181 North Mulberry St. Jackson, GA (770) REQUEST FOR PROPOSAL COPIER SERVICE CONTRACT RFP# A

Transcription

1 181 North Mulberry St. Jackson, GA (770) REQUEST FOR PROPOSAL COPIER SERVICE CONTRACT RFP# A Issue Date: October 23, 2015 RFP Due Date: 8:00 AM Monday December 14, 2015

2 Section 1 General Information Event Dates No Obligation To Purchaser Request for Proposals Overview and Procedures Section 2 Request for Proposals Submission Instructions Mandatory Documents Checklist Cover Letter Submittal Form Qualifications and Experience Technical Requirements A. Technical Capabilities B. Capabilities C. Maintenance Service D. Phase-In E. Copier Malfunction Plan F. Meter Reading Capabilities G. Sample Report H. Billing Price List Form Certificate of Insurance Immigration and Security Form Section 3 Evaluation Section 4 Overview Terms Pricing SECTION 5 Scope of Work Basic Equipment Requirements Copying Scanning Faxing Network Printing Meter Readings Scan to Network Folder 2 of 22

3 Energy Efficiency Network Installation Requirements Delivery of Supplies Invoices SECTION 7 Vendor Requirements Vendor Reporting Monthly Reports Semiannual Reports Vendor Personnel Inspection and Acceptance New Models SECTION 8 Maintenance Section 9 End of Contract 3 of 22

4 Section 1 General Information desires to solicit competitive bids to provide a COPIER SERVICE CONTRACT for schools and offices district wide. The Offeror will provide services per the scope of services and specification as indicated in this bid. Event Dates Questions on the material presented here may be sent via to Walt Dundore, Director of Technology ( dundorew@bcssk12.org ) at any time up to 5:00 PM (EST) on December 11, All questions must be submitted in writing. Questions and their answers will be shared with all bidders as quickly as possible. No Obligation To Purchaser Neither the purchaser nor any agent thereof on behalf of the purchaser will be obligated in any way by any Vendor response to this RFP. Proposals are subject to the attached Competitive Solicitation Processes and General Terms and Conditions. Bidder is to furnish itemized proposal showing the cost of each item, and the total price of the entire order. Any allowance or cash discount for payment within a certain period before or after delivery is to be indicated on the bid; otherwise, it is presumed that payment is to be made on the basis of net 30 days. 4 of 22

5 Request for Proposals Overview and Procedures Deadline for Questions 5:00 PM (EST) December 11, 2015 Deadline for RFP Submission 8:00 AM (EST) December 14, 2015 Evaluation Selection Process December 14, 2015 Board Approval January 12, 2016 Notice of Award of Bid January 13, of 22

6 Section 2 Request for Proposals Submission Instructions All proposals received will become a part of the official contract file and may be subject to disclosure. A complete signed proposal must include the documents listed below. Offerors are expected to examine the specifications, pricing schedule, and all instructions. Failure to do so will be at the Offeror s risk. Each Offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an employee of the company who is legally authorized to enter into a contractual relationship in the name of the Offeror. Mandatory Documents Checklist Offeror must complete, execute and include with the proposal the following Mandatory documents: Cover Letter Cover letter introducing the company and include the corporate name, address and telephone number of the corporate headquarters and local office. Submittal Form State the full name and address of your organization and the branch office or other subordinate element that will perform the services described in this proposal. Qualifications and Experience Provide the following: 1. Brief history and the present organizational structure of the company. 2. Name and contact information of at least one individual who will be the company s primary contact with BCSS for contract negotiation. 6 of 22

