Request for Proposal. Monroe County Schools Copier Consortium Copier Bid

Transcription

1 Request for Proposal Monroe County Schools Copier Consortium 2012 Copier Bid Issue Date 06/01/2012

2 1.0 GENERAL INFORMATION 1.1. INTRODUCTION Monroe County School Districts, by way of this RFP, are soliciting vendors for pricing to furnish copier equipment and monthly maintenance and supply costs. All responses and questions regarding this RFP should be submitted in writing to the following: David Payne Technology Director Monroe Public Schools 1275 N. Macomb Street Monroe, Michigan Telephone - (734) Monroe County School Districts reserve the right to waive any irregularities, reject any or all bids, or accept the bid that in the opinion of Monroe County School Districts will serve the best interest of Monroe County School Districts. Any costs associated with preparing bids in response to the specification are the sole responsibility of the vendors bidding on the project PROJECT OVERVIEW PROJECT SCHEDULE 06/01/2012 RFP s distributed 06/07/2012 Pre-bid Meeting, 1:00 pm; Monroe Public Schools 06/13/2012 Proposal due date. Six (6) copies of sealed bid responses are due by 1:00 PM on the above specified date. Bid responses are to be sent to the attention of David Payne at the address specified on page 1 of this RFP. All materials should be clearly labeled 2012 MFP Bid. There will be no extensions granted for the response due date. Bid responses will be opened at the Copier Consortium meeting on the bid due date. Late bids will not be considered. Bids may only be withdrawn by written notice received prior to the submission deadline. All bids shall be accompanied by bid bond in the amount of 5% of the bid, to be payable to Jefferson Schools in the event the selected bidder fails to enter into an appropriate contract or provide services as required by this RFP. All of these deliverables should be in machine readable format that can export into standard word processing software. The Contract will be awarded during Board of Education Meetings before June 30, INSTRUCTIONS TO BIDDERS Bidder must clearly state in the bid any exceptions to the enclosed specifications. The listing of exceptions, if any, is mandatory. Any exceptions found in review not listed, could be a basis for rejection of the bid. Bidders must clearly indicate extent of warranties, guaranteed response time and ability to provide parts and services for the equipment on which they are bidding. Bidders must provide proof of company stability including financial statements. The bidder will provide full maintenance over the life of the contract. The equipment is to be furnished in accordance with the specifications and deliveries are to be made only upon purchase order issued by individual school districts. Monroe County School Districts 2012 Copier Bid 1

3 It is understood that Monroe County School Districts are governmental units, and as such, are exempt from the payment of all State and Federal Taxes (including Personal Property taxes) applying to the products specified in this document. Therefore, the prices quoted by the Bidder should not include any allocation for taxes. It is understood that individual districts participating in the Monroe County Schools Copier Consortium bid have existing multi-year contracts for certain copiers. These copiers will be replaced when the contract terms expire. Each bid shall reflect the inclusion of the individual school districts based on the following timeline: o Airport Community Schools (new machines) August 1, 2012 o Jefferson Schools August 1, 2012 o Monroe Public Schools August 1, 2012 o Northville Public Schools (Wayne County) August 1, 2012 o Mason Consolidated Schools October 30, 2012 o Whiteford Agricultural Schools March 1, 2013 o Ida Public Schools August 1, 2013 o Airport Community Schools (replacement machines) December 1, 2014 The following items must be included in your bid price: o The machines and devices offered including brand name, model number, market introduction date, and status (new, used, and refurbished). o Used or refurbished equipment will be considered as long as they meet the requirements specified later in this document. o Delivery and installation of the machine. o A necessary and sufficient amount of training of Technology Support Staff concerning operation of equipment. o Maintenance of all machines in good working condition, including but not limited to all necessary inspections, repairs and adjustments, including replacement of parts and drums. o Bidder reserves the right to upgrade or downgrade equipment based on volume. o Districts reserves the right to add or remove equipment based on needs of the district. o Bidders must indicate annual cost of maintenance and supplies on a cost per copy basis for the duration of contract. Machines shall be kept in good working order so that work delays and copy problems will be minimized. Machines must meet the total volume requirements listed under Copier Equipment Needed. The School District reserves the right to request a new replacement copier at the Bidder s expense in the event that a recurring problem cannot be corrected to the satisfaction of the School District or in the event that the copier is unable to meet the total volume requirements. The conclusion that a copier is experiencing a recurring problem or unable to meet the total volume requirement, therefore requiring replacement, is at the sole discretion of the District. Bidder will provide the escalation process to be followed in such cases where a replacement is required. The proposal should include a cost per copy only, with the bidder maintaining ownership of the machines. Proposals for leasing equipment will not be considered by the Monroe County School Districts. The terms of this Request for Proposal and the response from the selected bidder shall be deemed included within any contract between Monroe County School Districts and the successful bidder, and shall be deemed to supercede any inconsistent terms in any such contract to the extent the terms are less favorable to Monroe County School Districts. Any contract must also require the successful bidder to comply with all applicable laws and to indemnify and hold harmless Monroe County School Districts for damages caused by the actions or inactions of the successful bidder and its employees and agents. The parties may negotiate additional and other changes to any contract proposed by the successful bidder. Monroe County School Districts 2012 Copier Bid 2

