Centennial School District Request for Proposal for Copier Services

REQUEST FOR PROPOSAL FOR COPIER SERVICES Document Purpose The purpose of this request for proposal is to provide interested copier firms with sufficient information to enable them to prepare and submit proposals for consideration by the Centennial School District for copier services for the school district for a 60 month period beginning August 1, 2012. The copier firm will need to provide equipment, staffing and services as outlined in this proposal. The successful proposer will place a premium on an ultra smooth transition from the current copier services and fleet contract. District Contact The point of contact with Centennial School District is Christopher M. Berdnik, Chief Financial Officer (215-441-6000 ext. 11011). Incurred Proposal Costs The school district is not liable for any cost incurred by copier firms prior to the issuance of an agreement or contract. Response Date for Proposals In order to be considered for selection, proposals for copier services must be received in a sealed envelope clearly marked Copier Services Request for Proposal not later than 2:00 PM at the Centennial School District, 433 Centennial Road, Warminster, PA 18974 on Friday, June 15, 2012. P include three copies of your package, including draft contracts as an attachment. RFP Addenda In the event that modifications or additions to the RFP become necessary, such items will be posted on the District s website under bid notices. Supporting Documentation All sales, supporting materials, and other documentation submitted with the proposal will become the property of Centennial School District. Restrictions Centennial School District will not accept a sub-contractor relationship and will not accept temporary personnel in the central copy center. Informality of Bid and Acceptance, Rejection or Selection of Quotation The School District expressly reserves the right to reject any or all proposals (in whole or in part, with or without cause, even if all stated requirements are met), to waive any informalities or irregularities in the proposals, and to accept that proposal or that combination of proposals which is in the best interest of the School District, in part or in whole. All pricing must be held for 90 days. The District reserves the right to negotiate terms and conditions. Service and Equipment Pricing The District requires that all proposers currently hold either a PA Costars or PEPPM contract as the foundation of their response, enabling the District to leverage bid pricing for the firm s proposed equipment and services. The awarded vendor is encouraged and expected to provide volume discounts off of these contracts. In other words, this RFP is an invitation to submit a proposal grounded in an existing competitively bid contract. Page 1 of 13

The District reserves the right to increase or decrease quantities. The District reserves the right to select the appropriate partner(s) and refine product selection based on discount pricing prior to implementation. Centennial will not accept third party s. As part of your RFP response, the district requires each proposing vendor to clearly lay out the terms of their contracts, including but not limited to the possible early payoff and return of equipment, delivery fees and end of shipping responsibilities of the district. P also clearly disclose any clauses relative to automatic renewal or any and all end of requirements and/or restrictions. Finally p disclose the cancellation provisions provided for equipment and/or the labor portion of this contract. P detail any clauses relating to liquidated damages relating to early termination or payoff to return of equipment. Alternatives Proposers may submit alternative pricing proposals. The District will in its sole discretion determine equivalents and the proposal(s) that offer the best value to the District. The determination by the Purchasing Agent shall be final. Acceptance by the District The School Board will consider the copier proposals at a regularly schedule meeting following the due date of this request for quotation. An interview by phone or in person with the review team may be required. In determining the award to the proposing copier firms, the following will be considered: 1. Evidence in proposal that the submitting firm clearly understands the scope of the services to be performed. 2. Technical experience of the firm. 3. Qualifications of the service team. 4. Size, structure and proximity of the firm. 5. Costs quoted to perform the specified services. Execution of this Request for Proposal This Request for Proposal shall be executed by an authorized individual. Page 2 of 13

