REQUEST FOR PROPOSALS (RFP) DIGITAL COPIERS

Transcription

1 (RFP) DIGITAL COPIERS TITLE: Digital Copiers ISSUE DATE: May 21, 2018 DUE DATE: DELIVER TO: June 12, :00 AM CDT Sarah Dement, Payroll & Benefits Coordinator Mineral Area College P O Box 1000 Park Hills, MO Note: Electronically submitted ( /fax) proposals will not be accepted. Proposals must be received by 10:00 AM CDT on June 12, Please indicate firm and/or company name and the primary contact person on the front of each proposal envelope or package. Any proposals received after 10:00 AM CDT on June 12, 2018, will not be considered. Proposals should only be sent to the attention of Sarah Dement and not to any other individuals at Mineral Area College. Other individuals at Mineral Area College should not be contacted and may result in a rejection of your proposal. Each firm/company will need to furnish three (3) copies of the proposal. 1

2 *Please mark the outside of your return envelope: TO: MINERAL AREA COLLEGE Attn: Sarah Dement P O Box 1000, Park Hills, MO sdement@mineralarea.edu DUE: 10:00 AM CDT, June 12, 2018 PH: (573) Questions concerning this Request for Proposals must be received by no later than 10:00 AM CDT, June 7, Proposals must be received by June 12, 2018, no later than 10:00 AM CDT. DIRECT CONTACT WITH MINERAL AREA COLLEGE BOARD OF TRUSTEES IS PROHIBITED. INSTRUCTIONS AND CONDITIONS: Please quote the lowest net price at which you agree to furnish the service listed. Please send 3 copies of this bid response sheet and descriptive folders giving trade names, specifications, and related information on items bid. Samples may be sent to further describe the merchandise in question. VERIFY YOUR PROPOSAL BEFORE SUBMISSION AS THEY CANNOT BE WITHDRAWN OR CORRECTED AFTER BEING OPENED. The College is exempt from the Missouri State Tax. The College is a state funded institution and requires all bids to be submitted as prevailing wage. Mineral Area College is not responsible for Request for Proposals lost in transit or received after time of quotation closing. It is the vendor s responsibility to confirm receipt of their proposal by contacting Sarah Dement. WE WILL ACCEPT ONLY SEALED WRITTEN BIDS; ANY OTHER MEANS WILL NOT BE ACCEPTED. ALL PRODUCT DESCRIPTION, FEATURES, CHARACTERISTICS AND PRICING ASSOCIATED WITH THIS SERVICE MUST BE DETAILED IN THE BID. MINERAL AREA COLLEGE RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS, WAIVE MINOR IRREGULARITIES, CONSIDER MINOR VARIATIONS TO SPECIFICATIONS THAT ARE CLEARLY DETAILED, AND ACCEPT THE BID WHICH APPEARS TO BE IN THE BEST INTEREST OF THE COLLEGE. Item# Qty Description Total Cost 1 1 Digital Copiers *Return this form to Sarah Dement at Mineral Area College with Unit Price and Extension Total indicated. Mineral Area College reserves the right to purchase by individual item. All prices quoted shall be F.O.B. Mineral Area College, Park Hills, Missouri. All prices quoted shall be valid for a minimum of 90 days from closing date of request for proposal. We agree to furnish the above material and service for delivery as specified, at prices shown opposite each item. This form must be completely filled out and signed, or it will not be accepted. IT IS REQUIRED THAT THE VENDOR READ AND FOLLOW ALL INSTRUCTIONS ON THIS FORM. FAILURE TO DO SO IS SUFFICIENT CAUSE FOR REJECTION. THIS IS NOT AN ORDER Date: Name of Firm Signature & Title 2

3 PROJECT TIMELINE May 21, 2018 June 7, 2018 June 12, 2018 June 12, 2018 June 12-13, 2018 June 14, 2018 Request for Proposals released to public Questions and inquiries concerning this Request for Proposals must be submitted no later than 10:00 AM CDT. Bids due by 10:00 AM CDT to: Sarah Dement, Payroll & Benefits Coordinator P O Box 1000 Park Hills, MO RE: Digital Copiers Mail an original and two copies of the bid. RFP s publicly opened and read aloud, 10:15 AM, President s Office Evaluation of proposals, interviews with selected firms. Recommendations submitted to the College Board of Trustees. It is the responsibility of each vendor to inquire about and clarify any requirement of this solicitation that is not understood. The College will not be bound by oral explanations as to the meaning of specifications or language contained in this solicitation. All inquiries and questions deemed to be substantive in nature must be in writing and submitted as stated in timeline. Please provide business name, contact, telephone number, address and fax number on inquires. Questions may be sent by to sdement@mineralarea.edu. ALL SERVICE DESCRIPTION, FEATURES, CHARACTERISTICS AND PRICING ASSOCIATED WITH THIS PROPOSAL MUST BE DETAILED IN THE BID. 3