4 The Bidder must submit the names of three (3) school districts serviced by Bidder that have an equal or larger amount of equivalent copier equipment and have had the equipment for at least three years. Please provide district name, contact name, address, phone number, and number of years the Bidder has serviced the district. It will be negotiated between the awarded vendor and the local school district how toner and supplies will be delivered. A small stockpile of supplies with either be delivered centrally to a district or to individual buildings FACILITY RECEIVING COPIERS MFP locations and delivery schedules will be negotiated with the successful bidder. Maps of district facilities are available to bidders SCHEDULE The vendor will submit a schedule with their proposal. Modifications to the schedule for this project will be negotiated between the successful vendor who is awarded the project and Monroe County School Districts. Deviations from this schedule will only be permitted with the approval of the Monroe County School Districts project manager. 1.6 LENGTH OF CONTRACT The proposal should include a 36 and 48 month contract length with the Monroe County Schools Copier Consortium; individual districts will replace their current equipment when their existing contracts expire. 2.0 PRODUCT SPECIFICATIONS In addition to the supply of the equipment, the successful vendor will be required to perform all maintenance and repairs necessary to maintain the copier office equipment. Equipment maintenance and repairs shall be performed by qualified maintenance personnel during regular office hours. Regular office hours vary at each school location, but are generally 7am-4pm, Monday through Friday. The vendor is required to provide services at other times as required. Maintenance and repair calls must be performed within four (4) hours of request for service. The maximum allowable downtime for any one piece of equipment is 48 hours. A loaner copier machine must be placed in the building for any equipment that cannot be repaired and restored to normal operating service within 48 hours. Excluding from the requirements are delays resulting from acts of God, accidents, extreme weather conditions, strikes or similar causes outside of the control of Bidder. The intention is that necessary repairs be made in a timely manner to enable our schools to continue to operate in a normal manner. Preventive maintenance will be performed according to manufacturer s recommendations. It is the Bidders responsibility to schedule preventive maintenance that meets those manufacture s recommendations. Monroe County School Districts requires advance notice for preventive maintenance. Bidders shall give the individual site location 24 hour advance notice of the Bidders intent of performing preventive maintenance. The Bidder s service technician shall check in and out with the appointed key operator. Each machine should have a permanent record of machine maintenance kept with the machine. Monroe County School Districts 2012 Copier Bid 3

5 2.1. COPY MACHINES (LOW VOLUME) We will be considering nineteen (19) network copiers with the following minimum specifications: PPM Print/Copy 250 Sheets of Letter Paper Capacities 10/100 Ethernet and Wireless Duplex (Copy/Print/Scan) Fax Card 2.2. COPY MACHINES (MEDIUM VOLUME) We will be considering twenty-four (24) network copiers with the following minimum specifications: PPM Print/Copy 2,000 Sheets of Letter Paper Capacities 10/100 Ethernet Duplex (Copy/Print/Scan) Fax Card Printer/Copier control via pin number that counts down Secure Printing Capabilities We will also be considering an additional option for the above copiers. Please do not include the following option in the totals for the cover sheet. Wireless Finisher Monroe County School Districts 2012 Copier Bid 4

