Tendering for RFID Systems:

a core specification for libraries

by
Mark Hughes
&
Mick Fortune

June 2011
Introduction

The use of RFID by libraries over the last few years has grown dramatically. During the same
period both the technology and the applications that use it have developed at an accelerating pace.
What once seemed a simple decision - to introduce self-service or not – has, due to the maturing
marketplace, grown into a rather more complex one, now requiring rather more understanding of
both standards and systems integration to be sure of making the right decision.

An earlier attempt to offer assistance and guidance for those seeking to purchase RFID solutions for
their library was initiated by Mark Hughes through the ORILS website and accompanying
documentation. The intention then, as it is now, was to offer a „sample‟ specification that could be
modified by individual libraries to suit their own needs.

This new document, published jointly by the National Acquisitions Group and Book Industry
Communication, is the result of a collaboration between Mark and Mick Fortune - independent
RFID consultant – which has revisited and revised the original ORILS documentation both to bring
it up to date and to make it easier for librarians to adapt to their own requirements.

The structure of the document

There are many ways to procure an RFID solution for your library and at some point in the process
almost all will require you to produce a specification of your requirements. This document seeks to
simplify that process.

The document is in three parts.

Part One describes the project’s scope and details of the establishment for which a solution is being
sought.

Part Two offers a sample functional specification. The points listed are not absolute, they are
recommendations based upon our experience and knowledge of how the RFID market operates, and
how it is likely to develop.

Part Three examines the relationship with the suppliers in more detail. We have identified some
key areas that should help you determine which will offer the appropriate level of service and
support for a successful implementation.

How to use it

Each part comprises a list of considerations and a „model‟ statement. Please note that the statements
are only examples and may not accurately reflect the precise requirements for your library. Think of
this document as a template from which you can build your own „Request for Proposals‟ (RFP)
rather than the finished article.

For example, in Part One, the precise requirements of each purchaser will vary so in many areas
you will need to enter the information as it relates to your project – not the sample text!

In Part Two, a set of mandatory requirements are outlined (marked with grading of 3 in the I
column). These requirements are reflective of a fully specified solution. If your preferred solution
does not require all of these mandatory elements, be sure to remove those you don‟t need before
you issue this document!
 Part One
This section gives an outline structure which will help you to set out the project scope and all the
necessary details of the establishment for which a solution is being sought.
The precise requirements of each organisation will vary so in many areas you will need to enter the
information as it relates to your project – Note: Please don't use the sample text as this is for
guidance only and your requirements may differ.

GENERAL INFORMATION

1. Introduction

1.1. Overview of the project.

Provide clear aims of what is expected to be achieved in terms of RFID implementation

1.2. List of sites covered by this procurement.

Do not list statistical data here, just names and locations.

1.3. Statement of specific high level deliverables

Sample text:
Services that we wish to deliver are:
Self-issue of book and non-book material
Self-return of book & non-book material
Patron account management via self-service terminals (e.g. renewals, reservation
management)…

1.4. Project deadlines.

Sample text:
These services are to be fully implemented across all sites by overall project completion date.

1.5. Supplier response guidance.

Sample text:
Tenderers must, through their responses to the functional requirements and any necessary
explanatory documentation, state fully how their proposal meets the project aims.

1.6. Procurement milestones.

Date for submission, plus information regarding any pre-tender meetings, demonstration dates
etc.

2. Project Timetable

2.1. Project milestones.

Full details of timetable – provide project objectives in terms of start and end dates, any pilot
sites etc.

2.2. Project limitations.

Note any limitations on the project implementation e.g. work confined to vacation times during
an academic term, other refurbishment work going on etc.

3. Summary of Objectives

3.1. Provide more detailed objectives for the project.

 Sample text:
Target levels for self-service usage.
Specifics on integration with existing systems.
Requirements for training, implementation and support…

3.2. Detailed requirements.

Sample text:
The functional specification provides detailed requirements for the software, hardware, the
implementation, and the support services. The table reply form should be completed as fully as
possible and returned as part of the tender submission along with any supporting documentation.

4. The Libraries

4.1. Sites/Branches.
Overall statement of how many sites are to be covered by the implementation, and/or if there is
more than one institution involved. Remember to identify which sites have which specific
requirements in the Functional Requirement.