7 Technical Requirements A. Technical Capabilities This section is to be used to submit characteristics of the machines offered in terms of speed, ease of use and options. 1. Provide specification sheets/brochures of all proposed copiers. B. Capabilities 1. Provide information regarding your firm s customer training, orientation and technical support. 2. Submit an itemized listing of each function which shall be included in the complete training and user orientation of all copiers that are to be leased to BCSS. C. Maintenance Service D. Phase-In 1. Explain in detail the make-up of the copier service department. Indicate the work experience and qualifications of the service technicians which shall be utilized for BCSS. Only factory trained service technicians shall qualify. 2. Indicate the extent of training service technicians have received from the equipment manufacturer. 3. Discuss the local parts inventory which maintained both in content, quantities and dollar value. 4. Describe the inventory that will be available to meet the loan and replacement provisions of the solicitation document. 5. Indicate the length of time your company has been a factory sale and service authorized dealer capable of supporting school districts for the proposed copier(s) offered in this proposal. 6. Indicate the length of time your company has been a factory sale and service authorized dealer capable of school districts for the proposed copier(s) offered in this proposal. 1. Provide an implementation plan to install at least 10 copiers throughout the district. 2. Describe how the company would avoid downtime. 7 of 22

8 3. Provide the names of project manager(s) that will be utilized. 4. Describe the phase-out plan at the end of the contract. E. Copier Malfunction Plan 1. Describe the maintenance plan to ensure reliability and availability of copying capability at each location. 2. Describe response time for repair and replacement of copiers in this section. 3. Propose compensation to be paid to, and the criteria to be used to determine the need for compensation if the proposal fails to meet reliability and availability criteria proposed. 4. Describe your plan to replace units that are malfunctioning continuously. 5. Determine what constitutes a unit that is malfunctioning continuously. F. Meter Reading Capabilities 1. Describe your plan for meter reading and include information on any new technological advances in this area if applicable. G. Sample Report H. Billing Price List Form 1. Provide a sample volume report that will be available to BCSS. 1. Provide automatic billing options that will be available to BCSS. Provide pricing on the BCSS price proposal form which is included in this solicitation. Certificate of Insurance Immigration and Security Form An original and five (5) copies of the proposal must be submitted in a sealed envelope to the address below. The sealed parcel shall further be identified with the name and address of the bidder and the designation RFP Copier Service Contract. 8 of 22

9 The Offeror agrees that proposals may not be revoked or withdrawn after the time set for the opening of bids but shall remain open for acceptance for a period of ninety (90) days following such time. Proposals must either be submitted via postal mail or electronic mail. For electronic mail, proposals must be submitted to the following address: sealedbids@bcssk12.org For postal mail, proposals must be submitted in a sealed envelope stating the following: ButtsCountySchoolSystem Attn:WaltDundore 181NorthMulberrySt. Jackson,GA30233 REQUESTFORPROPOSAL COPIERSERVICECONTRACT RFP# A 9 of 22

10 Section 3 Evaluation A. To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the awarded vendor to meet all specifications and guidelines set forth herein. B. A BCSS evaluation committee will evaluate each proposal properly submitted. BCSS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of the determinations or decisions by BCSS. C. BCSS reserves the right during the evaluation process to contact Offerors who submit proposals and request additional information or clarification necessary to complete the evaluation. D. After the closing date and time, BCSS will conduct an administrative review of all proposals received to determine responsiveness. Proposals that are deemed to be responsive will be submitted to the evaluation committee for review. Proposals that are deemed to be non-responsive will not be evaluated or considered for award. E. BCSS will evaluate all proposals and reserves the right to develop a competitive range. The competitive range is defined as a group for competitive negotiation, as determined during the evaluation process, composed of only those proposals that are considered to have a reasonable chance of being selected for an award and who are, therefore, chosen for additional discussions and negotiations. Proposals not in the competitive range are given no further consideration. The formula used to evaluate price is as follows: (Lowest price / price of proposal being evaluated) x points available for price = score Selection will be based upon technical quality, project management, costs, and system features. The evaluation criteria will consider the following factors: Company qualifications and experience Product quality/appropriateness/compatibility/performance Support/service Warranty/service Total proposed price Maintenance/Billing 10 of 22

11 Proposed product meeting district s present needs as well as future needs through enhancement upgrades. F. BCSS reserves the right to request a best and final offer from Offerors during the evaluation process. G. BCSS reserves the right to negotiate terms and conditions, which may be necessary or appropriate to meet the needs of the district. H. Negotiations may be: a. Concurrent which may be conducted concurrently with multiple Offerors or; b. Exclusive this may be conducted with the Offeror whose proposal is the overall highest rated. 11 of 22

