Project Information

Bid Title

Library Self-Checkout Kiosks, Outdoor Lockers, and RFID Readers

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Jan 28, 2026

Closing Date

Feb 27, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26063-KR

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 26063-KR
Bid Title:	Library Self-Checkout Kiosks, Outdoor Lockers, and RFID Readers
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Request for Proposal is to establish one (1) or more contracts through competitive negotiations with qualified and experienced providers for the following library technology for the new Downtown Suffolk Library. Ten (10) Self-checkout kiosks (“self-ckos”) Outdoor self-service locker and/or vending systems and associated software (“lockers”). Thirty (30) RFID readers and antenna pads and associated software (“pads”). Publication Date/Time: 1/28/2026 12:00 AM Closing Date/Time: 2/27/2026 3:00 PM Contact Person: Kimberly Rogerson, VCA Buyer City of Suffolk Purchasing Division 442 W. Washington Street Suffolk, VA 23434 Office: (757)514-4145 krogerson@suffolkva.us Related Documents: RFP 26063-KR Library Self-Checkout Kiosks, Outdoor Self-Service Locker and RFID Reader-Antenna Pads

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Request for Proposal

City of Suffolk

RFP #26063-KR

January 28, 2026

Purchasing Division

442 West Washington Street, Room 1086

Suffolk, VA 23434

Phone: (757) 514-7520 / Fax: (757) 514-7524

Library Self-Checkout Kiosks, Outdoor Self-Service Lockers & RFID

Reader-Antenna Pads

Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time and

date shown below (local prevailing time), for furnishing the items or services described in the solicitation.

Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the RFP number and title in

the subject line.

The intent of this Request for Proposal is to establish one (1) or more contracts through competitive

negotiations with qualified and experienced providers for library technology for the new Downtown

Suffolk Library.

The Buyer, Kimberly Rogerson is the Contract Officer for the City of Suffolk with respect to this

RFP. All questions and/or comments should be directed to her at: krogerson@suffolkva.us The

respondents to this RFP must not contact, either directly or indirectly, any other employee or

agent of the City regarding this RFP.

Proposals are due: 3:00 p.m., February 27, 2026

Contract Officer:

Kimberly Rogerson, VCA, Buyer, krogerson@suffolkva.us

OFFEROR:

Company Name:

Address:

City / State / Zip:

Telephone:

E-mail:

Print Name:

Signature:

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

FAX No.:

Title:

Date:

RFP 26063-KR

Page 1

In compliance with this Request for Proposals, and subject to all the conditions thereof, the

Offeror, if the offer is accepted within ninety (90) calendar days from the date of the receipt of

proposals, to furnish any or all of the items and/or services upon which prices are quoted, at the

price set, to be delivered at the time and place specified herein. The prior page signed certifies

the Offeror has read, understands, and agrees to all terms, conditions, and requirements of this

Request for Proposals, and is authorized to contract on behalf of firm named in this RFP.

SOLICITATION DOCUMENTS

Request for Proposal documents are available on the Purchasing website:

https://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth’s bid board (eVA), or at

Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract

Officer listed on the front page.

Questions concerning this project must be in writing (email is preferred) and addressed to the

Contract Officer listed on the front page of this solicitation, and, should be received no later than

five (5) business days preceding the date that the proposals are to be received. E-mail is the

preferred method and will get a more timely response.

ELECTRONIC BID SUBMITTAL

An electronic document must be submitted by e-mail attachment to proposals@suffolkva.us with

the RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be

delivered to the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia

prior to the closure date shown, if desired. Documents should be saved as a .pdf document and

should conserve disk space to allow transfers of data. ZIP files cannot be accepted; they do not

work in the City’s system. To receive confirmation of receipt of proposal, send request to the

contracting officer at krogerson@suffolkva.us Do NOT send proposal directly to contracting

officer. Paper proposals will not be accepted. Do not send printed copies of proposal.

Proposals will be accepted through eVA.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

RFP 26063-KR

Page 2

REQUEST FOR PROPOSAL

Library Self-Checkout Kiosks, Outdoor Self-Service Lockers & RFID

Reader-Antenna Pads

SECTION/TITLE

1.0 PURPOSE....................................................................................................................... 4

2.0 BACKGROUND............................................................................................................... 4

3.0 COMPETITION INTENDED ............................................................................................ 4

4.0 TERM OF CONTRACT ................................................................................................... 4

5.0 SCOPE OF SERVICES ................................................................................................... 4

6.0 VENDOR QUALIFICATIONS .......................................................................................... 7

7.0 SPECIFIC PROPOSAL REQUIREMENTS .....................................................................12

8.0 EVALUATION AND AWARD CRITERIA.........................................................................14

9.0 ADDITIONAL INSTRUCTIONS ......................................................................................14

10.0 CONTRACT TERMS AND CONDITIONS ......................................................................18

SIGNATURE SHEET ................................................................................................................28

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION.......................................29

EXCEPTIONS TO RFP.............................................................................................................30

ANTICOLLUSION .....................................................................................................................31

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ........................................32

RFP 26063-KR

Page 3

1.0 PURPOSE

The intent of this Request for Proposal is to establish one (1) or more contracts through

competitive negotiations with qualified and experienced providers for the following library

technology for the new Downtown Suffolk Library.