4.2. Statistics.
This will need to be adapted for your organisation.
Sample text:
The following figures are offered for guidance only:

Borrower(Reader) Numbers
Annual Issues/Renewals
Annual additions to stock
Current stock levels:
Books
Journals
Cassette
Videos
DVDs
CDs

Current Opening Hours

Mon - Fri
Sat
Sun

5. Corporate Standards

5.1. Detail any corporate standards requirements e.g. operating systems, network policy
compliance etc.
Sample text:
The system provided should be e-GIF (V4) compliant. Where appropriate the British Standards
BS7666 2.0 and BS8766 2.0 (or any European or International equivalent) must be adhered to…

5.2. Details of existing systems in use on site.

Sample text:
Windows version n systems are currently used across all institutions…

5.3. Details of any anti-virus or other software requirements

Sample text:
Any computer that is to be connected to a network should be capable of running anti-virus
software….

6. Hardware Procurement

6.1. Details of any requirements affecting hardware purchase.

Statement of whether the supplier or the organisation should provide or purchase some / all
necessary hardware.

7. Capacity

7.1. Statement of requirements for future capacity.

Sample text:
The capacity of the systems proposed must be adequate for the operations as described, and
capable of dealing with an increase of up to n% in stated transaction levels...

8. Training

8.1. Statement of training requirements.

Sample text:
Training in the operation of all aspects of the RFID system will be supplied by the supplier to
selected library staff at suitable venues of the library services’ choice, on the basis that this can
then be cascaded to others.

8.2. Documentation requirements.

Sample text:
Full documentation of system functionality, including user guides, is expected to be provided by the
Supplier during the implementation process.
 Part Two
The “Functional Specification” is a key part of your tender invitation. You should therefore ensure
that it accurately reflects the precise needs of your particular establishment. The authors have
prepared this section in the light of their experience, and their estimation of how RFID is likely to
develop but every library will have some unique characteristics that may require some additions or
deletions to be made.

The “marking” schema offered is based on one that has been used successfully by a number of
libraries but it may not be suitable for everyone. In particular you should ensure that you are fully
aware of any procurement criteria that your organisation may require to be included.

We have identified several elements that we would expect to be mandatory in any specification. We
recommend that you use “mandatory” requirements with some caution since you are ruling out bids
from any supplier who cannot meet them.

FUNCTIONAL SPECIFICATION

The following section details one possible methodology for evaluating responses.

Tender Response Guidelines

Each requirement in the functional specification table given below has three elements. These are:

Importance(I):
Each requirement has been assigned a code indicating its importance to the institution:
3 - Mandatory, these requirements must be met in full.
2 - Highly desirable, these requirements will score more points
1 - Desirable

Response Codes(RC):
Please indicate the current availability of each requirement using the following codes:
A - Available and on general release
B - Partially available and on general release
C - Planned for a future release (please supply prospective release date).
D - Not available or planned

Please note: The institution reserves the right to alter these marks if the answer given does not
appear to support the code assigned.

Additional Information:
Please ensure that your replies supply sufficient additional information to enable us to fully
understand your offer.

Please ensure that you identify any components – hardware, software or services – that will be
supplied by a third party together with costs, if any.

Any 3rd party charges required to implement your solution that are not identified in this response
will be met by the bidder.
 THE REQUIREMENTS

Please read each statement carefully. If the requirement does not apply to your project – delete it! Ensure that the numerical
integrity of references within the document is preserved in any amendments, deletions or additions you may make.

This first section deals with requirements that will be common to all procurements. You should determine the relative importance
of each element in terms of your project. Note that many of the statements require you to add site specific data – e.g. the first
requirement contains a reference to “n nominated reference sites” where “n” is a number that you will have to provide. Similarly
you may wish to omit the reference to “UK” libraries. LMS should be the name of any LMS (Library Management System) with
which your required solution should interoperate.

All optional elements within statements have been indicated by bold italics.

# Requirement I RC Response
Supplier
1 The supplier must have proven experience of supplying and maintaining a
comparable system within the library market. A list of (UK) customers is
required, with at least n nominated reference sites.
2 Please specify whether you are a certified partner (or similar) of (LMS).

