EL PASO INDEPENDENT SCHOOL DISTRICT P R O C U R E M E N T S E R V I C E S

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1 P R O C U R E M E N T S E R V I C E S AWARD SUMMARY Solicitation: RFP #1-19 Risograph Duplicator Maintenance and Repair * This solicitation number must be referenced on all EPISD Purchase Orders * Effective Dates: October 1, 217 through October 14, 218 Type of Approval: Administration (under $1,) Type of Award: Third Extension Date of Approval: 1//217 Option to Extend: One (1) Year Solicitation is for: Districtwide AWARDED VENDOR INFORMATION: Vendor Vendor Name Awarded Amount No. 312 Dahill (Primary vendor) $18, Spectrum Imaging (Secondary vendor) Special Instructions: See attached tabulation for specific item description, unit price, etc. Please feel free to contact Procurement Services should you have questions or need clarification. PROCUREMENT SERVICES CONTACT INFORMATION: Sandy Ramirez, Buyer osramire@episd.org

2 SCOPE OF WORK: RFP#1-19 RISOGRAPH DIGITAL DUPLICATOR MAINTENANCE AND REPAIR The El Paso ISD is seeking responses to obtain maintenance and repair services from Riso certified vendor or vendor(s), to provide Award of a contract will be for an initial one-year period with an option to extend for an additional four (4) years, maintenance and repair services for Risograph duplicators used by the District. one (1) year at a time upon proven satisfactory performance The District may by the award selected a contract vendor(s). to more than one vendor, in order to ensure availability and reliable service at all times. VENDOR NAME MINIMUM VENDOR REQUIREMENTS: Vendor is a certified Risograph sales and service dealer and has proof of status in the form of a written statement from the manufacturer with contact information for verification purposes. Vendor is capable of servicing the El Paso ISD current 77 units and including any future units. Vendor provides general description of repair facilities and personnel and main repair shop and parts inventory for machines identified on this document, site available to inspection by Vendor EPISD representatives. provided general description of current number of Risograph machines maintained by the company and three (3) current customer references. PERFORMANCE REQUIREMENTS: (Acknowledged) Vendor guarantees a maximum of one (1) business day response to all customer repair calls if the vendor has been notified in the manner designated by the vendor. All parts and all labor will be included in the cost of the contract, with no exceptions for any reason. All parts and components used in repairs and maintenance of District equipment must be authorized for use by the Repairs will be completed within two business days after the first response to the service call. If the machine cannot be repaired within 2 business days, then the vendor must inform the Procurement Services Department and provide a loaner machine of similar capacity and operation to the un-repaired machine. If machine is deemed un-repairable vendor must notify the Purchasing Agent and refund District any funds paid in advance for the yearly coverage of said machine. Certified Xerox Trained Technicians. Two (2) per machine see Section 3, Page 4 of 7 Certified remote Help Desk See Section 2, Page 19., See Section 2, Page 17 "Servicing Specifications", see Section 2, Page 21. Number of Machines: 447. References provided: TX, Response times guaranteed from time call is placed (see page 1), All Parts and labor included in pricing (see page 1), Provide, when necessary, loaner printers (see page 1) TX Repair done "On-site" or at facility located on Pellicano in El Paso, Texas Number of Machines: 6-8 in west Texas and New Mexico. References Provided: Page 1 of

3 If the repair requires the consumption of significant amounts of ink, masters, or paper, the vendor shall replace these materials at no extra charge. 6. If vendor representative damages customer property due to ink spills, ink smudges, or other acts, such damage will be repaired at no extra charge. Repairs will include, but will not be limited to: carpet, wall, furniture, or machine cleaning, touch up painting, and similar actions designed to restore damaged property to its 7. original Vendor will condition. be required to affix a clearly visible label to each machine within one month of the award of the contract showing the name and phone number of the vendor so customers clearly know how to obtain service. 8. Vendor must keep and be able to provide a copy of service histories for all machines maintained under the contract. 9. Vendor must designate the methods and forms used for customer meter readings, if such readings are a requirement by vendor. All meter readings will be certified by customer signature, showing the machine serial number, date, and the name of the customer representative. MINIMUM PREVENTIVE SERVICE REQUIREMENTS: (Acknowledged) Remove, clean, and lubricate all major components. Inspect for worn parts, remove and replace if necessary. Assemble and adjust to factory specifications. Clean exterior covers. Check for print quality. Make necessary adjustments. Maintain copy and master copy counts for each machine. Provide inspection report on status of each machine. Alert Purchasing Office Personnel and School Principal, in writing, of any equipment that cannot be repaired and the reasons for such situation, i.e. unavailable parts, or any such reasons. All equipment must be scheduled to be serviced at least once per year. Provide information identifying the preventive maintenance schedule of all machines currently owned by district. For example, 1 machines per week over a ten (1) week period beginning one week ARO. RFP#1-19 RISOGRAPH DIGITAL DUPLICATOR MAINTENANCE AND REPAIR Page 2 of