4 TABLE OF CONTENTS I. II. III. IV. V. VI. VII. VIII. IX. X. XI. Introduction Bid Specification Minimum Service, Maintenance & Performance Standards Status of Equipment Specified by the Bidder Definition of Downtime, Excessive Downtime & Non-Compliance Compensation Special Requirements Equipment Bidding Specification Bidder s Form 60 Month Contract 48 Month Contract 36 Month Contract Equipment & Specifications Additional Equipment Additional Equipment Bidder s Form Deliver FOB Park Hills, MO to: Mineral Area College 5270 Flat River Road Park Hills, MO THE CONTRACTOR MUST PROVIDE EQUIPMENT THAT MEETS OR EXCEEDS SPECIFICATION ON THIS. ALL SERVICE DESCRIPTION, FEATURES, CHARACTERISTICS AND PRICING ASSOCIATED WITH THIS JOB MUST BE DETAILED IN THE PROPOSALS. 4

5 I. INTRODUCTION In order to provide the students, faculty and staff of Mineral Area College with an efficient and costeffective photocopy production system, Mineral Area College is soliciting proposals for a lease agreement for copiers and annual maintenance services. The copiers will be located across our Park Hills campus, along with Fredericktown and Perryville campus, and will serve all departments. Detailed specifications regarding the equipment required is detailed in Section IX. II. BID SPECIFICATIONS Minimum Standards: Mineral Area College is seeking a single vendor to provide equipment and service on a cost per copy basis for copy station locations on the main campus in Park Hills, Missouri; at off-campus locations in Missouri that the college may determine during the term of this contract. The college seeks: Quotation on a sixty (60) month contract to commence within thirty (30) days after receipt of the signed contract, to provide equipment, all consumable supplies (except paper and staples), maintenance and all replacement parts at a fixed cost per copy guaranteed for the full term of the contract, and/or Quotation on a forty-eight (48) month contract to commence within thirty (30) days after receipt of the signed contract, to provide equipment, all consumable supplies (except paper and staples), maintenance and all replacement parts at a fixed cost per copy guaranteed for the full term of the contract, with the option to extend the contract for a one-year term at the same fixed cost per copy, and/or Quotation on a thirty-six (36) month contract to commence within thirty (30) days after receipt of the signed contract, to provide equipment, all consumable supplies (except paper and staples), maintenance and all replacement parts at a fixed cost per copy guaranteed for the full term of the contract, with the option to extend the contract for two one-year terms at the same fixed cost per copy. Successful Bidder Will Provide: A single-invoice monthly billing system. Verification that they are currently authorized dealers for the equipment they provide to the college. The option, since the array of equipment needed is based on a total, college-wide copy volume and the need to provide workstations convenient to the students and employees, to change, add or delete copier locations and the type of equipment required at the same guaranteed fixed cost per copy. A contract that includes an "unfunded government entity" clause which shall provide that the college may terminate the contract without penalty should funding for the fulfillment of the terms of the contract not be appropriated or provided in the approved annual budget of Mineral Area College. Vendor shall provide a blank copy of their contract for review by Mineral Area College. Vendor will be responsible for any taxes associated with this contract. 5

6 III. MINIMUM SERVICE, MAINTENANCE AND PERFORMANCE STANDARDS The Successful Bidder Will: Provide Mineral Area College with the maintenance cycle checklist for each photocopy machine and all attachments. This checklist shall indicate all planned mortality parts. Provide Mineral Area College with verification that planned mortality parts have been replaced as each photocopy machine passes through its maintenance cycle and that preventive maintenance has been performed at the intervals prescribed by the equipment manufacturer. Guarantee that service personnel will respond to calls for equipment service within three hours and that equipment will be returned to service within seven working hours (one working day). Service will be furnished to the college between 8:00 a.m. and 4:00 p.m. Monday thru Friday. Guarantee that any equipment that cannot be repaired on the college premises within two working days shall be replaced with a loaner machine, or guarantee that non-compliance compensation credit will be issued. Guarantee that copy machines provided will perform to manufacturer s specifications for a minimum of 95% of the available work time. Any machine that fails to meet the 95% standard shall be replaced with an equal or better model at no cost to the College. If Vendor fails to correct the nonperformance, the College reserves the right to terminate the contract by giving a thirty (30) day notice to the Vendor after which no further obligation is due from the College. IV. STATUS OF EQUIPMENT SPECIFIED BY THE BIDDER 60-Month Contract Prospective vendors shall submit quotations specifying all new equipment. 48-Month Contract or 36-Month Contract Prospective vendors may submit quotations specifying all new equipment, all reconditioned equipment, or submit a quotation for each. The bidder shall specify on the enclosed bidder's form the status of all equipment bid. All equipment, new or reconditioned, shall be warranted as new by the bidder. The age of all reconditioned equipment shall be no more than three years from date of original manufacture. The vendor shall guarantee that all equipment specified in their bids will be serviceable for five years from the date this contract takes force. 6

