REQUEST FOR QUOTE LEASE OF COPIERS, PRINT SERVER AND PRINT CONTROLLER RFQ

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1 REQUEST FOR QUOTE LEASE OF COPIERS, PRINT SERVER AND PRINT CONTROLLER RFQ Metro Technology Centers (MTC), District 22 of Oklahoma County, OK, dba Metro Tech, will be accepting sealed quotes until 2:00 pm, Thursday, March 30, 2017, in the Purchasing Department located at 1900 Springlake Drive, Oklahoma City, OK ACCEPTANCE OF OFFER: Metro Technology Centers is seeking quotes for the lease of: One (1) mid volume color copier and one (1) high volume black and white copier, each with Fiery print controller. Multiple quotes may be submitted by a vendor as separate submissions. To be considered, your submission shall be received by the Purchasing Department no later than the date and time specified above. Quote is to be clearly marked on the outside of the sealed envelope along with your company name and address and submitted to: Purchasing Department, Metro Technology Centers, 1900 Springlake Drive, Oklahoma City, OK Returned quotes shall remain open to acceptance and shall be irrevocable for a period of thirty (30) days after the closing date. Upon receipt of an acceptable quotation, the Board of Education shall determine the vendor to supply the copiers and print controllers and a contract representing the terms of the agreement will be executed and begin July 1, The Board of Education is under no obligation to accept any quote and reserves the right to accept or reject any or all submissions. The Board of Education also reserves the right to make such selections that, in its judgment, are best suited for the purpose intended. ADMINISTRATIVE INFORMATION: Your submitted response to this Request for Quote constitutes an irrevocable offer and, when accepted by the Board of Education, constitutes a firm and binding contract. Request for results of this RFQ may be requested by in care of the Board of Education Secretary, JoAnn Johnson at joann.johnson@metrotech.edu. Results will be available after Board of Education selection. DUE DATE: Quotes will be accepted until 2:00 pm, Thursday, March 30, 2017, in the Purchasing Department of Metro Technology Centers, Business Conference Center, 1900 Springlake Drive, Oklahoma City, OK Submissions received after the time set for opening, will not be considered and will be returned unopened.

2 INSURANCE REQUIREMENTS: A copy of the following certificates of insurance, showing that the prescribed policies are in force, shall be returned with completed RFQ. A. Workers Compensation Insurance and Employer s Liability at the current Oklahoma Statutory Limits. B. Commercial General Liability Insurance C. Business Automobile Liability The company selected will hold MTC harmless, and will assume all responsibility for personal injury and property damage occurring in connection with the installation. INQUIRIES/ADDENDA: All inquiries concerning this Request for Quote shall be received no later than seven calendar days prior to the opening date as referenced above. Inquiries and clarifications requested must be in writing, to the Purchasing Coordinator. The reply will be in the form of an Addendum, a copy of which will be forwarded to all known recipients. Send questions via facsimile or to: Pamala Stockwell, Purchasing Coordinator Metro Technology Centers 1900 Springlake Drive Oklahoma City, OK purchasing@metrotech.edu Facsimile: All Addenda become part of the contract documents. Include resultant costs in the Total Cost Not To Exceed line. Verbal answers are not binding on either party. LEGAL REQUIREMENTS: This Request for Quote Solicitation is subject to all applicable federal, state, county and local laws, ordinances, rules and regulations that in any manner affect any and all of the services covered herein. The employees of the winning Request for Quote shall comply with all MTC Campus Security Procedures, rules and regulations governing access, and conduct on MTC property. OPENING: Sealed submissions filed with MTC will be publicly opened and read aloud at the time and date specified. All participating entities are eligible and encouraged to attend openings. SUBMITTALS: The following list of documents must be included with your response. Failure to provide all of the documentation requests may result in rejection of proposal. Attachment A: Statement of Compliance Attachment B: Affidavit of Claimant Non-Collusion Form Attachment C: Bidder Vendor Information Request Form Attachment D: Request for Taxpayer Identification Number and Certification Attachment E: Certificate(s) of Insurance Two copies of the Request for Quote Page 2 of 7 Opening: Request for Quote Thursday, March 30, 2017