12 Section 4 Overview Services under this RFP will include the provision of all copiers, all consumable supplies (except paper and staples), all normal and emergency repair services, all periodic and preventative maintenance, and all operator training in accordance with all requirements stated herein. The is currently leasing approximately 10 copiers from Standard Office Systems. This total includes administrative and school sites. The current models are as follows: Black and White Devices: Model Current Quantity Canon ir Canon ir Canon ir Color Devices: Model Current Quantity Canon ir C Terms This contract shall be for one (1) base term (of one year or less to align to the fiscal year) beginning March 1, 2016 until June 30, BCSS reserves the right to renew this contract for up to five (5) additional one (1) calendar year terms, ending June 30th of each year. Pursuant to O.C.G.A the District will have the option to terminate the Contract without further 12 of 22

13 obligation at the end of each calendar year during the term. The continuation of the terms, conditions and provisions of this contract beyond the initial base term is subject to the mutual agreement of both parties to renew, approval of the Butts County Board of Education, and appropriation of funds. The contract will be conditional upon the Offeror s ability to comply with requirements set forth in the solicitation documents. Pricing The quoted price must remain fixed for the life of the agreement. Pricing for black and white copies must be per copy based on a minimum yearly volume of 3.5 million copies and must be billed monthly at that rate. Pricing for color copies must be per copy based on a minimum yearly volume of 30,000 copies and must be billed monthly at that rate. The district must have the option to purchase the devices at the end of the leasing period and this price must be included in the proposal. 13 of 22

14 SECTION 5 Scope of Work Basic Equipment Requirements All copiers shall be newly manufactured with no used or refurbished parts and include the capability for scanning, and faxing. A new machine is defined as newly assembled for first time use with new components. No refurbished equipment will be accepted and bids including such equipment will be immediately rejected. All machines installed must be new digital machines with the latest technology. Copying A. The total equipment requested in this RFP includes 2 black and white copiers with a minimum print speed of 65 pages per minute or greater, 4 black and white copiers with a minimum print speed of 51 pages per minute or greater, 1 black and white copiers with a minimum print speed of 25 pages per minute or greater, and 3 color copiers with a minimum print speed of 30 pages per minute or greater(color and black/ white). BCSS has projected a possible additional need of 3 (3) black and white copier s district wide all with a minimum speed of 25 pages per minute. B. All copiers shall be capable of producing double sided prints/copies. C. All units offered must use digital technology. All units offered must be fully equipped, as delivered, to function as a copier, printer, fax, and scanner. D. All copiers shall have stapler, sorters, documents feeder and/or automatic feeders, and paper supply systems. E. All copiers shall have full offset stacking and finishing (stapling only) capabilities. F. Copiers must have the capability of printing on stock ranging from 20 lb. 34 lb. Bond paper sizes and capabilities shall include: 8 ½ x 11 paper supply minimum of 1,000 sheets. 8 ½ x 14 paper supply minimum of 500 sheets. 11 x 17 paper supply minimum of 250 sheets (may be an adjustable tray). G. All copiers shall have an automated stapling system, capable of stapling a minimum of 20 sheets of 20 lb. paper. For higher volume copiers, 100 sheets stapling capability is preferred. H. All copiers shall possess an automated document feeder, with a minimum capacity of 50 sheets of 20 lb. bond paper. 14 of 22