Power, IT & Network

3 Network and server security must not be compromised by the addition of any
RFID enabled equipment. Supplier to specify what measures are in place to
ensure this.
4 Please confirm that there will be no interference between the RFID system 3
and any wireless access points or other radio devices on the site.
5 Please identify any additional server requirements for your solution. State the
specifications, recommended operating system, your access requirements and
management responsibilities.
6 Please state the anticipated lifespan of all hardware proposed. Give details of
your recommended maintenance programme.
7 Please state the network and bandwidth requirements of the proposed system
together with any prioritisation recommended to maximise transaction speed
and reliability.
8 All hardware must run on standard power (220/240v) 3
9 Please specify electrical supply and network connection requirements for each
item of hardware.

Design
10 Self-service units supplied should be consistent with the aesthetics of the site.
11 User interfaces should be of consistent design across all sites.

Integration
12 Please provide details of any additional hardware and software requirements
for the use of the system with existing staff PCs.
13 Please explain how software integration with the LMS is achieved. If SIP is
used please state which version is supported and details of any extensions
used. Identify any additional protocols used to communicate between RFID
and LMS systems.
14 Please provide details of all or any software licensing required for 13 above.

15 The RFID and LMS solutions should be fully integrated. Please give details
of any RFID functionality that operates entirely independently of the LMS.
16 LMS circulation rules and policies must not be compromised by the RFID 3
system.

Hardware - General Requirements

17 Self service units should be capable of operating with low/zero staffing levels
for extended periods. Please give details of any limitations.
18 Devices should be capable of reading the existing borrower identification
technology where necessary.
19 Units should be capable of being upgraded to use alternative borrower
identification technologies (such as Mifare). Please give details of any
limitations to this provision and an indication of likely costs.
20 Please specify read method for barcode scanning.
21 All RFID devices should be able to read tags on all stock items. Please give
details of any limitations to this provision.
22 Please give details of any size or weight restrictions on stock items that may
be processed by your devices.
23 Equipment must be capable of processing audio-visual materials (e.g. music
CD‟s, DVD‟s, audio cassettes) without risk of damage or erasure.
24 All self-service units must be capable of providing a printed receipt for
transactions.
25 Please give details of minimum separation distances for each piece of
equipment offered – e.g. minimum distance between issue station and security
gate, and between issue stations.

Software - General Requirements

26 Please provide details of languages supported by your units. Include in your
reply details of how the choice of a different language is presented to the user.
27 Equal prominence should be given to different language options.
28 Please specify how many alternate languages can be made available for use
on the system simultaneously.
29 The system should be user friendly and intuitive. Context-sensitive help
screens, prompts and meaningful error messages must be provided.

30 The user interface should be customisable to the greatest extent possible. 3

Please supply screen snapshots showing the screen layout for major
operations e.g. issue, return, account summary.
31 The solution should be capable of processing mixed media, multi-part items,
e.g. book plus CD.
32 The system should be capable of prompting for a PIN as part of user
authentication. Please give details of options for this provision e.g. on screen
or separate keypad.
33 Receipts should show time, date, device ID, title, due date (for issues) and
type of transaction.
34 Receipts should be capable of being configured by the library to add local
text.
35 All stations must be capable of providing a receipt in either English or other
selected language.
36 Self-service units shall be capable of operating in accordance with a user
defined schedule of opening hours and be capable of self-start and self-
closedown accordingly.
 The next section deals with the specific requirements for your project. Please consider each question carefully and decide whether it
applies to your project e.g. are you planning to use sorting equipment as part of your installation?