Copier Proposal Instructions RFP Basic Structure and Terms 1. The request for proposals is based on the following bands: a. Band 2 Floor 25+ PPM b. Band 7 Floor 65+ PPM c. Band 10 Floor 110+ PPM d. Band 11 Floor Book copier e. Band 3AG Desktop 30+ PPM color f. Band 6G BW/Color 50+ PPM color 2. All equipment baseline configurations are as a copier/printer. Pricing options in each band will include a copier/printer, copier/printer/fax, copier/printer/scan and copier/printer/fax/scan. 3. Vendors may add additional equipment options by listing the option and showing the monthly price to add that option. 4. Pricing includes and supplies (toner, staples, etc.) excluding paper, 60 month pricing. Pricing should also include full training on each machine based on its specific configuration. Training must be delivered within one (1) week of equipment installation and again within two weeks of the start of the school year at a time convenient to the specific building administrator. 5. Pricing for each band should include a monthly price and a per click charge for. The District prefers monthly billing on specific quantities. 6. Pricing should include pick-up and disposal of all existing equipment at the end of the contract. 7. Pricing must include a Total Satisfaction Guarantee from the manufacturer where the customer can determine if the machine is not performing effectively and needs to be replaced. 8. Pricing must include all property taxes and insurance. 9. All consumables must be manufactured and delivered by the OEM. 10. Vendor will only charge a single click rate for both 8.5 x 11 as well as 11 x 17 11. Equipment manufacturing status will be based on the Federal government s GSA schedule terms or Pennsylvania s equipment requirements for manufacturing status. 12. We reserve the right to award a single or multiple vendors for each band as well as the entire procurement. Centralized Print Shop Scope of Work Experienced and trained operators to run the specified equipment in the Copy Center at our Johnsville Administration building. Your proposal should outline your complete facilities management program including hiring practices, floater personnel, background checks, etc. Operators will be required to have the same clearances as Centennial employees. Page 3 of 13

Our expectation is that the copy center will be staffed 12 hours per day everyday the administration building is open, ready to receive print requests electronically or even on paper. We desire a rapid turnaround of 24 business hours for all but the most exceptional demands. Our copy needs are primarily black and white. Operators will utilize copier equipment outlined in the proposals, as well as existing Centennial equipment to provide professional finishing options. The District utilizes an in-house mail delivery system to move the completed jobs from the print shop to our three elementary schools, two middle schools, one high school and one transportation depot. In addition to the 1.5 or 2.0 FTE staff dedicated by your team to our print shop from the hours of 7:30 am to 7:30 pm, the successful bidder will understand the importance of providing an overflow capability to provide the District outstanding 24 business hour turnaround during our peak load times. Drama-free productivity is the hallmark of a successful centralized print shop. For the purpose of this RFP, it is quite important to the District that a project team be assigned to smoothly transition all summer print tasks from our current provider (if not selected) to their team and deliver correct materials on-time for the start of the 2012-13 school year. The transition scope includes coordinating removal of existing equipment not owned by Centennial. The District is interested in creative solutions that include at least the following: Equipment Service/ Supplies Personnel On-site management reporting Web or email based job submission solution 60 month contractual pricing Equipment designated for the central print shop is clearly marked on the pricing pages. The District anticipates awarding the equipment and personnel for the print shop to one qualified firm. See Appendix A for additional details regarding desired specifications. Fleet Copier Scope of Work Keeping our school personnel satisfied with walk-up copier service is important to Centennial. We expect copiers to work and when they do not, we expect fast, quality servicing of the machines. The District is in the middle of a transition from six elementary schools to three. During the 2012-13 school year the current McDonald Elementary School will relocate to the new McDonald Elementary School being built right behind it. Pricing should include the expectation that all equipment placed at old McDonald will be moved to new McDonald on or about March 2013 at no additional charge. The District is interested in creative solutions that include at least the following: Equipment Service/ reporting Page 4 of 13

