DOOLY COUNTY SCHOOLS. Copier Bid #

Transcription

1 DOOLY COUNTY SCHOOLS Copier Bid # Multifunction Copier/Print Request for Proposal Dooly County Schools (the District ) is seeking proposals from qualified vendors to provide and maintain a fleet of document processing equipment. This will be a single phase project to replace/maintain all of the District s copier/printer fleet. The selected vendor will provide the District with a replacement plan of industry recognized multifunction copy/scan/print devices capable of reliably performing all common functions.

2 Attention: Livingston Fulton [Copier Bid # ] DOOLY COUNTY SCHOOLS 200 9th Street Vienna, GA Request for Proposal (RFP) DOOLY COUNTY SCHOOLS COPIER BID # INVITATION TO BID The Dooly County Board of Education invites you to bid on providing, installing, servicing and supplying nine (9) new copy machines for the schools and offices of Dooly County Schools as specified on the attached pages. The RFP will be posted on the district s website by Friday, November 10, 2017 and sealed proposals will be received until Friday, December 1, 2017 at 2:00p.m.at the above address at which time they will be opened publicly and read. BID STIPULATIONS 1. The Board of Education reserves the right to reject any bid, to waive all formalities in bidding, to be the sole judge of quality and equality of the several bid proposals and to award the contract to the most responsible bidder per this request for proposal (See Method of Award). 2. Envelope containing bid must be sealed and marked on the outside: COPIER BID # Submit all bid documents in the Bid Proposal Format. 4. Dooly County Schools is exempted from all sales and use taxes under the provisions of Title 40, Chapter 23, Section 4(15) Code of Georgia A contract for the lease of requested materials will be put into effect by means of a purchase order executed after tabulations are compiled and the Board awards the bid. 6. Direct any questions regarding the bid process or the specifications to: Mr. Livingston Fulton Technology Director Dooly County Schools 200 9th Street Dooly, GA (229)

3 Lease Period A four-year (48-month) lease agreement to begin upon completion of delivery and installation of the new machines in the designated district locations. The bid will include the option to extend the first contract until such time that a new contract is bided and awarded. Any additional contract or extension will be at the same prices, terms and specifications as the initial agreement. Warranty All equipment furnished under this lease will be guaranteed for the duration of the lease (48 months). If, at any time during this period, a problem and/or defect should occur, the problem will be corrected or the defective item(s) will be repaired or replaced by the successful bidder at no cost to the school system. In addition, all manufacturers warranties will apply. Standards The copiers leased as a result of this bid will be expected to perform satisfactorily throughout the terms of the lease. Machines shall be kept in good working order so that work delays and copy problems shall be minimized. In the event that a copier exhibits continuing breakdowns or poor copy quality the Dooly County School District reserves the right to reject the copier. At the district s option, the vendor may then, replace the copier with a comparable one for the duration of the lease agreement. If a trend of excessive malfunctions is established and documented, the vendor will also be required to replace the copier with another of equal or better features at no additional charge to the Dooly County School Board including installation and removal. The Dooly County School Board understands that operator error is not considered a malfunction. In addition, if down time will exceed five (5) working days the vendor will be required to furnish satisfactory backup equipment. Exceptions If a bid differs in any way from the specifications, the bidder must submit a statement with his bid telling exactly where and how the bid deviates from said specifications. If this statement is not submitted with the bid, it will be presumed the bidder proposes to meet the specifications in every respect; and if awarded the contract, performance on this basis will be required. The Dooly County Board of Education reserves the right to return to the vendor, at vendor's expense, any item purchased as a result, of this bid which fails to meet bid specifications. For bid option a. Provide a four-year (48-month) lease agreement or lease to own contract bid. b. Provide the Scope of Services requested at a minimum. c. Provide cost per page based on 3 million b/w pages printed per year and 40,000 color). Bidder must supply nine (9) copiers to replace the copiers that we currently have per instructions. d. The type of copiers must include bidding for all categories including network copiers per instructions. e. Bidders are required to bid a per page/copy price which is inclusive of toner, staples and all supplies (except paper), maintenance and repairs.

