Self-Service Device-Lending Kiosk System for the Alabaster Library

CITY OF ALABASTER

REQUEST FOR BID

Self-Service Device-Lending Kiosk System

RFB Number	20260830-A
Issuing Department	City of Alabaster / Alabaster Library
Issue Date	August 30, 2026
Questions Due	September 16, 2026
Bid Due	October 7, 2026 at 1:00 PM
	October 7, 2026 at 1:00 PM Alabaster City Hall Conference Room 1953 Municipal Way, Alabaster, AL 35007
Delivery / Installation Site	New Alabaster Library, Alabaster, AL 35007

SEALED BID - DO NOT OPEN

Submit exactly as instructed in Section 3.

1. Invitation and Procurement Summary

The City of Alabaster, Alabama (the “City”) invites sealed bids from qualified and responsible vendors to furnish, deliver, install, configure, integrate, test, and support one self-service device-lending kiosk system for the Alabaster Library. The system will securely store, charge, check out, and check in up to twelve City-furnished laptops and/or tablets.

This solicitation is intended to promote free and open competition. Any manufacturer, model, feature, or protocol referenced is descriptive of the required level of quality, interoperability, and performance. Equivalent or superior solutions are acceptable when clearly documented by the bidder.

2. Procurement Schedule and Communications

Event	Date / Time (Central Time)
RFB issued	August 30, 2026
Deadline for written questions	September 16, 2026
Addenda / answers anticipated	September 23, 2026
Sealed bids due	October 7, 2026 at 1:00 PM
Public bid opening	October 7, 2026 at 1:00 PM
Anticipated award	October 12, 2026 at 6:30 PM (Regular City Council Meeting)
Desired delivery and installation	Bidder shall state lead time; City preference: within 45 days after notice to proceed.

All questions must be submitted in writing to:

Procurement Contact / Title: Kimberly Roberts, Library Director

Email: kroberts@alabasterlibrary.org

Telephone: 205-664-6822

Only written addenda issued by the City may modify this RFB. Oral explanations or instructions are not binding. Bidders are responsible for obtaining and acknowledging every addendum.

3. Bid Submission Instructions

1. Submit one signed original, one copy and one digital copy on USB drive in a sealed envelope or package. Electronic or facsimile submissions will not be accepted.

2. Mark the exterior: “(SEALED BID - RFB 20260830-A) (SELF-SERVICE DEVICE-LENDING KIOSK - DO NOT OPEN).”

3. Deliver the bid before the deadline to: City of Alabaster, Attn: J. Mark Frey, City Clerk 1953 Municipal Way, Suite 201, Alabaster, AL 35007.

4. The City’s time stamp controls. Late bids will not be considered and will be handled in accordance with City policy and applicable law.

5. Bids must remain firm and irrevocable for ninety (90) calendar days after opening unless the City agrees otherwise in writing.

6. Bid prices must include all labor, equipment, materials, licensing, freight, crating, travel, installation, configuration, testing, training, overhead, and other costs necessary for a complete operational system, except taxes from which the City is exempt.

4. Scope of Supply and Services

The successful bidder shall provide a turnkey system, including all components and services below. The City will furnish the portable devices unless an optional device price is requested and accepted.

• One indoor, commercial-grade host kiosk with twelve individually controlled device bays, nominal overall footprint not to exceed approximately 30 inches wide by 29 inches deep and height approximately 60 inches, or an alternate footprint approved by the City.

• Secure storage, managed charging, and automated checkout/check-in functionality for twelve compatible laptops and/or tablets; final device type and dimensions will be confirmed before fabrication.

• Integrated color touchscreen user interface and an integrated camera capable of capturing a still image associated with each checkout transaction, subject to City privacy and retention settings.

• Patron authentication using a barcode reader or magnetic-stripe/swipe reader, as selected by the City before order placement. Bidder shall identify all supported credential formats. Must be compatible with Polaris ILS through SIP authentication.

• Integration with the Polaris ILS through SIP authentication, through SIP2 and/or with LDAP/Microsoft Active Directory. Final authentication method will be designated by the City.