Web or email based job submission solution 60 month contractual pricing In addition to centralized reporting, the District s school-based administrative teams would appreciate the ability to access or receive monthly reports that facilitate sound economic and environmental practices. Equipment designated for the fleet is clearly marked on the pricing pages. The District anticipates awarding the fleet equipment to one or more qualified firms. See Appendix A for additional details regarding desired specifications. Project Management It is understood that as part of its consolidation program, District staff resources are extremely limited to support implementation of the new copier services contract(s). We have a very tight timeline and no margin for error. The successful firm will simply adapt and overcome. Information Requested In order to facilitate a uniform copier service proposal review process and maximize comparability, it is required that the copier service firms submitting proposals organize their proposal in the following manner: 1. Title Page State that the document is a Proposal for Copier Services and list the following; date, firm name, local address, telephone number, and contact person. 2. Table of Contents Identify the contents by section and page number. 3. Letter of Transmittal (Limit to one or two pages) Briefly state the proposer s understanding of the work to be done and make a positive commitment to perform the work within the required time period. 4. Detailed firm information: a. What is the legal name of your company? b. P state the number of years your company has been in business. c. Are you a subsidiary, affiliate, or franchise? If yes, what is the name of your parent company? d. What is the headquarters location address and relevant phone numbers? e. How is your organization structured locally and nationally and how does this structure support your ability to provide the services you are proposing? f. What is the company ownership structure? g. How many employees do you have worldwide? North America? Locally? h. Outline the liability insurance coverage you carry i. Provide your Dun & Bradstreet and tax identification number. j. Provide the total number of your facilities management sites locally and nationally. k. Explain your ability to provide, support and service multiple manufacturers of office equipment and technology. P include a list of manufacturers that you are able to buy from and outline your relationship. l. Describe your company s core capabilities and business approach in the following areas: i. Facilities Management (on-site outsourcing of office services and document management) Page 5 of 13

ii. Off-site document production (include number of locations) iii. Document imaging iv. Office equipment (include approach used in choosing equipment) v. Technology integration vi. Other core competencies related to providing services covered in this bid m. What are your company s mission statement and/or core values? 5. Proximity Indicate the number and level of people from the closest office that will perform the services. P provide a service team organization chart. 6. Staffing outline your training programs for on-site, service and management employees. How will you determine the workers that will support our operation? What is your backfill policy? 7. What is your commitment to environmentally sound operations and equipment? 8. What are your managed print services capabilities should the District seek to expand the scope of the engagement with a Phase II sometime in the future? 9. What is your web or email based job submission tool? How will it detail job specs, jobs in que, late jobs, and turnaround times? If desired, does your job submission tool support an approval process? 10. Performance metrics and reporting: a. How do you measure overall performance and productivity against our required service levels? b. What types of reports are available to track key performance indicators? P provide samples. c. How will these reports be made available to? d. Provide example(s) of your management reports and identify their frequency and purpose. e. Outline your firm s ability to provide a monthly summary report, including charges by department number, with detailed documentation to support each charge. f. Describe your approach to analyzing usage and cost data to effectively coordinate equipment placements, changes, removals and all service-related issues. g. How will your reporting system integrate with our existing environment without having to support additional hardware/software? h. Can your reporting system be expanded to support other facilities management functions such as visitor management, space planning and move requests? i. What specific data collection tools and processes do you utilize to manage an outsourcing operation the size of Centennial School District? 11. What security features are built-in to each of your models to prevent unauthorized access to the machine and any data stored on the machine? P details specific features and any vendor independent certification of these capabilities? 12. Can you provide any vendor independent tests demonstrating network print productivity of your proposed systems? P include details of tests including file types, number of copies, etc. Page 6 of 13

13. What additional software capabilities do you offer to manage the fleet of equipment effectively? Desired capabilities include remote configuration and management, automatic network output device identification (vendor independent copier and printer identification), reporting capabilities for meter reads/reported error alerts/asset lists, troubleshooting capability, SNMP group set-up and management, etc. 14. What training and network deployment support services are included with the pricing of your equipment? Specify your training program to ensure that all school staff are able to use the equipment without an enormous learning curve. 15. What technical engineering features are built into the system to minimize downtime and minimize technician service calls? 16. P provide examples of how you have used this technology and combined with other software and hardware to improve operations of similar organizations (examples such as asset consolidation, print migration, scanning applications to convert existing paper, document management applications, forms automation, integration with a centralized print shop/copy center, etc.) 17. What capabilities do you provide for your equipment to support the visually and physically impaired? 18. Outline your quality management process. 19. Can you guarantee to rectify all billing issues within 30 days? 20. Does your company offer a Print Production Training Program for students that offers curriculum, people, process and technology to help ensure an effective digital production printing and workflow training experience? 21. Supplies - Can supplies be ordered online? Can supplies be sent automatically as needed, p describe your process so that we do not end up with too much or too little inventory? 22. Break/Fix - Does your company offer proactive onsite device management? If a specific device, or a component within that device, has had multiple service calls within a limited amount of time, will your company proactively monitor these calls and take appropriate action including replacing the device at our request, if required? 23. Describe how your firm will improve cost efficiencies. 24. What differentiates your organization from your competition? 25. Provide a reference list of public school district clients indicating the type of service performed, years of engagement, contact person and phone number. (Limit to five most relevant references) Page 7 of 13