15 Scanning I. All copiers shall have a bypass tray for the purpose of printing on specialized stock, and handling up to 110 lb. index stock paper. J. All copiers shall have zoom capabilities from 70% or lower to 200% or better. K. One of the three paper trays may be adjustable. Vendors may include auxiliary paper trays in order to meet this requirement. L. All copiers shall have programmable cost center/accounting meters, with a minimum of 30 separate cost centers/meters; vendor to specify the number of digits accommodated per accounting code. M. All copiers shall have a PIN code and/or mailbox secured access for users. Currently, teachers and students in schools are assigned copier codes that are entered at the time of usage to control cost. BCSS would like to maintain this functionality. N. Copiers shall feature a definite indicator that the copier is energized. This may be either a special power on light or an appropriate indicator on the control panel. The Offeror shall specifically identify the nature and location of the indicator. O. The vendor shall furnish an operator s manual with each copier supplied. An electronic copy is an acceptable substitute. P. All units offered must be fully capable, at installation, of being connected to the district s local area network. Units installed in schools or administrative sites must connect via an Ethernet connection. Q. BCSS will provide standard electrical service and network wiring for multi-function machines installed at the beginning of the contract. The vendor will be responsible for furnishing equipment adaptable to electrical outlets. Extensions or additional cords will not be added to the standard commercial length of the machine cord. R. All proposed copiers must include an easily accessible meter or other device to measure impressions and automatically report these impressions to the vendor without the need for a BCSS employee to do so unless there is a network issue. S. The equipment console display must signal the user of the need for paper, toner, developer, or of the occurrence of paper jams and/or mis feeds. T. Controls should also include exposure adjustments for print quality. Scanning capability is required on all devices placed in the school system. Vendor must provide a secure scanning solution with the ability to scan in the following editable file formats: Word, Excel, PDF, TIFF, and JPEG. The scanning feature will be included in the total cost. All Multi-Function Machines will have the ability to connect to scan to using any of the file formats listed above. Scanning functions should be configurable from the network and all devices should include a software package that allows for device management. The ability to scan in color is required for all color copiers. The vendor must include any 15 of 22

16 Faxing software or hardware needed to complete the proposed scanning services in the total cost of the proposal. All copiers shall be capable of faxing. It is required that only a single fax line be used at each location. The preferred implementation is that a single machine act as a master fax machine and any additional units at the same location send faxes through this master unit over the network. Network Printing Each Multi-Function Machine must be able to print documents at a minimum of 600 dpi and must be capable of invoicing network printing to specific users using unique codes. Proposals must note if a stand-alone print server is required or if the device will function like other printers on the network. Any required hardware such as a print server or required software must be included in the proposed cost. The district retains all ownership rights to this software and must be given administrative access. Meter Readings Meters are to be read once per month, preferably within the last five business days of the month. The devices are required to automatically report meter readings. The account representative will be responsible for any meter readings should the automatic reporting fail. Scan to Network Folder Each Multi-Function Machine must be set up to scan to network folders under the direction of the BCSS IT department. Energy Efficiency All equipment should be qualified an energy star device. Network Installation Requirements It is the expectation of that all multi-function machines will be connected to the respective networks and that all employees will utilize them. Any software or hardware necessary for all employees to utilize all aspects of the equipment must be included in the proposal. The price given in the proposal must include all training, setup, labor, networking, parts, supplies (excepting paper and staples), and installation. BCSS must approve in writing all new equipment installations requiring any changes to monthly charges during the life of the contract. 16 of 22

17 1. The vendor must provide a complete network installation in the installation price. Installation includes all network components as well as drivers and applicable software. Network components are defined to include all hardware and appropriate cables required for networking (i.e. cable drops and printer mapping). 2. Network installation must include physically connecting the document management equipment to the network, loading the appropriate drivers, and setting the copier up according to the Networking Installation Requirements provided by the BCSS Technology Services Department. The most current released firmware updates available from the manufacturer must be applied to the equipment at the time of installation. The district must have the ability to update to any newer firmware releases for the entirety of the contract. 3. Vendor must perform all testing to verify the network connection and printer mapping is working. 4. Vendor would be required to provide network certification information (i.e. I or NNE) for staff that will be completing network installations. A minimum of I certification is required for individuals performing network installations. Other requirements are: a. Enabled for Network Access b. Active Directory Integration preferred c. 10/100 Network Interface, RJ45 connector and Patch Cable d. Secure print features/password enabled e. Web Access to Copier/Printer/Scanner f. Enabled and configured at a minimum of 30 users per device g. Fax Enabled h. Scan to network folder enabled Delivery of Supplies On or about the first day of each month, the contractor shall ensure that each copier site is furnished with sufficient consumable supplies to produce a volume of copies equal to an average monthly usage for the machine as mutually agreed between vendor and authorized BCSS representative for the machine at that particular site. In addition, the vendor shall respond to verbal requests for additional supplies under the following conditions: a. Orders for additional consumable supplies shall be made and accepted only from personnel included on the list of authorized personnel. b. Orders shall state the location and serial number of the machine for which the additional supplies are being ordered. c. The vendor shall deliver consumable supplies within a period of twenty four (24) hours after receipt of verbal or e mailed orders. 17 of 22