• Administrative software, reporting, alerts, inventory status, audit trail, user/role administration, configuration tools, and all licenses required for production use.

• Endpoint protection / configuration-restoration software licenses for twelve City-furnished laptops, comparable to Faronics Deep Freeze, if required by the proposed solution.

• Custom exterior graphics for the front and both side panels, plus up to twelve device-lid labels/stickers. City approval of final artwork is required before production.

• Protective crating, delivery, inside placement, unpacking, debris removal, installation, configuration, integration, testing, and on-site administrator/operator training.

• Complete documentation, including system architecture, administrator and user guides, warranty terms, support escalation contacts, data-handling description, and as-built configuration.

• Annual hardware maintenance and annual software licensing/support for the first year, with separately stated renewal pricing for years two through five.

5. Minimum Technical and Functional Requirements

5.1 Capacity and enclosure

Twelve separately managed bays; durable indoor public-use enclosure; keyed or controlled service access; ventilation and cable management; stable, tip-resistant design; accessible power disconnect; replaceable bay components.

5.2 Device compatibility

Accommodate the City’s designated laptop/tablet model, AC adapters, and charging connectors. Before fabrication, vendor shall validate fit and charging using one City-furnished device with charger. Vendor shall return the device undamaged.

5.3 Transaction workflow

Patron authentication; eligibility check; assignment and release of an available device; transaction confirmation; check-in; device identity verification; availability update; exception handling; staff override; complete time-stamped audit trail.

5.4 Integration

Production-ready SIP2 and/or LDAP/Active Directory integration without unsupported workarounds. Bidder shall disclose middleware, ports, certificates, service accounts, on-premises/cloud components, recurring fees, and customer responsibilities.

5.5 Privacy and security

Role-based administration; least-privilege access; encrypted administrative sessions and data in transit; configurable image capture and retention; documented data location, subprocessors, backup, export, deletion, breach notification, vulnerability remediation, and account termination procedures.

5.6 Accessibility

User interface and physical controls shall support accessible public use to the greatest extent practicable and comply with applicable accessibility requirements. Bidder shall describe reach ranges, screen angle, font/contrast controls, audio or other accommodations, and any exceptions.

5.7 Electrical/network

Operate on standard U.S. commercial power available at the site. Bidder shall state voltage, amperage, plug type, heat load, network ports/protocols, wireless requirements, static IP requirements, and any electrical or network work excluded from the bid.

5.8 Administration/reporting

Real-time bay/device status; utilization and transaction reports; event/error logs; configurable notices; inventory management; remote diagnostics; export in common formats; and separate administrator roles.

5.9 Training

On-site training for up to five (5) City/library personnel, including routine operation, administration, patron assistance, troubleshooting, reports, device loading/removal, and escalation. Include training materials and one remote refresher session within 90 days.

5.10 Acceptance

System must pass documented checks for all bays, charging, authentication, checkout/check-in, camera, reader, integration, alerts, reporting, administrator access, graphics, and documentation before acceptance.

6. Warranty, Maintenance, and Service Levels

• Provide a minimum one-year parts-and-labor warranty beginning at final acceptance. State any longer standard warranty.

• First-year hardware maintenance and software licensing/support are mandatory bid items. Renewal years two through five are optional annual items and may be exercised only by written City authorization and appropriation.

• Support must include telephone/email intake, remote diagnostics, software updates, security patches, replacement parts, and labor. Clearly identify exclusions, travel charges, consumables, and customer-replaceable parts.

• Target response: acknowledge critical outage within four business hours and begin remote diagnosis the same business day; provide restoration plan within one business day. Bidder shall state guaranteed service levels and remedies.

• Provide current and proposed annual pricing, renewal escalation basis, hours of coverage, support location, and procedures for end-of-life/end-of-support notice.

• Any “free upgrade,” promotional credit, or bundled benefit must be described and valued separately; it will not excuse compliance with a mandatory requirement.

7. Delivery, Installation, and Acceptance

7. Within ten business days after notice to proceed, conduct a kickoff and confirm site, device, network, power, credential, integration, privacy, artwork, and scheduling requirements.

