Missoula County Public Schools Missoula, Montana REQUEST FOR PROPOSALS FOR LARGE COMMERCIAL COPY MACHINES FOR THE MISSOULA COUNTY PUBLIC SCHOOLS

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1 Missoula County Public Schools Missoula, Montana REQUEST FOR PROPOSALS FOR LARGE COMMERCIAL COPY MACHINES FOR THE MISSOULA COUNTY PUBLIC SCHOOLS PRINT SHOP JULY 2016

2 REQUEST FOR PROPOSALS FOR PRINT SHOP COPIERS Notice is hereby given that Missoula County Public Schools, Missoula Montana will accept sealed proposals for Print Shop Copiers at 915 South Avenue West, Missoula, Montana 59801, by at Proposal submittal requirements are available upon request at: 915 South Avenue, Missoula, Montana Or via , contact: The opening date is July 18 th, 2016 at 4:00 p.m. (MDT) in the Business Building located at 915 South Avenue West, Missoula, Montana. No late proposals will be accepted. Anyone attending the opening or any other meeting associated with this request, and needs accommodations for a disability is requested to notify Kara Tortorich ( x3030) two days in advance to make arrangements for any special accommodations. All proposals submitted through the mail must be plainly marked on the outside of the envelope: MCPS Print Shop Copiers Requests for Qualification documents should be directed to: Burley McWilliams, Operations and Maintenance Supervisor bmcwilliams@mcps.k12.mt.us Phone (406) , ext Fax (406)

3 Missoula County Public Schools is soliciting proposals for three (3) print shop copiers to be installed August 2016 at 215 S 6 th Street W, Missoula, MT. The intent of the proposal is: 1. To acquire printing equipment through an operating lease through the selected vendor which can provide the sustained quantity and finishing as outlined in the specifications. The lease period is to be five years and is to include all costs for maintenance, supplies (less staples and paper), installation, training and servicing. The intent is to obtain these services and equipment in a turn key operation. 2. OR, to purchase the equipment in full which can provide the sustained quantity and finishing as outlined in the specifications. This purchase will include a maintenance contract period to be five years and is to include all costs for maintenance, supplies (less staples and paper), installation, training and servicing. The intent is to obtain these services and equipment in a turn key operation. Production for the three print shop copiers is anticipated to be in the 10-12M copies per year with the ability to surge on a monthly basis to 700,000 copies per machine on an as needed basis. Configuration of printers is detailed under specifications. The nature of print shop printing is black ink primarily on 20 lb bond paper; almost exclusively on 8.5 x 11. The colors of paper vary considerably for the 20 lb bond. MCPS purchases white bond paper off the shelf from Costco and Staples. Proposers must consider the low grade paper quality in their proposals and provide equipment capable of operating with this quality of paper. In addition to 20 lb bond, up to 5 part, card stock, 67 lb., and some 8 ½ x 14 and 11 x 17 bond, 20lb, card stock and printing labels. Proposals: Proposals are required to be submitted by 4:00 p.m. (MDT), July 18 th, 2016 to 915 South Ave W, Missoula, MT Questions about the proposal must be submitted via to Burley McWilliams, Operations and Maintenance Supervisor, Missoula County Public Schools. The address is: bmcwilliams@mcps.k12.mt.us. For a proposal to be considered responsive, it must include the following documents: 1. Print Shop Copier Proposal Submittal Cover Sheet (blank copy of the form included) 2. Information as required in Print Shop Copier Specifications, paragraph 7D, Contractor must include 3. Please submit (4) hard copies of your bid proposal and an electronic thumb drive/ file to bmcwilliams@mcps.k12..mt.us. July 3 and 10 RFP Posts July 18 Submittals Due by 4:00 p.m. July 19 Review/Score/Selection August 9 BOT Approval August 10 Notify Successful Vendor

4 Missoula County Public School Print Shop Copier Specifications 1. MCPS requires that the contractor supply all service and repair to the machines during the contract period. The contract period is to be five years beginning approximately August 15, MCPS requires that the vendor is responsible to supply the following: A. All repair parts-both routine and major. B. All toner and toner supplies. The toner must be factory approved and provided in cartons to facilitate storage. C. All other supplies and repair parts that are needed to maintain the machines in a satisfactory condition in accordance with factory specifications. 3. MCPS agrees to supply all paper and staples. The paper to be used is off-the-shelf 20 lb white bond, 8.5 x 11. This paper is to be used in the print shop copiers and the proposed copier is required to use this low cost paper as its primary printing surface without copier malfunction. 4. All charges related to delivery, installation, testing, training and return must be included in the cost per copy quote by the contractor. Initial shipment to the installation site shall be included in your cost per copy. The contractor shall be responsible for all transportation arrangements and all insurance coverage during transportation, installation and removal. 5. Installation/training. The vendor representative is required to install, assemble and train users on the equipment placed under this contract. Training will be required immediately upon installation. 6. Only new equipment will be furnished under this contract. The district definition of new is that all parts in the unit are new, and have never been used. No re-manufactured, new model designation, re-furbished, re-conditioned, no floor models, lease returns, demos, etc. will be accepted. The contractor warrants that all equipment included in the proposal when installed will be in good working order and the contractor will make all necessary adjustments, repairs and replacements to correct any defects found upon installation, without additional charge. 7. Contractor requirements. Because of the large volume of copies involved, the potential exists for substantial cost to the district if quality levels are not maintained or service or supply is in any way delayed or disrupted. For these reasons, proposals will only be considered from contractors who meet the following criteria: A. Contractors must: 1). Have been in business for a period of at least three years as of June, 2016, supplying similar equipment, products and services. 2). Currently employ four (4) service technicians within two hour drive time of Missoula to service the copiers proposed. 3). Provide for local or regional service calls and invoicing. 4). Provide three references as specified in paragraph D, item 3. B. Contractors must carry sufficient supply inventories upon request, be able to support deliveries within a four (4) hour time period. C. The three copiers provided under this contract are expected to produce a combined minimum volume of million copies per year with an expectation of five years of highly reliable availability. Only copiers which have a high expectation of achieving this production should be proposed.