3 SUBMISSIONS: Returned quotes shall be in strict conformity with the instructions and shall be submitted on the approved forms, and shall be typewritten or legibly written in ink. Any corrections to this instrument shall be initialed in ink. Facsimile, telephone, ed and illegible submissions are unacceptable. WAIVER OF SUBROGATION: Metro Technology Centers shall not be liable for any damage to the equipment, supplies or materials located on any campus, caused by casualty occurrence. The company shall look to its insurer for reimbursement and shall obtain from its insurer a waiver of subrogation rights against MTC. Metro Technology Centers believes in the worth of all individuals and is committed to equal opportunity for each employee, student or any person visiting a District campus. Metro Technology Centers does not discriminate on the basis of race, color, national origin, sex/gender, age, marital or veteran status, religion, pregnancy, or genetic information or disability in recruitment, hiring, placement, assignment to work tasks, hours of employment, levels of responsibility, and pay. Pamala Stockwell Purchasing Coordinator Metro Technology Centers P: F: Page 3 of 7 Opening: Request for Quote Thursday, March 30, 2017

4 SPECIFICATIONS GENERAL SPECIFICATIONS: 5 Year lease on all equipment. Specify lease cost with a cost per copy maintenance agreement price for all equipment. Specify cost per copy for 8.5x11 and 11x17 sizes. Specify cost per copy for additional print sizes if they differ. Maintenance cost to include all toner, staples and other related supplies including all shipping costs. Monthly billing with automated online meter read submission for both copiers. Online statistics tracking for both copiers included in this bid and all network print devices on the Metro Tech network using web based methodology which generates reports and exports usage data to Excel. Full printing support for Windows 7-10, 32 & 64 bit OS as well as Macintosh OS X. computers. Continued support for all future MAC or PC OS upgrades through the life of the contract. Minimum of two factory trained service tech stationed in Oklahoma City certified to work on each of the copy machines bid. Four hour response time on service calls. Technician to provide callback with estimated arrival time. Provide all needed operations and maintenance training to equipment operators. Installation of all copiers and servers will begin on July 3, Both systems to be fully operational by July 7, All operator training to be completed by July 12, Installation and configuration of network monitoring device to be completed by July 12, ITEM ADDITIONS OR SUBTRACTIONS FOR CONSIDERATION: If vendors have any specific additional equipment to recommend or suggestions to reduce cost by feature removal, please list such items separately by equipment category with individualized item pricing and notes regarding reason for the recommendation. HIGH VOLUME BLACK AND WHITE COPIER: Print controller Latest version EFI Fiery print server with Command workstation including Jobmaster and Impose software. Print controller to be configured to accept print jobs from 300 client computers. Print controller configured to archive files to network drive on Metro Tech server Print speed of 120 pages per minute. Minimum of 6 paper trays. Vacuum feed with air assist paper handling preferred. In-line 3 hole/2 hole punch Paper decurling unit Staple up to 100 sheets in multiple positions variable length Large capacity paper trays with at least one tray capable of 12x18 paper and one tray dedicated to 5 bank tab stock. In-line GBC 44 hole Color Coil punch capable of punching card stock Page 4 of 7 Opening: Request for Quote Thursday, March 30, 2017

5 Cover insert tray Bypass Tray 250 sheet 4" x 6" to 13" x 19" Scanning single pass duplex color scanning up to 600 dpi with scan to folder & scan to with LDAP support. No click charge for scans. Quote option for inline Z-fold module MID VOLUME COLOR COPIER: Print Controller Latest version EFI Fiery print server with Command workstation including Jobmaster and Impose software. Print speed of 80 PPM on text weight stock Minimum of 5 paper trays Our preferred workflow would be a core group of people with direct print access to this Fiery. Include an external spectro-photometer or note in your bid that the copier has an internal spectro-photometer. Paper decurling unit Supports 1200 x 1200 DPI imaging resolution. 13 x 19.2 Large Capacity tray Vacuum feed with air assist paper handling, belt feed preferred. Copy color comparison done automatically on every copy to ensure color consistency throughout entire print run. Automatic image alignment for two sided copies Scanning single pass duplex color scanning up to 600 dpi with scan to folder & scan to with LDAP support. No click charge for scans. Ability to copy on textured surface paper preferred Quote Option for envelope printing REMOTE COMPUTER ACCESS FOR PRIMARY OPERATOR: High Volume Black and White Copier and Mid Volume Color Copier to be fully controllable by a separate computer workstation provided my Metro Tech. One separate license of Jobmaster and Impose or to be included for full remote operator functionality. Metro Tech can provide a license for Adobe Acrobat Pro for this computer. HISTORIC COPY VOLUMES - 3 YEAR AVERAGE: High Volume Black and White Copier o Average 95,000 copies per month Mid Volume Black and White Copier o Average 8,000 copies per month Mid Volume Color Copier o Average 17,600 color copies per month o Average 1,500 B&W copies per month NOTE: These are historic averages. The district copy volumes for B&W copies are currently trending downward and district copy volumes for color copies is currently trending upwards. These numbers are for reference only and are NOT to be considered a guaranteed volume. Page 5 of 7 Opening: Request for Quote Thursday, March 30, 2017

