk trains chosen project specialists on the equipment,
so that, in the future, these project specialists can train
new or current staff, when needed. We provide training
on each individual component; typically, this takes on
average 1to 2 hours per session per audience.
7 Describe existing support
documentation on the operation
of the equipment and system
software, including how to
program the sort table,
customize settings, remote
access, routine maintenance,
etc.
All systems include a complete set of electronic
documentation for all levels of operation – Operator,
Maintenance, and Troubleshooting – to cover
purchased equipment.
At training, mk technicians can also provide hard copies
of the manuals on request. Please refer to no. 34 under
34 for additional information.
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Environmental Impact
Question Response
8 Describe the AMH system’s
power consumption in active and
stand-by modes; and any
environmental impact mitigation
features included in its design,
manufacture, or operation of the
AMH system.
Per 3.2, A., 1) f., our AMH systems are designed for
energy efficiency and sustainability.
Power Consumption:
Active Mode: The system operates efficiently, with
power consumption varying based on throughput
and configuration. Typical usage ranges from 1.5 to
2.5 kWh under full load.
Standby Mode: When idle, the system enters a low-
power state, reducing consumption to 0.5 to 0.8
kWh, ensuring minimal energy waste.
Environmental Impact Mitigation:
Energy-Efficient Components: Uses low-energy
motors, LED indicators, and intelligent power
management to minimize electricity use.
Modular Design: Allows easy upgrades and
reconfigurations, reducing material waste over its
lifecycle.
Sustainable Manufacturing: Components are
sourced from environmentally responsible suppliers,
and we prioritize recyclable materials where
possible.
Our AMHS supports libraries in reducing operational
costs while aligning with sustainability goals.
Induction Unit Requirements
Ergonomics
Question Response
9 Describe specific ergonomic
features in the design of the staff
inductions.
To enhance flexibility, a height-adjustable feature can be
added for maximum comfort, allowing staff to work while
sitting or standing. An intuitive graphical user interface
(GUI) guides staff through a simple process, enabling
additional functions such as converting items to RFID on
the spot and generating fully customizable hold or transit
slips. These slips can be configured to print immediately
or in batches at a later time.
10 Describe how accessibility has
been incorporated into the
design of the public inductions.
mk software and returns/public inductions are ADA
compliant and are accessible by someone seated or
standing. Software/return options include headphone
jack, braille, brightness optimized GUI appearances, and
large font size adjustments. In addition, the patron can
select those personal settings to be saved to ensure the
unit configures itself when the patron logs-in the next
time. Fees may apply to some options.
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Performance
Question Response
11 Describe how the induction units
integrate with Polaris ILS to
check-in items, set security, and
manage holds in real-time.
Include information on speed
and accuracy.
Induction and return units integrate via SIP2 to perform
these actions. Return stations accept up to 1,500 items
per hour, and when connected to AMHS, a 100% sorting
accuracy can be provided.
For staff, they also provide enhanced workflows.
Convert & Sort Feature: Process/convert items to
RFID directly at the Staff Return.
Hold and Transit Slip Trigger Feature: Returning
holds or transit items can trigger messages to staff,
to display printing of a hold or transit slip is
necessary and streamlines staff workflow.
Item Handling Capabilities
Question Response
12 Provide specifications on item
size that can be accepted,
detailing the minimum and
maximum dimensions.
Min. 4" x 4" x 0.12" thick | max. 16" x 12" x 4" thick;
weight: min. 1.5 oz. | max. 11 lbs.
User Interface Options
Question Response
13 Confirm if the induction units
offer language options for public
user interface (UI), such as
switching between English and
Spanish, and if so, what
languages are available.
Describe any customizable
features available in the UI.
Yes – users can select the desired language at the
touchscreen. As standard, we offer Arabic, Chinese
(Traditional), Danish, English, Farsi, Finnish, French,
German, Italian, Korean, Mandarin, Norwegian,
Portuguese, Russian, Spanish, Swedish, Vietnamese,
and Thai. However, languages can be added by
importing a language file in LibManager at any time.
Furthermore, in LibManager, TPL can customize the
user interface as needed to include themes, colors,
logos, images, receipts, and more.
Outdoor Induction Unit Durability
Question Response
14 Share any data on the system’s
performance and durability in
extreme weather conditions
including operating
temperature or moisture
limitations, particularly for the
outdoor induction unit.
We offer exterior return units with weatherproofing /
weather stripping, industrial outdoor touchscreens, rain
covers for the opening, and automated protection gates.
For example, we have outdoor returns in Spokane, WA,
which sees average temperatures in the winter months
in the teens with snowfall and sleet all the way up to the
potential for 90s/100+ degrees F in the summer.
If additional weatherproofing is required, we can provide
retractive glass door for extra protection against the
elements.
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Sorting System Requirements
Conveyor and Bin Specifications
Question Response
15 Describe the type of conveyors
used (e.g., belt, roller, slat) and
explain how they protect library
materials from potential damage
during the conveyance and
sorting process.
We are offering two types of sorting technologies: the
first is a sweeper-based system, which is fully enclosed
and comes with flat closed conveyor belts to allow gentle
sorting without damaging items.
The second is pop-up technology, offering a more
compact design in terms of length. The proposed pop-
up sorting solution is virtually indistinguishable from the
closed belt/sweeper solution outside of belts vs. rollers,
and the features and benefits remain the same. An add-
on enclosure is optional with the pop-up system (if
required).
As it relates to the sweeper system, all moving parts of
the UL certified system are fully enclosed and ‘whisper
quiet,’ allowing installation in public areas without
additional walls and enclosures.
Because these systems are so safe, they can be
installed in public areas, such as at Hamilton Public
Library’s Central Library – where staff work in the same
room as the sorting system; Washoe County Libraries,
Nevada – the Sparks Library has a system installed in
the public area; and Vaughan Public Libraries (ON) –
where the system is installed in the public area.
16 Describe the system’s design
features or mechanisms that
prevent stoppages due to
debris or library items becoming
caught or “spillage” of items
being conveyed.
The sweeper system features enclosed conveyor belts
while the pop-up system features rollers - both with no
gaps to ensure library materials do not cause jams.
Both systems are engineered for any type library
material and provide gentle materials handling. In the
unlikely event of a jam, staff will be able to clear this
within seconds. The system comes with a visualization
software that notifies and guides staff accordingly on any
error or notification (bin full, etc.).
17 Specify maintenance
requirements and service
intervals to reduce interruptions
caused by obstructions or
equipment downtime.
mk performs annual on-site maintenance, which
includes a full inspection of the entire system, cleaning,
and any necessary adjustments. The system maintains
an uptime of 99.7%, ensuring high reliability and minimal
downtime.
Additionally, software subscriptions include updates,
which will be installed either during the maintenance
visit or throughout the year to ensure TPL benefits from
the latest versions and features. Release notes will be
provided, detailing each update and its improvements.
18 Describe the ergonomic
features for each of the systems
Book Bins – The mk Book Bins are designed with a
spring-loaded bottom, allowing for an ergonomic
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components, including the table
and the bins.
unloading process. Additionally, we offer the mk eBin,
an electrically driven bottom with integrated sensors that
provide a more precise unloading level. Charging is
automatic once the eBin is docked at the AMHS,
eliminating manual handling of plugs or cables.
The bins are also equipped with ergonomic handles and
casters, ensuring smooth maneuverability for maximum
convenience.
Public Returns – The public return design is fully
compliant with ADA ergonomic standards, making it
easily accessible for both seated and standing users.
Button placement on the screen is within comfortable
reach. For more details, refer to Section 10: Ergonomics
under Induction Unit Requirements.
AMH System – mk offers two sorting system designs:
1. A fully enclosed system with transparent panels for
maximum safety, featuring closed conveyor belts
with no gaps.
2. An open-concept sorting system.
The library may select its preferred design at no
additional cost.
Noise
Question Response
19 State the decibel levels of the
induction, conveyance, and
sorter units at 2 ft. and 10 ft.
away. Describe any noise
reduction features in your
system. Are noise levels
expected to remain consistent
over the lifespan of the
equipment?
The mk equipment is very quiet, with noise ranges well
below OSHA standards. The conveyors and sorter are
approx. 30-40 dBA in standby and approx. 56 dBA
during operation. Books/items dropping into trolleys is
approx. 56-59 dBA. Noise levels remain consistent over
the life of the system.
System Fault Alerts and Reliability
Question Response
20 Explain the fault alert and
emergency stop mechanisms in
the proposed AMH system.
The system is equipped with emergency stop buttons,
situated along the length of the system. Once the button
is pushed, the entire system stops operating until
released and acknowledged by library staff after
clearing any issue.
Once this is engaged, every moving part stops right
away. mk’s control screen will show this accordingly and
as soon as the emergency stop is released, the systems
will be back in operation.
Once the system is set to stop, a click of a start button
is sufficient to be in operation. If the system is shut down
and turned back on, the system will be back in operation
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once all components start up completely (~ 1-2 mins.).
The entire system is also monitored via LibManager. A
larger monitor can be beneficial to be placed on the
room’s wall for easy monitoring.
Any error or message (i.e., bin full) will be displayed on
one or more staff screens. Emails can be sent as well.
Beacon lights illustrate any error or message as well
allow staff to visually monitor the system from afar. In
addition, when a bin is full (sensors monitor this), staff is
alerted via a beacon light at the sorting system.
mk software allows the library to continue to receive
items when a bin is removed for switching and/or when
bins are full. Items will automatically be re-routed based
on a configuration table that defines bin destinations and
alternative sorting destination. When this feature is
enabled, the system will alert staff that the alternative
bins have been used.
21 Describe the method of
notification when there are
errors and alerts.
Staff are notified via LibManager, push notifications
and/or email. Various options can be configured. Please
refer to 20 above.
22 State what the proposed AMH
system’s expected 24 hour, 7-
day a week operational reliability
(in percentage of “uptime”).
What penalty or remedial
measures might be employed to
facilitate meeting the operational
reliability standard?
The system maintains an uptime of 99.7%, ensuring high
reliability and minimal downtime. In the event of an issue,
98% of all support requests can be resolved remotely
within no to minimal time.
In case an on-site visit is needed, one of our local field
technicians will be onsite within a few hours.