7 V. DEFINITION OF DOWNTIME, EXCESSIVE DOWNTIME AND NON-COMPLIANCE COMPENSATION For purposes of this contract, downtime is defined as a photocopy machine that has not been returned to service after seven working hours from the time that service was requested. Downtime shall accumulate as days. Downtime will be logged by Mineral Area College IT Services personnel for each machine. The performance standard for this contract shall be that the maximum aggregate downtime for all photocopy machines specified in the contract will be three (3) days per month. Preventive maintenance which has been scheduled in advance with IT Services personnel will not be logged as aggregate downtime. Service call responses and repair times totaling seven working hours or less will not be logged as aggregate downtime. For each aggregate downtime day in excess of the maximum aggregate downtime, Mineral Area College will deduct the contracted cost of one thousand (1,000) copies on the next monthly invoice. VI. SPECIAL REQUIREMENTS 1. Access Control The college requires that all photocopy machines except copier(s) located in the Mail Room be equipped with an access control system. These devices shall provide user identification, accumulated volume per user, and volume limit per user. Access devices shall be capable of being addressed by a readout device the vendor will provide for IT Services personnel. The vendor will specify whether access control is accomplished via a code reader or magnetic card. 2. Training Operator training will be provided if necessary at no additional cost. The copier will be delivered with an operator s manual. 3. Supplies The College will supply paper and staples for the copier, however, the Vendor shall be responsible for supplying toner, drum, developer, etc. and shall include the cost in the maintenance price. 4. Pricing Proposals must include prices for copy machine lease and for maintenance (service and supply) cost per copy page. Monthly costs will be based on machine usage and will be billed in arrears; no minimum number of copies will be specified. Vendor shall bear all costs for labor and parts required to maintain the copy machine in good working order and make all necessary adjustments, replacements, and repairs caused by normal wear and tear. The maintenance price will be fixed for the contract term with no price increase. Proposed prices will include all federal, state, and local taxes. 7

8 VII. EQUIPMENT BIDDING SPECIFICATIONS For each machine specified, the successful bidder shall submit upon request a descriptive brochure, an operators manual and a service checklist that describes all planned mortality parts and the meter interval at which they shall be replaced. All attachments, accessories, and special equipment, such as access control devices shall be fully described and listed on the enclosed bidder's form. To assist with evaluating the bids, bidders may be asked for this information in advance of awarding the contract. Failure to submit any information or specification requested in this document will be sufficient cause for disqualification of the vendor from this bidding competition. Failure to affix an authorized signature to the enclosed bidder's form section of this document, or to the Mineral Area College Request for Quotation will also be cause for disqualification. Vendor shall list separately the optional accessories for network printing, scanning, stapling, faxing, and hole punching. Proposed prices shall be listed according to the rated speed per minute as opposed to monthly volume. VIII. BIDDER S FORM 60 MONTH CONTRACT Copier location Lease Payment Service rate/per click charge Attachments Model Small (34) Model Medium (30) Model Large (6) 48 MONTH CONTRACT Copier location Lease Payment Service rate/per click charge Attachments Model Small (34) Model Medium (30) Model Large (6) 36 MONTH CONTRACT Copier location Lease Payment Service rate/per click charge Attachments Model Small (34) Model Medium (30) Model Large (6) 8

9 IX. EQUIPMENT & SPECIFICATIONS Small Model Specs: Black and white laser with print, copy, and scanning capabilities 35 PPM or faster Max Duty Cycle 30,000 per month or higher Printing Resolution 600 DPI or higher Scanning Resolution 600 DPI or higher Scan Speed 25 scans per minute or higher Support scan to computer, network share, and Equipped with auto-document feeder Accommodate 8.5 x 11 and 11 x 17 Duplex printing Equipped with bypass sheet feeder Ability to lock print with password release Full network and Ethernet support Ability to support high yield toner Support standard network protocols (TCP/IP, SNMP, CIFS, etc.) Compatible with non-proprietary print management and accounting platforms (FM Audit, PaperCut, etc.) Medium Model Specs: Black and white laser with print, copy, and scanning capabilities 35 PPM or faster Max Duty Cycle 60,000 per month or higher Printing Resolution 600 DPI or higher Scanning Resolution 600 DPI or higher Scan Speed 30 scans per minute or higher Support scan to computer, network share, and Equipped with auto-document feeder Accommodate 8.5 x 11 and 11 x 17 Minimum of 2 drawers Duplex printing Equipped with bypass sheet feeder Ability to lock print with password release Full network and Ethernet support Ability to support high yield toner Support standard network protocols (TCP/IP, SNMP, CIFS, etc.) Compatible with non-proprietary print management and accounting platforms (FM Audit, PaperCut, etc.) 9