5 1). Copier Availability: Copiers which are unavailable for five consecutive business days must be replaced with another copier capable of providing copying capacity in a similar fashion. All costs for this equipment will be the sole responsibility of the contractor while the contracted copier is not available. If a machine is down more than 20% of the time, excluding preventive maintenance, for three (3) consecutive months, the district may require that the contractor replace the machine. Accessories not operating properly shall be included in downtime. D. Contractors must include the following submittals with their bid: 1). Company background to include business entity type (owner operated, corporation, etc): number of years in continuous operation and number of years in the copier business. In the case of a contractor offering services in more than one location, this information will be applicable to that location servicing this account. 2). Names of at least four (4) technicians and copies of training certificates for the manufacture and model of copiers submitted in the proposal. In the event the equipment has not been previously serviced by the contractor, there will be a grace period for training. The certification of one technician must occur before installation of the equipment. The certification of the second technician must occur before the end August. The plan to train technicians must be included in the proposal and include the following details; names of technicians to be trained; dates of training; location of training and certification to be awarded as a result of the training. 3). Minimum of 3 references name of organization, phone number and primary point of contact. The references need to be for the same manufacture and like model for the copiers which are being submitted under the bid. The district prefers that one of the references be for a school district, but not mandatory. In the event a proposer submits multiple proposals with different copier manufactures and or models then references must be provided for each copier. 4). Explanation of the supply and repair parts management process for your company. Include the list of supplies required for the copier model; the quantity stocked locally; regional/ national supply center location and the order to delivery time for these supplies for other than local stocks. For repair parts provide location of regional/ national parts warehouse and the order to delivery time for major components. This process is subject to on-site verification as part of the bid evaluation process. 5). Explanation of processing service calls and invoicing. For service calls provide phone numbers and an explanation of internal procedures for dispatching service technicians. For invoicing, provide an explanation of how invoices are routed and how discrepancies affecting invoices are resolved. 6). Specification information as attached. 7). All requirements for installation must be thoroughly addressed to include ventilation, power, and space, stand off requirements (heating and cooling systems and service access). Power variance tolerances must be addressed if necessary for installation. 10. Willful negligence. The school district will be responsible for paying any costs incurred for the repair of photocopiers caused by willful negligence on the part of district personnel. 11. In the event the District decides to lease the copiers. The term of contract/lease shall be 60 months (option to renew after end of lease; month to month). Start date approximately August 10, Copiers must be delivered, installation, set up and staff trained on or before August 22 nd, 2016.

6 13. Cost per copy will include new machine, installation, set up, all service, all copy supplies (excluding paper and staples), and all repair parts. Cost per copy will be broken down into two pricing segments: Cost per copy for 10,000,000/year per entire fleet: Cost per copy for all copies over 10, 000,000/year: $00.XXXX per copy. $00.XXXX per copy. Cost per copy bid will only be accepted to four (4) decimal places, example. $0.0885/copy. 14. The copy machine plus finisher must be capable of the following: Copies per minute 125 ***Alternate Pricing: Please price 1 copier to have an envelope option. The configuration for each copier is: Copier with its own dedicated scanning capacity plus the following features: Stapler (maximum 100 sheet per packet), three positions top left, top right and two on the left side Collate with and without staples Paper trays minimum five (5) (do not include by-pass or post sheet inserter); 2 trays must be able to carry 1500 sheets per tray; 3 additional trays need 5000 sheet capacity Work space on top of copier with right to left work flow Systems to prevent curling of paper as the district uses low quality paper Three-hole punch and multi-folding unit that works both on and off line Booklet maker with center stitch stapler (2 position) and fold, 8.5x11, 8.5x14, 11x17 Windows 10 compatible 15. Proposers may submit more than one proposal (i.e. different brands/ models etc.). 16. Consideration of Proposals: The steps to be used in consideration of proposals will consist of: A. Determination of responsive proposal. This will be based upon the following criteria: Proposal was received by the time and date specified Proposal followed the requirements as specified in Instructions to Proposers B. Determination of Score. Each responsive proposal will be scored by a committee member independently. The maximum number of points to be awarded by an individual per proposal is 100. The scores will be combined for each proposal. C. Recommendation of a Proposal. The committee will take the information from the scoring and make a selection from proposals. This selection is contingent until the Board of Trustees approves the recommendation. The contract is anticipated to be awarded at the regular scheduled Board meeting on July 26 th, 2016 (if applicable) or August 9th, D. Rejection of Proposals Owner reserves the right to reject any or all proposals according to the laws of the State of Montana and to waive any informality or immaterial irregularity in any bid received. 17. Scoring: Service - 25 points Price - 35 points Copier - 20 points Finisher - 20 points

7 Print Shop Copier Proposal Submittal Cover Sheet Submit Proposal by 4:00 p.m. (MDT), July 18, 2016 to: Burley McWilliams, Operations and Maintenance Supervisor 915 South Avenue West, Missoula, MT Phone (406) , ext Fax (406) Acknowledged Receipt of Addendum Numbers (if applicable): Name of Contractor: Address: Phone # (voice): Phone # (fax): Contact name: Phone: Vendor authorizing signature Date Owner or authorized Representative