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Configuration Requirements
Network Integration
Question Response
23 Provide network diagrams for
system integration, including
information on protocols and
software required for City IT
integration and support.
We are providing this under separate cover, marked
confidential.
24 Describe any capabilities for the
system to connect to a network
wirelessly.
The computers can be equipped with Wi-Fi adapters,
but we strongly recommend using a LAN connection for
optimal stability and performance. The mk system
includes integrated cable management, allowing for
easy and organized connections.
Remote Monitoring and Diagnostics
Question Response
25 Describe the system’s remote
monitoring and diagnostics
capabilities. Is the system
software accessible from an off-
site network?
This is known as mk LibManager, a web-based
dashboard that provides a comprehensive overview of
up-to-date statistics and system status, and manages
the system in real time via email, text, and/or at staff
stations. LibManager handles configuration, status,
statistics, and updates, allowing the library to configure,
change, and update all units, a few units, or just one.
Staff can change workflows, push out software updates,
modify receipts and on-screen prompts as well as
images all from one location both remotely and in the
Library.
TPL can choose between library hosted or mk hosted
options:
Optional mk Hosting: mk hosted LibManager
(additional fee) is available via a Google Server,
located in the USA
Library Hosted: Virtual server or dedicated
machine with 24/7/365 availability and regular
backup processes; Processor min 2.4 GHz; RAM
4GB; Hard Drive 100GB; Ethernet-Adapter Gigabit
(10/100/1000baseT); Windows Server 2012 or
higher. Note: if the Library cannot provide the above,
mk offers a hosted server.
Testing and System Backup
Question Response
26 In the event of a system outage,
such as a building power
failure; outline routine system
backup protocols, including the
frequency and storage
methods for backups. Describe
System Backup Protocols & Recovery Procedures
The mk stations (return stations) communicate with and
report to the Central LibManager, which can be hosted
either on the library's virtual machine or on mk’s hosted
environment. These stations retrieve their settings and
updates directly from LibManager, ensuring seamless
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the procedures for system
recovery, and verification
testing. Explain how the system
maintains accurate network
time synchronization.
configuration management.
Backup Protocols & Storage Methods
Station-Level Backup: Each station automatically
synchronizes its configuration with LibManager,
ensuring settings remain consistent.
Central LibManager Backup:
o If hosted by mk, all system settings/transaction
logs are automatically backed up by mk.
o If hosted on the library’s virtual machine,
backups are managed by the library’s IT team
according to their internal policies.
Offline Transactions: In the event of a temporary
network disruption, transactions are stored locally
and automatically synchronized with LibManager
once connectivity is restored.
System Recovery & Verification Testing
If a station requires recovery (e.g., due to a computer
replacement), it automatically retrieves its
configuration from LibManager upon startup.
If LibManager requires recovery, it can automatically
restore itself using data stored on the stations. This
bi-directional recovery architecture ensures
maximum system reliability and minimal downtime.
System verification testing includes:
o Restoring a test environment from backups.
o Verifying system integrity, settings, and
transaction history.
o Conducting live testing to confirm full
functionality.
Network Time Synchronization
mk systems synchronize time using network time
protocol (NTP) servers, ensuring that all stations and
LibManager remain synced with TPL’s network.
This prevents time drift and ensures that transaction
logs, reports, and audit trails remain accurate.
This approach ensures system resilience, fast recovery,
and continuous data integrity, minimizing downtime and
operational disruptions in the event of a system outage.
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Data Gathering and Reports
Report Generation and Data Export
Question Response
27 Describe the types of reports the proposed AMH system can generate. Include sample
reports, if possible, for check-in statistics and circulation data.
With LibManager, detailed reports can be exported to multiple formats, making data easy to sort
and filter. Reports include transactions (date and time stamps), patron and item numbers, failed
or success results, and can be filtered by stations, dates, times, etc.
(1) Uptime %: Availability of the system and associated errors if down; (2) ILS Downtime:
ILS not available; (3) Transactions: # of check-ins, peak times; (4) Sort destinations: # of
items sorted into what bin includes re-routed items; (5) Bin full; (6) Holds details; (7) and
many more. Filters can be saved, shared, and emailed via a scheduler. Sample screenshots
are below.
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28 Explain how report data can be
exported to common PC
applications such as Excel, or
Access, and detail any other
third-party reporting
compatibility.
Reports can be exported to multiple formats, like csv or
PDF, from within LibManager. An API is available for
communication with third party tools.
Warranty and Maintenance
Annual Maintenance Agreement
Question Response
29 Describe what is included in
preventive maintenance (PM)
visits and the warranty terms.
As laid out in our Service Level Agreement (SLA), upon
expiration of the original factory warranty period, we
shall perform Preventative Maintenance Inspections
(PMI) of Hardware each calendar year and per the SLA
in place.
If a PMI is warranted, it will be scheduled in advance,
and the date shall be mutually agreed upon by both
parties. Depending on the type of Hardware, PMIs can
be performed remotely and may not require an on-site
technician.
After completion of the PMI, mk shall provide TPL with
detailed written documentation.
Maintenance Schedule
Question Response
30 Provide a recommended
maintenance schedule and
describe any cleaning or
routine maintenance tasks
required to be performed by
City staff.
We will provide guidelines at training so that AMH
operators / staff users are comfortable performing basic
maintenance / cleaning of the system. We recommend
that staff wipe down sensors and belts with a microfiber
cloth and gentle cleaning solution to remove any dust
regularly as needed.
System Lifespan and Durability
Question Response
31 Based on regular preventive
maintenance and adherence to
recommended service
schedules, what is the expected
operational service life of the
proposed system. Provide
information on factors that may
influence longevity, such as
usage volume.
With regular care and maintenance, the system can be
operational upwards of 10 years and even longer. For
example, one of our longstanding customers, Mountain
View Public Library in California, is still using the same
system from 2008, which includes an 11-bin sorting
system (interior, exterior, staff, & drive-up patron
returns), with updates in 2014, 2016, and 2018.
32 Describe typical maintenance /
replacement schedule over the
stated design service life (e.g.
belt, blower, motor, bin
replacement, etc.) Please
specify the typical timeframe
mk systems are built to last, with a standard lifespan of
at least 10 years. However, some mk customers have
been operating their systems since 2008.
To ensure optimal performance, mk recommends
replacing computers every 5–6 years and conducting a
hardware modernization or refurbishment every 10
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before major components or
the entire system may require
replacement or significant
upgrades.
years to prepare the system for another decade of
operation.
Additionally, annual preventive maintenance visits help
maintain a 99.7% uptime, ensuring reliable and efficient
performance.
Training and Documentation
Training Scope
Question Response
33 Describe training provided for
the following levels:
Admin – such as software
settings, customization,
programing the sort table.
User – such as basic
functions, operating
inductions and other
equipment, e-stop.
Maintenance – such as
cleaning schedule and
equipment upkeep.
Troubleshooting – software
and hardware.
With regards to 3.2, A., 1) e., during training, we cover
each product and customize the session to the audience
(e.g., Basic Operator; Supervisory Staff; and Technical
Staff).
The content/flow of these sessions is discussed in
advance with TPL to ensure it aligns with your goals, but
for example, we typically have standard user group
training along with more technically-based training for
users who will manage the system day to day.
In addition, we provide software updates and refresher
training annually, no matter which Service Level
Agreement (SLA) the Library chooses. Because staff
can change throughout the year and different features
are added or released, mk will contact TPL annually to
coordinate a software update and review new features
in detail.
User Guides and Manuals
Question Response
34 Outline the types of
documentation provided, such
as operator guides and training
materials for both front-line and
administrative staff.
mk provides a comprehensive set of documentation and
training materials to ensure both front-line and
administrative staff have the necessary resources to
effectively operate and manage our systems.
Our documentation includes:
1. Operator Guides & User Manuals
Front-Line Staff: Step-by-step guides covering daily
operations, troubleshooting, and basic maintenance
procedures. These include detailed instructions with
images and diagrams for ease of use.
Administrative Staff: Manuals covering system
configuration, reporting, user management, and
advanced troubleshooting.
2. Training Materials
Digital & Printed Training Guides: Customizable
materials designed to assist staff with system usage
and best practices.
Quick Reference Sheets: Concise guides for common
tasks and troubleshooting.
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Training Videos: Short instructional videos
demonstrating system functionality and workflows.
3. Technical Documentation
Installation & Setup Guides: Comprehensive manuals
for IT staff on system setup and integration.
Software Configuration: Detailed instructions on
system settings, permissions, and integrations.
Maintenance & Service Guides: Documentation
outlining preventive maintenance, component
replacements, and support procedures.
4. Online Knowledge Base & Support
Access to an online knowledge base with FAQs,
troubleshooting steps, and best practices.
Live support and remote assistance to address any
additional questions beyond the provided
documentation.
These materials ensure that all users—from front-line
staff to IT administrators—have the knowledge and
resources to effectively utilize the system. We also offer
tailored training sessions to supplement these materials
as needed.
Customer Support
Support Hours and Contact Information
Question Response
35 TPL is open 7 days a week.
Provide your support availability
and contact details, including
support outside normal
business hours.
mk has service technicians across North America
including local service technicians available for service
calls, if needed. This guarantees that all questions or
issues that may occur are answered quickly and
effectively. Standard support hours are displayed below,
and an on-call service is also provided during off hours.
M-F 6:00 AM – 6:00 PM (PT)
Sat/Sun 8:00 AM – 6:00 PM (PT)
mk does not use call hotlines unmanned by non mk
service technicians. All calls and tickets are answered by
certified, US-based mk technicians to ensure greater
uptime and faster service.
That said, we do note that stateside help desk service is
preferable, which we offer, as mentioned above.
However, mk also uses its global company resources for
immediate assistance outside of standard hours. For
example, when systems are used in the middle of the
night and support is needed, mk can rely on their own
technicians in other countries to do remote service if
needed in an emergency.
Service and support can be submitted in multiple ways:
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Portal: You can place a ticket when logged into the
mk Support portal, by clicking "New Support Ticket"
and following the instructions.
Email: TPL can use the service and support email.
Upon submitting a service request, the library will
receive a confirmation email including an assigned
ticket number, and a link to a portal to help with
tracking the progress of your service ticket. This goes
to our entire service team and draws on their
collective experience.
