City of Springfield - Lincoln Library RFID Library Automation System - RFP LL27-33 (2026)
City of SpringfieldCity · Springfield, IL- Due
- Dec 10, 2026
- 28 days left
- Posted
- Nov 10, 2026
- Primary contact
- Purchasing Agent
- (217) 789-2191
The 30-second brief
The City of Springfield, Illinois is requesting proposals for a complete Radio Frequency Identification (RFID) library automation system for Lincoln Library, covering 210,000 print items and 29,000 audio-visual items. The project includes software, hardware, RFID tags, readers, inventory wands, tag dispensers, free-standing self-check kiosk machines, and ADA-compliant wide-aisle security gates with patron counters. Additional scope covers collection tagging process management or outsourcing, staff training, installation, and ongoing support services. Proposals must be submitted via the City's Bid Portal by December 10, 2026, at 3:00 p.m. local time.
I. RFID tags for a collection of 210, 000 print items, Ii. RFID tags for a collection of 29, 000 audio-visual items, Iii. RFID readers/pads for 3 service desk workstations and 2 staff workstations, Iv. RFID tag dispenser(s), V. Inventory wands, Vi. Free-standing, Kiosk-style self-check machine equipped with touch screen and receipt printer, Vii. ADA-compliant, Wide-aisle security gates that include patron counter functionality, For 3 patron exits
Technical solution and approach including implementation and support 50, Cost including per-unit pricing and volume discounts 30, Relevant experience and references 20
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Summary
The City of Springfield, Illinois is requesting proposals for a complete Radio Frequency Identification (RFID) library automation system for Lincoln Library, covering 210,000 print items and 29,000 audio-visual items.
The project includes software, hardware, RFID tags, readers, inventory wands, tag dispensers, free-standing self-check kiosk machines, and ADA-compliant wide-aisle security gates with patron counters. Additional scope covers collection tagging process management or outsourcing, staff training, installation, and ongoing support services. Proposals must be submitted via the City's Bid Portal by December 10, 2026, at 3:00 p.m. local time.
EVALUATION CRITERIA
Technical solution and approach including implementation and support 50, Cost including per-unit pricing and volume discounts 30, Relevant experience and references 20
REQUIRED DELIVERABLES
3- I. RFID tags for a collection of 210
- 000 print items
- Ii
RFID tags for a collection of 29, 000 audio-visual items, Iii. RFID readers/pads for 3 service desk workstations and 2 staff workstations, Iv. RFID tag dispenser(s), V. Inventory wands, Vi. Free-standing, Kiosk-style self-check machine equipped with touch screen and receipt printer, Vii. ADA-compliant, Wide-aisle security gates that include patron counter functionality, For 3 patron exits
REQUIRED ATTACHMENTS
8- Proposal Form
- References
- Product data or specification sheets
- Manufacturer's specifications
- Certifications
- Signed addenda
- Bid security
- Good standing certificate
- Submit to
- https://www.springfield.il.us/departments/OBM/OBMHome.aspx?Purchasing
- Scope location
- Springfield, IL
Questions about this RFP
How do I respond to this RFP from City of Springfield?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 10, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://www.springfield.il.us/departments/OBM/OBMHome.aspx?Purchasing. For questions, contact Purchasing Agent.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Springfield in IL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Purchasing Agent at (217) 789-2191. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: I. RFID tags for a collection of 210, 000 print items, Ii. RFID tags for a collection of 29, 000 audio-visual items, Iii. RFID readers/pads for 3 service desk workstations and 2 staff workstations, Iv. RFID tag dispenser(s), V. Inventory wands, Vi. Free-standing, Kiosk-style self-check machine equip. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Technical solution and approach including implementation and support 50, Cost including per-unit pricing and volume discounts 30, Relevant experience and references 20" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Springfield?
All active and historical solicitations from City of Springfield are tracked and searchable. As a city agency, City of Springfield regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
Is this solicitation still open for submissions?
Based on the posted deadline of December 10, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Proposal Form, references, product data or specification sheets, manufacturer's specifications, certifications, signed addenda, bid security, good standing certificate. Review the full document from City of Springfield for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Springfield, IL. Review the full solicitation for detailed scope requirements.