City of Lewiston Finance Department

Transcription

1 City of Lewiston Finance Department Norman Beauparlant, Director of Budget/Purchasing Photocopy Service Rental June 5, 2012 Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing on Tuesday, June 19, 2012 until 2:00 p.m. at which time they will be publicly opened and read aloud on the enclosed specifications for an Photocopy Service Rental for the Lewiston Public Library. The Finance Committee reserves the right to accept or reject any and all proposals. Please use the enclosed envelope or a clearly marked envelope with the bid name and number when submitting your bid. Only sealed bids will be accepted. Faxed bids will not be considered. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt

2 City of Lewiston Rental of Photocopy Service for the Lewiston Public Library Bid #: Bid Date: Tuesday, June 19, 2012 I. Overview The City of Lewiston is soliciting proposals from vendors desiring to provide photocopy service for the Lewiston Public Library. The City is looking for the vendor which will best meet the Library s needs as outlined in this RFP. Proposals are due by June 19, The City is seeking a vendor who will provide the library with three (3) black photocopiers and all supplies, parts, and labor for keeping these copiers in excellent working order for a five-year period as outlined below. II. Project Description The Lewiston Public Library currently makes use of three (3) photocopiers for use by the public and library staff. It is the Library s intent to replace each of these three (3) machines. Two (2) of the photocopiers have coin-op mechanisms attached and sit in public areas of the Library. The third machine is located in the Administrative Office and is only used by Library staff. The current average monthly volume on each of our photocopiers is as follows: Administrative machine... 2,000 Level 1 machine... 1,400 Level 2 machine... 1,000 The City is looking to enter into a rental agreement for photocopy service utilizing three (3) machines which will replace the photocopiers currently in use. It is the intent of the City to have the successful vendor provide new machines and to keep these machines in service throughout the length of this agreement. The machines should provide copies of excellent quality and should be reliable. They should also be simple to use and require a minimum of library staff time to maintain.

3 III. Scope of Services 1. The selected vendor will provide the City with three (3) photocopiers as outlined in this RFP. One machine will be located in the Administrative Offices (a staff-only work area) and will be referred to in this RFP as the staff machine. Both of the other machines will be outfitted with coin-op mechanisms and will be set up for use by the public. They will be referred to in this RFP as public machines. Each machine shall deliver a high-quality copy and shall meet the following minimum specifications: machines must be new current models. A. Public machines: (1). First copy time of seven seconds or less; a minimum speed of 20 copies per minute; with duplex capabilities. Also, machine will have printing capability with PCL and Postscript. (2). Minimum of one 8.5 x 11 inch paper cassette with 500 sheet capacity. Shall also have a stackable bypass unit capable of feeding 11 x 17 inch paper. (3). Must include coin-op mechanism provided by the vendor. The coin-op must accept dollar bills, quarters, dimes and nickels and provide change; and it must be configurable to accept varying per copy prices from $0.20 to $0.50. (4). A template must be marked on the glass copying surface outlining the area where a legal-sized original must be placed (necessary to simplify the use of the photocopiers by the public). (5). PDF color image scanning capability with scan to network, scan to , and network printing capabilities with PCL and Postscript. B. Staff machine: (1). First copy time of seven seconds or less; a minimum speed of 20 copies per minute; with duplex capabilities. Also, machine will have printing capability with PCL and Postscript. (2). Enlargement and reduction capability in increments of 1%. (3). Machine must have stackable by-pass unit capable of 11 x 17 paper. (4). Must be able to copy on 32 lb. weight index paper stock in by-pass mode. (5). Minimum of two paper cassettes, each with 500 sheet capacity; one cassette will hold legal size paper and the other will hold letter paper. (6). PDF color image scanning capability with scan to network, scan to , and network printing capabilities with PCL and Postscript. Additional Requirements 1. The vendor will provide stands for all three of these machines to sit on so that the copying surface and controls are at a reasonable and comfortable height for operators who are standing and using the machines.

4 2. The vendor will provide all supplies with the exception of paper. 3. The vendor will provide all parts (including drums) and labor for keeping these machines in excellent working condition. 4. A thirty (30) day supply of toner will be provided by the vendor with the initial installation and the vendor will keep a fifteen (15) day supply of toner on site at all times. 5. The vendor will train all key operators in the basic operation and maintenance of the machines. 6. Repair and preventative maintenance of equipment will be responded to by a service technician s personal visit on the next business day following the call for service. The machine must be fully operational within two business days following the Library s request for service. If any machine is not fully repaired, the vendor will provide a suitable loaner replacement. 7. Throughout the contract term the vendor must replace at no additional charge any machine needing frequent repairs or any machine not able to meet the criteria outlined in this RFP. 8. The public machines must be set up to run as simply as possible. This is a major need of the Library. The public photocopy service is intended to be self-service and the more simply these machines can be set up, the higher they will be rated in the review of the proposals. 9. The City of Lewiston intends to contract with one vendor for the entire scope of services as outlined in this RFP. The City intends to rent service from a photocopy vendor and not to purchase or lease particular machines. However, it is the expectation of the City to contract with a vendor to provide three (3) new machines and to have those same three (3) machines in the library for the entire five-year life of this service agreement, provided that the machines and the vendor perform satisfactorily as outlined in this RFP IV. Proposal Requirements 1. Each proposal should specify the machines (make and model) which would be supplied and list any modifications which would be made to them. 2. Each proposal should include a list of the vendor s clients in the Lewiston/Auburn area which have similar machines. This client list should include the organization name, address, telephone number and contact person s name. 3. Each proposal shall include the attached fee statement page. Fees are to be bid on a per month basis on the attached page. Bids should include a lump sum monthly fee for all machines fully supplied for up to 4,400 copies in the aggregate. Also included should be a per copy overage for copies in excess of 4,400 per month. 4. Each proposal shall include specification sheets and pictures for each photocopy machine and coin-op mechanism proposed. 5. Two complete copies of the proposal shall be submitted.

5 V. Selection Criteria The City of Lewiston shall award the contract for the services outlined in this RFP based on the following criteria: 1. The degree to which the proposal and the individual machines proposed meet the City s needs as presented in this RFP. 2. The degree to which the proposed public machines (including modifications) can be set up for simplicity of use by the public. 3. Performance level of the proposed machines in similar library and/or office environments. 4. Performance level of the vendor s repair services and personnel in similar library and/or office environments. 5. The cost of the service.

6 City of Lewiston Rental of Photocopy Service for the Lewiston Public Library FEE STATEMENT Bid #: Bid Date: Tuesday, June 19, 2012 The undersigned hereby declares that he/she has examined the requirements set forth in the Request for Proposal to supply three (3) photocopy machines to the Lewiston Public Library on a rental basis and agrees to provide the equipment and services in accordance with the conditions set forth in the RFP. Payment for the equipment and services shall be as follows: Monthly rental for three (3) photocopier units as specified, to include 4,400 copies per month in the aggregate: State the cost per copy in excess of 4,400 copies to be assessed on a monthly basis: $ per month $ per copy State Make & Model: (If the proposal is to include different machines for the different locations, please identify the make, model and location of each proposed machine at the bottom of this page. Make & Model of Coin-Op Mechanism State any exceptions to the proposal requirements: Company Name Authorized Signature Typed/Printed Name Typed/Printed Title Physical Address Telephone Number Fax Number Address Web Address Date