Phone: mk technicians are available to work with you
by phone and answer support questions.
Following efforts to troubleshoot and diagnose the issue
remotely, if a technician is needed, we will dispatch one
of our local service technicians to your site directly.
mk’s system policy includes updates and upgrades and
will be installed via LibManager’s auto-deployment tool,
which can be optionally enabled to have either library IT
staff determine when updates are installed or be set to
auto-deploy and install upgrades automatically. mk
customers receive upgrades and latest versions as part
of any active SLA.
Regular updates and patches via various release notes
are provided throughout the year (generally, 2 per year).
The mk Service Team will contact your Library annually
to schedule an update (if applicable), as well as offer
additional training on your mk systems and software.
Library IT staff are free to roll out the software update at
a time that works best for the Library. Depending on the
equipment, this can be completed remotely or on-site. mk
technicians will:
Update software with the latest mk version (if
applicable).
Conduct refresher training for staff and answer library
questions.
Review new features/benefits rolled out during the
last update.
Service Response Times
Question Response
36 Confirm your service response
times for urgent and non-urgent
calls. Describe the procedure
for handling emergency repairs
and replacement parts.
Emergency service means that the hardware is not
operational, cannot be used, and is the only product
available for library use. The response time to an
emergency service ticket occurs w/in 1-4 hrs. of mk’s
response to the library’s initial service ticket email. If on-
site service is required, mk will dispatch a technician w/in
8 hrs. to arrive at the library by the next business day.
Non-emergency service means that the hardware is
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operational but experiencing problems. The response
time to a non-emergency ticket occurs w/in 24 hrs. of
mk’s response to the library's initial service ticket email.
If on-site service is required, mk will dispatch a technician
w/in 48 hrs. to arrive at the library by the next business
day.
Service Representative and Parts Availability
Question Response
37 To streamline operations, TPL
requires one assigned point
person to manage, track, and
communicate on escalated
service issues. Confirm that
one can be provided.
We are committed to providing TPL with a seamless and
efficient service experience by ensuring a single point of
contact. mk will assign a dedicated service manager as the
primary contact for all escalated support matters. This
individual will:
Oversee and track all escalated service issues to
ensure timely resolution.
Coordinate communication between TPL and mk
Solutions' support and technical teams.
Provide regular updates on the status of escalations
and resolution progress.
Act as a liaison to ensure consistency in issue
resolution and service management.
Facilitate follow-ups to confirm that any recurring
concerns are addressed proactively.
Additionally, mk’s support structure includes escalation
protocols to ensure that urgent issues receive the
appropriate priority and resolution.
38 To ensure a 98% system
uptime, some parts must be
available for immediate
replacement. Provide a list of
replacement parts that will be
provided as part of initial
system installation, and being
stored on site. Describe your
process for ensuring an
ongoing accurate and
complete inventory.
mk recommends maintaining a spare parts package on-
site to ensure immediate availability when needed. This
package includes commonly used components such as
sensors, motors, computer, screens, power supplies, and
I/O terminals, among others. A detailed list will be
provided with the project kick-off to maintain an inventory.
If a required part is not included in the on-site package, it
will be shipped overnight to minimize downtime and
ensure continued system operation.
39 Provide estimated and
experienced replacement part
timelines from the time of
ordering to delivery at TPL.
To minimize downtime, mk recommends maintaining an
on-site spare parts package for immediate availability of
commonly used components. If a part is not available on-
site, our 24h expedited shipping options ensure minimal
disruption to operations.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
19 w w w . m k s o l u t i o n s . c o m
Removal and Disposal of Previous AMH System
Removal Process
Question Response
40 Provide a detailed description
of the removal process,
including any anticipated
needs, such as egress, space
requirements, and vehicle
access. Include how you will
protect adjacent workspaces
from dust and debris. Please
estimate time needed for
system removal.
System Removal Process
Estimated Time for Removal
The system removal process is estimated to take one (1)
full business day.
Removal Procedure
1. Preparation & Workspace Protection
Adjacent workspaces will be protected from dust and
debris using tarps, protective cloths, and other
coverings as needed.
If required, temporary barriers will be set up to
minimize disruption to surrounding areas.
2. Equipment Disassembly & Egress Considerations
The system will be carefully dismantled into
manageable sections to facilitate safe removal.
mk will coordinate with library staff to determine the
best egress route, ensuring clear pathways and
minimal impact on daily operations.
Space requirements for removal will depend on the
system size; typically, a clearance width of at least 36
inches is required for safe transport.
3. Vehicle Access & Disposal Coordination
Removed equipment will be temporarily staged at a
mutually agreed-upon location for pickup by a
recycling or disposal service.
The library may coordinate with a local recycling
company for pickup and disposal in compliance with
environmental regulations.
Alternatively, mk can provide a disposal service upon
request and will include a separate quote for this
service if required.
By following this structured process, we ensure a safe,
efficient, and minimally disruptive removal of the existing
system.
Coordination with TPL Staff
Question Response
41 Outline the coordination
process with TPL staff to
schedule deinstallation, allow
time for flooring and any wall or
other restoration work, and new
system
fabrications/assembly/delivery
to ensure new system
mk will work with TPL staff to ensure a seamless transition
from the old system to the new installation, minimizing
downtime and allowing for any necessary restoration
work.
1. Scheduling & Planning
A coordination meeting will be held to finalize the
deinstallation timeline, ensuring alignment with
flooring, wall restoration, and new system delivery.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
20 w w w . m k s o l u t i o n s . c o m
installation readiness prior to
removal of the old system.
De-installation will take one (1) business day, with all
utilities properly disconnected, leaving the space
ready for restoration.
2. New System Readiness & Installation
Fabrication and assembly will be coordinated to align
with TPL’s restoration schedule, ensuring timely
delivery and installation once the site is prepared.
mk technicians will complete installation,
configuration, and testing, followed by a handover
meeting for final verification and staff training.
This structured approach ensures a smooth transition
while accommodating TPL’s scheduling and restoration
needs.
Delivery and Installation
Delivery and Installation Timeline
Question Response
42 Confirm your ability to deliver
and install the system within
180 days of notice to proceed,
while accommodating other
capital projects at TPL that may
require flexibility on the specific
installation date.
mk Solutions confirms its ability to deliver and install the
system within 180 days of receiving the Notice to Proceed.
We understand that TPL's capital projects may require
flexibility, and we are committed to coordinating with TPL
staff to align our installation schedule with other ongoing
projects. Our team will work proactively to adjust delivery
and installation dates as needed, ensuring minimal
disruption while meeting project deadlines.
By maintaining efficient production timelines, dedicated
project management, and flexible scheduling, we can
ensure a seamless and timely installation that aligns with
TPL’s broader infrastructure plans.
43 Provide a detailed installation plan for the proposed system, including any required electrical,
IT network, or structural modifications to the TPL facility. If any exterior or interior building
component (walls, structural components, power, communication, etc.) need to be modified
to accommodate system, detail what modifications need to be made, how they will be made,
and any surface feature restoration. Specify the timeline for completing each phase of the
installation process, from initial site preparation to final system testing and acceptance.
Include information on how you will coordinate with TPL staff to minimize disruptions to daily
operations.
See below for project phases. This is only an outline. A full project implementation plan will be
created after award. We acknowledge and understand that project completion must be achieved
within 180 days, that is by October 31, 2025.
With the preliminary project plan presented below, we estimate that the project could be
completed within 16 to 18 weeks after NTP (or about 4 to 4.5 months). Therefore, if NTP is issued
by mid-April 2025, we are well within the preferred timetable.
(Preliminary plan follows)
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
21 w w w . m k s o l u t i o n s . c o m
Phase 1: Configuration & Planning
Tasks/Activities
Project management and streamlined communication ensure a smooth project where risks
are evaluated and categorized, and preventive actions are put in place in advance. mk consults
with TPL to understand your mission and goals, recommend solutions, and suggest workflows.
A dedicated Project Manager (PM) will plan, coordinate, and support the logistical roll-out of
your new AMH system and will be supported by a wider project-specific team. The proposed
PM team has worked on dozens of library installations.
At kick-off, we will create a folder that will eventually house all project information, such as IT
configurations, manuals, checklists, Communications Plan, Implementation Plan, and the
Project Information Form (PIF). The PIF enables mk and the Library to map the project
logically.
The PM will provide full project transparency and can supply access to a project portal, if
desired, so that the Library can check progress at any time. The mk team works with you to
determine the best communication process for all parties, whether it be using the project
portal (below), via email, and/or through weekly/monthly meetings, etc.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
22 w w w . m k s o l u t i o n s . c o m
We will hold an initial internal call to kick-off the project and begin building the foundation for
the project; from here, our Project Team will establish project timelines and an Implementation
Plan that we will share with your Library as it comes into focus and seek approval from Library
Stakeholders.
We will schedule and hold a formal kick-off call with the Library to officially introduce you to
the mk team, our processes, and how we can work together to achieve project success. Virtual
calls can be scheduled at any time with our Project Team, at your convenience.
Together, we will determine final configuration based on your specific requirements. These
details will be captured in the PIF.
Your PM will help your Library prepare for installation and will confirm the following early on
in the project planning phase: (1) connection to SIP2 server and proper communication
to/from SIP2 server; (2) user and item information lookup and user information lookup with
PIN (if applicable); (3) borrowing and renewing an item that works/fails; (4) retrieving
reservation details; (5) Hold Items (if applicable): (6) Library patron cards, scanners configured
properly; (7) Library IP addresses and configurations; and (8) Library SMTP server to provide
email receipts and status emails to staff.
We will request reference/sample items for testing on our end from your Library POC in
preparation for installation. To that end, the Library is responsible for the following:
o completing the PIF and configuration station(s) spreadsheet, provided by mk
o providing ILS SIP2 or NCIP license and appropriate configuration, if required
o providing reference/sample material tagged and programmed if RFID or barcoded for
each type of item
o providing a TeamViewer (basic download) for remote support and maintenance and for
Centralized LibManager (or VPN), prior to installation
o providing power outlets and standard Ethernet data outlets close to the installation site,
if required for the proposed equipment
o preparing associated building modifications and wall or floor finishes, if required
o setting up hardware provided by the library and ensuring the operating system and
drivers are installed (and scanners are configured.