18 Invoices Vendor shall submit invoices for all BCSS sites to the Accounts Payable Department, 181 North Mulberry St. Jackson, GA Invoices must reference the individual purchase order number for each machine per location. Electronic billing is the preferred method for invoices. (See page 8, H Billing to include vendor options) SECTION 7 Vendor Requirements It will be the vendor s responsibility to ensure that the equipment proposed for each location is capable of fitting into the space provided, and the voltage supply and electrical plug are adequate for the proposed machines. Walk throughs are encouraged and are available upon request. Additional requirements include: a. The awarded vendor shall be responsible for replacing the present equipment with minimal disruption to district s operations. b. Total cost of delivery and installation of equipment must be included in the price submitted. c. BCSS is a tax exempt entity. No form of tax must be charged on any billing statement. This includes any equipment rental tax. d. The vendor shall provide training end user training on the use and daily upkeep of the equipment to personnel at each location and network training for the Technology Staff as required by BCSS. Vendor agrees to coordinate training schedules with BCSS representative. Required training will consist of: 1. Training groups of 8 or less staff members, including teachers. 2. Two training sessions for each group will be required, i.e. one for operation of the hardware and one training session for scanning and printing applications. 3. Training for BCSS personnel, designated school administrators, and BCSS IT professionals will be required as determined by the BOE staff. 4. At the end of the lease, the vendor will be responsible for reclaiming all machines at no cost to BCSS should the district choose not to execute the buyout option. 5. At the end of the lease, at the sole discretion of BCSS the hard drives will either be DOD wiped or removed and given to the district at no additional cost. 18 of 22

19 Vendor Reporting Monthly Reports The vendor shall maintain inventory records (by site) that identify all equipment delivered under this contract. The inventory shall be provided to the by the 10th calendar day of each month for the previous month, and shall include: make and model, location and serial number of all installed equipment, record of vendor performed maintenance and repair, any copier reflecting a down time of 10% or more of the normal working day in the month shall be highlighted, and monthly volume of copies produced by machine. The vendor shall also provide specific reports of the monthly volume of copies produced by machine, the accounted costs to the school principal or the department head, as well as fiscal year to date accumulated volume and costs. Semiannual Reports The vendor shall provide a report of the average monthly volume of copies produced by each machine.at this time, the vendor may recommend any changes of copier volume bands due to over or under usage. Vendor Personnel Vendor must assign one designated account representative to handle all meter readings, invoicing, and accounting issues.vendor personnel will be furnished picture identification cards by the vendor, at no cost to and be required to produce cards as a means of identification to gain access to a copier site or to simply provide identification when on property. Inspection and Acceptance During installation the vendor shall demonstrate that the copier is properly working. This demonstration must be accomplished pursuant to the operating instructions furnished with each copier and in the presence of authorized BCSS personnel. Upon completion of this demonstration, the signature of the BCSS personnel authorized to accept equipment under this contract will be affixed on the delivery ticket. If the copier fails to operate at the time of installation, BCSS may, at its option, request an immediate replacement. 19 of 22