4 Bid Proposal Format Proposals should be prepared simply and economically, providing a straight-forward, concise description of vendor capabilities to satisfy the requirements of this request. Completeness, simplicity, and clarity of content are required. All proposal responses should be in the following format: 1. Cover Letter 2. Table of Contents 3. Vendor Background 4. Proposed Scope of Service 5. Proposed Schedule of Implementation 6. References 7. Cost Proposal 8. Attachments 1. Cover Letter The cover letter should contain the name of the vendor (and/or third party vendors), the address of the proposing officer(s), and the contact individual(s) authorized to answer technical, price, and contract questions. Contact information should include telephone number, fax number, mailing address, and address. The cover letter must be signed by a person or persons authorized to bind the vendor(s). 2. Table of Contents The contents of the proposal shall be included in an index at the beginning of the proposal to include all contents and attachments. 3. Vendor Background This section should include the full name and principal address of the vendor. Include the state in which the vendor is incorporated to operate and the date of incorporation, if applicable. The Village requests that proposing vendors provide the names of a designated account executive or relationship manager, as well as an alternate. The designated account executives must have the authority to make timely decisions in the normal course of business. In addition, describe the organization and any additional staff team, which would service the account. Provide a listing of the entire proposed staff team, including name, title, and length of service with the vendor. Additional qualifications and experience on similar accounts may be included. 4. Proposed Scope of Services Clearly and succinctly, describe the scope of services to be provided: 1. List each unit summarized. Please include a full description and model number. 2. Maintenance, servicing costs and service level details 3. Details as to service levels, response times, number of technicians serving this area and problem reporting methodologies. 4. Costing/financing options 5. Technical specifications on the following: 1. Imaging/feeder speed 2. Printing speed 3. Copies/Output to schedule maintenance 4. Detailed and itemized pricing to include: a. Monthly lease payment details b. Total copies included (for maintenance, etc.) c. Per copy charge for overages

5 5. Proposed Schedule of Implementation Discuss the implementation effort and lead-time that would be required to establish the services requested in this RFP. Include the detailed steps involved and your proposed schedule for meeting each step. 6. References Provide a list of client references of similar sized and/or municipal accounts that the vendor has served over the past two years and is currently serving. Provide no fewer than three references. Provide a contact person, telephone number, and address for each reference customer. 7. Cost Proposal All vendors must provide a fully-loaded cost per page analysis with clearly stated cost driver assumptions (equipment lease, maintenance, etc.). Vendors may choose to present cost information in another format; however; the requested simplified number must be clearly communicated. For services not specifically requested herein, but which the vendor charges fees, or where a different level of service is proposed, the vendor shall provide a description of the service and the proposed fee structure. It is the vendor s responsibility to insert those items in a clear and understandable format. Ancillary services should be priced in a separate cost table and should not be included in the total proposed cost included in the Scope of Services as requested. 8. Attachments Include all manuals or documents for proposed MFP. Guidelines and Mandatory Requirements 1. Incomplete or late proposals will not be considered. Oral, telephone, or fax-transmitted proposals will not be accepted. 2. Prices quoted shall include all charges for packing, all supplies (excluding paper) transportation, delivery, setup and training to the locations designated on the proposal. 3. All proposals will be valid for a period of ninety (90) days from the date the proposal is due. 4. The District reserves the right to reject any or all proposals, to waive irregularities and to accept that proposal considered to be in its best interests. Any such decision shall be final. 5. The District anticipates awarding this project in its entirety to one vendor. However, the District reserves the right to split the award of this project. 6. Proposals cannot be withdrawn or modified in any way by the Vendor without the written approval of the District. All vendors will be bound by math calculations, misquotes, or mistakes of any kind once the proposal has been opened. 7. Vendor will be responsible for removing all existing equipment and returning to leasing company at no cost to the District. 8. Vendor will be responsible for the cost of removing hard drives for District s retention before disposal of current machines. Installation of security software to ensure privacy required on new machines. 9. Vendor is also responsible for satisfying any existing remaining payments, if required (Estimate up to $4000). Service, Maintenance, and Supply Requirements Service 1. Four-hour response time to service calls placed during District hours (7:30am to 4:00pm) with one-hour response if all copiers are out of service in a single location. One-hour confirmation of service call receipt. One-business day maximum downtime for equipment.

6 2. Any device deemed inoperable must be replaced by a similar model with same or better features than device being replaced at NO additional cost to the school district. 3. Vendor must agree to provide loaner device/s on an as-needed basis for service related issues that may arise which cannot be resolved within a five-day period at no additional cost to the district. Service Management 1. Centralized equipment monitoring and management system. 2. Ability to initiate service via web and phone. 3. confirmation acknowledging the receipt of service requests. 4. Detailed logs of service within 1 week of service and upon request. 5. Escalation path provided by vendor when service is not satisfactory. Service Conduct 1. Vendor personnel must comply with all District policies regarding employee conduct while on District property 2. Vendor personnel must be factory trained, uniformed, and clearly identified with and ID badge 3. Vendor personnel must fully cooperate with District personnel in a timely resolution of requests 4. The District is not responsible for any tools, computers, equipment, or personal items brought onto campus by vendor personnel. 5. All copiers or clicks made by Vendor in the performance of their maintenance duties must be exempt from the District s overall cost. Supply Capabilities 1. Monitoring and management system should, at a minimum, allow for remote monitoring and possible automatic reordering of consumables. 2. Technicians must carry ample parts inventory to return all MFP equipment to service within one business day after commonly occurring failures or malfunctions. 3. Parts supply/warehouse must be in close proximity with the ability to overnight parts at no cost to the District. 4. The Vendor will supply all contact information and instruction necessary to requests consumables (toner, staples) include in bid pricing. Printing Accounting System 1. Allow the District to monitor printing/copying across the District. 2. Allow for user quota management. 3. Full integration with Microsoft Active Directory and Google Cloud Identity and Access Management (IAM) for authentication on each device. 4. Secure follow me printing that allows users to print to a shared print queue, roam and release their print job from any enabled output device. 5. Full integration of Google Cloud Print services. Device Specifications The purpose of the following specifications is to define the performance and design standards for copy machines for Dooly County Schools, Vienna, Georgia. The specifications as outlined are MINIMUM standards for the equipment. It is the owner s intent NOT to accept a lesser quality than is set forth in these specifications. Manufacturer s specifications will prevail as if written in full.