Our team will verify software configuration and conduct system testing early in the process,
to avoid delays.
o Software
Because mk software is 100% web-based, mk programmers and IT technicians
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
23 w w w . m k s o l u t i o n s . c o m
ensure that all software is operational before installation, eliminating delays/issues.
Our team provides an easy-to-implement installer package, so you have full control
of your systems before equipment even arrives on site.
o Hardware
Before any hardware ships from our warehouses, mk tests and confirms that it meets
the high-level requirements and standards of mk’s manufacturing processes and ISO
9001 Quality Management regulations.
We will provide a final installation schedule based on Library feedback.
Phase 2: Removal, Implementation, and Training
Tasks/Activities
System installation will be done on-site. During the installation, a Lead Service Technician will lead
the team. We ensure that we leave a tidy area behind, removing all packaging that was brought
by our install crew.
The hardware is inspected and tested in phases:
Unit Inspection & Testing – mk inspects each unit to ensure no flawed and/or discontinued
products will be used.
Integration Testing – mk tests functions and working components, ensuring all the
components work together.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
24 w w w . m k s o l u t i o n s . c o m
Automation/Acceptance Testing – Used as the final test to include all the components
including software to test that all parts are working correctly and without faults. Some systems
run continuously for days to ensure durability and cohesiveness.
After installation, we provide a project acceptance form that is signed by both the mk technician
and Library.
Once your new products are installed, we remain on-site to train on the system, equipping your
team with the knowledge and comfort required to customize, manage, and troubleshoot software
and hardware, depending on the staff role. As part of our training, we provide access to training
documentation as well as instructional videos.
44 TPL has no facility to store
equipment on site prior to
installation. All equipment must
be delivered at the time of
installation. Confirm all storage
and freight management will be
the sole responsibility of the
successful proposer.
mk Solutions confirms that all storage and freight
management will be our sole responsibility. We
acknowledge that TPL has no facility for on-site storage
and will ensure that all equipment is delivered precisely at
the time of installation to align with the agreed schedule.
45 Confirm the delivery and
installation of the new system
will begin as soon as practical
following removal of the
previous system to minimize
downtime between systems.
Confirmed. We will coordinate closely with TPL staff to
align removal, site preparation, and new system
installation, ensuring that installation proceeds
immediately after the site is ready. Our team will manage
logistics, scheduling, and resource allocation to maintain
efficiency and avoid unnecessary delays.
Site Work and Infrastructure Modifications
Question Response
46 Based on the measurements
provided in the plans provided
on the proposal site, can the
external induction be installed
with no modifications to the
building with the use of kits or
other successful proposer
provided “adaptions”.
Yes
47 Based on the measurements
provided in the plans provided
on the proposal site, can the
internal induction be installed
with no modifications to the
building or the furniture with the
use of kits or other vendor
provided “fixes”.
Yes
48 Based on the measurements
provided in the plans provide
on the proposal site can the
conveyer be installed through
the existing passthrough with
no modifications to the building.
Yes
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
25 w w w . m k s o l u t i o n s . c o m
49 Based on the information on the
plans and photos provided on
the proposal site can the
system be installed with no
modifications to existing
building power sources.
Yes
50 Describe how you will manage
minor repairs and clean-up of
the site caused by removal of
the existing equipment.
mk Solutions will ensure that the site is left clean and
orderly following the removal of existing equipment. Our
team will remove debris and perform a basic clean-up to
prepare the area for the next phase of work.
Minor repairs, such as patching floor anchor points or
addressing marks on walls, will be the responsibility of the
library. We will coordinate with TPL staff to identify any
areas requiring attention and ensure a smooth transition
to the next stage of installation.
References
References
Question Response
515151 51 Describe similar projects completed, with particular emphasis on libraries with
organizational and materials volume similarities to TPL. List the jurisdiction or organization’s
name, address, contact person, and telephone number for a minimum of three (3) such
projects. References must be for services provided within the last five (5) years and have
had your product in continuous operation for at least three (3) years. List any contracts
terminated for cause within the same time period and include the reason why.
Organization Name: Dallas Public Library
Address: 1515 Young St, Dallas, TX 75201
Contact Person: Sallie Lockhart, Senior Manager, Technology and Contracts
Phone & Email: 806-676-1576 | sallie.lockhart@dallascityhall.com
Project Dates & Description: mk implemented a 41-bin centralized AMH with two (2) staff
inductions, Automated Hold Slip Applicator (HSA), using mk’s Sorting Manifest Feature, that sorts
into library totes. DPL was the first to use mk’s newly introduced automated HSA and Manifest
Feature, optimizing the full potential and efficiency of the system. DPL also opted to use its
current totes for sorting rather than purchasing additional bins.
Organization Name: Hamilton Public Library
Address: 55 York Boulevard, Hamilton, ON L8N 4E4
Contact Person: Sean Crowe, IT Administrator, Digital Technology
Phone & Email: 905-546-3200 ext. 3244 | Cell: 905-973-0706 | scrowe@hpl.ca
Project Dates & Description: In 2010, mk installed an11-bin sorter via two floors. In 2021, HPL
added 14 new sorting points (i.e., making it a 25-bin central sorting system) along with new
features like an automatic HSA for additional ease of use by staff when handling holds as they
are returned as well as the manifest feature including smart bins (RFID detection at sort points).
Following the installation at Central, mk installed six additional sorters at HPL branches.
Organization Name: Spokane Public Library
Address: 906 W Main Ave, Spokane, WA 99201
Contact Person: Joseph Molloy, Community Technology Manager
Phone & Email: 509-444-5306 | jmolloy@spokanelibrary.org
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
26 w w w . m k s o l u t i o n s . c o m
Project Dates & Description: SPL has seven branches, consisting of The Hive, a non-traditional
library centered around arts education and free, public event space as well as a Book Mobile.
Annual circulation numbers are around 2,060,000 items. As part of the larger implementation,
SPL installed the following returns and sorting equipment: multiple interior and exterior returns,
5-bin AMH with interior and staff returns, 5-bin AMH with exterior drive-up, interior, and staff
returns, and a 5-bin AMH with exterior and interior returns.
Organization Name: Library of Congress
Address: 101 Independence Ave. SE, Washington, DC 20540
Contact Person: Matthew Martin, Assistant Chief, Collections Management Division
Phone & Email: 202-707-9303 | mamartin@loc.gov
Project Dates & Description: The Library of Congress boasts a staggering collection that
comprises 39M+ books and print materials, millions of manuscripts, the largest rare book
collection in North America, and the world's most extensive assortment of legal materials, films,
maps, sheet music, and sound recordings. Given the unique and delicate nature of the rare books
and special collections, the Library required an efficient sorting system that would handle
materials with the utmost care. Our team installed a 17-bin AMH with a height adjustable staff
induction station, hold slip printer, and top and bottom scanners and a 7-bin AMH with height
adjustable staff induction station, hold slip printer, and top scanner at two locations.
mk has not had any contracts terminated for cause within this time period.
Additional Documentation
Provide a schematic of
proposed system including
dimensions of conveyors,
sorters, inductions, etc. Also
detail the cabling integration to
power and network
connections.
We have provided two drawings for each of the different
technologies (enclosed/sweeper and open/pop-up). TPL
can choose its preference (as there is no change in price).
Please also refer to the separately provided Network
Diagram for additional information.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
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Name
Name
Initial Version
Index
Mi.Mu
1/
Drawn
Checked
Modification
Date
Modification only in CAD ViewsMethodeE-ISO R 128
Description
Date
Drawing No.
Article No.
Origin
Dimensions
Scale
Sheet
General Tol.
up to 3000 1,6
up to 1000 0,8
up to 100 0,3
up to 30 0,2
up to 6 0,1
mk Solutions GmbH owns the copyright ofthis drawing. Without permission, thisdrawing may not be copied nor submittednor handed over to rival firms and/orthird parties.
AMHS Tigard
1 : 50
A
4446 mm / 175.0 in
1996 mm / 78.6 in 5072 mm / 199.7 in7763 mm / 305.6 in
1070 mm / 42.1 in
19192 mm / 755.6 in
Customer Approval
Date: ________________________________
Name: ________________________________
Signature: _____________________________
mk Solutions is not responsible for incorrect information provided by the customer.
This drawing portrays a sample configuration.
SWEEPERDocusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
H
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12111098765421
987654321
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Format
Material
1-009026.idw
1-009033
1
DIN ISO 1302
DIN ISO 2768-K
Name
Name
Initial Version
Index
Mi.Mu
1/
Drawn
Checked
Modification
Date
Modification only in CAD ViewsMethodeE-ISO R 128
Description
Date
Drawing No.
Article No.
Origin
Dimensions
Scale
Sheet
General Tol.
up to 3000 1,6
up to 1000 0,8
up to 100 0,3
up to 30 0,2
up to 6 0,1
mk Solutions GmbH owns the copyright ofthis drawing. Without permission, thisdrawing may not be copied nor submittednor handed over to rival firms and/orthird parties.
AMHS Tigard
1 : 50
A
4446 mm / 175.0 in
4893 mm / 192.7 in7585 mm / 298.6 in
19192 mm / 755.6 in
Customer Approval
Date: ________________________________
Name: ________________________________
Signature: _____________________________
mk Solutions is not responsible for incorrect information provided by the customer.
This drawing portrays a sample configuration.
2353 mm / 92.6 in
POP-UPDocusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Tigard Public Library
RFP 2025-07 AMH Replacement Project
27 w w w . m k s o l u t i o n s . c o m
D. Cost Proposal Matrix (4.5)
Category Cost
Equipment and installation
This cost must include: 16 destination sorter, ergonomic bins,
conveyors, 2 staff inductions, 2 public inductions, modification hardware
for external or internal induction if needed, freight, installation, start-up,
training, and software.
$219,000.00
Removal of all existing equipment. Include equipment trade-in credit if
applicable*.
$2,000.00
Maintenance and Service agreement and/or warranty. Include 1-year
of maintenance and operations service from the date of system start-up.