6 2.3. COPY MACHINES (HIGH VOLUME) We will be considering forty-seven (47) network copiers with the following minimum specifications: PPM Print/Copy 4,000 Sheets of Letter Paper Capacities 10/100 Ethernet Duplex (Copy/Print/Scan) Basic finisher with stapling Printer/Copier control via pin number that counts down Secure Printing Capabilities We will also be considering an additional option for the above copiers. Please do not include the following option in the totals for the cover sheet. Finisher / multi-position stapler with following specifications: 2,000 sheet capacity Two bins, each will handle 1,000 copies/prints Each bin will be able to handle separate tasks Select either staple the top left, or two staples on the left margin to create a book, the feature can be done from the copier or from a computer Staple cartridges will hold 5,000 staples Staple 2 to 50 sheets per set Stapling while duplexing, page numbering, date stamping, plus other digital features Staple 8 ½ x 11 portrait or landscape, 8 ½ x 14 (legal) up to 11 x 17 (ledger) from either the copier or a computer Fax Card Wireless Additional Paper Tray Configuration (Legal, Ledger) 2.4. COLOR COPIER We will be considering nine (9) network color laser printers with the following minimum specifications: PPM Color 500 Sheets of Letter Paper Capacities 10/100 Ethernet Duplex (Copy/Print/Scan) We will also be considering an additional option for the above printers. Please do not include the following option in the totals for the cover sheet. Integrated b/g wireless networking 500 Sheet paper tray upgrade Monroe County School Districts 2012 Copier Bid 5

7 2.5. NETWORK LASER PRINTERS We will be considering one hundred and fifty (150) network color laser printers with the following minimum specifications: PPM Color 500 Sheet Paper Capacities 10/100 Ethernet Duplex We will also be considering an additional option for the above printers. Please do not include the following option in the totals for the cover sheet. Integrated b/g wireless networking 500 Sheet paper tray upgrade 2.6. NETWORK COLOR LASER PRINTERS We will be considering twelve (12) network color laser printers with the following minimum specifications: PPM Color 250 Sheet Paper Capacities 10/100 Ethernet Duplex We will also be considering an additional option for the above printers. Please do not include the following option in the totals for the cover sheet. Integrated b/g wireless networking 500 Sheet paper tray upgrade 3.0 REQUIREMENTS 3.1. DELIVERY Any damage caused by the vendor or subcontractors are their responsibility to repair or replace to the satisfaction of the Monroe County School Districts project manager RIGHT OF REFUSAL Monroe County School Districts reserve the right to accept or reject any or all responses to this RFP and / or enter into negotiations with more than one qualified supplier if it is in the best interest of Monroe County School Districts. Any costs associated with responding to this RFP are the responsibility of the contractor MATERIAL HANDLING The contractor is responsible for the handling of all materials and all costs associated with material handling. It is the contractor s responsibility to coordinate delivery schedules with the project schedule. Monroe County School Districts 2012 Copier Bid 6

8 3.4. SUBCONTRACTORS The contractor will notify Monroe County School Districts of any subcontractors which may be used for this project and will define the scope of work to be performed by the subcontractor. If any subcontractor fails to perform the specified scope of work, Monroe County School Districts shall have the right to remove any subcontractor from the project. In no way will this release any contractor from his obligations under the contract. The contractor shall hold harmless and indemnify Monroe County School Districts against any claims, suits, liens or other actions made by subcontractor due to this agreement COMPLIANCE Bidders shall provide with their response a compliance summary stating compliance or exception to every article of this RFP. Exception to any article must be accompanied by a full explanation. Failure to identify an exception in Bidder s RFP response shall be deemed an express acceptance of same. 4.0 PRICING 4.1. PRICING FORMAT Pricing for this project is to include all labor and all materials to produce, configure, test, and deliver all components of this acquisition as defined in this RFP. Each subsection under section 2 will be given a CPC based on average monthly volume and amount of equipment specified. Minimum volumes will be attached. Monroe County School Districts 2012 Copier Bid 7