6 REQUEST FOR QUOTE LEASE OF COPIERS, PRINT SERVER AND PRINT CONTROLLER RFQ COST PER PRINT CHARGE Color Copier Black and white Color Copier Black and white Color Copier Color Color Copier Color Black and white copier Black and white copier 8.5x11 $ 11x17 $ 8.5x11 $ 11x17 $ 8.5x11 $ 11x17 $ MONTHLY LEASE OF HIGH VOLUME BLACK AND WHITE COPIER NOT TO EXCEED: $ MONTHLY LEASE OF OPTIONAL Z FOLD UNIT FOR HIGH VOLUME BLACK AND WHITE COPIER NOT TO EXCEED: $ MONTHLY LEASE OF MID VOLUME COLOR COPIER NOT TO EXCEED: $ MONTHLY LEASE OF OPTIONAL ENVELOPE PRINTER NOT TO EXCEED: $ ITEM ADDITIONS OR SUBTRACTIONS FOR CONSIDERATION: Additional equipment recommended or suggestions to reduce cost by feature removal. Please list items separately by equipment category with individualized item pricing and notes regarding reason for the recommendation. Page 6 of 7 Opening: Request for Quote Thursday, March 30, 2017

7 REQUEST FOR QUOTE LEASE OF COPIERS, PRINT SERVER AND PRINT CONTROLLER RFQ I, the firm, corporation, or partnership represented by my signature on this quotation, or anyone acting for such firm, corporation, or partnership, have not communicated directly or indirectly concerning this quotation, with any competitor or any other person engaged in such line of business, and have not entered into collusion with other prospective vendors in restraint of freedom of competition by agreeing to quote at a fixed price or to refrain from quoting, or otherwise. BUSINESS NAME DATE AUTHORIZED SIGNATURE PRINT NAME MAILING ADDRESS CITY STATE ZIP PHONE FAX ADDRESS Page 7 of 7 Opening: Request for Quote Thursday, March 30, 2017

8 STATEMENT OF COMPLIANCE This Statement of Compliance must be signed and returned before payments(s) may be made. I acknowledge and agree that I am in compliance with the following: No employee, contractor, supplier, or their agents performing work while on District grounds, in buildings or vehicles under the authority of Metro Technology Centers will be permitted the use of tobacco products. Bringing or use of alcohol or controlled substance is prohibited. Oklahoma Statute Title States that the vendor will not allow any employee of the entity, or of any subcontractor, to perform work or other contracted services on District premises if such employee is or has been convicted in this state, or another state, of any felony offense, unless ten (10) years has elapsed since the date of the criminal conviction or the employee has received a presidential or gubernatorial pardon for the criminal offense. Oklahoma Statue Title States no person or business shall allow any employee to work on school premises if such employee is convicted in this state or another state of any sex offense subject to the Sex Offenders Registration Act in this state or subject to another state s or the Federal Sex Offender Registration provision. Oklahoma House Bill 1804, known as the Oklahoma Taxpayers and Citizens Protection Act relating to illegal immigration. Oklahoma Statute Title States shooting or discharging a firearm with intent to kill, use of a vehicle to facilitate the intentional discharge of a firearm, crossbow or other weapon, Assault, Battery, or Assault and Battery with a Deadly Weapon or by other means likely to produce death or great bodily harm. All district property whether leased or owned by the district shall be considered a weapons-free zone. Possession of a weapon while on District grounds, in buildings or vehicles is prohibited. Oklahoma Statute Title 21 States no employee working on school premises under the authority of the business is currently registered or required to register under the Mary Rippy Violent Crime Offenders Registration Act which includes: First degree Murder as provided for in 701.1, Second degree Murder as provided for in 701.8, Manslaughter in the first degree as defined by 711, Assault with intent to kill as provided for in 653, Bombing as provided for in Name (Printed): Authorized Signature: Company Name: Subscribed and sworn to before me on this day of, 20 State of: Notary Public My Commission Expires My Commission Number My Address My Day Time Phone Number PUR-F Oct-16, Rev. B