8. Coordinate shipment of one City device, charger, and power adapter to the vendor’s assembly facility if fit testing is required. Vendor is responsible for secure custody and return.

9. Provide shop drawings/specifications and artwork proof for City approval before fabrication. Approval does not relieve the vendor of responsibility for compliance.

10. Schedule delivery during City-approved hours. Protect the facility; provide inside delivery and final placement; remove packaging and repair vendor-caused damage.

11. Configure and test the complete system with City staff. Deliver test results, asset/serial list, licenses, credentials through a secure method, and final documentation.

12. The City will have ten business days after commissioning to perform acceptance testing. The vendor shall correct deficiencies promptly. Final acceptance occurs only by written City notice.

13. Risk of loss remains with the vendor until delivery and written final acceptance. Payment does not constitute acceptance of defective or nonconforming work.

8. Bidder Qualifications and Required Submittals

A responsive bid must include the following, organized in this order:

• Signed Bid Form and Price Schedule (Attachment A).

• Completed Compliance Matrix (Attachment B), with explanations and supporting literature for every “Equivalent,” “Exception,” or “No” response.

• Manufacturer, model, dimensions, electrical/network specifications, data sheet, photographs or drawings, and proposed system architecture.

• Implementation plan with lead time, milestones, City dependencies, installation duration, testing, training, and proposed acceptance checklist.

• Detailed warranty, maintenance, software licensing, service levels, data-security/privacy documentation, and all proposed terms or click-through agreements.

• At least three references for comparable public library, education, or governmental installations completed within the last five years.

• Evidence bidder is authorized to sell, install, and support the proposed system; identification of all subcontractors.

• Completed vendor information, addenda acknowledgment, exceptions, non-collusion certification, and other forms requested by the City.

• Proof of required insurance before contract execution and any Alabama business licenses, registrations, immigration compliance documents, or affidavits required by applicable law or City policy.

9. Evaluation and Award

Award is intended to be made to the lowest responsive and responsible bidder whose bid meets the specifications and is in the City’s best interests, consistent with applicable Alabama competitive bid law. The evaluated bid price will be the total of all mandatory one-time items plus first-year mandatory recurring items shown in Attachment A. Optional renewal years, alternates, and promotional items are excluded from the evaluated total unless the City states otherwise by addendum.

• Responsiveness to every mandatory requirement and submission instruction.

• Responsibility, including experience, financial/operational capacity, references, delivery capability, support capability, and past performance.

• Demonstrated equivalency when the bidder proposes an alternate design or feature.

• Arithmetic accuracy and a complete, unambiguous price. In case of discrepancy, unit prices govern unless prohibited by applicable policy.

• The City may request clarifications that do not permit a bidder to alter price or cure a material deficiency; inspect facilities; verify references; reject nonresponsive bids; reject all bids; waive minor informalities when lawful; or cancel/reissue the solicitation.

No award is effective until approved and executed by authorized City officials. A purchase order, contract, or notice to proceed is required before work begins.

10. General Terms and Conditions

10.1 Governing law and venue

The contract is governed by Alabama law. Venue for any permitted action shall lie in a court of competent jurisdiction in Shelby County, Alabama.

10.2 Compliance

Vendor shall comply with all applicable federal, state, and local laws, ordinances, codes, licensing requirements, nondiscrimination requirements, and City policies. Where applicable, the vendor shall provide required Alabama immigration/E-Verify documentation before contract execution.

10.3 Taxes

The City is tax-exempt to the extent provided by law. Prices shall exclude taxes from which the City is exempt and include all other charges.

10.4 Payment

Payment terms are Net 30 after proper invoice, delivery, and written acceptance, subject to City procedures. No deposit or prepayment is permitted unless expressly approved in the executed contract.