INCLUDED (2
Years’ Warranty)
Total Lump Sum for system replacement $221,000.00
Annual service agreement cost for years 2-10 including projected
inflationary cost factor
Cost
Year 2 – Software Only (with 2 Year Warranty in place) All SLAs:
$2,050.00
Year 3 – Choice of SLA (Bronze, Silver, or Gold) and Software Bronze: $3,421.00
Silver: $8,001.00
Gold: $11,001.00
Year 4 – Choice of SLA and Software Bronze: $3,507.00
Silver: $8,202.00
Gold: $11,277.00
Year 5 – Choice of SLA and Software Bronze: $3,595.00
Silver: $8,407.00
Gold: $11,559.00
Year 6 – Choice of SLA and Software Bronze: $3,685.00
Silver: $8,617.00
Gold: $11,848.00
Year 7 – Choice of SLA and Software Bronze: $3,778.00
Silver: $8,833.00
Gold: $12,145.00
Year 8 – Choice of SLA and Software Bronze: $3,872.00
Silver: $9,054.00
Gold: $12,449.00
Year 9 – Choice of SLA and Software Bronze: $3,968.00
Silver: $9,280.00
Gold: $12,760.00
Year 10 – Choice of SLA and Software Bronze: $4,067.00
Silver: $9,512.00
Gold: $13,079.00
Optional Items:
mk Book Bins as spare (spring loaded bottoms) $1,500.00 each
mk eBin (motorized bottom, includes sensors, control panel; charges automatically when
docked at the AMHS $3,200.00 each
55” TV for sorting room showing entire system, its condition / status, with wall mount $990.00
mk Spare Parts Package, stored at the library to ensure immediate availability (includes most
common parts) $5,000.00
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Page 16
ATTACHMENT A
PROPOSAL CERTIFICATIONS
The Contractor agrees not to discriminate against any client, employee or applicant for employment or for
services, because of race, color, religion, sex, national origin, handicap or age with regard to, but not limited
to, the following: employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoffs
or termination; rates of pay or other forms of compensation; selection for training; rendition of services. It is
further understood that any Contractor who is in violation of this clause shall be barred from receiving awards
of any contract from the City, unless a satisfactory showing is made that discriminatory practices have
terminated and that a recurrence of such acts is unlikely.
Agreed by:
Contractor Name:
*****************************************
Resident Certificate
Please Check One:
Resident Contractor: Contractor has paid unemployment taxes and income taxes in this state during
the last twelve calendar months immediately preceding the submission of this proposal.
Or
Non-resident Contractor: Contractor does not qualify under requirement stated above.
(Please specify your state of residence: )
Officer’s signature:
Type or print officer’s name:
mk Solutions, Inc.
Pennsylvania
Rachel A. G. Davis
, Rachel A. G. Davis
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Page 17
ATTACHMENT B
PROPOSAL FORM
RFP 2024-07 – AMH Replacement Project
The Contractor named below submits this proposal in response to the Request for Proposals (RFP) for the
contract named above and warrants that the Contractor has carefully reviewed the RFP and that this proposal
represents the Contractor’s full response to the requirements described in the RFP.
The Contractor further warrants that if this proposal is accepted, the Contractor agrees to all terms and
conditions found in the sample contract (Attachment D), and will provide all necessary labor, materials,
equipment, and other means required to complete the work in accordance with the requirements of the RFP
and contract documents. The Contractor hereby acknowledges the requirement to carry or indicates the
ability to obtain the insurance required in the sample contract.
Indicate in the affirmative by initialing here: ______
The Contractor certifies that the proposal has been arrived at independently and has been submitted without
any collusion designed to limit competition.
The Contractor hereby acknowledges receipt of Addendum Nos. ___,___,___,___,___ to this RFP.
Name of Contractor:
Business Address:
Telephone Number:
Fax Number:
Email Address:
Authorized Signature:
Printed/Typed Name:
Title:
Date:
RD
1 2 3
mk Solutions, Inc.
75 Acco Drive, Ste. A-3
York, PA 17402
860-760-0438
n/a
bids.us@mksolutions.com
Rachel A. G. Davis
Senior Manager
January 31, 2025
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
City of Tigard | 13125 SW Hall Blvd., Tigard, OR 97223 | www.tigard-or.gov
City of Tigard
FINANCE AND INFORMATION SERVICES
Solicitation Response Form
ITB/RFP Number and Title: __________________________________________________________
Firm Name: ______________________________________________________________________
Address: ______________________________________________________________________
______________________________________________________________________
Phone: ______________________________ Email:________________________________________
Point of Contact: ____________________________________________________________________
Is your firm certified by the State of Oregon Certification Office for Business Inclusion and Diversity?
Yes No
If yes, check all that apply:
Disadvantaged Business Enterprise (DBE)Service-Disabled Veteran (SVE)
Woman-owned Business Enterprise (WBE)Emerging Small Business (ESB)
Minority-owned Business Enterprise (MBE)
I have read and thoroughly understand the disclaimer, instructions, and all other conditions related to
downloading solicitation documents from the City of Tigard’s web page.
I hereby attest that this information, to the best of my knowledge, is valid and correct.
Signature:
Date: _______________________________
Next Step: When you have completed this form, please send it to Contracts & Purchasing Office to be
added to the plan holders list for this solicitation:
Email: ContractsPurchasing@tigard-or.gov
Submit:
2025-07 AMH Replacement Project
mk Solutions, Inc.
75 Acco Drive, Ste. A-3
York, PA 17402
860-760-0438 bids.us@mksolutions.com
Christen Hinderer, 443-519-6405
January 31, 2025
Click to Submit Form
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Sta Induction Station
Return and check items in instantly
MKS-STIN-EN info@mksolutions.com www.mksolutions.com
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Sta Induction Station
Return and check items in instantly
Sta Induction Station Features &Benefits
With the Sta Induction Station,materials are immediately checked-in,and security is
automatically activated.Return stations can be equipped with height adjustable options for a
most convenient work environment.
The station accepts up to 1,500 items per hour and is connected to an AMHS ensuring a 100%
sorting accuracy.The return stations are UL-listed,OSHA/ADA/CDA-compliant,and CE-certified.
A scratch-resistant 22"touchscreen display o ers instructional animations and clear messaging in
multiple languages,which can be selected by sta .
Sta can convert items to RFID at the station like usually processed at a sta workstation.Hold
slips can be printed and added to the items.
The web-based dashboard and management tool mk LibManager is available at a sta induction
station to ensure a convenient overview of the system at any time.
Height adjustable return,focus
on ergonomics
Access to mk LibManager,your
perfect dashboard
Seamlessly integrated with mk
AMH Systems
MKS-STIN-EN info@mksolutions.com www.mksolutions.com
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
Sta Induction Station
Return and check items in instantly
Sta Induction Station Technical Data
▪Dimensions (without screen):36"L x 30"W x 35"H |Weight 120 lbs.
▪1 x 120V,60Hz +1 x data
▪Media measurements:min.4"x 4"x 0.12"thick |max.16"x 12"x 4"thick
▪Media weight:min.1.5 oz.|max.11 lbs
▪Speed:up to 1,500 items/hour
▪Certifications:UL-listed,CE-certified
MKS-STIN-EN info@mksolutions.com www.mksolutions.com
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
EXHIBIT C
SERVICE LEVEL AGREEMENT
See following pages.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
mk Solutions Inc.
75 Acco Drive, Suite A-3
York, PA 17402 - USA
Phone: +1 860 760 0438
info@mksolutions.com
www.mksolutions.com
Page 1 of 13 (V1.1)
Service Level Agreement (SLA) for Hardware
Between:
mk Solutions, Inc.
75 Acco Drive, Suite A-3
York, PA 17402
Referred herein as "MANUFACTURER"
And:
City of Tigard
Tigard Public Library
13500 SW Hall Blvd.
Tigard, OR 97223
United States
Referred herein as "CUSTOMER"
A preventive Maintenance and Service Agreement will be entered into with respect to the
MANUFACTURER’s Hardware detailed in the MANUFACTURER’s Sales Order and/or sales
contract signed by both the MANUFACTURER AND CUSTOMER.
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I. Scope of the Agreement
CUSTOMER has purchased a Gold service level agreement for the service and maintenance of the
Hardware, starting in month 13 after the initial delivery and/or installation of the hardware. Please
see below for the coverage per agreement levels. Checkmarks equal included. Percentages define
the deductible portion of the costs for CUSTOMER.
BRONZE SILVER GOLD
Annual Maintenance*
E-Mail Support
Phone Support (Hotline)
On Site Support
(incl. travel expenses)
Hardware replacement parts
(50%)
Spare parts automatic refill**
(100%)
(50%)
*Depending on hardware, maintenance maybe performed remotely..
**Requires purchase of a spare part package to be stored locally
a) Hardware Covered
MANUFACTURER undertakes to provide maintenance and service for the Hardware listed
in Exhibit A.
Maintenance and Service
For purposes of this Agreement, "Maintenance" shall be deemed to include any preventative
measures taken in order to minimize wear-and-tear of the Hardware to ensure the continued
functionality and operation of the Hardware. "Service" shall mean the work performed by
MANUFACTURER in response to problems with the functionality and/or operation of the
Hardware as reported by CUSTOMER. Maintenance and Service shall include the following
b) Preventative Maintenance
Upon expiration of the original factory warranty period, MANUFACTURER shall perform
Preventative Maintenance Inspections (PMI) of Hardware each calendar year and per the
service level agreement in place. A PMI will be scheduled in advance, and the date shall be
mutually agreed upon by both parties. Depending on the type of Hardware, PMIs can be
performed remotely and don’t require an on-site technician.
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After completion of the PMI, MANUFACTURER shall provide CUSTOMER with a detailed
written documentation of the PMI. MANUFACTURER guarantees that the PMI will be
carried out properly. This shall not release CUSTOMER from the responsibility to comply
with the applicable safety regulations for the prevention of accidents and CUSTOMER’S
Maintenance responsibilities for the Hardware set forth in the operating manual provided by
MANUFACTURER.
c) Service & Support Protocol
CUSTOMER troubleshoots and uses MANUFACTURER documentation to resolve issues. If
CUSTOMER needs MANUFACTURER’s support, CUSTOMER shall use the proper
procedures to place a service ticket. Initial contact is made to the Technical Support
Department via email by using the following addresses:
USA customers: service.us@mksolutions.com
Canadian customers: service.ca@mksolutions.com
The CUSTOMER will receive an immediate confirmation with a service ticket number and a
link to the customer portal. This portal should be used to follow the MANUFACTURER’s
protocol and to ensure several team members are contacted at once. A team member will
use the most efficient and quickest way possible to resolve the issue, so the CUSTOMER
has limited down time.