20 New Models At any time during the contract period, should the vendor introduce new or improved models of copiers as replacements for models initially supplied under this contract, the vendor shall be allowed to propose the substitution of such new models. Such a proposal shall be made in writing to the Information Technology Department for approval. Any new model offered must be of equal or greater capability as the model to be replaced. Action on the proposal will be coordinated with the using site and will include evaluation of the new equipment. Responses to such proposals will be returned within reasonable time periods. SECTION 8 Maintenance The responsibility for maintaining copiers furnished under the contract in serviceable condition shall be solely that of the contractor. Maintenance includes all parts, labor, toner, repairs and adjustments. The maintenance must be included in the proposed cost. The vendor shall provide preventive maintenance services, without any action on the part of the ensure that the copiers furnished are maintained in serviceable condition. Vendor shall submit a maintenance plan with the proposal. 1. Vendor shall provide all parts and labor warranty for a minimum of 90 days. Vendor shall identify their warranty period. 2. The vendor shall bear all material and labor costs for repair of equipment and defects and failure accruing within the warranty period. 3. Service and maintenance during the warranty period shall be no less than the service requirements under the maintenance agreement. 4. The responsibility for maintaining copiers furnished under the contract in serviceable condition shall be solely that of the contractor. The vendor shall provide preventive maintenance services, without any action on the part of the to ensure that the copiers furnished are maintained in serviceable condition. Vendor shall submit a maintenance plan with the proposal. 5. Vendor shall provide telephone support and a toll free phone number needed for placing service calls during normal working hours(between 8:00 AM and 3:00 PM Monday through Friday, excluding holidays observed by the Butts County School System. Within two (2) hours of receiving call, the vendor is required to call the BCSS location contact to establish an estimated time of arrival. The technician shall arrive at the District location within four (4) business hours of the initial service call. Vendor will remedy any defect in software or equipment within forty eight (48) hours, excluding 20 of 22

21 weekends and BCSS recognized holidays, from the initial service request by calling the BCSS location. The response time on a service call starts when authorized personnel place a call to a contractor s technician. Response time ends when a service technician appears at the requesting location to repair the malfunctioning equipment. 6. If reported defect(s) remain unresolved for a period of forty eight hours (48) working hours after notification of malfunction as detailed above, the vendor shall provide a replacement machine of equal or greater capability within forty eight (48) additional working hours until the repair of the original machine is completed at no charge to the district. 7. Within 30 days after award, will provide a written list of staff authorized to place service calls and order replenishment supplies for copiers furnished under the contract. The vendor will be notified in writing of any change made to this during the term of the contract. 8. All consumable supplies shall be included in the copier lease contract. Consumable supplies shall include toner, staples, fuser, print cartridges and developer. Vendor shall be responsible for replenishing supplies within two days of request. 9. The vendor shall provide training for copiers operators at the time of installation of the machines and shall make available operator training for machine users at each location. When notified by the representative, the contractor shall supply additional operator training on an as needed basis within 3 5 working days of such request. Such additional training is specified only to maintain sufficient numbers of qualified operators due to personnel turnover. 10. Each copier shall have the manufacturer s serial number permanently and legibly stamped or affixed on a major component in a readily accessible location. In addition, each copier shall be permanently and legibly marker in an easy to find location with the manufacturer s name or trademark and model number of the machine. 11. Upon receipt by the vendor of written notice from s Office of Purchasing and Contracts copier service may be discontinued 30 days thereafter. Copier services may be discontinued on a shorter notice when agreed upon by the contractor. A discontinuation notice will contain the following information: a. copier location by activity, building and room number, b. copier model and serial number, c. meter reading, and d. date copier will be available for removal. will then make the copier available for pickup by the contractor s technical representative. It will be the responsibility of the contractor to 21 of 22

22 coordinate removal of the copier with s authorized personnel. Removal of copiers will be at the contractor s expense. 12. Should a requirement for additional copier service materialize, equipment will be supplied by the contractor to fill these needs at the volume stated by the Butts County School System and at the pricing structure of the contract resulting from the solicitation. The copier will be provided in no less than 30 days from the notice from the Butts County School System. 13. A service record document must be attached to each piece of equipment that lists the a. date of service call, b. time of service, c. service issue, d. repairs that were performed, and e. parts replaced. The technician will be required to complete this document every time a service call is performed. Section 9 End of Contract Upon termination of the agreement BCSS must have the option to renew at the same rate per copy. This agreement must be an opt in not an opt out. This means that should BCSS do nothing, the contract terminates at the agreed upon date and does not roll over. 22 of 22