9 NON-COLLUSION AFFIDAVIT THIS FORM MUST BE PROPERLY COMPLETED AND RETURNED TO THE ACCOUNTS PAYABLE OFFICE BEFORE PAYMENT CAN BE MADE. Company Name Mail To: Purchasing Department Address Metro Technology Centers 1900 Springlake Drive Oklahoma City, OK City State Zip Code The undersigned, being of lawful age, being first duly sworn on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affidavit further states that the bidder has not been a party to any collusion s among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with any state official or employee as to quantity, quality or price in the prospective contract; or any other terms of said prospective contract; or in any discussions between bidders and any state official concerning exchange of money or other thing of value for special consideration in the letting of a contract. The bidder has not paid, given or donated or agreed to pay, give or donate to any officer or employee of the State of Oklahoma (or any other entity) any money or other thing of value, either directly or indirectly, in the procuring of the award of a contract pursuant to this bid. Bidder or Agent: Subscribed and sworn to before me on this day of 20 State of: Notary Public My Commission Expires My Commission Number My Address My Day Time Phone Number PUR-F Nov-15, Rev. B

10 BIDDER/VENDOR INFORMATION REQUEST FORM Purchasing Department 1900 Springlake Drive Oklahoma City, OK FAX (405) Please print or type information. You may mail or fax to the Purchasing Department listed above. COMPANY NAME: Name of Person Completing this information: Your position in the company: Federal ID# SS# Vendor # Incorporated: Individual: Other: NOTE: A W-9 FORM MUST BE COMPLETED AND RETURNED WITH THIS FORM Street: City: State: Zip Code: Address: Contact Person: Telephone: Fax Number: ORDER ADDRESS Street: City: State: Zip Code: PAY ADDRESS Year Company Established: Number of Full-Time employees: Contractor's License Number: Are you incorporated?: This form certified that it is a: Women Business Enterprise Minority Business Enterprise Disabled Business African American African American Enterprise Asian American Asian American Disabled Caucasian Latino/Hispanic Non-Profit Work Center for Latino/Hispanic Native American/Indian The Blind and Severly Disabled Native American/Indian Metro Technology Centers believes in the worth of all individuals and is committed to equal opportunity for each employee, student or any person visiting a District campus. Metro Technology Centers does not discriminate on the basis of race, color, national origin, sex/gender, placement, assignment to work tasks, hours of employment, levels of responsibility, and pay. Page 1 of 3 PUR-F Feb-12, Rev. A

11 BIDDER/VENDOR INFORMATION REQUEST FORM Product(s) and/or Services(s) Please list the type product(s) and/or services(s) that your company can provide. 1. Customer Name Address Contact Person Telephone Number Product/Service provided Date Product/Service Provided Customer Business References 2. Customer Name Address Contact Person Telephone Number Product/Service provided Date Product/Service Provided 3. Customer Name Address Contact Person Telephone Number Product/Service provided Date Product/Service Provided Page 2 of 3 PUR-F Feb-12, Rev. A

12 BIDDER/VENDOR INFORMATION REQUEST FORM Bidders List Page 3 of 3 PUR-F Feb-12, Rev. A

REQUEST FOR QUOTE PROMOTIONAL ITEMS RFQ

REQUEST FOR QUOTE PROMOTIONAL ITEMS RFQ 18-018 Metro Technology Centers (MTC), School District 22 of Oklahoma County, OK, dba Metro Tech, will be accepting sealed quotes until 2:00 pm, Tuesday, July 11,