MANUFACTURER shall provide CUSTOMER remote support during support hours listed in
Exhibit B.
d) Onsite Services
MANUFACTURER will dispatch field technician if the issue can’t be resolved remotely.
Local technicians are equipped with standard spare parts. If additional parts are needed, the
MANUFACTURER will use overnight shipping to deliver to the customer in the fastest way
possible. MANUFACTURER will dispatch a local field technician accordingly.
e) Response Times
i) Emergency Service and Non-emergency Service are defined as follows:
Emergency Service shall mean that the Hardware is not operational, can’t be used, and
this is the only product available for CUSTOMER (i.e. CUSTOMER has only one self-
check station and this is not operational).
Non-emergency Service shall mean that the Hardware is operating but is experiencing
problems (i.e. CUSTOMER has two self-check stations and one is not operational or
CUSTOMER has one self-check station and receipt printer is not working).
ii) Response to Initial Customer Service ticket is as follows MANUFACTURER’s support
Technician shall respond to CUSTOMER's service request for either Emergency or Non-
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emergency Service. The CUSTOMER must follow MANUFACTURER’s service protocol
and troubleshooting guidelines defined in MANUFACTURER’s documentation. After
troubleshooting and if necessary, CUSTOMER contacts the MANUFACTURER’s service
department. MANUFACTURER shall endeavor at all times to remedy the error remotely,
if possible. The error message, problem or condition shall be reported by the
CUSTOMER's contact person. The response time shall commence when CUSTOMER
reports the incidence to the Service Hotline.
iii) Emergency Service. The response time to an Emergency Service ticket shall be within 4
hours of responding to the CUSTOMER's initial service ticket email. If an onsite
Technician and/or part is required, MANUFACTURER shall dispatch a Technician within
8 hours to be at the Library by the next operational day, in accordance to e) Onsite
Services above.
iv) Non-emergency Service. The response time to a Non-emergency Service ticket shall be
within 24 hours of responding to the CUSTOMER's initial service ticket email. If an
onsite Technician and/or part is required, MANUFACTURER shall dispatch a Technician
within 48 hours to be at the Library by the next business day, in accordance to e) Onsite
Services above.
Delay: In the event that a PMI, Maintenance or Service call is delayed as a result of or in
connection with industrial disputes, strikes and lockouts, as well as the occurrence of
circumstances beyond MANUFACTURER's responsibility including non-standard parts
delay, the response time shall be reasonably extended, provided that it can prove that such
impediments significantly influence the completion of the PMI, Maintenance or Service. The
latter provision shall also apply if such circumstances occur after MANUFACTURER goes
behind schedule.
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f) Escalation of Service Response
CUSTOMER shall notify MANUFACTURER of any requests for Service and
MANUFACTURER shall respond to CUSTOMER's requests for Services as set forth below:
Problem occurs, CUSTOMER references
documentation for troubleshooting procedures
supplied by Manufacturer and attempts to resolve locally. If
CUSTOMER is unable to resolve issue, CUSTOMER places a service
ticket in accordance to MANUFACTURER’s protocol.
MANUFACTURER’s technician analyzes while accessing via remote
monitoring.
If MANUFACTURER is unable to resolve the issue remotely, a local
field technician will be dispatched
Local Technician will resolve issue
g) Critical Spare Parts Kit (if applicable)
Applies only if CUSTOMER purchased a Critical Spare Part Kit:
Within sixty (60) days of signing this Agreement, MANUFACTURER shall provide
CUSTOMER with a factory-recommended Critical Spare Parts Kit, itemized in Exhibit D,
along with a small storage cabinet to be maintained on-site at all times and be easily
accessible by MANUFACTURER's service technician (hereinafter "Technician"). When a
worn or defective part is replaced, it will be taken from the Critical Spare Parts Kit on-site.
Technician will inspect the worn or damaged part and determine whether it must be returned
to the factory for evaluation or disposed of. The items in the Critical Spares Kit shall be
replaced by MANUFACTURER. The replacement cost of each item is covered under this
Agreement for Gold program. For Silver program with a 50% deductible and for Bronze
program with a 100% deductible for the CUSTOMER.
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h) Maintenance or Service beyond the Scope of this Agreement.
If it is determined that the Hardware has been damaged due to CUSTOMER's failure to
follow written Maintenance troubleshooting procedures provided to CUSTOMER by
MANUFACTURER or interference or damage on the part of anyone other than the
MANUFACTURER, then any Service required to repair such damage is not covered by this
Agreement. Coverage does not include damage caused by Library patrons, staff, and or
third parties including software and hardware changes. In the event any maintenance or
repair work is outside the scope of this Agreement, MANUFACTURER shall obtain written
authorization to proceed with the Maintenance from CUSTOMER prior to commencing work.
These additional service expenses will be charged separately per the current
MANUFACTURER service rates at the time service is performed.
If CUSTOMER or any third party enhances, modifies, alters, or otherwise makes any change
to the Products without the prior express written consent of MANUFACTURER,
MANUFACTURER shall have no obligation whatsoever to provide service, maintenance or
support of such products at any time after such enhancement, modification, alteration, or
change. Notwithstanding anything herein to the contrary, MANUFACTURER’s obligation to
provide maintenance and support for the licensed products shall extend only to the most
recent version and the next most recent version of the programs provided to CUSTOMER.
II. Library Obligations
a) CUSTOMER shall provide MANUFACTURER with sufficient documentation, information,
assistance, support, and test time on CUSTOMER’s computer system to duplicate any
reported problems, certify that the problem is with the products, and certify that the problem
has been corrected. MANUFACTURER will be provided with remote access to systems to
aid the troubleshooting and repair process.
b) CUSTOMER shall designate specific employees who will be trained in all aspects of the
products, including trouble shooting. These, and only these employees, may contact
MANUFACTURER for matters related to this Agreement.
c) CUSTOMER shall perform problem definition activities and any remedial or corrective
actions as described in the customer manuals and other system documentation provided to
CUSTOMER by MANUFACTURER prior to seeking assistance from MANUFACTURER.
d) CUSTOMER is responsible for performing scheduled preventative maintenance as per
product specifications.
e) CUSTOMER shall provide MANUFACTURER maintenance personnel with proper, safe
access to the Hardware and Software at all requisite times for the purpose of providing the
maintenance services.
f) CUSTOMER will provide MANUFACTURER with at least thirty (30) days written notice of the
CUSTOMER’s intention to move the Hardware to a location other than the premises.
g) CUSTOMER to provide MANUFACTURER library access to the Hardware in order to
perform the required Maintenance or Service.
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III. Term of the Agreement
a) The initial term of this Agreement shall be 48 months starting from the date of when the
CUSTOMER signed the MANUFACTURER’s Final Acceptance form, unless otherwise
stated in a sales order / purchase order signed between both the MANUFACTURER and
CUSTOMER. This Agreement is automatically renewed by one year, if not terminated 6
months prior to the end date. If the CUSTOMER adds future products, this Agreement
and/or its Annexes will be adjusted accordingly to include the new products.
IV. Price and Payment
a) Price for selected SLA program is portrayed in Exhibit A
b) CUSTOMER agrees to pay MANUFACTURER within 30 days of receipt of invoice.
c) First year maybe subjected to a pro-rated invoice until the end of the calendar year. Then
following years will be invoiced in advance based on one calendar year each.
d) Costs for parts and services what are not partially or fully covered by the chosen SLA
program, will be invoiced separately per the current MANUFACTURER’s rates at the time
parts or services are performed.
e) If CUMSTOMER payment is overdue, MANUFACTURER reserves the right to suspend any
support and services and/or terminate this Agreement with immediate effect.
V. Warranty and Liability
a) If Maintenance or Service fails to be properly carried out according to the Agreement,
MANUFACTURER shall redo the work or make corrections free of charge.
b) MANUFACTURER shall remove, free of charge, all damage to the Hardware caused by it or
its local technicians and either repair or replace those portions of the Hardware that were
damaged and restore the system to its normal operating condition.
c) MANUFACTURER reserves the right to make equal or better substitutions to Hardware
because of upgrades, availability, or obsolescence.
VI. Miscellaneous Provisions
a) Changes to Hardware. Should the Hardware be expanded or significantly altered during the
term of this Agreement, the changes shall be covered by the Manufacturer’s standard
warranty for the first 12 months of use. At the expiration of this warranty coverage, this
contract will be adjusted in price to reflect the change in the original contract scope of
coverage and any additional spare parts required to cover the additional Hardware.
b) Service by Third Parties. mk software and hardware can only be serviced and maintained
by a mk trained technician. If CUSTOMER allows Hardware to be serviced or relocated by
any third parties and/or the CUSTOMER without the written consent of MANUFACTURER, it
continues to be obliged to pay remuneration to MANUFACTURER, unless the third party
enters into this Agreement upon the consent of MANUFACTURER. MANUFACTURER shall
not unreasonably withhold its consent.
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c) MANUFACTURER shall not assign its entitlements and obligations under this Agreement to
third parties without CUSTOMER's written consent which shall not unreasonably be
withheld.
d) It is agreed that MANUFACTURER is an independent contractor, and all persons working for
or under the direction of MANUFACTURER are MANUFACTURER's trained technicians,
and said persons shall not be deemed agents or employees of CUSTOMER.
VII. Insurance
Current insurance coverage can be obtained by requesting a copy from the MANUFACTURER.
VIII. Attachments or Exhibits
If the attachments or exhibits to this Agreement, if any, are inconsistent with this Agreement, this
Agreement shall control.
This Agreement contains the entire understanding between the parties with respect to the subject
matter herein. There are no representations, agreements or understandings (whether oral or
written) between or among the parties relating to the subject matter of this Agreement which are not
fully expressed herein. Should any provision of this Agreement be found invalid or unenforceable,
the decision shall affect only the provision interpreted, and all remaining provisions shall remain
enforceable.