4 RESPONSE REQUIREMENTS AND FORMAT: Vendors' response complete and adequate response has been provided made to address the desired services. Three (3) references provided Provide one (1) original proposal, three (3) copies, and (1) one copy of response on an electronic format (USB). All pages of vendor s response must be numbered. Electronic responses may be provided in PDF, Word, and/or Excel format through thumb drives or flash drive. Note: ed responses will not be accepted. Addendum #1 Attached All forms must be filled out and signed. All original signature fields must be signed in blue ink. RFP#1-19 RISOGRAPH DIGITAL DUPLICATOR MAINTENANCE AND REPAIR No No No No. CIQ W9, Cover in black ink Page 3 of

5 RESPONSE FORM DESCRIPTION RFP#1-19 RISOGRAPH DIGITAL DUPLICATOR MAINTENANCE AND REPAIR COST PER MONTH COST PER YEAR COST PER MONTH COST PER YEAR QTY Machine Model Per Unit Extended Cost Per Unit Monthly Extended Cost Yearly Per Unit Extended Cost Per Unit Monthly Extended Cost Yearly 6 1. EZ22 Maintenance Cost per Month $ 2. $ - $ 24. $ 1,44. $ 49. $ - $ 88. $ 3, EZ221 Maintenance Cost per Month $ 2. $ - $ 24. $ 72. $ 49. $ - $ 88. $ 1, GR27 Maintenance Cost per Month $ 2. $ - $ 24. $ 24. $ 19. $ - $ 1,38. $ 1, RN23 Maintenance Cost per Month $ 2. $ - $ 24. $ 7,44. $ 69. $ - $ 828. $ 2, RN23 Maintenance Cost per Month $ 2. $ - $ 24. $ 2,64. $ 69. $ - $ 828. $ 9, RZ22UI Maintenance Cost per Month $ 2. $ - $ 24. $ 6,. $ 9. $ - $ 78. $ 17,7. Total MTotals Per Month $ - Per Year $ 18,48. Per Month $ - Per Year $ 9,76. How many certified technicians are available per machine? What is the ratio of technicians available per machine? Does vendor agree to the following RFP's requirements: Minimum Requirements Performance Requirements Minimum Preventive Service Requirements Cost and Billing Requirements If not in agreement please include explanation : 1 1: 2 N/A N/A Do you comply with our contract? No Are there any Deviations or Exceptions? None None Please Explain N/A N/A NOTE: Provision of Service Dates: Monday - Friday, except Major Holidays. Page 4 of

6 RFP#1-19 RISOGRAPH DIGITAL DUPLICATOR MAINTENANCE AND REPAIR EVALUATION CRITIERA: Proposals will be evaluated on a combination of factors (including minimum requirements) to make selection. CATEGORY: Purchase price, to include all costs associated with services requested The reputation of the vendor and of the vendor s goods or services The quality of the vendor s goods or services (warranty) POINTS The extent to which the vendor s goods or services meet the District s needs The vendor s past relationship with the District The total long-term cost to the District to acquire the vendor s goods or services The impact on the ability of the District to comply with laws and rules relating to Historically Underutilized Business For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor s ultimate parent company or majority owner: a) Has its principal place of business in this State or b) Employs at least persons in this State Relevant factors specifically listed in request for bids or proposal a) Certified Technicians b) Performance Requirements c) Preventive Maintenance, etc. 1 TOTAL POINTS The RFP consists of maintenance and repair of the District's 77 Risograph units used schools. Both vendors that responded are Riso authorized dealers and capable to provide the services requested. Both vendors were scored equally in all areas of the evaluation criteria except for pricing. For example, Dahill offered a monthly fee of $2. per month, per unit, for a total of $18,48. per year for all units. Because this proposal was responsive and the most economical, a score of thirty-five (3) points was assessed. Spectrum Imaging offered a proposal based on the model # and age of each unit. Its yearly proposal for the 77 units was $9,76., consequently a score of eleven (11) points was issued. The evaluation committee determined that Dahill's proposal offered best value to the District. As a result, Dahill will be awarded as the "primary" vendor and Spectrum Imaging will be the "secondary" vendor in case its services are needed at a future date. 1 1 Page of