Worth County School District
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1 Worth County School District Request for Proposal (RFP) 3-YEAR COPIER LEASE Inquiries and requests regarding this RFP should be directed to: Jim McMickin, Director of Technology Worth County Schools 103 Eldridge Street Sylvester, GA (PHONE) (FAX) Sealed proposals and bids must be clearly marked and delivered no later than 2:00 PM on May 7, 2013 to: Worth County Schools ATTN: Martha Rutherford, Copier Bid 103 Eldridge Street Sylvester, GA Please note that all proposals must be received at the designated location by the stated deadline. Late proposals will be returned unopened and shall be considered void and unacceptable. After the deadline, proposals will be evaluated for this RFP. Not all proposal information is considered public, and only the final contract and costs of award will be available to the public. No proposal information will be shared until after the award. WORTH COUNTY SCHOOL DISTRICT RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS AND PROPOSALS AND TO AWARD IN PART OR IN TOTAL WHICHEVER IS DEEMED TO BE IN THE BEST INTEREST OF THE SCHOOL DISTRICT.
2 SECTION 1 GENERAL INFORMATION 1.1 Background Worth County is located in southwest Georgia. The county seat is Sylvester, and all schools are located there. We have one primary school, one elementary school, one middle school, one high school, a bus shop, and a district administration office. Total enrollment for the district is approximately 3400 students and the school system employs approximately 500 people. 1.2 Intent of the RFP Worth County School District (WCSD) seeks bids for the lease of multi-function copiers to be used throughout the district. Acceptable solutions must include user-friendly functionality, replenishment of supplies, and service of equipment. Leased machines will be right-sized and deemed appropriate by WCSD. It is the intent of this Request for Proposal (RFP) to provide bidders with sufficient information to prepare a proposal. The response should include all equipment and total walk-away pricing information. Technical specifications and requirements are detailed in Section 3. Bidders must be prepared to complete installation of all machines no later than July Our goal is to provide multi-function machines to staff members throughout the district in order to support the mission, vision, and beliefs of WCSD Evaluation Criteria Selection will be based upon technical quality, project management, costs, and system features. The evaluation criteria will consider the following factors: 1. Bidder's total proposed price 2. Product quality/appropriateness/compatibility/performance 3. Bidder's qualifications/experience 4. Bidder's support/service 5. Bidder's warranty/maintenance 6. Proposed product meeting the district s present needs as well as future needs through enhancements and upgrades. 7. Quality of previous work done for Worth County Schools.
3 Worth County Schools reserves the right to seek clarification of any or all bidders in order to assist in the evaluation process. To assist Worth County Schools, the award evaluation criteria is based on, but not limited to, the following: 1. All specification terms and conditions as outlined in the RFP are complied with and met. 2. Suitability of proposed solution with respect to the district s needs and objectives. 3. Bidder participation and responsibility clearly defined. 4. The participation and responsibilities of Worth County Schools are clearly defined. 5. Hardware and peripheral product quality and content including, but not limited to, durability, performance, integration, serviceability, warranty, maintenance, meets or exceeds industry standards, and fulfillment of criteria specified in this RFP. 6. Bidder's service and support hours clearly defined. 7. Due to technical nature of the equipment, bidder has addressed all applicable future system use, future expansion possibilities, and possible upgrading. 8. Price of proposal including, but not limited to, individual system pricing, upgrades/downgrades pricing, installation support, warranty support, training, and any other relevant options with associated pricing. 9. Experience and/or references of the company submitting proposal. 10. Submission of satisfactory reference checks with proposal. 11. Installation procedures clearly defined if applicable. 12. Bidder agrees to provide an on-site proof of concept at no cost if requested. 13. Acknowledgement in writing that any software will be licensed for Worth County Schools Contract Negotiation Worth County Schools reserves the right to negotiate with any company/supplier submitting a response to alter, clarify, or further enhance the company's proposals and/or any contract arising out of the acceptance of the response. In the evaluation of the proposal, the pricing submitted will be considered the best and final pricing.
4 SECTION 2 SUBMITTAL REQUIREMENTS 2.1 Company Experience and/or References Worth County Schools reserves the right to fully investigate the qualifications of any bidder(s) based on references supplied and publicly available information. Bidder(s) are encouraged to supply evidence of experience on projects of similar nature and/or magnitude listing: customer name, address, contact names, and telephone/fax numbers. The bidder(s) may also supply third party ratings to demonstrate their success in the IT marketplace. The winning respondent must provide: 1. Certificate of Insurance naming Worth County Schools as an additional insured. 2. HB 87 Immigration Affidavit (copies available to download). 2.2 Confidential Material Any material that is to be considered as confidential in nature must be clearly marked as such and will be treated as confidential by Worth County Schools to the extent allowable. 2.3 Supplemental/Supporting Materials Please include descriptive literature/brochures, if available, in the proposal. All user/owner/technical reference manuals should be included with and submitted upon delivery of equipment.