10 Equipment & Specification cont d Large Model Specs: Black and white laser with print, copy, and scanning capabilities 35 PPM or faster Max Duty Cycle 120,000 per month or higher Printing Resolution 600 DPI or higher Scanning Resolution 600 DPI or higher Scan Speed 40 scans per minute or higher Support scan to computer, network share, and Equipped with auto-document feeder Accommodate 8.5 x 11 and 11 x 17 Minimum of 3 drawers Duplex printing Equipped with bypass sheet feeder Ability to lock print with password release Full network and Ethernet support Ability to support high yield toner Support standard network protocols (TCP/IP, SNMP, CIFS, etc.) Compatible with non-proprietary print management and accounting platforms (FM Audit, PaperCut, etc.) X. ADDITIONAL EQUIPMENT Bidder will also provide a separate quote for two additional copiers that are to be added to successful bidder s lease agreement beginning on July 1, The lease on this additional equipment will be a shorter-term lease and will have the same contract end date as all other equipment. Print Shop #1 (Black and White) 50-page minimum per minute copy/scan/print Max Duty Cycle: 200,000 per month or higher Print Resolution minimum of 1,200 dpi Reduce and Enlarge 25% 400% Preset Reduction and Enlargement 4 Paper Drawers minimum 3,500 sheet paper capacity, with 150 sheet bypass Minimum 3,000 sheet large capacity paper tray (letter and portrait) 16 lb. bond up to 110 lb. index; OHP transparencies, labels, tab pages Image Modes: Auto, Text, Photo, Text/Photo, Manual Paper Size: 5-1/2 x8-1/2 to 12 x 18 Original Size up to 11 x17 maximum 150 sheet duplexing automatic document feeder Automatic duplexing Document feeder paper size 5-1/2 x 8-1/2 to 11 x 17 and paper weight 13 lb. bond to 34 lb. index 10

11 Additional Equipment Cont d Compatibility with Windows 7/8/10, Server 2008/2012/2016 PCL5e, PCL6 and postscript print languages Connectivity interfaces 10/100/1000 base Ethernet Network scan interface Scan to PC, scan to , TWAIN scanning, and scan to network drive OCR capability Scan directly to PDF or TIFF Images Scan speed minimum 60 OPM 2 and 3 Hole Punch Multi-position stapling minimum of 200 sheets Z-Fold, Half-Fold, and Tri-Fold Sorting and Grouping Energy Star Compliant Print Shop #2 (Color) 50-page minimum per minute copy/scan/print Max Duty Cycle: 200,000 per month or higher Print Resolution minimum of 200 dpi Reduce and Enlarge 25% 400% Preset Reduction and Enlargement 4 Paper Drawers minimum 3,500 sheet paper capacity, with 150 sheet bypass Minimum 3,000 sheet large capacity paper tray (letter and portrait) 16 lb. bond up to 110 lb. index; OHP transparencies, labels, tab pages Image Modes: Auto, Text, Photo, Text/Photo, Manual Paper Size: 5-1/2 x8-1/2 to 12 x 18 Original Size up to 11 x17 maximum 150 sheet duplexing automatic document feeder Automatic duplexing Document feeder paper size 5-1/2 x 8-1/2 to 11 x 17 and paper weight 13 lb. bond to 34 lb. index Compatibility with Windows 7/8/10, Server 2008/2012/2016 PCL5e, PCL6 and postscript print languages Connectivity interfaces 10/100/1000 base Ethernet Network scan interface Scan to PC, scan to , TWAIN scanning, and scan to network drive OCR capability Scan directly to PDF or TIFF Images Scan speed minimum 60 OPM 2 and 3 Hole Punch Multi-position stapling minimum of 200 sheets Z-Fold, Half-Fold, and Tri-Fold Sorting and Grouping Energy Star Compliant 11

12 X. ADDITIONAL EQUIPMENT BIDDER S FORM 48 MONTH CONTRACT Copier location Lease Payment Service rate/per click charge Attachments Print Shop #1 Print Shop #2 36 MONTH CONTRACT Copier location Lease Payment Service rate/per click charge Attachments Print Shop #1 Print Shop #2 24 MONTH CONTRACT Copier location Lease Payment Service rate/per click charge Attachments Print Shop #1 Print Shop #2 12