9 Monroe County Copier and Printer Volume Totals District Printer /Copier Number Avg Monthy Volume (9 months) Airport Community Schools Network Laser Printer 66 90,000 Airport Community Schools High Volume Copier 6 500,000 Ida Public Schools High Volume Copier 6 399,000 Ida Public Schools Medium Volume Copier 3 20,000 Jefferson Schools Network Laser Printer 34 69,000 Jefferson Schools Network Color Laser Printer 6 3,300 Jefferson Schools Color Copier 1 7,800 Jefferson Schools High Volume Copier 6 387,000 Jefferson Schools Low Volume Copier 7 13,000 Jefferson Schools Medium Volume Copier 10 41,000 Monroe Public Schools Network Laser Printer 50 75,000 Monroe Public Schools Network Color Laser Printer 5 20,000 Monroe Public Schools Color Copier 8 25,000 Monroe Public Schools High Volume Copier ,000 Monroe Public Schools Low Volume Copier 12 35,000 Monroe Public Schools Medium Volume Copier 10 40,000 Whiteford Schools Network Color Laser Printer 1 3,500 Whiteford Schools High Volume Copier 2 87,000 Whiteford Schools Medium Volume Copier 1 7,500

10 Northville District Copiers May 29, 2012 Building Make Model Avg Monthy Volume (9 months) Amerman Elementary Toshiba E-Studio ,205 Amerman Elementary Toshiba E-Studio ,973 Central Office Canon IR Central Office Canon IR ,041 Central Office Ricoh Aficio 1018D - Central Office Toshiba E-Studio 203SD 212 Central Office Toshiba E-Studio Central Office Toshiba E-Studio 453 1,555 Central Office Toshiba E-Studio 453 1,110 Cooke Center Program Canon IR Cooke Center Program Canon IR7095 8,372 Cooke Center Program Ricoh MP4500 9,304 Cooke Center Program Ricoh MP4500 5,439 Hillside Middle School Toshiba E-Studio ,874 Hillside Middle School Toshiba E-Studio ,599 Hillside Middle School Toshiba E-Studio 455 2,061 Meads Mill Middle School Canon IR ,462 Meads Mill Middle School Canon IR ,208 Meads Mill Middle School Toshiba E-Studio 455 2,660 Moraine Elementary Ricoh Aficio Moraine Elementary Toshiba E-Studio 35 - Moraine Elementary Toshiba E-Studio ,746 Moraine Elementary Toshiba E-Studio ,782 Northville High School Canon IR ,844 Northville High School Canon IR ,175 Northville High School Canon IR ,213 Northville High School Canon IR ,491 Northville High School Toshiba E-Studio ,792 Northville High School Canon IR1023N - Old Village Center Program Ricoh Aficio 2045E 3,659 Old Village Center Program Ricoh Aficio MP4500 7,445 Ridge Wood Elementary Ricoh Aficio Ridge Wood Elementary Ricoh Aficio Ridge Wood Elementary Toshiba E-Studio 603T 5,714 Ridge Wood Elementary Toshiba E-Studio ,424 Ridge Wood Elementary Toshiba E-Studio ,232 Silver Springs Elementary Toshiba E-Studio 453 2,909 Silver Springs Elementary Toshiba E-Studio ,656 Silver Springs Elementary Toshiba E-Studio ,958 Thornton Creek Elementary Canon IR ,819 Thornton Creek Elementary Ricoh Aficio Thornton Creek Elementary Toshiba E-Studio ,051 Thornton Creek Elementary Toshiba E-Studio ,478 Winchester Elementary Toshiba E-Studio ,492 Winchester Elementary Toshiba E-Studio ,606