10.5 Insurance and safety

Before work begins, the successful bidder shall furnish certificates of insurance in limits approved by the City and shall comply with site safety and security requirements. Proposed limits: commercial general liability $1,000,000 per occurrence/$2,000,000 aggregate; automobile liability $1,000,000 combined single limit; workers’ compensation statutory and employers’ liability $500,000; cyber/privacy liability $1,000,000 if vendor hosts or accesses City/patron data. City risk management may revise these limits before publication or award.

10.6 Indemnification

To the extent permitted by Alabama law, the vendor shall indemnify and defend the City and its officials and employees from third-party claims arising from the vendor’s negligent acts, omissions, willful misconduct, infringement, or breach. Nothing in this RFB waives any City immunity, defense, limitation, or protection.

10.7 Public records and confidentiality

Bids and resulting records are subject to Alabama public-records requirements. A bidder claiming protection for specific material must identify it and state the legal basis; blanket confidentiality markings are ineffective. The City does not guarantee confidentiality.

10.8 Data ownership and use

City and patron data remain the City’s property. Vendor may use data only to perform the contract, may not sell or monetize it, and shall return/export and securely delete it at termination, subject to law and approved retention requirements.

10.9 Assignment/subcontracting

No assignment or material subcontracting is permitted without prior written City approval. Vendor remains fully responsible for all subcontractors.

10.10 Changes

Only a written change order or amendment signed by authorized City officials may change scope, price, schedule, or contract terms.

10.11 Termination

The City may terminate for default after notice and opportunity to cure, and may terminate for convenience upon written notice, paying only for accepted goods and services delivered through the effective date. Renewals are subject to written authorization and availability/appropriation of funds.

10.12 Order of precedence

Unless the executed contract states otherwise: (1) City contract/purchase order; (2) addenda; (3) this RFB; (4) accepted portions of the successful bid. Vendor boilerplate, online terms, and click-wrap terms do not apply unless expressly accepted in writing by the City.

10.13 Independent contractor

Vendor is an independent contractor and has no authority to bind the City.

10.14 Equal opportunity

The City encourages participation by qualified vendors and does not discriminate in procurement on any basis prohibited by law.

Attachment A - Bid Form and Price Schedule

Bidder must complete every field. Enter “$0.00 included” for bundled items; do not leave mandatory price cells blank. Prices are firm, delivered, installed, and accepted at the Alabaster Library.

Legal Vendor Name: ____________________________________________________________

DBA (if any): ____________________________________________________________

Address: ____________________________________________________________

City / State / ZIP: ____________________________________________________________

Contact Name / Title: ____________________________________________________________

Telephone: ____________________________________________________________

Email: ____________________________________________________________

Federal Tax ID (last four digits only on public bid copy): ____________________________________________________________

Alabama Vendor / Business License Information: ____________________________________________________________

Item	Mandatory Item	Qty.	Unit Price	Extended Price
1	12-bay self-service device-lending kiosk; touchscreen, camera, credential reader, charging/security, admin software	1	__________	__________
2	SIP2 and/or LDAP/Active Directory integration, configuration, and production testing	1	__________	__________
3	First-year hardware warranty/maintenance/support beyond any included base warranty (describe)	1 year	__________	__________
4	First-year software licensing, updates, and support	1 year	__________	__________
5	Configuration-restoration software licenses for City devices	12	__________	__________
6	On-site installation, commissioning, acceptance testing, and training	1 lot	__________	__________
7	Custom kiosk graphics and up to 12 device labels	1 lot	__________	__________
8	Crating, freight, inside delivery, unpacking, placement, and debris removal	1 lot	__________	__________
9	Other mandatory cost (identify): ______________________________	1 lot	__________	__________

EVALUATED BID TOTAL (Items 1-9): $________________________

The evaluated bid total must equal all mandatory one-time charges plus all mandatory first-year charges. The City is tax-exempt. Attach a detailed price breakdown if needed.