5 SECTION 3 SPECIFICATIONS AND TECHNICAL REQUIREMENTS Scope of Work The total equipment included in this RFP includes 17 black and white copiers with a minimum print speed of 50 pages per minute, 8 black and white copiers with a minimum print speed of 75 pages per minute, and 10 color copiers with a minimum print speed of 35 pages per minute (color and black and white). Details can be found in Attachment A. It is the expectation of Worth County School District 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 should be walk-away pricing and must include all training, setup, labor, networking, parts, supplies (excepting paper and staples), and installation. WCSD must approve in writing all new equipment installations requiring any changes to monthly charges during the life of the contract. WCSD will provide standard 120v electrical service and network wiring for print devices and multifunction 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. The awarded vendor shall be responsible for replacing the present equipment with minimal disruption to County operations. Total cost of delivery and installation of equipment must be included in the price submitted. The vendor shall provide 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 WCSD. At the end of the lease, the vendor will be responsible for reclaiming all machines at no cost to WCSD. The lease will automatically renew at the end of the lease on a month-to-month basis (not annually) unless cancelled in writing by either party. 3.2 Vendor Requirements All proposed copiers must include an easily accessible meter or other device to measure impressions. The equipment console display must signal the user of the need for paper, toner, developer, or of the occurrence of paper jams and/or misfeeds. The user must have the ability to cancel the job. Controls should also include exposure adjustments for print quality. All copiers must have the capability of printing 11x17 copies.
6 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. WCSD will supply 120v power and network connectivity at all desired copier locations. Walk-throughs are encouraged and are available upon request. 3.3 Maintenance 1. The vendor will be responsible for maintaining the copiers in good working order. Maintenance includes all parts, labor, toner, repairs and adjustments. The maintenance must be included in the proposed cost. Response time for maintenance requests should be no greater than 4 hours. Loaner equipment must be provided if the original equipment cannot be repaired and restored to normal operating service within 48 hours. 2. WCSD will not be responsible for damage as a result of equipment malfunctions. 3. The vendor will provide an address and phone number for service calls. 4. All parts supplied by the vendor will be original equipment manufacturer (OEM) for the term of the contract; no generic parts will be allowed. The vendor will be responsible for keeping an adequate stock of supplies and repair parts to prevent unreasonable delays in productivity. 5. Should WCSD require that a copier be relocated, the vendor will assist in the relocation of the machine with three (3) working days at no additional cost. During the contract period, should the repair record of any copier reflect a downtime of 10% or more of the normal working days in 2 consecutive months, the equipment shall be replaced. The replaced copier will not be placed back into service with WCSD. 3.4 Supplies The vendor will provide included supplies to WCSD during normal business hours. No shipping and handling charges may be assessed for supplies or toner and supplies must be shipped within 24 hours of order. 3.5 Functionality Requirements of multi-function machines are detailed below and in Attachment A Copying Machines must be capable of copying documents at speeds listed in Attachment A. Additional required features of all machines include the ability to sort, stack, staple, hole punch, and duplex.
7 3.5.2 Scanning 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 e mail 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 software or hardware needed to complete the proposed scanning services in the total cost of the proposal 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 Faxing Copiers specified in Attachment A require the capability to send and receive faxes. Any software or hardware needed for this function must be included in the total cost of the proposal. 3.6 Addendum 1 The purpose of this addendum is to address paper trays. All copiers must have a minimum of 2 adjustable paper trays, capable of handling letter size (8 ½ x 11), legal size (8 ½ x 14), and ledger size (11 x 17). All color copiers must have a minimum of 4 adjustable paper trays. Large capacity lettersized trays are required on 14 copiers as noted in the addended Attachment A.
8 SECTION 4 TERMS The proposed pricing must reflect a 3-year agreement beginning July 2013 and ending July All machines installed must be new digital machines with the latest technology. 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. 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 6 million copies and must be billed monthly at that rate. Overages must be billed annually. Worth County School District will not be charged any property tax, usage tax, or document handling fees.
9 Pricing Sheet WCSD Copier Bid THIS PAGE MUST BE INCLUDED AS THE FIRST PAGE OF THE PROPOSAL. Other documentation of bid requirements should follow. Company Name: Copier Models: Price per Copy Color = to be billed annually with overage. A. Price per Copy B&W = x 6,000,000 = B. Monthly Equipment Lease x 12 = Competitive Annual Bid Price (A + B) = Overage for B&W copies and total for color copies must be billed annually at the conclusion of the year. Overage will be figured at the conclusion of the year. The Competitive Bid Price must be billed monthly in equal installments and must be inclusive of everything except color copies and overage. A responsible company representative must sign and date below agreeing to comply with all terms on this page and throughout the RFP should they receive the bid award. Signature Date
10 Attachment A LOCATION COLOR/B&W* Minimum PPM FAX Worth County District Office Front Office B&W 50 Y Superintendent's Office Color 35 Y Human Resources Workroom Color 35 Y Finance Department B&W 50 N Public Relations Color 35 N Federal Programs B&W 50 N Special Education B&W 50 Y Bus Shoppe Main Color 35 Y WCPS Media Color 35 N Admin B&W 75 Y School Improvement B&W 50 N Sunflower B&W 50 N Fuzzy Bear B&W 50 N Balloon B&W 50 N Carrot Patch B&W 50 N Apple B&W 50 N Watermelon B&W 50 N WCES Media Color 35 N Admin B&W 50 Y Red Hall B&W 50 N Blue Hall B&W 50 N Green Hall B&W 50 N WCMS Media Color 35 N Admin B&W 75 Y 6th Grade B&W 75 N 7th Grade B&W 75 N 8th Grade B&W 75 N WCHS Media Color 35 N Admin Color 35 Y Mail Room B&W 75 N Yearbook/SI Color 35 N Guidance B&W 50 Y CTAE B&W 50 Y English Department B&W 75 N Math Department B&W 75 N * All Color machines must also be capable of B&W
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