Project Information

Bid Title

RFP 26064-KR Library Automated Laptop-Tablet Self-Checkout Stations

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Jan 28, 2026

Closing Date

Feb 26, 2026

Government Level

State & Local

Status

Closed

Ref. #

26064-KR

Original Source

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Bid Documents

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Project Description

Bid Number:	26064-KR
Bid Title:	RFP 26064-KR Library Automated Laptop-Tablet Self-Checkout Stations
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The City of Suffolk Library seeks proposals for hardware, software, shipping, training, and ongoing maintenance for up to seven (7) Automated Laptop/Tablet Self-Checkout Stations. Publication Date/Time: 1/28/2026 12:00 AM Closing Date/Time: 2/26/2026 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 26064-KR Library Automated Laptop-Tablet Self-Checkout Stations

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Request for Proposal

City of Suffolk

RFP #26064-KR

January 28, 2026

Purchasing Division

442 West Washington Street, Room 1086

Suffolk, VA 23434

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

Library Automated Laptop/Tablet Self-Checkout Stations

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 City of Suffolk Library (Library) seeks proposals for hardware, software, shipping, training, and ongoing

maintenance for up to seven (7) Automated Laptop/Tablet Self-Checkout Stations.

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 26, 2026

Contract Officer:

OFFEROR:

Company Name:

Address:

City / State / Zip:

Telephone:

E-mail:

Print Name:

Signature:

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

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

FAX No.:

Title:

Date:

RFP 26064-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 26064-KR

Page 2

REQUEST FOR PROPOSAL

Library Automated Laptop/Tablet Self-Checkout Stations

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

8.0 SPECIFIC PROPOSAL REQUIREMENTS ..................................................................... 8

9.0 EVALUATION AND AWARD CRITERIA......................................................................... 9

10.0 ADDITIONAL INSTRUCTIONS .....................................................................................10

11.0 CONTRACT TERMS AND CONDITIONS .....................................................................14

SIGNATURE SHEET ................................................................................................................23

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION.......................................24

EXCEPTIONS TO RFP.............................................................................................................25

ANTICOLLUSION .....................................................................................................................26

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA ........................................27

RFP 26064-KR

Page 3

1.0 PURPOSE

The City of Suffolk Library (Library) seeks proposals for hardware, software, shipping,

training, and ongoing maintenance for up to seven (7) Automated Laptop/Tablet Self-

Checkout Stations.

2.0 BACKGROUND

Proposals must include the per-unit cost of all services/materials related to the

dispensing, management, and support of devices. The cost of client devices is

not included in the scope of this proposal.

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) 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 System Requirements

1. System must be able to accommodate a variety of devices including,

but not limited to, Apple MacBooks, Apple iPads, Amazon

Kindles/Kindle Fires, Dell Chromebooks, and Dell Latitude Laptops

2. System must accommodate both laptop and tablet lending simultaneously

3. Proposed solution must secure laptops/tablets from theft when not in use

4. Proposed solution must allow for future expansion to accommodate more

tablets and/or laptops as the need arises

5. Proposed system must have the capability to charge usage and late fees,

or be configured to disable fees.

6. Proposed system must ensure proper inventory management by

monitoring and tracking the tablets/laptops with automatic

RFP 26064-KR

Page 4

notification for needed service.

7. Availability of customized kiosk graphics and/or color scheme

8. Vendor must provide option to accommodate any laptop/tablet brand, size,

and shape

9. Proposed system must be built to recommended ADA standards

B. Technical Requirements

1. System must have feature where kiosks proactively prevent the use of a

malfunctioning device until administrator can check on the issue.

2. System must have the ability to manage kiosks remotely using a secure login

3. System must have the ability to manage kiosks individually or in groups.

4. System must have the capability to send email/text receipts to each user

after each session

5. System must have the capability to read barcoded library cards and have the

option to upgrade to RFID or magnetic stripe reader

6. System must have the ability for the kiosk enclosure to be easily moved from

one location to the other.

7. System must have remote monitoring, troubleshooting, and basic system

diagnostic capabilities

8. System must have a centralized management capability to manage multiple

kiosks

9. System must have the capability to provide audit trails of checkout

duration, software, user authentication and the capability of

charging fees

10. System must provide detailed reports including, but not limited to,

checkout/rental times, rental length, number of checkout/rentals, and

dollar amounts

11. System must allow an administrator to customize the user interface design,

text, and graphics

12. System must support multiple languages

13. System must have the capability to dispense differently configured devices

based on needs

14. System must have the ability to solicit user feedback using a survey

RFP 26064-KR

Page 5

Commodity Codes

• NAICS 334111Electronic Computer Manufacturing
• NAICS 423430Computer and Computer Peripheral Equipment and Software Merchant Wholesalers

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