# Requirement I RC Response

Hardware and consumables – General requirements

37 The system shall provide n RFID enabled staff workstation(s), for use with
existing staff PCs
38 The system shall provide n RFID self-service station(s) for client use
38 The system shall provide payment facilities at some/all* self-service stations
40 The system shall provide n sets of security gates
41 The system shall supply n mobile stock management device(s)
42 The system shall provide automated sorters.
43 The system shall provide automated accession units.
44 The system shall provide interactive shelving or display units for special
exhibits, recent acquisitions etc.
45 The system shall provide interactive shelving for some/all* stock.
46 The Supplier shall supply sufficient tags for the current level of library stock:
n book / periodical tags
n Video / Cassette tags
n CD / DVD tags

RFID Devices – Specific Requirements

Staff Workstations
47 Units must manage the issue, renew and return of both tagged and untagged
items.
48 A barcode reader must be able to operate concurrently with an RFID reader
49 The system should be fully integrated to provide the full staff functionality
normally available within the LMS.
Self-service Issues
50 All units should have touch screen operation
51 Provision must be made for access to the system by people with disabilities
and be compliant with DDA regulations.
52 Access to account details should be restricted to the holder/authorised users
only. Please state what measures are in place to prevent unauthorised
account access
53 All issue stations must be capable of simultaneously reading multiple items.
Please give details of read ranges.
54 Self-issue units must offer both issue and renewal functions.
55 Units should provide a running total of items issued or discharged during a
transaction.
56 Units should provide bibliographic details of items issued or discharged
(title/author as minimum) during a transaction
57 Units should be capable of showing the status of all current loans on a
customer‟s record
58 Units should allow customers to view the status of any current reservations.
59 Units should offer access to customers to cancel any current reservations
60 Units should be capable of being configured to limit functionality to issue or
return , to cope with dynamic changes in demand. Please give details of the
process required to make such a change.

61 Units should be capable of directing borrowers to place reserved items in a

nominated location (e.g. shelf or bin) as determined by the LMS.
62 All text and graphics should be customisable by the library. The interface
should also provide suitable access for visually impaired users.

63 All units should require users to indicate when their transactions have been
completed. Once completed the system should clear current user details
before accepting the next customer
64 Receipt printers should be integral to the units
65 Receipt printers should be easily maintainable by staff. Please give details of
the process required to change a roll.
66 Receipt printers should provide a warning to staff of operation problems (e.g.
out of paper). Please give details of the methods by which this may be
achieved.
67 Please indicate size, type and cost of replacement printer paper rolls.
 Self-service Returns
68 The return process must identify the item as having been returned and must
update the LMS in real time.
69 The automated return system should be capable of sorting to n levels. Please
indicate any known restrictions placed on this operation by the LMS.
70 The automated sorter must have the capability to work with books of varying
sizes, weights and thicknesses. Please specify any limits for each of these
metrics.

71 Automated sorter must be capable of returning audio-visual materials (e.g.

music CD‟s, DVD‟s, videos, audio cassettes). Magnetic media must be
handled without risk of damage or erasure
72 Returns should not be updated by the LMS until the item being returned has
been processed by the RFID device, and can no longer be retained by the
customer.
73 The sorter should alert members of staff when a return bin is almost full.
Please state what remote indication method(s) is/are supported by your
solution (e.g. visual, audible, email, IM etc.)
74 Please give details of how the system deals with non-RFID tagged items.

75 Returning an item should automatically re-activate the security status on

items.
76 Please give details of any contingency procedure(s) available to continue
service in the event of failure of the automated sorter and /or return station.

Payments
77 Payment facilities should be available for fines and fees on self-service units
as required. Please detail how this functionality is provided.
78 RFID system should be capable of displaying customer account details,
showing a borrower‟s outstanding fines, charges etc.
79 Payment stations should offer self payment of charges via Chip and Pin,
Smartcard or cash (notes and coins). Please provide full details of
functionality available e.g. change given.
80 Stations should be capable of printing a receipt giving full details of any
payment transaction, e.g. time, amount paid, reason for charge.
81 Units capable of taking payment transactions should provide an end of day
printable report of card transactions at each unit for reconciliation and audit
purposes

Security – Stock and Equipment

82 The security gates shall trigger an alarm signal and/or send a message to staff
upon attempted removal of unauthorised items.
83 Security gates shall provide a real-time report back to a nominated staff
workstation showing details of any item which has triggered the security
alarm.