Attachments & Exhibits:
Exhibit A Hardware Covered & Pricing
Exhibit B Service & Support Protocol
Exhibit C Authorized Contact Persons
Exhibit D Critical Spare Parts Package (option)
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EXHIBIT A
HARDWARE COVERED & PRICING
MANUFACTURER undertakes to provide maintenance and service for the Hardware stated in:
Customer’s PO Number (if applicable):
Contract Number (if applicable): 32500086
MANUFACTURER’s Sales Order Number: 51630
CUSTOMER agrees to the following SLA: Gold
Annual price increase 2.5% over 10 years.
(if applicable, taxes will be added in invoice)
CUSTOMER may add more hardware in the future. Pricing will then be adjusted accordingly.
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EXHIBIT B
SERVICE & Support Protocol
MANUFACTURER shall provide CUSTOMER remote support during the following support hours*.
Monday to Friday 7:00 AM – 8:00 PM (EST)
Saturday 10:00 AM – 3:00 PM (EST)
Sunday 10:00 AM – 3:00 PM (EST)
*Hours may differ on major holidays.
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EXHIBIT C
AUTHORIZED CONTACT PERSONS
Following persons are authorized for official reporting and additional fees that may apply to service
in accordance to the Service Level Agreement. Therefore, when service is requested through the
MANUFACTURER’s service ticket portal, the library will be responsible for all additional fees for
services and labor provided by the MANUFACTURER that are not covered under the selected SLA.
First Name Last Name Title Phone No. E-mail Address
Halsted Bernard Library Director 503-718-2501 halstedb@tigard-or.gov
Cheryl Cyr Circulation
Division Manager 503 718-2509 cheryl.cyr@tigard-or.gov
Stephen Hughes Circulation
Supervisor 503 718-2525 stephenhu@tigard-or.gov
Jaime Hutchison Circulation
Supervisor 503-718-2510 jaimeh@tigard-or.gov
Laurie Calvert Senior Library
Assistant 503-718-2500 laurie@tigard-or.gov
Tara Morissette Senior Library
Assistant 503-718-2590 taram@tigard-or.gov
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EXHIBIT D
CRITICAL SPARE PARTS PACKAGE (option)
Price (net): USD $5,000
(if applicable, taxes will be added in invoice)
Pos. Item # Description Qty.
1 CSPP-CAB Storage Cabinet 1
2 TBD per hardware purchased TBD per hardware purchased…
3
4
5
6
7
8
9
10
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IN WITNESS WHEREOF, this Agreement is executed by CUSTOMER and by MANUFACTURER.
MANUFACTURER CUSTOMER
Signature Signature
Michael Weiss
Printed Name Printed Name
President & CEO
Title Title
Date Date
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
6/4/2025 6/5/2025
Brent Stockwell
City Manager
EXHIBIT D
SOFTWARE SUBSCRIPTION AGREEMENT
See following pages.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
info@mksolutions.com
www.mksolutions.com
Page 1 of 12
Exhibit A of mk Sales Contract (V2.0)
Software Subscription Agreement (SSA)
May 27, 2025
Between:
mk Solutions, Inc.
75 Acco Drive, Suite A-3
York, PA 17402, USA
Referred herein as "Vendor."
And:
City of Tigard
13125 SW Hall Boulevard
Tigard OR 97223
Referred herein as "Subscriber."
In this Agreement, executed on this 27th day of May, 2025, (“Effective Date”). Vendor agrees to
provide its software as a service to Subscriber on the following terms.
I. Grant of License to Access and Use Service
Vendor hereby grants to Subscriber, including to all Subscriber's Authorized Users, a non-exclusive,
non-sublicensable, non-assignable, royalty-free, and worldwide license to access and use Vendor’s
software (the “Service”) solely for Subscriber's internal business operations, as set forth in this
Agreement.
II. Support Services
Initial Support. For the 60-month period beginning on the Effective Date, and at Vendor's own
expense, Vendor shall provide Subscriber with telephone or electronic support during hours per
Exhibit B in order to help Subscriber locate and correct problems with the Service and any related
software.
Renewed Support. After the initial month support period, Subscriber may elect to renew Vendor's
support services under this paragraph [SUPPORT] for additional 12-month periods, at Vendor's
then-current service rates.
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Exhibit A of mk Sales Contract (V2.0)
III. Fees
Subscriber shall pay Vendor an annual subscription fee as portrayed in the mk proposal and/or the
stated (the "Subscription Fee") for the software service provided under this agreement.
IV. Payment
Subscriber shall pay the annual Subscription Fee to Vendor no later than on the first day of each
calendar year or for the first-year pro-rated no later than the first day of the Effective Date, in
immediately available funds, and to the account shown on Vendor’s invoice.
Taxes: Payment amounts under this agreement do not include any applicable taxes, and
Subscriber shall pay all taxes applicable to payments between the parties under this agreement.
Interest: Any amount not paid when due will bear interest from the due date until paid at a rate
equal to 1% per month (12.68% annually) or the maximum allowed under state law, whichever is
less.
V. Service Levels
Applicable Levels. Vendor shall provide the Service to Subscriber with a System Availability of at
least 98% during each calendar month for hosted environments Vendor provides. If Subscriber
provides System components (i.e. server, virtual machines, computers, network, etc.) the availability
level depends on Subscriber.
System Maintenance. Vendor may take the Service offline for scheduled maintenances. Vendor will
schedule maintenance with a two weeks’ notice to Subscriber.
VI. System Availability Definition
Percentage of Hours per Month. "System Availability" means the percentage of hours in a month
that the key components of the Service are operational.
Not Included in "System Availability.” "System Availability" will not include any hours of downtime
resulting from:
scheduled maintenance,
events of force majeure,
malicious attacks on the system,
issues associated with Subscriber's computing devices, local area networks or internet
service provider connections, or
Vendor's inability to deliver services because of Subscriber's acts or omissions.
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Exhibit A of mk Sales Contract (V2.0)
VII. Data Protection and Privacy
Subscriber shall implement reasonable safeguards to prevent unauthorized access to, use of, or
disclosure of the disclosing party's Data.
Vendor may collect, use and process Subscriber data required to provide adequate services.
If Vendor hosts services on Vendors hardware, Subscriber can request for a payment of $250.00
per copy, Vendor to deliver to Subscriber a full back-up of Subscriber's Data, in a format the parties
agree on in writing.
Vendor may anonymously compile statistical information related to the performance of the Service
for purposes of improving the Service, but only if such information does not identify the data as
Subscriber's or otherwise include Subscriber's name.
VIII. Ownership of Intellectual Property
Ownership. Vendor is the exclusive legal owner of the Service, including all Intellectual Property
included in the Service.
Status of Licensed Intellectual Property. Vendor has properly registered and maintained all
Intellectual Property included in the Service and has paid all applicable maintenance and renewal
fees.
Retention by Vendor. Vendor will retain all interest in and to the Services, including all
documentation, modifications, improvements, upgrades, derivative words, and all other Intellectual
Property rights in connection with the Service, including Vendor 's name, logos. and trademarks
reproduced through the Service.
IX. Mutual Representations
Capacity. The parties have the authority and capacity to enter into this agreement. Neither party is
under any restriction or obligation that the party could reasonably expect might affect the party's
performance of its obligations under this agreement.
No Breach or Violation. Neither party’s execution, delivery, or performance of its obligations under
this agreement will breach or result in a default under that party’s articles, bylaws, or constitutional
provisions, ordinances, regulations or any Law to which it is subject, or any judgment, Order, or
decree of any Governmental Authority to which it is subject, or any agreement to which it is a party
or by which it is bound.
Permits, Consents, and Other Authorizations. Each party holds all Permits and other authorizations
necessary to own, lease, and operate its properties, and conduct its business as it is now carried
on.
No Disputes or Proceedings. There are no Legal Proceedings pending, threatened, or foreseeable
against either party, which would affect that party’s ability to complete its obligations under this
agreement.
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Exhibit A of mk Sales Contract (V2.0)
No Bankruptcy. Neither party has taken or authorized any proceedings related to that party’s
bankruptcy, insolvency, liquidation, dissolution, or winding up.
X. User Obligations
Hardware Obligations. Subscriber shall be responsible for obtaining and maintaining all computer
hardware, software, and communications equipment needed to internally access the Service, and is
responsible for paying all third-party access charges incurred while using the Service.
Anti-Virus Obligations. Subscriber shall be responsible for implementing, maintaining, and updating
all necessary and proper procedures and software for safeguarding against computer infection,
viruses, worms, Trojan horses, and other code that manifest contaminating or destructive properties
(collectively "Viruses").
Subscriber's Use of Services. Subscriber shall abide by all local and international laws and
regulations applicable to its use of the Service, use the Service only for legal purposes, and comply
with all regulations, policies and procedures of networks connected to the Service.
Restricted Uses. Subscriber will not knowingly (1) upload or distribute of any files that contain
viruses, corrupted files, or any other similar software or programs that may damage the operation of
the Service; (2) modify, disassemble, decompile, or reverse engineer the Service; (3) probe, scan,
test the vulnerability of, or circumvent any security mechanisms used by, the sites, servers, or
networks connected to the Service; (4) take any action that imposes an unreasonably or
disproportionately large load on the sites, servers, or networks connected to the Service; (5) copy or
reproduce the Service; (6) access or use any other clients' or their users' data through the Service;
(7) maliciously reduce or impair the accessibility of the Service; (8) use the service to post, promote,
or transmit any unlawful, harassing, libelous, abusive, threatening, harmful, hateful, or otherwise
objectionable material, or (9) transmit or post any material that encourages conduct that could
constitute a criminal offense or give rise to civil liability.
XI. Term
This agreement begins on the Effective Date and will continue until terminated (the "Term").
XII. Termination
Termination on Notice. Either party may terminate this agreement for any reason on 12 months’
notice to the other party.
Termination for Material Breach. Each party may terminate this agreement with immediate effect by
delivering notice of the termination to the other party, if the other party fails to perform, has made or
makes any inaccuracy in, or otherwise materially breaches, any of its obligations, covenants, or
representations, and the failure, inaccuracy, or breach continues for a period of ten business days
after the injured party delivers notice to the breaching party reasonably detailing the breach.
Termination for Failure to Pay. Vendor may terminate this agreement with immediate effect by
delivering notice of termination to Subscriber if Subscriber fails to timely pay the annual Subscription
Fee.
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Exhibit A of mk Sales Contract (V2.0)
Effect of Termination
Refund Amounts. Vendor shall immediately refund to Subscriber any prepaid Subscription Fees
covering the remainder of the term of all subscriptions after the effective date of termination.