Optional / Renewal Pricing (not included in evaluated total unless stated by addendum)

Optional Item	Year 2	Year 3	Year 4	Year 5
Annual hardware maintenance/support	$_______	$_______	$_______	$_______
Annual software license/support	$_______	$_______	$_______	$_______
Other annual required fee (identify)	$_______	$_______	$_______	$_______

Guaranteed delivery lead time after notice to proceed (calendar days): ____________________________________________________________

On-site installation duration (business days): ____________________________________________________________

Standard warranty term: ____________________________________________________________

Bid validity (minimum 90 days): ____________________________________________________________

Payment terms (City requires Net 30): ____________________________________________________________

Prompt-payment discount, if any: ____________________________________________________________

Bidder Certification and Signature

By signing, the bidder certifies that it has examined the RFB and addenda; its bid is complete and made independently without collusion; prices are firm as stated; it can perform the work; it will comply with applicable law; and the signer is authorized to bind the bidder. The bidder understands that material exceptions or omissions may cause rejection.

Authorized Signature ________________________________________	Date ________________________________________
Printed Name ________________________________________	Title ________________________________________
Legal Vendor Name ________________________________________	Email ________________________________________
Telephone ________________________________________	Contractor License / Registration, if applicable ________________________________________

Attachment B - Technical Compliance Matrix

For each requirement, enter Yes, No, or Equivalent and identify supporting documentation. An unexplained exception or omission may render the bid nonresponsive.

ID	Requirement	Yes / No / Equal	Response / Document Reference
B1	One indoor commercial-grade kiosk with 12 independently controlled bays	________
B2	Compatible with City-selected laptops/tablets and charging equipment	________
B3	Touchscreen public interface	________
B4	Camera captures a still image associated with checkout; configurable retention	________
B5	Barcode or magnetic-stripe/swipe credential reader selectable by City	________
B6	Device/bay identification and control	________
B7	SIP2 authentication/integration	________
B8	LDAP / Microsoft Active Directory integration available	________
B9	Secure automated checkout and check-in with audit trail	________
B10	Real-time device/bay status, reports, alerts, logs, and exports	________
B11	Role-based administration and encrypted data in transit	________
B12	Documented privacy, hosting, backup, deletion, and breach procedures	________
B13	Configuration-restoration licenses for 12 laptops, if required	________
B14	Front and two side graphics plus up to 12 device labels	________
B15	Inside delivery, installation, configuration, testing, and training	________
B16	One-year minimum warranty and first-year support/licensing	________
B17	Renewal pricing supplied for years 2-5	________
B18	Electrical, network, dimensions, and site requirements disclosed	________
B19	Accessible public-use design; exceptions disclosed	________
B20	Complete manuals, architecture, asset list, licenses, and acceptance records	________
B21	Must be compatible with Polaris IL S through SIP authentication	________

Attachment C - References and Responsibility Information

Provide three comparable installations completed within the last five years. The City may contact any listed or independently identified customer.

Reference 1

Organization: ____________________________________________________________

Contact / Title: ____________________________________________________________

Telephone / Email: ____________________________________________________________

System / Capacity: ____________________________________________________________

Installation Date: ____________________________________________________________

Contract Value: ____________________________________________________________

Services Provided: ____________________________________________________________

Reference 2

Organization: ____________________________________________________________

Contact / Title: ____________________________________________________________

Telephone / Email: ____________________________________________________________

System / Capacity: ____________________________________________________________

Installation Date: ____________________________________________________________

Contract Value: ____________________________________________________________

Services Provided: ____________________________________________________________

Reference 3

Organization: ____________________________________________________________

Contact / Title: ____________________________________________________________

Telephone / Email: ____________________________________________________________

System / Capacity: ____________________________________________________________

Installation Date: ____________________________________________________________

Contract Value: ____________________________________________________________

Services Provided: ____________________________________________________________

Responsibility Disclosures

Has the bidder had a contract terminated for default within the last five years? Yes ____ No ____

Is the bidder presently debarred, suspended, or otherwise ineligible for public contracting? Yes ____ No ____

Is there pending litigation or a claim that could materially affect performance? Yes ____ No ____

Has the proposed system experienced a reportable security/privacy incident within the last five years? Yes ____ No ____

For each “Yes,” attach a complete explanation, current status, corrective action, and contact information. A “Yes” does not automatically disqualify the bidder; failure to disclose material information may.