Name of Copier Firm Address Contact Person Telephone Number Centennial School District (Return this page as Page 1 of your Copier Services Proposal) FIRST, the undersigned have carefully examined the in accordance with the specifications of the proposal submit this proposal and agree to furnish and perform the specified services for the school district within the time limits specified for the amounts indicated. SECOND, the undersigned agree to enter into a written contract to furnish such materials and services as required in the proposal specifications. THIRD, the following quotation prices are listed as firm for a period of ninety (90) days after the due date of this request for proposal. FOURTH, no plea of mistake for this proposal shall be made available to the undersigned firm. No proposal may be withdrawn before ninety (90) days from the due date of this proposal. FIFTH, the copier firm agrees to do the services for the amounts quoted. Signature Date Title or Office Page 8 of 13

Band 2 25+ PPM - Projected Volume 6,000 or greater - Anticipated locations include: o Admin back hallway o Admin student services o Admin Operations o Davis office (base bid) o Klinger office (base bid) o Log office (base bid) o McDonald office (base bid) o William Tennent office (base bid) o Willow Dale office (base bid) Centennial School District Pricing Section /fax /fax/scan Notes/Comments Band 4A 35+ PPM desktop - Projected Volume 2,000 or greater - Anticipated locations include: o Admin CSSCA o Admin Superintendent o Bus Garage o William Tennent Athletic o William Tennent Guidance /fax /fax/scan Desktop OCR software for 25 users N/A Notes/Comments Page 9 of 13

Band 7 65+ PPM - Projected Volume 25,000 or greater - Anticipated locations include: o Admin Business Office/HR/Food Service o Davis two units o Klinger two units o Log two units o McDonald two units o William Tennent four units (one per grade level house) o Willow Dale two units /fax /fax/scan Desktop OCR software for 25 users N/A Notes/Comments Band 11 40+ PPM book copier - Projected Volume 4,000 or greater - Anticipated locations include: o Davis library o Klinger library o Log library o McDonald library o William Tennent library o Willow Dale library /fax /fax/scan /coin and key operated Desktop OCR software for 25 users N/A Notes/Comments Students must be able to use too when placed in our libraries. Page 10 of 13

Band 10 110+ PPM - Projected Volume 185,000 or greater - Pricing must include staffing the print shop, appropriate finishing options (15 rolls per year of stitching wire, 25 rolls per year of tape bind, 25 cartons per year of carbonless paper, 45 cartons per year of card stock), managing the print shop, offloading black and white volumes to meet specified timelines. Assume an average of over 1,000 central jobs per month, a large percentage of which will be hard copy and require a significant amount of manual assembly. - Anticipated locations include: o Central print shop two units /fax /fax/scan Desktop OCR software for 25 users N/A Notes/Comments Band 6G BW/Color 50+ Color PPM - Projected Volume 4,000 BW impressions or greater - Anticipated locations include: o Central print shop one unit /fax /fax/scan Desktop OCR software for 25 users N/A Color Click rate include supplies Page 11 of 13

Band 3AG BW/Color 30+ Color PPM - Projected Volume 4,000 BW impressions or greater - This is an alternate specification for the following locations: o Davis office o Klinger office o Log office o McDonald office o William Tennent office o Willow Dale office /fax /fax/scan Desktop OCR software for 25 users N/A Color Click rate include supplies Page 12 of 13

Technical Requirements For each band, p see and complete Appendix A. Page 13 of 13