Payment Outstanding Amounts. Subscriber shall immediately pay to Vendor all amounts
outstanding as of the date of, and as a result of, termination.
Discontinuance of Use. Subscriber shall cease all use of the Service upon the effective date of
the termination.
Recovery of Data. Subscriber will have 30 days from the date of termination to retrieve any of
data that Subscriber wishes to keep.
XIII. Indemnification
Indemnification by Vendor. Vendor (as an indemnifying party) shall indemnify Subscriber (as an
indemnified party) against all losses and expenses arising out of any proceeding brought by a third
party, and arising out of a claim that the Services infringe the third party's Intellectual Property
rights.
Vendor will be required to indemnify Subscriber under paragraph [INDEMNIFICATION FOR
INFRINGEMENT CLAIMS] only if Subscriber’s use of the Services complies with this agreement
and all documentation related to the Services, the infringement was not cause by Subscriber
modifying or altering the Services or documentation related to the Services, unless Vendor
consented to the modification or alteration in writing, and the infringement was not caused by
Subscriber combining the Services with products not supplied by Vendor, unless Vendor consented
to the combination in writing.
Mutual Indemnification. Each party (as an indemnifying party) shall indemnify the other (as an
indemnified party) against all losses arising out of any proceeding brought by either a third party or
an indemnified party, and arising out of the indemnifying party's willful misconduct or gross
negligence. Subscriber’s indemnification obligations are subject to the limitations of the Oregon Tort
Claims Act.
XIV. Notice and Failure to Notify
Notice Requirement. Before bringing a claim for indemnification, the indemnified party shall notify
the indemnifying party of the indemnifiable proceeding, and deliver to the indemnifying party all legal
pleadings and other documents reasonably necessary to indemnify or defend the indemnifiable
proceeding.
Failure to Notify. If the indemnified party fails to notify the indemnifying party of the indemnifiable
proceeding, the indemnifying will be relieved of its indemnification obligations to the extent it was
prejudiced by the indemnified party's failure.
Exclusive Remedy. The parties' right to indemnification is the exclusive remedy available in
connection with the indemnifiable proceedings described in this section [INDEMNIFICATION].
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
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Exhibit A of mk Sales Contract (V2.0)
XV. Limitation on Liability
Mutual Limit on Liability. Neither party will be liable for breach-of-contract damages suffered by the
other party that are remote or speculative, or that could not have reasonably been foreseen on entry
into this agreement.
Maximum Liability. With the exception of Vendor’s indemnification obligations under Section XIII,
Vendor 's liability under this agreement will not exceed the fees paid by Subscriber under this
agreement during the 12 months preceding the date upon which the related claim arose.
XVI. General Provisions
Entire Agreement. The parties intend that this agreement, together with all attachments, schedules,
exhibits, and other documents that both are referenced in this agreement and refer to this
agreement, represent the expression of the parties' intent relating to the subject matter of this
agreement, contain all the terms the parties agreed to relating to the subject matter, and all of the
parties' previous discussions, understandings, and agreements relating to the subject matter of this
agreement.
Counterparts: This Agreement may be executed, including electronically, in one or more
counterparts, each of which when so executed shall be deemed an original and constitute one and
the same instrument. If this Agreement is executed in counterparts, then it shall become fully
executed only as of the execution of the last such counterpart called for by the terms of this
Agreement.
Amendment. Vendor may amend the terms and conditions of this agreement at any time by
reasonable notice.
Assignment. Neither party may assign this agreement or any of their rights or obligations under this
agreement without the other party's written consent.
Notices. The parties shall give all notices and communications between the parties in writing by (i)
personal delivery, (ii) a nationally-recognized, next-day courier service, (iii) first-class registered or
certified mail, postage prepaid, or (iv) electronic mail to the party's address specified in this
agreement, or to the address that a party has notified to be that party's address for the purposes of
this section, as follows:
For Vendor:
Markus Flory, General Manager
mk Solutions, Inc.
75 Acco Drive, Suite A-3
York, PA 17402, USA
markus.flory@mksolutions.com
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
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Exhibit A of mk Sales Contract (V2.0)
For Subscriber:
City of Tigard, Tigard Public Library
Attn: Stephen Hughes
13500 SW Hall Blvd.
Tigard, OR 97223
United States
Receipt of Notice. A notice given under this agreement will be effective on the other party's receipt
of it, or if mailed, the earlier of the other party's receipt of it and the third business day after mailing
it.
Governing Law. This agreement shall be governed, construed, and enforced in accordance with the
laws of the State of Oregon, without regard to its conflict of laws rules.
Severability. If any part of this agreement is declared unenforceable or invalid, the remainder will
continue to be valid and enforceable.
Waiver
Affirmative Waivers. Neither party's failure or neglect to enforce any rights under this agreement
will be deemed to be a waiver of that party's rights.
Written Waivers. A waiver or extension is only effective if it is in writing and signed by the party
granting it.
No General Waivers. A party's failure or neglect to enforce any of its rights under this
agreement will not be deemed to be a waiver of that or any other of its rights.
No Course of Dealing. No single or partial exercise of any right or remedy will preclude any
other or further exercise of any right or remedy.
Force Majeure. Neither party will be liable for performance delays nor for non-performance due
to causes beyond its reasonable control, except for payment obligations.
XVII. Relationship of the Parties
No Relationship. Nothing in this agreement creates any special relationship between the parties,
such as a partnership, joint venture, or employee/employer relationship between the parties.
No Authority. Neither party will have the authority to, and will not, act as agent for or on behalf of the
other party or represent or bind the other party in any manner.
Cooperation. Subscriber will reasonably cooperate with any of Vendor’s service outages, security
problems, and any suspected breach of the Agreement. Where agreement, approval, acceptance,
consent or similar action by either party hereto is required by any provision of this Agreement, such
action shall not be unreasonably delayed or withheld.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
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Exhibit A of mk Sales Contract (V2.0)
XVIII. Counterparts
This Agreement may be executed in counterparts, each of which shall be deemed to be an original,
but all of which, taken together, shall constitute one and the same agreement.
XIX. Definitions
"Authorized Users" means library staff and library patrons, depending on the software subscription
in place.
"Business Day" means a day other than a Saturday, a Sunday, or any other day on which the
principal banks located in Pennsylvania are not open for business.
"Data" means all of the data Subscriber creates with or uses with the Service, or otherwise related
to Subscriber's use of the Services.
"Intellectual Property" means any and all of the following in any jurisdiction throughout the world:
a) trademarks and service marks, including all applications and registrations, and the goodwill
connected with the use of and symbolized by the foregoing,
b) copyrights, including all applications and registrations related to the foregoing,
c) trade secrets and confidential know-how,
d) patents and patent applications,
e) websites and internet domain name registrations, and
f) other intellectual property and related proprietary rights, interests and protections (including
all rights to sue and recover and retain damages, costs and attorneys' fees for past, present,
and future infringement, and any other rights relating to any of the foregoing).
"Person" includes.
a) any corporation, company, limited liability company, partnership, governmental authority,
joint venture, fund, trust, association, syndicate, organization, or other entity or group of
persons, whether incorporated or not, and
b) any individual.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
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Exhibit A of mk Sales Contract (V2.0)
EXHIBIT A
Subscriber shall pay Vendor an annual subscription fee for the software service provided under this
agreement:
Contract Number / PO (if applicable): 32500086
Vendor’s Proposal and/or Sales Order 51630, dated 5/13/2025
Subscriber agrees to the pricing, per mk proposal. Annual price increase 2.5% over 10 years.
(if applicable, taxes will be added in invoice)
Subscriber may add more hardware in the future. Pricing will then be adjusted accordingly.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
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Exhibit A of mk Sales Contract (V2.0)
EXHIBIT B
SERVICE & SUPPORT
Vendor shall provide Subscriber remote support during the following support hours*.
Monday to Friday 7:00 AM – 8:00 PM (EST)
Saturday 10:00 AM – 3:00 PM (EST)
Sunday 10:00 AM – 3:00 PM (EST)
*Hours may differ on major holidays and remote on call service is available for hard downs.
Premium Service Support
1. Premium Support Services
Premium Services Support ("Premium Support") services entitles the Subscriber to the following:
a) Telephone or electronic support in order to help the Subscriber locate and correct problems with
the Software.
b) Bug fixes and code corrections to correct Software malfunctions in order to bring the Service
into substantial conformity with the operating specifications.
c) All extensions, enhancements and other changes that the Company makes or adds to the
Service and which the Company offers, without charge, to all other Subscribers of the Service.
d) Only authorized persons by the Subscriber that will have access to support services and
approved by the library’s single point of contact.
2. Response and Resolution Goals
Severity 1: The Production system / application is down, seriously impacted and there is no
reasonable workaround currently.
Upon confirmation of receipt, Vendor will begin continuous work on the issue, and a Subscriber
resource must be available at any time to assist with problem determination.
Once the issue is reproducible or once Vendor identifies the Software defect, the Company support
will provide reasonable effort for workaround or solution within 24 hours.
Severity 2: The system or application is seriously affected. The issue is not critical and does not
comply with the Severity 1 conditions. There is no workaround currently available or the workaround
is cumbersome to use.
Vendor will work during normal business hours to provide reasonable effort for workaround or
solution within 7 business days, once the issue is reproducible.
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Exhibit A of mk Sales Contract (V2.0)
Severity 3: The system or application is moderately affected. The issue is not critical and the system
has not failed. The issue has been identified and does not hinder normal operation, or the situation
may be temporarily circumvented using an available workaround.
Vendor will work during normal business hours to provide reasonable effort for workaround or
solution within 10 business days, once the issue is reproducible.
Severity 4: Non-critical issues.
Vendor will seek during normal business hours to provide a solution in future releases of the
Service.
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
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Exhibit A of mk Sales Contract (V2.0)
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date and the
authorized signature below indicates agreement to all written terms in this document.
Authorized Vendor Contact Authorized Subscriber
Signature Signature
Michael Weiss
Printed Name Printed Name
President & CEO
Title Title
Date Date
Docusign Envelope ID: 296F53AD-2930-4CA4-8BFA-1036DF48437F
6/4/2025
Brent Stockwell
6/5/2025
City Manager