84 The security gates shall generate and store a report detailing the ID of any
items illegally removed from the library.
85 Please specify read ranges, read speeds and successful detection rates of
security equipment provided for all material types.
86 Gates shall not interfere with any other ICT or electrical equipment in close
location e.g. people counters, PC‟s etc.
87 Please give full details of your procedures for ensuring the security of CD
and DVD collections.
88 Please specify standards met/procedures in place to ensure secure
transmission of data
89 System and workstation components should provide protection against theft.
Please specify anti-theft devices/systems supplied

Stock Management
90 Please provide a full description of collection management functionality
offered by your system.,
91 Please describe in detail how your system facilitates the selective
identification of stock e.g. missing or lost, misplaced, special collection
management etc.
92 Collection management device(s) should be capable of carrying out multiple
routines simultaneously e.g. looking for lost, reserved or missing items at the
same time.
93 Data collected by the device shall be in a format suitable for use and
manipulation in standard desktop software packages. Please specify options
available.
94 Please give details of options available for exporting data from the collection
management device(s) to the LMS.

RFID Tags
95 RFID tags must be read/write, operate at 13.56MHz and be compliant with 3
ISO standards 15693 and, 18000-3. Please provide full details of the tags you
propose to supply including IC, form factor and antenna composition.
96 Tag data must comply with ISO 28560-2 and the UK National Profile for this
standard.
97 Please provide details of any tag serviceability guarantees e.g. longevity
98 RFID tags should possess anti-collision capability allowing the reading of
multiple tags simultaneously.
99 Please supply details of all library suppliers/tagging specialists currently
tagging stock for use with your system compliant to the UK National
profile / ISO 28560 standard. Include details of the conditional / optional
field data they are able to write to tags where required. List any versions of
your software with which the suppliers are not compatible.
100 Tags suitable for use in rare and antiquarian material should be available
for use. Please provide details of options available.

Item Tagging
101 The tagging process shall be as simple and speedy as possible. Please give
examples of anticipated tagging rates.
102 The stock tagging process should not require a connection to the LMS.
103 Please supply an estimate of required work time to tag all necessary stock at
each site using the proposed system
104 The system shall provide a means of tagging stock both at the shelf (for initial
conversion) and at a staff workstation (e.g. for re-tagging). Please provide
details of the solution offered.

Remote Management
105 The system should be capable of being managed and maintained remotely,
preferably via a secure web interface. Please give full details of solution
offered.
106 Usage statistics for each individual machine connected to network shall be
available to view and/or download via remote management interface
107 Collated usage statistics for user defined groups of devices (e.g. all self
service units at a particular site) shall be available to view and/or download
via remote management interface
108 Remote management software shall provide an alert when any device
connected to it generates an error message (e.g. out of receipt paper..cash bin
full etc..)
109 Remote management software shall provide an alert should connectivity be
lost to any device being monitored through it
110 Authorised users can make operating parameter changes to relevant programs
on connected devices via remote management software
111 Authorised users can access and / or export statistical, error and transaction
logs via remote management software
112 Authorised user capable of viewing the user interface „as seen by the end
user‟ of any connected device via remote management interface

Resilience and Backup

113 The system shall be capable of 24/7 operation.
114 System failure should not compromise data integrity
115 The system shall be capable of operating in offline mode if connection to the
LMS is lost. Please specify system capabilities in this eventuality.
116 Data captured whilst in offline mode shall be uploaded to the LMS when the
connection is restored. Please specify system capabilities in this area.
117 Please give details of procedures in place to preserve loan policy rules whilst
the connection to the LMS is absent.
118 The system shall provide diagnostic information to staff when problems or
errors occur.

119 The system performance shall not be adversely affected at peak usage
periods. Please specify performance level capabilities of the system.

Usage Statistics & Reports

120 The system shall supply management information on the usage of the self-
service units both individually, and by group and site. Please detail the range
of management information reports available and any applications/software
required to undertake reporting functionality

Legislation and Legal Requirements

121 All hardware and software provided must conform to relevant national and
international legislative requirements including, but not limited to, Disability
Discrimination Act, 1995, Data Protection Act 1998, Health & Safety at
Work Act 1974, Copyright, Designs & Patents Act 1988, Computer Misuse
Act 1990 etc. Please comment on the legal compliance of your system.