• Ten (10) Self-checkout kiosks (“self-ckos”)

• Outdoor self-service locker and/or vending systems and associated software (“lockers”).

• Thirty (30) RFID readers and antenna pads and associated software (“pads”).

2.0 BACKGROUND

The library has 4 existing self-checkout units that were purchased in 2019 from MK

Solutions and then 2 outdoor self-service lockers from Luxor for two of the libraries. The

two lockers are not integrated with the library’s Integrated Library System from Clarivate,

Polaris ("ILS"). The library has nineteen (19) existing RFID readers and antenna pads that

were purchased over several years from Bibliotheca.

3.0 COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It will be

the offeror’s responsibility to advise the Purchasing Agent in writing if any language

requirement, specification, etc., or any combination thereof, inadvertently restricts or

limits the requirements stated in this RFP to a single source. Such notification must be

received by the Purchasing Agent not later than five (5) business days prior to the date

set for acceptance of proposals.

4.0 TERM OF CONTRACT

This contract will be effective upon signing and shall end on March 31, 2027. The City

shall have the exclusive right to renew for four (4) additional one-year terms, ending March

31, 2031. Unless notified in writing thirty (30) days prior to the expiration date, the contract

will automatically renew. Rates are guaranteed to remain unchanged for initial term. Any

increase in rates for subsequent terms must be submitted in writing no less than sixty (60)

days prior to renewal. The City must approve all rate requests. The City does not

guarantee approval of any rate increase.

5.0 SCOPE OF SERVICES

A. General

The library is soliciting proposals from offerors for the delivery, installation, and support

of:

•10 self-checkout kiosks and associated software (self-ckos).

•Outdoor self-service locker and/or vending systems and associated software

(lockers).

•30 RFID reader and antenna pads and associated software (pads).

One offeror does not need to provide self-checkout kiosks, pads, and lockers. The

library will consider the best option for each system separately.

RFP 26063-KR

Page 4

The offeror shall provide a detailed technical description of its proposed products and

services that addresses the requirements below and includes any specific installation

requirements, measurements, and required clearances. Responses should outline all

possible product options and proposals should not be limited to the details listed in this

RFP.

Support will include initial configuration, customization, testing, and staff training, as

well as ongoing technical support under a maintenance agreement.

B. Hardware and Software

The offeror will supply self-ckos, pads. and/or lockers with the following features:

1. Full integration with our ILS via Standard Interchange Protocol (SIP2),

National Information Standards Organization Circulation Interchange

Protocol (NCIP), and/or Polaris web services.

This includes:

• Real-time updates for transactions.

• Ability to check out all eligible physical items.

• Ability to renew eligible materials without having items physically

present. (Not required for pads or lockers.)

• Ability to verify and program RFID tags. (Not required for self-cko or

lockers.)

2. Ability to display and print patron account information, including:

• Eleven (11) titles, item ID numbers, and due dates of checked-out items.

• Eleven (11) Fines and fees.

• Eleven (11) Hold requests.

• Eleven (11) Blocks (fine/fee thresholds, expiration, staff-initiated).

(Not required for lockers.)

3. Ability to offer everything in virtual, hosted environment

4. Ability to perform offline transactions and maintain records of all barcodes

checked out when the ILS is offline and then upload transactions when the

ILS is back online.

5. Compatibility with existing RFID tags (HF 13.56 MHz - ISO/IEC 15693, ISO

18000–3, ISO 15693, ISO 28560-1, CE, IS10716 & ISO 9706 from TÜV SÜD PSB,

ISO 15693-3, 18000-3 Mode 1).

6. Self-ckos: Wired Ethernet connection.

Lockers: Wired Ethernet connection.

Pads: Connection to Windows compatible PC (desktop or laptop).

7. Print and email receipts, as well as the option for no receipt.

8. Remote central management, including configuration and diagnostics:

• Customizable interface (logos, ILS status messages, and promotion of

programs & services).

RFP 26063-KR

Page 5

Commodity Codes

• NAICS 337215Showcase, Partition, Shelving, and Locker Manufacturing
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services

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