7 Category A (4 machines) Category B (2 machines) Category C (1 machine) Category D (2 machines) PPM No less than 75 PPM No less than 60 PPM No less than 45 PPM No less than 25 Automatic document feed Automatic Duplexing Automatic document feed Automatic Duplexing Automatic document feed Automatic Duplexing Automatic document feed Automatic Duplexing Finisher/Staplers & Hole Finisher/Staplers & Hole Finisher/Booklet Finisher/Stapler Punch (3 of 4 machines) Finisher/Booklet (1 of 4 machines District Office) Punch Hole Punch Unit Bridge Unit Network Scanning Printing, Network Scanning Printing, Network Scanning Printing, Network Scanning Printing, Fax, Scan to etc. Paper 8x11, 8x14, 11x 17 Paper Copy Trays 4000 sheets Paper Weight 20 lb./110 lb. Delivery & Training Fax, Scan to etc. Paper 8x11, 8x14, 11x17 Paper Copy Trays 4000 sheets Paper Weight 20 lb./110 lb. Fax, Scan to etc. Paper 8x11, 8x14, 11x 17 Paper Copy Trays 2000 sheets Paper Weight 20lb./110lb. Fax, Scan to etc. Paper 8x11, 8x14, 11x17 Paper Copy Trays 1000 sheets w/cabinet 1. Completed delivery is defined as the complete MFPs with all options ordered, in the location of final use as specified. 2. Primary staff training is to be completed no later than one week following delivery and installation. 3. Ongoing, additional training shall be available to the District throughout the duration of the agreement, at no additional cost to the District. 4. Final payment will not be made until all MFPs are in place and training has occurred at each of the District s locations. Locations - A site survey of the locations listed below is possible. Surveys will be coordinated with Technology Director, Livingston Fulton at Please call for appointment. Dooly County Board Office 202 E Cotton Street Vienna, GA Dooly County Board Office Annex th Street Vienna, GA Dooly County High School 715 N Third Street Vienna, GA Dooly County Middle School US Hwy 41 N Pinehurst, GA Dooly County Elementary School US Hwy 41 N Pinehurst, GA 31070

8 Bid Option #1: Lease Only Bid (based on 3 million BW and 40,000k color) MONTHLY BID AMOUNT: Per Copy for Overage: B/W Color TOTAL BID AMOUNT (Annual Cost): BIDDER: ADDRESS: PHONE: FAX: DATE: NAME (type or print): SIGNATURE: COMMENTS: Note: Compliance with requirements and responses to all questions in the entire RFP will be reflected in the service agreement, unless exceptions are listed.

9 METHOD OF AWARD A. The Board of Education reserves the right to reject any bid, to waive all formalities in bidding, to be the sole judge of quality and equality of the several bid proposals and to award the contract to the most desirable bidder per this request for proposal. This bid will be awarded to a responsible bidder who offers the products listed that meet specifications as requested within this RFP. B. It is not the policy of the Dooly County Board of Education to purchase on the basis of low bid only. A matrix using criteria and points will be used in weighting which bid offers the best overall product, service, and long term cost for the System s intended purpose. C. Evaluation criteria and points: Factor Points Examples of Aspects to be Considered Price 60 Product specifications and selection Bidder has an office within 90 miles of the school system. 20 Georgia based company. 5 Overall responsiveness to the bid. References, Experience, Past Service Bid price lowest to highest (5 point increments) Does the Vendor offer product(s) that meet the specifications? Range of products offered. Note: products must meet minimum standards to be considered in the evaluation. Are exceptions noted? (5 point increments) Location of home office or satellite office of bidder is within 90 miles of the school system. (Points = all or none) Is the company based in Georgia or does it have a Georgia office? (Points = all or none) Responsiveness of the bidder in the form of s, phone calls, in person visits including a site survey with school officials. (1 point increments) Has the Vendor provided favorable references from other K-12 school systems in Georgia that have used this product and/or its associated services if they have not had dealings with Dooly County Schools in the past? (1 point increments) D. In the event the most responsible bidder refuses to accept the entire requirements, the bid may be awarded to the next most responsible bidder.