Installation, Maintenance and Technical Support

122 On-site training for library staff shall be provided. Please provide detailed
proposals.

123 Full documentation for all functionality and any user maintenance of the
system shall be provided.

124 Any future upgrades to the system shall be accompanied by full explanatory
documentation.
125 Upgrades to the LMS shall not affect functionality of the RFID System
126 Upgrades to the RFID System shall not affect functionality of the LMS
127 Upgrades to the RFID system shall not affect local customisation work done
(e.g. localisation of user interfaces)
128 Please provide a copy of your standard Service Level Agreement including
details of standard service hours, response times and escalation procedures.
129 Please give details of your preventative maintenance plan.
130 Suppliers are invited to provide a system development roadmap covering
planned future upgrades/hardware releases over the period of the contract.
 Part Three
This section identifies some key areas of the relationship with your supplier that should help
you determine which will offer you the appropriate level of service and support for a
successful implementation. The following suggested text should be amended where not
appropriate to your situation.

9. Project Plan & Methodology

9.1. Suppliers are required to submit an indicative project plan and accompanying
project methodology as part of the tender response. This should include information
about the risks and contingency arrangements, including proposals for responding to
change, examples of financial control mechanisms, progress reports, and include
detailed schedules of the costs. The project plan should specify high-level activities,
milestones, and activities to be performed by the Supplier and the Partnership jointly.

9.2. Give details of the resources you expect to use to service the contract. Include the
number of staff you expect to use for providing the service. Also include an
organisational chart indicating responsibilities and reporting lines. Please indicate
where staff will not be employed full-time on this contract. Indicate in each case
whether you expect staff to be drawn from within your organisation, to be newly
recruited, or to be contracted in.

9.3. Set out your plan for the training of staff to be employed on the contract.

9.4. Provide details of the structure and composition of your project team, and
curriculum vitae of key staff.

10. Training Proposals

10.1. Suppliers are required to submit detailed training proposals for the onsite training
of system administrators, system users and management users, specifying:

The training levels that will be required for different personnel to use the system
proficiently
Minimum times of training per level required
Provide details on training structure, approach, delivery & methodology, including
an indicative timetable/schedule

11. Quality Plan

11.1. Suppliers must provide details of how they will ensure that a high quality service
is maintained and that all performance targets set out in the specification will be met.

Set out your proposals for the monitoring and reporting on the quality of the
services delivered, including the performance checks you will perform, their
frequency and scope, and who will perform them
Set out your proposed contract management and supervisory systems

11.2. Set out your customer liaison arrangements, including procedures for dealing with
complaints and problems and customer support arrangements.
 Information and feedback
For more information or to suggest enhancements to this document, please contact us using
the details below:

Peter Kilborn
Book Industry Communication
39/41 North Road
London N7 9DP
Email: [email protected]
Telephone: +44 (0)20 7607 9021

Heather Sherman
National Acquisitions Group
12 - 14 King Street
Wakefield
West Yorkshire
WF1 2SQ
Email: [email protected]
Telephone: +44 (0)1924 383010

About the authors

Mark Hughes

Mark‟s varied career in Libraries has encompassed work at many different levels, mainly in
the systems and service management fields, across both public and academic sectors.

He has managed two successful large scale RFID implementations: the first for Swansea
Public Libraries; then on a second occasion for a consortium project for the 3 Universities in
the South West Wales Higher Education Partnership, and was one of the original authors of
the Open RFID in Libraries Specification.

Mark has been in post as „Head of Collections‟ at Swansea University since March 2009. His
current duties include management of finance, collections and library systems. He remains
strongly involved in RFID development, and is an active member of the BIC/CILIP RFID in
Libraries Group.

Mick Fortune

Mick was one of the UK‟s first systems librarians - at the British Library – and a pioneer,
working on the original ARPANET project that spawned the Internet. After leaving the
public sector he joined Dynix Library Systems (forerunner of SirsiDynix), becoming
European MD before leaving to work on projects for IBM in Belgium and Holland in 1999.
He led Nielsen's BookNet division for two years before attempting to retire in 2006. Having
initially had an interest in RFID aroused by acting as adviser to 2CQR Mick set up his own
company - Library RFID Ltd - in 2009 to offer advice and consultancy to both suppliers and
their clients. He is a keen advocate of data standards and played a significant part in
facilitating the adoption of the UK National Profile for ISO 28560-2 in the BIC/CILIP RFID
in Libraries Group.